ac minutes fy1415 01 - santa clara county, california · the intent of the letter is to request a...

Santa Clara County Child Abuse Council Allocations Committee Meeting

333 West Julian Street, Almaden Room, 5th Floor, San Jose, CA 95110 Thursday, July 10, 2014 @12:00pm-1:30pm

MINUTES

I. Call to Order/Roll Call The meeting was called to order at 12:05 by Penny Blake. A quorum was present. In attendance were Nora Manchester, Melody Kinney, Penny Blake, Ann Whyte, Kathleen Sandoval (SSA), Liz Shivell, Dave Shuster (guest), Becky Manchester (Coordinator), Christine Hagion Rzepka (arriving later). Dennis Wyatt was absent.

II. Public Comment - There was no public comment.

III. Old Business A. June Minutes: Approved as submitted. M/S/P B. Report by SSA on present Grantee Contract Compliance: Kathleen Sandoval (SSA) presented

the FY 13-14 Expenditures Report. As of June, the funded agencies had spent 97.6% of the contracted amounts. The remaining balance is $23,607.22. The group consensus was that this was a fiscally positive report. Kathleen Sandoval was asked and agreed to confirm that the funds drawn were designated as CAPIT funds.

*** Grantee Contract Compliance report accepted. M/S/P C. Status of OCAP report: No report was given. D. Status of SIP goals: No report was given. The Committee discussed the importance of being presented with the new OCAP form and new SIP

goals. Christine reported that her contacts have not been responsive to her requests to get either. Christine will investigate further and report back to the Committee at the next meeting.

IV. New Business A. RFP Review/Revision subcommittee Report. Nora reported that the RFP subcommittee met in

June and will meet again immediately following the July 10th Allocations meeting to revise the RFP. At the June meeting, the subcommittee worked primarily to revise the selection criteria and scoring. In the past, the selection criteria were so general, that all agencies who applied could potentially score 100%, making selection difficult. In addition to changing the criteria, the subcommittee chose to move to a weighted system. At this point in the revision process, each criterion has been weighted with between one to four “+”’s. The subcommittee will ultimately assign a point value to each item. The Committee discussed the criteria changes which included:

• From “Program Need and Description Narrative” to “Consistent with County SIP Plan.” (+) • From “Work Plan” to “Meets CAC Priorities” (+++) • From “Program Summary” to “Staffing Qualifications including program, accounting and

reporting” (++) • From “Service Delivery Goals” to “Cultural Competence” (++) • From “Outcomes” to “Location of Services” (+) • From “Staffing” to “Service activities including best practices and research-based” (++++)

July 10, 2014 Allocations Committee Meeting Minutes

• From “Budget, Narrative, and Resource Table” to “Organizational Capability” (++) • From “Program Budget” to “Cost Effectiveness including cost per unit of service” (++++) • From “Budget Narrative” to “Program Outcomes” (++++) • From “Resource Table” to “Evaluation Design including methodology that is research-

based” (+++) The Committee agreed that this was a huge improvement to past criteria. It was suggested that “developmental assets” be added to the criteria. The Committee agreed that it should be included and the subcommittee will decide if it will be a separate item or if should fall under another criterion.

The Committee also discussed the need to more clearly outline expectations of funded agencies to include such items as “must respond to requests to speak at CAC meetings or events” and “to complete reports in a timely manner.” Some of these revisions have already been made by the subcommittee, but it will continue to revise and will report back at the August Allocations meeting. One challenge the subcommittee is facing is that the County-provided RFP is being revised by SSA concurrent to the subcommittee’s revision process, so the subcommittee is not always certain that it is revising the most updated version. Kathleen Sandoval was asked and agreed to coordinate with the subcommittee to get the most current RFP. Kathleen expressed a concern that there could be push back by the management of the SSA to the CAC’s revisions.

C. Program monitoring/ Standard Intake Form/Program Enrollment Report: The committee raised the concern that fiscal monitoring of the contracts is being adequately done, but that the effectiveness of the funded programs is not being adequately monitored or assessed. As reported in past meetings, SSA has not been conducting site visits to all of the funded agencies as required. Christine reported that when conducting site visits for the purpose of program monitoring, many funded agencies don’t have readily available the information that SSA is requesting, as some agencies have better filing systems than others. Often this creates a longer than anticipated site visit and some frustration or the inability to get the data requested. Christine brought up the need for a standardized intake form to assure we are gathering all the demographic data required by the state.

Kathleen Sandoval passed around copies of general fund reports as examples of the kind of reports or questions CAC might want to use in communicating with funded agencies. The Committee agreed that these reports offered some good ideas. The Committee agreed that they would discuss and develop a monthly program report and an additional (possibly customized) form to be placed in each agency’s program file. This item will be placed on the August Allocations Committee Meeting Agenda for further discussion.

The question of who will be charged with the task of program monitoring in the future was discussed. Kathleen Sandoval was asked and agreed to report to back to the Committee at the August Allocations meeting on who would be conducting the program outcome monitoring in the future.

The meeting adjourned at 1:10 P.M.

V. Next meeting date: Aug. 7, 2014


Minutes were taken and respectfully submitted by Becky Manchester on July 10, 2014.


MINUTES1. The meeting was called to order by Allocations Committee Chair, Christine Hagion Rzepka at 12:04 P.M.

Members present were Christine Hagion Rzepka, Dennis Wyatt, Nora Manchester, Penny Blake, and Ann Whyte. CAC Coordinator Becky Manchester and SSA Staff, Kathleen Sandoval were also present. Melody Kinney (excused) and Liz Shivell were absent.

2. There were no public comments.

3. The minutes from the July Allocations Committee meeting were approved with no amendments.

4. Consider actions related to fiscal and administrative reports from the SSA (Kathleen Sandoval)

A. Update on release of RFP: Kathleen Sandoval presented the new RFP timeline as approved by OCM. The RFP release date has been moved to September 10, 2014. The Committee expressed concern that the OCM RFP timeline differs significantly from the CAC RFP timeline and pushes the CAC milestones back by a month. Moreover, it once again forces the Grants Task Force to review the proposals over the holidays, which added significant stress to them all last time.

B. Report on the future of program monitoring: Kathleen reported that no one from SSA is doing program monitoring for CAC and there were no clear plans on when or if program monitoring would resume. The Committee expressed considerable concern that SSA’s lack of follow through on the program monitoring requirement was jeopardizing CAC’s funding. The committee discussed in depth ways to get program monitoring resumed. It was moved, seconded and approved that the Allocations Committee draft a letter to Bruce Wagstaff, to be approved by the Executive Committee and signed by the CAC Chair, Greg Zieman.*** The intent of the letter is to request a meeting with Bruce to discuss:i. That SSA was out of compliance with state funding requirementsii. the need for SSA to resume program monitoring by a properly-trained monitoriii. potential solutions and plans to work together to find a resolution

Christine Hagion Rzepka agreed to draft the letter on behalf of the Committee.

***At the end of the meeting, Alfredo Nevius entered the room and announced that he would be conducting the program monitoring function with the support of Kathleen Sandoval starting soon. The Committee agreed to delay writing a letter to Bruce Wagstaff. Instead, the Committee will meet with Alfredo Nevius to determine the process and timeline for resuming program monitoring. However, should this issue remain without sufficient follow-up, the plan to meet with Bruce Wagstaff will be put into effect.

C. Update on CNA report print job: Kathleen Sandoval reported that she will have 25 quality printed copies of the Community Needs Assessment Report available by September 1st. She will make a quality PDF available for posting on the CAC website by this date as well, and will have county Printing Services re-scan the originals to place on a CD for us.

D. Confirmation of account from which FY13/14 total funds were drawn: Kathleen confirms that the funds were drawn from the CAPIT fund.

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333 West Julian Street, OCM Workroom, 5th Floor, San Jose

E. Kathleen reported that she, Andrew Cain and Kathleen Dong had met to discuss the CAC budget.

5. Receive and Accept Committee Reports

A. RFP Subcommittee: Nora Manchester reported that the subcommittee had finished revising the RFP. The subcommittee has turned it over to Kathleen Sandoval for editing and consolidation. Kathleen Sandoval will send it to County Counsel and the Allocations Committee by August 15th for review.

6. Discuss / Approve Allocations Committee Business

A. Update on OCAP form and SIP goals: Christine Hagion Rzepka distributed the most recent forms and they will be reviewed and discussed at a later date. Jackie Howe is the new OCAP coordinator for SSA. Christine will invite Jackie Howe to attend the September Allocations meeting.

