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Minutes October 27, 2015 HS

Wabasha County Human Services Board

Meeting of October 27, 2015

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the County Services Building, in the City of Wabasha, Minnesota at 11:35AM, October 27, 2015 in accordance with MS 402.01 to 402.10.  The previous meeting was recessed to this time and place.

The following members were present: Commissioners Hall, Wobbe, Goihl and Key.

BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda

Adopted Unanimously.

WHEREAS, the Minutes of the September 22, 2015 regular board meeting have been presented for review and that no changes have been made to the Minutes;

BE IT RESOLVED, the Human Services Board accepts the Minutes as an accurate reflection of the content and actions taken at its previous meetings.

Adopted Unanimously

WHEREAS, the Director of Social Services has advised that all Income Maintenance case actions are in conformance with State, Federal, and County laws, rule, regulations and policies;

BE IT RESOLVED, that all Income Maintenance case openings, closings, suspensions, grant changes and any other action affecting client eligibility and payments documented in the Department on listing of proposed case actions, (through MAXIS computerized client files and reports, and MMIS II), Director's Actions, abstracts of payment, and reports of refunds and cancellations for the period 9/22/15 through 10/27/15 are hereby approved.

WHEREAS, the Directors of Public Health and Social Services have advised that all Public Health and Social Services case actions are in conformance with State, Federal and County laws rules, regulations and policies;

BE IT RESOLVED, that all Public Health and Social Services case openings, closings, payments, placements and licensing actions as documented in the Department on Agency listing for Licensing actions, case records, record of Social Service plan, purchase of service abstracts, reports of refunds and cancellations, payment authorizations and computer printouts for 09/22/15 through 10/27/15 are hereby approved.

WHEREAS, the Directors of Public Health and Social Services have advised that all personnel actions are in conformance with State and Federal law, Merit System rules, existing labor agreements and personnel policies;

BE IT RESOLVED, that all personnel actions for 09/22/15 through 10/27/15 for employees of the Departments of Public Health and Social Services as documented in the Department on proposed personnel actions listing, personnel abstracts, payroll reports and personnel actions forms are hereby approved.

WHEREAS, the Directors of Public Health and Social Services have advised that all Public Health claims and, Social Services and Welfare claims against the County submitted for payment for  9/22/15 through 10/27/15 have been reviewed and are eligible for payment pursuant to all applicable rules, regulations, laws and policies;

BE IT RESOLVED, that all bills as listed on listing of warrants and claims against the Public Health, Social Services and Welfare funds and warrant registers shall be approved as valid claims against the County and are hereby approved for payment.

WHEREAS, the Directors of Public Health and Social Services have advised that employee requests to attend conferences and/or training have met approval of Administration, and are within the budgetary guidelines of the Agency;

BE IT RESOLVED, that all requests presented by the Directors of Public Health and Social Services are hereby approved.
Adopted Unanimously.

Whereas, the Wabasha County Board of Commissioner have changed the last meeting date in December to , Monday, December 28, 2015; and

Whereas,  in order to process and pay bills before year end this change in date is also necessary to process Public Health and Human Services bills;

Now therefore be it resolved by the Wabasha County Board of Human Services that they
Change the December 2015 meeting date from Tuesday December 29, 2015 to Monday, December 28, 2015.
Adopted Unanimously

Whereas, to improve efficiencies, the Office of State Court Administration has developed an Internet-based system, Minnesota Court Data Services, to access court documents, e-filings, communications and pleadings; and
Whereas, this service has expanded statewide to include the local court administration for Wabasha County and will require Social Services to submit court filings via this Internet-based system; and
Whereas, in order to gain access and use this system, the Social Services Department must sign the Master Subscriber Agreement for Minnesota Court Data Services;
Now Therefore be it Resolved by the Wabasha County Human Services Board, that the Director of Social Services is hereby authorized to enter into the Master Subscriber Agreement for Minnesota Court Data Services.
Adopted Unanimously

Key/ Wobbe
WHEREAS, Goodhue County, Minnesota Prairie County Alliance, Mower County, Olmsted County, Wabasha County, and Winona County (“Participating Entities”) are part of the SE MN Redesign Initiative; and

WHEREAS, in 2009 the Minnesota State Legislature authorized the Participating Entities to use a portion of the state and local Consolidated Chemical Dependency Treatment Funds (CCDTF) to be used in an expanded way for service delivery, as part of the “State-County Chemical Health Care Home Pilot Project” (Project); and

WHEREAS, critical parts of this Project are the provision of Navigator Case Management Services, to be provided by contracted vendor,  and the provision of supportive services to meet the needs of program participants; and

WHEREAS, the Participating Entities have agreed to fund these services in a collaborative, proportional way, that ensures adequate funding for services provided under this Project throughout the term of the project;

