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August 20, 2020 Board of Directors Agenda (2)
Board of Directors Meeting Agenda August 20, 2020 Zoom Meeting Meeting begins at 5:00 pm Reciting of the Promise Program Infographic Help Me Grow Jamie McGillis, Program Coordinator Introductions/Presentations Migrant and Seasonal Head Start Head Start/Early Head Start Friends of 40 Prado Liaison Reports 1. Approval of Minutes of Regular Board Meeting Minutes Action Finance Committee Meeting Minutes 6-17-20 2. Approval of Minutes of Finance Committee Meeting Minutes Action June 18, 2020 Board Meeting Minutes Consent Agenda Call To Order Dee Lacey Roll Call Marci Sperlo The Promise of Community Action Public Comment Dee Lacey COVID-19 Board Presentation: Information and Updates Suzanne Leedale, COO, Melinda Sokolowski,, Interim CFS Director, Katie Hollingsworth, Health and Nutrition Manager Program Liaison Reports Board of Directors Meeting Page 5 Page 6 Page 11 Page 16 Page 2 of 60 1 AgendaFinCom June 2020 Head Start SLO SanDiego 2 CaresAct - COVID Quality COLA Funds Revised June 5 3 Credit Card Report May 2020 4 INKIND Report 6.10.20 5 Summary Program Status during C-19 on 6-15-20 6 3-31-20 Agency wide Statement of Financial Position Action/Ratification Action/Ratification Action/Ratification Action Action 7 3-31-20 Agency wide Statement of Rev and Expense 3. Approval of the Adoption of CAPSLO 403B Plan Document as Amended 3a RESOLUTION NO 403B Plan Amendment Adoption 4. Approval to include and adopt certain CARES Act provisions in the CAPSLO 403B plan 5. Approval to submit local plan, work plan and budget for CARES Act supplemental funding 6. Approval of continued funding application to the California Department of Education, Nutrition Services Division’s Family Day Care Federal Food Program for CCRC for FY 2020 -2021 to serve 113 provider homes in the amount of $868,796 Action Action Action 8. Approval of a waiver for a 35% reduction in the non-federal share requirement for the Migrant and Seasonal Head Start grant 90CM9821/05 for the September 1, 2019 to August 31, 2020 program year 9. Approval of a waiver for a 52% reduction in the non-federal share requirement for the Migrant and Seasonal Early Head Start Partnership grant #90HM000010/03 for the September 1, 2019 to August 31, 2020 program year. 10. Approval to accept contract for California Department of Community Services and Development (CSD) Low-Income Home Energy Assistance Program (LIHEAP) Coronavirus Aid Chief Executive Officer's Report Biz Steinberg 7. Approval of continued funding application to the Calif. Department of Education (CDE), Nutrition Services Division for continued funding of the CFS Food Program for up to $834,800 for fiscal year 2020-2021 Page 22 Page 23 Page 24 Page 25 Page 29 Page 31 Page 32 Page 34 Page 35 Page 36 Page 37 Page 38 Page 39 Page 40 Page 41 Page 42 Page 3 of 60 Action Action Action Action Action 11. Approval of partnership with SLOCOE to accept subcontract funding from the Calif. Dept of Education’s (CDE) Calif. State Preschool Program (CSPP) Quality Rating Improvement System QRIS) Block Grant in the amount of $150,508 12. Request for funding from San Luis Obispo County Office of Education – IMPACT to support quality child care in San Luis Obispo County in an amount not to exceed $391,630.40 annually 13. Approval to contract with San Luis Obispo Co. Office of Ed. for continued funding from the Calif. Department of Education CDE) Calif. Quality Counts California (QCC) Quality Rating Improvement System (QRIS) Block Grant in the amount of 93,420 14. Approval of the HS-EHS Policy Council Term Extension 2020- 2021 Planning Committee Finance Committee Committee Reports President's Report Dee Lacey Closed Session 15. Approval of the HS-EHS Bylaws By Laws will be sent in separate email. Board Survey Results 2020 Updated Undoc Stats 8-12-20 Board Discussion Personnel (Gov. Code § 54957) Page 44 Page 45 Page 47 Page 48 Page 49 Page 50 Page 60 Page 4 of 60 The Promise of Community Action Community Action changes people’s lives, embodies the spirit of hope, improves communities and makes America a better place to live. We care about the entire community, and we are dedicated to helping people help themselves and each other. La Promesa de Community Action Community action cambia las vidas de la gente, encarna el espíritu de esperanza, mejora comunidades, y hace américa un mejor lugar para vivir. nos preocupamos por la comunidad entera, y estamos dedicados a ayudar a la gente para que se ayuden asi mismos y unos a otros. Page 5 of 60 Team Meeting Agenda | © 2019 by Vertex42.com Program Information Date: August 20, 2020 Senior Management Program Source of Funds Melinda Sokolowski Child and Family Services Division (Interim) CCRC Head Start/Early Head Start Migrant and Seasonal Head Start State Child Development Family and Community Support See Below Sheri Wilson CCRC Child Care Provider Support Child Care Food Program Child Care Provider Training and Support Toy Lending Library Assistance with Child Care Payments Help Finding Child Care California Dept of Education (CDE) County of San Luis Obispo - DSS County Office of Educ. Head Start & State Child Development Angela Rico Adriana Barron Elena Ingrao Home Base Area Manager, Early Head Start Family Child Care Provider Homes (FCC) Home Based EHS Program, including pregnant moms EHS Child Care Partnership State Blended CCTR 0-3 program SLO Area Manager, Head Start Center Based Head Start Program Home Based Head Start Program State Blended CSPP 3-5 with Head Start San Diego Area Manager, Head Start/ Early Head Start Center Based Head Start Program Health and Human Services, Administration for Children and Families, Office of Head Start USDA CACFP First 5 Commission Local School Districts In-Kind Community Support Page 6 of 60 Team Meeting Agenda | © 2019 by Vertex42.com Angie Ramirez Regional Manager Monterey County HS/MSHS Flora Chacon Migrant and Seasonal Head Start Migrant Seasonal Head Start Centers, 0-5 Migrant Seasonal Head Start FCC, 0-5 Migrant and Seasonal Early Head Start Partnerships (3 grants serving 0-3 only) Health and Human Services, Administration for Children and Families, Office of Head Start USDA CACFP First 5 Commission Local School Districts In-Kind Community Support Family and Community Support Family Preservation and Parent Education Father Involvement Program Financial Empowerment Program S.A.F.E. Family Resource Centers TAPP Help Me Grow 211 Community Resource Project Local School Districts First 5 Commission County of SLO- DSS Behavioral Health State of CA-OCAP Mara Whitten Adult Day Center Project LifeSaver Donations Participants Area Agency on Aging (AAA) Fee For Services Local County & City Jim McNamara Energy & Weatherization Minor Home Repair Utility Assistance Weatherization Private Utility Co.’s State of CA, DOE & LIHEAP Area Agency on Aging (AAA) Cities of Santa Maria & Pismo Beach County of Ventura Private Partnerships Page 7 of 60 Team Meeting Agenda | © 2019 by Vertex42.com Raye Fleming Health and Prevention The Center LIberty Tattoo Removal Menopausal Services Teen Programs State of CA. F-PACT County of SLO, CBO & Probation Local Cities Community Foundation Fundraising Donations Fees for services Title X Federal funds Grace McIntosh 40 Prado Case Management Recuperative Care Safe Parking SLO HUB County of SLO City of SLO HUD HHS - SAMHSA Private Partnerships, Local hospitals, Health Centers Private Foundations Fundraising Donations Brandy Graham Veterans Services Supportive Services for Veterans and Families SLO-VETS2WORK Veterans Administration US Department of Labor Page 8 of 60 Team Meeting Agenda | © 2019 by Vertex42.com Central Administration Elizabeth Steinberg CEO Suzanne Leedale COO Facilities Information Technology Loren Leidinger Outreach and Development Director Outreach Planning Joan Limov CFO Finance & Contract Administration Marci Sperlo Executive Administrator Branding Front Office Volunteer Wellness Page 9 of 60 Team Meeting Agenda | © 2019 by Vertex42.com Ron Torres Brendan McMahon Human Resources Payroll Health Insurance Workers Compensation Page 10 of 60 Community Action Partnership of San Luis Obispo County, Inc. Board of Directors Meeting Minutes June 18, 2020 Members of the Board Dee Lacey, President Carlos Sosa, Vice President Lan George Gary Jordan Diane “Dee” Limon Sandee Menge Margie Perez-Sesser Anneka Scranton Lisa Sperow Erica A. Stewart Absent Mical Bovee, Secy./Treas. Debbie Arnold Chuck Cesena Maria Garcia Rob Garcia Call to Order 5:05 pm Roll Call – A quorum was present Reciting of the Promise was led by Gary Jordan Public Comment Introductions/Presentation Biz introduced Suzanne Leedale, CAPSLO’s new COO. Suzanne thanked the Board and is happ y to be here. Liaison Reports A. Migrant and Seasonal Head Start Carlos reported that he spoke with Flora to check on the program. They are serving 941 children. All migrant centers will be open as of Monday. Monterey will begin with transportation. Tomorrow staff will receive training on self-assessment. Monterey Migrant Head Start is open but we are limited to the number of children we can serve due to licensing. They want us to serve groups of 10. Some parents have not returned, as they have not returned to work. B. Head Start/Early Head Start Margie reported she was able to visit the Cambria Center, which is open. The children were adjusting well and staff were adhering to the guidelines. Staff Suzanne Leedale Loren Leidinger Joan Limov Grace McIntosh Brendan McMahon Melinda Sokolowski Marci Sperlo Biz Steinberg Ron Torres Page 11 of 60 Melinda reported parents are not coming into the center. We do have children’s masks. We have a lot of education around the topic. If the Board would like a copy of our Training Guide we are happy to provide it to you. We have it in English and Spanish and it is a 6 hour health training that staff go through. Lan stated she has discussed with a board member of the Lucia Mar Unified School District regarding the need for the students to actually see the faces of the teachers and the caregivers. One of the things they discussed was the use of face shields versus face masks. Is this something that we can speak to and can we speak to the Public Health Officer to see if we can use a face shield instead of face masks? Melinda stated, we have explored a lot of ideas. There was an announcement today exempting schools and child care centers from wearing masks. Nothing is off the table. She just wanted to remind everyone because we work in so many different counties we are hearing a variety of guidance from the different counties. Friends of 40 Prado Loren reported they are doing well with their fundraising. Their fiscal year-end is ending in June and they will have made their commitments to CAPSLO. Grace and Loren have recently met with them and they had a board meeting on Friday. Loren is helping them and driving them to put together a more comprehensive plan around how they are going to be fundraising especially because we will not be able to hold any events for the rest of the year. They would normally be doing their event in September. Capital Campaign donors are becoming re-engaged. C. Program/Liaison Updates Biz reported we are working with Public Health to start up Adult Day with a limited number of clients. But we are still in stage 2. Sandee reported AED is still generating funds. Sponsors have been generous. Raffle tickets are still available till July 17th. July 19th is the drawing. We are losing 7 staff in the Youth Program due to loss of funding. 