B. Review of RFP timeline, milestones and marketing: CAC’s approved RFP timeline is no longer applicable. OCM created a new RFP timeline. Kathleen Sandoval will make the final RFP timeline available to the CAC Coordinator to distribute to the Council and post on the CAC website when it’s available. It was agreed that the Review Panel Orientation should be scheduled for October 30th. It was further agreed that Christine Hagion Rzepka will work closely with Kathleen Sandoval to organize the Vendor’s Conference which will take place from 8:30am to 11:30am on September 17th. Kathleen will reserve the SSA Auditorium for the event. Although the oral interviews had been removed from the CAC’s RFP timeline, the OCM put the oral interviews back into the timeline and said they were a mandatory part of the process. The Allocations Committee expressed considerable concern about oral interviews being part of the RFP process. The Committee decided that Penny Blake will meet with County Counsel to discuss the issue of oral interviews. She will also report on the issue at the next Executive Committee meeting.

C. Recruitment for Grants Task Force (GTF): Christine will create a job description for the Grants Task Force so that it can be forwarded to the full council and other interested parties for the purpose of recruitment. The Committee agreed that the GTF should be comprised of between 5-7 people (an odd number is best and 7 is preferred). Only 2 or 3 at most should be CAC members. The GTF should have diverse representation. GTF candidates should be willing and available to independently review 15-20 RFPs during November and December. Ann Whyte said she might be willing to be a member of the GTF. She will also contact Ray Garcia, her Child Advocate associates, and contacts in the Asian community who might be appropriate for the position. Becky will contact Dawn Bussey to see if she knows of any possible candidates. Christine will contact Robert De Jesus, Dave Shuster, Johanna Thai Van Dat and Kyle Oki.

D. Discuss revision/development of Program enrollment and/ standard intake forms: There was no discussion on this item.

E. Review/Amend FY 14/15 Allocations Meeting Calendar: The suggested dates are 8/7, 9/4, 10/2, 11/6, 12/4, 1/8*, 2/5, 3/5, 4/2, 5/7 and 6/4. The Committee did not have time to finalize the calendar at the meeting so it will be moved to September’s agenda.

7. The next Allocations Committee meeting will be Thursday, September 4, 2014. Kathleen Sandoval will book

the room.

The minutes were taken and respectfully submitted by CAC Coordinator, Becky Manchester, on August 10, 2014.


MINUTES1. Call to Order/ Roll Call - The meeting was called to order by Chair, Christine Hagion Rzepka at 12:05 P.M.

Members present were Christine Hagion Rzepka, Penelope Blake, Melody Kinney, Nora Manchester, Elizabeth Shivell, Ann Whyte, and Dave Shuster. Guests Alfredo Nevius, Kathleen Sandoval, Wendy Kinnear-Rausch, CAC Treasurer Kathleen Dong and CAC Coordinator Becky Manchester were also present. Member Dennis Wyatt was absent.

2. Public Comments - There were no public comments.

3. Approve Minutes from August’s Allocations Committee Meeting - The August Allocations Committee

Meeting minutes were approved (M/S/P).

4. OCAP Report - Wendy Kinnear-Rausch reported that her office is working on the FY 13/14 annual report for

CAPIT which is due October 31st. Member Penny Blake asked for clarification about the OCAP’s requirement

that the Council match 33.33% of its funds. Historically, the Council has believed that its members and

volunteers needed to complete the “in-kind contribution” forms in order to meet this matching requirement.

Wendy clarified that the Council meets its required 33.33% match by applying CAC’s CTF funds. It also can

include the 10% match that CAC-funded agencies must possess. Wendy reported that the in-kind

contribution forms need not be provided to the County any longer. Wendy announced that Jackie Howe

would be attending all Allocations meetings starting in October. She further reported that the County

resolved all concerns with CAPIT and that its reputation is in good standing.

5. Consider actions related to fiscal and administrative reports from the SSA A. Present updated RFP and RFP Timeline - Kathleen Sandoval reported that the RFP is

currently being reviewed by the OCAP coordinator. Wendy suggested that Kathleen send it

to County Counsel so it could be reviewed concurrently. Wendy stated that she and Jackie

are committed to complete their review by the end of the day, September 5th. They are

particularly interested in reviewing the CAC funding priorities and ensuring that CAC doesn’t

call for proposals from agencies for programs that we can’t fund (because for example, it is

already being funded by the county as part of another program). They want to avoid any

duplication of services or conflicts. They are coordinating with mental health contracts and

DFCS contracts. The RFP is scheduled to be released on September 10th. The Vendor’s

Conference is scheduled for September 18th (changed from September 17th).

Christine presented a press release she drafted to help publicize the RFP, CNA report and recruit

members for the Grants Task Force. The press release did not include dates per the County Counsel’s ruling. She


Child Abuse Council of Santa Clara CountyAllocations Committee Meeting -- Sept. 4, 2014 -- 12:00 P.M.

333 West Julian Street, San Jose - Treasury Room, 2nd Floor

will send it to her media list. The committee discussed changes to the press release including shortening the

length, omitting the Grants Task Force item and adding wording about the collaboration between SSA and CAC.

Alfredo Nevius will make some changes and return to Christine for distribution.

***The committee moved to send out the press release as amended by Alfredo Nevius (M/S/P)

B. Update on CNA report print job - Kathleen Sandoval delivered 20 printed and bound

Community Needs Assessment reports to the meeting. Christine requested 10 additional

copies and a PDF file and expressed concern that the total amount requested were not

printed. Wendy was given the originals, and offered to scan the printed copy for use with the

annual report; she will also send us a cleaner PDF file to upload to our website.

6. Discuss / Approve Allocations Committee Business

A. Oral Interviews Update - Penny Blake reported that she spoke with County Counsel. She

reported that while it’s not mandatory to list oral interviews as part of the RFP process, it’s

preferable that they include it in case the need arises during the process to conduct oral

interviews. Penny clarified that if the committee does choose to interview a candidate

agency, it would only need to conduct interviews with the other candidate agencies with

similar programs. If during the process, the committee chooses against conducting oral

interviews, that’s fine. Just because it’s listed as part of the process, does not mean that they

are required to be done.

B. Vendor’s Conference Discussion - The Vendor’s Conference will be held on September

18th at the County Center on Charcot from 1:30 PM - 4:30 PM in the downstairs training

room. The presentation will be two hours with one hour reserved for questions. RFP will not

be printed for the attendees; they will need to access it through BidSync. The PowerPoint

slides from the presentation will be printed for attendees. Christine, Kathleen S, Melody,

Ann, Penny and Liz will attend and arrive at 1:00 PM to set up. Christine and Kathleen S will

facilitate. Christine will welcome and introduce the RFP as a joint effort between CAC and

SSA. Kathleen S will go through the PowerPoint. Liz Shivell will create and bring signage for

the event. She will also bring tape. Signage will be placed at the front entrance and in the

lobby. Kathleen S will ensure that A/V is available and set up for the event and that A/V

assistance will be made readily available.

C. Grants Task Force - Christine reported that she had four confirmed candidates. Wendy will

approach contacts at Head Start and First Five and reach out to Councils from other

Counties. Nora Manchester reported that Robert de Jesus was unavailable. It was further

suggested that a CalWORKS recipient or a differential response coordinator were possible

candidates.


i. Review and select Grants Task Force candidates - The GTF members have not been

finalized so this item has been moved to the October Allocations and Full Council

Agendas for review and approval.

ii. Review Panel Orientation - This item has been moved to the October Allocations

Agenda.

D. Approve FY 14/15 Allocations Meeting Calendar: 8/7, 9/4, 10/2, 11/6, 12/4, 1/8*, 2/5,

3/5, 4/2, 5/7 and 6/4 - All dates were approved and will be updated on the CAC online

Google calendar.

Penny Blake thanked Wendy Kinnear-Rausch for attending the meeting.

The meeting adjourned at 1:25 P.M. The next Allocations Meeting is October 2, 2014 at noon.

The minutes were taken and respectfully submitted by CAC Coordinator, Becky Manchester on September 16th.

Action Items

Christine - Send press release, finalize list of Grants Task Force members for review and approval at October Allocations and full council meetings, work with Kathleen S to organize Vendor’s conference logistics and presentation

Kathleen S - Release RFP, Organize Vendor’s Conference (with Christine), Vendor’s Conference PowerPoint creation and printing, AV for the Vendor’s Conference, print additional copies of the CNA, book rooms for Allocations meetings through end of FY 14/15.

Wendy S - Complete review of RFP, assistance with GTF recruitment (6C)

Becky - Publish allocations meeting calendar, communicate the new understanding of “matching funds” with appropriate council members, work with Penny to update Funding section of the website.

