AdHoc ADRC & Aging

TAYLOR COUNTY ADRC AD-HOC COMMITTEE Tuesday, October 15, 2024 Third Floor Meeting Room, Courthouse Call Meeting to Order: Catherine Lemke called the meeting to order at 10:30 a.m. Members Present: Catherine Lemke, Diane Albrecht, Jenn Viergutz, Suzanne Stanfley, Tracy Hartwig, Nicole Hager and Paula Dubiak. Members absent: none. Other Attendees: Andria Farrand. Approve the agenda: Motion by Dubiak, seconded by Albrecht, to approve the agenda. Motion carried. Approve the minutes of the August 19, 2024 , meeting: Motion by Dubiak, seconded by Hartwig, to approve the minutes of the August 19, 2024, meeting. Motion carried. Review ADRC of Taylor County Logo: Viergutz shared the newly branded logo provided by the state. Review/Approve ADRC press release/letter to providers: The committee suggested a few changes to the letter and the press release. Motion by Albrecht, seconded by Stanfley, to approve as amended. Motion carried. Review/Approve Telephone number for ADRC of Taylor County: Viergutz suggested that the ADRC keeps the current Commission on Aging local phone number. Motion by Dubiak, seconded by Hartwig, to keep the same local phone number. Motion carried. Discuss ADRC committee member application process: Viergutz is going to take applications for all board positions. She is waiting to have a discussion with the State on the board’s requirements and will email the committee once she has the proposed board defined . No action taken. Discuss signage for ADRC identification: Viergutz asked who the county works with for signage. Farrand to check with Svejda. Viergutz believes the ADRC of the N orthwoods has money for the signs. No action taken. County Code updates: Farrand has the ordinance ready to go. After Viergutz talks to the state, and the board is defined, this will go to the December County Board session. No action taken. Other items from the committee: None. Set the next meeting date: The next meeting will be November 19, 2024, at 10:30 a.m. Adjourn: Motion by Albrecht, seconded by Dubiak, to adjourn. The meeting was adjourned at 11:33 a.m. Andria Farrand County Clerk TAYLOR COUNTY ADRC AD-HOC COMMITTEE Monday, August 19, 2024 Third Floor Meeting Room, Courthouse Call Meeting to Order: Catherine Lemke called the meeting to order at 3:00 p.m. Members Present: Catherine Lemke, Diane Albrecht, Jenn Viergutz, Suzanne Stanfley, Tracy Hartwig, Nicole Hager and Paula Dubiak. Members absent: none. Other Attendees: Andria Farrand. Approve the agenda: Motion by Albrecht, seconded by Dubiak, to move agenda item #5, before agenda item #4, and approve the amended agenda. Motion carried. Approve the minutes of the April 30, 2024, meeting: Motion by Dubiak, seconded by Albrecht, to approve the minutes of the April 30, 2024, meeting. Motion carried. Discuss options for office space: Joe Svejda presented an estimate from Meyer Buildings, Inc. to add onto the current Commission on Aging/Historical Society building to provide the additional office space needed for the additional staff. The estimate would add onto the front of the building and add 3 offices for the ADRC. The estimate is $195,400.00 The second option would be to make offices in the current Multi -Purpose room at an estimated cost of $75,000.00. This would eliminate the rental potential of the Multi -Purpose room. After much discussion, the committee suggested we submit a Powerline request for the money for the addition. Review updated ADRC application: Viergutz and Stanfley completed the updates to the application, after talking to the state. Some of the wording was revised to be all inclusive. The State wanted us to provide more specifics of what we are going to be doing in Taylor County. The budget was also revised. Dissolution checklist: Waiting for approval of application. Farrand to request inventory from Jamie Sarda-ADRC of the Northwoods Director. Director’s training: Waiting for approval of application. Other items from the committee: None. Set the next meeting date: The next meeting will be September 13, 2024 at 9:00 a.m. Adjourn: Motion by Albrecht, seconded by Dubiak, to adjourn. The meeting was adjourned at 4:16 p.m. Andria Farrand County Clerk TAYLOR COUNTY ADRC AD-HOC COMMITTEE Tuesday, April 30, 2024 Third Floor Meeting Room, Courthouse Call Meeting to Order: Catherine Lemke called the meeting to order at 9:31 a.m. Members Present: Catherine Lemke, Diane Albrecht, Jenn Viergutz, Suzanne Stanfley, Tracy Hartwig, Nicole Hager and Paula Dubiak. Members absent: none. Other Attendees: Andria Farrand. Approve the agenda: Motion by Albrecht, seconded by Dubiak, to move agenda item #6, before agenda item #4, and approve the amended agenda. Motion carried. Approve the minutes of the March 28, 2024 meeting: Motion by Dubiak, seconded by Albrecht, to approve the minutes of the March 28, 2024 meeting. Motion carried. Office Space: Joe Svejda was present, and Viergutz provided an update on the ADRC and COA merging and the need for additional space for at least 3 offices. Svejda stated that with space so limited, it may be an option to add a 15 x 30 addition onto that building. He will reach out for estimates. Another option is to take some of the space that the Historical Society currently uses. Farrand to check into what space they actually need as well as if there is any other space available, possibly in the City. Review ADRC application: Viergutz and Stanfley completed the application, and it was reviewed by the committee. There were a few suggested corrections. Motion by Dubiak, seconded by Albrecht, to submit the application with the corrections. Motion carried. Review assigned actions: see updates below in red. FISCAL • A. Item #3 -Jenn to find form F-02716 Authorization to allocate EBS program funds to the ADRC, to be submitted with the application.