3 fulltime Health Educators hours are being cut to 30 hours. The program manager is retiring. Women's Legacy Fund had earmarked $10,000 to Health Services for Nipomo High School Young women to help with health coaching. Consent Agenda Minutes Approval 1. Approval of Minutes of Regular Board Meeting of May 21, 2020- Action 2. Finance Committee Reviewed Program Status during COVID-19 – Action 3. Approval to apply for Quality Counts California Workforce Pathways Grant on behalf of the local Child Care Planning Council and local Quality Counts Consortium in the estimated amount of $33,623 - Action 4. Continuation application to United Way Monterey County for building the professional capacity of friends, family, and neighbors as child care providers in Gonzales and Greenfield, CA in the amount of $100,000 - Action On a motion by Carlos Sosa seconded by Gary Jordan the consent agenda is approved as presented) (MSC Sosa/Jordan) All in favor. Chief Executive Officer’s Report 5. Application to the Harold J. Miossi Charitable Trust for $260,182 to install solar panels on the roof of the 40 Prado Homeless Services Center - Action Loren stated, we have received a few donations for solar panels at 40 Prado totaling $65,000 and this would help to fully fund the project. She reported we requested approximately $260,000. We received Page 12 of 60 bids from 4 businesses, and after discussion with facilities it was decided the most comprehensive bid was one of the more expensive bids because the vendor is very reliable. We have had a lot of trouble with 40 Prado and the building needing many repairs since being built and we used the lowest bid. Grace reported while this is a large initial amount of money, over time it would pay for itself. The other thing that really brought it home for her was the issue of an emergency back-up generator. They do not have one at 40 Prado. They looked at the cost of one and it would be quite a bit of money in order to properly get 40 Prado up and running in the event of an outage. Having solar would make this not a problem. So this would be an investment in terms of offsetting the monthly utility bills and really prepare us for any power outages. On a motion by Erica A. Stewart seconded by Gary Jordan the above action is approved as presented. (MSC Stewart/Jordan) All in favor. 6. Approval of purchase for $110,314 for Child Family Services: Family Child Care Program Option. This is a creative way to find a way to continue to support family child care providers - Action Melinda reported due to COVID-19 we have adjusted the way we are reaching our family child care providers. We used to bring them together in large groups to provide them training. This board action is allowing us to purchase materials and do similar work through virtual ways. These materials can be distributed to the family child care homes so they can receive training. We have a long relationship with Creative Curriculum in our center-based programs so we are very comfortable with the curriculum. This was a creative way that our family child care manager worked hard to find a way to support the family child care providers. The Providers never closed their doors and kept working, so we want to provide for them and make sure they're getting essential training and support. On a motion by Carlos Sosa seconded by Diane Limon the above action is approved as presented. (MSC Sosa/Limon) All in favor. 7. Approval to Submit a Proposal to the Central Commission on Senior Citizens, Area Agency on Aging, for the Provision of Fall Prevention Services in San Luis Obispo and Santa Barbara Counties as authorized by the Governor’s Budget Act of 2019 in the amount of $129,375 - Action Biz reported AAA grants us money to do the Minor Home Repair Program for seniors and the disabled. This is special money targeted for Fall Prevention. It will provide different grab bars, benches for showers, different pieces of equipment to help the case manager or the adult child of the elder person. They go in and do an assessment of the home and while doing the assessment they will be bringing in information on other Energy and Weatherization programs. So it's value-added to the program and will add to the growing needs of the elderly to keep them in their homes independent and safe. On a motion by Anneka Scranton seconded by Carlos Sosa the above action is approved as presented. (MSC Scranton/Sosa) All in favor. Biz reported we have been part of a group to help the Undocumented people in our community, such as farmworkers or families where one spouse is a legal resident and the wife is not. These people were left out of the list. The Community Foundation granted $5,000 to CAPSLO and the Center for Family Strengthening. Then funded each of us $10,000 more. The Community Foundation reached out to a Nationwide Philanthropy group and that group will be giving us $20,000. They just reached out again Page 13 of 60 and asked us if we could use $50,000. We are working through Melinda’s program and her family advocates in this County. Because there is money in all of California she forwarded the information to Flora and the area managers. Families receive about $500 per family. We have had a total of 9 positives over the past month. We are finding as we open centers, a person comes down with COVID-19 and Public Health tells us to close the center. We communicate with the parents and try to keep the children safe and healthy. This is the way it is going to be. 40 Prado is still without any positive testing. We have Nurse Heather taking temps at Southwood. Melinda reported we put the staff through intensive training before we open. As they open we circle back to see how it is going and retrain as they open. The parents and children seem to be doing well. We do have an issue with Public Health giving staff different information in different counties. We have a tracking device that we are updating and sharing with management. It shows staff who are working at home are out sick and what centers are open and closed. Suzanne is now our COVID-19 leader and the link between the Senior Management and Leadership Teams that receives information from all the programs. Committee Reports Finance Committee Carlos reported on the credit cards stating the other Vendor Charges total $80,772. Revolving LOC has a zero balance The agency credit card charges are as follows: N. MONT. SLO / SD EHS MSEHS Credit Card - Direct Charges TOTAL HS & EHS Partnerships MSHS Partnerships Visa - Corporate/Homeless 381 American Express - IT (BC) 87,485 11,934 41,602 19,985 American Express - Corporate 7,828 - 6 121 256 American Express - Planning - American Express - Purchasing - American Express - CCRC 4,838 American Express - CFS - Total Direct Credit Card Charges $ 100,532 $ 11,934 $ 6 $ 41,723 $ 20,242 Total Head Start Charges $ 73,905 Joan reported they reviewed the Head Start programs for San Luis Obispo and San Diego. They covered $12 million in funding. San Diego is fully enrolled and fully spent at $5.1 million dollars and we also met the in-kind requirements. They also reviewed the Head Start program in San Luis Obispo which as the Board knows we have an under enrollment issue that we were working on with the Feds. We did spend our $6.8 million and we did earn all the required In Kind and then some. The requirement is for $1,713,507 and we received $3,591,937. After those two reviews they reviewed the small Migrant Program, Partnership Program # 3 which serves 70 children in Ventura and Orange County. They are all family child care centers. It was a startup year and the Grant was under spent. We had significant funds for start-up that we didn't utilize because it was all family child care and no facilities. We spent $890,000 and we served 100% of the children, in fact served 14 more children. The in-kind raised was 10%, which exceeded the requirement. Page 14 of 60 They received a detailed report on In Kind and went through the program financial updates. Everything looks good as of March 31st. They reviewed a draft of the agency-wide financials. We ended the year with no loss in homeless. Last year we struggled with this because it was a construction year. Joan shared a schedule of COVID-19 funding that we have received and it summarizes the funds that we applied for related to COVID-19. It was updated and there is an additional two million we applied for so the number changed from last month. Joan shared the CFS In Kind report and went over in detail the requirements and what has been earned. She also went over where the board members can help with In Kind. We have In Kind books that staff receive. They are being updated and will be printed. Lan suggested sending a PDF to the Board. Planning Committee Loren reported they reviewed the COVID-19 funding that has come in. They discussed the Strategic Plan. We would be working on the new one in 2021. Due to COVID-19, the Planning Committee decided to delay the Strategic Plan because we want to be able to assess how COVID-19 is going to affect our communities and the needs. We suspect our services will be needed even more. We are in an ever-changing environment that you are all aware of so we decided we would like to push that back so we have time to really include the changing environment and the strategic planning process. They also reviewed the Agency Racial Equity statement. Loren reported most organizations in the United States are making a statement to support the black lives matter movement and racial equity issues. The National CAP put out a statement which we also shared and endorsed on our social media platforms. We wanted to do something because not all staff are on social media and we have been getting a lot of questions and comments, feedback through our employee suggestion box asking about CAPSLO’s stance and what we are doing. So we crafted what she calls a Racial Equity Statement that we sent out to all staff which we shared with the Planning Committee. Marci sent out a shortened version, because in our staff version we talked about inviting people to join us in examining the issue of racial equity at CAPSLO. We have created a subcommittee of the Employee Council called the Diversity, Equity and Inclusion Committee. Loren put a call out to all the staff if you're interested in being a part of the direction we are taking as an organization regarding diversity equity