Meeting will begin at 5:00 pm for Head Start Eligibility Training ...

The

Meeting to Begin at 5:00 for Eligibility Training

Meeting will begin at 5:00 pm for Head Start Eligibility Training

Community Action changes people’s lives, embodies the spirit of hope,

improves communities, and makes America a better place to live.

We care about the entire community, and we are dedicated to helping people

help themselves and each other

Regular Meeting of the

Board of Directors

August 20, 2015 5:00 p.m.

1030 Southwood Drive San Luis Obispo, California

Classrooms 1 & 2

COMMUNITY ACTION PARTNERSHIP VISION STATEMENT

All people should have an equal chance in life to achieve economic self-sufficiency and self-determination for themselves and their families. As a result of increased self-sufficiency, the community and its citizens will reap the benefits of a more productive, responsible and economically viable society.

COMMUNITY ACTION PARTNERSHIP MISSION STATEMENT

In a commitment to eliminate the causes of poverty, the Community Action Partnership of San Luis Obispo County, Inc. a California nonprofit corporation, aims to empower individuals and families to achieve economic self-sufficiency and self-determination through a comprehensive array of community based programs and actions.

Community Action Partnership of

San Luis Obispo County, Inc.

Board of Directors Meeting Members of the Board Fran Coughlin, President Santos Arrona, Vice President Rob Garcia, Secy./Treas. Debbie Arnold Mical Bovee Cheryl Caruso Chuck Cesena Carlyn Christianson Gary Jordan Dee Lacey Sandee Menge Barbara Nicolls Jim Reed Margie Perez-Sesser Carlos Sosa Pages AGENDA 1-7 8-10 11 12 13-14 15-16 17-18 19 20 21-22 23

1. Call to Order 2. Roll Call 3. Public Comment 4. Introductions/ Presentation

A. Training on Head Start Eligibility (Federal Requirement) – Ana Mathis 5. Liaison Reports

A. Migrant and Seasonal Head Start B. Head Start/Early Head Start C. Friends of Prado D. Program/Liaison Updates (if needed)

6. Consent Agenda A. Approval of Minutes of Regular Board Meeting of June 18, 2015 - Action B. Approval of Minutes of Finance Committee Meeting of June 17, 2015 – Action C. Approval of Planning Committee Minutes of June 18, 2015 - Action D. Approval to Submit an Application for up to $50,000 to Blue Shield of California Foundation’s 2015

Community Clinic Core Support Initiative funding for Health Services clinic - Action E. Approval to Submit Application in the amount of $10,000 to the Area Agency on Aging for IIIE funding for

the Family Caregiver Support Program Services, Home Adaptations for Caregiving. There are two categories of funding: $5,000 for Grandparent Caregiving for the Child and $5,000 for Caregiving for Elderly – Action/Resolution

F. Approval to Submit Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for the licensing of the Georgia Brown Early Head Start Center in San Luis Obispo County – Action/Resolution

G. Approve Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for the licensing of the Hillside Head Start Center in San Diego County – Action/Resolution

H. Approval of Agreement with Delegation Agency Community Action Partnership of Madera County for Migrant and Seasonal Head Start Programs in Fresno County in the amount of $4,322,332 – Action

I. Approval to Submit Application to the San Luis Obispo County Community Foundation in the amount of $10,000 to fund Liberty Tattoo Removal clients’ needs to overcome barriers to self-sufficiency – Action

J. Approval to Submit a Renewal contract for 2015-16 in the amount of $30,982 with the California Department of Community Services and Development (CSD) Department of Energy Weatherization Assistance Program (DOE WAP) Contract to support staff salaries, materials, and program administration – Action/Resolution

K. Approval to submit an Application to the California Department of Education (CDE), Nutrition Services Division for continued funding of the Child, Youth, and Family Services Food Program for fiscal year 2014/2015 not to exceed $1,425,000 - Action

REGULAR MEETING

Thursday August 20, 2015

5:00 p.m. for Training 6:00 p.m. Dinner

Community Action Partnership

Classrooms 1 & 2 1030 Southwood Dr.

San Luis Obispo

Consultants to the Board Lisa Sperow, Legal Consultant

24 25 26 27-28 29-30 31 32 33-37 38-40

7. Chief Executive Officer’s Report A. Approval of a request to carryover funds in the amount of $253,000 from 2015 grant year to the 2016 grant

year for the Migrant and Seasonal Head Start Grant #90CM0151/24 for the completion of the Santa Lucia Center located in Greenfield, California – Action

B. Approval of a waiver reduction request in the non-federal share requirement for the Migrant and Seasonal Head Start Grant #90CM0151/24 for the contract year of September 1, 2014 to August 31, 2015 - Action

C. Approval of Partnership Agreement between Community Action Partnership of SLO County, Inc. (CAPSLO) State Migrant Program and Stanislaus County Office of Education, Central California Migrant Head Start Program (CCMHS) to provide enhanced services to preschool children and families enrolled in the State-Based Migrant Program for fiscal year 2015-2016 - Action

D. Approval of Head Start and Early Head Start 2014-2015 Self-Assessment, San Luis Obispo County – Action E. Approval of Head Start 2014-2015 Self-Assessment, San Diego County – Action F. Approval to submit to the National Community Action Partnership for the 2016 Award for Excellence self-

study and application – Action G. Acceptance of 2015 CAPSLO Project Management Policy - Action

8. Committee Reports A. Finance Committee B. 403 B Committee - Action C. Planning Committee

1. Strategic Plan Update 9. President’s Report

A. Update B. Board Discussion

10. Closed Session A. Personnel (Gov. Code § 54957)

11. Adjournment

Community Action Partnership of

San Luis Obispo County, Inc.

Board of Directors Meeting Minutes June 18, 2015

Members of the Board Santos Arrona, Vice President Rob Garcia, Secy./Treas. Mical Bovee Cheryl Caruso Gary Jordan Dee Lacey Barbara Nicolls Margie Perez-Sesser Carlos Sosa Absent Fran Coughlin, President Debbie Arnold Chuck Cesena Carlyn Christianson Sandee Menge Jim Reed 1.Call to Order

The meeting was called to order at 5:45 pm by Vice President Santos Arrona.

2.Roll Call A quorum was present.

3.Public Comment None

4. Introductions/ Presentation – School Readiness Outcomes – Cheryl Turner and Lee Ann Howard Cheryl and Lee Ann handed the 2014 MSHS Program Year End Assessment Outcomes and reported on the outcomes for school readiness and school readiness goals. They use the Desired Results Developmental Progress (DRDP) to assess the children. Staff does an assessment three times a year. The teachers and center supervisors look at the data for their class and report on their strengths and where there are areas that need to be worked on. This information is shared with the parents at the parent meeting at the center. This is done on a county level as well.

The results shared tonight are the results from the last program year and it is a compilation of all CAPSLO’s Migrant and Seasonal Head Start Programs.

The areas showing the most gain in the FCC are Social/Emotional and Motor and Perceptual Development The areas showing least gain in the FCC are Cognitive and Language and Literacy. Areas showing most gain in the 0-3 Center Base option are Social/Emotional and Language and Literacy. Areas of least gain in 0-3 Center Base are Cognitive and Motor and Perception Development.

Consultants to the Board Lisa Sperow, Legal Consultant-Absent

Staff Jim Famalette Joan Limov Grace McIntosh Caron McNearney Ellen Pezo Jarrod Plevel Sally Rogow Melinda Sokolowski Bryn Smith Marci Sperlo Biz Steinberg Debra Welch Andrew White Guests Jen Caffee Abby Lassen Mary Matakovich

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Areas of most gain for Preschool was Physical Development and Self and Social Development. Areas of least gain were English Language Development and Math Development. More training and support in these areas are planned for and being addressed in the current 2015 program ear.

5. Liaison Reports

A. Migrant and Seasonal Head Start • Carlos reported on the enrollment (See attached). • Monitoring has started in San Luis Obispo. • There will be training for the Policy Council on June 27 and 28. Board members are encouraged to

attend. • Biz, Fran, Carlos, Bill and the Vice President of the Policy Council attended the Public Policy Forum in

DC.

B. Head Start/Early Head Start • There was no Policy Council meeting this month (Update attached). • Staff is continues to look into the policy regarding infants sleeping with blankets.

C. Friends of Prado • Mary Matakovich, Vice President of the Friends of Prado Board reported Friends are discussing raising

funds for both Maxine and Prado. • They are working with staff on a common message to share with the community in terms of what they

are trying to accomplish which is to raise funds for the operations of Homeless Services.

D. Program/Liaison Updates (If Needed) None

6. Consent Agenda A. Approval of Minutes of Regular Board Meeting of May 21, 2015 – Action B. Approval of Minutes of Planning Committee Meeting of May 21, 2015 – Action C. Approval of Executive Committee Meeting Minutes of June 4, 2015 – Action D. Approval of Human Resource Committee of May 14, 2015 – Action E. Approval of 403B Meeting Minutes of 5-28-15 - Action F. Approval of a revision for $231,718 to the Migrant Seasonal Head Start (MSHS) Grant

90CM0151/24 for the contract year ended August 31, 2015 to accommodate the move of our Gabilan MSHS Center in Soledad to a new location in Greenfield, California – Action/Ratification

G. Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for a change in licensing of the Las Mariposas Early Head Start center in Kern County – Action-Resolution

H. Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for a change in licensing of the Ruben J. Blunt Early Head Start center in Kern County – Action-Resolution Santos reported there is an amendment to the agenda. Item E under the CEO report has been added.

On a motion by Rob Garcia seconded by Carlos Sosa the amendment of the agenda is approved.

On a motion by Dee Lacey seconded by Margie Perez Sesser the consent agenda is approved as presented. (MSC Lacey/Sesser) All in favor.

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7. Chief Executive Officer’s Report

A. Approval of the Migrant and Seasonal Head Start Program Policy Council By-law Changes - Action Ellen Pezo reported the By Laws are reviewed annually to insure compliance with the Federal Performance Standards of the Migrant and Seasonal Head Start program year 2014-15. The changes to the By Laws include the following:

• Composition of the Policy Council and the procedures by which policy group members are selected have been updated to include the procedures by which policy group members are selected from program options funded by the CAPSLO MSEHS – CC Partnership expansion grant.

