HomeMy WebLinkAbout20162268.tiffRESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR TITLE IV -E WAIVER
DEMONSTRATION PROJECT AND AUTHORIZE CHAIR TO SIGN
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 the
Title IV -E Waiver Demonstration Project 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 the Colorado Department of Human Services, Division of Child Welfare
Services, commencing July 1, 2016, and ending June 30, 2017, 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 the Title IV -E Waiver
Demonstration Project 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
the Colorado Department of Human Services, Division of Child Welfare Services, 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 18th day of July, A.D., 2016, nunc pro tunc July 1, 2016.
ATTEST:
Weld County Clerk to he Board
BY.
De
County Attorney
Date of signature: g
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
'Y114.1.
Mike Freeman, Chair
Sean P. Conway, Pro-Tem
ara Kirkmeyer
teve Moreno
ac:-sOCS(6 ccn(SC,)
/i1/l'7
c
2016-2268
HR0087
MEMORANDUM
DATE: July 6, 2016
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE:
Weld County Department of human Services'
Memorandum of Understanding (MOU) for the "Title IV -E
Demonstration Project Funding
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval for the Departments' Memorandum of Understanding (MOU)
for the Title IV -E Demonstration Project Funding. Weld County is being awarded
$1,456,600.00 of Title IV -E Waiver Demonstration Project funding by the Colorado
Department of Human Services (CDHS), Office of Children, Youth, and Families. Colorado
Revised Statue 26-5-105.4 requires that CDHS and the County enter into an MOU that explains
the County's duties and responsibilities in implementing the Title IV -E Waiver Demonstration
Projects. The term of this MOU will be from July 1, 2016 to and including June 30, 2017 and
shall be used to fund the following interventions: Family Engagement, Kinship Support and
Trauma -Informed Screening, Assessment, and Treatment.
I do not recommend a Work Session. I recommend approval of this MOU,
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Cozad
2016-2268
Pass -Around Memorandum; July 6, 2016 - Contract ID 545 Page 1
MEMORANDUM OF UNDERSTANDING
The State of Colorado Department of Human Services
And
The Board of County Commissioners or other elected governing body or %cLd
County(ics), Colorado
This Memorandum of Understanding (or "MOU") is made this
, between the State of Colorado Department of Human Services (the
"COI IS") and the Board of County Commissioners or other elected governing body of
Weld County(ics), Colorado (the "County").
day of
CDHS is the sole state agency with the responsibility to administer or supervise the
administration of the human services programs listed in CRS 26-1.201.
The Colorado General Assembly enacted SB 13-231 in response to the CDHS being granted
waiver authority by the United States Department of Health and Human Services, Administration
for Children and Families, under Section 1130 of the Social Security Act, which authorizes states
to conduct demonstration projects which are determined to promote the objectives of parts B or
E of Title IV of the Social Security Act. A copy of the waiver terms and conditions are attached
to this M0U as Exhibit A.
CRS 26-5-105.4 requires CDHS and the County to enter into a Memorandum of Understanding
that explains the County's duties and responsibilities in implementing the Title IV -C Waiver
Demonstration Projects.
CDHS and the County understand and agree that the services outlined in this M0U arc subject to
a.ailable appropriations by the General Assembly, and neither par) will be obligated to provide
services or assistance if adequate appropriations have not been made.
The following terms are agreed to by CDHS and the County:
1. MOU MEETS PERFORMANCE AGREEMENT REQUIREMENT
The parties agree that the provisions of this MOU constitute compliance with CRS 26-5-105.4.
2. TERM
The term of this MOU will be from July 1, 2016 to and including June 30, 2017.
3. DEFINITIONS
The parties agree to provide the following minimum services to the identified populations as
denoted below (check all that apply):
✓❑ Family Engagement — Meetings will be provided to families with a newly opened
child welfare case during the demonstration period:
• Within 7 business days of case opening;
o (in FAR cases, within 7 business days after the 60t" day (69 days by
including weekends);
• Within 7 business days of initial placement;
• Every 90 days when in out -of -home care (DHS/DSS custody);
• Every 6 months in in -home (case open).
❑ Permanency Roundtables — Meeting will be held quarterly for:
(i All open cases involving a child/youth with a goal of Other Planned Permanent
Living Arrangement; and/or
n All open cases involving a child/youth who has been in out of home care for 12+
months; and/or
❑ Other:
❑✓ Kinship Supports — Support services and goods will be provided to kinship families
who are:
(1 Licensed kinship foster caregivers;
Non -licensed kinship foster caregivers.
2
❑✓ Trauma Informed Screening, Assessment, and Treatment to the following target
population:
n The targeted population will be children and youth ages 0-18.
4. REQUIRED DUTIES OF THE COUNTY
a) During the term of the agreement, the County agrees to implement the intervention(s) in
accordance with the rules adopted by the State Board of Human Services, and as
described in Exhibit B, "County IV -E Waiver Demonstration Application," modified as
necessary in accordance with Section 6 of this Memorandum of Understanding.
b) The County will maintain sufficient records, will submit reports, and will accurately
record Colorado Trails (Trails) and CFMS actions as may be required to document all
cost and case activities supporting the implementation of the Waiver, and will permit
CDHS, its evaluators, duly designated agents and/or representatives of the federal
government, to inspect the records and will make such records available to CDHS as
specified in CRS 26-1-122. If the County complies with current record keeping
requirements as outlined by current rules, such shall be considered to be "sufficient
records."
c) Counties shall report costs to provide an intervention service to an individual, as
authorized through this MOU. The cost shall include the type of intervention service
provided, the volume of such services provided, and costs of the intervention service,
where applicable. The costs include intervention funds, staff and vendor costs as
identified in Trails, County Financial Management System (CFMS) and/or 100% time
reporting by individuals performing a waiver activity. There is a presumption that a cost
is not a waiver cost unless affirmatively documented in CFMS, Trails, and/or a vendor's
time detail report for 100% time reporting.
d) The County agrees to participate in the evaluation of the Title IV -E Waiver
Demonstration Project, as described under Section 3 of Exhibit A, and as established
under CRS 26-5-105.4.
e) In accordance with CRS 26-5-105.4, the County agrees to the State retaining 50% of the
Child Welfare savings resulting from the IV -E Waiver activities. The remaining 50%
3
savings will be retained by the County for additional Child Welfare services, as defined
in CRS 26-5-101.3. Cost savings are determined as follows:
1) The difference between i) the amount of Title IV -E funds that were claimed for
foster care maintenance, case planning and administration and eligibility
determination in State Fiscal Year ("SFY") 2012-13, and ii) the amount of Title IV -E
funds that would have been claimed for foster care maintenance, case planning and
administration and eligibility determination in SFY 2016-17, had the State of
Colorado not been granted waiver authority by the United States Department of
Health and Human Services under Section 1130 of the Social Security Act.
2) For the ten counties with the largest caseload size, the methodology for distributing
cost savings between counties that have entered into a Title IV -E Waiver
Demonstration Project MOU shall be based on the reduction in the number of foster
care bed days between SFY 2012-13 and SFY 2016-17;
3) For all other counties that have entered into a Title IV -E Waiver Demonstration MOU
with CDHS, the methodology for distributing cost savings between counties that have
entered into a Title IV -E Waiver Demonstration Project MOU shall be based on the
reduction in the number of foster care bed days between either SFY 2011-12 or SFY
2012-13, and SFY 2016-17, as selected by the County.
4) "Cost savings" shall not include unspent Title IV -E Waiver Demonstration Project
funds provided to counties through the MOU for purposes of implementing Waiver
Interventions. Any such unspent funds remaining at the end of SFY 2016-17 shall
revert to the CDHS and shall be included in the total amount of available funds for
counties' SFY 2017-18 IV -E Waiver Demonstration interventions.
5) The County insures any county employee funded with Title IV -E Waiver Intervention
funds participates in 100% time reporting. County employees with 100% of time
devoted to Title IV -E Waiver intervention(s) may utilize the 6 Month Certification
form in lieu of 100% time reporting.
f) No later than June 30, 2019, the County agrees to use 50% of the underspent county
Title IV -E Waiver funds for child welfare services that can include:
1) IV -E Waiver intervention services to eligible and non -eligible Title IV -E children
4
2) Conventional title IV -E program services that are maintained for those Title IV -E
eligible children in out of home placement
3) Other child welfare services to eligible and non -eligible Title IV -E children and their
families
4) The County plan to expend either allocated Title IV -E Waiver funds, or underspent
county Title IV -E Waiver funds as outlined in Exhibit B.
5. DUTIES OF CDHS
a) CDHS will oversee the implementation of the Title IV -E Waiver Demonstration Project,
and will develop standardized forms and reporting processes for the tracking of
participants, in consultation with the Counties.
b) CDHS will monitor the County's provision of Title IV -E Waiver intervention services as
outlined in the Exhibit B and Exhibit C. CDHS will pull any necessary records or data
for monitoring purposes from existing TRAILS and other current recording/data keeping
systems. CDHS will not request the County to compile records/data that CDHS may
compile or access through the use of TRAILS or other record/data keeping systems.
c) CDHS will exercise oversight of and responsibility for the development,
implementation, maintenance, and enhancement of Trails and its application relative to
Child Welfare Services.
d) For SFY 16/17 and subsequent years, CDHS agrees to allocate to counties any Title IV -
E funds transmitted to the Title IV -E Waiver cash fund and appropriated by the general
assembly to either implement the Title IV -E Waiver Demonstration Project, or to fund
out of home placement and case planning for Title IV -E eligible children, in accordance
with CRS 26-5-105.4.
6. BUDGET
In the preparing of Exhibit B, "County IV -E Waiver Demonstration Application," the County
shall develop a detailed budget that identifies all direct costs associated with the implementation
of the Waiver interventions, as defined in Section 3 of this Memorandum, for which the County
has applied for IV -E Waiver Demonstration funds,
5
a) Based on the results of negotiations with CDHS, should the level of funding awarded
through the MOU differ from the funding requested through the Application, the County
shall prepare and submit a revised Budget and any other changes to service delivery that
will differ from the County's original Application submission. The revisions to the
Application, once accepted by CDHS, shall constitute the Exhibit B, and shall become
part of this MOU.
b) With the written approval of CDHS, the County may request a revision to its accepted
budget during the term of the agreement:
1) The County may apply for additional IV -E Waiver funds for Waiver interventions
already in practice, provided they evidence that the anticipated goals identified in
a county's original approved application have or will be met by the close of SFY
2016-17. Additional funding may only be used to serve children and families
beyond the number identified in the county's original application for each existing
initiative.
2) The County may transfer budgeted funds between expenditure line items within a
specific intervention, provided that the transferred amounts do not constitute a
significant modification to the services as described within the Application.
3) A written statement of impact to the services as described in the Application shall
be prepared by the County and accompany any requested budget revisions that
exceed the thresholds as identified in Sections 6.B.1 and 6.B.2 above, and may be
required by CDHS for any requested budget revision falling within the thresholds
identified in Sections 6.B.1 and 6.B.2 above.
7. SEVERABILITY
To the extent that this MOU is executed, and performance of the obligations of the parties may
be accomplished, the terms of the MOU are severable. Should any singular term in this MOU be
declared invalid or become inoperative for any reason, it will not invalidate the MOU itself, or
any of the terms included therein.
6
S INTEGRATION OF UNDERSTANDING
The parties recognize the nature of the relationship between the County and the State. This
relationship is governed more broadly by pertinent provisions of the Colorado Constitution and
of state statutes and rules, including lawful rules promulgated by the State Board of Human
Services. The parties further recognize that this MOU is not intended to supersede or change the
relationship between the County and the State as established by any legal authority.
9. NO THIRD PARTY BENEFICIARY
This MOU is binding to CDHS and the County, as well as their respective successors and
assigns. It is agreed that the enforcement of the terms and conditions of this MOU are reserved
for CDHS and the County, to the extent permitted by law. Nothing contained in this MOU allows
a claim or right of action by a third party. Any third party receiving services or benefits under the
provisions of this MOU is deemed an incidental beneficiary.
10. DISPUTE RESOLUTION
Prior to the execution of this document, if the parties are unable to reach agreement concerning
the inclusion of, or wording of, provisions of the MOU, either party may refer the dispute to the
Title IV -E Waiver Demonstration Project Oversight Committee. The Committee's decision will
be made by a majority vote of its members, and is non -binding.
If dissatisfied with the decision of the oversight committee, either party may seek review by the
Office Director of Children Youth and Families or designee. Nothing in these provisions limits a
party's ability to pursue other remedies available under the law.
11. TERMINATION
The parties acknowledge that withdrawal from this MOU will result in the termination of this
Agreement and termination of funding and services associated with this Agreement. The County
shall assure as little disruption as possible in the delivery of services provided to Recipients.
a) Withdrawal/Termination. Any party may withdraw from this Agreement at any time
by providing 30 days written notice to all other Parties.
7
b) For Loss of Funds. Any party may withdraw from this Agreement, in the event of loss
or reduction of resources from its funding sources and shall provide notice of
withdrawal, in writing within 30 days.
c) Lack of Compliance. CDHS may terminate the agreement if it is found the County is
not complying with the terms of this memorandum. In the event the memorandum is
terminated for failure to perform, interventions funds may be reduced at the discretion
of CDHS.
