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B030111 New Hanover County Board of Social Services Meeting Minutes Human Resources Conference Room B New Hanover County Government Center 10:00a.m. - 2:00 p.m. The New Hanover County Board of Social Services met in open session on Tuesday, March 1, 2011 at 10:00 in Human Resources Conference Room B of the New Hanover County Government Center. ATTENDING: John Craig, Chairman; Patrick Riley, Vice Chairman; Evelyn Bryant; Diana Woolley and Brian Berger ALSO ATTENDING: LaVaughn Nesmith, Secretary to the Board; Stephanie Monteath, Administrative Support Specialist The Chairman called the meeting to order at 10:20 a.m. Mr. Craig asked for a motion to approve the agenda. Mr. Riley moved for approval of the agenda. The motion was seconded by Ms. Woolley with one additional break to be determined by Mr. Craig and passed unanimously. Mr. Nesmith led the invocation. CONSENT AGENDA Mr. Craig asked for a motion to approve the consent agenda. Mr. Riley moved to approve the consent agenda. The motion was seconded by Ms. Woolley and passed unanimously. INFORMATION AGENDA Karen Graham reviewed budget expenditures. No action was taken by the Board. STRATEGIC ACTION AGENDA New Hanover County Department of Social Services Proposed Budget for FY11-12 LaVaughn Nesmith read the New Hanover County DSS mission statement and gave an overview of the FY2011/2012 proposed budget and the fiscal state of the agency. Mr. Craig asked about a new position labeled Medicaid Transportation/Data Entry. Wanda Marino noted the agency plans to take an administrative position and move it under Medicaid Transportation. Karen Graham added that the person would have data Page 2 of 6 entry duties for many Social Work programs throughout the agency in addition to transportation coordination. Christine McNamee introduced the budget process roadmap with the County. Mr. Nesmith noted that DSS plans to move the Strategic Planning for 2012/2013 to September so it can really impact budget preparation. Patricia Robinson explained how Leading By Results works with the budget process. Ms. Robinson reviewed the Guiding Principles used to develop the budget. Ms. Robinson reviewed the positions DSS is requesting to un-freeze as well as 6 additional positions. Ms. Marino gave additional detail about the social work positions DSS hopes to fill (1 Chief managing Work First and Adult Services, 1 Treatment position and 1 Foster Care/Adoption position). Ms. McNamee explained that there are some services which are less costly and more easily performed by the use of contracts. Angelina Bernard reviewed the volunteers DSS uses to help the agency and positively impacts the budget such as LINC Inc., senior aids and Work First Work Experience participants in the agency. (These volunteers contributed over 7000 hours of work). DSS saves over $80,000.00 a year by using these volunteers. Ms. Bernard also reviewed the community partners DSS works with and often provides staffing to serve on their Board of Directors. Ms. McNamee introduced Alyssa Harrell of Young Williams, the agency DSS contracts with for Child Support Enforcement. Ms. Harrell talked about using client satisfaction surveys, Language Solutions and ASL interpreters as just of few of its customer service initiatives. John Ranalli talked about Program Integrity initiatives. At present, the agency has recovered over $100,000.00 through program integrity. The agency will work with the tax intercept program to collect outstanding funds this year. As well, the program integrity program uses small claims court, local hearings (in the agency) and internal program audits to remain compliant with program standards. There are several strategies DSS is employing to meet its growing demands. Stephanie Monteath talked about the new software the agency recently purchased to assist with reducing the use of ASL interpreters and at the same time, have more fluent and readily available sign language assistance for our clients. Ms. McNamee discussed DSS' push to use more technology to aid in reducing the work load despite the increase of clients coming into the agency. DSS is hoping to make the kiosks even more effective for program application completion. Angelina Bernard discussed how it will save money to get more agency vehicles as opposed to paying mileage to staff. Currently the agency vehicles are always checked out. As well, if the mileage of a potential trip will be more than 100 miles, the agency asks that staff use rental cars. The Chairman called for a break at 11:03 a.m. Page 3 of 6 The meeting reconvened at 11:11 a.m. Wanda Marino discussed the use of Vanguard staffing for out of county visitations as a cost savings for DSS. Kari Sanders reviewed the contract with Methodist Home for Children that provides intensive family preservation and intensive