NOW THEREFORE, in consideration of the mutual promises and consideration contained herein among Participating Entities and the authority provided in Minn. Stat. 471.59, Participating Entities agree as follows with regard to this Project:   
1.    Approve Zumbro Valley Health Center (ZVHC) as the contracted vendor to provide Navigator Case Management Services to clients of the Participating Entities.
2.    Authorize Olmsted County to be the entity to contract directly with ZVHC for the provision of Navigator Case Management Services. Upon completion and signature of the ZVHC contract, Olmsted County shall provide a copy to each Participating Entity upon request.
3.    Olmsted County shall receive $60.00 per client per month from Participating Entities for the term of the Agreement to be the fiscal agent for this Project.  If the Participating Entity does not have any clients participating in the Project, the Participating Entity shall pay a flat $60.00 rate per month to Olmsted County.  Fiscal agent responsibilities will include authorizing payments for supportive services and to ZVHC, with the understanding that Olmsted County may not pay ZVHC or any other entity on behalf of another Participating Entity until such funds have been received by Olmsted County from the Participating Entity.  Participating Entities will make every effort to provide funds to Olmsted County in a timely manner, so that Olmsted County is able to meet the fiscal commitments outlined in the contract with ZVHC. 
4.    Each Participating Entity agrees to notify Olmsted County, as fiscal agent, of the authorized Project participants and provide the requisite information to Olmsted County of tracking purposes.
5.    Each Participating Entity agrees to commit to their individual proportionate share of cost based on actual usage.  Billing shall occur at a monthly rate of $1,187.00 per client.  Participating Entities agree to pay Olmsted County their portion of all service delivery costs within two (2) weeks of receipt of the billing from the vendor.
6.    Each Participating Entity agrees to indemnify and hold harmless Olmsted County for any determinations by any authority that CCDTF dollars used by or received by the Participating Entity were used for an illegal or unauthorized purpose and/or must be repaid to Olmsted County or State government.  The affected Participating Entity agrees to pay any necessary amounts, including any penalties, interest or fees of any kind, on the time schedule determined by Olmsted County or State government to the payee determined by Olmsted County or State government.  If Olmsted County, solely in its own discretion, agrees to be an intermediary in any repayments for the affected Participating Entity, that Entity agrees to cooperate fully with Olmsted County and to not delay any necessary payments.  The affected Participating Entity agrees to reimburse Olmsted County for any reasonable costs incurred by Olmsted County related to assisting the affected Participating Entity or caused by complying with requests of the Department of Human Services Alcohol & Drug Abuse Division (ADAD) related to funds received by that Participating Entity.
7.    Each Participating Entity acknowledges that if the Project terms require provision of documentation by the fiscal agent for any purpose including securing reimbursement from ADAD, that it must provide the documentation to Olmsted County on the schedule established by Olmsted County so that sufficient processing time is available to pass the information through to ADAD.  Olmsted County will make reasonable efforts to gather and pass on required documentation but staff absences or work load may delay this process.  Olmsted County is not responsible for any interest or fees due to delayed pass through of funds which result from the Participating Entity’s failure to provide documentation on a timely basis.  Olmsted County is not responsible for requesting, editing, reviewing, changing, or verifying any information provided to it by Participating Entities for this funding unless specifically stated elsewhere in this Agreement. 
8.    Participating Entity may audit records related to this Project.  Participating Entities agree to cooperate with any records disclosure request made by any Participating Entity or the State Auditor related to an audit of this program. Parties agree to be bound by the requirements of the Minnesota Government Data Practices Act as it applies to any data which may be created in the course of this program.
9.    Each Participating Entity shall be liable for its own acts to the extent provided by law and hereby agrees to indemnify, hold harmless and defend the other Participating Entities, its officers, and employees against any and all liability, loss, costs, damages, expenses, claims and actions, including attorney’s fees which the other Participating Entities, its officers and employees, may hereafter sustain, incur or be required to pay, arising out of or by reason of any act or omission of any party, its agents, servants, or employees, in the execution, performance or failure to adequately perform its obligations pursuant to this agreement.  It is understood and agreed that each Participating Entity’s liability shall be limited by the provisions of Minnesota Statutes Chapter 466 or other applicable law.
10.    The failure of any Participating Entity to enforce any provisions of this Agreement shall not constitute a waiver by such Entity of that or any other provision.
11.    The Participating Entities agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid.
12.    The term of this Agreement shall be from January 1, 2016 through December 31, 2016 and/or shall remain in effect until one of the following occurs: 1) a new Agreement is signed by all Participating Entities 2) the term and conditions of this Agreement are extended via an Addendum or 3) the Participating Entities choose to terminate the Agreement in accordance with section 15 below.
13.    The Participating Entities may also terminate this Agreement effective upon mailing of 30 days of written notice to other affected parties, under any of the following conditions:
a.    If funding from state or other sources is not obtained and continued at levels sufficient to allow for purchase of the indicated quantity of services.  The Agreement may at the parties’ discretion be modified to accommodate a reduction in funds.
b.    If  state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement.
c.    If any Participating Entity fails to perform any of the provisions of this Agreement, or so fails to pursue the work as to endanger performance of this contract in accordance with its terms, and after receipt of written notice from the other Participating Entities, fails to correct such failures within a period of thirty (30) days or such longer period as the Participating Entities may authorize in writing, after receipt of notice from the Participating Entities specifying such failure.
14.    If any Participating Entity chooses to opt out of the Project, the Participating Entity shall provide at least sixty (60) days notice to the other Participating Entities.  In this event, the remaining Participating Entities shall jointly determine whether to terminate this Agreement or recalculate the amounts and redistribute the proportionate share from the remaining Participating Entities.  Any such termination of the Agreement shall not reduce or negate any obligations or liabilities of any party already accrued prior to such termination.

