HUMAN SERVICES COMMITTEE AGENDA Location: Legislative Chambers October 7, 2019 at 4:00 P.M
HUMAN SERVICES COMMITTEE AGENDA Location: Legislative Chambers October 7, 2019 at 4:00 p.m.
Committee members: Ed Bronson Chair, Leslie Church, Vice Chair, Terry Button, Carlie Chilson, Bonnie Percy.
Ed and Bonnie will sign the audit this month Approve minutes of the September meeting Public Comment
OFFICE FOR THE AGING: Zachary Housworth Program updates
SOCIAL SERVICES: Amy Miller Resolutions/Appointments: Enter into contract with Yates County Sheriff’s Office Enter into contract with Safe Harbors of the Finger Lakes Enter into a contract with Rainbow Junction Appointment to the Workforce Investment Board Budget Personnel Career Day Exploitation of Youth Civil Service Workgroup Social Services Leadership and Policy Forum Workforce Development updates Youth Bureau updates
PUBLIC HEALTH AND COMMUNITY SERVICES: Deb Minor PUBLIC HEALTH /PREVENTION PROGRAMS: COMMUNICABLE DISEASE Immunization Grant Voucher Trace HPV Vaccine QI Project CHRONIC DISEASE PREVENTION Emergency orders banning flavored e-cigarettes ENVIRONMENTAL HEALTH Lead Poisoning Prevention RESOLUTION- Designating Oct 20-26 as National Lead Poisoning Prevention Week BUDGET 2020 Requested Budget Summary
COMMUNITY SERVICES: RESOLUTION: Request to amend resolution 263-19 SAFE Act: 3 Reports received & investigated, 1 reported to DCJS FISCAL: Initial Funding letter received from Columbia University for HEALing Communities Research Grant BUDGET 2020 Requested Budget Summary
AOT: Current cases: 0 Investigations: 0 Changing the Culture Project: Youth Mental Health First Aid training Suicide Prevention Coalition of Yates County: “Out of Darkness Walk” Program: Systems of Care update Crisis Intervention Training (CIT) update CHASE Research Grant update
CONFLICT DEFENDER: Tiffany Sorgen Statistical report Budget request
ASSIGNED COUNCIL: Diane Lovejoy Budget request
PUBLIC DEFENDER: Katie Gosper Statistical report Grant update
VETERANS: Philip Rouin Program updates Current projects Veteran outreach/services Statistical report Upcoming events Claims settles
ACTING COUNTY ADMINISTRATOR: Nonie Flynn Project status review
EXECUTIVE SESSION – If needed
Yates County Human Services Committee Meeting Pro Action Yates Report October 2019
Action Items: None
Program Updates:
1. Transportation:
The new van has been very well received by both our customers and our drivers. They have reported that its easier to get into and out of and the wheelchair lift, and safety belts are very easy to use.
2. Farmers Market Coupons:
Distribution started July 1st. As of 9/30 494 of 540 coupon books were distributed to income eligible seniors (ages 60 and over). The last 3 years we have distributed between 480 and 500 coupon books each year, so this year’s numbers fall within the average range even through we increased outreach efforts.
3. EISEP/ In Home Care:
Amy and I met with Touching Hearts at Home which is a PCI provider that is expanding into Yates County. The have agreed to use the same rates as our other contractors and are willing to be flexible with hours assigned. They hope to ramp up their presence in Yates County over the next few months and could begin providing service to some of our customers by the end of October. As of 9/30 they have hired 5 employees in Yates County.
Finger Lakes Homecare let us know on 9/27 that neither of their Yates specific candidates completed the training process so they will not be able to provide services anytime in the near future.
There are currently 28 on the waiting list: 21 PCI and 7 PCII
4. Legal Services:
2019 Funds have been exhausted our Legal Aid programming. New customers will be referred to other programs that can potentially help and we will also be adding names to a waiting list. In January, we will call those on the list and begin the referral process at that time. We increased our Legal Aid funding by 20% this past year since it was reported that we regularly ran out by July in the past. Law NY has additional funding sources to assist Veterans, people with housing issues, and some other specific cases. Most of our funding covers things such as wills and power of attorney cases.
5. Safety Programs:
PERS- Installations were not completed by 9/30 due to several seniors not being home at the scheduled installation time, being in the hospital, or being out of the area. While this project nears completion, I will have a status update and final timetable during my verbal report.
6. Dundee Mobile Food Pantry: The pantry that was held on 9/27/19 served the following: Households - 90; Seniors - 54 Adults - 160; Children – 79.
Other: 1. Fiscal and Contract Update:
We received the Notice of Grant Award for the EISEP Unmet Needs funding. We have been able to make claims since April on this $46,000 but the official notices were finally delivered.
2. 4 Year Plan:
NYSOFA will release all required forms after the 10/18 training on the new 4 Year Plan format.
3. Nutrition Program Audit:
The final report is attached, I plan to discuss this more during my verbal report. Page 16 contains the 3 findings:
A: Pro Action did not provide adequate proof of quarterly trainings for nutrition staff and volunteers.
B: One file reviewed did not have an initial assessment done within ten days of initiating Home Delivered Meal service.
C: Three out of five meals served (6/17-21/19) did not meet the RDA for fiber. Four out of five meals exceeded the RDA for sodium.
Our Corrective Action Plan and supporting documents are attached to this report as well.
NUTRITION PROGRAM ON–SITE REVIEW TOOL
Area Agency on Aging (AAA): Yates County Office for the Aging (YCOFA) On Site Review Date(s): (6/20-21/2019) Druid Cohen, Aging Services Nutrition NYSOFA Staff: Consultant II (ASNC II) Zack Housworth, Director; Jamie Hojnoski, Pro Action Senior Nutrition Program Director; Amy Canfield, Supervising Case AAA Staff: Manager Site(s) and Route(s) Evaluated: (6/20) St. Mark’s Terrace Congregate Site (6/21) Lakeview Central Kitchen (6/21) HDM Route #1
I. Program Management Citation(s): 90-PI-26 (I) Indicator Indicator Met Documentation Comments/Recommendations 1. Nutrition service providers have ☒Y Pro Action of Steuben and YCOFA has policies associated with all written policies and procedures ☐N* Yates Inc., Senior Nutrition bulleted topics as well as many additional covering all aspects of the program Program Manual policies pertaining to the nutrition program, including: some of which are noted in the body of this • Contributions; report as appropriate. • Provision of meals and cost to guest and staff; ASNC II observed the Code of Conduct • Provision of special dining utensils Notice Policy posted on the bulletin at St. for the disabled; Mark’s Terrace Meal Site. • Provision of food and/or meals in weather related or other emergencies; • Participants taking food home;
Page 1 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations • Food service management, sanitation, and delivery. 2. The AAA has an individual ☒Y Nutrition Program Director Zack Housworth, NPD, is a YCOFA full time responsible for nutrition program ☐N* (NPD) job description employee who oversees the nutrition oversight as well as qualified staff program. designated to monitor/assess program operations and to provide technical assistance.
3. Qualified nutrition provider staff ☒Y Directly Provided Services Becky Bonsignore, former YCOFA Director, monitor directly operated and/or ☐N* Monitoring Forms: completed the monitoring reports. Topics in subcontracted Congregate and HDM HDM (9/17/18) the reports included, but were not limited to services and caterers. Such Congregate (5/15/18) personnel, finances, direct observation, monitoring adequately documents Nutrition Education eligibility criteria, targeting, and units of service, program (5/15/18) contributions. expenditures, quality and safety of Nutrition Counseling meals and other services. Participant (7/13/18) comments or evaluations on services are also available.
4. The AAA provides technical ☐Y YCOFA nutrition program is self-operated. assistance to providers as required ☐N* and such TA is adequately ☒N/A* documented.
5. The services of a registered dietitian ☒Y RD/Nutritionist job Mildred Litsche, RD meets the qualifications are adequate. ☐N* description and performs RD duties. She provides up to 12 hours per week of nutrition services. 6. Each site has an individual ☒Y Personnel Roster YCOFA has one congregate meal site with a designated as responsible for its ☐N* designated manager.
Page 2 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations operation and for home delivered meal services when appropriate.
7. Each provider has documentation ☐Y Pro Action Employee ADDITIONAL ACTION REQUIRED; SEE that orientation and training are ☒N* Handbook CONCLUSION SECTION provided and made available to staff and volunteers at least quarterly. Senior Nutrition Services New hires are provided with the Pro Action Program Manual and Nutrition Services Manuals.
(9/14/18) All Staff Meeting ASNC was not provided with documentation Agenda and Sign in Sheet of RD training. Pro Action does conduct monthly meetings with site staff, however (6/2018-6/2019) Monthly there is no clearly indicated training topics Site Coordinator Meeting on a quarterly basis, nor planned quarterly Agendas and Sign in trainings for other staff and volunteers. Sheets YCOFA must ensure that Pro Action is providing quarterly training for all staff and volunteers. 8. There are site agreements between ☒Y Pro Action of Steuben and Site agreement includes but is not limited to the provider and all serving and/or ☐N* Yates, Inc. and St. Mark’s such topics as hours of operation, care and packaging sites. Terrace Site Agreement maintenance of the site, health permits, and (effective 4/25/19-4/24/20) personal liability. 9. Program records, contributions, ☒Y Program records are kept in locked file equipment, supplies, food, farmers’ ☐N* cabinets. Contributions are locked in a safe. market coupons, etc. are secure from Equipment, supplies, and food are locked in vandalism and theft. the kitchen cabinets, and in locked refrigerators. SFMNP coupons are in the Administrative Assistant’s office in a locked cabinet.
Page 3 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations 10. All major pieces of equipment used ☒Y Monthly Cleaning Schedule The cleaning schedules are posted in the by providers are routinely checked ☐N* (3/2019-6/2019) work area and staff are required to date and and or serviced to maintain their initial the document once the task is performance and inventoried Lakeview Kitchen Master completed. annually. Cleaning Schedule (6/4/19)
Equipment Maintenance and Repair Log (2019)
Invoices for repair and maintenance: Eco Lab and Modern Refrigeration (2019)
II. Participant Eligibility Citation(s): 90-PI-26 (II) Indicator Indicator Met Documentation Comments/Recommendations 1. Congregate participant registration ☒Y Pro Action of Steuben and ASNC provided technical assistance procedures comply with SOA ☐N* Yates, Inc. Congregate regarding the design of the congregate requirements. Nutrition Program registration form. Suggestions included • Eligibility confirmed. Participant Registration separating frail and disabled and updating • Appropriate referrals are made Form the income information. Following the visit, when other service needs are ASNC was provided with an updated identified. Files reviewed: congregate form reflecting the suggested B.P, J.C., and C.J. changes. ASNC gave additional suggestion regarding the NSI section on the updated form as well.
The congregate form asks if the participant would like a RD referral, regardless of the NSI score. If a NSI score is 6 or higher and
Page 4 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations the participant agrees to a referral, the RD is sent an email with the necessary participant information. 2. Home Delivered Meal eligibility ☐Y Files reviewed: ADDITIONAL ACTION REQUIRED; SEE procedures comply with SOA ☒N* B.S., A.K., and P.G. CONCLUSION SECTION requirements. • Standardized intake information Pro Action/yates OFA P.G. did not have an assessment completed documents a person’s eligibility HDMs Referral Form within ten days of starting HDMs, which prior to service. started on (7/30/19), and the COMPASS • Eligibility confirmed. HDM Monthly Contribution was completed on (1/28/19). • Assessments are completed Letter Reassessments of files reviewed were done within ten days of initiating timely. YCOFA must ensure that service. COMPASS assessments are completed on time. • Reassessments are completed every six months by trained personnel for HDM only clients. • Appropriate referrals are made when other service needs are identified and documented.
III. Meal Service and Delivery Citation(s): 90-PI-26 (III) Indicator Indicator Met Documentation Comments/Recommendations 1. All sites are free of architectural ☒Y ASNC observed St. Mark’s Terrace barriers which limits participation by ☐N* Congregate Meal Site and Lakeview Central the disabled. Kitchen.
2. Services are adequately targeted to ☒Y YCOFA’s only congregate meal site is in an older persons in greatest social or ☐N* income controlled senior housing
Page 5 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations economic need with particular building. attention to low income minority individuals.
3. Nutrition providers have agreements ☐Y YCOFA does not have any agreements with with residential care providers for the ☐N* residential care providers. reimbursement of meals for their ☒N/A* clients.
4. Home delivered meals are available ☒Y Senior Nutrition Program HDMs are available 5 days/week. five or more days a week in the PSA. ☐N* Brochure
5. Clients receiving home delivered ☒Y Senior Nutrition Program Participants are provided with the brochure meals (hot, frozen, etc.) are ☐N* Brochure when meals start. instructed on their use and handling as well as for restrictions concerning the drop off of the meal(s).
