October 24, 2024 Minutes

Weld County Case Management Agency - Community Advisory Committee  Meeting Minutes

Meeting: October 24, 2024

Committee Members

  • Leticia Arguello; Arc of Weld County
  • Reagan Maldonado; Weld Ombudsman
  • Victoria Maul; person with lived experience- (Virtual)
  • Dawn Simmons; Weld Adult Protective Services
  • Brittany Logue; person with lived experience- (Virtual)
  • Cathy Kellogg; Support Inc. (Virtual)
  • Regina Weisman; person with lived experience- (Absent)

CMA Agency Representatives

  • Angela Korthaus; CMA Program Manager
  • Jill Colavolpe; Deputy Division Director, HCSD Weld County
  • Cassie Bixler; CMA Case Aide
  1. Welcome and Introductions
  2. Review/approval of meeting minutes from meeting on 7/26/2024
    • Shared update: HCBS Strategies will be reviewing CAC meeting minutes and give feedback.
    • CAC Meeting minutes posted on Weld.gov and will be emailed to all participants.
  3. Second qtly meeting for Fiscal Year 2024-2025
    1. CMA Updates (PowerPoint)
      1. Slide 1
        1. Note: All positions filled as of Monday (10/28/24)
      2. CMA Updates (Slide 2)
        1. Complaint form has been translated into Spanish and is online and some final bugs are being worked out.
      3. Intake/Referral Update (Slide 3)
      4. CMA Ongoing Update (Slide 4)
        1. Currently anticipating children's case load size shall increase.
        2. Non-IDD case load numbers will decrease after once newly hired case manager is trained.
          1. Is there a specific waiver/need where some of the caseloads should be lowered/capacity increased?
          2. HCPF feels a case load size of 1 of 65 is optimal for case management. Weld County CMA is actively monitoring caseload needs and are being reviewed to see how caseloads can be altered. Goal to have children's case load under 65 as that program has more intensive cases/time needs.
      5. Review of CMA complaints (Slide 6)
        1. Note: only 3 complaints at past meeting (July). At each meeting it will be decided if we will review all complaints received or just trends of the complaints received.
        2. Note: The CMA is tracking complaints received per case manager to allow for additional training and/or follow up with that case manager.
        3. Note: In July during phase 3 Weld County CMA received 199 children on various children’s waivers. The transition was not smooth and a lot of information regarding these members was not up to date. Many children transitioned without physical or digital files, and some did not have current assessments or support plans. Weld County also found many children who were not transitioned but happened to notify the CMA of their whereabouts in Weld County. During this time there were many calls and questions received to the CMA. The CMA worked hard to address all questions and follow up on all cases.
          1. Question-Of the 9 complains how many were adults/youths?
          2. Unknown but will add this to trend tracking.
          3. Feedback: Approach for escalation and time frame seems to be working well.
        4. Community Outreach training/events
          1. Note: Will continue to provide outreach events.
  4. Review of Exceptions to the Defined Service Area
    1. No Questions (Included in Slide 5 power point)
  5. Review of Complaints/Trends
    1. Some questions/feedback above (Reviewed in slide 6 of power point)
  6. Review of CMA Policy and Procedure
    1. Note: Grammar/punctuation is not to be reviewed.
    2. Will work to send out policies for next review (Need ETA when to send out)
    3. Request these are sent out at minimum of 30 days before review.
      1. WCCMA Out of County Case Management Exception process
        1. Comments/questions noted in document.
      2. Waiting List General FAQ
        1. Comments/questions noted in document.
      3. Sate System Data Access and Management
        1. Comments/questions noted in document.
      4. State SLS Waitlist Management
        1. Comments/questions noted in document.
      5. Right to an Assessment
        1. Comments/questions noted in document.
      6. Provider Dispute Resolution
        1. Comments/questions noted in document.
  7. Member Updates
    1. Jill- Great feedback and requests.
    2. Dawn- ACL federal rules for APS were approved and went into effect. The state has until 2028 to update all documents/processes/regulation/forms.
      1. Monthly APS meetings regarding these changes.
    3. Jill- January 2025 will be the end of the COVID lock in for redeterminations.
      1. Members will have 60 days to resubmit with extension.
    4. Overall- Next round of policies: Request of how many overall P&P's need reviewed. This could help determining how many are reviewed each meeting.
      1. (Jill) Not exact count but thought there are still 30 or so.
      2. (Unanimous request) Minimum of 30 days for reviewing 10 P&P's
      3. Please make sure emails are sent to new email for Leticia
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