family reunification services. These services reduce the time DSS is involved with the family which can prevent the need to remove a child from the home or shorten the time a child is away from the home. Ms. Sanders and Brian Bocnuk talked about the increased court orders for psychological assessments which are very costly. Wanda Marino added that mental health services are just not available through Southeastern Mental Health, which equates to an increased expense to DSS. Ms. Sanders explained that doing a comprehensive clinical assessment gives so much more information about a family than the court mandated psychological evaluation gives and for less cost. Mr. Nesmith would like Dean Hollandsworth to advocate with the courts for the ability to do comprehensive clinical assessments. At present over $135,000.00 has been spent on psychological evaluations this fiscal year. Mr. Bocnuk noted that substance abuse counseling/treatment is very expensive and most folks are not better in the three months time allotted. DSS is the guardian for two children whose parents have died; DSS employs a CPA to manage the settlement that came to those children. As well, DSS contracts with CAPP for parenting classes. Mr. Nesmith introduced the proposed new expenditures for FY 2011/2012. Mr. Craig asked what would happen if DSS doesn't get the 7 positions reinstated. Mr. Nesmith talked about the projected increase in people applying for and receiving services. As well, the SEEK (Subsidy Early Education for Kids), a mandated program of the State, is requiring a "swipe card" system at a cost of $3.00 per child. This is a cost of over $50,000.00 to the agency. In the long run, this program is expected to save the county money, but in the short run, there is a lot of initial expense. Ms. Woolley asked if DSS could reduce the number of people the caseworkers see. The answer is no, all people that would like services must been seen according to mandated policy. Ms. Woolley suggested that the Board members go to the public hearing to advocate for the needed positions. Mr. Berger also suggested posting signs in the building and inviting the public to attend and tell their stories. Karen Graham reviewed the expenditures pie chart. There was an open discussion about the use of overhead throughout the county. It was noted the State's portion of the budget has decreased by 68% and the County has had to pick up most of that cost. The Board broke for lunch at 12:00 noon. The meeting reconvened at 12:30 p.m. Stephanie Monteath introduced the Administrative Support indicator. DSS is meeting the target of utilizing dollars to reimburse the county for all allowable costs. Last year that target was met at 103%. Ms. McNamee noted that wait time in the agency (using a Page 4 of 6 median time) is improving. Ms. Monteath reviewed the Annual Personnel Report noting turnover has decreased in the last 2 years. Ms Graham noted the financial data for administrative support for FY2011/2012 is $3,735,939.00 (9.98% of the budget). Mary John Brantley talked about Food and Nutrition Services. The program is currently serving 93.68% of citizens eligible to receive services. The monthly average of on-going FNS cases has increased from 6,964 in 2006 to 12, 474 in 2010. The monthly average of FNS applications has increased from 3,954 in 2006 to 6, 917 in 2010. The financial data for Food and Nutrition Services for FY2011/2012 is $2,384,719.00 (6.38% of the budget). Kathi Heslin talked about the increase in folks receiving Medicaid and related it to the massive unemployment situation, explaining many folks have never been in a situation where they could not provide medical assistance for their children. It is expected that 70% of the eligible population will receive Medicaid this year. In FY06/07, 12,860 people received Family and Children's Medicaid. That number has grown to 15, 610 in FY09/10. In 2007, the number of people receiving Adult Medicaid was 7,537 and has increased to 8,036 in 2010. Currently, New Hanover County has more retirees than youth which will exponentially increase the number of people potentially eligible for Adult Medicaid. The financial data for Medicaid/Health Choice for FY2011/2012 is $4,361,392.00 (11.66% of the budget). Ms. Heslin discussed the diminishing Day Care Subsidy program. In FY09/10 68.18% of the people receiving child care did so in order to attend school or remain employed. Funding continues to be less accessible for this program. The financial data for Child Care Subsidy is $8,215,861.00 (21.96% of the budget). Note that the remainder of the percentage of folks receiving child care subsidy is made up of child protective service plans, foster care families or Work First recipients. Alyssa Harrell reviewed Child Support Enforcement. In FY 09/10 the program collected 100.4% of the support obligated. Currently, Young