Search our site Auditor/Treasurer/Tax Equalization Combined Communications - 911 Council on Aging County Parks Emergency Management Extension Office Housing Authority Human Resources Planning/Zoning Public Administrator Public Health Public Library Recorder Road & Bridge Sheriff/Detention Social Services     Staff     Vision & Value Statements     Social Services Board     Programs & Projects     Foster Parent Recruitment     Links     Contact Us States Attorney Superintendent of Schools Veterans Service Office Victim Witness	Departments : Social Services : Social Services Board Social Services Board Members DAVE ZENTNER 1819 N 7TH ST BISMARCK ND 58501-1817 LEO VOIGT, CHAIR 610 W BRISTOL DR BISMARCK ND 58501-8520 BETTY DAY, SECRETARY 13600 223RD ST SE MOFFIT ND 58560-9721 MARLOWE KRO PO BOX 692 BISMARCK ND 58502-0692 VAL TIMM, VICE CHAIR 9200 PLAINVIEW DR BISMARCK ND 58503-6521 BRIAN BITNER 751 80TH ST SE BISMARCK ND 58504-8637 JERRY WOODCOX 449 E BRANDON DR BISMARCK ND 58503-0410 Burleigh County Social Services 2010 Meeting Schedule Tom Baker Meeting Room - City/County Building 221 North 5th Street, Bismarck, ND (All times at 3:30 P.M.) Thursday, January 28, 2010 Thursday, February 25 Thursday, March 25 Thursday, April 29 Thursday, May 27 Thursday, June 24 Thursday, July 29 Thursday, August 26 Thursday, September 30 Thursday, October 28 Thursday, November 18 Thursday, December 16 Social Services Board Meeting Agendas Agenda BURLEIGH COUNTY SOCIAL SERVICE BOARD MEETING Thursday, August 26, 2010 3:30 p.m. Tom Baker Room - City/County Building 1. July 29, 2010 Minutes 2. Old Business 3. New Business a. Director's Report b. 2011 Budget Update c. NDACSSD Resolutions 4. Additional Business 5. Review of Bills 6. Time of Next Board Meeting Thursday, September 30, 2010 - 3:30 p.m. - Tom Baker Room REVIEW OF BILLS: Val Timm Social Services Board Minutes BURLEIGH COUNTY SOCIAL SERVICE BOARD July 30, 2009 The Burleigh County Social Service Board convened at 3:30 p.m. on July 30, 2009, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Betty Day, Brian Bitner, Val Timm, Jerry Woodcox and Marlowe Kro. Absent: Leo Voigt. Also present: Shari Doe, Sandy Smith and Pat Hinsz. Chair Zentner asked if there were any dditions to the agenda as printed. JUNE 25, 2009 MINUTES: Copies of the Minutes of the June 25, 2009 Board meeting were mailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Marlowe Kro stated the last sentence under "Legislative Update" should read 150% to 160%, and not $150 to $160. Motion by Betty Day, second by Val Timm and unanimously carried to approve the minutes of the June 25, 2009 meeting as corrected. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF JULY 31, 2009: Balance on hand beginning of month $ 2,141,399.96 Receipts during month 175,715.25 Expenditures during month 652,374.72 Balance on hand end of month $ 1,664,740.49 OLD BUSINESS Vehicle Rental Policy: Shari said the Board received a draft of the policy for their consideration. She said some changes include: encourage employees to use rental vehicles and when to use them; when a rental vehicle is available; and when an employee chooses to use their own vehicle, they will be reimbursed at a lower rate. Motion by Marlowe Kro, second by Jerry Woodcox and unanimously carried to adopt the Vehicle Rental Policy with changes. NEW BUSINESS Board Reorganization: Chair Zentner said the Board needs to reorganize for the upcoming year. He asked for nominations for the positions of Chair and Vice Chair. Jerry Woodcox asked about terms and he asked Mr. Zentner if he would be willing to serve as chair again and he agreed. Motion by Jerry Woodcox, second by Brian Bitner and unanimously carried to nominate Dave Zentner as Chair. Nominations were accepted for the Vice Chair position. Motion by Betty Day, second by Brian Bitner and unanimously carried to nominate Leo Voigt as Vice Chair. Nominations were accepted for the Secretary position. Motion by Marlowe Kro, second by Val Timm and unanimously carried to nominate Betty Day as Secretary. 2010 Budget Request: Shari Doe handed out a revised copy of the 2010 budget request. She instructed the Board to discard the budget they received previously in the mail. She said that traditionally the salary increases are added after the Commission reviews the budgets. She said it was suggested by Human Resource Director Renae Gall and County Accountant Clyde Thompson to include the salary increases in our request. Shari reviewed the budget narrative. She said there would be no COLA increases for the 2010 budget year. The budget request includes the County Commission's increasing the life insurance benefit for employees and picking up the increase for the health insurance coverage. Shari said these benefits added approximately $50,000 to our budget request. Chair Zentner asked about 2010 Budget Request (continued): reimbursement for Targeted Case Management. Shari said that in the instructions from DHS we were to budget for the reimbursement for 2010. Discussion followed. Shari said we have included a new position in the budget. She said the data sent out with the Board Report illustrates the need for an additional eligibility worker. She said the addition of a new staff position does not affect the budget drastically as we have upcoming retirements resulting in lower salaries being paid to new staff hired. She said we have a part-time parent aide position in the 2009 budget, but we have not hired into this position (position is reimbursed 90 percent by the state). Shari said the state reimbursement didn't come through and the position was not filled, but we are including it in the 2010 budget. Marlowe Kro said he observed that it is remarkable that our increase is at low as it is due to the economic situation nationwide. Shari said this budget will be submitted to Clyde Thompson if approved by the Board. Motion by Marlowe Kro, second by Betty Day and unanimously Carried to support the proposed 2010 budget request that includes two new positions. 2010 Board Meeting Schedule: Chair Zentner said the Board meeting schedule for 2010 was included in the packets. Motion by Marlowe Kro, second by Val Timm and unanimously carried to approve the 2010 meeting schedule. Director's Report: Shari Doe referred to her written report that was previously sent to the Board via email. Staff Update Katheryn Melby has been hired as an Eligibility Worker. She is filling the position vacated by Wayne Patterson. Katheryn was previously employed with the Child Support Enforcement Unit in Minot. Bob Schock was hired to fill the Family Social Work Social Worker III position vacated by Kathy McMerty's retirement. Bob has been employed by Morton County Social Services doing the same job so he will simply trade Morton office furniture for Burleigh office furniture. Katie Krukenberg has been hired to fill Bob's Social Worker III position. Katie previously worked at Charles Hall so comes into the position with great experience. Sandi Erber has been hired to fill the Adult Services Social Worker II position vacated by Judy Anderson. Judy is retiring at the end of August 2009. Sandi is actually returning to the Adult Service Unit after having worked most recently for Dakota Central Social Services as an Adult Services case manager. We are currently advertising to fill a temporary Morton County Social Worker III position that will be vacated by Kevin Miller. Lieutenant Miller has been deployed to Kosovo and will be gone from September 1, 2009 - September 2010. FRAME Update The implementation of the computerized child welfare system was delayed. Several issues had not been resolved so a decision was made to hold off on the pilot until such issues could be resolved. We are now scheduled to begin the pilot on September 29, 2009 with statewide implementation expected November 1, 2009. 2009 Cooling Program Individuals who are income and asset eligible for LIHEAP (Low Income Heating and Energy Assistance Program) may qualify for a cooling device (a window air conditioner or a fan), if a member of the household has a documented medical need. A maximum of $200,000 LIHEAP funds from the federal fiscal year 2009 allocation may be used for this purpose through September 30, 2009. Fingerprints Beginning August 3, 2009 LiveScan fingerprint scanners will be available at West Central Human Service Center. The DHS purchased the scanners for the all the regional human service centers to meet federal requirements in maintaining the integrity of the fingerprints of potential adoptive and foster parents. Also, Early Childhood service providers are now required to have fingerprints done prior to licensure. The scanners will allow fingerprints to be sent electronically to the Bureau of Criminal Investigation to complete criminal background Fingerprints (continued): checks. This will increase the accuracy of the process and shorten the length of time it takes to complete the background checks. It is expected that the process of criminal background checks for prospective foster parents, adoptive parents, daycare providers, etc. will be more convenient and less intimidating by having this equipment housed at the regional human service center versus a law enforcement agency. Client Numbers I have attached a couple of charts documenting caseload data: 1. Services Caseload Comparison - this is a comparison of program caseloads between the four largest counties. 2. Ending Caseloads for Burleigh programs 7/07 through 7/09 3. SNAP/MA and MA caseload graph Shari said he would have copies of these documents at the Board meeting if anyone has trouble opening the attachments. Rental Vehicle Policy Attached is a draft of the revised Vehicle Rental Policy and procedures for your review. This policy has been reviewed by Burleigh County Human Resources and will be considered at the Burleigh County Department heads meeting on July 29, 2009. ADDITIONAL BUSINESS Shari reported she met with Commissioner Woodcox and she said our basement conference room and storage room would be cleared out and a dumpster will pick up things. Commissioner Woodcox reported a contractor re-caulked along the edges of the Provident Building after the last heavy rainfall. Shari said plans are being considered to look at remodeling the basement to make room for a large conference room. She said estimates would be obtained. She also reported that the sound problem on the 4th floor would be fixed. REVIEW OF BILLS: Bills numbered 64,157 through 64,229 for July were reviewed by Jerry Woodcox and signed by Chair Zentner. Motion by Jerry Woodcox, second by Brian Bitner and unanimously carried to approve the July bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Social Welfare Fund and Graphs for 06-09; Travel Expenses paid through 06-09; and Supervisors' Meeting Minutes from 06-29-09 and 07-13-09. NEXT BOARD MEETINGS: Thursday, August 27, 2009 at 3:30 p.m. in the Tom Baker Room at the City/County Building. __________________________ Betty Day, Secretary ______________________________ Dave Zentner, Chair BURLEIGH COUNTY SOCIAL SERVICE BOARD August 27, 2009 The Burleigh County Social Service Board convened at 3:30 p.m. on August 27, 2009, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Betty Day, Brian Bitner, Val Timm, Jerry Woodcox, Leo Voigt and Marlowe Kro. Also present: Shari Doe, Sandy Smith and Pat Hinsz. Chair Zentner asked if there were any additions to the agenda as printed. JULY 30, 2009 MINUTES: Copies of the Minutes of the July 30, 2009 Board meeting were mailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Marlowe Kro, second by Leo Voigt and unanimously carried to approve the minutes of the July 30, 2009 meeting as mailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF AUGUST 31, 2009: Balance on hand beginning of month $ 1,664,740.49 Receipts during month 105,257.35 Expenditures during month 374,610.49 Balance on hand end of month $ 1,395,387.35 OLD BUSINESS 2010 Budget Request: Chair Zentner said the Board packets contain a yellow copy of the budget as revised today. Shari Doe said we came up with some reductions prior to the County Commission's review and after review, it was suggested we look for an additional $60,000 in reductions. She said the first page is the budget request as amended and the second page details the budget cuts that were made. Discussion followed on the suggested budget cuts being proposed resulting in a net reduction of $23,436. Shari discussed some other areas where reductions could be made in funding of non-mandated programs/services. She said we budgeted for $6,500 for a diversion project with Youthworks as a joint venture with Juvenile Court and Morton County. Shari said we also pay Youthworks $6,000 per year for shelter care beds, which is very worthwhile and a cost savings for us. She said our In- Home Care Program is non-mandated and we could look at reducing the number of homemaker only client visits. Shari said she doesn't know where else to look at areas of the budget for additional cuts. She asked for any comments and Board discussion followed. Marlowe Kro and Leo Voigt both expressed concerns in reducing funding for services to the elderly through the In Home Care Program. Commissioner Woodcox said the Board needs to send an approved budget for the County Commission to consider today. Commissioner Bitner said the Commission is asking for all departments to make reductions in their budget requests. Discussion followed. Marlowe Kro asked the commissioners what the consequences would be if we cannot meet the $60,000 reduction. Discussion followed. Motion by Marlowe Kro, second by Betty Day and unanimously carried to approve the budget as presented today so the County Commission can review it and if further reductions are necessary, the Board could call a special meeting to discuss reductions. NEW BUSINESS Director's Evaluation: Chair Zentner said Shari Doe's evaluation is in the Board packets. He said the completed evaluations are due back to Sandy Smith by September 11, 2009. Director's Report: Shari Doe referred to her written report that was previously sent to the Board via email. Staff Update: I reported last month that Katie Krukenberg was hired to fill a Social Worker III position. Katie ended up declining our offer of employment so the position was offered to Jennifer Simoneau. Jennifer accepted the position and will begin work September 1, 2009. BURLEIGH COUNTY SOCIAL SERVICE BOARD August 27, 2009 Staff Update (continued): She has been employed by Williams County Social Services in Williston as a Child Protection Services social worker. Jennifer is now in the process of moving to Bismarck. Deborah Noyes has been hired to fill the temporary Social Worker III position that will be vacated by Major Kevin Miller. Kevin will be leaving September 11, 2009 to begin a year's deployment to Kosovo. Deborah is currently employed by Prairie Learning Center and is working on a Master's in Social Work degree. A temporary position suits Deborah's educational and professional plans. She will also begin employment on September 1, 2009. Angela Haverkamp recently resigned from her Eligibility Worker I position. She took a job with the Kidder County Recorder's Office. Angela's round-trip commute to work each day has been over 130 miles. Working in Steele will cut down her commute considerably. Angela's position has been filled by Deanne Gifford. Deanne has 15 years of experience as an Eligibility Worker in Grant County and will begin her employment with Burleigh County on September 16, 2009. Deanne is also in the process of moving to Bismarck. Video Conferencing: We have received correspondence from the Children's Bureau regarding the use of video conferencing as a way to meet the monthly visiting requirement for children in foster care. It is their position the