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Board of Directors
Agenda
January 17, 2019
CAPSLO Main Office
1030 Southwood Drive
San Luis Obispo, CA, 93401
Meeting Begins at 5:15 PM
Reciting of the PromiseAll
Migrant and Seasonal Head Start
Head Start/Early Head Start
Friends of 40 Prado
Liaison Reports
December 13, 2018 Minutes
MSHS Board Report Summary December
Approval of Minutes of Regular Board Meeting Minutes
Action
Finance Committee Mtg Minutes 12-12-18
1 Agenda Finance Comm Year En
Approval of Minutes of Finance Committee Meeting Minutes
Action
HS EHS Board Rpt for November 2018
Consent Agenda
Call To OrderDee Lacey
Roll CallMarci Sperlo
The Promise
Public Comment
Introductions/Presentations
Program/Liaison Reports
Meeting Book - January Board Packet
Page 5
Page 6
Page 11
Page 12
Page 13
Page 16
Page 2 of 41
2 Program Financial Updates-Monitoring
3 CC Summary Report - November 2018 Final
4 CAPSLO EXPENDITURES 1965 to PRESENT 2018
5 Self Assessment Oct 2018 ORIGINAL
01. Approval of funds for Emergency Bridge Program fromSan Luis Obispo County Department of Social Services(DSS) to the Child Care Resource Connection (CCRC)Program in the amount of $212,629.
02. Approval to Submit Applications for $90,650 to San LuisObispo County’s 2019-2020 Community BasedOrganization Preventive Health Grants (CBOPHG)
Board Action Approval
Action
5a Self Assessment Summary Form 2018
Action
Action
04. Approval in Change in Migrant and Seasonal Head Start andEarly Head Start Eligibility, Recruitment, Selection, andAttendance (ERSEA) Criteria Plan
04.1.Proposed - Selection Criteria Priority Points - 2019 - SanJoaquin County
05. Brd Action HS-EHS ERSEA 1-19
05.1 EL 1.5 Selection Criteria Points - Pregnant Mother Eng
Chief Executive Officer's ReportBiz Steinberg
Action
Finance Committee
Planning Committee
06. Approval of the Annual 990 Return FYE 2018
Committee Reports
03. Approval of request to carryover funds in the amount of$175,820 from Migrant and Seasonal Head Start Grant#90CM9821-03, year ended August 31, 2018 to the CurrentYear
05.2 EL 1.5 Selection Criteria Points Eng
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Page 22
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Page 30
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Page 3 of 41
Board Selection CommitteeDee Lacey
Final 2018 Advocacy Committee Plan
1-10-19 Selection Committee Minutes
President's ReportDee Lacey
Board Discussion
Page 36
Page 41
Page 4 of 41
The Promise of Community Action
Community Action Partnership of San Luis Obispo
County addresses the causes of poverty,
empowering low-income people to achieve self-
sufficiency through community-based collaborations
and programs.
Community Action Partnership of San Luis Obispo
County aborda las causas de la pobreza, capacita a
personas de bajos ingresos a lograr la autosuficiencia
a través de colaboraciones Y programas
comunitarias.
Page 5 of 41
Community Action Partnership
of
San Luis Obispo County, Inc.
Board of Directors Meeting
December 13, 2018
Members of the Board
Dee Lacey, President
Carlos Sosa, Vice President
Mical Bovee, Secy./Treas.
Chuck Cesena
Carlyn Christianson
Gary Jordan – Phone In
Steve Martin
Caren Ray
Margie Perez-Sesser – Phone In
Lisa Sperow, Legal Consultant
Absent
Debbie Arnold
Fran Coughlin
Margaret Cuzick
Rob Garcia
Sandee Menge
Anneka Scranton
The meeting was called to order by President Dee Lacey at 5:25pm
Roll Call – A quorum was present
Reciting of the Promise was led by Carlos Sosa
Public Comment
Introductions/Presentation
Biz introduced Flora Chacon, CAPSLO’s new Migrant and Seasonal Head Start Director. Flora comes to us
from the Delegate Agency in Fresno where she was the Program Director over the MSHS program. Flora
met with and was interviewed by program staff, parents, senior management and board members.
Flora thanked the Board for the opportunity. She sees many skills that staff bring to the table and is
looking forward to working with them.
Liaison Reports
Migrant and Seasonal Head Start
Dee asked the Board to review the meal and attendance report handed out (attached).
Carlos introduced Frederico, PC Parent and thanked him for being here.
The only business they had was the Board Action on the agenda tonight, which they approved.
Frederico reported:
o The last meeting was on November 3rd. He was unable to attend due to his work.
Staff
Flora Chacon
Jim Famalette
Joan Limov
Grace McIntosh
Marci Sperlo
Biz Steinberg
Yvette Fuentes Sanchez
Debi Welch
Guests
Jen Caffee
Frederico Montiel
Page 6 of 41
o The first Executive Committee Meeting for the PC took place on the 27th of November through
teleconference.
o The Parent PC approved the expansion funds for Kern and Ventura Counties. This is to support
70 children that will be in the FCC program.
o The second approval was regarding the KMI system that will provide on line training.
Head Start/Early Head Start
Dee asked the Board to review the meal and attendance report handed out (attached).
Debi reported the Regional PC also met in November.
The PC approved all the actions being presented tonight.
They are busy with the Holiday season. Atascadero State Hospital has several busses filling up with
gifts for the children. They had over 600 coats donated.
Friends of 40 Prado
Grace reported Christmas will be celebrated at 40 Prado on the 21st.
A Board Member of Friends of 40 Prado will be Santa.
Grace was on the Dave Congelation show talking about a Sock Drive for the Homeless.
Biz stated she and Chuck were at Needs and Wishes Fundraiser this weekend. This is such a
community event. Biz stated there are four charities that benefit from this event.
Program/Liaison Updates
None
Consent Agenda
Approval of Meeting Minutes
1. Approval of Minutes of Regular Board Meeting of October, 2018 – Action
2. Approval of Minutes of Finance Committee Meeting of October 17, 2018 - Action
3. Approval of Minutes of Advocacy Committee Meeting of November 1, 2018 - Action
Board Action Approval
1. Approval to submit Applications to San Luis Obispo County and various cities for the 2018 Community
Development Block Grant (CDBG) to support several Community Action Partnership program –
Action/Ratification
2. Approval to submit a Capital Development application (renewal) to the City of Santa Maria under
Community Development Block Grant (CDBG) funding to operate a home repair - Action/Ratification
2a. Board Resolution for CDBG City of Santa Maria - Action/Ratification
3. Approval to submit 2019-2020 Emergency Solutions Grant (ESG) Application to the County of San Luis
Obispo for funding to support the 40 Prado Day Homeless Services Center - Action/Ratification
4. Approval to submit an Application to the County of San Luis Obispo General Fund Emergency Shelter
and Service FY 2019 for the 40 Prado Homeless Services Center - Action/Ratification
5. Approval to submit a Continued Funding Application to the California Department of Education (CDE),
Early Education and Support Division for FY 2019-2020 in the amount of $16,691,661 -
Action/Ratification
6. Revised Approval to submit a Continued Funding Application to the California Department of Education
(CDE), Early Education and Support Division for FY 2019- 2020 in the amount of $19,915,510 -
Action/Ratification
Page 7 of 41
7. Approval for Community Action Partnership of San Luis Obispo Co. Inc. to enter into a three year lease
for 1 vehicle from Hyundai Motor Finance for the Supportive Services for Veterans Familie.docx -
Action/Ratification
7a. Board Resolution for Hyundai Lease SSVF - Action/Ratification
8. Application to the Administration for Children and Families for the Monterey County Head Start Early
Head Start Funding Opportunity Application in an amount not to exceed $13,699,233 -
Action/Ratification
9. Authorization of CYFS Regional Programs Director to sign Community Care Licensing Documents as
agency's designated signer - Action/Ratification
10. Approval to submit Early Head Start Partnership Expansion Grant Application for San Luis Obispo, Kern
and San Diego Counties for 2019-2020 - Action/Ratification
11. Application to the ACF, Office of Head Start for the Migrant and Seasonal Early Head Start Expansion
and Child Care Partnerships Funding Opportunity - Action/Ratification
12. Renewal contract with the California Community Services and Development (CSD) Community Services
Block Grant (CSBG) in the amount of $296,406 for calendar year 2019 - Action/Ratification
12a. Board Resolution 2019 CSD Contracts - Action/Ratification
13. Approval of a Budget Revision FYE 2019 San Diego Grant 09CH010460 - Action/Ratification
14. Approval of Budget Revision FYE 2019 San Luis Obispo - Action/Ratification
15. Approval to purchase additional online learning modules in the amount of $45,500 shared by Migrant
and Seasonal Head Start budgets (90HM000304, 90CM982104 & 90HM00001002) - Action
16. Approval of Refunding application to the Administration for Children and Families, Office of Head Start,
Region IX for Grant No. 09CH10460 Head Start Early Head Start, Program Year 2019-2020 San Diego -
Action
17. Approval of Refunding application to the Administration for Children and Families, Office of Head Start,
Region IX for Grant No. 09CH9190 Head Start Early Head Start, Program Year 2019-2020 for SLO -
Action
On a motion by Caren Ray seconded by Carlyn Christianson, the consent agenda is approved as presented.
