HomeMy WebLinkAbout20191997RESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR PARTICIPATION IN
COORDINATED ENTRY SYSTEM AND AUTHORIZE DIRECTOR OF DEPARTMENT
OF HUMAN SERVICES TO SIGN - COLORADO BALANCE OF STATE CONTINUUM
OF CARE (BOS COC)
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
Participation in Coordinated Entry System 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 Colorado Balance of State Continuum of Care (BoS CoC), commencing
May 9, 2019, 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 Participation in Coordinated Entry
System 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 Colorado
Balance of State Continuum of Care (BoS CoC), be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Director of the Department of Human
Services 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 29th day of May, A.D., 2019, nunc pro tunc May 9, 2019.
BOARD OF COUNTY COMMISSIONERS
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Weld County Clerk to the Board
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Date of signature: (a/(I/Iq
Mike Freeman, Pro-Tem
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arbara Kirkmey, Chair
Steve Moreno
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2019-1997
H R0090
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: April 23, 2019
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Memorandum of Understanding Between the Colorado
Balance of State Continuum of Care (BoS CoC) and Weld County,
as a Partner Agency, for a Coordinated Entry System (CES)
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) Between the
Colorado Balance of State Continuum of Care (BoS CoC) and Weld County, as a Partner Agency, for a
Coordinated Entry System (CES). This Memorandum of Understanding (MOU) establishes an arrangement
between the Colorado Balance of State Continuum of Care (BoS CoC) and the Department, as a partner agency,
to establish and provide a Coordinated Entry System (CES) for those experiencing homelessness in the 56
county BoS CoC locations. Through this MOU, the County is agreeing to a CES, a shared system of housing
resources.
Individuals identified as homeless win be placed on a shared list, versus the current system of singular lists.
The list will be shared with multiple agencies in order to obtain housing sooner for individuals and families,
based on vulnerability. This MOU will allow the Department to continue to complete the preapplication with
all Family Unification Program (FUP) voucher eligible youth and will allow the Department to complete the
preapplication for families that may also need housing. The Department will also be able to participate in case
conferencing calls, which are utilized by partner agencies when determining who will receive available
vouchers. Participation in these calls allows the Department to further advocate for our specific clients.
I do not recommend a Work Session. I recommend approval of this MOU and approval for the Director to sign.
Sean P. Conway
Mike Freeman, Pro-Tem
Scott K. James
Barbara Kirkmeyer, Chair
Steve Moreno
Approve Schedule
Recommendation Work Session
,e74
Other/Comments:
2019-1997
NRocPIo
Pass -Around Memorandum; April 23, 2019 — CMS 2627 Page 1
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Memorandum of Understanding
Between Colorado Balance of State Continuum of Care and Partner Agencies
PLEASE SEND SIGNED MOU BY MAIL OR FAX OR EMAIL TO:
Melanie Falvo
mfalvo@ unitedwav-weld.org (email)
970-353-4738 (fax)
This Memorandum of Understanding (MOU) establishes an arrangement between the Colorado
Balance of State Continuum of Care (BoS CoC) and its partner agencies (Agencies) to establish
and provide a Coordinated Entry System (CES) for those experiencing homelessness in the 56
county BoS CoC. The parties mutually desire to maintain compliance with HIPAA for the purpose
of safeguarding the privacy of Protected Health Information (PHI) they may share and so that the
Parties can share client information for joint activities in CES.
Purpose
This MOU outlines and clarifies the mutual responsibilities of agencies participating in CES as well
as the Colorado BoS CoC Governing Board, and the Coordinated Entry Committee.
CES activities include, but is not limited to, the following:
• Outreach to those experiencing homelessness and housing instability
• Utilization of the VI-SPDAT, a triage tool that determines the vulnerability of those
experiencing homelessness
• Prioritization of those in need of housing assistance, using the VI-SPDAT scores of
respondents and agreed -upon prioritization protocols
• Development of a by -name list of persons experiencing homelessness
• Assistance to individuals/families in:
o Obtaining documents necessary to enter into housing
o Accessing benefits (Medicaid/Medicare, food assistance, disability benefits, etc.)
• Case conferencing to match housing resources available based on fit, eligibility, and
vulnerability
• Development of a real-time list of housing opportunities
• Offering housing opportunities to those experiencing homelessness and assisting
individuals through the move -in process
• Providing on -going housing -focused supportive services to ensure individuals can
successfully retain their housing
Northern Colorado Continuum of Care
Addressing Homelessness Across Lorimer & Weld Counties
44„,,
Participation Agreement for Northern Colorado Agencies
Name of Agency: Weld County Department of Human Services
As an agency participating in the Northern Colorado Coordinated Entry System, we agree to
adhere to all Northern Colorado and Balance of State Continuum of Care policies and procedures.
