September 18, 2008 Minutes

FLORIDA DEVELOPMENTAL DISABILITIES COUNCIL, INC.

124 Marriott Drive, Suite 203, Tallahassee, Florida 32301-2981

(850) 488-4180, FAX (850) 922-6702, TDD (888) 488-8633

Program Planning and Evaluation Committee

PP&E MEETING NOTES – Final

September 18, 2008

PP&E Members Present Not Present Staff

Ann Smith Ernest Smith Allison Cruz-Mitchell

Betsy Farmer Idelio Valdes Antionette Williams

Christopher Drummond Ronnie Bianco Debbie Richards

Enrique Escallón Debra Dowds

Karyn Kander Dennie Hill

Kathy Henderson Karen Pelham

Marc Tassé Misty Grimm

Pam Hinterlong Latarsha Williams

Shirley Kervin Lisa Taylor

Steve Howells Rose Coster

Susan Gold Shanette Peters

Susan Redmon

I. Call to order

Pam Hinterlong called to order the meeting of the PP&E Committee at 12:10pm

II. Approval of minutes from 6-5-08

Christopher Drummond made a motion to approve the June 5, 2008, PP&E minutes, Kathy Henderson seconded the motion; the motion was carried.

III. Budget Update

FINANCE REPORT – Lisa Taylor, CPA, CFO

Lisa Taylor gave a brief description of the budget and Finance committee action items.

The following are some of the action items pertinent to PP&E (Additional information is available in the Finance Committee meeting minutes):

· Programmatic Reserve- Approved distribution of 2008 Programmatic Reserve funds of approximately $180,000 to the Employment Task Force in accordance with the Programmatic Reserve policy.

· Procurement Policy- Approved modifications of Procurement Policy to expedite small purchases. Removed the required approval of Task Force and/or Committee Chairs for the following categories:

o Under $500

o $501-$2,500

o $2,501- $4,999- if the goods or services have been specifically identified in an approved Task Force or Committee budget.

· Changes to Travel Policy- Approved two (2) types of modifications to FDDC Travel Policy and Personal Attendant Care Policy effective travel incurred October 1, 2008 and thereafter.

o (1) Modifications related to cost saving measures and

o (2) Modifications to strengthen checks and balances bases on recommendations from the Governor’s Inspector General’s office.

IV. Task Force Presentation

Community Living/Support Coordination (CL/SC)

Latarsha Williams (program manager) on behalf of CL/SC provided a presentation on the progress CL/SC is making towards meeting the state plan goals. Ms. Williams summarized the state plan goals the task force is focusing on (which include: Formal and informal supports Goal 1; Quality Assurance Goals 1,2 and 3; Transportation Goals 1 &2; Housing Goals 1&2; Cross Cutting Goals 2,3&4); and the various projects currently under the oversight of the task force (e.g.: Grassroots Self-Advocacy Training; Planning Ahead Guide; Your Life Your Way Guide; Disaster Preparedness Guide; Transportation Guide; Guardianship Training Workshops; Transportation Feasibility Study).

V. Projects:

Child Development and Education (CD/ED)

Project 1 – Inclusive Recreation

Brief Description: This purpose of this project is to continue to support and enhance the initial efforts in Tallahassee and Leon County. The program will progress in three main areas. The first will involved the Inclusion Specialist continuing to enhance the initial program developed with the City of Tallahassee/Leon County. The Inclusion Specialist will provide additional training sessions, collaborate with staff to improve marketing materials, and work one-on-one with administrators and staff assisting in developing innovative solutions; secondly, continuation of research across the nation of Inclusion and “best practices.” The Inclusion Specialist will also be developing a Recreation Inclusion Program with the new host partner. The amount of FDDC funds requested is $79,076 of CD/ED task force funds

MOTION:

Christopher Drummond made a motion to approve the project and Susan Gold seconded the motion; motion carried.

Recommendation:

A. For provider to conduct presentations at state and national levels regarding the Inclusive Recreation Project

B. CD/ED to discuss a project on developing a DVD for Inclusive Recreation Trainings

Community Living/Support Coordination (CL/SC)

Project 1 – Printing & Translation of Your Life Your Way (Management Services Guide)

Brief Description: The purpose of this project is to print copies of Your Life, Your Way (Management Services Guide), translate and print in Spanish and Braille. The amount of FDDC funds requested is $40,310 of CL/SC task force funds.

MOTION:

Betsy Farmer made a motion to approve the project, Kathy Henderson seconded the motion; motion carried.

Community Living/Support Coordination (CL/SC)

Project 2 – Distribution of Your Life Your Way (Management Services Guide)

Brief Description: The primary purpose of this project is to cover postage and storage costs for the Council’s Management Services Guide. Modern Mailers is the only known vender in Tallahassee that has the capacity to provide storage for our guides and also provide mailing services at the same time. The amount of FDDC funds requested is $10,000 of CL/SC task force funds.

