Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Learning Center (back building) RoomThursday, January 5, 2011 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: Called to order at 8:10am by Chair Pane. A quorum was present.Members Present: Penny Blake, Andrew Cain, Kathleen Lynch, Heather Vogel, Preeti Mishra, Alicia Newton, Andrew Pane, Margaret Petros, Ann WhyteMembers Absent: Peggy Cathcart, Nicole StewardGuest/Staff: Dennis Wyatt (CAC member), May Garcia (SSA), Alfredo Nevius (SSA)

2. Public Comments – Dennis Wyatt informed about Assemblyman Jim Beall’s informational hearing on the Overrepresentation of Latino Children in CA’s Child Welfare System on Friday, 01/06/12 between 10:30 am-2:30pm at Our Lady of Guadalupe Church..

3. Discuss / Approve Minutes of 12/1/2011 Meetings: Deferred to 01/26 meeting.4. Discuss / Approve Executive Committee Business

A. Discuss planning for retreatMember Whyte and Mishra are working on the plan.

• Panel discussion in the afternoon (1:30pm-3:30pm) by group of people who participate in the court system and Hon. Tondreau and Hon. Clark. CASA will join as well. It was recommended to invite public for the afternoon session as CAC will spend morning session for 2012-13 workplans.

• Location: EMQ Campbell• Date: Friday, 02/10/12 • Attendees should bring their own lunch or place an order in advance for EMQ

cafeteria. B. Discuss Exec Committee work plan: Deferred to 01/26 meeting. Committee members will

send suggestion and comments to Coordinator by 01/20/12 and Coordinator will compile them for next meeting.

C. Discuss changes to Commission Agendas and MinutesChair Pane informed about Clerk of the Board’s email on the Board of Supervisors’ resolution that changed the form and content of commission agendas and minutes. Committee members agreed to put “Receive and Accept~” on non-voting items on the CAC meeting agenda instead of “Consider~.” Committee members made sure that “Accepting and receiving” is different from “approving/agreeing/acting.” This change will not be reflected on sub-committee agendas.

5. Receive and Accept Verbal Report - Vice Chair of Administration: No report.A. Discuss timely public comments strategy

6. Receive and Accept Verbal Report – Vice Chair of ProgramsMember Newton reported that there would not be any presentation by funded agencies in January and she has been working on getting the speakers in March.

7. Receive and Accept Verbal Report – Treasurer

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A. Discuss budget adjustments Member Mishra reported that she was informed by SSA that there was some additional funding and there will be a meeting with SSA on Friday, 01/06/12 at 10:00am at SSA’s Treasury Room. She will bring updates of the meeting to the next Executive Committee meeting on 01/26/12.

8. Consider actions related to fiscal and administrative information from the Social Services Agency. Alfredo Nevius reported that SSA received realignment from the State and there has been a slight increase in CAPIT funding. There is some discrepancy between SSA’s fiscal report and Committee Expenditure Summary and it will be corrected. December report is not out yet and November report will be submitted for January CAC meeting.

9. Possible actions include: A. Accept fiscal and administrative report: No report.

10. Receive and Accept Committee Verbal ReportsA. Leg & Policy Committee: Member Cain reported that there was no meeting in December and

their focus group will be on 02/28/12 at Milpitas Library. B. Membership Committee

i. Discuss and approve Member Expectations Agreement (Member Vogel)Member Vogel distributed the draft of agreement and Committee members discussed about the need of the agreement which will be distributed to all the members including new members. Committee members decided to modify #5 by adding “and approved by CAC.” Committee members also discussed about #4 and confirmed that it doesn’t restrict the activities of Symposium Committee Chair since the workplan already contained the details of the activities and Symposium Committee Chair is directed to communicate with vendors to prepare Symposium.

On the motion by Member Vogel, seconded by Member Cain, it was unanimously approved to accept and forward the Membership Expectations and Agreement to CAC with the modification of #5.

C. Public Awareness CommitteeMember Lynch reported that the committee had December meeting and wanted to get more information of Blue Ribbon Campaign. Committee members shared the information that CAC hasn’t been doing any activities with respect to Blue Ribbon Campaign. Member Newton will ask funded agencies for any suggestions. Member Blake will ask ICC members for any ideas. Member Lynch indicated that the committee considered creating general brochures and Committee members considered Child Abuse Prevention Booklet for Mandated Reporters training with CAC stickers on. Committee also considered electronic brochures which can be modified easily.

D. Student Educational Needs CommitteeMember Whyte reported that committee needed to find $4,500 to reprint the brochures since this was not included in their workplan. Member Whyte stated that committee would take any donations from other committees.

E. Symposium Committee Member Petros reported that committee created Save the Date and urged the Committee members to spread it to their acquaintances. Deposit of $5,800 was processed and committee is finalizing the speakers and topics. Next meeting will be on Monday, 01/09/12. Sponsorship

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request letter will be sent to all CAC members and donors can get tax exempt from the contribution.

F. Allocations CommitteeMember Blake reported that committee was still working on the issues of Pathway in their parenting classes and residential program. Grant Task Force will meet on Wednesday, 01/11/12 with recommendations and the recommendations will go out to the applicants. The information on funding and description of the process will be available at the retreat. CAC cannot vote for recommendation due to conflicts of interest and because it will be “intent to award” and not the final award. Next meeting will be on Thursday, 01/12/12.