and inclusion to join the committee as we start these discussions. We had over 20 people from all programs and geographies say they are interested. We had our first meeting today and people are very excited about the conversation. We are listening to everything and we'll be asking folks to volunteer for efforts whether it be in monthly education or book clubs, and will be looking at different types of training. The statement being presented tonight we wanted the board to review as we would like to put it on our website so people know where CAPSLO stands on these issues. So if you have comments or concerns we would like to have an open discussion tonight regarding this so we can move forward. The board made suggestions to the statement and it will be posted on the website. President’s Report Update Went into a closed session at 6:36 pm. Came out of closed session at 7:00 pm with no reportable action. Adjournment at 7:05 pm. Page 15 of 60 Page 1 of 6 FINANCE COMMITTEE MEETING June 17, 2020 11:30 a.m. – 1:00 p.m. 1030 Southwood Drive San Luis Obispo, CA. 93401 Board Members CAPSLO Staff Present Mical Bovee, Committee Chair Elizabeth “Biz” Steinberg, C.E.O. Margie Perez-Sesser Joan Limov, C.F.O. Rob Garcia Suzanne Leedale, C.O.O. Carlos Sosa Melinda Sokolowski, CFS Division Director Andy White, Accounting Director Jason Holyfield, CFS Accounting Manager Adriana Barron, Area Manager Angela Rico, Area Manager Amanda Tartala, Accountant II, SLO HS Patty Czach, Accountant II, San Diego HS Janice Anderson, Admin Asst. San Diego Carol Hughes, Recording Secretary Due to Covid-19, today’s meeting is held via a Zoom teleconference. Mical commenced meeting at 11:35 a.m. Joan introduced new CAPSLO C.O.O. Suzanne Leedale. Joan previously emailed handout materials to Board and Staff, Mical referred all to email attachments for today’s meeting. Patty turned on screen share so all could follow the HS presentations. FINANCE UPDATE Independent Audit by Brown & Armstrong field work delayed by one week to July 6th Revolving LOC has a zero balance Cares Act Funding $7.5M, 1.9M additional funding added within last 30 days CREDIT CARD UPDATE 80,772 total vendor charges 100,532 direct charges includes $87,485 I.T. charges where HS represents $73,905 HEAD START/EARLY HEAD START PROGRAMS SAN LUIS OBISPO 10,445,963 FYE 3/31/20 Total Revenues includes HS, EHS, HS Training, EHS Training, HS & EHS In-Kind 6,854.026 total grant amount includes $117,000 COLA increase at beginning of fiscal year Fully spent Page 16 of 60 Page 2 of 6 5,093,050 personnel & fringe 3,591,937 In-kind o $1M increase over prior year, largely due to State Collaborations, Non-State remains consistent o $55,669 Leasehold Improvements included Oceano & 5 Cities Center Flooring, Paso Head Start Doors and Siding SLO COUNTY 12 Head Start centers 306 center-based children 152 home-based children 36 family child care 494 total children served includes 16 EHS home-based slots converted to EHS center-based slots with home-base enrollment which was down by 4 teachers Some families were over the income requirements SLO County limited the number of contracted providers Plan in place to increase enrollment KERN COUNTY New for this fiscal year. 40 total children approved for two State preschool classrooms, braided with HS for Tierra Serena and Sunset where we are serving 10 children in each classroom with remaining children in virtual learning. FINANCIAL SUMMARY Head Start 3,401,606 budget fully spent Over budget areas highlighted: Fringe, contractual and telephone, offset by increases in other areas Early Head Start 3,335,520 budget fully spent Over budget areas highlighted: Personnel (Southwood), fringe, contractual (more children braided with State who is picking up additional costs). Offset by personnel and fringe. TRAINING BUDGETS HS $40,224 and EHS $76.676 training budgets fully spent Adriana noted EHS centers opened June 15th: Georgia Brown in Paso Robles, Paso HS, Cambria, Los Osos and SLO. Angela commented that Family Child Care Option services were not interrupted when centers had to close due to Covid-19. Page 17 of 60 Page 3 of 6 Biz commented that videos and educational materials available in English and Spanish were shared through Partnership of Community Action agencies and sent to other HS programs since we had this before other colleagues. HS/EHS IN-KIND 1,713,507 required, $3,591,937 earned, Over-earned 278,129 HS 1,995,547 HS State match 307,059 EHS 1,011,201 EHS State match SAN DIEGO HEAD START Nine HS centers Two EHS centers o 408 children o 314 HS o 94 EHS o 333 center based o 75 home based FINANCIAL SUMMARY 5,103,434 grant funds HS/EHS, HS/EHS Training, In-Kind (includes COLA) 636,447 State child care collaborations 111,364 San Diego Office of Education 1,171,577 In-kind 4,260,508 Salaries & Benefits 1,170,401 Collaborative Center Partners Fully spent 442 children served 77,624 meals served 6 home based teachers 80 employees including administrative and instructional staff 429,268 Capital Purchases & Improvements includes: New space for a speech therapy room at Ramona. Paving at Ramona. More shade structures at centers. HS BUDGET vs ACTUAL Fringe: Over-estimated health insurance budget, therefore underspent Food Supplies: Picked up higher percentage Other: Employee benefits spending due to awards ceremony Rent: Shared more with State funds Training: Spent additional monies for administrative cross training Page 18 of 60 Page 4 of 6 Melinda inquired if spending for food supplies was normal. Joan explained that San Diego gets food prepared by a subcontractor neighborhood house. Invoices get allocated between the food program and our program because our cost per meal is higher than what the food program would pay if we were cooking in our own kitchen. We had to allocate that cost. To the extent that the food program has funds available they pay, if not it gets charged back to the program. Costs are fairly consistent. EHS BUDGET vs ACTUAL 1,187,586 Budget, fully spent Rent: Overspent due to new socialization room at the Poway office for Home Based Teachers Trainings: Portion of administrative trainings allocated to EHS IN-KIND 11/1/29 – 3/31/20 636,446 State Child Care: Ramona, Boys & Girls Club, Nuevo, Midland 111,363 HS Non-Federal Share 1,171,576 EHS Non-Federal Share MIGRANT & SEASONAL EHS 3RD PARTNERSHIP FYE 2/20/20 Year one, an 18 month year for Start-up of Program Startup $222,000 70 children, served 84, all served in family child care homes 67 Spanish speaking, 10 Indigenous, 7 English Earned our In-kind at 10.1% IN-KIND REPORT FYE 3/31/20 Subsequent to the last Board meeting action item, Joan prepared and presented on CFS In-Kind and referred Committee to the 3 page handout material. Three types of In-Kind: Regional HS, MSHS, and all other Non-CAPSLO programs HS: Over earned, no concerns here. 20% requirement. $3,657,979 required. $3,500,827 earned MSHS: 20% requirement shown but the nationwide average is 10%. All agencies have a waiver for the 10%. We are exceeding the 10% with an actual 12%, over earned by a record $2,485,909. Consists of partnering and pure family In-kind. It is not easy to collaborate or to get the different school districts to see how all of this adds up. There is a nationwide waiver for Migrant families because many open at 4:30 a.m. By the time parents pick up children or when children are bused back to their destination, it is the end of a very long day. Migrant requires that both parents work. 51% of that income comes from Agriculture whereas HS parents are not required to work and children might have only a six-eight hour day at the center. This is a significant difference. When you are asking the parent to do something in the center, you have to find a time when the parent is not working. During the high season for Migrant, Saturdays are a workday in the field. Page 19 of 60 Page 5 of 6 On In-kind, every month a report comes in from every center/program. The center supervisors work on this with their staff and Policy Council and the center supervisors submit the reports to Finance. In-kind is always on their mind. Finance provides in person training on In-kind as well as providing resources such as OHS website videos and CD’s. Margie commented that Board concerns with In-kind may have stemmed from meeting that she and Carlos had with Region 9 representative Raymond Lowe who expressed concern that we are not meeting In-kind requirements. Joan explained that concern is associated with the new Monterey grant in a startup year where for more than half of the year we did not have parents or collaborations until we started up in November. There was a good amount in the startup grant that was not subject to In-kind. We have a waiver at 1.2% requirement and we are scheduled to be at 4.9%. Joan commented that with minimum of 10 per classroom, we will not be able to earn State grant and may not have State collaboration. On HS grants, staffing is still very high. Moving forward will need consider all creative In-kind ideas. Mical inquired about how CARES and Covid funding might impact programs and if requests for guidance are warranted. Joan explained that in discussions with Regions 9 and 12, they are granting waivers on the Covid monies coming through. They are also granting any waiver requests on our regular grant monies and they are not expecting us to meet requirements at this time. Joan feels that we will not have any In-kind issues this year other than what we are able to record but we will have flexibility with waivers. Biz commented that she is working on State budget. CAPSLO and many child development agencies advocated to not have the Governor reduce State reimbursement daily rate by 10%. Senate and Assembly Committees both rejected cuts to child care. It is felt that they might proceed until September and we hope there will be monies in Federal budget to go back to the States. If OHS will allow us to continue the distance learning, our test case for the summer will be to see how we do with summer HS starting June 29th. Biz feels there needs to be some flexibility for all nationwide agencies like CAPSLO with HS and braiding. We were one of the first to get the full day braiding with State and County. Biz further commented that child care is what keeps America working at all levels of family incomes and it is a big crises right now. Senate is talking 50 billion for the industry, this will not be enough. Everyone needs HS combination child care. We certainly support our advocate agencies. NSHA is the HS lead advocate. Child Care Aware brings in the child care fees. We are involved with the Resource Referral Network and the California HS Association. We are represented but have not gotten through the maze yet. It is all still based around ten children in the classroom except EHS for groups of eight which we can manage. Also concerning that our staff have children, there has been no school, they have no child care and some may not want to come back to