MOTION:

Christopher Drummond made a motion to approve the project; Susan Redmon seconded the motion; motion carried.

Community Living/Support Coordination (CL/SC)

Project 3 – Translation, Printing, & Distribution of Transportation Guide

Brief Description: The project will consist of three components: a) translating the transportation guide into Spanish; b) printing copies of the guide in Spanish and Braille; c) covering costs for postage and storage of the English & Spanish versions of the completed guide. The amount of FDDC funds requested is $18,000 of CL/SC task force funds.

MOTION:

Christopher Drummond made a motion to approve the project; Kathy Henderson seconded the motion; motion carried.

Community Living/Support Coordination (CL/SC)

Project 4 – Self-Advocacy Grassroots Campaign

Brief Description: The primary purpose of this project is to continue to build the self-advocacy grassroots sites. During the 3^rd year of the project, 2 additional locations/groups will be added. Training and technical assistance will be provided to the new groups with refresher opportunities for the previous groups. During the 3rd year, additional training and resources will be developed and provided to all groups and a statewide meeting will also be held. The amount of FDDC funds requested is $ 99,893 of CL/SC, HC/P task forces and Programmatic Reserve funds.

MOTION:

Betsy Farmer made a motion to approve the project; Kathy Henderson seconded the

Motion; motion carried.

Community Living/Support Coordination (CL/SC)

Project 5 – Assistive Technology Feasibility Study

Brief Description: The primary purpose of this project is to research and provide a

comprehensive written feasibility report on developing an assistive technology pilot

project in Florida that will include the assessment, access to or delivery of assistive

technology, as well as training for end users and their supports. This report will be

useful in providing verifiable information and recommendations to key decision

makers such as the Governor, the Legislature and the state Med Waiver Programs.

The amount of FDDC funds requested is $103,000 of CL/SC task force funds.

MOTION:

Susan Redmon made a motion to approve the project; Christopher Drummond seconded the motion; motion carried.

Recommendation:

A. Include language in the RFP for provider to develop partnerships or collaboration with key stakeholders

Community Living/Support Coordination (CL/SC)

Project 5 – Transportation Feasibility Study

Brief Description: The purpose of this request if for additional funds for the Transportation Feasibility Study. The amount previously approved for this RFP is lower than the amount requested by the selected provider. The amount of FDDC funds requested is $14,724 of CL/SC task force funds.

MOTION:

Christopher Drummond made a motion to approve the project; Kathy Henderson seconded the motion; motion carried.

Employment

Project 1 – Benefits Training Initiative

Brief Description: In an effort to understand government assistance programs, the primary purpose of this project is to develop web-based benefits planning modules with corresponding self-paced and classroom training materials. This project will also provide trainings, technical assistance and resources to individuals with disabilities and their support network. The amount of FDDC funds requested is $79,806 of Employment task force funds.

MOTION:

Kathy Henderson made a motion to approve the project with the noted stipulations, Christopher Drummond seconded the motion; motion carried.

Employment

Project 2 – FYI Transition Website- Year 3

MOTION:

Kathy Henderson made a motion to approve the project; Christopher Drummond seconded the motion; motion carried. Marc Tassé recused and did not vote.

Health Care /Prevention (HC/P)

Project 1 – Re-defining Medical Necessity

Brief Description: The primary purpose of this project is to address recommendations in the original project. There will be 3 specific components that address the interface between State Plan and Waiver services in the areas of Therapy Services, Behavioral/Mental Health services, and Home Health, Personal Care and Nursing Services. The project will provide status reports on the implementation of the QSI and recommendations for how this instrument can be used for determination of medical necessity. The amount of FDDC funds requested is $55,000.

MOTION:

Christopher Drummond made a motion to approve the project; Susan Gold seconded the motion; motion carried.

Health Care/Prevention (HC/P)

Project 2 – Increasing Wellness & Reducing Secondary Health Conditions

Brief Description: This project will provide funding for 1-5 projects. Proposals should identify existing programs that have established successful outcomes for promoting wellness and reducing secondary health conditions for individuals with developmental disabilities within their communities. The amount of FDDC funds requested is

$150,000 of HC/P task force funds.

MOTION:

Christopher Drummond made a motion to approve the project; Susan Redmon seconded the motion; motion carried.

Health Care/Prevention (HC/P)

Project 3 – ADEA Advocacy Day

Brief Description: The primary purpose of this project is to cover the cost for participants to participate in the ADEA Advocacy Day, content expert fee and other expenses for the conference. It is anticipated that the participants will become more involved in advocacy efforts to improve access to oral health care in Florida. The amount of FDDC funds requested is $14,762 of HC/P task force funds.

MOTION:

Susan Gold made a motion to approve the project; Kathy Henderson seconded the motion; motion carried.

