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Home My WebLink About20223414.tiffRESOLUTION RE: APPROVE 2023 ANNUAL PROGRAM PLAN FOR CHILD SUPPORT SERVICES AND AUTHORIZE DIRECTOR AND DIVISION MANAGER OF DEPARTMENT OF HUMAN SERVICES 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 Annual Program Plan for Child Support Services 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 Office of Economic Security, Division of Child Support Services, commencing upon full execution of signatures, with further terms and conditions being as stated in said plan, and WHEREAS, after review, the Board deems it advisable to approve said 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 Annual Program Plan for Child Support Services 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 Office of Economic Security, Division of Child Support Services, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the authority to sign said plan, be, and hereby is, delegated to Jaime Ulrich and Kyle Ewertz, Department of Human Services, to sign as the Agents for the Weld County Board of County Commissioners, Weld County, Colorado. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 12th day of December, A.D., 2022. BOARD OF COUNTY COMMISSIONERS WEL COUNTY, COLORADO ATTEST:daeLet) XL:el Sc3tt K. James, Chair Weld County Clerk to the Board BY: APP ou y A orney Date of signature: 12./27722 Mike Freeman, Pro-Tem Perry L. Buck teve Moreno Lori Saine cc: } -(SD t2/Sa/22 2022-3414 HR0094 c -f i'Di=hooa9 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE; December 7, 2022 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Child Support Services 2023 Annual Program Plan 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 Support Services 2023 Annual Plan. The Department's Child Support Services (CSS) Division has prepared the 2023 Annual Program Plan (attached) utilizing the Department's recommended CSS 2023 Budget of $3,532,400.00 and 31 employee positions. This plan outlines CSS priorities for 2023 that will focus on non-paying cases and meeting C -Scat measures by referring eligible participants to the Improved Payments and Child Success (IMPACS) program. This plan is for the period of January 1, 2023 through December 31, 2023 and is due to the State by December 31, 2022. I do not recommend a Work Session. I recommend approval of this plan and authorize the Director and CSS Division Head to sign, and the Department to submit this plan to the State. Approve Schedule Recommendation Work Session Other/Comments: Perry L. Buck Mike Freeman, Pro-Tem Scott K. James, Chair Steve Moreno Lori Saine Pass -Around Memorandum; December 7, 2022 - CMS 6556 12/12 4ZOOCVA 2022-3414 Karla Ford From: Sent: To: Subject: Approve Mike Freeman Wednesday, December 7, 2022 8:32 AM Karla Ford Re: Please Reply - PA FOR ROUTING: CS Child Support Annual Plan (CMS TBD) Sent from my iPhone On Dec 7, 2022, at 9:48 AM, Karla Ford <kford@weldgov.com>wrote: Please advise if you approve recommendation. Thank you. Karla Ford X, Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford a�weldgov.com :: www.weidgov.com **Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** <image002.jpg> 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: Alison Pegg <apegg@weldgov.com> Sent: Wednesday, December 7, 2022 7:40 AM To: Karla Ford <kford@weldgov.com> Cc: Bruce Barker <bbarker@weldgov.com>; Cheryl Pattelli <cpattelli@weldgov.com>; Chris D'Ovidio <cdovidio@weldgov.com>; Esther Gesick <egesick@weldgov.com>; HS -Contract Management <HS- ContractManagernent@co.weld.co.us>; Lennie Bottorff <bottorll@weldgov.com> Subject: PA FOR ROUTING: CS Child Support Annual Plan (CMS TBD) Good morning Karla, Thank you for taking these two PAs so last minute! Please see the attached PA approved for routing to all five Commissioners: CS Child Support Annual Plan (CMS TBD). Thank you! Alison Pegg Contract Management and Compliance Coordinator Weld County Dept. of Human Services 315 N. 11th Ave., Bldg A PO Box A a COLORADO Office of Economic Security Division of Child Support Services 2023 ANNUAL PROGRAM PLAN I certify that this Plan is an accurate assessment of the Child Support Services (CSS) program for Weld County. I further certify that: • The attached county CSS program budget represents only expenditures for performing IV -D activities. • Staff listed in Section IX are performing IV -D functions pursuant to the percentage of time shown. • A background check, pursuant to Colorado Department of Human Services (CDHS) Volume 6, 6.210.6 (Access to Information) as revised, has been performed on all staff prior to requesting credentials for accessing electronic or manual information maintained by CDHS, Division of CSS. The county director, or their designee, has weighed the outcome of the background check against county -established favorability standards and determined the individual is suitable to access the information. • The County