Agenda Board of Directors Meeting · 2020. 11. 11. · Approval to Delegate authority to award bid...

Board of Directors Meeting

Agenda

November 19, 2020

Zoom Meeting

Training Begins at 4:00pm

Meeting Begins at 5:00pm

Reciting of the PromiseDee Lacey

Board of Directors Governance Training - Part 2Jerry Gomez

Introductions/Presentations

Migrant and Seasonal Head Start

Head Start/Early Head Start

Friends of 40 Prado

Liaison Reports

1. Approval of Minutes of Regular Board Meeting Minutes

Action

Finance Committee Minutes 10-21-20

Action Page 15

a. Finance Comm Agenda-Packet State Childcare Review

Page 22

2. Approval of Minutes of Finance Committee Meeting Minutes

Action

BOD Meeting Minutes 10-15-20

Action Page 6

Consent Agenda

Call To OrderDee Lacey

Roll CallMarci Sperlo

The Promise of Community Action

Page 5

Public CommentDee Lacey

FCC Conference Video

Program Liaison Reports

Meeting Book - Board of Directors Meeting

Page 2 of 75

3. Approval of Planning Committee Meeting Minutes

Action

b. Program Financial Status-Agency Wide Financials 10-19-20

Page 51

Planning Committee minutes 10-13-2020

Action Page 58

4. Approval to accept Behavioral Health Renewal Funds 20-21

Action Page 60

5. Approval to submit HS-EHS Grant Application #09CH010460-05 for San Diego County for the period April 1, 2021 throughMarch 31, 2022

Action Page 62

6. Approval to submit HS-EHS Grant Application #09CH011448serving San Luis Obispo County and parts of Kern County for theperiod April 1, 2021 through March 31, 2022

Action Page 63

7. Approval of Renewal contract for California Department ofCommunity Services and Development (CSD) Low Income HomeEnergy Assistance Program (LIHEAP) from 10120-123121 in theamount of $1,003,850

Action Page 64

8. Approval to submit MSEHS Child Care Partnership ExpansionGrant Continuation Application 90HM000011-03 for Kern andVentura counties for the March 1, 2021 to February 28, 2022

Action Page 65

10. Approval of a waiver request for an 70% reduction in the non-federal share requirement for the Migrant and Seasonal EarlyHead Start Child Care

Action Page 67

11. Approval of Migrant Head Start, Early Head Start (HSEHS)Selection Criteria Priority Points

Action Page 68

11a MSHS Selection Criteria Priority Points 2020 2021

Page 69

12. Approval of the MSHS 2019-2020 Self-AssessmentAddendum

Action Page 71

12a MSHS 2019-2020 Self-Assessment Addendum

Page 72

13. Approval to Delegate authority to award bid

Action Page 73

Chief Executive Officer's ReportBiz Steinberg

Committee Reports

9. Approval to submit a Capital Development application(renewal) to the City of Santa Maria CDBG

Action Page 66

14. Approval of Hiring of CYFS Division Director

Action Page 74

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Finance Committee

Planning Committee

President's ReportDee Lacey

Board Discussion

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The Promise of Community Action

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.

La Promesa de Community Action

Community action cambia las vidas de la gente,

encarna el espíritu de esperanza, mejora comunidades,

y hace américa un mejor lugar para vivir. nos preocupamos por la comunidad entera, y estamos dedicados a ayudar a la gente

para que se ayuden asi mismos y unos a otros.

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Community Action Partnership of

San Luis Obispo County, Inc.

Board of Directors Meeting Minutes October 15, 2020

Members of the Board Dee Lacey, President Carlos Sosa, Vice President Mical Bovee, Secy./Treas. Debbie Arnold Chuck Cesena Maria Garcia Lan George Gary Jordan Diane “Dee” Limon Steve Martin Margie Perez-Sesser Anneka Scranton Lisa Sperow Absent Rob Garcia Sandee Menge Erica A. Stewart

Staff Flora Chacon

Suzanne Leedale Loren Leidinger

Joan Limov Grace McIntosh

Melinda Sokolowski Marci Sperlo Biz Steinberg

Ron Torres

Meeting Called to order by Dee Lacey at 5:05 pm Roll Call by Marci Sperlo - A quorum was present Reciting of the Promise - led by Dee Lacey Public Comment - None

Introductions/Presentations

Board of Directors Governance Training - Part 1 Jerry Gomez

Jerry went over with the board their Governance and Fiduciary Responsibilities. We will have Part

2 of the training in November starting at 4:00pm.

Liaison Reports Migrant and Seasonal Head Start

Carlos reported the Executive Committee met and reviewed the self-assessment. Which Flora will be presenting later.

The programs are going to be closing at the end of the month with the exception of Monterey there are a few programs that are going to stay open until the end of November.

Head Start Head Start/Early Head Start

The Head Start PC is meeting next week. Friends of 40 Prado Chris Gomez reported they are about where they were last year with fundraising even though they did not hold a fundraising event this year. They are working on possibly putting together a

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thank-you event at the end of November over Zoom for larger donors. Yearend mailer is about ready to go out. Looking at another zoom event later as well. Also sending more eblasts. Loren reported we did a virtual tour last week of 40 Prado. Program Liaison Reports

Adult Day is open and seeing clients in the morning and afternoon, we will be touring this program on Monday.

Consent Agenda 1. Approval of Minutes of Regular Board Meeting Minutes - Action 2. Approval of Minutes of Finance Committee Meeting Minutes - Action 3. Approval of Planning Committee Meeting 4. Approve addition of 92127, 92128, 92129 and 92130 zip codes to specified service area for

CAPSLO Head Start services in Collaboration with Poway Unified School District under Northern San Diego Co. Grant #09CH010460 - Action Ratification

5. Approval of 2021-2022 General Fund Grant application to the County of San Luis Obispo for funding in the amount of $125,751 to support the 40 Prado Homeless Services Center - Action

6. Approval to submit a Continued Funding Application to CDE, Early Education and Support Division for FY 2021-2022 - Action

7. Approval to submit an Application to San Luis Obispo County and various cities for the 2021 Community Development Block Grant (CDBG) to support several Community Action Partnership programs - Action

8. Approval to Submit a 2021-2022 Emergency Solutions Grant (ESG) Application to the County of San Luis Obispo for funding in the amount of $102,900 to support the 40 Prado Homeless Services Center - Action

On a motion by Sandee Menge seconded by Debbie Arnold the consent agenda is approved as presented. (MSC Menge/Arnold) All in favor.

Chief Executive Officer's Report Biz Steinberg 9. Approval for CAPSLO’s Child Care Resource Connection to submit an application for funding

to the First 5 Commission of San Luis Obispo County (First 5) to address child care impacted by Covid - Action

Melinda reported the First Five Commission released 2 RFP’s, one to focus on Early Care and Education and the other one to focus on family resiliency. CCRC is stepping up to approach the workforce and try to retain as many providers as we currently have. We've had a tremendous reduction and providers have not been able to keep their doors open during Covid, either loss of business or making changes to their family child care options and center-based options due to Covid. We are only allowed to serve small groups of children, so CCRC is recommending that we use these funds to provide stipends to the child care providers to help keep their businesses going. We are targeting all sorts of providers, small family child care, large family child care also Centers, this would include private for-profit centers and a variety of child care businesses. Biz stated this fits in our Strategic Plan.

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

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10. Approval for CAPSLO’s Family and Community Support Services (FCSS) to submit an application for funding to the First 5 Commission of San Luis Obispo County (First 5) to immediately address Resilient Family Needs - Action

Melinda reported First 5 released this second funding focused on family resiliency. Help Me Grow, which was presented to the board recently, is our newest Family Resource Center and a program that reaches families countywide. They met as a team and decided their priority was to have a Family Advocate dedicated to serving 0-5 children and pregnant women. We have a lot of Advocates within our staff but we also have a change in our needs and services due to Covid. This is an added person to connect to families to focus on the young children, pregnant women and connect them to The Help Me Grow system which is tied to local pediatricians. We would leverage this with existing advocacy in supervision but a full-time Advocate. There is a fatherhood component that we adding to this because we believe fathers are more isolated at this time and are going through a large transition due to loss of work, so we added a few hours of our Fatherhood Specialist to support these families as well.

On a motion by Anneka Scranton seconded by Sandee Menge the above action is approved as presented. (MSC Scranton/Menge) All in favor.

