Interagency Coordinating Council (ICC)

Governor’s Interagency Coordinating Council

April 18, 2013 Meeting Minutes

Present: Jill Johnson (Alternate for Genie Potosky), Karen Adamson, Karon Joyer, Dr. James Moore, Nancy Jost, Maya Nishikawa, Barb Dalbec, Cathy Nelson-Messer, Jessica Mattson, Karen Cadigan, Andrea Bejarano-Robinson, Judy Swett, Michelle Willert

Unable to Attend: Tim Finn, Joy Birr, Roxanne Botz, Mary Ann Marchel, Sen. Terri Bonoff, Rep. Susan Allen

Staff: Kara Hall Tempel, Lisa Backer, Kelly Monson, Jenny Moses

Public Members: Becky Tennis-Hanson, Renie Arndt, Carol Cheslak, Becky Crane

Welcome and Goals for the Meeting

Judy Swett called the meeting to order at 8:35 a.m. Nancy Jost moved to approve agenda. The motion was seconded by Andrea Robinson and carried by the Interagency Coordinating Council (ICC)

Minutes of the January meeting

Lisa Backer moved to approve the minutes of the January meeting of the ICC. The motion was seconded by Maya Nishikawa and carried by the committee.

Public Comment Period

Becky Tennis-Hanson – Region 10 has purchased promotional items and disseminated them to their local partners. They have started tracking referral sources. Follow through on Interagency Early Intervention Committee (IEIC) tasks is difficult and they have started considering hiring a very part-time person to assist with their work.

Carol Cheslak (via phone) – Region 3 child find and public awareness efforts are moving along with billboards, public service announcements and bathroom stall advertisements. They also held a provider day. Child find committee ran an ad for the Week of the Young Child. There are resource fairs coming up and they are working on tracking data.

Old Business

IEIC Restructuring Evaluation Status Update

The Minnesota Department of Education (MDE) is still waiting to receive fiscal information and has run into logistical roadblocks. Discussed challenges of pulling detail out of the SERVS fiscal system - the financial detail is not part of the SERVS system. The fiscal hosts have discretion on how they code things and the detailed data is generally maintained at the local level. We are dealing with a state system. Discussed the value in following up with original 96 IEICs’ fiscal data to do a comparison. It is possible to do but it will be very time intensive. The evaluator is waiting for our feedback to move forward.

We are only able to get general budget information. Both the Special Education Administrative Units (SEAUs) and IEICs are operating under intergovernmental agreements so there are no “grant managers”. Both the SEAU and IEIC budgets go through the SERVS system.

Region 10 IEIC representative commented that the current structure is so different from before that she is not sure if that would be helpful information now. People are still asking about past activities and it might not be helpful to bring up again. Region 3 stated that they are ready to move forward and that following up on the old fiscal data is not necessary. Region 11 thought it might bring up old wounds.

Karen Adamson brought up the Follow Along Program (FAP) and stated that it would be helpful if the IEICs could continue to get money for FAP.

Maya Nishikawa asked if there can be a reference to expenditures used in the past so it is documented in report. MDE stated that we can do that.

Family support activities were a significant previous expense and those types of activities are still critical, but the funding for those activities needs to come from the SEAU allocation and needs to be part of an individual child’s Individualized Family Service Plan (IFSP)/Individual Education Program (IEP).

Nancy Jost made a motion that pursuing the level of analysis in the original plan is not a good use of resources and we need to move forward to assure we are capturing the level of detail to make sure we are using funds in appropriate way. Cathy Nelson-Messer seconded motion and the motion was carried by the ICC.

Jessica Mattson made a motion to look at the current fiscal landscape to see if the appropriate amount is going to the local level, if it is working, and to review the current formula to see if it is appropriate. The motion also requested more budget detail to be included within the IEIC’s work plans.

Cathy Nelson-Messer made a motion for MDE to require the IEICs to include a higher level of specificity regarding their budgets in their work plan to increase fiscal accountability. Jessica Mattson seconded the motion and it was carried by the committee.

Action: Kelly Monson will require IEICs to submit a budget directly to her with their work plan, in addition to entering the budgets into the SERVS system.

A motion was also made to request MDE to consider revising its forms to better track spending starting July 1, 2013 and report back to the ICC.

Kelly Monson could pull out last year’s budgets to review. The ICC requested more budget detail.

Action: MDE will review restructuring documents to determine if we were to review the funding allocation to IEICs and SEAUs at the one-year and three-year post-restructuring point.

Cathy Nelson-Messer made a motion for MDE to look at the allocations and funding formula for Part C dollars at the three-year post-restructure point as a part of the summative evaluation. Jessica Mattson seconded the motion and it was carried by the committee.

