HomeMy WebLinkAboutHuman Services Board - Agenda - 4/22/2024K:Agendas & Minutes/DHS Board/Agendas 2024
FROM:
Elizabeth Skulan, Director
DATE:
April 16, 2024
RE: MEETING NOTICE
The Bayfield County Department of Human Services Board will hold the regular monthly meeting on
Thursday, April 22, 2024, at 4:00 p.m. An in person and remote meeting will originate from the
Emergency Operations Center (EOC) of the Bayfield County Courthouse Annex, Washburn, Wisconsin.
Remote participation is available via Microsoft Teams or by phone using the information below.
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Join the meeting now
Meeting ID: 220 722 849 517
Passcode: UNRuBn
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+1 715-318-2087,,353954598# United States, Eau Claire
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Department of Human Services 117 East Fifth Street P.O. Box 100 Washburn, WI 54891 - 0100 Telephone (715) 373 - (715 Fax 6144 - )373 - 6130 Email: baycodhs@bayfieldcounty.wi.gov
K:Agendas & Minutes/DHS Board/Agendas 2024
Notice is hereby given, in the event the standing committee does not have a quorum,
the County Board Chair or Vice Chair may act as an ex officio member (County
ordinance, Chapter 3, section 2-3-1(c).
Any person wishing to attend who, because of a disability, requires special accommodation, should
contact the Department of Human Services at 715-373-6144, at least 24 hours before the scheduled
meeting time, so appropriate arrangements can be made.
The agenda: Approval of the March 28, 2024, Meeting Minutes; Nomination and Appointment of
Committee Chair and Vice-Chair; Program Presentation; Department Section Reports; Monthly
Financial and Training Reports; 2025 Budget; Informational Items; and other business that may come
before the Board.
c: County Board Chair
County Board of Supervisors
Post (bulletin boards and website)
e-mailed:
DES Ashland Health Department
DCS, Rhinelander New Day Shelter
Greater Wisconsin Agency on Aging Resources, Inc. Daily Press
Department of Human Services
117 East Fifth Street
P.O. Box 100
Washburn, WI 54891-0100
Telephone (715) 373-6144 Fax (715-)373-6130
Email: baycodhs@bayfieldcounty.wi.gov
BAYFIELD COUNTY DEPARTMENT OF HUMAN SERVICES BOARD MEETING
James Crandall Marty Milanowski Mary Dougherty
Susan Rosa Madelaine Rekemeyer Vacant-Citizen Member
Lona Schmidt Stephanie Defoe-Haskins Patrick Irvine
RE: April 22, 2024, Department of Human Services Board Meeting
Notice is hereby given, in the event the standing committee does not have a quorum, the
County Board Chair or Vice Chair may act as an ex officio member (County ordinance,
Chapter 3, section 2-3-1(c).
Dear Committee Members:
Please be advised that the monthly meeting of the Bayfield County Department of Human
Services Board will be held on Monday, April 22, 2024, at 4:00 p.m. Remote connectivity
is available. The meeting will originate from the Emergency Operations Center of the
Bayfield County Courthouse Annex, Washburn, Wisconsin. Remote participation is
available via Microsoft Teams or by phone using the information listed below.
Microsoft Teams Need help?
Join the meeting now
Meeting ID: 220 722 849 517
Passcode: UNRuBn
Dial-in by phone
+1 715-318-2087,,353954598# United States, Eau Claire
Find a local number
Phone conference ID: 353 954 598#
For organizers: Meeting options | Reset dial-in PIN
Join on your computer, mobile app or room device
To join on your computer or mobile app, please ‘Control, Click’ the link below or left click and
choose ‘Open Hyperlink” to connect.
Any person wishing to attend who, because of a disability, requires special accommodations, should contact the
Department of Human Services at 715 -373-6144 at least 24 hours before the scheduled meeting time, so
appropriate arrangement can be made.
