south florida workforce investment board executive...

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD EXECUTIVE COMMITTEE MEETING

THURSDAY, APRIL 18, 2013 9:30 A.M.

Doubletree by Hilton Miami Airport Hotel Convention Center, 2nd floor

711 NW 72nd Avenue Miami, Florida 33126

AGENDA

1. Call to Order and Introductions

2. Approval Meeting Minutes

A. February 22, 2013

3. Chairman’s Report

4. Executive Director’s Report

5. Executive Committee

A. Approval to Accept WIA Dislocated Worker Supplemental Funds

B. Approval to Release a RFP for Refugee Employment & Training Program Services

C. Information – January 2013 Financial Statements

D. Information – January & February 2013 Bank Reconciliation

6. Audit Committee

A. Approval of Accounting Policies and Procedures Manual Update

7. Youth Council

A. Information – National Flight Academy – The Explore AMBITION Program

8. Economic Development and Industry Sector Committee

A. Information –2013-14 Preliminary Regional Targeted Occupation List (TOL)

B. Recommendation as to Approval to Transfer Employed Worker Training (EWT) Funds and Special Project Funds for Miami-Dade County Commissioner’s Jobs Initiative

9. Workforce Systems Improvement Committee

A. Approval of a RET Hospitality Short Term Training Program

B. Approval of a RET Automotive Technician Short Term Training Program

C. Approval of Contractors for PY 2012-13 Workforce Services

D. Approval to Allocate TANF Noncustodial Carry-forward Funds to Gulfcoast Jewish Family and Community Services, Inc.

E. Approval to Re-allocate Refugee Employment and Training Program Funds Among Existing Providers

South Florida Workforce Investment Board is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities.

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD AGENDA ITEM NUMBER: 2A AGENDA ITEM SUBJECT: MEETING MINUTES DATE: February 22, 2013 at 9:30AM Doubletree by Hilton Miami Airport Convention Center 711 NW 72nd Avenue Miami, Florida 33126

SFWIB MEMBERS IN ATTENDANCE

1. West, Alvin, Chairperson 2. Piedra, Obdulio, Vice-

Chairperson 3. Bridges, Jeff 4. Brown, Clarence 5. Chi, Joe 6. Clayton, Lovey 7. Diggs, Bill 8. Ferradaz, Gilda 9. Fils-Aime, Sr., Daniel

10. Gaber, Cynthia 11. Gazitua, Luis 12. Huston, Albert Jr. 13. Manning, Anne 14. Manrique, Carlos 15. Marinelli, Frederick 16. Perez, Andre 17. Russo, Monica 18. Socorro, Ivonne 19. Talbert, Gregg 20. Walker, Wanda 21. Zewadski-Bricker, Edith

SFWIB MEMBERS NOT IN ATTENDANCE

SFW STAFF

22. Adrover, Bernardo 23. Arboleda, Carlos J. 24. Brecheisen, Bruce 25. Carpenter, Willie 26. Datorre, Roberto 27. DuBois, Victoria (non-

voting) 28. Gibson, Charles 29. Jennings, Donna 30. Jordan, Barbara 31. Lanman, Donald 32. Ludwig, Philipp 33. Regueiro, Maria C 34. Roth, Thomas 35. Scott, Kenneth

Assistant County Attorney Mosely, Joni

Beasley, Rick Almagro, Olivia Almonte, Ivan Alonso, Gus Camacho, Carlos Diaz, Arlene Edwards, Phillip Garcia, Christine Gomez, Maria Gonzalez, Frances Hernandez, Juan Jean-Baptiste, Antoinette Kavehersi, Cheri Morgan, Myria Quinones, Dulce Smith, Marian

OTHER ATTENDEES Battle, Jorge – Arbor, Inc. Colena, Carol – CBT College Cooper, Jaime – New Horizons Cruz, Teresa – Youth Co-Op,

Inc. Bonwit, Gil – New Horizons,

Inc.

Florez, Oscar – American

Advance Technology

Institute Gaviria, Beatriz – SER Jobs for

Progress, Inc. (North

Miami Beach ) Gonzalez, Ana M. – City of

Hialeah

Guadalupe, Amy – Cuban

American National

Council, Inc. Lightburn, Ray – Cuban

American National

Council, Inc.

Lopez, Omar – Gulf Coast Jewish Family & Community Services (GCJFCS)

Lovinsky, Donald – Azure College Marti, Sergio – Miami-Dade County

Public Schools (M-DCPS)

Napoleon, Jhonson– Azure College

Perez, Chris – The Academy Pilar Diaz, Maria – CBT College

Quiros, Vivian – Sullivan & Cogliano

Training Center, Inc.

Rodriguez, Maria – Youth Co-Op, Inc.

Shebadeh, Jessica – Transition, Inc.

Someillan, Ana – Adult Mankind

Organization, Inc.

Susirana, Maria – City of Hialeah

Yacinthe, Pierre – Azure College

Agenda items are displayed in the order in which they were discussed.

1. Call to Order and Introductions

SFWIB Chairman, Alvin West called the meeting to order at 9:32am, asked the members to introduce themselves, and noted that a quorum of members present had been achieved.

2.A. Approval of SFWIB’s December 20, 2013 Meeting Minutes

Mr. Bill Diggs moved the approval of the December 20, 2012 meeting minutes. Motion was seconded by Mr. Donald Lanman; Motion Passed Unanimously

3. Chairman’s Report

Mr. West announced the grand opening of the City of Miami Career Center, as well as the opening of the relocation of the North Miami Beach Career Center, of which both he and Executive Director Rick Beasley had an opportunity to attend.

[Mr. Frederick Marinelli arrive]

[Mr. Luis Gazitua arrived]

4. Executive Director’s Report

Mr. Rick Beasley presented his executive report and each member received a copy. The report contained information regarding: Federal – WIA Reauthorization; State– Florida Joint Legislative Audit Committee; and Local – New Career Centers.

[Mr. Andy Perez stepped out of the meeting room]

[Mr. Carlos Manrique stepped out of the meeting room]

SFWIB Meeting Minutes February 22, 2013 Page 3

Mr. Marinelli requested staff verify whether a quorum was present and it was confirmed.

5. Executive Committee

5.A. Approval of Related Party Training Vendor Agreements

Mr. West introduced the item and Mr. Beasley further discussed, noting the Executive Committee’s recommendation for the Board’s approval of training vendor agreements with the following training vendors that are represented on the Board: the Academy of South Florida, Inc., Florida National University, Inc. Miami Dade College, and the School Board of Miami-Dade, Florida (M-DCPS)

Mr. Frederick Marinelli moved the approval of related training vendor agreements. Motion was seconded by Mr. Luis Gazitua; Motion Passed Unanimously

5.B. Approval of New Programs for Existing Training Vendors and a New Campus for an Existing Training Vendor

Mr. West introduced the item and Mr. Beasley further discussed, noting the Executive Committee’s recommendation for the Board’s approval of new programs for existing training vendors (Board of Miami-Dade County Florida (M-DCPS) and Dade Medical College, Inc. (Dade Medical)) and the addition of a new campus for an existing vendor(the Academy of South Florida, Inc. (The Academy)).

Mr. Luis Gazitua moved the approval of new programs for existing training vendors and a new campus for an existing training vendor. Motion was seconded by Mr. Jeff Bridges; Motion Passed Unanimously

[Mr. Perez returned]

[Mr. Manrique returned]

[Mr. Marinelli stepped out of the meeting room]

5.C. Approval to Allocate WIA Adult Funds Mr. West introduced the item and Mr. Beasley further discussed, noting the Executive Committee’s approval to allocate WIA adult funds. Mr. Jeff Bridges moved the approval to allocate WIA Adult Funds. Motion was seconded by Ms. Ann Manning; Further Discussion(s) Mr. Bill Diggs asked whether the City of Hialeah and Hialeah Gardens are two separate municipalities and staff further explained. Motion Passed with Unanimous Consent

5. D. Approval to Accept WIA Youth, Adult and Dislocated Worker Performance Incentive Funds

Mr. West introduced the item and Mr. Beasley further presented, noting the Executive Committee’s recommendation for the Board’s approval to accept WIA Youth, Adult and Dislocated Worker Performance Incentive funds.

Mr. Clarence Brown moved the approval to accept WIA Youth, Adult and Dislocated Worker Performance Incentive Funds. Motion was seconded by Mr. Bill Diggs; Motion Passed Unanimously


5.E. Information – December 2012 Financial Statements

Mr. Beasley presented the unaudited financial report for the period of July 1, 2012 through December 31, 2012 and noted the following:

[Mr. Marinelli returned]

Budget Adjustments

Revenue

Increased by a total of $2,278,190

Expenses

Adult Services increased by $3,329,813

Youth Services decreased by $15,000

Project Set Asides decreased by $25,000

Training and Support Services increased by $15,000

Other Programs and Contracts increased by $180,000

Budget Variances

Training and Support Services is low: 23.5% vs. 50%

Other Programs & Contracts are low: 18.3% vs. 50%

Ms. Zewadski-Bricker inquired about additional funding for Monroe County and Mr. Beasley provided details.

No further questions or discussions.

5.F. Information – December 2012 Bank Reconciliation

Mr. Beasley presented the bank reconciliation report for the month of December.


[Mr. Joe Chi arrived]

6. Youth Committee

6.A. Approval of an Allocation to the National Flight Academy – The Explore AMBITION Program

Youth Council Chairman, Clarence Brown presented the item noting the Council’s recommendation for the Board’s approval of an allocation to the National Flight Academy – The Explore AMBITION Program. He further noted for the record that a two-thirds (2/3) vote of the quorum present is required to waive the competitive procurement process and award the National Flight Academy an allocation not to exceed $100,000. Mr. Jeff Bridges moved the approval of an allocation to the National Flight Academy – The Explorer Ambition Program. Motion was seconded by Mr. Bill Diggs; Further Discussion(s):

Ms. Zewadski-Bricker asked whether there would be students from Monroe County participating in the program and staff responded, “Yes”.


Mr. Manrique requested staff provide additional details regarding the AMBITION program and requested an explanation be given as to why the procurement process is being waived. Mr. Beasley provided further details.

Mr. Diggs inquired about the age group and staff responded that the program would consist of high school students raging from 9th to 10th grades from Miami-Dade County and 11th grade students from Monroe County.

