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Budget and Audit Committee Minutes

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Budget and Audit Committee Minutes February 24, 2010 Rehabilitation Services Commission 400 E. Campus View Blvd., Columbus, OH 43235 Call to Order At 2:01 p.m. Chair Daugherty called the Budget and Audit Committee meeting to order. Approval of Agenda Commissioner Romer-Sensky moved to approve the agenda, seconded by Chair Daugherty. Motion carried. Introductions Commissioners: Chair David Daugherty, Commissioner Romer-Sensky Staff: Administrator Michael Rench, CFO Chris Hansen, CIO Roger McMahill, BVR Director Susan Pugh, Contract Services Director Kathy Luebbert, Fiscal Officer Marc Protsman, Budget Analyst Steve Tribbie, Budget Analyst Amadou Diallo, Executive Assistant Shirley Marchi Teleconference participants: Commissioner Williams, Commissioner Bauer, Mike Jacobs, Summit County DD, Kay Grier, SILC Guests: Jessica Hart, OAGI Public Comment: None Approval of Minutes Commissioner Romer-Sensky moved to approve the December 16, 2009 Budget and Audit Committee Minutes, seconded by Commissioner Daugherty. Motion carried. January Monthly Budget Reports FFY 2009 Final: Fiscal Officer Protsman reported on the Final FFY 2009 Budget Report via a PowerPoint presentation (attachment A). Mr. Protsman reported on the reduced VR revenue and spending, increased VR carry-over and increased Pathways revenue spending and carry-over. Spending in the BE program, IL/Older Blind and Non-Title I VR programs were at expected levels. ...
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Budget and Audit Committee Minutes
February 24, 2010
Rehabilitation Services Commission
400 E. Campus View Blvd., Columbus, OH 43235
Call to Order
At 2:01 p.m. Chair Daugherty called the Budget and Audit Committee meeting to
order.
Approval of Agenda
Commissioner Romer-Sensky moved to approve the agenda, seconded by Chair
Daugherty.
Motion carried.
Introductions
Commissioners:
Chair David Daugherty, Commissioner Romer-Sensky
Staff:
Administrator Michael Rench, CFO Chris Hansen, CIO Roger McMahill,
BVR Director Susan Pugh, Contract Services Director Kathy Luebbert, Fiscal
Officer Marc Protsman, Budget Analyst Steve Tribbie, Budget Analyst Amadou
Diallo, Executive Assistant Shirley Marchi
Teleconference participants:
Commissioner Williams, Commissioner Bauer,
Mike Jacobs, Summit County DD, Kay Grier, SILC
Guests
:
Jessica Hart, OAGI
Public Comment:
None
Approval of Minutes
Commissioner Romer-Sensky moved to approve the December 16, 2009 Budget
and Audit Committee Minutes, seconded by Commissioner Daugherty.
Motion
carried.
January Monthly Budget Reports
FFY 2009 Final:
Fiscal Officer Protsman reported on the Final FFY 2009 Budget Report via a
PowerPoint presentation (attachment A).
Mr. Protsman reported on the reduced
VR revenue and spending, increased VR carry-over and increased Pathways
revenue spending and carry-over.
Spending in the BE program, IL/Older Blind
and Non-Title I VR programs were at expected levels.
There was also an
increase in spending for BDD.
Budget and Audit Committee Meeting Minutes
February 24, 2010
Page 2
FFY 2010 Budget Report
Fiscal Officer Protsman reported on the January FFY 2010 Budget report via a
PowerPoint presentation (attachment A).
He reported on 2010 budget trends,
sources of funds and uses of funds.
Budget concerns for 2010 include the
potential for a $6.8 million MOE penalty and the success of a waiver request; an
expectation that Pathways expenditures will increase; and the possibility that
state revenue will come in below estimates for the year.
MOE Strategy Update
Establishment Grants
CFO Hansen reported via a PowerPoint presentation (attachment B) that based
on the Rehabilitation Act, RSC must conduct a needs assessment, establish
goals consistent with the needs assessment and then must reserve and use a
portion of its VR section 110 funds to develop and implement approaches that
will expand or improve VR services.