G. Disproportionality Committee: No report.H. Interagency Coll. Committee

Member Blake reported that committee had December meeting and has had several presentations including EMQ. Member Blake informed that Juvenile Justice Commission had discovered lack of mental health services for children in Receiving Center due to misunderstanding between EMQ and Mental Health Department. Mental Health Department will resume the services. Chair Pane indicated that Community Collaborative meeting has been stopped and ICC will discuss about this at the next meeting. Committee members discussed about the change of chair in Child Death Review Team and Member Cain informed that Dr. Jordan is the new chair.

11. Announcements: Member Mishra informed that there would be a farewell event for Hon. Lucero on 02/13/12 at Court Conference Room.

12. Adjournment: Adjourned at 9:33am to the next Committee meeting on Thursday, 01/26/12 at 8:00am.

Respectfully submitted on 01/09/12 by Kathleen Dong (CAC Program Coordinator)

3

Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Community Room (big room main building)Thursday, January 26, 2012 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: Meeting was called to order by Chair Pane at 8:11am.Members Present: Penny Blake, Andrew Cain, Peggy Cathcart, Kathleen Lynch, Preeti Mishra, Andrew Pane, Margaret Petros, Nicole Steward, Members Absent: Alicia Newton, Heather Vogel, Ann WhyteStaffs: Kathleen Dong (CAC Coordinator), Alfredo Nevius (SSA)

2. Public Comments - None

3. Discuss / Approve Minutes of 12/1/2011 and 1/5/2012 MeetingsCorrections made as follows:<01/05 minutes>

• Heather Mayeau --> Heather Vogel• ICC: had several presenters --> has had several presentations• Add Nicole Steward under Absentee• SENC: $4,500

<December minutes> “Blake expressed concern…..support supplied by” ---> support available to SSA M/S/A: Steward/Mishra/All

4. Discuss / Approve Executive Committee BusinessA. Discuss and finalize retreat plans

• Committee members decided to add discussion of In-Kind form in AM schedule of retreat to go over the form. SSA will be there to answer questions in regards to the form.

• Member Mishra asked Committee members to spread words for the PM panel session. Panel discussion starts at 1:30 pm. Member Cathcart will bring her committee members.

• Lunch will not provided and there will be tea, coffee, muffin and juice. • There will be time for sub-committee discussions.

B. Discuss Exec Committee work plan (extended discussion): Workplan attached.Committee members had discussion about conducts at the CAC meeting and establishing ground rules and decided to cover this at the retreat.

5. Receive and Accept Verbal Report - Vice Chair of AdministrationA. Discuss timely public comments strategy

Member Steward confirmed that CAC members cannot make individual statements with position that are not endorsed by the BOS. Individual opinion can be put out as long as it is not implicating as CAC opinion. If a sub-committee wants to put out an opinion, which was endorsed by BOS, it should be brought to the Executive Committee for discussion. Press release for event is okay and Member Steward will do the press release for Legislation and

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Policy Committee’s focus group. Drafts will be sent to the Executive Committee and run by the County Counsel.

Member Steward recommended inviting a guest speaker for meeting. Child Death Review Team had a presenter who provides services to parents who lost children. Member Steward will send out details by next meeting.

6. Receive and Accept Verbal Report – Vice Chair of Programs: None

7. Receive and Accept Verbal Report – TreasurerA. Discuss budget adjustments as per Budget Task Force recommendations

Member Mishra reported on Budget Task Force meeting. There was $1,400 shortage in 2011-12 budget, but it will be covered with additional funding and some budget reductions from committees. There will be big change in the budget for Coordinator position in 2012-13 since it will be a full year position. Suggestions were made about cuts of $13,000 from several committees. Member Petros indicated that Symposium Committee already made cuts of $15,000. $2,000 was budgeted for potential assistance in case of absence of the coordinator, and Committee wants to keep that amount for potential expenditure necessary for symposium. Member Cathcart stated that $3,000 can be returned for this year and committee does not know how much the current project would cost. Member Lynch stated that Public Awareness Committee has enough supplies for distribution. Chair Pane urged the members to talk with the sub-committee members for possible reduction at the retreat. Following are the reduction made in 2011-12 budget:

• Executive Comm: $2,000 from Retreat, $2,500 from Sponsorship• Disproportionality Comm: $3,000• Membership Comm: $1,450

Committee members approved the Budget Task Force finalize the reduction. Committees can get more funding in case they find that there are needs after the reduction of budget. Budget Task Force will meet again after the retreat.

8. Consider actions related to fiscal and administrative information from the Social Services Agency: None 9. Possible actions include:

A. Accept fiscal and administrative report

10. Receive and Accept Committee Verbal ReportsA. Membership Committee: NoneB. Public Awareness Committee: Member Lynch reported that committee discussed on the

workplan.C. Student Educational Needs Committee: Member Whyte reported that committee discussed on

the efficiency of distribution of brochures.D. Symposium Committee: Member Petros reported that committee has been gathering the

information of speakers. Registration will start in 2nd week of February. E. Allocations Committee: Member Blake reported that committee had a meeting last week.

Committee discussed about monitoring activity and issues of quarterly reports. There had

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been delays in collecting reports from agencies. Grant Task Force came up with the selection procedures and Executive Committee will sign on the procedures.

F. Disproportionality Committee: Member Cathcart reported that committee looking at operating manual. Committee is having difficulty with finding meeting room for multiple community members and Coordinator is looking for a meeting room..

G. Interagency Coll. Committee: Member Blake reported that committee is looking at children getting mental health assessments and screening at Receiving Center. Committee asked the Esther Sanchez from Receiving Center to present at ICC.