Motion Passed with Unanimous Consent

6.B. Approval to Accept and Allocate Transportation Funds to Miami-Dade and Monroe County School Districts

Mr. Brown presented the item noting the Council’s recommendation for the Board’s approval to accept and allocate transportation funds to Miami-Dade and Monroe County School Districts.

Ms. Monica Russo moved the approval to accept and allocate transportation funds to Miami-Dade and Monroe County School Districts. Motion was seconded by Ms. Ann Manning; Motion Passed Unanimously

6.C. Approval of an Additional Allocation of Youth Program Funds for Miami Dade College’s Future Bankers Training Program

Mr. Brown presented and read the item into record noting staff’s recommendation for the Board’s approval of an additional allocation of youth program funds for Miami Dade College’s Future Bankers Training Program.

Mr. Frederick Marinelli moved the approval of an additional allocation of youth program funds for Miami Dade College’s Future Bankers Training Program. Motion was seconded by Ms. Monica Russo; Motion Passed Unanimously

[Mr. Manrique stepped out of the meeting room]

6.D. Approval of an Allocation of Funds to Miami-Dade County Public Schools

Mr. Brown presented and read the item into record noting staff’s recommendation for the Board’s approval of an allocation of funds to Miami-Dade County Public Schools.

Mr. Frederick Marinelli moved the approval of an allocation of funds to Miami-Dade County Public Schools. Motion was seconded by Ms. Monica Russo; Further Discussion(s):

Mr. Perez requested additional information regarding the liaison position, as he wanted to know which entity this position would report to. Mr. Beasley explained that it would be an employee of Miami-Dade County Public Schools (M-DCPS).


[Mr. Manrique returned]


6.E. Approval of an Allocation of Funds to Miami Dade College for the Take Stock in Children 5000 Role Models of Excellence Scholarship

Mr. Clarence Brown presented and read the item into record noting the Council’s recommendation for the Board’s approval of an allocation of funds to Miami Dade College for Take Stock in Children 5000 Role Models of Excellence Scholarship.

Mr. Albert Huston moved the approval of an allocation of funds to Miami Dade College for the Take Stock in Children 5000 Role Models of Excellence Scholarship. Motion was seconded by Mr. Jeff Bridges; Motion Passes Unanimously Ms. Zewadski-Bricker inquired about funding allocation for Monroe County and Mr. Beasley further explained.

7. Economic Development and Industry Sector Committee

7.A. Approval of a New Training Vendor and Programs for the New Vendor

Mr. West introduced the item and Mr. Perez further presented noting, that the consensus of the Committee recommended this item be tabled until more information is provided.

Item Tabled

[Mr. Andy Perez left]

8. Workforce Systems Improvement Committee 8. A. Approval to Consider Options for the Azure College, Inc. Refugee Employment & Training Program Contract

Mr. West introduced the item and WSI Committee Chairman, Mr. Fils-Aime further presented by first noting that a quorum of members was present at today’s meeting. He went on to present the Committee’s recommendation for the Board’s approval to proceed with option number one (1); non-renewal of existing three-month contract scheduled to expire on March 31, 2013. Mr. Beasley provided additional details regarding the Committee’s decision to proceed with that option, and announced that representatives from Azure College requested to speak before the Board.

Mr. West asked Mr. Fils-Aime to provide the names of the WSI Committee members and Mr. Fils-Aime announced the names into record, as well as those that were present at today’s Committee meeting.

Mr. Jeff Bridges moved the approval to proceed with option one (1): non-renewal of existing three-month contract scheduled to expire on March 31, 2013. Motion was seconded by Mr. Clarence Brown; Further Discussion (s):

Mr. Marinelli requested staff verify whether parliament procedures were properly being followed, considering the fact there was a request to speak form submitted by Azure College.

Mr. Bill Diggs also wanted to verify the appeal process and Miami-Dade County Assistant County Attorney, Joni Mosely and SFWIB staff further explained.

There was continued discussion regarding the proper procedure for allowing representatives from Azure College to speak before the Board.

A final decision was made by the Board to allow them to present for a maximum of ten minutes.


Mr. Jeff Bridges withdrew his motion

A new motion was duly made by Jeff Bridges again for the approval to proceed with option one (1) as recommended by the WSI Committee and allow representatives from Azure College, Inc. to speak before the Board. Motion was seconded by Mr. Gregg Talbert; Further Discussion (s):

Mr. West introduced President and CEO of Azure College, Inc. who appeared before the Board and presented.



Prior to adjourning the meeting, Mr. West announced the retirement of board member, Cynthia Gaber from the Florida Department of Education, Division of Vocational Rehabilitation and SFWIB. Moreover, he thanked her for her commitment and hard work.

Meeting adjourned at 10:25pm

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING AGENDA ITEM NUMBER: 3 DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: CHAIRMAN’S REPORT AGENDA ITEM TYPE: Information BACKGROUND The Chair will provide a report.

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING AGENDA ITEM NUMBER: 4 DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: EXECUTIVE DIRECTOR’S REPORT AGENDA ITEM TYPE: Information BACKGROUND

The Executive Director will provide a report.

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: EXECUTIVE AGENDA ITEM NUMBER: 5A DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: WIA DISLOCATED WORKER SUPPLEMENTAL FUNDS AGENDA ITEMS TYPE: APPROVAL RECOMMENDATION: The Executive Committee recommends to the Board the approval to accept $985,165.00 in WIA Dislocated Worker funds. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance Consistency BACKGROUND: On February 22, 2013, the SFWIB received a Notification of Fund Availability (NFA) from the Department of Economic Opportunity for $$985,165.00 in WIA Dislocated Worker supplemental funding for Program Years 2012-14. Staff recommends that the Executive Committee recommend to the Board the acceptance of the funds. FUNDING: WIA Dislocated Worker Program PERFORMANCE: NA

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: EXECUTIVE AGENDA ITEM NUMBER: 5B DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: APPROVAL TO AUTHORIZE STAFF TO DRAFT AND RELEASE A REQUEST FOR PROPOSALS (RFP) FOR REFUGEE EMPLOYMENT & TRAINING PROGRAM SERVICES AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The Executive Committee recommends to the Board the approval to authorize staff to draft and release a Request for Proposals (RFP) for Refugee Employment and Training Program (RET) services. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance Consistency BACKGROUND: In an effort to increase the refugee services offered to eligible Haitian participants in the region, SFWIB is requesting approval to draft and release a RFP for RET services. The purpose of RET is to provide program participants the tools needed to achieve economic self-sufficiency and effective resettlement within the shortest time possible. The contract period will be for the remainder of the RET Program Year 2012-2013, ending September 30, 2013. FUNDING: Refugee Employment and Training Program Funding PERFORMANCE: NA

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: EXECUTIVE COMMITTEE AGENDA ITEM NUMBER: 5C DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: JANUARY 2013 FINANCIAL STATEMENTS AGENDA ITEM TYPE: INFORMATION RECOMMENDATION: N/A STRATEGIC GOAL: Strong, Timely Reporting Standards for End User Customers and Providers of Services STRATEGIC PROJECT: N/A BACKGROUND: Per the amended SFWIB By-Laws approved at the Board’s January 5, 2012, meeting, the Executive Committee subsumes the role of the Finance Committee. Accordingly, the attached un-audited financial report for the month of January 2013 was presented to the Executive Committee at its March 5, 2013 meeting. FUNDING: N/A PERFORMANCE: N/A Attachment

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: EXECUTIVE COMMITTEE AGENDA ITEM NUMBER: 5D DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: JANUARY & FEBRUARY 2013 BANK RECONCILIATION AGENDA ITEM TYPE: INFORMATION RECOMMENDATION: N/A STRATEGIC GOAL: Strong, Timely Reporting Standards for End User Customers and Providers of Services STRATEGIC PROJECT: N/A BACKGROUND:

Based on the Internal Control Procedures recommended by the State, the Finance Committee at its April 2, 2009, meeting requested a monthly cash reconciliation report be provided to it. Per the amended SFWIB By-Laws approved at the Board’s January 5, 2012, meeting, the Executive Committee subsumes the role of the Finance Committee. Accordingly, the reconciliation reports for January 2013 and February 2013 are attached. FUNDING: N/A PERFORMANCE: N/A Attachment

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: AUDIT COMMITTEE AGENDA ITEM NUMBER: 6A DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: APPROVAL OF THE REVISED ACCOUNTING POLICIES & PROCEDURES MANUAL UPDATE AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The Audit Committee recommends to the Board the approval of the revised accounting policies and procedures manual as outlined below. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance & Consistency BACKGROUND

The Accounting Policies & Procedures Manual has been updated to include enhancements in internal control procedures, revisions in ITA regulations, and changes in employee responsibilities, as summarized below:

1. Section VII F, Fund Closeout Procedures: This section has been updated to reflect the new paperless process

for closing out NFA grant awards. 2. Section VII G, Individual Training Accounts (ITA): This section was added to establish the policy and

procedure that define those costs that qualify as allowable ITA expenditures for the purpose of the requirement that 50% of the WIA Adult and Dislocated Worker funding passed through to RWBs are allocated and expended on qualified ITA costs. In addition, this section addresses the procedures for seeking waivers from the ITA reserve requirement.

3. Section XIV Appendix H, Florida Back to Work: This section has been deleted as the program ended last year.

4. Section XIV Appendix H, Final Guidance Individual Training Accounts (ITA) - Costs Allowable for the

50% Expenditure Requirement: This section has been added.

5. Section IV.D, Cash Disbursement Procedures: This section has been updated to clarify the responsibilities of the various accounting members involved in the cash disbursement process.

6. Section X A. Acquisition Control and Disposition of Fixed Assets: This section has been updated to reflect

the process followed by the Finance Administrator to ensure that sufficient budget is available before a request to purchase assets is evaluated for financial viability.

