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Official Minutes
August 7, 2001
Representatives: Fred Renter, Tom Giles Dianne Duersheidt, Diane Drummond, Kathryn Weit, Cynthia Owens, Howard Klink, Randy Fulghum, Kristin Ahrens, Judy Cunio, Mike Maley, Tim Kral, JoAnn Furhm, Cindy Helvington, Beth McHugh, Jessica Leitner, MaryLee Fay, Bill
Lynch (facilitator).Alternates and Observers: Mary Cook, Bev Herrin, Vickie Storie, Sandy
Stewart, Pam Ring, Ann Coffee, Clover Moe, Tara Asai, Don Myers,Janna Starr, Jean Olsen, Florie Erickson, Dayna Davis, CharlieHammet, DeAnna Hartwig, Frank Quan, Roger Stanton
Brokerage RFP Award Update: Mike announced the winners of the RFP process. There were 22 applicants who responded to the RFP. Many proposed serving more than one Region. 42 people assisted in the review process. 22 of the 31 SDS groups were represented. 5 of 11 winners are new or emerging organizations. Many of the participants in the RFP review process reported back the process was good and expressed appreciation to the State.
The following proposals were selected:
Metro NW: SDRI, Inclusion Inc., Multnomah County, DSI Inc., St. Vincents Mid Valley: Integrated Services Network, Resource Connections of Oregon Cascade: Full Access Brokerage
Southern: Jackson Co. Support Services Brokerage, Southern OR Regional Brokerage Eastern: Eastern Oregon Support Services Brokerages
Roll-out will be the next step. The schedule is due out in the next two weeks. The capacity and experience of the respondents will be a factor in deciding who goes first. The budget will also be a factor along with the stability of the current SDS programs in the Region. The roll out for who will be served first also needs discussion. General groups have been identified but the specifics are still negotiable.
Support Services Rule Review: A draft copy of the Support Services Rule Outline and Rule content was distributed. The draft was developed using information from the current SDS Rule through meetings with a subcommittee of the UA group.
We broke in to three groups to answer these key questions about content:
1. Is there content that is missing?
2. Is there something that needs to be changed about the content?
3. Is there something we can delete?
4. All groups will look at definitions and common practices.
Group 1: Brokerage Administration and Operation pgs 30-33
Group 2: Access to Support Services Funds pgs 33-44
Group 3: Provider qualifications pgs 50 on
A summary of the work completed by the work groups is available upon request but will not be included in the Summary of the Official minutes.
Lunch with Lydia Lissman and James Toews:
Lydia introduced herself as the new Director the Seniors and Persons with Disabilities Division with the Department of Human Services. Lydia shared how impressed she is with this group and the planning process that we have been engaged in. She was also impressed by the number of family members and self advocates who have committed to this planning process as evidence by today's attendance. Lydia indicated it would be her priority to continue the work that is being done here on the Staley Lawsuit implementation. Lydia indicated she was excited about having James in a key position in the organization. Lydia plans to travel and visit withstakeholders. She has had the opportunity to meet with some advocacy groups already.
Tim asked how the overall mission of Universal Access along with the supervision and coordination of implementation will be maintained under the newly reorganized Department of Human Services. Lydia indicated that the people we have been working with would continue to be the contact people. No one is going to stop doing what they are doing but rather the Department will be looking at ways it can share best practices and streamline services that are similar in function.
The new offices within the cluster will be:
Licensing and Quality of Care: Cindy Hannum will head this up
Home and Community Support: To be identified
Employment and Financial Benefits: To be identified
Program and Planning: To be identified
Lydia believes that these groupings will streamline access to services that used to be housed separately. Overall this is expected to improve service delivery. Communication is important to Lydia. She has appreciated hearing the concerns and questions of families and advocates. Candid conversations and an ongoing dialogue are critical to successful transition.
Judy commented that "we've come so far and we just can't go backwards". We (self advocates) have to be at the table and included in making decisions. Lydia agreed with Judy about including people at the table at all levels.