(MSC Ray/Christianson) All in favor.
Chief Executive Officer’s Report
18. Approval of the HS-EH 2018-2020 Goals and Objectives for San Luis Obispo County
Debi handed out a the progress of the Goals and Objects for the Board to review. She reported this is
the last year of the 5 year Goals and Objectives. Next year will be a new plan. They exceeded their
goals, most of what they set out to do has become part of the day to day program.
She referred the Board to the handout highlighting the following progress for Kern and SLO:
o Positive Discipline and Teaching Pyramid-Parenting workshops in Kern and SLO Counties.
o Six week Father Workshop on various father involvement topics
o Family literacy Night
o Parent meeting and PC Council attendance increased.
On a motion by Carlyn Christianson seconded by Carlos Sosa, the above action is approved as presented (MSC
Christianson/Sosa) All in favor.
19 Approval of HS EHS Goals & Objectives 19-20 San Diego
The long range goals are included in the refunding application.
Page 8 of 41
They have far exceeded their goals. Debi referred the Board to the handout highlighting the following:
o Families are encouraged to obtain high school degrees and/or advanced degrees.
o When surveyed 100% of the families expressed interest in Parent Education.
o Male involvement raining provided for 45 families in Ramona and Poway.
o 100% of families in the program receive nutritional resources.
o 42 teaching and administrative staff attended the Early Years Conference.
o Families invited to participate in family engagement events 3 times per year.
On a motion by Carlyn Christianson seconded by Caren Ray the above action is approved as presented. (MSC
Christianson/Ray) All in favor.
20. Approval to submit a 2018-2019 California State Department of Education CCTR Expansion Funding
Application
Debi reported the State money came out after we applied for other grants. So we decided to apply for
State funding where we applied for Head Start. These funds will help support and enhance days of
service, for Kern, Monterey, San Luis and San Diego. We are requesting funding for 284 enrollment
slots.
On a motion by Carlyn Christianson seconded by Carlos Sosa the above action is approved as presented. (MSC
Christianson/Sosa) All in favor.
21. Approval to submit a 2018-2019 California State Department of Education CSPP Expansion Funds
Application
This application was aligned with other grants in San Luis Obispo, Monterey and San Diego Counties
for pre-school. This is for 640 Enrollment slots.
On a motion by Caren Ray seconded by Carlyn Christianson, the above action is approved as presented. (MSC
Ray Christianson) All in favor.
Biz stated she is hoping in the New Year we will have regular attendance by the Board. She thanked the
Executive Committee for approving the actions.
Tomorrow morning is the year-end breakfast for Central Administration and Senior Management. This has
been a year of growth.
She thanked everyone for their support through the passing of her husband and for the contributions to
CAPSLO in Howard’s memory. She is very happy to have both Yvette and Flora part of the CAPSLO Team.
Next week we will begin the interviews for the Outreach and Development Director. Dee stated this was
part of the strategic Plan.
Biz reported Anneka worked diligently with Carlyn and Planning on a letter that was submitted to the BOS
before their meeting last week.
Committee Reports
Finance Committee
Mical reported they met yesterday and had a year in review. All finance staff were in attendance.
Page 9 of 41
They reviewed the Adult Day Program. The program is doing very well right now. We are seeing steady
attendance. This program is unique in that the funding is over half paid by participants, their year’s total is
approximately $291,000.
Dee stated it is heartening to see this program has turned around.
They reviewed the line of credit as well as the credit card charges. Lines of Credit total $1,702,263
Corporate $140,000
Housing Trust Fund $600,000
Pacific Premier $962,263
Mical reported vendor credit card charges total $104,063.65
Direct credit card charges totaled $43,788 including $15,695 for Head Start
SLO/SD HS & EHS 3,646.
EHS Partnerships 848.
MSHS 8,565.
MSEHS Partnerships 2,637.
Total Head Start Credit Card Charges 15,695.
We may be changing banks for the VISA. There are some challenges with Wells Fargo.
An interesting fact they learned was that from 1965 to 2018 CAPSLO has invested over $1 billion in the
communities we serve.
22. Approval of the 2017-2018 Finance Internal Self-Assessment
The committee reviewed the self-assessment.
He and Rob recommend approval of the Finance Self-Assessment. In the self-assessment, they reviewed
Financial Management Systems. Reporting, Procurement, Compensation, payroll was not done, Cost
Principals, Facilities and property. There were no findings noted in the Key Performance Areas.
Joan reported they do this annually. She went over the process of the assessment. They will now debrief as
a team.
On a motion by Mical Bovee seconded by Carlos Sosa the above action is approved as presented. (MSC
Bovee/Sosa) All in favor.
Advocacy Committee
This committee is doing a great job.
President’s Report
Update
Board Discussion
Adjournment at 6:50 pm
Page 10 of 41
BOARD OF DIRECTORS MEETING
DECEMBER 2018
MSHS REPORT SUMMARY
PERSONNEL REPORT
(October through November)
10 new hire(s)
14 termination(s)
ENROLLMENT REPORT
Base Grant
Funded Enrollment: 1,627
Cumulative Enrollment (since 9/1): 1,283
Current Enrollment: 134
MSEHS-Child Care Partnership Grant
Funded Enrollment: 348
Cumulative Enrollment (since 9/1): 312
Current Enrollment: 224
MSEHS-CC Partnership Expansion Grant
Funded Enrollment: 86
Cumulative Enrollment (since 9/1): 78
Current Enrollment: 74
Current Disabilities Enrollment
113 children
ATTENDANCE AND MEAL COUNTS
FOR THE MONTH OF OCTOBER
Migrant and Seasonal Head Start
552 children
10,823 breakfasts
10,947 lunches
9,504 snacks
MSEHS-Child Care Partnerships
77 children
1,665 breakfasts
1,679 lunches
362 snacks
Page 11 of 41
HS/EHS PERSONNEL REPORT Kern County San Luis Obispo County San Diego County 0 New Hires 2 New Hires 0 New Hires 0 New Substitutes 0 New Substitutes 1 New Substitute 0 Terminations 0 Terminations 0 Termination
HS/EHS ENROLLMENT REPORT San Luis Obispo County Head Start: As of November 30, 2018 Head Start enrollment was 273 of 280, with 7 enrollment opportunities available for less than 30 days, resulting in total funded enrollment of 280 for the month of November, 2018. Early Head Start: As of November 30, 2018 Early Head Start program enrollment was 248 of 254, with 6 enrollment opportunities available for less than 30 days, resulting in total funded enrollment of 254 for the month of November 2018. Early Head Start Child Care Partnership: As of November 30, 2018 Early Head Start Partnership program enrollment was 160 of 164 with 4 enrollment opportunities available for less than 30 days resulting in total funded enrollment of 164 for the month of November, 2018. San Diego County Head Start As of November 30, 2018 Head Start enrollment was 315, over-enrolled by 1 but not to exceed licensing capacity, resulting in total funded of 314 for the month of November, 2018. Early Head Start As of November 30, 2018 Early Head Start program enrollment was 94 with 0 enrollment opportunities available for less than 30 days resulting in total funded enrollment of 94 for the month of November, 2018.
HS/EHS DISABILITIES REPORT San Luis Obispo County As of November 30, 2018, we are currently serving 41 children in HS with IEPs and there are 8 children in the referral process. In EHS there are currently 43 children with an IFSP and 8 additional children in the referral process. The Head Start Performance Standards mandate that we reserve 10% of our funded enrollment for children with disabilities. We have met the required 10% in both the HS and EHS Programs in San Luis Obispo County.
San Diego County As of November 30, 2018, we are currently serving 50 children in HS with an IEP and there are 18 children in the referral process. In EHS we are currently serving 13 children with an IFSP and 6 additional children are in the referral process. The Head Start Performance Standards mandate that we reserve 10% of our funded enrollment for children with disabilities. We have met the required 10% in both the Head Start and Early Head Start Programs in San Diego County.
San Luis Obispo / Kern / San Diego Counties As of November 30, 2018, we are currently serving 6 children with an IFSP and there are 8 additional children in the referral process. The Head Start Performance Standards mandate that we reserve 10% of our funded enrollment for children with disabilities. We have yet to meet the required 10% in the EHS Partnership Programs.