FUNDING: N/A PERFORMANCE: N/A

SOUTH FLORIDA

WORKFORCE INVESTMENT BOARD ACCOUNTING POLICIES & PROCEDURES

MANUAL

Last Updated: 02-24-2012

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD

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S O U T H F L O R I D A W O R K F O R C E I N V E S T M E N T B O A R D

TAB LE OF CONTENTS FOR ACCOUNTING POLICIE S & PROCEDURES MANUA L

I. GENERAL INFORMATION

A. Organization Background B. Basis of Accounting & Chart of Accounts C. Governmental Characteristics D. Authoritative Sources E. Lobbying Policy

II. PEOPLE A. Board of Directors, Executive and Audit Committees B. Accounting Staff

III. INTERNAL CONTROL A. Internal Control Policy B. Computer Controls C. Delegation of Authority D. Sarbanes-Oxley Act of 2002 E. Monitoring Activities for Agency & Service Providers

IV. CASH & INVESTMENTS A. General B. Cash Receipts – OSMIS Draw Requests C. Other Cash Receipts D. Cash Disbursements E. Investments F. Reconciliation G. Petty Cash H. Interest

V. BUDGETING A. Planning B. Monitoring

VI. REVENUES AND RECEIVABLES A. Revenue Recognition & Receivables B. Revenue Sources

VII. EXPENDITURES FOR PROGRAM & SUPPORTING SERVICES & ACCOUNTS PAYABLE A. Purchasing B. Encumbrances C. Accounts Payable D. Accounts Payable – Service Providers E. Employee Travel F. Fund Close-Out Procedures


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F.G. Individual Training Accounts

VIII. PAYROLL & RELATED LIABILITIES A. New Employee & Change in Employee Status Procedures B. Payroll Procedures C. Payroll Liabilities D. Employee Advances

IX. DEBT, LIABILITIES, FUND BALANCE & NET ASSETS

A. Debt & Other Liabilities B. Fund Balance/Net Assets

X. PROPERTY & EQUIPMENT A. Acquisition, Control & Disposition of Fixed Assets B. Depreciation of Fixed Assets

XI. COST ALLOCATION PLAN

A. Determining Basic Cost Categories B. Cost Allocation Plan

XII. MONTH-END & YEAR-END CLOSING/REPORTING PROCEDURES A. Month-End Closing and Reporting B. Year-End Closing and Reporting C. Annual Financial Audit

XIII. HOUSEKEEPING A. Disaster Recovery B. Records Retention C. Computer & Software Maintenance

XIV. APPENDIX

A. Copy of Articles of Incorporation & By-Laws B. IRS Final Ruling Letter on Tax-Exempt Status C. Organization Chart D. Accounting Staff Responsibilities E. Chart of Accounts from MIP F. DEO Final Guidance on Cost Allocation Plans for Regional Workforce Boards: July

27, 2005. G. Final Guidance on Prior Approval Procedures for Selected Costs and Administrative

Requirements: March 8, 2005 H. Florida Back to Work Accounting Procedures H.I. I Final Guidance on Individual Training Accounts


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IV.C. OTHER CASH RECEIPTS

Purpose: To establish policy and procedures for the handling of cash receipts that

provides for effective internal control.

SFWIB’s primary cash receipts are made through electronic funds transfer from the State of Florida as described in Section IV.B. Cash Receipts –

OSMIS Draw Requests. However, periodically the agency will receive cash receipts (checks) directly in which case the following procedures are then performed. The specified Account Clerk collects and opens the mail each day. Checks received are restrictively endorsed “for deposit only”. The remittance voucher and any other documentation is date stamped. The Clerk attaches the check, the remittance voucher, and the accompanying documentation together, prepares a check receipt log, and forwards the package to the specified Account Clerk responsible for preparation of the deposit.

It is SFWIB policy to deposit all cash receipts on the same day of receipt. If for any reason a deposit is to be held overnight, the Account Clerk responsible for deposits will keep the deposit and checks in a locked drawer in his/her desk. The Account Clerk codes each receipt by funding source and records them in the MIP accounting system as cash receipts session prior to submitting it to the Accountant II for review. The deposit date is used as the effective date. Coding is obtained from the Support Service Unit for refunds/chargebacks with adequate supporting documentation. In order to get this information, Ccopies of all checks received for refunds/chargebacks from Service Providers or Training Agents are forwarded to the Support Service Unit. An Unposted General Ledger Report is generated for the cash receipts session. The report, along with the cash receipts package is given to the Accountant II for review and posting. The Accountant II reviews and posts the cash receipts session to the general ledger. The report is signed and dated by the Accountant II, SFWIB Finance indicating his or her review and posting of the transaction. The cash receipts package is returned to the Accountant II for filing. The cash receipts package is filed in date order by month in the accounting department.

Formatted: Not Highlight


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IV.D. CASH DISBURSEMENTS

Purpose: To establish policy and procedures for the disbursement of cash that


All accounts payable cash disbursements are made by check and disbursed from the general operating account. An Account Clerk andor an the Accountant I in the absence of the Account Clerk prepare all AP checks. Invoices/reimbursement requests become available for payment in the MIP accounting system after they have been entered, reviewed, approved, and posted (See Section VII.C. Accounts Payable.) Invoices/reimbursement requests and supporting documentation are forwarded to the Account Clerk after they have been posted in MIP. Checks are issued two times per week (for the most part Monday and Thursday). All checks require two authorized signatures. A staff member, not involved with the cutting of checks, must take the unendorsed checks to Miami-Dade Finance office to get them signed/stamped. The Account Clerk selects the invoices to be paid in MIP using the Activities Menu, Check Writing, Select A/P Invoices to Pay. The selected invoices are processed for payment by the Clerk in MIP via the Activities, Menu, Check Writing, Pay Selected Invoices. A Session ID is created for the check run, and the next available check number is entered into the system. He/she places the blank security check paper in the laser printer and prints the checks. An Unposted Transaction Report is printed for the check run after the checks have been printed.

The Clerk attaches each check to the supporting documentation (invoice, reimbursement request, purchase order etc.), and verifies that the amount agrees to the support. All invoices are then canceled with a PAID stamp to prevent duplicate payments. The checks, support and Unposted Transaction Report are forwarded to the Assistant Director of Finance for review, approval and posting of the check run. The Assistant Director of Finance initials each check in the bottom left hand corner of the stub as evidence of review process.


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A memorandum is prepared detailing all the checks printed with their amounts and a certification statement is signed by the Assistant Director, Finance or the Assistant Controller and the Executive Director or the Assistant Director, Administration, in his absence. The checks are then delivered to Miami Dade County Finance Department for endorsement. The checks are then returned to the Clerk to be prepared for mailing. The Clerk generates the check register in MIP, exports it to Excel, and modifies it to include columns for signature and date. A copy of the register is e-mailed to the Support Service Unit if the check run includes payment for support service expenditures. The stub at the bottom of the check is removed and attached to the supporting documentation. The check attached to the top stub is placed in the envelope with the necessary supporting documentation (vendor copy of invoice, service details report etc.) and separated into two groups: checks to be mailed and checks to be picked up. The service providers and vendors are notified when the checks are being mailed out or available for pick-up in special circumstance by the Clerk. A notation is made on the Check Register whether the check is to be mailed or will be picked up. The register is signed and dated by the individual that picks up the check. Only authorized individuals may pick up payments. Once the checks have been mailed or distributed, the Clerk files the check register in a binder by date and the invoices are stored in numerical consecutive order in the file room. After the completion of the annual audit, the files are labeled and sent to storage. Only authorized staff may enter and pull up checks from the file room.

It is the policy of SFWIB to mail checks to Service Providers and Vendors. This policy is consistent with good internal controls and sound cash management principles. SFWIB will enforce the policy of mailing checks and only make exceptions when verifiable emergencies arise. Exceptions must be approved by the Assistant Director or the Assistant Controller.

The Account Clerk or Assistant Controller cancels all voided and spoiled checks by writing VOID across the check and tearing off the signature section in the bottom right hand corner if there is an endorsement. These voided checks are retained and filed in numeric order. SFWIB does not maintain a separate payroll disbursement account. Miami-Dade County processes SFWIB’s payroll, and is reimbursed by SFWIB for payroll expenditures via the general operating account.

A Check Request Log is maintained where anyone requesting a check must sign out the check and return it within 7 business days a reasonable amount of time at which time they would sign it back in.


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Purpose: To establish policy and procedures for the handling of petty cash that


SFWIB maintains a $250 petty cash fund in the finance department for emergency non-recurring use only. The fund is managed by a specified Accountant I Clerk and kept in a locked safe. The maximum amount per request for disbursement from the fund is $50.

The fund is reconciled after each disbursement is made. Each request for petty cash reimbursement must be accompanied by supporting documentation (e.g. authorization from supervisor for making the purchase, receipt etc.). Upon receipt of the request, the Petty Cash Custodian completes the SFWIB Petty Cash Disbursement Form (PCD). The PCD is approved by the Assistant Director, SFWIB Finance or designee. The recipient of the cash signs the PCD form at “Received Payment”. The custodian replenishes it on an as needed basis, normally, when the fund balance reaches $50 or less.

In order to replenish the funds, the custodian prepares a reconciliation of the

fund. The supporting documentation is attached to the reconciliation. The custodian enters the reimbursement request in the MIP accounting system as an accounts payable transaction and prints out an Unposted Transaction Report. The Unposted Transaction Report is attached to the reimbursement package and presented to the Assistant Director, SFWIB Finance for review and posting in MIP. The Assistant Director, SFWIB Finance reviews, posts, and initials the package indicating his or her review and approval of the transaction. The approved package is forwarded to the Account Clerk for issuance of the reimbursement check (see Section IV.D. Cash

Disbursements).

Periodically Petty Cash surprised audits are made to make sure the cash on hand equal supporting documentation of what is available.


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VI.A. REVENUE RECOGNITION

Purpose: To establish the procedures for recognizing and recording revenues in the

accounting system.

As discussed in section IV.B. Cash Receipts-OSMIS Draw Requests, revenue related to funding sources provided by the State of Florida are recorded in the accounting system after the funds requested have been deposited in the general operating account. Receivables for these draw requests are not recorded during the year for two reasons: 1) the short amount of time between the draw request and the deposit of funds (5 business days), and 2) the likelihood that the entire amount will be collected since the funding is provided by the State. At month-end, however, receivables are recorded for any allowable costs incurred for which reimbursement has not been received as of the end of the month, in accordance with generally accepted accounting principles (GAAP). Revenue entries for funds requested from the State through OSMIS are recorded in MIP by an Account Clerk after receipt of notification of the incoming transfer. The Assistant Controller reviews activities of the general operating account online daily and prints out copies of the statement for incoming transfers. The transfer received is agreed to the amount requested from the State. The bank statement is attached to a copy of the draw request from the State and used as supporting documentation for the cash receipt entry. The Account Clerk codes the receipt and performs the data entry in MIP. Upon completion of the data entry, an Unposted General Ledger Transaction Report is printed and attached to the supporting documentation. The package is given to the Accountant II for review and posting of the entry in MIP. The Accountant II reviews and posts the entry, then signs and dates the package indicating his/her review, approval and posting of the entry. The package is then filed where all GL entries are kept, in the Cash Receipts File.

