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AGENDA ITEM SUMMARY
REGULAR MEETING DATE: August 8, 2007
AGENDA ITEM TITLE: Approval of Three Year Core Services Plan
STAFF RESPONSIBLE: Nan Sundeen
SUMMARY OF ISSUE:
Every three years Pitkin County Department of Social Services (DSS) is required to submit a "Core Services
Plan" to the Division of Child Welfare to outline how we will spend our allocation. Pitkin County and Eagle
County Social Services contract with Garfield County to administer the Substance abuse and Mental health
Core Services dollars. Garfield County submits a separate Core Plan for those programs. In addition, Pitkin
receives a small allocation ($33, 904) which we use primarily to pay part of the DSS Child Welfare
Caseworker salary.
A copy of the Core Services plan is on file in the County Clerk's Office. It is due to the Division of Child
Welfare on August 10,2007.
BACKGROUND:
In 1991, Article 5.5 was enacted to create the Colorado Family Preservation Act. Although the program is
defined in State statutes as Family Preservation, the program is referenced in Colorado Department of Human
Services (CDHS) Section 7.303 (12 CCR 2509-4) as Core Services. The Core Services Program serves
families with children who are at imminent risk of out-of-home placement.
The Core Services Program goals are to:
A. Focus on the family strengths by directing intensive services that support and strengthen the family
and protect the child;
B. Prevent out-of-home placement ofthe child;
C. Return children in placement to their own home; or,
D. Unite children with their permanent families
E. Provide services that protect the child
Pitkin County uses most of these dollars to subsidize the salary of the Child Welfare Case Worker who is
providing all the services outlined in the plan, except for the $400 Special Economic Assistance which
provides emergency cash assistance to our clients.
KEY DISCUSSION ITEMS: None
RECOMMENDED BOCC ACTION: Approve the 2007-2010 Core Services Plan as proposed.
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CORE SERVICES PROGRAM
THREE YEAR PLAN
(Changes/Modifications)
2007 - 2008
2008 - 2009
2009 - 2010
FOR
PITKIN COUNTY
2
REQUEST FOR STATE APPROVAL OF PLAN
If the three year Core Services Plan is ONLY being submitted for changes/modifications, this page does not have to be
signed by required signatures.
This Core Services Plan is hereby submitted for Pitkin County [Indicate
county name(s) and lead county if this is a multi-county plan], for the period June 1, 2007, through May 31, 2009. The
Plan includes the following:
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Completed "Statement of Assurances";
Completed Statement of the eight (8) required Core services to be provided or purchased
and a list of county optional services, County Designed Program Services, to be provided
or purchased;
Completed program description of each proposed "County Designed Service";
Completed "Information on Fees" form;
Completed "Reunification Issues" form;
Completed "Direct Service Delivery" form;
Completed "Purchase of Service Delivery" form;
Completed "Projected Outcomes" form;
Completed "Overhead Cost" form;
Completed "Final Budget Page" form;
Completed "State Board Summary"; and,
Completed "100% Funding Summary" form.
This Core Services Program Plan has been developed in accordance with State Department of Human Services rules
and is hereby submitted to the Colorado Department of Human Services, Division of Child Welfare Services for
approval. If the enclosed proposed Core Services Program Plan is approved, the Plan will be administered in
conformity with its provisions and the provisions of State Department rules.
and can be
The person who will act as primary contact person for the Core Services Plan is, Nan Sundeen
reached at telephone number 970-920-5209
If two or more counties propose this plan, the required signatures below are to be completed by each county, as
appropriate. Please attach an additional signature page as needed.
