Conference minutes, May 31 - June 2, 2005, Woodrow Wilson Rehabilitation Center, Fishersville, VA

Members Present * Absent * Special Guests

Tuesday, May 31, 2005 (1:00)

Welcome/Opening Remarks * Comments and Introduction of Jim Rothrock, Commissioner, Department of Rehabilitation Services, Virginia * Comments and Introduction of Assistant Secretary John Hager, Office of Special Education and Rehabilitation Services * Round Robin-Center Highlights

Wednesday, June 1, 2005

Proceedings Review – National Conference 2004 * Review of the 2005-06 NC-SOCRC Strategic Plan * Development of Consortium Training Academy * Behavior Education Training * Staff Education Assessment and Training Initiative * Comprehensive Staff Education Needs Assessment to Improve Staff Retention * Organizational Renewal * Development and Implementation of Cultural Needs Assessment and Improvement Process * Development of a New Center Administrator Orientation and Mentorship Program * Promote Participation in Leadership Training currently underway * Develop and Implement a Leadership Development/Succession Planning Program at the Tennessee Rehabilitation Center * Utilize E-Learn as a Tool to Augment Leadership and Other Training Initiatives * Annual Review Web Page and Updates, Update Fact Sheet, and Post Strategic Plan on web Page * Create and Implement a Research Agenda * Round Table Update – Individual Center Review

Thursday, June 2, 2005

NC-SOCRC Business Meeting * Secretary’s Report * Treasurer’s Report * International Update * Learned Optimism Research * NC-SOCRC Revised By-Laws * 501 (c)(3) * Follow-up with Assistant Secretary Hager * Next meeting

Present:

David Holmes (TN), Donald Dew GWU), Dick Luck, (VA), Don Rullman (PA), Barry Newill (KY), Donna Ashworth (WVA), Dennis Hart (MI), Jean Jackson (MD), Howard Rutenberg (AR)

Absent:

Representative from Georgia

Special Guests:

John Hager, Assistant Secretary, Office of Special Education and Rehabilitative Services (OSERS), Washington, D.C.

Beth Smith, Executive Director, Kentucky Vocational Rehabilitation

Janice Holland, Interim Director, West Virginia Vocational Rehabilitation

James Rothrock, Commissioner, Virginia Vocational Rehabilitation

Jack Diller, George Washington University RRCEP

Tuesday, May 31, 2005 (1:00)

Welcome/Opening Remarks:

Chairman Holmes welcomed everyone to the meeting and reviewed the agenda.

Comments and Introduction of Jim Rothrock, Commissioner, Department of Rehabilitation Services, Virginia:

Dick Luck introduced Mr. Jim Rothrock who welcomed everyone to the Commonwealth of Virginia.

Comments and Introduction of Assistant Secretary John Hager, Office of Special Education and Rehabilitation Services:

Jim Rothrock introduced John Hager providing comments on Mr. Hager’s background and experience. He also focused his comments on Mr. Hager’s work on the “Transition Initiative” for youth through OSERS along with President Bush’s “Freedom Initiative”.

Mr. Hager’s comments focused on the following topics:

“IDEA” reauthorization and OSERS commitment to pass federal regulation in 15 months

Refocus special education and its relationship to “No Child Left Behind” initiative

Restructuring of the Rehabilitation Services Administration (RSA) and recent studies that suggested the restructuring

NIDRR’s focus on research and employment

OSERS management agenda on improvement and quality

Business of OSERS is “not as usual” given the tightness of the budget

RSA regional offices will be eliminated (65 positions-40% administrators and 60% program staff)

Central office will contain 81

Goal of restructuring is to improve performance and increase services

If RSA is not restructured, the Department of Labor will, more than likely, make a move to absorb it administratively

Overarching goals of OSERS:

Transformation to excellence in special education (improved program so that youngsters will have skills to gain employment)

Transition of youth from school to work with high expectation, productivity, and collaboration)

Partnerships with other federal agencies that deal with persons with disabilities so that resources may be leveraged

Be a good marketer, be visible, be a good communicator, share effective strategies and show best practices

· Change is the order of the day

· Change is certain but progress is optional

Chairman Holmes thanked Mr. Hager for his remarks and for being with us today.

