FIRST 5 FRESNO COUNTY · 1/15/2020 · agenda item 3 . first 5 fresno county . administered by...

NOTE: If you need disability modification or accommodation in order to participate in this meeting, please contact the Commission office at (559) 558-4900 at least 48 hours prior to the start of the meeting. Government Code Section 54954.2(a).

FIRST 5 FRESNO COUNTY ADMINISTERED BY CHILDREN & FAMILIES COMMISSION OF FRESNO COUNTY

DATE: Wednesday, January 15, 2020 Lighthouse for Children 2405 Tulare Street Fresno, CA 93721 TIME: 11:30 a.m. – Regular Meeting

AGENDA ITEM SUBJECT PRESENTER

1. CALL TO ORDER Chair Pacheco

2. POTENTIAL CONFLICTS OF INTEREST Any Commission Member who has potential conflict of interest may now identify the item and recuse themselves from discussing and voting on the matter.

Chair Pacheco

3. Action

Pg. 1 ELECTION OF FIRST 5 FRESNO COUNTY COMMISSION OFFICERS

E. Reyes, E.D. K. Perez, Staff

4. Action

Pg. 2 COMMITTEE MEMBERSHIP APPOINTMENTS

E. Reyes, E.D. K. Perez, Staff

5. Action

Pg. 4

CONSENT AGENDA – ITEMS 5a-5e See attached Consent Agenda.

Overview: These matters are routine in nature and are usually approved by a single vote. Prior to action by the Commission, the public will be given the opportunity to comment on any Consent Item.

Chair Pacheco E. Reyes, E.D.

6. Action Pg. 15

2019-2020 PROPOSED REVISED BUDGET Supporting Documents

E. Reyes, E.D. A. Hillis, Staff

7. Information

Pg. 36 EXECUTIVE DIRECTOR’S REPORT

E. Reyes, E.D.

8. CLOSED SESSION CLOSED SESSION – PUBLIC EMPLOYEE APPOINTMENT Title: Executive Director

Chair Pacheco K. Price, Legal

9. Information

PUBLIC COMMENT Limit two minutes per speaker. Public Comment is also taken on individual agenda items throughout the meeting at the conclusion of each agenda item.

Chair Pacheco E. Reyes, E.D.

10. Information ANNOUNCEMENTS / INFORMATION SHARING

Chair Pacheco

11. ADJOURNMENT Chair Pacheco

NOTE: NEXT REGULAR MEETING – MARCH 18, 2020 2405 Tulare St. Fresno, CA 93721

Agenda Item 3


REGULAR BUSINESS MEETING

January 15, 2020 – 11:30 a.m.

2405 Tulare Street Fresno, CA 93721

AGENDA ITEM NO. 3 TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Election of First 5 Fresno County Commission Officers RECOMMENDED ACTION: Nominate and approve Commission Officer positions of Chair, Vice-Chair, and Secretary/Treasurer. BACKGROUND: Commission Officers are considered for election annually at the start of every calendar year. First 5 Fresno County By-laws state the officer roles of the Commission shall be of a Chair, Vice-Chair, Secretary/Treasurer. The By-Laws state the Commission Chair, “shall preside over meetings of the Commission, and shall perform the duties of the Secretary/Treasurer in the absence of that officer. The Chair shall execute agreements approved by the Commission.” The Commission Vice-Chair is required to preside over Commission meetings in the Chair’s absence and perform other duties of the Chair for emergency situations when the Chair is out-of-county and pending matters must be performed before the Chair's return. The Secretary/Treasurer of the Commission shall perform the periodic review of documentation supporting financial reports for internal control. CONCLUSION: Once elected, Commission Officers shall serve for a 12-month period.

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Agenda Item 4



January 15, 2020 – 11:30 a.m.


AGENDA ITEM NO. 4 TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Committee Membership Appointments RECOMMENDED ACTION: Appoint and Approve the Commission’s Committees Membership effective January 2020. BACKGROUND: Committee membership is revisited on an annual basis, thus giving Commissioners the opportunity to serve on different committees as appropriate. The Commission has adopted two standing committees to assist with the ongoing work of the Commission in the core areas of: administration, finance (including audit support) and program review (including evaluation). The Commission-designated officers serve as chairs to the corresponding committee. The Commission’s Officers are designated to chair the following standing committees:

Name of Committee Designated Committee Chair

Administrative Committee Commission Chair

Finance and Program Review Committee Secretary/Treasurer

Each standing committee should have a minimum of two Commissioners (all Commissioners can serve as alternates for each committee). One additional community member may be appointed to each of the standing committees by the Commission if the Commission choses to. The overarching role of each committee is as follows: Administrative Committee The Administrative Committee is chaired by the Commission Chair and is responsible for providing guidance and support to the executive director on issues related to personnel administration (i.e., staff compensation ranges, agency benefits, etc.), legal matters, office space, real estate, major purchases, policy and partnerships and communications concerns. Historically both the Chair and Vice Chair serve on the administrative committee and are responsible for facilitating the annual

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Agenda Item 4

evaluation of the Executive Director and recruitment of the Executive Director when the position is vacant. Finance and Program Review Committee The Finance and Program Review Committee is chaired by the Commission’s Secretary/Treasurer and is responsible for providing guidance on issues related to the Commission’s financial matters and oversight of the programmatic and evaluation components of the Commission’s Strategic Plan. Financially, the committee assures appropriate internal controls are in place, an independent audit is conducted each year, reviews and provides feedback on the Commission’s annual budget, and supports ongoing financial analysis for the organization. The Committee’s programmatic oversight responsibilities include the review of new program models, evaluation results and criteria for programs to receive continued funding, as well as support to staff in the monitoring of existing programs, projects and initiatives. For reference, current committee membership is as follows:

Administrative Committee Finance and Program Review Committee

Committee Chair: Commission Chair Pacheco Committee Member: Commissioner Utecht

Committee Chair: Commissioner Gilbert Committee Member: Commissioner Morales

CONCLUSION: Upon approval, staff will work with each committee to set meeting dates as needed.

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We encourage the public to attend. If you have a disability and need accommodations to participate in a meeting, please contact the Commission office at (559) 558-4900 at least 48 hours prior to the start of the meeting. Government Code Section 54954.2(a).


DATE: Wednesday, January 15, 2020 Lighthouse for Children

2405 Tulare Street Fresno, CA 93721 TIME: 11:30 a.m. – Regular Meeting

CONSENT AGENDA (Any Commissioner may pull any Consent Item for discussion or separate vote.)

ITEM SUBJECT PRESENTER

5a. Action

Pg. 5

MINUTES FROM DECEMBER 4, 2019 REGULAR COMMISSION MEETING Supporting Document

E. Reyes, E.D.

5b. Action

Pg. 7

DEVELOPMENTAL SCREENING TRAINING AGREEMENT FOR IMPACT HUB-REGION 5

E. Reyes, E.D.

5c. Action Pg. 9

PROTECTIVE FACTORS FRAMEWORK TRAINING AGREEMENT FOR IMPACT HUB-REGION 5

E. Reyes, E.D.

5d. Action Pg. 11

EVALUATION SERVICES PROCUREMENT E. Reyes, E.D.

5e. Action Pg. 13

DATA MANAGEMENT SERVICES PROCUREMENT E. Reyes, E.D.

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Consent Agenda Item 5a

CONSENT AGENDA ITEM 5a

RECOMMENDED ACTION: Approve Commission Meeting Minutes – December 4, 2019 ACTION SUMMARY MINUTES December 4, 2019 – 11:45 A.M. PRESENT: Commissioners: Brian Pacheco, Kari Gilbert, Hugo Morales, Marcia Sablan, Dawan

Utecht ABSENT: Shantay Davies-Balch STAFF: Emilia Reyes, Fabiola González, Alix Hillis, Hannah Norman, Monica Ramirez,

Mayra Diaz, Kalisha Goodwin, Cindy Jurado Hernandez, Arthur Montejano, Cecilia Paredes, Karina Perez, Guadalupe Ramirez, Karen Rangel, Liliana Salcedo, Johnathan Zepeda, Ken Price (Legal Counsel)

1. CALL TO ORDER

2. POTENTIAL CONFLICTS OF INTEREST: Any Commission Member who has a potential conflict of interest may now identify the item and recuse themselves from discussing and voting on the matter.

None heard.

3. CONSENT AGENDA – ITEM 3a-3e

These matters are routine in nature and are usually approved by a single vote. Prior to action by the Commission, the public is given the opportunity to comment on a consent item. Any Commission Member may pull any consent item for discussion or separate vote.

Public Comment: None heard. Motion by: Morales Second by: Utecht Ayes: Pacheco, Gilbert, Morales, Sablan, Utecht Noes: None heard.

