Governing Body Meeting Minutes
September 25, 2014
ICASA GOVERNING BODY
MEETING MINUTES
September 25, 2014
9:00 a.m.
Northfield Inn & Suites
Springfield, IL
I. INTRODUCTORY BUSINESS
A. WELCOME
Megan Jones-Williams, Convener welcomed everyone to the meeting and invited introductions and announcements. Polly highlighted supplemental information in the Governing Body packet.
B. ROLL CALL OF VOTING DELEGATES
PRESENT:
Arlington Heights Jim Huenink
Aurora Michelle Meyer
Belleville Mindy Stratmann-Sebol, Lindsay Serrano
Bloomington Nicole Kirstein
Carbondale Megan Jones-Williams
Charleston/Mattoon Erin Walters
Chicago, YWCA
Metropolitan Chicago Debbie Perry
Chicago, MLEA Neusa Gaytan, Maritza Reyes
Chicago, RVA Sharmili Majmudar, Sarah Layden
Danville Marcie Sheridan
Decatur Cathy Byers, Melissa Stewart
DeKalb Lisa Jensen
Elgin Carolyn Karp
Galena Anne Heim
Gurnee Adam Robinson, Alexandra Beiriger, Amy Junge
Joliet Donna Plier
Kankakee Tracey Noe, Cheryl Chamberlain
Macomb Diane Mayfield
Peoria Julie Boland, Nancee Brown, Heidi Van Heuklon
Princeton Bruce McVety
Quad Cities Nicole Cisne Durbin
Quincy Megan Duesterhaus, JJ Magliocco
Rockford Maureen Mostacci
Springfield Catherine Walters
Sterling Veronica Henry-Redell
Streator Valerie McCollum
Urbana/Champaign Kerri True-Funk, Erin Sturm
Vandalia Mary Harrington
ABSENT:
Hickory Hills
ICASA STAFF:
Polly Poskin Bethany Meaker
Carrie Ward Mary Hill
Claudia Castro Susan Faupel
Lindsay Grammer Sean Black
Suzanne Gray
GUESTS:
Karin Manning, Illinois Department of Human Services
Rhonda Clancy, Illinois Department of Public Health
C. JUNE 12 GOVERNING BODY MEETING MINUTES
Governing Body reviewed June 12 meeting minutes. Neusa Gaytan recommended approval of the June minutes. Governing Body approved the recommendation by consensus.
D. STAFF REPORT
Polly highlighted the work of ICASA staff as follows:
1. Welcome Lindsay Grammer, new Accountant at ICASA. Lindsay started her new position on Monday, June 16.
2. Goodbye to Claudia Castro, General Counsel. She will be leaving ICASA on September 30 to take a position as the Executive Director/Chief Counsel of the Concealed Carry Licensing Review Board.
3. Goodbye to Bethany Meaker, Fiscal Director. She will be leaving on October 3 to take a job as Accounting Manager at Special Insurance Services, Inc. in Springfield, IL.
4. Polly and Yvonne prepared an ad and flyer for the General Counsel Position. Yvonne distributed the ad to newspapers, universities and other various organizations.
5. Polly and Sean have been working with the Marsy’s Law Foundation to prepare and conduct press events throughout the state to promote passage of the Constitutional Amendment for the Crime Victims’ Bill of Rights on November 4.
6. Training Institute conducted 20-hour Adult Counselor Training on June 16-18; three webinars on July 9, August 12 and September 9; 40-hour training July 21-25; 30-hour Child Counselor Training Part I, August 25-29; New Director’s Orientation on September 10 and 11 and Anti-Oppression Training on September 24.
7. Carrie, Mary and Lisa have been busy reviewing FY15 applications for funds and providing technical assistance to the centers. Contracts Review Committee met August 26-28 to review applications.
8. Susan and Suzanne presented on ICASA and Illinois Department of Juvenile Justice on PREA at the National Sexual Assault Conference in Pittsburgh in August and the National Victims of Crime Conference in Miami in September.
9. Polly and Claudia also attended NSAC in Pittsburgh. Polly also attended the RPE Director’s meeting and participated in meetings of the National Alliance to End Sexual Violence.
10. Sean prepared and sent out monthly Communiqués.
11. Sean has been working with Illinois Imagines. They recently awarded six grants to centers. They are still waiting on approval from OVW regarding the Empowerment Guide.
12. Polly and Carrie have been assisting with the mediation efforts regarding the Geographic Service Region issue between Gurnee and Arlington Heights.
13. Carrie and Mary conducted a webinar on July 8 regarding service projections.
14. Staff continues to work on the Prevention Education Evaluation Checklist.
15. Carrie, Mary and Lisa prepared contracts for distribution to centers. Lisa has received and processed all contracts.
16. Bethany, Carol and Yvonne prepared and sent all quarterly and semi-annual funding reports.
17. Polly, Sean, Susan and Suzanne G. attended the college summits in Peoria to discuss the campus SaVE Act. Sean, Susan and Suzanne continue to gather resources and information and provide support to campuses and centers.
