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HomeMy WebLinkAboutC14-331 State of Colorado Department of Human Services MOUT MEMORANDUM OF UNDERSTANDING The State of Colorado Department of Human Services And The Board of County Commissioners or other elected governing body of Eagle County, Colorado This Memorandum of Understanding (or "MOU") is made this day of , between the State of Colorado Department of Human Services (the "CDHS") and the Board of County Commissioners or other elected governing body of Eagle County, Colorado (the "County"). CDHS is the sole state agency with the responsibility to administer or supervise the administration of the human services programs listed in CRS 26-1-201. The Colorado General Assembly enacted SB 13-231 in response to the CDHS being granted waiver authority by the United States Department of Health and Human Services, Administration for Children and Families, under Section 1130 of the Social Security Act, which authorizes states to conduct demonstration projects which are determined to promote the objectives of parts B or E of Title IV of the Social Security Act. A copy of the waiver terms and conditions are attached to this MOU as Exhibit A. CRS 26-5-105.4 requires CDHS and the County to enter into a Memorandum of Understanding that explains the County's duties and responsibilities in implementing the Title IV -E Waiver Demonstration Projects. CDHS and the County understand and agree that the services outlined in this MOU are subject to available appropriations by the General Assembly, and neither party will be obligated to provide services or assistance if adequate appropriations have not been made. 1 M- 3 The following terms are agreed to by CDHS and the County: 1. MOU MEETS PERFORMANCE AGREEMENT REQUIREMENT The parties agree that the provisions of this MOU constitute compliance with CRS 26-5-105.4. 2. TERM The term of this MOU will be from July 1, 2014 to and including June 30, 2015. 3. DEFINITIONS The parties agree to provide the following minimum services to the identified populations as denoted below (check all that apply): ® Family Engagement — Meetings will be provided to families with a newly opened child welfare case during the demonstration period: • At case opening — within 7 business days after the 60'h day (69 days by including weekends); • Within 7 business days of initial placement; • Every 90 days when in out -of -home care (DHS/DSS custody); • Every 6 months in in-home (case open). ® Permanency Roundtables — Meeting will be held quarterly for youth with an opened child welfare case who are: ® Over the age of 16 with a goal of Other Planned Permanent Living Arrangement; and/or ® With a goal of Other Planned Permanent Living Arrangement who have been in care for longer than one year; and/or ❑ Other: ❑ Kinship Supports — Support services and goods will be provided to kinship families who are: ❑ Licensed kinship foster caregivers; ❑ Non -licensed kinship foster caregivers. 2 Z Trauma Informed Screening, Assessment, and Treatment to the following target population: ® Eagle County will screen all children participating as a child in PA 4 and PA 5 case. 4. REQUIRED DUTIES OF THE COUNTY a) During the term of the agreement, the County agrees to implement the intervention(s) in accordance with the rules adopted by the State Board of Human Services, and as described in Exhibit B, "County IV -E Waiver Demonstration Application," modified as necessary in accordance with Section 6 of this Memorandum of Understanding. b) The County will maintain sufficient records, will submit reports, and will accurately record Colorado Trails (Trails) and CFMS actions as may be required to document all cost and case activities supporting the implementation of the Waiver, and will permit CDHS, its evaluators, duly designated agents and/or representatives of the federal government, to inspect the records and will make such records available to CDHS as specified in CRS 26-1-122. If the County complies with current record keeping requirements as outlined by current rules, such shall be considered to be "sufficient records." c) Counties shall report costs to provide an intervention service to an individual, as authorized through this MOU. The cost shall include the type of intervention service provided, the volume of such services provided, and costs of the intervention service, where applicable. The costs include intervention funds, staff and vendor costs as identified in Trails, County Financial Management System (CFMS) and/or 100% time reporting by individuals performing a waiver activity. There is a presumption that a cost is not a waiver cost unless affirmatively documented in CFMS, Trails, and/or a vendor's time detail report for 100% time reporting. d) The County agrees to participate in the evaluation of the Title IV -E Waiver Demonstration Project, as described under Section 3 of Exhibit A, and as established under CRS 26-5-105.4. e) In accordance with CRS 26-5-105.4, the County agrees to the State retaining 50% of the Child Welfare savings resulting from the IV -E Waiver activities. The remaining 50% savings will be retained by the County for additional Child Welfare services, as defined in CRS 26-5-101(3). Cost savings are determined as follows: 1) The difference between i) the amount of Title IV -E funds that were claimed for foster care maintenance, case planning and administration and eligibility determination in State Fiscal Year ("SFY") 2012-13, and ii) the amount of Title IV -E funds that would have been claimed for foster care maintenance, case planning and administration and eligibility determination in SFY 2014-15, had the State of Colorado not been granted waiver authority by the United States Department of Health and Human Services under Section 1130 of the Social Security Act. 2) For the ten counties with the largest caseload size, the methodology for distributing cost savings between counties that have entered into a Title IV -E Waiver Demonstration Project MOU shall be based on the reduction in the number of foster care bed days between SFY 2012-13 and SFY 2014-15; 3) For all other counties that have entered into a Title IV -E Waiver Demonstration MOU with CDHS, the methodology for distributing cost savings between counties that have entered into a Title IV -E Waiver Demonstration Project MOU shall be based on the reduction in the number of foster care bed days between either SFY 2011-12 or SFY 2012-13, and SFY 2014-15, as selected by the County. 4) "Cost savings" shall not include unspent Title IV -E Waiver Demonstration Project funds provided to counties through the MOU for purposes of implementing Waiver Interventions. Any such unspent funds remaining at the end of SFY 2014-15 shall revert to the CDHS and shall be included in the total amount of available funds for counties' SFY 2015-16 IV -E Waiver Demonstration interventions. 5) The County insures any county employee funded with Title IV -E Waiver Intervention funds participates in 100% time reporting. County employees with 100% of time devoted to Title IV -E Waiver intervention(s) may utilize the 6 Month Certification form in lieu of 100% time reporting. f) No later than June 30, 2016, the County agrees to use 50% of the underspent county Title IV -E Waiver funds for child welfare services that can include: 1) IV -E Waiver intervention services to eligible and non -eligible Title IV -E children 4 2) Conventional title IV -E program services that are maintained for those Title IV -E eligible children in out of home placement 3) Other child welfare services to eligible and non -eligible Title IV -E children and their families 4) The County plan to expend either allocated Title IV -E Waiver funds, or underspent county Title IV -E Waiver funds as outlined in Exhibit B. 5. DUTIES OF CDHS a) CDHS will oversee the implementation of the Title IV -E Waiver Demonstration Project, and will develop standardized forms and reporting processes for the tracking of participants, in consultation with the Counties. b) CDHS will monitor the County's provision of Title IV -E Waiver intervention services as outlined in the Exhibit B and Exhibit C. CDHS will pull any necessary records or data for monitoring purposes from existing TRAILS and other current recording/data keeping systems. CDHS will not request the County to compile records/data that CDHS may compile or access through the use of TRAILS or other record/data keeping systems. c) CDHS will exercise oversight of and responsibility for the development, implementation, maintenance, and enhancement of Trails and its application relative to Child Welfare Services. d) For SFY 15/16 and subsequent years, CDHS agrees to allocate to counties any Title IV - E funds transmitted to the Title IV -E Waiver cash fund and appropriated by the general assembly to either implement the Title IV -E Waiver Demonstration Project, or to fund out of home placement and case planning for Title IV -E eligible children, in accordance with CRS 26-5-105.4. 6. BUDGET In the preparing of Exhibit B, "County IV -E Waiver Demonstration Application," the County shall develop a detailed budget that identifies all direct costs associated with the implementation of the Waiver interventions, as defined in Section 3 of this Memorandum, for which the County has applied for IV -E Waiver Demonstration funds, 5 a) Based on the results of negotiations with CDHS, should the level of funding awarded through the MOU differ from the funding requested through the Application, the County shall prepare and submit a revised Budget and any other changes to service delivery that will differ from the County's original Application submission. The revisions to the Application, once accepted by CDHS, shall constitute the Exhibit B, and shall become part of this MOU. b) With the written approval of CDHS, the County may request a revision to its accepted budget during the term of the agreement: 1) The County may transfer budgeted funds between interventions, provided that the transferred amount does not exceed ten percent (10%) of the amount authorized for any of the inventions impacted by the budget revision. 2) The County may transfer budgeted funds between expenditure line items within a specific intervention, provided that the transferred amounts do not constitute a significant modification to the services as described within the Application. 3) A written statement of impact to the services as described in the Application shall be prepared by the County and accompany any requested budget revisions that exceed the thresholds as identified in Sections 6.B.1 and 6.B.2 above, and may be required by CDHS for any requested budget revision falling within the thresholds identified in Sections 6.B.1 and 6.B.2 above. 7. SEVERABILITY To the extent that this MOU is executed, and performance of the obligations of the parties may be accomplished, the terms of the MOU are severable. Should any singular term in this MOU be declared invalid or become inoperative for any reason, it will not invalidate the MOU itself, or any of the terms included therein. 8 INTEGRATION OF UNDERSTANDING The parties recognize the nature of the relationship between the County and the State. This relationship is governed more broadly by pertinent provisions of the Colorado Constitution and of state statutes and rules, including lawful rules promulgated by the State Board of Human 2 Services. The parties further recognize that this MOU is not intended to supersede or change the relationship between the County and the State as established by any legal authority. 9. NO THIRD PARTY BENEFICIARY This MOU is binding to CDHS and the County, as well as their respective successors and assigns. It is agreed that the enforcement of the terms and conditions of this MOU are reserved for CDHS and the County, to the extent permitted by law. Nothing contained in this MOU allows a claim or right of action by a third party. Any third party receiving services or benefits under the provisions of this MOU is deemed an incidental beneficiary. 