September 16, 2016 Redeploy Illinois Oversight Board Meeting

Audience

Redeploy Illinois Oversight Board Members and Staff. The public is welcome to attend.

Date/Time

September 16, 2016

9:30am to 11:30am

Location

This meeting will be conducted via video conference with Chicago & Springfield Locations as follows:

  • Chicago: 401 Clinton Building, 7th Floor Executive video conference room
  • Springfield: Harris Building, 3rd Floor Executive video conference room

Agenda

  1. Call to Order
  2. Roll Call
  3. Approval of Minutes
  4. FY16/FY17 Expenditures-Commitments
  5. FY16/FY17 Stop Gap Update
  6. FY17 ICOY Budget
  7. Ethics Training
  8. Revolving Door
  9. Open Meetings Act Training
  10. Site Summaries
  11. Next Meeting:
    October 21, 2016
  12. Adjourn

Minutes

  1. Call to Order
    The meeting was called to order at 9:38 A.M.
  2. Roll Call
    Karrie Rueter, George Timberlake, Mary Reynolds, Scott Clark, Paula Wolff, Janet Ahern (appearing by phone). Staff and Guests: John Payne, Lauren Kirby, Steve Sawyer (appearing by phone) and Angie Jimenez (appearing by phone).
  3. Approval of Minutes
    While there was not a quorum of the full board, there was a quorum of the Executive Committee, therefore the committee discussed the meeting minutes from the Executive Committee on June 28, 2016.
    May 20, 2016 RIOB Minutes were tabled as a quorum was not present.
    Motion: Mary Reynolds motioned to approve the minutes from the June 28, 2016 Executive Committee meeting. Paula Wolff seconded the motion.
    Decision: The Board approved the minutes from the June 28, 2016 Executive Committee meeting.
  4. FY16/FY17 Expenditures-Commitments
    Karrie provided an update on expenditures and commitments for FY16. The sites spent 54% of what DHS had allocated to them. Lee County discontinued services at the end of May. Winnebago County reported $0 in expenditures for several months because they suspended services in October. Macon County provided some services through Heritage Behavioral Health and has reported a significant decrease in expenditures compared to the prior fiscal year. Some sites reported an increase in expenditures in June because many invoices from previous months were not submitted until the end of the fiscal year. A member asked if there was a breakdown on what the sites spent their dollars on and how they triaged. Karrie shared that many sites decided to eliminate services with significant and upfront costs. Staff concurred. Many sites also had to lay off staff.
    The 2nd Judicial Circuit recently received payment for invoices submitted for FY16 and they were the last site to receive final payment for FY16. It is currently estimated that there may be enough stopgap spending remaining from 16 to fund at least 30-35% of fy17 contract amounts and as much as 60%. The Department is in the process of finalizing the remaining amounts at this time. In FY17, Karrie reported that there are approximately $3 million dollars in grants compared to nearly $4 million in grants for last year. The hope is that there are enough funds to cover sites through the end of December. Karrie said it is anticipated that the state can reimburse providers for the first six months of this fiscal year. It is possible that there will be some funds available to cover sites past December 2016 should changes be made to the stopgap law.
    The shaded rows on the FY16 Commitments table operate on a fiscal year. Based on the self-reported data, Sangamon County exceeded their commitment number. This was a new site in their first year. A member asked whether imposing a penalty is worth addressing, as Sangamon is no longer a site. Sangamon County did not reapply due to the state budget impasse, which occurred during their first full year as a site. It would be difficult to impose a penalty upon sites that were not paid for an entire fiscal year until over one year later. In the past the Board has pro-rated the commitment period for somewhat similar circumstances. IDJJ data is expected in the near future and the Board will reconsider at that time as the law / contract requires a penalty.
    FY17 Spending Plan.Based on current the projections, Karrie said that we will need at least 50-70% of the total amount allocated in the governor's proposed budget for FY17 in order to get us through this current fiscal year. If we do not get a full appropriation, we will be somewhere in between. It remains uncertain whether the legislature will pass a complete state budget when they return for the veto session.
    A member suggested the board extend an invitation to prospective sites to participate in a planning grant. This could inform the General Assembly, that has not yet passed a complete budget for FY17, that there is a need to appropriate adequate funds in consideration of Cook County becoming a Redeploy site. Karrie estimates the costs of planning grant ranges between $20,000 and $30,000. She summarized the discussion and intent to invite Cook County and the Ninth Judicial Circuit (Hancock County) to undergo the planning process as well as any other interested and eligible counties.
  5. FY16/FY17 Stop Gap Update
    Karrie shared that the FY17 grants total approximately $3 million compared to FY16 when the total was close to $4 million. These funds need to be spent on or before December 31st. Staff informed the board that five sites have reported they are not able to move forward until they receive some funding for FY17. Karrie said they will get an initial payment of 1/6 of the total grant amount up front, and then payments will be reconciled month-to-month. Karrie estimated that sites could receive payment in approximately in three weeks, if not sooner. FY17 expenditures are low so far. August expenditure reports are due now. Current projections show that the level of spending will likely leave a portion of stopgap funds after December 31 that could be used should there be a change in the stopgap law.
