AGENDA - JANUARY 22, 1998
PIC AND GOVERNING BOARD
THURSDAY, JANUARY 22, 1998
10:00 AM - 2:00 PM
JOHNSON'S COUNTRY INN
- CALL TO ORDER
- ROLL CALL
The roll call will include an introduction of new members, if applicable.
- APPROVAL OF MINUTES, NOVEMBER 13, 1997 (ACTION)
The minutes were mailed under separate cover. Minutes
RECOMMENDED ACTION: PIC approval of the minutes, with revisions if needed, as mailed.
- APPROVAL OF AGENDA (ACTION)
RECOMMENDED ACTION: PIC and Governing Board approval of the agenda, with revisions if needed, as mailed. (For an abbreviated agenda, click here)
- PUBLIC COMMENT (INFORMATION)
Members of the public will be invited to make brief comments regarding any aspect of NoRTEC business.
- GOVERNING BOARD APPOINTMENT OF NEW PIC MEMBERS (ACTION/INFORMATION)
The Rehabilitation Seat on the NoRTEC PIC is the only vacant seat. A nomination for this seat is being secured. If an appropriate nomination letter is received in time, it will be presented at the meeting.
- PROGRAM COMMITTEE REPORT (ACTION)
M. Piller, Program Committee Chair, will present the Program Committee report. The following items were reviewed by the Program and Executive Committees of the PIC at their December 16, 1997, meetings.
- PROGRAM MONITORING (ACTION)
- Site Visits
Site visits were conducted in all seven counties in theconsortium during the summer youth program. There were no findings.
Many creative and innovative things took place this summer,including the development of technology centers in most of the counties.The summer program continues to evolve with each passing summer, and theprograms are to be congratulated for their Herculean efforts.
Spring site visits are currently being scheduled for March-April 1998.
ATTACHMENT I PERFORMANCE STANDARDS (p. 1)
Desk Review - First Quarter of PY 1997/98
The following desk review information is presented forthe first quarter of this program year (07/01/97-09/30/97), unless otherwisenoted. Desk review consists of an analysis of NoRTEC performance againstState/Federal Performance Standards and other program compliance issues.These standards/compliance issues have been incorporated into contractobjectives for the service providers who contract with NoRTEC.
Title II-A 77% Adult Performance Standards - There are four core Adult Performance Standards for PY 1997/98. These performance standards are the basis for the awarding of incentive funding to NoRTEC by the State, and are one of the components for determining service provider contract compliance. This follow-up data records what happened to NoRTEC's Adult and Adult Welfare populations thirteen weeks (three months) after they leave our program. The measure of whether or not they are employed and how much they are making during the thirteenth week is meant to be a measure of program success/quality. The measures are:
1. Adult Follow-up Employment Rate
2. Adult Follow-up Weekly Earnings
3. Adult Welfare Follow-up Employment Rate
4. Adult Welfare Follow-up Weekly Earnings
Performance against these four standards are noted in Attachment I (p. 1). NoRTEC is currently meeting all four standards.
The Job Training Center (Lassen/Modoc/Plumas), and STEP (Siskiyou) are meeting all four adult standards. RHS (Del Norte) is meeting the Adult Follow-up Employment Rate, and both Weekly Earnings standards, but is missing the Adult Welfare Follow-up Employment Rate. The Job Training Center of Tehama County is meeting both Adult standards, and missing both Adult Welfare standards. TOT (Trinity) is meeting the Adult Weekly Earnings Standards, but is missing the Adult Follow-up Employment Rate and both Adult Welfare standards.
Performance has been discussed with the programs, and all indicate it is still very early in the program year, and that they expect to meet standards by year end. Second quarter performance will be reviewed carefully by NoRTEC Administrative Staff.
Title II-C 82% Youth - There are two core Youth Performance Standards for PY 1997/98. These performance standards are the basis for the awarding of incentive funding to NoRTEC by the State, and are one of the components for determining Service Provider contract compliance. This data records what happened to the youth (age 14-21) at the point that they left our program. The measures of whether they were employed and/or their employability was "enhanced" ("enhanced" through the attainment of basic skills or employment competencies, remaining or returning to school, completing a major level of education, or entering a long-term training program not funded by JTPA) is meant to be a measure of the success/ quality of our program. The measures are:
1. Youth Entered Employment Rate
2. Youth Employability Enhancement Rate
Performance against these two standards (and the methods for calculation) are noted in Attachment I (p. 1). NoRTEC is currently meeting the Youth Entered Employment Rate, but is missing the Youth Employability Enhancement Rate.