Liz - create and bring signage and tape for the Vendor’s Conference

Attending the Vendor’s Conference: Kathleen S, Ann, Melody, Christine, Liz, and Penny

Future Agendas Items

October Allocations: Approve GTF members, Review Panel Orientation, Welcome Jackie Howe

October Full Council: Approve GTF members


MINUTES1. The Allocations Committee meeting was called to order by Chair, Christine Hagion Rzepka at 12:10

PM. Committee members present were Christine Hagion Rzepka, Penelope Blake, Melody Kinney, Nora Manchester, Elizabeth Shivell, and Ann Whyte. Guest attendees present were Kathleen Sandoval (OCM Staff), Alfredo Nevius (SSA), Wendy Kinnear (DFCS), Jackie Howe (DFCS), Alex Schlitt (De Anza College student observing), and CAC Coordinator, Becky Manchester. Dave Shuster was absent.

2. Public Comments - Christine announced that there would be a Child and Family Practice Model Training on October 9th from 9:00 AM to 4:00 PM. Soon, all of DFCS staff will be trained in this model. Christine recommended that Child Abuse Council members attend to learn the types of departmental constraints staff are under, which may affect the Council in some way in the future.

3. The minutes from September’s Allocations Committee Meeting were approved. (M/S/P)4. Jackie Howe introduced herself as the new DFCS liaison to OCAP. She’s filling in this function for Wendy

Kinnear, who will be running the South Bay Bureau. Jackie is transitioning into her role, working closely with Wendy for the next few months until she’s ready to take over. Jackie has been working with DFCS for a little less than six months. Prior to DFCS, she worked in Probation on Juvenile Detention Reform and as the Coordinator for Disproportionality issues.

5. Consider actions related to fiscal and administrative reports from the SSA A. Report on funded agencies - Kathleen Sandoval presented the Program Expenditure

Report for FY 14-15 as of 9/29/14. According to the report, all agencies had invoiced except for YWCA. Agencies had spent 9.39% of budget. She advised that the data reported is often more than 30 days behind actual.

B. Present updated RFP and RFP Timeline - The RFP was released on September 30th. Jackie Howe reported that the Grants Task Force is now being called the Evaluation Committee. The Proposer’s Conference will take place on Wednesday, October 8th at 1:30 PM. Carla Cisi from OCM will facilitate the Proposer’s Conference and the Evaluation Committee meetings, but will not be a voting member of the Evaluation Committee. Members of the GTF/Evaluation Committee are not allowed to attend the Proposer’s Conference (Christine will notify them of this). Ann Whyte will be present at the beginning of the meeting. Penny Blake will also attend the Proposer’s Conference. Kathleen S. will attend the Proposer’s Conference and will take care of the PowerPoint, documentation, and all other logistics. There was some discussion about Christine being able to be at the Evaluation Committee meeting. It was decided by County Counsel that Christine will attend as a “subject matter expert.” Although the Child Abuse Council Bylaws state that the Allocations Chair is also the Chair of the GTF, the Committee has been told by County Counsel that OCM will facilitate the process and meetings including setting the ground rules, agenda and goals, and guiding the discussion to conform with best practices and to ensure transparency and fairness in the evaluation process.

C. Update on CNA report print job - Christine reported that although the committee discussed and approved this expenditure back in March of this year, there was no actual vote reflected in the minutes. In order to move forward with the printing of 20 copies of the final approved Community Needs Assessment Report for Bruce Wagstaff, Wendy Kinnear, and

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others, the Allocations Committee would need to vote on it and the vote would need to be reflected in the minutes. She reminded the committee that the first print job consisted of 20 copies of the report, but that the County had mistakenly printed an earlier version of the CNA report -- one that had not been approved by the CAC. She stated that the CAC should not have to pay for this print job, since it was not our error that resulted in the wrong product. These copies will go to volunteers and other Grants Task Force candidates who do not require the final approved version of the report. The version of the report that was approved at the July CAC meeting is the one that should have been printed. The committee decided that it was important that the final and approved version of the report be delivered to policy makers, not an earlier unapproved version. There was some discussion about whether additional hard copies were required, if distributing the electronic version was sufficient, if an additional print job of the correct and approved version should be approved by the committee, etc. The point of contention was the fact that we still did not know the cost of the first print run. Kathleen Sandoval was urged to determine the cost of the first print job and report back to the Allocations Committee as soon as possible. Kathleen S. was furthermore asked to obtain an estimate of the second print job as soon as possible so it could be determined if the Committee had the budget to authorize a second printing of the report. The committee has been awaiting a response about printing costs and estimates from Kathleen Sandoval for some time. Kathleen explained that she has not been able to get a response from the County printers about the cost. There was a discussion about why the CNA Report was being printed through the County and not through another printer and why the committee had not sought competitive bids. The committee had been told by OCM that County agencies must use the County printer, so the committee moved forward in good faith that the information they were receiving from OCM was correct. Motion: The Committee moved to spend up to $500 on the printing and mailing of the Community Needs Assessment Report. (M/S/P unanimously).

6. Discuss / Approve Allocations Committee Business A. Vendor Conference Discussion - See item 5CB. Review and select Grants Task Force candidates - Christine presented to the Committee a

list of 12 potential candidates for the Grants Task Force. The list included Breenu Sra, Ray Garcia, Leslie Kim, Liz Shivell, Jim Ochs, Judith Smith, Alistair Sheaffer, Belinda Quesada, Andrew Pane, Kaaren Hack, Dr. Saul Wasserman, and Gale Simmons. The final 5-7 GTF members will be selected by the RFP subcommittee on November 17th, at which point the County will have received the proposals and will be able to determine if any of the candidates have a conflict of interest. Once those with conflicts have been eliminated from the pool, the RFP subcommittee will select a group of 5-7 members with attention to ensuring there’s representation from diverse ethnic communities. Jackie Howe will determine a process to vet the list for conflicts of interest. Motion: The Committee moved that the potential Evaluation Committee/Grants Task Force pool be accepted and presented for a vote at the full CAC meeting. (M/S/P - Liz Shivell abstained). Christine will email the list (with amended title) to Muriel for inclusion in the legislative file of the October CAC meeting agenda.

The meeting was adjourned at 1:55 PM. The minutes were taken and respectfully submitted by CAC Coordinator Becky Manchester, on October 7, 2014.


For Future Agendas:

Stanley Lee Introduction (the new SIP Coordinator) - Wendy Kinnear will arrange

Review bylaws pertaining to the Grants Task Force

Present the new workbook for 2014/15 and the new program descriptions (program outcomes/evaluations) - Wendy

Report on October 8th new RFP process training - Jackie

To Do List

Wendy: Invite Stanley Lee to future Allocations Committee meeting (notify Becky and Christine in advance so he can be placed on the agenda), email the new workbook and new program outcomes/evaluations to the Allocations Committee in advance of November Allocations meeting,

Christine: Send GTF candidates the new dates, notify GTF they can’t attend Vendor’s Conference, email amended list of potential Evaluation Committee members to Muriel in advance of the October CAC meeting

Jackie: Report back to the committee on October 8th training on the new RFP process

Liz Shivell: Make signage for the proposers conference

Kathleen S - Logistics for Proposer’s conference, email Christine the conflict of interest form, present bill from the first CNA print job to the allocations committee as soon as possible, present estimate of second print job to allocations committee as soon as possible

Ann Whyte: Attend Proposer’s conference

Penny: Attend Proposer’s conference

Becky: Revise funding section of website to include RFP link and verbiage, ensure GTF vote and legislative file are on October CAC agenda, email Child and Family Practices Model training to full council, get Jackie on Muriel’s agenda distribution list,


MINUTES 1. The meeting was called to order by Chair, Christine Hagion Rzepka at 12:02 PM. A quorum was present. Members in

attendance were Christine Hagion Rzepka, Liz Shivell, Melody Kinney, Ann Whyte, Nora Manchester and Penny Blake. Also present were Kathleen Sandoval, Alfredo Nevius, Jackie Howe (all SSA staff) and Becky Manchester (CAC Coordinator). Member Dave Shuster was absent. Melody Kinney left early at 12:55 PM. Ann Whyte left at 1:30 PM.


3. The minutes from October’s Allocations Committee Meeting were unanimously approved. (Motion: Nora Manchester; Second: Ann Whyte; Approved: All)

4. Christine Hagion Rzepka reported that based on the recent County Counsel training on the Brown Act, and in the interest of public openness, the minutes should reflect who moved, who seconded and how each member voted to include abstentions, recusals, ayes and nays.

5. Consider actions related to fiscal and administrative reports from the SSA A. Kathleen Sandoval presented the Expenditures Report. She designated next to each organization

whether the contract received funding from CAPIT, CTF or both. The committee thanked her for that addition. YWCA was the only program that had not yet invoiced the County. The committee discussed what actions to take with regard to YWCA to ensure they were in compliance with the contract. The committee decided that Alfredo Nevius should do a site visit and report back to the Allocations committee by the December Allocations committee meeting. Penny Blake and Christine Hagion Rzepka requested to be present at the site visit. Should they discover any issues during the site visit, they will bring their concerns back to the Allocations committee to determine if any formal corrective action should be taken.

