HomeMy WebLinkAboutMINUTES - 10041994 - 1.27 I -X7
BOARD OF SUPERVISORS ,E
Contra
FROM: Perfecto Villarreal, Director
Social Service Department
=; - ... Costa
County
9•:+ 4
DATE: �21 September , 1994 rry
P lr�t
SUBJECT: AUTHORIZE and APPROVE participation agreement in CWDA
Consortium implementing CWS Emergency Assistance Phase .III
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Chairperson of the Board of
Supervisors to EXECUTE the agreement of participation in the
Memorandum of Understanding between the County Welfare
Directors Association (CWDA) Consortium and the California
Department of Social Service (CDSS) , implementing Child
Welfare Services- (CWS) Emergency Assistance Phase III.
I
FISCAL• r
Participation in the Title IV-A Emergency Assistance Program
will be a new revenue source, allowing the matching of
County fundsland/or State and County funds to Federal funds
for the costs of providing services in the following three
areas:
1. Emergency: Response activities from the time of referral
to the time a child is either placed in out-of-home care or
upon completion of the case plan;
2 . Purchased' services that are not funded under Title IV-B
or IV-E for eligible children in the child welfare system;
3 . Social worker provided services on behalf of eligible
children.
i
The potential revenue for Contra Costa County is estimated
to be approximately $100, 000.
I
There is a fee of $4, 526 assessed by CWDA as a consortium
membership fee. This fee will cover the Administrative
costs specified in the MOU and as a claimable st will be
15% County expense.
CONTINUED ON ATTACHMENT: YES SIGNATURE: `��
RECOMMENDATION OF COUNTY ADMINIISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
i
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
I
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
cc: Contact: Ralph McGee 3-1653 ATTESTED OCT 4 1594
SOCIAL SERVICE (CONTRACTS UNIT) PHIL BATCHELOR,CLERK OF THE BOARD OF
COUNTY ADMINISTRATOR SUPERVISORS AND COUNTY ADMINISTRATOR
AUDITOR-CONTROLLER
CONTRACTOR
BY �/ (-tel tu.K et�J DEPUTY
M382 (10/88)
r 1
BACKGROUND;
Emergency Assistance is a Federally funded program under
Title IV-A of the Social Security Act. Under the provisions
of the Act, Federal Financial Participation (FFP) is
available to provide short term aid to families in emergency
situations who meet certain criteria.
CDSS is now proceeding with the implementation of Phase III
of EA, which ., includes the service identified in the MOU.
Phase I, the -Probation portion was implemented on July 1,
1993 and Phase II, the Child Welfare Service Emergency
Shelter. Care �Portion was implemented on September 1, 1993 .
To facilitate the implementation of this program SDSS will
enter into a .Memorandum of Understanding (MOU) with CWDA as
representative of the California Consortium of Welfare
Departments.
To execute this agreement and proceed with implementation it
is necessary , for all counties to join the Consortium and pay
an assessment fee to CWDA.
1 i
CERTIFICATION FOR INCLUSION IN MEMORANDUM OF UNDERSTANDING
BETWEEN THE CALIFORNIA DEPARTMENT OF SOCIAL SERVICES AND THE
COUNTY WELFARE DIRECTORS ASSOCIATION AS THE REPRESENTATIVE OF THE
CALIFORNIA CONSORTIUM OF WELFARE DEPARTMENTS
I hereby certify that the County Department of Social
Services will participate in the Caftmia Consortium of Welfare Departments as specified
in the attached Memorandum of Understanding between the California Department of
Social Servioes and the County Welfare Directors Association as the representative of the
Consortium.
)7,
CHAIRPERSON OF THE
COUNTY
BOARD OF SUPERVISORS
0 C T 4
1994
Date
/*1 04/07/494 18:23 %Y1 916 443 3202 CIVDA CONTRA COSTA t) X110
CDSS MOU u 9/7/94
MEMORANDUM OF UNDERSTANDING.
BETWEEN
THE CALIFORNIA DEPARTMENT OF SOCIAL SERVICES AND
THE COUNTY WELFARE DIRECTORS ASSOCIATION
Agreement by and between the California Department of Social
Services (hereaimafter called CDSS) and the County Welfare
Directors Association (hereinafter called CWDA) as the
representative of the California Consortium of. County Welfare
Departments.
