DVHHS: July 10 Agenda

8/12/2019 DVHHS: July 10 Agenda

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Des Moines Valley Health and Human Services

Board Meeting AgendaRe c

Date July 10, 2014 9 a.m.

Conference Room LEC Windom

I. Call to Order / Establish Quorum

II. Public Hearings (if applicable)

III. Approval of Agenda

________________________________________________________________________________________________

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

a. Approve Auditor Warrants (summary in packet)

b. Approve June 12, 2014 Board Minutes (in packet)

c. Approve New Policy Employee Advisory Committee Membership

d. Approve Employee Advisory Committee Appointments

e. Approve Policy Updates: Leave Benefits Personal, Definitions, Confidentiality and Data Privacy, SickLeave for Fitness Form, Phased Retirement Option (PRO) and Agreement.

f. Approve Avera McKennan (d/b/a Avera Behavioral Health Center) Contract Renewal

_______________________________________________________________________________________________

V. Staff / Programming Report- Diana Madsen SHIP

VI. Executive Director Agency Report

VII. Human Services

a. RBA- SWMHC Pilot Consulting Project

b. Directors Report

VIII. Fiscal

a. Fiscal Reports

b. Directors Report

IX. Operations

a. Directors Report

X. Human Resources

a. RBA - Life Insurance for Phased Retirement Option

b. RBA - Phased Retirement Option Agreement

XI. Public Health

a. RBA- Roster Nurse for PCA and future agency needs


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DVHHS

Audit List

June 2014

Date

Beginning

Warrant Number

Ending

Warrant Number Amount

6/1/2014 2002 2051 $99,810.87

5/28/2014 2103 2103 $3,306.00

6/9/2014 2104 2178 $25,410.076/12/2014 2179 2215 $17,978.31

6/17/2014 2216 2258 $56,382.47

6/19/2014 2260 2260 $23,217.59

6/24/2014 2261 2315 $42,728.65

6/25/2014 2316 2316 $60.00

6/25/2014 2317 2335 $24,843.12

6/30/2014 2336 2354 $28,557.30

6/9/2014 5254 5261 $22,245.14

6/10/2014 5262 5293 $47,143.41

6/13/2014 5294 5330 $118,817.35

6/17/2014 5331 5377 25,508.66$

6/17/2014 5378 5378 67,233.39$

06/20/14 5379 5395 69,891.82$

6/20/2014 5396 5423 $445,481.50

6/24/2014 5424 5437 $7,926.74

6/27/2014 5438 5440 $1,498.74

$1,128,041.13TOTAL OF WARRANTS


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Page 1

The regular meeting of the Permanent Joint Powers Board of Des Moines Valley Health andHuman Services (DVHHS)was called to order Thursday, June 12that 9:06 AM at the LawEnforcement Center in Windom, Minnesota.

Presiding over the meeting was Chair Rosemary Schultz. Present for all or portions of themeeting were Commissioners, Norman Holmen, John Oeltjenbruns, Kevin Stevens, WilliamTusa, Tom White, and Gary Willink. Also present were Craig Myers, DVHHS ExecutiveDirector, Patricia Stewart, Public Health Director, Robert Pankratz, Director of BusinessManagement, Kay Steffen, Director of Agency Operations, Janice Fransen, Human ResourcesDirector, Sandra Phillips, DVHHS Project Manager, Jaimi Michelson, Nursing Supervisor,Tammy Crowell, Collections/HR, Valerie Halter, Office Support Specialist, Sheri Lilleberg,County Agency Social Worker, Peggy Kramer, Fiscal Officer, Shelley Stevermer, Adult ServicesSupervisor, and John Spiegelhoff, Union Representative.

Quorum Established.

Agenda ApprovalAmended the agenda to add additional. Additional items included a request for credit cardauthorization under the Fiscal Report, an update on the Southwest Mental Health Center byNorm Holmen, and retirement acceptance under Public Health Report. Motion by Tusa, secondby Holmen and unanimous vote to approve Agenda and its additions.

Organizational

Consent Agenda

Claims in the amount of $614,636.72. A detailed list of claims paid is available uponrequest.

May 8th, 2014 Board Minutes Approval of HIPAA policies as presented Approval of updated Home Health Care policies

Motion by Willink, second by Stevensand unanimous vote to approve the Consent Agendaitems.

Staff/Programming ReportPresentation given by Valerie Halter, Office Support Specialist, Sheri Lilleberg, Social Worker,Peggy Kraemer, Fiscal Officer, Robert Pankratz, Director of Business Management, and Shelley

Stevermer, Adult Services Supervisor on the Kaizen/Lean event that occurred in regards to SSISbilling.

Executive Director Agency ReportCraig Myers presented the Executive Directors report and gave an update on staff changes.


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Human Services

Authorization to hire Financial Assistance Supervisor I.Motion by Holmen, second by Whiteand unanimous vote to approve internal and external

posting for the Financial Assistance Supervisor I position once there is a signed Phased Out

Retirement Agreement by the current employee.

Directors Report

Craig Myers, Executive Director, presented an update in regards to MnCHOICESimplementation. Reported on the staff training needs and the sharing of staff between Public

Health and Human Services for the completion of the MnCHOICES assessments. Legislative

update presented to the Board. Information presented about the Southwest Mental Health Centerand reduced funding.

Fiscal

Budget Report

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

Request for Approval of Credit Card for Ann Kuehl

Motion by Holmen, second by Tusafor approval of a county issued credit card for Ann Kuehl,CSP Lead.

