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Home My WebLink AboutC17-324 Prowers County MOUMEMORANDUM OF UNDERSTANDING Between EAGLE COUNTY and PROWERS COUNTY EVTRODUCTION: This Memorandum of Understanding ("MOU") is entered into on _ 09/14/2017 ___ by and between Prowers County, Colorado body corporate and politic by and through its Board of County Commissioners ("Prowers County"), and Eagle County, Colorado ("Eagle County") a body corporate and politic by and through its Board of County Commissioners. Prowers County and Eagle County shall jointly be referred to as the "Parties." PURPOSE: 1. In 2015, the state of Colorado activated the Colorado Child Abuse and Neglect Hotline ("Hotline") in order to provide a one, easy -to -remember toll-free phone number for individuals to use statewide to report suspected child abuse and neglect. The hotline serves as a direct, immediate and efficient route to the counties which are responsible for accepting and responding to child abuse and neglect inquiries and reports. The Hotline calls are currently routed to the county where a child resides. 2. The Hotline also receives calls for Adult Protection Services ("APS") and such calls are routed to the county where an adult presides. 3. This Memorandum of Understanding ("MOU") is developed in partnership between Prowers County and Eagle County, with confirmation by the State of Colorado ("State"), for Prowers County to manage and administer calls to the Hotline regarding persons that reside in Eagle County, Colorado. 4. Prowers County, through its Hotline County Connection Center ("HCCC"), agrees to answer and process Child Welfare ("CW") related and APS related Hotline calls on behalf of Eagle County ("'Call Coverage Services"). Prowers County will perform the tasks outlined in this MOU as they relate to Call Coverage Services. Eagle County will perform the tasks identified in the MOU to assist the HCCC with successfully receiving the Hotline calls so Eagle County can complete the final disposition of each call. TERM, AMENDMENT, TERMINATION: 1. Term of MOU: a. This MOU becomes effective on October 1, 2017 for the period of 12 months, ending September 30, 2018. b. To renew the MOU, the parties may extend it for up to three additional one year terms upon written agreement of all the parties. The parties shall notify each other at least 30 days prior to expiration of the MOU to execute an extension. 2. Amendments: a. The Parties may request changes to this MOU, which shall be effective only upon the written agreement of the Parties. b. Any changes, modification, revisions, or amendments to this MOU shall be incorporated by written instrument, executed and signed by the Parties, and will be effective in accordance with the terms and conditions contained herein. 3. Termination: a. Any party may, at its sole discretion, terminate or cancel the MOU upon 30 days' written notice to the other party. COST FOR SERVICES: 1. The calculations used to determine the cost of the Call Coverage Services are based on an annual projection of the number of Child Protection Program Area 5, Program Area 4 and Institutional C 17-324 reports taken and an equivalent number of Other Child Welfare ("Other CW'} Inquiry related call reports. For purposes of this MOU, 10 calls equal 1 report. 2. Eagle County is allocated 48 free child welfare reports which are subtracted from the total number of projected reports. 3. Regarding Child Welfare reports, projections are based on the total monthly average number of reports taken for the most current 12 month period. Projections for this MOU were based on based on actual HCCC reports taken from November 1, 2016 through July 31, 2017 (354 reports), plus the telephone based reports in the Results Oriented Management data base from August 1, 2016 through October 31, 2016 (108 reports). The cost for the HCCC to provide Call Coverage Services for Child Welfare reports is $22.00 per report. The parties project adding the two report numbers less the 48 free Child Welfare reports. That resultant number is multiplied by $22.00 per report. 4. Regarding APS reports, projections are based on actual HCCC reports taken from November 1, 2016 through July 31, 2017 (55 reports), plus the number of projected APS reports (18 reports) from August 1, 2016 through October 31, 2016. The cost for the HCCC to provide Call Coverage Services for APS reports is $10.00 per report. The parties project adding the two report numbers and multiplying it by $10.00 per report. 