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Home My WebLink About20200393.tiffRESOLUTION RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR COLORADO CHILD ABUSE AND NEGLECT 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 Colorado Child Abuse and Neglect 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, 2020, and ending December 31, 2020, 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 Colorado Child Abuse and Neglect 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 29th day of January, A.D., 2020, nunc pro tunc January 1, 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: damoiviiWeld County Cleerktothe Board BY: Mike Freeman, Chair teve Moreno, Pro -Tern Deputy Clerk to the Board ��,.. EXCUSED APPAS TO F County rney Date of signature: 02/06 /20 Sean Conway James c:H5D 03 /06 /,10 2020-0393 HR0092 �fJ 3DC13 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: November 19, 2019 TO: Board of County Commissioners — Pass -Around FR: Judy A. Griego, 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 Departments' Memorandum of Understanding (MOU) with Prowers County. The Department is requesting to enter into a Memorandum of Understanding (MOU) for 2020 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 $15.00 per report for APS, for a total anticipated annual cost of $138,415.00. This is an increase of $12,835.00 from the prior year. If reports exceed the number stipulated in the MOU, the HCCC is responsible for notifying the County in a timely manner and the County will be responsible for reimbursing the HCCC for the cost of the additional reports. Prowers County has agreements with other counties to provide similar services. In the event the HCCC requires additional staff to take calls, the costs will be proportionately distributed among the contracted counties. Counties will be notified 60 days in advance of any additional cost. The term of the MOU is January 1, 2020, through December 31, 2020. I do not recommend a Work Session. I recommend approval of this MOU and authorize the Chair to sign. Approve Recommendation Sean P. Conway Mike Freeman, Pro-Tem Scott James Barbara Kirkmeyer, Chair Steve Moreno Schedule Work Session Pass -Around Memorandum; November 19, 2019 — CMS 3243 Other/Comments: If act 2020-0393 EtR0O9a 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 Commissioners ("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. In 2015, the state of Colorado activated the Colorado Child Abuse and Neglect Hotline ("Hotline") in order to provide a one, easy -to -remember toll -free phone number for individuals to use statewide to report suspected child abuse and neglect. The hotline serves as a direct, immediate and efficient route to the counties which are responsible for accepting and responding to child abuse and neglect inquiries and reports. The Hotline calls are currently routed to the County where a child resides. 2. This Memorandum of Understanding ("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. 3. 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 on January 1, 2020 for the period of 12 months, ending December 31, 2020. b. To renew the MOU, the parties may extend it for up to three additional one-year terms upon written agreement of all the parties. 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, modification, 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 equal 1 report. 2. Weld County is allocated 48 free child welfare reports which are subtracted from the total number of projected reports. 3. Regarding Child Welfare reports, projections are based on the total monthly average number of reports taken for the most current 12 -month period. Projections for this MOU were based on a combination of information from the Trails Hotline Call by Call Report and HCCC Report Tracking. The rate for the 1 HCCC to provide Call Coverage Services for Child Welfare reports is $23.00 per report. 4. Regarding APS reports, they typically are based on the projected number of calls during the previous 12 months. In the case of Weld County, APS projections were based on the most recent last 12 months and are projected to be 296 reports. 5. 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 this MOU. 6. 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. 7. The rates of Call Coverage Services provided to Weld County per the terms of the MOU are: Projected number of reports Jan 1 -Dec 31 2020: 5,643 2,300 C/W Inquiries @$23.00 per 10: 230 Less the Annual allotment of reports: 48 Total Number of Projected Reports: 5825 Rate per Report: $ 23.00 Total amount for Child Welfare Reports: $ 133,975.00 296 APS Calls @ $15.00 per report: $ 4,440.00 Total Investment for Call Coverage Services: $ 138,415.00 8. Should Weld County exceed the pro -rated number of reports, as stipulated in the MOU, the County will be responsible for reimbursing the HCCC for the cost of the additional reports. The HCCC will be responsible for notifying the County in a timely manner when adjustments (True -Up) to the MOU are required. JOINT RESPONSIBILITES 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 HCCC: 1. The Hotline County Connection Center (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 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 the Trails Hotline Application ("THA") and Trails to ensure appropriate disposition. 3. 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. When Weld County is notified, HCCC will provide the Hotline ID and Referral ID. If personal notification, Weld County can request a brief synopsis of the report. 2 a. I ICCC wilt notify Weld County of a referral via email during husiness hours and h} personal contact during after-hours. b_ HCCC will provide the Hotline ID and --or Referral ID number (pursuant to Volume 7 Rulec) to an entity designated by Weld Count). 