United States Department of Health Human Services Call to Order The meeting was called to order at 9:03 AM by Rick Kottler, the Chairman of the DCF HHS Advisory Committee. Rick Kottler introduced himself asked that everyone around the room introduce themselves. Introductions: Marc Dubin Vice Chair of the DCF HHS Advisory Committee Yasmine Gilmore Support Staff, DCF Marilyn Pat Thurman Administrative Assistant, DCF Carolyn Dudley Assistant Staff Director for Civil Rights, DCF Dennise Parker Human Resources Director, DCF Merlin Roulhac Project Manager for the HHS Settlement Agreement, DCF Valerie Stafford Mallis DCF HHS Advisory Committee Member John Jackson Assistant General Counsel, DCF Lois Maroney DCF HHS Advisory Committee Member Christine Giancola DCF HHS Advisory Committee Member Judy Martin DCF HHS Advisory Committee Member Shana Williams DCF HHS Advisory Committee Member Cindy Simon DCF HHS Advisory Committee Member Bob Fifer DCF HHS Advisory Committee Member Kim Gaut DCF HHS Advisory Committee Member Rick Kottler introduced the Communication Access RealTime Translation (CART) provider, Gayl Hardeman the sign language interpreters: Jesus Lopez, Shane Westmorel, Kelly Combs Tara Mollinedo. Rick Kottler reminded those in attendance to speak into the microphones. This was very important for the CART provider as well as those receiving transmission on the telephone line. Cell phones should be turned off or put on vibrate. DCF HHS Advisory Committee Minutes (Revised July 13, 2010) Page 1
United States Department of Health Human Services Chair/Vice Chair Term of Service Rick Kottler made the suggestion that the Advisory Committee would make decisions based on the simple majority. Seven members would have to be present or on the telephone to conduct any business. It was decided the Advisory Committee had a quorum. Robert s Rules of Order would apply; meaning that to have a discussion the members would have to make a motion first, then a second motion then the matter would be discussed. Term limits for the Chair Vice Chair for the DCF HHS Advisory Committee was discussed. Rick suggested a one year limit at such time someone else on the committee would have the opportunity to serve in these positions. Valerie Stafford Mallis made a motion that the term limit be set for one year. Judy Martin seconded the motion. A vote was taken. Ten members were in favor. The motion was carried. Rick Kottler asked that Dennise Parker introduce the additional DCF staff in attendance wanted detailed information regarding the Independent Consultant. Dennise Parker asked Carolyn Dudley to introduce the staff, Sharon Pimley Fong, Sun Coast Region Civil Rights Officer Pamela Phillips, Central Regions Civil Rights Officer. Dennise Parker gave the Advisory Committee an update on the Independent Consultant contract position. The position was advertised by Request for Proposal (RFP) on April 26, 2010. The position closed on June 15, 2010. There was one proposal received that proposal did not meet the requirements. Therefore, the position will be re advertised. DCF will be working with the Department of Health Human Services to re advertise the position. The anticipated readvertisement date will be the first part of July. Rick Kottler asked if the position had been advertised nationally or in the State of Florida; was the position opened to an individual or a company. Dennise Parker made the comment that whoever was qualified met the criteria would be eligible to apply. The RFP was written so that an individual or company could apply. Rick suggested contacting National Association of the Deaf (NAD) Registry of Interpreters for the Deaf (RID). These organizations would be able to help DCF HHS Advisory Committee Minutes (Revised July 13, 2010) Page 2
United States Department of Health Human Services circulate the Independent Consultant advertisement. Christine Giancola suggested the position be advertised in the Deaf Digest. Christine Giancola asked if the Independent Consultant could be a DCF staff member questioned why the position had to be an independent contractor. Carolyn Dudley responded that per the terms of the HHS Settlement Agreement, DCF has to hire someone outside the Department. Marc Dubin asked if the people on the phone where receiving CART if the conference call line was working. Lois Maroney stated that people may be following along on CART but may not have called into the meeting. Lois Maroney reminded those individuals using Stream Text at home, after any break, to please press the refresh button; CART will continue to run during breaks but may not play on the Internet. Lois Maroney suggested that we add that reminder onto any announcements for CART so that people are aware. Public Notice Language Marc Dubin discussed public notice language. When a public meeting is held in addition to the Sunshine Act obligations, Title II of the Americans with Disabilities Act requires public notice the notice of availability of auxiliary aids on request. Marc looked at a number of announcements from DCF other agencies stated that the public notices are not consistent. Marc Dubin acknowledged that the ADA does not give clear guidelines on what language must be used. Marc Dubin suggested when advertising public notices, DCF specifically, state in detail what auxiliary aids will be provided for public meetings. Such auxiliary aids could include sign language interpreters, CART, materials in large format Braille. Dennise Parker acknowledged the fact that the ADA accommodations are not listed on all of the DCF announcements. DCF is currently listing that if you require ADA accommodations to participate in an event, please call the following person the telephone number of that person as well as the number of days needed to call prior to the event. Legally, DCF is meeting the ADA requirements by advertising in this manner. John Jackson pointed out the difficulty of posting public notice on the DCF web calendar. That calendar has a limited number of characters that can be used when posting a notice. John Jackson stated that DCF could try a different calendaring system. The Department is currently using a Google calendar system. DCF could also explore the option of advertising what was DCF HHS Advisory Committee Minutes (Revised July 13, 2010) Page 3
United States Department of Health Human Services legally sufficient on the internet in other media, use a better more detailed announcement. There is a statute in place that was passed two years ago that requires the Department to announce any meetings on our web site. It also requires that a copy of the meeting agenda be posted. This may require the Department to switch from the current Google calendar to something else. Valerie Stafford Mallis suggested providing an email address on public notices, for those individuals who have profound hearing loss; email is the preferred method to make requests. Marc Dubin wanted to raise the point that there are individuals who have other types of disabilities. Many people who use wheelchairs may be concerned about the accessibility of bathrooms or parking. The Department might want to include in the public notice information about the accessibility of the buildings bathroom. The idea is to make individuals with disabilities feel welcome comfortable to attend public meetings. Also, if DCF will always be providing CART sign language interpreters, these accommodations need to be included on all announcements. BREAK (10:00 AM 10:10 AM) Round Table Review CFOP 60 10, Chapter 1, 3 4 were reviewed. For a more detailed explanation, please see the CART transcription. General Discussion John Jackson wanted to know if the July DCF HHS Advisory Committee, meeting required notice for public participation. Rick Kottler stated yes it had to be done quarterly. Rick Kottler wanted to know if Health Human Services would allow us to have public participation at the August meeting instead of the July meeting. Dennise Parker stated that to go ahead have public participation at the August meeting she would contact Gail Hoffman at HHS see if that would be acceptable. The DCF HHS Advisory Committee meeting for August will coincide with the Florida Coordinating Council for the Deaf Hard of Hearing quarterly meeting. DCF HHS Advisory Committee Minutes (Revised July 13, 2010) Page 4
United States Department of Health Human Services The next DCF HHS is scheduled for July 21, 2010, at the Crowne Plaza Hotel Airport in. The August meeting for the DCF HHS will be in Tampa, Florida on August 11, 2010. The Florida Coordinating Council for the Deaf Hard of Hearing quarterly meeting will be August 12 13, 2010 in Tampa, Florida. The meeting adjourned at 3:37 PM. DCF HHS Advisory Committee Minutes (Revised July 13, 2010) Page 5