11. Approval for funding from First 5 San Luis Obispo County – IMPACT Incentive Layer Funds to support COVID recovery stipends for child care providers in San Luis Obispo County in an amount not to exceed $77,000 - Action

Biz reported in conjunction with the recommendation of our local Child Care planning Council partnering with First 5 you're seeing a lot of early care and education groups really trying to help meet the needs of this Covid affected population so this is tied in with our QRIS.

Melinda added this would provide stipends to individuals to work in the childcare field. It's a retention measure and we are embedding it in our existing QRIS system, so if people want to take classes or progress in their permit credentialing that they hold, this would support that, so that we don't lose momentum in the workforce and we're encouraging child care providers to still participate in the Quality Rating Information System.

On a motion by Lisa Sperow seconded by Chuck Cesena the above action is approved as presented. (MSC Sperow/Cesena) All in favor.

12. Approval to submit request for additional MHSA Prudent Reserve funds to the County of San Luis Obispo Behavioral Health Department for the 40 Prado Medical Withdrawal Treatment Center instruction in the amount of $207,500 - Action

Grace reported this first application is for the Mental Health Services Act Prudent Reserve funds, these are set aside amounts of dollars to address specific construction issues, one-time-only types of expenditures, out of what is commonly known as the tax on individuals earning over one million dollars. We have applied for funding to complete our medically assisted withdrawal treatment program. Additional funds were needed primarily because of the delays due to Covid and what that has brought about in terms of the planning and permitting process and also a significant increase in construction materials. We submitted a request and were asked to submit a full proposal which is what you have before you today. We are requesting an increase of about $207,500 to close that gap to commence construction on the medically assisted withdrawal treatment program, some of you may consider it under detox.

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Suzanne reported they met today and are on a compressed timeline, funds need to be spent by June of 2021. The plan is to put it out to bid and hold a bidders conference on November 2nd and while we did submit this application and other funding we will get in our bids, so it would be mid December when we would award the bid.

On a motion by Lan George seconded by Sandee Menge the above action is approved as presented (MSC George/Menge) All in favor.

13. Application for $305,376 for new funding for the Co. of San Luis Obispo Permanent Local Housing Allocation (PLHA) Grant for 40 Prado Homeless Services Center, with CAPSLO as lead applicant and 5CHC & Echo as Subcontractors - Action

Grace reported this is a particularly exciting source of funding because it is going to be an annual source of funding on a special tax levied on sales of new homes, so finally we have potentially one source of sustainable yearly funding. This is an opportunity for the three coordinated entry agencies CAPSLO, Five Cities Homeless Coalition and Echo to apply for, in a collaborative partnership, for Permanent Local Housing Allocation funds. It will begin this year and will go for a minimum of five years but it is anticipated that it will be an ongoing source of funds.

A lot of allowable activities, including home ownership opportunities, acquisition, rehabilitation of property, assistance for those who are recently homeless or at risk, subsidies for low income housing and capitalized service reserves. We created a kind of a hybrid model to really look at what we anticipate will be a pretty substantial rapid rehousing homelessness prevention need that is going to come up once that eviction moratorium ends. CAPSLO portion in this other than being the lead agency and then retaining indirect costs on the total contracted amount will be to promote our facilitator model which is essentially a portion of shelter staff time that is dedicated to working with folks who are referred to us because of our location in San Luis Obispo as well as covering the Los Osos and Morro Bay area of individuals and families that will be in need of Rapid rehousing or homelessness prevention services. There is a tremendous amount of paperwork that is required in order to move these individuals and families forward to receive what's going to be a tremendous amount of funds coming from both the federal and state level, so this will help to offset a current portion of staffing costs. This is a fortunate opportunity that we have for one year, but we do anticipate that this will be an ongoing source of funds

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

14. Application for up to $3.4 million to San Luis Obispo County’s second round Emergency Solutions Grant – COVID 19 funding for 40 Prado to support preparation, prevention and response to the pandamic for the homeless community - Action

Grace reported this is a Federal Emergency Services Covid related grant that provides us some unique opportunities to expand our collaborative partnerships. We will be the lead in partnership with Five Cities and Echo primarily, but we will also be subcontracting to the SLO Legal Aid Foundation as well as Community Health Centers. Our direct funding request is approximately $990,000 and then 8% of the total approximately $270,000 is indirect, which I don't have to tell you as much needed. We are looking to expand some of the prior Cares Act funding that we came to you about in May, which will be to extend the incentive pay for shelter worker staff. Grace is thrilled that we would be able to continue that incentive pay. Continuation of a portion of a cook position that we had to bring on due to the loss of volunteers as evening meal providers,

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continued funding support again for current shelter staff positions, so continuing to fund that facilitator aspect of their roles, supervision, family Advocate activities related to again the rapid re-housing and homelessness prevention in the South County. So those are activities that we had already received funding for in Cares Act funding. The new activities that this grant will fund are the subcontract with all of the SLO Legal Aid Foundation to bring on an equivalent full time lawyer who will assist all of the partners in the entire County and the families and individuals that will be coming to us undoubting with many questions and concerns about on they navigate this conviction moratorium in the paperwork that's required so that we can help keep these people in their homes are get them house right away. We are really excited to be partnering with them. Subcontracting with CHC to add a medical case manager to assist the growing numbers of the medically high-risk individuals and elderly individuals that are coming out of the local hospitals that our RCP program can't meet because we're full, and these are the folks that are now going into our general population that need that assistance, so adding CHC because they are already on site, adding a medical case manager that would be an LCSW to come on and help us would be really an incredible opportunity. We are going to do track modifications in keeping with the more stringent CDC guidelines for safety. We would like to continue the additional 10 safe parking spaces that the county has funded, which is due to end the end of December, that would expand also outreach and case management activities not only for SLO but also the Los Osos and Morro Bay area, some of you may know that Los Osos in particular has been a hotspot for encampments and as well as SLO of course, with a lot of the enchantment clearing that's going to be going on next week. A new van, and a part-time quality assurance data analyst. With all of these funds and going to all of these partners and all of the data and tracking we felt it was really important to bring on someone who's going to really look at are we keeping good data are we doing what we're saying we're going to be doing and how are we tracking that amongst all of the partners so it's a lot. Seeking to do some renovation, to separate the elderly to isolate individuals that may need it.

Lan asked what's the percentage chance that will be granted the full $3.4. Grace stated the total available is about $6.3M for the County. We do know that Echo in collaboration with Peoples Self-Help Housing and HASLO will be applying to again bridge the gap for the funding they need for their acquisition in Paso Robles, so we know that be a $2M+. The Salvation Army will be submitting a smaller proposal. But Grace felt we have a very good chance again primarily because we are partnering with Echo and Five Cities. The County is very happy to have these kinds of collaborative applications come in. It shows that we really are looking at the entire county as one unified region rather than splintering. We will also be expanding Family Advocates in both SLO and North County. So we will have Family advocate activity expanded for Rapid Rehousing and Eviction Prevention.

On a motion by Lan George seconded by Anneka Scranton the above action is approved as presented. (MSC George/Scranton) All in favor.

15. Proposal to County of San Luis Obispo for the 20-21 California Emergency Solutions and Housing (CESH) Grant for Homeless Services in the amount of $392,231. - Action Grace reported this is a State grant that we had originally received a year ago and it is with our partners with Echo and Five Cities and the original grant was to increase our outreach efforts and each agency took a section of the county. Our section was, in addition to San Luis was the Los Osos, Morro Bay area. We were able to hire a full time outreach worker that goes to the various encampments and the parking areas engage individuals and families to try to encourage them to

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come on in and if not work with them where they are at. This will also continue to train and assist Five Cities and ECHO in the development of their ClientTrack. As you know we purchased ClientTrack a number of years ago and it has really allowed Homeless Services to go paperless. Client track has been a positive addition and Five Cities and ECHO would like to get this as well. This will also help support the data analyst.

