1222 N. Post St. | Spokane, WA 99201 | TEL 509-458-2509 | FAX 509-458-2003 SERVING: Northern Ferry, Pend Oreille, Spokane, Stevens & Whitman counties WWW.ALTCEW.ORG | ADVOCACY. ACTION . ANSWERS. PLANNING AND MANAGEMENT COUNCIL EXECUTIVE COMMITTEE Agendas & Attachments MARCH 22, 2018
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1222 N. Post St. | Spokane, WA 99201 | TEL 509-458-2509 | FAX 509-458-2003
SERVING: Northern Ferry, Pend Oreille, Spokane, Stevens & Whitman counties
WWW.ALTCEW.ORG | ADVOCACY. ACTION . ANSWERS.
PLANNING AND MANAGEMENT COUNCIL
EXECUTIVE COMMITTEE
Agendas & Attachments
MARCH 22, 2018
Executive Committee Members:
Aruna Bhuta
Ken Smith
Marty Johnston
Barry Lamont
Jean Kindem
March 2018
New Executive Committee membership Title XIX Case Management year-end report 2018 PMC meeting educational topics
April 2018
Grievance committee membership – propose new process to eliminate annually appointing membership
W/MSFiles/PMC Committees/Executive Committee/EC18-09
AGING & LONG TERM CARE OF EASTERN WASHINGTON
Executive Committee Memorandum – EC18-09
MEETING NOTICE
Executive Committee Meeting Thursday, March 22, 2018
1:00 p.m. to 3:00 p.m. ALTCEW Office
Jim Snider South 1222 N. Post, Spokane
AGENDA
Action
Action
Action
Action
Action
1. Call to Order and Welcome
2. Review/Action on meeting Agenda
3. Review/Action on the minutes of the February 20, 2018 Executive Committee Meeting (Refer to page 4)
4. Executive Director’s Briefing.
5. Committee Orientation (Refer to PMC Attachment C, page 18)
6. Lease renewal for Rock Pointe Tower office (Handout)
7. Review/Action on financial statements for the period of Jan. 1 to February 28, 2018 (Handout)
8. Review/Action on revisions to the 2018 Administrative/Direct Services Budget (Refer to page 7)
9. Spokane County Governing Board Memo (Refer to page 14)
10. Review PMC Committee Agendas (Refer to PMC Attachment A, page 7)
11. Other
12. Adjourn
Aruna Bhuta, Chair
Aruna
Aruna
Lynn Kimball
Aruna
Lynn and John
John
John
Lynn
Aruna
PMC Committees\Executive\2018\EC Minutes\Ecmins18-Feb20
AGING & LONG TERM CARE OF EASTERN WASHINGTON
Planning and Management Council Executive Committee
Minutes of the February 20, 2018 Executive Committee Meeting
Present: Marty Johnston, Planning and Management Council (PMC) Chair; Aruna Bhuta, Vice Chair (Planning); Barry Lamont, Immediate Past PMC Chair; Dan Mortensen (Advocacy) Absent: Hal Balzert, Services Quality Assurance, (Excused); Jean Kindem, Nominating, (Excused) Staff: Lynn Kimball, John Beck, Yolanda Lovato, Khristina Scheideler (Recorder) 1. Call to Order and Welcome: Marty Johnston called the meeting to order at 10:03 a.m., and welcomed everyone. 2. Consideration of acceptance of the February 20, 2018 Executive Committee meeting agenda (Memorandum EC18-01): After presentation by Marty Johnston, Dan Mortensen moved, Aruna Bhuta seconded, acceptance of the February 20, 2018 Executive Committee meeting agenda, as presented. The motion carried with no objections and/or abstentions. 3. Consideration of acceptance of the January 25, 2018 Executive Committee meeting minutes: After presentation by Marty Johnston, the following person centered language, “adults with diabetes on Medicaid,” replaced the wording used to describe the individuals involved in the work being done with the Arcora Foundation to expand dental access. Following the amendment, Barry Lamont moved, Dan Mortensen seconded, acceptance of the minutes of the January 25, 2018 Executive Committee meeting. The motion carried with no objections and/or abstentions. 4. Executive Director’s Briefing: Lynn Kimball began by reporting that Planning and Management Council members, Jean Kindem and Carol Irion, joined Lynn and Yolanda Lovato in Olympia for the W4A Lobby Day. Lynn reported that the Senate budget includes the Health Homes budget language, Medicaid funding for hearing aids, the personal needs allowance increase, and funding for the Consumer Directed Employer. Lynn reported that the Respite bill passed House and is now in the Senate. Lynn stated that the Long Term Trust Act will not move forward. Lynn added that the bill will be proposed again next session. Lynn stated that the State Legislative session is on track to end as scheduled on March 8. At the Federal Level, Lynn stated that there is a continuing resolution until March 23. Lynn added that information for an advocacy alert regarding support for increases to the Older Americans Act and funding restoration for Statewide Health Insurance Program will be available soon. Lynn distributed metrics for the Medicaid Transformation Demonstration and for the Health Homes program. Lynn reported that staff from Area Agencies on Aging and from Aging and Long-Term Support
