HomeMy WebLinkAboutBocc Packet 02252014(BOSS)AGENDA ITEM SUMMARY
SPECIAL MEETING DATE: February 25, 2014
AGENDA ITEM TITLE:
Special Meeting of the Board of Social Services -
Update with the Department of Human Services
STAFF RESPONSIBLE: Nan Sundeen, Mitzi Ledingham, Kim DuBois,
Kathleen Lyons, Marty Ames
ISSUE STATEMENT: The Board of County Commissioners (BOCC), serving as the
Board of Social Services (BOSS), will review the Department of Human Services' (DHS) 4th
Quarter January -December budget expenditure report; 4th Quarter Client Payrolls and
Economic Services program numbers; and programmatic updates from Economic Services,
Senior Services, Adult and Family Services and Veterans' Services.
BACKGROUND:
Colorado is a state supervised, county administered human services system. This means
that the state Department of Human Services is responsible for all activities provided by
local and district human service departments, as well as all allocations and expenditures
related to those services. The state relies on the County Board of County Commissioners
serving as the Board of Social Services (C.R.S. 26-1-116) to oversee local Social
Services ("Human Services") activities to address public assistance and welfare duties,
responsibilities, and activities of the county Human Services department.
In Pitkin County, Human Services functions are performed by several different entities.
The Pitkin County Adult and Family Services (AFS) department directly provides adult
and child protection services for Pitkin and the El Jebel/Basalt area of Eagle County.
Eagle County Health and Human Services "Economic Services" provides all public
assistance services to Pitkin residents. In addition, Garfield County Human Services
provides other mandated services to Pitkin residents including Child Support
Enforcement, Long Term Care eligibility determination and Child Care Licensing.
As a reminder, Attachment A provides information regarding monthly gross income
eligibility for public assistance programs listed above.
2013 BUDGET
The DHS budget is divided into four core areas: Administration, Child Care, Child
Welfare and Colorado Works. Below is a 2013 January - December Budget to Actual
matrix of expenditures and revenues. These numbers include the Child Support
Enforcement program that is provided by Garfield County.
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HUMAN SERVICES BUDGET VS. ACTUALS
January - December 2013
Program
Budget
YTD
Actuals
Variance
% Used
(@ 100% of
yr)
State & Fed. Revenue
741,884
699,008
(42,876)
94%
Admin
Expenditures
889,646
805,626
84,020
91%
Surplus/(Deficit)
(147,762)
(106,618)
41,144
State & Fed. Revenue
65,095
42,638
(22,457)
66%
Child Care
Expenditures
133,973
50,665
83,308
38%
Surplus/(Deficit)
(68,878)
(8,027)
60,851
State & Fed. Revenue
596,698
499,820
(96,878)
84%
Child Welfare
Expenditures
575,421
582,197
(6,776)
101%
Surplus/(Deficit)
21,277
(82,377)
(103,654)
Federal Revenue
48,196
37,742
(10,454)
78%
TANF/CO Works
Expenditures
51,280
34,697
16,583
68%
Surplus/(Deficit)
(3,084)
3,046
6,130
Child Support
Federal Revenue
9,900
5,845
(4,055)
59%
Enforcement
Expenditures
24,000
20,618
3,382
86%
Surplus/(Deficit)
(14,100)
(14,773)
(673)
State & Fed. Revenue
1,461,773
1,285,052
(176,721)
88%
Total Programs
Expenditures
1,674,320
1,493,803
180,517
89%
Surplus/(Deficit)
(212,547)
(208,751)
3,796
Off -Setting
Property & MV Taxes
184,444
183,990
(454)
100%
County Revenues
Transfers
20,533
20,533
-
Total Fund
Surplus/(Deficit)
(7,570)
(4,228)
3,342
2
ECONOMIC SERVICES
Client Payrolls
Monthly "payrolls" refer to direct client Electronic Benefit Transfers. Below please find
the three year 4th quarter payroll comparison.
