Rockford Sun

City of Rockford Community Action Agency Board met Dec. 3.

Here are the minutes provided by the board:

I. CALL TO ORDER 

A. Roll Call 

Attendee Name	Organization	Title	Status	Arrived
Karen Hoffman	City of Rockford	Alderman	Present
Gina Delrose	City of Rockford		Present
Dorothy Redd	City of Rockford		Present
Jeremiah Griffin	City of Rockford		Present
Laura Snyder	City of Rockford		Absent
Tiana McCall	City of Rockford		Late	12:40 PM
Mary Yoho	City of Rockford		Present
Markayla Herbert	City of Rockford		Absent
Jeffrey Bailey	City of Rockford	Alderman	Absent
Mary Cacioppi	City of Rockford		Present
Ken Oliver	City of Rockford		Present

II. ACTION ON MINUTES 

a. October 1, 2024 Minutes Approval.

i. Motioned by Karen Hoffman, Second by Jeremiah Griffin

ii. All Approved, Motion Carries.

1. Approval of Minutes from October 1, 2024

a. October 1, 2024 Minutes Approval.

i. Motioned by Karen Hoffman, Second by Jeremiah Griffin

ii. All Approved, Motion Carries.

RESULT: APPROVED [UNANIMOUS]  MOVER: Karen Hoffman, Alderman SECONDER: Jeremiah Griffin AYES: Hoffman, Delrose, Redd, Griffin, McCall, Yoho, Cacioppi, Oliver ABSENT: Laura Snyder, Markayla Herbert, Jeffrey Bailey

III. PROGRAMMATIC REPORT COMMUNITY SERVICES 

1. CSBG Programmatic Reports

a. CSBG: 

i. On November 22, 2024, we received authorization from the IACAA to begin using PY25 Employment Barrier Reduction Pilot Program (EBRP) funds. We have been allocated $175,000 for direct client assistance. This program is open to any able-bodied individuals currently receiving state benefits such as SNAP, TANF, or Medical, who are maintaining or securing employment. The program will end on June 30, 2025.

ii. Our CSBG programs will end on December 31, 2024, and renew on January 1st. Funds for the eligibility determination program, which includes transportation assistance, are currently exhausted. We plan to use EBRP until funding is renewed next year.

iii. The “Getting Ahead” workshop starts on December 3, 2024, with weekly sessions ending February 11, 2025. It provides an

interactive experience for individuals dealing with life stressors, helping them envision and build their desired futures. We have eight (8) participants who have committed and are excited to learn! (Flyer Attached)

b. Homelessness: 

i. Winnebago County Community Mental Health Board (IMPACT) program—Have found 8 transitional housing units. We signed the lease on 11/1/24 and are in the process of staging the units to get them ready for move in which we hope will begin week of 12/2/2024.

ii. Landlord Engagement: We have been waiting for City/HR to move forward with the job description, which is now in progress. Current contract is good through the end of the year. LL Engagement specialist is continuing to look for units and is scheduled to speak at the Rockford Apartment Association in January.

iii. Community Solutions: Several work groups have been implemented but we are still getting new members on board. Six people (4 from HHS, 2 partnering agencies) attended the BFZ Learning Sessions in Minneapolis 11/13-11/15/24.

iv. HUD CoC grants was completed and submitted October 30th. v. Currently in process of ranking ESG applications to get the sub applications completed.

vi. Street outreach--We are continuing to need two cars, as reported numbers have increased. We have actually implemented a new Pilot Program—Operation Cozy—to try to target unsheltered people to get them housed more quickly prior to winter coming. This just started last week but puts staff on the streets 2 nights instead of 1, trying to ensure that intakes are done and people are working on a path to housing, if that is possible for them.

vii. Overnight Café will open on 1/6/2024. Volunteers from CoC agencies will be helping “staff” the shelter, at least at the start of the evening when people are checking in. CAA homeless staff will be doing Tuesday nights at the church. Church capacity will likely be lower this year, which is why we are trying to get some unsheltered people off the streets and in housing, so they are not in jeopardy of remaining outside this winter.

viii. Medical Respite Grant—Notified that we have been funded for $100,000 to implement a Medical Respite Program. This will be a partnership between our agency, RFD, and UW health (want to add other health systems in the future). This program would provide 4 beds for people who are homeless and in need of a place to recover from a hospital stay.

c. LIHEAP: 

i. We have taken 4854 LIHEAP applications to date. 3882 of those applications have been approved for a benefit. This is a 79% approval rate. The un-approved applications are not necessarily denied – they are pending approvals.

ii. ComEd has scheduled weekly check-in calls with all LIHEAP Coordinators to discuss progress (or lack thereof) in resolving all the issues with LIHEAP and PIPP. There has been some progress, but this has been a huge amount of extra work for us.

iii. LIHEAP outages have also been a problem for getting applications completed. We had an outage all day Friday, Nov 22, and it continued through the morning of Monday, Nov 25. Staff reverted to paper applications, which then have to be entered when they gain access to the LIHEAP.net system.