Request for special meeting to approve the 2015 BudgetBudget meeting set for July 31, 2014 at 9:30 a.m at the Law Enforcement Center in Windom.

Operations

Operations ReportKay Steffen, Director of Agency Operations, presented a technology report. Kay also reported

that Damon Ratcliffe will be in the Windom office three days per week. Work continues on

merging networks, and getting broadband for the Jackson Offices. The Policy Manual is nearlycomplete and work continues on the Evaluation Process and job descriptions.

Human Resources

Strategic Planning and Cultural Integration ProposalsProposals presented from Springsted and Work Effects for facilitation of Strategic Planning and

Cultural Integration. Motion by White, second by Stevensto approve the proposal submitted

by Work Effects. Voting for Willink, Stevens, Schultz, Tusa, White, and Holmen. Voting

against Oeltjenbruns. Motion carried.


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Public Health

Retirement Approval

Request for Board acceptance of the retirement of Cindy Knabe. Motion by Tusa, second byOeltjenbrunsand unanimous vote to approve the retirement of Cindy Knabe and payout of

benefits as appropriate.

Health Educator Position

Request to fill Cindy Knabes RN position with a Health Educator and move from 32 hours perweek to 40 hours per week. Motion by Tusa, second by Whiteand unanimous vote to approve

hire of Health Educator and make full time position.

Directors Report

Pat Stewart, Public Health Director updated the Board on staff changes. Legislative updates were

given. Pat presented information about and upcoming webinar from the Research to ActionNetwork. The Annual Community Health Conference will be held at Cragans Resort. Public

Health is currently working on the renewal of home care licensures. Pat reported on a mass

casualty training that she recently attended.

AdjournMotion by White, second by Stevens, and unanimous vote to adjourn meeting at 11:54 a.m.

__________________________ ___________________Chairman Date

_______________________________________ _____________________________

Attest To Date


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Human Services

Authorization to hire Financial Assistance Supervisor I.Motion by Holmen, second by Whiteand unanimous vote to approve internal and external

posting for the Financial Assistance Supervisor I position once there is a signed Phased Out

Retirement Agreement by the current employee.

Directors Report

Craig Myers, Executive Director, presented an update in regards to MnCHOICESimplementation. Reported on the staff training needs and the sharing of staff between Public

Health and Human Services for the completion of the MnCHOICES assessments. Legislative

update presented to the Board. Information presented about the Southwest Mental Health Centerand reduced funding.

Fiscal

Budget Report

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

Request for Approval of Credit Card for Ann Kuehl

Motion by Holmen, second by Tusafor approval of a county issued credit card for Ann Kuehl,CSP Lead.

Request for special meeting to approve the 2015 BudgetBudget meeting set for July 31, 2014 at 9:30 a.m at the Law Enforcement Center in Windom.

Operations

Operations ReportKay Steffen, Director of Agency Operations, presented a technology report. Kay also reported

that Damon Ratcliffe will be in the Windom office three days per week. Work continues on

merging networks, and getting broadband for the Jackson Offices. The Policy Manual is nearlycomplete and work continues on the Evaluation Process and job descriptions.

Human Resources

Strategic Planning and Cultural Integration ProposalsProposals presented from Springsted and Work Effects for facilitation of Strategic Planning and

Cultural Integration. Motion by White, second by Stevensto approve the proposal submitted

by Work Effects. Voting for Willink, Stevens, Schultz, Tusa, White, and Holmen. Voting

against Oeltjenbruns. Motion carried.


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Public Health

Retirement Approval

Request for Board acceptance of the retirement of Cindy Knabe. Motion by Tusa, second byOeltjenbrunsand unanimous vote to approve the retirement of Cindy Knabe and payout of

benefits as appropriate.

Health Educator Position

Request to fill Cindy Knabes RN position with a Health Educator and move from 32 hours perweek to 40 hours per week. Motion by Tusa, second by Whiteand unanimous vote to approve

hire of Health Educator and make full time position.

Directors Report

Pat Stewart, Public Health Director updated the Board on staff changes. Legislative updates were

given. Pat presented information about and upcoming webinar from the Research to ActionNetwork. The Annual Community Health Conference will be held at Cragans Resort. Public

Health is currently working on the renewal of home care licensures. Pat reported on a mass

casualty training that she recently attended.

AdjournMotion by White, second by Stevens, and unanimous vote to adjourn meeting at 11:54 a.m.

__________________________ ___________________Chairman Date

_______________________________________ _____________________________

Attest To Date


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Complete and email this form to: [email protected]


Request for Board Action

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

Requested Board Date: July 10, 2014

Agenda Type: Consent Agenda

Agenda Item: Employee Committee Policy and Appointments

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

Board Action Required:Adopt Employee Committee Policy and Appointments

Attachments: Yes, identify below Attachment Name:Employee Committee

Membership Policy # 115 and Appointment Listing

Background: The Employee Committee Policy is ready for review and approvalby the Joint Powers Board, staff have volunteered to fill the various slots as

indicated.

Fiscal Impact:None

Attorney Review: Not Applicable

Board Action: Approved Denied Tabled No Action

Motion: ________________________

Second: _______________________

Roll Call Vote: Henkels Holmen Hummel Oeltjenbruns Schmidt

Schultz Stevens Tusa Willink White

Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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Des Moines Valley Health and Human Services Adopted: xx/xx/xxxxEmployee Policy Handbook Effective: 01/01/2014

This policy repeals all prior policies relating to this subject

Employee Advisory Committee Membership Policy Number: 115

The Des Moines Valley Health and Human Services (DVHHS) Employee Advisory PolicyCommittee and Employee Advisory Benefits & Wellness Committee were formed to give voiceto the employees in benefits selection and wellness options, and to allow for a wide range of

input in the process of drafting and revising DVHHS Personnel policies.

