NATIONAL ICC MEETING
National Early Childhood Conference
Washington, DC
November 2, 2003
ISSUES THAT PARTICIPANTS IDENTIFIED AS THE MAIN ISSUES IN THEIR STATES (number of times mentioned):
-Funding (13)
-Child Find/early identification (4)
-Eligibility criteria (3)
-Timely appointments from Governor (3)
-Insurance Mandate/coverage (2)
-Parent participation (2)
-Parents on ICC from diverse cultural backgrounds (2)
-Membership recruitment/retention (2)
-Child care (2)
-Services in rural areas (2)
-Parent fees (2)
-LRE/Natural Environments (2)
-Points of entry to service
-SICC/LICC communication
-Waiting Lists
-Timely services
-Change
-Medicaid coverage for autism behavioral therapy
-Primary provider model implementation
-Transition from Part C to Part B 619
-Children’s mental health
-Attendance at ICC meetings
-Sub-Committee follow-through on activities
-Communication/advise/assist state agencies/Legislature
SUCCESSFUL STRATEGIES TO RECRUIT, ORIENT AND RETAIN ICC MEMBERS – Large Group Discussion
Retention:
-Honesty about time commitment, roles/responsibility of membership
-Membership on sub-committees to do work of the council and provide meaningful activity
-Phone conference calls when unable to physically attend meetings
-Use of alternates
-Evaluate success of meeting at the end of meeting
-Survey to determine functioning of ICC; self-assessment of the council
-Provide a variety of ways to participate for ICC Committees in lieu of always needing to physically attend meetings – conference calls (speaker phone), written response (mail or e-mail)
Recruitment:
Parents:
-Noticed at public forums
-Local level recruitment
-Representatives at state parent conferences
-Family leadership training
-Parents serving in local roles
-Membership on subcommittees/task forces
-Mentorship prior to appointment to ICC
-Military families – local bases family support groups
-Family Resource Networks
-Parent Partnership Projects
-Parent Information Centers
-How are families supported financially for attendance – travel, childcare etc.
-Parent Professionals vs. Parents receiving services?
-Families want to be involved in efforts: themes to outcomes
-Meeting before and after meeting to prepare/debrief with new members
-Get recommendations from current member then interview candidates
-Make recommendations for application to the Council
-Use listservs to inform/education potential and current members
-Orientation/Mentoring of new members is essential
-Providers – annual retreat
-Agency providers may need reimbursement to attend
-Using SICC for feedback to system (parents, providers, community and state level partners); keeps all levels involved
Responses to Question, “How I got on the ICC”: Members reported various avenues that led to their participation on their State ICC including:
-Moving from the role of provider to the role of parent of a child with a disability
-Identifying the need to serve after attending a meeting (parent training, community forum, state retreat, etc.)
-Being recruited or applying after attending parent leadership training program for parents involved in Early Intervention
-Applying after recognizing potential for change in the system/process
-Being recruited, nominated, or encouraged to apply by a Service Coordinator, Early Intervention provider, Executive Director of a parent organization, etc.
-After being involved with a family mentoring/orientation program for families interested in the LICC or SICC
-Moving from involvement in local or regional council to SICC
-After relating "family story " of experience with EI to SICC
NOTES FROM GROUP #1
BUILDING EFFECTIVE ICC COMMITTEES:
Appointment Process – How are members appointed?
-Political process
-Name submitted for consideration
-Lots of other boards that Governor needs to make appointments to makes it a complex process
-Application formal process
-Resume plus 3 letters of recommendations required
-Notice in paper
-Apply to Governor’s office; requires oath and being sworn in
-Senate, Assembly get to appoint members (majority/minority); resume, references, appointment, fingerprint, credit history required
-Application on web
-Providers elected, parents recruited
Term Limits:
-Terms – 1, 2, or 3 years at pleasure of Governor; 1 reappointment
-Professionals can stay indefinitely
-Three year terms for parents and providers
-Needs to be ongoing assessment of “fit” between members and SICC
Bylaws:
-Some states have no Bylaws
-Many are changing bylaws
-Executive Committee – Chairs, member at large
-Standing committees and task forces for bylaws
-Chair/Vice Chair – parent co-chair helps
-Changing bylaws can be a problem
-Advise and Assist – One state changed their bylaws to require that the Lead Agency provide follow-up on activities in response to ICC advice
Annual Work Plan:
-Priorities from Lead Agency
-ICC Generates work plan (policy)
-Lead Agency reports back on plan’s implementation (operationalize policy)
How are other stakeholders involved?
