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Governing Body Meeting MinutesSeptember 30, 2010

GOVERNING BODYMEETING MINUTES

September 30, 20109:00 a.m.

Springfield, Illinois

I. INTRODUCTORY BUSINESS

A. ROLL CALL

PRESENT: Arlington Heights Jim HueninkAurora Michelle Curry, Vickie RussoBelleville Mindy StratmannBloomington Yadira RuizCarbondale Megan JonesCharleston/Mattoon Mickie OwensChicago, C4 Courtney AveryChicago, YWCA Metropolitan Chicago Meisha Lyons, Anne PezzilloChicago, MLEA Neusa Gaytan, Martiza ReyesChicago, RVA Sarah LaydenChicago Heights Barbara McCormick SomervilleDanville Nancy CrowderDecatur Cathy ByersDeKalb Amanda SchremsElgin Kimberly Schellin-RogGalena Josh Jasper, Stacy SpiersGlendale Heights Kathy Kempke, Jeanette Castellanos ButtGurnee Lynn Osborn, Alexandra BeirigerHickory Hills Patty MurphyJoliet Donna PlierKankakee Susan Wynn BenceMacomb Diane MayfieldMcHenry Erin WilliamsPeoria Julie Boland, Nancee BrownPrinceton Connie DoranQuad Cities Nicole Cisne DurbinQuincy Joan Delany, Megan DuesterhausRockford Maureen MostacciSpringfield Catherine WaltersSterling Shelly Brantley, Debbie CushmanStreator Margaret Morrison, Val McCollumUrbana/Champaign Kerry FunkVandalia Mary Harrington

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ICASA STAFF:Sean BlackYvonne BronkeCarol CorganSusan FaupelJane FeeLeslie HitchinsKate HokePolly PoskinLyn SchollettCarrie Ward

GUESTS:Sharon Spinks, Illinois Department of Human ServicesSusan Catania, Illinois Department of Human Services

B. DECISION-MAKING PROCESS

Jim Huenink reminded the Governing Body to review the consensus decision-making process, which was distributed at the start of the meeting. Jim briefly summarized the process for decision-making.

C. APPROVE GOVERNING BODY MINUTES

The Governing Body reviewed the June 17 Governing Body meeting minutes. Jeanette Castellanos Butt recommended approval of the minutes as submitted. The Governing Body approved the minutes by consensus.

D. STAFF REPORT

1. Welcome to Kate Hoke, ICASA Fiscal Grants Manager.

2. ICASA’s LAV grant proposal was selected. This grant, totaling $488,000 for two years will establish the legal services clinic at CAASE in Chicago.

3. The Administrative Office of the Illinois Courts has made a decision not to work with agencies that received the Arrest Grant funds to develop a bench book on sexual assault. Some funds that were going to be used for a bench book have been redirected to ICASA to update the Law Book. ICASA staff continue to research, draft and edit a new edition of the Law Book to be finished by the end of the year.

4. Illinois Imagines – On going and responsiveness reviews

5. The Illinois Imagines Public Policy Committee will not be pursuing any legislative initiatives as a committee but members are networking with

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allied organizations to determine whether they will be pursuing disabilities-related bills affecting sexual assault victims.

6. Infonet Funding for Staff review – Carrie and Yvonne reviewed each center’s Funding for Staff statements and worked with centers to make necessary revisions.

7. Contracts Review Committee conducted application and allocation week and applications and revisions.

8. ICASA’s new auditor, Sikich began the audit on September 13 and plans to have it completed by November 30, 2010.

9. Polly attended the mandatory grantee meeting for RPE funds in Los Angeles.

10. Jane, Carol and Yvonne have completed all FY11 Applications for funds and continue to submit reports as required for each grant.

11. Lyn has drafted and edited portions of the curriculum for statewide trainings being hosted by the Illinois Coalition Against Domestic Violence on enforcing violations of all kinds of protective orders. Lyn is presenting the CNCO portion of the training at multiple trainings around Illinois.