DVHHS Employee Advisory Policy Committee

The DVHHS Employee Policy Advisory Committee allows for input in the process of drafting andrevising DVHHS Personnel policies, and gives voice to the employees in the process. TheDVHHS Advisory Policy Committee shall represent various DVHHS employee groups asfollows:

Members:

Human Services Staff Home Base Windom 1 member

Human Services Staff Home Base Jackson 1 memberPublic Health Staff Home Base Windom 1 memberPublic Health Staff Home Base Jackson 1 memberStaff At Large 1 memberStaff At Large 1 memberHuman Services Supervisor 1 memberPublic Health Supervisor 1 memberDirector 1 memberCommissioners 2 appointed annually, one from each countyDVHHS Human Resources DirectorHuman Resources Technician

DVHHS Employee Advisory Benefits and Wellness Committee

The DVHHS Employee Advisory Benefits & Wellness Committee reviews and makesrecommendations to the Board regarding insurance and other employee benefits, and providesleadership on wellness initiatives for DVHHS. The Committee also acts as the Emergency SickLeave Bank Committee, which reviews requests for Emergency Sick Leave Bank.

The DVHHS Employee Advisory Benefits and Wellness Committee shall represent variousDVHHS employee groups as follows:

Members:

Human Services Home Base Windom 1 memberHuman Services Home Base Jackson 1 memberPublic Health Home Base Windom 1 memberPublic Health Home Base Jackson 1 memberFamily Services Network 1 member

At Large 1 memberAt Large 1 memberCommissioners 2 appointed annually, one from each county


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Page 115 -2

Des Moines Valley Health and Human Services Adopted: xx/xx/xxxxEmployee Policy Handbook Effective: 01/01/2014


DVHHS Human Resources DirectorHuman Resources Technician

Committee member terms are for three years, and are limited to two full terms. (The initialterms at the adoption of this policy shall be staggered.) Terms shall begin on January 1 and

end on December 31. In the event more employees volunteer to serve on the committee thanavailable openings, an election of eligible employees shall be held to select committeemembers.

References:Sick Leave Donation Policy # 765


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Benefits and Wellness

Cottonwood Commissioner Tom White Jackson Commissioner Dave Henkels

HS Staff - Windom Pam Theesfeld HS Staff - Jackson Chris Macek

PH Staff - Windom Diana Madsen

PH Staff- Jackson Terry Lesch

Staff - Family Services Network Katie Theesfeld

Staff - At Large Wendy Whisney Staff - At Large Kaylene Gohr

HR Director Jan Fransen

HR Technician Tammy Crowell

Policy

Cottonwood Commissioner Kevin StevensJackson Commissioner Rosemary Schultz

HS Staff - Windom Anna Rasche

HS Staff - Jackson Krystal Preuss

PH Staff - Windom

PH Staff- Jackson Mary Bezdicek

Staff - At Large Becky Wiens Staff - At Large Kay Steffen

HS Supervisor Shelley Stevermer

PH Supervisor Jaimie Michelson

Director Pat Stewart

HR Director Janice Fransen

HR Technician Tammy Crowell

IS Committee

Jackson Commissioner Kim Hummel

Cottonwood Commissioner Norm Holmen

Executive Director Craig Myers

Public Health Director Pat Stewart

Director of Agency Operations Kay Steffen *

Director of Business Operations Bob Pankratz *

PH Fiscal Officer / Executive Assistant Mary Bezdicek *

HS Windom Fiscal Officer Kaylene Gohn

HS Jackson Fiscal Officer Peggy Kramer

IS Staff - Ex officio* Liaison to Jackson County IS Steering

Committee

Safety Committee

Director of Agency Operations Kay Steffen **

Nursing Supervisor Jaimie Michelson **

Collections Officer / HR Technician Tammy Crowell

** Liaison to Jackson County Safety

Committee


2014 Employee Advisory Committees


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Agenda Type: Consent Agenda

Agenda Item: Policy Updates

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

Board Action Required:Adopt revised policies as presented

Attachments: Yes, identify below Attachment Name:Leave Personal,Definitions, Confidentiality and Data Privacy, Sick Leave for Fitness Form,Phased Retirement Option (PRO) and Agreement.

Background: Personal Leave must be taken by the last full pay period of theyear - this is necessary as the payroll system resets the leave amounts andgrants the new years leave on January 1, so any prior year leave is wiped

out; Definitions changes to Regular Employee definition and addition ofFTE; clarifications on the Confidentiality and Data Privacy and Sick Leave forFitness Form; PRO date for the option was extended by the legislature toJune 30, 2019.

Fiscal Impact:None



Motion: ________________________

Second: _______________________



Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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Des Moines Valley Health and Human Services Adopted: 09/26/2013Employee Policy Handbook Effective: 01/01/2014

This policy repeals all prior policies relating to this subject Revised: 4/10/2014

Leave Benefits Personal Policy Number: 747

Regular full-time employeesand regular part-time employeeswho are normally scheduledto work 24 hours or more per week are eligible to earn personal leave based on the number ofhours they are normally scheduled to work.