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

16. Approval of the MSHS 2019-2020 Self-Assessment - Action Flora Chachon presented that this is one of the documents that the board needs to be familiar with and this is some of the data that supports what is going on in the program. Last month Flora did a presentation for the Board and most of that data supports today's report. During the self-assessment our staff was able to review 17 sources of data that was internal as well as external data to compile this very comprehensive report. The difference this year is that usually we assess the program, but this year due to Covid, we also assessed what was different for the program due to Covid. You will see some of the information represents what we found from the program. This year despite Covid and we were able to identify 17th strengths and successes for the Migrant and Seasonal Program. They were able to identify 5 areas that require attention. Some of the areas the Board is familiar with and they are part of the 5 year goals such as, the program still has not met the 10% disability. The strengths that she wants to share is that despite Covid in all of the 4 grants for Migrant and Seasonal Head Start were able to meet the enrollment numbers. There were many challenges, but we were still able to enroll and provide services to the families. Also out of the 671 Seasonal Head Start slots awarded we only used 205 that means that overall we served 77% Migrant families, so we are really looking and recruiting the neediest of the needy. The sites as they are not only meeting the Head Start Performance Standards, but also the Quality Ratings for the QRIS. We have four centers who are scoring in the highest of the five stars and that challenges all of the other sectors to do as well, but all the centers are scoring four or five, so we're really proud of that. An area that needs some work is with our family child care provider homes. We identified that 62% of our children are receiving services through the family child care provider homes. We also identified that we lost 26 providers this year, so we have to do more to attract new providers. We will need to do more training for staff on how to attract and develop new talent and providers. We are starting this in November. They also identified there was a lack of access for our staff into technology so there was a brief moment in time where we could not provide services as quickly as possible to our families because we didn’t have the equipment or the skills with technology, so that is another area where we really need to strengthen and provide resources and equipment to our staff so they can continue to provide services. Especially as we continue distant learning. We will continue to work on increasing the disability numbers and make sure that we reach that 10%. On a motion by Carlos Sosa seconded by Lisa Sperow the above action is approved as presented. (MSC Cosa/Sperow) All in favor.

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17. Board Action MHSA Behavioral Health-FCSS Family Advocate Middle School program - Action Melinda reported this is again the millionaires’ tax money in the MHSA, they have been able to release additional money in their prevention and early intervention which will allow us to have family advocates working directly with school sites County wide. They will work with school counselors and be part of a team. We have been pushing for this as advocates because there is a gap where we focus on 0-5 then we jump to high school and we want to start to work with the middle school kids earlier and provide them support. Our family advocates will be casting a net around the entire family. They may have a younger sibling and may be doing parent education in this household, so having a connection with these school sites across the county is helpful to the program. Currently we have in South County, family advocates that are connected to the Lucia Mar School District and Family advocates in SLO Coastal so this will be in addition to these services.

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

Committee Reports Finance Committee Joan reported the Finance Committee will be meeting after the Board Meeting. She reported the following September credit card and vendor charges: Total Vendor Charges: $134,368. Credit Card Charges: No Mont,

SLO/SD EHS MSEHS Credit Card-Direct Charges Total HS & EHS Part MSHS Part

Visa - Corporate/Homeless 474

American Express - IT (BC) 47,011 7,925 748 6,829 1,125

American Express - Corporate 19,574 1,045 125 6,501 1,707

American Express - Planning

American Express - CCRC 2,179

Total Direct Credit Card Charges $69,238 $ 8,971 $ 873 $ 13,330 $ 2,832

Total Head Start Charges $ 26,006

Line of Credit: Corporate $0 Housing Trust Fund $602,006.78 Planning Committee Loren reported they reviewed a lot of the grant opportunities that were approved in all of the Board Acton today, so the planning committee had a chance to ask questions and learn a little bit more about those and you've had the same opportunity tonight. We discussed the virtual tours that we've been doing. We have done the SSVF and Energy Programs as well as 40 Prado. We wanted to get some feedback and it seems like it's going well,

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people are attending, they like the times and all the information sharing, and actually we want to figure out a way to get more people involved in attending these ,so we talked about sending out the virtual tour invitation to more people in the community. So she sent it out to kind of her VIP list, to the Community Foundation and the Newcomers Group, just to raise awareness because these are great programs and a lot of people just don't know about them. Regarding the Policing Reform and the overall policy platform for National. Dee stated the board received this last month to review and asked to bring it back to discuss. National is looking at this again as it went to multiple boards made up of public and private people that answer to other constituents. There were some things in it that were controversial and could cause a division on where we stand on issues. So we are asking for this to be put aside until they come back to us beginning of the year now that they're looking at it again. Some of Board were not comfortable with this the way that it's written so we're recommending from Planning that we table this. No questions or concerns. Debbie Arnold stated she appreciates tabling this and wanted to share that those that are concerned with Policing Policy, on the Board of Supervisors agenda for next Tuesday Item 19, is a legislative platform. Their Legislative Lobbyist from Sacramento will be participating in the meeting on several different items. There are a few bills that help support some of the work that CAPSLO does. There's quite a few of them that will become state law on January 1st that will deal with a police reform. That might be a good place to go and see if some if this has been already incorporated into the state legislation package. Biz thanked the Board stating not only will the National Board look at this platform, but the entire platform that is outdated, which includes immigration issues that affect our Migrant and Seasonal Families, so when it is done it will be more comprehensive and broader. President's Report Dee Lacey Dee stated it is important that we be accountable to our programs that Jerry Gomez took the Board through. Board Discussion Lan George stated the South County is peaceful. She did have the Police Chief review the Policing reform but she will hold off on responding until it comes back to the board. Chuck Cesena reported the encampments are occurring on county property next to the library by the community center which is very visible. Whether it is worse in Los Osos or not he does not know, but has become a very vocal issue. It made him nervous that Public Works is taking a lead on this. They do own the property but they should not take the lead. Grant applications are more supported when they have lateral support. He appreciates that CAPSLO and the County are bringing resources to Los Osos. Dee reported in Paso Robles there will be a meeting Tuesday regarding a rather major issue about taking over the Motel 6 for a homeless turnkey home. Dee thought they were going to face, as we faced when we had the property secured on Higuera in the middle of businesses and wanted to put the homeless Center, but the businesses hadn't been consulted. There was a lot of backlash that we had we had to work through. This Motel is right in the middle of the entrance to Paso Robles on Highway 101 and 46. It is in the biggest area of sales tax generation for the city in motel and fast-food row. As much as they would love to see a shelter built in Paso Robles, she did

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not think they faced the issues that we have at CAPSLO and that Five Cities has faced forever on finding the right place. They built an encampment and ECHO is helping with it. There are 4 motorhomes and 3 tents and over 200 people that go from one end of the city to the other. They are not interested in moving into the encampment. She will be interested to see what will happen with this.

Marci asked about Board recruitment. Some nonprofits are rolling their boards over for one more year due to Covid. The Board will discuss this further.

Meeting Adjourned at 7:20 pm

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FINANCE COMMITTEE ZOOM MEETING

October 21, 2020

11:30 a.m. – 1:00 p.m.

1030 Southwood Drive

San Luis Obispo, CA. 93401

Board Members CAPSLO Staff Present

Carlos Sosa Elizabeth “Biz” Steinberg, C.E.O.

Rob Garcia Joan Limov, C.F.O.

Margie Sesser Suzanne Leedale, C.O.O.

Melinda Sokolowski, CFS Division Director

Sheri Wilson, CCRC Director

Loren Leidinger, Outreach/Dev. Director

Andrew White, Accounting Director

Jason Holyfield, CFS Accounting Manager

Amanda Tartala, Accountant II

Gillian Burdge, Accountant II

Joel Diestler, Accountant II

Carol Hughes, Recording Secretary Carlos commenced meeting at 11:30 a.m. Joan shared with Committee photos of children at San

Ardo, Little Angels in King City and Sunset Kern County practicing social distancing and wearing masks. Joan referred Committee to emailed handout materials that are also being displayed on everyone’s monitor during this Zoom meeting. Joan proceeded with the Finance update. FINANCE UPDATE

Annual Audit Report FYE 3/31/20 filed with Federal Clearing House as required. The Finance and Audit Committee members were sent a copy of the report.

403b Audit Report issued as of YE 12/31/19

o $31,461,774 in assets, plan is healthy o $1,065,042 in benefits paid to participants, approximately 50% of previous year

payouts

State Department of Education Audit 6/30/20 in progress, covers CCRC as well as State Childcare Development programs that are Center and Family based. This grant has to be earned based on attendance; we are underearned due to Covid-19.

