Minutes June 25, 2013 HS

Wabasha County Human Services Board

Meeting of June 25, 2013

 

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the Courthouse Annex, in the City of Wabasha, Minnesota at 12:25 p.m., June 25, 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, Roschen, Springer and Wobbe.

Absent: None

 

ROSCHEN – 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 – HALL

WHEREAS, the Minutes of the May 28, 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 – 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 5/28/13 through 6/24/13are 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 5/28/13 through 6/24/13are 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 5/28/13 through 6/24/13for 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 5/28/13 through 6/24/13have 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 – HALL

Whereas, Wabasha County Human Services Board authorized, on May 28, 2013, county staff to execute an agreement with our regional partners to participate in a 5-county Fraud Prevention Investigation effort; and

Whereas, the County Boards of Goodhue, Fillmore, Houston, Winona and Wabasha counties wish to continue participation in the Regional Administrative Agency Cooperative Agreement for Fraud Prevention with the State of Minnesota; and

Whereas, the Wabasha County Human Services Board has authorized continued participation through June 30, 2015; and

Whereas, the participating counties have agreed to utilize a law enforcement investigator to continue the Fraud Prevention efforts; and

Whereas, the Wabasha County Board of Commissioners has approved the hiring of an additional employee in the Sheriff's Department to implement the service; and

Whereas, the Fraud Prevention Investigator will need a vehicle to perform required duties throughout the 5-county region, and the Department of Social Services is able to purchase a vehicle from the State contract with up to 50% reimbursement; and

Whereas, Director of Social Services and Wabasha County Sheriff have recommended said purchase;

Now, therefore be it resolved by the Wabasha County Human Services Board, the Department of Social Services is hereby authorized to purchase a 2013 Dodge Durango from the State contract at a price of $24,834 plus tax and license. An Auditor's Warrant shall be issued upon delivery. This vehicle will be assigned to the Fraud Investigator. Should the current 5-county collaborative agreement dissolve or be significantly modified, assignment of this vehicle will be reviewed by the Departments, with a recommendation on future use returned to the County Board for action.

Adopted Unanimously.

ROSCHEN - HALL

Whereas, technology advances in the area of human services has shown to increase efficiencies that benefit our citizens and the employees in the application and delivery of services to our citizens; and

Whereas, staff began exploration of a way to provide better customer service and to better utilize trained employees. It was determined the EDMS system known as OnBase with E-Docs would allow employees to serve customers more efficiently and reduce time spent on repetitive work involving completion of numerous application forms. And I addition, 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 (50%) federal reimbursement; and

Whereas, Wabasha County Social Services staff 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, Director Smith and Supervisor McNally participated in a 5-county research project to review a variety of EDMS vendor products; and

Whereas, the Wabasha County Human Services Board has agreed with a recommendation to collaborate with Winona County on the development of EDMS for Wabasha County; and

Whereas, the Wabasha County Department of Social Services has allocated $200,000 in reserve funds for 2013 to his project; and

Whereas, the Director of Social Services recommends participation in an EDMS, hosted by Winona County, with Goodhue, Houston, and Fillmore counties participating in the same system;

Now, therefore be it resolved the Wabasha County Human Services Board authorizes the Director of Social Services and the Human Services Board Chair to execute necessary documents with Winona County, OnBase Software, and Northwoods to develop and implement an Electronic Document Management System in collaboration with Winona County. Estimated cost is at $139,606.00. Approximately 50% of this expense will be reimbursed through administrative procedures.

Adopted Unanimously.

ROSCHEN – HARMS

Whereas, the Wabasha County Department of Social Services has the responsibility to administer public assistance (cash/medical) programs to individuals as part of duties delegated to counties under Minnesota Statute 402; and

Whereas, Director Smith and Supervisor McNally have shared information with the Human Services Board on the impact on the daily workload of the current Income Maintenance Unit with the implementation of the Affordable Care Act, known as MNsure in the State of Minnesota; and

Whereas, the State anticipates a 30-50% increase the caseload and time necessary for training and implementation of MNsure; and

Whereas, the implementation of MNsure will be phased in during 2014, with a gradual decrease of implementation activity by the end of December 2015; and

Whereas, the Federal Government has acknowledged the increase workload during the implementation period, by increasing the Federal Financial Participation (FFP) rate for these activities from 50% to 75%; and

Whereas, the increased Federal Financial Participation rate for the entire IMU is anticipated to save Wabasha County approximately $120,000 during 2014; and

Whereas, the Director of Social Services and Supervisor recommend creating an additional Eligibility Worker position within the Department of Social Services to handle to projected workload;

Now, therefore be it resolved the Wabasha County Human Services Board hereby approves the creation of an additional Eligibility Worker position and filling the position. It is understood that the anticipated net expense of this position will be less than $12,000 (salary less 75% FFP). Further, the need to maintain this staffing level will be reviewed with each/any change in personnel due to retirement, resignation, or change in funding. Position to be reviewed December 2014.

Adopted Unanimously.

