Excused: N. Schuler, F. Proto
Staff: Irene Stein, Office for the Aging; B. Kominos, Personnel;
M. Dolan, Department of
Social Services; A. Cole, B. Grinnell-Crosby, S. Kerr, and E. Miller,
Health Department;
J. Johnson and K. Bennett, Youth Bureau; S. Whicher, Administration;
N. Burston, M.
Fisher, and J. Hart, Human Services Coalition; B. DeLuca, Mental Health;
K. Fuller,
Recorder
Agency: L. Jackier, Drop-In Children’s Center; J. Owens, Tompkins County
Food Distribution
Network
Call to Order
Chair Winch called the meeting to order at 9:01 a.m.
Approval of Minutes of June 11, 2002
It was MOVED by Ms. Robertson, seconded by Mr. Booth and unanimously approved by members present to accept the minutes of June 11, 2002 as amended.
Advisory Board Survey
Copies of returned Advisory Board Surveys were passed out to members of the Committee. It was explained that a request from the Government Operations Committee was received asking each Committee to review advisory boards that report to them. Mr. Winch asked that members review these surveys and be prepared to review each at the next meeting in August. A request was made for copies of the by-laws in order to review each more closely.
Department of Social Services
Ms. Dolan reported to the Committee that the Internal Revenue Service (IRS) presented an award to her department for their work in a pilot program developed last year. She said that the IRS installed software on several of the department computers and trained employees to assist low income clients in their tax preparation. Approximately fifteen clients were aided in their tax preparation and received refunds of approximately $80,000. She noted that it was beneficial to these individuals who often did not receive all the credits available to them or paid ten percent or more of the refund in tax preparation.
Ms. Dolan answered questions that were asked regarding expenditures in several areas and it said that approximately 65 million dollars were being expended on Medicaid. She informed members that a more detailed breakout of the account lines would be available at the Budget and Capital meeting held on July 9, 2002.
When asked about the Safety Net expenditures Ms. Dolan noted it was due to a large number of individuals requiring shelter. Ms. Robertson inquired about homeless individuals in Tompkins County and was told by Ms. Dolan that statistically it is slightly more male than female; that many are large families and it is hard to find housing for due to poor rental history; or some situations are due to other problems such as alcohol and/or drug problems, domestic violence, or requiring the assistance of the mental health department. Also, she said that they have difficulty finding housing for sexual offenders due to regulation limitations. Ms. Robertson asked to what extent Mental Health Department assists with the housing issue and was told that they partially fund a Case Manager to assist individuals in locating appropriate housing. She also said a recent report indicated that 55 individuals used the Red Cross Shelter on July 2, 2002, the last reporting date.
RESOLUTION NO. APPROVAL OF THE DEPARTMENT OF SOCIAL SERVICES THREE-
YEAR CONSOLIDATED CHILDREN’S SERVICES PLAN – ANNUAL UPDATE
At this time the resolution was withdrawn to provide Committee members time to review the plan. Ms. Dolan said that the required public hearing of the update was completed on June 12, 2002. This resolution shall come before the Committee at the August meeting. The plan was reviewed, specifically data gathering and goals. She said that some segments of the plan such as day care were reviewed by outside groups formed to assist in determining need and costs. Questions of eligibility levels for day care were discussed as the income limit that can receive assistance is up to 275%, however it was decided to keep this level at 200% in order to fund more. Also reviewed was the cost to clients, it was decided to maintain their charge at 20%, which has proven to be acceptable.
Survey – Dr. Richards and Dr. Orcutt Regarding the Broome County Case Management Model
Ms. Dolan indicated that this survey is in conjunction with the resolution that follows.