work. Covid is overwhelming families. We get a center open and if we get a positive Covid test, we have to close the classroom for 14 days. This could be our life, perhaps for the next three to five years. We open, we close down, we Page 20 of 60 Page 6 of 6 support staff, we support families, we drive food, and we are collaborating with people that have never needed our services. Thank goodness Community Action is in the community. Mical complemented staff on being prepared, acting quickly and meeting the challenges during these trying times. Joan referred Committee to the page 2 In-kind schedule material noting that we do more than just child care In-kind. We are meeting In-kind requirements in these programs: Child Care Planning Council Homeless Services Energy Conservation Adult Day Services Family Support Services. The Help Me Grow is a new program on the horizon that will need help with meeting In-kind requirements. We are looking at how Board members can become involved locally with Program Managers and doing outreach. In closing on In-kind, Joan referred Committee to page 3 examples of how San Diego earns In- kind including community and business supporters and how we get different such as parents, group socialization with parents and children, speech therapy room with donated equipment where Therapists provide In-kind via discounted rates. The grid handout is a reflection that shows how we can get parents and community members involved, a reflection of the whole community rather than just parents and State collaboration. COVID UPDATE Opened some Migrant centers, having to close center or classrooms when a positive Covid-19 test is noted. Working with Public Health in these instances and our Facilities department has center and/or classrooms disinfected immediately. Positive tests were realized before and after Memorial Day weekend as California reopened and communities loosened up. Southwood was 100% tested with some positive results that we feel originated from outside the building. We are taking great precautions at Southwood. Employees sanitize hands and enter through front entrance where our nurse takes temperatures. All employees working in the office wear masks and practice social distancing. DRAFT FINANCIAL STATEMENT as of 3/31/20 Unaudited numbers, many adjustments yet to hit the books. Anticipate close with $400,000 net surplus. It was noted that Energy is positive with a $93 surplus. Homeless with a $444,321 shortfall prior year, pledges still being collected. Homeless surplus resulted from collection of a pledged obligation on the 2019 construction. Meeting adjourned at 1:00 p.m. Page 21 of 60 FINANCE COMMITTEE MEETING June 17,2020 AGENDA 11:30 Welcome:Mical Bovee Chair,CAPSLO Finance Committee Finance Update Independent Audit Brown Armstrong,CPAs,Year end work delayed to July 6th Revolving Line of Credit$1,000,000 authorized,0.00 owed as of 6/5/20 Cares Act Funding Update 11:35 Credit Card Update:May Charges Paid in June American Express/Visa Cards 100,532$of which $73,905 is Head Start charges Vendor Credit Card Charges 80,772 See Handout for Details 11:40 Review 3/31/20 Head Start/Early Head Start Program San Luis Obispo Region" Guests: Melinda Sokolowski,Interim CFS Division Director;Angela Rico Adriana Barron,Program Managers;Amanda Tartala,Accountant II 2020 2019 Total Award for FYE March 31st 6,854,026$6,736,853$ Total Spent as of March 31st 6,854,026$6,627,261 unspent 109,592$ Inkind 34%3,591,937$28%2,507,987$ 11:55 Review 3/31/20 Head Start/Early Head Start Program Northern San Diego Region" Guests:Melinda Sokolowski,Interim CFS Division Director;Elena Ingrao,Program Manager; Patty Czach,Accountant II 2020 2019 Total Award for FYE March 31st 5,103,435$7%5,190,699$ Total Spent as of March 31st 5,103,435$6%4,946,879$ unspent 243,820$ Inkind 25%1,724,209$28%1,932,356$ 12:10 Review MSHS Child Care Partnership CCP)3 Feb 2020 YE Inkind First Year,Startup for 70 FCC children 890,308$10%100,380$ 12:25 PROGRAM FINANCIAL STATUS UPDATES see handouts 1,025$ In Kind Report Agencywide Status of In Kind Contributions 222$ Program Status During COVID 19 Budget vs Actual 3/31/20 1,247$356,692$ DRAFT Combined Agency Wide Financial Statements by Division,FYE 3/31/20 Note:Financials are marked as Drafts"and subject to change as we finalize 3/31/20 Audit. 12:50 Confirm next two meeting dates Wednesdays at 11:30 am no meeting in July) August 19th,11:30 Review of Homeless Services,CSBG and Administration Sept 16th,11:00 Annual Audit Exit with Audit Committee Sept 16th,11:30 12 Joint Audit Finance Committee Meeting 2020 Annual Audit Exit 12:15 1 Health Services Review Adjourn conducted via Zoom video conference Page 22 of 60 Community Action Partnership of San Luis Obispo County, Inc. Summary of Vendor Credit Card Charges - May 2020 Presented to CAPSLO Policy Council, Finance Committee & Board of Directors Vendor Name / Nombre de Vendedor 1 Barnes & Noble 2275 No Activity - 2 Home Depot 3410 - Energy & Weatherization 3,904 3 Home Depot 0930 - Facilities Department 9,103 4 Home Depot 8403 - General (28) 5 Home Depot 5283 - Kern MSHS 2,161 6 Home Depot 4624 - Monterey MSHS 1,617 7 Home Depot 3082 - Monterey MSHS 2,125 8 Home Depot 8884 - Ventura MSHS (387) 9 Home Depot 6558 - Ventura MSHS 1,145 10 Home Depot 2419 - San Diego HS 568 11 Kroger/Food for Less/Foods Co 0025 Waiting for Statement 114 12 Office Depot 35,036 13 Save Mart Supermarkets 1256 2,377 14 Sears 4301 Waiting for Statement (51) 15 Smart & Final 6735 1,365 16 Smart & Final 0149 - 40 Prado Non-CFS Acct. 31 17 Vons/Safeway/Albertsons 2957 CFS Acct. 4,287 18 Vons/Safeway/Albertsons 5525 Non-CFS Acct.161 19 Walmart 4478 5,669 20 Walmart 1369 Non-CFS Acct. 2,955 21 Wex Bank (Chevron - MSHS) 5169 4,383 22 Wex Bank (Chevron - Corp) 2729 4,239 Total Vendor Credit Card Charges 80,772 N. MONT. SLO / SD EHS MSEHS Credit Card - Direct Charges TOTAL HS & EHS Partnerships MSHS Partnerships Visa - Corporate/Homeless 381 American Express - IT (BC)87,485 11,934 41,602 19,985 American Express - Corporate 7,828 - 6 121 256 American Express - Planning - American Express - Purchasing - American Express - CCRC 4,838 American Express - CFS - 100,532$ 11,934$ 6$ 41,723$ 20,242$ 73,905$ See Details on Separate Handout Total Head Start Charges Credit accounts that CAPSLO employees are able charge program expenditures to and involve a line of credit issued through a card type instrument are listed below: Las cuentas de crédito que los empleados de CAPSLO pueden usar para gastos de programa y usar como linea de crédito repartidos por un tipo de tarjeta estan listados abajo: May Charges / cargos el mayo Total Direct Credit Card Charges Page 24 of 60 BOARD ACTION REQUIRED June 30, 2020 Ratification On August 20, 2020 ITEM: Adoption of CAPSLO 403B Plan Document as Amended ACTION REQUIRED: Requesting adoption of CAPSLO 403B plan document and required amendments to the plan. SUMMARY NARRATIVE: In 1998 CAPSLO initiated a 403B plan for employees to access as a means of saving for retirement. The plan is a tax sheltered plan and due to our status under IRS Code Section 501(c)(3) tax-exempt organizations, we qualified for this type of plan. Through this plan, employees are allowed to make pre- tax contributions under a salary reduction agreement; earnings on these amounts are not taxed until they are distributed from the plan. As an employee recruitment and retention incentive as well as an incentive to participate, CAPSLO matches the employee’s contributions at a predetermined percentage as announced each year. Each employee has their own on-line account they can access to separately administer the investment of their funds into a variety of choices that the plan offers. CAPSLO remits the funds withheld and the matching contributions each pay period to MG Trust who directs the investment of the funds into the employee’s selected investment vehicles, based on detail reports received from the Plan’s independent administrator/record-keeper, California Pension Administrators and Consultants, Inc. In 2019, the 403B committee met and discussed required changes to the plan to be adopted in the plan year. A Roth IRA feature was added. No material modifications were made nor were there changes that would that would negatively impact participants. Included were amendments to allow more frequent changes to the employee elective deferrals, allowing participation by substitutes and temporary employees, clarifying cutoff dates for entry to the plan and for plan changes, reviewing and making minor adjustments to the loan policy and generally aligning our plan policies with our administrative practices. No benefits were reduced. BUDGET/FINANCIAL IMPACT: As a result of the amendment and adoption of the plan, costs incurred will be in the form of match and fees for any additional participants admitted to the plan in the category of “substitute or temporary” status. This change was based on IRS regulations that state the plan must cover all employees. Substitutes work sporadically and therefore cost will be minimal. An employee must work at CAPSLO six months before they earn the ability to be matched and therefore temporary employees would have an insignificant impact on cost as they are typically nine months or less. Matching contributions are a cost of each program and budgeted agency wide in each program as part of the personnel benefit costs. STAFF RECOMMENDATION: Recommend approval. The 403B retirement committee reviewed all changes and is made up of the Board President, the Vice President and a long-term member of the Finance Committee and former Secretary Treasurer of the Board as well as the CEO, the COO and the CFO. The Plan Advisor, NFP Inc.’s representative attends all meetings and gives advice and analysis of plan investments to make sure the committee is attentive to the plan and to current regulations. The HR Director and Manager attend and act as the in-house Plan Administrators. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. We value the benefit this plan brings to our employees and keeping it current and in compliance with IRS regulations protects the integrity of the plan and therefore the assets. Page 34 of 60 RESOLUTION NO. R 2020 - 05 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COMMUNITY ACTION PARTNERSHIP OF SAN LUIS OBISPO COUNTY, INC. AUTHORIZING THE CHIEF EXECUTIVE OFFICER TO ACCEPT THE ADOPTION OF THE CAPSLO 403B PLAN AMENDMENTS The undersigned, on behalf of the Board of Directors of Community Action Partnership of San Luis Obispo County, Inc. CAPSLO), hereby certifies that at a meeting of the CAPSLO Board of Directors (Employer), the following resolutions were approved: WHEREAS, the Employer has maintained the Community Action Partnership of San Luis Obispo County, inc.403(b) Plan (“Plan”) since 1-1-1998 for the benefit of eligible employees; WHEREAS, the Employer has decided to amend the above-referenced Plan; WHEREAS, the CAPSLO 403B Committee along with its Consultants and Advisor’s, California Pension Administrators and Consultants and NFP Inc. have reviewed the Plan and suggested the changes resulting in the proposed amendments; WHEREAS, the Governing Board has reviewed the recommendations of the 403B Committee and accepts the proposed amendment(s) to the Plan; and WHEREAS, Section 14.01(b) of the Plan authorizes the amendment of selections under the Adoption Agreement. NOW, THEREFORE, BE IT RESOLVED, that the Board of Directors of CAPSLO has hereby approved the proposed amendment(s) to the Community Action Partnership of San Luis Obispo County, Inc. 403(b) Plan, and authorizes the Employer to adopt the amendment(s), to be effective on 5-1-2020; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of CAPSLO hereby authorizes the Board President to sign this resolution and the Chief Executive Officer to execute the Plan amendment and authorize the performance of any other actions necessary to implement the adoption of the Plan amendment. The Employer will maintain a copy of the Plan amendment, as approved by the Governing Board, in its files; and RESOLVED FURTHER, the amended plan will be posted on the CAPSLO Intranet for access by all Plan participants and participants will receive a Summary of the Plan document. UPON MOTION OF , seconded by the foregoing Resolution is hereby passed and adopted at the regular meeting of the CAPSLO Board of Directors this 30th day of June, 2020. Ayes: Noes: Abstain: Absent: Attest: ______________ Marci Sperlo, Recording Secretary Dee Lacey Elizabeth "Biz" Steinberg Board President Chief Executive Officer Page 35 of 60 BOARD ACTION REQUIRED June 30, 2020 Ratification on August 20, 2020 ACTION REQUIRED: Approval to include and adopt certain CARES Act provisions in the CAPSLO 403B plan SUMMARY NARRATIVE: On March 27, 2020, the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) became law. The CARES Act, includes several provisions that affect retirement plans. The CARES Act makes it easier for plan participants to access retirement savings through tax-favored distributions, relaxes certain participant loan limitations and allows a temporary waiver of required minimum distributions for certain plans. It is expected that the Internal Revenue Service (IRS) and the Department of Labor (DOL) will provide guidance on the provisions of the CARES Act. Based on this guidance, an interim amendment will need to be executed prior to the amendment deadline, which is the last day of the 2022 plan year. Based on research performed by the Executive Leadership team and discussions with the 403B Retirement Committee, NFP advisors and California Pension Administrators and Consultants, CAPSLO is recommending that specific options available under the CARES Act be adopted as follows: 1. Tax-favored distributions from retirement plans Under this provision, CAPSLO is proposing participants be allowed to take “Corona Virus related” distributions from matching contribution balances only and at an aggregate amount not to exceed 50,000 between January 1 and December 31, 2020. The CARES Act allows the 10% early withdrawal tax under Code §72(p) to be waived. An individual receiving a CRD may spread the income tax ratably over a 3-year period or may elect to have the entire amount included in income in the year of distribution. In addition, the individual may repay the CRD (or a portion) back to the plan (or any plan the participant is eligible to roll funds into) or to an IRA as a rollover at any time within three-year period beginning on the date of distribution. 2. Relaxation of participant loan requirements This provision is effective March 27, 2020 and ends 180 days after. CAPSLO is proposing to allow participants eligible to receive a CRD to defer any loan payments due between March 27, 2020 and December 31, 2020. 3. Temporary waiver of required minimum distributions for certain plans This provision applies to required minimum distribution otherwise required in the 2020 calendar year. A Participant who is eligible to receive a required minimum distribution for the 2020 calendar year may elect whether or not to receive the 2020 required minimum distribution (or any portion of such distribution). BUDGET/FINANCIAL IMPACT: There are no costs to CAPSLO except for the recordkeeper costs to amend the plan by 2022. STAFF RECOMMENDATION: Recommend approval. The 403B retirement committee reviewed CARES Act provisions as proposed. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. We value the potential benefit the adoption of the CARES Act provisions may bring to employees directly impacted by this virus. Page 36 of 60 BOARD ACTION REQUIRED July 31, 2020 Ratification on August 20, 2020 ITEM: Approval to submit local plan, work plan and budget for CARES Act supplemental funding in the amount of $410,379, plus a subsequent amendment of $5,585 for additional supplies, added after Executive committee approval, for a total award of $415,964. ACTION REQUIRED: Board approval SUMMARY NARRATIVE: Community Services Block Grant (CSBG) is providing supplemental funding through the Coronavirus Aid Relief and Economic Security (CARES) Act, which to address the short-term and long-term impacts of COVID-19. The Act appropriated supplemental CSBG funds to all 50 states “to prevent, respond to, or prepare for coronavirus.” To this end, CSBG agencies are requested to develop and submit a CSBG CARES supplemental fund local plan along with a work plan and budget/narrative. Services provided through these supplemental funds must support emergency responses that are consistent with statutorily allowable activities focused on mitigating the impact of COVID-19. Agencies must demonstrate that their expenditures support the short- or long-term impacts of the pandemic for low-income individuals and households within the community and retain appropriate documentation to substantiate purported expense claims and outcomes. CAPSLO’s work plan and budget address specific programs (Adult Day Center, Energy, Family and Community Support Services, and 40 Prado) that have especially been impacted by the coronavirus as well as a category for “all other programs” and central administrative costs already incurred or to be incurred at the Southwood office. BUDGET/FINANCIAL IMPACT: o Personnel costs (salaries and benefits): $ 114,200 o Program and administrative expenses (personal protective supplies; IT supplies and equipment to enable virtual services; workspace and electrical changes for distancing; and deep cleaning services) add $5172* 218,529 o Equipment (air conditioning at Southwood serving all programs with filters and ionization added to system) 24,751 o Medical and legal consultants for coronavirus-related policy making 32,000 o NCAP dues 1,000 o Indirect cost: amendment added $413=$20,312)* 19,899 Total contract amount: $ 410,379 Subsequent Amendment to Amount allocated above is $5,585 for a total of $ 415,964 STAFF RECOMMENDATION: Recommend approval. The Planning Department conducted a local needs assessment in order to complete the local plan form. A work plan that is consistent with the budget was then developed. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Page 37 of 60 Board Action Required August 20, 2020 ITEM: Approval of continued funding application to the California Department of Education, Nutrition Services Division’s Family Day Care Federal Food Program for Child Care Resource Connection (CCRC) for FY 2020 2021 to serve 113 provider homes in the amount of $868,796 ACTION REQUIRED: Board approval SUMMARY NARRATIVE: The federal food program for family child care homes is intended to off-set the cost of nutritionally balanced meals furnished by child care providers. The program pays the agency $120 per month per provider for the first 50 homes and $91 per provider thereafter to cover administrative expenses. CCRC will sponsor an average of 113 homes per month. The $728,000 represents pass through dollars that are reimbursed to providers; this benefits the community. Providers enrolled in the Food Program attend workshops that provide training and guidance to accomplish their primary mission of furnishing healthy and nutritious meals to young children in their care. Participation in the program also gives CCRC an opportunity to inform child care providers about the wide variety of other programs and resources available to them that can enhance the overall quality of child care they provide. BUDGET/FINANCIAL IMPACT: Estimates for the 12 month period (serving approximately 113 providers): Reimbursement to providers for meals: $ 728,000 Reimbursement for administrative costs: $ 140,796 Total reimbursement: $ 868,796 No indirect is allowed on the reimbursement to providers of $728,000. The administrative cost budget of 140,796 is based on a flat rate of reimbursement times the number of homes served and thus may vary. Administrative cost is budgeted to cover $10,429 in indirect expense and approximately 2 full time equivalent positions. STAFF RECOMMENDATION: Recommend approval. Participation in the Family Day Care Food Program encourages healthy eating and creates awareness of obesity prevention and the importance of serving healthy, nutritious meals to children. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This ongoing funding is important for the continuation of provider services and nutritious food to children. August 20, 2020 Dee Lacey, Board President Date Page 38 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval of continued funding application to the California Department of Education (CDE), Nutrition Services Division for continued funding of the Child and Family Services Food Program for up to 834,800 for fiscal year 2020-2021 due August 31, 2020 ACTION REQUIRED: Board approval SUMMARY NARRATIVE: The USDA Child and Adult Care Food Program (CACFP), administered by CDE’s Nutrition Services Division, has funded the CAPSLO Food Program serving Head Start, Early Head Start, Migrant and Seasonal Head Start, and State Child Development center-based child care for over 36 years. The CACFP is a source of healthy meals and a partner in nutrition education for the programs’ low-income families. The Food Program budget is based on anticipated revenue from monthly reimbursements from CDE set on an income-based three tier system (free, reduced, and base). The eligibility applications from families in center- based child care programs are typically 97% free, 1% reduced, and less than 2% base. All children enrolled in a Head Start or Migrant and Seasonal Head Start program automatically qualify as "free.” Children in State programs (except State Migrant) must complete a food program eligibility application for staff to determine the reimbursement rate received. BUDGET/FINANCIAL IMPACT: The Food Program serves over 2,226 children in 50 centers (some serve multiple programs) over the course of the year. Rates below are current through June 2021. Rates on average increase 2.6% annually. Free Reduced Base Breakfast $1.89 $1.59 $0.32 Lunch $3.75 $3.35 $0.33 Snack $0.96 $0.48 $0.08 Total reimbursement on estimated meals served for fiscal year ending September 2021: $834,800. NOTE: This is 59% of a non-COVID affected year. POLICY COUNCIL RECOMMENDATION: Recommend approval. This action will be reviewed for approval by the Head Start/Early Head Start Policy Council on August 20, 2020 and the Migrant and Seasonal Head Start Policy Council on August 25, 2020. STAFF RECOMMENDATION: Recommend approval. This on-going funding source is important for the continuation of CAPSLO’s healthy meal service and the nutrition education that occurs during mealtime. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. Ongoing participation in the CACFP is vital to the good health of our children and supports nutrition education for the families these programs serve. August 20, 2020 Dee Lacey, Board President Date Page 39 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval of a waiver for a 35% reduction in the non-federal share requirement for the Migrant and Seasonal Head Start grant #90CM9821/05 for the September 1, 2019 to August 31, 2020 program year ACTION REQUIRED: Board approval for waiver request SUMMARY NARRATIVE: Because of the disruption in service due to COVID-19 in the Migrant and Seasonal Head Start (MSHS) service areas, the program is requesting an additional reduction of the non-federal share amount required in the base grant by the Office of Head Start in the amount of $977,995. The program was on track to earn its requirement until the Corona Virus hit in March 2020, the start of the Migrant season. In the prior award year the program earned 12% as opposed to the 6% projected for the current year. Restrictions set forth by the Centers for Disease Control & Prevention and State Health Department have limited individuals from being onsite at MSHS premises. In order to minimize cross-contamination, classroom materials cannot be sent to family’s homes as normally done. Fewer and smaller donations of goods and services from local businesses due to suppressed business vitality have also affected the ability to obtain in- kind. Additionally, classroom sizes have decreased to accommodate safe social distancing practices and as per the State of California current licensing standards we cannot accommodate more than 10 children in a classroom. (approximately 50% cut in on-site services) Parent meetings and parents as volunteers in the classroom have also been minimized or eliminated. BUDGET/FINANCIAL IMPACT: The federal share of costs for the Migrant and Seasonal Head Start program is currently restricted to a maximum of 91%. This means the program is required to raise non-federal contributions of 9% or $2,757,946 in order to receive federal funds in the amount of $27,885,901 to support program services. This request is to reduce the non-federal share requirement as follows: Operating Grant Non-federal share required $ 2,757,946 9% required Requested reduction in non-federal share (977,995) 35% reduction Total amount of non-federal share to earn $ 1,779,951 Net adjusted 6% required POLICY COUNCIL RECOMMENDATION: The waiver request will be presented to the MSHS Policy Council Executive Committee at their meeting on August 25, 2020. STAFF RECOMMENDATIONS: Recommend approval. The MSHS program remains committed to identifying, securing, utilizing, and reporting all available sources of non-federal share each year. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The MSHS program will work diligently to fulfill its commitment to securing in-kind. Dee Lacey, Board President Date Page 40 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval of a waiver for a 52% reduction in the non-federal share requirement for the Migrant and Seasonal Early Head Start Partnership grant #90HM000010/03 for the September 1, 2019 to August 31, 2020 program year. ACTION REQUIRED: Board approval for waiver request SUMMARY NARRATIVE: The Migrant Seasonal Early Head Start 2nd Partnership program is requesting an additional reduction of the non-federal share amount required in the base grant by the Office of Head Start in the amount of $52,766. COVID-19 has presented a barrier in earning the non-federal share required for this grant of 6%. As a comparison the program earned 10% in the prior year. The program is funded to serve a total of 116 children: 70 FCC children, an additional 30 FCC children with our Delegate agency CAP Madera and 16 center-based children at Santa Lucia Center in Greenfield. Restrictions set forth by the Centers for Disease Control & Prevention and State Health Department have limited individuals from being onsite MSHS premises. In order to minimize cross-contamination, classroom materials cannot be sent to family’s homes as normally done. Further, fewer and smaller donations of goods and services from local businesses due to suppressed business vitality have also affected the ability to obtain in-kind. Additionally, we have had many Family Day Care Homes closed due to COVID-19. Classroom sizes have been decreased by State of California Licensing division to accommodate safe social distancing practices and often a center will open and then close and then open again due to COVID-19 exposure. Some families have opted to either stay at home to care for children or have their young adult siblings care for the younger aged children in the home. BUDGET/FINANCIAL IMPACT: The federal share of costs for a Head Start program is currently restricted to a maximum of 94%. The program is required to raise non-federal contributions of 6% or $102,366 in order to receive federal funds in the amount of $1,603,740 to support program services. This request is to reduce non-federal share as follows: Operating Grant Non-federal share required $ 102,366 6% required CAPSLO reduction in non-federal share (36,798) reduction-CAPSLO Madera Delegate reduction (15,968) reduction - Delegate Total amount of non-federal share to earn $ 49,600 Net adjusted 3% required POLICY COUNCIL RECOMMENDATION: The waiver request will be presented to the MSHS Policy Council Executive Committee at their meeting on August 25, 2020. STAFF RECOMMENDATIONS: Recommend approval. The MSEHSP program remains committed to identifying, securing, utilizing, and reporting all available sources of non-federal share each year. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The MSHS program will work diligently to fulfill its commitment to securing in-kind. Dee Lacey, Board President Date Page 41 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval to accept contract for California Department of Community Services and Development (CSD) Low-Income Home Energy Assistance Program (LIHEAP) Coronavirus Aid, Relief, and Economic Security Act (CARES Act Program or CAP) ACTION REQUIRED: Board approval to accept contract. SUMMARY NARRATIVE: The LIHEAP Coronavirus Aid, Relief, and Economic Security Act (CARES Act Program or CAP) was approved by Congress in May of 2020. This contract is between CSD and CAPSLO to utilize CARES Act funds to provide Weatherization (WX) assistance, Home Energy Assistance Program (HEAP) assistance, and Energy Crisis Intervention Program (ECIP) assistance to eligible participants residing in San Luis Obispo County. The services are essentially the same as those provided under our existing LIHEAP contract with the exception that the target client population is households affected by economic disruptions resulting from the COVID-19 pandemic. Weatherization services include the installation of weather-stripping, door and window replacements, diagnostic testing, water and energy efficiency measures for homeowners and renters. ECIP services include repair and replacement of water heaters and residential heating and cooling systems. The HEAP program provides utility assistance services to low-income households to keep them connected to gas, propane and electric services. CAPSLO will seek to target households where a member is unemployed as a result of the work stoppages or slowdowns caused by COVID-19. Funds can also be used to assist the low- income population in general. CAPSLO will administer this program in conjunction with LIHEAP and other Energy programs to maximize benefits to eligible and vulnerable populations. BUDGET/FINANCIAL IMPACT: Payment for all activities performed under this contract is a reimbursement for all costs incurred, including labor, materials, program support, and administration. Program funds are sufficient to meet the costs of providing services. Below is the budget for the 2020 LIHEAP CARES Act contract, showing the distribution of funds between the different program components: Budget Category Amount LIHEAP Weatherization Assistance: $ 35,216 ECIP Heating and Cooling: 183,891 HEAP/Fast Track Utility Payments: 150,863 (non-consideration) Total Contract Amount: $369,970 STAFF RECOMMENDATION: Recommend approval. The CARES is an important piece of our nation’s response to the impact of COVID -19 on our communities. In addition to weatherization services under this program, heating and cooling funds will be used to replace hazardous furnaces, water heaters, non-operable heating and cooling systems, and make repairs that address carbon monoxide and other safety problems discovered by Energy staff. The contract also includes the HEAP and Fast Track utility assistance programs, which provide seniors, disabled, and low-income households with a once-a-year payment from the State of California for their energy bills. Utility assistance funds are not directly administered by CAPSLO; instead, utility payments are made by the HEAP office in Sacramento and are listed as non-consideration funds in the budget. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Page 42 of 60 Recommend approval. This contract provides three vital services (weatherization, furnace and water heater replacement, and utility assistance) for San Luis Obispo County’s low -income residents. The CARES Act targets households in our community affected by the pandemic. August 20, 2020 Dee Lacey, Board President Date Page 43 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval of partnership with San Luis Obispo County Office of Education (SLOCOE) to accept subcontract funding from the California Department of Education ’s (CDE) California State Preschool Program (CSPP) Quality Rating Improvement System (QRIS) Block Grant in the amount of $150,508 Action Required: Board approval Summary Narrative: QRIS is a national movement to create a standard for quality child care. CSPP QRIS Block Grant funds support CDE’s Early Education and Support Division-contracted local early learning and care programs and increase the number of low-income children in high quality state preschool and early migrant programs, thus preparing these children for success in school and life. The San Luis Obispo County Child Care Planning Council serves as the lead agency for the local QRIS Consortium. Since CSPP QRIS Block Grant funding is through Proposition 98, the funding must be awarded through a Local Education Agency (LEA). SLOCOE serves as our county’s LEA to accept the funding into the county and contract with the Child Care Planning Council to implement all grant activities. QRIS is known as Quality Counts in San Luis Obispo County. BUDGET/FINANCIAL IMPACT: The preliminary award amount for the 2020-2021 fiscal year is $153,005 for San Luis Obispo County. The anticipated funding subcontracted to CAPSLO is $150,508. STAFF RECOMMENDATION: Recommend approval. The Child Care Planning Council has received this funding for the past five years. This continued funding opportunity will support the local QRIS among the county’s State funded programs as currently funded by the CSPP QRIS Block Grant, Quality Counts California Block Grant, and First 5 IMPACT Grant. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The increased local and state support of quality early learning programs is commendable. The partnerships that have been developed within the local and regional QRIS Consortia have helped create a cohesive and comprehensive system of support for quality early learning. With continued funding from this CSPP QRIS Block Grant, we will be able to leverage funding to further develop and sustain a QRIS for San Luis Obispo County. Page 44 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Request for funding from San Luis Obispo County Office of Education – IMPACT to support quality child care in San Luis Obispo County in an amount not to exceed $391,630.40 annually ACTION REQUIRED: Board approval SUMMARY NARRATIVE: CAPSLO’s Child Care Planning Council (CCPC) and Child Care Resource Connection (CCRC) partner with First 5 to implement IMPACT (Improve and Maximize Programs so All Children Thrive) as part of the local Quality Rating and Improvement System (QRIS). The intent of IMPACT 2020 is to work in cooperation with all other early learning and care quality improvement efforts and investments in California to support the implementation of the Quality Counts California Framework. IMPACT 2020 is specifically designed to fund quality improvement expansion and support providers serving high-need communities and populations not already receiving quality support. These include centers; family child care (FCC) providers; family, friend, and neighbor (FFN) care providers; and alternative settings. Historically in San Luis Obispo County, First 5 SLO served as the lead agency, subcontracting implementation to Child Care Planning Council (under the fiscal agency of CAPSLO), CCRC’s Resource and Referral and San Luis Obispo County Office of Education. The SLO County Quality Counts Consortium (including SLOCOE, First 5, CCPC, R&R, AP, and Cuesta) all agreed to have SLOCOE serve as the lead agency for the QCC partnership grant. The decision was made at the March 13, 2020 Consortium meeting. All subcontracting of services will remain the same and will be detailed in the application’s implementation roles and responsibilities. The total State allocation of funding for IMPACT 2020 is $23.1 million annually ($69.3 million over three fiscal years). BUDGET/FINANCIAL IMPACT: Local Child Care Planning Council Center-focused QRIS Coaching and related Quality Improvement Services Assessor Training/Coordination Quality Counts Academy Administration Consortium Administration Data System Administration Annual funding estimated at 179,923 CCRC Resource and Referral Program Family Child Care-focused QRIS Coaching and related Quality Improvements Services Assessor Training Public Outreach /Communication Annual funding estimated at 211,707 Indirect not to exceed $29,010 STAFF RECOMMENDATION: Recommend approval. This funding opportunity will further support the development of a local Quality Rating and Improvement System as currently funded by the California State Preschool Program (CSPP), QRIS Block Grant, and Quality Counts California QRIS Block Grant. Approval also supports the Local Child Care Planning Council and Resource and Referral as community partners of the local QRIS Consortium. Page 45 of 60 CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The increased local and state support of quality early learning programs has been commendable. CAPSLO is currently working with the County Office of Education through the CSPP QRIS Block Grant to create a cohesive and comprehensive system of support for quality early learning. With additional the IMPACT grant, we will be able to leverage funding to create a QRIS for San Luis Obispo County. Page 46 of 60 BOARD ACTION REQUIRED August 20, 2020 ITEM: Approval to contract with San Luis Obispo County Office of Education for continued funding from the California Department of Education (CDE) California Quality Counts California (QCC) Quality Rating Improvement System (QRIS) Block Grant in the amount of $93,420 Action Required: Board approval Summary Narrative: QRIS is a national movement to create a standard for quality child care. CSPP-CMIG QRIS Block Grant funds support CDE’s Early Education and Support Division-contracted local early learning and care programs and increase the number of low-income children in high quality state preschool and early migrant programs, thus preparing these children for success in school and life. The fiscal year 2020-2021 Quality Counts California (QCC) Quality Rating and Improvement System Block Grant funding through June 30, 2021 for local QRIS consortia or the Tribal region supports local early learning and care programs serving children birth to five and increases the number of low-income children in high-quality early learning and care settings. The San Luis Obispo County Child Care Planning Council serves as the lead agency for the local QRIS Consortium. The Local QRIS Consortium represents a partnership of the following agencies: Local Education Agency (San Luis Obispo County Office of Education) First 5 County Commission (First 5 San Luis Obispo County) Post-Secondary Education Institution (Cuesta College) Local Planning Council (San Luis Obispo County Child Care Planning Council) Resource and Referral (CAPSLO Child Care Resource Connection) Alternative Payment Program (CAPSLO Child Care Resource Connection) BUDGET/FINANCIAL IMPACT: The preliminary award amount for the 2020-21 fiscal year is $95,920 for San Luis Obispo County, with an award of $93,420 to CAPSLO. STAFF RECOMMENDATION: Recommend approval. The Child Care Planning Council has received this funding for the past five years. This continued funding opportunity will support the local QRIS among our county’s State-funded programs as currently funded by the CSPP QRIS Block Grant, QCC QRIS Block Grant, and First 5 IMPACT Grant. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. The partnerships that have been developed within the local and regional QRIS Consortia have helped create a cohesive and comprehensive system of support for quality early learning. With continued funding from this QCC QRIS Block Grant, we will be able to leverage funding to further develop and sustain a QRIS for San Luis Obispo County. Page 47 of 60 BOARD COUNCIL ACTION REQUIRED August 20, 2020 ITEM: Extension of the Regional Head Start/Early Head Start (HS/EHS) Program’s sitting Policy Council term into the 2020-2021 program year ACTION REQUIRED: Policy Council approval SUMMARY NARRATIVE: According to the Head Start Reauthorization Act of 2007, a program must establish a policy council in accordance with Section 642 (c)(2)(B). Policy Council members service for one year and may be re-elected to serve another year. Regional Head Start is requesting that the current sitting Policy Council have their term extended one additional year into the 2020-2021 program year. The request is based on necessary adaptations due to the COVID-19 pandemic and not being able to hold the usual in person annual Policy Council elections. The Policy Council will continue to adhere to the requirements set forth in the Head Start Act of 2007 and Head Start Program Performance Standards. BUDGET/FINANCIAL IMPACT: None POLICY COUNCIL RECOMMENDATION: Recommend approval. The HS/EHS Policy Council is meeting on August 20, 2020 to review and approve the extension of their term into the 2020-2021 program year. STAFF RECOMMENDATION: Recommend approval. As HS/EHS makes changes and adapts to new social distancing regulations, extending the current Policy Council term by one additional year will allow the program to continue programmatic decisions without interruption. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This extension will allow the Regional Head Start Policy Council to continue to make programmatic decisions and remain in compliance with Head Start Performance Standards. August 20, 2020 Dee Lacey, Board President Date Page 48 of 60 BOARD ACTION REQUIRED AUGUST 20, 2020 ITEM: Head Start/Early Head Start (HS/EHS) Program Policy Council Bylaw changes and updates ACTION REQUIRED: Board approval of Bylaw changes and updates SUMMARY NARRATIVE: According to the Reauthorized Head Start Act of 2007, Section 642(c)(1)(E)(iii), the Governing Body (CAPSLO Board of Directors) shall be responsible for approving Bylaws submitted by the Policy Council in accordance with 642(c)(2)(D)(v) as well as the 2016 updated Head Start Federal Performance Standards for the Head Start/Early Head Start program year 2020-2021. An update is needed to the HS/EHS Program Policy Council Bylaws to expand upon the coordination approach of Head Start by streamlining vocabulary and terms as used in other content areas. The update incorporates appropriate representation of all new and existing program options and service areas. The intention is to increase parent participation and create a larger pool of parents to draw from when there are vacancies for various reasons, such as migrating or transitions. Some of the proposed changes are more beneficial to the program’s operating months and time line as well as parents’ schedules. BUDGET/FINANCIAL IMPACT: None POLICY COUNCIL’S RECOMMENDATION: Recommend approval. The HS/EHS Policy Council reviewed and approved Bylaw revisions at their meeting on August 20, 2020. STAFF COMMENTS: Recommend approval. Bylaw revisions are an ongoing process to ensure that CAPSLO’s HS/EHS Program is meeting Head Start Federal Performance Standards as well as encouraging the maximum participation of parents as possible without limitations, restrictions, or burdens. As program requirements change, staff routinely update or develop documents to maintain program compliance. CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. These proposed changes will improve parent participation and representation in program governance. August 20, 2020 Dee Lacey, Board President Date Page 49 of 60 Board of Directors Survey Results 9, 64% 4, 29% 1, 7% CAPSLO has a positive image in the community. Strongly agree Agree Neutral 10, 71% 4, 29% CAPSLO works collaboatively with other organizations. Strongly agree Agree 12, 