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Home My WebLink About20180101.tiffRESOLUTION RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR HOTLINE CALLS FOR CHILD AND ADULT PROTECTIVE SERVICES 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 Hotline Calls for Child and Adult Protective Services 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, 2018, and ending December 31, 2018, 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 Hotline Calls for Child and Adult Protective Services 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 8th day of January, A.D., 2018, nunc pro tunc January 1, 2018. BOARD OF COUNTY COMMISSIONERS WELD UNTY, COLORADO ATTEST: ditiLet);� Weld County Clerk to the Board BY: APP Deputy Cler o the Boar y Attorney Date of signature: Ol f �9h g cc: Hs() 03-I(c-18 St- ve Moreno, Chair arbara Kirkmey Sean P. Conway EXCUSED Julie A. Cozad r Pro-Tem C- � Mike Freeman 2018-0101 HR0089 LotirosJ 1D44- 199 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: December 29, 2017 TO: Board of County Commissioners — Pass -Around FR: Judy A. Griego, 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 Departments' Memorandum of Understanding (MOU) with Prowers County. On behalf of Weld County, this MOU has been developed in partnership with Prowers County, with approval of the State, for Prowers County to manage and administer calls to the Hotline regarding persons who reside in Weld County, Colorado. Prowers County, through its Hotline County Connection Center (HCCC), agrees to answer and process Child Welfare and Adult Protection Services (APS) related Hotline calls ("Call Coverage Services"), beginning at 5:00 p.m. weekday evenings, and also on weekends. Weld County will complete the final disposition of each call. Call Coverage Services will be provided at a cost of $22.00 per report for Child Welfare, and $10.00 per report for APS, for a total anticipated annual cost of $31,790.00. If reports exceed the number stipulated in the MOU, the HCCC is responsible for notifying the County in a timely manner and the County will be responsible for reimbursing the HCCC for the cost of the additional reports. Prowers County has entered into agreements with other counties to provide similar services. In the event the HCCC requires additional staff to take calls, the costs will be proportionately distributed among the contracted counties. Counties will be notified 60 days in advance of any additional cost. The term of the MOU is January 1, 2018, through December 31, 2018. I do not recommend a Work Session. I recommend approval of this MOU. Sean P. Conway Julie A. Cozad, Chair Mike Freeman Barbara Kirkmeyer Steve Moreno, Pro-Tem Approve Schedule Recommendation Work Session yr Other/Comments: 2018-0101 N/2 °on Pass -Around Memorandum; December 29, 2017 — CMS 1599 '75 MEMORANDUM OF UNDERSTANDING Between WELD COUNTY and PROWERS COUNTY INTRODUCTION: This Memorandum of Understanding ("MOU") is entered into by and between Proffers County, Colorado body corporate and politic by and through its Board of County Commissioners ("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: I. In 2015, the state of Colorado activated the Colorado Child Abuse and Neglect Hotline ('Hotline') in order to provide a one, easy° -to -remember toll -free phone number for individuals to use statewide to report suspected child abuse and neglect. 1 he hotline serves as a direct, immediate and efficient route to the counties .rhich are responsible for accepting and responding to child abuse and neglect inquiries and reports. The Hotline calls are currently routed to the County where a child resides. 2, his Memorandum of Understanding ("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. 3. 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: I. `term of MOU: u. This MOU becomes effective on January I, 2018 for the period of 12 months, ending December 31.2018, b. 1'o renew the MOU, the parties may extend it for up to three additional one year terms upon written agreement of all the parties. 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, modification, 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. COST FOR SERVICES: I. The calculations used to determine the cost of the Cali 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 calf reports. For purposes of this MOU. 10 Other CW calls equal I report. 2. Weld County is allocated 48 free child welfare reports which are subtracted from the total number of projected reports. 3. Regarding Child Welfare reports, projections are based on the total monthly average number of reports taken for the most current 12 -month period, Projections for this MOU were based on the Results Oriented Management data base. The cost for the I ICCC to provide Call Coverage Services for Child Welfare reports is $22.00 per report. 4. Regarding APS reports they are typically based on the projected number of calls during the previous 12 months. APS projections have been based on reports as provided by the APS group. The cost will be $10.00 per APS report. 5. Prowers County has entered into agreements with other Colorado counties to provide the same services as contemplated in this MOU. In the event the I ICCC 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 IICCC Call Coverage Services. Should this situation arise. Weld County will be notified 60 days in advance of any additional costs required for I ICCC's services so it can determine whether to terminate this MOU. 6 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 64) days of receipt. The costs of Call Coverage Services provided to Weld County per the terms of the MOtJ are: Projected number of reports Jan -Dec 2O18' ssthe Annual allotment ofreborts: Total Number of Projected Reports: Post der Ran: of Child Welfare Reports: 0 C/W Inquiries ,$22.00Er 10: 000 AI'S Calls (a; $10.00 per report: Total Annual Cost for Call Coverage Services: 1493 4 1445 ?1.00 ,( 31.790 8. Should Weld County exceed the pro -rated number of reports. as stipulated in the MOU. the County will be responsible for reimbursing the I ICCC for the cost of the additional reports, The HCCC will be responsible for notifying the County in a timely manner when adjustments (True, Up) to the MOU are required. JOINT RESPONSIBiLITES SHARED BETWEEN WELD COUNTY AND PROWERS COUNTY HCCC: I . Both Prowers County and Weld County acknowledge that the State of Colorado Department of Human Services nest approve this MOU prior to final execution. 