12. Lyn is participating on behalf of the NAESV in the national effort to draft the next Violence Against Women Act.

13. The Facilitator’s Guide is nearly complete. It will be available on ICASA’s website and each center will receive a paper copy as well.

14. The Training Institute continues planning and conducting training. The following trainings were completed this quarter.

40-hour training July 19-2360-hour child counselor training (part 1) – August 16-20New Director’s Training – September 15-16Anti-Oppression Training – for New Managers – September 29Prostitution training at Urbana on August 25 and RVA on September 28, 2010

15. The outcome evaluation that all centers are conducting with the University of Illinois at Rockford begins October 1.

16. Polly continues to work with the State of Illinois to ensure ICASA receiving General Revenue funds for FY10 and FY11.

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II. EXECUTIVE COMMITTEE – Jim Huenink

A. REIMBURSEMENT PROCESS

Jim noted that Executive Committee reviewed the reimbursement process in light of the cash flow crisis.

At the August 16 Executive Committee meeting, Jim recommended Executive Committee affirm ICASA’s current practice of processing reimbursement payments in chronological order. ICASA will not adopt an expedited/priority payment process at this time with the exception of priority payments to Urbana and Danville. ICASA will expedite payments to Urbana and Danville upon request after review and approval of each center’s monthly reimbursement reports through the December 2010 reports. The Executive Committee approved the recommendation by consensus.

B. GOVERNING BODY MEETING

Executive Committee considered a request from ICASA staff to change the date of the June 2011 Governing Body meeting from June 16 to June 23 due to lack of available meeting/hotel space in Springfield for the original date. The Executive Committee approved the recommendation by consensus.

C. FY11 VOCA INCREASE

At the September 21 Executive Committee meeting, Jane explained that ICASA received an increase in VOCA funds totaling $607,661. The FY10 VOCA allocation was $4,263,004; the FY11 allocation is $4,870,665.

Carol Fitzgerald recommended that ICASA distribute the $607,661 VOCA increase as follows:

$ 17,800 Training and Communications Budget$589,561 Subcontracts Budget$607,661 TOTAL

Executive Committee approved the recommendation by consensus.

Contracts Review Committee will recommend an allocation plan for subcontracts funds.

D. FY11 VAWA PREVENTION

At the September 21 Executive Committee meeting, staff informed Executive Committee that ICASA has applied for $1,553,010 in RPE funds; ICASA’s contract for these funds runs from November to October. We should learn our

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actual RPE contract amount in December 2010. It appears there are sufficient available RPE funds to restore the $65,442 decrease centers experienced in FY11 and to maintain the administrative, training and communications budgets at FY10 amount ($62,781).

Jim recommended that increased VAWA Prevention (RPE) funds be distributed to restore centers to their FY10 base allocations and maintain administrative, training and communications budgets at FY10 levels. This distribution is as follows:

$1,474,789 Subcontracts Budget ($1,409,147 + $65,642 restored to FY10 base)

$ 62,781 Administrative, training and communications budgets (same as FY10 base)

$1,537,570 Total FY11 allocation

Executive Committee approved the recommendation by consensus.

Note the total amount allocated above differs from the $1,533,010 because we actually receive four months at one contract amount and eights months at a different contract in order to allocate funds to centers based on ICASA’s state fiscal year rather than the federal fiscal years by which contracts are awarded.

Once the FY11 contract for RPE funds is finalized, staff will notify Executive Committee of any remaining funds available for allocation.

E. BYRNE/JAG ARRA

At the September 21 Executive Committee meeting, the Committee noted that ICASA is behind in spending Byrne JAG ARRA funds. These funds expire September 30, 2010. Currently, there is $115,148 remaining. Based on year-to-date spending patterns, we anticipate centers will spend $40,000-$50,000 of these funds by September 30; this would leave us lapsing remaining funds. ICASA staff explained the original purpose as stated in ICASA’s application for these funds which is to support personnel costs for one administrative staff position at each eligible center. Staff asked whether it would be appropriate to broaden the scope of these funds in order to spend out the entire grant. The Committee brainstormed ideas for use of the funds and raised questions regarding allowable costs, supplanting, etc. Funds would still need to be used for “administrative purposes.”

