October 12, 2023 - Agenda and Meeting Report

Audience

Open to the general public.

Time

10:00am to 1:30pm

Location

Due to the current pandemic, this meeting will be held via Zoom teleconferencing. To participate, please utilize the link below provided by Illinois Early Intervention Training to register for the meeting.

IICEI Registration: Thursday, October 12, 2023

Once you register, you will be provided with an immediate confirmation, that will indicate Zoom participation information will be forthcoming. You will receive an email with specific access instructions and your unique Zoom link closer to the meeting date.

Agenda

  • Call to Order
  • Introduction of Council Members: Brenda Devito
  • Approval of July 13th, 2023, Draft Meeting Report: Brenda Devito
  • Message from the Parent
  • Cross State Research
  • Illinois EI cost model, Afton Partners (Abby)
  • Workforce Workgroup Update
  • American Rescue Plan Act (ARPA) Funds: Benny Delgado
  • Public Act 102-0926 - Substantiated Abuse/Neglect Auto Eligibility Workgroup: Chelsea Guillen 
  • Early Intervention timelines and rights document
  • Council Membership
    •  New member
    •  Trainings 
  • Proposed 2024 Meeting Dates and Times
  • Public Comment Period
  • Adjournment of Meeting: Brenda Devito

Meeting Minutes

Attendees

IICEI Members In Attendance
Matthew Pickett, IL Dept. of Insurance Yes
Esther Beard, Advocate Representative Yes
Meghan Burke, Parent Representative No
Benny Delgado, IDHS, Chief, Bureau of Early Intervention Yes
Brenda Devito, Clearbrook, Chairperson Yes
Kristy Doan, IL State Board of Education Yes
Christine Doyle Morrison, Provider Representative Yes
Donna Emmons, Illinois Head Start Representative Yes
Chuck Farr, Child & Family Connections (CFC) 13 Program Manager, Rural Representative Yes
Michael Garner-Jones, IL Dept. of Human Services, Bureau of Subsidy Mgmt. (Child Care) Yes
Lynnette DeGraffenreid, Provider Representative Yes
Jennifer Gentile, IL Dept. of Human Services, Division of Developmental Disabilities Yes
Margaret Harkness, IL Council on Developmental Disabilities Yes
Dee Dee Lowery, CFC 1 Program Manager, Urban Representative Yes
Ginger Mullin, IL Dept. of Public Health Yes
Rosie Perez, Parent Representative No
Nisha Sanghvi, Provider Representative Yes
Amy Santos, Personnel Preparation Representative No
Shelly Roat, IL Division of Specialized Care for Children (DSCC) Yes
Kate Ulmer, ISBE, McKinney-Vento, Homeless Representative No
Angel Williams, Illinois Department of Child and Family Services/Erikson DCFS Welfare Project Yes
Amy Zimmerman, Advocate Representative No
Lisa Betz, Child and Adolescent Services Div of Mental Health Yes
Marie VonDeBur, IL Dept. of Healthcare & Family Services No

Council Packet Contents

  • Agenda
  • Draft Council Meeting Report - July 13th , 2023

Minutes

1) Call to Order

Brenda Devito, Illinois Interagency Council on Early Intervention Chairperson, called the meeting to order at 10:03 am.

2) Introductions of Council Members

Members introduced themselves and stated their agency/role on the Council.

3) Approval of the Draft Council Meeting Report - July 13, 2023

Brenda requests correction of name, Maria VonDeBur to Marie VonDeBur

Lynette made a motion to approve the minutes with corrections. Nisha seconded. Motion passed.

4) Message from the Parent -Benny introduced video message from parent, Grace

Early intervention experience began in Iowa with recognized need for speech in her oldest child, now four years old and doing well. A new baby, born with medical issues in March 2021. Grace understood a range of services and supports would be needed and began with both private and early intervention services while living in Iowa. Grace's family moved to Illinois in September of 2022 and found the transfer of her son's early intervention services from Iowa to Illinois not a simple or smooth process.