6. Discuss / Approve Allocations Committee Business A. Christine Hagion Rzepka reported that the CNA report printing and mailing project is officially

complete. She provided the committee members with a written report (summarized in these minutes). The old copies of the CNA report were mailed on October 8th to Grants Task Force members and to the volunteers who assisted in the development of the CNA. Postage costs were absorbed by SSA. On October 17th, the new copies of the CNA report were mailed to members of the Board of Supervisors and to the following (via PONY, so as not to incur more postage costs): Bruce Wagstaff, Director of SSA; Robert Menicocci, Chief Deputy Director of SSA; Lori Medina, Director of DFCS; Jamie Lopez, Assistant Director of DFCS; Wendy Kinnear Rausch, Social Services Program Manager; Stanley Lee, Social Services Program Manager; Jackie Howe, Program Manager; Miday Tovar, Social Services Program Manager; Minerva Beltran Gonzales, Social Services Program Manager; Angela Carbone, Social Services Coordinator; Linda Hsiao, Social Services Coordinator; Carla Cisi, Program Manager; Alfredo Nevius MA Program Manager; Jose Bautista, West Valley College (hand-delivered); and Rebecca Wong, West Valley College (hand-delivered). The total cost of printing and mailing 20 books was $492.31, which is just slightly under the budget for the project. The committee thanked and commended Christine Hagion Rzepka for her work on the project.

B. Christine Hagion Rzepka reported that the full council had approved the pool of grants task force candidates at the October CAC meeting. RFP proposals are due November 14th. Christine will forward an email she sent to the GTF candidates with the dates of the orientation and all other meetings, but can only do so once everyone on the Allocations Committee has signed a non-disclosure agreement.

C. Grants Task Force Update (Christine Hagion Rzepka) i. Discuss Bylaws - Christine Rzepka Hagion reported that there were discrepancies between the

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process must be run. These discrepancies were discussed at the last Executive committee meeting, at which it was decided that Steven Dick would form a bylaws task force to review and revise the bylaws.

ii. Discuss Selection of Grants Task Force Members - The committee discussed the process for selecting the final 5-7 Grants Task Force members from the current pool of candidates. The committee decided on the following process and timeline, all pending approval by County Counsel (Jackie Howe will confirm with County Counsel).

• Christine will obtain a non-disclosure agreement from Carla Cisi and email it to the Grants Task Force members, asking that the forms be completed and submitted to Carla Cisi by November 14th.

• Friday, November 14th - Proposals are due to SSA from agencies. • November 14 - November 18 - SSA reviews proposals and creates a list of all

programs that have met the RFP requirements. • Wednesday, November 19th at 9am - The RFP Subcommittee, along with Carla Cisi,

will meet in an SSA conference room and initiate a conference call with the grants task force candidates. Only grants task force candidates who have signed and submitted the non-disclosure agreements can be present on the conference call, and they must affirm that they are alone and that no one else can hear the conference call. Kathleen Sandoval will reserve a room and investigate and set up the conference call. During the conference call, the RFP subcommittee and/or Carla Cisi will name each program and the candidates will disclose at that time if they have a conflict of interest. Once all conflicts have been disclosed, the conference call will end. The RFP subcommittee will select the grants task force members from the remaining qualified candidates, prioritizing a diverse panel.

D. Present 2014/15 Workbook and Program Descriptions - Jackie Howe reported that there were technical difficulties with the State website so they were unable to upload the report. In addition, the state changed expectations at the last minute. One change is that the state is now requiring logic models of all selected programs. There was a discussion about how requiring logic models would disadvantage smaller, grassroots nonprofits. SSA and the Allocations committee share a concern this may be a hardship on smaller, less developed programs. Jackie Howe said that SSA would be willing to provide assistance with the logic models for programs for which this requirement would present a hardship.

E. Christine Hagion Rzepka reported about the October 8th Vendor’s conference. Penny, Ann and Christine were present. Ann Whyte reported that it was short, well presented and that the questions were adeptly answered. Kathleen Sandoval reported that less than 20 agencies were present. Christine reported that her impression was that for agencies with experienced grant writers, the brevity of the meeting was a good thing. However, for agencies who were new to the process, having the bidder’s conference be so brief was a disservice to them. There was a discussion by the committee about how it could engage smaller no-profits and encourage them to compete. Jackie Howe inserted that the County is changing the way it does RFPs. The committee decided that it should agendize for a 2015 Allocations Committee meeting reviewing the County’s new RFP processes and how the CAC can engage smaller, less developed non-profits to the RFP process in the next cycle.

November Allocations Committee Meeting Minutes Page � /�2 3

7. Items to be placed on the next Allocations committee agenda include: report on YWCA site visit (Alfredo Nevius), 14/15 Workbook and Program Descriptions, Grants Task Force update, Allocations committee/RFP timeline based on SSA RFP dates (non disclosure agreements must be completed by any individual who attends this meeting), report by Penny on the Children, Seniors & Families committee meeting on November 10th.

8. Announcements - Liz Shivell announced that she would not be able to attend the Children, Seniors & Families committee meeting on November 10th. Penny Blake will attend instead.

9. The meeting adjourned at 1:34 PM. The next Allocations meeting is Thursday, December 4th.

The minutes were taken and respectfully submitted on November 8, 2014 by CAC Coordinator, Becky Manchester.

November Allocations Committee Meeting Minutes Page � /�3 3

MINUTES 1. The meeting was called to order by Elizabeth Shivell. A quorum was present. Members in attendance were

Christine Hagion Rzepka, Nora Manchester, Liz Shivell, Dave Shuster, Penny Blake, and Ann Whyte. Member Melody Kinney was absent. Guests present were Jackie Howe, Alfredo Nevius, Kathleen Sandoval, Carla Cisi and Becky Manchester.

2. There were no public comments. 3. The minutes from November’s Allocations Committee meeting were approved (Motion: Nora; Second: Ann;

Approved: all). 4. Consider actions related to fiscal and administrative reports from the SSA

A. Report on funded agencies: The committee accepted the funded agencies report as presented by Kathleen Sandoval (Motion: Nora; Second: Christine; Approved: all).

B. Update on the YWCA Site Visit: Alfredo reported that he, Penny, Christine and Kathleen S visited YWCA. The group came away with a positive impression. The program was slow to start because of significant staffing changes. They have a new Director now and momentum is picking up. Alfredo reported that since the visit, YWCA submitted reports and invoices for July through October. They will continue to monitor the situation.

5. Discuss / Approve Allocations Committee Business A. Grants Task Force Update: Christine Hagion Rzepka reported that the GTF had been

selected. It is a diverse panel, consisting of seven members and one alternate. The names of the panel members are confidential. Christine will periodically email the panel (copying Carla Cisi) to ensure the panel is making progress. The Allocations Committee expressed frustration at the hyper-vigilance of the RFP process. The committee decided to do a debrief after the process is complete and make recommendations. Ann suggested that members take notes throughout the process so that the debrief can be as detailed as possible. Jackie reported that the County has been developing a new RFP process for several years, driven by the Board of Supervisors, County’s Executive Office, and other partners who have raised concerns about the current process. The new RFP process/software solution will be implemented soon. The committee expressed concern that the RFP review and new direction was not public and that feedback from the Allocations committee had not been solicited. Jackie will provide feedback about this concern to the implementation team, and suggest that the implementation team reach out to the Allocations committee. Liz requests that committee members who feel strongly about this contact their Supervisor staffer to get more information. Jackie suggested that the CAC’s bylaws committee consider the new RFP process and make necessary revisions to the bylaws.

B. Allocations committee/RFP timeline based on SSA RFP dates: There was limited discussion on this item. The committee will need to vote on the RFP Process after the GTF makes its recommendations. The full Council’s vote on the RFP process will follow the Allocations Committee vote. The committee will revisit the timing of these votes in the coming months.

C. Present 2014/15 Workbook and Program Descriptions: Jackie reported that the State has not agreed on the workplan and program descriptions yet. This discussion will be deferred until the February Allocations Committee meeting.

Allocations Committee Meeting Minutes - December 4, 2014 Page / 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - Dec 4, 2014 -- 12:00 P.M.


D. Report on November 10th Children, Seniors and Families Committee Meeting: Penny Blake reported that she attended the meeting but that there was no relevant information to present to the Allocations Committee.

