HomeMy WebLinkAboutbocc.res.125.2016 CO(dTRACTN&b'5- 2d/'
(414otLJ )
RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF PITKIN COUNTY,COLORADO
TO APPROVE AN IGA WITH PROWERS COUNTY FOR
PROVISION OF HOTLINE COUNTY CONNECTIONS
(HCCC)SERVICES FOR PITKIN COUNTY
DECEMBER 1, 2016-NOVEMBER 30, 2017
RESOLUTION NO. / 25 -2016
RECITALS
1. Pitkin County is committed to preserving safe and stable families.
2. Pitkin County receives approximately 250 Child Abuse and Neglect referrals each year
and Hotline calls take an average of 6o minutes each.
3. Pitkin County will increase efficiencies by entering into this IGA with Prowers County
who will provide 24 hour/7 days a week coverage of Hotline calls on behalf of Pitkin
County.
NOW,THEREFORE,BE IT RESOLVED by the Board of County Commissioners of Pitkin
County, Colorado that:
1) It hereby approves a Resolution approving an IGA with Prowers County for
provision of Hotline County Connections(HCCC)Services from December 1,2016-
November 30,2017;and
2) Further, it hereby authorizes the Chair or the Director of Health and Human services
to sign the agreement on behalf of the County and further,authorization for the
Director of Health and Human services to sign all future amendments for the IGA
with Prowers County for HCCC services with approval of such by the county
manager.
INTRODUCED AND FIRST READ ON THE " DAY OF)144/6)16 AND SET
F R SE OND READING AND PUBLIC HEARING ON THE/(;Q, DAY OF
016.
NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE
RESOLUTION PU��ISHEQIN THE ASPEN TIMES WEEKLY ON
THEDAYOF i,,,.,, 2016.
NOTICE OF PUBLIC HEARING AND FULL TEXT POSTED ON THE OFFICIAL
ITKIN COUNTY WEBSITE(www.pitkincounty.com)ON THE .t 4 DAY OF
inali Kl 2016.
ADOPTED AFTER A FINAL REA re AND PUBLIC HEARING AND FULL
TEXT ON THE /bn DAY OF' 2016.
PUBLISHED BY TITLE AND SHORT SUMMARY, ER ADOPTION,IN THE
ASPEN TIMES WEEKLY ON THE )Y DAY OF .tuber 2016.
PUBLISHED BY TITLE AND SHORT SUMMARY ON THEJQFFICIAL PITKIN
COUNTY WEBSITE(www.pitkincounty.com)ON THE /$ DAY OF
%i,/„.kur 2016.
T BOARD OF COUNTY COMMISSIONERS
B, II .;r i , F 43LtC `h1212`" (C`)
J r ette Jones Rachel E.Richards,Chair
e F puty County Clelik
Date: //-
APPROVED AS TO FORM: MANAGER APPROVAL
John , o • omey Jon Pyla ck,County Manger
A4lackrine v(+ Lei CONTRACT#► 443-20/`
INTERGOVERNMENTAL AGREEMENT([GA)
Between
PITKIN COUNTY
And
PROWERS COUNTY
PURPOSE:
▪ This Intergovernmental Agreement OGA)is developed in pannerahip between Prowers County
and Pitkin County with confirmation by the State of Colorado.
▪ The purpose of thejoint agreement is to facilitate the Prowers County Hotline County
Connection Center(HCCC)with answering and processing of Child Welfare(CW)related
Hotline calls and performing the tasks outlined in this IGA. In addition,Pitkin County agrees to
provide all conditions identified in the IGA to assist the HCCC with successfully taking the
Hotline calls so Pitkin County can complete the final disposition of each call.
EFFECTIVE DATE:
▪ This IGA becomes effective on 11/012016 for the period of 12 months,ending I(/012017.
LETTER OF RENEWAL OPTION:
• To renew the WA,the requesting county,30 days prior to the End Date of the existing
IGA,shall send an Option to Renew Letter requesting the renews/of IGA,without changes.
The county receiving the Option to Renew Letter will then have 30 business days to reply to the
request for renewal with any proposed changes to the WA or accept the Option of Renewal with
all terms and conditions intact until the next End Dale In the event proposed changes are made
then both parties must agree and the changes must be codified In writing by changing the[GA
and/or supporting Amendments and signed by all parties.
CANCELLATION:
Any puny may,at its sole discretion,terminate or cancel the IGA upon 30 days'written notice to
the other party.
