dvhhs: oct 9 packet

8/11/2019 DVHHS: Oct 9 Packet

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Des Moines Valley Health and Human Services

Board Meeting Agenda

Date October 9th 9 a.m.

Conference Room East Half LEC Windom

I. Call to Order / Establish Quorum

II. Public Hearings (if applicable)

III. Approval of Agenda

________________________________________________________________________________________________

IV. Consent Agenda: All items listed under the Consent Agenda are considered to be routine by the DVHHS Boardand will be enacted by one motion and an affirmative vote of a majority of the members present. There will beno separate discussion of these items unless a Board Member so requests, in which event the item(s)will be removed from the Consent Agenda and considered separately by the Board under Other below .

a. Approve Auditor Warrants (summary in packet)

b. Approve September 11, 2014 Board Minutes (in packet)

c. RBA- Master Grant Contract for Community Health Board

d. RBA- 2015 Health Insurance Rates

e. RBA- Probationary to Permanent Status Kelsey Andrews

_______________________________________________________________________________________________

V. Staff / Programming Report- Maternal Child Health

VI. Executive Director Agency Report

a. Directors Report

VII. Human Services

a. Directors Report

VIII. Public Health

a. RBA- Zenith Contract

b. Directors Report

IX. Fiscal

a. Fiscal Reports

b. Directors Report

X. Operations

a. Directors Report

XI. Human Resources

a. RBA-Blue Cross Group Sr. Gold

b. RBA- Voluntary Accident & Critical Illness Policies

c. RBA-Wellness Incentives


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d. Directors Report

XII. Adjourn


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Warrant List

September 2014

Date

Beginning

Warrant

Number

Ending

Warrant

Number Amount

9/2/2014 5981 5986 121,712.56$

9/2/2014 5987 6030 11,273.62$

9/5/2014 6031 6050 4,319.47$9/9/2014 6051 6088 27,378.39$

9/9/2014 6089 6089 75.00$

9/16/2014 6090 6112 69,045.36$

9/18/2014 6113 6174 211,020.84$

9/18/2014 6175 6197 168,817.09$

9/2/2014 2816 2816 2,000.00$

9/3/2014 2817 2817 1,980.00$

9/9/2014 2818 2886 47,807.98$

9/12/2014 2887 2928 15,682.44$

9/23/2014 2929 2971 22,686.42$9/19/2014 2972 3005 51,905.19$

9/26/2014 3006 3024 10,063.14$

TOTAL OF WARRANTS 763,914.99$


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Page 1

The regular meeting of the Permanent Joint Powers Board of Des Moines Valley Health andHuman Services (DVHHS)was called to order Thursday, September 11, 2014 at 9:03 AM atthe Law Enforcement Center in Windom, Minnesota.

Presiding over the meeting was Chair Rosemary Schultz. Members present for the meeting wereCommissioners, Dave Henkels, Norman Holmen, Kim Hummel, John Oeltjenbruns, KevinStevens, Jim Schmidt, William Tusa, Tom White, and Gary Willink. Also present were PatriciaStewart, Public Health Director; Robert Pankratz, Director of Business Management; KaySteffen, Director of Agency Operations; Mary Bezdicek, Fiscal Officer; Janice Fransen, HRDirector; Tammy Crowell, Associate Board Secretary; Jaimi Michelson, Nursing Supervisor;Angela Holmen, Financial Assistance Supervisor I; Beth Mulso, Eligibility Worker; ElizabethWalklin, Eligibility Worker.

Quorum Established.

Agenda ApprovalMotion by Henkels, second by Schmidt and unanimous vote to approve Agenda.

Organizational

Consent Agenda

Approval of claims in the amount of $763,914.99. A detailed list of claims paid isavailable upon request.

Approval of August 14th, 2014 Board Minutes

Approval of SWMHC Contract for Psychiatric and Consultative Services

Approval of revised Records Retention Schedule

Approve Declaration of Surplus Property

Motion by Holmen, second by Willinkand unanimous vote to approve the Consent Agendaitems.

