Approved January 18, 2008

FLORIDA REHABILITATION COUNCIL FOR THE BLIND

QUARTERLY MEETING
July 20, 2007

Hilton Garden Inn
3333 Thomasville Road
Tallahassee, FL  32312

MINUTES

FRIDAY, July 20th

Jesus Garcia, Chair called the meeting to order at 8:35 AM.

Council Members Present:  Jesus Garcia, Mike Taylor, Terry King, Dwight Sayer, Gloria Mills, Dawn Saunders, Denise Marshall, Ted Hull, Ann Robinson, Marilyn Palmer, Doug Hall, Paul Kurtz and Stephanie Wilson

Council Members Absent:  Kathy Davis, Rick Brown, Sue Townsend, Lee Nasehi

DBS Staff Present:  Phyllis Dill, Michael Elliott, Steve Ritacco, Beth Crane

Jesus recognized and introduced Commissioner Bloomberg to the Council.

Commissioner Bloomberg’s presentation highlights:

• She has been with DOE for 31 years in various positions and has agreed to serve as Commissioner until a new one is appointed.  She is not applying for the position.
• To date there are 25 applicants for the Commissioner’s position and the advertisement will end this week.
• Interviews will occur at the beginning of September.
• The new Commissioner should be decided by the end of September or first of October.
• The process for appointing the DBS Director and other vacant positions will begin after the new Commissioner is appointed.
• There isn’t any reason the process can’t start in order to be at the point where a recommendation can be made as soon as the new Commissioner is board.
• Commissioner Bloomberg is committed to making sure the Council will have the opportunity to provide input in the new Division Director’s selection as well as being involved in the process.
• The process may take 6 months.
• The Director position has not been advertised.
• Steve Ritacco will serve as Director of DBS during the interim.  He is not applying for the position.
• It’s possible the interview committee will include a representative from the various groups.
• Anyone interested in serving on the committee should notify Steve Ritacco.
• A list of all the stakeholders has been provided to assure they will be notified of all activities involved with the process.
• There is already a list of qualified individuals interested or recommended for the position.
• Commissioner Bloomberg guarantees DBS will continue providing services, etc.
• The General Revenue reduction in shortfall is between 800 Million and a Billion dollars.  This represents a 4% cut with all agencies.
• This past March there was a 600 Million dollar cut which was taken into account with the adopted budget for this year.
• The Governor, House and Senate have asked that each agency identify 10% in cuts.
• A special session is expected to be held in September for the legislators to make a final determination of what areas should be cut.

APPROVAL OF APRIL MINUTES

Dawn moved to accept the April minutes.  Terry seconded the motion.  Motion passed.  April minutes approved.

DISTRICT ADMINISTRATOR’S REPORT

Beth Crain, Supervisor gave the DA’s report.

• Currently 389 open cases.
• 48 College
• 15 Transition
• 140 Regular VR
• 64 Children (6 – 14)
• 23 Blind Babies
• 99 Independent Living Adults (65 and older)
• 59 successful closures this past 2006/2007 Fiscal Year.
• Earning at or above minimum wage
• 19 legally blind
• 40 visually impaired
• District two currently has 4 contracts with the local CRP FIRE.
• Independent Living Adults
• Transition High School
• VR
• Blind Babies
• Hosted the DBS Needs Assessment Forum
• District II administrator and staff continue to conduct community outreach.
• District II has 12 full time positions and currently all positions are filled.
• Four of the 12 positions are legally blind.
• The District office is located on the second floor of the Atkins building.
• DBS shares an office at FSU with the regular VR office.
• There are 48 college students with the majority at FSU and a few at A&M and the Community College.
• The average salary of the 5 clients with college degrees placed this year is $42,000.

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Ann alerted Beth about a client transferring to FSU from TCC wanting to keep her current counselor instead of changing to the FSU counselor.

ORIENTATION AND ADJUSTMENT CENTER UPDATE

Due to short notice, Stephanie did not have a report for Ed Hudson who was unable to attend the meeting due to illness.  He will attend the October meeting and give a more thorough update. 

