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North Carolina Association of County Directors of Social Services
Day Care Committee
December 8, 2004
Attendance:
Elizabeth Schulz New Hanover County DSS
Connie McAdams Chatham CCN
Cathy Dillard Vance County DSS
Heather Thomas Randolph County DSS
Liz White Forsyth County DSS
Dawn Creason Forsyth County DSS
Linda Allison Alamance County DSS
Wanda Smith CACCA/Durham County
Helen Kaleel Sampson County DSS
Cindy Tharrington Franklin County DSS
Amie Barham Franklin County DSS
Richie Lewis Harnett County DSS
Macy Jones DCD
Ron Byrd DCD
Gloria Cook Wake County DSS
Kathy Snethen Orange County DSS
Mary Smith Guilford County DSS
Patti Stowe Mecklenburg County DSS
Denise Hill Guilford County DSS
Della Sweat Cumberland County DSS
Shari Bryant DCD
Rob Kindsvatter DCD
Nancy D. Guy DCD
Nicki Griffin Franklin County DSS
Jani Kozlowski NCPC
Regina Watkins DCD
Sherry Young DCD
Annie Brame DCD
Sandra Tillman Moore County DSS
Betty Hamby Craven County DSS
Terry Keene Johnston County DSS
Annette Johnson Onslow County DSS
Jerry Rhodes Washington County DSS
Vickie Jackson Wayne County DSS
Algernon W. Mckenzie Columbus County DSS
Fay Lewis DCD
Aliesa Bowman Iredell County DSS
The December 8, 2004 meeting was called to order by co-chair, Nicki Griffin. Jerry Rhodes, co-chair presided over the remainder of the meeting. Minutes from the November 3, 2004 meeting were approved with no changes.
No additions were made to the agenda. However, discussion was made regarding the location of future meetings. The January meeting will be held at DCD again. Most folks felt the DCD is a more convenient location. The location for future meetings after January will be announced.
Rob Kindsvatter introduced Shari Bryant as the new budget officer who will be doing the expenditure report next month. Rob reviewed the reports and offered the following comments:
-Non Smart Start spending was up slightly ($300,000) with a State spending coefficient of 97%,
-Smart Start spending up $200,000 with State spending coefficient of 102%,
-Combined spending up $500,000 with State spending coefficient at 97%.
There were 92,212 children served in October which was up 2,100 children from September. A decrease in the waiting list was attributed to counties surveying the families on their waiting list and some counties serving children. The information reveals counties are prioritizing children in families receiving Work First benefits.
Nancy Guy reported that the Subsidy Advisory Committee questioned why funds were being underspent when counties have a waiting list. The following reasons were discussed:
• Funds were being underspent due to staffing issues.
• Counties were working their waiting list which takes time.
• Counties may have received nonrecurring funds they did not expect.
• Counties reported that only 30-50% of people on the waiting list are still eligible when you finally get to them.
Nancy discussed the reallocation and reversion process through which $3.8 million was provided. Of this account, $1.8 million was available from the reversion process. Counties with spending under 90% were contacted to revert funds. Some reported that they had called families in to apply and others were experiencing rate increases and still needed their funds. Counties spending at 98-115% received first priority for a reallocation. A few counties spending over 115% received funding. The total allocated to counties spending between 98% and 115% was $2.4 million bringing them to 102%. Counties spending 98%-101% based on current service (excluding summer) were given funds to cover 5% of waiting list, totaling about $622,000. About $823,000 was given to counties over 115%, which brought them to 110%.
The issue of why we can't provide enough funding to bring everyone to 100% was discussed. DCD staff indicated that the only way to do that is to cut funds to underspending counties without allowing them to offer information about local circumstances and give to overspending ones. It was felt it was appropriate for underspending counties to remove children from the waiting list. DCD will be more aggressive in February about reverting funds from counties who do not have a spending coefficiency of 95%. In addition, reallocations occur at the end of the year when funds are available. The State will usually cover $1,000 to $1,500. However, counties should not assume their county will be covered if the overspending is larger. The next reallocation and reversion process will be from information obtained from October, November, December, and January service months.
Nancy reported that Susan Parrish from Catawba County sent a message to DCD regarding her concern that her county was spending at 109% range, within the first priority to receive funds, and only received $18,000 while another county spending at 120% received over $400,000.
There was additional discussion regarding the concern about leaving dollars unspent when the needs are so great. Funds from Smart Start come later in the year which need to be spent first; therefore, leaving other funds unspent. It was reported that less than 1% of the total DCD subsidy allocation was left over last year.
It was suggested that the Reallocation Subcommittee reconvene after the January meeting to discuss these issues.
Nancy Guy reported that counties will soon get their budget estimates for the new year. DCD is to turn their information in next week to the Division of Social Services. It was reported the General Assembly is expecting a 1 + billion dollar shortfall. Subsidy services consultants will keep the funding information in front of counties.
Nancy Guy began the discussion regarding scholarships and sliding fee scale. Jerry Rhodes, Washington County DSS, Co-Chair, took time to thank the child care staff for all their hard work throughout constant change and additional duties required due to policy changes and financial hurdles.
The proposed policy indicates that centers which use a sliding fee scale or have a scholarship program would need to have this in writing, as well as an application form. At this time many centers do not have such; therefore, providers as well as county staff will need technical assistance with not only definitions, but developing forms. DCD indicated they could provide sample forms and technical assistance once their subsidy services consultants are trained. Nancy gave examples of sliding fee scale and amounts to be paid.
Cumberland County had a question regarding an agreement they have with Pope Air Force base and Ft. Bragg. DCD will look at those agreements. Nancy stated that this situation was unique due to the arrangement Cumberland had with the military centers and would probably not be affected by the new policy.
Implementation for newly enrolling centers is February 1. July 1 st will be the date for other centers or the annual renewal date if later than July 1 st . New wording will be added to provider agreements. DCD will provide information sheet and sample forms. When consultants visit providers now they will advise this is coming. A suggestion was made that a sliding fee scale or scholarship indicator be added to the Approval Notice to aid in purchasing care in other counties. DCD will tentatively plan to do training in the winter. Motion made to accept plan. Passed with Onslow County abstaining, wanting further discussion.
The question was posed regarding whether payment of a flat rate would take care of the scholarship or sliding fee scale issue. Nancy indicated that it could but since payment of a flat rate would require a legislative change the Division needed to move ahead with the policy.
Nancy Guy reported that Ron Byrd has now taken Nancy Wilson's position as supervisor of the Subsidy Services Consultants. This leaves the Program Compliance Unit Supervisor position available.
Nancy reported she will send out a letter regarding staff since there have been so many changes. Also, a new Subsidy Fact Sheet for each county will be sent via email.
Counties were thanked for submitting their waiting list survey responses. Regina Watkins reported that DCD has received responses from 94 agencies with 6 pending. She pointed out that the total number of responses needs to match the total number of families that completed the survey.
Future items of interest from the agenda:
• How policy is changed and who are the players.
• N. C. Fast and how it relates to child care.
• Flat Rate Proposal, and
• Funding.
The next meeting will be on January 12, 2005 at DCD. The Reallocation Subcommittee will meet following this meeting.
Submitted by:
Aliesa Bowman
Iredell Co. DSS