Staff/Programming Report

Introduction of Financial Assistance Supervisor I, Angela Holmen. Power point presentation onMNSure given by Beth Mulso and Elizabeth Walklin, DVHHS Eligibility Workers.

Executive Director Agency Report

November Board DateKay presented on Craigs behalf a request to move the November board date from Thursday,November 13th, 2014 due to scheduling conflicts with Work Effects training. Motion by Tusa,second by Schmidtand unanimous vote to approve moving the November DVHHS Boardmeeting to Friday November 7th, 2014 at 1 pm at the Law Enforcement Center in Windom.


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Temporary Social WorkerRequest for Board approval to hire a temporary Social Worker for approximately 14 weeks tocover a staff leave. Motion by Holmen, second by Tusaand unanimous vote to approve thehiring of a Temporary Social Worker.

Human Services

Fiscal

Budget ReportRobert Pankratz, Director of Business Management, presented the budget report and the Out ofHome Placement costs report.

Directors Report

Robert Pankratz, Director of Business Management gave updates on staff cross training going onin the Fiscal Department and the re-organization of duties.

Operations

Operations ReportKay Steffen, Director of Agency Operations, updated the Board on staffing. She also gave atechnology update.

Human Resources

Work EffectsRequest for Board Action to the purchase of services from Sicora Consulting for staff InsightsDiscovery Profiles and training. Motion by White, second by Tusaand unanimous vote toapprove staff Insights Discovery Profiles and training.

360 Review ProcessRequest for Board Approval of a performance review process for Directors. Motion byHenkels, and second by Holmento implement the 360-Degree Review Process for DirectorsCraig Myers, and Patricia Stewart.

Public Health

Directors ReportPat Stewart, Public Health Director gave an update notice they received September 1, 2014 onthe approval of SHIP funding in the amount of $50,000. Funds were divided between for SHIP


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partners for things such as Health Care coordination, for walk to school programs, activecommunity development, etc.

Pat also gave an update given on the AMC Health and Human Services policy meeting. Staffupdate on recently hired and the open Community Screener position. A brief update was given

on theEV-D68 virus that is making its way into news headlines.

Other

At Commissioner Hummel's request, the Board had a discussion regarding the Work EffectsLeadership Session held on August 18-20 and some of the issues that surfaced during thatsession.

Motion by Hummel, second by Schmidtand unanimous vote to approve a Letter of Support besent to Larry Blair for Fountain Centers.

AdjournMotion by Schmidt, second by Hummel, and unanimous vote to adjourn meeting at 11:32 a.m.

__________________________ ___________________Chairman Date

_______________________________________ _____________________________Attest To Date


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Complete and email this form to: [email protected]


Request for Board Action

** Requests must be received by the Board Secretary before noon the ThursdayPRIOR to the regularly scheduled board meeting. ***

Requested Board Date: October 9, 2014

Agenda Type: Consent Agenda

Agenda Item: Master Grant Contract for Community Health Boards

Presenter: Click here to enter text. Estimated Time:Click here to enter text.

Board Action Required:Authorization for signature by DVHHS BoardChairperson

Attachments: Yes, identify below Attachment Name:Master Contract

Background: Every 5 years MDH issues a new Master Grant with all CHBs,years for this grant 2015-2019.

Fiscal Impact:Our LPHG and other grants are issued with the Master Grant.

This Master grant may not be changed by a CHB other than the Name of theAgency and the Master Grant Contract #, thus no agency attorney reviewwas requested.

Attorney Review: Not Applicable

Board Action: Approved Denied Tabled No Action

Motion: ________________________

Second: _______________________

Roll Call Vote: Henkels Holmen Hummel Oeltjenbruns Schmidt

Schultz Stevens Tusa Willink White

Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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Requested Board Date: 10-10-2014

Agenda Type: Consent Agenda

Agenda Item: Move Kelsey Andrews from Probationary to Permanent Status

Presenter: Pat Stewart Estimated Time: 10 minutes

Board Action Required:Board Approval

Attachments: Attachment Name:Background:

Fiscal Impact:None at this time. Salary adjustment given at year end.