• County Parent Committee Representatives to the MSHS Policy Council. Each county will elect 4 Parent Representatives. This is to insure representation from all the grants.

The By Laws regarding the Conflict of Interest remain the same as well as the Dispute Resolution and Impasse procedure.

On a motion by Margie Perez-Sesser seconded by Barbara Nicholls the above action is approved as presented. (MSC Sesser/Nicholls) All in favor.

B. Approval to submit an Application in collaboration with Encompass Community Services of Santa

Cruz to the Administration for Children and Families, Office of Family Assistance for the New Pathways to Fathers and Families funding opportunity in an amount up to $900,000. Encompass will be the lead agency; CAPSLO portion of the grant to be in an amount up to $450,000 – Action Melinda Sokolowski reported this is a nationwide grant and there will be 49 awards. Because we spent 9 years developing supporting father involvement curriculum we were tied in a research study, therefore we didn’t have a lot of flexibility. This allows us to take the evidenced based intervention and apply it back into our community again and reach populations we could reach before such as teens and incarcerated fathers. We were focused on South County in the last project and would like to go to North County. Santa Cruz is the lead because they were able to keep the groups running. There is a job skills development component after the father goes through the group.

On a motion by Rob Garcia seconded by Carlos Sosa the above action is approved as presented. (MSC Garcia/Sosa) All in favor.

C. Approval to Submit a request for proposal solicited from People’s Self-Help Housing to open and operate a preschool center in the River View Townhomes in Guadalupe in an amount not to exceed $310,000 – Action Ellen reported there is a childcare facility in the River View Townhomes in Guadalupe that has two classrooms that are empty and Peoples Self Help Housing has asked us to open a Migrant and Seasonal Head Start Center. Staff is doing outreach to ensure there are enough children to qualify. We will serve 20 preschool children and possibly 4 toddlers. Families living the complex will have a priority.

On a motion Rob Garcia seconded by Carlos Sosa the above action is approved as presented. (MSC Garcia/Sosa) All in favor.

D. CSBG Organizational Standards Introduction and Overview for Board Members

Biz reported this is nationally drafted document for Boards regarding the Organization Standards. The standards will take effect in 2016. We participated in a pilot program a few years ago and scored very well.

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E. Approval of partnership in the San Luis Obispo County Quality Rating and Improvement System

(QRIS) Consortium application for funding in the California Department of Education Block Grant Fund to create a standard of quality child care in San Luis Obispo County in the amount of $155,105 – Action Biz reported this is for our local community under the Local Child Care Planning Council (LCCPC). The State is going to fund our County $155,105. We submitted a letter of intent; both Biz and the County Office of Education signed the letter. The LCCPC has been involved as a sub-grantee to the First Five Commission in Santa Barbara County. We have an opportunity submit an independent proposal for San Luis Obispo County with LCCPC designated as the lead agency for SLO County’s consortium.

On a motion by Margie Perez-Sesser seconded by Mical Bovee the above action is approved as presented. (MSC Sesser/Bovee) All in favor. 8. Committee Reports

A. Finance Committee Rob reported the committee met and reviewed the various audits. The Visa credit card charge report was passed out with charges totaling $4,409.72. Charges included the following: • Head Start/Early Head Start total $431.40

o Private Client Law Webinar $87.00 o WIPFLI Conference hotel deposit $344.40

• San Diego Head Start total $183.30

o Private Client Law Webinar $43.50 o WIPFLI Conference hotel deposit $114.80 o Craigslist Job Posting $25.00.

• Migrant Seasonal Head Start total $164.41

o Abate-A-Weed, Repair to Riding Mower $114.4l o Craigslist Job Posting $25.00 o Craigslist Job Posting $25.00

• Early Head Start Expansion total $273.10

o Private Client Law Webinar $43.50 o WIPFLI Conference hotel deposit $229.60.

• Other charge cards totaled $125,537.84.

• Line of Credit – we currently owe $238,000 on the $750,000 having just made a payment of $80,000.

They reviewed Head Start/Early Head Start in SLO and San Diego. They went over the expenditures of the programs. Early in the year we signed an in kind waiver and were able to meet the in kind in SLO and Monterey but were unable to meet the requirement in San Diego. The State of California, Division of Audits and Investigations was here in March and conducted a monitoring of the CCRC home based Food Program and that there were two findings.

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One was for unsupported wages of $33,467. Program staff had kept two sets of Time and Activity Reports. The second finding was that labor costs exceeded the approved Budget of $4,549. Staff as sent a response to the findings and we are waiting to her the final ruling. They reviewed programs financial status. Energy is continuing to have a difficult year with a shortfall.

B. Planning Committee

1. Approval of the Local Community Assessment and Community Action Plan for 2016 – 2017 – Action The Planning Committee went over the CAP Plan in their meeting. Grace McIntosh, Bryn Smith and Sally Rogow gave an overview of the CAP Plan. The plan talks about how as an agency we plan to address some of the more pressing needs of our local community. They held focus groups to gather the information as well as information from stakeholders. Bryn reported the Community Action Plan involves two pieces, the community needs assessment where they looked at the surveys, and they went out and talked with low income individuals and stakeholders. They also looked at secondary data from US Census to the Action for Healthy Communities reports, labor statistics etc. The needs assessment showed the following top five needs in SLO County:

• Affordable housing • Access to self-sufficiency wage jobs • Affordable child care that meets needs of working families • Adequate access to medical services/ACA “growing pains” • Affordable higher education and workforce development programs

On a motion by Dee Lacey seconded by Gary Jordan the above action is approved as presented. (MSC Lacey/Jordan) All in favor.

Rob reported the Planning Committee also reviewed Health Services. This program is meeting the agencies goals and missions. It is running at a surplus and is improving its infrastructure and technology.

C. 403B Committee

Rob reported the committee met and reviewed the various investment menus. They discussed the investment policy statement and the committee charter which will be brought to the Board for approval in August. Participation in the plan has increased.

9. President’s Report

A. Update B. Board Discussion

10. Closed Session (If Needed) A. Personnel (Gov. Code § 54957)

Closed session ended at 7:25pm. No reportable action was taken.

11. Adjournment Meeting was adjourned at 7:30 pm.

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BOARD OF DIRECTORS MEETING

June 2015 MSHS REPORT SUMMARY

PERSONNEL REPORT 6 new hires

0 new substitutes 3 terminations

ENROLLMENT REPORT Base Grant

Current Enrollment: 1,330 Funded Enrollment: 1,627

EHS-Child Care Partnership Grant

Current Enrollment: 62 Funded Enrollment: 348

Disabilities Enrollment

14 IEPs (3-5 years of age) 12 IFSPs (0-2 years of age)

ATTENDANCE AND MEAL COUNTS FOR THE MONTH OF MAY

756 children 1,124 breakfasts

1,124 lunches 1,113 snacks

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HS/EHS PERSONNEL REPORT San Luis Obispo County San Diego County 0 New Hire 0 New Hires 0 New Substitutes 0 New Substitutes 5 Terminations (substitutes) 2 Terminations (substitutes)

HS/EHS ENROLLMENT REPORT San Luis Obispo County Head Start: As of May 31st, 2015 the Head Start enrollment was 387. All centers are closed except for braided sites which include a total enrollment of 41 children with 3 30 day vacancies. Early Head Start: As of May 31st, 2015 the Early Heart Start enrollment was 247, with 4 enrollment opportunities. Early Head Start Child Care Partnership: As of May 31st, 2015 the Early Head Start Child Care Partnership program enrollment was 13 of the 164 funded enrollment slots. San Diego County As of May 31, 2015 the San Diego Head Start enrollment was 449 with 20 enrollment opportunities for a total of 469.

HS/EHS DISABILITIES REPORT San Luis Obispo County We are currently serving 48 children in HS with IEPs and an additional 14 in the referral process. In EHS there are 29 children with an IFSP and an additional 21 in the referral process. The Head Start Performance Standards mandate that we reserve 10% of our funded enrollment for children with disabilities. We have met the required 10% enrollment for children with disabilities in both the Head Start and Early Head Start Programs. San Diego County We are currently serving 51 children in HS with IEPs and there are an additional 15 children in the referral process. The Head Start Performance Standards mandate that we reserve 10% of our funded enrollment for children with disabilities. We have met the required 10% enrollment for children with disabilities in the San Diego County Head Start Programs.

HS/EHS AVERAGE DAILY ATTENDANCE AND MEAL COUNTS San Luis Obispo County HS Average Daily Attendance for the Month of May, 2015 was 274 out of 335. HS children received the following number of meals: 2,420 – breakfast 3,039 – lunch 1,588 – snack EHS Center Based Average Daily Attendance for the month of May, 2015 was 67 out of 78. EHS children received the following number of meals: 931 – breakfast 974 – lunch 780 – snack

San Diego County HS Average Daily Attendance for the Month of May, 2015 was 209 out of 277 children. HS children received the following number of meals: 1,966 – breakfast 2,914 – lunch 1,829 – snack

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COMMUNITY ACTION PARTNERSHIP OF SAN LUIS OBISPO COUNTY, INC.

Finance Committee Meeting June 17, 2015

11:30 a.m. – 1:00 p.m. CAPSLO Board Room

1030 Southwood Drive, San Luis Obispo, CA 93401

Members Present: Staff Present: Rob Garcia, Chair Joan Limov, C.F.O Margie Perez-Sesser Elizabeth “Biz” Steinberg, C.E.O. Mical Bovee Jim Famalette, C.O.O.

