Minutes July 23, 2013 HS

Wabasha County Human Services Board

Meeting of July 23, 2013

 

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the Courthouse Annex, in the City of Wabasha, Minnesota at 2:01 P.M., July 23, 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, and Springer.

Absent: Roschen and Wobbe.

 

SPRINGER – HARMS

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

An item on Confidentiality was added to the agenda, but then removed.

Adopted Unanimously.

HARMS – SPRINGER

WHEREAS, the Minutes of the June 25, 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

HARMS – 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 6/25/13 through 7/22/13 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 6/25/13 through 7/22/13 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 6/25/13 through 7/22/13 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 6/25/13 through 7/22/13 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, Dodge County, Fillmore County, Goodhue County, Houston County, Mower County, Olmsted County, Steele County Wabasha County, Waseca County and Winona County are part of the SE Minnesota Redesign Initiative; and

Whereas, in 2009 the Minnesota State Legislature authorized the participating counties to use a portion of the 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; and

Whereas, critical parts of this project are the provision of Navigator Case Management Services, to be provided by a contracted vendor;

Whereas, the participating counties 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; and

Whereas, each participating county has agreed to commit their proportional share of cost based on actual usage, with a monthly rate of $970.00 per client;

Now, therefore, the Wabasha County Human Services Board agrees to continue participate in this collaborative effort to serve the chemical dependency needs of individuals. The Board further authorizes the Director of Social Services to execute the necessary agreement, for submission to Olmsted County, acting as the fiscal agent for this project.

Adopted Unanimously.

HARMS - HALL

Whereas, the Wabasha County Social Services Director has accepted the resignation of Timothy Hunter, on behalf of the Wabasha County Human Services Board; and

Mr. Hunter has been employed by Wabasha County for 6+ years and has now accepted a promotional position as Social Services Supervisor with Houston County; and

Whereas, the filling of this vacancy is anticipated to result in a budget savings of approximately $8,300 (annualized) as the individual will likely be hired at a salary less than the incumbent; and

Whereas, the Director recommends maintaining the current level of staffing to provide necessary services in 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 resignation of Timothy Hunter is accepted, with reluctance and best wishes in the new position, and the Director of Social Services hereby be authorized to fill the Social Worker vacancy to maintain normal operations of the Social Services Department.

Adopted Unanimously.

HARMS – HALL

Whereas, the Wabasha County Social Services Director has accepted the retirement of Linda Hough, on behalf of the Wabasha County Human Services Board; and

Whereas, Ms. Hough has been employed by Wabasha County Social Services for 15 years and was previously working for the Court Administrator's Office; and

Whereas, the filling of this vacancy is anticipated to result in a budget savings of approximately $16,500 (annualized) as the individual will likely be hired at a salary less than the incumbent; and

Whereas, the Director recommends maintaining the current level of staffing to provide necessary services in Wabasha County; and

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

Now therefore be it resolved by the Wabasha County Human Services Board, that the retirement of Linda Hough is accepted, with reluctance and best wishes in retirement, and the Director of Social Services hereby be authorized to fill the Child Support Officer vacancy to maintain normal operations of the Social Services Department.

Adopted Unanimously.

HARMS – HALL

Whereas, the Wabasha County Social Services Director, Terry Smith, has tendered a letter of retirement, effective October 04, 2013; and

Whereas Mr. Smith has been employed by Wabasha County, since May 1982, and remains an employee in good standing;

Now, therefore be it resolved the Wabasha County Human Services Board accepts the letter of retirement from Mr. Smith.

Adopted Unanimously.

HALL – HARMS

Whereas, Wabasha County Public Health has been receiving Public Health Emergency Preparedness grant money from the MN State Dept for the last 9 years, and;

Whereas, the MN Dept of Health has offered grant funding of $19,000 for July 1, 2013-June 30, 2014 to the Public Health Dept. to continue the work of planning, drilling, and responding to Public Health Emergencies

Now Therefore be it Resolved, by the Wabasha County Human Services Board that; the Director of Public Health accepts this grant funding to continue this work

Adopted Unanimously.

HALL – HARMS

Whereas, Wabasha County Public Health wishes to receive State Health Improvement Plan (SHIP) grant monies which were made available by the 2013 legislative session, and;

Whereas, it is not financially sound to apply as a South East Regional effort this grant cycle,

Now Therefore be it Resolved, by the Wabasha County Human Services Board that; Wabasha County Public Health apply as a single entity for SHIP grant funding, for the period of November 2013 thru June 30, 2015.

Adopted Unanimously.

HARMS – HALL

Whereas, the State of Minnesota has entered into a contract with LexisNexis to support county efforts for the diligent recruitment of relatives to become foster and adoptive parents; and

Whereas, access to this web-based search technology to identify and notify adult relatives of a child's need for foster care placement will greatly reduce the amount of time necessary to locate relatives of the child; and

Whereas, State funding to Wabasha County has been granted in the amount of $2,784 for the grant period of July 1, 2013 through June 30, 2015; and

Whereas, if State funds are discontinued, reduced or otherwise become unavailable, the grant will be adjusted, reduced or terminated; and

Whereas, this is a renewal of an existing grant agreement; and

Whereas, the Director Social Services recommends acceptance of this grant;

Now, therefore be it resolved, the Wabasha County Human Services Board to allow the Department of Social Services to accept the grant award of $2,784 from the State of Minnesota for Adoption and Foster Care Recruitment. Grant period begins July 1, 2013 and ends on June 30, 2015.