5. Provers County has entered into agreements with other Colorado counties to provide the same services as contemplated in this MOU. In the event the HCCC must expend additional funds to accommodate adding additional positions to take calls on behalf of all of the other counties including Eagle County, the cost of that expansion may be proportionately distributed amongst all of the counties that receive HCCC Call Coverage Services. Should this situation arise, Eagle County will be notified 60 days in advance of any additional costs required for HCCC's services so it can determine whether to terminate this MOU. 6. Provers County will invoice for the Call Coverage Services on a quarterly basis. Invoices shall include a description of the Services performed for the prior quarter and such other detail as Eagle County may request. Eagle County will submit payment for Services satisfactorily performed within 60 days of receipt. All invoices must be mailed to the following address to ensure proper payment: Eagle County Health and Human Services Business Office Attn: Candace Eves 551 Broadway P.O. Box 660 Eagle, CO 81631 7. The costs of Call Coverage Services provided to Eagle County per the tenus of the MOU are: Projected number of reports annually: 462 Projected number of Other CW Inquiries: 0 Less the Annual allotment of reports: 48 Total Number of Projected Reports: 414 Times the Cost per Report: $22.00 Cost of Child Welfare Reports: $9,108.00 73 APS Calls r $10.00 per report: $730.00 Total Annual Cost for Call Coverage Services: 1 $9,838.00 JOINT RESPONSIBILITIES SHARED BETWEEN EAGLE COUNTY AND PROWERS COUNTY HCCC: 1. Both Prowers County and Eagle County acknowledge that the State of Colorado Department of Human Services must approve this MOU prior to final execution. 2. This MOU was preceded by an official request for Call Coverage Services from the Board of Coiurty Commissioners for Eagle County. 3. Both parties understand that nothing in this MOU supersedes or replaces each party's requirements and responsibilities to follow and adhere to all requirements as set forth in state and federal statute, Volume 7 Rules and/or Division of Child Welfare Policy. GENERAL RESPONSIBHIP US OF HCCC: L The HCCC will make the appropriate routing changes and take all Hotline calls for Eagle County 24 hours a day, 7 days a week. 2. All next step decisions regarding Hotline call records will be left to the discretion of Eagle County. Eagle County will be responsible to complete a review of all information in the Trails Hotline Application ("THA"] and Trails to ensure appropriate disposition. 3. Reports, which can be referred to as Referrals, taken by the HCCC will be entered into the THA, submitted, and transferred to Eagle County's Trails Inbox. When Eagle County is notified, HCCC will provide the Hotline ID, Referral ID, family last name, and a brief synopsis of the report. a. Before transferring primary responsibility of the report to Eagle County, the HCCC will type in the first and last name of the Eagle County employee who receives the HCCC information in two places: in Trails at Assign tab Summary box, and in Referral Notes. b. HCCC will provide the Hotline ID and/or Referral ID number via personal contact (pursuant to Volume 7 Rules) to an entity designated by Eagle County. 4. If the HCCC believes the report is of an immediate response nature, the HCCC will notify Eagle County while information is being entered into the THA. 5. For Child Welfare Inguiries, notification of the call will occur via personal contact (pursuant to Volume 7 Rules) to an entity designated by Eagle County and will be sent to Eagle County's Pending Incoming Hotline Queue. HCCC will provide the designated entity with the Hotline ID number and a brief synopsis. It will be the responsibility of Eagle County to check the pending queue and manage the final disposition of all records. 6. HCCC will notify Eagle County with the Hotline ID and will type in the first name, last name of the Eagle County employee receiving the information and time the information was given to Eagle County. 7. Information and Referral (non -CW) calls will be sent to Eagle County's Pending Incoming Hotline Queue (pursuant to Volume 7 Rule). It will be the responsibility of Eagle County to check the pending queue and manage the final disposition of all records. Call purpose will be included in the comments. Callers will be redirected back to the Eagle County main Department of Human Services number. 8. If HCCC receives a call from law enforcement or medical personnel that requires immediate response from Eagle County, HCCC will transfer the call to an Eagle County on-call designee. If the Eagle County on-call designee is not available, HCCC will take a message and continue to make attempts to notify the County. If appropriate, the HCCC will take a report while notifying the County. 