Agenda w/ attachments

September 3, 2026 AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY - ADVISORY COMMITTEE Wednesday, September 9, 2026, 4:15 p.m., Government Center, Boardroom 201, 1316 North 14th Street, Superior, Wisconsin www.microsoft.com/microsoft-teams/join-a-meeting Meeting ID: 235 904 779 462 | Passcode: dwComz Or call-in: 1 872-242-8028 | ID: 440 006 316# If you are unable to attend, please call Stacie Buchanan (715-395-7532) prior to meeting. MEMBERS: Carol Jones, Chair Vacant, Vice Chair Elisa Blank Rosemary Lear Tom Karas Vacant AGENDA Virtual attendance available to public; committee members must attend in-person to constitute a quorum and/or vote. Committee to maintain a two-hour meeting limit or take action to continue meeting beyond that time. All action items include attachments unless noted. 1. ROLL CALL 2. APPROVAL OF MINUTES a. March 11, 2026 * 3. ACTION ITEMS a. Review of Bylaws * 4. INFORMATIONAL ITEMS a. Advisory Board Update * 1. Staffing update 2. Budget update b. Advisory Board Membership 1. Elis a Blank – Approved 2. Joanie Matson – Mitigation process (ADRC Operations Manual H) * 3. Email/phone reminder of meeting from Director 5. FUTURE AGENDA ITEMS 6. ADJOURNMENT 7. Attachment included Noti ce is hereby given that a majority of the members of the Douglas County Board of Supervisors may be present at the meeting, and although this may constitute a quorum of the County Board of Supervisors, the County Board will not take any action at this meeting. This meeting will be recorded. By attending, you acknowledge that your image, voice, or comments may be captured on a public recording and made available to the public. Allowing public comment at committee meetings and the length of time for comments is at the discretion of the Committee Chair. (Resolution #38-24) cc: Cou nty Board Supervisors Other interested parties NOTE: A genda and attachments available on www.douglascountywi.gov or in County Clerk's Office. Action may be taken on any item on the agenda. The County of Douglas complies with the Americans with Disabilities Act of 1990. If you are in need of accommodation to participate in the public meeting process, please contact the Douglas County Clerk's Office at (715) 395-1341 by 4:00 p.m. on the day prior to the scheduled meeting. Douglas County will attempt to accommodate any request. TDD (715) 395-7521. Poste d: Courthouse, Government Center, Superior Telegram, and Superior Public Library ______________________________________ Name Dat e 09/03/2026 AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY - ADVISORY COMMITTEE Wednesday, March 11, 2026, 4:15 p.m. Government Center, Boardroom 201 1. ROLL CALL Present – Carol Jones, Rosemary Lear, Tom Karas. Others Present – Stacie Buchanan, Lindsey Conley, Committee Clerk. 2. APPROVAL OF MINUTES Motion by Lear, second Karas, to approve minutes from January 14, 2026, with the following amendments: “It was also noted that at least 25% of new members must represent designated target groups…” and “…functional screenings require 6 – 8 hours to complete.” 3. ACTION ITEMS a. Review of Bylaws: Bylaws reviewed. Clarifications recommended: duration of membership terms, County Board elected official term duration and clarify that they cannot be elected chair or vice chair of committee, and board members cannot vote or attend virtually. Committee also recommend clarifying Robert’s Rules and if applicable for this committee. ACTION: Motion by Lear, second Lear to make changes as recommended by the Advisory Committee refer back to future committee meeting to finalize. Motion carried. 4. INFORMATIONAL ITEMS a. Advisory Board Update: Stipend – consideration for 2027: HHS Director working to fit stipend into budget for 2027, as 2026 budget does not have room for a stipend at this time. b. Staffing update: No candidate for Disability Benefits Specialist, on third round of interviewing with no selection made. Hired part-time Intake & Assessment worker, and full-time Intake & Assistance worker who has already passed certification and is beginning first screenings. c. Budget update: The budget through January 2026 and the Alzheimer's budget through January 2026 were reviewed. d. Advisory Board Membership: Recruitment to continue, advertising on social media and County website, and in paper. Two persons have shown interest, with one placing an application. Consensus of committee to recommend appointment and refer to Administrator for appointment. e. Board Report: State updates, including 2026 ADRC Scope of Service, were reviewed. 