HomeMy WebLinkAboutFebruary 18, 2021 AgendaBoard of Directors Meeting
Agenda
February 18, 2021
Zoom
Meeting Begins at 5:00 pm
Reciting of the Promise
Dee Lacey
Introductions/Presentations
Adult Day
Dee Lacey, Gary Jordan
Friends of 40 Prado
Chris Gomez
Health and Prevention
Sandee Menge
Head Start/Early Head Start
Margie Perez-Sesser
Migrant and Seasonal Head Start
Carlos Sosa
Liaison Reports
1. Approval of Minutes of Regular Board Meeting
Minutes
Action
Consent Agenda
Call To Order
Dee Lacey
Roll Call
Marci Sperlo
The Promise of Community Action Page 5
Public Comment
Dee Lacey
Why Are You Here - Board Training
Provided by CAPLaw
Other Program Liaison Reports
Board of Directors Meeting
Agenda
Page 2 of 47
Finance Committee Mtg Minutes 1-20-2021 Page 12
2. Approval of Minutes of Finance Committee Meeting
Minutes
Action
3. Approval of Planning Committee Minutes of 2-9-21 Action
January 21, 2021 BOD Minutes Page 6
CAPSLO Jan 21 Finance Committee Page 15
02.09.2021 Planning Committee minutes.docx Page 35
4. Approval to submit a refunding application to AAA
IIIB Energy & ADC
Action Page 37
5. Approval of Head Start and State ERSEA Criteria Action Page 39
5.1 PY 21-22 Selection Criteria Points Changes
Summary
Page 40
5.2 EL 1.4 Selection Criteria Points 21-22 Page 41
6. Approval of MSHS 2019-2020 Corrective Plan of
Action
Action Page 42
6.1 2019-2020 MSHS Self-Assessment Corrective
Plan of Action
Page 43
Chief Executive Officer's Report
Biz Steinberg
Finance Committee
Committee Reports
4.1 Board Resolution for AAA 2021-2022 Title IIIB Page 38
7. Approve Hiring of the Head Start, Early Head Start,
and State Child Development Program Director.
Action Page 45
Page 3 of 47
Planning Committee
8. Approval Approval to support the California to
support Wellness Trust’s efforts to request a
budget to fund a California Health Equity Fund
Action Page 47
President's Report
Dee Lacey
Board Discussion
Page 4 of 47
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 47
Community Action Partnership
of
San Luis Obispo County, Inc.
Board of Directors Meeting Minutes
January 21, 2021
Members of the Board
Dee Lacey, President
Carlos Sosa, Vice President
Mical Bovee, Secy./Treas.
Debbie Arnold
Chuck Cesena
Maria Garcia
Lan George
Gary Jordan
Diane “Dee” Limon
Sandee Menge
Margie Perez-Sesser
Anneka Scranton
Lisa Sperow
Erica A. Stewart
Absent
Rob Garcia
Call to Order at 5:10 pm
Roll Call – A quorum was present
Reciting of the Promise was led by the full Board
Public Comment
Introductions/Presentation
Liaison Reports
Migrant and Seasonal Head Start
Carlos reported the PC will not meet again until February.
Melinda reported, Area Managers are returning soon and we have a Matrix of all the activities that we are
preparing for our upcoming review. We do not have a date yet, but we are starting the activities to go
through our self-assessment process and reviewing policies and procedures, not just the Covid-19 policies.
We just placed a very large order for children's face coverings. We are waiting on the vendors.
Questioned what we are doing with younger children wearing masks. Melinda reported there was an update
to the guidance of children wearing masks. We are not using the words “we are enforcing or requiring”, but
we are modeling it as adults. We have a system for them, when they arrive they can pick a mask out of a
bin, it could be an animal or dinosaur and we have certain times of the day when they switch it out and we
incorporate the hand-washing, meal time and nap time.
Carlos stated we generally invite someone from the PC to attend the Board meeting. Melinda stated we have
elected the PC members and they are seated at this time. We do offer for them to come, and we can use the
translation live.
Staff
Loren Leidinger
Grace McIntosh
Melinda Sokolowski
Marci Sperlo
Biz Steinberg
Andy White
Page 6 of 47
Head Start/Early Head Start
Carlos reported the PC met on the 19th and they conducted the usual business. They reviewed the Covid-19
Policy inclusion to the HR manual, which was approved.
Margie reported they held the HR Director interviews on Friday. Narrowed them down from 6 candidates to
3. This was also shared with the parents.
Melinda reported the Regional program took a winter break. They added two weeks of distance learning to
the services because of our exposure rates and concern for keeping everyone safe during that time, so we
switched to distance learning. This week was our first week back. We do have a few centers that we kept at
distance learning due to low staff availability or parents reporting they were not going to bring their
children. We are surveying the parents to see their needs.
Friends of 40 Prado
Loren reported Chris is unable to attend, but he did send his update.
They are at the same amount of money raised this year as last year through December. January has slowed
down, but this January is better than last. They have their newsletter mailer coming out in February and
they're looking to do a small event in the first and second quarter, overall, he feels like they're in a good
position and can continue supporting the program at the agreed-upon amount for the fiscal year.
Adult Day
They are having their Advisory meeting next week.
We are not able to operate the center at this time.
Consent Agenda
Minutes Approval
1. Approval of Minutes of Regular Board Meeting of December 17, 2020 - Action
2. Approval of Minutes of Finance Committee Meeting of December 11, 2020 – Action
3. Approval to submit an application for up to $1,500,000 to the U.S. Department of Veterans Affairs
Supportive Services for Veteran Families Program Grant to extend the Supportive Services for Veteran
Families program for one year
4. Approval to execute contract with Ventura County Office of Education to draw down supplemental funding
through the IMPACT Regional Hub in an amount up to $73,039 to support local Quality Counts
implementation
5. Approval to submit to San Luis Coastal Unified School District a grant application to subcontract Family
Advocate services for the Homeless Children and Youth Program in the amount of $75,000 per year for
2021-2024
On a motion by Sandee Menge seconded by Carlos Sosa the consent agenda is approved as presented. (MSC
Menge/Sosa) All in favor.
Chief Executive Officer’s Report
6. Application for $70,000 to the Center for Care Innovations –Blue Shield of California Foundation Grant for
CAPSLO Teen Wellness to participate in a 22-month learning collaborative.
Biz reported Loren will give you a quick overview of this action.
Loren reported this is a 22-month grant proposal. We have received funding from the Center for Care
Innovations before, it was for Human Centered Design process, which our Teen Program staff participated
in. This is to help with preventing domestic violence and promote health and well-being amongst our young
people and their caregivers. We along with several organizations formed an education collaborative.
Organizations such as Stand Strong, Rise and Gala, a number of organizations to work collaboratively on
these issues. This opportunity came up as a learning collaborative so it will give people time to really look
at the cause and how to increase youth and client participation and how the different organizations can work
Page 7 of 47
together in this education collaborative, so it gives a little money for staff time and collaboration and time to
think about how to address these issues.
On a motion by Anneka Scranton seconded by Gary Jordan the above action is approved as presented. (MSC
Scranton/Jordan) All in favor.
7. Approval of Community Action Partnership of San Luis Obispo Co. Inc.’s inclusion of COVID-19 Policies,
Procedures and Guidelines in the HR Manual
Biz reported Suzanne will go over the many and every changing policies we have had to implement and
keep track of.
Suzanne reported Covid 19 has been around since March of 2020 and now we are in January of 2021. We
made a binder with all the agency internal resources and policies created around Covid. We kept both the
Policy Council and the Board updated on these policies and was run by Jay Hyatt who is our attorney. He
changed some wording to simplify the language. These policies have been around since March and each are
individually dated, we are incorporating them with the Human Resource policies because we are governing
how employees operate. Coming to the Board every time there are changes could be very cumbersome to
the Board to approve. Once Covid is done and we don't need these policies we will need to change a few
sentences in the HR Policy to remove them.
Biz reported this was approved by the Regional Head Start Policy Council. Once Migrant is back in session
this will be brought to them as well.
On a motion by Mical Bovee seconded by Debbie Arnold the above action is approved as presented. (MSC
Bovee/Arnold) All in favor.
Risk Assessment – Suzanne Leedale
Suzanne reported the Nonprofit Centers Assessment tool was used in the past. NCAP now has a Risk
Assessment Platform built on the Non-Profit Centers Risk Assessment. She created user profiles for those that
are experts in the areas, to actually answer the questions themselves. Once done a report was generated.
Anything that is in the black text in the report is what she answered. Instead of removing items that she didn’t
perceive as being a risk, in striving for transparency, she left it in there and responded. An example of that is
one of the risks that was identified through the assessment is that we accept governmental contracts. The risk is
that if you are inexperienced with government contracts and don't know how to operate them, it could put us at
financial risk. She would rather say yes, it is a risk and we acknowledge that risk, because we have experience.
Of note the top two risks that we have would be Human Resources and a Business Continuity Plan, as far as
what is priority for the 2021-time frame.
The HR section identified a lack of succession plan as a top priority. We have already identified this as an
agency and it is included in our 2018-2021 Strategic Plan. It outlines all of the steps we need in order to have a
succession plan which includes creating a training and development process and we're going through all of these
steps and we are not done with the 2018-2021 plan.
The second priority would be to develop a Business Continuity Plan. We do have a Disaster Recovery Plan
however it does not address a pandemic situation. It does not address what we need to resume business.
She could not imagine that we would have drafted a plan that says we can open with half the staff because we
were in a pandemic situation or that we could have gone remote. It is including all of that information and our
lessons learned from the covid-19 pandemic.
Page 8 of 47
Dee asked if we receive suggestions and there are some changes, are they assigned to the person? If you have
any time on those suggestions to be solved, who is doing them. Suzanne stated it depends on the subject matter
expert, for example if there is a governance suggestion for the Board and the Finance Committee, all of that is
just a discussion and whether or not it is a consideration. For the ones that are priority, that are more staff led,
we have a Risk Management Committee that meets on a quarterly basis and develops a risk management plan
for the year and that is where ownership is assigned for accountability purposes.
It was questioned about having the Board take a Sexual Harassment Training course. Suzanne will check with
Ron.
On a motion by Erica A. Stewart seconded by Carlos Sosa the Risk Assessment is approved as presented. (MSC
Stewart/Sosa) All in favor.
Biz reported Andy White is here tonight and he's our Accounting Manager, he has been doing a wonderful job
while Joan has been out ill for the last week.
Biz continued, included in the CEO Report under Planning is Loren’s breakdown of funds raised last year. The
Board and Biz thanked Loren for her efforts.
The Culture RFP went out late December. The HR committee will be reviewing the proposals and interviewing
on February 10th. The Performance Pro Management System for evaluations and training etc. has been
bought. We have had the kickoff and by the end of February some of the training will already be done with the
managers and supervisors, then the employees will be trained. Hopefully when the first quarter is done in 2021
we will have a grasp and an understanding of our new system.
Committee Reports
Finance Committee
Mical reported the main focus of the meeting was to review the 990 form. They also reviewed the Risk
Assessment. They looked at the agency's contract listing to see what was being budgeted as far as potential
awards for the 2021 year. The challenge will be able to earn all the funds.
Credit Card charges will be read into the minutes next month. Waiting on one credit card reconciliation.
Lines of credit:
Corporate line is still at $0
40 Prado Line of Credit $450,935.
Energy has been able to keep their loss at approximately $4,000, which is better than expected.
8. Approval of agency 990 Return
Andy reported that the 990 form has a few minor updates that need to take place that they discussed at the
finance meeting yesterday.
Mical stated the Finance Committee did approve the 990 pending the changes. The Board reviewed the
990. Mical stated this is coming out of audited financial statements that were approved months ago. This is
for March 31st 2020. It does not reflect current activity and the Covid impact.
It was noted it was a big growth year. Andy stated this reflects the first year of Monterey Head Start so that's
a big portion.
On a motion by Carlos Sosa seconded by Gary Jordan the above action is approved as presented. (MSC
Sosa/Jordan) All in favor.
Page 9 of 47
9. Approval to announce a one-time increase to the 403B plan matching contribution for the year ended
December 31, 2020; at an amount not to exceed 70%
Mical reported the last couple of years when we have some leeway on administrative funds in terms of how
much is allocated and how much is spent. Looking at it like a surplus and what is the best way to allocate
these funds. We cannot do salary increases that we budget for but we can do a one-time surplus to utilize
these funds. We are in that situation again and we look at the 403b plan as something that would benefit
employees on the retirement side.
Mical said at this time estimate how much this would amount to would be difficult so we are proposing it at
an amount not to exceed 70%. Andy stated in the past two years we were able to go to 70% and this is
falling in line with that. This is not to exceed because at this point we're not entirely sure exactly how much
we would have in savings to utilize but we would maximize whatever that was. Approximately 900
employees are participating. Last years one time amount totaled $197,000.
Mical stated the Finance Committee reviewed this and recommends approval.
Dee stated that we have good participation in the program. This is a good way to use the funds.
On a motion by Sandee Menge seconded by Lisa Sperow the above action is approved as presented.
MSC Menge/Sperow) All in favor.
President’s Report
Update
Board Discussion
Debbie Arnold reported she met with California ScholarShare 529 College Savings Plan staff. Their goal
is to start lessening how many young people have to go so far into debt to go to college. They match dollar
per dollar if you are middle income, for college savings.
Erica A. Stewart reported the California Cities now have a newly refreshed advocacy for seniors. She has
been appointed as a Presidential Appointee on the California City’s Community Services Policy
Committee. On this committee they talked about seniors being affected the most with covid-19. They are
going to be advocating/lobbying to the Governor to try to get more money for seniors. As this Board talks
about the Day Center, think about if there's some sort of Nexus between CAPSLO and the League of
Cities to come together that might be a great idea. Cal Poly is working with a testing group on testing.
They are starting saliva testing this week and they are hoping to start saliva testing at the Campus Health
and Well Being. This allows for more ongoing testing and updating and allows for more specimens at
once.
Lan George reported in Arroyo Grande people are tired of Covid-19 and not wanting to follow guidelines
and it's moving along into our local businesses as well. City Council will be discussing on Tuesday ways
to educate and enforce existing guidelines and ask for voluntary compliance. The more people that
comply with these guidelines, as difficult as they are, the sooner we'll get out of this pandemic and we can
get back to normal. They are working on getting vaccines out as well. Working with Senator Laird’s
office. AG Pod will be open Monday for Vaccinations.
