Preparing for CHANGE VICC Retreat September 10, 2008

VICC Retreat (September 2008) VICC Retreat – Welcome!      Welcome from VICC Chair Overview of Purpose, Outcomes of the Retreat VICC Retreat (September 2008)

VICC Retreat (September 2008) Anticipated Outcomes The VICC membership will: understand the opportunities and challenges related to the change of lead agency with respect to the Part C system components as a whole, and to the VICC specifically; understand the potential impact of the EI Medicaid initiative upon Part C system components; review the VICC’s accomplishments since the December 2006 Retreat; determine the primary “clients” of the VICC; identify the strengths and needs of the VICC as it currently is configured; and confirm up to three (3) priorities for the VICC focus for the next 18-24 months. VICC Retreat (September 2008)

Expectations & Commitments Introductions and Expectations from Participants Create "Commitments" for our day together VICC Retreat (September 2008)

VICC Mission Statement To advise and assist in planning the comprehensive system of early intervention services defined in the Individuals with Disabilities Education Act and to assure the implementation and evaluation of the coordinated, statewide, interagency, interdisciplinary system of services which enhances the capacity of families to meet the needs of their infants and toddlers with disabilities. VICC Retreat (September 2008)

VICC Mission Statement To advise and assist the lead agency in planning the comprehensive system of early intervention services defined in the Individuals with Disabilities Education Act and to assure the implementation and evaluation of the coordinated, statewide, interagency, interdisciplinary system of services which enhances the capacity of families to meet the needs of their infants and toddlers with disabilities. VICC Retreat (September 2008)

VICC Retreat (September 2008) Definitions Advise Counsel Recommend Give an opinion Warn Inform Make aware Assist Help out Aid Lend a hand Support Back VICC Retreat (September 2008)

Sec. 303.650 Functions of the Council (a) Each Council shall-- (1) Advise and assist the lead agency in the development and implementation of the policies that constitute the statewide system; VICC Retreat (September 2008)

VICC Retreat (September 2008) Functions (2) Assist the lead agency in achieving the full participation, coordination, and cooperation of all appropriate public agencies in the State; (3) Assist the lead agency in the effective implementation of the statewide system, by establishing a process that includes-- VICC Retreat (September 2008)

VICC Retreat (September 2008) Functions (i) Seeking information from service providers, service coordinators, parents, and others about any Federal, State, or local policies that impede timely service delivery; and (ii) Taking steps to ensure that any policy problems identified under paragraph (a)(3)(i) of this section are resolved; and VICC Retreat (September 2008)

VICC Retreat (September 2008) Functions (4) To the extent appropriate, assist the lead agency in the resolution of disputes. (b) Each Council may advise and assist the lead agency and the State educational agency regarding the provision of appropriate services for children aged birth to five, inclusive (c) Each Council may advise appropriate agencies in the State with respect to the integration of services for infants and toddlers with disabilities and at-risk infants and toddlers and their families, regardless of whether at-risk infants and toddlers are eligible for early intervention services in the State. VICC Retreat (September 2008)

VICC Retreat (September 2008) Sec. 303.651 Advise and Assist Each Council shall advise and assist the lead agency in the-- (a) Identification of sources of fiscal and other support for services for early intervention programs under this part; (b) Assignment of financial responsibility to the appropriate agency; and (c) Promotion of the interagency agreements under Sec. 303.523. VICC Retreat (September 2008)

VICC Retreat (September 2008) Major Sections Interagency Financial Responsibility - How does the lead agency ensure the assignment and maintenance of interagency financial responsibility? Fiscal Controls - How does the lead agency ensure Part C funds are used in accordance with State and Federal requirements? Service Provision Arrangements - How does the lead agency ensure the provision of Part C services? VICC Retreat (September 2008)

VICC Retreat (September 2008) Sec. 303.652 Applications. Each Council shall advise and assist the lead agency in the preparation of applications under this part and amendments to those applications. VICC Retreat (September 2008)

Sec. 303.653 Transitional services Each Council shall advise and assist the State educational agency regarding the transition of toddlers with disabilities to services provided under part B of the Act, to preschool and other appropriate services. VICC Retreat (September 2008)

Sec. 303.654 Annual report to the Secretary (a) Each Council shall-- (1) Prepare an annual report to the Governor and to the Secretary on the status of early intervention programs operated within the State for children eligible under this part and their families; and (2) Submit the report to the Secretary by a date that the Secretary establishes. (b) Each annual report must contain the information required by the Secretary for the year for which the report is made. VICC Retreat (September 2008)

Current Part C System Opportunities, Challenges and Realities Financing Part C System Impact of Additional State Funds VA System of Payments The EI Medicaid Initiative/System Transformation Change in Lead Agency for Part C Governor Kaine’s Early Childhood Initiative VICC Retreat (September 2008)

VICC Retreat: September 2008 NOTE: Graphs like this should be printed in black/white on a full page and included in the handout. This chart demonstrates the variety of components that are required to create and maintain a successful program or system of services. If we think about early childhood from a a fairly traditional business perspective – all successful businesses have pretty much the same components. They have to: Have some in charge (a lead agency) Have input and guidance about the business – start-up, and ongoing operations (local councils/advisory groups) Define what they do (service delivery) Define who they do it for (eligibility) Define who they will hire (personnel standards) and How they will make sure that their employees or contracted personnel know what they are supposed to be doing (training and technical assistance) Define how much and how they are going to pay their employees, and charge their customers (finances or resources, supports and services) based upon the cost of doing business Have a way to market themselves to the general public, target population (visibility – including outreach, education, public awareness and recruitment) Collect information (data) to inform decisions about the business including regulatory compliance Monitor for quality and regulatory compliance through consumer input, review data Establish mechanisms to resolve differences or problems through procedures, agreements, etc. EACH OF THESE AREAS ARE FOCUS POINTS FOR COLLABORATION/COORDINATION. Use this chart to identify common areas for collaboration and coordination – start simply! VICC Retreat (September 2008) Prepared by Solutions Consulting Group, LLC

Discussion/Activities What additional information does the VICC need about any of these topics What are the potential, practical or desired changes (opportunities) in terms of being “housed” in the VDH – as a member of the VICC Other? VICC Retreat (September 2008)

Resource Distribution 2006 2007 2008 2009 $11,547,310 $15,337,279 (32.8%) $15,743,454 (2.7%) $15,737,698 (0.10%) $93,246 $675,908 $1,313,829 -0- $11,640,556 4335 CC $16,013,187 37.6% 4652 4.87% $17,067,283 6.6% 5052 8.02% 7.8% VICC Retreat (September 2008)

Role(s) and Responsibilities of the VICC Who we represent - representation, is everyone at the table? Who is our primary client?  our secondary client? Confirm our role(s) Brainstorm our responsibilities within each of our roles The current VICC Structure (draw a picture) Brainstorm - what works about the VICC, what needs to be improved? VICC Retreat (September 2008)

The VICC's role in Part C Transformation/Transition to VDH Brainstorm, agreement on priorities for VICC focus for 18-24 months Revisit current VICC structure, membership – what could it be? Next steps, supports needed and who is responsible? Review meeting frequency, locations How we will communicate? VICC Retreat (September 2008)

VICC Retreat (September 2008) Coming to Closure Wrap-up, evaluate our day together Confirm next steps and timelines VICC Retreat (September 2008)

Thanks for your energy and commitment on behalf of families, infants and toddlers! Travel home safely!