HomeMy WebLinkAbout20213520.tiffRESOLUTION
RE: APPROVE 2022 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 2022 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 2022 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 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 22nd day of December, A.D., 2021.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: Cam( vsj je
Weld County Clerk to the Board
Deputy Clerk to the Board
APP R D AS TO
unty At orney
Date of signature: IZIZR l Z�
Steve oreno,
Lori
Cc: µSD
/1412.2
2021-3520
HR0093
PRIVILEGED AND CONFIDENTIAL C0 C. ii)5`i '
MEMORANDUM
DATE: December 7, 2021
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Child Support Services 2022 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 2022 Annual Program Plan. The
Department's Child Support Services (CSS) Division has prepared the 2022 Annual Program Plan (attached)
utilizing the Department's recommended CSS 2022 Budget of 53,901,800.00 and 31 employee positions. This
plan continues to mandate Temporary Aid to Needy Families (TANF) and Child Care applicants/recipients to
participate with the CSS Division in order to receive assistance. The CSS Division will concentrate on
continuous improvement throughout 2022 in order to meet the high-performance goals.
This plan is for the period of January I, 2022 through December 31, 2022 and is due to the State by December
31, 2021.
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
Perry Buck
Mike Freeman
Scott James, Pro -Tern
Steve Moreno, Chair
Lori Saine
Other/Comments:
Pass -Around Memorandum; December 7, 2021 — CMS ID 5434
2021-3520
Karla Ford
From:
Sent:
To:
Subject:
Attachments:
Approve
Mike Freeman
Tuesday, December 7, 2021 3:40 PM
Karla Ford
Re: Please Reply: PA FOR ROUTING: CSS 2022 Annual Program Plan (CMS 5434)
image004jpg; image001 jpg; 120721 CSS 2022 Annual Program Plan (CMS 5434).pdf
Sent from my iPhone
On Dec 7, 2021, at 4:58 PM, Karla Ford <kford@weldgov.com>wrote:
Please advise if you approve recommendation. Thank you!
Karla Ford
Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kfordaweldgov.com :: www.weldgov.com
**Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.**
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: Heather Looney <hlooney@weldgov.com>
Sent: Tuesday, December 7, 2021 2:56 PM
To: Karla Ford <kford@weldgov.com>
Cc: HS -Contract Management<HS-ContractManagement@co.weld.co.us>; Bruce Barker
<bbarker@weldgov.com>; Chris D'Ovidio <cdovidio@weldgov.com>; Esther Gesick
<egesick@weldgov.com>; Lennie Bottorff <bottorll@weldgov.com>
Subject: PA FOR ROUTING: CSS 2022 Annual Program Plan (CMS 5434)
Good afternoon Karla,
Please see the attached PA approved for routing: CSS 2022 Annual Program Plan (CMS 5434)
Thank you!
Heather Looney
Contract Management and Compliance Coordinator
Weld County Dept. of Human Services
315 N. 11th Ave,, Bldg A
PO Box A
Greeley, CO 80632
2(970) 400-6544
Contract Management Extension: 6556
1
COLORADO
Office of Economic Security
Division of Child Support Services
2022 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 ACSES
access per CDHS Operation Memo OM-CSS-2021-0003*; have been vetted through a fingerprinting background check
within the last 10 years and have passed all CDHS established suitability standards per CDHS Operation Memo OM-
CSS-2018-0002.
• The County has established written processes to ensure that Automated Child Support Enforcement System (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 State office 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.
**If 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.
lama UriM
Jamie Ulrich (Dec 22, 2021 09:35 MST)
County Director Signature
te'Efrt/iYfZ
Ky e Ewertz (Dec 27, 2021 08:01 MST)
IV -D Administrator Signature
Jamie Ulrich
Dec 22, 2021
County Director Printed Name Date
Kyle Ewertz
Dec 27, 2021
IV -D Administrator Printed Name Date
*Link to Operations Memo is https://www.colorado.gov/pacific/cdhs/cdhs-memo-series