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Round Robin-Center Highlights:

Chairman Holmes then asked each Center Director to present a few highlights about their respective center so that Assistant Secretary Hager would be able to get an overview of the kinds and types of programs and services that comprehensive centers provide. Each center director then gave a brief sketch of a couple of services/program that they offer and posed one of the predetermined questions developed to Mr. Hager as follows:

Dennis Hart – RSA has played a critical role in helping to form our consortium of Comprehensive rehabilitation centers and in supporting the need for those centers. We have maintained a strong relationship with RSA through Dr. Ralph Pacinelli, our appointed liaison, and we would like to see this liaison with RSA continue. How do you see this fitting into the new RSA structure?

Mr. Hager – No question, you should have a direct liaison. Please contact Jennifer Sheehy

Barry Newill – RSA has provided funding for the nine centers to plan and implement a national training conference every two years. We have had four very successful national conferences that have provided a forum for sharing best practices, improving service delivery, and generating strategic planning initiatives. Would you support the continued funding for these national conferences?

Mr. Hager – I certainly see no reason not to support these staff training conferences in the future. I must wait until I have a final fix and approved budget before I can give you a firm answer.

Dick Luck – We would like to see the nine comprehensive centers become a research component in contributing to the rehabilitation research literature. Would you support the centers taking a more active role in generating research topics and implementing collaborative research projects and could these nine centers be connected in some manner to NIDRR?

Mr. Hager – NIDRR is currently going through a transition itself. NIDRR issues grants through a competitive process. You need to be linked to their competitive process. I suggest that you get a copy of their strategic plan that lists their priorities.

Dick followed by asking if Mr. Hager could help facilitate communication with NIDRR.  Mr. Hager suggested that a new deputy assistant secretary should be hired shortly and that individual should be the SOCRC contact.

Dick then provided Mr. Hager with a compilation of the most recent completed FY statistics and aggregate data that represent the collective efforts of the comprehensive centers:

Admissions – 11,845 Discharged – 11,692   Avg. Daily Cen.-2648

Residents – 2248 Commuters – 1086

Training Students – 3076 Personnel – 2175 Full time staff- 1893

Part time staff – 151   Contract Staff – 221 Total Budget – 134 million

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Donna Ashworth – Do you see an expanded role for rehabilitation programs such as ours in the future?

Mr. Hager – No question that the answer is yes. However, your funding comes through the state. Each state must determine what should be done with the funding that they receive. RSA does not determine state priorities.

Jean Jackson – Is there a unique place for our comprehensive rehabilitation centers in helping to meet future RSA initiatives?

Mr. Hager – Certainly you have a unique history and successful outcomes, but we won’t dictate to the states. The priorities in each state comes from within the state.

Howard Rutenberg – Do you have any advice for us in planning for future programs or services for clients we serve?

Mr. Hager – In my opinion, the future is in working with business and industry and their needs through partnering (referenced the “Business Café” program in Richmond, VA)

Don Rullman – Could you comment on the new structure for RSA as you see it?

Mr. Hager – The new structure will not include regional offices and will consist of five representatives for each state. He then referenced the OSERS and RSA web sites for more detail.

David Holmes – Is there any questions you have for us as to who we are and what we do?

Mr. Hager – I have no questions but in conclusion, I would say that RSA supports the comprehensive centers and what you do. It seems to be the trend of the future. I wish I could do more. RSA’s reorganization has been blown out of proportion. Change should help everyone.

Janice Holland asked Mr. Hager if he could help with the quarterly budget allotment process under continuing resolutions? Mr. Hager responded that federal rules and regulations govern this process. He followed with an indication that there will be $8 million allotted to youth transition programs in FY 2006 and that plans for implementation are being developed.

The day's session was concluded at 4:45 PM and the membership then went to a reception and dinner provided on the grounds of WWRC.

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Wednesday, June 1, 2005

Chairman Holmes called the breakfast meeting to order 8:00 AM

Proceedings Review – National Conference 2004:

Dr. Dew reviewed the process of developing the “proceedings document” and indicated that his staff had worked very hard to construct and edit all of the proceedings information. He indicated that he was very dissatisfied with the pictures that the printer has used. He described his intentions to return to the printer and ask for accommodation. He further indicated that the narrative is good.

Chairman Holmes recommended that copies of the proceedings be distributed to legislators and others for marketing the Consortium’s efforts. David also recommended that the proceedings be placed on the Center’s web site.

