steering committee meeting -
09/02/2015
Tri-County LTR Steering Committee Meeting Minutes
Sept. 2, 2015
The Steering Committee meeting of Tri-County Long Term Recovery was called to order at 7 a.m. by Chairman Jim Fassino. In attendance were Terry Bibo, Ben Davidson, Shelley Epstein, Fassino, Kevin Gramm, Sondra Hayes, Jennifer M. Orban, Lu Ori, Mark Roberts.
August minutes: Approved.
Chairman's report: Fassino, Davidson, Epstein and Gramm met with Washington Illinois Area Foundation on Aug. 29 to request additional funds for staffing. Even if the office closes immediately, saving $1,740 a month, wages and administrative costs will be more than $11,000 monthly for the foreseeable future. WIAF has agreed to help with such expenses, but has no consensus about its financial role going forward. Fassino said he told them the message may need to be that LTR must shut down; WIAF did not object.
There are 157 open cases. Sixty have been through the Funder's Forum and await final construction costs and/or reimbursement. Roughly 97 cases have come in since LTR announced in June that it will be winding down. Some are new cases; many are reopened cases which have discovered additional needs. Fassino said even if LTR stops taking clients today, it will take months to complete the existing cases. That is complicated by the departure of case worker Kathy Casey, who now cross-checks all the details and paperwork. Casey will leave the state in mid-October. In any event, he said, it doesn't make sense to work cases if there is no funding for them and all of LTR's remaining funds may be necessary for administration.
Fassino said he hopes for more information from the American Red Cross, but Alyssa Pollock has just returned from deployment to Saipan and has been unavailable. He wants to meet with Pollock and ARC head Betsy Pratt.
In the mean time, Fassino said, Å“We need to prepare for the worst.Â
Epstein suggested asking WIAF's Roger Holzhauer for updated information at the Funder's Forum. Fassino said he had spoken with the WIAF chairman late Tuesday afternoon, so his information was current. Epstein suggested encouraging WIAF board members such as Washington Mayor Gary Manier to speak up in favor of the LTR request. Fassino said it is not up to LTR to tell them what to do.
Davidson agreed with Fassino that LTR cannot wait on a decision. He suggested preparing a press release to outline LTR's next moves, but showing it to WIAF first. Ori said the release should be specific, saying, œThis is what we're going to do. Davidson said LTR should emphasize that WIAF doesn't need to recreate the review mechanism on its own; Gramm said they already know LTR is out of money.
Fassino enquired about the types of cases which remain. Hayes said a lot of them involve concrete work, but agreed caseworkers could try to prioritize them in terms of what Epstein called œlife safety needs. In many ways, Hayes said, the case workers already try to prioritize by providing additional detail. Davidson said the Funder's Forum notes do tell how much assistance clients have gotten. Orban pointed out that many clients have come in for help before; Roberts said some people need help more than others.
LTR's money is spent if it must handle administration through June. It will have no money to spend on unmet needs, according to Fassino. Shutting down the office immediately and moving to Bethany Community Church could free up funds.
Davidson said that could be done, but quarters would be cramped for four case workers. Bethany's benevolence fund was re-authorized for tornado needs, he said, and the church would use it to pay two months worth of expenses. That eases the pressure of a quick move and offers more time to find a home for excess furniture and equipment.
Keeping the office open until late November also realigns LTR with earlier communication about winding down. Epstein said moving is the trigger for more communication.
Discussion shifted to how to wind down. There are adequate funds to handle clients already in the pipeline, but very little cushion to staff additional clients. It was determined there would be no new cases and no reopened cases, starting immediately. Case workers will take names and phone numbers, telling clients that they will be contacted if additional resources become available. The goal is to prevent false hopes of reimbursement through LTR's non-existent resources, but Davidson and Orban asked that referrals be given to other organizations, where possible. Talking points later were crafted with the assistance of case managers.
Complementary messages will be posted on Facebook and myltr.org as soon as possible. Bibo asked what message the group wants to send. Fassino said, Å“We're out of money. We're spending it all getting to the finish line.Â
Orban asked what will happen to LTR files. Fassino said they will go to the Red Cross, another shift made easier with the addition of a few weeks time. She also asked where Delavan cases fit in the shutdown. Fassino said Delavan has asked for no help.
Vice chairman: Orban recommends LTR have a celebration, noting all the good work which has already taken place.
Spirit/emotional: No report. Tricia O'Neal emailed that work on the œDon't Let One Disaster Become Another campaign continues. Information should be distributed in the fall, along with weather radios.
Communications: There has been little activity to communicate while LTR awaited news about funding. Epstein said a brief statement will be written for Facebook and the web to say LTR is not taking new cases. The wind down has been reported before, so most news organizations will probably think this is redundant. Talking points will be drafted to prepare for any questions at the public meeting.
Donations: Roberts asked Hayes if there was still a backlog in getting checks out. She was not sure.
Volunteer Management:. Davidson said clearing out the excess office furniture has begun. Roberts said if there are items left over, the Community Foundation of Central Illinois had good response by posting on social media.
Funder's Forum: There are fewer funders and less money, Fassino said.
Disaster Case Management: Hayes said caseworkers are still getting calls all the time. She said the family which received the shed from Bethany last month was Å“thrilled.Â
Pets: No report.
Construction Management: Ori said the major case which has been underway all summer still needs direction.
Finance: Gramm said LTR is reaching œpay as you go status.
Steering Committee Meeting: 7 a.m. Wednesday, Oct. 7, at the LTR Center.
Funder's Forum meeting: 8 a.m. Wednesday, Oct. 7, at the LTR Center.
Public meeting: 3 p.m. Wednesday, Sept. 9, at the LTR Center.
COAD/VOAD:. 7:30 a.m. Tuesday, Oct. 27, at Bethany Community Church.
The meeting adjourned at 8 a.m.