Meeting Minutes of October 27, 2016
Approved on 11/17/16
I. Welcome and Introductions
Present: Susan Buckley, Jessica Callahan, Nica Meggerson, Dian Pecora, Connie Sundberg
Staff: Mary Ann Hansen, Andrea Sousa
Consultant: Kim Puckett
Guest: Christie White
Absent: Sydney Fisher Larson, Mark Lovelace, Cameron Mull
Susan Buckley called the meeting to order at 5:00 pm
No Conflict of Interest with any of today’s Agenda Items were announced.
II. Public Comments and Announcements
Dian Pecora shared she visited the Betty Kwan Chinn Day Center, who was hosting the First 5 Express on Oct. 24th in the afternoon, and they had no attendees. She heard that the Arcata D Street Community Center had a good turnout for the First 5 Express van, with about 80 people participating in the morning.
III. Executive Director Report
- Mary Ann just returned from a First 5 Executive Director (E.D.) Retreat in Sacramento. First 5 counties had a big transition of E.D.s within the last year, with 17 E.D.s attending the presentation and 49 E.D.s attending the Retreat. Agenda items included the Board of Equalization, future revenue, Prop.56, and changing the First 5 role from funder to advocate. Two new recently hired E.D.s from Lake and Trinity counties already resigned their position and the search is on for new E.D.s.
- Susan Buckley has agreed to represent the Commission in the Holiday Funding Partnership event at Humboldt Area Foundation on Nov. 4th.
- Mary Ann is still looking for a Commissioner to participate in the Pints for Nonprofits (Redwood Curtain Brewing) event next year. Funds received will be earmarked for buying musical instruments for the playgroups. Jessica Callahan announced that she may be able to participate.
- We now have Wi-Fi in our office, which is password protected.
- The Program Coordinator announcement closed on Oct. 14th and the County received 30 applications. Interviews with the County are set for Nov. 15th. We should receive a list of potential candidates shortly thereafter.
- Mary Ann routed an analysis of playgroup and library survey data, which now includes income data of playgroup families.
IV. Approval of Minutes of 9/13/2016
ACTION: The meeting minutes of 9/13/16 were approved as written.
V. Consent Calendar:
A. July Postings
B. August Postings
C. September Postings
D. CLIF Award: Point in Time Count
E. CLIF Award: Holiday Funding Partnership
ACTION: All Consent Calendar Items were approved as presented.
VI. Information Item: Subcommittee & Workgroup Reports
- Evaluation: The Evaluation Action Team met on October 11th and received updates on the Impact Grant and on the iPinwheel database. Impact Grant applications are due on Oct. 31st. Pilot testing is underway at two program sites for doing program participant surveys electronically. The goal is for the future to have most program sites do electronic surveys. This will reduce the time for First 5 Consultants entering survey data.
- Fiscal: The Fiscal Subcommittee met on October 5th and talked about the Impact budget, reviewed the 2-1-1 proposal, an increase in funding request from the Southern Humboldt Playgroup, the Strategic Plan Draft, and MediCal Administrative Activities (MAA) billing. In addition, the Subcommittee discussed the development of a possible playgroup funding formula. The current funding of playgroups varies greatly and seems inequitable at times. Mary Ann is looking at developing a grant application process with a set amount, depending of certain criteria, i.e. number of days the playgroup meets, number of children attending, bottom line practices, etc. This will help to transfer more responsibilities to the communities.
- Parent & Family Support (PFS): The Parent & Family Support Subcommittee did not meet last month and is scheduled to meet tomorrow.
- Early Childhood Care & Education (ECE): The ECE Subcommittee met last week to discuss the final Impact Grant application steps, with applications due on Oct. 31st. Celia Haro met with Spanish speaking providers about the Impact Grant and possible future training opportunities. The goal is to have 20 sites enrolled this year and expand the opportunities for another 21 sites next year. The ECE Subcommittee also discussed the Helping Hands Humboldt grant, with funds not being utilized by Early Childhood Education providers as anticipated. The ECE Subcommittee is anticipating surveying ECE providers about their needs to better serve them.
VII. Information Item: 2015-16 Independent Audit Report
Christie White of Christie White Associates presented the 2015-16 Independent Audit Report and reviewed the Financial Statements with Commissioners.
The annual Audit is a requirement in order to be compliant with the State statute. The annual Audit includes several compliance requirements, including contracting & procurement, administrative costs, conflict of interest, county ordinance, long-range financial plans, financial condition of the Commission, program evaluation, and salaries & benefits policies. The Audit Report requires to include the independent auditor’s report on the financial statements, the independent auditor’s report on internal control over financial reporting and on compliance and other matters based on an audit of financial statements performed in accordance with Governmental Auditing Standards, and the independent auditor’s report on state compliance.