Debi Welch, HS, EHS Director Andrew White, Accounting Director Jason Holyfield, Program Accountant Vina Patel, Accountant Bill Castellanos, C.Y.F.S. Director Sheila Sanders, Recording Secretary Rob called the meeting to order at 11:40 and asked Joan for the Finance Update. Finance Update: Joan stated the fieldwork for the Annual Independent Audit begins June 29, 2015 with the new auditors, Brown, Armstrong CPAS. Line of Credit – we currently owe $238,000 on the $750,000 having just made a payment of $80,000. Rob went over the Credit Card Charges. The Visa charges for April totaled $4,409.72. C.Y.F.S.’s portion was detailed on the handout and is summarized as follows:

Head Start/Early Head Start $431.40 San Diego Head Start $183.30 Migrant Seasonal Head Start $164.41 Early Head Start Expansion $273.10

Other vendor issued charge cards totaled $125,537.84. Joan also reported that the Finance Department still has one opening for an Accountant; one opening for an Accounts Payable Specialist; and one opening for a Finance Specialist. Debra Welch was then introduced, as the Director of Head Start/EHS Programs in San Luis Obispo & San Diego Counties she is present for the review of her programs. Vina Patel, Accountant II, then began the review. Regional Head Start/Early Head Start - San Luis Obispo & Southern Monterey Counties Vina distributed the packet for the Head Start/Early Head Start Fiscal Review and presented the Committee with the program beginning with a breakdown of finances. She pointed out from the pie chart that the largest expense to the program is payroll and fringe benefits and that this year the 20% In-Kind was met. The Head Start and Early Head Start awards from Health and Human Services (HHS) FYE March 31, 2015, totaled $6,391,923 to serve 254 0-3 year olds and pregnant moms and 387 3-5 year olds. Head Start Centers – 10 (3 on school district sites, 1 at Cuesta College campus, 2 Centers in Atascadero, 1 in SLO, 1 in Cambria, 1 in Oceano and 1 in Nipomo. 8 were collaboration with State Child Development Programs in 2014-2015).

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Early Head Start Centers – 6 (3 on school district sites, 1 at Cuesta College campus, 1 on High St in SLO and 1 in Monterey County collocated with MSHS and 3 collaborations with State Child Development Programs in 2014-2015). After presenting the map showing all the locations of Head Start and Early Head Start in San Luis Obispo County, she noted that most the sites are on school grounds. The next page of the packet shows that the program was 100% enrolled and 100% spent. The next diagram “Behind the Numbers” showed that a total of 833 children were served; 117 employees including administrative and instructional staff was required to serve the program; FCC Program had 10 providers serving 7 cities; 143,818 meals were served at 14 centers; we partnered with 4 community organizations to help children within disabilities; $1,618,381 was raised by non-federal share (community support); and, 762 families received services. The financials accompanied the charts. Revenue – HS $ 3,168,457 Revenue – EHS 3,106,900 San Luis Obispo County First 5 80,750 HS & EHS In-Kind 1,544,062 HS T&TA 39,890 EHS T&TA 76,676 100% $ 8,016,735 EXPENDITURES Salaries and Benefits 69.4% $ 5,561,937 Transportation 1.6% 130,330 Supplies 7.8% 628,015 Training 2.9% 231,295 Center Costs 12.3% 989,558 Indirect 5.9% 475,600 100% $ 8,016,735 As Vina directed the Committee to the Early Head Start Financials, she reported that Early Head Start is growing and catching up with the Head Start funding by serving more and more children in that age range. There was a rent savings in EHS so the money was used to repair and upgrade the centers. There also was a savings in Providers, so they purchased curriculum and furniture with that savings. She then went on to the Training Funds for HS and EHS; Statement of In-Kind; and the $80,750 funding from First 5 that in spent on school readiness training during July. Program Accountant, Jason Holyfield distributed the San Diego Head Start packets and began his review which has the same fiscal year as SLO County. San Diego County – Poway, Ramona and Borrego Springs Jason Holyfield, the program accountant, distributed the packets and turned to the first summary of revenue vs. expenses. Total grant award was $5,004,695 with In-Kind totaling $722,033. REVENUES HHS Funds 80.66% $ 4,036,915 State Child Care Collaborations 4.53% 226,948 SD Co Office of Education 0.38% 18,799 Revenue In-Kind 14.43% 722,033

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Total Revenue $ 5,004 695 EXPENDITURES Salaries & Benefits 55.06% $ 2,755,352 Transportation 0.43% 21,739 Training 2.45% 122,842 Supplies 7.84% 392,203 Center Costs 28.32% 1,417,159 Indirect 5.90% 295,400 Total Expenditures 100.0% $ 5,004,695 469 children were served and CAPSLO operated 4 centers and collaborated with Poway USD and with Borrego Springs Children’s Center. 62,235 meals were served at the 4 CAPSLO centers in Poway and Ramona. CAPSLO employs 65 employees at the centers and Administrative Office in Poway. Debi reported that there were no findings in last year’s OHS Monitoring review. Jason then led the Committee to the last Overview which was Budget to Actual with variances. This past year we were underspent overall by $72,350. To avoid underspending in the current year, Debi is attending her monthly budget meetings and taking a more detailed look at the estimates to complete. In order to raise more in-kind, in-kind packets are assembled and being sent home with the parents. Discussion ensued regarding underspending and in-kind. Jim F. reported that he had attended a great WIPFLI seminar recently in Portland on in-kind. Rob asked for any further questions. There being none the reviews were complete and the accountants and program staff left. Program Financial Status Update (See attached). Joan opened the Program Update by reporting that the State of California, Division of Audits and Investigations were here in March and conducted a monitoring of the CCRC home based Food Program and that there were two findings. One was for unsupported wages of $33,467. Program staff had kept two sets of Time and Activity Reports. They stated they were told by food program reviewers in prior years to keep more detailed records that would justify greater food program costs. Joan reported that finance staff were surprised to hear of the second system and have since met with program staff to discuss and train on this topic. The second set of records were never submitted or utilized to charge costs to the program, they were informational only. The second finding was that labor costs exceeded the approved Budget of $4,549. The budget approved at the beginning of the year cannot be exceeded without a prior approved revision. We responded to the findings in May 2015, but have not yet heard back. The recommendations were sent on to the Program Integrity unit and they will be the ones to determine if there is a finding and if a liability results. Joan then continued with the updates. The Summary of 2014-2015 Independent Audits, Monitoring’s and Reviews was discussed. Jim Famalette reported that due to the stringent requirements, we will not be applying for the Housing Support program. He also reported that he is still negotiating with Wells Fargo and American Express regarding charge cards. We will probably start using that system at the first of next year. He then reported on the Homeless Services and said 2.6 – 2.7 million has been raised so far and there is still 2 million to raise. CDBG funds of $225,000 are forthcoming from the County of SLO. Meeting adjourned at 1:10 p.m. Respectfully submitted, Sheila Sanders, Recording Secretary

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COMMUNITY ACTION PARTNERSHIP PLANNING COMMITTEE

MEETING MINUTES June 18, 2015

3:30 – 5:00 Members Present: Staff Present: Rob Garcia Jim Famalette Fran Coughlin (telephone) Biz Steinberg Grace McIntosh Sally Rogow Danijela Dornan Bryn Smith Community Action Plan – Planning Staff Planning staff (Grace McIntosh, Sally Rogow, Danijela Dornan, Bryn Smith) reviewed the final draft of the 2016-17 Community Action Plan (CAP) including:

• A review of the top five needs discussed at last month’s meeting (affordable housing; access to self-sufficiency wage jobs; affordable child care that meets needs of working families; adequate access to medical services; and affordable higher education/workforce development programs).

• Connection of the Plan to ROMA and need to consistently review goals to outcomes and the Planning Committee.

• Timeline – specifically the need to begin the 2018/2019 CAP process earlier (begin low-income surveys in 2016) so that the 2018-2021 Strategic Plan can incorporate community needs assessment data more thoroughly. Traditionally the agency has completed the Strategic Plan just prior to the CAP – that needs to be switched.

After further discussion, the Committee approved sending a recommendation to the full Board to formally approve the CAP Plan at the Board meeting later that evening. Program Assessment – Health & Prevention Division - Clinics Grace reviewed the Clinic Program Assessment. The Program Director, Raye Fleming, attended the Employee Council meeting earlier in the month to thoroughly review the program with the Council. Overall, the Clinics are doing very well from a risk assessment view. Two minor issues discussed; need to ensure that software used is kept up-to-date as much as possible, and financially feasible; and challenge to stay financially competitive with for-profits in hiring of staff.

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BOARD ACTION REQUIRED August 20, 2015

ITEM: Application for up to $50,000 to Blue Shield of California Foundation’s 2015 Community Clinic Core

Support Initiative funding for Health Services clinics. ACTION REQUIRED: Board approval to submit application. SUMMARY NARRATIVE: The Health and Prevention Division’s clinics have been invited to apply to the Blue Shield of California Foundation’s Core Support Initiative, which provides funds to strengthen the network of California’s front-line healthcare providers that serve low-income and uninsured populations. The Foundation’s Core Support Initiative provides funding to more than 200 community health clinics, clinic parent corporations, and clinic consortia and networks in California by providing core operating support. The Arroyo Grande and San Luis Obispo Health Services clinics provide no-and low-cost reproductive health services that reduce barriers to access to health care; assist clients in maintaining their reproductive health; prevent teen and unintended pregnancy, STIs and HIV disease; and provide early detection and intervention of reproductive cancers and chronic diseases. BUDGET/FINANCIAL IMPACT: Request of up to $50,000 for both clinic sites. Blue Shield has provided between $20,000 and $30,000 in funding yearly to the clinics since 2005. STAFF RECOMMENDATION: Recommend approval. This unrestricted revenue is a very important resource to clinic operations. Approximately 95% of our clinic patients are low-income, uninsured, or underinsured which means we are reimbursed for their services at a very low reimbursement rate or must utilize grant funds such as these to subsidize those services. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. These funds are crucial for our clinics and are used for core operating support. The Blue Shield Foundation understands that public funding is shrinking, yet the number of uninsured patients is increasing due to high unemployment. The Foundation’s Core Support Initiative wishes to support community clinics during this time of crisis. They recognize the critical role community clinics play in providing access to healthcare for low-income and uninsured persons.