Each month, SFWIB is required to reconcile the amount of funds drawn with expenditures made for each contract, and report the expenditures to the State of Florida in the OSMIS system. The procedures are further explained in the Department of Economic Opportunity –One Stop Management

Information System Financial Management Report Guide.

In the annual financial statements, revenues are recognized one of two ways: 1) revenues and related costs under cost-reimbursement contracts are


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recognized as allowable costs when incurred, or 2) revenues and related costs under performance-based or fixed price contracts are recognized when performed, as defined by the individual contract terms, occurs. However for annual Financial Statement presentation, the performance-based revenues and expenditures are reported with a net effect of zero, offsetting AR or Def. Rev. Revenue from funding sources (e.g. Department of Children and Families, DCF) that are invoiced are recorded when the invoice is processed and mailed.


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VII.C. ACCOUNTS PAYABLE

Purpose: To establish policies and procedures for the accounts payable

function.

The Account Clerk collects incoming mail from the Administration Office. The Clerk opens, date stamps and sorts the mail and logs it in. Vendor invoices are given directly to the Clerks responsible for the account. The accounting staff is assigned different invoices e.g. headquarters, and one-stops. They review the invoices to ensure that it is not a duplicate invoice or a customer statement. Duplicate invoices are destroyed and customer statements are filed separately for review. Unpaid vendor invoices are maintained by the respective staff until processed for payment. Invoices are processed within fifteen (15) business days of receipt or earlier.

Upon receipt of an original vendor invoice, the invoice is matched with the approved purchase requisition, purchase order, contract, or other supporting documentation, as deemed appropriate. SFWIB has two types of purchase orders: Blanket, and Regular purchase orders. Processing procedures for invoices differ for all purchase orders and annual appropriations. Blanket Purchase Order - Invoices received must be approved by the

department or office receiving the merchandise. Invoice approval serves as evidence of receipt of the goods or services. These purchase orders are normally used for equipment leases, temporary staff, rentals etc. Timesheets must be received by the Accountant before payments can be processed for temporary staff.

Annual Appropriations - Utility expenditures include electricity, telephone, internet communication, water and sewer, and garbage disposal. These expenses are approved as part of the annual budget and do not require a purchase order prior to processing for payment. Invoices for these expenditures must be approved by the Assistant Director of Administration of designee prior to payment. Regular Purchase Order - It is for individual items, Invoices received must be approved by the department or office receiving the merchandise. Invoice approval serves as evidence of receipt of the goods or services. Invoices for professional service contracts must be approved by the department receiving the services to verify that the service has been performed in accordance with the contract

Upon receipt of all approval and supporting documentation the following procedures are performed:


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Review the invoice for mathematical accuracy. Review the invoice to ensure that it does not include taxes (SFWIB is a

governmental agency as a result it is exempt from paying sales taxes). A copy of SFWIB’s tax exempt certificate must be forwarded to all vendors whose invoice includes taxes, and a corrected invoice requested.

Review the invoice for late fees and past due amounts. All late fees and past due amounts must be researched and an explanation made on the invoice.

After completion of the review process, the invoice is entered into the MIP accounts payable module against the encumbrance. NOTE: Invoices totaling more than the available encumbered amount must be approved (signed and dated) by the Assistant Director, SFWIB Finance or designee prior to entry in MIP, or a change order is generated. If an encumbrance was not entered, the invoice is entered as an accounts payable transaction along with the PO and relevant supporting documentation. Accounts payable transactions are entered in the MIP accounting system in batches called sessions. Once all invoices have been entered into a session, the Account Clerk prints an Unposted AP Transaction report, places it on top of the unpaid vendor invoices and gives the package to the Accountant II or Assistant Controller, in his absence, for review.

The Accountant II reviews the package ensuring that costs are appropriately assigned to program or administrative cost categories, and direct program expenditures are not charged to cost pools. The Accountant II reviews all the fields that include the payee, invoice #, coding, amounts, dates of the invoices, and posts the transaction in MIP if the information is accurate. The report is signed and dated to indicate the Accountant II’s review and posting of the transaction. The package is returned to the responsible staff to be corrected if any errors are noted. The review process for ITAs is completed by the Accountant II or Assistant Controller which follows the same procedure described above. Coding is reviewed by the Finance Administrator.

Checks are then cut in accordance with the cash disbursement procedures outlined in Section IV.D. Cash Disbursements. If on the current invoice an outstanding amount is pending and it is determined that it has not been paid, staff will notify the vendor, request a second invoice, investigate the reason the payment was missed, and make prompt payment if deemed appropriate. Original vendor invoices are filed together with check stubs in the accounting department by the Account Clerk responsible for this function.


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The Account Clerk maintains a log of original invoices removed from the department.

VII.F. FUND CLOSEOUT PROCEDURE

Purpose: To document and implement internal controls to ensure funds are

liquidated within the grant’s period of availability as required under OMB

A-133.

The Cash Request Worksheet keeps track of all funding sources including the total amount of funds granted, the grant period of availability, the amount of funds requested to date, and the balance available. This worksheet is analyzed and edited on a weekly basis and is the first internal control to ensure funds are liquidated within the grant’s period of availability as it states the grant’s termination date.

Once the grant period has ended, the segment “Fund” in the MIP system is changed from “Active” to “Inactive” status. This allows the accountant to continue to use the Fund but it gives a message warning to the accountant that the Fund is inactive. This is a red flag for the accountant who must determine if the expenditure pertains to the inactive Fund and the funding period. If it does, the system will still allow posting to an “Inactive” Fund.

There is another level of review when the Accountant II or the Assistant Controller reviews and determines if the correct fund has been used, and ultimately posts the transactions. After the 45 or 60 day closeout period, a closeout reports is automatically generated in the OSMIS system. The Assistant Controller then produces an MIP expenditure report and compares the expenditure amounts to those in the Close-out report. Discrepancies are researched and resolved. Following resolution, the Assitant Controller sends an email to the Assistant Director of Finance, along with copies of the MIP report, and informs the Assistant Director that the Close-out report is ready for a final review and approval The Assistant Director then reviews the documents and electronically approves the close out in the OSMIS system.completed and submitted by the Assistant Director, Finance, to DEO and/or other granting agencies as needed.


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V I I . G . I N D I V I D U A L T R A I N I N G A C C O U N T S

Purpose: To establish the policy and procedure that define those costs that qualify as allowable ITA expenditures for the purpose of the requirement that 50% of the WIA Adult and Dislocated Worker funding passed through to RWBs are allocated and expended on qualified ITA costs. In addition, this section addresses the policy and procedures for seeking waivers from the ITA reserve requirement

BACKGROUND

Chapter 445.003 Florida Statutes requires that:

1. At least 50 percent of the Title I funds for Adults and Dislocated Workers that are passed through to regional workforce boards shall be allocated to and expended on Individual Training Accounts unless a regional workforce board obtains a waiver from Workforce Florida, Inc. Tuition, books, and fees of training providers and other training services prescribed and authorized by the Workforce Investment Act of 1998 qualify as an Individual Training Account expenditure, as do other programs developed by regional workforce boards in compliance with policies of Workforce Florida, Inc.

2. Effective July 1, 2012, authorized ITA expenditures may only include tuition, books and fees of training providers and “other training services” prescribed and authorized by the Workforce Investment Act.

To implement this requirement, the State of Florida established a State ITA cost category within the OSMIS financial reporting system. Five sub-cost categories are also established: 1. Occupational skills training.

Classroom training through eligible training providers. 2. Other Workforce Investment Act (WIA) specified training services and activities

On-the-Job Training (OJT) Programs that combine workplace training with related education, which

may include Cooperative education programs Work-place training programs operated by the employer Skill upgrading and retraining Entrepreneurial training Job readiness training


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Adult education and literacy activities in combination with the previous services

Customized training conducted with a commitment by an employer or group of employers to employ an individual upon successful completion of the training. 3. Work Experience and Internships (WE&I)

Subsidized employment and other employer provided training activities. 4. Training Program Management (TPM)

Staff costs directly related to developing, implementing, or coordinating authorized training programs (not services to individuals) identified in bullets 1-3 above. Also included is any staff costs associated with developing, implementing, or coordinating regional training for eligible clients participating in training programs leveraged through other grants. “Other grants” may include US Department of Labor, Temporary Assistance for Needy Families and Pell grants. Staff costs are limited to salaries and benefits. 5. Training Case Management (TCM)

Staff expenditures directly related to case management and job placement services for clients in training (not clients seeking training). This includes staff expenditures associated with the provision of support services to individuals while they are in training. Staff costs are limited to salaries and benefits.

Supportive Services costs related to the above cost categories are not included in the State ITA definition and are not to be included in the expenditures reported under State ITA cost categories.

SFWIB allocates (budgets) a minimum of 50% of the Adult and Dislocated Worker formula funds that it expects to expend each state fiscal year (July-June). This allocation must equal the carry-forward (estimated or actual when available) as well as that portion of any new allocation budgeted for the current year. The required minimum allocation of 50% of funds to be expended in the fiscal year is reflected in the budget that is submitted to WFI for review no later than two weeks after the chair approves the budget.

SFWIB reports expenditures in each of the five specified sub-cost categories that will then add up to the State ITA cost category. Expenditures are reported monthly in the One-Stop Management Information System (OSMIS). SFWIB maintains appropriate records to support their OSMIS expenditures reported along with documentation of the methodology utilized to cost allocate any salary and fringe expenditures.

Ch. 2012-29, L.O.F., preserved the option for the state board to grant a waiver from the ITA reserve requirement. The DEO guidance paper on ITA provides specific information of the process that must be followed to request such waivers.


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PROCEDURES

Effective with FY 2012/13, Service Providers are required to maintain

appropriate records to support the expenditures reported under the ITA cost categories, along with documentation of the methodology utilized to cost allocate any salary and fringe expenditures not supported directly by

personnel activity reports. The invoice form that providers use to request reimbursements from SFWIB is designed to capture this information.

SFWIB staff report monthly their work time allocation monthly on the Personnel Activity Report (PAR). The PAR includes ITA cost categories for Training Program Management & Training Case Management. Information reported on the PARs is them summarized and used to allocate SFWIB staff payroll, as described in more detail in Section VIII, B of this manual The Service Account Management System (SAMS) is also designed to separately capture the ITAs Cost Categories: Occupational Skills Training, OJT, EWT, and Paid Work Experience. ITA expenditure information in SAMS is electronically uploaded into MIP. The Assistant Controller periodically reviews the mapping of SAMS service codes to the MIP GL account number in order to ensure appropriate coding and reporting.

