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Home My WebLink About700422 — �-. „ Third Interim Report WELD COUNTY WELFARE STUDY December 1, 1970 The Carl S. Becker Company Management and Planning Consultants — Denver, Colorado is 700422 TABLE Of CONTENTS Page Introduction i Part I - Evaluation of Caseworker Utilization 1 Introduction 2 Adult Intensive Service Work Time Evaluation 3 Adult Intensive Workers Work Time Analysis 5 memorandum - Adult Medical Services Procedure 6 Adult Medical Service Work Time Analysis 7 Part II - Assignment and Use of People B Introduction 9 memorandum - How the Secretary Can Serve the Caseworker 10 Memorandum - messenger Service Schedule 12 Memorandum - GIP 5323 (5220 ) Procedure 13 memorandum - Caseworker-foster Child Assignments 14 memorandum - Employe Re-assignment 15 memorandum - Re-assignment of Space for Day Care Worker 16 Part III - measurement of Need and Control of Work 17 Introduction 16 WCDPW 3-70 - Social Service Information 19 Part IV - Services Other Than Casework 20 Introduction 21 Community Participation 22 Memorandum 26 TABL_ OF CONTENTS (Continued) Page Part V - Supply Control and Space Use 29 Introduction 30 Proposal - Stationery and Forms Store 31 memorandum - Sale of Food Stamps and Trailer Office Space 32 Letter — Office Trailer 33 Food Stamp Office for Weld County Department of Public Welfare 34 Part VI - Electronic Data Processing (EDP) 35 Introduction 36 memorandum - Utilization of Information from Data Bank 37 memorandum - 620 Statistical Report 38 memorandum - Full Utilization of Greeley National Bank Computer Service by Weld County Department of Welfare 39 Part VII - General Procedural Changes 40 Introduction 41 memorandum - Handling of med-9 Forms 42 Memorandum - RS-700-1-2 ork Flow Procedure 43 Proposed memorandum - RS-700-2 Procedure 44 and RS-700-1-2 Work Flow Procedure memorandum - Procedure for processing PA1B , PA1C and PA2C 46 memorandum - Recipient Payroll Report 48 Memorandum - WIN Form 100 49 memorandum - WIN Report RS602 50 memorandum - Procedure for Form PA75 51 memorandum - Standard Procedures for Filing Welfare Case Records 52 — memorandum - Payroll Certifications 53 - - TABLE OF CONTENTS ( Continued ) Page Part VIII - Food Stamp Procedure 54 Introduction 55 Recommended Food Stamp Procedure 56 .— FS 2-3 Application for Food Stamp Program 58 Food Stamp Procedure - Amended for Use in Trailer 60 Food Stamp mail Issuance Procedure 62 Part IX - Changes in Regulations and Laws 63 _. memorandum - Recommendations for Policy or Statute Changes 64 Part X - Other Considerations 67 memorandum - Weekly meetings , 4 : 00-5 : 00 p . m . Staff Room 68 memorandum - Purchase of Camera 69 memorandum - Cash Value of Insurance as an Asset 70 Part XI - Problems to be Solved 71 - ' . -� INTRODUCTION This third interim report is devoted to a number of policy , — organizational , procedural , form and equipment questions . — This report does not contain any standards for caseworkers as applied to the quantity of cases which they should pro- perly carry . The computation of these figures has been necessarily delayed because the separation of services and — eligibility in the Family Service Program has not been — completed . It is planned that this separation will ac- tually take place the first week of December , and following that date , sufficient time must elapse to iron out minor procedural problems before any attempt is made to evaluate — the effectiveness of casework in the Family Service Program . During the period covered in this portion of the study , the problem of Food Stamps became much more important , and a sizeable portion of our time was devoted to the food — stamp question . — In total , significant progress is being made , however , the problem of creating the desired incentive on the part of — supervisors and workers within the Department has not been solved . — Part I EVALUATION OF CASEWORKER UTILIZATION - 1 - Introduction Part I of the report provides an evaluation of the effective use of casework in the intensive service unit of the Adult Program . The objective here is to depict the significant gain which has been achieved in utilization of caseworkers . Also included is an analysis of work time elements in the Adult Medical Services Unit, and recommendations based on the analysis . - 2 - • Adult Intensive Service Work Time Evaluation Two changes have occured in the Adult Division case- work operation since our Second Interim Report . The first of these was the separation of eligibility and services , and the second was the division of the entire adult caseload into intensive and minimum service caseloads for individual workers . In the initial observation of Adult Division case- workers , 32% of the total time recorded was spent in service-related activities . Non-service related ac- - tivities included travel time of 14%. Caseworkers were provided with secretarial service which includes a phone system whereby the secretary can screen all calls , and tools to make the case- - workers work easier , such as file cabinets for case records , staplers and a telephone number index . Space was reassigned , with a general limit of two workers to each office , for maximum efficiency . When these changes , and those previously mentioned , were accomplished , intensive service workers in the unit were again observed. An analysis of their work time under the new conditions showed that 68% of the total time was spent in service-related activities . (this is more than double the time previously spent in performing services ) . The remaining time , identified - 3 - as not directly related to service , included travel time of over 17%. Non-service elements included such activities as clerical jobs , consulting the manual , and staff meetings . The complete analysis of work time follows , on page 5 . - 4 - . .� — Adult Intensive Workers Work Time Analysis Name of Element Total Time Spent No. of Avg. Time % of Total — (minutes) Times (minutes) Time* Clerical jobs (filing, etc.) 45 12 3 3/4 2.61 — Processing forms for State or Co. 4 1 4 .23 Incoming calls fr. client 15 3 5 . 87 — Process forms for client 6 1 6 .35 Confer w/professionals 27 3 9 1.56 Caseworker/caseworker conf. 18 4 4 1/2 1.04 Caseworker/other employes — conference 56 20 2 3/4 3.25 Caseworker/supervisor conf. 27 3 9 1.56 Outgoing calls-client 61 18 3 1/3 3.54 — Outgoing calls-misc. 14 5 2 3/4 .81 Food Stamps-incoming calls 2 1 2 .12 Coffee break 79 5 15 3/4 4.58 Consult manual for reg. 2 1 2 .12 Personal time 32 7 4 1/2 1.85 Post Interoffice comm. 5 2 2 1/2 .29 Review cases before visit 5 1 5 .29 — Review cases-general 8 2 4 .46 Post ROC 14 6 2 1/3 .81 Read Bulletins or Memos 9 4 2 1/4 .52 — Time Used not Applicable to job 12 2 6 .70 Talk to client in office 82 2 41 4.76 Staff meeting 57 1 57 3.30 — Travel 303 20 15 17.58 Determine recipient's needs 421 12 35 24.42 Food stamps-other 27 1 27 1.57 — Fill out Application 47 1 47 2.73 **Take client somewhere 337 8 42 19.55 Hunt for recipient's — home 2 2 1 .12 Look up phone number 7 4 1 3/4 .41 — Total time 1724 minutes *based on 4-man casework days. **Includes travel time. — — - 5 - .-k MEMORANDUM To : Eugene McKenna From : Carl S . Becker Date : November 23 , 1970 Re : Adult Medical Services procedure Separation of eligibility and service in the Adult Medical Services Division is recommended . Our data shows that one caseworker is spending 60% of her time in eligibility- related work . This work includes : Processing applications 3 . 1% Redetermination 19 . 5% (in office and field ) Filling out forms 11 . 9% (routine forms ) %_% of total Examine documents for time* eligibility 3. 0% Clerical jobs 4 . 6% Phone calls to or from nursing homes 10 . 6% When the eligibility function has been assumed by the eligibility division , the Medical Services Division case- _ load should be expanded to take in those AND recipients in the regular Adult Division caseload who are living at home , but who have severe medical problems . This will lighten the caseload in Adult Services and provide specialized advice to those clients who require it . — *See complete listing of work elements on following page . - 6 - . Adult Medical Service Work Time Analysis — Name of Element Total Time Spent No. of Avg. Time % of Total (minutes) Times (minutes) Time* — Clerical jobs 60 14 4 1/4 4.6% Process Misc. forms 20 6 3 1/3 1. 5 Incoming calls _ (mostly fr. Nurs. Homes) 74 15 5 5.7 Incoming calls for another 2 3 2/3 .2 Process form for client 18 3 6 1.4 — Process application 40 4 10 3.1 Redetermination 60 11 5 3/4 4.6 Confer w/professionals — out of office 1 1 1 .1 Write social study 75 8 9 1/3 5.8 Conference C/W-employe 70 53 1 1/3 5.4 — Conference C/W-supv. 5 1 5 .4 Outgoing calls-to client 8 2 4 .6 Outgoing calls-misc. (mostly nursing homes) 63 14 4 1/2 4.9 — Coffee break 20 2 10 1.5 Consult manual 3 1 3 .2 Intra-office communication 2 1 2 .2 — Review cases-general 19 7 2 3/4 1.5 Post ROC 3 2 1 1/2 .2 Personal time 9 2 4 1/2 .7 Read bulletins, memos 6 3 2 .5 — Hand-written correspondence 55 11 5 4.2 Travel 60 8 7 1/2 4.6 Determine recipient's needs 95 13 7 1/3 7 .3 — Coffee break 36 2 18 2.8 Fill out forms (release of info.) 155 19 8 11.9 — Redetermination 194 10 19 1/2 14.9 Confer w/professionals 101 4 24 7.8 Examine documents for eligibility 39 1 39 3.0 — Client not home 5 2 2 1/2 .4 Total time in office and field 1298 minutes — *Based on 3-man days. - 7 - Part II ASSIGNMENT AND USE OF PEOPLE 6 - 1 Introduction This portion of the report is concerned with changes in the assignment and use of people to achieve greater effectiveness , both as to work achieved and as to skills of people . 