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Virginia League of Social Services Executives Meeting of the Board of Directors

July 13th, 2016 The Omni

Charlottesville, Virginia

Board Members Present (24): Executive Committee Present ( 6 ): Cathy Pemberton (President), Andy Crawford (1st Vice President), Rick Verilla (2nd Vice President), Sherry Flanagan (3rd Vice President), Larry Lindsey (Treasurer) and John Holtkamp (Secretary).League District Representatives Present ( 15 ): Susann Light (1), Randy Blevins (3), Sherry Nipper-Williams (4), Valerie Ward (9), Janice Allen (10), Ginny Huntington (11), Debbie Burkett (13), Dorothy Newcomb (14), Jon Martz (15), Michael Muse (16), Vanesa Livingstone, (17), Anne Mitchell (18), Ray Spicer (19), Rusty Jordan (20) and Wanda Rogers (21 & 22).Affiliate Organization President’s Present ( 3 ): Elaine Burgess (BPRO), Jewell Wolfe (POSSESS) and Blair Smith (VASWP).

Board Members Absent (6):Executive Committee Absent ( 1 ): Alan Hogge (4th Vice President)League District Representatives Absent ( 6 ): Rex Tester (2), Joyce Earl (5), Meredith Downey (6), Carla Taylor (7), Tabitha Kelly (8), and John Moody (12). Affiliate Organization President’s Absent ( 0 ):

Quorum for a Board of Directors Meeting: This requirement was met (A third of the League members of the Board of Directors shall constitute a quorum - Bylaws - Article VI, Section 7). The requirement was 10 for this meeting. There were 21 present (Affiliates are not counted for purposes of quorum; Bylaws - Article VI, Section 1).

Additional League Members Present (29): Phyllis Savides (Albemarle), Suzanne Chis and Linda Dell (Alexandria), Suzanne Adcock (Alleghany/Covington), Martha Pullen (Amelia), Kimberly Sobey (Bland), Lisa Linthicum (Campbell), Teresa Hodges (Carroll), Diane Kuknyo (Charlottesville), Rose Mastracco (Dinwiddie), Barbara Antley, Liz Henry and Lisa Tatum (Fairfax), Kimberly Mabe (Fluvanna), Anthony G. Isom (Grayson), Tamara Temoney (Hanover), Don Driver (Harrisonburg/Rockingham), Pam Barton (Isle of Wight), Trevor Hensley (Lee), Tamara Rosser (Lynchburg), Valerie Ward (Madison), Tiffany Gordon (Mathews), Rebecca Morgan (Middlesex), Rebecca Morgan (Middlesex), Roma Morris (Prince Edward), Carolyn Hubbard (Scott), Beth Oliff (Shenandoah Valley), Michelle Stivers (Southampton), Chequila Fields (Sussex).

Others Present (1): James Pickral (Lobbyist)

Call to Order: President Cathy Pemberton as Chair called the VLSSE Meeting of the Board of Directors to order at 1:12 PM on Wednesday, July 13th.

Welcome: The Chair welcomed members of the League and Guests to the Membership Meeting. Attendees were reminded to sign in. Two new Members were introduced:

Teresa Hodges - New Director in Carroll County and Beth Oliff - Assistant Director in Shenandoah, covering for Carla Taylor.

League Planning District Representative Reports:It is important for District Representatives to know and remember: They are expected to hold at least quarterly meetings within their Districts. They play a vital role in communication within the League, sharing League information out

to the Membership and bringing Membership concerns to the League. They constitute a significant majority of the Leagues’ Board of Directors (21 of 31 positions).

Their attendance at League Board and Membership functions is crucial. A League District Representative who misses two consecutive Board meetings without

notice shall result in notice to the District members of the need for a Special Election to select a new representative.

The Chair asked for reports from the Planning District Representatives.1. Susann Light – Present: Continuing to meet on a routine basis. Many and varied topics

with good discussion (Personnel, Medicaid and Legislation have been recent topics). All going well.

2. Rex Tester – Not Present: No Report.3. Randy Blevins – Present: They are meeting monthly. Many and varied topics with good

discussion. All going well.4. Sherry Nipper-Williams – Present: Nothing to report5. Joyce Earl – Not Present: Suzanne Adcock reports they have had a couple of meetings

with discussion about a variety of topics.6. Meredith Downey – Not Present: No Report.7. Carla Taylor – Not Present: Beth Oliff reports they have received State funding for

Substance Abuse training. Effort is based upon a model developed in California. 8. Tabitha Kelly – Not Present: They have met, however not very much to report.9. Valerie Ward – Present: They have been meeting, focusing upon putting various ideas

into Action Plans.10. Janice Allen – Present: They meet routinely and met just last week. Their attendance

and size of their meetings vary, however generally good attendance. They have good discussion at their meetings on a variety of topics. Recent discussions have been on Personnel and pay issues (equity, etc.), partnering with local Law Enforcement and with the Commonwealth Attorney, among other topics.