COST FOR SERVICE(S):
▪ The calculations used to determine the cost of services are based on an annual projection of the
number of Child Protection Program Area 5,Program Area 4 and Institutional reports taken and an
equivalent number ofOther Child Welfare(C/W)Inquiry related call reports(10 calls- I report).
Each county Is allocated 48 free reports which are subtracted from the total number of projected
reports.
Projections are based on the total monthly average number of repast taken for the most current 12
month period.If there am not 12 full months then the basis will be all reports taken since August
2015 then extrapolated to represent 12 months.
The cost for the HCCC to provide call coverage is based on S22.00 per report taken plus the Other
C/W equivalent reports less the 48 free reports.
The cost of call coverage services provided to Pitkin County pee the terms of the IGA is
Projected number of reports annually: 187
Projected number of Other CW Inquiries: 4
Less the Mnual allotment of reports: 48
Total Number of Projected Reports: 143
Times the Cost per Report: 522.00
Total Mnual Cost for all Coverage Semites: 5 3,163
• The flowers County will invoice for the associated services in a timeframe mutually agreed to
with Pitkin County. Pitkin County will submit payment ofthe invoice within 60 days of receipt.
• In the event the HCCC must expend additional funds to accommodate adding additional positions to
take calls on behalf of counties,the cost of that expansion may be proponionately distributed amongst
all counties requesting HCCC Call Coverage Services.Should this situation arise,Counties will be
notified 60 days In advance so they can decide to continue Call Coverage Services or invoke the
cancellation clause.
JOINT RESPONSIBILITES SHARED BETWEEN PI THIN COUNTY AND PROWERS COUNTY HOTLINE
COUNTY CONNECTION CENTER.
Both Powers County and Pitkin County acknowledge that the State ofColorado Department of Child
Welfare must concur with this IGA prior to final execution.
This IGA was preceded by an official request of call coverage services from the Board olCounty
Commissioners for Pitkin County.
• Both ponies understand that nothing in this agreement supersedes nor replaces each pony's
requirements and responsibilities to follow and adhere to all requirements as set forth in Statute,
Volume 7 Rules and/or Division of Child Welfare Policy.
GENERAL RESPON5IBILTTIES OF HOTLINE COUNTY CONNECTION CENTER
The Hotline County Connection Center(HCCC)will make the appropriate muting changes and take all calls
for Pitkin County 21 hours a day,7 days a week and document dose calls as appropriate.
2. MI next step decisions regarding Hotline call records will be left to the discretion of Pitkin County.The
County will be responsible to complete a review of all information in the Trails Hotline Application(IRA)
and Trails to ensure appropriate disposition.
3. Rendre.(Referrals)taken by the HCCC will be entered Into the TRA,submitted,and transferred to the
county's Trails Inhofe.When Pitkin County is notified,HCCC will provide the Hotline ID,Referral ID,family
last name,and a brief synopsis of the report(if requested).
a. Before transferring primary responsibility of the report to Pitkin County the HCCC will need to type in
the first and last name of who we gave the information to in two places in Trials,Assign tab Summary
box and Referral Notes.
b. HCCC will provide the Hotline ID and/or Referral ID number via personal contact(pursuant to Volume 7
Rules)to an entity designated by Pitkin County.
4. If the HCCC believes the report is of an immediate response nature,the HCCC will nolity Pitkin County
while information Is being entered Into the THA.
5. FarChlld Walfam fnoutries notification of the call will occur via personal contact(pursuant to Volume?
Rules)to an entity designated by Pitkin County and will be sent to Pilkln County's Pending Incoming Hotline
Queue.HCCC will provide the Hotline ID number and a brief synopsis(If requ Wed). It will be the
responsibility of Rifkin County to check the pending queue and manage the fin 11;disposition of all records.
6. HCCC will notify Pitkin County with the Hotline ID end will type in the first name,last name and time the
information was given to Pitkin County.