4. FINANCIAL REPORT FOR PERIOD ENDING SEPTEMBER 2019

Public Comment: None heard. Motion by: Gilbert Second by: Morales



January 15, 2020 – 11:30 a.m.


Page 5

Consent Agenda Item 5a

Ayes: Pacheco, Gilbert, Morales, Sablan, Utecht Noes: None heard.

5. HOME VISITING AGREEMENT WITH THE COUNTY OF FRESNO DEPARTMENT OF

PUBLIC HEALTH

Public Comment: None heard. Motion by: Morales Second by: Gilbert Ayes: Pacheco, Gilbert, Morales, Sablan, Utecht Noes: None heard.

6. FUNDED PARTNER PRESENTATIONS

Public Comment: None heard. No action required.

7. EXECUTIVE DIRECTOR REPORT Public Comment: None heard. No action required.

8. PUBLIC COMMENT Public Comment: None heard. No action required.

9. ANNOUNCEMENTS/INFORMATION SHARING

Public Comment: Commissioner Morales shared that the 2020 Census would be approaching soon and reiterated the importance of ensuring we have a complete count in Fresno County. No action required.

10. ADJOURNMENT

Public Comment: None heard. Motion by: Gilbert Second by: Morales Ayes: Pacheco, Gilbert, Morales, Sablan, Utecht Noes: None heard.

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Consent Agenda Item 5b



January 15, 2020 – 11:30 a.m.


CONSENT AGENDA ITEM 5b

TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Developmental Screening Training Agreement for IMPACT Hub-Region 5 RECOMMENDED ACTION: Approve an agreement with Paul H. Brookes Publishing Co. to provide an Ages & Stages Questionnaires® (ASQ) and Ages & Stages Questionnaires®: Social Emotional (ASQ:SE) Training of Trainers (TOT) for early childhood professionals within the seven counties of the IMPACT Hub Region 5, in an amount not to exceed $37,000. BACKGROUND: On January 7, 2020, this item was approved for full Commission consideration by the Finance and Program Review Committee. The IMPACT (Improve and Maximize Programs so All Children Thrive) program is an innovative approach that forges partnerships between First 5 California and counties to achieve the goal of increasing the number of high-quality early learning and care settings. The First 5 Fresno County Commission is the Fiscal Lead Agency for IMPACT Hub Region 5 which consists of seven counties: Merced, Mariposa, Madera, Fresno, Kings, Tulare, and Kern. The primary focus of the Hubs is to provide coordination and specialized support to consortia within a region. As the Lead Fiscal Agency, the First 5 Fresno County Commission, is charged with managing funds for IMPACT Hub Region 5’s approved activities including contracting agreements. Paul H. Brookes Publishing Co.’s ASQ and ASQ:SE are reliable, accurate, and effective developmental screening tools used by early educators, pediatricians, and caregivers. Screening young children is an effective, efficient way for professionals to check a child’s development, help parents celebrate their child’s milestones and determine whether follow-up steps are needed. The ASQ and ASQ:SE developmental screenings are also a key component of the IMPACT quality early learning and care system. Paul H. Brookes Publishing Co. provides on-site TOT seminars for these proprietary screening tools, which equip participants to train staff within their organizations to effectively utilize the ASQ and ASQ:SE, ultimately increasing utilization and sustainability of developmental screenings within communities. Through this proposed agreement, the IMPACT Hub will provide one TOT seminar along with the required materials, at the Lighthouse for Children, for up to 50 participants across Region 5. Procurement: The Commission’s procurement policies and procedures allow the Commission to select a vendor via sole source if, among other things, the vendor capabilities and experiences are so

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Consent Agenda Item 5b

unique that no other vendor may comparably meet the Commission’s needs. Based on the recommendation of the IMPACT Hub Leadership Team, staff recommends a sole source procurement with Paul H. Brookes Publishing Co. based on their status as the sole developer and proprietor of Ages & Stages Questionnaires® (ASQ) system. Alignment with the Strategic Plan: The proposed agreement aligns with Tier 2: Community Partners - Goal 4: Early Childhood Partner Capacity Building of the Commission’s 2013-2019 Strategic Plan. Short-term goal(s) and long-term outcomes: The short-term goal is for Paul H. Brookes Publishing Co. to certify up to 50 Region 5 participants as ASQ® and ASQ:SE® trainers, who will then train the staff in their organizations on using these screening tools with the families they serve. The long-term goal is for these screening tools to be used comprehensively across Region 5 to support children’s development, ultimately connecting children with developmental delays to needed services before they enter school. Fiscal Impact: First 5 Fresno County is the fiscal agent for IMPACT Hub Region 5. First 5 California funding covers the entirety of this agreement and no local Proposition 10 revenues would be utilized. Funding for this agreement, up to $37,000, is allocated from the IMPACT Hub 2019-2020 Budget and approved by the IMPACT Hub Leadership Team and the Commission. The final agreement amount will be based on the actual number of training participants. CONCLUSION: If approved, up to 50 participants from Region 5 will receive this ASQ® and ASQ:SE® TOT opportunity, increasing the number and reach of TOTs region wide. If the Commission determines not to move forward with this agreement, Region 5 partners will have to wait for a later opportunity to receive the TOT seminar, which, if not funded by a neighboring region often take place out of state as advertised on the Paul H. Brookes Publishing Co. website, increasing cost and limiting the number of regional participants who are able to attend.

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Consent Agenda Item 5c



January 15, 2020 – 11:30 a.m.


CONSENT AGENDA ITEM 5c

TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Protective Factors Framework training agreement for IMPACT Hub-Region 5 RECOMMENDED ACTION: Approve an agreement with National Alliance of Children’s Trust & Prevention Funds (the Alliance) to provide a Training of Trainers (TOT) on the Strengthening Families protective factors framework to IMPACT Hub Region 5, in an amount not to exceed $60,000. BACKGROUND: On January 7, 2020, this item was approved for full Commission consideration by the Finance and Program Review Committee. The IMPACT (Improve and Maximize Programs so All Children Thrive) program is an innovative approach that forges partnerships between First 5 California and counties to achieve the goal of increasing the number of high-quality early learning and care settings. The First 5 Fresno County Commission is the Fiscal Lead Agency for IMPACT Hub Region 5 which consists of seven counties: Merced, Mariposa, Madera, Fresno, Kings, Tulare, and Kern. The primary focus of the Hubs is to provide coordination and specialized support to consortia within a region. As the Lead Fiscal Agency, the First 5 Fresno County Commission, is charged with managing funds for IMPACT Hub Region 5’s approved activities including contracting agreements. The Strengthening Families protective factors framework is a research-informed, strengths-based approach that prevents child abuse and neglect by helping families identify and build on their own protective factors. The framework is listed as one of the primary family engagement strategies of the state’s quality early learning and care system and includes the following protective factors: Parental Resilience, Social Connections, Knowledge of Parenting and Child Development, Concrete Support in Times of Need and Social and Emotional Competence of Children. The Alliance provides on-site TOT seminars on the framework, which equip participants to train local early childhood professionals, ultimately increasing utilization and sustainability of the Strengthening Families approach within communities. The TOT includes three Alliance Certified Trainers, required training manuals, and post training support. Through this proposed agreement, the IMPACT Hub will provide the three-day TOT training at the Lighthouse for Children for approximately 20 participants across Region 5. Procurement: The Commission’s procurement policies and procedures allow the Commission to select a vendor via sole source if, among other things, the vendor capabilities and experiences are so unique that no other vendor may comparably meet the Commission’s needs. Based on the

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Consent Agenda Item 5c

recommendation of the IMPACT Hub Leadership Team, staff recommends a sole source procurement with the Alliance, based on their development of this training opportunity in conjunction with the original Strengthening Families research. When the research was funded for the Strengthening Families protective factors framework in 2003, the same foundation funded the Alliance to demonstrate unique and innovative way to implement the framework. Through this funding the Alliance created multiple training opportunities including the three-day TOT, which has certified more than 1,000 trainers across the country. Alignment with the Strategic Plan: The proposed agreement aligns with Tier 2: Community Partners - Goal 4: Early Childhood Partner Capacity Building. Short-term goal(s) and long-term outcomes: The short-term goal is for the Alliance to certify approximately 20 Region 5 participants as protective factors framework trainers. The long-term goal is for the participants of this and future trainings to apply the framework with the families and children they serve to prevent child abuse and neglect and focus on the well-being of all families across the region. Fiscal Impact: First 5 Fresno County is the fiscal agent for IMPACT Hub Region 5. First 5 California funding covers the entirety of this agreement and no local Proposition 10 revenues would be utilized. Funding for this agreement, up to $60,000, is allocated from the IMPACT Hub 2019-2020 Budget and was approved by the IMPACT Hub Leadership Team and the Commission. The final agreement amount will be based on the actual number of training participants. CONCLUSION: If approved approximately 20 participants will receive these protective factors framework TOT opportunity, increasing the number and reach of trainers region wide. If the Commission determines not to move forward, Region 5 partners will have to wait for another agency to provide the seminar, which is unlikely due to the high cost of this training. This would then mean new trainers would not be added to the region at this time.

