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HomeMy WebLinkAboutMinutes 1989DRAFT -NOT APPROVED MINUTES TOWNSHIP COMMITTEE October 4, 1989 7:30 P.K. Room 2402 PRESENT: Ald. Drummer, Rainey, Washington, Wold, Wollin ABSENT: None TOWNSHIP Supervisor Summers, Julian Coleman, Sherry Zhou REPRESENTATIVES: OTHERS Ald. Lanyon PRESENT: OFFICIALS Bruce Zimmerman AND STAFF: PRESIDING: Ald. Drummer The first meeting of the Township Committee was called to order at 7:30 p.m. SUPERVISOR'S REPORT AND OVERVIEW The Committee called on Supervisor Summers for a brief overview of Township programs. It was noted that the Township programs operate from three locations. Room 900 of the Civic Center houses administrative staff, accounts payable and some caseworkers. Room 2800 of the Civic Center provides facilities for the Township's Job Development program and case managers. Rented space at the Family Focus Center provides a location for the Vocational Education program and the literacy classes. Supervisor Summers noted that there are presently six to eight clients in the Vocational Ed. classes and 15 to 20 clients in the literacy class. Supervisor Summers noted that it takes from two weeks to thirty days to process an application for assistance. The clients receive $92 on the first and 16th of the month for their personal money. Ks. Summers noted that $130 per month is available for rent assistance, which is sent directly to the landlord. The total assistance level of $314 per month includes the two bi-weekly payments of $92 for persona. ._,ney and the $130 per month for rent. It was noted that medical and dental assistance payments are in addition to the $314 figure. The Township representatives also indicated that the Township does not provide food assistance. Supervisor Summers clarified that clients receive certain amounts of Food Stamps from the Department of Public Aid, based on their income level. TOWNSHIP COMMITTEE Minutes of 10/4/89 . . . 2 Supervisor Summers noted that the Township has been working with the school district in regard to programing for high -risk children and has attempted to work with the Chamber of Commerce in regards to employment of Township clients. Ms. Summers indicated that the Township would announce the name of the new Township Director next week. Ald. Wold requested that the Township prepare an organizational chart of Township personnel with names. In response to a question from Ald. Washington, Ms. Summers indicated that she will provide the auditor's report on the Township's FY 1988-89 as soon as possible. TOWNSHIP BILLS - SEPTEMBER 1989 In response to a question from Ald. Rainey. Ms. Summers indicated that previously the Township had made payments to the Youth Job Center for each placement of a Township client. which lasted for 30 days or more. She emphasized that now the money is granted to the agency and that they are presently developing a procedure for sending all Township clients between the age of 18 and 25 to the Youth Job Center (YJC). Ald. Rainey requested a copy of the YJC funding proposal which generated this payment to the agency. Ald. Rainey also noted that the September bills for medical expenses included payments of $33,660 for hospital in -patient services. She noted that the September expenses for this program, when added to the year-to-date expenses of $33,224.57 for the hospital in -patient program, would result in the budget being exceeded by over $6,000 halfway through the Township fiscal year. In regards to the medical expenses. Ald. Rainey requested that the Township provide information on the number of people served, the number of days of service, and the period of time over which medical service is provided. Ald. Rainey expressed her belief that it is very difficult to approve these medical bills this evening, due to the lack of information regarding these expenditures, but emphasized that the Township can not continue to allow these medical bills to go unpaid. She emphasized the need for better and more prompt review of medical expenses. Supervisor Summers concurred with Ald. Rainey's comments. Ald. Rainey also noted that the Township should not be serving the chronically ill. Supervisor Summers said she is aware of this and relies on the cooperation of the hospitals to identify people requiring medical assistance beyond the six month period for which Township assistance is available. Ald. Rainey moved that the Committee direct Township staff to arrange an appointment with Congressman Yates' office to discuss the Township's problems in working with the Social Security office to get clients off the Township roles and into the Social Security program. Ald. Wold seconded this motion and the Com'ittee voted 5-0 to approve. Ald. Wald stated her belief that the Committee should go on record stating that Evanston Hospital should develop a process with the Township to more TOWNSHIP COMMITTEE Minutes of 10/4/89 . . . 3 readily place clients in the Supplemental Security Income program, The Committee supported Ald. Wold's comments. The Committee agreed to hold medical bills from approval at this time. Ald. Wold moved that the Township Committee recommend City Council approval of the Township bills less the medical bills. Ald. Rainey seconded this motion. In response to Ald. Rainey, Supervisor Summers stated that Gary Schultz provides vocational, counseling for Township clients on a contractual basis. Ald. Rainey requested information on fir. Schultz's credentials as well as the rate of pay for this service. Ald. Drummer encouraged the Township to maintain detailed records on this program's success rate. Supervisor Summers asked the Committee whether the Township should pay agencies for community purchased services prior to being invoiced. Ald. Rainey noted that this matter was discussed at the Administration and Public Works Committee and that the City does not pay for community purchased services until an invoice has been received. The Committee directed the Township to use the same process and encouraged Supervisor Summers to send a letter to all agencies explaining this payment system. In response to Ald. Lanyon, the Committee clarified that all bills, Including payments for community purchased services, have to be approved by the Township Committee and City Council prior to release of the check. The Committee then voted 5-0 to recommend City Council approval of the September Township bills in the amount of $83,636.60. The Committee later voted 5-0 to amend this total to $88,636.60 by including a $5,000 payment for the BE -HIV Program. TOWNSHIP COMMITTEE MEETING SCHEDULE The Committee agreed to meet at 8:00 p.m,, Wednesday, October 11 to review the medical bills withheld from approval at this evening's meeting. The Committee also agreed to generally hold its meetings on the first Wednesday of each month and scheduled a meeting for 7:00 p.m. on Wednesday, November 1. TOWNSHIP MONTHLY REPORT - AUGUST Ald. Drummer noted that there were 167 employable cases reported on the August report. Supervisor Summers noted that only those between age 1S and 25 will be referred to the YJC. Ald. Rainey noted that office equipment is being categorized as office supplies and requested that the Township separate expenditures for office equipment from those for office supplies in their monthly report. Ald. Rainey also noted that there was $1,843 in expenses for the Work Opportunity Program Luncheon and Transportation costs in August. She stated that this indicates there is a large number of people involved in this program and requested a report from the Township on TOWNSHIP COMMITTEE Minutes of 10J4/89 . . . 4 the number of people in the program and where they are going. Ald. Rainey also requested that the Township prepare regular monthly reports on the various Township programs and requested that these reports be prepared by the Township staff and program personnel involved in the program. Ald. Wald moved for approval of the monthly report for August, seconded by Ald. Rainey. The Committee voted 5-0 to approve this report. TOWNSHIP REPRESENTATION ON THE UNIFIED BUDGET PANEL {UBP} The Township noted that there were no Aldermen designated to represent the Township on the UBP. The Committee noted that Ald. Wallin, Warshaw, Davis and Esch serve on the UBP on behalf of both the City and the Township. Aid. Drummer suggested that because Ald. Wallin is on both the Township Committee and the UBP that she be designated the liaison for the Township. Ald. Wallin agreed to accept this role as liaison. Ald, Drummer requested that all agency requests for Township money through UBP be provided to the Township Committee. Ald. Wald emphasized her belief that the UBP panelists should make funding recommendations and that the Township Committee should not give them direction prior to their completion of their review process. Ald. Drummer agreed that the Township Committee should give no recommendation but stated his belief that there is a need for the Committee to consider the amount of Township money available to fund UBP requests. Ald. Wallin encouraged the Committee to identify a funding level for Township UBP funding. The Committee agreed to consider this matter on November 1. TOWNNSHIP GRANT AGREEMENT FOR THE BE -HIV PROGRAM Ald. Wald moved that the Committee approve payment of $5,000 to the Center for Public Ministry as a first month's installment under this agreement and suggested that the Committee then review the conditions set forth in the contract at the November 1 meeting before making any further payments for this program. The Committee voted 5-0 to approve Ald. Wold's motion and to recommend City Council approval of September, 1989 bills in the total amount of $88,636.60. REVIEW OF COMMITTEE CHARGE Ald. Drummer noted that the Township budget will now be based on a fiscal year beginning on March 1. He suggested that the Committee needs to look at both the Township assistance level as well as issues involving the delivery of Township services. Ald. Rainey suggested that the Committee also consider whether the Township programs are performing in the desired manner. Ald. Wald agreed on the need for the Committee to look at Township programming and encouraged the Township to provide regular monthly program reports as requested by Ald. Rainey earlier in the meeting. TOWNSHIP