September 10, 2008 PLANNING & GRANTS Sub-Committee Meeting

Illinois Juvenile Justice Commission

September 10, 2008
10:00 AM - 12:00 PM
Hotel Orrington
Evanston, Illinois

I. Call to Order

Meeting convened at 10:16 AM.

II. Roll Call

Commissioners Present: Patricia Connell (Chairperson), George Hill, Gene Griffin, Gary Leofanti, Wayne Straza, Rodney Ahitow.  Quorum declared present.

Staff Present: Karrie Rueter, Julie Stremlau, Deborah McCarrel, Ron Smith.

Gene Griffin motioned to approve the minutes, Rodney Ahitow seconded.  All in favor, minutes approved.

III. Fiscal Update

Title II and Title V projections have money available going into this fiscal year.  This amount is prior to deciding upon the Truancy Awards.  There is money available from that total award to put to grants.  The shaded column of the hand-out given is the Federal Fiscal year 2008 and what we currently have.  The 2009 Projections are also listed.  Karrie Rueter explained the budget pages.  The 2008 Grant Expenditures is the final synopsis of what we spent.  The 2009 is what we have suggested and are currently spending. The rest of the data is grants or contracts we already have. The Juvenile Officer Training has not gone out yet but will in the next month or so.

Technically, the Department of Juvenile Justice has $230,000 dollars to spend over two years.  They only spent $28,000 in that first fiscal year.  We have actually taken out more than that. Presently we have $115,000 but will be doing amendments to fix that. We paid out more money than we spent so we have to pull that back. There is $100,000 set aside for the Truancy applications, they have not been allocated yet.

Totals on the last two pages are effectively what is on the cover page but contains more detail.  Total federal awards are listed there. It shows the amounts for administration, for compliance, commission members, commission travel and grants.

The amount of money for Compliance and Commission travel is an amount set aside at the beginning of the year. We try to use general revenue money to pay for the compliance monitor's travel and salary, thereby reducing the amount of federal money we apply to that.  The left over money gets put down to the grant money and we spend it there. This does not happen until we finalize that fiscal year. The 2006 number is what we spend in 2006. On page 4, 2007 column, if we do nothing different we will have $156,000 left over.  Ms Rueter asked that we be cautious and keep at least $100,000.  There may be something that comes back that will need covered. It could also be offset in the next fiscal year.  The $100,000 must be expended by September 2009.

Wayne Straza asked about Commissioner travel. Expenditures are sent through the Governor's Office.  Youth Network Council is sub-contracted for this service. There should be as much advanced notice as possible when Commissioners require travel. The paperwork needs to go in as it can take a month to get approval.  If notification is less than a month there are many steps to approve the travel.  There was a compliance meeting in April or May but the majority of states did not get travel approval.  If there are multiple people attending, then the requests should be sent in together and this list is needed before the December IJJC meeting.  It was explained that the other amount is to cover the compliance monitor's travel.  We had planned to add a part-time compliance monitor, so to accommodate two compliance monitors and the Commissioners, more money was allotted.  We do the best we can to keep it as low as possible.

It should be noted that we may not have the same level of General Revenue funds due to budget cuts, etc.  It has been made clear that amendments are more difficult to get now.  Please see the budget pages attached for further information.

IV. Transportation Update

Our detention centers responded with their reports on how the budget cuts would impact them.  Those letters were received by DHS and included in the packet for the Commission meeting.  These responses were requested to determine if there was a need to take issue with what the agencies planned for services after the cut. Madison may increase their per diem and Adams stated the reduction may cause a loss of services.  Peoria stated they would adjust their hours of availability. Ron Smith reported that up to July there were only 35 violations and 36 through July.  There were 123 total and could be 74 as they will go up or down a little. We have a lot more room before we are in trouble.  The violations are monitored statewide, not just where there are transportation grants.

Pat Connell suggested that the compliance monitor continue to provide us with the data so we can keep a close eye on those centers that may be affected by the cut in funding.

Karrie Rueter added that we are looking at how we are doing in comparison to funding in the past. The detail and the maps will show us the violations.

Jail removal was 114 the first 6 months of 2008 and 2007 a total of 160. Next year will be the impact if there is one.  Pat Connell stated that she did not think the Commission would be changing their decision, regardless of the overall impact as there can be adjustments made to the program from other areas.  Pat asked if the Commission was not finding the centers answers acceptable, can the Commission expect them to negotiate more acceptable hours of service in reference to Peoria, which stated they would change their hours of service.  She asked that Karrie Rueter have a conversation with Peoria about addressing this and Ms. Rueter will follow up.

V. JJMHI Update

Money is still available. The general revenue money is suffering the same hits the other general revenue money has taken. The general revenue money has taken a 2% appropriations cut. The reserve is a 3.08% cut overall. The Commission dollars are not affected by that.  The conversations have been to match the money given. A deadline of October 1st for them to get Medicaid certified.  A program plan is required and will be reviewed and we will identify approximately 20 agencies that will receive  grants.  We are working on the electronic-based recording system but it is not complete. It will take a while for them to accommodate the data and to process it. Youth Network Council (YNC) is collecting information from providers as to everything they need to implement the system.  The idea is to go back in time and  enter all the data for up to two years. This could be several months.  The Commission  specified the money be put back in the agency the next year.  The federal dollars that come back can be put back into the program but would not take away from their current CCBYS funding.  There is a letter from the governor's office indicating they support this but there is a need for some action to officially put this in place.  Karrie  Rueter informed the Commission that November 1st is the earliest we see this occurring.

