HomeMy WebLinkAboutbocc.res.138.2008A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
APPROVING TANF/COLORADO WORKS OPERATING POLICIES
Resolution # ~3 ~ ' o~ G O ~f
Recitals
1. TANF/Colorado Works Temporary Aid to Needy Families (known in Colorado as Colorado
Works) is designed to provide assistance to needy families with or expecting children and to
provide parents with job preparation, work and suppoR services to enable them to leave public
assistance programs and become self-sufficient.
2. Pitkin County is required to establish 19 operational policies that guide the appropriate
distribution oFTANF dollars.
3. These policies provide direction to Pitkin County Human Services staff, and their designees, on
the distribution of these funds to qualified individuals and families in Pitkin County to strive to
alleviate baniers to self sufficiency.
4. The Board of County Commissioners has reviewed the TANF/Colorado Works operating policies
through 1.19, copies of which are attached and incorporated by this reference.
5. The Board of County Commissioners finds that it is appropriate and in the best interest of Pitkin
County to adopt these policies.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
PITKIN COLJNTY, that TANF/Colorado Works Operating Policies through 1.19 are hereby approved.
The Health and Human Services Director shall be responsible to maintain adherence to these policies and
to maintain these records as well as a written log of exceptions.
INTRODUCED, READ AND ADOPTED ON THE 17~ DAY OF DECEMBER 2008.
ATTEST: % BOARD OF COUNTY COMMISSIONERS OF
~ i PITKIN, COUNTY, COLORADO
~
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By ,~ ,G~ By: ~ /l
Je / ette Jones, Depu Clerk J c atfield, C irman
Manager's Approval:
~ ~,r=
Hila letcher, Cou Manager
POLICY T'YPE: Health & Human
Services - Operating
POLICY 1.1
TANF/Colorado Works
Reference
POLICY TITLE:
Case Closure/Demonstrable Evidence
EFFECTIVE DATE:
(December 17, 2008)
Colorado Revised Statute 26-2-711(1)(b)
CDHS Volume 3.626.5
Purpose
Pitkin County shall end a participanYs Basic Cash Assistance when a participant refuses
to pazticipate or makes no attempt to follow their Individual Responsibility Contract
(IRC) without providing Good Cause. The following policy describes guidelines in
effect in Pitkin County and aze consistent with state statutes and regulations.
Policy
Renson for adverse nction
The County may deny a case or terminate the entire Basic Cash Assistance grant for a
minimum of one month when the participant refuses or fails, without good cause, to
participate in all training, education or work-related activities as evidenced by an
affirmative statement. The participant must declare in an affirmative statement- such as
verbal declaration to a case manager or in writing- or act in a manner that provides
clear evidence that he/ she refuses to participate.
An appointment for conciliation will be provided in the first month after a client has not
met the cumulative hourly requirements of work activity or failed to complete a
sanctionable item as outlined in their IRC. The conciliation appointment allows the
client to explain the mitigating circumstances that interfered with compliance on items
within the Individual Responsibility Confract. If the client fails to appear for the
conciliation appointrnent and/ or the departrnent determines Good Cause does not
exist, the 3-tier sanction will be unplemented.
If the applicant/participant shows reasonable effort to participate, the County Colorado
Works case manager cannot close the case for demonstrable evidence because there is
no deliberate refusal to participate in training, education, or work.
A case shall stay closed for one month. Once the month is served, the pazdcipant or
applicant may re-apply for cash assistance; he/ she must complete an assessment and
sign a new IRC.
r
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.1
TANF/Colorado Works
POLICY TITLE:
Case Closure/Demonstrable Evidence
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute 26-2-711(1)(b)
CDHS Volume 3.626.5
Purpose
Pitkin County shall end a participant's Basic Cash Assistance when a participant refuses
to participate or makes no attempt to follow their Individual Responsibility Contract
(IRC) without providing Good Cause. The following policy describes guidelines in
effect in Pitkin County and are consistent with state statutes and regulations.
Policy
Reason for adverse action
The County may deny a case ar terminate the entire Basic Cash Assistance grant for a
minimum of one month when the participant refuses or fails, without good cause, to
participate in all training, education or work-related activities as evidenced by an
affirmative statement. The participant must declare in an affirmative statement- such as
verbal declaration to a case manager or in writing- or act in a manner that provides
clear evidence that he/she refuses to participate.
An appointment for conciliation will be provided in the first month after a client has not
met the cumulative hourly requirements of work activity or failed to complete a
sanctionable item as outlined in their IRC. The conciliation appointment allows the
client to explain the mitigating circumstances that interfered with compliance on items
within the Individual Responsibility Contract. If the client fails to appear for the
conciliation appointment and/or the department determines Good Cause does not
exist, the 3-tier sanction will be implemented.
If the applicant/participant shows reasonable effort to participate, the County Colorado
Works case manager cannot close the case for demonstrable evidence because there is
no deliberate refusal to participate in training, education, or work.
A case shall stay closed for one month. Once the month is served, the participant or
applicant may re-apply for cash assistance; he/she must complete an assessment and
sign a new IRC.
Good Cause
Before a case can be denied or closed, Good Cause must be considered.
Reasons for Good Cause for not imposing sanctions or closing case for demonstrable
evidence:
• Domestic violence
• Inability to obtain child care
• Incarceration
• Jury duty
• Time-limited family emergencies such as a death in the immediate family; illness
in the immediate family, documented by a physician as requiring the care of the
parent or caretaker; a family disaster such as a fire, flood or major crime
victimization; eviction necessitating a search for housing; or other situations
which are reviewed by the County Director as meeting the definition of a time-
limited family emergency.
Signed by:
41 (A v~ ~'~ J~ ~SZ ~-~ iZ ~ Z-((b S
Health and Human Services Director Date
/.~//~/ O 8
Pitkin Coy~ty Board of County Commissioners
2 /~
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.2
TANF/Colorado Works
POLICY TITLE:
Childcare Availability Policy
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute 26-2-7ll
CDHS Volume 3.626.4B
Purpose
Childcare must be appropriate, affordable, and within a reasonable distance from the
participanYs home or work; otherwise, participants may receive a Good Cause exemption for
non-participation in required activities of the Temporary Assistance to Needy Families (TANF)
program.
Policy
Formal childcare
Appropriate and affordable childcare arrangements are defined as unavailable or unsuitable when
the following conditions exist:
• There are no openings in licensed child care programs that accept Child Care Assistance
Program (CCAP) families within a 25-mile radius between the child's home and
childcare location, or between the location of the parent's prospective employment and
the childcare location;
• When only public transportation is available to transport children under the age of six and
the distance and conditions of walking from the bus stop to the childcare program is
considered dangerous by the Department.
Informal childcare
Appropriate and affordable childcare arrangements are defined as unavailable or unsuitable when
the following conditions exist:
• For two-parent families, when the non-working parent is physically, mentally or
emotionally unable to care for their children as documented by a physician or mental
health professional.
• For all families, when the extended family member or legally exempt provider is
physically, mentally or emotionally unable to caze for their children as documented by a
physician or mental health professional; or when the extended family member or legally
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exempt provider has been the subject of a founded child abuse or neglect report; or
involved in situations of domestic violence; substance abuse; or criminal activity.
• There is unavailability of a legally exempt provider that is appropriate, affordable and
within a reasonable distance.
Reasonable distance
• Pitkin County defines reasonable distance from an individual's home or worksite as a 25-
mile radius between the child's home and childcare location, or between the location of
the parenYs prospective employme~t and the childcare location;
All TANF/Colorado Works Program participants with children under six years of age shall be
provided with a copy of this policy.
