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Home My WebLink About20223546.tiffRESOLUTION RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR CHILD WELFARE AND ADULT PROTECTIVE SERVICES HOTLINE, AND AUTHORIZE CHAIR TO SIGN - PROWERS COUNTY 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 Memorandum of Understanding for a Child Welfare and Adult Protective Services Hotline 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 Prowers County, commencing January 1, 2023, and ending December 31, 2023, with further terms and conditions being as stated in said memorandum of understanding, and WHEREAS, after review, the Board deems it advisable to approve said memorandum of understanding, 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 Memorandum of Understanding for a Child Welfare and Adult Protective Services Hotline 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 Prowers County, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said memorandum of understanding. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 21st day of December, A.D., 2022. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: dal.%) Jele0;e1 Weld County Clerk to the Board BY: AP y Attorney Date of signature: Ol/03/- t K. James, Chair Mike Freeman, Pro-Tem Perry L. Buck Lori Saine cc:I-tsD 01/3112.3 2022-3546 HR0094 Cctn C+ 1p. (05(oI PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: December 12, 2022 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Memorandum of Understanding (MOU) with Prowers County for Hotline Calls 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 Memorandum of Understanding (MOU) with Prowers County for Hotline Calls. The Department is requesting to enter into a Memorandum of Understanding (MOU) for 2023 with Prowers County to continue to purchase Call Coverage Services through its Hotline County Connection Center (HCCC) for Child Welfare and Adult Protection Services (APS) related Hotline calls. Weld County will continue to complete the final disposition of each call which includes screening, assessment and decision making. Call coverage Services will be provided at a cost of $23.00 per report for Child Welfare, and $23.00 per report for APS, for a total anticipated annual cost of $126,707.00. This is a decrease of $8,188.00 from the prior year. Weld County will be billed quarterly for actual number of reports taken. The term of the MOU is January 1, 2023 through December 31, 2023. I do not recommend a Work Session. I recommend approval of this Memorandum of Understanding and authorize the Chair to sign. Approve Schedule Recommendation Work Session Perry L. Buck Mike Freeman, Pro-Tem Scott K. James, Chair Steve Moreno Lori Saine Other/Comments: Pass -Around Memorandum; December 12, 2022 — CMS ID 6561 2022-3546 12121 H OcH MEMORANDUM OF UNDERSTANDING Between WELD COUNTY and PROWERS COUNTY INTRODUCTION: This Memorandum of Understanding ("MOU") is entered into by and between Prowers County, Colorado body corporate and politic by and through its Board of County Commissioner ("Prowers County'), and Weld County, Colorado ("Weld County") a body corporate and politic by and through its Board of County Commissioners. Prowers County and Weld County shall jointly be referred to as the "Parties." PURPOSE: 1. This MOU is developed in partnership between Prowers County and Weld County, with confirmation by the State of Colorado ("State"), for Prowers County to manage and administer calls to the hotline regarding persons that reside in Weld County, Colorado. 2. Prowers County, through its Hotline County Connection Center ("HCCC"), agrees to answer and process Child Welfare ("CW") related and APS related hotline calls on behalf of Weld County ("Call Coverage Services"). Prowers County will perform the tasks outlined in this MOU as they relate to Call Coverage Services. Weld County will perform the tasks identified in the MOU to assist the HCCC with successfully receiving the Hotline calls so Weld County can complete the final disposition of each call. TERM, AMENDMENT, TERMINATION: 1 Term of MOU: a. This MOU becomes effective January 1, 2023 for the period of 12 months, ending December 31, 2023. b. The parties shall notify each other at least 30 days prior to expiration of the MOU to execute an extension. 2. Amendments: a. The Parties may request changes to this MOU, which shall be effective only upon the written agreement of the Parties. b. Any changes, modifications, revisions, or amendments to this MOU shall be incorporated by written instrument, executed and signed by the Parties, and will be effective in accordance with the terms and conditions contained herein. 3. Termination: a. Any party may, at its sole discretion, terminate or cancel the MOU upon 30 days' written notice to the other party. RATE FOR SERVICES: 1. The calculations used to determine the rate of the Call Coverage Services are based on an annual projection of the number of Child Protection Program Area 5, Program Area 4, and Institutional reports taken and an equivalent number of Other Child Welfare ("Other CW") Inquiry related call reports. For purposes of this MOU, 10 Other CW calls will equal one report. a. Projected numbers of Program Area 5, Program Area 4, Institutional, Other CW, and APS reports will be based on a combination of information from the Results Oriented Management data base and the actual numbers of calls received through the HCCC for the previous 12 months. Page 1 of 4 2. Weld County is allocated twelve free reports, child abuse/neglect or APS reports, each quarter for a total of 48 free reports of any type per year. 3. Prowers County has entered into agreements with other Colorado counties to provide the same services as contemplated in this MOU. In the event the HCCC must expend additional funds to accommodate adding additional positions to take calls on behalf of all of the other counties including Weld County, the cost of that expansion may be proportionately distributed amongst all of the counties that receive HCCC Call Coverage Services. Should this situation arise, Weld County will be notified 60 days in advance of any additional costs required for HCCC's services so it can determine whether to terminate the MOU. 4. Prowers County will invoice for the Call Coverage Services. Invoices shall include a description of the services performed as Weld County may request. Weld County will submit payment for services satisfactorily performed within 60 days of receipt. 