Loading...
HomeMy WebLinkAboutbocc.min.spec.01102012 PITKIN COUNTY COMMISSIONERS WORK SESSION AGENDA Plaza One Meeting Room TUESDAY, JANUARY 10, 2012 10:00 SPECIAL MEETING — EXECUTIVE SESSION CCI Amicus Brief request Aspen Hydro IGA Aspen Diligence Application with Water Court C.R.S. 24 -6 -402 4b ADJOURN EXECUTIVE SESSION 11:00 BLM Review Comments Cindy Houben Ellen Sassano /loon Short Break and Working Brown Bag Lunch :00 Special Meeting - BOCC Convenes as Board of Social Services Update with the Department of Human Services Adjourn Special Meeting — BOCC Adjourns as Board of Social Services 2:00 BREAK 2:15 • Memos of Interest • Future Agendas /Agenda Requests /Monthly Calendar • BOCC Open Discussion 4:00 PM ADJOURN APPROVED BY BOCC ON / ZS- Zo /t MINUTES PITKIN COUNTY BOARD OF COUNTY COMMISSIONERS SPECIAL MEETING JANUARY 10, 2012 NOTE: For all staff memorandums and associated documents, including additional exhibits submitted to the record, refer to the BOCC PACKET FOR JANUARY 10, 2012. CALL TO ORDER: Chairwoman Richards called the Board of County Commissioners Special Meeting to order at 1:00 P.M. COUNTY COMMISSION MEMBERS PRESENT: Rachel Richards, Michael Owsley, Jack Hatfield. George Newman and Rob Ittner COMMISSION MEMBERS ABSENT: None Commissioner Ittner moved to enter the Special Meeting and convene as the Board of Social Services at 1:04 PM. Commissioner Newman seconded the motion. Motion passed 4 to 0 as Commissioner Owsley was not yet in the meeting room. QUARTERLY UPDATE WITH THE DEPARTMENT OF HEALTH SERVICES STAFF: NAN SUNDEEN, DIRECTOR OF HEALTH AND HUMAN SERVICES; MITZI LEDINGHAM, DEPUTY DIRECTOR OF HEALTH AND HUMAN SERVICES; KATHLEEN LYONS, ECONOMIC SERVICES DIRECTOR FROM EAGLE COUNTY; KIM DUBOIS, ADULT /FAMILY SERVICES MANAGER; AND SHIRLEY RITTER, DIRECTOR OF KIDS FIRST To clarify, Kathleen Lyons from Eagle County handles all public assistance services for Pitkin County. Also present to help with further financial questions was Connie Garofalo, Fund Specialist with the Pitkin County Finance Department. Ms. Sundeen explained what Health and Human Services covers as it is a very big division as further explained on page 1 of staff's Agenda Item Summary. Ms. Sundeen informed the board that today they would be reviewing the Department of Human Services' January to November Budget versus Actual report, client payrolls and updates on a few hot topics such as the Colorado Child Care Assistance Program (CCCAP). BOARD OF COUNTY COMMISSIONERS 1 SPECIAL MEETING JANUARY 10, 2012 While going over the January to November Budget, Commissioner Ittner stated that he was used to seeing revenues as positive numbers and the expenditures as negatives. Revenues are shown as negative numbers and expenditures as positive numbers on page 2 of staff's Agenda Item summary. Ms. Garofalo explained that in their accounting that is how they do it. It goes in that way in the financial system, but she said that she could switch it for the next meeting. DIRECTION TO STAFF — Commissioner Ittner and Chairwoman Richards would like staff to show at future meetings the revenues as positive numbers and the expenditures as negative numbers. Chairwoman Richards asked if it has always been the intent that the expenses, again just looking at Admin section on page 2, of the expenditures match revenues because she said that she knows the State assists with back filling some of their Admin costs, but not all of it. And so the BOCC had already budgeted some out of their General Fund as their share of the maintenance and expense. To someone coming in cold, she added, it looks like we're 195,785 over budget. Whereas at least some of that amount was budgeted expenses from the General Fund and it's our obligation to match the State Revenues. Ms. Garofalo explained that this only shows the program areas as the State sees the program areas. They have an Admin allocation, a Child Care allocation, a Child Welfare allocation and so on. So it's looking at them in the blocks that the State looks at them. DIRECTION TO STAFF — Chairwoman Richards asked staff to title that State Revenue, State Revenue, and State Revenue down the line even if it's a pass through from the Feds. Also, she added, it will make it easier to track if staff includes what was our budgeted Admin from our Human Services tax. NOTE: Ms. Garofalo said that she could also add in another area that shows County Revenue from property tax. It's hard to know how much more she should add to make it more or less confusing. Further discussion ensued on the Budget versus Actuals sheet. Commissioner Hatfield stated that what was missing for him was the number of people served. Ms. Sundeen told the board that in the last two meetings they did put numbers served in there. She said it was good to hear this feedback because she didn't know whether or not to do this every time they meet. Whether or not they can actually get to unit cost might take a year to figure out. She asked the board if they would be satisfied with just looking at the numbers and comparing them to the total cost. BOARD OF COUNTY COMMISSIONERS 2 SPECIAL MEETING JANUARY 10, 2012 Chairperson Richards suggested that the board allow Jon Peacock, Connie Garofalo and Nan Sundeen to think about how to best represent that to get the honest picture. Next, Ms. Sundeen went over the Client Payroll amounts with the board. Client Payroll refers to direct benefits given to people of low income. DIRECTION TO STAFF — With regard to food stamps, Chairwoman Richards would like to see, in a future meeting, the magnitude of food stamps and a list of what food stamps can purchase. Also, for