Please call Erika Leif ( ) or the County Clerk s Office ( ) if you are unable to attend.

Transcription

1 AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY - ADVISORY COMMITTEE Wednesday, September 12, 2018, 4:15 p.m. Public Health Conference Room, Government Center Suite North 14 th Street, Superior, Wisconsin September 5, 2018 Please call Erika Leif ( ) or the County Clerk s Office ( ) if you are unable to attend. MEMBERS: Jan Stevens, Chair Diane Arnold, Vice Chair Kathy Lisdahl Carol Jones Rosemary Lear A G E N D A (Committee to maintain a two-hour meeting limit or take action to continue meeting beyond that time). 1. Roll call. 2. Approval of minutes from the June 13, 2018, meeting (attached). 3. Presentation: ADRC Advisory Committee duties and responsibilities (attached). 4. Action item: Review and amend by-laws (attached). 5. Informational items: a. Budget (attached); b. Health and Human Services Board report (attached); c. Customer satisfaction survey results (attached); and d. Membership recruitment. 6. Future agenda items. 7. Adjournment. cc: Sue Sandvick Ann Doucette Shelley Nelson (Telegram) County Board Supervisors Pat Schanen Erika Leif Douglas County Website NOTE: Attachments to agenda are available in County Clerk s Office for review or copying. Action may be taken on any item listed on the agenda. The County of Douglas complies with the Americans with Disabilities Act of If you are in need of any accommodation to participate in the public meeting process, please contact the Douglas County Clerk s Office at (715) by 4:00 p.m. on the day prior to the scheduled meeting. Douglas County will attempt to accommodate any request, depending on the amount of notice we received. Posted: Courthouse, Government Center, Telegram copied Name Date

2 AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY ADVISORY COMMITTEE Wednesday, June 13, 2018, 4:15 p.m., Public Health Conference Room, Government Center Suite North 14 th Street, Superior, Wisconsin Meeting called to order by Chair Jan Stevens. ROLL CALL: Present Jan Stevens, Diane Arnold, Rosemary Lear, Kathy Lisdahl, Carol Jones. Others present Erika Leif, Kaci Lundgren, Committee Clerk. APPROVAL OF MINUTES: Motion by Jones, second Lisdahl, to approve the minutes from the December 13, 2017, meeting. Motion carried. ACTION ITEM: Review and Amend By-laws: Included with agenda. Health and Human Services Board will review and approve any amendments. ACTION (REFERRAL): Motion by Lisdahl, second Lear, to approve by-laws with the following amendments: Correct Article VIIII to Article IX ; change ten (10) day notice to seven (7) day notice and refer to Health and Human Services Board. Motion carried. INFORMATIONAL ITEMS: Advisory Board Training Presentation: Folders compiled for incoming advisory board members; brochures, by-laws, and a PowerPoint outlining responsibilities to be included. Recommendation to include online link to Scope of Services Manual in folder, due to large size. Budget: Carryover funds requested through state for additional advertising, training, a reliable wheelchair, a colored printer and reliable office furniture for visitors in the amount of $28,190. In line with projected budget. Health and Human Services Board Report: Included with agenda. Dementia friendly training offered to area businesses. Membership Recruitment: Looking at reviving ADRC newsletter with ad; recommendations of anyone interested welcome. Areas new members need to represent include: elder, physical disability and developmental disability. FUTURE AGENDA ITEMS: Advisory board training presentation; budget; board report; recruitment, by-laws, hour reporting. ADJOURNMENT: Motion by Arnold, second Lisdahl, to adjourn. Motion carried. Meeting adjourned at 5:06 p.m. Submitted by, Kaci Jo Lundgren, Committee Clerk ADRC Advisory Committee, 6/13/18 Page 1 of 1

3 Aging and Disability Resource Center (ADRC) of Douglas County Advisory Board Duties and Responsibilities

4 Who do we serve? Elderly (60 +) Adults with Physical Disabilities Adults with intellectual/developmental disabilities

5 Mission & Goal To provide older adults and people with physical or intellectual/developmental disabilities the resources needed to live with dignity and security, and achieve maximum independence and quality of life. (State) To promote the health, safety and well being of individuals and families. (Health and Human Services) The goal of the ADRC is to empower individuals to make informed choices and to streamline access to the right and appropriate services and supports.

