January 22, 2026 Minutes

Weld County Case Management Agency - Community Advisory Committee Meeting Minutes

Date: Thursday 01/22/2026
Time: 9:00am-10:40am

The purpose of the Community Advisory Committee Meeting is to provide an opportunity for local and regional input regarding CMA operations, which helps us build a stronger case management system in our region.

Committee Members

[List in this section or table: member names, if they have lived experience, affiliation and attendance]

• Dawn Simmons (Weld APS) In person attendance.
• Victoria Moul (Lived Experience) Virtual attendance.
• Brittany Logue (?) Virtual attendance
• Cathy Laws (?) Virtual attendance.
• Leticia Arguello (ARC of North Colorado) Virtual attendance.

Agenda

1. Welcome and Overview of Agenda   [9:00am]
   • Welcome by Angela Korthaus.
2. Open Forum - Questions or Concerns        [9:05am]
   • [List questions or concerns or summary]
   • Reminder meeting minutes are posted on the Website. Website has been updated to meet ADA compliance. We are also working on updating all P&Ps to meet ADA compliance and hope to have those completed soon.
   • Victoria: Last month discussing bringing on more CMs with all the changes and upcoming changes.
   • Angela: We do have answers and are part of today’s presentation, we will review shortly. Please note our communications team must approve all PowerPoints before we can share, and they were not able to approve the PowerPoint before this meeting. We will verbally discuss the data without the slides and once we receive approval, we will share the original PowerPoint.
3. Input About CMA Operations  [9:10am]
   • [Provide a summary of actions taken based on input from previous meetings, as well as new input and actions to be taken based on new input]
     • CMA Updates: Shared current staffing numbers and we were approved to hire 5 more CM’s.
     • Just completed first round of hiring but did not extend offers as no one was a great fit. Planning to start another round shortly. Also plan for an additional round in February.
     • This job posting is called an ‘Evergreen’ as posting will stay up until all positions are filled.
       • Interviewing 5 people on Friday (1/23/26).
       • Plan for CM positions: 1 to intake, 2 to children’s, 1 to A&D, 1- IDD.
       • Refilling 2 CM positions for staff who have left Weld County
     • Supervisor position interviews will begin early February.
     • Filling 8 positions in total in CMA.
   • CMA Intake/Referral Updates:
     • Referral numbers for Quarter 1 FY 2025-2026 (July: 317, Aug: 329, Sept: 333) and Qtr. 2 FY 2025-2026 (Oct: 353, Nov: 237, Dec: 305).
   • CMA Ongoing Case Management Updates:
     • A&D average caseload is 77.
     • IDD average caseload is 68.
     • Children’s average case load is 75
     • FSSP/State SLS average caseload is 100
   • Changes to Intake Process:
     • Discussed prior intake process where assessment could be completed while waiting to receive Professional Medical Information Page (PMIP). New process changed due to direction from HCPF and implemented 1/1/26.  The PMIP must be received before an assessment can be completed.
     • This resulted in Intake restructuring and moved 2 intake CMs to become screeners. They use the CO Intake Screening tool to determine if individuals should move forward to the assessment process.
       • Kimi screens adults and Jess screens children. They will complete the screening within 2 days of referral receipt, gather medical info, then send PMIP request immediately, and add to tracking document.
       • Case Aides will then step in and resend PMIP requests every 5 days to accelerate receiving it back. Once the PMIP is received the case will go to an intake worker to complete the functional assessment.
         • Timelines to complete the functional assessment now start from date the PMIP is received by the CMA.  
     • Cathy: When does process stop/end?
       • Angela: We have 30 days to receive the completed PMIP and on day 30 the referral will be closed. We will make minimum of 4 attempts to request the medical document. If it is not received prior to the 4^th attempt the case aide will call the individual to inform them and suggest they reach out to their Dr.  At that time the case aide will send the final (4^th) attempt.  If the PMIP arrives within 90 days of the original referral the CMA will reopen the referral and proceed to next steps.  If it is returned after 90 days the individual will need to go through the referral process again. 
     • Changes to Ongoing Case Management & Medicaid Sustainability Actions and Timelines:
       • HCPF has implemented sustainability measures for 2026/2027 to balance the Medicaid budget. The changes affect all waivers and CFC.
       • HCPF ended the Nurse assessor program. Case managers now approve homemaking, personal care and HMA services using the Direct Care Services Calculator (DCSC) to determine hours of care.
       • The CM now approves HMA tasks; however, there are more requirements placed on families and members to get documentation from their doctors to substantiate their needs.
       • Supervisors now must review DCSC that goes over the task standards set by HCPF to provide approval.
       • There is also a HCPF review/exceptions process for hours that exceed the task standards where they must provide approval.