-Expert panels
-Committee participation
-Committee meetings the same day as ICC
-Move location around to get new voices; but some states lost participation this way
-Audience – members are in inner circle/attendees in outer circle
-Open forums – invite agencies
Committees:
-Retreat determines charges and leads to a strategic plan
-Standing committees and Task groups – ad hoc – subcommittees
-Executive committee
-Sometimes develop products; sometimes develop “policy” and staffers implement the product
-Response to CIMP findings
-Lead Agency committees always have parent ICC member
-Regional ICCs – parent membership 20-55%
-Committee assignments – everyone is required to be on; Chair is open to anyone interested; co-chair is parent; 2-3 parents plus staffer for support
Frequency of Committee Meetings:
-Same day as ICC
-Alternate months
-Monthly – separate from ICC
-By Email communication
-By Teleconference
-Sunshine Law – requires to meet by video conference at minimum
Budget:
-A few SICC’s have their own budget
-Document created to guide procedures for spending
-Some issues with timely reimbursement
-1099 taxes impact on financial supports for parents; reimbursement limits range of parent who can participate
Things that helped:
-Work group has laptop and prints out immediately
-DOE liaison participates on committees
-Personal contacts, follow-up, care, relationships
-Focus on a few specific tasks that can be completed
-Respect and support from the Lead Agencies – e.g. money support for face-to-fact meetings (not all conference calls), opportunity to contribute to the agenda
-Mutual support and respect
-Ask really good questions
-Orientation for new members-packet
-Staff to do minutes, set up location, nurture every person
-Interagency staff committee to take care of products
-Use other existing workgroups outside of the ICC to get products done
-Work plan and goals for the year
-Entire committee sets agenda for next meeting
-Actually seeing their work get implemented
-Continuity of Part C Coordinator
-Chocolate!
NOTES FROM GROUP #2
MAKING THE SYSTEM WORK FROM WITHIN THE SYSTEM: ROLES, INTERACTIONS AND COMMUNICATION AMONG THE SICC, LICCS RICCS AND THE PART C LEAD AGENCY
-SICC and LICC agendas, meeting dates and minutes posted on a website
-Regional ICCs serve monitoring role and report to state
-Representatives from Regional ICCs reports at SICC (one executive director reports for all other Regional ICCs)
-Joint SICC/Regional ICC meeting once a year
-LICCs set up as non-profits and can do fund raising to support activities
-ICC has direct impact on Part C – ability to go to legislature for funding
-New Lead Agency has allowed SICC to provide input and AK – Strong connection between SICC and Part C
-Frustration with inability to impact key decisions regarding Part C services, i.e. parental fee scale
-SICC invites key constituents to voice concerns
-SICC part of the CIMP process – empowered them to influence change
-SICC separate from Lead Agency – staff employed by office of the Governor
-Critical that SICC have autonomy from Lead Agency
-SICC Co-Chair is legislator
-SICC prepares “talking points” for LICCs and other partners to use to get support for new initiatives and advocacy
-Avoid hidden agendas when working with the Lead Agency
-SICC/Lead Agency provides fiscal support to LICCs through application process
-SICC sponsored mentoring project for local service providers to increase capacity for EI services
-SICC work plan sent to LICC for input
-SICC member to adopt an LICC
-SICC website
-LICCs meet regionally with an SICC member annually
-LICC chairs meet bi-monthly and a representative from SICC attends meetings
-Send minutes from SICC to LICCs
-Move meeting location around and invite LICCs who are near to be present
-Areas that have been monitored report back to SICC on the experience
-LICCs in each county; use LICCs in local monitoring process and report back to the SICC
-Listserv to communicate with LICCs; SICC posts agendas, training events and information to LICCs but LICCs are hesitant to post information
-SICC Chair/Co-Chair attend LICC meetings at invitation of LICCs
-LICCs host the SICC meeting
-Stakeholders/LICC give feedback on SICC sub-committee work products
-LICCs are invited to present at the SICC meetings
-SICC retreat with representatives from LICCs; LICC input on dates and content
