Meeting Minutes

Governor’s Interagency Coordinating Council

October 11, 2012 Meeting Minutes

Present: Judy Swett, Tim Finn, Genie Potosky, Karen Adamson, Karon Joyer, Dr. James Moore, Rep. Carol McFarlane, Roxanne Botz, Nancy Jost, Maya Nishikawa, Joy Birr, Shawn Holmes (for Barb Dalbec), Jessica Mattson, Cathy Nelson-Messer, Karen Cadigan, Andrea Bejarano-Robinson

Unable to Attend: Sen. Terri Bonoff, Sen. Ted Daley, Rep. Susan Allen, Michelle Willert, Mary Ann Marchel, Barb Dalbec

Staff: Kara Hall Tempel, Michelle Dockter, Lisa Backer, Kelly Monson

Welcome and Goals for the Meeting

Judy Swett called the meeting to order at 8:41 am and established a quorum. ICC members introduced themselves.

Dr. James Moore moved to approve agenda. The motion was seconded by Jessica Mattson. Motion carried.

Cathy Nelson-Messer moved to approve the minutes of the meeting of the Interagency Coordinating Council (ICC). The motion was seconded by Nancy Jost. Motion carried.

Public Comment Period

Asked Interagency Early Intervention Committees (IEICs) to respond to 2 questions:

1. What was the most valuable thing learned from the IEIC workshop?
2. What might you take back to your region in terms of public awareness and child find?

Region 7E: Created a regional website to share minutes, work plans, etc. Ordered and distributed Help Me Grow (HMG) materials. They are tracking referral sources through the Local Education Agencies (LEAs). Establish plan for public awareness through local movie theatres.

Region 3: Attendees liked the refreshing and concrete way to develop goals (Balanced Scorecard). They have a current work plan to look at data. The workshop was a novel way to get whole group environment. They have started work on work plan and will implement November 30, 2012, using the Balanced Scorecard.

Region 2: Members appreciated the information on data privacy and felt it was a nice clarification on a new way to handle referrals; it was very clear. Now they can proceed with this year’s work plan and start planning for next year.

Region 10: They liked the idea about the “why” from the Simon Sinek video, data privacy information and the Follow Along Program (FAP) discussion. They need to look at their referral process in relation to the state process and how they move referrals forward.

Region 7W: They learned that they cannot subgrant with their funds; they must contract. They appreciated the Centers of Excellence (CoE) website and the message that HMG is a system and not a service. The distinction between pre- and post-referral responsibilities was helpful. They will be taking back distinctions around HMG and draft of goals to their next IEIC meeting, FAP information and taking funding responsibility off of the IEICs.

Old Business

Amended Agenda Items

Roxanne Botz motioned to revise the agenda and seconded from Joy Birr to view the TED Talks Video on Simon Sinek and get an update from Shawn Holmes (Minnesota Department of Health) on the FAP.

ICC members viewed the Simon Sinek video:

Shawn Holmes from the Minnesota Department of Health (MDH) reviewed her role and discussed FAP related to the IEIC restructure. Eighty out of 87 counties have screening, outreach to parents and anticipatory guidance. The other counties have a Family Home Visiting (FHV) program. Funding of the FAP is not consistent statewide. The Minnesota Department of Education (MDE) and MDH will have discussions around funding FAP activities at the state level. County and local FAP data is more accurate than state level data.

Andrea shared a concern that families who have signed up for FAP through some metro counties are not getting the screening worksheets.

Action: MDE and MDH staff will have discussions related to funding FAP activities at the state level and will report back to the ICC in January.

Guiding Principles

Nancy Jost moved to approve the guiding principles. Dr. James Moore seconded. Nancy had some grammar changes. Motion carried.

Action: Revisions and corrections to the guiding principles will be sent to Judy.

Operating Procedures Task Force Update

Group has not met yet. ICC members shared ideas for the Operating Procedures: Are members allowed to send alternates and do the alternates have voting rights to help establish a quorum? If alternates are sent, they should be fully informed by the ICC member to participate in voting. Honor your appointment to the ICC and attend as regularly as possible. Members participating via conference call are allowed to vote.

Action: If members will be sending an alternate to the ICC meetings, it is the member’s responsibility to ensure that the alternate is fully aware of the issues to cast a vote that reflects the position of the ICC member.

Communication Committee Updates (information sharing protocol)

This committee has not met but they will make it a priority to meet before the January meeting.

Action: Communications committee will meet between now and the beginning of January and provide updates at the January ICC meeting.

Old Business

Work Plan Update: The ICC voted on a work plan at the last meeting – items were included in the minutes.

Operating Procedures workgroup: Formalized a communication process and they will continue to work on that.

Alignment of Part C regulations: Update to be provided during MDE updates.

Funding issues: Nothing is known yet so no work has been done as of today’s meeting.

IEIC evaluation: Updates are later in the agenda.

Workforce shortages: MDE is working with state directors of Early Childhood Special Education (ECSE) to conduct an in-depth analysis of future shortages and bring in key stakeholders to assist with addressing the pending shortage. Representatives from higher education, ECSE directors, and ICC members will do initial data analysis with federal expertise.