PMC Committees\Executive\2018\EC Minutes\Ecmins18-Feb20
Administration will participate in a meeting in March regarding Medicaid Transformation Demonstration to review processes. 5. Governing Board Meeting Report: Marty Johnston reported the Aging & Long Term Care of Eastern Washington (ALTCEW) Governing Board approved all of recommendations that were submitted by the Planning and Management Council for the February 9 meeting, including the three new PMC members. Lynn Kimball reported that the Governing Board meeting included a discussion regarding a partial payment from Spokane County for their 2018 portion of the matching funds required through the interlocal agreement. Lynn stated that Governing Board members gave feedback to Spokane County Commissioner Josh Kerns regarding the decision and asked for a response from the Spokane County Commissioners before the Governing Board meeting in May. Lynn stated that the agency, along with Spokane County Commissioners, could participate in a meeting with Spokane Valley City Council members and/or provide data. Lynn added that ALTCEW is reaching out to other Area Agencies on Aging to see if they have encountered this issue or a similar issue. 6. Review year-end metrics and reports for direct service programs (Refer to page 7 and Aging & Long Term Care 2017 Internal Services Metrics and Finances Handout): The Executive Committee reviewed the metrics as presented on page 7 of the February 20, 2018 meeting packet and in the Aging & Long Term Care 2017 Internal Services Metrics and Finances Handout. 7. Consideration of approval of lease renewal of Rock Pointe Office (Refer to Memorandum EC18-04): After presentation by John Beck, Barry Lamont moved, Dan Mortensen seconded, that the PMC Executive Committee approve staff to negotiate a three year renewal of the leased office space at Rock Pointe for review and recommendation for Governing Board approval, as presented in Memorandum EC18-04. The motion carried with no objections and/or abstentions. 8. Strategic planning Discussion (Refer to page Memorandum EC18-17): The Executive Committee reviewed the information as presented in Memorandum EC 18-17 and made suggestions for additions before staff begin working on action plan and timeline. Suggestions included involvement from Eastern Washington University’s program planning department and/or Washington State University Nursing School. John Beck stressed the importance of Item number 3 Strengthening service quality, contact management and evaluation. Lynn Kimball stated that approaches to accomplish items outlined in the strategic plan can include forming committees and modifying existing PMC Committee work plans. Regarding Item iii under C Longer term Planning (2020-2025) process, Aruna Bhuta suggested CHAS Elder Clinic. 9. Consideration of acceptance of January 26, 2018 PMC Committee agendas (Refer to PMC Attachment A, page 5): No items were added or removed during the review. 10. Other:
PMC Committees\Executive\2018\EC Minutes\Ecmins18-Feb20
a. Update on 2017 Community Living Connections with Community Living Connections: Lynn Kimball reported that the Contracts Department held a monitoring visit and noted that Community Minded Enterprise staff appear to be taking corrective action seriously. However, Lynn and Yolanda Lovato stated that performance continues to be an issue. Lynn added that the options counseling staff member departed from the agency and that vacancy will have an impact on performance. Yolanda and John Beck stated that staff from the Planning, Contracts, and the Business departments are coordinating when communicating with Community Minded Enterprises. Yolanda added that staff will continue to monitor and thoroughly review data from February and March.