6. Procedures are in place to limit the ☒Y St. Mark’s Meal HDMs are provided chilled for participants to hot holding time of food to no more ☐N* Temperature Log (6/10- reheat. The longest HDM route is about one than two hours. 14/19) hour and thirty minutes. Congregate meals are reheated at the site and consumed (1/2018-12/2018) HDM immediately. Chilled Entrée Last Meal Served Temperature Record
Page 6 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
IV. Menu/Nutrient Requirements Citation(s): 90-PI-26 (IV) Indicator Indicator Met Documentation Comments/Recommendations 1. Participants and staff have the ☒Y (4/2019) HDM Surveys In addition to the annual surveys, opportunity to assist in menu ☐N* participants also have an opportunity to planning. (4/2019) Senior Dinner complete comment cards that are available Club Surveys daily at the congregate meal site. 2. Meals served are palatable, ☒Y (4/2019) HDM Surveys Comments received at the congregate site attractive, and satisfying based on ☐N* indicated that some participants disliked the participant comments and (4/2019) Senior Dinner grain medley being used in the Stir Fry meal. appropriate staff evaluations. Club Surveys YCOFA responded by replacing the medley with rice for improved palatability. 3. Menus follow current Dietary ☐Y Meal nutrient analysis ADDITIONAL ACTION REQUIRED; SEE Guidelines for Americans and are ☒N* (6/17-21/2019) CONCLUSION SECTION certified by a registered dietitian that one third, two thirds, or 100% of the 3 out of 5 meals low in fiber YCOFA must ensure that each meal meets RDA is provided. 4 out of 5 meals high in 1/3 RDA for fiber and that the sodium sodium content does not exceed the RDA. 4. Menu changes are documented and ☒Y Menu Item Substitution Staff use a hard copy of the monthly menu to approved by an R. D. or other ☐N* Plan document food substitutions. The RD appropriate staff. reviews and signs the hard copies to indicate approval. 5. The nutrition services provider ☒Y The general diet is reduced simple sugars. provides menus where feasible and ☐N* appropriate to meet the particular dietary needs and preferences arising from the health requirements, religious requirements, or ethnic backgrounds of eligible individuals. 6. Participants and their physicians are ☐Y YCOFA does not provide therapeutic diets. aware of the type of menu ☐N* modifications that are available. ☒N/A*
Page 7 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations
7. Diet prescriptions are updated ☐Y YCOFA does not provide therapeutic diets. annually when therapeutic diets are ☐N* provided. ☒N/A*
V. Fire, Building and Health Code Compliance and Safety Procedures Citation(s): 90-PI-26 (V) Indicator Indicator Met Documentation Comments/Recommendations 1. All nutrition sites, food service ☒Y NYSOFA Reporting Site facilities and, caterers are approved ☐N* by SOA (SOA site listing is up to date).
2. All sites and food preparation ☒Y ASNC observed St. Mark’s Terrace and facilities are inspected annually by ☐N* Lakeview DOH permits on site. the local Health Department. • Reports are available for review. • Deficiencies noted have been corrected and documented. • Suspected outbreaks of foodborne Illness are reported immediately to local DOH and SOA. • Permits are posted at facilities.
3. Procedures are in place to ensure ☒Y St. Mark’s Terrace DOH The congregate site is inspected by the DOH that facilities are in compliance with ☐N* permit annually. fire and/or building code requirements. Lakeview DOH permit
Page 8 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations
4. All site staff are trained to respond to ☒Y Pro Action Program Manual St. Mark’s Terrace Site Manager verbalized participant illness, accident or other ☐N* her understanding of what to do in case of emergencies as appropriate. (9/14/18) All Staff Meeting participant illness, accident, or other Agenda and Sign in Sheet emergency. 5. Fire safety procedures are in place. ☒Y Fire Drill Documentation ASNC observed the physical environment of • Fire extinguishers are inspected ☐N* Sheet: St. Mark’s Terrace St. Mark’s Terrace Congregate Site. annually. (10/10/18) • Fire drills are conducted at least annually. (9/14/18) staff training topic: • All sites have at least two clearly Fire Safety identified and well lit, unobstructed exits. • Evacuation floor plans/procedures are posted. • All site staff are trained in the use of fire extinguishers and evacuation procedures.
6. Potentially hazardous foods are held, ☒Y Cool Down Log-Tracking ASNC also reviewed the arrival and serving delivered and served at temperatures ☐N* Sheet (5/24/19-6/20/19) temperatures of the congregate meal above 140 degrees F. or below 45 provided on 6/20/19. All temperatures were degrees F. Meal Production Site- within acceptable ranges. Entrée Bulk Packing Temperatures (6/14/19- 6/21/19)
(1/2018-12/2018) HDM Chilled Entrée Last Meal Served Temperature Record
Page 9 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations St. Mark’s Meal Temperature Log (6/10- 14/19)
St. Mark’s Refrigerator/Freezer Temperature Log (1/2019- 6/2019)
VI. Food Service Operations Citation(s): 90-PI-26 (VII) Indicator Indicator Met Documentation Comments/Recommendations 1. Procedures are in place to estimate ☒Y Reservations are required one day in the number of meals to be prepared ☐N* advance. and/or served to minimize leftovers. 2. Standardized recipes are used. ☒Y Cook’s Recipe Binder ☐N*
3. Menu items and portion control are ☒Y June 2019 Monthly Menu ASNC observed and consumed meals on consistent with approved menus. ☐N* 6/20/19 and 6/21/19. June 2019 Production Sheet 4. Food service providers have ☒Y ASNC walked through and observed adequate food production equipment, ☐N* adequacy of both cold and dry storage at St. cold and dry storage and work space. Mark’s Terrace and Lakeview kitchen.
5. Each provider has a sufficient ☒Y Pro Action has one Head Cook and three number of trained food production ☐N* Kitchen Aides. The Director, the cook, and supervisors and staff knowledgeable one aide are ServSafe® certified.
Page 10 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations in food handling, production and service.
6. Food items on production and on-site ☒Y June 2019 Production Food service staff and the site manager use menus are clearly identified with ☐N* Sheet food production sheets to maintain portion portion sizes. control.
7. Food, supply and equipment ☒Y Large Equipment Inventory Food and basic supplies are inventoried on a inventories are properly maintained ☐N* List weekly basis. The weekly menu is reviewed using such methods as a daily log of by kitchen staff, food inventory is taken requisitions, perpetual inventory, a related to the ingredients list, and necessary physical inventory taken at least items are then ordered. Equipment is quarterly, stock rotation and dating. inventoried annually. YCOFA uses physical inventory, and stock rotation and dating procedure (First In First Out). 8. Food costs are reasonable and ☒Y Revenue /Expense Report Food costs are calculated monthly. Pro accurately determined and calculated ☐N* by Element (11/1/19- Action provides YCOFA with monthly on a quarterly basis. 5/31/19) financial reports.
9. Cost effective food purchasing ☒Y Quantity purchasing and group purchasing practices are in place and may ☐N* methods are utilized. include quantity purchasing, competitive bidding, group purchasing. USDA commodities, Food Banks. etc. 10. Cash In lieu payments are used for ☒Y the purchase of U.S. commodities ☐N* and other foods produced in the U.S. or for catered meals.
Page 11 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations 11. Purchasing specifications for food, ☒Y U.S. Food Inventory equipment, and/or equipment are ☐N* Worksheet available. Upstate Niagara Cooperative, Inc. Product Code and Pack Sheet
VII. Other Programs and Services Citation(s): 90-PI-26 (VI; VIII) Indicator Indicator Met Documentation Comments/Recommendations 1. Participants are assisted in getting ☒Y YCOFA assists participants with getting SNAP benefits and assistance is ☐N* SNAP benefits while completing the given to SNAP agencies to facilitate COMPASS, during NY Connects benefit elderly participation. screening process, and at interdisciplinary Customer Review and Referral meetings. 2. Nutrition Providers are certified to ☒Y YCOFA nutrition program participants are accept SNAP and facilitate their use. ☐N* afforded the opportunity to complete paper ☐N/A* vouchers to facilitate SNAP benefits being used as contributions.
3. Nutrition service providers ☒Y SFMNP Distribution List Coupons are stored in a locked drawer in the participating in the Farmers Market ☐N* (5/2018) Administrative Assistant’s office. Coupon Program comply with SOA and NYS Department of Agriculture No waiting list was needed last year. and Markets requirements. • Coupons are stored in secure Grievance policy is known and is per the location. SFMNP PI. Two staff members attended the • Waiting list is maintained if all 2018 SFMNP webinar. booklets have been distributed.
Page 12 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations • In the event that participants Un-issued booklets were sent back as per violate SFMNP rules, the AAA has policy. a procedure in place to take sanctions as well as a grievance Coupons are distributed appropriately to procedure. targeted areas. YCOFA also sends • Un-issued books are returned. postcards to prior recipients as a reminder, • Distribution plan ensures delivers flyers to HDM participants, and puts targeted participants throughout signs up in local office buildings. the service area.
4. Nutrition and related consumer and ☒Y Nutrition education materials are provided to health instruction or information are ☐N* HDM and congregate participants under the provided by or under the direction of direction of the RD. a registered dietitian.
5. Participants' needs, comments and ☒Y (4/2019) Senior Dinner requests are considered when ☐N* Club Surveys planning programs.
6. An annual nutrition education ☒Y Nutrition Education Plan RD plans her nutrition education consistent plan/schedule is followed. ☐N* 2019 with the Bone Builders Program that she provides to the community. She adjusts topics as needed to meet the needs of the congregate and HDM participants. 7. Group or class presentations are ☒Y Nutrition Education RD visits the congregate site every other provided at each congregate site a ☐N* Handouts (2018/2019) month to provide nutrition education. These minimum of six times a year. visits are called Coffee Chats. Topics included “The Power of Protein”, “SNAP Eligibility”, and “What is the NSI Score and Why We Use It”.
Page 13 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations 8. Nutrition information or handouts are ☒Y Menu “Tid Bits” 2018 Topics included, but were not limited to The provided to congregate and ☐N* Incredible Egg, What’s in a Spud? and Six homebound participants at least Menu “Tid Bits” 2019 Summer Thoughts for Good Health. monthly.
9. Teaching methods and instructional ☒Y ASNC observed the font size of the nutrition materials are appropriate (e.g. print ☐N* education handouts. size).
10. Other resources are used to enhance ☐Y YCOFA RD is in the process of collaborating programming as appropriate. ☒N* with YCOFA Prevention Services Coordinator to enhance programming. 11. Evaluative methods are in place to ☒Y Senior Dinner Club determine the effectiveness of ☐N* Satisfaction Surveys nutrition education activities. (5/2018)
12. A screening/Intake process ☒Y The COMPASS is completed for HDM adequately identifies congregate and ☐N* participants on admission to the program. home delivered meal participants HDM 6 month contact questionnaire also who require a referral for nutrition requires the NSI be done. Congregate counseling. registration form includes the NSI. Participants are also informally screened and referred through EISEP and through the interdisciplinary Customer Review and Referral meetings. 13. A registered dietitian evaluates the ☒Y Participant counseling files RD notes reviewed provided clinical nutrition participant's nutritional needs and ☐N* (J.B., R.M., and D.P) assessments, participant goals, and follow develops an appropriate care plan. up plans.
14. Counseling by a registered dietitian is ☒Y RD receives referrals from NSI scores of 6 provided as required. ☐N* or greater for both HDM and congregate
Page 14 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
Indicator Indicator Met Documentation Comments/Recommendations participants. RD also provides counseling for participants when requested by staff and/or participants. 15. Written instruction and/or handouts ☒Y RD described to ASNC what handouts she are provided as needed for nutrition ☐N* generally uses for specific medical counseling. conditions. ASNC provided technical assistance and suggested that RD document in her notes what handouts she provided at the time of the counseling session. 16. Nutrition counseling and follow-up ☒Y Participant counseling files RD counseling and follow up notes are activities are documented. ☐N* (J.B., R.M., and D.P) completed in the statewide client data system. 17. Evaluative methods are in place to ☒Y RD Counseling Satisfaction RD also documents the outcome of her determine the outcome of nutrition ☐N* Surveys (9/2018) nutrition counseling intervention efforts in the counseling intervention. body of her follow up notes.
Page 15 of 16 * If no or n/a, please explain in the Comments/Recommendations section. AAA: ______Yates County______Visit Date: ___6/20-21/19______
VIII. Conclusion The following items were identified during the review as requiring additional action.
Topic Finding Action 1. Program Management In accordance with NYSOFA Issuance 90-PI-26 YCOFA must ensure that Pro Action conducts (Indicator 7) (I)(G)(8), Area Agencies on Aging shall ensure scheduled quarterly trainings for all nutrition staff that each provider conduct orientation and and volunteers. Provide ASNC with a quarterly training at least quarterly for staff and volunteers. training plan, including topics to be addressed Training plans, schedules and attendance must and dates to occur. be documented. Pro Action did not provide adequate proof of quarterly trainings for nutrition staff and volunteers. 2. Participant Eligibility In accordance with NYSOFA Issuance 90-PI-26 YCOFA must provide ASNC with a revised (Indicator 2) (II)(B)(4) and (7), Area Agencies on Aging shall process for tracking timeliness of non-case ensure that an assessment be completed prior to managed HDM initial assessments. ASNC will or within ten days of initiating service and, follow up for compliance at next on-site review. periodic reassessment at a minimum of every six months is documented for all HDM non-case managed participants. One file reviewed did not have an initial assessment done on time. 3. Menu/Nutrient In accordance with NYSOFA issuance 90-PI-26 YCOFA must ensure that all meals provided Requirements (IV)(B)(1), Area Agencies on Aging shall ensure meet the RDA for fiber and do not exceed the (Indicator 3) that menus are certified by a registered dietitian RDA for sodium. Provide ASNC with revised that the meal provides one third of the RDA. nutrient analyses for meals served during the Three out of five meals served (6/17-21/19) did week of 6/17/19. not meet the RDA for fiber. Four out of five meals exceeded the RDA for sodium.
Page 16 of 16 * If no or n/a, please explain in the Comments/Recommendations section.
Human Services Committee Social Services Report October 2019
Resolutions/Appointments Enter into contract with Yates County Sherriff’s Office Enter into contract with Safe Harbors of the Finger Lakes Enter into Contract with Rainbow Junction Workforce Investment Board member Appointment of Peter J. Bekisz, effective July 1, 2019 through June 30, 2022
Budget See Attached
Personnel Suzanne Backer, who has worked in our Child Support Collection Unit (since 2007) has been promoted to fill our Principal Social Welfare Examiner position in the Temporary Assistance Unit. We have already interviewed the candidates on the list available to backfill Suzanne’s position and expect to make and offer within the next few days. We have also made an offer to fill the Senior Account Clerk Typist Vacancy created by Sue Delaire’s retirement, the new employee will start October 22nd. Interviews have been conducted to fill our caseworker vacancy, we expect to make an offer shortly.
