HomeMy WebLinkAbout20210271.tiffRESOLUTION
RE: APPROVE 2021 ANNUAL PROGRAM PLAN FOR CHILD SUPPORT SERVICES AND
AUTHORIZE DIRECTOR OF THE 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 2021 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 2021 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 the Director of the Department of Human Services to sign as the Agent
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 27th day of January, A.D., 2021.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: d..eldek) �eo;di
Weld County Clerk to the Board
BY:
Deputy Clerk to the Board
APPRO ED AS T
ounty orney
Date of signature: 02.40.212
Stev=i oreno, Chair
Sc ames, Pro-Te
Perry L. B .ck
Lori Saine
r
cc:HSO
O1/oN al
2021-0271
HR0093
efivtas4- 1D 1-i3a3
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: January 19, 2021
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Child Support 2021 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 2021 Annual Program Plan. The
Department's Child Support Division has prepared the 2021 Annual Program Plan (attached) utilizing the
Department's recommended Child Support 2021 Budget of $3,930,000 and 31 employee positions. This plan
continues to mandate Temporary Aid to Needy Families (TANF) and Child Care applicants/recipients to
participate with Child Support in order to receive assistance. The Child Support Division will be concentrating
on continuing to meet high performance goals in 2021.
This plan is for the period of January 1, 2021 through December 31, 2021 and is due to the State by February
15, 2021.
I do not recommend a Work Session. I recommend approval of this plan and authorize the Director to sign, and
the Department to submit this plan to the State.
Perry Buck
Mike Freeman
Scott James, Pro-Tem
Steve Moreno, Chair
Lori Saine
Approve Schedule
Recommendation Work Session
Other/Comments:
Pass -Around Memorandum; January 19, 2021— CMS 4393
I
2021-0271
14-13. o0 �'�
COLORADO
Office of Economic Security
Division of Child Support Services
2021 ANNUAL PROGRAM PLAN
I certify that this Plan is an accurate assessment of the Child Support Services (CSS) program for
County.
Weld
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-2016-0001*; 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.
• All staff performing IV -D functions, including CSS contractors and contract IV -D attorneys, are included in Section IX.
Jamie Ulrich
Digitally signed by Jamie Ulrich
Date: 2021.01.27 10:38:50 -07'00'
County Director Signature
Jamie Ulrich
County Director (Print Name)
Nancy Lawson Digitally signed by Nancy Lawson
Date: 2021.01.14 080358 -07'00'
IV -D Administrator Signature
Nancy Lawson
IV -D Administrator (Print Name)
'Link to Operations Memo is https://www.colorado.qov/pacific/cdhs/cdhs-memo-series
Date
01/14/2021
Date
CSS-14 (Rev 12/8/2020) Page 1 of 5
2021 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.
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 C55 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
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 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
Please describe your county's training program.
Staff view the IRS Safeguard Security Awareness Video and State Power Point Safeguarding Child
Support Information Slides. State Procedures are reviewed by all staff. Managers are available to
respond to any staff inquiries on the materials. p
CSS-14 (Rev 12/8/2020) Page 2 of 5
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.)
nl
nl
nl
nl
nl
nl
nl
nl
nl
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.)
nl
nl
nl
nl
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All CSS staff, including CSS contractors and contract IV -D attorneys, received child support information (i.e.
FTI and FPLS) safeguard awareness training and have completed Certifications of Understanding
during calendar year 2019.
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 2019
received child support information (i.e. FTI and FPLS) safeguard awareness training prior to being granted
access to ACSES and child support information.
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).
nl All CSS staff, including CSS contractors and contract IV -D attorneys, have completed the on-line IRS
Certification through Cornerstone.
nl 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.
If the IV -D Administrator is unable to certify any statement in Section III, please explain below:
CSS-14 (Rev 12/8/2020) Page 3 of 5
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.
l.a N/A (County has more than 5 child support employees)
Section V - Strategic Planning
I. 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 2021.
As_a_partner in the IMPACTS grant, we will strategically he identifying parents with employment
and other barriers. and making quality referrals for supportive services and individualized case
management to the Weld County Employment Services. Separately, we will be improving our
process in reviewina and resoondina to pro se leaal motions filed with our Courts to ensure thall
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, describe your county's
strategies for meeting/maintaining the performance goal.
Improved Case Initiation Timeliness (80%)
Weld Cnunty is currently meeting this measure We plan nn maintaining our performance
by meeting the goal on a monthly basis. Our Referred IVA Cases. Foster Care Cases. and
IN Cases within Case Initiation will be worked daily and monitored weekly by Manager
staff. SIDMOD conflicts will be attended to in a timely manner.
Improved Review and Adjustment Timeliness (90%)
Weld County is currently meeting this measure. We plan on maintaining our performance
by meeting the goal on a monthly basis. DOC mods will be initiated within 14 days after
confirmation. System generated mods as well as complete requests submitted by a party
will be reviewed and initiated within 14 days. Managers will monitor data monthly.