11. Adjournment: There being no further business to come before the Executive Committee, the meeting was adjourned at 11:26 a.m.
EC18-08
AGING & LONG TERM CARE OF EASTERN WASHINGTON PMC Executive Committee Memo EC18-08
PMC Memo PMC18-09 March 16, 2018
TO: Planning and Management Council FROM: PMC Executive Committee RE: Revised 2018 ALTCEW General Operating Budget for Administration and Direct Program Services REQUESTED ACTION The Planning and Management Council recommends the 2018 Revised ALTCEW General Operating Budget for approval by the Governing Board. BACKGROUND ALTCEW’s General Operating Budget covers that portion of the Agency’s revenue and expenditures needed for both general administration of the Agency and for those services operated directly, i.e., provide through ALTCEW staff, rather than through contracts with other organizations. The attached budget includes contracted services as well. DISCUSSION Staff has some additional revisions to the 2018 Budget. The overall budget amount is increased by $124,077. Most of this is from unused funds for the Medicaid Transformation Project. The balance is from refining previous budget detail. Major expense line item changes are listed below. Expense Line Items: The Staffing and Employee Benefits line items are only up $24,802. There are two new
proposed positions, a new Case Manager and an Options Counselor. The Case Manager position is funded with increased Case Management Title XIX revenue created by an increasing caseload. The Options Counselor position is funded by underspent Community Living Connections funding from 2017 and the current year. The staff budget is also updated to remove the staff janitor position now contracted. Other adjustments were made to realize savings of vacant positions to be filled in future months.
Other administrative and program expenses are increased by $99,275. The major adjustments are:
EC18-08
o Minor Equipment, up $5,300 for a new computer for a new position and to raise
Office Equipment/Furnishings to retrofit workstations for staff experiencing office related medical problems such as sore backs and wrists.
o Professional Services, up $21,000 primarily for an estimated $20,000 janitorial contract.
o Communications, down $3,921, to adjust estimated postage based on final 2017 expenses.
o Transportation, up $1,600 for $1,500 out of area meetings for new programs and $100 for higher mileage rate.
o Advertising, up $35,200 to reflect MTD outreach/marketing budget from unused 2017 funding due to a slower than anticipated start.
o Insurance, up $1,308 for higher than anticipated insurance rate increase. o Maintenance and Repair, up $3,000 for Leasehold Improvements for an
unanticipated front door retrofit that cost around $3,000 for security and handicap access improvements.
o Other Miscellaneous, up $33,500 for uncommitted funds mostly CM/TXIX.
This proposed 2018 budget shows a break-even year based on current projections of revenue and expenses.
Enclosure: 2018 proposed budget revision
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336
5,66
0,13
8
24
,802
Supp
lies:
Care
give
r Tra
inin
g Su
pplie
s28
,583
24,0
00
25
,344
30,0
00
25
,502
30,0
00
30
,000
30,0
00
-
Pr
ogra
m S
uppl
ies
15,8
88
19
,955
10,6
85
7,
700
-
7,
700
7,
700
6,
700
(1
,000
)
O
ffice
/Com
pute
r Sup
plie
s22
,230
25,0
00
21
,759
29,8
89
22
,281
29,8
89
29
,889
30,4
89
60
0
Ja
nito
r Sup
plie
s5,
714
6,
100
4,
375
5,
100
5,
320
5,
100
5,
100
5,
500
40
0
To
tal S
uppl
ies
72,4
15
75
,055
62,1
63
72
,689
53,1
03
72
,689
72,6
89
72
,689
-
Stab
le s
pend
ing
Min
or E
quip
men
t:IT
Upg
rade
s10
5,07
2
57
,105
50,5
04
42
,500
42,5
00
42
,500
42,5
00
43
,700
1,20
0
Ad
ded
com
pute
r for
new
pos
ition
Offi
ce E
quip
men
t/Fu
rnish
ings
9,78
0
20,5
00
10
,700
10,7
93
7,
900
7,
900
12
,000
4,10
0
Ra
ised
for d
esk/
cubi
cle
upgr
ades
Tota
l Min
or E
quip
men
t10
5,07
2
66
,885
71,0
04
53
,200
53,2
93
50
,400
50,4
00
55
,700
5,30
0
Prof
essi
onal
Ser
vice
s:
Care
give
r Tra
inin
g Co
ntra
cted
Ser
vice
s21
1,96
5
14
5,00
0
16
4,09
4
18
0,00
0
16
6,20
8
18
0,00
0
18
0,00
0
18
0,00
0
-
NAC
Fee
s55
,000
46,3
99
65
,000
50,3
09
72
,000
72,0
00
60
,000
(12,
000)
In
terp
rete
rs41
,225
44,0
00
50
,888
72,0
00
73
,838
72,0
00
72
,000
75,0
00
3,
000
Mor
e di
vers
e cl
ient
s in
TXIX
mos
tlyAn
nual
Sta
te A
udit
9,92
5
16,0
00
16
,013
11,0
00
10
,427
17,0
00
17
,000
17,0
00
-
Ad
ded
Com
plia
nce
Sect
ion
in 2
018
Acct
/Pay
roll
Proc
essin
g18
,778
22,0
00
18
,614
20,0
00
14
,568
20,0
00
20
,000
16,0
00
(4
,000
)
Te
mp.
