RAPPAHANNOCK RAPIDAN COMMUNITY ERVICES · 4/8/2015 · CSB Community Services Board (40...

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RAPPAHANNOCK RAPIDAN COMMUNITY SERVICES

Serving the Counties of Culpeper, Fauquier, Madison, Orange and Rappahannock

Administrative Services Committee Meeting

April 26, 2016

NOTE: To navigate this document, click on items in the Table of Contents to be taken to supporting documents in the package.

TABLE OF CONTENTS

Meeting Information Page #

Meeting Agenda – April 26, 2016 2 Compensation & Classification Study 2015-16 3 Compensation & Classification Study – Summary of Impact 5 Financial Highlights – February 2016 6 Financial Statements – February 2016 7 Miscellaneous Revenue & Expenses – February 2016 9 RRCS Acronyms 11

Chair, Elizabeth Blubaugh

Rappahannock County

Director, Finance and Administration,

Anna McFalls [email protected]

Executive Director, Brian Duncan

[email protected]

Administrative Services Support Supervisor,

Deanne Cockerill [email protected]

P.O. Box 1568 Culpeper, VA 22701

(540) 825-3100 (540) 825-7391 TTY

www.rrcsb.org

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Rappahannock Rapidan Community Services Administrative Services Committee Meeting

April 26, 2016 Bradford Road Offices

11:30 a.m.

Agenda

• Meeting Called to Order - Elizabeth Blubaugh

• Review Agenda for Additions/Deletions

• Items:

1. Updates – Brian Duncan 2. PEEP Program – Paula Stone 3. Review/Discuss Benchmarking Project 4. Financial Statements – February 2016 5. FY17 Budget Update 6. Discuss Accounting/HR Software 7. Health Insurance Updates 8. Division Updates 9. Other

• Adjourn

The next regularly scheduled Administrative Services Committee meeting will be held on May 24, 2016 at 11:30 a.m.

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Human Resources Administrative Offices P. O. Box 1568 Culpeper, VA 22701 Telephone: (540) 825-3100 FAX: (540) 829-5440 www.rrcsb.org

Compensation and Classification Study 2015-2016

During the past few years, the Agency has had difficulty recruiting and retaining qualified candidates and employees in certain key Agency positions. These positions include, but are not limited to, License-Eligible Clinicians, Licensed Mental Health Professionals, Qualified Mental Health Professionals, Psychiatric Nurse Practitioners, Registered Nurses, and other administrative support and professional staff. To address our recruitment and retention concerns, the Agency desired to compare our salaries to those of other relevant organizations. In 2015 the Agency chose 14 classifications that were deemed representative throughout the Agency of all its classifications. These classifications were then compared against the market (external organizations) based on similar content of duties and responsibilities. Salary ranges from organizations that compete with this Agency for talent were obtained. Actual average salaries from salary surveys were obtained for the benchmarked classifications thru the Titan Group, an HR and Compensation Consulting Practice of Arthur J. Gallagher & Co. These salaries were obtained from business sectors similar to us (government, county support services organizations, healthcare) of about our size, and within our geographical reach. The Agency pay structure was also revised by the consulting firm to allow a 10% increase from midpoint of one grade to the midpoint of the next grade and provide for a 50% spread from the minimum to the maximum of the grade (± 20% around the midpoint). This revision was recommended as best practice and to maximize the differential value of classifications. The market pricing for the 14 classifications were provided at the 25th and the 75th percentile as well as the median salaries. As an Agency, in order to be competitive but not “break the bank,” the decision was made to use the market median salaries as our midpoint in placing the benchmarked classifications on the new pay structure. Once benchmarked classifications were placed on the pay structure, similar classifications (based on factor comparison) were placed on the structure. Entry level salaries for 70 classifications went up, impacting 99 employees who are currently earning salaries below the new entry levels of their classifications. Recruitment Concerns: By adopting this revised classification/compensation structure, the Agency will be in a position to competitively pay qualified candidates in what are deemed “hard to fill” positions within the organization. Some of the salary negotiation will continue because experienced, qualified candidates will continue to desire a salary higher than an entry level salary. Retention Concerns: The Agency will be on a better position to retain qualified employees since its salaries will be more competitive. In order to maintain its competitiveness the Agency should move away from COLA-only increases and base its increases on performance based merit increases.

