Backup Documents 02/14/2023 Item #16D 5 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP l 5
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE ic/
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney 0• e
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1. Carolyn Noble Community and Human CN 1.19.23
Services
2. County Attorney Office— County Attorney Office DD
m 2 r
3
3. BCC Office Board of County
Commissioners RL j N 2111123
4. Minutes and Records Clerk of Court's Office Yu.)
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff n / Phone Number 239-450-5186
Contact/ Depat intent Cif 0 n '(off e
Agenda Date Item was Y Agenda Item Number
Approved by the BCC 2/i'1/2 3 I (0.73 , 5
Type of Document 3 ORIGINAL AGREEMENTS FOR CCHHC Number of Original 3 ORIGINAL
Attached Documents Attached DOCUMENTS
PO number or account
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature STAMP OK CN
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be Yes
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's YES
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip N/A
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on above date and all changes made during n N/A is not
the meeting have been incorporated in the attached document. The County an option for
Attorney's Office has reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the N/A is not
BCC,all changes directed by the BCC have been made, and the document is ready for the 0 Y an option for
Chairman's signature. this line.
160 5
4,116 HUNGER &
itlAkHOMELESS
COALITION
Ci-L-LL'ER LJI.'td Il
Agency Partnership Agreement
Continuum of Care (CRN)
The Collier County Hunger&Homeless Coalition Lead Agency
&Community Resource Networks
ri
This Agreement is entered on this N"day of Fe it 1C 2023 between The Collier County Hunger&
Homeless Coalition Lead Agency on Homelessness in ollier County Florida,and Collier County.The
Collier County Hunger&Homeless Coalition,hereafter known as"Lead Agency", and Collier County,
hereafter known as "Partner Agency,"regarding access and use of the Lead Agency Community Resource
Network,hereafter known as the "CRN". This Agreement is valid for three(3)years from the date listed
above. The Partner Agency also agrees to accept referrals from other CoC programs and provide program
assistance in the Continuum of Care to assist with the Coordinated Assessment System.
Please submit as"Attachment A"a list of all current programs.
I.Introduction
The Community Resource Network(CRN)is an on-line web based computerized data collection,
searching,sharing,and organizing tool designed to capture client-level information over time on the
characteristics and service needs of persons experiencing homelessness within Southwest Florida. The
Community Resource Network is the component of Lead Agency the Homeless Initiative for the Continuum
of Care,hereafter known as"CRN". The CRN covers the Collier County area. The CRN allows personnel
at Partner Agencies who have been authorized by the Lead Agency to input,use,and retrieve information
concerning their own clients and to share information,subject to agreements and governmental regulations,
on common clients. Through the use of the CRN,The Lead Agency can identify gaps in the local service
continuum and develop appropriate community-oriented responses to addressing the housing and service
delivery needs of persons experiencing homelessness. In addition,Partner Agencies can meet grant reporting
requirements and better serve the needs of their clients.
The Lead Agency is granting Partner Agency the right to utilize the CRN,subject to the terms and
conditions set forth in this Agreement. The comments and definitions contained in the footnotes in this
Agreement are binding and a part of this Agreement. All references to actions taken by or consents or
releases to be signed by a"Client"herein shall include the actions,consents, and releases of the Client's
guardian,where applicable.
The CRN enables fulfillment of the following goals:
a. Improved coordinated care for and services to homeless people.
b. Automated processes to replace manual processes(when practical).
c. Meeting reporting requirements including U.S.Department of Housing and Urban Development
(HUD)and non-HUD reports.
d. Minimally impacting automated systems of current providers.
e. Complying with all state and federal requirements regarding client/consumer confidentiality and data
security(HIPAA, etc.).
f. Delivering timely, credible,quality data about services and homeless people to the community.
g. Increased CRN participation by homeless providers in the Continuum of Care; and
h. A user-friendly system for providers and clients.
The Lead Agency provides oversight for the CRN and contracts with Wellsky,the developer,provider, and
host of the software that houses the CRN and the associated ART reporting database. The Lead Agency is
responsible for granting and limiting Partner Agencies' access to The CRN database.Utilizing a variety of
methods,the Lead Agency intends to protect,to the utmost of its ability,the CRN data from any
unauthorized modification,disclosure,corruption,destruction or inappropriate use.
co
16015
' W HUNGER &
HOMELESS
1.0111efiN COALITION
Designed to benefit multiple stakeholders',the CRN,when used correctly and faithfully, will improve
knowledge about homeless people--their services and service needs, and may result in a more effective
and efficient service delivery system.
