nd Allegan County Commission. Rob talked about the Open Meetings Act. There is no problem with board members discussing issues outside of meetings as long as a decision is not made

COMMISSIONERS Don Black 269-792-6446 dblack@ allegancounty.org Terry Burns 616-355-2525 tburns@ allegancounty.org SENIOR MEMBERS Judith Graff 269-637-2307 [email protected] Doris Hawkey 269-672-5181 Eleanor Nielsen George Smeenge 616-335-2106 [email protected] Naomi Whetzel 269-793-0132 MEMBER AT LARGE Theresa Lynn 269-686-8659 [email protected] Becky Rininger 269-673-0440 brininger@ allegancounty.org Sally Brooks 269-683-0260 sbrooks@ allegancounty.org Susan Gawaluch 269-561-4663 sue@lifehouse properties.com

Mission Statement “To serve seniors by developing and coordinating services that support their independence,

maintain their dignity, and preserve their quality of life”

A l l e g a n C o u n t y C o m m i s s i o n O n A g i n g

3255 122nd Ave., Suite 103 Allegan, MI 49010 269-673-3333 1-877-673-5333 269-673-0569 Fax http://www.allegancountycoa.org Chairperson: George Smeenge Vice Chairperson: Don Black

COMMISSION ON AGING MEETING – AGENDA Tuesday, June 16, 2009 – 1:30 p.m.

Spartan Room-Dept. of Human Services Building 3255 122nd Ave, Allegan, MI 49010

1:30 p.m. CALL TO ORDER: CONFIRMATION OF QUORUM:

COMMUNICATIONS: Received two to be discussed PRESENTATION: Jennifer Lemkuil, Alliance Medical Services APPROVAL OF MINUTES:

1. April 21, 2009 2. May 19, 2009

PUBLIC PARTICIPATION: APPROVAL OF AGENDA: INTRODUCTIONS: ACTION:

1. Suggested donation scale 2. Release RFPs for new services 3. COA recommendation regarding the Dept. of Senior Services and the Dept. of Veterans Services combining 4. COA recommendation regarding Director’s position

DISCUSSION:

1. Home address and phone number of COA members on County website

REPORTS / MISC:

1. Director’s Report-Tammy Grigg a. Monthly report- April

b. Financial summaries- March – May 2. COA calendar for June and July 3. Outreach Report-Rebekah Walton

ROUND TABLE:

ADJOURNMENT: NEXT MEETING: July 21, 2009 in Spartan Room


Mission Statement “Dedicated to serving Allegan County seniors by developing and coordinating services that support their independence, maintain their dignity, and preserve their quality of life”



Commission on Aging meeting minutes April 21, 2009 Spartan Room at the DHS Building Call to Order: Meeting was called to order by Chairperson George Smeenge at 1:35 pm. Confirmation of Quorum: Quorum was confirmed with 10 members present: George Smeenge, Don Black, Sally Brooks, Eleanor Nielsen, Judy Graff, Naomi Whetzel, Terry Burns, Theresa Lynn, Becky Rininger, and Susan Gawaluch. Excused absence: Doris Hawkey. Approval of Minutes: Judy Graff moved and Naomi Whetzel seconded that the minutes be approved. 9 yes, 1 opposed (Don Black). Judy Graff moved and Naomi Whetzel seconded that the minutes of each meeting be completed and available for viewing within one week of the meeting; with the agenda for the next meeting being available one week prior to each meeting. Becky Rininger stated that she believed there was a rule in place which required the minutes to be available eight (8) business days after a meeting. 9 yes, 1 opposed (Don Black). Passed. George Smeenge also brought up a sign-in/reservation sheet for guests and speakers to be used for scheduling speakers and documenting guests. Public Participation: None Approval of Agenda: Judy Graff requested that the Open Meetings Act be added to the Discussion of the agenda as item #3. Roll call vote for approval of agenda: Don Black-no, Sally Brooks-yes, Eleanor Nielsen-yes, Judy Graff-yes, Naomi Whetzel-yes, Terry Burns-yes, Theresa Lynn-yes, Becky Rininger-yes, Susan Gawaluch-yes. Motion passed. Introductions: None Presentation: Kimberly Donlin of Generations Adult Day Care presented a brief update on their programs and progress. Discussion: Discussion was moved ahead of Action due to Rob Sarro and Debbie Daniels being already present and waiting to speak.

