Intergovernmental Advisory Committee

Section 1. Purpose

An intergovernmental advisory committee (hereinafter “IAC” or “Committee”) is established for counties and Tribal Nations to provide advice and recommendations to the Department of Children, Youth, and Families (DCYF) Commissioner on planning, design, administration, funding, and evaluation in regard to services to children, youth, and families.

Establishing a DCYF IAC recognizes:​

• There are 11 separate and sovereign Tribal Nations that share a geography with Minnesota. (The IAC does not substitute for the Tribal consultation process required under Minnesota Statutes, section 10.65.)
• Minnesota Statutes establish 87 counties in Minnesota[1] and require counties to administer and fund in part a broad array of public welfare, healthcare, and related programs for children, youth, and families.
• The majority of DCYF programs are State-supervised and county- and Tribal-administered.
• Counties invest significant resources in providing services to Minnesota families, and in some key DCYF programs counties pay a greater share of costs than the State.
• Many Tribal Nations administer human services programs (either in a direct relationship with the federal government or through the State).
• Counties and Tribes employ the majority of the child and family services staff who administer human services programs.
• The State, Tribal Nations, and counties share interests in administering programs in a manner that is effective, efficient, and gets the best outcomes possible for people served with public investments.

Therefore, in order for the effect on people we serve to be fully considered, State planning, design, administration, funding, and evaluation of services to children, youth, and families should be well-informed by:

• Impacts on county and Tribal governments;
• Learnings and experiences of county and Tribal governments in delivering services; and
• Data, best-practices, and emerging trends.

Section 2. Establishing statute

Minnesota Statutes, section 142A.045 CHILDREN, YOUTH, AND FAMILIES INTERGOVERNMENTAL ADVISORY COMMITTEE.

(a) An intergovernmental advisory committee is established to provide advice, consultation, and recommendations to the commissioner on the planning, design, administration, funding, and evaluation of services to children, youth, and families. Each of Minnesota's federally recognized Tribal Nations may, but is not required to, participate in the advisory committee required under this section. Notwithstanding section 15.059, the commissioner, each participating Tribal Nation, the Association of Minnesota Counties, and the Minnesota Association of County Social Services Administrators must codevelop and execute a process to administer the committee that ensures each participating Tribal Nation and each county are represented. The committee must meet at least quarterly and special meetings may be called by the committee chair or a majority of the members. A Tribal Nation may elect to participate at any time.

(b) Subject to section 15.059, the commissioner may reimburse committee members or their alternates for allowable expenses while engaged in their official duties as committee members.

(c) Notwithstanding section 15.059, the intergovernmental advisory committee does not expire.

(d) In addition to the requirements under this section, the commissioner must implement a Tribal consultation process under section 10.65 to ensure recognition of the unique legal relationship between the State of Minnesota and Minnesota Tribal governments.

Section 3. Definitions

Committee means intergovernmental advisory committee established in accord with Minnesota Statutes, section 142A.05, except where it references “other committees”.

Participating entity(ies) means DCYF, Association of Minnesota Counties (AMC), Minnesota Association of County Social Services Advisors (MACSSA), and each Tribal Nation that has affirmed its interest in participating by signing onto this Charter in accord with Section 14. Charter adoption and IAC establishment.

Section 4. Objectives

Overarching objective. The overarching objective is to maximize the value of public investments in the administration of DCYF services—in the form of positive outcomes for people and communities served—through effective partnerships among DCYF, Tribal Nations, and counties.

Further objectives. Further objectives include:

• State planning, design, administration, funding, and evaluation of services to children, youth, and families that is well-informed by impacts on county and Tribal governments; learnings and experiences of county and Tribal governments in delivering services; and data, best-practices, and emerging trends.
• Relationships and effective partnerships fostered among State, Tribal, and county human services leaders by doing meaningful work together and establishing credibility and trust among members.
• Alignment, where possible, on strategic priorities.
• Shared understanding of roles within human services systems.
• Removal of barriers to service delivery that impact populations differently.
• Timely provision of updates and information-sharing.
• Establishment, strengthening and maintenance of key connections among program and operations areas (leaders and staff, policies, procedures, technology supports, etc.) across DCYF and other State human services agencies.
• Ongoing review of programs; processes; related data, best-practices, and emerging trends; and continuous feedback for system improvement.
• Discussion of topics in a manner that fosters learning and incorporates varied perspectives, promotes collaborative problem solving, and supports engagement on difficult issues where consensus may not be present.
• Provision of advice with some assessment of level of support for the recommendations that advance, including provision of dissenting perspectives.
• Establishment and utilization of a process for members to raise topics for consideration by the IAC, including a process for working with the Coordinator and Chairs to add items to meeting agendas.
• Adoption and maintenance of bylaws that inform the standard operating procedures of the Committee.
• Advisory communications and recommendations to the Commissioner of Children, Youth, and Families as needed.
• Annual report summarizing the work of the Committee to the Commissioner of Children, Youth, and Families.