video conferencing does not meet the intent of the law and will not allow it to be counted as a visit. We have since contacted Senator Dorgan's and Senator Conrad's office to request assistance in getting this interpretation changed, or to introduce new legislation to allow video conferencing as a way to "visit" foster children. Terry Traynor, NDACo, has corresponded with the legislative department of the National Association of Counties regarding this issue to learn if other counties have raised this concern and to inquiry if NACo has a policy or any current activities to support North Dakota counties in this area. 2010 Budget: The Commission preliminarily approved the 2010 Social Service budget as presented at the last Social Service Board meeting. Prior to the Commission budget hearing, Sandy and I "combed" through the budget and came up with about $10,000 in incidental costs we believe can eliminated. A list of the costs will be available at the board meeting. Bill Paying: We have a new method for bill review for the Social Service Board's consideration. Instead of reviewing and signing the actual purchase order, we will make available a copy of a list, generated by the financial system, of purchase orders to be paid. The list includes the vendor, amount and brief description. The list could be reviewed and signed by the Social Service board. The actual purchase orders will stay in the auditor's office. This method was reviewed by State's Attorney Riha and would meet the requirement that both the Social Service Board and the Commission review all bills paid. We will have a copy of the purchase order list for your consideration at the next meeting. Discussion followed on the process of reviewing bills. Sandy Smith said she will always have copies of the voucher available at the Board meetings. Motion by Leo Voigt, second by Marlowe Kro and unanimously carried to approve the new bill paying method. North Dakota Kids: According to the most recent data from Kids Count, several measures used to investigate North Dakota children's well-being showed marked improvement during the past decade. For example, infant mortality rates declined in North Dakota by 28% from 2000 - 2006. In addition, the child poverty rate declined by 13% from 2000 - 2007 and the high school drop our rate declined from 3% of teens ages 16 - 19 in 2000 to 2% in 2007. ADDITIONAL BUSINESS: Shari Doe said she is looking at the process of replacement of EBT cards. She said there have been reports from other areas of the state where clients are selling their EBT cards. She said in July we issued over 300 cards (new and replaced). She also reported that other states have started charging for replacement cards. Shari said she would be contacted the DHS and encouraging them to adopt a policy to charge for replacement cards. Motion by Marlowe Kro to support the state changing their EBT replacement card policy, second by Commissioner Woodcox. ADDITIONAL BUSINESS: Discussion followed on methods some clients are using to sell their EBT cards. The question was called and the motion carried. REVIEW OF BILLS: Bills numbered 64,230 through 64,293 for August were reviewed by Leo Voigt and signed by Chair Zentner. Motion by Leo Voigt, second by Marlowe Kro and unanimously carried to approve the August bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Social Welfare Fund for 07-09; Travel Expenses paid through 07-09; annual meeting notice for the ND Association of County Socialervice Board Members; annual performance evaluation for Shari Doe; summary of budget reductions and Supervisors' Meeting Minutes from 07-27-09 and 08-10-09. NEXT BOARD MEETINGS: Thursday, September 17, 2009 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Betty Day, Secretary Dave Zentner, Chair BURLEIGH COUNTY SOCIAL SERVICE BOARD September 17, 2009 The Burleigh County Social Service Board convened at 3:30 p.m. on September 17, 2009, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Betty Day, Brian Bitner, Jerry Woodcox, Leo Voigt and Marlowe Kro. Also present: Shari Doe, Sandy Smith and Pat Hinsz. Absent: Val Timm. Chair Zentner asked if there were any additions to the agenda as printed. AUGUST 27, 2009 MINUTES: Copies of the Minutes of the August 27, 2009 Board meeting were mailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Betty Day and unanimously carried to approve the minutes of the August 27, 2009 meeting as mailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF SEPTEMBER 30, 2009: Balance on hand beginning of month $ 1,395,387.35 Receipts during month 115,464.19 Expenditures during month 383,017.18 Balance on hand end of month $ 1,127,834.36 OLD BUSINESS 2010 Budget Request: Shari Doe said the Board packets contain the final copy of the 2010 budget. She said the County Commission approved the budget at their meeting yesterday. Discussion followed. Director's Evaluation: Chair Zentner said Shari Doe's evaluation results are in the Board packets. Chair Zentner said 3.67 (92%) was her evaluation score. The Board then reviewed the results. Shari told the Board that she appreciates the feedback and thanked them for their support. She said that if there are other recommendations or things the Board would like her to do to let her know. NEW BUSINESS Director's Report: Shari Doe referred to her written report she has distributed. Staff Update: After months of staff turnovers, I'm happy to say we are fully staffed and not anticipating (allowing) any further changes. We have two new babies. Bridget Krumm and her husband welcomed Kolton - Bridget is an eligibility worker and Kolton has been coming to work with his mom under the county's Bring Your Baby to Work policy. Tracy Gangness and her husband welcomed Gaege Joseph. Traci is a Child Protection Services social worker. Traci will be on maternity leave through December 2009. Vehicle: As we discussed at previous meetings, we would like to purchase a vehicle as a means to reduce travel costs. This vehicle would primarily be used by the transportation aide, but secondarily available for other staff. We anticipate about $10,000 in our 2009 Travel budget that will not be expended. This is due in part to the fact that workers rented vehicles more frequently in 2009 than we had anticipated. We would like to use these rollup dollars to purchase a vehicle.The Child and Family Service Unit logged almost 82,000 miles from May 2008 through April 2009. We anticipate the miles necessary for this unit to travel will increase in 2010. A combination of a county-owned vehicle and the use of rental vehicles will allow us to meet the need (to travel) at a lower cost. Chair Zentner said last month one employee traveled over 1,400 miles. Commissioner Bitner asked if Shari needed permission to purchase a vehicle.Shari said she does not feel she has the authority to make such a purchase without Board permission. She said she has been in contact with Sheriff Heinert and he said he would assist us in purchasing a vehicle. Chair Zentner said the dollars to purchase a vehicle would come from this year's budget. Marlowe Kro asked about routine maintenance on a county-owned vehicle. Commissioner Bitner said we would likely need to budget for routine maintenance. Shari said the money we save from travel we could apply to maintenance costs. Shari said she is not requesting to amend the budget as the money is already budgeted for 2009. Commissioner Woodcox suggested Shari contact Clyde Thompson. Discussion followed.Motion by Jerry Woodcox, second by Betty Day and unanimously carried to authorize the purchase of a vehicle with a maximum expenditure of $10,000. Quality and Accuracy: Burleigh County Social Services Child Care Assistance payments are perfect! The results of a state-wide audit of Child Care Assistance payments found that Burleigh County had ZERO errors. In the state-wide SNAP quality control negative case random sample, Burleigh County had ZERO case errors. In the state-wide SNAP quality control active case random sample, Burleigh County contributed 2 of the 22 countable errors. North Dakota's SNAP error rate projected for FFY 2009 is 2.28% - the projected nationalSNAP error rate is 4.77% EBT Card Replacement A state-wide committee of county and state workers will be coming together to develop strategies for addressing SNAP fraud. This will include developing state-wide guidelines for dealing with frequent EBT card replacements. NEW Conference:Three eligibility workers recently attended the National Eligibility Workers Association annual conference in New Orleans, LA. Betty Picard, Alice Gerhardt and Meroe Haug attended the event. Meroe is the President-Elect for the ND Eligibility Worker Association and this conference was paid for by the association. This conference is the only national organization dedicated to improving the knowledge, skill and overall professionalism of eligibility and human service professionals. Federal officials from various service programs participated in a Town Hall where they shared the most current information from Congress. This is a great opportunity for local "front-line" workers to communicate with federal leaders. Another cost saving initiative: Tradition has it that each member on the Child Protection team receives a copy of the entire Child Protection Services report at each team meeting. This report can be up to 20 pages. Each team meeting looks at 6 - 10 cases and there are up to 10 or more people on the team. This resulted in many copies (up to 2000) for each team meeting. The state Child Protection Administrator wanted assurance that each CPS team member had the information necessary to effectively participate in the process. So we would make all the copies and then after the team meeting, shred all the copies. Shari went to the CPS task force to ask "permission" to use a laptop and projector to project the CPS reports on a screen instead of making all the copies. It was agreed that we could try this as long as members of the team felt comfortable that they received adequate documentation of each case. We used a projector at a recent team meeting and all agreed that this is an effective way to get the report information to all members without having to make 2000 copies that get shredded anyway. We save wear and tear on our copy machines, staff time, and paper! ADDITIONAL BUSINESS None. REVIEW OF BILLS: Bills numbered 64,294 through 64,347 for September were reviewed by Dave Zentner and signed by Chair Zentner. Motion by Brian Bitner, second by Leo Voigt and unanimously carried to approve the September bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Social Welfare Fund for 08-09; Travel Expenses paid through 08-09; evaluation for Shari Doe; and Supervisors' Meeting Minutes from 08-24-09. NEXT BOARD MEETING: Thursday, October 29, 2009 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Betty Day, Secretary Dave Zentner, Chair BURLEIGH COUNTY SOCIAL SERVICE BOARD October 29, 2009 The Burleigh County Social Service Board convened at 3:30 p.m. on October 29, 2009, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Brian Bitner, Val Timm, Leo Voigt and Marlowe Kro. Also present: Shari Doe, Sandy Smith and Pat Hinsz. Absent: Betty Day and Jerry Woodcox. Chair Zentner asked if there were any additions to the agenda as printed. SEPTEMBER 17, 2009 MINUTES: Copies of the Minutes of the September 17, 2009 Board meeting were mailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Val Timm and unanimously carried to approve the minutes of the September 17, 2009 meeting as mailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF OCTOBER 31, 2009: Balance on hand beginning of month $ 1,127,834.36 Receipts during month 233,397.38 Expenditures during month 368,404.98 Balance on hand end of month $ 992,826.76 OLD BUSINESS NEW BUSINESS Director's Report: Shari Doe referred to her written report as was distributed. Staff Update: Jenn Pekas, Eligibility Worker, recently delivered her triplets, 2 boys and a girl on October 17, 2009. The babies came a couple months early - all weighed between a little more than 1lb. and a little less than 2 lbs. As of this writing, the babies are holding their own. Because Jenn will be using Family Medical Leave for several weeks, we have advertised for a temporary eligibility worker position to help cover this leave. The caseloads are such (over 500 more Medicaid/Food Stamp cases between September 2008 and September 2009) that trying to cover this absence with existing staff is too difficult. The caseload standard for a fulltime Medicaid/Food Stamp worker is 140 - 150 cases. A few of our eligibility workers are already carrying over 160+ Medicaid/Food Stamp cases. Service Demand: As noted during the budget process, caseloads in the Family Social Work and Economic Assistance units increased significantly over the past year - this trend appears to be continuing. One indicator in the Economic Assistance unit, in addition to the actual number of cases, is the number of screenings done. A "screening" is a visit with an eligibility technician to determine the programs client may be eligible for and to arrange an appointment with the appropriate worker. Over the past few months, the number of screenings has increased: Screenings Done 2009 2008 June 369 241 July 292 257 August 400 273 September 409 319 October to 10/23/09 290 248 The number of children in foster care also continues at a significantly higher number than from the previous year: Children in Foster Care 2009 2008 June 99 55 July 97 63 August 90 65 September 102 63 Prior to 2009, the number of children in foster care remained relatively constant (2006: 72; 2007: 60; 2008: 74). We began to see the increases in the spring of 2009 and the numbers continue to remain around 90 - 100 children in care each month. Although North Dakota has not established caseload standards for children in foster care, the Child Welfare League of America recommends a full-time foster care case manager caseload at 12 - 15 children. The number of Child Protections reports received has remained relatively steady - what workers report is an increase in the severity of the cases. It is difficult to determine exactly why demand for service has increased. Certainly the economy plays a factor. Although we have a low unemployment in our area, families struggle to make ends meet. The jobs available are often at the low end of the pay scale and mostly without benefits. And, many clients applying for assistance are already employed or in the process of finding a job. Another factor is the number of new people moving here from more economically challenged areas. They hear how well North Dakota is doing and move here with high expectations. Other entities have also experienced increased demand. The number of children receiving free or reduced lunch in Bismarck Public Schools increased from 2,410 (19.9%) in 2006 to 2,853 (23.3%) in 2008. Increases have also been experienced in the Burleigh County WIC (Women, Infants and Children) program from 1,760 clients in 2006 to 2,743 clients in 2008. Board discussion followed. Shari said we have been seeing more screenings done this year than last year. She said service demand continues to increase and the number of children in foster care also continues to increase. Chair Zentner commented on Medicaid case loads being up 16% and SNAP case loads up 17% from last year. Vehicle Update: Shari reported that she and Sandy recently met with Sheriff Heinert regarding the purchase of a vehicle. He agreed to assist us in identifying a suitable vehicle and we are grateful for his assistance. Shari said she talked to Sheriff Heinert yesterday and we might know by tomorrow about a possible vehicle. Another Award: Burleigh County Social Services received the "Agency of the Year" award presented by the North Dakota