9 �-, --. • • MEMORANDUM TO : All Unit Secretaries FROM: The Director DATE : September 9 , 1970 RE : How the Secretary can serve the Caseworker 1 . Screen phone calls . a . Handle as many routine inquiries as possible . b . Take messages for caseworker , using message form or top of ROC sheet to record message and/or reason for contact . c . Suggest to caseworker that any follow-up calls be dele- gated to secretary , as often as possible . 2 . Maintain tickler file for required home visits . a . Also use the tickler file to remind caseworkers of appointments . b . Send out home visit postcards and recheck by phone , if possible , on the day before the planned visit . c . After thu visit is completed , bring the tickler file up to date and make necessary notations in the case record . 3 . Type dictation and correspondence . a . Be responsible for providing caseworker with an adequate supply of necessary equipment for using the Dictaphone . b . Be responsible for keeping the Dictaphone in working condition at all times . c . When typing dictation , be sure that any remaining space on last page in the case record is utilized before be- ginning a new page . d. Maintain tickler file to remind caseworker when dicta- tion is due . 4 . File loose papers in case records . 5 . Maintain statistical records and make reports , when re- - quired , from these figures . 6 . Be responsible for notifying the eligibility secretary of any changes in a case which will affect her records . 7 . Check case records periodically , to be sure they are complete and accurate . This will include updating of the face sheet . 8 . Prepare routine forms (including CWS28 ) required either for a case record or for state or county records . a . Make routine telephone calls , including those within the Agency . Example : to the Business Office in inquire if a check was mailed to recipient . 9 . Act as receptionist for clients of caseworker . Handle clients ' routine requests , if caseworker is out of office or is busy at the time . - 10 - memo to secretaries Page 2 10 . Keep caseworkers supplied with forms , pens and other items essential to their work . 11 . Maintain adequate supply of all forms and equipment neces- sary to secretary ' s own work . -- 12 . Acquaint yourself with resources and information which might be helpful to caseworker . Be prepared to locate factual answers for caseworker inquiries . Example : To _ whom do I address a letter regarding Sheltered Workshop plans? - 11 - MEMORANDUM To : Eugene McKenna From: Carl Becker Date : November 2, 1970 Re : Messenger service schedule The schedule of the delivery clerk should be adjusted to include stops at the office of the department ' s attorney , doctors ' offices , Mental Health Clinic , hospital , probation office , and other offices with which caseworkers have fre- quent contact . Valuable caseworker time is being spent on errands which are more appropriate to the messenger service . Messages , requesting a pickup or delivery , can be left at any of the designated pickup points for the delivery clerk to check out before she makes a run . Caseworkers , and other employes , should be advised to make use of this service . - 12 - • • MEMORANDUM To : Business Office Supervisor From: Carl Becker Date : October 29 , 1970 Re : GFP 5323 (5220 ) procedure .r The pink copy of the receipt , written for each payment received , can be used for typing the 5323 report . At the end of the month , the receipts can be sorted alphabetically , by categories , for listing on the report . The receipts can then be sent to secretaries in the eligibilitjr units for filing in the case record . Any information necessary for the report , but not listed on the receipt (number of children and adults ; month and year of ineligibility , etc . ) can be noted on the receipt during the course of the month . Thus , the information will be ready at the deadline for reporting . - 13 - MEMORANDUM To : Eugene McKenna From : Carl S . Becker Date : November 23 , 1970 Re : Caseworker-foster child assignments The standard policy with regard to caseworker- foster child assignments should be that only one worker will be assigned to a family in which foster home placement is required . Another worker may be assigned to the case if a child is taken from his home for reasons which indicate special expertise will be necessary to provide service . OMIM "" 14 - �-� .-. MEMORANDUM To : Eugene McKenna From: Carl Becker Date : October 27 , 1970 Re : Employe re-assignment We recommend that LaRue Schaeffer be moved to a dif- ferent position within the Agency . This recommendation is based on the following review of Mrs . Schaeffer ' s job des- cription , which reveals that virtually all her duties either have been eliminated , or could be handled easily by other personnel in the Business Office . 1 . Care of directory NYC workers or switchborad opera- tor can handle . 2 . Checking medical cards A new procedure being initiated by the State Dept . will eliminate any need for this . 3 . Record , stamp and mail out GA & MI medical card . This should be a minor job with the use of daily payroll (less need for GA ) ,and could be done by NYC workers . 4 . Run off payrolls This has been completely eliminated by use of EDP . _ 5 . Readying trays and Both jobs have been eliminated by stuffing checks . use of EDP. 6 . Type certifications for Can be delegated to other personnel . hospital and delivering to caseworker to sign . -^ 7 . Check all PA4 ' s against, Appears to be same procedure directory . mentioned in 1 above . — 8 . Fold PA4 ' s and put in NYC workers can handle . envelopes . — 9 . Switchboard and recep- Could probably still handle in tionist . emergency , regardless of new job assignment . 10 . Open envelopes . NYC workers could handle . - 15 - MEMORANDUM To : Eugene McKenna From : Carl Becker Re: Re-assignment of space for Day Care worker We recommend that Virginia Strong , the Day Care worker , be moved to the main welfare building from the Island Grove office in order to provido more working space for Child Welfare workers . - 16 - Part III MEASUREMENT OF NEED AND CONTROL OF WORK - 17 - Introduction Part III is concerned with the total problem of. re- cording and identifying recipient needs . A significant problem in the total casework program occurs as a result of inadequate methods of controlling the work to be done , the supervision of the achievement of the work , completion of the actual work and moving on to a new problem. A new record to be used as a tool to plan action on the case and as a tool to indicate action completed is developed . - 18 - WCDPW 3-70 SOCIAL SERVICE INFORMATION Adults - Families Complete in full Category at Intake HH No. New /-7 Re-open 1--) Re—„evaluation/-7 Applicant: Last First "Middle Maiden Spouse: Dates -- Applied: Payroll: Mailing Address Phone Landlord-Name, address, telephone Street Address Rent: Utilities : (if different) No. in Cross Race Doctor(name & type How often seen? HH Ref. Monthly?/ / Other Weekly T/ No. in Date `arrived in_ Colo . APPi• , From what state? Citizen? -- HOUSEHOLD (Circle'# of those in)budget Adults ISVo£' DOB Ed R Employment SS/VA # & type 1. 2 . 3 . 4. 5. Marital status : S (` ) M( Sep ( ) Div ( ) Leg-Sep ( ) C.L. ( ) W( ) All. ( ) EMERGENCY CONTACT EMPLOYMENT DATA Names Dates Occupation Employer *. Local Relatives Rel. to Address & Tele. No. Employment 1. 2. 3. Other Relatives 1. 2. *For adult applicants, include children here. (OVER) - 19 - /0"•\ What health problems are visible? -' Any medication being taken?Who provides your transportation? walk drive taxi friend relatives Do you have any friends nearby? No. Name and phone Name and phone Address Address ._ What are your hobbies? Immediate Crisis Intervention Needs - to be met by Intake when client is not functioning physically and/or mentally Physical and Mental Health. 1 /-7 See that doctor care is 6 /---7 Forestall impending provided. financial disaster & 2 /---7 Arrange for immediate stabilize past finan- corrective medical & cal patterns. surgical techniques. 7 /---7 Contact children or 3 /---7 Refer to eligibility for other relatives. emergency food money or 8 /-/ Arrange nursing home, —' food stamps. intermediate care, 4 /---7 Arrange emergency residential care or housing. homemaker service. —. 5 /---7 Arrange emergency 9 / / Seek consultation utility needs . from other agencies. 10 1---7 Other. Additional Information (include directions for finding home, if necessary) . State here what client sees as problem and add your impression. - 19a- WCD:f^I 3-7C ' Adult Social Servi —\Information Intensive & Suppor ..a.ve Needs Minimum Servi-. Needs (to be provided to help client (To help with info. when the client ... funct. in a meaningful way) is funct. effectively, but picture - _ can be improved) I S Choosing a home. ` lir 7 FT How to select appr. L L . • ' qtrs. Information. 121 T _1 How to make qtrs liv- 30 M..' Dentist. Om ' _ - ' able, thru furn.& dec. . 31 ., WIN 13 I J T-� How to maint. qtrs 32 Voc Rehab. . _ properly 33 _..j Mental Health. 14I-----J ' ; Provide homemaker to a 34 _ -_I Medicare & Medi- - J aid in housekeeping caid duties. 35 GIRA Nutrition. 36 --- _ UNC Lab School - 15 — How to purch. food econ 37 CRLS 16 J 1 How to prep & pres. food 38 Salvation Army 17 How to plan diet. 39 Churches. 