5. The rates of Call Coverage Services provided to Weld County per the terms of the MOU are: Estimated number of Child Abuse/Neglect Reports Jan 2023 — Dec 2023 C/W Inquiries 2,300 Divided by 10 Total Estimated Reports Less the Allotment of Reports (12 per quarter) Total Estimated Reports to be billed Rate per Report Estimated Investment for C/W Reports Estimated number of APS reports Jan 2023 — Dec 2023 Rate per APS Report Estimated Investment for APS reports Total Investment for Call Coverage services 4,892 230 5,122 -48 5,074 $ 23.00 $ 116,702.00 435 $ 23.00 $ 10,005.00 $ 126,707.00 6. Weld County will be billed quarterly for actual number of reports taken, less the allotted reports of 12 reports of any type per quarter. JOINT RESPONSIBILITIES SHARED BETWEEN WELD COUNTY AND PROWERS COUNTY HCCC: 1. Both Prowers County and Weld County acknowledge that the State of Colorado Department of Human Services must approve this MOU prior to final execution. 2. This MOU was preceded by an official request for Call Coverage Services from the Board of County Commissioners for Weld County. 3. Both parties understand that nothing in this MOU supersedes or replaces each party's requirements and responsibilities to follow and adhere to all requirements as set forth in state and federal statute, Volume 7 Rules and/or Division of Child Welfare Policy. GENERAL RESPONSIBILITIES OF PROWERS COUNTY HCCC: 1. The Prowers County HCCC will make the appropriate routing changes and take all calls for Weld County on a full-time basis. Full-time is defined as 7 days per week, 24 hours a day including holidays. All next step decisions regarding Hotline call records will be left to the discretion of Weld County. Weld County will be responsible to complete a review of all information in the Trails Hotline Application ("THA") and Trails to ensure appropriate disposition. 2. All next step decisions regarding Hotline call records will be left to the discretion of Weld County. Weld County will be responsible to complete a review of all information in THA and Trails to ensure appropriate disposition. 3. Child Welfare Reports, which can be referred to as Referrals, taken by the HCCC will be entered into the THA, submitted, and transferred to Weld County's Trails Inbox. HCCC will notify Weld County of Page 2 of 4 a referral via entail during business hours and by personal contact during after-hours (pursuant to Volume 7 Rules). It will be the responsibility of Weld County to check the pending queue and manage the final disposition of all records. a. HCCC will provide the Hotline ID and/or Referral ID number (pursuant to Volume 7 Rules) to an entity designated by Weld County. 4. If the HCCC believes the report is of an immediate response nature, the HCCC will notify Weld County while information is being entered into the THA or CAPS. 5. Information and Referral (non-CW) calls will be sent to Weld County's Pending Incoming Hotline Queue (pursuant to Volume 7 Rule). It will be the responsibility of Weld County to check the pending queue and manage the final disposition of all records. Call purpose will be included in the comments. Callers will be redirected back to the Weld County main Department of Human Services number. Weld County can request a brief synopsis. 6. If HCCC receives a call from law enforcement or medical personnel that requires immediate response from Weld County, HCCC will transfer the call to a Weld County on -call designee. If the Weld County on -call designee is not available, HCCC will take a message and continue to make attempts to notify the County. If appropriate, the HCCC will take a report while notifying the County. 7. APS reports will be documented in the Colorado Adult Protection System, ("CAPS") and in the THA. Once complete, the record will be transferred to the County's Pending Incoming Hotline Queue. Weld County will confirm receipt and update in the THA. a. If an APS call is regarding an adult over 70 years old or an adult, 18 years and older, that has an Intellectual/Developmental Disability the HCCC will document the call in the THA and advise the reporter to call local law enforcement. The HCCC will then notify the County of the call. b. Notification to Weld County that an APS report has been taken by the HCCC will be made by email during both open and after-hours. GENERAL RESPONSIBILITIES OF WELD COUNTY: 1. Weld County will provide an updated list of on -call Weld County employees' name(s) or designees and telephone/cellphone numbers and email addresses at all times. The on -call list will include backup contact name(s) and number(s) and email addresses in case the first employee is unable to answer within the notification time frame as outlined in Volume 7 Rules. If the designee changes, it is Weld County's responsibility to immediately inform the HCCC of the change and to provide the required contact information. 