FIELD NOTES
DECEMBER 2018
ISSUE 50
Your December Field Notes has an important state plan updates from AIDD, resources in Spanish, an inspiring Highlight from the DC Council and more...

Questions/comments or to submit content for consideration, contact
Angela Castillo-Epps   or call 202-506-5813, ext. 100.
COMPLIANCE CORNER
State Plan Updates
 
The ACL Reporting System is open for the following four reports:
FY 19 State Plan  Updates  – Originally due January 1, 2019. Given the lateness of this notification, State Plan  updates  will now be due on 1/31/19.

FY 19 Work Plan  Updates  – Originally due January 1, 2019. Any FY 19 Work Plan  updates  Councils may have are now due on 1/31/19.

FY 20 Work Plan  Updates  – Originally due January 1, 2019. Any FY 20 Work Plans  updates  Councils may have are now due on 1/31/19.

FY 21 Work Plan  – Originally due January 1, 2019. FY 21 Work Plans will now be due on 1/31/19.
 
Note: You are welcome to submit sooner than the deadline if preferred. For technical support, you can email:  aclreportinghelpdesk@icf.com  and copy your AIDD Program Specialist.

AIDD Program Specialist Information has changed!
Sara Newell-Perez - Regions 2, 3, 4, 7, 8
Teresa Nyguyen - Regions 1, 5, 6, 9, 10

If you need to know the name and contact information for your Council Program Specialist - please click here .

Program Performance Report FAQ
When reporting the Council Financial Information, what fiscal years are to be reported?  The reporting periods should include the fiscal year being reported and the two previous fiscal years. For example, if working on the FY 2017 PPR, the fiscal years will be FY 2017, FY 2016, and FY 2015. If working on the FY 2018 PPR, the fiscal years would be FY 2018, FY 2017, and FY 2016.

Did you know?  
There is an updated “2018 PPR Guidance for Completing the Report” available.

State Plan Update FAQ
I am not making any updates to my State plan; do I still have to submit an update?  Yes. Each Council should review Council member information, Council staff member information, and designated State agency information to ensure the most up-to-date information is reflected. In addition, the Projected Council Budget for the fiscal year being updated must be submitted.

Did you know?  
There is an updated “State Plan Amendment/Update Guidance” document available.

Federal Financial Forms
SF-425 forms are due by December 30, 2018
Each year, 3 separate reports are to be submitted. This means the reports that are due 12/30 of this year are annual reports for the FY 16, FY 17, and FY 18 grant awards. Match documentation for each grant award year should also be submitted with the required form. The match documentation format is left to the discretion of the Council. Many Councils provide an Excel spreadsheet or a Word document table.
If you have a grant award year that has been spent, remember to indicate “Final” on the grant award report. Please remember, for a grant award to be closed, the information on the SF-425 must match (exactly) what was reported in the Payment Management System. Please review the Council’s official Notice of Award for specific information on how and where to submit the forms.

Annual Report/Executive Summary
The DD Act requires Councils to “widely disseminate the annual report to affected constituencies and the general public” and “assure that the report is available in accessible formats” (Section 125 (c)(7)(I)). Many Councils develop an executive summary of their work during the year and share in a variety of formats with the public on websites, list-serves, and through print. For tips on developing Annual Reports,

Council membership information – Current or former institutionalized individual or their relative/guardian.
The DD Act indicates at least one member shall be an immediate relative or guardian of an individual with a developmental disability who resides or previously resided in an institution or an individual with a developmental disability who resides or previously resided in an institute. 
 
A frequently asked question is “what is the definition of an institution?”.
 TA Staff checked in with the Administration on Community Living for guidance on the definition of “institution”. There are Social Security Statutes and Center for Medicaid Services information about the definition of an institution. Because Medicaid is a state-run program, every state will have different rules for ICF/IDs; ICF/DDs and Council staff and Governor Appointment Office personnel need to be aware of state requirements in addition to the federal requirements. Using the Social Security Administration definition of ICF/IDs ICF/DDs, which are a minimum of four beds, that are not related to the owner, it meets the requirement for the DD Council position that at least one member of the DD Council (or their family member representative) be a current or former institutionalized individual.