Erica reported the City is dealing with a lot of the same issues as Lan mentioned. Mayor Ray Russom was
at the California City Division meeting today and Senator Laird was there with the Central Coast region
even though we're not official) talking about how challenging it is to be with the Southern California
region but also the vaccinations and the fact that you know we're not getting enough vaccines. She also
shared if you know people who are not getting their EDD money refer them to Erica or any of the City
members on the Board, and they can put them in touch with Senator Laird and/or Assembly Member
Cunningham’s office. Both of them have specialists in their office that are helping people get their EDD
Page 10 of 47
money. As far as the enforcement of the covid-19 rules around the business, on Tuesday they passed a
resolution to make the rules clearer. They just finished the community forum on the budget and major city
goals, and will have another virtual forum on February 6th. Childcare continues to be in the 10 ten issues.
DEI Newsletter is amazing.
Maria reported just like Lan and Erica spoke about the businesses, in Paso they utilize the Chamber of
Commerce. When one of the businesses is not complying, the Chamber of Commerce goes to the
business and finds out what they need to comply. The Chamber tries helps them comply with covid-19
rules, but if they don't want to comply then it moves on to the Police Department. The Chief is putting
together some stricter rules so that it is fair for the businesses that are complaining. They are working on
vaccinations. In Paso they are for 75 and older. They had 1,100 people sign up for the very first week and
they were doing 80 people an hour. There are some great programs the city is trying to help businesses.
There is the Keep It Local Program. They are having a 3CE Lunch and Learn next Wednesday. As Erica
was talking about the unemployment insurance and the paycheck Protection Program, they have a lot of
information on the City website and also the Chamber of Commerce is helping with that as well.
Debbie reported The County Emergency team is still working really hard trying to get the vaccinations
mobilized in North County, South County, and San Luis with the supply they were given. The County
Board of Supervisors is sending letters to separate us from Southern California. The latest attempt was to
ban with Ventura and Santa Barbara Counties to create our own region. This year is shaping up to be a
very serious fire season. Last year we had over a hundred fires in this County. It was one of the biggest
fire seasons ever seen.
Chuck reported he does not have information about violations business-wise it seems like the community
is pretty on board with trying to take care of each other. They just received their fall monitoring reports
and saltwater is creeping further and further into the wells there so that is a concern. Next Tuesday at 6:00
pm, they are going to be having a Community Forum on Homelessness. Grace, will be involved, probably
Los Osos Cares. It is sponsored by the Community Advisory Council Subcommittee on Unhoused
Residence. It is an issue that is growing here just like everywhere. With the end of the trial safe parking at
the library, it has become apparent that there is a real need in Los Osos. So hopefully Tuesday they will be
taking some serious steps to deal with this.
Suanne reported on January 11th we broke ground on the Medically Assisted Treatment Facility. On December
18th we awarded the bid to Specialty Construction Incorporated for $1.4 million. This includes profit and
contingency on the award. The total budget will be $1.6M.
The difference at the time of the meeting was $390,000 give or take. Loren has been extremely busy with
fundraising. We have done value engineering and we are looking at some change orders to save money from
that contract amount and we've identified about $50,000 to $60,000 but that is still in the early preliminary
stages.
Loren reported we have raised approximately $110,000 and have more donors to reach out to. We are hoping
that the cities will step up and each give something. We're also hoping that value engineering will help bring
that gap down a little bit as well.
Biz reported she and Grace met with Dawn Ortiz-Legg, giving her an overview of CAPSLO. We also have a
meeting next week with Anne Robin and Star Graber who are the two principles from County Behavioral
Health Drug and Alcohol Services.
Adjournment 6:50 pm
Page 11 of 47
FINANCE COMMITTEE “ZOOM” MEETING
January 20, 2021
11:30 a.m. – 1:00 p.m.
1030 Southwood Drive
San Luis Obispo, CA. 93401
Board Members
Mical Bovee, Chair
Rob Garcia
Carlos Sosa
Margie Sesser
CAPSLO Staff Present
Elizabeth “Biz” Steinberg, C.E.O.
Joan Limov, C.F.O
Suzanne Leedale, C.O. O.
Loren Leidinger, Outreach/Dev. Director
Andrew White, Accounting Director
Jason Holyfield, CFS Accounting Manager
Mical Bovee called meeting to order at 11:40 a.m. Handout materials were emailed to
Committee attendees prior to meeting and are displayed on screen during today’s meeting.
Presentation of Federal Form 990 “Return of Organization Exempt from Income Tax”
Guest: Clint Baird, Tax Manager Brown Armstrong, CPAs
Clint Baird of Brown Armstrong CPAs joined meeting via zoom and reviewed with the Committee
the Form 990 for fiscal year ended March 31, 2020. Several small typo’s and a couple corrections
were noted. Nothing of significance that would change information being disclosed was noted.
Staff were directed to look into minor differences and make changes accordingly prior to filing of
the returns on the due date of February 15, 2021. Mical asked the Committee to take action to
approve the 990 annual return subject to minor changes. Margie Sesser motioned to accept and
Carlos Sosa seconded the motion. Motion was approved by the Committee with 4 ayes and no
opposition.
Credit Cards and Line of Credit
While credit card vendor charges and credit card charges are summarized for January, the
breakdown of charges for IT had not been performed as of this meeting date. Mical suggested
we just bring charges back in our February meeting and read them in at that time when they are
complete.
9,346 total direct charges excluding I.T. but includes $2,464 HS charges
57,950 total vendor credit card charges
Lines of Credit
Zero balance Corporate LOC
450,935 balance due to Housing Trust Fund for 40 Prado Development
Page 12 of 47
Finance Committee/Board Action – CAPSLO 403B Plan
Requesting Approval of additional 2020 match contribution to be paid by administration.
Currently employee contributions are matched at 60%; staff are proposing an amount not to
exceed 70% maximum based on availability of funds at year end. Joan explained this was
consistent with prior year’s use of unspent administrative funds. Rob Garcia motioned to
approve and Carlos Sosa seconded the motion. Motion was approved by Committee
unanimously with 4 ayes and no opposition.
CAPSLO SOURCE OF FUNDS, 2021 CONTRACT LISTING
Every January we review the Agency-wide contract listing. We use this as a starting point to
schedule vital fiscal reviews by the committee during the year. The contract list for 2021 includes
all agency funds including Grants, Contracts, PO’s, Fundraising and Donations.
Total Agency Funds per contract lists:
2019 $ 91,201,437
2020 $104,202,914
2021 $110,549,537 projected for a increase over 2020
FINANCE COMMITTEE MEETNG SCHEDULE THROUGH DECEMBER 2021
Andy reviewed schedule of remaining 2021 monthly meetings. No meetings will be held during
the months of May and July.
EXECUTIVE SUMMARY OF AGENCY RISK ASSESMENT presented by Suzanne Leedale
Suzanne provided Committee with a thorough summary of recommendations to Risk
Management Basics including the assignment of responsibility for risk management, risk
oversight and risk committees. The following organization segments were highlighted:
Governance Risk
Facilities and Building Security
Human Resources and Employment
Practices
Financial Reporting and Internal
Controls
Contracts
Client and Participant Safety
Transportation
Technology and Privacy Risk
Management
Special Events
Crisis Management and Business
Continuity Planning
Volunteer Risk Management
Fundraising and Resource
Development
Medically Assisted Withdrawal Treatment Program (MAT) – update on Construction
Suzanne and Loren updated committee on “MAT” status. Specialty Construction has started
work on the new facility. Approximately $85,000 of the $397,000 shortfall has been raised so
far. Estimated completion date is still at July 31, 2021. Suzanne is hoping to reduce overall
budget by looking at some cost cutting measures as we proceed.
Page 13 of 47
AGENCY WIDE FINANCIAL INFORMATION
Andy provided Committee with Financial updates, budget vs actual based on grant year, for
Agency Programs. Andy discussed highlights and lowlights on agency programs that continue to
be impacted by Covid-19.
Meeting was adjourned at 1:05. The next Finance Committee meeting is scheduled for 2/17/21,
when we will review the closeout and results of the Migrant Seasonal Head Start/ Early Head
Start Programs.
Respectfully submitted;
Joan Limov, CFO
Page 14 of 47
OAt,i,;
PARTNERSHIP
of SAN LUIS OBISPO COUNTY. INC.
Community Action Partnership of SLO Co., Inc.
Finance Committee Meeting
January 20, 2021
AGENDA
11:30 Welcome
Committee Chair
11:35 Board Action: (see draft pdf)
P.2 Approval of 990 "Return of Organization Exempt from Income Tax"
Guest: Clint Baird - Brown Armstrong CPAs,will attend via phone conference
Review and approval of Form 990 by Committee
See Board Action and Copy of return - Handout)
12:05 Finance Update
Lines of Credit -Corporate LOCfor operations, nothing due
Housing Trust Fund LOC for 40 Prado Rd
Total Due on Lines of Credit
450,935 *
450,935
Payment of $100,000 made Jan 19,2021
Credit Card Charges -See Attachment
Total Other Vendor Credit Card accounts =$57,950.Credit Card charges excluding IT $9,346
12:10 Board Action 403B
Approval of additional 2020 match contribution on 403B plan to be paid by administration.We
currently match at 60% and are proposing an amount not to exceed 70% maximum based on
availability of funds at YEo
12:20 CAPSLO Sources of Funds, 2021 Contract Listing (see handout)
Grants,Contracts,PO's,donations and Fundraising projected for 2021 Year
Proposed Committee Meeting Schedule for 2021
12:40 Executive Summary of Agency Risk Assessment
12:45 Agency Wide Financial Information (see handout)
Program Financial Updates - Budget versus actual based on grant year
1 :00 Confirm next meeting date &Adjourn
Next Meeting is at 11 :30 Wednesday,February 17th
Proposed is the review of Migrant and Seasonal Head StartlEarly Head StartlEHS
Page 15 of 47
BOARD ACTION
Finance Committee - January 20,2020
ITEM:Approval ofthe Community Action Partnership of San Luis Obispo County, Inc.'s Federal
Form 990, "Return of Organization Exempt from Income Tax",for the Fiscal Year End
March 31, 2020.
ACTION REQUIRED:Approval of the annual Return of Organization Exempt from Income Tax
SUMMARY NARRATIVE:
The annual 990 Federal Information Return r'990")is on extension for the Fiscal Year Ended March
31, 2020. The "990"must be filed with the Internal Revenue Service by February 15, 2021 to be
considered timely. As is our practice, we bring the "990"to the Finance Committee of the Board
annually for their review and approval. The source of the financial information within the return is
primarily derived from CAPSLO's2020 annual audited financial statements which were reviewed and
approved by the Board of Directors at the September 19, 2020 Board Meeting. Finance personnel
prepared additional information from these audited records that break out the details of certain
information such as donations, fundraising, program expenditures, interest, key employee expense
and significant expenditures incurred for contractors and consultants during the fiscal year.
BUDGET/FINANCIAL IMPACT:
No financial impact is incurred, unless the "990"return is not filed timely. The "California Exempt
Organization Annual Information Return", Form 199 and the "Annual Registration Renewal Fee
Report to Attorney General of California"have also been prepared based on the Federal 990 return
and the annual audit report. The latter form is mailed to the Registry of Charitable Trusts and a fee of
300 is due upon filing.
STAFF COMMENTS:
Recommend approval. Approval by the Finance Committee is an important part of their fiscal
oversight responsibilities. It is the agency's practice to have the Finance Committee review and
approve the annual returns and to then bring forward their recommendation for approval and
ratification by the Board of Directors.
FINANCE COMMITTEE APPROVAL:
The Finance Committee will review and approve the Annual 990 Federal Information Return at their
regular meeting on January 20, 2021.
CHIEF EXECUTIVE OFFICERS RECOMMENDATION:
Recommend Approval. Approval of our Federal Information Return is an important oversight process
ofthe Board.
Page 16 of 47
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Community Action Partnership of San Luis Obispo County, Inc.
Summary of Vendor Credit Card Charges - DECEMBER 2020
Presented to CAPSLO Policy Council,Finance Committee &Board of Directors
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 cn§dito que los empleados de CAPSLO pueden usar para gastos de programa y usar
como linea de credito repartidos por un tipo de tarjeta estan listados abajo:
1 Barnes &Noble 2275
2 Home Depot 3410 -Energy & Weatherization
3 Home Depot 0930 - Facilities Department
4 Home Depot 8403 - General
5 Home Depot 5283 - Kern MSHS
6 Home Depot 3082 - Monterey MSHS
7 Home Depot 6558 - Ventura MSHS
8 Home Depot 2419 - San Diego HS
9 Home Depot 7584 - SSVF
10 Kroger/Food for Less/Foods Co 0025
11 Office Depot
12 Save Mart Supermarkets 1256
13 Sears 4301
14 Smart & Final 6735
15 Smart & Final 0149 -40 Prado
16 Vons/Safeway/Albertsons 2957
17 Vons/Safeway/Albertsons 5525
18 Walmart 4478
19 Walmart 1369
20 Wex Bank (Chevron - MSHS) 5169
21 Wex Bank (Chevron - Corp) 2729
December Charges IJ
cargos el diciembre
No Statement
Vendor Name I Nombre de Vendedor
No Statement
9,991
4,852
1,208
1,137
756
694
999
Non-CFS Acct.! No Statement
Non-CFS Acct.
CFS Acct.
Non-CFS Acct.! No Statement
90
20,396
1,402
378
468
161
3,961
Non-CFS Acct.
1,242
3,324
2,795
4,096
Total Vendor Credit Card Charges 57,950
Credit Card -Direct Charges
Visa - Corporate/Homeless
American Express - IT (BC)
American Express - Corporate
American Express - Planning
American Express -Purchasing
American Express -CCRC
American Express -CFS
N.MONT.
SLO/SD EHS MSEHS
TOTAL HS& EHS Partnershies MSHS Partnershie!
2,983
5,815 1,043 1,421
158
390
9,346 $1,043 $ $1,421 $
Total Head Start Charges $2,464
Total Direct Credit Card Charges
Page 17 of 47
BOARD/FINANCE COMMITTEE ACTION REQUIRED
January 20,2021
ITEM:Requesting approval to announce a one-time increase to the 403B plan matching contribution
for the year ended December 31, 2020; at an amount not to exceed 70%
ACTION REQUIRED:Board approval.
SUMMARY NARRATIVE:
Currently, CAPSLOcontributes a match of 60% to the qualified amount deferred by the employee.
Additionally, it is the plan policy not to match more than 15% of an employee's annual salary. The plan
year 2020's match as of 1/6/21 was approximately 3.6% ofthe $37,383,808 incurred in gross payroll.
Administration would fund the one-time match across the board to all participating employees in 2020.
In no case will the match be contributed on amounts deferred in excess of the IRSallowed maximum.
CAPSLOdoes not match catch-up adjustments, rollovers or catch-up contributions and if the employee
leaves in the first six months of employment, no match is distributed to them.
