August 10, 2011 Planning and Grants Sub-Committee Meeting

Audience

Open to the general public.

Date/Time

August 10, 2011

9:00 -1100 AM

Location(s)

823 E Monroe-Springfield, IL
401 S Clinton Think Tank
Chicago, IL

Agenda

Call to Order
Roll Call
Approval of Minutes
Status of Funds
1. Title II
2. Title V
Reentry Projects
1. Updates on Methodology and Timelines
2. Project Oversight and Analysis
3. Next Steps
VI. Youth Membership & Participation
1. Report from Planning Grant
2. Next Steps
Virtual High School / Educational Programming
1. Report from Planning Grant
2. Next Steps
Results Based Accountability
1. Application to New Grants
2. Next Steps in Implementation
Committee Updates/Motions for Consideration
1. BARJ
2. JDAI
3. DMC
4. Communications
New Business
1. FDLA Follow Up
2. Other
Other
Adjournment

Minutes

Call to Order
The meeting was called to order at 10:10AM.
Roll Call
Present: Chairman Lisa Jacobs, Commissioners George Hill, Wayne Straza, Rod Ahitow and IJJC Chairman George Timberlake. Guests: Commissioner Franco-Payne and Rob Vickery. Staff: Karrie Rueter, Jeff Bradley, Julie Stremlau, Lin Ferguson, Ron Smith. As Vice Chairman of the Commission, Commissioner Straza appointed Commissioner Ahitow to the Planning and Grants Committee for the duration of the meeting, for purposes of establishing a quorum.
Approval of Minutes
Commissioner Hill made a motion to table the July 2011 minutes until amended. Motion was seconded by Commissioner Straza. All in favor. None opposed. Motion passed.
Status of Funds
Karrie Rueter reported that staff are working on budget amendments that are to be sent to OJJDP to reflect three issues and updates: 1) to ensure that the current FFY09 budget on file with OJJDP reflects the significant program area and funding allocations the Commission anticipates for reentry projects; 2) to request an extension to allow the expenditure of FFY09 funds past September 31st of this year; and 3) given the cuts from OJJDP to FFY11 funds, to begin to distribute the remaining funds in alignment with the Commission priorities and goals. Ms. Rueter reported that she is working with Commissioners Jacobs and Timberlake to finalize the reports and request to OJJDP. Commissioner Jacobs asked whether Committee members would like to see the materials prior to submission. Commissioner Hill stated that we need to keep things moving and the report should be submitted when it is completed. Other Commissioners agreed. Chairperson Jacobs indicated that, if Commissioners wish to participate in the process of developing the reports and request, they should contact her or Ms. Rueter.
Commissioner Straza stated that it should be noted that without Ron Smith and Dick Walsh and their compliance, we would have no money. Chairman Jacobs agrees and added that the JDAI Committee is going to work closely with staff on compliance issues and the implications for ongoing juvenile justice system improvement.
Commissioner Franco-Payne asked if a response was sent to OJJDP concerning proposed cuts in juvenile funding has been sent. Julie Stremlau will send a copy of the letters Chairman Timberlake has prepared to send to Illinois Senators concerning funding cuts. Chairman Jacobs reported that the Communications Committee is working on a process to deal with emergency responses to correspondence. Michael Rodriguez was asked and agreed to be the legislative liaison for the Committee. Ashley Cross suggested that we contact Jen Hoesel, the Governor's Office liaison for DOC in Washington, D.C. Ms. Rueter agreed to check to see if it is appropriate for us to contact Jen Hoesel with the Governor's Office. Commissioner Franco-Payne suggested that we could have Ms. Hoesel call into some of our meetings to start developing protocols.
Reentry Projects
Rob Vickery was introduced to the Committee to discuss his role as the reentry initiative project coordinator. Mr. Vickery discussed his background with the DuPage County Probation Department and his anticipated role in providing technical assistance, data and support to prospective applicants, grantees, the Commission and state and local reentry partners.
Karrie Rueter reported that she is overseeing the writing of an RFP which seeks letters of intent from providers. There will be a period of technical assistance for applicants. Applications will include plans for system change. We are deciding what information to give prospective grantees to let them know what we are looking for in the letters of intent/application. We want 2-4 strong providers that have a plan to create change. Rob added that the biggest part of this type of plan is getting the data and he hopes he can be helpful with that. Karrie clarified that the technical assistance meetings will be open to anyone who wants to attend and not be mandatory for applicants, but a letter of intent is required to apply.
Commissioner Hill asked if the Commission approved the substance of the RFP that is going out on the street. Chairman Jacobs replied that there is no final draft of the RFP yet, but that the content is being based on the detailed, lengthy and targeted discussions the Committee and the Commission as a whole has held over recent months. Commissioner Hill recommends that a consensus is needed amongst the Commissioners of the substance of the RFP. Karrie added that the RFP process was approved by the Commission but it has been a long time since that approval occurred. She needs to know that we won't deny letters of intent to apply and she is also concerned about what we will be requesting of them in the letter of intent because the turn-around time is two weeks.
