Governing Body Meeting Minutes s2
Governing Body Meeting Minutes
October 1, 2015
ICASA GOVERNING BODY
MEETING MINUTES
October 1, 2015
9:00 a.m.
Springfield, IL
I. INTRODUCTORY BUSINESS
A. ROLL CALL OF VOTING DELEGATES
PRESENT:
Arlington Heights Jim Huenink
Aurora Alisa Neary, Michelle Meyer
Belleville Michelle Cates
Bloomington Hilary Pacha
Carbondale Cathy McClanahan
Charleston Erin Walters, Mickie Owens
Chicago, YWCA
Metropolitan Chicago Debbie Perry, Nabilah Talib
Chicago, MLEA Maritza Reyes
Chicago, RVA Megan Blomquist
Danville Marcie Sheridan
Decatur Cathy Byers
DeKalb Mary Ellen Schaid
Elgin Carolyn Karp
Galena Cathy McDermott
Hickory Hills Lynn Siegel, Patty Murphy
Joliet Donna Plier
Kankakee Nancy Fregeau, Tom Greene
Macomb Diane Mayfield
Peoria Julie Boland, Heidi Van Heuklon,
Princeton Nancy Carper
Quad Cities Wendy Navarro
Quincy Megan Duesterhaus, Belinda Cullo
Rockford Maureen Mostacci
Springfield Shelley Vaughan
Sterling Sara Hoffman
Streator Valerie McCollum
Urbana/Champaign Mary Evans, Erin Sturm
Vandalia Mary Harrington
ICASA STAFF:
Polly Poskin Carol Corgan
Mary Hill Carrie Ward
Kelly Griffith Sean Black
Courtney Gordon Yvonne Bronke
GUEST
Teresa Tudor, Illinois Department of Human Services
B. STAFF REPORT
1. Staff changes – Yvonne Peter resigned her position as Grants Manger – Fiscal and Suzanne Gray, Trainer, left her position to move to Portland and is getting married in October.
2. Polly has been diligently working with legislative staff and funders regarding FY16 state general revenue funding and the budget impasse.
3. Polly gave testimony regarding the impact of the budget impasse on Human Services.
4. Polly and Kelly have been working on legislative issues.
5. Polly and Kelly continue working with the Joint Sexual Assault Working Group and subcommittees.
6. Mary, Polly, Carol and Lindsay have been working on the FY16 budget.
7. Polly and Courtney attended the RPE Leadership meetings and NSAC in California.
8. Training Institute conducted New Director’s Training, 40-hour Training, 30-hour Child Counselor’s Training and the Anti-Oppression Training as well as several webinars.
9. Staff have been working on a grievance against the YWCA Metropolitan Chicago, Addison (formerly Glendale Heights) center. The Grievance Committee has met and is preparing for a site visit and interviews.
10. Carol, Polly, Sean and Carrie planned and participated in OVW’s visit to Illinois June 29-July 1. Thanks to Mary Ellen Schaid for a site tour and to Maureen Mostacci, Sharmili Majmudar, Catherine Walters, Neusa Gaytan, Debbie Perry and Nabilah Talib.
11. Sean and Carol met with Dr. Paul Schewe regarding surveys and preparing information for centers regarding scope of prevention.
12. Illinois Imagines contract has been renewed for two years.
13. Illinois Imagines webinars continue. Staff from Quincy facilitated the webinar last week. Thanks to Belinda for preparing a webinar with her staff with 1 week notice.
14. Sean prepared and sent out monthly Communiqués.
15. Kelly, Libby and Hailey completed updates to the Law Book. It is at the printer and being prepared for distribution.
16. Susan attended a training on institutional advocacy wit PREA, campuses and military sexual trauma sponsored by RSP in New Orleans.
17. Mary and Lindsay prepared for the audit conducted September 21-25.
18. Carol and Yvonne updated and sent ICASA Policy and Procedures manual to centers.
19. Carol and Yvonne worked on the final prevention plan template, reporting form and prevention packet for centers.
20. Polly is collaborating with ICADV regarding getting funds released.
21. Staff and Contracts Review Committee reviewed applications and revisions and made funding recommendations.
22. Carol, Mary and Yvonne submitted applications for funds for SASP, RPE and Block Grant.
23. Carol, Mary and Yvonne submitted quarterly, bi-annual and final reports to funders.
Polly described the state revenue and expenses, expenses that are currently being paid by the state and the $4 billion deficit.
Polly briefed the Governing Body about NSAC and Kamilah Willingham, a keynote speaker who was featured in the Hunting Ground.
Polly shared results of the survey of centers regarding financial status in the face of the budget crisis. This information will be shared with press at today’s rally and as a starting place for Executive Committee to consider in creating a spending plan going forward.
