When
April 14, 2020 @ 10:00 a.m.
Where
TELECONFERENCE
1-888-494-4032
Access Code: 8725035698
401 S. Clinton, 7th Floor, Secretary's Conference Room - Chicago
Present
Peter B. Neumer, Acting Inspector General; William J. Diggins, Interim Deputy Inspector General; Brian Dunn, Chairperson; Shirley Perez, Board Member; Megan Norlin, Board Member; Angela Hearts-Glass, Board Member; Pamela S. Oller, Administrative Assistant
Call to Order
The meeting was called to order at 11:06 a.m.
Approval of Meeting Minutes
- March 10, 2020, minutes reviewed
- Motion to approve the minutes - Shirley Perez
- Motion Seconded - Megan Norlin
- All in Favor with none opposed
- March 10, 2020, minutes Approved
Chairperson Brian Dunn clarified the board meeting minutes only need to be audio recorded if the board goes into a closed session. The board meeting minutes for open session meetings will not be audio recorded and the meeting minutes will serve as the record for open session meetings.
COVID-19 Impact and Policies (OIG Operations/DHS Facilities & Community Providers)
Acting Inspector General Neumer reported on the impact of the COVID19 pandemic on OIG/DHS operations.
- Effective mid-March DHS barred non-essential employees from agencies and facilities in order to slow the transmission of COVID19. OIG employees were deemed as non-essential in terms of agency/facility visitation and all employees are working remotely to the extent their technology allows them to do so. OIG is attempting to keep time spent at its regular work sites to an absolute minimum. If it is operationally necessary to report to the office, staff are practicing social distancing.
- OIG investigators are performing necessary investigation interviews via telephone. OIG has implemented the requirement that two investigators to be present during subject interviews.
- OIG offices are operating via telephone, email, and USPS mail.
- OIG continues to maintain the integrity and track the location of every file during this period of remote work.
- DHS/DD has implemented policies to follow during this period. As allegations arise regarding the failure to follow COVID19 safety precautions, OIG will likely look to these policies in order to determine whether a violation has occurred.
- Acting Inspector General Neumer receives weekly reports of assigned and completed cases for each bureau and investigator which allows the office to track productivity. With travel restrictions and working remotely there have been some indication that productivity is up overall.
- Possible long-term effect from the pandemic, could be that some positions may not be filled and/or not being able to move forward with newly developed positions.
- OIG has received complaints regarding COVID19 deaths and staff not receiving appropriate protection gear. OIG will become involved if an individual's health is being neglected as it pertains to the COVID19 directives. Issues that require immediate action will also be forwarded to DD/MH for their review and/or action on such allegations.
- OIG continues to express the importance to DHS/DD of keeping the office involved in all updates to the policies as it pertains to COVID19 to ensure all allegations are investigated in the appropriate manner.
- Executive Order for Disaster Declaration received on April 10, 2020, was reviewed and there was discussion of the impact on OIG's investigations and reporting to the healthcare worker registry. The OIG continues to review all allegations exactly as it did before COVID19 and the health and welfare of individuals remain OIG's utmost priority.
Complaint Intake Process Revisions
The suggested revisions from previous meeting were incorporated into the Intake complaint process and were reviewed. No further revisions were suggested.
The next step in implementing the new intake process:
- Send the revised policies to DHS DD/MH for their review and feedback
- Receive feedback from DD/MH
- Inform the Board of any possible suggestions made by DD/MH
- Pilot Program utilizing new process
There was discussion regarding response forms and follow-up by OIG to ensure agency/facility adhere by OIG's recommendations. Suggestion to revise the directive language re: the 5% sampling of responses. OIG will follow-up on the forms not received back from the agency/facility.
Agenda for Future Meetings
Chairperson Brian Dunn opened the floor for topics to be discussed at the next meeting. There were no suggestions. He stated that if the board has a topic to discuss at the next meeting to bring to his attention prior to the next scheduled meeting.
Other Business
The next scheduled board meeting is scheduled for May 12, 2020, at 11:00 a.m.
Adjournment
The meeting adjourned at 12:16 p.m.