HS/EHS AVERAGE DAILY ATTENDANCE AND MEAL COUNTS San Luis Obispo County HS Average Daily Attendance for the month of November 2018 was 230. HS children received the following number of meals: 3,563 – breakfast 3,542 – lunch 2,035 – snack Regional EHS Center Based Average Daily Attendance for the month of November 2018 was 37 children. Regional EHS children received the following number of meals: 502 – breakfast 579 – lunch 453 – snack EHS Partnership Average Daily Attendance for the month of November 2018 was 71 children. EHS Partnership children received the following number of meals: 1,041 – breakfast 953 – lunch 820 – snack
San Diego County HS Average Daily Attendance for the month of November 2018 was 158 children. Children received the following number of meals: 2,226 – breakfast 2,296 – lunch 1,265 – snack EHS Average Daily Attendance for the month of Nov. 2018 was 22 children. Children received the following number of meals: 302 – breakfast 304 – lunch 271 – snack
Page 12 of 41
1 of 3
Year End Finance Committee Meeting
December 12, 2018
11:30 a.m. – 1:00 p.m.
CAPSLO Board Room
1030 Southwood Drive
San Luis Obispo, CA. 93401
Board Members Present CAPSLO Staff Present
Mical Bovee, Committee Chair Amanda Tartala, Accountant II
Rob Garcia Cathy Ferreria, Accountant II
Patty Czach, Accountant II
CAPSLO Staff Present Cesar Garcia, Accountant I
Biz Steinberg, C.E.O. Gillian Burdge, Accountant II
Jim Famalette, C.O.O. Cesar Garcia, Accountant I
Joan Limov, C.F.O. Debi Dutra, Accountant I
Andy White, Accounting Director Joel Diestler, Accountant I
Jason Holyfield, CYFS Accounting Manager Daniel Humphrey, Finance Specialist
Marci Sperlo, Executive Administrator Danielle Allen, Finance Specialist
David Amido, GL/Purchasing Supervisor Lu Stephens, Finance Specialist
Rodolfo Soriano, GL Control Specialist Mark Plants, Finance Specialist
Zach Matulovich, Accounts Payable Supervisor Tran Byrne, Finance Specialist
Heather Kusel, Accounts Payable Specialist Danijela Dornan, FSS Division Coordinator
Rudy Jose, Accounts Payable Specialist Carol Hughes, Recording Secretary
Karla Juarez, Accounts Payable Specialist
Joan distributed the meeting agenda with associated handout information packets.
Committee Chair Mical Bovee commenced meeting at 11:40 a.m. and then each individual in attendance
introduced themselves along with stating their CAPSLO tenure and job functions.
REVIEW OF ADULT DAY SERVICES PROGRAM, JUNE 30, 2018 YE
Andy White: Program is now 10 years old and is aligned with Title IIIE’s Family Caregivers Support Program. The Adult Day Center provides quality adult day care to frail seniors as well as community outreach and education for
Alzheimer’s disease and caregiving. 57.5% of the resources need to run the Center come from clients and donors which also includes the billing of Veteran clients.
In 2018 the Center was open 242 days serving 10,962 Non-AAA client hours and 9,567 IIIB client hours. Currently
there are 32 active clients including four veterans in the daily program for an average of 17. Participant Fees
$73,366. Funding highlights: AAA $51,962, Fundraising $6,911 and Donations $8,496. Total Revenue $291,387,
total expenses $291,387
Consistent with prior years, the finance committee was given a handout summarizing significant financial
transactions that occurred during the year. The three page handout was given to all present at the meeting and
throughout the meeting various highlights were read by staff to the committee as follows:
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2018 YEAR IN REVIEW (2018 monthly highlights by CAPSLO fiscal staff)
JANUARY 2018 - Debi Dutra: The Finance Committee reviewed and approved the March 31, 2017 Form 990
“Return of Organization Exempt from Income Tax” Federal Information Return. FEBRUARY - Patty Czach: Office of Head Start conducted their triennial review of San Luis Obispo HS, EHS and
Partnership programs. Programs for YE 8/31/17 expenses totaled $31,279,612 plus $1,927,136 In-Kind.
MARCH - Zach Matulovich: Energy and Weatherization served 4,664 clients on revenues of $2,338,248. Finance
Committee reviewed and brought forward to the full board for approval the Agency-wide budget amount of
$84,683,029 for FYE 3/31/19. Budget included small surplus of $45,373.
MAY - Rodolfo Soriano: State Child Development was awarded $1,663,550 in expansion funds for State Preschool
Services. They partnered with MSHS and HS centers to deliver comprehensive services to approximately 200
additional children at 14 new locations.
JUNE - David Amido & Daniel Humphrey: The Committee reviewed SLO-San Diego HS/EHS grants for $14,095,675,
956 children and $3,042,378 In-Kind. They also approved $600,000 SLO County Housing Trust Fund LOC and
$1,000,000 drawdown LOC from Pacific Premier Bank to cover cost for the new Homeless Services Center.
CAPSLO’s OAH Teen Empowerment Program for $830,000 was reinstated effective 7/1/18. On 6/25/18 Office of
Head Start conducted their triennial review of MSHS and MSESH. No findings were noted!
AUGUST - Heather Kusel: Title X funding for the Health Division received an award extension to 3/31/19 and
increase in funds of $170,000.
SEPTEMBER - Mark Plants, Joel Diestler, Tran Bryne
*Finance Committee reviewed Health Services Division, expenditures $3,015,926 with overall surplus of $442,407.
Revenues increased 47% over prior year due to a reimbursement rate change and a 4.9% increase in patient visits.
*CCRC’s CAPP subsidized child care grant received an augmentation of $1,570,727 for a 92% increase in funding.
*Shell Beach Kitchen relocated to 40 Prado and are cooking, transporting and serving meals to HS/State centers.
OCTOBER - Cesar Garcia: 40 Prado officially opened its doors 10/5/18 and began operations as CAPSLO’s new night shelter. Shelter has dorms for men, women, families and recuperative care clients. Shelter has been at
capacity of 100 since it opened. Also on 10/5/18 the Migrant and Seasonal Head Start located at Nipomo High
School was renamed in honor of Bill Castellanos who retired after 30 years of service to working and migrant
families throughout California.
DECEMBER – Amanda Tartala: Federal Home Loan Bank award of $720,000 officially signed and accepted by
CAPSLO Board for use at 40 Prado Road. This is a forgivable loan that we will not have to repay as long as we meet
the special loan conditions.
Gillian commented that in December we recognize our 53rd anniversary and CAPSLO will celebrate a milestone of
$1.25 billion invested in our communities.
Joan commented that our first 30 years of expenditures totaled $76,033,694 –which is less than the amount we
earned in the most recent single audited year 2018.
BOARD ACTION/FINANCE COMMITTEE ACTION
Joan referred to handout and to Board members for approval of Finance Department 2017-2018 Internal Self-
Assessment stating that protocol applies to agency as a whole and compensation section referred to H.R. to do
assessment. Rob and Mical recommended that this be brought to quorum and will review In Board Meeting
tomorrow night.
SUMMARY OF VENDOR & CREDIT CARD CHARGES
Committee Chair Mical Bovee referred all to the handout materials.
Mical reviewed the November vendor credit card charges, totaling $104,063.65
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3 of 3
Direct credit card charges totaled $43,788 including $15,695 for Head Start
Lines of Credit total $1,702,263 (Corporate, Housing Trust Fund and Pacific Premier)
Biz expressed a desire to seek an alternative to the Wells Fargo charge card to which Mical acknowledged.
Next Finance Committee meeting will take place on Wednesday January 16, 2019 at 11:30 a.m.
Committee Chair Mical Bovee concluded meeting at 1:04 p.m.
Page 15 of 41
AGENDAFINANCE COMMITTEE2018 Year End Meeting December 12, 2018
11:30 Welcome Finance Committee Chair & Board Members:Mical Bovee, Secretary Treasurer, CAPSLO Board of DirectorsRob Garcia, Board Member; Margie Sesser, Board Member; Sandee Mengee, Board Member (absent)
Plus Program Guest ‐ Mara Whitten, Adult Day Services Manager
11:40 LunchGroup Discussion
12:15 Review of Adult Day Services Program June 30, 2018 YEMara Whitten, Program Manager; Cathy Ferreira, Accountant II
Expenditures for Program Year 291,387$
12:30 "Year in Review"2018 Fiscal Highlights and Agency Accomplishments (handout)
12:45 Board Action/Finance Committee Action2018 Annual Finance Self Assessment ‐ see handout
12:55 Administrative Finance Update ‐ see detail handoutsReview of Credit Card Charges ‐ see handout and packet with detail chargesOctober Credit Card charges are $43,788 of which $15,695 are for Headstart Additional Vendor credit account charges are $104,064Lines of Credit: Corporate Line of Credit $ 140,000
Housing Trust Fund LOC for 40 Prado Rd 600,000 Pacific Premier Bank LOC, last draw, 12/11 for $176,000 962,263
Total Due on Lines of Credit 1,702,263$ Program Financial Status & Updates Agencywide Financial Statements‐Email to Finance Committee before next board meeting
1:00 Confirm next meeting date & Adjourn
The Finance Team, CFO, Accounting Director, Accounting Manager, Accounts Payable, Purchasing, General Ledger, CYFS Finance Specialists and Accountants.
