Minutes May 28, 2013 HS

Wabasha County Human Services Board

Meeting of May 28, 2013

 

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the Courthouse Annex, in the City of Wabasha, Minnesota at 10:47 a.m., May 28, 2013 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: Roschen

 

HARMS – WOBBE

BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda with no changes.

Adopted Unanimously.

WOBBE – SPRINGER

WHEREAS, the Minutes of the April 30, 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 4/23/13 through 5/27/13 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 4/23/13 through 5/27/13 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 4/23/13 through 5/27/13 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 4/23/13 through 5/27/13 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.

HARMS – HALL

Whereas, the Wabasha County Human Services Board and staff have reviewed information about the evolution of the electronic document management system (EDMS) in Wabasha County. As with all counties, documents were being scanned but retrieval was done using a very similar process as with paper documents. Staff began exploration of a way to provide better customer service and to better utilize trained employees. The EDMS system known as OnBase with E-Doc would allow employees to serve customers more efficiently and reduce time spent on repetitive work involving completion of numerous application forms; and

Whereas, the purchasing the OnBase system has resulted in a 100% payback to Winona County in nine months in the form of significant time savings in nearly eliminating paper processing due to scanned documents and the system's ability to "self-populate" forms with repetitive information such as name, address, etc., and a similar savings can be presumed for Wabasha County; and

Whereas, due to anticipated utilization of the same system by most SE MN counties, redesign through shared workloads between counties can become a reality with electronic documents; and

Whereas, Winona County is offering to host the OnBase program for participating counties to reduce implementation costs. In addition to the one-time cost to purchase the licensure, there would also be on-going program maintenance costs that will also be passed on to participating counties. Both purchase and maintenance costs would be eligible for partial federal reimbursement; and

Whereas, Wabasha County staff participated in a request for proposals with another set of counties in SE Minnesota (Mower, Steele, Waseca, and Dodge); and

Whereas, the Director of Social Services and Financial Assistance Supervisor spoke in support of the secure EDMS system and pointed out additional savings in shared staffing potential in the event of temporary short term absences and/or retirements, cost avoidance in the ability to manage increased caseloads with existing staff and even the cost of transferring files to other counties as needed; and

Whereas, the Wabasha County Human Services Board had anticipated the cost to implement EDMS in Wabasha County by designating $200,000 in reserve funds for calendar year 2013; and

Whereas, the development of EDMS by the Social Services Department may lead to an expansion of EDMS to the benefit of our county departments, as they utilize this technology; and

Now therefore be it resolved by the Wabasha County Board of Human Services authorizes the Director of Social Services to move forward with the implementation of EDMS in Wabasha County. Authority is granted to sign documents that commit Wabash County to the partnership with Winona County and Edocument Resources. Further, those necessary purchases will be brought forward to the Wabasha County Board for approval, as required through existing County Policy. First year implementation and maintenance cost is projected to be $131,183 with Edocument Resources and $41,365 with Winona County (less Federal reimbursement at 50%).

Adopted Unanimously.

WOBBE- HARMS

Whereas, the Wabasha County Human Services Board has one (1) current vacancy in the position of Account Technician; and

Whereas, the filling of this vacancy is anticipated to result in a budget savings of approximately $1,500 (annualized) as the individual will likely be hired at a salary less than the incumbent; and

Whereas, the processing of payments to vendors, receipting funds for the Department, and completion of fiscal services are essential to the successful operation of the Department, benefiting the citizens of Wabasha County; and

Whereas, the Director of Social Services recommends this vacancy be filled;

Now therefore be it resolved by the Wabasha County Board of Commissioners, that the Director of Social Services hereby be authorized to fill the Account Technician vacancy to maintain normal operations of the Social Services Department.

Adopted Unanimously.

SRPINGER – HALL

Whereas, Wabasha County Social Services has participated in a cooperative agreement with the State of Minnesota and Goodhue, Winona, Fillmore and Houston counties since 1999; and

Whereas, the Regional Administrative Agency (Winona County) contracts with the State of Minnesota's Department of Human Services, Financial Fraud and Abuse Investigations Division to administer the FPI program; and

Whereas, the intent of this agreement achieves mutually beneficial goals by establishing the organizational and operational structures for providing FPI services to counties in a geographical area in accordance with operational requirements, forms and reporting mechanisms as contained in the FPI Program Guidelines which are incorporated herein by reference; and

Whereas, representatives of Goodhue, Winona, Houston, and Fillmore counties wish to maintain this cooperative agreement; and

Whereas, the Director of Social Services recommends this cooperative agreement be renewed;

Now therefore be it resolved by the Wabasha County Human Services Board, that the Director of Social Services hereby be authorized to execute the Regional Administrative Agency Cooperative Agreement for Fraud Prevention Investigation Program. The term of this agreement is from July 1, 2013 through June 30, 2015.

Adopted Unanimously.

