AGENDA - MARCH 19, 1998
AGENDA PIC AND GOVERNING BOARD
THURSDAY, MARCH 19, 1998
10:00 AM - 2:00 PM
HILLTOP INN REDDING, CALIFORNIA
(Words underlined/colored are active links.)
- CALL TO ORDER
- ROLL CALL
- APPROVAL OF MINUTES, NOVEMBER 19, 1997 AND JANUARY 22, 1998 (ACTION)
- APPROVAL OF AGENDA (ACTION)
- PUBLIC COMMENT (INFORMATION)
- PROGRAM COMMITTEE REPORT (ACTION)
- PROGRAM MONITORING (ACTION)
- Site Visits B. Austin, Director of Program Services has begun her spring monitoring review. She started in Tehama County at the Job Training Center on March 11, and will complete her review there on March 13. Programs in the other three counties will be monitored during the remainder of March and in April. Austin will be reviewing participant eligibility, program design and services delivery, and compliance with training vendor procurement in all titles.
- Desk Review - Second Quarter of PY 1997/98 The following desk review information is presented for the second quarter of this program year (07/01/97-12/30/97), unless otherwise noted. Desk review consists of an analysis of NoRTEC performance against State/Federal Performance Standards and other program compliance issues. These standards/compliance issues have been incorporated into contract objectives 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
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.
- 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
NoRTEC is currently meeting the Youth Entered Employment Rate, but is missing the Youth Employability Enhancement Rate.
- 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 and all of the programs are currently meeting the adult standard (minimum of 25% placed with employer assisted benefits):
- 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).
- 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).
- 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.
- Participant Counts Summarized by County - This report is provided as an information item for the period 07/01/97-12/31/97.
- Participant Counts Summarized by Funding Source - This report is provided as an information item for the period 07/01/97-12/31/97.
ATTACHMENT I Performance Standards (p. 1)
Requests for corrective action have been sent to RHS, the Job Training Center of Tehama County, and TOT.
None of the programs are meeting both standards. However, this program is very small, with most of the terminations falling in early June (only eight youth have terminated during the first quarter for all seven counties). The programs have been informed of their performance levels and requests for corrective action have been made.
PROGRAM RATE RHS 33% Job Training Center 68% STEP 50% Job Training Center (Tehama) 25% TOT 25% NoRTEC 49%
The youth numbers are statistically insignificant after the second quarter (total of eight), so no report will be given.
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 38% 62% Job Training Center 43% 57% STEP 36% 64% Job Training Center (Tehama) 17% 83% TOT 0% 100% NoRTEC 31% 69%
As of 12/30/97, NoRTEC and all service providers, with the exception of the Job Training Center are in compliance with the minimum required service levels to out-of-school youth. This program expects to be in compliance with these ratios by the end of the program year. Third quarter performance will be monitored closely by NoRTEC Administrative Staff.
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%
RHS 100% 100% 100% Job Training Center 100% 100% 100% STEP 93% 75% 100% Job Training Center (Tehama) 100% 100% 100% TOT 95% 100% 100% NoRTEC 98% 91% 100%
NoRTEC and all providers are in compliance with the 65% minimum.
The current goal is 65.99%. Actual placement rates for NoRTEC and the programs are as follows:
PROGRAM PLACEMENT RATE RHS 56% Job Training Center 100% STEP 73% Job Training Center of Tehama County 71% TOT 88% NoRTEC 76%
As of 12/31/97, NoRTEC and all programs except RHS are meeting the Title III placement rate standard. A request for corrective action has been sent to RHS.
ATTACHMENT II Participant Counts by County (pp. 2-3)
ATTACHMENT III Participant Counts by Funding Source (pp. 4-5)
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the Program Monitoring Report.
- QUALITY ASSURANCE REPORT (ACTION)
- State/Federal Monitoring of NoRTEC
- Capacity Building/Staff Development Update
There have been no State or Federal monitoring reviews since the last meeting.
Most of the NoRTEC Administrative staff and many service provider staff are planning on attending the California Workforce Association (formerly WJTPA) annual conference on April 8-10 in San Diego. Welfare to Work and One Stop Career Centers are expected to be some of the more popular topics at the conference.