 ICFs do technically count as institutions under the Social Security Act and 100 % of the beds of the ICF do not have to be occupied to retain ICF status.
For further questions, please reach out to Sara Newell-Perez ( Sara.Newell-Perez@acl.hhs.gov ), Teresa Nguyen ( Teresa.Nguyen@acl.hhs.gov ) or Andrew Morris ( Andrew.Morris@acl.hhs.gov ).
 
TA staff will be updating the TA Resource “DD Council Membership Requirements” in the coming weeks, however, if you would like the background information on this topic immediately, please email Sheryl Matney smatney@nacdd.org

Wanted! Promising or Best Practices for documenting internal staff activities related to implementation of the Council 5-Year State plan. Please send directly to smatney@nacdd.org .
ITACChelp.org WEBSITE UPDATES
update
Council Staff & Members Pages
Roles and Responsibilities of DD Council Staff and Members

Council Members Page
DD Council Member Guide – This guide was created by ITACC to assist members in understanding their role

Training and Education ~ Spanish
Mini-Orientation for new Council Members

About Us page
For Program Specialist Assignments by Region,   click here .
DIVERSITY, INCLUSION AND CULTURAL AND LINGUISTIC COMPETENCE (DICLC)
AUCD Diversity and Inclusion Toolkit Website Relaunch
NACDD/ITACC is excited announce the relaunch of AUCD's Diversity and Inclusion Toolkit website. It has a new streamlined platform that is easier to navigate AND new resources. Click on the button below to check it out!
What does the DD Act Say?
The plan shall provide an assurance that no member of such Council will cast a vote on any matter that would provide direct financial benefit to the member or otherwise give the appearance of conflict of interest. Section 124 (c)(5)(D)

The citation above is part of the assurances section of the DD Act that States provide with their 5-Year State Plan. The implementation of the assurance on conflict of interest will vary from state to state. There is no mandate on the process of this assurance, i.e ethics forms or policies, just that it will be provided.

The ITACC resource linked below provides background from the DD Act and examples of what constitutes a conflict of interest or the appearance of one. Assurances are also discussed in this resource.
Save-the-Date 2019 DDAM Webinar
nacdd logo big
Thursday, January 23 at
3:00 PM Eastern Time
NACDD will hold an informational webinar about DD Awareness Month 2019. Topics will include the 2019 campaign, social media tips and information and more. Stay tuned, more information will be sent out soon. If you have any questions, please email Deanna Hartzman at dhartzman@nacdd.org or call 202-506-5813
COUNCIL HIGHLIGHT ~ Washington DC
Inter-agency Collaboration | Community Engagement
Capacity Building

Since 2013, the DC Developmental Disabilities Council has participated in the Supporting Families Community of Practice, alongside many community and government partners.

From the beginning, we worked to lift up and prioritize the voices of families and to respond to what they said they needed from their service system and from their community. We heard a need for more formalized peer supports for parents, self-advocates, and other family members. The DD Council heard this loud and clear and in July, finalized a contract with the Quality Trust for Individuals with Disabilities to launch Family Ties of DC, a chapter of the Parent to Parent network, and an organization that can serve the ever growing DC community.

Rhonda White is leading the project and has years of experience in the community as a LifeCourse Ambassador, Person Centered Thinking trainer, and a mom of a child with a disability. She is working closely with DDC staff to recruit parents, build training curriculum, and develop the necessary partnerships to make this a success. We couldn't be more excited!
To reach NACDD/ITACC staff, please feel free to contact:

Sheryl Matney Director of Technical Assistance
202-506-5813 ext. 148, smatney@nacdd.org

Angela Castillo-Epps Technical Assistance Specialist 
202-506-5813 ext. 100, acastillo-epps@nacdd.org