WOBBE – HALL

Whereas, the Wabasha County Department of Social Services has a current position of Financial/Eligibility Worker that is classified as part-time; and

Whereas, Director Smith and Supervisor McNally have shared information with the Human Services Board on why this position should be considered for an increase to full-time; and

Whereas, the additional hours of a Financial Eligibility Worker will have a fiscal impact of approximately $6,800 in salary during the calendar year plus insurance benefits, and

Whereas, the delivery of timely and quality-level service is important to the residents of Wabasha County and the Human Services Board;

Whereas, Section 1903(a)(3)(B) of the Social Security Act provides for 75 percent Federal Financial Participation (FFP) for costs associated with operating an approved Medicaid management information system, and this funding is available for direct costs directly attributable for ongoing automated processing; and

Whereas, the Director of Social Services and Supervisor recommend increasing the hours of this position to meet the departmental needs;

Now therefore be it resolved the Wabasha County Board of Commissioners hereby approves the change for this position from part-time to full-time, with the Board to review this change when the 75 percent funding/reimbursement to the County is reduced. Further, that the date of this change, to full-time, will be determined by the Director of Social Services, not to occur before June 15, 2013.

Adopted Unanimously.

SPRINGER – HARMS

Whereas, Wabasha County has maintained a contract with Workforce Development Inc. for many years to provide employment and training services; and

Whereas, employment and training providers have now been allowed access to the MAXIS computer system by the Minnesota Department of Human Services; and

Whereas, access to the Department of Human Services computer systems require additional security and training of identified employees of the Workforce Development, Inc.; and

Whereas, the County and provider wish to allow access by the provider's staff to the MAXIS system; and

Whereas, the Director of Social Services has recommended approval of the contract amendment with said provider;

Now therefore be it resolved by the Wabasha County Human Services Board to approve contract amendment with Workforce Development, Inc., allowing staff access to the MAXIS system in accordance with the rules of the Department of Human Services. Further, that the Director of Social Services and County Attorney Office representative are authorized to execute said amendment to the contract.

Adopted Unanimously.

SPRINGER – HARMS

Whereas, pursuant to the Children and Community Service Act, Minnesota Statutes, Chapter 256M, now in force or hereafter enacted or amended, Wabasha County has identified certain populations within the County who are eligible for specific home and community-based waiver services; and

Whereas, Federal and State funds are available for the purchase of Title 19 home and community-based services through the State of Minnesota pursuant to U.S. Code, Title 42, sections 1396 through 1396P, and Minnesota Statutes 245B and 256B; and

Whereas, Home and community-based services include the Community Alternative Care Waiver (CAC), the Community Alternatives for Disabled Individuals (CADI), the Developmental Disabilities Waiver (DD), the Traumatic Brain Injury Waiver (TBI), the Elderly Waiver (EW), and Alternative Care (AC); and

Whereas, Wabasha County wishes to purchase services from the providers, and the provider agree to furnish service to persons in accordance with Minnesota Statutes and Rules, in accordance with the type, amount, frequency and durations stated in each person's Community Support Plan (CSP) under the contract; and

Whereas, the Directors of Public Health Services and Social Services have recommended approval of the contract with said provider;

Now therefore be it resolved by the Wabasha County Human Services Board to approve waiver services contract with the following service provider, Nurturing Hands, LLC.

Adopted Unanimously.

 

DISCUSSION and INFORMATIONAL ITEMS

Environmental Health Services Report

Darrin Thompson reported that MDH completed an evaluation of the FBL (Food, Beverage and Lodging) program. They will provide a report in 60days in which we will have 30 days to respond to.

Nicole Frankfourth and Darrin attended sanitary survey training. A sanitary survey involves looking for plumbing code issues, cross connections, proper backflow prevention as well as potential contamination sources from the well throughout the entire water distribution system in licensed facilities.

A septic complaint was discussed. The contractor left messages with the system owner, but has received no response. Darrin will email Commissioner Springer the contractor's number and have the owner call.

Commissioner Wobbe had questions on how septic systems were inspected in shore land areas. Triggers for an inspection are, building permits, complaints and property transfers, if requested by the buyer, seller or lending institution. Private licensed contractors do inspections on existing septic systems, the County does all new construction.

Public Health Emergency Preparedness Update

Tisha Bergner gave a presentation on Public Health Emergency Preparedness and the role of Public Health in the event of a Public Health Emergency. See handout in attachment A

She continues to build the Medical Reserve Corp as a part of the Public Health Agency's response to such an emergency.

PHS/SS Miscellaneous

Kathy Brehmer reported the SHIP funding appears to be in place for the coming fiscal year. For our local PHS to effectively participate in this program there may be a need to add an employee in the Department. Ms. Barton will have more information for the Board in June.

Smith had additional comments about the discussion of vehicles that took place during the County Board meeting. He looked for continued discussion on whether or not Social Services should look to purchase a van or pick-up in the coming year? After discussion, the Social Services budget will be developed showing options to purchase either a sedan or a van.

Driveway repair for a citizen was also discussed at the County Board meeting. Smith suggested there may be an option to use waiver services dollars to fund the repair of the driveway. This will be explored and an update provided the Board members and Highway Department.

 

HARMS – HALL

Being no further business to come before the Human Services Board, motion was made and duly carried at 11:52 a.m. to recess this meeting until June 25, 2013, following the Wabasha County Board of Commissioners meeting.

Adopted Unanimously.

Agenda for this meeting

 

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