STATE OF WISCONSIN
Department of Health & Family Services
Division of Children and Family Services
Division of Supportive Living
        MEMO SERIES DCFS 98-06
        MEMO SERIES DSL 98-10
         July 20, 1998  

        Re:  POLICY ON
               CONSOLIDATED AIDS
              (S. 46.034)(3)) RE-ISSUE
              SUPERSEDES MEMO
              DCS 87-79 & DCS 94-01

 

To: OSF Area Administrator/Assistant Area Administrators
DSL/DCFS Bureau/Office Directors
County Departments of Community Programs Directors
County Departments of Developmental Disabilities
Services Directors
County Departments of Human Services Directors
County Departments of Social Services Directors
Program Office Directors/Section Chiefs
Tribal Chairpersons/Human Services Facilitator
From: Sinikka McCabe
Administrator
Division of Supportive Living

Susan N. Dreyfus
Administrator
Division of Children & Family Services

Document Summary

This memo provides information for counties which apply for Consolidated Aids status.

 The purpose of this memo is to remind all counties of the statutory provision which permits them to receive a single consolidated aid even though there is a separate department of social services and department of community programs in the county. The primary benefit of consolidated aids is that it permits a county to receive a single sum of basic county allocation for the county instead of separate basic county allocations for the social services department and the community programs department. The Department believes this allows for more efficient administration of limited resources. This memo does not contain new policies but simply re-issues a previous numbered memo on this subject (94-01).

  1. Information for Administering Consolidated Aids

Statutory authority for consolidated aids is contained in s. 46.034(3):

(3) With the agreement of the affected county board of supervisors in a county with a single-county department or boards of supervisors in counties with a multicounty department, effective for the contract period beginning January 1, 1980, the department may approve a county with a single county department or counties participating in a multicounty department to administer a single consolidated aid consisting of state and federal financial aid available to that county or those counties from appropriations under s. 20.435(7)(b) and (o) for services provided and purchased by county departments under s. 46.215, 46.22, 46.23, 51.42 and 51.437. Under such an agreement, in the interest of improved service coordination and effectiveness, the county board of supervisors in a county with a single-county department or county board of supervisors in counties with a multicounty department may reallocate among county departments under s. 46.215, 46.22, 46.23, 51.42 and 51.437 funds that otherwise would be specified for use by a single-county department. The budget under s. 46.031(1) shall be the vehicle for expressing the proposed use of the single consolidated funds by the county board of supervisors in a county with a single-county department of county board of supervisors in counties with a multicounty department. Approval by the department of this use of the fund shall be in the contract under s. 46.031(2g). Counties that were selected by the department to pilot test consolidated aids for contract periods beginning January 1, 1978, may continue or terminate consolidation with the agreement of the affected county board of supervisors in a county with a single-county department or county boards of supervisors in counties with a multicounty department.

  1. Consolidated Aids Principles

Department policy regarding the administration for consolidated aids is based on the following principles:

  1. The intent of consolidated aids is to promote coordinated human services planning at the local level.

  2. Consolidated aids should ensure effective fiscal management for all participating agencies.

  3. Procedures for administering consolidated aids should ensure overall accountability through the county public participation process.

  4. Consolidated aids policy should recognize that this integrated funding mechanism is essential to the effective management of the community human services departments.

  5. Procedures for administering consolidated aids should allow for differences in local organizational structures and political processes.

  6. Recognition that the county board of supervisors is ultimately responsible for the administration of these funds at the local level.
  1. How to Apply for Consolidated Aids Status
  1. Counties which have not organized under 46.23 (i.e., counties who do not have a human services department) should follow these steps:
  1. Counties may make an application for consolidated aids status at any time. The Office of Strategic Finance (OSF) Area Administrator will determine the appropriateness of the county application in accordance with the principles specified in section II above. The Area Administrator will forward the application with the regional office recommendation to the Director of Area Administration, who will process the application for the approval by the Department Secretary.

  1. The county board of supervisors must pass a resolution requesting consolidated aids authority.

  2. In its resolution, the county must identify the governance mechanism (i.e., a consolidated aids committee) which will be responsible for consolidated aids administration which includes the development of local policies and procedures and the actual allocation of funds to the participating agencies.

The consolidated aids committee should be composed of members representing county government and the participating agencies. (An existing committee such as the finance committee, could be charged with this responsibility.)

  1. The county resolution must also identify an administrative officer who will be responsible for the administration of consolidated aids under the direction of the committee. This person should have a working knowledge of agency budgets and operations as well as county political processes. (The administrative officer could be an agency director, a county administrator, a chairperson of an existing committee or any person the county considers qualified to carry out this responsibility.)

  1. The county must alert the community to its consolidated aids status through its public participation process.
  1. State Procedures
  1. The Department will provide consolidated aids counties with a single allocation.

  2. The state/county contract will be the official designation of the county’s consolidated aids status. It will provide a single community aids figure which allows for the movement of funds without a contact revision.
  1. Effective Date

The Department Secretary will approve a county’s consolidated aids status for January 1 following the year of application.

A consolidated aids county need not apply annually to retain its consolidated aids status as long as it remains in compliance with the requirements for a governance committee and an administrative officer.

A county may rescind its consolidated aids status by county board action and written notification to the Department. This change will take effect on January 1 following the year of notification.

  1. Consolidated Aids Policy for Counties Organized Under s. 46.23 (Human Services Departments)
  1. A county organized under s. 46.23 may request consolidated aids authority at any time by a resolution of the county board of supervisors.

  2. Consolidated aids status becomes effective upon approval by the Department Secretary.

  3. State procedures specified in III-B, 1 and 2 apply as with other consolidated aids counties.
  1. Consolidated Aids Policy for Multicounty Programs Not Organized Under
    s. 46.23
    .

Counties operating a multicounty program may administer a single consolidated aid for its 51.42/.437 and social services agencies under the following conditions.

  1. The counties would appoint a single governance or oversight committee and an administrative officer representing all the participating counties.

  2. The counties would designate one county as fiscal agent who would receive and disburse the consolidated aids based on the state/county contract, and perform the necessary accounting procedures. (All agencies, however, would continue their separate fiscal reporting to the state.)

  3. For the purpose of consolidated aids planning and budgeting, the participating counties would view its separate agencies as a single operating unit.

  4. Non-earmarked funds included in the consolidated aids allocation could be transferred to a single agency or distributed among a number of the agencies.

  5. Funds transfers would be approved by the county board of supervisors of the participating counties.
REGIONAL OFFICE CONTACT:
Area Administrator
CENTRAL OFFICE CONTACT: Diane Waller
Office of Strategic Finance
(608) 267-8929

The Department of Children and Families, protecting children, strengthening families, building communities.