BUDGET/FINANCIAL IMPACT:
Finance has reviewed the budgetary impact of a one-time increase in match and considers this an
affordable expenditure. CAPSLOhas experienced Significant growth in the last couple years, yet not as
much as planned due to our inability to retain qualified personnel.Adequate funds are available to
cover the one-time increase in matching contribution.We are asking approval for an amount not to
exceed an across the board match of 70%. This is less than 1% of the plan assets. We have confirmed
with the plan's administrator, California Pension Administrators & Consultants, Inc., that our plan
allows for a year-end match increase.
STAFFRECOMMENDATION:
The COO, CFOand the HR Director consider this a beneficial expenditure and recommend approval of
the one-time year-end increase in the 403B matching contribution as proposed above.
CHIEFEXECUTIVEOFFICER'SRECOMMENDATION:
The CEOrecommends approval. The Retirement Plan assists CAPSLOin attracting and retaining
committed staff. This is an important benefit.
Page 18 of 47
YEAR
l-
e..
PROGRAM DESCRIPTION Contract#/ Reference F,S,L,
END
WAMOUNTAcct#0 INDIR RESP CFDA#U,P,I
4600 6/30/21 838 AAA Client Donations Estimated Amount 800 8.00%Joel
4510 12131/19 840 So Cal Gas Estimated 240,000 8.00%Joel P
4200 6/30/20 845 3C-Ren - County of Ventura PO #101OFY20000000000047 604,345 8.00%Joel L
4000 12/31/20 850 DOE Contract 17C-4024 40,000 5.756%Joel 84-042 F
4000 12/31/21 851 CSD-DAP DiseoroementAssist Proe,10/1/19-12131/20115 20D-1033 49,426 4.999%Joel F
4100 6/30/20 870 CDBG - Cilv of Santa Maria 2020 Funds 114,063 8.00%Joel 14.218 F
4100 6/30/20 871 CDBG - Counlv of SLO 2019 Funds 44,607 8.00%Joel 14.218 F
4200 6/30/20 872 CDBG - City of Pismo Beach 2019 Funds 19,804 8.00%Joel F
4000 4/30/21 882 CSD -CARES LlHEAP EHA-16 7/20-4/21 Contract 20U-2582 183,891 8.00%Joel F
4000 4/30/21 883 CSD - CARES LlHEAP WX 7/20-4/21 Contract 20U-2582 32,516 8.00%Joel F
4000 6/30/22 880 CSD - LlHEAP-ECIP 2021 Contract 21 B-5035 416,918 8.00%Joel 93-568 F
4000 6/30/22 885 CSD -LlHEAP - Weatherization 2021 Contract 21 B-5035 263,294 8.00%Joel 93-568 F
4000 6/30/20 883 CSD - LlHEAP - Weatherization 2019 Contract 19B-5033 18,848 8.00%Joel 93-568 F
4000 6/30/21 884 CSD - LlHEAP-ECIP 2020 Contract 20B-2033 503,299 8.00%Joel 93-568 F
4000 6/30/21 886 CSD - LlHEAP - Weatherization 2020 Contract 20B-2033 359,768 8.00%Joel 93-568 F
4100 6/30/20 892 Pismo Beach $4200 awarded 11/23/20 4,200 8.00%Joel L
TOTAL ENERGY, WEATHERIZATION &HOME REPAIR PROGRAMS $3,869,324
TOTAL FUNDS AGENCY-WIDE $120,329,016
CONTRACT AMOUNTS
SUMMARY OF AGENCY FUNDS 2019 2020 2021
001,100 Corporate Unrestricted &Greatest Need funds $32,500 $62,500 $171,500
086-099 Family Support Services (includes Adult Day)1,609,851 1,901,442 2,019,089
110-120 CSBG Grant 297,524 784,679 763,679
150-159 Food Programs 2,370,976 2,524,790 1,789,051
210-299 Head Start &Early Head Start 18,344,651 29,344,946 26,662,398
300-399 Health Services 3,206,267 3,126,303 2,441,289
410-499 Childcare Resource Connection -CCRC 13,317,780 15,509,456 14,869,804
510-599 Homeless Services 6,125,840 4,629,883 6,918,739
610-699 Migrant &Seasonal Head Start Programs 38,437,269 39,603,420 44,840,524
700-799 State Dept of Ed- Center &FCC Childcare 11,245,086 14,155,084 15,983,620
810-899 Energy &Weatherization 2,509,775 2,063,881 3,869,324
TOTAL FUNDS &INKIND 97,497,519 113,706,384 120,329,016
Less INKIND FUNDS 6,296,082 9,503,470 9,779,479
TOTAL AGENCY FUNDS $91,201,437 $104,202,914 $110,549,537
Projected Growth 6.09%
Page 19 of 47
COMMUNITY ACTION PARTNERSHIP OF SAN LUIS OBISPO COUNTY,INC.
2021 SOURCE OF FUNDS
Grants,Contracts,PO's,Fundraising &Donations
as of 1120121
YEAR
l-
e.
PROGRAM DESCRIPTION Contract#/ Reference F,S,L,
END
WAMOUNTAcct#c INDIR RESP CFDA#U,P,I
Como rate and Family SUDDort Service Proarams
4515 3/31/20 001 Comorate Unrestricted,Other Income Estimated misc,unrestr $35,000 8.00%JoanlDawn U
5520 3/31/20 001 Unrestricted Corporate Promotional Items Estimated misc,unrestr 10,000 Joan/Dawn
3/31/20 002 Fundraisina Expense Fund Development-Dev 15,000 8.00%JoanlDawn
4430/460(3/31/21 100 Misc Donations/Unrestricted CFS CFS Various 3,500 8.00%Jason U
3/31/21 100 Undocumented Funds-Var Funders 107,000 8.00%Jason
2301 3/31/20 100 CCRC Reserve Funds fr Council Training Fees Separate Bank,defer 2 1,000 8.00%Joel U
Total CorDorate Unrestricted Funds $171,500
4200 6/30/21 084 Co of SLO -Help Me Grow (5 vrs $1,126,666 in vr 2)Co SLO MH 2019-20 $200,000 8.00%Cesar L
4200 6/30/21 084 Co of SLO - Help Me Grow - Startup Co SLO MH 2019-20 50,000 8.00%Cesar L
4600 6/30/21 084 Private Donation Match- Help Me Grow - Startup Budaeted Amount 50,000 8.00%Cesar L
4600 6/30/21 084 Co of SLO - Help Me Grow - Cash Match Year 1 Co SLO MH 2019-20 20,000 8.00%Cesar L
4900 6/30/21 084 Co of SLO - Help Me Grow - In-Kind Budgeted Amount 40,000 Cesar I
4430 3/31/21 084 Asset Development Asset Develooment 500 8.00%Andv P
4200 6/30/22 085 First 5 -Family Resiliance (COVID Basic Needs Support)First 5 SLO 75,000 8.00%Andv L
4000 6/30/21 086 Area Aaency on Aaina -Adult Day Services CARES 91102C -1110 11,140 8.00%Cathy 93-044 F
4420 6/30/21 087 Client Fees/Contributions Budaeted Amount 62,047 8.00%Cathy P
4004 6/30/21 087 Veterans Administration Budaeted Amount 30,000 8.00%Cathy F
4200 6/30/21 087 Counlv of SLO CBO/PHG 21,500 8.00%Cathy L
4200 6/30/21 087 Cilv of Paso Robles CDBG CDBG 14,389 8.00%Cathv L
4600 6/30/21 087 Donations Budaeted Amount 12,500 8.00%Cathy P
6/30/21 087 Deferred Revenue Budaeted Amount 65,284 8.00%Cathy P
4601 6/30/21 087 Fundraising Budgeted Amount 4,918 8.00%Cathy P
4000 6/30/21 088 Area Agencv on Agina -Adult Dav Services 91102C-IIIB 51,000 8.00%Cathv 93-044 F
4200 6/30/21 088 Counlv of SLO CBO/PHG 11,500 8.00%Cathv L
4420 6/30/20 088 Client Fees/Contributions Budgeted Amount 14,981 8.00%Cathy P
Familv Support -Adult Day Services $734,759
4200 6/30/20 090 Direct Services(Familv Pres)-SLO DSS (& Foster)C0182018 588,029 8.00%Michael 93-338 F25/S75
4200 6/30/19 091 SAF.E.- DSS- OCAP (PSSF/CAPtn C0242018 212,708 8.00%Michael 93-556 F
4200 6/30/19 091 SAF.E.- DSS-PHG CBO/PHG 25,000 8.00%Michael L
4200 6/30/20 092 CoSLO Mental Health (Behavioral Health Depn SAFE COSLOMH 2020-21 93,674 8.00%Michael S
4200 6/30/21 093 SAFE Site Coord - SLCUSD PO#21 0709 70,000 8.00%Dawn UU
4200 6/30/20 096 CoSLO Mental Health (Behavioral Health) Martha'sPlace COSLOMH 2020-21 72,828 8.00%Michael L
4200 6/30/20 097 CoSLO Mental Health (Behavioral Health)InHome Parent Educ COSLOMH 2020-21 79,591 8.00%Michael L
4300 6/30/21 098 Economic Empowerment -State of CA OCAP 3 vr nrant $2;EE-CAPSLO-18-21 75,000 8.00%Andv L
4200 6/30/21 361 DSS-CALLEARN SOR-5638-2020 67,500 8.00%Dawn 93.558 F
Family Support -Direct Svcs,SAFE &Victim Witness $1,284,330
TOTAL FAMILY SUPPORT SERVICES $2,019,089
CSBG, Indirect - Proaram &Administration SUDDOrt
4000 3/31/20 110 Central Administration - Indirect est 3/31/20 for 2021 Estimated $6,500,000 $-0.00%Joan/Dawn F
4000 12131/21 111 CSBG -Admin/Program recurring grant 21F-2039 306,715 varies Joan/Dawn 93-569 F
4000 5/31/22 114 CSBG - Cares ACT - Southwood Medical/Health Support 20F·3678 Discretionary 178,588 8.00%Dawn F
4000 5/31/22 115 CSBG - Cares ACT - Adult Day Services 20F-3678 Discretionary 47,813 0.00%Dawn F
4000 5/31/22 116 CSBG - Cares ACT Admin Office 20F·3678 Discretionary 141,747 8.00%Dawn F
4000 5/31/22 117 CSBG - Cares ACT - Homeless Services 20F-3678 Discretionary 27,591 8.00%Dawn F
4000 5/31/22 118 CSBG - Cares ACT Family Support Services 20F-3678 Discretionary 52,333 8.00%Dawn F
4000 5/31/22 119 CSBG - Cares ACT Discretionary - COVID Response 20F-3678 Discretionary 8,892 8.00%Dawn F
Total CSBG CARES Funding $456,964
USDA Food Proarams
4000 9/30/21 150 Childcare Center Based Food Program 04469-CACFP-40-NP-CS 834,800 8.00%Michael 10.558 F
4000 9/30/21 155 CCRC-Home Based Food Program-Admin Inc.40-1650-0F 154,251 8.00%Joel 10.558 F
4000 9/30/21 155 CCRC-Home Based Food Program 40-1650-0F Est 800,000 0.00% Joel 10.558 F
TOTAL CSBG, CSBG Discretionary Funds $763,679
I SLO Head Start &San DI-o Head Start Proarams
4000 3/31/21 210 Head Start - T&TA 09CH011448-01-01 40,224 8.00%Amanda 93-600 F
4000 3/31/21 220 Head Start - Basic Grant 09CH011448-01-01 3,544,118 8.00%Amanda 93-600 F
4000 3/31/21 225 Earlv Head Start -Basic Grant 09CH011448-01-01 3,495,194 8.00%Amanda 93-600 F
4000 3/31/21 226 Early Head Start - T&TA 09CH011448-01-01 76,676 8.00%Amanda 93-600 F
4000 3/31/21 229 Covid Funds - SLO HeadStartlEarly Head Start 448-01 Cares Act 469,283 8.00%Amanda 93-600 F
7,625,495
4900 3/31/21 29012 HeadSlartlEarly Head Slart-lnKind 09CH011448-01-01 1,713,507 0.00%Amanda I
Total SLO Head StartiEHS AWARD $9,339,002
TOTAL USDA FOOD PROGRAM FUNDS $1,789,051
Page 20 of 47
YEAR
f-
a..
