NoRTEC
AGENDA
WIB AND GOVERNING BOARD
THURSDAY, JULY 29, 1999
10:00 AM - 2:00 PM
HOLIDAY INN
CHICO, CALIFORNIA

1. CALL TO ORDER
2. ROLL CALL
3. WIB/GOVERNING BOARD APPROVAL OF MINUTES, APRIL 29, 1999, (ACTION)

   Copies of the minutes from APRIL 29, 1999, are attached. Minutes

   RECOMMENDED ACTION: WIB and Governing Board approval of the April 29, 1999, minutes, with revisions if needed, as mailed.

4. APPROVAL OF AGENDA (ACTION)

   RECOMMENDED ACTION: WIB and Governing Board approval of the agenda, with revisions if needed, as mailed.

5. PUBLIC COMMENT (INFORMATION)

   Members of the public will be invited to make brief comments regarding any aspect of NoRTEC business.

6. PIC VACANCIES (DISCUSSION)

   There are currently two seats open on the PIC. A private sector seat is open for Plumas due to non-attendance by Joe Garner. An economic development seat is open for Siskiyou due to the resignation of Eric Herrick. No official nominations were received in time for posting. Appropriate nominations received at or prior to the meeting may be considered by the Governing Board for appointment to the NoRTEC Private Industry Council.

7. JOINT POWERS AGREEMENT ADDENDUM (ACTION)
   

   Nelson Buck, Tehama County Attorney, will presentation addendum to the NoRTEC Joint Powers Agreement (JPA) for consideration by the Governing Board: "Such rules shall also provide that a copy of the above described annual report shall be mailed to the Clerk of the Board of Supervisors of each of the member counties contemporaneously with its submission to the Governing Board."

   If the Governing Board agrees with the need for this addendum, it will be sent to each of the eight counties for their approval. If all eight county Board of Supervisors agree, it will become an official addendum to the NoRTEC Joint Powers Agreement. If one or more do not agree, it will not.

   RECOMMENDED ACTION: None. As with the previous suggestions for addendum's, it is the opinion of staff that this proposed addendum is not necessary. If action is taken in favor of adding the addendum to the NoRTEC JPA, it should be in the form of a recommendation by the NoRTEC Governing Board to the member Boards of Supervisors.

8. PROGRAM COMMITTEE REPORT (ACTION)
   

   Michele Piller, Program Committee Chair, will present the Program Committee Report.

   1. Program Monitoring
      

      B. Austin and T. Brown are currently monitoring the summer youth programs in each of the counties. Thus far, only Rural Human Services in Del Norte County has been monitored. There were no findings.

      TOT in Trinity County will be monitored on July 21-22. The Alliance for Workforce Development programs will be monitored on August 3-4 (Quincy) and August 9-11 (Susanville/Alturas). The Job Training Center of Tehama County in Red Bluff will be monitored on August 6, and the STEP program in Weed will be monitored on August 18-20. An update will be given at the meeting.

   2. PY 1998/1999 Fourth Quarter Program Reports (Information)
      

      A summary of the standard program reports will be presented at the meeting. Please click on the name of each separate report shown below for goals and performance information. (Click here for an in-depth explanation of any of the reports listed below.)

      1. Title II-A 77% Adult and 82% Youth Performance Standards
      2. Title III Entered Employment Rate and Average Wage at Placement Standards
      3. Federally Defined Barrier to Employment Ratios
      4. In-School Vs. Out-of School Youth Service Ratios
      5. Employer Assisted Benefits and Model Out of School Youth Program
      6. Welfare to Work (data being collected--update will be given at the meeting)
      Data for the full program year (1998/99) has been received and analyzed for all but the four 77% Adult Performance Standards. For 77% Adult program, which is based on employment information of the participants three months after they completed the program, the information presented is based on 10 months of data. If the final two months of data are received prior to the meeting, an update will be given.

      It appears that all five of the programs met contract objectives and will continue to contract with NoRTEC during the last year of JTPA (1999/2000).

   3. Participant Summaries and Employment Report
      1. Participant Summary Report
      2. Employment Report
      These reports are provided to the PIC and Governing Board as informational items (number of participants served in each county and participant placements in jobs):
   4. Flood 98 Temporary Job Creation Project
      

      The Temporary Job Creation Project ended on June 30,1999. It was a great success! The three service providers put over 255 people to work during the course of the contract (March 1998 through June 1999). Rural Human Services in Crescent City and the Job Training Center of Tehama County in Red Bluff each put 54 people to work, and Trinity Occupational Training in Weaverville put a whopping 147 people to work(255 total for NoRTEC).

