DSS Proposed Staffing Plan to Manage Caseload Growth

1. Presentation for:The Board of County Commissioners DSS Proposed Staffing Plan to Manage Caseload Growth BASED ON UNC-CHAPEL HILL STAFFING STUDY Board of County Commissioners: Chairman Jennifer Roberts Vice-Chairman Parks Helms Karen Bentley J. Daniel Bishop Dumont Clarke Bill James Norman A. Mitchell, Sr. Dan Ramirez Valerie C. Woodard County Manager: Harry L. Jones, Sr. General Manager:Janice Allen Jackson Department of Social ServicesDirector: Richard W. Jacobsen, Jr.Interim Deputy Director:Helen Lipman Presented by:Richard W. Jacobsen, Jr., DirectorMecklenburg CountyDepartment of Social Services October 16, 2007

2. Overview • Over time, DSS aims to bring its staffing in line with caseload growth and State workload standards, as noted in the UNC-CH study. The study found that 162 net new positions were needed to bring the Department to a 100% staffing standard by 2008. • DSS developed a staffing strategy through 2010.

3. Overview • The strategy responds to: • Rising Medicaid and Food Stamp caseloads • Increases in the number of Spanish speaking customers • Increases in caseloads of frail seniors • Child welfare caseloads in Investigationsthat are almost double the State recommended standards (red light in balanced scorecard)

4. FY 07-08 • The Adopted Budget includes 20 new positions for DSS in FY 08. • 10 case managers in Economic Services Division to process Family and Children’s Medicaid, NC Health Choice and Food Stamps • 6 Interpreters to provide services to people with Limited English Proficiency, per Title VI of the Civil Rights Act • 2 Case Managers in Services for Adults Division to process Adult Medicaid and Food Stamps • 2 Social Workers to serve frail seniors in Adult Group Care and Services to Maintain Independence.

5. FY 07-08 • In addition, DSS seeks 10 positions in the Youth and Family Services Division. These were not part of the Adopted Budget but respond to management needs identified by the Child and Family Service Review. • 2 senior social workers for Child Welfare Intake (24 hours / 7 days per week) • 1 senior social worker for Child Protective Services Investigations (CPSI) (sex abuse unit) • 2 senior social workers for CPSI • 1 CPSI social work supervisor • 2 senior social workers for foster care • 2 senior social workers for youth aging out offoster care

6. FY 07-08 • These 10 positions would be hired on a staggered basis at a total cost of $350,812, and a net county cost of $241,662. These costs could be paid out of reverted funds and lapsed salaries this fiscal year. • The BOCC recognized $209,059 in reverted funds on September 5, 2007 and approved $109,059 toward positions, and $100,000 to technology enhancements. $241,662 Net County Cost - $109,059 Less Revenue for Positions $132,603 Difference to be Paid from Lapsed Salaries

7. Summary for FY 07-08 • These 30 positions (20 approved and 10 that we are seeking) are needed to respond to: • Caseload growth in Medicaid and Food Stamps (13 – 15% growth over two years). • State staffing guidelines in child welfare developed to assure child safety. • Limited English Proficient customers per Title VI of the Civil Rights Act. 128,832 customers (duplicated count) were assisted by Spanish-speaking interpreters at Kuralt Center in FY 07. • Increasing caseload sizes in Adult Social Work. In Adult Group Care, which oversees out of home placements and adult day care placements for frail seniors, the average caseload is 65. The recommended maximum caseload is 50.

8. Moving Toward 2010 • In the next several years we would like to move incrementally toward the 2010 staffing standard, shown in the UNC-CH study by adding: • Case managers to keep up with the projected growth in Medicaid and Food Stamp caseloads. • Social workers and supervisors in Youth and Family Services and Services for Adults to meet caseload growth and State staffing standards. • Additional support staff will also be needed, but they have not been identified at this time.

9. Moving Toward 2010 • The proposed staffing additions shown on the next slide are based on the UNC-CH position study, which utilized current program rules and regulations, anticipated caseload growth, and current work processes. • Changes in any of these factors, often dictated by the State and Federal government, could alter our staffing needs.

10. Proposed New Staff Additions

11. Costs • In FY 09, the 31 positions (twenty pay periods) would cost $1,445,732. The net county cost would be $955,055. • In FY 10, the 32 new positions (twenty pay periods) would cost $1,522,024. The net county cost would be $1,005,494. • If the hire dates were staggered, those costs would be lower.

12. Position Study One further point: • The position study calculated the need for positions based on employees carrying full caseloads. However, nearly half of our public assistance case managers in ESD have less than one year experience and carry only partial caseloads: • 44% of the ESD Food Stamp case managers have less than one year experience. • 43% of the ESD Family and Children Medicaid case managers have less than one year experience.

13. Enhancing DSS Productivity and Managing Caseload Growth • Strategies and Challenges (hand-out) • New Strategies • Ongoing Strategies • Challenges

14. Caring For Our Employees • For four consecutive years, the Mecklenburg County Department of Social Services was named as one of the North Carolina Family-Friendly 40. The list, compiled by Charlotte Parent Magazine and the Belk School of Business at UNC-Charlotte, nominated employers on their efforts to provide working parents with a flexible, family-friendly work environment. We are the only local government to be so named. 4th year in a row!

15. Summary • 1 in 8, or 111,864 Mecklenburg citizens, receive public assistance. This is a 51% increase since FY 01. • DSS must continue to meet federal and state requirements about timely and accurate services to these individuals, or incur penalties. • Children and the elderly must continue to be protected, and these caseloads are increasing as our population increases. Already low Federal funding for these services could be jeopardized if we fail to meet standards.

16. Summary • DSS appreciates the BOCC’s: • approval of twenty positions to handle caseload growth in FY 08. • consideration of this request for 10 new Child Welfare positions in light of the recommendations of the UNC-CH position study. • DSS will continue to enhance productivity and evaluate work processes and caseload standards.

17. Presentation for:The Board of County Commissioners DSS Proposed Staffing Plan to Manage Caseload Growth BASED ON UNC-CHAPEL HILL STAFFING STUDY Board of County Commissioners: Chairman Jennifer Roberts Vice-Chairman Parks Helms Karen Bentley J. Daniel Bishop Dumont Clarke Bill James Norman A. Mitchell, Sr. Dan Ramirez Valerie C. Woodard County Manager: Harry L. Jones, Sr. General Manager:Janice Allen Jackson Department of Social ServicesDirector: Richard W. Jacobsen, Jr.Interim Deputy Director:Helen Lipman Presented by:Richard W. Jacobsen, Jr., DirectorMecklenburg CountyDepartment of Social Services October 16, 2007