Adopted Minutes of the Joint Powers Board Meeting held August 11, 2015 Steele County Administration Center, 630 Florence Avenue, Owatonna, MN Room 40

Transcription

1 Adopted Minutes of the Joint Powers Board Meeting held August 11, 2015 Steele County Administration Center, 630 Florence Avenue, Owatonna, MN Room 40 I. The Minnesota Prairie County Alliance joint powers board met in regular session on August 11, 2015, in Room 40 of the Steele County Administration Center, Owatonna, MN. Commissioner Nina Huntington called the meeting to order at 2:01 p.m. CDT. Call to order II. Introductions were made and Commissioner Huntington established that there was a quorum: Roll call and introductions Members present: Tim Tjosaas Rodney Peterson 2:38 pm) John Glynn Nina Huntington Blair Nelson Richard Androli Dodge County Commissioner Dodge County Commissioner Steele County Commissioner Steele County Commissioner Waseca County Commissioner Waseca County Commissioner, Alternate Members absent: James Peterson Waseca County Commissioner Also present: Jane Hardwick Kristin Ferris Charity Floen Kevin Venenga Shari Kottke Cathy Skogen Laura Elvebak Jim Elmquist Sheila Pokorny Nicole Gibson Billie Frantesl Paula Broin MNPrairie Executive Director MNPrairie Executive Assistant MNPrairie Adult & Disability Services Manager MNPrairie Finance Manager MNPrairie Child and Family Services Manager MNPrairie Income & Health Care Assistance Manager Steele County Administrator Dodge County Administrator AFSCME Council 65 Adopted 08/25/2015 1

2 Amy Martinez MNPrarie Steele site Julie Johnson, MNPrairie and Steele County Human Resources Director, introduced: Billie Frantesl, Kevin Venenga, and Nicole Gibson. III. Motion by Commissioner Rodney Peterson seconded by Commissioner Tim Tjosaas to adopt the agenda as amended. Motion adopted unanimously. IV. Motion by Commissioner John Glynn seconded by Commissioner Blair Nelson to accept the final meeting minutes as presented from the July 28, 2015 meeting of the Minnesota Prairie County Alliance joint powers board. Motion adopted unanimously. V. Motion by Commissioner Tjosaas seconded by Commissioner Nelson to adopt the following by consent: a. To authorize payment of $767, in client support payments for the month of June Introduction of new staff Agenda and motion Meeting minutes and motion Consent agenda motion Client support payments VI. VII. Jane Hardwick, MNPrairie Executive Director, presented the board with the administrative bills noting there was an adjustment so there should no longer be any interest payments to US Bank. Motion by Commissioner Tjosaas seconded by Commissioner Richard Androli to authorize payment of $150, in administrative bills. Motion adopted unanimously. Jane Hardwick and Charity Floen, MNPrairie Adult and Disability Services Manager, presented the board with an update on South Country Health Alliance (SCHA) and what the next steps are. Ms. Floen stated SCHA had held a meeting to set forth a game plan on how to manage the situation at hand, noting the parties are trying to handle this as quickly as possible and there will be a senate hearing next week. Dan McIntosh, Steele County Attorney, is the point person for MNPrairie. Commissioner Huntington noted Senator Jensen has taken a proactive response and has sent information to all senators who work with SCHA counties, noting SCHA is working with the Minnesota Association of County Social Services Administrators (MACSSA) to get questions to Senator Jensen for a hearing next week. A discussion resulted about the bi-partisan support to find a resolution. Payment of administrative bills Motion South Country Health Alliance update and next steps VIII. Abbie Willis, MNPrairie Project Manager, provided the board with the dates, times, and locations for the strategic planning retreat noting the materials for the retreat have been dispersed. Ms. Willis also discussed the emergency-callout-service along with a resource management software, Office Status. Ms. Strategic planning update Adopted 08/25/2015 2