Foster Parent Association at their recent annual convention in Fargo. This is an important recognition and much appreciated by all the workers. Of all the child-placing agencies in North Dakota, Burleigh County was singled out for "…consistently exhibiting a high degree of professionalism while being compassionate and caring towards foster children, biological families and foster parent." High praise for the hard work of case managing foster children. Shari said the "Agency of the Year" award from the Foster Parent Association has significant meaning for our agency. This is the second time we have received this award. The Board offered their appreciation to the social work staff. ADRC: The Department of Human Services recently learned that North Dakota received a Federal Administration on Aging grant to establish an Aging and Disability Resource Center (ADRC) pilot project in the Bismarck region. The purpose of the ADRC is to help seniors and their families navigate through the maze of long-term care alternatives and connect them with the right service/resource at the right time. ADRC's offer a "one-stop shop" entry point for community resources and a means to strengthen coordination and referrals between existing partners. Burleigh's Adult Services unit is a partner in this project and will serve primarily as a resource for the ADRC and clients. Shari said most of the services will be coming out of the human service centers as they are the point of entry for services. She said she is not sure on the start date. Discussion followed. ADDITIONAL BUSINESS: Shari updated the Board on some flu information. She said our office at least 18 staff out in the month of October resulting in 400 hours of sick leave being used. Discussion followed. She also reported we are recommending that children in our custody be immunized and that we would be trying to get the parents involved when possible. Shari reported there would be a press release issued shortly on the LIHEAP Program. She said the end of September 2009 we had 274 applications. The total number of applications received each year is between 1,100 and 1,200. Shari said an average of $919 in heating energy costs were paid last year. REVIEW OF BILLS: Bills numbered 64,348 through 64,418 for October were reviewed by Brian Bitner and signed by Chair Zentner. Motion by Brian Bitner, second by Marlowe Kro and unanimously carried to approve the October bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Social Welfare Fund for 09-09; Travel Expenses paid through 09-09; and Supervisors' Meeting Minutes from 09-21-09; 10-05-09 and 10-19-09. NEXT BOARD MEETING: Thursday, November 19, 2009 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Betty Day, Secretary Dave Zentner, Chair BURLEIGH COUNTY SOCIAL SERVICE BOARD November 19, 2009 The Burleigh County Social Service Board convened at 3:30 p.m. on November 19, 2009, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Brian Bitner, Val Timm, Leo Voigt, Betty Day and Jerry Woodcox. Also present: Shari Doe, Sandy Smith and Pat Hinsz. Absent: Marlowe Kro. Chair Zentner asked if there were any additions to the agenda as printed. OCTOBER 29, 2009 MINUTES: Copies of the Minutes of the October 29, 2009 Board meeting were mailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Val Timm and unanimously carried to approve the minutes of the October 29, 2009 meeting as mailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF NOVEMBER 30, 2009: Balance on hand beginning of month $992,826.76 Receipts during month 112,588.44 Expenditures during month 352,046.89 Balance on hand end of month $ 753,368.31 OLD BUSINESS NEW BUSINESS Director's Report: Shari Doe referred to her written report as was distributed. Staff Update: No new employees or position vacancies. We continue with an Eligibility Worker and a Child Protection Social Worker out on medical leave. …'tis the Season: Social Services annual staff Christmas luncheon is schedule for Wednesday, December 16, 2009. As we have in the past, we ask permission to close the office from 11:30 - 1:00 that day so all staff can attend the lunch. Motion by Betty Day, second by Leo Voigt and unanimously carried to approve closing the Social Services office on December 16, 2009, from 11:30 a.m. to 1:00 p.m. PRIDE Trees: We have again been given 10 Pride trees to give to clients. The trees are currently being displayed throughout the Kirkwood Mall. This is a fundraising event for Pride, Inc. and after the trees have been displayed they are donated to social service type-agencies in the area. The 10 trees given to us are usually quickly snapped up. Vehicle Update: Sheriff Heinert helped us find a very nice 2008 Chevy Malibu at Puklich Chevrolet. It has 36,400 miles and is in excellent condition. I test drove the vehicle and believe it would be just right for our transportation aide's use. However, the asking price is $10,650 - or $650 over what we were authorized to spend. I believe $10,650 is a fair price and will ask permission to spend the additional $650. Board discussion followed. Motion by Betty Day, second by Val Timm and unanimously carried to authorize the additional expenditure of $650 to purchase a vehicle. Shari said this is a historic moment for Social Services as this is the first time we have been able to purchase a vehicle. Brian Bitner asked to keep a log to show the cost-savings effect and how beneficial the purchase is. He also asked about vehicle maintenance and Shari said we would follow the recommendations of Sheriff Heinert. BURLEIGH COUNTY SOCIAL SERVICE BOARD November 19, 2009 Performance Improvement Plan: The Children and Family Services Division of the Department of Human Services is currently negotiating with the "feds" on the final Performance Improvement Plan for the state's 2008 Children and Family Services Review. Ultimately, the strategies identified will impact on counties as the child welfare work in North Dakota is carried out by county workers. North Dakota has identified four goals that are broad in nature but addresses the not achieved or partially achieved outcomes in the CFSR. Those goals include: 1. Provide quality, consistent assessment and planning for all children and families served. 2. Every child in care will have a clear permanency goal and path to permanency. 3. Every worker has an identified supervisor who sees themselves as an agency of change and who embraces the Wraparound Case management Practice model. 4. Caseworkers and managers have the technological tools and data to support their practice. Once the feds accept the Performance Improvement Plan, more specific objectives will be provided to guide the counties, state and regional office work in meeting the requirements of the PIP (Performance Improvement Plan). Board discussion followed. Shari said the Family Social Work unit has developed some goals to improve areas that are specific to our county's review. Shari said she would email this information to the Board. North Dakota Association of County Social Services Directors: Larry Bernhardt, Director at Stark County Social Services, recently resigned from his position. Larry has been serving as the President of the County Directors Association. With Larry's resignation, the Vice-President assumes the duties of President until the term expires. The current Vice President is yours truly - I will take over as President of the NDACSSD effective January 1, 2010. Shari informed the Board that said she would chair these monthly meetings. FRAME: The new child welfare data system went "live" statewide on November 3, 2009. The first day was quite chaotic as several functions failed or did not work. Since that time, most of the problems have been resolved or are in the process of resolution. Overall, it will be a more efficient way for workers to input case data, the state to retrieve data, and it brings together two systems - Family Social Work and Children Protection in a more seamless way. Article: The following article appeared in the Grand Forks Herald on November 19th - I understand a condensed version was in the Tribune. Counties propose state delivery of social services The Associated Press - GRAND FORKS, N.D. November 16, 2009 North Dakota county officials want the state to take over the delivery of social services programs, including federal Medicaid and food stamps, saying counties can no longer afford to do it. The North Dakota County Commission Association is seeking a two-year study of the idea starting in 2011, the year of the next legislative session. Its resolution says counties would contribute up to 15 mills of property taxes each. "It's something that makes sense to us," Ramsey County Commissioner Joe Belford said. "Some rural counties are nearly broke. They can't continue to pay higher costs for these services that the federal government says we must deliver." The commissioners' proposal is patterned after the child support enforcement, which switched from county to state administration about four years ago. The North Dakota Association of Counties, which represents county auditors, social service directors and other county officials besides commissioners, is conducting its own study. It will decide next fall whether to push for the change, said Terry Traynor, the association's assistant policy director. Arguments against moving the responsibility to the state include the potential loss of services and money, especially in smaller, rural counties, he said. "There would be fear in the rural counties that there could be a decline in services to their counties, that they would have to travel away from their counties for those services," Traynor said. "They're important to the counties and communities." Federal social service programs have been delivered through the states, with administrative costs passed to the counties. "Counties BURLEIGH COUNTY SOCIAL SERVICE BOARD November 19, 2009 Counties propose state delivery of social services (continued): now have very little _ some say no _ say in how services are delivered," Traynor said. "All they're doing is paying a good share of the delivery bill, without having a say in it." Salaries for social services workers fall under the state's merit pay system. "That creates some friction in county courthouses," Belford said. In Pembina County, for example, the County Commission initiated a wage freeze for county workers for 2010. Still, county social workers under the state system will get a 4 percent state pay raise, Auditor Dorothy Robinson said. "This affects every county in the state," she said. "I know it's happened in the past." Under a new law, child care providers are subject to background checks and fingerprinting. "That has really put a lot of pressure on the system," Grand Forks County Social Services Director Keith Berger said. "Statewide, it's thousands of people. The good point of that is that it's set up to provide another level of protection for the folks out there looking for child care for their children." Berger foresees a regional system. "I can envision the day in Grand Forks where there will be a car going out on Tuesday, and we'll send two people out to Lakota. We might do their child care licensing that day, take their food stamp applications, or provide other services," he said. "There are some big changes coming in the future, whether that's a state-run system, regionalization or something else," he said. "Some counties are just about bankrupt in this state. They just can't do it, keeping up with all the federal regulations and requirements," Berger said. "If we don't do something for some of those rural counties, we're going to have a disaster." ___ Information from: Grand Forks Herald, http://www.grandforksherald.com Copyright 2009, The Associated Press. All rights reserved. The information contained in the AP News report may not be published, broadcast, rewritten or redistributed without the prior written authority of The Associated Press. Shari said she provided this news article as she believes it might become a hot topic in the 2011 Legislative Session. Chair Zentner said SWAP legislation swapped for counties to pick up all the administrative costs and state would retain costs. Discussion followed. Commissioner Woodcox asked about the CDA's involvement in this item. Shari said in packets is an article from the Grand Forks Herald regarding Grand Forks County Social Services sees a 30 percent spike in assistance. ADDITIONAL BUSINESS: REVIEW OF BILLS: Bills numbered 64,419 through 64,463 for November were reviewed by Betty Day and signed by Chair Zentner. Motion by Betty Day, second by Leo Voigt and unanimously carried to approve the November bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Social Welfare Fund for 10-09; Travel Expenses paid through 10-09; and Supervisors' Meeting Minutes from 11-2-09; NEXT BOARD MEETING: Thursday, December 17, 2009 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Betty Day, Secretary Dave Zentner, Chair BURLEIGH COUNTY SOCIAL SERVICE BOARD January 28, 2010 The Burleigh County Social Service Board convened at 3:30 p.m. on January 28, 2010, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Leo Voigt, Val Timm, Betty Day, Marlowe Kro, Brian Bitner, Jerry Woodcox Also present: Shari Doe, Sandy Smith and Deb Lachenmeier Absent: Chair Zentner asked if there were any additions to the agenda as printed. None were expressed December 17, 2009 MINUTES: Copies of the Minutes of the December 17, 2009 Board meeting were emailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. None were expressed. Motion made by Jerry Woodcox, second by Marlow Kro and unanimously carried to approve the minutes of the December 17, 2009 meeting as emailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF January 31, 2010: Balance on hand beginning of month $ 1,876,492.69 Receipts during month $ 811,947.59 Expenditures during month $328,324.58 Balance on hand end of month $ 2,360,115.70 OLD BUSINESS NEW BUSINESS Director's Report: Shari Doe referred to her written report as was distributed. Staff Update •Deb Lachenmeier was offered and accepted the Administrative Staff Officer position recently vacated by Pat Hinsz. Deb has been with Burleigh County off and on since 2000 and most recently was the Administrative Assistant II. Deb provided back-up support for Pat so she comes into her new position with great experience. •Jess Wurtz, a senior social work student from Minot State began her spring internship with the Child Protection Unit. •Janet Helbling resigned from her position as an Eligibility Worker I effective January 28, 2010. She accepted employment with DHS Medicaid office. SNAP Quality Improvement Review A SNAP (food stamp) QIR (Quality Improvement Review) for Burleigh has been scheduled for February 8 - 19, 2010. The review will begin at 8:30 a.m. with an entrance interview including all staff involved with SNAP. This two week review includes: -Case file review. There will be pre-selected cases for each worker. -General policy discussion with staff. -Client interviews - five to ten clients will be interviewed to discuss customer service and satisfaction with SNAP services. -Interviews with individual workers, support staff and supervisors to review general office procedures. -Interviews/survey local community agencies to discuss barriers experienced to clients in obtaining services. The exit interview is scheduled Friday, February 19, but this date is subject to change based on the number of cases reviewed and progress in completing all the components of the review. All SNAP staff and board members are invited to attend the exit interview. Online Applications The Department of Human Services is developing an online application process that may be used for individuals applying for Basic Care Assistance, Child Care Assistance, Health