PROGRAMDESCRIPTIONAcct#END w Contract#1 Reference AMOUNT F,S,L,
c INDIR RESP CFDA#U,P,I
4000 6/30/21 230 HS Monterev Countv Award (Can 94122)09CH011137 -02-00 $2,854,154 8.00%Dawn 93-600F40006/30/21 231 HS/CSPP Monterev Co 09CH011137 -02-00 200,000 8.00%Dawn 93-600F40006/30/21 232 HS Trainina (Can 94120)09CH011137 -02-00 28,000 8.00%Dawn 93-600F40006/30/21 234 EHS Monterey Co (Can 94122)09CH011137 -02-00 2,011,595 8.00%Dawn 93-600F40006/30/21 235 EHS/CCTR Monterev Co 09CH011137 -02-00 150,000 8.00%Dawn 93-600 F
4000 6/30/21 236 EHS Trainina (Can 94121)09CH011137 -02-00 41,851 8.00%Dawn 93-600F40006/30/21 239 Covid Funds -Monterey CO HeadStart - can# 90900 1137-02 Cares Act 263,642 8.00%Dawn 93-600 F
5,549,242
4900 6/30/21 297 HeadStartiEarly Head Start-In Kind 09CH011137 -02-00 1,273,382 0.00%Dawn 93-600 I
Total Monterey HSIEHS AWARD $6,822,624
4000 7/31/21 240 EHS Partnershios Main Grant 09HPOO0252-02 1,072,254 8.00%Amanda 93-600 F
4000 7/31/21 242 EHS Partnershios 712 Camb,HiSt,Las MaripO,FCC 09HPOO0252-02 600,000 8.00%Amanda 93-600 F
4000 7/31/21 245 EHS Partnershios CMIG SunsetlTierra/Blunt FCC 705 09HPOO0252-02 975,000 8.00%Amanda 93-600 F
4000 7/31/21 246 EHS Ptnrsho Trainina 09HPOO0252-02 59,066 8.00%Amanda 93-600 F
4000 7/31/21 249 Covid Funds - Early HeadStart CCP Cares Act 252-02 Cares Act 144,124 8.00%Amanda 93-600 F
2850444
4900 7/31/21 296 Early Head Start Partnership -In Kind 09HPOO0252-02 648,892 0.00%Amanda 93-600 I
Total EHS Partnership AWARD $3,499,336
4000 3/31/21 260 North San Dieao Head Start Program 09CH010460-04-01 2,918,142 8.00%Patty 93.600 F
5630/20 3/31/21 260 NSD HS Fixed Assets 45,000 0.00%Patty 93.600 F
4000 3/31/21 261 HS State Preschool (791):Ramona,B&G,Midland,Nuevo State PreschoollHS 1,068,008 8.00%Patty 93.600 F
4000 3/31/21 263 Covid Funds -HeadStarti Early HeadStart Cares Act 460-04 Cares Act 358,554 8.00%Patty 93.600 F
4000 3/31/21 265 NSD HS Trainina 09CH010460-04-00 45,627 8.00%Patty 93.600 F
4000 3/31/21 266 North San Dieao Early Head Start Proqram 09CH010460-04-01 1,209,917 8.00%Patty 93.600 F
5630/20 3/31/21 266 NSD EHS Fixed Assets 7,500 0.00%Patty 93.600 F
4000 3/31/21 268 NSD EHS Training 09CH010460-04-00 27,769 8.00%Patty 93.600 F
5680517
4900 3/31/21 294 NSDHS Non Federal Share In-kind 09CH010460-04-00 1,275,859 0.00%Patty 93.600 I
Total Head Start Award wllnKind Northern San Dieao $6956376
4200 6/30/21 269 SanDieoo COE Preschool Institute acc Yr 1 Contract 45,060 8.00%Jason S
TOTAL HEAD START SLO, Monterey &San Diego $26,662,398
Health Services Programs
4511 6/30/21 300 Interco Income Budaeted Amount 2,528 8.00%Pattv P
4600 6/30/21 300 Health Services Donations $15,944 budaeted before 10,700 8.00%Pattv 0
4601 6/30/21 300 Health Services Fundraising - 2021 event canceled AED Event -8.00%Pattv 0
4605 6/30/21 300 Health Services Auction AED - 2021 event canceled AED Auction 10,000 8.00%Patty p
4010 6/30/21 310 St F-PACT Familv Planninq & Clinical SLO Clinic IBudaeted Am 774,314 8.00%Pattv S
4300 11/30/21 310 Communitv Foundation-Health & Wellness Grant awarded -COVID resoans 5,363 8.00%Pattv L
4300 6/30/21 310 Community Foundation-Disaster Support Fund awarded -COVID resoons 10,000 8.00%Pattv L
4420 6/30/21 310 Patient Fees Budaeted Amount 7,200 8.00%Pattv P
4600 6/30/21 310 Donations Budaeted Amount 1,200 8.00%Pattv P
4010 6/30/21 311 St F-PACT Family Planninq &Clinical AG Clinic IBudaeted Amo 515,317 8.00%Pattv S
4420 6/30/21 311 Patient Fees Budaeted Amount 1,380 8.00%Pattv P
4600 6/30/21 311 Donations Budaeted Amount 600 8.00%Pattv P
4200 6/30/21 332 Countv of SLO - CBO Grant Award Notice 19,000 8.00%Cathy L
4420 6/30/21 332 Patient Fees Budaeted amount 3,750 8.00%Cathy P,
4200 6/30/21 332 Countv of SLO/Probation Department Purchase Order 45,000 8.00%Cathy L
4600 6/30/21 332 Donations Budaeted amount 1,000 8.00%Cathy L
4602 6/30/21 332 Smith Foundation - Recoonize Deferred Revenue Budaeted amount fr 300 12,637 8.00%Cathy P
4000 3/31/21 350 Fed EAH TitleX #778-5320-71209-20-21 486,000 8.00%Pattv 93.217 F
4600 6/30/21 381 Center Care Innovations;LGBTO Presentations;Unrestricte 2021 Contract 4,600 8.00%Cesar U
4510 6/30/21 382 Womens Leaacv ($20Klvr for 2 vrs)Women's Leaacv 10,000 8.00%Cesar L
4300 6/30/21 384 Sexual and Domestic Violence Prevention Cal OES:SD19 01 1456 150,000 8.00%Cesar S
4200 6/30/21 385 Innovations Co of SLO Behavioral Health 262,500 8.00%Cesar L
4000 6/30/21 386 USDA Farm to School - Teen Health CN-F2S-FY2020-CA-01 50,000 8.00%Andy F
4200 6/30/21 395 Countv of San Luis Obisoo CBO Received award 8,000 8.00%Dawn L
4420 6/30/21 395 Patient Fees Budaeted Amount 100 8.00%Dawn P
4600 6/30/21 395 Donations Estimated Amount 100 8.00%Dawn P
TOTAL HEALTH SERVICES PROGRAMS $2,441,289
I Child Care Resource Connection Programs
4300 6/30/21 420 CDE-Resource & Referral CRRP - 0049 254,837 8.00%Joel 93-575 F14/S86
4420 6/30/21 420 Librarv Fees-Other Income Lamination Particioant Fees $20 ea 1,000 8.00%Joel P
4200 6/30/21 421 SLOCOE-ORIS Imoact R&R Co ofSLO 213,327 8.00%Joel L
4515 6/30/21 422 R&R Unrestricted - Cafes,Librarv Fees Unrestricted 10,000 8.00%loel P
4200 6/30/21 424 First 5 COVID Child Care Stipends First 5 SLO 125,000 8.00%Joel L
4000 6/30/21 440 SLO DSS-CaIWORKs -Sta 1 DSS C005-2018 1,668,345 8.00%Joel 93-558 F
4000 6/30/21 441 DSS Bridoe Proaram DSS C017-2020 277,116 8.00%Joel S
4200 6/30/21 443 Co of SLO -PEl (Behavioral Health Deot.l Co of SLO PEl-Behavioral 86,935 8.00%Joel L
4300 6/30/21 444 CDE-Health & Safety Training CHST-0049 6,621 8.00%Joel 93-575 F
4300 6/30/21 445 CDE-Alternative Payment -2 Year Award 7/19-6/21 CAPP- 9053 2 vr 4,001 ,527 427,257 8.00%Joel 93-596 F64/S36
4420 6/30/21 445 CDE-Alt Pavment- Familv Fees Estimated Family Fees -8.00%Joel P
4300 6/30/21 446 CDE-Alternative Payment - 2 Year Award 7/20-6/22 CAPP-0052 -2 vr $3,736,060 4,535,880 8.00%Joel 93-596/93-575 F71/S29
4300 6/30/21 451 CDE-Child Care Initiative Proi.-lnfantIToddler & CCCRRN CCIP - 0049 Oualitv & St.28,503 8.00%Joel 93-575 F91/S9
4300 6/30/21 475 CDE-CaIWORKs-AP Staqe 2-State C2AP-0047 3,762,663 8.00%Joel 93-575 F15/S85
4420 6/30/21 475 CDE-Alt Pavment-Staae 2 Familv Fees Estimated Familv Fees -8.00%Joel P
Page 21 of 47
YEAR
l-
e..
PROGRAM DESCRIPTION Contract#/ Reference F,S,L,
Acct#END wAMOUNTc INDIR RESP CFDA#U,P,I
4300 6/30/21 480 CDE-CaIWORKs-AP Staae 3 C3AP - 0046 2,848,946 8.00%Joel 93-575/93-596 F39/S61
4420 6/30/21 480 CDE-Alt Payment- Staoe 3 Family Fees Estimated Familv Fees -8.00%Joel P
4300 6/30/21 490 CDE - Childcare Local Plannino Council CLPC - 0038 57,659 8.00%Joel 93-575 F92/S8
4300 6/30/21 491 CDE Workforce Pathways Contract Pendina 39,176 8.00%Joel
4300 9/30/21 493 CDE - InfantIToddler ORIS Block Grant St of CA 35,055 8.00%Joel 93-575 F
4200 6/30/21 493 SLOCOE ORIS Oaulitv Counts Co ofSLO 95,920 8.00%Joel
4200 9/30/21 494 SLOCOE - ORIS throuqh St of Ca- Preschool CoofSLO 37,985 8.00%Joel L
4200 6/30/21 494 SLOCOE -ORIS throuah St of Ca- Preschool CoofSLO 153,008 8.00%Joel L
Various 6/30/21 495 CCRC-Fundraisina -Other (4430)Fundraising 4600 Mise 4430 250 8.00%Joel U
4200 6/30/21 496 SLOCOE-ORIS Imoact LCPC Co ofSLO 161,146 8.00%Joel L
4300 6/30/21 498 Fresno Co. Supt of Schools FCSS (FCOE)CA Early Math Initiative 43,175 8.00%Joel L
TOTAL CHILD CARE RESOURCE CONNECTION FUNDS $14869804,,
Homeless Services Programs
4510 6/30/21 510 Recuperative Care - DionitvlT enetiCenCal DianitvlT enet 321,600 8.00%Michael P
4200 6/30/21 520 Hmlss Shelter-Countv of SLO-CDBG CoSLO contract oendino 56,136 8.00%Michael 14.218 F
4200 6/30/21 520 Hmlss Shelter-Co SLO-Gen'l Fnd CoSLO contract pendino 99,372 8.00%Michael L
4100 6/30/21 520 Hmlss Shelter-Citv of SLO-CDBG CoSLO contract pendinq 78,199 8.00%Michael 14.218 F
4100 6/30/21 520 Hmlss Shelter-Citv of SLO-General Fund Gilv of SlO contract oending 123,500 8.00% Michael L
4100 6/30/21 520 Hmlss Shelter-Citv of Pismo Beach Citv of Pismo Beach 3,500 8.00% Michael L
4200 6/30/21 521 DSS Cal WorkslTANF SOR 6109 2020 23,400 8.00%Michael 93.558 F
4510 10/31/21 527 Downtown SLO Homeless Outreach Downtown SLO contract 20,000 8.00%Michael P
4600 6/30/21 530 Donations est per budQet BudQeted amount 225,226 8.00%Michael P
4650 6/30/21 530 Friends of Prado - $400K operations Donations 400,000 8.00%Michael P
4200 6/30/21 560 Hmlss Shelter -County of SLO-ESG CoSLO contract pendinQ 90,620 8.00%Michael 14.231 F
4000 12/31/21 561 COSLO CDBG Cares Act contract oendinQ 228,442 8.00%Michael F
4000 12/31/21 561 COSLO CDBG Cares Act F5HG/EGHO oortion 651,398 Michael F
4000 12131/21 562 Federal ESG Cares Act contract oendina 20,000 8.00%Michael F
4000 12131/21 562 Federal ESG Cares Act F5HG oortion 301,975 Michael F
4300 12/31/21 563 State ESG Cares Act (530 to cover indirect)contract oendina 37,170 0.00%Michael S
4300 12131/21 563 State ESG Cares Act F5HC/ECHO oortion 362,038 Michael S
4300 12/31/21 564 CA HCFC Cares Act contract oendina 66,075 8.00% Michael S
4300 12/31/21 564 CA HCFC Cares Act F5HG/ECHO oortion 179,776 Michael S
4000 6/30/21 590 (EFSP/FEMA) Food/Shelterinq Phase 37 21,272 0.00%Michael 97.024 F
4100 6/30/21 529 Safe Parkina [a)Prado-City of SLO Gilv SlO contract oendina 10,000 8.00%Michael L
4200 6/30/21 529 Safe Parkina (1j)Prado-CoSLO Gen Fund Co SLO contract oendina 8,125 8.00%Michael L
4200 6/30/21 528 Warmino Station (1j)Prado-Citv of SLO Gilv SlO contract oendina 10,000 8.00%Michael L
4600 6/30/21 528 Warming Station -CoSLO Gen Fund Co SLO contract pending 8,125 8.00% Michael P
TOTAL 40 PRADO OPERATIONS $3,345,949
4004 9/30/21 580 SSVF-Suoo Services for Veteran Families C18-CA-358 1,066,426 8.00%Michael 64.033 F
4000 6/30/21 581 HVRP-Homeless Veterans Rehab Program (DOL)HV-338/16-19-60-5-6 273,758 8.00%Michael 17.805 F
4200 5/31/21 540 Coordinated Entrv Proaram CA 1628L9D141903 220,554 8.00%Pattv 14.267 F
4900 5/31/21 540 Coordinated Entrv Proaram - In Kind CA1628L9D141903 14,500 Pattv I
4000 9/30/21 542 SLO Homeless Recoverv Hub,Case Momt (5vrs $400klvr)5vrs; 5 H79T1080534-03,400,000 8.00%Michael 93.243 F
4200 12/31/24 543 California Emerqency Solutions and Housinq (CESHI Co SLO 12 vr contracO 270,348 8.00%Michael S
4200 6/30/21 547 SLO Co Beh HealthPEI-pass thru-AB 109 Public Safety Supp contract recv'd 10/6/20 50,204 8.00%Patty S
4100 6/30/21 592 Citv of SLO-GIA homeless prevention awarded-ck received 12K 12,000 8.00%Pattv L
TOTAL CASE MANAGEMENT SERVICES $2,307,790
4200 6/30/21 535 Detox Center - Countv of SLO COSLO AB109 357,500 Michael S
4200 9/30/21 535 Detox Center - Countv of SLO HEAP funds HEAP Contract oendino 500,000 Michael S
4200 6/30/21 535 Detox Center - MHSA Fundino MHSA Contract 207,500 Michael S
4430 3/31/22 535 Detox Center - Huqhes Foundation Huohes Contract 150,000 Michael P
4600 3/31/22 535 Detox Center - Donations Donations 50,000 Michael P
TOTAL 40 PRADO MAT CENTER CONSTRUCTION $1,265,000
Migrant &Seasonal Head Start Program
4000 8/31/21 610 MSHS-Admin & Suooort 90CM9851-01 $3,106,920 8.00%Gillian 93-600 F
4000 8/31/21 615 Trainino & Technical Assistance 235,349 8.00%Cesar F
4000 8/31/21 640 SLO/Santa Barbara Countv 2,418,777 8.00%Cesar F
4000 8/31/21 645 Ventura Countv 1,949,578 8.00%Cesar F
4000 8/31/21 660 Oranae 53,688 8.00%Cesar F
I 4000 8/31/21 665 San Joaquin MSHS/State 3-5 collaboration 6651755 677,687 8.00% Gillian F
4000 8/31/21 670 So Monterey/San Benito County 3,290,581 8.00% Gillian F
4000 8/31/21 675 North Monterev Countv 2,680,387 8.00%Gillian F
4000 8/31/21 680 South Kern Countv (Milaaro,Buena Vista,Las Rosas, FCC)1,791,881 8.00% Gillian F
4000 8/31/21 681 Kerman 444,285 8.00% Gillian F
4000 8/31/21 682 North Kern County (Glenwood,Las Mariposas,FCC (Kern/Fresno))2,043,543 8.00%Gillian F
4000 8/31/21 684 CSPP Expansion (SLO/SB,Ventura,Monterev)3,043,967 8.00%Gillian/Cesar F
4000 8/31/21 685 MSEHS (Kern,Monterev,Santa Barbara)2,066,764 8.00%Cesar F
4000 8/31/21 686 MSEHST&TA 45,242 8.00%Cesar F
4000 8/31/21 689 Covid Funds MSHS/EHS Cares Act (includes Madera 5995)9851-0 Cares Act 1,885,921 8.00%Gili/Ces F
4000 8/31/21 650 Fresno-Madera Delegate Agency ,I,4,889,340 0.00%Gillian F
5620/30 8/31/21 600s MSHS Fixed Assets-Captal Purct $384,599 0.00% Gillian F
Subtotal Migrant Seasonal Head Start Award (includes COLA &QI funds)$31,008,509
4900 8/31/21 690-95 Inkind 690 SLO SB, 691 Mtry 692 Kern,693 Ventura,694 a 12%3,802,623 0.00%Gillian I
Total MSHS Award wllnKind $34,811,132
TOTAL HOMELESS, HOUSING, VETERANS &CASE MGT PROGRAMS $6,918,739
Page 22 of 47
YEAR
I-
a.
