Adopted Minutes of the Joint Powers Board Meeting held April 17, 2018 Steele County, 630 Florence Avenue, Owatonna Room 40

Transcription

1 Adopted Minutes of the Joint Powers Board Meeting held April 17, 2018 Steele County, 630 Florence Avenue, Owatonna Room 40 I. The Minnesota Prairie County Alliance joint powers board met in regular session on April 17, 2018, in Room 40 at the Steele County Administration Building, 630 Florence Avenue, Owatonna, MN. Commissioner Blair Nelson called the meeting to order at 3:01 pm. II. Introductions were made and Commissioner Nelson established that there was a quorum: Call to order Roll call and introductions Members present: Members absent: Also present: Rhonda Toquam James Brady Blair Nelson Brian Harguth Rodney Peterson Rick Gnemi Tim Tjosaas Jane Hardwick Kristin Ferris Charity Floen Kevin Venenga Shari Kottke Cathy Skogen Gina McGuire Julie Johnson Scott Golberg Chad Ramaker Marcia Jagodzinski Dodge County Commissioner (alternate) Steele County Commissioner Waseca County Commissioner Waseca County Commissioner Dodge County Commissioner Steele County Commissioner Dodge County Commissioner MNPrairie Executive Director MNPrairie Executive Assistant MNPrairie Adult & Disability Social Services Manager MNPrairie Finance Manager MNPrairie Child & Family Social Services Manager MNPrairie Income & Health Care Assistance Manager Steele County and MNPrairie Human Resources Assistant Director Steele County and MNPrairie Human Resources Director (arrived at 3:11 pm) Steele County Administrator Adopted 05/15/2018 1

2 Veronica Morales Suzanne Kiehne Mistin Price Zola Bennett Tara Watson Cassie Eldeen Victoria Winkels Raphael Espinoza MNPrairie Employee AFSCME Council 65 Representative III. Gina McGuire, Assistant Human Resources Director for Steele County and MNPrairie, introduced the following new staff: Suzanne Kiehne, Victoria Winkles, Cassie Eldeen, Veronica Morales, and Mistin Price. IV. by Commissioner James Brady seconded by Commissioner Brian Harguth to adopt the agenda as presented. adopted unanimously. V. by Commissioner Harguth, seconded by Commissioner Brady, to accept the meeting minutes as presented from the March 20, 2018 meeting of the Minnesota Prairie County Alliance joint powers board. adopted unanimously. VI. by Commissioner Brady seconded by Commissioner Harguth to approve the following items by consent. a. To authorize $765, in client support bills as presented. b. To approve payment of $345, in administrative bills c. To authorize Jane Hardwick to attend APHSA national health & human services 2018 summit in Arlington, VA from May 6-9, d. To authorize the 2018 contract with Family Service Rochester for family engagement strategies. e. To authorize the Waseca Independent School WCOC & therapeutic classroom service contract amendments New employee introduction Agenda and motion Meeting minutes Consent agenda adopted unanimously. VII. Charity Floen, MNPrairie Adult & Disabilities Social Services Manager, presented the board with donations of newspaper dispensers from the Post-Bulletin. The booster club is interested in creating a lending library at each site for both adults and children. The booster club is working to find someone who is willing to paint these in an engaging way. Donation resolution A discussion occurred regarding maintenance and estimated value of the dispensers. VIII. by Commissioner Brady seconded by Commissioner Rhonda Toquam to affirm the joint powers board donations resolution for the acceptance of three donated newspaper dispensers. adopted unanimously. IX. Charity Floen, MNPrairie Adult & Disabilities Social Services Manager, stated that with Adult & Adopted 05/15/2018 2

3 the approval of additional staff within the adult & disabilities services division in the 2018 budget the supervisor-to-worker ratio was out of alignment. If one of the vacant social worker/case manager positions is used instead to bring on an additional supervisor the ratios are closer to targets. Ms. Floen also recommended increasing the hours for social worker/case manager from a 0.5 full time equivalent (FTE) to a 0.8 FTE. Ms. Floen stated that the fiscal impact as a result of the change in positions would be a net improvement of $1,629 because of new revenues that became available in January of disability services supervisor A discussion occurred regarding additional revenue funding streams, the potential supervisor-to-staff ratio, and the retention rate of the unit. An additional discussion occurred if not voting for a supervisor would further exacerbate the supervisor-to-staff ratio and the positive budget impact of this position. by Commissioner Brady seconded by Commissioner Toquam to authorize an increase in hours for one current social worker/case manager from 0.5 FTE to 0.8 FTE by a roll call vote of all present joint powers board members. Aye Commissioners: Brady, Harguth and Toquam. Nay Commissioner Nelson X. by Commissioner Brady seconded by Commissioner Toquam to approve the conversion of one developmental disability social worker/case manager position to a social services supervisor position. adopted unanimously. XI. Cathy Skogen, MNPrairie Income & Health Care Assistance Manager, presented the board with the supplemental nutrition assistance program (SNAP) additional funding allocation noting MNPrairie was allocated an additional $46,240. XII. by Commissioner Toquam seconded by Commissioner Brady to accept the additional SNAP employment and training allocation in the amount of $46,240 and approve the amended contracts with the three employment services providers. adopted unanimously. XIII. Kevin Venenga, MNPrairie Finance Manager, presented the board with a request to authorize David Purscell, Steele Information Technology (IT) Director a MNPrairie credit card to facilitate smaller IT purchase with greater efficiency. Supplemental nutrition assistance program for employment services Credit card authorization A discussion occurred regarding the adequacy of the current credit card limits in the policy and whether there are occurrences of overage charges. XIV. by Commissioner Brady seconded by Commissioner Toquam to amend appendix A of the MNPrairie credit card policy for the David Purscell and remove John Borger as an authorized card holder. adopted unanimously. Adopted 05/15/2018 3

