HomeMy WebLinkAbout20183776.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, 2019, and ending
December 31, 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 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 26th day of November, A.D., 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dlethA)
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Weld County Clerk to the Board
BY:
Deputy rk to the Board
APPR
Attorney
Date of signature: 12424 1$
Steve Moreno, Chair
EXCUSED
Bark -Tem
Sean P. ,. nway
ike Freeman
cc: NSO
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2018-3776
HR0089
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: November 6, 2018
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. In 2018 Weld County entered into a MOU with Prowers County, with approval of the State, for Prowers
County to manage and administer calls to the Hotline regarding alleged Child Welfare and Adult Protection
concerns in Weld County, Colorado. Prowers County, through its Hotline County Connection Center (HCCC),
agreed to answer and process Child Welfare and Adult Protection Services (APS) related Hotline calls ("Call
Coverage Services"), beginning at 5:00 p.m. on weekdays, and on weekends. For 2019, the Department is requesting
full-time services (24 hours per day, 7 days per week). Weld County will continue to complete the final disposition
of each call which includes screening, assessment and decision -making.
Call Coverage Services will be provided at a cost of $23.00 per report for Child Welfare, and $10.00 per report for
APS, for a total anticipated annual cost of $125,580.00. This is an increase of $93,790.00 from the prior year. 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, 2019, through December 31, 2019.
I do not recommend a Work Session. I recommend approval of this MOU,
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro-Tem
Steve Moreno, Chair
Approve
Recommendation Work Session
Schedule
Other/Comments:
2018-3776
Pass -Around Memorandum; November 6, 2018 — CMS 2248
Karla Ford
From:
Sent:
To:
Subject:
Yes, I agree
Julie Cozad
Wednesday, November 07, 2018 11:53 AM
Karla Ford
Re: PA for Routing (Prowers County MOU)
From: Karla Ford
Sent: Wednesday, November 7, 2018 11:39:15 AM
To: Julie Cozad
Subject: FW: PA for Routing (Prowers County MOU)
Ok with recommendation?
Karla Ford X
Office Manager, Board of Weld County Commissioners
1150 O Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford@weldgov.com :: www, eldgov.com :.
My working hours are Monday -Thursday 7:00a.m.-4:00 p.m.
Friday 7:00a.m. - Noon
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 hove 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
Sent: Tuesday, November 06, 2018 12:49 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_Contract_Management@co.weld.co.us>; Jamie Ulrich
<ulrichjj@weldgov.com>; Judy Griego <griegoja@weldgov.com>; Lennie Bottorff <bottorll@weldgov.com>
Subject: PA for Routing (Prowers County MOU)
Good afternoon, Karla.
Please see attached PA for an MOU with Prowers County. This item is in CMS (ID 2248).
Thank you.
Regards,
Tobi A. Cullins
Contract Management and Compliance Coordinator
Administration Support Unit (ASU)
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MEMORANDUM OF UNDERSTANDING
Between
WELD COUNTY
and
PROWERS COUNTY
INTRODUCTION:
This Memorandum of Understanding ("MOU") for full-time Call Coverage Services is entered into by
and between Prowers 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. The hotline serves as a direct, immediate and efficient route
to the counties which 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. This 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:
1. Term of MOU:
a. This MOU becomes effective on January 1, 2019 for the period of 12 months, ending
December 31, 2019.
b. To 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:
1. The calculations used to determine the cost of the Call 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 call reports. For
purposes of this MOU, 10 Other CW calls equal 1 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 based on a
combination of information from the Trail Hotline Call by Call Report and HCCC Report Tracking.
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The cost for the HCCC to provide Call Coverage Services for Child Welfare reports is $23.00 per
report.
4. Regarding APS reports they typically are based on the projected number of calls during the previous
12 months. In the case of Weld County, APS projections have not been included. In the event the
volume of APS calls becomes significant; the MOU may need to be amended. 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 HCCC 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
HCCC Call Coverage Services. Should this situation arise, Weld County will be notified 60 days in
advance of any additional costs required for HCCC'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 60 days of receipt.