CFO Hansen described how Establishment
Grants and Innovation and Expansion Grants work and the benefits of these
grants to RSC and CRPS.
Commissioner Williams asked about the sustainability of E-Grants.
CFO Hansen
responded E-grants generally assist programs up to four years.
Ongoing
operating costs cannot be funded via these grants; however, capital and start-up
costs can be.
MOE Waiver Request
CFO Hansen reported on the MOE Waiver Process via a PowerPoint
presentation (attachment C).
She provided information on the general
requirements of MOE, penalties involved for not reaching MOE, and the specific
steps to request an MOE waiver from the U.S. Department of Education.
Commissioner Romer-Sensky inquired about the length of time it takes to get an
answer from RSA regarding a waiver.
CFO Hansen will contact other states who
have requested a waiver and get back to the Committee.
Biennial Budget Timetable
Preliminary Guidance from OBM
CFO Hansen reported there is no preliminary guidance coming from OBM;
however, budget guidance will be issued in April and our biennial budget
document will be due to OBM in September.
Internal Meetings with VR/BSVI
CFO Hansen reported due to match issues and restructuring, Fiscal staff have
held discussions with VR and HR staff to help determine how the VR program
will be structured as the agency moves ahead.
Budget and Audit Committee Meeting Minutes
February 24, 2010
Page 3
Impact of President’s Budget for FFY 2011
CFO Hansen provided an overview of the President’s proposed 2011 Budget and
how it will impact RSC.
Key changes include proposed consolidation of several
smaller programs into the VR State Grant Program as well as the combination of
IL Part B and IL Part C programs into a single state IL program.
Stimulus (ARRA) Update
VR Case Management System (AWARE)
BVR Director Pugh reported VR is looking at business processes and how they
align with AWARE.
Staff will be exposed to the new case management system
next week and they are getting excited about the new system.
CIO McMahill
stated the new case management system goes “live” September 20, 2011.
The
cost is $3.8 million.
Mr. McMahill will have a full report to Commissioners at the
March 17
th
meeting.
First Round of ARRA Grants
Contract Services Director Luebbert reported the first round of ARRA grants is
moving to the half-way point.
Within the next month, staff will be initiating
conversations with partners about the current status of the grants and
sustainability.
Second Round RFP Process
Contract Services Director Luebbert reported the second round of ARRA RFPs
closed last Friday.
Due to bad weather and a holiday, the deadline to submit
proposals was extended to Monday.
The Governor’s Office agreed to the new
deadline date.
Seventy-three proposals have been received.
Projects awarded
will begin July 1, 2010 and end June 30, 2011.
Pathways Update
Summary of 2009 Pathways Activity
Contract Services Director Luebbert reported on the 2009 Pathways Contracts
(attachment D).
There are 16 vendors.
Budgetary numbers and cases are being
reviewed.
Commissioner Romer-Sensky stated that program start-up is taking a
long time.
When do we hit the service tipping point for people with disabilities?
Ms. Luebbert stated we are working with our partners on how to handle carryover
and reviewing preliminary case service data.
Proposal for Structure of 2010 Pathways Partnerships
Contract Services Director Luebbert explained the RSC-Pathways structure.
Budget and Audit Committee Meeting Minutes
February 24, 2010
Page 4
RFP for additional Pathways
The next Pathways RFP will be issued on Monday and will be posted for six
weeks.
The contracts will begin July 1, 2010.
The RFP will target the most
severely disabled - specifically disability groups in a specific geographic area.
(For example, mental health, developmental disabilities and dual diagnosis.)
Another RFP may be posted in October.
Commissioner Williams asked if we are back-filling counselor positions. Ms.
Luebbert responded we are having existing counselors take on the workload in
Contract Services.
Functioning of Committee: are we doing the right things at the right times?
Due to time limitations, this topic has been moved to the April 21
st
meeting.
Next Meeting Date, Time and Location
April 21, 2010 from 9:00 a.m. to 11:00 a.m., RSC, 400 E. Campus View Blvd., in
the Columbus Conference Room.
Adjourn
At 4:10 p.m. Jacqui Romer-Sensky moved to adjourn the meeting, seconded by
Commissioner Daugherty.
Motion carried.