Section 5. Methods

The objectives will be achieved through the following methods:

Section 6. Deliverables

The Committee will deliver the following:

Section 7. Structure and scope of responsibilities

Committee. Members designated in accordance with Section 8 Members will comprise the IAC. The Committee is responsible for applying Section 5 Methods to produce Section 6 Deliverables.

The IAC is advisory in nature, and the Commissioner of Children, Youth, and Families retains decision-making authority.

The IAC does not supersede the work of other statutorily derived advisory bodies, workgroups, task forces, or the like.

Commissioner.  The Commissioner of Children, Youth, and Families will respond to recommendations of the Committee.

Tribal consultation. The IAC does not substitute for the Tribal consultation process required under Minnesota Statutes, section 10.65.

Subcommittees. The Committee may establish standing or ad hoc subcommittees to work on and provide a specialized focus on topics of importance to the Committee.

The Committee is encouraged to engage with other committees, workgroups, task forces, or the like to jointly assess whether there is efficiency or other value in becoming a subcommittee of the IAC or otherwise reporting advice and recommendations to and potentially through the IAC.

With approval by the Commissioner of Children, Youth, and Families, the Committee may include as a subcommittee any other DCYF-created advisory committee, workgroup, task force, or the like that is composed of DCYF, county and/or Tribal representatives that could operate within the structure of this Committee.

Section 8. Members

Voting Committee members. Each participating entity will designate its representative Committee members by identifying them to the IAC Coordinator, as follows:

• DCYF is represented by 4 to 6 members to be designated by the Commissioner of Children, Youth, and Families.
• Each participating Tribal Nation is represented by 1 member to be designated by the participating Tribal Nation. Each Tribal Nation that has affirmed its interest in participating by signing onto this Charter is a participating Tribal Nation.
• Minnesota’s counties are represented by:
  • 2 to 5 members to be designated by AMC; and
  • 11 members to be designated by MACSSA.

Non-voting Committee member. At the discretion of the Executive Director of the Governor's Children's Cabinet, the Executive Director or their designee will participate as a non-voting Committee member.

Limited alternates. In recognition of the value of Committee-member continuity, each participating entity may designate one alternate Committee member. An alternate Committee member may attend and participate in lieu of any of their participating entity’s designated Committee members who do not attend a Committee meeting. Alternate Committee members will be invited to attend and may listen in on all Committee meetings, but may not vote on matters unless they are participating on behalf of a designated Committee member who is absent.  

Membership terms. Voting Committee members will serve a term of three years, or commensurate with their term as an elected official if their designation is associated with their role as an elected official, whichever is shorter. A participating entity may renew its designation of a Committee member for subsequent term(s). 

The Committee will establish in the bylaws a method for changing membership, including to address a member vacancy or lack of regular attendance by a member.

Designation considerations. To promote and support the Committee’s effectiveness and ability to meet its objectives, a participating entity will consider the following as it seeks to designate members:

• Representation of the entity’s breadth;
• Designees’ relevant experience and preparation for the role;
• Designees’ willingness to participate in alignment with Section 11.  Agreements and norms; and
• Committee-membership continuity.

Other non-voting participants. Other subject-matter experts may be invited by the chairs to participate as needed to address specific agenda topics but may not vote.

Subcommittee membership. The Committee will establish subcommittee membership requirements in its bylaws.

Section 9. Roles and responsibilities

Chairs. The Committee will be collaboratively administered by three chairs designated from the Committee’s membership:

• One designated by the Commissioner of Children, Youth, and Families;
• One jointly designated by Committee members from AMC and MACSSA; and
• One jointly designated by Committee members from the participating Tribal Nations.