Attorney Review:


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Requested Board Date: 10/9/2014

Agenda Type: Regular Agenda

Agenda Item: Approval of Contract

Presenter: Pat Stewart Estimated Time:10 minutes

Board Action Required:Approval of Contract for signature

Attachments: Yes, identify below Attachment Name:Contract with Zenith

Research, Inc.

Background: MDH has requested the Start Noticing Program to survey adultsin Cottonwood and Jackson Counties to assess the level of understanding inthe area of tobacco and e-cigarettes. The Zenith Research, Inc. is thecontractor recommended by MDH.

Fiscal Impact:Grant funded by line item- no fiscal impact

Attorney Review: Completed

Board Action: Approved Denied Tabled No Action

Motion: ________________________

Second: _______________________

Roll Call Vote: Henkels Holmen Hummel Oeltjenbruns Schmidt

Schultz Stevens Tusa Willink White

Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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THIS AGREEMENT is made and entered into by and between Des Moines Valley Health andHuman Services, and Zenith Research Group, Inc.

THIS AGREEMENT is made and entered into by and between Des Moines Valley Health and HumanServices (DVHHS), herein referred to as DEPARTMENT, 402 White Street, STE 201, Jackson, MN56143, and Zenith Research Group (CONTRACTOR), 3736 East Third Street - Duluth, Minnesota 55804.

RECITALS

WHEREAS, the DEPARTMENT, wishes to purchase the services of CONTRACTOR as a provider ofresearch described herein;

WHEREAS, there are funds available for the purchase of these services;

WHEREAS, the Department is purchasing services from CONTRACTOR;

NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth,through the DEPARTMENT, and the CONTRACTOR agree as follows:

I) TERM OF AGREEMENT

A. This project agreement shall be effective on October 13, 2014 or upon the date that thefinal required signature is obtained, whichever occurs later, and shall remain in effect until January20, 2015, or until all obligations set forth in this project agreement have been satisfactorilyfulfilled, whichever occurs first. The contractor understands that NO work should begin underthis contract until ALL required signatures have been obtained, and the contractor is notified tobegin work by DVHHS.

II) CONSIDERATION AND TERMS OF PAYMENT

A. Consideration for all services performed by CONTRACTOR pursuant to this serviceagreement shall be paid by DEPARTMENT as follows:

1. Compensation. The total obligation of DEPARTMENT for all compensation andreimbursement to CONTRACTOR shall be $13,650. This amount should beexpended and billed by January 20, 2015.

2. Payments are to be made from grant funds appropriated to DEPARTMENT. If atany time these funds become unavailable, this agreement shall be terminatedimmediately upon written notice of such fact by DEPARTMENT toCONTRACTOR. In the event of such termination, CONTRACTOR shall be

entitled to payment, determined on a pro rata basis, for services satisfactorilyperformed to date the DEPARTMENT no longer received funding for the project.

B. Terms of Payment

1. The CONTRACTOR shall bill DEPARTMENT for services performed during thelife of this contract. In a two-step invoicing process, 40 percent of the total fee willbe assessed at project launch, with a second and final payment due upon presentationof a summary of key findings. Invoices will include a description of activities andservices provided and final survey results. Send invoice to: Patricia A Stewart, Des


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Moines Valley Health and Human Services 402 White Street, Suite # 201, Jackson,MN 56143.

2. Payment for services shall be made directly to CONTRACTOR for services providedupon presentation of a claim in the manner provided by law for payment of claimsagainst the DEPARTMENT. The DEPARTMENT shall pay invoices within 35days of receipt.

III) DEPARTMENT SERVICES AND RESPONSIBILITIES

A. DEPARTMENT Contact for purpose of this contract: Angela Naumann, Des MoinesValley Health and Human Services 402 White Street, Suite # 201, Jackson, MN 56143, [email protected].

