Colorado Commission on Aging July 18-19, 2013 Parker Holiday Inn and Suites 19308 Cottonwood Dr. Parker, CO 80138
Attendees: Lea Abdnor, Karl Aguilera, Sara Canfield, Todd Coffey, Tara Franck, Jeanette Hensley, Judy Hensley, Alice Langley, Ruth Long, Gail Ploen, Linda Sanden, Robert Spuhler, Vivian Stovall, Betty Sweeney, Joe Urban, Dar Vriesman Excused: Senator Lucia Guzman, Bobbie Mecalo Guests: Dee Martinez, Deputy Executive Director of Enterprise Partnerships CDHS, Romaine Pacheco Director Boards and Commissions. Meeting Commenced at: 9:00 am Elections: Alice Langley, vote was taken and Ruth Long was unanimously voted in as CCOA Chair FY1314 and Joe Urban was voted in unanimously voted in as CCOA vice chair FY 2013-2014. Update on CDHS and Boards and Commissions policies and procedures: Dee Martinez explained the organization of CDHS. 2- Deputy executive directors, Nikki Hatch oversees internal departmental operations, Dee Martinez oversees external departmental operations. There are 60 other commissions and in the future Mary McGhee, the Director of the Division of Boards and Commissions, CDHS will meet with each of the 60 commissions (550 people) to answer questions. An on-line training module will soon be a required training for all Commissioners (current and new). Information was shared about what types of meetings are required to be made public and minutes must be taken. Any gathering of two or more people discussing CCOA business must be made public and minutes must be taken. Subcommittees must make notice of meetings. You can make notice of such meetings through the CDHS website and the Capitol bulletin board. Minutes should be taken by committee members. Once a meeting is concluded the agenda, notes, minutes, and recommendations must be posted. Prior to posting the minutes must be adopted by committee members. Recommendations to advise the governor must go through the CCOA Executive Director and through CDHS. The penalty for not self-reporting meetings could be an investigation and possible removal from the commission. (The Sunshine Law, CSR 24-6-402 is attached).
Official letters or recommendations that go through CDHS, Reggie Bicha has a better chance of being seen by the Governor. Concerns were raised regarding who the CCOA should send their correspondence through to the Governor, CDHS or the Governor’s Aging Liaison, Kelly Perez? CCOA may go through either in certain situations. Commissioners asked that this process be put into writing and disseminated. Commissioners can contact Sara Sills or Dee directly with further questions. ACTION: Tara will send Sunshine Laws to CCOA Regarding the expediency of CCOA letters it was suggested that time lines are set for electronic voting, letter approval of CDHS, etc…These letters to Legislators and the Governor can be mailed, emailed, or walked to the Capitol. ACTION: Dee will send an email regarding the CCOA Representative vacancy. ACTION: CCOA Policy and Procedures Committee will create a draft of procedures for review by August 15, 2013. General Business: CCOA APAC Representative: A motion was made that Gail Ploen be the Representative with Ruth Long as the alternate. Motion was seconded and passed unanimously. Approval of Minutes: May minutes were approved with corrections. By-Law Revisions: Should Committee Roles and Responsibilities be included in By-Laws, include in Policy and Procedures document, or in Strategic Plan? Committee Definitions: Ad-hoc By-Laws Committee will be: Betty, Alice (Chair), and Linda. This Committee will review and make recommendations. Policy and Procedures Committee will be: Lea (Chair), Betty, and Todd. Legislative Committee will be: Bob, Lea, Gail, Jeanette (Chair), and Ruth will ask Bobbie if she will be a member. Community Relations Committee will be: Vivian, Judy, Linda (Chair), and Sara. Strategic Planning Committee will be: Joe (Chair), Karl, Sara, and Dar. ACTION: By-laws committee will create a template for meeting minutes. LUNCH COMMITTEE REPORTS: APAC Update: Ruth Long gave an update. 2
APAC Chair: Jean Hammis, C4A Chair: Guy Duitra. All AAA/ARCH programs will be receiving $50,000 per year for 2 years to make them more consistent across the state (regardless of size). Larimer County, Mesa, and other smaller counties without an ARCH will not receive the money. APAC advisory group will meet with the SUA. APAC meetings once a month at the Jefferson County Fair Grounds 9am-1pm (the third week of the month) and is the advisory group to the SUA. This is mainly a AAA meeting to discuss CLAG Update: Vivian gave an update. Todd Coffey and Dave Norman are co-chairing the subcommittee Eligibility and Entry Point. The idea of the subcommittees is to make recommendations to the whole CLAG. Todd has submitted a video report on Eligibility and Entry Level. The recommendation of the EEL committee is to allow (Colorado Benefits Management System) CBMS access to all Entry Points so that they can be informed of status of applications to see where the consumer is in the process and assist. The other focus of this committee is to establish presumptive eligibility to certain groups accessing long-term services and supports. Presumptive eligibility is an assumption