Care Coverage (Medicaid), SNAP and TANF. The online application contains the same questions as the paper application and will be accessible through the ND Department of Human Services website. Applications will be electronically sent to designated individuals in county offices. It is expected the on-line applications will be available early Spring 2010. Food Stamp Usage across the Country The November 28, 2009 edition of the New York Times shared a county-by county map of the United States with SNAP participation rates overall, for children and adults. The number of SNAP recipients has climbed by about 10 million over the past two years, resulting in a program that now feeds 1 in 8 Americans and nearly 1 in 4 children. Burleigh County food stamp increase since 2007 - 19%. http://www.nytimes.com/interactive/2009/11/28/us/20091128-foodstamps.html Low Income Subsidy (LIS) Medicaid Applications The Medicare Improvement for Patients and Providers Act (MIPPA) of 2008 requires states to treat individuals sent on a file from the Social Security Administration as applications for the Medicare Savings Program effective January 1, 2010. Medicaid and SNAP will consider these LIS applications as applications as well. In layperson's terms this means that when a Medicare Part D applicant applies for "extra help" Social Security sends that file electronically to DHS. DHS determines if this person is currently receiving Medicaid or SNAP and if not, sends this person an application for the programs. If the client returns the completed application and verifications, eligibility for Medicaid may be back-dated to within the allowable time frame. If the client does not return the completed application, we have to "close" the case. It is expected this new requirement may result in a greater number of applications to process. Sandy Smith put together a Burleigh County Social Services 2010 Salaries spread sheet. The spread sheet provides a complete break down of position, evaluation score, step level, hourly, monthly, and annual salary information for each employee within the agency. Discussion followed. Commissioner Woodcox commented that he doesn't believe that anyone should ever receive 100% performance rating as there is no room for improvement. Shari explained our performance evaluations do have very specific performance standards that are looked at all the time. If an employee meets that consistently, it takes away the subjectivity; therefore the employee is given the highest rating. The subjectivity comes in when an employee is not consistently performing within the specific standards. The county created their own performance evaluation tool prior to her joining the agency and there are specific job standards attached to every employee performance evaluation. Discussion followed. Shari stated that training has been provided for supervisors on conducting performance evaluations. HRMS trainers provided on-site training. Shari is in favor of a county wide evaluation tool that all could use. Shari stated that the evaluation tool currently used was in place when she started and designed to measure specific job tasks. ADRC (Aging and Disability Resource Center) proposal was handed out. Shari provided background on the ADRC. North Dakota was one of the last states in the nation to receive an ADRC grant. The Older American Act has made an effort to establish an ADRC in every state. As she reported in October, the department received a 3 year pilot project with the first year focusing on Burleigh County and the second year adding Morton and Kidder and the rest of Region VII the third year. The concept behind the Region VII ADRC is "no wrong door." People can go to anyone of the community partners and receive the same information or service and get that referral or "hand off" to the right place. All agencies will be on the same page. This is for individuals who are age 60 and older and 18 and older with disabilities. The ADRC project is available to individuals without regard to income. The ARDC will give people information so they can make informed decisions about their long term care choices. ADRC "option counselors" will work with individuals and assist them in accessing services. The ADRC staff will be housed at West Central Human Services and on the Burleigh County payroll. Burleigh County Social Services will work closely with ADRC staff to coordinate services and streamline the access to services. Low Income Subsidy (LIS) Medicaid Applications Marlowe Kro stated that Mr. Zentner and he have connections to this type of an effort back to 1981. He stated this is critical because most people are not familiar with the variety of services that are available and 100% of the citizens are eligible. Mr. Kro pointed out on the bottom of page 3, 4th line from the bottom states, "if the caller is not eligible…" He suggested that the words NOT ELIGIBLE be changed because no one is ever "not eligible". Commissioner Woodcox questioned what happens at the end of the grant period. Shari explained that at the end of the grant period the Department of Human Service staff has said that more Older Americans Act dollars may be made available to support the ADRC in the future. This is what has happened in other states. Marlowe Kro provided additional history in regard to the program and the funding. Jerry Woodcox asked what happens to the employees after the grant ends. Shari answered the employees are temporary. Marlowe Kro explained the intent is for this program to go state wide. Chair Zentner questioned the percentage that Burleigh County receives for the staff and if there are any issues with that and if it is adequate. Shari explained that it may be less work and virtually no supervision by us, supervision will be handled by the West Central Human Service staff. Burleigh County will have input into who is hired, but the supervision piece will not be with Burleigh County. Shari stated she is satisfied with 5% and it should be more than adequate. Discussion followed. There will be a memorandum of understanding outlining reimbursements. This will not be a county funded program. Shari doesn't anticipate any additional administrative staff to help manage this. Commissioner Bittner asked if part of the evaluation will include how the ADRC saves time for county case managers. Shari stated that county case managers spend a lot of time providing information and referral services. The ADRC could assume some of this. Marlowe Kro stated this particular model has been extremely successful and effective in other states. It is done slightly different in other areas, but the results have been out of this world. It is a well received service. Motion by Marlowe Kro that this be approved by this board and brought before the commission accordingly. Seconded by Betty Day. Motion unanimously carried. Shari handed out the Director Salary Comparisons sheet. Shari reviewed her memo and clarified that she wished just to bring the information to the board for consideration. Shari stated that about a year ago she noted that the County Social Service Directors within grade 16 were ranked higher then she was, even though there were some with less tenure and some with more tenure. Shari attributed that to the fact that the County Social Service Board Director V grade was created and other counties increased their social service director's salary because of this grade increase. We did not do this in Burleigh. At the time, Shari was still within that range. After changing to a step system, positions within her grade were slotted into higher steps. She is the lowest paid Grade 19 county employee. Betty Day questioned how the salary was arrived at and the reasoning behind it. Shari stated she was offered a starting wage and she has reached this current salary based on the salary increases that the county has provided through the years. Betty Day questioned who made the decision of what Shari was to be paid. Shari explained there is a county classification system where all those in Grade 19 have a salary range and she also has a state salary range that she must be within since we are merit system employees. Burleigh County has done salary studies in the past. This is a county based salary. Marlowe Kro asked about the grades listed and the ranges. Discussion followed. Commissioner Woodcox stated there is a procedure in the county where they can have Fox Lawson review a position, usually in April/May, and if the Board wants this position looked at they can request this. The Board could then consider the recommendations. Commissioner Woodcox clarified that he would not be involved in the decision on the Social Service Board, because the Commission Board will also need to consider the request. Chair Zentner asked what the wishes were. Marlowe Kro asked when the last time a formal review was done for this particular position. Commissioner Woodcox stated that it would have probably been done when the current position was filled 8 years ago. Marlowe Kro stated if it has been 8 years it is overdue for a review. Motion by Marlowe Kro stating he would support asking the County Commissioners to request a review of this position at the earliest possible time and bring those recommendations forward. Seconded by Leo Voigt. Commissioner Woodcox and Commissioner Bitner did not vote. Unanimously carried by remaining board members. Caseload data summary 2009 Program Comparison handout - This is a yearly summary of the overall comparison that is received monthly. Shari reviewed the document summarizing that overall we experienced a 5.5% increase in the number of open cases at the end of 2009. Overall there was a slight decrease of about 1% in the number of new cases comparing 2009 to 2008. The ending caseload increases are in foster care about 26%, custodial care about a 50% increase, Wraparound case management is about an 8.5% increase from 133 to 144. We licensed 7.5% more foster homes, 2% more daycare, 21% more child protection assessments. The multicounty ending caseload decreased, but the number of new cases almost doubled. In 2008 there were 34 multicounty cases and in 2009 there w 64. Shari stated that they are doing a good job working the cases. The agency was struggling in child protection services this last year due to staff absences. Shari pointed out the ending caseload in CPS assessments is 230, which is an average of 23 cases per worker; the recommended case load is 15. This is very discerning. Food stamps have increased 18%, Medical Assistance and Food Stamps has increased 8%, Long Term Care Medical Assistant has increased 4%, and in straight Medical Assistance Program a 9.5% increase. Some of the caseloads have remained stable and those include the parent aide services, HCBS has remained pretty stable, and our county paid in-care home client case load decreased as we are now having less then a fulltime worker. TANF caseload has been relatively stable the last couple years. We did have decreases in our LIHEAP and our Child Care Assistance Program, but not a lot. LIHEAP numbers are as of December 2009; therefore we are only halfway through the year. Chair Zentner commented that in Pierre South Dakota their numbers have increased tremendously. Commissioner Bitner asked about the Child Protection increase in the case load and the staff. Shari explained there have been vacancies. In February there was a staff turnover, then a three month maternity leave, and they are preparing for another 6 weeks absence. Chair Zentner commented on the increase in the December numbers versus previous months and discussion followed. Shari did explain that cases are getting more complicated and there are very specific deadlines that must be met when investigating the cases. ADDITIONAL BUSINESS: Commissioner Bitner reviewed the social welfare fund expenses. Commissioner Bitner questioned the percent expended for Targeted Case Management that exceeded budgeted amount by 328%. Shari explained that we didn't believe we were going to be getting Targeted Case Management so we are expending it, but we are getting it back on the revenue side. Sandy explained that Targeted Case Management was suppose to end in March 2009, but was extended; therefore was not budgeted for. Discussion followed. Review of the expenses continued. Sandy explained that we are not able to budget for retirements and payouts. Chair Zentner asked about further questions, Commissioner Woodcox asked about adjustments. Sandy explained Clyde will be making adjustments with his county financial records. Overall the budget is at 97% with potential adjustments and receipts. REVIEW OF BILLS: Bills numbered 64,542 through 64,609, for January were reviewed by Val Timm and signed by Chair Zentner. Motion by Val Timm to approve them as presented, second by Marlowe Kro and unanimously carried to approve the January 2010 bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: January 2010 Director Report; Burleigh County Social Services 2010 Salaries spread sheet; ADRC memorandum; Director's Salary Comparisons memorandum; Program/Service Information; Social Welfare Fund 2009 spread sheet and graph; 2009 Travel Expenses; and Burleigh County social Services Caseload Data Summary. NEXT BOARD MEETING: Thursday, February 25, 2010 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Dave Zentner, Chair Betty Day, Secretary BURLEIGH COUNTY SOCIAL SERVICE BOARD FEBRUARY 25, 2010 The Burleigh County Social Service Board convened at 3:30 p.m. on February 25, 2010, in the Tom Baker Room at the City/County Building. Present: Leo Voigt, Marlowe Kro, Betty Day, Dave Zentner, Jerry Woodcox, Brian Bitner, Val Timm Also present: Shari Doe, Sandy Smith, and Deb Lachenmeier Absent: Chair Zentner asked if there were any additions to the agenda as printed. January 28, 2010 MINUTES: Copies of the Minutes of the January 28, 2010 Board meeting were emailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Marlowe Kro and unanimously carried to approve the minutes of the January 28, 2010 meeting as emailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF FEBRUARY 28, 2010: Balance on hand beginning of month $ 2,360,115.70 Receipts during month 1,876,181.69 Expenditures during month 338,114.71 Balance on hand end of month $ 3,898,182.68 OLD BUSINESS NEW BUSINESS Director's Report: Shari Doe referred to her written report as distributed. Shari welcomed a couple Minot State social work students that joined us today. Staff Update •Brett Kuntz has been hired to fill the new Eligibility Worker position. Brett has been employed with Burleigh County as an Eligibility Technician for almost two years so she comes to her new position with great experience. Brett will carry a SNAP/Mediciad caseload. We will be interviewing to replace Brett's technician eligibility position. •Joy Landeis has been hired to fill the vacancy left by Janet Helbling. Joy previously worked for the Department of Corrections. Joy will carry a SNAP/Mediciad caseload. •Valerie Thomsen has been hired to fill the Administrative Assistant II position previously held by Deb Lachenmeier. Val has been employed with Burleigh County as an Office Assistant for the past few years. Val's experience with the agency is allowing for a very smooth transition between her 2nd floor position and her new position on the 4th floor. We are in the process of interviewing to replace Val's position. •Hazel Hoger was hired to fill the Office Assistant III position starting March 22, 2010 •Ron Turner, SW III with the Child Protection Unit recently began an extended medical leave. Ron is scheduled for heart surgery at the Mayo Clinic in Rochester, MN the last week in February. We expect Ron to be out at least six weeks. SNAP Quality Improvement Review The SNAP review was completed on February 17, 2010, a few days earlier than