JODI JAMES EXECUTIVE COMMITTEE MINUTES

Minutes: ICOIL Executive Committee Meeting
September 1, 2006
Prepared By Ramona Harvey - Secretary
Purdue University North Central
1401 S US Hwy 421
Westville, IN  46391

Members Present: Jodi James - Chair, Keith Coros - Treasurer, Ramona Harvey -
Secretary
Members Present by Telephone: Emas Bennett - Vice Chair
Members absent: Lisa Coffman - Member at large
Others in attendance: Al Tolbert, Joanna Wiltalski, Frances Santos, Richard
Simmers, and two interpreters

Meeting was open to the public.

Jodi James called meeting to order at 10:04 pm cst

Cancellation of September 13th ICOIL meeting - Ramona Harvey makes a motion to
cancel the September meeting.  Keith Coros seconds.  There was a discussion
about the reasons for having canceling the meetings.  One reason was the
reasonable belief that there would not be a quorum.  It was also expressed
that at this critical point in time it was important that the officers be
available to provide leadership to the council.  The Vice Chair expressed the
opinion that he disagreed with the cancellation because the council needed to
move forward.  The Secretary had concerns about anyone who has only attended
one out of the last four meetings being able to effectively run a meeting
because they would not know what is going on.  The Treasurer felt
uncomfortable about holding having a meeting without having officers available
to provide leadership.  Concerns were expressed about fiscal issues.  There
was a discussion about rescheduling the meeting.  The executive committee
consulted all people attending as to when would be a good date.  The Treasurer
felt comfortable with rescheduling the meeting to another time in Sept.
Everyone concurred rescheduling the meeting to a date when more people could
attend would be good.  Dates were discussed and Friday September 22 was
determined to be a date that would work.  Ramona Harvey amended her motion  to
change the meeting time to September 22 when it would be more likely that we
have a quorum.   Keith seconds. A question was asked about setting an
alternative date in case there was no quorum, and it was noted this was the
alternative date.  Jodi James asked for a vote.  Emas Bennett voted nay, all
others voted aye. Motion carried.  ICOIL meeting date was changed by the
majority vote of the Executive Committee.

Next Item - the Last months "Executive Committee meeting"
The chair announced last months meeting was determined null and void due to
the call in number.  It was an error.  She just wanted to say if we decide to
make committee meetings and actions null and void based on errors or typos we
may not get anything done.

Ramona Harvey stated for the record that she had the wrong access code for the
finance committee and so she dialed the access code three times and the
operator was able to assist me even though I didn't have any other information
but the wrong access code.

Jodi James stated what she would like to do is go over last meetings minutes.
Minutes were read.  (Italicized - is the minute sections read and the response
follows)

The executive committee met in accordance with the bylaws in order to
determine the best way to provide the council direction and create a stable
foundation on which we can improve the council's reputation, and be legally
compliant, and move IL forward in the state of Indiana.

The executive committee takes the position that the council which is supposed
to be consumer controlled will listen to and respect people with disabilities
both on and off the council realizing that their opinions and views are
essential to proper functioning of the council.

Goals
The committee had an extensive discussion of the need to make sure that the
council is educated on issues and had information that they needed in order to
make informed decisions. Ways to make sure everyone had access to the same
information was discussed.  It was determined that a portion of every meeting
would be set aside in order to go over important and relevant documents so
that everyone can have an opportunity to ask questions and become familiar
with the documents their decisions should be based on and that people needed
to share knowledge openly to everyone and make sure we all had access to the
same information. It was determined that there were two different categories
in which people needed orientation. Council members need to be familiar with
documents which provide general guidelines to all SILC's such as Title VII and
Section 504 etc, and documents particularly relevant to ICOIL such as the
corrective action plan.

The executive committee is going to oversee the development of a systematic
orientation plan.  Which would be more then a one time training for current
members, but something that can be sustained and continued so that people can
receive an orientation as they come on the council.

The Executive committee agreed with this unanimously

Concerns
The executive committee learned that in the past council members were not
informed and often made decisions without being fully informed.  It was also
determined that the council members never saw, talked, or voted on the part of
the corrective action plan that was sent in to the federal government.  The
executive committee decided that no council member should vote on anything
that they have not had the opportunity to review or be informed about.  It was
also decided that statements of fact need to be made openly backed up by
documentation so the council can be fully informed.