One-year extension with Kern Audit Firm to be acted upon by Audit Committee, Joan will do

Board action for this. Biz informed Rob that she talked with Community Services and Development in Sacramento, if we are in process and have reached our choice by August, we will meet our org standards requirement. Biz previously shared this with Dee Lacey and Joan.

4.75 finance staff vacancies including A/P Supervisor who will stay on until suitable replacement is in on board

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Most staff working full time and remotely on a predetermined schedule. Four staff 60% remotely, ten staff 50% remotely.

CREDIT CARD & LINES OF CREDIT

$69,238 September direct credit card total includes $26,006 HS and $47,011 I.T. for adjusting

remote workstations and replacing systems

$134,368 vendor credit card charges.

Corporate LOC remains at 0.00 with no borrowing at this time

Housing Trust Fund LOC for 40 Prado, $602,006.78 balance. $2,006.78 Interest due. Carlos inquired if we are providing any clients with Chromebooks. Joan commented that most staff have iPads. Need to determine what software to use to deliver the remote platforms after

which we will know if Chromebook or another device will be used. Intent is to provide to clients who do not have a device and where possible utilize Covid-19 CARES Act funding. Even though it is not likely that we will be able to maintain good control, using an honor system, as Migrant families move in/out, we will ask them to leave the device behind for subsequent families. CHILD CARE RESOURCE CONNECTION PROGRAMS FYE 6/30/20 Joel opened the CCRC portion of today’s meeting. CCRC has three main branches

Resource and Referral

Subsidy

Local Childcare Planning Council

REVENUES

Total revenues $14,734,265. Overall grew by 19% last year

16% Subsidized Childcare

66% growth Resource & Referral due to State Covid contract

Slight growth in LCPC

EXPENSES

$10,798,481 in Provider payments. 90% subsidized child care and provider stipends

$14,735,274 total expenses

2020 PROGRAM SUMMARY Subsidized child care to children 0-12 in San Luis Obispo County.

$12,768,201 in Revenues of which $10,211,215 spent on Provider Payments, 17% growth

during 2020

CDE Greater Child Care showed significant growth: $3,630,237, increase of $1,354,097 over prior year. Received $700,000 in amendments included $265,000 to provide essential care worker pay through 6/30/20. Received $500,000 to provide continual care for essential workers through December on the new contract year.

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Sheri and Joel commented on essential care worker pay:

Helps providers and essential workers to have a match so the child care for essential workers is available and they can continue their employment

150 children enrolled in essential care during May and June

43 children eligible to move into CAP Greater Child Care. Waiting for funds and connections with the community for essential workers to provide their child care

Essential work pay will phase out. With some sustained CAP monies we can serve a third of

the children and will be able to continue with CAP based on eligibility

Contractual $250,000 for essential worker pay ended 6/30/20. On new contract year, received $500,000 to provide continual care for essential workers through December.

Due to Covid, parent fees cut last two months of the contract year and cuts continued the first two months of the new contract year. Going forward, parent fees being waived. Fees

waived for April, May and June. Fees collected during those months had to be refunded. Providers will be affected since they will not have the parent fee money to operate.

12-month eligibility is on the table. Eligibility means that child care providers have been paid

for continued care regardless of whether the child attends the day care. Very expensive to provide monies to the certified need when no care is given, impactful on our subsidies. QRIS is also on the table for consideration to stop. Next year will be challenging.

Joan highlighted that we have added over 400 children during the last four years. Additional families assisted. We have a small $30,000 reserve balance in Subsidy. RESOURCE & REFERRAL

84% of child care providers stayed in business during Covid

$453,966 provider payments

$85,193 Indirect

$283,000 in stipend funds for PPE o Staff teamed up with local planning council staff have been distributing PPE and

cleaning sanitation supplies all over the county so providers will have necessary supplies and have children in facilities

In efforts to have providers stay open, in a remote fashion we have continued coaching on

licensing, training for planning council, etc.

Toy & Resource Lending Library had 71 appointments prior to Covid. Space temporarily closed to public, being used to store and support supply distributions.

Biz commented that as the designated R&R agency, it is amazing what CCRC did to support the whole child care community since March collaborating with the State. Committee discussed how the community and the county is made aware of CAPSLO CCRC services.

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STATE FUNDED CHILD DEVELOPMENT PROGRAMS – CENTER BASED & FCC FYE 6/30/20 Joan commented that both programs are currently under audit. Gillian and Amanda presented. STATE SUMMARY

$25,839,993 total State funding

Served 3,569 children service in eight counties, up 6% over prior year

Increases in Kern, Fresno and San Joaquin counties. New center Parlier added

$13,371,453 total funding

$11,937,866 earned, 89.28%

$2.8M funding increase of the four contracts

$7,053,473 total Start funding supporting Federal grants, $976,000 increase over prior year

STATE MIGRANT PROGRAM – SAN LUIS OBISPO & KERN COUNTIES

$1,882,824 total earnings include $16,546 Covid credit. 87% earned

$1,593,284 expenditures, down 22% from prior year

$512,905 reserves. Due to Covid, unsure on status of current year reserve

17% contract increase over prior year

$298,000 certified salaries

$227,977 provider payments STATE MIGRANT PROGRAM – SAN JOAQUIN & FRESNO COUNTIES Serving Camp Families

$3,616,830 total contract, 37% increase over prior year

$3,757,802 earned, 104%. 40% increase over prior year

Parlier added to contract resulting in additional $460,000

Received $613,175 credit. Centers were not open when Covid hit so State pulled our earnings

back from October to determine credit amount

$3,315,726 expenditures includes $39,504 in leasehold improvements

$77,082 provider payments, increase of approximately $29,000

QRIS funding: $25,000 San Joaquin, Parlier $13,000

$301,104 reserves, again not sure of status of current year reserves

$7,502 total cost per child

Joan commented that our “current” State reserves are approximately $750,000. State currently

reimbursing us on a reimbursement basis. When ending the year, done based on our earnings just prior to Covid. State gave us credit in June as if we were enrolled in February even though we were remote in June. MRA $3.1M, spent $2.8M so the difference will go back to State of CA. GENERAL CHILD CARE CONTRACT

Serves 0-3 year olds at 11 centers and FCC in Kern and San Luis Obispo Counties. All braided with either SLO EHS or EHS Partnership.

Daily rate is applied to enrollment to determine earnings

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MRA increased by $447,000 during fiscal year, included 3.25% MRA increase and $50,000 in prorated expansion funds to serve additional children at Delano and McFarland. Funds received just prior to Covid so we were not able to enroll those children which directly impacted our earnings.

88% of MRA earned at $2,074,000

Staff paid through 6/30/20

$319,886 reserves earned, unsure of status due to Covid

$13,189 total cost per child Biz commented that many of our colleagues in other counties did not reach 50% earned. Melinda emphasized that we kept our staff working, they communicated with families and we provided staff with much training.

STATE PRESCHOOL CONTRACT

Serves 3-5 year olds in 34 centers located in Kern, San Luis Obispo, San Diego, Santa Barbara, Monterey and Ventura counties.

82% earned at $4,673,403

$1,203,000 contract increase during fiscal year: $987,000 prorated expansion funds received in March. Again, unable to enroll children due to Covid impacting amount earned.

$3,479,639 Salaries & Benefits. Little change since able to serve children via distance learning

$114,366 reserves earned

$7,970 total cost per child

Joan stated that this is a significant grant for us in State programs at this time. We were ready with waiting lists when Covid shelter when in place occurred. PROGRAM FINANCIAL STATUS UPDATE, AGENCYWIDE COMBINED FINANCIALS Joan proceeded with Highlights

San Diego HS: Operated a summer program for 70 children

ESH CCP: $270,000 carryover

Monterey HS: Carryover of startup funds

State Child Care Programs: State of CA issued guidance that they will reimburse grantees

based on spending and not enrollments

MSHS/EHS: Estimate $720,000 underspending (still closing and receiving in invoices). This is

year five of the award and no carryover is allowed

Migrant EHS Partnerships: CCP #1 and #2 $670,000 underspent. Might request carryovers

Food Programs: Spending for the year is at 51% for these center-based programs

CCRC: Programs running strong. Received 100% funding. Slight concern about Stage 3, may need augmentation spending on care levels over new few months

Energy: Maintaining. Small loss

CSBG: Currently at 76%, on track to be fully spent

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Adult Day: Lessor St. James Episcopal reduced rent by 50% effective October for six months. VA increased reimbursement rate to $100/day. Attendance greatly reduced at this time.