4. If the HCCC believes the report is of an immediate response nature, the I ICCC- will notify Weld County while information is being entered into the THA. 5. For Child Welfare Inquiries. notification of the call will occur via email during business hours and by personal contact during after-hours (pursuant to Volume 7 Rules) to an entity designated by Weld Count} and will he sent to Weld County's Pending Incoming Hotline Queue. HC'C'C' will provide the designated entity with the Hotline ID number and a brief synopsis. It will be the responsibility of Weld County to check the pending queue and manage the final disposition of all records. 6. Information and Referral (non-Cli) 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. 7. If HCCC receives a call from law enforcement or medkal 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, FICCC will take a message and continue to make attempts to notify the County. Ifappropriate. the HCCC will take a report while notifying the County. 8. I ICCC's primary role is managing CW calls and related reports. In the event APS calls arc routed to the I ICCC, the HCCC agrees to: a. It the HCCC should take an APS report it will be documented in the Colorado Adult Protection System ('-CAPS") and in the TIIA. Once complete, the record will be transferred to the County's Pending Incoming f lotline Queue. Weld County will confirm receipt and update in the TIIA. b. I fan APS call is regarding an adult over 7(1 years old, the I ICCC will document the call in the -FI IA and advise the reporter to call local law enforcement. The IICCC will then notify the County of the call. c. I f the call arrives during after-hours then the I ICCC will document the call in CAPS and TIIA. Once complete, the record will be transferred to the County's Pending Incoming IIotline Queue. Weld County will confirm receipt and update in the TIIA. d. If the HCCC determines the volume of APS calls exceeds the reasonable ability to take those calls. the HCCC has the right to refuse taking such calls. In doing so the I ICCC will work with the State to help develop options for routing APS calls to another agreed upon entity. CE\ERAL RESPONSIBILITES OF WELD COI'NTl': I. 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 namets) and numbers) 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 telephone number. 2. Weld County will notify the HCCC of any special circumstances where Weld County stall' will be unavailable by email (business hours) or voice telephone;cellphone (i.e.. employees arc in court. meetings, training. alter -hours etc.). Weld County should make every attempt to identify another entity that can receive notification This can be any entity designated by W eld County. .i. Weld County can access the call recordings, will monitor and appropriately status all cads in their Pending Queue in the 'NIA and status all records by the end of the neat business day or 12 business hours; whichever is greater. GENF:RAI. PROVISIONS: 1. This \1OC 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 3 2. Nothing contained herein shall be construed as a waiver of any party of 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 unless 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. S. The Panics to this \IOU are subject to the provisions of Colorado Constitution. Article X. Section 20 rTABOR-1 regarding multiple fiscal year obligations. Therefore, no obligation extending beyond December 31.20_0, shall be enforceable unless and until County, acting through the Board, has adopted a budget for 2021 providing for payment of such obligations, Weld County shall immediately notifj ('rowers County should funding under this RIOU fail to be appropriated, to 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 ofauthority to sign this MOU. H. This MOU is subject to all applicable federal, state and local laws. regulations and rules, whether now in force or hereafter enacted or promulgated. 1 f 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 arc specifically listed herein. 9. No Third.liarty Beneficiary. It is expressly understood and agreed that enforcement of the terms and conditions of this MOD, and all rights of action relating to such enforcement. shall be strictly reserved to the Panics, 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 Panics 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 Approving Entities JAN 2 9 2020 - r Approving Entities Signcd.e�i _ name Mike Freeman _ Name: Title: Board of Counts Cnmmisciurrcrc. Chair Title: I ntity. Weld Cnuni Entity: tro_Le ;: County State Confirmation Date: '27/3/v.,3 Signed )f. etc n Case nn,Wittytmc itle: lInthnc Scctcm (fiersttont act.al i Emit). Colorado fknar:mcnt of I luman Services 4 Signed . dafflgto oaoad .- 0.3936) Contract Farm ew Contract Re II Entity Name* PROWERS COUNTY Contract Name* Entity ID* 0029041 ❑ New Entity? Contract ID PROWERS COUNTY (MEMORANDUM OF UNDERSTANDING) 3243 Contract Status CTB REVIEW Contract Lead* CULLINTA Contract Lead Email cullinta@coweldco.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description * NEW 2020 MEMORANDUM OF UNDERSTANIONG (MOU) WITH PROWERS COUNTY FOR HCCC SERVICES FOR CHILD PROTECITON AND ADULT PROTECTION CALLS. Contract Description 2 Contract Type* AGREEMENT Amount* $130,415.00 Renewable NO Automatic Renewal Grant Department Requested BOCC Agenda Due Date HUMAN SERVICES Date* 11/16/2019 11/20/2019 Department Email CM- HumanServices@weldgov.com Department Head Email CM-HumanServices- DelrtHead@}a weldgov.corn County Attorney GENERAL COUNTY ATTORNEY E L County Attorney Email CM- COUNTYATTORNEY@WELD GOV.COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Will a work session with BOCC be requir NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase :onttact Date' Effective Date Termination Notice Period Review Date* 11/01/2020 Renewal Date Committed Delivery Date Expiration Date* 12/31/2020 Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head JUDY GRIEGO DH Approved Date 01/07/2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 01/29/2020 Originator CULLI NTA Contact Type Contact Email Finance Approver CHRIS D'©VIDIO Contact Phone 1 Contact Phone 2 Purchasing Approved Date Finance Approved Date 01/09/2020 Tyler Ref # AG 012920 Legal Counsel KARIN MCDOUGAL Legal Counsel Approved Date 01/22/2020 Hello