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Tenure Concerns: Another Agency concern is the compression that exists among the salaries of some of the classifications. Virtually all incumbents earn the same salary regardless of how many years of experience they have and/or their tenure with the Agency. Best practice is that at five years of experience on a given position (above and beyond the experience required for entry level into that position), the incumbent should be earning at midpoint of that position’s grade. The five year guideline is “typical”, but each organization develops its own standard based on its ability to fund the pace of salary movement. Also, how long it takes to move to “full performance” level of the job varies by type of job, skills present upon hire, and individual performance. If our Agency’s budget does not allow us to progress to the midpoint of a grade in five years, we should aim for something higher (e.g. 7 years) but no more than 10 years. In conclusion, adopting this revised classification and compensation structure and implementing pay-for-performance will alleviate recruitment and retention concerns.

Compensation & Classification Study 2015-2016 Page 2 April 15, 2016

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TOTAL COUNT TOTALS TOTAL COUNT SUBTOTALS

SUBTOTAL COUNT GRAN TOTAL

GRAN TOTAL COUNT

TO ENTRY$269,774.90 99

CRISIS SERVICES $40,998.24 8MH SUPPORTS $14,430.75 6PSYCHOSOCIAL $7,025.79 3SINGLE INCUMBENTS $47,686.17 13

$110,140.95 30 $110,140.95 30

ID WAIVER SERVICES $36,177.25 19OTHER CLINICIANS & RNs $30,150.03 8

$66,327.28 27 $176,468.23 57

SUPPORT COORD $88,355.16 40QA $4,951.51 2

$93,306.67 42 $269,774.90 99

TO 25 PERCENTILE$387,429.02 118

CRISIS SERVICES $43,295.56 9MH SUPPORTS $14,430.75 6PSYCHOSOCIAL $7,025.79 3SINGLE INCUMBENTS $85,647.74 13

$150,399.85 31 $150,399.85 31

ID WAIVER SERVICES $36,177.25 19OTHER CLINICIANS & RNs $58,453.94 10

$94,631.19 29 $245,031.03 60

SUPPORT COORD $113,201.92 40QA, A&T, F&A, CSS, CLINICAL $29,196.07 18

$142,397.99 58 $387,429.02 118

Compensation and Classification Study - Summary of Impact

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Rappahannock Rapidan Community Services Financial Statement Highlights

February 2016

Consultant MH $ 17K LIPOS (reimbursed by RACSB) ADMIN 3K Benchmark Review Facility MH 5K CBHC Heat Pump System MEDICAID FEES $ 650,612 Received in Dec $ 646,417 Received in Jan CASH BALANCE $ 1,170,356 December 31, 2015 $ 1,647,763 January 31, 2016

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RRCSFY2016

FY16 Feb YTDMiscellaneous Revenue Sources: Budget ActualMH - Acute Care LIPOS 120,000 71,250 ID - KOVAR award 20,000 SA - vending machine (Boxwood) 153 ADMIN - COBRA Fees - 300 ADMIN - interest income - 208 ADMIN - LHRC due 2,400 ADMIN - recycling 151 AREA PLAN - vending maching (WADC) 16 AREA PLAN - investment income (CSC) 19,637 TRANSIT - Motor Pool & Fare Box ridership 137,000 87,427 TRANSIT - Logisticare 600,000 434,535 TRANSIT - VACO vehicle insurance claims 4,688 TRANSIT - sales of vehicles 34,000