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11. Ginny Huntington – Present: They meet every other month. Their discussions are pretty wide ranging and reflect many of the issues already pointed out by other District Representatives. They have begun a ‘Safe Families’ pilot project in the District. The effort is to divert kids from Foster Care.

12. John Moody - Not Present: No report. 13. Debbie Burkett – Present: They have not met recently. There are many challenges.14. Dorothy Newcomb – Present: They continue to meet every month for breakfast. It

remains a wonderful opportunity to share and develop strategies to address shared issues. They cover many of the same topics already brought up. Funding, VIEW programming and Quality Improvement grants have been recent topics. They realized at a recent meeting that they represented 240 years of combined experience in the field!

15. Jon Martz – Present: They met on April 5th and plan more meetings, although they have not yet had another meeting.

16. Michael Muse – Present: They meet the first Monday of each month. The meeting location rotates about the District and the discussions are very helpful. They have presentations arranged for the meetings. Topics and Speakers have included: Regional Farmers’ Market, Court Services, Regional TANF Employment Grant, Leadership Training. They have most recently focused upon Quality Improvement, Child Care and Fatherhood Initiatives.

17. Vanessa Livingstone: – Present: They meet together with PD 18 (Anne Mitchell). They discuss a variety of topics, including; Foster Care project, TANF grant, Court Services project, ‘Bridges out of Poverty’, Homelessness grant, etc.

18. Anne Mitchell – Present: See report above for PD 17. They share meetings.19. Ray Spicer – Present: They meet on a quarterly basis. Discuss various issues including

Staffing ratios, Pay ranges, Prisoner Re-Entry, CommonHelp apps, Petersburg issues, Training No Show reports (changes), etc. Discussions are good and helpful.

20. Rusty Jordan – Present. They met in conjunction with the May Conference. They plan to meet quarterly in conjunction with the Eastern Regional Director’s meetings.

21. (and 22) Wanda Rogers – Present. They have not met since March and are planning a meeting in August.

Minutes: The Minutes of the prior meeting of the Board of Directors (May 5th) had been sent to the Membership and posted on the League Website for review.

A motion by Sherry Flanagan, seconded by Larry Lindsey to approve the minutes of 05/05/16 as presented passed with one dissenting vote.

Treasurer’s Report: Treasurer’s Report for FY 2016 (July, 2015 through June, 2016) had previously been posted on the League Website for Review. Highlights from that material include:

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The League realized Revenues in the amount of $137,294.41 in FY 2016. Revenues were primarily in Local and Regular Dues (Total of $63.150.00), in Conference Registration fees ($29,450.00) and in Conference Sponsor fees ($10,860.00). Revenues included the transfer from the League’s Money Market of $22,618.21 (less than the $30,000 approved by the Membership on May 6th, 2016).

The League expended $137,294.41 in FY 2016. Expenses were primarily for Conferences ($59,219.83), Legislative/Lobbyist ($37,440.00) and Quarterly Board Meetings ($12,864.03).

Revenues balanced Expenses at $137,294.41. The League’s Checking Account balance was $6,705.99 at the beginning of the fiscal year

(7/1/15) and was $9,924.57 at the end of the fiscal year (6/30/16). The month’s end balances ranged from $574.56 (12/15) to $18,049.78 (04/15). The month with the highest level of expenditures was November ($40,171.25). The lowest expenditure month was April ($4,231.89). A total of $140,000 was transferred from the Money Market to the Checking Account through the course of the fiscal year.

The League’s Money Market balance was $73,900.31 at the beginning of the fiscal year (7/1/15) and was $50,038.34 at the end of the fiscal year (6/30/16). The month’s end balances ranged from $34,668.70 (11/15) to $91,690.93 (03/16). The month with the highest level of debits was November with $40,000.00. The lowest debit month was March with $0.00. A total of $140,000 was transferred from the Money Market to the Checking Account through the course of the fiscal year.

League Treasurer Larry Lindsey made especial mention of two items:1. Dues are due on July 31 and2. The League membership voted to move ‘up to $30,000 from the Money Market account

to Checking. It was only necessary to move $22,618.21.