MIS training is currently being schedule for service provider staff in the new training lab. It is planned to begin monthly training sessions in April.RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the Quality Assurance Report.
- TEMPORARY JOB CREATION: 1997 FLOODS (INFORMATION)
The roll call will include an introduction of Gary Corderman, the new Executive Director for the Plumas Job Training Center (Lassen, Plumas and Modoc Counties).
The minutes were mailed under separate cover. Approval of the minutes from November 13, 1997, were postponed until this meeting.
Copies of both of these minutes are posted:
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the minutes, with revisions if needed, as mailed.
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the agenda, with revisions if needed, as mailed.
Members of the public will be invited to make brief comments regarding any aspect of NoRTEC business.
M. Piller, Program Committee Chair, will present the Program Committee report.
As reported at the last meeting, this program has been extended through June 30, 1998. As of February 28, 1998, more than $5.8 million of expenditures has put over 650 residents of our seven county area to work performing clean-up/repair activities. Following is information on the total number of participants that have been hired in each county to assist with the cleanup from the floods of January 1997:
|County/Service Provider||Total Participants|
|Del Norte (RHS)||51|
|Job Training Center of Tehama County||53|
Congratulations to the NoRTEC Programs for their outstanding accomplishment.
- FINANCE COMMITTEE REPORT (ACTION)
- PY 97/98 FIRST QUARTER FINANCE REPORTS (ACTION)
- PY 97/98 Contracts Summary
- PY 97/98 Service Provider Contract Modifications
- Program Expenditure Reports
- PY 97/98 NoRTEC Administrative Entity Expenditure Report
- PY 97/98 NoRTEC PIC and Governing Board Expenditure Report
- INCREASE SPECIAL PROJECT BUDGET (ACTION)
- INCREASE NORTEC ADMINISTRATIVE ENTITY OPERATING BUDGET (ACTION)
- 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 III for year of allocation 1995. The reports are available for review by interested PIC/GB members.
- EL NINO FUNDING APPLICATION (ACTION)
- WELFARE TO WORK GRANT APPLICATION (ACTION)
- Joint Resolution by PIC and County Board of Supervisors: /cb/wtw/wtw_reso98.html
- Welfare to Work Plan Approval Form: /cb/wtw/wtw_plansprt.html
- APPROVAL OF ANNUAL PLAN UPDATE (ACTION)
- UPDATE ON NCEN OVERSIGHT BOARD (DISCUSSION)
B. Hamby, Finance Committee Chair, will present the Finance Committee report.
NoRTEC currently has $12,530,920 in available funds. Another $7,082,637 has been requested or is anticipated, making a total potential available funding amount of $19,613,557 for the program year July 1, 1997, to June 30, 1998. This amount will be an all-time high in funding for NoRTEC.
REQUESTED / ANTICIPATED
|EL NINO DISASTER||1,000,000||4,000,000||5,000,000|
|ATTACHMENT IV||PY 97/98 Contracts Summary (p. 6)|
This report shows the total amount of funding in contracts with the State, the source of that funding and its allocation within NoRTEC for the 97/98 program year as of December 31, 1997. At December 31, 1997, NoRTEC had a total of $11,385,679 available in contracts for the 97/98 program year. This report includes only amounts available in the current year. Amounts expended in prior years are not included. This report also lists only fully executed contracts.
|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 available for expenditure in the current program year. This report shows only contract amounts available in the current year. Contract amounts expended in a prior year are not included.
|ATTACHMENT VI||PY 97/98 Program Expenditure Report (pp. 9-10)|
This report shows each subcontractor's total available balance for the program year (July 1, 1997, to June 30, 1998), their expenditures for the six months ended December 31, 1997, and their remaining balance at December 31, 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 spend 90% of each year's allocation by the end of the program year. For the convenience of monitoring, NoRTEC uses a 25% per quarter expenditure rate as a guide for assessing expenditures throughout the fiscal year (25% first quarter, 50% second quarter, 75% third quarter and 100% final quarter). A corrective action plan (an explanation from the service provider of how they intend to utilize the funds by the end of the funding period) is automatically required from a service provider if quarterly expenditures vary by more than 10% from the quarterly target rate.
