COUNT eunty of Hole  Micka T. Stanton DIRECTOR  Services  TELEPHONE (910)875-8725 (910)848-7766 FAX  Departhna  RAROU/NG3BIE,540 LISHED  MINUTES FOR: MEETING OF  THE HOKE COUNTY DEPARTMENT OF SOCIAL SERVICES BOARD  March 25, 2024  A meeting oft the Hoke County Department of Social Services (the "Board") was held at 4:00 p.m. on March 25, 2024: in the Commissioners Room located in the County Administrtion Building (Pratt Building) at 227N. Main St., Raeford, NC, pursuant to notice duly given. The following Board Members ("BM"), constituting a quorum, were  present:  Linda Revels, Chair Harry Southerland Virginia Chason Carl A. Pevia  Also present representing the Department were Terry Stanton, Director oft the Hoke County Department of Social Services; Deidra Hadley, Personnel Tech I; Barbara Mena, Administrative Officer; Tammy Brewer, Family Support Services Supervisor; Supervisor Diane Simmons, Program Manager over. Income Maintenance and Child Support; and Jose Coker Department of Social Services Attorney via phone. this month's meeting. Thereafter, Chair Revels give the invocation. Chair Revels asked for public comments. There were: none.  Chair Revels called the meeting to order at 4:00 p.m. and welcomed the Board to  Chair Revels asked for ai motion to approve the consent agenda. BM Southerland made ai motion to approve the consent agenda consisting of (a) the February 26, 2024 Minutes, (b) the next meeting date ofl Monday, April 29, 2024 which was seconded by BM Pevia. The vote was unanimous. BM Southerland asked Director Stanton to explain Item (c) Budget Amendment Emergency Placement Funds on1 the Consent Agenda. Director Stanton stated the State is giving funds to all of the agencies due to the increase ofchildren living in agencies. The funds come with specific criteria and it must be approved by the state prior to use. BM Southerland made ai motion to approve Item (c) Budget Amendment Emergency Placement. Funds, which was seconded by BM: Pevia.  The vote was unanimous.  An Equal Opportunity Employer    COUNT) unty ofHoe  Micka T. Stanton DIRECTOR  Departmentg Boga Services RAAgALNGIISb4O OIISRED  TELEPHONE (910)875-8725 FAX (910)848-7766  54  Chair Revels asked: for the Child Care update from Ms. Tammy Brewer. Ms. Brewer updated the Board on expenditures for February service month. Ms. Brewer reported the total amount spent in preliminary expenditures was $208,269.00. The amount spent in Smart Start was $3,872.00. The amount spent in Non-Smart was $204,397.00. She stated that the current spending Coefficient is 89% (eighty-nine percent). The Unexpended balance in Non-Smart Start is $901,747.00 and' Unexpended balance in Smart Start is $8,858.00. Ms. Brewer reported that Child Care still doesn't have a waiting list. BM Southerland asked about funds being sent back to the state. Ms. Brewer stated wel had ai monitoring last year. During this time errors were accrued and we had to pay back money to the state. BM Pevia asked ifthis had occurred before. Ms. Brewer stated yes as recent as 2020. BM: Pevia asked was it the same issue and staff for both times. Ms. Brewer stated it was the same staff1 but multiple issues. Chair Revels  asked ift the Board had any other questions. There were none.  Chair Revels asked for Discussion and Approval of] Recommended FY2 2024 Budget. Director Stanton went over the Budget Proposal with the Board. BM: Pevia asked ifthe Board have to approved this Budget Proposal today. BM Pevia stated he hasn't] had enough time to: review this budget as he just got it. Director Stanton stated it's due to County Manager by April 11th. BM: Pevia suggested maybe we. have another meeting prior to that day. BM Southerland and Chair Revels agreed tol having another meeting. Director Stanton continued to discuss the new: items on the Budget Proposal with the Board along with other items that are normally on the Budget Proposal. Chair Revels asked ifDirector Stanton had heard any: feedback from the Medicaid Expansion Meeting. Director Stanton stated he got al lot of feedback. Some wanted to be apart oft the next meeting, some got the information and said they took it back to their church and provided the information to their congregation. BM Pevia asked how often will this meeting occur. Director Stanton stated possible 1 a year. BM Pevia suggested 2 times a year would be more beneficial to the community. BM Southerland asked are the expenses the same or less going into 2025? Director Stanton stated it's more and directed the board toj page 3 of the Proposed Budget. BM Southerland asked what are these expenses. Ms. Mena explained to