New employees hired on or before June 30 of any year are eligible to earn the full amount ofannual personal leave. New employees hired after June 30 are eligible to earn one-half of theamount of annual personal leave. Personal leave eligibility is shown in the following schedule:

Hours Scheduled perWeek

Personal Leave per Year(hours)

Personal Leave forEmployees Hired after

June 30 (hours)

40 16.0 8.0

32-39 12.0 6.0

24-31 8.0 4.0

Personal leave is earned based on the calendar year, not the pay period, and may not be useduntil after it is earned. For example, personal leave is earned annually on the first day workedafter January 1 and may not be used until January 1 or after.

Personal leave may be used immediately upon assignment to an eligible employmentclassification. Personal leave may be used in increments of one-quarter hour.

Requests for use of personal leave must be made in writing to the employees supervisor. Allrequests must be made by October 31 of each year, and all personal leave must be used by thelast full pay period of each calendar year. All requests for use of personal leave will beevaluated based on workload and staffing needs. Failure to submit leave requests within thestated timelines may result in denial of the request.

Any personal leave not used by the end of the calendar year shall be forfeited. Employees shallnot be compensated for accrued personal leave upon termination of their employment, whethervoluntary or involuntary. Employees must be in a paid work status before and after usingpersonal leave.

References:Definitions Policy # 110


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Definitions Policy Number: 110

Unless otherwise indicated the following terms used in this Employee Handbook shall have thefollowing meaning:

Access: Access to non-public areas where DVHHS employees conducttheir business or where other authorized persons have a reason toenter to work with specified records or equipment; or where aperson has been specifically invited by an employee of DVHHS.(See also authorized person, Public place)

Aggressive behavior: Behavior which a reasonable person would believe to be forcefulin nature intended to intimidate another.

Appointing authority: The DVHHS Board or other officers or boards authorized bystatute or lawfully delegated authority to make appointments topositions under the DVHHS policies.

Assault: An act done with intent to cause fear in another of immediatebodily harm or death or the intentional infliction of or attempt toinflict bodily harm on another.

Authorized person: A person employed or contracted by DVHHS who is grantedaccess to restricted areas, records, or equipment for the purposesof accomplishing specifically assigned duties and tasks.

Board: The DVHHS Joint Powers Board consisting of the 5 members ofthe Jackson County Board of Commissioners and the 5 membersof the Cottonwood County Board of Commissioners.

Bodily harm: Physical pain or injury, illness or any impairment of physicalcondition.

Business: Any corporation, partnership, proprietorship, form, enterprise,franchise, association, organization, self-employed individual orany other legal entity which engages either in non-profit or profit-making activities.

Class/Classification: The act of grouping positions into grade with regard to duties,requirements and responsibilities.

Compensatory Time: Time off in lieu of monetary overtime compensation.

Crisis Management Team: A team established to manage DVHHS efforts to prevent violenceand to react properly to any incident of violence.

Data Privacy: The rules and regulations of the Minnesota Data Practices Act MS13.01 13.87.

Day: See Work Day


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Demotion: A change of an employees classification to a position in a lowerclassification.

Director: A DVHHS official authorized and responsible to supervise theactivities under their jurisdiction as designated by statute or the

DVHHS Board.

Desirable Qualification: The requirements of training and experience desired, but notnecessary, to qualify for a given class of positions in theclassification plan.

Dismissal/Discharge: A permanent separation initiated by DVHHS.

Dispute: A disagreement as to the interpretation or implementation of thesepolicies.

Elected Official: An individual elected by popular vote of the constituency to serve

a term of office in County government.

Employee: An individual in a paid position of DVHHS as defined byMinnesota Statue 197A.

Employment Date: The date an individual begins employment with DVHHS in aregular position. That date is used for determination of eligibility inall benefit programs.

Employment Status:Active: An employee in good standing and in a working or approved leave

of absence status.

Regular Full-time: See Regular Employee. An employee in a position that is to beregularly budgeted and who works a normal (40 hour) work week.and has successfully completed the Evaluation period.

Regular Part-time: See Regular Employee. An employee in a position that is to beregularly budgeted and who works less than a normal (40 hour)work week. and has successfully completed the Evaluation period.

Temporary: See Provisional Employee. An employee working either full orpart-time in a position that is seasonal or whose employment islimited by the duration of a specific project and must not exceed

the lesser of 6 months or 1040 hours in any calendar year.

Intern: See Intern. An individual in a training program through DVHHS,who is either paid or unpaid, and who has no status as anemployee.

Evaluation Period: The period of time during which an employee is required todemonstrate a satisfactory capability of performing the duties ofthe position. This period is normally six months, but may be


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extended up to 12 months per policy.

Executive Committee ofCrisis Management Team: The Executive Director, DVHHS Human Resources Director,

Public Health Director, Human Services Director and a CountySheriff or designee.

Exempt Employee: All professional, administrative and executive employees excludedfrom overtime pay provisions as defined under the Fair LaborStandards Act (FLSA).

External Violence: Aggressive behavior, assault, intimidation or threat perpetrated byany person or group not defined as internal that is directed towardan employee, employees, the records, equipment, or facilities ofDVHHS.

FLSA: Fair Labor Standards Act.

FMLA: Family Medical Leave Act.

FTE: Full Time Equivalent.

Grade: One or more positions sufficiently similar with respect to dutiesand responsibilities; that the descriptive title may be used withclarity to designate each position allocated to the class; that thesame general performance qualifications are applicable or that thesame level of compensation can be applied.

HIPAA: Health Insurance Portability and Accountability Act of 1996.

Hourly/Non-ExemptEmployee: All employees who are not exempt or non-covered and otherwise

meet the requirements of the Fair Labor Standards Act (FLSA)and who are subject to minimum wage and overtime provisions.