Draft Report – Tompkins County Dental Services Advisory Committee
Ms. Dolan then provided the Committee with background information on the Tompkins County Dental Services Advisory Committee in the form of the draft report, noting that there was representation from a variety of interest areas. The group met regularly to compile, discuss, and review the information in order to determine the best way to proceed. She discussed the various recommendations that were made to the advisory committee and how they felt that the Broom County Case Management Model was the appropriate recommendation for a trial period. This model would allow clients to receive services at participating dental offices. She said that the pending resolution for the creation of a dental case manager will assist with the necessary tasks to provide this service. Since it is a trial basis and there may be a future recommendation of a free-standing or mobile clinic a resolution is being presented through the health department to set a clinic fee. She said there is a group of low-income, uninsured, residents who are not able to receive dental benefits through Medicaid. The advisory committee would like to attempt to find a way for this group to receive proper dental care.
Questions were asked regarding the potential extended cost of providing dental services. Ms. Dolan said that the complete report will include results of two to three surveys which will include impediments, information from local dentists, and access to care. Dr. Richards and Ms. Kominos have been contacting local dentists to attempt to receive information relevant to the number of clients each would be willing to care for. Although it will be difficult to provide true information until the program begins and the enrollment of dentists has been completed, Ms. Dolan will attempt to provide these figures to members based upon other models and projections. It has been projected that 41 to 53 new Medicaid patients a month would be served in local dentist’s offices. At the present time there are over 8,000 Medicaid eligible individuals.
RESOLUTION NO. CREATION OF A DENTAL CASE MANAGER (SENIOR SOCIAL WELFARE EXAMINER) – DEPARTMENT OF SOCIAL SERVICES
MOVED by Ms. Robertson, seconded by Mr. Booth. Mr. Booth
stated that he felt that the resolution should be tabled pending receipt
of the extended cost estimates in order to place the expense within the
body of the text. There was discussion regarding revenues and expenditure
projections for the position. Mr. Winch inquired what the impact
of tabling the resolution pending the final report would be. Ms.
Dolan said it would delay the enrollment of dentists at this time.
Mr. Whicher said that although the initial cost was relatively low that
the future expenses could increase as the program grows.
Ms. Dolan said that the advisory committee had hoped to be able to
start their work prior to the upcoming budget process, however they could
wait until the information requested was in place. Following discussion
Chair Winch granted Mr. Booth’s request to table the resolution pending
additional information and modifications. RESOLUTION TABLED.
WHEREAS, the Tompkins County Dental Services Advisory Committee was
charged with choosing a sustainable solution for meeting the dental care
needs of Medicaid and certain other low-income individuals at the most
reasonable cost and by the earliest reasonable target date, and
WHEREAS, that body’s research indicates that the creation of a Case
Management Program has the best potential for increasing the services provided
to these under-served county residents, and
WHEREAS, a case management staff person will be required to assist
and support dental office sites, educate and counsel clients, provide feedback
mechanisms and coordinate all other aspects of the program, and
WHEREAS, a 16-month pilot program would allow sufficient time for the
program to develop and for its effectiveness to be evaluated, and
WHEREAS, local funds in the form of 2000 Rollover have already been
approved for this project, now therefore be it
RESOLVED, on recommendation of the Tompkins County Dental Services
Advisory Committee and Health and Human Services Committee, That the County
create a Senior Social Welfare Examiner position within the Department
of Social Services to perform dental case management from September 1,
2002 through December 31, 2003,
RESOLVED, further, That the Director of Finance be directed to execute
a transfer of $11,673 from 6010.54442 [Professional Services] to 6010.51000558
[Senior Social Welfare Examiner salary] and also $3,035 from 6010.54442
[Professional Services] to 6010.58800 [Fringes].
SEQR ACTION: TYPE II-20
EXPLANATION:
$26,613 of previously approved 2000 Rollover funds remain available to cover the local share of up to $95,000 worth of start-up costs associated with this project.