WHEREAS,: it is understood that this agreement pertains to
the Child Welfare Services and Foster Care component of the
Emergency Assistance Program; and
WHEREAS, CDSS, as the Single State Agency with oversight of
the State, Plan. for the Emergency Assistance Program established
pursuant to Title IV-A of the Social Security Act, is responsible
for supervising the provision of all services under the Emergency
Assistance Program, and for taking all necessary actions to
assure maximum utilization of available funds for such purposes;
and
WHEREAS,, Section 472 of the Federal Social Security Act
requires that,. in order to be eligible for Federal funds under
the Title IV-A Emergency Assistance Program and the Title IV-E
Foster Care and Adoption Assistance Programs, for a child who is
a candidate for foster care or a child who is placed with any
public agency other than the single State agency supervising the
administration of the Program, there must be in effect an
agreement between the single State agency and such other- public
ageacy, including provisions for insuring compliance with
Titles IV-A and IV-E State Plan requirements; and
WHEREAS, it is understood that the Emergency Assistance
Program may have multiple components, (e.g. , Probation, Mental
Health, Child Welfare Services and Foster Care;) and that the
costs of administering the components are in accordance with a
mutual agreement of the CDSS and the consortia for these
components; and
each county agrees to pay an amount to CWDA, not
to exceed the amounts reflected in Addendum I (to be attached by
CWDA and incorporated into thiri, agreement) for each year. There
funds shall be used to reimburse CDSS and CWDA, as appropriate,
in exchange for the operation of the List of Emergency Assistance
Participants System (LEAPS) until replaced by the new statewide
QA/07/94 18:24 'al 916 44.3 3202 OVDA CONTRA COSTA (1i17/,O 1.6
2
database, the Assistance to Children in Emergency (ACE) tracking
system; the maintenance and development of the: ACE tracking
system; the oversight and implementation of this agreement 1with
the CDSS for e'execution. of the monitoring function required to
ensure ongoing compliance with Federal regulations and State
policies; the .: printing and distribution of all forms required
for the Emergency Assistance Program] the compilation of monthly
and quarterly -statistical reports; and any other costs associated
with the maintenance of the consortium, with the annual fee to be
billed by CWDA during the first month of each fiscal year and
payment to be made by the end of the third mouth of each fiscal
year; and
WHEREAS,', each county agrees to Implement and operate a
quality control and assurance system, in accordance with State
guidelines in 'order to meet the Federal minimum requirements for
claiming and program compliance; and
WHEREAS each county shall take EmergencyAssistance
applications on behalf of any child at the time the child is
determined to 'be at risk of abuse,, neglect, abandonment, or
exploitation.
NOW, THEREFORE, IT IS FMTEIER AGREED AS FOLLOWS:
I. RESPONSIBILITIES
A. CDSS RESPONSIBILITIES
1. ' CDSS agrees to be responsible for statewide
development and maintenance of a. uew statewide
tracking system (to replace the database maintained
. in B.1 below) and monitoring of the Emergency'
Assistance Child Welfare Services and Pouter Care
component of the Emergency Assistance Program on an
ongoing basis.
2. CDSS agrees to be responsible for the timely
.. processing of all Child Welfare Services and Foster
Care claims for the Title TV-A Fi,-deral financial
participation submitted by each County Welfare
Department.
3. CDSS agrees to be responsible for issuing all
program and fiscal regulations, guidelines, and
i
procedures required to implement, waintain, and
claim costs for the Emergency Assirtance Program.
0.9/07/94 713:24 2&J 916 443 3202 CWDA CONTRA COSTA
Uj 1)Im 01(3
3
B. C"A ;RESPONSIBILITIES
I. CWDA agrees to pay its proportionate share of costs
for staffing and maintaining the:Li-st of ftergency
Participants System (LEAPS), which tracks families
who receive Emergency Assistance during a
twelve-month period, until CDSS assumes the
responsibility for a statewide Emergency Assistance
database' tracking system, Assistance to Children in
Emergency (ACE) .
2- CWDA will ensure that monthly and quarterly
statistical reports and other program information
requested by CDSS are submitted in a timely manner.
3- CWDA will print and distribute all forms required
.to iwlement and maintain the Emergency Assistance
Progr7am, in each county.
4. CWDA will con mniicate with the members of the
association no less than quarterly, regarding all
issues pertinent to maintaining aL viable Emergency
Assistance program in each county in order to
maintain compliance with the State Plan.