18. Support staff has been stellar this summer.
II. BYLAWS AMENDMENTS
Governing Body reviewed the ICASA bylaws amendment distributed in Governing Body packets. This amendment requires a second vote on the language change indicating purpose of Executive Committee meetings as follows:
Executive Committee shall not be convened for no any reason that would circumvent the authority of the Governing Body. The Executive Committee shall be composed of elected officers, chairs of committees, two at-large members and the Executive Director, who shall be a non-voting member. No center may have more than two representatives serving on Executive Committee. While Executive Committee meetings shall be open to all members of the Governing Body, only Executive Committee members shall participate in the decision-making process.
Governing Body approved the bylaws amendment by consensus.
III. PRESENTATIONS
A. ILLINOIS NATIONAL GUARD
Diane Rogers, Sexual Assault Response Coordinator and Alana Casey, Victim Advocate Coordinator at the Illinois National Guard presented on collaboration efforts to assist enlisted soldiers and airman that are victims of sexual assault.
The ING has trained Sexual Harassment Assault Response & Prevention (SHARP) Specialists; victims can go to them to disclose assaults. SHARP Specialists respond to victims and provide follow up services. The ING requests that each ICASA center sign a Memorandum of Understanding; Diane distributed copies for signature. She requested that center representatives from PCASA (Springfield) and Growing Strong (Decatur) attend an in person meeting with ING representatives acknowledging joint efforts to serve victims.
Diane invited center representatives to visit Camp Lincoln and meet with Diane; she would also like to visit rape crisis centers.
Diane answered questions from Governing Body representatives regarding the MOUs. She agreed to return to the Governing Body meeting later this afternoon to collect signed agreements. If anyone needs to take the MOU back to their respective centers before signing, it’s fine to scan and e-mail the signed MOU to Diane by Tuesday, September 30, 2014 in time for inclusion in the President’s Report.
B. GET COVERED ILLINOIS
Amanda Kozar, Regional Outreach Coordinator, Get Covered Illinois presented information regarding the Affordable Care Act (ACA). She encouraged centers to notify rape crisis center clientele of the ACA and provide them with information regarding coverage. Amanda can connect interested parties with the local navigator in their respective areas to review available options. Open enrollment time period is November 15-February 15. Covered parties cannot be turned away or charged more as a result of domestic and/or sexual violence experiences. There are a variety of coverage options with no co-pays.
Amanda has materials in English and Spanish and agreed to share extra copies with centers. Centers can contact Amanda with any questions. Get Covered Illinois has navigator coverage throughout the state.
IV. EXECUTIVE COMMITTEE – Megan Jones-Williams
Megan highlighted work of ICASA’s Executive Committee since the last Governing Body meeting. On September 17, Executive Committee reviewed FY14 rollover/lapse funds and determined distribution of available funds between Administration/Training/ Communications and Subcontracts budgets. Executive Committee also distributed increased FY15 Special Tax Revenue funds between Administration/Training/ Communications and Subcontracts budgets. No Governing Body action is required.
V. CONTRACTS REVIEW COMMITTEE – Mary Harrington
Mary highlighted the work of Contracts Review Committee since the last Governing Body meeting. Meeting minutes from June 19 and July 17 include no recommendations.
Meeting minutes from August 26-28 and September 24 include recommendations regarding FY15 funding. Mary noted per ICASA’s conflict of interest policy, center representatives must leave the room when recommendations regarding their respective centers are presented.
A. APPROVE APPLICATIONS (AUGUST 26-28 MINUTES)
Contracts Review Committee recommends approval of five applications with no further revisions needed:
Chicago RVA Rockford
Elgin Urbana
Peoria
Governing Body approved the recommendations by consensus.
B. APPROVE APPLICATIONS (SEPTEMBER 24 MINUTES)
The Committee recommends approval of 21applications with no further revisions needed:
Arlington Heights Gurnee
Aurora Hickory Hills
Belleville Joliet
Bloomington Macomb
Carbondale Quad Cities
Charleston Quincy
Chicago Mujeres Springfield
Danville Sterling
Decatur Streator
DeKalb Vandalia
Galena
Catherine Walters chaired the Governing Body meeting during review of Carbondale’s applications for funds.
Governing Body approved the recommendations by consensus.
C. APPROVE PENDING REVISIONS
The Committee recommends approval of the following 3 centers’ applications pending receipt of additional revisions:
Chicago SVSS
Kankakee
Princeton
Governing Body approved the recommendations by consensus.
D. AUTHORITY TO FINALIZE APPLICATIONS
Contracts Review Committee requests Governing Body authorization to make affirmative funding decisions regarding pending applications. Any negative funding decisions will be reviewed by the Governing Body on December 4.
Governing Body approved the recommendation by consensus.
E. FY14 ROLLOVER/LAPSE FUNDS
Contracts Review Committee reviewed rollover/lapse funds from FY14 available for allocation to centers in FY15.