COMMITTEE Minutes of 10/4/89 5 Ald. Rainey emphasized the need for the Committee to receive the FY 1988-89 Township financial report. She requested that the Township auditor attend the meeting of the Committee on October 11 to provide an update on the completion of the audit. The Committee agreed with Ald. Rainey's comments and requested that the Township invite the auditor to attend the Township Committee meeting on October 11. Ald. Lanyon suggested that the Township budget be developed using the same forygat as the City's, emphasizing that this format for expenditures and revenues would be familiar to Council members. The Committee requested that staff prepare an agenda for the meeting of October 11 with the auditor's report first, followed by a review of the Township medical bills. There being no further business, the meeting was adjourned at 9.00 p.m. Bruce Zimmerman DRAFT -NOT APPROVED MINUTES TOWNSHIP COMMITTEE October 11, 1989 8:00 P.M. PRESENT: Ald. Drummer, Rainey, Washington, Wold, Wollin OFFICIALS Edna Summer, Robert Bannister, Julian Coleman, Rita AND STAFF: Shelby, Ron Gibson and Jeff Andringa of Hill Taylor, Jay Terry OTHERS Ald. Korshak PRESENT: PRESIDING: Ald. Drummer Ald. Drummer called the meeting to order at 8:05 p.m. Ms. Summers introduced Robert Bannister as the new Township Director. Mr. Bannister stated his willingness to work with all the members of the Township Committee. AUDITOR'S STATUS REPORT ON TOWNSHIP FINANCIAL REPORT Mr. Andringa reported that the audit was originally due the end of August or the beginning of September. Ald. Drummer informed Mr. Andringa that the Committee was interested in the fiscal state of the Township. The Township budget is subject to approval by this committee. Mr. Andringa reported that the draft report of the audit is currently in typing. There are, however, two pages of Township expenses for which there is not backup documentation. These expenses are medical, travel, insurance and personnel in nature. Staff from the accounting firm has spent time with the Township trying to identify this documentation and the search for this documentation is under way. Mr. Gibson reported that the total of expenses without documentation is relatively sizeable. Ald. Rainey asked how much, with the answer being in excess of $50.000. Mr. Andringa said the process could include contacting some of the payables; for example Evanston Hospital, to get backup documentation. Ald. Drummer asked if the Township staff was being cooperative. Mr. Andringa indicated that they were still looking for some of the material. Ms. Summers stated that she was not aware that this list of missing documentation existed. Mr. Andringa did not agree, as he had informed Rita Shelby that the documentation was missing. At this point, Mr. Bannister assured everyone that the documentation would be provided. TOWNSHIP COMMITTEE Minutes of 10/11/89 2 Again, Ms. Summers reiterated that she had not seen the documentation list until the night of the meeting. Ald. Rainey asked about the audit process. At what point does an auditing firm abandon the audit process if missing documentation is not found. What is the maximum length of time something could take? Could it take years? Mr. Andringa responded that it was possible but not likely it would take that long. Mr. Gibson indicated that the firm would not render an opinion of the dollar amount is too large. Ald. Drummer asked that in viev} of the fact that their firm had audited the Township before, how did this compare with previous audits done. Mr. Andringa stated this was comparatively the worst situation that he had found. In previous audits they have commented in the management letter the need for documentation; for example time sheets that are missing in the Work Opportunity program. Ald. Rainey reminded the audit officials that she and the Committee expected them to be open and candid; that the Committee takes its fiduciary responsibility quite seriously. Ald. Drummer also stated that the Committee's intent is to find out what items are wrong or what problems exist. The Committee is accountable to the full Council on these questions. The intent of the Committee is to fix problem areas. Ald. Wold asked the auditors how much longer they were willing to wait for documentation. Mr. Andringa stated that the Townships staff has told him that they are finding things - perhaps two more weeks. Mr. Gibson said it depends entirely on the availability of the data. Mr. Andringa indicated much of his report and a balance sheet is already completed. Ald. Wold again asked how long they would wait for the documents. Mr. Andringa suggested that the Committee might want to give his firm a deadline. If there is no documentation - there is no documentation. Ald. Rainey indicated that the audit needed to be produced by a certain date. Ald. Drummer indicated the budget needed to be produced by January and, therefore, we need to establish a deadline by which the audit is completed. Ald. Wold again asked if two weeks was appropriate. A discussion was held as to when the deadline was to be set. It was established that the Township office has a two week deadline to produce documents for Hill Taylor. Mr. Bannister again assured the Committee that the Township staff will produce the documents. Mr. Andringa indicated that there were some other expenditures relating to personnel matters and that perhaps it was appropriate for an executive session. A five minute recess was called at this point. Following the recess, Ald. Drummer indicated that it was his feeling that the Committee was to discuss a personnel matter and it was his recommendation that the Committee move into executive session. The Committee voted unanimously to move into an executive session to discuss a personnel matter. Upon return to an open session of the Committee meeting, Ald. Drummer stated that the documentation is to be presented to the auditors by October TOWNSHIP COMMITTEE Minutes of 10/11/89 . . . 3 25 and by November 1 the audit is to be provided to the Committee. Ald. Rainey reminded Township staff that as they find documentation, they are to turn it over to the auditors. Ald. Wold requested that the auditors be as helpful as possible in giving direction in their management letter. SEPTEMBER 1989 MEDICAL BILLS Ald. Drummer reminded the Committee and Township staff that the first group of medical bills presented at the last meeting required some documentation and that is why the bills were held over. Ald. Wold had requested a definition as to the number of services. Mr. Bannister stated that since he was not present at the last meeting, he wished an overview of what the Committee was requesting of staff. Ald. Drummer indicated that the type of information he was looking for was how many persons and number of days of service. Ald. Rainey indicated she would like to know how many days of in -patient services were paid for and also in what months were the expenses Incurred. Ms. Summers passed out a sample document she had produced for monitoring medical services expenditures. Ald. Rainey indicated that she would like to know, for out -patient services, what were the number of patients and what were the number of times they were seen. Ald. Drummer stated he needed to know when the service was provided. Ald. Wold asked if a document, in addition to having the number of patients and the number of times seen, can we find out the total of expenditure per each client. Mr. Bannister responded that the sample passed out by Ms. Summers does provide the expenditure per client and that the information is available in their computer files. Ald. Drummer wanted a clarification of the levels of service; the report was to be provided for both in -patient and out -patient. Ald. Washington asked if the length of time on general assistance and the age of these persons taking medical services could be provided. Mr. Bannister stated that information could be provided in a study but not available on the monthly medical billing sheet. Ald. Rainey then stated if this month's bills were approved, we are at 1121. of budget. She indicated the Committee had been told of possible double billing by Evanston Hospital. Ald. Rainey asked for a description of the actual sending of the checks out following approval of the Bills list. Rita Shelby responded that the checks are not cut until the bills are approved by the City Council. Ald. Rainey asked if any work has been done to see if Evanston Hospital is double billing. Ms. Shelby responded that she felt double billing was rare because there are three different checks in the system. Ald. Rainey responded that the Committee was listening to auditors state that there were problems in medical bills and that the suggestion of possible double billing, in fact, came from the Township accountant. Mr. Bannister responded he did not know the history of this problem but that he expected there would be improved coding of the bills and that a good program of medical payments would be in place. Ald. Korshak asked for a walk through of the system regarding a client going through general assistance and needing medical assistance and how TOWNSHIP COMMITTEE Minutes of 10/11/89 4 that client is tracked through the system. Ms. Shelby responded that a case worker reviews the case. If a person is eligible for out -patient services, General Assistance issues a written authorization for Evanston Hospital. The authorization is issued by the case coordinator; the authorization must be attached to the bill the Township receives from the hospital, and a client must have an appointment for services. Ald. Korshak asked who reviewed a bill for appropriateness. Ms. Shelby responded the procedures are in place, the bill must match those procedures and the bill gets coded. She reminded the Committee that the State determines the expenditure level for various procedures. Supervisor Summers reminded the Committee that 'illnesses are quite often related to malnutrition and stress, which are common to low income people. If you read the medical bills of the Township clients, there are many illnesses related to the state of low income. Ald. Washington requested information on the emergency procedures for the Township. Ms. Shelby responded that there is usually no verbal yes or no. If there is such a verbal