18 -----4 r-----1 How to live within 40 Public Health budget. 41 NYC Adult Identity & Self-. 42 Food Stamps Wort!. 43 Community Center. w' 44 Mentally Retarded 19 ��"' '� i`� Help client express con- --, filets & accept own Center emotions. 45 Migrant Council. 20 `—�J Counsel perm. disabled 46 LJ. Other --- -I ---; to accept situation. 21f Assign"visiting couple" Guidance. -- ! ' to widen soc. act. 471 Guide client in -_ i dealing with with adults. Participation in Recreat. government & cultural activities. agencies . 22 `�-� Help client choose 48 _.._T Guide client in �, �-- approp. areas of int. �...__. dealing with Meaningful work. community. 23 `---I 1 Arrange for compl. of 49 I _ Guide client in L� 1 l I of high sch. educ. ; �( dealing with own ! _ obtain GED. family 241---1 Help client enroll in job trng. to learn 52 --7 Other new skills. 25r -( T- Encourage client in re- I------- I 1 viving old skills. Clothing. 26r---] _ What kind of cloth. to l — ! .1 buy. 27-t----1-1 j----1 ;how to repair & maint. clothing. 28 "T -.I r- -1 Suggest sources of donated clothing. 29F---1I -1 Other. PM Client Hame Date of Visit NH No. _ Caseworker (see over for detail of unmet needs) 19L - Part IV SERVICES OTHER THAN CASEWORK - 20 - Introduction Services other than casework include : 1 . The volunteer program , which is designed to utilize the resources of the community and the organizations within the community to assist the formal welfare program as it operates in the county . 2. The homemaker program , which is designed to help families organize their physical life within their .. abode . - 21 - i-• • ,-� DRAFT FOR DISCUSSION Community Participation Present Situation At the present time , the primary community service program in Weld County is the Greeley Information & Referral Agency (LIRA ) . Supported this year by United Way funds and local donations , GIRA is designed to assist people whose needs fall in those areas not covered by the various social agency programs . Under the professional direction of Mrs . James H . (Millie) Stoffler , GIRA served approximately 2 ,000 families during the past year . Mrs . Stoffler and her assistant are the only paid members of the staff. They are reimbursed for only three hours work per day . Approximately 500 volunteers are involved in the varied services offered at GIRA . The list of services and programs includes : 1 . Teenage Dance , for mentally retarded. 2. Furniture clearing house . 3 . Blood Bank . 4 . Operation Friendship (provides visitors for families in need of aid with everyday living problems ) . 5 . Clothing Bank - 5 churches cooperate in providing space . 6 . Shoe Resource - new and used shoes available . - 7 . Health Aids (soap , toothpaste , etc . ) 8 . Legal Aid - referrals made , after counseling . 9 . Housekeeping Clinic 10 . Sewing class 11 . Tasting party - to introduce new , more nutritious foods . 12 . Babysitting Clinic - trains young girls for jobs . 13. Waitress Clinic - graduates receive certification . 14 . Transportation Service 15 . Loan Fund - provides small amounts needed for gas or Food Stamps . 16 . False Teeth Fund - loans are repayable . 17 . Drug Fund - provides emergency prescriptions . 18 . Counseling - personal or family ; referrals made to other agencies . 19. Medical Practice Program - local doctors charge patient minimal fee , if referred by GIRA . 20 . Employment Clearing House 21 . Rental Clearing House 22 . Adopt a Senior Citizen - program aimed at befriending nursing home residents who are alone in town . Some needs which GIRA has recognized and hopes to find the resources to meet are : --Meals on Wheels program --Pickup or auto , for office use --Larger , more permanent quarters--with storage space* --Sewing machines , for ladies in class to keep at home *A "matching funds" project is currently underway . - 22 - - ... .-. - Evaluation Involvement of individuals , organizations and business- - men in a volunteer program designed to assist the needy people of Weld County would be a vital contribution to the welfare of the entire county . — GIRA , operating with limited facilities , funds and per- sonnel , cannot adequately meet the total needs of Weld County residents who are not eligible for public assistance and also — help with public assistance recipients . Recipients of public assistance pose a special problem — in the area of need, since they are often lacking not only the basic necessities of life , but the ability to perceive or to communicate their mental and emotional needs . Recommendations — I That GIRA , working in conjunction with the Welfare Advisory Committee , be utilized as a coordinator of volun- teer activity in Weld County . II That a full time coordinator be appointed as part of the Weld County Welfare staff . — III That a full time director and part time assistant be hired for GIRA , to oversee all volunteer actions in Weld Co . A . Proper coordination of an operation of the size — envisioned for GIRA will require additional help , facilities and equipment to achieve a more businesslike organization of the office . — a . Accurate , up-to-date files on ell available services and programs must be maintained at all times . b . The time and effort of volunteers must be utilized to the best advantage of the volunteer , the agency - and the recipient . Volunteers must be assigned to specific purposes and scheduled for work when they can be available . c . Accurate records must be kept , to provide data — on persons served . IV That the United Way be requested to raise the allot- - ment to boost this program. V That a publicity campaign , of a continuing nature , be instituted to make all county residents aware of services — available . This should include media coverage , propogation by churches , civic groups and (especially ) social agencies , and wide circulation of printed material . A volunteer Speakers Bureau could play a vital role in the dissemination of information . - 23 - VI That organizations which already offer ser- vices (many are listed in the 1968 GIRA Directory ) �- be encouraged to publicize their efforts . VII That the GIRA office be manned , by volunteers , on a 24-hour basis . A . Adequate phone service should be provided , _ and the phone number widely publicized . (The telephone company would probably cooperate in issuing a number such as 352-GIRA) . Extensions of the number could be placed in the homes of volunteers , so that they could - remain at home to man the phone during evening hours . VIII That special needs of public assistance recip- - ients be met as much as possible by volunteers , in order to lighten the workload of Welfare Department caseworkers . A . Examples of non-professional services which could be performed by volunteers : a . Visit recipients in their homes and just listen to problems of children , families and old age . b . Join Big Brothers or Big Sisters program (already in operation in Greeley ) . c. Offer to tutor adults who need intensive help to pass the General Education Devel- opment Test . IX That services offered by governmental agencies , such as OED , Youth Corps , Mental Health , etc . , continue to be included in referrals made by GIRA . X That services offered by private agencies , such as the Salvation Army , and St . Vincent de Paul Society , continue to be included in referrals made by GIRA . XI That some existing GIRA programs be expanded . For example : 1 . The transportation service could be utilized by caseworkers to provide transportation for clients to jobs , doctor ' s offices , etc . , and to aid foster parents in providing for the needs of children in their care . A bus might also be acquired for use in transporting handicapped persons to the C/P Center . 2 . The clearing house for rentals should be expanded to cover a wider choice of accommodations . - 24 - / '• n 3. The employment clearing house should be expanded to fill in gaps left by private and public employment agencies . This would include part time and short-term job opportunities in the areas of handyman , housekeeper , gardener , domestic and babysitter . 4 . The loan service should be made more flexi- ble--to cover a wider variety of emergency situations . XII That new projects be considered as they come to the attention of GIRA . Several areas of need not currently covered are : --Volunteer interior decorating advice , to make the best possible use of donated furniture and furnishings . --Volunteer assistance with yard work in sum- - mer and snow shoveling in winter . --Volunteer babysitting--no license is required if done in the child ' s own home . --Volunteer Homemakers , to supplement the work presently being done by Welfare Department Home- - makers . 