The agenda for this meeting is as follows:
AGENDA
1. Call to Order
2. Welcome and Introductions
3. Opportunity for Public Comment (Limit 3 minutes please.)
4. Discussion and Possible Action – Review and approval of the March 28, 2024, meeting
minutes
5. Discussion and Possible Action – Call for Nominations of DHS Board Chair (three times, no
seconds required)
6. Discussion and Possible Action – Election of DHS Chair
7. Discussion and Possible Action – Call for Nominations of DHS Board Vice Chair (three
times, no seconds required)
8. Discussion and Possible Action – Election of DHS Vice Chair
9. Program Presentation, Behavioral Health and Community Programs – Val Levno, CCS
Administrator, 2023 Bayfield County Community Services (BCCS) Satisfaction Survey Results
10. Monthly Section Reports
A. Economic Support Services – Jeanine Spuhler
B. Family Services – Mary Anich
C. Support Services – Stephanie Eder
D. Aging & Disability Services – Carrie Linder
E. Behavioral Health and Community Programs – Tom Croteau
11. Monthly Reports
A. Financial
B. Training
12. Discussion and Possible Action – Recommendation to Support the Request a new Clerk III
position in the 2025 DHS Budget
13. Other (Informational Items)
A.
14. Future Meetings
A. May 23, 2024
B. June 27, 2024, in the County Board Room, will include the Public Hearing on the 2024
DHS Buade and Opportunity for Comments Regarding Bayfield County’s Policies and
Procedures for Equal Opportunity in Employment, Service Delivery, and Language
Access
C. July/August Meeting August 15, 2024 (Please note special meeting date)
15. Discussion and Possible Action - Motion or Chair’s Statement to Adjourn
Thank you and have a safe trip home!
Sincerely,
Elizabeth A. Skulan
Elizabeth A. Skulan, Director
c: Mr. Mark Abeles Allison, County Administrator
Bayfield County Board of Supervisors
Bayfield County Department of Human Services Board
Bayfield County Department of Human Services Managers
Lynn Divine, Bayfield County Clerk
Email to: Other Interested Parties Requesting
K/agendas & minutes/DHS Board/agendas
K: agendas & minutes/DHS Board/agendas/agenda narrative
DEPARTMENT OF HUMAN SERVICES (DHS) BOARD MEETING
April 22, 2024
4:00 PM
AGENDA NARRATIVE
5. Call for Nominations of DHS Board Chair – The Chair reviews and approves the draft
agendas and runs the monthly meetings.
The DHS Board will open the floor to entertain nominations, close the floor to nominations,
and vote for the committee chair.
6. Election of DHS Chair – Paper ballots will be used for the election if more than one
candidate accepts a nomination.
7. Call for Nominations of DHS Board Vice-Chair – The Vice-Chair is expected to run the
committee meetings in the absence of the committee Chair and review and approve the draft
agendas if necessary.
The DHS Board will open the floor to entertain nominations, close the floor to nominations,
and vote for the committee Vice-Chair.
8. Election of DHS Vice Chair – Paper ballots will be used for the election if more than one
candidate accepts a nomination.
12. Recommendation to Support the Request for a new Clerk III position in the 2025 DHS
Budget – There has been a substantial increase in enrollment in the Comprehensive
Community Services (CCS) and Children’s Long-term Support (CLTS) programs. While
staff have been hired to provide direct service, the increase has resulted in a larger workload
for support staff as well. The Support Staff Team currently lacks the capacity to comfortably
perform all the tasks assigned to them.
This position, which the Department expects to be approximately 80% funded with state and
federal dollars, will address the workload issue. The position is expected to perform a high
level of clerical and accounting tasks and act as the technical lead for the Electronic Health
Records system used by CCS. Committee approval and support is necessary to forward the
request to Human Resources and the County Administrator for their consideration.
Recommendations from the Department and County Administration are then forwarded to
the Personnel Committee for their approval before the position can be included in the 2025
budget.
Department of Human Services
117 East Fifth Street
P.O. Box 100
Washburn, WI 54891-0100
Telephone (715) 373-6144 Fax (715-)373-6130
Email: baycodhs@bayfieldcounty.wi.gov
BAYFIELD COUNTY HUMAN SERVICES BOARD MEETING
EOC & Virtual
March 28, 2024
K:\Agendas and Minutes\DHS Board\Minutes\2024 DHS Board Minutes\2024-03-28_BCDHS_Board_meeting_minutes -DRAFT.docx 1
Board Members Present: Marty Milanowski (virtual), Sue Rosa, Madelaine Rekemeyer, Jim Crandall,
Lona Schmidt (by phone)
Not Present: Jeremy Oswald, Mary Dougherty, Patrick Irvine, Stephanie Haskins
Others Present: Elizabeth Skulan, Jeanine Spuhler (virtual), Stephanie Eder, Sarah Traaholt,
Tom Croteau, Mary Anich, Shawna White (virtual), Val Levno (virtual)
Call to Order and Introductions
Crandall called the meeting to order at 4:02 p.m. Introductions were made.