7. (n(ormndnn and Referral fnnon-C/In calls will be sent to Pitkin County's Pending Incoming Hotline Queue
(pursuant to Volume 7 Rule).It will be the responsibility of Pitkin County to check the pending queue and
manage the final disposition of all records.Call purpose will be included in the comments. Callers will be
redirected back to the Pitkin County main Department of Human Services number.
a. If HCCC receives a call from low enforcement to medkalpersannel that requires immediate response from
Pitkin County.the call will be transferred to a Pitkin County on-call designee,if not available then a message
will be taken and HCCC will continue to make attempts to notify the Canty.If appropriate,the HCCC will
take a report while notifying the County,
9. HCCC's primary role is managing CW calls and related reports. In the event Adult Protection Servlers
(APS)calls are inadvertently routed to the HCCC the HCCC agrees to:
a. If during the day lime business hours,transfer the call to the designated APS number(or Pitkin County.If
the HCCC should take an APS report It will be documented In the Colorado Adult Protection System
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MEMORANDUM OF UNDERSTANDING
Between
PI TKIN COUNTY
And
PROWERS COUNTY
1. PURPOSE:
L This Memorandum of Understanding (MOU) is developed in partnership between Prowers
Courtly and Pitkin County,with confirmation by the State of Colorado(State),for the management
and administration by Prowers County of the State's hotline for the reporting of child abuse or
neglect(Hotline).
2. Plower$County,through the Prowers County Hotline County Connection Center(HCCC),agrees to
answer and process Child Welfare (CW) related Hotline calls for Pitkin County (Call
Coverage/Information Gathering Services)and perform the tasks outlined in this MOU. In addition,
Pitkin County agrees to perform the tasks identified in the MOU to mist the HCCC with successfully
taking the Hotline calls so P"County can complete the foal disposition of each cad.
II. EFFECTIVE DATE:
1. This MOU becomes effective co 03/01/2018 for the period of 12 months,cadlas 1213112018.
III. LETTER OF RENEWAL OPTION:
I. To renew the MOU,the requesting county,30 days prior to the End Date of the existing
MOU,shall send an Option to Renew Letter requesting the renewal of ft MOU for an additional
one-year period,without changes. The county receiving the Option to Renew Letter will that have 30
business days to reply to the request for renewal with any proposed changes to the MOU or accept the
Option of Renewal with all tams and conditions intact until the next End Dales. In tie event
proposed changes aro made then both parties must agree and the changes most be codified in writing
by changing the MOU and/or supporting Amendments and signed by all partes.
IV. CANCELLATION:
1• Any ply may,at its sole discretion,terminate or cancel the MOU upon 30 days'written notice to the
other party.
V. COST FOR SERVICE(S):
1. The calculations used to determine the cost of the Call Coverage Services are based on an annual
projection of the number of Child Protection Program Area 3,Program Area 4 and Institutional
reports taken and an equivalent number of Other Child Welfare(Other CW)Inquiry related tall
reports(10 calls-1 report).
2. Pitkin County is allocated 48 fife child welfare reports which ase subtracted&ora the total number of
projected reports.
3. Projections we based on the total monthly average number of repotts taken for tie most current 12
month petiod.Projections for this MOU were based on based on actual HCCC reports taken from
November 1,2016 through July 31,2017(83),plus the telephone based reports in ROM from August
1,2016 through October 31,2016(69).The cast for the HCCC to provide Cad Coverage Services is
based on$22.00 per report taken plus the Other CW equivalent reports less tie 41 free Child Welfare
reports.
4. Adult Protection Services(APS)calls are based on actual HCCC reports taken from November I,
2016 through July 31,2017,plus the number of projected APS Division projected calla from August
1,2016 through October 31,2016.The cost for the HCCC to take APS reports is$10.00 per report.
However,Pitkin County takes their own APS reports so there is no additional cost for APS reports.
5. In the event the HCCC mast expand additional feuds to accommodate adding additional positions to
Woe calls on behalf of other counties,the cost of that expansion may be Proportionately distributed
amongst all counties requesting HCCC Call Coverage Services.Should this situation arise,Pitkin
County will be notified 60 days in advance of any additional costs required Ebr HCCC's services so it
can decide to continue Call Coverage Services or invoke the cowedation clause.
• 1
6. The Prowers County will invoice for the associated services in a dmeframe mutually agreed to with Pitkin
County. Pitkin County will submit payment of the invoice within 60 days of rtccipt.
7, The costs of Call Coverage Services provided to Pitkin County per the terms of the MOU arc:
Projected manber of"Pon$anmuttlly: 132
Projected number of other CW taqulrics: 0
Less the Annual allotment of reports: 48
"Total Number of Projected Reports, 104
Times the Coat per Report: $22.00
Cast of Child Welfare Reports: 82,288.00
0 APS Calls 0$10.00 per MOM $0.00
Total Annual Cost for Call Coverage Services: $2,288.00
VI. JOINTRESPONSIBILITES SHARED BETWEEN PITKIN COUNTY AND PRONVERS COUNTY
HOTLINE COUNTY CONNECTION CENTER.