8
IN WITNESS WHEREOF, the Parties hereto, through their authorized representatives have
executed this Memorandum of Understanding effective for the dates written above.
Ann Rosales, Director, biJision of Child Welfare
COUNTY(ies) OF Weld COLORADO,
by and through the BOARD OF COUNTY COMMISSIONERS
Chairman • Mike Freeman,,,//
ATTEST: G G. JCL: ct .
Rtk4County Clerk to th
DATE: 7/14/2016
9
Date
COLORADO
Office of Children,
Youth & Families
Division of Child Welfare
Ann M. Rosales, MSW, Director
Ms. Judy Griego
Weld County Department of Human Services
315 North 111h Avenue
Greeley, CO, 80631
May 31, 2016
Dear Director Griego,
We are pleased to inform you that Wela County DHS is being awarded Title IV -E Waiver Demonstration Project
funding by the Colorado Department of Human Services, Office of Children, Youth, and Families.
Each application was reviewed for: federally disallowed expenditures, costs not directly related to service,
optional or other components not defined as core components of model, focus on fidelity, and focus on average
cost per child, Follow up contacts were made with each applicant as needed for clarification.
Given thorough review of your application, it was determined your county will receive 51,456,600,00. This funding
shall be used to fund the following interventions:
Intervention
Amount
Family Engagement
5736,900.00
Permanency Roundtables
5624,600.00
Trauma Informed Screening,
Assessment, and Treatment
595,100.00
TOTAL
Si, 456, 600.00
In order to participate in this project, your county must submit a Memorandum of Understanding (MOW, signed by
your county's commissioning body, by June 30, 2016. A blank copy of the MOU can be found in the IV -E Waiver
Application folder at: https://sites.google.com/a/state.co.us/cdhs-dcw/for-professionals/forms. Please direct any
questions you have about this to Tyler Allen, Title IV -E Waiver Administrator, at tyler.atlen@state.co.us or at
1303)-866.2154,
'575 Sherrnan Street, 2nd Floor, Denver. CO 8D203 P 303-866-5932 F 303.866.5563 www.cotorado_gov/cdhs
John, W Hickenlooper, Governor I Reggie Bicha, Executive Director
We are encouraged by your ongoing participation in the Project and look forward to continued collaboration.
Please corr.tact us with any questions.
Sincerely.
akegiest64.)
Ann R05ales
Director, Division of Child Welfare
575 5hernean 5Ueer, 2nd Floor, Denver, CO 30203 P 303.8h5-5932 F 3033-366-5563 vrrr,,coiorado.gov=frrs
JON' W N,ckenlooper, Govennr ; Reg'•e 8icha, Execuu�,e Drrr_Ctor
COLORADO DEPARTMENT OF HUMAN SERVICES
Title IV -E Waiver Demonstration Project
Individual County
Year 4 (SFY 2016/2017) Application
Colorado Department of Human Services encourages you to apply to participate in the third year of the Title IV -E Waiver
Demonstration Project. It is not mandatory for you to participate in all 5 interventions. Research your county's child welfare
needs and gaps in service delivery and utilize this funding to improve services to children, youth and families in need. Use
data to support needed FTE's and funding for hard goods. Structure and positions must be in place for implementation on
7/1/16. Please contact Tyler Allen, Administrator of the Title IV -E Waiver Demonstration Project at tyler.allenstate.co.us,
303.866.2154, with questions related to this application. This application is due for submission by 4/29/2016.
Name of County/Region: Weld County Department of Human Services
Primary
Contact: Judy Griego Date: 4-29-2016
County: Weld
Address: 315 N. 11th Ave
Agency: Weld County Department of Human Services
Phone: 970-352-1551X6510
Waiver Interventions
What Title IV -E Waiver Interventions are you applying for funding?
City, State Zip Greeley, Co 80631
Email: greigoja@weldgov.com
x
x
x
Assessment, and Treatment
Family Engagement
Permanency Roundtables
Kinship Supports
Trauma -Informed Screening,
Total Funding Amount
Total Funding Amount
Total Funding Amount
Requested:
Requested:
Requested:
Total Funding Amount Requested:
TOTAL:
$736,900
$624,600
$95,100
$1,456,600
Are there Title IV -E Waiver Interventions you are implementing with fidelity, to be included in the evaluation, but are not
requesting funding? Please fill out the corresponding area of this application.
Family Engagement Kinship Supports
Permanency Roundtables
Trauma -Informed Screening and Referral
Management Plan for Waiver Intervention(s) Implementation
Who will provide oversight, coaching, and supervision of the interventions? Will your management team include the data
analyst, financial manager, staff members throughout the hierarchy? If a Region, include representation from each county.
Name: Heather Walker
Agency: Weld DHS
Phone: 970-352-1551X6218 Email: walkerhd(c�weldgov.com _
Specific Intervention: All
Title: Child Welfare Division Head
Name: Veronica Cavazos Title: Resource Manager
Agency: Weld DHS
Phone: 970-352-1551X6282 Email: cavazovx@weldgov.com
Specific Intervention: Kinship
Name: Robin Overmyer Title: Response Manager
Agency: Weld DHS
Phone: 970-352-1551X6250 Email: overmyrs@weldgov.com
Specific Intervention: Family Engagement and Trauma Informed Care
Draft 4.25.16 1 i P a g e
Name: Title:
Agency:
Phone:
Specific Intervention:
Email:
Name: Title:
Agency:
Phone: Email:
,Specific Intervention:
Name: Title:
Agency:
Phone:
Specific Intervention:
Email:
Describe the structure of the oversight, coaching, and supervision. If you are a region, which county will be the fiscal
agent?
(Frequency of meeting as a group, individual supervision, consultation, peer coaching, intra-county support, etc. If implementing multiple interventions
please provide separate plans as necessary.)
The organizational structure of Weld County Child Welfare is comprised of three primary areas: Response,
Permanency and Resource (see attached org chart). We meet as a management team monthly as a whole and by
area bi-monthly to discuss how processes are flowing and working together to maximize effectiveness. Each
Manager meets with their team of supervisors bi-monthly to assess how each element of the Waiver is working in
their area of responsibility and to identify gaps in program coordination. The three Managers and Division Head
meet monthly with North Range Behavioral Health Organization upper management team to discuss how the
Trauma informed Care assessment and services are functioning between organizations. There is also discussion
with our RCCO through Colorado Access, our BHO, about any concerns with provision of Medicaid to our clients
and regarding any other types of services needed within the community.
For each intervention the direct supervisor provides the oversight, coaching and supervision of staff. The
manager assists as necessary and provides the direction and guidance to stay on course. There are bi-monthly
meetings with each supervisor and manager and division head alike. The worker or employee, meets with their
supervisor weekly for individual guidance and coaching, generally speaking.
Have you identified any barriers or potential barriers in providing the monitoring, oversight, coaching and supervision of the
intervention(s)? If you are a region, which county(ies) will provide monitoring, oversight, coaching and supervision?
One barrier identified within the Trauma informed Care intervention, is the fact that parents are not following
through when referred to North Range (NR) for assessment and treatment. Also, NR has had difficulty in working
with other counties to provide supportive services, depending on where the child is placed.
Weld underwent a major training on the fidelity of the Team Decision Making (TDM) model with Annie E. Casey
this year and traveled to Cleveland to observe and obtain further training on this model. We then came back and
trained our community partners who attend the meetings. The information was not received well, due to the fact
that the model does not invite attorney's, other than GAL's, to the TDM as it is not a legal meeting but an internal
decision on placement of a the child/youth. Weld continues to educate the GAL's and Probation Officers
regarding TDM/FEM (Family Engagement Meeting) process, but there is still a lack of support in some instances.
The closure or transitioning home TDM is not being scheduled timely. There is not a tracking mechanism to
remind workers when to do a meeting with the ability to hold them accountable. However, we have implemented
some changes, including a better mechanism in tracking when workers are missing a meeting, so we will see if it
makes a difference this next year.
How can CDHS support you in meeting your technical assistance, coaching, and/or training needs?
A Trails fix that would allow counties to communicate to one another within the Trauma Informed Care function so
that when a child/youth moves from one county to another there is still the ability to track and refer the family to
the best available trauma informed treatment. Weld doesn't know what these services are in most other counties.
A Trails update in PA3 and PA6 for the trauma screen to be completed so that families can be assessed for
treatment and provision of those services can be obtained. The hope would be to help in controlling the front and
back doors of the system to prevent families from coming in or coming back after adoption.
Draft 4,25.16 2j P age
Provide more accurate reports for all measures within the IV -E Waiver.
Draft 4.25.16 3 (P a g e
FAMMY'ENGAGEMENT
If you are part of a region, which counties will participate in this intervention?
Are you building on existing practice? ®Yes ❑No
If yes, describe current model, including target population, and efforts to ensure fidelity. Is there anything unique to your
efforts to implement Family Engagement?
Weld County participated in year three of the IV -E waiver program in implementing Team Decision Making (TDM)
and Family Team Meetings (FTM). The Team Decision Making meetings are used as a decision point meeting by
identifying and assessing safety and risk, identifying strengths of families and brainstorming options while
determining if placement is needed. The three types of TDM meetings that are currently being utilized are the
Emergency Removal, Considered Removal and Placement Change. Once the TDM meeting has been held then
the next meeting to follow is the Family Team Meeting. The FTM is typically scheduled out 30 - 45 days and then
every 90 days until case closure or permanency has been achieved. Family Team Meetings can be held at any
time during the life of the case and can be requested by any team member. By having FTM's every 90 days, Weld
County will meet the IV -E Waiver criteria for both in home cases and out of home cases in regards to timeframes.
Weld County plans to continue to use the family team meetings to address case progress, service coordination,
service planning and permanency for all children and youth in out of home care and kinship care. The continued
goal is for all Weld County cases, to utilize TDM's and FTM's as best practice by engaging families, children and
youth and community partners in minimizing placement, stabilizing kinship placements, reducing congregate
care numbers and increasing reunification and achieving permanency for all children and youth in the system.
Weld County has spent the better part of the past year and a half working closely with the Annie E. Casey
Foundation receiving training to model fidelity of Team Decision Making (TDM). Through this process, a work
group was created that includes Weld County Child Welfare Management, Supervisor's, Caseworkers and other
agency staff to develop a staff training and to revise the TDM and FTM protocols. This process has been
completed and the TDM's are being facilitated to the fidelity of the TDM model. Family Team Meetings are being
facilitated with a great sense of purpose, focus and clarity as to the goal of the meeting.
Through the collaborative work with Annie E. Casey Foundation, Weld County CW Management, Weld County
Assistant County Attorney and two Weld County Supervisors we were able to go to Cleveland, Ohio, to meet with
Administration, Management and Supervisors in Cuyahoga County to discuss implementation of the TDM model
and how to work within the model to fidelity. Then in December 2015, the Family Engagement Supervisor and
four facilitators were able to go to Cuyahoga County in Cleveland, Ohio, to spend time observing and learning
from TDM facilitator's on facilitating to model fidelity. These experiences provided Weld County with the
knowledge and direction on implementing the TDM fidelity model within the agency. Since those two trips, all of
Weld County staff have been trained, along with community partners such as; CASA, GAL's, Court, Probation,
SB-94 and Attorneys.
Once the implementation of model fidelity was made, there was an increase in TDM's and immediately Weld
County was able to see the benefit of the process, by reducing case filings and families being able to come up
with plans to keep children safe in a collaborative relationship with the Agency. The family engagement unit has
developed a dedicated phone line for caseworkers to call to scheduled TDM's and FTM's while out in the field.
This has helped bring families to the table faster, and on a few occasions, even the same day. Weld County is
facilitating TDM's within 24 hours, or before court, on all emergency removals, and most considered removals.
As mentioned above, this process has reduced court filings, has improved the information for court filings and
families have come up with great plans to keep children safe.
Over the past 3 years of implementing the TDM's, FTM's, PRT's and Group Supervision's in Weld County, the
number of meetings per year have increased significantly. The data collected for 2013 was for the last quarter of
the year, but will give a nice comparison to the data in 2014, 2015 and the first quarter of 2016. Please see table
below.
Draft 4.25 16 4 l P a g e
Year Total #
of
meetin
gs
Total #
of
youth
Total #
of
Fathers
ER-
TDM
CR-
TOM
PC-
TOM
FTM
PRT
Closure/Group
Supervision
*2013
183
279
79
10
71
29
68
5
2014
914
1369
409
93
168
109
461
83
2015
1237
2091
593
70
221
162
751
27
*2016
350
650
167
14
71
41
218
1
5
*(2013) — data was only collected during the last quarter of the year from September — December.
*(2016) — data was only collected during the first quarter of the year from January — March.
The average number of meetings per month; 2013 = 45.75, 2014 = 76.16, 2015 = 103.08, 2016 = 116.66
Percentage of increase per year; 2013 - 2014 = 66% increase, 2014 - 2015 = 35% increase, 2015 - 2016 = 13%
increase at this current time.
If you have, prior to your involvement to the IV -E Waiver, practiced Family Engagement with fidelity to the model as
defined by volume 7, you are ineligible for title IV -E funding due to supplanting rules, unless you are demonstrating an
enhancement or modification (or maintaining enhanced performance from prior waiver applications of the IV -E Waiver) of
practice. How will you ensure you are enhancing or modifying current practice to eliminate the concern of supplanting?