January 16, 2019, Wednesday at 11:30am. Approve the Federal 990 Information Returns, review the Agency‐Wide Contract listing and approve the 2019 Proposed Committee Schedule.
Guests: Elizabeth Steinberg, CEO; Jim Famalette, COO; Carol Hughes, Administrative Assistant II
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COMMUNITY ACTION PARTNERSHIP OF SLO CO. INC.Finance Committee Meeting December 12, 2018
Program Financial Status as of October 31, 2018
5,267,799$ 2,359,998$ 45%
Inkind 1,297,675$ 819,466$ 63%
Regional HS/EHS Program SLO 3/31/19 FYE 6,736,853$ 3,580,893$ 53%
Inkind 1,684,214$ 1,016,664$ 60%
EHS Partnerships and Expansion Program 7/31/19 FYE 2,551,451$ 623,750$ 24%
Inkind 637,863$ 315,508$ 49%
8,186,641$ 3,180,629$ 39%
Fees Paid by Families for Child Care 129,500$ 43,976$ 34%
Migrant Seasonal HS/EHS Program YE 8/31/19 $27,407,223 $5,354,310 20%
Actually collected 10.7% in 2018, with waiver we required 6% Inkind 2,062,910$ 637,278$ 31%
Migrant EHS Partnerships (2) and Expansion Program FYE 8/31/19 6,813,966$ 1,187,668$ 17%
Overall Inkind earned 13.32% Inkind 504,190$ 93,873$ 19%
10,285,836$ 3,456,208$ 34%
Fees Paid by Families for Child Care 129,230$ 57,474 44%
3,146,844$ 893,037$ 28%
PROGRAM BUDGET
YTD EXPENDED at 10/31/18
Northern San Diego Head Start/EHS - Carryover of unspent funds from prior year of $174,747 was approved 9/25. As of October there is a concern for underspending as we work on Leasehold improvements at two sites.SLO Head Start/Early Head Start In 2019 FY positions are being filled. Payroll allocations have improved for HS/EHS. We are currently projecting a total of $205,000 underspent at YE. We are meeting the in-kind requirement.
EHS CCP is closing month 12 (7/31) & Grant YearEnd for it's award year. Projected underspending of $148,000 at 7/31 YE. A carryover was submitted for facility improvements in Cambria and Paso Robles for $123,000.
State Child Care Programs - At 10/31, 4 mos into year, we're concerned with the State Preschool under-earnings for YE. We have plans to serve 330 preschoolers with new Preschool funds. We received significant increases in all 4 contracts that will enhance program quality.
Migrant Seasonal Head Start (MSHS/EHS) Adelita and Artesi III centers in San Joaquin will remain open unitl mid December to serve extended services to families in need. We have earned 31% of the total inkind requirement in the third month. With only two months into new FYE 8/31/19 , it is too early to predict any on-going under-expenditure.
One month into the year, the program is aware and working on recruitiment concerns in all counties. Inkind was overearned in 2018 FYE and expenses
CCRC - In month 4, R&R hired a staff that will help meet their programmatic goals. Stage 2 and 3 are overearning and project a $1.7 million need. LCCPC received its CSPP QRIS contract that started back on July 1, 2018. The increase in Greater Care Contract is helping, we're able to immediately serve families.
Health Services Programs - Clinic Revenues remain healthy. Three months into the budget year, Health is on track for a surplus in 2019. • Title X funds for Federal Family Planning was renewed at its highest level ever for CAPSLO.
Page 17 of 41
Community Action Partnership of San Luis Obispo County, Inc.Finance Committee Meeting December 12, 2018P. 2
Program Financial Status as of October 31, 2018PROGRAM BUDGET
YTD EXPENDED at 10/31/18
2,293,058$ 230,916$ 10%
2,097,711$ 1,885,213$ 90%
335,949$ 227,455$ 68%
246,427$ 89,878$ 36%
1,688,807$ 769,187$ 46%
1,351,066$ 93,871$ 7%
4,864,726$ 5,115,387$ 105%
1,197,665$ 415,592$ 35%
TOTAL BUDGET & EXPENDITURES (various FYEs) $90,917,604 $32,448,231 36%
CSBG-Ten months into the year we are on track to spend 100% of our award. State approved purchase of the phone system for Southwood for approx. $30,000 and it will be installed in December.
Adult Day Care Program- 28 clients are enrolled including 4 veterans plus 2 pending. The program also raised $10,804 in in-kind donations with 44 volunteers donating 165 hours to the program. Client contributions are $42,860 & VA revenue $13,360. Fundraising and Donations to date are $4,185.
Supportive Services for Veterans & Familes-SSVF - Only 1 month into year, 58 veteraans have been served YTD. • Not only did the VA restore the 5.7% cut in funding to the contract ($77,010) it also awarded a 2% COLA ($27,080). Funds will be used for additional staff training and costs associated with move to new SLO city location. New office will open in SLO.
Homeless Service Center - "40 Prado Road" Spending continues outside of the JW Design contract. We received a "forgiveable" loan from the Federal Home Loan Bank in the amount of $720,000. Change Orders now total $179,686, Total adjusted Contract $5,044,412. At Dec all but $124k in retention had been paid.Family Community Support Services - 4 months into year there are no concerns with Family Support Services. County contracts arrived late and there was a concern for cash flow.
Homeless, Prado Day Center and Case Management - A Combined Shelter and Day center budget has been "drafted" as we prepare to merge operations in October with a new Program Director in charge, Mycal Castillo. We averaged 101 clients (15 children) a night in October and 92 day center clients (7 children). Recuperative Care (RCP) served 8 clients. The RCP and case management are housed at 40 Prado as well.
Food Programs 9/30 FYE - Home Based Food Program is struggling to enroll homes in the program. The Center Based Food Program moved from Shell Beach to the 40 Prado Road Kitchen; they are now cooking out of there. Program's FYE close is being reviewed at Finance Committee this month.Energy & Weatherization Energy is operating at a small loss at the end of October but not all billings are in and to help with the billing issue at PG&E, they authorized an administrative fee per job that we enter into their new system from March 3rd to November 30th. It is going to be $37 per job entered in that time frame, a final tally is not known yet but it will be a sizeable check that they cut us when the time comes.
Page 18 of 41
Community Action Partnership of San Luis Obispo Co. Inc.Summary of Independent Audits, Monitorings and Reviews As of December 10, 2018
October 2017
November 2017
January 2018
February 2018
April 2018
May 2018 Followup visit regarding Sustainability with all of Senior Management
June 2018 6/23 Office of Head Start Federal on‐site Monitoring of MSHS Programs
July 2018
August 2018
September 2018
Annual Independent Audit Exit, 9/20 ‐ FYE March 31, 2018, with Full Board Annual Independent Audit of CDE Conracts as of June 30, 2018, 9/18‐21 Brown Armstrong 403B Independent Audit FYE December 31, 2017
October 2018 CAPSLO 403 B Audit Issued for FYE December 31, 2017 Federal Form 5500 and State Form 8955 issued for 403B Plan Monitoring of Delegate Agency by CAPSLO on 10/29‐10/30 St of Ca, Dept of Education Annual Audit issued FYE 6/30/18
November 2018 Annual Review of Agencywide Audit with MSHS Policy Council on November 3rd
January 2019 1/21 Child and Adult Care Food Program monitoring ‐ Center Based program
HUD/County of SLO Planning Dept, monitoring of Homeless Case Management contracts
7/9 ‐ 2018 Fiscal Year End Audit Fieldwork commences with Brown Armstrong, CPAs
8/21 SSVF Monitoring 8/22 State of California, CSD On‐Site Monitoring of CSBG Contract
Annual Independent Audit Exit ‐ FYE March 31, 2018, 9/19 Audit Committee/Finance
11/15 ‐ Annual Audit Report, June 30, 2017 issued to California Department of Education
1/22‐1/26 California Department of Education Monitoring Visit, Alternative Payment and
2/12‐2/16 ‐ Office of Head Start (OHS) Federal Monitoring of Head Start, Early Head Start Programs, San Luis Obispo Regional and Partnership Grants
4/2 Brown Armstrong, CPAs to initiate 2018 audit procedures ‐ Tests of Eligibility, Compliance and Internal Controls
4/3 Consultant Visiting CAPSLO to discuss "sustainability" with Program Directors & Leadership
10/12 CAPSLO 2016 403B Plan Audit issued as well as Form 5500, annual return.
