Minutes April 26, 2016 HS

Wabasha County Human Services Board

April 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 9:36 AM, March 22, 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, Key, Goihl, Springer and Wobbe.


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

Adopted Unanimously.


WHEREAS, the Minutes of the March 22, 2016 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 03/22/2016 through 4/26/2016 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 03/22/2016 through 4/26/16 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 03/22/2016 through 4/26/16 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 03/22/2016 through 4/26/16 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.

5.0 Special Presentation

A. Introductions of Stephanie Schenk, Social Worker, and Cindy Berg, Fiscal Supervisor, were made to the Board.

6.0 Action Items


WHEREAS, Fillmore County, Goodhue County, Houston County, Mower County, Olmsted County, Minnesota Prairie County Alliance which is comprised of Dodge County, Steele County and Waseca County, Wabasha County, and Winona County (“Participating Counties”) have agreed to integrate State financial resources into the CREST Initiative (“CREST”); and

WHEREAS, CREST was established in 1995 under the authority of the County Mental Health Authorities, in accordance with Minn. Stat. 245.465 and the Commissioner of Human Services; and

WHEREAS, Participating Counties adopted the CREST Compact Council Operating Procedures and By-Laws developed on July 16, 2004; and

WHEREAS, CREST is responsible for allocating State financial resources to provide Adult Mental Health Initiative services in Participating Counties; and

WHEREAS, CREST membership is comprised of: representatives from each Participating County including one representative from the 3 counties which make up the Minnesota Prairie County Alliance and one representative from the Department of Human Services, Mental Health Division; and

WHEREAS, by integrating State financial resources into CREST, Participating Counties are therefore allowed maximum flexibility in using such resources in a manner best suited to client and regional needs; and

NOW THEREFORE, in consideration of the mutual promises and consideration contained herein among Participating Counties and the authority provided in Minn. Stat. 471.59, Participating Counties agree as follows:

The purpose of this Agreement is to jointly agree that Participating Counties will continue integrating State financial resources into CREST for Calendar Year 2016, from January 1, 2016 to December 31, 2016. The State funded allocation for calendar year 2016 is $2,650,681.00.

CREST may apply for and receive grants related to adult mental health services provided in Participating Counties. If grant funds are received, this Agreement shall be amended to add the additional grant fund amount to the $2,650,681.00 total.

CREST funds will be allocated as determined by the regional management team throughout the 8 participating CREST County agencies and reviewed quarterly.

If the State requests that allocated funds distributed through CREST be returned, Participating Counties shall return such funds.

Olmsted County shall receive $80,000.00 to act as fiscal host for these CREST funds. Fiscal host duties shall include, but are not limited to:

• Establishing an account to ensure proper record keeping of all the receipts and expenditures

• Performing all CREST accounting and fiscal reporting duties, including:

• Review of documentation of expenses to ensure that the expense is allowable, including but not limited to both the type of expense and timing of the expense within the proper grant period, subject to the following restrictions:

All expenditures must be for services, or items necessary for the delivery of those services.

“Capital” purchases are prohibited. Capital purchases are defined as something which has a useful life of more than one year and a per-unit acquisition cost which equals or exceeds $10,000 and is 1) land, buildings (facilities), equipment, and intellectual property (including software) whether acquired by purchase, construction, manufacture, lease-purchase, exchange, or through capital leases; or 2) additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations or alterations of the items listed above that materially increase their value or useful life (not ordinary repairs and maintenance). Exceptions to the prohibition of capital purchases will be considered on a case-by-case basis.

The budgets, expenditures, and programs are subject to periodic review by the Commissioner of DHS.

Expenditures shall be reported by Olmsted County to DHS on the quarterly SEAGR report (DHS-2557) and on the BRASS-Based Grant Fiscal Report (DHS-2895), in accordance with the latest version of the DHS Summarizes Mental Health Grant Fiscal Reporting Requirements Bulletin and Changes to DHS BRASS Manual for Calendar Year 2015 Bulletin for instruction.

Olmsted County will submit DHS Form 2895 to DHS on behalf of the Region.

Implement CREST-specific contracts with existing and potential providers of CREST-funded services.

Ensure that the contracted providers are billing eligible insurance before accessing CREST grant funding.

Ensure that participating Counties cooperate with Olmsted County on following DHS Policy 08-10 which involves Monitoring Contracts, Risk Assessment and Fiscal Reconciliation of those contracts over $50,000.

Ensure that Participating Counties and contracted providers are completing all required data reporting, including the Adult AMHI Reporting Tool.

Participating Counties will complete and submit to Olmsted County on a quarterly basis the Adult AMHI Reporting Tool within 15 days of the end of the quarter.

Each Participating County who receives grant dollars passed through Olmsted County agrees to indemnify and hold harmless Olmsted County for any determinations by any authority that grant dollars used by or received by the Participating County were not used and/or must be repaid to the State or Federal government. The affected Participating County agrees to pay any necessary amounts, including any penalties, interest, or fees of any kind, on the time schedule determined by the State or Federal government to the payee determined by the State or Federal government. If Olmsted County, solely in its own discretion, agrees to be an intermediary in any repayments for the affected Participating County, that County agrees to cooperate fully with Olmsted County and to not delay any necessary payments. The affected Participating County agrees to reimburse Olmsted County for any reasonable costs incurred by Olmsted County related to assisting the affected Participating County or caused by complying with requests of the granting authority related to funds received by that Participating County.

