February 16, 2018 Redeploy Illinois Oversight Board Meeting

Audience

Redeploy Illinois Oversight Board Members and Staff. The public is welcome to attend.

Date/Time

February 16, 2018
9:30am to 11:30am

Location

This meeting will be conducted via video conference with Chicago & Springfield Locations as follows:

Chicago: 401 South Clinton Building, 7th Floor Executive Video Conference Room
Springfield: 100 S Grand Avenue East, 3rd Floor Executive Video Conference Room
888-494-4032 Code: 5329547331#

Agenda

Call to order
Roll call
Approval of Minutes
November 17, 2017 meeting
Approval of CY2018 RIOB meeting schedule
RIOB Planning Meeting
RIOB Contact Information
Ohio Assessment Discussion
FY18 Fiscal Update
1. FY18 Redeploy expenditures and commitments/number served to date
2. FY18 ICOY expenditures to date and Redeploy Focused update
FY18 site updates
1. Intensive Site Visits
Schedule
Volunteers
Peoria summary
1. DMC Action Plan update
2. 13th Circuit program change
3. All sites meetings
Redeploy Guidebook Update
Data Work Group Update
Redeploy Planning Grant status update
RIOB Member Travel Reimbursement
Next Full Board Meeting
Friday, April 20, 2018. An executive staff meeting may be held Friday, March 16, 2018, if deemed necessary.
Adjourn