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BOARD ACTION REQUIRED

August 20, 2015 ITEM: Application in the amount of $10,000 to the Area Agency on Aging for IIIE funding for the Family

Caregiver Support Program Services, Home Adaptations for Caregiving. There are two categories of funding: $5,000 for Grandparent Caregiving for the Child and $5,000 for Caregiving for Elderly.

ACTION REQUIRED: Board Approval to Submit Applications SUMMARY NARRATIVE: Area Agency on Aging (AAA) is soliciting proposals for Sub-Awards for the provision of Family Caregiver Support Program Services as authorized by Title IIIE of the Older Americans Act in the San Luis Obispo and Santa Barbara Counties, for the period of July 1, 2015 through June 30, 2016 (services begin October 1), with eligibility for extensions to 2018-19. The Energy Conservation Services/Home Repair Division was first awarded this contract in 2011-12, and received extensions to 2014-15. The Sub-Award is for $10,000 for two different categories within IIIE: Home Adaptations for Family Caregiving for the Elderly ($5,000); Grandparent Caregiving for a Child ($5,000). This supportive service will make any minor or major physical change to the home (ranging from installation of grab bars or replacement of door handles to construction of an entrance ramp or roll-in shower) in order to fulfill caregiving responsibilities. This year there is a required 25% program matching contribution for Title IIIE, for which we may use So Cal Gas, PG&E, MIDI, and LIHEAP. BUDGET/FINANCIAL IMPACT: Funding through IIIE will cover program operating expenses and indirect. The projected number of units of service is one for each program, for a total of two. STAFF RECOMMENDATION: Recommend approval. CAPSLO will be the only applicant for this proposal. It has administered the Senior Home Repair Program since 1995, which has since grown in budget and expanded in scope of services to include installing ramps, wheelchair lifts, and other projects to aid those with disabilities. The IIIE funding complements work done under Energy’s weatherization and other home repair programs by extending services to caregivers caring for elderly senior and disabled grandchildren. Often, Energy Home Repair services are the first contact for many seniors who need important social services and assistance. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This funding will allow our Energy Home Repair Program to continue the services they currently provide. There is a definite need in our community to help relieve the enormous physical, emotional and financial burdens facing our nation’s caregivers who provide 80% of all community long-term care services.

13

RESOLUTION NO. R-08-15

A Resolution of the Board of Directors of the Community Action Partnership of San Luis Obispo County, Inc. Authorizing the Submission of an Application for IIIE Funding to the Central Coast Commission for

Senior Citizens (Area Agency on Aging) for the 2015-2016 Home Adaptations for Caregiving for the Elderly and Grandparent Caregiving for Child Programs

WHEREAS, the Area Agency on Aging (AAA) has issued a Request for Proposals for programs that provide home adaptations for caregivers caring for an elderly senior or child; and

WHEREAS, the Community Action Partnership of San Luis Obispo County, Inc. (CAPSLO) has provided weatherization and minor home repairs for 36 years; and WHEREAS, CAPSLO has the experience to offer quality home repair services to seniors in San Luis Obispo and Santa Barbara Counties; and

WHEREAS, CAPSLO is currently funded through AAA to provide services to seniors under IIIB funding.

NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of CAPSLO hereby authorizes the submittal of Title IIIE applications to provide home repair services to grandparents caregiving for a child and caregivers caring for the elderly. The Board of Directors of CAPSLO hereby authorizes the Chief Executive Officer, Elizabeth “Biz” Steinberg, or her designee, to submit applications and authorizes the Board President to sign this resolution and the Chief Executive Officer to execute the contract(s) and any amendments thereof, and any related or necessary contracts or documents required to operate the program.

UPON MOTION OF , seconded by , the foregoing resolution is hereby passed and adopted at the regular meeting of the Board of Directors of CAPSLO this 20th day of August, 2015. Ayes: Noes: Abstain: Absent: Attest: Marci Sperlo, Recording Secretary Frances I. Coughlin Elizabeth "Biz" Steinberg Board President Chief Executive Officer

14


ITEM: Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO

to sign and submit all necessary documents and amendments required for the licensing of the Georgia Brown Early Head Start Center in San Luis Obispo County.

ACTION REQUIRED: Board approval for authorization. SUMMARY NARRATIVE: The Georgia Brown Early Head Start Center will be returning to a preschool license with toddler option in order to maintain continuity of care. Services will be provided for a total of 16 toddler children once the license has been amended. There will continue to be a total of 7 staff working at the center. BUDGET/FINANCIAL IMPACT: None STAFF RECOMMENDATION: Recommend approval. The program is requesting that William Castellanos, as CYFS Division Director, be authorized to act on behalf of CAPSLO to sign and submit all documents and amendments required for the licensing of this facility. POLICY COUNCIL RECOMMENDATION: Policy Council approval for the licensing amendment at Georgia Brown EHS Center will occur on August 18, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This change will fill a need for continuity of care that our Early Head Start program provides to children and families in Paso Robles. Frances I. Coughlin, President Date Board of Directors

15


A RESOLUTION OF THE BOARD OF DIRECTORS OF COMMUNITY ACTION PARTNERSHIP OF SAN LUIS OBISPO COUNTY, INC.

AUTHORIZING CYFS DIRECTOR TO ACT AS SIGNATOR FOR GEORGIA BROWN EARLY HEAD START LICENSING PROCESS

WHEREAS, on August 20, 2015, the Community Action Partnership of SLO County, Inc. (CAPSLO) Board approved a motion for the authorization of William Castellanos, Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for the licensing of the George Brown Early Head Start Center in San Luis Obispo County. WHEREAS, all funding for the project is anticipated to be from previously awarded grants. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of CAPSLO hereby authorizes the Child, Youth and Family Services Director to execute any and all documents associated with said licensing of the Georgia Brown Early Head Start Center in San Luis Obispo County. UPON MOTION OF , seconded by , the foregoing Resolution is hereby passed and adopted at the regularly scheduled CAPSLO Board of Directors meeting on the 20th day of August, 2015. Ayes: Noes: Abstained: Absent: Attest: Marci Sperlo, Recording Secretary Frances I. Coughlin, President Elizabeth “Biz” Steinberg Board of Directors Chief Executive Officer

16


ITEM: Authorization of Division Director of Child, Youth and Family Services to act on behalf of CAPSLO

to sign and submit all necessary documents and amendments required for the licensing of the Hillside Head Start Center in San Diego County.

ACTION REQUIRED: Board approval for authorization. SUMMARY NARRATIVE: The Hillside Center is located in a housing community in Poway, California. CAPSLO will take over 20 Head Start slots released by Poway Unified School District because they were unable to extend services at that location. Services will be provided for a total of 48 children and there will be a total of 12 staff working at the center. BUDGET/FINANCIAL IMPACT: None STAFF RECOMMENDATION: Recommend approval. The program is requesting that William Castellanos, as CYFS Division Director, be authorized to act on behalf of CAPSLO to sign and submit all documents and amendments required for the licensing of this facility. POLICY COUNCIL RECOMMENDATION: Policy Council approval for the licensing amendment at Hillside Head Start Center will occur at the regularly scheduled meeting on August 18, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This center will fill a need in the Poway area of San Diego County for quality services that were previously provided and relinquished by our partnering agency, Poway Unified School District. Frances I. Coughlin, President Date Board of Directors

17



AUTHORIZING CYFS DIRECTOR TO ACT AS SIGNATOR FOR HILLSIDE HEAD START LICENSING PROCESS

WHEREAS, on August 20, 2015, the Community Action Partnership of SLO County, Inc. (CAPSLO) Board approved a motion for the authorization of William Castellanos, Division Director of Child, Youth and Family Services to act on behalf of CAPSLO to sign and submit all necessary documents and amendments required for the licensing of the Hillside Head Start Center in San Diego County. WHEREAS, all funding for the project is anticipated to be from previously awarded grants. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of CAPSLO hereby authorizes the Child, Youth and Family Services Director to execute any and all documents associated with said licensing of the Hillside Head Start Center in San Diego County. UPON MOTION OF , seconded by , the foregoing Resolution is hereby passed and adopted at the regularly scheduled CAPSLO Board of Directors meeting on the 20th day of August, 2015. Ayes: Noes: Abstained: Absent: Attest: Marci Sperlo, Recording Secretary Frances I. Coughlin, President Elizabeth “Biz” Steinberg Board of Directors Chief Executive Officer

18


ITEM: Agreement for Delegation of Activities for Migrant and Seasonal Head Start Programs in Fresno

County in the amount of $4,322,332. ACTION REQUIRED: Board approval to submit application SUMMARY NARRATIVE: Our delegate agency, Community Action Partnership of Madera County (CAPMC), has successfully served over 519 children annually in Fresno County on behalf of CAPSLO for over 24 years. The agreement will authorize CAPMC to function as a delegate agency and govern specified activities relating to operation of a quality MSHS program. CAPMC will perform all activities in a satisfactory manner and with qualified and properly trained personnel. The delegate will meet all provisions of the Improving Head Start for School Readiness of 2007 and fulfill all Head Start Performance Standards. The agreement will require CAPMC to serve a minimum of 519 children using the center-based model; it will be in effect for the period from September 1, 2015 to August 31, 2016. CAPMC will be monitored throughout the year by CAPSLO MSHS staff. The scope of work, conditions, and limitations of this delegation of services are described in a detailed agreement that will be signed by the CAPSLO Chief Executive Officer and the CAPMC Executive Director. BUDGET/FINANCIAL IMPACT: The projected allocation for the FYE August 31, 2016 is: Base Award Amount: $4,239,642 TTA Award Amount: $ 82,690 TOTAL AWARD AMOUNT: $4,322,332 STAFF RECOMMENDATION: Recommend approval. CAPMC has acted as a delegate agency for CAPSLO MSHS for over 24 years. They have operated a high quality program and have an excellent reputation in Fresno County. Per Head Start Performance Standards, the parents and staff are involved in the development of service area plans, long range goals, and the budget. POLICY COUNCIL RECOMMENDATION: This action will be presented for approval to the MSHS Policy Council on August 14, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The services provided by CAPMC on behalf of CAPSLO are critical to the well-being of young children in farmworker families in nine rural cities in Fresno County. This program will prepare the children for success in school. Frances I. Coughlin, President Date CAPSLO Board of Directors

19


August 20, 2015 ITEM: Application to the San Luis Obispo County Community Foundation in the amount of $10,000 to

fund Liberty Tattoo Removal clients’ needs to overcome barriers to self-sufficiency. ACTION REQUIRED: Board approval to submit application. SUMMARY NARRATIVE: Formerly The Dunin Opportunity Fund, The Opportunity to Thrive Grant provides grants up to $10,000 for organizations who maintain “case management” relationships with clients. The fund allows the organizations to provide clients with financial assistance that meets the following criteria:

• one-time assistance that will make a difference in removing a barrier or hurdle to self-sufficiency, targeted to individuals who have demonstrated their attempt to help themselves,

• one-time assistance provided for “a leg up,” rather than short-term impact or ongoing needs, • assistance for as many individuals/families as possible while providing sufficient support to overcome

the barrier, • assistance which fills a gap in the support network and does not supplant other existing funding.

