board meeting agenda april 27, 2010 6:30 pm i. consent …scpeo/pdfdocs/april-march2010.pdf ·...

Community Action Partnership of Sonoma County

1300 North Dutton Avenue Santa Rosa, CA 95401-4610

(707) 544-6911 (707) 526-2918 fax

BOARD MEETING AGENDA April 27, 2010

6:30 PM

I. ROLL CALL

II. CONSENT AGENDA*

Motion: Approval of Minutes of March 23. 2010 Action

Motion: Resolution for the board to authorize submission of a grant to allow for a 1.84% increase in the base line wages of Head Start employees Action (forwarded from the Program Committee minutes) Motion: Resolution for the board to approve relinquishment of the state pre-school contract. Action (forwarded from the Program Committee minutes)

Motion: Resolution for the board to accept the Development and Governance Committee description as written. Action (forwarded from the Board Development and Governance minutes)

III. PUBLIC COMMENTS / INTRODUCTION OF GUESTS

IV. PRESENTATIONS Human Race – Hazel Whiteoak and Patti Vizgart Program Presentation – Vince Harper / Padres Unidos Oscar Chavez – Community Economic Development

V. NEW BUSINESS

Committee Charters – Finance Committee Motion: Resolution for the board to bring the 401(k) Profit Sharing Plan into final compliance with provisions of the EGTRRA legislation (the Economic Growth and Tax Relief Reconciliation Act of 2001) – Diana Laczkowski Action Reinstatement of board members – Low Income Sector Representative Arnie Barragan Action Francisco Vázquez Action

VI. CORRESPONDENCE 1/58

VII. EXECUTIVE DIRECTOR’S REPORT

Verbal report – agency reorganization VIII. COMMITTEE REPORTS

a. Development and Governance Committee

Finalized revision of bylaws

b. Human Resources / Finance Committee Minutes c. Marketing Committee Minutes d. Program Committee Minutes e. Head Start Policy Council Minutes

IX. BOARD COMMENTS

X. INFORMATIONAL ITEMS

XI. CLOSED SESSION

Materials related to an item on this Agenda submitted to Community Action Partnership at the time of or after distribution of the agenda packet are available for public inspection in the agency’s office at 1300 North Dutton Avenue, Santa Rosa during normal business hours.

*All items on the consent calendar are approved by one motion. Any Board member may request any item on the consent calendar to be pulled for separate discussion and action.

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BOARD MEETING MINUTES March 23, 2010

6:30 PM I. ROLL CALL

Board: Barbara Barney, Karen Erickson, Irma Garcia, Leigh Hall, Pat Kuta, Melody Montero, Stephanie Puentes, Jim Shelton, Steve Thomas, Francisco Vazquez, Jim Wright

Staff: Vince Harper, Marie Ibanez, Steven Lester, Silvia Santiago, Marta Tilling,

John Way, Vera Zaro

II. CONSENT AGENDA*

Motion: Approval of Minutes of February 23, 2010 Action

Motion: Resolution for the Board to approve the Head Start / Early Head Start 2010 Recruitment Plan including Over Income Slots, Special Circumstances, Head Start Priority Points, and Early Head Start Priority Points (See Program Committee Minutes Attachments B, E, F, G, H) Action Motion: Resolution for the Board to approve the Head Start / Early Head Start 2010 Self Assessment Process (See Program Committee Minutes Attachment J)

Action Motion: The annual board appeal will align with the agency’s fiscal year (3/1 – 2/28). (from the Marketing Committee minutes) Action MSC: Erickson/Barney All in favor/ none opposed

III. PUBLIC COMMENTS / INTRODUCTION OF GUESTS

Introduction of staff present—see list above

IV. PRESENTATIONS

Community Actions –Multimedia Presentation—John Way The Board enjoyed this latest presentation.

Program Presentation – Pasitos – Marta Tilling Pasitos means “little steps” in Spanish and is a program for children from 2 ½ --4 years of age who have not attended preschool. This program, which is part of School Readiness, helps children develop social and academic skills and 3/58

increases parent involvement for student success. Marta shared a graphic recording and a multimedia presentation, created with the help of John Way, which describes the program. She also invited Board members to attend the ever-popular Kermesse (fundraising party put on by the parents, with 800 attendees anticipated this year). Stephanie, Karen, and Steve volunteered to help at the event. Pasitos consists of play groups which are located at different sites. It started with three play groups and has grown to twelve which are now comprised of 180 families. It began at seven school sites and has expanded to twelve. The program has three advocates. Its focus is on play groups, families, and the Summer Program. Pasitos has been successful in increasing API test scores. Its budget is $370,000; however, this First 5-funded program will sunset on 6/30/11. Oscar stated that Community Action wants to replicate the success of the Summer Program for kids across the entire county. He has approached the schools to see if enough districts would be willing to do this once the current funding runs out. In addition, Oscar met with the President of the Avancé Child and Family Development Program and representatives of the Southwest Community so they could get a real sense of the need in the Roseland community with the idea of applying for funding through First 5 to administer this successful evidence-based program once Pasitos sunsets. Oscar feels that our work with Pasitos and the relationships that we have built in the area position the Agency to respond to the upcoming RFP.

V. NEW BUSINESS

Recognition of Drake Sadler and Marguerite Longtin

The Board discussed several ideas for recognizing all the work and dedication of these two former board members. Karen asked John to reiterate his recollection of Marguerite’s early days with the Agency. John reported that her first interaction with the Agency was bringing many sleeping bags to be distributed at the women’s shelter. He offered the idea that sending women away with resources like a clean towel, blanket, or gift card would be fitting to her original connection. Regarding Drake, it was agreed that something reflecting his current interests in Community Action would lead to an appropriate acknowledgement. Stephanie asked if the Board has ever considered having Emeritus Board Members. Their induction could consist of a presentation that honors them; then establishes them as a trusted advisor (and volunteer). Francisco suggested a baseline of emeritus status after ten years with a plaque to commemorate the accomplishment. A plaque with the roster of Emeriti could be placed in the lobby as well. It could also recognize those who have performed some extraordinary service and are not necessarily Board Members. 4/58

Steve and Francisco offered to come up with criteria and bring their ideas to share with the Board. The Board then discussed how other significant partners have been honored. Oscar informed the Board that the HCA anonymous donor’s health is declining rapidly. He is still committed to funding the HCA Program for an additional ten years after his passing. Oscar wrote a letter from the staff thanking him for his exceeding generosity over all these years. Jim Shelton offered that we have honored him in a number of ways. For instance, he was presented with a lifetime achievement award at the Agency’s 35th Anniversary Celebration, as well as in various Board of Supervisor Resolutions.

Findings from Head Start Federal Review – Oscar

The Federal Head Start Team letter noted four findings during their visit:

1. Child protective plugs were not in the wall sockets 2. Some bolts were exposed—these were temporarily duct taped and later

will be filed down 3. An attorney needs to be appointed and seated to the Board. This person

should have expertise with the issues with which nonprofits deal. 4. The Audit was not posted 9 months after program completion (this final

step was not completed by our auditor, but this was corrected by the end of that week).

A response to the findings is due to the Regional Office within 120 days from the date that is stamped on the letter. Oscar said that it is still necessary to document what happened and explain what will be done so that it does not happen in the future. The Team had positive comments on how we administer the program and their report highlights some of its strengths. Oscar is proud of the work staff did, as well as the work that the Board and Policy Council members did in conveying to this Team that we really are a well-functioning organization and really administer programs effectively. Karen suggested Frank Briceno (who ran for the school board) as a potential Board Member, as he would have invaluable legal knowledge from which the Board would benefit. There was some discussion about next steps.

Audit Committee – Appointment of Chair

Steve reminded the Board of the function of the Audit Committee and that no member of the Finance Committee could be its chair. Pat agreed and she will meet with the auditors this week.

Nomination of New Board Vice President

Steve asked if anyone was willing to step into the role of Vice President for the next eight months. The two main responsibilities of this position are: 1) overseeing the process of the Executive Director’s performance review (in 5/58

July) and 2) serving as a member of the Executive Committee in order to address time-sensitive issues during periods between full Board meetings. Francisco was nominated, but had to decline due to an upcoming sabbatical from January through August, 2011; however, he is available after that period. Jim Wright nominated Stephanie and she accepted the position. There was no opposition. Since Steve will be away, he asked Stephanie to prepare a card for the anonymous HCA donor. Barbara indicated that she is already passing one around so that all Board members could sign it. John will be asked to deliver it to Steve.

Resolution for the Board to authorize submission of an application to the City of

Santa Rosa for Community Development Block Grant funds to operate the Fair Housing Program – previously approved by Executive Committee. There was no opposition.

There was some conversation regarding why the CDBG did not go to the Programs Committee meetings first. It was agreed that whenever possible, all resolutions would go to committee prior to the full Board. There was some discussion regarding the timing of the Programs Committee in conjunction with the full Board meeting.


Santa Rosa Recreation and Parks for CHOICE Grant (Measure O) funds in an amount not to exceed $60,000 for the Job Readiness Training and Placement for Gang-Involved Youth for YouthBuild.

MSC: Barney/Erickson All in favor/ none opposed


Santa Rosa Recreation and Parks for CHOICE Grant (Measure O) funds in an amount not to exceed $60,000 for Parent/Family Support for Padres Unidos.

MSC: Erickson/Puentes All in favor/ none opposed


Santa Rosa Recreation and Parks for CHOICE Grant (Measure O) funds in an amount not to exceed $60,000 for Youth Activities and Support Groups for Project Safe.

