[nfbmi-talk] draft mcrs minutes

Thu Mar 5 21:18:06 UTC 2015

It is interesting that BS4BP director Ed Rodgers routinely does not attend
the Council meetings.

MICHIGAN COUNCIL FOR REHABILITATION SERVICES

3490 Belle Chase Way, Suite 110

Lansing, MI  48911

517.887.9370 or 877.335.9370

Business Meeting Minutes

MCRS Office, Lansing

Tuesday January 20, 2015

Members Present:  Carol Bergquist, Sharon Bryant, Trina Edmondson, Suzanne
Howell (Department of Human Services - Michigan Rehabilitation Services
DHS-MRS), Adam Kaplan, Deanna Middlebrooks, Caryn Pack Ivey, Michael Poyma,
Anne Riddering, Brian Sabourin, Mitch Tomlinson, Zach Tomlinson, Jennipher
Wiebold.

Members Excused:  Sara Grivetti, Ed Rodgers (Department of Licensing and
Regulatory Affairs - Bureau of Services for Blind Persons LARA-BSBP). 

Members Absent:  Ed Benning, Sheryl Diamond, Rod Jones, William Jones. 

Guests Present:  James Bunton (DHS-MRS), Lisa Kisiel (LARA-BSBP), Mike
Pemble (LARA-BSBP). 

Staff Present:  Marlene Malloy, Shori Teeple. 

Call to Order

The meeting was called to order by Council Chairperson C. Bergquist.  Roll
call determined that a quorum was present.  

Welcome & Introductions

C. Bergquist welcomed council members and guests.  Introductions were made.

Agenda

The draft agenda (January 20, 2015) was reviewed by the membership.  

A motion, made by A. Riddering and seconded by S. Bryant, was passed to
approve the draft agenda as presented.

Minutes

The draft minutes (November 18, 2014) were reviewed by the membership. 

A motion, made by A. Riddering and seconded by B. Sabourin, was passed to
approve the draft minutes as presented.

Public Comment

The public comment statement was read aloud.

There was no one present to make public comment.

Overview - Partner Reports

Written reports received from members representing the Parent Training and
Information (PTI) Center, Project Visions - Hannahville Indian Community,
and Statewide Independent Living Council (SILC) were included in meeting
packets.  A brief overview was provided of the Project Visions written
report, which included 2 customer success stories and a report about their
new housing project.  

A question was directed to the PTI representative regarding the main
successes and challenges for their organization within the past year.  In
response, the biggest successes have been the development of their webinar
series, which has been very well attended, the live learning activities that
have been offered statewide, and also their website
(www.michiganallianceforfamilies) for providing information and resources to
families, professionals, and others.  The biggest challenges have been
following the rules/data requirements and also getting the families and
schools working together in order to develop good relationships for the
benefit of the children being served.

Executive Team (ET) Report

Members reviewed the proposed Final ET Minutes for October 28 and December
11, 2014.

A motion, made by B. Sabourin and seconded by Z. Tomlinson, was passed to
accept and place on file the final ET minutes as presented.

Financial Operations

Members reviewed the Financial Statements for October, November, and
December 2014.  It was noted that fieldwork for the MCRS FY 2014 Financial
Review has been completed, the report is in progress, and an appointment has
been scheduled with the auditor to review physical plant/inventory updates.
At this time, no concerns have been noted.

A motion, made by A. Riddering and seconded by M. Poyma, was passed to
accept and place on file the Financial Statements for October, November, and
December 2014 as presented.

Customer Service System Issues - Brian Sabourin, Vice Chair

Client Assistance Program (CAP) - B. Sabourin 

A written report was included in meeting packets.  CAP data for FY 2014 was
reviewed, with their final Annual Report being submitted to Rehabilitation
Services Administration (RSA) before December 31st.  Similar to previous
years, the majority of complaints from customers were received by
individuals with mental illness (MI) receiving services from MRS.  In
previous years, most complaints presented to CAP were from customers from
MRS with the disability characteristic of orthopedic impairments, with those
with MI being second or third.  Few to no complaints from BSBP customers
continue to be received.  In response to a question why there is such a
disparity between the number of complaints from customers from the DSUs, it
was stated that it has historically been this way.  This tends to be the
case nationally as well.  Another question was asked regarding the estimated
percentages of the number of cases for both DSUs.  It was concluded that the
range in percentages can be accounted for by the differences in total
numbers of customers being served by the two DSUs.

