Minutes December 26, 2018 HS

Wabasha County Human Services Board

December 26, 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, and December 26th, 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.

Wobbe/Key

BE IT RESOLVED, that the Wabasha County Board of Commissioners hereby approves the agenda with the removal of Items L, M and N under Action Items, and the addition of Discussion Item A. T21 (Tobacco 21).

Adopted Unanimously

Key/Hall

WHEREAS, the Minutes of the November 20th, 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.

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 11/20/2018 through 12/26/2018 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 11/20/2018 through 12/26/2018 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 11/20/2018 through 12/26/2018 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 11/20/2018 through 12/26/2018 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

A.  Introduction of New Staff:  Jodi Johnson, HCBS Supervisor, introduced Lisa George, PHN, who started on December 3rd, 2018 as a HCBS team member.

B.  Employment and Training Update:  Wanda Jensen, Operations Director for Workforce Development, Inc gave an update on employment and training services offered at their Wabasha location.  Local unemployment has been low, around 2%.  WDI did receive a Pathways to Prosperity grant to help economically disadvantaged adults secure employment in high growth, high demand industries with long-term employment opportunities.  New regional initiatives include working with individuals who were leaving jail find jobs in the manufacturing sector.

C.  Tisha Bergner Public Health: Tisha Bergner, from Public Health, provided a review of the Health Advisory Network program, and provided a list of all HAN reports received in 2018. 

  ACTION ITEMS 

Wobbe/Hall

BE IT RESOLVED, that Wabasha County accepts the amendments to the agreement with South Country Health Alliance, for Medicaid and Medicare reimbursements. This agreement is being amended as part of SCHA plan to reduce costs to the agency.
The Public Health and Social Service Directors are hereby authorized to execute such agreements and amendments as are necessary on behalf of Wabasha County.

Adopted Unanimously

Wobbe/Key

WHEREAS, Wabasha County has applied for and been granted $20,423.00 to apply toward expenses associated with the Wabasha County Emergency Management Office through the Emergency Management Performance Grant, and

WHEREAS, said grant is a 50% matching grant that is awarded through the Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management, and

BE IT RESOLVED, that Wabasha County enters into an Agreement with the Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management, by the 2018 Emergency Management Performance Grant Contract.

Adopted Unanimously

Key/Hall

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 2019 is $119,940 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 $119,940 for MFIP and DWP employment and training services.  This contract will expire on December 31, 2019.

Adopted Unanimously

Wobbe/Hall

WHEREAS, the Minnesota Department of Employment and Economic Development in conjunction with the Minnesota Department of Human Services has authorized a grant to the participating counties of Goodhue, Houston, Mower, and Wabasha to provide employment and training services for Supplemental Nutritional Assistance Program (SNAP) recipients; and

WHEREAS, the participating counties have agreed that Wabasha County will act as the fiscal agent for this grant; and

WHEREAS, the participating counties have agreed to how this grant money will be distributed; and

WHEREAS, the total available funds for this grant are $15,817 designated for direct program expenses; $1,282 (7.5% admin) and $1,223 designated for support services for the period of October 1, 2018 through September 30, 2019; and

WHEREAS, the Social Services Director recommends approval of this agreement with the partnering counties and Workforce Development, Inc.;

BE IT RESOLVED, by the Wabasha County Board of Human Services, that it approves the Multi-County Agreement for the Provision of Supplemental Nutritional Assistance Program Services with Workforce Development, Inc.

Adopted Unanimously

Key/Hall

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

WHEREAS, the Minnesota Department of Human Services allocates Adult Mental Health Initiative Grant funding to Olmsted County, who is the authorized fiscal host of the CREST Region.

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:             

1.  The purpose of this Agreement is to jointly agree that Participating Counties will continue integrating State financial resources into CREST for Calendar Years 2019 and 2020, from January 1, 2019 to December 31, 2020.  The total of the State funded allocation for calendar years 2019 and 2020 is $4,595,908.00.