E. FY 15/16 Allocations Committee Workplan and Budget: The committee reviewed the 14/15 Allocations Committee workplan and recommended the following changes for the 15/16 workplan: • Goal 1: No changes except to eliminate dates in “proposed activities” • Goal 2: No changes • Goal 3: Increase program monitoring budget from $4,500 to $5,000. • Goal 4: No changes • Goal 5: Increase budget to $500 • Goal 6: Eliminate • Goal 7: Eliminate • The committee moved to accept the FY 15/16 workplan based on the suggested changes

(Motion: Nora; Second: Ann; Approved: all). Christine will create the FY 15/16 workplan based on the committee’s recommendations and submit it to the CAC.

6. Discuss Items for Future Agendas: In January, the committee will begin to debrief the RFP process. Christine will bring large post-it notes and the original and revised RFP timelines. In February, the committee will continue its RFP debrief and Jackie will present on the FY 14/15 workbook and program descriptions. There was a question about a rumor that CTF funding not being renewed. Alfredo had not heard anything to this effect. It’s possible that the change in CTF funding referred to a single stream generated from a box people can check on the tax forms. It will not be placed on the agenda at this time.

7. There were no announcements. 8. The meeting adjourned at 1:20 PM. The next Allocations Committee meeting is January 8, 2015.

The minutes were taken and respectfully submitted by CAC Coordinator, Becky Manchester Aidlberg on December 9, 2014.

To do:

Christine: Generate FY 15/16 workplan based on committee’s recommendation; Email the GTF committee to ensure they are making progress; Bring large post it notes and the original and new RFP timelines for the RFP debrief at the January meeting.

Jackie: Provide feedback to the RFP implementation team about including the Allocations Committee in the process. Notify the committee if she becomes aware of any dates when committee members can provide input.

All: Take notes about the RFP process as it unfolds; Contact your Supervisor’s staff if you would like the opportunity to provide feedback about the RFP process.

Allocations Committee Meeting Minutes - December 4, 2014 Page / 2 2

MINUTES 1. The meeting was called to order by Chair, Christine Hagion Rzepka, at 12:04 PM. A quorum was present.

Members present were Christine Hagion Rzepka, Nora Manchester, Dave Shuster, Ann Whyte (via conference call). Alfredo Nevius, Kathleen Sandoval, Becky Manchester, and Carla Cisi were also present. Members absent were Penny Blake, Elizabeth Shivell, and Melody Kinney.

2. There were no public comments. 3. The minutes from the December 2014 Allocations Committee Meeting were approved. (Motion: Nora;

Second: Dan; Approved: all) 4. Stanley Lee was not able to attend the meeting so he will be formally introduced at a future meeting. 5. Consider actions related to fiscal and administrative reports from the SSA

A. Kathleen Sandoval presented the report on funded agencies. Issues raised included YWCA not submitting a November 2014 invoice and fewer than expected number of individuals participating in the Alum Rock program. There was a discussion about the committee having access to a short summary of each program to accompany the report so that the committee could better assess the progress of each program during meetings. Christine will review the contracts and will prepare a draft for the next meeting.

6. Discuss / Approve Allocations Committee Business A. Grants Task Force Update: Christine Hagion Rzepka reported that the Grants Task Force is

currently reviewing proposals. The process is confidential so she was not at liberty to share additional information.

B. Grants Task Force Initial Debrief: Christine led the committee in a first-round brainstorm of how the Grants Task Force process worked. She posted four large flip charts pieces on the wall marked: “What worked?”, “What did NOT work?”, “”Other issues”, and “What we do differently next time to avoid these issues?”

• What worked • Community Needs Assessment - lots of buy in and participation from funded

agencies, dissemination of surveys and translation • Beyond the Bench Conference for recruiting GTF members • The Allocations Committee and subcommittees worked well together and

accomplished a lot despite the issues • Recruiting of GTF members - robust panel from which to make choices,

diversity of panelists • CNA report - printed and distributed to Board of Supervisors and key

stakeholders, and posted on the website • What did not work

• RFP subcommittee put in hundreds of volunteer hours writing and re-writing the RFP in the spring and summer and then SSA rewrote the entire RFP without using the subcommittee’s recommendations. Huge waste of time for volunteers

• Work by committee members was invalidated and ignored • Work by SSA staff was rewritten again and again

Allocations Committee Meeting Minutes - January 2015 Page � /�1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - Jan 8, 2014 -- 12:00 P.M.


• Change in SSA personnel caused lots of communication breakdowns • Changes in RFP procedures, rules continually changing • Being given drafts of RFPs that didn’t apply to CAC at all • Things taking place in silos - we need to work in a concentrated effort together

so that our needs are not wasted • The RFP timeline created by the CAC, which took a great deal of time(and

approval on the part of the CAC), was pushed back by SSA four times. • GTF member selection process invalidated by Agency staff • CAC by-laws were disregarded continually • Focus on potential appeals took over and compromised the integrity of the

process • Other issues

• CAC is supposed to be independent, but is increasingly losing its independence from the County

• GBCAC rep for SCC CAC should talk to the other Councils about how they are doing site visits, evaluations, allocation of funds, needs assessment, drafting the RFP

• State OCAP person (Sarah Rock) - should begin a dialogue. Can there be a specific meeting of all of the councils across the state to talk about this?

• OCAP communicates with SSA but not CAC • The whole process is entirely complicated and ridiculous • Potential appeals because CAC by-laws weren’t followed - are we subject to a

lawsuit? • What would we do differently?

• New template for RFPs in the future (ARRIBA?) • Specific County Counsel for the CAC (there are lots of conflicts of interest with

SSA) • Communication between CAC and the State should be reestablished • Clarity is needed regarding roles of individuals and agencies involved

C. Allocations committee/RFP timeline based on SSA RFP dates (non disclosure agreements must be completed by any individual who attends this meeting): There was no discussion on this topic.

D. FY 14/15 Committee Achievements for CAC Annual Report: Christine presented a list of FY 14/15 Allocations Committee accomplishments which will be submitted to Greg Zieman for the CAC Annual report. (see attached)

E. Review & approve FY 15/16 Allocations Work Plan: The committee made a few revisions to the approved FY 15/16 work plan including revising the item #1 timeline to read June 2016, omitting item # 6, and correcting the total budget to $5,500 (not $5,300).

7. Discuss Items for Future Agendas: No discussion 8. There were no announcements. 9. Dave Shuster left at 1:07 PM, quorum was lost and the meeting adjourned until the next scheduled meeting

on February 5, 2015.

The minutes were taken and respectfully submitted CAC Coordinator Becky Manchester Aidlberg on January 19, 2015.

Allocations Committee Meeting Minutes - January 2015 Page � /�2 2

MINUTES 1. The meeting was called to order by Chair, Christine Hagion Rzepka at 12:15 PM. A quorum was

present. Members present were Christine Hagion Rzepka, Liz Shivell, Nora Manchester, Melody Kinney and Ann Whyte. CAC Coordinator, Becky Manchester and SSA staff, Carla Cisi, Kathleen Sandoval and Alfredo Nevius were also present. Members Dave Shuster and Penny Blake were absent.

2. There were no public comments. 3. The minutes from January’s Allocations Committee Meeting were approved. (Motion: Ann; Second:

Nora; Approved: all) 4. Introduction of Stanley Lee: Stanley Lee was not present. 5. Consider actions related to fiscal and administrative reports from the SSA (Kathleen Sandoval or

Alfredo Nevius) A. Report on funded agencies: Kathleen and Alfredo presented the report on funded

agencies. Agency invoicing is current except for YWCA which had not submitted invoices for November and December.

B. Report on site monitoring: Christine and Alfredo discussed their recent monitoring visits. They found numerous problems. Alum Rock will require a 100% file review. Several agencies were using the wrong intake paperwork. Sacred Heart’s case notes do not reflect their competencies. They will need to revise their forms. The committee discussed the need to train the agencies on how to be in compliance with their contracts. Christine reported that there would be a mandatory grantee training on February 25th (see item 6B).

C. Consider draft universal intake form: Christine developed a draft universal intake sheet based in part on the First5 form, and to address the issue many contracted agencies were having with their intake paperwork. Melody recommended that the required agency paperwork be succinct and as minimal as possible while still capturing the required data. The committee moved to adopt the universal intake sheet pending Alfredo’s review and revisions. (Motion: Nora; Second: Ann; Approved: all)

D. Consider monitoring form: No report 6. Discuss / Approve Allocations Committee Business

A. Present draft overview of CAC-funded agencies: Christine presented a new document she had created which provides a one- to two-page overview of each funded agency. It summarizes what each funded agency is contracted to do and will assist the committee and SSA staff in monitoring agency compliance. Christine asked that committee members bring their copies of the overview to each Allocations meeting. The

Allocations Committee Minutes - February 5, 2015 Page !/!1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - Feb 5, 2014 -- 12:00 P.M.


committee will create a new overview once the 15/16 funded agencies are selected and approved. The overview was well received by the committee and the committee thanked Christine for her work. The committee moved to accept the overview of CAC funded agencies document. (Motion: Nora; Second: Ann; Approved: all)

B. Discuss the Mandatory Grantees Training (Feb. 25): Alfredo and Christine presented a draft agenda for the February 25th mandatory grantee’s training. The committee reviewed the agenda items and asked that Alfredo add a break in the training and extend the training until 5:00 PM. Christine will provide the attendees with a copy of the Overview of CAC-funded agencies. Alfredo and Christine will be the presenters at the training.