QUARTERLY PROGRAM PAYROLLS
PROGRAM
YTD 4th
QUARTER
2011
YT 4rh
QUARTER 2012
YTD 4th
QUARTER
2013
Aid to the Needy & Disabled
AND
$ 8,821
$ 13,492
$ 6,260
Child Care
CC
148,915
103,099
39,557
Old Age Pension
OAP
79,604
90,755
96,329
Low-income Energy Assistance
Program
LEAP
37,010
24,577
21,174
Colorado Works
Works
17,066
10,638
7,411
Food Assistance
FS
453,921
477,406
444,813
TOTAL
$745,337
$719,967
$615,544
Average Benefit per Household per Month (Public Assistance)
1st, 2nd, 31e & 4tb Quarters - 2011 through 2013
Program
#HHs served
(duplicated)
Total YTD new
applications
Total YTD
discontinued **
Total YTD benefits
Average benefit
per hh/mo
11
12
13
11
12
13
11
12
13
11
12
13
11
12
13
Adult Financial
551
595
481
51
59
47
38
54
88,425
104,247
102,589
160
175
213
LEAP*
73
60
22
70
78
75
0
37,009
24,577
21,174
507
410
962
Food Stamps
1866
1898
1939
215
263
277
51
54
453,921
477,406
444,813
243
252
229
Medicaid
2178
2175
2557
101
141
189
165
199
1,031,901
1,079,247
1,273,488
474
496
498
CCAP***
171
98
56
16
10
14
24
16
148,915
103,099
39,557
871
1,052
706
TANF/COWorks
29
17
15
11
16
15
0
3
17,066
10,638
7,411
588
626
494
TOTALS
4868
4843
5070
1468
567
617
278
326
1,777,237
1,799,214
1,889,032
2,844
3,010
3,104
*HHs not duplicated
* * Information not available prior to July 1, 2011
Colorado Child Care Assistance Program (CCCAP) Update
The Colorado Child Care Assistance Program is currently serving four Pitkin County
households with two applications pending. Through December 2013, Pitkin County has
expended 17.5% of its SFY2014 Child Care allocation. Focus continues on ways to
increase use of the CCCAP program especially through the partnership with the Early
Childhood Council Family Engagement Coordinator and Kids First program. Through
the partnership with the Family Engagement Coordinator two Pitkin County families
have applied for and are in the eligibility determination process.
Staff will be presenting a recommendation to increase the income eligibility for CCCAP
from 185% of poverty to 200% of poverty at the March 4th Board of County
Commissioners meeting.
CCAP Program Analysis
SFY 2014 Payroll Recap-Pitkin
SFY12
SFY13
Comparison
SFY 2012 to
SFY 2013
SFY 2014
Comparison
SFY 2013 to
SFY 2014
July
9,978
9,170
91.89%
1,138
12.42%
Aug
15,287
12,129
79.34%
1,660
13.68%
Sept
13,894
7,963
57.31%
941
11.82%
Oct
6,835
4,288
62.74%
866
20.18%
Nov
8,734
5,995
68.64%
1,630
27.19%
Dec
8,431
4,871
57.77%
977
20.05%
Jan
6,436
6,863
106.63%
1,551
22.60%
Feb
10,010
5,624
56.19%
1,252
22.26%
Mar
12,195
5,553
45.53%
1,252
22.54%
Apr
9,164
5,194
56.68%
1,252
24.10%
May
10,109
5,913
58.50%
1,252
21.17%
June
10,769
3,199
29.70%
1,252
39.13%
Totals
121,843
76,761
IP 64.24%
15,022
19.57%
Total projected SFY 2014 payrolls
Projected operating expenses (based on YTD SFY2014)
Total projected SFY 2014 payrolls and expenses
Less Total SFY 2014 CCAP allocation
TOTAL Projected Unspent CCAP Allocation
15,022
8,164
23,186
82,473
59,287
CCAP Number of Families & Children by Income Level- Pitkin
State Fiscal Year 2013
<130%
<150%
<185%
<225%
FKFKF
KFK
July
7
10
0
0
3
3
1
1
Aug
7
10
0
0
2
2
0
0
Sept
6
8
0
0
2
2
0
0
Oct
5
8
0
0
2
2
0
0
Nov
5
8
0
0
2
2
0
0
Dec
5
8
0
0
2
2
0
0
Jan
6
9
0
0
2
2
0
0
Feb
5
8
1
1
1
1
0
0
March
5
8
0
0
1
1
0
0
April
5
8
0
0
1
1
1
1
May
5
8
0
0
1
1
1
1
June
3
5
0
0
0
0
0
0
Totals
64
98
1
1
19
19
3
3
% of Total 74% 81% 1 % 1% 22% 16% 3% 2%
Avg/Mo 5 8 0 0 2 2 0 0
State Fiscal Year 2014
<130%
<150%
<185%
<225%
FKFKFKFK
July
4
6
1
1
0
0
0
0
Aug
3
4
1
2
0
0
0
0
Sept
2
3
1
2
0
0
0
0
Oct
3
5
1
2
1
2
0
0
Nov
2
3
1
2
1
2
0
0
Dec
2
4
1
2
2
3
0
0
Jan
2
4
0
0
4
7
0
0
Feb
March
April
May
June
Totals
18
29
6
11
8
14
0
0
% of Total 56% 54% 19% 20% 25% 26% 0% 0%
Avg/Mo 6 10 2 4 3 5 0 0
Single and Two -Parent Low Income Families
