Minutes January 26, 2016 HS

Wabasha County Human Services Board

Meeting of January 26, 2016


The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the County Services Building, in the City of Wabasha, Minnesota at 10:15 AM, January 26, 2016 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, Springer and Key.

Goihl/Hall
BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda with the addition of Resolution 2016- HS07
Adopted Unanimously.

Goihl/Springer
WHEREAS, the Minutes of the December 28, 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

Hall/Key
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 12/28/15 through 1/26/2016 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 12/28/15 through 1/26/16 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 12/28/15 through 01/26/16 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  12/28/15 through 1/26/16 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.

Springer/Goihl
Whereas, these documents can be signed by administrative personnel 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 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 understands 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 2016.  There is a limitation of $2,500 per individual item and $12,000 per contract (excluding contracts for medical assistance waivers and ongoing renewal of grants and agreements that do not require county level match).  The primary individuals/positions with this authorization are listed below:
Judy Barton        Human Services Co-Director
Tammy Fiedler    HCBS supervisor
John Dahlstrom    Human Services Co-Director
Lisa McNally        Financial Supervisor
Lisa Koehler        Interim Fiscal Supervisor
Lisa Schuth-Stuhr           Child Support Supervisor
Luke Simonett        Social Services Supervisor
Adopted Unanimously

Springer/Hall
Whereas, Wabasha County Public Health and Social Services departments have performed delegated functions for South Country Health Alliance since South Country Health Alliance began operations, and

Whereas, the current delegation agreement has expired, and

Whereas, South Country Health Alliance has put forward a new delegation agreement, and

Whereas, Wabasha County wishes to continue to provide these delegated functions for South Country Health Alliance;

Now therefore be it resolved by the Wabasha County Board of Human Services that they
Sign the 2016 County Delegation Agreement with South Country Health Alliance
Adopted Unanimously
Springer/Hall
Whereas, the Minnesota Department of Human Services is requiring all counties to fully review and execute new child support cooperative agreements using updated and standardized language no later than March 31, 2106; and

Whereas, the Wabasha County Department of Social Services has an existing cooperative agreement with the County Attorney’s Office and the Sheriff’s Department for child support services and all parties wish to continue with said agreements; and

Whereas, the reimbursements received through this cooperative agreement are reimbursed at the designated fiscal rate for all child support expenditures, and therefore result in a reduced amount of county property taxes necessary to operate county functions; and

Whereas, the estimated costs for the applicable fiscal years of the contract are $2700 for 2016 and $2700 for 2017; and

Whereas, the Social Services Director recommends approval of the cooperative agreement for child support services for 2016-2017 in order to maintain normal operations within the child support unit;

Now therefore be it resolved by the Wabasha County Human Services Board that the 2016-2017 IV-D Child Support Cooperative Agreement between Social Services, the County Attorney's Office and the Sheriff's Department is approved.  The Director of Social Services is authorized to sign this agreement on behalf of Wabasha County
Adopted Unanimously
Hall/Goihl
Whereas, the existing purchase of service agreement with Great River Homes to provide Semi-Independent Living Skills for eligible residents of Wabasha County has expired; and

Whereas, Great River Homes and the County are mutually agreeable to continue said service agreement; and

Whereas, the service agreement has been reviewed and approved by the Regional Contract Manager and the Wabasha County Attorney’s Office and determined to be acceptable as to format and execution; and

Whereas, the Director of Social Services recommends approval of this service agreement to continue to help meet the needs of Wabasha County residents; 

Now therefore be it resolved by the Wabasha County Human Services Board that the service agreement with Great River Homes to provide Semi-Independent Living Services to eligible residents of Wabasha County is approved.  Said agreement will be effective from January 1, 2016 through December 31, 2017. 