VIII.A. NEW EMPLOYEE AND CHANGE IN EMPLOYEE STATUS PROCEDURES

Purpose: To establish policies and procedures related to new employees as well as a

change in status of current employees.

SFWIB’s human resource functions are performed by its Human Resource Department. Under the Inter-local agreement with the Miami-Dade County


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(The County) SFWIB uses the County’s Human Resource policies. New employees of SFWIB are hired by the County’s Human Resource Department. All SFWIB staff are County employees and receive the same benefits as other County employees. As a result SFWIB payroll is processed by the County. SFWIB reimburses the County for its payroll expenditures. See the Human Resource Department Policies and Procedures for additional detail on the process. Upon the hiring of a new employee, the Human Resource Department notifies the Assistant Director, SFWIB Finance and the Assistant Controller of the employment. Human Resources also notifies the Assistant Director, Finance and the Assistant Controller in writing of terminations, department and salary changes (this is not happening, either we take this off or we ask them to abide by it). The Assistant Director, SFWIB Finance forwards the notification to the accounting staff responsible for processing of the payroll reimbursement to the County. There are cases in which SFWIB uses a temporary employment agency to hire certain positions. These employees do not receive benefits.

VIII.B. PAYROLL PROCESSING PROCEDURES

Purpose: To establish the procedures for processing and recording the biweekly

payroll.


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Through the Inter-local agreement, SFWIB adheres to the County personnel policies and procedures. As a result all SFWIB staff are County employees. Payroll is processed biweekly by the County. The payroll is processed on a two week lag. Each employee completes the Electronic Payroll Attendance Record (ePAR) and the department supervior for their division approved it electronically. Final approval for the agency is made by the Executive Director electronically.

Leave and/or overtime must be supported by application for leave or overtime requests that have been approved by the Department Head and/or the Executive Director. Approved leave and overtime earned are indicated on the ePAR. On Wednesday or Thursday before payday the accounting staff responsible for processing the payroll entry receives an e-mail of the Payroll Interface from the County. On Friday (Payday) the accounting staff collects the hardcopy payroll register from the Human Resource Department. The interface, the payroll register and the invoice from the County are reconciled to verify the amount billed by the County. Disallowed charges are deducted on the reconciliation. Disallowed charges could result from an employee that has changed departments and the County records have not been properly updated. The payroll register lists the gross pay, all deductions and withholding items, and the net amount paid for each employee. The reconciliation is forwarded to the Assistant Controller for review and approval. The human resource department forwards direct deposit vouchers, if requested by the staff, and any live checks to each department head for distribution on payday (Friday). Direct deposits are made into each employee’s account on Thursday evening prior to the Friday payday. The accounting staff responsible for processing payroll enters payroll data from the register into an excel spreadsheet that distributes the expenditure into the proper coding to be entered into the general ledger. Each employee’s payroll costs are recorded in the programs in which their work is attributable as indicated in their monthly timesheet. The payroll costs of those whose total time is not directly attributable to a specific grant program are charged 100% to administration, training program management, training case management, or program cost pools or a combination of these. The cost pools are allocated monthly by the Finance Administrator or the Assistant Controller using the percentages derived from the cost allocation plan (See section XI.B. –Cost Allocation Plan). An Accounts Payable transaction is prepared from the excel spreadsheet and entered in the MIP accounting system to record the expenditures and


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process reimbursement to the County. This entry is made by the Account Clerk on a monthly basis after the payroll register reconciliation has been reviewed and approved by the Assistant Controller. Upon completion of the entry, an Unposted Transaction Report is printed and given to the Assistant Controller, who reviews the report for accuracy of coding and posts the transaction in MIP. The Assistant Controller signs thesigns the report to indicate his/her approval and posting of the transaction. The supporting documentation is then returned to the Clerk for processing of the payment to the County. Reimbursement to the County is made on a monthly basis.

All W-2 forms and quarterly 941 forms are processed and filed by the County. The leave balances for each employee are maintained by the County. Employees accrue personal leave time based on the number of years they have worked for the County, as documented in the County’s personnel policy manual.


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VIII.C. PAYROLL LIABILITIES

Purpose: To establish the procedures for recording all liabilities associated with

payroll.

The payroll entry processed by the Account Clerk (See Section VIII.D.

Payroll Processing Procedures) records the payroll entry as an accounts payable transaction in the MIP accounting system. A liability is recorded for the reimbursement to the County. The Account Clerk is then responsible for processing payment to the County, using the procedures in Section VII.C. Cash disbursements.

Employees accrue personal leave time at varying rates based upon their length of employment with the County. If an employee transfers from SFWIB to another County department, their leave balance is transferred with them to the other department. However if an employee leaves (terminates employment) SFWIB, their remaining leave balance is paid to them in accordance with the County’s policies. At end of each fiscal year, the Assistant Controller, SFWIB Finance obtains a report-Payroll and Attendance record & Accrued Leave Liability Report from the County, which helps calculate the liability for compensated absences and records the expense and liability as needed.


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X.A. ACQUISITION, CONTROL AND DISPOSITION OF FIXED ASSETS

Purpose: To establish policy and procedure for the acquisition, control and

disposition of fixed assets.

Acquisition, control, and disposition of SFWIB’s fixed assets are managed by the SFWIB’s Administration Division. See the Administration Division purchasing and capital inventory management policies and procedures for the detail policies and procedures regarding fixed assets. SFWIB uses Quetel software to control and perform annual depreciation of fixed assets. ACQUISITION Prior to the acquisition of any fixed asset, the requisition is submitted by the requesting Finance AdministratorDivision Director to the Assistant Director, SFWIB Finance for budget availability verification. The Finance AdministratorAssistant Director, SFWIB Finance signs and dates the requisition indicating theirhis verification of budget availability and approval of the general ledger coding. If the requisition is not coded with the appropriate general ledger code, the code is entered during the budget verification process. Final approval is seeked from Assistant Director, SFWIB Finance and the Executive Director. Upon approval, the requisition is returned to the requesting division Director for completion of the acquisition process. Tangible individual items purchased in the amount of $1,000 or more are recorded in the Fixed Asset Acquisitions expense account in MIP. This allows SFWIB to report items as expenditures in order to be reimbursed by the funding source for the cost incurred to purchase the item(s). Maintenance and repairs made to equipment and property are charged to expense as incurred. The Inventory Specialist signs and dates a copy of the invoice to indicate receipt of the copies. The copy received by the Inventory Specialist is then used to update the fixed asset system. All assets are recorded in the general ledger at cost. Any donated property or equipment is recorded at its fair market value on the date it is received. DISPOSITION


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The Finance Department is responsible for removing the cost and related accumulated depreciation from the general ledger when the fixed asset is sold or otherwise retired. The resulting gain or loss, if any, is recorded as a revenue or expense, respectively. The detail information regarding the disposal is received from the Administration Division annually (year-end). This information is reviewed by the Assistant Controller for reasonableness and accuracy of calculation. The disposal entry is recorded as a net entry in MIP. The entry nets disposal, addition and depreciation against the balance sheet accounts. Supporting documentation for the entry is given to the external auditors for review on an annual basis.


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X.B. DEPRECIATION

Purpose: To establish the procedures for recording depreciation of the agency’s

fixed assets.

SFWIB uses the County’s fixed assets’ useful lives policy for calculating depreciation. See the Administration Division Capital Inventory Management Policies and Procedures for the policy. Depreciation is calculated using the straight-line method over the estimated useful lives. Depreciation calculations are performed by the Administration Division Assistant Controller, using the fixed asset system. The depreciation calculations and supporting documentation are then forwarded to the Assistant Controller for review and entry into the MIP accounting system as part of the year-end entries. Depreciation expense is entered in the accounting system as a net entry with additions and disposals to capital assets and investment in fixed assets. Both accounts are balance sheet accounts. Fixed assets are recorded in accordance with Governmental Accounting Standards Board standard # 34 (GASB 34). The Assistant Controller enters the transaction through a Journal Voucher Session, prints out an Unposted Transaction Report and forwards the package to the Assistant Director, SFWIB Finance for review and posting. The Assistant Director, SFWIB Finance reviews and posts the transaction and returns the package to the Assistant Controller for filing in the Journal Voucher cabinet. The package is signed by the Assistant Director, SFWIB Finance indicating his or her review of the transaction. The calculations are reviewed by the external auditors annually.


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XII.A. MONTH-END CLOSING PROCEDURES

Purpose: To establish the procedures for performing month-end closings of the

accounting records.

The following steps are completed each month to close the accounting records and generate monthly reports:

The accounting staff ensures that all expenditures have been entered in the accounting system for the month.

The Assistant Controller ensures that all revenue has been recorded in the accounting system for the month.

The Assistant Controller ensures that all journal vouchers have been entered in the accounting system for the month.

The Accountant II verifies that all expenditures have been entered into the accounting system, reviews and post all unposted transactions.

The Assistant Controller ensures that the accounts payable sub-ledger agrees to the accounts payable control account.

Designated staff completes the bank reconciliation for all cash accounts utilizing the Bank Reconciliation Module in MIP.

Each staff reviews the statement of revenue and expenditures of programs administered by them for large variances, unusual items, errors, and records any adjusting or correcting journal vouchers, if needed.

The Assistant Director, SFWIB Finance and Assistant Controller review and analyze the general ledger and trial balance for any unusual items, and records any adjusting or correcting journal vouchers, if needed. They also reconcile balance sheet accounts if needed.

The Assistant Director, SFWIB Finance, Assistant Controller, and Finance Administrator perform and/or monitor the cost allocation utilizing the Cost Allocation Module in MIP.

The Finance Administrator performs the monthly expenditure reporting to the State through OSMIS (see reporting procedures at the end of this section) which is reviewed and approved by the Assistant Director, Finance or the Assistant Controller.


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The Assistant Director, SFWIB Finance and Assistant Controller generate the monthly management reports (year-to-date statement of budget versus actual expenditure, statement of revenue versus actual expenditures) for each funding source and for the agency. The reports are given to the Executive Director for review and presented at the committee meeting and the Board Meeting. They are put together by assigned staff and later reviewed and analyzed.

The Assistant Director, SFWIB Finance or Assistant Controller updates the date restrictions in the MIP Administration module to prohibit users from making entries into a prior closed period and prohibit entry into any future fiscal periods.