2. Weld County will notify the HCCC of any special circumstances where Weld County staff will be unavailable by email (business hours) or voice telephone/cellphone (i.e. employees are in court, meetings, training after-hours, etc.) Weld County should make every attempt to identify another entity that can receive notifications. This can be any entity designated by Weld County. GENERAL PROVISIONS: 1. This MOU is not intended to create any agency or employment relationships between the parties nor is it intended to create any third -party rights or beneficiaries. 2. Nothing contained herein shall be construed es a waiver of any party or any immunity at law including immunity granted under the Colorado Governmental immunities Act. 3. No modification or waiver of this MOU or of any covenant, condition, or provision herein contained shall be valid omens in writing and duly executed by the party to be charged therewith. 4. This MOU and the parties conduct hereunder shall be subject to local, state and federal laws and regulations, including requirements associated with confidentiality of information and HIPAA privacy requirements. Page 3 of 4 5. The Parties to this MOU are subject to the provisions of Colorado Constitution, Article X, Section 20 regarding muhiple fiscal year obligations. Therefore, no obligation extending beyond December 31, 2023 shall be enforceable unless and until County, acting through the Board, has adopted a budget for 2024 providing for payment of such obligations. Weld County shall immediately notify Prowers County should funding under this MOU fail to be appropriated in such instance, Prowers County may immediately terminate this MOU. 6. All three of the authorizing and confirming agencies listed below must agree to the conditions set forth in the proceeding document before the MOU can be finalized. 7. All signatories have the appropriate delegation of authority to sign this MOU. 8. This MOU is subject to all applicable federal, state and local laws, regulations and rules, whether now in force or hereafter enacted or promulgated. If any term or provision of this MOU is held to be invalid or illegal, such term or provision shall not affect the validity or enforceability of the remaining terms and provisions. Meeting the terms of this MOU shall not excuse any failure to comply with all applicable laws and regulations, whether or not these laws and regulations are specifically listed herein. 9. No third -Party Beneficiary. It is expressly understood and agreed that enforcement of the terms and conditions of this MOU, and all rights of action relating to such enforcement, shall be strictly reserved to the Parties, and nothing contained in this MOU shall give or allow any such claim or right of action by any other or third person or entity on such MOU. It is the express intention of the parties hereto that any person or entity, other than the Parties, receiving services or benefits under this MOU shall be deemed to be incidental beneficiaries only. 10. Each Party agrees to be responsible for its own liability incurred as a result of its participation in this MOU. In the event any claim is litigated, each Party will be responsible for its own expenses of litigation or other costs associated with enforcing this MOU. No provision of this MOU shall be deemed or construed to be a relinquishment or waiver of any kind of the applicable limitation of liability provided to each Party by the Colorado governmental Immunity Act, C.R.S. 24-101-101 et seq. and Article XI of the Colorado Constitution. 11. Approving Entities — Prowers County Approving Entities — Weld County Signed: 4uZN�(%, Signed: J Name:1 fl,',tt,14.1Ca r—Wt(YtIs Name: Scott K James J Chair, board of Weld Title: 1._l -.silt' Title: County Commissioners Entity: Weld County Government Entity: lY Jt,t,(011-tr pFt Date: Ann signed Signed: An n by Ann Williams Name: Williams Date: 2023.01.30 09:28:25 -07'00' Title: State Confirmation Entity: Page 4 of 4 DEC 2 12 22 o?l,2-35Y?i New Contract Request Entity information Entity Name. PROWERS COUNTY Entity ID. @00029041 Contract Name. PROWERS COUNTY 2023 MEMORANDUM OF UNDERSTANDING Contract Status CTB REVIEW ❑ New Entity? Contract ID 6561 Contract Lead WLUNA Contract Lead Email wli rrai0weldgov.com;cobbx xl k@ weldgov. cone Parent Contract ID Requires d Ap YES Department Project Contract Description. NEW 2023 MEMORANDUM OF UNDERSTANDING (MOU)WITH PRDWERS COUNTY FOR HCCC SERVICES FOR CHILD PROTECTION AND ADULT PROTECTION CALLS. TERM: 01;01/2023 THROUGH 12/31/2023. WELD COUNTY MUST BE THE FIRST TO SIGN THIS MOU. Contract Description 2 PA IS BEING ROUTED THROUGH NORMAL PROCESS. ETA TO CTB 12/14/20:22.. Contract Type AGREEMENT Amount. $126,707.00 Renewable" NO Automatic Ren JCA If this is a r If this is ent HUMAN SERVICES Dec arrt will CM - H umanServicesweidgov. ca CM-HurnanServices- DeptHead0weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL ey CM COU NTYATTO RNI OV.COM r evious Contract ID Requested da Due Date Date. 12/17/2O22 12/21/2022 Will a work session with 0OCC be required?. NCB Does Contract require Purchasing Dept. to be includ'' 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 Contact Info Contact Name Purchasing Committed Delivery Date Expiration Date. 12/31/2023 Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head JAMIE ULRICH OH Approved Date 12;09/2022 Final Approval BDCC Approved BOCC Signed Date BOCC Agenda Date 12/21/2022 Originator WLUNA NA Finance Approver CHERYL PATTELLI Legal Counsel MATTHEW CONROY Finance Approved Date Legal Counsel Approved Date 12/12/2022 12,/13/2022 Tyler Ref # AG 122122 Hello