authorization, the Township office will mail the authorization to the hospital. For after hours service, the hospital will call first thing in the morning to get that authorization. If service was delivered after hours, they must talk to a case worker to get that authorization. Ald. Wold requested information on how out -patient doctors are determined. Ms. Shelby responded that most of the physicians are affiliated with St. Francis or Evanston hospitals. Ald. Wold asked how doctors got on a list. Ms. Summers responded that quite often the doctor who receives the client is the doctor who is on duty. Ald. Wollin indicated that hospitals quite often will make assignments of staff as to who is seeing walk-in clinic patients. Ald. Rainey asked for the reimbursement level for a visit to a doctor. Ms. Shelby responded it could be anywhere in a range from $22 to $30, Ald. Wold asked if State guidelines are followed by this and Ms. Shelby indicated that they were. Ald. Drummer asked for an outline of the procedures for the same day authorization of general assistance outpatient services. Ms. Shelby indicated the person must come to General Assistance first. Ald. Korshak reminded the Committee that we have medical staff in the Public Health offices on the lower floor of the Civic Center. Ald. Drummer asked whether or not General Assistance, in fact, served and paid for anyone who came requesting medical assistance. Mr. Bannister indicated this was true. Ald. Drummer questioned the system's effectiveness, and indicated there was possible room for abuse. Mr. Bannister stated that the Township staff did not have the capacity to disprove someone being sick. Ald. Wold concurred but reminded Township staff that they could monitor their records of individual usage of General Assistance and monitor for abuse. Ald. Drummer again indicated that it was an open door system in which reimbursement is made for anyone who comes in. Ald. Rainey indicated that it was time to review this policy. Ald. Wallin pointed out that statistical evidence and research indicate that low income people do not, in fact, take advantage of medical services often enough. Ald. Washington directed City staff to provide a list of current medical professionals working for the Health Department located on the ground floor of the Civic Center, and questioned whether it was possible for those professional staff TOWNSHIP COMMITTEE Minutes of 10/11/89. . . 5 to see any of the General Assistance clients. Ald. Rainey indicated it was her desire not to set up a system that questioned whether or not people were actually sick, but rather it was hopeful that the medical community in Evanston could be persuaded to handle certain office visits for free. Her preference was for the HMO model of service, however, legal opinions have always indicated that freedom of choice mitigates against that. It was her opinion that there was a group of chronically ill people being served by the Township. Ald. Wold felt the legal'opinion on HMO model was dated and that a more recent legal opinion was appropriate. Ald. Drummer indicated this had been a good opportunity to discuss medical bills and asked the Committee's direction as to what to do with the bills that had not yet been approved. Ald. Rainey moved and suggested that all medical bills be held over to the next Township meeting on November 1. Ald. Drummer stated that this would -then mean the August, September and October medical bills should all be ready for approval at the November 1 Township meeting. Kr. Bannister then reviewed his understanding of the information that the Committee was requesting. For inpatient clients, the report should include the number of clients, the number of days broken out by hospital and by client, and days of service. For outpatient clients, the report should include number of clients, number of visits to a doctor, the cost per client and per hospital. The report should continue to list the physicians to whom the services are going. OTHER BUSINESS Ald. Washington requested that staff review past Human Services Committee and Administration and Public Works Committee minutes to identify those concerns related to the Township that have come up. Ald. Drummer responded that he had already received communication from Ald. Lanyon and Ald. Feldman regarding concerns about the Township and felt that he had a full list of potential agenda items. Ald. Wold reminded Township staff that she had asked for an organizational chart of the Township office identifying both position and individuals. Ald. Rainey reminded Township staff that she had requested information about Gary Schultz who is involved in some vocational guidance work for the Township. Ald. Rainey would like to know the nature of his activities, what his credentials are, and how he was referred to the Township for this role. She would also like a typical sample of the type of work he has done. She also asked for some further information about the activities of Philip Radke. Ald. Drummer indicated that the agenda for the November l meeting would be a review of the audit, an approval of three months worth of medical bills, and the establishment of a Unified Budget Panel funding level for the Township. Ald. Washington then asked about how much money any individual client received. Ald. Drummer responded that it was his understanding it was $314 a month plus medical expenses. Ald. Wold suggested that certain items such as the payment level to the client be put off until future agendas. She reminded all Committee members to give future items to Mr. Terry for future TOWNSHIP COMMITTEE Minutes of 10/11/89 . . . 6 agendas. Supervisor Summers indicated that she was concerned about the discussion of the payment level to clients, feeling that a cut of any payment level was not appropriate. Ald. Drummer assured her that any inquiries did not necessarily mean a proposed cut, rather an attempt to learn more about the Township office. At this point, Ald. Wold made a motion' for the meeting to adjourn. The motion to adjourn was approved unanimously and the meeting was adjourned at 9:55 P.M. j�J Jay. . Terry DRAFT - NOT APPROVED Minutes TOWNSHIP COMMITTEE November 1, 1989 7:30 P.H. Room 2404 PRESENT: Ald. Wollin, Rainey, Washington, Wold, Drummer OTHERS Ald. Feldman, Korshak, Lanyon, Carol Moschandreas, PRESENT: Peter Ilgenfvitz, Mr. Hill OFFICIALS Edna Summers, Robert Bannister, Louise Brown, Julian AND STAFF: Coleman, Jay Terry PRESIDING: Ald. Drummer The meeting was called to order at 7:32 p.m. Ald. Drummer welcomed all those present and indicated that the Township Committee was interested in getting input from as many persons as possible. MINUTES The minutes of the Township Committee meeting of October 11, 1909 were unanimously approved with the following correction. Line 1, page 5: The sentence that begins "Ald. Rainey indicated" should be eliminated. Ald. Wollin requested that the Agenda for the meeting be altered so that a review of the audit could be done first. REVIEW OF TOWNSHIP AUDIT Mr. Hill of the Hill Taylor Accounting firm made a presentation on the audit. He referred to the audit statement saying that no improprieties were found and that the organization has applied the appropriate accounting procedures. He indicated it was the best opinion you can get. Ald. Rainey asked Mr. Hill whether or not he intended on going through the audit in detail. Mr. Hill responded he would prefer to answer questions and respond to any exceptions that were noted. Ald. Rainey asked about the $500.000 in reserve as noted on page eight. Mr. Hill indicated that was set aside for housing. Ald. Rainey also asked about the psychiatric outpatient cost - the budget versus the actual. Mr. Hill indicated that actual was not only the cash, but the payables. Ald. Rainey asked about bills that might be approved tonight for cost incurred in the fiscal year covered by the audit. Mr. Hill indicated those should all be reflected as payables. Ald. TOWNSHIP COMMITTEE Minutes of ll/l/89 . . . 2 Rainey asked about line items where there was a difference between the budget and the expenditures, and whether or not there needed to be explanations. Mr. Hill responded that explanations are not material unless expenditures exceed appropriations. Mr. Hill went on to a discussion of the Internal Control Report. He stated the accounting firm came up with seven findings and recommendations, on which he would be willing to entertain questions. Ald. Drummer indicated Township staff should also respond to any questions about these findings. Ald. Rainey asked why access to the check signer was not considered a material problem. Mr. Hill responded that access to the check signer did not result in a problem, it is just a potential problem. Ald. Rainey asked how they knew that nothing had occurred, with Mr. Hill responding that no financial activity had happened. Ald. Rainey asked whether, in Mr. Hill's opinion, an internal control audit was recommended. Mr. Hill stated no, not from his standpoint, that if materials items had been found in this audit they would have reported it. Ald. Rainey asked if the Committee was interested in an opinion on the internal controls present in the Township, should they ask for an internal controls audit? Mr. Hill stated yes, that this was the type of audit to raise those questions. Ald. Wollin asked about items also present in the audit of 1987. Mr. Hill responded it was his belief that the change in personnel in the Township had caused some of the problems. Ald. Rainey indicated that two of the findings in the Internal Control Report for the audit of FY 1987 were repeated verbatim in 1988. Mr. Hill responded that meant things haven't changed. Ms. Summers reported that changes have been made in an effort to correct some of the problems. Ald. Feldman asked about concerns present about consultants, in which there was no relationship on invoices presented to clients served. Mr. Hill responded that a programmatic audit would catch things like that and suggested that the Committee take it up with Township management regarding documentation. Ald. Drummer indicated the Committee was addressing the need for documentation. Mr. Bannister stated the staff was addressing the issues in the management letter now, forms were being printed, procedures developed, and there was