       • Changes take effect on 4/1/26 and then additional changes will be implemented over the next 2 years.
     • CAC members are encouraged to review HCPF sustainability measures.
     • Questions:
       • Victoria: Caregivers are having issues with HCPF saying changes won’t go into effect until 4/1, but other CMAs are implementing changes now. Other CMAs are stating they must redo services immediately and HCPF has given grey response that depending on when revisions/service plans due they might change earlier to be prepared for renewals. Why is Weld’s CMA different than other CMA’s and why can it be so vastly different across the state?
       • Angela: The case managers are currently in a difficult situation because they are in the process of completing 2/1 and 3/ start dates.  CM’s need to have conversations with members now about the changes and giving them the option to implement the sustainability changes now or if they decline then the case manager will leave the care plan as is, and members will have an additional meeting in the next three-six months to ensure all changes are implemented by 11/1/2026. CMs are trying to honor members’ choices, however, the timelines are difficult because work for 4/1 cert periods is starting in January. It is difficult to determine why other CMAs are implementing sooner.  I cannot speak about their process but can ensure the team Weld County CMA is doing everything they can to ensure changes are implemented as directed by HCPF.
       • Dawn: Is there language from HCPF that is open to interpretation or confirms what dates changes should be in effect?
       • Angela: Yes, for example, community connector is requiring changes to be implemented by 4/1. Other sustainability actions are to be implemented at CSR or at the next quarterly monitoring (which could be in 3 months). Case managers are reporting they are having open and honest conversations which helps families to be aware and prepared for the upcoming changes and providing choice where they can.
       • Victoria: Other counties there is not always even a CM that is reaching out to families to discuss changes, and they are implementing and sending changes for signatures without having these crucial conversations. Is there a way for HCPF to appoint Weld as pilot for changes as other CMA’s sounds like they are not following the appropriate process?
       • Angela: We will share feedback with CMA Admin Kelly Morrison. It is advised other families to reach out to their CMA to discuss why changes are being made without them being aware. The children’s team is experiencing the most changes, and they are working hard to ensure the families are aware before implementation. We ask for any feedback on how Weld is handling these conversations regarding the changes.
       • Victoria: It was helpful for Anissa and Alexis to go over the calculator and go over all the information so they could discuss the changes, and she was treated with care and kindness. She hears horror stories with other CMAs they are not having these opportunities to learn this information and why the other counties are not treating them with the same care and understanding is unacceptable.
       • Angela: We’re sorry to hear about these concerns with the other CMAs.
       • Leticia: These concerns should/could also be brought to the individuals local ARC chapter to help with these changes and communications.
       • Angela: Shared slide of Medicaid sustainability timelines. Right now, focus is Q1 and Q2 changes. Can share this slide and other info HCPF has shared. There has been limited training from HCPF.
       • Dawn: Calendar year or fiscal year?
       • Angela: Fiscal.
       • Dawn: What is community connector?
       • Brittany: Allows individuals to do things in their community and to engage with their community. Things like going to zoo, post office, grocery store. Essentially to get out of their regular bubble and to get individuals out of their comfort zone to get used to individuals from diverse walks of life. With changes this now has very limited funding.
       • Victoria: It used to be like that but from new memo with standards she is blown away. Her 14-year-old daughter was confused looking at the memo and wondered why all task were geared towards gaining employment. Hours seem to be cut and now telling what they can or cannot do in the connector and in some families (like hers) they changed the standards so drastically and some families with the most vulnerable population may not even be able to meet these standards.
       • Angela: I am unsure how to speak about these concerns other than to say Weld County CMA will make every effort to ensure changes are being made appropriately and proper communication is always occurring.
       • Cathy: Thought there were HCPF open forums, but they have begun muting the forums.
       • Angela: Yes, it seems like some of these have turned into presentations of facts and are not providing Q&A like they did previously.
       • Dawn: Sounds frustrating.
       • Angela: As you learn more information, feel free to reach out to us and we will answer what we know. If we don’t know and can reach out to HCPF, we will happily do so. Sometimes you guys are thinking of concerns before we do so, please always reach out.