Weld County has a designated unit that specifically handles all of the Family Engagement meetings and
therefore, there is no concern of duplication and/or supplanting a unit or staff. The current structure of the
Family Engagement Unit is, (1) Supervisor, (4) Facilitators, (2) Family Finders and (1) Support Clerk.
Are you prepared for intervention service delivery by 7/1/16? If not, what is your intervention start date?
Yes, Weld County, has a dedicated Family Engagement Unit that is fully staffed with staff that are non -case
carrying, trained and qualified to perform their existing duties of facilitation of IV -E family engagement meetings
to include (TDM's, FTM's and Group Supervision's) and family finders who complete search requests and contact
family members, kin and other connections involved with open cases in an effort to find children and youth
permanency.
Is your staff currently trained in a model, consisting of the core components? If not, what are your plans to train staff in
preparation for implementation by 7/1/16?
Yes, the family engagement facilitators all maintain their State Certification requirements of (40) hours of
continual training. The family engagement facilitators have all been trained to the Annie E. Casey Foundation
model fidelity of TDM's. The Annie E. Casey Staff have observed and provided feedback to the skill sets of the
facilitators and has provided a tool for continued observation of facilitator skills pertaining to the fidelity of the
TDM model. The family finders are regular attendee's to the family finder forum conducted by the state on a
quarterly basis. These forums allow them to stay current and up to date on any and all things related to family
finding. Both of the family finders have maintained (40) hours of training per year.
Based on your county/region's Trails data, what is the number of families currently being served through Family
Engagement? (Regions — specify data for each county)
The data provided above is the data that is collected by the family engagement unit and shows the breakdown of
meetings by the different meeting types and the average number of meetings per month for a particular year.
Based on the above data, it would indicate that the number of meetings per month and the total number of
meetings per year have steadily increased since 2013. In 2015, the family engagement unit started to collect the
data on if the family was new or an existing family, that way we can show how many new families have a TDM or
FTM and how many existing families are continuing to have TDM's or FTM's. Based on our data collection the
Draft 4.25.16 5 l P a g e
number of new families that we had meetings with was 391, the number of existing families rolling over from 2014
into 2015 is 846.
Based on the increase in numbers, the complexity of the cases, the need to have facilitators who are experts in
child welfare, Volume 7, Weld County policies and the need to have decision makers in the meetings, we are
requesting that each of the facilitators be classified as caseworkers. This increase in skill level and experience
would elevate their positions to a regular/journey level caseworker and would be similar to other County's
facilitators. All counties pay their facilitators at a minimum of a caseworker and most are paid above a
caseworker. With the increase in expectations for facilitators it is important to have facilitators with child welfare
experience and be experts in the rules and regulations, so that the full decision making process for families is
clear and concise.
Based on your county/region's Trails data, what is the anticipated number of families to be served through Family
Engagement with the additional IV -E Waiver funds? (Regions — specify data for each county)
Based on our 2016 data collection from January through March 2016 the number of new families served is 114,
which breaks down to 38 new families a month. if we continued at that rate, we would anticipate serving 456 new
families this year. The data reflects that we have served 236 existing families, and that breaks down to 78.6
families per month served. If Weld County continued to serve those families through the end of December 2016
the anticipated number of existing families served would be 943, which would be almost 100 more families than
2015.
If you implemented the Family Engagement intervention as part of Title IV -E Waiver Demonstration Project Year 2, what
was your progress towards meeting your goals? (such as: did you meet your desired outcomes? What challenges did you
experience? How will you practice change and/or improve in Year 3?)
Weld County saw progress overall with the implementation of the family engagement intervention. One of our
goals from year three was to have an increase in participation of fathers in the TDM's and FTM's. Based on our
own data collection of father's participation from the last quarter of 2013 to the first quarter of 2016 this goal was
met. Here are the numbers per each year demonstrating an increase; 2013 = 79, 2014 = 409, 2015 = 592 and
2016(151 quarter) = 167. If the monthly numbers for 2016 stay consistent, we are set to have a total for the year of
668 father's attendance in TDM's and FTM's.
One other area of improvement, has been the focus on permanency within the family team meetings. It was
implemented late in the year and is becoming practice for the family engagement facilitator's to ask the four
following permanency questions during FTM's for children who are in out of home placement and also in kinship
homes; what is the current permanency goal? What is the concurrent permanency goal? What is the permanency
rating? What are the barriers to permanency? By incorporating these questions in the FTM's the entire team,
including the family, will know what the permanency goal is, what the permanency rating is and what the barriers
to permanency might be. The FTM is better able to address those barriers through the action steps so that by the
next meeting there should be additional progress made toward the permanency goal.
The other area of improvement and growth has been through family search and engagement. Currently, there are
two dedicated staff responsible to complete searches for family, kin and connections for youth, which depending
on the type of request being made determines the length of time it would take to complete. Weld County has
established family finding protocol and has provided internal training to all casework staff and supervisors on
the protocols and the new rule changes in Volume 7. The goal of the family finder is to complete extensive
searches on all open cases focusing on new cases and existing cases so that family, kin and connections can be
found earlier, with the goal of achieving permanency for children and youth earlier. Extensive searches can take
a few hours to a few days to a few weeks to complete depending on how long the case has been open and how
quickly the family, kin and/or connections respond to contact. The family finders use the Trails tickler system
that is used for ARD for the ongoing searches that are required every 6 months until case closure or permanency
has been achieved as a way to follow up with the open cases and maintain the timeframes for timely completions
of searches. The ripple effect from improving the family search and engagement process has been a steady
increase in the number of searches being requested by casework staff from both Response and Permanency
divisions.
The data collected on family finding indicates; in 2013 there were (157) requested and completed searches, in
2014 there were (151) requested and completed searches and in 2015 there were (175) requested and completed
searches and currently in 2016 there are (97) requested and (15) completed searches. These searches include the
Draft 4.25.16 6 I P a g e
initial, follow ups (every six months) and extensive searches as Weld County has shifted a focus to completing
extensive searches on all open cases.
What are your specific goals and desired outcomes for this upcoming year in implementing Family Engagement in your
county/region?
Weld County's goal is to increase permanency for children and youth through the TDM's, FTM's and family
search and engagement with the desired outcome of less time in out of home placement for children and youth.
Another goal is to use the model fidelity of the TDM process with the desired outcome of having to file fewer
D/N's and an increase in having family available to provide the necessary care for children and youth who
otherwise might have to be placed in OOH care such as foster, group or residential. This will be done by
maintaining the timeliness of TDM's, casework staff engaging families and encouraging natural supports to be
present at TDM's and FTM's. Family Finders will be able to sit down with the family to interview and gather
names and numbers of family members, kin and other connections that might be permanent options for children
and youth if they are found. The family engagement facilitators will continue to address permanency in every
FTM and will gather names and numbers of family, kin and other connections that might be permanent options
for children and youth. Ongoing training, on a quarterly basis, will also help new staff and existing staff
understand the importance of the TDM's, FTM's and family finding activities. Training plans for new
caseworkers, who will have the opportunity to review a case file for family finding and by doing so will educate
them on the importance of documentation, gathering necessary information on family, kin and connections and
the importance of keeping Trails updated as all of this will assist the family finders and will expedite the search
process with better outcomes for children and youth.
FAMILY ENGAGEMENT BUDGET
Complete the table below to justify FTE funding: (Cost of FTE to include salary, benefits, mileage, and celiphone.)
(Examples are written in gray and italicized)
Position Level
Function
Workload
Status
Cost
Supervisor
Supervision
Supervise 7 staff
Continuation from Year 2
$95,850
Facilitator
2 Family Engagement Facilitator
30/Month
Continuation from year 2
$147,400'.
Facilitator
Family Engagement Facilitator
30/Month
Cont. year 2
$73,050'
Facilitator
Family Engagement Facilitator
30/Month
Cont. Year 2
$90,400'
Family Finder
2 Family Finder
New for Year 4
$141,400
Family Finder
2 Family Finder
Cont. Year 2
$141,400
Clerk
Family Services Support Clerk
Cont. Year 2
$45,900
"FTE" TOTAL
he table below to justiOTHER funding: (E.g., hard goods, services, travel for families
735,400
Goods/Service
Families Served
Cost/Unit
Cost
Supplies for meetings
230
$1,500
$1,5001
"OTHER" TOTAL
Do you have specific infrastructure and/or start up needs that would be a one-time request?
(Reflected on page 1) "FTE/OTHER/INFRASTRUCTURE" TOTAL
If you are a regional model describe how staff/goods/services will be shared:
Additional Comments, Concerns, Justifications:
$1,500
$0
$736,900
Draft 4.25.16 7 l P a g e
ROUNDTABLE .
If you are part of a region, which counties will participate in this intervention?
Are you building on existing practice? ❑Yes ❑No
If yes, describe current model, including target population, and efforts to ensure fidelity. Is there anything unique to your
efforts to implement Permanency Roundtables?
If you have, prior to your involvement to the IV -E Waiver, practiced Permanency Roundtables with fidelity to the model,
you are ineligible for title IV -E funding due to supplanting rules, unless you are demonstrating an enhancement or
modification (or maintaining enhanced performance from prior waiver applications of the IV -E Waiver) of practice. How
will you ensure you are enhancing or modifying current practice to eliminate the concern of supplanting?
Are you prepared for intervention service delivery by 7/1/15? If not, what is your intervention start date?
As a part of the implementation of the Permanency Roundtable practice, the following training schedule is required:
Achieving Permanency through Roundtables, Permanency Roundtables Skills and Youth Centered Permanency
Roundtables. IV -E waiver funding cannot be utilized for training expenses (though the state offers alternative provisions
for PRT trainings). Is your staff currently trained in the PRT model? If not, what are your plans to train staff in preparation
for implementation by 7/1/15?
Based on your county/region's Trails data, what is the number of youth currently being served through Permanency
Roundtables? (Regions — specify data for each county)
Based on your county/region's Trails data, what is the anticipated number of youth to be served through Permanency
Roundtables with the additional IV -E Waiver funds? (Regions — specify data for each county)
If you implemented the Permanency Roundtables intervention as part of Title IV -E Waiver Demonstration Project Year 2,
what was your progress towards meeting your goals? (such as: did you meet your desired outcomes? What challenges
did you experience'? How will you practice change and/or improve in Year 3?)
What are your specific goals and desired outcomes for this upcoming year in implementing Permanency Roundtables in
your county/region?
PERMANENCEY ROUNDTABLES BUDGET
Complete the table below to justify FTE funding: (Cost of FTE to include salary, benefits, mileage, and cellphone.)
(Examples are written in gray and italicized)
Position Level Function
Workload
Status
Cost
Caseworker!!!
0.5 FTE
Master Practitioner
I 20 youth
Continuation from Year 1/New
Request
$37,500.00
"FTE" TOTAL
Draft 4.25.16 8 I P a g e
le below t0 justify OTHER funding: (E.g., hard goods, services, travel for families
Goods/Service
Youth Served
Cost/Unit
Cost
Travel forFamily/Kin to be in attendance
20 Youth
(Quarterly Meetings)
$75
$6,000.00
"0TH
Do you have specific infrastructure and/or start up needs that would be a one-time request?
(Reflected on page 1) "FTE/OTHER/INFRASTRUCTURE" TOTAL
If you are a regional model describe how staff/goods/services will be shared:
Additional Comments, Concerns, Justifications:
$
Draft42516 9lPage
If you are part of a region, which counties will participate in this intervention?
Are you building on existing practice? ®Yes ENo
If yes, describe current model, including target population, and efforts to ensure fidelity. Is there anything unique to your
efforts to implement Kinship Supports?
Weld County has been utilizing the Kinship Supports Logic Mode/. Our target population includes, certified and
non -certified kinship, and non -child welfare kinship families who provide out of home care for youth and
children. Weld County currently has two Kinship Coordinators that focus on providing direct supportive services
for all of the Kinship families. Kinship staff completes the initial assessment on open child welfare cases, as
well as the ongoing assessment and closure assessment. They also provide case management support when
needed and attend family engagement and other staffings with kinship families, as requested. Once the
assessment is completed the Kinship Coordinator will initiate the process for any hard goods or other services
that may be required to help sustain the placement and support the well-being of the children/youth and provider.
Throughout this past year, Weld County has been working collaboratively with Annie E. Casey to implement a
streamlined and provider focused practice. This work has included receiving feedback and direction from
kinship providers to influence our practice and protocols. We continue to finalize policies. There has been
training implemented for all Caseworkers and Management that further clarifies the importance of kinship
placements and the need to support families in order to increase safety, permanency, and well-being for
children/youth. Part of the kinship placement process now includes a Kinship Binder, which is provided to the
family by the Kinship Coordinator at the time of assessment. The placement binder provides the family with
intake and child information. This was initiated based on information gathered in a kinship work group. A barrier
to expediting medical and educational needs for kinship families was the limited information that was provided to
them at the time of placement. Another process that Weld is considering is the implementation of a warm line
that would be available to kinship families. This would allow kinship families the access to meeting the needs of
the kinship families and having their questions answered within the day. It is another line of communication for
them to the Department and ensures that their needs will be met. A warm line increases the communication
between the department and the providers. This allows the department to fulfill the ongoing needs of kinship
providers with limited staff. This line would be manned by Kinship Coordinators on a daily basis. Our goal
would be to answer all calls between the hours of 8:00 a.m. - 3:00 p.m. within a two hour time period.