SSVF: Served 110 vets since last November, 89 rapid rehousing/21 homeless prevention. 47

placed in emergency housing. Fortunate that we have a couple of motels that are working closely with the program.

Biz expressed her gratefulness for ability to carryover funds during these unprecedented times. SUMMARY OF INDEPENDENT AUDITS, MONITORINGS AND REVIEWS

Short list due to Covid-19

SSVF monitoring in August went very well

FINANCE COMMITTEE MEETING AGENDA Joan confirmed that Committee has agenda and highlighted presenters for November meeting AGENCY WIDE COMBINED STATEMENT OF FINANCIAL POSITION AS OF 8/31/20

Current ratio at 1.112, down slightly year/year

$8,749,826 in deferred income, mainly due to State advances, when they pay us we have to bank those funds and make it last for three months

REVENUE AND EXPENSE BY PROGRAM

$42,956,369 total revenues

$2,898,841 Indirect

Without In-Kind our revenues are almost the same in August-year over year

Significant additional funding this year due to CARES Act, just starting to spend.

Health: Surplus in Health at $39,706 but seeing almost 50% fewer patients than last year

Sheltering & Veterans: Breakeven, 40 Prado Development fund has collected $4,350

Energy & Conservation: Small loss of $7,817

$100,000 received from Anthem for Wellness

$52,884 net positive

40 Prado Detox development will be getting under construction as soon as General Contractor is selected. Bids are due Dec 1st.

Joan commented that relative to the amount of awards that we are supposed to be earning and

spending, we are spending much less. Last year spent $43,614,103 vs $42,903,486 this year. In-Kind last year was $600,000-$700,000 vs $380,628 this year. Spending and In-Direct close year/year. We cannot increase administration cost year/year and need to watch these costs very closely. Suzanne updated Committee on the MAT facility (medically assisted treatment) aka Detox Center. Secured 100% of the necessary funds upfront for the Construction budget plus a contingency. Operational budget developed and is based on common area maintenance and

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typical reserves for replacement and operating reserves. The building is a 2,660 square foot facility. Bidder’s conference scheduled for November 2nd. County will pay rent to CAPSLO once project is completed. County will operate or subcontract the operating agreements of the facility to the contractor of their choice. Facility will be on a separate meter, handling of NNN expenses are to be determined. Aggressive completion date is June 30, 2021. Carlos adjourned at 1:00 p.m. Next meeting scheduled for November 14th to review Child Care Food Programs and Center-Based. Respectfully submitted,

Carol Hughes

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Board Planning Committee Meeting Minutes - Zoom

October 13, 2020, 11:30 pm – 12:30 pm

Board Dee Lacey Sandee Menge Anneka Scranton

Guests N/A

Staff Elizabeth “Biz” Steinberg Loren Leidinger Deb Burgo Sally Rogow Marci Sperlo Donna Fioravanti

Call to Order A meeting of the Board Planning Committee was held via Zoom on October 13, 2020, at 11:30 a.m. Update on October Grant Opportunities The Committee reviewed the Grant Opportunities for October 2020 presented by Planning and Grants Manager, Sally Rogow, on a spreadsheet presented by Planning Director, Loren Leidinger. Donna Fioravanti stated that the second biggest ESG-CV COVID-19 grant ($3,400,000) is one in which CAPSLO is partnering with 5Cities and ECHO; CAPSLO is taking the indirect off the top. The County isn’t sure at this time what the term of the grant will be exactly, and is raising objections as to what the grant can be used for. Tony Navarro will likely still be making changes even now. PLHA grant funds: new housing grant starts now and will continue for 3-5 years; again, CAPSLO partners with the other two local homeless agencies. CDBG grant provides staffing for 40 Prado. All of these grants we discussed are due at the same time.

Discussion then centered around the final disposition of items purchased with Federal funds; Biz stated CAPSLO makes every effort to work with Finance to maintain control and use of vehicles purchased in that manner. Discussion about NCAP policing reform platform Biz discussed the December 1st and 2nd meeting for National CAP leadership; they want to see how the election affects the country. We are welcome to discuss the policing reform, we can discuss at the board meeting around February when we have the next virtual conference, the revised platform and the national immigration reform. We haven’t had the issues they’ve had in other places, this is going to get looked at again. Biz said diversity issues touch everything we do.

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Feedback on virtual tours Loren shared that there were 30 people on the last virtual tour; Dee said lunchtime was working well and she believes it is a good idea to send an invite to Cassandra Wagner at The Community Foundation of SLO. The tours are very well done, with the opportunity to ask questions. Marci said she and Laura Mountain-Tuller are behind the camera. Loren asked potential donors to tour 40 Prado; one had tears in the eye, with great results. Dee spoke about the homeless encampment in Paso Robles. Anneka shared about the homeless in Los Osos being evicted from their encampment. Biz spoke of CAPSLO’s meeting with Bruce Gibson to keep him updated on our work with the homeless throughout the County. Biz then shared that Adult Day Center re-opened on September and shared the great survey results Adult Day Center had the last time they took a Client Satisfaction Survey – a perfect score. Biz also said that a few days after the presidential election, the NCAP will hold talks with senators regarding the results of the election. The meeting was then adjourned. Respectfully submitted, Deb Burgo

Next Meeting, November 10, 2020 @ 11:30 a.m.

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BOARD ACTION REQUIRED November 19, 2020

ITEM: Renewal funding from the San Luis Obispo County Behavioral Health Department for CCRC’s PEI Program; Family and Community Support Services (FCSS) SAFE, Martha’s Place, and Parent Education programs; Health and Prevention’s Innovations project; and 40 Prado’s Medication Assisted Residential Treatment Facility in the amount of $852,971.

ACTION REQUIRED: Board approval to approve continued funding

SUMMARY NARRATIVE: Child Care Resource Connection

o Prevention And Early Intervention component (PEI) will implement the “I Can Problem Solve“ curriculumwith private child care programs serving primarily pre-school aged children.

Family and Community Support Services o SAFE program will employ family advocates to provide resource support and outreach to families with

children ages 0-21.o Martha's Place will employ a family advocate to provide a system of navigation of the health and mental

health care system and other supportive and referral services to families with children ages 0-5.o Parent education will provide in-home parent education and assessment services to assist families in

developing parenting skills, appropriate age expectations and behaviors, positive discipline skills, andincreasing attachment.

o Supportive Housing for Collaborative Reentry will provide oversight for the supportive housing assistanceprogram to Post Release Treatment Services clients who have achieved their goals and are ready to enterinto permanent housing. This includes post release community supervision, mandatory supervision, jailservices (Sheriff's parole) and Exception clients.

Health and Prevention o MHSA Holistic Adolescent Health Project will provide novel mental health practices and curriculum to

promote positive life choices related to adolescent health and well-being to teens 13-18 and Morro Bayand Lopez high schools.

Homeless Services o 40 Prado Medication assisted Residential Treatment Facility (MAT) will provide one time funding to assist

with construction and development of an MAT located at 35 Prado.

BUDGET/FINANCIAL IMPACT: Included below are one-time use funds of $207,500 for 40 Prado MAT approved at the October board meeting. Since these funds are for construction they are not subject to indirect whereas all other funds will cover their share of administrative costs in the amount of $51,638.

CCRC PEI $ 86,674 SAFE $ 93,674 Martha’s Place $ 72,828 In-home parent education $ 79,591 Supportive housing for AB 109 $ 50,204 Holistic Adolescent Health Project $ 167,500 Carryover from 2019-2020 $ 95,000 40 Prado MAT $ 207,500 Total $ 852,971

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STAFF RECOMMENDATION: Recommend approval. CAPSLO has been funded by County Behavioral Health for many of these programs for several years. The Holistic Adolescent Health Project and 40 Prado MAT are the newest additions.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Behavioral Health Mental Health Services Act funds add great value for our families who struggle with health, mental health, and substance abuse issues. November 19, 2020 Dee Lacey, President Date

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ITEM: Approval to submit the Head Start/Early Head Start Grant Application #09CH010460-05 serving northern San Diego County for April 1, 2021 to March 31, 2022 in the amount of $6,652,454.