       • Brittany: Concern as these changes trickle down from those making the decisions, it’s just numbers moving around. These changes are huge for families and are difficult trying to navigate systems they’re not familiar with to learn how to support their families. Impact is so heavy and exhausting with all the pressures they’re feeling and having other support ripped away. Encourage everyone to continue sharing concerns and advocating as they can to advocate for concerns these are creating.
       • Angela: The CMs are in the same agreement as these are very difficult conversations to have and it’s a very emotional time trying to explain these changes.
       • Victoria: What support is provided for CMs with these changes?  How do the new CMs know what to expect and what keeps them from burning out? How do you support them?
       • Angela: As a case management agency, we are very open and honest with case managers.  We hold meetings as necessary to discuss the changes and different ways to have conversations with members.  After a difficult home visit or phone conversation the case manager knows they can always debrief with any supervisor or manager on the floor. Case managers are encouraged to utilize the benefits Weld County offers. The CMA promotes case managers to attend trainings on topics such as compassion fatigue and de-escalation.
       • Case Managers are aware and reminded supervisors can step in when a conversation is no longer productive. 
         • Review of CMA exceptions: 1 individual that moved 7 minutes outside of the Weld County line. The exception was approved for the member to remain with the Weld County CMA due to an established relationship with individual and limited additional drive time that would not heavily impact CM or the CMA.
         • CMA Budget Process Review:
           • Current funding supports adding 5 CMs and 1 Supervisor.
           • The CMA is currently in intense auditing process with billing on log notes.  We are auditing everything we historically billed to make sure it was billed appropriately going back to 3/1/24.
             • Purpose to proactively make sure we didn’t incorrectly bill.
           • CMA is taking a .75% rate cut and CMA already experienced previous rate cuts in July 2025. Kelly Morrison is working with finance people to look at how this will impact team. At this time do not have concerns we will not be able to maintain positions we have/ are hiring for.
4. Review of Policies and Procedures  [9:50am]
   • Follow-Up About Items Discussed During Previous CAC Meeting
     • [List summary of actions taken based on input from previous meetings, as well as new input and actions for each Policy and Procedure discussed]
       • None/ No follow up.
   • Discussion of New Policies and Procedures
     • [Include summary input and actions to be taken based on input for each Policy and Procedure discussed]
     • P&P: Assistive Tech request
       • Angela: Prior to meeting with everyone, sat down with Kelly to discuss why we didn’t include timelines in this P&P. Initially not included because timelines vary and are on a case-by-case basis. Concern there should have been some type of standard set-in place so we’re not just sitting on a request, and it moves at a speed acceptable for everyone. Gave an example for an individual needing glasses would look simple but ended up being more complex because we also had to navigate the Medicaid request and getting approval. We do agree there needs to be some timeline standards in these. Would love to hear what everyone thinks is an appropriate timeline/timeframe?
       • Dawn: What is an appropriate timeline for supervisor review? We should work backward on the timeline for CM to get this to supervisor and then how long does the supervisor have to work it? Language could be added to support if there is back and forth. Should document so there is accountability on all sides. Possibly look at it if all steps (1-3) completed by CM and on step 4, how long to complete?
       • Brittany: Could build in info for more complicated requests then note timelines may not apply but at least set the basic timeline. Could note updates sent every week or every two weeks while being mindful of workflows. A standard would feel appropriate.
       • Dawn: Angela, did you discuss timelines that are currently in use with supervisors?
       • Angela: They shared the typical response is 2 weeks or 10 business days.
       • Dawn: Seems reasonable
       • Cathy, Leticia, Brittany, & Victoria: Agree this sounds reasonable.
       • Angela: Once CM has completed all steps to get to supervisor what should be turnaround time?
       • Dawn: What does this process look like for the CM?
       • Angela: Each situation is unique. It can become difficult as the CM is working with family to help find what meets the Doctor request but is not the most expensive option.
       • Victoria: I may be wrong, but is the $10,000 limit dropping down with the new HCPF changes to something like $2,500? Not sure which slide that was on from her information from other meetings she’s attended.
       • Angela: We have not heard this. If you can find this, please share with us so we can review.
       • Victoria: Will try to find it. It was another advocate that said funding was being cut but may also be different context.
       • Dawn: If there is language that gives the CM ability to continue working on request without being bound by timelines that might also work. Could note the CM has 5 business days. I want to be mindful of timelines that they are realistic and promote completion.
