Children's Community Options

CHILDREN’S COMMUNITY OPTIONS PROGRAM (CCOP) ADVISORY COMMITTEE December 11, 2023 Call Meeting to Order: The Children’s Community Options Program Advisory Committee meeting was called to order by Donna Kalmon on Monday, December 11, 2023 at 1:08 pm. The meeting was held via Zoom. Members Present: Donna Kalmon , Roxanne Dachel , Lori Willner, Michelle Cahoon, Joseph Greget, Taylor Reinhardt, and Sara Emmerich. Members Absent: Erin Meyer. Others Present: Jenn Arndt. Approve Agenda: Motion was made by Joseph Greget to approve the agenda for the December 11, 2023 meeting. Roxanne Dachel seconded. Motion carried. Approve Minutes of the September 11, 2023 Meeting: Motion was made by Roxanne Dachel to approve the minutes of the September 11, 2023 meeting. Joseph Greget seconded. Motion carried. Public Input: None Youth Services Waitlist Policy: Taylor Reinhardt, CCOP Coordinator, presented the Children & Youth Services Waitlist (CCS/CLTS/CST/CCOP) Policy. Children and youth added to the waitlist will be enrolled in eligible programming based on their date of referral, with the following exception, participants may be expedited for enrollment based on crisis or urgent need. Approve December Birth to 3, Children’s Long -Term Support Program and Children’s Community Options Program Reports : Reports were distributed prior to the meeting and contain the following information: Birth-to-Three Report Families Served in 2023 71 Number of Referrals in 2023 50 Number of Evaluations/Screens Completed 27 Number of Children Enrolled 01/01/2023 17 Number of Children Enrolled 12/04/2023 16 Number of Referrals Pending 9 Wait List: cannot have a wait list. Children’s Long-Term Support Report Number of Referrals in 2023 50 Number of Functional Screens Completed in 2023 40 Total Number of Children Enrolled 01/01/2023 46 Total Number of Children Currently Enrolled 12/04/2023 57 Number of Children Enrolled 2023 66 Wait List 26 (19 CLTS) CCOP Report Total DHS Allocation $21,466.00 Administration (7% of base allocation) -$ 1,404.00 2023 Allocation for Services $20,062.00 Carry Over from 2022 +$ 1,073.30 Funds Available for Families $21,135.30 Funds Spent -$ 7,519.76 Case Management -$2,594.24 Remaining Funds Available $11,021.30 17 children/families are approved for funding in 2023. 8 families have turned in receipts for reimbursement. Wait List : none, but may use funds to pay for services for children on the wait list if emergent need arises. Services authorized included: Specialized Medical/Therapeutic Supplies, Specialized Clothing, Recreation/Alternative Activities, Family/Unpaid Caregiver Support and Services, Specialized Diet/Nutrition, Housing Assistance (Utilities Only), Child Care. Motion was made by Joseph Greget to approve the December 2023 Birth to 3, CLTS, CCOP Program Reports. Roxanne Dachel seconded. Motion carried. Roundtable Updates: Taylor Reinhardt, CCOP Coordinator, updated the Coordinated Services Team (CST) Committee has identified the need to form a sub -committee to identify program scope in 2024, and review the guiding principles for the CST Program. This will build an intent and purpose for the program along with identifying gaps in service. The hope would be to have CST staff present weekly in the Medford School District and monthly in the Gilman School District and Rib Lake School District. Mr. Reinhardt also updated that due to B3 Therapists being unavailable, it is anticipated that Laura Holmes will subcontract with CESA10 to provide Special Instruction for the B3 Program. Joseph Greget updated on the Bowling Bonanza for Families free event that will take place on Saturday, January 20, 2024 from 10:00 am – 2:30 pm. This is a FUNdraiser for the CARES Model – school based mental health and AODA counseling. He updated that the CARES Conference wil l take place on Thursday, June 13, 2024 from 2:00 pm – 8:00 pm. This event will have workshop training and speakers for parents, school staff, and community members. Mr. Greget updated that the SOAR Program continues to be strong, with 11 students currently enrolled. The Medford Adult Diploma Academy is available on Monday and Wednesday evenings from 4:00 pm – 7:00 pm to give adults 18 ½ and older an opportunity to earn a high school diploma through credit track or GED Option 2 track. New this school year is the Little Red Academy where 3 -year-old peer models come to school on Fridays to help their special little friends learn and grow. Currently, there are 375 