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Home My WebLink About20200396.tiffRESOLUTION RE: APPROVE DATA SHARING AGREEMENT FOR TEAM DECISION MAKING (TDM) PROJECT AND AUTHORIZE CHAIR TO SIGN - NATIONAL COUNCIL ON CRIME AND DELINQENCY 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 Data Sharing Agreement for the Team Decision Making (TDM) Project between the County of Weld, State of Colorado, by and through the Board of County Commissioners of WeldCounty, on behalf of the Department of Human Services, and the National Council on Crime and Delinquency, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Data Sharing Agreement for the Team Decision Making (TDM) Project 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 the National Council on Crime and Delinquency, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. 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. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: dip/LA)•t� Weld County Clerk to the Board BY: / IV ./SILL Deputy Clerk to the Boar AP"•v' DAS Coun y ttorney Date of signature: Oa./ob/2-O Mike Freeman, Chair Steve Moreno, Pro -Tern EXCUSE . /Pt/ke Barbara Kirkmeyer cc: HSD O3/05/2.O 2020-0396 HR0092 Ofir1frCLC+ 4-'33o ► PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: December 10, 2019 TO: Board of County Commissioners — Pass -Around FR: Judy A. Griego, Director, Human Services RE: Data Sharing Agreement with the National Council on Crime and Delinquency (NCCD) Please review and indicate if you would like a work session prior to placing these items on the Board's agenda. Request Board Approval of the Department's Data Sharing Agreement with the National Council on Crime and Delinquency. The Department is requesting to enter into a non- financial Data Sharing Agreement with the National Council on Crime and Delinquency (NCCD) for data analysis collection and analysis related to Team Decision Making (TDM) meetings. This was previously handled by the Annie E. Casey Foundation and was transferred to the NCCD, who is requiring the agreement. NCCD will provide the Department access to their web -based program for purposes of data entry and analysis. This agreement has been reviewed and approved by Karin McDougal. I do not recommend a Work Session. I recommend approval of this Agreement 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 Other/Comments: Pass -Around Memorandum; December 10, 2019 -CMS 3301 Page 1 2020-0396 NRoo9a NCCD National Council on Crime & Delinquency DATA SHARING AGREEMENT BETWEEN THE BOARD OF WELD COUNTY COMMISSIONERS, ON BEHALF OF THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES, AND NATIONAL COUNCIL ON CRIME AND DELINQUENCY I. PARTIES This data share agreement (hereinafter referred to as "Agreement") is entered into by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as "Weld County DHS" and the National Council on Crime and Delinquency (hereinafter referred to as "NCCD"). II. BACKGROUND Data sharing is necessary to complete the data analytics deliverables contained within the Team Decision Making (TDM) project. NCCD will grant Weld County DHS access to the TDM database and NCCD will need access to agency electronic data for the purposes set forth in this Agreement. III. PURPOSE OF AGREEMENT In a memorandum of understanding with NCCD, Weld County DHS agrees to allow NCCD access, in accordance with federal and state laws and policies, to confidential case records, statistics, and other confidential documents for review, as required by the state, to carry out its responsibilities for the TDM project. The purpose of this Agreement is to set forth the scope of each party's responsibilities for children and families served under the TDM project. Weld County DHS and NCCD must protect client confidentiality while sharing data necessary to complete and sustain the TDM project. NCCD will restrict the use of information obtained under this Agreement to activities that are essential to the TDM project. By licensing the project, Weld County DHS will receive ongoing data reporting on the Weld County DHS TDM program. The results from the project will contribute to the state's visibility into their child welfare processes. 1 IV. AGREEMENT NCCD and Weld County DHS agree to the sharing of data as follows. A. NCCD will allow Weld County DHS access to their web -based software program for purposes of data entry and data analysis. The database will include the following data elements. 1. Family Number 2. Meeting Type 3. Meeting Date & Time 4. Facilitator Name 5. Supervisor Name 6. Worker Name 7. Organizational Unit 8. Case Type 9. Zip Code 10. Confirmed or Suspected Domestic Violence 11. Child's First Name 12. Child's Unique ID Number 13. Child's Date of Birth 14. Child's Race/Ethnicity 15. Child's Gender 16. Timing of Team Decision Making Meetings 17. Meeting Recommendations 18. Case Status/Another Planned Permanent Living Arrangement 19. Removed by Police/No Agency Involvement 20. Court Ordered/Not Initiated by Agency 21. Teen Present 22. Type of Attendee 23. Number of Attendees 24. 