EARLY INTERVENTION PROGRAM (EIP), FAMILY SUPPORT (FSP) AND COMMUNITY OPTIONS PROGRAM (COP) ADVISORY COMMITTEE

MARCH 20, 2014

Members Present: Amie Krueger, Dave Neumann, Eileen Lamm, Linda Kirchner, Jenni Boelter, William Gonwa

Members Absent: Sue Johnson, Sue Otterson, Steve Wowzynski, Jeanne Gehrke, Flonnie Pliska

Others Present: Jenny Shanak, Beth Hintz

Handouts Available: Family Support Program Statistics 3/20/2014, Early Intervention 2013 End of Year Report, Family Support Program Parent Feedback Questionnaire, Waupaca County 2012-2014 Family Support Program Plan, Waupaca Family Resource Center Winter 2014 Classes

Bill Gonwa amended the Agenda to include Approval of Minutes.

I. Call to Order: Linda Kirchner called the meeting to order at 4:36 pm.

II. Introductions and Overview: Each member was asked to introduce themselves. Bill Gonwa is filling in for Shannon Kelly and Jenni Boelter is filling in for Nicole Lauritzen.

Bill briefly reviewed the purpose of the Committee which is to oversee three programs: Early Intervention Program, Family Support Program, and the Community Options Program. The Committee needs to meet four times each year. 50% of the Committee needs to be made up of parent members. Four members are no longer able to serve on the Committee. This Committee makes recommendations to the Health and Human Services Board.

Motion made by Linda Kirchner, seconded by Jenni Boelter to recommend Jennifer Shanak be added to the EIP/FSP/COP Advisory Committee as a parent member. Motion carried. ACTION REQUIRED

IIA. Approval of Minutes:

Motion made by Amie Krueger, seconded by Eileen Lamm to approve the minutes from the May 23, 2013 meeting. Motion carried.

Motion made by Bill Gonwa, seconded by Dave Neumann to approve the minutes from the September 26, 2013 meeting. Motion carried.

Motion made by Dave Neumann, seconded by Eileen Lamm to approve the minutes from the December 12, 2013 meeting. Motion carried.

III. Family Support Program – Bill Gonwa reviewed the following information:

FAMILY SUPPORT PROGRAM STATISTICS – 03/20/14

$52,668.00 – 2013 Base Allocation

+$495.00 – Final carryover from CY 12

-$4,833.00 – Administrative costs (10 percent)

$48,330.00 – Money available for direct services in 2013

2013 Family Support Final Report:

There are currently 30 names on the Family Support funding list. This includes one high-needs child that is utilizing Family Support funding as “match” for the CLTS Waiver program. This particular child will be aging out of the Family Support Program in August ’14 and his slot will then become available for another child. (The Family Support Advisory Committee previously authorized the use of Family Support funding as “match” for up to four high-needs children on the CLTS Waiver.) The other three slots are currently open and available for other high-needs children and will be utilized if needed in 2014.

The following is a breakdown of the activity that has occurred during 2013:

• 49 children were served with Family Support funding in 2013. (This is 2 children less than 2012 which had the highest number of children ever served in one year by the program.)

• 39 of the children who were served by the Family Support Program were also open on the CLTS waiver and received limited funding to pay for services not covered by the CLTS waiver.

• All of the children on the FSP funding list received letters inviting them to participate in the 2013 FSP funding year.

• 9 families declined FSP funding in 2013 but requested that their child remain on the funding list for next year.

• The 2013 Parent Feedback Questionnaires were mail out to families in January ’14. A total of 25 surveys were returned. The results of the surveys will be discussed later in this meeting.

All of the $48,330.00 that was available for direct services in 2013 was spent. In fact the program was overspent by $70.65. There will be no carry-over funds from 2013 in the 2014 budget.

2014 Family Support Update:

The base allocation for 2014 is $52,668.00. After the administrative costs are subtracted, there will be $47,880.00 available for direct services.

Letters were sent out in January to the first 13 families on the FSP waiting list inviting them to participate in the 2014 funding year. Follow-up letters were sent out in February to families who did not respond to the initial funding letter. Two families responded and declined funding for 2014, but requested that their child remain of the FSP funding list in case future needs arose. Eight families responded and requested funding in 2014. Of these, two families have been met with and are currently receiving funding. The other six families will be met with in the next several weeks. One last attempt will be made to contact the remaining three families that did not respond to either of the funding letters before removing their child’s name from the waiting list. There are currently 22 children who are open on the CLTS Waiver that are also open and receiving FSP funding for services not covered by the waiver program.

Every three years the State requires a new Family Support Program Plan. The other two years an update is required. We are presently under the 2012-2014 Plan and only require an update this year. There were only a few updates to the Plan which appear in bold print. Page 1 - Shannon Kelly became the Family and Community Services Division Manager effective 6/25/12. Shannon later assumed the responsibilities of being the Family Support Program Coordinator on 7/5/13 after the retirement of Bill Gonwa from Waupaca County DHHS. Page 5 – Currently the waiting list for COP funding as “matching funds” for the CLTS Waiver Program is approximately six months to one year long.