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Consent Agenda Item 5d



January 15, 2020 – 11:30 a.m.


CONSENT AGENDA ITEM 5d

TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Evaluation Services Procurement RECOMMENDED ACTION: Approve the development and release of procurement for Evaluation Services in an amount not to exceed $300,000. BACKGROUND: On January 7, 2020, this item was approved for full Commission consideration by the Finance and Program Review Committee. The Health and Safety Code section governing First 5 Commissions states local commission guidelines shall, at a minimum, address the following: “Provid[e] for independent research, including the evaluation of any relevant programs, to identify the best standards and practices for optimal early childhood development and establish[h] and monito[r] demonstration projects.” In addition, the California Children and Families First Act requires outcome-based accountability and evaluation from local commissions. All Proposition 10 expenditures made by a commission must be in accordance with the approved Commission Strategic Plan. First 5 Fresno County Commission’s research and evaluation services are currently provided by Harder+Company Community Research and its contract term is set to sunset on June 30, 2020 as it aligns with the Commission’s 2013-2020 Strategic Plan. Procurement: Per the Administrative and Programmatic Procurement Policies and Procedures, staff recommends releasing a formal procurement opportunity to select a qualified agency to manage the Commission’s Evaluation Services which include oversight and coordination with a data management system. If approved by the Committee and subsequently the full Commission, a procurement process would ensue and be released in February 2020. The recommended agency would come to the Commission for final approval by June 2020, with a contract start date of July 1, 2020. Alignment with 2020-2025 Strategic Plan: Research and Evaluation services support the overall efforts by the Commission to improve the system of services for children and their families by demonstrating outcomes as well as areas for program improvement through a coordinated service delivery. Additionally, legislation requires each County Commission to collect service results to measure progress toward attaining results to the state for the purposes of promoting, supporting, and improving the early development of children from the prenatal stage to five years of age. This includes

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Consent Agenda Item 5d

conducting evaluations on programs for optimal early childhood development and establishing and monitoring programs. Short-term goal(s) and long-term outcomes: The short-term goal is to identify a qualified firm to guide and implement an evaluation framework and research for the Commission in a cost-effective manner. The long-term outcomes include the ability to evaluate and guide the Commission’s investments, track outcomes and identify areas of improvement for the broad early childhood system of care.

Fiscal Impact: If approved, funds will be allocated from the Commission’s Annual Budget – Accountability and Evaluation line item, in an amount not to exceed $300,000 per year and renewed on an annual basis based on performance and availability of funds to align with the 2020-2025 Strategic Plan. CONCLUSION: If approved, this item will ensure the First 5 Fresno County Commission stays in compliance with all governing statutes requiring these types of services be part of the official activities performed by each county commission. Should the release of this procurement opportunity not be approved, the Commission would need to seek a timely and appropriate alternative to comply with the state mandate for these type of evaluation activities.

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Consent Agenda Item 5e



January 15, 2020 – 11:30 a.m.


CONSENT AGENDA ITEM 5e

TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Data Management Services Procurement RECOMMENDED ACTION: Approve the development and release of procurement for Data Management Services in an amount not to exceed $200,000. BACKGROUND: On January 7, 2020, this item was approved for full Commission consideration by the Finance and Program Review Committee. A Data Management System is used to by all First 5 Fresno County funded programs that provide direct services to children and families. The data system is used by the Commission as a primary mechanism for the input of program-level service and client level data for county and state reporting requirements. Service Providers are required to enter client intake and consent data into the system and accurately track services and individual program outcome indicators. First 5 Fresno County Commission’s database system management is currently being provided by Persimmony International, Inc. and its contract term is set to sunset on June 30, 2020 as it also aligns with the Commission’s 2013-2020 Strategic Plan. Procurement: Per the Administrative and Programmatic Procurement Policies and Procedures, staff recommends releasing a formal procurement opportunity to select a qualified agency to provide and manage a Data Management System. If approved, procurement would be released in February 2020. Recommended agencies would come to the Commission for final approval by June 2020, with contracts beginning July 1, 2020. Alignment with 2020-2025 Strategic Plan: Data management is a component of the Commission’s Research and Evaluation required activities under statute to track services, outcomes and improvements needed in the system of services for children and their families. Through a data management system, Service Providers are able to report on results and performance and increase coordinated service delivery by using an integrated data collection system.

Short-term goal(s) and long-term outcomes: The short-term goal is to identify a qualified firm to provide and manage a data management system for the Commission in a cost-effective manner. The long-term outcomes include the ability to track services to children, families and professionals to

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Consent Agenda Item 5e

complement the evaluation of the Commission’s investments tracking outcomes and identifying areas of improvement for the broad early childhood system of care. Fiscal Impact: If approved, funds will be allocated from the Commission’s Annual Budget – Accountability and Evaluation line item, in an amount not to exceed $200,000 per year and be renewed on an annual basis based on performance and availability of funds to align with the 2020-2025 Strategic Plan. CONCLUSION: Finding the appropriate data management system to track services and client-level data supports in the accountability measures set in place for all direct service providers supporting children and families through programs funded with Proposition 10 funds. It also ensures the First 5 Fresno County Commission obtains the necessary data to report to the state First 5 California Commission on an annual basis. Should the release of this procurement opportunity not be approved, the Commission would need to seek a timely and appropriate alternative to ensure Service Providers accurately track and report programmatic services to First 5 Fresno County to in turn comply with the state mandate requirements due to First 5 California.

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Agenda Item 6



January 15, 2020 – 11:30 a.m.


AGENDA ITEM NO. 6 TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: 2019-2020 Proposed Revised Budget RECOMMENDED ACTION Approve the First 5 Fresno County (F5FC) 2019-2020 Proposed Revised Budget. BACKGROUND On January 7, 2020, this item was approved for full Commission consideration by the Finance and Program Review Committee. The overall purpose of the budget is to implement the Commission’s adopted Strategic Plan and to fund programs, services and efforts designed to positively impact families with young children in Fresno County. In June 2019, the Commission approved the 2019-2020 Budget. The current budget revision is necessary due to the completion of the fiscal year 2018-2019 Audit report and the subsequent designation of available funds within the assigned fund balance to support Strategic Plan Investments. Commission staff allocated the assigned fund balance to programmatic investments in order to ensure funds are available for the Commission’s Strategic Plan commitments. Key Points of the 2019-2020 Proposed Revised Budget:

Fund Balance – $8,968,929 • Unassigned Fund Balance: At year-end the Contingency and Strategic Reserve amounts are

deobligated and then reobligated with each new fiscal year, as outlined in the Commission’s Accounting Policies and Procedures Manual. This amount, $3.25 million, represents that amount along with minimal remaining funds available at year-end.

• Assigned Fund Balance: Based on the Commission’s Accounting Policies and Procedures Manual, year-end de-obligations and unspent funds are allocated to fill any gaps of existing programmatic funding in FY 2019-2020. With the completion of the 2018-2019 Audit Report, the Assigned Fund Balance is $5.7 million.

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Agenda Item 6

Revenues – Increase of $596,114

• First 5 California QRIS Revenue: a slight increase of $355,505, is to account for the program’s carryover from dollars available from the prior year.

• Other Revenue: Staff recommends a conservative reduction in the other revenue budget amount,

of $100,000, based on year-to-date revenue received.

• Investment Earnings: This line represents anticipated unrealized gains. Based on the prior years’ earnings, staff recommends increasing the line by $195,000.

Operating Expenses – Decrease by $130

• Small adjustments made based on prior year spending. Program Allocations (Strategic Plan Investments) – Increase by $6 million

• Increases made to these investments are due to the available Assigned Fund Balance which allows the Commission to invest in multi-year innovative contracts. The Agency’s Strategic Plan identifies the Commission’s priorities and approaches to community investments. All known adjustments in funding have been identified in the cost analysis and justification section.

Externally Funded Programs – Increase by $511,114

• An increase to First 5 California QRIS revenue, of $355,505, includes the available carryover amount from the prior year budget of this program.

• In October 2019, the Commission accepted a contract ($158,735 for FY 2019-2020) with First 5 California for the Dual Language Learner Pilot Study.

• The Commission accepted a $50,000 contribution from CalViva Health in August 2019 to support the expansion of Glow!, the Group Prenatal Care Pilot Project.