We basically want to know who may be in attendance at the planning meetings so Rob can get the data for those providers. Commissioner Franco-Payne wants to determine now what objectives should be included in the letter of intent. Certain strict criteria would have to be put in place in order to disqualify someone from application. The letter of intent will provide the number considering application and those that meet the criteria will be weeded out in the application process.
Objectives are being determined through the RBA process. Commissioner Hill stated that he is concerned about keeping forward motion on this RFP. He would rather drum up interest through a bidder's conference than through this method. He advises that the Commission develop a restrictive bidder's criteria and allow the Commission to vote on it. This would restrict the number of applicants.
Next Steps: Chairman Jacobs suggested that we give Betsy Goulet and Rob Vickery all of the information we have developed over the past year to come up with instructions for letters of intent submission. Karrie added that the Commission has agreed to the documents developed by Chairman Jacobs and those are the documents we should use to develop the RFP. Chairman Jacobs made a motion to come back to full Commission in September with a bullet-point description of what we want in the letter of intent and in the RFP. Seconded by Commissioner Hill. All in favor. None opposed. Motion passed.
Karrie asked for a copy of the Reentry RFP to present to Executive Committee. Chairman Timberlake approved her doing that.
Youth Membership & Participation
Commissioner Jacobs referred Commissioners to the report in their meeting packets regarding the Youth Engagement and Membership Planning grant the Commission made to Project NIA to assist the Commission in fully fulfilling its obligations to engage youth SAG members and to receive input from youth who have been or may be involved in the juvenile justice system. She noted that this report was originally submitted by Project NIA in June.
Next Steps: This Committee needs to make recommendations on how to move forward with this proposal. Commissioner Ahitow made a motion that we not fund the proposal in light of nothing downstate was included Commissioner Hill seconded the motion. Discussion: Commissioner Franco-Payne suggested that we have Mariame Kaba present her report at the Commission. Commissioner Straza suggested that there are a number of entities in Cook County that could provide youth to serve as Commissioners for this Commission. Chairman Timberlake asked if there anything in this proposal the Commission should consider funding. Commissioner Franco-Payne added that there are strategies in the proposal that have no costs attached to them and we should provide time for a presentation and discussion. Chairman Jacobs suggested that the Commission as a whole needs to determine its goals for youth membership and engagement. If we simply seek to have youth members on our roster, that suggests a very limited set of activities and strategies. If, however, we seek to have active youth membership and to hear from youth about their concerns and priorities and to engage youth in policy development, that would suggest a different set of activities and strategies. Chairman Jacobs stated that, until the Planning and Grants Committee knows what the Commission's overall goals for youth involvement are, it is not possible for the Committee to make informed decisions about the best strategies and funding to advance those goals.
Commissioner Ahitow changed his motion to suggest that the proposal be brought up at the next Commission meeting to decide how we want to move forward. Ms. Rueter added that we could learn more from applications in response to the joint DHS / IJJC training and support Request for Proposals. That RFP was released on August 10th, with proposals due September 5, 2011. Chairman Timberlake indicated that the issue of youth engagement will be placed on the agenda for the next Commission meeting.
Virtual High School / Educational Programming
Chairman Jacobs next drew Commissioners' attention to the Virtual High School reports in the meeting packets. She reminded Commissioners that the IJJC had provided a $10,000 grant to learn more about the Virtual High School model in place in Cook County in an effort to see if it would enhance opportunities for youth in DJJ and / or detention facilities to obtain HS diplomas.