September 1, 2002 – December 31, 2002
2002 DSS Appropriation Salary $11,673
Fringe 3,035
Admin/Overhead attributed to FTE
5,235
A-87 costs attributed to FTE
716
20,659
2002 Revenues 14,864
2002 Local Share 5,795
January 1, 2003 – December 31, 2003
2003 DSS Appropriation
Salary $36,506
Fringe
9,857
Admin/Overhead attributed to FTE 15,705
A-87 costs attributed to FTE
2,147
64,215
2003 Revenue 46,202
2003 Local Share 18,013
Note: A separate resolution is being prepared to authorize Public Health to engage an Accountant to assist in establish a dental clinic rate, up to $10K of which will be paid from the remainder of DSS’ $95K appropriation
Office for the Aging
RESOLUTION NO. - REDUCTION OF HOURS FOR DIRECTOR – OFFICE FOR THE AGING
MOVED by Mr. Booth, seconded by Ms. Robertson. A brief discussion followed, during which Ms. Stein was commended for taking this action to assist in budget reduction. Committee members inquired whether the reduction of hours would allow adequate time to fulfill the duties of the position. Mr. Whicher said that shared concerns of the reduction of hours and noted that he would not want Ms. Stein to feel pressured into this action. He also said that a resolution is required in this situation due to benefit requirements. Ms. Stein indicated that while it may take a while to fully adjust scheduling to do so she thought it would be possible. A motion was made by Ms. Robertson, seconded by Mr. Booth, and unanimously approved by all members present, to amend the resolution to indicate the effective dates to be July 21, 2002 through December 31, 2003. A voice vote was taken by all members present and it was unanimously approved as amended. MOTION CARRIED.
WHEREAS, County Departments have been directed to take all reasonable
steps to reduce expenses due to budgetary constraints, and
WHEREAS, a reduction in hours is sought by the Director, Office
for the Aging, now therefore be it
RESOLVED, on recommendation of the Health and Human Services
Committee, That one (1) position of Director, Office for the Aging (86/215),
management labor grade P, is hereby reduced from 40.0 hours to 35.0 hours
effective July 21, 2002 through December 31, 2003.
SEQR ACTION: TYPE II-20
Mental Health Department
Ms. Cole indicated that she plans to also reduce her hours of employment effective January 2003 to assist in reducing the departmental budget.
RESOLUTION NO.____ - ESTABLISHMENT OF MEDICAID DENTAL CLINIC RATE – HEALTH DEPARTMENT
Chair Winch withdrew the resolution from the agenda at this time.
RESOLUTION NO. - AUTHORIZATION TO ACCEPT WEST NILE VIRUS SURVEILLANCE AND EDUCATION GRANT – HEALTH DEPARTMENT
Moved by Mr. Booth, seconded by Ms. Robertson. Mr. Booth inquired how many grants are given by the CDC for this purpose. Ms. Cole said that the CDC provides this throughout the country and it is an annual grant that is provided for educational promotion and cannot be used for staff. This year’s grant is fifty percent of last year’s funding. A voice vote was taken by all members present and it was unanimously approved as amended. MOTION CARRIED.