Adopted Unanimously.

 

DISCUSSION and INFORMATIONAL ITEMS

Environmental Health Services Report

Barton reported on the recent MDH audit of the Environmental Health program. The audit was very negative about our program and MDH issued a letter to terminate our delegation agreement. The county has 30 days to respond in writing. Barton states there are many

inaccuracies in the report which will be contested; however, she also states that the frequency of inspections is not at the required level, as well as some other areas that need improvement including updating our ordinances. She states that after Susie West left she discovered some of these areas and prior to the audit she had already written a corrective action plan and the state audit report even sites these changes that have occurred in the last 6 months prior to the audit. Some of the items cited date back to 2006 and some also appear to be preference of how the state would like to have counties do things rather than requirements in the codes or delegation agreement, i.e. plan review final letters. Barton states that this is the first time in the 34 years she has been with Public Health that there has been a program audit of the environmental program and that although she agrees that there are areas where there is a need for improvement, she does not feel it is to the level of termination. States that she has never seen an initial audit before where there is not the opportunity to be on probation and work on a corrective action plan with monitoring by the state, rather than immediate termination. In addition Susie West came back one evening last week and located much of the information that was cited on the reports including many inspection reports. When Angie Cry at MDH was contacted about this she e-mailed Barton and stated they would not accept these reports, that they needed to be presented at the time of the audit. Any other audit Barton has ever been involved in has allowed additional information to be submitted after the fact. In Barton's opinion MDH is not interested in helping counties keep this Delegation program, several counties have been forced out after their audit. There is a meeting scheduled with 2 MDH staff supervisors on Tuesday, July 30 at 1:00, the Board directed Barton to invite all of our local legislative people to attend and request that if they can't attend in person to please send a staff person. Commissioner Springer will plan on attending as well.

Darrin Thompson reports summer business as usual with septics and wells being busy this summer.

Nicole Frankfourth reported she has been working the last week and a half locating and documenting information for the appeal process. Out taking pictures of facilities where MDH states sinks are missing, etc when they are not. Spending a great deal of time on this.

2014 Budget

Smith requested comments from the Board members on the budget preparation for 2014. The County budget committee has not met recently, so the Board members were unable to provide any specific updates. The 2014 budget committee will be meeting on July 24th. Smith reminded the Board a preliminary Social Services budget will be presented at the August meeting for approval and submission to the County Board. This budget will likely be a high estimate, with the remainder of 2013 to make reductions as necessary.

Social Services Quarterly Reports

Nicki Moline, Fiscal Supervisor, shared an update on the financial status of the Department through June 30, 2013. Expenses are on target, as 50% of the anticipated expenses have occurred. Revenues are lagging expectations, at 42%. The revenue shortage is partially due to delays in State payments to the County. Overall, the reserve fund is showing about $800,000 less than at this time last year. She reminded the Board that $500,000 was shifted from this reserve fund to the General Fund.

Marci Hitz, Social Services Supervisor, reported the quarterly statistics on intake, workgroups and children in out-of-home placement.

Lisa McNally, Income Maintenance Unit Supervisor, shared updates on the customer service surveys that are submitted by our clientele. Almost 200 surveys have been submitted, with a favorable response exceeding 98%. This survey reflects an individual's contact with staff at the front desk and with Eligibility Workers. Lisa also shared comments from DHS, that if an award were given out for customer service in Minnesota, that Wabasha County should receive that award. Lisa then provided a brief update on implementation and training for EDMS and MNsure.

Joyride

Tisha Bergner shared information on the efforts to provide safe transportation to individuals choosing to consume alcoholic beverages at the Water Ski Days celebration in Lake City. About 70 rides were given during the event. Tisha will be meeting with the Lake City organizers in the coming week to hear about the final numbers. It appears the selling of wrist bands was sufficient to cover the expense of providing sober rides. A similar effort will be underway for Riverboat Days in Wabasha during the weekend of July 26-28.

PHS/SS Merger Activity

Barton and Smith provided an update on the contacts that have been made, at the request of Board members. Included in those contacts during the past week: Mower County, Kanabec County, Goodhue County, Winona County, Springsted Consulting, and Brimeyer-Fursman Consulting.

Each consulting firm is willing to help in any manner the Board wishes. That could include some consultation time, or a full project at a cost to be determined. Both firms were appreciative of the contact.

Barton raised question of Kanabec County, in that it appears a Director has been appointed who is the leader of Public Health and Human Services. But, it appears there are separate/distinct Boards for each Department. Barton will connect with the Director in Kanabec for clarification. Barton will also connect with Mower County for more details, following up on written material that has been received.

Smith connected with the Winona County Administrator and the Goodhue County Health and Human Services Director. The process to merge health and human services in these counties varied in length, from 3 years to 12 years. Each county took time to thoroughly examine the benefits (fiscal and service delivery) and philosophy a merger might bring to the county.

After discussion, there was no single direction agreed upon by the attending Board members. Barton & Smith will continue to gather a list of pros/cons to a potential merger of the departments, and to explore financial implications should a new organizational structure be necessary.

PHS/SS Miscellaneous

No items this month.

 

ROSCHEN – HARMS

Being no further business to come before the Human Services Board, motion was made and duly carried at 3:17 p.m. to recess this meeting until August 27, 2013, following the Wabasha County Board of Commissioners meeting.

Adopted Unanimously.

Agenda for this meeting

 

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