a considerable amount of reorganizing. Ald. Drummer reflected that the audit provided a good jumping off point for reorganization activities. Ald. Rainey moved, and the Committee passed unanimously, that the management letter and the audit be accepted with the condition that, starting next month, a status report be produced on corrective actions being taken on the seven items identified in the Internal Control Report. Ald. Rainey made a reference to the Committee that a future agenda item should include a discussion of the possibility of an internal control audit, and asked staff to contact City Finance Director. Robert Shonk, to Identify firms who did internal control audits and the cost of such an audit. TOWNSHIP COMMITTEE Minutes of 11/1/89 3 MEDICAL PERSONNEL IN THE CIVIC CENTER C. Louise Brown, Public Health Director, reported that the Evanston Health Department provided services in three major areas. They are health regulation, health promotion and direct services. In terms of the direct services provided by the department, they are provided in clinics established for specific purposes such as child, dental, senior citizen, sexually transmitted disease, Tuberculosis, and family planning. All medical personnel for those clinics are part-time hired for the hours of the clinic, all specialists in areas of the clinic's specialty. The department has only two part-time nurses, most are full-time, all in areas of different specialties. Ald. Drummer asked whether these clinics involved clients visiting the office. Dir. Brown indicated that all are open to the citizens of Evanston. The Communicable Disease Clinic is open to everyone, residency not being a requirement. Financial eligibility varies; the Dental is targeted to low income; Immunization is targeted to everyone. Fees are charged in Family Planning and the Senior Health Clinic. Ald. Wold asked if Dir. Brown had any estimate on the number of staff necessary to provide a minimal screening of Township clients. Dir. Brown responded that it would require at least one full-time person in a triage arrangement and she really did not know if that was adequate, nor did she know whether physical space was available. Ald. Wold asked if a Nurse Practitioner could do the type of screening of Township clients. Dir. Brown responded that screening was a possibility but that actual treatment would not be. Ald. Drummer thanked Dir. Brown for her participation in the meeting. BE -HIV GRANT AGREEMENT Carol Moschandreas, Executive Director of the Center for Public Ministry, indicated that the Center had taken great strides towards getting the Center operational this month. She introduced Peter Ilgenfritz, the new Director of the BE -HIV. The Committee reviewed program objectives of the BE -HIV. Ald. Wold asked if the hours and days of service of the BE -HIV had been established. Hs. Moschandreas stated it would depend upon the site, and the site for the BE --HIV has not been identified as of yet. Two sites are still under consideration. Hr. Ilgenfritz reported that the first support group was starting November 13, which will be a ten week support group for persons with HIV. The family discussion group is to start sometime in November. The BE -HIV is also planning a panel discussion on the impact of AIDS and HIV, which they are hoping the community would participate in. The Committee, by consensus, indicated no problem with the BE -HIV contract. Ald. Drummer indicated a motion to approve was not necessary. TOWNSHIP TABLE OF ORGANIZATION Ald. Wold asked for a delineation of individuals who did office work. Ms. TOWNSHIP COMMITTEE Minutes of 11/1/89 4 Summers indicated the clerical and the billing staff were responsible for that type of activity. Ald. Rainey asked about a discrepancy between the Table of Organization positions and those identified in the budget. Ald. Rainey stated in her opinion, the billing staff were mislabeled; that they should be known as the accounts payable staff of the Township, since the Township actually did no billing. A further discussion was held on the various job training staff and the differentiation between the various positions, such as Vocational Counselor and Career Trainer. Ald. Rainey asked whether the Case Workers were Social Workers and what was the nature of their activities. Ms. Summers responded they did assessment, referral and counseling; that all clients were assigned Case Workers; a client saw a Case Worker at least twice a month. Ald. Drummer asked if the Case Workers involve themselves with entire families, and did they network with other social service agencies. Ms. Summers assured him that they did and that records were kept of home visits, and follow up was made of referrals to other agencies. Ald. Lanyon asked questions regarding the reporting relationship between Julian Coleman and Robert Bannister. He also wanted to know whether Mr. Radtke and Mr. Schultz were employees or contractors, and asked about the number of Case Workers identified in the budget versus the number of Case Workers identified in the Table of Organization. Ms. Summers responded that one of the Work Opportunity persons had been transferred to case work. Mr. Bannister indicated that they are in the process of reorganizing the Township in an effort to remove inconsistencies. He indicated that future reports would not have inconsistencies between the Table of Organization and the budgeted positions, with future reports being more clear. Ald. Wold asked some questions about the Clerk Typist position. Ald. Washington recommended to the Committee that they pass on any further discussion of the Table of Organization until the inconsistencies could be eliminated. Ms. Summers indicated the Township would reconcile all the names and positions on the budget and the Table of Organization. Ald. Drummer recommended that the Township staff change the documents and return them to the Township Committee. Ald. Lanyon asked what procedures were in place for a change of title in mid -year. Mr. Bannister indicated staff were checking with other townships as to their organization; job descriptions for Township staff were being redeveloped, and that he was working with the city Personnel office to get their advice. Ald. Drummer reminded Township staff that any changes should be communicated to the Township Committee. Mr. Bannister indicated that a current Table of Organization would be submitted in the next Township Committee meeting and that proposed changes in staffing and position would be discussed in the next budget discussion. Ald. Rainey asked that in the information to be provided at the next month's meeting, that there be a clear relationship shown between the positions on the Table of Organization and the positions in the budget. She suggested that positions on the Table of Organization be numbered and that a corresponding number be used when identifying the positions in the budget. Aid. Wold reminded Township staff to please use job titles consistently. TOWNSHIP COMMITTEE Minutes of 11/1/89 . . . 5 CONSULTANT RESUMES Aid. Drummer asked how many clients were seen per month. Ms. Summers responded that between ten and twelve clients were seen per month. Mr. Bannister asked if the Committee would like monthly reports on these consultant's activities. Aid. Rainey reminded Mr. Bannister that the Committee had voted for monthly program reports on all Township programs. Aid. Drummer suggested that any case studies be reviewed at a future meeting of the Township Committee. GENERAL ASSISTANCE CLIENTS/SUBSTANCE ABUSE Aid. Wollin asked if detoxification is only paid for three times, what then happens to the client. Ms. Summers responded that from that point on, only emergency admissions are approved. Aid. Wold asked about the St. Francis OATES program. Ms. Summers responded that the St. Francis OATES program refers to a Chicago inpatient facility. Aid. Rainey asked if the Township was legally required to fund detox services. Ms. Summers responded only if the doctor recommends it. Aid. Rainey asked for more details about procedures in Oak Park Township. Aid. Wollin asked if general assistance was suspended while the person was in detox. Aid. Lanyon indicated it was his opinion that they do not have a legal mandate to pay for detox services. Aid. Rainey requested Further information on what Oak Park's service level would be if they had persons requiring detox. Aid. Wollin expressed, once again, that the Township should explore the HMO concept for providing services, noting that many health maintenance organizations do not pay for detox services. Township staff are to further investigate Oak Park procedures and report back to the Committee. TOWNSHIP MONTHLY REPORT Aid. Rainey noted that the document was not dated and was not clear what time period it covered. Mr. Coleman indicated it covered the month of September. Aid. Rainey asked how the total number of General Assistance client days was calculated; who produced the report; and why the numbers did not match nor add up. There was further discussion concerning the year-to-date figures, what the number is of people who have left General Assistance as a result of the Work Opportunity program, and if there have been increases in the number of days since the beginning of the fiscal year. Ms. Summers responded that this report is put together by Case Workers and both she and Mr. Bannister assured the Committee that answers to their questions would be provided. SUPERVISOR'S MONTHLY BUDGET REPORT Aid. Rainey noted that the office supplies line item was considerably over TOWNSHIP COMMITTEE Minutes of ll/l/89 . . . 