10. DISPUTE RESOLUTION Prior to the execution of this document, if the parties are unable to reach agreement concerning the inclusion of, or wording of, provisions of the MOU, either party may refer the dispute to the Title IV -E Waiver Demonstration Project Oversight Committee. The Committee's decision will be made by a majority vote of its members, and is non-binding. If dissatisfied with the decision of the oversight committee, either party may seek review by the Office Director of Children Youth and Families or designee. Nothing in these provisions limits a party's ability to pursue other remedies available under the law. 11. TERMINATION The parties acknowledge that withdrawal from this MOU will result in the termination of this Agreement and termination of funding and services associated with this Agreement. The County shall assure as little disruption as possible in the delivery of services provided to Recipients. a) Withdrawal/Termination. Any party may withdraw from this Agreement at any time by providing 30 days written notice to all other Parties. b) For Loss of Funds. Any party may withdraw from this Agreement, in the event of loss or reduction of resources from its funding sources and shall provide notice of withdrawal, in writing within 30 days. c) Lack of Compliance. CDHS may terminate the agreement if it is found the County is not complying with the terms of this memorandum. In the event the memorandum is 7 M terminated for failure to perform, interventions funds may be reduced at the discretion of CDHS. C IN WITNESS WHEREOF, the Parties hereto, through their authorized representatives have executed this Memorandum of Understanding effective for the dates written above. Director, Division of Child Welfare Date COUNTY(ies) OF COLORADO, by and through the BOARD OF CO�JAItTY COMMISSIONERS GLe C�rman 0 ATTEST: '�the St W1 u�l °`—' County Clerk to UP- DATE: P- DATE: 7 Exhibit A DEPARTMENT OF HEALTH AND HUMAN SERVICES ADMINISTRATION FOR CHILDREN AND FAMILIES ADMINISTRATION ON CHILDREN, YOUTH AND FAMILIES CHILDREN'S S BUREAU DEMONSTRATION PROJECT AUTHORITY STATE: COLORADO Waivers of the following provisions of the Social Security Act and Program Regulations are provided to the State to operate a demonstration project: Section 471 (a)(10): Licensing Standards: To allow the State to waive categorically specific non -safety standards (as determined by the State) in relative foster family homes for specific children in care. Section 472 (a): Expanded Eligibility: To allow the State to expend title IV -E funds for children and families who are not normally eligible under Part E of title IV of the Act as described in the Terms and Conditions. Section 474(a)(1): Expanded Claiming: To allow the State to claim at the Federal medical assistance percentage any allowable expenditures of foster care maintenance payment cost savings. Section 474(a)(3)(E) and 45 CFR 1356.60(c)(3): Expanded Services: To allow the State to make payments for services that will be provided that are not normally covered under Part E of title IV of the Act; and to allow the State to use title IV -E funds for these costs and services as described in the Terms and Conditions, Section 2.0. All waivers are granted only to the extent necessary to accomplish the project as described in these Terms and Conditions. Colorado Terms and Conditions — FINAL DEMONSTRATION PROJECT TERMS AND CONDITIONS COLORADO SECTION 1: GENERAL 1.0 The Department of Health and Human Services (hereinafter referred to as "the Department") will grant waivers to the State of Colorado (hereinafter referred to as "the State") under Section 1130 of the Social Security Act (hereinafter referred to as "the Act") to operate a demonstration project (hereinafter referred to as "the demonstration") as set forth in these Demonstration Project Terms and Conditions. The Department reserves the right, in its sole discretion, to withdraw approval of this demonstration project, including withdrawal of any and all waivers granted by the Department at such time(s) that the Department determines that the State has materially failed to meet the requirements as set forth in these Demonstration Project Terms and Conditions. The State also retains the right to terminate the demonstration. 1.1 Failure to operate the demonstration as approved and according to Federal and State statutes and regulations will result in withdrawal of approval of this demonstration project. The Federal statutes and regulations with which the State must comply in the operation of the demonstration include civil rights statutes and regulations that prohibit discrimination on the basis of race, color, national origin, disability, sex, age, and religion, including title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, title II of the Americans with Disabilities Act, the nondiscrimination provisions of the Omnibus Budget Reconciliation Act of 1981, and the Multiethnic Placement Act as amended. After the demonstration is approved, the Department reserves the right to withdraw approval if agreement cannot be reached on any item(s) cited in this document as needing approval by the Department. The State also has the same right. 1.2 The Department may terminate the State's authority to conduct a demonstration project if, after the three-year period following approval of these Terms and Conditions, the State has not made significant progress in implementing the child welfare program improvement policies proposed by the State in its application to conduct a demonstration, and as described in section I I30(a)(3)(C) of the Act (see also Section 2.3). 1.3 If Federal or State statutes or regulations that would have a major effect on the design and impacts of this demonstration are enacted, or if any deficiencies or serious problems in implementation of these Terms and Conditions are noted by the Department, the Department and the State will reassess the overall demonstration and develop a mutually agreed-upon strategy for dealing with the demonstration in the context of such changes. If such a mutually agreed-upon strategy cannot be developed, the Department reserves the right, in its sole discretion, to withdraw approval at such time(s) as the Department determines. Colorado Terms and Conditions - FINAL 2 0 1.4 All provisions of the Act not waived remain in effect. 1.5 The demonstration provisions will be implemented no earlier than April 1, 2013, and no later than October 1, 2013. The implementation date of the demonstration shall be the first day on which the State offers services, subsidies, or other supports under the provisions of these Demonstration Project Terms and Conditions to participating children, caregivers, or other targeted individuals. For cost -neutrality purposes, the demonstration shall be deemed to begin on the first day of the calendar quarter (hereinafter "quarter"), which includes the implementation date, but for the purpose of calculating costs for the initial quarter of the demonstration, only costs incurred beginning with the month that includes the implementation date will be counted. The demonstration shall end no later than the last day of the 20th quarter ending after the deemed beginning date. The demonstration provisions shall be as specified in Sections 2 and 3. Waivers necessary for the demonstration are approved upon acceptance by the Department and the State of these Demonstration Project Terms and Conditions. They will become effective as of the implementation date and will remain in effect until the last day of the 20th quarter ending after the deemed beginning date, unless the demonstration is terminated earlier. The State's project demonstration period may not exceed a maximum of five total years under the provisions of the Act, unless in the judgment of the Secretary, the demonstration project shall be allowed to continue. 1.6 Federal approval of these Demonstration Project Terms and Conditions shall not be construed to establish any precedent that the Department will follow in the approval of any subsequent request for Terms and Conditions. 1.7 Nothing in these Terms and Conditions shall create eligibility for any child or family for any Federal program or entitlement for which that child or family would not otherwise be entitled, except that title IV -E funds may be expended, according to the provisions of these Terms and Conditions, for persons who would not be eligible for title IV -E funds in the absence of the demonstration. Receipt of services reimbursable under title XIX but provided under these Terms and Conditions for children and families who are not eligible under title IV -E does not constitute eligibility for Medicaid. Children under this demonstration who are determined to be eligible under title IV -E will retain that eligibility through the duration of the demonstration project, so that such children will remain eligible for Medicaid, title IV -E Adoption Assistance, title IV -E Foster Care, and title IV -E Guardianship Assistance Program, if applicable. Colorado Terms and Conditions — FINAL SECTION 2: IMPLEMENTATION 2.0 Under these Demonstration Project Terms and Conditions, the State is authorized to implement a demonstration project that seeks to integrate current systemic child welfare reforms and innovative practices through the use of strategies to increase family engagement and address the assessment and treatment of childhood trauma. The State's demonstration will focus on accomplishing the following goal(s): • Increase permanency for all infants, children, and youth by reducing the time in foster placements when possible and promoting a successful transition to adulthood for older youth. • Increase positive outcomes for infants, children, youth, and families in their homes and communities, including tribal communities, and improve the safety and well- being of infants, children, and youth. • Prevent child abuse and neglect and the re-entry of infants, children, and youth into foster care. The demonstration will be implemented in up to 64 counties in the State; however, each county will implement some or all service interventions in varying stages during the demonstration time period. The demonstration's target population will include all title IV -E eligible and non -IV -E eligible children with screened -in reports of abuse or neglect and those already receiving services through an open child welfare case during the demonstration period regardless of custody status. Once the demonstration is fully implemented, the State estimates that it may serve up to 101,100 cases (duplicated count) through the sig service interventions described in Section 2.1 below. The state may choose to implement the demonstration project either by individual county performance agreements or by a change in State regulation. 2.1 The State's demgnstration will include the following three primary service interventions to be implemented statewide: • Family Engagement: The State will introduce family engagement precepts and processes through a combination of training, coaching, and peer mentoring. Additionally, the State will modify non -safety certification regulations of relative foster family homes to facilitate the placement of children with relatives when out -of -home placement is necessary. • Trauma -Informed Child Assessment: The State will supplement existing assessment processes and instruments with standardized tools that are geared specifically toward children who have experienced trauma. The following assessment tools will be evaluated to determine the best tool for use by Colorado's county departments and behavioral health organizations and may Colorado Terms and Conditions — FINAL include but are not limited to: ■ Child Observation Record ■ Battelle Development Inventory ■ Ages and Stages Questionnaire ■ Child Development Inventory ■ Behavioral and Emotional Rating Scale ■ Clinical Assessment Package for Assessing Clients' Risk and Strengths ■ Social Skills Rating System ■ Child and Adolescent Adaptive Functioning Scale ■ 4-D Strengths -Based Assessment Tools for Youth in Care ■ Family, Friends, and Self Form Colorado Behavioral Health Organizations (BHOs) and/or local child welfare service agencies may be engaged to conduct the trauma -informed assessments. The final selection of trauma -informed assessment tools, and the timeline for implementing them, will be specified in the State's Final Design and Implementation Report (Section 2.4). Trauma -Focused Behavioral Health Treatments: Counties and behavioral health organizations will increase the use of behavioral health treatments that have been shown to be effective with children who have experienced trauma through contracts with local human service providers and/or through their expanded utilization by BHOs. The treatment interventions (organized by category below) will be evaluated to determine the best tool to meet local need and may include, but are not limited, to: ■ General Case Management: Family Connections and Solution -Based Casework ■ Trauma and Anxiety: Eye Movement Desensitization & Reprocessing, Trauma -Focused Cognitive Behavioral Therapy, and Coping Cat ■ Therapeutic Interventions: Multidimensional Family Therapy, Multi- systemic Therapy, and Multidimensional Treatment Foster Care ■ Substance Abuse (adults): Motivational Interviewing ■ Depression (adults): Cognitive Therapy and Interpersonal Psychotherapy ■ Parent Training: The Incredible Years, Parent Management Training, Parent -Child Interaction Therapy, and Positive Parent Program (Triple P) The final selection of trauma -focused behavioral health treatments, and the timeline for implementing them, will be specified in the State's Final Design and Implementation Report (Section 2.4). In addition to the three primary service interventions noted above, the State will assist individual counties in identifying additional interventions to be implemented Colorado Terms and Conditions - FINAL based on the specific needs and circumstances of the county. Additional service interventions that may be implemented by counties include: • Permanency Roundtables: Expansion of Casey Family Program's existing Permanency Roundtable initiative to counties that do not directly participate in the initiative, and that make substantial use of congregate care and other planned permanent living arrangements for children in out -of -home placement. • Kinship Supports: Establishment of support groups and referral networks, combined with the provision of discretionary funds for time-limited supports and services, to assist non -licensed kin foster caregivers. • Market Segmentation: Development of a tool to assist in the identification and recruitment of foster and adoptive parents. The specific counties that will implement each of these supplemental service interventions, and the timeline for implementing them, will be based upon counties' readiness to implement, driven by local need, and specified in the State's Final Design and Implementation Report (Section 2.4). 2.2 The State shall comply with the following general provisions over the full term of the demonstration project. The State will, or where appropriate, will ensure that caseworkers, supervisors, and contracted service providers: a. Work closely with the evaluator to maintain the integrity of the evaluation. b. Develop and deliver services to meet the individual needs of each child and family. Ensure that any services being provided to a child or family member at the time the demonstration ends will be completed. d. Ensure the confidentiality of the information collected on the children and families under the demonstration. Ensure that the rights of children and their families are protected, and that the safety of the children is a paramount concern of the demonstration project. f. Ensure that title IV -E eligibility determinations are made for all children who are involved in the demonstration project, throughout the life of the demonstration project, to ensure that eligible children retain their eligibility after the demonstration ends. 9-- Bear any costs that exceed the amount of Federal funds provided for the demonstration. Colorado Terms and Conditions - FINAL h. Ensure that the State is organizationally and legally prepared for all aspects of demonstration project implementation. i. Ensure that a conventional title IV -E program is maintained for those children and families that are not designated to receive demonstration services, and that these children and families continue to receive services that are consistent with the "traditional services" available to such children and families in the State at the time the demonstration begins. j. Ensure that all applicable provisions of the Act apply to all demonstration components except for those provisions that are explicitly waived above. k. Ensure that children who are eligible for the Medicaid program will retain their eligibility for a full range of Medicaid services under the demonstration. 