PROGRAM DESCRIPTION Contract#/ Reference AMOUNT F,S,L,Acct#END W
0 INDIR RESP CFDA#U,P,I
4000 8/31/21 620 MSEHS Partnership Grant Round 1 90HMOOO019-02 4,393,280 8.00%Cesar 93-600F40008/31/21 622 MSEHS CCP- San Joaquin (752)90HMOOO019-02 1,045,000 8.00%Cesar 93-600F40008/31/21 624 MSEHS CCP 1 COVID Funds 19-02 CARES Act 305,825 8.00%Cesar 93-600F40008/31/21 625 MSEHS CCP Training Grant 90HMOOO019-02 121,247 8.00%Cesar 93-600 F
MSEHS Partnership Round 1 TOTAL $5,865,352
4000 8/31/21 628 MSEHS Partnership Operating Grant Round 2 90HMOOO010-04 1,342,298 8.00%Cesar 93-600F40008/31/21 629 MSEHS Partnershio Rnd 2Training Grant 90HMOOO010-04 30,551 8.00%Cesar 93-600F40008/31/21 630 MSEHS CCP 2 COVID Funds (includes Maderal 10-04 CARES Act 101,942 8.00%Cesar 93-600F40008/31/21 655 MSEHS Partnership Ooerating Grant Rd 2 Deleaate 90HMOOO010-04 310,267 0.00%Cesar 93-600F40008/31/21 655 MSEHS Partnership Training Round 2 Delegate 90HMOOO010-04 6,949 0.00%Cesar 93-600 F
MSEHS Partnership Round 2 TOTAL $1,792,007 448,002
4000 2128/21 626 MSEHS Partnership Operating Grant Round 3 90HMOOO011-02 1,055,000 8.00%Cesar 93-600F40002/28/21 627 MSEHS PARTNERSHIP Round 3 T&TA 90HMOOO011-02 25,000 8.00%Cesar 93-600F40002128/21 631 MSEHS CCP 3 COVID Funds 11-02 Cares Act 61,517 8.00%Cesar 93-600 F/S
MSEHS Partnership Round 3 TOTAL $1,141,517
Subtotal MSEHS Partnership Awards $8,798,876
4900 8/31/21 696 MSEHS Partnership 1 In-Kind 12.88% required 867,353 Cesar 93-600F49008/31/21 697 MSEHS Partnership 2 In-Kind 4901 - Madera 4900-=(6,31% reauired 120,712 Cesar 93-600F49002/28/21 698 MSEHS 3RD PARTNERSHIP IN-KIND 6.33% required 77,151 Cesar 93-600 F
Total MSHS Partnership Awards wllnKind $9,864,092
4430 6/30/21 601 United Way FFN - Monterey 7/1120-6/30/21 100,000 8.00%GillianL42006/30/21 603 First 5 Ventura County 7/1/20-6/30/21 15,300 8.00%Cesar L
4200 6/30/21 605 Kern Earlv Stars (Buena Vista Milagro Glenwood)7/1/20-6/30/21 50000 8.00%Gillian L
TOTAL MIGRANT &SEASONAL HEAD START FUNDS $44,840,524
Child Development· Center Based and Family Child Care Services
4300 6/30/21 700 CDE-St Migrant -Oceano/5 Cities Pre,FCC CMIG-0011 13,560 8.00%Gillian S
4420 6/30/21 700 CDE-State Miqrant-SLO Co.Estimated Parent Fees -8.00%Gillian S
4300 6/30/21 705 CDE -705/245 St Mig SunsetlBluntlTierra SLO/Kern FCC Partnership with 245 EHS 1,782,296 8.00%Gillian S
4420 6/30/21 705 Parent Fees State Miqrant Tierra/SunsetlBlunt Estimated Parent Fees 150 8.00%Gillian S
4300 6/30/21 706 CDE - State MigrantlSunsetlBlunt-Stand Alone 24kds-6mos;+24 kds FD 362,102 8.00%Gillian S
4420 6/30/21 706 CDE - State MiQrantlSunsetlBlunt-Stand Alone Estimated Parent Fees -8.00%Gillian S
4300 6/30/21 710 CDE-Spclzd Svcs - SLO CMSS-0011 265,639 8.00%Gillian S
depts 700-710) Total State Migrant SLO/Kern $2,423,747
4300 6/30/21 750 CDE-State Miqrant - San Joaquin CMIG-0012 779,314 8.00%Gillian S
4300 6/30/21 750 CDE-San Joaquin/Kerman Start-Uo CMIG-0012 472,204 8.00%Gillian S
4420 6/30/21 750 CDE-State MiQrant - San Joaquin Estimated Parent Fees 200 8.00%Gillian S
4300 6/30/21 751 CDE-State MiQrant - Kerman - 681 CMIG-0012 386,780 8.00%Gillian S
4420 6/30/21 751 CDE-State Micrant -Kerman - 681 Estimated Parent Fees -8.00%Gillian S
4300 6/30/21 752 CDE-State Micrant - San Joacuin MSEHS CC Partnership CMIG-0012 581,346 8.00%Gillian S
4420 6/30/21 752 CDE-State Micrant - San Joaauin MSEHS Partnership Estimated Parent Fees -8.00%Gillian S
4420 6/30/21 755 CDE-State Miqrant -San Joaquin StatelMSHS 3-5 vr olds C(CMIG-0012 372,332 8.00%Gillian S
4420 6/30/21 755 CDE-State MiQrant -San Joaquin State/MSHS 3-5 vr olds C,Estimated Parent Fees -8.00%Gillian S
4300 6/30121 756 CDE - State Micrant - Parlier (new effective 7/1/19)Proteus CMIG-0012 556,143 8.00%Gillian S
4300 6/30/21 760 CDE-SM - Spclzd Svcs.-S JoaquinlKerman CMSS-0012 450,157 8.00%Gillian S
depts 750-760) Total San Joaquin/Fresno State Migrant $3,598,476
4200 6/30/21 765 ORIS San Joaquin $25,500 Parlier $4,100 ORIS2021 29,600 8.00%Gillian L
TolalQRIS $29,600
TOTAL STATE MIGRANT PROGRAMS $6,051,823
4000 6/30/21 712 CDE-CCTR -EHS Partnership - 242 CCTR-0238 804,424 8.00%Amanda F22/S78
4420 6/30/21 712 CDE-CCTR -EHS Partnership - 242 Estimated Parent Fees -8.00%Amanda P
4000 6/30/21 718 CDE-CCTR - FCC Delano McFarland CCTR-0238 554,551 8.00%Amanda F22/S78
4000 6/30/21 720 CDE-General Child Care-braided EHS CCTR-0238 1,200,991 8.00%Amanda F221S78
4420 6/30/21 720 CDE- GCC FEES Estimated Parent Fees -8.00%Amanda P
Total CCTR,Infants & Toddlers (contract $2,559,402 + parent fees)$2,559,966
4000 6/30/21 780 CDE-Cal State Preschool Proqram CSPP-0525 1,058,927 8.00%Amanda FO/S100
4420 6/30/21 780 CDE-Cal State Preschool ProQram Estimated Parent Fees -8.00%Amanda P
4000 6/30/21 781 CDE-State PreSchool-Salinas,Las Mariposas,Tierra Seren CSPP-0525 1,046,018 8.00%Amanda FO/S100
4420 6/30/21 781 CDE-State PreSchool-Salinas,Las Mariposas,Tierra Seren Estimated Parent Fees -8.00%Amanda P
4420 6/30/21 782 CDE-State PreSchool-Monterev braid CSPP-0525 987,045 FO/S100
4000 6/30/21 784 CDE-State PreSchool-Expansion 1 CSPP-0525 621,595 8.00%Amanda FO/S100
4420 6/30/21 784 CDE - Cal State Pre Proq Estimated Parent Fees -8.00%Amanda P
4000 6/30/21 784 CDE-State Preschool Expansion 2 $2,958,518 - 470 kids CSPP-0525 2,708,410 8.00%
4000 6/30/21 791 State Preschool -SD County CSPP-0525 949,836 8.00%Amanda FO/S100
TOTAL CALIFORNIA STATE PRESCHOOL PROGRAM (contract $7,370,174+ parent fees)$7,371,831
I ENERGY, WEATHERIZATION &HOME REPAIR PROGRAMS
4510 12/31/19 830 PG&E/RHA Estimated 340,000 8.00%Joel P
4510 12131/19 832 PG&E IRHA - Salinas Estimated 360,000 8.00%Joel P
4000 6/30/21 835 Area AQency on AQinQ - Title IliB SLO (Residence Repair/M CAA 01102A 125,000 8.00%Joel 93-044 F
4600 6/30/21 835 AAA - Client Donations SLO Estimated Amount 2,000 8.00%Joel P
4000 6/30/21 836 AAA-Titie IIIB Santa Maria (Residence Repair & Modificatiol CAA 01102B 50,000 8.00%Joel 93-044 F
4600 6/30/21 836 AAA - Client Donations Santa Maria Estimated Amount 1,000 8.00%Joel P
4300 6/30/21 837 AAA Minor Home Repair Fall Prevention SLO - State - Digni FP102A 59,513 8.00%Joel S
4600 6/30/21 837 AAA Client Donations Estimated Amount 1,100 8.00%Joel
4300 6/30/21 838 AAA Minor Home Reoair Fall Prevention SMV - State - Dicn FP102B 34,931 8.00%Joel S
TOTAL CHILD DEVELOPMENT PROGRAM FUNDS 15,983,620
Page 23 of 47
Community Action Partnership of San Luis Obispo County, Inc.
Finance Committee Meeting Schedule
Through December 2021
January 20 Review 2021 Contract listing and establish 2020 Meeting Schedule
Board Action-Approval of March 31, 2020 Form 990
Board Action-Approval of not to exceed additional match for 403B plan
February 17 Migrant Seasonal Head Start Program, FYE8/31/20
9 counties, plus Centers in Fresno County with Delegate Agency
2021 Combined MSHS Budget
March 17
April 21
May 19
June 16
July 21
August 18
Board Actions:2022 Agency-Wide Budget Review and Approval
Energy, Weatherization and Minor Home Repair Services, FYE12/31/20
Annual Audit: Internal Control, Compliance and Eligibility procedures 3/30 - 4/10
SSVFProgram and HVRP
No Meeting
SLO & San Diego Head Start, Early Head Start Program Review FYE3/31/21
State Budget Concerns, Updates, Cash Flow, Line of Credit
No Finance Meeting - No Board Meeting this month
Annual Audit, Year-end Fieldwork commences June 28, 2021
Homeless Services - Shelter & Prado 6/30/21 YE
CSBGand Administration, Indirect review for FYE3/31/21
Annual approval of changes to CAPSLO's Finance Policy &Procedures Manual
September 15 Annual Audit Exit with Independent CPA Firm
11:30 am Health Services Program Review as of 6/30/21 YE
12:15 pm Joint Meeting Audit & Finance Committee with Audit Firm
September 16 5:00pm Annual Audit Exit with Board of Directors, Management Team and Staff
Auditors commence June 30th, Grant Specific Audit of State of California
October 20 State Migrant, Preschool and Infant Toddler Programs as of 6/30/21 YE
Child Care Resource Connection Programs as of 6/30/21 YE
November 17 Child Care Food Programs - Center & Home Based at 9/30/21 YE
EHSPartnerships Review - 7/31/21 YE
Monterey County Head Start/EHS Program Program Year End 6/30/21
December 15 CAPSLOYear End Finance Meeting,11:30
Adult Day Services 6/30/21 and 2021 Year in Review
Note:Meetings are remote on the 3rd Wednesday of the month at 11:30 am; no meeting in May and
July.
As oj January 20,2021
Page 24 of 47
APS
2020
Risk Assessment
Executive
Summary
Prepared by:CAPSLORisk Management Committee et al
Presented by:Suzanne Leedale, Chief Operating Officer
Page 25 of 47
Risk Management Basics
This segment of the executive summary contains recommendations related to Risk Management Basics,
including the assignment of responsibility for risk management, risk oversight, and risk committees.
Consider drafting a risk management policy statement that describes the overarching goals and scope
of your risk management program.
CAPSLOResponse: While no risk policy is fully approved,the risk management committee does have a charter
with a stated purpose that is to provide oversight across the organization in order to ensure that proper practices
are in place to assess,understand and manage priority risks.
Governance Risk
This segment of your executive summary contains priority recommendations to strengthen your board.
Increase the Board engagement and dialogue during Finance Committee presentations.
Consider rotating membership on your Finance Committee, with every board member serving for
at least one or two years during their full term on the board
Include discussion prompts and questions as part of financial presentations, to engage the board
around critical financial issues facing the organization; strive to make financial presentations
two-way conversations
Experiment with having members of the Finance Committee present different segments of the
report. For example, one member could present an overview of the current financial statements,
another could address the year-end forecast, and a third could speak to proposed changes in the
organization's fiscal policies or banking relationships.
Facilities and Building Security
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Facilities and Building Security Module.
Developing up-to-date evacuation plans for all of your facilities should be a top priority.
CAPSLOResponse: The primary threat of COVID-19 has taken precedence.The focus has been to
update facilities and maintain a safe environment for illness prevention.Evacuation Plans should be
updated to include limiting the spread of illness in addition to the items listed above.
Consider developing a clear, bomb threat policy for your agency.
CAPSLOResponse: The primary threat of COVID-19 has taken precedence. The focus has been to
update facilities and maintain a safe environment for illness prevention.Bomb Threat Plans will be
included in the Risk Management Plan.
We recommend that your agency adopt a standard maintenance schedule or keep a repair log.
CAPSLOResponse:The Facilities Department may not maintain a log or standard maintenance
schedule for all of the items and equipment, it does address the equipment on a risk basis through
the budget request cycle. Facilities prioritizes budget requests working with supervisors and
managers to address requests through the budget cycle.