A motion was made by Eileen Lamm and seconded by Amie Krueger to approve the 2014 Family Support Program Plan updated 3/6/2014. Motion carried. ACTION REQUIRED

Bill has submitted the plan to the State. The Plan will now go to the DHHS Board for approval.

Results of the 2013 Parent Feedback Questionnaire were briefly reviewed. Responses raised some concerns about how the program was administered in 2013. Due to a time shortage, members were asked to review the survey results for discussion at the next meeting. Shannon Kelly will be back for the next meeting. Feedback from this survey is very important in order to make the program better. Dave Neumann commented on the overwhelming number of positive responses. The Committee recommendations are very important as these affect the decisions made by the WCDHHS Board.

IV. Early Intervention Program - Jenni Boelter reviewed the following information:

2013 End of Year Report

Number of children served: These are children who have had or have open Individualized Family Service Plans (IFSP). This does not include children who received developmental screens, did not qualify for services, or families who choose not to accept services.

Quarter	2013	2012	2011	2010	2009	2008
Jan, Feb, March	79	69	91	69	63	32
April, May, June	77	59	85	80	72	47
July, August, Sept.	76	64	78	85	65	60
Oct, Nov, Dec.	68	70	76	82	63	60
Total number of children served per year	116	117	134	122	103	74

Number of referrals: This includes children who were referred for an evaluation or a developmental screen or were lost to follow-up or denied a screen and/or evaluation.

Quarter	2013	2012	2011	2010	2009	2008	2007	2006	2005	2004
Jan, Feb, March	27	33	31	32	44	25	24	17	31	37
April , May, June	32	34	23	20	17	29	29	21	24	30
July, August, Sept.	31	33	32	25	17	36	29	24	32	20
Oct, Nov, Dec	30	36	29	31	21	44	23	34	28	23
Total for year	120	136	115	108	99	134	101	96	115	110

Number of Children Screened: Of the referrals received, these are the number that a developmental screen was completed first instead of doing an evaluation first. A developmental screen does not determine eligibility for services; rather it provides information if an evaluation is needed or if the child is developing age appropriate skills.

	2013	2012	2011	2010	2009	2008	2007	2006	2005	2004	2003
Jan, Feb, March	7	4	4	7	23	21	27	17	48	34	N/A
April, May , June	1	2	4	3	6	10	12	8	4	23	N/A
July, August, Sept	6	2	5	4	4	15	12	15	6	9	N/A
Oct, Nov, Dec	2	1	7	7	11	37	34	70	26	42	N/A
Total	16	9	20	21	44	83	85	110	84	108

Number of Children Lost/Denied: Of the referrals received, these are the number that were lost to follow-up or denied a screen or evaluation.

	2013	2012	2011	2010
Jan, Feb, March	5	8	2
April, May, June	11	4	6
July, August, Sept	6	8	5
Oct, Nov, Dec	6	3	4
Total	28	23	17	26

Number of children referred due to CAPTA (Child Abuse and Treatment Act of 2004) compliance: Of the referrals received, this is the number of CAPTA referrals. This act requires the referral of children ages birth to three to the Early Intervention Program who are abused or neglected (no tracking before 2005)

Number of Two-Year-Old Children Screened at Child Developmental Days: Not all school districts screen two-year-old children, but the ones that do, we help screen these children.

School District	2012-2013	2012-2013 School Year	Number of 2-year-olds-2011-2012 School Year	Number of 2-year-olds-2010-2011 School Year
Weyauwega Fremont	1/27 and 1/28/14-5 two year olds	1/28 and 1/29/13-7 two-year olds screened	January 2012	17
Manawa	Scheduled for 4/14		Oct 2011-was not held this year will be held in March 2012	5
New London	10/22 and 1/20/14-27 two year olds screened	10/17/12-15 2-year olds screened 1/16/2013-21 2-year olds screened	Oct 19, 2011-12 Jan 25, 2012 & March 7, 2012	50 (8 referrals to EIP)
Clintonville	11/1/13-13 one- two year olds	11/2/12- 6 1-year olds and 12 2-year olds	5-under 2 11-2 year olds	8-1 year olds, 15-2 year olds

Number of families who declined services or were not found eligible (after receiving an evaluation):

	2013	2012	2011	2010	2009	2008	2007	2006	2005
Jan, Feb, March	1	2	1	1	13	11	8	5	4
April, May, June	2	6	2	4	6	7	7	4	6
July, August, Sept	4	5	1	3	3	8	5	4	8
Oct, Nov, Dec	7	2	0	1	5	12	12	7	7
Total	14	15	4	9	27	38	32	20	25

Child Count: October 1 Count: This is a point in time calculation of children/families who have a current plan and have accepted services. It does not count children who are in the process of obtaining services. Partial funding from the state and Federal government for B-3 services are calculated from this point in time.*2007 Date Changed to October 1 from December 1:

2013	2012	2011	10	09	08	07	06	05	04	03	2002	2001	00	99	98
59	54	60	64	50	48	44	52	47	64	49	60	49	55	43	43