-District Offices involved with LICCs; District offices work directly with Lead Agency
-Health districts (tied into LICC) tied into Lead Agency
NOTES FROM GROUP #3
MAKING THE SYSTEM WORK WITH OTHER AGENCIES: PROMOTING PARTNERSHIPS AND COLLABORATION BETWEEN STATE AND LOCAL AGENCIES AND PROGRAMS
Unique members on SICCs:
-Legislator participation – One state goes to legislator to approve actions/requests
-Representative of state PTI, Dept. of Corrections, State Developmental Disabilities Division, Infant Learning Program, Protection and Advocacy (Executive Director or Head Attorney), Mental Health, Partners in Policymaking interns; 3 day meetings; Council “wannabees”; present 30 minute program priorities as it relates to ICC issues;
States presented a variety of ways to get legislators to participate including:
-Legislators appointed to ICC, Insurance administration; make frequent presentations to Legislature; parents call on legislators; Higher educators/HBCs
-Informal meetings with legislators at local level
-Parents take lead in communicating with legislators in person
-Keep tabs on attendance of legislative representative and seek removal if disinterested
-All members attend orientation and sign agreement of their responsibilities
-NY – If not meeting quorum, make phone call plus communication to increase attendance
-Quorum based on filled seats; voting by e-mail, proxies; advance notice and info distributed on items coming up for vote.
-One Democrat plus one Republican, one House, one Senate on Council; nurture relationships over time
-Look to Speaker of House/President of Senate
-Personal contact
-Legislator as Chair
-Depends on interest, but there when needed
Communication between ICC Meetings:
-Listservs
-Combine state and local listservs
-Listserv lined to EI Public Health web site
-Dedicated e-mails to parents regarding updates
-Steering Committee meets between meetings (consists of all committee chairs and parent)
-Monthly meetings (teleconferences)
Committee Meetings:
-Meet at ICC meeting and at other times in various locations around the state
-Meet the day before the ICC meeting
-Family Committee meets the day before ICC meeting; conference calls, family conference call monthly
-Meetings prior to ICC (1/2 hour before meeting), provider group, parent group, etc.
-Meet during “off months” from monthly ICC meeting
-All ICC members must serve on standing committees
-Teleconference in absent members
-One parent one provider as chair/co-chair of committees
-Standing Committees: Fiscal, Program Planning, etc.
ICC Meetings:
-Rotates location of meeting between communities (accessibility is a challenge, help communities improve access)
-Director of Early Intervention/Part C is a voting member of the ICC
-ICC has its own budget – Education and Health must work together, ICC helps with cooperation and collaboration
-Several SICCs have budgets which cover such items as stipends, meetings, printing, budgets for subcommittees based on annual work plans
-Money comes from Parent Leadership and state funds
-Part C staff supports ICC; Director of Early Childhood attends ICC meetings
-Dedicated staff person reports to ICC Chair, paid by the ICC
-Special interests who are on ICC sometimes go to the Governor directly
-To add Child Protective Services representative to the ICC
Committee Composition:
-Local partners
-State partners
-University personnel, IHE
-Parent centers
-Medical – AAP, AAFP
-Child Care
-Head Start
-DD Council, DD Community
Benefits of Communication:
-Support
-Resources – volunteer time, money
-Networking/ achieve collaboration, aware of landscape
-Public Relations – Child Find
-Input, Feedback – secondary benefit
How to keep communication open:
-Producing reports, seek participation
-Identify their role/expectations
-On-going informal communication
-Interface – attend their meetings, serve as liaison between
Enhancing Communication at SICC Meetings:
-Memorandums of Understanding
-Share reports
-List of members and constituents (who they represent)
-Go back to own community groups – input and feedback
-Dedicated time for agency reports, scope of job/agency role at SICC meetings
-Each member report
Retreats:
-Outside facilitation; overview of role/responsibilities, identify strategies and set priorities
-SICC and Local SICC
-Hold annually
-Full day – agency folks, parent, local providers, IHE
-Priority issues and concerns for planning