FISCAL IMPACT: Approval of the 2019-2020 Proposed Revised Budget will provide an updated financial framework to allocate funds and cover operational costs for the Commission. FUTURE IMPLICATIONS: The revision to the budget accounts for all unanticipated revenue and cost savings from fiscal year 2018-2019 offering the Commission the opportunity to allocate funding for the Programmatic Investments of the Strategic Plan through fiscal year 2019-2020.

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2019-2020PROPOSED REVISED BUDGET

R0120

2405 Tulare Street, Suite 200 | Fresno, CA 93721 (559) 558-4900 | www.first5fresno.org

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Table of Contents

FUND BALANCE/REVENUE BUDGET.................................................... 1

REVISED BUDGET ACTIVITY SUMMARY ................................................. 2

REVISED BUDGET COMPARISION & SUMMARY 3

BUDGET COST ANALYSIS........ .................................................................. .. 5

FIVE YEAR BUDGET FORECAST.............................................................. 17

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REVENUES/ FUND BALANCE

FUND BALANCE $8,968,929Unassigned Fund Balance $3,250,233

Assigned Fund Balance $5,718,696

REVENUE BUDGET $10,881,002Proposition 10 Revenue $8,000,000

External Revenue $2,471,002

UCSF - Group Prenatal Care Pilot Program Grant $130,341

First 5 California QRIS Revenue $2,000,926

California Department of Education QRIS Grant $131,000

First 5 California - Dual Language Learner Pilot Study Grant $158,735

CalViva Group Prenatal Care Project Support $50,000

Other Revenue $200,000

Interest Revenue - County Treasury $10,000

Investment Income $200,000

The Contingency and Strategic Reserves are deobligated at year-end each year and then reassigned with the start of the new fiscal year, as

stated in the agency's Accounting Policies and Procedures Manual. This amount represents that amount and any funds not assigned, but

available for use.

The agency's Accounting Policies and Procedures Manual states that, year-end de-obligations and unspent funds, as made final with the Audit

Report, are to be allocated to fill any gaps of existing funding in FYs 2019-2020.

Interest collected from the funds held on deposit in the County of Fresno's Treasury account.

Anticipated revenue received from investments reserved for future program allocation.

The state collects the state tobacco tax revenue and distributes each propotionate share to the 58 California counties based on birth-rate,

according to the Children and Families Act of 1998.

The Group Prenatal Care Pilot Program is a resulting recommendation from the First 5 Fresno County commissioned African American Infant

Mortality Needs Assessment. The Commission is in contract with the University of California, San Francisco (UCSF) to implement the pilot

program which includes a subcontract with Fresno State for research and evaulation. This revenue amount is for the remaining nine months of

the contract.

The Quality Rating Improvement System (QRIS) is a statewide, locally implemented effort that funds and provides guidance to local and

regional agencies, and other quality partners, to enhance their support of early learning and care providers. These efforts leverage funds from

First 5 California.

In collaboration with First 5 California, the California Department of Education, Early Learning and Care Division supplies funds to increase

certifications and recertifications regionally to ensure the highest quality is being attained by early care and education providers.

First 5 California awarded funds to the Commission to begin a pilot project, through a subcontract with Fresno County Superintendent of

Schools, with the purpose of identifying strategies used to support children's home language and promote dual language acquisition in diverse

early learning settings in Fresno County.

This includes quarterly New Market Tax Credit loan interest pass-through payments, rents collected from Lighthouse for Children (LFC)

tenants used to offset operating costs, minimal revenue from use of space by external partners at the LFC facility and other outside revenue.

CalViva Health committed to support the direct implementation of the Patient-Centered Prenatal Care initiative, also known as the EMRACE

Study, to aid in the expansion of the Glow! Group Prenatal Care Pilot Project which started in 2017.

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FIRST 5 FRESNO COUNTYFY 2019-2020 REVISED BUDGET ACTIVITY SUMMARY

Line Items %Budget

Amounts

Administrative Cost 8.1% $1,608,951

Program Cost 88.9% $17,636,888

Evaluation Cost 3.0% $604,092100% $19,849,931

Based on its strategic plan, First 5 Fresno County invests in three areas: Families, Communities,

Systems through established strategies: Communication, Advocacy, Collaboration, Skill-building, and

Innovation & Learning.

The breakdown of expenses by cost category, as outlined in the Cost Analysis portion (page 5 ) on this

budget, is as follows:

8.1%

88.9%

3.0%

Administrative Cost

Program Cost

Evaluation Cost

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FIRST 5 FRESNO COUNTY

2019-2020 REVISED BUDGET SUMMARY

2019-2020

Original Budget

2019-2020

Revised BudgetVariance

Fund Balance

Unassigned Fund Balance $0 $3,250,233 $3,250,233

Assigned Fund Balance $0 $5,718,696 $5,718,696

Revenue

Proposition 10 Revenue $8,000,000 $8,000,000 $0External Revenue UCSF Grant $211,780 $130,341 ($81,439) First 5 CA QRIS Revenue $1,645,421 $2,000,926 $355,505 California Department of Ed. QRIS Grant $102,687 $131,000 $28,313 First 5 CA - Dual Language Learner Pilot Study Grant $0 $158,735 $158,735 CalViva - Group Prenatal Care Project Support $0 $50,000 $50,000Other Revenue $300,000 $200,000 ($100,000)

Interest Revenue - County Treasury $20,000 $10,000 ($10,000)

Investment Earnings $5,000 $200,000 $195,000

Total Revenue $10,284,888 $10,881,002 $596,114

Fund Balance & Revenue $10,284,888 $19,849,931 $9,565,043

Operating Expenses

Salaries & Benefits

Salary Expense $873,687 $873,687 $0

Payroll Tax Expense $93,409 $93,409 $0

Retirement Expense $76,395 $76,395 $0

Employee Benefits Expense $243,272 $243,272 $0

Worker's Compensation Expense $14,621 $9,230 ($5,391)

$1,301,384 $1,295,992 ($5,390)

Services & Supplies

Audit Expense $25,000 $30,000 $5,000

Capital & Equipment Expense $14,500 $19,500 $5,000

Commissioner/Advisory Expense $2,450 $3,600 $1,150

Dues & Subscriptions Expense $42,125 $34,447 ($7,678)

Equipment Rental/Maintenance Expense $37,452 $37,452 $0

General & Administrative Expense $20,623 $20,623 $0

Insurance Expense $13,384 $15,174 $1,790

Local Travel Expense - Local Mileage $2,500 $2,500 $0

Materials & Supplies Expense $15,000 $15,000 $0

Overhead Expense $117,000 $117,000 $0

Professional Services Expense $114,940 $114,940 $0

Program Development/Strategic Planning Expense $25,000 $25,000 $0

Staff Training & Conference Expense $41,517 $41,517 $0

Telephone Expense $18,780 $18,780 $0$490,271 $495,533 $5,262

$1,791,655 $1,791,525 ($130)

Strategic Plan Investment Areas

Strategic Plan Investments

Help Me Grow Fresno County $500,000 $500,000 $0

Direct Service Programs $2,000,000 $4,000,000 $2,000,000

Community Learning Center $823,067 $944,692 $121,625

Patient-Centered Prenatal Care $450,000 $900,000 $450,000African American Infant Mortality Prevention $960,279 $2,419,785 $1,459,506QRIS - Local High Quality Training & Technical Assistance $1,100,000 $2,087,927 $987,927

Innovation & Learning Partnerships $200,000 $1,235,000 $1,035,000

$6,033,346 $12,087,404 $6,054,058

Total Operating Expenses

Strategic Plan Investments Total

Total Services & Supplies Expenses

Total Salaries & Benefits Expenses

3 Page 21

FIRST 5 FRESNO COUNTY

2019-2020 REVISED BUDGET SUMMARY

Accountability and Evaluation

Accountability Services $200,000 $200,000 $0

Evaluation Services $300,000 $300,000 $0

$500,000 $500,000 $0

Externally Funded ProgramsUCSF - Group Prenatal Care Pilot Program $211,780 $130,341 ($81,439)

First 5 CA QRIS- IMPACT Program $840,729 $840,729 $0

First 5 CA QRIS- IMPACT Regional Hub Program $804,692 $1,160,197 $355,505

California Department of Ed. QRIS Grant $102,687 $131,000 $28,313

First 5 CA - Dual Language Learner Pilot Study Grant $0 $158,735 $158,735

CalViva Group Prenatal Care Project Support $0 $50,000 $50,000

$1,959,888 $2,471,002 $511,114

Total Strategic Plan Investment Areas $8,493,234 $15,058,405 $6,565,171

Reserve

$1,000,000 $1,000,000 $0

$2,000,000 $2,000,000 $0

Budget Total

Total First 5 Fresno County Budget $10,284,888 $19,849,931 $9,565,043

Accountability and Evaluation Total

Total Externally Funded Programs

Operations Contingency Fund

Strategic Reserve Fund

4 Page 22

COST ANALYSISBUDGET LINE ITEM DETAIL

Salary Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$873,687 $873,687

Original Justification:

FTE Total 10.00 $730,959

Overtime $9,926

$56,308

Salary Expense Total $873,687Original Amount Variance

0

Total Evaluation Expense 873,687 x 6% 52,421

Total Program Expense 873,687 x 67% 585,370

Total Administration Expense 873,687 x 27% 235,895

Payroll Tax Expense2019-2020

Original Budget

2019-2020 Revised

Budget

Original Justification: $93,409 $93,409

A.$873,687 x = $89,209

B.

