Oregon Commission for the Blind Regular Meeting, April 14, 2017 Minutes

CALL TO ORDER – ROLL CALL

Chair Prateek Dujari called the meeting to order at approximately 3:00 p.m. in the Douglas Kinney Conference Room at the agency’s Portland offices. Members in attendance were:

Dr. Christi Closson Vivian Carlile-Smith Scott McCallum Sharon Zenger Jeanne-Marie Moore

APPROVAL OF MINUTES

Dr. Christi Closson made a motion that the February 3, 2017 minutes be approved as disseminated. Vivian Carlile-Smith seconded the motion and it passed.

Scott McCallum made a motion that the March 7, 2017 minutes be approved as distributed. The motion was seconded by Dr. Christi Closson and it passed.

AUDIENCE INTRODUCTIONS

People on the phone and in the room introduced themselves.

RECOGNITION OF FORMER COMMISSIONER SAARA HIRSI

Saara Hirsi has come to the end of her term on the board. Commissioners shared as few departing words and expressed appreciation for all her contributions. Dacia Johnson presented Ms. Hirsi with her brailled name plate and a wall plaque that says: “Thank you for your leadership in charting the course in becoming an exemplary agency.”

Ms. Johnson said: “On behalf of the agency, it’s been a pleasure to watch Saara and her rehabilitation journey and just as she has captured her voice and really been able to elevate to a leadership role for our organization. You are such a powerful listener and also when you do speak, you speak from a place that is very powerful as well. I just want to acknowledge you and thank you for your time. You certainly were generous with your time as you were trying to balance that with studies and other aspects of the work. You were critical in a very instrumental time for our organization.”

MUSICAL PERFORMANCE

Christina Ebersohl was unable to attend today’s Commission meeting.

PUBLIC COMMENT 1 Art Stevenson commented about the BECC actively participating in major administrative decisions, policies and program; that the BECC be an agenda item at each Commission meeting to discuss topics of concern.

Randy Hauth read his comments relating to the BE program. He will follow up with a written report. It pertained to the number of new licensed managers, number of trainees, denial of opportunities, non- distribution of unassigned vending, the vending project, and the recent federal judge’s ruling and his interpretation of the law.

EXECUTIVE DIRECTOR REPORT

Donations Report

Gail Stevens reported that the agency was the recipient of a $65,000 bequest from an estate. The balance at the end of February 2017 in the Donations account was $397,000.

Financial report

Gail Stevens gave the Financial Status Report ending February 2017.

OCB currently reflects a 0.36 percent underspend in total funds for biennium 2-15-17. Current projections are based on actual expenditure of the current expenses. Projections are reviewed monthly as the end of the biennium is approached. Monthly expenditures are showing an increase. The current underspend is due to the pace of implementation of the Business Enterprise Program vending machine purchasing. The reallotment award received for Federal Fiscal Year 2016 must be expended and drawn by September 30, 2017. Additionally, there is a current projected overspend in Special Payments, which are services to clients.

Business Practices Monitoring Report

Commissioners received the business practices monitoring report in advance. There were no questions.

FY 2016 Gold Star Award

Dacia Johnson announced that the agency received a Gold Star Certificate for achieving statewide accounting goals and for excellence in financial reporting for the fiscal year ending June 30, 2016. The certificate was presented to Gail Stevens, Chief Financial Officer. Congratulations to Ms. Stevens and her staff for this outstanding work was given.

Federal Budget/Appropriations

President Donald Trump has submitted his budget framework. The process is similar to the appropriations process in Oregon. The president puts forth his budget, but it is not a detailed budget this time. His framework essentially elevates spending in the area of defense and makes a series of reductions across the domestic programs. He put forth a 13% reduction to the United States Department of Education, which represents about 92% of the agency’s overall budget in vocational rehabilitation. If his budget materialized, it would be in discretionary grants, specifically the independent 2 living programs would be at risk. Without an approved budget, we are in a continuing resolution that goes through April 23.

2017 Legislative Session Update

On March 23, Dacia Johnson appeared before the Joint Ways and Means Subcommittee to give a presentation on the agency’s proposed budget for the 2017-19 biennium. Ms. Johnson had met with members of the Committee in advance of the presentation. The next phase will be the budget work session, which is the appropriations level for the agency.