Diane asked about the status of federal funds. Polly said since the government didn’t shut down, federal funds will flow, as soon as contracts are executed by the Illinois Criminal Justice Information Authority (VOCA, VAWA S.T.O.P., SASP) and Illinois Department of Public Health (VAWA RPE). We do not expect any delays with federal funds. The federal and state agencies will release funds, even if Illinois does not have a budget.
III. EXECUTIVE COMMITTEE – Megan Duesterhaus
A. ROLLOVER
Executive Committee made decisions regarding distribution of new and rollover funds as follows.
1. FY15 VAWA Prevention (RPE)
Distribute the entire rollover amount of $6,583 to subcontracts as one-time funds.
2. VOCA
Distribute $93,499 to subcontracts as one-time funds and $20,000 to print brochures (communications).
3. FY15 VAWA Satellite Funds
Distribute the entire $14,452 to subcontracts as one-time funds.
4. FY15 SASP
Distribute the entire $7,331 to subcontracts as one-time funds.
B. FY16 REVENUE
1. FY16 Special Tax Revenue*
Special Tax Revenue funds have increased in FY16. The 10% cut in DCFS funds made it impossible to balance the FY16 training budget without additional revenue, so Executive Committee approved a recommendation that the $35,000 increase be used to balance the FY16 training budget.
After Executive Committee met, DCFS notified ICASA that the 10% cut to the FY16 contract has been restored. ICASA will receive $330,000 from DCFS rather than the $297,000 that was expected. Since this cut has been restored, the entire $35,000 is no longer needed to balance the training budget. Therefore, the revised request is that the $35,000 in FY16 Special Tax Revenue be distributed as follows:
$ 5,000 Training & Communications
$30,000 Subcontracts (centers)
$35,000 Total FY16 Special Tax Revenue Increase
Staff notified Executive Committee members of the above update by e-mail in September and requested a vote on the amended distribution request. A quorum of Executive Committee members approved the updated distribution request via e-mail vote.
2. FY16 General Revenue
Jim asked how we know the GRF budget amount since the state does not have an approved budget. Polly said the General Assembly passed a budget, which the Governor vetoed. Contracts were issued based on the General Assembly budget. The final budget could require additional action to adjust for any changes. Polly said contracts are not yet executed; ICASA signed and returned the contract, but DHS has not signed and returned an executed contract.
Jim said it seems the total rollover income and total GRF decrease cancel each other out. This is correct, though it may not be so for each center, depending on which revenue source(s) they receive from rollover.
Executive Committee approved distribution of the $138,600 cut in FY16 General Revenue funds as follows: $128,891 reduction in subcontracts and $9,709 cut to Administrative, Training and Communications.
3. FY16 SASP
Following the Executive Committee meeting, the Illinois Criminal Justice Information Authority (ICJIA) notified ICASA that the FY16 SASP contract (for centers) has been increased. We projected an FY16 contract amount of $396,098. Instead, we will receive $436,105. The contract period for this grant is August 2015 to July 2016, and all funds are designated for subcontracts. This contract increase results in a $36,673 increase to ICASA’s overall budget and an increase to centers’ FY16 allocations. The additional funds were included in the FY16 ICASA budget to present to Finance Committee on September 16 and will be reported to Contracts Review Committee on September 22. Below is a summary of the original and adjusted FY16 SASP allocations:
Original FY16 Allocation Adjusted FY16 Allocation
$ 33,008 1/12 of $396,098 (FY15) $ 33,008 1/12 of $396,098 (FY15)
$363,090 11/12 of $396,098 (FY16 est.) $399,763 11/12 of $436,105(FY16)
$396,098 Total FY16 Center Alloc. $432,771 Total FY16 Center Alloc.
Mary Harrington noted she was on the Executive Committee call.
C. NEEDS-BASED REIMBURSEMENT PROCESS
Carol said it may be a good idea for Executive Committee to develop a plan for needs-based reimbursement to guide staff in the coming months without General Revenue funds. Staff will review current process for expedited payment and consider a proposal for Executive Committee if any changes are needed to the process moving forward.
Megan D. recommended that Executive Committee develop a plan for needs-based allocation to guide reimbursements through November and check in at the December Governing Body meeting regarding status and any changes needed going forward. The Governing Body approved the recommendation by consensus.
III. FINANCE COMMITTEE – Marcie Sheridan
A. FINANCIAL STATEMENTS
Finance Committee recommends the June, 2014 and August 2015 financial statements be filed for audit. The Governing Body approved the recommendation by consensus.
B. BUDGETS
Finance Committee recommended the Administrative, Training, and Communications budgets be approved.
Marcie said we need a recommendation to approve the revised budget based on reinstatement of DCFS funds. Diane recommended approval of the revised budget. The Governing Body approved the recommendation by consensus.