ACTION REQUIRED: Board approval to submit application

SUMMARY NARRATIVE: CAPSLO’s Head Start/Early Head Start (HS/EHS) Program will submit this grant application by January 1, 2021. The program proposes to serve a minimum of 94 infants and toddlers and 314 preschool aged children in center-based and home-based options in northern San Diego County. The Borrego Springs, Poway, Ramona, and San Diego communities have been selected to receive services based on need and waitlists as identified in the Head Start community needs assessment, secondary data, and staff and parent input.

BUDGET/FINANCIAL IMPACT: CAPSLO is applying for funding in the amount of $6,652,454 to serve a total of 408 children in northern San Diego County at a cost of $16,305 per child. This grant will employ 88 staff. Program Operations for Early Head Start $ 1,217,417 Training and Technical Assistance Early Head Start 27,769 Program Operations for Head Start 4,031,150 Training and Technical Assistance Head Start 45,627 Subtotal Grant Funding $ 5,321,963 Required Non-Federal Share 20% (in-kind) 1,330,491

Total Program Budget $ 6,652,454

Total Non-Federal Share (In-Kind) contributions are budgeted at $1,330,491. Total Indirect Costs calculated at

8% to cover administrative overhead costs are approximately $394,219.

POLICY COUNCIL RECOMMENDATION: This item will be reviewed for approval by the HS/EHS Policy Council at their meeting on November 17, 2020.

STAFF RECOMMENDATION: Recommend approval. This Head Start/Early Head Start refunding application will enable CAPSLO to continue to provide quality services to children and families in northern San Diego County.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Continued HS/EHS Funds will ensure that our programs are well equipped and have qualified staff for the children and families they serve. November 19, 2020 Dee Lacey, Board President Date

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ITEM: Approval to submit the Head Start/Early Head Start Grant Application #09CH011448-02 serving San Luis Obispo County and parts of Kern County for April 1, 2021 to March 31, 2022 in the amount of $8,945,265.


SUMMARY NARRATIVE: CAPSLO’s Head Start/Early Head Start (HS/EHS) Program will submit this grant application by January 1, 2021. The program proposes to serve a minimum of 254 infants and toddlers and 280 preschool aged children in center-based, family child care (FCC), and home-based options in San Luis Obispo County and Kern County. The eight communities where CAPSLO operates HS/EHS programs were selected based on need and waitlists as identified in the Head Start community needs assessment, secondary data, and staff and parent input.

BUDGET/FINANCIAL IMPACT: CAPSLO is applying for funding in the amount of $8,945,265 to serve 534 children at a cost of $16,751 per child in San Luis Obispo and Kern Counties. This grant will employ 181 staff. Program Operations for Early Head Start $3,495,194 Training and Technical Assistance for Early Head Start 76,676 Program Operations for Head Start 3,544,118 Training and Technical Assistance for Head Start 40,224 Subtotal Grant Funding $7,156,212 Required Non-Federal Share 20% (in-kind) 1,789,053 Total Program Budget $8,945,265

Total Non-Federal Share (in-kind) contributions are budgeted at 20% or $1,789,053. Total Indirect Costs calculated at 8% to cover administrative overhead costs are approximately $530,090.

POLICY COUNCIL RECOMMENDATION: This item will be presented to the HS/EHS Policy Council at their meeting on November 17, 2020.

STAFF RECOMMENDATION: Recommend approval. This Head Start/Early Head Start refunding application will enable CAPSLO to continue providing quality services to children and families in San Luis Obispo and Kern Counties.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Continued HS/EHS funds will ensure that our programs are well equipped and have qualified staff for the children and families they serve. November 19, 2020 Dee Lacey, Board President Date

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ITEM: Approval of Renewal contract for California Department of Community Services and Development (CSD) Low Income Home Energy Assistance Program (LIHEAP) from 10/1/20-12/31/21 in the amount of $1,003,850 (Contract #21B-2033)

ACTION REQUIRED: Board approval to renew contract

SUMMARY NARRATIVE: The Energy Services Division operates the LIHEAP program for San Luis Obispo County, providing energy conservation and weatherization services for low-income county residents, including utility payment assistance and repair and replacement of heating and cooling systems and water heaters. LIHEAP 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 staff. Work performed also includes furnace repair and replacement, water heater replacement, duct system testing and sealing, blower door testing, installation of evaporative coolers and air conditioning units, door and window replacement, weather-stripping, attic insulation, and other energy conservation measures. At the funding levels in this initial contract for 2021, we estimate being able to weatherize 80 homes, perform 125 heating, cooling or water heater replacement or repairs and assisting 1,050 households with utility payments.

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. Below is the preliminary budget for the initial 2021 contract. Additional funding will be added to the contract in 2021.

Budget Category Amount LIHEAP Weatherization Assistance: $263,294 ECIP Heating and Cooling: 416,918 HEAP/Fast Track Utility Payments: 323,638 (non-consideration) Total Contract Amount: $ 1,003,850

STAFF RECOMMENDATION: Recommend approval. In addition to weatherization services, heating and cooling funds will be used to replace hazardous furnaces, water heaters, non-operable heating and cooling systems, and make repairs that address carbon monoxide and other safety problems discovered by Energy staff. The contract also includes the HEAP and Fast Track utility assistance programs, which provide seniors, disabled, and low-income households with a once-a-year payment from the State of California for their energy bills. Utility assistance funds are not directly administered by CAPSLO; instead, utility payments are made by the HEAP office in Sacramento and are listed as non-consideration funds in the budget.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This contract provides three vital services (weatherization, furnace and water heater replacement, and utility assistance) for San Luis Obispo County’s low-income residents.

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ITEM: Approval to submit Migrant and Seasonal Early Head Start Partnership Expansion Grant Continuation Application 90HM000011-03 for Kern and Ventura counties for the March 1, 2021 to February 28, 2022 program year in the amount of $1,161,290.


SUMMARY NARRATIVE: CAPSLO’s Early Head Start (EHS) Program proposes to serve a minimum of 70 infants and toddlers in the family child care (FCC) option in Kern and Ventura counties. The Kern-Delano and Ventura-Oxnard communities selected to receive services are based on need and waitlists as identified in the Head Start Community Needs Assessments, secondary data, and staff and parent input.

BUDGET/FINANCIAL IMPACT: CAPSLO is applying for continued funding in the amount of $1,161,290 to serve a total of 70 infants and toddlers in Kern and Ventura counties. Included in the funds is non-federal share; a separate action has been submitted to request a waiver of the 20% requirement substituting in 7%. The grant will employ approximately 35 staff and subcontract to 14 Family Child Care Homes at a total cost of $16,590 per child.

Program Operations $1,055,000 Training and Technical Assistance 25,000 Subtotal Grant Funding $1,080,000 Non-Federal Share Contribution 7% (in-kind) 81,290(includes request for waiver reduction)

Total Program Budget $1,161,290

Total Indirect Costs calculated at 8% to cover administrative overhead costs are approximately $80,000.

POLICY COUNCIL RECOMMENDATION:This item was presented and approved to the Migrant and Seasonal Head Start Policy Council at their meeting on November 10, 2020.

STAFF RECOMMENDATION:Recommend approval. This Migrant and Seasonal Early Head Start Expansion refunding application will enable CAPSLO to provide quality services to children and families in Kern and Ventura counties.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Early Head Start Partnership Expansion funds will ensure that our family child care providers are well equipped and qualified to provide services to the children and families in our programs.

November 19, 2020 Dee Lacey, Board President Date

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ITEM: Capital Development application (renewal) to the City of Santa Maria under Community Development Block Grant (CDBG) funding to operate a home repair program that provides accessibility improvements and home repairs for low-income households in Santa Maria for $125,000


SUMMARY NARRATIVE: The City of Santa Maria CDBG Capital Improvement funding will be used to complete access improvements, such as ramps, wheelchairs lifts, or other home improvements that are needed to allow access to, from, and inside the home for approximately 20 low-income households or 38 individual Santa Maria residents. The program will also target very low-income households with general home repair needs that present health and safety and/or building code violations, such as plumbing, electrical, exterior and interior carpentry (porches, decking, stairs, floors), and other items that are either hazardous or present building code violations that the resident cannot address due to a lack of resources.

BUDGET/FINANCIAL IMPACT: The City of Santa Maria’s CDBG-funded program allows for large home repair projects and handicap access improvements for income-eligible households of all ages. Energy’s other home repair programs are limited in what can be spent per home repair project or are limited to seniors only. Payment for all activities performed under this contract is a simple reimbursement for all costs incurred, including labor, materials, program support, and administration.