1. Ensure that any "savings" resulting from the demonstration, whether they are savings to the Federal government, to the State, or to a county or to another jurisdiction within the State, will be used for the further provision of child welfare services. For the purposes of this provision, "savings" means any amount that would have been expended for conventional title IV -E purposes in the absence of this demonstration, or that could have been expended under title IV -B of the Act. In. Ensure that the State annually will provide an accounting of any additional Federal, State, tribal, and local investments made, as well, as any private investments made in coordination with the State, to provide the service intervention(s) that the applicant intends to undertake through the demonstration (see Section 5.6). n. Ensure that in each year throughout the duration of this demonstration the appropriate State official(s) and evaluators will attend and participate in an annual meeting of the Child Welfare Demonstration States in the Washington, D.C. area. o. For the duration of the demonstration project, assure that the State shall provide health insurance coverage to any child with special needs (as determined under Sec. 473(C) of the Act) for whom there is in effect an adoption assistance agreement between the State and an adoptive parent or parents. 2.3 The State shall provide assurance of how the State has implemented, or plans to implement within three years of the date on which it submits its application the following child welfare program improvement policies: • Address Health and Mental Health Needs of Children in Foster Care: The development and implementation of a plan for meeting the physical and mental health needs of infants, children, and youth in foster care that ensures that the provision of such care is child -specific, comprehensive, appropriate, and consistent (through such means as ensuring that the child has a medical home, Colorado Terms and Conditions - FINAL regular wellness medical visits, and addressing the issue of trauma, when appropriate). • Limiting the Use of Congregate Care: The development and implementation of a plan that ensures congregate care is used appropriately and reduces the placement of children and youth in such care. 2.4 Within 90 days following acceptance of these Terms and Conditions, the State will Submit a Preliminary Design and Implementation Report to the Department for approval; and a Final Design and Implementation Report will be submitted to the Department for approval within 180 days following acceptance of these Terms and Conditions (see Section 5.2). These reports will include information about program design and implementation. Report sections regarding implementation will include: • A Final Work Plan, outlining the key tasks, reporting requirements, and timelines throughout the course of the demonstration; • A phase -down plan for the demonstration so that case plans for children and their families can be adjusted, if necessary, for the post -demonstration portion of their placement (See Section 6.1); • The detailed protocol or set of policies.that will guide decisions about which families or children are to be selected to participate in the demonstration, how the selection will be made, and how the suitability of services will be determined; • Standards of quality and safety and practice requirements identified by the State to be incorporated into any agreements with public and private providers that are expected to provide support and services; and • The status of evaluation activities, including efforts to engage a third -party evaluator. The demonstration project will be reviewed periodically by the Department to ensure that the demonstration activities are consistent with the purposes of titles IV -13 and IV -E of the Act and these Terms and Conditions in providing child welfare services, including an assurance of the safety of the children and families involved. The review is intended to ensure that benefit eligibility will not be impaired and that improved outcomes for the children and families will result. Any proposed amendment to these Terms and Conditions is subject to prior approval by the Department. Colorado Terms and Conditions — FINAL SECTION 3: EVALUATION 3.0 The State will conduct an evaluation of the use of title IV -E funds to test the hypothesis that the flexible use of title IV -E funds to provide family engagement services, trauma -informed child assessments, and trauma -focused behavioral health treatments, as appropriate, will result in improved safety, permanency, and well- being for children. The evaluation will consist of three components: A process evaluation, an outcome evaluation, and a cost analysis. The State is required to engage a third party to conduct an evaluation of the demonstration program. The evaluator shall be an independent organization that is not affiliated with state or local government, except that state universities may be engaged to conduct the evaluation. The evaluator shall be responsible for the development of the final evaluation design within the basic evaluation parameters outlined below. The evaluator shall develop a research design and sampling plan; develop and execute the data collection and analysis plans; and prepare interim and final reports. 3.1 Evaluation Design: The State's evaluation will involve a matched case comparison design and a time -series analysis. The matched case comparison design will examine changes in outcomes for children receiving one or more interventions implemented at the beginning of or early in the demonstration period compared to similar children in counties that implemented these interventions later in the demonstration period. The time series analysis will examine changes over time in key measures of child safety and permanency. To the extent possible, the State's analysis of process and outcome findings will be based on case -level data from the State's child welfare information systems, case records, and other data sources as appropriate. Additionally, the State's process and outcome evaluation will include an analysis of the modification of State non -safety certification regulations for relative foster family homes on child safety outcomes which will include, but are not limited to, allegations of abuse in relative foster family homes. The State will also examine the differences in outcomes for children placed in relative foster family homes as they compare to those in traditional foster family homes. These outcomes will be regularly monitored by the State's Administrative Review Division and reported in the State's progress reports (Section 5.3) and interim and final evaluation reports (Sections 5.7 and 5.8). Additional details of the final evaluation design will be determined in consultation with the Department and the State's third -party evaluation contractor and described in the State's evaluation plan (Section 3.5). Throughout the evaluation, the State will apprise the Department of any difficulties encountered in achieving the estimated sample sizes for the project, and in consultation with the outside evaluator will determine if such difficulties will affect the State's ability to identify statistically significant differences in key demonstration outcomes. The State Colorado Terms and Conditions - FINAL 9 will notify the Department as soon as any serious problems are noted. Semi-annual progress reports (see Section 5.4) will include an update on the sample sizes and progress toward meeting the targeted sizes. Cases will maintain their assigned status for the full period of the demonstration. Modifications to the sampling plan may be proposed to the Department for approval if the sample sizes for the experimental and control groups are such that the number of clients in each group will provide adequate statistical power to detect differences in outcomes of interest between the two groups. 3.2 Process Evaluation: The evaluation will include interim and final process analyses that describe how the demonstration was implemented and that identify how demonstration services differ from services available prior to implementation of the demonstration, or from services available to children and families that are not designated to receive demonstration services. The analysis will include a logic model that describes the demonstration's objectives, the services or other interventions provided, and the way the intervention is linked to measurable outcomes. In addition, the process analysis will examine, at a minimum, the following: • The planning process for the demonstration including whether any formal needs assessment, asset mapping, or assessment of community readiness was conducted; • The organizational aspects of the demonstration, such as staff structure, funding committed, administrative structures, and project implementation, including ongoing monitoring, oversight, and problem resolution at various organization levels; • The number and type of staff involved in implementation, including the training they received, as well as their experience, education and characteristics; • The service delivery system, including procedures for determining eligibility, referring subjects for services, the array of services available, the number of children/families served and the type and duration of services provided; • The role of the courts in the demonstration and the relationship between the child welfare agency and court system, including any efforts to jointly plan and implement the demonstration; • Contextual factors, such as the social, economic and political forces that may have a bearing on the replicability of the intervention or influence the implementation or effectiveness of the demonstration. This discussion will note any possible confounding effects of changes in these systems, or changes resulting from other demonstrations or reforms that were implemented during the title IV -E demonstration; Colorado Terms and Conditions FINAL 10 • The degree to which demonstration programs and services are implemented with fidelity to their intended service models; and • The barriers encountered during implementation, the steps taken to address these barriers, and any lessons learned during implementation. For each of the factors described above, the process analysis will note any differences, as appropriate for the State's evaluation design, in implementation before and after the start of the demonstration, among participating counties or other administrative units, or between the experimental and control/comparison groups. 3.3 Outcome Evaluation: The State's outcome evaluation will address, at a minimum, changes in the following outcomes: • Caregiver knowledge and capacity. • Child emotional/behavioral and social functioning. • Out -of -home placement and re-entry rates (placement avoidance). • Placement with kin caregivers (both licensed and unlicensed). • New and repeat allegations of abuse (in relative and non -relative foster family homes). • Length of stay in out -of -home care. • Frequency of changes in placement setting (placement stability). • Exits to permanency through reunification, guardianship, and adoption. • Foster care re-entry rates. • Use of congregate care. The State is free to propose additional research questions and outcome measures for inclusion in the evaluation. The State will collect data to address these questions from the State's automated child welfare information systems, child welfare agency case records, and additional information sources as appropriate. The State will work with its evaluation contractor to identify other appropriate data sources to address the process and outcome measures described above. 3.4 Cost Study: The cost analysis will examine, at a minimum, the costs of the key elements of services received by children and families designated to receive demonstration services and will compare these costs with those of services available prior to the start of the demonstration, or that were received by the children and families that were not designated to receive demonstration services. The cost analysis will also include an examination of the use of key funding sources, including all relevant Federal sources such as titles IV -A, IV -B, IV -E and XIX of the Act, as well as State and local funds. The purpose of the analysis will be to compare the costs of services available through the demonstration with those of services traditionally provided to children and their families. Where feasible, a cost-effectiveness analysis will be conducted to estimate the costs of Colorado Terms and Conditions — FINAL 11 each successful outcome achieved through the demonstration. This analysis will be conducted using one or more of the key outcome measures for which a statistically significant difference is identified. 