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HomeMy WebLinkAboutComprehensive Community Service Committee - Agenda - 10/14/2025 pg. 1 Meeting of: • Regional Comprehensive Community Services (CCS) Coordination Committee of Ashland and Bayfield Counties Date / Time: Tuesday, October 14th, 2025 at 12:30 – 2:00 pm Virtual Meeting Link: https://us06web.zoom.us/j/82993429364?pwd=rleKNmXea8Ww6eaXBtUBoEVzLGzsXz.1 Meeting ID: 829 9342 9364 Passcode: 969968 One tap mobile: +16468769923,,82993429364#,,,,*969968# US (New York) +16469313860,,82993429364#,,,,*969968# US In-Person Meeting Option: Lake Superior Conference Room (new name of Conference Room A; Basement level) Bayfield County Courthouse / Department of Human Services 117 East Fifth Street, Washburn, WI 54891 Name Committee Member Position(s) Ashland Representative Bayfield Representative Term Appointment Renewal Date(s) Thomas Mittelstaedt Committee Chairperson Participant Member X Chairperson: July, 2027 Participant Member: July, 2027 Jan Kupczyk Committee Vice Chairperson Community Member X Vice Chair: July, 2027 Community Member: July, 2027 Andy Austin Participant Member X July, 2027 Shannon Esala Community Member X July, 2027 Pam Stanny Community Member X July, 2027 Terry Barningham County Representative Ashland County HHS Director x July, 2027 Tom Croteau County Representative Bayfield County Human Services Director X July, 2027 Teri Ovaska County Representative CCS Program Administrator ACCS Mental Health Professional X X July, 2027 Jon Michels Participant Member X July, 2027 Vacant Participant Member X Vacant Participant Member X Vacant Participant Member X Vacant Tribal Representative X Vacant Tribal Representative X *Number of voting members needed to meet quorum: 5 out of 9 *DHS 36.09(2): At least one-third of the total membership of the coordination committee shall be consumers. No more than one-third of the total membership of the coordination committee may be county employees or providers of mental health or substance abuse services. Standing Note: Topics and discussions included in this meeting are specific to the overall quality of the CCS program, and programmatic-level input and feedback that inform it. Examples include review of the CCS plan and policies applicable to how services impact all CCS participants. Individual grievances, staffing, or other concerns not applicable to all participants should be addressed through the most appropriate alternative channels based on policy. pg. 2 Agenda 1. Call to Order / Roll Call – Completed by Chairperson A. Roll Call B. Membership Updates 1. Richard Reed (ACCS Participant Member) Membership ended effective 7/14/25 2. Review of compliance with DHS 36.09 (2) and Coordination Committee Policy (p.47 of CCS Plan) related to committee membership. 1. Outreach is being completed currently to recruit more participant members. 2. 33% for participant members = within the DHS 36 requirement, but does not meet equal representation for each county required by policy. i. Currently; 1 ACCS representative vs 2 BCCS representatives 3. 33% county employees = out of compliance with DHS 36 requirement, but meets equal representation for each county required by policy. i. Teri Ovaska is considered a representative for both counties because of her role as CCS administrator for both programs. Hand-out: Updated Coordination Committee brochure Hand-out: Regional Coordination Committee Application (p.1) 2. Approval of Minutes - Completed by Chairperson A. Discussion and Action: Review and vote on approval or corrections of July Meeting Minutes. Hand-out: Regional CCS Coordination Minutes – 7.8.25 - DRAFT (p.2-3) 3. Presentations – Provided by QA&I Coordinator A. Introduction to Bayfield County Internal Staff Members Hand-out: Bayfield CCS Internal Staff Members-Bios (p.4) 4. CCS Policy Updates – Provided by QA&I Coordinator A. Quarterly Plan & Policy updates: 1. CCS Plan Section – Participant Records (Confidentiality Compliance) DHS 36.07(5)(a) Clarified language about access to confidential information & data, listed new associated attestation which relates to this these expectations. 