Career Day As a reminder from last month, we are holding a career day for all current 10th graders in the Penn Yan and Dundee School Districts. This will be on 10/10/19 and there will be an increased amount of traffic in the County Office building that day. The students will be eating lunch in the Baptist Church.
Exploitation of Youth We expect to be awarded another year of our grant to prevent, engage and create awareness of exploited youth in our community. 2020 will be our first year of full funding and our allocation will increase to $43,000. During the current year (our “seed” year) we have spent most of that funding on a contract with Safe Harbors of the Finger Lakes to work with exploited and at-risk youth. Information regarding our October 2nd event at Esperanza was included in last months Human Services report. The grant continues to be managed by the Youth Bureau Director. Information regarding this program will be handed out at the meeting.
Civil Service Workgroup At the request of the New York Public Welfare Association, OCFS has organized a workgroup to address staff recruitment and retention. The goal is the “NYS Department of Civil Service will partner with OCFS and local districts to explore opportunities to expand the recruitment pool through: on demand testing opportunities, traineeships, mentoring, succession planning, as well as other training opportunities.” OCFS invited human resources directors and DSS commissioners from the following counties: Albany, Erie, Livingston, Monroe, Montgomery, Oneida, Onondaga, Ontario, Orleans, Oswego, Rockland, Saratoga, Steuben, Suffolk, Sullivan Ulster Westchester, and Yates. I attended the first meeting of this workgroup in Albany on 9/27/19.
Social Services Leadership and Policy Forum Social Service Commissioners were invited to attend a policy forum facilitated by the New York Public Welfare Association and sponsored by Casey Family Programs. The form was October 2nd and 3rd. The focus was strategic communication for local commissioners. The workshop provided information about trends, proactive and crisis media management, messaging to target audiences and tools for communication.
Workforce Development/Public Assistance Currently we have 18 Out-of-School Youth we are serving as well as 13 training customers, our goals are 30 youth and 20 training customers respectively for PY19.
New customized training for businesses and In-School-Youth programs will be approved in October and we will be evaluating and marketing these services appropriately. Attached you will find a copy of the policy to better explain how it works.
Unemployment Rates August 2018 August 2019
Yates County 3.0% 3.3% New York State 3.8% 3.9% United States 4.2% 4.2% Monroe County 4.1% 4.4% Ontario County 3.3% 3.6% Seneca County 3.2% 3.4% Steuben County 4.0% 4.1% Schuyler County 3.8% 3.7% Wayne County 3.5% 3.9% *It should be noted that this is the first month in over a year that the UI rate increased over the previous year in NYS and locally across the board.
Youth Bureau Nearly all contracts have been finalized and retuned from the county attorney, with the exception of Dundee and Safe Harbors, which are still under review. We have yet to receive a signed copy of the contract with the Town of Middlesex, so that contract has not progressed at all. We are unable to make payments to municipalities or agencies without fully executed contracts.
REQUESTED BUDGET SUMMARY: A6010-6142 & A7310 Social Services & Youth
The Requested 2019 Budget represents an overall increase of $235,483.00 compared to the 2019 Adopted Budget.
A decrease in Revenue of $701,055, this corresponds with a decrease in contractual expenses of $461,233. Fewer expenses means less revenue. The rest of the revenue decrease can be attributed to the lack of information from the state regarding future and current allocation. Additionally, during the 2017-18 academic year there was a CSE placement. While we paid that bill, we were partially reimbursed by the school district as well as the state.
Personal Services remains flat with a slight increase in Benefits.
A decrease in Contractual expenditures of $461,232 for contracts and programs. This is due to a reduction in the number of youth in care in 2019.
BUDGET AT A GLANCE: Social Services
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE Total Revenue -$4,814,183 -$4,113,128 -$701,055 -.15 Total .51 Personal Services $2,182,368 $2,185,890 $3,522 0 Total .52 Equipment $5,000.00 $5,000.00 $0 0 Total .54 Contractual $7,795,941 $7,334,708 -$461,233 -.06 Total .58 EE Benefits $540,267 $547,984 7,717 .01 Total Cost $5,709,393 $5,951.897 $242,504 .04 Total Staff 45 FT 45 FT
BUDGET AT A GLANCE Youth
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE Total Revenue -$58,817 -$71,450 $12,633 .215 Total .51 Personal Services $21,976 $21,976 $0 0 Total .52 Equipment $0 $0 $0 0 Total .54 Contractual $59,870 $65,482 $5,612 (.06) Total .58 EE Benefits $1,682 $1,682 0 0 Total Cost $24,711 $17,690 -$7,021 .309 Total Staff 1 PT 1 PT
AUTHORIZE CONTRACT WITH SAFE HARBORS FOR NON-RESIDENTIAL DOMESTIC VIOLENCE SERVICES
WHEREAS, The Department of Social Services is required by regulation to provide non-residential domestic violence services to Yates County residents; and
WHEREAS, The Department of Social Services is interested in contracting with Safe Harbors of the Finger Lakes for these services;
NOW, THEREFORE BE IT RESOLVED, that after review by the County Attorney, the Chairman of the Legislature and the Social Services Commissioner be authorized to sign a contract with Safe Harbors at an amount not to exceed $25,000 for the period of 7/1/19-6/30/20; and be it further
RESOLVED, that copies of this resolution be given to the Yates County Youth Bureau Director and the County Treasurer.
AUTHORIZE CONTRACT WITH RAINBOW JUNCTION FOR CHILDCARE SERVICES
WHEREAS, the Department of Social Services is required by regulation to provide childcare assistance for eligible Yates County Residents; and
WHEREAS, the Department of Social Services is interested in contracting with Rainbow Junction Child Care Center for these services;
NOW, THEREFORE BE IT RESOLVED, that after review by the County Attorney, the Chairman of the Legislature and the Social Services Commissioner are authorized to sign a contract with Rainbow junction at the following rates for the period of 10/1/19-9/30/20 and;
Age Weekly Daily 6 Weeks-18 months $220.00 $48.00 18-36 months $206.00 $45.00 3-5 years $195.00 $44.00 6-12 years in school $95.00 $25.00 6-12 years out of school $180.00 $39.00
and be it further
RESOLVED, that copies of this resolution be given to the Yates County Commissioner of Social Services and the County Treasurer.
APPOINTMENT TO THE FINGER LAKES WORKFORCE INVESTMENT BOARD
WHEREAS, this Legislature, by Resolution #334-99, has authorized the creation of the Finger Lakes Workforce Investment Board for the Counties of Yates, Ontario, Seneca and Wayne in compliance with the Workforce Investment and Opportunity Act (WIOA) of 2017; and
WHEREAS, the Workforce Investment Board members must be appointed by the respective Legislative Boards; and
WHEREAS, the Executive Director has solicited nominations in accordance with the Law; and
WHEREAS, the Finger Lakes Workforce Investment Board By-Laws state voting members shall be appointed for terms of three (3) years, and that terms shall be staggered,
NOW, THEREFORE, BE IT RESOLVED, that this Legislature does hereby appoint the following representative to the Finger Lakes Workforce Investment Board to fill a three-year term from July 1, 2019 through June 30, 2022.
Peter J. Bekisz Associate Vice President Keuka College 141 Central Ave Keuka Park, NY 14478
And be it further
RESOLVED, that certified copies of this resolution be sent to Wayne, Ontario and Seneca Counties, the Yates County Workforce Development, the Finger Lakes Workforce Investment Board, and the to the aforementioned appointee.
PETER J. BEKISZ 3342 Armstrong Road [email protected] Branchport, NY 14418 (585) 766-1304 A dynamic, entrepreneurial change agent with 10+ years management, marketing, and communications experience. Depth and breadth of experience ranges from executive-level advancement, marketing, and communications leadership to software development and database design. Leadership philosophy emphasizes coaching, data- driven decision making, self-awareness, shared responsibility, innovation, team participation in problem solving, and crossfunctional team engagement. Proven experience in: • Institutional strategic planning • Managing financial and cultural turnarounds • Marketing and fundraising plan development • Market research and analysis • Brand development and management • Crisis communications • Creative and editorial direction • Traditional and new media campaigns Professional Experience KEUKA COLLEGE, Keuka Park, N.Y. 2006 – Present Associate Vice President for Advancement, Communications, and Technology 2019 – Present Associate Vice President for Advancement and External Affairs 2018 – 2019 Provide executive-level leadership over all aspects of fundraising, alumni relations, marketing, communications, community relations, college-wide events, conference services, dining, and information technology. Serve as the President’s de facto chief of staff, representing her and acting on her behalf to internal and external constituents as requested. Lead a team of 6 direct and 33 indirect reports. Manage $5.8 million budget. Serve as a member of the President’s Executive Cabinet. • Assisted in managing a financial and cultural turnaround at the College sparked by a change in president, provost, chief financial officer, and controller. Collaborated with new executive colleagues in successfully reversing six years of running deficits, ultimately closing the fiscal year with a surplus in excess of $1 million. • Authored an $11.25 million proposal to the U.S. Department of Agriculture for a Rural Development loan intended to purchase a leased facility and restructure the College’s debt. The proposal was fully endorsed by the USDA’s regional office and is currently pending approval from Washington. • Successfully reached a $1 million unrestricted giving goal during a time of executive transition and donor hesitation. Led a team in raising $2 million in new cash and commitments toward The Next 125: The Comprehensive Campaign for Keuka College during this same period. • Led marketing and public relations strategies to ensure executive-level transitions did not negatively influence brand perception or new student recruitment. Senior Director of Marketing and Communications 2016 – 2018 Director of Marketing and Communications 2014 – 2016 Director of Marketing 2012 – 2014 Marketing Manager 2010 – 2012 Webmaster 2006 – 2010 Oversee all aspects of marketing and communications in the U.S., China, and Vietnam. Provide direct leadership over strategic marketing and communications planning, brand development, market research, message alignment, advertising, public relations, and crisis communications. Ultimately accountable for writing, editing, and production for all email, newspaper, magazine, radio, video, and digital advertising campaigns. Additional responsibilities include oversight of websites, press releases, fundraising appeals, executive and board correspondence, presidential speeches, social media, and print and electronic publications and recruitment materials.
• Led a college-wide brand overhaul, resulting in a new brand platform and visual identity for Keuka College and its athletics department. Developed a companion online brand training program and resource center to ensure consistent alignment. • Oversaw a digital marketing ecosystem that includes email marketing, online publicity, online advertising, social media, and web content. • Crafted a five-year strategic marketing and communications strategy that contributed to record-setting increases in enrollment and fundraising. • Spearheaded communications strategy for the College’s first online Day of Giving, resulting in $274,317 raised in 24 hours (119% over goal). • Oversaw project management for more than 400 marketing and communications projects each year. • Served as editor-in-chief for all major publications, including Keuka College magazine, the College’s annual report, and the quarterly President’s Report to the Board of Trustees. MESSENGER POST NEWSPAPERS, Canandaigua, N.Y. 2004 – 2006 Webmaster Led all aspects of a ground-up overhaul of the organization’s online presence with a goal of increasing market share and advertising revenue. Final product was cited by the publisher as a main reason for GateHouse Media’s acquisition of the organization. • Spearheaded the transformation of a host of static websites for 15 small-town weekly and daily newspapers into MPNnow.com, a regional news hub with 24/7/365 updates. • Increased daily website traffic by more than 500% and Internet advertising revenue by more than 700%. AMERICA ONLINE (AOL), New York, N.Y. 2003 – 2005 Assistant Programming Manager, AOL Music Produced and programmed editorial content across AOL Keyword: MUSIC, AOLMusic.com, and AOL.com. Led a team of more than 50 volunteer community moderators and facilitated their development through creation of customized training materials and development opportunities, with a particular emphasis on the importance of rapid response to customer inquiries and complaints. Researched and reported on traffic and advertising metrics. IGNITE WORLDWIDE, Rochester, N.Y. 2001 - 2005 Web Developer and Account Manager Challenged to fill multiple roles for this small, entrepreneurial web development and marketing firm. Highlights include a 85% close rate and a portfolio of clients including the Rochester Women’s Council of REALTORS®, Eastman Kodak, viaHealth, Rochester Institute of Technology, Greater Rochester Enterprise, and Kenneth Crosby Companies. Education B.S., Organizational Management, Keuka College Extensive Coursework in Communications and Media Arts, Monroe Community College
FINGER LAKES WORKFORCE INVESTMENT BOARD UNDER THE WORKFORCE INNOVATION OPPORTUNITY ACT (WIOA)
NAME OF POLICY: Customized Training-WIOA 14
APPROVAL DATE: 9/18/2019
EFFECTIVE DATE: 9/18/2019
Purpose This policy outlines Finger Lakes Workforce Investment Board (FLWIB) directives for providing Customized Training (CT) for WIOA eligible adults. Customized Training is one strategy for employers to provide trainings funded through WIOA.
Policy The definition of “Customized Training” as per WIOA §680.760 is A. Training designed to meet the special requirements of an employer (§680.710 c.) 1. Introduction of new technologies 2. Introduction to new production or services procedures 3. Upgrading to new jobs that require additional skills 4. Workplace Literacy 5. Other appropriate purposes identified by the LWDB including Lean Manufacturing, Six Sigma per FLWIB Director approval.
B. Training is conducted with a commitment by the employer to employ an individual upon successful completion of the training.