5. FUTURE AGENDA ITEMS Bylaws review Advisory Board Membership 6. ADJOURNMENT Motion by Lear, second Karas, to adjourn. Motion carried. Meeting adjourned at 5:09 p.m. Submitted by, Lindsey Conley, Committee Clerk RETURN TO AGENDA 1 Revised 9/14/18 EJ; 4/24/19 EJ, Draft change 6/3/26 SB AGING AND DISABILITY RESOURCE CENTER OF DOUGLAS COUNTY ADVISORY COMMITTEE BY-LAWS ARTICLE I – NAME The name of the Advisory Committee shall be called the Aging and Disability Resource Center of Douglas County Advisory Committee. It will be referred to as the Advisory Committee henceforth in the document. ARTIC LE II – PURPOSE The Advisory Committee shall be accountable for the oversight of the Aging and Disability Resource Center of Douglas County. ARTIC LE III – DUTIES AND POWERS The powers and duties of the Advisory Committee shall be exercised and performed in conformity with the laws, ordinances and resolutions of Douglas County. Duties of the Advisory Committee shall include the following: • Pro vide guidance and feedback on the ADRC’s services, priorities and future directions. • Oversee the operations of the ADRC, including policies, procedures, contracts and other agreements. • Provide input on the ADRC budget and review spending relative to the budget. • Identify, monitor, and recommend ways to avoid or mitigate potential conflicts of interest in the ADRC’s operations, consistent with the Department’s conflict of interest policy for the ADRC. • Review ADRC customer feedback and other sources of information to determine if there is a need to change the ADRC’s policies or otherwise improve performance. • Annually gather information about and identify unmet needs of the ADRC’s target populations for long term care and other services. Provide well-advertised opportunities for public information on the board’s information gathering activities. • Identify potential strategies and resources for building local capacity to serve ADRC customers. • Report findings and recommendations to the ADRC Director, local officials, the Department, and other interested parties as appropriate. • Provide input to and approve any proposed changes in the organizational structure of the ADRC. • Provide input on hiring of the ADRC Director. ARTIC LE IV – MEMBERSHIP Section I – Memberships The Aging and Disability Resource Center of Douglas County shall have oversight by the ADRC Advisory Committee which will report to the Health and Human Services board. Cou nty Appointees: Elected officials of the county served by the ADRC may not be counted as meeting the requirements for consumer representation. RETURN TO AGENDA 2 Revised 9/14/18 EJ; 4/24/19 EJ, Draft change 6/3/26 SB Consumer Appointees: At least one-fourth of the members shall be older adults or adults with physical or intellectual/developmental disability or their family members, guardians, or advocates. Compos ition of membership shall strive to represent the ethnic, economic, and geographic diversity of Douglas County. No member shall represent more than one ADRC client group. Term: Members of the Advisory Committee shall serve the appointed terms as follows: The t erm of appointment shall be two (2) years initially and may be extended thereafter as deemed necessary. Upon a v acancy, the Advisory Committee of the ADRC shall appoint a replacement to fill the remainder of the term. The ADRC Advisory Committee will use its application process to recruit a replacement to fill the term of the vacancy. The Committee will make a recommendation. The appointment will be finalized by the Douglas County Administrator. Secti on II – Absences Any member that has more that 50% or more unexcused absences in a twelve (12) month period from regular Advisory Committee meetings, shall resign his/her position on the Advisory Committee. An unexcused absence means that the absentee did not notify the Chairperson of the appointed agent that he/she would be unable to attend the meeting. ARTIC LE V – OFFICERS Section I Officers The Officers shall consist of a Chairperson, Vice-Chairperson and Secretary. Secti on II Appointment The Officers shall be appointed each December by the Douglas County Administrator. Each Officer shall hold his/her office until his/her successor has been duly appointed. Elected officials appointed to the ADRC Advisory Committee shall not serve as officers of the Committee. Secti on III Term of Office The Officers shall be appointed for a term of one (1) year. Officers shall assume duties at the next Advisory Committee meeting following their appointment at the December meeting. Secti on IV Vacancies A vacancy in any office because of death, resignation, removal, disqualifications or otherwise, may be filled for the existing portion of the term by appointment of the County Administrator. The Administrator’s appointment shall maintain the membership balances as specified in Article IV, Section I, “Memberships.” Secti on V Chairperson The Chairperson shall of the Advisory Committee and shall preside over all Advisory Committee business. The Chairperson shall appoint all subcommittees and perform such duties as may be incidental to the office or which shall be required of the Chair at meetings or by the Committee. The Chair shall sign all resolutions and any other documents of any kind requiring a signature on behalf of the Committee prior to sending them to the Health & Human Services Advisory Board. 