DHS-MRS Administrative Hearings Manager

A written report was included in meeting packets.  It was stated that the
Council should continue to receive redacted hearings reports from both
Designated State Units (DSUs), which includes BSBP and MRS, as well as
updates about hearings decisions that result in cases to be reopened.  It
was encouraged that follow-up emails be sent to the Administrative Hearings
Manager to request this information.   

Update - Department of Licensing and Regulatory Affairs - Bureau of Services
for Blind Persons (LARA-BSBP):  Lisa Kisiel, BSBP Training Center Director

and Mike Pemble, BSBP Deputy Director

All FY 2014 federal reports for BSBP have been submitted to RSA.

Business Enterprise Program (BEP)

The BEP has undergone some changes, with Constance Zanger (BEP Manager)
retiring and Sherry Hybeck (who serves as the Assistant Director at the BSBP
Training School), who had been the previous manager, to become the interim
manager for the BEP.  The position will be posted for a permanent
replacement. 

Workforce Innovation and Opportunity Act (WIOA) Project

BSBP continues to be involved with MRS on the WIOA Work Team.  Shannon McVoy
(BSBP Regional Manager) and L. Kisiel have been assigned to this task, along
with working on another project with the Workforce Development Agency.

Budget

While working with carry forward funds, BSBP continues to provide services
to customers despite a $300,000 reduction in general funds.  

BSBP Training Center

Staff is in the process of updating their handbook, including rules and
regulations.  A small retail store project is being considered.

Data Request for MCRS Annual Report and Quarterly Data Updates

Questions were asked by Council members regarding requests that have been
made for BSBP FY 2014 data, which needs to be included in the MCRS Annual
Report, as well as quarterly data to be shared with the membership during
business meetings.  It was stated in response that these items will be
followed up on and reported back to the membership.  

Update - Department of Human Services - Michigan Rehabilitation Services
(DHS-MRS):  Suzanne Howell, MRS State Director

Focus Groups

Discussions took place between the MRS Director, MCRS Chair and Executive
Director during the previous fiscal year about reaching out to customers to
obtain feedback in an effort to understand their feelings and perceptions
with regard to services provided by the public vocational rehabilitation
(VR) agencies in Michigan.  As shared almost a year ago, the context for
sharing data is extremely important.  The MRS Director has requested that
MRS and the Council move forward to gather information from customers with
the town hall process.  With everyone required to gather information from
customers, the process should be approached as a team, with a schedule to be
established and plans to be implemented in alignment and
partnership/coordination with MRS, BSBP, MCRS, Centers for Independent
Living (CILs), and SILC.  Having already lost a quarter of this fiscal year,
the process should be initiated soon, with events for customers (as many as
possible) to be carried out before the end of the fiscal year.  

Reports from MCRS

MRS and DHS would like to know more information, on a more regular basis,
about the activities of the Council on a monthly (instead of quarterly)
basis.  Activities in process and those that have been implemented by the
MCRS should be well represented and well communicated between the department
and Council.  The first quarter report will be forwarded to MRS, followed
thereafter by monthly reports.  

Budget

The MRS budget is in good shape.  Overviews were provided of some programs
that are connected to specific funds, including the Swift and Sure Project,
Adjudicated Youth, and Project Search.  

Statewide Strategic Planning Coordination Committee

The committee includes MRS Staff, Community Rehabilitation Organizations
(CROs), and CILs and is responsible for statewide programming
implementation.  Programs include Swift and Sure, Benefits Planning,
Financial Planning, and others.  

Staffing

MRS recently lost 3 positions but hopes to gain additional staff once all
staffing changes have been completed.

Systems Changes

Some system reviews and changes are in process, including the implementation
of group authorizations in November 2014, which will help to process similar
services to customers faster.  The goal is to bring more resources to the
field and to reduce delays in getting services to customers.

Business Services Initiative

As connected to the Governor's Summit, which will be held next on February
9th at the Lansing Center, MRS currently has over 100 employers registered.
Thanks were extended to L. Kisiel and S. McVoy from BSBP for their
collaboration with MRS in this business service initiative along with other
community partners.  Business Service representatives will work to
coordinate teams with businesses for better collaboration and communication.
The Governor's Summit will be attended by the Governor, Lt. Governor, and
newly appointed Justice Richard Bernstein.  

Reflection: MRS' Excellent Customer Service 

A personal experience was shared by a Council member about her recent
interactions with several MRS counselors and staff.  MRS is to be commended
for its message of "customers first" and excellent customer service for
staff who offer to do amazing things for customers to serve them in the best
way possible.