Enhance Partnerships Through SICC Meetings:
-Having speakers from agencies
-Share time – members share family story (begin), agency story (end)
-Territory wide professionals develop plan, pool resources
-Joint meeting with SICC and SSEAP (State Special Education Advisory Panel)
-Show benefit to agency representatives that they play an important role and responsibility
Pediatricians Making Referrals:
-Peer-to-peer contact (more receptive to listen to colleague)
-Educate on developmental milestones
-Posters in offices
-Physician training
-AAP – develop tool for periodic check (developmental milestones); referral based on results
-Training with residents
-Contact “key” nurse in office and get buy-in
SICC Meetings:
How do you select who from agency serves on SICC, high level or “worker bee”
-Interagency agreement says that representative has decision making responsibility and comes to the quarterly meetings
-Representatives are in decision making role at agency
-Director chooses Bureau Chief to serve
-Cabinet level is member (can put designee)
-Dedicated staff to facilitate meetings
Monthly meetings vs. quarterly meetings; committee meetings:
-Strong Executive Committee to make decisions between ICC meetings
-Depends on Committee structure
What are you paying parents; there were a wide rand of supports including:
-$12.50/hr plus travel and child care
-Mileage and $100 stipend if have to leave their job
-$50.00 stipend and travel; for parents or others if their pay is affected
-Mileage and $35.00
-Mileage and child care
-4 hours - $30.00, 6 hours - $60.00, if lost wages or unemployed; free lunch
-$75 a meeting/8 hour day
-Mileage
-Stipend for parent not working for agency
-$100.00 for parents plus meeting expenses, mileage and expenses for communicating
NOTES FROM GROUP #4
USING CONFLICT CONSTRUCTIVELY TO EFFECT CHANGE
-One group’s perceptions of “us” against “them”
-Conflict can be seen as a negative, but being constructive with conflict shows partnership
-Providing what every parent and child needs may be source of conflict
-Conflict between IDEA and what the state is doing
-CIMP is an opportunity for improvement
-Increasing communication when programs change
-Meeting guidelines particularly use of an agenda or time management
-Constructive conversations, facilitation strategies
-Dealing with different meeting dynamics and personalities
-Roles for participants as time keeper, energizer, jargon buster, observer, to facilitator, parking lot to “table an issue” to minimize conflict
-Commitment to attend ICC meetings
-Revisit norms at every meeting
-Agree to Disagree
-If you offer a critique, you need to prepare to present a possible solution.
-Actively participate
-ICC Chair sets the tone and stage of the meeting
COUNCIL OFICC CHAIRS BUSINESS MEETING
National ICC Meeting
November 2, 2003
Suggestions for Next Year:
-Legislative Update – Sharon Walsh’s Wednesday presentation available electronically after the meeting
-Connection to the FICC
-How to maintain ICC connection/input at the Federal level
-Determine an issue and then do group “brainstorming”
-Better communication to participants once they have registered for ICC pre-conference
-Materials developed by ICCs available through the NECTAC web site
-Links to ICC websites if the FICC is gone
-Separate rooms for breakout sessions
-Sunday meeting time – time out for religious services – prefer a.m.
-Options for going elsewhere during breakouts
Co-Chairs of the CICCC 2003-04:
Barbara Prindle-Eaton - MA
Cape Cod Child Development
83 Pearl Street
Hyannis, MA 02601
Phone: 508-775-6240
Fax: 508-437-0335
E-mail:
Maureen Casey - NY
NYS EICC
311 Greenwood Avenue
Brooklyn, NY 11218
Phone: 718-633-8879
Fax: 718-633-7558
E-mail:
Steering Committee 2003-04:
Toni Spiotta – NJ
517 Watchung Ave
Bloomfield, NJ 07003
Phone: 973-655-4255
Fax: 973-655-5155
E-mail:
Terri Walton – VT
315 Deer Ridge Road
Townshend, VT 05353
Phone: 802-365-4482
E-mail:
Mary Dunne – ID
Idaho School for the Deaf and the Blind
1450 Main Street
Gooding, ID 83330
Phone: 208-934-4457
Fax: 208-934-8352
E-mail:
I. Azell Reeves – NC
P.O. Box 36324
Greensboro, NC 27416
Phone: 336-256-2062
Email:
Thomas Camacho – CNMI
CNMI Public School System
P.O. Box 502565
Saipan, MP 96950
Phone: 670-664-7000
Fax: 670-664-7030
E-mail:
Judy Swett – MN
PACER
8161 Normandale Blvd.
Bloomington, MN 55437
Phone: 952-838-9000
Fax: 952-838-0199
E-mail:
Irlanda Ruiz – PR