3 Revised 9/14/18 EJ; 4/24/19 EJ, Draft change 6/3/26 SB Secti on VI Vice-Chairperson In the absence of the Chairperson, the Vice-Chairperson shall perform all duties of the Chairperson and when so acting, shall have all powers of and be subject to all the restrictions upon the Chairperson. The Vice-Chairperson shall perform other duties that may be assigned to him/her by the Chairperson of the Advisory Committee. If both Chairperson and Vice- Chairperson are absent, the Secretary will chair the meeting. Secti on VII Training All Advisory Committee members must receive an orientation and other appropriate education and training. ARITC LE VI – MEETINGS Section I Meeting Place The meeting place of the Advisory Committee shall be in the County’s Government Building. Secti on II Annual Meeting An annual meeting shall be held each year in December for the purpose of reconnecting officers and transacting other business as may come before the Advisory Committee. Secti on III Regular Meetings Regular meetings of the Advisory Committee shall be held quarterly, or as needed by the Advisory Committee on a date selected by the Advisory Committee or as directed by the Chair. Secti on IV Quorum and Voting Rights A. A member shall abstain from voting on any issue directly affecting the interest of an organization or agency in which they would personally benefit. B. Advisory Committee members present constitute a quorum for the transition of business at any meeting of the Committee., provided that a minimum of two committee members are present. Section V Manner of Acting The act of a majority of the Advisory Committee members present at a meeting at which a quorum is present shall be the act of the Advisory Committee unless the act of a greater number is required by law or be these By-Laws. The Committee shall not engage in proxy voting. Secti on VI Posting of Public Meetings Public posting requirements will be met for Advisory Committee meetings. ARTIC LE VII – FISCAL YEAR The fiscal year of the Advisory Committee shall begin on the first day of January and end on the last day of December. ARTIC LE VIII – MA FUNDING GENERATED Money generated from MA reporting that is above the budgeted amount will follow written 4 Revised 9/14/18 EJ; 4/24/19 EJ, Draft change 6/3/26 SB ADRC policy. ARTIC LE IX – AMENDMENTS TO BY-LAWS The Advisory Committee, if at least a seven day notice is given to each member, may recommend that these or new By-Laws be altered, amended, repealed or created, by a 2/3 majority vote at any meeting. Approval will be made by the Health and Human Services board. ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 1 ADRC – Purpose The Aging and Disability Resource Center (ADRC) of Douglas County serves residents of Douglas County who are 60 years of age or older, adults with physical/intellectual/developmental disabilities, or disabled children transitioning into adulthood, including helping families, friends, community members or professionals who surround these clients. The A DRC is the “Bridge to Support” by offering education provide information about aging and disability supports, local community resources, dementia, and public programs. ADRCs are voluntary in nature and provide options and choices while remaining confidential and unbiased. The ADRCs are paid by state contract to offer a set scope of services. This contract has core services we must offer: information and assistance, options counseling, benefits counseling, support on dementia, and functional screening for long term care benefits. This scope also has optional services that we may offer once core services are met. ADRC – Updates Staffing ADRC Team: • Director • 4.0 FTE for Information and Assistance (I&A) • 0.5 FTE Dementia Care Specialist (DCS) • 1 FTE Disability Benefit Specialist (DBS) State Updates 2030 Initiative: • A committee of ADRC leaders and the State ADRC Office of Resource Center Development has been formed to review expected growth in target populations by 2030 due to aging trends. • The group is working to identify changes and efficiencies within ADRCs to address challenges already being experienced. The ADRC is currently fully staffed. Hannah Ross has moved into our DCS/I&A position, Amber Osterlund was our half-time I&A and took a full-time I&A position. Kaden Bergman was hired for our half-time I&A position, which all occurred in the month of June. Initiatives the state staff or committees are currently working on: • Operational model and options • Artificial Intelligence Resource Committee • New or updated training • New time reporting system • Other Fiscal and Operational efficiencies RETURN TO AGENDA ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 2 ADRC – Clients Served *ADRC clients served are the number of unduplicated clients within that month and do not include DBS or EBS client numbers. **ADRC