6 the budget amount. She asked how much of this was truly office supplies versus office equipment. Ald. Wold asked why Workmen's Compensation expenditures were over the budgeted line item. Ms. Summers responded she would have to get back to the Committee with the answer to those questions. MONTHLY TOWNSHIP BILLS Ald. Rainey asked questions about the rent being paid to Family Focus for the Clerical Training Room. She felt there was an inconsistency with an August 1 memo written by Ms. Summers. Mr. Bannister indicated that the payment was for certain months rent and for a differential of a rent Increase. The rent had been increased but the Township had been paying the rent at the lower rate for a number of months in 1989. Ald. Rainey stated she would like to see a chronological, detailed history from January 1 of 1989 of all payments and bills for rent at Family Focus. Ald. Wald asked about a Yellow Pages bill on the Township Bills list. Ms. Summers indicated that was a bill that she received from the City of Evanston and was not exactly sure of the nature of the bill. Ald. Wald moved and the Committee unanimously voted to approve the bills except any medical bills, the Family Focus rent expenditure and the bill for the Yellow Pages. Ald. Rainey also asked questions relative to the dates listed on the budget expenditure sheet for the Pitney Bowes postage machine and also procedures about why three roles of stamps were purchased. Ald. Rainey thanked the Township staff for providing the inventory of office equipment. She asked office staff to provide a listing of all maintenance contracts that are currently in place. SEPTEMBER MEDICAL BILLS Ald. Rainey indicated a concern about the reliability of the list provided in the new form. Ald. Wald indicated it was her belief that the Committee should delay paying any medical bills until all existing bills are seen at one time. It was the concensus of the Committee that payment of any medical bills would be delayed until all bills are ready to be considered at one time. Ald, Wald asked Township staff to please number all the pages on future medical bills listings. Ald. Lanyon asked whether the medical billing system had been computerized. Ks. Summers responded yes, but it was not satisfactory. Ald. Rainey recommended to Township staff that they stop calling it a billing period. She also asked whether the report was showing bills that had been received for the first time in the month of September. Mr. Bannister indicated it Was his belief that was true. Ald. Rainey pointed out some arithmetic errors on the cover sheet. She also asked the Township to add "date billed" to the information summary. Ald. Washington asked about the difference between the amount billed and the amount paid. Ald. Rainey indicated that the "date treated" must be on all bills. Ald. Rainey also indicated she had some concerns with Helen Thomas being used as a consultant on computer issues. She suggested the Township TOWNSHIP COMMITTEE Minutes of ll/l/89 . . . 7 stop using her and consult with the City as to the appropriate consultants in this area. She also indicated that software packages should be available currently for bill payment procedures. It was the concensus of the Committee that all medical bills would be held, and that the Committee, at its next meeting, would consider a package of July, August, September and October medical bills. UNIFIED BUDGET PANEL (UBP) FUNDING LEVEL Ald. Wollin indicated that the City and Township representatives to the UBP had met that afternoon and had allocated a total of $180,523 in purchased services; that the funding decisions were made for those programs that focused on General Assistance client, and who had program emphasis on prevention and serving the whole family. Ald. Wold asked that the Committee consider a reference in the future on how to increase Township UBP formula dollars available for purchased services. However, this increase should be based on a formula or some specific standards for increasing those dollars. Ms. Summers indicated she would like to see the Committee get into long range planning issues. She feel that the Township office is running out of space in the Civic Center, and she was not sure how the need for increased space for Township staff would impact on the dollar amounts available for unified budget. There was no Committee objection to the funding level or allocations. It was the agreement of the Committee that the next meeting of the Township Committee would be a special meeting at 6:00 p.m. in November 20. The purpose of that meeting will be a review of all the existing medical bills and an executive session on some possible litigation. The next regular Committee meeting will be December 6. The Committee voted unanimously to adjourn at 10:35 p.m. �* W_ Jay Terry DRAFT -NOT APPROVED MINUTES TOWNSHIP COMMITTEE November 13, 1989 5:30 P.M. Room 2403 PRESENT: Ald. Drummer, Rainey, Washington, Wold, Wollin OTHERS Ald. Feldman, Lanyon, Warshaw PRESENT: OFFICIALS Joel Asprooth, Jack Siegel, Herbert Hill, Jay Ierry AND STAFF: PRESIDING: Ald. Drummer The meeting was called to order at 5:35 p.m. A motion was made and unanimously approved to go into Executive Session for the purpose of considering personnel matters and possible litigation. The Committee reconvened in public session at 7:14, and a motion to adjourn was approved unanimously. Jay W. Terry I I r . DRAFT -NOT APPROVED MINUTES TOWNSHIP COMMITTEE November 20, 1989 5:30 P.H. Room 2403 PRESENT: Ald. Drummer. Rainey, Washington, Wald, Wollin OTHERS Ald. Lanyon, PRESENT: OFFICIALS Robert Bannister, Edna Summers, Jay Terry AND STAFF: PRESIDING: Ald. Drummer The meeting was called to order at 5:37 p.m. MINUTES The minutes of the November 1, 1989 meeting were approved unanimously. MEDICAL BILLS - JULY, AUGUST, SEPTEMBER Ald. Drummer stated that the staff had been asked to bring the bills to the Committee in the current form. Certain categories asked for were not present. such as date billed and year-to-date total billing. However, he noted that three or four months of medical bills have now accumulated and the Committee needed to take some action. Ald. Wold indicated her appreciation of the Township staff's time and effort in putting these bills together. However, after reviewing the bills for an extended period of time, she could not get any reassurance that the bills list submitted to the Committee did not include previously paid bills. She had little confidence the bills have not been paid previously. Ald. Drummer asked how more confidence and assurance could be achieved. Mr. Bannister indicated the only assurance he could provide was his own; there were no duplicate bills submitted which staff could identify. Many of the vendors had sent out second and third billings, but staff had separated out all of those. Ald. Drummer asked if it was normal that a vendor would bill a second billing after 30 days. Mr. Bannister said yes, though not all vendors do that. 1 TOWNSHIP COMMITTEE Minutes of 11/20/89 . . . 2 Aid. Washington inquired if these were the July, August and September bills, why there was many earlier service dates. Ald. Drummer responded that the billing and service dates were not all the same. Aid. Wollin stated she had compared the bills list submitted for this meeting with previous sets that had been submitted. Some of the same vendors were identified and client numbers, but different treatments. She indicated that certain numbers did not add up to the totals and also indicated she was uncomfortable approving payment of the bills at this time. Supervisor Summers introduced an individual named Abe Videner as someone who had reviewed the computer needs relative to medical payments in the Township office. Mr. Videner introduced himself as a CPA who has been practicing for 12 years, and a microcomputer consultant since 1983. He is an auditor and computer consultant who has done work for other Townships. His most recent project was with the Wheeling General Assistance. He was referred to the Township by Julian Coleman. He felt that programs could be developed to solve the Township's problems, both in terms of internal controls and the system. He felt he would have to assess the problems first; however, he did promise that he could get the Committee the report it wanted in the exact format that it wanted. Custom programming and a custom format would be involved. A total system would involve development of an intake procedure and a charting procedure. Aid. Drummer asked in the short term how long a project of this nature would take. Mr. Videner responded that he could have a test ready for the Committee's review in 30 to 40 days. Aid. Rainey asked if Mr. Videner had looked at the current computer program in place for medical payments. Mr. Videner stated no. Ald. Rainey asked if he was aware of the programming in place. She noted that the Township had already paid a considerable amount of dollars for a computer consultant who had indicated that the Township was getting new and updated systems. Ald. Rainey also asked what good a new and perfect system was if no one was on site to manage it correctly. Mr. Videner responded that an appropriately trained clerical person could manage the program once it was in place. Mr. Bannister responded that the Township was in the process of hiring a medical payments clerk. Ald. Rainey asked how the Township proposed to pay for this person. Mr. Bannister responded out of the Office Manager line item. Ald. Wollin asked Mr. Videner whether his proposed program would clean up past problems or just insure the smooth payment of future programs. Mr. Videner indicated the program he would have ready in 30 to 40 days would deal with the current problems. Aid. Wold asked Mr. Videner whether he had been down in the Township and if he had personally reviewed all of the bills that the Committee was considering tonight. Mr. Videner responded no, but he had reviewed the TOWNSHIP COMMITTEE Minutes of 11/20/89 3 list that had been submitted to the Committee for approval. However, he had not done any in-depth analysis. Ald. Wold asked Mr. Videner how much he would be charging for his services. Mr. Videner responded that the 30 to 40 day test program would include a charge for $4,300; however, this did not include intake and charting systems work. He did promise that his program would be developed in conjunction with the Township Accountant. Ald. Wold inquired as to whether his proposed work would provide a total system that would provide tracking of these bills. Mr. Videner responded that it would not provide a total system; however, one could be developed in which the Department of Public Aid Procedure Codes, which are available on disk, could be integrated so that a clerk inputting a bill could punch up the states's allowed level for that medical procedure and know immediately how much the reimbursement level would be. Ald. Drummer indicated that in the short term, Mr. Videner's system could provide what the Committee was looking for. Ald. Wold