WHEREAS, Health Research, Inc., has been awarded a grant from
the Centers for Disease Control (CDC) Federal CFD #93.283, to support West
Nile Virus surveillance activities as well as education activities, and
WHEREAS, Health Research, Inc., has awarded Tompkins County Health
Department $5,000 for the period of April 1, 2002 through December 31,
2002, now therefore be it
RESOLVED, on recommendation of the Health and Human Services
Committee, That the Health Department is authorized to accept said grant
funds,
RESOLVED, further, That the Director of Finance is authorized
to make the following budget adjustment on his books:
REVENUE: A4090.44959 Federal Grants $5,000
APPROPRIATION: A4090.52206 Computer Equipment $1,500
.52222 Communications Equipment $ 500
.54303 Office Supplies $ 100
.54330 Printing $ 200
.54333 Education and Promotion $2,200
.54452 Postage $ 500
SEQR ACTION: TYPE II-20
RESOLUTION NO. - AWARD OF CONTRACT – PURCHASE AND INSTALLATION OF HOME HEALTH CARE SOFTWARE
Moved by Ms. Robertson, seconded by Mr. Booth. Mr. Winch inquired about the cost of the software. Ms. Kerr reported that a committee had been reviewing programs to provide a Windows environment software versus the DOS system currently being used. She also noted that it is required that the program be compatible for electronic billing for Medicare and Medicaid as well as clinical information relating to the home care services. She said that the revenue generated by this is approximately 1.3 million dollars. Last fall a request for proposals was distributed, however due to the problems relating to US Postal Service following the 9/11 tragedy, it was once again sent out this spring in order to obtain the proposals. Five proposals were received, one was disqualified as it did not meet the requirements. Of the remaining proposals from various businesses across the United States, upon an evaluation and review of the remaining it was determined to negotiate a contract with BeyondNow. Ms. Kerr said that they were the lowest bidder and the only one to meet the criteria. Mr. Winch said he is on the Information Technology Services Committee and is aware of the support that department has given in this endeavor. Mr. Booth inquired if the funding was from the 2002 budget. Ms. Cole said funding is from a 2001 capital project. It was also noted that the negotiations have begun and that the cost is decreasing to a certain degree as their proposal included modules that are not necessary and can be eliminated. At the present time they are conducting a hardware analysis to determine if any upgrades are necessary. Ms. Cole did not anticipate the cost to exceed the amount noted in the resolution. A voice vote was taken by all members present and it was unanimously approved as amended. MOTION CARRIED.
WHEREAS, the Tompkins County Health Department has solicited for proposals in accordance with established Tompkins County and New York State purchasing procedures, and
WHEREAS, in August of 1996, Congress enacted the Health Insurance
Portability and Accountability Act (HIPAA), one intent of which is to enforce
electronic security and confidential standards for the transmission of
all patient health information, this software award will meet the required
standards, and
WHEREAS, five (5) proposals were received, reviewed, and evaluated
based on criteria documented in Section 4.4 of the Request for Proposals,
Clinical Billing Software, dated April 24, 2002, and
WHEREAS, the Tompkins County Health Department and Information
Technology Services Department recommended the project be awarded to BeyondNow
Technologies, now therefore be it
RESOLVED, on recommendation of the Health and Human Services
Committee, That the department be authorized to execute a contract for
the project with BeyondNow Technologies of Overland Park, Kansas, with
a project cost not to exceed $411,065 for the customizing, purchase, installation
of various software and hardware components and training, and any additional
services deemed necessary to complete the project,
RESOLVED, further, That funding for this contract is provided
in Health Billing Software, capital budget account 4001, project 40-01.
SEQR ACTION: TYPE II-20
Moved by Mr. Booth, seconded by Ms. Robertson and unanimously approved by members present to approve the following budget adjustment as presented.
Community Health Services (#46)
Revenue Acct Title Amt Approp
Acct Title(s) __________
4016 43489 Other Health Income $ 8,000
4016 54442 Professional Service Fee
Explanation: Renewal of Diabetes Screening Grant, April 1, 2002
Youth Board
Resolution – Comprehensive Plan Update for Office of Children and Family Services
Ms. Johnson provided copies of the proposed resolution as well as copies of the Comprehensive Plan Update for Office of Children and Family Services to Committee members. She explained that this update is to meet the requirements of the State. This latest revision requires the signature of the highest county official and is to be submitted in July. She said the report encompasses planning that has been taking place with social services and probation regarding the PINS 18, detention planning, work with Recreation Partnership, municipal services programs with supportive agencies, etc. Mr. Booth inquired whether it was necessary to act on the resolution immediately, he would like to review the plan prior to approving it. Ms. Johnson said that the plan in a draft form may be sent at this time, with the approval to follow. A brief discussion occurred after which it was decided that the matter be postponed in order to allow all Committee members to review the material prior to taking action in August at the next meeting.
