December 19, 2001 Work Group Meeting Minutes
The William S. Cohen Community Center, Hallowell, Maine

Present:  Nat Hussey, John Baillargeon, Stuart Bratesman (Muskie staff), John Shattuck, Deb Parker Wolfenden, Donna Lerman (Muskie staff), Drew Bolduc, Stephanie Crystal, Christine Bartlett, Helen Bailey, Jonathan Connick, Harriet Schultz (consultant), Shirley Bastien, Myra Champagne, Eileen Griffin (Muskie staff)

Not Present: Chandra Murphy, Cary Gifford, Alice Conway, Tom Bancroft, Chris Zukas-Lessard, Peter Driscoll, Ron Welch, Tonya Labbe, Linda Jariz, Kathryn Kazenski, Lora Perry, Cynthia Sudheimer, Tracy Piantoni, Jane Gallivan

Drew Bolduc chaired in replacement of Cary Gifford.   Donna Lerman facilitated.

1. Check-in and Roll Call
Work Group members were asked to introduce themselves and explain what they hoped to achieve through the Work Group for the people they represent.

2. Vision Statement
The Work Group read its vision statement:   “Together in community with equality in rights and dignity, in pursuit of happiness and fulfillment."

3. Meeting Minutes
The Work Group approved the November 28 meeting minutes without revision.

4. Reports

Public Communications Team.   The report of the Public Communications Team was deferred until the next agenda item.  

Steering Committee.   The drafting group session ran into Steering Committee meeting time, so the Steering Committee did not meet last month.  

Drafting Group.   The drafting group is continuing to work on the “description” section of the plan.   At the last meeting, the group reviewed the current draft, providing information and clarification to Eileen.   The Work Group discussed the challenges of getting the work of the drafting group reviewed and revised by March.   Enclosed in this month’s mailing were two draft sections, one relating to transportation and the other relating to employment.   Both will be reviewed by the Work Group at the next Work Group meeting.   Because much more is still to come, the Work Group agreed that all day meetings would be scheduled for February 27 and March 27, in addition to the extended meeting on January 23.   The Work Group also discussed the appropriateness of posting drafts on websites or sharing broadly.   It was agreed that all drafts shared beyond the Work Group would be marked on each page as “draft” and “not for citation.”   It was also agreed that before posting a draft on a website, the draft would be reviewed for accuracy by the relevant state agency.   It was agreed that the Transportation draft would be posted on the Work Group’s website after the Department of Transportation reviewed it, and the Employment section would be posted after the Department of Labor reviewed it.

CHCS grant activities.   Eileen reported that the final reports promised for the December mailing would not be available until the January meeting.

Quality Choices.   Eileen circulated again a sign-up sheet for Work Group members to join a Technical Advisory Group (TAG) for the Quality Choices project activities.   Work Group members who are on the TAGs will meet with project staff in January to identify what other experts are needed to be part of the discussion.

5. Public Communications Team
The Work Group reviewed the Public Communications Team’s (PCT) proposed communications strategy and were asked for input.   The PCT has four components of its communications strategy:  

• outreach (getting the word out to the public about the invitation for input on the Work Group’s work);
• input (creating avenues and opportunities for public input);
• public awareness (working with the media to raise the level of awareness regarding community integration and the Olmstead decision); and
• political briefings (Work Group members educating members of the Legislature and gubernatorial candidates on the goals and objectives of the Work Group).

The PCT plans on using the following outreach strategies:

• mail (including in alternative forms, e.g., Braille, tape recorded, etc.);
• email;
• public service announcements (radio/TV/newspapers/newsletters); and
• posters (e.g., to be posted in probation offices, homeless shelters, other places not likely to be reached with other strategies).

The PCT would also like to use the following strategies for receiving input:

• three large meetings (Presque Isle, Bangor, Lewiston-Auburn);
• smaller meetings with representative councils (e.g., the Long Term Care Steering Committee, the State-wide Independent Living Council);
• smaller meetings targeted at groups not likely to be heard through other avenues or under-represented in this process (e.g., persons with traumatic brain injury, persons who are deaf-blind, persons in institutions, including prisons);
• 1-800 number to call and leave message;
• email; and
• regular mail.

Work Group members discussed the timing of the public communications process relative to the State’s commitment to deliver on some of the Work Group’s objectives. Members discussed the fact that probably its best hope for accomplishing its goals, would be through gubernatorial candidates and others likely to be influential in the next administration. The Work Group also agreed that the draft should be presented as “what will be shared with decisionmakers” rather than a promise made by the State.   The Work Group also discussed that the four strategies would overlap, with the public awareness campaign beginning whenever the Work Group is ready for public exposure to the media.   

