Vermont Interagency Coordinating Council

Facilitator: Heather Case, CIS Family Engagement CoordinatorDate: January 20, 2017

Location: Waterbury State Office Complex, Beech Conference RoomTime: 9:00 AM – 3:00 PM

Our Core Statement: We are the Vermont Interagency Coordinating Council. We believe in all children reaching their developmental potential. We advise and assist Children’s Integrated Services. When

children and families thrive, Vermont thrives.

Today’s Meeting Goals:Revise the draft definition/vision of Family and Community Engagement in Vermont

Develop recruitment strategies for parents to reach five (5) representatives by May 2017Revise the draft Vermont Interagency Coordinating Council Core Mission

Draft a Vermont Interagency Coordinating Council Core Vision

Present: Heather Case (ICC Coordinator - Facilitator); Jen Hurley (UVM); Danielle Howes (CIS Part C Coordinator); Sheri Lynn (CIS Contractor); Tony Gillam (CIS Rutland); Joanne Godek (South Burlington

P.S.); Barbara Frankowski (Burlington Pediatrician); Natalie Whitfield (CIS Personnel Development Coordinator); Tracy Wells (Dept. of Financial Regulation – By Phone); Amanda Cookson (Parent);

Andreas Koenig (Parent); Patti Shane (Head Start)

Regrets: Leslie Freedman (Agency of Education); Monica Ogelby (Children With Special Health Needs); Terri Edgerton (CIS Program Director); Karen Bielawski-Branch (CIS Continuous Quality Improvement

Coordinator); Christel Michaud (Child Care Licensing, Child Development Division); Pam McCarthy (Vermont Family Network); Dana Robson (Department of Mental Health); Carol Lang-Godin (Lamoille

Family Center)Agenda Item Discussion Notes Next Steps

Welcome, Introductions, Chat Pack Activity

ICC Website Adjustments:o We have taken all of the feedback from last meeting and

September’s meeting, compiled it and will be working through all of it during the next few months. Changes to make the site interactive for the user will take time, but until then we have completed some of the more minor suggested changes around language.

ICC website ready for 3rd round of review during May Council meeting

Review and Adoption of November 2016 Meeting Minutes

Instead of reading the minutes, copies have been distributed for review. Are there any additions or corrections to the minutes?

The minutes stand approved as read.

First: Jen Hurley

Second: Amanda Cookson

State Updates And Announcements

March Data Meeting:o How does the Council want to be involved in the March meeting, as

we will not have separate business at this meeting? Council will be actively involved in the development of the

regional strategic improvement planso At this meeting, regional teams will receive their APR data and begin

to work on Quality Improvement Plans. CIS State Systemic Improvement Plan:

o Five (5) strategies are continuing and will continue, beyond the end of this SSIP

Council will receive an email in February regarding the participation in the March meeting.

Council members were invited to participate on the CSPD workgroups and at the

Agenda Item Discussion Notes Next Steps

o Of concern are 1) evaluations; 2) activities (parent cafes, etc.)o Unexpectedly, the Feds mandated use of evidence based practices

in the SSIPo At this point, there aren’t evidence based practices in place. Pilots

in three regions include the use of Touchpoints, Home Visiting models (PAT, not developmental model and not widely used for early intervention)

CIS Comprehensive System of Personnel Development:o Strategic Planning Team meeting: February 6, @ WSOC (contact

Natalie Whitfield for details and to RSVP)o Topics include: retention strategies, including supervision and

preservice; OSEP has been approached about paid field placements CIS Annual Institute:

o DETAILS: May 10-11, 2017; Lake Morey Resort, Fairlee, VTo 6-hour workshops; may be a supervisors tracko Institute goals include: understanding family engagement

framework; applying framework philosophies; supporting families with tools (not necessarily fixing the problem)

o Proposed track themes are: cultural competencies (Brian Hsiang); supervision (Lynne Kemp); coaching of parents and families (Auguste Elliott); Baby I-Team presentation; Dianne Bleuter, LFC, protective factor survey-based presentation; Maureen Sullivan coordinating CSEFELS piece focusing on challenging behaviors in child care settings with toolbox/parent guidance piece.

CIS Contract Monitoring:o Springfield was done in December as combination of interviews and

record reviews based on what the contract requires; Pass or Failo Problems: persons not signing with their credentials on Medicare

forms, and lack of adherence to 6-mont reviews; Jill Pearl will do a root cause analysis on how to fix these issues

Community Café Training:o January 4-5, 2017 Robin Higa presented on running, creating,

implementing Community Cafes (parent-led, family cafes)o Two CIS regions identified to receive targeted supports from Family

Engagement Coordinator around implementation: Bennington & Orange

o Family Engagement Coordinator to work with State Strengthening Families Leadership Team on statewide implementation and supports

o Family Engagement Coordinator to collaborate with Promise Communities Initiative (out of Child Development Division) on implementation practices and resource supports

Feb. 6 Strategic Planning Team meeting.