This proposal will fund a percentage of those individuals in the Liberty Tattoo Removal program who are on their way towards self-sufficiency, by virtue of their participation in the program. The program director is already providing their case management and is acutely aware of their financial barriers. BUDGET/FINANCIAL IMPACT:

These funds will allow the Coordinator to provide individualized financial support to clients with tangible barriers to self-sufficiency. Examples of support can include: GED exams fees, one-time car repairs, home rental security deposits, interview/professional attire, etc. In addition to client support, the agency indirect will be included as part of the budget. Currently there are no funds in the program for this type of assistance. STAFF RECOMMENDATION: Recommend approval. The Opportunity to Thrive grant will add critical support for the Liberty Tattoo Removal clients and will help the Coordinator to more comprehensively serve her clients. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. There is far more need for one-time assistance to remove a barrier to self-sufficiency than there are funds available in the community. The Liberty Tattoo Removal Program Coordinator is already aware of the needs of her clients and is well positioned to be able to appropriately and strategically use the Opportunity to Thrive funds to make a substantial difference in the lives of the program’s clients.

20


ITEM: Renewal contract for 2015-16 in the amount of $30,982 with the California Department of Community

Services and Development (CSD) Department of Energy Weatherization Assistance Program (DOE WAP) Contract to support staff salaries, materials, and program administration.

ACTION REQUIRED: Board approval to renew contract. SUMMARY NARRATIVE: The Community Action Partnership of San Luis Obispo County’s Energy Services operates the DOE WAP program for San Luis Obispo County, providing energy conservation and weatherization services for low- income county residents, utility payment assistance, and repair and replacement of heating/cooling systems and water heaters. DOE WAP funds are used primarily for weatherizing older, single family homes and mobile homes with repair needs that cannot be covered under the utility-funded weatherization programs. Combustion Air Safety testing is performed in every client’s home and any health and safety problems discovered in the testing are repaired by Energy staff. Work performed includes furnace repair and replacement, water heater replacement, duct system testing and sealing, installation of evaporative coolers and air conditioning units, door and window replacement, weather-stripping, attic insulation, and other energy conservation measures. BUDGET/FINANCIAL IMPACT: Payment for all activities performed under this contract is a simple reimbursement for all costs incurred, including labor, materials, program support, and administration. Program funds are sufficient to meet the costs of providing services. Budget Category Amount Administration $ 1,865 Intake, Outreach & Education 3,717 Health & Safety Repairs 4,711 Direct Program Activities 20,689 Total Contract Amount: $30,982 STAFF RECOMMENDATION: Recommend approval. In addition to weatherization services, program funds will be used to replace hazardous furnaces, water heaters, non-operable cooling systems and to make repairs that address carbon monoxide and other safety problems discovered by Energy staff. DOE WAP is similar to Energy’s LIHEAP contract in that it offers most of the same services and targets the lowest income households with the greatest needs. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This contract provides critical services to many of our neediest households and helps keep their homes warm, safe, and energy efficient.

21



AUTHORIZING ACCEPTANCE OF THE 2015-2016 DEPARTMENT OF ENERGY WEATHERIZATION ASSISTANCE PROGRAM (DOE WAP)

CONTRACT

WHEREAS, the State of California Department of Community Services and Development (CSD) is offering the 2015-2016 DOE WAP contract to the Community Action Partnership of San Luis Obispo County, Inc. (CAPSLO); and WHEREAS, CAPSLO has provided weatherization, insulation and minor home repair services for over 36 years; and

WHEREAS, CAPSLO has the experience to offer quality weatherization and home repair services to eligible participants countywide; and WHEREAS, the Chief Executive Officer, or her designee, can act on behalf of CAPSLO in the execution of any documents necessary for completion of the application herein described.

NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of CAPSLO hereby authorizes

the Chief Executive Officer, Elizabeth “Biz” Steinberg, or her designee, to enter into the 2015-16 DOE WAP contract and any amendment thereto with CSD, including amendments to Consideration and Term, of the aforementioned contract and to sign subsequent required fiscal and programmatic reports, and to perform any and all responsibilities in relationship to such contract. UPON MOTION OF , seconded by , the foregoing Resolution is hereby passed and adopted at the regular meeting of the CAPSLO Board of Directors this 20th day of August 2015, on a roll call vote, to wit: Ayes: Noes: Abstain: Absent: Attest: ___________________________ Marci Sperlo, Recording Secretary Frances I. Coughlin Elizabeth "Biz" Steinberg Board President Chief Executive Officer

22


ITEM: Application to the California Department of Education (CDE), Nutrition Services Division for continued funding of the Child, Youth, and Family Services Food Program for fiscal year 2014/2015 not to exceed $1,425,000. ACTION REQUIRED: Board approval to submit application for continued funding. SUMMARY NARRATIVE: The USDA Child and Adult Care Food Program (CACFP), administered by CDE’s Nutrition Services Division, has funded the CAPSLO Food Program serving Head Start, Early Head Start, Migrant and Seasonal Head Start, and State Child Development center-based child care for over 35 years. The CACFP is a source of healthy meals and a partner in nutrition education for our low-income families. The Food Program budget is based on anticipated revenue from monthly reimbursements from CDE set on an income-based three tier system (free, reduced, and base). The eligibility applications from families in our center-based child care programs are typically 98% free, 1% reduced and 1% base. All children enrolled in a Head Start or Migrant and Seasonal Head Start program automatically qualify as "free.” Children in State programs (except State Migrant) must complete a food program eligibility application for staff to determine the reimbursement rate received. Additional support comes from Head Start and State programs in the form of rent, staffing, and delivery vehicle expense. BUDGET/FINANCIAL IMPACT: The Food Program serves over 1,850 children in 47 centers (some serve multiple programs). The reimbursement rate schedule (adjusted annually in July) is: Free Reduced Base Breakfast $1.66 $1.36 $0.29 Lunch $3.30 $2.90 $0.52 Snack $0.84 $0.42 $0.07 Total reimbursement on estimated meals served not to exceed: $1,425,000 STAFF RECOMMENDATION: Recommend approval. This is an on-going funding source. Approval is important for the continuation of CAPSLO’s healthy meal service and the nutrition education that occurs during meal time. The funds coming from the Head Start Programs and State Child Development for the Food Program have already been approved by each program and the HS and MSHS Policy Councils when they sought approval of their annual refunding agreements. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Ongoing participation in the CACFP is vital to the good health of our children and supports the nutrition education for the families we serve. Frances I. Coughlin, President Date CAPSLO Board of Directors

23


ITEM: Approval of a request to carryover funds in the amount of $253,000 from 2015 grant year to the 2016

grant year for the Migrant and Seasonal Head Start Grant #90CM0151/24 for the completion of the Santa Lucia Center located in Greenfield, California.

ACTION REQUIRED: Board approval for carryover of funds. SUMMARY NARRATIVE: The Gabilan MSHS Center, located in the Soledad Unified School District, has been in operation for over 18 years. Because the school district has experienced significant growth, they need the space. The center is re-locating in Greenfield, approximately 6 miles away. Center renovation is needed in addition to a playground re-design to accommodate expansion for future growth. BUDGET/FINANCIAL IMPACT: The Santa Lucia site located in Greenfield, is in need of repairs and modifications in order to serve as a quality childcare center for our children and families. Earlier in the year we received permission through a budget revision approved by Region XII MSHS branch to expend $231,718 to complete this project. The budget carryover request amount below exceeds the approved budget by $21,282. The original budget included many cost estimates that have changed as firmer competitive bids were received for this project.

The Santa Lucia Project is comprised of three parts:

1. The day care center repairs and modifications $ 91,500 2. The playground installation adjoining the center 133,000 3. The office/ kitchenette/ parent education space 28,500 Total requested amount for Carry-over into 2016 FYE $253,000

STAFF RECOMMENDATION: Recommend approval. The MSHS program is in need of quality facilities to serve children of migrant farm workers. With the loss of the Gabilan Center in Soledad this summer, it is necessary to repair and modify this site to accommodate the displaced families. POLICY COUNCIL RECOMMENDATION: The carryover request will be presented for Policy Council approval at their regularly scheduled meeting on August 14, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Without this site many migrant children and families will go unserved. ________________________________________________ ________________________ Frances I. Coughlin, President Date CAPSLO Board of Directors

24


ITEM: Approval of a waiver reduction request in the non-federal share requirement for the Migrant and

Seasonal Head Start Grant #90CM0151/24 for the contract year of September 1, 2014 to August 31, 2015.

