Willamette Workforce PartnershipBoard Meeting

A G E N D A 7:30 Welcome and introductions Patricia Callihan-Bowman 7:35 Consent agenda Patricia Callihan-Bowman August 15, 2019 minutes 7:40 Consideration of Policy A01 Grievances

and Complaints Ami Maceira

7:45 State Monitoring report-out Ami Maceira Gary Mueller 7:55 Consideration of Strategic Plan Kim Parker-Llerenas 8:10 Rethinking Job Search Workforce Innovation Fund Grant final report Susan Barksdale 8:20 Rethinking Careers participant presentation Tierney Ferguson 8:30 Early Learning Hub stakeholder questions Kim Parker-Llerenas 8:50 Budget Report Gary Mueller Program Report and activity Ami Maceira 9:10 Legislative request discussion/activity Kim Parker-Llerenas 9:30 Meeting adjourned Patricia Callihan-Bowman

Date: November 21, 2019 Time: 7:30am – 9:30am Location: CCBI Bldg. Room 102/103 626 High St NE Salem, Oregon 97301

 

 

  

Willamette Workforce Board|MINUTES August 15, 2019 | 7:30 am | 626 High St, Salem Oregon 97301 Room 102/103 Welcome and Introductions: Gayle Gilham 7:38am Members present: Frances Alvarado, Erik Andersson, Bruce Christensen, Seth Christensen, Alvin Elbert, Aaron Ensign, Tom Erhardt, Jim Eustrom, Michael Fowler, Gayle Gilham, Mark Hester, Erin Frenzel, Melody Garcia, Rhonda Meidinger, and John Pascone. Others present: Gary Mueller, Kim Parker-Llerenas, Julianne Major, Ami Maceira, Dean Craig, Pat O’Conner, Adam Menning, David Bird, Brad Bickle, and Jim Robertson. Consent Agenda: Minutes from May 16th 2018 Workforce Board meeting Seth Christensen moved to accept the Consent Agenda as presented. Tom Erhardt seconded. Motion passed unanimously. Ratification of Annual Budget: presented by Seth Christensen John Pascone moved to ratify the 2019-2020 budget as presented and approved by the executive committee, and Alvin Elbert seconded. Motion passed unanimously. Update on Sector Strategies:

Manufacturing: presented by Suzie Gibson Transportation/Warehouse/Distribution: presented by Dean Craig Health Care: presented by Kim Parker-Llerenas/ Adam Menning, Chemeketa Community College

Incumbent Worker grant presentation: presented by Suzie Gibson/Brad Bickle, Oregon Fruit Linn County Pipeline Project presentation: presented by Ami Maceira/ David Bird, Linn Benton Community College Update on strategic planning: presented by Kim Parker-Llerenas Action on Mission/Vision: presented by Gayle Gilham Tom Erhardt moved to accept the Willamette Workforce Partnership Mission/Vision and Jim Eustrom seconded. Motion passed unanimously. Staff reports: Budget report: presented by Gary Mueller Program report: presented by Ami Maceira Meeting Adjourned 9:15am _________________________________________________ Seth Christensen Secretary/ Treasurer Date

GRIEVANCES AND COMPLAINTS

Revised: October 1, 2019 Policy: A01

Page 1 of 4

PURPOSE This policy provides guidance and procedures under which Willamette Workforce Partnership (WWP) and its sub-recipients accept and process grievances and complaints. Claims allege a violation of the Workforce Innovation and Opportunity Act (WIOA), grants, or agreements and their applicable laws, regulations, and non-discrimination provisions. REFERENCES Code of Federal Regulations 20 CFR 683.600, 610 & 620 Code of Federal Regulations 29 CFR 38.35 WIOA Sec. 181 (c) &188 POLICY Willamette Workforce Partnership (WWP) shall operate all workforce programs in conformance with the Workforce Innovation and Opportunity Act (WIOA) and all other applicable laws and regulations. No application or provision of services shall allow discrimination based on race, color, religion, sex, national origin, (including limited English proficiency) age, disability, political affiliation or belief, citizenship status, or participation in any Workforce Innovation and Opportunity Act (WIOA) Title I-financially assisted program or activity as prohibited by WIOA or this part. This includes pregnancy, childbirth, and related medical conditions, transgender status, and gender identity. Should a suspected violation of this policy occur, the grievance or complaint should be addressed as follows: Who May File Any applicant, participant, service provider, One-Stop Operator, WSO Partner, or another interested party may file a complaint alleging a violation of Workforce Innovation and Opportunity Act (WIOA), grants, agreements or non-discrimination laws. Where to File One can file a grievance or complaint with the sub-recipient/program provider EO Officer, the Willamette Workforce Partnership (WWP) EO Officer or the Willamette Workforce Partnership (WWP) Executive Director. In the interest of expediency, filing with the person closest to the alleged violation is preferable. Resolution Process Sub-recipients/program providers and employers of participants must use WWP procedures to process complaints related to the terms and conditions of the participant’s training or employment. If a complaint process covered under a collective bargaining agreement is required, then those procedures may be used. Any hearings conducted by an employer must comply with all provisions for hearings described in this policy.