Signed by:
`~~~Jv.~S~.2/~ ~L~Zy-~~
Health and Human Services Director Date
~-t~-
Board of County Commissioners Date
4 ~
POLICY TYPE: Health & Humau POLICY TITLE:
Services - Operating County Diversion Policy
POLICY 1.3 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 26-2-707(1)
CDHS Volume 3.621 wx~ 3.619.1 (B-G)
Purpose
Pitkin County elects to establish a separate and optional County Diversion Program using county
block grant monies to provide short-term assistance to families who do not qualify for Basic
Cash Assistance, yet need some support in order to maintain sustainable employment. The
following policy and procedures describe Pitkin County's guidelines and are consistent with
State statutes and regulations.
Policy
Pitkin County's County Diversion program is guided by the following criteria:
Eligibility
• The family with dependent children meets all criteria for eligibility under the Cobrado WORKS
Basic Cash Assistance (BCA) program except that the family's income exceeds the BCA
eligibility level.
• Household income may not exceed $75,000.
• The family is not in need of long-term cash assistance as determined by the client statement and
verification of employment and other incomes that will be sufficient to assure long-term self-
sufficiency.
• Determination of self-sufficiency will compare total monthly income to total monthly expenses
for shelter, food, transpoRation, medical needs and personal items as identified by the client.
• The amount of the Diversion payment, in the amount not to exceed $4,000 per year if sufficient to
divert the family from assistance and assure long-term self-sufficiency.
• The participant must demonstrate a need for a specific item or Type of assistance as a means to
attain or maintain stable employment and self-sufficiency. The need and employment shall be
determined by the county staff's assessment and the Individual Responsibility Contract (IRC).
• Non-custodial parent of a TANF child are not eligible for County Diversion because the parent
doesn't meet the eligibility requirement of caze and control of a dependent child.
• These services will also be made available under the Colorado Works program to families that
qualify for services under Title IVA-EA of the Social Security Act. This includes families:
o Whose children are living at home or with relatives within the Sth degree,
o Who are US citizens or eligible qualified aliens, and
o Whose gross family income is less than $ 75,000/ year, and
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o Who aze experiencing an emergency that impacts their ability to caze for their children.
Are these emergencies causing the pazent not to have care and control of their child when
applying for Diversion?
The family has experienced a short-term crisis beyond the family's control (three months
or less in duration), which has interfered with the family's usual ability to be
economically self-sufficient, and the family is not in need of long-term basic cash
assistance. Time-limited family emergencies may include a death in the immediate
family; illness in the immediate family, documented by a physician as requiring the care
of the parent or caretaker; a family disaster such as a fire, flood or major crime
victimization; eviction necessitating a search for housing; or other situations which are
determined by the County as meeting the definition of a time-limited family emergency
beyond the family's control.
Recipients of a County Diversion grant must agree in writing not apply for BCA or
Diversion payments for a period of 12 months following Diversion, unless Good Cause is
determined as defined below:
Good Cause provided for exception to the 12 month rule includes:
o Parent ability to work
o Pregnancy
o Disabled child needing care
o Lack of child care
o Transportation issues
o Domestic violence risk
o Family trauma
• Lifetime maximum for all lump sum County Diversion grants shall not exceed five.
• Lump sum grants will equal one County Diversion unit for lifetime benefits limit..
Allowable Use of Funds
• Transportation
• Medical not covered by Medicaid - Federal TANF funds cannot be used for medical
services except in the case of pre-pregnancy family planning services. Physical
examinations, eye examinations, dental work, substance abuse and mental health
counseling, court-ordered urinalysis and/or blood tests and breathalyzer and antabuse are
not considered medical services- therefore county block grant funds (co mingled funds
without regard to the funding source) may be used to pay for these things in addition to
paying for pre-pregnancy family planning. Other medical services not covered by
Medicaid must be paid for with segregated County MOE.
• Shelter /housing assistance
• Household supplies
• Home repairs
• Work clothes and tools
• Dues, fees, and test and course fees
6 G'/
0
• My other expenses that support economic self-sufficiency as determined by the Case
Manager
Payment/Timeframes
• The amount of the lump sum Diversion payment can equal up to the amount not to
exceed $4,000 per year
• Payments may be extended over a four-month period.
• Payment Process: Vendor payments and direct payments to participants may be utilized for
County Diversion grants.
• Pitkin County Health and Human Services Deputy Director must approve grants greater
than $2,000.
Additional Criteria
• The County Diversion participant must enter into an Individual Responsibility Contract
that documents why he/she does not need ongoing assistance, specifies the need for and
type of assistance to be provided, and defines the terms and expectations of the grant.
• Purchased Services will parallel the Title N-A Emergency Assistance and Family
Preservation guidelines and may include the following:
o Services to help families gain employment
o Adult literacy and English as a Second language
o Adult Basic Education or General Equivalent Diploma
o High School education tuition and enrollment costs
o Post Secondary education tuition and enrollment costs
o Pre-employment skills and Job coaching
o Transportation or translation
o Services to help families achieve independence
o Legal services for domestic relations and landlord/tenant issues
o Financial and household management
o Homemaker services For disabled adult caretakers or disabled children
o Medical case management services
o Child Support Enforcement services - custodial parent fee
o Services to help strengthen family life
o Parenting education and support and family mentoring
o Family communication services
o Substance Abuse treatment services
o Domestic violence treatment
o Services to help youth achieve independence
o Independent living services for youth between the ages of 16 and 18.
o Day treatment services
o Youth mentoring services
o Youth sexual offender assessment and treatment
• Pitkin County may also contract with community agencies outside of County Diversion
through contracts with community agencies for programs that stabilize family life and
promote self-sufficiency in accordance with the goals of TANF.
~
The community resources in which Pitkin CounTy will invest include
prevention, early intervention, and treahnent services which assist youth
and families in achieving economic self-sufficiency, stabilizing families to
prevent family breakdown, prevention and reduction of out-of-wedlock
pregnancies, and promotion of two-parent families.
Pitkin County Health and Human Services will make the following in-kind services
available to recipients of County Diversion grants:
o Information and Referral services to other community agencies.
o Case Management and Service Coordination as provided by the public assistance
technicians in their existing role.
The decision to approve a County Diversion grant must be within budget allocations and as
funding allows. Pitkin County Depar[ment of Health and Human Services reserves the sole
authority to grant and deny all requests for assistance. When necessary, recoveries will be
pursued per Pitkin County's recovery policy.
by 'n
~C-~~1 V\~J~~` lZI?~-~'U
Health and Human Services Director Date
Pitkin Count,~ Board of Commissioners
~0
Countv Diversion Grant Procedures:
The Case Manager shall:
1. Determine that the applicant is not eligible for Basic Cash Assistance.
2. Review documentation that demonstrates the applicanYs need for a specific item or type
of assistance and determine that there is not a significant indication that ongoing
assistance is needed.
3. Obtain approval from the Deputy Director of Health and Human Services (if applicable).
4. Complete an Individual Responsibility Contract (IRC).
5. Review the expectations and terms of the County Diversion grant with the applicant.
6. Initiate a County Diversion payment and verify payments(s) in CBMS.
7. Document activities-in the case file and CBMS-related to the process and outcome of
the diversion grant (e.g. type of assistance, amount, estimates and receipts, and period of
ineligibility.)
8. In the event of a denial, document the reasons, which include but aren't limited to:
a. Applicant failed to pursue other forms of financial suppoR, without demonstrating
Good Cause, and the identified need can be addressed through other resources.
b. Applicant failed to demonstrate a need for specific item or type of assistance.
c. ApplicanYs expenses exceed income guidelines or available resources.
d. Applicant needs long-term assistance; short-term assistance will not lead to self-
sufficiency.
9. Participants are provided with a written notice of their potential benefits and right to
appeal.
10. Send all appropriate notices to applicant.
Signed by
v~~~ 1 Z~ Z~ I t~ ~S
Health and Human`Services Director
~l
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.4
Colorado Works
Reference
Colorado Revised Statute 26-2-707.5
CDHS Volume 3.637.1
Purpose
POLICY TITLE:
Community Resource Investment Assistance
Policy (CRIA)
EFFECTIVE DATE:
(December 17, 2008)
In accordance with Pitkin County's Procurement Policies and Procedures and CDHS Agency
Letter TCW-02-06-I, the Department of Health & Human Services shall negotiate and enter into
formal, written wntracts for specific services to Colorado Works participants and other
Temporary Assistance to Needy Families (TANF)-eligible residents of Pitkin County. The
following policy describes guidelines that are in effect in Pitkin County and are consistent with
state statutes and regulations.
