Due to inclement weather, the meeting was conducted via Soundpath.

MEMBERS PRESENT:  Cheryl Harshman (President), Vendetta Gutshall (Past-President), Patti Kem (President-elect), Steve Wornhoff (Treasurer-June 2012), Jan Dunham (Secretary-June 2011), Lisa Waber (E–June 2013), Saundra Lange  (SW-June 2012), Bev Garrison (SE-June 2011), Jane Sanderson-Winkoff (NW-June 2010), Tom Barth (NC-June 2011), Tom Bell (C-June 2013), Jada Conner (NE 2012), Tom Adams and Joan McCormick (Co-Chairs Legislative and Research Committee June 2011), Kathy Hensley (Chair Professional Development Committee-June 2013)

ABSENT:  Dave Chastain (Chair Membership and Fiscal Management Committee-June 2012), Denise Bashore (Deputy Treasurer)

OTHERS PRESENT:  Mary Beth Hamilton (ISHA Liaison); Anne Davis (IDOE); Jeff Young (Chair 50^th Anniversary ICASE Conference); Fran Wood-Osborne (Legislative Committee Representative) 

I.     APPROVALS

A.        Minutes – Cheryl Harshman called the meeting to order and asked for a motion to approve the November 18, 2010 minutes.  MOTION:   Bev Garrison moved to approve the November 18, 2010 minutes as presented. After a second by Saundra Lange, the motion was unanimously approved. 

B.         Treasurer’s Report and Claim Docket –Steve Wornhoff presented the ICASE dockets of expenditures for November ($11,336.89) and December ($4,343.95).  Roundtable balances totaled $24,965.15.  MOTION:   Patti Kem moved to approve the November and December dockets of expenses as presented.  After a second by Jada Conner, the motion was unanimously approved. 

Steve discussed the audit report and some of the best practice suggestions.  One suggestion was to set up the budget to align with the tax return.  He explained that would be taken care of with the budget.  It was also recommended that Quick Books, or a similar program, be used.  Becky Krumweid hasn’t made the transition to Quick Books yet, but she intends to make the transition this summer prior to the new fiscal year.  It was also recommended that two signatures be required on any check written.  Due to distance between Denise and Steve, Steve suggested to the Executive Committee that Denise continue to sign checks, but every time a check is cut, Steve will get an email.  He will then verify that he approves of the check being written.  Tom Adams asked if this procedure met with the auditor’s approval.  Steve clarified that two signatures is not something that is required.  It was only a best practice recommendation, and the solution Denise and Steve suggested met the auditor’s intent.  Steve added that the third check to ensure money is being spent as intended would be the docket approval by the Executive Committee. 

Steve shared a spreadsheet showing the profits and losses for the last five ICASE conferences.  The Executive Committee will review the information prior to the fall conference to determine if the registration fee should be adjusted. 

Steve shared that Dave Chastain, being unsuccessful in obtaining any interest from the universities he contacted, recommended ICASE continue to contract with Cinda Long and Greystone Design for the ICASE website support.  Ms. Long’s proposed contract, beginning February 1, 2011 and running through January 31, 2012, includes a $140 monthly fee for listserv maintenance, $50 monthly fee for website maintenance, and $100 fee for each newsletter.  Hosting fees for the website are currently set at $120 per year per domain.  Jada Conner suggested the ICASE Executive listserv be done by the ICASE Executive Committee, saving that cost.  After much discussion, it was decided to have Ms. Long continue maintaining the ICASE Executive listserv.   MOTION:  Bev Garrison moved that Cinda Long’s contract be accepted.  After a second by Saundra Lange, the motion was unanimously approved.

C.         ICASE Calendar 2011-2011-The calendar dates will be discussed at a later time.

II.    IDOE REPORT

Anne Davis gave the following IDOE report.

Monitoring Cycle: It is IDOE’s intent to restructure the monitoring rotations so cooperative corporations will be in the same cycle.    

Communication:  In an effort to facilitate communication, each cooperative will be assigned a specialist.  The specialists’ role is to support the directors in finding the information they need.  If directors choose to contact a specific person at IDOE, that’s fine, but everyone will at least have an assigned person who can get the information for them.