Immediate Family: Unless otherwise stated, immediate family means spouse, child,stepchild, ward or parent.

Intern: An individual in a training program through DVHHS, who is eitherpaid or unpaid, and who has no status as an employee.

Internal Violence: Aggressive behavior, assault, intimidation or threat perpetrated by

an employee of DVHHS or by a family member or close personalacquaintance of an employee that is directed toward theemployee, another employee, employees, the records, equipment,or facilities of DVHHS.

Intimidation: Behavior intended to make another timid or fearful.

Job Description: A written document that identifies the purpose, duties,responsibilities, requirements and accountabilities of a job, as well


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as the education, knowledge, skills and abilities necessary toperform the required duties of the job.

Job Elimination: The removal of a position from the organizational structure of theDVHHS.

Layoff: A separation of employment or reduction in hours due to workloaddemands, budget shortfalls and constraints, budget reallocations,expenditure freezes, or unfunded increases in operating costs.

Layoff List A list of employees who have been laid off.

Leaves: An approved, temporary separation from active employmentstatus. A leave may be either paid: compensated by means ofvacation, sick leave, paid time off, etc., or it may be unpaid: notcompensated by any means.

Military Leave: The leave of absence granted by state or federal law to

employees entering active duty in the armed forces of the State ofMinnesota or the United States of America.

Minimum Qualification: The requirements necessary to qualify for a given position asdefined in specific job descriptions.

Need to know: A person who, by virtue of job, position, or court order has arequirement to have access to any records or information,equipment or processes wherever located in DVHHS facilitiesincluding vehicles or in the possession or responsibility of anemployee of DVHHS.

Overtime: The extra pay required by the FLSA to pay covered non exemptemployees for the time actually worked in excess of 40 hours in awork week. See Hours of Work Policy # 335.

Pay Grade See Grade.

PELRA: Public Employment Labor Relations Act, Minnesota StatutesChapter 179A.

Portal to Portal Act: Federal Legislation which eliminated from working time (underFLSA) certain travel and walking time and other preliminary and

postliminary activities those performed prior or subsequent tothe workday.

Position: A group of duties and responsibilities requiring the full or part timeemployment of one individual.

Private Interest: Any interest, including but not limited to a financial interest, whichpertains to a person or business whereby the person or businesswould gain a benefit, privilege, exemption or advantage from the


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action of the DVHHS Employee that is not available to the generalpublic.

Promotion: A change of an employees classification to a position in a higherclassification.

Provisional Employee: An individual whose position is not ongoing.

Public place: A location where visitors, clients, and all other persons notemployed by DVHHS may have reason to frequent in the conductof their business.

Public, visitors, clients: Individuals who are not employees or contractors for DVHHS.

Reasonable suspicion: An articulable basis for forming a belief based on specific factsand rational inferences drawn from those facts.

Reclassification: A change in classification of a position, due to a change in the

responsibilities and duties performed in that position.

Re-employment: Placement of an individual, who previously was employed andterminated employment with DVHHS, in a new or similar positionwith DVHHS.

Reinstatement: Placement of an individual who was previously employed byDVHHS to the same position which the employee was assignedprior to their termination or separation.

Regular Employee: An individual whose position is designed to be ongoing.

Resignation: Termination of employment with DVHHS at the request of theemployee.

Retaliation: An action of an offensive, damaging or intimidating nature takenas a reprisal against a person.

Retirement: The withdrawal of an employee from active public service who1. has been employed by DVHHS for 30 years, or more OR2. is eligible (able to draw benefits) for retirement benefits underPERA.

Seniority: The duration of continuous employment from the employees most

recent date of hire.

Stalking: Unwelcome conduct having the effect of unreasonably interferingwith an individuals privacy or creating an intimidating, hostileenvironment for another.

Substantial harm: Bodily injury which involves a temporary but substantialdisfigurement, or which causes a temporary but substantial loss orimpairment of the function of any bodily member or organ, or


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Des Moines Valley Health and Human Services Adopted: 0820/2013Employee Policy Handbook Effective: 01/01/2014


Confidentiality and Data Privacy Policy Number: 201

Des Moines Valley Health and Human Service employees and officials must abide by Federaland State confidentiality regulations. This includes all employees and elected officials, whetherfull-time permanent, part-time, temporary, or contracted. These regulations require that you not

reveal the identity of any person or confidential information about a person that you haveknowledge about through your position.

You must not leave confidential data or individually identifiable health information unattended inyour workspace in plain sight. This is to prevent unintended disclosure of confidential data orindividually identifiable health information to unauthorized persons.

Refer also to HIPAA Privacy and Security Policy 801and HIPPA Breach Notification Policy810and to Data Practices Policies.

Employees may be required to sign various data privacy forms. Any employee/official found tohave violated this policy shall be subject to corrective action including, but not limited to,

termination of employment and/or applicable sanctions under state or federal laws.

References:HIPAA Privacy and Security Policy # 801HIPPA Breach Notification Policy # 810


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DES MOINES VALLEY HEALTH AND HUMAN SERVICES

Sick Leave for Fitness Request for Reimbursement Form 768F

Employee: Please review the information on the back of this form. You must provide documentation for eachexpense. If a program is unfamiliar, you may be asked to provide additional information. Return to DVHHS HRthrough inter-office mail.

