Minutes April 30, 2013 HS

Wabasha County Human Services Board

Meeting of April 30, 2013

 

The Human Services Board of Wabasha County, Minnesota, convened in Special Session at the Courthouse Annex, in the City of Wabasha, Minnesota at 1:09 p.m., April 30, 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 – HALL

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

Adopted Unanimously.

HALL – HARMS

WHEREAS, the Minutes of the March 26, 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

HALL – HARMS

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 3/26/13 through 4/22/13 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 3/26/13 through 4/22/13 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 3/26/13 through 4/22/13 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 3/26/13 through 4/22/13 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.

WOBBE – HARMS

Whereas, the Wabasha County Human Services Board has a fee schedule for the computation of parental fees for a child in out of home care; and

Whereas, the Department of Social Services set a fee based upon the current fee schedule and information provided by the family; and

Whereas, the family has requested reconsideration of the fee in relationship to the medical expenses that have been accrued during the child's placement in out of home treatment; and

Whereas, the Court Services staff are in support of the family's request for reconsideration of the fees that have been accrued; and

Now therefore be it resolved by the Wabasha County Board of Human Services has directed the Department of Human Services to make a one-time adjustment to the accrued fees in the amount of $1,000. Further, that the family (case number 1760802) will then be responsible for all other medical expenses, in accordance with established policies.

Adopted Unanimously.

WOBBE- HALL

Whereas, the Wabasha County Human Services Board created the position of Collections Officer in the Fall of 2009; and

Whereas, the incumbent, Ms. Dawn Robinson, submitted her letter of resignation, effective July 3, 2012; and

Whereas, the filling of this vacancy is anticipated to result in a 2013 budget savings of approximately $2,900 as an individual will likely be hired at a salary less than the incumbent; and

Whereas, the development of a Collections Officer position has been shown to produce the desired results of the Human Services Board, by collecting more funds than the expense of the position; and

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

Now therefore be it resolved by the Wabasha County Board of Commissioners authorizes the Director of Social Services to fill the Collections Officer vacancy to maintain normal operations of the Social Services Department.

Adopted Unanimously.

HARMS – WOBBE

Whereas, the Director of Social Services has reported there is a vacancy in the position of Social Worker, effective April 12, 2013; and

Whereas, the previous incumbent, Ms. Lynette Lachinski has provided case management services to a caseload of developmentally disabled individuals and their families; and

Whereas, the Department has been able to document the provision of services receive funding in excess of the payroll expenses for similar positions, and there is an anticipated savings of over $16,000 in salary expenses for 2013 with the hire of an employee at Step 1; and

Whereas, the Wabasha County Board of Commissioners approved the filling of this vacancy on April 16, 2013; and

Whereas, the Director of Social Services recommends the Board approve filling this position;

Now, therefore be it resolved, the Human Services Board authorizes the Director of Social Services to fill the vacancy of Social Worker to maintain normal service delivery to our developmentally disabled clients and their families.

Adopted Unanimously.

HARMS – WOBBE

Whereas, the Director of Social Services participates with the Family Services Collaborative as the fiscal agent; and

Whereas, Wabasha County Family Services Collaborative has been in operation for many years, utilizing the local collaborative time study as the mechanism to fund the provision of services in 2013 through three (3) school districts, Public Health Services, and Three Rivers Community Action; and

Whereas, the preventative services from the funded agencies will have a fiscal impact of approximately $150,000; and

Whereas, the LCTS agreement is the cooperation mechanism that sets forward the local requirements for the Collaborative to receive continued funding; and

Whereas, the Director of Social Services recommends the County continue as fiscal agent and signature on the participation agreement;

Now, therefore be it resolved, the Human Services Board authorizes the Director of Social Services to execute the Local Collaborative Time Study Participation Agreement to support the continued delivery of prevention services in Wabasha County.

Adopted Unanimously.