H. Leg & Policy: Member Cain reported that there will be a focus group on 02/28 and Public Awareness Committee will work on the publicity. Committee is looking for free videographer. Leslie Griffith will come to March meeting for AB12. Committee is spending time in pending legislation and will bring them to CAC for discussion of recommendation. Committee completed 2012-13 workplan.

11. Announcements: None12. Adjournment: Meeting was adjourned

Respectively submitted on 02/13/12 by Kathleen Dong (CAC Coordinator)

3

Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Kitchen Conference RoomThursday, February 23, 2011 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: 8:08am Members Present: Penny Blake, , Alicia Newton (left at 9:30 am), Preeti Mishra, Andrew Pane, Margaret Petros (left at 9:00 am), Kathleen Lynch, Ann Whyte, Dennis WyattMembers absent: Peggy Cathcart, Heather VogelStaffs: Alfredo Nevius (SSA)

2. Public Comments – None3. Discuss / Approve Minutes of 12/1/2011 and 1/26/2012 Meetings

Present Member: add Preeti MishraM/S/A: Steward/Petros/All as amended.

4. Discuss / Approve Executive Committee BusinessA. Discuss retreat

Panels were great. Adding educational component was good. Committee members extended the discussion about professionalism in asking questions to the public speakers at CAC meeting. i. task forces: deferred.

1. Press Releases and Public Awareness task force (Safe Sleeping)2. Mandated Reporter training task force

ii. general follow up (positives and changes)B. Discuss Exec Committee finalized work plan

Committee reviewed the finalized work plan and approved it. GBACAPC: from May we need replacement. Member Whyte suggested rephrasing as “Approval of workplan and budgetary proposals.”

C. Voting items for full March CAC meeting Ad hoc committee2012-13 Workplan SENC request: shifting moneyAllocation committee’s selection process.

5. Receive and Accept Verbal Report - Vice Chair of AdministrationPress release for LPC. News station will be there. Reported about Child Death Review Team. They had a speaker but the information was put on hold before released. Safe sleeping campaign is still on. Dr. Jorden is offering the program in different hospitals for doctors and nurses. Ecstasy video is shown. First 5 has brochures for safe sleeping. Bi-lingual brochures are on CAC website as well. Ann Whyte (the reason against the co-sleeping should be provided for parents to understand).

6. Receive and Accept Verbal Report – Vice Chair of Programs

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Member Newton reported that PHP and ICAN will present at 03/09/12 CAC meeting. Jane Smithson is invited for CAC meeting in May about Mandated Reporters Training.

7. Receive and Accept Verbal Report – TreasurerA. Discuss budget adjustments as per Budget Task Force recommendations

• Budget Task Force has not had a meeting yet. Budget looks good for this fiscal year but may need further alignment. Ongoing discussion will follow until June.

• Member Petros indicated that Symposium Committee budget was already revised and reduced in large scale. $2000 will be kept and committee shifted it to “site” budget.

• Member Whyte asked about the SENC’s request for printing cost $4,500 for two-year supplies of brochures to be distributed to schools. More information was needed with respect the effectiveness and available funding. SENC has $1,000. Membership Committee decided to donate $1,400. The requested amount now is $2,100. Member Whyte will bring the current copy of the brochure next time for reference. Will agendize the vote for shifting funds from other committees at next meeting.

8. Consider actions related to fiscal and administrative information from the Social Services Agency. Alfredo Nevius reported about the fiscal report generated based on the invoices and expenditures executed as of December 2011. CAPIT funds will be spent for direct services. There are no signs of overspending the budget this year. Next year may be tighter for expenditures.

9. Possible actions include:A. Accept fiscal and administrative report

Steward/Whyte/All

10. Receive and Accept Committee Verbal ReportsA. Leg & Policy

Member Cain reported that Focus Group on incarcerated parents will be on 02/28/12. Bart Sloan will be on the panel as well. Probations will be the first speakers. Committee is working on the approval for the food. Committee needs projector that projects bigger size for Power Point.

B. Membership Committee: NoneC. Public Awareness Committee

Committee meeting will take place next week. Pick up for Blue Ribbon supplies will be between 03/1-03/08 at Victim Witness Assistance Center. Supplies can be distributed at the CAC meetings and Symposium for CAC members as well as Symposium attendees. Committee needs 3 volunteers for creating brochures. Any ideas for Blue Ribbon Campaign flyers would be appreciated. There will be Children’s Fair on 04/14 and Committee needs some volunteers from CAC.

D. Student Educational Needs CommitteeCollaboration training on 03/29. More details will be available at CAC meeting.

E. Symposium CommitteeMember Petros reported that the registration brochure is out and On-line registration has been started. She urged the members to spread the words to public. Dennis Wyatt co-sponsored for $500, O’Connor sponsors $500, MAM sponsors $250. 49ers offered to give

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autographed footballs and few passes for 2012 practice seasons that may be used for raffle. Member Mishra indicated the requirement of registering at Attorney General’s office. Dennis Wyatt explained that Santa Clara County is excluded from benefitting from the Hedgefund Cares. Chair Pane suggested inviting someone from 49ers and using the passes as gifts for the speakers. Committee will accept the passes and invite the personnel from 49ers. Member Petros is working on getting sponsorship from Kaiser at south bay. Judge Reed Ambler was nominated for Angel Award. James Gibbons-Shapiro is working on getting the speaker for Victim Impact speech. Donors will get the County’s taxpayer’s ID and gets the tax exemption. Member Petros informed the change of line item of the $2000 to the site which will be used only if the committee ends up spending more for hotel.