If you have, prior to your involvement to the IV -E Waiver, practiced Kinship Supports, you are ineligible for title IV -E
funding due to supplanting rules, unless you are demonstrating an enhancement or modification (or maintaining enhanced
performance from prior waiver applications of the IV -E Waiver) of practice. How will you ensure you are enhancing or
modifying current practice to eliminate the concern of supplanting?
Weld County created additional positions specifically to support kinship families through the use of the IV -E
Waiver. Since the addition of staff and supportive services, Weld County has increased responsiveness to
kinship families. Weld County has seen an increase in the number of children living with kinship versus the
traditional foster care placements. The focus continues to be that children in Weld County are maintained with
kinships families should there be a need for out of home placement. Should a child require a higher level of care,
our goal is to be able to step down children/youth to kinship families within a shorter time frame. Our goal is to
step down children and have families prepared for the emotional and mental health needs of the child/youth.
This requires the Department to have the resources available to intensely educate and inform kinship providers.
Kinship providers need preparation prior to children/youth being placed as well as the agency staff having
increased ongoing support for kinship providers during their involvement with the Department. Due to the
steady increase in kinship placements, we continue to utilize Foster Care Coordinators to provide supportive
services to reduce the kinship disruptions. This in turn places a hardship on our Foster Care Coordinators who
have homes they need to attend to as well as the need to recruit new homes.
The current staff ratio for our Foster and Kinship Supervisor is 8:1. With the continued growth in the Kinship
area, Weld is in need of a reorganization within the Kinship area to include a Kinship Supervisor separate from
the Foster Care unit. Our goals of providing more intense and ongoing services for kinship families demonstrate
the need for additional and reorganized support. With our county covering such a large area and kinship families
being located throughout the state, we have staff traveling more frequently. As we work with other units such as
Family Engagement, we have seen the importance of collaboration. Family Finders have an extensive role in
locating kinship families. We see this collaboration working more efficiently/effectively between Family Finders
and Kinship Coordinators as information would be more readily available to Family Finders and if placement
Draft 4.25.16 'Page e
disruptions are anticipated, we can initiate the need for continued family searches for alternative placement
and/or support to the original kinship provider.
We see the need to consider having one dedicated Kinship Supervisor who would have a team of 3- Kinship
Coordinators and 4 -Family Finders. The combination of these areas would enhance the focus of Permanency,
Safety, and Well Being for children through fully supported kinship placements. We also anticipate that Family
Finders could relieve some of the workload of the Response Unit by initiating family searches and locating family
for potential placement at time of removal.
Are you prepared for intervention service delivery by 7/1/16? If not, what is your intervention start date?
Yes Weld has one supervisor and two kinship workers.
Is your staff currently trained in a model, consisting of the core components? If not, what are your plans to train staff in
preparation for implementation by 7/1/16?
Yes. Kinship staff is trained to the Kinship supports logic model and adhering to the core components. We
would like to have ongoing training of this model as well as enhanced Trauma Focused training for all Kinship
and CW staff. It is essential for staff to understand and communicate with kinship families about prior, current
and potential trauma that children/youth and kinship families experience. If trauma is not addressed it may hinder
the permanency, safety, and wellbeing of children. We will utilize County, State and other trauma informed
training funding for these training needs.
Based on your county/region's Trails data, what is the number of kinship families currently being served through Kinship
Supports? (Regions — specify data for each county)
For State Fiscal year 2014 - 2015, Weld County served 170 providers and 260 children. To date, we have currently
170 providers and 249 children in kinship care with approximately three month to end of State fiscal year.
Based on your county/region's Trails data, what is the anticipated number of kinship families to be served through Kinship
Supports with the additional IV -E Waiver funds? (Regions — specify data for each county)
We anticipate that we will serve close to 250 kinship families. This number includes kinship families that are non -
child welfare involved as well as kinship families working within our Prevention Unit.
In year two of the Waiver, we projected to have an increase of 45 kinship families bringing total kinship families
to 149. We exceeded that number by 21 with a total of 170 families.
If you implemented the Kinship Supports intervention as part of Title IV -E Waiver Demonstration Project Year 2, what was
your progress towards meeting your goals? (such as: did you meet your desired outcomes? What challenges did you
experience? How will you practice change and/or improve in Year 3?)
A primarily area of change has been in the data entry into Trails of all kinship families including service
authorizations. This includes families that are child welfare and non -child welfare kin. We have increased in the
utilization of the ongoing assessment in Trails and continue to improve on the closure assessment. With the
intensive work done with Annie E. Casey, we are better able to have more clarity in policy, procedures and roles
within the kinship unit.
A continued challenge has been in providing ongoing support and training to kin providers when the placements
lasts more than 60 -days. We don't have the staff to provide continued ongoing supportive services.
We have made great progress in engaging kin families once we are aware of them through a referral process that
is initiated by caseworkers. Generally, when the kinship unit is notified of a new provider, initial contact is make
by phone within forty-eight hours and an initial home visit is completed within five to seven days. Caseworkers
are doing a much better job notifying the kinship unit through a form or email that a child is being placed with
kin. Not only does this provide additional support to the provider quickly, it also helps the caseworker with their
case as well.
Kinship Coordinators have been able to attend the majority of family engagement meetings where kin providers
are involved. Through these meetings, we have been able to advocate for the needs of the kinship provider and
help to stabilize and maintain placements. The monies that were granted through the IV -E waiver have assisted
us in stabilizing placements through services and hard goods for forty families. The communication between the
kinship unit and TANF workers has improved tremendously and together, we have improved the process and
timeliness for kinship providers receiving benefits, however, more work is needed in this area.
Our emphasis for next year is to focus on not only stabilizing children and youth initially in placement with kin,
but to help kin sustain placement of children who need placement out of home longer than sixty days. Our data
Draft 4.25 16 11 IP a g e
suggests that while we are doing a much better job identifying and placing with kinship providers, we continue to
struggle with maintaining those children with kin providers for longer than three months. We also know that older
children are more likely to be disrupted in kinship homes than younger ones. We recognize that kinship
providers begin to feel the impact of the trauma that children placed out of their home have experienced after
they have been placed for a couple of months. Kinship providers are often unaware how much this affects their
own lives, relationships, finances, and health. Kinship providers are not prepared in the same way as foster
families who receive ongoing training and counseling before ever taking a child into their families. Helping kin
identify respite, specialized therapy, education and training regarding children who have been impacted by abuse
and neglect remains to be one of our biggest challenges. Helping kinship providers with the unique supervision
needs and requirements for older children who may or may not have legal issues has also been an area we have
identified as needing to improve in order for kinship providers to maintain these youth in their homes while they
continue to work and support the family.
What are your specific goals and desired outcomes in implementing Kinship Supports in your county/region?
Weld County will continue to develop positive working relationships with community businesses and service
providers to educate them on the importance of kinship providers and how our community benefits as a whole
when children are able to remain with kin and how our community can support kin in various ways. Securing
resources such as discounted services for kin, discounted fees for activities, and other resources that could
ease the financial burden to families that are often stretched very thin.
Weld County will continue to collaborate with Weld County School District 6 to educate them on how many
children are living with kin providers and the unique challenges and opportunities this brings to their
classrooms. We would like to focus on building kinship providers support circles so that they are able to remain
healthy, energized and able to meet the very demanding needs of our system and children. We would like to have
family engagement meetings that focus solely on the kinship providers needs and how best to support them in
providing care to children and youth in their home. These meetings would include family members, community
members, and other support people identified by the kinship providers.
Weld County wants to build on kin's strengths and self-sufficiency, children and youth will have more kin
engaging them as they transition into adulthood. They will have sustained quality relationships that are intended
to last a lifetime. This would be achieved by having kin -focused family engagement meetings through the life of a
case that focuses on the entire family taking a role in a child's life. The Department would help the family identify
lasting connections and supports so that once the Department is out of the kinship's lives they are able to have
supports that can sustain children on an ongoing basis.
KINSHIP SUPPORTS BUDGET
Complete the table below to justify FTE funding: (Cost of FTE to include salary, benefits, mileage, and cellphone.)
Position Level
Function
Workload
Status
Cost
Supervisor
Supervision of Kin staff
250 Families
Continuation from Year 2 with an
increase to 100% for year 4
$191,700
Caseworker
2 Kinship Coordinators
85 each
Cont from Year 2
$188,600
Caseworker
1 Kinship Coordinator
85
New for year 4
$94,300
$474,600
lete the table below to justify OTHER funding: (E.g., hard goods, services, travel for families)
Goods/Service
Families Served
Cost/Unit
Cost
Cribs, Beds, Bedding, Furniture, Food, Clothing, car
repair, rent, deposits, furnace repairs, computers and
equipment, airplane tickets, etc.
250
$500
$125,000
Youth programming for youth 12 years of age or older
(Day camps in the summer, before and after school
activities, recreation programs)
25
$1000
$25,000
"OTHER" TOT
Do you have specific infrastructure and/or start up needs that would be a one-time request?
(Reflected on page 1) "FTE/OTHER/INFRASTRUCTURE" TOTAL
$0
$624,600
Draft 4.25.16 121Page
If you are a regional model describe how staff/goods/services will be shared:
Additional Comments, Concerns, Justifications:
Draft 4.25.16 131 P a g e
M N t?R dED: CREENING A . ESSMENT' and TREATMENT (Please consider in your an
foilowi tior»i.'-thattrairtin fundin: will be available In this intervention throu: h the Office of Behavioral Health.
If you are part of a region, which counties will participate in this intervention?
Are you a current SOC community of excellence? If no, please identify your collaborating local mental health provider(s)
and describe what efforts you are making to ensure ongoing collaboration with them? Is your local mental health provider(s)
willing to participate in the evaluation processes of the IV -E Waiver?
Yes we are an SOC community and currently partner with North Range Behavioral Health. North Range Behavioral
Health has been identified as our referring agency for all trauma screens, assessment and treatment. North Range
Behavioral Health and Weld County Department of Human Services have a history of collaboration. Regarding the
lV-E Waiver project, we share responsibility for attending planning meetings and have additionally met on a
quarterly or more frequent basis, to discuss implementation and other issues.
Describe the prioritization of your target population with consideration of your local mental health provider's capacity to
assess and treat.
North Range has the capacity to provide trauma -informed treatment to children and youth ages 0 - 18. To date
North Range Behavioral Health has been able to meet the needs of the identified and screened in children. Formal
trauma assessments have been implemented since 10/1/2014, for ages 3-18.
Are you building on existing practice? ®Yes ❑No
If yes, describe current model, including target population, and efforts to ensure fidelity. Is there anything unique to your
efforts to implement Trauma -Informed Screening, Assessment and Treatment?
North Range has multiple staff trained in TF-CBT, DBT, CPP and TF-PCIT. They have qualified supervisors
overseeing these modalities. Service provision has been overseen by the program director whom staff report to.
Ongoing supervision has been provided by trained and licensed EBP-specific staff and/or the Program Director.
Weld County Department of Human Services currently has a process for referrals to North Range to obtain
services for clients and will continue to utilize this process however it will be identified as Trauma Informed Care
for tracking purposes.
If you have, prior to your involvement to the IV -E Waiver, practiced Trauma -Informed Screening, Assessment, and
Treatment, you are ineligible for title IV -E funding due to supplanting rules, unless you are demonstrating an enhancement
or modification (or maintaining enhanced performance from prior waiver applications of the IV -E Waiver) of practice. How
will you ensure you are enhancing or modifying current practice to eliminate the concern of supplanting?
We did not provide this prior to the Waiver. Weld would like to build the Trauma Informed Care into the prevention
side of child welfare. A Trails fix would need to occur in order for this data to be tracked. Weld could do paper
referrals in the meantime until Trails was updated and keep track through a database. We would also like to add
this piece to the post adoption world through PA 6 for both open and subsidy cases. If approved Weld will add
these two populations to the service population in year 4 of the waiver process.
A case manager would be hired to help in facilitating the process of completing the screening tool and assisting
the family with connecting to services. Weld has a Prevention Unit and this would be a great addition to the work
that is currently being done and can bring the Trauma informed Care into practice with prevention at the forefront.
Are you prepared for intervention service delivery by 7/1/16? If not, what is your intervention start date?
Yes, all staff have been trained on how to administer the screens. North Range staff have been trained on the
assessment tools and have already been practicing the EPB services. Any new staff at the Department are being
trained and ongoing training and/or change updates are being provided to Department staff as needed.
As changes or additions roll out, staff are provided with this information and internal checks and balances are in
place to ensure the proper service delivery.
Is your staff currently trained in using the screening tool? If not, what are your plans to train staff in preparation for
implementation by 7/1/16?
Yes all staff have been trained. Ongoing training is provided as needed when or if changes or updates occur. New
staff are being trained as part of their new hire process on screening.