The statements of assurances are one way that MDE ensures that IEIC and SEAU funds are being spent appropriately. There is also a fiscal audit of the IEICs.

Operating Procedures Task Force Update

Lisa Backer informed the group that the recommended changes from the previous meeting were made.

Action: Kara Hall Tempel will make sure that this is sent out to the committee.

Communication Committee Updates (information sharing protocol)

Jessica Mattson shared some handouts from the work of the Communication Committee. Shared their process and how they arrived at the final product (e.g., what to include and how to disseminate it).

A comment was made that legislators typically give update on legislation. However, the ICC meeting has not had good representation from our appointed house and senate members. In the past (15 years ago), the ICC had a legislative committee.

Action: Andrea Robinson volunteered to take the lead on reestablishing a legislative committee.

Lisa Backer presented the idea of having a “Rapid Response Committee” to respond to and share any pressing issues that come up around federal and state legislation.

Kelly Monson shared that it is a requirement that all IEICs have a communication goal on their work plan.

Dr. James Moore reported that pediatricians continue to miss the previous IEIC structure; concerns are local. He also stated that homelessness is an issue that will need to be addressed.

SPP/APR Update

There will be an opportunity for public comment on the new SPP/APR template.

Action: MDE will share this with the ICC membership to then also disseminate to constituency.

The federal government posted the new State Performance Plan (SPP)/Annual Performance Report (APR) package on April 15, 2013 with a 60-day comment period on the state plan. The federal government is proposing how states can make improvement. They are asking for a comprehensive plan for state and local improvement. Lisa Backer stated that this is a more integrated way to look at this.

Action: Judy will send out a side by side version of the document because the document does not have to be Americans with Disabilities Act (ADA) compliant coming from PACER. MDE cannot make this document ADA compliant.

ICC Meeting Location and future dates (technology)

The group reviewed past discussions on holding the ICC meetings around the state. Logistically it would be a challenge and we can use technology to help facilitate engagement. Cost of transportation to remote locations would increase. Fewer people travel in rather than travel out. The Early Learning Council has traveled to see a local program as part of meeting.

Advantages and disadvantages of traveling to greater Minnesota were discussed.

The next meeting of the ICC is scheduled for July 18, 2013 at MDE, so we need to arrive at a decision for future meetings.

Cathy Nelson-Messer shared that the Executive Committee was making a motion to not go to greater Minnesota for our meetings through June 30, 2014 but then reevaluate the feasibility at that point. Dr. Moore seconded the motion of the Executive Committee. The motion passed.

A suggestion was made that ICC funds be used to support getting others (i.e., speakers, guests) to the meetings. The IEICs can use their funds to travel to meetings and they build this into their budgets.

The next meetings are scheduled for July 18, 2013; October 10, 2013; January 9, 2014; April 10, 2014; and July 10, 2014.

New Business

Retreat

The members discussed possible topics for this summer’s retreat. Focus on knowledge building, serving homeless, mental health (including parent’s mental health), Adverse Childhood Experiences Survey (ACES) data discussion, etc. If anyone has any other ideas to be considered, please let Kara know. The retreat should be limited to two main topics to make the best use of our time.

Action: Kara will send out a Doodle or Meeting Wizard to determine the best date.

Legislative Updates:

Nothing has been finalized yet. Homeless legislation was introduced but it is not in the governor’s bill and it did not get submitted into either Omnibus bill. Not clear if automatic eligibility is correct place. The broader question is how can the education system do a better job serving homeless children and their families? There is a legislative proposal for Visible Child work group to continue to work on this.

There is significant new money to support access and quality in both the house and senate. $50 million each year in senate budget and the house bill contains a bigger dollar amount. It is in the governor’s budget too.

Early Childhood Family Education (ECFE) and School Readiness - nothing was cut but there is a change in Early Childhood Special Education (ECSE) general education revenue funding. Cost of special education cost sharing. Two million dollars for Head Start to offset sequestration.

There is significant money in the President’s federal budget for Early Childhood – the federal cigarette tax would pay for this.

There are proposed changes in all day kindergarten per pupil rate with rate differences in the governor, senate and house bills.

The ICC made a motion to recommend to the commissioner that the Director of the Office of Early Learning position be filled immediately. Andrea seconded. Update: Melvin Carter was named the new director of the Office of Early Learning and his full time start date is July 15, 2013. His attendance at the July ICC meeting will be requested.

A motion was made and seconded to approve the ICC operating procedures.

Sequestration

Five percent cut for next fiscal year but President restores that the following year. Head Start is hardest hit with a potential 200 staff/$600 million dollar reduction across the state.