ACTION REQUIRED: Board approval for waiver request. SUMMARY NARRATIVE: Because of the continuing economic hardship in the Migrant and Seasonal Head Start (MSHS) service areas, the program is requesting an additional reduction in the nonfederal share amount required by the Office of Head Start in the amount of $147,796. While the program has exceeded enrollment in the past two years, there have been fewer children served resulting in fewer parents contributing in-kind to the program. This could be because of families having to move more because of the drought’s impact on agricultural planting. Additionally, property rented by MSHS has been appraised at significantly lower values than previously. Further, program parents struggling with the high cost of housing, utilities and health care, combined with the impacts of the drought, have little discretionary income to contribute to the program. In most cases, both parents are working to make ends meet. They work unusually long hours in the fields (often beyond the center’s hours of operation) in low-wage jobs, resulting in little time to volunteer for the program. Further, fewer and smaller donations of goods and services from local businesses due to suppressed business vitality have also affected the ability to obtain in-kind. BUDGET/FINANCIAL IMPACT: The federal share of costs for a Head Start program is normally restricted to a maximum of 80%. CAPSLO has an existing waiver on their share of costs for the Migrant Seasonal Head Start Program of 94% federal share and 6% non-federal share of costs. This means the program is required to raise non-federal contributions of 6% or $1,659,541 in order to receive federal funds of of $25,999,471 to support program services. Our request is to reduce the non-federal share requirement from 6% to 5.5%, summarized as follows:

Current Non-Federal Share (in-kind) required $1,659,541 6% required Requested reduction in Non Federal Share ( 147,796 ) 8.9% reduction Adjusted Non Federal Share Required $1,511,745 Net 5.5% requested

Without the waiver, the program would have to return $2,611,063 in funds to the Federal government. STAFF RECOMMENDATION: Recommend approval. The MSHS program is committed to identifying, securing, utilizing, and reporting all available sources of nonfederal share (in-kind) each year. Parent, business, community, and program management strategies to increase in-kind have been identified in the waiver that will be submitted to OHS. POLICY COUNCIL RECOMMENDATION: The waiver request will be presented for approval at the Policy Council meeting on August 14, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The MSHS program will continue to work diligently to fulfill its commitment to securing in-kind for these vitally needed services. ________________________________________________ ________________________ Frances I. Coughlin, President Date CAPSLO Board of Directors

25


ITEM: Approval of Partnership Agreement between Community Action Partnership of SLO County, Inc. (CAPSLO) State Migrant Program and Stanislaus County Office of Education, Central California Migrant Head Start Program (CCMHS) to provide enhanced services to preschool children and families enrolled in the State-Based Migrant Program for fiscal year 2015-2016. ACTION REQUIRED: Board approval for authorization. SUMMARY NARRATIVE: CAPSLO Child, Youth and Family Services requests approval of a Partnership Agreement between Central California Migrant Head Start Program hereinafter referred to as CCMHS (Stanislaus County Office of Education is the fiscal agent) for the purpose of working in partnership for the provision of Migrant/Seasonal Head Start services to eligible Migrant and Seasonal Head Start families. Enhanced services are to be delivered to preschool children and families enrolled in the State-Based Migrant Program at CAPSLO’s San Joaquin County State Child Development sites (Adelita, Artesi II, Artesi III) from August 2015 through January 2016. BUDGET/FINANCIAL IMPACT: Stanislaus County Office of Education agrees to a maximum reimbursable amount of $1,200 per child, not to exceed 100 children or $120,000 to CAPSLO State Child Development Programs for the fiscal year 2015-2016. There will be no financial impact on the CAPSLO State Programs budget. STAFF RECOMMENDATION: Recommend approval. These are much needed services to low-income families in the area. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Additional funding and guidance provided by Stanislaus County Office of Education, Central California Migrant Head Start Programs will enable CAPSLO to enhance services provided to State Migrant preschool children and families in San Joaquin County at the Adelita, Artesi II and Artesi III Center locations. Frances I. Coughlin, President Date Board of Directors

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ITEM: Head Start and Early Head Start 2014-2015 Self-Assessment, San Luis Obispo County ACTION REQUIRED: Board approval of the Head Start and Early Head Start 2014-15 Self-Assessment for San Luis Obispo County SUMMARY NARRATIVE: The 2007 Head Start Reauthorization Act states that the Governing Board (CAPSLO Board of Directors) must “adopt practices that assure active, independent, and informed governance of the Head Start agency, including practices consistent with subsection (d)(1), and fully participate in the development, planning, and evaluation of the Head Start programs involved.” According to the Head Start Performance Standards 1304.51(a)(i)(1), "At least once each program year, with the consultation and participation of the policy groups and, as appropriate, other community members, grantee and delegate agencies must conduct a self-assessment of their effectiveness and progress in meeting program goals and objectives and in implementing Federal regulations.” Head Start San Luis Obispo County conducted their annual self-assessment during the month of March, 2015. The assessment process found nine areas of concern: “Priority 1: Health and Safety”– no finding was identified;

“Priority 2: Short Term Improvement” – six findings were identified in the areas of Education, Mental Health, Health, ERSEA, Program Design and Management, and Disabilities; and

“Priority 3: Long Term Improvement” – seven findings were identified in the areas of Disabilities, Education, Family/Community Engagement, Mental Health and Nutrition.

A Program Improvement Plan has been developed to address the noted findings. BUDGET/FINANCIAL IMPACT: None STAFF RECOMMENDATION: Recommend approval. This annual evaluation allows staff to reflect on the programs’ strengths and opportunities for improvement, and is an important measurement tool for ensuring that Head Start/Early Head Start remains in compliance with all applicable standards and requirements. POLICY COUNCIL RECOMMENDATION: Recommend approval. The Head Start/Early Head Start 2014-2015 Self-Assessment Report and Program Improvement Plan for San Luis Obispo County was presented for approval at the Policy Council meeting on May 19, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Conducting an annual Self-Assessment is more than just a required element of the Head Start Reauthorization Act; it is truly a way for our programs to stay up to date with best practices and maintain high quality for our children and their families. _________________ Frances I. Coughlin, President Date CAPSLO Board of Directors

27

SAN LUIS OBISPO COUNTY Self-Assessment Results: Specific Program Weaknesses and Areas to Strengthen

The following results were reported by the four teams on the Head Start/Early Head Start program systems and services delivered.

The areas needing improvement, the priority for action is indicated: Priority 1: Health and Safety - Health and Safety issues are considered high priority and must

be resolved immediately. Priority 2: Short Term Goals - Operational issues that managers and content area experts can

address in a quick and efficient manner Priority 3: Long Term Goals - Systemic issues and major areas of change that take significant

time, resources and commitment of program leaders. Content Area/System Priority Description of Weakness and Area to Strengthen Disabilities

2

Inconsistent adherence to the Policies & Procedures regarding the completion of the ASQ-3

Disabilities

3

Non-compliance with Disabilities Policies & Procedures regarding documentation.

Education

2

HS children’s Individualized goals and DRDP Summary of Findings goals are not specific and measurable. They are too broad to be accomplished by the end of the assessment period.

Education

3

Many HS preschool classroom environments do not include displays of children’s dictation and/or documentation of activities. They also do not include charts and graphs that the children have participated in creating. These are literacy and math based best practice. They also support language, science and social/emotional growth.

Education

3

HS teachers need to include parent input in the Children’ Experience Portfolios.

ERSEA 2 Megan’s Law is not being checked regularly, 3 times per year. Family/Community Engagement

3

Family/Community Engagement Policies & Procedures; Family Partnership Agreement; Reference Record; Parent Mtgs.; Parent Areas – Review FCP Report for details; More documentation on Reference Records, FPA log

Health

2

Record Keeping: Some Child Health History Forms were missing the Center Supervisor’s signature; Some Health/Nutrition File Checklist Forms were incomplete; A couple Earthquake Preparedness Checklist LIC 9148 Forms were incomplete. 1304/51(g)

Mental Health

2

Inconsistent adherence to Policies & Procedures regarding the completion of the ASQ-SE.

Mental Health 3 New Second Step Program not being implemented as designed. Nutrition 3 Staff lacks skill/information about some nutrition-related duties.

1304.23(c) & 1304.23 (e)(1) Nutrition

3

Recurring theme for families of children with weight or other concerns to take a passive versus proactive role in their health and wellness and are difficult to motivate to take effective steps – family engagement issue. 1304.40(f)(2)(ii)

Program Design & Management

2

Staff Evaluations and Professional Development Plans need to be completed on an annual basis.

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ITEM: Head Start and Early Head Start 2014-2015 Self-Assessment, San Diego County ACTION REQUIRED: Board approval of the Head Start 2014-15 Self-Assessment for San Diego County SUMMARY NARRATIVE: The 2007 Head Start Reauthorization Act states that the Governing Board (CAPSLO Board of Directors) must “adopt practices that assure active, independent, and informed governance of the Head Start agency, including practices consistent with subsection (d)(1), and fully participate in the development, planning, and evaluation of the Head Start programs involved.” According to the Head Start Performance Standards 1304.51(a)(i)(1), "At least once each program year, with the consultation and participation of the policy groups and, as appropriate, other community members, grantee and delegate agencies must conduct a self-assessment of their effectiveness and progress in meeting program goals and objectives and in implementing Federal regulations.” Head Start San Diego County conducted their annual self-assessment during the month of April, 2015. The assessment process found fifteen areas of concern: “Priority 1: Health and Safety”– no finding was identified;

“Priority 2: Short Term Improvement” – eleven findings were identified in the areas of Program Governance, Fiscal, Case Review, Disabilities, Education, Family Community Partnerships, Program Management, Health, and Nutrition; and ,

“Priority 3: Long Term Improvement” – four findings were identified in the areas of Education, Health and Nutrition.

A Program Improvement Plan has been developed to address the noted findings. BUDGET/FINANCIAL IMPACT: None STAFF RECOMMENDATION: Recommend approval. This annual evaluation allows staff to reflect on the programs’ strengths and opportunities for improvement, and is an important measurement tool for ensuring that Head Start/Early Head Start remains in compliance with all applicable standards and requirements. POLICY COUNCIL RECOMMENDATION: Recommend approval. The Head Start/Early Head Start 2014-2015 Self-Assessment Report and Program Improvement Plan for San Diego County will be presented for approval at the Policy Council meeting on August 18, 2015. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Conducting an annual Self-Assessment is more than just a required element of the Head Start Reauthorization Act; it is truly a way for our programs to stay up to date with best practices and maintain high quality for our children and their families. _________________ Frances I. Coughlin, President Date CAPSLO Board of Directors

29

SAN DIEGO COUNTY Self-Assessment Results: Specific Program Weaknesses and Areas to Strengthen

The following results were reported by the four teams on the Head Start program systems and services delivered.