CSS-14 (Rev 11/3/2021) Page 1 of 6
2021 ANNUAL. P OGRAM 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.
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 monitonng and enforcement
A 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
authonzation through initial and annual training certification The purpose is to ensure that staff understands
the child support agency's secunty 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 State office, and have been given the opportunity to review and
ask questions with respect to the various policies and procedures issued by the state program
IRS Safeguard Awareness Training Program
All IRS safeguard training is to be completed in the CDHS Learning Management System
Please describe any additional training your county's has in place
Staff view the IRS Safeguard Security Awareness Video and State PowerPoint Safeguarding Child
Support Information Slides State Procedures are viewed by all staff Managers are available to
respond to any staff inquires on the materials
CSS-14 (Rev 11/3/2021) Page 2 of 6
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
KE
KE
KE
KE
KE
All CSS staff accessing child support information, in either electronic or paper format, has 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)
All CSS staff, including CSS contractors and contract IV -D attorneys, hired during calendar year 2021
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
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
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)
All CSS staff, including CSS contractors and contract IV -D attorneys, have completed the on-line
IRS Certification through CDHS Learning Management System
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
CSS-14 (Rev 11/3/2021) Page 3 of6
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
0
0
o
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
a Private insurance coverage through See Belc (insert name of insurance company)
b Self -bonding / self-insurance established by (identify statute or authority)
c Bonding/insurance established by (explain)
If the IV -D Administrator is unable to certify any statement in Section III, please explain below:
Private Insurance Coverage Through Colorado Counties Casualty & Property Pool and
Pennsylvania Manufactures Association Insurance Company
Section IV a 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
ri
N/A (County has more than 5 child support employees)
CSS-14 (Rev 11/3/2021)
Page 4 of 6
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 the initiatives/process improvement strategies your county will implement in 2022
Weld County will continue to work with our Employment Service office to assist NCP on
gaining skills and employment through the IMPACs program Weld County will review
current practices dud up ale wlieii apprupiiale, uurrnriy up wrllr a plan lu ensure staff gels
ongoing training on all practices. Leadership team will monitor monthly
2 Per CCR 6 270 3, each county's program plan "must set county goals in order to meet annual statewide goals set by
the State Division of Child Support Services " For each of the C-Stat measures listed below, descnbe your county's
strategies for meeting/maintaining the performance goal
Weld County will continue to work with our Employment Service office to assist NCP on gaining
skills and employment through the IMPACs program Weld County will review current practices
an up a e w en appropria e, coming up wi a p an o ensure s a ge s ongoing raining on a
practices Leadership team will monitor monthly
Improve Review and Adjustment Timeliness (90%)
Weld County is currently meeting this measure averaging 96 53% for FFY 2021 Weld
County will continue to meet measure in 2022 by initiating DOC mods within 14 days after
confirmation In addition, Weld County will review and initiate system generated and party
requested inods will iii i 14 dcryb alai rrtui data r nontl I
Reduce Disbursements on Hold (4 2%)
Weld County is currently meeting this measure averaging 2 59% for FFY 2021 Weld
County will continue to meet measure in 2022 by having technicians work their DOH at
least URA] y, wurkiny closely with llie parties as well as llle buukkeepe►s Lu yet DOH
cleared in a timcly manner Technicians will asict client with question on setting up
direct deposit or receiving a deposit card from the FSR. The I eadership team will
monitor data monthly
CSS-14 (Rev 11/3/2021) Page 5 of 6
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.
Section VII - Supportive Services and Communications
Please use the link below to answer a few question about the supportive services available in your
county, the use of social media, and other child support communications.
https: / /forms. gle/7TLQgKa5SZYHJYrS7
Check the box once the survey is completed.
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.corn /spreadsheets/d/1 GiaRjhyAL-HA-LRu37EuW6CgtBNF33kZ/edit#gid=463262142
CSS-14 (Rev 11/3/2021)
Page 6 of 6
BU =1 GET 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 enforce 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
$ 3,144,669
$ 3,200,000
$ 3,200,000
$
0
Supplies
501,451
90,000
323,000
0
Purchased Services
345,545
600,000
339,700
0
Fixed Charges
44,435
50,000
45,000
0
Contra Expense
- 4,860
- 10,000
- 5,900
0
Capital
0
0
0
0
Gross County Cost
$ 4,031,240
$ 3,930,000
$ 3,901,800
$
0
Revenue
2,959,152
3,000,000
2,870,000
0
Net County Cost
$ 1,072,088
$ 930,000
$ 1,031,800
$
0
Budget Positions
31
31
31
SUMMARY OF CHANGES No significant changes are anticipated in this program for 2022
FINANCE/ADMINISTRATION RECOMMENDATION
BOARD ACTION
CHILD SUPPORT ADMINISTRATION
(CONTINUED)
2100-42200
PERFORMANCE MEASURES
Work Outputs
Case Load
Efficiency Measures
FTE's per 10,000/capita
Per capita cost (county support)
ACTUAL ESTIMATED PROJECTED
7,188 7,161 7,200
0 934 0 916 0 896
$ 3 230
$ 2 747 $ 2 982
Legal Technician Establishment
Grade 27
Beverly Tait
Position #5209
Department of Human Services Director: Jamie Ulrich
Deputy Director Tami Grant
Child Support
Division Head
Grade 50
Kyle Ewertz
Position #5013
Legal Technician Manager
Grade 40
Ashley Luttrell
Position #5014
Legal Technician Establishment
Grade 27
Audrey Riley
Position #5210
Legal Tech Intergovernmental
Grade 27
Nola Grove
Position #7595
Legal Technician Establishment
ede-!7
a. ma
Legal Technician Establishment
Grade 27
Monica Gathercale
Position #5212
Legal Tech Intergovernmental
Grade 27
Concepcion Rodriguez
Position #5215
Legal Technician Establishment
Updated April 2021
legal Tech Intergovernmental
Grade 27
Snareen Vigil
Pus4iun #5211
Legal Technician Manager
3rade 40
Geoff Shirley
Position #5039
Legal Technician Enforcement
Grade 27
Jorge Agurar
Position #5220
LegalTechnician Enforcement
Grade 27
Kalyssa Aragon
Position #5225
egal Tech moan Enforcement
Grade 27
Jessica Fondren
Position #5213
Legal Technician Enforce (B)
Grade 27
Jeanette Herrera
Position #5218
Legal Technician Enforcement
Grade 27
Ashley lojola
Positron #5207
Legal Technician Enforcement
Grade 27
Teresa MCncivas
Positron #5202
Legal Technician Enforcement
Grade 17
Angeiita Seoe.z3
Position #5201
legalTechnician Enforcement
,tacr .