Al Tolbert said the corrective action plan has been worked on by committees
for two years.  It was asked if the CAP was voted on and reviewed by the
council.  Richard Simers and Al Tolbert said they thought it was voted on in
2004 and that this would be in the minutes.  Nobody could produce
documentation on when it was discussed or voted on. The chair stated that
whether or not it was discussed there were enough new council members this
information needs to b shared and discussed at a council meeting.  She was
also concerned that the DSU gave us a week to comment on their portion, and
throughout the Report of Findings it says the DSU must consult ICOIL with
their response and that was not done. It was acknowledged that committees are
not able to make decisions, and the only committee that can make decisions is
the Executive Committee and even they report back to the council.  The
secretary agreed to research and try to find the minutes confirming the report
of findings was discussed.

The Executive committee determined that one of the things the council needed
to be doing is empowering people with disabilities across the state of
Indiana.  The committee acknowledged the council is not doing this very well,
and that even the officers with disabilities had a hard time feeling empowered
when some council members disrespected their elected positions.


It was determined that the council needed to respect the officers they elect,
be they the current officers or any future officers, and that non-productive
privately sent hurtful e-mails sent to officers or any other member of the
council who is just trying to do their jobs in accordance with the bylaws will
not be tolerated.

The executive committee agreed with this unanimously


It was determined that the bylaws are a living document and that the current
bylaws should not have been passed the way that it was because it was unclear
what was being passed and we did not allow for adequate discussion to make
sure everyone knew what was going on and was on the same page.  It was also
determined through information obtained subsequent to the last meeting that
Roberts Rules was not correctly followed while rescinding a motion that had
already been voted on.

To address the issue with regards to the bylaws the executive committee
decided that a special meeting is going to be called.  At this meeting, open
to the public, the bylaws are going to be discussed by anyone who has issue or
concerns.  Dependent on what is determined at this meeting, either amendments
to the bylaws will be brought to the full council to be voted on or it will be
determined there are no recommended changes.  Either way the bylaws with or
without amendments will be voted on following the correct procedures.  In the
interim time between now and when the bylaws are re-voted on the council will
follow the bylaws that were adopted on June 14, 2006.

The reason for this procedure was explained

There was a discussion on the rules of conduct and also the code of ethics for
SILCs as well as conflicts of interest.  It was determined that we needed to
readdress the issue of the rules of conduct and not arbitrarily adopt them.
It was noted that there were several changes in our situation since those
rules were adopted 10 years ago and that anything we adopted needed to take
into account our current situation and also what we have subsequently
learned.

This item was on the agenda and this item will be put on the agenda again.

The Executive Committee recommends archiving audio tapes of monthly meetings
of ICOIL. The Executive Committee also asks that the Treasurer with the
assistance of the finance committee look into the purchase of a digital
recorder or digital camcorder for recording of the meetings.  The committee
also recommends the purchase of a better microphone/public address system for
the use at monthly ICOIL meetings. The speaker currently being used is not
conducive to a relatively small room.

The Treasurer gave an update that the council did okay this expenditure, but
camera was not discussed.  The recorder was determined to be most important
the camera was something to look at in the future.

Secretary's concern regards to bylaws discrepancy
The secretary brought the physical documents in question to the meeting and
showed them to the executive committee.  The secretary pointed out the area of
concern showing how a portion of the document the council voted on was missing
and dates were not listed correctly on the document the secretary was given to
sign.  It was noted that there was no way of knowing when or how the omission
occurred.  Because the bylaw committee did not keep an electronic copy of the
bylaws and was not able to assist the secretary in this matter the executive
committee determined that the draft version sent out by Nancy Young be signed.
The secretary with the full knowledge and consent of the executive committee
signed this document.

This Item was considered already addressed.

The executive committee had a discussion about committees.  It was determined
there was confusion as to who was on what committees as people who are
supposed to be on committees are not always receiving information about the
committees that they are on.  Jodi James committed to making a list of who is
on what committee and sharing that with the secretary so that she could keep
track of that information in accordance to her role outlined in the bylaws.

Jodi James stated she would follow up with this issue.

Ramona Harvey expressed concern because she had requested call in numbers for
both the bylaw policy and procedure committee which she is on, and the
nominating committee that she wanted to participate in as a member of the
public.  The nominating committee did not have a call in number and the bylaw
committee didn't even respond to her inquiry and so she was not allowed to
participate on a committee that she is on.