   5. Upcoming Monitoring
      

      There have been no monitoring visits from the State or by NoRTEC since the last meeting in April, 1999. NoRTEC is currently conducting the Summer Youth on-site monitoring visits. The State will visit Tehama and Trinity Counties in August to gather information about the Welfare-to-Work program.

   RECOMMENDED ACTION: PIC and Governing Board approval of the Fourth Quarter Program Committee Report.
9. FINANCE COMMITTEE REPORT (ACTION)

   B. Hamby, Finance Committee Chair, will present the Finance Committee report.

   1. Quarterly Financial Reports (ACTION)
      

      NoRTEC currently has $13,142,671 in available funds for the program year July 1, 1998, to June 30, 1999.

      PROJECT	FUNDS AVAILABLE FROM 07/01/98	ADD'L FUNDS REQUESTED/ ANTICIPATED	TOTAL
      II-B YOUTH	2,350,470	0	2,350,470
      II-A ADULT	1,427,466	0	1,427,466
      IIC YOUTH	276,855	0	276,855
      II-A OLDER	83,221	0	83,221
      TITLE III	1,347,308	0	1,347,308
      CAREER CENTERS	103,448	0	103,448
      BASIC READJUSTMENT	1,647,059	0	1,647,059
      EL NINO DISASTER	2,624,086	0	2,624,086
      ONE-STOP IMPLEMENTATION	450,000	0	450,000
      RAPID RESPONSE	900,000	0	900,000
      INCENTIVE FUNDS	249,827	0	249,827
      PLANT CLOSURES	189,799	0	189,799
      FLOOD TRANSITION	181,000	0	181,000
      8% LITERACY	107,629	0	107,629
      WELFARE-TO-WORK	1,179,503	0	1,179,503
      CAPACITY BUILDING	25,000	0	25,000
      TOTAL	$13,142,671	$0	$13,142,671

      1. PY 98/99 Contracts Summary
         

         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 98/99 program year at June 30, 1999. At June 30, 1999, NoRTEC had a total of $13,142,671 available in contracts for the 98/99 program year.This report includes only amounts available in the current year. Amounts expended in prior years are not included.

      2. PY 98/99 Service Provider Contract Modifications
         

         (Select the white arrow in the upper left corner of the report to advance to the second page)

         This report shows the changes between March 31, 1999,and June 30, 1999, 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 years are not included

         The significant contract change during the period was the allocation of $40,000 of Rapid Response funding per county to pay for local Internet usage charges and equipment costs necessary to maintain and improve local Internet connectivity. Del Norte and Tehama released $75,000 and $15,000 of El Nino TJC Funding, respectively, and Trinity added $13,000 of of El Nino TJC Funding. The released TJC funds were returned to the State. Trinity also voluntarily transferred $67,700 of Title III funding to Del Norte, Lassen, Modoc and Plumas Counties. The attached report details the allocation.
      3. PY 98/99 Program Expenditure Report
         

         (Select the white arrow in the upper left corner of the report to advance to the second page)

         NOTE: This report is preliminary, but is not expected to vary significantly from the final report.

         This report shows each subcontractor's total available balance for the program year (July 1, 1998, to June 30, 1999), their expenditures for the program year ended June 30, 1999, and their remaining balance at June 30, 1999, 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.

         At June 30, 1999, NoRTEC Service Providers were within a 10% variance of the quarterly target rate (100% at June 30, 1999) in all titles to which required expenditure rates apply. The required expenditure rates do not apply to the II B, Welfare-To-Work, 8% and Incentive projects. There are no items of concern at this time.

      4. PY 98/99 NoRTEC Administrative Entity Expenditure Report
         

         NOTE: This report is preliminary, but is not expected to vary significantly from the final report.

         This report shows the Administrative Entity (AE) expenditures against the annual line item budget for the 98/99 program year ending June 30, 1999. At June 30, 1999, the NoRTEC Administrative Entity had expended 99% of its operating budget, 90% of its special projects budget,and 100% of its capacity building budget.