expected. The written report is not yet available, but the comments from the reviewers at the exit interview were very positive. One of the state reviewers described the Burleigh County QIR as the "…best review ever." Reviewers looked at several areas: •Reviews: The reviewers looked at 148 cases - overall 68% of cases were perfectly correct. When clarification about something in the file was made, 98% of the cases were correct. No substantive errors affecting benefit amount were made. Reviewers commented on how well organized and neat the files were - everything is laid out nicely, easy to find. •Civil Rights: no concerns noted; high praise received from community agencies on the accessibility of service. •Program Access: This was excellent. The reviewers interviewed 4 clients. The clients reported being "very happy" with the worker; the workers are always courteous and helpful. The reviewers also interviewed community partners (Aide, Inc., Ruth Meiers, Community Action, and Burleigh County Housing). All reported that the workers are great to work with, very responsive and they never hesitate to pick up the phone to call a worker with a question. •Office Process: Reviewers described this as "seamless". It was noted that, for such a large county, clients are seen quickly and the process is efficient and effective. •EBT Card Reconciliation: Perfect outcome - all the numbers matched. •Case file reviews: Counties are to do 2 case file reviews per worker per month. Burleigh doesn't always get this many done, but a good effort is being made. Given the large caseloads and programmatic changes, not getting to all the case file reviews each month is understandable. •Timeliness: SNAP expedited cases are to be worked within 7 days; non-expedited cases are to be worked in 30 days. All the cases (100%) reviewed were timely. •Recommendations: continue striving to complete case file reviews; no further recommendations - nothing to address. The reviewers commented on the good work done by eligibility staff describing them as very patient, organized and knowledgeable. The written summary of the QIR will be provided when available. Discussion followed. Chair Zentner state he was at the exit interview and attested to the outcome and expressed his appreciation for a job well done as did Marlowe Kro. Leo Voigt commented that he was very proud of the job that was done. Shari stated that "proud" was a very good word. She too was very proud of the job done by the workers. Video Conferencing Update Shari recently participated on a conference call with several federal ACF (Administration for Children and Families) administrators. This call was arranged by Dana Halvorson from Senator Conrad's staff in Washington D.C. The purpose of the call was to clarify ACF position on not allowing video conferencing to meet the monthly face-to-face visit requirement for children in foster care. The spokesperson for ACF, Joe Bock, made it very clear that video conferencing is NOT an acceptable way to assure these "vulnerable children placed in strange settings" is safe. He talked about legislative intent and that Congress clearly expected workers to physically see children face-to-face every month. The arguments about weather conditions, and other disciplines using video conferencing, i.e. physicians, pharmacists, psychiatry, etc. do not compare to assuring a child's safety. We intend to keep in touch with Senator Conrad's office on this issue. We also intend to find ways to use the technology in a way that is acceptable. Shari did attach the follow-up letter she sent to Senator Conrad. Shari stated we will continue to pursue other avenues to use technology to do the face to face interviews with possibly the aid of a worker on site as a live person that can attest to the welfare of the child. Jerry Woodcox questioned if there was any possibility of getting additional funding. The rules may not change, but hopefully they can obtain additional funding to meet the mandated guidelines. This would be something that would need to be looked into. Telephone Bid A Notice of Bids will be submitted to the Bismarck Tribune soliciting bids for a new telephone system. The deadline for submission of proposals will be 2:30 March 25, 2010 with bid opening scheduled at the 3:30, March 25, 2010, board meeting. National Social Workers Month Shari stated March is National Social Work Month. Burleigh County Social Services will recognize our professional social workers at our All Staff meeting on March 3, 2010 with a small celebration. In Burleigh/Morton Counties there are 36 social workers involved in adult services, child protection, child care licensing, and family social work. ADRC (Aging and Disability Resource Center) Staff We will begin interviewing for the ADRC staff the first week in March. Safety and Permanency Funds Chart Shari provided the board with a use chart of the Safety and Permanency funds. These funds are used to provide assistance to families in order to keep families together. North Dakota has appropriated for the 2011 biennium almost $400,000 that counties can make available to families and individuals to assist them to prevent a child being removed or to further the child being placed back home. Examples of things we might help with are deposits, paying electrical bills, and payment to have water turned back on. The chart shows the number of requests for safety and permanency funds; this is statewide. Sandy Smith keeps this information individually for Burleigh County. The chart also measured outcomes and it explains what the money was designed to do, such as reunification, stabilization, making sure a child isn't removed, enhancing family well being, preventing a placement and other permanency goals. Region VII has $82,000 for the biennium and Burleigh/Morton Counties spend the majority of that. This is a 90%-10% match; 90% of this money comes from the Federal and the State and 10% from the county. Through January 2010 our region has spent about $8,000. ADDITIONAL BUSINESS: Jerry Woodcox stated that on the news this past week there is a statewide 211 phone contact number that is reported to be going out of business; although not within and outside of the Fargo/Cass County area. Jerry Woodcox questioned if this phone service was a duplication of the ADRC pilot program. Shari clarified that it was not. ADRC is a "one stop shop" for long term care planning for the aged and disabled, where 211 was meant for everyone. Shari stated that 211 was identified in the ADRC proposal as a 24/7 contact for people and it is unfortunate that it is going away. The number is widely used throughout the state and was operated by the Mental Health Association in North Dakota. They could not afford to continue it, therefore First Link in Fargo took it over with hopes they could maintain it statewide, but they are running out of money. Chair Zentner stated under the ADRC program the 211 would be used as a referral source. Marlowe Kro stated that the PSC has had hearings on the 211 and it is his understanding there is a collaborative effort amongst a number of agencies to try and "dig" into their budget to keep it going. REVIEW OF BILLS: Bills numbered 64,610 through 64,669, for February 2010 were reviewed by Leo Voigt and signed by Chair Zentner. Motion by Leo Voigt, second by Betty Day and unanimously carried to approve the February 2010 bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: February 2010 Director Report; Letter address to The Honorable Kent Conrad; 2010 Travel Expenses; Social Welfare Fund report; County Poor Fund; Program/Service Information (previously emailed); Supervisor's meeting Minutes for January 11, 2010, January 25, 2010, February 8, 2010, and February 22, 2010; and Safety/Permanency Funds chart. NEXT BOARD MEETING: Thursday, March 25, 2010 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Dave Zentner, Chair Betty Day, Secretary BURLEIGH COUNTY SOCIAL SERVICE BOARD March 25, 2010 The Burleigh County Social Service Board convened at 3:30 p.m. on March 25, 2010, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Marlowe Kro, Val Timm, Leo Voigt, Betty Day, Brian Bitner and Jerry Woodcox. Also present: Shari Doe, Sandy Smith, Deb Lachenmeier, and Valerie Thomsen Absent: Chair Zentner asked if there were any additions to the agenda as printed. February 25, 2010 MINUTES: Copies of the Minutes of the February 25, 2010 Board meeting were emailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Marlowe Kro and unanimously carried to approve the minutes of the February 25, 2010 meeting as emailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF March 31, 2010: Balance on hand beginning of month $ 3,898,182.68 Receipts during month 271,925.39 Expenditures during month 371,596.13 Balance on hand end of month $ 3,798,511.94 OLD BUSINESS NEW BUSINESS Telephone Bids Bid received from Heinle Telephone. Chair Zentner reviewed the bid. The bid sheet details are as follows: System IWATSU ECS $9,307 - 7 line 34 programmable buttons 10 total at $2,090; 2 line 9 programmable buttons 90 total at $13,410; DSS console 120 programmable buttons 4 total at $1,760; call management software $2,100; installation of equipment $400; training $300; trade-in of existing system -$1,000; and 2 year warranty annual maintenance $1,200. Total installed cost $28,367. There is an option to add a PRI option for the amount of $1,100. This is not a necessary option; therefore was not considered in the review. Shari Doe stated Burleigh County Social Services 2009 budget included $30,000 for the new telephone system. Betty Day asked how bids were requested. Shari Doe explained the request was posted in the Bismarck Tribune under Legals on two occasions. Jerry Woodcox pointed out that there is to be 5% Surety Bond that was to accompany the bid. Chair Zentner was unable to find the Surety Bond in the submitted bid. Shari Doe explained that Heinle Telephone manages all of the county and city phones. Jerry Woodcox referenced in the Notice of Bids that Burleigh County reserves the right to reject any and all bids and "to waive technicalities, or to accept such as may be determined to be in the best interest of the county," and as Shari pointed out they are a very reliable firm and he would not have a problem with waiving the technicality of a 5% bond. Shari Doe was in agreement with this statement. Chair Zentner asked for the wishes of the board. Motion made by Marlowe Kro and seconded by Betty Day to accept bid as presented. The Board reviewed the bid and the company and agreed to waive the technicality of the missing Surety Bond. Motion made by Jerry Woodcox to waive technicality; seconded by Marlowe Kro. Motion carried to accept Heinle Telephone bid as presented without the 5% Surety Bond. Installation completion date set for July 30, 2010 Director's Report: Shari Doe referred to her written report as was distributed. BURLEIGH COUNTY SOCIAL SERVICE BOARD March 25, 2010 Staff Update • Lori Young, our Account Technician, is currently out on medical leave and will be gone for another couple weeks. Sandy Smith is currently handling a dual workload. • Introduction of Valerie Thomsen who is the new Administrative Assistant II that replaced Deb Lachenmeier. Valerie will be filling in when Deb is unable to attend the meeting. • Sarah Goethe has been hired to fill the Eligibility Worker Technician position. Sarah was most recently employed as a paraprofessional with Mandan Public Schools. • Hazel Hoger has been hired to fill the Office Assistant III position. Hazel most recently worked at Healthways. • Ron Turner underwent a successful surgery at Mayo Clinic in Rochester. Ron has since experience additional health concerns; however, he reports to be doing well. CPS (Child Protection Services) Workload The caseloads of the current workers are too high. Not only have we experienced increases in the number of child protection reports, this unit has been one worker short for almost a year. Based on what we know, we will continue to have at least one worker absent through September 2010. Consequently, we are advertising for a temporary Child Protection social worker. Morton County is taking the lead on this as the absent workers are Morton County employees. We have already received approval from Morton County Social Service Director, Ken Gerhardt, to look at bringing the Social Work intern we have this semester on staff temporarily after she graduates in May and writes and passes the Social Work licensure exam. Chair Zentner commented on the number of CPS reports and the fact that they continue to increase. Shari Doe explained that Burleigh County is "getting hit" on all sides with the increase in child protection assessments, the shortage of CPS workers causing increase workload per worker, the complexity and severity of the cases, and it also spills over to our clerical staff with increased paperwork. Often cases during and after CPS assessment are referred to our social work unit and they too are feeling the brunt of things. Leave Transfer Policy HR Director Renae Gall and Commissioner Peluso have been reviewing county personnel policies, specifically changes to our annual leave accruals policy. During this review it was noted that Social Services has a policy that allows transfer of leave when a new employee comes from another county Social Service office or the Department of Human Services HR Director Gall discussed changing the county's policy to allow years of service with other public entities to count when determining annual leave accrual for all Burleigh County employees. HR Director Gall reported that Commissioner Peluso was not in favor of this and he suggested that if the need should arise, the Department Director or HR Director should come before the Board of Commissioners to get a variance to the policy. HR Director Gall indicated to Commission Peluso that Social Services has a leave transfer policy for individuals who become employees of Burleigh County Social Services if the individual had been employed by other North Dakota County Social Services offices, ND Department of Human Services and Burleigh County. Commissioner Peluso suggested that the leave transfer policy be rescinded due to the additional liability the County takes on (compensation liability). Commissioner Peluso recommends the rescission so all Burleigh County employees are treated fairly. He does support leave transfers between Burleigh County employees who transfer between Burleigh County departments. The leave transfer policy is as follows: LEAVE TRANSFERS (Leave transfer policy approved by Burleigh County Social Service Board 5/27/99.) - Tenure: Burleigh County Social Services accepts the transfer of tenure only from employees of the Department of Human Services, other North Dakota County Social Services offices, and other Burleigh County offices. Burleigh County Social Services will not accept tenure from other state or county agencies. BURLEIGH COUNTY SOCIAL SERVICE BOARD March 25, 2010 - Sick Leave: Burleigh County Social Services accepts the transfer of all sick leave from employees of the Department of Human Services, other North Dakota County Social Services offices and other Burleigh County offices. Burleigh County Social Services will not accept sick leave from other state or county agencies. - Annual Leave: Burleigh County Social Services will accept the transfer of up to 120 hours of annual leave from employees of the Department of Human Services, other North Dakota County Social Services offices, and other Burleigh County offices. Burleigh County Social Services will not accept annual leave from any other state or county agencies HR Director Gall and Commissioner Peluso ask that the Social Service Board reconsider this policy to coincide with the County policy. Chair Zentner asked