LAST NAME (please print): __________________________ FIRST NAME: _______________________________

SERVICE CENTER: _____________________________WORK PHONE: _______________________________

SICK LEAVE BALANCE:

EMPLOYEE EXPENDITURES

Activity/Equipment to be Reimbursed Date Paid Amount Requested

SPOUSE/DEPENDENT EXPENDITURES

Activity/Equipment to be Reimbursed Date Paid Amount Requested

I hereby certify that I, or an immediate family member incurred this expense.

__________________________________________________ _______________________________Signature of Employee Date

__________________________________________________ _______________________________Approved DVHHS Operations Director Date

For Payroll Use Only Date Recd PR#


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Des Moines Valley Health & Human ServicesSick Leave for Fitness (SLF) Reimbursement Program

Refer to Policy No. 768 for Additional Information

Program:Employees who have a minimum accumulated sick leave balance of 2 weeks may trade their sick leave hours over and above2 weeks to cover the cost of wellness-related expenses. SLF is a reimbursement program. Employees and their dependentsincur expenses and submit claims to the DVHHS Human Resources. The claim-processing limit per employee is $600 perpayroll year.

Eligible Expenses: Health club memberships single, couple or family including any tax and/or enrollment fees; Registration for adult marathons, triathlons, mudders, foot or bike races; Smoking cessation programs e.g., nicotine gum/patches, hypnosis, acupuncture; Weight loss programs e.g., Weight Watchers, hypnosis, acupuncture; Stress management classes/program; Fitness/exercise programs e.g., Jazzercise, Curves, martial arts; Personal trainers; New or used stationary personal exercise equipment that can be used year-round in the home, including any tax and/or

shipping e.g., treadmill, exercise bike, stair-stepper, inversion table, etc.; Maintenance/repairs/warranties on eligible equipment; Pedometers.

Expenses NOT Eligible Club membership of a primarily social nature e.g., country club or golf club membership; Clothing items e.g., running shoes; Orthotics or custom orthotics; Food/supplements purchased in conjunction with a weight loss program; Medical related expenses e.g., lab tests, prescriptions; Camping or recreational equipment e.g., canoes, tents, packs, golf clubs, hunting equipment, skis, skates; Fees e.g., school or youth sporting activities, dance, park entrance, court, greens, lift tickets, license, permits, towel,

tanning, locker, etc.; Mileage; DVDs, software and gaming systems, such as Wii or Xbox.

Documentation - Dated sales receipt, charge/credit slip, canceled check or account statement showing the transaction are allacceptable forms of documentation. Copies are acceptable. If purchasing used equipment, the employee must provide adated bill of sale listing the equipment purchased, the priced paid, the name of the purchaser, and the sellers name, address,phone number and signature. Any documentation must show the employee or eligible dependent as the purchaser, and mustclearly show what was purchased and the date of purchase. Duplicate checks are not acceptable for showing proof ofpayment. Expenses that have been reimbursed by flexible spending, VEBA or the Blue Cross Blue Shield FitnessReimbursement are not eligible. For health club memberships, if an employee anticipates receiving the FitnessReimbursement, that amount shall be deducted from the claim submitted. If the employee does not receive any or all of theFitness Reimbursement, the balance can be re-submitted at a later time

Hours Conversion - The number of sick leave hours converted in order to fund the SLF reimbursements are based on thehourly salary rate at the time the reimbursement request is processed. A minimum of two weeks of sick leave must remainafter reimbursement 80 hours for full-time employees, and pro-rated for part-time employees. If there is insufficient sickleave to reimburse the entire amount requested, the claim will be reimbursed at the cash value of the sick leave available.

Submission Deadlines Reimbursement requests may not exceed the maximum amount of $600 per payroll year. All claimsfor reimbursement using current year sick leave must be submitted by the end of the first pay period in December. Claimssubmitted after that will be reimbursed using subsequent years sick leave.

Taxes - Reimbursements are taxable income and will be reported on your W-2 form. NOTE: State and Federal Income Tax,as well as Social Security and Medicare Tax, will be withheld at the time of reimbursement.

Termination:An individual who has terminated DVHHS employment or who has given notice of termination is not eligible to participate inthis program.

Physical Examination - DVHHS advises you to have a physical examination by your physician before beginning a newprogram of physical activity.

Disclaimer - DVHHS neither endorses nor guarantees the effectiveness of any program, nor warrants that an organization willhonor the terms and conditions of any participation agreement.


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Phased Retirement Option (PRO) Policy Number: 759

Policy Statement

Legislation passed in 2009 allows employers the option to offer a Phased Retirement Option

(PRO) to employees who are members of the Public Employees Retirement Association of MN(PERA) Coordinated and Basic plans if they meet specific eligibility requirements. When PROis offered, this allows members the option to begin receiving PERA pension without formallyresigning and promotes efficient operations of the County/Agency by retaining experiencedworkforce talent.

The choice to offer a PRO agreement is at the sole discretion of the employer. Des MoinesValley Health and Human Services (DVHHS) recognizes the PRO program can provide amutual benefit to DVHHS and the eligible employee dependent on a variety of factors unique toeach situation and will offer PRO agreements only in those cases warranted by business needas determined by the Director and the DVHHS Board. The board will regard each requestindividually. Any prior determination will not set precedence for future requests. Terms and

conditions of employment, including but not limited to benefits, hours of work, job duties andrate of pay will be set forth by DVHHS specific to the PRO arrangement.