Olmsted County will make reasonable efforts to disburse budgeted funds to each Participating County and/or contracted provider as soon as practicable through Olmsted County’s normal accounts payable processes.

Each Participating County acknowledges that if the grant terms require provision of documentation by the fiscal support entity for any purpose including securing reimbursement from the grantor 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 the grantor. 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 County’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 Counties for this grant unless specifically stated elsewhere in this Agreement.

Participating Counties may audit records related to CREST and services provided under this Agreement. Participating Counties agree to cooperate with any records disclosure request made by any Participating County 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.

Participating Counties shall save and hold harmless all other Participating Counties and its officers, agents, employees, and members, from all claims, suits, or actions of whatsoever nature resulting from or arising out of the activities of Participating Counties or its subcontractors, agents, or employees under this Agreement.

The failure of any Participating County to enforce any provisions of this Agreement shall not constitute a waiver by such County of that or any other provision.

The Participating Counties 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.

The term of this Agreement shall be from January 1, 2016 through December 31st, 2016 and/or shall remain in effect until one of the following occurs: 1) a new Agreement is signed by all Participating Counties 2) the term of this Agreement is extended via an Addendum or 3) the Participating Counties choose to terminate the Agreement in accordance with section 14 below.

The Participating Counties may also terminate this Agreement effective upon mailing of 90 days of written notice to other affected parties, under any of the following conditions:

If funding from federal, 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.

If federal or 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.

If any Participating County chooses to opt out of providing CREST-funded adult mental health services, it will provide written notice to the other Participating Counties at least 90 days prior to the proposed termination date. In this event, the remaining Participating Counties shall jointly determine whether to terminate this Agreement or redistribute the CREST funds amongst the remaining Participating Counties.

Any such termination of the Agreement shall not reduce or negate any obligations or liabilities of any party already accrued prior to such termination.

Participating Counties shall individually sign and return this Agreement by the due date specified by Contract Management to: Olmsted County Community Services – Contracting Division, Attention: Jill Schmidt, 2100 Campus Drive S.E., Rochester, MN 55904. Funds cannot be disbursed to the Participating County until the signed agreement has been received by Contract Management

Upon request, Olmsted County shall provide each Participating County with a copy of all of the fully signed Cooperative Agreements.

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.


A. Social Services Reports

New Fiscal Supervisor Cindy Berg presented the 1st quarter Social Services budget report. Income Maintenance revenues were lower than anticipated, but explainable, due to a large estate claim that was posted against revenues; the majority of these claims are returned to the State. Lisa Koehler presented the 1st quarter collections report. Collections for the quarter are down approximately 25% from last year. This was anticipated due to staff being assigned to cover other areas while the Fiscal Supervisor position was vacant.

B. Update on River Oaks

Tammy Fiedler provided the Board with an update on the progress of River Oaks on Lake Pepin converting from a Board and Care Facility to a 55 and over Residential Care with Services Facility. County staff is required to do certain activities within the statute that mandates how these closures need to happen. The county role will be approving the facilities transition plan, attending resident meetings, answering questions of residents, performing MN Choices assessments for those who will want to access waiver services for payment reasons, do a 30 day follow-up after a resident has transitioned to assure the new placement is appropriate and working for the resident, if not the county must work with the team to address issues. In addition anyone staying in the facility under the Elderly Waiver will now need to be Case Managed by Wabasha County staff, this was not the case in the past. Management informed the board that this could be up to a half time staff person required just for this facility and that current staff does not have the time available to absorb this. There was discussion about the potential of requesting a part time RN just for this facility.

C. Regional Quality Council to Enhance Services for Individuals with Disabilities

John reported that he submitted a letter of support to The Arc of Southeastern Minnesota for their regional proposal to pilot a Regional Quality Council. If this project is approved, John stated that the County's continued involvement would primarily be in the form of an in-kind donation of staff time to participate with the council.

D. Discussion about Public Health Director Position

There was discussion by Board members about how they should proceed with the management structure of Public Health given the resignation of Judy Barton, Public Health Director. Options discussed included combining the Social Services Department and Public Health Department under one Director, John Dahlstrom, or leaving it as is with each department having their own director. Following lengthy discussion the majority consensus was to replace the Public Health Director position as it currently is.

E. PHS and SS Miscellaneous:

Judy informed the Board that the billings for the facilities were sent out that have private wells used for public water consumption. Public Health will be doing water testing as well sanitary surveys on each of these wells as required by the Safe Drinking Water Act, MN Statutes 144.381-144.38 . The annual fee is $85. John reported that April was National Child Abuse Prevention Month and that the pinwheels in front of the services building were put up by Social Services staff in recognition.



Being no further business to come before the Human Services Board, motion was made and duly carried at 11:25 AM to recess this meeting until 1:00 p.m. on April 26, 2016.

Adopted Unanimously.

Agenda for this meeting


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