• Currently there are 22 students at the center enrolled in either the Business Enterprise Program or the Medical Transcription Program.
• Construction is on-going with completion scheduled for January 2008.
• Will check on the manual for the center and get it to the Council.

LOCAL CRP - FIRE

Barbara Ross, Executive Director, reported the following.

• FIRE stands for Florida Institute of Rehabilitation Education
• She has been the Executive Director since 2004.
• FIRE’s mission is “assisting people with vision loss and their pursuit of independence”.
• FIRE has four contracts with DBS:
• IL (06-07) $222,480 to serve 132; FIRE actually served to date: 172
• VR (06-07) $190.344 to serve 60; FIRE actually served to date: 74
• TS (06-07) $135,240 to serve 14; FIRE actually served to date: 15
• EI/BB (started July 1, 2007) $70,000 to serve 28
• AWARE supplement for one FTE ($20,000 for 6 months this fiscal year)
• Total this FY without EI/BB funds $568,064
• Functionally, FIRE is divided into six program areas: IL, O&M, AT, VR, TS and EI/BB.

General process:

• Referral from self, family, friends, social service agencies, Eye Dr, DBS
• Intake appointment ASAP (maximum 10 days)
• Assign Lead Specialist based on initial interests, conduct CFA, plan, proceed with lessons
• Additional specialists in other program areas also serve (simultaneously) if needed
• Most services are itinerate (one-on-one) in home, work, school, community
• Document services in FIRE database
• New step – also enter data into AWARE.
• DBS database AWARE is challenging. FIRE has hired FTE to enter plans for IL and EI/BB, plus all service hours and case notes.
• District II staff enter FIRE’s plans for VR and TS, in additional to all their own VR and TS plans.
• Collaborative meetings between District II and FIRE to continuously work on issues have resulted in a vast improvement for June; previously FIRE was only able to enter 60% of the data but for June 90% of the data was entered into AWARE.
• In order to provide District II with 100% of FIRE’s client data, the short-term solution has been to provide all data from the FIRE database electronically each month.

Other funding sources:

• Donations from the community (individuals & businesses)
• Dining in the Dark annual fundraiser
• United Way (CHSP) funding
• Capital Medical society Foundation
• Able Trust grant
• Brailing services

Outreach:

• Quarterly newsletter “As We See It” distributed 1,400
• Annual mail out to social service agencies and professional in the Big Bend
• Speaking to groups
• Booths/exhibits
• Email lists
• Website and links on other websites
• Yellow pages
• Listed with community 211 help line
• Media coverage
• Speakers bureau of volunteers

BREAK

CLIENT SATISFACTION SURVEY

Dr. Mary Stutzman handed out the third quarter interim report (cases closed during October 2006 and May 30, 2007) and presented highlights from the report to the Council.

• 719 former clients were surveyed. (425 successful closures and 294 unsuccessful closures)
• 31% of the 719 completed interviews.
• Successful closures had a higher response rate than unsuccessful closures.
• Only 59 clients reached refused to be interviewed.
• There is still overall satisfaction with DBS services.
• 96% of all clients interviewed would recommend DBS services to others.
• 87% of clients interviewed were satisfied or very satisfied with DBS.
• 50% of clients interviewed heard about DBS through the medical community and family or friends.
• 85% of clients interviewed received materials in an accessible format.
• 55% of clients interviewed reported that DBS staff explained the Business Enterprise Program (BEP)
• 60% of clients interviewed reported the need for transportation and 82% of these strongly agreed that DBS provided adequate transportation when needed.
• 91% of clients interviewed needed some type of equipment and 84% of these strongly agreed that DBS provided tools and equipment.
• 35% of clients interviewed reported their plan required formal education and DBS sent 71% for training.
• 100% of clients interviewed were very satisfied or satisfied with Personal Management Training by DBS.
• Fewer clients received training in Braille (17%).
• 90% were very satisfied or satisfied with other aspects of training except career counseling which had 88% satisfaction.
• 81% of clients interviewed were very satisfied or satisfied with job search skills training.
• 58% of 156 clients indicated they strongly agreed or agreed that DBS provided skills necessary to conduct a job search independently.
• 65% agreed that DBS services prepared them for employment.
• 62% of the 226 clients were employed during the time of the Survey.
• 20 clients reported they were employed when their case was closed but were not currently employed.
• 66% of all clients interviewed know about services available to them after case closure.
• 41% interviewed cited Training as the most helpful service provided by DBS.