None of the programs are meeting both standards. However, this program is very small, with most of the terminations falling in early June (only six youth have terminated during the first quarter for all seven counties). The programs have been informed of their performance levels and that second quarter performance will be reviewed. If any of the programs are still out of compliance, requests for corrective action will be requested.
New Incentive Awards: Employer Assisted Benefits and Model Out-of-School Youth Programs - Beginning in PY 1995/96, the State instituted two new performance standards. These standards have been developed to reward SDAs that: (1) place Title II-A 77% adults in jobs with Employer Assisted Benefits, and (2) design and implement model Title II-C 82% out-of-school youth programs (there are no sanctions for not meeting the standards).
NoRTEC, RHS, the Job Training Center, and STEP are currently meeting the adult standard with 32%, 33%, 50%, and 33% respectively. The Job Training Center of Tehama County and TOT are missing the standard, both showing as 0%. (Note: There are only 25 total terminations to base these calculations on.)
The youth numbers are statistically insignificant after the first quarter, so no report was given.
In-School Versus Out-of-School Service Ratios - NoRTEC is required to assure that at least 50% of Title II-C Youth served are "out-of-school." Out-of-school youth are those individuals, aged 16-21 who have attained a high school diploma or GED, or are school dropouts, or are attending alternative school. NoRTEC is currently meeting the 50% minimum service level to out-of-school youth (being in compliance is important, as serving less will result in disallowed costs).
To assure compliance with this 50% minimum, the service providers have contracted with NoRTEC to serve 60% or more out-of-school youth and 40% or less in-school youth. Service levels are as follows:
PROGRAM IN-SCHOOL OUT-OF-SCHOOL RHS 60% 40% Job Training Center 50% 50% STEP 25% 75% Job Training Center of Tehama County 33% 67% TOT 0% 100% NoRTEC 38% 62%
As of 09/30/97, NoRTEC and all service providers, with the exception of RHS and the Job Training Center are in compliance with the minimum required service levels to out-of-school youth. Both programs expect to be in compliance with these ratios by the end of the program year. Second quarter performance will be monitored closely by NoRTEC Administrative Staff.
Federally Defined Barriers to Employment Ratios - NoRTEC is required to assure that at least 65% of those individuals served in Titles II-A and II-C programs have one or more of the barriers noted in the Job Training Partnership Act (JTPA).
The barriers for II-A Adults are: basic skills deficient (reading and/or math skills below the eighth grade level); school dropouts; cash welfare recipients; offenders; individuals with disabilities; homeless; and veterans.
The barriers for II-C Youth are different for those youth that are "in-school" and those youth that are "out-of-school". Barriers for in-school youth are: basic skills deficient; educational attainment one or more grade levels below that which is appropriate to the age of the youth; pregnant or parenting; individual with a disability (including a learning disability); homeless or runaway; offenders; and member of a cash public assistance family. Barriers for out-of-school youth are: basic skills deficient; school dropouts; pregnant or parenting; individual with a disability; homeless or runaway; offenders; and individuals attending alternative school (e.g., continuation high school).
Being in compliance with the minimum 65% figure is very important, as serving less than this figure will result in disallowed costs for NoRTEC. To assure compliance with this minimum, and to assure service to those that are most in need, most of the service providers have elected to serve only those individuals that can exhibit one or more of these barriers. Actual percentages are as follows:
PROGRAM PERCENTAGE WITH BARRIERS 77% ADULTS 82% YOUTH
RHS 100% 100% 100% Job Training Center 100% 100% 100% STEP 94% 100% 83% Job Training Center of Tehama County 100% 100% 100% TOT 100% 100% 100% NoRTEC 99% 100% 93%
NoRTEC and all providers are in compliance with the 65% minimum.
Title III - Allocated - NoRTEC is required to be in compliance with an Entered Employment Rate performance standard for Title III Allocated funding. No incentive money is awarded on the basis of meeting this standard, but if NoRTEC were to miss the standard, we would be required to submit a detailed corrective action plan to the State to outline how we would meet the standard in the following program year. Poor performance would also negatively impact NoRTEC's ability to secure additional "special project" funding. As of 09/30/97, NoRTEC and all programs are meeting this standard.