1. Rob gave an update on the timeline and goals of the Dept. of Senior Services 2. Deb updated everyone on the staffing situation. A new O&A Coordinator, Rebekah

Walton, has been hired and will start with the department April 27.

3. Rob talked about the Open Meetings Act. There is no problem with board members discussing issues outside of meetings as long as a decision is not made and data is compiled and presented at a public meeting, where the decisions are made.

Action:

1. Cost share policy & suggested donation scale. Don Black moved that the issue be tabled until the next meeting, Sue Gawaluch seconded. Unanimous vote passed. George would like a one-page summary from the Director of the pros and cons of the issue.

Don Black excused himself and left the meeting. Reports / Misc:

1. AAAWM update-Eleanor Nielsen. Good news-most items on the slate are receiving an increase in funding.

2. Director’s Report-George Smeenge. George would like to see the board members informing each other on issues throughout the month so as to speed up the monthly meetings.

3. Goals-update from focus groups. Millage Committee, Theresa Lynn, Becky Rininger, and Terry Burns have met and set a timeline for pursuing the millage renewal. They stressed that they are not using county resources to accomplish this goal.

George Smeenge presented his spreadsheet of goals. He would like this used by committees to report their progress. He also presented his Core Activities Diagram. Judy Graff commented that anyone seeing this would be thoroughly confused. Judy Graff brought up RFPs and suggested that the board needs to discuss them before they are released. Becky Rininger moved that RFPs not be taken until COA can discuss them. Naomi Whetzel seconded. Passed by unanimous vote.

4. Story-George Smeenge Judy Graff told a transportation story for Doris Hawkey

Adjournment: Moved by Becky Rininger and seconded by Theresa Lynn. Passed unanimously. Meeting adjourned at 4:05 pm by Chairperson, George Smeenge. NEXT MEETING Tuesday May 19, 2009, @ 1:30 pm, Spartan Room


Mission Statement “Dedicated to serving Allegan County seniors by developing and coordinating services that support their independence, maintain their dignity, and preserve their quality of life”



Commission on Aging meeting minutes

May 19, 2009 Spartan Room at the DHS Building

Call to Order: Meeting was called to order by Chairperson George Smeenge at 1:56 p.m. Conformation of Quorum: Quorum was confirmed with seven (7) members present: Don Black, Terry Burns, Judy Graff, Doris Hawkey, George Smeenge, Naomi Whetzel, and Becky Rininger. Excused Absences: Theresa Lynn, Sally Brooks, Susan Gawaluch, and Eleanor Nielsen. Approval of April 21, 2009 Minutes: Rob Sarro brought up item three (3) under Discussion - his comment regarding the Open Meetings Act, replace the word issues with surveys in the second line. Burns moved and Rininger seconded to amend the wording as such. Motion carried unanimously. Rininger mentioned an amendment to the March minutes that was omitted from the April minutes. It was moved by Rininger and seconded by Graff to table the approval of the April minutes until the omission was corrected. Motion carried unanimously. Upon investigation of the past minutes, it was determined that a correction of the word dissenting was asked for in the February minutes. This was noted in the March minutes. There was also a discussion of the timeline for the hiring of the Director of Senior Services. However, this discussion occurred following the vote to approve the minutes; there was no motion and no vote was taken to include any discussion regarding the timeline for the hiring of the Director of Senior Services. Black brought up the spreadsheet Smeenge presented at the last meeting, which Graff showed much concern over due to the inability to fully understand it. Public Participation: Kevin Barry of the Sawmill Estates of Wayland, gave a short presentation on his work at the senior complex. Presentation: Marcy Formigoni, Casco Township, gave a presentation on their transportation program. She read a case history of “John Doe” to show how crucial the transportation needs are in our county. Discussion:

1. Interim Director Grigg gave a report on the savings this year over last year. This savings is due in part to the assessment role Tammy has been performing to assess need vs. want and working directly with the providers in determining the service plans and units to be provided. The unit rate contracts versus the actual and incurred costs of the previous contracts has also contributed to the savings.