Policy
Eligibilrty
The Pitkin County Department of Health and Human Services shall refer TANF-eligible
individuals to wntracted community resource providers for services. Case managers shall
determine eligibility based upon its pre-existing intake procedures. However, such contracts may
be utilized by TANF eligible people who simply show up for services - without any specific
referral from DHS.
To be eligible for services, a participant must meet the following criteria:
• Verified lawful presence
• Status of dependent child living in the home of a caretaker relative
• Household income must be $75,000 or less, annually
Use of Funds
Pitkin County shall contract with community resources providers to provide the following
services for TANF-eligible paRicipants:
• Mental Health -- individual therapy, Family therapy
• Substance Abuse -- screening, treatment, aftercare, case management
• Housing costs until a HUD section 8 voucher is available
• Job Development, intensive case management, life skills, job readiness classes.
• After School child care
10 /^
/'
• Child Care information and refenal, quality assurance
• Domestic Violence support services
• Teen Pregnancy Prevention
All services provided shall meet one of the four purposes of TANF.
Contractual arrangements
Pitkin County will enter into contracts with community resource providers to perform specific
services to Colorado Works participants and other TANF-eligible residents in Pitkin County.
DHS staff shall develop a written Scope of Services with each identified service provider.
Appropriate Department staff shall meet with the potential provider to determine services, unit
costs, billing method, accountability and reporting requirements, and a not-to-exceed amount.
Reporting requirements shall include the numbers of participants served, names of TANF-eligible
par[icipants served, documentation of participants' progress, and dates and types of services
provided. In addition, supporting documentation (e.g. income guidelines, survey information, and
federal or state grant participation) shall be required from each provider to verify that TANF-
eligible individuals are being served by the contract. Providers shall agree not to use TANF funds
to supplant any dedicated funds for purposes other than Colorado Works.
Providers shall agree to cooperate and coordinate with the Pitkin County Department of Health
and Human Services to serve TANF-eligible participants. Providers shall file quarterly progress
reports for the referred TANF-eligible participants. Repor[s shall include progress/barriers of
individual participants and feedback regarding additional services needed. Billing for services
shall occur on a quarterly basis and documentation shall include dates and descriptions of services
provided and names of TANF-participants served.
Pitkin County will contract with community agencies to provide services that address one or more
of the four federal TANF goals. The community resources in which Pitkin County will invest
include prevention, early intervention, and treatment services which assist youth and families in
achieving economic self-sufficiency, stabilizing families to prevent family breakdown, prevention
and reduction of out-of-wedlock pregnancies, and promotion of two parent families.
For Personal Responsibility and Work OppoRuniTy Reconciliation Act (PRWORA) Goals 1& 2:
Self-sufficiency and Family Stabilization
Families may be eligible for services:
• Whose children are living at home or with relatives within the Sth degree, and
• Who are US citizens or eligible qualified aliens, and
• Whose gross family income is less than $ 75,000/year, and
• Who are experiencing an emergency that impacts their ability to care for their children.
For PWORA Goals 3& 4: Reduction of out of wedlock pregnancy and Promotion of two parent
families, there are no income eligibility or residency requirements.
Contractors are responsible to obtain information from participants establishing participant
eligibility. Contractors maintain eligibility documentation for audit. Pitkin County reimburses
11 /3
contractors only for services to TANF eligible participants. Providers shall agree not to use TANF
funds to supplant any dedicated funds for purposes other than Colorado Works.
Signed by:
U \
Health and Human Servi~es Director
Pitkin Cou~ty Board of County Commissioners
12 /!~
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.5
TANF/Colorado Works
POLICY TITLE:
Domestic Violence Policy
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute 26-2-708(5)
CDHS Volume 3.602
Purpose
Domestic violence issues may prevent an individual from following through with a program or
obtaining and/or keeping employment. Pitkin County Department of Health & Human Services
shall provide assistance to help Colorado Works applicants and paRicipants who are or have
been involved in domestic violence or family violence.
Policy
Assessment
Pitkin County Department of Health & Human Services shall provide all Cblorado Works
participants with a state prescribed notice that contains the following:
• Procedures for voluntarily and confidentially self-identifying themselves as victims of
domestic or family violence.
• Referrals to any available counseling and support services.
• Procedures for applying for waivers from any program requirements.
• All Colorado Works applicants will be screened and identified using the state's domestic
violence screening form. Screening will occur during orientation.
Services available
Pitkin County will take care to maintain the confidentiality of all applicants/participants
who disclose domestic abuse. Participants will receive services in a culturally and
language appropriate and confidential manner. The county will provide a safe and secure
environment for victims to disclose and discuss abuse. Interviews will be conducted in a
private office. Interviews will be paced in a manner that develops rapport and trust.
Staffwill be trained in the domestic violence option and utilize the state approved
domestic violence packet. Information on domestic violence and local domestic violence
services will be displayed in reception areas and interview rooms.
Service coordination will occur with local domestic violence programs, law enforcement
and mental health services.
13 / ~~
Training
• Staff shall receive training in the recognition and treatment of issues specific to victims or
perpetrators of domestic violence. Works Staff attend state-sponsored domestic violence
training. Pitkin County will utilize training provided by staff certified by the Colorado
Department of Human Services or from community-based domestic violence programs.
• Pitkin County requires that any contractor who provides services related to assessments
or intake be trained in issues related to domestic violence. Certification of domestic
violence training will be included in all contracts for such services.
Signed by:
v~~j~,,,~,~~ 1-z1z-~1o ~
Health and Human Services Director Date
County Commissioners
14 /~
~
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.6
TANF/Colorado Works
Reference
POLICY TITLE:
Earned Income Tax Credit Policy
EFFECTIVE DATE:
(December 17, 2008)
Colorado Revised Statute 26-2-709(2)(b)
CDHS Volume 3.620.4
Purpose
The Earned Income Tax Credit (EITC) is a refundable tax credit that reduces or eliminates the
taxes that low-income working people pay; often, it serves as a wage subsidy for low-income
workers. Colorado Works participants in Pitkin County will have access to all necessary EITC
information and forms.
Policy
Pitkin County's EITC program is guided by the following criteria:
Services available
• Posters on the Earned lncome Tax Credit are displayed in all Pitkin County Health &
Human Services offices.
• Participants are provided information and technical assistance in how to apply for the
federal Eamed Income Tax Credit.
Signed by:
~ tl`~
Health and Human
Pitkin Coun~ Board of Commissioners
15 /~
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.7
TANF/Colorado Works
POLICY TITLE:
Employees as Participants Policy
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute 26-2-709(1&2); 26-2-707(1)
CDHS Volume 3.619; 3.6191; 3.621.21
Purpose
Any individual may apply for assistance and participate in the Colorado Works program, if
eligible. If a potential conflict of interest case is identified due to active Pitkin County Health
and Human Services employment, a determination shall be made regarding the appropriate staff
member to process and be assigned to the case.
Policy
Applications submitted by an employee of Pitkin County Heakh & Human Services will be
processed according to the same guidelines as all other applications. The Director will review
any planned action regarding an applicanUparticipant who is an employee of Pitkin County
Health & Human Services.
• If the individual is an employee of Pitkin County in a different department than
Health & Human Services, the Deputy Director or Director may determine that the
case be processed in the same manner as an active Health & Human Services
employee. Otherwise, the case shall be processed and assigned through regular
business process and reviewed on a regular basis by the Deputy Director or Director.