The method of administration will be established in the Committee’s bylaws, including methods for decision-making among the chairs.

Chair terms.  Committee chairs will serve a term of three years, except that upon initial implementation of this charter, the chair designated by DCYF will serve an initial term of four years, the chair designated by Tribal Nations will serve an initial term of three years, and the chair designated by AMC and MACSSA will serve an initial term of two years. 

Participating entities may renew their designation of a Committee chair for subsequent term(s).   The Committee will establish in the bylaws a method for changing chairs, including to address a chair vacancy or lack of regular participation by a chair. 

Coordinator. DCYF will designate an employee or contractor to coordinate and support the activities of and development of deliverables of the Committee, including the preservation of records as required. The DCYF Coordinator will coordinate with staff support from the other participating entities.

Members participation. Committee members will participate in alignment with Section 11. Agreements and norms.

Section 10. Logistics and resources

Committee meetings. The Committee will meet at least quarterly and will aspire to convene more frequently. The chairs will establish the schedule of regular meetings at least annually. Special meetings may be called by a majority of the chairs or a majority of the members.

Meetings will be convened in person at least quarterly. Other meetings may be convened in person or by interactive technology, as determined by the chairs.

Agendas will be co-developed by the coordinator and chairs. Meetings will be facilitated by a chair or designee.

Work plan. Within the first year of meeting, Committee chairs will work with the coordinator to create a work plan that guides the development of meeting agendas and discussion topics. The workplan will be reviewed by members and revised on an iterative basis, but no less than one time per year.

Open meeting law. Committee and subcommittee meetings will comply with Minnesota Statutes, chapter 13D, known as Minnesota Open Meeting Law.

Quorum. Quorum requires that at least 50 percent of the voting Committee members plus one voting Committee member are present.

Voting. A simple majority vote will be required to address the following Committee administrative matters:

• Adoption or amendment of bylaws;
• Call of special meeting; and
• Establishment of a subcommittee.

Vote. Each Committee member present will have one vote for matters subject to voting.

Consensus building. Committee members will work toward consensus where viable, using agreement scales or other mechanism to articulate level of support for advice and recommendations to the Commissioner of Children, Youth, and Families.

Different perspectives. In the interest of the Committee’s objective for DCYF decision-making to be well-informed, advice and recommendations may include dissenting perspectives.

Shared electronic collaboration space. DCYF will host an electronic software application for administration of the Committee, including interactive technology communication, storing shared information, and co-development of materials. DCYF will provide the Committee with guidelines for appropriate use of the software application, noting that all data created by the Committee is subject to government data practices requirements, including Minnesota Statutes, chapter 13.

Preservation of official records. The Committee’s official records will be preserved as required by Minnesota Statutes, section 15.17 and in accordance with DCYF’s policy and methods.

Compensation. Subject to Minnesota Statutes, section15.059, the Commissioner of Children, Youth, and Families may reimburse Committee members for allowable expenses while engaged in their official duties as Committee members.

Section 11. Agreements and norms

The group will meet its purpose most effectively with:

• Active engagement by group members;
• Effective, respectful communication among group members;
• Effective, timely communication of key information from this group’s meetings by State-agency members to appropriate State-agency leaders, by Tribal-Nation members to appropriate Tribal elected leaders and program leaders, and by county members to appropriate AMC and MACSSA members; and
• Staying focused on achieving the objectives in Section 4. Objectives.

Section 12. Terms

Effective date of Charter. The Charter is effective upon adoption by DCYF and one or more of the parties identified in Minnesota Statutes, section 142A.045. This initial Charter will be reviewed and renewed within three years of its effective date, or earlier, if requested by two-thirds of the Committee members.

Section 13. Tribal Nation participation

Each of the eleven Tribal Nations that share geography with Minnesota may choose to participate or withdraw from participation in this Committee at any time. Tribal Nation participation will be established by the Tribal Nation’s elected leader or their designee signing this Charter in accordance with Section 14 Charter adoption and IAC establishment. 

A participating Tribal Nation may withdraw by the Tribal Nation’s elected leader or their designee providing written notice to the Commissioner of Children, Youth, and Families. Such notice shall be appended to this charter.