Governing Body Meeting Minutes
March 17, 2016
ICASA GOVERNING BODY
MEETING MINUTES
March 17, 2016
11:00 a.m.
Springfield, IL
I. INTRODUCTORY BUSINESS
A. WELCOME
Megan Duesterhaus, Convener, welcomed everyone to the meeting.
The National Guard sent representatives to the meeting to sign MOUs with all the local rape crisis centers.
B. ROLL CALL OF VOTING DELEGATES
PRESENT:
Arlington Heights Jim Huenink
Aurora Alisa Neary
Belleville Michelle Cates
Bloomington Hilary Pacha
Carbondale Cathy McClanahan, Teresa Eubanks
Charleston Erin Walters, Mickie Owens
Chicago, YWCA
Metropolitan Chicago Debbie Perry
Chicago, MLEA Neusa Gaytan, Maritza Reyes
Chicago, RVA Sarah Layden
Danville Marcie Sheridan
Decatur Cathy Byers
DeKalb Mary Ellen Schaid
Elgin Carolyn Karp
Galena Carrie Melton, Anne Heim
Hickory Hills Lynn Siegel, Patty Murphy
Joliet Donna Plier, Samantha Quero
Kankakee Tracey Noe, Nancy Fregeau
Macomb Diane Mayfield
Peoria Julie Boland, Nancee Brown, Heidi Van Heuklon,
Kevin Nowlan
Princeton Nancy Carper
Quad Cities Wendy Navarro, Ashley Schwalm, Nicole Mann
Quincy Megan Duesterhaus, Mandy Carpenter
Rockford Maureen Mostacci
Springfield Shelley Vaughan
Sterling Sara Hoffman, Jim Walters
Streator Valerie McCollum
Urbana/Champaign Mary Evans, Erin Sturm
Vandalia Mary Harrington
ICASA STAFF:
Polly Poskin Carol Corgan
Carrie Ward Kelly Griffith
Sean Black Mary Hill
Courtney Gordon
GUESTS:
Sue Swanson, Voices of Stephenson County, Freeport
Barb Wells, Voices of Stephenson County, Freeport
C. DECEMBER 3, 2015 GOVERNING BODY MEETING MINUTES
The Governing Body reviewed the December 3, 2015 meeting minutes. Neusa Gaytan recommended approval of the minutes. Governing Body approved the minutes by consensus.
D. CONSENSUS DECISION-MAKING PROCESS
Megan reminded the Governing Body that the consensus decision-making process was passed around for review.
E. STAFF REPORT
1. Polly and Kelly continue working with the Joint Sexual Assault Working Group and its subcommittees regarding legislation to improve testing of rape kits and law enforcement training on sexual assault issues.
2. Training Institute conducted part 2 of the 30-hour Child Counselor’s Training, New Director’s Training, Anti-Oppression Training and monthly webinars.
3. Carrie and Kelly conducted the Confidentiality Counts! training on December 9 in Springfield.
4. Carrie has been reviewing and finalizing reimbursement reports, in the absence of a Grants Manager – Fiscal.
5. Staff sent out FY16 contracts.
6. Courtney, Mary and Carrie have been conducting site visits with centers.
7. Sean prepared and sent out the monthly Communiqué.
8. Sean and Hailey completed the Illinois Imagines Communication Guide and distributed it to the centers.
9. Kelly, Libby, Hailey and Sean completed a confidentiality guide for prevention workers and distributed it to the centers.
10. Carol and Courtney reviewed the centers’ annual prevention plans and the 2nd quarter prevention reports and sent feedback to the centers.
11. Carol, Mary and Yvonne submitted all funding reports to funders and submitted funding applications.
12. Polly, Carol and Mary have been working on compliance with new regulations related to the LAV and state coalition grants.
13. Sean, Polly, Carol, Sarah and Shelley Vaughan from Prairie Center, have been working on videos and messages for social media regarding the budget impasse.
14. Sean and Carol met monthly with the Illinois Imagines statewide work group. Competitive applications for mini-grants will be released soon. Sean has been writing the monthly Illinois Imagines newsletter.
15. Centers are sending the prevention evaluation pre- and post-tests to the office, where support staff are entering the data in spreadsheets created by Paul Schewe.
16. Carol and Mary have been communicating with Christine Hammond at the Illinois Department of Human Services regarding regulations for Limited English Proficiency in FY17 contracts.
17. Carol has met with IDPH staff regarding a competitive grant the department is submitting to support the state’s violence and injury prevention program. One feature of the application is implementation of Green Dot on eight Illinois campuses. If IDPH is awarded the grant, they will engage ICASA and local rape crisis centers in discussion about this aspect of the project.
18. ICASA staff, representatives of Pillars and Program Committee representatives met with AAFS representatives regarding the organization’s interest in developing rape crisis services.
19. Polly has been working with the Governor’s Office, legislators and state agency staff to release ICASA’s General Revenue funds.