       • Angela: Agreed, 5 business days to wrap up and then send to supervisor for review and then supervisor has their timeframe to complete. If this recommendation was made to update then finalize, would everyone be comfortable with it?
       • Cathy, Brittany, & Victoria: Agree with that change.
       • Angela: Will take this change to Kelly with CM having 5 days to complete and Supervisor has 10 days and will come back next meeting if this does not work for some reason.
     • P&P: Transitions Process
       • Dawn: Notice there was a concern being consistent about acronyms/spelling things out and being clear with timelines (noting business days).
   • Policies and Procedures to be Reviewed During Next Meeting
     • There will be some but currently not confirmed which ones we will review at next meeting.
5. Review of Complaints   [10:05am]
   • Follow-up on Complaints Discussed During Previous CAC Meeting
     • [Include Compliant ID number, input from previous CAC meeting, summary of actions taken based on input, CAC reaction to actions, and follow-up actions, if any]
       • None. No follow up requested from last meeting.
   • Discussion of New Complaints
     •  [Include Complaint ID number, brief summary of complaint, input from CAC members and actions to be taken on based on input, if any]
     • 17 complaints in total so far, 13 resolved at first supervisor contact.
     • 10/31/25-EBD: No questions or concerns. Seems appropriate.
     • 11/1/25-CES: No questions or concerns. Seems appropriate.
     • 11/3/25-EBD: No further concerns, Seems appropriate.
     • Dawn: what does sufficient documentation from doctor look like?
     • Angela: HMA docs have a guide/checklist we give out that explains requirements to members.
     • Victoria: if the CM does not give out the guide, is there a place the family can find it?
     • Angela: Confirmed and shared link through chat under the section titled “Implement a soft cap on certain HCBS services”
     • 11/4/25-EBD: No questions or concerns. Seems appropriate.
     • 11/7/25-CES: No questions or concerns. Seems appropriate.
     • 11/14/25-EBD: No questions or concerns. Seems appropriate.
     • 11/14/25-DD: No questions or concerns. Seems appropriate.
     • 11/19/25-EBD: No questions or concerns. Seems appropriate.
     • 12/1/25- CES: No questions or concerns. Seems appropriate.
     • 12/2/25-EBD: No questions or concerns. Seems appropriate.
     • 12/8/25-CES: No questions or concerns. Seems appropriate.
     • 12/12/25-EBD: No questions or concerns. Seems appropriate.
     • 12/17/25-CMHS: No questions or concerns. Seems appropriate.
     • 12/17/25-EBD: No questions or concerns. Seems appropriate.
     • 12/22/25-DD: No questions or concerns. Seems appropriate.
     • 12/29/25-CES: No questions or concerns. Seems appropriate.
     • Victoria: if a situation comes up where she acted as an advocate how does she recuse herself from this portion of the discussion.
     • Angela: Send a message to her directly and will arrange a private time to discuss concerns/questions.
   • Discussion of Trends in Complaints
     • [Include description of trend(s), actions be considered to address trends, CAC member input, and follow-up based on that input, if any]
     • Angela: Would like to discuss some trends.
     • Number 1 trend is about CM communication not being clear, timely, as often as expected. Step 1, when we get a complaint from family/member stating lack of communication is to review log notes to see what communication has occurred. If Log notes in CCM note there has been communication, it’s a place for Supervisors to start to work with CM on why member doesn’t feel like they’re getting the outreach they need.
     • Some of the complaints were from lack of communication. Recently there have been concerns noted regarding the Human Rights Committee and Rights Modification process. As a CMA we have been having meetings with leadership to revamp the Rights Mod/HRC process internally to ensure it is meeting all contractual requirements as well as being efficient.   
     • Leticia: Thank you for the hard work and high standards.
     • Brittany & Victoria: No concerns.
6. Wrap Up/Next Steps     [10:35]
   • Will send out January complaints soon for you to review in Feb.
     • Victoria: With so much coming through in the next couple of months are we meeting more or how will we handle meetings?
     • Angela: I am planning to still meet quarterly for these meetings but am willing to meet more often as well. Please reach out at any time to discuss the need to add additional meetings.
     • Victoria: If before next meeting, changes need to be made, do we wait on meeting or meet sooner to discuss?
     • Angela: If changes are needed, we will pilot and try changes before meeting and meeting is to review changes to make implementation official.
     • Angela: Please reach out with any questions and concerns. As you’re working with individuals in the community please reach out through call, text, email to discuss concerns so we can help.
     • Victoria: Please reach out to discuss the lack of consistency across CMA’s as it’s very difficult for advocates and families to navigate.
     • Angela: Will absolutely discuss with Kelly Morrison and will share feedback.
   • Next Meeting April 23, 2026 from 9-11am.
     • Thank you everyone for your valuable input and feedback