Target Populations (must be served regardless of cap)
Households under 130% FPG (currently 2)
Teen Parents (currently 0 teen parent households)
TOTALS: 54 kids
32 families
1.7 avg kids/fam
4
Colorado Infant and Toddler Quality and Availability Grant Program (HB13-1291)
As you are aware, Pitkin County Health and Human Services, in partnership with the
Rural Resort Region Early Childhood Council, Lake County Human Services and Eagle
County Health and Human Services was awarded $451,673 (the second largest award in
the state) with Pitkin County's portion being $56,603.
The purpose of the grant program is to improve quality in infant and toddler care, provide
tiered reimbursement to high -quality early childhood programs, increase the number of
low-income infants and toddlers served through high quality programs, and to promote
voluntary parental involvement. These funds are currently being used to pilot a CCCAP
tiered provider reimbursement structure as well as paying for child care slots in
recognized high -quality child care programs.
An RFP for the next funding cycle (7/1/14 through 6/30/14) is expected to be released by
the end of February. The Region is again planning to apply for grant funding focusing on
continued quality improvement for child care providers, continuing the Family
Engagement Coordinator positions and looking at bringing in additional resources for
providers.
Medicaid Expansion
On May 13, 2013, Governor John Hickenlooper signed into law the health insurance
alignment and Medicaid expansion, as authorized by the health reform law. The
expansion of Medicaid will allow more than 160,000 Coloradans to gain access to
Medicaid.
➢ Coverage of the newly eligible Medicaid expansion population began 1/1/14.
➢ Newly eligible population is primarily adults without dependent children who
have never before been eligible under Medicaid.
Additionally, due to outreach and the requirement to first apply for Medicaid for those
wanting to purchase health insurance through the insurance marketplace, Connect for
Health Colorado, the number of individuals enrolled in Medicaid has increased by 20%
(90 individuals) between September 30, 2013 and December 31, 2013. This does not
include those who applied and were eligible starting January 1, 2014 as those numbers
are not yet available. CHP+ newly enrolled numbers for the last quarter of 2013 are also
not yet available.
West Mountain Regional Health Assistance Network
The West Mountain Region Health Assistance Network, a partnership involving Pitkin
County Health & Human Services, Community Health Services, Inc., Garfield County
Human Services and Public Health Departments, Mountain Family Health Centers and Eagle
County Health & Human Services is funded through a grant from Connect for Health
Colorado from July 1, 2013 through December 31, 2014.
5
During the second quarter of the grant, activities were focused on enrollment of individuals
for medical assistance programs including Medicaid, CHP+ and private insurance through
Connect for Health Colorado.
Between October 1, 2013 and January 31, 2014, the Health Assistance Network conducted
almost 600 in -person appointments, handled more than 1,500 inquiries and conducted almost
70 educational presentations across the three county region. For the period October 1
through December 31, 2013 in our three county region, 1,546 individuals enrolled in
insurance through Connect for Health Colorado with 667 of those individuals residing in
Pitkin County.
Open enrollment runs through March 31, 2014. Enrollment events are being planned across
the three county region. In mid -February, Yolanda Thierfelder participated in the Health Fair
at MFHC in Basalt sponsored by Aspen Valley Hospital.