Implementation and evaluation of the IV -E Waiver requires that participating mental health providers include in their client
assessment:
• The Trauma History section of the Mental Health Referral Tool in the NCTSN/CTISP Child Welfare Trauma Training
Toolkit, and
Draft 4.25.16 14 'Page
• one of the following three (age dependant) tools:
o Trauma Symptom Checklist for Young Children,
o The Child Post Traumatic Stress Checklist, or
o PTSD Checklist.
Is your local mental health provider prepared to administer these assessments? What additional assessment tool(s) will be
utilized?
North Range Behavioral Health currently uses all the above assessment tools in addition are also utilizing
Trauma/Loss Exposure History from the Child Welfare Trauma Training Toolkit.
Implementation and evaluation of the IV -E Waiver requires that participating mental health providers include at least one of
the following treatment modalities:
• Child Parent Psychotherapy (0-5)
• Trauma Focused Parent Child Interaction Therapy (2-7)
• Trauma Focused Cognitive Behavioral Therapy (3-18)
• Alternatives for Families Cognitive Behavioral Therapy
• Adolescent Dialectical Behavioral Therapy
• Skilled therapist trained in sensory integration and the Neurosequential Model of Therapeutics
• Complementary supports addressing goals from assessment
Is your local mental health provider prepared to utilize at least one of these treatment modalities? What additional
treatment modalities may be utilized?
Our Mental Health provider is currently using the below treatment modalities:
Child Parent Psychotherapy (0-5)
Trauma Focused Parent Child Interaction Therapy (2-7)
Trauma Focused Cognitive Behavioral Therapy (3-18)
Adolescent Dialectical Behavioral Therapy
Neurosequential Model of Therapeutics
EMDR
Individual Psychotherapy
Based on your county/region's Trails data, what is the anticipated number of families to be served through Trauma -Informed
Screening? (Regions — specify data for each county)
There have been 248 children screened, 191 have screened in and 57 have screened out. The one barrier that Weld
continues to struggle with is ensuring the children that have screened in are getting to the service provider for
evaluations to determine if and what trauma informed care is needed.
Are your local mental health providers prepared to implement Trauma -Informed Assessment and Treatment? What is their
capacity to assess and treat?
North Range Behavioral Health is currently implementing the IV -E process established including assessment and a
treatment. North Range Behavioral Health currently has the capacity to serve up to 20 children per month. North
Range has evaluated 83 of the 191 screens and has opened 82 of those 83 for treatment.
North Range has a seen an 87% decrease in children's trauma symptom scores since beginning trauma informed
treatment.
The anticipated goal that Weld has for the upcoming fiscal year is to bring on up to two new providers that can
accept screens, evaluate and provide trauma informed care.
What are your specific goals and desired outcomes in implementing Trauma -Informed Screening, Assessment and
Treatment in your county/region? Do you anticipate needing any technical assistance in the implementation of this
intervention?
The overall goal will be to prevent children and youth from being placed on medications which tend to be
prescribed for trauma behaviors as well as avoiding the labels that children and youth have placed upon them due
to their trauma behaviors. Instead the hope will be that through narrowing down the actual trauma we will be able
to address the exact behavior to assist the child/youth in moving through the trauma so there is no recurrence in
the Child Welfare system. Also, this will assist the family as a whole, as well as staff, in identifying the differences
between a trauma response and a disruptive behavior.
TRAUMA -INFORMED SCREENING, ASSESSMENT, TREATMENT BUDGET
Draft 4.25.16 15 !Page
Complete the table below to justify FTE funding: (Cost of FTE to include salary, benefits, mileage, and cellphone.)
(Examples are written in gray and italicized
Position Level
Function
Workload
Cost
Prevention Casemanager
Manage a caseload of families
referred for TIC Services
25 Families over a year
$80,100.00
TOTAL
Complete the table below to justify OTHER funding: (E.g., hard goods, services, travel for families)
$80,100
Goods/Service
Families Served
Cost/Unit
Cost
Funding to assist with Co -Pays or services not covered
by Mediciad
Those which qualify
$15,000',
I
I
"OTHER" TOTAL
Do you have specific infrastructure and/or start up needs that would be a one-time request?
(Reflected on page 1) "FTE/OTHER/INFRASTRUCTURE" TOTAL
If you are a regional model describe how staff/goods/services will be shared:
Additional Comments, Concerns, Justifications:
$15,000
$0
$95,100
Draft4.25.16 16lPage
COMMUNITY- PARTNERS
Rate each of your major community partners and their knowledge and support of the Title IV -E Waiver in you
county/region on a scale of 1-5 with 1 being the least knowledgeable, supportive, etc. Use additional columns to add
other major partners specific to your county/region.
Court
Behavioral
Health
School
System
Probation
Domestic
Violence
Substance
Abuse
Understanding of the
Title IV -E Waiver
4
5
2
2
2
5
Understanding of
Family Engagement
Understanding of
Permanency
Roundtables
5
5
4
4
2
5
4
4
4
4 2
4
Understanding of
Kinship Supports
4
4
3
2 1
4
Understanding of
Trauma -Informed
Screening/Referral
2
5
2 2 1
4
Willingness to work
with county/region re:
implementation
4
5
4 4
3
5
Commitment of staff to
intervention
implementation
5
5
4
3
2
4
Describe your county/region's effort to increase community understanding and engagement in Waiver interventions.
Weld has worked on the relationship with the main school district in Greeley by meeting with them monthly and
has also worked with the South County schools this past year. They have in turn attended several TDMIFEM
when their students have been involved. They have learned more about all the services offered through the
Department. Weld has also met with the court on a regular basis to continue the conversation and education
surrounding all the interventions. Management has been meeting with Probation on a regular basis this past
year and the relationship has been established. Management meets with North Range, monthly to discuss how
the two agencies are working together on the interventions and ways we can best communicate. We have also
been meeting with our BHO/RCCO representative regularly to better understand how Medicaid can best assist
families and to work with them on how providers are obtaining certification for Medicaid services. We have also
recently started a relationship with the Public Defender so we will continue to work on educating them on the
Waiver interventions.
Describe how your county/region envisions the connections between the Title IV -E Waiver and the following initiatives.
Collaborative Management Program: Families are provided Family Engagement Meetings at the onset of a
case. Our staff input information into the ETO system for CMP on Family Engagement Meetings to serve
for !SST meetings. This data is used as part of CMP. A goal is to have collaborating agencies with CMP
further assist our families through extended community outreach.
Differential Response: Weld is not a DR county. However, we have implemented the elements of DR and
utilizing group supervision has been an added help to workers and supervisors making decisions.
Permanency by Design: Weld County Department of Human Services has worked on the permanency of
youth and children for many years however there have only recently been true results that point back to
the Permanency by Design goals. Weld will continue to stay connected to the goals so that programming
is consistent. We are addressing permanency at each Family Engagement Meeting as well.
Trauma -Informed Systems of Care: The direct connections with the current members of the System of Care
and the Waiver interventions are the same with the addition of the Youth and Family Connections agency.
Draft 4.25.16 'Page e
Additional Comments:
DATA and EVALUATION
Describe your county/region's expertise and capacity for data management.
Weld County has a data analyst that assists in running reports monthly or on an as needed basis. The Family
Engagement Supervisor also maintains an Excel database that keeps track of the type of meeting, father's
presence, number of kids in the family, and recommendations. With the addition of our MOU in working with
Annie E. Casey on TDM fidelity we will have a database specifically for tracking data for our TDM meetings.
Will your county/region complete evaluation activities independent of the statewide evaluation of the Title IV -E Waiver and
identified interventions?
Yes as stated above.
Additional Comments, Concerns, Justifications:
BARRIERS
Do you foresee barriers internally in implementing the Title IV -E Waiver? In engaging community partners? In participating
in the statewide evaluation? In collaborating with CDHS to ensure the success of Title IV -E Waiver?
While we have seen an increase in the number of meetings which is a sign that workers are utilizing the meetings
more, we are not where we need to be in regards to number of meetings. We have worked on engaging
community partners during this year. We are still working on the judicial collaboration. The FEM staff are
holding meetings offsite as needed to meet the needs of the youth or family. We will continue to work with DYC
staff to have them at the table when we are talking about those youth are on the fence between the two systems
to determine best outcomes.
How may CDHS assist with addressing any of these barriers?
CDHS can assist us in the education of judicial staff. We do obtain feedback from them throughout the year and
some is positive and some is negative which usually leads back to lack of understanding. Provide more accurate
reports in Trails.
Additional Comments, Concerns, Justifications:
Draft4.25.16 18lPage
COST SAVINGSREINVESTMENT - ,°•
Current and Projected Data:
(*Please identify Waiver baseline year)
ACTUAL NUMBER OF OUT OF HOME PLACEMENTS
State Fiscal Year
Foster Homes
Certified Kinship
Caregiver Homes
Group Homes
Residential Care Facilities
2011-2012
351
8
100
210,
134
2012-2013
289
7
81
2013-2014
266
5
63
108
2014-2015
246
4
68
104
2015-2016 (projected)
219
10
50
93
ACTUAL AVERAGE LENGTH OF STAY
State Fiscal Year
Foster Homes
Certified Kinship
Caregiver Homes
Group Homes
Residential Care Facilities
2011-2012
283
526
261
252
2012-2013
297
342
387
289
2013-2014
347
117
323
303
2014-2015
239
668
336
273
2015-2016 (projected)
356
86
322
201
PROJECTED NUMBER OF OUT OF HOME PLACEMENTS
State Fiscal Year r
Foster Homes
Certified Kinship
Caregiver Homes
Group Homes
Residential Care Facilities
2016-2017
219
10
49
91
(2% Reduction Congregate
Care only)
PROJECTED AVERAGE LENGTH OF STAY
State Fiscal Year
Foster Homes
Certified Kinship
Caregiver Homes
Group Homes
I Residential Care Facilities
2016-2017
348
84
315
197
(2% Reduction)
Projected Cost Savings:
Out Of Home Placement Type
Foster Homes
Base Line Year
2015-2016
Bed Days
77,964
Projected
2016-2017
Bed Days
76,212
Projected
Bed Day
Difference
1,752
Daily Cost
$39.00
Projected
Cost Savings
$68,328 00
Certified Kinship Caregiver Homes
Group Homes
Residential Care Facilities
18,693
17,9271
7661
$191.00
$146,306.00
Total Projected Cost Savings
-..
��._. _,.
__.. �3
$281,534.00
860
16.100
840
15.4 35
20
665
$20.00
$100.00
$400.00
$66,500 00
Draft 4.25.16 19 l P a g e
The IV -E Waiver funding is a time -limited resource. Describe your county/region's plan to reinvest the savings and to
sustain the intervention efforts beyond the IV -E Waiver.
As a county our plan is to continue to utilize the interventions and lower placements and LOS in placements to
afford the in -home services needed to keep children and youth with family. We have had a savings each year and
our hope is that this continues to assist with covering some of the costs of the practices in Child Welfare.
DIRECTOR'S"SIGNATUR _MIRRIr , ,:
Please accept this signature as verification of the information in the application as correct and support of my county's
participation in the Title IV -E Waiver Demonstration Project, SFY 2016/2017. Regional Models must include each county's
Director's signature.
Printed Name
Draft 4.25.16 'Page e
Weld County Human Services
Child Welfare
Resource Unit
Organizational Chart
RESOURCE MANAGER
Veronica Cavazos
Foster and Kinship
Supervisor
Toilyn Edwards
Foster and Kinship '..
Coordinator '..
Esther Camacho
Jennifer Fogg
Kathleen Jensen
John Killen
Brent Miller
Tyler Nava
Foster Home
Certification
Tim Nava
Updated April 2015
Parenting Education
Center Supervisor
Julie Witkowski
Therapeutic
Visitation Parent'
Educator
Theresa
Bradshaw
Nancy Brex
Cathy Calhoun
John Niedfeldt
Megan Wingard
Parent Educator
Arlene Rivera -II
Norma Sotelo-II
Gilbert Trujillo -II
Kira Hess - I
Prevention Supervisor
Kathi Brown
Community Case
Manager
Geraldine Romero
Linnie Wolf
Vacant Position
Compass
Workers
Judy Griego, Director
Heather Walker, Division Head
Financial Supervisor
Lesley Cobb
Core and Service
Contract Coordinator
Tobi Vegter
Placement Contract
Coordinator
Jacquelyn Higinbotham
Adoption/Relative
Guardian Assistance
Specialist
Tammie Ortiz
Fiscal Clerk
Jocelyn Florez
Service Utilization
Clerk
Sharon Abuso
Eligibility Clerk
Angelica Arguijo- _
Perez
Bonnie Nichols
Weld County Human Services
Child Welfare
Permanency Unit
Organizational Chart
PERMANENCY MANAGER
Gabrielle Brighton
Child Protection
Permanency
Supervisor
Adoption
Jacqui McDonald
Adoption
Caseworker
Desiree Flores
Brandi Puckett
Jamie Sanders
Adoption
Resource
Specialist
Lisa Travis
Permanency
Specialist
Lori Allen
Child Welfare
Permanency
Supervisor
Child Protection
Ches Bond
Permanency
Caseworker
Chelsee Martinez
Nicole Steele
Jayme Steinmetz
Lory Villumsen
Kris Wolf
Child Welfare
Permanency
Supervisor
Child Placement
Jaime Irwin
Permanency
Caseworker
Taylor Blair
Lauren Hayes
Angela Warwick
Foster Kinship
Placement
Coordinator
Dixie Alvarado
Mental Health
1 Professional
Rachel Wisdom
Child Welfare
Permanency
Supervisor
Child Protection
Donna Haynes
Permanency
Caseworker
Michelle Betsch
Bonnie Bettini
Nick Hanson
Cathy Kolthoff
Elaine Romero
Shawna Wilson
Substance Abuse
Professional
Ruben Hernandez
Page 1 of 1
Child Welfare
Permanency
Supervisor
Youth and
Children
Kyle Ragland
Permanency
Caseworker
Tom Rodriquez
Jennifer
Shoemaker
Youth Services
Permanency
Caseworker
Andy Cordova
Randy Molinar
Tracy Spencer
Paige Stapleton -
Lawlor
Judy Griego, Director
Heather Walker, Division Head
Child Welfare
Permanency
Supervisor
Youth and
Children
Kelly Krause
Youth Services '..
