DATE CHANGED ON MERGER PLAN
BETWEEN JOB & FAMILY SERVICES
AND CHILD SUPPORT ENFORCEMENT AGENCY
The Board of County Commissioners of Putnam County,
Ohio, met in regular session on the 5th day of
November, 2009, at the office of said Board with the following members
present: Mr. Vincent T. Schroeder, Mr.
Travis A. Jerwers and Mr. John E. Love.
Mr. Jerwers moved the adoption of the following
Resolution:
WHEREAS,
In accordance with Ohio Administrative Code Section 5101:9-1-22 and the Ohio
Department of Job & Family Services cost allocation plan, the Board of
County Commissioners on September 25, 2009, approved a merger plan between the
Putnam County Job & Family Services and the Putnam County Child Support
Enforcement Agency.
and
WHEREAS,
The Board has learned that on page
1 of the plan, it was inadvertently typed that the current CSEA director will
retire December 31, 2010 instead of December 31, 2009.
now
therefore, be it
RESOLVED, That the Board of County Commissioners
does hereby approve the attached merger plan (with corrected date) between the
Putnam County Job & Family Services and the Putnam Child Support
Enforcement Agency for the proposed merger date of January 1, 2010.
Mr. Love
seconded the motion and the roll being called upon its adoption, the
vote resulted as follows:
Putnam
County Job and Family Services
And
Putnam
County Child Support Enforcement Agency
Merger
Plan
Proposed
Merger Date January 1, 2010
The
following plan has been developed in accordance with Ohio Administrative Code
Section 5101:9-1-22 and the Ohio Department of Job and Family Services Cost
allocation Plan.
Justification: In Calendar year 2009 The Board of
Commissioners made the decision to combine the Putnam County Child Support
Enforcement Agency in with the Putnam County Job and Family Services for the
purpose of cost savings and customer efficiency. The commissioners determined
that under the current economic conditions it would be fiscally prudent to move
the CSEA under the administration and supervision of the JFS and eventually
collocating CSEA within JFS. JFS currently occupies a county owned building.
The commissioners determined that a cost savings will come for the collocation
as CSEA currently pays over $30,000 per year in lease payments. Another savings
will occur through attrition at the management level as the current director of
CSEA will retire December 31, 2009 savings realized from the retirement by not
replacing are estimated at around $80,000.00. One other reason for the merger
and collocation is the current facility that CSEA leases is located in the
Blanchard river flood zone which over the past several years have made
accessibility to the CSEA impossible at times.
Merger Timelines: Ninety
day notification by commissioner resolution of intent to combine CSEA and JFS
was passed on September 25, 2009.
Notification
of intent to combine agencies was hand delivered to ODJFS Fiscal Supervisor,
Patricia Gorman on September 29, 2009
Merger Plan
developed and approved by the Putnam County Commissioners on September 25, 2009
and was hand delivered to ODJFS Fiscal Supervisor, Patricia Gorman on September
29, 2009.
RMS COMPLIANCE
Combining Cost Pools Both the CSEA and the JFS are supervised by
ODJFS, employee salaries and all forms of compensation are allocated to cost
pools. Job and Family Services have a minimum of three cost pools: Shared,
Income Maintenance and Social Services. CSEA has one cost pool designed
specifically for them. The upcoming merger will allow for one JFS employee to
eventually becoming responsible for all cost pools: Shared, Income Maintenance,
Social Services and Child Support. CSEA staff will remain at their current
location until June 2010. While separated the PCJFS will be responsible for all
data entry of RMS data into QuIC+ system. While maintaining separate locations
the CSEA has a coordinator who will be responsible for distributing and
gathering RMS forms at the CSEA for entry by JFS.
To comply with
the ODFS Cost Allocation Plan, the agency will submit an upload for the
combined Job and Family Services and Child Support (RMS) time study for the
period when CSEA makes the physical move to the PCJFS.
Shared Cost Distributions Shared cost are indirect cost benefits two or more program areas. In accordance with the ODJFS Cost Allocation Plan, the shared cost pool includes: salaries, related compensation and operational costs. Shared costs are allocated to the IM, SS and CS cost pools which are based on the average number of Full-Time Equivalents (FTE) positions reported in the previous quarter. The CDJFS will submit an automated combined Quarterly Report of CDJFS Full-time positions on an ODJFS 4290 showing the number of staff for each category. The deadline for required quarterly upload will be at the beginning of the first fiscal quarter that CSEA physically moves to PCJFS.
FINANCIAL REPORTING
Reporting
Combined
Administrative Costs: Pursuant to OAC 5101:9-6-83 (B) (2), combined
agencies report applicable shared cost on the JFS 2827 “Monthly Financial
Statement”. Shared CSEA administration costs reported on the JFS 02750 include
salaries, compensation, training, travel and operational costs inclusive of
supplies, equipment and overhead costs related to all shared employees. The PCJFS
Business Office will be responsible for combining shared payroll and
administrative costs that will be reported on the agency 2827.
Reconciling
Administrative Costs: Pursuant to OAC 5101:9-7-01, a combined agency
shall pay administrative cost for the PA fund and reimburse the PA fund from
the other funds that the agency is responsible for operating. The PCJFS
Business Office will utilize the current system that it has in place to
transfer funds from CSEA to PA for reimbursement. System and procedure already
has been established due to agency already being a combined agency.
Prior
to combining costs, both the CSEA and the PCJFS will reconcile their respective
funds. Target date for reconciliation will be December 20, 2009 reconciling the
month of November 2009.
Combining CSEA
And PCJFS Staff Position descriptions of all CSEA staff were
reviewed and updated. Position descriptions were written in accordance with DAS
FTE percentage of time for performing the position assigned. Additional duties
were added when necessary to reflect extra duties that may occur when working
in a combined agency. This task was completed on August 6, 2009. CSEA manger
will follow PCJFS written HR procedure and review each Child Support employee’s
position description annually during the employee’s performance review.
Salary
adjustments were made to each CSEA employee’s hourly wage.
Mr. Love yes
Mr. Jerwers yes Mr. Schroeder
yes