Making the initial connection to Illinois early intervention was challenging with periods of no response and waiting. The need to wait further for the same evaluations to be completed in Illinois that were recently completed in Iowa added to Grace's frustrations and concerns for her son. The IFSP was signed on November 7th. However, due to workforce shortages, services did not begin until the end of January 2023. The significant delays in developmental therapy, physical therapy, and speech therapy services resulted in no progress made in her son's development. This was more of a period of continual catching up.

Added to Grace's frustration is that she has yet to be scheduled for a 6-month review. She was told that because the start of services was delayed, a 6-month review was not necessary. Her son will turn 3 in March 2024. As a parent, Grace questions the validity of her case management and is concerned about her son's continued developmental progress and transition to EC without a 6-month eval. Grace continues to advocate for her son and recognizes the unique challenges of living in a rural community. Grace's son is currently healthy and thriving; however, due to his genetic abnormalities she knows his current period of well-being can change. Without his six-month assessments and IFSP review, the uncertainties of his transition into the school system are very scary and does not understand why more is not being done proactively for her son. Because this process has been extremely frustrating for Grace and her family, she shares her concerns for other families as well.

Grace also shared that as challenging as her experiences with Illinois Early Intervention have been, she is grateful for the DT, PT, SLP providing services for her son through early intervention.

Benny thanked Grace for sharing her story and opened the floor to Council members for initial thoughts, reactions, and feedback from her story.

Council members expressed overwhelming sadness for the challenges Grace's family experienced and deep appreciation for her having shared them. The Council also expressed regret that procedures were not followed appropriately.

Much discussion followed that included the following:

Barriers coordinating transition into Illinois varies from State-to-State. Although all States must afford Part C services, policies, procedures, and practices do differ. It is suggested that perhaps DHS and the Bureau further investigate options to be creative and flexible in such cases as Grace's. Benny recommends reaching out to national technical assistance organizations and that the Council further explore strategies to streamline the processes for transitioning into Illinois Early Intervention from other States. It was also mentioned that transitioning into Illinois from other states be further addressed in the Procedural Handbook.

The Council also acknowledged that Grace's story is not unique to families transitioning into Illinois, but within the State as well. These are issues that need to be further addressed and will continue as part of the Workforce Workgroup.

The need for parents to know their rights was also part of this discussion. Reaching out to parent-parent support organizations to raise awareness was presented as an option. The question was raised as to what national parent organizations of support, if any, currently exist.

Again, the need for a strong workforce and for the Bureau to continue to move forward, ensuring this priority was brought to the table.

It was brought to the attention of the Chair that a correction to the October minutes needed to be made to reflect 'code tables' in the data system update.

5) Cross State Research - Benny presents an update on behalf of Ted Burke

Updates include:

  • Focus groups have begun with parents, providers, service-coordinators.
  • 10 States have been targeted for comparison and based on questions/issues raised in focus groups, will be addressed.
  • Ted is also working with Afton so his work also ties in with the Cost-Modeling research.

Though the timeline is a little behind, this project remains on track to make its recommendations at the end of October.

The next steps, once Bureau receives and reviews recommendations, they will be shared appropriately with the Cost Modeling Project and the Division of Early Childhood to make determinations as to moving forward to test recommendations. Information from the Cross State Research will be shared with Council before January's meeting.

Benny provided a brief review of the how the Build Initiative, Cross State Research, Cost-Modeling, Workforce Workgroup, and Modified Service Delivery Demonstration Project, overlap and will come together to move forward with Pilot groups. Council will be kept informed of the progression of this work.

There is no need for Action Plans at this time.

6) Illinois EI Cost model, Katie Reed/Abby McCartney of Afton Partners present.

Stemming from the Governors Funding Commission, AFTON Partners are leading the work of the IL Early Intervention Cost-Modeling & Payment Reform. The charge of this project is to determine the true costs of early intervention service delivery and how the State can more adequately compensate its EI Workforce.

Building upon the identified challenges with payment rates and mechanisms in IL Early intervention, the goals of this project are to gain understanding of the full true costs of the EI System and develop a cost model with recommendations for a payment structure.