C. The employer pays for a significant cost of the training as determined by the local WDB in accordance with the factors identified in WIOA section 3(14). TA#01-05.1. The Finger Lakes Workforce Investment Board will reimburse 50% of the training cost up to $3,000.00 per company per year (July 1st to June 30th). 1. 50% cost of training could include such elements as: cost of the instruction, cost of the instructor, cost of curriculum development associated with the training course, training materials and books as needed for the course. Unallowable costs include, but are not limited to the following: • Employee/Trainee’s wages and fringe benefits • Costs not directly related to the training • Travel, food, lodging • Purchase of capital equipment • Compensation or consultant fees not directly related to the provision of training • Costs incurred prior to the approval date of the application and contract. • Capital improvements • Membership fees and/or dues 2. The wages of the employees being trained, while they are participating in the Customized Training, may be used towards the match requirement for the training but may not be paid for with WIOA funds.
D. Employee Eligibility 1. Employee is 18 years or older. 2. Employee earns less than $25.00 per hour per employer attestation. 3. Customized training relates to one or more of the purposes identified above (A:1-5)
4. If male born after Dec 31, 1959 registered with selective service.
E. Finger Lakes Workforce Investment Board’s Customized Training Contracts 1. CT trainings may be established under contract with an employer in public, private non-profit or private sector located within the 4-county area. 2. Due Diligence/ DOL Vetting a. First time grant applicants should be “Found to be Responsible” through the NYS Due Diligence/ Vetting Process b. Repeat grant applicants need only be currently vetted through NYS Department of Labor. 3. Contracts must not be entered with an employer who has exhibited a pattern of failing to provide Customized Training participants with long-term employment that includes regular wages, employee benefits and safe working conditions. Business Service Representative should review Employer Module of One Stop Operating System (OSOS) to determine outcomes of previous Customized Training programs. 4. While establishing the contract, the documentation must show that the participants have the skills/ competencies and qualifications to participate successfully in the training. 5. Contract must identify skills and competencies to be learned, and length of time training will be provided. 6. The trainee’s must not currently be receiving On-the-Job Training through a contract with FLWIB or any contracts through New York State or the United States government 7. Contract needs to be in place prior to prior to start of training.
G. Monitoring 1. Business Service Representative shall monitor each Customized training program for participation and outcomes and document using Employer Module on OSOS. Contact with employer will take place midway through training with comments entered in OSOS Employer module.
H. Application Process - Employer 1. Employers complete the Employer Training Project Approval Form (WIOA14-1) and submits it to the Finger Lakes Workforce Investment Board along with documentation of incumbent worker eligibility and documentation of training and cost. 2. Upon review, the Finger Lakes Workforce Investment Board staff will approve or disapprove the application and a cover letter with necessary documents will be returned to the employer, with a copy to the Business Services Representative. 3. The employer must demonstrate the need for the specific training and how it will impact the workforce. 4. If other WIOA funds are currently being used for worker training with a specific employer, the customized project will not be approved until completion of other training. 5. Business Service Representative must review application prior to submission to the FLWIB to assure all the steps have been completed.
I. Application Process – Trainee 1. As noted, all trainees must earn below the Finger Lakes Workforce Investment Board’s approved self- sufficiency wage - $25.00 per hour and also must reside in the 4-county area. 2. All trainees must be entered into the One Stop Operating System (OSOS) by the respective Career Center. 3. Have each eligible person complete Application Form (es-100) and Supplemental Questionnaire form. Make copy of driver’s license. Provide each trainee with Grievance Policy. 4. Each trainee’s info needs to be entered into One Stop Operator System (OSOS).
J. Payment 1. The Finger Lakes Workforce Investment Board will reimburse 50% of the training cost up to $3,000.00 per company per year (July 1st to June 30)
2. The employer submits the Customized Training Program Voucher (WIOA 14-2) along with documentation of the trainees who participated, the outcomes of the training, and a copy of the Invoice from the training provider. 3. These documents must be reviewed by the designated Business Services Rep. for accuracy and completeness, and forwarded to the Finger Lakes Workforce Investment Board. Finger Lakes Workforce Investment Board staff will review and if complete, payment will be made to the employer within three (3) to four (4) weeks.
Employer must submit their invoice for reimbursement and the documentation no later than 45 days after training completion or they forfeit the WIB reimbursement.
REFERENCES
WIOA §680.760 WIOA §680.710 c. WIOA section 3(14). TA#01-05.1
YATES COUNTY PUBLIC HEALTH Human Services Committee Background Information October 7, 2019
LICENSED HOME CARE SERVICE AGENCY (LHCSA): Nothing to report this month.
PUBLIC HEALTH/PREVENTION PROGRAMS: Communicable Disease Control: The NYSDOH, Bureau of Immunization completed a voucher trace for the Immunization Action Plan grant for the period of 04/01/19-6/30/19. A voucher trace is completed periodically to ensure fiscal integrity and compliance with program, state and federal guidelines and directives. I am happy to report that documentation submitted supported all expenses and no additional action was required.
HPV Vaccine QI Project Quality Improvement efforts are ongoing at both the local level and regionally with our S2AY partner counties. Attached is the first newsletter drafted to highlight a regional QI project aimed at increasing HPV vaccination rates in our counties and the storyboard which summarizes the HPV project.
Chronic Disease prevention: On September 17th, NY State became the first state in the Nation to implement emergency orders banning the sale of flavored electronic cigarettes and nicotine e- liquids for 90 days. The ban aims to combat the increase in young people using vape products, which is a result of e-cigarette companies marketing flavors that are appealing to youth. NYS gave retailers a two-week grace period before they will begin conducting visits to enforce the flavoring ban on Friday October 4. According to NYSDOH data, “nearly 40% of 12th grade students and 27% of high school students in NYS are now using e-cigarettes, and this increase is largely driven by flavored e-liquids”. Through the S2AY Rural Health Network, our Public Health Educators and other key partners had an initial meeting to explore opportunities to work collaboratively to reduce the burden/impact of e-cigarettes on the Finger Lakes Community.
Environmental Health: Lead Poisoning Prevention Program October 20-26, 2019 is designated as National Lead Poisoning Prevention week. Staff from both Yates and Schuyler have worked jointly in preparing messages for parents and grandparents about the importance of protecting children from potential sources of lead and of having children tested for blood lead. A combination of social media posts paid media and displays will be used to inform community members. See attached for information going out to paid media sources in our two counties. Lead Renovator Training Opportunity We are pleased to again host the Cornell University Lead Renovator training at no cost to those attending. The training will take place on October 30th 8 am- 5 pm. Registration is required and there is a limit to only 8 participants. See attached.
RESOLUTION: Designating October 20, 2019- October 26, 2019 as National Lead Poisoning Prevention Week.
SPECIAL CHILDREN’S SERVICES: Nothing to report this month
BUDGET: 2020 Requested Budget Summary attached.
COMMUNITY SERVICES: Action Items: RESOLUTION: Request to amend resolution 263-19 as a result of increased state aid. SAFE Act: 3 reports received and investigated: 1 reported to DCJS: Fiscal: Initial funding letter from Columbia University for the HEALing Communities Research Grant received. Closeouts from state agencies are nearing completion. 2020 Requested Budget Summary attached.
AOT: Current cases: 0 Investigations: 0 Changing the Culture Project: One individual from Yates County was selected to attend the Conference of Mental Hygiene Directors Youth Mental Health First Aid Train the Trainer in the fall. Planning underway to provide 2 or three additional YMHFA trainings during 2019. Suicide Prevention Coalition of Yates The 2nd annual Yates County Suicide Prevention Coalition (YSPC) sponsored “Out of Darkness Walk” took place on September 29th under the auspices of the American Foundation for Suicide Prevention (AFSP). This year we had 265 participants and raised more than $14,000. Tabling in honor of Suicide Prevention Month was done at the library and in the main lobby. Penn Yan schools also had tabling during their open house activities. Finally, Talk Saves Lives was provided at two local churches this month and favorably received.
Program: Systems of Care Our second meeting took place on September 16th, 2019. Our member lists were reviewed and updates were requested. It was decided to develop volunteer work groups for each of our goals and commence working through them. The goals were redistributed and members were asked to sign up for the goal work groups. They were encouraged to set up initial meetings, that could be virtual or in person efforts. We will look at the developing goal work groups at the next meeting and discuss support needed for each. We again reviewed several organizational elements needed to strengthen the overall effort. Membership, especially regarding youth and parents remains an unfulfilled need. This issue will require close monitoring and creative problem solving. We will also continue to insure that we invite others to the table.
Crisis Intervention Training (CIT) The third Task group meeting took place as scheduled. Membership was reviewed and outreach planned. Efforts to develop protocols and a resource card are underway. Efforts to clarify the availability of the C-PEP mobile crisis team were in process. However, it was clarified that the team will respond to adults and children. Discussions are underway with Soldiers and Sailors Hospital regarding possible expansion into in-home crisis services. The release of new regulations regarding crisis residential care and in-home crisis services was also discussed. Those Medicaid Services will be authorized after January 1, 2020. Law enforcement training (CIT) is scheduled the week of September 16th and the week of October 7th, and is a key to the planned change. The training will include a panel of family members and a panel of recipients which will provide insight for the trainees and the sharing of their unique perspectives. CHASE Research Grant: The Grant team members did a tour of the jail and had an opportunity to ask questions of the jail physician, nurse and superintendent. They were also provided information regarding local services, and the Yates Substance Abuse Coalition. They had specific recommendations for additional membership including the local coroner(s), and a local pharmacist. Finally, they were able to hear from treatment representatives who described our current efforts, in county services as well as outside county services. The next step includes a sign off on an outside Institutional Review Board for the project and the determination by the research team which phase Yates County will be in. The NYS County participants have asked for a regular state wide meeting with the Columbia University research team and that has been positively accepted.
DESIGNATE OCTOBER 20, 2019 THROUGH OCTOBER 26, 2019 AS NATIONAL LEAD POISONING PREVENTION WEEK - PUBLIC HEALTH
WHEREAS, lead poisoning is a leading environmental health hazard to children in Yates County, and
WHEREAS, lead poisoning may cause serious, long term harm to children, including reduced intelligence and attention span, behavior problems, learning disabilities, and impaired growth, and
WHEREAS, most children are poisoned in their homes through exposure to lead particles when lead-based paint deteriorates or is disturbed during home renovation and repainting, and
WHEREAS, lead poisoning crosses all barriers of race, income, and geography, and
WHEREAS, even low levels of exposure to lead can impair young children’s ability to learn and thrive, causing reduced IQ and attention span, learning difficulties and behavior problems, and these effects are persistent and interfere with success in school and later life.
NOW, THEREFORE, BE IT RESOLVED, the Yates County Legislature designates the week of October 20, 2019 through October 26, 2019, as “National Lead Poisoning Prevention Week” and encourages all parents of one and two year olds to have their children tested and be it further, RESOLVED, that a copy of this resolution be sent to the Public Health office.
AMENDMENT TO RESOLUTION NO. 263-19
WHEREAS, Resolution 263-19 authorized an amendment to 98-19 signature of agreements for agencies and persons; and
WHEREAS, a revised State Aid Award letter has been received for OMH funding;
NOW, THEREFORE, BE IT RESOLVED, that Resolution 263-19 be amended as follows:
Soldiers and Sailors Hospital Clinic Treatment $159,431.32 Crisis Outreach $ 23,235.00 Health Home/Service Dollars $ 25,126.00 Telemedicine/Telepsychiatry $ 4,801.68
TOTAL $212,594.00
And, be it further
RESOLVED, that copies of this resolution be provided to the Public Health office, Community Services and Yates County Treasurer.
Attention: Contractors/Employees, Landlords, Property Owners/Managers Lead Renovator Training Opportunity in Yates County
Earn your EPA RRP-Initial Certification! FREE! The Lead Renovator program is 8 contact hours with classroom and hands-on activities and an examination. Typical trainees
are homeowners/property owners/managers, building trades, contractors and their employees, or those who would like to use the certification to obtain work in the construction industry. These trainings are difficult to come by without traveling quite a distance to Buffalo, Rochester, Syracuse, Albany, or NYC and are being offered at no cost right here in Yates County! WEDNESDAY, OCTOBER 30, 2019 *Bring a lunch for a 1- Hour lunch break. 8:00 AM – 5 PM YATES COUNTY OFFICE BUILDING AUDITORIUM *Typically this training could cost up to $300 417 LIBERTY STREET, PENN YAN, NY or more. Registration Required – Only 8 slots available! Call Now! These will fill up fast!
About the Instructor: Arthur Wheaton is the director of Western NY Labor and Environmental Programs for the Worker Institute at Cornell. His expertise includes industry education and workplace training, high performance work systems, negotiations and conflict resolution, as well as auto and aerospace industrial relations. He manages and teaches in the online labor studies credit certificate program and online labor leadership skills certificate program. Art provides on-site training and education programs for unions and other organizations. In addition, Art teaches Renovation, Remodeling and Painting for the EPA RRP-Initial certificate. He is the author of numerous publications, and has earned a B.A. in multidisciplinary social science with a concentration in political science, history and economics at Michigan State University. He has an M.L.I.R. from the Michigan State School of Labor and Industrial Relations.
