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September 22, 2004
Economic Services Committee
Mission : To advocate for and promote policy and procedures that will result in better service delivery and program administration.
To: Economic Services Committee Members
From: George Perry, Co-Chair
Re: Economic Services Committee Meeting scheduled for October 13, 2004 at 10:00 AM Wake County Department of Social Services Office Bldg.
Thanks to Dawn Williams for the September minutes.
Bobbie Rainey Warren County will be responsible for October minutes.
We are looking at having the November meeting on November 3 rd if we are able to secure a place to meet.
Since we do not know how long the presentations will be from the different divisions, please come early if you are presenting to the Economic Services Committee.
Agenda
10:00-10:20 Division of Medical Assistance
Policy and Automation
10:20-10:40 Division of Social Services
Policy and Automation
10:40-11:00 Family Support and Child Welfare Services
11:00-11:20 Division of Aging
11:20-12:00 Subcommittee
12:00 --- Executive Session
Minutes
Committee Reports
Old Business
New Business
Economic Service Committee Minutes
George Perry called the meeting to order.
DMA – Andy Wilson represented the Division for Marjorie Morris. Andy stated that Marjorie and he had met with Ed Feltman , the chief of the Hearing and Appeals Section. They discussed the issue with the length of time it takes for Counties to receive hearing decisions. The Hearings and Appeals section has a tracking system and Mr. Feltman will see that it is used. This should improve the timeliness. Also, another reason for delays involve obtaining medical records from Social Security. DDS at one time sent a letter to their office stating that they had exhausted all efforts in trying to obtain the records. If this is done it should assist in the timeless. If Counties do not have a decision within two months they should contact the section. Mr. Feltman reported that they have one position still vacant, they are understaffed. Also, during this meeting the re-exam date issue was discussed. The issue being disability appeal reversals and no re-exam date established. If this is done their section will send their file to the County where it must be kept until the re-exam date which could be as much as five years. It is estimated that about one file per month per County could be expected. Cases that are attached to Social Security are not in this number, Social Security is responsible for the re-exam. Andy asked the Committee for their thoughts on this process and actually the Counties should have been requesting files all along. No one is requesting files and storage space is an issue for all parties. George Perry asked the Committee if Counties could handle one case per month? Andy stated it should be about 78 or 79 per month statewide. A motion was made for Counties to receive the files for cases with re-exam dates. There was a second to the motion and it passed at 9 for and 6 against.
Division of Social Services - Jane Schwartz reported that their office had been contacted by the state of Florida asking for information we may have to deal with their hurricane disaster. DSS will do all they can and send copies of our application and waiver. Our own Emergency Operations Center can be on call in a minutes notice. With Hurricane Charlie the center was manned for 48 hrs with 18 to 20 hrs. per day. They were in place to do assessments. New Hanover County had replacement requests as a result of power outages.
In April the Committee was informed about the E-funds option for pinning EBT cards by phone. No recommendation was made and the issue was dropped. To get this issue on the table this Committee needs to make a recommendation. The positives for this are no need for clients to come to the agency to pin, no need for the machines and free up time for staff to do other required functions. It provides better Customer Service. If a client does not have access to a phone then they can be invited to come to the agency and pin by phone. Fraud should not be a huge problem. No other state has reported problems. The cost would be 15 cents per pin. This offer is good through October 2004. A Motion was made to Pin by phone and to be effective at the beginning of the next budget year. Jane stated she did not know if E-funds would honor their offer after October but she would ask. A second on the motion was made and by vote the motion was passed.
Energy – LIEAP will run the first two weeks in November. All active Food stamp cases as of September 30 will have automatic eligibility.
Family Support and Child Welfares Services – Sara Mims spoke to the committee regarding the SIS change effective September 1, 2004 . The change involves the 5027 and the daysheets for WFFA transportation. All WFFA that receive transportation services must have a 5027 keyed in the SIS system and all time related must be recorded on the daysheet . Sara asked the committee for feedback regarding the change. Wayne County is having a problem keying the 200 numbers. Robin Register with DSS stated that the 5027 must have the SIS number not the daysheet . If anyone is having a problem keying please contact the State. Sara stated that she had received a letter stating that this new change was creating an unnecessary burden on Counties and getting the client to sign the 5027 was a problem. The committee stated it was unclear as to whether cases need to be opened for children and it was stated that if the case was already active a 5027 was not required. It was suggested that the State send out a letter to the Counties asking about problems with this change. It was also asked if the Directors' Association would make a recommendation.
Sara asked the Committee if they had any goals for the Division in the coming year. It was decided that the Committee would think on this and it be discussed at the next meeting. George stated he would e-mail to alert members not present.
TANF reauthorization is looming on the horizon. Sara stated that she had not heard from about two thirds of the Counties on whether they will be Standard or Electing. It was stated in committee that this issue to be brought to the attention of County Commissioners and that an answer was not due until September 30 ,2004 .
No other departments presented.
George Perry decided that instead of breaking into subcommittees that all program policy would be discussed in full committee. George also stated at this time that he must send information to Wayne Black regarding the membership. Wayne Black must give official approval for the Committee. George reminded that there could only be one voting member per County and for members to pay their NCSSA dues.
Medicaid Policy:
MA-2100, MA –2280, MA 2350 – Each change deals with CAP cases. Motions were made to approve with clarification on the use of the 8108 instead of the 8109 for denials and that non-SSI CAP- CN cases have a consistent certification period as other CN cases. The motion was approved.
MA- 3255 – The change deals with NCHC changes in erroneously used codes during the enrollment period. Motions to approve made and carried.
DMA also stated that there was no new news on the MQB – E cases or Family Planning Medicaid.
REFUGEE ASSISTANCE MANUAL- Simple updates and clarifications made. New chapter added for Cash Assistance Monitoring and a Monitoring guide was added as an appendix. Gail Andersen presented. Motions were to approve were made and carried.
ENERGY- EP-100, EP-200, EP-300, 410,500,700,820,900,920,925 – Policy for upcoming 2004 Energy program Motions to approve were made and carried. David Prince presented.
EXCECUTIVE SESSION-
New Business -Roger Penrod stated that there are plans to dissolve the SIAC committee and merge this group into a subcommittee of this group, ESC. It will be voted on in New Bern .
Mille Brown stated that the Tuesday Advisory Committee might be dissolved. The State is having difficulty with sending representatives. This committee was originally the WFFA Advisory Committee. This Committee looks at different programs, they brainstorm and Counties are in on the development of policy from the beginning. It was stated that actually this Committee is a Subcommittee of ESC. A motion was made to recommend that the meeting be changed to quarterly and on call as necessary instead of monthly. Also, that a member of the committee report back to ESC on the outcome of the Meetings.
Old Business- Online verification report from Pilot County- Connie Melville from Onslow County reported that the verification information was great but the EIS information needs to be worked with. You get page after page of current and past EIS history on every case member. They got 80 pages on one case member. Connie also stated that you must print the information as landscape, which was not a problem, but there is a lot of dead space on each page. They are suggesting that only current case information print completely and give a summary such as in IE for the past eligibility, yet have it available to access if needed.
Minutes from the August meeting were approved. The meeting was adjourned.