2. Rob Sarro was present for an update on staffing. He presented a choice in the structure of the Departments of Veteran Services and Senior Services. He suggested either separate or joint systems. Rininger felt there were not enough members present to make a proper decision. Burns suggested having a special meeting to decide this important issue. Hawkey moved and Whetzel seconded to hold a separate meeting to

decide on the structure of the department. Motion carried unanimously. A packet of information will be provided to COA members by June 2. The formal meeting will be held in the Dept. of Human Services Building on June 9th, from 9 am- 3 pm.

Action:

1. Grigg briefly went over the main points of the cost share policy again. Rininger voiced a concern that a cost share policy might go against the wording in the original ballot. Graff wanted to know how much would actually be saved by using a cost share policy and also mentioned the $400,000 that is the fund balance. Rininger moved and Burns seconded that the issue be removed from the original tabling of last meeting. Motion carried. Black stated that several taxpayers he has talked to are alarmed to hear that financially-able people are being served by this millage issue and some of those in financial need are not being served because of the limit in funds. Whetzel concurred that she hears the same. Burns moved and Rininger seconded that the cost share policy not be supported at this time. Graff moved and Rininger seconded to amend the motion to include the above concerns as reasons for voting down the policy. (Ballot wording and money in fund balance) Roll call vote to amend the motion: Motion passed by unanimous vote. Roll call vote for the motion as amended. Motion carried with one dissenting vote from Black. More discussion followed, but no motions were made.

2. The topic of suggested donation scale was tabled until next month. 3. Recommended wording changes to the new Request For Proposals (RFPs) for Friendly

Reassurance, Chore Services and Public Education was discussed by Grigg. The wording changes were to make the RFPs comply with the wording of the Michigan Operating Standard for Service Programs and to be more in line with the county’s procedures. She recommended extending, to the end of the year, the volunteer transportation contracts with the current providers. Rininger moved, Whetzel seconded to extend the volunteer transportation contracts with the current providers. Roll call vote: Motion carried by unanimous vote. Graff moved to stay with the budgeted amount of money for these new services, gain experience and we can let experience dictate to us how to adjust whatever we do. Hawkey seconded. Roll call vote: Motion carried by unanimous vote. (Motion made didn’t specify to release the RFPs for new services)

Discussion: (cont.)

3. Goals update from focus groups: Rininger of the millage group gave a report of their progress. They are currently setting the skeletal ground work and a timetable to achieve their goal.

Reports / Misc:

1. AAAWM update-Nielsen absent; Smeenge had a report from a AAAWM session he had attended. He will attend another meeting on June 1.

2. Director’s Report-March report incomplete due to an error in Evergreen Commons billing. Smeenge stated that the report should include the number of seniors served as well as the dollars spent. Financials were missing because she has not yet received them. Rininger stated that she would like to see Financial and Director’s Reports as part of the meeting minutes so that they can be discussed and approved. Grigg said that we have never approved the Financials or Director’s Report.

3. COA calendar for June – Sue Nelson should have June and July calendars prepared by next month’s meeting.

Respectfully submitted, Sue Nelson, Senior Services Secretary Next Meeting: Tuesday, June 16, 2009, 1:30 p.m., Spartan Room

Allegan County Department of Senior Services 2009 Suggested Donation Scale

Effective July 1, 2009

Service Donation Amount

Home Delivered Meals $2.50 per meal

Transportation $0.20 per mile

In-Home Respite $3.00 per hour

Homemaking $5.00 per hour

Personal Care $4.00 per hour

Adult Day Care They follow the scale they used in their original contract.

Chore Services $5.00 per hour

Friendly Reassurance $0.00

Disease Prevention/Health Promotion $0.00

Allegan County Dept. of Senior Services2009 Monthly Report Form

Senior Millage FundsFor Period Ending 03/31/2009

25% of fiscal year

ACCOUNT DESCRIPTION ANNUAL BUDGET YTD EXPENDITURES Y-T-D-%UNEXPENDED

BALANCE

SERVICES

ACDSS-O&A $64,084 $0.00 0% $64,084.00ACRDC - HDM $175,000 $39,136.57 22% $135,863.43ACRDC - VT (6-month contract) $34,000 $18,162.94 53% $15,837.06Alliance Medical Services - PC $170,000 $29,907.00 18% $140,093.00Alliance Medical Services - IHR $80,563 $3,635.63 5% $76,927.37Alliance Medical Services - HMK $20,140 $3,372.00 17% $16,768.00Casco Township - VT (6-mo) $7,200 $3,489.41 48% $3,710.59Evergreen Commons - HMK $80,563 $24,002.00 30% $56,561.00Evergreen Commons - PC $87,887 $30,317.75 34% $57,569.25Evergreen Commons - IHR $20,140 $16,526.78 82% $3,613.22Generations Day Care - ADC $91,529 $32,070.50 35% $59,458.50