students aged 3-21 with an IEP in the Medford School District. Mr. Greget updated on the Super Important Brother/Sister program that wants siblings to know that they are just as important. This program has 12 families identified and has gifted movie passes and Culver’s tokens. He also informed us of an upcoming donation to all area school libraries and public libraries of the book Getting to Know You (Sibling Stories). This book features Medford natives, Alyssa and Hailey Willner. School and family engagement continues one to two times per month, with the most recent events being a Wish family movie/book night and a Polar Express family movie/book night. On January 6, 2024 there will be a Super Mario movie and Pokémon trading card event. During each of these events, there is always a sensory friendly theatre available. On February 9, 2024, there will be a Barbie -themed Curl for Children event held at the Medford Curling Club to help raise funds for Phase II of the Village Inclusive Playground. There was recently a Toy Garage Sale with over $1,100 raised for the Village Inclusive Playground. Grant funding continues to be used at MAMS, MAES, and SES for the CLC program, for Youth Mental Health First Aid and Mental Health First Aid for Adults, for the hiring of another full-time social worker, Delaney Skelding, and to increase SOS (Signs of Suicide) curriculum. Schedule Meeting Dates for 2024: • March 11, 2024 • June 10, 2024 • September 9, 2024 • December 9, 2024 Adjourn: A MOTION WAS MADE BY ROXANNE DACHEL TO ADJOURN. SECONDED BY JOSEPH GREGET. THE MOTION CARRIED. MEETING WAS ADJOURNED AT 1:43 pm. Respectfully Submitted, Jenn Arndt CHILDREN’S COMMUNITY OPTIONS PROGRAM (CCOP) ADVISORY COMMITTEE September 11, 2023 Call Meeting to Order: The Children’s Community Options Program Advisory Committee meeting was called to order by Donna Kalmon on Monday, September 11, 2023 at 1:01 pm. The meeting was held via Zoom. Members Present: Donna Kalmon, Erin Meyer, Lori Willner, Sara Emmerich, Joseph Greget, Taylor Reinhardt Members Absent: Roxanne Dachel and Michelle Cahoon Others Present: Suzanne Stanfley, Jenn Arndt Approve Agenda: Motion was made by Joseph Greget to approve the agenda for the September 11, 2023 meeting. Erin Meyer seconded. Motion carried. Approve Minutes of the June 12, 2023 Meeting : Motion was made by Sara Emmerich to approve the minutes of the June 12, 2023 meeting. Joseph Greget seconded. Motion carried. Public Input: None Youth Services Waitlist Policy: Taylor Reinhardt, CCOP Coordinator, updated that a waitlist policy is currently being developed for the Children’s Community Options Program, Children’s Long-Term Support Program, Coordinated Services Teams, and Comprehensive Community Services Program. T his policy will operationalize waitlist procedures and identify participants which may be prioritized for enrollment based on crisis or urgent need. The policy will be shared at the next CCOP Advisory Committee meeting. Approve June Birth to 3, Children’s Long-Term Support Program and Children’s Community Options Program Reports : Reports were distributed prior to the meeting and contain the following information: Birth-to-Three Report Families Served in 2023 48 Number of Referrals in 2023 33 Number of Assessments Completed 22 Number of Children Enrolled 01/01/2023 17 Number of Children Enrolled 09/01/2023 18 Number of Referrals Pending 1 Wait List: cannot have a wait list. Children’s Long-Term Support Report: Number of Children enrolled in 2023 62 Number of Referrals in 2023 31 Number of Functional Screens Completed in 2023 27 Total Number of Children Enrolled 01/01/2023 46 Total Number of Children Currently Enrolled 09/01/2023 55 Wait List 19 (14 CLTS) CCOP Report Total DHS Allocation $21,466.00 Administration (7% of base allocation) -$ 1,404.00 2023 Allocation for Services $20,062.00 Carry Over from 2022 +$ 1,073.30 Funds Available for Families $21,135.30 Funds Spent -$ 7,256.16 Case Management -$2,491.06 Remaining Funds Available $11,388.08 15 children/families are approved for funding in 2023. 