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February 11, 2004
10:00am
Pat Cameron, Sammy Haithcock, Caroline Davis, Patricia Holcombe, Phyllis Senzel, Beverly Sulecki, Evelyn Scott, Steve Garrison, Ben Rose, John Jablonski
Visitors
Cathie Alexander, Edna L. Futrell, Barry Burger, Adonica Hampton, Joe Crook, Mary Flounoy, Christine Heib, Bill Upchurch, Wayne E. Black, Mitchell Laws, Alfredia Godwin, Linda Byrd, Barry Miller, Lillie Pernell
• Approval of Minutes from December 2003 Meeting
No corrections made to the minutes. A motion to approve the minutes was made by Steve Garrison and seconded by Patricia Holcombe.
• Changes to ACTS due to IRS Security Review
Barry Miller stated the annual self assessment report is in the process of being printed. On the front of the report will be a picture drawn by a Forsyth county student who won an Art/Poetry contest. Patricia Holcombe asked if we can give the student a Child Support Council pin.
Barry Miller passed out a handout showing the new version of an ACTS screen. On this screen EIS workers will be able to see who paid the child support and for which child. He has spoken with Food Stamps, Medicaid, and the Quality Control departments and they have agreed they can use this screen.
Joe Crook asked what are the ACTS coordinates. Barry Miller advised to contact Beth Amos. Pat Cameron asked when will this new screen be in effect. Barry Miller stated it will be in production on Monday. Barry Burger stated a broadcast message will be sent out on Tuesday. It will also be in the field representatives training packet. Caroline Davis asked Barry Burger to have the ACTS coordinates placed on the document.
Barry Miller stated the security measures IRS has asked to implement is extensive. Included in the IRS 1075 is a financial penalty that applies to the individual. It is $5000 per occurrence or 5 years in prison or both. Mr. Miller encourages everyone to take this serious and be secure as the IRS dicates. A compliance audit is done every 3 years and the field representatives are already conducting the audits in their counties.
John Jablonski asked if the IRS security changes relates to the new EIS screen change. Barry Miller stated yes.
Pat Cameron stated he wanted to make sure they agree with the screen changes because they have to take this back to their staff in other programs. Steve Garrison stated he thinks it will take the IV-A staff to use it to make sure it is what they want.
Barry Miller stated the legislative created a policy/planning department. Changes in procedures will be sent to this department for review and all changes will be sent to all programs in the future by this department.
Sammy Haithcock asked who are the persons in this department. Barry Miller stated he does not know the people but it was established last summer. Cathie Alexander asked for a workfirst person will the new screen satisfy showing how much was paid to a household. Barry Miller stated the policy written states it does. Pat Cameron stated to remember that the client is always responsible for this information.
Sammy Haithcock asked if there's a process to send policy changes to the policy/planning department. Barry Miller stated this is effective February 16, 2004 . He received the memo yesterday. Sammy Haithcock stated it has come up in the director's group that when new policy occur that it identifies the impact on the staff because to the fiscal impact.
Barry Miller stated they are installing new equipment in the central office. They will not roll out to the local office until all the problems have been resolved with the central office. A message will go to everyone once they are ready for roll out. Mr. Miller advised that if anyone calls your office to set up, please contact his office. They want to get all the known problems fixed first before they roll out to the local counties.
Caroline Davis asked about training of staff. Barry Burger stated he believes Seat Management is coming to each office for training. Barry Miller stated he will do a follow up on this matter. Barry Burger stated Seat Management does a two hour training session and they provide a manual which is very helpful. Sammy Haithcock asked to inform the counties of how the training will be delivered.
Barry Miller provided the committee with a copy of the consultant performance survey. If there are no questions or additions to the survey, he would like to send it out to the DSS Directors and local supervisors this month via email. Sammy Haithcock asked how often will it be conducted and will the results be shared. Mr. Miller stated it will be conducted annually and the results will be provided to the consultants.
Pat Cameron stated they have met twice with David Carter to identify when monies from Foster Care went to the county finance officer. Samples of two reports were passed out to the committee members. These two reports reflect when the funds are going to the county finance officer. They will become a part of the electronic process to the county finance officer. Joe Crook asked if they will also be in XPTR. Sammy Haithcock stated you will have to pull the report from XPTR. Pat Cameron asked how soon will the reports be in XPTR. Barry Miller stated it will be there by the beginning of the fiscal year. John Jablonski asked if there are anymore scheduled meetings. Pat Cameron stated no. Pat Cameron stated Joanne Lamb was also a part of the this committee.
Barry Miller presented a handout listing the description of 4 data warehouse queries. The fourth query contains statewide cases with AFDC Arrears No CSUP with 0.00 Arrears Balance. Mr. Miller asked the committee about closing these cases. Pat Cameron stated it will help the percentage of collections, but will it negatively affect the percentage of cases under order. Barry Miller stated by a small percentage. Mr. Miller stated he would like to close these cases and he will close these cases for the stated operated shops. The committee agreed that these cases be closed for all counties. Mr. Miller stated then these cases will go away over the weekend. He stated he would like to see the cases included in #1 (Statewide Cases with AFDC Arrears No CSUP and Payment in 2003), turned over to a debt collector.
Barry Miller stated he would like to change the name to the Journey Toward Excellence. A draft packet has been put together. The next big thing will be the meetings in the counties with the clerk of court, sheriff's office, judicial staff, IV-D staff, etc. A series of meetings have been scheduled for April and May across the state to explain the plan. Sammy Haithcock stated a revised draft will be sent to David Daughtry to make the corrections and the committee will meet again to review it. Barry Miller stated a handout will not be given to everyone at the meeting, instead they will be using a powerpoint presentation. Sammy Haithcock asked Mr. Miller if he already had scheduled dates. Mr. Miller stated yes. Mr. Miller stated part of the plan is for vendor/vendors to provide cheaper insurance to NCP's which was proposed by Ben Rose.
Barry Miller stated a Haywood county judge has ordered all their AOC cases transferred to IV-D. IV-D will be appealing this decision because someone must sign the application and pay the application fee. Pat Cameron stated he and Sammy Haithcock were on the legistative committee to discuss the transfer of cases. Sammy Haithcock advised the state auditor thought the transfer would be a good thing but it will cost. Barry Miller stated AOC currently has 5,500 cases under order. Patricia Holcombe asked, “what is the clerk of court collection percentage”? Mr. Miller stated, “it is 80%”. Sammy Haithcock stated there is the issue of how many cases a person can handle and is there a need to work on a strategy and look at all the pitfalls.
Steve Garrison stated his county created a query of the NIVD cases and sent out letters but received very mininal responses. Bill Upchurch advised this transfer can be done by going to the counties first not to the legislative. Patricia Holcomb stated their county sent out letters to the NIVD clients and they did not waiver the fee. John Jablonski stated the Journey of Excellence committee recommended the AOC/CSE transfer.
Barry Burger introduced the new policy/training program consultant, Adonica Hampton to the committee. She is currently working on the first piece of policy that will be sent to the policy/planning department. It deals with the change in terminology for past paid public assistance.
Barry Miller presented a rough draft of the performance report. It will be sent to legislature in March. Please email questions/changes to Mr. Miller.
Meeting Adjourned at 11:21am