F. Allocations Committee: Member Blake reported that Grant Task Force has completed its work in making recommendation. Recommendations have been sent out to the vendors as of 5:00 pm yesterday. Process is moving smooth. Member Blake shared the “GRANT TASK FORCE RFP SELECTION PROCESS.” Member Blake asked to agendize for next CAC meeting so that CAC will vote on the recommendations to the BOS and the process that was used. The selection was based on the CAC funding priorities. Member Whyte suggested providing the basis for removal. Committee is ready to forward the selection at March CAC meeting. Full CAC will review the process and will vote on the process. There should be a note at the bottom of the recommendation that CAC has approved the process of selection. Continue the monitor the agencies we presently have. There was an issue with Pathway with respect to their outcomes that were not resolved.

G. Disproportionality Committee: No report.H. Interagency Coll. Committee: Member Blake reported that the Supervisor and Manager from

Mental Health Department attended at the previous meeting and presented about the mental services for children at Receiving Center.

11. Announcements: None.12. Adjournment: Meeting was adjourned at 9:33 am by Chair Pane.

Respectfully submitted on 02/23/12 by Kathleen Dong

3

Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Kitchen Conference RoomThursday, March 22, 2011 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: Meeting was called to order by Chair Pane at 8:12 am.Members Present: Penny Blake, Andrew Cain, Peg Cathcart, Kathleen Lynch, Preeti Mishra, Alicia Newton, Andrew Pane, Margaret Petros, Ann WhyteMembers Absent: Nicole StewardStaffs: Kathleen Dong (CAC), Alfredo Nevius (SSA)

2. Public Comments - None

3. Discuss / Approve Minutes of 2/23/12 MeetingM/S/A: Whyte/Mishra/All as amended

4. Discuss / Approve Executive Committee BusinessA. Discuss retreat

i. Task Forces: The items will be further discussed at next meeting.1. PR and Media Relations2. Mandated Reporter Training Task Force

Member Newton informed that Jane Smithson will present at May CAC meeting. B. Discuss 2012 - 2013 Council work plan: Chair Pane will send out the draft to the members

for comments.C. Discuss CAC printing policy

Committee members discussed about large volume of printing. Member Blake suggested tracking the cost of ink cartridge and paper for each committee. Member Whyte suggested that we need to formulate policy that presenters from other organization provide their own copies to the Council members. Member Blake indicated that the County policy is to pursue electronic copies. Member Petros stated that Symposium saves cost by replicating CD and the presenters are recommended to bring their copies. Committee members concluded that each committee should decide the needs beforehand and plan accordingly. Coordinator will bring one copy to the meeting for large number of print. Alfredo Nevius stated Council can use the County’s printing department for the large volume prints.

D. Discuss CAC meeting agenda organization and meeting length to accommodate members schedules, quorum issues around actionable items. Below are the decisions:

• Voting items will be placed before the non-voting items for the quorum and have a workshop if extended discussion is necessary.

• Presenters will be placed before the non-voting items, approximately at 8:00am.• Committee chairs will try to make brief committee reports for fair time allocation. • Member Petros indicated that there should be a discussion after each motion and

before the vote. Clerk of the Board recommended voting the Committee reports as a whole. Committee members acknowledged that there should be some discussion and having to wait till the end of committee reports defeats the purpose of promoting the

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discussion. Committee members explored the idea of providing the committee meeting minutes to have time to read before the meeting. Member Blake suggested putting any voting items from committees at the early part of the voting to separate them from the committee reports.

E. Voting items for full April CAC meeting • Allocations Committee: Funding recommendation• Public Awareness Committee • Committee workplans• Membership action items

5. Receive and Accept Verbal Report - Vice Chair of Administration: No report6. Receive and Accept Verbal Report – Vice Chair of Programs

Catholic Charities and Kaiser will present at April meeting. Jane Smithson will present at May meeting. Funded agencies were informed for tabling opportunities.

7. Receive and Accept Verbal Report – TreasurerMember Mishra reported that Budget Task Force meeting will take force in May. Clerk of the Board informed that any committee decision with less than 12 voting members is invalid. Member Whyte clarified that it is valid unless the bylaw delegates to the committee. Member Blake added that any committee budget already approved by Council does not have to be brought to the full Council. Committee will clarify with the Clerk of the Board. Alfredo Nevius informed that W-9 and ACH form is required for all the vendors including the webmaster.

A. Discuss budget adjustments as per Budget Task Force recommendations 8. Consider actions related to fiscal and administrative information from the Social Services Agency. 9. Possible actions include:

A. Accept fiscal and administrative report, and10. Receive and Accept Committee Verbal Reports

A. Allocations Committeei. Discuss CAC funding recommendation voting procedures for the April meeting

Member Blake explained that the procedure had been that the recommendation comes from the committee and be submitted directly to the BOS for their final decision. WIC 18983.5 provides that the Council must be an independent organization from the BOS. County Counsel signed the Bylaw that provides that the process would be approved by the Council to examine the fairness of the procedure, inform the grantee, and recommendation be forwarded directly to the BOS. Therefore, full Council doesn’t need to vote and it is not mainly because of conflicts of interest. Member Blake indicated that it should be agendized for next CAC meeting that the Council reviews and approves the process and forwards the recommendation to the BOS. Member Petros stated that we should do it in a manner that satisfies the integrity of the state. Member Blake stressed that the funding decision has to be made by the multidisciplinary group. Committee members decided to meet with Kristin Baker before the full Council meeting. Member Blake suggested Bylaw committee members should attend the meeting. It will be put on the agenda as Allocation Committee recommended.

ii. Allocations Committee: Award annual certificate to outstanding performers (grantees) who exceeded their goals to be presented at the June CAC meeting. Committee motioned CAC present annual awards to CAC’s funded agencies that are considered to be exemplary and have out-performed their goals for the year. Committee

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will discuss with County Counsel about the appropriateness of this as determination of exemplary ones might cause some issues. These awards should be presented each June and should be publicized to the media. Motion died due to the lack of second. Member Blake motioned that committee will discuss with the County Counsel for the appropriateness. Member Whyte seconded. All approved.