Public testimony was given by several Oregonians who are blind about how rehabilitation services had impacted their lives. Co-Chair Senator Steiner Hayward recognized a training center student from when they were in girl scouts.

Some legislative bills being tracked are:

House Bill 5003 is the agency’s proposed budget.

House Bill 3160 relates to the use of white canes. It expands the use of those to people who are visually impaired. It passed the House and is now in the Senate.

House bill 3253 relates to the Business Enterprise Program. That has a scheduled work session in the House on Tuesday morning.

The National Federation of the Blind of Oregon introduced a bill relating to policies and judicial practices regarding blindness in individuals who are parents and perspective parents. That is scheduled for a work session next week.

Two bills relate to deaf and deaf/hard of hearing programs and an associated fund. Both of those have passed through and referred to Ways and Means or have a work session. One bill has a work session on the April 17th.

There are some bills related to the work that the agency does, specifically the Business Enterprise Program. The bill has been introduced. It is an effort to try to clarify the roles and responsibilities the agency and what the program intent is supposed to do.

Governor’s State Employee Recognition Day Proclamation

May 10 is State Employees Recognition Day. The governor has some state activities planned to recognize employees that make up Oregon state government. On May 10, Governor Brown will sign a “State Employee Recognition Day Proclamation.” It will be live-streaming as she signs and shares some words of recognition. Some of the longest serving (with over 42 years of service) and newest serving (with up to 1.5 years of service) were invited to attend in person. As one of the selected guests of honor, Dee Bucellato has been invited to witness the proclamation signing and meet the Governor. She has 45 years in state service.

3 Enterprise Security Office Vulnerability Scan

The State Chief Information Officer notified the agency that it will be going through a cyber security scan also known as a vulnerability scan. This will be at no cost to the agency.

A certain mechanism will be connected to the agency’s servers and systems that will routinely look for vulnerabilities without interrupting anyone. The goal is to get the agency’s vulnerabilities identified down to a certain threshold.

The agency currently has two sources of computer support, Enterprise Technology Services housed at the Department of Administrative Services and Cascade Computer Services for the day-to-day help desk functions.

FY 2016 Federal Compliance Audit

Dacia Johnson gave an overview of the upcoming Federal Compliance Audit conducted by the Secretary of State Audits Division.

The agency’s federal partners from RSA will be conducting an onsite federal compliance review of the agency’s Vocational Rehabilitation Program. They will conclude with an exit interview. This is done every few years. Oregon‘s Vocational Rehabilitation Program that’s in the Department of Human Services will also be audited. The audit will wrap up by February 2018. Their findings and recommendations will be shared with Commissioners.

OLD BUSINESS

Vending Machine Update

Eric Morris updated Commissioners on the Business Enterprise Program’s vending machine project.

A BE manager received new vending machines and they are up and running. These machines will accept cash, coins, credit cards, and the smartphone. Another BE manager will receive the machines later this month.

The project has been experiencing several small unexpected roadblocks. An example of that is the security cages in the rest areas are not large enough for the new, bigger, heavily armored, and made for outdoor machines. New cages needed to be designed and built. Finding designers was difficult for a while. As of today, the designers’ mock ups are finished.

The State Chief Information Office has been assisting the agency in the RFP process for the vending machine management software. They have not approved the release of the RFP yet.

In the meantime, to continue moving forward with the project, a pilot program began. On a certain number of machines Green Lite software was installed, which has cashless technology and vending management. This technology will enable managers to change pricing and keep track of what is selling and what is not. An introduction training session via Webinar occurs this week. Feedback on using the new machines has been positive.

4 NEW BUSINESS

Low Vision Open Lab for Seniors in Portland

Jason Clary and Sarah Jo Chaplen announced that the Center in Portland began a pilot project last Wednesday. There is now an open house low vision lab for seniors who are age 55 and older who experience vision loss. This lab will be every Wednesday from 1:00 p.m. to 4:00 pm. Individuals are invited to come in without an appointment to see what is offered. The Center’s low vision expert will be on hand to show various low vision items. An average work session for an individual on open lab days is from 30 to 60 minutes. Should a person need additional time, an appointment can be made for another day. Four people came to the first lab last Wednesday.