15.    Participating Entities shall individually sign and return this Agreement to Olmsted County Community Services – Region 10 Contracting Unit, Attention: Jill Schmidt, 2100 Campus Drive S.E., Suite 200, Rochester, MN  55904.
This Agreement constitutes the final expression of the parties' agreement, and the complete and exclusive statement of the terms agreed upon.  This Agreement supersedes all prior negotiations, understanding, agreements, and representations. There are no oral or written understandings, agreements or representations not specified herein.  Furthermore, no waiver, consent, modification, or change of terms of this Agreement shall bind either party unless in writing and signed by both parties.  Such waiver, consent, modification, or change shall be effective only in the specific instance and for the specific purpose given.

Adopted Unanimously

Whereas, the Wabasha County Human Services Board has previously agreed to participate in an  Electronic Document Management System (EDMS), hosted by Winona County, with Fillmore, Freeborn, Goodhue and Houston counties all participating in the same system; and

Whereas, the Wabasha County Department of Social Services has successfully implemented this system for their Child Support and Income Maintenance Units; and 

Whereas, the participating counties have developed a final agreement that outlines the system's shared assumptions and assurances as well as cost structure; and

Whereas, the Director of Social Services recommends continued participation in this system to continue normal operations;

Now, therefore be it resolved by the Wabasha County Human Services Board, that it approves the EDMS Agreement with Winona County effective this date.  The term of the Agreement shall continue to be in effect for three years and shall automatically renew on a year-to-year basis under the same terms and conditions unless written notice of termination is provided by either party pursuant to the terms of the Agreement.


A. SCHA Update
Judy updated the Board on the results of the mediation process which was a reversal of the DHS commissioners initial determination of PMAP and MN Care plans to be offered in Wabasha County and instead has now included SCHA as a plan offering along with Blue Cross Blue Shield for this population.  SCHA and the involved counties will be working with legislators this next session to work on language in statute that will clarify the intent of the legislative body as far as County Based purchasing and procurement within the County Based Counties means, as there are currently conflicting statutes in place.

B. Social Services reports
Nicki Moline, Lisa Koehler and Luke Simonett gave updated quarterly reports regarding the social services budget, collections and adoptions, respectively.  Luke commended the efforts of the social services staff as there were a high number of adoption cases approved over the last two quarters, which required significant effort.  Nicki also reported that Lisa Koehler received an award for Outstanding Individual Achievement from the Minnesota Family Support and Recovery Council (MFSRC).  Lisa was recognized for her efforts to get legislation changed to make it easier for collection officers to take individuals living outside of their county to conciliation court.

C.  Update on staffing
John reported that a request to fill Shannan Bleed’s previous case aide position has been submitted to the personnel committee for review.  The case aide position will be posted once cleared by that committee.  John also discussed Nicki Moline’s resignation and the filling of her position.  The recommendation of the Board was to look at temporary appointment while the permanent filling of the Fiscal Supervisor position and a possible move to centralized financing is considered.

D. New Child Protection Guidelines Released
John discussed the new guidelines and noted the language requiring counties to have a 24 hour screening response.  John stated that the information he received from his director's meeting was that counties would have until the end of 2016 to demonstrate a 24 hour response, but there was no confirmation from DHS on that.  John raised concerns about staffing and establishing a suitable process for screening weekend reports.

E. Waiver Wait List Policy 
Tammy explained the need for the development of a policy for a wait list for the disabilities waivers.  Each county is assigned an annual dollar cap and if they overspend this amount the county may be held responsible for the amount that was over spent.  We currently are at 3% of our allocation so we will be starting a wait list for any additional services current clients need or for new client admissions to the program.  The developed policy was derived from standards stated in MN/State and DHS.  Tammy did clarify that the county can request additional money from the state but there is no guarantee they receive it, so we will only authorize additional or new services if we are at 3% of our budget if the state actually authorizes more money into our allocation.  She explained this does not affect our elderly waivers. 

F. Updates on Wellness Committee Activities
Judy provided an update on the various activities and building environmental changes the wellness committee have done this year.  This is the first year the wellness committee has gotten significant funding from the SE Service Cooperative to assist with developing a strong wellness program in the county.  The county received a little over $25,000 in 2015 and will receive at least that amount again in 2016.  In addition the committee applied for a SHIP grant and was able to purchase 9 sit/stand work stations which will be distributed to staff based on medical need.

G. PHS and SS Miscellaneous: 
John gave an update of staff trainings scheduled in November.  John also reported that as a result of recommendations from the community needs assessment at St. Elizabeth’s, he and Judy agreed to host a mental health taskforce for Wabasha County.



Being no further business to come before the Human Services Board, motion was made and duly carried at 12:35 pm to recess this meeting until 1:00 p.m. on November 24, 2015.

Adopted Unanimously.

Agenda for this meeting


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