Revenues:

1. Targeted Case Management:

	2013	2012	2011	2010	2009	2008	2007
Jan, Feb, March	$8,043.02	$5,903.63	$7158.93	$2500.34	2930.96	2948.23	6380.46
April, May, June	$7,467.10	$4,445.39	$4139.94	$4399.42	5712.35		6523.52
July, August, September	$4,395.47	$5,199.51	$6915.45	$5417.68	$7729.06		6781.63
October, Nov, Dec	$5,840.99	$4,131.68	$5803.03	$7688.22	$7540.57		2616.83
Total	$25,746.58	$26,963.21	$24017.35	$20005.66	$23,912.94	15057.77	22302.44
Budgeted amount	$24,000.00	$21,500.00	$21500.00	$20743.00	$35,000.00	35000.00	$26,067.0
Difference	+$1,746.58	+$5,463.21	+$2517.35	-$737.34	-$11087.06	-19943.00	-$3764.56

2. Cost Share from parents:

	2013	2012	2011	2010	2009	2008	2007
Jan, Feb, March	$415.00	$540.00	$1565	$2325*	1865.00	720.00	775.00
April, May, June	$1,115.00	$915.00	$1670	$1710	892.19	445.00	2065.00
July, Aug, Sept	$1,530.00	$750.00	$960.00	$2085	$980.00	1475	1690.00
Oct, Nov, Dec	$1,340.00	$1960.00	$1120.00	$1520	$860.00	2510	1290.00
Total	$4,400.00	$4,165.00	$5315.00	$7640	$4597.19	5150.00	5820.00
Budget	$3,500.00	$6,000.00	$6000.00	$6600.00	$4000.00	4000.00	3500.00
Difference	+$900.00	-$1,8535.00	-$685.00	+1040	+$597.19	+1150	+2210

* One family pays for the entire year of their cost share at one time.

3. Insurance Revenue (as of 2/21/13):

Medical Assistance:	2013	2012	2011
Total	$55,968.92	$69,683.30	Data for year not available
Budget	$40,000.00	$35,000.00
Difference	$15,966.92 (+)	$34,683.60

Private Insurance	2013	2012	2011
Total	$8,680.55	$17,331.49	Data for year not available
Budget	$20,000.00	$22,900.00
Difference	$11,319.45 (-)	-$5,568.51

EIP/FSP/COP Advisory Committee Report

3/20/14

DATA (10/1/13 through 12/31/13)

Number of Children Served (had or have an open IFSP): 68

Number of Referrals: 30

Of the 30 referrals, none were CAPTA referrals

12-Eligible and accepted services

1-Lost to Follow-up

1-Transfer to different county(child moved after initial referral)

2-Screen only

5-Family denied a screen or an evaluation

0-Screen being completed by Healthy Beginnings

0-Already receiving services

0-Child was over 3 years of age

1-Still in the process of screening, evaluation, or IFSP

4-Did not qualify

3-Eligible but denied services

1-Referred to school, close to three years old

0-Referred to wrong county, forwarded the referral

0-Transfer from another county

Child Development Days:

New London 10/22/13: 11 two year olds screened

Clintonville 11/1/13: 13 two year olds screened

New London 1/20/14: 16 two year olds screened

Weyauwega Fremont: 1/27/14 and 1/28/14: 5 two year olds screened

Other: Waupaca Family Resource Center, October 2013: 3 screens completed

Targeted Case Management: $5,840.99

Cost Share: $1,340.00

Insurance Reimbursement for Therapy: $24,025.29

B-3 UPDATES (12/12/13-3/20/13)

PROGRAM UPDATES:

· State Updates/Governor Initiatives: We continue to await information on the waiver/SPA plan.

-There are currently no updates from the state. Regional meeting will be occurring in May.

· Program Self-Improvement: We will be having training on April 29^th on the Primary Provider Approach to Teaming so that we can implement the intervention approach in summer of 2014.

· PIPP (Programs In Partnership Plan) As our on-site is completed we will be meeting with Rene to update our plan. The update most likely will be scheduled for some time in April or May.

STAFF UPDATES:

· Alison Fries, LTE position will end at the end of this month as we are currently fully staffed. It has been beneficial partnering with Alison, and we will continue this partnership in various capacities after the LTE ends.

TODDLE TIME/FAMILY RESOURCE CENTER:

· Toddle Time will be reviewed again in late spring early summer and decisions will be made if we will be able to continue the program or say goodbye to the program at this time.

· Family Resource Center is starting to prepare for their second annual walk: Waupaca Walks for Children.

V. Schedule Next Meeting – The next meeting date is Thursday, May 15 at 4:30 pm in the UW-Extension Conference

Room.

VI. Adjourn – Jenni Boelter made a motion to adjourn the meeting, seconded by Eileen Lamm and motion carried. The

meeting was adjourned at 5:45 pm..

Submitted by,

Beth Hintz, Clerk Typist

Jan, Feb, March

April, May, June

July, August, Sept

October, Nov, Dec