Page 26 of 47
Human Resources and Employment Practices
This section of your executive summary notes priority recommendations based on your answers to the questions
in the Human Resources and Employment Practices module.
Proper classification of independent contractors is key to avoiding legal and financial penalties.We
recommend that you take steps to warranty this weakness as soon as possible.
CAPSLOResponse:CAPSLOevaluated California ABS and assessed the changes to law for Independent
Contractors.Consequently, CAPSLObelieves the vast majority of Independent Contractors are
classified correctly.The standard Independent Contractor agreement in use clearly outlines the
information contained in the full report
We recommend that you adopt a simple process to ensure the periodic review and updating of your
employment policies and HRpractices.Seek help from an employment attorney licensed in your state,
or an HRexpert. If your agency cannot afford to retain help to review your policies, ask members of the
board to refer you to pro bono resources.
CAPSLOResponse:The HRPolicy was last reviewed by the Board in 2017.There is no set schedule for
periodic review.CAPSLOwill add this to the Risk Plan for review by the committee.
Ensuring that your agency maintains up-to-date personnel files should be a top priority.Seethe full
report for suggestions regarding what to keep in and out of employee personnel files.
CAPSLOResponse:HRmaintains personnel files, however, the hard copy lack of reviews renders
them incomplete.
You indicated that your agency has not identified who is a 'disqualified person' under IRSregulations.
We recommend that you learn more about this topic, determine whether your organization is
required to comply with these regulations, and take steps to ensure compliance.Seethe full report
for resources on this topic.
CAPSLOResponse:Payroll does not does not designate a disqualified person for compensation,
however,Financial Policies do have a conflict of interest statement prohibiting awards to employees,
officers or agents of CAPSLO.
You indicated that your nonprofit may not exercise care in identifying positions at your agency that are
exempt from the overtime provisions of the Fair Labor Standards Act, or that you may not maintain
documentation of your classification system. We recommend that you address this gap as soon as
possible.Seethe full report for resources on this topic.
CAPSLOResponse:HRdoes document exempt on job descriptions there is no written procedure for
exempt qualifications, nor is the decision reasoning documented
The lack of a CEO/EDsuccession plan puts your agency at risk. Poorly planned transitions cause
unnecessary disruption to the mission of a community action agency.Developing a succession plan for
your CEO/EDshould be a top priority.
CAPSLOResponse:The development of a comprehensive Succession Plan is currently in development.
The 2018-2021 CAPSLOStrategic Plan outlines the steps needed to create a succession plan.Part of
the steps identified were to create leadership development and agency training program with input
from Employee Council and Senior Management.CAPSLOissued a Request for Proposal to pilot a
Leadership Development program for the CFSDivision and Executive Leadership team.The proposals
are due February 2020 for implementation later in the year.Also, when selecting a new Human
Resource Evaluation Management system, the request was to include a learning management system
Page 27 of 47
to improve the Succession Planning process and identify employee skills and competencies.The
contract was awarded in December of 2020 for implementation beginning in January of 2021.
Financial Reporting and Internal Controls
Seeyour below items for suggestions to improve financial reporting. Remember to also review Category
8 (Financial Operations and Oversight) of the COEDeveloped CSBGOrganizational Standards to make
sure that your team fully understands these expectations for community action agencies. As indicated
in the narrative introduction, "The fiscal bottom line of Community Action is not isolated from the
mission, it is a joint consideration."
Add key discussion questions to Finance Committee and Board agendas to make these presentations
more engaging and interactive
Propel Nonprofits offers a downloadable Financial Self-Assessment with helpful reminders and tips
The Human Services Council has developed a "Standards of Excellence in Nonprofit Financial
Management" resource which suggests key components of monthly reporting to senior/executive staff
and key components of financial reporting to the Board and senior staff. For example:
o Consider providing Monthly Executive Liquidity Reports with Key Financial (Performance)
Indicators, Supporting Reports (e.g., cash flow projections, AP aging, AR aging) and Other
Reports (budget-to-actual reports for the organization, and budget-to-actual reports for each
program) to senior staff monthly
o Consider providing Management Narrative/CEO Report, a Performance Dashboard, and
Supporting Reports to the Board and senior staff no lessthan quarterly
Strive to provide financial reports by 20 business days after the end of the prior month
Strive to provide detailed reports to the Finance Committee 4-5 days prior to Finance Committee
meetings
Identify the specific reasons that bank reconciliations are not consistently completed on a timely basis.
Take steps to rectify this weakness, and also ensure that a back-up staff member is trained and able to
complete reconciliations when the principal person responsible is out of the office.
CAPSLOResponse: The risk assessment asks if bank reconciliations are completed within 30 days and
reviewed by someone outside of the accounting function. Bank reconciliations are normally completed
within 60 days of month end. The amount of information gathering required to complete the
reconciliation is geographically and departmentally diverse.The bank reconciliations are reviewed on a
sample basis when the opinion audit is performed.They are reviewed by the Accounting Director and
Chief Financial Officer every month.
Contracts
This section of your executive summary features priority recommendations related to contracts and your
nonprofit's contracting processes.
Obtaining legal review of all significant contracts prior to execution should be a priority asyou evolve
risk management practices in your agency.
CAPSLOResponse:The legal review for new and significant contracts will be added for consideration.
Written process and procedures for when legal review is required on contracts will be added as a
Page 28 of 47
lower priority item to the Risk Management Plan.
Client and Participant Safety
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Client and Participant Safety module.
We recommend that you consider adopting clear rules about touching and dating.It is risky to assume
that staff will use appropriate, consistent judgment with respect to contact with clients and
participants.
CAPSLOResponse:Some programs have the clear rules about dating, but it is inconsistent.This will be
added to the Risk Management Plan.
We recommend that you update your organization's policies to include specific instructions about
appropriate and inappropriate hugging. For example, hugs should never be offered or given to meet the
caregiver's needs, and hugs should only be from the side, over the shoulders, and never from the front.
CAPSLOResponse: Some programs have clear rules about appropriate touching, however it is
inconsistent.This will be added to the Risk Management Plan.
You indicated that your organization does not provide instruction to staff concerning appropriate steps
to take in emergency situations. We recommend that you remedy this gap by developing clear steps
applicable to a wide array of accidents and incidents. Simple checklists, reminders, or info cards should
be shared with staff across the organization.
CAPSLOResponse:Depending on the facility, there are steps to take in emergencies.Consistency
across the Agency and in programs could be improved.This will be added to the Risk Management
Plan.
We recommend that you begin a practice of periodically checking that safety equipment is in
working order.
CAPSLOResponse:Depending on the facility, there are periodic safety checks.Consistency
across the Agency and programs are needed. The Facilities department does perform
playground checks on a regular basis. This will be added to the RiskManagement Plan.
Transportation
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Transportation module.
You indicated that your organization provides or sponsors transportation services or owns (or leases) vehicles.
The following transportation issues were identified as concerns during the assessment. Look to the full report
for details.
Your organization may be directly or vicariously liable when volunteers or employees operate a vehicle
on behalf of your organization. The conditions for each situation and the proper procedures are
addressed in the full report.
Rented, hired or borrowed vehicles can create some of the same exposures asvehicles that are
owned by your organization. Be sure that you have policies governing the use of these vehicles and
familiarize yourself with the insurance coverage guidelines in your operating area (state, region).
Page 29 of 47
Creating a transportation risk management statement wi" provide an initial step toward richer risk
management of transportation in your organization.The statement serves as a guide in creating
other important items like policies or training programs.
Remember that cargo is not typically covered under regular vehicle policy.Check with your broker to
see if you have the appropriate policy for coverage (usually inland marine coverage).
CAPSLOResponse: CAPSLOdoes have policies and procedures governing vehicle use by both volunteers and
employees.It will be reviewed to ensure the risk statement is included and the items listed above are addressed.
Upon renewal of the insurance policy, CAPSLOwill review the auto and cargo coverage.
Technology and Privacy Risk Management
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Technology and Privacy Risk Management module.
We recommend that you begin providing periodic staff training and messaging to reduce the risk of
social engineering losses at your agency.
CAPSLOResponse: CAPSLOwill add this to the Risk Management Plan for consideration in
implementation.
We recommend that you consider developing a data classification policy. A template policy is
available in My Risk Management Policies.
CAPSLOResponse:CAPSLOwill add this to the Risk Management Plan for consideration in
implementation.
We recommend that you begin offering training to all staff on how to avoid phishing scams and frauds,
and that after completing your training that you begin to conduct exercises no less than annually to
test employee vulnerability to social engineering frauds.
CAPSLOResponse:CAPSLOwill add this to the Risk Management Plan for consideration in
implementation.
We recommend that you take steps to become more familiar with data privacy practices and laws.
CAPSLOResponse:CAPSLOdoes have staff well versed in data privacy laws within Central
Administration.However, cross training within the department and within program technical staff
would improve the risk management practices.
You indicated that your agency does not have a data breach plan in place. We recommend that you
address this gap as soon as possible. Seethe full report for this module for information onkey
components in a plan, as well as hyperlinks to NYSand other state breach notification laws.
CAPSLOResponse:While CAPSLOdoes not have a data breach plan in place, staff are aware of the
California state laws surrounding data breaches and handling breaches in the event one happens.
The drafting of the actual plan and reporting will be added to the Risk Management Plan for
implementation.However,the Data Classification Policy would need to be completed prior to the
breach policy .
Seethe report for this module for information on cyber liability insurance.
CAPSLOResponse:CAPSLOdoes have cyber liability insurance. However, additional training on the insurance
and coverage for technical staff responsible for the information security will be added to the Risk
Page 30 of 47
Management Plan to improve risk position.
Special Events
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Special Events module.
Hosting special events may require risk management efforts not normally associated with the normal
operations of your organization. Be sure to consider the various components of the event and risks
associated with these components. Doing so will help the event be successful and have a positive impact
for your organization.
Documentation is an important part of risk management in all phases of activity. We recommend you
begin documenting risk management activities as soon as possible.
An absence of personnel devoted to security (and other emergency situations) at your event creates a
liability for your organization. You should implement appropriate staffing internally or contract the
appropriate vendor to provide security.
Providing alcohol at a special event raises concerns related to both the service requirements as well as
managing guests who have consumed alcohol.Review the full report for concerns specific to alcohol
at special events.
Verify that the documentation and procedures used for accident reporting is consistent with the
requirements of your organization and those of any insurance providers for the event itself.
CAPSLOResponse:Due to COVID-19 and the prevention of group gathering, this is a lower priority
risk item.Once special events are permitted and as staffing resources permit, a special events
procedure and checklist to include documentation will be developed for Agency use.
Crisis Management and Business Continuity Planning
This section of your executive summary contains priority recommendations based on your answers to
questions in the Crisis Management and Business Continuity Planning module.
To increase your confidence with respect to crisis planning, review the gaps in your crisis
management plan identified in your full report for this module .
Having key information available during a crisis will assist in providing for timely response. Look to the full
report for examples of what to include in your crisis management plan.
We recommend conducting a thorough review of your crisis communications plan within the next six
months. Seethe full report for additional crisis communications tips.
We recommend that you establish a timetable and appoint a small task force to assemble existing
components of business continuity planning into a true BCP.
CAPSLOResponse:Business Continuity Planning is a priority. The Disaster Recovery Plan/Business continuity plan
has been on the Risk Management Plan for 2019-2020 awaiting the arrival of a new COO.The need for a
Page 31 of 47
comprehensive BCPis demonstrated by the current COVID-19 pandemic.The lessons learned and procedures
developed for the pandemic lay the foundation for a more robust plan to be completed with a current target
completion date of June 30,2021.
Volunteer Risk Management
This section of your executive summary offers priority recommendations based on your answers to the
questions in the Volunteer RiskManagement module.
Although there are no federal laws or regulations that prohibit a nonprofit from permitting or inviting
exempt, salaried staff to also serve as 'volunteers,' an employer should never coerce or require its staff
to volunteer, and any work that is substantially related to the staff member's primary role should not be
described as volunteer service. Non-exempt, hourly staff must be paid for every hour worked. Extreme
caution should be used before asking a non-exempt employee to volunteer. Seethe full report for
additional information on this topic.
CAPSLOResponse:This area of risk is already addressed in section 3.5.6 of the Human Resource Policy
manual which outlines that volunteer service by an employee must differ from paid work performed by
the employee.
You indicated that some, but not all, volunteers undergo an orientation prior to serving. We
recommend that you require an onboarding or orientation process for all volunteers. Doing so increases
the likelihood that volunteers will serve safely and effectively. In caseswhere it is difficult or impossible
to provide an orientation, closer supervision or periodic in-service training should be provided.
CAPSLOResponse:The geographic and program diversity of CAPSLOmakes it difficult to ensure all
volunteers undergo an orientation and onboarding process.The vast majority of volunteers who do
work with CAPSLOdo an orientation and onboarding process according to the program volunteer
needs.
Fundraising and Resource Development
This section of your executive summary contains priority recommendations based on your answers to the
questions in the Fundraising and Resource Development module .
Nonprofits that have minimal experience with government contracts may be caught off guard and
unprepared for some of the risks associated with such funding, including inadequate funding for
infrastructure, late payment/reimbursement, and complex reporting requirements. Thoughtfully
consider the range of risks and 'what ifs' before you seek any government contract.
CAPSLOResponse:CAPSLOhas a well developed process for reviewing and approving
government contracts.CAPSLOhas many years of experience with government contracts. The
risk is minimal based on experience and proven process of contract approval
End of Report - 12/21/2020
Page 32 of 47
COMMUNITY ACTION PARTNERSHIP OF SLOCO. INC.
Finance Committee Meeting January 20, 2021
YTD
Program Financial Status as of November 30, 2020 PROGRAM EXPENDED
BUDGET at 11/30/20
San Diego Head StartlEHS -Serving children in person and remotely. Currently
serving 375 children (92%). Spending through the eigth month is behind and we're
looking at $243,000 for a possible carryover from previous year. In-kind is on track.
5,680,517 $ 3,586,094 63%
3/31/21 FYE -Inkind to date 1,275,859 686,509 53.8%
SLO Head StartlEarly Head Start -Continue to serve children in classrooms and
through distance learning. Spending and in-kind are on track.Submitted the
refunding proposal for the 2021-22 year in December.
SLO HS/EHS Program 3/31/21 FYE 7,625,495 4,639,869 61%
Inkind YTD 1,713,507 1,639,359 96%
EHS CCP -Just completed month four and are serving children in person and
distance learning. Working on a $259,666 carryover of unspent funds from the prior
year.