6 month contracts

Transportation $41,195 0% $41,195.00Chore Services $14,469 0% $14,469.00Public Education $14,253 0% $14,253.00Companion & Friendly Visitor $14,469 0% $14,469.00

Senior Millage $915,492 $200,620.58 22% $714,871.42

Allegan County Dept. of Senior Services2009 Monthly Report Form

Senior Millage FundsFor Period Ending 04/30/2009

33.333% of fiscal year

ACCOUNT DESCRIPTION ANNUAL BUDGET YTD EXPENDITURES Y-T-D-%UNEXPENDED

BALANCE

SERVICES

ACRDC - HDM $175,000 $58,522.72 33% $116,477.28ACRDC - VT (6-month contract) $34,000 $24,940.90 73% $9,059.10Alliance Medical Services - PC $170,000 $43,236.00 25% $126,764.00Alliance Medical Services - IHR $80,563 $7,520.63 9% $73,042.37Alliance Medical Services - HMK $20,140 $4,737.00 24% $15,403.00Casco Township - VT (6-mo) $7,200 $4,883.17 68% $2,316.83Evergreen Commons - HMK $80,563 $29,969.25 37% $50,593.75Evergreen Commons - PC $87,887 $37,332.75 42% $50,554.25Evergreen Commons - IHR $20,140 $18,146.53 90% $1,993.47Generations Day Care - ADC $91,529 $42,937.75 47% $48,591.25

6 month contracts

Transportation $41,195 0% $41,195.00Chore Services $14,469 0% $14,469.00Public Education $14,253 0% $14,253.00Companion & Friendly Visitor $14,469 0% $14,469.00

Senior Millage $851,408 $272,226.70 32% $579,181.30

Outreach and Assessment Coordinator Report for Month of May 2009 Prepared by Rebekah Walton

The first month, as the new O&A Coordinator consisted of training, introductions, and developing relationships with those who are to keep my work days busy and gratifying. During the month of March, service providers were at their maximum capacity for both personal care and homemaking; however that did not keep referrals from coming in requesting those services. During the first week of May, nearly 55 seniors were contacted who had requested either PC and/or HMKG services (20 PC requests and 43 HMKG requests), in the months prior to remind them of the wait lists, and also to go over a prioritization tool. An effective hold list was created by utilizing the above mentioned tool and communicating with the seniors on his/her needs. The seniors were also reaffirmed that they had not been forgotten. Some seniors had had a change of life circumstances or had forgotten that they requested services, and decided that services were no longer needed. With the recent transition between service providers, several contact calls were made to follow up with the senior on how they are feeling with their current services. I cannot be exact, but believe nearly 80 seniors (if not more) were contacted to see how they are doing. Each one was enlightened to have someone “care” about how he/she was doing, and there was not a single complaint related to services being provided through the senior millage. Some even felt that they had someone to “vent” their frustrations to for a few minutes. Which I believe is a reflection of how wonderful services are being carried out. I had the opportunity to accompany a couple of service providers on completing assessments. Relationships with other agencies/organizations were also made. Some of those include: Holland Hospital Home Health Services, HHS, Rest Haven, People Helping People (new to Pullman), Choice Connections, and Lending Hands. Not to mention all the resources available at the Senior Fest. With the passing of the torch, it was crucial to understand what I should be seeing and not seeing on service provider monthly reports, ensuring we had signature sheets for those who are on our client lists, knowing how to properly take care of an invoice and requesting payment for each service, effectively assigning units on referrals (we had 44 new referrals during the month of May), and also getting acquainted with the resources available to the seniors in Allegan County.

44 May Referrals

10

5

8

9

4

8

Respite

Personal Care

Homemaking

Home Delivered Meals

Volunteer Transporation

Adult Day Care

This is just a brief overview of what I’ve accomplished during the month of May.

Documents

nd Allegan County Commission. Rob talked about the Open Meetings Act. There is no problem with board members discussing issues outside of meetings as long as a decision is not made