The areas needing improvement, the priority for action is indicated: Priority 1: Health and Safety - Health and Safety issues are considered high priority and must

be resolved immediately. Priority 2: Short Term Goals - Operational issues that managers and content area experts can

address in a quick and efficient manner Priority 3: Long Term Goals - Systemic issues and major areas of change that take significant

time, resources and commitment of program leaders. Content Area/System Priority Description of Weakness and Area to Strengthen

Program Governance 2

Governing board training covers a lot of information in one day. After trainings continue to review with the Policy Council members the information covered prior to the regular meeting beginning.

Fiscal 2 The importance of In-kind was not stressed at the beginning of the program year. This should be talked about starting at the Parent Meetings and reiterated during Policy Council meetings.

Case Review 2 Case Review documentation at center level found to be lacking in completeness and consistency.

Disabilities 2 Disability services need to be documented consistently each day/time child attends services.

Education 2 DRDP 2015. Rating records, portfolios must meet timelines.

Education 2 Support Teaching staff with Instructional Support domain (CLASS), Concept development, Feedback loops, advance language, real world relations

Education 2 Majority of classroom activities are teacher directed (PUSD Collaborative)

Family Community Partnerships 2

Staff requires annual overview of FCP Policies and Procedures. FPA goals must be measurable and align with the PFCEF outcomes

Family Community Partnership/Program Design and Management

2 Staff require additional training on Parent Meeting Procedures with an emphasis on Parent Committee Officer & Policy Council Representatives/ Alternates Training

Health 2 Record Keeping

Nutrition 2 Record Keeping and family style dining at collaborations

Education 3 Documentation of Education on Reference Records in a timely manner. (Home Visits, Parent Teacher Conferences, DRDP)

Education 3 Home Base staff will strengthen adherence to CAPSLO Policies and Procedures, including documentation and data input

Health 3 Improve overall documentation of health requirements and communication with parents

Nutrition 3 Improve overall documentation of nutrition requirements and communication with parents

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ITEM: Approval to submit to the National Community Action Partnership for the 2016 Award for Excellence

self-study and application. ACTION REQUIRED: Board approval to submit Self-Study Report and Application SUMMARY NARRATIVE: Pathways to Excellence is the National Community Action Partnership’s organizational capacity building initiative. Pathways uses 35 Standards of Excellence based on the Malcolm Baldrige National Quality Award and has been specifically adapted for the Community Action Network to define the very best practices for agencies. In September 2011, CAPSLO submitted the initial Self-Assessment for Pathways to Excellence. The feedback report was received in February, 2012, and since then CAPSLO has been working on improving its strategic planning process; infrastructure (policies and procedures in all administrative departments); customer input and satisfaction (clients, partners and employees); and more. The agency is now ready to apply for the Award for Excellence and will submit the Self-Report by January 2016. BUDGET/FINANCIAL IMPACT: A $10,000 fee that covers the peer review of the report and a site visit, if CAPSLO qualifies, is required with the application. STAFF RECOMMENDATION: Recommend approval. CAPSLO’s leadership, administrative departments, and program staff have worked assiduously to develop and implement systematic, agency-wide changes that impact all of our customers and way we deliver services to low-income communities. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The Board and staff have worked diligently on the strategic plan and many policies, processes and procedures that make the agency the “voice” of the community, a contributing partner in the communities we serve, and a worthy employer – in essence, an excellent agency.

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ITEM: Acceptance of 2015 CAPSLO Project Management Policy. ACTION REQUIRED: Board approval to formally accept the agency’s Project Management Policy for time-limited projects or initiatives. SUMMARY NARRATIVE: Under the Project Management Policy, the agency will systematically manage all projects and initiatives in a coherent manner to ensure integration and linkage with agency goals and strategies and program-specific activities. The policy addresses the following eight core elements: 1. Project performance is systematically managed to meet or exceed project goals and objectives. 2. All projects include measurable (ROMA) projected outcomes and objectives linked to broader agency strategies. 3. Project staff regularly reviews and improves projects based on customer feedback. 4. Project implementation/progress is systematically assessed, tracked, and reported to agency leadership. 5. Project budgets are systematically monitored and not exceeded. 6. Project staff attends appropriate and necessary training. 7. Project related facilities meet or exceed ADA and building codes. 8. A final status report is produced assessing a project’s success and contribution to overall agency goals/strategies. BUDGET/FINANCIAL IMPACT: None STAFF RECOMMENDATION: Recommend approval. This is another step in the agency’s pursuit towards the Award for Excellence. It will ensure that the agency systematically manages time-limited projects so that they link with agency goals and strategies as well as program activities. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This is an important standard that will help CAPSLO more systematically manage special projects and initiatives so that they link with our mission, goals/strategies, and programs. These management steps will help the agency achieve excellence.

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ITEM: The Approval of the adoption of the Agency’s 403B Investment Committee Charter and 403B Plan Indemnity for Plan Committee Members

ACTION REQUIRED: Adopt the 403B Investment Committee Charter as presented and a resolution for the 403b Plan Indemnification for Plan Committee members. SUMMARY NARRATIVE: The Agency has engaged a 403B Plan Advisory Consultant Firm ( NFP Retirement ) to insure that the Agency’s 403B plan is compliant with all regulations and fiduciary requirements. NFP has reviewed our plan information and proposed the Agency’s Board adopt the Investment Committee Charter which establishes the role of the Fiduciary Plan Committee. NFP also recommends a resolution be adopted to indemnify all the Plan Committee Members who serve on the Fiduciary Committee. These members may include CAPSLO Board members, the CEO, COO, CFO, and HR Director or other so designated members. BUDGET: There is no budgetary impact. FINANCIAL IMPACT: The Plan and Committee Members are covered through the Agency’s insurance coverage. CONSULTANT COMMENTS: NFP Retirement advisors strongly suggest the Agency adopt the information presented to insure that the 403B Plan and the Fiduciary Committee are in compliance with regulatory standards and the Committee Members have indemnification. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Executive Leadership and the Finance Committee of the Board recommend approval of this action.

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APPROVING THE UPDATED 403B INVESTMENT CHARTER AND INDEMNIFICATION

WHEREAS, Community Action Partnership (CAPSLO) shall indemnify and hold each plan fiduciary (including without limitation the members of the 403B Plan Committee and the members of this Corporation’s Board of Directors) harmless against any and all expenses and liabilities (including reasonable attorneys’ fees and disbursements) arising out of any actions or omissions relating to the 403B Plan, excepting only expenses and liabilities arising out of such fiduciary’s own willful misconduct or gross negligence. The provisions of this section shall survive the termination of the Plan and the resignation or removal of the fiduciary that is entitled to the indemnity. The term “fiduciary”, as used here, is intended to be interpreted broadly to include any and every individual or entity that might be considered a plan fiduciary under the terms of the Plan or under any state or federal laws and/or regulations pertaining to the Plan. WHEREAS, All members of the Board of Directors of CAPSLO, a California corporation (this "Corporation"), hereby unanimously consent to the adoption of the following resolutions, as authorized by California General Corporation Law Section 307(b) and this Corporation's Bylaws:

WHEREAS, the Chief Executive Officer, or her designee, can act on behalf of CAPSLO in the execution of any documents necessary for completion of the application herein described:

NOW, THEREFORE, BE IT RESOLVED that this Agency hereby adopts the corporate action in

regards to this Corporation’s 403B Plan.

UPON MOTION OF , seconded by , the foregoing Resolution is hereby passed and adopted at the regular meeting of the CAPSLO Board of Directors this 20th day of August 2015, on a roll call vote, to wit: Ayes: Noes: Abstain: Absent: Attest: ___________________________ Marci Sperlo, Recording Secretary Frances I. Coughlin Elizabeth "Biz" Steinberg Board President Chief Executive Officer

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Investment Committee Charter Community Action Partnership of San Luis Obispo, Inc. 403(b) Plan June 1, 2015

1. The Fiduciary Investment Committee shall be composed of individuals appointed by the Board of Directors of (Name of Plan Sponsor). Members of the Fiduciary

Investment Committee shall serve until their resignation, death or removal by the Board. In addition, a member shall be removed from the Committee, without further action by the Board, if the member’s affiliation with (Name of Plan Sponsor) is terminated.

2. The Fiduciary Investment Committee shall act pursuant to authority delegated by the Board of Directors of the Plan Sponsor (the “Board”), subject at all times to the

right of the Board to withdraw such delegation and undertake the responsibilities previously delegated to the Fiduciary Investment Committee directly. Such delegations are valid only to the extent permitted by, and provided for in, the Plan.

3. The main purpose of the Fiduciary Investment Committee is to act pursuant to delegated authority by the Board to satisfy the obligations of the Board under the

Employee Retirement Income Security Act of 1974, as amended, as follows:

a. Establishing and maintaining the Investment Policy statement; b. Selecting investment options; c. Selecting investment managers; d. Periodically evaluating the Plan’s investment performance and recommending investment option changes; and e. Providing Plan participant investment education and communication.

4. The Fiduciary Investment Committee shall follow all the policies and procedures set forth in the Investment Policy statement (the “Investment Policies”) of the Plan,

as from time to time may be amended by the Committee subject to approval by the Board. In case of any conflict between the terms of this Charter and the terms of the Investment Policies, the terms of the Investment Policies shall take precedence over the terms of this Charter and shall govern the activities of the Fiduciary Investment Committee.

5. The Fiduciary Investment Committee shall consist of no less than seven (7) members as the Board may from time to time designate. The Board shall appoint the

following positions: President, Vice President, Secretary / Treasurer, CEO, COO, CFO, and the Human Resources Director. 6. At any time that the Fiduciary Investment Committee is required to act pursuant to the Investment Policies, the chair or its designee shall convene a meeting of the

Fiduciary Investment Committee. 7. Four (4) members of the Fiduciary Investment Committee shall constitute a quorum for any action to be taken by the Fiduciary Investment Committee at a meeting. A

majority of the members participating in the meeting may take any action or make any determination at a meeting of the Fiduciary Investment Committee; provided, however, that both members participating in the meeting must agree to take any action or make any determination in the case of a meeting consisting of only two members. Members of the Fiduciary Investment Committee may participate in a meeting of such Committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.

