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Date: July 16, 2003
Time: 10:00am
Sammy Haithcock
Pat Cameron
John Holcombe
Beverly Sulecki
Ben Rose
Linda Byrd
Steve Garrison
John Wasson
Visitors
Cathie Alexander
Patricia Holcombe
Teresa Allison
Caroline Davis
Beth Amos
Elbert C. Keith
Mary Flounoy
Regina Watkins
Barry Burger
Barry Miller
Lillie Pernell
To be discussed at next meeting.
Barry Miller provided members with a draft copy of the letter to be sent to the DSS Directors concerning the implementation of Data Warehouse for the purposes of reporting and information sharing. This letter also addresses the error that was found by the federal auditors on lines 28 and 29 of the OCSE 157 which resulted in some incentive lost for collection on arrears for FY ’01. Because of federal government changes and the budget situation, Data Warehouse will be used for reporting. Mr. Miller stated the reporting of the error to the committee was overlooked.
Sammy Haithcock asked how much did we lose. Elbert Keith advised he can’t really say, but we received 2.09% of federal collections. Pat Cameron asked how much money did this equate to. Elbert Keith advised about seven million or two thirds under the new formula. Pat Cameron asked why did the federal auditors pick out this one line for error. Elbert Keith stated they did a comparison of cases that had an arrears balance and how many had payments during the year. If the cases was a former TANF case and monies were disbursed to the state, it did not count. If the payment was disbursed to the family, it counted. They also excluded tax intercept monies applied towards arrears. If the case was current TANF or never TANF we received credit for the collection. Barry Miller stated he think their focus is getting monies in the hands of the families.
Sammy Haithcock stated that anytime anything happens that affects IV-D revenue of the county it would be good to let directors know ahead of time so that adjustments can be made and they can also educate themselves. He stated it is most important for incentive reporting and reinvestment. Pheon Beal asked Sammy Haithcock what does he see is the most efficient reinvestment strategy. Sammy Haithcock advised showing good results vs efforts. Pheon Beal stated DHHS is in a convoluted situation at this time. Every position that is unfrozen and posted for hiring, there has to be a showing of monies back into the program.
Sammy Haithcock stated there is still the situation of the person that we can’t get child support monies from. This is similar to hard to reach TANF clients. He suggested it would be nice to extend child support services to other programs. Pheon Beal advised that was a proposal about 3 years ago with the Workfirst Development Plan with child support being on the front end. However, it did not develop.
Pheon Beal stated this committee is very valuable to the division. This is a partnership and we will continue to works as a parternship. She asked if this draft letter should be sent to the DSS Directors. Sammy Haithcock stated it is good letter. Pheon Beal suggested that clarification be put in writing what are the goals and how they were set. Sammy Haithcock and Pat Cameron will draft the letter. Patricia Holcombe stated the consultants could take the letter to the counties and explain it in addition to sending it out.
The draft letter concerning the implementation of data ware house for reporting purposes will be sent to Pat Cameron and Sammy Haithcock for review and recommendations. They will send it back to Barry Miller within 2 days and Mr. Miller will send the finalized one to the DSS Directors.
Sammy Haithcock asked if the ranking wouldn’t affect everybody. Elbert Keith stated everybody’s total would go down. The error was a statewide error.
Elbert Keith provided copies of the Incentive Goals Comparison, May 31, 2003 per XPTR and Data Warehouse report. Steve Garrison inquired about the caseload under order percentage. Elbert advised that XPTR picked up orders that had a future start date. Data Warehouse picks up orders that have a start date during the reporting period. There is a difference of 6,000 cases between data warehouse and XPTR of cases that have a PEST event , the BOW (Born out of Wedlock) indicator is “N” or blank and have not been OOPS. A cleanup query is being developed in data warehouse.