MSC: Hall/Barney

All in favor/ none opposed

Resolution for the Board to authorize submission of an application to the City of Santa Rosa Recreation and Parks for CHOICE Grant (Measure O) funds in an amount not to exceed $60,000 for Community Gang Awareness for Youth and Neighborhood Services. 6/58

MSC: Puentes/Montero All in favor/ none opposed


Santa Rosa Recreation and Parks for CHOICE Grant (Measure O) funds in an amount not to exceed $60,000 for Services for Adjudicated Youth. MSC: Hall /Garcia All in favor/ none opposed

VI. CORRESPONDENCE

Roseland Community Action Zone

Sonoma County Human Services Department – Recommendation of Food

Stamp Outreach Services

Department of Health & Human Services – Head Start / Early Head Start COLA

Department of Health & Human Services – Head Start / Early Head Start Federal Review Findings

60-Day Community Action Campaign Concept Draft

VII. EXECUTIVE DIRECTOR’S REPORT

a. Roseland Community Action Zone

This document on the Roseland Community Action Zone is a concept paper that was crafted to suggest that we could create transformative change in a geographic area (similar to the Haarlem Children’s Zone) by focusing and coordinating the multiple efforts that already exist in the community and by having a shared commitment to a set of deliverables that we would measure and thereby “move the needle” in areas that have not improved over the past ten years, such as poverty rates, housing affordability, and health. Oscar met with Rita Scardaci, Michael Kennedy, Naomi Fuchs and Dr. Mary Maddox to discuss embracing the Roseland Community Action Zone, coordinating with the WIC Program and the Southwest Community Health Center regarding the possibility of an expansion of the Roseland Children’s Health Center. During the course of these discussions it was acknowledged that there are partners such as First 5, Public Health, Mental Health, the Leadership Development Council and others in the community that have the resources to develop a large complex within the Roseland Community that could be a catalyst for the change we are looking to achieve. The County is committing future funding toward evidence-based practices that focus on upstream investment. Therefore, if a project is not “upstream” and does not provide the rigor that evidence-based practices require—it will not be funded. The County is consolidating departments and is moving toward a performance-based funding model—requiring us to be more rigorous in our outcomes and our 7/58

documentation. Momentum is now building for the County to purchase Roseland Shopping Center with redevelopment funds and to begin development in partnership with Mission Housing of San Francisco. Francisco offered some history, explaining that $75,000 was originally provided by the City and County to hold public meetings in Roseland, in order to get input from the residents of the area, which was to be included in the development plans. The zoning was changed to mixed, including housing and business. Oscar said that we now want to add Community Services to that equation. Francisco added that the process stalled when the City refused to incorporate Roseland. Oscar said, in contrast, today there are much greater opportunities for development. People are supportive of it. The roadblocks that he heard occurred in the past no longer exist and the conditions are positive for annexation for this area of our community. Steve added that the study will have to include return on investment, but the encouraging changes that have recently occurred, such as a new City Council and a new City Manager, indicate that conditions have changed and the process can move forward.

On March 31st Pat, Kai, Edwin, and Oscar are going to meet with Policy Link to examine an example of the Haarlem Children’s Zone. Oscar said the desire is there to utilize evidence-based models like this to get to the root causes of community needs. The Board expressed enthusiasm.

b. 60-Day Community Action Campaign

Oscar brought this to the Board for their input, advice and hopefully consensus to move forward. The funding climate continues to change month-to-month. Funding for some programs will end June 30, which may lead to the sunsetting of some of them. The Agency would like to see the work of the Family Resource Center continued; however, the City has shifted focus to funding an evidence-based practice in PPP. We also asked for $36,000 to supplement the HCA Family Fund, but only received $30,000. Barbara reminded the Board that our anonymous donor expects their funds to be given directly to clients; therefore the Agency has to find alternative ways to cover the administrative costs. The County already told us that they are not going to fund the HCA Family Fund, because they are shifting all their CDBG money to fund their shelter programs. We are in communication with many schools we work in regarding a combined contract of a multitude of services.

The HCA Family Fund donor has agreed to allow us to use some of the returned monies from deposit assistance, as long as it does not exceed $30,000 to support Financial Fitness and the administration of the HCA Family Fund.

Oscar reported that our next major funding hurdle is September 30th as that is the end of the ARRA funding cycle. 8/58

We are using this period to make the change to the next iteration that we are going to pursue. We know that some programs and positions are going to go away. So, these changes are not a surprise to the Agency, but we want to be sure that they are not a surprise to the Board either. We are strategizing and determining priorities. We do not have funding for the Volunteer Coordinator, which is an important component for what we do. We do not have funding for a position in Fiscal. And CCB will sunset at the end of September, so we are looking to shift to a fee-for-service arm for this program. Oscar met with the Directors and reviewed the fund development plan that the Board approved in January to consider whether it is still doable, given the current funding gap. They looked at what they could do as an aggressive funding campaign going forward. The consensus of the group was that they could develop a 60-Day Campaign (see March Board Packet). We would identify people who could make a $10,000 commitment. This could be done in increments of $2,500 per quarter. The group wanted to run this plan by the Board and see if they have people that could be approached. The goal is very ambitious with a very tight timeframe. This is an opportunity to see how much we can raise to soften the transition. In two weeks we will know where we are with the school districts. If they will not fund, then we will sunset those contracted programs. Another issue is our shelter. It is tied to some contracts and forgivable loans that may make it difficult for us to transition it or stop operating it. The priorities will be based on: 1) What potential do we see to continue to support the program? 2) What restrictions are imposed upon the project that really make it more challenging for us to decide to abandon operating it? For example, we have a commitment from our anonymous donor for ten years and Oscar feels that we cannot back away from that commitment. In addition, the statistics show that over the past six months, 80% of the people who utilized HCA are still in their homes. So the program works. Therefore, there has to be some criteria to make these decisions. The Agency is using criteria to make these decisions, so the number will change.

There was some discussion regarding messaging and different audiences.

The County is required to provide Fair Housing, because it is a mandated service; however, it has flat-funded for several years. On March 26th, we will be meeting with County representatives and Supervisor Carrillo to highlight the benefits of our partnership and the need for increased support. We will redraft the plan with the Board’s input and see if they have any names that they could suggest. The goal is to come up with ten names. Stephanie said that there needs to be a determination now, which programs have longevity and are in line with the direction in which Community Action wants to go. It is important to look at the choices carefully. Francisco suggested it would be good to provide very specific examples of how funds will be utilized. 9/58

Some members indicated that they would like be part of a “think tank” which will identify specific stories (e.g. Sloan House) to make the best case for contributions to this 60-day campaign. Staff was asked to bring a clarified case statement to the Board from which they then could identify personal contacts that would be likely to contribute to the 60-day campaign. Francisco suggested establishing an Advisory Board, as had been discussed in the past, which can help groom future Board Members and develop friendships in the community. Another idea previously suggested is to establish a database of names (for an Advisory Board). Stephanie felt this would be a good project for an Emeritus Board Member.

There was some discussion regarding bridge funding versus forestalling the inevitable, such as sunsetting a program. It is appropriate for us to say we provide critical services for the City and County. We should have the Press Democrat and other media write stories on the impact of the recession on Community Action (not just stories about how it is impacting the City or the County). Pat Kuta offered caution that the Board may need to be involved in policy decisions regarding sunsetting of programs. Steve reminded the Board of their fiduciary responsibility to the entire agency.

Stephanie observed that we are starting to look at fundraising differently and current staffing design is not in line with this new direction. Steve added that Jim Shelton has done great general fundraising. However, under our current climate we must be targeted and focused on the immediate fiscal goal.

VIII. COMMITTEE REPORTS

a. Board Development Committee f. Human Resources / Finance Committee Minutes g. Marketing Committee Minutes h. Program Committee Minutes i. Head Start Policy Council Minutes

IX. BOARD COMMENTS

X. INFORMATIONAL ITEMS

Melody reviewed the year-end appeal totals with the group: Homeless Prevention - $2153.27 Youth and Neighborhood - $1616.08 Health Promotion - $1670.25 Opportunity Fund - $203.14 Unrestricted - $12,116.07 Financial Fitness - $1128.55 Head Start—Early Childhood Education Fund - $5529.88 YouthBuild - $451.42 Total – Net $24,868.64 after expenses/Gross $27,545.00 10/58

The April Marketing Committee has been moved to April 12th at 4:00 p.m. Karen announced that the Program Committee met with Julie Kawahara regarding the Community Capacity Building Grant. The committee wants to review the selection process that was used. The total amount of grant awards is approximately $200,000. The Program Committee meeting will be on April 7th and anyone who is interested can attend. The awards are slated to be announced on April 8th.

XI. CLOSED SESSION

a. Executive Director Performance Evaluation

Adjourned: 9:05 p.m. Materials related to an item on this Agenda submitted to Community Action Partnership at the time of or after distribution of the agenda packet are available for public inspection in the agency’s office at 1300 North Dutton Avenue, Santa Rosa during normal business hours.

*All items on the consent calendar are approved by one motion. Any Board member may request any item on the consent calendar to be pulled for separate discussion and action.

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RESOLUTION OF THE BOARD OF DIRECTORS

The Board of Directors of Community Action Partnership of Sonoma County, in accordance with our Mission Statement of partnering with low income families and individuals to achieve economic and social stability and to advocate for social justice, authorizes submission of a grant to allow for a 1.84% increase in the base line wages of Head Start employees.

Attest: ____________________________ __________________ Stephen R. Thomas Date President, Board of Directors Ayes ______ Opposed ______ Abstained ______

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The Board of Directors of Community Action Partnership of Sonoma County, in accordance with our Mission Statement of partnering with low income families and individuals to achieve economic and social stability and to advocate for social justice, approves relinquishment of the state pre-school contract.


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The Board of Directors of Community Action Partnership of Sonoma County, in accordance with our Mission Statement of partnering with low income families and individuals to achieve economic and social stability and to advocate for social justice, accepts the Development and Governance Committee description as written.


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1

DRAFT of CAP Governance and Development Committee Description from Francisco Based on the two options below, the first one defined the members of the BG&D committee on 3/23/10 and the other from compasspoint.org, I have drafted a description of the charge s follows. (The roman numerals indicate the integration of the BG&D members’ arecommendations.)

AP Go C vernance and Development Committee Description*

The governance committee examines how the board is functioning, how board members communicate, and whether the board is fulfilling its responsibilities and living up to the objectives and aspirations set for itself and the organization. While all board members should understand the organization's mission and goals, the governance committee must consider them with an eye on the board's responsibility to guide the organization and what is required of the board to best accomplish that. The governance commit ee must be able to articulate the board's vision for the board and find the board tmembers who can put it into action.

three distinct categories.

Committee responsibilities can be grouped into

A. Find, keep, and/or replace board members

1. Develop board member job descriptions.

2. Create a board profile of what skills and expertise the board and the organization need. [a]

3. Identify potential board members and maintain information about each candidate.

[i, iv, ]

4. les. Cultivate and recruit new members from beyond the board's traditional circ

5. With the board chair, help assess and maintain board members' individual attendance, [vii] financial commitment (participation, rather than amount) [ix], support of the various activities, and participation in governance duties such as committee participation. [viii] [ii]

ard.

6. Observe and nurture potential leaders within the bo

rs' eligibility for re‐election.