Health Care/Prevention (HC/P)

Project 4 – Expansion of physician education about early childhood caries (fluoride varnish)

Brief Description: The primary purpose of this project is to provide funding for additional capacity to provide additional visits at doctor’s offices for oral screening examinations, parental education and materials about dental caries and application of fluoride varnish for children aged birth to 42 months of age. This will result in children with developmental disabilities receiving quicker intervention and prevention of dental caries. The amount of FDDC funds requested is $37,500 of HC/P task force funds.

MOTION:

Christopher Drummond made a motion to approve the project; Ann Smith seconded the motion; motion carried.

Public Policy Advocacy Committee (PPAC)

Project 1 – Grassroots 2008

Brief Description: The primary purpose of this project is to provide funding for local advocacy and media relations training, ongoing support on the issues and technical assistance by phone, email, and local visits to seven Inclusion Ambassadors and their volunteers to facilitate the continuation of a community-based inclusion action plan and to disseminate Inclusion Now!, public education materials, that include FDDC’s legislative priorities. The amount of FDDC funds requested is $10,500 of PPAC committee funds.

MOTION:

Christopher Drummond made a motion to approve the project with the noted recommendation; Kathy Henderson seconded the motion; motion carried.

Recommendation:

A. Link the efforts of the Grassroots 2008 with the Florida Youth Leadership forums, Grassroots Self-Advocacy sites, and the Partners in Policymaking graduates.

Public Policy Advocacy Committee (PPAC)

Project 2 – Consortium 2008

Brief Description: The purpose of this project is to utilize a broader advocacy base for a stronger unified force for furthering public policy for individuals with developmental disabilities. This project will assist in influencing legislation for individuals with developmental disabilities through the development of unified support among disability organizations, consumers and families for consensus issues. It will also nurture and utilize a large and strong base of active grassroots advocates to assist in educating legislators and influencing public policy. The amount of FDDC funds requested is $15,000 of PPAC committee funds.

MOTION:

Susan Redmon made a motion to approve the project; Christopher Drummond seconded the motion; motion carried.

Public Policy Advocacy Committee (PPAC)

Project 3 – Developmental Disabilities Waiver Workshop

Brief Description: The purpose of this project is to fund a workshop with the developmental disabilities organizations that brings in national expertise relative to waiver systems in other states to determine targeted areas for development of short term and long term solutions and strategies for both mitigating the impact of the 2007 & 2008 service and rate reductions during the 2009 and moving toward a system that more effectively serves individuals with developmental disabilities and their families. The amount of FDDC funds requested is $5,500 of Programmatic Reserve funds.

MOTION:

Ann Smith made a motion to approve the project; Kathy Henderson seconded the motion; motion carried.

Executive/ Human Resources Committees

Project 1 – Organizational Functional Analysis

Brief Description: The primary purpose of this project is to assess the organization, structure and functions of the Council staff and members of the board from which to identify strategies that will optimize the Council’s performance. The amount of FDDC funds requested is $50,000 of Administrative funds.

MOTION:

Enrique Escallón made a motion to approve the project; Ann Smith seconded the motion; motion carried.

OTHER ITEMS:

Request for Proposals Reviewers Guide

Allison Cruz-Mitchell provided committee members with a copy of “FDDC’s Guide to Effective RFP Proposal Evaluation”. Members were pleased to have the document and discussed the format of the Selection Criteria form. (At the June 2008, PP&E meeting, members requested the format to be changed from having a comment section after each question, to having a comment section at the end of each criterion section.) Susan Redmon made the following recommendations:

a) Individuals who serve on the Council must serve on an RFP Selection Committee

b) Require reviewer’s to provide comments on each criterion of the selection criteria form

Staff shared concerns on enforcing such requirements (to have reviewers provide comments at the end of each criterion section); should reviewers not comply, this would hinder the RFP selection process and the timeliness to complete the RFP reviews. As such, Shirley Kervin recommended that as part of the Organizational Functional Analysis, for the provider to look at requirements for comments on the selection criterion form. An overall comment was made to have task force chairs assist the program managers in recruiting reviewers for RFP selection teams.

Roles of Council Team Members

The members reviewed new language to the “Roles of Council Team Members” Policy. The new language states: “ ensure that monitor assignments provide independence and accountability of the project/contract review and monitoring”; and “Council or Task Force members are not permitted to be monitors to projects/contracts with their employers or to any other project/contract where the independence and accountability of the review and monitoring can not be ensured.”

MOTION:

Marc Tassé made a motion to add the new language into the policy; Susan Redmon seconded the motion; motion carried.

State Plan Tracking Form

Allison Cruz-Mitchell informed the members that due to the amended state plan, the state plan tracking form was in the process of being re-aligned and updated. An updated State Plan Tracking Form will be provided at the December 2008 Council meeting.

VI. Adjournment

Betsy Farmermade the motion to adjourn the meeting. Susan Redmon seconded themotion. With no further business, the committee meeting adjourned at 4:10pm.