2.  As fiscal host, Olmsted County may apply for and receive the Adult Mental Health Initiative Funding Grant on behalf of CREST related to adult mental health services provided in Participating Counties.

3.  Olmsted County on behalf of 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 $4,595,908.00 total.

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

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

6.  Olmsted County shall receive $160,000.00 to act as fiscal host for these CREST funds.  Fiscal host duties shall include, but are not limited to:

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

b.  Performing all CREST accounting and fiscal reporting duties, including:

1) 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:

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

b)  “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.

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

d)  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 2016-2017 Bulletin for instruction.

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

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

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

4)  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. 

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

a) 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.

6)  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.

7)  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. 

8)  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. 

9)  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.

10)  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.

11)  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.

12)  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.

13)  The term of this Agreement shall be from January 1, 2019 through December 31, 2020 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 15 below.

14) 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:

a) 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.

b) 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.

c)  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.

15)  Participating Counties shall individually sign and return this Agreement by the due date specified by Contract Management to: Olmsted County Health, Housing, and Human Services – Contracting Division, Attention: Jill Schmidt, 2117 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

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

17)  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

Wobbe/Hall

WHEREAS, pursuant to the Minnesota Comprehensive Adult Mental Health Act, the State and Counties are empowered to enter into grant contracts to create and ensure a unified, accountable, comprehensive adult mental health system, and

WHEREAS, the County has submitted a request of $157,876 for 2019-2020 in Community Support Program grants which the Department of Human Services has approved and has forwarded a grant contract for formal acceptance and execution; and

WHEREAS, the Social Services Director has accepted this grant award and the terms of its execution in order to support adults with mental health needs in the community; 

BE IT RESOLVED, by the Wabasha County Human Services Board, that it confirms acceptance of the CY19-20 Community Support Program Grant award and the terms of its execution in order to support adults with mental health needs in the community. 

Adopted Unanimously

Hall/Key

WHEREAS, the Minnesota Department of Human Services has awarded funding for a Children's Mental Health Respite Care Grant to Wabasha County in the amount of $12,816.51 for calendar year 2019 to help support the continued residence of children with emotional or behavioral disturbance with the child's family or long-term primary caretaker; and

WHEREAS, by acceptance of this grant, the County agrees to abide by the conditions, terms  and duties set forth in the award notification; and

WHEREAS, the Social Services Director recommends acceptance of this grant award as these respite services provide relief and support to caregivers, help improve child functioning, help decrease out-of-home placements and hospitalizations, help increase safety and permanency, reduce family and parenting stress, and offers access to activities and community that may not normally be present for these families;

BE IT RESOLVED, by the Wabasha County Human Services Board, that the calendar year 2019 Children's Mental Health Respite Care Grant award is hereby accepted. 

Adopted Unanimously

Wobbe/Hall

WHEREAS, the Minnesota Department of Human Services has awarded funding for a Child Welfare/Juvenile Justice Screening Grant to Wabasha County in the amount of $3,444 for calendar year 2019 to support children's mental health screening, assessment and mental health services to children in the child welfare and juvenile justice systems; and

WHEREAS, by acceptance of this grant, the County agrees to abide by the conditions, terms  and duties set forth in the award notification and develop a budget proposal for the use of these funds; and

WHEREAS, the Social Services Director recommends acceptance of this grant award in order to support children's mental health needs in our child welfare and juvenile justice systems for the betterment of our citizens; 

BE IT RESOLVED, by the Wabasha County Human Services Board, that the calendar year 2019 Child Welfare/Juvenile Justice Screening Grant award is hereby accepted. 