Actual placement rates for NoRTEC and the programs are as follows:
PROGRAM PLACEMENT RATE RHS 65% Job Training Center 100% STEP 80% Job Training Center of Tehama County 65% TOT 100% NoRTEC 83%
ATTACHMENT II PARTICIPANT COUNTS BY COUNTY (pp. 2-3)
Participant Counts Summarized by County - Attachment II contains participants counts summarized by county (Quick Summary) for the period 07/01/97- 09/30/97. This report is provided as an information item.
ATTACHMENT III PARTICIPANT COUNTS BY FUNDING SOURCE (pp. 4-5)
Participant Counts Summarized by Funding Source - Attachment III (pp. 4-5) contains participant counts summarized by funding source (Participant Summary) for the period 07/01/97-09/30/97. This report is provided as an information item.
RECOMMENDED ACTION: The Program Committee is recommending approval of the Program Monitoring Report.
- Site Visits
- QUALITY ASSURANCE REPORT (ACTION)
- State/Federal Monitoring of NoRTEC
The State conducted a data validation review for PY 1996/97 (this includes a review of administrative systems and procedures) during the first two weeks of December. The monitor visited the programs in Del Norte (RHS) and Siskiyou (STEP) Counties. In addition, NoRTEC staff completed a 25 page Administrative Review monitoring guide. As of the writing of this agenda, no official word regarding potential findings has been received, but the indication from Service Provider staff in Del Norte and Siskiyou Counties is that they have passed the review with flying colors.
- Capacity Building/Staff Development Update
- NCEN Conference - The conference held in Konocti thesecond week of November was a success! Over three hundred "partners" attended,praising the effort with high marks on their evaluation forms.
- Computer Training Labs - The three SDAs in NCEN (Butte,NoRTEC, and North Central Counties) are working cooperatively to developa computer training lab that will be centrally located in Butte County.The lab will be available for SDA and Service Provider staff training,as well as training for PIC and Governing Board members. NCEN hopes tohave the lab operational by the beginning of the 1998 calendar year.
NoRTEC Service Providers are also continuing their effortsto establish Technology Centers in each of their counties which will alsobe utilized as training centers.
Consolidation of Community Services into One-Stop Career Centers
J. Chamberlin managed to visit most of the One Stop Community Employment Centers in the thirteen county area this post October and November, and reported his findings to the three PICs (Butte, NoRTEC, and North Central Counties) at their combined meeting in Konocti on November 13, 1997.
Attached is a brief synopsis of his "findings": /cb/chamberlin-eval97.html
- RECOMMENDED ACTION: The Program Committee is recommending approval of the Quality Assurance Report.
- State/Federal Monitoring of NoRTEC
TEMPORARY JOB CREATION (ACTION)
NoRTEC has requested an extension for the $7.6 million received for temporary job creation to assist with the cleanup from the floods of January 1997. The program was originally slated to end January 31, 1998. The extension was requested through September 30, 1998, mostly because the winter months are forcing shutdown of the cleanup sites due to bad weather (unfortunately, the damage will worsen during the winter months of 1998). Since the Program Committee meeting, official word has been received from the State regarding this extension. Unfortunately, it is only through June 30, 1998, instead of the September 30, 1998, date we requested. As of September 30, 1997, over 500 residents of our seven county area have been put to work performing clean-up/repair activities. Following is information on the total number of participants that have been served in each county:
County/Service Provider Total Participants Del Norte (RHS) 39 Lassen (JTC) 49 Modoc (JTC) 45 Plumas (JTC) 63 Siskiyou (STEP) 92 Job Training Center of Tehama County 53 TOT 174
A lot of effort goes into getting this type of a program up and running in a short time. Our programs are masters at this process. They are to be congratulated for their outstanding accomplishment!
- PROGRAM MONITORING (ACTION)
FINANCE COMMITTEE REPORT (ACTION)
B. Hamby, Finance Committee Chair, will present the Finance Committee report. The following items were reviewed by the Finance and Executive Committees of the PIC at their December 16, 1997, meetings.
- PY 97/98 FIRST QUARTER FINANCE REPORTS (ACTION)
The table below details the funds that NoRTEC currently has available in contracts for the program year July 1, 1997, to June 30, 1998, as well as funds that have been requested or are anticipated. NoRTEC currently has $10,990,809 in available funds. Another $3,917,647 has been requested or is anticipated, making a total potential available funding amount of 14,908,456. This amount, if achieved, will represent a new high point in funding for NoRTEC.