how many employees within the last year have been able to transfer leave. Shari stated we have had workers from Grant, Sioux, Williams, and Ward counties that have been able to carry leave to Burleigh County. The policy is being used as an incentive tool in hiring. Discussion followed. Jerry Woodcox asked what the difference is between the county leave policy versus state. Shari explained that all of our workers are under county leave policy and not under the state. However, the state does have a transfer of leave policy. Jerry Woodcox clarified the policy the Board put into effect in 1999 was a Social Services policy and not a county policy. Shari stated she understood this to be correct. Jerry Woodcox asked if the current policy was to be rescinded, what the policy would be. Shari explained that there would be no transfer of annual leave or sick leave. Discussion followed. Jerry Woodcox stated Social Service's policy was reviewed due to the review of the current county policy. He questioned if the Board should wait to make a decision until review is completed on the countywide policy. Shari stated at this time she does not believe that Human Resources will be bringing forth a policy that allows for leave transfer. It was agreed that with the current Burleigh County leave policy the amount of financial obligation could be large on the part of the county. Discussion followed. Shari stated that Burleigh County has been working over the past few years trying to align Social Service's policy with county policy in every area that they can that is not mandated by the Merit System. This is one area that is not mandated by the Merit System. The policy change would not affect any current Social Services employees. Motion by Leo Voigt and seconded by Brian Bitner to rescind the leave policy based on the discussion at this meeting and to align Social Service's leave policy with the County. Chair Zentner asked for further discussion, none expressed. Chair Zentner asked for a vote: 6 in favor; 1 opposed, motion carried. EBT Cards Since the deadline for the new Electronic Benefits Transfer card (EBT) is March 31, 2010 we have been busily replacing cards. A new EBT card will be necessary after this date to ensure uninterrupted access to their monthly food benefit. You will recall that the EBT card was changed because the ND Department of Human Services signed a contract with eFunds FIS to process all EBT transaction effective March 16, 2009. JP Morgan was the previous vendor. As of March 4, 2010, Burleigh County had over 600 cases (individuals) with an old EBT card. We anticipate that many of those are either closed or inactive; however we still have a fair number of clients needing a new EBT card. Adequate notice was given to the public that the cards will no longer work effective March 31, 2010. Unemployment Rates by County If you go to http:/cohort11.americanobserver.net/layoyaegwuekwe/multimediafinal.html, you will find a very interesting presentation on unemployment rates by county from January 2007 through December 2009. BURLEIGH COUNTY SOCIAL SERVICE BOARD March 25, 2010 Child Abuse Prevention Month April is National Prevent Child Abuse month. We have partnered with other agencies to promote prevention activities. You will note PSA's and other promotional activities beginning in earlyApril. SNAP Quality Assurance Review Results Shari recently received the final copy of the SNAP Quality Assurance Review results. Shari will distribute a scanned copy of the report via email to the Board members. ADRC UPDATE Shari reported Lynette Hinckley accepted the administrator position for the ADRC pilot project. She will start April 6th. Her first plan of action is to attend the Home and Community Based Symposium on April 7th and 8th. Lynette will be housed out of West Central Human Services. There is an Options Counselor that will be hired in a few months. ADDITIONAL BUSINESS: Chair Zentner reviewed the Program/Service Information report. He questioned the impact to the agency with the addition of the two nursing homes coming on board. Shari stated she didn't feel there would be a large impact. Discussion followed. Chair Zentner explained that on January 1, 2012 any family under the 133% poverty level will be eligible for the Medicaid Program. Discussion followed. The initial implementation of this program will be federally funded with a graduated participation for state funding. The program will need workers to determine the eligibility and this will be a county expense. REVIEW OF BILLS: Bills numbered 64,670 through 64,727, for March 2010 were reviewed by Jerry Woodcox and signed by Chair Zentner. Motion by Jerry Woodcox, second by Brian Bitner and unanimously carried to approve the March 2010 bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Program/Service Information (previously emailed); March 2010 Director Report; Notice of Bids; Request for Proposal; Supervisor's meeting Minutes for 3-22-2010; Social Welfare Fund; County Poor Fund; 2010 Travel Expenses; Social Welfare Fund - February 28, 2010. NEXT BOARD MEETING: Thursday, April 29, 2010 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Dave Zentner, Chair Betty Day, Secretary BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 The Burleigh County Social Service Board convened at 3:30 p.m. on April 29, 2010, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Marlowe Kro, Val Timm, Leo Voigt, Betty Day, and Jerry Woodcox. Also present: Shari Doe, Sandy Smith, Valerie Thomsen, Deb Lachenmeier, and Tara Muhlhauser, Division Director - DHS Children and Families Services. Absent: Brian Bitner Chair Zentner asked if there were any additions to the agenda as printed. March 25, 2010 MINUTES: Copies of the Minutes of the March 25, 2010 Board meeting were emailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Jerry Woodcox, second by Marlowe Kro and unanimously carried to approve the minutes of the March 25, 2010 meeting as emailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF APRIL 30, 2010: Balance on hand beginning of month $ 3,798,511.94 Receipts during month 205,138.36 Expenditures during month 371,189.12 Balance on hand end of month $ 3,632,461.18 OLD BUSINESS NEW BUSINESS Tara Muhlhauser, Division Director, DHS Children and Family Services spoke on the CFSR - Child & Family Services Review process. Tara gave an overview of the review process. The 2008 Federal Review included Bismarck, Minot and Fargo. The official CFSR report was issued based on the information gathered at the three sites, plus the information discussed at the state office level. The outcome of the report was North Dakota failed, but with that, every state failed. The national speculation is that no state has "passed" and it is likely no state will ever pass. The "bar" was high in the first review and was raised even higher with the second review. Tara stated Paul Ronningen, the former Children and Family Services Director, used to say about North Dakota, "Even though we failed, we were the best of the worst." The review team is measuring outcomes differently this time. The feds recognized states were comparing themselves to other states. Each state should be looking only at their own system and making decisions about practice and outcome improvements that will best serve children and families. The federal reviewers stated that North Dakota does a very good job. North Dakota ranks in the top of Region VIII. Further, North Dakota is one of the top child welfare systems in terms of practice outcomes and actual practice in the country. However, everyone can improve and the areas North Dakota needed to focus on were improvement in our case reviews and in our stakeholder's comments. The reviews are based on a review team (2 - 3 people) going through the case record to see what the social worker did, what decisions were made, who the decision makers were, and all other information important to the documentation process. In addition to the case file review, focus groups are conducted with stakeholders. For example, educational professionals are invited to come in and tell the reviewers about what is working and what is not working and what can be improved. As expected, these focus group meetings can elicit a lot of good suggestions for system improvements. They can also elicit lots of individual comments where someone may be carrying a grudge against the agency about something that didn't go well in a particular case or a disagreement they had. All the focus group comments are recorded and themes often emerge. After the CFSR two years ago, there were practice issues in each of the locations and some issues that stakeholders identified in some of the locations. State and county staffs were aware of some of the issues and a self assessment report was prepared prior to the review. Some of the issues not predicted came out in the focus group comments. That is both the BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 beauty and the difficulty in giving stakeholder comments that kind of weight in this kind of process. Sometimes it is necessary to take the lumps because it may involve only one case. Once the report was received from the federal government, North Dakota entered into a very lengthy period of negotiation to write a program improvement plan or a PIP. North Dakota is on the 3rd draft of a PIP and looks like the final version will soon be approved and then the two year time to make improvements will begin. Once the PIP is signed off, we will have eight (8) quarters or the full two (2) years to carry out those action steps, bench marks, measures that we are going to look at to assure we make practice improvements. This will have that to go in a final report to the federal government and we hope that we will, in fact, be able to finish that in eight quarters. The themes for the PIP include our abilities to engage families. A lot of times it was safety for their children, sometimes there were other issues involved with their children or some of the things the parents were engaged in that didn't appear to be healthy behaviors in terms of their ability to care for their children. One of the issues that became very important when engaging the parents was finding fathers and getting them involved with the planning for their children. That was the most significant finding. Tara stated she was aware that Shari Doe spoke with the board about the case work challenges. Finding the absent parent is its own challenge and then once you find them, getting them involved becomes another challenge. Some ideas of how to strengthen the practice and the success in getting fathers to the table are written into the improvement plan that has been submitted to the feds. The FRAME system will be a big help along with the PIP to standardize practice. Even though all agencies have the same policies throughout the state, we see practice differences. Part of our ability to be consistent around the state is to use one data system, to not only capture the data, but to capture the way in which we work through a case, gather information, assess, synthesize, and get to decision points in the same way. FRAME is written into the PIP as a "front and central tool" for moving forward with these practice improvements. Another practice improvement is safety. The good news is we did a tremendous job working with child safety and assessing child safety when cases came into child protective services, such as when calls came in, when the reports came in, and our follow up on those reports. What we were less consistent with was assuring the safety of children once they were placed in foster care. This is a systemic issue with "silos" between Child Protection workers and Foster Care/Family Social Work workers. Examples include a CPS worker not looking for relatives because that's an issue for the Foster Care worker. Also, a foster care worker may feel that their issue really isn't safety, because that has been assessed by CPS. In both cases safety is first. A CPS worker must know how to find relatives and insure it is a safe placement for the child as does a foster care worker needs to insure the child is placed in a safe foster care placement and it continues to be a safe placement for the child. In not following the safety of the child throughout the life of the case, we have failed the child and the family. The issues of safety, permanency, and well-being belong to every worker in every program. The review found that when going into family's homes and working with the child, safety measures have to be in place and the child's safety assessed on a regular basis. Safety issues need to be the same across the state. Another high point was permanency. At various places throughout the state, information was gathered from case files and stakeholder comments. They said at times we are having a difficult time getting the court system to work with us on permanency or the quickest permanency for the child. Sometimes that means scheduling court hearings, notifying foster parents, finding legal time, or having good legal resources available to secure what we need to secure permanency for the child. As a state we need to pay attention to that. We expect it is going to be a place by place assessment where things are working well or less smoothly, but we are to take a look at that in our plan. When writing the PIP, one of the things that became very apparent is supervisors are a key and crucial to good practice. The supervisors are in a place to challenge their workers about safety and permanency. To discuss what plan is in place for the child, what has been done to find relatives, the father, or about conversations with the father so that they can get him involved in building the plan for the child and actively engaged in activities toward the plan for the child. Much that is written in the PIP is to look at our work with county and regional BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 supervisors and be very clear with our expectations of them as they are in pivotal points when decisions are made. Supervisors are responsible to make sure all "ducks are in a row" and that good practice is used. The supervisors really need to be able to guide their workers to use good practice and be able to recognize when something is missing and discuss it. Our workers do a great job. We have very well trained licensed workers with an incredible work ethics. We have very dedicated workers. The field tells us the cases continue to build in complexity and everybody needs a supervisor to help work through the tough questions and for support. Therefore, one of the things being looked at in the plan is a very strong emphasis from the State perspective to provide support to county supervisors to be able to do their jobs well. Our county supervisors are a group that is "about their work". The state recognizes that supervisors need support and tools to do the job. Similarly with regional supervisors who do program supervision; we need to be clear what the expectations are and then find out what support is needed to do the job. Tara recognizes that this work is being done by two different government entities (county and state) however, this just underscores that we have to be integrated and seamless in our approach in order to do this work in the best way possible. Tara expressed she is more worried about our capacity to be able to carry out the blanket of supervision across the state, than she is about worker's willingness to engage to do it because there are counties that do not have a direct supervisor. Workers want to do the right thing, provide good services, and to be the best in the country. They feel very strongly about the quality of services they provide and they want to keep that quality there. Tara stated she hears about caseloads all