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Home My WebLink About20200979.tiffRESOLUTION RE: APPROVE REVISION TO SECTION 5.000 GENERAL ASSISTANCE OF THE DEPARTMENT OF HUMAN SERVICES POLICIES AND GUIDELINES MANUAL 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 revision to Section 5.000 General Assistance of the Department of Human Services Policies and Guidelines Manual, and WHEREAS, after review, the Board deems it advisable to approve said revision, 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 revision to Section 5.000 General Assistance of the Department of Human Services Policies and Guidelines Manual, be, and hereby is, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 25th day of March, A.D., 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ditAtio..•� Weld County Clerk to the Board BY: Deputy Clerk to the Boar ttorney Date of signature: O3/3 ( /2.O Mike Freeman, Chair Steve Meieno, Pro-Tem Kevin D. Ross cc:HSD, CA(KM/GK) off/o2/2O 2020-0979 HR0092 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: March 18, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: URGENT REVISIONS to the Department's Policies and Guidelines Manual — General Assistance, Colorado Works and Child Care Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. THE DEPARTMENT IS REQUESTING URGENT APPROVAL OF THE ATTACHED POLICY REVISIONS IN RESPONSE TO THE COVID-19 CRISIS. Request Board Approval of the Department's Additions and/or Revisions to the Department's Policies and Guidelines Manual — General Assistance, Colorado Works and Child Care. The following policies (attached) have been developed by involved Department staff and were provided to Legal for review and comments. • 5.1.50. Approval and Distribution of All Monetary Funds Issued to Clients (REVISION) This policy has been revised to include a Disaster/Emergency Policy. This addition states that in the event the WCDHS Director declares an event occurring that is emergent in nature, requests for emergency funding to assist individuals and families impacted by the emergency may be approved by designated staff in lieu of the standard process of approval through the Human Services Funds Distribution committee. The designated staff will continue to follow all County, State and Federal policies pertaining to eligibility requirements for available funding sources in order to pay approved expenses not to exceed $3000 per county policy. • 6.2.50. Child Care Parental Fee Reduction for Hardship and 20% Rule (REVISION) This policy has been revised as follows: • During the COVID-19 Health Concern, WCDHS will approve 100% parent fee hardship waiver. This means parents will not incur a fee. Pass -Around Memorandum; March 18, 2020 — Not in CMS Page 1 2020-0979 ©3/z 3 PRIVILEGED AND CONFIDENTIAL This guidance will be subject to cancellation and extension with DHS Director review. • 6.2.70. Child Care Provider Reimbursement (REVISION) This policy has been revised as follows: • To define approved absences for children receiving care through Protective Services Child Care. • To update absence and holiday reimbursement as a response to COVID-19 health concerns. WCDHS will increase the CCCAP absences to ten (10) additional allowable for children who are absent due to illness or required quarantine. This guidance will be subject to cancellation and extension with DHS Director review. I do not recommend a Work Session. I recommend approval of these policies. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin Ross Approve Schedule Recommendation Work Session rNiNP /via ema 431.101 etwA-J- 431 Other/Comments: Pass -Around Memorandum; March 18, 2020 — Not in CMS Page 2 Karla Ford From: Sent: To: Cc: Subject: Steve Moreno Wednesday, March 18, 2020 4:23 PM Karla Ford Mike Freeman; Scott James Re: URGENT PA FOR ROUTING: Policy Revisions Required for DHS COVID Response Approve Sent from my iPhone On Mar 18, 2020, at 4:07 PM, Karla Ford <kford@weldgov.com> wrote: I know these are long attachments to review on the phones, but if you could possibly review and let me know if you approve recommendation, that would be great. They would like this back ASAP. If you plan to come in right away in the morning, let me know and I will have it printed out for your review. Thank you! Karla Ford A Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford@weldaov.com :: www.weldgov.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: Tobi Cullins <cullinta@weldgov,com> Sent: Wednesday, March 18, 2020 4:02 PM To: Karla Ford <kford@weldjov.com> Cc: Barb Connolly <bconnolly@weldgov.com>; Bruce Barker <bbarker@weldgov.com>; Esther Gesick <egesickCcaweldgov.com>; HS Contract Management <HS-ContractManagement()co.weld.co.us>; Jamie Ulrich <ulrichijpweldgov.com>; Lennie Bottorff <bottorll@yweldgov.com>; Tami Grant <tgrant@weldgov.com> Subject: URGENT PA FOR ROUTING: Policy Revisions Required for DHS COVID Response Importance: High Karla, Please see the attached PA and associated policy revisions. These revisions are urgent as the are related to our COVID response in these areas. Thank you. 1 Karla Ford From: Sent: To: Cc: Subject: Fine with me. ** Sent from my iPhone ** Scott James Wednesday, March 18, 2020 5:22 PM Karla Ford Mike Freeman; Steve Moreno Re: URGENT PA FOR ROUTING: Policy Revisions Required for DHS COVID Response Scott K. James Weld County Commissioner, District 2 1150 0 Street, P.Q. Box 758, Greeley, Colorado 80632 970.336.7204 (Office) 970.381,7496 (Cell) 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 On Mar 18, 2020, at 4:07 PM, Karla Ford <kford@weldgov.com> wrote: I know these are long attachments to review on the phones, but if you could possibly review and let me know if you approve recommendation, that would be great. They would like this back ASAP. If you plan to come in right away in the morning, let me know and I will have it printed out for your review. Thank you! Karla Ford X Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336.7204 :: kford@weldgov.com :: www.weldgov.com :: **Please note my working hours are Monday -Thursday 7:OOa.m.-5:00p.m.** <imageO02.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. 1 Sec. 5.1.50. - Approval and Distribution of All Monetary Funds Issued to Clients. A. Purpose. To provide Weld County Department of Human Services (WCDHS) employees with a formal process for requesting funds to assist individuals and families of Weld County. The approval and distribution of monetary funds may help resolve issues that threaten basic health, welfare, and/or safety needs (such as food, clothing, shelter, utilities, and other necessities) and/or connect the people of Weld County with resources needed to feel safe, empowered, and to thrive in the community. The distribution of funds is dependent on availability of funds and must be cost effective and temporary. B. Process. 1. Funds are approved and distributed only if the issue(s) cannot be resolved by using alternative income, supports, and/or resources for ALL household members. 2. Transportation needs (calculated at $5.00 a day) are excluded from the application and distribution process, UNLESS the request exceeds $130.00 a month. 3. An application/request form must be completed for each service/vendor and reviewed with the employee's manager/supervisor. a) The signed form and any/all supporting documentation (i.e. notices, lease agreements, bills, estimates) will be forwarded to the Human Services Funds Distribution group (HSFD) HS-HumanServicesFundsDistribution@co.weld.co.us for review. b) The review may include follow up communication with the employee and/or the immediate supervisor. 4. Customer/client information contained in applications and requests for funding is restricted to the specific purpose of the review for approval and distribution of monetary funds. a) Customer/client information shared for this purpose cannot be used for any other eligibility determination, and inter -department confidentiality must also be maintained regarding an applicant's status, which includes communication between program areas and employees. 5. The HSFD group is bound by the same confidentiality rules as Child Welfare staff (refer to WCDHS Confidential Information Sharing Policy). C. Funding Sources and Requirements. 1. The Adult Protective Services (APS) Emergency Fund is State funded and County administered to help older adults and adults with disabilities maintain safety, health, and independence. a) Individuals receiving funding must have an open case with Area Agency on Aging (AAA). Funding can be used to address health/safety issues or concerns that interrupt essential services. Community Service Block Grant (CSBG) is a federally funded program intended to keep families economically stable. a) Lease/rental deposits cannot be paid through CSBG, and the funding is not available for undocumented families. b) Individuals/families must adhere to federally established poverty guidelines. 3. Assistance for Needy FamiliesTemporary Assistance for Needy Families (TANF), supportive services and Diversions provides temporary financial assistance for pregnant women and families with one or more dependent children. a) TANF funding can be used to help pay for food, shelter, utilities, and expenses other than medical. b) Applicants must be United States citizens or meet immigration requirements. Revised March 2020 c) Eligible TANF recipients, per County policy, will receive incentive payments for successfully meeting work participation rates, obtaining employment, and maintaining unsubsidized employment for one (1) month, two (2) months, three (3) months, six (6) months, nine (9) months, and receive the final incentive at twelve (12) months. 4. Temporary Assistance for Needy Families (TANF) provides kinship caregivers with a monthly cash benefit. a) Kinship families receiving kinship TANF may be eligible to receive additional supportive services up to $750.00 per child in a calendar year. b) These funds can be used to stabilize a family, assist with a one-time emergency, or provide additional child -specific support (i.e. clothing, school supplies, activity fees, etc.). 5. Title IV -E waiver funds are available for kinship support (including non -child welfare kin). 6. Special Economic Assistance (SEA) can be used to provide assistance to undocumented families, andfamilies and may be available to child welfare cases (CORE). 