that persons will most likely qualify for this program and will go ahead and enroll them while waiting for their eligibility to be determined. We will need an assessment tool that will predict eligibility accurately. With Medicaid is someone is presumed eligible and later determined to not qualify the State is responsible for paying the money back in full. Currently presumptive eligibility is for some children and pregnant women. The Committee’s rationale for adding other groups into the presumptive eligibility is that people coming out of hospitals need connection to services to decrease the need for readmission to the hospital and a possible later need for a nursing home. People needing hospice care don’t always have the time to wait for their eligibility to be determined. The Committee is also looking at the concept of having AN entry point agency instead of single entry points, community center boards, AAA’s, and mental health centers. A single entry point would standardize procedures across the state, it would be one stop shopping, and essentially be what the ARCH is currently intended to be. Vivian discussed CCOA opportunities to make recommendations to the CLAG. A presentation would not be necessary but a letter with recommendations and any possible improvements is suggested. Representative Young is spearheading how to get the aging part and the disability part of CLAG to come together. Vivian recommends that CCOA look at the subcommittee recommendations and then create a recommendation report to give to CLAG. Creation of CLAG Committee ad-hoc committee: Vivian, Ruth (Chair), Jeanette, Sara, and Joe. A draft of the report will be available for the October meeting. Any type of legislation recommendation will need to be made now. Todd will be ex-oficio. The Committee will work until the report is finalized and then will be disbanded. ASSSISTED LIVING RESIDENTIAL GROUPS UPDATE: Linda Sanden explained that there are two groups. The larger consists of all assisted living residents in the state and the smaller group is generally someone appointed by someone in CDHS which is where the ALR sits under Terry Zemmel. Fire and Safety now housed under HCPF but not through a contract. They 3
are trying to figure out how to get them out to do fire and safety codes and still be reimbursed by Medicaid. Facilities must be reviewed at least 18 months if under Medicaid. Looking at lessons learned after the fires. Several facilities took in patients after fires. Anybody who had a bed took in patients. Next meeting is Tuesday at the Health Department. Annual Report update: Tara gave an update on the status of the Annual Report. Vivian will update her reports to better fit the AR. Senior Day at the Capitol information will be resent and added to the AR. Target audience is legislators, Colorado State library, Governor, AAAs, and to local commissioners. It is an educational tool to inform what CCOA does. Add senior pictures to the front page. SFY Meeting Update: October 3-4, 2012 Stratton, CO Eastern Plains Legislative Speak-Out November 14-15, 2013 Denver, CO Allen Buckingham Awards Lunch (waiting for confirmation) January 30-31, 2014 Denver, CO (mtg @ CDHS, hotel Hampton Inn) April 1-2, 2013 Denver, CO Senior Day @ the Capitol (mtg @ CDHS, hotel Hampton Inn) May 29-30, 2013 Ft. Collins, CO Centenarian Celebration July 10-11, 2013 Parker, CO General Business: There was discussion regarding how to effectively use electronic voting. Time frames of required voting were discussed. Quorum is considered to be the majority of the filled commission vacancies. A review of the procedure memo that was created by the Policies and Procedures Committee. Meeting Recessed until 9am July 19th, 2013
July 19th, 2013 Attendees: Lea Abdnor, Sara Canfield, Todd Coffey, Tara Franck, Jeanette Hensley, Judy Hensley, Alice Langley, Ruth Long, Gail Ploen, Linda Sanden, Robert Spuhler, Vivian Stovall, Betty Sweeney, Joe Urban, Dar Vriesman Excused: Senator Lucia Guzman, Bobbie Mecalo Guests: Peggy Rogers, APS Manager, Tracey Stewart, Family Economic Security Program Manager, Colorado Center on Law and Policy, Sherry Leach, Boulder AAA Director Meeting Commenced at: 9:00 am Unfinished business from July 18th, 2013: Tara updated the May meeting minutes and shared them. 4
Aging and Adult Services Division Update: Todd gave an update on AAS. Adult Financial and Quality Assurance and Quality Control have been moved from under AAS to Colorado Works. 9 people total were moved. Peg Rogers, APS Manager and Greg Smith is the Data Fiscal Legislative Manager. Greg’s staff will provide Peg’s staff with reports and data. No physical moves currently; however, most likely over the next few months. With Mandatory Reporting there has been discussion to move APS to Children, Youth, and Families however with all of the big changes going on it’s been tabled for now and revisit it next year. The Office Director position has been sent out but has not heard any announcements. APS Update: Peggy Rogers, APS Manager Senior Economic Security Presentation: Tracey Stewart, Family Economic Security Program Manager, Colorado Center on Law & Policy Boulder AAA update: Sherry Leach, Boulder AAA Director Adjourned 2pm.