the time and she understands why after Shari Doe pointed out a few weeks ago that foster care numbers have doubled in Burleigh County. Tara stated based on the reported increase, it is an obligation for the state to find out what support can be provided to the county. Tara stated Shari Doe should be able to hand out a PIP at the June meeting for the two year plan. In addition to the two year plan for the PIP, North Dakota must prepare a Title IV-B plan. Title IV-B funds safety and family preservation services. The PIP issues have been integrated into the IV-B five-year plan. This will allow the state and county to focus on one plan and one practice model for doing the work in North Dakota. In the next eight quarters there are things that need to be reported and also things we have to do in the next five years, but it is all the same agenda which is to work with families and wrap services around them based on what the families need. Marlowe Kro thanked Tara for providing the CFSR overview. Tara stated Shari has been absolutely wonderful to work with and she has been front and center and continues to be front and center chairing the association. Shari has been a very good and dedicated partner. Jerry Woodcox asked what the downside is if our state wasn't doing as well? Tara explained the federal government will do fiscal sanctions and they are steep. Chair Zentner asked how the PIP will impact the staff in Burleigh County. Tara stated they have already started talking with supervisors and asked them to join in the "think tank" as to how supervisors will be used to advance the work and make practice improvements. The direct impact on Burleigh County is they will be asked to participate because the staff is very experienced and carries lots of practice knowledge to help build the plan. Also, to integrate the FRAME system, which Burleigh County has already done. The FRAME system will do much of the work for the workers, but the in-home services and some of the foster care workers will be a little challenged to look at some new issues around child safety that they maybe haven't look at before. Tara stated this is a good and necessary practice change because it pushes down the "silos" and evens out good child welfare practice across the child welfare system. Tara stated once they have received the sign off on the PIP, she is willing to bring the PIP in and discuss any points where we may see some "bumps" in activity or "bumps" in requests of our frontline and supervisory staff and be more specific in what they are being asked to do. Director's Report: Shari Doe referred to her written report as was distributed. Staff Update We did not receive any qualified applicants for the temporary Child Protection Services social worker position recently advertised. We decided not to re-advertise but instead wait for our BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 social work intern's graduation. Jess Wurtz has been doing her senior social work placement in the Child Protection Unit and has expressed interest in taking a temporary position with the Child Protection Unit. Jess learned recently that she passed the Social Work licensing exam so she will be available for licensing as soon as she graduates. LIHEAP Assistance for Power Outages The Department of Human Services announced that families who qualify for heating assistance and experience unexpected costs from running generators due to power outages may qualify for heating assistance. Because of the disaster situation, LIHEAP can pay that portion of a participating household's fuel bill that was used to run a generator for heating the home. This does not address fuel costs for other household electric needs or for outbuildings. SNAP Assistance Additional SNAP benefits were made available for those families who lost food due to the power outage. Family Team Decision Making Burleigh and Cass counties are serving as "pilot" counties for a new project designed to help workers and engage family members in making critical decisions regarding the removal of a child(ren) from their home. A Family Team Decision Making (FTDM) meeting takes place immediately after a foster care placement or whenever a foster care placement is eminent. A FTDM facilitator organizes and leads the meeting in an attempt to achieve the least restrictive and safest placement for the child. The Village Family Service Center has a contract with the Department of Human Services to provide a facilitator for the Family Team Decision Making meeting in Burleigh County. This pilot is scheduled to begin June 1, 2010. Foster Parent Appreciation Month May is National Foster Parent Appreciation Month. We are again honoring Burleigh/Morton foster parents with a banquet and service awards. The banquet this year will be a little different in that we will be focusing on the areas identified as "very important" by foster parents completing a survey we conducted in February 2010. Those areas of importance are: • Getting together with other foster parents. • Getting to know social workers. • Training hours provided. Given these areas, we are limiting staff attendance to those who work most closely with foster parents and asking workers who do attend to make a point of sitting with and visiting a foster parent(s). The presentation being done by Jeff Ubben, Assistant Burleigh County State's Attorney and Lanny Serano, Project Director for the Lay Guardian Ad Litem Project will count as foster parent training hours (foster parents need 12 training hours each year). County Commission and Social Service Board members are welcome and your attendance is appreciated by foster parents and staff. Burleigh/Morton counties currently have 41 licensed foster families. Reclassification Request Last year we added a new position, Social Worker I, to assist Child Welfare workers with emergencies. After a year of experience with this position, it's apparent that we need to reclassify the position to more accurately reflect the duties and responsibilities of this position. This position quickly evolved and in addition to responding to emergencies, the Social Worker I has been covering many of the Division of Juvenile Services emergency court hearings, placing/transporting children and doing short-term case management. We will be proposing to the Burleigh County Reclassification Committee that this position be reclassified to a Social Worker II. The Social Worker I is a grade 9 with a starting salary of $43,080 per year; the Social Worker II is a grade 10 with a starting salary of $45,336 per year. However, because the Social Worker I position is "non- exempt", we have, on occasion, run into overtime problems. A Social Worker II is an exempt position. If the reclassification is approved, we intend to place the worker at Step 2, grade 10 ($46,758): this would be a salary BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 increase of $1,164 for 6 months (July - December 2010). We will have money in the budget to cover this. The Reclassification Committee will begin reviewing requests in May 2010. County Service Awards The Burleigh County Annual Service Awards luncheon is scheduled on Tuesday, April 27th. Several social services employees will be recognized for their years of service to the county: Linda Langley, Eligibility Worker 5 years Shari Snider, Eligibility Worker 5 years Rhonda Block, CPS Social Work lead worker 5 years Linda Keller, 4th floor clerical 5 years Natalie Anderson, CFS Social Worker III 5 years Melinda Lapp, Adult Services Social Worker II 10 years Sharon Dockter, CFS Clinical Supervisor 10 years Tammy Balliet, CFS Social Worker III 10 years Barb Messmer, Parent Aide 15 years Betty Picard, Eligibility Worker 15 years Brian Jessen, CPS Social Worker III 15 years Carmen Hickle Hanson, CFS Social Worker III 15 years Meroe Haug, Eligibility Worker 15 years Gloria Hoff, Parent Aide 20 years Janette Yoder, CPS Social Worker III 20 years Marie Thompson, Adult Services Social Worker II 25 years Daycare provider numbers were corrected. ADDITIONAL BUSINESS: Guardianships Jerry Woodcox explained the commission had a local attorney from Bismarck submit a request for the Burleigh County Commission to provide funding for guardianships of about 25-26 potential clients that were being provided services by a small guardianship company out of Jamestown. According to the attorney, the guardianship company is coming over here for free to provide guardianship services. They do not turn any clients down, so there is concern there are clients not getting the level of guardianship services they need. Jerry Woodcox did contact Judge Haggerty and she agreed we do have more potential clients then we have guardians available. The commission was asked for funding and they provided a small amount of funding for one particular critical case. This is being presented to the Social Service Board because in some counties the guardianships do go through social services and are funded accordingly, but not in Burleigh County. Jerry Woodcox stated Shari Doe looked at various other counties and can provide additional information on her findings. This is being presented to the Social Service Board to see what options are available. Jerry Woodcox stated they would not be able to do anything about it this year because there hasn't been money budgeted for any additional guardianship service. At this time, Guardian and Protective Services (GAPS) provides $2,000 per month to them, plus we give GAPS a break in rent at the Provident Life Building. Jerry Woodcox stated it should be looked into if there is more we can do or should be doing and where it should be coming from. Shari Doe explained DKK, the guardianship service out of Jamestown, specializes in providing guardianship for the seriously mentally ill, chronically mentally ill, and substance abusers. Guardian and Protective Services in Burleigh and Morton County are not doing guardianships for that population because of the time and expense involved. GAPS provides services mostly to the elderly 65 and older. An example of services GAPS provides is supervision of finances, medical, and housing. It is necessary to have a court order for guardianship. GAPS also serves as conservators, social security payees, power of attorney for health and/or finance, and as personal representatives or trustees of the state. Guardians are not licensed and anyone can be a guardian that the judge determines. There are guidelines of what is expected of a guardian. Shari went on to explain that she surveyed other social service agencies in North Dakota to get some idea of what other agencies are doing and most do not do anything with guardianship; they do not pay or provide services. BURLEIGH COUNTY SOCIAL SERVICE BOARD APRIL 29, 2010 Shari distributed a handout, which provided additional information of her findings. At most, what county social service agencies do is provide limited visiting services if they are court ordered and some do it for a fee. Examples given were a judge assigned a ward to a social services director and a social service agency was appointed emergency guardian when there was nothing else that could be done. Cass County said on rare occasions they will do guardianships, pay for guardianships, and provide the service through social services. A lot of the counties have public administrators, but they are not handled through social services. Shari also pointed out in her report the referral sources the counties use for guardianship. Shari stated this is a "hole" in services. Most people she spoke with agreed this is an issue and there is a lack of guardians available for this population. It takes a lot of money to do and they don't have the resources. The Department of Human Services and the Regional Human Service Centers are the most closely involved with this population because they are mental health providers. They do provide a Seriously Mentally Ill (SMI) case management program, however, SMI case managers do not have any legal authority like a guardian does. They do not seek guardianship unless the person is, as one person said, "pretty darned impaired" or pretty dire; this would be the same under adult protective services. They have the right to assess, provide, and arrange services if the vulnerable adult consents. Aging Services is the gatekeeper for state funding to pay attorneys to set up guardianships. Guardianships are not specifically spelled out in the Century Code as a Social Service responsibility like the other programs are, but as a human service it is something counties could do. Shari provided the North Dakota Century Code site on guardianship services and the continuum for chronically mentally ill individuals. In both situations, the Department of Human Services is referred to. Shari stated that a lot of the county social service agencies suggested this is a state human service issue. It was recognized that this is difficult problem and it is a matter of who should provide the funding. Discussion followed. It was proposed for funding of $50 per month per person for services. It was the consensus that this should be a state funded program. Chair Zentner asked if there was a motion or did the board wish to table the issue. Jerry Woodcox stated the issue was on Monday night's commission board meeting agenda and he wanted to present the same summary of information from this meeting. He stated that he would explain that it was agreed that this should be a state sponsored program and suggest if there is another bill introduced that it be supported for state funding. At this point, neither the Board nor the Commission has the funding in the budget to support the program. REVIEW OF BILLS: Bills numbered 64,728 through 64,803, for April 2010 were reviewed by Dave Zentner and signed by Chair Zentner. Motion by Leo Voigt, second by Betty Day and unanimously carried to approve the April 2010 bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: Director's Report March 2010, Burleigh/Morton Foster Parent Appreciation Banquet invite, Guardianship letter dated 04-29-10 and survey outcome report, Client Survey letter dated 03-29-10 and summary of Snap Quality of Service Surveys, Supervisor's Meeting Minutes from April 5, 2010 and April 19, 2010, Program/Service Information-March 2010 (previously emailed), 2010 Travel Expenses, County Poor Fund, Social Welfare Fund report and graphs NEXT BOARD MEETING: Thursday, May 27, 2010 at 3:30 p.m. in the Tom Baker Room at the City/County Building. Dave Zentner, Chair Betty Day, Secretary BURLEIGH COUNTY SOCIAL SERVICE BOARD JUNE 24, 2010 The Burleigh County Social Service Board convened at 3:30 p.m. on June 24, 2010, in the Tom Baker Room at the City/County Building. Present: Dave Zentner, Marlowe Kro, Val Timm, Leo Voigt, Jerry Woodcox, and Betty Day. Also present: Renae Gall, Shari Doe and Deb Lachenmeier Absent: Sandy Smith and Brian Bitner Meeting opened with congratulations to Leo Voigt for reappointment to the Board for another two years. Chair Zentner asked if there were any additions to the agenda as printed. None expressed. May 27, 2010 MINUTES: Copies of the Minutes of the May 27, 2010 Board meeting were emailed to the membership. Chair Zentner asked if there were any additions or corrections to the minutes. Motion by Leo Voigt, second by Marlowe Kro and unanimously carried to approve the minutes of the May 27, 2010 meeting as emailed. FINANCIAL REPORT OF SOCIAL WELFARE FUND AS OF June 30, 2010: Balance on hand beginning of month $ 3,382,172.09 Receipts during month 161,773.98 Expenditures during month 900,056.27 Balance on hand end of month $ 2,643,889.80 OLD BUSINESS NEW BUSINESS Director's Report: Shari Doe referred to her written report as was distributed. Staff Update • We have a new baby in the Adult Services Unit. Sandi Erber, Adult Services Social Worker case manager, welcomed Chloe Erber on June 4, 2010. • We are currently interviewing to fill the vacant Eligibility Worker position. • A Child Protection social worker recently began 3 weeks of medical leave - she may be looking at another 2 weeks of restricted activity after returning to work. • Due to medical and other absences, the Child Protection Unit has been short one FTE worker for over a year. • Jess Wurtz a new Social Work graduate began working full-time this month to help cover the 3 month maternity leave that is expected to begin very soon. North Dakota Program Improvement Plan The DHS Children's and Family Services Unit recently received federal approval for the "PIP" (Performance Improvement Plan). This plan is a result the federal Children and Family Service review conduct in April 2008. Since so much time has passed since the review, several of the identified "remedies" have been enacted. Following is a list of North Dakota's performance issues: 1. Strengthen the risk and safety assessment practice components of the Wraparound Practice Model to enhance safety outcomes across the child welfare delivery system. Key concerns: a) Risk and safety across the life of the case; b) Initial and ongoing assessment of risk; c) Maltreatment in foster care; d) Use of administrative assessments when reoccurrence occurs; e) Inconsistent implementation of the Wraparound Practice Model. County implications: The Wraparound model of case management involves, among other things, smaller case loads for case managers. We have been working on this for the past few years and try to keep a ratio of 10 families per case manager. In the past year this ratio has increase to almost 12 families per case manager because of increased demand for services. Continuing caseload increases will require more social worker time to maintain the Wraparound caseload standard. The risk and safety factors of each case are included in FRAME computer system and follow the case throughout the life of the case. FRAME was implemented in August 2009. Reoccurring abuse and neglect reports are staffed jointly by the CPS and family social work staff and supervisors. 