IIB YOUTH 1,071,498 1,400,000 2,471,498 IIA ADULT 1,331,847 0 1,331,847 IIC YOUTH 225,037 0 225,037 IIA OLDER 86,321 0 86,321 TITLE III 1,385,221 0 1,385,221 CAREER CENTERS 375,191 617,647 992,838 TJC FLOOD 4,644,449 0 4,644,449 RAPID RESPONSE 660,000 0 660,000 INCENTIVE FUNDS 96,683 100,000 196,683 PLANT CLOSURES 0 500,000 500,000 FLOOD TRANSITION 534,000 0 534,000 8% LITERACY 256,962 0 256,962 WELFARE-TO-WORK 0 1,300,000 1,300,000 ECOSYSTEM MGMT 323,600 0 323,600 TOTAL 10,990,809 3,917,647 14,908,456
PY 97/98 Contracts Summary
ATTACHMENT IV PY 97/98 CONTRACTS SUMMARY (P. 6)
This report shows the total amount of funding in contractswith the State, the source of that funding and its allocation within NoRTECfor the 97/98 program year as of September 30, 1997. At September 30, 1997,NoRTEC had a total of $10,990,809 available in contracts for the 97/98program year. This report includes only amounts available in the currentyear. Amounts expended in prior years are not included. This report alsolists only fully executed contracts.
PY 97/98 Service Provider Contract Modifications
ATTACHMENT V PY 97/98 SERVICE PROVIDER CONTRACT MODIFICATIONS (PP. 7-8)
This report shows the changes between June 30, 1997,and September 30, 1997, in the service provider contract amounts availablefor expenditure in the current program year. This report shows only contractamounts available in the current year. Contract amounts expended in a prioryear are not included.
Program Expenditure Reports
ATTACHMENT VI PY 97/98 PROGRAM EXPENDITURE REPORT (PP. 9-10)
This report shows each subcontractor's total availablebalance for the program year (July 1, 1997, to June 30, 1998), their expendituresfor the quarter ended September 30, 1997, and their remaining balance atSeptember 30, 1997, for each specific JTPA funding title and program type.This report shows only contract amounts available in the current year.Contract amounts expended in a prior year are not included.
NoRTEC service providers are generally required to spend90% of each year's allocation by the end of the program year. For the convenienceof monitoring, NoRTEC uses a 25% per quarter expenditure rate as a guidefor assessing expenditures throughout the fiscal year (25% first quarter,50% second quarter, 75% third quarter and 100% final quarter). A correctiveaction plan (an explanation from the service provider of how they intendto utilize the funds by the end of the funding period) is automaticallyrequired from a service provider if quarterly expenditures vary by morethan 10% from the quarterly target rate.
"Excess" funds may be voluntarily returned by a serviceprovider or recaptured by NoRTEC if it appears that a service providerwill not be able to effectively utilize them by the end of the fundingperiod. These funds are then redistributed to other NoRTEC service providersdemonstrating a greater need, or returned to the State if they cannot beeffectively utilized within the consortium. Early detection and correctionof expenditure problems is important because it allows time for the fundsto be put to good use by service providers in other consortium counties.In addition, the effective use of funds directly affects NoRTEC's abilityto secure additional funding in future years.
The funding titles in bold italics are those titles inwhich a service provider is not within a 10% variance of the quarterlytarget rate (25% at September 30, 1997). For each of these titles, a correctiveaction plan has been submitted to NoRTEC. The Finance Committee has reviewedthe corrective action plans which appear to be reasonable. Overall, firstquarter expenditure levels are quite satisfactory and the service providersare to be commended for their efforts. There are no items of concern atthis time.
PY 97/98 NoRTEC Administrative Entity Expenditure Report
ATTACHMENT VII PY 97/98 ADMINISTRATIVE ENTITY EXPENDITURE REPORT (P. 11)
This report shows the Administrative Entity (AE) expendituresagainst the annual line item budget for the quarter ending September 30,1997. For the first quarter, the NoRTEC Administrative Entity expended24% of its annual budget. There are no issues of concern at this time.
PY 97/98 NoRTEC PIC and Governing Board Expenditure Report
ATTACHMENT VIII PY 97/98 PIC AND GOVERNING BOARD EXPENDITURE REPORT (P. 12)
This report shows the PIC and Governing Board expendituresfor the quarter ended September 30, 1997. For the first quarter, the PIC/GBexpended only $182. There were no PIC/GB meetings during the quarter whichare the main PIC/GB budgetary expense. There are no issues of concern atthis time.
RECOMMENDED ACTION: The Finance Committee is recommending approval of the PY 97/98 First Quarter Finance Report.