EHS Partnershi~s and Ex~ansion Program 7/31/21 FYE 2,739,690 694,668 25%
Inkind YTD 648,892 409,173 63%
Monterey Co Head StartlEarly Head Start -We are serving 187 children (HS-
99/EHS-88). CAPSLO staff are working on a carryover of funds with our partners
MPUSD and GUSD). We are exploring Soledad USD and Hartnell College as new
partners.5,549,242 1,227,369 22.1%
Montere~ Co HS/EHS Program 6130/21 FYE-Inkind 1,273,382 122,473 10%
State Child Care Programs -5 mos into year earning at 28%;serving children in
person and through distance learning.Enrollment numbers are low in San Joaquin,
Kern and Fresno. State has issued guidance that they will be reimbursing grants
based on spending and not on enrollment (earnings) due to the pandemic.
16,506,000 4,559,981 28%
6/30/21 Fees Paid b~ Families for Child Care 105,500 11,425 11%
Migrant Seasonal Head Start {MSHS/EHS}-In month three of grant we are
underspent due to staff vacancies and low enrollment (758 children) due to the
effects of COVID.We extended services in So Monterey through November.
Migrant Seasonal HS/EHS Program YE 8131/20 31,008,510 7,283,728 23%
Inkind YTD 3,802,623 827,934 22%
Migrant EHS Partnerships {3}-Currently serving serving a total of 327 children (61%
enrollment) mainly in FCC care. Looking to be underspent by $90,000 In Partnership 3
which ends in Feb 2021.
Migrant EHS Partnershi~s (3} and Ex~ansion Program FYE 8/31/20 &2/28/21 8,743,876 2,582,468 30%
Inkind YTD 1,065,216 281,887 26%
CCRC -Spending is on track. From First 5 received one time stipends for providers
125,000).State issued additional funding under the CAPP contract for
emergencylessential workers ($556,499).14,042,991 6,123,746 44%
Fees Paid by Families for Child Care FYE 6/30 242,200 98,724 41%
Health Services Programs -Clinic patient numbers are increasing but are still well
below pre-COVID numbers (71 % of 2019 numbers YTD).Decrease in SLO clinic
numbers are due to closures of Grizzly Academy,Cuesta and Hancock sites.Overall
division is holding it own and is on track to still show a slight profit.$ 2,371,627 $ 1,085,456 46%
Page 33 of 47
Program Financial Status as of November 30, 2020
YTD
PROGRAM EXPENDED
BUDGET at 11/30/20
P.2
Food Programs - In 2nd month of new year both Food Programs have been
impacted by COVID.Center-based Food continues to struggle with limited
reimbursements due to licensing caps for direct service and the increase of distance
learning. Staff have started providing drive up In the Family Day Care Food Program
we have seen numbers of claiming providers recover and increase through
November as child care providers reopened.$1,939,051 $172,143 9%
Energy &Weatherization - 11 mos into the year Energy is still maintaining a loss of
4,085 due to earlier COVID work stoppage.Due to COVID concerns division halted
all work through 12/11 and then will evaluate when and how to continue services.
2,462,355 $ 1,947,589 79%
CSBG- In the 11th month of the 2020 CSBG program year.The budget was
primarily spent on the delivery of urgently needed services at 40 Prado as well as
support for Adult Day Services and Energy.
CSBG- $32,000 discr grant for Prado effective 1/20-5/21 for Shelter Worker.
Adult Day Care Program- Due to COVID restrictions Community Licensing closed
the Center effective 11/18.Staff continue to access clients via Zoom. In-kind
collected for the first 4 mos is $16,559.Funding includes Donations of $825, client
contributions of $6,232 and VA funds of $3,230.$263,701 $
40 Prado Homeless Services -In November, we averaged 77 individuals including
children for day and 69 for night services (approx 71 %of normal). Warming Center
opened for 6 nights. Clients served Recuperative Care-8;SAMHSA-44; Safe Parking-
11.$ 2,592,511 $
306,715 $ 304,406 99%
32,000 $ 30,737 96%
88,082 33%
909,551 35%
Supportive Services for Veterans &Familes-SSVF - Served 67 vets (56 rapid re-
housing/11 homeless prevent) served YTD as well as 58 vets placed into Emergency
Housing (hotels).HVRP SLO-VETS to Work program has had 28 clients enrolled of
which 6 are actively working in job placements and 22 are receiving training and
services.$ 1,911,564 $ 1,684,391 88%
Family Community Support Services - Family Preservation Program (FPP) is
averaging 30 closed referrals per month and 130 referrals have been closed through
November. Provided parent education services to 109 families and had 67 referrals
for direct service items such as beds, clothing, and infant supplies.$ 1,431,013 $ 580,665 41%
TOTAL BUDGET &EXPENDITURES (various FYEs)$115,334,037 $41,578,42536%
Page 34 of 47
c:\programdata\activepdf\temp\docconverter\folders\default\input\5231083_5001197.docx
Board Planning Committee
Meeting Minutes - Zoom
February 9, 2021, 11:30 pm – 12:30 pm
Board
Dee Lacey
Sandee Menge
Anneka Scranton
Guests
N/A
Staff
Elizabeth “Biz” Steinberg
Loren Leidinger
Deb Burgo
Sally Rogow
Marci Sperlo
Call to Order
A meeting of the Board Planning Committee was held via Zoom on February 9, 2021, at 11:30 a.m.
1. Update on MAT/Detox Center Biz/Loren
Regarding the Medically Assisted Treatment Center (MAT/Detox Center), Loren Leidinger,
Outreach/Development Director, stated that CAPSLO broke ground on January 11, 2021, and is now fund-
raising. Loren discussed some of the donations CAPSLO has received or will receive. 5Cities Homeless feels so
strongly about this project that they will donate $10,000 if we need the funds. Grace and Loren have made
many asks and hope for donations in the five figures. They had a great conversation with Margaret of Bank of
America regarding a donation of approximately $200,000, and they received a commitment for $25,000 from
another source. CAPSLO now has approximately $228,000 toward its goal. Loren has a meeting this afternoon
with CAPSLO staff; however, no word from the City regarding funding. Sally Rogow, Planning and Grants
Manager, said CAPSLO will apply to the Howard Miosi Foundation for funding in May. CAPSLO has applied to
them in the past.
2. Update on NCAP Legislative Priorities Biz
Much is the same with the platform of the national partnership; however, the criminal justice system is
changing. There is much more emphasis on equality because of diversity, equity, and inclusion; there is more
emphasis from the partnership on immigration and immigrants, but the agency has always worked with
agriculture. The update will be ready in June, and this committee will bring it to the Board in June, August, but
the major areas you have seen and discussed. Health care will see some changes in the Biden administration.
We are in a transition period now, so I don’t have a lot of information. We are trying to get Head Start people
in now, that’s our focus.
3. Update and Next Steps on DEI Strategy Loren
Loren began by discussing how to move forward with a DEI facilitator. Anneka stated that she believes a
facilitated, collaborative strategy would work best, maybe with Community Foundation or Planned
Parenthood; CAPSLO going it alone would not be the best way. Board Members Dee Lacey and Sandee Menge
believe starting with CAPSLO internally would be a good way to go. Loren said DEI has already reached out to
CAPSLO staff and outwardly, as well.
Page 35 of 47
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Dee asked what other nonprofits are working on DEI issues too? Who can we collaborate with? What would
be the next steps? A list of who those nonprofits are? Anneka said this shouldn’t be a heavy lift, this could be
just exchanging ideas and sharing information with other groups.
Loren said DEI needs to choose a facilitator and set goals; and perhaps put DEI education for new and/or
existing employees in the Strategic Plan.
Sally asked how deep we should go in order to effect change, which Loren agreed was a good thought. Anneka
suggested we start with a small project so we could obtain a measurable outcome, and not take on everything
at one time. This would include small things like people having their voices heard, such as organizations like
Promotores and Planned Parenthood do. Dee suggests CAPSLO has achieved goals such as these; and asked
what it is that we want to see happen?
Loren concluded that DEI needs to find a direction in which to go, as well as a goal and a strategy to enable it
to work with other groups. Dee asked who should be leading this movement? Community Foundation?
Anneka stated that bilingual access should occur within DEI.
4. Update on Stakeholder interviews/surveys Sally:
Surveys were sent to board members and stakeholders. Childcare was highest at 66%, followed by housing at
57%, then healthcare, and employment at 47%.
Sally stated that she did some digging with Shana, also, and asked if anyone wanted her to bring Shana in for a
discussion of the survey results. Sally mentioned that about half of the surveys were from stakeholders. She
said maybe in March we will want to prioritize these, but for now childcare is out front.
Sally stated that EVC has surveys out; childcare is out front with them, as well.
Biz emphasized the quantity of PPE CAPSLO has, and how COVID is making childcare stand out in the forefront
of needs for all income levels.
5. Advocacy: SLO Support for Funding for Equity Sally
In April 2020, CAPSLO endorsed the California Wellness Trust. Sally explained that Tracey Rattray has recently
sent an email to us asking that we do two things. We are being asked to reach out to Senator Laird and
possibly Senator Cunningham, and to write a letter of support. Sally suggests this may be in the DEI
Committee’s purview. Sandee is in favor of writing the letter of support, and Biz supports it, as well. Dee
suggests putting it on the Board of Directors meeting agenda for discussion.
This meeting was then adjourned.
Respectfully submitted, Deb Burgo
Next Meeting, March 9, 2021 @ 11:30 a.m.
Page 36 of 47
BOARD ACTION REQUIRED
February 18, 2021
ITEM: Renewal of contracts from Agency on Aging for Title IIIB for Energy Services’ Minor Home Repair and
Adult Day Center in the amount of up to $298,000.
ACTION REQUIRED: Board approval to submit required documents for renewal of contracts with no changes.
SUMMARY NARRATIVE:
Area Agency on Aging (AAA) is contracted with the State of California’s Department of Aging (CDA) to provide
services to older Americans. AAA is offering the option to renew existing contracts with no changes for
supportive services to seniors as authorized by Title IIIB of the Older Americans Act in San Luis Obispo County
for the period of July 1, 2021 through June 30, 2022.
Minor Home Repair
Energy Services’ Senior Home Repair Program provides minor home repair services for lower income seniors
residing in San Luis Obispo County and the Santa Maria Valley, providing labor and materials needed to inspect
clients’ homes and complete needed minor repairs. Repair services include plumbing, electrical, drywall and
carpentry and the installation of grab bars, wheelchair ramps and other health and safety related
improvements. It is aligned with Title IIIB’s Residential Repairs Program.
Adult Day Center
The Adult Day Center provides quality adult day care services to frail seniors with Alzheimer’s disease or other
forms of dementia as well as services to their family caregivers. The program also provides community
outreach and education regarding Alzheimer’s disease and caregiving issues.
BUDGET/FINANCIAL IMPACT:
Amounts requested are as follows:
Program Requested
Amount for 2021-2022
Adult Day Services $51,000
Minor Home Repair
San Luis Obispo
Santa Maria Valley
150,000
97,000
The amount for Adult Day Services is consistent and has not changed over the last several years. Minor
home repair fluctuates and is consistently a larger amount of funding. Both include funds to cover the
Agency’s administrative indirect of 8%.
STAFF RECOMMENDATION:
Recommend approval. This action is in response to an option to renew these contracts with no changes for the
Energy and Adult Day Center programs, which would allow them to continue providing services in fiscal year
2021-2022. A board resolution is also required.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION:
Recommend approval. These programs are essential in the community, assisting seniors in remaining
financially stable and allowing them to remain in their homes for as long as possible. The Home Repair
program, in addition to performing needed minor home repairs, enables seniors to remain in their own homes
when critical health and safety repairs are made. The Adult Day Center program is the only nonprofit, full-day,
adult day care program in the county providing seniors with quality care and attention in a home-like
environment that stimulates both their physical and mental well-being.
Page 37 of 47
RESOLUTION NO. R-2021-1
A Resolution of the Board of Directors of the
Community Action Partnership of San Luis Obispo County, Inc.
Authorizing Submission of a Renewal Request with no Contract Changes to the
Central Coast Commission for Senior Citizens (Area Agency on Aging)
for 2021-2022 Adult Day Care Program and Minor Home Repair Contract services (Title IIIB)
WHEREAS, the Area Agency on Aging (AAA) has offered contract renewals for programs that provide in-home and
supportive services for seniors in San Luis Obispo County; and
WHEREAS, the Community Action Partnership of San Luis Obispo County, Inc. (CAPSLO) is currently funded by AAA to
provide such services under Title IIIB; and
WHEREAS, CAPSLO Adult Day Center is committed to providing a quality day care program that supports low-income
individuals with dementia or cognitive impairments; and
WHEREAS, CAPSLO Energy Services Minor Home Repair is committed to providing home repair services for seniors
and has been under contract with the Area Agency on Aging since 1995; and
WHEREAS, the Chief Executive Officer, or her designee, may act on behalf of CAPSLO in the execution of any
documents necessary for the completion of the application herein described.
NOW, THEREFORE, BE IT RESOLVED THAT the Board of Directors of CAPSLO hereby authorizes the Chief
Executive Officer, Elizabeth “Biz” Steinberg, or her designee, to submit a request to renew the Title IIIB and contracts
to the Central Coast Commission for Senior Citizens (Area Agency on Aging) to provide 2021-2022 services through
the Adult Day Care program and Minor Home Repair and, and authorizes the Board Chair to sign this Resolution and
authorizes the Chief Executive Officer to execute the contract and any amendments thereof, and any related or
necessary contracts or documents required to operate the program.
UPON MOTION , seconded by ,
the foregoing resolution is hereby passed and adopted at the regular meeting of the Board of Directors of CAPSLO
this 18th day of February, 2021.
Ayes:
Noes:
Abstained:
Absent:
Attest:
Marci Sperlo, Recording Secretary
Dee Lacey Elizabeth “Biz” Steinberg
Board President Chief Executive Officer
Page 38 of 47
BOARD ACTION REQUIRED
February 18, 2021
ITEM: Approval of the Head Start/Early Head Start (HS/EHS) Eligibility, Recruitment, Selection, and
Attendance Criteria Plan (ERSEA) for children and expectant mothers
ACTION REQUIRED: Board approval to update ERSEA criteria
SUMMARY NARRATIVE:
According to the Head Start Reauthorization Act of 2007, Section 642 (c)(1)(E)(iv)(II), the Governing Body
CAPSLO Board of Directors and HS/EHS Policy Council) shall be responsible for other activities, including (II)
establishing procedures and criteria for recruitment, selection, and enrollment of children and expectant
mothers. The attached selection criteria ensure compliance with the new Federal Performance Standards
1302.12 (c)(i-iv). Criteria delineated in red represent changes in selection criteria.
BUDGET/FINANCIAL IMPACT: None
POLICY COUNCIL RECOMMENDATION:
This item will be reviewed for approval by the Head Start/Early Head Start Policy Council at their meeting on
February 16, 2021.