Proposed Budget Home Repair $115,741 Indirect 9,259 Total $125,000

STAFF RECOMMENDATION: Recommend approval. This funding source complements the existing weatherization and senior home repair programs that are provided in the City of Santa Maria by the Energy Services Division. Energy outreach and installation staff often encounter clients who have needs that cannot be served by existing programs, so clients who need wheelchair ramps or other repairs or improvements are not currently being assisted. This program is similar to the County of San Luis Obispo CDBG-funded home repair program the division currently implements but has a higher maximum dollar mount to allow for larger projects.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The Energy Services Division has provided home repairs services since 1995 with the Area Agency on Aging, CDBG, and redevelopment agency funding. This application represents a continued opportunity to offer services in Santa Maria, continuing a contractual relationship that began in 2013. Home repair services work hand-in-hand with Energy’s weatherization programs, and provide critical help to elderly, disabled, and lower income individuals.

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ITEM: Approval of a waiver request for an 70% reduction in the non-federal share requirement for the Migrant

and Seasonal Early Head Start Child Care (MSEHS-CC) Partnership Expansion grant #90HM000011-03 continuation application for the March 1, 2021 to February 28, 2022 program year

ACTION REQUIRED: Board approval for waiver request SUMMARY NARRATIVE: Because of the continuing COVID-19 pandemic causing economic hardship in the MSEHS-CC Partnership Expansion service areas, the program is requesting a reduction in the non-federal share amount required by the Office of Head Start in the amount of $188,710. Families have had to move more because the drought’s impact on agricultural planting. Also, parents struggling with the high cost of housing, utilities, and health care 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%. This means the program is required to raise non-federal contributions of 20% or $270,000 in order to receive federal funds of $1,080,000 to support program services. This request is to reduce the Non-Federal Share requirement from 20% to 7%; in the current year we are also at 7% requirement.

Non-Federal Share (in-kind) $270,000 20% required Requested reduction in Non Federal Share ( 188,710) 70% waiver reduction Adjusted Non-Federal Share $ 81,290 Net adjusted 7% required

STAFF RECOMMENDATION: Recommend approval. The MSEHS-CC Partnership Expansion Program is committed to identifying, securing, utilizing, and reporting all available sources of non-federal 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 Office of Head Start. POLICY COUNCIL RECOMMENDATION: The waiver request was presented and approved at the MSHS Policy Council meeting on November 10, 2020. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The MSEHS-CC Partnership Expansion Program will work diligently to fulfill its commitment to securing in-kind. November 19, 2020 Dee Lacey, Board President Date

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ITEM: Update of Migrant Head Start/Migrant Early Head Start’s Selection Criteria Priority Points

ACTION REQUIRED: Board approval to MSHS’s updated Selection Criteria Priority Points

SUMMARY NARRATIVE: According to the Head Start Reauthorization Act of 2007, Section 642 (c)(1)(E)(iv)(II), the Governing Body (CAPSLO Board of Directors and HS/EHS Policy Council) shall be responsible for other activities, including (II) establishing procedures and criteria for recruitment, selection, and enrollment of children and expectant mothers.

The program is seeking approval of the updated Selection Criteria Priority Points in order to be compliance with Head Start performance standards and regulations. The changes reflect additional points for parents/families working and updated program year on the form.

BUDGET/FINANCIAL IMPACT: None

POLICY COUNCIL RECOMMENDATION: Recommend approval. This action will be presented to the Policy Council at their November 17, 2020 meeting.

STAFF RECOMMENDATION: Recommend approval. As Head Start Performance Standards change, staff must update or develop documents and procedures to maintain program compliance.

CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This is an on-going process to ensure that Migrant Head Start/Early Head Start programs are meeting the new Federal Performance Standards regarding ERSEA.

_________________________________ November 19, 2020_______ Dee Lacey, Board President Date

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Child and Family Services Policies and Procedures

Reviewed 10/2020 Page 1 of 2 ER 4.05

ER 4.05 – Selection Criteria Priority Points

Child’s Name _____________________________ DOB: __________CPID________

PARENT/FAMILY STATUS Check only one POINTS

Foster Parent(s) 75 Single Parent 50 Grandparent(s) or Guardian(s) 50 Two Parent 25

DISABILITY Check only one POINTS

Diagnosed/Multiple 50 (Confirmed before selection - approval by DS Coor.) Diagnosed 45

(Confirmed before selection - IFSP or IEP attached) Suspected by qualified person 25 Suspected by parent 10 Zero disability 0

INCOME Check only one POINTS

Income eligible 50 Over-income/0-30% above poverty guidelines 25 Over-Income/31-50% above poverty guidelines 10 Over-income/51-75% above poverty guidelines 5 Over-income/76% or more above poverty guidelines 0

CHILD’S AGE Check only one POINTS

0-36 months old by September 1st, 2021 15 36-71 months old by September 1st, 2021 10

EMPLOYMENT STATUS Check only one POINTS

Single parent/guardian working 75 Both parents/guardians working 75 One parent working and one on “Incapacitated” status 25 One parent working and one attending school or training 25 Both parent / single parent on “Incapacitated” status 5 One parent working, one parent / single parent not working 0

MIGRANCY STATUS (Within previous 24 months) Check only one POINTS

Moved within previous 24 months 50 Has not moved (Seasonal) 0

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Child and Family Services Policies and Procedures

Reviewed 10/2020 Page 2 of 2 ER 4.05

OTHER FACTORS POINTS

Homeless 75 CWS/CPS referral 10 Domestic/family violence 10 Substance abuse of a parent 5 Smoking 5 Mental illness (diagnosed) of a parent 5 _ Teen parent (under 19 years of age) at birth of the child you are enrolling 5 Recent death of parent/guardian or sibling (within 12 months) 10 WIC/SNAP 5 Permanently disabled custodial parent or guardian 5 Custodial parent/guardian with no high school or GED/diploma 5 Impacted by major natural disaster 5 Currently incarcerated parent/guardian 5 Military family, including veterans 5 Family with one parent on an extended absence (Deportation) 5 Housing authority 5 Family has children currently enrolled in a MSHS program option 5

PRENATAL ONLY AT RISK PERIOD Check only one POINTS

1st Birth 15 2nd or More Birth 10

PRENATAL POINTS

First Trimester (conception thru 3 months) 20 Second Trimester (4 thru 6 months) 15 Third Trimester (7 thru Birth) 10 Twins or multiples 20

AT RISK PERIOD (Prenatal Only) Check only one POINTS

Diagnosed (confirmed before selection) 25 Suspected by qualified person 20 Suspected by parent 10 Not at risk 0

Completed by: ___________________ Date: ________ TOTAL POINTS _____________

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ITEM: Migrant and Seasonal Head Start (MSHS) 2019-2020 Self-Assessment Addendum

ACTION REQUIRED: Board approval of Self-Assessment Addendum

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 Standard 1302.102 (b)(2), (i) “Conduct a self-assessment that uses program data including aggregate and child assessment data, professional development and parent and family engagement as appropriate to evaluate the program’s progress towards meeting goals…; (ii) Communicate and collaborate with the governing body and policy Council, program staff, and parents enrolled children…; and (iii) “submit findings of the self-assessment … to the responsible HHS official.”

The MSHS Program conducted their annual self-assessment from September 2019-August 2020 with a report date of August 31, 2020. The MSHS Self-Assessment was presented and approved to the Policy Council and Board of Directors in October 2020. The program identified thereafter a data reporting error that amounted to counting 47 children twice in the 2019-2020 cumulative funded enrollment. This was in part to the distance learning temporary reporting setup. The program has reviewed and corrected the error to ensure future data is accurate.

BUDGET/FINANCIAL IMPACT: Impacts only informational reporting of cost-per-child, but no mandated fiscal reporting was impacted.

STAFF RECOMMENDATION: Recommend approval. This Self-Assessment Addendum reflects the correct 2019-2020 cumulative funded enrollment achieved for the Migrant and Seasonal Head Start/Early Head Start Programs.

POLICY COUNCIL RECOMMENDATION: The MSHS 2019-2020 Self-Assessment Addendum was presented and approved at the Policy Council meeting on November 10, 2020.