We agree to fulfill the following functions (initial next to all that apply). All details of our
participation are further outlined in the accompanying scope of participation.
Serve as an access point to the CES for:
X Veterans
X Non -veteran Adults
X Unaccompanied Youth (up through age 24)
X Families with children under 18
Other:
X Train staff to administer the VI-SPDAT to clients (an option primarily for agencies
concerned with the privacy of their clients; agency would not serve as an access
point, accessible to any household in that population)
X Market the CES to appropriate clients
Participate in case conferencing for:
X Veterans
X Non -Veteran Adults
X Families
X Unaccompanied Youth (under age 25)
X Provide selected clients with housing navigation services
X Provide selected clients with housing retention/case management services
_ Contribute housing resources to those available through CES
Agencies
For a list of agencies who have signed an MOU and their selected roles in CES, please visit
htto://weldswavhome.orenococahps/
Northern Colorado Continuum of Care
Addressing Homelessness Across Lorimer & Weld Counties
BoS CoC Coordinated Entry Committee
The Coordinated Entry Committee of the BoS CoC Governing Board is the lead for implementing
Coordinated Entry System across the BoS CoC. This committee is created of BoS CoC Governing
Board members, as well as members of the regional CoC working groups. While all final decision
making power rests with the Colorado BoS CoC Governing Board, the Coordinated Entry
Committee agrees to do the following:
1. Draft overarching policies and procedures that all agencies who are participating in
Coordinated Entry within the Balance of State must abide by
2. Create structure for agencies in the BoS to participate in, per HUD's guidelines and
benchmarks
3. Provide support and advice for regions as they implement coordinated entry
4. Review any regional policies and procedures that regions are required to submit. After
review the CE Committee will make a recommendation to the Governing Board whether
or not to approve regional policies
5. Ensures the CO BoS Governing Board is aware of all new Coordinated Entry -related HUD
requirements
Monitoring and Reporting
The Coordinated Entry Committee monitors the functioning and efficacy of the Coordinated
Entry System, making at least annual reports to Agencies through the regular communications of
the BoS CoC, and during the submission and approval process for regional policies and
procedures.
Funding
The signed MOO is not a commitment of funds by Agencies.
Duration
This MOU is at -will and may be modified by mutual consent of authorized officials from Agencies.
It shall become effective upon signature and will remain in effect until modified or terminated by
individual Agencies.
Agency Name: Weld County Department of Human Services
Address/City/State/Zip: P.O Box A, Greeley, CO 80632
Phone: 970-400-6510 Email: griegoja@weldgov.com
Printed Name: Judy A . Griego
Title: Director
Signature:
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Date: G J/ D 179C( Ci
Northern Colorado Continuum of Care
Addressing Homelessness Across Lorimer & Weld Counties
Explanation of Roles for Participating Agencies
(To be presented alongside the MOU; specifics of each role will be crafted into a scope of work
for each agency)
Serve as an access point to CES:
• Access points are those locations — real or virtual — that provide access to the CES. One
location may provide access for several populations or may be an access point only for a
designated population. By serving as an access point, an agency agrees to the following:
• Be easily accessible through transportation, or have the ability to provide transportation
in some capacity (bus vouchers, etc.). If the location is not easily accessible, a common
issue in non -metro and rural communities, for everyone in your region that may need to
access the CE System, please detail how a hotline/phone option will be used.
• Participate in CES and VI-SPDAT trainings
• Participate regularly in regional CoC meetings and planning activities
• If CoC funded, or an ESG recipient/subrecipient: Participate in HMIS and adhere to HMIS
standards required by HUD and the BoS CoC (Domestic Violence Service Providers are
excluded from this criterion). Ultimately, it is ideal for all access points to be utilizing
HMIS, but it is recognized that this may not be realistic at the time. This criterion will be
revisited once a new HMIS has been fully implemented across the state (estimated
completion in 2018)
• Demonstrate staffing capacity to perform assessments and have at least one employee
trained on the VI-SPDAT
• Provide standard hours of operation during which households can access the coordinated
entry process through screening, triage, and assessment procedures
• Conduct the appropriate VI-SPDAT assessment (individual, youth, or family) and complete
necessary data entry to add the household to the by -name list within 48 hours or two
business days. If your agency is not doing data entry directly, you must get the info to the
entity submitting data in a timely manner so that they may get the info submitted onto
the by -name list within 48 hours or two business days.
• Have adequate capacity for staff to administer the Diversion/Prevention Tool. Please see
Appendix F for the Colorado BoS CoC Diversion Tool, which all access points must use.