25 - MEMORANDUM TO: Board of County Commissioners, Weld County FROM: The Carl S. Becker Company, Management and Planning Consultants DATE: September 9, 1970 SUBJECT: Reducing the Cost of Welfare in Weld County through a Homemaker Program - This proposal is presented as a means of reducing the cost of the welfare program in Weld County. This proposal has its foundation in the concept of prevention, rather than cure, and incorporates the principle of self-help-- - public assistance recipients are now generally seen as willing to help themselves if given the opportunity. A well organized Homemaker program could accomplish the above goals of cutting costs and fulfilling a need. This memorandum outlines what a Homemaker does as indicated in the "Examples of work performed" section of the Colorado Merit System job description: "A homemaker assumes homemaking duties on a full or part-time basis, including responsibilities for household management, — keeping the house in clean and orderly condition, and maintain- ing normal family living. The homemaker provides for the physical and emotional care and development of children which will vary according to the age of the child. The homemaker helps with the care of the aged, ill or disabled, encouraging self-care and teaching other members of the family to carry out household tasks within their capabilities; purchases and - prepares food for the family, plans future meals, in accordance with income; performs some routine household tasks, such as daily cleaning, bed making, cleaning up after meals, doing some laundry, ironing and mending; teaches the unskilled - 26 - el-, Memorandum September 9, 1970 Page 2 mother the basic skills and responsibilities in all areas of home and money management; assists with personal services such as help with bathing, shaving, care of hair and nails, supervises and assists in carrying out recommendations of physician, nurse, social worker, physical therapist or nutritionist. The homemaker teaches and helps in personal adjustment with the goal of making the person and family as self-sufficient as possible, encourages family members to participate in appropriate recreational and cultural activities suitable to their ages and needs. " As a result of performing these services, the Homemaker is often able to hold a family together and prevent the placement of children in foster homes . It is estimated that only 12 % of the children placed in foster homes ever return to their parents, and among 1600 children referred for placement in one study, half of them would not have been referred if basic family services had been available.* Thus, significant cost reductions would have occurred if these children had remained in their homes. In Weld County during 1969, we find that 83 children were served by the three Homemakers. If a Homemaker had not been authorized for these children, they would have been placed in foster homes. Average cost for foster care is $120 per month; thus the use of Homemakers in 1969 saved Weld County (83 children x $120 @ 20%), or $23, 904 for the year. Assuming that 72 of these (12 % will return to their parents) would remain in foster care indefinitely, the cost to the County for *Child Welfare League of America figures. - 27 - Memorandum September 9, 1970 Page 3 just five years would be $103,680 (72 children x $120 month x 12 months x S years $20 %) . Avoidance of the splitting of a family through the efforts of a Homemaker will also reduce the need for additional caseworkers in the Family and Childrens Service division of the welfare operation. Less caseworkers require less supervisors, thus compounding the Imb savings in professional salaries . . The self-help aspect of this proposal also involves a dollar savings to the County. Homemakers are often recruited from among ADC mothers (the majority of those employed in Weld County in recent years had been on the rolls or were eligible at the time of hiring) . These women are often uniquely qualified for the job of Homemaker. They are able to gain self respect with their freedom from dependency on welfare. We recommend the hiring of three additional Homemakers to serve clients of the Weld County Welfare Department. The new Homemakers would be chosen on the basis of qualifications listed in the Colorado Merit System job description from the ADC rolls . The additional cost to Weld County would be 20 % of the combined salaries of the three Homemakers ($4,404 per year x 3 @ 20% $2,642), and a clerical assistant for the supervisor, to handle statistical reporting and typing (approximately $4,800 per year 20 % - $960) . Total cost to expand the Homemaker program for one year - approximately $3, 600. - 28 - Part V SUPPLY CONTROL AND SPACE USE - 29 - r Introduction This part is concerned with supply control and space for food stamp operations . Objectives herein are to create a more effective supply unit and to use food stamp unit space as effectively as possible . - 30 - PROPOSAL TO : All Staff Members FROM: The Director , Weld County Welfare Department DATE : September 17 , 1970 SUBJECT : Stationery and Forms Store 1 . A stationery and forms store is being established in the basement area of the main welfare building . The specific area which will be used is that formerly used as a coffee bar . (The coffee bar has been relocated on the second floor ) . 2 . The stationery and forms store will stock all stationery supplies and forms used by the department . Pencils , pens , tablets , typewriter ribbons , film, and other costly items will be issued through the business office . 3 . The Delivery Clerk will accept requisitions for orders , which will be delivered as rapidly as possible . Ordering will be accomplished by writing a note to the delivery clerk requesting what is needed . A requisition form may be used at a later date . The delivery clerk may be con- tacted immediately if an emergency dictates that supplies be available sooner . Normal ordering and delivery should not take more than 1 day . 4 . Requisitions should normally be made by employees for enough supplies to last a one-month period . Supplies in excess of one month should normally not be stored in the employee ' s desk or on shelves adjacent to the em- ployee ' s work place . Exceptions would be clerical opera- tions that require a larger supply of forms and/or stationery to be on hand . 5 . The delivery clerk will be responsible for maintenance and orderliness of the storage area . 6 . Inventory control will be maintained fro each substantive item in the store. The delivery clerk will reorder sup- plies at such time as a re-order point is reached for individual items . Attention to stock on hand will be given so that additional supplies can be ordered and re- ceived before any form is depleted . 7 . Items not included in the stock of the stationery store will normally not be purchased by the agency . 8 . Very high use items such as ROC sheet pads and personnel mileage and leave forms will be stored behind the recep- tion desk as before . - 31 - MEMORANDUM TO: Weld County Board of Commissioners FROM: Carl S. Becker, Carl S. Becker Company, Management and Planning Consultants DATE: October 20, 1970 SUBJECT: Sale of Food Stamps and Trailer Office Space 1. The rental of the office trailer which contains approximately 550 square feet of office space has relieved the pressure on the main welfare building of food stamp sales . 2. This trailer rental will expire in mid November. 3 . The present food stamp sale process does not provide any waiting space in cold weather for recipients. The Welfare — Department has attempted to restrict recipients from waiting within the present trailer. However, when the weather is cold, recipients naturally push their way in to wait. 4. We have priced a larger trailer, 14 x 65 feet (910 square feet) with two 14-foot partitions with doors, to make possible waiting room space. This trailer can be rented for a monthly rental fee of $250. 00 with a one-year guarantee. In the event cancellation occurred prior to one year, the rent would be adjusted upward. The larger trailer would allow an inside waiting room. This exchange can be made without additional cost excepting a charge of $100.00 for blocking and leveling, and a County cost for switching water, electrical and sewer connections. We recommend the larger trailer be obtained. - 32 - November 12 , 1970 mr . Fraker Elder Equipment Leasing , Incorporated 4800 Race Street Denver , Co . 80200 Dear Mr . Fraker : SUBJECT: Office Trailer Weld County Department of Public Welfare Under Construction This is to confirm with you that the Weld County Department of Public Welfare is able to assume a twelve-month lease for the office trailer under construction . This office is to be used to house the county ' s Food Stamp office . Monthly rental is agreed upon at a rate of $315 . 00 . We understand that this trailer will be completed as ordered and delivered to the site in Greeley during the first week of December . Sincerely , EmcK : rh Eugene McKenna , Director cc : Glenn Billings Marshall Anderson Harold Anderson Carl Becker - 33 - - L 1 0 n - U Cu ro 0 cn w v 3 «• U N A bOArj U . H pg Co N (0 a ro E 0 a 4 44 w en '71 cci 0 04 0 v w3/4 0 U E w 0 °1+ 4 o «8+9 ,fiT - 34 - Part VI ELECTRONIC DATA PROCESSING (EDP) - 35 - / iN --� Introduction This portion of the report is concerned with the utilization of electronic data processing . The proper utilization of EDP will result in elimination of sig- nificant hand operations and the development of con- trols which can be used to plan casework . - 36 - • MEMORANDUM To : State Department of Social Services From: Carl S . Becker Date : October 20 , 1970 Re : Utilization of information from data bank . Our continuing study of the operation of the Weld County Department of Welfare has revealed many uses for information stored in the State Department ' s data bank . One of these uses has already been initiated--information for the 620 report is now boing printed out for the counties . We recommend that the following information be made available for county use : 1 . Alphabetical listing of cases , by caseworker and redetermination date . 2 . List of those AND and AB recipients who are reaching age 60 and possibly should apply for OAP-B . 