Opportunity for Public Comment (Limit 3 minutes please.)
No Public Comment
Discussion and Possible Action – Review and approval of the February 22, 2024, meeting minutes.
Motion by Milanowski, seconded by Rekemeyer to approve the February 22, 2024, meeting minutes
with a correction that Rekemeyer attended the meeting in person, rather than virtually. Motion
passed.
Program Presentation – Shawna White, Resolution Coordinator, Northern Income Maintenance
Consortium (NIMC)
Shawna White introduced herself to the group as Economic Support Supervisor for Sawyer and
Resolution Coordinator for the NIMC. As the Resolution Coordinator, White oversees the benefit
recovery team. White’s recovery group works to ensure payment accuracy, identify fraud, recover
overpayments, and prevent future loss. White notes that program integrity is the responsibility of
Economic Support.
White reported recovery efforts are currently focused solely on FoodShare. White explained that there
are three overpayment scenarios that may trigger overpayment:
Accidental client error with no clear fraud intent.
Agency error through system error or worker miscalculation.
Intentional program violation including misleading, concealing, or giving false information to gain
additional benefits, or violating FoodShare rules such as trading food benefits for cash or other
goods.
White notes that the lookback benefit period for client or non-client error is twelve months from the
date the overpayment claim was established. The look back period for intentional fraud cases is up to six
years. Claims are time sensitive and require immediate action to recoup as much of the overpaid benefits
as possible.
DRAFT:
Subject to change at
the next BCDHS Board
meeting
BAYFIELD COUNTY HUMAN SERVICES BOARD MEETING
EOC & Virtual
March 28, 2024
K:\Agendas and Minutes\DHS Board\Minutes\2024 DHS Board Minutes\2024-03-28_BCDHS_Board_meeting_minutes -DRAFT.docx 2
Intentional violations are very involved and labor intensive. A careful examination of case records by the
agency is essential in determining whether it should be referred for fraud investigation. Suspected
intentional fraud cases may be referred for investigation with a contract provider. If the investigator
determines an alleged intentional program violation was committed, the agency must decide whether to
or not to refer the case to one of the following on to an Administrative Disqualification Hearing and/or to
the District Attorney for prosecution.
In 2023, eighty-one investigation referrals were referred for investigation and seventy were completed.
Program violations in 2023 resulted in the identification of $282,000 in overpayments. Of those, Bayfield
County had three intentional program violations and $27,787 in overpayments.
White also noted that investigations also promote cost savings. Investigations that result in a case
correction ensure the proper amount is being paid to the household. This results in less overpayments.
White responded to questions from the board about underpayments, penalties, and percentages of
fraud.
Monthly Section Reports
Family Services – Mary Anich
Anich reported there are plans for a new forensic interview room as part of the remodeling
project in the lower level of the courthouse.
In 2024, the Childrens with Disability Services moved from Aging and Disability to Family Services.
Hayley Weyers was promoted to a supervisory position overseeing Childrens Long Term Services
(CLTS), Children’s Community Options Program (CCOP) and Birth to Three (B-3) under Section
Manager Anich.
Anich and Liv Garramone, new Coordinated Services Team (CST) Case Manager, attended
meetings and training for the CST program. Garramone has been tasked with developing the
program plan and policies for the CST program.
Anich noted that ten children have been placed in out of home placement (OHP) since Christmas.
One youth was placed in secure detention and Anich stated staff are having difficulty finding an
appropriate placement for that youth as well as other complex needs children.
Family Services staff have been providing mandatory drug testing for Economic Support since July
for the FoodShare program. Any participant with a felony in the last five years must present a
passing drug test within 30 days of filing for FoodShare. Tests, suspended during the pandemic,
are now required again.