Megan thanked Polly, staff and Shelley from Prairie Center for work on budget and social media work.
II. EXECUTIVE COMMITTEE – Megan Duesterhaus
A. BUDGET CRISIS
In an effort to address the state budget crisis and ICASA’s cash flow, the Governing Body asked Executive Committee to review the current process for reimbursing centers and consider a needs-based process for managing payments to centers. Executive Committee agreed on an expedited payment process.
Megan said a plan to manage reimbursements and expedited payments is in use now. Carrie provided a status update noting that centers will be notified about expedited payment on March 30 and twice in April.
Megan noted 10 centers offered to defer payment so other centers could receive a larger reimbursement. She thanked them and the Governing Body applauded those centers.
III. CONTRACTS REVIEW COMMITTEE – Erin Walters and Donna Plier
A. FY16 APPLICATION FOR FUNDS - PRINCETON
Based on ICASA staff’s review of revisions, Contracts Review Committee approved Princeton’s pending application. The center will receive partial year FY16 contracts through March 31, 2016. A contract extension for the remainder of FY16 remains pending; extension will be determined based on the Committee’s review of the center’s year-to-date progress.
B. PRINCETON
For the time period July 1, 2015-February 29, 2016, center’s direct service performance should be at 67%. To date, center has provided 29% (718 of 2,449) of projected hours.
Contracts Review Committee discussed how to proceed with the center and agreed that the budget impasse has added hardship for the center in its remediation efforts.
The Committee recommends extending the center’s FY16 contracts through June 30, 2016, but will consider whether to issue an FY17 application to the center at its next meeting.
Jim said he supports the recommendation. He asked what could make a difference in the next months to prompt issuance of a contract. Carrie said it isn’t likely that much will change in performance. Carol said the center has conducted an Executive Director search and will likely hire soon, which will be positive. The center has vacancies and cannot hire other staff due to the budget impasse.
Carrie said the center’s proposal to lower projections is not viable as service projections are already very low.
The Governing Body approved Contracts Review Committee’s recommendation by consensus.
C. FY16 GENERAL REVENUE FUND DECREASE
In December, Governing Body agreed to postpone implementation of the approved 2.25% FY16 General Revenue decrease to center allocations until the fourth quarter. At this time, sufficient unallocated General Revenue funds remain available from funds previously set aside for Gurnee to cover the entire 2.25% decrease to centers. Contracts Review Committee recommends ICASA cover the FY16 General Revenue decrease to centers with unallocated General Revenue funds in lieu of reducing center allocations accordingly. The Governing Body approved the recommendation by consensus.
D. AUDITS - NOT LOW-RISK AUDITEE
Audits for the following centers noted each as not a low-risk auditee:
Galena
Hickory Hills
Princeton
Jim asked what it means to not be a low risk auditee. Mary said it means the auditor increases the amount of testing on-site.
IV. FINANCE COMMITTEE – Marcie Sheridan
A. FINANCIAL STATEMENT
Finance Committee recommends the January 2016 Financial Statement be filed for audit. The Governing Body approved the recommendation by consensus.
B. FY16 BUDGET
Marcie noted the cost-cutting measures taken by Polly and the administrative office to reduce costs and increase donations. Polly said the 10% staff furloughs started March 16. Polly thanked IDPH for advancing six months of RPE funds.
C. DCFS INVOLVED CLIENTS
Carol and Mary reported on the survey results.
Sarah said that InfoNet doesn’t include information about number of ANCRA reports centers make. Carrie said we could ask Jennifer Hiselman about that.
Polly said we may want to ask if clients are Medicaid/Care eligible.
Governing Body discussed ways that cases are DCFS involved and are not easily reflected in InfoNet reports.
V. PUBLIC AFFAIRS COMMTTEE – Nancee Brown
A. JOINT SEXUAL ASSAULT WORKING GROUP LEGISLATION UPDATE
The Public Affairs Committee recommends that ICASA support SB 3096. The Governing Body approved the recommendation by consensus.
B. SURVIVOR SUPPORT AND TRAFFICKING PREVENTION ACT – HEARTLAND ALLIANCE INITIATIVE
The Public Affairs Committee recommends that ICASA remain neutral on the Survivor Support and Trafficking Prevention Act, but continue to monitor the legislation and work with Heartland Alliance. The Governing Body approved the recommendation by consensus.
C. SB 3106: EXPAND HEARSAY EXCEPTION FOR ANYONE WITH AN INTELLECTUAL DISABILITY – LAKE COUNTY STATE’S ATTORNEY’S OFFICE INITIATIVE
The Public Affairs Committee recommends that ICASA oppose SB 3106 as written in the original bill. Amendment 1 of the bill passed in committee today with revised language. Nancee noted the new recommendation is to support 3106 as revised. The Governing Body approved the recommendation as revised by consensus.
D. SB 2133 – AMENDS THE RIGHTS OF CRIME VICTIMS AND WITNESSES ACT
The Public Affairs Committee recommends that ICASA oppose SB 2133 as written. The Governing Body approved the recommendation by consensus.