FTE 10 x $7,000 x 3.50% = $2,450

C.

FTE 10 x $7,000 x 2.50% = $1,750

Original Amount Variance0




OPERATING EXPENSES

Federal Income Contribution Act: The employer's share is set by the federal government at 10% of each gross salary.

Federal Unemployment Training Tax: Estimated 2.5% on first $7,000 earned by each employee at 10 employees. The five remaining employees are accounted for in Strategic Plan

Investments for a total of 17 employees.

Salaries Total

Revised Justification: No change to this line item based on the Commission's approved FTE.

State Unemployment Insurance - Estimated 3.5% on first $7,000 earned by each employee at 12 employees. The five remaining employees are accounted for in Strategic Plan

Investments to total 17 employees.

Salaries for a total of 12 FTE positions for the administration of the Commission. (Salary expense for five additional staff members is presented in Tier 2 of the 2013-2020 Strategic Plan Investments and the Non-

Proposition 10 Funded Initiatives below.) Any salary increases are budgeted and recommended by supervisors and are based on First 5 Fresno County's Employee Compensation Policy. Potential salary

increase amounts are based on number of staff eligible and annual performance reviews. This budget allows for a 1.25% of salary increase. Additionally, the budgeted amount for compensated absences for the

liability of employee banked Personal Time Off (PTO) and a potential overtime budget are included here. This portion of the budget amount is based on projected hours accumulated for the year,

approximately 1,520 hours.

Compensated Absences

Revised Justification: The amount for operating salaries for a total of 10 FTE under the operating portion of this budget, with one of those FTEs being currently vacant. Only state mandated and Commission

approved changes to salaries were included. No revision was made to overall salary expense line item due to the new, external grant revenue which supplements one FTE of staff time. The Commission holds six (6)

additional FTE under the Strategic Investments portion of the budget (Five (5) FTE under the Community Learning Center portion and One (1) FTE under the Externally Funded Programs portion).

10%

Revised Amount

873,687873,687

Revised Amount93,40993,409

5 Page 23


Retirement Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$76,395 $76,395


x 8.74% =

Revised Salaries Amount Percentage

Original Amount Variance

0




Employee Benefits Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$243,272 $243,272


$221,156 x 10% $243,272

Rate Increase Annual Amount

Original Amount Variance

0




Worker's Compensation Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$14,621 $9,230


$8,026 x 15% =

FY 18-19 Actuals Rate Increase

Total Evaluation Expense 9,230 x 6% 554



$9,230

Annual Amount

FY2018-19 Annual Amount



243,272Revised Amount

243,272

Original Amount Revised Amount Variance14,621 9,230 (5,391)

Revised Justification: Reduction to this expense line item is based on FY1819 actuals and includes a 15% increase (industry standard).

The Commission's contracted insurance broker recommended a conservative increase to the prior budget amount of 10% assuming no plan changes are made. The calculation shows the cost breakdown and

includes the deduction of the benefits expense for Community Learning Center staff. Benefits for full time, permanent staff include dental, life, medical, and vision insurance. This line item also includes the

auto allowance for the Executive Director for the wear-and-tear and other travel-related expenses of their personal vehicle for business use in lieu of mileage reimbursement based on the County of Fresno's

policy of use.

managers' responsibility to execute county-wide site visits and in-person annual contract reviews. The Commission's insurance firm included a conservative increase of 10% to the prior full-year actual amount

each fiscal year in their estimate. The following is the cost breakdown.

$873,687 $76,395

The cost of retirement benefits for full-time, permanent employees is calculated at 8.74% of each gross salary.

76,395

Revised Amount

76,395

Total Amount

6 Page 24


Audit Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$25,000 $30,000



Total Program Expense 30,000 x 0% 0


Capital & Equipment Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$14,500 $19,500





Commissioner/Advisory Expense2019-2020

Original Budget

2019-2020 Revised

Budget


7 x $300 + $1,500 = $3,600Number of Commissioners Average Cost Misc. Expense Annual Amount




Currently, the Commission owns 18 staff workstations (computer, monitor, printer, keyboard, etc.). Staff recommends setting aside $11,000 for possible replacement of two computers (estimated at $2,000 per

computer with taxes included) and an additional $3,500 for unforeseen replacement or repairs of other equipment and/or furniture.

Original Amount

Revised Justification: A slight adjustment to this line item is proposed to replace various equipment (i.e. laptops, wifi devices, etc) that is beyond its useful-life span.

Variance

25,000 30,000 5,000

19,500

Revised Justification: Staff recommends revising this line item to account for potential miscellaneous expense associated with the Commission.

Revised Justification: Staff recommends increasing this line item in anticipation of the upcoming required procurement for these services.

Original Amount Revised Amount

3,600 1,150

This line item is budgeted for a maximum of seven Commissioners for potential equipment, trainings, workshops, meeting-related expenses, etc., associated with the agency's work. Examples include but are

not limited to the F5 State Annual Conference attendance, mileage reimbursement, etc. The estimated annual amount is budgeted at $300 per Commissioner.

Variance

2,450

14,500

Revised Amount

5,000


Expenses for mandatory independent auditing services for the Commission are estimated at $25,000 per fiscal year. Estimate is based on the four-year cost proposal provided by the contracted auditing firm in

their awarded submission resulting from the Commission's Request for Quotations procurement in 2016 for auditing services. The per fiscal year (through FY2018-19) amount proposed by the contractor was for

$22,905. Staff is recommending an additional $2,095 per fiscal year for anticipated rate increase after the new procurement for services.

Variance

7 Page 25


Dues and Subscriptions Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$42,125 $34,447


$26,140 + 5% = $27,447FY 18-19 F5 Assoc. Dues Estimated Rate Increase $7,000

$34,447




Equipment Rental/Maintenance Expense2019-2020

Original Budget

2019-2020 Revised

Budget


Annual Total

$175 x 4 = $700 Postage Maintenance $700 $700

$600 x 12 = $7,200 $7,200 $7,200

$7,900 $7,900

Monthly Annual Total

$1,450 x 12 = $17,400 IT Support $17,400 $17,400

$55 x 12 = $660 $660 $660

$18,060 $18,060

Monthly Annual Total$9,500 $9,500 $9,500

$85 x 12 = $1,020 $1,020 $1,020

$59 x 12 = $708 $708 $708

$22 x 12 = $264 $264 $264

$11,492 $11,492

$37,452 $37,452




0

VarianceOriginal Amount Revised Amount

Revised Justification: No changes to this line item.

37,452

Fax Service

Accounting System Maintenance

IT Management LicenseAnti-virus Software

Software Sub-total

Revised Amount Variance

Computer & Information Technology Maintenance: The Commission contracts out Information Technology (IT) support for workstation/desktop management, server management and support. The

contracted IT support amount support is $16,200 per year ($1,450 per month x 12 months). Hosted email and storage via Office 365 are estimated at $55 per month x 12 months.

Revised Justification: Budgeted amount revised based on actuals from prior year.

Original Amount

The cost associated with dues and subscriptions for the twelve-month period comprises required dues to the First 5 Association (each county pays a proportionate share of the cost of maintaining the

Association) plus the cost of miscellaneous subscriptions, publications, and dues (i.e. Government Finance Officers Association, Fresno Bee, etc.).

Equipment Rental/ Maintenance Expense Total

37,452

34,447 (7,678)

Monthly/Quarterly

Hosted Email & Storage

Copier/Scanner Maintenance

Software Maintenance: The Commission pays a flat rate for its accounting system software on an annual basis of $9,500. Below are the monthly and annual estimated costs for each software type as quoted by

the Commission's IT contractor and based on actuals:

Equipment Maintenance: The Commission's equipment maintenance includes a postage meter and a copier/scanner. The estimated cost breakdown is as follows: postage meter quarterly maintenance $175

per quarter; copier/scanner maintenance: $600 x 12 months = $7,200 annually.

