Minutes December 27, 2016 HS

Wabasha County Human Services Board

December 27, 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 1:03 PM, December 27, 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, Springer and Wobbe.  The following members were absent: Commissioner Goihl.

Springer/Wobbe

BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda as presented with the following changes:  Special Presentation Item 5.A., Employment & Training Update, was removed and Action Item 6.E., Approve 2017 Wabasha County Human Services Board Meeting Schedule, was added.

Adopted Unanimously.

Springer/Hall

WHEREAS, the Minutes of the November 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

Springer/Hall

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 11/22/2016 through 12/27/2016 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 11/22/2016 through 12/27/2016 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 11/22/2016 through 12/27/2016 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 11/22/2016 through 12/27/2016 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

SPECIAL PRESENTATIONS

The introduction of a new staff member, Kori Noble, Social Worker, was made to the Board.

 

ACTION ITEMS

Wobbe/Springer

WHEREAS, Wabasha County and the Workforce Development, Inc. have maintained a contractual relationship for many years in the provision of employment and training services; and

WHEREAS, funds have been made available to the County, as authorized under Minnesota Statutes 256.J49, Minnesota Statutes 256.73 and the Personal Responsibility and Work Opportunity Reconciliation Act of 1996; and

WHEREAS, Wabasha County wishes to continue purchasing of employment and training services Workforce Development, Inc. for our clients receiving Minnesota Family Investment Program (MFIP) and Diversionary Work Program (DWP); and

WHEREAS, the proposed contract for calendar year 2017 is approximately $114,667 for the MFIP and DWP employment and training services;

BE IT RESOLVED, that the Wabasha County Human Services Board approves a service agreement between Wabasha County and Workforce Development, Inc. in the amount of $114,667  for MFIP and DWP employment and training services.  This contract will expire on December 31, 2017.

Adopted Unanimously

Wobbe/Springer

WHEREAS, the Wabasha County Human Services Board has maintained an agreement for the provision of mental health and chemical dependency services with Hiawatha Valley Mental Health Center (HVMHC) for many years and wishes to continue this contractual relationship; and

WHEREAS, the Director of Social Services recommends approval of this agreement;

BE IT RESOLVED, that the Wabasha County Human Services Board approves the mental health and chemical dependency services agreement with Hiawatha Valley Mental Health Center at a maximum cost of $125,500.  This agreement will end December 31, 2017.   

Adopted Unanimously

Wobbe/Springer

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

WHEREAS, in 2014 and 2015 each Participating County signed a Mobile Crisis Cooperative Agreement that included funding allocations for calendar years 2014 and 2015; and

WHEREAS, the Participating Counties wish to extend the term of this Agreement and include funding allocations for calendar years 2016 and 2017;

NOW, THEREFORE, in consideration of the mutual undertakings and agreement hereinafter set forth, the Participating Counties agree to the following effective January 1, 2016 – December 31, 2017:

1. Extend the term of the Adult & Children’s Mobile Crisis Grant Cooperative Agreement to December 31, 2017.

2. The Grant includes an annual amount of $919,780.00 for each calendar year 2016 and 2017.

3. Olmsted County shall receive an administrative fee of $22,000.00 for calendar year 2016 and $30,000.00 for calendar year 2017 to act as fiscal agent for the Grant.

4. Participating Counties shall individually sign and return this Addendum to Olmsted County Community Services – Contracting Division, Attention: Jill Schmidt, 2100 Campus Drive S.E., Rochester, MN  55904.

5. All other provisions of the original 2014 Adult & Children’s Mobile Crisis Grant Cooperative Agreement, except as amended herein, shall remain in full force and effect.