F. SB 2221 – AMENDS THE EVIDENCE SUBMISSION ACT
The Public Affairs Committee recommends that ICASA remain neutral on SB 2221. Kelly gave an update. Nancee noted the recommendation has changed to support rather than remaining neutral on the bill. The Governing Body approved the recommendation as revised by consensus.
Jim asked for a corrected copy of the Public Affairs Committee meeting minutes. Staff will distribute Bill Tracker instead, which will show updated information.
VI. TRAINING COMMITTEE – Erin Sturm
Erin noted that the Training Committee has revised policies related to training. The goal was to update and condense policy. Erin reviewed the revised policies. Governing Body made one change and approved the policies as revised (revised policies attached).
VII. PROGRAM COMMITTEE – Patty Murphy
A. WEBINAR
Webinar no-shows cost ICASA a fee, and centers must cancel if they will not attend. The next Illinois Imagines webinar is February 17. A schedule of Illinois Imagines webinars for the remainder of FY16 will be posted in the next Illinois Imagines newsletter.
B. ILLINOIS IMAGINES DHS DISABILITY PROJECT
The federal eligibility criteria for the Illinois Imagines Project Continuation Grant have been changed, and Illinois will not be eligible for these funds after September 2017. Other federal grants are possible sources to replace the funds.
The current project will create a few more products and oversee a mini-grant allocation process.
C. PROGRAM DEVELOPMENT GRANTEE – VOICES, FREEPORT
Patty welcomed VOICES of Stephenson County to the meeting.
D. AAFS REQUEST FOR ICASA MEMBERSHIP
Lynn Siegel thanked ICASA staff for assistance in the process. Lynn and Patty left the room during discussion of the AAFS request.
Maureen chaired during this segment of the meeting.
Carrie gave an overview of the background of AAFS’ request for ICASA membership. In 2015, AAFS indicated interest in establishing sexual assault services and becoming an ICASA member. Program Committee reviewed the request in September 2015 and recommended to the Governing Body that ICASA not consider an application from AAFS due to conflict with ICASA’s membership requirements related to duplication of services in geographic areas. Governing Body asked Program Committee to consider possibilities for collaboration between AAFS and Pillars.
On January 15, 2016, ICASA staff and Pillars representatives met with AAFS to discuss sexual assault services for the Arab-American community and possibilities for collaboration.
After the meeting, AAFS and Pillars were invited to submit correspondence to Program Committee regarding AAFS’ request for membership.
Pillars’ correspondence outlined all issues the center felt were relevant to the issue. Pillars is currently serving the Arab-American community with bi-cultural, bilingual services.
Carrie said AAFS is not interested in a collaboration with Pillars.
She summarized the Program Committee discussion of the matter and the recommendation from Program Committee that ICASA decline AAFS’ request for membership based on duplication of services as stipulated in the ICASA Governing Body Member Eligibility Requirements, Item V, Page 2-4.
Megan asked if there were any questions or objections. The Governing Body approved the recommendation by consensus.
VIII. PERSONNEL COMMITTEE – Julie Boland
Julie thanked Polly and staff for cost-cutting measures.
IX. OTHER BUSINESS
A. FY17 GOVERNING BODY MEETING DATES
Carrie reviewed proposed FY17 Governing Body dates.
September 28-29, 2016 – Springfield
December 1, 2016 – Chicago Area (no mini workshop)
March 15-16, 2017 – Springfield
June 7-8, 2017 – Springfield
Cathy Byers recommends the FY17 meeting dates be approved. The Governing Body approved the recommendation by consensus.
B. LIMITED ENGLISH PROFICIENCY (LEP)
Carol noted that the Illinois Department of Human Services is requiring each grantee to have a written LEP access plan by July 1, 2016. Every ICASA grantee completed an LEP assessment in 2014. That assessment is the foundation of the LEP planning process. Staff provided some resources for planning and announced a webinar on LEP planning scheduled for April 5, 2016. Sarah asked about using the Chicago domestic violence help line which has a language bank.
Each center will send an LEP plan to ICASA by June 15.
Staff will send an electronic version of the LEP plan.
C. DCFS – CREDENTIALING OF TREATMENT PROVIDER WEBINARS
Staff will forward an e-mail to the centers regarding DCFS credentialing of treatment providers.
D. FUNDRAISING BY CENTERS
Carrie noted that local centers have done great work with fundraising and may want to describe their strategies. Mary Evans from RACES said the center was ready to close but has done two direct campaigns. Students have joined the campaign, selling items and other creative strategies. Mary E. said she does not have a fundraising background but completed a class at Parkland Community College, which was very beneficial. She said local funders have been skeptical about continuing funding due to concerns that the center will close.
Jim asked about the timeline for ICASA to get funds in FY17.
ICASA will issue applications for FY17 that include distribution of General Revenue Funds.