IL Confidentiality(45 CFR 164.308 ((b))
A. The Partner Agency and Lead Agency will comply with relevant and governing federal and
state confidentiality regulations and laws that protect client records and will only release
confidential client records with consent by the client2,or the client's guardian3,unless otherwise
provided for in regulations or laws.
1. The Partner Agency and Lead Agency will abide specifically, when applicable, by federal
confidentiality regulations as regarding disclosure of medical, alcohol and/or drug abuse records. In
general terms,the federal rules prohibit the disclosure of medical, alcohol and/or drug abuse records
unless disclosure is expressly permitted by written consent of the person to whom it pertains or as
otherwise permitted. A general authorization for the release of medical or other information is not
necessarily sufficient for this purpose. The Partner Agency and Lead Agency understand the federal
rules that restrict any use of the information to criminally investigate or prosecute any alcohol or drug
abuse patients. It is the responsibility of the Partner Agency to ensure that it remains informed and
knowledgeable about all requirements of the rules and regulations governing its activities,and to stay
abreast of new rules and regulations and interpretations thereof,and promptly instituting procedures
designed to fully comply therewith.
2. The Partner Agency and Lead Agency will abide specifically,when applicable, with the Health
Insurance Portability and Accountability Act of 1996 (HIPAA)and corresponding regulations passed
by the Federal Department of Health and Human Services.In general,the regulations provide
consumers with rights to control the release of medical information, including the right: to give
advance consent prior to disclosures of health information;to see a copy of health records;to request a
correction to health records;to obtain documentation of disclosures of health information;to obtain an
explanation of privacy rights and to be informed about how information may be used or disclosed. The
current regulation provides protection for paper, oral and electronic information.
3. The Partner Agency and Lead Agency will abide by Florida State Laws and Federal Laws related to
confidentiality and security of domestic violence,medical,mental health and substance abuse
information as found in any Florida State Statutes and other relevant statutes, rules and regulations.
A. The Partner Agency will provide an implied consent to clients by posting a client
agreement form and may also provide an informed consent by keeping on file signed client
agreements,regarding the CRN, as directed by the CRN Policies &Procedures and arrange,
when possible, for a qualified interpreter or translator for an individual not literate in English or
having difficulty understanding the consent.The Lead Agency will ensure and conduct periodic
monitoring and reviews with Partner Agencies to enforce informed consent and confidentiality
standards as written in the CRN Policies &Procedures manual.
4. The Partner Agency shall display the Privacy Notice poster,which informs Clients of their rights, as
directed by the CRN Policies &Procedures manual.
5. Evaluation and research will only use de-identified Client data except in the case when the Partner
Agency evaluates and researches its own Clients or in the case where the Partner Agency is a sub
grantee and has an agreement in place to share Client data with the grantee. In all cases,the Partner
Agency and Lead Agency shall maintain compliance with all state and federal laws regarding research, 0
evaluation and confidentiality of individual client identities.
169 5
"!Cr HUNGER &
o' ,`y HOMELESS
4 COALITION
6. The Partner Agency and Lead Agency will not divulge any confidential information received from
or for the CRN to any organization or individual without proper informed consent by the Client(or
guardian where appropriate)unless otherwise permitted by relevant regulations or laws.
7. The Partner Agency and Lead Agency will ensure that every person issued a User Identification
and Password to the CRN will comply with the following:
a. Read, sign and abide by the requirements of the User Policy,Responsibility Statement and
Code of Ethics Agreement stating an understanding of, and agreement to comply with CRN
confidentiality requirements, policies,and procedures.
b. Obtain,read and abide by the CRN Policies&Procedures manual; and
c. Register for a unique User I.D.and password and not share or reveal that information with
other individuals. A User shall promptly report to Partner Agency and Lead Agency if the confidentiality of
such unique User I.D. and password has been or may have been compromised. In such event, a new User
I.D. and/or password shall be assigned, and the old one deactivated.
8. The Lead Agency shall ensure that all staff employed by the Lead Agency with access to the
Client database will have background checks conducted and receive basic confidentiality training.
(45 CFR 164.308 ((a)), ((3)), ((ii)), ((A)))
9. Partner Agency shall conduct background checks and provide basic confidentiality training to all
staff, volunteers and other persons issued User IDs and passwords for CRN. Partner Agency shall refer
to their personnel policies,current the Lead Agency CRN Policies and Procedures, and current HUD
Data and Technical Standards to determine if their staff,volunteers and other persons should be issued
User IDs and passwords based on the results of the background check.Failure to pass a criminal
background check will result in a CRN License not being issued.