Minutes

Call to Order
The meeting was called to order at 9:31a.m.
Roll Call
Karrie Rueter, George Timberlake, Rick Velasquez, Anne Studzinski, Janet Ahern, Peter Parry, Tracy Senica, Tim Snowden, Mary Reynolds, Samantha Gaddy from DJJ representing Heidi Mueller, and MaryAnn Dyer from ICJIA representing John Maki. Staff and Guests: Rich Adkins, Erica Hughes, Kristen Marshall, Steve Sawyer, John Payne, Lindsay LaPointe, Amanda McMillen, Olivia Wilks, and Danielle Kindle.
Approval of Minutes
The Board discussed the minutes from the November 17, 2017 board meeting.
Motion: Rick Velasquez motioned to approve the minutes from the November 17, 2017 board meeting. Anne Studzinski seconded the motion.
Decision: The Board approved the minutes from the November 17, 2017 board meeting.
Approval of CY2018 RIOB Meeting Schedule
Staff circulated a document summarizing the 2018 RIOB full Board and Executive Committee meeting schedules. Karrie Rueter reported that the schedule was designed to be consistent with past years, though the meeting time was previously adjusted from afternoon to morning, she believes that any significant holidays have been avoided.
Motion: Mary Reynolds motioned to approve the 2018 RIOB full Board and Executive Committee meeting schedules. Anne Studzinski seconded the motion.
Decision: The Board approved the 2018 RIOB full Board and Executive Committee meeting schedules.
RIOB Planning Meeting
The Board discussed the possibility of an RIOB planning meeting for 2018. Karrie Rueter asked the Board if a planning meeting was necessary this year or if it should be postponed until next year. The group agreed to include a planning meeting for 2018.
The Board agreed to schedule the RIOB planning meeting in June around the June 15th Board meeting, with July as a backup plan. Karrie Rueter asked the Board to tentatively mark their calendars for the day or two before the June 15th board meeting. She stated that the meeting will likely occur in Oakbrook, Illinois.
RIOB Contact Information
A document containing the contact information for RIOB members was circulated. Staff reported that the contact information is mostly correct and that Anne Studzinski's contact information has been updated. Anne Studzinski reported that Larry Small, the DCFS representative, is no longer in this position. Janet Ahern stated that she will email the head of clinical practice to find a new contact.
Ohio Assessment Discussion
Karrie Rueter circulated a document summarizing the Ohio Youth Assessment System (OYAS) that will be the new assessment tool for probation replacing the YASI. Karrie Rueter introduced Rich Adkins, the Assistant Director of the Probation Services Division from the Administrative Office of Illinois Courts to speak more about this. Rich Adkins stated that probation has signed a contract and is training both adult and juvenile managers on the OYAS. They will be using a cooperative system of training on the new systems. Staff from the administrative office as well as managers from departments across the state will be trained. Rich Adkins stated that, in the past, it took three years to train on new assessment systems and the hope is to complete training on the OYAS in six months. AO expects to fully implement statewide by 7/1/18.
Rich Adkins discussed the structure and process of training. The trainers will be certified. Two classes of 30 have already been trained, and another 30 will be trained next week. From those groups, a dozen adult and a dozen juvenile staff will be selected to become trainers. Later this fiscal year, another dozen of each will again train as trainers. The hope is that this model will grow very quickly and accomplish the training and certification process within the six-month goal. There are more adult than juvenile staff, so the juvenile staff may complete training even sooner.
Rich Adkins discussed the tools within the new assessment system, which AO anticipates will be validated for Illinois in the future. There is a risk assessment similar to the LSI-R. For adults, there is a risk assessment, a pre-screen, and a pre-trial risk assessment. In the juvenile system, there is a risk assessment, pre-screen, and detention screening instrument. There is also an automated system. The system was designed for the state of Ohio as a complete system, and thus includes screening for prison and reentry systems for adults and juveniles. Officers will also be trained to look at outcomes. This will be a complete system to look at both the adult and juvenile systems with both county and state access to data. In the future, the plan is also to evaluate the system and keep it up-to-date with trends within the populations. Currently the Ohio Assessment has not been tailored to Illinois. It is the exact tools implemented in Ohio.
One RIOB member commented that one of the measures pertains to detention decisions and asked if this is an attempt to have some uniformity with detention data. Rich Adkins stated that this would be ideal, and piloting may help with this. He added that a statewide screening instrument can help address the current variability with data. Rich Adkins discussed the cost of the OYAS. He stated that the LSI-R has a current contract with counties, which costs the state over $300K. The YASI costs over $100K. The entire OYAS system will cost no more than $100K, saving money for both the counties and the state as a whole.
Karrie Rueter discussed the impact of the OYAS for Redeploy Sites regarding the use of the YASI. The initial impact of the OYAS will be at the site level, having the greatest impact on those sites that have the arrangement where probation is the one that completes the initial YASI. The impact will be much less where the service provider organizations do initial YASIs. DHS has been flexible in allowing sites to do what works best for them as long as YASIs are entered into eCornerstone. She does not anticipate that this flexibility will change. The site process of entering data into the system is what may change. Depending on which Ohio assessments are done, there may be some sharing of information and other site-level decisions that could be made by providers. The YASI can be used through eCornerstone even when the AO/Probation YASI contracts end. Redeploy Sites have a contract requirement to conduct initial and closing YASI assessments and enter into eCornerstone - This will not change. The YASI will not be discontinued unless a decision is made by the Board.
Rich Adkins reported that the OYAS will be called the Illinois Juvenile Assessment System. He added that, outside of an order from the court, there should not be sharing of data in order to stay in accordance with the law. Karrie Rueter clarified that Redeploy service providers who receive information when youth are referred receive this because the youth is court-ordered into the program and the orders include appropriate language. One RIOB member recommended that this topic be included during the conversations at site visits.
Karrie Rueter reported that probation currently enters YASIs into Orbis system but that assessment is still entered into eCornerstone and may be a duplication of work. Going forward, what may be currently a duplication of work will become additional work for some sites. In terms of the cost, the statute does not allow DHS to pay for probation staff. What is not clear is which of the Ohio assessments will have been conducted by probation staff. Rich Adkins stated that the pre-screen will determine whether or not the full assessment is conducted. Karrie Rueter stated that should mean that Redeploy youth will have the full assessment.
