HomeMy WebLinkAbout20203483.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 the
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, 2021, and ending
December 31, 2021, 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 the 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 25th day of November, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: �jQ�%/1N/ (i. •adgo•tk.
Weld County Clerk to the Board
BY: W
APP
Deputy Clerk o the Board
ounty orney
Date of signature: I2/o I /2
Kevin D. Ross
7rGR.3.�
Mike Freeman, Chair
EXCUSED
Steve/MI oreno ro-Tem
Scott K. James
2020-3483
HR0092
cc: µsD
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: November 17, 2020
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. The Department is requesting to enter into a Memorandum of Understanding (MOU)
for 2021 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 $132,503.00. This is a decrease of $5,912.00 from
the prior year. Weld County will be billed quarterly for actual number of reports taken.
The term of the MOU is January 1, 2021, through December 31, 2021.
I do not recommend a Work Session. I recommend approval of this MOU and authorize the chair to sign.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
Approve
Recommendation Work Session
Schedule
Other/Comments:
Pass -Around Memorandum; November 17, 2020 — CMS 4245
1/35
Page I
2020-3483
��oa�2
Karla Ford
From:
Sent:
To:
Subject:
Steve Moreno
Wednesday, November 18, 2020 12:15 PM
Karla Ford
Re: Pleaes Reply - PA - Prowers County MOU (CMS 4245)
Approve
Sent from my iPhone
On Nov 18, 2020, at 10:08 AM, Karla Ford <kford@we!dgov.com> wrote:
Please advise if you approve recommendation. Thanks.
Karla Ford
Office Manager, Board of Weld County Commissioners
1150 O Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336.7204 :: kford@weldgov.com :: www.weldaov.com :.
**Please note my working hours are Monday -Thursday 7:DDa.m.-5:DDp.m.**
<image002.jpg>
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recipient is strictly prohibited.
From: Alison Pegg <apegg@weldgov.com>
Sent: Wednesday, November 18, 2020 8:47 AM
To: Karla Ford <kford@weldgov.com>
Cc: HS Contract Management <HS-ContractManagement@co.weld.co.us>
Subject: PA - Prowers County MOU (CMS 4245)
Good morning Karla,
Attached is the approved PA — Prowers County MOU.
CMS 4245
Thank you!
Alison Pegg
Contract Management and Compliance Coordinator
Weld County Dept. of Human Services
315 N. 11th Ave., Bldg A
PO Box A
Greeley, CO 80632
'&1(970) 400-6603
Contract Management Extension: 6556
1
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, 2021 for the period of 12 months, ending December 31,
2021.
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 1 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
A()ao- 3413
2. Weld County is allocated 4 free reports, child abuse/neglect or APS reports, each month 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 2021 — Dec 2021
5,384
C/W Inquiries 2,300 Divided by 10
230
Total Estimated Reports
5,614
Less the Allotment of Reports (4 per month or 12 per quarter)
-48
Total Estimated Reports to be billed
5,566
Rate per Report
$ 23.00
Estimated Investment for C/W Reports
$ 128,018.00
Estimated number of APS reports Jan 2021 — Dec 2021
299
Rate per APS Report
$ 15.00
Estimated Investment for APS reports
$ 4,485.00
Total Investment for Call Coverage services
$ 132,503.00
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 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 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 email 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 an 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 RESPONSIILITIES 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 the 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 as 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 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.
Page 3 of 4
S. The Parties to this MOU are subject to the provisions of Colorado Constitution, Article X, Section 20
("TABOR") regarding multiple fiscal year obligations. Therefore, no obligation extending beyond
December 31, 2021 shall be enforceable unless and until County, acting through the Board, has adopted
a budget for 2022 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 MOO.
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 MOO 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 MOO 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
MOO. 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 MOO 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.
Approving Entities Approving Entities
Signed: cl , "4`e-Jn.lA._---
Name: Mike Freeman
Signed:
NOV 2 5 2820 Name: CO Esry$Lr,). l - e
Title: Chair Title:
Entity: Board of Weld County Commissioneratity:
State Confirmation
Date: Ann Digitally signed
by Ann Wthiams
Signed: Willi a m s_"ate:2020. 1.25.
Name: j 14:01:34 -07'00'
Title:
Entity:
Page 4 of 4
teV .C3*.X\
oWo2D - 3c' 3
Contract Form
New Contract Request
Entity Information
Entity Name*
PROWERS COUNTY
Entity ID*
00029041
Contract Name
PROWERS COUNTY 2021 MEMORANDUM OF
UNDERSTANDING
Contract Status
CTB REVIEW
❑ New Entity?
Contract ID
4245
Contract Lead*
APEGG
Contract Lead Email
apegg@weldgov.com; cobbx
xlkc weldgov.com
Parent Contract ID
Requires Board Approval
YES
Department Project #
Contract Description*
NEW 2021 MEMORANDUM OF UNDERSTANIDNG (MOW WITH PROWERS COUNTY FOR HCCC SERVICES FOR CHILD
PROTECITON AND ADULT PROTECTION CALLS.
Contract Description 2
PA IS BEING ROUTED THROUGH THE NORMAL PROCESS. ETA TO CTB 11/19/20.
Contract Type*
AGREEMENT
Amount*
S132,503.00
Renewable*
NO
Automatic Renewal
Department
HUMAN SERVICES
Department Email
CM-
HumanServces@weldgov.co
m
Department Head Email
CM-HumanServices-
DeptHead egwel dgov.com
County Attorney
GENERAL COUNTY
AI I ORNEY EMAIL
County Attorney Email
CM-
COUNTYA I I ORNEY zWELDG
OV.COM
Requested ROCC Agenda
Date*
11,�25i2020
Due Date
11,21,20
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
OnBase
Contract Dates
Effective Date
Review Date
11/01;2021
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Committed Delivery Date
Expiration Date*
12/3112021
Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head
JAMIE ULRICH
DH Approved Date
11/1612020
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
11/25+`2020
Originator
APEGG
Finance Approver
BARB CONNOLLY
Legal Counsel
GABE KALOUSEK
Finance Approved Date Legal Counsel Approved Date
11/1712020 1111712020
Tyler Ref #
AG 112520
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