iv. We will be adding a half time temp to our Team of 4 temps. This will help with phone and front desk coverage for LIHEAP. v. PIPP: We have not yet received direction from DCEO about what benefit changes will be happening with the over 300 Recertified participants that happened before LIDR (Low Income Discount Rates) went into effect. The target date for providing this was 10/21/24, but there are still issues. This change, combined with the COMED issues that are yet unresolved, has made for much confusion for the customers.

vi. COMED bills are wrong, and their Customer Service Staff have been pushing all inquiries back to us, but we are unable to see the bill – much less explain COMED’s errors. As a result of our weekly calls, COMED is drafting a letter to PIPP clients. As of yet, we have not seen the contents of the letter. COMED is going to work with their Customer Service Staff to give better information to the customers.

vii. FURNACE: We have had 66 inquiries about Furnace assistance. 45 resulted in applications, with 31 Vouchers issued. 21 were Denied applications (over-income primarily). 14 open applications are awaiting documents to be approved. We have 4 approved Furnace Contractors (Allen, Bomar, Cummings, and Total). d. Weatherization 

i. PY25 Production has begun with OCA’s new software IWX going live in October.

ii. We continue to enter new assessments onto the IWX system, but field app is still not functional on our devices. OCA and ICRT are trouble shooting.

iii. We have 3 jobs out, but unable to invoice due to system errors with change orders.

iv. RFQ responses were much better than last year. We have 4 approved contractors that will be working in the Weatherization Program.

v. We have obtained documentation for 22 client applications for the

IGA with RHA to Weatherize HUD scattered sites.

vi. Biweekly calls have been ongoing with OCA.

IV. PROGRAMMATIC REPORT HEAD START 

1. Head Start Programmatic Report

a. We still have several positions available:

i. 5-Family Support Specialists - 49 weeks

ii. 1-Family Support Specialist - 37 weeks

iii. 1-Bilingual Family Support Specialist-37 weeks

iv. 3-PACE Teachers

v. 5-Head Start Teacher

vi. 2–Early Head Start Home Visitor Teacher- Posted

vii. 1–Head Start Site Coordinator Formerly Community Partner Coordinator1–

viii. 1-Maintanince Technician

ix. 1-Coach-Offer made

x. 2- Health Services Assistant formerly Program Support Assistant Had to be reposted

xi. 1- Professional Development Coordinator (finishing the job description)

b. Currently we have posted -Health Services Assistant, 1 Head Start Site Coordinator, Home Visitor Teacher

c. As of end of October 2024, we are at 50% of enrollment, 359 of 714 slots are filled in both Head Start and Early Head Start.

i. No longer providing HS services at Beyer (total of 250 slots)

ii. HS services on Pause at YMCA (40 slots)- Will reevaluate in January 2025

d. Corrective Action Plan (CAP) due to regional office September 30- Submitted as of September 30, 2024

e. Working on Continuation Grant- Due January 1, 2025

f. Working on Change in Scope Application Due January 1, 2025

V. PROGRAMMATIC REPORT FISCAL 

1. Fiscal Report for December 3, 2024

a. Monitoring/Auditing 

i. DCEO monitoring was completed May 22nd. The response was submitted October 23, 2024.

ii. The City contracted with WizeHive, a grant management software company. The software is capable of tracking the application process and grant financials. An implementation team has been established and is working with the implementation specialist on setup and staff training. A go-live date is pending, but the software is anticipated to be rolled out next year.

iii. The Finance Department is currently going through the RFP process for auditor selection. The auditors selected will conduct the City-wide audit and the Single Audit.

VI. EXECUTIVE DIRECTORS REPORT 

a. We had a departmental meeting within Health and Human Services. Staff had some concerns regarding potential changes that may occur in 2025.

b. It’s uncertain what changes may occur but as a department; we are ready to adapt to any situation in order to meet our community’s needs.

VII. BOARD MEMBER REPORTS 

a. Karen Hoffman:

i. The mayor has created a committee to see where Health & Human Services can get more help. One hope is to someday have more options how to apply for assistance.

b. Gina DelRose:

i. For events Community Action is holding in Boone County, I can help post fliers and information.

ii. Also, Friday (12/6/24) is Hometown Christmas in Belvidere IL. There is a light up parade, hot chocolate and cookies, a skating rink, wagon rides, and Santa. The Community Building will have a Christmas Tree display.

You can also buy gifts for families in need for the holidays.

VIII. GUEST REPORT/ PRESENTATIONS 

No Guest Reports or Presentations at this time.

IX. APPOINTMENTS AND RESIGNATIONS 

No Appointments or Resignations at this time.

X. NEW BUSINESS 

a. Tentative 2025 Committee Meeting Schedule (Discussion Only)

i. A poll was sent to members of the board asking for what the preferred day of the month is for future meetings. The preferred day indicated was the

third Tuesday of every month. This is a tentative schedule, a vote for approval will take place in the next meeting on 1/21/2025.

XI. ADJOURNMENT 

The meeting was closed at 1:30 PM

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