7. The costs of Call Coverage Services provided to Weld County per the terms of the MOU are:
Projected Number of Reports Jan 1 -Dec 31, 2019:
5269
2394 C/W Inquiries @ $23.00 per 10:
239
Less the Annual Allotment of Reports:
- 48
Total Number of Projected Reports:
5460
Cost per Report:
$ 23.00
Cost of Child Welfare Reports:
$ 125,580
000 APS Calls @ $10.00 per Report:
$ TBD
Total Annual Cost for Call Coverage Services:
$ 125,580
8. Should Weld County exceed the pro -rated number of reports, as stipulated in the MOU, the County will
be responsible for reimbursing the HCCC 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:
1. Both Prowers County and Weld County acknowledge that the State of Colorado Department of Human
Services must approve this MOU prior to final execution.
2. 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:
1. The Hotline County Connection Center (HCCC) will make the appropriate routing changes and take
all calls for Weld County on a full-time basis. Full-time is defined as 7 days per, week 24 hours a
day including holidays. 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 Trails Hotline Application ("THA") and Trails to ensure appropriate disposition.
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 Trails Hotline
Application ("THA") and Trails to ensure appropriate disposition.
3. Reports, which can be referred to as Referrals, taken by the HCCC will be entered into the THA,
submitted, and transferred to Weld County's Trails Inbox. When Weld County is notified, HCCC will
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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. If the HCCC believes the report is of an immediate response nature, the HCCC will notify Weld County
while information is being entered into the THA.
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 final 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 enforcement or medical personnel that requires immediate response
from Weld County, HCCC will transfer the call to an Weld County on -call designee. If the 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.
8. 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 APS number for Weld
County. If the HCCC should take 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 APS 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 of the
call.
c. If the 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 HCCC has the right to refuse taking such calls. In doing so the HCCC will work with the State
to help develop options for routing APS calls to another agreed upon entity.
GENERAL RESPONSIBILITES OF WELD COUNTY:
1. Weld County will provide an updated list of on -call Weld County employees' name(s) or designees and
telephone/cellphone numbers and email addresses at all times. The on -call list will include backup
contact name(s) and number(s) and email addresses in case the first employee is unable to answer within
the notification time frame as outlined in Volume 7 Rules. If the 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 HCCC 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 County should make every attempt to identify another entity
that can receive notification. This can be any entity designated by Weld County.
3. Weld County can access the call recordings, will monitor and appropriately status all calls in their
Pending Queue in the THA and status all records by the end of the next business day or 12 business
hours; whichever is greater.
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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 MOU or of any covenant, condition, or provision herein contained
shall 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.
5. The Parties to this MOU are subject to the provisions of Colorado Constitution. Article X. Section 20
(-TABOR-1 regarding multiple fiscal year obligations. Therefore, no obligation extending beyond
December 31.20 18, shall be enforceable unless and until County. acting through the Board, has adopted
a budget for 2019 providing for payment of such obligations, Weld County shallimmediately notify
Prowers County should funding under this 'IOU fail to be appropriated. in such instance. Prowers
County may immediately terminate this MOD.
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 '4IOU.
8. T' his MOU is subject to all 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 MOI shall not excuse any failure to comply with all
applicable laws and regulations, whether or not these laws and regulations are specifically listed
herein.
9, No Third -Party Beneficiary. It is expressly understood and agreed that enforcement of the terms and
conditions of this MOL`, and all rights of action relating to such enforcement, shall be strictly reserved
to the Parties, and nothing contained in this \IOL: shall give or allow any such claim or right of action
by any other or third person or entity on such MOD, It is the express intention of the Parties hereto
that any person or entity, other than the Parties, receiving services or benefits under this isIOU shall be
deemed to be incidental beneficiaries only.
.Approving Entities
Approving Entities
Signed:.„„„ -,-3-- Lt 1, -m_ j t� z Signe` ___O
NOV 2..6 201$Name: U (47.1Yt_� �
ia
Title: 6 W Modisi MLi1 r
Entity: Prowers County
Name Steve Moreno
Title: BOCC Chair
Entity: Weld County
State Confirmation
it
Date: f ii e.
Signed:
Name: Jack Hilbe
Title: Hotline Systems Manager
Entity: Colorado Department of Human Services
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