         The primary budget expenditures are detailed in the attached line item report. The special projects funds are being used for additional computers and servers and related hardware and software, Scott's salary,consultants, computer and related maintenance and upgrades for the PIC and Governing Board, Internet charges and regional workshops/training for the Community Coordinators. The capacity building funds were primarily utilized to fund a NoRTEC Case Manager's Retreat, a II-B Training Session and two OJT Training/WIA introduction sessions.

         There are no items of concern at this time.

      5. PY 98/99 NoRTEC PIC and Governing Board Expenditure Report
         

         NOTE: This report is preliminary, but is not expected to vary significantly from the final report.

         This report shows the PIC and Governing Board expenditures against the annual line item budget for program year ended June 30, 1999.At June 30, 1999, the PIC/GB had expended 48% of its total budget.There are no issues of concern at this time.

      RECOMMENDED ACTION: The PIC Finance Committees recommending approval of the Quarterly Financial Reports.
   2. STATE FISCAL AND PROCUREMENT MONITORING (INFORMATION)
      

      The State conducted a fiscal and procurement review of two NoRTEC Service Providers during the week of May 17th. State Monitors visited Siskiyou and Lassen, Modoc and Plumas. Overall,the State monitors concluded that NoRTEC is meeting applicable JTPA requirements concerning financial management and procurement.

      There were no findings or issues in Siskiyou.

      In Lassen, Modoc and Plumas, there were three findings. The findings concerned (1) the documentation and allocation of personnel costs for a staff member who worked on both JTPA and non-JTPA programs,(2) the proper documentation of procurement procedures for certain contracted services, and (3) the absence of certain required contract clauses for those same contracted services.

      In addition to the three findings at Lassen, Modoc, and Plumas, there were two "issues" which were not considered serious enough to be findings. The first issue was required dispute resolution language that was missing from a Request For Proposal document. The second issue concerned incomplete inventory records.

      The findings and issues are administrative compliance issues and will not result in any questioned costs. NoRTEC staff has requested a Corrective Action Plan from Lassen, Modoc and Plumas describing the actions taken to assure compliance with these requirements. NoRTEC will verify compliance through the fiscal monitoring process.

      Copies of the State monitoring report are available for review upon request.

   3. STATE ONE-STOP FINANCIAL AND PROCUREMENT MONITORING (INFORMATION)
      

      On July 13-14, 1999, State monitors visited the NoRTEC Administrative Office to review the $450,000 One-Stop Implementation Grant awarded to NCEN. The monitors reviewed the financial management and procurement systems of NoRTEC as the grant recipient for the One-Stop Implementation Grant which funded last year's Konocti Conference and a ten-station technology center in each of the 13 NCEN counties.

      We have not received the monitoring report, but were told that there will no findings or issues.

   4. NoRTEC FISCAL AND PROCUREMENT MONITORING (INFORMATION)
      

      NoRTEC Finance Director Michael Cross conducted on-site fiscal and procurement reviews of NoRTEC service providers during May and June. The review included accounting systems, allowable costs, cost categories, financial reporting, cost allocation, property management and procurement. Final monitoring reports have not yet been issued, but there are no issues of concern at this time.

   RECOMMENDED ACTION: NoRTEC PIC and Governing Board approval of the PY 98/99 Fourth Quarter Finance Committee Report.
10. STATUS OF PRIOR APPROVED FUNDING APPLICATIONS (DISCUSSION)
    

    The only outstanding application is the Title III Application for Basic Readjustment funding of approximately $200,000 per county. This is the second half of a two year application. These fund swill be utilized for the up front core services in the One Stops (information,assessment and referral), effective this program year, July 1, 1999 to June 30, 2000. The last we heard, it is being recommended for approval.

11. PROGRAM PRESENTATIONS (INFORMATION)
    

    The new motto for NCEN is "Business First!" A number of the programs have agreed to present short examples of something they are doing to help local business.

    1. Siskiyou - a short overview of WIA with an emphasis on Business.
    2. Lassen/Modoc/Plumas - Employment Training Panel helps local business retrain their employees.
    3. Del Norte - Cooperative effort provides WtW employees for Nethelp.
    4. Trinity - Job Development Pays Off.
    5. Butte - Welfare-to-Work and new business opportunities.
12. WORKFORCE INVESTMENT ACT PLANNING (DISCUSSION)
    

    A WIA Planning Web Site (accessible from the What's Happening? link) has been established to keep track of our planning activities and related WIA information.

