Meeting Minutes from September 5 Optional Conference Call

SC Conference Call Minutes

Thursday, 9/5/2013

In Attendance:  Catrina, Victoria, Matt 1 & 2, Judy, Stephanie, Kari, Lindsay, Diane, Jim, Karen, Emily, Maryanette, Adrienne, Andrea, Stacey, Renee, Dierdre, Jackie, Jane, Crystal, Brenda, Rachel

1. General Updates (Brenda)
   1. Facilitators established for September and October conference calls:

September 19^th – Catrina

October 3 – Jim

October 17 – Victoria

October 31 – Emily

1. Professional Development on September 12^th

“All Things DHS” @ UM Detroit Center

9:00 – 9:30 am – Social Connections

9:30 – 11:30 am – Professional Development Presentation

11:30 am – Noon – Lunch Break

Noon – 1:30 pm – SC Meeting

1:30 pm – 2:30 pm – Meeting with UM Curtis Center for ALL

PVM SC and SC at Flatrock and LaBelle Co-ops

Please let Ann Kraemer know ASAP if you are not attending

1. PVM (Brenda)
   1. EIV and Lease Files – EIV is not supposed to be access by the Service Coordinator, therefore SC should not have access to business office file.  If you require information contained in the BO/Lease file, get a signed Release of Information from the resident then request the necessary information from the business office.  SC should not ever have direct access to the files.

1. CSI (Rachel)
   1. Recertification. You can help members fill out the forms if you have (a) a

consent to release to certification dept. at CSI (they may ask you to fax it to them), and (b) you have a representative from the CSI certification dept on conference phone while you are with the member. It will be the CSI

representative who walks the member through the steps of recertification. You are just there as another set of eyes and, if needed, a writer (especially for members with low vision or with low literacy skills). If you are the one

assisting with physically filling out the application, make a blank copy for the member to follow along with the CSI rep and you.

As of this point, CSI SC cannot help the member with the recertification without the leasing office on conference call.  Rachel will clarify with CSI.

Also discussion of helping potential members with application for residence within the co-op emerged.  At this point SC are not to help a potential member complete an application.

** Two areas that are most prone to Fair Housing violations are in the application process and recertification process, CSI does not want to place SC in that position.  Rachel will follow-up with CSI to see if they would be willing to have a training with the SC so they could do this without the leasing office on conference call.

1. Technological/utility issues and repair delays (Matt) – Frustration was expressed regarding the perceived passive stance Hannan takes with CSI when there are issues with repairs to technology and utilities.  Rachel clarified that many indepth conversations have occurred with CSI that this is a violation of the contract that CSI has with Hannan.  Sheila will bring this again to the attention of the liaisons so they are aware that these issues are priority.

1. Process for obtaining resident/member consents to release (Rachel)
   1. Electronic documentation – Rachel emphasized the importance of having the Consents to Release created in AASC Online with the verbiage from the signed Consent included in the system.  Many SC do not create the Consents in the AASC Online system and this makes it more difficult to audit files remotely.  More focus and energy is being placed on being able to complete file audits remotely utilizing available technology.

1. Signatures in hard files – Signed copies of the Consents should still be maintained in the hard files.  Unable at this point to scan signed consents into the AASC Online system, although Pangea is working on this technology.

1. Consents for MiCAFE – When working with a resident/member on a MiCAFE application, the SC must get a signed Consent to Release through AASC Online.  There is a consent embedded in the MiCAFE document but SC’s need one for them to be able to talk with DHS, MiCAFE, etc.

1. SC Query Corner
   1. State ID, benefits and housebound seniors (Victoria) – Victoria inquired about the possibility of a homebound individual getting a State issued ID.  Adrienne indicated she had seen several months ago a special report of Fox 2 News that indicated S.O.S. could not force homebound individuals to come into the office.  She will research this and follow-up with Victoria (and also post on Scoop, right?).  Victoria also wanted to know the consequence of an individual not having a Michigan State ID and receiving benefits within Michigan.  No one indicated that they knew that this was a problem.  Matt suggested that Victoria contact Crossroads for assistance.

1. SC Educational Presentations: what to do when a presenter cancels last minute, what to do when you have a lot of residents signed up and only a couple show, what to do when no one signs up (Stacey) – A lot of great discussion was had surrounding this topic.  Suggestions included:

i.      Announcing presentation overhead.

ii.      Placing flyers under resident’s doors.

iii.      Having a resident/member champion for the presentation (someone who expressed interest in having the topic presented) to help promote and set-up for presentation – Victoria will check during her liaison meeting if this is something that would be ok within the CSI setting

iv.      Having an unofficial resident/member “PR” person who helps promote all events

v.      Having door prizes for people arriving

vi.      Offering “better” snacks

vii.      Having raffle for completing evaluation after presentation

viii.      Asking residents/members what they want to hear presented

ix.      Do not schedule presentations against a popular activity in the Village/Co-op

1. Additional Resources
   1. access to Wayne County and Oakland County Probate Courts – In order for SC to verify if a person who provides paperwork is indeed the most current guardian or for those who don’t provide paperwork are indeed the guardian, Wayne and Oakland County Probate Courts have a system which allows you to see the proceedings history for any guardianship case.

For Wayne County:  www.wcpc.us – Click on “Case Access”, read “Important Information about eAccess” then click, “I Accept – Click Here”.

For Oakland County:  www.oakgov.com/courts/probate/ – Click on “Oakland County Probate Court Online Services”, click on “Case Search”, read “Probate Access”, then click “I Agree”.

***NEW***  For Macomb County:  www.macombcountymi.gov/PROBATECOURT/ – Click on “Case Look-Up”.

***NEW*** For Kalamazoo County:  kalcounty.com/courts/probate/ – Click on “Probate Index”, click on “Enter Probate Court Record Index”, read disclaimer, then click on “OK”.

1. Crystal shared the Senior Lifestyle and Injury Prevention (SLIP) program offered through Oakwood Hospital and the Dearborn Fire Department.  The contact person is Scott Stockinger.  Crystal will post more information to Scoop as she gets it.

1. Renee shared had a case scenario she reviewed with the team.