3 . List of those OAP-B recipients who are reaching age 65 and must be transferred to OAP-A . 4 . List of those AND recipients who are due for medical re-exam . 5 . Alphabetical listing , by supervisor , of caseworker assignments . 6 . List of recipients by geographical proximity (by means of census tract numbers ) . 7 . Use of the redetermination date information to be printed on gummed labels for use in mailing the redetermination form . 8 . Complete list of cases handled by a unit (OAP , AND, etc . ) We also recommend that present systems in use at the State level be reviewed with the idea in mind that recipient checks could be printed directly from information submitted by counties on the RS 700 form . - 37 - r. • MEMORANDUM To : Eugene McKenna From: Carl Becker Date : November 2 , 1970 Re: 620 statistical report An EDP printout of the 620 statistics has been available from the State Dept . for some time--upon request by the counties . We recommend that you make such a request , as follows : Mr . Robert Kepler Room 823 State Social Services Building 1575 Sherman Street Denver , Colorado Dear Mr . Kepler : I would like to request a monthly printout of the Federal Statistical Report , SRS-2079 , for Weld County . This information will eliminate the manual calcu- lations of statistics presently necessary to complete the 620 report . — Thank you . Eugene McKenna Director - 38 - MEMORANDUM To : Barton Buss From: Carl Becker Date : October 28 , 1970 Re : Full utilization of Greeley National Bank computer service by Weld County Dept . of Welfare We are recommending certain procedural changes for the Welfare Department processing which will require addi- tional services from the Greeley National Bank computer center . One change would eliminate the manual writing of a "control" , by utilizing data stored by the Greeley National Bank computer . The second revision would re-route change information now being sent to both the State Department of Public Welfare EDP (by means of the RS 700-2 form) and to the Greeley Na- tional Bank EDP (by means of a "change" form) . Change in- formation would be punched directly from the RS 700-2 by Greeley National Bank operators (as is now done by the State Dept . ) , eliminating the "change" form . Please let us know of any problems inherent in these changes. — In the event the County decides to do its own punch- ing , this procedure could still be adopted . - 39 - Part VII GENERAL PROCEDURAL CHANGES - 40 - — r"-, ,---. Introduction — The changes included in this portion of the report are pointed toward simplification of operating procedures r and changes in forms to eliminate duplication and unnecessary work . -41 - ^ TO : All Staff FROM: Gene McKenna SUBJECT : Handling Of Med-9 Forms DATE : Oct . 21 , 1970 Effective October 26 , please observe the following policy : 1 . Vouchers will be attached to Med-9 ' s that are taken to doctors or are mailed to the doctors . Vouchers will be supplied to the eligibility technician or case worker by the business office supervisor . 2 . The Med-9 is to be routed to the business office upon its return from the doctor . After approval for payment , the Med-9 will then go to the Adult Service Division for social study work-up . 3 . Upon return from the State the Med-9 and Med-9A will go to the eligibility secretary . The Med-9A will be filed in the eligibility record . The Med-9 is then forwarded to the Adult Service Division . 4 . The same procedure in 1 , 2 and 3 above should be followed in processing AB-5 ' s and AB-S ' s . It is felt that these procedures will provide more con- venience for the doctors , reduce the time it takes to submit a social study for State review , and save the department time and postage . - 42 - r.• MEMORANDUM From: Fred M . Rutherford Subject : RS-700-1-2 Work Flow Procedure Date : October 20 , 1970 Effective : Immediately The administration and Mr . Becker have studied the procedures in the use of the RS-700-1-2 packet . We are aware of your complaints when the form is not available . There appears to be need for better efficiency . New procedures are being ini- - tiated that we hope will eliminate some problems and not create any new ones . I . Filing A . The application clerk will have a supply of RS-700-1-2 B . The RS-700-2 "turnaround" will be filed intact in the eligibility record at the time they are received from the State Department . II . Case Actions on RS-700-2 A . The client or service worker , by means of office visit , telephone call , letter , redetermination dec- - laration , and IOC will notify the eligibility tech- nician of any necessary changes . B . The technician will pull the case record and complete a PR-2C form and forward both to the eligibility secretary . C . Changes will be typed on the turnaround form; PA-2C is filed in case . D . The PA-77 will also be typed in duplicate at this time . E . The eligibility secretary will separate the RS-700-2 . The original copy (pink ) and original PA-77 will be sent to the business office . The file copy (green ) and duplicate PA-77 will be fastened in the eligi- bility record. The office copy (yellow ) will also be sent to the business office for their use and then sent to the service worker for his record . F . The eligibility case record is refiled with the technician . G . Only the current "office copy" (Yellow ) will be retained in the service record . - 43 - PROPOSED MEMORANDUM — To : All personnel From: The Director Re : RS-700-2 Procedure Date : October 13 , 1970 As of this date , the blank RS-700-2 will not be used to make changes of any kind for recipients who have been on the rolls long enough to have a "turnaround" on file . If a "turnaround" cannot be located for a particular recipient , the eligibility secretary will make note of the Household number and turn it in to the chief file clerk by 1 : 30 p .m . each day . The chief file clerk will call (892-3126 ) the Household numbers in to the State Department , and a replacement "turnaround" will be mailed immediately . This procedure is designed , at the request of the State Social Services EDP Division . It will eliminate the confusion which results from picking up an old "turnaround" or making an error in typing a new RS-700-2 . See attached procedure for handling RS-700-2 forms . MEMORANDUM To : Eugene McKenna — From: Carl Becker Date: October 27 , 1970 Re : RS-700-1-2 Work Flow Procedure The memorandum issued October 20 , 1970 by Fred Ruther- ford covering new procedures for handling the RS-700 failed to mention that secretaries are to notify the State Department when they cannot find a "turnaround , " so that it can be mailed out at once . Could you amend the procedure to include the instructions for obtaining a new "turnaround" rather than typing a new 700 . (Refer to our earlier memo on this ) . - 44 - Page 2 of memorandum , October 13 , 1970 RS-700-2 Procedure I . Filing A . Original - punched and filed in eligibility case record (see B ) . B . Green copy - punched and filed in eligibility case record . This is a cumulative record , with the most recent copy on top (but under the original) . C . Yellow copy - punched and filed in service case record--CURRENT COPY ONLY . Note : Pull out all carbons before filing . II . How to make changes . A . Service caseworker will notify eligibility technician of any necessary changes , be means of an IOC . B. Eligibility technician will scratch out (but not obliterate ) changes on the green copy . C . Eligibility secretary will type changes from green copy on to the original copy, without removing the green copy from the case record . D. Eligibility secretary will send the original copy to the business office for processing and mailing — to State Dept . E . Eligibility secretary will check new "turnaround" as soon as received from State Dept . , to verify that changes were properly made . a . original and green copy will be filed in eligi- bility file . b . yellow copy will be sent to services secretary .- for filing in service case record . - 45 - - ,� • • MEMORANDUM (proposed ) To : Adult Division personnel From : The Director Date : September 25 , 1970 Re : Procedure for processing PA1B , PAlC and PA2C 1 . Secretary will use "visit card" for mailing PA1B-PA1C to recipient . The information required for this includes the name , mailing address , case number , category and Social Security number . * The PA2C will be typed at the same time , as a carbon of the PAIS or C . 2 . The secretary will make a master list of PAIB ' s and C ' s mailed out . If not returned by client in 15 days they will be re-mailed . 3 . The secretary will note , next to each recipient ' s name , the caseworker ' s initials . 4 . The secretary will provide each caseworker with a copy of the master list , to be used as a control by the caseworker , for required visits . — 5 . When the PAIB-C is mailed back by the recipient , it will be matched with the PA2C and filed alphabetically , be rede- termination month . This work will be done by the eligi- bility secretary or a clerical aide assigned to the section . 6 . Each day a portion (or all , if time permits** ) of the com- pleted PAIB-C ' s will be given to a clerical aide or the eligibility secretary by the eligibility technician . The aide/secretary will pull the eligibility case record and attach the PAIB-C and PA2C to the outside of the case record . 