Ser
vice
s/O
ther
Pro
f.35
,725
21,7
35
6,
551
12
,860
4,86
7
12,8
60
12
,860
26,8
60
14
,000
Va
rious
cle
rical
tem
ps.
Dat
a Sy
stem
s for
Pro
gram
s69
,656
30,6
01
6,
500
-
-
-
-
-
Jani
toria
l Ser
vice
Con
trac
t-
-
-
20
,000
20,0
00
Repl
aced
sta
ff ja
nito
r with
con
trac
ted
jani
toria
lTo
tal P
rofe
ssio
nal S
ervi
ces
317,
618
373,
391
333,
160
367,
360
320,
217
373,
860
373,
860
394,
860
21,0
00
Com
mun
icat
ions
: Te
leph
one/
Inte
rnet
13,7
87
19
,225
19,9
16
18
,070
21,7
53
21
,070
21,0
70
21
,070
-
Po
stag
e/Sh
ippi
ng18
,016
20,0
00
18
,020
20,8
50
18
,670
24,8
50
24
,850
20,9
29
(3
,921
)
Adj
uste
d do
wn
to 2
017
actu
al p
osta
geCe
ll Ph
ones
, Oth
er C
omm
unic
atio
ns3,
584
6,
500
9,
578
9,
670
9,
293
9,
670
9,
670
9,
670
-
Tota
l Com
mun
icat
ions
35,3
87
45
,725
47,5
14
48
,590
49,7
16
55
,590
55,5
90
51
,669
(3,9
21)
Tran
spor
tatio
n:PM
C/Bo
ard
Trav
el4,
281
15
,000
4,22
5
5,00
0
3,56
5
5,00
0
5,00
0
5,00
0
-
Staf
f Mile
age
64,6
93
61
,615
57,7
57
58
,750
54,2
33
60
,910
60,9
10
61
,010
100
An
ticip
ated
hig
her m
ileag
e ra
teO
ut o
f Are
a M
eetin
gs/C
onfe
renc
es35
,314
30,8
25
24
,575
32,6
00
31
,229
32,6
00
32
,600
34,1
00
1,
500
To
tal T
rans
port
atio
n10
4,28
8
10
7,44
0
86
,557
96,3
50
89
,027
98,5
10
98
,510
100,
110
1,60
0
Adv
ertis
ing:
ACL
Busin
ess
Acum
en M
arke
ting
5,00
0
-
-
-
-
-
-
Inac
tive
Publ
ic N
otic
e Ad
s1,
508
2,
400
68
1
1,
100
47
4
1,
100
1,
100
1,
100
-
Empl
oym
ent A
ds
4,53
9
5,22
5
916
2,20
0
1,71
7
4,30
0
4,30
0
4,30
0
-
Addi
ng o
nlin
e ad
s of $
100/
mo.
