January 23, 2025 Minutes

Weld County Case Management Agency - Community Advisory Committee  Meeting Minutes

Meeting: January 23, 2025

1. Welcome and Introductions

   • Committee Members
     
     • Attending Virtually: Victoria Moul, Leticia Arguello, Cathy Laws, Brittany Logue
     • Attending In Person: Dawn Simmons, Angela Korthaus
     • Notes taken by: Cassie Bixler

2. Review/approval of meeting minutes from meeting on 10/26/2024.

   • No Questions/Concerns.

3. Third qtly meeting for Fiscal Year 2024-2025

   • CMA Updates (PowerPoint)
     
     • Review of slide 13 (CMA Updates)
       
       • 1st round of interviews for Case Manager did not have quality candidate so new round of interviews being completed. This case manager will help the Non-IDD caseloads be lowered
     • Slide 14
       
       • Referrals now come through PeakPro or paper applications. Drastic increase in referrals from Oct to Nov.
     • Slide 15
       
       • Many of the referrals are not for LTC and need different supports but are not sure of how to apply for the services they need.
       • Lots of assistance from other teams as Intake team is overwhelmed with Referrals as the conversations can take some time to discuss what the needs are.
   • Victoria- Comment she is aware of many Case Managers that are stressed now with the uptick and concerned what is being discussed to prepare for July changes
     
     • Answer- There are many conversations of how things may need reorganized. Also, discussion with folks at PeakPro of how the system may need tweaked to send more accurate referrals. There is discussion if there should be a specific person/team that screens the incoming referrals. Agreed there is much anxiety and stress regarding the July 1 changes. Please share any thoughts suggestions for updates.
   • Victoria- Her prior company had opted to hire 3 additional staff to focus on referrals and admin tasks to help mitigate stress and help retain their staff and within 2 weeks they saw a positive change in the staffs attitude and capabilities.
     
     • Discussion- It's agreed that there is need for a solution soon.
     • Slide 16- There has been progress in the Non-IDD case managers as caseload has been reduced from 94 (October number) to 90.

4. Review of Exceptions to the Defined Service Area

   • No Questions (Included in Slide 5 power point)

5. Review of Complaints/Trends

   • Slide 18- Last meeting there was a request to note what waivers the complaints are tied to. This has been tracked for this period.
   • Complaint 1 (Line 5- 10/1/24)
     
     • Team agrees it sounds like this was tied to folks not being familiar with the CMA process. Angela: Team is working on documents with brief explanation of what the process would look like and timeframes for families to be able to review.
   • Complaint 2 (line 6- 10/8/24)
     
     • No concerns/questions from team.
     • Angela's Update- Confirms individual is happy with new CM.
   • Complaint 3 (line 7- 10/8/24)
     
     • Team agrees this was handled appropriately.
     • Comment from Angela: Case Manager could have been more open with communication giving updates because there were delays.
   • Complaint 4 (line 8- 10/9/24)
     
     • Team agrees follow up was appropriate and notes many misunderstandings occur due to an error in communication.
     • Angela's Update: Opening communications lines and having discussion seemed to help explain the Weld process and be able to work towards the same purpose and goals.
   • Complaint 5 (Line 9- 10/14/24)
     
     • Team agrees this was handled appropriately.
   • Complaint 6 (Line 10- 10/11/24)
     
     • No feedback/concerns from team.
   • Complaint 7 (Line 11- 10/16/24)
     
     • Angela's Update- Everything going well and happy with CDASS services.
   • Complaint 8 (Line 12 & 13- 11/16/24)
     
     • No follow up has been received from outreach attempts so this has not been able to be resolved.
   • Complaint 9 ( Line 14- 12/3/24)
     
     • Angela's Update- Member is happy with new CM and feels relationship is going well.
   • Complaint 10 (Line 15- 12/9/24)
     
     • Angela's Update- Reports family is happy with outcome.
     • Team thoughts- That is a difficult job to maintain communication that would have resolved this concern. Agree it was handled appropriately and swift response was great. Speaks to the culture Weld CMA wants to create.
   • Complaint 11 (Line 16- 12/19/24)
     
     • No comments.
   • Complaint 12 (Line 17- 12/23/24)
     
     • No response has been received. CMA has reached out for further information but has been unsuccessful receiving responses and is currently unresolved.
     • Clarification- Anissa was asked to follow up because complaint was related to CES waiver that she supervises but it is not known what individual the complaint pertained

6. Review of CMA Policy and Procedure

   • Accessing Case Management Services
     
     • Review and responded to comments.
   • ACP Confidentiality
     • Review and responded to comments.
     • Further questions raised and then need re-reviewed.
   • Background Checks
     
     • Review and responded to comments.
   • Building Access and ADA
     
     • No Comments
   • Assistance Requests Outside Regular Business Hours
     
     • Review and responded to comments.
   • Communication Assessment and Support
     
     • Review and responded to comments.
   • Case Manager Assignment and Notification
     
     • Review and responded to comments.
     • May need re-review once document is revised to provide clarity when individuals leave the agency and how the individuals/families will be advised of who to contact with questions during the interim.
   • Adherence to Contractual and Regulatory Requirements
     
     • Review and responded to comments.

7. Membership Discussion:

   • There is an individual that agreed to be part of CAC but has not attended any meetings. What should this look like if we do not have a member that attends meetings?
   • Other advisory boards have noted they may ask the individual to vacate the position if they do not attend 3 consecutive meetings or communicate their need to be absent.
   • Brittany, Leticia, and Victoria agree that if communication is fine and member is not attending then they support that member being asked to vacate so another member can be invited
   • Note- Create Policy for attendance guidelines

8. Member Updates

   • Reagan Maldonado has been advised by State she cannot continue meetings as they view it as a conflict of interest.
   • We will need 2 additional memberships (One to replace Reagan and the other for the member that has not attended any meetings)
   • If you know any individuals that would be willing to join the CAC please let us know!