8. The Fiduciary Investment Committee shall provide information to the Plan’s Service Provider to assist the Plan’s Service Provider in preparing all necessary

documents. 9. The Fiduciary Investment Committee shall have the resources and authority appropriate to discharge its responsibilities, including the authority to consult counsel to

the Plan and other experts or consultants at the expense of the Plan.

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10. This Charter may be amended by action of a majority of the members of the Fiduciary Investment Committee at a meeting or by the Board; providing that, if amended by the Fiduciary Investment Committee, the Fiduciary Investment Committee shall present such Charter, as amended, to the Board at its next regularly scheduled meeting.

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Investment Committee Charter The following represents a potential listing of suggested additional duties which could be included to convert an Investment Committee into an inclusive 401(k) Steering Committee. Feel free to choose from the following duties or customize to suit the needs of your Plan (change prior verbiage accordingly). ADMINISTRATIVE DUTIES: - Confirm that all Plan operations, administrative and otherwise, are being carried out as prescribed by the Plan. - Retain documents consistent with current regulations. - Approve or reject and document any appropriate transaction requests (i.e., loans, hardships, withdrawals, distributions). - Confirm and maintain timely remittance of participant contributions pursuant to current DOL regulations. - Maintain reports from each service provider associated with the Plan (Investment Advisor/consultant, recordkeeper, custodian/corporate trustee, actuary, legal

counsel). - Adopt any necessary amendments or restatements to the Plan Document. - Review results of compliance testing annually and document any resulting recommendations and activities. - Review general plan provisions annually and implement appropriate changes (with Board Approval). - Review applicable legislative updates and significant pending legislation. - Confirm that all necessary reporting to participants, vendors and appropriate governmental agencies is accomplished and documented on a timely basis. - Review and confirm current regulatory compliance status and initiate any appropriate corrections to ensure compliance. - Review and document all ERISA Section 404(a) & (c) compliance related activities as well as general fiduciary guidelines. - Coordinate and document all participant education/communications activities. - Review, confirm and document competitiveness of plan expenses and services for each plan vendor. - Provide for Committee fiduciary training as necessary. - Report, to the Board of Directors, any potential elective increase in Plan expenditure exceeding $10,000. - Review and confirm maintenance of all fiduciary practice standards. - Confirm that the Committee and Board of Directors has adhered to the Exclusive Benefit Rule of ERISA Section 404(a). - Report to the Board of Directors, at least annually, on all significant issues affecting the Plan. > Investment Committee Charter Executed: ___________________________ (Date) (Name) (Signature) (Name) (Signature)

(Name) (Signature) (Name) (Signature)



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CAPSLO Strategic Plan 2015-2018 Priority Goals & Objectives Board Update – August 2015

Goal 1: Organizational Development: The focus area of this goal is to build upon the successes of the prior Strategic Plan Goal of agency-wide Organizational Development, with an emphasis on building Board development and succession. It is critical to establish a formal, systematic process to ensure that volunteers are developed to both fully understand the scope and purpose of the organization through consistent training and successfully replace current Board members whenever needed to carry out the mission, vision and goals of the organization. The final objective of this goal is Organizational Accountability - a long range effort to improve the organization's problem solving and renewal processes, particularly through more effective and collaborative management and communication. It is an ongoing, systematic process to implement effective change throughout the organization.

• Establish Board orientation/development committee which will work with staff to create a comprehensive, systematic and ongoing orientation and training/development process. Target completion: 6/2015 Progress: Revised date: 9/31/2015 Executive Committee met and agreed to create a committee to work with staff on creating a Board Orientation.

• Committee and staff work to create a Board Orientation Manual Target completion: 1/2016 Progress: Once the Board Committee is created we will begin creating the manual.

• Board Succession Committee will create a formal Board succession plan. Target completion: 1/2017 Progress: Executive Committee met and agreed they would work with HR on a Succession Plan.

• Staff evaluate/develop recommendations for increased communication mechanisms throughout the organization. Target completion: 11/2015 Progress: Intranet is the home page for all employees. Suggestion box was created.

• Develop Organizational Chart incorporating “best practices” of human resource capacities and organizational responsibilities. Target completion: 5/2016 Progress: In process of working with program managers to evaluate organizational charts and staffing patterns.

Goal 2: Workforce Development In an effort to continually stay abreast of regulatory challenges and to remain competitive in terms of attracting, acquiring and retaining talent, this goal focuses efforts and strategies to maintain best practices to: (1) ensure job descriptions are up-to-date and tied to the organization's mission; (2) to evaluate turnover and create ways to minimize turnover; (3) to provide recognition and employee relations programs to reward employees; (4) to review the organization's compensation structure; and (5) to ensure succession planning plans are in place for the long and short term.

• Evaluate/Update job descriptions ensuring linkage to agency mission and communicate revisions to staff Target completion: 6/2016 Progress: Revised job descriptions are in the process of being reviewed by program managers.

• Create Staff Succession Plan Target completion: 12/2015 Progress: Emergency Succession Plan completed. Succession Plan for Senior Managers and key positions in process.

• Research/Identify employee recognition and appreciation programs and present to ELT. Implement as appropriate.

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Target completion: 3/2016 Progress: Meetings in all counties with employee groups to begin in September, 2015.

• Research/Evaluate current compensation plan and make recommendations. Implement changes as appropriate. Target completion: 12/2015 Progress: Revised compensation plan brought to the Leadership Meeting in May, 2015. More discussion to follow taking increase of minimum wage and other factors into consideration before presenting to the HR Committee.

• Research/Evaluate CAP agency turnover rates and retention strategies. Present findings to Senior Management Target completion: 6/2015 and ongoing Progress: Completed

Goal 3: Enhance agency efforts to increase public awareness The focus area of this goal is to: (1) improve agency efforts to increase visibility as an organization; (2) research and execute a successful outreach and community education effort centered around the agency’s 50th anniversary; and (3) continue to build upon ways to improve internal communication with staff.

• Achieve consistency in outreach materials and efforts through the development of an agency style guide and development of an outreach committee. Target completion: 7/2015 Progress: Revised Target Date: 12/15 Once a PR Firm has been selected we will work with them to create a style guide.

• Develop/Execute RFP for contracted services to increase public awareness and engagement Target completion: 12/2015 Progress: RFP is being worked on.

• Host series of events to highlight agency’s involvement in the community/celebrate 50th anniversary. Target completion: 1/2016 Progress: 12/2016 Participated in Children’s Day in the Plaza. Committee is discussing different types of events to take place in 2016.

• Implement strategies for effectively communicating with staff across CAPSLO, focusing on building capacity and understanding of email/internet/intranet among all employees. Target completion: 12/2015 Progress: Intranet is now the home page for all employees. IT is working to create email accounts for all employees.

Goal 4: Partnerships among supporters and providers of service to low-income people are achieved. The focus area of this goal is to build upon the successful, positive partner relationships achieved throughout the CAPSLO service area through a thorough and systematic review and assessment of the purpose and quality of existing partnerships (financial/non-financial/volunteer).

• Catalog and Update current MOUs/Contracts Target completion: 8/2015 Progress: Completed

• Review/Revise partner surveys and administer to most significant partners. Develop systematic process for administration, review and evaluation. Target completion: 8/2015 and ongoing Progress: This process occurs within every program assessment. Partners, funders and community members are surveyed (as determined by Program Directors), results are reviewed by Employee Council and Board Planning Committee, with report made at the full Board meeting.

• Create agency-wide tracking/reporting system for in-kind and volunteers. Evaluate current recruitment, engagement, training, and tracking strategies agency-wide. Target completion: 4/2016 Progress: Volunteer Coordinator hired in July.

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Goal 5: Funding development and resource planning The focus area of this goal is to improve agency efforts to insure viability as an organization. The agency needs to increase the amount of unrestricted funding, especially in light of potential decreased government funding. The agency needs to look at ways to build a reserve for the future and/or diversify funding streams.

• Research/Evaluate Marketing, Outreach and Fund Development staff position. Target completion: 12/2015 Progress: Discussions held with CAP Kern, EOC Fresno, WIPFLI and Brown Armstrong.

• Research/Evaluate current fundraising efforts agency-wide as well as in other CAP agencies. Target completion: 12/2015 Progress: Same as above.

• Research/Evaluate potential use of agency-wide purchasing card. Target completion: 6/2015 Progress: Expected to be completed by 10/31/2015.

Goal 6: Financial and technical systems and processes improvement The focus area of this goal is to build upon recent acquisition of financial, human resource, and client tracking systems and processes to be more efficient and to support Organizational Development efforts. Improved systems will facilitate improved agency-wide management, reporting, and decision-making.

• Review/Evaluate current software systems (with vendors, key staff) and create an action plan to educate, train and increase utilization on a planned annual schedule. Target completion: 3/2016 Progress: All applications are documented. Meetings are being held with Program Directors. Three completed to date. Findings are documented. Meetings are being scheduled with other Directors during the remainder of 2015.

• Work with current vendors to determine future application enhancements and related costs. Provide information to program directors for consideration. Target completion: 12/2017 Progress: Existing vendor meetings will be scheduled at the conclusion of the Program Director meetings.

• Research/Establish a methodology for assessing and identifying future software needs/systems. Target completion: 3/2016 Progress: Based on information gathered through Program Director meetings and exploration of new industry related software availability a plan will be established for areas of priority.

• Establish 3-year IT strategic plan. Target completion: 9/2015 Progress: Completed. Meetings will be scheduled with EL Team and Finance Committee.

• Develop a financial contingency plan for all programs. Target completion: 5/2016 Progress: This process will begin in the last quarter of 2015 and conclude in spring of 2016.

• Finance complete organizational restructure to better support program needs. Target completion: 5/2015 Progress: Completed.

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