7. Evaluate board membe B. E cadu te board members [iii]

1. rient new board members to ensure that they have adequate materials and O

understand their roles and responsibilities.

2. Involve board members in "continuing education." The governance committee can pdate board members (about new programs, legislative action, and so forth) and ontinue to improve their skills as board members. uc

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2

3. Establish an effective communications network to keep board members appraised of activities through newsletters, board and committee minutes, media reports, phone calls, and thank you notes.

4. Evaluate the board's performance via one‐page score card or dashboard.[vi.2]

5. Discuss with the chief executive staff and other staff their views of the board's performance and ways to strengthen the board in both its governing and supporting role.

6

. Annually lead the board in its self‐assessment and develop recommendations to the board for self‐improvement based on the vision and beyond, the generative questions, the larger issues.[vi]

C. Review and update Articles of Incorporation and By‐Laws as necessary. [v] These particular tasks are only the skeleton of the governance committee's job. The spirit of he committee is to ensure that the board is doing its job and doing it well, and if not, come tup with suggestions to remedy that. * Adapted from compasspoint.org, Betsy Rosenblatt is the Communications Officer at the ugene and Agnes Meyer Foundation in Washington, D.C, and former Editor at oardSource. EB From the co orm. mmittee members’ brainst

Board roster.

a. Maintain

b. Mon orit :

i. Recruiting

ii. Tracking ii ii. Orientation and training v. Database of potential members

oration and By‐Laws as v. Review and update Articles of Incorpnece sa

vi. Mak sus ry e re board is paying attention: 1. to “generative” questions meaning the larger issues. The

vision and beyond (as suggested by book on Board Leadership—title?)

a one‐page scorecard or dashboard focused on ition to the dashboard on CAP)

2. by keeping

the Board (in add

vv ii. Board attendance iii. ommittee participation Cix. Financial contribution (participation, rather than amount)

From compasspoint.org: The governance committee examines how the board Find, The governance committee examines how the board is functioning, how board members communicate, and whether the board is fulfilling its responsibilities and living up to the objectives and aspirations set for itself and the organization. While all board members

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3

should understand the organization's mission and goals, the governance committee must consider them with an eye on the board's responsibility to guide the organization and what is required of the board to best accomplish that. The governance committee must be able to articulate the b t it into action.

oard's vision for the board and find the board members who can pu

to distinct categories Committee responsibilities can be grouped in

c. Find e, k ep, and/or get rid of board members i. * Develop board member job descriptions. ii. * Create a board profile of what skills and expertise the board and

the organization need. * n each ca idIde tify potential board members and maintain information about nd ate.

iii. * Cultivate and recruit new members from beyond the board's traditional circles.

iv. * With the board chair, help assess and maintain board members' rnance individual commitment, support, and participation in gove

ard. duties. Ov. * bserve and nurture potential leaders within the bo

members' eligibility for re‐election. vi. * Evaluate board vi

d. Educatei.

board members i. * Orient new board members to ensure that they have adequate materials and understand their roles and responsibilities.

ii. * Involve board members in "continuing education." The governance committee can update board members (about new programs,

lls legislative action, and so forth) and continue to improve their skias board members.

iii. * Establish an effective communications network to keep board ough newsletters, board and

u notes. members apprised of activities thr

i committee minutes, media reports, phone calls, and thank yo

v. Evaluate the board's performance v. * Annually lead the board in its self‐assessment and develop recommendations to the board for self‐improvement.

vi. * Discuss with the chief executive staff (and perhaps other staff) their views of the board's performance and ways to strengthen the board in both its governing and supporting role.

These particular tasks are only the skeleton of the governance committee's job. The spirit of he committee is to ensure that the board is doing its job and doing it well, and if not, come tup with suggestions to remedy that. etsy Rosenblatt is the Communications Officer at the Eugene and Agnes Meyer Foundation

D.C, and former Editor at BoardSource. Bin Washington, April 10, 2010

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The Board of Directors of Community Action Partnership of Sonoma County, in

accordance with our Mission Statement of partnering with low income families

and individuals to achieve economic and social stability and to advocate for

social justice, authorizes the agency to amend the 401(K) Profit Sharing Plan

pursuant to the provisions of the Plan and is exercising that right to bring the Plan

into final compliance with provisions of the EGTRRA legislation (the Economic

Growth and Tax Relief Reconciliation Act of 2001).


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BOARD OF DIRECTORS RESOLUTION

WHEREAS, the Board of Directors of Community Action Partnership of Sonoma

County (the employer) has assembled in a meeting this 27th day of April, 2010.

WHEREAS, the Employer established the 401(K) Profit Sharing Plan (the plan) to

provide retirement benefits for employees of the Employer;

WHEREAS, the Employer has the right to amend the Plan pursuant to the provisions of

the Plan and is exercising that right to bring the Plan into final compliance with

provisions of the EGTRRA legislation (the Economic Growth and Tax Relief

Reconciliation Act of 2001);

WHEREAS, the Board of Directors has reviewed the provisions of the attached restated

Plan.

NOW, THEREFORE, BE IT RESOLVED THAT:

• The attached restated Plan and all provisions contained therein is hereby approved,

and the appropriate officers, named below, of the Employer are authorized and

directed to execute the attached Plan Document;

• Oscar Chavez / Exectuive Director (Officer(s) and agent(s) of the Employer) is hereby authorized and directed to take such further action as may be necessary,

appropriate or advisable to effectuate the foregoing resolutions.

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The undersigned Stephen Thomas (Board President) of the Employer hereby certifies that

the foregoing resolutions were duly adopted by the Board of Directors on the 27th day of

April , 2010, and that the documents attached thereto are the true copies of the documents

referenced in those resolutions.

Secretary of the Board / Board President Date

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Board Development/Governance Committee Minutes March 23, 2010 5:00PM resent: Oscar Chávez, Karen Erickson, Pat Kuta, Stephanie Puentes, Stephen Thomas, ran iscPF

c o H. Vázquez.

1. Defining the charge of the committee: a. Maintain

b. Mon or

Board roster.

it :

i. Recruiting

ii. Tracking ii ii. Orientation and training v. Database of potential members

oration and By‐Laws as v. Review and update Articles of Incorpnece sa

vi. Mak sus ry e re board is paying attention: 1. to “generative” questions meaning the larger issues. The

vision and beyond (as suggested by book on Board Leadership—title?)

a one‐page scorecard or dashboard focused on ition to the dashboard on CAP)

2. by keeping

the Board (in add

vv ii. Board attendance iii. ommittee participation

t) C

ix. Financial contribution (participation, rather than amoun

c. Stephanie volunteered to provide documents from other Board Development Committees that we could use as guides to define our charge.

2. erms about to expire: Francisco (he turned his two letters in to Oscar), Arnie (he is T

unclear if he needs one or two letters), Jim Shelton (letter from Supervisor on file).

3. ode of Conduct. It was approved with John’s edits (after the Board approved it). CJoan needs to be informed of this approval.

4. Board Manual. In order to expedite its completion, we decided not to wait for financial graphics but to go ahead and include the Board documents we already have. The draft will be reviewed by each of the BD/G Committee members in this order: Karen, Francisco, Jim, and Stephanie (Pat and Steve have already reviewed it) and have it completed by April 16.

5. Timelines and responsibilities: BD/G meetings will take place on the second Tuesday of every month 9:00AM‐10:30AM. Chair indicated his preference to set

timelines and priorities for all agenda items.

he Brown Act? Pat to ask County attorney.

6. Question: Do we come under t

7. Meeting adjourned at 6:25PM

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Community Action Partnership Board Development and Governance Committee Meeting

Minutes April 13, 2010

Present: Board: Pat Kuta, Francisco H. Vázquez, Stephanie Puentes, Karen Erickson Staff: Oscar Chavez, Joan Michael

1. Approve minutes and agenda and prioritize items.

a. Clarify reappointment procedure and status of current reappointments. Questions to consider: b. Are we operating under the old By-Laws?

c. Have the new By-Laws been approved?

The revised bylaws have been finalized. Joan will resend to the full board. This item will appear under committee reports for discussion.

d. If “a” then we can move ahead with current reappointments.

e. Clarify appointment of Low income sector under new By-Laws: At least one-third shall be persons chosen in accordance with democratic selection procedures as outlined in Agency Policy (name it) to assure that the Low-Income sector Directors represent the poor, reside in the area served and represent Agency service areas. One director shall be a member of the Head Start Policy Council.

Policy was to be written around the reappointment of Low Income Sector representatives but it apparently has not been written yet. Committee members agreed to proceed with the process under the old bylaws. Pat recommended that someone be appointed to review the old bylaws to determine which policies are missing. Francisco will ask Steve for a review of the policies in the old bylaws. Joan will convene the Low Income Sector to meet to discuss the reappointment of Francisco and Arnie immediately prior to board meeting.

f. Review said “Agency Policy” (is it the one in the manual?)

Joan will create a policy and procedure manual for the board

2. Review packet of supportive documents for meeting and Fill out Timeline,

Schedules and Reviews Francisco created a Timeline Chart so we can keep track of our progress. All of them were addressed at these meetings. Three of them were added: 7. To make sure that each committee has a detailed written description of its charge. 8. Consult by-laws for a process to establish subcommittees. And 9, noted below to find a representative for the Santa Rosa City Council.

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3. Review draft of charge of committee. (Docs sent to Joan to format for us:

Board Attendance, Board Renewal, and Board Recruitment. Thanks, Stephanie!)

Committee members reviewed the committee description as prepared by Francisco. Motion made for the full board accept the Development and Governance Committee description as written: MSC: Erickson / Vazquez All in favor / none against/ approved A recommendation was made that each committee prepare a charter. This action item will be put under “New Business” on the board meeting agenda. The official title of committee has been designated as Board Development and Governance Committee. Joan will reformat the Board Attendance, Board Renewal, Board Recruitment documents forwarded by Francisco.

4. Manual. Go over suggestions thus far (attachment plus written notes on manual).

The question was posed as to whether we should we have a web format. Oscar is planning to have the board manual on the web. Francisco reviewed his board manual comments. The committee agreed with his suggestions Pat would like the budget in the financial section of the manual as well as a monthly report that details how the money is distributed across the programs. By the next time that the committee meets (May 11) , they would like to have the board manual ready to be finalized.