ICC members are invited to the CIS Annual Institute and will receive e-mail invitations.

PARKING LOT SUGGESTIONS:

- Have one region present their data at March meeting to the whole group with the State data to show local collaboration

Community Café Experience

Facilitator described the community café model and its value to Children’s Integrated Services as a family engagement tool to gathering feedback and data around building social capital in families receiving CIS services.o “We need community cafes…because Google does not have

children.” - Alaska Parent Café Hosto “No significant learning occurs without a significant relationship.”

- Dr. James Comero “We need to date our parent hosts before we ask them to marry

us.” - Robin Higa, Community Café Collaborative

PARKING LOT SUGGESTIONS:

- Develop Google Drive with documents and notes- Identify jargon buster (party wheels) and note taker at each meeting

Agenda Item Discussion Notes Next Steps

Council participated in a sample community café experience around three focus questions and then a harvest (see images at bottom of notes)o Question 1: What helps you feel you belong here?

Hobby Lobby fabrics & chimes Having something to do Bright, cheerful environment (2) Having quality ice breakers Good facilitation Familiarity…building or people (3) Being offered food and drink (3) Diverse participation Warm/organized space/agenda I was invited, this is my passion People listen and value what others (esp. families) say (2) Emotional attachment Feeling of acceptance – can say/do what you need to (ok to

respectfully disagree) Reimbursement, your voice is heard

Barriers: time off work, childcare, transportation Best when you know at least 1 person… (3) If you are new you don’t know the norms When I can connect to my work, what is discussed, I feel like I

belong (2) Reference materials help understanding especially with details Consistent attendance Use of jargon detracts from feeling of belonging Activities to help us connect To have things in writing – something to refer to

o Question 2: What must we do together that cannot be done alone? Develop deeper understandings To gather information to bring back to help with programs Strength in numbers Gain data Collaborate Broadly think Challenge each other Laugh Share perspectives and resources (2) Stay fresh… Brainstorming, making decisions (important to foster inclusive

feelings/belonging) (2) We need to be together to fully understand another person’s

perspective/input Connecting face-to-face (2) Offer a sense of inclusion to have a voice for all (2)

Vermont is very consensus oriented so EVERYTHING must be done together (2)

Need to have information make sense (lots of information)o Question 3: What is the difference between providing parent

leadership and partnering with parents? Is there a parent leadership training?

- Identify meeting norms- Provide name tags with roles at each meeting- Develop “lay” person summaries for meetings??

Agenda Item Discussion Notes Next Steps

How do we “find” families who want to do this? WORD OF MOUTH

When parents lead = action Leadership = something is produced versus just talking about

things/provide information (support when you partner) “family partners” To provide family based input and feedback Partnering: Equal voice talk about what is necessary, different

expertise Leadership: language frame How would a parent/practitioner understand? lay person

summaries “If I have to make them myself it’s harder.”

What is leadership? (ownership, lead, direct, advocate, comfortable, to guide, seek counsel)

Collaborative = partnering = exchange Family generated One Plan outcomes Families do not need provision of permission to be leaders Keep family connection and voice in assessment/eligibility

o HARVEST: What is something you heard that you wish the whole room

could have heard? Idea sharing Collaboration Commitment to the work Jargon! It cannot just be about the language Diverse perspectives <-----> diverse roles What am I bringing to the table? Leadership versus participation (element of action)

Share a time during this conversation when you felt really connected and engaged in the conversation.

Genuine listening Opportunities to ask questions Feeling understood Inclusion of data in the conversation Knowing someone before arrival Full participation not just checking the box! Shared understanding Facilitator!!

Family & Community Engagement: Elevating Our Core

At November’s meeting the Council worked toward the development of a family engagement definition/vision for CIS.o All of the information from the two flip charts synthesized into a

graphic (see image below notes) The council worked toward streamlining the language and per the group’s

consensus the final Family and Community Engagement Core Statement is:o Children’s Integrated Services promotes: 1) family-driven methods

through active participation; 2) resilient families building resilient children; and 3) sustainable partnerships with families.

The council felt that this statement was better understood and more easily

- Heather to create new graphic representative of the changes

Agenda Item Discussion Notes Next Steps

explainable The extraneous language that was dropped will be language to explain

when outside council members have questions about what each of the promoting statements means and looks like

Consensus was met in appreciation for the image of the concentric circlesFirst Comes Dating Then Comes Marriage: Increasing Parent Membership

At March’s meeting last year, Heather had spoken of endeavoring to have five appointed parent representatives sitting on the Council by May of 2017.

Rutland, Addison, Washington, Springfield, or Hartford CIS regions have been identified to be targeted for recruitment. These regions may give us younger parents for longer periods of time.