B. Interagency Collaboration CommitteeMember Blake informed that Member Lynch attended the meeting and provided information of Blue Ribbon Campaign supplies.

C. Disproportionality Committee Member Cathcart reported that committee members attended various meetings related with the disproporortionality issues. Committee members are giving feedbacks on services they received and relevance of the support with respect to the over-presentation in survey. Committee will focus under and over-representation next year. Committee is faced with some issues of providing incentives including gas, food, etc. to the consumers to promote participation. Juneteenth will be on the 06/15, 06/16, 06/17. Member Cathcart will be at an interview on Monday to represent CAC and provide a perspective of manager for foster care and permanent plan and finding better ways to serve the community. She introduced a book by Dr. DeGruy on Post Traumatic Slavery Syndrome and the committee wants to host an event with her. Committee will present survey results during this event and thee might be a need for change of budget items for this event. This will be agendized at the next Executive Committee meeting for further discussion. Member Mishra suggested preparing proposals for expenditure and sending them to the members before the meeting for the members.

D. Leg & Policy Come to the next meeting for Mandated Reporters Member Cain informed that Operations Manual was drafted and will be voted at next Tuesday’s meeting.

E. Membership Committee: No report.

F. Public Awareness CommitteeMember Lynch reported that committee is planning to use the last year’s flyer that committee created for Blue Ribbon Campaign. Committee decided to post the posters from Partners in Prevention on the website. Partners in Prevention will give $500 to CAC in return for posting their logos on the website. Committee requested to get $500 for printing the posters. If Symposium did not get $1,000 from GBACAPC, Committee will consider disbursing it to Symposium Committee. Member Blake motioned $500 for putting the logo on the website to go to Public Awareness Committee. Member Cain seconded. All approved. Committee members expressed the concern for cost of printing and recommended including County’s printing department as one of the vendors.

G. Student Educational Needs Committee: Digital Citizenship will be on 03/29/12.

H. Symposium Committee: Member Petros informed that 208 registrations are received currently. Committee decided not to receive the football and accept the practice tickets.

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11. Announcements12. Adjournment: Meeting was adjourned by Chair Pane at 10:05 am.

Respectfully submitted on 03/22/12 by Kathleen Dong (CAC Coordinator)

4

Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Kitchen Conference RoomThursday, April 26, 2011 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: Meeting was called to order at 8:11am by Chair Pane.Members Present: Penelope Blake, Andrew Cain, Peggy Cathcart, Preeti Mishra, Alicia Newton (left at 9:28am), Andrew Pane (left at 9:58am), Nicole Steward, Ann Whyte Members Absent: Kathleen Lynch, Margaret Petros, Heather Vogel

2. Public Comments – Committee members shared that Symposium went very well.

3. Discuss / Approve Minutes of 3/22/12 MeetingM/S/A: Whyte/Cain/All

4. Discuss / Approve Executive Committee BusinessA. Discuss Symposium follow up: Need for Wi-Fi Access was discussed. Speakers were good.

Moving the presentation of inspirational speaker to other times than during lunch was discussed. Member Mishra on behalf of DAC thanked for the invitation for the parent mentors.

B. Discuss adding “prevention” to the Council’s name: Chair Pane indicated that Member Petros suggested adding “prevention” to the Council’s name. Member Whyte explained the history that it was changed for simplification as there was Prevention Council in the past. Councils in other county are non-profit organization. CAC does not provide direct service. The change should be approved by BOS and there would be additional work and expenses related with the changes. Committee members decided to do some research on the feasibility and present it at the full Council meeting with some options. This will be presented at the next CAC meeting as an introduction and ask for participation in research.

C. Discuss new Public Awareness Chair and Committee membersChair Pane reported that Member Lynch is resigning from the Council. Purpose for the Public Awareness Committee is to educate the public about the issues of child abuse as the mandate for the Council is training and awareness. Committee members acknowledged the need to determine the appropriate means of the public awareness. Member Newton suggested about using SNS. Member Steward expressed some concerns about SNS. She volunteered to be Chair of Public Awareness Committee. Member Cain suggested having Public Awareness Committee merge into Legislation and Policy Committee. Member Whyte indicated that the component of public awareness should be reserved after the merger. Member Cathcart agreed with the merger as Legislation and Policy Committee is focused on the legislation. Member Blake moved that Member Steward takes over the Chair position and Member Cain does research and report back at next time. Member Whyte seconded. Approved unanimously. Member Newton volunteered to be in charge of Facebook account if CAC decides to use the method. Appointment of Public Awareness Chair is subject to the vote at the Executive Committee.

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D. Discuss CAC laptop repair or replacement: Coordinator explained the current situation of laptop issue. Member Steward suggested shifting the line item in Public Awareness Committee for the replacement of laptop. Chair Pane will join the Committee Public Awareness Committee. Member Steward will host the meeting for the vote. Executive Committee can authorize the purchase as soon as the full Council approves the shifting the line item. Committee will look into the total cost of purchasing necessary softwares, hard drive and laptop.