Lydia said she would like to come and visit again and may be connecting out in counties as she travels around.
Support Services Waiver Update: The State received a letter notifying us that the support services waiver was approved by HCFA with some changes. The State was pleased with the speed with which HCFA responded. In the first conference call it was clear they had read the application thoroughly.
Sub Committee Reports:
Communication Committee: There are three components the committee continues to work on, the brochure, the 1-800 number and the website. The 800 number should be up and running any day now. The revisions to the webpage will be prioritized. The brochure is basically ready and after final revisions are made will be distributed. The brochure was designed so that Counties could stamp their personal information to it.
Case Manager/Brokers Flow Work Group: The group has been meeting almost weekly and obtained information from other groups. A series of Flow Charts detailing how individuals and families will move through the new system were handed out and reviewed. There will be further modifications before a final version will be available
Presentation of the What Do We Need To Implement Support Services Document:
The form includes the following processes: Intake and Referral,
Individual Planning and Budgeting, Title XIX, Operation/Financial,
Service management and coordination. Please review and provide feedback to Laurie Lindberg. The group tried to identify areas where training is needed. Some of the processes belong other places, we just need to decide where they belong. It is ok to share these documents. They are still draft. Diane commented that she appreciated the work of the group.
Training and Technical Assistance: MaryLee provided update on general training The state will contract for specific training to provide to the brokerages. They are trying to complete this by the end of this week. This RFP will also address some of the State's other training needs that must be put out for a Request for Proposal (RFP). The second RFP will identify additional training resources around other issues including training individuals and families. Will need
work group help design RFP and to look at proposals. Dana asked if would still have quarterly meetings when the brokerage if up and going. MaryLee responded that we don't know how often meetings will need to be held.
Timelines for Training RFPs: 1st. RFP By end of Sept the RFP will be ready. Want to give enough time to negotiate for Dec. 1 start date.
RFP responses in by 10/31 and December 1 start date.
Second work group (2nd Training RFP) will start early September and have recommendations by October 10th for the next UA meeting. Sign up sheet for people to be involved in design is being sent around. Return to Mike.
Diane Duershiedt reported on three recommendations from the SDS Training Committee.
1. In roll out process, create the board first
2. High priority for families and self-advocates to receive training and be trainers, as well as the personal agents.
3. Data base system has consistency across regions, so everybody starts out the same.
Kathryn asked if there was any plan to do a targeted initiative to help create service capacity around the State. Mary Lee responded that she thinks we need to look at individual brokerage rather than statewide. A statewide agenda doesn't necessarily match a brokerage agenda. Tim shares Kathryn's concern that there hasn't been much response to capacity development in the past, however, now that funding will be available, there may be more interest. Kathryn stated
that there are already examples of people having money to purchase services but they can't find what they want. There is a lack of resources around the state. There are not enough people available to provide service, and few people who have the skills or knowledge to do what families and self-advocates are asking for now etc. People are looking for something different and the system can't deliver.
Cynthia stated that individuals and families need to be educated about what to ask for. We also need to document it so we don't lose what families are really asking for in their plans even though they don't get it. Judy agrees that self-advocates have been told for so
long what they will get and it will hard for them to make sure they say what they need.
Quality Assurance: The QA group has not met. Defer to October meeting.
Kids Update: Will kids be picked up in September at County level?
No.
Two things have to be in place: Finalize allocation plans and the rule. It took until mid July to get information to move forward. Instead of forcing a transition too early, transition will occur by January. Counties will be involved in hiring. The State will be in communication with each county and make plans to implement by January.
The UA Committee Members wants to recognize some key milestones:
Waiver approval, rule completion, flow charts, and the large amount of work that a few people are doing.
Planning for future meetings:
October:
Update administrative rule and brokerage implementation
Other items for review:
Roll out schedule and how to accomplish outreach
Contracting and reporting requirements
RFP negotiations
Training and technical assistance
QA
Rules
Our next meeting is on October 10th from 9:30 to 4:00 at OTAC.
Future meetings will be held on October 31, November 14 and Dec 19
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