GRIEVANCES AND COMPLAINTS

Revised: October 1, 2019 Policy: A01

Page 2 of 4

Complainants with Disabilities Accommodations in methods of communication and accessibility of locations will be made in compliance with ADA requirements for those with disabilities. PROCEDURES General Provisions Written complaint procedures shall be made available to every applicant of the Workforce Innovation and Opportunity Act (WIOA) services. Reasonable efforts will be made to ensure that participants, individuals and recipients of federal assistance under the Workforce Innovation and Opportunity Act (WIOA) understand those complaint procedures. The written complaint procedure will include a notice that the complainant and respondent have the right to be represented by an attorney or another individual of their own choice. Complaints alleging violations of the Workforce Innovation and Opportunity Act (WIOA) laws and regulations other than the alleged act of discrimination must be filed within one year from the date of the alleged occurrence. Discrimination complaints must be filed within 180 days from the date of the alleged act of discrimination. All references to days shall be defined as calendar days, with timelines beginning on the day a complaint is received by the appropriate party as outlined herein. The Assistant Secretary of the U.S. Department of Labor for a good cause may extend periods. An EO Officer receiving a grievance or complaint will immediately notify the Willamette Workforce Partnership (WWP) Executive Director and the Willamette Workforce Partnership (WWP) EO Officer (if a sub-recipient EO Officer received the complaint). The Willamette Workforce Partnership (WWP) Executive Director will determine if the complaint relates to an alleged violation of Workforce Innovation and Opportunity Act (WIOA) laws and regulations or alleged discrimination, or is more appropriately referred to another program or organization offering services through the WorkSource Oregon system. PROCESS In addition to the process outlined below, allegations of discrimination will adhere to the process requirements as described at 29 CFR Part 38, Subject Group 88. Complainants alleging discrimination may at any time before issuance of a Final Decision, choose to pursue Alternative Dispute Resolution (ADR).

GRIEVANCES AND COMPLAINTS

Revised: October 1, 2019 Policy: A01

Page 3 of 4

Complaint Receipt Upon receipt of a grievance or complaint, the EO Officer will establish a file to contain the following:

The complainant’s application and enrollment forms; Completed complaint form or written statement documenting the alleged

infringement; A chronological log of events related to the alleged violation; Relevant correspondence; Record of any attempted resolutions before the filing of the complaint.

Complaints alleging discrimination must be filed in writing, either electronically or in hard copy, and must contain the information as outlined at 29 CFR 38.70. Informal Resolution An attempt should be made to resolve the satisfaction of all the parties through informal agreement. The friendly resolution process must be completed within ten days of receiving the complaint. If all parties are satisfied, the claim is considered resolved, and the terms and conditions of the resolution must be documented in the complaint file. Formal Resolution When an informal resolution is not possible, Willamette Workforce Partnership (WWP) will issue a determination within 20 days of receiving the complaint. If an appeal of the decision is not requested within 14 days from the date of determination, the claim is considered resolved, and the complaint file is documented accordingly. Hearing If the Formal Resolution is appealed, the Willamette Workforce Partnership (WWP) Executive Director will refer the claim to the Higher Education Coordinating Commission State Grievance Coordinator for designation of a hearing officer to ensure the complaint receives fair and impartial treatment. The hearing must be conducted within 45 days of the date the complainant the grievance was filed by. The hearing officer will schedule a formal interview and mail a written notice to the complainant, respondent, and any other interested party at least seven days before to the hearing. Parties may present witnesses and documentary evidence and question others who offer evidence and testimony. The complainant may request that records and documents be produced. Attorneys or other designated representatives may represent each party. All statements will be taken under oath or affirmation. The hearing will be recorded by either audiotape or writing. The hearing officer’s

