Minutes March 20, 2018 HS

Wabasha County Human Services Board

March 20, 2018

The Human Services Board of Wabasha County, Minnesota, convened in Regular Session at the County Services Building, in the City of Wabasha, Minnesota at 8:00 AM, March 20, 2018 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 Goihl, Hall, Key, Springer and Wobbe.  No members were absent.

Key/Wobbe

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

Adopted Unanimously

Key/Goihl

WHEREAS, the Minutes of the February 20, 2018 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

Key/Goihl

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 2/20/2018 through 3/20/2018 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 2/20/2018 through 3/20/2018 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 2/20/2018 through 3/20/2018 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 2/20/2018 through 3/20/2018 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 affirmed as valid claims against the County 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

 

Introduction of New Staff: Kayla LaDuke, Social Services Supervisor, was introduced to the Board.

ACTION ITEMS

 

Wobbe/Goihl

WHEREAS, Wabasha County Human Services Board receives a number of documents requiring signature during the calendar year in the Public Health Services and Social Services Department; and

WHEREAS, the Minnesota Department of Health and the Minnesota Department of Human Services provide continuing funding for services through grants and allocation of funds authorized by Legislation, which also need signature by a representative of Public Health Services or Social Services staff; and

WHEREAS, these documents can be signed by administrative personnel as a matter of routine administrative procedure; and

WHEREAS, there has been a long history of administrative personnel signing certain documents on behalf of the Human Services Board; and

WHEREAS, the authorized staff involved in these actions understands they will also comply with the Wabasha County Purchasing Policy, adopted Feb 5, 2002;

BE IT RESOLVED, the Wabasha County Board of Human Services hereby authorizes Kayla LaDuke, Social Services Supervisor, as a designee to approve purchases, sign contracts, placement agreements, and other legally binding documents on behalf of the County during 2018 related to the scope of her official duties.  There is a limitation of $2,500 per individual item and $12,000 per contract (excluding contracts for medical assistance waivers and ongoing renewal of grants and agreements that do not require county level match).

Adopted Unanimously

 

Wobbe/Key

WHEREAS, the Wabasha County Human Services Board has maintained a policy on the termination of uncollectible debt; and

WHEREAS, the current policy is to present all uncollectible debt to the Human Services Board for termination via resolution; and 

WHEREAS, the recommendation has been made to delegate the authority to authorize the termination Social Services Uncollectable Debt to the Social Services Director and County Administrator as a joint process; and

WHEREAS, the Social Services Director and County Administrator will do so annually and will then report the write-off's to the Wabasha County Board and to the Finance Department for documentation purposes;

BE IT RESOLVED, by the Wabasha County Human Services Board, that it delegates the authority to authorize the termination Social Services Uncollectable Debt to the Social Services Director and County Administrator as proposed in this resolution.

Adopted Unanimously

 

Key/Wobbe

WHEREAS, the Wabasha County Human Services Board has maintained a policy on the termination of uncollectible debt; and

WHEREAS, after reviewing the policy and State collection practices, fiscal staff have requested making the following changes: streamline the policy language, account for debt amounts between $100 and $500 and reflect the delegation of authority changes approved under Res. 2018-HS017; and 

WHEREAS, the Director and Fiscal Supervisor both support revising this policy as presented and to include it as part of the Wabasha County Social Services Manual under #5.400;

BE IT RESOLVED, by the Wabasha County Human Services Board, that the Termination of Uncollectible Debt Policy be amended effective March 20, 2018 with the presented revisions to be included as part of the Wabasha County Social Services Manual under #5.400.

Adopted Unanimously

DISCUSSION and INFORMATIONAL ITEMS

A. Child Support Program Annual Update:  Lisa Schuth-Stuhr, Collection Services Supervisor, gave an update on the Child  Support Program.  For 2017, the County serviced 716 cases, the majority being custodial parents not receiving public assistance. Regarding state performance measures, Wabasha County is at 103.72% for establishment of paternity, 88.56% for establishment of support order; 80.55% for current support collected, and 77.39% for arrears collections.  All measures are at or above expected thresholds.  The County's cost effectiveness measure is $8.00 which is 2nd  in the State.  Total collections distributed for the County were $2,465,485 in federal fiscal year 2017. 

The Federal Government matches 66% of state and county spending for child support program administration.  The State recently implemented a new payment option called  PayNearMe.  Participants can pay cash at four separate locations and have the money sent to the Child Support Payment Center in St. Paul.  This payment option makes it convenient for those who need to pay by cash, check or money order.

Anticipated changes in 2018 include: Electronic Document Exchange, Child Support Portal;  New parenting expense adjustment changes to be effective August 1, 2018;  and modernization the State's Child Support System; the second state system to be updated.

B. Social Services Monthly Budget Summary:  As of 2/28/2018, 2018 YTD expenses were $895,471.51, revenues $472,185.76 and cash balance $2,894,825.70.

C. FPI Performance Update:  John Dahlstrom reported that the latest collection and savings totals for the region (7/1/2017 through 3/12/2018) were $313,196.  The official program costs had not been released by DHS yet, but if compared against the yearly program costs of $90,000, the cost benefit ratio would be $3.48 which is already above the expected benchmark of $3.00.  An estimated CBR using 8.4 months of grant allocation against these totals would be $4.97.    

D. Three Rivers Letter of Support - Regional Transportation Coordinating Councils:  John Dahlstrom reported that he did provide a letter of support to Three Rivers for their RTCC proposal with the following language used regarding Phase 2 of the project: "Our ongoing commitment for this project will be contingent on our ability to reach an agreement with our partners on any expected financial contributions and will also require approval from our County Board." 

 

PHS and SS MISCELLANEOUS:

 

  1. Jodi Johnson:  Jodi Johnson reported that Jennifer Blattner, Social Worker in the Home and Community Based Services Unit, had resigned.  Her last day will be March 30th.  
  2.  Social Worker Month/Day: John Dahlstrom reported March was Social Worker Month and the 20th was World Social Work Day.  It is in appreciation and recognition of the role social workers play in helping the most vulnerable people in our society and improving the lives of all Americans
  3. Fiscal Reporting Perfect Performance: John Dahlstrom reported that accounting staff had perfect performance in meeting the Department of Human Services financial reporting requirements for calendar year 2017.
  4. Child Protective Services Timelines: John Dahlstrom reported that recent guidance issued by the State changed time lines for face-to-face contact for child maltreatment reports.  As a result, some cases that were considered timely under the previous interpretation were now incorrect on the latest report issued for March of this year.  Essentially, the time frames were shortened by 24 hours.  The sample of cases effected was small and all but one would have been timely under the previous guidance.  John did not feel this was a concern moving forward as staff are now aware of the change.

 

Goihl/Key

Adjourn

Being no further business to come before the Human Services Board, motion was made and duly

carried at 8:45 AM to recess this meeting until 8:00 AM on April 17, 2018.

Adopted Unanimously

Agenda for this meeting Agenda for this meeting Agenda for this meeting

 

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