Adopted Unanimously

Key/Wobbe

WHEREAS, Goodhue County, Minnesota Prairie County Alliance, Mower County, Olmsted County, Wabasha County, and Winona County (“Participating Entities”) are part of the SE MN Redesign Initiative; and

WHEREAS, in 2009 the Minnesota State Legislature authorized the Participating Entities to use a portion of the state and local 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” (Project); and

WHEREAS, critical parts of this Project are the provision of Navigator Case Management Services, to be provided by contracted vendor,  and the provision of supportive services to meet the needs of program participants; and

WHEREAS, the Participating Entities 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;

NOW THEREFORE, in consideration of the mutual promises and consideration contained herein among Participating Entities and the authority provided in Minn. Stat. 471.59, Participating Entities agree as follows with regard to this Project: 

1. Approve Zumbro Valley Health Center (ZVHC) as the contracted vendor to provide Navigator Case Management Services to clients of the Participating Entities.

2. Authorize Olmsted County to be the entity to contract directly with ZVHC for the provision of Navigator Case Management Services. Upon completion and signature of the ZVHC contract, Olmsted County shall provide a copy to each Participating Entity upon request.

3. Olmsted County shall receive $60.00 per client per month from Participating Entities for the term of the Agreement to be the fiscal agent for this Project.  If the Participating Entity does not have any clients participating in the Project, the Participating Entity shall pay a flat $60.00 rate per month to Olmsted County.  Fiscal agent responsibilities will include authorizing payments for supportive services and to ZVHC, with the understanding that Olmsted County may not pay ZVHC or any other entity on behalf of another Participating Entity until such funds have been received by Olmsted County from the Participating Entity.  Participating Entities will make every effort to provide funds to Olmsted County in a timely manner, so that Olmsted County is able to meet the fiscal commitments outlined in the contract with ZVHC. 

4. Each Participating Entity agrees to notify Olmsted County, as fiscal agent, of the authorized Project participants and provide the requisite information to Olmsted County of tracking purposes.

5. Each Participating Entity agrees to commit to their individual proportionate share of cost based on actual usage.  Billing shall occur at a monthly rate of $1,187.00 per client.  Participating Entities agree to pay Olmsted County their portion of all service delivery costs within two (2) weeks of receipt of the billing from the vendor.

6. Each Participating Entity agrees to indemnify and hold harmless Olmsted County for any determinations by any authority that CCDTF dollars used by or received by the Participating Entity were used for an illegal or unauthorized purpose and/or must be repaid to Olmsted County or State government.  The affected Participating Entity agrees to pay any necessary amounts, including any penalties, interest or fees of any kind, on the time schedule determined by Olmsted County or State government to the payee determined by Olmsted County or State government.  If Olmsted County, solely in its own discretion, agrees to be an intermediary in any repayments for the affected Participating Entity, that Entity agrees to cooperate fully with Olmsted County and to not delay any necessary payments.  The affected Participating Entity agrees to reimburse Olmsted County for any reasonable costs incurred by Olmsted County related to assisting the affected Participating Entity or caused by complying with requests of the Department of Human Services Alcohol & Drug Abuse Division (ADAD) related to funds received by that Participating Entity.

7. Each Participating Entity acknowledges that if the Project terms require provision of documentation by the fiscal agent for any purpose including securing reimbursement from ADAD, 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 ADAD.  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 Entity’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 Entities for this funding unless specifically stated elsewhere in this Agreement. 

8. Participating Entity may audit records related to this Project.  Participating Entities agree to cooperate with any records disclosure request made by any Participating Entity 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.

9. Each Participating Entity shall be liable for its own acts to the extent provided by law and hereby agrees to indemnify, hold harmless and defend the other Participating Entities, its officers, and employees against any and all liability, loss, costs, damages, expenses, claims and actions, including attorney’s fees which the other Participating Entities, its officers and employees, may hereafter sustain, incur or be required to pay, arising out of or by reason of any act or omission of any party, its agents, servants, or employees, in the execution, performance or failure to adequately perform its obligations pursuant to this agreement.  It is understood and agreed that each Participating Entity’s liability shall be limited by the provisions of Minnesota Statutes Chapter 466 or other applicable law.