3.5 Evaluation Reporting Requirements: The following reports and documents shall be provided to the Department for review and approval (also noted in Section 5): The State will submit to the Department for review a draft of the specifications or Request for Proposals (RFP) for the agreement to conduct an evaluation of the demonstration within 60 days after acceptance of these Terms and Conditions. The draft specifications must detail the objectives of the project, the evaluation design, the specific tasks to be conducted, the time frames for conducting those tasks, and a schedule and list of deliverables. The research questions, key variables, data collection methods, sample sizes and other aspects of the evaluation noted in these Terms and Conditions will be clearly described. The State will submit an evaluation plan to the Department for approval within 120 days after the evaluation contract is awarded. The evaluation plan must present the underlying logic linking interventions to expected outcomes, the research questions to be studied, the major variables to be measured, the final sampling plan, the data sources (including an assessment of the reliability and validity of each source), data collection procedures, and the major data analyses to be performed. The plan will describe the comparability of selected time periods and groups on key variables. Not later than 60 days after the conclusion of the 101' quarter following the demonstration's implementation date, the State will submit an interim evaluation report (see Section 5). The report will include a process analysis of the evaluation to date and any outcome data available at that time. The report will also include a brief description of the outcome and cost components of the evaluation planned and note any issues or problems anticipated in completion of these components. If the findings are unclear or incomplete, the Department may request revisions and resubmission of the report. • Not later than six months after the conclusion of the demonstration (20a' quarter), a final report integrating the process, outcome and cost components of the evaluation will be submitted. If the findings are unclear or incomplete, the Department may request revisions and resubmission of the report. • The State will post copies of the interim and final evaluation reports on the State's child welfare agency Website (see Section 5.10). • Not later than six months after the conclusion of the demonstration (20th quarter), the State will have the evaluation contractor produce and make available public -use data tapes, including documentation necessary to permit re -analysis of the data gathered during the course of the evaluation. Colorado Terms and Conditions -- FINAL 12 Public release of any evaluation or monitoring reports required under this agreement will be made only by the Department or the State. Prior to public release of such reports, the Department and the State will have at least a 30 -day period for review and approval. 3.6 Program Changes: Additional program changes that are not applied equally to experimental and control/comparison groups, or that would substantially affect the evaluation of the demonstration, must be approved by the Department as an amendment to these Demonstration Project Terms and Conditions. Colorado Terms and Conditions - FINAL 13 SECTION 4: COST NEUTRALITY 4.0 As required by section 1130(h) of the Act, the amount of Federal funds expended for this project may not exceed the amount of such funds that would be expended by the State under the State plans approved under parts B and E of title IV if the demonstration project were not conducted. Therefore, except for costs of evaluating and developing this project (as specified in Sections 4.4 and 4.5 below), starting with the deemed beginning date (see Section 1.5) the operation of this demonstration is to be cost -neutral to the Federal government with respect to maintenance and administrative costs for titles IV -B and IV -E of the Act. 4.1 Section 4 Terms: Costs. All references made to costs (unless otherwise specifically noted) consist of total computable (gross) costs. The Federal share of demonstration project costs will be computed using the matching rate applicable to the funding category. Maintenance Costs. All references made to maintenance costs include title IV -E allowable foster care maintenance assistance payments (per Section 475(4)(A) of the Act), and such other costs for cases deemed as title IV -E allowable through a waiver granted for this demonstration project. Administrative Costs. All references made to administrative costs include title IV -E allowable administrative costs (per Federal regulations at 45 CFR 1356.60(c)) and other costs deemed as title IV -E allowable through a waiver granted for this demonstration project. Cumulative. All references made to cumulative in the context of costs will indicate that costs are to be summed for all quarters from the deemed beginning date through the quarter in question. 4.2 The total costs of foster care payments, including maintenance and administrative costs, shall be an amount determined by a base allocation as determined in Section 4.2.1 below plus any annual change factor or exclusions as specified in Section 4.2.2. The results of this calculation are shown in Section 4.3, Table 1. The aggregate five- year sum of Federal share payments shall be the cumulative fixed payment that shall be made to the State. Receipt by the State of payments not greater that the cumulative fixed payment shall be considered cost neutral to the Federal government. At least 90 days prior to implementation, the State shall provide the Department with a document showing a fixed schedule of payments for the five-year demonstration period. The State may receive quarterly payments in accordance with a schedule of quarterly payments the sum of which do not exceed the total cumulative payments under the demonstration. Colorado Terms and Conditions -- FINAL 14 4.2.1 The foster care base allocation amount to be used for purposes of establishing a cap to reflect cost neutrality to the Federal government for demonstration project operations has been determined for each of the funding categories impacted by the demonstration project through the following processes: Source of claims: The base amount is the calculated State Fiscal Year (SFY) total computable (gross) title IV -E Foster Care claims (including current and prior quarter adjustments) submitted by Colorado on quarterly reports of expenditures and estimates (i.e. form ACF -IV -E-1 or CB496, as applicable) during the specified time periods for the following cost categories and adjusted for baseline increases as specified below: • Foster care maintenance costs: Total computable costs of $35,943,219. This total is calculated from the average of maintenance payments claims for SFY 2008-2010. • Foster care administrative costs (excluding SACWIS, non-SACWIS child welfare information systems, and training): Total computable costs of $54,251,490. This total is calculated from the average of administration claims for SFY 2008-2010 in the following specific categories of administration: eligibility determinations and case management. Application of base allocation: The base amount will be applied separately in determining annual allocations for maintenance assistance payments and administration. 4.2.2 The payments for each full FFY during the 5 -year operational period of the demonstration project shall consist of the base amount adjusted each FFY by the change factor(s) and the exclusions described in the subsections below. Thus, payments in the second and subsequent full FFYs of demonstration operations will equal the amount calculated for the prior FFY plus any further applicable changes. Payments for demonstration operations during any partial FFY will be pro -rated proportionally by quarter to reflect the portion of the FFY when the demonstration project is operational. 4.2.2.1 The annual allocation change factors applied have been determined by the following process: a. Maintenance assistance payments: Three year average annual rate of change in the ratio of total computable maintenance payment claims to average monthly number of children. b. Administration: Three year average annual rate of change in total computable administration claims for the specified categories. Colorado Terms and Conditions -FINAL 15 4.2.2.2 The foster care costs excluded from the cost neutrality calculation and thus subject to payment outside of the capped allocation are as follows: a. Any allowable foster care administrative costs not previously identified in Section 4.2.1 will be excluded from the calculation of the demonstration's capped allocation (see Section 4.3), and will be reimbursable separately in addition to the amount of the capped allocation. b. Any allowable SACWIS or non-SACWIS child welfare information system development or operational costs will be excluded from the calculation of the demonstration's capped allocation (see Section 4.3), and will be reimbursable separately in addition to the amount of the capped allocation. Costs associated with the development, maintenance and operation of the State's SACWIS project will be subject to applicable advance planning document and approval processes. c. Any allowable staWprovider or professional partner training costs will be excluded from the calculation of the demonstration's capped allocation (see Section 4.3), and will be reimbursable separately in addition to the amount of the capped allocation. 4.3 Federal title IV -E payments to the State for this demonstration, including expenditures of any realized savings, will be made for amounts in accordance with Table 1 (shown below) quarterly based on State estimates of demonstration expenditures for the next quarter in accordance with the payment schedule (as determined in Section 4.2 above). Table 1- Colorado Title IV -E Foster Care Total Computable Demonstration Project Capped Allocation Payments Demonstration Base SFY SFY 2013 SFY 2014 SFY 2015 SFY 2016 SFY 2017 SFY 2018 Project Funding Amount Allocation Allocation Allocation Allocation Allocation Allocation Category Cap Cap Cap Cap Cap Cap Maintenance Payments 35,943,219 36,593,888 37,212,120 38,486,500 39,353,687 40,323,825 41,414,040 Administration 54,251,490 55,651,178 56,669,595 57,383,632 58,468,183 59,438,754 60,389,774 All Capped Categories 90,194,709 92,245,066 93,881,715 95,870,132 97,821,870 99,762,579 101,803,814 Federal title IV -E payments for demonstration operational expenditures will be made for any quarter beginning in accordance with the dates specified in section 1.5 of these terms and conditions when the demonstration is in operation and for a total period of no longer than five years (20 quarters) thereafter. Colorado Terms and Conditions — FINAL 16 Actual expenditures claimed for the demonstration project, including expenditures of any realized savings, along with estimates in advance of each quarter, will be identified separately on the ACF quarterly claim form, CB -496. Summary fiscal information on the results of the project must be reported in Part 3 as well as other applicable parts of form CB -496. These estimates and claims relating to the demonstration will be subject to review and deferral or adjustment according to the normal procedures for reviewing title IV -E estimates and paying title IV -E claims. All other title IV -E claims that are not related to this demonstration will continue to be filed in accordance with current quarterly claiming requirements for payments for allowable cost. The State must examine its cost allocation plan to determine whether any of the components will affect the calculation of or claiming for any administrative costs under title IV -E, and if so the State must submit an amendment to the cost allocation plan prior to the implementation date to address any such effects appropriately. 4.4 Developmental Costs. Developmental costs are the expenses the State incurs to establish the demonstration prior to the project's implementation. These costs are excluded from the cost -neutrality calculation. For activities undertaken prior to the implementation date specified in Section 1.5 above, the Federal government will match the approved administrative costs related to development of the demonstration project (otherwise called developmental costs) at the applicable matching rate without application of cost allocation. Such costs can begin with the preparation of the State's proposal and may also include automated systems development and changes, policy or procedures development, and staff training. Developmental costs do not include costs for activities performed on or after the deemed start date of project operations. No later than 30 days after the State formally accepts these Terms and Conditions, the State will submit a plan, for approval by the Department, designating which administrative costs will be treated as developmental costs for purposes of this section (see Section 5.0). This section is not intended to supersede other requirements for Federal approval for administrative costs of the programs involved in the demonstration. 4.5 Evaluation Costs. Evaluation costs are expenses incurred by the external evaluator as well as those incurred by the State that are directly related to the evaluation effort. These costs are excluded from cost -neutrality calculation. Evaluation costs begin with the first evaluation planning activities and continue until the final evaluation report is submitted. Such costs will encompass all costs necessary to carry out the approved evaluation plan, including costs for evaluation activities carried out by State and local agencies as well as those carried out by the evaluation contractor. The costs of approved evaluation activities may be charged to title IV -E administrative costs without cost allocation so that the State may claim a full 50 percent of these costs as title IV -E administrative costs. The State shall address any changes needed to implement this provision through submission of appropriate amendments to its approved State cost allocation plans. Costs of evaluation that arise from the demonstration project(s) approved under these Terms and Conditions may be claimed for a reasonable period of time after the expiration of the period of this demonstration (Section 1.5) so long as the costs are for activities required by the evaluation plan(s) approved by the Department and are otherwise allowable and Colorado Terms and Conditions - FINAL 17 reasonable. Evaluation components not approved by the Department will not qualify for Federal matching funds. Colorado Terms and Conditions — FINAL 18 SECTION 5: MONITORING The State will send all reports required in this section to the Children's Bureau, the Regional ACF Office, and the evaluation technical assistance contractor for this initiative. 