5. Search for additional Board members (as per Steve’s suggestion). We have:

a. 3 public (Melody, Steve, and Jim S.),

b. 6 private (Barbara, Leigh, Karen, Stephanie, Pat and Debbie)

c. 5 low income (Sonia, Irma, Jim W. Francisco and Arnie),

6. We need 4 additional members (3 public and 1 low income for a total of 18).

a. Fill two Public sectors through County Board of Supervisors so all Districts are represented (Districts 1 and 2 are open). Approach an elected leader (whether from the Board of Supes or another political body, say a state assembly person, state senator, US congressman or a city council member) to endorse as their rep on our Board. Briceno could be public.

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Attorney Frank Briceno has been identified as a potential board member to sit on the Public Sector. He has a long history of involvement in the community (SRJC Board of Trustees, candidate for judge) and also identifies with Latino issues. He would like to meet to gather more information such as the expected level of commitment. Oscar suggested that we ask him to be an advisory member for the first three months as he is currently involved in three litigations that are taking up a lot of his time. If he is willing to sign an agreement to this effect, it will satisfy the National Head Start compliance issue. Committee members are ok with him having sporadic attendance at the start vs. being an advisory member. Francisco, Karen, and Oscar may be able to meet with Mr. Briceno on Wednesday, 4/21 at 11:30 – Stephanie may be able to meet as well but she will have to check her calendar. There was a discussion regarding the representation of a public official other than the Board of Supervisors such as a representative of a city council member. Karen will approach Mayor Gorin for her recommendations. Mayor Gorin has a staff member that is knowledgeable regarding economic development so she might be a good fit for us. Stephanie is in Valerie Brown’s district 1. If the board needs to move her from the private sector to the public sector, she will move. We also need a city development person for board. Would Ernesto Olivares be willing to sit on the board? Magdalena Ridley was suggested. She runs Bayer Farm in Roseland and occasionally writes for the Press Democrat.

b. The Roseland Exchange Bank person would probably qualify as a low-

income provider. Carmen Garcia has been contacted but Francisco has not heard back from her yet. Another name brought up is Magdalena Ridley, from LandPaths’ Bayer Garden in Roseland, where she also resides.

7. Update on Advisory Board Discussions and first reading of Advisory Board Process.

The function of the advisory board is to recruit people for committees, to write letters, and to perform miscellaneous other duties in support of the board. Specialized groups will be drawn from large group to focus on specific issues. The advisory board would meet as infrequently as one time per year. The committee shared the names of potential advisory board committee members; Jim Berger, Naomi Fuchs, and Liz Yager. The committee anticipates recruiting people who are interested in the agency’s work and serving on the board but can not serve in an ongoing committed manner. Francisco asked if anyone on the committee would like to be the lead person in developing the advisory board. In order to maximize the potential of the advisory board, there needs to be stewardship of the committee and agency staff needs to be aware that this resource is available. Oscar will inquire of management as to who will need advisors. He will report back to the committee in this regard.

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Pat volunteered to be the lead person and she will start by doing more research on the function of advisory boards in other non-profit agencies in order to acquire information on different models and operating guidelines. This research will inform our subsequent discussions.

8. Other

There was a discussion regarding the reporting of agency financials at the board meetings. This has not been done to date. Stephanie shared what has been done regarding financial reporting at another board on which she serves. Financial reporting is a service to board members in terms of education. For example, such reporting can help board members learn how to read a budget. Oscar suggested that a financial report to the full board be provided on a quarterly basis or once every six months. Pat would like a report from the treasurer (Barbara Barney) to be included in the board packet each month. Committee members would also like a monthly committee report from the Finance Committee and monthly financials to be included in the board packet. Oscar suggested that these recommendations be brought to the Finance Committee. Pat suggested that a financial workshop be held once a year by the Finance Committee. What is relevant for board members to know regarding the financials? Oscar will meet with Steven Lester to compile a list of information and general trends. The committee would like to know which programs are sunsetting. Pat thinks that the board should have been discussing the fund balance that has been going down over the past year. Oscar commented that just looking at the financials does not tell the whole story. There needs to be a review and analysis on a regular basis which is the Finance Committee’s responsibility. It is also their responsibility to bring this information to the board. Oscar will talk to Steve Thomas and Steven Lester regarding the board’s concerns about financial reporting to board. Then Steve will meet with Barbara. Status of these meetings will go in the E.D.’s report this month. Pat requested a “summary of decisions” from each board meeting. Committee members agreed that would be too much added work. All agreed that board members need to review the board minutes sooner than immediately prior to the board meeting. Oscar agreed that they can be sent in draft form (and marked accordingly) prior to being included in the board packet in final form.

Next meeting – May 11th at 9:00 Adjourned: 10:35 a.m.

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Community Action Partnership Finance Committee Minutes

Tuesday April 20, 2010 4:00 P.M.

Conference Room 101 Present: Board: Jim Wright, Barbara Barney Staff: Steven Lester, Joan Michael, Oscar Chavez, April Jurasin (Empire College Intern)

1. HR update: Diana not in attendance Resolution to pass but committee has decided to wait for Diana so she can explain this item. It will be put under new business for the full board’s review.

2. Finance Department Update

a. Audit Schedule i. May 4, 2010 – auditors will be back for approx. 4 days One finding: Two W-4s were not dated and signed several years ago.

3. February 2010 Balance Sheet – reviewed Van Guard has come up considerably since last year – we have recovered what was lost last year.

4. February 2010 Summary Report – reviewed

5. February 2010 P&L – amount before depreciation 6. February 2010 Accounts Receivable Schedule – reviewed

Only a few items that are 120 days.

7. Bank Statement reconciliation; reviewed and signed by Barbara Barney. The agency has received $100,000 in funding from a health grant. These are restricted funds and a liability. Combined revenue and expense – we hit the indirect number for the year – the number was a little higher than anticipated. We reached the number needed for In Kind for Head Start. There are two lines for In Kind in the new system. There is one line for gap and one for nongap. Joan will schedule a meeting of the financial task force. Task force members: Pat Kuta, Steve Thomas, Jim Shelton, Jim Wright, Barbara Barney, Steven Lester, Oscar Chavez, Kai Nissley

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Barbara inquired of Steven as to where El Verano and Healdsburg fit into our programming. A short discussion followed. Adjourned: 4:30 p.m.

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Marketing & Development Committee

April 12, 2010 @ 4pm 1300 North Dutton Avenue – Conference Room

AGENDA

Present: Staff: Joan Michael, John Way, Kai Nissley Board Members: Karen Erickson, Pat Kuta, Melody Montero, Irma Garcia I. VISIBILITY

A. Events a. DIG Town Hall Meeting – April 1st @ 5:30

The meeting went very well. There will be pictures available at the next board meeting. In attendance were Brian Farrell, Judge Wick, Donna Newman – Fields, Stephen Passalaqua, and Office David MacDonald. We received good feedback from community members.

b. SCOHAC Celebration Dr. Mary Maddux is interested in sponsoring an event.

c. Sustainable Food & Gardening Festival – April 24th 12 – 4:30 pm John does not need board participation but welcomed them to come if they would like. John advised them of this event for their information.

d. Sloan Open House Garden Party Postponed

e. Charlie’s Grill On May 5th, Charlie’s will donate 25% of their dinner proceeds to Sloan. Melody is expecting this to be a good event. The event will be written up in Charlie’s newsletter and an advertisement will also go into guest checks in the two weeks prior to the event.

B. Internet Strategies

a. New Website Update The development of the website is right on track for June per the last phone conversation with the vendor, Eric. Many of the content pieces had to be recreated. Content is relevant and up to date. A call has been scheduled for this Thursday which is when we will be given a login date which will allow us to view the proposed website. The Board committee would like to come together to view the website. The new website will be available to the public on June 15 according to the contract.

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b. Facebook 14 fans have been added from the last time numbers were reported and this morning. 771 unique visits to the page were recorded in one week (March 25 – April 1)

II. DEVELOPMENT

A. 60 Day Campaign Update

Kai recommends that the 60 Day Campaign which started on April 1st focus on fundraising for Sloan. The goal is to raise $200,000. The fundraising method that will be utilized for the 60 Day Campaign is a direct ask. John and Helen put together a list of agencies with funding that are not currently contributing to agency for inclusion in the campaign. Teams of two will be given a briefing sheet of whom we are doing the ask starting with foundations. Each program area with a deficit was reviewed and funding possibilities were reviewed as well. We requested a carry over of funds so that the mentoring program will run until September. Private asks were determined to be the most appropriate for Sloan. In other communities, shelters are generally funded locally. If we could fundraise $100k each year, we could fill in the additional $100k with grants. The board will be asked to review the contact list to gain information on the contacts that will be asked. There was a discussion about the information that will be given at the ask and how it is to be handled. Pat endorses this campaign and suggest that we approach it strategically. Committee members gave Kai the authorization to share with the board that the focus of this campaign will be for Sloan.

B. Review “Ways to Support” Tool

This document outlines ways to contribute to the agency. Will be able to download this tool from the website and it will be on the “join us” page on the website.

Karen asked if donors can donate online without incurring a credit card fee which can be 2-3% of contribution amount. John will find out if it is possible to have donations taken directly out of a donor’s checking account to avoid a credit card fee.

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III. IDEA GENERATION

A. Donor Parties A house party could be given on a quarterly basis to ask an invited group of people (as few as 10 but could be15- 20 or more) for donations. This would be a mission driven appeal vs. a program driven appeal. It was suggested that we try different venues and we need to develop a list of potential hosts. Possible hosts of the parties could be Ernie Shelton and/or Marguerite Longtin. Pat would like to see a 7-8 minute video produced with a compelling narrative that speaks to the mission of agency. We could have it professionally produced outside of the agency. John has a contact at the Volunteer Center but has not heard back yet. The video could tell the story of one family that has utilized several of agency’s services. A task force for the development of the video to include voices and still pictures will be created. We need names of possible producers. Committee members were charged with coming back to committee meeting by a given date with the names of producers. Melody will ask her husband for possible names. We may be able to produce our own video in the interest of time but still be working on professional video. Pat will work on a draft script. Karen will contact Ed who produced a video for free for the Volunteer Center. John will put together a Request for Proposal.

At Karen’s daughter’s agency’s fundraiser, there was a documentary shown about the agency. At another fundraiser, there was a pianist. We need to give guests something when they come.

The first party to be given will support Sloan. We can learn from this ask to increase the chances of success at subsequent parties. We will work with the hosts to determine what they would like to do. John indicated that at other similar parties, the host matched what was raised at the party they were hosting. Melody will follow up with Sandy Shelton for her ideas as the committee has been receiving multiple ideas from her. John is willing to meet prior to the next meeting so that she can share her ideas.