Reduced Disbursements on Hold (4.2%)
Weld County is currently meeting this measure. We plan on maintaining our performance
by meeting the goal on a monthly basis. Technicians, in conjunction with our
bookkeepers, will work DOH in their caseload on a regular basis applying best practices
identified by our past performance and state training. Managers will monitor data monthly.
CSS-14 (Rev 12/8/20) Page 4 of 5
Section VI - County Liaisons
Please identify your county liaison for the following (include name, phone #, and email):
• ACSES Elizabeth Nash/Ashley Luttrell
• Bookkeeper ,lennifer Witherspoon p
• FSR Jennifer Witherspoon p
• Customer Service Rep. Nancy Lawson p
• IV -D Administrator Nancy I awson p
• Hospital Liaison Nance Kelly p
• ACSES User Task Group Rep. Ashley Luttrell/Elizabeth Nash p
• IV -D Attorney(s) Amanda Peek p
• 2Gen Liaison Nancy Lawson p
• DOC Liaison Elizabeth Nash p
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
n 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
Use the attached Excel template to complete the personnel section. PLEASE NOTE. If your county administers
the child support program for another county, two separate personnel documents are required.
CSS-14 (Rev 12/8/20)
Page 5 of 5
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 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
$ 3,136,739
$ 3,200,000
$ 3,200,000
$
0
Supplies
73,653
55,000
90,000
0
Purchased Services
567,482
400,000
600,000
0
Fixed Charges
67,999
70,000
50,000
0
Contra Expense
- 8,090
- 8,500
- 10,000
0
Capital
0
0
0
0
Gross County Cost
$ 3,837,783
$ 3,716,500
$ 3,930,000
$
0
Revenue
2,839,061
2,800,000
3,000,000
0
Net County Cost
$ 998,722
$ 916,500
$ 930,000
$
0
Budget Positions
31
31
31
SUMMARY OF CHANGES: No significant changes are anticipated in this program for 2021.
FINANCE/ADMINISTRATION RECOMMENDATION:
BOARD ACTION:
CHILD SUPPORT ADMINISTRATION
(CONTINUED)
2100-42200
PERFORMANCE MEASURES
ACTUAL ESTIMATED PROJECTED
Work Outputs
Case Load
Efficiency Measures
FTE's per 10,000/capita
Per capita cost (county support)
7,188
7,186 7,200
0.958 0.931 0.905
$ 3.086 $ 2.752 $ 2.716
Section V Personnel
Last Name/First
Aguiar/Jorge
Aragon/Kalyssa
Carnegie/Scott
Fondren/Jessica
Garcia/Annette
Gathercole (AKA:Burgos)/Monica
Herrera/Janet
Iverson/Rachel
Jojola/Ashely
Juvera/Amanda
Kelly/Nance
Kupferer/Jessica
Lawson/Nancy
Leos/Christian
Lira/Susan
Luttrell/Ashley
Macheledt/Kylee
Markworth/Rubyann
Moncivais/Teresa
Moore/Jessica
Nash/Elizabeth
Patterson/Kristi
Peek/Amanda
Riley (AKA Trevino)/Audrey
Rodriguez/Concepcion (Concha)
SardinaTerrazas/Dayana
Shirley/Geoff
Tait/Beverly
Vacant
Witherspoon/Jennifer
Zapata/DeAndrea
Title
LT Enforcement
LT Enforcement
Customer Support Specialist
CS Legal Specialist
LT Establishment
LT Establishment
LT Enforcement
LT Establishment
LT Enforcement
LT Enforcement
LT Manager Establishment
LT Intergovernmental
CS Division Head
LT Intergovernmental
LT Enforcement
Core Support Manager
CS Legal Specialist
Customer Support Specialist
LT Enforcement
LT Enforcement
Program Resource Specialist
LT Enforcement
Assistant County Attorney
LT Establishment
LT Intergovernmental
Customer Support Specialist
LT Manager Enforcement
LT Establishment
LT Enforcement
CS Accounting Clerk
CS Accounting Clerk
New Contract
Employee (C) or Total
(T)es or county FTE FTE
% IV -D
%
Other
Source Last APA Re -
Other Certification Date
IRS Certification
completion date
1 100 12/15/2020
1 100 12/15/2020
1 100 12/15/2020
1 100 12/15/2020
1 100 4/30/2020 12/16/2020
1 100 1/12/2018 1/11/2021
1 100 12/14/2020
1 100 11/10/2020 12/21/2020
1 100 12/23/2020
1 100 12/30/2020
1 100 3/27/2019 12/22/2020
1 100 12/14/2020
1 100 12/14/2020
1 100 12/14/2020
1 100 12/18/2020
1 100 8/20/2019 12/14/2020
1 100 12/15/2020
1 100 1/7/2021
1 100 12/30/2020
1 100 12/15/2020
1 100 11/13/2020 12/15/2020
1 100 1/4/2021
1 100 1/7/2021
1 100 10/7/2019 12/15/2020
1 100 12/14/2020
1 100 1/4/2021
1 100 12/14/2020
1 100 10/23/2018 12/15/2020
1 100 n/a
1 100 12/14/2020
1 100 12/15/2020
Fingerprint Background
Check Completion Date
9/24/2018
9/24/2018
9/24/2018
3/18/2020
9/24/2018
9/24/2018
9/24/2018
6/2/2020
9/24/2018
9/24/2018
9/24/2018
9/24/2018
9/24/2018
9/24/2018
9/24/2018
9/24/2018
9/24/2018
7/8/2019
3/25/2020
9/30/2019
9/24/2018
9/24/2018
9/24/2018
7/22/2019
9/24/2018
9/24/2018
9/24/2018
9/24/2018
n/a
9/24/2018
9/24/2018
Department of Human Services Director. ,ramie Ulrich
Deputy Director: Tami Grant
Child Support
MrWon Hue,
Grade 50
Position P50.