"Excess" funds may be voluntarily returned by a service provider or recaptured by NoRTEC if it appears that a service provider will not be able to effectively utilize them by the end of the funding period. These funds are then redistributed to other NoRTEC service providers demonstrating a greater need, or returned to the State if they cannot be effectively utilized within the consortium. Early detection and correction of expenditure problems is important because it allows time for the funds to be put to good use by service providers in other consortium counties. In addition, the effective use of funds directly affects NoRTEC's ability to secure additional funding in future years.
The funding titles in bold italics are those titles in which a service provider is not within a 10% variance of the quarterly target rate (50% at December 31, 1997). For each of these titles, a corrective action plan has been submitted to NoRTEC. Staff has reviewed the corrective action plans which appear to be reasonable. The corrective action plans will be reviewed by the Finance Committee at their next regularly scheduled meeting. There are no items of concern at this time.
|ATTACHMENT VII||PY 97/98 Administrative Entity Expenditure Report (p. 11)|
This report shows the Administrative Entity (AE) expenditures against the annual line item budget for the quarter ending December 31, 1997. For the first quarter, the NoRTEC Administrative Entity expended 50% of its annual budget. There are no issues of concern at this time.
|ATTACHMENT VIII||PY 97/98 PIC and Governing Board Expenditure Report (p. 12)|
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the PY 97/98 Second Quarter Finance Report.
Staff is requesting that the Administrative Entity budget for Special Projects be increased by $100,000 to a total of $200,000. The increase is being requested to pay for enhanced internet connectivity, a new server, computer programming, salary and benefits for the NoRTEC computer systems administrator (Scott Schaffer), etc. NoRTEC has sufficient funding for this purpose.
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of increasing the Special Projects budget for PY 97/98 to $200,000.
Staff is requesting that the Administrative Entity operating budget be increased by $15,000 to a total of $274,568 to cover the purchase of two desktop computers, a new office phone system, and network wiring for the office. The desktop computers will replace obsolete computers currently used by staff. The new phone system will replace a phone system in use since 1987. The wiring upgrades the office from coaxial cable to twisted pair, for more reliable network and internet connectivity. NoRTEC has funding available for this purpose.
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of increasing the AE budget for PY 97/98 by $15,000.
Staff is asking for permission to submit an application to the State for $5,000,000 for Temporary Job Creation funds to assist the federally declared "El Nino" disaster counties in NoRTEC; Del Norte, Tehama and Trinity have been declared by FEMA, Siskiyou is pending. A declaration map and some pictures are available on the "What's Happening?" link off the NoRTEC home page: ncen.org
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of a NoRTEC application for approximately $5,000,00 to assist the eligible NoRTEC counties in response to the El Nino related storm damage of 1998.
NoRTEC has been allocated approximately $1,179,503 (at least according to the "draft" State plan, which is subject to change) to implement a welfare to work grant in the consortium counties. The State requires NoRTEC to submit a plan no later than April 30, 1998, which must be formally accepted by the Welfare Directors and Local Elected Officials (each County Board of Supervisors) in the NoRTEC SDA; as documented by the appropriate signatures on two forms:
In order to effect a workable plan, the NCEN SDAs (Butte, North Central and NoRTEC) hired J. Chamberlin to facilitate a joint planning session with the One Stop and the Welfare Directors from all thirteen of the NCEN counties. The Welfare Directors (or their designees) and the One Stop (JTPA) Directors from each of the thirteen counties met this March 9, 1998, in Chico for the all day planning session. They will reconvene this March 16, 1998, to finalize an application/plan that can be utilized by the three NCEN SDAs to present to their respective PICs and Governing Boards and Local Boards of Supervisors for approval. The goal is to develop a generic plan that will be acceptable to the State while allowing enough local flexibility to be acceptable to the individual NCEN counties.