Support Services – Stephanie Eder
Eder noted that Support Services is fully staffed, and cross training continues.
Eder stated Sarah Traaholt will be moving from the front reception office to Suite B.
Eder and staff are busy closing the 2023 financials while simultaneously working on the current
year and beginning work on the 2025 budget.
BAYFIELD COUNTY HUMAN SERVICES BOARD MEETING
EOC & Virtual
March 28, 2024
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Aging & Disability (A&D) Services – Elizabeth Skulan for Carrie Linder
Skulan noted that updates for Linder will be included in the weekly report emailed on Monday.
Crandall reported he has attended a few senior meals. Crandall noted that nutrition is very
important, but socialization is key for senior at the congregate meals.
Skulan answered questions on congregate meal eligibility, costs, program funding, and how
important the programs are for connected seniors to additional services as they are needed.
Rekemeyer reported that a neighbor is very thankful for the Home Delivered Meals program and
their connection with driver Jon Berthel.
Croteau noted that the drivers who deliver the meals make valuable contacts with Behavioral
Health clients. They provide an extra set of eyes and ears, making sure CCS staff are informed and
can respond quickly when something seems out of the ordinary.
Behavioral Health & Community Programs – Tom Croteau
Croteau reported Tamarack will be reducing beds for several weeks during renovation. More
clients will be placed out of the area.
Emergency Detentions, which decreased over the last couple of weeks, have increased again.
Suicidal ideation is more common in the spring because people expect to feel depressed in winter
months but expect to feel better in spring.
Croteau reported serving individuals with very severe psychosis and schizophrenia.
Croteau reported three-party petitions require a large amount of coordination and funding. While
not mandated, three-party petitions might save the County money by reducing personnel (DHS,
law enforcement, court), emergency detentions, and placement costs.
DHS contracts with Northland Counseling to administer the Community Support Program (CSP).
CSP provides community-based services to individuals with severe and persistent mental illness.
Northland Counseling is hiring new staff to serve more individuals in CSP.
The number of participants in the CCS program is climbing slowly. There are currently forty-eight
participants and a few referrals that have not been processed.
CCS Administrator, Val Levno, is retiring as of May 3, 2024.
Economic Support Services – Jeanine Spuhler
Spuhler reports that Economic Support has been recruiting to fill a vacancy since January.
Interviews are scheduled for next week.
Children’s premiums, suspended during the pandemic, are being reinstated.
Katy Hansen and Isabel Ford are currently training to process Elderly Blind, and Disabled cases.
When a caller is transferred to the wrong team it is often frustrating when they are redirected to
the correct team. Cross training eliminates the need for transfers.
Aaron Kalmon has completed Family Care and Long-Term Care training.
The Wisconsin Home Energy Assistance Program has developed and will implement an HVAC
emergency assistance benefit for air conditioning. More information to come.
There will be a summer bulk fuel program this year. With the mild temperatures, less people are
in emergency situations.
The heating moratorium ends in April. Spuhler anticipates an increase in phone calls when
residents receive disconnect notices.
BAYFIELD COUNTY HUMAN SERVICES BOARD MEETING
EOC & Virtual
March 28, 2024
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Earlier this month, Spuhler participated in a virtual management review. The review went well
but Spuhler is waiting for results.
Monthly Reports
Monthly Financial and Training reports were reviewed and retained.
Discussion and Possible Action – Recognition of Val Levno, CCS Administrator
Val Levno is retiring on May 3, 2024. Val has worked for many years to assist individuals in Bayfield
County with mental health issues and substance use disorders. Levno was employed by New Horizons
North, then by Ashland County when New Horizons closed their doors in 2019 and the CCS programs
transitioned to the counties. Levno was instrumental in helping structure, develop, and implement the
CCS program in the Ashland Bayfield County region in 2015. Levno has been committed and dedicated
to the populations she has served. This resolution recognized Levno’s many years of service to the
residents of Bayfield County.
Motion by Rosa, seconded by Milanowski to approve the resolution recognizing Levno and
recommends its approval to the County Board for consideration at their April 16, 2024, meeting.
Motion passed.
