SO CAL REGIONAL LGA MEETING MINUTES August 25, 2016

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1 Co-Chair: Janice DiCroce, Ph.D. Date: Thursday, August 25, 2016 Co-Chair: Olga Murga-Rodriguez Time: 10:00 am 1:00 pm Recorder: Ramsell Location: East Imperial Highway, 6 th Floor Rm. 52 Norwalk, CA If you are unable to attend in person, you may teleconference by calling The access code: Attendees: David Huey (RPHS), Carol Elliott (Solano), Dion Andres (Sacramento), Lynda Wheeler (Lake), Janice DiCroce (San Diego), Maria Acosta (San Diego), Chu Lim (LA), Olga Murga-Rodriguez (LA), Shante Kilgore (LA), LaShawn Youngquist (LA), Zaida Arroyo (LA), Felicia Guerrero (LA), Marin Yan (LA), Marcy Puente (LA), Alfred Taylor (LA), James Vuong (LA), Fernando Lemus (LA), Beverly Randolph (SD), Denise Tong (Long Beach), Eileen Margolis (Long Beach), Ellen Lee (LA), My Dodge (LA), Argentina Ramirez (Alameda), Carlotta Davis (Ventura), Nancy Leidelmeijer (NLeader), Amber Bermond (Santa Barbara), Josefina Marciel (Imperial), Trina Yen (LA), Andre Nazarians (LA) I. Introductions All Introductions Attendee list is noted above II. Additional Agenda items 2017 Annual Conference Update CPE and Lead Agency All Add items to the agenda Annual Conference Workgroup is the same as last year. Location will be in the Bay Area and notification will be made to Consortium on 9/15. All materials will be on-line this year (GREEN initiative). Registration fee will increase for Looking at conference to be held T-TH to reduce costs. Looking at mid-april or early May for conference dates. Conference newsletter will be sent to Consortium with all updates. 2. Per Janice, Lead Agency is the primary group or 1

2 fiscal agent who acts as the middle person for receiving and disbursing county funds for various entities. This is technically still CPE. This issue is a result of A&I stating that the funds are no longer CPE because the CBO is now disbursing the funds and thus the CPE classification has been removed. San Diego is appealing this interpretation. III. Co-Chairs Update All Information sharing Janice DiCroce and Olga Murga-Rodriguez IV. School-Based MAA issues updates SB 123 Update Other Items? All Information sharing Dion Andres 1. SB123 offers LEA multiple options for regional authority and oversight which includes LEC, LGA, and DHCS. Changes in W&I codes. 2. Continued delays in SMAA payment processing. 3. The SMAA Implementation Plan is still being finalized. V. Executive Committee s Report EC Member or Host County or report sent via Updates on current projects: MH MAA Debrief re: the August 18 th training. Implementation of the new implementation plan on 10/1/16. Introduce new EC members for FY 16/17. Carol Elliott co-chair in attendance via teleconference 1. Confirming a date for the TCM CR training tentatively for F5 Alameda hopefully a combo w/ DHCS and RPHS confirmation for the end of this week the training will be hosted live and via webinar. The TCM CR content and template is the same as prior year. 2. DHCS payments list was sent to consortium for FY1516 confirm by 9/6. This will help EC to calculate annual LGA participation fees. Fees to be discussed at the 9/15 LGA Consortium Sacramento meeting. 3. TCM Best Practices group provided documentation to DHCS re: CPE for Probation 2

3 and process and procedures for review. This docoumentation will be made available hopefully by 9/ The RPHS SOW will hope to be available by 9/15 for all to review. 5. Agenda for Sac meeting will be sent out next week. 6. Introduce new EC members for FY1617: Gil (SM) Co-Chair, LaValda Marshall (Marin) Member-at-large, and Kristina Herrera (Tuoloumne) Member-at-large VI. CMAA Updates Direct Charge time survey training Duty Statement Signature requirement FY 14/15 CMAA Invoice Payments FY 15/16 PPL - CWA DHCS Receipt - Claiming Plans 1. Direct Charge time survey training: a new requirement that staff who direct charge need to attend a time survey training due to the various codes that they may be involved with and ot get program clarity. Carol will ask DHCS for clarification and hopefully get a PPL issued. In addition, the MAA invoice will allow for Transportation as an option for Direct Charge. 2. Duty Statement Signature requirement: PPL applies to grandfathered or existing claiming units. PPL : New claiming units need to submit Duty Statements and Activity Code worksheets to DHCS at time of new CUFG submission. Signatures must be signed per the Implementation Plan. Carol to confirm with DHCS if Duty Statement signatures are per person or in a roster format. 3. Lake Cty CMAA desk audit for FY1314 is being scheduled. 4. FY1415 CMAA Invoice payments: anyone 3