11/1‐11/3 Annual Monitoring by CAPSLO Finance Team of Madera Community Action Partnership ‐ Fresno County MSHS Delegate
Page 19 of 41
Community Action Partnership of San Luis Obispo County, Inc.Summary of Vendor & Credit Card Charges - NOVEMBER 2018
Vendor Name / Nombre de Vendedor
1 Advantage Card (Albertson's) No Activity -$ 2 Barnes & Noble Waiting for Statement 344.20 3 Chevron - MSHS Vehicles - 743 16,584.55 4 Chevron - All Other Vehicles - 776 12,474.26 5 Home Depot 2617 - Energy & Weatherization 16,068.46 6 Home Depot 3812 - Facilities Department 6,266.78 7 Home Depot 8403 - General Waiting for Statement - 8 Home Depot 9770 - Kern MSHS 2,966.23 9 Home Depot 6340 - Orange MSHS Account Closed - 10 Home Depot 4624 - Monterey MSHS 1,740.88 11 Home Depot 8884 - Ventura MSHS 1,369.11 12 Home Depot 7584 - San Diego HS 1,318.15 13 Kroger - Food for Less, Foods Co Waiting for Statement 922.88 14 Kroger - Ralphs Groceries No Activity - 15 Office Depot Waiting for Statement 4,749.74 16 Orchard Supply & Hardware No Activity - 17 Robinson Oil - Diesel Fuel No Activity - 18 Save Mart Supermarkets Waiting for Statement 117.65 19 Sears Waiting for Statement - 20 Smart & Final 2,708.96 21 Vons/Safeway/Albertsons - Acct# 162957 CYFS Acct. 20,775.11 22 Vons/Safeway/Albertsons - Acct# 75525 Non-CYFS Acct. 3,057.29 23 Walmart #1- Acct# 4470 11,023.23 24 Walmart #2 - Acct# 1361 Non-CYFS Acct. 1,576.17
Total Vendor Credit Card Charges 104,063.65$ SLO / SD EHS MSEHS
Credit Card - Direct Charges TOTAL HS & EHS Partnerships MSHS PartnershipsAmerican Express - IT (BC) 26,696$ 912$ -$ 4,965$ 2,250$ American Express - Corporate 15,851 2,523 560 3,383 355 American Express - Purchasing - - - - - Wells Fargo Corporate Card 1,241 210 288 218 32 Total Direct Credit Card Charg 43,788$ 3,646$ 848$ 8,565$ 2,637$
Total Head Start Charges 15,695$ See Details on Separate Handout
Presented to CAPSLO Policy Council, Finance Committee & Board of Directors
November Charges /
cargos de noviembre
Credit accounts that CAPSLO employees are able to charge program expenditures to and involve a line of credit issued through a card type instrument are listed below:
Las cuentas de crédito que los empleados de CAPSLO pueden usar para gastos de programa y usar como linea de crédito repartidos por un tipo de tarjeta estan listados abajo:
Page 20 of 41
COMMUNITY ACTION PARTNERSHIP of SAN LUIS OBISPO CO. INC.INVESTED IN OUR COMMUNITY AND FAMILIESSINCE 1965As of December 10, 2018
Incorporated 12/8 /1965, FYE 3/31
1965 31,650$ (1)1992 4,973,813
1966 425,000 1993 5,940,574 1967 648,556 1994 5,896,380 1968 720,618 1995 7,260,115 1969 800,686 1996 12,185,875 1970 889,651 1997 13,699,178 1971 988,502 1998 17,208,971 1972 1,098,335 1999 22,479,616 1973 1,220,372 2000 28,730,312 1974 1,435,732 2001 32,608,138 1975 1,595,258 2002 39,108,451 1976 1,772,509 2003 43,321,066 1977 1,969,454 2004 44,751,284 1978 2,095,164 2005 44,969,016 1979 2,228,898 2006 45,187,202 1980 2,371,168 2007 50,637,268 1981 2,522,519 2008 53,616,310 1982 2,683,531 2009 57,423,486 1983 2,854,820 2010 56,722,149 1984 3,037,043 2011 62,793,087 1985 3,230,897 2012 61,884,239 1986 3,437,124 2013 61,599,123 1987 3,618,026 2014 61,681,565 1988 3,808,448 2015 67,928,694 1989 4,209,559 2016 71,879,761 1990 4,343,258 2017 80,264,020 1991 5,186,146 2018 84,119,292
76,033,694 1965-1994 2019 58,057,279 Estimate 7 months Oct 2018
Note: Total Investment (2) 1,256,149,191$
$1.25 billion dollars invested in our Communities!
EXPENDITURES BY MARCH FISCAL YEAR END
(1) Expenditures are estimated, based on historical research, archived information and on actual audit reports starting in 1988. Our first Head Start Grant is shown in 1965.
In December, we recognize our 53rd anniversary, & CAPSLO will celebrate a milestone of
(2) The amount we earned in awards over the 1st 30 years of EOC/CAPSLO lifetime, is less than the amount we earned in the most recent single audited year, 2018.
Page 21 of 41
CAPSLO FINANCE INTERNAL SELF‐ASSESSMENT Documentation of self‐audit and review of internal and fiscal protocolsAssessment for 2017/ 2018
Organization of the ProtocolKey Performance Area (KPA)
Compliance Measures
Targeted Questions
Finalized Date:Reviewed by: signature on file 12/6/2018
Joan Limov, CFO
Concerns Noted: YES NOA team of 6 staff from the Finance department volunteered and were delegated specific Key Performance Areas to
monitor and report on. Staff were not given areas they worked in but instead reviewed an area that was outside their responsibility.While there were some inconsistencies and areas for improvement noted, there were no findings and our conclusion is that CAPSLOpolicies and procedures are being adhered to and that there is a strong functioning system of internal controls in place.
24 page report was distributed to Finance Committee on 12‐12‐18. It is on file in Finance Office.
Targeted Questions (TQs) for each CM standardize the methods for collecting evidence for each CM’s assessment. TQs indicate the people to interview, questions to ask, and information to retrieve from documents.
Each KPA contains a series of Compliance Measures (CMs). CMs are specific statements that collectively assess the level of performance for each KPA, focusing on one or more Federal regulations critical to the delivery of quality services and the development of strong management systems.
The Protocol organizes content into key areas of performance, referred to as Key Performance Areas (KPAs). The KPAs included in the Fiscal Integrity Protocol are as follows:
1) Financial Management Systems. The program implements a sound financial system that meets the required Federal standards for financial reporting, accounting records, internal control, budget control, compliance with cost principles, cash management, and administrative costs.2) Reporting. The program accurately reports the source and application of funds, distinguishing among the allocations of funds for each Head Start award.
3) Procurement. The program develops and effectively implements procurement policies and procedures and meets, at a minimum, all requirements in the applicable Federal, State, and local statuses, regulations, and administrative rules for Federal grants.4) Compensation. The program ensures that salaries charged to the award are reasonable and necessary for the accomplishment of the program’s objectives and are allocated to the grantee in relation to the relative benefit received.5) Cost Principles. The program ensures all costs—direct, indirect, Federal, or non‐Federal—charged to the grant meet the standards of allowability specified in the Federal cost principles.6) Facilities and Property. The program complies with all Federal requirements associated with the purchase, construction, or major renovation of facilities or equipment.
Page 22 of 41
CAPSLO FINANCE DEPARTMENTINTERNAL SELF‐ASSESSMENTSummary of Fiscal Self ‐Assessment ‐ 2017/2018 December 6, 2018
Five Key Performance Areas (KPA's)Findings (Yes or No) Status / Recommendations
Financial Management SystemsReview compliance with Federal requirements for financial reporting, accounting records, internal control, budget control and cash management
No
There were a large number of Journal Entries written to
correct Payroll which were a result of 3 different sources:
1-Staff charging of time to incorrect dept; 2-Depts not
being set up timely so staff could accurately charge; and
3-PR software processing results were different than
intended. Our "detective" controls were in place, and it
was noted that Accountants were writing the JEs as a
result. See compensation below.
ReportingReview compliance with Federal and State requirements for reporting source and application of funds
NoIn compliance with Federal and State requirements, No recommendations at this time.
ProcurementReview compliance with agency procurement policies and procedures and applicable Federal, State and local regulations and administrative requirements
No
There were no finding but there is concern with Purchase Orders (POs). In the sample of 35 transactions, 2 POs were noted to be either issued for an amount less than the invoice or not asked for in advance. Continue to train staff regarding PO thresholds.
CompensationNot reviewed. Will be included with HR self assessment N/A
Finance does not oversee this area. HR/PR Self assessment will be done independent of finance by HR/PR dept.
Cost PrinciplesReview compliance of costs to the standards of allowability specified in the Federal cost principles
NoIn compliance with cost principles of necessary, reasonable & allowable. No disallowances noted.