6 families have turned in receipts for reimbursement. Wait List : none, but may use funds to pay for services for children on the wait list if emergent need arises. Services authorized included: Specialized Medical/Therapeutic Supplies, Specialized Clothing, Recreation/Alternative Activities, Family/Unpaid Caregiver Support and Services, Specialized Diet/Nutrition, Housing Assistance (Utilities Only), Childcare, Vehicle Modification. Motion was made by Erin Meyer to approve the September 2023 Birth to 3, CLTS, CCOP Program Reports. Joseph Greget seconded. Motion carried. Roundtable Updates: Taylor Reinhardt, CCOP Coordinator, updated that the CCS Clinical Services Manager and a CCS Service Facilitator have resigned. These job postings close at the end of September. Mr. Reinhardt also updated that the TCHSD Outpatient Clinic has a new policy in place regarding public referrals for psychiatric services. He encouraged referrals for those that may be in need of medication management. Mr. Reinhardt updated that the Bureau of Children Services has done some restructuring recently and instead of having an individual contact, there is now a general mailbox for staff to utilize for technical/program assistance. Mr. Reinhardt also updated on the newly approved Youth Services Lead position within the agency. Erin Meyer updated that Black River Industries (BRI) is getting ready for their 50th anniversary celebration. This will take place on September 30, 2023 at the Simek Recreational Center. Tickets can be purchased at BRI. Joseph Greget updated on the Parenting Resource Roundtable discussion that took place today, September 11, 2023. He extended a thank you to those agencies that took part in the Resource Fair in August 2023. He provided a reminder for the Mental Health and Suicide Awareness Walk that is taking place on Thursday, September 14 th at the Medford City Park. Mr. Greget also updated on the Child Development B -5 Expo that will take place on October 14, 2023. He provided a staffing update for the Medford School District. On October 12, 2023, there will be a Literacy Night. Medford Area Elementary School and Stetsonville Elementary School also received a 5 -year CLC grant. This grant allows for additional parent education/involvement, more collaboration within the community, and can also help with transportation for students. Sara Emmerich provided an update that the Taylor County Health Department (TCHD) is busy with back-to-school vaccines and flu shots at the Rib Lake School District and Medford Area School District. They will be providing flu shots at the Senior Health, Wellness and Safety Fair on October 20, 2023. Ms. Emmerich updated that TCHD will be providing hearing and vision screenings at Child Development Days. Ms. Emmerich explained that TCHD have certified car seat technicians available by appointment. She also updated on The “S” Word, Let’s Talk about Suicide, that’s taking place on Wednesday, September 27, 2023 at NTC-Medford. Schedule Next Meeting: The next meeting is scheduled for December 11, 2023 at 1 pm via Zoom. Donna Kalmon adjourned the meeting at 1:23 p.m. Respectfully Submitted, Jenn Arndt CHILDREN’S COMMUNITY OPTIONS PROGRAM (CCOP) ADVISORY COMMITTEE June 12, 2023 Call Meeting to Order: The Children’s Community Options Program Advisory Committee meeting was called to order by Donna Kalmon on Monday, June, 2023 at 1:02 pm. The meeting was held via Zoom. Members Present: Donna Kalmon, Erin Meyer, Lori Willner, Sarah Emmerich, Joseph Greget, Taylor Reinhardt Members Absent: Roxanne Dachel and Michelle Cahoon Others Present: Jenn Arndt Approve Agenda: Motion was made by Sara Emmerich to approve the agenda for the June 12, 2023 meeting. Erin Meyer seconded. Motion carried. Approve Minutes of the March 13, 2023 Meeting: Motion was made by Erin Meyer to approve the minutes of the March 13, 2023 meeting. Joseph Greget seconded. Motion carried. Public Input: None 2022 CCOP Reconciliation: Taylor Reinhardt, CCOP Coordinator, updated that approximately $15,000 was billed to CCOP in 2022 for case management and direct services. Case management can be billed directly to CCOP rather than Medicaid for a higher reimbursement rate. The actual costs were approximately $16,000. It was discovered that, in the past, the incorrect case management rate was billed. In 2023, the correct rate will be billed for a higher reimbursement. CCOP Procedures Guide: Taylor Reinhardt, CCOP Coordinator, updated that DHS is in the process of updating their Procedures Guide. They are revising the current crosswalk, updating the language to align with CLTS services. The consumers will be unaffected by these changes. Approve June Birth to 3, Children’s Long-Term Support Program and Children’s Community Options Program Reports : Reports were distributed prior to the meeting and contain the following information: Birth-to-Three Report Families Served in 2023 34 Number of