7 . If , after checking the PAIB-C , the information appears to be in order , the eligibility technician will send the forms and the case record to the eligibility secretary for typing the "turnaround . " 8 . The eligibility secretary will cross the recipient ' s * This information should be posted to the "visit card" file as quickly as possible , by clerical aides , so that it will not be necessary to pull the case record for mailing the PAIB-C ' s . ** No more than 10 case records should be out of the file at any time , unless they are being used . - 46 - Memorandum on PA1B , C and PA2C continued , page 2 w name off the master visit list , mark the "visit card" and re-file; type the "turnaround"* and ru-file the case record . 9 . The PA2C ' s for those cases which will require further checking to verify correctness , or which will require — some action , will be filed alphabetically in a folder un- til the eligibility technician is ready to take action on them. When time for action arrives , the eligibility technician will pull the case record, for the period of — use only . An IOC will be used to ask caseworker for as- sistance with any case in which this aid appears necessary ; in no instance will the case record be sent with the IOC . * Refer to separate memorandum issued on 700 procedure ( "turn- arounds" will be utilized for all changes) . - 47 - • mEf0RANDUI'1 To : State Board of Social Services From : Carl S . Becker Date : December 1 , 1970 Re : Recipient payroll report The requirement that a monthly payroll be typed , in alphabetical order , from the weekly recipient payroll reports appears to be an unnecessary step . UJe recommend that the monthly payroll report be eliminated when weekly reports have already been typed . Recipients ' names -- can be alphabetized by EDP from the weekly reports . 48 P"•\• MEMORANDUM To : State Board of Social Services From: Carl S . Becker Date : December 1 , 1970 Re: WIN form 100 The WIN referral form (WIN100 ) should be printed in sets , on pre-carboned paper . The time-consuming process of inserting five carbons in the present form is aggravated by the fact that the two half sheets drop off and must be retrieved from behind the type- - writer each time . We also recommend that a review be made of how many copies of this form are actually utilized by welfare departments and the Division of Employment . - 49 - • MEMORANDUM To : State Board of Social Services -� From: Carl S . Becker Date : December 1 , 1970 Re: WIN report RS602 WIN program reports are currently provided by EDP on: 1 . Enrollees 2. Appropriate for referral 3 . Not appropriate for referral In addition , the WIN statistical report (RS602 ) is filled out by county welfare departments . We recommend that form RS602 be eliminated , and all changes, additions or deletions from any of the above EDP reports be made on the print-out or on some simplified "change , add , de- lete" form. ao mme 50 - MEMORANDUM To : State Board of Social Services From: Carl 5 . Becker Date: November 24 , 1970 Re : Procedure for Form PA75 The requirement that welfare recipients be notified in advance of a change in the amount of their assistance grant (Form PA75 ) causes a great deal of confusion in the issuing of checks . This confusion could be cut down considerably if the requirement were modified to exclude those instances when the recipient knows in advance that an increase (or decrease) is a temporary one . For example : A caseworker may authorize an increase of $15 to pay a legitimate expense for a client . This is a one-time increase , and the client is adequately aware of this fact , however , Form PA75 must be sent out on the usual basis . This not only delays and confuses the situation in the welfare office , but is equally confusing to the client when he receives the notice . Caseworkers must then spend a lot of time explaining the situation to the client . - 51 - MEMORANDUM To : State Board of Social Services "- From: Carl S . Becker Date : November 24 , 1970 Re : Standard procedures for filing in welfare case records The lack of uniformity within the state in the filing of papers in case records results in extra work for employes of the county receiving a transfer-in case . Case records are received in a wide variety of order (or no order at all ) and must be reshuffled to conform to the particular county department regulations for filing . We recommend that a standard filing method for case records be established . Standardization of filing procedures will also permit the pre-punching (by the printer ) of all forms which are regularly filed in case records . - 52 - MEMORANDUM To : State Board of Social Services From : Carl S. Becker Date: November 24 , 1970 Re : Payroll certifications The certification of payrolls , as required by manual sections 5440 . 1 and 5440 . 2 , should be printed on the various payroll forms . This will eliminate the need for county employes to type this certification each time . aa Omft - 53 - Part VIII FOOD STAMP PROCEDURE - 54 - Introduction This portion of the report is concerned with the operation of the new Food Stamp Unit and the proce- - dures necessary to make this unit effective . The initial procedure was designed for use while the food stamp unit was in the main welfare building . The procedure was then amended for use in the single trailer operation .* Both procedures are included in this report . *A new procedure will be written for use in the new , larger trailer . - 55 - Recommended Food Std Procedure The recommendations are as follows : 1. All food stamp clients will be directed to the east basement door of the Welfare Department building. This will be the Food Stamp Control office. Entrance to the Control Office will be through the west door. Benches will be provided for applicants who can be seen immediately. 2. A control technician will be stationed in the office. 3. The control technician will pass out numbered priority tags on a first-come basis, and determine if client is : a. a Non-PA applicant (new) b. a PA applicant (new) c. a Recertification 4. The FS 2 - 3 form will be combined as a continuous form. _ (See sample attached ) 5. The control technician will type the heading on the FS 2-3-4 combination form for all new applicants. These forms will be taken by a messenger to the pick-up point in the central file room. 6. The control technician will fill out an assignment card for every client. At this point only the name, household number and category (if applicable) and priority number will be entered. 7. The control technician will keep a running tally of how many clients are waiting in each of the categories listed in number 3 above. When quotas for the day (as determined by eligibility supervisor) have been filled, the technician will offer the client a choice: The client can accept a numbered tag as an alternate and take a chance on being able to see an eligibility technician that day, or the client can make an appoint for another day. Alternate tags will be so identified. 8. The control technician will sort out all PA cases and re- certifications on Non-PP.: cases from the assignment cards. The technician will give these cards to the messenger, who will locate the case records and take these records to the central file room pick-up point. The messenger will bring the assignment cards back to the control technician. If a record is not available, the messenger will so advise the technician. 9. When an eligibility technician is ready to see a client, he will call the control technician (on a separate telephone kept in the control room exclusively for this purpose) . The control technician will give the eligibility technician the name of the next client to be seen so that the eligibility technician can pick up either the case file or the FS forms for the new applicants in the file room. 10. The control technician will call;. by name, the client, take the numbered tag and give him the assignment card with the eligibility technician's name and room number entered thereon. The client will take the assignment card with him as a guide to finding the interview room. - 56 - e•. • • 11. Those Food Stamp clients who only wish to purchase stamps will be issued a numbered tag of a different color. They may either remain in the control room or leave and return when the stamp sales office opens (the sales office mist, in the future, adhere strictly to opening hours so that clients will not miss their turn due to the office opening ahead of schedule) . 12. The control technician will screen each prospective Food Stamp purchaser to be sure that his papers are in order and — that he has sufficient cash to make purchase. If papers are not in order, the control technician will make the necessary arrangements to have them brought up to date by recertification. 13 . The control technician will handle Food Stamp applications and recertifications during slack periods . 14. The control technician will also have the responsibility for handling all intra-office communications concerning food stamps . This work can be done during slack periods or at times when the sales office is closed. Case records needed for handling these requests can be located for the control technician by the messenger. Program eligibility technicians will cease to handle food stamp problems. FOOD STAMP WAITING LIST DAILY TALLY Date New New Recert. Non-PA PA. Quotas Name H. H # - jCategory Technician Room JL Food Stamp Assignment Card Priority # - — ` - 57 - FS 2-3 APPLICATION FOR FOOD STAMP PROGRAM State of Colorado Dr+rtment of Social Service's-0 PA Household Division ot Public Welfare (see over ) l-7 Non-PA House- - hold Mixed Household 1 . Name of Head of Household 2. Address 3. Telephone No . 