Interagency Coordinating Council (ICC)

Governor’s Interagency Coordinating Council (ICC) Meeting Minutes July 18, 2013


Members: Roxanne Botz, Judy Swett, Nancy Jost, Jessica Mattson, Mary Ann Marchel, Brad Kelly (for Sen. Torres Ray), Michelle Willert, Andrea Bejarano-Robinson, Jill Johnson (for Genie Potosky), Dr. James Moore, Karen Adamson, Lisa Backer, Tim Finn, Maya Nishikawa, Barb Dalbec

Staff: Kelly Monson, Kara Hall, Jenny Moses,

Guests: Melvin Carter III, Rick Heller, Meredith Martinez, Janelle Schilman, Kathy McKay

Agenda approval: Mary Ann Marchel moved and Karen Adamson seconded.

April minutes approval: Dr. James Moore made a motion to approve and Jessica Mattson seconded.

Online Screening Initiative

Meredith Martinez reviewed goals and the fact that this would be another point of access for screening but not replacing other methods. Early Childhood screeners, Early Childhood Special Education (ECSE), Head Start (HS), Early Head Start (EHS), primary care, local public health, child welfare, mental health providers (adult and child) are included as part of a one year pilot.

They are in an exploration stage and they hope to do an evaluation. Anticipating 10-12 pilot sites with representation across programs; metro and rural are represented. They are targeting transformation zones due to Race to the Top-Early Learning Challenge Grant (RTT-ELC). They are looking at Brookes and Patient Tools for the possible publishing companies for the Ages and Stages Questionnaire-3 (ASQ-3) and the Ages and Stages Questionnaire: Social Emotional (ASQ:SE) screening tools.

Developmental screening task force is advising this work. Data is housed in a data warehouse of the publishers. We will be checking if our laws match with the evaluations of security for online application. It will be password protected. A data management system comes with Brookes and Patient Tools to print reports at sites--child specific data, overall program data and aggregate data. The system can limit who can view/share the data. The system includes tracking and referral reminders for screeners. Could the system integrate with current data systems of pilots? There are two major costs associated with this - monthly or annual subscription fee then per screening cost. Part of the pilot is to determine cost effectiveness. It is about 50 cents per screening per child but the annual cost varies between Brookes and Patient Tools. $850 per year and several programs can be pulled in under that. Meredith is open to feedback from the ICC. Her email address is

Andrea Bejarano-Robinson stated that the data safety measures should be shared with families. She also asked about the cost to districts.

What about primary care follow-up after a screening has been completed? There will be state-level assurances and follow-up as well as community level policies for follow-up for children who have been screened and where there is a concern.

National Help Me Grow

Meredith Martinez discussed this model of information, assistance and referral and reviewed the components.

Four major components:

· Outreach, including a community outreach component
· Centralized telephone access point
· Data collection and analysis piece
· Quality improvement piece

Minnesota is exploring this model and moving forward would require a collaborative effort between the Office of Early Learning (OEL) partners as well as local community stakeholders. More information can be found at the National Help Me Grow website.

MDE asked for the ICC to consider endorsing the continued exploration of the National Help Me Grow model. Mary Ann Marchel made a motion to consider exploring the National Help Me Grow model. Nancy Jost seconded endorsed moving forward.

Action: Judy Swett will write a letter of support on behalf of the ICC.

Contact Meredith Martinez for more information at

Introduction of Melvin Carter III, Director of the Office of Early Learning

Melvin asked for concerns/suggestions:

· Closer partnership with the Early Learning Council (ELC) would be concern
· There was a suggestion to cross workgroups. There are good opportunities to work together.

The official designee for Karen Cadigan’s replacement as the Minnesota Department of Education (MDE) representative is still to be determined.

Public Comment

Region 3 Interagency Early Intervention Committee (IEIC): They submitted their work plan but stated that it was a lot of work and would recommend having a shorter version next year.

Mr. Rich Heller: Would like accessibility issues to be strongly considered, especially at MDE and how we teach children to read (referenced Read Well by Third Grade initiative).

Parent Aware

Jenny Moses (MDE) shared information on the Parent Aware project and its relationship to Early Childhood Special Education programs. Contact Jenny at for more information.

A concern was shared about assuming ratings of providers when they partner with district programs. Lisa Backer responded that the first priority is to get ECSE programs rated and stated that there is a lot yet to be determined with scholarships.

Old Business

Part C Grant Award

MDE received conditional approval of the Part C Grant application pending rule making and approval of some policies and procedures. With the sequestration cuts the total annual grant award is approximately $6.8 million dollars, which represents a five percent reduction. These cuts will be distributed across all entities receiving federal Part C funds.