An RIOB member asked if the assumption is that Redeploy will eventually transition to this system in order to remain consistent with probation. Karrie Rueter stated that the YASI assessment has been validated for our Illinois Juvenile Justice population and has a more detailed mental health section as well as measures for ACEs, which she is not certain are in the Ohio Assessment. Rich Adkins stated that this is correct, and the recommendation is to thus have separate measures. An RIOB member asked AO upon becoming very close to implementation, to set up some form of presentation for Redeploy providers, possibly electronically. Karrie Rueter stated ICOY could arrange this. Rich Adkins added that the University of Cincinnati is also willing to provide webinars.
One RIOB member asked if youth service providers are using the case management tool (Case Works) with the YASI. Karrie Rueter reported that DHS does not use this, as probation does. DHS does not dictate case management and intentionally allows a great amount of flexibility as long as the case plan is built off of the YASI. DHS expects that the results of other assessments are built into the case plan. The eCornerstone system is meant to capture the most important aspects from the case plan. Training involves teaching how to build case plans off of the YASI assessments. Rich Adkins added that OYAS has a case planning connection, which he believes is much easier to navigate than YASI Case Works case management tool.
Rich Adkins stated that the OYAS comes with a way to enter data into the system so that it is integrated with the case management system, avoiding the duplication of data entry. He stated that they are also developing a new data reporting structure that will come out of the case management system and fill in gaps to become more complete. This will go beyond aggregate data and allow for more extensive analyses and evaluations. Rich Adkins stated that he will send more information to DHS and that there will be more opportunities for further questions. Karrie Rueter stated that a DHS staff member has been in communication with the director at AO in order to have a new board member to replace Margie Groot, the previous AOIC representative.
FY18 Fiscal Update
1. FY18 Redeploy Expenditures and Commitments/Number Served to Date
  Staff circulated a single-page document detailing the updated FY18 Redeploy expenditures. Staff reminded the board that the expenditures are not due until the 15th of each month, which sometimes delays providing the most recent data for the meetings. An RIOB member stated that the monthly spend rate is significantly lower at some sites. Staff reported that part of the reason for this is because some sites were hesitant in the beginning following the previous year's budget impasse. Officially, as of February 1st, Winnebago County will have expenditures to report as they have hired staff and are building the Redeploy Program back up.
  Karrie Rueter reported that a State's Attorney from Effingham County expressed a need for Redeploy services, unaware that the program already exists in the 4th Circuit. She stated that they have not been serving youth for approximately one year due to a lack of funding and are now going through the process of repairing. Additionally, Winnebago County has been concerned with payments as well. Further, Staff recently learned that Winnebago County has an issue with the service provider not getting paid due to something at the county level and will look into this.
  An RIOB member asked if anyone is aware of the lawsuit between the state and the county board in Winnebago County. Rich Adkins stated that lawsuit is ongoing. There was an order from Judge Jacobson in the 15th circuit to make payments. The new chief judge must now determine whether or not to proceed with the lawsuit. The lawsuit is regarding bailiffs and the Supreme Court's order to remove shackles from juveniles going into court.
  Rich Adkins asked if there is a risk of funds becoming de-obligated if this trend of underspending continues. Karrie Rueter stated that she does not anticipate this occurring unless the funding is needed elsewhere. An RIOB member asked if this will have an effect on next year's appropriations. Karrie Rueter does not believe it will.
  Staff stated that the governor's budget was based on FY15 levels. Karrie Rueter stated the budget that passed for this year included several increases in youth services lines. The current proposed budget does not make cuts to actual FY18 authorized spending for youth services programs including Redeploy.
2. FY18 ICOY Expenditures and Redeploy Focused Update
  Karrie Rueter circulated two documents, one detailing ICOY's Redeploy expenditures and another: "Redeploy Focused Program Update."
  An RIOB member asked why ICOY has claimed 79% of the "Direct Admin" expenditures. Staff explained that they are reevaluating the allocation of those expenditures. ICOY does not anticipate going over, but will look at the larger agency budget in order to avoid exceeding that line item.
  An RIOB member asked how much money is in the focused budget. Karrie Rueter stated that this information can be found in the contractual line of the ICOY budget. She stated that some of it is also fused throughout other portions of the budget. This is a portion that can be reallocated for some other purpose given that we are halfway through the year and funds have not been sent. An RIOB member stated that, in the past, the RIOB created a March deadline for evaluating expenditures so that funds can be reallocated or a new purpose for those funds can be created. Karrie suggested flipping the full RIOB and Executive Committee meetings so that the Full Board can discuss. An RIOB member stated that this decision requires the authorization of the full Board. Judge Timberlake motioned to switch meetings. Anne seconded.
  Motion: Judge Timberlake motioned to swap the dates for the next scheduled RIOB full RIOB and Executive Committee meetings. Anne Studzinski seconded the motion.
  Decision: The RIOB approved the scheduling switch between the next full RIOB meeting and the next Executive Committee meeting.
FY18 site updates
1. Intensive Site Visits
  1. Schedule
  2. Volunteers
  3. Peoria summary
    A DHS staff member circulated a document detailing the three-year intensive site visit schedule and thanked the volunteers who have participated with these. She believes there is RIOB representation for all visits, except for the 20th Circuit (St. Clair County) visit on May 15th. If anyone is available to volunteer for the May 15th site visit in St. Clair County, please inform Kristen Marshall.
    A DHS staff member circulated a document and discussed the Peoria intensive site visit, which was held on January 26th, 2018. The DHS staff member stated that these site visits have been enlightening and that judges and public defenders are requesting evidence of success with the Redeploy Illinois program.