STAFF RECOMMENDATION:
Recommend approval. As Head Start Performance Standards change, staff must update or develop documents
and procedures to meet family’s child care and early education needs and maintain program compliance.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION:
Recommend approval. This is an on-going process to ensure that Head Start/Early Head Start programs are
meeting the new Federal Performance Standards regarding ERSEA.
February 18, 2021
Dee Lacey, Board President Date
Page 39 of 47
Early Education and Child Care
Program Year 2021-22 Selection Criteria Points
Change Summary
All new items and changes are reflected in red on the Selection Criteria Points form. The
points are aligned for Head Start (HS), Early Head Start (EHS), and Migrant and Seasonal
Head Start (MSHS). This means that the selection criteria points are universal for all
Head Start programs.
Section 2: Child’s Age
Removed points for 2- and 3-year-olds given that we do not prioritize EHS
children.
Section 3: Need for Services (new section)
Due to limited in-person group sizes in response to COVID-19, services are
prioritized based on specific needs.
Section 4: Other Factors
Line 1, Kern & SLO County EHS & HS State Program Option (CMIG): added
reference to San Luis Obispo County to ensure SLO County agricultural families
are prioritized.
Line 6, At Risk of Abuse and Neglect: item added to prioritize children who are at
risk.
Line 14, WIC/SNAP: new line gives points to families receiving these benefits.
Line 17, Impacted by Major Natural Disaster: line and associated point has not
changed. However, definition of “disaster” now includes COVID-19.
Line 22, Family with One Deployed Parent or Extended Absence Including
Deportation: revised and based on community needs, deportation was added as
a prioritized criteria.
Section 7: Migrancy Status (new section)
Aligns selection criteria points with MSHS program and will only apply to migrant
qualifying families.
Page 40 of 47
21/22 Selection Criteria Points
Child and Family Services
REV 01/21 PC Approved -- Board Approved -- EL 1.4 | Page 9
Applicant Name: DOB:
PARENTAL/FAMILY STATUS Points ELIGIBILITY Points
Single Parent 2 Income Eligible (Includes: TANF & SSI) 15
Grandparent(s) or Guardian(s) 2 Foster Child/Homeless Family 15
Foster Parent(s) 2 Over Income 0-30% 5
Two Parents 1 Over Income 31-50% 2
Over Income 51-75% 1
CHILD’S AGE Points Over Income 76% or more 0
4 Years Old by September 1st, 2021 4
3 Years Old by September 1st, 2021 1 DISABILITY Points
Diagnosed/Multiple (Confirmed Before Selection) 4
NEED FOR SERVICES – SINGLE PARENT/GUARDIAN Points Disability Coordinator:______________________
Single Parent/Guardian Working 10 Diagnosed/Confirmed – Need IFSP/IEP 3
Single Parent/Guardian in Training or School 8 Suspected by Qualified Person 2
Single Parent/Guardian Incapacitated 6 Suspected by Parent 1
Single Parent/Guardian Seeking Employment 4 Zero Disability 0
Single Parent/Guardian No Need for Services 2
MIGRANCY STATUS (MSHS) Points
NEED FOR SERVICES – TWO PARENTS/GUARDIANS No 1 No 2 Moved Within Previous 24 Months 50
Parent/Guardian Working 5 5 Has not Moved (Seasonal) 0
Parent/Guardian in Training or School 4 4
Parent/Guardian Incapacitated 3 3 [Fill Out the Following Section for Prenatal Only]
Parent/Guardian Seeking Employment 2 2 PRENATAL PERIOD Points
Parent/Guardian with No Need 1 1 First Trimester (Conception – 3 Months) 4
Second Trimester (4 – 6 Months) 3
OTHER FACTORS Points Third Trimester (7 Months – Birth) 1
1.Kern & SLO County EHS & HS State Migrant Partnership
Program Option (CMIG)
15 Twins or Multiples 2
2.CWS Referral 6 AT RISK PREGNANCY Points
3.At Risk of Becoming Homeless 5 Diagnosed (Confirmed Before Selection) 4
4.Early Head Start Enrolled 5 Suspected by Qualified Person 3
5.Family Has Other Child(ren) Currently Enrolled in CFS 5 Suspected by Parent 2
6.At Risk of Abuse/Neglect 5 Not at Risk 0
7.Low Income Housing/Section 8 Residing 4 1st Birth 2
8.Domestic/Family Violence 4 2nd or More Birth 1
9.Recent Death of Parent/Guardian or Sibling (Within 12
Months)
3
10.Teen Parent: Under 19 Years Old at Birth of Applicant 3 Instructions:
11.Mental Illness (Diagnosed)2 1.Circle the applicable points for each category.
2.Add up all of the points for the final total points.
3.Write the total number of points in the provided space
below:
12.Substance Abuse 2
13.Community Agency Referral 2
14.WIC/SNAP 2
15.Disabled Custodial Parent or Guardian 1
16.Custodial Parent/Guardian with No HS Diploma/GED 1
17.Impacted by Major Natural Disaster 1
18.Limited English Proficient Child 1
19.Currently Incarcerated Parent/Guardian 1 Total Points
20.Out of Pocket Childcare Cost 1
21.Military Family, Including Veterans 1
22.Family with One Deployed Parent or Extended Absence
Including Deportation
1
Page 41 of 47
BOARD ACTION REQUIRED
February 18, 2021
ITEM: Migrant and Seasonal Head Start (MSHS) 2019-2020 Self-Assessment Corrective Plan of Action
ACTION REQUIRED: Board approval of 2019-2020 Self-Assessment Corrective Plan of Action
SUMMARY NARRATIVE:
The Migrant and Seasonal Head Start Policy Council approved the programs annual self-assessment on
November 10, 2020. This self-assessment collected data from September 2019-August 2020. A Corrective Plan
of Action Program Improvement Plan has been developed to address the noted findings.
The Corrective Plan of Action is attached.
BUDGET/FINANCIAL IMPACT:
None
POLICY COUNCIL RECOMMENDATION:
The MSHS 2019-2020 Self-Assessment Report Corrective Plan of Action was presented for approval at their
Executive Meeting on February 3, 2021.
STAFF RECOMMENDATION:
Recommend approval. This annual evaluation allows staff to reflect on the programs’ strengths and
opportunities for improvement. It is an important measurement tool for ensuring that the Migrant and
Seasonal Head Start/Early Head Start Programs remain in compliance with all applicable standards and
requirements.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION:
Recommend approval. Conducting an annual Self-Assessment and Corrective Plan of Action is more than just
a required element of the Head Start Reauthorization Act; it is truly a way for our programs to stay up to date
with best practices and maintain high quality for our children and their families.
February 18, 2021
Dee Lacey, Board President Date
Page 42 of 47
2020 MSHS Self-Assessment Report
Program Corrective Plan of Action
HSPPS
Area of Need
Corrective Plan of Action Person Responsible Time Frame
1302.20 (b) (1)
The program has a legally
binding agreement with one
or more family child care
providers
Secure funding for identified staff to work an additional 10 weeks
to recruit and provide guidance to interested Family Child Care
Providers
Identify five Family Child Care Coordinators to participate in special
project (FCC Academy)
Launch FCC Academy that provides skills and tools for FCC
Coordinators to engage new possible Family Child Care Providers in
all counties
FCC Coordinators will secure contracts in the spring with new FCC
Providers
Evaluate and include this project in the 2021-2022 budgets to
continue the project
Program Director
FCC Manager
Area Managers
FCC Coordinators
September 2020
October 2020
November 2020
February – April 2021
June 2021
1301.4
Parent meeting attendance
1302.34
Parent and family
engagement in education
and child development
services
Resume parent meetings utilizing virtual platforms
Identify families who do not have current access to technology
Program will purchase any additional technology as needed to
support program needs
Provide access to technology to families when possible (tablets, hot
spots)
Hire an Education Technology Manager to support with the training
of staff and parents on how to utilize virtual platforms and
technology equipment
Evaluate the needs of families through on going surveys and phone
calls
Program Director
PFCE Content Manager
Area Managers
Family Service Workers
September 2020
September 2020 –
Ongoing
September – August
2021
Spring 2021
September 2020 –
Ongoing
Page 43 of 47
1303.4
In-Kind Federal financial
assistance, non-federal
match, and waiver
requirements
Launch across the board training for frontline staff, Center
Supervisors and Area managers to discuss and educate all levels of
personnel regarding this requirement
Evaluate current documentation forms, assess for user friendly
formats that will support the collection of the in-kind
Add a quality check piece to ensure that documents are checked
and cross referenced before sending them to the finance
department
Educate parents and seek their support in helping the program
achieve its goals
Program Director
Finance Dept
Content Managers
Program Specialist
Area Managers
March 2021
Spring 2021
March 2021 –
Ongoing
April – August 2021
1302.14(b) (1)
10% Mandate to identify and
serve children diagnosed
with disabilities
Ensure that Enrollment and Eligibility points are revised and
presented to the PC and the Board of Directors
Launch across the board training for frontline staff, Center
Supervisors and Area managers to discuss and educate all levels of
personnel regarding this requirement
Reduce the case load for FSA by hiring an additional five to support
in the identification of children
Hire an additional Disabilities Specialist for Kern County to ensure
families in this area are receiving services and children are being
referred to the unified school districts for screening
Educate parents and seek their support in helping the program
achieve its goals
Maintain and evaluate data quarterly for discrepancies
Program Director
ERSEA Content Manager
Disabilities Content
Manager
Disabilities Coordinators
Disabilities Specialist
October 2020
Spring 2021
Spring 2021
Spring 2021
September –
Ongoing
Page 44 of 47
Board Action Required
February 18, 2021
ITEM: Hiring of Head Start, Early Head Start, and State Child Development Program Director
ACTION REQUIRED: Approval by the Head Start/Early Head Start Policy Council and the CAPSLO Board of
Directors
SUMMARY NARRATIVE:
Recruitment began in August 2020 for the Head Start (HS), Early Head Start (EHS), and State Child
Development Program Director. The first interview was held on January 15, 2021 and the panel included the
Board Early Care and Education Specialist, Board Legal Representative, San Luis Obispo County Child Care
Planning Council Coordinator, Assistant Director of Human Resources, and the Child, Youth and Family
Services (CYFS) Division Director. The top three candidates were interviewed on January 22 and the panel
consisted of three Policy Council parents, the Migrant and Seasonal Head Start (MSHS) Director, MSHS
Assistant Director, and the CYFS Program Manager. All three candidates advanced to the third interview on
January 29 and the panel consisted of the Board President, Board Vice President, Chief Executive Officer, and
CYFS Division Director.
The top candidate is Adriana Ramirez-Barron. She received 551 of 600 possible points or a score of 92% in the
final interview.
STAFF RECOMMENDATION:
Recommend approval. Adriana Ramirez-Barron earned a Bachelor of Science degree in Child Development
with a minor in Psychology from California Polytechnic State University. She holds a California Site Supervisor
Child Development Permit and is a Program for Infant and Toddler Care certified trainer.
Adriana joined CAPSLO in June 2008, beginning a 12-year career in the agency’s Head Start programs. She
began as a Family Services Advocate providing direct support services to families. In 2009, she advanced to the
position of Center Supervisor and oversaw site operations, staff performance, curriculum implementation,
child assessments, and program monitoring. In 2013, Adriana became a Quality Assurance Coordinator and
provided coaching and mentoring to Head Start staff and contracted family child care providers. Since 2015,
she has occupied the position of Area Manager and oversees the daily operations of HS, EHS, and State Child
Development Programs in San Luis Obispo and Kern Counties. In addition to her role as Area Manager, she
also became chair of the San Luis Obispo County Child Care Planning Council in 2018 and has been a council
member for five years. Adriana’s experience in providing direct services to families, promoting professional
development and quality improvement, and managing and leading high-quality child development programs
qualifies her for the positon of HS, EHS, and State Child Development Program Director.
POLICY COUNCIL RECOMMENDATION:
This item will be reviewed for approval by the Head Start/Early Head Start Policy Council at their meeting on
February 16, 2021.
BUDGET/FINANCIAL IMPACT:
This position is already reflected in the Head Start, Early Head Start, and State Child Development Program
budgets.
CHIEF EXECUTIVE OFFICERS RECOMMENDATION: The CEO highly recommends Adriana Ramirez-Barron for
the position of Head Start, Early Head Start, and State Child Development Program Director. Adriana has
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provided over a decade of service to children and families in CAPSLO’s HS, EHS, and State programs. Her work
has included years of direct service to program participants, provision of training and supervision,
development of community partnerships, site operations, program management, curriculum development
and implementation, coaching and mentoring, monitoring and quality improvement, and compliance with
local, state, and federal regulations. Her wide range of experience provides valuable insights into the needs of
both families and staff; and also informs a sophisticated understanding of the Head Start Program
Performance Standards. Her demonstrated experience, interpersonal and leadership skills, and commitment
to high-quality child development services make her an excellent selection for the position of Head Start, Early
Head Start, and State Child Development Program Director. All references highly recommended Ms. Ramirez-
Barron.
February 18, 2021
Dee Lacey, Board President Date
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BOARD ACTION REQUIRED
February 18, 2021
ITEM: Approval to support the California Wellness Trust’s efforts to request a budget to fund a California
Health Equity Fund
ACTION REQUIRED: Board approval to submit a letter of support on behalf of the California Wellness Trust’s
request for a Health Equity Fund
SUMMARY NARRATIVE:
In April, 2020, CAPSLO endorsed the California Wellness Trust’s efforts to create a source of sustained funding
to promote health equity and address determinants of health. Building on their previous work, the Public
Health Institute is making a new budget request in the amount of $60 million as a one-time allocation from
the general fund over three years to address the devastating health and social inequities wrought by COVID-
19. As a pilot project, this California Health Equity Fund will support local health departments, nonprofits,
clinics and tribes that serve disproportionately impacted communities to take action in any of the following
areas: 1) housing security, 2) food security & healthy food systems, 3) economic stability, 4) schools and
childcare, 5) Health in All Policies, and 6) health promoting built environments & environmental justice. The
intention is to spread funds across urban and rural counties according to the rates of COVID cases and deaths
and other social indices of health.
The California Wellness Trust is requesting CAPSLO’s support with a letter of support to state legislators and to
meet with Senator Laird to garner his backing. The California Alliance for Prevention Funding’s executive
director has offered her expertise and presence at this potential meeting.
BUDGET/FINANCIAL IMPACT:
None
STAFF RECOMMENDATION:
Recommend approval. With widespread recognition of health inequities due to COVID, the Wellness Trust
decided to rebrand their effort as a health equity fund. It is their intention to turn this pilot into a permanent
source of dedicated, sustained funding for future prevention and equity efforts.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION:
Recommend approval. For the future of the California communities that our agency serves, we support these
efforts to establish a Health Equity Fund.
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