Christie reviewed the Independent Auditor’s Report (Page 1) with Commissioners, which relates to the Management’s responsibility for the Financial Statements, the Auditor’s responsibility, Opinions, the Required Supplementary Information, and other Supplementary Information. Pages 4 and 5 contains the Management’s Discussion & Analysis, with Financial Highlights and Overview of Financial Statements. Pages 6 - 8 of the Audit Report show the Financial Analysis of the Commission as a Whole, which show a comparison between 2015 and 2016 financial activities, long term liabilities, assets, deferred outflows of resources, liabilities, deferred inflows of resources and the net position. Long term liabilities include compensated absences and net pension liabilities.
Page 10 of the Audit Report shows the Statement of Activities for the year ended June 30, 2016 and page 11 contains the Fund Balance Sheet. The Statement of Revenues, Expenditures, and Changes in Fund Balance are listed on page 13. The Commission’s fair market value measurements can be found on page 22.
The Independent Auditor’s Report starts on page 39, which determines that no significant deficiencies in internal control has been identified that would be considered material weaknesses, and found no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.
The Report on State Compliance shows the procedures performed and the Auditor’s opinion. The Schedule of Findings on page 43 reveals that there were no financial statement findings or findings of non-compliance in Fiscal Year ended June 30, 2016. In the Summary of prior year findings, there were no financial statement findings or findings of non-compliance in Fiscal Year ended June 30, 2015.
Commissioners thanked Christie White for her presentation. The Audit Report for Fiscal Year 2015/16 is due to First 5 California and to the State Controller’s Office by November 1st. The Audit Report will be an Action Item at the next meeting.
VIII. Information Item: First 5 California Annual Report
Evaluator Kim Puckett presented a sample of the required documents we need to submit for the First 5 California Annual Report. Each year, Evaluators Kim Puckett and Maria Vanderhorst gather required data, using unduplicated counts, for the First 5 CA Annual Report. The Annual Report is submitted electronically and all data input is done online. The Annual Report has four Result Areas and several categories within the Result Areas to report our data.
Kim shared the Programs and Results Areas spreadsheet we have developed to keep track of the result areas and the categories all First 5 Humboldt funded programs fall under in regards to State definitions. In addition, information gathered on this spreadsheet is used for the fiscal reporting (AR-1) to First 5 California. The four Results Areas are: Result Area 1 - Improved Family Functioning, Result Area 2 - Improved Child Development, Result Area 3 - Improved Health, and Result Area 4 - Improved Systems of Care. The categories under Result Area 1 are: Community Resource & Referral, Adult and Family Literacy, Targeted Intensive Parent Support, General Parenting Education & Family Support, and Quality Family Functioning Systems Improvement. The categories under Result Area 2 are: Early Education Provider Program and Quality Early Childhood Education Investments. The categories under Result Area 3 are: Health Access, Oral Health, Maternal & Child Health Care, Safety Education/Injury Prevention, Targeted Intensive Intervention for Identified Special Needs, Nutrition & Fitness, and Quality Health Systems Improvement. The categories under Result Area 4 are: Policy & Broad Systems change and Organizational Support.
The County Evaluation Summary form (AR-3) was reviewed, which includes reporting on evaluation activities, evaluation findings, and the policy impact of evaluation results. Commissioners reviewed the document for the “Adult and Family Literacy Programs” category, which highlights the Library’s Leap Into Literacy activities. The document for the “Quality Family Functioning Systems Improvement” was also shared, which reports about incorporating the principles and practices of the Standards of Quality for Family Strengthening and Support in First 5 Humboldt funded programs. The County highlight, which was written by Mary Ann, was shared. The County highlight reports about the ACES percentage in Humboldt County, the Kindergarten Screening Tool, the partnership with Humboldt County Office of Education, and the 0 to 8 Mental Health Collaborative.
The County Revenue and Expenditure Summary (AR-1) was reviewed. The summary breaks out the Revenue detail, the funding amounts under each Result Area and categories within the Result Areas, summarizes the expenditures and shows the Net Change in Fund Balance. In addition, the Fund Balance is broken out by the following First 5 California categories: “Nonspendable,” “Restricted,” Committed,” “Assigned,” and “Unassigned.” All of our Fund Balance is either Restricted or Committed. All reported revenue in the AR1 matches with the expenditures reported in the Fiscal Year 2015/16 Audit Report.
A chart was shared that breaks out the Commission’s Fiscal Year 2015/16 budget expenses by percentages for Program Expenses, Evaluation, and Administrative Cost. The Annual Report is due to First 5 California by November 1st, and will be an Action Item at the next meeting.
IX. Action Item: 2-1-1 Proposal
The 2-1-1 proposal was discussed at previous meetings and clarification to the proposal was requested. First 5 Humboldt’s Fiscal Consultant, Nancy Howatt, met with 2-1-1 to assist with fiscal management procedures. 2-1-1 revised the proposal and the budget and re-submitted the proposal for consideration.