HARMS – SPRINGER

Whereas, the Wabasha County Human Services Board has a fee schedule that indicates that a renewal for a license for food service facility will be charged double the fee if it is paid more than 20 days late; and

Whereas, Falcon Youth Baseball did have a license for a concession stand in 2012 and they were mailed out a renewal for this license in December 2012 to be renewed by February 1, 2013, and

Whereas, Falcon Youth Baseball brought in their application to run their concession stand on April 15, 2013 which is 73 days late; and

Whereas, this is a seasonal activity which runs from year to year dependant on parent involvement and they do not organize parents until the spring of the year, and

Whereas, this may or may not operate every year, thus they are different than an ongoing seasonal facility, Therefore,

Director Recommends; that the Human Services Board not charge the late fee and licensee this organization as a new applicant each year and not as a renewal.

Now therefore be it resolved by the Wabasha County Board of Human Services will not charge a late fee to the Wabasha Youth Baseball Concession Stand ran by Falcon Youth Baseball and that each year they apply for a license they will be considered as applying for a new license and not a renewal.

Adopted Unanimously.

DISCUSSION and INFORMATIONAL ITEMS

Environmental Health Services Report

Judy and Nicole discussed the upcoming audit by MDH of the delegated environmental programs. Auditors from MDH will be at the agency from May 13 thru May 24, 2013. They will be visiting 35 licensed facilities, drawn at random. In addition ordinances, policies, procedures will be reviewed and input given.

Darrin reported that he is seeing an increase in requests for soil verifications for septic systems and that from what he is seeing property sales and construction is above the level of last year at this time.

Nicole and Darrin have also been out doing campground inspections trying to get them completed prior to the opening of the camping season.

Service Delivery Planning

This discussion was initiated by Smith & Barton, with additional input from the Social Services Supervisors. Additional planning needs to begin quickly with all the changes that are approaching the entire county, and our Departments.

Countywide:

1. Resolution to the Administrator/Coordinator position.

2. Final submission of the Springsted Study, with compensation piece.

a. Will there be action taken as a result of the Springsted Study?

b. How will the Board come to consensus on suggestions in the study?

c. Consolidation of departments? What will be gained?

3. Options for telecommuting and employee access to computer data bases (from outside county offices) need to be developed.

Specific to Social Services:

1. Accounting

a. Will there be a centralized finance department?

b. What opportunities exist to expand Collections?

2. Child Support

a. E-filing of child support documents with the Court

b. How will increased cases (from MNsure) impact service delivery?

3. Social Services

a. MnCHOICES is scheduled to start training in May, with a potential November "go live" date projected. Staffing patterns, updated equipment and service delivery questions will need to be discussed/resolved for both departments.

b. Supervision is stretched for the 16 employees who now report to Marci. Do we look at an additional Supervisor, creating lead workers in a couple areas, or work with neighboring counties to share supervisory skills? In Public Health Judy supervises 17 employees as well as does all of the administrative work such as budgeting, strategic planning, community needs assessment and planning, etc. In the future we may need to look at supervisors or lead workers in Public Heath also.

c. Do we have enough staff to get the work done in either department?

4. Income Maintenance Unit

a. Electronic Data Management System (EDMS). We need to move this project forward, creating efficiencies for the future. Updates needed for equipment and staffing for the transition also need resolution.

b. MNsure is scheduled for client enrollment in October, and going live (statewide) on 1-1-14. There will be an increase in the number of residents applying and eligible for services. Statewide predictions are consistent, supporting the need to hire additional staff. Do we hire immediately, how long could we delay, what ramifications might we see if decisions are delayed?

c. In addition to financial worker caseload increases, more eligible recipients will mean an increase in demand for case management/ care coordination. Current staff in both departments are carrying high case loads. More staff will be needed if these numbers increase.

5. Succession Planning

a. Is the County looking to consolidate Public Health and Social Services? Need a discussion of Pro's/ Con's etc.

b. Should a conversation include Vet's Services?

PHS/SS Miscellaneous

No items this month.

 

HARMS – HALL

Being no further business to come before the Human Services Board, motion was made and duly carried at 2:38 p.m. to recess this meeting until May 28, 2013, following the Wabasha County Board of Commissioners meeting.

Adopted Unanimously.

Agenda for this meeting

 

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