Pat Connell asked if we could effectively expend a half million dollars in an eight month period and it was stated that we could.  Gene Griffin pointed out this money was meant to be seed money that would be put back into the system.  Due to the decisions made, the Commission depended upon DHS and the dedicated line-item to be present, eCornerstone was not part of the contingency.  Pat Connell added that the Commission re-stated they would not release money until the DHS dollars were there and until a dedicated line in place to deposit the federal monies cleared to be redirected back to the youth service provider.

For the DHS dedicated line-item to be there, it appears there may be certain parameters that have to be in place, possibly legislative action or we run the risk that the money will go for something else. 

Gary Leofanti will meet with the Governor next month.  Currently the money is set at $250,000 from the Commission and $250,000 from DHS.  If this delay continues, Pat Connell would like to overturn the Commission's decision to fund this.

She recommends that, if necessary, the Commission approve taking this to the Executive Committee for approval.  For a single issue a conference call is recommended.  The Commission would like clarification on the budget line-item and what is needed from the Governor to ensure this is a dedicated line so that the Commission can use it for what was originally intended.

VI. Title V - Truancy Review Boards

A Bidders Conference was held August 11, 2008.  There were seven Truancy RFPs received.  The Truancy RFP Reviewers scores were compiled and presented to the Planning and Grants Committee.  Final approval of recipients of the grant money will be decided by the full Commission.  The four applications approved by the Committee were Iroquois/Kankakee County, Madison County, Peoria County and Sangamon County.  There will be $40,000 distributed instead of $100,000.

The Title V money currently set aside for the Truancy Review Board will lapse by September of 2008.  There were interested parties in Cook County and outlining areas but they were not eligible.  It was discussed that the rest of the money could be reissued in the same RFP but expand it thus allowing Cook and others whom were not eligible to apply.  Cook County was originally not included due to their truancy rates being lower than the standard we originally set up.  It was established that this grant requires a fifty percent match and it has to be designated for prevention.

It was recommended that the Commission work with the Illinois State Board of Education (ISBE).  Education is needed in the all areas of Juvenile Justice and the ISBE should be involved with us in this endeavor.  It was recommended that a small group of commissioners brainstorm and report back to the Commission as to what to do with the money not distributed.

VII. Defender Services Discussions

There was information received from Bernadine Dohrn to Judge John Payne of their plan.

The Children and Family Justice Center, Bluhm Legal Clinic, in partnership with the Illinois Office of the State Appellate Defender and juvenile public defenders, and the National Juvenile Defender Center, is working to establish a resource institute for Illinois juvenile defenders.

Since the publication of the report assessing indigent juvenile defense in Illinois this winter, an opportunity has been created to network juvenile defenders, establish a vibrant and active resource center, publish a trial practice manual and make it available online, offer educational workshops and expert witnesses, and strengthen practice.  They are creating a short term Advisory Council for this work, and have asked Judge Payne to be a member.  The Council will meet approximately three times a year for the next two years. The first meeting will be on September 12th, 2008.

VIII. MacArthur / Models for Change Collaboration

MacArthur and Models for Change have approached the Commission and would like to partner with us.  Currently we receive reports that allow manipulation of the data.  A more consistent reporting method is being sought.  There are issues with the DMC data also.  JMIS captures ethnicity but not how the federal government prefers it be done.  A new reporting method would assist the Center for Prevention Research and Development (CPRD) in reporting in a consistent way.  There is a need for a format.  The Administrative Office of Illinois Courts (AOIC) and Probation are to begin reporting in the same format.  The Second Circuit Redeploy and Models for Change are working with CPRD and are developing JWATCH.  Redeploy has signed on to use JWATCH in every site.  The Department of Juvenile Justice (DJJ) has been approached to align their information systems.  DJJ does not have their own system but uses the Department of Corrections (DOC).  There have been issues over the changes. Currently there are no strategies in place and the Commission is concerned about the lack of strategies.

IX. 3-Year Plan Discussion

Karrie added that the JABG money does not carry any restrictions of the Title II funds.  The Commission had an agreement with the Illinois Criminal Justice Information Authority (ICJIA), but the budget committee denies it.  It is recommended that the Planning and Grants Committee and any others who would like to provide input into the 3-Year Plan should meet in Chicago in advance of the next JCEC meeting.  The planning session for JCEC and the Commission members will convene at noon on October 7, 2008.  A recommendation was made to invite Steve Koschmann, as he would be a good resource for the Commission.

X. Other Business

JCEC Update

Gary Leofanti wants to meet concerning the Juvenile Crime Enforcement Coalition (JCEC).  The Juvenile Accountability Block Grant funds come from OJJDP. Patricia Connell reported that the Commission was chastised recently, during a federal audit, because there was so little connection between those funds and what the Commission does.  It appears that ICJIA staff seem to do what they wish with the funds and the JCEC does not have the authority to overrule the budget committee, although JCEC can be overruled. 

Patricia Connell added the funds continue to shrink and we need to keep the money from people who continue to keep us out of compliance.  The Juvenile Intervention Support Center (JISC) continues to keep us out of compliance.

XI. Adjourn

Planning and Grants Committee Meeting was adjourned at 12:20 PM.