HomeMy WebLinkAbout20200959.tiffRESOLUTION
RE: APPROVE ADDITIONS TO SECTION 2.000 CHILD WELFARE 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 additions to Section 2.000 Child Welfare
of the Department of Human Services Policies and Guidelines Manual, and
WHEREAS, after review, the Board deems it advisable to approve said additions, copies
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the additions to Section 2.000 Child Welfare of the Department of
Human Services Policies and Guidelines Manual, be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 23rd day of March, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dator46) ;Ok.
Weld County Clerk to the Board
BY:
V
Deputy Clerk to the Board
AP o 1'D AS TO
ounty orney
Date of signature: 03/2442
Mike Freeman, Chair
Steve oreno, Pro-Tem
tt K. James
Kevin D. Ross
GC:HSD,CA(Kra/GK)
04/02/10
2020-0959
HR0092
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: March 17, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Addition to the Department's Policies and
Guidelines Manual — Child Welfare
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 Additions and/or Revisions to the Department's
Policies and Guidelines Manual — Child Welfare. The following policy (attached) has been developed
by involved Department staff and were provided to Legal for review and comments.
• 2.3,1 0, Child Welfare —Mileage Reimbursement for Child Welfare Clients (NEW),
This policy outlines the criteria for the Weld County Department of Human Services (WCDHS)
to reimburse mileage for families reuniting with their children or families/kin who need some
assistance with getting to and from court ordered treatment and visitation. Reimbursement of
mileage provides assistance so families can remain intact or work toward reunification.
I do not recommend a Work Session. I recommend approval of these policy.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
Pit
Approve Schedule
Recommendation Work Session
Other/Comments:
viArd,s1
Pass -Around Memorandum; March 17, 2020 —Not in CMS Page 1
2020-0959
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: March 17, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Addition to the Department's Policies and
Guidelines Manual — Child Welfare and General
Assistance
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 Additions and/or Revisions to the Department's Policies
and Guidelines Manual — Child Welfare and General Assistance. The following policies (attached) have
been developed by involved Department staff and were provided to Legal for review and comments.
4. • 2.3.200. Use of Social Media (NEW)
The Social Media policy has been developed to protect the confidentiality of children in foster care and
their foster families.
• 5.1.20. Compromising Food Assistance Claim (NEW)
The Compromising Food Assistance Claims policy has been revised to conform with, and as a
supplement to, 7 CFR 273.18(e)(7) and State rule 4.801.3 (10 CCR 2506-1): Compromising Claims.
Pursuant to these rules, a county must consider compromising an administrative error or inadvertent
household error claim. Intentional Program Violation/Fraud (IPV) claims are not eligible for
compromise. The Department will only consider a compromise on those claims coded as administrative
or inadvertent household error.
I do not recommend a Work Session. I recommend approval of these policies.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
Approve Schedule
Recommendation Work Session
Other/Comments:
Pass -Around Memorandum; March 17, 2020 — Not in CMS
Page 1
3/--
90@0-0`31.59
N-Re012
Department of Human Services Policies
CHAPTER 2 — Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.190. — Mileage Reimbursement For Child Welfare Clients
A. Purpose
Weld County Department of Human Services' (WCDHS), Child Welfare Division, reimburses
mileage for families reuniting with their children or families/kin who need some assistance
with getting to and from court ordered treatment and visitation. Reimbursement for mileage
is one of the ways WCDHS provides assistance so families can remain intact or work toward
reunification.
B. Mileage Reimbursement Criteria
The Child Welfare Division is sometimes required to provide financial assistance to families
who are involved in the family court system. Criteria for mileage reimbursement includes:
1. The rate of reimbursement will correspond with the County Code mileage reimbursement
rate.
2. The primary reasons for approval of mileage reimbursement are therapeutic and visitation.
a) Therapeutic: any form of therapy for a child/youth that is court ordered or considered
prevention.
b) Visitation: when the child/youth is placed out of the home of the custodial
parent/caregiver and the court has ordered visits occur with the parents/caregiver.
3. Requests other than therapeutic and visitation will need to be approved by the Manager,
Deputy Division Head or Division Head.
C. Requesting Reimbursement for Mileage
Reimbursement will be limited to the number of miles approved and the current annual rate.
Once a caseworker has identified a parent or caregiver's need for mileage reimbursement,
they will follow the steps below:
1. The caseworker will send an email requesting approval for mileage reimbursement to
their supervisor, including client name, child name, Trails ID, purpose and travel details.
2. The supervisor will approve or deny the request. If approved, the supervisor will forward
the email to the caseworker, HS-CWLeadership, and HS -Business Office, making sure
the payee's name, address and pertinent details are listed.
a) No W-9 will be needed, as this vendor number will only be used for mileage
reimbursement.