Communication on ICC member activities around state: Updates could come during the member update time on agenda; include as an ongoing agenda item.

New Business

MDE Updates

Centers of Excellence update: Kara showed the handout with current CoE initiatives, the regional map and the Professional Development Facilitators. She also updated the group on the Service Coordination Initiative and training modules. The modules are not available yet but the targeted release date is January 2013. A process is in place to get feedback from the field and the modules will continue to be revised based on that feedback. Video self-modeling is the other new CoE project. There is a new Centers of Excellence website.

ECSE team responsibilities:

Kelly Monson (HMG Coordinator) is responsible for public awareness and outreach and will work directly with the IEICs.

Kara Tempel (Part C Coordinator) will focus on overall state system, including the Part C application, higher level state work and working with other state agencies on their initiatives to ensure coordination and comprehensive services statewide.

Michelle Dockter (Part C Implementation Specialist) supports local programs to deliver high-quality services; local implementation.

Carol Maliszewski will be responsible for implementing TACSEI and expanding pyramid models for tiered intervention. She is the former Part B 619 Coordinator for the state of Wyoming.

Shivani Pandit is in charge of the statewide system of personnel development and coordinates the Centers of Excellence.

Lisa Backer is now officially the supervisor of the ECSE team and will be hiring a Part B 619 implementation specialist, similar to Michelle Dockter’s Part C position.

There is an Interagency Agreement in place with MDH for many of Shawn’s activities and MDE is in the process of finalizing a formal agreement with the Minnesota Department of Human Services (DHS). Genie Potosky is the state-level contact at DHS.

State Performance Plan (SPP)/Annual Performance Report (APR): Lisa reported that work continues; the ICC will look at the SPP/APR in January. Some indicators have been combined or eliminated at the federal level. Minnesota met child find targets for children birth to age 1 and birth to age 2. She will draft a version in late December or early January for submission in February.

Nancy Jost asked if children living on the Indian Reservations are included in all of our data, budgets and child find. Some tribes get their own Part C allocation and some are part of local school districts. Tribal schools do not report to the state system and get their own funding. A tribal representative is a required member of the ICC. MDE will ask Karen Cadigan if she can recruit from White Earth. Nancy Jost will also ask and see if she can find someone from White Earth.

Part C application: received funding as of July 1. The current Part C application is in conditional approval status. Started process to make changes to statute and develop new policies to get a fully approved application. Policies and procedures need to be in place by June 30, 2013. Need to obtain rule-making authority for some of the necessary changes. We have a commitment from the Office of Special Education Programs (OSEP) that the Part C dollars will continue to flow even if there are delays in policies due to the rule-making authority process. System of payment and informed clinical opinion are examples of two needed changes.

Can ‘Side A’ of the Family Outcomes Survey (FOS) be used as a tool for the family-directed assessment? MDE does not require one particular tool but is one suggestion to districts. The survey is available on the MDE website and is translated into 13 different languages.

The group discussed the issue of families knowing their rights. MDE is working on trend data. The ICC can advise and look at data and engage in discussion around that issue. Parental Rights document could be more family-friendly.

Action: Lisa Backer will bring an updated organizational chart and a video she put together to the next ICC meeting.

ICC Member Updates:

Karen Adamson: Second round of Minnesota Infant and Early Childhood Home Visiting (MIECHV) grants have been announced by MDH. There are a couple of different projects in Hennepin County and they are working on coordinating with ECSE and early identification of developmental delay.

Lisa Backer: Bobbie Burnham has been named as the Deputy Director of the Office of Early Learning. Karen Cadigan retains her role as director and will focus on cross-departmental work. Bobbie will focus on internal infrastructure.

Shawn Holmes (on behalf of Barb Dalbec): MDH blood lead program taking a federal funding hit and has been put into broader healthy homes initiative. If funding goes away, there will not be a mechanism to support kids and families with high blood lead levels. Shawn asked the group to spread the message that this might be in jeopardy.

Dr. James Moore: HMG clarification was new information to him. He is looking for ways to share this with folks on the ground.

Cathy Nelson-Messer: Head Start is part of a seed community for scholarship program. Scholarships are targeting kids on the waiting list who are at 101-130 percent of poverty (not income eligible). The Technical Assistance Center on Social Emotional Intervention (TACSEI) initiative is on the forefront with Head Start, lots of training and building of system and working together with districts and mental health. Heartland just started their Early Head Start program. They are working with the Nurse Family Partnership (NFP) so they are not competing for the same families.

Judy Swett: PACER has an early childhood transition guidebook. Children’s Cabinet put together a prenatal to age 3 planning committee; she will have an update in January 2013.

Jessica Mattson: Thanked the ICC for sending her to the Office of Special Education Policy (OSEP) conference in Washington D.C. Thankful for what we have in Minnesota compared to other states. She stated that she feels Minnesota has better aligned inclusive environments for families. The parent center luncheon hosted by PACER was very inspiring and so happy to have PACER in her backyard. She discussed the Early Intervention Family Alliance (EIFA). Families involved in their ICCs or receiving services. Many ICCs hold membership in EIFA. Involved in reauthorization and have seat at table and have website. This group also assisted in planning ICC preconference day.