Steve Garrison inquired about the percentage of cases under order. Elbert Keith stated the past paid public assistance (PPPA) only orders are possibly not counted. They are not programmed to count in both systems. Steve Garrison asked then why not back them out of the caseload count. Elbert Keith stated the feds say these are still a case to be counted.
Pheon Beal stated data warehouse is the best thing that has happened to us. Beth Amos stated child support now owns a lot of data in data warehouse. It is a tool for reporting. Data warehouse training started about a year ago. The OCSE 157 report was developed in data warehouse and is more accurate. Also the self assessment reports are now in data warehouse. Beth advised that if a county has a person that does not have access to data warehouse and would like to, please contact their consultant. Regina Watkins asked is there a goal to developing queries. Beth Amos stated there are already standard queries. If anyone has a specific request , please email your request to Beth Amos. Beth Amos stated they are working on financial data in data warehouse. They are writing some basic queries. Sammy Haithcock if the training provided the same. Beth advised we trained more on specific CSE queries.
Barry Miller states the bill passed and effective July 1, 2003. Changes are now in the CSE Online Manual. Barry Burger stated the provisions are:
• Arrearage liquidation in cases closed, collecting on arrears only. This will assist in getting child support arrears paid off much quicker.
• Upon the death of the obligor, the child support agency must determine if the estate of the obligor has sufficient assests and attempt to collect arrearages from that estate.
• The occupational licensing boards are to note the revocation of a professional license in their records and are to report it to DHHS within 30 days. Barry Miller stated there is an error in the newsletter so please refer to the CSE OLM for correct policy. Pat Carmeron asked what was the error. Barry Miller advised it stated there must be a court order received from the licensing board.
• The release of an obligor’s payment history for a child support order is permitted so that it may be examined by a court, the obligor, client or the person’s designee. Also income and expense information may be release to the other parent for the purpose of establishing or modifying a support order. John Holcombe asked does this mean an attorney can be the designee. Barry Burger advised yes.
• If medical insurance coverage is not currently available at a reasonable cost, the court must order that the parent maintain health insurance when it does become available at a reasonable cost.
Also effective October 1, 2003 the financial institution data match (FIDM) process will be more of a freeze and seize of assests from the NCP’s account. It replaces the writ of execution process. It provides the NCP with a 10 day contestation period. The process will be less cumbersome. The NCP will have to be served by Rule 4 of Civil Procedures. The FIDM process will be centralized internally in the Central Office. The policy and training unit is currently working with the functional staff on this process.
Sammy Haithcock asked about the estate recovery. Who notifies CSE? Barry Burger advised information is received through the federal case registry, and also from clients. CSE then checks with the state where the person lived to see if there is an estate.
Regina Watkins asked if we could pursue the estate to collect NPA arrears. Barry Burger advised yes. Beverly Sulecki stated she has been to her local clerk of court’s office and was advised she could not collect the NPA arrears. Barry Burger stated he would do some follow up with the court reps to see how this is handled.
Barry Miller stated people have been asking about MODS. He stated there are no monies available. Beth Amos stated there has been 1,117 modifications requested since the implementation of ACTS. 229 have been deleted that were either duplicates or against federal regulations. 447 have been completed and 441 are still open. She stated the state’s budget situation cut the ACTS technical team. Only maintenance of the ACTS system will be performed. Also there are some system modifications taking place when state law dictate a change to be made. They currently have a lot to be done that the feds are requiring like the FIDM process which Barry Burger spoke of. Also the IRS has requested some system modifications. CSE/ACTS is trying to keep the system current with federal and state law requirements.
Pat Cameron asked how are the requests prioritized. Beth Amos advised the number of modification requests have deceased in the last 3 years. There is a modification committee that screens the modification requests. They also look to see if another modification request can be handled at the same time one already requested, that may be higher in the hierarchy, is being handled.