For more information or to register for this free training call Public Health at: (315) 536-5160 or email: [email protected]
This program is sponsored by Cornell University and hosted by the: Yates County Public Health Lead Poisoning Prevention Program
Cornell Cooperative Extension is an employer and educator recognized for valuing AA/EEO, Protected Veterans and Individuals with Disabilities and provides equal program and employment opportunities MattersQuality Keeping you up to date with the latest quality information and resources in the S2AY Network Region Fall 2019
HPV Vaccine is Cancer Prevention Here is what a participant in The Human papillomavirus (HPV) vaccine protects against cancers caused by HPV the HPV QI Project had to infection. HPV is a common virus that infects teens and adults. About 14 million people, including teens, become infected with HPV each year. HPV infection can say… cause cervical, vaginal, and vulvar cancers in women and penile cancer in men. HPV can also cause anal cancer, cancer of the back of the throat (oropharynx), and “Here in our office in genital warts in both men and women. Chemung County I liked that Local Health Departments in the Finger Lakes Region took at look at HPV vaccina- once we made the providers tion rates in our region. This is what was found: aware of the project and they started to recommend the HPV vaccine, more par-
ents were willing to have their children vaccinated.” - A Chemung County
Many counties were found to be below the NYSDOH Prevention Agenda target of Medical Provider 50%. The group decided to work together on a regional quality improvement pro- ject, using the PLAN-DO-CHECK-ACT model (PDCA). A PLAN was developed, with an aim to increase the initiation of the HPV vaccine series in 11-12 year olds and 13-17 year olds. In This Issue The PLAN included: • HPV Vaccination is • Work with one provider in each county Cancer Prevention • Provide a baseline “Report Card” identifying HPV vaccination rates compared to other teens vaccinations (Tdap and Meningococcal) • The Value of Public • Meet with the provider to review rates, provide research and resources for Health Accreditation providing a strong provider recommendation, as well as brainstorm with the provider possible reasons they identify for why rates are not equivalent. • Quality Improvement • Provide individualized supports based on each provider’s needs. • Follow up with a 3 and 6 month Report Card & PDCA
Success! Overall, there were improvements in HPV vaccination rates! • Right Here in YOUR Results showed improvement in HPV vaccination rates over the 6 months in 4/5 Community! participating providers, with most showing an improvement of 10% or greater. Want to know more details? Ask your local health department to see their story- • Interesting Facts! board of this project!
Don’t be the same… Be Better.
Want to learn more about how you can do a Quality Improvement Project using PDCA? See page 3. DID YOU KNOW? Your Local Health Department (LHD) is pursuing voluntary National Public Health Accreditation. PHAB, the Public Health Accreditation Board, is a governing body that has defined a process that involves the “measurement of health department per- formance against a set of nationally recognized, practice-focused, and evidenced-based standards.” More specifically, PHAB accreditation requires that applicants meet 32 total standards across 12 domains. Initial PHAB accreditation assesses a health department’s ability to perform “10 Essential Public Health Services”; it also measures the LHD’s capacity to manage and communicate effectively with a governing entity.
Your LHD is working hard at meeting these standards, with an end result of improving and protecting the health of our communities by advancing and ultimately transforming the quality and performance of their health department.
Happening Right Here in YOUR community... Have you heard about the Community Health Assessment (CHA)? Every 3 years the local health department leads an effort to pause and assess the health of the population, contributing factors to higher health risks or poorer health outcomes of certain populations, and community resources available to improve the health status. Multiple partners in your county have been very busy over the last year working on a CHA to identify the key health areas in your county that will get focused attention and collaborative efforts to improve on over the next 3 years. A Community Health Improvement Plan (CHIP) is then created to describe how the health department and the community it serves will work together to improve the health of the population. Find your county’s 2016-2018 CHA and CHIP on your local health department’s website. The 2019-2021 version will be available later this year (see page 4 for health department contact information) Check this out from your county’s last Community Health Assessment and Community Health Improvement Plan!
The Living Healthy Coalition was created with a mission to prevent and control chronic health conditions with the delivery of evidence-based and evidenced- informed interventions. Representatives from health departments and community partners have worked to get people trained to offer self management programs in our region that teach people with conditions such as Heart Disease, Arthritis, Diabetes, Depression, Asthma, Bronchitis, Emphysema and Other Physical and Mental Health Conditions about what they can do to improve their own health! We now have classes available all throughout the Finger Lakes!
What’s Available Where You Can Learn More
National Diabetes Prevention Program https://www.cdc.gov/ [email protected] or http://www.s2aynetwork.org/living- diabetes/prevention/index.html healthy.html
Chronic Disease Self Management Program https:// [email protected] or http://www.s2aynetwork.org/living- www.selfmanagementresource.com/programs/small-group/ healthy.html chronic-disease-self-management/ Promote Health. Prevent Cancer. https:// [email protected] or call (585) 224-3502 www.urmc.rochester.edu/community-health/community- OR programs/promote-health-prevent-cancer.aspx [email protected] or call (585) 224-3510 Chronic Pain Self Management Program https:// [email protected] or http://www.s2aynetwork.org/living- www.selfmanagementresource.com/programs/small-group/ healthy.html chronic-pain-self-management/ Quality Improvement & PLAN-DO-CHECK-ACT (PDCA) The Accreditation Coalition, comprising national public health leaders, defines quality improve- ment in public health as the following:
“Quality improvement in public health is the use of a deliberate and defined improvement pro- cess, such as Plan-Do-Check-Act, which is focused on activities that are responsive to commu- nity needs and improving population health. It refers to a continuous and ongoing effort to achieve measurable improvements in the efficiency, effectiveness, performance, accountability, outcomes, and other indicators of quality in services or processes which achieve equity and im- prove the health of the community.”
The Plan-Do-Check-Act cycle (PDCA) is both simple and powerful. Its simplicity comes from the systematic, straightforward and flexible approach that it offers. Its power is derived from its reli- ance on the scientific method, i.e., it involves developing, testing, and analyzing hypotheses. This foundation offers a means to become comfortable with a host of quality improvement methods and techniques, and to progressively evolve into addressing more complex problems, employing additional QI tools, and migrating to system-wide approaches to QI.
Check back here next time to learn more! OR for more information, visit http://www.phf.org/ resourcestools/Documents/ABCs_of_PDCA.pdf
INTERESTING FACTS! It’s important to know the populations we serve. In our recent CHA, we found:
• The total population of the eight county S2AY Network region has increased by approximately 11,000 residents since 1990, where there are currently an estimated 528,000 total residents.
• Projections from Cornell University’s Program on Applied Demographics expect a decrease in overall population (13,000 residents) over the next ten years, though expect an increase in the aging (65+) population. Implications of the growing aging population is an important consideration when health planning in the region.
• According to the most recent American Community Survey data, 92% of the region’s residents are white non-Hispanic. The most racially diverse county in the region is Chemung County where 88% of its population are white non-Hispanic and 8% are African American. Since 1990, there has been a 63% regional growth in the Hispanic population (6,000 to 17,000 residents), and a 32% region growth in the African American population (13,000 to 19,000 residents).
For more information on the make up of our region’s population, check out your county’s Community Health Assessment, found on your local health department’s website! (see below for web address)
Where to find the S2AY Network:
• Visit our website http://www.s2aynetwork.org/ OR
• Like us on Facebook at http://www.facebook.com/S2AYRHN/
Here is where you can find Your Local Health Department:
Chemung County Public Health http://www.chemungcountyhealth.org/ or (607) 737-2028 Ontario County Public Health http://www.co.ontario.ny.us/101/Public-Health or (585) 396-4343 Schuyler County Public Health http://www.schuylercounty.us/166/Public-Health or (607) 535-8140 Seneca County Public Health https://www.co.seneca.ny.us/departments/community-services/public-health/ or (315) 539-1925 Steuben County Public Health https://www.steubencony.org/Pages.asp?PGID=36 or (607) 664-2438 Yates County Public Health https://www.yatescounty.org/211/Public-Health or 315-536-5160, Wayne County Public Health https://web.co.wayne.ny.us/index.php/publichealth/ or (315) 946-5749
How to Prevent Lead Poisoning in Your Home
Childhood lead poisoning is serious. It can cause a number of issues including: Learning problems Behavior problems Speech & language problems Decreased muscle & bone growth Children under 6 are at the highest risk because their growing bodies absorb more lead and are more vulnerable to its damaging effects. Also, young children often put their hands and other objects that could have lead on them in their mouth. What are the main sources of lead poisoning?
Renovation projects that do Toys can also have lead in Paint in homes built before not follow lead safe work them or on them. Some toys 1978. When lead paint peels practices. Lead dust can also may be painted with lead and cracks, it makes lead get in the air during paint, while others have lead dust. renovations. in the toy itself. Children can breathe in or swallow lead dust and get lead poisoning. What can you do to prevent lead poisoning?
Wash children’s hands often to rinse off any lead dust or dirt, especially before eating.
Clean floors, window frames and sills, and other surfaces frequently. Use a mop, sponge, or paper towel with warm water and a cleaner.
Keep children away from peeling paint and broken plaster. Soil around the foundation of older homes, barns, and near roadways can have lead in it.
Feed children a diet high in iron, calcium, and vitamin C with foods like green leafy vegetables, milk, fruits, beans, and healthy meats. These foods help prevent lead from being absorbed by their body. Lead poisoning is usually not visible; a simple blood test is needed to check if your child has lead poisoning. Get your child tested for lead at ages one and two by contacting your child’s doctor or your local health department. October 20-26 is National Lead Poisoning Prevention Week To learn more about preventing lead poisoning call Schuyler County Public Health at (607) 535-8140 or Yates County Public Health at (315) 536-5160
09/13/2019
PERFORMANCE IMPROVEMENT PROJECT HPV VACCINATION
S2AY Rural Health Network Counties DEPARTMENT/OFFICE NAME: (Chemung, Steuben, Schuyler, Seneca, Ontario, Wayne & Yates)
PROJECT POINT PERSON (PPP): Kim Arnold and each LHD
Chemung, Steuben, Schuyler, Seneca, Ontario, POPULATION SERVED: Wayne & Yates County residents
6/19
QUALITY IMPROVEMENT already higher than average providers (starting at 63% and 78%) and reduced Review baseline dataPLANNING only 1-3%. Gather a team 11-12 yo who have had at least 1 dose of HPV Identify our AIM Chemung Increase from 20% to 33% Solicit Input from Providers Schuyler Slight decrease from 63% to 61% Examine other current processes Seneca Increase from 32% to 40% Identify PLAN and measures of success Steuben Increase from 25% to 27% Yates Increase from 47% to 55% BASELINE 13-17yo who have had at least 1 dose of HPV Chemung Increase from 45% to 55%
Schuyler Slight decrease from 78% to 77% Seneca Increase from 68% to 69% Steuben Increase from 50% to 52% Yates Increase from 68% to 74%
AIM To increase the initiation of the HPV series in 11-12 year olds and 13-17 year olds.
PROCESS Select one provider in each county to replicate a successful intervention from a neighboring county. Provide a baseline “Report Card” identifying HPV rates compared to other teens vaccinations (Tdap and Meningococcal) Meet with the provider to review rates, provide research and resources for providing a strong provider recommendation as well as brainstorm with the provider possible reasons they identify for why rates are not equivalent. Provide individualized supports based on each provider’s needs. Follow up with a 3 and 6 month Report Card “Here in our office in Chemung County I liked that once we made the providers aware * Five out of seven counties successfully completed the quality of the project and they started to recommend the HPV vaccine, more parents were improvement effort. Two counties ran into either capacity/staffing willing to have their children vaccinated.” challenges and/or provider resistance.
RESULTS Results showed improvement in HPV vaccination rates over the 6 months in 4/5 participating providers, with most showing an improvement of 10% or greater. Although 1 county did not show improvement, the baseline rate was 6/19
6/19
REQUESTED BUDGET SUMMARY: A4320 Community Services
The Requested 2020 Budget represents an overall increase of $38,820.00 compared to the 2019 Adopted Budget.
An increase of $74,054.00 in revenues primarily accounted for by increased revenues for substance abuse from OASAS.
An increase of $112,874.00 in expenditures primarily for increased costs associated with substance abuse and consultant charges.
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total Revenues -$1,744,229.00 -$1,818,283.00 - $74,054.00 4.25%
Total .51 Personal Services $124,262.00 $127,369.00 $3,107.00 2.5%
Total .52 Equipment $0.00 $0.00 $0.00 0.0%
Total .54 Contractual $1,633,639.00 $1,743,169.00 $109,530.00 6.7%
Total .58 EE Benefits $9,507.00 $9,744.00 $237.00 2.49%
Total Cost $23,179.00 $61,999.00 $38,820.00 167.48%
Total Staff 0 FT 2PT 0FT 2PT
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REQUESTED BUDGET SUMMARY: A2960 Education Handicapped Children
The Requested 2020 Budget represents an overall increase/decrease of $0.00 compared to the 2019 Adopted Budget.
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total Revenues -$600,00.00 -$600,000.00 -$0.00 0.0%
Total .51 Personal Services $0.00 $0.00 $0.00 0.0%
Total .52 Equipment $0.00 $0.00 $0.00 0.0%
Total .54 Contractual $1,200,000.00 $1,200,000.00 $0.00 0.0%
Total .58 EE Benefits $0.00 $0.00 $0.00 0.0%
Total Cost $0.00 $0.00 $0.00 0.0%
Total Staff 0 FT 0 PT 0 FT 0 PT
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REQUESTED BUDGET SUMMARY: A4010 – A4054 Public Health- EI
The Requested 2020 Budget represents an overall decrease of $55,211.00 compared to the 2019 Adopted Budget.
An increase of $13,174.00 in revenues primarily influenced by the reimbursement for the shared services of a position for emergency preparedness.
A decrease of $42,037.00 in expenditures primarily accounted for by savings incurred with Central Garage during 2019 resulting in a more accurate estimate for 2020 anticipated costs and the movement of EMS training, vehicle and equipment costs out of the Public Health budget.