Computer Maintenance Sub-total

Equipment Maintenance Sub-total

42,125

8 Page 26


General and Administrative Expense2019-2020

Original Budget

2019-2020 Revised

Budget

$20,623 $20,623Original Justification:

FY1819 Actuals




Insurance Expense2019-2020

Original Budget

2019-2020 Revised

Budget


FY18-19

Special Property Insurance Policy $5,548 X 12% = $6,214

Special Liability Insurance Policy $5,200 X 12% = $5,824Cyber Crime Insurance $2,800 X 12% = $3,136

$13,548 $15,174




Local Travel Expense - Local Mileage2019-2020

Original Budget

2019-2020 Revised

Budget


Local Travel Expense- Mileage Total $2,500



Total Administration Expense 2,500 x 27% 675

2,500 2,500

Annually, F5FC contract managers are required to administer Annual Contract Reviews to all funded Service Providers which may require traveling locally on behalf of the agency throughout Fresno County.

Additionally, staff occasionally travels for the Commission for various reasons including off-site technical assistance to Service Providers and various Community Partner convenings. Estimated costs are

projected based on past expense trends. All staff do not utilize this line item, for example administrative-type staff tend to travel less frequently. Currently, the IRS mileage rate is 58¢ per mile.

Original Amount Revised Amount Variance

Costs associated with management, finances, and other expenses which are incurred by or allocated to the Commission for general management and administration of the Commission that cannot be assigned

to a specific line item. Costs include bank charges, operational advertising costs, dependent care plan, etc. Bank charges, average $850 per month.

Variance

Revised Justification: A minimal increase to this line item is proposed based on actuals from the prior year and estimates received from insurance providers.

21,143

Revised Justification: No changes to this line item as federal reimbursement rate for mileage remains the same in 2020.

0

1,790


Revised Amount

13,384 15,174

Original Amount

20,623 25,000 4,377

The Commission is required to carry liability insurance. Insurance type include: Liability Insurance Policy, Special Property Insurance Policy and Cyber Crime Insurance. Insurance costs typically increase 10-

12% year-over-year; therefore, staff is recommending the following for FY 2019-2020.

Revised Justification: A minimal increase to this line item is proposed based on actuals from the prior year.

9 Page 27


Materials and Supplies Expense2019-2020

Original Budget

2019-2020 Revised

Budget





Overhead Expense2019-2020

Original Budget

2019-2020 Revised

Budget





Professional Services Expense2019-2020

Original Budget

2019-2020 Revised

Budget


Monthly Addt'l Services Original Revised

$5,050 x 12 = $60,600 + $8,000 = $68,600 $68,600 $68,600

$500 x 12 = $6,000 + $5,000 = $11,000 H.R. Services $11,000 $11,000

$900 x 12 = $10,800 + $0 = $10,800 $10,800 $10,800

$295 x 12 = $3,540 + $0 = $3,540 $3,540 $3,540

$250 x 12 = $3,000 + $0 = $3,000 $3,000 $3,000

$18,000 $18,000

$114,940 $114,940




Misc. Professional Services

Original Two-Year Amount Revised Amount

Revised Justification: No changes to this line item in order to account for small, necessary building improvements (i.e. additional security cameras, bird deterrents in parking lot, paint touch-ups, etc.).


15,000 15,000 0

break down includes $833 per month x 12 months for an approximate total of $10,000 per year. Staff recommends setting aside an additional $2,000 for any unexpected materials costs, such as mandatory

document printings, signage, business cards, etc.

0

Investment Services

Custodial Services

Legal Services

Original Two-Year Amount

117,000 117,000

Variance

Professional Services Total

0


Variance

114,940 114,940

The Commission occupies 15% of the leasable space within the Lighthouse for Children facility. As the Master Lease Holder of the Lighthouse for Children (LFC) facility, the Commission is responsible to pay

its proportionate share of the overhead cost. Overhead costs include utilities (water, waste, gas & electricity, etc.), facility contracted services (security, janitorial, landscaping, etc.), insurance and taxes and a

facility management services contract. The remaining amount for the facility is budgeted within the Strategic Plan Investments for the Child Development Center and Community Learning Center.



The Commission utilizes this line item to obtain a specific technical or unique function performed by independent contractors or consultants whose occupations are not fulfilled by F5FC staff. Examples of

professional services include attorneys, business consultants, business development managers, law firms, human resources, payroll services, investment custodial services and other specialized administrative

roles. Budget amounts are based on past trends, average monthly rates and quotes multiplied by 12 months. Staff recommends including $18,000 for other miscellaneous professional services to include

services for translators (services when needed), administrative cost for Health Savings Accounts (average cost per month = $125), human resources coaching and other short-term consultants.

Payroll Services

10 Page 28


Program Development Expense/Strategic Planning Implementation2019-2020

Original Budget

2019-2020 Revised

Budget





Staff Training, Travel & Conference Expense (Out of Town Travel)2019-2020

Original Budget

2019-2020 Revised

Budget





Telephone Expense2019-2020

Original Budget

2019-2020 Revised

Budget


Monthly Amount Annual Amount$550 x 12 = $6,600 Landlines $6,600$650 x 12 = $7,800 Data Lines $7,800

$115 x 12 = $1,380 Tablet Data Plan & Devices $1,380

Unforeseen Phone Expenses $3,000

Telephone Expense Total $18,780




Variance

0

25,000

Telephone expenses include the Commission's phone landlines, data lines and data plan for wireless accessibility all to aid in the operations of the agency. Staff recommends $3,000 for unforeseen expenses.

18,780 18,780 0



0

Original Two-Year Amount


41,517 41,517

Revised Justification: No changes to this line item to account for community engagement opportunities, convenings and professional development.

Revised Justification: No changes to this line item to anticipate the carrying out of the agency's new 2020-2025 Strategic Plan.

25,000

Estimated cost for F5FC staff to attend local and out of town trainings/conferences on behalf of the Commission. All trainings & conferences attended are required to be aligned with the Strategic Plan per the

Commission's Travel Policy and Procedures Manual. Trainings/conferences include, but are not limited to, the First 5 State annual conference, First 5 Association quarterly meetings and summits, annual

planning days, Government Finance Officer Association trainings, Early Care & Education meetings/conferences, legislative visits, Help Me Grow National and State Conferences, etc. Average cost of travel

for one staff on one trip is $200 which includes transportation, lodging, registration, per diem, etc.

This line item exists for additional or unforeseen costs for program development, the implementation of the Strategic Plan, and/or printing materials to showcase the Strategic Plan. The Commission is

currently in the early stages of strategic planning implementation. Staff recommends budgeting $25,000 to anticipate the further stages of strategic planning.


11 Page 29


Strategic Plan Investments

2019-2020

Original Budget

2019-2020 Revised

Budget

Help Me Grow Fresno County

Help Me Grow Fresno County $500,000 $500,000

Direct Service Programs

Direct Service Programs $2,000,000 $4,000,000

Community Learning Center

Original Revised Variance

AmeriCorps Contract $203,040 $145,750 $57,290

AmeriCorps Team Parking & Misc. $15,500 $17,000 ($1,500)

CLC Salaries $198,659 $255,801 ($57,142)

Absence/Leave Accrual $6,415 $6,415 $0

Medical Benefits (Dental, Medical, Vision) $65,818 $139,335 ($73,517)

Retirement Benefits $18,393 $22,357 ($3,964)

Payroll Taxes $29,649 $39,222 ($9,573)

Overhead & Operating Expense $200,000 $200,000 $0

IT Services $6,075 $7,075 ($1,000)

Family Parking Expense $5,455 $5,455 $0

Office Supplies & Materials $6,700 $6,700 $0

Programmatic Materials $9,600 $9,600 $0

Glow! Programmatic Materials (Curriculum Mtrls, Site License, etc.) $54,663 $86,883 ($32,220)

Staff Training, Travel & Mileage $3,100 $3,100 $0

Community Learning Center $823,067 $944,692 ($121,625)

STRATEGIC PLAN INVESTMENT AREAS

944,692 121,625

Revised Justification: The increase to this budget is primarily attributed to securing proper staffing for the CLC which includes the moving of Glow! project staff from the operating portion of the budget to this

program. Additionally, an increase to Glow!, the Group Prenatal Care Program at the CLC, Programmatic Materials with remaining dollars from prior donations from Cal Viva Health for the program.


500,000 500,000 0

This long-standing area of investment is a compilation of community- based partnerships that provide direct supports to families across the county. We remain committed to fund a navigable, effective and

culturally responsive network of direct services to fill gaps in the early childhood system of care.

We know that any successful approach to addressing the key challenges facing Fresno County families will require systemic change. Acting as convener and connector we will bring the

community and stakeholders together in support of changing the way our systems work for better outcomes for our children. Help Me Grow Fresno County, a national model that promotes

collaboration across sectors to build a more efficient and effective system for young children and their families in Fresno County is the over-arching investment binding all our work

together. This investment area can also be referred to as the early childhood system of care.