Facilities and PropertyReview compliance with Federal requirements with the purchase, construction or major renovation of facilities or equipment
No
In compliance with Davis‐Bacon requirements and other Federal requirements. Staff are knowledgable and comply with the standards.
Note: This is a summary of the Key areas and Findings if any, more detail is in the actual monitoring document which will be distributed to the committee on Wednsday 12/12/18.
Page 23 of 41
BOARD ACTION REQUIRED
January 17, 2019
ITEM: Approval of funds for Emergency Bridge Program from San Luis Obispo County Department of Social
Services (DSS) to the Child Care Resource Connection (CCRC) Program in the amount of $212,629
supplemented by $12,097 in general funds from DSS to support administering provider payments.
ACTION REQUIRED: Board approval to accept funds
SUMMARY NARRATIVE:
The Department of Social Services will receive continuation funds from the California State Department of
Social Services for an Emergency Bridge Program for Foster Children. DSS is designating CCRC to implement
the required services for a third year from July 1, 2019-June 30, 2020. There are three components in the
scope of work: a voucher payment system; a referral system that will include a navigator; and trauma-
informed training and coaching. CCRC’s Alternative Payment Program will implement the voucher (subsidy)
program and the CCRC Resource & Referral Program will implement the navigation system and provide
trauma-informed care training and coaching for child care programs. The navigator will serve Child Welfare
Services’ referred and eligible families with children, ages 0-12.
BUDGET/FINANCIAL IMPACT:
The local DSS is awarding the $212,629 in Bridge Funding and an additional amount is estimated from
General Funds of $12,097 for paperwork and payment administration for providers. Below are the funded
components of the Bridge Program:
Child Care Allocation $ 139,453
Navigator Allocation 48,201
Training Allocation 24,975
Voucher Cost estimated for Providers 12,097
$ 224,726
STAFF RECOMMENDATION:
Recommend approval. Child care for children in foster care continues to be a need in San Luis Obispo County
and these funds help ameliorate this need. The program will be coordinated with DSS Child Welfare Services’ workers.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This funding opportunity will allow CCRC to better serve the child care needs of
children in foster care by providing vouchers, referrals, and training in trauma-informed care for child care
programs county-wide.
Page 24 of 41
BOARD ACTION REQUIRED
January 17, 2019
ITEM: Applications for $90,650 to San Luis Obispo County’s 2019-2020 Community Based
Organization/Preventive Health Grants (CBO/PHG) funding to support personnel and operating
expenses for five programs: Forty Wonderful, Adult Wellness and Prevention Screening, Liberty
Tattoo Removal, SAFE, and the Adult Day Center.
ACTION REQUIRED: Board approval to submit applications.
SUMMARY NARRATIVE:
This grant supports services that promote health, stability, independence, and the well-being of San Luis
Obispo County residents. Funds are intended to be used for local programs that support and complement the
efforts of the County’s health and human services departments.
The Community Based Organization (CBO) grant program receives its funding from the County General Fund
and the Preventive Health Grant (PHG) receives its funding from a lawsuit settled by the tobacco industry in
1998. Programs that will be applied to are: Adult Day Center; Adult Wellness and Prevention Screening;
Forty Wonderful; Liberty Tattoo Removal; and SAFE.
BUDGET/FINANCIAL IMPACT:
Program 2018-2019 2019-2020
Request Awarded Request Funding to Cover
Adult Day Center $34,650 $33,000 $34,650 Salaries, rent/utilities, office supplies, and
meal expenses
Adult Wellness $10,500 $10,000 $10,500 Salaries, vehicle expenses, and medical
supplies
Forty Wonderful $6,500 $4,000 $5,000 Case manager salary and lab costs
Liberty Tattoo Removal $20,000 $15,000 $15,750 Program coordinator salary, rent, vehicle
expenses, phone
SAFE South County $19,000 $18,000 $19,000 Staff salaries and program supplies
STAFF RECOMMENDATION:
Recommend approval. All these programs received funding for FY 2018-2019. This funding is critical to
provide needed services as well as to show broad-based local support.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. These Community Action Partnership programs meet the county’s priorities and are essential programs in the local safety net of health and human services.
Page 25 of 41
BOARD ACTION REQUIRED
January 17, 2019
ITEM: Approval of request to carryover funds in the amount of $175,820 from Migrant and Seasonal Head
Start Grant #90CM9821-03, year ended August 31, 2018 to the current year’s award #90CM9821-04,
ending August 31, 2019.
ACTION REQUIRED: Board Approval for MSHS Grant #90CM9821 carryover request
SUMMARY NARRATIVE: A budget carryover is requested to increase days of employment for family
services advocates, family child care coordinators, center supervisors and administrative assistants.
Additional days of employment will allow staff to recruit and enroll families in each county, while
supporting re-enrolled families to continue progress towards completing established 2017-2018 PFCE goals.
The carryover will fund:
Position # of
Staff
Additional
Days
Family Services Advocates (center-based) 30 10
Family Child Care Coordinators 17 5
Center Supervisors 27 10
Administrative Assistants 9 20
Totals: 83 45
BUDGET/FINANCIAL IMPACT: The program is requesting a carryover of unspent funds from the prior year in
the amount of $175,820. This consists of underspent funds of $152,408 in “Personnel” for the MSHS base grant due to staff vacancies and underspending of $23,412 in the “Other” category of cost (provider payments) for MSEHS Supplemental grant. Funds will be utilized in the budget categories of “Personnel”, “Fringe Benefits” and “Indirect” in the current 2018/19 grant year-end.
Unspent Funds from YE 2018 to YE 2019
MSHS MSEHS
(0-5 years) (0-3 years) Total
Personnel $ 92,007 $ 12,446 $104,453
Fringe Benefits 49,111 9,232 58,343
Indirect Expense 11,290 1,734 13,024
Total $152,408 $23,412 $175,820
STAFF RECOMMENDATION: Recommend approval.
POLICY COUNCIL RECOMMENDATION: The MSHS Policy Council reviewed and approved this action item at the
Executive Committee meeting on January 8, 2019.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This carryover will allow for
additional days of employment for staff who provide critical recruitment activities.
January 17, 2019
Dee Lacey, Board President Date
Page 26 of 41
BOARD ACTION REQUIRED
January 17, 2019
ITEM: Change in Migrant and Seasonal Head Start and Early Head Start Eligibility, Recruitment, Selection,
and Attendance (ERSEA) Criteria Plan
ACTION REQUIRED: Board approval of change in eligibility criteria for San Joaquin County
SUMMARY NARRATIVE: According to the Head Start Reauthorization Act of 2007, Section 642
(c)(1)(E)(iv)(II), the Governing Body (Community Action Partnership Board of Directors and HS/EHS Policy
Council) shall be responsible for other activities, including (II) Establishing procedures and criteria for
recruitment, selection and enrollment of children and expectant mothers.
Head Start Program Performance Standard 1302.13, Recruitment of Children, states programs must
“encourage and assist [parents] in applying for admission to the program.” CAPSLO MSHS is seeking approval to modify the current criteria plan to simplify the admission process in San Joaquin County. Migrant or
seasonal status will continue to be determined for each family. However, frequency of migration will no longer
be considered in evaluating eligibility. This modification will reduce the burden on families of providing
documentation of multiple migrations, thereby streamlining entry into the program.
In addition to the change outlined above, the Employment Status category of points will be differentiated
between agricultural work , non-agricultural work, working families, and non-working families; the Other
Factors category will include points for returning MSHS students and refugee status; and the Prenatal
categories of points have been combined.
These changes will be piloted in San Joaquin County for possible implementation in additional counties.
BUDGET/FINANCIAL IMPACT: None
STAFF RECOMMENDATION: Recommend approval. This change will simplify the admission process for
entry into the program.
POLICY COUNCIL RECOMMENDATION: The MSHS Policy Council reviewed and approved this action item at the
Executive Committee meeting on January 8, 2019.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This change will support access of
services for Migrant and Seasonal Head Start families in San Joaquin County.