President’s Report: The President reported upon several situations:

4 th Vice President vacancy: There is a need to address the situation with the vacancy in the position of the 4th Vice President. The President reported the Executive Committee had met and developed recommendations for the Board to consider. These recommendations are in the form of two formal motions from the Executive Committee and as such do not require a confirming ‘second’. The motions:

The Executive Committee makes the motion that the Board of Directors accept the resignation of Alan Hogge from the position of 4th Vice President. This motion passed unanimously.

The Executive Committee makes the motion that the Board of Directors appoint Diane Kuknyo to fill the unexpired term of 4th Vice President. The motion passed unanimously.

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Diane Kuknyo was congratulated and thanked for her willingness to resume the duties of the 4th Vice President.

MA Applications and the CPU: The President noted that just this week (Monday, July 11th) a Broadcast (9843) had been issued. The Broadcast was from Tom Steinhauser, Director of Benefit Programs from VDSS. The second page, item # 4 was entitled “Changes Made to CoverVA Processing Unit (CPU)”. There were seven bullets, of which the first was of primary concern “CommonHelp MA only applications will be routed to the CPU instead of the LDSS for processing . . .” This of course leads to concern about workload being reduced for the LDSS agencies. This could lead to reduced needs for Benefit staff at the LDSS agencies. The President reported this issue is significant and on the ‘radar’ of the League. She did a review of her own County’s Medicaid Caseload to see how many Medicaid Applications came in as ‘Medicaid Only’ (not linked to SNAP or TANF applications). She found that 32/71 were ‘Medicaid Only’ application (45%). This is on the agenda for a meeting with Secretary Hazel next week. There is the possibility that the Secretary thought he was doing ‘CoverVA’ (with many resources) and the LDSS’s (screaming for a lack of resources) both a favor by diverting these cases!? The issue was given to those in attendance for discussion. There were many and varied responses and reactions. Reports were made of combined SNAP/MA applications being pulled from LDSS mailboxes (electronic), the SNAP application stripped off, the Medicaid Application completed, then sent back to the LDSS with the SNAP application now overdue. Concern was expressed that there has not been a concerted effort to tie errors to source. If the CPU throws a case into ‘pending’ status, it still shows up on the Locality’s tally. It does not matter who is responsible, it appears to always fall back on the localities to hold the blame.

Strategic Planning: The recent emphasis upon Leadership Training has led (in part) to consideration by the Executive Committee of the benefits of Strategic Planning. The concept is that ‘Leaders Lead’ however it is necessary for Leaders to know where they are going! This is where Strategic Plans enter the picture; establishing Vision, Mission, setting long and short term goals, etc. The Executive Committee was in consensus this was a valid issue and a good idea. The concept would be to retain a facilitator, have a Retreat for the Executive Committee to put substance to the concepts. The Board to designate this as a ‘Charge’ to the Executive Committee. There was a formal motion from the Executive Committee:

The Executive Committee is to advance the process of Strategic Planning for the League. The motion passed unanimously.

The President asked for reports from the Vice Presidents:

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First Vice President (Andy Crawford) Committees: There may be a need to have another round of training for Committee Chairs. Several Committees have new Chairs. It is also important to make sure that Committee Chairs Agency dues are paid up to date. We recently established an expectation that only League Members could be League Chairs and as such, their dues must be paid. Committee Chair Training would tentatively occur on October 5th, prior to the October Board Meeting. Committee Reports and Charges will follow the other Vice President’s reports.

Second Vice President (Rick Verilla) Affiliates: Rick reported that he has had the opportunity to visit with leadership of all three affiliates. He has noted a recurring issue with all three is Membership and Support from individual Directors for Affiliate membership and activity. VaSWP (Virginia Association of Social Work Practitioners): President Blair Smith reported

there are no ‘Major Issues’ pressing the organization at this time, there are a variety of issues and concerns. They are trying to determine areas to focus upon over the next two years; to determine the ‘Why’ for membership. An important area (as mentioned by Rick Verilla) is the actual number of members. They currently have approximately 300 members. Nine years ago they had more than 600. They are unsure if this is an issue of apathy, lack of concern, overwork or some other cause or combination of causes. Ms. Smith noted that she is President because ‘quite candidly, no one else wanted it!’ President Cathy Pemberton asked ‘What can we do to help?’ There is a need for Directors to encourage membership in the affiliates. Make sure new Directors are aware of the affiliates and encourage membership and participation.Training issues were raised by Andy Crawford and Rick Verilla, specifically in regard to Child Protective Services (CPS). There is a very real concern being raised by the state that considerable numbers of CPS staff are in the field, conducting Child Abuse Investigations and Assessments without having completed mandatory training. The figures are that in the past several years, this proportion approaches 50% of CPS staff are not fully trained in what they are doing. This is especially concerning as this is an extremely high priority area with significant risk for the safety of children and the integrity of families, not to mention liability of having untrained staff making critical decisions as to whether to leave or remove a child in a home. It was shared that the Professional Development Committee (Ray Spicer) is looking at this as a priority with Alex Kamberis.Rick shared that Susan Jones who is the HR chair for VaSWP asked him via email if the Affiliates could use material from the League website, essentially transfer material from the VLSSE website to the VaSWP website. Initial reaction was positive, however with discussion it occurred that there are ‘discussion forums’ where matters are discussed with some degree of candor by League members. Lifting such materials or perhaps others out of context could have a chilling effect upon relations and upon website