workers are required to record all Contacts. A contact represents an individual one -to-one interaction (conversation) that has occurred either in person, at a home visit, ADRC walk-in, telephone, email, or written correspondence where information is exchanged. Each interaction is counted as an encounter and will demonstrate one instance of providing any ADRC activity. Contacts include but are not limited to, providing information and assistance, follow up, options counseling, administering a functional Screen, assistance with Medicaid application process, short term service coordination, enrollment or disenrollment counseling, memory screens, complaints/advocacy, communicating with community partners, or taking referrals for ADRC. Number of Clients Served Jan 25/26 Feb 25/26 Mar 25/26 Apr 25/26 May 25/26 June 25/26 July 25/26 Aug 25/26 Sep 25/26 Oct 25/26 Nov 25/26 Dec 25/26 Total Number of ADRC Clients Served * 251/248 215/228 235/246 235/237 298/191 227/206 185/211 208/ 203/ 272/ 227/ 218/ Total Number of Contacts** 722/464 637/455 670/493 695/485 806/447 701/435 570/432 463/ 449/ 552/ 403/ 394/ Elderly Benefit Specialist (EBS) 11/13 9/9 11/5 11/7 20/5 10/14 21/11 17/ 16/ 41/ 20/ 19/ Disability Benefit Specialist (DBS) 23/15 25/8 31/8 24/8 28/8 25/17 21/20 20/ 23/ 23/ 22/ 20/ Memory Screens 2/2 5/1 4/0 0/0 5/0 15/1 1/1 0/ 0/ 1/ 10/ 5/ Number Served in Long Term Care Programs Jan 25/26 Feb 25/26 Mar 25/26 Apr 25/26 May 25/26 June 25/26 July 25/26 Aug 25/26 Sep 25/26 Oct 25/26 Nov 25/26 Dec 25/26 Long Term Care Functional Screens (LTCFS) Calculated 16/7 8/12 9/8 10/8 14/9 8/10 13/9 15/ 7/ 12/ 13/ 3/ Long Term Care Functional Screen active 24/18 16/20 19/17 25/19 29/14 24/19 30/19 21/ 15/ 26/ 22/ 14/ Long Term Care Enrollments 12/1 6/1 9/6 4/7 8/7 6/5 7/6 1/ 10/ 5/ 7/ 2/ Long Term Care Disenrollments 3/4 3/3 2/0 3/3 2/0 4/0 3/0 8/ 4/ 2/ 3/ 1/ ADRC Formal Complaints 0/0 1/0 0/0 0/0 0/0 0/0 0/0 0/ 0/ 0/ 0/ 1/ ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 3 Demographics of Clients Served (YTD) Age 28% 47% 25% Under 60 60 and older Unknown Living Arrangement 51% 40% 3% 2%4% Alone LTC Facility With others Not Requested Unhoused Service Type by Clients 6% 11% 2% 7% 22% 52% I&A MA assistance Options Counseling DCS Services Other Functional Screens Service Type by Time (July 2026) **Does not include EBS 19% 4% 8% 0% 10% 8% 10% 19% 22% I&A MA assistance Options Counseling DCS Services Other Functional Screens Time off DBS Training Demographics of clients served do include DBS and EBS clients. Unknown age or living arrangements include anonymous clients or family, friends, or professions calling for general information when living arrangement or age was not available or unknown. ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 4 Functional Screening Information and assistance positions may perform functional screening for Medicaid Long-Term Care programs. This process of enrolling may take one to three months in most cases. The ADRC is the gatekeeper to this program as the screening will determine an individual’s needs for daily living to determine if the individual is at a nursing home level of care. If an individual is at a nursing home level of care and they can qualify for a full benefit Medicaid through Economic Support, then the individual can enroll for services within their home or community living space. This allows individuals to remain in the community and out of Nursing Homes or Skilled Nursing Facilities. ADRCs also perform the non-biased enrollment and disenrollments for these programs. Data for completed screens, enrollments and disenrollments are on the client served table. Marketing and Outreach Superior Telegram • Weekly advertising • Can advertise events or general services Senior Connections Newsletters • Annual payment for services advertisement in all newsletters Facebook • Creating and sharing events • Sharing relevant posts • Event advertising (low cost) Resource Guides • Updating with state • Updating guides regularly • Electronic version for local websites Tabeling events Events/Conferences • August 6: 11-3 IndiGO Disability Celebration – SHS • August 25: 4-7 SHS Open House – SHS • September 16: 2-3 Resilient Caregiver – YMCA • September 21-23: ADILN Conference – WI Dells • September 24 & 25: DCS Conference – Madison • September 30: 10:30-12:30 Memory Café – SPL (Library) • October 8: DCS Group Presentation – SPL • October 11: 11-1 Douglas County Coalition on Transitions: Community Conversation – SPL • October 21: 1-2 DCS Dementia/ADRC Presentation – Essentia • October 28: 10:30-12:30 Memory Café – SPL (Library) ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 5 Alzheimer’ s Family and Caregiver Support Program (AFCSP) AFCSP 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 Total Cases Served 8 6 8 7 14 13 9 9 9 10 10 **AFCSP removed financial eligibility from its program in August of 2025 with 2025 Wisconsin Act 21. AFC SP