January 17, 2019
Dee Lacey, Board President Date
Page 27 of 41
Community Action Partnership of San Luis Obispo County Migrant and Seasonal Head Start Policies and Procedures
Eligibility, Recruitment, Selection, Enrollment, and Attendance
Revised 1/19 Page 1 of 2 EL 4.01a
EL 4.01a – Selection Criteria Priority Points – San Joaquin County
Child’s Name ________________________________ DOB: __________________
Migrant – Date of Last Move ___________ Seasonal
CHILD’S AGE Check only one POINTS
0-36 months old by September 1st, 2018 15
36-71 months old by September 1st, 2018 10
EMPLOYMENT STATUS Check only one POINTS
Single parent/guardian working in Agriculture 75
Both parents/guardians working in Agriculture 75
One parent working in Agriculture and one on
“Incapacitated” status 50
One parent working in Agriculture and one attending
school or training 50
Both parent on “Incapacitated” status 15
Both parents working in NON-Agriculture 10
One parent working in NON-Agriculture and one on
“Incapacitated” status 5
One parent working in NON-Agriculture and one attending
school or training 5
One parent working in Agriculture, one parent not working 0
One parent working in NON-Agriculture, one not working 0
Two parents not working 0
INCOME Check only one POINTS
Income eligible 50
Over-income/0-30% above poverty guidelines 25
Over-Income/31-50% above poverty guidelines 10
Over-income/51-75% above poverty guidelines 5
Over-income/76% or more above poverty guidelines 0
PARENT/FAMILY STATUS Check only one POINTS
Foster Parent(s) 75
Single Parent 50
Grandparent(s) or Guardian(s) 50
Two Parent 25
DISABILITY Check only one POINTS
Diagnosed/Multiple 50 (Confirmed before selection - approval by DS Coor.)
Diagnosed 45
(Confirmed before selection - IFSP or IEP attached)
Suspected by qualified person 25
Suspected by parent 10
Zero disability 0
Page 28 of 41
Community Action Partnership of San Luis Obispo County Migrant and Seasonal Head Start Policies and Procedures
Eligibility, Recruitment, Selection, Enrollment, and Attendance
Revised 1/19 Page 2 of 2 EL 4.01F
OTHER FACTORS POINTS
Homeless 75
CWS/CPS referral 10
Domestic/family violence 10
Substance abuse of a parent 5
Smoking 5
Mental illness (diagnosed) of a parent 5 _
Teen parent (under 19 y/o at birth of child applying) 5
Recent death of parent/guardian or sibling (w/in 12mo.) 5
WIC/SNAP 5
Permanently disabled custodial parent or guardian 5
Custodial parent/guardian w/no HS diploma or GED 5
Impacted by major natural disaster 5
Currently incarcerated parent/guardian 5
Military family, including veterans 5
Family w/1 parent on an extended absence (Deportation) 5
Housing authority 5
Sibling currently enrolled in a CYFS program option 5
Returning student to the MSHS Program 15
Refugee family 15
PRENATAL ONLY POINTS
1st Birth 15
2nd or More Birth 10
First Trimester (conception thru 3 months) 20
Second Trimester (4 thru 6 months) 15
Third Trimester (7 thru Birth) 10
Twins or multiples 20
Diagnosed (confirmed before selection) 25
Suspected by qualified person 20
Suspected by parent 10
Not at risk 0
Date Completed ________________________ TOTAL POINTS _____________
Page 29 of 41
BOARD ACTION REQUIRED
January 17, 2019
ITEM: Head Start/Early Head Start (HS/EHS) Eligibility, Recruitment, Selection, and Attendance Criteria Plan
(ERSEA) for children and expectant mothers
ACTION REQUIRED: Board approval of selection criteria for ERSEA
SUMMARY NARRATIVE:
According to the Head Start Reauthorization Act of 2007, Section 642 (c)(1)(E)(iv)(II), the Governing Body
(CAPSLO Board of Directors and HS/EHS Policy Council) shall be responsible for other activities, including (II)
establishing procedures and criteria for recruitment, selection, and enrollment of children and expectant
mothers. The attached selection criteria ensures compliance with the new Federal Performance Standards
1302.12 (c)(i-iv). Criteria delineated in red represent changes in selection criteria.
BUDGET/FINANCIAL IMPACT: None
POLICY COUNCIL RECOMMENDATION:
This item was presented to the HS/EHS Policy Council for review and approved at their meeting on January 15,
2019.
STAFF RECOMMENDATION:
Recommend approval. As Head Start Performance Standards change, staff must update or develop documents
and procedures to maintain program compliance.
CHIEF EXECUTIVE OFFICER’S RECOMMENDATION: Recommend approval. This is an on-going process to ensure that Head Start/Early Head Start Programs are
meeting the new Federal Performance Standards regarding ERSEA.
_________________________________ January 17, 2019
Dee Lacey, CAPSLO Board President Date
Page 30 of 41
EL 1.5 Revised 01/2019
18/19 Selection Criteria Points
Expectant Mother Head Start & State Programs
Fill Out This Side of Page with Expectant Mother
Yes No
Homeless (Using Residency Questionnaire)
At Risk of Becoming Homeless
CWS Referral
Domestic/Family Violence
Mental Illness (Diagnosed)
Substance Abuse
Smoker
Teen Parent (Under 19 years of age at birth of applicant)
Expectant Parent, Age 40 or Older
Community Agency Referral
Expectant Parent(s) Disabled
Recent Loss or Termination of Pregnancy (within 18 months)
Expectant Parent(s) with no High School Diploma or GED
Family has child(ren) currently enrolled in EHS/HS option
Impacted by Major Natural Disaster
Limited English Proficient Child
Currently Incarcerated Spouse
Military Family/Including Veterans
Do you currently pay for Childcare out of pocket?
Family with One Deployed/Extended Absence Parent
Housing Authority of San Luis Obispo County Residents (HASLO)
Kern County EHS-State Migrant Partnership Program Option (CMIG)
Have you received the following information? Yes No
Mental Health Intervention, including substance abuse & prevention treatment?
Prenatal Education on Fetal Development?
Information on the benefits of breast feeding?
Pregnancy History
1. What is your expected delivery date?
____________________________________________________________________________
2. When did you first receive prenatal care?
____________________________________________________________________________
3. When was your last doctor visit?
____________________________________________________________________________
4. When was your last dental exam?
____________________________________________________________________________
5. Is this pregnancy considered high risk?
____________________________________________________________________________
Page 31 of 41
EL 1.5 Revised 01/2019
18/19 Selection Criteria Points
Expectant Mother Head Start & State Programs
Expectant Mother: ______________________________________________ DOB: __________________
EXPECTANT PARENTAL/FAMILY STATUS Point Amount Points Assigned
Single Parent 2
Two Parent 1
First Birth 2
Second or more Birth 1
PRENATAL PERIOD Point Amount Points Assigned
First Trimester (Conception – 3 Months) 4
Second Trimester (4 – 6 Months) 3
Third Trimester (7mo – Birth) 1
Twins or Other Multiples 2
ELIGIBILITY Point Amount Points Assigned
Income Eligible (Includes: TANF & SSI) 15
Foster Child/ Homeless Family 15
Over-Income 0-30% above Poverty Guidelines 5
Over-Income 31-50% above Poverty Guidelines 2
Over-Income 51-75% above Poverty Guidelines 1
Over-Income 76% or more above Poverty Guidelines 0
AT RISK PREGNANCY Point Amount Points Assigned
Diagnosed (Confirmed before selection) 4
Suspected by Qualified Person 3
Suspected by Parent 2
Not at Risk 0
OTHER FACTORS Point Amount Points Assigned
At Risk of Becoming Homeless 3
CWS Referral 6
Domestic/Family Violence 4
Mental Illness (Diagnosed) 2
Substance Abuse 2
Smoker 2
Teen Parent (Under 19 Years of Age) 2
Expectant Parent, Age 40 or Older 3
Community Agency Referral 2
Expectant Parent(s) Disabled 1
Recent Loss or Termination of Pregnancy (Within 18mo) 1
Expectant Parent(s) with no High School Diploma or GED 1
Family has children currently enrolled in CYFS 5
Impacted by Major Natural Disaster 1
Limited English Proficient Child 1
Currently Incarcerated Parent/Guardian 1
Out of Pocket Child Care Cost 1
Military Family, Including Veterans 1
Family with One Deployed Parent or Extended Absence 1
Housing Authority of San Luis Obispo County Residents (HASLO) 4
Kern County EHS-State Migrant Partnership Program Option (CMIG) 15
TOTAL POINTS:
Page 32 of 41
EL 1.5 Revised 01/2019
18/19 Selection Criteria Points Head Start & State Programs
Fill Out This Side of Page with Family
Yes No
Homeless (Using Residency Questionnaire)
At Risk of Becoming Homeless
CWS Referral
Domestic/Family Violence
Recent Death of Parent/Guardian or Sibling (Within 12 Months)
Early Head Start Enrolled
Mental Illness (Diagnosed)
Substance Abuse
Teen Parent (Under 19 years of age at birth of applicant)
Community Agency Referral
Disabled Custodial Parent or Guardian
Custodial Parent/Guardian with no High School Diploma or GED
Family have child(ren) currently enrolled in an EHS/HS option
Impacted by a Major Natural Disaster
Limited English Proficient Child
Currently Incarcerated Parent(s)/Guardian
Do you currently pay for Childcare out of pocket?