28 Items of Fidelity Checklist B. NCCD will provide documentation such as user guides to Weld County DHS to ensure their proper use of the program. C. Weld County DHS will not provide or enter any specific child mental health information into NCCD's web -based TDM database. D. Weld County DHS will appoint and maintain an administrator for NCCD's web -based TDM database for data collection program. E. Weld County DHS shall allow NCCD access to, in accordance with federal and state laws and policies, confidential case records, statistics, and other confidential documents needed for the TDM project. 2 F. Weld County DHS agrees to cooperate with NCCD to ensure sufficient access to data needed to support the process, outcomes, and reporting components of the TDM project. G. Weld County DHS agrees to assist NCCD with the gathering and reporting of child -level data, fiscal information, and other data needed to support the process and outcomes components of the TDM project H. Data collection shall occur from July 1, 2019, through the end of this contract. I. Weld County DHS shall comply with all requirements pertaining to the TDM project, as described in the federal Waiver Terms and Conditions, which is incorporated herein by this reference and made a part hereof as set forth in full. J. NCCD shall provide Weld County DHS with copies of reports published with the use of data under this Agreement. K. NCCD understands that the information obtained may include confidential information. As such, NCCD agrees not to disclose to any unauthorized group or individual any of the information obtained pursuant to this Agreement. Access to the data shall be limited to NCCD's local research staff assigned to the project. L NCCD shall implement procedures to protect information provided by Weld County DHS from unauthorized access, use, modification, or dissemination. M. NCCD shall destroy all data that remain in their possession in upon termination of this Agreement. N. In the event that NCCD fails to comply with the terms of this Agreement, Weld County DHS may cease to supply data to the TDM project and may demand return of any and all data provided to NCCD. O. This Agreement may not be assigned without the written consent of Weld County DHS. An assignment made without written consent shall be null and void. P. This Agreement may be terminated at any time by either party. Termination is effective upon serving written notice to the other party. V. GOVERNMENTAL IMMUNITY No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et. seq., as applicable now or hereafter amended. 3 VI. INDEMNITY NCCD shall indemnify and hold Weld County DHS harmless from all claims, actions, penalties, liabilities, damages, or expenses, including reasonable attorney's fees and other costs of defense or settlement, legal or equitable, made against or suffered by Weld County DHS arising out of or assumed by NCCD under this Agreement. The indemnities and assumptions of liabilities and obligations herein provided for shall continue in full force and effect notwithstanding the expiration or termination of this Agreement. Notwithstanding any provision in this Agreement to the contrary, however, neither party waives any immunities to which they are entitled pursuant to law. VII. CONTACT PERSON Shane Fetters, Director of Information Technology and Systems National Council on Crime and Delinquency 426 S. Yellowstone Dr. Madison, WI 53719 (800) 306-6223 sfetters@nccdglobal.org VIII. SIGNATURES BOARD OF COUNTY COMMISSIONERS NCCD WELD COUNTY, COLORADO Mike Freeman,Chair Name KcAes-im . Vr< \ C. 2 Name Signature / igna re .JI N 2 9, 2020 Date 09S-7 Date 4 o2oo2n-- 6396. Contract Form Entity Name* Entity ID* NATIONAL COUNCIL ON CRIME & @00041692 DELINQUENCY Contract Name* NATIONAL COUNCIL ON CRIME & DEUNQUENCY (DATA SHARING AGREEMENT) Contract Status CTB REVIEW Contract ID 3301 Contract Lead* CULLINTA ❑ New Entity? Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project # cullinta@comeld.co.us Contract Description* DATA SHARING AGREEMENT WITH NCCD FOR TEAM DECISION MAKING (TDM) DATA COLLEC I ION AND ANALYSIS. Contract Description 2 Contract Type* AGREEMENT Amount* $0.00 Renewable* NO Automatic Renewal Grant Department HUMAN SERVICES Department Email CM - H umanServices@weldgov.com Department Head Email CM-HumanServices- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WELD GOV.COM If this is a renewal enter previous Contract ID If this is part of a NSA enter NSA Contract ID Requested BOCC Agenda Date* 12/11/2019 Due Date 12/07/2019 Will a work session with BOCC be required?* 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 Effective Date Termination Notice Period Review Date* 05/0112020 Committed Delivery Date Renewal Date Expiration Date* D6130/2020 Department Head JUDY GRIEGO Finance Approver CHRIS D'OVIDI© DH Approved Date 12/27/2019 MCC Approved ROCC Signed Date BO C Agenda Date 01/29/2020 Originator CULLINTA Finance Approved 12/27/2019 Tyler Ref # AG 012920 Legal Counsel KARIN MCDOUGAL Legal Counsel Approved Date 01/22/2020 Hello