Eligibility and Requirements

DVHHS retains sole discretion in offering the Phased Retirement Option to an employee. InitialPRO offers must not exceed one year, but can be renewed for periods of up to a year for a totalof five years. DVHHS, the employer, is under no obligation to renew a Phased Retirement

Agreement. To qualify, a member must: Agree to a reduction of hours worked of at least 25 percent, per pay period, not to

exceed 1,040 hours per year; Meet all other requirements for a pension from PERA;

Be at least 62 years of age; Have worked at least half time, 1040 hours per year, in a PERA-covered position for aminimum of five years immediately prior to beginning Phased Retirement; and

Not be eligible for the State Employee Postretirement Option program.

If mutually agreeable between the member and his or her employer, the member may begincollecting a PERA benefit without the normally required 30-day break in service and prohibitionagainst having any agreement to return to work with the current employer. Participants are alsoexempt from PERAs earnings limits that apply prior to full Social Security retirement age. Inaddition, neither the member nor the employer is required to make any further contributions toPERA.

Since the member is now receiving a pension, he or she will cease to earn service credits andthere will be no future adjustment to the high-five average salary for PERA purposes. Employeewill be eligible for step and COLA adjustments.

Upon the completion of the phased retirement, a member must meet the requirements normallyapplied to someone who is terminating public service, including the prohibition of any futureemployment agreement, and the minimum 30-day break in public service. If the retiree laterreturns to PERA-covered employment, the earnings limits would apply.


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Page 759-2



To participate, the member and employer must file a Phased Retirement Agreement form withPERA.

A current retiree cannot participate in the program. The option is set to sunset June 30, 2019.Continuation of the option would require legislative action.

Additional information, guidelines and frequently asked questions relating to the PhasedRetirement Option program can be found on the Public Employees Retirement Association ofMinnesota website at http://www.mnpera.org.
http://www.mnpera.org/


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Des Moines Valley Health and Human ServicesPHASED-RETIREMENT OPTION (PRO) BENEFITS AGREEMENT 759 F

Employee Name: _________________________________________________________________________

Job Title: ________________________________________________________________________________

Term of Agreement: ______________________________ To: ____________________________________

Date: ___________________________________________________________________________________

________________________________________________________________________________________

As part of Des Moines Valley Health and Human Services (DVHHS) agreement to allow your participation inthe Phased-Retirement Option (PRO) available through the Public Employees Retirement Association (PERA),we are providing you with the additional information regarding your benefits and other terms and conditions ofemployment. This information applies only to you and to your position with DVHHS. It may constitute adeparture from normal policies and procedures, but it does not set any precedents or change existingpolicies. It is only being offered because of your participation in the PRO Program.

Qualifying Event:

As a participant in the PRO Program available through PERA, your reduction in hours will be considered aStatus Change allowing for the option to make changes to your benefit plans outside of the normal openenrollment period. If you elect to make changes as permitted by the applicable plans, you will have 30 daysfrom the PRO agreement effective date to submit your request.

Health Insurance:

As a participant in the PRO Program available through PERA, your health benefits will be affected. Pleaseensure that you have discussed your options with your supervisor, director and/or the Human ResourcesDepartment to ensure the PRO Program is appropriate for you. Your health benefit will be handled as follows:

The DVHHSs percentage of contribution toward your health care benefits will be pro-rated based onthe hours worked. Refer to the current Phased Retirement Option Rate Sheet for more informationregarding DVHHS's contribution towards health care benefits. Blue Cross/Blue Shield will consider youa retiree and you will have to follow their policies regarding Medicare.

If you choose not to participate in the health plan, a COBRA continuation notice will be given to youexplaining your options.

Dental Insurance:

As a participant in the PRO program available through PERA, your dental benefits will be handled as follows:

Voluntary Dental Insurance Options continue the same under the PRO Program. Your premium will bepaid through payroll deduction. If you do not earn enough in a pay period to cover the cost, you will beresponsible to pay DVHHS with a personal check or money order on a monthly schedule set by the

Auditor/Treasurers Office to cover the upcoming months premium.

If you choose not to participate in the dental plan, a COBRA continuation notice will be given to youexplaining your options.

Not applicable.


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PRO Agreement 759 F Page 2

Other Group Insurance Plans & Coverage:

Your other insurance and benefit coverage (if applicable) will be handled as explained below. If at any timeyou do not earn enough in a pay period to cover the cost, you will be responsible to pay DVHHS with apersonal check or money order on a monthly schedule set by the Auditor/Treasurers Office to cover theupcoming months benefit deductions.

Prudential Life Insurance: Continues at the same level under the PRO Program. If you choose not to participate in the plan, a COBRA continuation notice will be given to you

explaining your options.

Prudential Life Insurance (Supplemental, Spouse, Child): Your Premium will be paid through payroll deduction and continue at the same level under the

PRO Program. If you do not earn enough in a pay period to cover the cost, you will be

responsible to pay DVHHS with a personal check or money order on a monthly schedule set bythe Auditor/Treasurers Office to cover the upcoming months premium.

If you choose not to participate in the plan, a COBRA continuation notice will be given to youexplaining your options.

Not applicable.

Flexible Spending Account (FSA): Your contributions to the FSA will continue to be paid through payroll deduction at the same

level under the PRO program. If you do not earn enough in a pay period to cover the cost, youwill be responsible to pay DVHHS with a personal check or money order on a monthly schedule

set by the Auditor/Treasurers Office to cover the upcoming months premium.

Not Applicable.

Deferred Compensation: Your contributions to your deferred compensation plan will continue at the same level under the

PRO program. If you wish to make changes, please contact your representative.

Not applicable.

Vision Insurance: Your premium will be paid through payroll deduction at the same level under the PRO Program.

If you do not earn enough in a pay period to cover the cost, you will be responsible to payDVHHS with a personal check or money order on a monthly schedule set by the


Not applicable.