B. Establish research project priorities for 2014.C. Provide CONTRACTOR with the 2014 Tobacco-Free Communities Grant work plan and

objectives if requested.D.

Provide CONTRACTOR with other necessary documents relating to the researchobjectives for purposes of attaining objectives of research tactics and agreed upondeliverables as needed in order to meet identified outcome evaluation plans for each

project outcome included in the DVHHS work plan.E. Organize and conduct telephone meetings with CONTRACTOR for planning, gaining

insight into the developing & implementing tactics to complete the tobacco and e-cigaretteresearch project. Organize with Zenith a summary evaluation meeting to review theoutcome of the survey project with Tobacco Free Communities Staff.

F. Review and provide information and feedback related to all tactics and deliverables aslisted.

IV) CONTRACTOR SERVICES AND RESPONSIBILITIES

A. CONTRACTOR contact for the purpose of this contract: Duke Skorich, Zenith Research

Group 3736 East Third Street Duluth, Minnesota 55804, T: 218.728.6525 M:218.260.3298 E:[email protected].

B. Following collaborative and pre-approved scripting, outbound calls will be placed toresidents within the defined survey region from a list provided and prepared by theCONTRACTOR. Interviews will be conducted based on the details and directions withinthe script. The survey region will encompass primary communities and rural areas withinCottonwood and Jackson counties in Minnesota. In the course of each interview, theCONTRACTOR will capture vital information, useful to the DEPARTMENT for bothcurrent and future policy initiatives, and marketing efforts.

C. The CONTRACTOR will capture vital information, useful to the DEPARTMENT for bothcurrent and future policy initiatives, and marketing efforts. Although undetermined, it isanticipated study results will produce a Margin of Error (MOE) of +/-5% at the 95 percentconfidence level within each county, and a combined MOE of +/-3.5 for CottonwoodCounty and Jackson County percent at the 95 percent confidence level.

D. All call center agents will be hired and trained specifically for this research by Zenith.Training will include, but is not limited to the following:

Initial training and re-training, if required, of agents. Training of supervisory staff.
mailto:[email protected]:[email protected]


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Organization overview: services, goals, mission..

E. Data will be collected and analyzed, relying on a statistically valid random sample, resultswhich can be generalized to the entire population. Analysis will provide repeatabledirection for planning programs, themes and message delivery for the DEPARTMENT.

G. Contractor must obtain prior written approval from the DVHHS Authorized Representative

to write for publication and/or prior to publishing any journal article, publication or otherpaper that includes STATE funded activities, survey findings, data or informationpertaining to the STATE funded program. Contractor must follow the protocol as outlinedby the STATE, as provided by DVHHS.

H. Contractor must include the following wording on all communication materials (broadcast,print or online), presentations, posters, surveys or other items developed with STATEfunds: Funded by a Tobacco-Free Communities Grant from the Minnesota Department ofHealth.

V) INDEPENDENT CONTRACTOR

Nothing contained in this Agreement is intended or should be construed as creating therelationship of co-partners or joint ventures between DEPARTMENT and CONTRACTOR. Notenure or any rights or benefits, including workers compensation, unemployment insurance,medical care, sick leave, vacation leave, severance pay, PERA, or other benefits available toDEPARTMENT employees, shall accrue to CONTRACTOR or employees of CONTRACTORperforming services under this Agreement.

VI) INDEMNIFICATION AND INSURANCE

The CONTRACTOR agrees to the following indemnification and insurance requirements;

A. The CONTRACTOR agrees to defend, indemnify, and hold the Organization, itsemployees and officials harmless from any claims, actions, or causes of action, includingreasonable attorneys fees and expenses arising out of any act of omission on the part ofthe CONTRACTOR, or its sub-contractors, partners or independent CONTRACTORS orany of their agents or employees in the performance of or with relation to any of the workor services to be performed or furnished by the CONTRACTOR or the sub-contractors,partners, or independent CONTRACTORS of any of their agents or employees.