DATE
Signature, DIRECTOR, COUNTY DEPARTMENT OF HUMAN/SOCIAL SERVICES
DATE
Signature, CHAIR, PLACEMENT ALTERNATIVES COMMISSION
DATE
Signature, CHAIR, BOARD OF COUNTY COMMISSIONERS
3
CORE SERVICES
STATEMENT OF ASSURANCES
Pitkin County(ies) assures that, upon approval of the Core
Services Program Plan the following will be adhered to in the implementation of the Plan:
Core Services Assurances:
. Operation will conform to the provisions of the Plan;
. Operation will conform to State rules;
. Core Services Program Services, provided or purchased, will be accessible to children and
their families who meet the eligibility criteria;
. Operation will not discriminate against any individual on the basis of race, sex, national
origin, religion, age or handicap who applies for or receives services through the Core
Services program;
. Services will recognize and support cultural and religious background and customs of
children and their families;
. Out-of-state travel will not be paid for with Core Services funds;
. All forms used in the completion of the Core Services Plan will be State prescribed or State
approved forms;
. Core FTElPersonal Services costs authorized for reimbursement by the State Department
will be used only to provide Core Services authorized in the county(ies)' approved Core
Services Plan;
. The purchase of services will be in conformity with State purchase of service rules
including contract form, content, and monitoring requirements; and
. Information regarding services purchased or provided will be reported to the State
Department for program, statistical and financial purposes.
4
CORE SERVICESTO BE PROVIDED/PURCHASED
Place an "X" to indicate which of the following Core Services Program Services will be provided/purchased in
accordance with State Department rules:
_X_ Home Based Intervention
_X_ Intensive Family Therapy
Sexual Abuse Treatment Services
Day Treatment
_X_ Life Skills
_X_ Special Economic Assistance
_X_ Mental Health Services
_X_ Substance Abuse Treatment Services
List below "County Designed Service" that will be provided/purchased in accordance with
State Department rules:
Additional FundinQ for Evidenced Based Services to Adolescents/ NA
If your county received additional funding from the additional $4,028,299 million dollars appropriated to fund
evidenced based services to adolescents, and you would like to continue to receive the same funding for the same
expansion or created of your evidenced based county designed program to adolescents, please indicate that on
your Core Plan under County Designed. Your county must also document historical outcomes with regard to how
these specific County Designed services demonstrate effectiveness in reducing the need for higher costs of
residential services. Your county must follow the requirements set forth in Agency Letter CW-03-21-A, page 6 of
the Request for Proposal, under the Needs Assessment, County Designed Description and Projected Outcomes
section.
The County Designed Program may be renewed/re-approved at the sole discretion of the State Department,
contingent upon funds being appropriated, budgeted and otherwise made available and other contract
requirements, if applicable, being satisfied.
If your county did not receive an award or you did not apply, you are welcome to apply by following the requirement
set forth in Agency Letter CW-03-21-A. Please submit the Request For Proposal with the Core Services Plan, due
July 6'h, 2007.
5
INFORMA nON ON CORE SERVICE FEES
Please check all that apply:
..lL Fees will not be assessed for Core Services Program Services.
If above line is checked, STOP. Remainder of information does not need to be completed.
The following fees apply for the programs checked above.
Fees will be assessed for the following services: Check those that apply:
Home Based Intervention
Intensive Family Therapy
Sexual Abuse Treatment
Day Treatment
Life Skills
Special Economic Assistance
Mental Health Services
Substance Abuse Treatment Services
County Designed Service (List Services Below)
Fee assessment formula is the same for all services. State the formula here (attach additional sheets as
needed).
Fee assessment formula varies with service. State formula used for each service.
6
Reunification and Familv-to-Familv Issues
Please indicate below how your county is addressing Reunification Issues with the children you serve in
the Core Services Program.
Reunification is not an issue in Pitkin County. Children who are in CORE programs are at risk of out of home placement but
are being served in their homes.
Also indicate if your county is planning to implement the Family-to-Family philosophies (i.e. team
decision making, measuring to outcomes, working with community partners, and recruitment/retention
of Foster Parents, etc.). If your county is already implementing Family to Family, please describe your
program. If your county is not planning to implement, please describe why.
Pitkin County is interested in the Family to Family programs and would like more information about
how to adopt the program in a small county setting.
7
HOME BASED INTERVENTION SERVICES
DIRECT SERVICE DELIVERY - CORE SERVICES PROGRAM
CFMS - Function Code 1700, 1800
Definition
7.303.1 A
Home Based Intervention: Services provided primarily in the home of the client and includes a variety of services which can include therapeutic
services, concrete services, collateral services and crisis intervention directed to meet the needs of the child and family.
Indicate information for each line service worker and his/her immediate supervisor for whom Core Services funding is proposed in whole or in part. Include only
amounts that are to be charged to Core Services. Staff positions to be included are County Core Services employee positions and employee contract positions.