STATE MONITORING (INFORMATION)
ATTACHMENT IX STATE PROCUREMENT MONITORING REPORT (PP. 13-14)
In February and March 1997, the State JTPA Monitoring Section conducted a financial management and procurement review of NoRTEC and its service providers. The final report was issued on September 22, 1997. There were no findings as a result of the monitoring and the JTPA Monitoring Section concluded that NORTEC is meeting applicable JTPA requirements concerning financial management and procurement.
STATE COST COMPLIANCE NOTIFICATION (INFORMATION)
We have received final notice from the State that NoRTEC is in compliance with the required cost category limitations for Title II-A Older Worker-PY 94/95, Title II-A 77% Adult-PY 94/95, and Title II-C 82% Youth - PY 94/95. The Finance Committee has reviewed these reports and there are no items of concern. The reports are available for review by interested PIC/GB members.
STATE FUNDS UTILIZATION COMPLIANCE NOTIFICATION (INFORMATION)
NoRTEC has received final notice from the State that we have met the required obligation rate of 85% for Title IIA Adult and IIC Youth at June 30, 1997. Therefore, NoRTEC will not have any funds recaptured by the State in these titles. The Finance Committee has reviewed these reports and there are no items of concern. These reports are available for review by interested PIC/GB members.
- PY 97/98 FIRST QUARTER FINANCE REPORTS (ACTION)
PLUMAS JOB TRAINING CENTER UPDATE (DISCUSSION)
NoRTEC has requested a hearing with State officials. Our goal is to develop a mutually agreeable approach to obtaining a waiver for NoRTEC for any further debt collection efforts by NoRTEC, with respect to the $198,427.62 embezzled from the Plumas Job Training Center by their former Financial Officer. So far, the State has not responded.
SEXUAL HARASSMENT CLAIM AGAINST STEP (DISCUSSION)
A sexual harassment claim was filed by a former participant of the STEP program in Siskiyou County. The individual was employed about three years as a temporary worker at a Cal Trans site through a NoRTEC "storm response" grant. He is claiming he was "fired" because he was a male. NoRTEC and STEP are responding, and believe the case is without merit.
UPDATE ON NCEN REGIONAL POLICY BODY (DISCUSSION)
The first meeting of this new group was held at the NCEN Partnership Conference in Konocti on November 13, 1997. They adopted the "guiding principles" with a slight modification; to report progress through the PICs, rather than "primarily" through the PICs. The "principles" are posted at: /cb/ncen-principle.html The next meeting will be in mid-January. The focus of the group is the ongoing implementation of the One Stops. Discussions will include One Stop related current and future regional funding, as well as other commonalties in the thirteen county area.
ONE STOP FUNDING APPLICATION (ACTION)
The state is putting out another RFP for One Stop implementation. NoRTEC joined a sixteen county effort for these funds last year, but was not funded. A coalition of thirteen counties (possibly fiourteen) will submit this year. The funds will be used primarily for staff development and increased technology for the participating one stops. The expectation is for a regional coalition to be formed, with a regional policy body and a single financial agent for the expenditure of the funds. It will require support and cooperation from all the major job training partners (Boards of Supervisors, EDD, JTPA, Welfare, Education, Rehabilitation, Older Workers, etc.) A copy of the application RFP is posted at: /cb/onestop/onestop-index.html
RECOMMENDED ACTION: NoRTEC PIC approval for staff submitting an application for a regional one stop application, with NoRTEC specified as the fiscal agent for the funding.
RECOMMENDED ACTION: NoRTEC Governing Board approval for staff submitting an application for a regional one stop application, with NoRTEC specified as the fiscal agent for the funding.
LEGISLATIVE UPDATE (DISCUSSION)
Once again, the pending JTPA legislation has been put on hold. Now it appears late January or early February is the new target date for Senate approval. The R. Knight newsletter is posted at: /cb/rknight-1297.html. Additional legislative and related information will be presented at the meeting, if time, interest and material are available.
OLD BUSINESS (DISCUSSION)
Old Business items may be brought up for discussion, at the pleasure of the PIC and Governing Board members.
- NEW BUSINESS (DISCUSSION)
- UPCOMING MEETING SCHEDULE
- PIC and Governing Board - March 26, 1998
- PIC Committees - February 26, 1998
- ADDITIONAL BUSINESS ITEMS items may be brought up for discussion, at the pleasure of the PIC and Governing Board members.
- UPCOMING MEETING SCHEDULE