In late January, the federal government changed the dates of the second open enrollment
period from October 15 through December 7, 2013 to November 15, 2014 through January
15, 2015. Connect for Health Colorado is determining how it will handle this situation as the
Health Assistance Site grant contracts expire December 31, 2014. Connect for Health
Colorado also intends to release a grant announcement in late summer for Health Assistance
Network Site funding beginning in 2015.
SENIOR SERVICES
Senior Services receives federal Title 3 and state Older Coloradoans funding on an
annual basis to supplement local funding in three programs:
o Nutrition C 1 and C2 (Congregate and Home Delivered Meals)
o Information/Assistance/Education
o Care Management
Whenever this funding is applied to a program, compliance with regulations and
reporting is mandated for the entire program.
2013 Actual
Oct
Nov
Dec
Quarterly
total
Description
C1 (Congregate
Meals)
889
655
592
2136
Congregate Meals and Blizzard Boxes
served to grant -eligible recipients
C2 (Home
Delivered Meals)
233
213
198
644
Home Delivered Meals and to grant -
eligible recipients
I & A
2705
2331
2291
7327
Units of Information and Assistance,
including general information,
referrals for services, newsletter
distribution
CM clients served
15
15
22
Number of unduplicated individuals
served each month
CM hours
31.5
31.5
37.75
100.75
Number of care management service
hours
6
2012 Comparison
Oct
Nov
Dec
Quarterly
Total
Description
C1 (Congregate
Meals)
616
600
889
2105
Congregate Meals and Blizzard Boxes
served to grant -eligible recipients
C2 (Home
Delivered Meals)
210
142
173
525
Home Delivered Meals to grant -
eligible recipients
I & A
2292
2213
2527
7032
Units of Information and Assistance,
including general information,
referrals for services, newsletter
distribution
CM clients served
26
23
21
Number of unduplicated individuals
served each month
CM hours
45
57
39
141
Number of care management service
hours
Nutrition and Information & Assistance
These service areas continue to reflect steady but manageable increases, when compared
to the same quarter last year. The largest % increase was in Home Delivered meals,
which is partly attributable to an increase in distribution of `blizzard box' emergency
shelf stable meals in rural areas of the county.
Care Management * Care Navigation
Because the term "Care Management" has been applied to certain hospital -based services
under health care reform, we will be changing our terminology to "Care Navigation" in
2014.
Senior Services, Adult and Family Services and Mindsprings Health continue to explore
the right model for delivery of care management/care navigation services. Our shared
goal is to provide the best and most appropriate level of assistance to at- risk older adults
experiencing difficulty living independently.
Strategic Planning for Aging Well Community
The goal of the Aging Well initiative is to develop and implement strategies to build
resources and lead change so that Pitkin County attains its full potential as a thriving
community for "aging well." The initial Aging Well public convening was held in Mid -
July, with approximately 75 participants. Input gathered during this session was
combined with results of individual rural resident interviews and was reviewed by the
Steering Committee on August 13. From October to December, 2013, work groups met
to focus on four key topic areas:
• Information and Advocacy
• Aging in Place
• Physical and Mental Health and Wellness
• Social and Civic Engagement
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The four groups submitted their results in the form of goals and objectives to the Project
Management Team (PMT) in December. The PMT met several times to organize the
work group input into a manageable format for the Steering Committee's review and
revision.
The Steering Committee's extensive input from their February 13, 2014 meeting will be
incorporated into the goals and objectives document. Once the working goals and
objectives are finalized, the next step is to populate the plan with action steps that address
time frames, funding and possible entities to take on responsibility.
Although there is still much to do, the optimistic plan continues to be a "Senior Summit"
event in early summer to unveil the results and generate interest and participation in fulfilling
the Aging Well goals.
ADULT AND FAMILY SERVICES
IV-E Waiver Interventions:
Pitkin County, as a member of the Mountain West Tri-County Area (Human Services
in Eagle, Garfield and Pitkin Counties) participated in a joint application for a "IV-E
Waiver". This application allows local communities to utilize funding that was
previously used for out -of- home placements to now "front end" services that will
prevent out -of- home placements. There are three areas of focus in the IV- E Waiver
(Family Engagement, Kinship Supports and Permanency Roundtables) that will
hopefully prevent deeper interventions that are costly both financially and emotionally
for children. These IV-E waiver interventions are designed to consider the most safe
and least traumatic situation for children. It is considered "best practice" that if
children cannot be with their own parents, family and/or close family friends are the
next best option to maintain permanent connections.