MONTHLY REPORTING REQUIREMENTS

SFWIB Monthly Management Reports – Due on or before the 25th of each month.

State Monthly Expenditure (via OSMIS) Reporting – Due on or before the 20th of each month.

ARRA Reports (with the exception of TANF ARRA )- Due on or before the 1st of the month

ARRA TANF Expenditure Reporting- Due on or before the 5th of each month.

SFWIB Monthly Financial Report to Board (Budget vs. Actual)

QUARTERLY REPORTING REQUIREMENTS

DCF-Quarterly Program Report (Budget vs. Actual)

PROCEDURES FOR PREPARING STATE MONTHLY REPORTING

Verify that all month end closing procedures (cost allocation, reconciliations etc.) have been completed.

Print year to date Statement of Revenues and Expenditures by Funding Source reports from MIP accounting system.

Review MIP statement of revenue and expenditure report for reasonableness.

Formatted: Superscript

Formatted: Font: Times New Roman, 12 pt,Superscript

Formatted: Font: Times New Roman, 12 pt

Formatted: Superscript


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Print year-to-date Financial Report Summary by program and year from OSMIS to determine amounts previously reported.

Calculate the difference between current period actual expenditures on MIP report and accrued expenses recorded in OSMIS (Financial Report Summary). The difference represents current month’s expenditure to be recorded in OSMIS.

All adjustments and reclassifications to the MIP reports to obtain the current month’s expenditures to be reported in OSMIS must be documented. Supporting documentation or explanation for the adjustment or reclassification must be attached to the MIP report.

Using the OSMIS cost categories, input current month expenditures into the system by program. For details of the OSMIS cost categories and data entry instructions see the Department of Economic Opportunity

One Stop Management Information System Financial Management

Report Guide.

Save the transaction and print a copy for the files. Print an updated copy of the Financial Report Summary.

File all documents in the OSMIS Reporting Folder for the month. The folders are kept in the accounting department OSMIS Reporting Cabinet.

The above procedures are conducted by the Finance Administrator and reviewed by the Assistant Controller or the Assistant Director, Finance.


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XII.B. YEAR-END CLOSING PROCEDURES

Purpose: To establish the procedures for closing the accounting books at the end of

the fiscal year.

The following steps are completed at the end of the fiscal year in order to close the accounting books and prepare for the annual financial audit: The Assistant Director, SFWIB Finance notifies all departments of the

last date to receive supporting documentation for expenditures incurred during the fiscal year.

The Assistant Director, SFWIB Finance notifies all service providers

and training agents of the last date to receive invoice and supporting documentation for expenditures incurred during the fiscal. A report is received from SAM’s of all outstanding obligations (vouchers issued etc) in the system. The service provider/ training agent is sent the Outstanding Obligation Report from SAM’s and requested to review, and notify SFWIB finance department of the items for which invoices will be processed. The Finance Department will liquidate all obligations that will not be invoiced at a later date after the closing. Obligations that will be invoiced will be accrued by the finance department.

The Assistant Director, SFWIB Finance or the Assistant Controller

updates the date restrictions in the MIP Administration module to warn user of entries made into the prior fiscal year and prohibit entry into any future fiscal years.

The accounting staff reviews the encumbrance report to determine

outstanding purchase orders that should be recorded as liabilities. The Assistant Director, SFWIB Finance and the AsistantAssistant

Controller is responsible for ensuring that the accounting staff records all transactions on the accrual basis of accounting at year end. Transactions paid after June 30 are identified and properly recorded in the period they are incurred, not paid.

The Accountant reviews the dates of the payroll to determine whether a

material amount of the pay period should be accrued into the correct fiscal year.


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The Assistant Director, SFWIB Finance and the Assistant Controller perform audits of each balance sheet account, performing any needed reconciliations to ensure the year-end balance is correctly stated. The actual reconciliation is done by the Accountant I.

The Account Clerks complete Grant Close-Out procedures for the

agency’s sub-recipients and funding sources. This includes sending contract expiration and grant close-out reminder notices to the sub-recipient.

The Assistant Director, SFWIB Finance, Assistant Controller and the

Accountant I and II prepare schedules requested by the auditor. Upon completion of the annual financial audit, the Assistant Director,

SFWIB Finance or the Assistant Controller enters all audit adjustments into the MIP accounting system upon receipt of the entries from the auditor. These entries are marked in the system as an “A” type to indicate that they are audit entries. Thus, reports can easily be run in MIP to indicate audit adjusting entries.

Once all of the audit entries have been entered into the accounting

system, the Assistant Director, SFWIB Finance or the Assistant Controller performs the year-end closing in MIP. This automatic function closes all of the revenue and expense accounts to fund balance and net assets. Once this step is completed the Assistant Director, SFWIB Finance will update the date restrictions in the MIP Administration module to prohibit users from making entries into the closed fiscal year.

ANNUAL REPORTING REQUIREMENTS

Financial Section of Administrative Plan – Due to Department of Economic Opportunity

Annual Audit Plan - Due to Department of Economic Opportunity by July 30th of each year.

Annual Audited Financial Statements – Due by no later than March 31 to all funding sources and the Federal Audit Clearing House.

Single Audit Reports in Accordance with OMB Circular A-133- Due nine months after the end of the audit period (March 31) or within 30 days of receipt of the audit report, whichever occurs first. The data collection form and a copy of the report must be submitted to the Federal Audit Clearing House.

Distribution of 1099’s by January 31st of each year. Cost Allocation Plan- Due to Department of Economic Opportunity ETA Salary Cap Certification due the 15th of April of each year. Formatted: Superscript


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SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING

COMMITTEE: YOUTH COUNCIL AGENDA ITEM NUMBER: 7A DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: YOUTH PROGRAMS’S PERFORMANCE OVERVIEW AGENDA ITEM TYPE: INFORMATION RECOMMENDATION: N/A STRATEGIC GOAL: Strong, Timely Reporting Standards for End User Customers, Providers of Services STRATEGIC PROJECT: The Age 14 to 24 Agenda BACKGROUND: Performance measures for the Youth Service Providers covering the period of July 1, 2012 through March 31, 2013 on the State’s Monthly Management Report (MMR) for three reporting quarters is as follows:

1. 183 out of 185 younger youth exited the program with a positive outcome (obtain a credential/diploma, post-secondary education, advanced training/qualified apprenticeships, military, employment). The Region’s younger youth positive outcome performance measure is at 99 percent.

2. 1716 out of 1724 youth made an increase in their skill attainment performance measure (basic skills, work

readiness skills, occupational skills). The Region’s youth skill attainment performance measure is 100 percent.

3. 154 out of 157 in-school youth exited the program with a positive outcome (obtain a credential/diploma, post-

secondary education, advanced training/qualified apprenticeships, military, employment). The Region’s in-school youth positive outcome performance measure is at 98 percent.

4. 80 out of 83 out-of-school youth exited the program with a positive outcome (obtain a credential/diploma, post-

secondary education, advanced training/qualified apprenticeships, military, employment). The Region’s out-of-school youth positive outcome performance measure is at 96 percent.

Overall, the three reporting quarters for the Youth Service Providers and Region demonstrates improved performance. Attached is a performance report detailing individual Youth Service Provider’s performance. FUNDING: N/A PERFORMANCE: N/A

Attachment

# to be Met # Met

% of Standard

Met

# to be Met # Met

% of Standard

Met

# to be Met # Met

% of Standard

Met

# to be Met # Met

% of Standard

Met

IN SCHOOL YOUTH PROGRAM

Adult Mankind Organization 16 16 100% 302 299 99% 23 23 100%Community Coalition 1 1 100% 56 56 100% 2 2 100%Cuban American National Council 18 18 100% 117 117 100% 20 20 100%Youth Coop - Monroe 6 6 100% 29 29 100% 6 6 100%UNIDAD of Miami Beach 51 50 98% 109 108 99% 53 52 98%Youth Coop Miami-Dade 45 45 100% 457 456 100% 52 51 98%

OUT OF SCHOOL YOUTH PROGRAM

Adult Mankind Organization 10 10 100% 128 126 98% 11 11 100%Cuban American National Council 2 2 100% 49 49 100% 3 3 100%Youth Coop - Monroe 3 3 100% 18 18 100% 5 5 100%Greater Miami Service Corps 3 3 100% 82 82 100% 8 8 100%Youth Coop Miami-Dade 30 29 97% 377 376 100% 53 53 100%

CAREER CENTERS

Carol Ctiy WIA Adult 1 0 0%Northside Career Center WIA Adult 1 0 0%West Dade WIA Adult 1 0 0%

REGIONAL PERFORMANCE 185 183 99% 1724 1716 100% 157 154 98% 83 80 96%

In School Youth Outcome Performance Measure (90%)

WIA YOUTH SERVICE PROVIDERS PERFORMANCE

Youth Service Providers

Youth Skill Attainment Performance Measure (85%)

Out of School Youth Outcome Performance Measure (90%)

Younger Youth Outcome Performance Measure (90%)

JULY 1, 2012 - MARCH 31, 2013


COMMITTEE: ECONOMIC DEVELOPMENT AND INDUSTRY SECTOR COMMITTEE AGENDA ITEM NUMBER: 8A DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: 2013-14 PRELIMINARY TARGETED OCCUPATION (TOL) LIST AGENDA ITEMS TYPE: INFORMATION

RECOMMENDATION: N/A

STRATEGIC GOAL: Premier National Provider of Employment and Career Training

STRATEGIC PROJECT: Raise the Bar/One Stop Performance Consistency

BACKGROUND:

On March 4, 2013 SFWIB received from Workforce Florida, Inc. (WFI) the 2013-2014 Preliminary Targeted Occupations List (TOL) and the process for submitting requests to add and/or delete an occupation. The preliminary 2013-2014 RWB Targeted Occupations Lists (TOLs) have been uploaded to the Department of Economic Opportunity (DEO) site. Only regional workforce boards will be allowed to submit requests for changes to these preliminary lists.

WFI will send a notice to the Department of Education requesting that community and state colleges, school districts, private schools and public/private colleges and universities be made aware that the TOL process has commenced for 2013-2014.