Adopted Unanimously
Goihl/Wobbe
 Whereas, the Services Building Security team has held an active shooter drill, and

Whereas, following the drill an evaluation was done which evaluated weaknesses within the building that could be changed to improve employee safety, and

Whereas, one recommendation was to have blinds on those office doors that have windows so they can be closed and have the offices appear empty in the event of an active shooter or other event, and
 
Whereas, two quotes were received for such blinds, and

Whereas, one quote was provided by Bryce Floor Covering which will also installating the blinds and the other quote from Interstate Building Supply was for uninstalled and they do not install;

Now therefore be it resolved by the Wabasha County Board of Human Services that they
accept the quote from Bryce Floor Covering for $3330.82 with funds to come from the South Country Health Alliance Fund

Adopted Unanimously
Hall/Goihl
The Board of Wabasha County Human Services has ratified the AMENDMENT NO. 1 TO
THE PH?DOC MAINTENANCE AND SUPPORT AGREEMENT for the maintenance and
support of the PH?Doc Software. Amendment No. 1 will extend the existing
maintenance and support agreement through December 31, 2018.

The Agreement will be effective April 1, 2016 through December 31, 2018. This
Agreement commits the participating members for the term of the contract and the
financial obligations associated with this contract.
Adopted Unanimously
Springer/Wobbe
Whereas, the Wabasha County Social Services has been informed by the Minnesota Department of Human Services that the Community Support Services Program Grant award to be received by the County in CY2016 is $78,938; and

Whereas, by accepting this grant award, the County agrees to the terms and conditions as outlined in the CY2016 award letter; and

Whereas, the Social Services Director recommends acceptance of this grant award in order to support the needs of the community; 

Now therefore be it resolved by the Wabasha County Human Services Board, that the CY2016 Community Support Services Program Grant plans be accepted.
Adopted Unanimously

DISCUSSION and INFORMATIONAL ITEMS

A. Social Services Reports
Lisa Koehler reviewed the 4th quarter 2015 collections and budget reports with the Board.  Collections saw a significant increase due to estate claims.  A total of $220,827 was collected during the quarter with $67,350 retained.  On the budget, it appears that overall 2015 expenses will come in under projections.  The cash balance as of 12/31/15 was $2,405,886.    

B. Public Health Environmental Services Location
The Board discussed the topic of the best physical location for the Public Health Environmental Sanitarian.  After discussion it was decided to have the zoning director, public health director and county administrator meet and come forward with a recommendation to the board. 

C.  PHS and SS Miscellaneous:
Judy discussed National Public Health accreditation and the need to become accredited in the   next 4-5 years if Public Health wishes to continue to receive grant money.  She expressed that this will require a minimum of one full time person for one to two years.   There will be over 500 documents to submit, some one page long others more than one hundred pages long.  In addition there is considerable cost to apply and stay accredited with in house audits done by the accreditation organization .

Tammy informed the Board that River Oaks Room and Board in Lake City has changed hands and the new owners have now licensed some of their beds as Residential Care with Services so that residents can access Elderly Waiver grant.  Tammy explained some of the road blocks that have occurred and told the board we are working as diligently as possible to assist in this transition.

Judy informed the Board that Mayo Health Systems has informed St. Elizabeth’s Hospital they plan to quit provided MD coverage for the hospital.  They have not given a date as of yet, but this will be occurring at some point in time.  St. Elizabeth’s is looking for independent MD’s to try to provide hospital coverage.  Judy expressed concerns what the long term effect of this may be on the only hospital in our county, in addition it is currently designated a rural critical access hospital.

John reported that the County received a reconsideration request on a recent investigation finding and summarized the appeal process.  The County has 15 working days to review the finding and respond to the petitioner.  The reconsideration panel will be made up of a member of the County Attorney's Office and a child welfare supervisor from a neighboring county.

John also reported that the vacant fiscal supervisor and two social worker positions have been posted on the Merit System website.  John stated that as a result of the County's changes to the hiring process, he had not been bringing forward position-related resolutions to the Human Services Board.  There was a discussion as to whether this practice was still needed for documentation purposes.  It was decided these would be brought forward the Human Services Board as consent agenda items.

Springer/Hall
Adjourn
Being no further business to come before the Human Services Board, motion was made and duly carried at 11:20 AM to recess this meeting until 1:00 p.m. on January 26, 2016.
Adopted Unanimously.


Agenda for this meeting

 

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