Family Engagement: (Family Meetings, Team Decision Making Meetings)
Since January, 2013, staff have held at least 3-4 Family Team Decision Making meetings
per month. They are facilitated by Garfield County specialists (through a Memorandum
Of Understanding). Meetings generally last about 90 minutes and are geared towards
planning and support for the family to reach their own goals.
Partners involved in Family Team Decision Making meetings include (depending on
situation):
• Family (parents and/or extended family),
• Support networks for families (friends, faith community, relatives, etc)
• Caseworker, Manager, Attorneys, School representatives, Therapists.
Facilitated meetings are very effective at keeping all participants on track regarding
family service plans, goals, and any adjustments that may be necessary to better impact
the children and families so that they can move out of the child welfare system. Also, it
is a great opportunity to have all partners together with the family so there is a "single"
meeting and the family is planning with a team as opposed to having to take the time to
8
operate within "silo'ed" service delivery systems. Follow up surveys will be completed
by families to solicit how they felt about the services that were put in place.
Kin Supports:
These financial resources help support kin (extended family members) who are in need of
support when a child is unexpectedly in need of placement in their home. Often kin are
faced with the need for financial and emotional support as they help their family system
adjust to the changes of having additional family member(s) to care for as foster parents.
The goal is to support the primary caregivers and their immediate family needs first so
that they provide a home and support for their extended family member. We have
recently started utilizing this resource through our MOU with Garfield County.
Permanency Roundtables:
Through the IV-E Waiver, Eagle County Human Services is providing one facilitator to
conduct Permanency Roundtables for five northwest counties (Pitkin, Eagle, Routt, Rio
Blanco and Garfield). Permanency Roundtables are similar to Family Meetings/Team
Decision Making Meetings. They are designed to support children who have been out of
their home for over a year and need to have a deeper discussion about permanency
planning Generally they are older (over 15) and might not have the chance to return
home or be adopted. We are working with 3 children (from Pitkin/Eagle-El Jebel and
Basalt) to help develop a plan for consistent, stable relationships.
Foster Care Certification:
Even with all of these "least restrictive interventions" to maintain children in their family
system, there is still a need for Foster Home Placements. Through the shared Garfield
and Pitkin Foster Care Certification program, Garfield County has certified two
additional foster homes in Pitkin County in the past year. Currently a young child is
placed in one of those certified foster homes.
VETERANS' SERVICES
Pitkin HHS is working more closely with the county's veterans to strengthen the system
of services and programs for veterans moving forward. Together with Eagle County, on
January 9th, 2014, we hosted an Open House at the Basalt Library to hear more from
veterans in both Western Eagle County and in Pitkin County. Pat Hammon, Veterans'
Service Officer for Eagle County, and Joe Carpenter, Veterans' Service Officer for
Garfield and Pitkin Counties, were present to describe their services, make appointments,
and sign people up on the spot for benefits. Brief presentations highlighted services of
the Grand Junction VA Medical Center and the Colorado State Veterans Home in Rifle.
We conducted a survey for Pitkin County residents at the event to gather information as
to what additional services and/or programs Veterans might need and want. Most
respondents said they liked the format of the Open House and would enjoy more of the
same over time.
Pitkin, Eagle and Garfield counties will be working with the Regional Veterans'
Advocates Committee chaired by Colonel Dick Merritt to pursue an expanded version of
this first successful open house this summer
9
Pitkin HHS is working with Joe Carpenter now to develop a revised scope of work in our
contract for veterans' services designed to strengthen and enhance the services that
already exist and plan for new ways to broaden services and contacts.
LINK TO STRATEGIC PLAN:
Livable and Sustainable Community
Prosperous Economy
KEY DISCUSSION ITEMS:
1. Review January -December 2013 program expenditures and 4th quarter client
payrolls
2. Review CCCAP expenditures and number of families
3. Review and discuss any issues/concerns related to other updates.
BUDGETARY IMPACT: None
RECOMMENDED BOCC ACTION:
1. Approve January -December 2013 program expenditures and 4th quarter 2013 client
payrolls.
ATTACHMENTS:
A) 2014 Updated Federal Poverty Guidelines Chart
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