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Grade 27
Annette Garcia
Posltion P5221
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LegilTrchnicNn Establishment
Grade 27
Posipon P5210
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eLN6lumnt
Grade Position P5208
▪ Intergovernmental
Grade 27
Jessica
Position P7595
lags Tach Imxxnaammental Gra27
minaChristian 5LP)
x5211
lagarroch Intergovernmental
Grade .27
Conceecron Rodriguez
Position 45215
Updated December 30, 2020
WN 1...Ian Krnn.rGeoff Shirley
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Posi
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Position P5207
wall P� rcem.nt
Grade
27n
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Grade 27
Jessica Moore
Position P5201
Legal rem�m.m
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Kristl �e
P
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Grade 27
Amanda luvera
Position P5204
W.I Tachntlan eaomemem
Grade 27
Susan Llra
Posltion P5205
Core Support lelmanger
Grade 35
Ashley Lutt,ell
Position P7670
mx e,.. snae.It,
m Ellaabeth Nash
cm,em.r ne a2sx«.It,nl Scott Carnegie
Position .200
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Grade 21
I OM enJennifer nmlr WIthei pooh
18
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JII Grade 21
Department of Human Services
Leadership
Deputy Director
Tami Grant
Director
Jamie Ulrich
I
Area Agency on Aging
Division Head
Kelly Morrison
Employment Services
Workforce Director
Lora Lawrence
Fiscal Office
Fiscal Manager
Tammy Maurer
Senior Fiscal Advisor
Lennie Bottorff
Administration
ASU Manager
Susan Bjorland
Updated December 9, 2020
I
Assistance Payments
Division Head
Andie Garnand
Child Support
Division Head
Nancy Lawson
I
Child Welfare
Division Head
Heather Walker
I
Family Resource
Division Head
Julie Witkowski
Director. Jamie Ulrich
Deputy Director: Tami Grant
Organizational
Integrity
Division Head
Justin Allar
Contract Form
New Contract Request
Entity Information
Entity Name* Entity ID*
COLORADO DEPARTMENT OF HUMAN P00003650
SERVICES
Contract Name*
COLORADO DEPARTMENT OF HUMAN SERVICES (CHILD
SUPPORT 2021 ANNUAL PROGRAM PLAN)
Contract Status
CTB REVIEW
New Entity?
Contract ID
4393
Contract Lead*
CULLINTA
Contract Lead Email
cuIlintaTPco.weId.co.us cobb
xxik‘LToco.weld,co.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
CHILD SUPPORT 2021 ANNUAL PROGRAM PLAN (01 ;'01 ;'21-12;31;'21). BUDGET S3,930,000. STAFF: 31 POSITIONS. DUE
TO THE STATE 02;'1 5; 21.
Contract Description 2
PA ROUTING THROUGH NORMAL APPROVAL PROCESS. ETA TO CTB 01 ,'20;`21 .
Contract Type*
APPLICATION
Amount*
S3,930,000.00
Renewable*
NO
Automatic Renewal
Grant
!GA
Department
HUMAN SERVICES
Department Email
CM-
HumanServices(aweldgov.co
m
Department Head Email
CM-HumanServices-
DeptHead�aweldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTO RN EY g WELDG
OV,COM
Requested BOCC Agenda
Date*
02 '10,,'2021
Due Date
02 06"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 MA 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
Review Date*
10!31;2021
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
JAMIE ULRICH
DH Approved Date
01118;2021
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
01;27/2021
Originator
CULLINTA
Committed Delivery Date
Contact Type Contact Email
Hnance Approver
BARB CONNOLLY
Expiration Date r
12131 ,2021
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
Finance Approved Date
01+1912021
Tyler Ref
AG 012721
Legal Counsel
GABE KALOUSEK
Legal Counsel Approved Date
01/20/2021
Hello