SSAC-Outreach, Engagement, Equity and Policy Committee Agenda 09.20.23

Agenda

Social Services Advisory Council Outreach, Engagement, Equity, and Policy Committee Meeting

September 20, 2023

1:00 PM

WebEx Video Conference

Join by Phone: 312-535-8110

Access Code: 2633 124 5247

  1. Welcome
  2. Public Participation *
  3. Approval of Meeting Minutes: May 24, 2023
  4. Housekeeping
    • Introduction of Administrative Liaison, Clare Fisher
  5. IDHS Communication and Information Sharing Outside of IDHS - Presentation from Rachel Otwell, Director of Communications
  6. October SSAC Meeting Agenda
  7. Membership
  8. Adjournment

* If you would like to submit a public comment, please email your comment to Clare.Fisher@illinois.gov by 8:00 AM on Wednesday, September 20, 2023.

Meeting Minutes

Committee Members in Attendance: Christa Hamilton, Centers for New Horizons; Niya Kelly, Chicago Coalition for the Homeless; Barbara Harris. Center for Community Academic Success Partnerships

Committee Members Not in Attendance: Jeremy Rosen, Shriver Center on Poverty Law; Itedal Shalabi, Arab American Family Services

IDHS Staff in Attendance: Clare Fisher, Administrative Liaison, Rachel Otwell, Director of Communications, Patrick Laughlin, Deputy Director of Communications

  1. Welcome
    1. Co-Chair Kelly called the meeting to order at 1:06PM.
  2. Public Participation
    1. None received.
  3. Approval of Meeting Minutes: May 24, 2023
    1. Christa moved
    2. Barb seconded
    3. All approved via aye
  4. Housekeeping
    1. Clare Fisher introduction herself as the new Administrative Liaison of the committee.
  5. IDHS Communication and Information Sharing Outside of IDHS - Presentation from Rachel Otwell, Director of Communications
    1. Presentation from Rachel Otwell and Patrick Laughlin, Deputy Director of Communications
    2. Shared information about the stakeholder newsletter sent out once per month. Highlights from the past month of what DHS has been up to, any campaigns that we have going. This coming month we will be talking about Substance Use Awareness Month. Also a place to include Notice of Funding Opportunities.
    3. Latest newsletter- August 2023
      1. Asked members to join the list if they have not already subscribed
      2. Use Mail Chimp for newsletters, which provides data and analytics
      3. These newsletters go out to stakeholders, providers, for 10+ years back.
    4. Division newsletters
    5. Social media is used to share information. Links for providers to download.
      1. We have over 25,000 followers on Facebook, some posts have gone viral. People tag their friends and family to share information about SNAP.
    6. Printed materials and signate at FCRCs around the state to notify people about important information.
    7. Question from Christa Hamilton: A lot of newsletters are reflective on events that happened after the fact. How do we communicate before something happens? SNAP benefits changing is what catalyzed this, because some recipients were unaware. What are you currently doing and how can we help
      1. Rachel: This connection is a good first step. Our doors are open.
      2. Trying to make SNAP information easily accessible on social media, and direct them from there to a website or the phone to get more information.
      3. Creating toolkits for communication tools that providers can use to share information with providers.
      4. Patrick: Direct mail to customers with information on changes to benefits
        1. FCS is working on text updates to customers
        2. We have a marketing agency that we work with to get better social media coverage
      5. Niya Kelly: Government shutdown might impact SNAP benefits. Do you have a plan to notify people? Is something drafted?
        1. Rachel: We don't have a comms strategy to present to you regarding a federal shutdown. I am in regular communication with Division heads internally. We would not leave you all hanging, but we are not sharing information like that in terms of communication plans before it is needed. Concern about leaking information that is not final.
      6. Barbara: I understand what you are saying. Toolkit can be used when information is final. Would be helpful to work together on strategy when something is happening.
      7. Meetings in advance of announcements with providers would be helpful. If DHS knows that something that is happening
  6. October SSAC Meeting Agenda
    1. Nothing at the moment.
    2. We can give an update if needed.
  7. Membership
    1. Alert that majority of Committees membership terms are expiring
  8. Adjournment
    1. Hamilton motion to adjourn at 1:47, seconded by Harris