Governing Body Meeting Minutes
September 29, 2016
ICASA GOVERNING BODY
MEETING MINUTES
September 29, 2016
11:00 a.m.
Springfield, IL
I. INTRODUCTORY BUSINESS
A. WELCOME
Megan Duesterhaus, Convener, welcomed everyone to the meeting.
B. ROLL CALL OF VOTING DELEGATES
PRESENT:
Arlington Heights Jim Huenink
Belleville Michelle Cates, James Kellerman
Bloomington Hilary Pacha
Carbondale Teresa Eubanks
Charleston Erin Walters
Chicago, YWCA of
Metropolitan Chicago Debbie Perry, Anne Pezzillo
Danville Marcie Sheridan
Decatur Cathy Byers, Melissa Stewart
DeKalb Melissa McGraw
Elgin Carolyn Karp
Galena Carrie Melton
Hickory Hills Lynn Siegel, Patty Murphy
Joliet Donna Plier
Kankakee Nancy Fregeau
Macomb Diane Mayfield
Peoria Julie Boland, Heidi Van Heuklon
Princeton Nancy Carper
Quad Cities Brittney Delp
Quincy Megan Duesterhaus, Mandy Carpenter
Rockford Maureen Mostacci
Springfield Catherine Walters
Sterling Jim Walters
Streator Lori McCollum
Urbana/Champaign Laura Shackelford
Vandalia Mary Harrington
ABSENT:
Aurora
Chicago, MLEA
Chicago, RVA
ICASA STAFF:
Polly Poskin Sean Black
Carol Corgan Lindsay Grammer
Carrie Ward Libby Shawgo
GUESTS:
Sue Swanson, VOICES of Stephenson County, Freeport
Barb Wells, VOICES of Stephenson County, Freeport
C. CONSENSUS DECISION-MAKING PROCESS
Megan reminded the Governing Body that the consensus decision-making process was passed around for review.
D. MARCH GOVERNING BODY MEETING MINUTES
The Governing Body reviewed the June 9 and July 12 meeting minutes. Julie Boland noted that Joy DeRenzy should by Joyce. Carrie Melton noted that her name is listed incorrectly as Connie in the meeting minutes. Megan D. recommended approval of both sets of meeting minutes. Governing Body approved the minutes by consensus.
E. CAROL FITZGERALD
Polly noted that Carol Fitzgerald passed away on August 23. She shared words from the Mayor of Sterling printed in a newspaper article about Carol.
F. STAFF REPORT
1. The ICASA staff has had many changes in personnel since the last Governing Body meeting.
Due to the state budget crisis two staff were laid off:
· Kelly Griffith, Attorney; and
· Hailey Huffines, Secretary
Other changes are:
· Mary Hill, Fiscal Director, resigned and Lindsay Grammer was promoted from Accountant to the Fiscal Director position. Suzy DeVore started on Tuesday as a part-time temporary Accountant.
· Courtney Gordon, Grants Manager – Programmatic resigned and we are in the process of hiring for the Grants Manager – Fiscal position (which has been vacant since August 2015). We will not be replacing the Grants Manager – Programmatic position at this time.
Polly, Carol, Carrie and Yvonne have overseen the hiring process for the Fiscal Director and Grants Manager – Fiscal positions.
2. Polly and Libby continue working with the Joint Sexual Assault Working Group and its committees regarding legislation to improve testing of rape kits and training law enforcement on sexual assault issues.
3. Polly has done numerous press interviews regarding funding and statute of limitations.
4. Polly and Carol met on several occasions with Ruth Ayukesong, and Teresa Tudor regarding the ICASA FY17 contract.
5. Polly and Carol participated on monthly OVW calls.
6. Polly and Susan attended a retirement party for Cheryl Compton in Belleville on August 26.
7. Polly attended the RPE Stakeholder and Grantee Meeting and NSAC in D.C. August 28 through September 1.
8. Polly participated in numerous conference calls with the Pay Now Illinois Committee regarding lawsuit.
9. Polly and Carrie met with John Mills and Senator Lang on September 19 to discuss Zacharias Center.
10. Polly attended the Ad Hoc Victim Service Planning Committee meeting in Chicago on September 27.
11. Carol, Mary, Yvonne and Lindsay submitted all required funding reports to funders. They also submitted the FY16 RPE Progress Report, FY17 RPE Application Program Plan and the FY17 PH&HS Application, as well as requested information to the ICJIA.