• In either circumstance, the case file will be kept in a locked filing cabinet, separate
from the other case files.
by:
~
Z~ll ti
Health and Human
Board of County Commissioners
16 / g
POLICY TYPE: Health & Human POLICY TITLE:
Services - Operating Grandparent Guardianship Policy
POLICY 1.8 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 709(1)(a.5)
CDHS Volume 3.600.19
Purpose
Pitkin County Health & Human Services may choose to provide a Basic Cash Assistance grant to
a grandchild who has exited foster care into the care of a grandparent.
Policy
Eligibility
Pitkin County will provide Temporary Assistance to Needy Families (TANF)/ Colorado Works
benefits to grandchildren exiting foster care into the legal custody or legal guardianship of a
grandparent at the need standard equal to the average foster care home maintenance payment.
Signed by:
~~~~~~ ~
Director, Health and Human Services
Pitkin
Commissioners
-~~t-o~
Date
17 /~
POLICY TYPE: Health & Human POLICY TITLE:
Services Hardship Extensions Policy
POLICY 1.9 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 26-2-716(5)(a)
CDHS Volume 3.622
Purpose
An assistance unit containing an individual who has received Federal Temporary Assistance to
Needy Families (TANF) assistance in Colorado or another state(s) as an adult for sixty (60)
months shall not be eligible for Federal TANF assistance unless granted an extension by the
county department due to hardship or domestic violence.
Policy
All participants shall have an opportunity to request an extension when a hardship has been
declared. A participant's request far an extension can be made in person, by phone, or in
writing. Extensions may be granted for up to six months; additional extensions may be granted,
if circumstances warrant the extension and it is requested prior to the end of the current
extension. If a request is not made timely, an extension may be granted by the county department
if the participant is able to demonstrate good cause: good cause shall be determined by the
county and is not appealable.
Eligibility
Pitkin County will consider offering a hardship extension if the following criteria exist:
• Inadequate, or unavailable:
o Childcare
o Housing
o Transportation
o Employment opportunities
• Disability of the spouse, immediate relative, caretaker relative or child, verified by a
certified professional
• Involvement in the judicial system by a member of the assistant unit
• Domestic Violence issues
• Family Instability
The Colorado State Department oF Human Services shall notify all participants who are
approaching the 60-month time limit on Federal TANF assistance. Pitkin County Department oF
Human Services shall make all reasonable efforts to contact the participants to explain the
extension process.
18 ~~
The Pitkin County Department of Health & Human Services shall make a decision to grant or
deny the extension within 30 days. The departmenY will notify the participant of the decision for
the extension request pursuant to Volume 3.830. If the extension is denied the notice shall
include the reason for the denial and explain the appeal process.
Additional criteria
Participants must enter into an Individual Responsibility Contract (IRC). The IRC shall include
activities to address the issues of the extension. Additionally, the IRC shall include the
timeframe requirements, sanction procedures for failing to comply and appeal rights.
Good Cause
Good Cause for non-compliance with the IRC conditions of the hardship extension shall be:
• Total disability of the participant or the participant is needed in the home to provide full-
time care for their spouse, immediate relative or disabled child. The disability of the
participant, spouse, immediate relative or the child must be verified and documented by a
medical statement.
• Victims of domestic violence who risk endangering themselves or their children by
participating in a Colorado Works activity
• Death ofan immediate family member
• Jury duty
Signed by:
Health and Human
1 ~. ~v ~~ /~ l Z
19 ~/
POLICY TYPE: Health & Human
Services
POLICY 1.10
TANF/Colorado Works
POLICY TITLE:
Individual Development Account
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute 26-2-716(2)(g)
CDHS Volume 3.620.5
Purpose
Pitkin County Department of Health & Human Services shall attempt to work with area
Financial Institutions to make opportunities available for Colorado Works participants to have
Individual Development Accounts (IDA) for eligible purchases.
Policy
Allowable use offunds
Individual development accounts may be used to set aside funds for
• home purchase,
• business capitalization, or
• higher education
in accordance with federal law.
Services available
Individual Development Accounts will be established for individuals upon request.
Signed by:
~1
-Z>-F -O
~
Chai n, Pitkin County oar of County Commissioners
/ ~~~~ ~`~`"
at
20 ~~
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.11
TANF/Colorado Works
POLICY TITLE:
Mental Health/Substance Abuse Policy
EFFECTIVE DATE:
(August 1, 2008)
Reference
Colorado Revised Statute 26-2-724
CDHS Volume 3.601, 3.6203
Purpose
Pitkin County Health & Human Services may need to make referrals, as appropriate, to mental
health and substance abuse services for Colorado Works participants and other Colorado Works
eligible residents in order to help them attain and maintain employment, establish healthy
families, keep children in their homes and achieve self-sufficiency. Pitkin County contracts with
area nonprofits specializing in mental health and substance abuse assessment and treatrnent to
provide these services.
Policy
Referrals far TANF mental health funds can come from two sources. First, Child Welfare or
Public Assistance staff may encounter children, couples, parents or families that do not warrant
child welfare intervention but who have identified a need to access mental health or substance
abuse treatment for family preservation but cannot afford it (gross family income is at or below
$75,000). Second, Pitkin County mental health vendors may encounter the same and may make
a referral to access TANF dollars. Families must meet the following criteria to be eligible for
services through TANF:
• Family income is less than $75,000
• Child(ren) have resided with a relative within the 5~' degree of kinship within the past six
months
• An emergency exists (based on family requesting assistance)
• Family members accessing services are US Citizens or eligible qualified aliens
It is in the interest of children, families and the community for Pitkin County to support these
families well before there is a child welfare crisis in the hopes of preventing abuse and neglect.
Pitkin County will provide TANF eligible families with funding for 12-18 therapy sessions once
a year as long as progress is being made. Families will be encouraged to utilize private insurance
for these services before DHS will authorize funding when applicable.
Assessment
Applicants are screened for mental health & substance abuse issues during the basic assessment
utilizing tools including but not limited to:
21 ~3
• New York State Behavioral Checklist
• The CAGE Questionnaire, if indicated through behavior or response
• Michigan Alcoholism Screen Test,ifindicatedthrough behavior orresponse
Services Available
Health & Human Services staff will connect families in need of inental health and substance
abuse services with appropriate providers. TANF funding for professional assessment and
treatment services is available under the Health & Human Services TANF purchased services
program.
Following Pitkin County Procurement policies and procedures the Deparhnent of Health &
Human Services will negotiate and enter into formal, written contracts for specific mental health
and substance abuse services that benefit Colorado Works participants and other Colorado
Works eligible residents of Pitkin County.
Signed by:
~~~~ ~
Health and Human SE4vices Director
County~oard of Commissioners
22 O/ C(
O
POLICY TYPE: Health & Human POLICY TITLE:
Services - Operating NON TANF MOE Funding
POLICY 1.12 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Agency Letter ( TCW-08-06-I; TCW 08-02-P.)
Purpose
Implementation of non-TANF inaintenance of effort (MOE) funding (notjob ready CTY MOE)
which will result in pulling specified participants out of the Federal Work Participation Rate
(FWPR) denominator ultimately increasing the FWPR while Pitkin county DHS and contract
partners continue to work with each participants.
Through Agency Letter TCW 08-02-P, the state allows such practice as to remove participants
who are disabled or not job ready from the FWPR. Effective April 1, 2008 CBMS will
accommodate counties wishing to remove specific BCA cases From the FWPR.
The cases removed from the FWPR will be funded through county funds called "maintenance of
effor[" (MOE) funds, not federal funds. This change will have a continuing accruing financial
impact to the County so it is critical that this type of case be monitored regularly for
appropriateness of coding.
It is vital that these cases be worked with as if they do count in the denominator. Pitkin County
requires each contractor to work with all participants until they are job ready and move them
quickly off assistance to employment, SSI or other long term programs.