2. Strengthen the child and family engagement practice components of the Wraparound Practice Model to enhance permanency and well-being outcomes across the child welfare service delivery system. a) Engaging non-custodial parents in all aspects of case practice; b) Involving parents and children in case planning; c) Addressing the needs of children and families across the life of the case, particularly to prevent foster care re-entry; d) Caseworker visits with children, their custodial and non-custodial parent; e) Inadequate engagement with non-custodial parents; f) Improving caseworker contact frequency and quality with children, their parents and non-custodial parent; g) Preserving continuity of relationships for children. h) Lack of support for supervisors as "change" agents in the child welfare system. County Implication: This requires case manager face-to-face visiting with children and their parents each month. We made monthly face-to-face visiting a case manager expectation several months ago. Monthly face-to-face visits are costly in terms of staff time and travel costs. To address the increased costs, we have contracted with other counties/entities to conduct visits for children under our custody placed outside the region, we have utilized our own vehicle, and we will be using electronic conferencing to connect children with family members when possible. Increasing the frequency and the quality of caseworker contacts with children and their parents requires increased resources and contributes to the stress workers are experiencing in trying to get everything covered. Strengthening the supervisor's ability to review, consult and support workers is a key component in a sound Wraparound Practice Mode. Assuring that supervisors don't get overwhelmed with their own caseload or overwhelmed with having too many workers to supervise is critical to good case outcomes. 3. Strengthen child permanency practice components of the Wraparound Practice Model and intra-agency case practice to enhance permanency outcomes. a. Parent-child sibling visits; b. Parent-child relationships; c. Relatives as placement options; d. Meeting the independent living needs of older youth; e. Placement stability; f. Re-entry into foster care. County Implications: Assuring that caseworker and child visits take place each month in addition to regular visits between children and their families are time-consuming and complicated when there are multiple family members in multiple locations. In placing children, relatives are always looked to first. However, relatives are not always easy to find and the search takes time and resources to conduct. In an effort to manage the increasing caseloads, supervisors are recommending case closure quicker. It's been argued that closing cases prematurely results in foster care re-entry. 4. Use of multiple sources of data to engage courts in ongoing dialogue and develop county-specific strategies to achieve timely permanency goals for children in foster care. a. Timeliness of reunification; b. Termination of parental rights timeliness; continuances that stall permanency; lack of notice to foster parent/caregivers and involvement in court hearings; c. Timeliness related to Native American children; d. Engaging partners to achieve permanency in a timely manner. County Implications: Progress towards this strategy involves working with the courts and assistant state's attorneys to keep cases moving forward. The granting of continuances, lack of notice, ICWA compliance, scheduling TPR's all can grind case progress through the system to a halt. Employing an attorney to specialize in child welfare has been discussed. Social workers are not attorneys and do not have the knowledge to affect the legal system. 5. Develop collaborative approaches to address service array issues. a. Access to services in remote areas and on the reservation; b. Culturally appropriate services; c. Insufficient individualization of services; d. Lack of adequate services to meet needs, particularly for youth with significant issues. County Implications: Burleigh/Morton counties are fortunate to have access to many services and resources for youth that counties in more rural areas do not have. We do occasionally deal with the "cookie cutter" approach to providing services, but overall collaboration with other agencies is very positive and workers are able to individualize services. Leo Voigt asked Shari what the plan is to keep the caseloads at ten per worker. Shari stated that one would assume with the number of children in North Dakota declining that the caseloads would remain the same or also decline; however that has not been our experience. Shari went on to explain to keep the caseloads where they are we would need to add another worker so the cases could be spread out. Chair Zentner asked what the recommended number of cases per worker is. Shari stated ten is the recommended number, but we are able to do twelve. A higher caseload increases the difficulty in the work when an individual has a larger amount of families and children to manage each month. Discussion followed. Chair Zentner questioned if the number of cases have stabilized or does it continue to increase. Shari referred to her handout in response to Chair Zentner's question. Shari pointed out between 2009 and 2010 there are increases in children foster care and Wraparound case management. Shari explained the cases are more complex than what they have seen in the past. In the Child Protection unit the numbers have been relevantly stable; however CPS was one worker short throughout almost all of 2009. Shari explained one thing that has helped in CPS is the multi-county project. The multi-county workers have been handling their cases in addition to helping with Burleigh County cases. Shari continued with the review of the Economic Assistance Program chart, which includes TANF, SNAP only, SNAP/MA, MA/LTC, MA only, and LIHEAP. Shari pointed out an increase from 2009 to 2010 of over 300 cases. Discussion followed. Medicaid Long Term Care cases have decreased. Low Income Heating Assistance Program (LIHEAP) has remained fairly steady and Medicaid only cases have increased. Shari reviewed the Adult Services chart. She stated the Home Community Based Services (HCBS) case management cases have increased from 264 to 303 since 2009. There has been a drop in the number of clients served by the county In-Home Care Specialist. This is to be expected as we are down to less than 1 FTE position as this position is being phased out. Most county paid in-home care is now provided by private providers. Marlowe Kro asked if the IHC and CP clients were included in the HCBS numbers and Shari confirmed they were. Shari asked if there were any further questions regarding the Performance Improvement Plan (PIP). Chair Zentner asked what the time line was. Shari stated it is 2 years. Shari also commented ACF (Administration for Children and Families) is currently looking at the overall federal review process. Discussion followed. 2011 Budget The budget meetings with all the supervisors have been completed. Child Welfare and Economic Assistance supervisors are asking for additional staff. We are analyzing the data from each unit and will be able to make budget recommendations in a couple of weeks. We appreciate county budget constraints and will look at all possible staffing alternatives. We continue to look at ways to streamline or eliminate functions that are not required or necessary to achieve the goal of the function. Discussion followed. The budget information will be completed prior to the July Board meeting. Marlowe Kro expressed concern of the current caseloads and future possible increases. He asked if there have been any projections done using past history and trends to help anticipated increases. Shari explained future trend analysis is difficult due to the many variables that come into play; however history data suggests that the trend has been upward in all programs. Marlowe Kro stated it is important that county social service offices plan ahead for increases to better meet our client's needs and it will be important to closely monitor the increase in relationship to the number of employees. Medicaid Change Federal health care reform legislation will change Medicaid as we know it. By 2014, the eligibility requirements for Medicaid will change to include adults aged 21 - 65 who are at or below 133% of poverty (one person earning $10,830 per year or less). The Department of Human Services estimates this could result in a 50% increase in Medicaid eligible recipients state-wide (35,000). With about 10% of the state-wide Medicaid caseload, Burleigh County could expect about 3,500 new Medicaid eligible recipients for Burleigh County. Due to the SWAP legislation enacted several years ago, counties are responsible for the administrative costs of the Economic Assistance programs. Under the new health care reform legislation, the Medicaid program requirements will be simplified which means one worker could possibly handle more cases. Nevertheless, everyone agrees that more county eligibility workers will be needed. Currently, one FTE Eligibility Worker can manage between 160 - 300 Medicaid cases depending on how many other programs are included in the case. Given the participation projections we've received to-date; Burleigh could conservatively be looking at three - six additional workers to manage Medicaid. The effort now is to get more detailed county-by-county data to more accurately anticipate how the Medicaid changes will impact counties. Legislation The ND County Social Service Directors Association passed a resolution to draft legislation to move foster care and subsidized adoption costs to the state budget. This was introduced during the last legislative session and ultimately defeated. Last session the bill's sponsors promoted the bill as property tax reduction. The bill (HB 1425) was amended into a study but was not selected. Terry Traynor, NDACO will be assisting in gathering sponsors and drafting the bill. The fiscal impact to Burleigh County in the 2009 session was $625,608.00 Shari provided a handout of an analysis of health care reform on county government prepared by NDACo entitled "North Dakota County Government - White Paper - Federal Health Care Reform Effects - Preliminary Analysis". Marlowe Kro stated under the Health Care Reform Bill in effect right now, states will have an opportunity to access additional federal funds. It will be important for the County Social Service Board and the ND County Social Service Directors Association to advocate the state to pursue the federal funds available. The funds are not automatically being sent to the state, it is necessary for the state to request them. Marlowe Kro stated it would be wise for the County Social Service Board to direct a letter to Carol Olson, DHS, Executive Director or the governor's office or both encouraging the full utilization of access to additional federal funds available. Discussion followed. ADDITIONAL BUSINESS: Renae Gall, Human Resource Director, referred to her handout which included her June 21, 2010, email and Social Service Director IV Salaries for North Dakota Counties spreadsheet. Jerry Woodcox asked if Department Heads have discussed salary increases for 2011. Renae stated they have not met yet; therefore the information is not available. Review and discussion of the spreadsheet followed. Jerry Woodcox stated they are in the current budget cycle. Now would be the time to request the increase and suggested the request be done through the budget process. Chair Zentner asked Renae if there is a step process in the director's position and she confirmed there is. Renae didn't have the information with her at the time, but did explained the step process and how the steps are broke apart. Motion by Marlowe Kro that the Board recommends a two step increase for the Director of Burleigh County Social Service Board through the budget process, seconded by Val Timm and unanimously carried. Renae Gall asked the board for confirmation that should the commissioners approve the two step increase, it would be a two step "catch up". For clarification purposes she gave an example if a one step increase were to be approved for all employees, the director would receive the approved one step plus the additional two steps for a total of three steps. Chair Zentner stated this was correct. REVIEW OF BILLS: Bills numbered 64,882 through 64,955, for June 2010 were reviewed by Betty Day and signed by Chair Zentner. Motion by Betty Day, second by Leo Voigt and unanimously carried to approve the June 2010 bills as presented. MATERIALS DISTRIBUTED TO THE BOARD: May 27, 2010 Board Meeting Minutes, June 2010 Director Report, Social Welfare Fund charts for May 31, 2010, County Poor Fund, 2010 Travel Expenses for 01-10 thru 05-10, Program/Service Information (previously emailed to board members), Supervisor's Meeting Minutes for June 14, 2010, Program caseload charts (handout during meeting), North Dakota Government White Paper Federal Health Care Reform Effects - Preliminary Analysis, Memo from Renae Gall dated June 21, 2010, with attachment of Social Service Director IV Salaries for ND Counties, and Burleigh county Pay Grades and Step Structure spreadsheet (handout after meeting adjourned) NEXT BOARD MEETING: Thursday, July 29, 2010, at 3:30 p.m. in the Tom Baker Room at the City/County Building. Dave Zentner, Chair Betty Day, Secretary Privacy Policy  |  Disclaimer  |  Site Map Copyright © 2010 Burleigh County. All rights reserved. design and programming by inet technologies