Review of the 2005-06 NC-SOCRC Strategic Plan:

Chairman Holmes reviewed the structure and contents of the Consortium’s Strategic Plan and suggested that each of the center directors identify an area of expertise and then develop a training module to share through the Consortium’s Training Academy. He further indicated that the European Platform is interested in utilizing our training materials and would be willing to share their training materials as well.

Dr. Dew volunteered to contact Tim Musio, from RSA, to determine if funding has been tentatively placed in the RSA budget proposal for the Consortium’s 2006 Training Forum.

Development of Consortium Training Academy

Behavior Education Training – David Holmes and Barry Newill: David and Barry presented a power point presentation developed through a collaborative by their staff on Behavioral Education. They had hoped to have a video presentation but had to secure improved sound capacity through the use of individual microphones which will be done in the near future. David and Barry indicated that this presentation, when completed, will be a two part series and will be the initial submission to the Consortium’s Training Academy.

Staff Education Assessment and Training Initiative – Don Rullman: Don indicated that the State OVR Agency is conducting an actuarial study of the its overall training needs, including the Hiram G. Andrews Center (HGA). Don indicated that he will send a copy of the actual training assessment form to all center directors. He also shared the results of an HGA needs assessment with the consortium membership. He is currently compiling information from the HGA staff assessments to develop an action plan for each staff member.

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Comprehensive Staff Education Needs Assessment to Improve Staff Retention – Jean Jackson: In Maryland, the center does what the state agency does in regard to staff education with the exception of doing what we need to do to orient center staff to center operations. We have started an “employee action group” which resulted in a number of employee interest groups as the basis of meeting employee interests and wants. These groups do their group activities during lunch-time or after hours. This year’s focus his on wellness activities.

Organizational Renewal – Dick Luck: Dick discussed the process used to renew WWRC’s focus and presented a video which featured the Commissioner, Center Director and center staff who discussed the “renewal process” developed and implemented at WWRC in response to a number of organizational adjustments due to a reduction in force.

At 12:00 Noon through 1:30 PM, the group broke for the luncheon meeting during which a number of WWRC department heads discussed their reaction to the “renewal process’ and its successes as well as their department’s goals, objectives and activities.

Development and Implementation of Cultural Needs Assessment and Improvement Process – Donna Ashworth: No work has been completed to date in this effort due to its incorporation into the strategic plan that has been initiated. A work group has been formed.

Development of a New Center Administrator Orientation and Mentorship Program – Donna Ashworth: Following discussion of the need to develop an orientation and mentorship program for new directors, especially in light of new center directors that will shortly be named in Georgia and Arkansas, it was decided to ask each of the existing center directors to do the following and send to Donna Ashworth:

Develop a biographical sketch and/or resume

Develop a one page history and an outline of services provided at each center

Update the information in the SOCRC Directory, including the center director’s secretary

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Donna also presented a schedule of actions to be completed and placed in notebooks for new administrators that are as follows:

Development of a history of NC-SOCRC (need volunteer to do this)

Donna will obtain copies of by-laws, vision/mission/values, and strategic plan

Each Center Director will update the SOCRC Directory and add a brief description of all programs offered at their Center

Orientation programs will be built into the NC-SOCRC meeting agendas when necessary, with topic areas determined as necessary

Donna will maintain a current catalog of all National Training Forum proceedings booklets and have them available for any New Center Director Orientation Program

Each Center Director will submit a brief testimonial on the benefits of actively participating in the NC-SOCRC

Promote Participation in Leadership Training currently underway – Don Dew: Dr. Dew also informed the group of a Leadership Training Program (4 weeks over an 18 month period) through San Diego State University and George Washington University.. Applications can be found on the GWU web site (www.gwu.edu/crcre) and can be submitted in September of 2005.

Develop and Implement a Leadership Development/Succession Planning Program at the Tennessee Rehabilitation Center – David Holmes: The Tennessee state VR Director has appointed a person to head this initiative as it is part of a statewide initiative. The Center will participate in the statewide initiative.

Utilize E-Learn as a Tool to Augment Leadership and Other Training Initiatives – Dennis Hart: Michigan VR’s E-Learn Project was described. Some states are already aware of and are participating with Michigan’s project. Michigan is currently looking for reasonable ways to bill for use of their system. This project was partially developed and implemented with the Michigan State University.