4 XV. Gina McGuire, MNPrairie and Steele County Assistant Human Resources Director, presented the board with a personnel report noting recent hires, vacancies and promotions as of April 10, Ms. McGuire noted that there are currently 5 vacancies and the year-to-date retention rate is percent. XVI. Gina McGuire presented the board with the job classification review process noting that each job description has been placed on a three-year rotation schedule for updating and evaluation as determined by human resources. MNPrairie uses Springsted s systematic analysis and factor evaluation (SAFE) classification system to rate all positions. The cost to have the job descriptions evaluated by Springsted instead is up to $430 per job description which is up to $3,870 annually. Personnel Report Job classification review process A discussion occurred regarding bringing this item back to the next meeting. XVII. Cathy Skogen presented the board with the healthcare access plan noting that statutes govern that every two years the local agency will submit to a department of human services (DHS) plan that specifies how the local agency will make transportation and other enabling services available to help Minnesota health care programs (MHCP) recipients obtain medically necessary health services. The access plan is effective January 01, 2018 through December 31, XVIII. Cathy Skogen presented the board with information about a new child support payment option known as PayNearMe. Ms. Skogen noted that clients can now make their child support payments at merchants such as CVS Pharmacy, 7-11, Family Dollar and Casey s General Store. XIX. Shari Kottke, MNPrairie Child and Family Social Services Manager presented the board with the federal vision for reshaping the child welfare system. Ms. Kottke noted that the new federal and now state court framework changes the focus of the child welfare system from using foster care as the main intervention. XX. Charity Floen and Chad Ramaker, MNPrairie Adult and Disability Social Services Supervisor presented the board with the annual report on developmental disabilities (DD) and related programs. Mr. Ramaker provided an overview of the DD waiver and related programs, the number of people MNPrairie serves and the adult foster care program. Healthcare access plan New child support payment option Federal vision for reshaping child welfare system Annual developmental disabilities report Mr. Ramaker noted that there are many different programs grouped together in the DD service area. All are designed to help support individuals with intellectual disabilities live full lives and be as engaged in their local communities as they would like to be. XXI. Cathy Skogen presented the income and health care assistance first quarter dashboard for Ms. Skogen noted the following highlights: The number of phone calls received decreased when compared to first quarter This is attributed to the reduction in the time from when a document is Income & health care assistance first quarter dashboard Adopted 05/15/2018 4

5 received to when it is being processed by staff. More timely processing results in less need for clients to call. Caseload size continues to fluctuate. The number of documents processed per month continues to grow. Program requirements mandate change reporting for most participants. These can include a change in household composition, income, health insurance benefits, child care costs, housing and utilities. Child support collections remained consistent. While there was an increase from quarter to quarter , the child support team is modifying their team model to streamline processes across sites and improve collections. XXII. Cathy Skogen shared the date and number of unprocessed eligibility documents along with data regarding timeliness of phone call returns for the income & health care assistance unit. The report shows that as of March 21,2018: Income & health care assistance processing status update The Family Team had 193 unprocessed documents dating back to February 26, This is outside the goal of being within two weeks in processing documents. Phone calls were being returned within 24 hours The Bank Team had 193 unprocessed documents dating back to February 26, This was outside of the goal of being within two weeks in processing documents. Phone calls were being returned within 24 hours. The Long-Term Care team had 170 unprocessed documents dating back to February 20, This is outside of the goal of being within two weeks in processing documents. The MNsure Team had 472 unprocessed documents dating back to March 05, This is outside the goal of being within two weeks in processing documents. Phone calls were being returned within 24 hours Cost Effective Insurance (handled by the MNsure team) had 79 unprocessed documents dating back to February 20, This is outside the goal of being within two weeks in processing documents XXIII. Jane Hardwick, MNPrairie Executive Director, requested the selection of possible meeting dates and times for scheduling the 2018 all-commissioners meeting. Potential dates discussed were Thursday, August 9 and Tuesday, August 14. Ms. Hardwick also noted that this meeting would include an update on the strategic plan, an overview of budget pressures, review of 2019 budget recommendations and any additional budgetsetting parameters. All commissioner meeting dates Adopted 05/15/2018 5

6 A discussion occurred regarding that Thursday, August 9 th is wide open for the attending commissioners and the 1:30-4:00 time slot on the 14 th would work as well. Ms. Hardwick will follow up with administrators to check other commissioners schedules. XXIV. Jane Hardwick provided a director s report that included the following topics: meeting with David Purscell; SharePoint; 2017 budget report updates to member county boards; participation in a regional focus group regarding services on strengthening Minnesota child safety framework; and legislative activity. XXV. MNPrairie management reports: Director s report Management Reports Kevin Venenga reported on the following topics: 2017 reports; audits and the new procurement standards. Shari Kottke reported on the following topics: child abuse prevention month; home alone article to be forthcoming in the Owatonna People s Press. Charity Floen reported on the following topics: South Country Health Alliance audit; Rule 25 assessments and the application for health care coverage; Drug Court training in Washington DC; and the SCHA health information exchange. XXVI. Employee comments: No employee had comments. XXVII. The next scheduled meeting is May 15, 2018, 3:00 pm to 5:00 pm, Room 40, Steele County Administration Center, 630 Florence Avenue, Owatonna, MN. XXVIII. by Commissioner Harguth seconded by Commissioner Toquam to adjourn at 4:26 pm. adopted unanimously. Employee comments Next meeting Adjournment X Jane Hardwick MNPrairie Joint Powers Board Clerk Adopted 05/15/2018 6