3. After the supervisor approves the mileage reimbursement request, the caseworker will
process the Client Mileage Reimbursement Form (H Drive: Department
Common/Fiscal/Forms), as follows:
February 2020
Department of Human Services Policies
a) The caseworker will provide the Client Mileage Reimbursement Form to the
parent/caregiver with the name and address of the person who will be identified as the
payee, and the total number of miles approved.
b) The caseworker will explain and complete the form for the total number of miles that
have been approved for travel.
c) The caseworker will ensure the Client Mileage Reimbursement Form is returned by
the tenth (10th) of each month following the month of travel.
i. Client Mileage Reimbursement Forms not received by the fiscal office within
sixty (60) days of first travel date will not be eligible for reimbursement.
D. Completing the Client Mileage Reimbursement Form
Once the parent/caregiver completes the transport, they will fill out the Client Mileage
Reimbursement Form, sign it and submit it to the caseworker. The caseworker and
supervisor will process the Client Mileage Reimbursement Form as follows:
1. The caseworker will verify that the parent/caregiver attended the session via written
notification from the therapeutic or visitation provider.
2. The caseworker will sign the Client Mileage Reimbursement Form and submit it to their
supervisor for approval and signature.
3. The supervisor will assess the accuracy of the miles traveled, via a mapping website,
prior to approval and signature.
4. The supervisor will open a service authorization in Trails under vendor #45062, Weld
County.
5. Once all have signed the Client Mileage Reimbursement Form, it will be submitted to the
Fiscal Office for processing.
E. Mileage Reimbursement For Other Than Therapeutic or Visitation
If the request is beyond the scope of therapeutic or visitation purposes then the caseworker's
supervisor will ask their Manager, Deputy Division Head or Division Head, for approval.
Once approved, they will follow the steps for completing the Client Mileage Reimbursement
Form.
F. Alternative to Mileage Reimbursement
When all other methods of reimbursement have been exhausted, the caseworker may request
a Gas Voucher (Exhibit A) from the Child Welfare Division Head.
1. If approved, the caseworker will be provided with a Gas Voucher, with a predetermined
amount.
2. The caseworker will give the client the white and yellow copies and forward the pink
copy to the Fiscal Office for processing.
3. The Child Welfare Division Head, or designee, will enter the service authorization in
TRAILS.
February 2020
Exhibit A — Child Welfare Services of Weld County Gas Voucher
Child Welfare Services of Weld County Gas Voucher
Department of Human Services
Child Welfare of Weld County
P.O. Box A, Greeley, CO 80632
Phone: (970) 4000-6570
Vendor: O Agfinity
HWY Y 85 & 16th St
Greeley, CO
Client Name:
o TJ's Express
804 Denver Ave
Ft. Lupton, CO
Gas Voucher #:
Date:
*For FUEL ONLY*
*Voucher is void in 30 days*
*Voucher cannot be replaced if lost or stolen*
Funding: o Child Welfare
o Other:
Trails Client ID: Trails Case ID:
The bearer of this voucher (client) is entitled to & 00/100 dollars in gasoline. $
*If the client uses less gasoline than is indicated above, please show total here: $
Vendor's Signature:
To be used for transportation while participating in a Child Welfare Program. Client is responsible for any amount used ABOVE the stated amount.
This voucher is for GAS ONLY and any balance may NOT be reimbursed in cash or any other product.
Client's Signature:
Child Welfare of Weld County Certification: I certify that the client named above is participating in Child Welfare and have been authorized for the
expenditures listed on this voucher.
Child Welfare Division Head or Division Deputy Signature:
White: Fiscal Office - Returned by Vendor
Canary: Vendor Pink: File Copy
Department of Human Services Policies
CHAPTER 2 — Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.200. — Use of Social Media
A. Purpose
The Weld County Department of Human Services (WCDHS) Social Media policy is intended
to protect the confidentiality of children in foster care and their foster families.
B. Social Media Practice
1. Foster families must not post any pictures of foster children on any social media site.
This includes pictures with their faces blurred out or covered up in some manner. This
also includes pictures that you might deem as non -identifying.
2. Foster families must not make any comments about foster children on any social media
site, even when not using names.
3. Foster families must not reference any action taken by Weld County, including when
custody is granted.
4. When contacted for a potential placement, all information regarding that placement must
be kept private and not shared on any social media site.
5. Foster families must not make negative comments about the professional Child Welfare
system on any social media site.
6. Sharing photos with a birth family must be approved by the foster family's Foster Care
Coordinator (FCC) and the child's Caseworker. Photos cannot be shared with the birth
family via social media.
7. Weld County staff must not accept foster parents as friends on any social media site.
8. Failure to adhere to the above requirements may result in a corrective action plan for the
foster family and/or Weld County staff.
March 2020
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