1 2 3 4 5 6 7 8 9 10 11 12 13
Position Job Title Gross Monthly Monthly Monthly Percent Percent Percent of Percent Total Number Total
Number Monthly Fringe Travel Operate of of Salary Salary Salary Monthly of Direct
Salary Salary Funded Funded by Funded Direct Month Service
50% Funded by TANF, FSS, by Service of Cost Cost
by 100% Other (Circle Regular Cost
80/20 1800 all that Admin (3+4+5+6)
1700 apply)
29 Caseworker $2,328 $698 $200 $500 0 50% 0 0 $3726 121$2,046 $24,555
$24,555
TOTAL _$24,555
8
Core Services Program expenditures will not be reimbursed when the expenditures may be reimbursed by some other source. (As set forth in Volume 7, at
7.414(B))
9
INTENSIVE FAMILY THERAPY
DIRECT SERVICE DELIVERY - CORE SERVICES PROGRAM
CFMS - Function Codes 1710, 1810
Definition
7.303.1 B
Intensive Family Therapy: Therapeutic intervention typically with all family members to improve family communication, functioning, and
relationships.
Indicate information for each line service worker and his/her immediate supervisor for whom Core Services funding is proposed in whole or in part. Include only
amounts that are to be charged to Core Services. Staff positions to be included are County Core Services empioyee positions and employee contract positions.
1 2 3 4 5 6 7 8 9 10 11 12 13
Position Job Title Gross Monthly Monthly Monthly Percent Percent Percent of Percent Totai Number Total
Number Monthly Fringe Travel Operate of of Salary Salary Salary Monthly of Direct
Salary Salary Funded Funded by Funded by Direct Month Service
Funded by TANF, Regular Service of Cost Cost
by 100% FSS, Admin Cost
80/20 1800 Other (3+4+5+6)
1700 (Circleali
that apply)
29 Caseworker $2,328 $698 $200 $500 10% 0 0 0 $3,726 12/$746 $8,949
$8,949
TOTAL_$8,949
10
Core Services Program expenditures will not be reimbursed when the expenditures may be reimbursed by some other source. (As set forth in Volume 7, at
7.414(B))
LIFE SKILLS
DIRECT SERVICE DELIVERY - CORE SERVICES PROGRAM
CFMS - Function Codes 1720, 1820
Definition
7.303.1 C
Life Skills: Services provided primarily in the home that teach household management, effectively accessing community resources, parenting
techniques, and family conflict management.
Indicate information for each line service worker and his/her immediate supervisor for whom Core Services funding is proposed In whole or in part. Include only
amounts that are to be charged to Core Services. Staff positions to be included are County Core Services employee positions and employee contract positions.
1 2 3 4 5 6 7 8 9 10 11 12 13
Position Job Title Gross Monthly Monthly Monthly Percent Percent Percent of Percent Total Number Total
Number Monthly Fringe Travel Operate of of Salary Salary Salary Monthly of Direct
Salary Salary Funded Funded by Funded by Direct Month Service
Funded by TANF, Reg u lar Service of Cost Cost
by 100% FSS, Admin Cost
80/20 1800 Other (3+4+5+6)
1700 (Circle all
that apply)
Dollars
included
with Home
based
Services
11
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N
.....
LIFE SKILLS
PURCHASE OF SERVICE
CORE SERVICES PROGRAM
Indicate information for each Trails provider from whom Core services are proposed to be purchased.
2 3 4 5 6 7 8 9 10
PROVIDER NAME Trails Amount of Amount of Amount of Number Payment Cost Per Number Total Cost
Resource/Provider Contract Contract Contract of Units Rate per of Per Provider
Number Funded by Funded by Funded by of Unit of Month Months (8 x 9)
80/20 100% TANF, FSS, Service/ Service of
Other (Circle Month (6 x7) Cost
all that
apply)
Various Provides/ 45049 $2,400 0 0 10 $20/hr $200 12/$200 $2,400
hours
Pitkin DSS
TOTAL
$2,400
Identification of unit is: H = Hourly, D = Daily, W = Weekly, M = Monthly, E = Episode
13
Core Services Program expenditures will not be reimbursed when the expenditures may be reimbursed by some other source. (As set forth in Volume 7, at
7.414(B))
14
SPECIAL ECONOMIC ASSISTANCE
PURCHASE OF SERVICE
CORE SERVICES PROGRAM
Indicate information for each Trails provider from whom Core services are proposed to be purchased.