B. The CONTRACTOR also agrees to investigate, handle, respond to, provide defense for,and defend any such claims per occurrence, at its sole expense and agrees to bear all other

costs and expenses related thereto, whether or not it is alleged or determined that theselected CONTRACTOR was negligent, and without regard to whether such claim isgroundless, false, or fraudulent.

C. The CONTRACTOR must also maintain a professional liability insurance policy forindividuals who perform professional services with a minimum limit of $1,500,000 perwrongful act or occurrence, $2,000,000 annual aggregate for total personal injuries, death,and/or damages arising from one occurrence. In addition the insurance company mustagree to provide the Department a 60-day written notice of its intent to cancel the policy.


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An umbrella liability policy may be used in conjunction with a primary coverage limits tomeet the minimum limit requirements for each coverage.

VII) DATA PRACTICES

All data collected, created, received, maintained, or disseminated for any purposes by the activitiesof the CONTRACTOR because of this Agreement is governed by the Minnesota GovernmentData Practices Act, Minnesota Statutes Chapter 13, as amended, the Minnesota Rulesimplementing such act now in force or as adopted, as well as federal regulations on data privacy.CONTRACTOR, its agents, and employees will protect all non-public data used in this project.When applicable, CONTRACTOR agrees to comply with the requirements of the HealthInsurance Portability and Accountability Act of 1996 and its implementing regulations (45 C.F.R.Part 160-164), (collectively referred to as HIPPA).

VIII) OWNERSHIP OF MATERIALS AND INTELLECTUAL PROPERTY RIGHTS

A.) The STATE shall own all rights, title and interest in all of the materials conceived orcreated by the DEPARTMENT, or its employees or sub-grantees, either individually orjointly with others and which arise out of the performance of this grant agreement,including any inventions, reports, studies, designs, drawings, specifications, notes,documents, software and documentation, computer based training modules, electronically,magnetically or digitally recorded material, and other work in whatever form("MATERIALS").

The DEPARTMENT hereby assigns to the STATE all rights, title and interest to the

MATERIALS. DEPARTMENT shall, upon request of the STATE, execute all papers andperform all other acts necessary to assist the STATE to obtain and register copyrights,patents or other forms of protection provided by law for the MATERIALS. TheMATERIALS created under this grant agreement by the DEPARTMENT its employees orsub-grantees, individually or jointly with others, shall be considered "works made for hire"as defined by the United States Copyright Act. All of the MATERIALS, whether in paper,electronic, or other form, shall be remitted to the STATE by the DEPARTMENT, itsemployees and any sub-grantees, shall not copy, reproduce, allow or cause to have theMATERIALS copied, reproduced or used for any purpose other than performance of theGRANTEE'S obligations under this grant agreement without the prior written consent ofthe STATE'S Authorized Representative.

B. The DEPARTMENT represents and warrants that MATERIALS produced or used underthis grant agreement do not and will not infringe upon any intellectual property rights ofanother including but not limited to patents, copyrights, trade secrets, trade names, andservice marks and names. DEPARTMENT shall indemnify and defend the STATE, atDEPARTMENTS expense, from any action or claim brought against the STATE to theextent that it is based on a claim that all or part of the MATERIALS infringe upon theintellectual property rights of another. The DEPARTMENT shall be responsible forpayment of any and all such claims, demands, obligations, liabilities, costs, and damagesincluding, but not limited to, reasonable attorney fees arising out of this grant agreement,


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amendments and supplements thereto, which are attributable to such claims or actions. Ifsuch a claim or action arises or in DEPARTMENT or the STATE'S opinion is likely toarise, the DEPARTMENT shall at the STATE'S discretion either procure for the STATEthe right or license to continue using the MATERIALS at issue or replace or modify theallegedly infringing MATERIALS. This remedy shall be in addition to and shall not beexclusive of other remedies provided by law.

IX) RECORDS - AVAILABILITY AND RETENTION

A. Pursuant to Minnesota Statute 16C.05, Subd. 5, CONTRACTOR agrees that the stateauditor, or any of their duly authorized representatives, at any time during normal businesshours and as often as they may reasonably deem necessary, shall have access to and theright to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc.,which are pertinent to the accounting practices and procedures of the CONTRACTOR andinvolve transactions relating to this Agreement.