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

11. The Participating Entities 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.

12. The term of this Agreement shall be from January 1, 2017 through December 31, 2017 and/or shall remain in effect until one of the following occurs: 1) a new Agreement is signed by all Participating Entities 2) the term and conditions of this Agreement are extended via an Addendum or 3) the Participating Entities choose to terminate the Agreement in accordance with section 15 below.

13. The Participating Entities may also terminate this Agreement effective upon mailing of 30 days of written notice to other affected parties, under any of the following conditions:

a. If funding from 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.

b. If  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.

c. If any Participating Entity fails to perform any of the provisions of this Agreement, or so fails to pursue the work as to endanger performance of this contract in accordance with its terms, and after receipt of written notice from the other Participating Entities, fails to correct such failures within a period of thirty (30) days or such longer period as the Participating Entities may authorize in writing, after receipt of notice from the Participating Entities specifying such failure.

14. If any Participating Entity chooses to opt out of the Project, the Participating Entity shall provide at least sixty (60) days notice to the other Participating Entities.  In this event, the remaining Participating Entities shall jointly determine whether to terminate this Agreement or recalculate the amounts and redistribute the proportionate share from the remaining Participating Entities.  Any such termination of the Agreement shall not reduce or negate any obligations or liabilities of any party already accrued prior to such termination.

15. Participating Entities shall individually sign and return this Agreement to Olmsted County Community Services – Region 10 Contracting Unit, Attention: Jill Schmidt, 2100 Campus Drive S.E., Suite 200, Rochester, MN  55904.

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

Hall/Springer

WHEREAS, the Wabasha County Human Services Board is required to meet monthly in accordance with Minnesota Statutes, Chapter 402; and

WHEREAS, the Human Services Board has traditionally met on the 4th Tuesday of each month; and

WHEREAS, the Public Health and Social Services Directors recommend establishing a fixed schedule for meeting dates and times for 2017;

BE IT RESOLVED, that the Wabasha County Board of Human Services hereby approves that the meeting schedule for 2017 shall be on the third Tuesday of each month at 8:00 AM.

Adopted Unanimously

 

DISCUSSION and INFORMATIONAL ITEMS

 

A.  Update for Legislative Committee

Tammy gave an update on the 21st Century Cures Act and its potential impact on Public Health Funding in years to come.  The cost for the 21st Century Cures Act is being offset by a $3.5 Billion dollar cut to the Prevention Fund.  The Prevention fund is our nation’s dedicated investment in prevention and public health activities that helps meet needs in areas such as food borne infections, community-based prevention services, mental health promotion/suicide prevention, sexual violence prevention and more.  21st Century Cures Act focuses on new treatments and cures for cancer and other diseases that are needed, but cutting our prevention fund is worrisome.

B.  MOU with Sheriff's Office for 24 Hour Response

John reported that Social Services Supervisor, Tim Hunter was developing an MOU with the Sheriff's Office to ensure that after hour reports of child maltreatment get forwarded to Social Services staff within State mandated timeframes.  John reported that since the Sheriff's Department is considered an outside agency the State requires an MOU to be in place by the end of the month. 

PHS and SS MISCELLANEOUS:

 

In addition to the legislative update, Tammy discussed the MOU for Person Centered Training for MnCHOICES.  We partnered with Fillmore and Houston counties to get our staff trained for a minimal cost.  State classes are offered on rare occasion, and fill up fast so it has been hard to get our requirement met.

Tammy reported she and Lyn Wolf worked hard on the PPMRS report, and that it was submitted and validated.  Lyn will be taking a more active role in helping with PH budgets and reports.

Tammy gave a brief update on a Public Health nuisance in Mazeppa. Darrin Thompson and Tammy will be making an afterhours visit to the home. Certified letters have not been returned, and they have been unable to reach the individual by phone.

Springer/Hall

Adjourn

Being no further business to come before the Human Services Board, motion was made and duly carried at 1:34 PM to recess this meeting until 8:00 AM on January 17, 2017.

Adopted Unanimously.


Agenda for this meeting

 

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