The agency’s independent living rehabilitation teachers have portable kits. The teachers do home visits even in the Portland metropolitan area. The kits contain some low vision items. Clients in the vocational rehabilitation program receive low vision services as part of their training center referral.

Taking the low vision lab on the road was discussed at length. Chair Dujari asked that a formal assessment be done on how much it would cost to travel once a month to, for example eastern Oregon, for a weekend with the bigger items such as CCTVs.

Jeanne-Marie Moore suggested collaborating with Blindskills, Oral Hull and Independent Living Resources. She also talked about funding a specialized capitalized campaign.

Dacia Johnson noted that the Older Blind Independent Living Program receives very little funds. The agency already has a level of collaboration with all of those entities mentioned and has some level of capacity in all of the field offices. Teachers bring their kits when they see each person. The ability for the agency to transport a low vision lab from one location to another around the state that includes more than what’s in a kit is the question. This could be included in a future budget request package.

Dr. Christi Closson said maybe the level of interest in a mobile lab should be looked at first, then look at the costs. The teachers could keep a tally of people they visit of who would be interested.

Scott McCallum said to keep in mind budget wise that if you are creating a mobile clinic, technology changes rapidly if you create a mobile clinic.

Comprehensive Statewide Needs Assessment

Angel Hale gave an overview of the comprehensive needs assessment.

The Oregon Department of Vocational Rehabilitation (DVR), Oregon Commission for the Blind (OCB), and the State Rehabilitation Council (SRC) have contracted with Program and Policy Insight, LLC (PPI) to conduct a comprehensive statewide needs assessment of vocational rehabilitation services and supports. The Workforce Innovation Opportunity Act (WIOA) requires Vocational Rehabilitation agencies to complete a comprehensive statewide needs assessment every three years. Historically we have completed a needs assessment specific to OCB VR only. However, we have decided on a different approach this time and are collaborating with the Oregon general VR agency and the SRC. This will provide a significantly deeper research base while still providing the detailed assessment of our target

5 population needs and OCB’s strengths and opportunities. Leah Becknell is serving as lead for the OCB on the CSNA project. The assessment will gather information about the strengths and needs of Oregon’s vocational rehabilitation system through the following methods: key stakeholder interviews; surveys; focus groups; and analysis of existing and administrative data. The needs assessment will use the information collected through these methods to identify employment barriers and service needs for persons with disabilities, the strengths of existing vocational rehabilitation services, and the ways in which OVR/OCB/SRC can increase the employment of people with disabilities throughout Oregon. The assessment is to be finished by September.

Targeted Communities Technical Assistance Participation

Malachy Bishop, Director of Development and Research, University of Kentucky, is in the process of applying for a targeted communities technical assistance research grant from the Rehabilitation Services Administration. Up to six states are being considered for this project, with Oregon being one sharing this opportunity. Malachy is currently gathering data that is not specific to people who are blind, looking at poverty and income thresholds

The Vocational Rehabilitation Technical Assistance Center for Targeted Communities will work with state vocational rehabilitation agencies and their partners across the United States. The goal is to help people with disabilities from underserved communities achieve their independent living and employment goals. The Commission for the Blind would be looking at those individuals who may not be receiving services, who are low income and living in rural areas, particularly in central, eastern and southern Oregon.

SWEP 2017 Preview

Angel Hale described the upcoming 2017 SWEP.

Again, there will be a Salem program and a Portland program. In Salem, 15 students will be housed at Willamette University. It is in the middle of town where mass transit is available. Students who need foundational skills participate in this program. It is an opportunity for students that come with limited experience or no experience with work, to learn those skills so they can go potentially go to the Portland program. The majority of the staff in the Salem program are new this year. Some staff who have worked in the Portland Program will be working with the Salem program.

Students with disabilities that receive services from the General Agency will be joining the Portland SWEP students. Ten students that experience vision loss from our agency and 11 students with disabilities from the General Agency will be housed in the Portland State University dorms.

Sharon Zenger expressed concern about students’ lack of interest who live in eastern Oregon. Ways to energize them was discussed. Showing them the video with other students talking about their experiences such as the YouTube video a SWEP student made, might inspire them.

ADJOURNMENT

There was no further business so the meeting adjourned.

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