The URL can be used to link to this page

Home My WebLink AboutC14-274 Lake and Pitkin County MOU MEMORANDUM OF UNDERSTANDING BETWEEN EAGLE COUNTY,LAKE COUNTY AND PITKIN COUNTY FOR COLORADO CHILD CARE ASSISTANCE PROGRAM AND INFANT AND TODDLER QUALITY IMPROVEMENT PROGRAM This MEMORANDUM OF UNDERSTANDING (hereinafter"MOU")is hereby entered into between Eagle County, Colorado, Lake County, Colorado, and Pitkin County, Colorado, each a body corporate and politic(hereinafter referred to as"Eagle County", "Lake County"and"Pitkin County",respectively or collectively the"Counties"). A. PURPOSE: The purpose of this MOU is to formalize a cooperative relationship between the aforementioned Counties for the purpose of cooperating to serve low-income children and families in Eagle and Pitkin Counties through the Colorado Child Care Assistance Program("CCCAP")and Infant and Toddler Quality Improvement Program("ITQIP"). The Counties desire to enter into this MOU pursuant to C.R.S. §29-1-201 in an effort to make the most efficient and effective use of their powers and responsibilities. B. OBJECTIVE: The objective of this MOU is to establish a working relationship between the Counties to maximize regional resources for the efficient management of eligibility determinations within CCCAP and management of eligible children and families through ITQIP while ensuring compliance with state and federal requirements and mandates. Lake County will use existing personnel resources to determine eligibility for Eagle County and Pitkin County CCCAP and to enroll eligible families in ITQIP. C. EAGLE COUNTY,THROUGH THE ECDHS,AGREES TO: 1. The Eagle County Department of Human Services ("ECDHS")will receive and log Eagle and Pitkin County CCCAP applications,client provided verifications, and submitted RRRs and forward to Lake County Department of Human Services ("LCDHS") for eligibility determination. See Workflow Outline attached as Exhibit A,and incorporated herein by reference. 2. ECDHS will scan above documents into Laserfiche and email to LCDHS through secure email. 3. When notified by LCDHS that a case is eligible, ECDHS will: a. Complete supervisory review of eligibility determination, and b. Enter or update authorizations. 4. Notify LCDHS when CCCAP waitlisted families are ITQIP eligible. CIS 2 � 5. Maintain direct client contact through its customer service center. 6. Maintain ITQIP tracking sheets. 7. Maintain responsibility for state required case reviews and other quality assurance activities through its Quality Assurance Unit. 8. Establish and maintain Eagle and Pitkin County Child Care Automated Tracking System ("CHATS") security for Lake County workers. D.LAKE COUNTY,THROUGH THE LCDHS,AGREES TO: 1. The LCDHS will determine eligibility for CCCAP new applications,change reports and RRRs for Eagle and Pitkin County according to program requirements and within mandated time frames. See Workflow Outline attached as Exhibit A. 2. Notify ECDHS if new child care provider set-up is needed. 3. Notify ECDHS when a case is determined eligible. 4. Manage ITQIP eligible families by: a. Issuing ITQIP offer letter and updating ITQIP tracking sheet; b. Conducting at least one follow-up call to families issued an ITQIP offer letter; c. Closing out unaccepted ITQIP offers on the ITQIP tracking sheet; and d. Issuing ITQIP authorizations for families accepting the ITQIP offer and updating the ITQIP tracking sheet. E.EACH COUNTY AGREES TO: 1. Maintain the CCCAP Log and CHATS Case Notes to allow for seamless customer service. 2. Maintain confidentiality and securely store all client information according state and program requirements. 