GRIEVANCES AND COMPLAINTS

Revised: October 1, 2019 Policy: A01

Page 4 of 4

recommended resolution will include a summary of factual evidence presented during the hearing and the conclusions upon which the recommendation is based. Final Decision The Willamette Workforce Partnership (WWP) Executive Director will review the recommendation of the hearing officer and issue a final decision within 60 days of the date the complainant file the grievance. Appeal An appeal may be requested if any party is dissatisfied with the Final Decision, or any party who does not receive a Final Decision or resolution within 90 days of the complaint being filed, may request an appeal. Appeals may be submitted to: Higher Education Coordinating Commission Office of Workforce Investments (HECC-OWI) 255 Capitol St. NE, 3rd Floor Salem, OR 97310 HECC-OWI will review the complaint file, the hearing record, and all applicable documents and issue a final decision within 30 days of receipt of the appeal. Further Appeal Any party that receives an adverse decision after appeal may seek a further appeal with the US Department of Labor. All appeals must be submitted by certified mail, return receipt requested, and addressed to: Secretary of Labor Attention: ASET U. S. Department of Labor Washington, D.C. 20210

STRATEGIC PLAN 2020-2024

Willamette Workforce Partnership is responding to the needs of employers and job seekers in a dynamic economy.

Employers are challenged by an unprecedented scarcity of qualified job applicants, due in part to an historically low unemployment rate. The skills needed to earn a good living in both manufacturing and the service industry challenge job seekers. The workforce system is charged with designing and offering appropriate programs and services with declining federal funding.

Willamette Workforce Partnership’s response to this situation includes funding and managing the High Performance Consortium and other sector partnership initiatives, and funding an innovative approach to serve unemployed individuals in removing barriers to employment.

In fall of 2018, Willamette Workforce Partnership began a strategic planning process to help plan for the future. Community outreach sessions were held throughout the Mid-Valley and Willamette Workforce Partnership listened.

The Board of Directors and the Jobs Council then began a more formal planning process by adopting a vision and mission statement in August 2019.

Vision: The Willamette Valley has a vibrant economy and prosperous communities through a dynamic, engaged, and innovative workforce.

Mission: Through collaboration, training and outreach, Willamette Workforce Partnership efficiently drives results that lead to a skilled workforce, successful employers, and thriving communities.

The planning process continued with an email survey to obtain input from private and public sector partners that informed a Board of Director’s and Jobs Council joint work session in October. The following, Willamette Workforce Partnership Strategic Plan 2020-2024, is the result.

Key Strategy 3

Serve workforce system needs that go beyond employment and training services and lead to thriving communities.

▶

▶ Participate as a workforce advocate in community discussions that address housing, child care and transportation issues

▶ Serve specialized populations, including youth enrolled in high school, and connect them to workforce services

Key Strategy 2

Offer workforce services that lead to a successful employer community.

▶ Engage with employers to identify necessary employment skills and invest in job seekers to meet those needs

▶ Develop solutions to employers’ current workforce challenges such as essential skills, retention, advancement, certification and training

▶ Provide opportunities for employer-to-employer conversations and problem-solving discussions

Key Strategy 1

Invest in proven and innovative programs and partnerships that lead to a skilled workforce.

▶ Enhance the workforce system’s provision of essential skills training and connection to Career and Technical Education

▶ Design workforce service delivery programs and partnerships to maintain and enhance access to services in all areas of the Mid-Valley