3 Willis provided an overview of the test pilot group for the resource management software. IX. Shari Kottke, MNPrairie Child & Family Social Services Manager, provided an update on school-linked mental health and reported Fernbrook and Hiawatha are partaking in a five-year grant from the Department of Human Services (DHS). Their goal is to improve identification of mental health issues for students and strengthen partnerships with early childhood centers and/or host elementary schools, increase accessibility for uninsured or underinsured students, and to improve clinical and functional outcomes for students with a mental health diagnosis. Ms. Kottke listed the schools in the area who will be partaking in school-linked mental health. A discussion resulted with an inquiry on how the funding/grant will be handled in the future. X. Jane Hardwick, provided the board with the customer satisfaction survey results stating this is a snapshot of all three sites prior to our merger and in the future an additional survey will be conducted to see how the merger has affected our client satisfaction. Ms. Hardwick briefed the board on the Tri- County Human Services Merger Client Satisfaction Survey noting that member counties did well over all and the majority of the data came from the income maintenance and child support units because the numbers are greater. A discussion resulted on whether or not is being offered as a means of communication with clients. XI. Julie Johnson provided the board with a personnel report noting the changes from the previous board meeting. Ms. Johnson stated that there are 155 approved positions which equates to full time equivalents (FTE). There are eighteen unfilled positions which includes five pending offers. A discussion resulted on what is happening with SCHA and if we have open social work positions, if they should be filled prior to knowing what is happening with SCHA. Ms. Johnson also briefed on the bumping language in the bargaining agreement. XII. Jane Hardwick provided the board with the 2016 preliminary budget for MNPrairie, noting the draft budget will be taken to the county boards after the August 25, 2015 joint powers board meeting. Ms. Hardwick briefly overviewed the consideration for member county budget targets, appropriate use of fund balance, alignments with MNPrairie s mission and vision, statutory requirements, areas of budget pressure, and other areas of risk. Ms. Hardwick briefly noted the changes in the budget line items that have been changed since the previous meeting. A discussion resulted are where county boards are in setting budgets, how the 2016 county share formula impacts each county, and the estimated market value in the member counties. XIII. Jane Hardwick provided a director s report that included the following topics: Budget planning continues for School-linked mental health Customer satisfaction survey results Personnel report MNPrairie 2016 preliminary budget Director s report Adopted 08/25/2015 3

4 Implementation of the bargaining agreement is underway. Work on non-union compensation is underway. A proposal for Electronic Document Management System (EDMS) in accounting is almost finalized. The emergency closing policy, leave of absence policy, and drug and alcohol use policy are being finalized for board consideration. Preparation for strategic planning sessions is taking place. Responding to DHS managed care procurement decision. Exploration of administrative legal counsel with the county attorney s office is in progress. Addressing human resources unit s capacity pressures. An update of staff-to-caseload ration data will be forthcoming. Greater delegation of work is occurring now that a full management team is in place. The remodel of the Dodge office space continues to be reviewed and refined. MNPrairie is occasionally running into situations where county departments are independently now charging MNPrairie for services that were historically provided without compensation. This is being addressed. A discussion resulted regarding the American Federation of State, County, and Municipal Employees (AFSCME) bargaining agreement. XIV. MNPrairie management reports: Charity Floen reported on the following topics: There are currently five open social work positions in the adult & disabilities unit. Ms. Floen is looking at those vacancies and which vacancies should be filled based on SCHA decision. A request for proposal has gone out for chemical dependency (CD) assessments. Four vendors have reached out to Ms. Floen and she will be working on a memorandum of understanding. An employee who was employed by Waseca County for 38 years is retiring in August. A reception is occurring and invitations will be forthcoming. Continuing to work on the South Country audit information. Shari Kottke reported on the following topics: Several large sibling groups in care are increasing workloads in the unit. First child-family division meeting was last week for team building and setting the values of the child welfare unit. Staff discussed workgroups they are engaged in and are taking a look at aligning processes across sites which is intensive merge work. Management reports Adult Social Services report Child & Family Social Services report Adopted 08/25/2015 4

5 Staff in the unit have more opportunities to engage with one another across sites than last year. Consultations are occurring within a group supervision model and utilizing an information and consultation framework to increase critical thinking and informed decision making in child and family casework. Cathy Skogen, MNPrairie Income & Health Care Assistance Manager reported on the following topics: Has made a point to visit child support staff in all three sites. Submitted the SNAP employment and training plan to DHS so MNPrairie can continue to work with all three of the employment service providers they had prior to the merge. Linda Johnson presented the intake traffic report. Income & Health Care Assistance report A discussion resulted on the intake traffic report. XV. Shari Kottke provided the board with an update on the employee appreciation event noting potential dates and the fall theme. A discussion resulted in setting the date as September29, The event will occur at all three sites at different times so all managers and commissioners can travel to each site. Supervisors need only be present at the site they are working at that day. Employee appreciation event update XVI. No employees had comments. Employee comments XVII. Commissioner Huntington informed the next joint powers board meeting is scheduled for August 25, 2015, 12:30 pm to 2:00 pm, Room 1, Dodge County Courthouse, Lower Annex, 22 East 6 th Street, Mantorville, MN. XVIII. Motion by Commissioner Glynn seconded by Commissioner Androli to adjourn the meeting at 3:35 pm. CDT. Motion adopted unanimously. Next meeting Adjournment Adopted 08/25/2015 5