Phon
e Bo
ok, O
ther
Ads
, Web
Des
ign
7,59
1
11,4
00
15
,986
40,7
50
20
,731
35,7
50
35
,750
65,9
50
30
,200
M
TD O
utre
ach
Carr
yove
rO
nlin
e, o
ther
Mar
ketin
g10
,000
1,29
7
6,60
0
178
6,60
0
6,60
0
11,6
00
5,
000
To
tal A
dver
tisin
g13
,638
34,0
25
18
,880
50,6
50
23
,100
47,7
50
47
,750
82,9
50
35
,200
ALTC
EW A
dmin
_Pro
gram
Bud
get E
xpen
se D
etai
l
2n
d3r
dRe
visi
onFo
r 201
8 Pr
ojec
ted
Budg
etA
CTU
AL
FIN
ALAC
TUA
LFI
NAL
ACTU
AL
PRO
POSE
DRE
VISE
DRE
VISE
DIn
crea
se/
Ap
prov
ed b
y G
over
ning
Boa
rd 1
1/3/
1720
1520
16 B
UD
GET
2016
2017
BU
DG
ET20
1720
18 B
UD
GET
2018
BU
DG
ET20
18 B
UD
GET
(Dec
reas
e)N
otes
to 2
018
Revi
sed
Budg
etRe
ntal
s:12
22 N
Pos
t Plu
s Par
king
123
519
6,33
3
20
1,14
3
20
2,58
7
20
9,47
8
20
8,49
7
21
3,57
4
21
3,57
4
21
3,70
9
13
5
2.5%
incr
ease
ove
r /$2
09,4
78
1235
N P
ost
34,2
36
35
,087
35,0
87
35
,969
35,9
69
42
,403
37,0
03
36
,898
(105
)
2.
5 %
incr
ease
Colv
ille
Offi
ce1,
650
1,
800
1,
800
1,
800
1,
800
1,
800
1,
800
1,
800
-
Rock
Poi
nte
Offi
ce31
,716
31,7
16
33
,336
33,9
00
33
,989
33,9
89
35
,119
1,13
0
2.
5% in
crea
se +
pro
pert
y ta
x &
impr
ovem
ents
Post
age
Mac
hine
1,81
3
2,04
0
1,87
0
2,75
0
681
2,00
0
2,00
0
700
(1,3
00)
N
ewer
mac
hine
, low
er c
osts
Reco
rds
Stor
age
2,96
5
3,60
0
3,92
3
3,56
0
3,77
1
3,60
0
3,60
0
4,00
0
400
Oth
er R
enta
ls-tr
ade
show
s, e
tc.
1,24
5
1,70
0
2,17
9
3,26
0
1,68
5
3,26
0
3,26
0
3,26
0
-
To
tal R
enta
ls23
8,24
2
27
7,08
6
27
9,16
2
29
0,15
3
28
6,30
3
30
0,62
6
29
5,22
6
29
5,48
6
26
0
Tota
l Ins
uran
ce49
,175
53,7
25
53
,822
58,0
00
58
,132
59,7
40
59
,740
61,0
48
1,
308
Expe
cted
ann
ual i
ncre
ase
from
End
uris
Mai
nten
ance
and
Rep
air:
Faci
lity
Repa
irs/M
aint
enan
ce5,
731
5,
400
4,
455
4,
100
4,
978
4,
300
4,
300
4,
300
-
Co
pier
s M
aint
enan
ce
4,38
5
8,42
6
7,03
8
6,90
0
6,52
0
7,20
0
7,20
0
7,20
0
-
Leas
ehol
d Im
prov
emen
ts9,
846
5,
000
-
4,00
0
-
2,00
0
2,00
0
5,00
0
3,00
0
Fr
ont d
oor a
nd S
nide
r doo
r im
prov
emen
ts/r
epai
rsTo
tal M
aint
enan
ce &
Rep
air
19,9
62
18
,826
11,4
93
15
,000
11,4
98
13
,500
13,5
00
16
,500
3,00
0
Tota
l Prin
ting
5,15
6
7,46
3
2,86
5
12,3
90
4,
480
10
,390
10,3
90
10
,490
100
Trai
ning
:Re
gula
r Sta
ff Tr
aini
ng6,
431
14
,975
5,59
0
16,7
30
5,
931
17
,430
17,4
30
17
,430
-
Pr
ogra
m R
equi
red
Trai
ning
1,00
0
1,20
0
1,93
5
1,20
0
1,20
0
1,20
0
-
To
tal T
rain
ing
6,43
1
15,9
75
5,
590
17
,930
7,86
6
18,6
30
18
,630
18,6
30
-
Oth
er E
xpen
ses:
SHIB
A/SM
P Ev
ent
-
8,
000
5,
072
6,
300
4,
517
-
-
-
-
Staf
f/Vo
lunt
eer R
ecog
nitio
n1,
633
3,
600
3,
368
3,
800
3,
421
4,
100
4,
100
4,
433
33
3
Bigg
er s
taff
, inf
latio
nD
ues/
Lice
nses
37,8
79
24
,000
22,3
05
25
,205
27,5
58
26
,000
26,0
00
28
,000
2,00
0
W
4A, n
4a, G
SI, o
ther
Subs
crip
tions
21
0
50
0
60
10
5
-
10
5
10
5
-
(1
05)
Writ
e of
f of p
revi
ous y
ear r
ecei
vabl
es9,
742
-
-
-
-
-
-
-
Bank
/cre