indicated she was concerned about hiring anyone until the Committee's priorities were identified and, once those priorities were known, she wanted in-depth interviews so the Committee could be sure they were hiring the right person to develop that system. Mr. Videner indicated he would be happy to talk to anyone about his proposal. Ald. Lanyon thanked Mr. Videner for his proposal. However he was concerned about the timing of the proposal. He noted that the Council heard similar promises last year from Ms. Thomas about a system that would solve their problems. He asked what was the plan to pay the immediate bills presented to the Committee. Mr. Bannister responded that the current system was inadequate; the package of software and computer language which is currently in place is not appropriate. He recommends that the system be scrapped. He agreed with Ald. Lanyon that it is the llth hour; however, he felt Mr. Videner's package could be put together quickly. Mr. Bannister reminded the Committee that if they wished to find more proposals, that would take time. Ald. Rainey indicated that in the previous week's executive session, the Committee came to decisions which would conflict with the discussion going on right now. which could not be discussed publicly. She indicated the current bills were a pile of information which several committee members did not have confidence in. She recommended to the Committee that they set aside the current bills; that every vendor be notified by letter, as soon as possible; that the Trustees are concerned about the outstanding Township bills, and are interested in making payments to all vendors to whom money is owed within 30 to 45 days. However, all vendors would have to re -submit invoices for the amount they are owed by the Township so that the Committee could get a complete list of all dollars currently owed medical vendors by the Township. She indicated there were private services which handled this type of medical payments who were also familiar with the Public Aid TOWNSHIP COMMITTEE Minutes of 11/20/89 . . . 4 reimbursement levels. She felt the costs of these services were unknown, but that was not the paramount issue at this time. Ald. Drummer indicated he did not see any difference between Ald. Rainey's proposal and Mr. Videner's proposal. Ald. Rainey indicated that a major difference was that copies of the new invoices would not be sent to Township staff and that current Township staff would have no involvement in resolving the outstanding medical payments. Ald. Drummer asked what would be done about the current bills. Ald. Rainey responded that Township staff would be relieved of their responsibility for these bills. Ald. Drummer felt that the bills could be brought in any number of ways and that questions could always be raised as to their credibility. He felt that a system was necessary to be in place to handle the bills in the future. Ald. Rainey responded that the committee had been told in the past that they had a system in place. Supervisor Summers noted the Committee had always approved medical payments in the past. Ald. Rainey responded that did not necessarily mean the City Council had approved of the form in which the bills had been presented. Ald. Wold asked a number of questions about Ald. Rainey's proposal and indicated her satisfaction and support of this suggestion. At this point, Ald. Paden entered the meeting. Ald. Drummer indicated that the new procedure proposed by Ald. Rainey would not be terribly different, but it would perhaps change the confidence level In the bills list. However, he indicated the Township still needed a new system. Ald. cold recommended that the Committee take whatever action necessary to get the bills through November paid for, and that the long term solution to the Township situation would be covered through an executive session discussion. She favored getting the bills through November resolved, and rather than have Township staff repeatedly try to satisfy the Township Committee, that Ald. Rainey's suggestion of an outside firm should be considered; that once paid, however, a long term solution was still necessary. Ald. Drummer again stated the need for a system to be in place. He reminded the Committee they were talking about a delay. Ald. Wold moved that the Township bills presented to the Committee be set aside; that letters be mailed out to all vendors telling them that all bills due as of November 30 from the Township General Assistance office would require a new invoice to be submitted to a non -Township location, and that an outside service be contracted to administer, verify and submit to Council for approval of payment of these bills. Ald. Wollin seconded the motion. _ TOWNSHIP COMMITTEE Minutes of 11/20/89 5 Ald. Drummer indicated that he saw this as only a 30 day delay to payment, and a delay to implementing a new system. He saw no purpose in this. Ald. Lanyon noted that Mr. Videner's proposal did not address verification of the bills and the problem is the credibility of the bills. He felt going to an outside firm had merits. Ald Drummer felt that Mr. Videner would verify bills. Mr. Bannister indicated that no one had discussed with Mr. Videner whether he would be verifying the bills or the Township Would be re -verifying the bills. Supervisor Summers stated she could live with Ald. Rainey's suggestion of using an outside firm. Ald. Rainey stated that the outside firm would present the list ready for payment; that the Committee needed to put its trust in someone, and she would prefer an outside vendor as someone whose report could be trusted. Ald. Drummer indicated he accepted the current level of bills as being owed, and again, expressed his concern about the delay in developing a system. Ald. Rainey responded that nothing in the utilization of an outside firm to process these payments prevented the development of a system. The vote on Ald. Wold's motion was held. The motion passed 4 - 1, with Ald. Drummer dissenting. Ald. Wallin asked if she could obtain a list of the state reimbursement levels. Mr. Bannister indicated that he was trying to get more information on that subject. Ald. Rainey asked if the state manual was being used. Mr. Bannister responded that he sent for copies of the manual; however, the reimbursement levels were put in the system. He indicated he hasn't researched this issue yet. Ald. Lanyon asked if that meant he was not aware of the allowable cost under Public Aid. Mr. Bannister responded no, that the level was known, but it was not in the proper format. Mr. Bannister noted that if Mr. Videner's proposal had been accepted, he would have reorganized the way the Township was billed, so that those reimbursement levels would be noted by vendors. Ald. Drummer instructed Township staff to let the Committee review the General Assistance manual on reimbursement levels, so that they could determine whether they .ranted a - copy for themselves. Ald. Washington noted that, following her review of the bills list, that certain clients are very, very ill. She asked if efforts were wade to try and transfer these persons to Social Security Disability. Mr. Bannister indicated he would be meeting with Social Security staff very soon; it was a priority of his to try and transfer some of these persons to disability programs. TOWNSHIP COMMITTEE Minutes of 11/20/89 . . . 6 Ald. Wollin moved and the Committee unanimously voted to move into executive session at 6:40 p.m. The Committee resumed open session at 7:04 p.m. and unanimously voted to adjourn the meeting at that time. "t;:� , iJay'. Terry, Staff DRAFT -NOT APPROVED MINUTES TOWNSHIP COMMITTEE December G, 1989 7:00 P.K. Room 2403 PRESENT: Ald: Drummer, Rainey, Washington, Wald, Wollin OTHERS Ald. Lanyon, PRESENT: OFFICIALS Robert Bannister, Edna Summers, Jay Terry, Irwin Lyons, AND STAFF: Julian Coleman, Sennett Johnson, Valerie Tatum, Sherry Zhou PRESIDING: Ald, Drummer The meeting was called to order at 7:04 p.m. MINUTES The Committee voted unanimously to approve the minutes of November 13, 1989 and the minutes of November 20, 1989. COMMUNICATIONS Township Supervisor Edna Summers distributed a memorandum regarding the suspension of payments to medical providers. The Committee also reviewed a letter to all medical providers prepared by staff. Ald. Drummer asked if the letter had been mailed and Mr. Terry responded yes. Supervisor Summers provided a description of two cases in which she believed that services to clients had been suspended because the medical providers had not received payment. She also stated the Township office was getting phone calls from medical providers who are irate. One of the cases involved a G.A. client whose credit history was being questioned because his doctor bill had not been paid. Ald. [fold noted that a bill that was owed by the Township should not be on any individual's credit record. Ald. Rainey indicated that she is also getting a high number of calls, but that the calls were from providers indicating they were thankful they finally had some confidence they were going to get paid. Ald. Drummer asked for specifics about the case in which a client was TOWNSHIP COMMITTEE Minutes of 12/6/89.....Page Two denied a prescription. Ms. Summers indicated a case worker was working on it. Ald. Rainey asked for clarification. Ald. Drummer told Ms. Summers and Mr. Bannister he expected to have this case resolved in the morning. Mr. Bannister inquired as to the policy, if he is notified by any other providers that they will refuse to fill prescriptions. Ald. Drummer and Ald. Rainey both indicated that the G.A. client should be sent to another pharmacy to get it filled, and that it should be noted which pharmacies are refusing to now fill prescriptions. The Committee then went on to consider a letter which Ms. Summers wrote to Hill Taylor, dated October 30, 1989. Ald. Rainey indicated an objection to the content of the letter, feeling that it provided information to the auditor that wasn't relevant or necessary. Ald. Drummer asked if it was true. that the letter was in response. to the 1987-88 management letter, Ald. Rainey wanted to .know why, in October of 1989 a response to the 1987-88 management letter was being written. Ald. Wald requested some further clarification as to which audit the letter was, in fact, responding