5.0 The State must submit a plan, for approval by the Department, designating which administrative costs will be treated as developmental costs (see Section 4.4) no later than 30 days after accepting these Terms and Conditions. 5.1 Within 60 days of acceptance of these Terms and Conditions, the State will submit to the Department a draft of the specifications or Request for Proposal (RFP) and evaluation specifications for review. 5.2 Within 90 days following acceptance of these Terms and Conditions, the State will submit a Preliminary Design and Implementation Report to the Department for approval; and a Final Design and Implementation Report will be submitted to the Department for approval within 180 days following acceptance of these Terms and Conditions (see Section 2.4 for detailed elements of the reports). 5.3 The State shall submit quarterly progress reports beginning 90 days after the acceptance of these Terms and Conditions and continuing until implementation. The Preliminary Design and Implementation Report will serve as the first quarterly report. All subsequent reports are due no later than 30 days after the conclusion of each quarterly period and will include a basic update on the status of each activity or task identified in the Implementation Report. The report will also identify any problems encountered that may have an impact on the design or anticipated implementation schedule. Suggestions for resolving these problems will be provided for the Department's review and approval. 5.4 Once implementation has begun, semi-annual progress reports will be required throughout the project period summarizing project and evaluation activities and accomplishments during the reporting period as well as interim findings from the evaluation, if available. The semi-annual monitoring reports shall indicate issues or problems and resolutions regarding the implementation of the demonstration or evaluation as approved, including updates on the resolution of any significant problems identified in the implementation report. The State will address its progress toward implementing the Child Welfare Program Improvement Policies as described in Section 2.3. These reports are due no later than 30 days after the conclusion of each reporting period. 5.5 The State will submit an evaluation plan to the Department for approval within 90 days after the evaluation contract is awarded (Section 3.5). The evaluation plan must be approved by the Department prior to implementation. 5.6 The State will submit an annual accounting during the demonstration project period of all investments, public or private, made in coordination with the State to provide services under the proposed demonstration project. Colorado Terms and Conditions — FINAL 19 5.7 The State will submit an Interim Evaluation Report 60 days after the conclusion of the 101 quarter following the demonstration's implementation date (Section 3.5). Additional reports may be proposed by the State and, subject to approval by the Department, may be considered allowable components of the evaluation of the demonstration. 5.8 The State will submit a Final Evaluation Report six months after the project ends, integrating the process study, the outcomes study, and the cost analysis (Section 3.5). 5.9 The State will post copies of the interim and final evaluation reports on the State's child welfare agency Website (see Section 3.5). 5.10 The State will submit, or have the evaluation contractor produce and make available, public -use data tapes, including documentation necessary to permit re -analysis of the data gathered during the course of the evaluation, six months after the project ends (Section 3.5). Colorado Terms and Conditions -- FINAL 20 SECTION 6: TERMINATION PROCEDURES 6.0 Federal financial participation in demonstration activities requiring waivers will not be provided beyond the period approved by the Department. 6.1 As part of the Preliminary Design and Implementation Report and the Final Design and Implementation Report (Section 2.4), the State will submit for the Department's approval a plan to phase down and end the demonstration to ensure that there are no demonstration -related Federal costs incurred beyond the period approved by the Department. All activities requiring Department approval must cease on the date decided by the Department if the project is terminated prior to the end of the 201h quarter after the deemed beginning date of the demonstration. Approval: and Families /�)8 M, Date Colorado Terms and Conditions FINAL 21 Acceptance: Reggie Bicha Executive Director Colorado Department of Human Services Date � .hlbi+ L`5 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties 5/24/13 Intervention- Family Engagement and Kinship Support Contact Person: Sharon Longhurst Pritt saritt@earfield-county.com 970-625-5282 Ext. 3265 Intervention- Permanency Roundtables Contact Person: Toni Rozanski toni.rozanski@easlecountv.us 970-328-8852 Management Plan for Waiver implementation Intervention- Family Engagement and Kinship Support Lead Persons for Waiver Activities: Sharon Longhurst Pritt, CW Services Admin. Garfield County Intervention- Permanency Roundtable Lead Persons for Waiver Activities: Toni Rozanski, Children Family and Adult Services Director, Eagle Co IVE Waiver Executive Committee Sharon Longhurst Pritt, Services Administrator, Garfield County Toni Rozanski, Children, Family and Adult Services Director, Eagle County Kim DuBois, CW Admin. Pitkin County Bonnie Ruckman, Director, Rio Blanco County Vickie Clark, Director, Routt County Kerri Klein, Director, Moffat County 1 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties Waiver Team- PRT and Family Engagement Sharon Longhurst Pritt, Services Administrator, Garfield County Toni Rozanski, Children, Family and Adult Services Director, Eagle County Kim DuBois, CW Admin., Pitkin County Sheila Strouse, Supervisor, Garfield County will lead efforts of Family Engagement Susan Garcia, Supervisor, will lead efforts of Kinship Support Matt McGaugh, supervisor, Garfield County, will lead PRT efforts in Garfield County and collect data Dorothy Wilson, Eagle County, Manager Holly Kasper, Eagle County, manager Waiver Team- Kinship Support Sharon Longhurst Pritt, Services Administrator, Garfield County Kim DuBois, CW Admin. Pitkin County Susan Garcia, Supervisor, will lead efforts of Kinship Support in Pitkin and Garfield County Mission- will be determined as the team begins to come together as a group and goals are outlined for their purpose. Task- Supervisors and managers identified to lead the components of the waiver are responsible to implement steps as outlined in this proposal. The coordinator will be responsible for arranging meeting times and setting an agenda for reports on the waiver activities. The coordinator will lead the monthly meeting in an effort to keep the counties and CDHS informed of the progress and identify barriers as they arise. This person will also collect data and share outcomes at the monthly meetings. Waiver Interventions Title IV -E waiver Interventions Proposed 1. Family Engagement Funding Amount Requested 228.320 2. Permanency Roundtables Funding Amount Requested 139.061 3. Kinship Supports Funding Amount Requested 55,243 Total 422,624 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties The Counties will commit staff to serve on an implementation committee to discuss issues that arise in putting in place particular interventions or in overall implementation of the intervention strategies. Family Ensaeement: Garfield County has designed and implemented a Family Engagement practice that has been solidified in practice. This policy includes a number of family meeting types that include Team Decision Making meetings, Family Group Conferencing and Facilitated Family Meetings. The policy (attached) describes at what intervals in a case any particular type of meeting is to be used. Workers are held to this policy through group supervision and individual supervision. All meetings with the family are documented in Trails. There are no needed changes within the county's practice or policy for Family Engagement, changes proposed would include two separate distinct areas to enhance and grow the engagement of families. Expand current Family Engagement practice to Pitkin and Eagle County Garfield County would propose collaborating with Pitkin County and Eagle County to provide the resources and infrastructure to implement family engagement strategies as outlined in the Garfield County family meeting policy. Through conversations that have already taken place Pitkin County has verbally agreed to utilize GarCo facilitators as outlined in the established policy. This verbal agreement would be solidified with a written document outlining Pitkin's intent on following the policy with fidelity and Garfield's agreement that facilitators would be available upon demand. This facilitation would be available for the portion of Eagle County that Pitkin County is servicing. Eagle County would propose hiring a facilitator and training this individual in TDMs and FGC. The intent would be for Eagle County to adopt Garfield's policy for Family Meetings and implement this practice with fidelity to the identified time frames and types of meetings. All three counties would be adhering to the policy that is attached. Currently all three counties collaborate in a number of areas and the relationships that have been forged will serve as a strong foundation for implementing this proposal. Garfield has provided limited facilitation for Pitkin in the past but these arrangements have been loose and dependent on staff availability and the needs of Garfield families. Through a formal arrangement both counties will understand their responsibilities and obligation to provide this service. Garfield would propose contracting or potentially adding a staff member to meet the additional needs of Pitkin County and the portion of Eagle County that Pitkin services. Eagle County would propose the addition of 1 FTE for family engagement in their county. WRAP Facilitator Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitki n- Moffat- Ro utt-Rio Blanco Counties The counties are cognizant of the fact that unless services and supports are put into place in the county the efforts to lower congregate care numbers and other placements will be fruitless. Through strong efforts, collaboration and relationship building GarCo DHS has been putting time and energy into creating a network and continuum of services to address high level needs of families, youth and children. The county has spearheaded and encouraged continued efforts with a group of individuals representing schools, behavioral health, probation, and a youth serving agency (SB94 & diversion programs) to integrate current programs, develop programming for gaps in services and create a position where these efforts can be managed in a coordinated manner. The community came together for WRAP training in early 2013; representatives from the above disciplines were present. Many of the participants shared this concept and practice would benefit families presenting with high needs and multiple service providers. With the idea of combining the efforts put forward from the team working on a coordinated service delivery system and the participants from the WRAP training a proposal would be to fund the position of a WRAP facilitator. This position would be supervised and housed by a community partner. There are three community partners that have agreed to be potential employers of this position, behavioral health, youth serving agency, and school. The position would be funded .5 by waiver funds and potentially .5 by PA 3 funds (when this funding source becomes available) to allow for both child welfare involved families and non -child welfare families to utilize this support. This WRAP facilitator would be able to engage families in all three counties. The entities that have been identified have services available in all three counties. Although this concept doesn't fit in the application as outlined argument would be presented that this model falls precisely within the idea of family engagement. The counties would support that this proposed funded position allows the community to participate in family engagement and therefore broaden the spectrum and catch area. The county would contract with an entity and fund the position. There are natural partners that spam the three counties and could serve as the contractor for this position. Garfield, Pitkin and Eagle Counties share a Core Service plan and through this plan Colorado West Mental Health provides behavioral health services to all areas. This agency is willing to partner with our efforts to bring a position to their organization. This collaboration and established Mationship allows for this type of proposal to move forward. The county would anticipate providing this service for 12-15 families. This number is derived from the number of youth in OOH placement who could potentially return to the counties if comprehensive services were available, the crossover youth, and YIC cases. This number could also potentially include complicated cases with younger children involved. Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties Budget Personnel 1FTE Garfield County $80,601 1 FTE Eagle County $88,792 1 FTE Contracted $50,000 Total for Personnel- 219,393 Training, Travel, Office Supplies and Equipment Total $8927 Family Engagement Total Budget $228,320 Permanency Roundtables: The Northwest Region of Colorado is proposing to partner to provide Permanency Round Tables for Eagle, Pitkin, Garfield, Rio Blanco, Moffat and Routt counties. The partnership is an outgrowth of the natural region in the Northwest corner of Colorado and the regional efforts of Pitkin, Garfield and Eagle counties. The regional effort of PRTs for NW Colorado builds upon the work of promoting and achieving safety, permanency and well-being for all children and youth in foster care; reducing congregate care use, reducing time in out of home care and increasing the voice of child/youth and family in the planning of their future. Although, only Eagle has participated in the PRT process with heavy support from CDHS, the entire region is ready and positioned to support each other in the implementation of taking permanency interventions to the next level. The needed modifications to engage in PRTs in the region include building a cadre of staff across the region to support each other in the roles of the PRTs and the entire training curriculum required by the intervention. The collaboration of the PRT in the Northwest region hopes to facilitate a strong partnership in supporting each other and all of our children and youth to identify realistic solutions to permanency solutions and remove obstacles. Throughout the implementation of this intervention of PRTs, our goal is to improve permanency outcomes, assess attitudes toward permanency, organizational climate and culture, document and address barriers to permanency and build on the scientific study of applying the intervention with fidelity. The training model is being envisioned over the course of the first quarter and interventions will follow immediately. Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitki n-Moffat-Ro utt- Rio Blanco Counties Training Timeframe Notes Intensive 2 day PRT orientation July/August Offered multiple times throughout the region to ensure full participation of staff in all artici ating counties Collateral Partners training August/Sept/Oct One session in each count Master Practitioner training August/Sept To join statewide offering or create training opportunity in the region Facilitator training August/Sept To join statewide offering or create training opportunity in thereion Ongoing Values training Ongoing Throughout the region Quarterly half day training for Ongoing Throughout the region supervisors, case managers, managers Additional resources are being requested to support the Regional PRT effort. Due to the wide and far reach of the region based on square miles and number of counties, we are requesting 1.5 FTE to lead, facilitate and implement the PRT intervention for the region. One FTE is planned in Eagle County and .5 FTE is requested for Garfield County. The region is also requesting a fund for mileage to travel to and from participating regions for this intervention. The estimates of the mileage are based on an average number of meetings over the year, average number of kids the region will serve and the anticipated meeting frequency to lead these actions. Personnel costs including Salary and Fringe--- $125,832 Mileage and meeting support -- $10,300 (EagCo) + 2929 (GarCo) Total: $139,061 No anticipated barriers exist for this intervention. A few anticipated challenges will be discussed and addressed in the early implementation discussions which include: distance, fidelity across systems, the strengthening of the regional collaborative relationship, and different starting points. Each county participating in this intervention self-reported the need of PRTs for their identified county by answering the following questions: 1. Please confirm your participation in the PRT intervention only. 2. Do you plan to have a Master Practitioner in your county to be shared? If yes, do you want a request for funding for all or part? 3. How many eligible kids do you have in OPPLA? Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin- Moffat- Routt-Rio Blanco Counties 4. How many eligible kids do you have in care over 12 5. From the total of currently eligibles -- how many are where are they? r mos currently? . placed in the f of in the i t�� County Partici ation MP OPPLA 12 S. In region Eagle Y Y 1 1 None Garfield Y Y 6. i None Rio Blanco Y N 2 P None Moffat Y N 2• 9 5 Pitkin Y N 0 0 n/a Routt Y N 2 0 None 1'� In the future of developing the PRT regional model, the access and training of master practitioners and facilitators will occur in the first quarter of the intervention. The administrative and permanency expert role will be provided by the local county from which the child entered the system. The additional details behind this part of the implementation will be addressed in the implementation team. Kinship Supports: Garfield County DHS Foster Care program in collaboration with Pitkin County is dedicated to providing Kinship Care to families experiencing difficulties within their family system. The county is dedicated to diligent search and ensuring that children and/or youth are placed with their family members. Family members are invited to all Family Meetings and are involved from the beginning of the child's placement process. Once the legal background checks are completed and the family member(s) meets the legal and background check requirements a SAFE Home Study process is started. Kinship placements are required to complete all of the SAFE Home Study and trainings that are required by the State of Colorado. A Foster Care Coordinator is assigned to the case and completes monthly visits and case management as needed by the family. The collaborative effort has seen an increase in Kinship Placements. The county would like to dedicate a specific "Kinship Worker" within the Family Resource Unit. The Kinship Worker would have a support team that would be assisted by a Behavior Coach, In Home Family Therapist, Life Skill Worker, Transportation Worker, and a Clinical Supervisor. Garfield County in collaboration with Pitkin County would like to increase the supports that are available to Kinship placements. In most circumstance, families are more than willing to take their family into their home. The families are well intended but poorly equipped to bring the child into their Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitki n-Moffa t-Routt- Rio Blanco Counties home. Most of the situations are an emergency and the families do not have the necessary diapers, cloths, wipes, beds, formula to meet a younger child needs. With older children and adolescents, most times they come to the Department with little or no belongings. The Department has limited supplies on hand to assist these children at those times. The two county project would like to have provisions available to meet the activities of daily living to meet the needs of the children and families. Most importantly the Kinship family needs a significant amount of support and training related to the child's situation. In most cases, the kinship family member has no idea that there are issues occurring in their relative's home. The phone call from the department may be the first call that the Kinship home is made aware that their immediate/extended family is having difficulties. It is important to the success of the project that the worker increases their contacts with the family to ensure safety and a smooth transition for the child into the Kinship home. The project would like to provide tailored training and case management to Kinship family members. In cases where there is adequate time, the Kinship Worker will be doing a pre interview and assessment regarding the treatment concerns and safety of the child in the home. The Foster Care Worker will "front load" the necessary services for the Kinship Family including but not limited to Therapy, Parenting, Behavior Coaching, Life Skills, and transportation. The foster care program is administrated in collaboration with Pitkin County and the Kinship piece of the program would also include Pitkin County. Anticipated resource needs: Staff: Kinship Worker .5 FTE Respite: In most cases the children who enter the kinship program have significant mental health, attachment, and behavior challenges. Kinship families have children of their own. Respite is an important component to the success of the kinship placement. Daycare: Often times Kinship providers are working full time and will need daycare for the children who are placed in their care. The funding streams for the county are often limited and restrictive. There are frequently emergency situations that Daycare is needed and funding is unavailable. Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties Purchasing of Hard Supplies: When a Kinship family takes a child into their home, they are frequently in need of hard supplies, age appropriate furniture, clothing, baby supplies, school supplies, food, gifts (depending on the time of year), transportation needs (a larger car and fuel), and items related to meeting the Kinship Home Study requirements (fire extinguishers, night lights, safety locks, fences, and smoke detectors. In Home Training: The counties have significant resources within the county to provide in home training to families. However, there are some circumstances that families may need additional resources beyond what the department can offer. Trainers can be contracted with but at a higher fee. Housing Assistance: There may be occurrences in which Kinship Family's are willing to take children into their home and make a long term commitment to the child. Their home may not be able to accommodate all of the family members and the family may have to look for a different home to meet the family's needs. Families may need financial assistance to move into another residence. Transportation: Kinship providers may have limited options to transport children. Anticipated barriers No identified barriers at this time. Budget Personnel .5 FTE Garfield County 29,144 Total for Personnel- 29,144 Office Supplies and Equipment. Kinship Supports Total $26,099 Kinship Support Total Budget $55,243 Number of Kinship Family Foster Homes Served Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties Pitkin and Garfield County together are currently serving an average of 3 to 5 families per year. The project is anticipating serving 5-7 Kinship Foster Homes. Service Implementation Implement services will begin July 1, 2013: Kinship Worker .5 FTE Behavior Coach Parenting Support Intensive Family Therapy with Clinical Supervision. Respite Care Day Care Intensive Case Management and Monitoring Training Areas of concern that cause significant barriers for the Kinship workers and the family are funding transportation, daycare, and hard supplies such as furniture, diapers, wipes, clothing, and car seats. TANF is utilized when appropriate and available but the need exceeds the resources. Community Partners: Rate each of your major community partners on their knowledge of and support for the waiver in your county on a scale of 1-5 with 1 being least knowledgeable, supportive, etc. Use additional columns to add other major partners in your county. 10 Court Behavioral Health School System Probation SB 94 YZ CMP- All Members Understanding of Colorado's waiver? 2 4 4 4 4 4 Understanding of the implications of waiver 2 3 2 2 2 2 10 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties for the partner? Willingness to work with county on waiver 5 5 5 5 5 5 implementation? Commitment of staff to waiver -related tasks 5 5 5 5 5 5 and interventions? Any special interests or commitments? 2 5 4 4 4 5 Briefly describe the county's initial plans for increasing/solidifying support and engagement by community partners. In GarCo ground work has been laid with community partners. The topic has been introduced and discussed at the IOG meetings and with other partners not represented at the IOG. Although little information has been available to share with these partners they do understand the general concept of reducing OOH placements, increasing community support and either building on existing services or creating new services to embrace the concept of our children staying in their own community. The community has indicated full support of these efforts and is anxiously awaiting information to move forward on a planning process. This planning process would include discussions on gaps of services -and supports that would need to be implemented to keep our children and youth in all six counties. Some similar work although somewhat different has been done in the other counties. Each county is unique in their community engagement strategies. The common thread is all counties have begun conversations with their community members and laid a foundation to strengthen their home community resources. Throughout the region partners of child welfare are hearing a strong and consistent message that we must development a safety network within our neighborhoods to support families and keep kids home safely. Systems: For each of the following initiatives describe briefly how the county envisions the connections/complementarities between the Title IV -E Waiver Demonstration and the initiative. If your county does not yet participate in the initiative and does not plan to do so during the waiver period, write NA. 11 0 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties 12 N Trauma -Informed Systems of Care- Garfield County is involved with Project Focus and has committed to continue work with the Kempe Center. This effort has been expanded to include Pitkin and Eagle Counties and training all staff in Garfield County. The vision would include moving this work forward and solidifying practice as the Trauma Informed portion of the IVE Waiver is introduced in 2014. Colorado West Mental Health (BHO) has a number of individuals trained in trauma informed care; there were two individuals who attended the convening with county staff in early April. This agency has indicated an interest and a willingness to partner in movement towards assisting with assessment of trauma. A youth serving agency in the three counties that is responsible for SB94 and provides services for delinquent youth has also received training and attended the convening in early April. This agency has also expressed interest and willingness to utilize trauma informed care throughout their assessments and treatment of this population of youth. • Collaborative Management Program- Garfield County has been a CMP site since 2008 and the members have developed a solid working relationship. DHS utilizes this group of community partners as a conduit for information sharing and service development. This group serves as the Advisory Committee for Core, RRHY and PSSF. Information regarding the waiver has been shared with this group monthly as it has become available. GarCo CMP will serve as a working group to allow services to be developed within the county enhancing the efforts to service children and youth to remain in county. Eagle County also has an active CMP group. Their community members will work in a similar fashion on being a gateway for assessing community needs and working towards service development. Pitkin County is in the early stages of CMP development but have a strong community collaboration. • Differential Response- Garfield County was part of the five county demonstration project. Garfield is serving as a resource for counties that are introducing this practice. The philosophies that Colorado has adopted as part of this dual track system complement the IVE activities. This practice change has laid solid ground work for Garfield County to move into an implementation phase for waiver proposals. The proposal would suggest that Family Engagement be enhanced and expanded to a neighbor county, the policies written as part of DR will serve as the venue to allow this to move forward. • Permanency by Design- The counties haven't taken this particular initiative on as the definition would suggest but all the components of Permanency by Design are woven into the practice in the counties. There is no formal plan to "label" any of the work we have implemented under a Permanency by Design title but the counties will continue to utilize the components of this model in all areas of interactions with families. Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties Waiver Planning and Monitoring Process: Briefly describe your planning process to date- Planning has included three main areas: • Meeting with neighboring counties (Eagle and Pitkin) a number of times to define where each county is at in the areas as outlined in the waiver. Potential areas of overlap or where there is a potential for collaboration. Conversations including thoughts and ideas about how each county plans on implementing the three areas of waiver activity. • Internal meetings in all the CW Divisions within the region. These discussions have happened in the context of the work being completed by the CQI team and the management team. Conversations have included brainstorming on waiver implementation ideas and matching data with areas of concentration within the waiver. • External meetings in the community including CMP and other collaborations. This has included continuous introduction and communication on the direction of CW, brainstorming on service delivery to support families and commitment from partners to be part of the planning process. Attach any written plan or other materials that have been developed related to waiver implementation- NA Briefly describe anticipated implementation planning and monitoring activities during the first year of the waiver- Implementation planning and monitoring activities will be a part of the CQI team process. The teams are currently monitoring action plans that were put into place as a result of the process mapping and data review. The suggested activities as a part of the IVE waiver were developed in part through the work of these teams. The CQI teams are a natural connection for the monitoring and review of the IVE waiver activities. The activities will also be monitored by the Executive Team as identified in the contact portion of the application and the working team. Barriers: • Working out details of cross county collaboration • Integrating additional meetings into practice • Arranging contracts and creating a practice around a WRAP Facilitator 13 Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties • Distance between counties • Each county's low number of involved children, youth and families Independent Evaluation: Family Engagement and Kinship Support Intervention Primary Contact: Sharon Longhurst Pritt, Services Administrator, spritna,garfield-county.com, 970-625-5282 Ext. 3265. Additional Evaluation Contact: Matt McGaugh, Unit Manager, mmcmaugh a a8 rfiled- county.com, 970-625-5282 Ext. 3018 Permanency Round Table Intervention Primary Contact: Toni Rozanski, Children, Family, and Adult Services Director, toni.rozanskie,eaglecounty.us Garfield County has participated in rigorous evaluation with four other counties in Colorado for the purposes of the DR demonstration project. Matt worked closely with other data experts in the creation and ongoing work to monitor outcomes on the DR project. The county runs regular reports and reviews data monthly. GarCo also has completed the first round of CQI training and implementation. Eagle County is a Colorado Practice Model County and is completing the first round of the CQI process. Toni Rozanski is an active member of the POIT and has lead evidenced based services for CORE services in Denver and Eagle counties. Toni is also a member of the CPM CQI workgroup. The counties will continue the practice of reviewing data monthly and submitting reports to the appropriate BOCC. Through the use of this monthly monitoring the counties will examine trends and adjust programming as needed. . Other: Garfield/Pitkin/Eagle: I1i Regional IV -E Waiver Application North West Regional Intervention Garfield- Eagle- Pitkin-Moffat-Routt-Rio Blanco Counties The county has proposed to utilize IV -E waiver funding to pay for FTEs, the two .5 FTE positions are already positions held within the GarCo CW Division and 3 new positions, 1 for GarCo and 2 in EagCo. Through the savings of these salaried individuals in GarCo the county would reinvest these dollars into community services. In Eagle County, the additional positions for Family Engagement and the regional effort of PRT models will allow implementation with fidelity. Through the GarCo CQI process a determination was made that the barrier most significantly impacting the county's ability to keep youth and children in their own homes is the lack of intensive services to achieve this goal. This becomes a barrier not only at time of initial placement but also at the point a return home has been achieved. Recidivism rates are directly linked to a lack of comprehensive services as analyzed and reviewed through the CQI team. The dollars reinvested would serve as only part of a larger community effort to pool resources from CMP members to create programming for youth. Other community members willing to commit resources are behavioral health, schools, probation and Youth Zone (S1394 and diversion programming). Ground work has been laid and efforts have been coordinated for a year to create a comprehensive service delivery system to youth that are at highest risk for high level out of home placement. This same model could be replicated to service children under the age 12. Volume VII: • Will your county request any waiver of rules? No 15 County _Pitkin I agree to participate in the NW regional model of the IV -E waiver application. By participating, I agree to support the programmatic requirements, cooperate with the Evaluation Team, and implement the waiver interventions with fidelity to the models in use. 15 - Director Director signature Date County I agree to participate in the NW regional model of the IV -E waiver application. By participating, I agree to support the programmatic requirements, cooperate with the Evaluation Team, and implement the waiver Interventions with fidelity to the models In use. %I Director signature Date County r-)O.r4I'Fj G I agree to participate in the NW regional model of the ME waiver application. By participating, I agree to support the programmatic requirements, cooperate with the Evaluation Team, and Implement the waiver interventions with fidelity to the models in use. (A (oc+of County I agree to participate in the NW regional model of the ME waiver application. By participating, I agree to support the programmatic requirements, cooperate with the Evaluation Team, and Implement the waiver Interventions with fidelity to the models in use. l Director signature Date County 1 u aGla t C I agree to participate in the NW regional model of the IV -E waiver application, By participating, I agree to support the prbgrammatic requirements, cooperate with the Evaluation team, and Implement the waiver Interventions with fidelity to the models In use. County _ "R Mk I agree to participate in the NW regional model of the IV -E waiver application. By participating, I agree to support the programmatic requirements, cooperate with the Evaluation Team, and Implement the waiver interventions with fidelity to the models in use. Date Director signature Garfield County Department Of Human Services PROGRAM AREA: Child and Adult Protection EFFECTIVE DATE: REVISION DATE: TITLE: Family Group Decision Making AUTHORIZING SIGNATURE: FGDM Purpose: Garfield County recognizes the importance of involving family groups in decision making about children who need protection or care. The Family Group Decision Making process actively seeks the collaboration and leadership of family groups in crafting and implementing plans that support the safety, permanency and well- being of their children. FGDM Definition: A decision-making process when members of the family group are invited and joined by members of their informal network, community groups, and the child welfare agency that has become involved in the family's life. FGDM Key Principals: • The child's welfare is paramount • Families should be empowered to be centrally involved in planning for children's futures • Children's best interest are generally served in a safe home environment within their family • Immediate and extended family have a right to be given every opportunity to provide for their children's best interest • Children, young people and their families have a right to be provided with processes that allow them to make informed and responsible decisions regarding the children's future care and safety • A child's need for permanence is critical to ensure their ongoing development • The family should be centrally involved in decision-making around permanency planning for the child • It is essential to work in partnership with families by: - Showing respect to each participant - Ensuring accountability for each person's contribution - Valuing each person's contribution Page 1 of 4 Respecting the principle that wherever possible, children are best looked after in their own families Gaining an understanding of each family's unique and individual needs; and practice in a way to meet these needs #� )A 1 Ittli,h'ii FGDM Policy: ES 'i�`` 4' tJ Each family involved in a child welfare Assessment/Case with,Garfield County Department of Human Services shall be given an opportunity to participate in family meetings with the Department when agency intervention is required, including; Family Group Conferences (FGC), Team Decision Making Meetings (TDM) & Family Support Meetings (FSM). These meetings can be initiated by the family or the child welfare agency whenever a pivotal decision about a child is required. The various meeting types allow Garfield County DHS and families that require DHS intervention flexible options that emphasize the family's voice in planning and decision making around safety and permanency of children. Criteria for holding different Family Meetings: 1.) Family Group Decision Making in Garfield County is mandatory at "Pivotal Decision" making points when a family is involved with Garfield County DHS. 2.) There can be "Optional Reasons" to provide Family Decision Making meetings for families to support success of families Garfield County DHS becomes involved with. 1 f} Pivotal (Mandatorv) Decisions Include: 1.) Emergency removal of child 2.) Considered removal of child 3.) Change in child's placement 4.) Reunification Decisions 5.) Permanency Goal Decisions Optional Reasons for FGDM: 1.) Family Support Meeting 2.) Case Planning 3.) Transition Planning 4.) Follow up Meetings 5.) Case Closure Planning t Ot • Family Group Conference (FGC -FGC is considered "Family Driven" meetings that allow families to lead decision making by presenting plans to address identified concerns & agency accepts and supports plans when all safety concerns are addressed. FGC are to be used at any decision making point, only with families who include extended family and a "Safety Network" of people to support plans. The family must be willing to participate in "private time" to craft a plan to be presented to the agency and GAL (when necessary). Preparation is completed by the Family Meeting Coordinator, which can take 2-4 weeks to plan and prepare for a Family Group Conference. • Team Decision Makin (g TD1M -TDMs are considered "Agency Driven" meetings that include the family's input; the team has the goal of reaching a consensus; however DHS is responsible for final decision making regarding court recommendations to ensure child safety. TDMs are used for Emergency situations and when Pivotal Decisions are to be made; and the family does not fit criteria or want to participate in Family Group Conferencing. Page 2 of 4 • FamilSupport Meeting(FSM) -A meeting when decision making has been made or is not necessary. This meeting is held for planning purposes to support families. Permanency and Placement changes can happen under a family support meeting if it appears the options in the case are limited or already agreed on. Procedure: • At any point in a Child Welfare Case/Assessment when the family or agency worker feels a "pivotal decision" about a child needs to be made; or an "optional" family meeting can occur when the family is in need of support. The family, agency worker or anyone from the "Safety Network" can request such a meeting. • Pivotal decisions mandating the need to call a family meeting include: - Emergency/Considered Removals - Emergency/Considered Change in Placements - Permanency Planning - Family Reunification - Transition Planning - Any other issues Related to child safety, permanence and well-being • The agency worker will need to consult with their supervisor about requesting a family meeting • The agency worker will need to consult with the family about having a family meeting; - clearly explaining meeting types (FGC, TDM, & Family Support) - clearly stating agency concerns & goals - explore family concerns & goals relating to decision making and planning for the meeting • Following the worker's discussion of the family meeting with the supervisor and the family; the agency worker will need to provide a completed FGDM referral to the meeting coordinator and their supervisor. • The meeting coordinator (if necessary) will consult with the agency worker to confirm aims and objective for the family meeting. The meeting type will be established by the coordinator, caseworker and/or management team. • The meeting coordinator will initiate contact with family (or caseworker, as appropriate) and begin preparations for scheduling a family meeting. • Dependent on the type of meeting to be held, TDM, FGC, or FSM, Garfield County DHS staff will follow the appropriate protocol for the meeting type that will be provided. Please Note: • In the event that a pivotal decision needs to be made for a child and the family is unable or unwilling to have a FGC, the agency will plan for a TDM. • In the event where there is a restraining order in place or a family member has been identified as the person responsible for serious physical abuse, injury, separate meetings will be planned .....