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usage. There was also the issue of outdated materials lingering on the VLSSE website where the League has moved in a different direction subsequent to the production of a document. Further discussions are necessary.

POSSESS (Partnership of Office Services Support Employees in Social Services): President Jewell Wolfe reported POSSESS’ annual membership drive runs from July 1, 2016 through August 31, 2016. Membership dues are still $15 per person. For several years now several Regions have offered a variety of incentives in order to attract new members. The Northern Region continues to have a drawing to award a new member a $25 gift card, as well as providing a $25 gift card to a current member renewing his or her membership. Our wish is that the membership will increase greatly for 2016/2017, as well as an increase in attendance at the quarterly meetings and active participation in committees. Membership currently stands at 200. They continue to seek the support of each Director and Office Manager in encouraging eligible staff to become members of the POSSESS organization. They have received accounts of staff not being allowed to attend Conferences or other meetings. Ms. Wolfe stressed that membership means ‘participation’!POSSESS had good attendance at the 2016 Spring Conference in May with a total of 55 registrations for the full conference. Nine of these registrations were non-members. There were 12 one day registrations with seven of those being non-members. One workshop that POSSESS sponsored was “Come and Meet Your POSSESS Board”. This session had good attendance with several in attendance being previous members from the Central Region and the others in attendance being new members from other regions. One of the previous Central POSSESS members volunteered to be the Central Region President and several others also expressed an interest in taking an office. It appears the Central Region may soon return to viability. The Board will continue to provide all the support necessary to ensure things go smoothly and to avoid any conflicts/concerns among the members. POSSESS requests Directors and Office Managers get the word out that the Central Region is active and encourage folks to join, re-join. State elections were held. The State Executive Board:

o Jewell Wolfe, President (Northern); o Robin Morris, 1st Vice President (Eastern); o Bonnie Peery, 2nd Vice President (Northern); o Lisa Smith, Secretary (Western); and, o Ann-Marie Giannini, Treasurer (Northern).

BPRO (Benefit Programs Organization): President Elaine Burgess reported how much they appreciated the Mentoring Rick has provided for them. The Executive Board

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consists primarily of the various Committee Chairs. The new executive board began their term with a Retreat in Fairfax for training and team building. The retreat consisted of training and brain storming for new ideas for the upcoming term. The platform for this new term will be “Giving back to our members.” They had many good ideas and will be implementing them throughout the term. It has been a rough couple of years with changes of systems, policies and turnover. This is the start of a new membership year and they will be sending out flyers and reminders to join BPRO. They hope every Director is able to support BPRO participation in their agency. The next board meeting is in August at the Stonewall Jackson in Staunton Va. They will be offering committee chair training on August 2nd and the board meeting on August 3rd. They will have for the first time a guest trainer/speaker at the meetings. The hope is to ‘spice up’ their meetings, generate interest and even excitement. Due to the SNAP/TANF/Energy transition from ADAPT to VaCMS, they have chosen to shorten their fall conference this year and have a ‘No Fluff’ Conference. Their Fall Conference will be in Midlothian at the Doubletree on October 25th -26th. This is a joint conference with POSSESS AND VASWP. Tentatively they have a full day of workshops on the 25th and a half day of workshops the 26th. The breakfast on the 26th will include program updates from the state program Directors. They plan to return to the three day conference in the spring and are looking at the Roanoke area. Membership also remains a focus area. They currently have approximately 800 members. They have exceeded 1,000 members at least twice and would like to grow their membership to that level again.Their top two concerns are:

o MMIS Bridge Closing ando Broadcast 9843 issued on July 11th: This Broadcast has language (page two, item

# 4) that the CoverVA CPU will take over CommonHelp Medicaid Applications (currently handled by the LDSS’s).

President Pemberton reported that both of these issues are significant concerns and on the ‘radar’ of the League. She did a review of her own County’s Medicaid Caseload to see how many Medicaid Applications came in as ‘Medicaid Only (not linked to SNAP or TANF applications). She found that 32/71 were ‘Medicaid Only’ application (45%). This is on the agenda for a meeting with Secretary Hazel next week. There is the possibility that the Secretary thought he was doing ‘CoverVA’ (with many resources) and the LDSS’s (screaming for a lack of resources) both a favor by diverting these cases.