The statewide wage criteria for 2013-2014 recommended by the Workforce Estimating Conference and subsequently accepted by the Workforce Florida Board of Directors as the basis for soliciting regional input, is detailed in the following table:

Targeted Occupations List 2013-14 Entry Wage 2013-14Mean Wage

(2012-2013Entry Wage) (2012-13 Mean Wage)

General TOL $10.80 $13.29

($10.62) ($13.07)

High Skills/High Wages Component $13.29 $20.82

($13.07) ($20.48)

The criteria are adjusted for each region based on the Florida Price Level Index. The adjusted wage criteria for all 24 regions and the adjusted criteria are also embedded in the preliminary TOL on the web site. FUNDING: N/A PERFORMANCE: N/A Attachment

SOUTH FLORIDA WORKFORCE INVESTMENT BOARD MEETING COMMITTEE: ECONOMIC DEVELOPOMENT AND INDUSTRY SECTOR (EDIS) AGENDA ITEM NUMBER: 8B DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: APPROVAL TO TRANSFER EMPLOYED WORKER TRAINING (EWT) FUNDS AND SPECIAL PROJECT FUNDS FOR MIAMI-DADE COUNTY COMMISSIONERS JOBS INITIATIVE AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: EDIS Committee recommends to the Board approval to transfer $50,000 dollars from the Employed Worker Training (EWT) pool and $600,000 in special project funds to the Miami-Dade County Commissioners Jobs Initiative. A total of $650,000 is recommended for the initiative. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: N/A BACKGROUND

Miami-Dade County Commissioner Jean Monestime - District 2, in partnership with the South Florida Workforce Investment Board (SFWIB) is spearheading a groundbreaking jobs initiative project. The first of its kind, this initiative is designed to bolster the economic impact of the community by providing the residents in District 2 with employment opportunities and skills needed to benefit businesses. The basis of this initiative is to create linkages between the workforce and local businesses. The project’s goal is to provide up to 100 jobseekers in District 2 with employment opportunities through an On-the-Job Training (OJT) or Paid Work Experience (PWE). Miami-Dade County Chairwoman Commissioner Rebecca Sosa is requesting for the job’s initiative to be implemented in each of the 13 commissioner’s district. Staff request the Committee recommend to the Board granting staff authorization to transfer $50,000 dollars from the Employed Worker Training (EWT) pool and $600,000 from special projects that were targeted for a Re-Entry Training Initiative to allocate to the Career Centers for the purpose of OJT and PWE agreements resulting from this initiative. FUNDING: Workforce Investment Act (WIA) Adult and WIA Dislocated Worker Funds PERFORMANCE:

Expected Outcome is to provide employment opportunities with area businesses in each Miami-Dade County Commission District through On-the-Job Training (OJT) or Paid Work Experience (PWE).


COMMITTEE: WORKFORCE SERVICES IMPROVEMENT (WSI) COMMITTEE AGENDA ITEM NUMBER: 9A DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: APPROVAL OF A RET HOSPITALITY SHORT TERM TRAINING PROGRAM AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The WSI Committee recommends to the Board the approval of applying up to $150,000.00 in Refugee Employment & Training Program (RET) funds to purchase a cohort at Miami Dade College (MDC) to train up to 182 RET participants in Hospitality Management. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance and Consistency BACKGROUND: The Florida Department of Children and Families (DCF) Refugee Services awarded SFWIB $300,000 for short-term training for RET participants. The DCF Refugee Services approved MDC’s Hospitality Management Program as appropriate short-term training, affording eligible RET participants an opportunity to acquire specific job skills and industry-recognized certification. The Hospitality Management Training Program is a partnership between SFWIB and MDC; SFWIB will cover the training and training-related expenses for program participants and MDC will deliver the training services. The five-week program consists of 50 hours of instruction in hospitality job training and 40 hours of customized industry-related instruction in English. The American Hotel and Lodging Association curriculum will be utilized throughout the program, ensuring that participants receive an extensive overview of the lodging and food and beverage industry and gain the skills needed for positions in housekeeping, laundry and food and beverage at most hotels and/or food and beverage establishments. The following table highlights the program’s structure, cost and related occupational skills acquired:

Funding Up to: $150,000 Maximum Number to Be Trained: 182 Projected Placements within 60 Days of Completion:

70%

Program Cost: $825 Cost Per Participant Program Length: 90 Hours in 5 weeks Housekeeping/Food Servers Occupations: Annual Average Salary $18,408 Economic Benefit Per Placement: $18,408 Net Economic Benefit Per Placement: $17,583 Return on Investment: $10.44

FUNDING: Refugee Employment and Training funding up to $150,000 PERFORMANCE: The performance is indicated in the above table. Attachment

Proposed Hospitality Employment Training Project

Miami Dade College – Wolfson Campus

School of Continuing Education and Professional Development

International Hospitality Center – Hospitality Management Program

Program Description

To offer a comprehensive five (5) week program of Hospitality workforce training for eligible refugee participants

through Miami Dade College’s Hospitality Management Program. The program consists of fifty (50) hours of

instruction in Hospitality job training and forty (40) hours of customized industry related instruction in English. A

total of ninety (90) hours of instruction will lead to employment readiness.

The American Hotel and Lodging Association curriculum will be utilized to structure the curriculum components. Participants will get an extensive overview of the lodging and food and beverage industry and the training will involve an in-depth look at the most common line-entry level skills necessary for position in housekeeping, laundry and food and beverage at most hotels and or food and beverage establishment. In order to enhance job readiness, the English language instruction will be an essential component part of the training program.

Number of students: 25 students per cohort

Expected start date: TBA

Program length: 90 hours in 5 weeks – Monday through Saturday

5th Week in Hospitality Training, Testing, Certificate of Completion

Program Cost: $825 cost per participant

Program cost includes:

Assessment and testing

Curriculum customization

Instructional cost including Salary and Fringe

Text and class material

Field Trips and field training

Program Coordination Hospitality

Fifty (50) hours of instruction over a five (5) week period

Classroom training based on American Hotel and Lodging Association AH & LA) standards & curriculum

Increase vocabulary in the Hospitality industry

Enhance communication skills prior to job seeking interviews (mock interviews, resume)

Create awareness of proper dress code and industry code of behavior

Develop customer service skills

Skills training in Housekeeping, and Food and Beverage departments

Classroom instruction in Customer Service & industry operations- 3 hours per week; 5 weeks (15 Hours) o Etiquette Training o ServSafe Certification preparation

Field experience 7 hours per week - 5 weeks (35 hours) in the following areas:

o Housekeeping o Guestroom attendant o Laundry attendant o Food & Beverage (server, steward, buser, entry level kitchen staff)

Participants will be ready to perform the acquired skills at a new level of service excellence

Participants can obtain an internationally recognized line-level certification once the work requirement for certification has been met and upon successful completion of the certification exam

Participants will take the appropriate comprehensive exam at the end of the instructional period.

ESL Forty (40) hours of instruction over a four (4) week period

Intensive English Class – 10 hours per week; 4 weeks (40 hours )

Conversation/Pronunciation Class – 5 hours per week; 4 weeks (20 hours )

Tutorial ESL Lab – 5 hours per week; 4 weeks (20 hours) Provide specific language skills leading to professional development Develop English language foundation and oral fluency for social and professional interaction Enhance interviewing skills Promote confidence and positive work ethics Develop awareness for cultural contexts to understand and apply the English language

Summary of Intensive English as a Second Language (ESL)

Program Components:

I. Intensive English Description This course will improve participants’ ability to effectively communicate in oral and written English. By engaging in a variety of activities, participants will enhance their proficiency in the most critical areas of everyday communication: listening and speaking. Major emphasis is placed on workplace communication and common terminology in the Hospitality industry.

Objective To acquire the English skills needed for professional development, certification, or social interaction, participants will:

1. Review Standard English grammar and sentence structure through exercises that relate to work and social situations. Grammar exercises focus on oral and written communications.

2. Learn the correct verb forms in the present, past and future tenses. 3. Correct or avoid troublesome errors when writing or speaking. 4. Acquire and develop vocabulary skills to enhance fluency and communication.

II. Conversation-Pronunciation

Through engagement in conversations based on topics of everyday life and workplace communication, participants

will develop fluency and pronunciation abilities. Oral communications skills will continue to be improved by

participating in group and individual role-play presentations, guided conversation, and workplace related

vocabulary development.

Objective To develop and improve oral English skills needed for professional development, certification, or social interaction participants will:

1. Engage in active, meaningful communicative practice in order to acquire the necessary knowledge and skills to speak more fluently and confidently.

2. Review grammar skills and integrate them into the conversation. 3. Lose the fear of conversing in English through group support. 4. Practice the “sounds of English” in order to learn the tone, tenor, voice techniques, syllable length and

rhythm of the spoken language. 5. Acquire the skills needed to analyze and understand syllable and word stress patterns; vowels length and

how they affect the pronunciation and meaning of words and sentences. 6. Practice vocabulary for everyday situations for:

a. Greeting guests / answering simple questions / giving directions; b. Following instructions; c. Reporting emergencies / repairs and problems to appropriate supervisors; d. Using contextual information for fluency development.

Program Options – Proposed Schedules

To accommodate student schedules three options will be offered:

Morning program will run from. Mon.– Tues. – Thurs.- Fri. 8:30 – 11: 00 a.m.; Wed. 8:30 – 11:30 a.m. Afternoon program will run from. Mon.– Tues. – Thurs.- Fri. 12:30 – 3:00 p.m.; Wed. 12:30 – 3:30p.m.; Evening program will run from Mon.– Tues. – Thurs.- Fri. 5:30 – 8:00 p.m.; Wed. 5:30 – 8:30 p.m. *All options will also include Saturdays from 8:30 a.m. – 4:30 p.m. in Hospitality field training

Morning (Option 1)

MONDAY

TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

Intensive English

8:30 – 11:0 a.m.

Intensive English

8:30 – 11:00 a.m.

Hospitality

8:30 – 11:30 a.m.

Intensive English

8:30 – 11:00 a.m.

Intensive English

8:30 – 11:00 a.m.

Hospitality

8:30 – 4:30 p.m.

Afternoon (Option 2)

MONDAY


Intensive English

12:30 – 3:00 p.m.

.

Intensive English

12:30 – 3:00 p.m.

Hospitality

12:30 – 3:30 p.m.

Intensive English

12:30 – 3:00 p.m.

Intensive English

12:30 – 3:00 p.m.

Hospitality

8:30 – 4:30 p.m.

Evening (Option 3)

MONDAY


Intensive English

5:00 – 7:30 p.m.

Intensive English

5:00 – 7:30 p.m.

Hospitality

5:00 – 8:00 p.m.