(from the TDM protocol.) Page 3 of 4 • Some Cases will meet criteria to follow the Services Assessment Team's (SAM) process and protocols. In the event a family's involvement falls under that criterion (Usually Program Area 4 children); the FGDM Policy will not need to be followed. Page 4 of 4 County Name: North West Regional Intervention: Family Engagement Cost Projected Workload 0 *FTE (Include position level and function)GarCo 80,601 20 family meetings per month *FTE (Include position level and function)EagCo 88,792 20 family meetings permonth *FTE (Include position level and function)TriCo 50,000 Case load of 15 families /( *FTE (include position level and function) � J Caseworker level positions with assigned responsibility for facilitation exclusively I Total FTE Costs 219,393 Hardware/Software Costs - Detail below Office Supplies and Equipment 2,550 Training 2,322 Travel (Incurred getting to the family meetings) 4,054 Transportation (For Families) Total Request 228,320 *&Include Salary, benefits, mileage, cellphone Garfield and Eagle County's cost to employ a FTE are higher then the suggested amount of 55,000 i� IV -E Waiver Budget Needs (7/1/13-6/30/14) Salary + Benefits/Contractor 1 GarCo FTE 80,601 1 Contracted FTE 50,000 .5 FTE Bret 37,040 i .5 FTE Mikki 29,144 l I �jll TOTAL 196,785 �g Office supplies & Equip 1- Garco FTE 2,550 2 - .5 FTE 300 TOTAL 2,850 PRT Training 1,309 Travel 1,620 TOTALI 2,929 FE Training Travel 2,322 _ N, 44,7-1 054 TOTAL 6;3771'` 1 GRAND TOTAL 208,941 1 County Name: Garfield/Eagle Intervention PRT Cost Projected Workload *FTE (Include position level and function) Garfield .5 37,040 regional coverage for PRTs *FTE (Include position level and function) Eagle 1 FTE 88,792 regional coverage for PRTs *FTE (include position level and function) *FTE (include position level and function) Caseworker position with function of providing facilitated meetings exclusively Total FTE Costs (.5 FTE) 125,832 Garfield Eagle Hardware/Software Costs - Detail below for Garfield. 600 Office Supplies and Equipment 300 2000 Travel (Incurred getting to meetings) 1,620 5134 Training Transportation (For Families) 1,309 2566 3,229 10300 Total Request 139,061 *&Include Salary, benefits, mileage, cellphone County Name: North West Region Cost Projected Intervention: Kniship Supports Workload *FTE (include position level and function) 29,144 *FTE (Include position level and function) rr 1 ��v 111 *FTE (Include position level and function) K *FTE (Include position level and function) Caseworker posistion with functions including resource/foster home/kin home responsibilities Total FTE Costs (.5 FTE) 29,144 n Hardware/Software Costs - Detail below Transportation (For Families) Kinship Hard Supports (detail per unit costs and units needed) Detailed information was submitted with the original application Total Request *&Include Salary, benefits, mileage, cellphone County Name Number of out of home placements Foster Homes Certified Kin Homes Group Homes Residential Care Garfield a 5 3 9 Eagle 2 3 1 6 Proposed Reduction Number of out of home placements Foster Homes Certified Kin Homes Group Homes Residential Care Garfield 5 3 2 5 Eagle 2 3 0 5 Projected $ Savings: Garfield Eagle Foster Homes 1,500 mthly Certified Kin Homes 1,000 mthly Group Homes 2,000 mthly Residential Care 24,000 mthly total $50,000 Comments: Eagle -- Eagle County would like to aim to have one PRT youth move into permanency intervention from residential care to foster care in the next year. Eagle County projects a $50,000 well as efforts to reunify children and youth faster and /or establish permanency for children and C4 - Kinship Foster Care Budget; Maxi7 Ant ipated Families umber of Families Monthly Cost Participating in Services Family Service Hard Services Monthly or Average Monthly One -Time Total Furniture $ 200.00 2 $400.00 Diapers $35.00 1 $35.00 Wipes $12.00 1 $12.00 Clothes $40.00 3 $120.00 Bedding $25.00 3 $75.00 Shoes $15.00 4 $60.00 School Supplies $35.00 5 $175.00 Gifts $50.00 3 $150.00 Food $100.00 3 $300.00 Mattresses $120.00 2 1 $240.00 ./Transportation 9/1/13-6/30/14 Hard Services Subtotal: $2084.00 Fuel $50.00 2 $100.00 Tires $300.00 2 $600.00 Repairs $200.00 2 $400.00 Bus Passes $50.00 2 $100.00 9/1/13-6/30/14 Transportation Subtotal: $1200.00 One Day/Month $216.00 1 $216.00 Three Days/Month $648.00 1 $648.00 j 9/1/13-6/30/14 Respite Subtotal: $8640.00 DiVK1' ✓Training Staff Kinship Family $700.00 7 1 $4900.00 1 9/1/13-6/30/14 Training Subtotal: $4900.00 Daycare 1�0 Monthly Rate $700.00 1 $700.00 7 D 9/1/13-6/30/14 Daycare Subtotal: ,000 Vexr ,/Recreation Activities -$50.00 7 $350.00 9/1/13-6/30/14 Recreation Subtotal: $350.00 Education Tutoring _ $80.00 1 $80.00 After school Activities $25.00 3 3 $75.00 Sports Fee $75.00 $225.00 Education Subtotal: $1775.00 - () �W )me. We estimate that could save us around $43,000 a year, which we could then reinvest in other is IV-E funding $6, 717.00 That leaves $6,717.00 Moffat County dollars monthly. 50% of that to be fficult to predict an amount. But for the sake of this exercise we would estimate a savings of 6 mon• Average Length of Stay Foster Homes Certified Kin Homes Group Homes Residential Care 224 70 315 188 Average Length of Stay Foster Homes Certified Kin Homes Group Homes Residential Care 180 60 175 150 with family and another PRT youth step down a level in savings in placement expenditures from these goals as /or youth for children within 12 months of placement. County Name: Garfield/Eagle Intervention PRT 0 Cost Projected Workload *FTE (Include position level and function) Garfield .5 37,040 regional coverage for PRTs *FTE (Include position level and function) Eagle 1 FTE 88,792 regional coverage for PRTs *FTE (Include position level and function) *FTE (Include position level and function) Caseworker position with function of providing facilitated meetings exclusively Total FTE Costs (.5 FTE) 125,832 Garfield J Hardware/Software Costs - Detail below for Garfield. -. Office Supplies and Equipment 300 Travel (Incurred getting to meetings) 1,620 Training Transportation (For Families), 1,309 ,�_ �r Total Request 3,229 Eagle___� 600 2000 5134 *&Include Salary, benefits, mileage, cellphone 2566 im ,' 10300 139,061 County Name: North West Regional Intervention: Family Engagement Projected Cost Workload Ali ID *FTE (Include position level and function)GarCo 80,601 20 family meetings per month *FTE (Include position level and function)EagCo 88,792 20 family meetings permonth *FTE (Include position level and function)TriCo 50,000 Case load of 15 families *FTE (Include position level and function) Caseworker level positions with assigned responsibility for facilitation exclusively Total FTE Costs 219,393 Hardware/Software Costs - Detail below Office Supplies and Equipment 2,550 Training 2,322 Travel (Incurred getting to the family meetings) 4,054 Transportation (For Families) Total Request 228,320 *&Include Salary, benefits, mileage, cellphone Garfield and Eagle County's cost to employ a FTE are higher then the suggested amount of 55,000 County Name: Garfield/Eagle Intervention PRT Cost Projected Workload *FTE (Include position level and function) Garfield .5 37,040 regional coverage for PRTs *FTE (Include position level and function) Eagle 1 FTE 88,792 regional coverage for PRTs *FTE (Include position level and function) *FTE (Include position level and function) Caseworker position with function of providing facilitated meetings exclusively Total FTE Costs (.5 FTE) 125,832 Garfield Eagle Hardware/Software Costs - Detail below for Garfield. 600 Office Supplies and Equipment 300 2000 Travel (Incurred getting to meetings) 1,620 5134 Training Transportation (For Families) 1,309 2566 3,229 10300 Total Request 139,061 *&Include Salary, benefits, mileage, cellphone County Name: North West Region Cost Projected Intervention: Kniship Supports Workload *FTE (Include position level and function) 29,144 *FTE (Include position level and function) *FTE (Include position level and function) *FTE (Include position level and function) Caseworker posistion with functions including resource/foster home/kin home responsibilities Total FTE Costs (.5 FTE) 29,144 Hardware/Software Costs - Detail below Transportation (For Families) �{� Kinship Hard Supports t ` OC (detail per unit costs and units needed) Detailed information was submitted with the original application Total Request MInclude Salary, benefits, mileage, cellphone County Number of Youth Eagle Garfield Moffat 11 252 miles round trip 178 miles round trip 6048 miles annually 2 PRT/day 4272 miles annually 2 PRT/day 120 hr in travel annually 72 hr in travel annually Eagle 2 118 miles round trip 472 miles annually 2 PRT/day 8 hr in travel annually Pitkin 0 144 miles round trip 136 miles round trip NA NA NA NA Routt 2 168 miles round trip 262 miles round trip 672 miles annually 2 PRT/day 1048 miles annually 2 PRT/day 8 hours in travel annually 20 hours in travel annually Rio Blanco 3 200 miles round trip 82 miles round trip 1600 miles annually 656 miles annually 32 hours in travel annually 16 hours in travel annually Garfield 8 118 miles round trip 1888 miles annually 2 PRT/day 32 hours in travel annually 208 meeting hours (2 hrs/meeting) 312 prep/post hours (1 hr prep/2 hrs post) In Moffat - 24 nights @ hotel ($90) _ $2,160 10,208 miles X $0.55 = $5,654 208 meeting hours (2 hrs/meeting) 312 prep/post hours (1 hr prep/2 hrs post) In Moffat - 24 nights @ hotel ($90) _ $2,160 6,448 miles X $0.55 = $3,546 TOTALS $7,814 $5,706 710 Hours 636 Hours STATE OF COLORADO Colorado Depailment cdhs of Human 5ervic9l; people who help people CHILDREN, YOUTH AND FAMILIES ]ulle Krow, MA, LPC, Director Division of Child Welfare Services 1575 Sherman Street, 21' Floor Denver, Colorado 80203-1714 Phone 303.866.5932 Fax 303.866.5563 www.colorado.gov/cdhs CORRECTED August 19, 2013 Ms. Toni Rozanski Eagle County Department of Health and Human Services PO Box 660 551 Broadway Eagle, CO 81631 Dear Ms. Rozanski, John W. Hickenlooper Governor Reggie Bicha Executive Director We are pleased to inform you that Eagle County Department of Health and Human Services is being awarded Title IV -E Waiver Demonstration Project funding by the Colorado Department of Human Services, Office of Children, Youth, and Families. Each application was reviewed and follow up contact was made with each applicant to further define the request for funding. These discussions included: • Review by two separate staff to assure county plan was evaluated against criteria established by a state/county workgroup • Removing federally disallowed expenditures • Removing costs not directly related to service • Removing optional or other components not defined as core components of model • Focusing on fidelity • Focusing on average cost per child Given thorough review of your application, it was determined your county will receive $99,092.00. This funding shall be used to fund the following interventions: Permanency Roundtables $99,092.00 $99,092.00 Staff will need to be hired or designated, and intervention implementation in place by July 30, 2013. Funding is allocated for State Fiscal Year 2013. A separate application process will be in place to secure funding for subsequent years. The Memorandum of Understanding is being sent separately for review and signatures. Please return the signed MOU by Monday, September 30, 2013 to Paige (Black) Rosemond, r)aige.rosemondCa)state.co.us, 303-866-2866. In implementing Family Engagement and Kinship Supports, please focus your efforts on serving new cases, kin, families, youth and children. You are able to continue efforts with existing families, but they will not be included in the specific Title IV -E Waiver funded intervention. To further understanding of the evaluation process and logic models, the evaluator, Human Services Research Institute (HSRI) is convening participant counties. You will receive communication about the specific locations, dates, and time. HSRI will review the Evaluation Plan, expectations and terms, and solicit your input regarding the individual intervention logic models. We are encouraged by your participation in the Project and look forward to continued collaboration. Please contact us with any questions. Also, join us every other Monday, from 12:00 PM — 1:00 PM (877-820-7831, 742294#) to discuss any implementation and/or funding questions. The next phone conference is scheduled for August 5, 2013. Sincerely, Deputy Office Director Acting Child Welfare Director Office of Children, Youth and Families