OSEP Leadership conference

The annual Individuals with Disabilities Education Act (IDEA)/Office of Special Education Programs (OSEP) Leadership Conference is at the end of July. One representative from Part C, one from Part B 619 and one from the ICC from each state typically attend. Last year, the ICC voted to send the co-chair. Judy attends but representing her other role. Dr. Moore made a motion to send the co-chair and to have the expenses paid for through Federal Part C dollars. Cathy Nelson-Messer seconded. Motion carried. MDE will process the paperwork to send the ICC co-chair to the IDEA Leadership Conference in Washington D.C. from July 27, 2013 through July 31, 2013.

ICC Member Updates

Andrea Bejarano Robinson shared that she presented a poster session at the Minnesota Association for Children’s Mental Health Conference (MACMH), titled, “Ask an Advocate”.

Barb Dalbec shared that the Legislative Autism Task Force finished their statewide autism plan and they are now looking at implementation. The plan can be found on the Minnesota Department of Health (MDH) website.

MDE Updates

Karen Cadigan will be leaving her position as the Director of Office of Early Learning. May 20, 2013 is her last day.

The Part C Federal Grant Application has been submitted. There will need to be public hearings for the new policies and procedures that were required to come into compliance with the new Federal Regulations. This could be in a webcast format or virtual town hall meetings. More information is yet to come. Minnesota is seeking conditional approval of the Part C grant application as we await Rule Making authority from the Legislature.

Part C Central Directory

A Central Directory of resources is required per our Part C Grant award. MDH had developed a very nice one several years back and that one is being updated and revised, as well as being made accessible. Kara will maintain the directory and it should be viewed as a fluid document. Goal is to make it as family friendly as possible and to make sure it gets to service providers as well. It will be on the web and downloadable.

Spring Forum

MDE discussed the upcoming ECSE Leadership spring forum.

Early Childhood Framework Partnership

OSEP identified a new technical assistance provider entity, the Early Childhood Technical Assistance (ECTA) Center (formerly the National Early Childhood Technical Assistance Center (NECTAC)). ECTA asked for states to apply to work with them to develop a new Early Childhood Framework and Minnesota was selected as one of the six states to help inform the national system.

Enhance

The Early Childhood Outcomes Center and SRI International are validating Child Outcome Summary Form data, which is the data source that we use to measure our Part C and Part B outcomes. Lisa Backer reported that things are looking very positive.

Service Coordination Training

The Modules have been posted and anecdotal feedback received so far has been very positive.

There is legislation to develop a task force to look at special education case loads. We need to make sure a member of the ICC is on that Task Force.

IEICs

Kelly Monson gave an update of the IEICs activities and child find efforts.

Centers of Excellence

MDE is in the process of evaluating the current structure to look at where they are effective and where to make changes.

Parent Aware

ECSE will be a part of the rating system and will be able to accept scholarships. More information will be provided in the future. There are a lot of questions not yet answered related to the scholarships and a lot is pending legislation.

Prenatal to Three Presentation

Megan Waltz from Maternal and Child Health at MDH shared information on the state’s Prenatal to Three plan. The focus of this effort is a strategic plan and policy recommendations.

Now the focus is starting to turn towards the birth to three population. Regional teams associated with the Minnesota Initiative Foundations (MIFs), which are cross disciplinary, are being assembled to bring a geographic perspective. There is a kickoff event scheduled for June 3, 2013 – Building Power for Babies. Laura Porter and Terri Rose will be speakers. Regional teams will break out for discussions around what their recommendations are. State agency staff will also attend this event. MDH received a technical assistance grant for Zero to Three to assist with prioritizing policy recommendations.

MDH Updates

Follow Along Program

Shawn Holmes shared the memo that went out to IEICs regarding their obligation related to Follow Along activities. MDH is looking at hiring a full time staff member to coordinate the Follow Along Program and will putting dollars forward to support the program as well.

Family Home Visiting

Sequestration will affect the program but there may be some carry-over funds.

Action: Kara to send out the task force report.

Health insurance exchange

There are opportunities for parents to have input.

Early Childhood Comprehensive Systems Grant

MDH is currently applying for this grant and the focus will be on developmental screening. If they receive the grant, they will most likely hire a position to coordinate the activities.

Early Learning Council (ELC)

Debbie Hewitt shared information about the ELC with the committee. There is an accountability subcommittee of the ELC and they are conducting a cross walk between different plans that have indicators of success and developing some dashboards. There is an Education Brief for policy and business leaders. Debbie will send it to Kara and send out. There is a focus on rural and special populations: the ELC sent out a survey and developed a contact list based on the governor’s economic development regions. There is currently no Early Childhood Special Education representative identified on the ELC.

Adjournment: Adjourned at 2:00 p.m.

Next Meeting: July 18, 2013 8:30 a.m. to 2:30 p.m.