    An RIOB member stated that it is important the RIOB does things that are supportive of the juvenile judge. This will be included in one of the final recommendations. Another recommendation will be to examine how teachers are trained, in recognition of the school-to-prison pipeline. Peace conferences may be a school-based alternative to typical discipline. A DHS staff member added that the school discipline also impacts DMC due to a large population of black youth. She believes the judge has the perception that interventions are happening too late for Redeploy to help. An RIOB member asked how Peoria compares to McLean County. Another RIOB member stated that Peoria has a high amount of commitments while the Bloomington-Normal area has leveled off. Staff reported that at least 90% of youth sent to DJJ in Peoria are black.
    One RIOB member stated that the overcharging and responding too late that is occurring in Peoria is indicative that enough has not been done, which needs to be communicated to others in state government. This is being done in the 2nd Circuit with the violence prevention grant. An RIOB member asked what the CCBYS feedback has been regarding serving redeploy youth. A DHS staff member reported that feedback has been that they do not believe that they have the capacity to serve these youth because CCBYS is the 90-day program and that services provided are not as intensive as compared to Redeploy. Karrie Rueter stated that this is not a current analysis of the capacity of the CCBYS Program and that this was only feedback from one service provider and she believes that for a number of reasons Peoria is interested in finding additional service providers. Rick Velasquez agreed stated that CCBYS can and does have the capacity to serve these youth.
  4. DMC Action Plan update
    A DHS staff member stated that they are reading the DMC Action Plans. The 4th circuit and LaSalle County required extensions, while all others sent DMC plans by December 31st.
  5. 13th Circuit program change
    Karrie Rueter reported that LaSalle County found an EBT model, Active Parenting, that seems to target the population the 13th Circuit is currently serving in Redeploy. They have provided evidence that the replacement model is still evidence-based and will replace Parenting with Love and Limits. Board members offered praise to this provider for being pro-active.
  6. All sites meetings
    A DHS staff member stated that there has been a discussion of the possibility of two all sites meeting in March and June. One would be in Bloomington, with a possible separate location for the second. For one, the topic would be the DMC Action Plan.
    Karrie Rueter stated that this plan for two meetings is tentative and will require ensuring that the June meeting is desired by the site; they will let the sites make that decision. The June meeting would be an opportunity for staff to address issues and recommendations that came out of the site visits as a whole. The RIOB will be invited to the all sites meetings.
Redeploy Guidebook Update
A DHS staff member discussed the status of the Redeploy guidebook, stating that Lindsay LaPointe has helped with its creation. An 11-page draft has been created, which is being tweaked before being sent to the full RIOB for review and recommendations. The data work group will hopefully finalize the guidebook to be sent out quickly. The guidebook shows in one place how to start, plan, implement, and sustain a program. The ideal purpose of the guidebook is to use it as a communication tool and as a way to improve Redeploy on an annual basis. The book was written for system people but could be tweaked for parents. One RIOB member stated that this guidebook could be an opportunity to communicate with parents.
Karrie Rueter asked for the draft to be sent to the data committee for feedback. After the data committee offers feedback and changes are made, the draft should be sent to the full board for review and final feedback.
Data Work Group Update
The work of the Data Work Group is going to pick up once the Intensive Site Visits are complete for all 9 Redeploy sites. It was also suggested during the meeting that the Data Work Group get a draft of the Redeploy Guide Book for feedback.
Redeploy Planning Grant Status Update
Karrie Rueter discussed the status of the Redeploy planning grant. She is not certain whether or not planning grants should include detention as well as normal Redeploy data. She believes that she can write a planning grant application, which would have to be competitive, however, it could be written as upon successful completion of the planning grant and a specified task, the site could then submit a plan for certification to become an official Redeploy site. This would give individual sites the ability to have a short or long planning grant period and give the RIOB the ability to work back and forth to come up with a plan.
The plan could build off of the final report and would have to have contingencies built in regarding eligibility.
An RIOB member stated that many of the remaining counties have their own detention centers. Karrie Rueter suggested giving current providers the opportunity to do the Redeploy planning grant with a detention focus. Another RIOB member stated that ICJIA has been working with adults and what he sees as a significant and beneficial difference with the ICIJIA approach is the provision of data. An RIOB member stated that, because sites are not spending money, the RIOB could give permission for them to use that money for this, as well as receive additional money from the RIOB if necessary.
Motion: Judge Timberlake motioned to give sites permission to use surplus money, as well as receive additional money from the Board if necessary, for the purpose of updating planning grant analysis and thus should include detention analysis. Rick Velasquez seconded the motion.
Decision: The motion was approved by the RIOB.
RIOB Member Travel Reimbursement
Staff reviewed the travel reimbursement policies. Those working for the state must be reimbursed by their own state agencies. If there are issues with this, they can inform DHS and they will find a solution. Staff will help with pre-approvals for travel as well as the process of understanding what will and will not be reimbursed. The state has travel restrictions, meaning the timeline for approval requires Karrie Rueter and the director to sign off on all requests. ICOY staff travel is reimbursed by ICOY. There is the ability to reimburse Redeploy-related travel for RIOB members, which currently needs to be processed through DHS. ICOY has not been directed to reimburse RIOB members for this, though there is money in the ICOY budget that could be allocated for this. Karrie Rueter clarified that DHS does not use social security numbers for these reimbursements.
Next Meeting
The next RIOB Full Board Meeting is scheduled: Friday, March 16, 2018. Please note this change as the March 16th, 2018 meeting was originally scheduled for an Executive Committee meeting.
An executive staff meeting may be held Friday, April 20, 2018, if deemed necessary. Please note the April 20th, 2018 meeting was originally scheduled to be a Full RIOB Board Meeting.
Adjourn
Karrie Rueter adjourned the meeting at 12:04 p.m.
Rick Velasquez asked the minutes to reflect that it is appreciated that staff were able to prepare all of the materials prior to the meeting.