6 Services Information and Assistance Options Counseling Benefits Counseling Health and Wellness Access to long term care and benefits

7 The process Phone Walk-in Referral Consultation Education LTCFS Information and Assistance Options Counseling Follow Up Vital Connection Quality assurance Further assistance State funded benefits LTC Enrollment

8 Governance & Role Douglas County Board Health and Human Services Board ADRC Advisory Board

9 ADRC Advisory Board Composition At least one-fourth of members of the board shall be older adults or adults with a physical or intellectual/developmental disability or their family members, guardians, or advocates. Shall include at least one representative of each client group served by the ADRC. No member shall represent more than one ADRC client group. Elected officials of the county served by the ADRC may not be counted as meeting the requirements for the consumer representation. Composition of membership shall strive to represent the ethnic, economic, and geographic diversity of Douglas County. Membership should not exceed eight (8) persons.

10 ADRC Advisory Board Duties Provide guidance and feedback on ADRC services, priorities, and future directions. Oversees the operations, input on policies, procedures and other agreements. Provide input on the ADRC budget and review spending. Identify, monitor and recommend ways to avoid or mitigate conflicts of interest in the ADRC s operations.

11 ADRC Advisory Board Duties (cont.) Review ADRC customer feedback and other sources of information to determine if there is a need to change policies or improve performance. Annually gather information on un-met needs. Provide well- advertised opportunities for public participation in the board s information gathering activities. Identify potential strategies and resources for building capacity to serve customers.

12 ADRC Advisory Board Duties (cont.) Report findings and recommendations to the ADRC Director, local officials, the Department, and other interested parties as appropriate. Provide input to changes in the organizational structure of the ADRC. Provide input on hiring of the ADRC Director. *Input is shared to the Health and Human Services Board via ADRC Director*

13 Funding The ADRC is fully funded by state and federal dollars. There is no tax levy in the ADRC. ADRC s receive a base contract amount. Federal funds are determined by what type of service the ADRC is providing. Staff participate in 100% time reporting.

14 Additional Information 2018 ADRC Scope of Services Erika Johnson, ADRC Director 1316 N 14 th Street Suite 327 Superior, WI erika.johnson@douglascountywi.org

15 AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY ADVISORY COMMITTEE BY-LAWS ARTICLE I NAME The name of the Advisory Committee shall be called the Aging and Disability Resource Center of Douglas County Advisory Committee. It will be referred to as the Advisory Committee henceforth in the document. ARTICLE II PURPOSE The Advisory Committee shall be accountable for the oversight of the Aging and Disability Resource Center of Douglas County. ARTICLE III DUTIES AND POWERS The powers and duties of the Advisory Committee shall be exercised and performed in conformity with the laws, ordinances and resolutions of Douglas County. Duties of the Advisory Committee shall include the following: Determine structure, policies and procedures of the ADRC within the State guidelines and local governance; Ensure that the ADRC has a viable plan for implementation and operation; Oversee the implementation and operation of the ADRC collaborative; Identify unmet needs and develop strategies to address them; Ensure input from consumers, services providers and local constituents in general in the policies, practice and goals of the ADRC Provide financial oversight for the ADRC budget, including reviewing the budget and expenditures; and Ensure that the terms of the State/County ADRC Contract are fulfilled; Represent the interest of all target groups served by the ADRC. Serve as grievance committee after other local steps to resolve concerns about the ADRC have proved unsuccessful. ARTICLE IV MEMBERSHIP Section I Memberships The Aging and Disability Resource Center of Douglas County shall have oversight by the ADRC Advisory Committee. County Appointees: There shall be a total of four (4) persons appointed and who will represent the interests of older persons and persons with disabilities. Consumer Appointees: Seven (7) members will be consumers of services, family members or guardians of adults from one of the following target groups: Four (4) members shall represent the older persons (age 60 and above) One (1) member shall represent the adult person with physical disabilities One (1) member shall represent the adult person with developmental disabilities 1 Comment [EL1]: Provide guidance and feedback on the ADRC s services, priorities and future directions. Comment [EL2]: Oversee the operations of the ADRC, including its policies, procedures, contracts and other agreements. Comment [EL3]: Oversee the operations of the ADRC, including its policies, procedures, contracts and other agreements. Comment [EL4]: Provide input to the ADRC budget and review spending relative to the budget. Comment [EL5]: Identify, monitor and recommend ways to avoid or mitigate potential conflicts of interest in the ADRC s operations, consistent with the Department s conflict of interest policy for the ADRC. Comment [EL6]: Review ADRC customer feedback and other sources of information to determine if there is a need to change the ADRC s policies or otherwise improve performance. Comment [EL7]: Annually gather information about and identify unmet needs of the ADRC s target populations for long term care and other services. Provide well-advertised opportunities for public participation in the board s information gathering activities. Comment [EL8]: Identify potential strategies and resources for building local capacity to serve ADRC customers. Comment [EL9]: Report finding and recommendations to the ADRC Director, local officials, the Department, and other interested parties as appropriate. Provide input to and approve any proposed changes in the organizational structure of the ADRC. Provide input on hiring of the ADRC Director. Comment [EL10]: which will report to the Health and Human Services board. Comment [EL11]: Elected officials of the county served by the ADRC may not be counted as meeting the requirements for consumer representation.