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Short-Term Disability Insurance: Your premium will be paid through payroll deduction at the same level under the PRO Program.



Not applicable.

Long-Term Disability Insurance: Your premium will be paid through payroll deduction at the same level under the PRO Program.



Not applicable.

Long-Term Care Insurance: Your premium will be paid through payroll deduction at the same level under the PRO Program.



Not applicable.

Other Payroll Deductions: Your contributions will continue at the same level under the PRO Program. If you wish to make

changes, please contact the Auditor/Treasurers Office.

Not applicable.

Leave Accruals:

Due to your participation in the PRO Program, your vacation and sick leave accrual will be impacted as follows

Your vacation accrual will be pro-rated based on your hours worked. Your sick leave accrual will be pro-rated based on your hours worked. Your personal leave accrual will be pro-rated based on your hours worked

Your holiday leave will be pro-rated based on your hours worked.


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Payout of Accrued Vacation and Sick Time:

Due to your participation in the PRO Program, your previously accrued sick, vacation, and compensatory timewill be handled as follows:

Payout of vacation, sick and compensatory time, based on your hourly rate prior to initiating work underthe PRO agreement will occur with complete separation based on the applicable personnel policy orunion contract.

Hourly Rate of $_______________ as of ______________(date).

Acknowledged and accepted on this day,

______________________________________________Employee Print Name

______________________________________________ _________________________Employees Signature Date


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Requested Board Date: 07/10/2014

Agenda Type:Regular

Agenda Item: Avera McKennan (d/b/a Avera Behavioral Health Center)

Presenter: Craig Myers Estimated Time: 10

Board Action Required:Approval and Signature of Avera McKennan Contract for

the period of 07/01/2014-06/30/2015

Attachments: Contract Attachment Name:

Background: There is an existing Contract that ends 06/30/2014.

Fiscal Impact:Included in budget

Attorney Review: Reviewed by Nick and Avera attorney.


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Agenda Type:Regular

Agenda Item: Staff Programming

Presenter: Diana Madsen -Ship Estimated Time: 20

Board Action Required:information

Attachments: Attachment Name:Background:

Fiscal Impact:

Attorney Review:


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Agenda Type: Regular Agenda

Agenda Item: Southwest Mental Health Center Consulting Pilot

Presenter: Craig Myers Estimated Time:10 Minutes

Board Action Required:Approve up to $5,000 towards SWMHC mental health

consulting costs effective 9/1/2014.

Attachments: No Attachment Name:Click here to enter text.

Background: Specialized mental health consulting services are needed forchildren. DVHHS will pay costs not covered by insurance up to $5,000.Contract will be bought to future Board meeting.

Fiscal Impact:Up to $5,000

Attorney Review: In Progess


Motion: ________________________

Second: _______________________



Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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$-

$172

$90

$130

$51

$203

$ 107 $ 107 $ 107 $ 107 $ 107 $ 107 $ 107 $ 107 $

$ 108 $ 108 $ 108 $ 108 $ 108 $ 108

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

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

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

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

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

OUT OF HOME PLACEMENT EXPENDITURES

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


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Requested Board Date: 7-10-14


Agenda Item: Life Insurance for employees on Phased Retirement Option(PRO)

Presenter: Craig Myers Estimated Time:10 minutes

Board Action Required:Amend the Employee Life Insurance Group Plan to offerinclude coverage for those employees who are participating in the PhasedRetirement Option (PRO) program.

Attachments: No Attachment Name:Click here to enter text.

Background: Currently, Life Insurance is only offered to full-time employees.Employees under the PRO, who work a maximum of 1040 hours per year, will

have health insurance available to them. We are recommending that lifeinsurance also be made available to them.

Fiscal Impact:Based on 2014 rates, the cost is $41.28 per year per employee.



Motion: ________________________

Second: _______________________



Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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Agenda Item: Roster Nurse for PCA and future agency needs

Presenter: Pat Stewart Estimated Time:10 minutes

Board Action Required:Approval to allow Charlotte Powers as a Roster nurse.

Attachments: Choose an item. Attachment Name:Click here to enter text.

Background: With the resignation of Charlotte Powers working in the AdultServices HCBS no one currently in DVHHS is able to complete PCAassessments. I would like to allow Charlotte to to called to do renewals andnew PCA assessments until a new HCBS nurse is orientated and has thecapacity to do the PCA assessments. DVHHS will be out of state compliance

without a nurse to do PCA assessments. In the future Charlotte may be ableto assist in other agency efforts such as Home Health Care, Emergency

Preparedness, School events for JCC.

Fiscal Impact:Funding for PCA comes to the LCTS that amount varies

quarterly.



Motion: ________________________

Second: _______________________



Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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Requested Board Date: 7/10/2014


Agenda Item: Click here to enter text.

Presenter: Pat Stewart Estimated Time:10 minutes

Board Action Required:Approval For Out-of-State Travel for Angela Naumannand Luke Ewald.

Attachments: Yes, identify below Attachment Name:Conference email

Background: Minnesota Department of Health is requesting that staff attendthis meeting in New Orleans in August. Both staff are new to tobaccopractices and this national training is an excellent opportunity to learnstrategies that may be implemented in our service area. Flyer attached.

Fiscal Impact:: None to agency, Tobacco Free Community Grant will pay andGrant has excess funds that must be use specifically for tobacco work andeducation. Approximate cost 2,200.



Motion: ________________________

Second: _______________________



Notes:_____________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________


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DVHHS: July 10 Agenda

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