ESSA - Region 2 Standards & Protocols Subcommittee Meeting Approved Minutes 12/13/2023

Community Emergency Services and Support Act (CESSA) Region 2 Advisory Committee

Meeting Minutes- December 13, 2023- 1:00-2:00 via Teams

Meeting Minutes - Approved by Members 02/14/2023

• Call to Order/Introductions
  • Call meeting to Order by Dennis Duke at 1:01 PM
  • Attendees:
    • Via MS Teams: Dennis Duke, Brian Murphy, Donald Miskowiec, Ryan Beck, Jamal Simington, Sarah Scruggs, Julie Lewis, Travis Noyd, Rhonda Flegel, Jodi Mahoney, Matthew Jackson, Brandon Gus-Miller, Sarah Stasik, Meghan Moser, lmad Khan
  • Absences
    • Michael Barr, Todd Noe, Zachary Gittrich , Darren Gault, Christopher Watkins, Wayne Gallops, Allen Haeffner, Steve Delis, Latricia Seye, Luke Tomsha, Anthony Walraven, Michael Daley
  • Guests:
    • Brenda Hampton, Jessica Gimeno, Susan Schafer, Cindy Hewett, Darron Wolf

• Open Meetings Act - Read and notified meeting is being recorded.
• Approval of Minutes
  • November 20, 2023 Minutes- were approved.
    • Motion by Member Brian Murphy, second by Member Sarah Scruggs
    • Motion Approved by all members present
  • Next RAC Region 2 meeting will be January 10, 2024 at 1:00 PM

• State Updates - Brenda Hampton
  • Brenda Hampton shared the 988 workgroup that was legislatively mandated to look at the full crisis continuum of care. The work group has concluded the assignment and completed report is going to the General Assembly to provide a robust crisis system of care in the state of Illinois. The quarterly report on CESSA is in the review process. It is due January 1, 2024 after DMH reviews anticipated to go out end of next week. Another group in the process is Transforming the Crisis Care Continuum. This group will look at all the crisis programs in the state of Illinois and their goal is to get them to work together. The office of Medicare Innovation is facilitating this group. The 590 providers are responsible for the mobile crisis teams and HFS is responsible for mobile crisis response to bridge the gap to coordinate the services provided throughout the state of Illinois.

• RAC 2 Project Plan
  • Dennis Duke reviewed the revisioning pause discussed in the last meeting. Noting the RACS were asked to recommend the operation of pilot projects which was identifying the PowerPhone PSAPs within our region as well as identify the 590 providers who work alongside of those specific PSAPs. We were able to do this and our goal of the pilot project is to deflect as many 911 calls to 988 program and 590 response as possible. Our RAC has 1 PSAP located in Macomb and covers Skylar and McDonough County. They are in a leadership change right now, but we have reached out to them about the pilot project. Further shared the other piece is the 590 provider for the particular part of our region is North Central Behavioral Health. Dennis Duke and Jodi Mahoney discussed the pilot and steps needed to work through and move the work forward. Dennis Duke reviewed the Project Plan presented in the last meeting with the added timelines, noting some are broad and can provide some flexibility to move the work forward.
  • Dennis Duke reviewed the items that were identified in the Project Plan - Item one: Community Survey and Recruitment that will identify the PSAPs and the 590 providers that we've been able to complete as we only have one. Also, we know there will be potential funding needs for PSAPs for training and script changes relating to their dispatching. This timeline isJanuary 24th through March 1, 2024. Furthermore, added the target completion date for most of the items is March 1, 2024. Dennis Duke noted the importance of other PSAPs managers to be involved in the work and encouraged those interested to participate in the work groups to reach out to Dennis or Angie. Since the inception of our CESSA work we have operated subcommittees although to better align with other regions across the state, we're going to transition our subcommittees to work groups to help with the OMA requirements. The caveat is it can only consist of membership of less than 50% of our RAC core, meaning our work group would be limited to 5 as our quorum is 11.
    • Brenda Hampton shared it would be 50% minus 1 would be 4 and could be other people who are on your work group, but no more than 4 members of your RAC.
    • Dennis Duke so 4 max members plus anyone else who is not a member of our RAC. In the pilot project we have to bring together the fire departments, law enforcement entities and first responder types within our region or a part of the pilot region. North Central Behavioral Health as well. As we move on, other parts the timeline is out to May 1, 2024 as it is related to the training that will be required and the script changes. The PSAPs will need to make sure they understand the Risk Level Matrix. Also need to ensure 988 call centers understand the resources that are available. Next item is Data Collection and Reporting will help tell our story with data. With a robust data collection process and metrics to look at and understand what's working well and what isn't. This metric will help us tell our story on things that were able to accomplish with the new CESSA legislation. Then last item is Communication - this is ongoing with the work of the pilot project, work group and all those associated with it will be reported out in our monthly PSAP meetings. We will also be reporting out what is happening with the pilot project and updating the group with any state changes/state directives that we need to comply with. Any questions.
    • Sarah Scruggs inquired to be clear as I leave Data Technology and Quality Assurance subcommittee to be a work group, what does that look like as far as supporting the pilot project with working groups. Is there a format for how you plan to have us communicate, etc.
    • Dennis Duke responded yes, and the first step will be identifying metrics. The work being done in the subcommittees should be combined with our pilot project going forward. A meeting schedule and/or structure will occur.
    • Brenda Hampton commented/reaffirmed the project training will be done by either Illinois State Police for 911 and/or the crisis hub. Input on that training will come from the RAC. Ensuring not to presume the RAC was going to do the training, but the RAC will inform the training.
    • Dennis Duke clarified this is specifically to the PSAPs and the changes that would occur at that level, correct?
    • Brenda Hampton responded with the script and protocol, yes.