Policy
Participants identified with serious barriers and are receiving intensive case management will
remain "not job ready with County MOE" for work for a minimum of four months. During that
time participants will have a current monthly assessment and IRC specifying a need for more
thorough assessments, referrals to contractors or other available services for testing, vocational
rehabilitation, mental health assessment, counseling, substance abuse treatment, domestic
violence services including safety planning, legal assistance, group and individual therapy, GED
or remedial classes, and will have a plan for ongoing monitoring. Participants who continue on to
the work/training track of the program will be entered as work ready on their fifrh month in the
program or at start of employment whichever is first. Participants who apply for SSI and remain
on the SSI track will remain coded as "Not job ready CTY MOE" until they become eligible for
SSI or become employed or off assistance. These SSI track cases will be reviewed quarterly to
confirm the length of time coded in this category remains warranted.
~ ~J
Participants who may be eligible for "not job ready CTY MOE" category are:
• Pregnant participants on medical holds
• Women on postpartum hold for six weeks after having their child
• Male or female participants who declare themsebes victims of domestic violence in the
past six months who are seeking or participating in counseling for the same issue
• Recent parolees (within the past three months) who are working with a vocational
specialist
• Refugees (within the first six months)
• Participants in need of shoR term crisis mental health counseling
• Participants working with a child welfare worker who requests limited or no activity for a
participation for a short term period
• Participants receiving short term medical treatment including surgery or therapy
• Participants with active substance abuse that are currently in time limited treatment
• Participants with limited education or learning disabilities enrolled in an adult education
program
• Participants with limited English skills who are participating in ESL classes
• Homelessness if working with an advocate to secure housing
Exceptions may be requested on a case by case basis. All participants are required to report hours
and will be eligible to receive all incentives equal to participants who are not in this category.
Signed by:
Health and Human
~~
;s Director
~~
Date
1Z~Z~{l0~
Pitkin County'}Board of Commissioners
24 ~ /
(p
NON-TANF MOE PROCEDURES
1. All participants paid with this source of funding shall have a tharough assessment and
current Individual Responsibility Contract (IRC) in the case file.
2. The household shall be treated for all purposes just like they are receiving federally
funded assistance.
3. The Colorado Works/TANF case manager will make all decisions regarding non-TANF
MOE eligibility.
4. The work activity that triggers this payment is titled "Not Job Ready- County MOE" or
"NR" component found in the Workforce Development screens in CBMS and must be
used in combination with another component and/or county defined work activity.
5. CBMS will use the actual staR date entered on the Maintain Activities screen in CBMS to
start this activity and remove the case from the Federal Work PaRicipation (FWPR) for
the report month in which the household was paid non-TANF MOE.
6. The timing of data entry to get the desired result whether that is switching to NON-TANF
MOE or switching back to TANF/Colorado Works payment sis crucial to attaining the
desired results. Following are examples:
a. Example 1: The NR component has a Create/Actual State Date of 9/26/07. This is
after batch cutoff so November is the next payment month. Participant will count
in the September and October FWPR and is excluded from the November FWPR.
b. Example 2: the NR component has a Create/Actual State Date of 9/1/07. This is
before batch cutoff so October is the next payment month. Participant will count
in the October FWPR and is excluded from the November FWPR.
a Example 3: the NR component has an End Date of 12/26/07. This is after batch
cutoff so February is the next payment month. Participant is excluded from the
December and January FWPR and counted in the February FWPR>
d. Example 4; the NR component has an End Date of 12/1/07. This is before batch
cutoff so January is the next payment month. Participant is excluded from the
December FWPR and counted in the January FWPR.
7. Payment of supportive services for these cases will be made in the form of a check or gift
card. Exceptions may be requested on a case by case basis.
8. Payment of IRC and participation incentives will be paid through CBMS.
by:
~~L
Health and Human 3ervices Director Date
25 O~ ~f
d~
POLICY TYPE: Health & Human POLICY TITLE:
Services Other Assistance Policy
POLICY 1.13 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 26-2-707(2)
CDHS Volume 3.620.1-3
Purpose
In an effort to support families to achieve self-sufficiency, Pitkin County may provide Other
Cash Assistance and/or supportive services to eligible Temporary Assistance to Needy Families
(TANF)/Colorado Works participants in order support employment and job training goals
outlined in the clienYs Individual Responsibility Contract (IRC). Additional Cash Assistance
may be one-time or ongoing assistance.
Policy
Income Eligdbility
Participants must be eligible for Basic Cash Assistance.
Other Eligibiliry
The decision to provide Other Assistance and/or supportive services will vary based on the
family's needs and issues and must be within budget allocations and as funding allows.
Allowable Use of Funds
Additional cash assistance may be provided to a Colorado Works client to support employment
and job training goals outlined in the clienYs Individual Responsibility Contract (IRC).
One-time cash assistance:
Pitkin County may authorize one-time assistance payments not to exceed $3,000. One-time cash
assistance may be authorized by the Deputy Director of Health and Human Services for the
following:
• Employment related transportation expenses
• Education tuition and enroliment expenses for high school, GED, ABE, or post-
secondary education
Tools, equipment or clothing required for employment
Glasses or other prosthetic devices necessary for employment and not covered under
Medicaid or Vocational Rehabilitation Services.
Relocation assistance with a firm job offer that will result in self-sufficiency and
termination of Works benefits
26 ~~
Housing or utility deposits or installation of phone service
Emergency assistance for shelter, childcare and food
One-time assistance payments may be extended over a four-month period.
On~g cash assistance:
Pitkin County may authorize ongoing additional cash assistance. Ongoing cash assistance may
be equivalent to no more than the monthly Basic Cash Assistance grant. Ongoing cash
assistance may be provided to assist with the following:
• Transportation expenses to paRicipate in employment, training or job preparation
• Training, work supplies and equipment not otherwise covered by Workforoe Investment
Act(WIA)
• Personal care items and services needed for entering work related activities
• Other work-related expenses specified in the Individual Responsibility Contract (IRC)
and approved by the County.
• Grandparents to the children who have been the subject of an open and active child
welfare case that resulted in guardianship with the grandparents may receive ongoing
cash assistance in an amount not to exceed the usual family foster care reimbursement of
Pitkin County.
Ongoing assistance payments may be extended over up to 24 months.
Payment
Benefit Levels:
• One-time Cash Assistance cannot exceed $4,000 per year up to 5 times per lifetime.
• Ongoing Cash Assistance cannot exceed the equivalent of one month of BCA.
• Auto Purchase Plan: cannot exceed $4,000 per year.
• Services Assistance cannot exceed the equivalent of $4,000 per year.
Pavment Process:
• Payments will be made to the vendor or direct payments will be made to participants,
based on individual circumstances.
• Payments made directly to participants will be provided on his/her EBT card.
• When vendor payments are not possible, the participant will be required to provide
receipts on purchases of over $50.
• Pitkin County Health and Human Services Deputy Director must approve grants greater
than $2,000.
• An Additional Assistance grant may not exceed $4,000 in any 12 month time period; no
more than 5 Diversion grants will be awarded in a life-time.
Additional Criteria
Restrictions on Other Assistance
• In order to receive Cash Assistance, recipient must be categorically eligible under
Colorado Works program. Additional or transitional needs must be documented and
27 ~(~
t
included in the Individual Responsibility Contract (IRC) between the participant and
Pitkin County, as reviewed and approved by the County.
• Service needs must be documented and included in the Individual Responsibility
Contract (IRC) between the participant and Pitkin County, as reviewed and approved by
the County.