2,000,000 4,000,000 2,000,000

Revised Justification: With the close of the 2018-2019 fiscal year and the completion of the audit, the fund balance had a balance available to allocate back to programmatic functions. The increase to this line item

will allow for the pending procurement for direct service programs to enter into multi-year contracts.

The Lighthouse for Children Community Learning Center (CLC) is a network of community partners working together to provide classes and workshops that encourage and foster healthy relationships

between young children and their caregivers as well as to increase early literacy, language and school readiness skills. Along with family services, the CLC supports professionals working with young children.

A detailed breakdown of staffing (2.4 FTE) and non-personnel costs to operate the CLC is provided. The CLC is home to Glow!, a Group Prenatal Project. Inspired by the African American Infant Mortality

Needs Assessment (2016) findings, Glow! exists to improve the health of moms and babies with a focus on maternal wellness and support for women in Fresno County. The CLC budget includes 2 FTE for the

operations of the program.

Variance

Variance

823,067

Revised Justification: No changes.

12 Page 30


Patient-Centered Prenatal Care

Patient-Centered Prenatal Care - Off-Site Sub-Contracts $450,000 $900,000

African American Infant Mortality Prevention

African American Infant Mortality Prevention $960,279 $2,419,785

QRIS - Local High Quality Training & Technical Assistance

QRIS - Local High Quality Training & Technical Assistance $1,100,000 $2,087,927

Innovation & Learning Partnerships

Innovation & Learning Partnerships $200,000 $1,235,000

Strategic Plan Investment Areas Total $6,033,346 $12,087,404

Total Evaluation Expense 6,033,346 x 0% 0

Total Program Expense 6,033,346 x 100% 6,033,346

Total Administration Expense 6,033,346 x 0% 0

Revised Justification: With the close of the 2018-2019 fiscal year and the completion of the audit, the fund balance had a balance available to allocate back to programmatic functions. The increase to this line item

will allow for the Commission to award multi-year contracts for this work.

Investments like the Quality Rating Improvement System (QRIS) initiative increase the opportunities for technical assistance and training for early childhood providers throughout the

county by leveraging dollars received from First 5 California and the California Department of Education. Along with the overhead cost of operating the Lighthouse for Children Child

Development Center ($195,000), this investment includes the long-standing commitment to provide supplemental funds for working families through a tuition scholarship at the Center.


1,100,000

1,459,506

collaborate and create a more integrated and comprehensive support system for young children and their families. The Commission will invest in emerging, innovative partnerships that directly align with the

Strategic Plan and the agency's mission along with communication strategies to further convey the importance of the early childhood development.


This year we allocated additional resources for the next phase of the group prenatal care project in order to leverages a four-year $5.6 million grant, awarded to University of California, San

Francisco Preterm Birth Initiative-California in partnership with Fresno State's Central Valley Health Policy Institute, from the Patient-Centered Outcomes Research Institute (PCORI) to

research and enhanced prenatal care model compared to traditional care in the Central Valley. Patient-Centered Care, in this form, will include the releasing of opportunities for eligible

entities to apply to be a satellite site of this scaling project. This huge win for Fresno County and the Central California region will change the odds for 2,600 women and children through

this project with 1,300 mothers enrolled in group prenatal care and the remaining enrolled in traditional care. This project is being referred to as the EMBRACE Study.

450,000 900,000 450,000

Revised Justification: The increase to this portion of the budget, as a result of the available fund balance, allows the Commissions to allocate its goal of 25% of the budget to prevention of African American infant

mortality.


200,000 1,235,000 1,035,000

Original Amount

Revised Justification: The available fund balance at the close of the prior year audit allows for this portion of the budget to be increased to allow the Commission flexibility in investing in the community through

organic and innovative approaches to support families with young children.

2,419,785

Revised Amount VarianceOriginal Amount

The Commission continues to be committed to working with the community and its professionals to tackle the high rates of infant mortality among the African American community in

Fresno County. Embracing our unique role as a county-wide convener and coordinator in the early childhood system, we will continue to explore innovative and collaborative ways to

address societal issues that contribute to African American infant mortality through investment and partnerships. Combined with portions of some investments listed above including

direct service contracts, the Community Learning Center and Patient Centered Prenatal Care, it is the Commission goal to dedicate approximately 25% of its total program investments to

African American infant mortality prevention work.

Revised Justification: A minimal increase to this portion of the budget to allow for maximum leveraging of state dollars for related efforts.

960,279

2,087,927 987,927

13 Page 31


Accountability and Evaluation2019-2020

Original Budget

2019-2020 Revised

Budget

$500,000 $500,000

Accountability System & Services

Contract Management System $200,000 $200,000

Evaluation Services

Evaluation Services $300,000 $300,000

Accountability and Evaluation Total $500,000 $500,000



Total Administration Expense 500,000 x 0% 0

500,000 0

Organizations that receive F5FC funds report financial, program, and evaluation data to ensure compliance within their contractual obligations. F5FC staff partner with grantees to ensure best practices are

utilized by all programs. The fiscal reporting structure of the Commission was developed in accordance with the First 5 Financial Management Guide.

F5FC Commissioners are responsible for ensuring that funds are used as voters intended when Proposition 10 was passed in 1998. Commissioners work with F5FC staff to ensure policies and procedures are

consistent with state law. The Commission utilizes Persimmony International, Inc., as the agency's contract management database. The system tracks all phases of contract development, compliance, and data.

F5 staff is recommending a renewal of the Persimmony contract to support the Commission's mandatory evaluation and state annual reporting requirements for the year of the budget. The following line items

are being requested to support the Commission's accountability and contract compliance efforts:

The effectiveness of the Commission's investments is monitored regularly by staff along with a contracted evaluation firm. The contracted evaluator works with the Commission, staff, and grantees to inform

are used as efficiently and effectively as possible. F5FC staff recommends renewing the existing contract with Harder+Company Community Research, the Commission's evaluator for one more fiscal year. In

FY 2019-2020, the Commission will be releasing a new procurement opportunity for these services.

With the Strategic Plan framework, Harder+Company ensures it continues to closely assess the outcomes for children and families based on the updated strategies and the indicators of progress. In fiscal year

2019-2020, evaluation will maintain its level of rigor.

Variance

500,000


Revised Justification: No changes to this portion of the budget.

14 Page 32


Externally Funded Initiatives2019-2020

Original Budget

2019-2020 Revised

Budget Justification/Calculations:

$1,959,888 $2,372,357

UCSF - Group Prenatal Care Pilot Program

UCSF - Group Prenatal Care Sub-total $211,780 $130,341

First 5 CA IMPACT Program

First 5 CA IMPACT Sub-total $840,729 $840,729

First 5 CA IMPACT Regional Hub Program

First 5 CA IMPACT Regional Hub Sub-total $804,692 $1,160,197

California Department of Education QRIS Certification Grant

CA Dept. of Ed. QRIS Grant Sub-total $102,687 $131,000

First 5 California - Dual Language Learner Pilot Study Grant

F5 CA Dual Language Pilot Sub-total $0 $158,735

First 5 California - Dual Language Learner Pilot Study GrantCalViva Health Group Prenatal Care Project Support

CalViva Group Prenatal Care Project Support Sub-total $0 $81,696

Externally Funded Initiatives Total $1,959,888 $2,372,357




Revised Justification: The increase to this externally funded program is a result of a budget modification to the IMPACT Hub budget which incorporated the prior year's carryover.

Revised Justification: The slight increase is due to the timing of the grant cycle for this externally funded grant.

The primary focus of the IMPACT Hub program funding is to provide coordination and specialized support to consortia within First 5 California IMPACT Region 5 to create economies of scale while building a

local early learning system focused on access to high quality early care and education. These funds for F5FC to lead the region in this work include the administrative costs as the Commission serves as the

Lead Agency for the multi-county consortium. The Lead Agency is responsible for facilitation of meetings, monitoring the Hub budget, and hosting the Regional Hub Coordinator staff position (.6 FTE). Region

5 includes the following 7 counties: Fresno, Kern, Kings, Madera, Merced, Tulare, Mariposa.

These externally funded initiatives create strong partnerships while furthering the Commission's impact in the community. Funding for these projects, as detailed below,

comes from revenue streams separate from the Proposition 10 Revenue that is received on a monthly basis.

New as of August 2019: To aid in the expansion of the Glow! Group Prenatal Care Pilot Project, also known as EMBRACE, CalViva Health committed $50,000 to support the direct implementation of the

Patient Centered Prenatal Care. These dollars also include CalViva Health's contribution from prior years to cover Physician Reimbursement for participating in the study and Glow! in the Evening sessions.

The IMPACT program is an innovative approach that forges partnerships between First 5 California and counties to achieve the goal of helping children ages 0 to 5 and their families thrive by increasing the

investments centered around improving the quality of systems. These funds are received and monitored by Commission staff.