Audits:  Questions about how the audits are conducted for cooperatives versus single districts have been raised.  The IDOE found that how cooperatives are organized impacts fiscal practices.  IDOE has taken how the cooperative is organized into consideration when determining audit findings. 

Technical Assistance:  Anne shared that technical assistance would be provided based on whether it is the first, second, or multiple time the corporation is out of compliance.  For example, if it is a corporation’s first time to be out of compliance on Indicator 13, the corporation may take advantage of the Indiana Secondary Transition Resource Center, but it won’t be required.  If it’s the second time, IDOE will inform the corporation that it needs to work with the Center.  If the non-compliance is ongoing or multiple areas are non-compliant, the district will be required to work with the Center.  For both the compliance indicators and the monitoring, Anne explained that no district would be mandated to work with a resource center if it’s the corporation’s first year out of compliance. 

Spring ICASE:  PCG, the ISTART7 v. 2.0 vendor, will be doing four break-out sessions to update ICASE members on the new version of ISTART7.  Attendees will get to see the IEP from start to finish.  On IDOE’s Friday presentation, PCG will show members the reporting portion of the new version.  Anne reported that the new version is on track for roll out on May 2. 

ISTART7 Pilot Sites:  Approximately twenty districts will be chosen to pilot ISTART7 v. 2.0 this spring.  The criteria for choosing the districts are now being determined.  During the two week pilot window, the chosen districts will be responsible for telling PCG and IDOE where the glitches in the program are.  To be chosen as a pilot site, the district must currently use ISTART7.  Due to not being able to guarantee legal compliance of the new version, any conference during the two-week pilot period will need to be completed in the current ISTART7.  IDOE is deciding now whether to use dummy data or real data during the pilot period.  If real data is used, the vendor will take care of importing it and teachers will only need to play with the system.  IDOE will offer regional trainings on the new version through resource centers, web trainings, etc.  A train the trainer model will also be offered.  Districts may also wish to use ARRA dollars for training.  The Learning Connection will be the point of connection for the new version. Anne realizes some districts have gone paperless; therefore, anything in the file cabinets will roll over into the new system.   Two practice runs will be done prior to data migration to ensure that all data is captured.  The final data migration will take place in late June.  After the data migration, the new version of ISTART7 will be the only one districts can use.  The old version will no longer be available. 

DOE-SE:  The DOE-SE (formerly APC) data will be going to the Office of Finance and then to the State Board of Education for approval.  When approval is received, the dollars will be released.  Cheryl Harshman asked if directors would be given access to the DOE-SE report, explaining that directors must currently get permission from each corporation to access the data.  Anne expressed a willingness to investigate this on behalf of directors.

III.       EXECUTIVE STANDING COMMITTEE REPORTS

A.                 Legislative and Research –Joan McCormick and Tom Adams submitted to the Executive Committee an ICASE Legislative Agenda that will be given to legislators as a bookmark.  ICASE members will be given supporting notes prior to the Wednesday afternoon reception in order to discuss topics in-depth with legislators.  Tom Bell requested that the Legislative Committee let him know if research is needed for the funding piece.  Joan will contact Tom with some issues on which his committee can work.

Joan and Tom reminded everyone that the legislative reception will be held on Wednesday, February 16, from 4:00-6:00 p.m.  They encouraged members to invite legislators to the reception.  KWK has delivered more formal invitations to each legislator.  Legislators will also receive sticky note pads which will go into their mailboxes the day before as a reminder to attend the reception.  Members are asked to wear a nametag to assist the Legislative Committee members in getting the appropriate legislator to members.  Buses will be available for transporting members to the State House, leaving the Crown Plaza at 3:15 p.m.    Members are encouraged to go to the State House early on Wednesday and meet with legislators that afternoon individually.  Kathy was asked to investigate transportation earlier in the day for those who have individual appointments with legislators.  Members who attend the legislative reception will be eligible for a drawing for a flat screen TV.  The roundtable with the highest percentage of membership attending the reception, will receive $100 worth of materials from CEC, and the roundtable with the highest percentage of legislators attending will receive $100 worth of CASE products.  Members are asked to bring their business cards for both the drawing and to share with legislators.