16 One (1) member shall represent the adult person with persistent and chronic mental illness or substance abuse Composition of membership shall strive to represent the ethnic, economic, and geographic diversity of Douglas County. Term: Members of the Advisory Committee shall serve terms as follows: Comment [EL12]: At least one-fourth of the members shall be older adults or adults with physical or intellectual/developmental disability or their family members, guardians, or advocates. Comment [EL13]: No member shall represent more than one ADRC client group. Upon a vacancy, the Advisory Committee of the ADRC shall appoint a replacement to fill the remainder of the term. The ADRC Advisory Committee will use its application process to recruit a replacement to fill the term of the vacancy. The Committee will make a recommendation. The appointment will be finalized the Douglas County Administrator. Section II Absences Any member that has more that 50% or more unexcused absences in a twelve (12) month period from regular Advisory Committee meetings, shall resign his/her position on the Advisory Committee. An unexcused absence means that the absentee did not notify the Chairperson of the appointed agent that he/she would be unable to attend the meeting. ARTICLE V OFFICERS Section I Officers The Officers shall consist of a Chairperson, Vice-Chairperson and Secretary. Section II Appointment The Officers shall be appointed each December by the Douglas County Administrator. Each Officer shall hold his/her office until his/her successor has been duly appointed. Section III Term of Office The Officers shall be appointed for a term of one (1) year. Officers shall assume duties at the next Advisory Committee meeting following their appointment at the December meeting. Section IV Vacancies A vacancy in any office because of death, resignation, removal, disqualifications or otherwise, may be filled for the existing portion of the term by appointment of the County Administrator. The Administrator s appointment shall maintain the membership balances as specified in Article IV, Section I, Memberships. Section V Chairperson The Chairperson shall of the Advisory Committee and shall preside over all Advisory Committee business. The Chairperson shall appoint all subcommittees and perform such duties as may be incidental to the office or which shall be required of the Chair at meetings or by the Committee. The Chair shall sign all resolutions and any other documents of any kind requiring a signature on behalf of the Committee prior to sending them to the Health & Human Services Advisory Board. Section VI Vice-Chairperson In the absence of the Chairperson, the Vice-Chairperson shall perform all duties of the Chairperson and when so acting, shall have all powers of and be subject to all the restrictions upon the Chairperson. The Vice-Chairperson shall perform other duties that may be assigned to 2