7. Recommendations for referrals to community -based services, supports, and programs (i.e. United Way/Weld 2-1-1 and Catholic Charities) can also be made after reviewing requests for funding. D. Requests. Employees will follow established program area rules/standards and staff the need for funding with their supervisor/manager. The appropriate application/request form will be completed, as established by their program area, and will include the following supporting information and documents, IF APPLICABLE AND PER PROGRAM RULES: 1. The appropriate application/request form for funding completed in full; 2. Citizenship/immigration status and proof of Weld County residence/jurisdiction; 3. Proof of eligibility (i.e. diversion, supportive services, or incentive dollars) as required by specific Divisions and/or program areas; 4. Proof of income; 5. Copies of any/all bills, invoices, notices, estimates; 6. Documentation of ALL efforts to explore alternative means to address the issue (i.e. https://www.unitedway-weld.org/211). Information must include the individual's and/or family's ability to cover any costs associated with the request; 7. A plan/budget developed with the individual/family for becoming self-sufficient; 8. The individual's and/or family's program compliance documentation including, but not limited to: treatment plans, Individual Employment Plans (IEPs), Individual Service Strategies (ISSs), learning lab; and 9. Any/all agreements or communication with the individual/family regarding the request, including, but not limited to: recommendations from Family Team meetings (FTMs), Team Decision Meetings (TDMs), agency/program staffing, and court hearings. 10 The approved application/request form and supporting information documents will be emailed to the HSFD email group (HS-HumanServicesFundsDistribution@co.weld.co.us) with the family name in the subject line. 11 If a request for funds requires immediate attention to prevent harm or injury, "EMERGENCY" will also be included in the subject line. a) ONLY the supervisor/manager will submit an emergency request following a review for funding with the employee. E. Review of Requests. Representatives from ALL divisions and program areas within WCDHS will participate in the HSFD group and will review monetary requests. Reviews for funding will be i Revised March 2020 documented and a record of all requests maintained, which will be available to all representatives. A reminder, including the requests to be reviewed, will be sent to the representatives prior to the formal review. 1. Completed requests (including supporting documentation as needed), received through HS- HumanServicesFundsDistribution@co.weld.co.us, are reviewed within five (5) business days. Emails with "EMERGENCY" included in the subject line will be reviewed within two (2) business days. 2. Responses to a request will be returned within one (1) day after being reviewed. 3. A records search will be completed to determine if the individual/family is receiving any public assistance (CORE, TANF, Food Stamps) and/or to determine if child support has been or should be assessed. 4 Program eligibility will be verified, as well as, the family's/individual's cooperation and compliance. 5. The individual's/family's budget will be reviewed to determine if their plan is sustainable and whether they could become self-sufficient (per program area rules). 6. Approval/distribution of funds is dependent on availability; limits (caps) on funds distribution are established by state/federal guidelines and WCDHS divisions/program areas. 7. Approved funds are distributed by the business office to qualified vendors and added to electronic benefit transfer (EBT) cards, passes, or gift cards. 8. The Division Head, Deputy Director, and/or Director may authorize exceptions/adjustments on a case -by -case basis, when necessary, to support the safety, welfare and or permanency of the individual and/or family. F. Communication and Documentation. The employee submitting the funds request is responsible for notifying the individual/family of the status of the request (recommendations, agreements, limitations of service) and documenting the communication. G Appeal Process. Recommendations can be appealed to the Division Head and Deputy Director, in writing, and should include a summary of the circumstances, application and information submitted, and any situations/events not addressed during the review. Changes to the initial request require a new application. H. Disaster/Emergency. In the event the WCDHS Director declares an event occurring that is emergent in nature, requests for emergency funding to assist individuals and families impacted by the event may be approved by designated staff in lieu of the standard process of approval through the Human Services Funds Distribution Committee. The designated staff will continue to follow all county, state and federal policies pertaining to eligibility requirements for available funding sources in order to pay approved expenses not to exceed $3000 per county policy. Revised March 2020 Hello