According to DOL:
|This is an opportunity for States and local governments to integrate the operation of workforce development systems (including one-stop centers/employment services, JTPA services and school-to-work acivities) and other programs with assitance and services available to TANF recipients.|
Additional information is posted on the "What's Happening?" link from the NoRTEC home page: ncen.org
A copy of the plan will be faxed to the county One Stops by March 17, for PIC/GB and public viewing. Copies and an overview will be presented at the meeting.
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the NoRTEC Welfare to Work plan, with revisions if needed, as mailed.
It is time for the mandatory annual plan update again. Summary copies are available in the local One Stop offices for PIC, Governing Board and general public review and comment, as advertised in the newspaper in each NoRTEC County. There are no significant changes in the update. Public comments, if any, will be presented at the meeting.
RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the annual plan update, as posted for public review and comment, with revisions if needed to respond to public comment and/or PIC/Governing Board concerns.
- The second meeting of the NCEN Oversight Board was held in Chico on January 21, 1998.
- A copy of the minutes of the NCEN meeting are posted;
- Jack Reese was elected Chair, and Judi Madden the Vice Chair;
- They modified the "guiding principles" to spell out the need for accessibility to various levels of education through the One Stops by specifying K-12 Education, Community Colleges and State University Systems;
- They endorsed a regional application for State One Stop Implementation and Technology Grant funds for the thirteen participating NCEN Counties, primarily for:
- Staff and Board level training;
- Increased technology (computer labs);
- Regional Marketing;
- They designated NoRTEC the fiscal agent for these One Stop grant funds; and
- They endorsed and encouraged
- Contiuning enhancement of the internet and other technology capacity of the participating NCEN partners; and
- Full PIC and Governing Board utilization of the internet based communication being developed by the three participating SDAs.
- ONE STOP FUNDING APPLICATION (DISCUSSION)
- LEGISLATIVE UPDATE (DISCUSSION)
- PLUMAS JOB TRAINING CENTER UPDATE (DISCUSSION)
- SEXUAL HARASSMENT CLAIM AGAINST STEP (DISCUSSION)
- OLD BUSINESS (DISCUSSION)
- NEW BUSINESS (DISCUSSION)
- UPCOMING MEETING SCHEDULE
- PIC and Governing Board - June ?, 1998
- PIC Committees - May ?, 1998
- ADDITIONAL BUSINESS ITEMS items may be brought up for discussion, at the pleasure of the PIC and Governing Board members.
Highlights (as reported at the last NoRTEC meeting):
As approved at the last meeting, NoRTEC will be the fiscal agent and administrative entity, and is working with NCC and the Butte PIC on a regional application for a grant from the State for One Stop Implementation and Technology funding. The application is due to the State by March 31, 1998. A copy of the application RFP and progress to date is posted at: /cb/onestop/onestop_index.html.
Two mandatory forms for this application will be presented to the Governing Board Chair for signature at this meeting; the Signatory Form For Designated Chief Local Elected Official, Fiscal Agent and Grant Administrator, and the Signatory Form For Proposal Support From Chief Local Elected Official(s). Both of these formalize the support of local elected officials (in our case the NoRTEC Governing Board) for the One Stop Career Centers. (Both forms are available on the link referenced in this agenda item.)
As of his 02/1998 letter, R. Knight was skeptical of the passage of new legislation this year. However, last week the Senate scheduled S. ll86, the "Workforce Investment Partnership Act" for a floor vote this March 17, 1998. Maybe we will have a new law by the time of the NoRTEC meeting. Additional legislative and related information will be presented at, if time, interest and material are available.
There has been no response as of this writing to NoRTEC's request for a meeting with State officials, which we want prior to our appeal to an Administrative Law Judge. Our goal is to develop a mutually agreeable approach to obtaining a waiver 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.
A sexual harassment claim was filed by a former participant of the STEP program in Siskiyou County. The individual was employed about three years ago as a temporary worker at a Cal Trans site through a NoRTEC "storm response" grant. He is claiming he was "fired" because a female was favored over him (a male). We have heard nothing since the last meeting and our submission of requested information.
Old Business items may be brought up for discussion, at the pleasure of the PIC and Governing Board members.