Additional Services
Pitkin County Health & Human Services will connect TANF/Colorado Works participants with
other community services which support self-sufficiency goals and will use Works funds to
purchase these services through vendor payments when they are not available under Medicaid or
in the community without additional cost to the family or the agency. Purchased Services may
be provided in a total amount not to exceed $4,000. All services except for services related to
training and employment will be available to client families on a voluntary basis. Eligibility and
appropriateness for services will be determined by Health & Human Services staff in conjunction
with service vendors. Purchased Services may be provided to assist with the following:
Services to help families aig n emplovment
• Adult literacy and English as a Second Language
• Adult Basic Education or General Equivalent Diploma
• High School education tuition and enrollment costs
• Post Secondary education tuition and enrollment costs
• Pre-employment skills and Job coaching
• Transportation or translation
Services to help families achieve independence
• Legal services for domestic relations and landlord/tenant issues
• Financial and household management services
• Homemaker services for disabled adult caretakers or disabled children
• Medical case management services
• Child SuppoR Enforcement services - custodial parent fee
Services to help strengthen familv life
• Parenting education and support and family mentoring
• Family communication services
• Substance Abuse treatment services
• Domestic Violence treatment
Seroices to heln vouth achieve indenendence
• Independent living services for youth between the ages of 16 and 18.
• Day treatment services
• Youth mentoring services
• Youth sexual offender assessment and treatment
28 ~ O
Signed by:
U~. ~U ~_~---e~:ti~ ~2~1~1 ~ ~
Health and Human Selvices Director Date
Pitkin Count~ Bo~rd of Commissioners
29 ~ (
POLICY TYPE: Health & Human
Services - Operating
POLICY 1.14
TANF/Colorado Works
POLICY TITLE:
Out of Wedlock Birth Prevention Policy
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute: No state statute
CDHS Volume 3
Purpose
The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) requires
each state to "establish goals and take action to prevent and reduce the incidence of out-of-
wedlock pregnancies, with special emphasis on teenage pregnancies, and establish numerical
goals for reducing the illegitimacy ratio of the State (as defined in section 403(a)(2)(B)) for
calendar years 1996 through 2005." This is federal law and is not required by state statute, but
encouraged by the Colorado Department of Human Services.
Policy
Pitkin County Deparhnent of Health & Human Services shall provide all Colorado Works
participants with Service coordination with local programs that prevent Out of Wedlock Births.
Services available
• Community Health Services, a Pitkin County nonprofit organization, provides family
planning services and community education on teen pregnancy prevention.
• Family Visitor Program, a Pitkin County nonprofit organization providing parenting
support and community education on teen pregnancy prevention.
• Planned Parenthood in Glenwood Springs provides family planning services for Pitkin
County residents.
• Referrals to other medical providers to reduce the incidence of unplanned pregnancies are
made as appropriate.
• Pitkin County youth services nonprofits, including the Aspen Youth Center, Roaring
Fork Family Resource Centers, YouthZone and a variety of afterschool programs,
provide information and counseling on healthy behaviors to area youth.
by:
V~CA~w1 V ~ ~ ~
Health and Human Services Director
/~~~ ~~l~
Pitkin Cou~y Board of County Commissioners
30 3~
POLICY TYPE: Health & Human POLICY TITLE:
Services - Operating Sanctions Policy
POLICY 1.15 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 26-2-711
CDHS Volume 3.626
Purpose
Pitkin County Colorado Works staff shall determine and enforce appropriate levels of sanctions
for Temporary Assistance for Needy Families (TANF) participants who have not complied with
terms and conditions of the program.
Policy
Sanc[ion periods
Households that are sanctioned will have their Basic Cash Assistance (BCA) and any supportive
services cut.
• The first sanction shall be a 25% reduction in cash benefits for one month, or until cured.
If this sanction is not cured by the notice of action date, the case shall progress to the
second-level sanction.
• The second sanction shall be a 50% reduction in cash benefits for three months, or until
cured. Sanctions not cured by the notice of action date shall proceed to a third-level
sanction.
• The third sanction shall result in the termination of a family's cash assistance and
supportive services. A third-level sanction shall remain in place until the cause of the
sanction is cured, but not Iess than six months. Sanctions not cured by the end of the six
months shall remain in eFfect until cured. When the sanction is cured, a new assessment
and IRC must be completed prior to receipt of cash assistance.
• When a participant has reached a third-level sanction, all subsequent sanctions shall be
imposed at a third-level sanction.
• Sanction levels are cumulative.
Process
An appointment for conciliation will be provided in the first month after a client has not met
the cumulative hourly requirements of work activity or failed to complete a sanctionable item
as outlined in their Individual Responsibility Contract (IRC). The conciliation appointment
allows the client to explain the mitigating circumstances that interfered with compliance on
items within the Individual Responsibility Contract. If the client fails to appear for the
conciliation appointment and/or the depar[ment determines good cause does not exist, the 3-
tier sanction will be implemented.
31 ~13
/
Reason for Sanction
Sanctions will be imposed in accordance with State rules for sanctions and disqualifications.
Sanctionable items include:
• Refusal or failure to fully participate in one or more training, education or work related
activities as outlined in the IRC-3-tier sanction
• Failure to cooperate with Child Support Enforcement - 3-tier sanction
• Failure to secure immunizations For children -- 3-tier sanction
Good Cause
Good Cause exemptions will be determined by the Deputy Director of Health and Human
Services. Reasons for Good Cause for not imposing sanctions or closing case for demonstrable
evidence:
Failure to cooperate with Child Support Enforcement because of:
• Potential physical or emotional harm to children
• Potential physical or emotional harm to the parent or caretaker relative
• Pregnancy or birth of a child related to incest or forcible rape
• Legal adoption by a relative in the fifth degree of kinship, or a parent receiving pre-
adoption services
• Evidence of failure to immunize child(ren) due to medical or religious reasons.
Failure to comply with the terms and conditions of their IRC because of:
• Domestic violence, past or present, that interferes with the participant's ability to obtain
or maintain work
• Physical or mental illness, incapacity, or hospitalization of the participant or dependent
child that interferes with the par[icipanYs ability to obtain or maintain employment as
verified by a physician, professional counselor, therapist or other acceptable form of
documentation
• Verification of a disability that interferes with the participanYs abiliry to obtain or
maintain work, and when appropriate, an application for SSI/SSDI has been made and
written in the IRC
• Par[icipation in twenty hours, or more, per week in a certified drug/alcohol treatment
program
• ParticipanYs incarceration of less than thirty days
• Required court appearance for the participant or a dependent minor
• Breakdown in childcare arrangements or a lack of available and appropriate childcare
• Remotely located without transportation and unable to relocate or a breakdown in
transportation arrangements with no feasible alternative
• Verifiable emergencies or crises involving immediate members of the family
• Loss of housing which prevents the client from participating in the requirements of their
IRC
• Failure to accept or maintain ernployment when layoffs occur, wages are below
applicable federal and state minimum wage standards, working conditions present a risk
to health or safety, or Workers' Compensation protection does not exist
32 ~ Y
Death of an immediate family member
Jury duty.
Other situations, as determined by the TANF case manager.
Process for establishing Good Cause
A participant may request conciliation or a Good Cause exception from the imposition of
sanctions. Recipients must contact their case worker by phone or e-mail within three business
days of any emergency unless that individual is incapable of making such contact. A request for
conciliation is a request to explain the mitigating circumstance that interfered with compliance
on items within the Individual Responsibility Contract. A request for Good Cause exception
must be accompanied by written documentation of domestic violence; inability to obtain child
care; incarceration; jury duty; or family emergency or signed releases for the agency to obtain
such written documentation of Good Cause. Verification of a family emergency and review by
the Deputy Director or designees will be accomplished within two working days of the request.
During the period of the review, sanctions will not be imposed. The Deputy Director of Human
Services will determine approval of Good Cause. If the Good Cause determination is not
approved, the participant will be notified in writing of imposition of sanctions in accordance with
the general procedures of the Colorado Works program.
Appeals
The appeal period for proposed sanctions for Colorado Works begins with the mailing of a notice
of proposed action, listing the proposed action and the participant's appeal rights.
A notice of proposed action shall not be issued by the county department for proposed Colorado
Works sanctions until good cause, as determined by counry policy for non-cooperation with the
Individual Responsibility Contract, has been determined.