C. Grants Task Force Update: Christine Hagion Rzepka reported that the grants task force was making progress. There would be one additional meeting before decisions would be made. The Allocations committee will be informed of the GTF recommendations at the March 5th Allocations meeting and will vote to approve the GTF process. The full CAC will vote on the GTF process at the March CAC meeting. The Council will receive a list of the agencies and the grant amounts for informational purposes only. The Board of Supervisors will vote to approve the contracts in April.

D. Continuation of RFP Process/Grants Task Force Debriefing: This item was moved to the March agenda.

E. Present Revised FY 14/15 Committee Achievements (for CAC Annual Report): Christine presented the committee achievements. Alfredo asked that the committee revise the document to acknowledge the committee’s collaboration with SSA on items #2 and 3.

F. Present Revised FY 15/16 Allocations Workplan: Christine presented the finalized Allocations Committee Work Plan and Budget for FY 15/16.

7. Discuss Items for Future Agendas: For March: remove Stanley Lee, add “Continuation of RFP Process/Grants Task Force Debriefing” and GTF process approval.

8. There were no announcements. 9. The meeting adjourned 1:35 PM. The next Allocations Meeting is scheduled for March 5, 2015.

The minutes were taken by CAC Coordinator, Becky Manchester Aidlberg, and submitted on February 10, 2015.

Allocations Committee Minutes - February 5, 2015 Page !/!2 2

MINUTES 1. The meeting was called to order by Liz Shivell at 12:06pm. A quorum was present. Members present were Liz

Shivell, Nora Manchester, Penny Blake, Ann Whyte (left at 1:30), Christine Hagion Rzepka (arrived 12:11) and Melody Kinney (arrived 12:11). Member Dave Shuster was not present. SSA staff and guests present were Kathleen Sandoval, Carla Cisi, Alfredo Nevius, Shawn Witaschek, Stanley Lee and Jackie Howe. Becky Manchester was also present.

2. There were no public comments. 3. The minutes from February’s Allocations Committee Meeting were approved. (Motion: Ann; Second: Nora;

Approved: all) 4. Consider actions related to fiscal and administrative reports from the SSA (Kathleen Sandoval or Alfredo Nevius)

A. The committee reviewed the January Program Expenditures Report presented by Kathleen Sandoval. B. Consider draft universal intake form: Christine distributed a revised version of the universal intake form.

The form will be the required and standard intake form for the funded agencies to use for the coming funding cycle. A standard form does not currently exist and some agencies have been using First 5’s form or creating their own. The committee discussed the possibility of having the form translated into Spanish. SSA has translation services. Alfredo will contact the SSA translator and report back. The committee discussed the addition of an “other” box on the form in the gender, language, and race/ethnicity sections. The committee also suggested adding “insert additional pages as need per child.” The committee agreed that any changes should be consistent with state reporting requirements. The committee also discussed that agencies will begin using the form immediately; however, changes to the form that impact data categories will not be made mid-year. Thus, the addition of an “other” box in the gender category will be added at the beginning of the next fiscal year. Also, agencies should be informed that they are not to make changes to the form without receiving permission from the committee first. Christine will revise the form and email to Kathleen and Alfredo; they will distribute the revised form to the funded agencies.

C. Consider monitoring form: Alfredo reintroduced a program enrollment report. The committee agreed the report would be a helpful tool for program monitoring. Alfredo offered to provide this report on a monthly basis.

5. Discuss / Approve Allocations Committee Business A. Discuss the Mandatory Grantees Training: Christine reported that all but one funded agency attended the

training on the 25th. Christine distributed a summary evaluation report as well as the original evaluations. She suggested that next year, the Likert scale be removed, as many attendees did not read it carefully and thus the data gathered was not useful. Christine also distributed copies of the best practices examples that she had highlighted at the training. The committee decided to agendize “recognizing best practices” to the April Allocations agenda so this could be discussed in greater depth.

B. Grants Task Force Update: Christine reported on the 2015 Grants Task Force Process. The committee decided against submitting a written report at the CAC meeting, and that a verbal report on the process was sufficient. Christine reported that the Grants Task Force would have a final meeting on March 6th. The vote on the Grants Task Force process will be on the March 13th CAC agenda.

C. Continuation of RFP Process/Grants Task Force Debriefing: Due to a lack of time, this item will be pushed to the April Allocations meeting agenda.

6. The meeting adjourned at 1:55pm. The next Allocations Meeting is scheduled for April 2, 2015.

The minutes were taken by CAC Coordinator Becky Manchester and submitted to the Chair on March 11, 2015.

Allocations Committee Meeting Minutes - March 2015 Page ! /!1 1

Child Abuse Council of Santa Clara County Allocations Committee Meeting - March 5, 2014 -- 12:00 P.M.

Child Abuse Council of Santa Clara County

Allocations Committee Meeting – April 2, 2015 – 12:00 pm

MINUTES

1. The meeting was called to order by Christine Hagion-Rzepka. A quorum was present. Members present were Christine Hagion-Rzepka, Liz Shivell, Nora Manchester, Ann Whyte, and Dave Shuster. Members Melody Kinney and Penny Blake were not present. SSA staff present were Kathleen Sandoval, Carla Cisi, Alfredo Nevius, Shawn Witaschek and Jackie Howe. Becky Manchester did not attend.

2. Public comments: none.

3. The minutes from March’s Allocation Committee Meeting were approved. (Motion: Nora; Second: Ann; Approved: All)

4. March fiscal report on funded agencies by SSA (Kathleen Sandoval, Alfredo Nevius, and Shawn Witaschek). Noted that these reports should only reflect those served by Child Abuse Prevention funding, not the 28 agencies receiving matching funds (Alfredo caught that one agency was county the total number of people served—not those served through the CAC grant). Carla Cisi reports that Letters of Award have been sent to agencies to be funded for the next fiscal year. The protest period for any objections ends on April 13, 2015.

5. Liz ‘s suggestion use of more formal committee structure were discussed, and all agreed to try to live by them, to increase efficiency of the committee meetings.

6. Best Practices for Funded Agencies: Discussion about what deliverable was being requested. Suggested that they be posted on website. Jackie Howe suggested getting permission of families whose cases were mentioned before posting them online. Liz will prepare a release for this purpose. (Motion: Nora; Second: Ann; Approved: All )

7. Grants Task Force Handbook: Creation of a committee to create a handbook was discussed. Carla Cisi will provide a staff representative. Liz Shivell volunteered to serve on the committee. GTF members from this year and past years will be invited to participate. Christine is hoping that perhaps Penny can also assist.

8. Resignation of Current Chair: Committee Chair Hagion-Rzepka advised the committee that her doctoral dissertation requires her undivided attention, and so she will be stepping aside as committee chair at the end of June. The group agreed by Consensus that Liz Shivell will succeed Christine as Chair; it was also suggested to announce this change at the full Council meeting in case there were other nominations.

9. Portfolio of Funded Programs draft was distributed to the committee for approval. Jackie Howe suggested getting permission of families before using their stories in the portfolio. Liz will prepare a release for this purpose. Agreed to remove stream of funding chart from portfolio and to add back in the Evidence-Based Curriculum

elements. Carla Cisi agreed to have the portfolio printed for distribution to the CAC Symposium participants.

10. A robust discussion of the RFP/GTF process addressed what aspects of the process worked, didn’t work, could be handled differently, and recommendations for next steps.

11. The meeting adjourned at 1:35 pm. The next Allocations Committee is scheduled for May 7, 2015.

The minutes were taken by Liz Shivell and submitted to the Chair on April 4, 2015.

MINUTES 1. The meeting was called to order by Chair, Christine Hagion-Rzepka at 12:06PM. A quorum was present. Members

present were Christine Hagion Rzepka, Dave Shuster, Melody Kinney, Ann Whyte, Nora Manchester, and Penny Blake. SSA staff present were Jorge Montes, Alfredo Nevius, Carla Cisi, and Shawn Witaschek. CAC Coordinator, Becky Manchester was also present. Committee member Liz Shivell was absent.