3. 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: I,'The I Iodine Counts Connection Center (I ICCC) will make the appropriate routing changes and take the after-hours calls for Weld County. After-hours is defined as any time outside of normal business operating hours, including week -ends and holidays. 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 the Traits Hotline Application ("Ti IA") and Trails to ensure appropriate disposition. 3. Reports. which can be referred to as Referrals, taken by the IICCC will be entered into the THA, submitted, and transferred to Weld County's Trails Inbox. When Weld County is notified, liCCC will provide the Hotline ID and Referral ID. If personal notification. Weld County can request a brief synopsis of the report. a. HCCC will notify Weld County of a referral via email during business hours and by personal contact during after-hours. b. HCCC will provide the Hotline ID and/or Referral ID number (pursuant to Volume 7 Rules) to an entity designated by Weld County. 4. lithe HCCC believes the report is of an immediate response nature, the HCCC will notify Weld County while information is being entered into the TI IA. 5. For Child Welfare Inquiries, notification of the call will occur via email during business hours and by personal contact during after-hours (pursuant to Volume 7 Rules) to an entity designated by Weld County and will be sent to Weld County's Pending Incoming Hotline Queue. HCCC will provide the designated entity with the Hotline ID number and a brief synopsis. It will be the responsibility of Weld County to check the pending queue and manage the I inat disposition of all records. 6. 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. 7, If HCCC receives a call from law enfarcemenl or medical personnel that requires immediate response from Weld County, HCCC will transfer the call to an Weld County on -call designee. lithe 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. B. HCCC's primary role is managing CW calls and related reports. In the event APS calls are inadvertently routed to the HCCC, the HCCC agrees to: a. If during the day time business hours, transfer the call to the designated A1'S number for Weld County. if the HCCC should lake an APS report it 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. b. If an AI'S call is regarding an adult over 70 years old, 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 oldie call. c. lithe call arrives during after-hours then the HCCC will document the call in CAPS and 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. d, If the HCCC determines the volume of APS calls exceeds the reasonable ability to take those calls, the IICCC has the right to refuse taking such calls. In doing so the HCCC will work with the State and Weld County to help develop options for routing APS calls to another agreed upon entity. GENERAL RESPONSIRILITES OF WELD COUNTY: Weld County will provide an updated list of on -call Weld County employees' name(s) or designees and telephone!cellphone numoers and email addresses at all times. The on -call list will include backup contact name(s) and numbers) and email addresses in case the first employee is unable to answer within the notification time frame as outlined in Volume 7 Rules. lithe designee changes, it is Weld County's responsibility to immediately inform the HCCC of the change and to provide the required contact telephone number. 2. Weld County will notify the IICCC 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 Countyshould make every attempt to identify another entity that can receive notification. This can be any entity designated by Weld County. 3 3. Weld County can access the call recordings, will monitor and appropriately status all calls in their Pending Queue in the TIM and status all records by the end of the next business day or 12 business hours: whichever is greater. GENERAL PROVISIONS: i. 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 of any immunity at law including immunity granted under the Colorado Governmental Immunities Act. 3. No modification or waiver of this MOI r or of any covenant. condition, or provision herein contained shalt 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 HIPPA privacy requirements. 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, 2018, shall be enforceable unless and until County, acting through the Board. has adopted a budget for 2018 providing for payment of such obligations. Weld County shall immediately notify Prowers County should funding under this MOI? fail to be appropriated. In such instance. Provers 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 MOU. 8. This MOU is subject to alt 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 MOIJ shall not excuse any failure to comply with all applicable laws and regulations, whether or not these laws and regulations are specifically listed herein. Approving Entities Signed Name. Steve Moreno, Chair JAN 0 8 2018signed:_ Name: tick Board of Weld County Commissioners Title; I:ntits. Weld Cnuntti State Confirmation Dine: 1, Signed Name. Jacl.liit I ilk. I lutjipn 4r ti cnt Manager I ntit}- Colgrado IkparIment orlluman Scrs ices 4 Lntity Prowers County c26/,9-- D/ 0/ Hello