B.                 Membership and Fiscal Management Committee Report- No report

C.                 Professional Development Committee Report – In addition to finalizing details for the fall conference, Kathy announced that the fall 2011 conference will be held at the Marriott East in Indianapolis   The entire Veteran’s Hall will be given to ICASE at the fall meeting so crowding experienced last fall will not be an issue.  ICASE will also have larger break out rooms.  Sites for 2012-2013 are being investigated now, and the downtown venues appear a bit more reasonable.  For example, downtown hotels are now willing to discuss free parking and free internet.  The Hyatt has offered a very nice package if ICASE engages in a two-year contract.  The downtown Hilton has done some renovating and can offer free parking, making it a contender as well.    

The Committee discussed the registration fee for ICASE conferences.  Kathy agrees the cost should be studied; however, she cautioned that the downtown venues tend to be a bit more expensive, and the expense of the 50^th anniversary celebration will also need to be considered.  Patti suggested that keeping the fee at $250 allows everyone to know what to expect.  Steve added that traditionally ICASE relies on making a profit on the two conferences in order to fund activities.  Members need to be informed that, in addition to being a professional development activity, it is a money making activity.  Vendetta suggested determining in advance the profit that must be realized and considering giving voting members a break in price.  Tom Bell addressed the agenda that was put forth and the responsibility to address the concerns that the membership has expressed.  Jane pointed out that the surveys members filled out at the end of the fall conference listed attorneys, autism, and IDOE as the top three requests.  Jada asked if a summation of break-out requests was given with membership comments, and it was reported that one was given to Executive Committee members at the October Executive Committee meeting.  Kathy will highlight the future break-out section on the survey to elicit more response, and she will ask members to be more specific.  Patti expressed concern that the informational meetings won’t be taking place anymore through IDOE unless done through an electronic format.  Tom Adams suggested discussing this with Anne if we’d like to see the IDOE go back to face-to-face meetings.  Patti stated that it isn’t new to have IDOE present at ICASE.  Kathy looked through the past agendas, and there have always been three to six sessions by IDOE.  Tom Bell shared that IDOE shouldn’t be allowed to dominate our conference agenda, and it is imperative that we make Anne aware that ICASE conferences aren’t just IDOE’s avenue to present their information.  Cheryl encouraged roundtable representatives to discuss this with members and bring back ideas for conference topics.

Kathy informed the group that other committee members are working on the Support Staff Seminar and a presentation by Cathy Pratt and Eustacia Cutler, Temple Grandin’s mother.  Kathy is hearing from the committee working on the Support Staff Seminar that some members don’t intend to participate in the Seminar.  The committee is looking at doing something late spring for support staff, so Cheryl encouraged representatives to discuss this with their roundtables. Kathy will talk with Dr. Pratt about incorporating Eustacia Cutler into one of the ICASE conferences and possibly partner with IN*SOURCE.  This will be discussed in more depth at the March meeting.

Retirement recognitions for Pat Pierce (June 2011), Jim Murray (December 2011), Lou Dickman (December 2010), and Vendetta Gutshall (June 2011) were discussed. It was decided that Pat Pierce, Lou Dickman, and Vendetta Gutshall would be honored in February and Jim Murray would be honored during the fall conference.

 MOTION:  Kathy Hensley moved that roundtable representatives arrange for someone from the retiree’s roundtable to present the retiree with an honorary membership to ICASE and a donation of $75 to the scholarship fund in honor of the retiree.  After a second by Jane Sanderson-Winkoff, the motion was unanimously approved.

Jeff Young presented some of the ideas his committee has discussed for ICASE’s 50^th anniversary celebration.  He and his committee want members to let them know what they would like to see included in the celebration.  Jeff explained that at the upcoming conference, roundtable representatives will draw a decade from a hat.  That roundtable will be responsible for making some kind of a presentation about that decade through video, song, or skit at the conference.  He would like each roundtable to have a representative on the anniversary committee.  He intends to have his committee meet during this February’s conference.  Members can also expect to see one-minute commercials throughout the February conference promoting participation in the anniversary celebration.

After sharing ideas for the 50^th anniversary, Jeff suggested that members be surveyed to find where strengths are.  The information could be compiled as a support to young directors.

Jeff also shared that he has been put in charge of organizing his district’s legislative contacts.  He has had success in scheduling appointments by calling the legislative aides. 