3. The minutes from April’s Allocations Committee Meeting were amended and approved as amended. (Motion: Nora; Second: Ann; Approved - all) Amendment: Item 4: from “not the 28 agencies receiving matching funds…” to “not the clients served by matching funds…”

4. Consider actions related to fiscal and administrative reports from the SSA (Kathleen Sandoval or Alfredo Nevius) A. Report on currently-funded agencies: Shawn Witaschek will be creating the Allocations Committee

reports moving forward (not Kathleen Sandoval). Alfredo reported that the following agencies were be-hind in invoicing: YWCA, Sacred Heart, and San Jose Grail Family Services. See further discussion about this item under agenda item 4C.

B. Receive update on contract negotiations/Board approval: Contracts have been drafted and Carla Cisi is proofreading them. There were no appeals. The list of programs and contract amounts are expected to go to the Board of Supervisors for approval at the June 23rd BOS meeting. The list of proposed funded agencies and contract amounts were sent to the full Council as part of the May 8th CAC meeting legisla-tive file. The full Council will vote to send to the Board of Supervisors at the May 8th CAC meeting. There is no need to send this to the Children, Families, and Seniors committee of the Board. Carla Cisi will prepare the legislative file for the Board of Supervisor’s meeting. There was a discussion by the committee about the way in which this CAC agenda item came about. The item was placed on the agenda by the County Clerk who though that this is was required to go first to the Children, Families, and Seniors committee prior to being sent to the Board of Supervisors to receive the recommendations. The item did not come from the Allocations Committee or Allocations Committee Chair, and neither were copied on any of the correspondence that occurred between OCM and the County Clerks. The committee agreed that future conversations about such items should include the Allocations Committee Chair, and that items placed on the CAC agenda should come from a committee or Council member. Jorge will be present at the May CAC meeting to answer any questions the Council may have. This will be noted in the Committee procedures.

C. Discussion of Noncompliant agencies & Corrective Action: The committee discussed three programs that were behind in invoicing and/or reporting: Catholic Charities (Successful Families), Sacred Heart and YWCA. All three programs will be specifically listed on the June Allocations agenda for further dis-cussion.

i. YWCA: There have been two meetings between OCM, CAC, and the YWCA, going back six months, and no progress has been made (they have not sent invoices and are not serving clients in one component). The committee voted to inform the YWCA program that they are out of compliance and take are beginning a formal corrective action plan. (Motion: Penny; Second: Nora; Approved: all) Jorge will draft the letter, and will research the contract language. He thinks that it says the County will cease to do business with YWCA if they’re in breach of con-tract. Any communications by SSA to the agency about this should also be signed by the Alloca-tions Chair.

ii. Sacred Heart: Because Sacred Heart staff were unable to attend the mandatory training in Feb. 2015, Shawn and Alfredo went to their site to retrain staff. The program is occurring, but report-ing has not been meeting expectations because there has been a change in personnel. Sacred Heart is taking steps to improve performance and has proactively reached out to SSA for feed-back. No corrective action is required at this point, but the committee will continue to monitor.

iii. Catholic Charities: The Successful Families program’s contract stated that they will provide services in Spanish, Vietnamese, and Amharic. But Christine and Alfredo discovered at the site

Allocations Committee Meeting Minutes - May 2015 Page � /�1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - May 7, 2015 -- 12:00 P.M. 333 West Julian Street, San Jose - Treasury Room, 2nd Floor

visit in Dec. 2014 that they were only serving clients in Spanish. They were informed at the time that they were non-compliant with the contract. They have since offered one class in Vietnamese. Since they are taking steps to improve their performance, no corrective action required at this time but the committee will continue to monitor.

D. Discussion of ARCC’s comments regarding Universal Intake Form: Alum Rock Counseling Services sent an email to Christine expressing concerns that some of the form language may be a barrier to provid-ing services to clients (especially as the Child Abuse Council and Social Services Agency are specifically listed on the form). Christine read her response to ARCC which stated that the data must be collected and is a requirement of funding. Alum Rock agreed to use the form moving forward. Christine asked about the timing of translating the forms into Spanish. Alfredo advised that SSA will wait to translate the form into Spanish until the forms are finalized in English. The committee will further discuss the confidentiali-ty statement, translating the form into Spanish, and how the forms can best name CAC and SSA so as to minimize any concerns by clients, at the June Allocations meeting.

5. Discuss / Approve Allocations Committee Business A. Discussion of Best Practices: No discussion B. Discussion of Grants Task Force handbook—subcommittee chair needed: Penny, Liz and Christine

have agreed to serve on the GTF handbook subcommittee. Christine will ask Liz if she’s interested in chairing the subcommittee. Carla Cisi is willing to be the SSA staff representative. The committee will begin work on this project in July or August. It was suggested that the handbook incorporate what votes are required by the full Council, and the timing and wording of those voting items.

C. Continuation of group discussion of RFP/Grants Task Force process: Christine led the committee through additional debriefing session about the RFP/GTF process. The notes from all three debriefing sessions are attached to the minutes.

6. Discuss Items for Future Agendas : translation of Universal Intake Form into Spanish; Universal Intake Form and how SSA and CAC should be named so as not to raise concerns by clients, Catholic Charities, Sacred Heart, and YWCA

7. There were no announcements.

8. The meeting adjourned at 1:35 PM. The next Allocations Committee meeting is scheduled for June 4, 2015.

The minutes were taken and submitted by CAC Coordinator, Becky Manchester on May 18, 2015, and amended by Alloca-tions Committee Chair, Christine Hagion Rzepka.

Allocations Committee Meeting Minutes - May 2015 Page � /�2 2

Debrief of 2014-2015 Funding Process (at Allocations Committee Meetings on January 8, April 2, and May 8, 2015)

RFP= Request For Proposals GTF=Grants Task Force

1. What worked?

• Community Needs Assessment - lots of buy in and participation from funded agencies, dissemination of surveys and translation

• Beyond the Bench Conference for recruiting GTF members • The Allocations Committee and subcommittees worked well together and accomplished a lot

despite the issues • Recruiting of GTF members - robust panel from which to make choices, diversity of panelists • CNA report - printed and distributed to Board of Supervisors and key stakeholders, and posted on

the website • GTF: personalities/disciplines in the room really worked. • Very experienced people on GTF. • GTF looked at numbers to ensure that they made sense. • Very positive group. All wanted to do more together after. • Providing an historical perspective for GTF was helpful. • Timing well-paced; Only one person had to miss a meeting (1 of 4 meetings) • Water, coffee, snacks provided • Having the amount of time to read everything was much easier. • Seven was a good number for the GTF • Decisions were made by consensus. Everyone felt good about decisions made. Genuine. • Important to have someone from Allocations on GTF to report back and have that connection • Using computer more (scoring) projected on wall so everyone was on the same page (GTF). • Numbers of allocations on computer viewable (GTF)

2. What did not work?

• RFP subcommittee put in hundreds of volunteer hours writing and re-writing the RFP in the spring and summer and then SSA rewrote the entire RFP without using the subcommittee’s recommendations. Huge waste of time for volunteers!

• Work by committee members was invalidated and ignored by SSA • Work by SSA staff was rewritten again and again • Change in SSA personnel caused lots of communication breakdowns • Changes in RFP procedures, rules continually changing • Being given drafts of RFPs that didn’t apply to CAC at all • Things taking place in silos - we need to work in a concentrated effort together so that our needs

are not wasted • The RFP timeline created by the CAC, which took a great deal of time (and approval on the part of

the CAC), was pushed back by SSA four times • GTF member selection process invalidated by Agency staff • CAC by-laws were disregarded continually • Focus on potential appeals took over and compromised the integrity of the process

Allocations Committee May 2015 Page � /�1 2

What did not work? (continued)

• Using computer--difficult to see (GTF) • Writing up on white board (butcher paper would have been better) • Unclear expectations regarding the leadership of the GTF. First the Allocations chair was told “ you

can’t be there,” then can be “you can only be the subject matter expert, but cannot speak” and then expected to lead meeting (as our by-laws required).