4 receiving funds? LA has received, no payments for SD or LB. Per Carol, DHCS states that for FY1415, 1 st qtr to be paid by Sept and 2 nd qtr by Dec. All FY1314 paid by May FY 15/16 PPL CWA: per Carol to follow-up with DHCS on the status of the annual CWA notification for purposes of MAA invoicing. Typically the PPL is issued in October. 6. DHCS Receipt-Claiming Plans: is DHCS sending confirmations of receipt of CUFG claim plan data? Carol states that this is an acknowledged DHCS deficiency. Carol will follow-up w/ DHCS to develop a formal approval process. 7. Some LGAs are pending receipt of DHCS renewal agreements. The terms have shortened and they are also arriving after year-end whch makes it difficult for LGA Board approval. VII. TCM Updates TCM Cost Report Audit Findings & Appeals Update FY 16/17 TCM Cost Report TCM Best Practices sub group update TCM Programmatic Site Visits TCM Encounter 1. TCM Cost Report Audit Findings & Appeals Update: SD had 2 appeals, many other LGAs have also undergone appeals including Alameda, Santa Barbara, LA, Lake, San Mateo (informal hearing 8/25), Berkeley, Solano. TCM CR Appeal topics include: indirect cost rate, CPE, budget org chart. FY1011 Audits are still in place with some LGAs having their FY1112 audits starting up. Carol at Solano requested a single audit list of requested items to manage as opposed to receiving single requests that require more time and management. 2. FY 16/17 TCM Cost Report: The TCM CR training is tentatively scheduled for F5 4

5 Log PPL Discussion Alameda hopefully a combo w/ DHCS and RPHS Carol to look to confirm for the end of this week the training will be hosted live and via webinar. The TCM CR content and template is the same as prior year. Janice asked Carol to see if a similar training can be held in SoCal either w/ DHCS and RPHS or RPHS only. Task to Olga to verify a location for training in Orange Cty or within LA Cty facilities. 3. TCM Best Practices sub group update: this group is for all new TCM claiming units. The group is trying to establish process and procedures with DHCS to be compliant and to allow for participation in TCM. Carol is working with Shelly at DHCS to formalize the information and hopfully present at the LGA Statewide meeting in Sept at Sacramento. Carol looks to also present the new TCM requirements at PBMA-Probation Business Managers. 4. TCM Programmatic Site Visits: Monterey, Alameda, and San Mateo. Complete review of the TCM program. Task: RPHS to provide sample Entrance Packet and Interview questions for all to reference. 5. TCM Encounter Log PPL Discussion: No PPL issued. The discussion is specifically re: DHCS looking to update the TCM Operational Plan covering various topics including encounter log data, using of Mother s Medi-Cal number. LA Cty, Napa, and one other county was involved with testing the new enhancements for the DHCS TCM System but the testing of the various scenarios/scripts was not successful. No 5

6 additional reporting of the testing at this time. 6. Dion discussed TCM APP. Sacramento asked to participate in all SPAs and DHCS is stating that the LGA is now obligated and liable to allow any agency to claim against the designated SPAs. LGAs can amend their SPA participation w/ DHCS. VIII. Items for the Executive Committee All Provide EC with issues that need to be addressed Refer to notes in the above items for detail 1. Janice asked EC to inquire with DHCS regarding CPE disbursed through a lead agency should stay as eligible funds. 2. Code 19 designation of more than one LGA Coordinator for MAA direct charge claiming unit. Prior DHCS training slides support this option and Jose Garcia at DHCS agrees. Carol will follow-up with DHCS for clarity. IX. Items for DHCS All Provide issues that need Refer to notes in the above items for detail to be addressed by the DHCS at the next Consortium meeting. X. Other Agenda Items: All Discussion 1. A question regarding NPI submission and the long delay in processing. Currently, this process takes only a few days for creation. Reminder: If you have questions or concerns about information covered in the meeting, or need additional assistance, please feel free to contact either of the Regional Co-Chairs (Janice DiCroce or Olga Murga-Rodriguez) and they will try to assist you or direct you to someone else who can be of help. 6