to. She also asked if any response had been drafted to this year's management letter. Ms. Summers said no, just 1987-88. Ald. Wallin indicated she also had some concern about the timeliness of the letter. Ald. Lanyon asked if a copy of the 1987-88 management letter could be provided to him, and Committee members said they would do so. BE -HIP Contract Ald. Drummer noted that the contract called for a list of goals and objectives, and that it appeared that interim goals were being met. Ald. Wallin commended the BE -HIV for the job of publicity and community outreach that it was doing. Action on this was deferred since the BE -HIV payment was on the bills list, and that it would be considered later in the meeting. Townshiv Table of Organization Ald. Drummer asked if all positions had been listed. Ms. Summers said yes. Mr. Bannister noted that the T.O. did not list the medical payments clerk which was hired on December 1 and that position needed to be added to the T.O. adjacent to the accounting clerk within the division of the accounts payable. The new person hired is Valerie Tatum. Ald. Rainey asked for a clarification of the difference in job responsibilities. Mr. Bannister indicated that the account clerk would be doing time sheets, payroll and G.A. administrative bills, whereas the medical payments clerk would have primary responsibility for all medical services bills which are received. Ald. Drummer emphasized the need for computer training of all new staff and asked about the capabilities of the new staff person. Ald. Rainey suggested, at this point, that any further discussion of the individual who had just been hired take place in an executive session. Ald. Wald suggested than an executive session be held at the end of the meeting. Ald. Washington asked about the Work Opportunity Program (WOP) supervisor and wanted to know why that position had been eliminated. Ms. Summers responded that the addition of the services of Mr. Radtke, Mr. Shultz and Ms. Coyne provided a better team for job training. Ald. Washington asked TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Three if a better monitoring was going to occur and Ms. Summers indicated a reviued monitoring system was in place, and that she had a new team in place in which she had confidence. Ald. Rainey noted that since Andrew Love went from a supervisor to a case worker and gave up responsibilities, yet there was no decrease in pay. Ms. Summers indicated that Mr. Love's seniority was such that she did not feel a decrease was warranted. Ald. Rainey indicated that if responsibilities were decreased, that a pay decrease would seem to follow. She directed Township staff to provide an analysis of the change in duties of Andrew Love. Ald. Rainey also asked why the supervising case worker received less money than a straight caseworker. She also noted that the monthly salary of the case worker, multiplied times 12 does not add up to the budgeted amount. Ms. Summers and Mr. Bannister indicated that overtime paid probably accounted for the discrepancy. Ald. Rainey asked.whether salaried workers get overtime, and whether or not an overtime policy was, in fact, in place. Mr. Bannister indicated that a Township overtime policy would be provided. Ald. Wollin asked why a case worker was involved in the medical bills. Ms. Summers indicated that everyone on the staff had been pulled in to work on the medical bills situation. The Committee also asked some additional questions about Rita Shelby's salary, and the change in her position. Ms. Summers indicated that her salary had in fact decreased because her duties had changed, and that she asked for this change. Ald. Wollin indicated that money available for the medical payments clerk was supposed• to be paid for by the difference in salaries when Ms. Shelby's decrease in duties took place, however, the amount of money less that Ms. Shelby is making does not account for that money. Ms. Suasners reminded the Committee that there was money from a part-time clerk typist position which was also available to pay. for this. The Committee discussed where the money for the medical payments clerk came from. Ald. Wollin asked for the salary of Valerie Tatum and Mr. Bannister responded it was $21,000. Mr. Bannister and Ms. Summers promised to provide further information, clarifying the source of funds for the various position within the Table of Organization. Ald. Drummer asked that a report be given to the Committee. Letter From Family Focus Mr. Bannister indicated that at the last meeting, the payment to Family Focus had been withheld. The Township is current in its rent payments to Family Focus, and believes Family Focus is current. Ald. Rainey felt that the letter was not at all satisfactory to answer the questions; that she had asked for an accounting from Family Focus of all payments received from the Township, the amount owed for rent from the Township, and she expected to get a much better accounting from Family Focus as to their rent arrangements with the Township. Aid. Drummer noted that it was not on the bills list tonight. Summers Memorandum Regarding Street Directories Ms. Summers indicated that Max Rubin, Director of Building Operations, TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Four normally sent two books down to the Township, and this was a standing procedure and that the Township was expected to pay for two of these directories. Ald. Rainey asked if the amount for the street directories was on the bills list. The answer was no, it was not on the bills list for this meeting. Ald. Rainey suggested if the book was not necessary, that the books be returned to Max Rubin, and that the City be notified that the directories, in the future, should not be order for use by any Township staff. The Committee directed Township staff to return the directories to Max Rubin and notify him the Township would not be paying for the two directories. Ald. Drummer asked as to the status of the other bill which had been held up at the previous Township Committee meeting, which was a $95 bill to the Yellow Pages. Ms. Summers responded that the $95 bill was for an ad in a national Yellow Pages which was coming out in 1990, and that she did not feel that this expenditure was justified. She distributed a letter which indicated they wished to cancel any ad which would run, and that the Township had no intention of paying any $95 bill. Report to Township Officials Ald. Wollin noted that the report referred to a lawsuit and the settlement of which recommended that there be consistency among all Townships on the forms used. She asked if all townships in Illinois were moving towards using a standardized form, and wondered what the status of that was. Ms. Summers responded that this is something that all townships are talking about, but that she felt the forms currently in place in Evanston Township were satisfactory. Ald. Wold noted that the Committee had previously asked for a clarification and legal opinion regarding the process necessary for eliminating the Township form of government, and she reminded Committee staff that they are still waiting for that opinion. Township Maintenance Contracts Listinr, Ald. Rainey noted that the Pitney Bowes listing on the cover sheet bore no correlation between the attached agreements. Sherry Zhou indicated that there was no new agreement each year, but Ald. Rainey felt there would at least be a letter indicating the new rate and renewing the existing agreement. Ald. Rainey asked for the annual rate of the rental of the postage machine. She felt the maintenance amount seemed like a high amount. She also asked if the maintenance contracts were utilized that were in place, in terms of getting machines serviced. Mr. Bannister indicated that was true. Ald. Drummer asked if all machines were on a regular maintenance schedule. Mr. Bannister confirmed this. Ald. Wald noted that a second payment for computer maintenance was not listed in the grand total of the cover sheet; that in fact, the grand total should be $998.98 higher. SUPERVISOR'S MONTHLY REPORT TOWNSHIP COMMITTEE Minutes of 12/b/69.... Page Five Ms. Summers indicated she was receiving mixed signals. Mr. Bruce Zimmerman, Assistant City Manager, was requesting that the Township make its rent payments to the City for the room on the second floor without the Committee's authorization to make those payments. Mr. Terry explained to the Committee that what Mr. Zimmerman was seeking was that the Township get on a cycle whereby they were able to pay the City its rent on the first of the month when it was due; that, in fact, the bills list tonight only had the November rent when it should have the December and January rent so that the Township had the authorization to make rent payments when they were due and on time. Ald. Rainey indicated she had no problem with that, but noted that she did not want the check actually written until it was due. The Committee noted that this discussion should take place under the discussion of the monthly bills list and they were trying to review the Supervisor's Monthly Report. Ald. Wold asked where the case load analysis was that normally accompanies the monthly report. Ms. Summers indicated that she would be sending it out. Ald. Rainey asked for clarification for a $100 budget item under Employee Education. She noted that during the budget discussion earlier in the year, this line item was supposed to be used for tuition reimbursement. She could not find a $100 expenditure on the October bills list which would justify a $100 item on the Employee Education line item on the October Monthly Report. Mr. Bannister and Ms. Summers were unable to explain what the $100 line item was. Ald. Rainey speculated that the expenditure was, in fact, for women's client training. She reminded the Committee that the Council had been told earlier in the year that psychiatric evaluations, which the Township was paying for was also staff training. She noted that the Committee is seeking consistency and needed to have confidence in the Supervisor's Monthly Report. 