Knsti Patter
Position #5:
Legal Technician Enforce (B1
3rade 27
Dm/aria Sardina
Position #5204
Legal Technician Enforcement
3rade 27
Susan Lira
Position #5205
t
Core Support Manager
Grade 35
Vacant
Position #7670
Customer Support Specialist j81
Grade 23
Scott Carnegie
Position #5200
Customer Support Specialist (8)
Grade 23
Christian ,eos
Position #5224
Customer Support Specialist (81
Grade 23
Lid a Go'2a et
Position #7666
Child Support Legal Specialist
Grade 23
RubyMn Markworth
Position #5112
Child Support Legal Specialist
.3
Kylee Macheledt
Position 115126
Child Support Accounting Clerk
Grade 21
Jennifer Witherspoon
Position #5118
Child Support Accounting Clerk
3ra1e 21
DeAndrea Zapata
Position #5100
1
Program Resource
Specialist
Grade 30
Elizabeth Nash
Position #5219
Deputy Director
Tami Grant
Department of Human Services
Leadership
Area Agency on Aging
Division Head
Kelly Morrison
Employment Services
Workforce Director
Karina Amaya
Director
Jamie Ulrich
Fiscal Office
Fiscal Manager
Tammy Maurer
Employment Services
Deputy Workforce Director
Cecilia Moreno
Senior Fiscal Advisor
Lennie Bottorff
Deputy Fiscal
Advisor
Denise Suniga
Administration
ASU Manager
Susan Bjorland
Assistance Payments
Division Head
Andie Garnand
Assistance Payments
Operations Manager
Assistance Payments
Operations Manager
Child Support
Division Head
Kyle Ewertz
Assistance Payments
Deputy Division Head
Jesica Antonucci
Child Welfare
Director
Heather Walker
Family Resource
Division Head
Julie Witkowski
Child Welfare
Deputy Director
Robin Overmyer
Child Welfare
Response Manager
Child Welfare
Resource Manager
Child Welfare
Permanency Manager
October 2021
Director: Jamie Ulrich
Deputy Director: Tami Grant
Organizational
Integrity
Division Head
Kimberly Rino
Contract Form
Entity Name* Entity ID*
COLORADO DEPARTMENT OF HUMAN O0003650
SERVICES
Contract Name*
COLORADO DEPARTMENT OF HUMAN SERVICES (CHILD
SUPPORT SERVICES 2022 ANNUAL PROGRAM PLAN)
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
5434
Contract Lead*
HLO0NEY
Contract Lead Email
hlooney@weldgov.com;cobb
xxlkveidgov.com
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
CHILD SUPPORT SERVICES 2022 ANNUAL PROGRAM PLAN (01 01/22-12131 (22). BUDGET_ $3,901,800. STAFF: 31
POSITIONS. DUE TO THE STATE 12 31'2021.
Contract Description 2
PA ROUTING THROUGH NORMAL A"" "OVAL PROCESS. ETA TO CTB 12,>'92021.
Contract Type _*
APPLICATION
Amount*
$3,901,800.00
Renewable*
NO
Automatic Renewal
Department
HUMAN SERVICES
Email
CM-
HumanServices weldgov.co
m
nt Head Email
CM-HumanServices-
DeptHeadwweIdgov.com
County Attorney
GENERAL COUNTY
A I 1ORNEY EMAIL
County Attorney Email
CM-
COUNTYAIIORNEYgWELDG
OV.COM
Requested BOCC Agenda
Crate*
1222,`2021
Due Date
12118;2021
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
On Base
Contract Dates
Effective Date
Review Date*
10131i2022
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Approval Proces
Department Head
JAMIE ULRICH
DH Approved Date
12/10/2021
Fina
pr
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
12/2212021
Originator
HLOONEY
Contact Type
Committed Delivery Date
Purchasing Approved Date
Finance Approver
CHRIS D'OVIDIO
Finance Approved Date
12/13,,2O21
Tyler Ref #
AG 122221
Expiration Date*
12/30/2022
Legal Counsel
KARIN MCDOUGAL
Legal Counsel
12,20 -2021
Hello