is available to individuals with a diagnosis of Alzheimer’s disease or other irreversible dementia and their caregiver when the person with dementia is living at home. The individual with the dementia/Alzheimer’s diagnosis cannot be eligible for Medicaid long- term care support programs. Program coordinators are required to approve all expenditures before families purchase goods or services using AFCSP funds. Because each family’s situation is different and changes over time, AFCSP coordinators may be asked to approve a wide range of goods and services. Approval of any service must be based on the participant’s needs assessment and approved service plan. Exam ples of use of funds include respite, caregiver self-care, supportive home care, adaptive equipment and assistive technology, recreation and social activities, transportation, congregate or home delivered meals, caregiver counseling, therapeutic services, education and training, and other goods and services necessary to maintain the individual as a member of the household. ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 6 RETURN TO AGENDA ADRC Report 2026 Date: September 2026 Submitted by: Stacie Buchanan, ADRC Director 7 RETURN TO AGENDA Douglas County ADRC Advisory Committee - Conflict of Interest Mitigation Plan Boa rd Member : ______________________ Employer : _The Challenge Center in Superior, Wisconsin_________________________ Conflict Description : [Detailed description of employer, services, and overlap with ADRC] The board member is employed by the Challenge Center which receives funding from an managed care organization (MCO) but is not itself a MCO. The Challenge Center delivers residential and day services to individuals that are served by programs that ADRC clients may access thereby creating potential influence in provider-related funding discussions. Mitigation Measures : - Will disclose conflict annually and upon change - Will recuse themselves from any discussion or vote involving: - Employer - Competing providers - Provider-related funding or contracts - Will not access confidential or procurement-sensitive information - Will not serve in ADRC Board leadership roles influencing provider decisions - Recusals will be documented in meeting minutes Part icipation Boundaries : - May participate in general policy discussions affecting all providers equally Revi ew: This plan will be reviewed annually and updated as needed. Acknowledgment : I agree to comply with this mitigation plan and act in the best interest of ADRC consumers. Sig nature: _________________________ Date: ___________ RETURN TO AGENDA Com pliance Statement : This board member’s employment with the Challenge Center in Superior, Wisconsin has been determined not to be a conflict of interest prohibited under Wis. Stat. §46.283. Said determination is based upon the distinction between provider organizations, such as the Challenge Center, and managed care entities under Wis. Stat. §46.283 and DHS policy. Sig nature: _________________________ Date: ___________ Stacie Buchanan ADRC Director P-03062-15 (10/2021) ADRC Operations Manual Governing Boards, Commissions, and Committees (P-03062-15) H. Conflicts of Interest and ADRC Board Members ADRC board members are considered representatives of the ADRC and therefore subject to ADRC policies, including conflict of interest. Mitigation plans are required for any person who serves on the ADRC board if he or she also: a. Is empl oyed by, has a financial interest in, or serves on the governing board of an organization that is a service provider under contract with a managed care organization. b. Is empl oyed by, has financial interest in, or serves on the governing board of an organization that provides long- term care services for older adults or people with disabilities and competes with other organizations providing the same services in the ADRC service area. Individuals prohibited from serving on the ADRC board include: 1. An individual who is, or has a family member who is, employed by, has a financial interest in, or serves on the governing board of any of the following organizations: a. A Family Care, PACE, Family Care Partnership, or SSI managed care plan. b. An IRIS consultant agency or IRIS fiscal employer agency. 2. County or tri bal employees, except with approval from DHS. Exceptions may be granted for situations covered by an Intergovernmental Cooperation Agreement pursuant to Wis. Stat. § 66.0301 or when the appointee’s employment is not in an area that may affect or be affected by policies of the ADRC. Requests for exceptions should be made to DHS in writing and submitted to dhsrcteam@dhs.wisconsin.gov. Board members that are placed on the county or tribe’s payroll solely for the purpose of receiving a per diem or mileage reimbursement for their board activity are not considered county or tribal employees. https://www.dhs.wisconsin.gov/publications/p03062-15.pdf RETURN TO AGENDA