Overview of Tompkins County Youth Board’s Resource Allocation Recommendations for 2003
A written report outlining the Youth Board’s recommendations was provided to Committee members. Ms. Johnson said that these recommendations were suggested by the Youth Board following a review of programs and decisions on where to reduce funding as requested. She said that the over target requests have also been prioritized to assist in the budgetary review by the Board of Representatives. Mr. Winch noted that there are three over target requests. Mr. Booth noted that he was present at the Youth Board meeting and recognized the careful review of the programs and the sense of the seriousness that the reductions, although necessary, will impact many.
Update on ERA Facilities Study
Ms. Johnson provided an executive summary of the report from ERA for members to review. A brief discussion occurred regarding the final presentation given by this firm regarding the evaluation of Cass Park, Stewart Park, and the Newman Golf Course. She said that members of the Recreation Partnership from the Town of Ithaca, City of Ithaca and the County Board will be meeting July 29, 2002. Ms. Johnson indicated that Ms. Zahler desired to have a brief meeting of County representatives prior to this time in order to determine their perspective prior to the joint meeting and will forward possible meeting dates. Ms. Robertson inquired whether ERA had addressed the concerns addressed at the first meeting. Ms. Johnson felt that most concerns were addressed and that it will take a great deal of work to proceed from this point. It was noted that this has been a difficult project due to the changes in representatives and requirements. Mr. Booth inquired whether the cost estimates are accurate. Ms. Johnson said that she believed it is as close as one can expect at this time. Mr. Winch thanked Ms. Johnson for the information.
Mental Health Department
RESOLUTION NO. - AUTHORIZATION TO EXECUTE CONTRACT – MENTAL HEALTH AND CATHOLIC CHARITIES OF TOMPKINS COUNTY
MOVED by Mr. Booth, seconded by Ms. Robertson. Mr. DeLuca said this service is the training and provision of parent advocates for the Mental Health/DSS team which reviews requests for services for children and youth to determine the appropriate level of service required. Questions were raised about the possibility of individuals showing concern since there is a religious name attached to the agency. Mr. DeLuca explained that the Catholic Charities function is training and recruiting parent advocates to attend the Mental Health/DSS meeting and includes no direct or faith based services. A voice vote was taken by all members present and it was unanimously approved as amended. MOTION CARRIED.
WHEREAS, the Mental Health Services Board desires to fund Catholic
Charities of Tompkins County for a program of Single Point of Access for
Children’s Services, and
WHEREAS, this ongoing program will be one hundred percent (100%) funded
with New York State Office of Mental Health Reinvestment money in the amount
of $4,976, now therefore be it
RESOLVED, on recommendation of the Health and Human Services Committee,
That the County Administrator be and is hereby authorized to execute a
contract with Catholic Charities of Tompkins County to perform the above-mentioned
service.
SEQR ACTION: TYPE II-20
MOVED by Ms. Robertson, seconded by Mr. Booth and unanimously approved by members present to approve the following budget adjustments as presented.
Mental Health (#48)
Revenue Acct Title Amt Approp
Acct Title(s) __________
4310 43499 OMH Contract Rev $32,531 4310 51000
Salary
4310 43499 OMH Contract Rev $ 2,000 4310 54402
Legal Advertising
4310 43499 OMH Contract Rev $10,000 4310 52210
Office Equipment
4310 43499 OMH Contract Rev $14,494 4310 52214
Office Furnishings
4310 43499 OMH Contract Rev $ 4,976 4336 54400
Program Expense
4310 43499 OMH Contract Rev $13,774 4322 54400
Program Expense
Explanation: Funding grant for Coordinator/Dual Recovery Services
– six months; Advertising for Coordinator/Dual Recovery Services; Office
Equipment for Coordinator/Dual Recovery Services; Office Furnishings for
Coordinator/Dual Recovery Services; Catholic Charities Reinvestment Money;
Franziska Racker Centers – Reinvestment Money.