E. Discuss CAC meeting agenda organization to accommodate members schedules, quorum issues around actionable items.Member Pane asked the opinions about the changes at the previous CAC meeting. Members agreed that the change was good and the meeting was run more efficiently.

F. Voting items for full May CAC meeting 5. Receive and Accept Verbal Report - Vice Chair of Administration: Member Steward attended Child

Death Review meeting and viewed the Safe Sleep video by First 5. The video will be posted on the CAC website. First 5 is doing campaigns about this and the advertisement will be on 250 buses. 41 deaths in 5 years related with co-sleeping in the County without any conviction. Member Blake indicated that there was not any publicity about the incidents of death of foster children. Chair Pane indicated that CAC should forward this to BOS. Member Steward pointed out the confidentiality issue.

6. Receive and Accept Verbal Report – Vice Chair of ProgramsMay: Jane Smithson and Roxanne Stephens, Social Services Program Manager on Latino Child Welfare Equity ProjectJune: Alum Rock Counseling CenterSeptember: Frank Motta will talk about the budget of the State and County.

7. Receive and Accept Verbal Report – TreasurerA. Discuss budget adjustments as per Budget Task Force recommendations

Member Mishra will send out the meeting notice in May. Member Mishra discussed with SSA about the budget for next year. There would be an increase of the cost of Clerk of the Board. CAC asked the information of time study. Fiscal report from SSA will be emailed after the meeting. Committee Chair will send the rough idea of returning fund.

8. Consider actions related to fiscal and administrative information from the Social Services Agency: None 9. Possible actions include:

A. Accept fiscal and administrative report, and10. Receive and Accept Committee Verbal Reports

A. Symposium Committee: Member Newton reported about the issues of the bathroom at the hotel. Committee will remind the hotel.

B. Allocations Committee: Member Blake reported that she would call the County Counsel to ask whether the committee can give commendation to the grantees. Committee will agendize to vote on that and bring it to the next Executive Committee meeting and the following CAC meeting. Member Blake will report back about the legal issues. Committee will develop the process if it is approved. Member Blake expressed concern in the lack of program monitoring. Task Force completed the recommendation and selection process is completed and is waiting for the BOS approval. Member Blake discussed with the County Counsel about the issue of independence of the CAC decision. Committee is planning a training for the grantees for next year in complying with the CAPIT regulation. County is considering cohesive plan of merging different funds and committee is working with Wendy Kinnear to

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provide inputs. She suggested inviting Wendy Kinnear to CAC meeting. Chair Pane expressed appreciation for Member Blake’s work in RFP process.

C. Interagency Coll. Committee: ICC had been looking at the Receiving Center. RC will be closed by the end of the year. Juvenile Justice Commission is concerned about it. Mental Health Department joined ICC. MDT joined ICC and continued to share the program. ICC wanted to motion to support co-location of the services of mental health and clinic. The services at the shelter should be provided at the new location. Committee members discussed about preparing a letter to BOS to inform this as an Advisory Commission.

D. Disproportionality Committeei. Pre-Juneteenth Community Education Event

Member Cathcart explained the upcoming event and indicated that committee needed to shift the line item of the committee budget to cover cost of the event with Dr. DeGruy. There will be collaboration in preparing this event. Committee looked at different venues for cost and feasibility. Committee is expecting about 150 attendees and decided that the City Hall would be the best place to host this event. Meeting rooms of City Hall is free of charge. 3 meeting rooms will be used with Rotunda and Mezzanine. Committee wants to shift $5,000 from line item 1(a) to line item 3. This will be voted at the full Council meeting. $5,000 will be spent for speaker’s fee ($3,000) and facility. Member Blake inquired about the ties with the child abuse. Member Cathcart explained that the topic will be about the cultural perspective of social work.

E. Leg & Policy: Member Cain reported that committee did not have meeting due to the lack of quorum.

F. Membership Committee: Member Whyte reported on behalf of Member Vogel that committee is pushing the BOS for appointment. Member Blake suggested Membership Committee look into the members’ participation of committees.

G. Public Awareness Committee: NoneH. Student Educational Needs Committee: Member Whyte reported that the committee did not

have meeting due to the lack of quorum.

11. Announcements: Coordinator explained about the fiscal procedure in shifting the line item in the committee’s workplan.

12. Adjournment: Meeting was adjourned at 10:08am by Member Steward.

Respectfully submitted on April 27, 2012 by Kathleen Dong (CAC Coordinator)

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Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Kitchen Conference RoomThursday, May 24, 2012 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: The meeting was called to order by Chair Pane at 8:07am.Members Present: Andrew Pane, Preeti Mishra, Nicole Steward, Penny Blake, Andrew Cain, Peggy CathcartMembers Absent: Heather Mayeau, Alicia Newton, Ann Whyte

2. Public Comments – CAC Workplan was on the consent calendar at CSFC meeting and the plan had issues of formatting.

3. Discuss / Approve Minutes for 4/26/12 and 5/4/12(special) MeetingsM/S/A: Steward/Cain/All as amended

4. Discuss / Approve Executive Committee BusinessA. Follow up discuss regarding adding “prevention” to the Counsel’s name

There was a concern about website and feasibility. Member Steward will do some research on feasibility.