Chairman Jacobs noted that, at the conclusion of Joan Brody's work on this planning grant, the Commission has been provided a series of proposals for five distinct areas of activity going forward, and the Commission must decide whether and how we want to move forward on these proposals. Commissioner Ahitow asked if Chairman Timberlake had the opportunity to meet with Director Bishop and the Illinois State Board of Education, in light of prior discussions. Because the meeting with ISBE has not yet occurred, Commissioner Ahitow recommended that nothing be done until they have a chance to meet. Commissioner Ahitow noted that DJJ has a school district of its own and the proposal should go to them to see how they want to proceed. Commissioner Straza added that this is essentially a responsibility of the Legislature. Chairman Timberlake added that it fits into our role as advisors to the General Assembly. Commissioner Straza urged that grades are necessary, even if it is a pass/fail, because they may be required to present transcripts at some point in time.
Next Steps: Chairman Jacobs stated that we have gained a lot of information in this process. While that information is not reflected in these documents, the Commission can request a more robust report on the planning grant activities, key pieces of information acquired and key implications for improving the educational opportunities for youth in confinement in Illinois. She agreed to request this kind or reporting / final product from Ms. Brody. Chairman Jacobs also noted that DJJ will be naming a new Superintendent for its school district soon, and the Commission may wish to see what his or her priorities will be and whether there is a role for the Commission in that work. Other Commissioners agreed that would be useful. Judge Timberlake agreed to pursue the meeting with DJJ and ISBE as well.
Results Based Accountability
Rob Vickery and Phil Lee will meet to discuss what we expect out of the reentry project and individual grants, to ensure that we get the results the Commission seeks. We are also going to ask for technical assistance from Phil Lee to make him available to work with individual committees. Based on the Commission's priorities and the work of the Committees, we will then decide if there is another policy area that we want to work on with the goal of becoming self sufficient in the RBA process by the end of the contract period.
Committee Updates/Motions for Consideration
BARJ Committee: No report
JDAI Committee: Jeff Bradley reported that the JDAI Committee doesn't have anything that requires approval of the Planning and Grants Committee at this time. They are working on the social marketing plan and making progress with that. Chairman Timberlake wants to assure that the RBA framework is there for the asking and if you can apply it to any of the Committee's activities is available.
DMC: Commissioner Franco-Payne reported that technical assistance is coming in from OJJDP. A full outline to move forward has not been developed. Chairman Timberlake added that the RBA assistance is available for this Committee also. Chairman Jacobs added that we have received informal indication from OJJDP about their concern of our progress in DMC and plan to put some sort of restriction on us until we are in compliance. She doesn't know what the restrictions are, the basis for them or what we would have to do address them before or after the restrictions. Ms. Rueter indicated that she had tried to reach our new program officer at OJJDP but was unable to connect prior to her leaving on vacation. She will schedule a phone conversation with her to assure that we are on the same page and try to avert the letter being sent to us. Commissioner Straza added that we have not provided DMC sites with the information they need to develop a report if requested. Karrie added that data is the problem. OJJP has indicated it will put a hold on a percentage of our funds until we reach certain benchmarks. Commissioner Hill asked Ron Smith if this is doable. Ron Smith reported that this is an impossible task since not all detention centers are computerized, and he doesn't think other states do this reporting either. Chairman Timberlake reported that the JMIS system was updated two weeks ago and possibly they or the detention centers could be given funds to develop the reports. Jeff Bradley added that Miguel has requested his help to get him into counties for data collection.
Communications Committee: Commissioner Franco-Payne reported that the Juvenile Sex Offender report team will present a work plan developed in collaboration with Loyola University Chicago School of Law (Civitas ChildLaw Center). Chairman Timberlake noted that multiple people have stated they want the Commission to be the place to go for information on juvenile justice issues and, while the Commission intends to fulfill this role, it is difficult to do without resources allocated to support that work. Commissioner Ahitow added there was Legislative testimony a number of years ago regarding juvenile sex offenders and recommended that the Committee look at the testimony for that period of time. Commissioner Franco-Payne asked for specifics, so that she could follow up.
New Business
FDLA Follow Up: First Defense Legal Aid has indicated they will submit a proposal as discussed by the Commission and it will be considered for funding in regards to the Commission's goals.
Other
Commissioner Ahitow asked if Chairman Timberlake has had the opportunity to meet with Director Bishop and develop the MOU between DJJ and Commission. Chairman Timberlake meets with Director Bishop tomorrow.
Adjournment
Commissioner Straza made a motion to adjourn. Commissioner Jacobs seconded the motion. All in favor. None opposed. Meeting adjourned at 11:01AM