SEQR ACTION: TYPE II-20
Human Services Coalition
Drop-In Children’s Center
RESOLUTION NO. - SUPPORT TO APPLY FOR GRANT FROM CHILD CARE FACILITIES PROGRAM (CCFDP) FOR EXPANSION OF DROP-IN CHILDREN’S CENTER
MOVED by Mr. Booth, seconded by Ms. Robertson. Ms. Jackier, director of the Drop-In Children’s Center provided Committee members with information about the Center’s history, operation, and budget. She said that the Center is in need of expansion in order to better provide necessary services for individuals who either work full-time, part-time, or require occasional day care. Ms. Jackier recently became aware of a grant for funding to assist in the expansion. Committee members were given information of the proposed expansion, the additional number of families served, etc. Questions were asked on how the Center would be able to make up the shortfall between the grant and project cost. Ms. Jackier said that they have had success at fund raising and donations in the past and does not anticipate any problem. Furthermore, she said that with the increase in clients the Center should receive sufficient funding to enable them to carry any additional cost as well as add to the financial stability of the Center. Next, there were questions regarding the specific design of the proposed addition and details of the acquisition of property to enable this addition. Ms. Jackier said that she is hopeful that the land will be donated.
WHEREAS, the Drop-In Children’s Center (DICC) currently services
forty-nine children in the Tompkins County community, and approximately
seventy-five percent of DICC’s clientele qualify as low-income families,
and
WHEREAS, Tompkins County has a history of support for DICC, which allows
low-income parents the opportunity to continue employment and self-sufficiency,
and
WHEREAS, in calendar year 2002 funding from Tompkins County is $69,309,
and
WHEREAS, the Day Care and Child Development Council of Tompkins
County has determined that there is a shortage of drop-in, infant, and
toddler daycare spaces, and
WHEREAS, DICC seeks to develop an expansion to the child care
center located at 506 First Street, at a cost of between $500,000 to $600,000,
and
WHEREAS, DICC expansion is projected to result in an additional
twenty-eight slots for toddlers and infants (eight full-day infant, ten
infant/toddler drop-in and ten full-day toddler) and 6.75 FTE employment
opportunities, and
WHEREAS, the Drop-In Children’s Center has identified a grant
program, the Child Care Facilities Development Program (CCFDP), that provides
up to ninety percent of project costs, not to exceed $1,000,000, for the
construction or expansion of licensed, not-for-profit day care centers
intended to serve low-income working families, and
WHEREAS, applications through the CCFDP, administered by the
New York State Dormitory Authority and the New York State Office of Children
and Family Services are due on July 19, 2002, now therefore be it
RESOLVED, on recommendation of the Health and Human Services
Committee, That the Tompkins County Board of Representatives hereby supports
the aforementioned Drop-In Children’s Center expansion project,
RESOLVED, further, That the Tompkins County Board of Representatives
supports the application for funding to be submitted by the DICC.
SEQR ACTION: TYPE II-20
Food Network
Ms. Owens spoke to the Committee about the Food Network and the service it provides to needy families throughout the County. She recounted a personal story that exemplified how important it is not to be hungry. Ms. Owens spoke of how each pantry throughout the county is different, each one operated in a manner that best suits the community it serves. She said that many now allow individuals to choose the type of food they obtain, increasing a sense of self-esteem as well as being certain that the food is used. She informed the Committee that the cost of the food has gone up four cents per pound over the course of the last year and that while it may seem a small amount, over one million pounds of food was distributed this past year, so the increase is significant.
Mr. Winch thanked Ms. Owens for sharing the information with the Committee and commended her on the good work.
Human Service Coalition
Ms. Schlather spoke to the Committee briefly to explain that Ms. Falcao of the Coalition was responsible for writing a grant that secured $10,000 from the Howland Foundation for the Cayuga Waterfront Trail.
The meeting adjourned at 11:00 a.m.
Respectfully submitted: Karen Fuller, Deputy Clerk