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PITKIN COUNTY COMMISSIONERS WORK SESSION AGENDA :I�io (lrande Meeting:Etacain (Commissioner Ittner Not Present) TUESDAY, OCTOBER 23,2012 9:30 Prep for November 20 Annual Meeting with Carbondale Trustees 10:00 AM Special Meeting-BOCC Convenes as Board of�S�'ocial Services Nan Sundeen Update with the Department of Human Services Adjourn Special Meeting — BOCC Adjourns as Board of Social Services 11:00 • Memos of Interest (NONE) • Future Agendas/Agenda Requests/Monthly Calendar • BOCC O en Discussion 11:30 SPECIAL MEETING(lunch to be provided) Chris Seldin Executive Session in Plaza 3 Oil & Gas 24-6-402(4)b ADJOURN EXECUTIVE SESSION 1:00 District Attorney 2013 Budget 1:30 Flourishing Natural and Built Environment Budget Presentation 3:00 BREAK 3:15 Flourishing Natural and Built Environment Budget Presentation 5:00 PM ADJOURN AGENDA IS SUBJECT TO CHANGE � �, �....� .._ .�w��._ �.� ��. , APPF��'�� ` �OCC Ot� �� `D� "� Z"- MINUTES PiTKIN COUNTY BOARD OF COUNTY COMMISSIONERS SPECtAL MEETING fBOARD OF SOCIAL SERVICES) OCTOBER 23, 2012 RIO GRANDE MEETING ROOM NOTE: For all staff memorandums and associated documents, including additional exhibits submitted to the record, refer to the BOCC PACKET FOR OCTOBER 23, 2012. CALL TO ORDER: Chairman Michael Owsley cafied the Board of County Commissioners Speciai Meeting to order at 10:03 AM. COUNTY COMMISSION MEMBERS PRESENT: Michael Owsley, Jack HatField, Rachel Richards, and George Newman COMMISSION MEMBERS ABSENT: Rob lttner was on vacation. Commissioner Hatfield moved to open the Special Meeting and convene as the Board of Social Services at 10:03 AM. Commissioner Richards seconded the motion. Motion passed 4 to 0 with Commissioners Owsley, Hatfield, Richards . and Newman voting aye and Commissioner Ittner not present. HEALTH AND HUMAN SERVICES QUARTERLY UPDATE WITH THE BOARD OF SOCIAL SERVICES STAFF PERSONS• NAN SUNDEEN, DIRECTOR HEALTH AND HUMAN SERVICES; KIM DUBOIS, ADULT FAMILY SERVICES MANAGER FOR PiTKIN COUNTY, KATHLEEN LYONS ECONOMIC SERVICES DIRECTOR FROM EAGLE COUNTY AND CONNIE GAROFALO FUND SPECIALfST WITH THE PITKIN COUNTY FINANCE DEPARMENT Ms. Sundeen started her presentation as outlined in her Agenda Item Summary noting that each of the staff present would take over a portion of the presentation as outlined in the staff packet material. Connie Garofalo went over the Human Services Budget vs. Actuais as shown on the second page of the Agenda Item Summary. Apart firom child care, she stated, all of the BOARD OF COUNTY COMMISSIONERS 1 SPECIAL MEETING OCTOBER 23,2012 other program areas are on track to meet budget. That's really the main thing about this chart, she added. . Ms. Garofalo asked the board to look at the third page in the Agenda Item Summary titled 2012 State Fiscal Year Closeout and Mitigation which includes explanations of the items shown while she gave them an overview. The Admin program, which also includes Adult Protection, continues to be underFunded across the State. On a statewide level, she added, counties overall were over spent by roughly $20,000,000.00. That's about 25% over spent as a whole in the State. It shows a lack of funding in a lot of these areas for which counties are providing services. Pitkin County falls right in line with a lot of the other counties that way. We were over spending Admin. The Feds provide some pass through monies and at the end of the year there's a process where pass through monies get allocated out on a percentage basis to different counties. Pitkin County received some of those monies, but we were still lacking by about $66,000.00 when all is said and done. It was not a surprise, she said, as they had budgeted for that. Ms. Sundeen added that she participates in the Colorado Human Services Director's Association statewide and they are working on a legislative proposal to try and get the State to focus on better funding for administration. This comes at the same time that the State is trying to develop a mandatory reporting for adult protection. She said that she supports mandatory reporting for adult protection. In the proposed legislation it's only for older adults. She said that she is prepared for that, but the thing is if they're going to be getting more referrals she needs to see more dollars to cover those admin charges. Mandatory reporting covers adults 70 years old and older. Adult protection covers anyone 18 years old or older. MOTION ON EXPENDITURES - Commissioner HatField moved to approve the program expenditures as identified in the October 23, 2012 Agenda Item Summary for January-August, 2012. Commissioner Richards seconded the motion. Motion passed 4 to 0 with Commissioners Owsley, Hatfield, Richards and Newman voting aye and Commissioner Ittner not present. Kathleen Lyons, Economic Services Director from Eagle County gave the board her presentation on Client Payrolls and Colorado Child Care Assistance Program (CCCAP). This information can be found on the 5t" and 6t" pages of staff's Agenda Item Summary. Ms. Sundeen explained what would happen if Obama Care is implemented next year. DIRECTION TO STAFF - Commissioner Richards would like, when appropriate, a white paper to discuss should Obama Care be implemented and how it will affect Pitkin County residents and our Social Services Department. MOTION ON CLIENT PAYROLLS — Commissioner Hatfield moved to approve the 3�d quarter 2012 client payrolls as articulated in staff's memo. Commissioner Richards seconded the motion. M.otion passed 4 to 0 with Commissioners BOARD OF COUNTY COMMISSIONERS 2 SPECIAL MEETING OCTOBER 23,2012 _ ... _ w�_�..s.�...�.�,�.�..�.u�.� ..,..� _ .�,.�,.� , ,�..,�.:�.�� .. �;�.�,..�. _.��,,,�,,,�� ,,.