what does a family of one versus families of four qualify. Before making the motion to approve the quarterly program expenditures and client payrolls, Commissioner Ittner asked what the board was looking at for quarterly expenditures as there was nothing included in his packet. Ms. Sundeen said that was a good point, so it should actually be year to date expenditures. MOTION - Therefore, Commissioner Ittner moved to approve the Human Services budget versus actual year to date expenditures through November 2011 and the full year program payrolls as presented to us. Commissioner Newman seconded the motion. Commissioner Owsley questioned the motion asking why the board was approving items that have already been done. NOTE: Chairwoman Richards explained that when Jon Peacock, County Manager came on board last year that we had passed that responsibility onto our staff, but it was more appropriate for us as a board to be a little more formal about it. NOTE: Mr. Peacock added that the board is not approving something that is ahead, but approving something after it's happened, more like ratifying it. It's a statutory scheme that's set up so that as the Board of Social Services, you would meet to review the client payrolls (what was paid out by each program) and that it's like a check and balance system. Commissioner Owsley said that is a whole different thing. He stated that this is not really a budgetary item as much as it is a formality of checks and balances. He would rather have the motion say that we have reviewed the expenditures and in accordance with Statutes X, Y, Z, we approve. AMENDMENT TO MOTION — Commissioner Hatfield said that he was looking at it as we are approving as presented by staff and the Pitkin County share has been either been a budget item or an amended budget as time has gone on. It's not even in our budget about what these past few numbers are so it's as presented as staff. NOTE: Commissioner Ittner and Commissioner Newman accepted the friendly amendment made by Commissioner Hatfield. BOARD OF COUNTY COMMISSIONERS 3 SPECIAL MEETING JANUARY 10, 2012 DIRECTION TO STAFF — Chairwoman Richards asked staff to research the language that is most appropriate to make sure we are clear, statutorily and in the next packet include that as a proposed motion. Chairwoman Richards called the question, as amended. Motion passed 5 to 0. The board next looked at Hot Topics in the staff Agenda Item Summary beginning with the Colorado Child Care Assistance Program (CCCAP) STAFF IS RECOMMENDING THAT THE BOARD DIRECT STAFF TO SCHEDULE A RESOLUTION SETTING CCCAP ELIGIBILITY AND REMOVING CAP ON A FUTURE REGULAR MEETING AGENDA — DIRECTION TO STAFF TO PREPARE A POLICY RESOLUTION TO LIFT THE ENROLLMENT NUMBER CAP BUT ALSO GUARANTEE A QUARTERLY CHECK BACK WITH THE BOARD WITH A PROGRESS REPORT NOTE: This item will be scheduled as a Resolution and placed on a future BOCC Regular Meeting agenda, perhaps as soon as January 25, 2012 After much discussion with staff, the majority of the board said they would support a lifting of the cap with quarterly reports to see how it is going. Commissioner Ittner was a little more conservative during discussions by saying he would choose 20 as the cap rather than lift it totally, but if more than 20 arose he would certainly look for whatever was needed for budgetary assistance. DIRECTION TO STAFF - Direct staff to prepare a Policy Resolution to lift the enrollment number cap but also guarantee a quarterly check back with the board with a progress report. Commissioner Hatfield asked staff to look at page 7 of the Agenda Item Summary in particular the fifth bullet which states, Pitkin County Department of HHS Director to serve on Kids First Advisory Board. He is against that stating that there is a conflict. He said that when you serve on a board you represent the interests of that board. He said that Ms. Sundeen would certainly be welcomed to participate and be involved, but being formally on the board is a problem for him and perhaps even a legal question. Shirley Ritter, Director of Kids First, added to the conversation by saying that it is a community based Advisory Board that the City of Aspen uses often. It is NOT a governing board which may or may not make a difference. Chairwoman Richards thanked Commissioner Hatfield and said that we'll spend some more time in the future discussing that idea. STAFF IS RECOMMENDING THAT THE BOARD APPROVE THE CHILD SUPPORT ENFORCEMENT AGREEMENT WITH GARFIELD COUNTY AND AUTHORIZE THE CHAIR TO SIGN: BOARD OF COUNTY COMMISSIONERS 4 SPECIAL MEETING JANUARY 10, 2012 Ms. Sundeen explained the Child Support Enforcement Agreement as shown on pages 8 and 9 of staff's Agenda Item Summary. Discussion ensued among the board and staff on this agreement. MOTION — Commissioner Owsley moved to approve the agreement and have the Chair sign it. Commissioner Ittner seconded the motion. Motion passed 5 to 0. NOTE: This item will be scheduled as a Resolution and placed on a future BOCC Regular Meeting agenda, perhaps as soon as January 25, 2012 ADJOURNMENT: Commissioner Owsley moved to adjourn the Special Meeting convened as the Board of Social Services at 2:50 PM. Commissioner Ittner seconded the motion. Motion passed 5 to 0. BOARD OF COUNTY COMMISSIONERS 5 SPECIAL MEETING JANUARY 10, 2012 Respectfully submitted, A lf //i . A� . . / Lyre - "lean ! ` tote Board • ounty Commissioners Je:nette Jones Ckrk to the Board •f County Commissioners %L/ 0 - &14J 'ache' Richards Chairwoman of the Board of County Commissioners g \bocc \m i n u tes\2012 \01102012 BOARD OF COUNTY COMMISSIONERS 6 SPECIAL MEETING JANUARY 10, 2012