I. Both pmwers County and Pitkin County acknowledge that the State of Colorado Department of Child
Welfare trust concur with this MOU prior to final execution,
2. This MOU was preceded by an official request for Call Coverage Services from the Board of County
Commissioners for Pitkin County.
3. Both parties understand that nothing in this agreement supersedes nor replaces each panty's
requirements and responsibilities to follow and adhere to all requirements as set forth in Colorado
Statute,Volume 7 Rules(Volume 7 Rules)and/or Division of Child Welfare Policy,
VII. GENERAL RESPONSIBILITIES OF HOTLINE COUNTY CONNECTION CENTER
1. The HCCC will snake the appropriate routing changes and take ail Hotline calls for Pitkin County 24 hours
a day,7 days a week.
2. All next step decisions regarding Hotline call records will be efl to the discredon of Pitkin County.The
County will be responsible to complete a review of all information in the Trails Hotline Application(M)
and Trails to ensure appropriate disposition.
3. AgW Refenats taken by the HCCC will be entered into the THA,submitted,and transferred to Pitkin
County's Trails hub=When Pitkin County is notified,HCCC will provide the Hotline ID,Rcfonal ID,
family last name,and a brief synapsis of the report.
a. Before tra nsfetsing primary responsibility of the report to Pitkin County the HCCC will typo In the
first and last name of the Pitkin County employee who receives the HCCC information in two places:
in Trials,Assign tab Summary bon,and in Referral Notes.
b, HCCC will provide the Hotline W and/or Referral ID number via personal contact(pursuant to
Volume 7 Rules)to an to*designated by Pitkin County.
4. If the HCCC believes the report is of an immediate response nature,the HCCC will notify Pitkin County
while information is being entered into the THA.
5. For Child iVdfiure IOau les notification of the call will occur via personal contact(pursuatt to Volume 7
Rules)to an entity designated by Pitkin County and will be sent to Pitkin County's Pending Incoming
Hotline Queue.HCCC will provide the designated entity with the Hotline ID number and a brief synopsis.
It will be the responsibility of Pitkin County to check the pending queue and manage the final disposition
of all records.
6. HCCC will nu fy Pitkin County with the hotline ID and will type in the first name,last new of the Pitkin
County employee receiving the information and time the lafotmation was given to Pitkin County.
7. Infarmadon and Referral fnon-Olq calls will be sent to Pitkin County's Pending Incoming Hotline
Queue(pursuant to Volume 7 Rule).It will he the responsibility of Pitkin County to check the pending
queue and manage the final disposition of all records.Call purpose will be included In the comments.
Callers will be redirected back to the Pitkin County train Department of Human Services number.
2
8. If HCCC receives a call from fp{r eaParrrunt or mdkol that requires immediate response
from Pitkin County,to call will be trsasfnarred to an Pitkin County on-call desigtec;if not available then a
message will be taken and HCCC will continue to make attempts to notify the County.If appropriate,the
HCCC will take a report while notif'ft the County.
9. HCCC's primary role is managing CW calls and related reports. In the event Adult Nowman Servicer
(APS)calls are inadvertently routed to the HCCC the HCCC agrees to:
a. If during the day time business hours,transfer the call to the designated APS number for Pitkin
County.If the HCCC should take an APS report it will be documented in the Colorado Adult
Protection System(CAPS)and in the THA.Once complete,the record will be transferred to the
THA County's Pending lamming ing Hotline Queue. Pitkin County will confirm receipt and update in the
b. if an APS call is regarding an adult over 70 years old,the HCCC will document the call in the THA
and advise the reporter to call local law cuforccm=L The HCCC will then notify the County of the
call.
c. If the call arrives during after-how then the HCCC will document the call in CAPS and THA Once
complete,the record will be transferred to the County's Pending Incoming Hotline Queue, Pitkin
County will confirm receipt and update in the THA.
d. if the HCCC determines the volume of APS calls exceeds the reasonable ability to take those calls the
HCCC has the right to refuse taking such calls. In doing so the HCCC will work with the Stats to help
develop options for routing APS rails to another agreed upon entity.
VIII. GENERAL RESPONSIBILITES OF PITKU4 COUNTy:
I. Pitkin County will provide an updated list ofon-call Pitkin County employees'name(s)or designees and
telephone/cellphone numbers at all times.The on-call list will include backup contact name(s)and
number(s)in case the first employee is unable to answer within the notification time fame as outlined in
Volume 7 Rules. If the designee changes it is the responsibility of the Pitkin County to immediately inform
the HCCC of the change and to provide the required contact telephone number,
2. Pitkin County will notify the HCCC of any special circumstances where Pitkin County staff will be
unavailable by voice telephoodoellphone(i.e.,employees arc in court,meetings,training,etc.). Pitkin
County should make every attempt to identify another entity that can receive notification. This can be any
entity designated by Pitkin County.