-DONE. • C. Special Accounts-money fronted by each county to be returned after final audit. MATERIAL ITEMS • Technology resources and physical property - Catherine to ask for physical inventory of all computers, software and physical property. Catherine will ask the new Interim Director when she is in place. STAFFING • C. Education and experience requirements. Jenn to check for waiver for DBS. DONE PUBLIC ENGAGEMENT AND AWARENESS • A. #1 Jenn- we will need a new phone number and coordinate with the State and County IT for website. • A. #3 Jenn- create a procedure for how to handle and route customers to the appropriate ADRC after dissolution.-Jenn suggests having these in place this fall. • B. #1 Social media accounts. Paula and Catherine-discuss at April 15th Board meeting. • C. Logo. Melissa and Rhianna when appropriate. New actions: Andria -Talk to Melissa about: • Record retention of current site and domain. • Social media site • ADRC of the NW domain. Jenn: Add information on the merger to the newsletter to recruit new board members. Also announce at the Senior Health Fair in October. Suzanne: final edit of the application. Set the next meeting date: The next meeting will be May 29 th @ 11:00 AM at the Commission on Aging building. Adjourn: Motion by Albrecht, seconded by Hartwig, to adjourn. The meeting was adjourned at 11:09 a.m. Andria Farrand County Clerk TAYLOR COUNTY ADRC AD-HOC COMMITTEE Thursday, March 28, 2024 County Board Room, Courthouse Call Meeting to Order: Catherine Lemke called the meeting to order at 1:00 p.m. Members Present: Catherine Lemke, Diane Albrecht, Jenn Viergutz, Suzanne Stanfley, Tracy Hartwig, Nicole Hager and Paula Dubiak. Members absent: none. Other Attendees: Larry Brandl and Andria Farrand. Approve the agenda: Motion by Albrecht, seconded by Dubiak, to approve the agenda. Motion carried. Approve the minutes of the March 12, 2024 meeting: Motion by Dubiak, seconded by Albrecht, to approve the minutes of the March 12, 2024 meeting. Motion carried. Review ADRC dissolution checklist and assign actions: The entire checklist was reviewed, and the following actions assigned: FISCAL • A. Item #3 -Jenn to find form F-02716 Authorization to allocate EBS program funds to the ADRC, to be submitted with the application. • C. Special Accounts-money fronted by each county to be returned after final audit. MATERIAL ITEMS • Technology resources and physical property - Catherine to ask for physical inventory of all computers, software and physical property. STAFFING • C. Education and experience requirements. Jenn to check for waiver for DBS. PUBLIC ENGAGEMENT AND AWARENESS • A. #1 Jenn- we will need a new phone number and coordinate with the State and County IT for website. • A. #3 Jenn- create a procedure for how to handle and route customers to the appropriate ADRC after dissolution. • B. #1 Social media accounts. Paula and Catherine-discuss at April 15th Board meeting. • C. Logo. Melissa and Rhianna when appropriate. Some of the others are actions for further down the road and were not assigned at this time. Set the next meeting date: The next meeting will be at the call of the Chair, once Jenn and Suzanne receive more info on the other applications. Adjourn: Motion by Albrecht, seconded by Dubiak, to adjourn. The meeting was adjourned at 1:42 p.m. Andria Farrand County Clerk TAYLOR COUNTY ADRC AD-HOC COMMITTEE March 12, 2024 County Board Room, Courthouse Call Meeting to Order: Catherine Lemke called the meeting to order at 2:14 p.m. Members Present: Catherine Lemke, Diane Albrecht, Jenn Viergutz, Suzanne Stanfley, Tracy Hartwig, Nicole Hager and Paula Dubiak. Members absent: none. Other Attendees: Larry Brandl, Brian Wilson-Star News, and Andria Farrand. Approve the agenda: Motion by Dubiak, seconded by Albrecht, to approve the agenda. Motion carried. Review ADRC dissolution checklist: The checklist was distributed to the committee and reviewed at a high level. Review notice of intent and application instructions : Both items were distributed. Farrand explained that the notice of intent is the first thing that we need to submit to the State, along with the adopted resolution, to start the dissolution process. Viergutz and Stanfley to work on the draft notice of intent for the next meeting. Create proposed COA/ADRC budget: The committee did a rough estimate on a budget, for ADRC only, for 2025, utilizing the current salaries of the 5 ADRC employees as well as expenses from the current ADRC of the Northwoods budget as a guideline. Some of those expenses will be absorbed in-house and some will no longer apply. The expenses totaled $ 391,090.04 and the revenue used was $371,284.00 for a deficit of $19,806.04. Resolution to provide notice of intent to withdraw from the ADRC of the Northwoods: Motion by Dubiak, seconded by Albrecht, to approve the resolution and forward it to County Board. Motion carried. Set the next meeting date: The next meeting is scheduled for March 28th at 1:00 p.m. Adjourn: Motion by Albrecht, seconded by Dubiak, to adjourn. The meeting was adjourned at 3:20 p.m. Andria Farrand County Clerk