IV. OTHER The committee members asked if a pledge sheet could be distributed at the board meeting for the Human Race.

Next meeting – 5/4 @ 4:00 p.m. Adjourned: 5:35 p.m.

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N:\Admin\BOARD\ProgramComm\2010\April\Program Minutes 0410.doc

1

PROGRAM COMMITTEE MINUTES Wednesday April 7, 2010

Called to order: 5 PM Present: Board: Irma Garcia, Leigh Hall, Pat Kuta, Sonia Ramirez; Pat agreed to Chair the meeting as Karen was away. Staff: Oscar Chavez, Julie Kawahara, Joan Michael, Kai Nissley, Ofelia Ochoa-Morris, Siliva Santiago, Edwin Ferran

Introductions, welcome

I. Programming/Planning A. Strategic Planning - Information Item

Edwin presented an update on the reorganization and our headings on our Theory of Change

On 3/30/10 a reorganization of the Agency was announced to all staff. Three open forums are scheduled at which Oscar will be available to staff for questions regarding the reorganization. The transition team is working with the division directors to get the word out to staff, to allay concerns, and rumors. Edwin is acting as the Interim Director of Program Transformation which is a position that will end by December. He will be working with programs during the transition to make sure that this change doesn’t affect program outcomes.

Oscar will update the Board at the next board meeting as to the progress of the reorganization. Kai and Edwin will co-staff this committee meeting for the present time.

Strategic Plan Dashboard project update – deferred for this month No substance to provide at this meeting as Edwin has been focused on the reorganization. Edwin will report on the dashboard project at the next meeting based on the progress of the transition.

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2

B. Head Start

Information/Training Items => Timeline – projection - Attachment B Overview of Findings on the on-site monitoring (Program Committee members were given copies; Original to the Board Chair) A conference call, possibly this Friday, will be held with our regional office to follow up on the federal monitoring findings. There were two areas of non compliance: the recertification of the audit and lack of a legal representative on the Board of Directors. There will be 120 days to comply with these findings. The monitoring report is very good overall. A potential board member to satisfy legal requirement has been identified. The audit issue was resolved while the monitoring group was here, but after they had left the office to type up their notes, so this should be straightforward.

Seven centers exceeded the national average for specific categories (Classroom Assessment Scoring System). Ofelia indicated this documentation is available for review.

Child Outcomes Report - Attachment H Three standardized assessments of each child are performed throughout year. The child outcomes are separated by domains with specific indicators to address the development of the whole child. The fall and winter assessments were reviewed with committee members. From this report, training needs can be identified so that teachers can design their curriculum and activities to build skills where growth is needed. Board members had a chance to discuss this report, the way that it is developed, and how it is used in the classroom and program for quality improvement.

Action Items =>

Cost of Living adjustments – Attachment J A one time 1.84% COL adjustment was given for a period of one year. Head Start proposes the submission of a grant to allow for the continuation of the 1.84% increase which would become an ongoing part of the basic grant. Board review of the context in which this occurred, and question regarding how it would be implemented.

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Motion to recommend to the full board submission of a grant proposal of 1.84% increase for salary and fringes that would become an ongoing part of the basic grant. MSC: Hall / Garcia All in favor / none opposed Pre-school contract – Attachment K The agency has one pre-school classroom of 20 students, currently housed in the Roseland Head Start complex in Roseland Room 4. The contract does not provide the full 12% indirect rate but rather only 8%. The reimbursement we receive does not ever cover the full cost of providing the pre-school services. When a student leaves the program, the Head Start program has to wait 14 days before declaring the spot open. The program has to go through a central eligibility list from which to choose a potential student. Both of these factors cause additional delays with a contract that only provides reimbursement for a child when they are in attendance. Ofelia recommends that we relinquish contract that is up for renewal in July as it is not working for us as a grantee. Board discussion on the history of the program, what it contributes to the program, and whether it significantly improves program quality.

Motion from the Program committee: Recommend to the full board that the Agency relinquish the state pre-school contract. MSC: Garcia / Ramirez All in favor / none opposed

C. Compassion Capacity Building (CCB) Grant – sub-award process

Information/Training Items =>

i. CCB – update on process and procedure for the sub-award plan Power Point Presentation - Julie Kawahara Advance notification was given to all board members that the program committee would be reviewing the process for the sub-awards at this meeting, and would be certifying that the process met with the agreed to guidelines.

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The key components of the process from developing the sub award plan to the final decision and notification were presented. There were five focus areas for capacity building in the Request for Proposal: Program, organizational, revenue, leadership, and community engagement. There was a preliminary screening and a secondary review. The community review team consisted of 10 reviewers all familiar with the CCB process. Each member of the team had experience reviewing proposals for other agencies (ie…First Five, United Way, Measure O). An evaluation tool was crafted to allow for an objective review limiting the biases of the reviewers. The reviews were conducted independently with scoring sheets. The reviewers had 10 days to review 10 proposals. The reviewers were given the choice to communicate with each other. Bonus points were given for geography (outlying areas were given more points), no previous federal funding, attendance at agency trainings. Deductions were taken for poor past performance if they were a prior grantee of the CCB grant. Merits and shortcomings of the applications were discussed over three days of meetings with all reviewers. The total available funds to award are $196,096 pending the “Carry Forward” approval additional funds would be available. In addition, this year other funders also made grants including capacity building, for which CCB staff are providing training and technical assistance. Applicants that were likely to be awarded were contacted to obtain a variety of information to ensure that the application was sound (i.e…fiscal review for accountability, IT review for reasonableness and budget). A final face-to-face meeting with the review team was held this morning. A list was distributed to the committee indicating which agencies would be awarded based on currently available funding and a separate list based on approval of carry over funding. 25% of the applicants were recommended for partial funding. If we were able to assist an agency through our staff, we gave partial funding. Some projects were not likely to have been completed in six months time so we only gave partial funding based on what they thought they could do if only awarded partial funding. Profiles of the grantees will be posted on the website. Staff will continue to work with grantees on partial awards during the site-visit process.

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CCB staff worked hard to make this process fair and equitable with reduced biases. CCB will work to connect those that were not awarded to other groups from which they might receive funding and/or support.

Pat was impressed that CCB had built upon their first year’s experience and improved their process. She believes that the process has a lot of credibility and will be acknowledged as such within the community.

Julie stated that we have a good relationship with reviewers. They will be coming back soon to debrief with Julie and to strategize the process for future years.

Julie requests approval from the Program Committee to announce the awards. The Program Committee approves the process by which the applications were reviewed and awarded. MSC: Hall / Kuta All in favor / none opposed This action does not have to be forwarded to the full board.

ii. Dashboard – overhead projection

Kai presented to the Board the final Fiscal year dashboard on program budgets, and an update on programs not already discussed. Kai explained what she has learned through the use of the dashboard. Changes to the budget line discussed. A 60 day fundraising plan has been developed for Sloan. The details of this plan will be forwarded to the Board by Kai

D. Planning Program/Funding updates

Information/Discussion Items => i. Update – Transition Housing for Victims – not submitted

(Attachment D) A Transitional housing grant was written but the YWCA decided they didn’t want to move forward so the grant was not submitted.

ii. YouthBuild Mentoring (Attachment E)

Mentoring Program Enhancement for existing programs. The funding is for multiple years.

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6

iii. Community Action Zone discretionary (Attachment F) Discretionary funds are available from the Community Service Block Grant in the amount of $140,000. If we are awarded the money in October, it will be used for the Roseland Community Action Zone Project and we will have one year to spend it.

iv. Housing Best Practices – discretionary (Attachment G)

The Community Service Block Grant has targeted discretionary funds available. There is a homelessness component in the amount of $100,000 which would be used to develop best practices at Sloan using the SOAR method (case management model).

v. Measure O – pending

For existing Padres Unidos and Project Safe activities. II. Evaluation

A. Fair Housing, Sloan and HCA had onsite monitoring this month for Community Development Block Grant funds No written feedback has been received but the verbal feedback was positive.

III. Other Business MetLife Grant We have advanced to the second round for the Metlife Grant of which only 17% of the applications advance. If we are awarded the grant, the funds will be used for the Neighborhood Revitalization Project ADJOURN: 7:10 p.m

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7

Attachment A Program Committee

Preliminary 2010 Membership: Karen Erickson – Chair Debbie Blanton Leigh Hall Pat Kuta Irma Garcia Sonia Ramirez Board Chair, ad hoc Agency Staff: Kai Nissley, Edwin Ferran Program Directors, the Executive Director and other staff may join the committee for discussions on individual items. Meeting time: First Wednesday of each month at 5:00 at 1300 North Dutton (office building). This time may be changed by the committee to accommodate member or program needs and will be indicated on the agenda. Overview of activities Review and recommend to the full board actions that need to be taken in regard to program planning, implementation, and evaluation. Items currently brought before committee include – A. Planning process and documents

1) Community Action Plan (bi-annual update) 2) Strategic Plan Implementation 3) Head Start Community Assessment (updated annually) 4) Agency Calendar 5) Updates on grant applications for new or continuing operations 6) Discussion of new programs, expansions, or strategies for achieving existing plan

B. Implementation and evaluation The committee gets periodic reports on implementation of existing programs, particularly if there is any area that is having problems. Staff seek to identify and inform Board and committee members of items which might be indicative of program implementation issues which the board should be aware of. For instance, if staff thinks that a program is having significant problems or suspects that we will not meet our contractual obligations. Therefore, the committee agenda’s include

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8

1) Periodic Staff reports from various Agency divisions and programs 2) Regular reports on program outcomes from the Head Start division 3) All reports from external program evaluations

Preparation for participation: On the Monday of the week prior to the program committee meeting, Kai requests from Division Directors updates on any items to go before the committee. (She usually also copies this reminder to the Chair of this committee.) By the end of the day on Friday, she will prepare a draft agenda. The target timeframe by Program Committee members has been a one-hour meeting, so some selectivity occurs with agenda items that go before the Committee. Kai sends an electronic version of the draft agenda to each Program Committee member. Additionally, it goes to the Board Chair, Executive Director, and any member of the program staff who will be participating in the meeting. This agenda is posted for public awareness. Generally, the agenda has attached most of the handouts that will be discussed, but sometimes additional documents arrive at the meeting or are presented on the screens. To effectively participate, committee members may find it helpful to review the summary of the strategic plan, and the overview of programs. At the meeting, our current policy is to make available paper copies of the agenda and handouts – it is possible that with the use of electronic media, we will do less of this, but this tends to be a “dense” meeting, with lots of details, so reviewing materials in advance helps members be more prepared for discussion. At the actual meeting, the committee Chair runs the meeting. Kai takes notes and acts as facilitator and staff member or as she is available, Joan joins the meeting to take notes.