17 him/her by the Chairperson of the Advisory Committee. If both Chairperson and Vice- Chairperson are absent, the Secretary will chair the meeting. Section VII Training All Advisory Committee members must receive an orientation and other appropriate education and training. ARITCLE VI MEETINGS Section I Meeting Place The meeting place of the Advisory Committee shall be in the County s Government Building. Section II Annual Meeting An annual meeting shall be held each year in December for the purpose of reconnecting officers and transacting other business as may come before the Advisory Committee. Section III Regular Meetings Regular meetings of the Advisory Committee shall be held quarterly, or as needed by the Advisory Committee on a date selected by the Advisory Committee or as directed by the Chair. Section IV Quorum and Voting Rights A. A member shall abstain from voting on any issue directly affecting the interest of an organization or agency in which they would personally benefit. B. A majority of the Advisory Committee members appointed and serving shall be required to constitute a quorum for the transition of business at any meeting of the Committee. Section V Manner of Acting The act of a majority of the Advisory Committee members present at a meeting at which a quorum is present shall be the act of the Advisory Committee unless the act of a greater number is required by law or be these By-Laws. The Committee shall not engage in proxy voting. Section VI Posting of Public Meetings Public posting requirements will be met for Advisory Committee meetings. ARTICLE VII FISCAL YEAR The fiscal year of the Advisory Committee shall begin on the first day of January and end on the last day of December. ARTICLE VIII MA FUNDING GENERATED Money generated from MA reporting that is above the budgeted amount will follow written ADRC policy. 3

18 ARTICLE VIIII AMENDMENTS TO BY-LAWS The Advisory Board, if at least a ten (10) day notice is given to each member, may recommend that these or new By-Laws be altered, amended, repealed or created, by a 2/3 majority vote at any meeting. Comment [EL14]: IX Comment [EL15]: Committee Comment [EL16]: seven (7) Comment [EL17]: Approval will be made by the Health and Human Services board. Comment [EL18]: rev 8/31/18 EJ 4

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20 ADRC Report 2018 Date: September 2018 Submitted by: Erika Leif, Director Years 2017/2018 Referrals by Type Dec 16/17 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Long Term Care Functional 12/15 17/25 16/19 19/24 11/18 10/22 7/16 9/15 19/13 12/ 16/ 10/ 15/ Screen MDSQ Referrals 3/7 9/6 5/11 5/12 2/2 3/6 3/4 2/1 1/3 6/ 9/ 1/ 7/ Number of Clients Served Dec 16/17 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Elderly Benefit Specialist (EBS) 35/x 45/55 49/31 50/53 40/43 x/46 35/x x/x x/x 45/ 50/ 100/ x/ Disability Benefit Specialist (new cases opened) Total Number of ADRC Contacts* 9/8 4/8 5/9 6/3 0/10 7/5 0/5 5/x 6/8 6/6 0/ 2/ 8/ 290/ / / / / / / / / / 471/ 413/ 407/ Memory Screens 9/2 2/3 1/1 1/3 3/0 7/3 2/3 1/3 5/1 5/ 2/ 26/ 2/ Number Served in Long Term Care Programs Dec 16/17 Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Family Care Enrollments Family Care Disenrollments IRIS Referrals IRIS Enrollments IRIS Disenrollments Nursing Home Relocations ADRC Formal Complaints 6/6 13/2 7/6 7/10 6/7 11/9 4/4 3/12 7/7 10/ 5/ 4/ 6/ 6/10 4/5 7/4 5/10 1/6 4/6 6/6 7/8 8/9 4/ 5/ 3/ 10/ 0/1 1/0 1/2 0/3 0/0 0/2 1/1 0/1 1/2 1/ 4/ 1/ 0/ 1/2 2/1 3/0 3/3 0/2 2/0 1/3 1/2 2/1 0/ 2/ 2/ 2/ 1/0 0/1 0/1 2/1 0/1 2/2 4/1 2/2 0/1 0/ 1/ 0/ 0/ 0/0 1/x 0/x 2/1 1/0 1/3 2/3 1/1 0/x 1/ 2/ 0/ 0/ 0/0 0/0 0/2 1/2 1/1 1/0 0/0 0/0 0/0 0/ 0/ 1/ 0/ *ADRC workers are required to record all Contacts. A contact represents an individual one-to-one interaction (conversation) that has occurred either in person, at a home visit, ADRC walk-in, telephone, , or written correspondence where information is exchanged. Each interaction is counted as an encounter and will demonstrate one instance of providing any ADRC activity. A Contact records the ADRC Outcomes. An Outcome is categorized into the following and must be recorded as such for reimbursement purposes: 1) Provided Information and Assistance 2) Provided Follow Up 3) Provided Options Counseling 4) Administered Long Term Care Functional Screen 5) Provided Assistance with Medicaid Application Process 6) Provided Short Term Service Coordination 7) Provided Enrollment Counseling 8) Provided Disenrollment Counseling 9) Memory Screen 10) Behavioral Mental Health Screens 11) Complaints/Advocacy 12) Community Partners 13) Referral for ADRC