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.

November 19, 2020 Dee Lacey, Board President Date

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Addendum: MSHS Enrollment Numbers 2019-2020

On October 19, 2020, the MSHS Director was informed that the MSHS Program did not meet the funded enrollment numbers as presented to the Board in September. After further review of the final stats for the program, the Information Management System Department recognized that some children participating in Distance Learning were counted twice in the database.

This occurred due to two factors:

The COVID Distance Learning model was new to the program and we were responding as quickly as we could to meet the needs of our families.

A. It was the beginning of our enrollment season, and the staff was reaching out to all families, including prior year families, to start their enrollment process when COVID hit we followed up with families (and continue to do so) to assist with obtaining basic needs, such as (filing for unemployment, food pantries, utility assistance resources, communication resources) while working with them to determine their eligibility for the program - some of these families were originally counted because of prior year enrollment.

B. In an attempt to capture the information in the database, a temporary setup was initiated and as we moved children from distance learning to physical attendance, they were unintentionally counted twice. The total number of over reported children was 47. Please see the break down below:

MSHS Grant Funded Enrollment Cumulative Enrollment Difference Base #90CM9821

1,627 1,580 -47

Partnership I #90HM000019

348 387 39

Partnership II #90HM000010

86 112 26

Partnership III #90HM000011

70 108 38

Please be assured that the error has now been corrected and future data will be up to date and accurate. The program takes full responsibility for this error and apologizes for providing you with inaccurate data. We will continue to monitor the system to avoid any further issues and complexities that COVID has imposed. Additionally, it has also been recommended by our CEO that the program wait to share the Program Information Report (PIR) information with the board until October when all statistics have been verified and double-checked. The program will adhere to this recommendation moving forward.

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ITEM: Request Board approval to delegate authority to the “Selection Committee” to award bid to the

selected General Contractor for construction and development of the Medically Assisted Treatment (MAT) Facility formerly Detox Center building at 40 Prado Road.

ACTION REQUIRED: Board Approval to delegate awarding of contract. SUMMARY NARRATIVE: History: In April 2018, the Board approved CAPSLO to move ahead with a modular building to serve as a Detox Center with an estimated budget of $730,000 at the 40 Prado site. The initial CAPSLO proposal was a 2,880 square foot facility to serve 8-10 patients in a combination of 6 to 30-day stays based on a modular design. In February 2019, the Board approved awarding the design contract to garcia+design. The MAT facility would be owned by CAPSLO but operated by a contractor selected by the County through an RFP process. Through the design and permitting process, the building changed from a modular unit to stick built. In the process, it became approximately 2600 square feet.

Current: The first permit was submitted to SLO City January 23, 2020. March of 2020, COVID response disrupted operations both at the city and CAPSLO resulting in delays for the permitting process. The delays have resulted in a compressed, yet achievable, timeline for certificate of occupancy of June 30, 2021. The deadline is the date needed by County for operations.

Request: CAPSLO has formed a Selection Committee made up of the 2 principal architects from garcia+design, CAPSLO Facilities Director and Facilities Manager, CAPSLO Chief Operating Officer, and the Secretary Treasurer of the Board. With the tight timeframe to complete the building, and with bids due December 1st, we are requesting that the Board delegate selection of the General Contractor to the Selection Committee so that a timely decision can be made and the General Contractor can commence planning for a timely completion of the project in June 2021. BUDGET/FINANCIAL IMPACT: CAPSLO has raised $1,265,000 for the construction of the MAT Facility. All funds have been awarded with the exception of $207,500, pending Board of Supervisor approval on December 8. The original estimate was for a modular structure alone at $730,000. Cost increases are a result of changing from a modular to a stick building and material and labor cost increases over the last 2 years. COVID-19 has also contributed to increases. Until the actual bids are received, the costs remain best estimate.

The Bid process is competitive and conforms to the requirements of CAPSLO’s funders as well as CAPSLO’s policy. The committee will utilize a tool to measure, record and award the contract to the overall most qualified Contractor. STAFF RECOMMENDATION: Recommend approval. The compressed timeline is still achievable, but is a concern. Selection team members are familiar with construction and CAPSLO award requirements. Further delays may result in not completing the building by the requisite deadline. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval to delegate awarding of the General Contractor contract.

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Board Action RequiredNovember 19, 2020

ITEM: Hiring of the Child Youth and Family Services Division (CYFS) Director

ACTION REQUIRED: Approval by Migrant and Seasonal and Head Start Policy Councils and the CAPSLO Board of Directors

SUMMARY NARRATIVE: Recruitment began in July 2020 for the CYFS Division Director. The first interviews were held on September 3, 2020 where the Board Vice President as well as the Board Early Care and Education Specialist were on the panel that also included one Executive Leadership staff member. The top three candidates were interviewed on October 27th and 30th, 2020 by three Board members including the Board President and Secretary/Treasurer, Legal representative and CAPSLO, CEO and COO. The Policy Council interviews were held on October 9th. Additionally, Senior Management held conversational interviews with all three applicants on October 13th.

The top candidate is Melinda Sokolowski. She received 773 of 825 points in 2nd interview and 134 of 150 points in the Board/Policy Council Governance interview. Melinda is also the overall choice from Senior Management.

STAFF RECOMMENDATION: Melinda Sokolowski graduated from Cal Poly in 1995 with a BS in Human Development and Psychology. She served as ECE teacher at Grandmothers House in San Luis Obispo. In addition, she was an intern Child Life Therapist and a children’s bereavement team counselor. Melinda began with EOC in 1995 as a Child Care Resource Specialist through 1999.

Melinda’s career continued with CAPSLO from 1999 – 2002 where she served as a supervisor for Child Care Services. From 2002-2009 Melinda was the State Child Director for the State Child Development program, oversaw a budget of 5 million, and supervised 155 staff throughout the state. Melinda’s career continued with CAPSLO from 2009-2012 serving as the Project Director for Fatherhood Involvement. This program spanned 9 years and Melinda coordinated research with Professor Teams from Berkley, Smith and Yale College. From 2012-2020 Melinda was the Division Director of Family and Community Support Services directing multiple programs contracted by the Department of Behavioral Health, Department of Social Services, Child Welfare Services, Housing and Urban Development (HUD), CA Office of Child Abuse Prevention, and First 5 of San Luis Obispo County.

In March of 2020 Melinda was appointed Interim Division Director of CYFS directing programs contracted by the Office of Head Start among others that supports over 5,500 children and families in 10 counties with an extensive budget. Two weeks into her interim role, COVID-19 hit. Melinda organized CYFS with her Health Manager, Katie Hollingsworth, weekly and sometimes daily meetings as we learned about COVID and planned the protocols for centers, offices, etc. agency wide.

Melinda is qualified to step into the CYFS Division Director position, oversee the largest budget of the agency and the largest number of staff. The programs include Migrant and Seasonal Head Start, Head Start, Early Head Start, State funded programs and Family and Community Support. Melinda has developed solid relationships during her career at EOC/CAPSLO. Her expertise with the Fatherhood Study allowed CAPSLO to forward the Study to OHS and OCS within ACF at the federal level.

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An additional role that Melinda plays locally on behalf of the Local Child Care Planning Council is that of First 5 Commissioner. She is a trusted colleague in all areas of child and family services. Since March, she has begun building relationships with all school districts that CAPSLO collaborates with for all children’s programs in multiple counties as well as other nonprofits such as United Way, etc. POLICY COUNCIL RECOMMENDATION: The joint Policy Councils met on November 10th and approved the action as presented in hiring the CYFS Division Director. BUDGET/FINANCIAL IMPACT: This position is already reflected in the CYFS combined budgets. CHIEF EXECUTIVE OFFICERS RECOMMENDATION: CEO highly recommends Melinda for the CYFS Division Director. Melinda recently was recognized for 25 years of service as a CAPSLO employee, her experience, education, and managerial expertise makes her the most qualified person for this role. She is uniting the Division since she stepped in to assist me with stabilization of the Division. Her communication skills, supervision of staff, leadership qualities are assets she brings to this important role within CAPSLO. All references were stellar – “The most collaborative and creative partner to work with. Exceptional problem solving skills. We could not do what we do without Melinda!” . Dee Lacey, Board President Date

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Agenda Board of Directors Meeting · 2020. 11. 11. · Approval to Delegate authority to award bid...

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