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Minutes January 28, 2014 HS

Wabasha County Human Services Board

Meeting of January 28, 2014

 

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the 01128114 County Services Building, in the City of Wabasha, Minnesota at 1 :00 p.m., January 28, 2014 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, Harms, Springer and Wobbe.

Absent: Commissioner Roschen

 

Wobbe-Springer

BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda with the following changes.

1. Drop agenda item: Social Services Quarterly Reports - Specialty Services

2. Add agenda item: Social Services Quarterly Reports - Budget

3. Add agenda item: Social Services Quarterly Reports - Collections

Adopted Unanimously.

Wobbe-Springer

WHEREAS, the Minutes of the December 26, 2013 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

Wobbe-Springer

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 12/26/13 through 1/28/14 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 12/26/13 through 1/28/14 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 12/26/13 through 1/28/14 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 12/26/13 through 1/28/14 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 andlor 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.

Wobbe-Springer

Whereas, Wabasha County Human Services Board receives a number of documents requiring signature during the calendar year in the Public Health Services and Social Services Department; and

Whereas, the Minnesota Department of Health and the Minnesota Department of Human Services provide continuing funding for services through grants and allocation of funds authorized by Legislation, which also need signature by a representative of Public Health Services or Social Services staff; and

Whereas, these documents can be signed by administrative personnel as a matter of routine administrative procedure; and

Whereas, there has been a long history of administrative personnel signing certain documents on behalf of the Human Services Board; and

Whereas the authorized staff involved in these actions understand they will also comply with the Wabasha County Purchasing Policy, adopted Feb 5, 2002;

Now therefore be it resolved, the Wabasha County Board of Human Services hereby authorizes the Directors of Public Health and Social Services, or their designees, to approve purchases, sign contracts, placement agreements, and other legally binding documents on behalf of the County during 2013. There is a limitation of$2,500 per individual item and $12,000 per contract (excluding contract for medical assistance waivers). The primary individuals/positions with this authorization are listed below:

Judy Barton Human Services Co-Director
Kathy Brehmer PHS Nurse
John Dahlstrom Human Services Co-Director
Lisa McNally Financial Supervisor
Nicole Moline Fiscal Supervisor
Lisa Schuth-Stuhr Child Support Supervisor

Adopted Unanimously.

Wobbe-Springer

Whereas, the County of Winona and the COlmty of Wabasha entered into an Environmental Health Mutual Aid Agreement, No. 2010-1; and

Whereas, the term of the Agreement was for three years from the date of full execution; and

Whereas, the parties desire to extend the term of the agreement until December 31, 2014;

Now, therefore it is agree that Paragraph 10 of the agreement shall be amended to read;

This agreement shall be in force until December 31, 2014. Either party may withdraw from this agreement for any reason upon thirty (30) days' written notice to the other party.

Adopted Unanimously

Wobbe-Springer

Whereas, the Wabasha County Human Services Board authorized a policy on the termination of uncollectible debt in 2010, and:

Whereas, Ms. Moline has recommended an update to this policy to include Adult Mental Health Fees; and

Whereas, the Director and Fiscal Supervisor recommend an update to this policy and to include it as part of the Wabasha County Social Services Manual under #5.400;

Now therefore be it resolved by the Wabasha County Human Services Board, that the Termination of Uncollectible Debt Policy be amended effective January 28, 2014 and be included as part of the Wabasha County Social Services Manual under #5.400.

Adopted Unanimously

Springer-Wobbe

Whereas, the Department of Social Services has provided social services to the following individuals/families and have assessed a fee for the service provided; and

Whereas, Wabasha County has made diligent efforts to collect the fees due from each client unsuccessfully; and

Whereas, the accolmting & audit standards indicate the accounts should now be written-off in accordance with standards adopted by the County;

Now therefore be it resolved, the Wabasha County Human Services Board authorizes the Department of Social Services to write-off the accounts as per attachment A

Adopted Unanimously

 

DISCUSSION and INFORMATIONAL ITEMS

Withdrawal of Suzanne Kleindl acceptance of Social Services Supervisor Position

John Dahlstrom announced to the Board that Suzarme Kleindl has withdrawn her acceptance of the Social Services Supervisor position. Due to personal reasons she will be unable to begin employment with Wabasha County

Environmental Health

Nicole Frankfourth provided an update on the licensing of facilities; it is currently in progress and several facilities have not sent in their payments. Frankforth also reported that the county has not yet taken any action regarding the Minnesota Department of Health's audit findings and will not until the final report has been issued and received.

Darrin Thompson provided an update on the Subsmface Sewage Treatment System report that is due February 15; he is working on collecting the missing data from septic contractors to finish the report. Thompson is also working on license holds for well contractors and has one well contractor left to get missing information from.

Thompson and Frankforth are both working on sanitary surveys. All licensed facilities with private wells under the food, beverage and lodging programs must have a sanitary survey completed every three years. The surveys involvs identifying contamination sources within a 200 ft radius of the wellhead and inspecting the distribution system for any plumbing code violations, equipment maintenance issues, cross connections and any other concerns.

Social Services Quarterly Reports

Nicki Moline provided an update on the number of open/closed cases in the past quarter and details on children in out-of-home placements. Throughout the 4th quarter the number of open workgroups had risen from 399 to 430, with a total number of clients at 1076 for the end of the quarter. The number of children in out of home placement remained steady for the quarter and intakes saw a drop in November down to 29 when the average was around 40 for October and December. There were 7 children in pre-adoptive homes at the end of December.

Moline also provided an update on the quarterly budget. The department ended the year at earning 95% of its budgeted revenues and expending 114% of its budgeted expenditures. The differences were due in part to EDMS which was not budgeted for but used reserves to pay for at a total of $154,733 for the year. Roughly 50% of this will be reimbursed as administrative expenses from the state. The total out of home costs for the quarter were $386,515.69 which was up significantly from the previous quarter. The current fund balance as of12/311l3 was $2,033,033.31.

Lisa Koehler provided an update on quarterly collections. In the first quarter of2013, $39,279.65 was collected, with $21,290.53 being retained by the county. In the second quarter of 2013, $37,041.43 was collected, with $20,362.97 being retained by the county. In the third quarter of2013, $29,661.69 was collected, $17,434.89 being retained by the county. In the fourth quarter of2013, $49,612.34 was collected, with $29,348.55 being retained by the county. Total collections for the year were $155,595.11, with $88,436.93 of that being retained at the county level.

Management Structure Discussion

John Dahlstrom discussed a workforce planning option to create a temporary supervisor position to provide coverage for adult and waiver stafffrom both Public Health and Social Services. It would be no longer than a 2 year position and the board would need to make a future decision as to whether the position would be kept as a permanent position.

If this temporary position was created, the vacant social services supervisor position would be maintained as a permanent position and it would be responsible for supervising the remaining social services staff. Dahlstrom stated his preference would be to post this permanent position as a 40 hour work week position with a maximum hiring range of up to step 3 and look for a candidate with experience with children and family services.

PHS/SS Miscellaneous

John Dahlstrom raised questions about the salary ranges presented in the Springsted study and whether they were based on 37.5 or 40 hour work weeks. The proposed maximum salaries on the position grade assignment page appear to be less than what most positions in social services would receive as maximum salaries if their hours were increased to 40. Dahlstrom will research further and discuss at the Department Heads meeting.

 

Springer-Hall

Being no further business to come before the Human Services Board, motion was made and duly carried at 2:15 p.m. to recess this meeting until 1:00 p.m. on February 25, 2014.

Adopted Unanimously.

Agenda for this meeting

 

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