21 Disability Benefit Specialist (DBS) Monetary Impact Monetary Impact of Cases Closed: o July 2018 $5,715 (10 cases closed) o August 2018 $31,816 (2 cases closed) Alzheimer s Family and Caregiver Support Program (AFCSP) AFCSP Total Cases Served Current Cases as of August 31, State St 7 5 Douglas 3 1 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Per the ADRC contract, the ADRC shall contact the resident, either by phone or in person, within 10 business days of receiving a referral. Days MDSQ Nursing Home Referrals- Response Time State St 7 5 Douglas 3 1 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Per the ADRC Contract, the ADRC must initiate the functional screen within 10 calendar days of the time the person requests or accepts the offer of a screen. Days Long Term Care Functional Screen - Response Time 2

22 Health and Human Services ADRC September 2018 Activity Program/ Service Brief Description Contact Person Attachment Health Fairs/Community Events/Speaking Engagements ADRC The ADRC participated in the Twin Ports Elder Abuse Awareness Forum on 6/14/18. Panel discussion was held on elder abuse and local resources were shared. The ADRC helped coordinate and presented at the Caregiver Conference at WITC on 5/22/18. The conference focused on topics related to caregiving. The ADRC co-facilitated dementia friendly business trainings to St. Mary s Superior on 6/12/18 and Trends Salon on 6/7/18. The presentation focused on recognizing signs of dementia and how to interact with someone living with the disease. The ADRC participated in the Twin Ports Dementia Conference on 7/31/18 by sitting on a panel discussion regarding dementia and how to plan after a diagnosis. The ADRC provided dementia friendly business training to the Health and Human Services Dept. on 7/31/18. Erika Leif Erika.leif@douglascountywi.org No Outreach/Marketing ADRC The ADRC ran an ad in the June/July and August/September Senior Reporter magazine highlighting ADRC services. The ADRC ran an ad in the Senior Connections June/July and August/September newsletter giving a Erika Leif Erika.leif@douglascountywi.org No 1

23 Health and Human Services ADRC September 2018 general overview of some of the ADRC services. The ADRC ran ads in the Telegram and TV Guide to promote ADRC services during June, July, August and September. Initiatives ADRC The Douglas County Community on Transition held a follow up meeting to continue their work on supporting youth with disabilities as they transition to adulthood. The follow up meeting identified three focus areas (transportation, training opportunities, education). The Transportation Network Team held a public meeting on 7/19/18 to gather information for the county transportation plan. Community members and providers gave input on gaps in services. The plan was finalized and submitted. The Caregiver Coalition held the caregiver conference on 5/22/18 and has trained St. Mary s Essentia Health and Trends Salon on becoming dementia friendly. ADRC trained Health and Human Services Department on 7/31/18. The ADRC worked with the Twin Ports Elder Abuse Awareness group and held a community forum on 5/22/18. Erika Leif Erika.leif@douglascountywi.org No 2

24 Health and Human Services ADRC September 2018 Legislative ADRC No report Erika Leif Other ADRC Applied for $3,000 grant through Medica Foundation to fund special project Elder Kits. Erika Leif ADRC Advisory Board ADRC ADRC Advisory Board met on June 13, 2018 and is recommending changes to the bylaws. Action needed by Health and Human Services board. Erika Leif Yes 3

