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April 29 2014 Minutes of Work Session with Social Services34s A work session of Frederick County Board of Supervisors and the Frederick County Social Services Board was held on Tuesday, April 29, 2014, at 12:00 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Richard C. Shickle; Christopher E. Collins; Charles S. DeHaven, Jr.; Gene E. Fisher; Gary A. Lofton; Robert A. Hess; Robert W. Wells. OTHERS PRESENT John R. Riley, Jr., County Administratox; Kris C, Tierney, Assistant County Administrator; Roderick Williams, County Attorney; Cheryl B. Shiffler, Director of Finance, Jennifer Place, Risk Manager /Budget Analyst of Finance; Paula A. Nofsinger, Director of Human Resources; Tamara L. Green, Director of the Department of Social Services; Linda Gibson; Assistant Director of Department of Social Services;' Delsie Butts, Administrative Manager of Department of Social Services; Social Services Board members: Joanne Leonardis, Red Bud District, Vice Chairman; Linda Martenson, Board Member At- Large; Frank Heisey, Gainesboro District; Karen L. Kimble, Shawnee District; Kathleen H. Pitcock, Back Creek District; Susan W. Marsh, Stonewall District. CALL TO ORDER Chairman. Shickle called the work session to order. He turned the work session over to County Administrator Riley. Administrator Riley asked Director Green to introduce the Department of Social Services board members and staff. Director Green began with introductions of the board members for the Department of Social Services and staff and stated Chairman James L. Stephens was not able to attend today. Vice - Chairman Leonardis stated serving the system and educating the families in the county is their number one priority. She went on to say she believes their second priority is administering federal and state mandated programs and funds in a timely manner without penalty or error to insure that their number one priority is met and today's presentation is a snapshot of what it takes to do that. Directar Green thanked the Board for the opportunity and went on to review a brief presentation on the local Department of Social Services to include: Minute Book 1Vumber 39 Board of Supervisars Work Session with Social Services an ©4/29114 34� • Structure of Department of Social Services • Financial impact of benefits programs in the community • Discuss Current benefits programs challenges • Explanation of how Social Services have maintained thus far • Justification for new staff request • Closing remarks and questions County Administrator Riley stated it might be helpful to see a total budget far the State and Federal funds. Administrator Managex Butts circulated a copy ofthe spreadsheet with those numbers. County Administrator Riley thanked Director Green on her presentation and stated this was the second time Director Green has presented this information. Supervisor Collins asked about staffs' ability to catch fraud due to the volume of cases. Director Green responded fraud cases were very low. She went on to say they have a part -time employee who is dedicated to fraud cases. Back Creek Supervisor Lofton commented that he was amazed at how well the department works to maintain State standards and commended the staff and the Department of Social Services board members given the county's population. Director Green stated there has been a 5% increase in families needing assistance, including a wide group of middle class families qualifying far short term eligibility. She went on to say the Hornsby Zeller assessment was completed in 2008 and it was determined additional staffing was needed but nothing resulted from it. ,She went on to say the Department of Social Services is in need of a total of 7 additional employees to handle all the calls, intake and eligibility, as well as handle the increase in long term care and aged, blind and disabled cases, and a worker to ease pressure off of the current team. Director Green stated they are meeting the 97% compliance rate on Supplemental Nutrition Assistance Program {SNAP); however, they are only at a 92% compliance rate for Medicaid, which means they are not meeting deadlines. She went on to say if mandated processing deadlines are not met financial penalties could be assessed. Chairman Shickle commented that it is distressing to see the increase in case loads. He went onto say it was unclear of whose responsibility it was to address these concerns. Minute Book Number 39 Board of Supervisors Work Session wish Social Services an p4/29/14 343 Director Green stated the Department of Social Services employees are employees of the County whose job is to administer Federal Programs that are supervised by the State. However, the Caunty is responsible for staffing. Chairnan Shickle asked if there were any other questions or comments. He thanked the Department of Social Services for their presentation and was highly surprised. He went on to say the County supports thez�. and will do their part. There being no further business, the work session was adjourned at 1:03 P.M. ��� Richard C. Shickle Chairman, Board of Supervisors Jal��i '1 y, Jr. Cl ,Board of Supervisors Minutes Prepared By: �/%'� Noemy Espinal Legal Secretary I, County Attorney ()face {Filling in for Jay Tibbs, Deputy Clerk, Board of Supervisors) Minute Boak Number 39 Board of Supervisors Work Session with Social Services on 44/29/14