54 CWDA will ensure that all counties will operate an
: Emergency Assistance (EA) Program and provide all
. assistance and services as noted- in the State Title
-IV-A Emergency Assistance Plan which are determined
to be appropriate and necessary to meet the needs
of the child and his/her family.�
6. CWDA agrees to ensure that each county that chooses
: to claim Emergency Assistance funds for social
worker provided se vices will implement a
methodology for claiming costs wW-ch is prescribed
by the CDSS and in accordance with State and
Federal requirements, and will provide appropriate
training to their staff on the �ystem to be
implemented.
7. 1 If at the end of the fiscal year, a county has not
recouped its participation fee In the Federal
Emergency Assistance revenues, CNMA agrees to
rebate that county the amount of the participation
fee that is not recouped.
OSl;lli/H4 1.8:25 . .91.G 4 4:3 :1202 CWDA CONTRA (;LISTA
4
C. MUTUAL RESPONSIBILITIES
1. CDSS and CWDA agree that they will establish
mutually satisfactory methods for the exchange of
.such information as may be necessary in order that
.each party may perform its duties and functions
;under this agreement) and appropriate procedures to
,insure that all information is safeguarded from
: improper disclosure in accordance with applicable
,State and Federal laws and regulations.
2. CDSS and CWDA. agree that they will he mutually
! responsible for developing and conducting ongoing
. traj_uing to ensuze that the counties are QQzxectly
implementing the Emergency Assistance Program.
3. , CDSS and CWDA agree to work collaboratively to
'.develop and implement initial guidelinev, for a
quality control and assurance system that utilizes
' county self-monitoring with the goals of assuring
program integrity and need for and
ol
' cost of state monitoring staff.
4. CDSS and CWDA agree to pay, for the duration of
this agreement, their proportionate share, as
established In Welfare and Institution Code,
Section 10101.1, of the estimated costs, which will
be adjusted for actual costs at the end of the
fiscal year, an amount to cover all of the
reasonable and necessary costs incurred by CDSS for
the administration of the Emergency Assistance
Program, including but not limited to, the '
technical assistance and the monitoring function
for the Emergency Assistance Pr6gram, operated- by
each County Welfaxe Department. It is estimated
that these total costs will be approximately
$440,000 per year.
5. CDSS and CWDA agree that they will each pay their
proportionate share of the costs-1 as established in
Welfare and Institution Code, Sect-ion 10101.2, for
the development and maintenance of the AEsistanoe
to Children in Emergency (ACE) database tracking
system.
0A/07/94 18:25 'a] 916 .14:1 3202 CWDA CONTRA (.w,;'rA
5
The estimated development and on-going costs for
the first year of this agreement. are $139,600 and
,$49,600 per year in years two and three of this
agreement. if the Bmergency Assistance Program has
.three ccmaponents, (e.g., the Probation, Mental
Health and Child Welfare Serviced
/Foster Care), the
County Welfare Departments, proportionate
non-federal share of the development and
maintenance cost of the ACE track first
system is
estimated to be $7,000 for the flrst Year and
.$2,500 per year for the second and third years.
However, if the Emergency Au5iztanoe Program has
two components, (Probation and Child Welfare
'Services/Foster Care) , the County Welfare
Departments' proportionate non-federal share` of the
developmental and maintenance cost of the ACE
tracking system is estimated to be $10,500 for the
first year and $3,750 per year fox the second and
` third years.
6. * CDSS and CWDA agree that the State'5 share of the
' EA expenditures for local assistance will be
li.mited each year to the current: Child Welfare
Services allocation as identifie�l in CDSS
regulation, Manual of Policy and' Procedure (Eppy
. Section 31-315.3, which indicates that State
funding of service-funded activities shall be
limited to the amount allocated to each county by
the CDSS from the funds appropriated to the CDSS in
the annual Budget Act for the pur* pose of funding
Child Welfare Services. it is also understood
that, for fiscal year 1994-95 the allocation will
be adjusted to reflect the State's share of the net
savings resulting from the implementation of the
.! Emergency Assistance Program. Wo other State funds
will be forthcoming for Child Welfare Services
Zeal assistance as a result of this agreement.
7. CDSS and CWDA agree that any audit exception(s),
deferral(s) , or disallowance(s) ,- resulting from an
audit of the Emergency Assistance Program will be
shared between the State and thecounties based on
their proportionate share of thetotalcosts
claimed during the time period in question.