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Page 9 of 19

ATTACHMENT B Community Action Partnership of Sonoma County

HEAD START / EARLY HEAD START Planning Process Time Line

JANUARY

FEBRUARY

MARCH

APRIL

MAY

JUNE

Community Assessment Pre-Planning

Recruitment/Selection/Enrollment Procedures

*

Community Assessment

----------- Data Gathering ----------------------------------------------------- Compile Report -------------

Parent Survey

Program Self Assessment or

Federal Monitoring Review *

Mission & Values Statement *

Select Community Issues & Program

Priorities * Requires Board approval ** May require Board approval

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Page 10 of 19

Community Action Partnership of Sonoma County HEAD START / EARLY HEAD START

Planning Process Time Line

JULY

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

Select Community Issues & Program

Priorities

Develop or Update Program Goals, Objectives, Strategies*

Review Policy Council By-Laws*

Gather and Compile Data for Annual Public Report Post Annual Public Report on Web Site

Review Quality Program Assurance

Policy*

Develop or Update Area Plans & Strategies

Develop the Budget

Finalize Grant Application*

Review Personnel Policies &

Procedures**

Review Planning Process*

Submit Grant Application

Due December 1

* Requires Board approval ** May require Board approval Approved by Policy Council: 9/25/97 Latest: 11-19-09 Approved by Community Action Partnership of Sonoma County Board: 10/21/97 Latest: 12-15-09

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Page 11 of 19

ATTACHMENT D

Community Action Partnership of Sonoma County Funding Request Profile

Date: February 2, 2010; update March 2, 2010; updated March 23, 2010

Grant Name: Transitional Housing Assistance Grant for Victims of Sexual Assault; Domestic Violence; Dating violence and stalking

Renewal -Application Yes No

If yes, please include existing Grant # A. Funding Request Amount/Period of Time

$250,000 over 36 months

B. Purpose of Funding

Community Action Partnership would apply in partnership with the YWCA, Interfaith Shelter Networks United Against Sexual Assault to improve access to transitional housing for women from the targeted communities at our transitional shelters. We would use our role as an intermediary to improve access to safe transitional housing and to improve the network of service delivery to women at risk C. Source of Funds

Department of Justice, Office on Violence Against Women

D. Program/Project Information:

1. Agency Responsible Party: Community Action Partnership/Housing Division 2. Background Information: Community Action is seeking funding to support operating costs associated with transitional housing, and staff expertise in violence against women.

3. Program Goals/Objectives: Still to be developed, but grant requires housing (Due March 9th) 4. Program detail as appropriate: Community Action applied in partnership with these organizations last year, but was not funded

5. Special circumstances if applicable:

E. Use of Funds (Budget Information):

Provide operating expenses, staff and Indirect. F. Link to strategic plan objectives:

Goal 2: Collaborate with strategic partners searching for opportunities for optimal leverage and impacts; 2.1 develop three new ways of delivering/realigning partnerships based on relationships

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Page 12 of 19

ATTACHMENT E


Date: April 2, 2010

Grant Name: Mentoring Program Enhancement

Re-Application Yes No

If yes, please include existing Grant #

E. Funding Request Amount/Period of Time

$ 300,000 - $500,000 over 24-36 months

F. Purpose of Funding

To enhance existing mentoring programs

G. Source of Funds

Federal, Office of Juvenile Justice

H. Program/Project Information:

6. Agency Responsible Party: Community Action Partnership – Youth and Neighborhood Services

7. Background Information: 8. Program Goals/Objectives:

i. Improve existing programs through incorporating best practices 9. Program detail as appropriate:

Our Department of Education funding program is operating with a no cost extension through October, 2010. This would also coordinate with YouthBuild Mentoring grant (see program committee, Feb 2010)



Staff, direct service, indirect

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Page 13 of 19

ATTACHMENT F


Date: April 2, 2010

Grant Name: Community Service Block Grant – Discretionary request



I. Funding Request Amount/Period of Time

$ 140,000

J. Purpose of Funding

Special projects consistent with the goals of CSBG funds

K. Source of Funds

Federal, Community Service Block Grants, Discretionary funding

L. Program/Project Information:

11. Agency Responsible Party: Community Action Partnership –

12. Background Information: 13. Program Goals/Objectives: To plan and roll out best practices in Roseland Community Action Zone

14. Program detail as appropriate: See last month on Community Action Zone




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Page 14 of 19

ATTACHMENT G


Date: April 2, 2010

Grant Name: Community Service Block Grant – Discretionary request



M. Funding Request Amount/Period of Time

$ 70,000

N. Purpose of Funding

Special projects consistent with the goals of CSBG funds

O. Source of Funds

Federal, Community Service Block Grants, Discretionary funding

P. Program/Project Information:

16. Agency Responsible Party: Community Action Partnership – Housing

17. Background Information: 18. Program Goals/Objectives: To incorporate best practices through SOAR and screening tool for HCA

19. Program detail as appropriate: Homeless services in general have fewer best practices than most other areas of the agency. Countywide, even fewer are in use. This enables us to test and model the use of best practices for this vulnerable population.




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Page 15 of 19

ATTACHMENT H

Community Action Partnership - Head Start Program Child Outcomes by Domain 09-10 All Children Language

Rating Fall 09 Winter 10 % Change Spring 10 % Change from Fall 09

Integrating 0.6% 21.2% 20.6% Building 21.4% 44.4% 23.0% Developing 48.4% 30.1% -18.3% Exploring 22.8% 3.9% -18.9% Not Yet 0.9% 0.0% -0.9% Unable to Rate 0.2% 0.2% 0.0% ELL1 & ELL2


Integrating 17.3% 24.7% 7.4% Building 25.4% 41.5% 16.1% Developing 33.3% 23.1% -10.2% Exploring 21.4% 9.9% -11.5% Not Yet 0.4% 0.5% 0.1% Unable to Rate 0.5% 4.5% 4.1% Literacy


Integrating 2.5% 11.2% 8.7% Building 13.6% 40.0% 26.4% Developing 42.3% 37.6% -4.7% Exploring 38.1% 10.6% -27.5% Not Yet 2.7% 0.5% -2.2% Unable to Rate 0.0% 0.0% 0.0% Mathematics


Integrating 3.5% 11.8% 8.3% Building 16.4% 39.1% 22.7% Developing 37.4% 35.3% -2.1% Exploring 34.7% 11.2% -23.5% Not Yet 7.1% 1.4% -5.7% Unable to Rate 0.1% 0.0% -0.1%

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Page 16 of 19

Science


Integrating 2.7% 13.6% 10.9% Building 19.7% 45.4% 25.7% Developing 43.2% 33.9% -9.3% Exploring 31.3% 6.6% -24.7% Not Yet 1.1% 0.1% -1.0% Unable to Rate 0.2% 0.2% 0.0% (All Children Continued) Creative Arts


Integrating 5.4% 22.9% 17.5% Building 28.7% 48.8% 20.1% Developing 44.1% 25.7% -18.4% Exploring 20.6% 2.3% -18.3% Not Yet 0.5% 0.0% -0.5% Unable to Rate 0.0% 0.0% 0.0% Social & Emotional


Integrating 4.7% 19.3% 14.6% Building 24.5% 46.9% 22.4% Developing 44.3% 29.3% -15.0% Exploring 24.2% 4.2% -20.0% Not Yet 1.6% 0.1% -1.5% Unable to Rate 0.0% 0.0% 0.0% Approaches to Learning


Integrating 3.8% 18.4% 14.6% Building 26.1% 47.5% 21.4% Developing 43.6% 29.9% -13.7% Exploring 24.7% 3.9% -20.8% Not Yet 1.0% 0.1% -0.9% Unable to Rate 0.1% 0.0% -0.1%

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Page 17 of 19

Physical Health & Development


Integrating 7.0% 26.2% 19.2% Building 31.0% 45.4% 14.4% Developing 40.6% 24.4% -16.2% Exploring 20.2% 3.8% -16.4% Not Yet 0.5% 0.1% -0.4% Unable to Rate 0.0% 0.0% 0.0%

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Page 18 of 19

ATTACHMENT J 2010-11 Community Action Partnership of Sonoma County

COLA 1.84% HEAD START GRANT (PA22) Direct Services $51,433 Indirect Costs, 12% $6,172 Total Funds $ 57,605 Non-Federal Contribution $ 14,401 EARLY HEAD START GRANT (PA25) Direct Services $ 5,578 Indirect Costs, 12% $ 669 Total Funds $ 6,247 Non-Federal Contribution $ 1,562 Head Start Federal Funds $ 57,605 Early Head Start Federal Funds $ 6,247 Sub-Total $ 63,852 Non-Federal Contribution $ 15,963 TOTAL $ 79,815 Recommend approval of the 1.84% COLA grant proposal for salary and fringe benefits.

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Page 19 of 19

ATTACHMENT K Background: Community Action sought a pre-school grant during the period when the Bush administration was looking at moving all of Head Start into the State Pre-school systems in order to see how we might improve services to Head Start using this as a source of in-kind services. Staff are now reviewing that decision. State Preschool Analysis: The contract does not provide the full Indirect rate of 12%, only a maximum of 8% The reimbursement amount of this contract does not cover the full cost of providing services; it is aligned with the Head Start program to fully meet costs. The State and Head Start funding requirements are each complex in regards to eligibility and requirements for enrolling/and dropping; the two funding sources’ regulation complexity contributes to a lack of cost effectiveness and the barriers to earn the full contract. Some Examples:

State requires the use of a County Central Eligibility List; this list contains individuals that are within an area and may not even be interested in the service, yet we have to follow a procedure to contact them and wait for a time period before moving on the list. Drops require a program to give families a formal drop notice with a 14 to 19 days wait period; this provides a family an opportunity to change its mind before a slot can be refilled. A State priority for enrollment is a CPS case, yet Head Start requires that the parents are either working or in training as a priority for full day program enrollment, and these two requirements don’t automatically apply to each family situation.