Follow-up discussion about plans for Customer Focus Groups

It was encouraged that Community Rehabilitation Organizations (CROs) be a
part of the process to conduct the focus groups.  The more information
shared with transparency, the better.  It was requested that once the
Council comes up with a proposal that S. Howell be able to review it, as
well as having it reviewed by other community partners with opportunities to
provide input as well.  It is anticipated that the plans will be formulated
in complete partnership.  All forms of accessibility for customers should be
considered for planning purposes.

Match Inquiries

With questions asked by a member about MRS' recent, current, and future
match situations, as well as how the MCRS might be able to assist with
match, it was stated that details for this information will be obtained and
reported back to the membership.  S. Howell stated that money should not be
a big issue for MRS in the future, because they will have the potential to
draw down more match funds.  With more that MRS can do together with others
by being at the table with partners, MRS and BSBP should be doing joint
programming to run programs together and maximize the potential for funding.

BSBP Follow-up about FY 2014 Budget

M. Pemble shared that BSBP was successfully able to match all available
federal dollars during FY 2014.  In addition, there were some one-time
expenditures that the state made that BSBP was able to count toward state
expenditures for purposes of BSBP match.  BSBP was able to draw down an
additional $800,000-900,000, which they were able to take advantage of.
BSBP also went to the federal government and made a request for additional
Title I funds, which were granted.  All money was spent within the time
period allotted, so BSBP did well to utilize funds last year.

Report of the Executive Director (ED):  M. Malloy

A written staff report was included in meeting packets.  Additional updates
were shared regarding involvement with the MRS Marketing Team, which now
includes participation by BSBP Staff.  A document titled "MRS By the
Numbers: FY 2013" was shared and reviewed as a tool for staff to use for
marketing purposes.  Once FY 2014 data becomes available, the document will
be updated.  Staff attended the morning session of the recent MRS Public
Hearing for Promulgation of Rules.  Membership constitution updates were
shared, a New Member Orientation is in the planning stages, a letter of
support for a grant being requested by the PTI Center will be drafted and
sent on behalf of the membership, and updates were shared for the National
Coalition of State Rehabilitation Councils.  Staff will soon be involved in
the MRS process for updating the online orientation series.

Advisory Work Team Reports

Customer Experience (CE) - M. Poyma (Chair)

A CE Work Team Highlights document was included in meeting packets.  The
team met prior to the business meeting, with work continuing to refine DSU
dashboards to track data with regard to Performance Standards and Indicators
and other customer data.

Regulatory Guidance (RG) - A. Riddering (Chair)

A Highlights document and final RG minutes (October 21, 2014) were included
in meeting packets.  An overview was shared of progress made by the team
with regard to plans for completing the Council's Annual Report for FY 2014.
Once data and other information is received from both DSUs for the previous
fiscal year, it will be incorporated into the final report, which will then
be printed, distributed, and submitted to RSA.  Next steps for the work team
will focus on the State Plans for both DSUs.

A motion, made by M. Tomlinson and seconded by M. Poyma, was passed to
accept and place on file the final Regulatory Guidance minutes as presented.

State Plan (SP) - B. Sabourin (Chair)

A Highlights document and draft SP minutes (November 3, 2014) were included
in meeting packets.  An overview was provided of the meeting that took place
in November.  The Ad Hoc SP Advisory Work Team will be reconvened soon to
begin working on updating Attachment 4.2c documents for both DSU FY 2016
State Plans.  

A motion, made by A. Riddering and seconded by M. Tomlinson, was passed to
approve the draft State Plan minutes as presented.

Public Comment

The public comment statement was read aloud.

There was no one present to make public comment.

Customer Experience - Methodologies for Gaining Input

Discussion took place about plans for customer focus groups to be held
around the state in order to gain input from customers who receive services
from the DSUs.  See Attachment One for a summary of notes from the
discussion.

State Plan FY 2016 Overview

A power point presentation was shared and discussed as related to the State
Plan process.  Highlights included the Council's responsibilities to author
Attachment 4.2c for both DSU State Plans as well as Council representation
at the table during the development of both DSU State Plans for the next
fiscal year.  The process for development and monitoring of State Plan
recommendations was also reviewed.

Adjournment

There was no further business for discussion.

A motion, made by B. Sabourin and seconded by M. Tomlinson, was passed to
adjourn the meeting.

The meeting was adjourned at 2:03 p.m.

NEXT BUSINESS MEETING: 

Tuesday March 17, 2015

MCRS Meeting Room, Lansing

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