Requirements of parent participation: federal regulations for Part C ICC require Vermont to have at least one EI parent (can have a parent with a child up to age 6 because of specialized child care; child must have received Part C services and qualifies for Part B services).

Participating parents will receive reimbursement for cost of child care and transportation, as well as hourly compensation of $12.50.

Council discussed ICC process modifications to facilitate parent involvement (*add to the website under “Recruitment” section)o Convene new member gatheringso Carpooling (parent with parent)o * Parent reimbursements for participation in meetingso * Call-in/web option for participationo Agenda structure to allow for flexibility in engagemento * Rotate meeting locations (Washington Family Center) and offer

guest status at meetings before commitment to membershipo PCC/Family Center host meetings?? (try it out)o * Conversations with current/past parentso * Mentor/mentee program (sit with person to express value of

perspective)o Implement Jargon Buster at meetings (rotate this role and provide

party toys to identify person)o * Job resume support (look at bylaws to explain this line item)o Talk about opportunity to advise (what is this?) the Stateo * Social justice and civil rights opportunityo Sitting with people that have the power to make systems changeo * Influence policyo QUESTION TO ASK: What would it take to get you there?

Check-in’s immediately after meetings to gauge prospective return

o Express value by going directly to persono The freedom to just listen (building cultural capital)o Opportunity to come and bring a friendo Use the website as a valuable tool to explain the council mission and

current workings

- Heather to send brochures, elevator speech, and website link to council members for recruitment- Add information/ incentives up on the website- Andreas to draft email/letter for use at PFAC- Head Start to bring information to management meetings- Council to look at bylaws to see attendance and resume policy

PARKING LOT SUGGESTIONS:- develop of family letter from the governor- outreach to new American families- provide incentive to regions who recruit the most families- How can we support the family engagement @ local CIS level?

VICC/SEAC Training

Training being presented by the Agency of Education (Children’s Integrated Services just providing the space)o Date: February 15, 2017 (9 AM – 4:30 PM)o Location: Waterbury State Office Complex, Mountain Ash

Conference Room

Pre-training Survey sent by AnLar Incorporated using the link:

https://goo.gl/forms/

Agenda Item Discussion Notes Next Steps

o RSVP Information: Due to security at the State office complex, an RSVP is required (by Monday, February 13 to Heather at heather.case@partner.vermont.gov). Additionally, a picture ID will be required to enter the office complex the day of the meeting.

Information on content of the training will be determined from the pre-training survey (see link in next steps) distributed by AnLar Incorporated, the contracted technical assistance team for the Agency of Education.

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Complete by Tuesday January 31st!

Pointing The Way: Mission & Vision Development

The council discussed if elaboration of the language in “Our Core Mission Statement” developed at November’s meeting was necessary

Per the group’s consensus the Core Statement will stand as drafted and the Family and Community Engagement Core Statement will serve as justification for the following questions:o If the Council advises and assists CIS well, what will a thriving CIS

served family look like?o Who are our CIS families?o What do our outcomes show?o What are some of the most significant issues they face right now?o What can we, as a council, reasonably affect?o Vision (2004): Vermont children of diverse abilities and their families

are fully respected and supported by and integrated into their communities in every possible way.

Per the group’s consensus upon review of the provided data and the Council vision statement from 2004 there will be no additional development of a vision beyond the “Core Statement” as it completely expresses the role and the work we do at present

What Is The Data Saying?o Variability in services across regions including reporting (Q: What

causes this?)o How do we get buy in for value of reporting all outcomes?o How do we make the data more tangible and can be explained

(digestible…)o Making connections between family survey response rates and

family support # of encounterso Is anyone better off… data (page 14/22 providers per family)

80% in 2013 to 40% in 2016 40% decrease in 2016 from the first half to the second half

o Are we tracking outside referrals? (i.e. family support to connect to Head Start outside of CIS)

o Page 12/22 exiting with no further services Lost to follow-up (10% of children!!)

DATA REQUESTS:- ratio of providers to families across regions (average across state and by host region and services)- definitions of each CIS service role- Explanation of how to understand the trend lines- Case load ratio reports from Terri and have her report out in May

Agenda Item Discussion Notes Next Steps

Wrap Up and Next Steps

Next Meeting: Friday, March 17th at Waterbury State Office Complex

At this meeting we will be meeting with the CIS regions to discuss the APR data submitted to OSEP February 1st. The council will also support and participate with region on developing Strategic Improvement Plans. There will be no official council business conducted at this meeting.

Council Norms For March 17 Data Meeting:1. Assume competence of service providers2. Support better work conditions for better outcomes for families3. Express the value of the council to support and understand direct service staff work4. Maintain neutrality in conversations with regions with a need/desire for information to inform

future council outcomes5. Role is to build relationships with the regions6. Encourage “region-centered” outcomes