'Ms. Summers expressed her appreciation for noting that, and indicated the expenditure was in the wrong line item. Ald. Rainey indicated she expected to see the error corrected by the next meeting. Ald. Washington asked about page seven in the monthly report, what services are included in line item "Other Medical." Mr. Bannister indicated he did not know. Perhaps something like glasses. Mr. Bannister indicated he would have a report back to the Committee. Ald. Wollin asked about the budgeted line item "Leasehold Improvement"; that there were $75 in charges in August and September. She asked what was typically leaseholding improvements. Ms. Summers indicated that, for example on this month's bills list, there was $375 for painting of her office, which would be under the category of leasehold agreements. Previous leasehold agreements might include a lock service. It was speculated that the $75 charges were for quarterly payments to J 5 S Security for locks. TOWNSHIP MONTHLY BILLS LIST Ald. Rainey clarified that she agreed with the request that rent requests TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Six be on a system where they are approved a month ahead of when they are due. Ald. Drummer asked about the Food Certificates bill. Ns. Summers indicated that when a client comes in and is deemed eligible for services, they are able to gat a voucher for food from one of the local grocery stores, and that the food certificates are later paid directly to the store by the Township. Ald. Vold asked about the Kinko's copying bill. She wanted to know why, if the Township had a copying machine, why all this copying was done outside. Ms. Summers indicated that outside copying services were necessary as a result of the medical bills listing that was requested for the last Township Committee meeting. She indicated her machine was not capable of producing that kind of volume of material. She also indicated that on the monthly bills list, the bill far Stivers Temporary Personnel was also part of that effort to get out the medical bills. Ald. Vold asked about the bill for Staff Leader. Ms. Summers indicated that was a monthly publication which came in two parts, one for administrators and one for staff. Ald. Wald then asked where that would show up on next month's budget report. Mr. Coleman indicated it would fall under Dues and Subscriptions. Ald. Drummer requested a report at a future meeting on the work sites for the Fifty/Fifty program. Ald. Rainey noted that the Committee, at an earlier meeting, had asked for monthly program reports on all of the Township programs, which they have never received. She wanted one for each program that involved Township staff and clients, the Work Opportunity program, the clerical training, the case work, the Fifty/Fifty program, the Literacy program, the Job Search, and the number of home visits that were made. Mr. Bannister indicated that he had misunderstood the Committee's previous request. Ald. Drummer mandated that the Township staff have that ready for next month. Ald. Rainey asked for further clarification on the duties of case workers. Ald. Wald moved and it was unanimously approved that bills in the amount of $74,527.39 be approved and recommended to City Council for payment, reflecting an increase of $967.88 for rent in the Civic Center for December and January. CONSIDERATION OF FERS PROPOSAL Mr. Lyons of FERS introduced himself to the Township Committee and staff. Ald. Drummer asked if Mr. Lyons had a chance to review the Hill Taylor audit for this past year. Mr. Lyons indicated he had not seen the audit, however, the amount of transactions which were audited would appear to be similar. Ald. Drummer asked whether a totally independent audit needed to be done, or whether the firm could just review the current audit which was done by Hill Taylor. Mr. Lyons indicated it was possible to review the TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Seven work papers of the previous auditor. He stated the main thing he or any other firm would need to know is what were the Committee's concerns with the current audit and what was the type of information they were seeking. Ms. Summers indicated, at this point. she saw no need to sit through the rest of the meeting, and inquired as to whether she needed to stay. The Committee, at this point. encouraged Ms. Summers to stay through this discussion. Ald. Rainey indicated that she favored a complete financial reaudit. She asked Mr. Lyons what importance the firm placed on this audit, and who was going to do the on -site management. Mr. Lyons indicated that he would be actively involved in managing the audit, particularly the financial side. He indicated another member of his staff had eight years in doing internal control reviews. Ald. Rainey indicated that in the past on City audits, the level of the person sent in to do the audit on -site, was not appropriate. Mr. Lyons responded that is why he intended to be actively involved in the Township audit. which was not a regular audit. Under most audits, you operate on a premise that everything is okay, and that you have the full cooperation of the person you are auditing. He understood that this would be different, that there are concerns, and that there may be problems; therefore, it requires a different approach. Mr. Lyons noted that the fee was a not -to -exceed fee, and not a fixed fee. He said that the audit would be using higher level people, especially for the internal control report. Ald. Rainey asked whether the fee had been set on the assumption that this was a one time only job. She reminded Mr. Lyons that the Committee would be issuing RFPs for Township audit on an annual basis. Mr. Lyons and Ald. Rainey had a further discussion on the fees that had been set. Ald. Vold asked where the funds for the audit would be coming from. Ald. Drummer indicated the Contingency Account of the Township. Ald. Wollin asked what time frame would be involved in completing the audit. Mr. Lyons indicated that if all records are available, the audit could be complete in 60 to 90 days. Mr. Lyons asked how independent of the previous audit it was required. Ald. Wollin asked under what circumstances the firm could use the previous records and still be independent. Mr. Lyons indicated that the key to the auditor's opinion was the testing that was done on all of the material, and that the firm would be doing all of its own testing. Ald. Washington asked, if the intention was to use the previous auditor's work papers, what was the point in redoing the audit. Aid. Wollin asked whether it was normal professional courtesy that work papers be shared. Mr. Lyons indicated it was both courtesy and mandated by many laws and regulations. The Committee then unanimously approved a motion to recommend to the City Council that FERS be engaged to do a completely independent, new financial audit, and an internal control review. independent of any previous audit. TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Eight Mr. Lyons asked what time frame this would occur. Ald. Vold indicated that the motion would be on the December 18th agenda of the City Council. She expected approval would occur at that point, and indicated that FERS was free to start anything after that. CONSIDERATION OF RFP FOR MEDICAL PAYMENTS Mr. Terry asked the Committee for some clarification regarding the review process, noting that in the RFP, it called for interviews and review of proposals to occur on the week of December 18.- Mr. Terry asked the Committee's direction on whether staff should make a recommendation to the Committee, or whether they wanted to actively review all proposals and all firms. Ald. Drummer. asked that all copies of proposals be forwarded to the Committee. Ald. Rainey indicated that staff recommendations could be made. Ald. Wold asked Mr. Lyons if the fact that his firm would already be in the Township office doing an audit and internal control review, affect his potential fee for reviewing the medical payments. Mr. Lyons indicated that the nature of the job of reviewing the medical payments was really quite different; that different staff from his office would be utilized for that type of function, and that while there were some audit aspects, it was more of a claims processing type operation and that the two would not involve the same personnel. Ald. Rainey asked for clarification on the wording in the RFP. Ald. Washington asked whether Township staff had met with Social Security, and Mr. Bannister indicated yes they had, and they had received some information. STAFF UPDATE ON RFP/RFQ DEVELOPMENT Mr. Terry provided a background on the consultants that he had contacted, and indicated that in order to draft a RFP, he needed to have a list of the Issues that the Committee wished to have resolved through a program audit or management audit. He indicated that the Committee needed to provide information to him. Committee members indicated they would get that information to Mr. Terry. The Committee affirmed that they wished to review that RFP before it went out. Mr. Terry explained that certain firms had indicated that an RFQ process was not necessary; they felt an RFP, if written correctly, could avoid the RFQ step. The Committee concurred that was appropriate and that an RFP could be drafted, but that they wanted to review the RFP before it went out. Mr. Terry indicated he would have a draft RFP available for their review at the next Township Committee meeting. Mr. Bannister questioned whether using an outside firm for the bill paying operation would be temporary or permanent. The Committee members all felt that it would be a temporary arrangement. Mr. Bannister then asked who would be preparing the budget next year. Ald. TOWNSHIP COMMITTEE Minutes of 12/6/89.... Page Nine Drummer stated to Mr. Bannister that development of the Township budget was the responsibility of Township staff. He asked what their intended time frame was. He indicated that a draft budget should be in the Committee's hands by the and of January. Ald. Wold asked that the budget be provided to the Committee at least one week before the February meeting, which is February 7th. She indicated that she wanted the budget by January 31. Ald. Drummer indicated that the budget should be transmitted with a cover memo which highlighted any new expenditures and any changes. The Committee unanimously moved to go into executive session at 9:05 p.m. The Committee reconvened from executive session at 9:55 p.m. and moved, unanimously, to adjourn at that time. AAW - �&�Z� Jay W. Terry