IV. CONTRACTS REVIEW COMMITTEE – Erin Walters
A. JUNE 25 AND JULY 16, 2015
Erin noted there were no recommendations at these meetings.
B. APPROVE APPLICATIONS
1. August 17, 2015 – Approve Without Revisions
Contracts Review Committee recommends approval of four applications with no further revisions needed:
Arlington Heights
Bloomington
Peoria
Rockford
Each center left the room during decision-making regarding their allocation.
The Governing Body approved the recommendation by consensus.
2. September 22, 2015 – Approve Without Further Revisions
Contracts Review Committee recommends approval of the following center applications:
Aurora Joliet
Charleston Kankakee
Chicago, MLEA Macomb
Chicago, RVA Quad Cities
Danville Quincy
Decatur Springfield
DeKalb Sterling
Elgin Urbana
Galena Vandalia
Each center left the room during decision-making regarding their allocation.
The Governing Body approved the recommendation by consensus.
3. September 22, 2015 – Approved Pending Revisions
Contracts Review Committee recommends approval of the following applications pending revisions:
Belleville Hickory Hills
Carbondale Streator
Chicago, Metro SVSS
Each center left the room during decision-making regarding their allocation.
The Governing Body approved the recommendation by consensus.
4. September 22, 2015 – Princeton Partial Year Contract
The center left the room during decision-making regarding its allocation.
Contracts Review Committee recommends that:
1) The center receive a partial year contract. This would mean the current 6-month contract not be extended without additional review and a recommendation to the Governing Body.
2) The center will be asked to answer specific questions to address concerns about the issues detailed above.
3) The Committee requires that the center meet with representatives of Contracts Review Committee in Springfield to discuss these issue areas (date to be determined).
4) Contracts Review Committee will assess center responses and progress to determine recommendation for continued funding after December 31, 2015.
Contracts Review Committee met with the Executive Director and a board member during application review. Little improvement has been achieved to resolve issues over the past two years.
Carrie noted the implications when a center receives a partial year contract. She said when a center receives a partial year contract, it is not eligible for any funding increase within that same fiscal year. The partial year contract will require a Contracts Review Committee recommendation to Governing Body action to extend the contract, which could be for part or all of the remaining fiscal year.
Jim asked if the center will experience the General Revenue fund decrease along with other centers. Carrie said yes.
Megan D. asked about the reference to Mindock. Carrie said Sharon Mindock is a staff person; whose role has not been sorted out, despite repeated Committee requests.
Wendy asked about the barrier regarding the program site. Carrie said the sexual assault program moved from a population center to a small town 20 miles away, creating potential hardship for majority of clients.
The Governing Body approved the recommendation by consensus.
5. Revision Timelines
Revisions to applications are due October 21. The Committee will review recommendations on November 12. Contracts Review Committee recommends that the Governing Body authorize the Committee to approve applications, finalizing the FY16 application review process.
The Governing Body approved the recommendation by consensus.
C. PROGRAM DEVELOPMENT GRANTEE-FREEPORT, ILLINOIS
1. VOCA Funds
The Illinois Criminal Justice Information Authority was planning to shift funding previously allocated to VOICES to ICASA to distribute to the center as a Program Development Grantee. The Authority budget committee already approved distribution of the funds ($36,384) to VOICES via the Illinois Criminal Justice Information Authority instead of through ICASA.
Carrie said Polly had an idea to give the center some amount of money, so we can continue with the Program Development Grantee process which includes allocation of funds to the center as part of policy.
Maureen supported this idea. The community needs services, and this center is promising. Any amount we agree to allocate now would be continued next year, if possible.
Debbie said it is a good idea to establish an ongoing base, so the center knows what to expect each year.
Diane recommends that $10,000 of unallocated VOCA funds from FY16 be allocated to fund Freeport, with a commitment to retain the funds going forward.
Jim said we are losing General Revenue Funds and have no state budget, so he does not want it to be a commitment.
The recommendation was revised to state: ICASA will allocate $10,000 of VOCA funds to Freeport with a goal of retaining the allocation going forward.
The Governing Body approved the revised recommendation by consensus.
D. REVENUE CHANGES
Contracts Review Committee recommends distribution plans as shown on the attachments.
1. Rollover One-Time Funds
Contracts Review Committee recommends distribution of funds available as follows:
VAWA Prevention $ 6,583 allocate equally
VAWA Satellite $ 14,452 allocate proportionately
SASP $ 44,004 allocate proportionately
VOCA One-Time $ 93,499 allocate equally
The Governing Body approved the recommendation by consensus.
2. General Revenue Funds & General Revenue-Competitive ($128,891 decrease)
General Revenue Funds were cut for FY16. Contracts Review Committee recommends distribution of the cut proportionately, same calculation applied in FY15 to General Revenue and General Revenue-Competitive allocations.