2. CCS Plan Section – Confidentiality Compliance – DHS 36.07(5)(b) Adjusted to reflect the confidentiality-specific training required as part of CCS initial orientation for all CCS providers Hand-out: October CCS Plan Updates (p.5-6) 3. Confidentiality Policy Specified examples of client records that should not be accessed by CCS providers, based on the scope of the providers’ role and type of service they are delivering. Hand-out: October CCS Plan Updates (p.7-8) 4. Contract Addendum Stipulated contractual responsibility for the provider to ensure their employees abide by the confidentiality policy. Specified service provider documentation requirements need to align with policy. Hand-out: October CCS Plan Updates (p.9-13) 5. Provider Confidentiality Compliance Attestation (new) New providers will be required to complete as part of initial onboarding to ensure they fully understand expectations associated with maintaining confidentiality. pg. 3 Hand-out: October CCS Plan Updates (p.14) 6. Initial Orientation and Training Policy for CCS Providers Updated based on new guidance from the State regarding how previously-completed training can be verified for Certified Peer Specialists defined under DHS 36.10(2)(g)20. Hand-out: October CCS Plan Updates (p.15-16) 7. Ongoing Training Policy for CCS Providers Updated to identify at least 2 of the 8 annual training hours for each CCS provider should be in ethics / boundaries. Hand-out: October CCS Plan Updates (p.17-18) 8. Billing Process Policy Updated to reflect process differentiation between providers who enter notes directly into the CCS Electronic Health Record system vs those that are approved to send scanned copies. Clarified what is / is not to be included in invoices. Hand-out: October CCS Plan Updates (p.19-21) 9. CCS Invoice Template (new) This was added as a supplemental resource to align with the updated information reflected in the billing policy. Hand-out: October CCS Plan Updates (p.22) 10. Progress Notes Submission, Review and Correction Policy Specified providers must complete progress note corrections within 15 days of being notified. Established scanned notes must be submitted by the 10th of the month for all services rendered in the previous month; aligning to Billing Policy. Hand-out: October CCS Plan Updates (p.23-26) 11. No-show and Service Engagement Policy Specified wait time for no-shows is limited to 15 minutes past the appointment meeting time. Hand-out: October CCS Plan Updates (p.27-28) 12. Vendor Listing Additions (ACCS only): Brainsprouts LLC, Cornucopia Counseling, LLC, Tiffany Golden & Richanda Harris (Roots Residential AFH LLC) (BCCS only): Vanessa Pierce, AAS, (Bayfield County Human Services) (Both Programs): Ashley Kamantauskas, LCSW (Tamarack Health) Changes (ACCS only): Maria Watters (Rolling Hills Equine, Inc.) credentials changed from Rehab to BA level. (Both Programs): Jodi Supanich (independent ISDE provider) credentials changed from Rehab to BS level. Added specialties to better-identify some existing providers. Deletions (ACCS only): Yvette Wilmot, CPS (Rocky Hill Parent Peer Specialists LLC) (Both Programs): Julia L. Karibalis Private Practice, LLC, Robin Kemkes, LPC and Ellyn Conhartoski, LPC (NorthLakes Clinic), Kevin Smith, RN (Tamarack Health), Megan Weeden, BS (Christian Servants Home Care) Hand-out: October CCS Plan Updates (ACCS Vendor List- p.29-33) Hand-out: October CCS Plan Updates (BCCS Vendor List- p.34-38) pg. 4 5. Reports and Program Updates - Provided by CCS Administrator A. CCS Program Report – Services specific to children, adults and elderly 1. Enrollment Information- Participant and Referral information 2. Provider Network 3. Outreach Hand-out: CCS Program Report (p.39-41) 6. Discussion and Action Items – A. Introduction to BCCS Coordination Committee applicant; Anna Hanson 1. Action Item: Vote for potential recommendation to the Bayfield County Human Services Board to confirm appointment as a Regional Coordination Committee; Participant Member representative. Hand-out: Anna Hanson Coordination Committee Application (p.42) 7. Opportunity for Public Comment (Limit 3 minutes please) – Completed by Chairperson 8. Future Meeting Dates – Completed by Chairperson Upcoming Dates Start Time In-Person Meeting Location Tuesday October 14th, 2025 12:30 pm Bayfield County Courthouse, Lake Superior Conference Room Tuesday January 13th, 2026 12:30 pm Ashland County Human Services Building, Oredock Room Tuesday, April 14th, 2026 12:30 pm Bayfield County Courthouse, Lake Superior Conference Room Tuesday, July 14th, 2026 12:30 pm Ashland County Human Services Building, Oredock Room Tuesday, October 13th, 2026 12:30 pm Bayfield County Courthouse, Lake Superior Conference Room Bayfield County Notification: 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 whom, 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 cans be made.