4 . H. H. Number 5 . No . in H. H. 6 . No . receiving PA 7 . S .S . No . (If composition is different than on PA Ap. , show changes on attach- ment ) 8 . Do you have cooking facilities? Yes No 9 . Date Names of HH PA Relation- ' Birth Names of HH PA Relat . - Birth Members Non-PA ship Date Members _ ship Date 10 . - _ . 15 . 11 . 16 . 12 . 17 . 13 . 18 . 14 . I 19 . 20. Authorized Representative or Proxy : 21 . I do solemnly swear or affirm under penalty of law that the statements made by me and the information provided now and at the time of any subsequent reinvestigation are true to the best of my knowledge and belief . I , and other members of my house- - hold , if any , will use Food Stamps only in accordance with the regulations of the U S Department of Agriculture. I agree to notify the County Department of Public Welfare of any changes in income , household composition , resources , or living arrange- ments of myself and any other member of my household which would affect the basis for issuing Food Stamps in order to _ establish my eligibility and of any others in my household . I authorize any person or agency having knowledge of our income or other assets to furnish any information they have to the County Department of Public Welfare . I further assert that I "- am now living in this county and most meals in the household are prepared in the home . Signature of Head of Household (not necessary on recertification ) LIQUID ASSETS , Vol. IV Soc . 4612 .313 !Amount Verif . Comments 22 . Cash on hand, in bank , stocks , bonds etc .' for non-pub . assist. members _ 23. Inc . from employment(take-home pay ) converted to monthly 24 . Inc . fr . farming , ranching , or business ; converted to monthly 25 . Inc . fr . boarders & lodgers cony . to monthly _ 26 . Any other type of inc . such as rentals annuities , OASDI , pens . , UCB , contrin . OED proq . , Gov ' t tnq . proq . etc . 27 . Total Inc . avail . to Non-PA members - SR - BEGIN HERE FOR ONLY HOUSEHOLDS , USING 0' ' ITEMS DESIGNATED.*DEDUCTIONS FR . NON-PUBLIC ASSIST . INC : Vol . IV Sect . 4612 . 312 VERIF . COMMENTS _ *28 . Actual housing costs + actual util . ' avq . or ADC. auth. utilities { *29 . 30 % of Gross NPA & PA income *30 . Excess shelter costs , line 28 minus line 29 . !$ *31 . Payments as a result of hardships I ! -- (as approved by Co . Director ) $ *32 . Cost of necessary child care or housekeeping services $ _ *33 . Verified payments for medical or dental care , med . t prosthetic , etc . $ *34 . Excess transportation costs , relate to employment ;$ X35 . Other authorized deductions (explain in Remarks Column $ *36 . Deductions for UEO , Elem . & Second . -- Educ . Act , .& Gov ' t sponsored Tng . program income 5 *37 . Total deductions from NPA Income — *38 . Adjusted Net Income Tax for NPA mem- bers (Line 27 minus Line 371 _$ J *39 . NPA members inc . & assets within limitations (circle one) Yes No DEDUCTION OF PURCHASE REQUIREMENT AND BONUS : Vol . IV , Sect . 4612 .631 _. *40 . Amount of PA Grant in household *41 . Amount of inc . from QASDI-VA , 0EO Prog . Elem . & Sec . Educ . Act or Gov ' t Spons . tng programs ._ $ *42. Amount of income fr . employment of PA members of household $ — *43. Net Inc . in the household from PA members (Lines 40 , 41 , 42) $ _ 44 . Verified payments for med . or dent . — care , medicine , etc . for PA members that is not being paid by County $ — 45 . Excess transportation Allowance related to employment 46 . Other authoriied. deductions (explair in Remarks Column ) $ . 47 . Auth . deductions fr . income of PA — members for QEO programs , elem. & Sec . Educ. & Gov ' t sponsored tng programs $ — *49 . Net income avail . to all household members (lines 38 & 43-line 48 ) J $ *50 . Amount of purch . requirement , bonusl and total stamps *51 . Period of certification : Vol . IV Sect . 4612 . 52 From Through Worker ' s Name ~` *Disregard reference to "NPA " when using this form for PA-only households . **For PA-only households , subtract line 37 from line 43 . - - 59 - FOOD STAMP PROCEDURE - Amended for use in trailer 1 . All Food Stamp clients and applicants will report to the Control Technician at the south door of the trailer . a . The Control Technician will issue a blue number tag -' to those persons who wish to be certified or re- certified ; they will be asked to wait outside the trailer until served . b . Clients who wish only to purchase Food Stamps will re- ceive from the Control Technician a red number tag , in exchange for their ID card . The Control Technician will write (in pencil) the number of the tag on the back of the ID card . Client will be asked to wait outside for service . 2 . The Control Technician will give all ID cards to the Food Stamp clerk . The Clerk will check the ID cards against the FS9 on file in the Food Stamp sales office . a . If the FS9 shows that the client is properly certified , the Clerk will clip the ID card and FS9 together . He will then give the packet to the Food Stamp Sales Clerk in numerical (by tag number ) order . b . If the FS9 indicates that the client is not properly certified , the Clerk will notify the Control Technician and give the Control Technician the ID card . 1 . The Control Technician will call the client inside and give him the ID card and blue number tag , in place of the red number tag . 3 . Clients waiting for certification will be called inside , by tag number , by the Control Technician as Eligibility Technicians are available to serve them . The Control Technician will also handle certifications when he is free to do so . Clients will surrender their blue number tag to the Control Technician when he calls them in to trailer . a . When certification process is complete , the Eligibility Technician will determine if the client wishes to pur- - chase Food Stamps immediately ; if so , the client will be issued a red number tag to assure a place in the sales line .* *Papers for any client who was pulled out of the sales line because of improper certification will be processed imme- diately and the client allowed to take them to the front of the sales line at once . - 60 - Food Stamp procedure , page 2 b . The Eligibility Technician will take client ' s papers to the Typist immediately . Papers for those clients who wish to purchase Food Stamps immediately will be marked "emergency" so that Typist will process the papers promptly and have them available to the Food Stamp Sales Clerk by the time client reaches head of line . 4 . Food Stamp Sales Clerk will serve clients in order , by tag number . a . Client will trade the red number tag for his ID card . (Sales Clerk will erase pencil notation of tag num- - ber off the ID card before returning it to the client) . b . Normal sales procedure will follow . * *On peak over-the-counter sales days , when two sales clerks are necessary , the sales table will be placed lengthwise , with the narrow end blocking the trailer door . One sales clerk will stand on each side of the table and handle the total sales transaction . Each sales clerk will have his own supply of Food Stamps and an F5 11 for recording sales . Each sales clerk will tally his sales at the end of the day , in accordance with established procedures . Note : It will be necessary to trade the wooden platforms , so that the wide one is at the north door of the trailer . - 61 - FOOD STAMP MAIL ISSUANCE PROCEDURE 1 . Mail room clerk will date-stamp envelope and all contents . a . All Food Stamp mail issuance forms taken by Agency personnel will be processed through the mail room , in order to get them date-stamped . 2 . All mail will be delivered at once to Food Stamp secretary . 3 . Food Stamp secretary will list on a special form the name and household number and post the FS21 column . a . If no FS21 is received and there is none on file , secretary will mail one to client to complete and return . 4 . Food Stamp secretary will pull the file card (FS9 ) and check FS21 against it . a . If FS9 shows that the client is certified for food stamps , the FS22 column will be marked , and the secretary will type , in duplicate , an FS22 for mailing to client . 1 . The F522 duplicate will be filed in case record . b . If a proper money order has been included , this will be noted on the special form. c . If an improper* money order has been included , the secretary will mark the F523 column and type , in duplicate , an FS23 for mailing to client at once . 1 . The FS23 duplicate will be filed in case record . d . If the FS9 indicates that the person is not properly certified , the secretary will return the FS21 (and money order , if included) to the client , along with an explanation typed on the FS23. 1 . Duplicate of F523 will be filed in case record . 5 . Food Stamp secretary will file FS21 ' s in case record at once . 6 . Secretary will type an address label , from the FS9 , and paste it on an envelope . 7 . Secretary will clip together : FS22 , FS9 , envelope and money order , and send to Food Stamp sales clerk at once . 8 . Sales clerk will enter sale on the FS18 , FS9 and FS11 . Already established procedures will be followed . 