Permanency
Caseworker
Cindy Howard
Lindsay Holmes
Kelly Madden
CHRP and SSI
Caseworker
Megin
Harpstrite
CHAFEE
Worker
Laurie Speck
Vacant Position
Weld County Human Services
Child Welfare
Response Unit
Organizational Chart
RESPONSE
MANAGER
Robin Overmyer
Judy Griego, Director
Heather Walker, Division Head
Child Protection
Manager Trainee
Christina Decker
Katie Winger
Intake
Caseworkers
PEE
Genevieve
Bosmans
Lizzett
Dominguez
Nici Garcia
Sarah Stringer
Intake
Caseworker
Madison
Frederics
Screening
Supervisor
Mark Lindquist
Family
Engagement
Supervisor
Doug Nainley
Screeners
Stephanie Boyd
Danny Ciarrusta
Amy Coseo
Ann Dougherty
Claudia Flores
Peggy Garcia
Jennifer Jones
Kathy McIntyre
Family
Engagement
Facilitators
Mary Gill
Annie Lindgren
Charlene
Montgomery
Chris Williams
Family Finder
Beatriz Guijosa
Sharon
Sanderson
Family Services
Support Clerk
Cynthi Panda
Child Protection
Intake
Supervisor
Stud DeVore
Intake
Caseworker
Morgan Baptist
Jill Beck
Lorenza
Callendar
Ameedah
Kahlifeh
Kim Lemmens
Christina Ochoa
Erin Wilson
Page 1 of 1
Child Protection
Intake
Supervisor
Ashleigh Norris
Intake
Caseworker
Diane Conner
Renee Fuller
Devan Jacoby
Alyssa Loma
Bobby Lucero
Tonja Smith
Child Protection
Intake
Supervisor
South County
Kim McClain
Intake
Caseworker
South County
Matthew Flachs
Priscilla Gonzalez
Kenzie Haas
Tiffany Lewis
Elizabeth Nakad
Ryan Traylor
Youth Services
Intake
Supervisor
John Wittwer
Intake
Caseworker
Rhonda Behring
Brandi Madden
Ron Martinez
Jason Nava
Stephanie
Williams
Keith
Wawrzyniak
Weld County Human Services
Child Welfare
Managment Team
Organizational Chart
DIVISION
HEAD
I
Response
Manager
Robin Overmyer
Updated April 2016
I
Permanency
Manager
Gabrielle Brighton
1
Resource
Manager
Veronica Cavazos
1
Quality Assurance
Reviewer
Joyce Hause
1
Child Welfare
Trainer
LeAnn Redfern
Judy Griego, Director
Heather Walker, Division Head
DEPARTMENT OF HEALTH AND HUMAN SERVICES
ADMINISTRATION FOR CHILDREN AND FAMILIES
ADMINISTRATION ON CHILDREN, YOUTH AND FAMILIES
CHILDREN'S BUREAU
DEMONSTRATION PROJECT AUTHORITY
STATE: COLORADO
Waivers of the following provisions of the Social Security Act and Program Regulations are
provided to the State to operate a demonstration project:
Section 471 (a)(10): Licensing Standards: To allow the State to waive categorically specific
non -safety standards (as determined by the State) in relative foster family homes for
specific children in care.
Section 472 (a): Expanded Eligibility: To allow the State to expend title IV -E funds for children
and families who are not normally eligible under Part E of title IV of the Act as described in the
Terms and Conditions.
Section 474(a)(1): Expanded Claiming: To allow the State to claim at the Federal medical
assistance percentage any allowable expenditures of foster care maintenance payment cost
savings.
Section 474(a)(3)(E) and 45 CFR 1356.60(c)(3): Expanded Services: To allow the State to
make payments for services that will be provided that are not normally covered under Part E of
title IV of the Act; and to allow the State to use title IV -E funds for these costs and services as
described in the Terms and Conditions, Section 2.0.
All waivers are granted only to the extent necessary to accomplish the project as described in
these Terms and Conditions.
Colorado Terms and Conditions — FINAL 1
DEMONSTRATION PROJECT TERMS AND CONDITIONS
COLORADO
SECTION 1: GENERAL
1.0 The Department of Health and Human Services (hereinafter referred to as "the
Department") will grant waivers to the State of Colorado (hereinafter referred to as "the
State") under Section 1130 of the Social Security Act (hereinafter referred to as "the
Act") to operate a demonstration project (hereinafter referred to as "the demonstration")
as set forth in these Demonstration Project Terms and Conditions. The Department
reserves the right, in its sole discretion, to withdraw approval of this demonstration
project, including withdrawal of any and all waivers granted by the Department at such
time(s) that the Department determines that the State has materially failed to meet the
requirements as set forth in these Demonstration Project Terms and Conditions. The
State also retains the right to terminate the demonstration.
1.1 Failure to operate the demonstration as approved and according to Federal and
State statutes and regulations will result in withdrawal of approval of this demonstration
project. The Federal statutes and regulations with which the State must comply in the
operation of the demonstration include civil rights statutes and regulations that prohibit
discrimination on the basis of race, color, national origin, disability, sex, age, and
religion, including title VI of the Civil Rights Act of 1964, Section 504 of the
Rehabilitation Act of 1973, the. Age Discrimination Act of 1975, title II of the Americans
with Disabilities Act, the nondiscrimination provisions of the Omnibus Budget
Reconciliation Act of 1981, and the Multiethnic Placement Act as amended. After the
demonstration is approved, the Department reserves the right to withdraw approval if
agreement cannot be reached on any item(s) cited in this document as needing approval
by the Department. The State also has the same right.
1.2 The Department may terminate the State's authority to conduct a demonstration project
if, after the three-year period following approval of these Terms and Conditions, the State
has not made significant progress in implementing the child welfare program
improvement policies proposed by the State in its application to conduct a demonstration,
and as described in section 1130(a)(3)(C) of the Act (see also Section 2.3).
1.3 If Federal or State statutes or regulations that would have a major effect on the design and
impacts of this demonstration are enacted, or if any deficiencies or serious problems in
implementation of these Terms and Conditions are noted by the Department, the
Department and the State will reassess the overall demonstration and develop a mutually
agreed -upon strategy for dealing with the demonstration in the context of such changes.
If such a mutually agreed -upon strategy cannot be developed, the Department reserves
the right, in its sole discretion, to withdraw approval at such time(s) as the Department
determines.
Colorado Terms and Conditions — FINAL 2
1.4 All provisions of the Act not waived remain in effect.
1.5 The demonstration provisions will be implemented no earlier than April 1, 2013, and no
later than October 1, 2013. The implementation date of the demonstration shall be the
first day on which the State offers services, subsidies, or other supports under the
provisions of these Demonstration Project Terms and Conditions to participating
children, caregivers, or other targeted individuals. For cost -neutrality purposes, the
demonstration shall be deemed to begin on the first day of the calendar quarter
(hereinafter "quarter"), which includes the implementation date, but for the purpose of
calculating costs for the initial quarter of the demonstration, only costs incurred
beginning with the month that includes the implementation date will be counted. The
demonstration shall end no later than the last day of the 20th quarter ending after the
deemed beginning date. The demonstration provisions shall be as specified in Sections 2
and 3. Waivers necessary for the demonstration are approved upon acceptance by the
Department and the State of these Demonstration Project Terms and Conditions. They
will become effective as of the implementation date and will remain in effect until the
last day of the 20th quarter ending after the deemed beginning date, unless the
demonstration is terminated earlier. The State's project demonstration period may not
exceed a maximum of five total years under the provisions of the Act, unless in the
judgment of the Secretary, the demonstration project shall be allowed to continue.
1.6 Federal approval of these Demonstration Project Terms and Conditions shall not be
construed to establish any precedent that the Department will follow in the approval of
any subsequent request for Terms and Conditions.
1.7 Nothing in these Terms and Conditions shall create eligibility for any child or family for
any Federal program or entitlement for which that child or family would not otherwise be
entitled, except that title IV -E funds may be expended, according to the provisions of
these Terms and Conditions, for persons who would not be eligible for title IV -E funds in
the absence of the demonstration. Receipt of services reimbursable under title XIX but
provided under these Terms and Conditions for children and families who are not eligible
under title IV -E does not constitute eligibility for Medicaid. Children under this
demonstration who are determined to be eligible under title IV -E will retain that
eligibility through the duration of the demonstration project, so that such children will
remain eligible for Medicaid, title IV -E Adoption Assistance, title IV -E Foster Care, and
title IV -E Guardianship Assistance Program, if applicable.
Colorado Terms and Conditions — FINAL 3
SECTION 2: IMPLEMENTATION
2.0 Under these Demonstration Project Terms and Conditions, the State is authorized to
implement a demonstration project that seeks to integrate current systemic child
welfare reforms and innovative practices through the use of strategies to increase
family engagement and address the assessment and treatment of childhood trauma.
The State's demonstration will focus on accomplishing the following goal(s):
• Increase permanency for all infants, children, and youth by reducing the time in foster
placements when possible and promoting a successful transition to adulthood for
older youth.
• Increase positive outcomes for infants, children, youth, and families in their homes
and communities, including tribal communities, and improve the safety and well-
being of infants, children, and youth.
• Prevent child abuse and neglect and the re-entry of infants, children, and youth into
foster care.
The demonstration will be implemented in up to 64 counties in the State; however,
each county will implement some or all service interventions in varying stages
during the demonstration time period. The demonstration's target population will
include all title IV -E eligible and non -IV -E eligible children with screened -in reports
of abuse or neglect and those already receiving services through an open child
welfare case during the demonstration period regardless of custody status. Once the
demonstration is fully implemented, the State estimates that it may serve up to
101,100 cases (duplicated count) through the six service interventions described in
Section 2.1 below.
The state may choose to implement the demonstration project either by individual
county performance agreements or by a change in State regulation.
2.1 The State's demonstration will include the following three primary service
interventions to be implemented statewide:
• Family Engagement: The State will introduce family engagement precepts and
processes through a combination of training, coaching, and peer mentoring.
Additionally, the State will modify non -safety certification regulations of relative
foster family homes to facilitate the placement of children with relatives when
out -of -home placement is necessary.
• Trauma -Informed Child Assessment: The State will supplement existing
assessment processes and instruments with standardized tools that are geared
specifically toward children who have experienced trauma. The following
assessment tools will be evaluated to determine the best tool for use by
Colorado's county departments and behavioral health organizations and may
Colorado Terms and Conditions - FINAL 4
include but are not limited to:
• Child Observation Record
• Battelle Development Inventory
■ Ages and Stages Questionnaire
• Child Development Inventory
• Behavioral and Emotional Rating Scale
• Clinical Assessment Package for Assessing Clients' Risk and Strengths
• Social Skills Rating System
• Child and Adolescent Adaptive Functioning Scale
• 4-D Strengths -Based Assessment Tools for Youth in Care
■ Family, Friends, and Self Form
Colorado Behavioral Health Organizations (BHOs) and/or local child welfare
service agencies may be engaged to conduct the trauma -informed assessments.
The final selection of trauma -informed assessment tools, and the timeline for
implementing them, will be specified in the State's Final Design and
Implementation Report (Section 2.4).
• Trauma -Focused Behavioral Health Treatments: Counties and behavioral
health organizations will increase the use of behavioral health treatments that
have been shown to be effective with children who have experienced trauma
through contracts with local human service providers and/or through their
expanded utilization by BHOs. The treatment interventions (organized by
category below) will be evaluated to determine the best tool to meet local need
and may include, but are not limited, to:
• General Case Management: Family Connections and Solution -Based
Casework
• Trauma and Anxiety: Eye Movement Desensitization & Reprocessing,
Trauma -Focused Cognitive Behavioral Therapy, and Coping Cat
• Therapeutic Interventions: Multidimensional Family Therapy, Multi -
systemic Therapy, and Multidimensional Treatment Foster Care
• Substance Abuse (adults): Motivational Interviewing
• Depression (adults): Cognitive Therapy and Interpersonal
Psychotherapy
• Parent Training: The Incredible Years, Parent Management Training,
Parent -Child Interaction Therapy, and Positive Parent Program (Triple
P)
The final selection of trauma -focused behavioral health treatments, and the timeline
for implementing them, will be specified in the State's Final Design and
Implementation Report (Section 2.4).