the Board that these increases consist ofLongevity increases, retirement, fringes, placements and now Kinship placements. BM Southerland asked what's the difference for furniture, equipment or supplies needed within the agency. Ms. Mena stated for furniture it would be less and as for equipment is usually about the same. Ms. Mena went over several items on the Proposed Budget with the Board, BM Southerland asked Director Stanton how many newj positions are you asking for in this year's Budget? Director Stanton stated 4. BM Pevia asked how many positions from last year request have been filled? Director stated that only 1 hadn't been filled. Director went over the 4 positions being requested in the Budget. BM Pevia asked ift there an attendance problem and that's why you're asking for these positions. Director Stanton stated in 1 area and it's being addressed. BM Southerland asked how are the Judges in Child Support court. Ms. Diane stated just had 1 issue and it was because we hadn't gotten or received our orders back by a certain time. BM: Pevia asked about line items that aren't used, is iti required to  An Equal Opportunity Employer    COUMT ounty of Hoke Spelal  TELEPHONE (910)875-8725 FAX (910)848-7766  T.Stanton Micka" DIRECTOR  Services  Deparff hAo  RAAgALNGIBIE,b40 ABLISHE  be on the budgetand what is it used: for. For example; Family Reunification. Director Stanton explained what iti is and Ms. Mena explained in detail on how that money can be spent per the State. BM Southerland asked for policy on the items that haven't been spent over the last several years. Chair Revels asked ift the Board has any other questions.  There were none.  Chair Revels asked for the Director's Presentation. Director Stanton directed The Board to the MOU. BM Southerland stated that the County Commissioners Board wants to go back and revisit the purchase oft the home for Social Service. The County Commissioners want this Board to give approval to Director Stanton to write a letter to County Manger toj purchase the home. BM Pevia made a motion for Director Stanton to write al letter to County Manager toj purchase the home, which was seconded by BM Chason. The vote was unanimous. Chair Revels asked ift the Board has any other  questions. There were none.  Chair Revels asked: for ai motion to recess until Monday, April 8, 2024 at 11:00 am. BM Southerland made ai motion to recess which was seconded by BM Chason. The  vote was unanimous.  Linda Revels, Chair  Micka T. Stanton, Secretary  Date  An Equal Opportunity Employer    COUNT unty of Hole  Micka T. Stanton DIRECTOR  TELEPHONE (910)8 875-8725 FAX (910)8 848-7766  Services  Depaf  RARUANGIBEb4O ABLIS  MINUTES FOR MEETING OF  THE HOKE COUNTY DEPARTMENT OF SOCIAL SERVICES BOARD  April 8, 2024  A Recessed meeting oft the Hoke County Department of Social Services (the "Board") was held at 11:00 a.m. on. April 8 2024 in the Commissioners Room located in the County Administration Building (Pratt Building) at 2271 N. Main St., Raeford, NC, pursuant to notice duly given. The following Board Members ("BM"), constituting a  quorum, were present:  Linda Revels, Chair Harry Southerland Allen Thomas Jr. Virginia Chason Carl A. Pevia  Also present representing the Department were Terry Stanton, Director ofthe Hoke County Department of Social Services; Deidra Hadley, Personnel Tech II; Barbara Mena, Administrative Officer; Diane Simmons, Program Manager over. Income Maintenance and Child Support; Johnathan Charleston, Department of Social Services  Attorney.  Chair Revels called the Recessed meeting to order at 11:00 a.m. and welcomed the Board to this Recessed meeting. Thereafter, Chair Revels asked BM Thomas to give  the invocation.  Chair Revels asked for the Discussion and Approval of Recommended FY 2025 Budget. Chair Revels asked, what is the protocol when an employee has an issue with their supervisor? Director Stanton stated they follow the chain of command which is the Supervisor, Program Manager then Director. Chair Revels asked does the Employee, Supervisor and Program Manager get together before coming to you. Director Stanton stated usually the Program Manager and Supervisor meet and try to work it out prior to coming to me but sometimes they have to come straight to me depending on the issue. BM Pevia asked is there a written policy on Protocol. Director Stanton stated there is and that he has an open-door policy. BM Pevia asked who helps assist workers when their supervisor is out oft the office. Director Stanton stated that other Supervisors in that. department step in and assist the workers under that Supervisor. Ialso fill in to assist as well. BM Southerland stated he has received a lot of complaints about a Supervisor not being at work. BM Southerland also stated that maybe that person should be reevaluated  An Equal Opportunity. Employer    COUM Hty. of Hoke  Micka" T. Stanton DIRECTOR  Services  TELEPHONE (910)875-8725 FAX (910)848-7766  Depar  RAPORDNE! 