After review and discussion, Jim recommended that ICASA broaden the scope of Byrne JAG ARRA funds through the remainder of the contract period. Allowable costs will include increased percentages for current administrative staff funded with Byrne JAG ARRA, addition of a second administrative staff to be funded with Byrne ARRA, program supplies, office

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supplies, printing and contractual services. Executive Committee approved the recommendation by consensus

Staff surveyed centers to find out whether they will spend out their entire Byrne JAG ARRA contracts by September 30 based on either the original or the expanded scope of the funds. Survey responses were due in the ICASA Administrative Office by 5:00 p.m. on Monday, September 27. Executive Committee agreed any funds remaining will be used by the administrative office for personnel or other administrative costs.

III. CONTRACTS REVIEW COMMITTEE – Donna Plier

A. APPROVE FY11 ALLOCATIONS

Donna noted that each centers’ representative(s) needs to leave the room during the decision-making process.

Contracts Review Committee recommends approval of three applications without any revisions.

CharlestonJolietSpringfield

Governing Body approved the recommendation by consensus.

The Committee reviewed a summary of revisions prepared by staff. Based on revisions submitted by centers Contracts Review Committee recommends final approval of applications from the following centers:

Aurora Chicago, RVA Glendale Heights QuincyBelleville Danville Hickory Hills SpringfieldBloomington DeKalb Joliet SterlingCarbondale Elgin Kankakee VandaliaCharleston Galena Peoria


The Committee recommends approval of applications pending revisions for the following centers:

Arlington Heights Chicago Heights McHenry StreatorChicago, CCCC Decatur Princeton UrbanaChicago SVSS Gurnee Quad CitiesChicago, MLEA Macomb Rockford

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Contracts Review Committee recommends Governing Body authorize the Committee to make affirmative funding decisions regarding pending applications. Any negative funding recommendations would be reviewed by Governing Body or Executive Committee.


B. INCREASED FUNDS AND ROLLOVER

1. Rollover

At its September 21 meeting, Executive Committee decided to distribute 100% of available VAWA Prevention and VOCA funds to centers as one-time funds and agreed to hold 100% of VAWA Satellite and SASP funds to offset future contract reductions. If contracts are not reduced, these funds will be available for allocation at a later date. Funding amounts are as follows:

VAWA Prevention (RPE) $30,521VOCA Advocacy/Counseling $49,412VOCA RISE $ 3,704VAWA Satellite $ 2,783SASP $ 9,456

Consistent with previous years’ distribution of rollover, Contracts Review Committee recommends distribution as follows:

VAWA Prevention – distribute equally among 33 centers - minimum available allocation per center = $925

VOCA Advocacy/Counseling - $49,412 + 3,704 (RISE) – distribute equally among 33 centers – minimum available allocation per center = $1,609

The Committee agreed to ask centers how much rollover they will request, so staff can calculate the distribution accordingly (e.g. if a center opts not to apply that amount would be added into the total to be divided among remaining centers).

Carrie clarified that 100% of the base funds will be allocated and become part of each center’s FY11 base. If a center declines or requests less than it is eligible for, that amount will be distributed to other centers and will not be available in FY12.

Connie Doran asked if Princeton is eligible for these VOCA base funds. Carrie said Contracts Review Committee agreed that Princeton should be

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eligible for future VOCA funds and is on the list for restoration after centers are restored to their funding levels prior to the cut in FY09.

Barb McCormick Sommerville asked if some of the restored funds can be used for occupancy. Carrie said we need to ask for permission from the Illinois Criminal Justice Information Authority to do that.

The Governing Body approved the recommendation by consensus.

Jim asked if it is possible to speed up the application process. Carrie said the proposed timeline is the best staff can do.

2. Allocation VAWA Prevention Base

Catherine recommended allocation VAWA Prevention Base on a quicker timeline than originally proposed since VAWA funds can be used for more purposes than VOCA. Carrie said the amount of the VAWA increase is so small (4½ %) that it doesn’t seem to warrant the work associated with establishing a separate timeline.