In addition to the three primary service interventions noted above, the State will
assist individual counties in identifying additional interventions to be implemented
Colorado Terms and Conditions — FINAL 5
based on the specific needs and circumstances of the county. Additional service
interventions that may be implemented by counties include:
• Permanency Roundtables: Expansion of Casey Family Program's existing
Permanency Roundtable initiative to counties that do not directly participate in
the initiative, and that make substantial use of congregate care and other
planned permanent living arrangements for children in out -of -home placement.
• Kinship Supports: Establishment of support groups and referral networks,
combined with the provision of discretionary funds for time -limited supports
and services, to assist non -licensed kin foster caregivers.
• Market Segmentation: Development of a tool to assist in the identification and
recruitment of foster and adoptive parents.
The specific counties that will implement each of these supplemental service
interventions, and the timeline for implementing them, will be based upon counties'
readiness to implement, driven by local need, and specified in the State's Final
Design and Implementation Report (Section 2.4).
2.2 The State shall comply with the following general provisions over the full term of the
demonstration project. The State will, or where appropriate, will ensure that
caseworkers, supervisors, and contracted service providers:
a. Work closely with the evaluator to maintain the integrity of the evaluation.
b. Develop and deliver services to meet the individual needs of each child and
family.
c. Ensure that any services being provided to a child or family member at the time
the demonstration ends will be completed.
d. Ensure the confidentiality of the information collected on the children and
families under the demonstration.
e. Ensure that the rights of children and their families are protected, and that the
safety of the children is a paramount concern of the demonstration project.
f. Ensure that title IV -E eligibility determinations are made for all children who are
involved in the demonstration project, throughout the life of the demonstration
project, to ensure that eligible children retain their eligibility after the
demonstration ends.
g. Bear any costs that exceed the amount of Federal funds provided for the
demonstration.
Colorado Terms and Conditions — FINAL 6
h. Ensure that the State is organizationally and legally prepared for all aspects of
demonstration project implementation.
Ensure that a conventional title IV -E program is maintained for those children and
families that are not designated to receive demonstration services, and that these
children and families continue to receive services that are consistent with the
"traditional services" available to such children and families in the State at the
time the demonstration begins.
J.
Ensure that all applicable provisions of the Act apply to all demonstration
components except for those provisions that are explicitly waived above.
k. Ensure that children who are eligible for the Medicaid program will retain their
eligibility for a full range of Medicaid services under the demonstration.
1. Ensure that any "savings" resulting from the demonstration, whether they are
savings to the Federal government, to the State, or to a county or to another
jurisdiction within the State, will be used for the further provision of child welfare
services. For the purposes of this provision, "savings" means any amount that
would have been expended for conventional title IV -E purposes in the absence of
this demonstration, or that could have been expended under title IV -B of the Act.
m. Ensure that the State annually will provide an accounting of any additional
Federal, State, tribal, and local investments made, as well, as any private
investments made in coordination with the State, to provide the service
intervention(s) that the applicant intends to undertake through the
demonstration (see Section 5.6).
n. Ensure that in each year throughout the duration of this demonstration the
appropriate State official(s) and evaluators will attend and participate in an annual
meeting of the Child Welfare Demonstration States in the Washington, D.C. area.
o. For the duration of the demonstration project, assure that the State shall provide
health insurance coverage to any child with special needs (as determined under
Sec. 473(C) of the Act) for whom there is in effect an adoption assistance
agreement between the State and an adoptive parent or parents.
2.3 The State shall provide assurance of how the State has implemented, or plans to
implement within three years of the date on which it submits its application the following
child welfare program improvement policies:
• Address Health and Mental Health Needs of Children in Foster Care: The
development and implementation of a plan for meeting the physical and mental
health needs of infants, children, and youth in foster care that ensures that the
provision of such care is child -specific, comprehensive, appropriate, and
consistent (through such means as ensuring that the child has a medical home,
Colorado Terms and Conditions — FINAL 7
regular wellness medical visits, and addressing the issue of trauma, when
appropriate).
• Limiting the Use of Congregate Care: The development and implementation of
a plan that ensures congregate care is used appropriately and reduces the
placement of children and youth in such care.
2.4 Within 90 days following acceptance of these Terms and Conditions, the State will
Submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions (see Section 5.2). These reports will include information about program
design and implementation. Report sections regarding implementation will include:
• A Final Work Plan, outlining the key tasks, reporting requirements, and timelines
throughout the course of the demonstration;
• A phase -down plan for the demonstration so that case plans for children and their
families can be adjusted, if necessary, for the post -demonstration portion of their
placement (See Section 6.1);
• The detailed protocol or set of policies that will guide decisions about which families
or children are to be selected to participate in the demonstration, how the selection
will be made, and how the suitability of services will be determined;
• Standards of quality and safety and practice requirements identified by the State to be
incorporated into any agreements with public and private providers that are expected
to provide support and services; and
• The status of evaluation activities, including efforts to engage a third -party evaluator.
The demonstration project will be reviewed periodically by the Department to ensure that
the demonstration activities are consistent with the purposes of titles IV -B and IV -E of
the Act and these Terms and Conditions in providing child welfare services, including an
assurance of the safety of the children and families involved. The review is intended to
ensure that benefit eligibility will not be impaired and that improved outcomes for the
children and families will result. Any proposed amendment to these Terms and
Conditions is subject to prior approval by the Department.
Colorado Terms and Conditions — FINAL 8
SECTION 3: EVALUATION
3.0 The State will conduct an evaluation of the use of title IV -E funds to test the hypothesis
that the flexible use of title IV -E funds to provide family engagement services,
trauma -informed child assessments, and trauma -focused behavioral health
treatments, as appropriate, will result in improved safety, permanency, and well-
being for children. The evaluation will consist of three components: A process
evaluation, an outcome evaluation, and a cost analysis.
The State is required to engage a third party to conduct an evaluation of the
demonstration program. The evaluator shall be an independent organization that is not
affiliated with state or local government, except that state universities may be engaged to
conduct the evaluation. The evaluator shall be responsible for the development of the
final evaluation design within the basic evaluation parameters outlined below. The
evaluator shall develop a research design and sampling plan; develop and execute the
data collection and analysis plans; and prepare interim and final reports.
3.1 Evaluation Design: The State's evaluation will involve a matched case comparison
design and a time -series analysis. The matched case comparison design will
examine changes in outcomes for children receiving one or more interventions
implemented at the beginning of or early in the demonstration period compared to
similar children in counties that implemented these interventions later in the
demonstration period. The time series analysis will examine changes over time in
key measures of child safety and permanency. To the extent possible, the State's
analysis of process and outcome findings will be based on case -level data from the
State's child welfare information systems, case records, and other data sources as
appropriate.
Additionally, the State's process and outcome evaluation will include an analysis of
the modification of State non -safety certification regulations for relative foster
family homes on child safety outcomes which will include, but are not limited to,
allegations of abuse in relative foster family homes. The State will also examine the
differences in outcomes for children placed in relative foster family homes as they
compare to those in traditional foster family homes. These outcomes will be
regularly monitored by the State's Administrative Review Division and reported in
the State's progress reports (Section 5.3) and interim and final evaluation reports
(Sections 5.7 and 5.8).
Additional details of the final evaluation design will be determined in consultation
with the Department and the State's third -party evaluation contractor and
described in the State's evaluation plan (Section 3.5).
Throughout the evaluation, the State will apprise the Department of any difficulties
encountered in achieving the estimated sample sizes for the project, and in consultation
with the outside evaluator will determine if such difficulties will affect the State's ability
to identify statistically significant differences in key demonstration outcomes. The State
Colorado Terms and Conditions - FINAL 9
will notify the Department as soon as any serious problems are noted. Semi-annual
progress reports (see Section 5.4) will include an update on the sample sizes and progress
toward meeting the targeted sizes.
Cases will maintain their assigned status for the full period of the demonstration.
Modifications to the sampling plan may be proposed to the Department for approval if
the sample sizes for the experimental and control groups are such that the number of
clients in each group will provide adequate statistical power to detect differences in
outcomes of interest between the two groups.
3.2 Process Evaluation: The evaluation will include interim and final process analyses that
describe how the demonstration was implemented and that identify how demonstration
services differ from services available prior to implementation of the demonstration, or
from services available to children and families that are not designated to receive
demonstration services. The analysis will include a logic model that describes the
demonstration's objectives, the services or other interventions provided, and the way the
intervention is linked to measurable outcomes. In addition, the process analysis will
examine, at a minimum, the following:
• The planning process for the demonstration including whether any formal needs
assessment, asset mapping, or assessment of community readiness was conducted;
• The organizational aspects of the demonstration, such as staff structure, funding
committed, administrative structures, and project implementation, including ongoing
monitoring, oversight, and problem resolution at various organization levels;
• The number and type of staff involved in implementation, including the training they
received, as well as their experience, education and characteristics;
The service delivery system, including procedures for determining eligibility,
referring subjects for services, the array of services available, the number of
children/families served and the type and duration of services provided;
• The role of the courts in the demonstration and the relationship between the child
welfare agency and court system, including any efforts to jointly plan and implement
the demonstration;
• Contextual factors, such as the social, economic and political forces that may have a
bearing on the replicability of the intervention or influence the implementation or
effectiveness of the demonstration. This discussion will note any possible
confounding effects of changes in these systems, or changes resulting from other
demonstrations or reforms that were implemented during the title IV -E
demonstration;
Colorado Terms and Conditions - FINAL 10
• The degree to which demonstration programs and services are implemented with
fidelity to their intended service models; and
• The barriers encountered during implementation, the steps taken to address these
barriers, and any lessons learned during implementation.
For each of the factors described above, the process analysis will note any differences, as
appropriate for the State's evaluation design, in implementation before and after the start
of the demonstration, among participating counties or other administrative units, or
between the experimental and control/comparison groups.
3.3 Outcome Evaluation: The State's outcome evaluation will address, at a minimum,
changes in the following outcomes:
• Caregiver knowledge and capacity.
• Child emotional/behavioral and social functioning.
• Out -of -home placement and re-entry rates (placement avoidance).
• Placement with kin caregivers (both licensed and unlicensed).
• New and repeat allegations of abuse (in relative and non -relative foster family
homes).
• Length of stay in out -of -home care.
• Frequency of changes in placement setting (placement stability).
• Exits to permanency through reunification, guardianship, and adoption.
• Foster care re-entry rates.
• Use of congregate care.
The State is free to propose additional research questions and outcome measures for
inclusion in the evaluation.
The State will collect data to address these questions from the State's automated child
welfare information systems, child welfare agency case records, and additional
information sources as appropriate. The State will work with its evaluation contractor to
identify other appropriate data sources to address the process and outcome measures
described above.
3.4 Cost Study: The cost analysis will examine, at a minimum, the costs of the key elements
of services received by children and families designated to receive demonstration
services and will compare these costs with those of services available prior to the start of
the demonstration, or that were received by the children and families that were not
designated to receive demonstration services. The cost analysis will also include an
examination of the use of key funding sources, including all relevant Federal sources
such as titles IV -A, IV -B, IV -E and XIX of the Act, as well as State and local funds. The
purpose of the analysis will be to compare the costs of services available through the
demonstration with those of services traditionally provided to children and their families.
Where feasible, a cost-effectiveness analysis will be conducted to estimate the costs of
Colorado Terms and Conditions — FINAL 11
each successful outcome achieved through the demonstration. This analysis will be
conducted using one or more of the key outcome measures for which a statistically
significant difference is identified.
3.5 Evaluation Reporting Requirements: The following reports and documents shall be
provided to the Department for review and approval (also noted in Section 5):
• The State will submit to the Department for review a draft of the specifications or
Request for Proposals (RFP) for the agreement to conduct an evaluation of the
demonstration within 60 days after acceptance of these Terms and Conditions. The
draft specifications must detail the objectives of the project, the evaluation design, the
specific tasks to be conducted, the time frames for conducting those tasks, and a
schedule and list of deliverables. The research questions, key variables, data
collection methods, sample sizes and other aspects of the evaluation noted in these
Terms and Conditions will be clearly described.
• The State will submit an evaluation plan to the Department for approval within 120
days after the evaluation contract is awarded. The evaluation plan must present the
underlying logic linking interventions to expected outcomes, the research questions to
be studied, the major variables to be measured, the final sampling plan, the data
sources (including an assessment of the reliability and validity of each source), data
collection procedures, and the major data analyses to be performed. The plan will
describe the comparability of selected time periods and groups on key variables.
• Not later than 60 days after the conclusion of the 10th quarter following the
demonstration's implementation date, the State will submit an interim evaluation
report (see Section 5). The report will include a process analysis of the evaluation to
date and any outcome data available at that time. The report will also include a brief
description of the outcome and cost components of the evaluation planned and note
any issues or problems anticipated in completion of these components. If the findings
are unclear or incomplete, the Department may request revisions and resubmission of
the report.
• Not later than six months after the conclusion of the demonstration (20th quarter), a
fmal report integrating the process, outcome and cost components of the evaluation
will be submitted. If the findings are unclear or incomplete, the Department may
request revisions and resubmission of the report.
• The State will post copies of the interim and final evaluation reports on the State's
child welfare agency Website (see Section 5.10).
• Not later than six months after the conclusion of the demonstration (20th quarter), the
State will have the evaluation contractor produce and make available public -use data
tapes, including documentation necessary to permit re -analysis of the data gathered
during the course of the evaluation.
