CESSA Technology, Systems Integration & Data Management Subcommittee Meeting - Approved Minutes 06/17/2024

CESSA Subcommittee for Technology, Systems Integration & Data Management (TSIDM)

June 17, 2024, 2:00 - 3:30 pm via Zoom

Subcommittee members: Brent Reynolds, Cindy Barbera-Brelle, David Albert (Designee-Lee Ann Reinert), Richard Manthy, Jim Kaitschuk, Robert Van Bebber, Candace Coleman (Designee-Jessica Gimeno)

  1. Welcome and Call to Order (Roll Call)
  2. Open Meetings Act
  3. Approval of the Minutes from previous meeting
  4. State updates
  5. Deliverables report: Discussion and vote (if needed)
  6. Discussion on future subcommittee work
  7. Next meeting dates: Vote on meeting cadence
  8. Public comment
  9. Adjournment

The meeting was called to order by Brent Reynolds at 2:09 pm.

Brent Reynolds reviewed procedures around the Open Meetings Act and meeting logistics.

Roll call and previous meeting minutes:

  • Motion to approve meeting minutes from June 3, 2024, from Lee Ann Reinert, seconded by Richard Manthy. Motion carried.
  • Present: Brent Reynolds (approve), Lee Ann Reinert (approve), Jessica Gimeno (delegate for Candace Coleman) (abstain), Richard Manthy (approve)
  • Absent: Cindy Barbera-Brelle, Jim Kaitschuk, Robert Van Bebber

State updates (Lee Ann Reinert):

  • Everything is the same in terms of the CESSA bill. It passed both Houses and we are waiting to hear if the Governor signs it.
  • The Hub hosted a successful forum last week. Many members of the SAC and RAC last week attended and had the opportunity to hear from experts and learn from each other.

Deliverables Report (Pete Eckart):

  • We have a new Subcommittee member, Candace Coleman. She has already identified a delegate, so we also want to recognize Jessica Gimeno.
  • Deliverables Report Draft
    • Jessica identified several suggested revisions that the Hub summarized here:
      • Change "homogenous" on page 10 to "heterogeneous"
      • An observation that the work we're doing at the TSIDM sits alongside other activities that are related and should be monitored and connected to in the future. We can address that by adding another sentence to the conclusion after the existing 2nd sentence:
        • "In addition, the Subcommittee will continue to monitor and reference parallel and/or related work."
        • Change "in addition" to "lastly" in the current third sentence
    • Brent Reynolds: any comments from committee members? No comments. I support the suggested changes.
  • Rick Manthy joined at 2:20 pm. The Subcommittee repeated the above updates for him.
  • Motion to accept the draft report that was sent to Subcommittee members on June 13, 2024, as modified according to the slide.
    • Motion made by Rick Manythy, seconded by Lee Ann Reinert.
    • All members present voted to approve. Motion carries.

Discussion on Future Subcommittee Work & Next Meeting Dates:

  • Lee Ann Reinert: The Subcommittee was created to think about what systems are needed to support implementation of CESSA. I don't think we want to continue with the same structure just because it's what we've done for the last two years, but what is the focus if restructure? Can we look at the data we are going to get and see if it's helpful and measuring what we need it to? Do we need to have new research questions? What would the workload be if we met monthly or bi-monthly? Is that better work for the SAC? Maybe they don't need to meet every month either?
    • Pete Eckart acknowledged these are additional questions to guide discussion today and are also helpful reflections.
  • Lee Ann Reinert: We don't have statutory authority to convene after July 1, 2024, until such time that the revisions in the bill which would extend CESSA implementation to July 1, 2025, are signed by the Govenor, if signed, and become law. The Govenor has 60 days from when the bill was passed to sign it.
  • Brent Reynolds: Meeting at an irregular cadence may benefit us and give us more purpose to actually meet when we need to.
  • Rick Manthy: I agree that it should be based on need. Also, it would be helpful if we are able to get information on the pilots, what regions are going to be part of the pilots, where they are in the process, and maybe listen in on regional meetings.
  • Jessica Gimeno: I would prefer to change times because RAC 11 and RAC 9 meet at the same time as this meeting.
  • Pete Eckart: We are going to have data popping up soon, maybe as early as this fall. Knowing there isn't much for this group to do over the summer, we might tentatively schedule a monthly cadence to start in September or October, and then once we get to that point in the year, if we need the meeting we'll have it, and if we don't need the meeting, we'll cancel it.
  • Brent Reynolds and Lee Ann Reinert said they are both comfortable with once per month.
  • Motion to schedule TSIDM Subcommittee meetings beginning on Tuesday, September 3, 2024 at 9 am, should the pending legislation be signed by the Governor, and every meeting thereafter would be the first Monday of the month at the same time as current meeting unless it conflicts with a holiday in which the meeting would be held on the first Tuesday of the month at 9 am.
    • Motion made by Rick Manthy and seconded by Lee Ann Reinert.
    • All members present voted to approve. Motion carries.
  • Pete Eckart: I've created the agenda for that first meeting in my mind, because Mary and I will have a report about the pre-tests and probably preparation for the pilot sites. We may have an update on data system development, we'll probably be talking about RAC engagement. By then, we'll also have some sense of what the SAC and other technical subcommittees will be doing. So, for the first meeting when we come back the tasks will be pretty straightforward.
  • Brent Reynold: I think we are good on content for the first meeting, and we can revisit these questions with the rest of the group at a later date.
  • Sarah Ferguson [in chat]: Can we send out calendar invites now or do we need to wait for the legislation to be signed?
    • Lee Ann Reinert: we've put the SAC meetings on the Open Meetings Page with language about pending statutory authority. We can do something like that here. You can send out calendar holds with similar language and cancel them if we don't get the authority.

Public Comment: No comments and no hands raised.

Adjournment: Motion to adjourn by Rick Manthy, seconded by Lee Ann Reinert. No opposition. Meeting adjourned by Brent Reynolds at 2:53 pm.