Adopted Unanimously

Hall/Key

WHEREAS, the Wabasha County Human Services Board has a responsibility to ensure that applicants/recipients of Medial Assistance (MA) and MinnesotaCare pregnant women and children under 21 years of age are provided with or reimbursed for the appropriate level of needed transportation and other travel related expenses to enable them to access necessary medical treatment; and

WHEREAS, Three Rivers Community Action, Inc. and the County had an agreement to provide transportation services which expired on December 31, 2018; and

WHEREAS, both parties wish to continue this partnership to provide transportation services to eligible residents of Wabasha County; and

WHEREAS, the Director of Social Services recommends approval of this service agreement to help meet the transportation needs of Wabasha County residents; 

BE IT RESOLVED, that the Wabasha County Human Services Board authorizes the Director of Social Services to execute the service agreement with Three Rivers Community Action, Inc., to provide transportation services to eligible residents of Wabasha County.  Said agreement will be effective January 1, 2019, to December 31, 2019. 

Adopted Unanimously

Hall/Key

WHEREAS, Wabasha County Social Services has maintained a contract for the provision of  guardianship and conservatorship services with Prestige Care, LLC for several years and wishes to continue this contractual relationship; and

WHEREAS, Prestige Care, LLC has submitted a rate increase of $2 per hour effective January 1, 2019 for services performed by their agency along with continued mileage reimbursement to cover their increase in costs to provide services; and

WHEREAS, the Director of Social Services recommends acceptance of this rate increase as it maintains having a local provider available to provide these services;

BE IT RESOLVED, by the Wabasha County Human Services Board, that the submitted rate request from Prestige Care, LLC is accepted.  The approved rates for services are $39 per hour for guardianship and $34 per hour for conservatorship along with continued mileage reimbursement.   

Adopted Unanimously 

Hall/Key

WHEREAS, Wabasha County Social Services been notified by ProAct, Inc that they are standardizing their rates for transportation costs in the region; and

WHEREAS, their proposed rates effective January 1, 2019 are increasing to $32.75 a day for extended employment  individuals and $16.37 each way for waiver individuals; and

WHEREAS, the Director of Social Services recommends acceptance of this rate increase as maintaining the availability of this service aligns with our client service needs;

BE IT RESOLVED, by the Wabasha County Human Services Board, that the submitted rate request from ProAct, Inc is accepted.  The approved rates for services are $32.75 a day for extended employment  individuals and $16.37 each way for waiver individuals.   

Adopted Unanimously  

DISCUSSION and INFORMATIONAL ITEMS 

A.  T21 (Tobacco 21): Commissioner Goihl and Public Health Director Tammy Fiedler discussed options for a T21 ordinance.  The Board's consensus was to have Fiedler reach out to cities in the county to see if they were interested in partnering with the county to move T21 forward city and county wide.

B.  South Country Health Alliance: Commissioner Springer updated the board on a meeting he attended with SCHA officers and the  Department of Commerce.  SCHA will need to demonstrate compliance with risk based capital requirements in order to  participate in the next procurement.

 PHS and SS MISCELLANEOUS

Tammy Fiedler, Public Health Director, shared that Public Health had a recent financial review for the TANF program and were found to be in compliance.

Fiedler also shared that she attended a recent meeting with DHS regarding the After Action Report submitted by Tisha Bergner for the county’s most recent Radiation Reception Center drill.  Fiedler was told by DHS that Bergner's AAR was the most thorough that they had seen.  The Board appreciated the work done by Tisha Bergner.

Fiedler updated the Board on a current project Public Health staff and Winona State University are developing called a DEU.  DEU stands for Designated Education Unit.  This is a model currently recognized and used in Acute Care settings. The nurses and social workers on the HCBS team, and the MCH nurses will be trained to be preceptors to the students.  The students will make visits with a staff preceptor and have a more hands on experience to the visit.  The students will sign up electronically for visits so they can choose from a broad range of experiences to complete while on the rotation in PH.

John Dahlstrom, Social Services Director, reported that an extenuating circumstance request submitted by Lisa Klees, Collection Services Supervisor, was accepted with the result being they no longer have a PIP requirement for child support.

Hall/Key

Being no further business to come before the Human Services Board, motion was made and duly
carried at 9:00 AM to recess this meeting until 8:00 AM on January 15th, 2019.

Agenda for this meeting 
 

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