Colorado Terms and Conditions — FINAL 12
Public release of any evaluation or monitoring reports required under this agreement will
be made only by the Department or the State. Prior to public release of such reports, the
Department and the State will have at least a 30 -day period for review and approval.
3.6 Program Changes: Additional program changes that are not applied equally to
experimental and control/comparison groups, or that would substantially affect the
evaluation of the demonstration, must be approved by the Department as an amendment
to these Demonstration Project Terms and Conditions.
Colorado Terms and Conditions - FINAL 13
SECTION 4: COST NEUTRALITY
4.0 As required by section 1130(h) of the Act, the amount of Federal funds expended for this
project may not exceed the amount of such funds that would be expended by the State
under the State plans approved under parts B and E of title IV if the demonstration
project were not conducted. Therefore, except for costs of evaluating and developing this
project (as specified in Sections 4.4 and 4.5 below), starting with the deemed beginning
date (see Section 1.5) the operation of this demonstration is to be cost -neutral to the
Federal government with respect to maintenance and administrative costs for titles IV -B
and IV -E of the Act.
4.1 Section 4 Terms:
Costs. All references made to costs (unless otherwise specifically noted) consist of
total computable (gross) costs. The Federal share of demonstration project costs
will be computed using the matching rate applicable to the funding category.
Maintenance Costs. All references made to maintenance costs include title IV -E
allowable foster care maintenance assistance payments (per Section 475(4)(A) of the
Act), and such other costs for cases deemed as title IV -E allowable through a waiver
granted for this demonstration project.
Administrative Costs. All references made to administrative costs include title IV -E
allowable administrative costs (per Federal regulations at 45 CFR 1356.60(c)) and
other costs deemed as title IV -E allowable through a waiver granted for this
demonstration project.
Cumulative. All references made to cumulative in the context of costs will indicate
that costs are to be summed for all quarters from the deemed beginning date
through the quarter in question.
4.2 The total costs of foster care payments, including maintenance and administrative
costs, shall be an amount determined by a base allocation as determined in Section
4.2.1 below plus any annual change factor or exclusions as specified in Section 4.2.2.
The results of this calculation are shown in Section 4.3, Table 1. The aggregate five-
year sum of Federal share payments shall be the cumulative fixed payment that
shall be made to the State. Receipt by the State of payments not greater that the
cumulative fixed payment shall be considered cost neutral to the Federal
government.
At least 90 days prior to implementation, the State shall provide the Department
with a document showing a fixed schedule of payments for the five-year
demonstration period. The State may receive quarterly payments in accordance
with a schedule of quarterly payments the sum of which do not exceed the total
cumulative payments under the demonstration.
Colorado Terms and Conditions — FINAL 14
4.2.1 The foster care base allocation amount to be used for purposes of
establishing a cap to reflect cost neutrality to the Federal government for
demonstration project operations has been determined for each of the
funding categories impacted by the demonstration project through the
following processes:
Source of claims: The base amount is the calculated State Fiscal Year (SFY)
total computable (gross) title IV -E Foster Care claims (including current and
prior quarter adjustments) submitted by Colorado on quarterly reports of
expenditures and estimates (i.e. form ACF-IV-E-1 or CB -496, as applicable)
during the specified time periods for the following cost categories and
adjusted for baseline increases as specified below:
• Foster care maintenance costs: Total computable costs of
$35,943,219. This total is calculated from the average of maintenance
payments claims for SFY 2008-2010.
• Foster care administrative costs (excluding SACWIS, non-SACWIS
child welfare information systems., and training): Total computable
costs of $54,251,490. This total is calculated from the average of
administration claims for SFY 2008-2010 in the following specific
categories of administration: eligibility determinations and case
management.
Application of base allocation: The base amount will be applied separately in
determining annual allocations for maintenance assistance payments and
administration.
4.2.2 The payments for each full FFY during the 5 -year operational period of the
demonstration project shall consist of the base amount adjusted each FFY by
the change factor(s) and the exclusions described in the subsections below.
Thus, payments in the second and subsequent full FFYs of demonstration
operations will equal the amount calculated for the prior FFY plus any
further applicable changes. Payments for demonstration operations during
any partial FFY will be pro -rated proportionally by quarter to reflect the
portion of the FFY when the demonstration project is operational.
4.2.2.1 The annual allocation change factors applied have been
determined by the following process:
a. Maintenance assistance payments: Three year average annual
rate of change in the ratio of total computable maintenance
payment claims to average monthly number of children.
b. Administration: Three year average annual rate of change in total
computable administration claims for the specified categories.
Colorado Terms and Conditions — FINAL 15
4.2.2.2 The foster care costs excluded from the cost neutrality
calculation and thus subject to payment outside of the capped
allocation are as follows:
a. Any allowable foster care administrative costs not previously
identified in Section 4.2.1 will be excluded from the calculation of
the demonstration's capped allocation (see Section 4.3), and will be
reimbursable separately in addition to the amount of the capped
allocation.
b. Any allowable SACWIS or non-SACWIS child welfare
information system development or operational costs will be
excluded from the calculation of the demonstration's capped
allocation (see Section 4.3), and will be reimbursable separately in
addition to the amount of the capped allocation. Costs associated
with the development, maintenance and operation of the State's
SACWIS project will be subject to applicable advance planning
document and approval processes.
c. Any allowable staff/provider or professional partner training costs
will be excluded from the calculation of the demonstration's
capped allocation (see Section 4.3), and will be reimbursable
separately in addition to the amount of the capped allocation.
4.3 Federal title IV -E payments to the State for this demonstration, including
expenditures of any realized savings, will be made for amounts in accordance with
Table 1 (shown below) quarterly based on State estimates of demonstration
expenditures for the next quarter in accordance with the payment schedule (as
determined in Section 4.2 above).
Table 1- Colorado Title IV -E Foster Care Total Computable Demonstration Project Capped Allocation Payments
Demonstration
Project Funding
Category
Base SF?
Amount
SFY 2013
Allocation
Cap
SF? 2014
Allocation
Cap
SFY 2015
Allocation
Cap
SF? 2016
Allocation
Cap
SFY 2017
Allocation
Cap
SFY 2018
Allocation
Cap
Maintenance
Payments
35,943,219
36,593,888
37,212,120
38,486,500
39,353,687
40,323,825
41,414,040
Administration
54,251,490
55,651,178
56,669,595
57,383,632
58,468,183
59,438,754
60,389,774
All Capped
Categories
90,194,709
92,245,066
93,881,715
95,870,132
97,821,870
99,762,579
101,803,814
Federal title IV -E payments for demonstration operational expenditures will be
made for any quarter beginning in accordance with the dates specified in section 1.5
of these terms and conditions when the demonstration is in operation and for a total
period of no longer than five years (20 quarters) thereafter.
Colorado Terms and Conditions — FINAL 16
Actual expenditures claimed for the demonstration project, including expenditures
of any realized savings, along with estimates in advance of each quarter, will be
identified separately on the ACF quarterly claim form, CB -496. Summary fiscal
information on the results of the project must be reported in Part 3 as well as other
applicable parts of form CB -496. These estimates and claims relating to the
demonstration will be subject to review and deferral or adjustment according to the
normal procedures for reviewing title IV -E estimates and paying title IV -E claims.
All other title IV -E claims that are not related to this demonstration will continue to
be filed in accordance with current quarterly claiming requirements for payments
for allowable cost. The State must examine its cost allocation plan to determine
whether any of the components will affect the calculation of or claiming for any
administrative costs under title IV -E, and if so the State must submit an amendment
to the cost allocation plan prior to the implementation date to address any such
effects appropriately.
4.4 Developmental Costs. Developmental costs are the expenses the State incurs to establish
the demonstration prior to the project's implementation. These costs are excluded from
the cost -neutrality calculation. For activities undertaken prior to the implementation date
specified in Section 1.5 above, the Federal government will match the approved
administrative costs related to development of the demonstration project (otherwise
called developmental costs) at the applicable matching rate without application of cost
allocation. Such costs can begin with the preparation of the State's proposal and may
also include automated systems development and changes, policy or procedures
development, and staff training. Developmental costs do not include costs for activities
performed on or after the deemed start date of project operations. No later than 30 days
after the State formally accepts these Terms and Conditions, the State will submit a plan,
for approval by the Department, designating which administrative costs will be treated as
developmental costs for purposes of this section (see Section 5.0). This section is not
intended to supersede other requirements for Federal approval for administrative costs of
the programs involved in the demonstration.
4.5 Evaluation Costs. Evaluation costs are expenses incurred by the external evaluator as
well as those incurred by the State that are directly related to the evaluation effort. These
costs are excluded from cost -neutrality calculation. Evaluation costs begin with the first
evaluation planning activities and continue until the final evaluation report is submitted.
Such costs will encompass all costs necessary to carry out the approved evaluation plan,
including costs for evaluation activities carried out by State and local agencies as well as
those carried out by the evaluation contractor. The costs of approved evaluation activities
may be charged to title IV -E administrative costs without cost allocation so that the State
may claim a full 50 percent of these costs as title IV -E administrative costs. The State
shall address any changes needed to implement this provision through submission of
appropriate amendments to its approved State cost allocation plans. Costs of evaluation
that arise from the demonstration project(s) approved under these Terms and Conditions
may be claimed for a reasonable period of time after the expiration of the period of this
demonstration (Section 1.5) so long as the costs are for activities required by the
evaluation plan(s) approved by the Department and are otherwise allowable and
Colorado Terms and Conditions — FINAL 17
reasonable. Evaluation components not approved by the Department will not qualify for
Federal matching funds.
Colorado Terms and Conditions — FINAL 18
SECTION 5: MONITORING
The State will send all reports required in this section to the Children's Bureau, the Regional
ACF Office, and the evaluation technical assistance contractor for this initiative.
5.0 The State must submit a plan, for approval by the Department, designating which
administrative costs will be treated as developmental costs (see Section 4.4) no later than
30 days after accepting these Terms and Conditions.
5.1 Within 60 days of acceptance of these Terms and Conditions, the State will submit to the
Department a draft of the specifications or Request for Proposal (RFP) and evaluation
specifications for review.
5.2 Within 90 days following acceptance of these Terms and Conditions, the State will
submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions (see Section 2.4 for detailed elements of the reports).
5.3 The State shall submit quarterly progress reports beginning 90 days after the acceptance
of these Terms and Conditions and continuing until implementation. The Preliminary
Design and Implementation Report will serve as the first quarterly report. All
subsequent reports are due no later than 30 days after the conclusion of each quarterly
period and will include a basic update on the status of each activity or task identified in
the Implementation Report. The report will also identify any problems encountered that
may have an impact on the design or anticipated implementation schedule. Suggestions
for resolving these problems will be provided for the Department's review and approval.
5.4 Once implementation has begun, semi-annual progress reports will be required
throughout the project period summarizing project and evaluation activities and
accomplishments during the reporting period as well as interim findings from the
evaluation, if available. The semi-annual monitoring reports shall indicate issues or
problems and resolutions regarding the implementation of the demonstration or
evaluation as approved, including updates on the resolution of any significant problems
identified in the implementation report. The State will address its progress toward
implementing the Child Welfare Program Improvement Policies as described in Section
2.3. These reports are due no later than 30 days after the conclusion of each reporting
period.
5.5 The State will submit an evaluation plan to the Department for approval within 90 days
after the evaluation contract is awarded (Section 3.5). The evaluation plan must be
approved by the Department prior to implementation.
5.6 The State will submit an annual accounting during the demonstration project period of all
investments, public or private, made in coordination with the State to provide services
under the proposed demonstration project.
Colorado Terms and Conditions - FINAL 19
5.7 The State will submit an Interim Evaluation Report 60 days after the conclusion of the
10th quarter following the demonstration's implementation date (Section 3.5).
Additional reports may be proposed by the State and, subject to approval by the
Department, may be considered allowable components of the evaluation of the
demonstration.
5.8 The State will submit a Final Evaluation Report six months after the project ends,
integrating the process study, the outcomes study, and the cost analysis (Section 3.5).
5.9 The State will post copies of the interim and final evaluation reports on the State's child
welfare agency Website (see Section 3.5).
5.10 The State will submit, or have the evaluation contractor produce and make available,
public -use data tapes, including documentation necessary to permit re -analysis of the data
gathered during the course of the evaluation, six months after the project ends (Section
3.5).
Colorado Terms and Conditions — FINAL 20
SECTION 6: TERMINATION PROCEDURES
6.0 Federal financial participation in demonstration activities requiring waivers will not be
provided beyond the period approved by the Department.
6.1 As part of the Preliminary Design and Implementation Report and the Final Design and
Implementation Report (Section 2.4), the State will submit for the Department's approval
a plan to phase down and end the demonstration to ensure that there are no
demonstration -related Federal costs incurred beyond the period approved by the
Department. All activities requiring Department approval must cease on the date decided
by the Department if the project is terminated prior to the end of the 20th quarter after the
deemed beginning date of the demonstration.
Approval: Acceptance:
uels
issioner
dministration on Children, Youth
and Families
Reggie Bicha
Executive Director
Colorado Department of
Human Services
Date Date
Colorado Terms and Conditions — FINAL 21
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