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Home My WebLink Aboutbocc.res.120.2024Resolution No. 120-2024 RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS (BOCC) OF PITKIN COUNTY, COLORADO, ESTABLISHING A POLICY (NUMBER) FOR THE PURPOSE OF MONITORING CASEWORK PRACTICE TO ENSURE CONTACTS WITH CHILDREN, AT-RISK ADULTS, AND FAMILIES ARE DOCUMENTED ACCURATELY AND WITH INTEGRITY, INTO STATEWIDE DATABASES. RESOLUTION NO. 120-2024 RECITALS WHEREAS, Pursuant to Section 2.8.3 (Actions) of the Pitkin County Home Rule Charter (“HRC”) official action by formal resolution shall be required for all actions of the Board not requiring ordinance power on matters of significant importance affecting citizens, and; WHEREAS, falsifying documentation in Trails or CAPS is a criminal act and this behavior will not be tolerated under any circumstance. Failure to comply with this policy shall include disciplinary action to include termination and it will be reported to law enforcement and/or the District Attorney for the filing and prosecution of criminal charges. WHEREAS, If a county department places an employee on administrative leave or temporary suspension for the purpose of investigating a suspected incident of falsification of child welfare records, then the county department shall request that the state department suspend the employee’s access to the comprehensive child welfare information system known as Trails within one (1) working day from the date the employee is placed on leave. WHEREAS, The county department shall make reasonable efforts to promptly preserve evidence that a child welfare record has been falsified and supervise or restrict the employee's access to child welfare records including but not limited to the comprehensive child welfare information system known as Trails, hard copy case files, and other child welfare case related documents. WHEREAS, The investigation shall be completed by the county department even when the employee subject of the investigation resigns, is terminated, or is no longer employed by the county department at the time the suspected falsification of child welfare records becomes known to the county department. WHEREAS, The county department shall use a state department approved letter of notice when there is a confirmed incident of falsified child welfare records. WHEREAS, The BOCC finds that it is in the best interests of the citizens of Pitkin County to approve this Resolution. Resolution No. 120-2024 NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado that it hereby adopts a Resolution of the Board of County Commissioners (BOCC) Of Pitkin County, Colorado, Establishing a Policy (Number) for the Purpose of Monitoring Casework Practice to Ensure Contacts with ChildrenAt-Risk Adults, and Families are documented accurately and with Integrity, into Statewide Databased and authorizes the Chair to sign the Resolution and upon the satisfaction of the County Attorney as to form, execute any other associated documents necessary to complete this matter. INTRODUCED AND FIRST READ ON THE 20TH DAY OF NOVEMBER, 2024 AND SET FOR SECOND READING AND PUBLIC HEARING ON THE 4TH DAY OF DECEMBER, 2024 NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE RESOLUTION PUBLISHED IN THE ASPEN DAILY NEWS ON THE 21ST DAY OF NOVEMBER, 2024. NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com ) ON THE 21ST DAY OF NOVEMBER, 2024. ADOPTED AFTER FINAL READING ON THE 4TH DAY OF DECEMBER, 2024. POSTED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com ) ON THE 12TH DAY OF DECEMBER, 2024 PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN DAILY NEWS ON THE 12TH DAY OF DECEMBER, 2024. Sam Engen Clerk to the Board APPROVED AS TO FORM: Date: MANAGER APPROVAL Jon Peacock, County Manager Richard Neiley, III Interim County Attorney ATTEST: BOARD OF COUNTY COMMISSIONERS By By: Greg Poschman, Chair Dec-06-2024 POLICY TYPE: POLICY TITLE: Documentation Falsification POLICY: AFS.2024.001 EFFECTIVE DATE: September 1, 2024 PURPOSE: To monitor casework practice to ensure contacts with children, at-risk adults and families are documented accurately and with integrity, into statewide databases (Trails & CAPS). DEFINITIONS CAPS – Colorado Adult Protective Services system Trails – Colorado Child Protective Services system POLICY: Falsifying documentation in Trails or CAPS is a criminal act and this behavior will not be tolerated under any circumstance. Failure to comply with this policy shall include disciplinary action to include termination and it will be reported to law enforcement and/or the District Attorney for the filing and prosecution of criminal charges. • Notify Supervisor and Manager immediately, who will involve the County Attorney, Human Services Director, and Human Resources. • Consult with Human Resources to identify appropriate disciplinary action including paid administrative leave during the investigation. • Adult and Family Services Manager will gather caseworker’s hard copy case files, and other child welfare case related documents. • Adult and Family Services Manager will request that the state department suspend the employee’s access to the comprehensive child welfare information system known as trails within 1 working day from the date the employee is placed on leave. • Review the caseworker’s entire workload and complete quality assurance on all assessments and cases to include both open and closed assessments/cases. • Review all supervision notes. • The Adult and Family Services Manager and County Attorney will involve law enforcement and the District Attorney. • The Adult and Family Services Manager shall notify (see attached notification letter) CDHS Division of Child Welfare for child welfare confirmed falsification. • The Adult and Family Services Manager shall notify the Division of Adult, Aging and Disability Services and seek assistance as appropriate (CAPS Management shall enforce disciplinary action as directed). • The investigation shall be completed by the county department in coordination with the county attorney even when the employee subject of the investigation resigns, is terminated, or is no longer employed by the county department at the time the suspected falsification of child welfare records becomes known to the county department. •The county department shall use a state department approved letter of notice when there is a confirmed incident of falsified child welfare records. In order to prevent such actions or to identify concerns early, the supervisor shall initiate measures to ensure staff are accurately documenting contact information in the statewide database, which will include the following: •Supervisors will randomly call one family on each caseworker’s caseload to get feedback once a month. •Supervisors will accompany each caseworker to interviews, court, and/or home visits at least twice a year and document completion of such within their supervisory notes. •Supervisors will randomly call community partners listed as collaterals on each caseworker workload, at least twice a year and document completion of such within their supervisory notes. •Supervisors shall engage each caseworker in detailed discussions on what the caseworker observed to inform safety, permanency, and well-being and to verify completion of required duties. •Supervisors shall assign another caseworker to follow up with a family if a caseworker frequently documents that they are unable to locate children or families. •Supervisors shall ensure that casework is in compliance with all applicable laws and regulations. •Administrators shall review a sample of assessments and cases once a quarter. •Ongoing training and communication will be relayed to staff on ethics and professionalism through team meetings.. •Supervisors and Administrators shall regularly monitor for worker fatigue, burnout, and missed deadlines, as well as other predictive indicators to prevent falsification. •Adult Protection staff will receive annual training on expectations and consequences for falsification. •Adult Protection will be provided this policy at hire and review and acknowledge this policy on an annual basis. _____________________________________________________________ Keli Kirkpatrick, Adult and Family Services Manager