II. The Partner Agency shall ensure that appropriate actions are taken against any person associated
with the Partner Agency who violates client confidentiality and/or consent. Appropriate action may
include probation,termination, and/or filing of criminal charges by local law enforcement, and prompt
remedial action to contain and reverse the damage caused by such violation. The Partner Agency must
notify the Lead Agency in writing within three business days if such a violation of client confidentiality
and/or consent occurs. The Lead Agency will inquire about any violations as part of the security audit.
12. The Lead Agency shall ensure that appropriate actions are taken against any person associated
with the Lead Agency who violates client confidentiality and/or consent. Appropriate action may
include probation,termination,and/or filing of criminal charges by local law enforcement, and
prompt remedial action to contain and reverse the damage caused by such violation.
13. The Partner Agency and Lead Agency understand that the CRN application is secured by a user
authentication process,audit trails, data encryption(45 CFR 164.310((a)), ((2)), ((iii)))of at least 128-
bit for electronic data submission and data storage in binary and encrypted format. Partner Agency and
Lead Agency shall ensure that their respective users do not take any action to compromise, circumvent
or overcome such security features, or in any way to interfere with the proper and efficient operation
and administration of the CRN. Partner Agency and Lead Agency shall further ensure that its
authorized users do not attempt to access or use the CRN in a manner that exceeds their authorized
access level.
14. The Partner Agency and Lead Agency understand the server,which contains all Client
information, including encrypted identifying Client information,will be located at an appropriate
location as determined by Wellsky.
B. The Partner Agency and Lead Agency understand that Wellsky,Lead Agency, and GAO
the Lead Agency CRN are custodians of data,and not owners of data.
HUNGER & 1 V D 5
NOIK'ELESS
COALITION
1. In the event the CRN ceases to exist,and the Lead Agency CRN does not elect to arrange
for the migration of the CRN to a different host or platform,the Lead Agency will notify
Partner Agency and provide a 60 day time period for the Partner Agency to access and save
agency specific client data, statistical data and frequency data from the entire system. Then,
the centralized server database will be purged or stored. If the latter occurs, the data will
remain in an encrypted state. Stored data may subsequently be used to populate an alternate
system for the administration of the CRN or other similar system.
2. In the event the Lead Agency ceases to administer the CRN, and another organization
takes over administration of the data, the Lead Agency or its successor agency will inform, in a
timely manner, all affected Partner Agencies.
3. If the Partner Agency ceases to exist, it shall notify and work with the Lead Agency to
determine the appropriate disposition of Partner Agency's data, including the transfer of the
data to a successor agency.
4. If the Partner Agency chooses to withdraw from the CRN,the Partner Agency shall notify
the Lead Agency of intended withdrawal date. The Lead Agency shall allow sixty days for the
Partner Agency to access and save its specific Client data, statistical data and frequency data
from the entire system. The Partner Agency is financially responsible for extracting its data.
5. In the event Wellsky ceases to exist,the Lead Agency will notify Partner Agencies in a
timely manner of the expected consequences of this event, and of a substitute service
provider, if any. In the event that Wellsky ceases to exist,they have committed to
transferring the CRN data to a third-party system. (Includes lines 1-5 45 CFR 164.308
((a)), ((7)), ((ii)), ((D)), ((E)))
m. Data Entry and/or Regular Use
A. User Identification and Passwords are not permitted to be shared among users.
B. If a Partner Agency has entered a Client's basic identifying information,non-confidential service
transactions, confidential information and service records,AND has noted participation in the CRN as
directed by the CRN Policies&Procedures manual/CRN Software manual, the Lead Agency and
other parties will be entitled to assume that a Client gave consent for such access.
C. In the event that a Client would like to rescind consent to participate in the CRN completely, the
Partner Agency at which her/his desire is expressed, will work with the Client to complete a brief
forma, and Partner Agency will record in the software that the Client revoked authorization to
participate in the CRN as instructed by the CRN Policies &Procedures manual. Partner
Agency will still be able to access that record, but Client information will not be used in any CRN from
that point forward. Information about a client will remain in the central database for a minimum of
seven years after the client last received services,and after that period of time as required by law or the
agency policy and will remain accessible by the Partner Agency,which provided services to the Client
for reporting purposes.
D. The Partner Agency will enter information in the CRN about individuals for whom they enroll in a
program and/or those who are participants in one or more of the agency programs.
E. Partner Agency will not enter any fictitious or misleading Client data on an individual or family in
CRN, with the exception of alias names intentionally entered to aid in search of the record,contact or.communication with a client. gyp+
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