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total Revenues -$768,032.00 -$781,206.00 -$13,174.00 1.7%
Total .51 Personal Services $665,235.00 $669,918.00 $4,683 0.7%
Total .52 Equipment $0.00 $0.00 $0.00 0.0%
Total .54 Contractual $238,890.00 $203,088.00 -$35,802 -14.99%
Total .58 EE Benefits $171,499.00 $160,581.00 -$10,918 -6.37%
Total Cost $307,592.00 $252,381.00 -$55,211.00 -17.95%
Total Staff 12 FT 1PT 11 FT 2 PT
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Conflict Defender Report for 2019
Court Type
January February March April May June July August September October November December Date to Year - - Applications Received 0 Violent 0 0 0 Felony Trial Level Non-Violent 1 1 1 2 1 1 0 0 7 Misdemeanor/Violation 1 3 4 6 0 3 0 1 1 0 0 19 Verdicts Violent Guilty Pleas Other Felony Verdicts Appeal Non-Violent Guilty Pleas Other Verdicts Criminal Misdemeanor Guilty Pleas Other Violation of Probation 0 0 1 1 Parole Hearings 0 Other Conflict Cases (Note 1) 0 Drug Court (Note 1) 0 0 Other 0 Monthly Totals 2 4 5 8 0 4 1 1 2 0 0 0 27 Cases Closed/Vouchered 2 3 3 2 2 6 2 1 2 0 0 0 23 Case Load Change 0 1 2 6 -2 -2 -1 0 0 0 0 0 4 Trial Level 3 6 9 9 8 4 4 5 5 0 0 0 53 Appeal Conflict Cases (Note1) 0 Family Monthly Totals 3 6 9 9 8 4 4 5 6 0 0 0 54 Cases Closed/Vouchered 7 7 5 3 2 6 5 4 4 0 0 0 43 Case Load Change -4 -1 4 6 6 -2 -1 1 2 0 0 0 11 Ongoing Total Active Cases 32 32 38 50 54 50 48 49 51 51 51 51
Notes: 1. Not included in totals. REQUESTED BUDGET SUMMARY: A1171 Conflict Defender
The Requested 2020 Budget represents an overall increase of $2,536.00 compared to the 2019 Adopted Budget, primarily for inclusion of Public Defender Case Management Software, plus one half reimbursement for the cost of Westlaw access.
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total .51 Personal Services $56,089.00 $57,492.00 $1,403.00 2.5%
Total .54 Contractual $4,100.00 $4,865.00 $765.00 18.7%
Total .58 EE Benefits $4,291.00 $4,399.00 $108.00 2.5%
Total Cost $64,480.00 $66,756.00 $2,276.00 3.5%
Total Staff # 1 PT #1 PT
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REQUESTED BUDGET SUMMARY: A1172 Assigned Council
The Requested 2020 Budget represents an overall increase of $20,000.00 compared to the 2019 Adopted Budget.
An increase of $21,100.00 in revenues from ILS 2nd Upstate Quality Improvement Contract.
An increase of $41,100.00 in expenditures primarily due to the ILS guideline case caps that have gone into effect, which will lead to a significant increase in cases being sent on to Assigned Counsel, in addition to the usual conflict situations. $21,100.00 of expenditures must correspond to categories specified in the revenue contract referred to above or they won’t occur
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total Revenues -$2,395.00 -$23,495.00 -$21,100.00 881.0%
Total .51 Personal Services $0.00 $0.00 $0.00 0.0%
Total .52 Equipment $0.00 $0.00 $0.00 0.0%
Total .54 Contractual $158,000.00 $199,100.00 $41,100.00 26%
Total .58 EE Benefits $0.00 $0.00 $0.00 0.0%
Total Cost $155,605.00 $175,605.00 $20,000.00 12.9%
Total Staff # FT # PT # FT # PT
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YATES COUNTY PUBLIC DEFENDER October 7, 2019
- Update on Caseload numbers (see attached chart)
- Update on Arraignments: - Numbers for September – 18 arraignments (Bail set on 13 of those cases, 2 were no bail and 3 were Released on their Own Recognizance) 2 of the 18 arraignments were AUO’s
- Update on Grants: - Distribution 7 – contract received - See attached chart - Submitted Distribution 3 letter – waiting for approval - Submitted claim for payments on grants total $9,802.43
Grant Amount
Distribution #2 $12,493.30 Distribution #8 $32,456.00
- Extension Requests - Counsel At First Request - Approved
- Bail Reform CLE: - Our office will be hosting a Bail Reform CLE in early November
Public Defender Report for: September 2019
Court Type
January February March April May June July August September October November December to Date Year Violent 1 0 0 0 0 0 0 0 0 1 Felony Trial Level Non-Violent 1 2 1 2 3 3 2 3 7 24 Misdemeanor/Violation 37 23 18 22 23 15 25 21 18 202 Verdicts 0 Violent Guilty Pleas 0 Other 0 Felony Verdicts 0 Appeal Non-Violent Guilty Pleas 0 Other 0 Verdicts 0 Criminal Misdemeanor Guilty Pleas 0 Other 0 Violation of Probation 1 3 2 7 1 2 3 6 1 26 Parole Hearings 1 0 2 2 1 0 0 3 2 11 Other Conflict Cases (Note 1) 13 5 5 6 4 8 6 2 3 52 Drug Court (Note 1) 0 1 0 2 1 0 1 1 1 7 Other 0 Monthly Totals 41 28 23 33 28 20 30 33 28 0 0 0 264 Cases Closed/Vouchered 28 33 34 35 29 17 31 16 43 266 Case Load Change 13 -5 -11 -2 -1 3 -1 17 -15 0 0 0 -2 Trial Level 9 10 14 16 6 4 7 12 9 87 Appeal 0 Conflict Cases (Note 1) 6 12 7 20 13 7 6 4 3 78 Family Monthly Totals 9 10 14 16 6 4 7 12 9 0 0 0 87 Cases Closed/Vouchered 12 9 7 2 4 4 6 6 7 57 Case Load Change -3 1 7 14 2 0 1 6 2 0 0 0 30 Ongoing Total Active Cases 122 118 114 126 127 130 130 153 140 28
Notes: 1. Not included in totals.
Human Services Committee Meeting October 7th, 2019 Veterans’ Service Agency (VSA)
I. Program Updates:
Personnel: The director attended the New York State Division of Veterans’ Services annual refresher training in Syracuse (September 18th and 19th).
Projects:
Creation of Application for Indigent Veteran Burial Standard Administrative Procedures (attached). Draft Veteran Transportation Program – Volunteer Transportation Network (VTN) (proposed policy attached).
2020 Budget: (see attached)
An increase of $1,321.00 in revenues for Veterans Services. Small aggregate increase in personal services, equipment, contractual and benefits. The Requested 2020 Budget represents an overall increase of $2,860.00 compared to the 2019 Adopted Budget.
Veteran Services Update:
Contact Report: Our Monthly Contact Report for September shows 194 services provided (see our attached spreadsheet).
Transportation: 20 Veterans were transported to various medical appointments by Veterans and community volunteers. Total miles traveled to transport our Veterans: 1,581.7 miles.
II. Summary of Statistical Data: (see attached spreadsheet).
III. Upcoming Veteran-Related Community Events, Meetings, and Conferences:
County Veteran Service Officers Association Meeting Date: Thursday – October 24th, 9:00 a.m. Location: Rome VA Community Based Outpatient Clinic
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IV. Informational Item(s):
VA Urgent Care Update for Yates County Veterans: Eligible veterans are able to look up their nearest approved urgent care facility. The following nearest urgent care facilities have been identified for veterans registered with VA Healthcare.
1. Wellnow Urgent Care – Geneva 1 White Springs Rd., Geneva, NY 14456 Phone: (315) 335-6001
2. Wellnow Urgent Care – Ithaca 740 S. Meadow St., Ithaca, NY 14850 Phone: (607) 319-4563
3. Wellnow Urgent Care – Elmira 830 County Rd. 64, Elmira, NY 14903 Phone: (607) 846-2030
4. UR Medicine Urgent Care – Newark 800 W. Miller St., Ste. 11, Newark, NY 14513 Phone: (315) 226-8900
5. UR Medicine Urgent Care – Farmington 1160 Corporate Dr., Ste. 11, Farmington, NY 14425 Phone: (585) 924-1510
6. Noyles Health After Hours Care Center – Dansville 111 Clara Barton St., Dansville, NY 14437 Phone: (585) 335-6001
The following site may be used to find the nearest approved urgent care facility: https://vaurgentcarelocator.triwest.com/Locator/Care
New Rochester VA Outpatient Clinic: The VA Finger Lakes Healthcare System had the ribbon cutting ceremony for the new Rochester VA Outpatient Clinic on September 26th, 260 Calkins Road, Rochester NY 14623. They will be starting to see patients at this clinic October 8th, 2019.
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REQUESTED BUDGET SUMMARY: A6510 Veterans’ Services Agency
The Requested 2020 Budget represents an overall increase of $2,860.00 compared to the 2019 Adopted Budget.
An increase of $1,321.00 in revenues for Veterans Services.
Small aggregate increases for personal, equipment, contractual and benefits (as explained below) in spite of decrease of $530.00 in expenditures primarily for Mileage, Telephone/Fax services.
BUDGET AT A GLANCE:
CATEGORY ADOPTED PROPOSED AMOUNT PERCENT 2019 2020 CHANGE CHANGE
Total Revenues -$8,679.00 -$10,000.00 $1,321.00 15.2%
Total .51 Personal Services $89,275.00 $92,350.00 $3,075.00 3.4%
Total .52 Equipment $0.00 $300.00 $300.00 ****
Total .54 Contractual $17,607.00 $18,177.00 $570.00 3.2%
Total .58 EE Benefits $18,757.00 $18,993.00 $236.00 1.3%
Total Cost $116,960.00 $119,820.00 $2,860.00 2.4%
Total Staff 2 FT 2 FT
Notes:
Revenues: Collectively the County Veterans Service Officer Association successfully advocated for an annual distribution to each county of at least $10,000 (population dependent).
Personal Services: This includes a 2.5% increase for Director and a 4.6% increase for Veterans Service Officer (as communicated from union for FY20).
Equipment: For purchase of standup workstation for Veteran Service Officer (Ahearn).
Contractual: Includes $200 increase in office supplies to cover cost of printer cartridges as well as a $911 increase projected for travel to account for advanced training sessions for staff, this is partially offset by estimated decrease in mileage of $400 (per central garage estimate) and also decrease in telephone/fax charges by $130 (per IT staff).
Benefits: Increase calculated as a mandated percentage for FICA/Med and to cover insurance. 1
Yates County Veterans’ Services Agency 417 Liberty Street, Suite 1112 Penn Yan, NY 14527
When a Veteran Dies Application for Indigent Veteran Burial Standard Administrative Procedures
In some situations families may lack the resources needed to pay for the burial of a Veteran family member. Yates County has limited resources available to assist in cases where a person dies leaving no funds or insurance sufficient to pay the costs and there are no relatives, friends or other persons willing to take responsibility for the burial expenses.
General Policy:
Indigent burials must be prior authorized by the County at the time funeral arrangements are made. No exceptions will be honored. Failure to obtain prior approval from the County will result in denial of payment for burial expenses by the Department of Social Services or the Veterans Services Agency. Contact number for approval requests is (315) 536-5183 (Department of Social Services) or (315) 536-5196 (Veterans Services Agency). A member of the family or representative (including the Funeral Home Director) will be required to complete a burial application and face-to-face interview with any agency representative or meet with the Veterans Services Agency representative in order to determine eligibility for an indigent burial.
Sequences of Events and Administrative Process:
A. Family or designated executor contacts the funeral home when the Veteran dies B. Funeral home verifies the Veteran’s status by contacting the Veteran Services Agency C. A member of the family or representative will be required to complete an indigent burial application to verify they are financially unable to pay for burial expenses and to determine eligibility for an indigent burial. D. Upon determination that the individual is an indigent veteran, the Veteran Services Agency director will coordinate with local Veteran Service Organization (VSO, i.e. VFW or American Legion) and County may assign responsibility for covering costs of burial to VSO E. If VSO accepts assignment of responsibility, they should coordinate with Funeral Home and family for arrangement of service and payment F. If VSO does not accept responsibility, the Funeral Home will send burial expense invoice to Yates County Veterans Services Agency, and VSA takes on the task of responsibility G. Yates County Treasurer pays the funeral home burial expenses H. Yates County Veterans Services will submit voucher for payment and supporting documents to New York State Division of Veterans’ Services for reimbursement. Background: If your firm is contacted by a family or a public safety office (such as the Penn Yan Village Police Department) and it is possible that resources may be an obstacle, you can put them in touch with the Yates County Department of Social Services (DSS) to explore options. For your information, the protocol for indigent Veteran burial is outlined below: 1
Per the New York State Division of Veterans Affairs guidance, the following are the standard administrative procedures in order to apply for indigent Veteran burial. A County Veterans Service Agency MAY request reimbursement of up to $2,000 per burial for performing the burial of a Veteran who died indigent. The County must make a written request to the Veterans Service Agency to assume these cost in an indigent burial before the State can provide the $2,000 reimbursement. A Veterans Service Agency that authorizes an interment without a request coming from the County first will negate the availability of reimbursement from the State. If you are alerted by a family or DSS that this qualifies as an indigent burial, they will be required to provide the information listed on the Indigent Burial Application to the Veteran’s Service Agency (see attached). Much of the data will be supplied by the family, but please provide to either the family or the VSA an estimate of the anticipated cost for the funeral and/or internment. If no family member can be located then this information needs to be supplied by the director of funeral home that has agreed to perform the service.