12. Carrie has been reviewing and finalizing reimbursement reports (in the absence of a Grants Manager – Fiscal).
13. Carrie, Mary and Courtney provided technical assistance to centers regarding the FY17 applications/revisions.
14. Carol and Courtney reviewed the FY17 prevention objectives and sent feedback to centers.
15. Sean prepared and sent out monthly Communiqués.
16. Sean and Carol met monthly with the Illinois Imagines statewide work group. Sean has been writing the monthly Illinois Imagines newsletter. Polly, Sean and Libby met with the Illinois Imagines Public Policy Committee.
17. Staff prepared and participated in a site visit with the CDC at IDPH on July 6 and 7.
18. Training Institute has been working to implement the two new trainings this year: Leadership Development and Advocates’ training.
19. Training Institute conducted the following trainings:
6-hour and 3-hour Leadership Development trainings.
40-hour Crisis Intervention Training
30-hour Child Counselor Training
New Director’s Training
Anti-Oppression Training
Monthly webinars.
20. Lindsay is preparing for the audit to begin October 3.
Z-Center - Polly briefed the Governing Body about a meeting she and Carrie had with Senator Lang and John Mills, a Z Center donor. She gave a brief history of the geographic service region dispute, the contract Z Center signed with NWCASA and Z Center’s subsequent decision to nullify that agreement and withdraw from ICASA. Subsequently, Z Center has continued to blame ICASA for its loss of funds and asks funders to restore its funds separate from ICASA. Mr. Mills asked for this meeting. He indicated he is disappointed that Z Center withdrew from ICASA and would like the center to return to ICASA. He indicated that the Z Center board opposes a return to ICASA membership.
II. EXECUTIVE COMMITTEE – Megan Duesterhaus
The Committee met three times in July regarding distribution of FY16-17 funds. The Committee decisions guided Contracts Review Committee work regarding allocation of subcontracts.
III. FINANCE – Marcie Sheridan
A. FINANCIAL STATEMENT
Marcie reviewed the June, year end and August financial statements. Finance Committee recommends the statements be approved and filed for audit. The Governing Body approved the recommendation by consensus.
B. ADMINISTRATIVE, TRAINING, COMMUNICATIONS BUDGET
The FY17 budget is not complete due to staff turnover. Polly said a budget will be presented to Finance Committee and subsequently Executive Committee by mid-October.
IV. CONTRACTS REVIEW COMMITTEE – Erin Walters
A. SUMMARY
The Committee met five times. There are no recommendations in the June 16 meeting minutes. Recommendations from July 13 and 21 have all been acted on by Executive Committee.
B. RECOMMENDATIONS FROM AUGUST 23-25 AND SEPTEMBER 22
MEETINGS
1. Approve with No Revisions
Contracts Review Committee recommends two centers for approval with no revisions.
Peoria
Rockford
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
2. Approve as Revised
Contracts Review Committee requested and reviewed revisions for the following centers. Contracts Review Committee recommends approval of the following applications without further revisions.
The center representative(s) left the room during decision-making about their allocation.
Arlington Heights Galena
Aurora Joliet
Bloomington Kankakee
Carbondale Quad Cities
Charleston Quincy
Chicago, Metro SVSS Springfield
Chicago, MLEA Urbana
Chicago, RVA Vandalia
Danville
Decatur
The Governing Body approved the recommendation by consensus.
3. Approve with Feedback
a. DeKalb
Contracts Review Committee recommends approval without further revisions. The Committee gave guidance about a direct service performance issue with SASP-funded positions which will be reviewed again in January based on 6-month data.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
b. Hickory Hills
Contracts Review Committee recommends approval without further revisions. The Committee will give the center feedback regarding one issue related to group counseling in a school.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
c. Streator
Contracts Review Committee recommends approval without further revisions. The Committee will give the center guidance regarding volunteer training and will follow up with the center regarding progress.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
4. Approve pending Revisions
Contracts Review Committee recommends approval of the following centers pending additional revisions:
Belleville Macomb
Elgin Sterling
Freeport
The Committee will give each center specific feedback regarding pending items.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
5. Approve with Partial-Year Contract-Princeton
Contracts Review Committee recommends approval of center’s pending application and receipt of partial-year contracts through December 31, 2016. Extension of the 6-month contracts is dependent upon satisfactory improvement in program management and oversight and progress toward approved direct service performance goals.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
C. REVISIONS PROCESS
Contracts Review Committee recommends that the Governing Body authorize the Committee to make affirmative funding decisions regarding revisions that meet the Committee’s request. Any negative funding recommendations would be reviewed by Governing Body in December. The Governing Body approved the recommendation by consensus.