Funds from the California Department of Education to assist the IMPACT Hub partners in Region 5 build capacity via certification of trainers, observations, and technical assistance of assessors and coaches

all related to the Quality Rating Improvement System (QRIS).

New as of October 2019: The Dual Language Learner pilot study is a First 5 California initiative, in partnership with American Institutes for Research (AIR), aimed to identify effective and scalable practices

for Dual Language Learners in early learning settings and to better understand the conditions under which those practices are effective and scalable. As the lead agency for the study, the Commission is

responsible to ensure communication with and assistance to approximately 34 early learning settings, 183 educators, and 244 parents identified by AIR to participate in the pilot study and reimburse educators

and parents for their time. The grant is for 18 months for a total of $219,787.

Revised Justification: The funder, UCSF, reduced the budgets for several projects including Group Prenatal Care Project which reflected in a new budgeted amount for the contract with them. The agreement with

UCSF terms in March 2020.

The Group Prenatal Care Program, funded by the University of California, San Francisco (UCSF), was a key recommendation from the First 5 Fresno County commissioned African American Infant Mortality

Needs Assessment. With proven outcomes, the program, a feasibility study, provides enhanced prenatal care to pregnant women in a group setting while incorporating health and wellness education and

providing social support. First 5 Fresno County staff monitors the subcontract agreement with Fresno State's Central Valley Health Policy Institute for the research and evaluation of the project, oversees

program staff and aids the implementation of the project. The funds allocated below are for the final few months of operations for the project under the contract with UCSF. As outlined in the Strategic Plan

Investment Areas, the Commission is committed to spreading and scaling the Group Prenatal Care Program throughout the county.

15 Page 33


Operations Contingency Fund

2019-2020

Original Budget

2019-2020 Revised

Budget

$1,000,000 $1,000,000


Total Program Expense 1,000,000 x 0% 0

Total Administration Expense 1,000,000 x 100% 1,000,000

Strategic Reserve Fund2019-2020

Original Budget

2019-2020 Revised

Budget

$2,000,000 $2,000,000




The Strategic Reserve Fund is a separate fund to guard against any future immediate and unanticipated Proposition 10 revenue deficits or shortfalls that may arise during the budget year. Parameters of usage

are outlined in the agency's Accounting Policies and Procedures Manual. This fund will remain at $2,000,000, being deobligated and then reobligated at the start of each fiscal year.

The Operations Contingency Fund was established to guard against possible losses and meet unforeseen and unavoidable requirements that may arise during the budget year. Parameters of usage are outlined

in the agency's Accounting Policies and Procedures Manual. This fund will remain at $1,000,000, being deobligated and then reobligated at the start of each fiscal year.

16 Page 34

FIVE YEAR BUDGET FORECAST

Fund BalanceUnassigned Fund Balance $3,250,233 - - - -Assigned Fund Balance $5,718,696 - - - -RevenueProp 10 Revenue $8,000,000 $8,001,388 $7,735,686 $7,662,004 $7,497,184External Revenue UCSF Grant $130,341 $0 $0 $0 $0 First 5 CA QRIS Revenue $2,000,926 $800,000 $800,000 $800,000 $800,000 California Department of Ed. Grant $131,000 $0 $0 $0 $0 First 5 CA Dual Language Learner Study Grant $158,735 $61,052 $0 $0 $0Other Revenue $250,000 $300,000 $300,000 $300,000 $300,000Interest Revenue - County Treasury $10,000 $10,000 $10,000 $10,000 $10,000Investment Income $200,000 $100,000 $40,000 $40,000 $30,000

Total Revenue $10,881,002 $9,272,440 $8,885,686 $8,812,004 $8,637,184

Funda Balance & Revenue $19,849,931 $9,272,440 $8,885,686 $8,812,004 $8,637,184

Operating Budget

$1,295,992 $1,015,141 $967,982 $869,883 $852,586

$495,533 $352,600 $345,312 $315,497 $314,497Total Operating Budget $1,791,525 $1,367,741 $1,313,294 $1,185,380 $1,167,083

Strategic Plan Investment Areas

Help Me Grow Fresno County $500,000 $200,000 $200,000 $200,000 $100,000Direct Service Programs $4,000,000 $2,000,000 $2,000,000 $2,000,000 $1,885,101Community Learning Center $944,692 $760,000 $760,000 $716,624 $735,000

Patient-Centered Prenatal Care $900,000 $450,000 $450,000 $450,000 $450,000

African American Infant Mortality Prevention $2,419,785 $1,133,646 $962,392 $1,160,000 $1,250,000

QRIS - Local High Quality Training & TA $2,087,927 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Innovation & Learning Partnerships $1,235,000 $1,000,000 $900,000 $800,000 $750,000

Accountability and Evaluation $500,000 $500,000 $500,000 $500,000 $500,000

$12,587,404 $7,043,646 $6,772,392 $6,826,624 $6,670,101

UCSF - Group Prenatal Care $130,341 $0 $0 $0 $0First 5 CA IMPACT Program $840,729 $0 $0 $0 $0First 5 CA IMPACT Hub Program $1,160,197 $800,000 $800,000 $800,000 $800,000California Department of Ed. Grant $131,000 $0 $0 $0 $0First 5 CA Dual Language Learner Pilot Study Grant $158,735 $61,052 $0 $0 $0CalViva Group Prenatal Care Project Support $50,000 $0 $0 $0 $0

$2,471,002 $861,052 $800,000 $800,000 $800,000

Total Strategic Plan Investments $15,058,406 $7,904,698 $7,572,392 $7,626,624 $7,470,101

Reserve

Operations Contingency Fund $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000Strategic Reserve Fund $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

Budget Total

Total First 5 Fresno County Budget $19,849,931 $9,272,439 $8,885,686 $8,812,004 $8,637,184

FY 23/24

PROJECTIONS

FY 19/20

PROJECTIONS

FY 22/23

PROJECTIONS

FY 21/22

PROJECTIONS

FY 20/21

PROJECTIONS

Externally Funded Initiatives Sub-total

SP Investments & Evaluation Sub-total

Salaries & Benefits Sub-total

Services & Supplies Sub-total

17 Page 35

Agenda Item 7



January 15, 2020 – 11:30 a.m.


AGENDA ITEM NO. 7 TO: Children & Families Commission of Fresno County FROM: Emilia Reyes, Executive Director SUBJECT: Executive Director’s Report BACKGROUND: The last 17 years at First 5 Fresno County have been a time of great excitement, growth and fulfilment for me. Specifically, the last five years, as it has been a privilege and honor to serve as the Executive Director. As it is now known, I have officially accepted the position to serve as the Chief Executive Officer (CEO) with Fresno Economic Opportunities Commission (Fresno EOC) and while this is a fantastic opportunity that promises to be challenging and exciting, it is also difficult to leave the First 5 Fresno County Commission and the wonderful work we do. I share the agency’s vision of a future where all children and their families are healthy, loved, and nurtured. What we have accomplished over the last several years in Fresno County has fundamentally improved the way young children and families are served. Informed by our Fresno County families and the challenges they face, the Commission is committed to five crucial efforts aimed to leverage, sustain, and increase impact for our community: The Lighthouse for Children – An innovative community hub for families and early childhood professionals offering services, programs, resources and opportunities to transform the first five years of a child’s life. African American Infant Mortality Prevention – Community-driven projects and partnerships tackling the high rates of infant mortality among our African American community in Fresno County. Direct Service Programs – Community-based partnerships targeting our most vulnerable babies promoting optimal health outcomes for families living in rural and urban Fresno County. Quality Counts California – A localized investment focused on assessing, improving and communicating the level of quality in early care and education programs. Help Me Grow Fresno County – At the heart of the First 5 Fresno County Commission efforts is to prioritize a coordinated system of services (health care, early learning opportunities, nutrition, parent support) ensuring all children and families can thrive. As is often the case, it is the people who have made these efforts and projects worthwhile and often exceptional. Not only has the experience been gratifying and enjoyable, most importantly it has

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Agenda Item 7

resulted in better services for our families. The Commission’s staff have become like family to me and I am confident they will continue working diligently to deliver on the vision and mission of First 5 Fresno County as the committed and dedicated professionals they are. I will miss them dearly and will continue cheering them and the agency on in the years to come. As a member of the First 5 team for the last 17 years, now it is my goal to build on these rich experiences while serving as the CEO of Fresno EOC. I am committed to supporting a smooth transition and will be available as the Commission and staff need me. The Commission is strong and although I am leaving the agency, I will continue to be a part of the First 5 extended family. My heart is full of gratitude to the First 5 Fresno County Commission for the opportunity afforded to me to serve in this capacity. Thank you for allowing me to work on behalf of the families that make our community special. It has been a sincere pleasure working with and for all of you. With much gratitude and respect,

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