Sig d by: ,
~a ~~ ~~ ~ ~~. ~
Health and Human ervices Director
/~
Pitkin Coy~ty Board of County
33 ~
3
POLICY TYPE: Healt6 & Human POLICY TITLE:
Services- Operating Segregated Funds Policy
POLICY 1.16 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference:
Colorado Revised Statute 26-2-714 (5.5)
CDHS Agency Letters (TCW-02-12-A) ( TCW-08-06-I)
Purpose
In order for the county to have more flexibiliry in program design, Pitkin County will segregate
Federal and/or MOE funds, where appropriate, to serve TANF-eligible clients.
Definitions
Maintenance of Effort Obligation (MOE): The amount of county dollars that the County is
required to contribute annually to its TANF/Colorado Works Program based on the calculations
established by the base year's expenditures made pursuant to C.R.S 26-2-714 and any subsequent
adjustments authorized by the Colorado Works Allocation Committee.
Policy
The Pitkin County Deparhnent of Human Services shall segregate MOE funds from its federal
TANF block grant funds, in certain cases where appropriate.
Segregated MOE funds must meet the following criteria:
• meet a purpose of TANF;
• pay for benefits/services for families with dependent children;
• pay for benefits/services for participants who meet the County's Colorado Works
eligibility criteria for that benefiUservice;
• and may not be used as an obligation to receive federal funds under another program.
Use of Funds
The following purposes may be served via segregated funds:
• Extending the federal time limit for assistance: Pitkin County may use segregated MOE
funds to serve clients who have already received assistance for 60 months
• Medical Services: Pitkin County may use segregated MOE funds for medical bene£its
that would not be covered under Medicaid.
• Immigrants: Pitkin County may use segregated MOE funds to serve lawFully present
non-citizen immigrants that could not be served by TANF. Funds will be provided in
circumstances similar to County Diversion, based on our current policy.
• Capital Construction: Pitkin County may choose to use segregated MOE on a capital
construction project, based on the formula found in Agency Letter TCW-02-12-A.
34 ~~
• TANF purposed 3 and 4 for serving the entire community. Segregated federal funds may
be used to provide services that may include, but are not limited to maintaining two-
parent families, reducing out-of-wedlock births, Fatherhood initiatives, and serving teen
parents who are not in school.
Contractual Arrangements
Pitkin County will contract with providers using the standard Colorado Works template. Every
contract will include the following:
• need for the contract,
• contractor's name and credentials,
• services to be delivered and service delivety method,
• performance expectations,
• beginning and end dates of the contract,
• monitoring procedures,
• costs of service,
• contractor's role,
• reporting requirements,
• and a termination clause.
When segregating funds, TANF expenditures will be appropriately coded with the assigned
CFMS codes: restrictions that apply to the federal TANF funds shall be adhered to when
expenditures are coded to the federal cost pool; restrictions that apply to the local Maintenance
of Effort (MOE) expenditures shall be adhered to when expenditures are coded to the local MOE
cost codes. County staff shall utilize the specific codes authorized by the Colorado Department
of Human Services when coding TANF expenditures into CFMS.
Signed by:
~ v~e ~ 1 ZI?,~ 10
Director, Nan
Pitkin fZ`,ounty Board of County Commissioners
Date
D~
35 ~r~
POLICY TYPE: Health & Human POLICY TITLE:
Services- Operations State Diversion Policy
POLICY 117 EFFECTIVE DATE:
TANF/Colorado Works (December 17, 2008)
Reference
Colorado Revised Statute 26-02-707
CDHS Volume 3.619
Purpose
In an effort to support family stability, Pitkin County may consider a State Diversion grant for
eligible Colorado Works applicants or participants to enhance the family's quality of life and
promote sustainable employment. The amount of the Diversion grant shall be based on actual
verified needs and must be likely to restore or establish self-sufficiency to the family. The
following policy and procedures describe guidelines in effect in Pitkin County and are consistent
with State statutes and regulations.
Policy
Pitkin County's State Diversion program is guided by the following criteria:
Income Eligibility
• Par[icipation in the State Diversion program is available to families with dependent
children, who, at time of application, meet the eligibility criteria for the Colorado ~
WORKS Basic Cash Assistance program, yet do not require long-term cash assistance as
determined by the county's prescribed assessment process.
O[her Eligibility Criteria
• The family has experienced a short-term crisis beyond the family's control (three months
or less in duration), which has interfered with the family's usual ability to be
economically self-sufficient, and the family is not in need of long-term basic cash
assistance, based on client statement and income/employment verification. Time-limited
family emergencies may include a death in the immediate family; illness in the
immediate family, documented by a physician as requiring the care of the parent or
caretaker; a family disaster such as a fire, flood or major crime victimization; eviction
necessitating a search for housing; or other situations which are determined by the
County as meeting the definition of a time-limited family emergency beyond the family's
control.
• County staff will verify employment and other income that will be sufficient to assure
long-term self-sufficiency. Determination of self-sufficiency will compare total monthly
income to total monthly expenses for shelter, food, transportation, medical needs and
personal items as identified by the client.
36 ~~
The participant must demonstrate a need for a specific item or type of assistance as a
means to attain or maintain stable employment and self-sufficiency. The need and
employment shall be determined by the county's staff assessment and Individual
Responsibility Contract (IRC).
State Diversion grants for family stabilization may be used to meet the immediate needs
when the family requires in-depth assessment to determine if ongoing basic cash
assistance is appropriate.
Recipients of a State Diversion grant must agree in writing to a 12 month period of
Colorado Works ineligibility, unless good cause is determined as defined below:
o Families who have received an optional State Diversion payment may apply for
Basic Cash Assistance or subsequent diversion payments prior to the end of the
12-month exclusionary period for Good Cause. Good Cause provided for
exception to the 12 month rule; includes:
- parent ability to work
- pregnancy
- disabled child needing care
- lack of child care
- transportation issues
- domestic violence risk
- family trauma
• Recipients of State Diversion may receive up to 5 grants in a lifetime.
Allowable Use of Funds
Direct Services
• TranspoRation assistance for employment purposes
• Medical Assistance
• Shelter Costs/housing assistance
• Work-related supplies or equipment, including Work Clothes and/or tools, dues and fees
• Any other expenses that support economic self-sufficiency as determined by the Case
Manager
Pitkin County Health and Human Services will make the following in-kind services available to
recipients of State Diversion grants:
• Information and Referral services to other community agencies.
• Case Management and Service Coordination as provided by the public assistance
technicians in their existing role.
Benefit Levels/Timeframe Restrictions
• The amount of State Diversion payment may be up to $4,000 if sufficient to diveR the
37 ~ !f'
family from assistance and assure long-term self-sufficiency, or meets the immediate
needs to stabilize the family while in-depth assessment is completed.
• Recipients of State Diversion may receive up to 5 grants in a lifetime
• Recipients of a State Diversion grant must agree in writing to a 12 month period of
Colorado Works ineligibility, unless good cause is determined as defined below:
o Families who have received an optional State Diversion payment may apply for
Basic Cash Assistance or subsequent diversion payments prior to the end of the
12-month exclusionaty period for Good Cause. Good Cause provided for
exception to the 12 month rule; includes:
- parent ability to work
- pregnancy
- disabled child needing care
- lack of child care
- transportation issues
- domestic violence risk
- family trauma
Pavment Process
• Payments will be made to the vendor or direct payments will be made to participants,
based on individual circumstances.
• Payments made directly to participants will be provided on his/her EBT card.
• When vendor payments are not possible, the participant will be required to provide
receipts on purchases of over $50.
• Pitkin County Health and Human Services Deputy Director must approve grants greater
than $2,000.
• A State Diversion grant may not exceed $4,000 in any 12 month time period; no more
than 5 Diversion grants will be awarded in a life-time.
Additional Criteria
• The State Diversion participant must enter into an Individual Responsibility Contract that
documents why he/she does not need ongoing assistance, specifies the need for and type
of assistance to be provided, and defines the terms and expectations of the grant.