dit c
ard
fees
1,08
2
1,84
5
1,52
4
1,95
0
1,19
6
1,95
0
1,95
0
1,65
0
(300
)
Co
nexu
s Sta
rt-u
p Ex
pens
es
1,20
0
24,2
56
-
-
-
-
-
-
O
ther
Mis
cella
neou
s4,
341
11
,749
306
61,2
90
47
1
5,
500
25
,689
59,1
89
33
,500
L
arge
r unc
omm
itted
fund
s in
2018
Tota
l Oth
er E
xpen
ses
54,8
87
50
,894
56,8
91
98
,650
37,1
63
37
,655
57,8
44
93
,272
35,4
28
Tota
l Non
-Pay
roll
Expe
nses
1,02
2,27
1
1,
126,
490
1,02
9,10
1
1,
180,
962
993,
898
1,13
9,34
0
1,
154,
129
1,25
3,40
4
99
,275
M
ajor
Equ
ipm
ent
40,3
28
5,
000
To
tal D
irect
Exp
ense
s $5
,668
,076
$6,1
31,1
64$5
,852
,642
$6,4
60,7
00$6
,068
,115
$6,6
56,5
01$6
,789
,465
$6,9
13,5
42$1
24,0
77
Adm
inis
trat
ive
Allo
catio
n-
-
-
-
-
-
Al
l Adm
in. A
lloca
ted
to D
irect
Exp
ense
sTo
tal E
xpen
ses
$5,6
68,0
76$6
,131
,164
$5,8
52,6
42$6
,460
,700
$6,0
68,1
15$6
,656
,501
$6,7
89,4
65$6
,913
,542
$124
,077
All
incr
ease
s co
vere
d w
ith a
dditi
onal
fund
ing
AGING & LONG TERM CARE OF EASTERN WASHINGTON
PMC Executive Committee Memo EC18-10
March 22, 2018
TO: PMC Executive Committee FROM: Lynn Kimball, Executive Director RE: Response from Spokane County BACKGROUND
Please see attached a letter from Spokane County in response to the Governing Board’s request
for them to provide their full contribution to the Council of Government. Spokane County has
paid $18,500 of the $34,107 requested in match obligations per the interlocal agreement.
Art Swannack, Governing Board Chair and Whitman County Commissioner, would like the
Executive Committee’s feedback on the following approach:
1. I would communicate that while Payment of their obligation under the interlocal is not
contingent upon the requested information, ALTCEW can provide the census information within
current estimates of seniors in the Spokane County cities named.
2. Amendments to the interlocal agreement would be entertained upon receipt of a written
request to join ALTCEW by the legislative body of the city requesting membership and
conclusion of subsequent negotiations regarding governing board and PMC representation and
financial contributions commitment.
3. ALTCEW'S executive director and governing board are not the primary recruiters of new
members, rather the current member government requesting to add members from within
their jurisdiction must take on this task. The Executive Director's job is to manage and oversee
current daily operations of ALTCEW and maintain communication with the service area and the
Governing board members' job is agency oversight. Also note that other board members reside
outside the boundaries of said jurisdiction and have little persuasive ability. I am sure help
could be offered by one or more board member in appropriate circumstances such as
supporting a presentation by the lead member at a city meeting or some similar event.
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