IV.   SPECIAL COMMITTEE REPORTS

A.                 Nominations – Vendetta reviewed the nominating committee’s work in obtaining candidates for the offices of president-elect and secretary.  Fran Wood-Osborne was the committee’s recommendation as candidate for president-elect, and three candidates were recommended for secretary-Liza Bates, Cheryl Corning, and Wendy Hite.  Tom Bell asked if nominations would be closed after today’s recommendation was voted on by the Executive Committee.  Vendetta explained that after acceptance of the slate, others could still be placed on the ballot through floor nominations.  Dave Chastain will include a write-in space for those nominated from the floor on the ballots.

MOTION:  Tom Adams moved that the slate of officers presented by the Nominating Committee be accepted.  After a second by Bev Garrison, the motion was unanimously approved.

B.         President’s Appointments       

1.         Licensing Focus Group – No report.

2.         IASP/ISHA Best Practices Task Force –No report.

V.   SUPPORTING the MEMBERSHIP

A.        Identifying and Addressing Membership Needs

1.                  IAPSS Coalition of Organizations –No report.

B.                 Improving/Facilitating Communication

1.                  Roundtable Topical Proposals –Northwest Roundtable submitted a topical request, Understanding the Legal and Practical Aspects of the Child with Autism.   Dr. Cathy Pratt, Monica Conrad, and two teams of educators will be the presenters for this April 6, 2011 topical at a cost of $75/attendee.  Evidence-based practices for students in the general education setting will be the focus of the topical.  The topical will be held at Valparaiso University.    

MOTION:  Patti Kem moved to approve the Northwest Roundtable topical.  After a second by Jada Conner, the motion was unanimously approved.

2.   Roundtable Reports-No reports

VI.      PROMOTING/ADVANCING the ORGANIZATION

A.                  Examining Organizational Structure

1.                  Future Revision of Strategic Plan –No report.

2.                  Constitutional Revisions-Patti Kem took the Executive Committee through the Constitutional revisions document, noting the changes. Discussion on changes took place.  MOTION:  Tom Barth moved that the revised Constitutional document be taken to the membership at the February ICASE Business meeting for their approval.  After a second by Tom Bell, the motion was unanimously approved

3.   Executive Committee Handbook-No report.

B.                 Strengthening National Connections- No report.

C.                 Promoting State Partnerships- Mary Beth Hamilton (ISHA Liaison) presented information on SLPA supervision changes that she, Donna Lehman, and Pat Pierce worked on with Deb Harmon, President of ISHA. Deb Harmon agreed with ICASE representatives that the supervision requirement was too stringent for schools, and she offered to work with a legislator to present a bill to support the changes (SB 240).  The bill would recommend removing the requirement for SLPs to have their CCCs and three years experience.  The bill would also extend the deadline for registering with the IPLA to July 2012.  Mary Beth has drafted a letter from her district in support of the bill.  She asked if she should present her letter in support of the changes in supervision as a representative of ICASE.  Cheryl asked Executive Committee members if ICASE should also write a letter to support these supervision changes.  It was decided that Mary Beth’s letter would be placed on ICASE letterhead and signed by Cheryl as President of ICASE and the ISHA committee members who worked with Deb Harmon.

MOTION:  Jada Conner made a motion to accept Mary Beth’s letter supporting the supervision requirement changes but omitting any reference to the Senate Bill.  After a second by Bev Garrison, the motion was unanimously approved.

Jan Dunham reported that Donna Krol (IN*SOURCE Liaison) wished input from roundtables on IN*SOURCE representatives.  She is specifically interested in information about representatives who encourage parents to immediately seek mediation and due process hearings. Donna will be asked to share at the February ICASE Executive Committee meeting.  Donna can be reached by e-mail at dkrol@sbcsc.k12.in.us or phone (574-283-8130) if members have input on IN*SOURCE representatives with whom they work. 

VII.           OTHER BUSINESS

Bev Garrison requested $700.00 from the Southeast Roundtable funds for topical expenses. MOTION:  Saundra Lange made a motion that $700 be given to Southeast Roundtable for topical expenses.  After a second by Jada Conner, the motion was unanimously approved.

VIII.    MOTION TO ADJOURN by Tom Adams and a second by Tom Barth.

IX.       NEXT MEETING:  February 16, 2011, Crown Plaza, Indianapolis, 8:00 a.m.