9 . Sales Clerk will insert in the envelope : Food Stamps , FS22 and FSB , if applicable . Envelopes will be taken to main office daily for mailing . *Checks or money orders made out improperly can be endorsed over to USDA rather than returning them to client . - 62 - Part IX CHANGES IN REGULATIONS AND LAWS _ - 63 - MEMORANDUM To : State Board of Social Services From: Carl S . Becker Date : December 3, 1970 Re : Recommendations for policy or statute changes Our review of policies and practices of the Weld County Department of Public Welfare has revealed several problems wherein the solution will require a change in State Depart- ment rules , or in state statutes . These are as follows : 1. Checks are issued to recipients for full-month amounts only . This often causes hardship for a recipient , who finds it difficult to budget his money when it is re- ceived on an irregular basis (it could be six or seven weeks between checks , depending on when he became eligible) . •- We recommend that this regulation be changed to allow payment for partial months , pro-rated by days . 2 . There is no standard term which can be used to describe a stable man-wife relationship outside of legal marriage . This type of situation can develop when the party or parties involved are too poor to obtain a divorce , but cannot tolerate living with a legal partner . A legal mar- riage is not possible under the circumstances , but a stable relationship is maintained. We recommend the adoption , for all reporting pur- poses , of the term "alliance" to cover this type of rela- tionship . 3. There appears to be little consistency in the ap- proval or denial of AND cases , as now administered by the State Department . Cases which appear to the caseworker to be worthy of approval are denied , and other cases which are quite doubtful are speedily approved. We recommend that AND cases be evaluated jointly by the examining doctor for a physical disability , or the examining psychiatrist for mental disability , and final approval or denial of eligibility be left to the judgment of the caseworker , based on the medical , social and economic findings . The worker who is familiar with the case and equipped with a professional medical opinion will be able to make a valid decision . Social histories which now ac- company medical reports are often misleading , because they - 64 - State Board of Social Services Page 2 do not accurately convey what the worker has observed in his personal contacts with the client . ' 4 . Law enforcement agencies are too often asked to act as intermediaries in family disputes of a non-violent nature . We recommend that the role of the Welfare Depart- ment be broadened to include family counseling of a crisis nature when it is clear that no lethal weapons are involved, ie . "He is threatening her , but not with a gun . " Calls to law enforcement agencies could be screened , and "non-violent" complaints referred to the caseworker on call . 5. The manual requires (Vol. IV , Supplement A 433i . 71) that prior authorization be obtained before a physician can prescribe an article which is an "exception to the restricted drug category . " This policy , while perhaps curbing some over-prescribing of drugs , has also resulted in added expense for welfare recipients , who must pay for needed drugs out of a limited budget. It also places a burden on doctors , who must spend time filling out forms instead of performing services . We recommend that the integrity of the medical pro- - fession be recognized by abolishing the policy on "prior authorization . " _. C . The problems posed by welfare recipients are often beyond the scope of training of the average caseworker . We recommend that worker participation in a case be limited , if the problem involves an area of professional specialization outside the department . This would include , among other areas , psychiatric and emotional disorders and marital counseling . 7 . Applicants for public assistance often have out- standing debts or legal obligations . Assistance grants allow only subsistence , thus the recipient ' s debts continue to haunt him . We recommend that (if the applicant is approved as a recipient) the welfare department assume responsibility for clearing of the debts , either by paying them off , ar- - ranging for a voluntary dropping of the assessment , or by filing bankruptcy for the client . The client must be pre- pared to find his way back . 8 . Present eligibility requirements tend to strip applicants of almost all economic assets . Thus , the road back is much longer . We recommend that this policy be reassessed . — - 65 - State Board of Social Services Page 3 9 . many recipients are incapable of managing money . At the present time , direct vendor payments are being made for rent , utilities and some food . We recommend that the direct payment service be broadened to cover a wide variety of expenses for those re- cipients who demonstrate a lack of capacity to learn money management . 10 . Clients from one county are often placed in foster homes or in other facilities which are available only in another county . This placement increases the caseload of the worker responsible for that facility and the cost to the county wherein the facility is physically located . We recommend that any service provided by a county for another county be fully re-imbursed by the county in which the client maintains his residence . This , of course , would not apply to legitimate inter-county transfers of cases re- sulting from a recipient moving from one county to another . 11 . ADC mothers often object to , or interfere with , case- workers ' efforts to place the recipient ' s children in day care facilities , so that the mother can take a job . We recommend that welfare departments be given auth- ority to select a day care facility for any PDC mother who has potential for employment . 12 . Children cannot be compelled to attend school in Colorado until they reach the age of 7 . Thus , in homes where education is not given high priority (a common factor in the case of welfare families ) , a child may be deprived of the learning experiences necessary to cope with the modern world . We recommend that the compulsory school attendance age be lowered to age 5 . Armed with this legal tool , case- - workers would be able to ensure that a child would spend at least a few hours each day in school , and be exposed to new , more relevant learning experiences . - 66 - Part X OTHER CONSIDERATIONS - 67 - TO : All Staff FROM: Gene McKenna SUBJECT : Weekly Meetings , 4 : 00-5 :00 p .m. DATE : Oct . 23, 1970 Staff Room Starting Monday , October 26 , at 4 :00 P.M. , I will be available in the staff room to meet with any staff members who would like to discuss any matter of concern . I will be available to meet every Monday thereafter as long as there is interest . These meetings are optional . I will not prepare an agenda , but will look to interested staff to bring up topics that concern them . - 68 - • - .. MEMORANDUM To : Eugene McKenna From: Carl Becker Date : October 27 , 1970 Re: Purchase of camera We recommend that you purchase a camera , for use by Child Welfare and adoption workers , which is dependable and suited to the task . The camera now in use is expensive to operate , due to frequent malfunctions which ruin film. It is also inadequate for taking the close-up shots often necessary in child abuse cases . A Polaroid camera , with close-up attachment , is avail- able for less than $100 . We recommend that you explore the possibilities in this area . - 69 . - MEMORANDUM — To : State Board of Social Services From: Carl S . Becker Date : November 24 , 1970 Re : Cash value of insurance as an asset . The significance of the cash value of insurance , which must be considered an asset to the applicant for public assistance , appears to be small in comparison with — the time and effort spent collecting this information . Since there are no standard tables for deter- - mining cash value of an individual policy , eligibility technicians must correspond with insurance companies to get this information . We recommend that the cash value of insurance be eliminated from the computation of the assets of an applicant for public assistance . — — - 70 - Part XI PROBLEMS TO BE SOLVED - 71 - Problems to be Solved The problems to be solved are as follows : 1 . The food stamp operation is not functioning effec- tively , despite vastly improved facilities and ad- ditional staff . A plan of operation has been de- - veloped which will alleviate this problem, when it is installed . 2 . Social service case records are still not properly assembled , since most are lacking a face sheet which gives pertinent information at a glance , and dicta- - tion is not up to date . 3 . Caseworkers are still not spending the maximum time in the field , even where all clerical functions have been removed . 4 . A daily payroll has not been achieved , however , a weekly payroll has been put into effect . There are problems to be solved in smoothing out this weekly payroll procedure . 5 . The Intake/Eligibility work flow is not smooth , and this creates delays in the weekly payroll . 6 . Progress has been made in the utilization of EDP in the business office , however , additional work remains to be done in the area of case control through EDP . 7 . The assignment of secretarial staff to each Family Service casework unit has not been fully completed . 8 . A supply control and re-order system for inventory - 72 - has not been developed in the newly-created central supply activity . 9 . A simplified method of determining recipient need and for recording of services has not been fully implemented in the Adult Division . 10 . Techniques for simplification of casework in the Child Welfare area have not been developed. - 73 - Hello