The executive committee takes the position all members of the council,
including all committee members, will be informed of all committee meetings,
that the public should be informed and that committee meetings are open to the
public. Also, all committee meetings will have a call in number for those
individuals unable to attend in person.

Jodi James is reluctant to still agree with this section due to what happened
last month with regards to the Executive Committee Meeting.  Ramona Harvey
said she thought call in numbers needed to be provided to members of the
committee for sure.   Keith Coros expressed concern that if anyone had
technical difficulties when other people did not have those difficulties, that
entire meetings should not be negating.  We now know how to solve those
issues. Ramona would like to see call in numbers especially in the winter
time, but at the same time what happened to the last executive committee
meeting that was open to the public and did have a call in number made her
uncomfortable, because that means that if anybody doesn't like what any
committee is doing, they can just say I couldn't get on the phone and
therefore this meeting did not happen.  Regardless meetings need to be open.
It was determined this item would be on the agenda for next meeting.

Discussion on posting of meetings.  The importance of the council having
independence from the state with regards to posting meetings was recognized as
well as the need to make sure that meetings were not only posted, but that
people be able to find the posting and that any lists that the council may
have of people who requested to be kept informed be utilized.

The Executive Committee decided to post the meetings and committee meetings of
the ICOIL council on a free online calendar until a website is established by
the council (if the council decides to have a website.)  Also anyone else who
has a website and would like to post meeting events can and what we are going
to do is send out a press release using Hoosier Star Press costing $250 and a
mailing to any and all organizations that anybody knows about.  The press
release will list where events are going to be posted at and will list all of
the websites going to participate.

This will be on the agenda for last meeting.  The executive committee asked
the Treasurer to have the finance committee look at this issue.

The Executive committee acknowledges that the formal ADA complaint from a
member of the council should have been read allowed, and the executive
committee disapproves of the disrespect shown to the chair when her desire to
read the letter aloud was disregarded.  In response to the complaint the
executive committee acknowledges the letter, an audio-loop/FM amplification
system will be bought, and there will be an opportunity to address questions
with regards to the bylaws at an open special meeting held for this purpose.

Al Tolbert commented that it was not being disrespectful to the chair.  He
concern about airing dirty laundry.  Jodi James stated that our dirty laundry
has already been aired and she sees nothing wrong with what has been in the
minutes or reading the ADA complaint.
Ramona Harvey still acknowledges the ADA complaint should have been read.
Jodi James stated our job is to be helping people with disabilities, and if we
ourselves as a council are not doing that this is a problem.

A concern was brought up about the council has not asked for the mail being
sent to Beth Quarles.  Jodi James is going to call Beth Quarles and ask for
the ICOIL mail.

Jodi James did.
The Executive Committee recognizes Emma Sullivan as an Executive Director of a
center for independent living and recognizes Indiana FACES (formerly the Ruben
Center) as a center in the Indiana network of centers.
While taking no position as to whether or not they agree with the stance of
Everybody Counts, the Executive Committee takes the position that the State
needs to provide answers to the council and Everybody Counts how money was
allocated and why.

The executive council agreed that Everybody Counts needed to get answers from
the State.

The Executive committee asks the council to immediately adopt EDGAR and the
SILC standards.  This was on the agenda last month and will go on the agenda
at the next meeting.

The Executive committee decided to present the motion that Henceforth, anyone
wishing to hold a meeting under the auspices of ICOIL shall provide the chair
and the secretary with the date, time, time zone, physical location(s), and
call-in number, at least a week before the meeting is to be held

 This motion was passed at the last August Council meeting.
(End of Review of Minutes)

The Executive committee discussed the 4 million VR funds and decided that to
advocate that the state put at least 1 million dollars into the state IL
program. The executive committee agreed that Jodi James could go ahead and ask
for money to be put into the IL program on behalf of the Executive Committee
and Council.

The Executive committee also wanted more diversity on the council members
encourage people to apply to be on the council.

It was also stated that all policies and procedures needed to be implemented
equally to all centers. This was going to be placed on the agenda for the next
meeting.

The Money Follows the person - Indiana has until Sept 5th to respond to this.
Ramona Harvey thought that maybe it would be good for the chair to call and
make a statement on behalf of ICOIL.  Everyone agreed.

Meeting adjourned at 11:15 am cst.