The Council discussed the types of survey’s possible.

Michael Elliott will look into putting a statement in the client’s closure packet concerning being called in the near future to conduct a survey of their experience with DBS.

FSU SUMMER PROGRAM

Lynda Jones is the Coordinator and Advisor of the Rehabilitation Teaching Program at FSU.  She handed out a report and will email it also.  Highlights of her presentation were:

• This summer’s group is high school graduates planning to attend college this fall or in the spring somewhere in the United States.
• 99% of the students have a dual major (O&M or Rehabilitation)
• The first program started in the summer of 2004 with 11 students.
• 2005-2006 had 8 students.
• This year there are 14 and could have had 20 but had to turn down others due to not having enough staff.
• The first group will be seniors next year.
• Long term goals:
• Survey of the first and second year students on how they are doing and if the program was beneficial.
• Would like to replicate the program somewhere else in Florida.
• Get with CSAVR about getting the program replicated nationwide.
• Students are given a stipend which covers
• Tuition
• Housing
• Meal plan
• Admission and application fees
• Money to manage for other expenses while there
• Students are given a class on finances and have to show their budget weekly.
• Activities of daily living and orientation and mobility needed on a college campus are offered to those students who need them.
• Assisting students in self advocacy is the number one priority.
• The costs per student paid by DBS in 2007:
• Housing: $957
• Meal Plan: $487 (1 per day for 49 days)
• Remaining Meals: $575 (2 per day for 49 days)
• FSU Tuition/Fees/books: $695
• Recreational/Social: $300
• FSU application fee: $30
• Total Cost: $3044

APPROVAL OF LETTER TO LYDIA MARKLEY

A letter complied by Mike Taylor was previously emailed to the Council for its review to discuss for approval.

Dawn stated that she disagreed with sending the letter because she was not pleased with some of the recent and past articles in the DBS newsletter.

A few Council members noted that they had not read the newsletter recently and could not give comment.

Paul moved to approve the letter.
Mike seconded the motion.

Ann moved to table the motion until the next meeting.
Marilyn seconded the motion.

LUNCH

DIRECTORS REPORT

Stephanie Wilson reported the following:

• RSA will conduct a monitoring program of the Business Enterprise Program August 6 – 8 in Tallahassee.  They will meet with Stephanie Wilson, Michael Elliott and the BEP staff.  They will also visit local facilities and speak with the vendors and the chairperson of the Randolph-Sheppard Committee.
• Fort Myers is hosting a Sports Camp for individuals with disabilities this week.
• A Music Camp will be held in Orlando the last week of July.
• DBS has six districts currently having vacancies which total 19.
• DBS Budget Reduction
• DBS is not cutting any programs.
• The Library will not be affected.
• Will be cautious on spending, i.e., limiting travel of staff to conferences, etc.
• DBS not putting a recommendation on the table to cut back.
• DBS currently undergoing the annual federal awards audit looking at the VR program.
• DBS created a marketing team comprised of Lydia Markley, Jessica Watrobe and other DBS staff that meets via conference calls.
• SPOTS will continue.

Steve Ritacco reported the following:

• Has been with the Division since 2003.
• Is committed to the Division.
• Welcomes ideas and recommendations for improvements.
• Has an open door policy.
• Does not perceive any dramatic changes.
• Soliciting all stakeholders (Council being one) for ideas on how the process should work on finding a new Division Director for DBS.
• Will consolidate the ideas from the different stakeholders and present them to the Commissioner.

Steve’s response to Dwight’s question concerning AWARE:

• Three primary material weaknesses identified.
• Statewide the response time is poor.
• Made known to the vendor, Alliance Enterprises.
• Today, July 20th, is the last day of testing the new version.
• New version should be put in production by July 23rd.