09/07/9.7 1S 213 a1 9 1(3 -1 .3 o 2 OVDA -'ONTRA COSTA
6
a. CDSS and CWDA agree that the county share of any
audit exception(s), deferral(s) ,: or disallowance(s)
resulting from an audit of the Emergency Assistanoe
Program, which are taken against: an individual
county and which are not extrapolated to other
counties, will be borne solely by that county. The
county share for all other audlt. exceptiou(s)..
deferral(s) , or disallowance(s) will be divided
among the counties using a methodology developed by
CWDA and provided to CDSS in writing within 60 days
from the date cwDA is notified by CDSS of the final
results of a federal audit. in the event that CWDA
does not provide CDSS with such 'a methodology
within the 60-day period, the county share of the
audit exception(s) , deferral(s) ,. or disallowance(s)
will be divided among the counties based on their
percentage of total costs claimed during the audit
period in question. In no case shall. CDSS assume
financial liability for the county share of audit
exception(s) , deferral(s) , or
9. CDSS and CWDA agree that CDSS will withhold from
the Single State Agency claim, any requests for
. Federal financial participation where it has been
determined as result of monitoring, that a County
Welfare Department is substantially out of
compliance with the Federal req u!axements for
Emergency Assistance, and inclusion of those costs
would jeopardize the claim for every County Welfare
Department.
I1. GENERAL TERMS
PERIOD OF OPERATION AND TERMINATION
A. This ag-reem - shall take effect July 1, 1994, upon
signing by both parties to the agreement which is
contingent on the availability and continued receipt of
federal Title -TV-A Emergency Assistahce funding and
shall remain in effect unt1l June 30, 1997. Each party
shall have the right to terminate this agreement upon
sixty days prior written notice to the other party.
09/0 S)4 4 113:216 'al 916 44.3 .3202 (AYDA CONTRA (MSTA
7
Notwithstanding subsection A above, for purposes of any
audit exception(s) , deferral(s) , or disallowanCe(s) as
well as legal costs, Section 1, C, 7*1, a. and 9. Of
this agreement shall remain in full force and effect
until all Federal audit exceptions, disallowances or
deferrals are resolved.
ALTERATION OF TERMS
It is mutually agreed that this agreement may be
modified or amended upon the written mutual consent of
the -parties hereto.
IN WITNESS WHEREOF, the patties have caused their duly authorized
representative to execute this Agreement.
Executed this day of
CALI.YORNIA DEPARTMENT OF COUNTY WELFARE DIRECTORS
SOCTAL SERVICES ASSOCIATION
Eloise Anderson, Frank J. Mecca
Director Executive Director
Richard R. O'Neill
President
CERTIFICATION FOR INCWSION IN MEMORANDUM OF UNDERSTANDING
BETWEEN THE CALIFORNIA DEPARTMENT OF SOCIAL SERVICES AND THE
COUNTY WELFARE DIRECTORS ASSOCIATION AS THE REPRESENTATIVE OF THE
CALIFORNIA CONSORTIUM OF WELFARE DEPARTMENTS
I hereby certify that the County. Department of Social
Services will participate in the Caftmia Consortium of Welfare Departments as specified
in the attached Memorandum of Understanding between the California Department of
Social Services and the County Welfare Directors Association as the representative of the
Consortium.
CHAIRPERSON OF THE
COUNTY
BOARD OF SUPERVISORS
1994
Date
09/07/94 18 7 'UI 916 44.1 3202 0YDA 0WITA (,A)STA UI 4/f)16
ADDENDUM
MEMORANDUM OF UNDERSTANDING
EA-CWS Consortium
Maximum Annual Participation Fee
couft Maximum Fee
ALAMEDA
CONTRA COSTA
FRESNO 4.52S
LOS ANGELES DCS 4.526
ORANGE
RM-RSIUE 4,526
SACRAMENTO 4,526
SAN BERNARDINO 4.526
SAN DIEGO 4,5'26
SAN FRAN=('-O 4,526
SAN JOAQUIN 4.506
SANTA CLARA 4,526
SAN MATEO 2,483
BUTTE 2-170
HUMBOLDT 2,170
KERN 2,170
MERCED 2.170
MONTEREY 2,170
SANTA BARBARA 2,170
SANTA CRUZ 2.970
SHASTA 2,170
5OLANO 2170
SONOMA 2,17U
STANISLAUS 2',170
TULARE 2-170
VENTURA 2,17D
MARIN 1,002
SAN LUIS OBISPO 567
ELDORADO 555
IMPERIAL $55
KJNGS 555
MADE RA 555
MENDOCINO 555
NAPA 555
NEVADA 555
PLACER 555
BUTTER 555
YOL.0 555
ALPINE 409
AMADOR 409
CALAVERAS 409
COLUSA 409
DEL NORTE 403
GL17--NN 409
INYO 409
LAKE 409
LA$SEN 409
NIAMPOSA 409
MODOC 409
MONO 409
PLUMAS 409
SAN BENrTO 409
SIERRA 409
S(SKIYOU 409
TEHAMA 409
TRINn Y 409
TUOLOMW 4OG
YUBA 4N-
Tutal 1 00.0cyj
' 3
ni ;o7,'ila 1.is27 231 N1.0 •1.7;# S a CIVD1 � + CONTRA COS A [?)I.II:i/111t;