GRAND TOTAL 857,000 674,765

Budget\FY15\FY15 Misc Revenue Sources.xlsx

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RRCSFY2016

FY16 Feb YTDMiscellaneous Expense Sources: Budget ActualLiability Insurance 52,114 45,334 Postage 13,969 16,722 Printing 19,737 8,878 Bank Chgs, Cash Loss, Client Refunds, Fan Care, EMAP 23,925 23,995 Advertising 41,046 21,898 Transcripts & Crim Checks 28,144 4,304 SARPOS, HCVP, Consumer Loans 111,331 82,708 Mortgages & Loans - Principal & Interest 343,032 250,765

GRAND TOTAL 633,298 454,604

Budget\FY15\FY15 Misc Revenue Sources.xlsx

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RRCS Acronyms AAA Area Agency on Aging (25 organizations in the Commonwealth of Va) 12/31/2015 ADC Adult Day Care (Warrenton location) AGA Association of Government Accountants (we are not members) AMR Aging Monthly Report (VDA financial reporting) BTI Boston Technologies Inc. (RRCSB Accounting software system) CARS Community Automated Reporting System (DBHDS financial reporting) CCS Community Consumer Submission (DBHDS statistical reporting) CIT Crisis Intervention Team CSA Comprehensive Services Act CSB Community Services Board (40 organizations in the Commonwealth of VA) COSIG Congress State Infrastructure Program DARS Department of Aging & Rehabilitative Services DAP Discharge Assistance Program (MH discharge from Western State) DBHDS Dept of Behavioral Health & Disability Services (40 organizations in the Commonwealth of VA) DMAS Dept of Medical Assistance Services (Medicaid) DRS Dept of Rehabilitative Services DSS Dept of Social Services EAP Employee Assistance Program (DBHDS) EAP Elder Abuse Prevention (VDA) EDI Electronic Data Interface FAPT Family Assessment & Planning Team FBG Federal Block Grant HAP Housing Assistance Payment (tenant assistance in HUD projects) HCVP Housing Choice Voucher Plan (tenant assistance in VHDA projects) HIPAA Health Insurance Portability & Accountability Act HPR1 Health Planning Region 1 (eight CSBs including Rapp-Rap) HRIS Human Resources Information System HUD Housing & Urban Development ISP Individual Service Plan ICC Intensive Care Coordination IT Information Technology ITC Infant Toddler Connection LHRC Local Human Rights Committee LIPOS Local Inpatient Purchase of Service (DBHDS Mental Health) Mcad Medicaid MIPPA Medicare Improvements for Patients & Providers Act NAPIS National Aging Program Information System (VDA statistical information) NGRI Not Guilty by Reason of Insanity PACT Programs for Assertive Community Treatment PAS Psychiatric Assessment & Support (MH) PD9 Planning District 9 (Culpeper, Fauquier, Madison, Orange & Rappahannock counties) PeerPlace VDA statistical reporting software used by AAAs PMMP Protective Money Management Program REAC Real Estate Assessment Center (HUD) ROAP Regional Operation Administered Program (Visions lunch funds) SAPT Substance Abuse Prevention & Treatment (DBHDS federal block grant) SARPOS Substance Abuse Residential Point of Service (DBHDS) SED Seriously Emotionally Disturbed (program for children up to age 18) SMI Seriously Mentally Ill (age 18+ ~ emotionally disturbed until 18) SGF State General Funds SNAP Supplemental Nutrition Assistance Program (previously called Food Stamps) SPO State Plan Option (type of Medicaid) VASIP Virginia Service Integration Program VICAP Va. Insurance Counseling Assistance Program (VDA) VICAP Va. Independent Clinical Assessment Program (MH) VDA Va. Division for the Aging VHDA Va. Housing Development Authority

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RAPPAHANNOCK RAPIDAN COMMUNITY ERVICES · 4/8/2015 · CSB Community Services Board (40...

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