28376-0340 BLISAEV  to see ifthis position is still a good fit for this Supervisor. They could bej put in another position without violating any FMLA rules or regulations. Chair Revels asked Director Stanton how often do you meet with your Supervisors and how often does the Supervisors meet with the employees. Director Stanton stated he meet with Supervisors once ai month. Supervisors should be meeting with their staff once a week. BMI Pevia stated that there are complaints about Supervisor notl being at work. BM' Thomas stated to Chair Revels that we should go: into closed session to discuss this issue as wel keep going around this issue. BM Thomas made ai motion to go into Closed Session, which was seconded by BMI Pevia. The vote was unanimous. BM Southerland made ai motion to come out of Closed Session, which was seconded by BM Thomas. The vote was unanimous. Chair Revels turned it over to Director Stanton for the additional information for the Budget. Director Stanton went over the additional information for the Budget and started with the 4 new positions asked for in the Budget. Director Stanton went over the Child Welfare Office Assistant IV: position and their current duties. BM Southerland asked about the salary of the current OA IV: in Child Welfare compared to the new position. BM Thomas recommended to reclassify the OAI IV position to an OA V and asked for an OAIV in the budget. Director Stanton went over the Food and Nutrition Worker position asked for in the budget. This position is needed because starting July 1, 2024 all applicants will need to come to the agèncy to apply. BM Pevia asked for updated information on the work load after 61 months for this FNS position. Director Stanton went over the Office Assistant position in Child Support. Director Stanton stated that the State recommended this position. Director Stanton also went over the Child Support Agent position they requested. Due to the high demand in court this position is needed. Attorney Charleston asked the Board are you expecting growth in Hoke Co. because al lot ofcourt cases are backed-up at the moment. BM Southerland stated there is ai need for another Child Support Office. Assistant due to the growth in the area and the new changes for Child Support Court. BM Pevia wants feedback on all these positions and how they are helping the agency. Ms. Mena went over the process of getting the position up and running once it's approved. It could possible be September before the position is actually posted to be filled. BM: Pevia stated the Board should get feedback once the position is filled and had been filled for a couple ofr months. Ms. Mena went over the previous budget revenues with the Board. Chair Revels asked ift the Board had any questions. BM Thomas asked Director Stanton ifs you see the County Manager's Budget and you don't see your priority position listed just let us know. BMI Pevia agreed with Mr. Thomas statement. BM Southerland stated that The County Commissioners think this Board should be authorized toj purchase the home. They would like to move the money back to DSS and have the Attorney to do the closing. BM Southerland made a motion toj purchase the home at 14050 US Hwy. 15501, Aberdeen, NC: 28315 for the purpose and use by DSS and the County but subject to The County Commissioners' Approval, conditions and recommendations, which was seconded by BM Pevia. The vote was unanimous. BM Southerland made ai motion to: recommend this Budget to the County Manager, which was seconded by BM' Thomas. The vote was unanimous. Chair Revels asked for an update to the HATS old office space. Director Stanton stated the cubicles haven'tcome  An Equal Opportunity Employer    COUNT euntyof Hole  Micka T. Stanton DIRECTOR  1 Services  TELEPHONE (910)875-8725 FAX (910)848-7766  Depaffn  RAROCANGIEb4O AOLISHED  in yet. Some people are using the area for meetings, visits and necessary quiet time to get work done. Chair Revels asked ift the Board had any more questions. There were none.  Chair Revels asked for ai motion to adjourn until Monday, April 29, 2024. BM Pevia made ai motion to adjourn which was seconded by BM Thomas. The vote was  unanimous.  Linda Revels, Chair  Micka T. Stanton, Secretary  Date  An Equal Opportunity Employer