9. HCCC's primary role is managing CW calls and related reports. In the event APS calls are inadvertently routed to the HCCC, the HCCC agrees to: a. If during the day time business hours, transfer the call to the designated APS number for Eagle County. If the HCCC should take an APS report it will be documented in the Colorado Adult Protection System ("'CAPS") and in the THA Once complete, the record will be transferred to the County's Pending Incoming Hotline Queue. Eagle County will confirm receipt and update in the b. If an APS call is regarding an adult over 70 years old, the HCCC will document the call in the THA and advise the reporter to call local law enforcement. The HCCC will then notify the County of the call. c. If the call arrives during after-hours then the HCCC will document the call in CAPS and THA. Once complete, the record will be transferred to the County's Pending Incoming Hotline Queue. Eagle County will confirm receipt and update in the TNA. d. If the HCCC determines the volume of APS calls exceeds the reasonable ability to take those calls, the HCCC has the right to refuse taking such calls. In doing so the HCCC will work with the State to help develop options for routing APS calls to another agreed upon entity. GENERAL RESPONSISILITES OF EAGLE COUNTY: 1. Eagle County will provide an updated list of on-call Eagle County employees' name(s) or designees and telephone/cellphone numbers at all times. The on-call list will include backup contact name(s) and number(s) in case the first employee is unable to answer within the notification time frame as outlined in Volume 7 Rules. If the designee changes, it is Eagle County's responsibility to immediately inform the HCCC of the change and to provide the required contact telephone number. 2. Eagle County will notify the HCCC of any special circumstances where Eagle County staff will be unavailable by voice telephone/cellphone (i.e., employees are in court, meetings, training, etc.). Eagle County should make every attempt to identify another entity that can receive notification. This can be any entity designated by Eagle County. 3. Eagle County can access the call recordings, will monitor and appropriately status all calls in their Pending Queue in the THA and status all records by the end of the next business day or 12 business hours; whichever is greater. GENERAL PROVISIONS: 1. This MOU is not intended to create any agency or employment relationships between the parties nor is it intended to create any third party rights or beneficiaries. 2. Nothing contained herein shall be construed as a waiver of any party of any immunity at law including immunity granted under the Colorado Governmental Immunities Act. 3. No modification or waiver of this MOU or of any covenant, condition, or provision herein contained shall be valid unless in writing and duly executed by the party to be charged therewith. 4. This MOU and the parties' conduct hereunder shall be subject to local, state and federal laws and regulations, including requirements associated with confidentiality of information and HIPPA privacy requirements. 5. The Parties to this MOU are subject to the provisions of Colorado Constitution, Article X, Section 20 ("TABOR") regarding multiple fiscal year obligations. Therefore, no obligation extending beyond December 31, 2017, shall be enforceable unless and until County, acting through the Board, has adopted a budget for 2018 providing for payment of such obligations. Eagle County shall immediately notify Prowers County should funding under this MOU fail to be appropriated. In such instance, Prowers County may immediately terminate this MOU. 6. All three of the authorizing and confirming agencies listed below must agree to the conditions set forth in the proceeding document before the MOU can be finalized. 7. All signatories have the appropriate delegation of authority to sign this MOU. 8. This MOU is subject to all applicable federal, state and local laws, regulations and rules, whether now in force or hereafter enacted or promulgated. If any term or provision of this MOU is held to be invalid or illegal, such term or provision shall not affect the validity or enforceability of the remaining terms and provisions. Meeting the terms of this MOU shall not excuse any failure to comply with all applicable laws and regulations, whether or not these laws and regulations are specifically listed herein. 9. The Parties designate the following representatives to ensure coordination during implementation of this MOU. The Parties may change their point of contact at any time by providing written notice to the other Party. CONTACT': Jack Hilbert State of Colorado Email: Jack.hilbert@state.co.us Telephone: 303813 -5 801 4 Prowers County Ron Trowbridge 301 South Main Street, Suite 2 t5 Lamar, CO 81052 Phone: 303-866-3249 E-mail: rrowbridge@prowerscounty.net Kendra Kleinschmidt Eagle County Government POB 850 500 Broadway, Eagle, Colorado 81631 Telephone: 970-328-8840 E-mail: Kendra.kleinschmidt@eaglecounty.us ANN B rya n Treu Interim County Manager Entity: Eagle County, by and through its County Manager State Confirmation 08/29/2017 Date: GLC.& G L�GP/Y t CiG Pli• K......aosa.e:,sem.>.<.s.a.b— Name: Jack Hilbert Title: Hotline System Manager Entity: Colorado Department of Human Services Signed:---------------- _ Ron Cook Title: Bocc chairman Entity: Prowers County