2 3 4 5 6 7 8 9 10
PROVIDER NAME Trails Amount of Amount of Amount of Number Payment Cost Per Number Total Cost
Resource/Provider Contract Contract Contract of Units Rate per of Per Provider
Number Funded by Funded by Funded by of Unit of Month Months (8 x 9)
80/20 100% TANF, FSS, Service/ Service of
Other (Circle Month (6 x7) Cost
all that
apply)
Pitkin County DSS 45049 0 $400 0 NA $400 NA NA $400
TOTAL $400
Identification of unit is: H = Hourly, D = Daily, W = Weekly, M = Monthly, E = Episode
15
Core Services Program expenditures will not be reimbursed when the expenditures may be reimbursed by some other source. (As set forth in Volume 7, at
7.414(B))
16
MENTAL HEALTH SERVICES
PURCHASE OF SERVICE
CORE SERVICES PROGRAM
Indicate information for each Trails provider from whom Core services are proposed to be purchased.
2 3 4 5 6 7 8 9 10
PROVIDER NAME Trails Amount of Amount of Amount of Number Payment Cost Per Number Total Cost
Resource/Provider Contract Contract Contract of Units Rate per of Per Provider
Number Funded by Funded by Funded by of Unit of Month Months (8 x 9)
80/20 100% TANF, Service/ Service of
FSS, Other Month (6 x7) Cost
(Circle all
that apply)
Colorado West Regional 81672
Mental Health
'See Garfield Cou nty
Plan
TOTAL
Identification of unit is: H = Hourly, D = Daily, W = Weekly, M = Monthly, E = Episode
Core Services Program expenditures will not be reimbursed when the expenditures may be reimbursed by some other source. (As set forth in Volume 7, at
7.414(B))
17
SUBSTANCE ABUSE TREATMENT SERVICES
PURCHASE OF SERVICE
CORE SERVICES PROGRAM
Indicate information for each Trails provider from whom Core services are proposed to be purchased.
2 3 .. 4 5 6 7 8 9 10
PROVIDER NAME Trails Amount of Amount of Amount of Number Payment Cost Per Number Total Cost
Resource/Provider Contract Contract Contract of Units Rate per of Per Provider
Number Funded by Funded by Funded by of Unit of Month Months (8 x 9)
80/20 100% TANF, FSS, Service/ Service of
Other (Circle Month (6 x7) Cost
all that
apply)
Colorado West Regional 81672
Mental Health
'See Garfield County
Plan
TOTAL
Identification of unit is: H = Hourly, D = Daily, W = Weekiy, M = Monthly, E = Episode
19
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PROJECTED CORE SERVICES OUTCOMES FOR
PERFORMANCE INDICATORS
FOR FY 2007-2008
rvice Over 85%' 85%-25%' Under 250/03 Total Clients Served
2 8 10
me Base
2 4 6
~nsive Familv Theraov
4 4 8
~ Skills
NA 0
y Treatment
NA 0
xual Abuse Treatment
9 9 18
,ntal Health Treatment
5 5 10
bstance Abuse Treatment
1 1
ecial Economic Assistance
0
untv Desian (List)
,- 0
Client meets 86 Vo or more of the treatment goals
2=Client meets between 85%-25% of the treatment goals
3=Client meets 24% or less of the treatment goals
21
CORE SERVICES PROGRAM
OVERHEAD COST
1.
DIRECT SERVICE
A. Total Salary/FringefTravel/Operating Costs of Line
Service Workers and their Immediate Supervisors
B. Formula Percentage Allowed for Overhead Costs
C. Provided Service Overhead Costs (A X B)
$36,304_
15%
$5,446_
2.
PURCHASED SERVICE
A. Purchased Service Dollar Amount
B. Formula Percentage Allowed for Overhead Costs
$0 - 50,000 = 5% $50,001 -100,000 = 4.9%
For each $50,000 (in total expenditure) increase the overhead
decreases by .1 %.