� , Owsley, Hatfield, Richards and Newman voting aye and Commissioner Ittner not present. Ms. Sundeen gave the presentation on the Healthy Community Fund — Emergency Assistance Fund (EAF). Ms. Sundeen stated that they have totally spent the Emergency Assistance Fund to date. They only have City Market vouchers left at this point and those are limited. DIRECTION TO STAFF — Commissioner Newman made the following observation: The largest amount of the Emergency Assistance Fund appears to be for rent. He said a portion of that went to six or seven families or individuals employees of the Hotel Jerome when they shut down for renovation. He said that it seems there should be some sort of partnership that we could be working through the Healthy Community Fund with organizations/business when they go through any transitional periods. NOTE: Ms. Sundeen had not thought about asking employers for money when something like that occurs. She said she could talk to them about that for the future. Commissioner Richards stated her concerns about seasonal closures, and if that could that be an automatic big hit for these funds. Ms. Sundeen said that she will keep an eye out for that and that this instance the fund was used as it was not a seasonal closure, but a remodeling closure. She said staff is not coming in looking at those businesses' seasonal closures to offer any fund monies. Commissioner Richards wanted the board to discuss whether they could give a supplemental appropriation from the General Fund or additional assistance from their Discretionary Fund. Ms. Sundeen said the Healthy Community Fund has no more dollars, but if the board wants to give additional funds, that would be fantastic. Commissioner Hatfield voiced his concerns with precedent setting with the use of this emergency funding. He said there are so many people in our community that are hurt so bad because of being a seasonal economy based community. Is it fair for the individual here from a remodel versus and the one that gets laid off, rightfully so as the lifts are not yet running. He said he hopes they can think through this and arriving at a policy. Commissioner Richards noted that 37 households received the rent assistance and only 6 were from the Hotel Jerome. So, it's not out of proportion. Commissioner Hatfield said that he wants the board to consider, as the discussion goes forward about participation, municipalities, the County and Health Community Fund that we might use some of this background to say that not only do we work with the Healthy BOARD OF COUNTY COMMISSIONERS 3 SPECIAL MEETING OCTOBER 23,2012 �, �u �..�..�.�. .:�.�,.,�„u �.��,,,a,� .�.�,�..�,;.�.�.��«.,�... � ;�,w . ., . .,�,.,��.�._. Community Fund in supporting the necessary functions of various non-profits, but this is also what we do as a county. Kim DuBois is the Adult Family Services Manager for Pitkin County. She gave the board a quick update on Child Care Services. The board discussed Commissioner Richard's suggestion of the board helping with the Emergency Assistance Fund out of the General Fund or their Discretionary Fund. Commissioner Hatfield would prefer not to have that discussion now, but would like to have a discussion as a full board as Commissioner Ittner is not present. MOTION FOR EAF CONTRIBUTION FROM THE BOARD - Commissioner Richards made a motion that the BOCC do a $4,000.00 supplemental appropriation to the Emergency Assistance Fund from their Discretionary Fund. Commissioner Newman seconded the motion. Mr. Peacock said that the board has $8,300.00 left in their Discretionary Fund. Commissioner Hatfield said for him to move forward he would like to know how that $45,000.00 EAF money was used. He understands the need and the logic, but he can't support the motion. Commissioner Richards said that there's a list of expenditures on page 11 of staff's memo of how that money was spent. Chairman Owsley called the question. Motion passed with Commissioners Owsley, Richards and Newman voting aye, Commissioner Hatfield voting nay and Commissioner Ittner not present. Chairman Owsley said that when the board goes forward with the Healthy Community Fund and with the Emergency Assistance Fund, are we looking at staff requesting an increase for that? Ms. Sundeen said that no, they won't. The board approved those funds for five years and they have two years left at that same amount. But, they can look at that as an option if they don't spend all the money. They come back to the board on November 13, 2012 with recommendations from the Citizen Grant Review Committee. They will probably need to reduce some of the totals that they give so that the money lasts all year or as long as possible. The board entered a discussion about joint partnerships throughout the Roaring Fork Valley including the City of Aspen, the Town of Snowmass Village, the Town of Basalt and the Town of Carbondale so that we can all share the burden among all the other municipalities to help lessen the burden on one jurisdiction over the others. BOARD OF COUNTY COMMISSIONERS 4 SPECIAL MEETING OCTOBER 23,2012 .�� ,�� ,�.�.... � �..,��» ��,��:�,,..,��.�.� .. �. ��. ADJOURNMENT: Commissioner Hatfield moved to adjourn the Board of Social Services at 11:14 AM. Commissioner Richards seconded the motion. Motion passed 4 to 0 with Commissioners Owsley, Hatfield, Richards and Newman voting aye and Commissioner Ittner not present. BOARD OF COUNTY COMMISSIONERS 5 SPECIAL MEETING OCTOBER 23,2012 Respectfully submitted, e . Dean k the Board,bf unty Commissioners , ; � ! J ette Jones C rk to the Board f County Commissioners � - � ichael M. Ow le Chair of the Board of County Commissioners g\bocc\minutes�2012\spec\10232012 BOARD OF COUNTY COMMISSIONERS 6 SPECIAL MEETING OCTOBER 23,2012