86% 2, 14% CAPSLO develops and maintains positive relationships with community partners. Strongly agree Agree 12, 86% 2, 14% CAPSLO understands the needs of low- income people in the community. Strongly agree Agree 11, 79% 2, 14% 1, 7% CAPSLO is an advocate for low-income people. Strongly agree Agree Disagree 11, 79% 2, 14% 1, 7% CAPSLO is driven by a clear mission to assist low-income people become self-sufficient. Strongly agree Agree Neutral Page 50 of 60 Board of Directors Survey Results 6, 43% 7, 50% 1, 7% CAPSLO has a clearly understood strategic plan for the future. Strongly agree Agree Neutral 12, 86% 2, 14% CAPSLO has strong ethical values and principles. Strongly agree Agree 8, 57% 6, 43% CAPSLO is creative and innovative in developing and sustaining programs. Strongly agree Agree 9, 64% 5, 36% CAPSLO has competent, knowledgeable, and skilled staff. Strongly agree Agree 8, 57%3, 22% 2, 14% 1, 7% CAPSLO has clear, organized, and efficient management policies and protocols. Strongly agree Agree Neutral Disagree 9, 65%2, 14% 2, 14% 1, 7% CAPSLO has clear, organized, and efficient administrative procedures and … Strongly agree Agree Neutral Disagree Page 51 of 60 Board of Directors Survey Results 8, 57%4, 29% 1, 7%1, 7% CAPSLO has clear, organized, and efficient decision-making processes. Strongly agree Agree Neutral Disagree 7, 50% 6, 43% 1, 7% CAPSLO has clear, organized, and efficient planning processes. Strongly agree Agree Neutral 7, 50% 6, 43% 1, 7% CAPSLO has clear, organized, and efficient communication … Strongly agree Agree Disagree 7, 50% 6, 43% 1, 7% CAPSLO has clear, organized, and efficient information access and reporting processes. Strongly agree Agree Disagree 8, 57% 5, 36% 1, 7% CAPSLO has clear, organized, and efficient lines and levels of authority. Strongly agree Agree Disagree 10, 71% 4, 29% CAPSLO has clear, organized, and efficient communication … Strongly agree Agree Page 52 of 60 Board of Directors Survey Results 11, 79% 3, 21% CAPSLO has clear, organized, and efficient well-managed and efficient board … Strongly agree Agree 9, 64% 4, 29% 1, 7% CAPSLO has clear, organized, and sufficient training for my role on this board. Strongly agree Agree Neutral 14 0, 0% I know the mission of the agency and I can communicate it to others. Yes No 14 0, 0% I understand the basic responsibilities and operation of a nonprofit agency. Yes No 14 0, 0% I am familiar with agency programs. Yes No 11, 79% 3, 21% I am an active member of one or more agency committees. Yes No Page 53 of 60 Board of Directors Survey Results 14 0, 0% I attend board and committee meetings regularly. Yes No 10, 71% 4, 29% I participate in fundraising for the organization. Yes No 10, 72% 3, 21% 1, 7% I am interested in contributing financially to the organization. Yes No Don't know 7, 50%7, 50% I attend most events sponsored by the agency. Yes No 14 0, 0% I advocate for the agency’s issues and programs. Yes No 14 0, 0% I represent CAPSLO’s priorities at other meetings I attend. Yes No Page 54 of 60 Board of Directors Survey Results What are CAPSLO’s major strengths as an organization? o Dedicated, kind people with a clear mission and strong values o Reputation, accountability, dedicated staff o Leadership and innovation o Commitment of staff and officers to accomplish the agency's goals and mission o Commitment to excellence o Provides important services o Stays connected with programs to see what they need to keep running o Mission and many programs that help the community o Community serving organization with resources and support for our communities so they can become self-sufficient o Clear, open, and caring of others in need o Scope, scale, experience, history o Reputation, great staff o Stellar reputation at local, state, and national levels 13 1, 8% I am active in other community organizations. Yes No 14 0, 0% I would recommend CAPSLO to others as a good place to be a board member. Yes No Page 55 of 60 Board of Directors Survey Results o Committed, experienced, strong leadership, and a caring, committed staff o Agency of Excellence achievement – phenomenal award o Seen as an expert in the in-house population and child care What are CAPSLO’s major weaknesses or limitations? o HR procedures need improvement in following through on documentation with employees o Too dependent on governmental funds o Seen in community as a governmental bureaucracy o So many issues to address and limited resources o Funding restrictions and variances depending [on] government funding changes o There is not enough funding to keep supporting all the programs they want to support. Now with COVID-19 taking place, there is that much more to overcome. But we can, because we are all in this together. o Not enough discretionary funding o Promoting itself to the community o Money is a huge limitation for everyone they want to help o Fundraising o Termination of a long-term employee influenced my answers to questions 12, 13, and 14. While said policy, procedures, and decision-making are now in place, they were woefully not followed correctly at the time of the employee’s dismissal. I believe there was mism anagement and dereliction of responsibility/duty by the HR director. o CAPSLO is so big it can be hard to access or overwhelming How do you extend your influence in the community on behalf of CAPSLO priorities? o Advocate o Share impact with donors o I strongly advocate for CAPSLO in the community and before all other organizations of which I am a part. As I see a need, I try to find ways to fulfill it. o Meetings with stakeholders and general representation o Publicly discuss CAPSLO's mission Page 56 of 60 Board of Directors Survey Results o Empower low-income families to follow their dreams and get the education needed to have that dream job they always wanted and become self-sufficient o I am always [willing] to speak for CAPSLO wherever needed o Use personal connections to inform and promote the community about CAPSLO o Try to get new connections and fundraising o By speaking on behalf of CAPSLO o In every day conversations and at the dais o By mentioning CAPSLO or its actions during other functions that I attend as an elected representative for a community services district o I speak often and proudly of CAPSLO’s numerous programs and the life-changing, life-saving effect on those living in all of our communities o I am always proud of our dedicated, loyal, bright Executive Director and staff… Biz knows and Biz listens o Share information at city council meetings. Share needs on social media and with friends. I could be more involved/engaged in the board by: o Assisting with grants and advocacy o [Serving on] ad hoc committees o Public speaking o Advocating more on its behalf o If I only had more time o Not having to deal with COVID-19 right now. Because our board is very active. But due to sheltering in place, we are not able to meet like before but we still do meet via Zoom. However, we can't fundraise or volunteer in our SLO County communities. o I would like to stay as involved as I am o I try to be engaged and involved in the board o Getting to know more about the programs o Right now I couldn't as my family obligations are my priority o Joining a committee o Becoming more familiar with use of an iPad o Making an effort to meet/greet with staff (those whom I have had limited interaction with up to this point) o Knowing the volunteer and donation needs so as to recruit volunteers and donors Is there anything else you would like to add? Page 57 of 60 Board of Directors Survey Results o Need to address Region IX concerns regarding: In-Kind – better facilitation and documentation needed; Administration – Has expansion spread staff too thin? Lack of documentation in HR; Meeting enrollment o Meetings need to be more dynamic, less routinized o I am so blessed to be part of a wonderful board. Thank you for the opportunity to serve as an advocate for our North County low-income families' needs o I have admiration for the staff and their commitment to helping the low-income o This is my first year on the board and can't wait to get more involved o When the time comes, I hope we can find a new CEO that is as marvelous as Biz is. o I so appreciate Biz, Dee, Carlos, and the entire board for their continued and fierce dedication to this organization o I enjoy being a board member o I’m proud to be a board member for CAPSLO. Our work is vital for each community we are in. Please indicate the most common reasons for not attending board meetings. o I have not been able to attend due to work priorities – 6 o I have not been able to attend due to family priorities – 2 o Agenda items are of no interest – 2 o Occasional travel – 2 o I attend all meetings/attend on a regular basis – 5 o The past 12 months have presented numerous health issues that have precluded my attendance – 1 Please indicate the most common reasons for not attending training opportunities o I have not been able to attend due to work priorities – 6 o No training opportunities were provided – 4 o It was canceled due to COVID-19 – 2 o I attend trainings – 2 o COVID-19 has prevented me from attending –1 o I have not been able to attend due to family priorities – 1 o The past 12 months have presented numerous health issues that have precluded my involvement – 1 Page 58 of 60 Board of Directors Survey Results I would like to receive more training on: o Need 1-2 pager on all programs o Summary of services and number of clients o Head Start updates/conferences o Internal HR policies o The population I serve and child care centers in the North County o How we finance each program o The programs we support o Streamlining our finances o CAPSLO has many training opportunities to pick from o I would like to have the opportunity to shadow employees for half a day in the various programs in SLO. I think I would gain amazing insight to each division/program visited. Adult Day, Energy, Teen Clinic o Nothing specific Please indicate your preferable time of training: o Morning (before noon) – 5 o During lunch (12-2 PM) – 6 o Afternoon (one-5 PM) – 2 o Evenings – 4 o Saturdays – 3 Page 59 of 60 8/12/2020 Undocumented Funding Update Community Foundation SLO County Undocumented Individuals/Family Funding o Amount Funded and Fully Spent: $15,000 Total; $13,800 for families after indirect taken out o Households Served: 28 Adults: 46 Children (ages 0- 18): 76 Tides Undocumented Individuals/Family funding o 1st Round of funding Amount Funded and Fully Spent: $20,000 Households Served: 40 Adults: 81 Children (ages 0-18): 87 o 2nd Round of funding Amount Funded: $20,000 Amount Spent to Date: $5,000 Households Served: 11 Adults: 21 Children (ages 0-18): 30 We have an estimated 30 families left to serve Tides Undocumented Farmworker Individuals/Family Funding o Amount Funded: $30,000 o Amount Spent to Date: $26,000 Households Served: 53 Adults: 94 Children (ages 0-18): 121 o We have an estimated 8 families left to serve Page 60 of 60