A cost model is a flexible tool to help understand full cost of EI System including how its parts interact and estimate the impact of various policy, funding, and rate changes. It draws on data about current costs, wages, and compensation to estimate the cost of making changes to caseloads, payment rates, and other factors across the system.

Projected Timeline:

  • October - January 2024 - Information gathering phase that includes, data collection & analysis, focus groups, and provider surveys.
  • January - March 2024 - Developing cost model and payment reform recommendations.
  • March - June 2024 - Finalizing recommendations and report.

Provider and family voices are priority. The Council's Workforce Workgroup will guide the process providing input on key decisions and recommendations.

Comments from the Council include:

  • gratitude and excitement for this project
  • questions and concerns about language barriers and how the hard-of-hearing children and families will be addressed
  • steps to ensuring all providers have access to surveys and that surveys focus on the actual needs of all providers
  • workforce recruitment and hiring practices
  • CFC funding and payment structures
  • ensuring equity and diversity remain priority
  • considerations/provisions for end of FY budgeting practices and moving the project into the new FY
  • addressing the unique needs of rural areas of the State

7) Workforce Workgroup Update - Christy Morrison and Chelsea Guillen are Co-Chairs

Christy reports that 2 in-depth planning meetings with the co-chairs, DHS rep, and Council Chair have been held. The focus of these meetings was to be intentional in staffing this workgroup equitably and representative of diversity across the State. There are 24 committed members with the first meeting scheduled for 10/17, with monthly meetings planned.

Christy also clarified that this Workgroup will also work in collaboration with the Cross-State Project as well as the Cost Modeling Project.

Other Workgoups Update

The TeleHealth Workgroup and the new Fiscal workgroup are temporarily on hold as efforts to staff these workgroups continue.

Benny shared updates on Bureau Staffing needs-

  • Fiscal manager position has been flagged as priority. Jenni Grissom's position also flagged as priority.
  • Crystal Gunn is moving to EC unit leaving an open position in Contracts/Grants.
  • Open positions have been clarified and approval to expand the Bureau's workstaff was given. The Bureau Staff is projected to double in size.
  • Temporary positions to meet immediate needs of projects are under consideration until permanent positions can be filled.

8) American Rescue Plan Act (ARPA) Funds: Benny Delgado

The current breakdown of the total 8.4 M ARPA funds is presented as follows:

  • 5.2M - Improve services for infants & toddlers with disabilities - Projects include:
    • Workforce retention/recruitment strategies in the form of incentive payments
    • Data analysis for payment eligibility and payment processing
    • Outreach to universities for recruitment efforts
  • 1.8M -Technology Infrastructure Data Management System
  • 1.1M - Comprehensive System of Personnel Development - Projects include:
    • SSIP scale-up and expansion of TA
    • Comprehensive Training, Intensive Reflective Practice
    • Center for Equity and Excellence work
  • 154K - Service Improvement - Projects include:
    • Translation of forms and documents
    • Leadership and advocacy training for families
    • Creation of a platform for family peer-to-peer support

Sarah Isaacs/EI Clearinghouse presented some of the work in the translation efforts. Round 1- A variety of Family Tip Sheets have been translated - Round 2 will include forms, Family Rights Booklets and EI promotional brochures shared with medical and other community resources. Sarah also reported that the EI Clearinghouse has a Parent Advisory Group and is looking to open/expand as FB Group.

Dee Dee asks if there are processes for expanding languages? Her region has a growing community of Swahili

Forms/Documents will be available to CFCs through the MSTeams Platform.

Family-Tip Sheets available through Clearinghouse

Data Management System Status Update- Code Table work close to end. Next Phase is to develop a test system to explore.

Update on Incentive Payments - Original plan was to use payment systems in place to make disbursements; however, doing so would create additional and unintentional burdens on CFCs, CBO, etc. Regrouping and rethinking the process results in the determination to get payment directly to providers. Provider Connections is working with Bureau to develop/implement automated process based on overall provider's time as credentialed and active in EI. Payments will be disbursed directly to qualified providers through the Comptroller's Office. Payment is to be calculated as to a provider's overall time credentialed and active in the system.