Pat Cameron asked if Beth Amos can send out a letter to the county DSS Directors with the status of the modification requests and how they are done and resources needed to complete them. He stated maybe the DSS Directors can help press for monies from DHHS that are needed to complete the requests. Barry asked if it is okay to send an email. Pat Cameron stated yes. Steve Garrison asked Beth Amos if she still want counties to send their modification requests. Beth Amos stated yes. Pat Cameron asked Beth to state this in her letter also.
Barry Miller stated the contract with SEAT Management has already been signed. DIRM says we will receive faster, better service and upgraded software, but not cheaper. Sometime in the next year and a half, all printers and pc’s will be replaced. Each person will be asked to fill out a needs inventory. It is very important that each person complete the form. The printers will also perform duplexing. There will be a maintenance group who will service counties and no county will be more than 50 miles from a maintenance group. The equipment will also be replaced again every 4 years with no cost to the county.
Pat Cameron asked if this information can be sent out also. Barry Miller stated DIRM controls this process. Barry Miller stated there is no guarantee you will receive everything requested. You will not be able to add to your computer. Barry Miller stated he thinks they have found a piece of hardware that will enable some counties to access COC, Register of Deeds records etc. They may be able to continue interfacing with the county. Pat Cameron asked what will happen to the old equipment. Barry Miller stated the county will keep theirs and the school system will receive the state equipment.
Barry Miller stated the feds are still pushing annual fees in the TANF Reauthorization Bill. North Carolina and the National CSE Directors Association are opposing it. The specifics are in the previous month’s minutes.
Barry Miller stated he is forming a workgroup to assist with statistical reporting & Foster Care Cases. He is asking the DSS Directors to send names of volunteers to serve on this committee. Pat Cameron advised there should also be some child service persons on the committee also. He stated there is a coding issue and splitting of monies. The monies are going to the county finance officer. Sammy Haithcock stated the committee needs local and state CSE staff, persons that handle foster care reimbursements (usually the finance officer) someone from child welfare policy and DSS Directors.
John Jablonski was not present. Pat Cameron stated he wasn’t sure but maybe John was referring to the possibility of expanding this service for the counties. Barry Miller stated if he is talking about funding positions, it depends on how many seats are left to be filled. Beth Amos stated the lines are at capacity, it is not just a personnel issue.
Steve Garrison stated the Customer Service Center answered 9,000 calls for Buncombe county in May 2003. His office staff handled 3,900 calls themselves May 2003. Steve Garrison asked what percentage of the calls does the VRU handle. Barry Miller stated the VRU handles 80% of the calls.
This matter will be put back on the agenda for the next meeting.
Barry Miller stated the planning committee (approximately 20 members) assigned to work on the five year plan will begin to meet next month. Cathie Alexander asked what is the time commitment. Barry Miller stated four meetings, some conference calls and email assignments. Sammy Haithcock asked what kind of person are assigned to the committee. Barry Miller stated there are two groups. One group is the public group- persons from the legal field, health care fields and consumers. The second group is working staff – agents, supervisors, consultants and central office staff . He has not received a response from the DSS Directors yet. He stated we have until June 2004 to come up with the new plan. The plan has to be developed and marketed by April 2004. Sammy Haithcock suggested that we ask Larry Johnson to recommend someone to serve on the committee.
Barry Miller provided a copy of the Fiscal Reporting Procedures Letter from Laketha Miller, Interim Controller. He stated there is new federal incentive measures for medical enforcement effective October 2004. It will be another requirement to get the same amount of monies we’re already getting.
Barry Miller stated the Customer Service Center at first was printing and sending requested information to clients and NCP’s. It has become expensive. A committee may be formed to discuss what can be done. Sammy Haithcock asked what type of information is printed and sent. Barry Miller stated payment history, financial affidavits. Regina Watkins asked if the county can’t print their own. Barry Miller stated yes. Pat Cameron and Sammy Haithcock asked if Barry can get information of the bulk of the mailings and bring this information back to the committee at the next meeting.
See Section III- Report on Senate Bill 423
None
Meeting adjourned 12:00.