3. Pitkin County cast access the call recordings,will monitor and appropriately status all calls in their Pending
Queue In the THA and status all records by the end of the nett business day or 12 business hours;
whichever is greater.
VL GENERAL PROVISIONS
I. This MOU is not intended to create any agency or employment relallonships between the parties nor is it
Intended to create any third party rights or beneficiaries
2. Nothing contained berefn shaft be construed as a waiver of any party of any immunity at law including
irtrmunity granted under the Colorado Governmental Immunities Act.
3. No modification or waiver of this MOU or of any covenant,condition,or provision herein contained shall
be valid amless in writing and duly executed by the party to be charged therewith.
4. This MOU and the parties'conduct hereunder shall be subject to local,state and federal laws and
reguleflons,including requirements associated with confidentiality of Information and HIPPA privacy
requirements.
5. The Parties to this MOU arc subject to the provisions of Colorado Constitution,Article X,Section 20
CTABOR")regarding multiple fiscal year obligations. Therefore,no obligation extending beyond
December 31,2017,shall be enforceable unless and until County,acting through the Board,has adapted a
budget for 2018 providing for payment of such obligations.Pitkin County shall immediately aotifjr Provers
County ehouM finding under this MOU fail to be appropriated In such instance,Prowers County may
immediately terminate this MOU.
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Pitkin County 2018 Proposal for HCC+C Call Coverage Program
8y Rule,Counties have the option to ask the State take their Hotline calls. The State has developed s program to serve
that request.Currently 29 Counties have taken advantage of this opportunity and 2 more are seeking approval. See
attached list.
This program provides significant benefits for smaller counties.
• Provides guaranteed coverage during resource shortages caused by vacancies and various leaves(vacation,FML,
maternity,Illness,etc.).
• Eliminates crisis coverage scenarios caused when scheduled call takers have to be in court,out on a placement,
taking a walk-in report,making a family visit,and other day to day events.
• Consistent implementation of best practice as related to Enhanced Screening requirements when taking a
report.
• Better option for After scours coverage due to problems caused by cell phone coverage,last minute emergencies
Impacting on-call call taker(family emergencies),and situational Issues when receiving a call while driving„etc..
• Morale booster for Staff by reducing stress associated with taking reports.They can now concentrate on case
management not call taking.
• Helps make your community children safer by removing"everyone knows everyone"syndrome.Often reporters
hesitate to make a complete report because they know the local call takers know them.This allows the
Reporter to speak frosty and helps gamer a complete report and remove any Inadvertent biases.
• Small Investment for a huge gain.Counties can use allocation funds to pay for services.
Projected Reports
Pitkin County 2018
Timeframe Annual Total
After Hoang Only-Reports 4g
Business Nouns Only-Repots i 106
Total Reports 152
Annual ANopnaent of Fcee,Reports 08
Reports exceedir g A13ahnent t04
Cost of the full'time Can Coveraare Pro =tg►$22 per report. � $2,288.00
APS Reports 0$10 per report + $N/A
How program works
• The current MDU runs from November 1,2016 thru December 31,2017. We are In the process of synchronizing
the MOU periods with the County fiscal periods(Jan-Dec). To accomplish this task the HMC will extend the
period for taking Pitkin County calls to December 31,2017 at no additional cost.
• The 2018 MOU numbers are based on the 12 month period of Aug-Dec 2016 using ROM Telephone based
reports and Jon-Jul 2017 using HCCC actual report numbers.
• Prowers County will invoice the County for the 2018 Services.
Next Step
Contact Jack Hirt--303-581-5801
6. All three of the authorizing and confirming agenda listed below must agree to the conditions set forth in
the pnoeectting down att before the MOU can be fmal'tzed.
Approving Entities raving ►ties
Siped; 7t�
,� �' `� tJ�h.t�W-0 Signed:
Names e -c Name:
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Titic \t Title:_
Entity:�'ittda-C5ttilUX jai +� J Entity. PrawcrjcZWty
9tate Confamation
Dow
St md:
Tittc Hattine SVucm IgItUsFr
Entity:Cptamdn Denartentnt at i{urnan,�aicos
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