1. VAWA Prevention
Contracts Review Committee recommends equal distribution of $13,144 VAWA Prevention rollover/lapse funds among all 29 ICASA member centers. Currently, the amount available per center is $453.
Governing Body approved the recommendation by consensus.
2. VOCA
Contracts Review Committee recommends equal distribution of $178,224 VOCA rollover/lapse funds among all 29 ICASA member centers. Currently, the amount available per center is $6,145.
Governing Body approved the recommendation by consensus.
3. VAWA Satellite
Contracts Review Committee recommends proportionate distribution of $20,433 VAWA Satellite rollover funds to centers with VAWA Satellite allocations, excluding Chicago Mujeres Latinas en Accion & DeKalb which use VAWA Satellite funds to support services in their main offices.
Governing Body approved the recommendation by consensus.
4. Allocation Survey & Timeline
Pending Governing Body approval of proposed allocation plans, Contracts Review Committee asked ICASA staff to survey centers regarding whether each will apply for all available funds. Centers that choose to request less than all available funds will be eligible to apply for their requested amounts; remaining funds will be redistributed to centers that request additional funds.
The Committee established the allocation timeline for distribution of FY15 one-time funds as follows:
September 25 Governing Body review/approve allocation plans
September 25 Survey Centers regarding funding requests; adjust available amounts
October 8 Issue Applications
October 29 Applications Due
November 12 Preliminary Revisions Due
November 20 Contracts Review Committee Review
December 1 Contract Start Date (pending Governing Body approval December 4)
F. VOICES – FREEPORT, ILLINOIS
Contracts Review Committee recommends that ICASA invite VOICES to apply as an ICASA Program Development Grantee to provide sexual assault services in Stephenson County. Program Development Grantee funds will be VOCA funds currently allocated directly to the center from the Illinois Criminal Justice Information Authority and any additional funding (as yet to be determined) set aside by ICASA.
The Committee established the following Program Development Grantee application timeline:
September 25, 2014 Governing Body review potential PDG applicant
March 30, 2015 Issue Program Development Grantee Application
April/May 2015 (TBA) Fiscal/Programmatic Site Visit
May 6, 2015 Application Due
April/May 2014 (TBA) Interview with Contracts Review/Program Committee representatives
May 21, 2015 Contracts Review Committee Review
June 11, 2015 Governing Body Review
July 1, 2015 PDG Contract Start Date (pending Governing Body approval)
VOICES has requested technical assistance from ICASA to ensure the center meets ICASA standards. Carrie will share sample forms and technical assistance materials and contact the center regarding ICASA training opportunities.
Governing Body approved the recommendation by consensus.
VI. FINANCE COMMITTEE – Kerri True-Funk
Finance Committee recommends that Kerri True-Funk continue as Finance Committee Chair in FY15. Governing Body approved the recommendation by consensus.
Finance Committee recommended the June 2014 financial statements be filed for audit. Governing Body approved the recommendation by consensus.
Finance Committee recommended the August 2014 financial statements be filed for audit. Governing Body approved the recommendation by consensus.
Finance Committee recommends approval of the FY15 ICASA
Administration, Training and Communications budget with noted revisions to the administrative narrative. Governing Body approved the recommendation by consensus.
Finance Committee recommends the Governing Body change the Wells Fargo contacts to Polly Poskin and Lindsay Grammer. Governing Body approved the recommendation by consensus.
VII. PROGRAM COMMITTEE – Jim Huenink
Jim reviewed meeting minutes for Program Committee and Prevention Planning Committee meetings both held on September 4, 2014.
Jim highlighted items from Prevention Planning Committee regarding ICASA’s continued review of prevention education programs. The Committee continues to collect information regarding prevention programs. We should have more specific information after Dr. Paul Schewe conducts his review of data and reports back to the Prevention Planning/Program Committees in November.
Neusa asked whether ICASA is considering evidence-based programming. Jim said there is a lack of clarity and availability regarding evidence based Sean said the NSVRC recently shared information regarding evidence-based programs. Sean shared the information over ICASA’s listserv. Prevention Planning & Program Committees will review this information as well.
Program Committee requests Governing Body authorization to revise ICASA’s brochures, website, outreach materials, etc. to more clearly identify satellite/off-site offices. Erin said she would have a vested interest in this issue. Polly said guiding principles should be based on how the victim would seek services, not based on how funds are administered. Governing Body members discussed printed materials, versus the website, etc. Sean said we try to update brochures at the same time as much as possible, but we want to avoid significant waste; a multi-year replacement approach may work better. Erin asked about posting training materials on website. Claudia suggested an insert with updated information to help reduce waste. Sarah agrees that it’s important to list centers and location; using an asterisk to denote main office may only be relevant to ICASA. She said we should list office locations and available services. Sean said brochures typically list hotline number, not services provided. Adam said information seems more fluid; suggests we include link to the ICASA website. Sean said we typically include centers’ website information when available.