The State uses a 3 year cycle to assess Contract viability; if a Contractor doesn’t earn its full contract within that time frame the State may not renew a contract. One positive angle of the contract, in addition to extra hours of care for children has been the in-kind. Mitigation: This has been part of our in-kind funding, losing it will require us to focus our efforts to be sure to find other sources. However, in the current year our new system of working with parents to better track their contributions to the goasl for their children has helped us to exceed our requirement. Recommendation: To inform the State that Community Action Partnership chooses to relinquish the State Contract for the State Preschool funds. Board Approval recommended.

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N:\Admin\BOARD\POLICY COUNCIL\2010\February\Policy Council 0210.doc

Community Action Partnership of Sonoma County

1300 North Dutton Avenue Santa Rosa, CA 95401-4610

Phone: (707) 544-6911 Fax: (707) 526-2918

www.capsonoma.org

HEAD START/EARLY HEAD START PROGRAM

Policy Council MINUTES

Regular Meeting Thursday, February 25, 2010

6:30 P.M.

Present Not Present

Yessenia Zepeda Sonia Ramirez Elvia Vega Derrick Gage Rosario Posadas Eliduvina Peñaloza Edy Javier Sam Kam Veronica Bazan Irais Uribe Gema Santiago

Staff: Ofelia Ochoa-Morris, Sue Martinez, and Lisa De Soto

1.0 Call to Order The meeting was called to order at 6:50 PM Elvia Vega, Chairperson, presiding.

2.0 Roll Call Irais Uribe, called roll; a quorum was present.

3.0 Introductions Introductions were made around the table.

4.0 Adoption of Agenda Motion to adopt the February 25, 2010 agenda with addition of Amended Celebration Policy – Employee Handbook - Action to New Business. Veronica/Gema – Motion carried.

5.0 Approval of Minutes Motion to approve the January 25 2010 minutes. Irais/Yessenia — Motion carried.

6.0 Correspondence None

7.0 OLD BUSINESS There was no old business.

8.0 NEW BUSINESS 8.1 Amended Celebration Policy – Employee Handbook - Action

Ofelia explained that the Celebration of Holidays Policy in the Employee Handbook verbiage was amended. She handed out the former policy and proposed revision and reviewed it. The intent of the Policy remains the same but some of the wording was revised. Motion to approve the Celebration Policy as presented. Yessenia/Eliduvina— Motion carried.

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8.2 Parent Activity Fund - Action

Elvia reported that the Ad Hoc committee had met. Their recommendations on how the Fund could be spent for the 2010-11 Fiscal year were presented. The Parent Activity Fund is $5,520 for the coming fiscal year, which breaks out to ten dollars per child. The committee recommended continuing the incentives plan for Parent Committee Meeting attendance, in the amount of $3,375. This would leave a balance of $2,145 for the new Policy Council to plan for in October or November 2010. Motion to approve the Ad Hoc Committee’s recommendation. Veronica/Rosario – Motion carried.

8.3 Recruitment Plan - Action

Ofelia explained that the Recruitment Ad Hoc committee met to discuss the overall recruitment plan for families to enter the program for the next program year. She stated that there was a good representation on the committee and that a thorough review had taken place. She outlined the major parts of the recruitment plan, including recruitment and outreach and the minor changes for this year. She reminded the Council that there are always more children in need of services than we are able to place. Motion to approve the Ad Hoc Committee’s recommended recruitment plan. Gema/Sam – Motion carried.

8.4 Special Circumstance Policy - Action

Ofelia presented the Special Circumstances Policy. She esplained that the Policy allowed Head Start/Early Head Start Managers to meet as a committee to review and consider extenuating family needs related to Admission, Attendance and Transportation when the need arises. Motion to approve the Special Circumstance Policy. Irais/Gema – Motion carried.

8.5 Over-income Slots / Eligibility Policy - Action

Ofelia explained the regulation which allows Head Start/Early Head Start to fill up to 10% of its total funded slots with children whose family income does not meet federal income eligibility guidelines. She reviewed the recommended Over-income Slot/Eligibility Policy’s three priority criteria for over-income enrollment. Motion to approve the Over-income Slots Policy. Yessenia/Gema – Motion carried.

8.6 Priority Points (HS, EHS) - Action

Ofelia discussed the importance of the priority point system to remain confidential. She stated that the Recruitment Ad Hoc Committee had thoroughly reviewed the current point system and discussed how each part works in terms of point assignments. She explained that the plan was mostly reorganized with no significant changes. Motion to approve the presented Priority Point system. Veronica/Rosario - Motion carried.

8.7 Program Self Assessment Process, 2010 - Action

Ofelia presented the self assessment process and highlighted how the process varied during a Federal Monitoring year, which just occurred. The self assessment process is scheduled for the month of April, although self assessment is an ongoing year-round process. Council and Board participation is requested to help assess the three different program areas: Program Design and Management; Child Health and Development Services; Family and Community Partnerships. The assessment occurs, then a plan is made and this plan will be brought back to Policy Council for approval. Motion to approve the Program Self Assessment Process. Irais/Gema – Motion carried.

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8.8 State Preschool Parent Survey – Information Sue explained that the survey is still coming in from the parents/guardians in the State Preschool classroom (Roseland, Rm 4). The parents who have submitted their survey have stated that they like the program. Teachers and FOW’s are encouraging the remaining parents to complete the survey.

COMMITTEES

9.0 Finance 9.1 Fiscal Update

Lisa gave the fiscal update. She stated that the award to have funds for North County construction and the kitchen remodel carried over to next fiscal year has not yet been received. The grantee assigned Region IX Specialist informed us that the reprogramming request had to go up another level since funding was originally approved at the higher level, and that the award should be in soon. Lisa stated that the Basic Head Start/Early Head Start award was received. She thanked the Policy Council for the tremendous efforts that were made this year to meet In-Kind. The Council has been great about bringing it up at their parent meetings and getting increased participation. She reminded everyone to be sure to continue their efforts since we would be starting a new fiscal year and will have to match kitchen and north county funds as well as basic funds. 9.2 Fiscal Reports – Action The finance committee reviewed the financial report for January 2010 and it was recommended for approval. Lisa reviewed the report and stated that the budget was on track and all grant expenditures would be made before the end of February. Motion to approve the January summary of expenditures. Yessenia/Gema. Motion carried.

10.0 Personnel

10.1 Personnel Update Rosario presented the personnel report. 10.2 Approve On-Call Substitutes/Temporary Employees – Action Kelsy Yajayrha Quiroz-Coria, Aurora Soriano, Pedra Hernandez Tapia, Guadalupe Galvan De Nunez, Maria Del Carmen Mendoza De Andrade, Guadalupe C. Dominguez Quinones, Elizabeth H. Morales, Ana M. Bermudez Rosales, Maria Guadalupe Garcia Cruz, Erandi Janet Iturbe-Nateras, Maria Rita Ramirez De Galvan, Andrea Barreto, Elizabeth Ruiz de Zamora, Juana Gallardo De Sanchez, Noemi Arciga Bruno, Sari Hernandez Moya,Isabel Moreno Bejar,Leonor T. Salgado Alcantara, Patricia Boysen, Sofia Hernandez de Longoria, Cathy Rivas Lopez, Jasmine Jauregui Flores, Marisela Garcia Vega, Pros Meas, Teresa Escobedo Martinez,Clara Barrera, Joanna Sanchez de Dominguez,Mercedes Hernandez, Rosila Diaz, Maria Lidia Fuentes, Maria Del Pilar Barrios, Robin Clark, Roberto Lopez,Olivia Maldonado, and Amina Purugganan as Substitutes for Teacher I, Classroom Assistant, Teacher II, Site Assistant, Language Resource Aide, Full Inclusion Assistant, and Child Care Provider. Motion to approve. Veronica/Rosario—Motion carried. 10.3 Approve Recommended Candidates for Employment – Action Motion to approve Anya Piazza for the Early Head Start Primary Caregiver position. Irais/Yessenia— Motion carried.

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11.0 Program 11.1 Program Operations Update

Eliduvina gave the Program Committee report. Child Outcomes have been turned in and results will be shared at the March Policy Council meeting. Teachers will be making home visits and conference appointments with parents to share the information and update or renew children’s goals. Lead teachers had training on helping children problem solve. Family Outreach Workers are continuing to attend Family Development Credential classes. Some supervisors attended an information session on Desired Results Developmental Profile PS (Pre-school) 2010, which is an assessment tool that will be used next year.

12.0 OTHER 12.1 Board Report and Minutes

The Board representative was not present. Ofelia shared the Board January minutes with Council. 12.2 Service Area Reports

Service Area Reports were distributed and reviewed. 13.0 MEETING DATES March Meeting - Thursday, March 25, 2010

Finance Committee @ 5:00 PM Personnel Committee @ 5:30 PM Program Committee @ 6:00 PM

Council @ 6:30 PM

14.0 QUESTIONS/ANSWERS/ANNOUNCEMENTS

None 15.0 INCENTIVE DRAWING

Several incentive items were given out. 16.0 ADJOURNMENT The meeting was adjourned at 8:10 PM.