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STEP 1. INFORMATION REGARDING THE DECEASED VETERAN a. First, Middle, Last Name: b. Date of Birth (if known): c. Date of Death (if known): d. Social Security Number (if known): e. Location of Internment:
STEP 2. INFORMATION REGARDING CLAIMANT AGENCY NOTE: Only if a Veteran’s Service Organization has been assigned responsibility for covering the cost of the burial by Yates County – otherwise this will be Yates County a. Name of Veterans Service Organization: b. Name of Point of Contact at Veterans Service Organization: c. Agency Mailing Address: d. Agency Telephone Number: e. Agency E-Mail Address: STEP 3. INFORMATION PROVING DECEDENT’S INDIGENT STATUS Refer to completed Yates County Indigent Burial Application STEP 4. REQUIRED DOCUMENTATION Please ensure that ALL of the following are submitted with your application: □ One document proving the decedent’s status as a Veteran (such as the decedent’s Department of Defense Form 214 or other discharge paperwork). □ Certificate of Death issued in the county in which the Veteran died. □ One document verifying that the claimant Veterans Service Organization received a request from the county in which the Veteran died asking the Veteran Service Organization to engage the services of a funeral firm to conduct the funeral and interment services. □ Invoice(s) verifying the amount of money that the claimant Veterans Service Organization paid for the funeral and / or internment cost of the Veteran and the date of the service. (NOTE: Total reimbursement, pursuant to Chapter 579 of the Laws of 2015 / Chapter 29 of the Laws of 2016, shall not exceed $2,000 per internment). □ Document(s) verifying how much money was reimbursed to the claimant Veterans Services Organization under Section 141 of the Social Services Law, under any burial benefits program of the United States Department of Veterans Affairs, or under any state or federal program, OR a notarized statement affirming that not expensed of this funeral and interment have been previously reimbursed by any state or federal program. 3
STEP 5. AFFIRMATION I swear or affirm that all the information given on this application is true and correct to the best of my knowledge, information, and belief. I understand that by signing this application form, I (and the Veterans Service Organization that I represent) do consent to any investigation conducted by New York State to verify or substantiate the information that I have provided.
Signature
Print Name
Date of Application
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Indigent Burial Reimbursement County Attestation Form By my signature below, I attest that the Veteran named below died indigent and is to be interred within the County whose government I represent. I further attest that I have directed the agency or organization named below to bear all expenses associated with the proper interment of the below-named Veteran. I swear or affirm that all of the information given on this attestation form is true and correct to the best of my knowledge, information, and belief. I understand that signing this form, I (and the County Government that I represent) do consent to an investigation conducted by New York State to verify or substantiate the information provided herein.
Name of County: Yates County
Name of Veteran: ______
Name of Assigned Agency or Organization: ______
Name of Verifying County Official: ______
Title of Verifying County Official: ______
Signature of Verifying Official: ______
Date of Verification: ______
Please call our office @ 315-536-5196, if we can assist you with your application, and leave a message with: Your name, phone number, date and time. Our message line is checked regularly during regular work days. If you have an immediate need please call with specifics. We do our best to accommodate.
Philip T. Rouin Philip Rouin Director - Yates County Veterans’ Services Agency
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Yates County Veterans' Services Agency Indigent Veteran Burial Application Section I: To be completed with information pertaining to applicant 1) Name of Deceased 2) Social Security Number 3) Application Date 4) Date of Death
5) Date of Birth 6) County of Birth 7) Last Permanent Address 8) City 9) Zip Code 10) Veterans 11) Branch 12) County
Yates Section II: Burial Information Burial Arrangements Burial Fund Burial Plot
Section III: Resources Resources (Circle all that pertain.) Please write in amount and where held, if known and applicable. Savings Account Real Estate Life Insurance Automobile Cash on Hand Own Home Safe Deposit Box Checking Account CD/ IRA Veteran's Benefit Stock /Bonds Death Benefit Social Security
Section IV: Legally Responsible Relative Name Address City Zip Code Relationship
Section V: Legally Responsible Relative Information Legally Responsible Relative (s) Income and Resources Weekly $ Monthly $
Section VI: Non-Legally Responsible Relative Name Address City Zip Code Relationship
Section VII: Information on Contributions Person or Persons Making the Contribution List Amount and Circle all that Apply. Name and Address: List amount contributed Add'l Death Cert. Vault Excess Trans Cost $ Obituary Plot Cremation Urn Cremation Grave Open/Close I swear or affirm the information given on this application form is true and correct. I understand that by signing this application form, I consent to any investigation made by the Veterans' Services Agency to verify or confirm the information I have given or any other investigation made by them in connection with this request for Public Assistance. I understand that the law provides for fine or imprisonment, or both, for a person found guilty of obtaining assistance by hiding facts or not telling the truth.If further information about additional resources of the deceased is determined, these resources will be applied towards the funeral expense. This signature allows the Yates County Veterans' Services Agency permission to discuss information relating to the burial with the perspective funeral director. Applicant Signature: Date:
Section II: To be completed by the agency. Funeral Home Information Name of Funeral Home Address City Zip Code Funeral Director
Type of Burial: Additional Charges: Burial: Crematory Charge Cremation with Services: Grave Opening Cremation without Services: Lot Anatomical Donation with Services: Oversized Casket Anatomical Donation without Services: Oversized Vault Other: Cemetery Equipment Yes No Reason: Budget Decision Letter Sent to Applicant: Eligible Ineligible Voucher Sent to Funeral Home:
Resource Clearance:
Received From Funeral Home: Information provided: Death Certificate Voucher Required Receipts
Resources:
Funeral Director Signature: Date:
Yates County Veterans’ Services Agency 417 Liberty Street, Suite 1112 Penn Yan, NY 14527
Veteran Transportation Program Volunteer Transportation Network (VTN)
1. REASON FOR ISSUE: The Yates County Veterans’ Services Agency (VSA) defines the Volunteer Transportation Network (VTN) and its relationship to the Central Garage facility. The following provides policy requiring written agreements between the VSA and volunteer drivers. CONTENTS VOLUNTEER TRANSPORTATION NETWORK (VTN) PARAGRAPH PAGE 1. Purpose ………………………………………………………………………………………………………………………………………………… 1 2. Background ………………………………………………………………………………………………………………………………………….. 1 3. Volunteer Transportation Network ………………………………………………………………………………………………………. 1 4. Scope ……………………………………………………………………………………………………………………………………………………. 2 5. Responsibilities …………………………………………………………………………………………………………………………………….. 2 APPENDICIES A. Sample of VSA Memorandum for Transportation Volunteer Drivers ……………………………………………………. A-1 B. Training Outline for Volunteer Drivers ………………………………………………………………………………………………….. B-1 C. Sample of Transportation Volunteer Contact Sheet ……………………………………………………………………………… C-1 D. Volunteers Transporting Veterans in Cars Owned by Volunteers …………………………………………………………. D-1 E. Memorandum to Veterans Seeking Transportation to Medical Appointments …………………………………….. E-1
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VOLUNTEER TRANSPORTATION NETWORK 1. PURPOSE & BACKGROUND: The Volunteer Transportation Network (VTN) was established to provide needed transportation for ambulatory Veterans seeking services from a VA facility or an authorized non-VA facility. The VSA also provides transportation to Veterans who are seeking services or benefits, and to accompanying caregivers, or service animals, if the caregiver’s or service animals’ presence is medically indicated (see Title 38 United States Code (U.S.C.) 111A(b), 901(f), and 170G). VTN guidelines permit volunteer participation in providing transportation to Veterans using a volunteer’s privately-owned conveyance or county owned vehicles.
2. The Veteran Transportation system was established to help Veterans overcome transportation barriers to treatment, especially Veterans who are visually impaired, elderly, or immobilized due to disease or disability, and those living in highly rural areas (such as Middlesex, Rushville, and Dundee). Through the VTN program, Yates County provides funding to the VSA to coordinate and provide vehicles to complement the existing services volunteers provide through the VTN. VSA coordinates and manages access to care in a manner that is most cost effective and ensures the programs complement each other.
3. Volunteer Transportation Network: The VTN is designed to provide transportation services to Veterans seeking benefits at VA facilities, including Veterans Benefits Administration (VBA) offices, and who have no other transportation. The VTN is not to be used for recreational events, patient outings, or any other purpose beyond providing needed transportation for ambulatory Veterans seeking services from a VA medical facility or an authorized non-VA facility. Volunteer transportation services include, but are not limited to:
a. Transportation by privately-owned vehicles; Volunteers may drive privately owned vehicles when Yates County Central Garage vehicles are not available for Veterans requiring transportation, provided they have a non-availability verification from the YCCG.
b. Transportation by Yates County Central Garage (YCCG) vehicles.
4. SCOPE: a. Yates County Veteran Services staff is encouraged to establish VTN and/or cooperate with other organizations to provide assistance, within available resources, in the development, implementation, and operation of the VTN that meets the needs of the Yates County Veteran community.
b. A Volunteer Coordinator (such as a social work student intern) must be in place and registered within the county before the VTN can become operational. Space accommodations for the position may be determined locally.
5. RESPONSIBLITIES: a. Veterans Services Agency Director. The Yates County Veterans Services Agency Director assigns program responsibility to Volunteer Coordinator, which uses the following instructions as guidance for implementing the program.
(1) The Yates County Veteran Services Director is strongly encouraged a task group to determine the transportation needs of eligible beneficiaries, research existing transportation services, and analyze potential support from voluntary organizations and individuals. The task group needs to be composed of representatives from the Public Health Services or an equivalent program office, Social Services, and other services and organizations, as deemed appropriate.
(2) A training program for volunteers who accept assignment as volunteer drivers and other assignments, as deemed necessary, needs to be established at the Yates County building complex or
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YCCG facility. Training programs need to be in a location most convenient to volunteers being trained.
(3) VTN requires volunteer drivers to provide evidence of recent physical examinations and health screening at a minimum of once every 4 years on a regular basis at the local VA facility or non-VA health care provider. NOTE: Guidance for volunteers transporting Veterans in privately-owned vehicles is found in YCCG policy and Appendix D. b. Volunteer Coordinator and/or Veteran Service Officer. The responsibility of the Volunteer Coordinator and/or Veteran Service Officer (VSO) include, but are not limited to:
(1) Assisting in recruiting transportation volunteers and providing oversight in ensuring:
(a) Volunteers have proof of safe driving record and a valid driver’s license. Current automobile insurance or private liability insurance is required for all VTN drivers. Proof must be verified by the Volunteer Coordinator and/or VSO. This documentation is kept in the volunteer’s file in the Veterans Services Office. The volunteer must inform the Volunteer Coordinator or VSO of any changes in his or her driving record, insurance, or any other pertinent changes in information throughout the volunteer’s term of service.
(b) Volunteers complete and sign the YCCG vehicle user agreement.
(c) Volunteers complete a volunteer orientation with the Volunteer Coordinator and/or VSO.
(d) All appropriate training required and documented.
(e) Volunteers’ vehicles are in good working condition, have the proper vehicle registration, and pass any applicable state inspection when using a personal vehicle to transport Veterans.
(2) Interviewing, orienting, and scheduling the necessary job-specific training for volunteer drivers.
(3) Ensuring that the appropriate safe driving record and background check of the volunteer is secured, prior to assigning the potential driver any driving duties. NOTE: Guidance for volunteer background check is found in Yates County Volunteer/Intern Background Check Policy and Procedure.
(4) Maintaining volunteer files and establishing a tracking mechanism by which each volunteer’s credentials, training and health records can be updated regularly.
(5) Maintaining a record of the volunteers’ hours.
(6) Bestowing appropriate recognition on volunteers for the hours of service contributed.
(7) Reporting significant events (i.e., major accidents and incidents) and transportation network concerns and issues which have not been resolved at the local level to the Yates County Veterans’ Services Agency.
(8) Ensuring that a volunteer position description is on file and is communicated to the volunteer driver. Volunteers who drive for the VTN must have a separate written volunteer position description for such driving assignments. 3
(9) Ensuring that annual safe driver training is completed by all volunteer drivers.
(10) Ensuring an annual inspection of the volunteer driver’s documents (i.e., driver’s license, proof of current insurance, etc.) to ensure that these documents are current.
(11) Ensuring that physicals are obtained for all volunteer drivers at a minimum of once every 4 years and that all health information is documented in the volunteer’s folder.
(12) Ensuring that additional annual training occurs in safety and the handling of emergency situations and that all training is documented in the volunteer’s folder at the Veterans’ Service Agency Office.
(13) Creating a VTN policy regarding procedures specific to the county and in accordance with the Yates County Central Garage policy.
(14) Ensuring that the VTN is closely coordinated with all other public transportation services that support Yates County residents. c. Volunteer Coordinator and / or Veteran Service Officer. The Volunteer Coordinator and / or Veteran Service Officer are responsible for:
(1) Setting up a VTN Office and making sure that it is adequately staffed.
(2) Coordinating the volunteers assigned to the VTN.
(3) Keeping adequate records of the VTN. This includes keeping a record of the:
(a) Names of volunteers; (b) Individual volunteer hours;
(c) Mileage traveled;
(d) Date, time, place, and names of Veterans transported; and
(e) Incidents and/or accidents.
(4) Coordinating the VTN activities with the Director of Yates County Veterans Services to ensure:
(a) County recognition of all volunteers involved as transportation network volunteers; and
(b) The transportation network volunteer's hours are recorded as official hours.
(5) Ensuring that all transportation provided by volunteers has been approved by the designated county employee as an official veteran activity, if other than the VTN assignment of veteran transport.
(6) Keeping the VSA representative informed of the activities of their organization volunteers in the VTN.
(7) Recruiting transportation volunteers who meet the criteria outlined in this policy.
(8) Publicizing the VTN and the need for more volunteers. 4
d. Transportation Volunteer Driver. The Transportation Volunteer Driver is responsible for:
(1) Providing Veteran Services Agency (VSA) and Personnel Office with proof of a safe driving record, a valid driver’s license, and current automobile or private insurance.
(2) Notifying the VSA of any changes related to the safe driving record or insurance.
(3) Completing required training and required volunteer physicals and health screenings.
(4) Carrying out the assignment as outlined by the volunteer position description.
(5) Reporting to the VSA Volunteer Coordinator and / or Veteran Service Officer, the following:
(a) Name(s) and number of veterans transported; (b) Miles driven;
(c) Volunteer hours; and
(d) Any significant events (i.e., traffic accidents) and problems encountered while on duty.
