HomeMy WebLinkAbout20200980.tiffRESOLUTION
RE: APPROVE REVISIONS TO SECTION 6.000 COLORADO WORKS AND CHILD CARE
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 revisions to Section 6.000 Colorado
Works and Child Care of the Department of Human Services Policies and Guidelines Manual,
and
WHEREAS, after review, the Board deems it advisable to approve said revisions, 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 revisions to Section 6.000 Colorado Works and Child Care 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 25th day of March, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ddrhio , jCLo•edi
Weld County Clerk to the Board
BY:
12
Deputy Clerk to the Board
APP
-ounty Attorney
Date of signature: 03/31/20
Mike eeman, Chair
Steve Moreno, Pro -Tern
cc HsD, CA(KH/GK)
oy /a7/2.o
2020-0980
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
2020-0980
03 /z.3 iiROCP1
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
rr.F
Via eM114,
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(c 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@weldgov.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@weldgov.com>
Cc: Barb Connolly <bconnolly@weldgov.com>; Bruce Barker <bbarker@weldgov.com>; Esther Gesick
<egesick@weldgov.com>; HS Contract Management<HS-ContractManagement@co.weld.co.us>; Jamie
Ulrich <ulrichii@weldgov.com>; Lennie Bottorff <bottorll@weldgov,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.O. 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.cgm ::
**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 ore 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. 6.2.50. - Child Care Parental Fee Reduction for Hardship and 20% Rule.
A. Parental Fee Reduction for Hardship. The Weld County Department of Human Services (WCDHS)
may grant a child care parental fee reduction for hardship on occasion. Guidelines for approving a
reduction are as follows:
1. All requests for a child care parental fee reduction for hardship must be received in writing,
using the Hardship Fee Assessment Form - Exhibit A.
2. Supporting documentation must be provided to verify the income and expenses listed on the
Hardship Fee Assessment Form.
3. Child care parental fee reductions will be considered when all forms of income exceed basic
monthly expenses such as rent, electricity, gas, basic phone, and medical/health.
4. Other funding sources may be utilized prior to receiving a parental fee reduction for child care
due to hardships.
5. Child care parental fee reductions will be re-evaluated every six months, or sooner, when
circumstances change.
6. Child care parental fee reductions for hardship decisions will be made by the Director of Human
Services or designee.
7. Written justification and approval of child care parental fee reductions will be placed in the case
file and noted in the case record in the Child Care Automated Tracking System (CHATS).
8. During the COVID-19 Health Concern, WCDHS will approve 100% parent fee hardship
_waiver. This means parents will not incur a fee. This guidance will be subject to
_cancellation and extension with DHS Director review.
E. 20% Rule. WCDHS does not utilize the 20% Rule, per Section 3.9 of the Colorado Department of
Human Services (CDHS), Staff Manual Volume 3.
Child Care Authorizations for Low -Income and Colorado Works Child Care. Child Care
authorizations will be based on the caretaker or the caretaker's eligible activity, as well as, the
children and adolescents' verified need. In some occasions, verified need will exceed the total
number of hours needed for an eligible activity.
D. Verified Needs that Exceed Eligible Activities.
1. Travel Time. Extra care can be approved for children that have a caretaker(s) that travels to and
from their approved eligible activity.
a) Verification is required when authorizing additional care.
2. Study Time. Extra care can be approved for children that have a caretaker(s) in an educational
activity.
a) Verification is required for authorization of additional care.
3. Decoupled Schedule. WCDHS can authorize care for hours differing from when the caretaker(s)
are in the caretaker's eligible activity. For example, care could be approved for a caretaker who
works full-time overnight and requires care during the day to allow time for sleep.
4. Caretaker(s) are required to fill out a Child Care Needs Assessment if they are asking for
additional care.
a) Additional verification may be requested, to verify the additional care needed.
i. This verification must be in writing.
b) Authorizations of care, in addition to the eligible activities, must be approved by the Child
Care Program Manager.
Revised March 2020
E Training and Education. Low-income child care recipients are eligible for up to forty-eight (48)
months of training and education which include:
1. Regionally accredited post -secondary training for a bachelor's degree or less; or
2. A workforce training program, including but not limited to:
a) Vocational or technical job skills training,
b) High school diploma educational activities,
c) High school equivalency examination,
d) English as a second language, or
e) Adult basic education.
Policy-�-�L; V IM)
Revised Revised March 2020
Hello