• Persons from SSA rotated in and out during GTF deliberations • OCM lead not there during GTF processing from beginning to end but SSA did sit through

meetings (just not the same person). • Changes to the process made in the middle of the process. • CAC priorities removed from RFP • Confusion about process to get BOS approval/CAC agenda/approval of list

3. Other issues

• CAC is supposed to be independent, but is increasingly losing its independence from the County • GBCAC rep for CAC should talk to the other Councils about how they are doing site visits,

evaluations, allocation of funds, needs assessment, drafting the RFP • State OCAP person (Sarah Rock) - should begin a dialogue. Can there be a specific meeting of all

of the Councils across the state to talk about this? • OCAP communicates with SSA but not CAC • The whole process is unnecessarily complicated and ridiculous • CAC By-laws (are revisions needed)? • Potential appeals because CAC by-laws were not being followed - are we subject to a lawsuit? • CAC overruled by DFCS on RFP process • Stick to the evaluation criteria in the RFP Binder (Reminder) • Can’t appoint certain staff to serve on task force

4. What would we do differently next time?

• New template for RFPs in the future (ARRIBA?) • Request a specific County Counsel rep for the CAC (there are lots of conflicts of interest with SSA) • Communication between CAC and the State should be reestablished • Clarity is needed regarding roles of individuals and agencies involved • Need a larger room for GTF • Bigger projection - perhaps with 2 screens (GTF) • Clear expectations: consensus score (many felt that OCM was pressuring them to change their initial

score, which felt like an ethical violation) • Clear definitions during GTF orientation • Should GTF chose their own leader? (CAC By-laws says the Allocations chair leads the GTF) • If we do make the change (to have GTF choose their own leader), revise the by-laws • Institutionalize this discourse in a written document (GTF handbook)

Allocations Committee May 2015 Page � /�2 2

MINUTES 1. The meeting was called to order by Christine Hagion Rzepka at 12:14 pm. A quorum was

present. Committee members in attendance were Christine Hagion Rzepka, Liz Shivell, Ann Whyte, Penny Blake, and Nora Manchester. SSA Staff Alfredo Nevius and Shawn Witaschek were also present, as was CAC Coordinator Becky Manchester. Committee members not present were Melody Kinney and Dave Shuster.

2. Public Comments: Kathleen Sandoval announced that she is retiring as of June 12th and will be relocating to Reno. She is grateful for the opportunity to have worked with the Child Abuse Council and feels that it contributed greatly to her understanding of the non-profit sector. The committee thanked her for her work with the Council.

3. The minutes from May’s Allocations Committee Meeting were approved. (Motion: Nora; Second: Ann; Approved: all)

4. Consider actions related to fiscal and administrative reports from SSA (Alfredo Nevius and Shawn Witaschek)

A. Report on currently-funded agencies: Shawn presented the April 2015 report. All agencies have submitted invoices and reports through April 2015, except for Sacred Heart which is current through March. He added an “annual goal” column and the re-port now specifies the number of clients served (not just the percentage). The commit-tee thanked Shawn for the improvements to the report. Christine requested that the Funded Agencies Report be part of the legislative file for the CAC meeting agenda moving forward.

B. Receive update on contracts/Board approval: Alfredo reported that all of the contracts had been signed and will be on the June 23rd Board of Supervisor’s agenda for ap-proval. The contracts will be included in the legislative file. Penny recommends that committee members become familiar with the contracts.

C. Discussion of Noncompliant agencies & Corrective Action: i. YWCA: Christine reported that SSA/CAC sent YWCA a letter informing them

that they were non-compliant with the contract terms and that the County was considering corrective action. YWCA responded by letter that they had submit-ted invoices and believed they were now in compliance. Both letters were passed around the table for committee members to review. Shawn and Alfredo reported that YWCA had submitted invoices and reports through April, but that they had resubmitted some monthly reports with altered data. Alfredo reported that all agencies have been advised that they cannot adjust data already sub-mitted. Shawn and Alfredo will review the invoices with particular attention to components 2 and 3 and will update the committee on the outcome of their review. In light of challenges with YWCA, the committee discussed ways to im-

Allocations Committee Meeting Minutes - June 2015 Page � /�1 4

Child Abuse Council of Santa Clara County Allocations Committee Meeting - June 4, 2015 -- 12:00 P.M.


prove contract compliance moving forward which included the following points:

• Work more quickly to document concerns with agencies. • Christine asked Alfredo to provide her and the committee with a list of

the corrective actions that should be taken when an agency is non-com-pliant.

• The corrective actions steps are listed in each agency contract. • Penny recommended that the committee members review and become

familiar with each of the contracts. • Penny suggested the committee add a “tracker” to document the cor-

rective actions taken and their outcomes. This will be on the July com-mittee agenda.

• Shawn suggested the Council and County move toward a fee-for-service contract structure. The committee agreed this is the direction in which they’d like to head. Alfredo advised that the BOS is moving toward this model.

• Penny suggested the inclusion of the tracker and the step for corrective action to be included in the Standard Operating Procedures (SOP) for the committee. This item will be on the July agenda to review and make suggested improvements.

• Alfredo added that any unspent Children’s Trust Fund (CTF) monies will roll back into the CTF fund. This is not the case with CAPIT funds.

ii. Catholic Charities (Strengthening Families): Alfredo reported that he is re-viewing the status of Catholic Charities’ Vietnamese and Amharic services. If they are not in fact providing such services, they are out of compliance. They were informed of such at the site visit in January of this year.

iii. Sacred Heart: Alfredo and Shawn will meet with Sacred Heart on June 5th from 10am to 4pm to review files and will update the committee at the next committee meeting.

iv. ARCC: Alfredo will do a site visit (not scheduled yet) and file review. Christine asked Alfredo if Alum Rock has been offering services to the Vietnamese com-munity as their contract requires. Alfredo will investigate and report back to the committee. If they are not in fact providing such services, they are out of com-pliance.

D. Universal Intake Form: The committee again reviewed the Universal Intake Form (it had previously been approved and is being used since the February mandatory grantee’s training). The committee was reviewing the form for changes to be imple-mented for contracts in FY 2015/16, based on ARCC’s concerns (discussed last month). Christine explained that the intake form was based on First 5’s Intake form but customized for CAC’s needs. The committee discussed making revisions to the form that would alleviate any concerns from clients that their confidential information would be shared with SSA and/or CAC. The committee agreed on the following revisions to the form:

• The logos should remain on the form. • Strike “SSA/Child Abuse Council funded” from 1st paragraph.


• On acknowledgment and consent form section, strike “Name of Child (printed)” and the associated line, and write in “the children named below,”

• strike “for the Child Abuse Council and its representatives” • Strike “Child’s Name” under bottom line of page 1 and replace with “Children’s

Names” • Clarify in the first paragraph of page 1 that “data will be compiled and analyzed but

no names will be included in public reports” • On page 2, under demographic information, the form will collect data on “Gender

Identity” and add a box, “other.” The committee acknowledges that the state forms do not collect data on gender in this way, and this may present some issues. Christine will email Jackie that the committee will move forward in this way. (This had previously been discussed at a meeting in which she was in agreement). Liz suggests that Jen-nifer Kelleher discuss this at the regional meeting, and that Jackie write a letter to the state notifying them that the Council will be taking this action. The committee feels this is the inclusive and right way to collect data about gender and that hopefully the state will follow suit.

• The committee will pilot this form for a year and then get feedback.

5. Discuss / Approve Allocations Committee Business A. FY 15/16 Meeting Calendar: The committee agreed upon the following meeting

dates: July 9th (instead of July 2nd), August 6, September 3, October 1, November 5, December 3, January 7, February 4, March 3, April 7, May 5, and June 2nd.

B. Update on FY 15/16 Allocations Committee Chair: Christine reported that Greg Zie-man, Chair of the Executive committee, will send an email to the Council announcing the open position and asking anyone who’s interested in being considered for the po-sition to let him know. The Executive committee will vote on a recommendation at the June Executive Committee meeting. The full Council will vote on the recommendation at the July meeting. Liz Shivell is willing to serve as Chair. Christine reported that be-cause of the timing of the vote, she will still serve as chair at the July Allocations Committee meeting.

C. Update on Best Practices: No report D. Grants Task Force handbook subcommittee: Liz Shivell agreed to chair the GTF hand-

book subcommittee. She will ask if any members of the Grants Task Force would like to be part of the subcommittee. Ann and Penny are willing to serve on the subcommit-tee. The subcommittee will meet on the 4th Tuesday of the month. The next meeting is tentatively scheduled for June 23rd at 2:00pm at the Legal Aid Society. Liz will con-firm the final details.

E. By-laws Revisions: This item will be placed on a future agenda for discussion once the GTF subcommittee produces and reports on the handbook.

F. Year-end data on performance of funded agencies: Christine asked that Shawn provide annual numbers for agency performance to Christine by the third week of July. She will plug those into the Overview of Funded Agencies document previously approved by the Allocations Committee, and will bring a draft of the new document (The CAC An-nual Report) to the August Allocations Committee meeting. The full CAC will review The CAC Annual Report at the September full council meeting.


6. Discuss Items for Future Agendas: July - Review procedures/corrective actions (Family & Chil-dren’s Services contract as the case study); Corrective Action Tracker; Committee SOP; GTF Sub-committee report; August - Review year-end data

7. Announcements: None 8. The meeting adjourned at 1:30 pm. The next Allocations Committee meeting is scheduled for

July 9, 2015.

The minutes were taken and submitted by CAC Coordinator, Becky Manchester Aidlberg, on June 5, 2015.


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