C. Allowed Amount for Overhead Costs (A X B)
D. Base Overhead Cost Allowed
E. Purchased Service Overhead Costs (C + D)
o
$500.00
3.
TOTAL OVERHEAD COSTS (1C + 2E)
$5,946
DISTRIBUTION OF OVERHEAD COSTS AMONG SERVICES'
SERVICE Provided Service Purchased Total Overhead
Overhead Costs Service Overhead Costs
Costs
1. Home Based Intervention $5,446 0 $5,446
2. Intensive Family Therapy See above
3. Sexual Abuse Treatment NA
4. Day Treatment NA
5. Life Skills See above
6. County Designed Service NA
1 COLUMN TOTALS I $5,446 10 1 $5,446 1
. Formula to determine overhead cost by service:
Step 1: total provided service cost (by service) x 15% = provided service overhead cost
Step 2: total purchased service cost (by service) x % listed in 2B = Y
$500 divided by the number of purchased service = Z, then Y + Z = overhead cost
Step 3: Provided service overhead cost plus purchased service overhead cost equals total overhead cost.
22
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
GENERIC COST SUMMARY SHEET
Account Code
Total number of children to be served by provided services
Total number of children to be served by purchased services
Average number of children (total 2 +3+12) to be served monthly
Total number of families to be served
Average number of families to be served monthly
Employee FTE number (should be the total staff listed on Direct Service
Delivery Page)
Provided cost
Overhead cost (From Overhead cost summary sheet)
Total provided cost
Monthly provided cost per child
[this is determined by dividing the total provided cost by the number
of children to be served from provided services and then dividing that
total by the number of months the service will be provided.]
Purchased cost
Overhead cost (From Overhead cost summary sheet)
Total purchased cost
Monthly purchased cost per child
[this is determined by dividing the total purchased cost by the number of
children to be served from purchased services and then dividing that
total by the number of months the service will be provided.]
12.
TOTAL COST REQUESTED [Total provided cost
Total purchased cost]
13.
Total 80/20 service cost requested
14.
Total 100% service cost requested
23
1800/1820/1710
_10
_0_
_2_
_12-15_
_6_
_1_
_$5,446_
_$500_
_$5,946_
_$50
_0_
_0_
_0_
_$5,946
_$8,949_
_$24,555_
FINAL BUDGET PAGE
FY 2007-2008
CORE SERVICES PROGRAM
CFMS Service Name Other DSS Other Total Funds Total Funds Total FSS TOTAL
Function Funds Source 80/20 100% Funds FUNDS
Code Funds
(Specify fund 1700 1800
source) (Specify
Fund
source)
1800 Home Based Services $24,555 $24,555
1820 Life Skills See Above
1820 Life Skills $2,400 $2,400
1855 Special Economic Assistance $400 $400
1719 Intensive Family Therapy $8,949 $8,949
TOTALS $36,304
CFMS Function Codes 17xx denotes 80/20 funded Core Service
CFMS Function Codes 18xx denotes 100% funded Core Service
CFMS Functions Codes for Family Stability Services will be determined by funding source: Child Welfare Block or County
Funds. Please contact Melinda Cox at 303.866.5962 for more information.
24
STATE BOARD SUMMARY
CORE SERVICES PROGRAM
FY 2007-2008 80/20 FUNDING
COUNTY(IES) Pitkin
.
Services Resource/Provider or # of Families # Children Cost per Child Cost per Year
Number of FTE Age of Child Served Per Served Per Per Month
. Month Month
Intensive Family Pitkin County DSS/29 0-18 4 6 $746 $8,949
Therapy
TOTAL 80/20 CORE
$8,949
25
100% FUNDING SUMMARY
CORE SERVICE PROGRAM
FY 2007-2008
COUNTY(IES) Pitkin
Services Resource/Provider or # of Families # Children Served Cost per Child Cost per Year
Number of FTE Age of Child Served Per Per Month per Month
Month
Home Based Pitkin DSS 0-18 6 2 $1,023 $24,555
Services
Life Skills Pitkin DSS with 0-18 Included in Home Included in Home
various providers Based Services Based Services
Special Economic Pitkin DSS 0-18 1 2 $17 $400
Assistance
TOTAL 100% CORE
$24,955
26