3. Participate in service coordination meetings(in person or via phone)at least quarterly. F. PRINCIPAL CONTACTS The principal contacts for this MOU are: Eagle County Kathleen Lyons,Economic Services Director Eagle County Human Services PO Box 660 Eagle, CO 81631 2 Lake County Janeen McGee Lake County Human Services Director P.O. Box 884 112 W. 5th Street Leadville, CO 80461 Pitkin County Nan Sundeen,Director Pitkin County Health&Human Services 0405 Castle Creek Road, Suite 7 Aspen, CO 81611 G. APPLICABLE LAW This MOU and the Counties' conduct hereunder shall be subject to local,state and federal laws and regulations, including requirements associated with confidentiality of information and HIPPA privacy requirements. H.TERM OF AGREEMENT This MOU takes effect upon the signature of the Counties and shall remain in effect until June 30,2015. This MOU may be extended for additional terms or amended upon written agreement of the Counties. Any of the Counties may terminate this MOU for any reason with a 30 day written notice to the others. I.INDEPENDENT CONTRACTOR This MOU is not intended to create any agency or employment relationships between the Counties nor is it intended to create any third party rights or beneficiaries. J. IMMUNITY Nothing contained herein shall be construed as a waiver by any County of any immunity at law including immunity granted under the Colorado Governmental Immunities Act. K. NO THIRD PARTY RIGHTS This MOU does not and shall not be deemed to confer upon or grant to any third party any right to claim damages or to bring any lawsuit, action or other proceedings against any County because of any breach hereof or because of any terms, covenants, agreements or conditions contained herein. 3 llll 0111 loll hill iii 11 iii iIll iii • 363649 6/26/2014 2:45 PM Patricia Berger 4 of 4 MU R$0.00 D$0.00 Lake County COUNTY OF EAGLE, STATE OF COLORADO, by its Board of County Commissioners By: a L _N- k `_ Jil ',.n Ryan, Chairma li Agog ATTEST: < n 1,••44454?-4.44 ):: { 1 a :e:. A`'', COUNTY OF LAKE, STATE OF COLORADO, by its ,,'r` ,Y€- '• , ,,..0 .ti Board of County Commissioners * :,,� .f, '7.7.4s,,. k * t .. '://t.--• ,.,.. ti::::::;-. ,:;?‘,. ---/ -10-el TYL_&(ISta-1 Clerk to the Board I COUNTY OF PITKIN, STATE OF COLORADO, by its Board of County Commissioners By: ATTEST: Clerk to the Board L. MODIFICATIONS No modification or waiver of this MOU or of any covenant, condition, or provision herein contained shall be valid unless in writing and duly executed by the party to be charged therewith. COUNTY OF EAGLE, STATE OF COLORADO, by its Board of County Commissioners By: Jillian H. Ryan, Chairman ATTEST: Clerk to the Board COUNTY OF LAKE, STATE OF COLORADO, by its Board of County Commissioners By: Dolores Semsack, Chairman ATTEST: Clerk to the Board COUNTY OF PITKIN, STATE OF COLORADO, by its Health and Human Services Director By: i\UALA A S O tk y Nan Sundeen 4 Exhibit A •Application,change report,or RRR for low-income CCCAP received in Eagle and Pitkin County •Log Application,change report or RRR into shared Google Doc for workload management in Eagle and Pitkin County Step1 •Scan application,change report,or RRR,and verifications to Laserfiche in Eagle County • Eagle County sends application to Lake County CCCAP worker via secure email •Lake County pends application,determines eligibility or sends Missing Information(MI)letter and notes status on the Google Doc Step 2 •Eagle County scans client provided verification documents to Lake County CCCAP worker •Lake County records any client or collateral contacts in CHATS notes •Google Doc is updated when case is ineligible or ready to authorize;Lake County emails pa.customerservice @eaglecounty.us Step3 •Eagle County authorizes case or manages waitlist •Eagle County notifies Lake County of ITQIP eligibility •Lake County sends offer letter and parental agreement and tracks/follows up-update Google Doc •Lake County"closes out"offer or establishes active ITQIP case;adds to active tab in Google Doc Step 4 •Lake County prepares authorization to send to provider and parents;updates Google Doc •Eagle County processes manual payments and tracks expenses against funding Notes: Changes reported to Eagle County and not affecting eligibility will be managed in Eagle County Changes reported to Eagle County which impact eligibility: Eagle County sends MI letter and then forwards to Lake County when information received to re-determine eligibility(process moves forward as if new application) RRRs: follow same process as new applications Eagle County continues to manage CWCC and TANF Child Care Cases