Annual Review Web Page and Updates, Update Fact Sheet, and Post Strategic Plan on web Page – Frank Ruzycki: Frank Ruzycki retired from his position as Director of the Roosevelt Ward Springs facility effective May 31, 2005 and was not in attendance. A discussion was held as to the NC-SOCRC web page. It was determined that changes needed to be made as to Directors and contact information for Georgia and Arkansas as soon as the new Directors were appointed. It was suggested that Jean Jackson proceed with placing her contact picture and information on the web page. David Holmes can help Jean with this. David Holmes will follow up with the web page coordinator to post the NC-SOCRC Strategic Plan and to discuss placing the proceedings of the National Conference on the web site.

Create and Implement a Research Agenda – Dennis Hart and Jean Jackson: Decision was made to table this topic until the next meeting by the membership.

Round Table Update – Individual Center Review – Barry Newill: Considering the time remaining and the amount of business to transact, the consortium chose to forego this topic and proceed to the next agenda item.

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Thursday, June 2, 2005

NC-SOCRC Business Meeting – David Holmes:

Chairman Holmes called the Business Meeting to order at 8:00 AM

Secretary’s Report – Barry Newill:

The minutes of the January 2005 and May 2005 meetings were presented by Secretary Barry Newill and approved unanimously via acclamation by the membership.

Treasurer’s Report – Dennis Hart:

Treasurer Dennis Hart presented the Treasurer’s report that indicated the NC-SOCRC has a balance of $54,620.33 in the bank. The NC-SOCRC has received a total of $8,000.00 during the period of February 8, 2005 through March 31, 2005. The Treasurer’s report was submitted by Treasurer Dennis Hart , seconded by Barry Newill and passed unanimously. The Treasurer noted that the only member who had not paid their annual membership dues was Michigan.

Dennis Hart indicated that the WWRC Foundation has lost their staff person and, therefore, has asked the NC-SOCRC to secure financial management support elsewhere. The membership directed the Executive Committee to determine the options that are available and provide recommendations at the next meeting.

International Update – Dr. Don Dew:

Dr. Dew reported on the trip to the annual meeting of the European Platform in Dublin, Ireland by Chairman Holmes and himself in May. He indicated that the European Platform was more receptive to working with the NC-SOCRC this year than they did the previous year. Both David and Don seemed to feel that a more positive atmosphere now exists for working together. Discussion was held regarding members of the Executive Committee attending the European Platform’s Annual Meeting next year in Estonia. The Consortium and European Platform for Rehabilitation (EPR) have agreed to pursue efforts of a distance learning staff training cooperative, staff exchange, and information sharing through the EPR Knowledge Management Center. In addition, the Consortium will explore with EPR possible research opportunities.

Learned Optimism Research – Dr Dew:

Dr. Dew reported that the GWU Project had been completed. Currently there was a disagreement between the University of Pennsylvania and RSA about the use of Learned Optimism copyrighted training materials. A decision has not been made so additional training is on hold. He also reported that that an RFP has been issued recently for an international staff exchange program. GWU may need letters of support to be included in their response to the RFP if they apply.

NC-SOCRC Revised By-Laws – Dennis Hart:

By-Laws Committee Chairman reported on the by-laws changes that were distributed at the January meeting and asked for approval of the suggested changes. Motion by Jean Jackson, seconded by Donna Ashworth, motion passed unanimously.

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501(c)(3) – Dennis Hart:

The NC-SOCRC has been debating the merits of becoming a 501 ( c ) (3) not-for-profit corporation. Dennis suggested 3 options to consider:

Vote the issue up or down

Refer the issue to the Executive Committee for further study

Put on hold until additional information can be obtained to make an informed decision

The membership determined that option 2 was the best option at this time and asked that the Executive committee make recommendations at the next meeting

Follow-up with Assistant Secretary Hager:

Following general discussion, the membership determined that Chairman Holmes should send a follow-up letter to Mr. Hager with cc’s to all center directors thanking him for meeting with the NC-SOCRC, invite him to visit all centers and request that he speak at our next national training Forum

Dr. Dew was asked to follow-up with Jennifer Sheehy regarding funding for the next national training forum and the RSA liaison for the NC-SOCRC.

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Next meeting dates will be September 21-22, 2005, first choice with October 26 – 28, 2005 as the second choice. Location will be Washington, D.C. if monies are available.

Meeting was adjourned.

Respectfully submitted,

Barry H. Newill,
Secretary

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