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SERVICE AREA MONTHLY REPORT Service Area: Children’s Services Month/Year: March 2010

Parent

Involvement

Activity /Description

Goals & Objectives/Performance Standards/Other Requirements

Yes

No

List Service Areas Involved Person Responsible

Report Comments/Specifics/Dates

1 Center Base Program Operations HS/EHS

1304.21(a)1,2,3,4,5, 1304.21(b)1 1304.22 (a)(d)(e)(f) 1304.24(a)3

X

Children Services Family Services

# of days operating HS: 18, Rohnert Pk am 17 EHS: 18, NV 20

2

Center Lesson Plans, in place and reviewed

1304.20(f)1,2(iii)(iv) 1304.23(c)7 1304.21(a)1,2,3,4,5 (b)1 1304.22(a)(d)(e)f) 1304.24(a)3(iii)

X


On going

3 Assessment System/screenings HS: Creative Curriculum/ Brigance, Deca EHS: CC/ Ages & Stages

1304.20(b)3(d)(e)(f) 1304.24(a) 1304.21(a)1,2,3,4,5(b)1

X


On going

4 Disability Services In House referrals and follow-up

1308.6(e) X

Children Services # of referrals: 1 # of referrals completed: 1

5

Student Study Teams/IEP/IFSP 1308.6(e) X

Children Services

2 SST / 7 IEP

6

Health/Dental referrals and follow-up Treatment HS/EHS

1304.20c1 X

Children Services # of referrals: 2 # of treatments completed: 27 Follow ups: 26

7

Disability Services referrals to consultants/agencies

1308.6(e)(c) X

Children Services

# of referrals: 1

8

Consultant Visits /Mental Health Observations /Mental Health Referrals

1308.6(3) 1304.24(a) 1304.20(b)(2) X

Children Services

# of visits/ observations: 11 # of referrals: 2

9

Site Monitoring: 1.HS Classroom Standard Checklist 2.Infant/Toddler Classroom Standards 3.Food Service Standards Checklist 4.Health/Safety Standard Checklist

1304.21(a)1,2,3,4,5(b)1 1304.22(a)(d)(e)(f) 1304.23(b)(c)(e) 1304.24(a)3

X Children Services List centers 1. Rohnert Park pm, Roseland rm #4, #5, Sonoma 2. 2nd round complete 3 complete 4. Complete

10

Advisory Committee Meetings

1304.41(b)

X Children Services None

11

In House meetings 1304.23(d) 1304.24(a)

Children Services EHS Mgt, FOW, HT, Area Supervisor, MH, Health Collaboration, IMIL

12

Menu Planning Committee 1304.23(b)4 X

Children Services 3/5/10

13

Health/Nutrition education for families

1304.23(b)3 1304.23 X


On going

14 Community Network Meetings 1304.41 a 1,2 1304.41b

X Children Services Aiming High Early Learners Summit, CDD Collaborators, Mentor Selection Committee, School Readiness

15

Fire/Earthquake Drills 1304.22 a,3 X

Children Services Fire, all centers

16 Nutrition Assessments , Follow-up in house referrals

1304.23(a)1,2,3

X

Children Services

# of assessments: 9 # of follow-up: 8 # of referrals: 12

N:\HeadStart\Service Area Reports\Childrens' Services\2010\March10.doc

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SERVICE AREA MONTHLY REPORT Service Area: Family Services Month / Year: March 2010

Parent

Involvement

Activity /

Description

Goals & Objectives/

Performance Standards/ Other Requirements

Yes No

List Service Areas

Involved Person Responsible

Report Comments/Specifics/Dates

1 Family Services Meetings and Training 1304.40 (a)(5)

x

FS Manager PI Manager

3/3 cap housing presentation 3/24 application training

2

Attendance Absence Follow ups

1305.70 (a-c)

x

FS Manager List percentages: HS 84.94% EHS 73.86% Follow Up for February: HS 319 EHS 29

3

HS Parent Committee Meetings EHS Parent Committee Meetings: *Topics, sites, # of parents

1304.40(a)(1-4);(d)(1) 1304.22(d)(1)(2) 1304.41(c)(1) 1304.40 (e)(1)(2)(3)(5)

x

FS Manager PI Manager Children’s Services Staff

see attached

4 Parent Handouts H=health, MH= Mental Health, OH=Oral Health, C= community, S=safety, D=diversity, F=fatherhood, FS=family service, E = education L=literacy

1304.40(b)(1),(d)(1), 1304.40(f)(1)(2),(g); 1304.41(a)(1)(2) 1304.22(d)(1) 1304.20 (e) (2)

x

PHSC All Service Areas

List: ( C) Kindergarten Registration flyer; (E) Incidental learning; (OH) My Healthy Smile Calendar; (L) Library calendar; (OH) 5 Steps to Healthy Teeth for your baby; (FS) Head Start Newsletter – “Have you Heard”; (MH) Children Learn what they live

5 Recruitment of Community Volunteers 1304.40(d)(1-3) 1304.41(a)(3)

x


List placements:

6 Family Literacy activities 1304.40 (e)(4) 1304.41(a)(3)

x


List activities: 3/4 CPI literacy fiesta nueve vista 3/8 gateway reading council 3/9 mtg planning hs library nights

7 Community Agency Meetings Community planning meetings In House Meetings

1304.41(a)(1)(2) 1308.4 (1)

x

All Managers

List mtgs attended 3/8 gateway reading council planning 3/9 planning hs library nights

8 Family Case Conferencing Other Conferences

1304.40(f)(1)(2) 1304.20(a)(1)(A)(B)(C) 1304.21(a)1,2,3,4(b)1,2 1304.24(a)2,3 1304.409e0 1,2,3,5

X

FS Manager Children’s Services Staff

FCC HS 80 EHS 2 Other Conf HS 19 EHS 0

9

Home Visits Family Partnership Agreements

1304.40(a) (1) - (4) x

FS Manager Site Manager EHS Area Supe Area Supes

List numbers Home visits: HS 92 EHS 4 FPA’s: HS 58 EHS 4

10

Community, Health, and In-house Referrals

1304.409b0 910 iii 1304.40 (b)1 (i) 1304.40 (b) (1) 1304.40 (b) (2)

X

FS Manager Site Manager EHS Area Supe Area Supes

List numbers Community referral HS 48 EHS 0 In House HS 21 EHS 0 Health Referral HS 17 EHS 0

N:\HEADSTART\SERVICE AREA REPORTS\FAMILY SERVICES\2010\MARCHDOC.DOC

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SERVICE AREA MONTHLY REPORT Service Area: PROGRAM DESIGN & MANAGEMENT Month: March Year: 2010

Pg 1 of 2

Parent

Involvement

Activity /

Description

Goals & Objectives/


Yes No

List Service Areas


Report Comments/Specifics

1 Policy Council: Agenda Planning, Program, Personnel, Finance Committee meetings, Revenue & Expense reports, budget monitoring

1304.50, 1304.51 h 1

x

Director, Program Accountant; Assistant Director – Client Services, Admin Services Manager

All scheduled for 3-25-10

2 Administrative Team Meetings 1304.51e

X Admin Team 3/2, 3/9, 3/16, 3/23, 3/30

3 Program Self Assessment 1304.51.(i) Planning Process

x

Admin Team Policy Council Approved the process on 2-25-10 Board approved the process on 3-23-10 It is scheduled for week of April 12-16

4

Community Assessment 1304.51 (a)1(i) x

Admin Team In process of update

5 Agency Audit 1304.50 (d) 1(viii) Funding Req.

X CAP Sonoma Fiscal Pre-audit in process

6 FSR 269 preliminary for previous fiscal year

1304.51 h 2

x Program Accountant To be filed by 3/31/10.

7 ChildPlus Management Reports reviewed 1304.51 h1

x Admin Team On-going as scheduled

8 Water Quality Reports from appropriate centers

CA State Licensing Req

x Administrative Services Manager

List Centers / Status: None

9 Child Care Food Program Report Federal / State Reimbursement Req.

X

Program Accountant B=4,723 L=7,634 S=3,466 Fed Reimburse - $31,408 State Reimburse - $1,935

10

In-Kind Status 1301.20, 1304.51 h x

Program Accountant Non-fed: $ Status: Not yet booked. We will meet goal.

11

Comprehensive State Licensing Visits CA Community Care Licensing Req

x Admin Services Manager Centers / Findings: Roseland HS & EHS - no findings

12

Staff Training 1304.24(a) 3(iii) 1304.24 (k) 1304.52 (k)

x Assistant Director – Client Services

Application training, Communications training, Family Development Credential, SRJC Human Services Advisory Committee

13

Community Meetings for planning and networking

1304..41(a)(1)(2) 1308.4(1)

x All Service Areas List meetings attended: Early Learners Summit, Mentor Selection Committee, School Readiness

14

Diversity Committee

1304.40(a)(5) x Designated Members 3/25/10

15

Bus Inspections 13 CCR 1232

x Support Services List Buses: None

16

Bus Driver Trainings

EC 40085

x Support Services None

17 Facility & Playground Standards Checklist ongoing monitoring x Support Services Centers / Findings: In process

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SERVICE AREA MONTHLY REPORT Service Area: PROGRAM DESIGN & MANAGEMENT Month: March Year: 2010

Pg 2 of 2

Parent

Involvement

Activity /

Description

Goals & Objectives/


Yes No

List Service Areas


Report Comments/Specifics

18 Numbers for enrollment, waitlist and drops

1305.6(d)

x

Admin Services Manager Enrolled: 520 HS w / 0 less than days 32 EHS w / 0 less than days New: HS 319 EHS 43 Waitlist: HS 32 EHS 3 Accepted: HS 37 EHS 0 Dropped: YTD HS 54 EHS 6 Completed EHS 2

19 Recruitment/Intake forms reviewed and updated as needed

1305.5(a)(b)(c)

Administrative Services Manager

In process

20 Staff training - Recruitment Application and process

1305.5 (a)(b)(c)

Administrative Services Manager

3-24-10 Application Training

N:\HeadStart\Service Area Reports\ProgramDesign\2010\march.doc

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Parent Committee Training

March 2010 Date Center Time Topic HS Staff making

arrangements Presenter Facilitator

# of parents attended

EHS Neuva Vista

Family Services

3/11 Roseland EHS

5:30 Oral Health Family Services Kids Net Silvia Santiage

6 1 dad

3/8 B. D. L

4:30 Oral Health Family Services Silva Santiage Kids Net

27 6 dada

3/4 Burbank

4:30 Nutrition Family Services Linda Katz-Krieger

18 2 dads

3/9 Cloverdale

2:30 Language Environment

Family Services Patricia Rendon 12

3/4 Doyle Park

4:30 Classroom Volunteer Training

Family Services Teacher/FOW 12 5dads

3/10 Healdsburg Windsor

5:30 Language Development

Family Services Patricia Rendon 19 5 dads

3/16 J. X. Wilson

4:30 Nutritions Family Services Linda Katz-Kriegert

23 6 dads

3/11 Lincoln

5:45 Positive Parenting with Fathers/Significate males

Family Services Juan Gonzalez 22 6 dads

3/22 Petaluma

5:00 1-2-3 Magic Family Services Rosa Montes 12 1 dad

3/9 River

1:00 Nutrition Family Services Linda Katz 10 1 dad

3/9 Rohnert Park

5:00 Transition Family Services Teacher/FOW 9 2 dads

3/1/10

Roseland Rm. 1/4/5

4:30

Language Development

Family Services Patricia Rendon 14 4 dads

3/22 Sonoma

5:00 Oral Health Family Services Kids Net 19 3 dads

¾ Stevens

5:30 Diversity Family Services Roberta Hunter 5 1 dad

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board meeting agenda april 27, 2010 6:30 pm i. consent …scpeo/pdfdocs/april-march2010.pdf ·...

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