Christine suggested that the sites for the large meetings should have ITV capacity so that the meetings can be broadcast to a larger audience.   Members also asked about the choice of locations for the large group meetings (Presque Isle, Bangor and Lewiston-Auburn).   John Shattuck responded that those communities were chosen because they are usually not chosen for large public meetings.  

The Work Group agreed that the plan needed to be completed by March and that the large public meetings should be scheduled for May.

6. The Relationship Between the Olmstead Decision and the Work Group's Mission
The Work Group revisited its earlier discussion regarding the Work Group’s mission and the Olmstead decision.   At the last meeting, the Work Group had tabled the discussion, except that members agreed that they needed more clarification as to the “meat and potatoes” of Olmstead.   At this meeting, Work Group members reviewed a memo from Eileen with a proposed list of elements that should be included in the Work Group’s work product.   Helen identified several concerns with the list of elements.   The wait list information should identify the types of services for which there are waiting lists.   There should also be information about the criteria for putting people on a waiting list:   do they relate to accessibility? Income?   How do the waiting lists prioritize?   Who maintains the list?   Who decides who gets served next? How are resources allocated?   How is waiting list information coordinated?   Are list members notified of their status or is the burden on them?   Helen was also concerned about using terminology such as the “most integrated setting appropriate to need” since it is not clear the State has the ability to do that.  Eileen agreed to revise the list to incorporate Helen’s concerns and that the list would be revisited at the next Work Group meeting.   Nat suggested that a preface be added related to the Olmstead decision to set a context.   John Shattuck asked who the authorizing body is for the plan document?   Christine said states are not required to produce a plan only provide assurances that they can comply with Olmstead.

7. Sub-group Activities

Services Sub-Group.   (Present: Deb Parker Wolfenden, Helen Bailey, Myra Champagne, Shirley Bastien.   Staff:   Eileen Griffin.)The Services Sub-Group reviewed two drafts:   Advocacy, Self-Advocacy & Quality; Flexible Funding.   With very minor revisions, the Sub-Group approved the Advocacy draft and agreed that it should be submitted to the full Work Group for review.The Sub-Group did not have much opportunity to review the Flexible Funding draft but made some edits.   Eileen will incorporate the edits for both drafts and share them with the Services Sub-Group so that further progress can be made before the January meeting.

Coordination Sub-Group.   (Present: Stephanie Crystal, Nat Hussey, Christine Bartlett, John Shattuck, Drew Bolduc, John Baillargeon.  Staff:  Stuart Bratesman.) The sub-group reviewed the current progress on the four sections of the Coordination draft.  The group decided that the draft should also include a description and recommendation about current and future plans for inter-departmental data system integration, and multi-agency service and eligibility information websites.

Sub-group members agreed to send revised versions of their drafts to Stuart who will then combine them into a single document in advance of the next Work Group meeting.

8. Project LINCS
Drew Bolduc reported on Project LINCS, a project of the Maine Parent Federation to create a statewide family support network for families and individuals with disabilities. The LINCS project is conducting an assessment of family support needs, compiling a report of both regional and statewide needs, and developing plans to address those needs. There are seven regions, each with their own regional contact. Drew distributed information about the regional contacts as well as the components of the plan.  The plan components include: capacity building for service providers; leadership training and advocacy; policy change, directing money to critical areas, and systemic evaluation and performance measurements on the services. Group members were invited to provide input by contacting one of the regional providers or connecting to the project through the Maine Parent Federation.

9. Drafting Meeting
A sign-up sheet was passed around for members to sign up for the drafting meeting scheduled for January 2, 1:00 to 3:00.

10. Announcements
Deb Parker Wolfenden will use the listserv to distribute the web addresses of two new documents, the Government Accounting Office (GAO) report on Long Term Care Services and a Legal Services of Upstate New York report on Medicaid waivers.  

Helen Bailey suggested that the Work Group snow weather policy should be revised to note that the Disability Rights Center's voicemail message will state that the office is closed if the office is closed due to weather.

11. Next Meeting
Agenda items for the January meeting include:   sub-group activities; review of transportation and employment drafts; review of one of Services Sub-Group drafts; carry over of Olmstead and the Work Group’s mission discussion; carryover of the data discussion.   The January meeting is scheduled for Wednesday, January 23 from 9:30 to 4:00 p.m. at the Cohen Center.   Cary Gifford is the chair of this meeting.