Polly suggested the contract start date could be adjusted from January 1, 2011 to December 1, 2010 if Governing Body authorizes Executive Committee to make funding decisions regarding applications.

Jim recommends that Governing Body authorize Executive Committee to make funding decisions regarding applications for FY11 increased funds. The revised contract start date will be December 1, 2010. The Governing Body approved the recommendation by consensus.

Executive Committee will schedule a meeting in November to review funding recommendations from Contracts Review Committee.

IV. FINANCE COMMITTEE – Susan Wynn Bence

A. FINANCIAL STATEMENT

Finance Committee recommends the June 10 Financial Statement be filed for audit. The Governing Body approved the recommendation by consensus.

B. FY11 ADMINISTRATIVE, TRAINING AND COMMUNICATIONS BUDGETS

Jane Fee reviewed the proposed FY11 ICASA budget. Finance Committee reviewed this budget at its September 23 meeting. Jane explained the budgeting

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process and identified funding sources that are expiring, and compared last year’s budget to this year’s budget.

Jim noted a large increase in the communications budget; Jane said this was due to using General Revenue funds to pay year end expenses instead of lapsing General Revenue funds. Polly explained the LAV grant.

Finance Committee recommends approval of the FY11 budget. The Governing Body approved the recommendation by consensus.

Polly introduced Sharon Spinks – Interim Bureau Chief at DHS – Department of Community Health and Prevention.

V. PROGRAM COMMITTEE – Megan Jones

A. ILLINOIS IMAGINES

Program Committee recommends that ICASA continue its participation in the Illinois Imagines project and apply for the available two year continuation grant. The Governing Body approved the recommendation by consensus.

B. OUTCOME MEASURES

Program Committee recommends dissolution of the outcome measures ad hoc committee, and that ICASA initiate ongoing efforts to evaluate sexual assault program services and recommends that Program Committee oversee these efforts.

Jim said the Committee is interested in ICASA engaging in evaluation on an ongoing basis.


C. CHILD ADVOCACY CENTERS

Program Committee recommends revising ICASA policy (attachment #1) to clarify limitations regarding assistance with child advocacy centers as focused solely on Illinois. The Governing Body approved the recommendation by consensus.

D. COMMUNICATIONS SURVEY

Staff conducted a communications survey with the Governing Body and Program Committee reviewed the results. Program Committee recommends that

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Executive Committee and Contracts Review Committee pursue increased efforts to use electronic communication when feasible and asks that Committees consider electronic submission of applications, revisions, reimbursement reports, etc.

Yadira asked what is next. Committees and staff will discuss possible expansions of the use of electronic communication.

Yadira asked if the idea applies to all ICASA communication, including applications. Committees will review this.

Diane said ICASA is the only funder her agency has that manages applications using paper. Carrie said electronic submission of applications pushes the task of printing and collating of applications to the ICASA office

The Governing Body discussed strengths and limitations of electronic communication for applications.


VI. PUBLIC AFFAIRS COMMITTEE – Nancee Brown

A. LEGISLATION

The Committee had a comprehensive discussion about ICASA’s proposed FY11 legislative agenda. The Committee focused on engaging centers in the legislative advocacy work.

Public Affairs Committee recommends that funding and security for rape crisis centers be ICASA’s primary legislative initiative for the spring FY11 legislative session. To this end, the Committee further recommends that:

1) ICASA staff create tools, training, and a standardized message for centers regarding funding and a standardized response to questions about funding.

2) the ICASA Governing Body required that all rape crisis centers a) send representatives to Springfield to lobby legislators for funding; and b) identify community members who can help increase the awareness of the need for funding of rape crisis services.

Yadira asked for information about which funding sources permit staff time to be used for legislative advocacy. Polly said non-profits can use 20% of their budget to lobby. It is best not to use federal funds and state General Revenue funds for that purpose. The purpose of our advocacy is to educate legislators about our funding needs.

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Kerri asked about item b in number 2. Are centers obliged to give names to Public Affairs Committee? Lyn said the plea is to expand the number and variety of people engaging in legislative advocacy on our behalf.