    All eight counties signed the resolutions affirming their intent to stick with NoRTEC, and modify the Joint Powers Agreement (JPA)to include Butte County, and to protect the equal representation and voting power of each member county.

    Will Jones (NoRTEC attorney, national consultant and speaker)will lead a discussion on a number of key decisions that need to be made for the implementation of the Workforce Investment Act. The goal is to become familiar with the issues, and then let the WIA Transition Committee work out the details. Examples are:

    1. More Money: NoRTEC should be in line for additional funding, as as incentive for the merging of two SDAs. There is lip service, but no real funding is likely without some noise from the NoRTEC area.
    2. WIB/LEO Agreement: We are supposed to have an operating agreement between the Workforce Investment Board and the Governing Board,specifying how the relationship will work. The PIC/LEO Agreement will be posted and send out, to use as a guide.
    3. WIB Composition: We need to decide if we want to try and comply with the new WIA rules for representation, or if we want to try and Grandfather in the current PIC, with its old rules for representation. The concern is not so much the specific members as with which configuration of interest groups is easier for us to come up with for our eight county area.
    4. Youth Councils: We are required to have a "Youth Council"to plan and recommend program design and funding for youth programs in our service area. Do we want to just assign the Youth Council status to the Executive or Program Committee? Do we want to encourage each county to set up their own local Youth Council to funnel back to the WIB through a WIB committee?
    5. MOU: NoRTEC needs to sign a "Memorandum of Understanding"with the one stops, wherein they specify how all the partners are going to coordinate their efforts and resources to make the one stops work for the public.
    6. One Stop Designation: We need to decide how the One Stops will be designated. Do we want to go with what we have, and build on that? Do we want to try and find new one stop operators? On a more subtle level, do we want to designate some smaller number of"One Stops" and call the rest "Satellite Offices?" To be a "One Stop,"all the partners have to be represented, which may prove difficult in some of the counties. Technically, the law only requires one fully functioning One Stop per Workforce Investment Area; i.e., only one is required for all of NoRTEC, with Satellite offices to serve the rest of the geographic area. It wouldn't affect the funding per member county, but it would change what was required of each "One Stop."
    7. Youth Provider Selection: We need to decide how we will select eligible Youth Service Providers (based on recommendations from the Youth Council). The One Stops are for all job seekers, but a distinction is made between the adult services of the One Stops, and Youth Service Providers, who must be affiliated with, but may be distinct from, the One Stops.
    8. Training Vouchers: We have to decide how we want to handle the requirement for "Vouchers" for client training. Do we want to establish a cap? Do we want a fixed amount per client, that they can use all or none of? Do we want a flexible amount per client based on individual need? Do we want the voucher more under the clients control or more under our control?
    9. Negotiated Performance Standards: We are supposed to negotiate with each One Stop and with the State for the performance outcomes we will have to meet through our One Stops and Youth programs. I.e.,Employment Rates, Job Retention Rates, Wage Levels, Youth Competencies,etc. If we exceed the rates we negotiate, we get a financial reward. If we don't meet our negotiated standards, we get beat up.
    10. Eligible Training Providers: We are supposed to identify and maintain a public listing of those training vendors that are appropriate for, and may be utilized by, our job seeking clients. (That is why I am so pleased with myself for the Internet based Vendors List. At least I have one requirement under control.)
    11. Five Year Plan: We have to develop a "comprehensive"five year plan, complete with policies and procedures describing our employment and training needs and opportunities, and how we are going to meet these through our continually improving system of One Stops and Satellite offices,and the helpful planing and oversight provided by the Governing Board,Workforce Investment Board, and Youth Council(s).
13. OLD BUSINESS (DISCUSSION)
    

    Old Business items may be brought up for discussion,at the pleasure of the NoRTEC PIC/GB members.

14. NEW BUSINESS (DISCUSSION)
    1. Upcoming Meeting Schedule
       
       1. PIC and Governing Board - October 28, 1999
       2. WIA Transition Committee - August, September, 1999
    2. Additional New Business Items may be brought up for discussion, at the pleasure of the NoRTEC PIC/GB members.
15. ADJOURNMENT