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A-1 APPENDIX A
SAMPLE OF FACILITY MEMORANDUM FOR TRANSPORTATION VOLUNTEER DRIVERS
Date:
To: SUBJ: Transportation Volunteer Drivers
1. Transportation Volunteer Drivers are regularly scheduled volunteers whose assignment is specifically stated as providing transportation to and from Department of Veterans Affairs (VA) facilities for Veterans in the community who seek services or benefits from VA. Transportation Volunteer Drivers may utilize their own vehicles in the process of escorting Veterans to and from VA facilities, and they provide this service without compensation (WOC) from the county, the Veteran patient, and/or a service organization (with the possible exception of out-of-pocket expenses).
2. Transportation Volunteer Drivers must meet the following criteria:
a. Provide proof of safe driving record and a valid driver’s license. Current motor vehicle bodily-injury liability and property damage insurance or personal insurance is required for all Volunteer Transportation Network (VTN) drivers. This documentation must be reviewed annually by the Voluntary Service Office to ensure all documentation is current, and copies must be kept in the volunteer’s personnel file in the Voluntary Service Office. The volunteer must inform the Veteran Services Agency of any moving violations, traffic accidents, expiration of automobile insurance, and/or any other pertinent information throughout the volunteer’s term of service.
b. Complete and sign the Yates County Central Garage vehicle user agreement.
c. Pass driver physicals and health screenings as required by current Yates County Central Garage policy.
d. Complete a volunteer orientation with the Volunteer Coordinator and / or Veteran Service Officer, or designee.
e. Receive all annual training required by the assignment.
f. Provide a vehicle in good working condition that has the proper vehicle registration and has passed any applicable state inspection when using a personal vehicle to transport veterans.
g. Pass the appropriate security background check.
3. Specific assignments may be made to volunteer drivers by the Volunteer Coordinator or the VSO. VSA staff may contact the Central Garage Office when transportation is required. Every attempt must be made by the VSA to make the necessary arrangements as soon as possible. At times, VTN Drivers may not be available and service to the Veteran might be delayed. In such instances, Veterans who require transportation assistance may personally contact local VA for assistance in making suitable arrangements. Appropriate personnel must submit the names of the Veterans to the VA Beneficiary Travel Clerk upon arrival on station. Veterans utilizing the VTN are not eligible for beneficiary travel funds.
4. Transportation Volunteer Drivers are considered “WOC employees” within the county. Therefore, while they are acting in the scope of their duties and responsibilities, they are afforded insurance protection of the 6
county. This coverage extends only to the period in which they are performing the assignment. For example, a volunteer driver who makes a side trip to the bank or grocery store is operating outside the scope of their assignment and is, therefore, not covered for such a side trip. For this reason, it is required that all Transportation Volunteer Drivers carry adequate motor vehicle bodily-injury liability and property damage insurance, or personal insurance, regardless of whether they drive a privately owned vehicle during their VTN assignment or not. It is also required that Transportation Volunteer Drivers refrain from making side trips while in the performance of their assignment unless emergency situations dictate otherwise, and that they take the most direct route to and from the VA medical facility.
5. While acting in the scope of their duties and responsibilities, VTN Drivers also are considered “WOC employees”. The county provides for compensation and medical services for the disability or death of a volunteer resulting from personal injury sustained incident to the volunteer’s service. The determination that the injury or death was “incident to service” must be made by the Department of Labor (DOL) or, ultimately, by the courts.
6. Transportation Volunteer Drivers must record their hours on the assignment sheet. They may record the time from the beginning of the assignment until completion of the assignment.
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B-1 APPENDIX B
TRAINING OUTLINE FOR VOLUNTEER DRIVERS
1. Purpose of the Volunteer Transportation Network
a. VTN history and background information;
b. Eligibility of Veterans needing transportation; and
c. Unique needs of local Yates County Veterans.
2. Volunteer Involvement and Benefits
a. Driver qualifications;
b. Personal insurance requirements;
c. Protection by Federal Tort Claims Act (FTCA);
d. Health benefits;
e. Volunteer meal coverage (such as The Flour Shop, Buffalo VA, etc.);
f. Credit for volunteer hours (awards);
g. Identification;
h. Local parking regulations and locations; and
i. Job-specific training, including proper vehicle operation, and securing oxygen bottles/tanks in vehicles.
3. Assignment Description for the Volunteer Transportation Driver.
The Volunteer Transportation Driver must:
a. Meet the appropriate personnel qualifications and physical requirements;
b. Know the hours required by assignment;
c. Know the volunteer’s responsibilities, including the need to contact local authorities in case of emergency;
d. Understand the need for using the direct route when on assignment;
e. Understand the recording of information (see Appendix C);
f. Undertake the supervision of assignments; and
g. Understand the reasons for terminating the assignment and/or the volunteer. They include: 8
(1) Driving record (see Yates County Central Garage Policy); (2) Complaints;
(3) Inappropriate use of vehicle; and
(4) Inappropriate conduct or behavior.
4. Specific Responsibilities of Volunteer Drivers
a. Valid automobile or personal insurance is required for all Volunteer Transportation Network (VTN) drivers, regardless of whether the vehicle is privately owned or not.
b. Valid driver’s license.
c. Telephone availability.
d. A definite time availability.
e. Completed volunteer orientation, plus the training for this specific program.
f. Maintenance of accurate and complete trip reports.
g. A vehicle in good working condition that has passed an applicable state inspection, with the proper vehicle registration for the personal transport of Veteran patients.
h. Successful completion of physical or health screening.
i. Passage of appropriate security background check.
5. Additional Training Needs
a. Familiarity with the area assigned for pick-up of patients.
b. Knowledge of how to communicate and/or deal with disabled Veteran patients.
c. Appropriate use of vehicles to include:
(1) Training for wheeled walker transport and other devices (e.g., oxygen), if applicable. (2) Training for emergency procedures, including:
(a) Cell phone usage;
(b) Availability of emergency numbers to call;
(c) Location of local emergency medical facilities along route;
(d) Location and usage of fire extinguisher;
(e) Location and usage of road hazard signs; and
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(f) Other procedures to be determined (TBD) locally.
d. Scheduled appointments.
e. Non-scheduled appointments.
f. Veteran activities.
6. Responsibilities of the Volunteer Coordinator or Veteran Service Officer (VSO)
a. Coordinate the program with appropriate services;
b. Provide all volunteer drivers with the Coordinator’s or VSO’s name, office location, and telephone number;
c. Receive the transportation request and determine the transportation eligibility of patients;
d. Supervise all the volunteer transportation drivers;
e. Contact the volunteer transportation driver and make the assignment;
f. Provide funds for transportation, as needed, to indigent and/or needy patients;
g. Assist the Office for the Aging in providing publicity for the program; and
i. Report all incidents and accidents to the designated VSA staff, as appropriate.
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C-1 APPENDIX C
SAMPLE OF A TRANSPORTATION VOLUNTEER CONTACT SHEET
1. DATE OF CONTACT: ______
2. NAME OF VETERAN: ______
3. ADDRESS OF VETERAN: ______
4. SPECIAL DIRECTIONS: ______
5. TELEPHONE NUMBER OF VETERAN: ______
6. PICK UP TIME: ______
7. DATE OF APPOINTMENT: ______
8. PLACE OF APPOINTMENT: ______
9. FOR FUTHER INFORMATION CALL: ______
10. EMERGENCY NUMBER: ______
11. VOLUNTEER ASSIGNED: ______
12. TELEPHONE NUMBER OF VOLUNTEER: ______
13. DATE OF CONTACT: ______
14. ASSIGNMENT COMPLETED: DATE: ______TIME: ______
15. SPEEDOMETER READING OUT: ______
16. SPEEDOMETER READING IN: ______
17. TOTAL MILES: ______TOTAL HOURS: ______
18. COMPLETED BY: ______
19. RECEIVED BY VSA OR OTHER SUPERVISOR: ______
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D-1 APPENDIX D
VOLUNTEERS TRANSPORTING PATIENTS IN CARS OWNED BY VOLUNTEERS
1. The potential for liability on the part of Yates County Central Garage arising from permitting volunteers to use their privately-owned vehicles to transport Department of Veterans Affairs (VA) patients depends upon whether or not the volunteer is acting within the scope of volunteer’s duties and responsibilities. Where these requirements are satisfied, is the exclusive remedy for damage to, or loss of, property, personal injury, or wrongful death caused by the negligent or wrongful act or omission of the volunteer. VSA Volunteers are generally regarded as “WOC employee”.
2. When a volunteer is sued individually, whether in Federal or State court, the Attorney General (by the local United States Attorney), after determining that the volunteer was acting within the scope of duties and responsibilities, certifies such status to the court, which thereafter dismisses the individual from the suit, substituting the county as the sole county defendant. If the suit is initially filed in county court, this dismissal or substitution process occurs after the action is removed by the U.S. Attorney to the Federal Court. Volunteer-employees who operate county motor vehicles or privately-owned vehicles on county business must carry private liability insurance to cover the situation in which the volunteer may not be afforded the protection. For example, a volunteer would not be covered under the county if the volunteer has an accident while driving a vehicle not in the scope of duties and responsibilities, such as when deviating from a generally traveled route in order to pick up personal laundry or to perform other personal errands. Additionally, as a rule, it is held that a volunteer is not within the scope of duties and responsibilities while driving between the volunteer’s home and place of duty. In conformity with the provisions of the county, the final decision as to immunity rests with the Yates County Attorney and, ultimately, the Yates County Court; therefore, personal liability insurance is required for all VTN volunteer drivers.
3. Regarding injuries to volunteers in the course of their duties, are applicable to VA volunteers. The Act provides for compensation and medical services for the disability or death of an employee resulting from personal injury sustained incident to the employee’s service. The circumstances are very narrow under which damage to, or loss of, a privately-owned motor vehicle may be held to be incident to service and thus compensable. The motor vehicle must have been required to be used for official county business, not including travel between quarters and place of duty, parking, or vehicles incident to such travel, or use of the vehicle for the convenience of the owner.
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E-1 APPENDIX E
MEMORANDUM TO VETERANS SEEKING TRANSPORTATION TO MEDICAL APPOINTMENTS Our agency offers transportation to and from medical appointments. We respectfully request that you sign and date the attached Authorization for Release of Medicaid Protected Information from the Yates County Department of Social Services to a third party other than a Medicaid enrollee. Our agency will assist by completing your contact information, please understand your information will be safeguarded and our agency will forward your information to the Yates County Department of Social Services to be reviewed. This process will ensure our Veterans receive the appropriate transportation service, either through our agency, Yates County’s ProAction Office for the Aging transportation program (*), or enrolled in the Medicab transportation system. * Yates County ProAction Office for the Aging transportation program provides for Yates County residents age 60 & over. Please Keep in Mind We are not a “medical transport”. You must be able to board and depart our vehicle or have someone that can accompany you to assist with boarding.
Scheduling Please call our office @ 315-536-5196 and leave a message with: Your name, phone number, date and time of your appointment. Our message line is checked regularly during regular work days. Please call at least 3 business days ahead of time. If you have an immediate need please call with specifics. We do our best to accommodate.
Transportation is offered to Bath and Bath VA Medical Center Canandaigua and Canandaigua VA Medical Center Dundee Geneva Penn Yan Rochester VA Outpatient Clinics Syracuse VA Medical Center Buffalo VA Medical Center Rushville Weather related Inability to transport because of inclement weather will be announced on local radio stations. If the Penn Yan School district is closed for weather related conditions we will not provide transportation for that day. Driveways in winter should be cleared to accommodate vehicle. If you reside off a main road, we may ask that you meet our vehicle at the end of your driveway.
Philip T. Rouin Philip Rouin Director - Yates County Veterans’ Services Agency
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VETERANS SERVICE AGENCY - SERVICES PROVIDED TO VETERANS AND THEIR FAMILIES - SEPTEMBER 2019 Jan Feb March April May June July Aug Sept Sept Oct Nov Dec Type of Service 2019 2019 2019 2019 2019 2019 2019 2019 2019 2018 2018 2018 2018 Disability Compensation 70 71 53 129 100 90 74 72 80 37 66 47 39 Pension 29 42 22 37 35 23 30 13 13 18 37 20 10 F Healthcare 43 32 29 32 23 23 20 23 8 7 26 25 19 E Education 1 1 0 4 1 1 1 2 3 2 D Insurance 2 1 2 0 0 E R Home Loan 1 2 2 2 0 0 1 A Burial 5 18 13 23 26 15 24 22 29 8 12 15 6 L Medals 1 6 3 6 9 4 6 1 1 1 6 3 3 Military Records 19 12 19 18 25 10 10 5 7 7 11 13 4 Other 7 13 6 9 9 1 4 7 2 5 9 11 Gold Star Parents Blind Annuity 3 Supp Burial 3 3 S Education 1 2 2 2 T Home Loan 2 1 1 2 1 1 1 2 A Parks Passes 2 3 1 2 1 1 2 1 T Hunting & Fishing Passes 1 2 1 1 E Employment 1 1 2 1 1 1 1 2 State Veterans Home 6 3 1 State Medals 1 14 1 Other 8 6 2 3 5 2 25 3 2 L Transortation Coord. 12 14 14 17 13 19 21 18 5 36 63 8 13 O C Property Tax 4 15 4 2 3 4 5 4 6 4 3 5 A Other ₂ 59 58 77 49 31 23 81 19 8 4 24 32 185 L Totals: ₃ 257 303 257 329 289 268 302 222 194 127 253 179 404
Actual Transports 22 33 36 27 23 21 26 26 20 15 15 22 21 Initial Veteran Contacts1 6 9 4 3 2 9 9 2 5 1 3 8 4 Notes: 1 - Initial veteran contacts - first time veteran has been to office - not necessarily a new veteran Notes: 2 & 3 - Veteran ID Card, Veteran outreach and nursing home/assisted living center visits