    John spoke with Hancock County Resident Circuit Judge Rodney, and they are still interested in Redeploy and a planning grant. They may consider submitting a circuit wide application as their current numbers would not make them eligible on their own. The Board confirmed that the planning grant process should remain the route to go with potential new providers. A member noted that the planning grant does not obligate anyone and funds them for a short-term period. Another member indicated that it allows sites to fully consider whether to submit an application to become a full Redeploy site. Karrie said she is not sure if they can go through a planning grant process without going through GATA; they would need an exception. Karrie will look into this and see if there is an alternative method and whether it is possible to extend this to Cook County.
  6. FY17 ICOY Budget
    Karrie Rueter shared a spreadsheet on the FY17 budget for ICOY/YNC. At the last Executive Committee meeting, the Board made a request for a copy of their budget. The spreadsheet included in the meeting packet is a breakdown of the expenses and program costs. There is also a detailed summary of the ICOY Redeploy Direct Program staff duties, titles and amount allocated.
    Karrie shared that this contract is currently not subject to GATA. This is the final year of a multi-year agreement. ICOY will have to reapply for funding through a competitive application process for FY18. This means there should be information coming out by February/March. Currently this contract is shared with the JJ Commission. Karrie will discuss with the Commission their desire to continue to include Redeploy in the contract or if it makes more sense to include with the other youth services programs. 
    Previously, two applicants applied for the youth services contract, and ICOY was the only applicant for the JJ contract. A Juvenile Justice Commission meeting is scheduled for next Wednesday, which may bring an opportunity to discuss this for the future.
    Karrie asked if there were any questions or concerns about the ICOY budget presented. A member asked how much training ICOY does offer and to what extent. Karrie said that it varies and is also based on what is requested from sites. If there are specific trainings requested, ICOY recruits expert trainers on the particular topic and subcontracts with them as necessary. ICOY is responsible for all coordination aspects of those trainings as well as in many cases the trainers are in-house and subcontracts are not necessary.
  7. Ethics Training
    Karrie reminded members to submit their certification for their ethics training if they have not yet done so. She said email reminders will be sent to those who have yet to complete this requirement.
  8. Revolving Door
    Karrie said that representatives on the County Review Committee are exempt from this requirement; however, RIOB members are required to adhere to this process. Karrie will make sure everyone has received this information.
  9. Open Meetings Act Training
    This board is required to have a designated person who is the designee for the Open Meetings Act. Karrie asked board members to inform her if they are interested, and the official decision will be made at the October meeting. This may be best for someone with a legal background to be the designee.
  10. Site Summaries
    Karrie distributed two documents to the Board. The first document is a meeting summary of the working committee comprising Redeploy Board members from September 9. John and Angie facilitated that meeting. The second document is a conference call meeting summary between John Payne, Angie and the Redeploy sites.
    John summarized the two meetings. The program summaries go over areas that highlight existing services, goals, projected numbers of youth served, and a budget amount for each of the nine sites.
    Sites voiced concerns regarding long-term impacts of no longer being permitted to serve youth charged with misdemeanor offenses as a result of the change in the Juvenile Court Act. Sites asked whether this change to the Redeploy program should be reevaluated, and the board members agreed that sites could not serve youth charged with misdemeanor offenses. One site representative said that an unintended consequence of eligibility requirements for Redeploy could be that youth be may be at risk of being charged with felonies to meet the criteria for Redeploy services. All sites shared that they pay close attention to the YASI scores to determine youths' risk levels.
    The Call Summary describes the site impacts of the budget impasse. John described these impacts and concerns. There are concerns about exceeding their commitments. The sites should be making sure they are leveraging Medicaid as best as they can. The 1115 Waiver, if accepted, may help address these issues.
    To help ensure the success of these sites, ICOY developed surveys to assess sites' training needs. A member asked whether there should be consideration of what sites need to be trained on in addition to wants. John said that there will be personal visits and phone calls to ensure that sites have their governing body meeting. New judges, staff, and other elected officials are coming in, which may lead to people uninformed about Redeploy services. This could be an opportunity to inform.
  11. Next Meeting:
    The next RIOB Full Board Meeting is scheduled: October 21, 2016 from 9:30-11:30 a.m.
  12. Adjourn
    Mary Reynolds made a motion to adjourn. George Timberlake seconded the motion.
    The meeting was adjourned at 11:46 a.m.