Discussion and Possible Action – Recognition of Jeremy Oswald’s service on the County Board and DHS
Committee
Jeremy Oswald did not run for reelection to the County Board this term. Oswald has been an engaged,
contributing member of the committee since his first appointment to the committee in April 2018.
Oswald’s commitment to ensuring Human Services are available and accessible to the residents of
Bayfield County has always been apparent in his work on the committee. Oswald’s dedication,
perspective, and humor will be missed.
Motion by Milanowski, seconded by Rosa to approve resolution to recognize Jeremy Oswald for
service to the Bayfield County and Human Services Boards. Motion passed.
Bayfield County Comprehensive Plan – DHS Status Report
The County Administrator directed Departments to report quarterly to their oversight committees on
progress made on the county’s comprehensive plan. At the last meeting, the committee did not have
the time to review the Department’s update and a request was made to provide progress on the plan
to the committee annually. As a compromise with county administration, DHS will provide a written
update to the committee quarterly then add the plan to a committee meeting agenda for discussion
once a year during the fourth quarter.
County Levy and 2025 Budget
Skulan reported an update on the County Levy discussion. There is no tax exemption for mandated
services. As a result, the Department will request additional tax levy in the upcoming 2025 budget
cycle. DHS also plans to petition for another support staff position. The increased number of individuals
served in the CCS and Children’s Long-term Services (CLTS) programs has resulted in an increase in the
BAYFIELD COUNTY HUMAN SERVICES BOARD MEETING
EOC & Virtual
March 28, 2024
K:\Agendas and Minutes\DHS Board\Minutes\2024 DHS Board Minutes\2024-03-28_BCDHS_Board_meeting_minutes -DRAFT.docx 5
clerical and accounting tasks that must be performed for the programs. The current support staff team
does not have the capacity to accommodate the extra workload. The Department will request a Clerk
III position due to the complexity of duties that will be assigned to the new position, which will include
clerical work, accounting tasks, and tech support for the new Electronic Health Record system.
Other (Informational Items)
Email February 27, 2024, from NIMC Administrator Steve Budnick, recognizing Economic
Support Specialist Jessica Soulier.
Email from Tai Ji Leader Suzanne Rooney recognizing Social Work Aid Michele Reiswig.
Rekemeyer reported compliments were shared with her by a Peer Support Specialist
complimenting Tom Croteau and the work.
Future Meetings
Monday, April 22, 2024. (Please note Monday meeting date.)
May 23, 2024
June 27, 2024, in the County Board Room, will include 2025 Public Hearing
Crandall adjourned the meeting at 5:15 p.m.
Submitted by Sarah Traaholt, Clerk III
Original: Personnel File
c: Employee
Department
BAYFIELD COUNTY JOB DESCRIPTION
1. Department
Human Services – Support Services Section
2. Employee Name
3. Position Title
Clerk III
4. Position Purpose
To perform accounting functions, administrative support work, technology support, general clerical, and back-
up reception duties to Department staff.
5. 5. Qualifications
A. Associate degree in a field related to modern office practices, including accounting concepts and
procedures.
B. A minimum of four years of computer experience and proficiency in software used by the Department.
C. Expertise and proficiency in accessing and using state computer systems.
D. In-depth knowledge of programs provided by the Department of Human Services.
E. Possess a valid driver’s license and reliable transportation.
6. Knowledge, Skills, and Abilities
A. Advanced knowledge of modern office practices and procedures.
B. Ability to perform varied and difficult clerical tasks using diverse techniques.
C. Ability to understand and effectively carry out oral and written instructions.
D. Ability to type at 65 words per minute and operate complex office machines and equipment including
computers. Ability to correspond independently in an appropriate and professional manner.
E. Ability to decipher complex copy or corrected manuscript and to create a finished document.
F. Extensive knowledge of business math and English, spelling, and good communication skills.
G. Advanced knowledge of instructions, procedures and equipment used in operation of assigned
computers.
H. Ability to independently troubleshoot simple solutions to small technological (office equipment, computer,
and computer-related) problems.
I. In-depth understanding of Department programs, guidelines, operations, and policies with respect to
functions performed and the ability to use this understanding to determine how to complete assigned,
varied tasks.