• Risk Matrix
  • Dennis Duke reviewed the Risk level Matrix documents presented at the last meeting noting the Standards and Protocol subcommittee done a lot of work across all the levels and appreciate the work and recommendations presented. Although to align with the state directives, which were to look at the matrix focus on levels two and three and specifically our response in our region. This was the other document that was produced by the Protocol and Standards subcommittee. The goal today is to have consensus that this document suffice for our RAC and we can forward on to the state for their final/ultimate approval. The matrix was approved by the members to forward to the state.
  • Dennis Duke inquired if Zachary Gittrich was on the call and he wasn't. Dennis Duke asked for the RAC approval to match the matrix and again it was focused in the end on the responses in levels two and three and noted this is an ever-evolving document and there would be other opportunities to review. Any questions/concerns.
    • Brandon Miller-Gus commented at the last meeting he raised a comment regarding other presentation he was on at the state level with 911and what was the finding about that matrix. The difference between ours verses what was presented on the call.
    • Dennis Duke responded Brenda Hampton sent out the most recent form of the Risk Matrix and Angie would have sent out prior to this meeting a link for everybody to view. That is the document that is living and approved today. Dennis inquired if Brenda had any further comments to add.
    • Brenda Hampton responded no. What Angie sent out is the current working document that was approved after the Monday's SAC meeting. Furthermore, indicated is the one that the state is using when meeting with the vendors in order to start making changes to the scripts and protocols.
    • Brandon Miller-Gus inquired about level 2 of the matrix regarding statement of immediate or within 30 minutes and we have 60 minutes. Does that need to be changed or do we get to pick our own time or can you provide some guidance on that.
    • Dennis Duke responded that is the flexibility the state is asking us to approach this with our response. Our matrix is really based on what our resource capabilities are in our own RAC and the group working on this felt that was more aligned with what our current capabilities are. So we are allowed to move that forward.
    • Cindy Hewitt inquired this could be a little fluid even on level 3 from what I'm reading. Maybe level 2 could be a strictly MCRT response. So just curious about our ability to provide right now with a different structure and different staffing, could this look differently?
    • Dennis Duke responded yes if our staffing were different situation it could look different and this document is not meant to be static, but in its current state and the current direction was for us to look at the response in levels two and three based on our evaluation or assessment of what our capabilities are. With no other questions, we'll move that forward. Brenda is there an update to provide related to the work with Power Phone in terms of script changes and how that aligns or doesn't align with our timelines.
    • Brenda Hampton responded there's a lot of activity going on with Power Phone as well as priority dispatch. We've looked at 20 elements of their protocols in practice power phone and we're working with them on changes to those. Priority dispatch we just had a visual presentation of how they go through making their decision points. We have not started to work with them on protocol changes, but still initiating that discussion. Meetings being held this week and one next week. Once they change protocols for level one, all their protocols will change for all four levels. The state is concentrating efforts on Power Phone as they were most receptable. We did have a very good meeting with Priority Dispatch last week and I think they are very willing and amendable to look at request to change their script.
    • Dennis Duke reviewed the slide with the link to the Illinois Interim Risk Level Matrix and noted it was sent out to members in an email as well. Our next meeting will be January 10th and will hope to have more resolution on our work group memberships and begin working on a schedule to bring the different pieces together for implementation of our pilot. Going forward our RAC monthly meetings will be more of a report out and opportunity for the membership to ask questions regarding the pilot progress. Any further questions from the committee. Reminder to please reach out if you're interested in being part of the work groups.

• Schedule Remaining RAC Meeting
  • Next RAC 2 Meeting Date:January 10, 2024

• Open for Public Comment- none noted.

• Meeting was Adjourned at 1:38 PM.