Williams is exceeding the state wide average by 5% with cases under order and 1% in current collections. Wanda Marino discussed the dissolution of the Prevention Services program. Treatment social workers and Work First social workers are now doing prevention work in addition to their regular duties. The Work First program is administering Emergency Assistance funds as well as working with folks to prepare them for gainful employment. The financial data for Work First and Emergency Assistance for FY 2011/2012 is $3,459,831.00 (9.25% of the budget). Ms. Marino noted in addition to the Emergency Assistance funds received from the State and County, NHCDSS receives private donations through individuals and churches to aid families with energy bills, school supplies etc. The number of applications for emergency assistance in FY2009/2010 was 5,453. In the first six months of FY2010/2011, DSS took 2,800 applications. In FY 2009/2010 the amount of Emergency Assistance given to families was $919,618.00. The amount of EA given to families in the first six months of FY2010/2011 is $696,587.00. Page 5 of 6 Diana Woolley moved to extend the meeting until 1:30. The motion was seconded by Mr. Berger and passed unanimously. Ms. Sanders explained recidivism in child abuse and neglect. It was noted that while the percentage of recidivism looks high, many of those reports are taken after the child is comfortable enough to disclose the abuse to a social worker and after the child has been removed from the home. In FY 2009/2010, 28.28% of the children who had a confirmed child protective service (CPS) were placed in custody of the department. During the first six months of FY2010/2011, 20.07% of the children with a confirmed CPS report were placed in custody of the agency. Ms. Sanders reiterated how well intensive family support services have helped the agency to keep families together and end DSS's involvement much earlier. The State standard for intensive services social workers is 10 toL Currently, NHCDSS has a ratio of 14 to 1. Mr. Bocnuk noted the first target for Children's Welfare services is finding permanency for children within 12 months. The main challenge for this target is that families are struggling with substance abuse and mental health issues. Once the family loses custody of their children, they usually lose their Medicaid as well and then cannot afford treatment. One year is often not long enough for a family to agree to and complete a course of treatment. As well, there is a lack of mental health services available, especially if the family doesn't speak English. Another challenge to the program is finding a suitable setting for a youth that may have criminal charges or substance abuse issues of their own. Despite these issues the unit has made progress toward the bench mark of 50%. The board asked Mr. Bocnuk what he needed and he said another social worker. The financial data for Children's Social Work Services is $10,871,190.00 (29.05% of the budget). Ms. Woolley moved to extend the meeting until 2:00 p.m. The motion was seconded by Mr. Riley and passed unanimously. Ms. Marino reiterated that the adult retired population is growing by leaps and bounds due to the baby boomers. It is expected that guardianship and adult social work services will continue to increase. Most of the folks needing assistance are not Medicaid eligible. The financial data for adult services is $2,697,023.00 (7.21% of the budget). DSS is not asking for additional funds for this program at this time. Ms. Woolley clarified DSS is asking for $37,417,942.00, which includes the 7 un-frozen positions, 6 additional positions and the technology. She would like it to be known that the 7 frozen positions are no longer negotiable. Mr. Nesmith shared that the Assistant County Manager does not support more than the 7 position and the technology. Ms. Woolley explained that she feels differently and will advocate for 13 positions. The Chairman asked for a motion to support the proposed agenda for FY 2011/2012. Mr. Riley moved to support the budget. The motion was seconded by Mr. Berger and passed unanimously. Page 6 of 6 Next Meeting Objectives NC Job Connector Additional Items Mr. Riley read the Child Abuse Month Proclamation. Mr. Craig asked for a motion to approve the proclamation after the removal of paragraph 5. Mr. Riley moved to support the proclamation. The motion was seconded by Ms. Woolley and passed unanimously. The Board by consensus entered into closed session at 1:45 p.m. The Board returned to open session at 1:55p.m. As there were no further items to discuss as provided in G.S. 154A-98 to consider information that is confidential pursuant to G.S. 108A-80 and or G.S. 154A-98, the board by consensus adjourned at 2:00 p.m. Respectful) ubmitted, v LaVaughn Nesmith, Secretary to the Board ioohn E. Craig U Chairman