D. VOCA COMPETITIVE APPLICATIONS
Due to a conflict of interest, Diane Mayfield made the recommendation about the VOCA competitive allocation. Diane noted that 10 centers applied for funds; six of the applicants are represented on Contracts Review Committee. Contracts Review Committee recommends approval of applications from four centers.
Charleston
Chicago, MLEA
Joliet
Quad Cities
Each center will receive a maximum of $37,500.
Jim H. asked about the criteria for review regarding un/underserved areas. Carrie W. explained that an applicant proposing to serve an unserved area received five bonus points. She described the areas to be served by the four funded centers.
The center representative(s) left the room during decision-making about their allocation.
The Governing Body approved the recommendation by consensus.
E. POLICY REGARDING SUSPENSION OF REQUIRED SERVICES
The Committee reviewed the policy approved by the Governing Body on providing for emergency suspension of all required services upon Governing Body approval. When the policy was approved, the Governing Body agreed to address timelines to restore services when ICASA began to receive General Revenue Funds. Contracts Review Committee recommends that the policy be negated since General Revenue Funds have been approved in the stop gap budget. A center that was approved for suspension of services must restore all services by October 31, 2016 in order to continue eligibility for ICASA membership and funding.
Laura Shackelford, Urbana, said she is not sure how that is supposed to happen. The center is not at full staff. Carrie W. said the requirement is to provide all required services, but there is not a required amount for the volume of each service.
The Governing Body approved the recommendation by consensus.
F. E-MAILING REPORTS
The Committee considered electronic submission of some items from centers:
· Reimbursement Report forms
· Member Travel forms
· Budget Revisions
· Notice of Personnel Change forms
· Direct Service Personnel forms
The Committee recommends that ICASA update its current procedures/ instructions to permit the above forms to be submitted electronically. No policy change is required. The change will be for November 1 and Carrie W. will send information to centers about the e-mail address, verification of receipt and other details.
G. ELGIN
Community Crisis Center has a plan to end the use of paper files for client records. Required signatures will be secured electronically. The center is beginning with sexual assault progress notes and will retain other parts of the file on paper in the short term.
Contracts Review Committee recommends that an ad hoc committee convene to develop standards related to electronic files.
In the meantime, the Committee approved CCC’s preliminary plan for digital signature on progress notes and electronic storage of these records as limited to 40-hour trained sexual assault program staff.
Maureen said a client came back and asked for her record after the paper record was destroyed. Her service information was still in InfoNet. Jim asked who owns InfoNet data; Carrie said it is the center’s data, residing on the ICJIA server.
V. PUBLIC AFFAIRS COMMITTEE – Libby Shawgo
The Committee has no recommendations, but it will make recommendations for the Spring Legislative Session at the December 1 meeting. She highlighted implementation of new statutes and possible 2017 initiatives.
VI. PROGRAM COMMITTEE – Patty Murphy
A. UPDATES
Patty reviewed upcoming webinars for ICASA and Illinois Imagines and the award of Illinois Imagines mini-grants.
She noted that the first quarter prevention reports are due October 10.
B. PROGRAM DEVELOPMENT GRANTEE – FREEPORT
Center representatives attended an interview with ICASA’s Contracts Review Committee during application review week. The Committee noted that the center has begun succession planning to prepare for the anticipated retirement of Sue Swanson, Executive Director.
C. CAUCUS MEETINGS
The Committee noted a request from Anika Sterling-Florez on behalf of ICASA’s women of color caucus. The caucus has met during ICASA’s statewide conference the last few years. Caucus members have requested to meet via conference call. While a conference call is not ideal, lack of resources for in-person meetings have limited caucus meetings to the statewide conference only. Program Committee agrees to recommend that ICASA allocate funds for this purpose, it was suggested that the same opportunity be made to the LGBT caucus. The cost would be approximately $150 for 3 meetings.
The Committee recommends that ICASA support conference calls for the Women of Color and LGBT caucuses with plans for each to have 3 conference calls per fiscal year and one in-person meeting during the statewide conference.
The Governing Body approved the recommendation by consensus.
VII. PERSONNEL COMMITTEE – Donna Plier
Personnel Committee had no recommendations.
VIII. OTHER BUSINESS
A. LAWSUIT
Megan Duesterhaus recommended that ICASA pay $500 to support legal fees associated with the lawsuit.
The Governing Body approved the recommendation by consensus.
B. DECEMBER GOVERNING BODY MEETING
Polly noted that the December Governing Body is usually in the Chicago area. She asked if the Governing Body would consider meeting in Springfield in December as it saves considerable funds.
Jim asked about Bloomington as a meeting site. Teresa Tudor said Chestnut Health Systems could be a possibility. Staff will research options in Bloomington.