Intensive English

5:00 – 7:30 p.m.

Intensive English

5:00 – 7:30 p.m.

Hospitality

8:30 – 4:30 p.m.


COMMITTEE: WORKFORCE SERVICES IMPROVEMENT COMMITTEE AGENDA ITEM NUMBER: 9B DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: APPROVAL OF A RET AUTOMOTIVE TECHNICIAN SHORT TERM TRAINING PROGRAM AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The WSI Committee recommends to the Board the approval of applying up to $150,000.00 in Refugee Employment & Training Program (RET) funds to purchase a cohort at Miami-Dade County Public Schools (MDCPS) to train up to 182 RET participants as Automotive Technicians. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance and Consistency BACKGROUND: The Florida Department of Children and Families (DCF) Refugee Services awarded SFWIB $300,000 for short-term training for RET participants. The DCF Refugee Services approved M-DCPS’s Automotive Technician Program as appropriate short-term training, affording eligible RET participants an opportunity to acquire specific job skills and industry-recognized certification. The Automotive Training Program is a partnership between SFWIB and M-DCPS; SFWIB will cover the training and training-related expenses for program participants and M-DCPS will deliver the training services. The course consists of eight weeks of training in preparation for local employment in the automotive industry. The training will take place in National Automotive Training and Education Foundation (NATEF) certified shops by Automotive Service Excellence (ASE) certified instructors at several locations within Miami-Dade County based on a minimum number of twenty students per cohort. The delivery of instruction includes theory with an emphasis on practical application on a variety of automobiles and components. The National Automotive Training and Education Foundation (NATEF) curriculum will be used within the guidelines of the Florida Department of Education Curriculum Frameworks and Student Performance Standards.

The following table highlights the program’s structure, cost and related occupational skills acquired:

Funding Up to: $150,000 Maximum Number to Be Trained: 182 Projected Placements within 60 Days of Completion:

70%

Program Cost: $632 Cost Per Participant Cost of Exam $66 (Average of 3 Exams)

$198 (3 Exams Per Participant)

Program Length: 8 weeks Automotive Technician Occupations: Annual Average Salary

$18,720 Economic Benefit Per Placement: $18,720 Net Economic Benefit Per Placement: $12,611 Return on Investment: $2.06

FUNDING: Refugee Employment and Training funding up to $150,000 PERFORMANCE: The performance is indicated in the above table. Attachment

Automotive Employment Training Proposal Prepared for South Florida Workforce by:

Miami-Dade County Public Schools, Office of Adult and Community Education

Program Description:

This Automotive Technician training course is customized to evaluate refugee skills and

tailor a curriculum to their specific needs as an Automotive Maintenance Technician.

The course consists of eight weeks of training in preparation for local employment in the

automotive industry.

The training will take place in National Automotive Training and Education Foundation

(NATEF) certified shops by Automotive Service Excellence (ASE) certified instructors at

several locations within Miami-Dade County based on a minimum number of twenty

students per class.

The delivery of instruction includes theory with an emphasis on practical application on

a variety of automobiles and components.

The National Automotive Training and Education Foundation (NATEF) curriculum will be

used within the guidelines of the Florida Department of Education Curriculum

Frameworks and Student Performance Standards.

Number of Students 20 students per cohort Expected Start Date TBA Program Length 8 weeks, Monday through Friday Program Cost $632 SFWIB RETP eligible participants Program cost includes:

Assessment and Testing, including TABE

Custom curriculum

All instructional costs, including salary and fringes

Textbooks and classroom materials

Guest Speakers

Program Coordinator

Employability Skills

Tools

The type of assessment is a mechanical aptitude skills assessment and is conducted by the instructor. It would be in the form of a practical application of the student’s mechanical skills to gauge their level of mechanical aptitude. The purpose would be to determine their level of proficiency in the automotive trade. As for the testing, the TABE test would be administered to all of the students to determine their level of Adult Basic Education. There is an additional cost, the $30.00 Adult General Education (AGE) fee per trimester for remediation.

Optional cost $66 for each ASE Exam

There are eight different ASE certification exams available. It would be expected that all

of the students would take at least one exam, and some may be able to take two, based

on their area and level of proficiency. In order for someone to be considered a “Master”

Technician, they must take and pass all eight exams.

Eight Exams are as follows:

1. Suspension and Steering

2. Brakes

3. Electrical / Electronic Systems

4. Engine Performance

5. Engine Repair

6. Automatic Transmission / Transaxle

7. Manual Drivetrain and Axels

8. Heating and Air-Conditioning

Schedule:

Miami-Dade County Public Schools offers automotive training during the day and evening. The day class starts at 8:00 a.m. until 1:30 p.m. The evening classes start at 5:30 p.m. to 11:00 p.m. Schedule times may vary from school to school and bilingual (English/Spanish or English/Creole) classes can be scheduled based on need and enrollment.

All classes meet from Monday through Friday.

Morning (Option 1)

MONDAY

TUESDAY WEDNESDAY THURSDAY FRIDAY

8:00 – 1:30

p.m.

8:00 – 1:30 p.m.

8:00 – 1:30

p.m.

8:00 – 1:30

p.m.

8:00 – 1:30

p.m.

Evening (Option 2)

MONDAY

TUESDAY WEDNESDAY THURSDAY FRIDAY

5:30 – 11:00

p.m.

5:30 – 11:00 p.m.

5:30 – 11:00

p.m.

5:30 – 11:00

p.m.

5:30 – 11:00

p.m.


COMMITTEE: WORKFORCE SERVICES IMPROVEMENT COMMITTEE AGENDA ITEM NUMBER: 9C DATE: APRIL 18, 2013 AGENDA ITEM SUBJECT: APPROVAL OF CONTRACTORS FOR PY 2012-13 WORKFORCE SERVICES AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The WSI Committee recommends to the Board the negotiation of Workforce Services contracts, if funding is available, with PY 12-13 Workforce Services RFP respondent; City of Hialeah that met the 80-point threshold. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar / One-Stop Performance and Consistency BACKGROUND: On November 2, 2012, the SFWIB Workforce Services Request for Proposals (RFP) was released for three Career Center Contractors that failed PY 2011-2012 performance standards. To ensure no interruption in the delivery of critical employment and training services, contracts for those contractors were extended for a six-month period (July 1, 2012 to December 31, 2012). The RFP solicited agencies capable of delivering an integrated menu of workforce services. Five proposals were submitted by the November 30, 2012 deadline. On December 11, 2012, a Public Review Forum was held during which staff disclosed respondents’ scores. See attached table displaying respondents’ scores and proposed service delivery location. Although this item was unanimously approved by the Board at its meeting held on December 20, 2012, it is being presented again for the required two-thirds (2/3) vote of members. FUNDING: N/A PERFORMANCE: N/A Attachment


COMMITTEE: WORKFORCE SERVICES IMPROVEMENT COMMITTEE AGENDA ITEM NUMBER: 9D DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: APPROVAL TO ALLOCATE TANF NON-CUSTODIAL CARRY-FORWARD FUNDS TO GULFCOAST JEWISH FAMILY & COMMUNITY SERVICES, INC. AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The WSI Committee recommends to the Board the approval to allocate TANF Noncustodial carry-forward dollars as set for below. STRATEGIC GOAL: Strong, Timely Reporting Standards for End User Customers and Providers of Services STRATEGIC PROJECT: Raise the Bar One-Stop Performance and Consistency BACKGROUND: On June 21, 2012, the SFWIB approved the Fiscal Year 2012-13 budget. The approved budget included an estimated $4,606.00 in TANF Noncustodial carry-forward funds. Following the end of the grant closeouts with the State, it was determined that there were additional carry-forward dollars totaling $12,296.00. Staff recommends that these additional carry-forward dollars be allocated as set forth below: Gulfcoast Jewish Family and Community Services Inc. $10,899.18 South Florida Workforce Investment Board $ 1,396.82 Total $12,296.00 FUNDING: TANF Non-custodial Program Funds PERFORMANCE: N/A


COMMITTEE: WORKFORCE SERVICES IMPROVEMENT COMMITTEE AGENDA ITEM NUMBER: 9E DATE: APRIL 18, 2013

AGENDA ITEM SUBJECT: APPROVAL TO RE-ALLOCATE REFUGEE PROGRAM FUNDS TO EXISTING RET PROVIDERS AGENDA ITEM TYPE: APPROVAL RECOMMENDATION: The WSI Committee recommends to the Board the approval to re-allocate RET funds as set forth in the attachment. STRATEGIC GOAL: Premier National Provider of Employment and Career Training STRATEGIC PROJECT: Raise the Bar One-Stop Performance and Consistency BACKGROUND: On August 16, 2012, the Board approved renewing all the Program Year 2012-13 Refugee Employment and Training Program (RETP) contracts with existing RETP contractors that met the minimum 70-point contract consideration threshold score. The contract term covers a 12-month period, commencing October 1, 2012. However, on September 5, 2012, the SFWIB Executive Committee awarded Azure College, Inc. only a 90-day (i.e., October 1, 2012 to December 31, 2012) contract due to repeated issues with quality assurance. Staff requested that Azure submit a Plan of Corrective Action (POCA), which it did on December 13, 2012. On December 20, 2012, the Board approved another three-month contract (i.e., January 1, 2013 to March 31, 2013), enabling staff sufficient time to conduct a special quality assurance review of Azure’s compliance with RETP contract requirements. Following a review of the results of the quality assurance review, on February 22, 2013 the Board decided not to renew Azure’s College, Inc. contract for the balance of the program year. As a result of the Board’s decision, a total of $454,161 in funds is now available for redistribution. Staff recommends that these funds be re-allocated as set forth in the attachment. FUNDING: DCF Refugee Employment Training Program Funds PERFORMANCE: N/A Attachment

PY 12-13

SERVICE PROVIDER

Adult Mankind Organization, Inc. 125,813$

Arbor E&T, LLC 37,767$

Cuban American National Council, Inc 46,076$

Community Coalition, Inc 28,001$

City of Hialeah 9,483$

Azure College, Inc. (811,325)$

Lutheran Services Ministries, Inc 125,259$

Miami Beach Latin Chamber of Commerce, Inc. 16,816$

UNIDAD of Miami Beach, Inc. 17,034$

Youth Co-op, Inc. 172,696$

Haitian Services Provider 232,380$

TOTALSERVICE PROVIDERS -$

REFUGEE PROGRAM PROVIDER RE-ALLOCATIONS

south florida workforce investment board executive...

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