WOBBE – HARMS

Whereas, the Wabasha County Human Services Board is the host for group residential housing (GRH) agreements to providers with facilities within Wabasha County; and

Whereas, Minnesota Statutes 256I.01 through 256I.06 set forward the "Group Residential Housing Act", which establishes a comprehensive system of rates and payments for persons who reside in the community and who meet the eligibility criteria set forward therein; and

Whereas, "Group Residential Housing Rate" means a monthly rate set for shelter, fuel, food, utilities, household supplies, and other costs necessary to provide room and board for eligible individuals. Group residential housing rate does not include payments for foster care for children who are not blind, child welfare services, medical care, dental care, hospitalization, nursing care, drugs or medical supplies, program costs, or other social services; and

Whereas, the State of Minnesota has approved a rate of $877.00 for GRH facilities and host counties therefore need to establish agreements with the providers to meet the needs of our residents; and

Whereas, Wabasha County Social Services anticipates the execution of approximately 30 GRH Agreements for the State Fiscal Year, beginning July 1, 2013; and

Whereas, the Director of Social Services recommends approval of these agreements;

Now, therefore be it resolved the Wabasha County Human Services Board authorizes the Director of Social Services and the Human Services Board Chair to execute Group Residential Housing Agreements for State Fiscal Year 2014 (July 1, 2013 through June 30, 2014). It is further understood by the Human Services Board, this authorization is valid for GRH agreements brought forward during the 2014 State Fiscal Year.

Adopted Unanimously.

ROSCHEN – SPRINGER

Whereas, the Wabasha County Department of Social Services falls under the jurisdiction of the Minnesota Merit System, and

Whereas, Minnesota Rules, part 9575.0090, subpart 2a, require that each Minnesota Merit System county agency have an affirmative action plan, which must contain the following:

A. A policy defining and prohibiting discriminatory harassment, including sexual harassment.

B. An internal discrimination complaint policy and procedure that includes notification of the Minnesota Department of Human Services' (DHS) Equal Opportunity and Access Division of complaints that are brought, and their resolution.

C. Provision for appointment of a person to serve as liaison between the Minnesota Merit System county human services agency and DHS Equal Opportunity and Access Division, and have responsibility for implementation of the guidelines within the agency.

D. Provision for notification of DHS Equal Opportunity and Access Division of periodic hiring goals established by the county human services agency.

E. Provision for compliance with the Americans Disabilities Act (ADA), Title I, which prohibits discrimination against disabled employees or job applicants.

Whereas, the Minnesota Merit System has proffered Merit System Equal Opportunity and Affirmative Action Guidelines to comply with the requirements of this Minnesota Rule; and

Whereas, the Director of Social Services recommends adoption of the Merit System Equal Opportunity and Affirmative Action Guidelines;

Now, therefore be it resolved the Wabasha County Human Services Board approves the Merit System Equal Opportunity and Affirmative Action Guidelines for the Wabasha County Department of Social Services and authorizes the Director of Social Services to submit the required documentation to the Department of Human Services.

Adopted Unanimously.

ROSCHEN – HALL

Whereas, Caren Passe, RN currently works 32 hours per week with full insurance benefits, and

Whereas, a current staff nurse who is 40 hours per week will be going on a 6-8 week medical leave, and following that another staff nurse who is 40 hours per week will be decreasing to 32 hours per week to attend college to get her Bachelor's degree in nursing, which will be for a 2 year duration,

Now, therefore be it resolved the Wabasha County Human Services Board approves the increase in hours to 40 hours per week for Caren Passe effective immediately.

Adopted Unanimously.

DISCUSSION and INFORMATIONAL ITEMS

Environmental Health Services Report

Darrin Thompson reported he is seeing more activity, in part due to property transfers. There have been increased requests for water tests and work with cabins that have private outhouses located within 3 feet of the residences.

Nicole Frankfourth reminded the Board that the changes in legislation will require homeowners to disclose radon levels to purchasers of a new residence. This becomes effective on January 1, 2014. An update was also provided on a recent State audit of the environmental services, including inspections and interviews with providers. It was noted there are good relations between our environmental services staff and the county providers.

South Country Health Alliance (SCHA)

Ms. Leota Lind, Director of SCHA provided an update on activity at the organization. She shared specific information about Wabasha County enrollees. Ms. Lind will return to our Board meeting in the Fall, with an update on utilization of services by enrollees.

Tim Hunter Thesis Presentation

The basic information was presented on current state of guardianship in Southeastern Minnesota. Identified rising costs as an issues facing counties. This is attributed to rising population of individuals with mental illness and older adults accessing guardianship. Recommendations were made to collaborate with surrounding counties to offer training and create consistency in contracts with private agencies. This could include bringing guardianship services back to a County office for service delivery.

Social Services Quarterly Reports

Marci Hitz provided an update on unit activities. Information was also shared on the per hour cost to provide services, as compared to other Minnesota counties. The rate for Wabasha County is $71.16 per hour. By comparison, the average statewide rate is $119.57/hour, average metro rate is $153.08/hour, and the average non-metro rate is $93.88/hour.

2014 Budget Discussion

Discussion included consideration on a vehicle purchase for 2014, carpet replacement, the re-funding of the Statewide Health Improvement Program (SHIP), and funding changes for PHS services (MnCHOICES), which will be based upon time study methodology versus an hourly reimbursement rate. Preliminary budgets are due to the Finance Department. Consideration of personnel by individual Departments has not yet been requested.

PHS/SS Miscellaneous

JoyRide is a coordinated effort by PHS and business owners in Lake City to help reduce the number of alcohol-related driving incidents during the upcoming Water Ski Days festivities in Lake City. Similar to a sober cab, participants will be able to get rides from the festivities to their home for a fee. Lake city business owners have picked up the initial cost and hope to offset that expense as patrons purchase a wristband to gain access to those sober cab rides.

Withhold of payments by the State continues to occur. The delay of payments has been 3 or 4 months.

A public pool needed to be closed, due to unsanitary conditions of the pool water. Corrective action has been initiated, with close monitoring by PHS staff.

 

ROSCHEN – HARMS

Being no further business to come before the Human Services Board, motion was made and duly carried at 2:35 p.m. to recess this meeting until July 23, 2013, following the Wabasha County Board of Commissioners meeting.

Adopted Unanimously.

Agenda for this meeting

 

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