Roxanne Botz: Thinking about what to do in field of social services. Approach has been to look at prevention and maybe about educating people in her own area. She discussed Family Support Teams and their role in the system. Bringing in trainers around the Diagnostic Classification of Mental Health and Developmental Disorders of Infancy and Early Childhood, Revised (DC:0-3R). Catherine Wright has a list of Early Childhood Mental Health Providers. Contact her at for the list.

Nancy Jost: Participates in the FHV planning group. She is also on the Parent Aware advisory committee (quality system for child care, head start, and school readiness). “Mini Minds” campaign as part of Start Early funders to introduce legislation to increase access to early childhood programs for three- and four-year-olds. Early Learning Council decided on subcommittees (rural and special populations). She keeps asking what their agenda is for ECSE.

Maya Nishikawa: Northwest Metro Hennepin County service center is open. Willow Lane ECSE and early childhood education are right across street. The service center is on the bus line and very accessible.

Joy Birr: Shared how helpful the TACSEI resources are to her. She does not get as many questions from teachers due to these resources.

Tim Finn: Discussed growing pains in his IEIC and communication. He shared about his trip to Haiti last July. From social service/education perspective we are very blessed with what we have. We have a lot of work to do but you see something like that and you realize how blessed we are.

Genie Potosky: She is the policy person for services that are covered through Medicaid. She just completed statewide trainings for school districts. Medicaid claims for children birth to three are lower than any other age groups. Explained to districts how those services can be covered. Also sits on a Brain Injury committee, which makes recommendations to DHS on brain injury. Working on getting brain injury questions included in screening tools. Minneapolis Parents in Community Action (PICA) Head Start and the Northside Achievement Zone are working on screening done by age 3. She is also the policy staff for immunizations, Individual Education Program (IEP) services and child welfare targeted case management.

Early Learning Challenge grant updates: Online Screening Coordinator, Assessment Coordinator and Child Care Health Consultant were hired at the state agencies and 12 projects are moving forward.

Early Learning Council update: None.

Michelle Willert sits on the Minnesota State Interagency Committee (MnSIC).

Management Analysis and Development (MAD) - IEIC Evaluation

Renee Raduenz and Kirby Pitman from MAD attended the meeting and provided an overview of the process of the report and walked ICC members through the findings.

What was going on prior with communication between IEICs? They were in “maintain mode”, not start-up mode. Communication may feel more attainable with 12 rather than 95 IEICs. Having something the same across state will brand it and make it easier. Did the Minneapolis intake structure change prior to the restructure? IEICs are physically too large, especially to get parent involvement. Also see size as strength at times. Was there a difference between membership and participation? We may have the members but that does not necessarily mean they are participating. Still a degree of confusion around child find for IEICs and school districts.

ICC members participated in a “Traveling Brain Storm” and discussion to provide additional recommendations. MAD will gather info and provide in final report.

Lisa shared what is already in place:

· Communication protocols will be developed for each IEIC.
· We are firming up state staff to support the IEIC.
· New items have been added to toolkit, but could still use more.
· Single “go to” person now for IEIC. New role of Help Me Grow Coordinator.

Tim Finn suggested that we determine what we want to measure two years from now for the summative evaluation. He motioned that a subgroup be formed to identify the data set for the three year evaluation. Jessica Mattson seconded the motion. Charge of the work group:

· Fiscal accountability
· Increased child find

Kara showed the HMG tool kit. Judy said some of the local print shops may give a deal to the IEICs since they are non-profits. Shawn explained a new one-page document for medical providers, which is in the toolkit.

Jessica motioned to recommend that MDE continue to provide ongoing technical assistance based on the draft MAD summary evaluation to regional IEICs. Roxanne Botz seconded motion. Motion carried.

Judy asked the group if there were any glaring recommendations that the ICC would like to make in regards to what we have heard from this report.

· Communication
· Location for the January 3, 2013 meeting-move it to greater Minnesota.
· “Piggyback” the ICC meeting to IEIC meetings or other larger regional events.
· Andrea expressed concern about moving meeting.

The committee recommended that MDE move forward on communication mechanism for IEIC regions by the January 3, 2013 meeting, such as a Google doc site, SharePoint, drop box. Cathy Nelson-Messer made a motion for MDE to look at communication vehicle for Regional IEIC’s. MDE will report back to ICC in January. Seconded by Jessica Mattson. Motion carried.

Karen made a motion to not meet in Roseville in April for next ICC meeting. Jessica Mattson seconded. Motion carried.

Action: Kara will send out link to the Help Me Grow toolkit to ICC members.

Action: Kara will look at the possibility of moving the April ICC meeting to greater Minnesota.

Action: MDE to explore communication mechanisms for the IEICs and will report on progress in January.

Wrap up/Adjourn

Shawn thinks ICC should make statement on Region 11 splitting. Need to acknowledge the comments on the boundaries. This discussion will be added to the agenda for the January meeting.

Adjournment: Motion made to adjourn the meeting. This motion was seconded and carried. Next Meeting: January 3, 2013 at MDE, Conference Center B, Rooms 17 and 18.