Director and IV -D Administrator certify that all County CSS workers meet all requirements for Automated Child Support Enforcement System (ACSES) access per CDHS Operation Memo OM-CSS-2021-0003; have been vetted through a fingerprinting background check within the last 5 years; and have passed all CDHS established suitability standards per CDHS Operation Memo OM-CSS-2022-0001. " • The County has established written processes to ensure that ACSES access provided to employees corresponds to each worker's job assignment. Access to child support information (electronic or manual) is determined by an official "need -to -know" policy. That is, a person's access is limited to only the level necessary to perform the authorized purposes of the child support services program. • Separation (or segregation) of duties is intended to reduce error and fraud by ensuring that at least two individuals are responsible for the separate parts of any vulnerable or mission critical tasks of the program. To the extent possible, the Division of CSS recommends that the separation of duties, and accompanying ACSES security access, be considered, and implemented in the following circumstances: o Enforcement and financial management responsibilities should not be performed by the same person; and o The responsibility to negotiate obligor child support balances and ledger balance adjustments should not be performed by the same person. "lf your county is unable to have separation of duties due to staffing size, please complete the waiver attached in the email. • All staff performing IV -D functions, including CSS contractors and contract IV -D attorneys, are included in Section IX. • All Employees identified in the "Quarterly Personnel Audit List", that have a "last certified" date, are hereby designated to perform all Administrative Process Action (APA) duties and/or Automated Enforcement actions, and/or review APA default orders. By signing the Annual Program Plan, I attest that these employees have the adequate skills, knowledge, and training to perform these duties. Untie- GCG-i % Jamie Ulrich (Dec 12, 2012 13:52 MST) County Director Signature Ky a Ewe. (Dec 12, 2022 1121 MST, IV -D Administrator Signature Jamie Ulrich Dec 12, 2022 County Director Printed Name Kyle Ewertz Date Dec 12, 2022 IV -D Administrator Printed Name Date *Link to Operations Memo is httas://www.colorado.gov/aacific/cdhs/cdhs-memo-series 2023 ANNUAL PROGRAM PLAN Section I - Expenditures Counties must attach a copy of their program's approved budget. The attached budget must be detailed enough to identify personnel and contractual expenditures. In addition, please provide the number of Child Support Services FTE and Contract positions that your county has allocated for in the 2023 budget. (This information will be used on page 26 of the MMR to track collections and caseload totals per FTE). Number of Full -Time positions 30 Number of Contract positions Section II - County CSS Program Information Counties are required to select one of three options for processing foster care fees in cases relating to child support obligations. Check the option that your county is currently using. The options are: a. The Foster Care Assessor within Child Welfare establishes and enforces the foster care fee. The case is not referred to the CSS Unit for any purpose. b. The Foster Care Assessor within Child Welfare establishes the foster care fee. The case is referred to the CSS Unit for monitoring and enforcement. �✓ c. The CSS Unit's Foster Care Fee Assessor establishes and enforces the fee. Section III - Safeguarding of Child Support Information and Funds The Colorado CSS program receives federal tax and Federal Parent Locator Service (FPLS) information for use in the establishment and enforcement of child support orders, and the collection of amounts due. The Internal Revenue Service (IRS) requires that staff with access to federal tax information (FTI) maintain their access authorization through initial and annual training certification. The purpose is to ensure that staff understands the child support agency's security policy and procedures for safeguarding the data. The Federal Office of Child Support Enforcement has a similar mandate that requires providing security and privacy awareness training to those staff having access to FPLS and other child support program information The IV -D Administrator must attest that all child support staff and contractors that have access to FTI have been provided information safeguard training offered by the Division of CSS and have been given the opportunity to review and ask questions with respect to the various policies and procedures issued by the Division of CSS. IRS Safeguard Awareness Training Program All IRS safeguard training is to be completed in the Cornerstone Learning Management System. White counties are no longer required to maintain certificates of completion for ACSES users, it is