• Data entry for service providers and what services they provide each client.
• A work group including DBS, FAASB and non-FAASB members identified the problem and have a design on the table.
• After the single source document for the work is posted on the DMS website for 28 days and no other vendor contest the work then Alliance Enterprises will be given the contract.

• Administrative Overhead as a result of the AWARE case management system from the service provider’s perspective.
• DBS to increase those contracts identified on October 1 of the federal fiscal year with the administrative overhead costs included with the flat rate.
• Fixing the response problem and data entry problem will help as well.

Michael’s response to Terry’s question concerning the Ft. Myers district:

• An ILAP Counselor is transferring from Miami to Ft. Myers August 1st and another ILAP Counselor has been hired and will also begin August 1st.
• A Supervisor position and VR Counselor position are currently being advertised. 
• All of the Clients have been seen.
• An issue with a client not having their calls return has been remedied.
• The issue of transportation in the Ft. Myers area is causing potential applicants to decline.
• Linda Brown is the DA for district nine and will work a 60/40 split between Bradenton and Ft. Myers.

AWARE PRESENTATION

Michael introduced Adam Gaffney, head of the MIS section and Andy Limberg to walk the Counsel through AWARE.

• Participant module maintains all the records for each DBS client.
• 90% of the staff uses the Participant module 90% of the time.
• AWARE enables the Counselor to immediate access to client information when working out of the office and use any computer that’s connected to the internet.
• There are only 3 types of input fields in AWARE.

1. Check boxes
2. Drop down boxes
3. Edit field

• There are only 3 things to navigate in AWARE.

1. Links
2. Tables
3. Grids

• A list of things to do is at the end of input before exiting.
• There is a trainer in each office to work with CRPs and new staff.
• Service provider’s authorizations are generated electronically which allows for them receiving payment sooner.
• Other authorizations are printed out and sent to the vendors.
• Cancelled authorizations are credited back immediately.

DBS TRAINING ON CLIENT CHOICE

Information was provided by Ann Robinson, Michael Elliott and Steve Ritacco

• The Counsel received handouts of previous emailed information dealing with Informed Choice.
• In 1973 the Rehab Act included an emphasis on working with the participant of the program.
• The Client Assistant Program went into affect in 1984.
• Client Choice does not always require that the participant wins the issue.
• Everything a participant asks for doesn’t have to be provided but it does have to be listen too, analyzed and explored.
• The 1992 Amendment to the Act was the first time the term “Informed Choice” was heard.
• As a group, the Rehab Council is charged with participating with the agency in its requirement in constructing the Informed Choice Policy.
• The DBS manual, section 4.6 addresses informed choice only when doing the IEP for eligible individuals.
• The Rehab Act requirement is:  Informing each applicant and eligible individual about the availability of and opportunities to exercise informed choice throughout the vocational rehabilitation process.
• Informed Choice does not mean informing the participant what the choices are.
• An added emphasis on informed choice should be at the beginning of the manual.

LEGISLATIVE UPDATE

Kurt Ponchak gave the following update for DBS

• Received additional dollars to replace equipment for staff.
• Received request for General Revenue dollars for Match.
• Received additional dollars in non-recurring funds for the Blind Babies Program.
• Received a Memo June 29th stating that each quarter 1% of General Revenue will be held back.
• Received a Notice to prioritize what can be reduced 10% in all funds.
• Not expected to have an impact on providing services to clients.
• The Legislative Budget Request (LBS) is due to the Department by July 31st.
• Most likely DBS will ask for a continuation budget.
• Will meet the Match requirement this year by the end of this month.
• The Council’s budget is not a problem.
• Salary dollars are not part of case services dollars.

BREAK

WHITE PAPER DISCUSSION

FCB created a White Paper in April which brings client choice back to the table.  The Council received via email the paper to review for discussion at this meeting. 

Jesus asked if the Council would endorse the Paper being taken to DBS. 

Endorsement failed due to the lack of a motion.