Catherine recommends amending the recommendation to change the word “lobby” to “advocate or educate. “ Polly recommends changing the word “require’ in item 2 to “encourage.”

Number 2 was amended to read: Public Affairs Committee and staff will develop and implement a plan to engage all rape crisis centers and their local allies in an effort to educate and advocate with legislators both in Springfield and their home districts. The Governing Body encourages universal participation by the centers.

Sarah asked if member travel can pay for center travel to Springfield for legislative advocacy. Jane confirmed that centers could use member travel funds.


B. HJRCA 19 — CONSTITUTIONAL AMENDMENT TO STRENGTHEN AND ENFORCE CRIME VICTIM RIGHTS

The Public Affairs Committee recommends that ICASA staff continue to play a leadership role in supporting a constitutional amendment to improve enforcement of crime victim rights in the spring 2011 legislative session. The Governing Body approved the recommendation by consensus.

C. ALLOW ADULTS WITH GUARDIANS TO CONSENT TO SHORT-TERM COUNSELING

The Public Affairs Committee recommends that ICASA support allowing adults with guardians to consent to short-term counseling if another organization introduces the bill, but that ICASA not be the primary proponent of this initiative. The Governing Body approved the recommendation by consensus.

D. CHANGE THE PROBATE ACT TO ALLOW PEOPLE WITH DISABILITIES TO HAVE MORE AUTONOMY REGARDING CONSENSUAL SEX

The Public Affairs Committee recommends that ICASA support amending the Probate Act to allow people with disabilities to have more autonomy regarding consensual sex if another organization introduces the bill, but that ICASA not be the primary proponent of this initiative. The Governing Body approved the recommendation by consensus.

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E. RESPECTFUL LANGUAGE RESOLUTION

The Public Affairs Committee recommends that ICASA support a Respectful Language Resolution if another organization introduces the bill, but that ICASA not be the primary proponent of this initiative. The Governing Body approved the recommendation by consensus.

F. CO-CHAIRS

Public Affairs Committee recommends Nancee Brown and Sarah Layden serve as co-chairs for FY11. The Governing Body approved the recommendation by consensus.

VII. PERSONNEL COMMITTEE – Courtney Avery

A. CONDUCTING THE EXECUTIVE DIRECTOR’S EVALUTION

Personnel Committee reviewed plans for evaluating ICASA’s Executive Director. Personnel Committee recommends that the evaluation be completed by the Governing Body delegate. The Committee further recommends that the delegate must have attended at least two Governing Body meetings in calendar year 2010 to be eligible to complete the evaluation.

Jim asked if a center has no one who meets stated criteria, they would not complete the survey. Courtney said yes.

Jim recommends amending the recommendation to state: the evaluation be completed by the Governing Body delegate or alternate. The Committee further recommends that the delegate or alternate must have attended at least two Governing Body meetings in calendar year 2010 to be eligible to complete the evaluation.

The Governing Body approved the revised recommendation by consensus.

VIII. TRAINING COMMITTEE – Diane Mayfield and Kim Schellin-Rog

A. CHAIR

Training Committee recommends that Kim Schellin-Rog be the new Training Committee chair. The Governing Body approved the recommendation by consensus.

B. ON-LINE TRAINING REGISTRATION

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The Training Committee recommends that ICASA staff pursue the use of on-line registration for ICASA sponsored training/events (within the limits of the current budget). The Governing Body approved the recommendation by consensus.

C. TRAINING COMMITTEE RESPONSIBILITIES

Training Committee recommends an exception be made to policy to allow Training Committee to meet two times per year, with additional meetings scheduled as needed.

The Governing Body discussed whether this requires a policy or bylaws change.

The Governing Body discussed whether Training Committee is needed, whether to change policy to permit scheduling of less meetings and the possible expansion of committee responsibilities.

Jim asked Training Committee to withdraw its recommendation. Training Committee and Executive Committee will consider planning regarding the committee’s future.