B. CONTRACTOR agrees to maintain these records for a period of six years from the date ofTermination of this Agreement.

X) MERGER AND MODIFICATION

A. It is understood and agreed that the entire Agreement between the parties is contained hereand that this Agreement supersedes all oral agreements and negotiations between theparties relating to the subject matter. All items referred to in this Agreement areincorporated or attached and are deemed to be part of this Agreement.

B. Any material alterations, variations, modifications, or waivers of provisions of thisAgreement shall be valid only when they have been reduced to writing as an amendmentand signed by the parties.

XI) DEFAULT AND CANCELLATION

A. If the CONTRACTOR fails to perform any of the provisions of this Agreement or so failsto administer the work as to endanger the performance of the Agreement, this shallconstitute default. Unless the Contractors default is excused the DEPARTMENT, mayupon written notice, immediately cancel this Agreement in its entirety.

B. This Agreement may be canceled with or without cause by either party upon sixty (60)days written notice, advance notice by either party with no penalties involved. Bothparties agree to meet on a monthly basis, if indicated, for communication and possible

renegotiation concerning the continuance of this agreement.

XII) SUBCONTRACTING AND ASSIGNMENT

CONTRACTOR shall not enter into any subcontract for performance of any servicescontemplated under this agreement without the prior written approval of the DEPARTMENT andsubject to such conditions and provisions as the DEPARTMENT may deem necessary. TheCONTRACTOR shall be responsible for the performance of all subcontractors.


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XIII) NONDISCRIMINATION

During the performance of this Agreement, CONTRACTOR agrees to the following:No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, publicassistance status, criminal record, creed, or national origin be excluded from full employmentrights in, participation in, be denied the benefits of or be otherwise subjected to discriminationunder any and all applicable federal and state laws against discrimination.

Patricia Stewart, Administrator DateDes Moines Valley Health and Human Services

Dushan Skorich, President DateZenith Research Group, Inc.


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$-

$172

$90

$130

$51

$203

$85

$163

$ 112 $ 112 $ 112 $ 112 $ 112 $ 112 $ 112 $ 112 $

$ 111 $ 111 $ 111 $ 111 $ 111 $ 111 $ 111 $ 111 $

-$65-$60-$55-$50-$45-$40-$35

-$30-$25-$20-$15-$10-$5$0$5

$10$15$20$25$30$35$40$45$50$55$60$65$70$75$80$85$90$95

$100$105$110$115$120$125$130$135$140$145$150$155$160

$165$170$175$180$185$190$195$200$205$210$215$220

OUT OF HOME PLACEMENT EXPENDITURES

TOTAL OUT OF HOME PLACEMENT 2014 OVER/(UNDER) BUDGET 2014 AVERAGE MONTHLY BUDGET 2014


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MONTH OF SERVICE

OUT OF HOME PLACEMENT CO

12 monthmoving avg


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$2.44

$2.65

$2.71

$2.57

$2.53

$2.34

$2.81

$2.42

$2.58

$2.42

$2.66

$2.51

$3.32

$3.53

$3.59

$3.46

$3.41

$3.22

$2.00

$2.10

$2.20

$2.30

$2.40

$2.50

$2.60

$2.70

$2.80

$2.90

$3.00

$3.10

$3.20

$3.30

$3.40

$3.50

$3.60

$3.70

$3.80

Jan14 Feb14 Mar14 Apr14 May14 Jun14

Million

s

EOM

CASH

BALANCE

(excludes

Jacksons

4

month

reserve

payments)

COMPARED

TO

RE

PROJECTEDCASHBALANCEREQUIREDTOMAINTAIN3MONTHRESERVE CASHBALANCEW/OJACKSONEXT

PROJECTEDCASHBALANCEREQUIREDTOMAINTAIN4MONTHRESERVE


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dvhhs: oct 9 packet

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