Third VP (Sherry Flanagan): League Meetings/Conferences: Sherry urged people to remember to attend the Reception at 5:30 PM in the Hotel Atrium. A local legislator who has been helpful to us will be in attendance plus several retired LDSS Directors.

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October Board Meeting will be October 6th and 7th at Smith Mountain Lake at 1271 Graves Harbor Trail in Huddleston. If you are comfortable sharing a space, the two bedroom condos have a lake view, if not, ask for a studio (Reservations call 1-540-297-4900). Committee Chair Training on October 5th.

November Membership Meeting will be Nov. 2nd, 3rd and 4th in Bristol, Details to follow. January, ‘17 Board Meeting will be at the Omni in Richmond, Details to follow. April, ‘17 Membership Meeting will be at the Hot Springs Homestead, Details to follow. May Conference may be in Winchester, Details to follow.

Fourth VP (Diane Kuknyo): New Directors: Diane reported there have been three new Directors since the May Membership meeting: Carroll County – Teresa Hodges Franklin City - Gwendolyn Wilson (Interim) Fauquier County – Mimi deNicholas (Interim)The President indicated the time had arrived for the Committee Reports and the parade of Committee Charges.

First Vice President (Andy Crawford) Committees: Andy reported that Roma Morris requested to present the Personnel Committee’s Charges first. Personnel Committee: Chair Roma Morris presented seven (7) Charges:

1) Monitor HR Manual Changes.2) Monitor Classification and Compensation Issues: Occupation Title Description (Review by

Sub-Committee), Position Types, Eligibility Modernization, Titen Compensation Plan.3) FLSA4) Workforce Development and Retention: Turnover analysis, Exit interviews, Succession

planning, Compensation practices related to retention New.5) Pursue Health Insurance Credit for LDSS Retiree: Monitor Cova Care for Locals.6) Performance Management: EPPE’s –More about Core Responsibilities, Performance

Management Training7) Time and Attendance: Explore different types.Charge # 2 was clarified as to ‘Title’ and ‘Compensation’. Charge # 5 will be transferred to the Local Administration Committee.

The Committee Charges came in the form of a motion from the Committee. No ‘Second’ was necessary. The Charges were unanimously approved.

Adult Services: Chair Barbara Antley reported that the first Charge ‘Monitor and participate in decision-making regarding the implementation of e-PAS’ has been completed. There are two (2) remaining charges:

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1) Monitor and participate in decision-making regarding the development and implementation of PeerPlace. The Committee has concerns about the multiple state data systems that are being required.

2) Advocate for new funding to support additional positions for Adult Protective Services.


There was a question with Care Facility situations of how Resident on Resident Abuse was handled. Discussion appeared to reflect some divergence in practice. Barb indicated they were meeting on July 14th (the next day) and would discuss this issue.

Awards: Chair Kimberly Sobey reported two (2) Charges:1) Monitor pending retirements and remind members to submit information for

retirement gift from VLSSE.2) Review submissions for VLSSE Awards and present at the Spring conference.


By-Laws: Chair Martha Pullen reported the carry-over of three (3) Charges and the addition of a new fourth (4th) Charge:1) Review the bylaws as necessary in order to determine recommendations for

amendments.2) Ensure that the current bylaws are posted on the League website.3) Ensure there is at least one member of the Board of Directors appointed to serve on

the committee.4) Perform an annual review of the Bylaws & Policies and Procedures. New.


Child Care: Chair Pam Barton and Committee Member Rose Mastracco presented eleven (11) Charges:1) Promote Virginia Quality and support the continued funding of the Child Care

Quality Initiative (QI). 2) Ensure support and information sharing between TANF/VIEW and Child care as

needed.3) Encourage joint TANF/VIEW/ESP meetings with Child Care as needed.4) Partner with others with similar goals/mission to introduce and support legislation

supportive of the Child Care Program and Virginia families.