J. Ability to use education, experience, and familiarity with Department guidelines, operations, and policies
to complete tasks with little direction.
K. Extensive knowledge of correct methods of data input, form handling, and proper order of forms.
L. Ability to read and record information on computers rapidly and accurately.
M. Ability to learn advanced computer applications from other computer operations.
N. Ability to provide technical training for staff using standardized procedures.
O. Ability to establish and maintain effective public and working relationships.
P. Ability to maintain records security and client confidentiality.
Q. Ability to prioritize workload and carry out assignments with minimal supervision.
R. Ability to maintain mental alertness, neatness, and dependability.
S. Ability to assess situations to determine necessary steps that must be taken to complete work or to
resolve any conflict or issues.
T. Ability to analyze current policies and procedures, identify precedents that have been set, and
recommend change to assist management in determining best practice or to increase efficiency.
2
7. Examples of Duties
A. Fiscal / Clerical:
1) Primary clerical support to the Community Support Services (CCS) and Children’s Long-Term
Support (CLTS) Programs
2) Submit payment authorizations to Forward Health for CLTS.
3) Process employee expense vouchers for CLTS and CCS.
4) Processes Accounts Payable, Deposits, General Journal Entries
5) Data entry into state and local systems (e.g., PPS, eWISACWIS, WISSIS, MIS, etc.)
6) Process program invoices, authorizations, and Medcaid billing as needed. (CLTS)
7) Provide education and training to partner agencies.
8) Distribute mail and correspondence.
9) Develop and maintain current written step-by-step procedure instructions for each job function.
10) Attends staff meetings, supervisor conferences, in-service training, and staff development
programs.
11) Function as trainer and mentor to Clerk I and Clerk II positions in the Department and related
consortia and provide consultation/staffing when needed or desired.
12) Provide back-up to the EHR users int eh Ashland/Bayfield County CCS region as needed.
13) Performs all other duties as assigned.
B. General Clerical Duties
1) Develop and prepare and update Annual CCS Program Plan and Policies
2) Trains new staff, acts as mentor to Clerk I and II positions and acts as a lead worker when
necessary.
3) Provides back up when necessary for all other Clerical I – III positions.
C. Filing/Technology:
1) Technical lead for the Electronic Health Record (EHR) software
2) Responsible for creating queries, developing reports, and providing technical support for EHR
3) Establish and maintain programs and integrity within the EHR software.
4) Expand and implement use of EHR to other DHS programs as deemed necessary and appropriate.
5) Provide backup to the EHR users in the Ashland Bayfield County CCS region as needed.
6) Trouble shoots when necessary, on DHS technology prior to contacting IT.
7) Keep files organized in computer directories.
8) Maintain new and closed files.
9) Perform record destruction duties on physical files.
8. Title of Immediate Supervisor
Financial Manager
9. Nature of Supervision Exercised Over Employee’s Work
Limited. Job duties are assigned, or the employee works independently to meet objectives and deadlines.
Supervisor is consulted when situations are unprecedented, although employee is expected to problem solve and
offer solutions to any problems. Work is reviewed randomly for quality and efficiency.
3
10. Titles and Number of Persons Supervised by Employee (in whole or part)
None
11. Nature of Supervision Exercised by Employee
None
12. Contacts with Public – Nature of and Frequency
Face-to-face and telephone contact – daily. Contacts may be with consumers, staff, other county employees and
vendors, other organizations, and the public. Contacts may be made to assist, advise, direct, and clarify; to plan or
coordinate Department efforts; to resolve problems within and outside the Department; or to represent the
Department. Contacts may be with people who are angry, demanding and/or aggressive.
13. List the Date the Employee Began Service in the Department and the Previous Position(s) Held, Including
Dates and Title for Each Position
14. Date Employee’s Signature
15. Physical Demands
A. Ability to sit or stand for extended periods of time while performing duties.
B. Ability to drive.
C. Ability to lift to 50 lbs.
D. Requires physical demands such as seeing and hearing to perform general office duties.
16. Certification of Accuracy of Foregoing Statements and Additional Information or Comments on Employee’s
Duties
Date Title Supervisor’s Signature
K::General/Hiring//Clerk III JD template 4/2004