Catherine said if a committee comes with a recommendation about meeting less, it seems inappropriate to suggest additional duties for the committee. Jim suggested the committee withdraw its recommendation and revisit the idea at its next meeting.

Kim said Training Committee will withdraw the recommendation and consider the issue further.

IX. OTHER BUSINESS

A. OUTCOME MEASURES AD HOC COMMITTEE

Maureen gave the Committee report and summarized the background and status of the evaluation project.

Data collection will take place October 4-29. Instructions have been forwarded to the centers following the conference call trainings on September 20 and 22. Lynn Osborn asked whether she could request a copy of the survey software. Catherine thinks it is SPSS which can be purchased or centers may be able to acquire a site license for the software. Megan D. said student versions may be less expensive. Sean e-mailed the surveys to centers and posted them on the ICASA website as well.

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B. FY11 CASH FLOW MANAGEMENT

At Contracts Review Committee’s request, staff surveyed the Governing Body regarding FY11 impact of the cash flow problem and current status in relation to meeting payroll through the fall. A summary of the surveys is as follows:

Number of Centers Responding: 32

Access to back-up funds: Yes: 29 No: 3

Staff currently on furlough or layoff: Yes: 9 No: 23

3.36 FTE 2 FTE 13.14 FTE 10% of 1 FTE .125 FTE. Delayed hiring for a position for 7 months to help with cash

flow concerns. This position is 0.375 for the sexual assault program 1 position eliminated 4 positions eliminated All staff two weeks furlough in July and August First quarter all staff (not just sexual assault staff) were required to take

a two week furlough. In May 2010, approximately 40% of staff was laid off and the remaining staff were restructured to ensure all services would remain in tact. Currently funding 2.19 FTE direct service staff for sexual assault program.

Last payroll center can meet

1 September 15, 2010

3 September 30, 2010

5 October 15, 2010

3 October 30, 2010

3 November 15, 2010

5 November 30, 2010

1 December 15, 2010

4 December 30, 2010

3 Beyond

4 Did not answer question

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Funds centers anticipate lapsing at the end of 1st quarter due to cash flow:

12 centers expect to lapse $261,633.

Maureen asked if legislators understand the outcome of the state’s failure to pay bills. Polly said there does not seem to be a collective will to respond to and resolve the problem.

Mickie Owens read information shared by Bonnie Buckley who could not participate in the meeting today Bonnie stated that:

The center cannot get ahead if they are not being reimbursed. Center has to fundraise to pay interest on loans. Unemployment goes up if staff is laid off. Center is unable to spend funds because of late reimbursement. The situation is stressful and leads to low morale. Laid off staff cannot volunteer to do what they were paid for while on

staff. Could centers submit reimbursement report even if funds only obligated

but not spent? What will happen to victims of agencies close?

Margee said some expenses that centers anticipate lapsing may be caught up later, but some will not.

Susan Wynn Bence asked about requesting reimbursement for obligated funds. Centers cannot request reimbursement unless the funds have been spent.

Polly said we have approximately $200,000 that can be distributed.

Mickie said we’re all in the same boat. Her center can negotiate with the landlord and other vendors but that is different than not paying staff.

Catherine asked if we agree on expedited payment to preserve the centers that will fail first.

Maureen recommends that Executive Committee and staff meet to consider a process for expedited payment to recommend to the Governing Body.

The Governing Body discussed whether expedited payment to some centers jeopardizes all centers and potential unintended consequences of expedited payment to the centers in the most dire crises now.

Polly said we may receive $1.2 million in VOCA funds by mid October.

The Governing Body agreed that the Executive Committee should:15


Review information about impending center closures Assess pros and cons of any expedited payment process Recommend to Governing Body in a call-in phone conference whether

to recommend any expedited payments to avert center closings. If the decision is to expedite payments, Executive Committee will

determine how much to set aside for this purpose based on available funds.

Executive Committee scheduled a meeting for Friday, October 8, 9:00 a.m.; Governing Body scheduled a meeting for Tuesday, October 12, 9:00 a.m.

Minutes submitted by:

Carol Corgan

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