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5) Support line staff through education, information sharing and leadership.6) Monitor Payment Accuracy Reviews.7) Continue exchanging information discussed at monthly meetings.8) Advocate for increased communication and process improvement with the vendors

to better serve our families.9) Support Engaging Families for Success (EFS).10) Continue to promote self-sufficiency though employment.11) Monitor and advocate for timely system changes that align with child care.There was discussion of adding a Charge to ‘Assist Localities in monitoring child care services and in providing appropriate information to consumers’. The language will be finalized by the Committee for inclusion as an additional Charge.Chair Pam Barton alerted members that if an Appeal is successful and it is determined that the locality made an error, the locality would have to pay the discrepancy out of ‘local only’ funds.


Child and Family Services: Chair Rebecca Morgan presented four (4) Charges:1) Identify child welfare work groups and actively work with our state partners to

assure CFS representation in the development of the implementation plans for initiatives and programs (In conjunction with the Professional Development Committee).

2) Monitor the progress of the following and report concerns to VLSSE: Family Engagement, VEMAT, Adoption Assistance and Kinship Care.

3) Work with state partners to establish a more effective communication system regarding child welfare practice so that modifications to guidance is shared consistently statewide

4) Keep apprised of potential legislation that could impact child family services and establish appropriate work groups related to same (In conjunction with the Legislative Committee).


Children’s Services Act (CSA): Chair Phyllis Savides presented twelve (12) Charges:1) Cost-shifting from state programs: Monitor fiscal impact on localities from potential or

actual policy changes; make recommendations as needed.2) Mandated population definition: Monitor any developments to expand mandated

population and develop appropriate recommendations as needed (i.e. Fostering Futures, Family First, etc.).

3) Monitor and follow vendor rate trends.

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4) Research and advocate for ways to align OCS Policy with the VDSS practice model, guidance, and regulations. Identify emerging issues and seek opportunities to collaborate with OCS to achieve common goals (In conjunction with the Child & Family Services Committee).

5) Provide information for the VLSSE website.6) Maintain working relationships with VML, VACO, and VALHSO.7) Monitor and assess the improvements to DSS enhanced-CANS, UM, UR, Care Coordination

and develop actions as needed.8) Maintain awareness of statewide OCS audit findings and educate the VLSSE membership on

public availability of audit information. Identify mechanisms to utilize outcome data to improve local practice.

9) Automated data collection: Monitor and participate in state level developments on automated data collection and reporting by localities, including use of data elements to measure local program performance; make recommendations for VLSSE action as needed.

10) Monitor actions of SEC and SLAT.11) Advocate for adequate administrative funding (In conjunction with the Local Administration

Committee).12) Assess LDSS training needs for CSA and assist in collaborative response to meeting identified

needs (In conjunction with the Professional Development Committee).


Federal Committee: Chair Nannette Bowler was not present. No Charges were submitted for approval.

Financial Services: Chair Cindee Steinhauser was not present. No Charges were submitted for approval.

Legislative: Chair Suzanne Adcock presented five (5) Charges:1) To receive information on proposed or potential legislation and refer to the appropriate

standing committee for timely position statement.2) To communicate with membership, legislative positions of VLSSE content committees, and

to request participation by membership in support or opposition of positions.3) To educate legislators and staff about DSS-related issues, and to speak for or against specific

pieces of legislation or budget issues.4) To educate VLSSE members and DSS employees about effective methods for positive

legislative interactions and the importance of relationship-building with their legislators.5) To meet with legislators and other stakeholders to share information and work towards

common goals.


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Legislative Liaison James Pickral spoke briefly about the end of the year State Revenue report. Employees (State and Local) were to get a 2% raise on 12/1/16, contingent upon Revenues being received within certain parameters. They did not (missed by 0.6% which $166 million). So at this point, pay raises are not going to occur

Local Administration: Chair Don Driver explained that his Committee presented a total of 33 Charges, however ten (10) of are completed or otherwise not amenable to resolution. The remaining 23 Charges are:1) Expanded use of Medicaid: Explore expanding local agencies’ capacities to use

Medicaid funding to support programs and operations. Seek other funding opportunities through Medicaid. Explore how funding from DMAS, intended to reimburse local agencies for performing Medicaid eligibility determinations, ultimately reaches local departments. (Status: monitor)

2) Funding Flexibility: Work with state fiscal staff on development of methodologies to maximize flexibility in the use of funding at the local level. (Status: monitor)

3) Staffing: Continue activities with VDSS staff to develop and implement strategies to increase staff funding. (Status: monitor)

4) Funding Strategy: Lack of adequate funding for local agencies to meet their administrative and program requirements continues to be significant. The committee will continue to take lead on the development of a strategy to develop adequate funding. (Status: active)

5) Re-establishment of Chore and Companion Funding: Given the loss of Chore and Companion funds during budget reductions and given the criticalness of those funds in local agency efforts to maintain elderly and disabled individuals in their homes, explore the re-establishment of funds to support this program.