MDE received rule making authority from the legislature this session. There will be two public hearings held with the possibility of holding one during the October ICC meeting.

Legislative updates

· The legislature appropriated $23 million each year for two years for scholarships.
· Passed all day, every day kindergarten.
· Homeless language related to Part C eligibility did not move forward due to very high fiscal note.

Lisa Backer provided information on changes to special education funding.

New Business

Elect Chair/Co-chair for 2013-2014:

This is typically done in accordance with the state fiscal year. The executive committee suggested that the ICC hold the elections in July with the new officers to begin serving in their roles as of the October meeting. If this change is made, the by-laws need to be changed from the current wording that states the new officers take over immediately. Nancy Jost made a motion to suspend bylaws for this year and Roxanne Botz seconded. Motion passed.

Nancy Jost nominated Judy Swett to be nominated as chair; Roxanne Botz seconded.

Andrea Bejarano-Robinson nominated herself as chair.

Members voted confidentially by paper.

Committee voted to have Judy Swett to be new chair

Co-Chair nomination:

Jessica Mattson spoke about possible conflict of interest due to her position at MDE. She left it up to the committee to decide if they felt she could continue as co-chair; nothing in state rules says that she cannot be the co-chair in her role as parent representative on the ICC even though she is employed by MDE.

Dr. James Moore nominated Jessica and Mary Ann Marchel seconded. Jessica will continue to serve as co-chair.

Child Welfare/Social Service Information System (SSIS) Updates:

Kara Hall Tempel and Kelly Monson shared some work that they have been doing with child welfare staff at the Minnesota Department of Human Services (DHS) around the SSIS case management system. In addition to the required referrals for children under the age of three who are the subject of a substantiated case of abuse or neglect, DHS is establishing a policy that states that all children who are screened in as a result of a child protection report will be referred to Part C through Help Me Grow (HMG). MDE supports this policy. HMG is open for anyone who has a concern about a child’s development to make a referral for Part C.

Features: There will be a “hard stop” for all substantiated cases so a social worker has to make the referral through HMG; they cannot exit the system until the referral has been made.

Kara and Kelly are working with DHS on training related to this change in policy. The state referral line and the local districts may see an increase in referrals as a result.

MDE has been charged by the legislature to write a report on children who are homeless and the relationship to Part C. Members discussed why the national HMG model will be important for Minnesota – there are many children who need services but for whom Part C may not be the appropriate service.

Dakota County developed grid of all of the different early childhood programs to help their social workers.

Region 11 Marketing Plan

Kathy McKay and Janell Schilman from Region 11 shared their recent child find and public awareness marketing campaign and materials.

Inspire Action framework

Lisa Backer shared a new quality framework that the ECSE team has been working on this summer. This framework is built heavily on implementation science. Implementation science is equal to quality improvement processes in health care – it would be great to see how components align.

Maya Nishikawa expressed concerns about districts having enough time to implement this; not that they do not want professional development, but caseloads are increasing.

Service Coordination - is it getting better with new training?

IEICs and Budgets

Kelly Monson shared that all plans were submitted by the IEICs by the July 30, 2013 deadline. This was a huge improvement over last year. In general, the goals and strategies for what is needed in the regions were thought out better. Contact Kelly Monson at if more information is desired.

Minnesota Department of Health (MDH) Update

Barb Dalbec updated the ICC that a new periodicity schedule has been finalized and that fact sheets are being revised.

There is declining enrollment in the Women, Infants and Children (WIC) program but they are not sure why, especially with medical assistance expansion. This is a nationwide issue.

They are still working on getting the Parent Advisory Committee going.

Follow Along Program (FAP)

Shawn distributed a handout on the history of the FAP and reviewed Part C funding of the FAP.

The message from MDH and MDE last fall at the IEIC workshop was that there was to be no more funding to the FAP from IEICs as of July 1, 2013.

Where we are now:

No new earmarked funding for FAP from MDH. The MDE interagency agreement has been reduced due to sequestration. The amount received will still go out to local public health and MDH will absorb cost of Shawn’s position.

MDH wants automatic referrals of at-risk kids to a local FAP program.

There is no data to verify that FAP was what helped a child succeed; it could be multiple programs. FAP is a tracking program not a “program” that will assist with child’s development.

MDH wants to make sure FAP has a home and they are applying for grants. They have applied for an Autism grant.

MDH will support Shawn’s position and the interagency money from MDE will flow through to local public health.

For October meeting data will be provided to the ICC so they can assist with the future decisions related to the FAP.

June ICC Retreat

This was tabled for the October ICC meeting due to lack of time.

Meeting adjourned at 3:00 p.m. The next meeting of the ICC is scheduled for Thursday, October 10, 2013 from 8:30 a.m. to 3:00 p.m.