The process is being tested with the hopes that all processes will move forward and the first group of providers will receive payment by October 31. Provider information notices are forthcoming.

Update of Recruitment efforts with Universities - Working with Provider Connections on recruitment efforts.

Center for Excellence/Equity Work - recommendations from this work have been shared with all current projects.

9) Public Act 102-0926 - Substantiated Abuse/Neglect Auto Eligibility Workgroup

Chelsea Guillen briefly reviews the history of this workgroup convened by the Bureau and lead by Heather Hofferkamp prior to her leaving the Bureau. The workgroup was charged with 4 deliverables:

1) Develop a set of trauma-informed best practice guidelines.

2) Review current practice for assessment referral and make recommendations for updates needed to be made to the process with Erikson and DCFS.

3) Update language/policies to support referral start dates and process to ensure that families are informed of their rights.

4) Develop a list of resources for families.

The group met for a few months prior to Heather's departure. The Council determined a need to continue the work of this group and finalize the recommendations made. Chelsea and Katie have expanded the workgroup to further include early intervention stakeholders, advocacy representatives, and include input from foster families. Updated recommendations have been submitted to the workgroup for final edits.

Next steps will be to submit workgroup's final recommendation to the Bureau who in turn will work with DCFS partners to negotiate acceptance of process and policies. Anticipated training in these processes/policies will also be determined. Collaborative processes with all state systems involved is the implementation of this law are key factors.

10) Early Intervention timelines and rights document - Benny

Benny shared an EI Timeline & Rights document for families developed by the Clearinghouse that is now available.

Benny also shared some of his insights into family engagement gained through his work as Bureau Chief in Town Hall discussions, meeting with family groups and advocates, and direct comments and questions from families.

11) Council Membership - Benny

New Members - Benny continues to aggressively fill council vacancies. Process is moving forward with outreach to potential new members, confirming their continued interest, and taking steps to move forward. The Office of Equity/Strategy/Inclusion is reviewing applicants to ensure the Council has diverse representation. Though not certain at this time, Benny is hopeful that new members will be seated in January.

Benny also shared the need to make sure that current council members have completed their annual compliance trainings.

12) Proposed 2024 Meeting Dates and Times

Review of proposed 2024 meeting schedule leads to the discussion of holding at least 1 meeting in person. To avoid the lack of a quorum in a scheduled in person meeting, at least one hybrid meeting was recommended. Benny suggests that instead of an in-person IICEI meeting, a Council Retreat be considered to TEAM and build camaraderie face-to-face.

It was also suggested that the meeting time be adjusted to start 30 minutes earlier.

Change meeting time from 10:00 am - 1:30 pm to 9:30 am - 1:00 pm

Proposed dates are acceptable.

Chuck made motion to accept date and change in time. Motion seconded by Lisa. Motion passed.

It was also recommended to hold the Summer meeting as a Hybrid meeting in Bloomington.

Angel made a motion to hold July 2024 Meeting as Hybrid. Shelly Seconds. Motion passed.

Further discussion of retreat is tabled to include potential new members.

13) Public Comment Period - No request for public comment.

14) Benny addressed the issues of some partial payment provider vouchers and will be putting out a Provider notice fully addressing the issue.

A comment in chat asked if the new version of the Peabody Assessment Tool will be approved. Approved Tool list is being updated. If a new version of an assessment tool results in significant changes in the tool, a review and approval process is required. If a newer version is further clarification of the existing tool, it is automatically approved moving forward. Provider update will be issued.

15) Adjournment - Chair calls for a motion to adjourn.

 Christy made the motion. Motion seconded Margie. Motion passed. Meeting adjourned at 1:27 pm.

Contact Information

Katie Jacobs
IDHS - Bureau of Early Intervention
823 East Monroe Street
Springfield, IL 62701
Ph: 217/299-7158

Email: Katie.Jacobs@Illinois.gov

If you are in need of special accommodations, please email or call Katie Jacobs.