6) Administrative Funds Distribution Methodology: Committee is charged with the development of a methodology by which funds can be distributed to local agencies. Methodology should be based upon available data and provide for an equitable distribution of funds. (Status: active)

7) Potential Social Services Block Grant Reduction by Federal Government: The Committee became aware that the federal government was giving serious consideration to significantly reducing SSBG funds as part of its general budget reduction activities. The Committee will continue to monitor.

8) Sequestration: The committee will continue to work with our VDSS partners to understand impacts as they develop and communicate them to the membership. Determine item is no longer a potential impact upon LDSS.

9) Office Space Study: The committee worked closely with VDSS staff in the development and submission of the space study. Will continue to collaborate as funding becomes available. (Status: monitor).

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10) Strategic Plan Goal 6: The committee continues to partner with VDSS on goal 6 of the strategic planning, i.e. enhancing funding. In many ways, this goal mirrors current committee activities. (Status: active).

11) Sub-Recipient Monitoring: VDSS is responsible to monitor its sub-recipients (local agencies) as to proper expenditures of funds in relation to federal regulations. Committee will continue to work with VDSS to establish review processes and to assist in communicating lessons learned to local agencies. (Status: monitor)

12) Workload Measures: Critical to proper agency funding is the need for a workable viable workload measurement system. A consistently updated Hornby Zeller study continues to be a viable solution to this issue. (Status: monitor).

13) Audit Processes: Establish a clear understanding of state, federal, or local audits; how they are established, how they inter-relate, and who is responsible for each. Monitor audit directives and policy from standards setting bodies. Provide information to local agencies of upcoming changes and policies. (Status: monitor).

14) Health Care Reform Impacts: Research and assess the potential impacts of federal Health Care Reform legislation upon agency operations and services. The Committee will continue to monitor activities to date and the impacts of future expansion; were it to occur (Status: proposed).

15) Local Cost Allocation Plans: Assist local agencies in understanding local cost allocation plans. (Status: proposed).

16) Local Continuity of Operations Plan: Assist local agencies in understanding the development of their local plans. Look for examples of best practices. (Status: proposed).

17) Shelters and other emergency services in times of disasters: Work with VDSS and local agencies in developing an understanding of local agency operations and responsibilities in coordinating disaster assistance activities. (Status: active).

18) Record Retention Policy: The committee has been asked to review record retention policy of VDSS and State Archives to address inconsistencies in requirements. As well, discussion has occurred about VDSS’s need for the retention of IV-E related fiscal records for IV-E audits. VDSS needs records retained for a longer period of time than Archive requirements.

19) IV-E Review Processes: During summer of 2013, final approval was granted to the tiered formula for establishment of VDSS and LDSS responsibilities for IV-E case activity and fiscal issues. This methodology was approved by Sec. Hazel and Commissioner Schultze and communicated to local agencies. A schedule of review and support of local agencies by VDSS staff will be forthcoming. The committee will continue to work with VDSS to address issues that may arise.

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20) Audits and Reviews: The committee will begin exploring and discussing with VDSS staff the number and variety of audits and reviews conducted with local agencies. Of concern is the extensive number of processes, the redundancy of reviews, the impacts upon local agencies, and the actual value to agencies of the information provided.

21) Guns in the workplace: What are the legal and practical issues associated with maintaining a safe work environment given the emotional atmosphere (public and staff) found in local agencies, weapons (known or unknown) within an agency, and the legal parameters established for individuals (public and staff) to carry weapons?

22) Systems Integration Pilot Project: Over the last two years, an initiative has been developing to address the complex, automated and non-automated, redundant systems within which family services programs (CPS and Foster Care) operate. The results of these efforts has been a collaboration of several local agencies, VDSS, and Secretary Hazel’s Office to develop a pilot project through which an integrated system will begin within DSS programs to move to a system that is child/family centered providing the worker a single portal of entry through which data is entered and managed across the various exiting DSS systems. The intent of the pilot will be to offer the agencies within the pilot a new way of operating, while assisting VDSS in planning for the replacement of OASIS, which calls for an integrated system of operation, and lastly to produce a common platform of integrated systems that can be rolled out to all agencies after the pilot and upon OASIS replacement. The Administration Committee will act as lead committee for the League in this project.

23) 29 forms: The 29 forms initiative will become a sub-group of the Systems Integration Pilot.