highly recommended that certificates are electronically stored, each year, in the case of an audit. As the IV -D Administrator, I certify that the following policies and procedures have been reviewed with staff and implemented in this county: (Initial next to each procedure.) KE KE KE KE KE KE KE KE KE Procedure 1.0 Access ACSES Using Personally Owned Devices Procedure 2.0 Data Breach Incident Reporting Procedure 3.0 Transmitting FTI by Facsimile Device Procedure 4.0 Transmitting FTI by Electronic Mail Procedure 5.0 Visitor Access Log Procedure 6.0 Personal Identifying Information and Federal Parent Locator Service Data Protection Procedure 7.0 Suitability Standards for CSS Employee Access to FTI Procedure 10.0 Messaging Procedure 11.0 Remote Access Alternate Work Sites As the IV -D Administrator, I further certify that: (Initial next to each statement.) KE All CSS staff accessing child support information, in either electronic or paper format, have a need -to - know and are engaged in the authorized purposes of child support enforcement (i.e., the establishment and enforcement of an order for child support, and the collection of amounts due). KE All CSS staff, including CSS contractors and contract IV -D attorneys, hired during calendar year 2022 received child support information (i.e., FTI and FPLS) safeguard awareness training prior to being granted access to child support information, including access to ACSES. KE All CSS staff, including CSS contractors and contract IV -D attorneys, understand the civil and criminal penalties associated with the unlawful disclosure and/or inspection of FTI as described in IRS Publication 1075 and Sections 7213, 7213A, and 7431 of the Internal Revenue Code. KE All CSS staff, including CSS contractors and contract IV -D attorneys, understand the civil and criminal penalties associated with the misuse of Federal Parent Locator Service and child support program information as described in, but not limited to, the Social Security Act, the Privacy Act of 1974, the Federal Information Security Management Act of 2002, 42 USC 654(26) and 654a (d) (1)-(5). KE All CSS staff, including CSS contractors and contract IV -D attorneys, have completed the on-line IRS Certification through the Cornerstone Learning Management System. KE With respect to initial and annual IRS safeguard awareness training certification, the documentation (of training) is maintained on file for each individual CSS staff member, including CSS contractors and contract IV -D attorneys. KE That all CSS staff with access to the Child Support Data Intelligence System (CSDIS) are aware of the user agreement terms and hereby agree to the associated roles and responsibilities County Employee Liability Coverage 45 CFR § 302.19 requires the state to certify that all counties with delegated IV -D functions bond their employees against losses resulting from employee dishonesty. As the IV -D Administrator, I further certify that: (Initial next to the statement.) KE Every CSS person as listed in the quarterly personnel audit list, including contractors, that receives, disburses, handles, or has access to support collections is covered by a bond against loss resulting from dishonesty. CSS is covered in the amount of 10,000,000 through one of the options below: Ia. Private insurance coverage through Please see below (insert name of insurance company). Elb. Self-bonding/self-insurance established by (identify statute or authority). Elc. Bonding/insurance established by (explain). If the IV -D Administrator is unable to certify any statement in Section III, please explain below: a. Private Insurance Coverage Through: Colorado Counties Casualty a Property Pool and Pennsylvania Manufactures Assoc. Ins Company Section IV - Continuity of Services Counties with five or fewer child support employees are asked to have an agreement with another county for coverage should an emergency or hardship occur rendering your employees unable to fulfill day-to-day child support service operations. Provide the coverage county and plan. This is required information to receive approval of your county's annual program plan. It is recommended that counties have a second coverage county able to provide support. Please include any MOU or contract that may be in place for coverage. ZN/A (County has more than 5 child support employees) Section V - Strategic Planning 1 Please provide a copy of the strategic plan for your county's child support program. If you do not have one, please describe your program's priorities for 2023. Weld County Child Support Services priorities over the 2023 calendar year are to focus on non-paying cases and refer eligible participant to the IMPACS program, review and adjust our modification process, ensure internal desk aids are organized and up-to-date, and continue to work on fostering an environment where staff feel supported and appreciated. 