Referrals in 2023 17 Number of Assessments Completed 11 Number of Children Enrolled 1/1/2023 17 Number of Children Enrolled 03/06/2023 12 Number of Referrals Pending 3 Wait List: cannot have a wait list. Children’s Long-Term Support Report: Number of Children enrolled in 2023 57 Number of Referrals in 2023 18 Number of Functional Screens Completed in 2023 19 Total Number of Children Enrolled 1/1/2023 46 Total Number of Children Currently Enrolled 06/01/2023 51 Wait List 31 Newly hired staff member for adult program position; when fully trained, youth workers will be able to focus on waitlist. With the expansion of CLTS, CCOP is able to fund more recreational activities for families. CCOP allows flexibility that other progr ams do not have. CCOP also does not require MA. Case management will be claimed on a monthly basis. Currently, there are 12 children dually enrolled in CCOP and CLTS. One child is enrolled in CCOP only. Some children on the CLTS waitlist are receiving other services offered within the agency. Due to the public health emergency ending, staff are working to reconcile the waitlist with those families that our agency has lost contact with. The Birth -to-Three caseload is manageable; staff are helping with CLTS. Birth-to-Three intern began in the beginning of June. CCOP Report Total DHS Allocation $21,466.00 Administration (7% of base allocation) -$ 1,404.00 2023 Allocation for Services $20,062.00 Carry Over from 2022 +$ 1,073.30 Funds Available for Families $21,135.30 Funds Spent -$ 4,118.87 Case Management -$ 0 (withholding) Remaining Funds Available $17,016.43 13 children/families are approved for funding in 2023. 5 families have turned in receipts for reimbursement. Wait List : none, but may use funds to pay for services for children on the wait list if emergent need arises. Services authorized included: Specialized Medical/Therapeutic Supplies, Specialized Clothing, Recreation/Alternative Activities, Family/Unpaid Caregiver Support and Services, Specialized Diet/Nutrition, Housing Assistance (Utilities Only), Childcare, Vehicle Modification. Motion was made by Joseph Greget to approve the June 2023 Birth to 3, CLTS, CCOP Program Reports. Sara Emmerich seconded. Motion carried. Roundtable Updates: Taylor Reinhardt, CCOP Coordinator, confirmed CCOP Committee membership. He also advised that the Taylor County Wellness Committee gave every county employee, including committee members, a free water bottle. These are available for pickup at TCHSD. Joseph Greget updated on the Autism Safety Training for First Responders and Autism Safety Training for Parents & Caregivers taking place on June 13, 2023 at the Red White Theatre at Medford Area Senior High School. 60 participants are already registered. Mr. Greget updated on the CARES Conference that is being held on June 22, 2023 at Medford Area Elementary School. 92 participants have already registered. Mr. Greget updated that efforts continue in raising funds to complete Our Village Playground. The goal set is to raise $300,000 and $139,000 has already been raised. On June 21, 2023, there will be a Summer Solstice Party with many activities offered, along with fundraising opportunities. The Taylor County Literacy Council continues to promote free family events. The next Book/Movie Day is set for July 25, 2023 at 10:00 am. The annual Suicide Walk is scheduled for September 14, 2023. B-5 Child Development Expo is scheduled for October 14, 2023. TCDOP is partnering with Green Bay Packers Foundatio n to sponsor two free swim days. One will be on June 21, 2023 to coincide with the Summer Solstice Party and the second will be on July 25, 2023 to coincide with the Book/Movie Day. Mr. Greget updated that the Medford School District continues with the MH Awareness Training Grant to provide Mental Health First Aid Training four times a year to hopefully 250 people. Mr. Greget also updated on staffing within the Medford School District. Schedule Next Meeting: The next meeting is scheduled for September 11, 2023 at 1 pm via Zoom. Motion to adjourn was made by Sara Emmerich and seconded by Joseph Greget. Meeting adjourned at 1:33 p.m. Respectfully Submitted, Jenn Arndt CHILDREN’S COMMUNITY OPTIONS PROGRAM (CCOP) ADVISORY COMMITTEE March 13, 2023 Call Meeting to Order: The Children’s Community Options Program Advisory Committee meeting was called to order by Donna Kalmon on Monday, March 13, 2023, at 1:12 p.m. Meeting was held via Zoom. Members Present: Donna Kalmon, Erin Meyer, Lori