Professional Development Committee: Chair Ray Spicer presented eleven (11) Charges:1) Collaborate with VDSS to assist in the redesign and implementation of the orientation

program for new LDSS Directors, previous referred to as the Local Directors Learning Experience (LDLE).

2) Continue to collaborate with VDSS to design and implement the Excellence in Leadership program.

3) Review and provide input regarding training activities and initiatives related to Eligibility Modernization.

4) Continue to collaborate w/the OCS to provide CSA, FAPT, and CPMT training.5) Review and provide input to VDSS on the development and implementation of the Child

Welfare Stipend program.

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6) Collaborate w/the State in satisfying IG request for training needs assessment, specifically for LDSS staff.

7) Collaborate w/the State in conjunction w/the Child and Family Committee to make changes to the current CW training program to help ensure LDSS staff receive and attend all required courses (In conjunction with the Child and Family Services Committee).

8) Explore more training opportunities regarding “trending issues” such as workplace safety, human trafficking; opioid addition.

9) In collaboration with VDSS and/or thru other sources, explore an evaluation system to better assess if training courses are producing positive and productive outcomes.

10) Collaborate w/State to help implement the Practice Profiles statewide.11) Collaborate w/Personnel Committee to develop staff onboarding process (In conjunction

with the Personnel Committee)


There was discussion of Charge # 2 (above) and the necessity for Managers and Supervisors referred to Leadership Training to be ‘ready’ for it and for the Agencies that send them to be prepared for them to exercise ‘Leadership’ upon their return.

TANF/Employment Services: Chair Jon Martz presented four (4) Charges:1) Work in cooperation with VDSS on administrative and management issues related to TANF,

VIEW and SNAPET Programs. Topics include program priorities, policies, funding, data collection, data reporting and program performance.

2) Work with VDSS on identifying personnel and training needs and resources for Employment Services Programs.

3) Monitor and make recommendations on proposed legislation for the TANF, VIEW and SNAPET programs.

4) Monitor and make recommendations on proposed legislation for the TANF, VIEW and SNAPET programs.


Technology/Website: This is not ‘officially’ a committee however Liz Henry presented a list of seven (7) items of which we need to be aware:1) Security Training deadlines: There are no ‘shortcuts’ to taking the training. It lasts 90

minutes and plan on the full 90 minutes. The deadline is August 25th. The point was made that 90 minutes of training multiplied by 7,000 employees statewide is equivalent to five years of work by one person 7,000 X 1,5 hours = 10,500 hours/2080 hours in a work year = 5.05 years. Ray Spicer, Chair of the Professional

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Development Committee recommended that his committee step offer to meet with VDSS Security Director, Barry Davis, on improvements for next year’s training.

2) Local Security Officer Training for Northern Region will be held August 24. Training will be held in Western and Piedmont Regions in September

3) The Pilot for VaCMS to move off ADAPT is underway. The SNAP pilot into VaCMS is unofficially going well.

4) OASIS will be replaced with the ‘Comprehensive Child Welfare Information System’ (CCWIS). A consultant was contracted to prepare the RFP. A project Steering Committee has been formed which includes three VLSSE representatives: Don Driver, Local Administration, Rebecca Morgan, Child and Family Services and Liz Henry, Technology Liaison. The project Kick Off meeting was July 12.

5) Clients are losing their CommonHelp applications in Agency Kiosks. There appears to be a system ‘glitch’. VDSS IT staff have been trouble shooting the issue and have a resolution. The issue impacts full support agencies.

6) VDSS Videoconferencing equipment is old and outdated resulting to connectivity issues. VDSS IT does not have staff to support this equipment going forward. The issue was discussed at IT Investment Board and the recommendation was for Robert Hobbelman to explore alternatives to videoconferencing e,g, Skype, FaceTime, Go-To- Meeting etc.

7) VITA/NG IT Key Dates Wav

eService RFP Issue

DateReponses

DueServices

Commence1 Messaging Feb 2016 April 2016 Nov 2016

IBM Mainframe March 2016 May 2016 Dec 2016

2Service Integration/Service Desk Aug 2016 Oct 2016 Nov 2016Server Storage Aug 2016 Oct 2016 Nov 2016Security Sept 2016 Nov 2016 Nov 2016

3Desktop Aug 2017 Oct 2017 July 2019Data/Voice Networks Feb 2018 April 2018 July 2019

Adjournment: The President adjourned the meeting at 4:50 PM on Wednesday, July 13th. President Pemberton reminded folks there was a Legislative Reception where we should express our gratitude for what was accomplished and our hopes for yet more accomplishments. State Partners will join us in the morning.

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