B. Follow up discussion regarding CAC laptop repair or replacement Committee members decided that laptop and software. Alfredo informed that CAC can purchase in FY12-13. Member Mishra indicated that it would be better to purchase this year with current budget. Member Steward moved to shift $2,000 from Community Sponsorship to Printing/Copying/Miscellaneous Office Expenses to purchase the laptop and softwares not to exceed $1,500 and Member Cain seconded. Motion was amended by Member Steward to approve creating a new line item for computer and softwares and shift $2,000 to that line item. Member Cain seconded. Committee members unanimously approved.

C. Continued discussion regarding the CAC meeting regarding agenda organization to accommodate members schedules, quorum issues around actionable items and program presentations. Member Cathcart suggested to focus on the business at the meeting to avoid distraction and delays. Member Cain suggested starting the meeting at 7:30am even without a quorum. He stressed that Chair should be able to get greater control of the meeting and discretion to move items on the agenda. The meeting room is reserved until 10:00 am and the Clerk of the Board stays while there is a quorum. Committee members considered starting with the speakers first and agreed that DFCS speaker and the outside speakers should be given longer time for report. Member Steward suggested putting some Committee reports on consent calendar. Committee members discussed about having better control in the length of meeting with better structure.

5. Receive and Accept Verbal Report - Vice Chair of AdministrationMember Steward reported about the Child Death Review Team meeting. Dr. Jorden has scheduled 5 trainings of safe sleeping for over 200 foster parents, both FFA and non-licensed. There was concern in

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training for Kinship Care parents. Team is continuing to review the death of infants. She explained about infant CPR kit which is provided to foster parents. CASA will be included for provision of trainings.

6. Receive and Accept Verbal Report – Vice Chair of Programs: No report. 7. Receive and Accept Verbal Report – Treasurer

Budget Task Force meeting will be on Thursday, 05/31/12 at noon at Almaden Room at SSA. Candidates of officers might be invited to the meeting. Member Mishra expressed concern of increase in the fee of Clerk of the Board. Committee members discussed about getting the Time Study from the Clerk of the Board.

A. Discuss budget adjustments as per Budget Task Force recommendations 8. Consider actions related to fiscal and administrative information from the Social Services Agency. 9. Possible actions include:

A. Accept fiscal and administrative report, andAlfredo reported that SSA is working on using the CAPIT funds before the end of the fiscal year. Some of the expenditures are paid by P-card as well as direct charges.

10. Receive and Accept Committee Verbal ReportsA. Student Educational Needs Committee: No report.B. Symposium Committee: Committee reviewed the evaluation and they are positive.

Committee will be happy to receive workshop ideas.C. Allocations Committee

i. Motion to set a meet with the new Director of SSAMember Blake reported that the committee reviewed the transmittals to the Board. Committee will explain to the Board about the CAPIT fund. Committee is working on the procedure to acknowledge the grantees that are performing above and beyond the goals. County is doing SIP meeting and some members from the committee will attend the meeting. There is a new head of SSA and Allocations Committee wants to recommend CAC to meet with the head. Member Blake moved for the CAC members to meet with him, and Member Cain seconded. Committee members discussed about the option of having some members meeting him over inviting him to the Executive Committee meeting. Committee members unanimously approved.

D. Interagency Coll. CommitteeMember Blake reported that ICC took the position to support the co-location. She explained that Muriel Wrights Center, the location DFCS is now considering might not be desirable for the purpose of the building and the easy access by the foster parents and others.

E. Disproportionality Committeei. Pre-Juneteenth Community Education Event

Member Cathcart expressed appreciation for the support of the event by the Executive Committee. There are 130 registrations currently. There have been national conferences about Post Traumatic Slavery Syndrome. Committee will prepare new invoice from the City that clearly indicates the requirement of full payment.

F. Leg & PolicyCommittee discussed about the merging the committee with Public Awareness Committee members did not agree about it. Member Cain will join the Public Awareness Committee. Focus group on mandated reporters training will be postponed at the end of this year.

G. Membership Committee: No report.

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H. Public Awareness Committee: No report.Member Steward reported about the meeting. Committee discussed about the budget and workplan. Committee modified the workplan about the outreach and discussed about collaborating with other agencies. The shifting will be agendized for next Executive Committee meeting. Committee discussed about utilizing the resources of funded agencies. Committee discussed about purchasing stamps to change the addresses. Committee meeting will be on the 2nd Friday at 4:30pm.

I. Voting items for full May CAC meetingLine item for laptop

11. Announcements12. Adjournment: The meeting was adjourned by Chair Pane at 9:33am.

Respectfully submitted by Kathleen Dong

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Child Abuse Council of Santa Clara CountyExecutive Committee Meeting

EMQ251 Llewellyn Campbell CA 95008

Kitchen Conference RoomThursday, June 28, 2012 @ 8:00 am

MINUTES

1. Call to Order/ Roll Call: The meeting was called to order by Chair Pane at 8:10 am.Members Present: Andrew Cain, Peggy Cathcart, Steven Dick, Preeti Mishra, Nicole Steward, Penelope Blake (left 9:24am), Alicia Newton, Andrew Pane, Margaret Petros, Heather Vogel (arrived at 8:50am), Ann WhyteMembers Absent: NoneGuest: Steven Dick, Gale Simmons (left at 9:20am).

2. Public Comments – Chair Pane expressed appreciation to all the members for their cooperation during four years of his terms..