` SUN 2 2 1494
=Whment 3-A
Pagtw 1 of 2
TV-A S= CE MZCEMUA
19MERGEICY ASSIS'UZ= TO BUY EAN313ES W M CEUJXF SN 45 CER 233.124
A. Kinds of Coved.
1. A.ebild's behavior that reSU is in the child's iceuwal frM trxe h M
and a judicial that the gild racist ?min in out-of-hcwz
c.,-me for mere than seventy-two (72) hours, as warted by the
designated prabat13c'gl ageoq7.
2. A child who is at xi_.ak of abuse., Deglect, or eVloitatiou
as detemined by the des;� chilld wa fam:se>`-i agency.
S. Kurds of Acaistanoe Provided to Meet-Emxgwry Needs
payment for shelter care (iIK.i d3:t g plaioment in juvenile a.4.`aE sswe t
c e tem, ccunty-,operated facilities, licensed foster caz�e facilities or by a
ze3at-3 v+es), zesidonti.-a group carte, or foster earn (ems where provided by
Title IV-E) in a l.ioensed fosbr care faciUty.
The above assisi atx j-q limited Within any twelve m=h period to a single
qi-,,o& per family with atm an= c)tzratim of twelve =atbz Ccc .less as
neoessar- to resolve the emarvency sitaation.. ThI.6 assistance, msst be
authorized will" e single 30-day period bajir no Less tbau twelve
mouths after the start of the family's last Emergency Assuan
azUKmj7.ati on period and mast be in resp+c nee to a new emergency.
— -- —
Approval Effect%ve
TO Date Date
aT r_sedes TN n
(T9/07/94 18:28 gi 91.6 •tai 32()2 <_VDA , .11 CONTRA COSTA Rip16-1)1
.Attac immt 3-A
Page 2 of 2
AL 6mnff E CF CALIFCFKM
FMMMI Y ASSLS WM TO NMY r•AM rte WrM CEMU;nq 45 CFR 233.120
C. Kinds of SerV3,ce Provided to Meet: the Emergency Needs cr Crisis Sibaat1cm
I. After Cam services are provided to fami 1 iiving EA due to "...a
child's bebti*S7•- that results ix► the child's removal frm the homy: and
a, judiri,al. inatim that the child nu& ii?min in out-of " care
for =re than seveat'.y-two (72) how as die;, i by the desigmted
pmbatim act.'*
After Care services may include:
a. Case managarent (me-assesswent, mutificatio a of the services plan
and arrant for sel��).
b. Camsel;r.
c. Infer. and referral..
d. Transportatim related to the above.
2. Crisis Resolution services am provided to famLli_es receiving FA due to
"...a.child wtio is at tisk of abuse, neglect, abandcment or
eVl ai tation as dat-.,enmi.ned by the designated child we7,fare services
age .
N
crisis Resolution sSvices may include:
lu e:
a.
IT1and referral.b. case mmmgemmt.
d. 1`n hwe- caretakers.
e. Respite care.
day services.
g. ding and dmmstrat q haemo eLu.
h. Partxtrug txa'�.
i. Sttbr't'atxo-a abuse testing.
j. tegal services.
k. Ttanspactat-m related to the above.
The above assistance e is l;nd t,�d within any twellve m mth period to a single
cpi� per drily with a maw duraticn c t twelvewufhs or less as
necessary to resolve the enexgency, sibiat;m. TL1- assistance Ia3& be
autluxru zed wxt l i a single 30-daY period beginning no less than twelve
mmths•after the start at the familyIs last &m7my Assistance:
antes mt� peri ad and must be in re mse— to a. new emargea y.
Approval T Effective
THt Date Date