• Provide and/or refer to appropriate resources for households that cannot access
housing immediately (emergency shelter, etc.)
• If CoC funded or an ESG recipient: Employ a Housing First model of service delivery.
Please see Appendix D of the BoS Coordinated Entry Policies and Procedures for the
Colorado BoS CoC-wide Housing First Standards.
• Establish protocols that ensure at a minimum that people fleeing, or attempting to flee,
domestic violence have safe and confidential access to coordinated entry and that data
collection conforms to the applicable requirements of the Violence Against Women Act,
CoC Program, and/or HMIS Data Standards.
• Train staff to administer the VI-SPDAT to clients: Some agencies with privacy concerns
for their clients (e.g., domestic violence survivors, injection drug users, etc.) or with
Northern Colorado Continuum of Care
Addressing Homelessness Across Larimer & Weld Counties
ga„.,
concerns that clients may not be as forthcoming with an unknown person may opt to
conduct the VI-SPDAT with their clients. By serving in this role, an agency agrees to the
following:
o Agreeing to offer the screen/triage to any client of the agency in the population
designated that meets the guidelines established by the Colorado BoS CoC
o Pre-screening households with the Diversion/Prevention Tool to determine if
homelessness can be avoided
o Ensuring any staff or volunteers conducting the VI-SPDAT have been trained and
their names have been submitted to the local by -name list
o Ensuring any staff or volunteers conducting the VI-SPDAT are surveying clients
with consistency and fidelity to the original instrument
o Ensuring all Releases of Information are completed prior to administering the VI-
SPDAT
o Ensuring all paperwork (Releases of Information and the VI-SPDAT) are kept in a
secure location until they can be transferred to the local by -name list
Market the CES to appropriate clients:
• Ensuring all individuals eligible to participate in CES are screened requires multiple
partner marketing the CES to their respective clientele. By serving in this role, an agency
agrees to the following:
• Posting information regarding the CAHPS in accessible locations; agencies may choose to
hang up signs, include information in take-home packs for clients, or otherwise provide
written information about CES
• Verbally informing eligible clients how, where, and when to access CES
• Answering any questions clients have regarding CES honestly, including informing clients
that participating in CES does not guarantee the household will gain housing or will access
housing in any specific length of time
• Participate in regular case conferencing: Case conferences are the forum at which
dedicated housing resources are assigned and updates are made regarding the housing
status of those on the by -name list. By serving in this role, an agency agrees to the
following:
o Sending at least one staff person (preferably the same staff person) to each case
conference
o Informing the group (either at the case conference or to the by -name list manager
outside of the case conference time) of any known changes in the housing status
or location of individuals on the by -name list
• Provide selected clients with housing navigation services: Housing navigation involves
assisting the household with ensuring all documents are in order and identifying a
physical apartment/house to rent. Housing navigation services will be
identified/designated in a case conference. By serving in this role, an agency agrees to the
following:
o Following the individual through the entire housing process, from housing
assignment in case conference through move -in
Northern Colorado Continuum of Care
Addressing Homelessness Across Larimer & Weld Counties
o Ensuring client choice is protected and respected in the housing process
o Ensuring the client understands the expectations and responsibilities outlined in
lease agreements or other housing documents
o Informing the case conference team of major roadblocks or set -backs that need to
be addressed in a case conference
o Ensuring case management/housing retention services are identified prior to
"closing" the case
• Provide selected clients with housing retention/case management services: Housing
retention services are those that focus specifically on ensuring an individual can
successfully stay in their housing permanently. By serving in this role, an agency agrees to
the following:
o Providing light -touch support that increases in intensity or duration only when
needed to ensure the household can remain housed
o When necessary and when agreed -to by the client, connecting with others
involved in providing or coordinating care for the household
o Supporting the client to rectify any identified lease violations
o Informing the by -name list manager and case conference team if an individual is
being evicted or choosing to leave their housing
• Contribute housing resources to those available through CES: Housing resources (e.g.,
PSH housing vouchers, short-term rental assistance/RRH, transitional housing) are
needed to create an outflow of clients accessing housing. Agencies providing housing
resources to CES can either designate that all available resources will be processed
through CES or can designate a share of the available resources (e.g., every 10th voucher
that turns over) to be processed through CES*. By serving in this role, an agency agrees to
the following:
o Communicating in writing to the CES any basic eligibility requirements for that
resource
o Communicating in writing any other specifications or expectations attached to
that resource
o Accepting referrals from the case conference team; limited refusals of referrals
that meet the eligibility requirements of the housing resource are tolerated
*Please Note: 100% of CoC- and ESG-funded housing resources must be allocated through the local CES.
Northern Colorado Continuum of Care
Addressing Homelessness Across Larimer & Weld Counties
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