2. Per CCR 6.270.3, each county's program plan "must set county goals in order to meet annual statewide goats set by the State Division of Child Support Services." For each of the C-Stat measures listed below, describe your county's approach to/strategies for meeting/maintaining the performance goal. Weld County will continue to focus on meeting C-Stat measure by referring eligible participants to IMPACS, create and encourage on going training for staff, and reevaluate current practices for effectiveness and efficiency. Timeliness of Review and Adjustment (90%) Weld County is currently meeting this measure averaging 92.54% for FFY 2022. Weld County will continue to meet this measure in 2023 by initiating all modification request within 14 days, following up with parties in a timely manner, utilizing ACSES to track cases, and working closely with our courts to ensure hearings are set in a timely manner. Tableau data will be monitored monthly and cases that are modified outside of the required timeline will be reviewed for process improvements, training opportunities, etc. Percent of Disbursements on Hold (4.2%) Weld County is currently meeting this measure averaging 2.63% for FFY 2022. Weld County will continue to meet this measure in 2023 by having technicians work their disbursement on hold reports monthly, asking for parties updated contact information at every contact, closely monitoring cases where payments are put on hold, and working closely with bookkeepers to get DOH cleared in a timely manner. Tableau and CEPS reports will be monitored monthly for trends and training opportunities related to DOH. Timeliness of Case Initiation (80%) Weld County is currently meeting this measure averaging 93.63% for FFY 2022. Weld County will continue to meet this measure in 2023 by reviewing Online, TANF referred, paper application, interstate, and foster care referred cases daily and initiating the oldest cases first. In addition, Weld County will continue to have multiple staff members trained and initiating cases at all times to ensures timeliness is met. Tableau data related to initiation will be pulled monthly and cases initiated outside of timeliness will be reviewed for process improvements and training opportunities. Section VI - County Liaisons This information is now captured in the Quarterly Personnel Audit List. Please make sure your county's liaison information in the document is current. Please be sure to include each liaison's direct email and phone number. Counties are required to follow the process linked below to designate ACSES Liaisons, which includes corresponding training. A link to the ACSES Liaison Process can be found here ACSES_Liaison_Process, along with the Liaison Change_ Request_ Form Section VII - Communications As the IV -D Administrator, I agree to: KEEnsure that the county's child support website contains current information regarding the child support application and services provided, and that the language used on the website matches the information below. (initial next to statement) Apply online for child support services! The Colorado Child Support Services (CSS) Program has launched a streamlined application that's available 24/7 - apply online anywhere, any time. Get started today. About the Child Support Services Program: CSS oversees the state's child support system. Individual child support orders are managed by Colorado's county child support offices. You can find many helpful services on the CSS website including: • Applying for child support services • How to create an online account to view specific information on your child support case • How and when to request changes to a child support order • Different ways to make and receive child support payments • Frequently asked questions about child support in Colorado Visit the CSS website If your county's website does not include the information above, please provide a date of completion for when the updates will be made. Section VIII - Organizational Chart All counties are asked to submit an organizational chart. Please include as an attachment an organizational chart that describes the reporting structure in your program and where your program sits within the county's structure. Section IX - Personnel All personnel information for this section is tracked in the Quarterly Personnel Audit List. The information in this list must be updated and certified at the end of each quarter. You will receive an email from our office each quarter when this needs to be completed. ❑ I understand it is the responsibility of the county to ensure this is updated each quarter for all employees. I confirm we have updated this information each quarter as required and will continue to do so. Quarterly Personnel Audit List: https: / /docs.google.com/spreadsheets/d/ 1 GiaRj hyAL-HA-LRu37EuW6CgtBNF33kZ/edit#gid=463262142 BUDGET UNIT REQUEST SUMMARY AGENCY/DEPARTMENT NAME: SOCIAL SERVICES BUDGET UNIT TITLE AND NUMBER: Child Support