25 Customer Satisfaction Survey by Mail Interim Report for ADRC of Douglas County Completed Surveys to Date June 2018 Methods This report covers customer satisfaction surveys received through June 1, surveys were mailed to customers between January 1 and May 30, 2018 with 40 completed surveys returned, for a response rate of 32%. Additional surveys are being received on an ongoing basis. Getting Started The following charts offer information about how customers hear about the Aging and Disability Resource Center (ADRC) and their main issues of concern. Referrals The chart labeled Received Referral shows the percentage of customers who received a referral from the ADRC for one or more services. The second chart labeled Received Services shows the percentage of people who acted on the referral and received service(s). Please note the small sample size for those who received a referral and responded to the second question (in red). 1 P a g e

26 Customer Satisfaction Survey by Mail Interim Report for ADRC of Douglas County Completed Surveys to Date June 2018 Home Visits This section provides information on the percentage of customers who received a home visit (based on the ADRC customer sample provided) and how the customer felt about the timing of the visit. The second chart shows how many of the respondents who received a home visit said the timing of the visit was too soon, just right or longer than they hoped. Note the smaller sample size, as not all respondents who received a home visit answered the question about the timing. The ADRC Experience Customers described a variety of aspects about the ADRC staff person who helped them on a scale from excellent to poor, the results of which are depicted in the chart below. Results are provided as an average, where 1 equals poor and 4 equals excellent. 2 P a g e

27 Customer Satisfaction Survey by Mail Interim Report for ADRC of Douglas County Completed Surveys to Date June 2018 Domains Wisconsin has developed and used a set of domains to provide an understanding of the elements that comprise customer satisfaction. Through statistical analysis, these domains emerged as distinct qualities of the ADRC that are significant predictors, or key drivers, of all aspects of customer satisfaction. Domain scores are an average of all items that contribute to the domain. Customers were asked if each item was excellent (4), good (3), fair (2) or poor (1) or, in the case of statements, if they strongly agreed (4), somewhat agreed (3), somewhat disagreed (2) or strongly disagreed (1). Responses of don t know were removed from the analysis. Domain Personalization Accessibility Culture of Hospitality Knowledge Guidance Empowerment Indicators The staff person understood the customer s needs and preferences The staff person was able to get a good sense of what the customer could afford. Customers have a single point of contact. The customer found the ADRC s phone number easily. The ADRC returned customer calls promptly. Hours someone was available were convenient. Number of times a customer needed to explain the situation before getting help. Privacy of the conversation. Was knowledgeable about the programs or services in the area. <Did not> overwhelm you with too much information. Made it easier to get the information you needed. Helped the customer consider the pros and cons. Explained each step clearly. Helped the customer with the paperwork if needed. Helped the customer navigate the system. Let the customer know what to expect next. Helped the customer follow through on decisions. Helped the customer consider future needs. Helped the customer understand the cost of each option. Helped the customer use money wisely. 3 P a g e

28 Customer Satisfaction Survey by Mail Interim Report for ADRC of Douglas County Completed Surveys to Date June 2018 The ADRC s result for the current period is marked with a red triangle. Results are not yet available for the full survey period. Please note that the current survey methods included several changes that may impact the ability to compare results to previous survey efforts, including administration of a written survey through the mail and the inclusion of enrollment counseling customers. Customer Follow-Up The charts to the right show the percentage of customers who reported that someone from the ADRC followed-up with them. Among those who responded no, the percentage who said they would have liked someone to follow-up is shown. Please note the small sample size for those who did not receive a follow-up and responded to the second question (in red). 4 P a g e

29 Customer Satisfaction Survey by Mail Interim Report for ADRC of Douglas County Completed Surveys to Date June 2018 Usefulness The chart below shows the usefulness of the help and information customers have received from the ADRC, as well as overall satisfaction with the ADRC experience measured over time. The chart below provides the customers satisfaction on a scale of one to four. Willingness to Recommend the ADRC s Services The chart below shows the percentage over time of customers who would recommend the services of the ADRC. Note that the 2018 results reflect a smaller sample size, mail survey methodology and the inclusion of enrollment counseling customers. 5 P a g e