3. Discuss / Approve Minutes for 5/24/12Meetings: Cain/Whyte/All as amended.

4. Discuss / Approve Executive Committee BusinessA. Presentation, discussion on invoicing process with, Alfredo Nevius & Kimberly

Faraday(SSA Purchasing)Member Steward indicated that Council should manage the funding more carefully. Member Blake indicated that although the funding recommendations were consented, Sup. Cortese specifically asked he wanted to know more about the funding. Member Petros stated that the Supervisor had a valid concern, considering that some committees’ usage of funding. Voting members should be careful in spending public money. Member Cathcart stated about the achievements of the Pre-Juneteenth event. Member Whyte indicated that there are some things that needed more explanation. Member Blake inquired whether the CAC was aware of the fact that CAC would pay for the full event. Member Cathcart explained that Disproportionality collaborated with other organization so CAC did not pay for the full cost. Member Newton indicated that there had been many furlough days for all the County employees due to the budget crisis. Coordinator explained that all the purchase needs to get pre-approval before any proceeding and purchase cannot be made without any pre-approval. She also reminded the committee chairs to inform her as soon as possible so that she can advise the chairs in regards to fiscal policy and procedures. When committee needs to rent outside facility with cost, CAC members cannot sign on the contract and it should be the Director of Procurement that signs the contract with the outside vendors. Committee members agreed that anything unusual should be brought to the Executive Committee meeting and the voting members need to be informed about the expenditure. Policies are changing and what happened historically would not happen again. Committee will continue to discuss at the next meeting. Member Steward reminded that the Committee Chair should inform the Coordinator in timely manner and give her enough time and the Committee chairs must interact with the Coordinator with respect and professionalism.

B. Update on Laptop purchase1

Chair Pane explained that Executive Committee budgeted $1,500 but the total costs for the purchase of laptop and softwares amounted over $2,000. Member Mishra suggested purchasing computer before the end of fiscal year with FY 2011-12 budget and buy the softwares in next fiscal year with FY 2012-13 budget.

C. AB 1852 increased Birth Certificate fees Assemblywoman Campos initiated AB1852. Member Blake motioned that current CAC Chair, incoming Chair and Chair of Legislation and Policy Committee contact Nora Campos and start discussion about the bill. Member Whyte seconded and there was a unanimous approval.

5. Receive and Accept Verbal Report - Vice Chair of AdministrationMember Steward reported about Death Review Team meeting. DFCS will have a training for safe sleeping. First Five and Coroner’s office published information about safe sleeping.

6. Receive and Accept Verbal Report – Vice Chair of ProgramsREBEKAH and YWCA haven’t presented at the CAC meeting for two years. Steps Ahead will present in July and Frank Motta will present in September.

7. Receive and Accept Verbal Report – TreasurerA. Discuss budget adjustments as per Budget Task Force recommendations

Member Mishra reported that the CAC is currently in good shape. Task Force will resume in August with new officers.

8. Consider actions related to fiscal and administrative information from the Social Services Agency: 9. Possible actions include:

A. Accept fiscal and administrative report: No report 10. Receive and Accept Committee Verbal Reports

A. Symposium Committee: No meetings until August and all the bills are paid.B. Allocations Committee

i. Motion to set a meet with the new Director of SSA Member Blake indicated that CAC nor SSA responded to the inquiry of Sup. Cortese about the funding of CAC. Member Whyte stated that the meeting with the BOS would serve the purpose of educating the Supervisors about the funding. Historically, the Council appoints Allocations Chair and Member Blake nominated Member Preeti for new Allocations Committee Chair. It will be voted at the next CAC meeting.

C. Interagency Collaborations Committee: Committee had a wonderful presentation from a member of faith community about child abuse. A retired principal from the San Jose Unified School District was present and provided the information in regards to the training for teachers.

D. Disproportionality CommitteeMember Cathcart expressed appreciation for Member Pane for his leadership. There were 170 attendees for the Pre-Juneteenth event. 50 people were returned home. Mental Health Department and Juvenile Probation Department were present.

E. Legislation and Policy Committeei. Discussion regarding setting meetings with members of the Board of Supervisors

Member Cain reported that the committee discussed about the meetings with the BOS. LPC wants to take charge in setting up the meeting and LPC will communicate with the Executive Committee when details are set. It was normally the Executive Committee’s

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responsibility and Executive Committee will work on the details with the collaboration of Legislation and Policy Committee.

F. Membership Committee Member Vogel reported about the recent incident between a Community Advisory member and Sup. Wasserman’s office. D1 has currently two vacancies for justice and private agencies. Committee had been waiting to get Jane Odell appointed because she had been waiting for more than 1-1/2 years. Whenever there is a new Supervisor, committee waits while his/her office gets enough time for transition and be familiar with the CAC as it is a very different commission. Jane Odell will be appointed in August. A Community Advisory member who applied after Jane Odell’s application went to D1 and complained to the aide about the delay of her appointment. Member Vogel expressed concern in not following appropriate procedures in communication. Although as a resident of the County, anyone can meet with the BOS, a member of CAC must follow the protocol. Membership Committee will discuss about this issue at the next committee meeting.

G. Public Awareness Committee Member Steward reported that next meeting will take place next month. Member Petros suggested considering press release for sexual assault issues. As Member Steward will be the Chair of CAC, committee will appoint a new chair.

H. Student Educational Needs CommitteeMember Whyte reported that the committee received the approval for printing brochure. SENC discussed about new direction.

I. Voting items for full May CAC meeting

11. Announcements: EC meeting may be on Thursday. 12. Adjournment: The meeting was adjourned by Chair Pane at 9:50 am.

Respectfully submitted on 06/29/12 by Kathleen Dong (CAC Coordinator)

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