Administration - - 2100-42200 DEPARTMENT DESCRIPTION: This program is designed to obtain and entorce child support and medical support for dependent children to offset part of the TANF and foster care costs. In addition, child support and medical support are enforced for non-TANF clients based on court orders. RESOURCES ACTUAL LAST FY BUDGETED CURRENT FY REQUESTED NEXT FY RECOMMEND NEXT FY Personnel Services $ 2,994,784 $ 3,200,000 $ 3,000,000 $ Supplies 31,077 323,000 29,000 Purchased Services 552,962 339,700 506,500 Fixed Charges 40,987 45,000 39,000 Contra Expense -45,483 - 5,900 - 42,100 Capital 0 0 0 Gross County Cost $ 3,574,327 $ 3,901,800 $ 3,532,400 $ Revenue 2,842,046 2,870,000 2,800,000 Net County Cost $ 732,281 $ 1,031,800 $ 732,400 $ Budget Positions 31 31 31 SUMMARY OF CHANGES: No significant changes are anticipated in this program for 2023. FINANCE/ADMINISTRATION RECOMMENDATION: BOARD ACTION: 295 Department of Human Services Child Support October 2022 Director: Jamie Ulrich Deputy Director: Tami Grant Location: Greeley, Building A, 2nd Floor Department of Human Services Leadership Deputy Director Tami Grant Director Jamie Ulrich l Area Agency on Aging Division Head Kelly Morrison Area Agency in Aging Deputy Director Jill Colavolpe Employment Services Workforce Director Karina Amaya Fiscal Office Division Head Tammy Maurer Employment Services Deputy Workforce Director Cecilia Majchrowski Organizational Integrity Division Head Kimberly Rino Organizational Integrity Deputy Director Jennifer Lehmkuhl Administration ASU Manager Susan Bjorland Assistance Payments Division Head Andie Garnand Assistance Payments Deputy Division Head Jesica Antonucci T Senior Fiscal Advisor Lennie Bottorff Deputy Fiscal Advisor Denise Suniga Director: Jamie Ulrich Deputy Director: Tami Grant Child Support Division Head Kyle Ewertz December 2022 Child Welfare Director Heather Walker Child Welfare Deputy Director Robin Overmyer f Family Resource Division Head Julie Witkowski SIGNATURE REQUESTED: CS 2023 Annual Plan Final Audit Report 2022-12-12 Created: By: Status: Transaction ID: 2022-12-12 Windy Luna (wluna@co.weld.co.us) Signed CBJCHBCAABAAtDYta6gB6AsYUjcZjeYkfV3ArRVEonNy "SIGNATURE REQUESTED: CS 2023 Annual Plan" History t Document created by Windy Luna (wluna@co.weld.co.us) 2022-12-12 - 5:29:42 PM GMT a Document emailed to ewertzkp@weldgov.com for signature 2022-12-12 - 5:34:57 PM GMT t`-1 Email viewed by ewertzkp@weldgov.com 2022-12-12 - 6:20:48 PM GMT 6% Signer ewertzkp@weldgov.com entered name at signing as Kyle Ewertz 2022-12-12 - 6:21:13 PM GMT t© Document e -signed by Kyle Ewertz (ewertzkp@weldgov.com) Signature Date: 2022-12-12 - 6:21:15 PM GMT - Time Source: server Document emailed to ulrichjj@weldgov.com for signature 2022-12-12 - 6:21:16 PM GMT t Email viewed by ulrichjj@weldgov.com 2022-12-12 - 8:52:28 PM GMT Signer ulrichjj@weldgov.com entered name at signing as Jamie Ulrich 2022-12-12 - 8:52:54 PM GMT e Document e -signed by Jamie Ulrich (ulrichjj@weldgov.com) Signature Date: 2022-12-12 - 8:52:56 PM GMT - Time Source: server Q Agreement completed. 2022-12-12 - 8:52:56 PM GMT Powered by Adobe Acrobat Sign Contract Form New Contract Request Entity Information Entity Name* Entity ID* COLORADO DEPARTMENT OF HUMAN ..10003650 SERVICES ❑ New Entity? Contract Name* Contract ID COLORADO DEPARTMENT OF HUMAN SERVICES (CHILD 6556 SUPPORT SERVICES 2023 ANNUAL PROGRAM PLAN) Contract Status CTB REVIEW Contract Lead* WLUNA Contract Lead Email wluna/0weldgov.com;cobbx xlkWweldgov.com Parent Contract ID Requires Board Approval YES Department Project # Contract Description* CHILD SUPPORT SERVICES 2023 ANNUAL PROGRAM PLAN. TERM: 01,01/2023 THROUGH 12,31 :2023. BUDGET: $3,532,400.00. STAFF: 31 POSITIONS. DUE TO THE STATE BY 12 .31 2022. Contract Description 2 PA ROUTING THROUGH NORMAL APPROVAL PROCESS. ETA TO CTB 12 08, 2022. Contract Type APPLICATION Amount* -3,532,400.00 Renewable* NO Automatic Renewal Grant IGA Department HUMAN SERVICES Department Email CM- HumanServicesOweldgov.co Department Head Email CM-HumanServices- DeptHead/o`weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTORN EYWELDG OV.COM Requested BOCC Agenda Date* 12112;`2022 Due Date 12108:2022 Will a work session with 13OCC 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 NSA 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. 10 31,'2023 Renewal Date Termination Notice Period Contact Information ntact Info Contact Name basing Purchasing Approver Approval Process Department Head JAMIE ULRICH DH Approved Date 12,`07/2022 Final Approval BUCC Approved BOCC Signed Date BOCC Agenda Date 12/12/2022 Originator WLUNA Contact Type Committed Delivery Date Contact Email Finance Approver CHERYL PATTELLI Expiration date* 12/31/2023 Contact Phone 1 Contact Phone 2 Purchasing Approved Date Legal Counsel MATTHEW CONROY Finance Approved Date Legal Counsel Approved Date 12/08/2022 12,'09/2022 Tyler Ref #t AG 121222 Hello