The decision to approve a State Diversion grant must be within budget allocations and as funding
allows. Pitkin County Department of Health and Human Services reserves the sole authority to
grant and deny all requests for assistance. When necessary, recoveries will be pursued per Pitkin
County's recovery policy.
b~~,..~~ ~-~ J ~~_ ~ lZ ~~-~-V l~ ~
Health and Human
Date
Pitkin County~oard' of Commissioners
38 I ,~
i~
State Diversion Procedures:
The Case Manager shall:
1. Determine that the applicant is eligible for Basic Cash Assistance.
2. Review documentation that demonstrates the applicanYs need for a specific item or type of
assistance and detettnine that there is not a significant indication that ongoing assistance is
needed.
3. Obtain approval from the DepuTy Director of Health and Human Services (if applicable).
4. Complete an Individual Responsibility Contract (IRC).
5. Review the expectations and terms of the State Diversion grant with the applicant.
6. Initiate a State Diversion payment and verify payments(s) in CBMS.
7. Document activities-in the case file and CBMS-related to the process and outcome of the
diversion grant (e.g. type of assistance, amount, estimates and receipts, and period of
ineligibility.)
8. In the event of a denial, document the reasons, which include but aren't limited to:
a. Applicant failed to pursue other forms of financial support, without demonstrating Good
Cause, and the identified need can be addressed through other resources.
b. Applicant failed to demonstrate a need for specific item or type of assistance.
c. ApplicanYs expenses exceed income guidelines or available resources.
d. Applicant needs long-term assistance; shQrt-term assistance will not lead to self-
sufficiency.
9. Send all appropriate notices to applicant.
Signed by
~~~~ ~~-- ~ J ~~ ~` i Z ~2,~f ~ ~
Health and Human Sei ices Director Date
39 ~//
,~
POLICY TYPE: Health & Human
Services
POLICY 1.18
TANF/Colorado Works
POLICY TITLE:
Statutory Rape Prevention
EFFECTIVE DATE:
(December 17, 2008)
Reference
Colorado Revised Statute: No state statute
CDHS Volume
Purpose
The Personal Responsibility and Work OppoRunity Reconciliation Act (PRWORA) requires
each state to "conduct a program designed to reach State and Iocal law enforcement officials, the
education system, and relevant counseling services, that provides education and training on the
problem of statutory rape so that teenage pregnancy prevention programs may be expanded in
scope to include men." This is a Federal law and is not required by State statute, but is
encouraged by the Colorado Department of Human Services.
Policy
Services available
Pitkin County Department of Health & Human Services shall provide all Colorado Works
participants with Service coordination with local rape crisis programs, law enforcement and
mental health services.
• Community Health Services, a Pitkin County nonprofit organization, provides family
planning services and community education on teen pregnancy prevention for Pitkin
County Health & Human Services.
• Response: Help for Victims of Domestic Violence and Sexual Assault, a Pitkin County
nonprofit organization, provides a 24-hour crisis line, volunteer advocates, training and
safety plans, support groups (in English and Spanish) and community outreach.
• Aspen Counseling Center, a Pitkin County nonprofit organization, provides mental health
services.
• All services listed above are for teenagers as well as adult women and men.
• Law enforcement participates in the Child Protection Team meetings where human
service specialists in youth & family services, case managers, youth programs
emphasizing prevention of at-risk behaviors, mental health and substance abuse
professionals and school counselors work together to provide wrap-around services for
youth in crisis and to prevent troubled youth from reaching crisis.
• Monthly meetings are convened by Pitkin County Heahh & Human Services (the "POD")
that bring together county health & human services staff and nonprofits in the areas of
public health, domestic violence/sexual assault, mental health, and youth services, among
others, to network and address community issues and concems.
4o y2
Signed by:
~~ ~~-, y`--~~~~~ ~-~ t~Z~~ b ~
Director, Pitkin County
and Human
/.
Pitkin Counyf~Board of County Commissioners
4~ ~.~3
POLICY TYPE: Health & Human
Services - Operating
POLICY 119
TANF/Colorado Works
POLICY TITLE:
Work Participation Policy
EFFECTIVE DATE:
(December l7, 2008)
Reference
Colorado Revised Statute 26-2-703(21)
CDHS Volume 3.631.1-3
Purpose
Adult participants in Temporary Assistance for Needy Families (TANF) are required to engage
in work activities when they are determined to be job ready or once the participant has received
assistance for 24 cumulative months. County Colorado Works staff shall determine job
readiness and appropriate work activities.
Policy
Job Ready
An individual is "job ready" when they possess the job skills and experience which meet the
requirements of local employers for employment, when the jobs available are consistent with a
long term goal for self-sufficiency, and when child care and transportation are available in the
community to support an employment plan.
Federa[ WorkActivities
The following work activities may be used to meet work participation rates as established by the
Federal govemment, as well as to satisfy the 24-month work requirement.
• Unsubsidized employment
• Subsidized private sector employment
• Subsidized public sector employment
• Work experience
• On-the-job training
• Job search/Job readiness
• Community Service programs
• Vocational education training
• Job skills training directly related to employment
• Education directly related to employment
• Satisfactory attendance at secondary school or a GED program
42 yy
Other WorkActivities
Additionally, Pitkin County has defined county-only activities to promote job readiness that may
be specified in the paRicipanYs Individual Responsibility Contract (IRC) and shall meet the 24-
month requirement.
• Domestic violence, mental health or substance abuse treatment that is necessary in order
to participate in other work-related activities.
• Participation in Adult Basic Education or English as a Second Language studies.
Young Child Exemption
Participants with a child under the age of 3 months will not be required to participate in work
activities.
Verification and Supervision of Participation Hours
The following forms and documentation of paRicipation shall be used to verify participants'
participation in approved work activities:
• Timesheets signed by the site supervisory for CWEP, AWEP, and Community Service
activities.
• Attendance sheets signed by the instructor that document grade-point average for each
class and hours of study time for approved educational activities
• Job search forms with the hours and job contacts made, signed by a workforce center
staff inember and/or verified by the assigned case manager
• Pay stubs or a letter from the employer for employment activities
• Monthly progress reports with hours of participation for job readiness activities for
mental health, substance abuse treatment, or rehabilitation services.
• Additionally, the case manager may call work activity site instructors, providers, site
supervisors, and employers to verify monthly participation hours and progress.
Supervision is reguired for all unpaid work activities:
• Educational activities will be supervised by an agent of the institution where the
participant is performing the activity.
• Job search/Job readiness activities shall be conducted the Workforce Center, Mental
Health/Substance abuse providers, and/or the assigned case manager.
• Work experience, on-the job training, and community service activities will be
supervised via an agency sponsor agreement between the work site and county health &
human services staff.
Holidays and excused absences
TANF participant will be granted up to ten days of excused absences *per year, with no more
than two days in any month.
Absence from a work activity for any portion of a day will count as a full day absence. In order
for the participation hours to be counted, the participant must notify their Case Manager prior to
the absence. Allowable excused absences may include, but are not limited to the following
reasons:
• Unavailable Child Care
43 [/~
,7
• FuneralLeave
• Legal of Civil Hearing ~
• Site closed due to weather or for child if attending school
• Medical appointment for self or child
• Substance abuse treatment/counseling appointmenUprobation appointment.
• Hospitalization of self, child, or other immediate family member
Case managers may approve additional excused absences, with respect to cultural and religious
reasons, on an individual or case-by-case basis. Any approved absences, beyond the 10 allowed
excused absences *per year, will not count towards work participation, yet will not result in a
sanction.
10 holidays will be recognized by Pitkin County, *per year:
New Years Day Christmas Eve Day
Presidents Day Chrishnas Day
Independence Day Memorial Day
Thanksgiving Day Labor Day
Day afrer Thanksgiving Veterans Day
*Per year - the year will commence in the first month in which a participant receives a Basic
Cash Assistance grant.
Signed by:
d~
Health
Director
Pitkin Coun~ Boa~d of CounTy Commissioners
~ ~c