▶ Expand the impact of training dollars through partnerships

Promote workforce system services throughout the Mid-Valley

WWP ADMIN EXPENSES

Staff Salaries/Taxes/Fringe 341,330 377,031 (35,701) -10%

Staff Travel 8,592 3,932 4,660 54%

Staff Development 8,592 8,993 (401) -5%

Board Support & Outreach 25,000 15,344 9,656 39%

Audit & Fees 34,500 28,988 5,512 16%

HR & Legal Services 15,000 17,004 (2,004) -13%

Professional Services 18,592 6,858 11,733 63%

Memberships 16,000 15,288 712 4%

Insurance 20,000 18,247 1,753 9%

Supplies & Technology 25,560 38,141 (12,581) -49%

Facilities 47,898 37,670 10,228 21%

Subtotal WWP Admin Expenses 561,062 567,497 (6,434) -1%

WWP PROGRAM EXPENSES

Staff Salaries/Taxes/Fringe 466,741 433,797 32,944 7%

Staff Travel 11,408 14,635 (3,226) -28%

Staff Development 11,408 2,438 8,970 79%

Professional Services 11,408 14,794 (3,386) -30%

Supplies & Technology 33,940 8,159 25,781 76%

Facilities 63,602 64,989 (1,387) -2%

Subtotal WWP Program Expenses 598,509 538,812 59,697 10%

TOTAL WWP EXPENSES 1,159,571 1,106,309 53,262 5%

TRAINING & PROGRAM SUPPORT

Partner Training & Support 24,000 13,354 10,646 44%

Consortia Activities 23,000 61,195 (38,195) -166%

Program Support Contracts 216,500 198,936 17,564 8%

WSO Center Infrastructure 228,000 220,100 7,900 3%

Participant Database (I-Trac) 67,590 47,248 20,342 30%

Incumbent Worker Training 200,000 159,930 40,070 20%

Training Contracts 180,000 67,589 112,411 62%

RJS Training 275,000 125,022 149,978 55%

WSO & Youth Programs Contractors 4,023,123 3,945,426 77,697 2%

TOTAL TRAINING & PROGRAM SUPPORT 5,237,213 4,838,799 398,414 8%

TOTAL EXPENDITURES 6,396,784 5,945,108 451,676 7%

2018-2019 BUDGET TO ACTUALJULY 1, 2018 to JUNE 30, 2019

EXPENDITURES 2018-19 Budget 2018-19 Actual Budget Balance % of Budget

Remaining

WIOA Funds:

WIOA Administration 700,761 297,258 - 403,504 376,817 780,321

WIOA Adult 1,572,220 1,158,808 - 413,412 1,051,795 1,465,207

WIOA Dislocated Worker 1,904,383 1,272,679 - 631,704 1,101,456 1,733,160

WIOA Youth 2,122,185 1,512,180 - 610,005 1,238,106 1,848,111

Subtotal 6,299,550$ 4,240,925$ -$ 2,058,625$ 3,768,174$ 5,826,799$

Other Funds:

WIF (Rethinking) 641,085 440,618 - 200,467 - 200,467

Competitive Strategies 153,660 153,660 - - 106,260 106,260

Industry Engagement 155,289 155,289 - - 106,129 106,129

Work Experience 708,466 708,466 - - 357,615 357,615

Marion County - - - - 75,000

Unrestricted 74,861 3,770 - 71,091 46,000 117,091

Subtotal: 1,733,361$ 1,461,803$ -$ 271,558$ 691,004$ 887,562$

Resources Total: 8,032,911$ 5,702,728$ -$ 2,330,183$ 4,459,177$ 6,714,361$

2019-20 Budget $5,380,042

Unbudgeted Resources $1,334,319

2019-20

Projected

Resources

2018-19

Resources

2018-19

Expenditures

Expiring

Funds

Resources

Carried

Forward

2019-20

New Funds Title

WILLAMETTE WORKFORCE PARTNERSHIP

RESOURCE PROJECTIONS

as of August 5, 2019

WWP ADMIN EXPENSES

Staff Salaries/Taxes/Fringe 494,865 82,841 412,024 83%

Staff Travel 11,059 237 10,822 98%

Staff Development 6,144 3,750 2,394 39%

Board Support & Outreach 27,500 2,295 25,205 92%

Audit & Fees 28,500 6,294 22,206 78%

HR & Legal Services 7,500 2,057 5,443 73%

Professional Services 7,680 4,634 3,045 40%

Memberships 16,000 3,319 12,681 79%

Insurance 20,000 19,849 151 1%

Supplies & Technology 30,719 12,084 18,635 61%

Facilities 62,974 13,257 49,717 79%

Subtotal WWP Admin Expenses 712,940 150,618 562,322 79%

WWP PROGRAM EXPENSES

Staff Salaries/Taxes/Fringe 278,491 123,540 154,951 56%

Staff Travel 6,941 3,183 3,759 54%

Staff Development 3,856 - 3,856 100%

Professional Services 4,820 2,184 2,636 55%

Supplies & Technology 19,281 2,081 17,200 89%

Facilities 39,526 13,101 26,425 67%

Subtotal WWP Program Expenses 352,916 144,089 208,826 59%

TOTAL WWP EXPENSES 1,065,855 294,707 771,148 72%

TRAINING & PROGRAM SUPPORT

Partner Training & Support 19,000 2,795 16,205 85%

Consortia Activities 50,000 2,288 47,712 95%

Program Support Contracts 136,000 79,352 56,648 42%

WSO Center Infrastructure 238,000 49,506 188,494 79%

Participant Database (I-Trac) 59,035 13,043 45,992 78%

Incumbent Worker Training 150,000 2,525 147,475 98%

Training Contracts 280,000 38,973 241,027 86%

WSO & Youth Programs Contractors 3,382,152 623,224 2,758,928 82%

TOTAL TRAINING & PROGRAM SUPPORT 4,314,187 811,705 3,502,482 81%

TOTAL EXPENDITURES 5,380,042 1,106,412 4,273,630 79%

2019-2020 BUDGET TO ACTUALJULY 1, 2019 to SEPTEMBER 30, 2019

Budget Balance % of Budget

Remaining EXPENDITURES 2019-20 Budget 2019-20 Actual