Midwest Regional Children’s Advocacy Center

Advisory Board Meeting Minutes

May 5, 2009

Present: Jan Lutz, Billie Larkin, Amy Boydston, Libby Nicholson, Monica Maurer, Erin Baker-Dagget, Jeanie Colella, Jeanne Meyer, Jane Braun, Kim Martinez, Anne Cherek

Next Call: July 7, 2009 11 am CST

No June call due to Leadership

Agenda:

30- day limit for receipts: Jane reminded everyone that in order to be reimbursed in a timely manner for training, detailed receipts must be submitted NO LATER than 30 days post event. If you submit later than 30 days after the event has occurred, you will not be reimbursed. For hotel reimbursement you MUST be sure that the hotel rate is at the federal per diem rate. You can check rates pre-event at www.gsa.gov or double check with the hotel when you check-in. If you stay at a hotel with a rate above the per diem, you will only be reimbursed UP TO the per diem rate.

NCAtrak training: Billing for SAIC trainers has been mediated through NCA. Prior to two months ago, SAIC was not turning in any receipts for billing. Instead they charged a flat fee, which in turn NCA billed states for. This kind of billing is inadequate for MRCAC to reimburse when chapter funds are used. We require receipts for any training. You may choose SAIC to train your state on NCAtrak, however you must require SAIC to provide all receipts for the amounts quoted on their invoice. SAIC now bills chapters directly. SAIC bills at approx. $110 per hour, per person. The federal guideline is $450 per day, making SAIC a costly service that is beyond what the federal government allows.

Leadership May 31-June 3: Anne asked everyone to let her know if they will be attending Leadership. If people are interested in getting together for dinner after the chapter reception (chapter coordinators only) Tuesday, June 2 around 7:30, they are to let Anne know so she can make dinner reservations by May 15th. Anne also asked how many attendees were coming from each state to ensure enough meeting space when the regions meet on the morning of June 3^rd. Everyone is to let Anne know the number of state attendees as well by May 15^th.

NCA n.e.t. reimbursement: Kim reminded everyone that she sent out the partial funding applications via email and the NCA list serve. Applications are due June 1.

Calls from Kim: Kim will be making calls to every CAC beginning in June to see what training and technical assistance may be needed.

Survey for medical exam reimbursement: Kim sent out a survey to Chapters to send to CACs regarding medical exam reimbursement. The deadline to complete this survey is Friday May 8^th.

State Updates:

Wisconsin: Jeanne requested feedback from the chapters on how their chapters are structured. She will be sending out an email.