AGENDA ITEMS FOR OCTOBER MEETING IN KEY WEST

Election of Officers
Local Independent Living center
Client Satisfaction Survey Update – Mary Stutzman
Council Participation in Search for DBS Director
Legislative Updates and Priorities – Kurt Ponchak
WPB Goodwill Industries and FOCB update -
Letter to Lydia Markley – Mike Taylor
Orientation and Adjustment Center Update – Ed Hudson
Local Adaptive Fishing and Scuba Diving Program
Approval of Annual Report
Director’s Report – Steve Ritacco
District Administrator’s Report – Gail Sterner
Agenda Items for the January Meeting
October 2008 meeting location

Council agreed for Mary Stutzman and the FSU Research Lab continue providing data for the Client Satisfaction Survey.

Jesus recommended having a teleconference to discuss its participation in the search for the DBS Director.  He asked the Council to email Phyllis the best date for them in September.

The Council agreed that Jesus should send another invitation to the Governor and Lt. Governor to the October meeting.

Ann suggested that the client names be left off the notes of the Public Forums.

Council requests that the Director Report and if possible, the local CRP report be emailed to the Council before the meeting.

DATE AND PLACE OF APRIL 2008 MEETING

The Council meeting will be held in Gainesville January 17, 18 & 19, 2008.

After discussion, the Council agreed on meeting in Pensacola April 17, 18 & 19, 2008.

The Council agreed to meet in Tallahassee again July 2008 at the same hotel.

Marilyn gave a brief update on the Lions.  Her report is included with the Representative Reports attached to the minutes.

Marilyn suggested the Optical Magazines would be a good place for DBS to advertise its services as well as other agency information.

OPEN DISCUSSION

VISIT TO CRP CENTER IN WEST PALM BEACH CRP

Terry King emailed his report to the Council earlier and it is an attachment to the minutes.  He briefly summarized his findings with the Council.

• He received full cooperation from the local DBS office and the Florida Outreach Center f/t Blind (FOCB).
• Misinterpretation between Carolyn Lapp and Terry Donnelly.
• Feedback is needed from the visually impaired but the experts should disseminate and serve those that are necessary.
• FOCB has received $143,000 from 2004 to date from the DBS Gifts and Donations Funds.
• FOCB also receives $5,000 monthly for providing support group sessions.
• The number of CRPs located in West Palm include
• FOCB
• Braille Club (has been terminated)
• West Palm Beach Lighthouse (presently not serving)
• Goodwill Industries (May purchase WPB Lighthouse)
• Eight FOCB staff is visually impaired and one sighted.
• Recommends that the Council be involved and monitors the situation.

Michael stated that Goodwill Industries met with Bill Thompson and the WPB Lighthouse has agreed to allow Goodwill to take all the assets and the building to sell with 50% going toward establishing a lighthouse because they already have a building.

Michael handed out the DBS Vendor Contract Criteria which will be used when reviewing CRP applicants.  It was presented to Goodwill and FOCB. 

Michael informed the Council that DBS does not plan on contracting with Goodwill initially but will work with them based on purchase orders. 

Michael informed the Council that DBS Gifts and Donations will be providing $111,000 this year to FOCB.  In addition, under a separate contract, DBS will provide $60,000 ($5,000 per month on a flat fee) for peer support services.  DBS has also paid FOCB with purchase orders when services to client were provided. 

Some complaints from clients choosing not to be served by FOCB are:

• Doesn’t have an adequate kitchen to provide cooking classes.
• Look at the facility as a peer type facility and choose to work within their home with the individuals DBS contracts with.

Some Council issues with Goodwill Industries are:

• It’s philosophy towards blind individuals.
• That it has a separate facility to provide services to DBS clients from the other disabled clients they serve.
• Community Support

Michael stated that Goodwill is interested in providing all services and creating an independent living facility inside the building they have.  They are looking to get input from FAASB.

Jesus informed the Council that he still intends on going to FOCB sometime in August. 

Dwight voiced concerned that 6 ILAP clients and 10 VR clients have been served by FOCB since July 2006 with a $200,000 investment.

Ann questioned what employment benefits offered by FOCB and if there was a valid employment manual.

Meeting adjourned at 4:50 PM

Respectfully submitted,
Phyllis Dill, AAII