Willner, Roxanne Dachel, Taylor Reinhardt, CCS Coordinator, Suzanne Stanfley, Director of Human Services, and Marisa Radloff Administrative Support Specialist. Members Absent: Joseph Greget and Sara Emmerich. Approve Agenda: Motion was made by Erin Meyer to approve the agenda for the March 13, 2023, meeting. Roxanne Dachel seconded. Motion carried. Approve Minutes of the December 12, 2022, meeting : Motion was made by Erin Meyer to approve the minutes of the December 12, 2022, meeting. Roxanne Dachel seconded. Motion carried. Public Input: None Electronic Equipment: Taylor Reinhardt, CCS Coordinator presented an update on the internal C-COP policy pertaining to the purchase of Electronic Equipment. Mr. Reinhardt shared that there is no language in the policy which indicates families are not allowed to utilize equipmen t across multiple settings. Rather it was previously discouraged at to ensure C -COP wasn’t supplanting educational funding sources. If the primary purpose of the aid is to support community integration and at-home communication, TCHSD would support the family in using the device in all settings. Taylor also shared with expansion of covered services under CLTS, purchasing electronic equipment through C-COP will be uncommon. In addition, provided CLTS & C-COP are payers of last resort, TCHSD is working with providers such as Talk to Me Technologies to support payment directly through Medicaid. Approve March Birth to 3, Children’s Long -Term Support Program and Children’s Community Options Program Reports : Reports were distributed prior to the meeting and contain the following information: Birth-to-Three Report Families Served in 2023 20 Number of Referrals in 2023 9 Number of Assessments Completed 4 Number of Children Enrolled 1/1/2023 17 Number of Children Enrolled 03/06/2023 12 Number of Referrals Pending 5 Wait List: cannot have a wait list. Children’s Long-Term Support Report: Number of Children enrolled in 2023 48 Number of Referrals in 2023 14 Number of Functional Screens Completed in 2023 9 Total Number of Children Enrolled 1/1/2023 46 Total Number of Children Currently Enrolled 03/06/2023 44 Wait List 28 Newly hired staff member for a dual program position; case load focused on children in more than one program, such as CLTS and CCS for social and emotional Mental Health diagnosis. She will soon start to take on clients and has started taking referrals last week, along with prioritizing ones that are in Crisis. Mr. Reinhardt also shared that the CLTS waitlist will be reconciled as of June 1st, specifically families who have been on the delayed disenrollment list due to the public health emergency. COOP Report Total DHS Allocation $20,050 Administration (7% of base allocation) -$ 1,404 Amount Available for Services $18,646 Carry Over from 2021 +$ 1,073 Funds Available for Families $19,719 Funds Spent -$ 5,410 Case Management -$ 1,791 Remaining Funds Available $12,518 20 children/families are approved for funding in 2022. 12 families have turned in receipts for reimbursement. Wait List : none but may use funds to pay for services for children on the wait list if emergent need arises. Services authorized included: Adaptive Aids, Counseling and Therapeutic Services, Medical/Dental (not covered by other funding), Parent Training, Recreation, Specialized Clothing, Specialized Nutrition, Specialized Medical/Therapeutic Supplies, Support Home Care and Transportation. Motion was made by Roxanne Dachel to approve the March 2023 Birth to 3, CLTS, CCOP Program Reports. Erin Meyer seconded. Motion carried. Roundtable Updates: Erin Meyer presented an update for BRI stating they are getting prepared for their Summer Youth Program; they are currently in the process of sending information out to families and schools. There is an upcoming event on March 30 th known as the Taylor County Transition Night, this is pertaining to a reverse job fair, mock interviews, tour of BRI and a presentation at the end of the day from the ADRC and DVR. Mr. Reinhardt also gave us information on the Medicaid HCBS Grant. Mr. Rein hardt and Ms. Suzanne Stanfley are applying for the grant to update the CLTS meeting room at TCHSD, to offer a sensory and trauma informed space. Schedule Next Meeting: Committee decided to continue meeting via Zoom. Meetings for 2023 are scheduled for 06/12/2023, 09/11/2023, and 12/11/2023. Motion to adjourn was made by Erin Meyer and seconded by Roxanne Dachel. Meeting adjourned at 1:33 p.m. Respectfully Submitted, Marisa Radloff