Military Family/Including Veterans
Family with One Deployed/Extended Absence Parent
Housing Authority of San Luis Obispo County Residents (HASLO)
Kern County EHS-State Migrant Partnership Program Option (CMIG)
Page 33 of 41
EL 1.5 Revised 01/2019
18/19 Selection Criteria Points Head Start & State Programs
Child’s Name: __________________________________________________ DOB: __________________
PARENTAL/FAMILY STATUS Point Amount Points Assigned
Single Parent 2
Two Parent 1
Grandparent(s) or Guardian(s) 2
Foster Parent(s) 2
DISABILITY Point Amount Points Assigned
Diagnosed/Multiple Confirmed before selections disability coordinator:
_____
4
Diagnosed/Confirmed before selection need IFSP/IEP Coordinator
Initials
3
Suspected by Qualified Person 2
Suspected by Parent 1
Zero Disability 0
ELIGIBILITY Point Amount Points Assigned
Income Eligible (Includes: TANF & SSI) 15
Foster Child/ Homeless Family 15
Over-Income 0-30% above Poverty Guidelines 5
Over-Income 31-50% above Poverty Guidelines 2
Over-Income 51-75% above Poverty Guidelines 1
Over-Income 76% or more above Poverty Guidelines 0
CHILD’S AGE Point Amount Points Assigned
4 Years Old by September 1st, 2019 4
3 Years Old by September 1st, 2019 1
0 – 12 Months Old 2
13 – 24 Months Old 2
25 – 36 Months Old 1
OTHER FACTORS Point Amount Points Assigned
At Risk of Becoming Homeless 3
CWS Referral 6
Domestic/Family Violence 4
Recent Death of Parent/Guardian or Sibling (Within 12 Months) 3
Early Head Start Enrolled 5
Mental Illness (Diagnosed) 2
Substance Abuse 2
Teen Parent: Under 19 Years of Age at Birth of Applicant 3
Community Agency Referral 2
Disabled Custodial Parent or Guardian 1
Custodial Parent/Guardian with no HS Diploma/GED 1
Family has child(ren) currently enrolled in CYFS 5
Impacted by Major Natural Disaster 1
Limited English Proficient Child 1
Currently Incarcerated Parent/Guardian 1
Out of Pocket Child Care Cost 1
Military Family, Including Veterans 1
Family with One Deployed Parent or Extended Absence 1
Housing Authority of San Luis Obispo County Residents 4
Kern County EHS-State Migrant Partnership Program Option (CMIG) 15
TOTAL POINTS:
Page 34 of 41
BOARD ACTION
Finance Committee - January 16, 2019
ITEM: Approval of Community Action Partnership of San Luis Obispo County, Inc.’s Federal Form
990, “Return of Organization Exempt from Income Tax” for the Fiscal Year End March 31, 2018.
ACTION REQUIRED: Approval of the agency’s Annual 990 Federal Information Return is requested.
SUMMARY NARRATIVE:
The annual 990 Federal Information Return (“990”) is on extension for the Fiscal Year Ended March
31, 2018. The “990” must be filed with the Internal Revenue Service by February 15, 2019 to be
considered timely. As is our practice, we bring the “990” to the Finance Committee of the Board
annually for their review and approval. The source of the financial information within the return is
primarily derived from CAPSLO’s 2018 annual audited financial statements which were reviewed and
approved by the Board of Directors at the September 19, 2018 Board Meeting. Finance personnel
prepared additional information from these audited records that break out the details of such
information as donations, fundraising, program expenditures, interest, key employee expense and
significant expenditures incurred for contractors and consultants during the fiscal year.
BUDGET/FINANCIAL IMPACT:
No financial impact is incurred, unless the “990” return is not filed timely. Two other returns are prepared based on the Federal 990 return and the annual audit report. They are the “California Exempt Organization Annual Information Return”, Form 199 and the “Annual Registration Renewal
Fee Report to Attorney General of California”. The latter form is mailed to the Registry of Charitable Trusts and a fee of $300 is due upon filing.
STAFF COMMENTS:
Recommend approval. Approval by the Finance Committee is an important part of their fiscal
oversight responsibilities. It is the agency’s practice to have the Finance Committee review and approve the annual returns and to then bring forward their recommendation for approval and
ratification by the Board of Directors.
FINANCE COMMITTEE APPROVAL:
The Finance Committee will review and approve the Annual 990 Federal Information Return at their
regular meeting on January 16, 2019.
CHIEF EXECUTIVE OFFICERS RECOMMENDATION:
Recommend Approval. Approval of our Federal Information Return is an important oversight process
of the Board.
Page 35 of 41
Advocacy Committee Strategic Goal Worksheet / Action Planning
1
HOUSING
Tactics/ Tasks / Action Steps Timeline Start/End Dates
Owner/ Responsible
1. Develop talking points on housing issues. 2. Train Board on advocacy and speaking about housing issues. 3. Track agendas of City Councils and County Board of Supervisors meetings for
housing related items. 4. Coordinate advocacy efforts with lead housing authority agencies. 5. Speak on key proposals before governmental leaders.
May – June 2018 September – November 2018 Ongoing Ongoing Ongoing
Advocacy Committee Advocacy Committee Executive Administrator CEO Advocacy Committee, Board of Directors, CEO
Page 36 of 41
Advocacy Committee Strategic Goal Worksheet / Action Planning
2
OTHER ISSUES AFFECTING LOW INCOME FAMILIES AND CLIENTS
Tactics/ Tasks / Action Steps Timeline Start/End Dates
Owner/ Responsible
1. Develop protocols for taking positions on key legislative and budgetary
issues, outside of those identified in the Community Needs Assessment 2. Obtain Board approval for position protocols for issues identified outside of
the Community Needs Assessment. 3. Notify lead collaborative partners of issues and track e-alerts. 4. Expand Board Advocacy Committee to include volunteers, clients and
collaborative partners. 5. Speak on key proposals before governmental leaders.
December 2018 January 2019 Ongoing Ongoing January 2019
Advocacy Committee Advocacy Committee, Board of Directors CEO, Staff CEO, Board President, Advocacy Committee Chair Advocacy Committee Chair, Advocacy Committee
Page 37 of 41
Advocacy Committee Strategic Goal Worksheet / Action Planning
3
STAFF ADVOCACY RESPONSIBILITIES
Tactics/ Tasks / Action Steps Timeline Start/End Dates
Owner/ Responsible
1. Update Staff Advocacy Report. 2. Add Advocacy to program reports in monthly Board packets, in Biz Buzz and
at Employee Council meetings 3. Include advocacy in liaison reports to the Board. 4. Include advocacy activities and track results in annual IS Report to CSD.
Ongoing July 2018 and ongoing August 2018 and ongoing March 2019
Planning Department CEO, Senior Management, Employee Council, Planning Dept Board of Directors, Senior Management Planning Department
Page 38 of 41
Advocacy Committee Strategic Goal Worksheet / Action Planning
4
CLIENT ADVOCACY OUTREACH
Tactics/ Tasks / Action Steps Timeline Start/End Dates
Owner/ Responsible
1. Develop model for empowerment training program with COPA and Cambria
Head Start parents. 2. Expand training program to Paso Robles Head Start parents. 3. Explore training for SLO County CAUSE for parents. 4. Invite League of Women Voters to host voter registration booths at CAPSLO
meetings and events.
July – December 2018 December 2018 – June 2019 January – June 2019 June 2019 - onward
Lead Planning Specialist, Executive Administrator, Head Start Staff CEO, Senior Management Advocacy Committee Chair CEO, Advocacy Committee Chair
Page 39 of 41
Advocacy Committee Strategic Goal Worksheet / Action Planning
5
MARKETING OUTREACH
Tactics/ Tasks / Action Steps Timeline Start/End Dates
Owner/ Responsible
1. Increase placement of videos on local television stations. 2. Increase number of speaking engagements on homeless program and needs. 3. As needed, submit op-eds to newspapers addressing local housing issues.
Ongoing Ongoing Ongoing
Executive Administrator, Advocacy Committee Chair Deputy Director CEO
Page 40 of 41
Selection Committee Meeting Minutes
January 10, 2019
Selection Committee
Dee Lacey, Committee Chair, CAPSLO Board Member
Carlos Sosa, CAPSLO Board Member
Gary Jordan, CAPSLO Board Member
Elaine Archer, HASLO
Joel Diringer, Diringer & Associates – Absent
Candidates
Anneka Scranton, Public Representative
Fran Coughlin, Low Income Representative
Lisa Sperow, Low Income Representative (Current CAPSLO Legal Consultant)
The committee met to review the applications. They then met and interviewed each applicant. Two
applicants are incumbents, Anneka Scranton and Fran Coughlin. Lisa Sperow has been the Legal
Consultant on the Board of Directors and is now applying for the District IV Low Income Representative
Position.
All committee members agree to the seating of the three applicants.
Page 41 of 41