Commissioners reviewed the revised proposal. Mary Ann shared Nancy’s report about her visit to 2-1-1, which touched on the strengths and weaknesses of the entity. The strengths are the Program Director is dedicated to the cause, has made connections with CalWorks, HSU, WEX, and the FRCs. The calls to 2-1-1 continue to increase. 2-1-1 now is a second responder for emergencies, and a bi-lingual position was hired. Weaknesses include that 2-1-1 has no governing board, operates on a deficit budget, and has little oversight by HCAR, the fiscal sponsor. All revenue is consolidated for the budget and the budget is not tied to specific programs/outcomes. The budget includes money for lobbying, which should not be identified as a budget expense when income sources are pooled.
Nancy’s report mentioned that 2-1-1 has no expertise in building and maintaining a website, which needs to be more user friendly. Part of funding received by us throughout the years includes that 2-1-1 provides regular updates to the database.
The 2-1-1 Director is currently looking for board members and is considering applying for a non-profit status (501c3). Nancy is recommending that 2-1-1 look for strategies to achieve fiscal stability.
The Fiscal Subcommittee reviewed the revised 2-1-1 proposal and recommends that the Commission funds 2-1-1 for the remainder of the Fiscal Year in the amount of $5,000, so they can look for other funding sources, while applying for the 501c3 status.
Commissioners discussed 2-1-1’s structure. All Commissioners agreed that 2-1-1 is a good resource, but has been financially fragile for a long time. The suggestion was made for 2-1-1 to look into Humboldt Area Foundation’s board development resources. Commissioners questioned the accessibility to 2-1-1’s database for information. With a lot of people accessing information online, it is problematic that information is not easily found on the current website.
ACTION: Commissioners reached Consensus to fund 2-1-1 in the amount of $5,000 for the remainder of Fiscal Year 2016/17, with the expectation that 2-1-1 establish a board of directors and to research of becoming a non-profit entity.
X. Action Item: Southern Humboldt Playgroup Request
We received a request for additional funding in the amount of $4,472.92 from the Southern Humboldt Family Resource Center (FRC) in order to support the playgroups. Mary Ann met with staff from the Southern Humboldt Family Resource Center in September and was told that Lisa’s salary has increased and there was not enough money in the budget for the playgroups. We also received an e-mail message in early August that mentioned an anticipated increase in the budget in the amount of $2,393.97 for Fiscal Year 2016/17. During her meeting with the FRC staff, Mary Ann informed the staff about First 5’s declining revenue.
The proposal was reviewed and several fiscal inconsistencies within the proposal were discussed. The in-kind funds document provided to First 5 Humboldt seemed confusing and the total amount reported was incorrect. Some of the in-kind reported activities were actually donations, which did not seem appropriate to be reported as in-kind funds. Also, in reviewing the in-kind funds document, it seemed that the matching funds from the Southern Humboldt Unified School District were low. It was mentioned that the Southern Humboldt Playgroup budget already has been increased by $4,943 last Fiscal Year.
The Fiscal Subcommittee reviewed the proposal from the Southern Humboldt Family Resource Center and recommends that the Commission not approve the additional funding request, and for the FRC to approach the School District to provide the additional funding or to identify additional funding sources to meet the gap created by rising costs. The Fiscal Subcommittee also questioned the timing of the additional funding request, with the Agreement already being in place, and proposed that the FRC apply for funding with the Mid-Year program report, if needed.
ACTION: Commissioners reached Consensus to decline the request for additional funds from the Southern Humboldt Family Resource Center.
XI. Discussion Item: Strategic Plan Draft
The Strategic Plan Draft was updated since the last Commission meeting, with one error corrected by the Fiscal Subcommittee. The Evaluation Action Team also reviewed the latest Strategic Plan Draft.
Commissioners reviewed the latest Strategic Plan Draft and made comments about the Focus Areas, Objectives, and Actions, with no suggested changes. Commissioners mentioned how much they liked the content of the new Strategic Plan.
The Strategic Plan will be an Action Item at the next meeting.
XII. Discussion Item: Subcommittee Structure and Policy
The 2016 Subcommittee list was reviewed. With the adoption of the new Strategic Plan, the structure of the Subcommittees was discussed. Mary Ann inquired if we could reduce the current number of Subcommittees from 4 to 3, with combining the Early Childhood Care & Education (ECE) and Parent & Family Support (PFS) Subcommittee. With the new Strategic Plan, and the Impact Grant, it seems beneficial to merge these Subcommittees.
Mary Ann would also like to see Commissioners rotate their participation in the Subcommittees, with establishing terms for serving on each Subcommittee. This way, Commissioners aren’t overburdened with attending Subcommittee meetings, and Commissioners would be more familiar with each Subcommittee. The question was raised if Subcommittee members should serve terms, and, if Subcommittee members miss a certain amount of meetings, their membership could be dropped. A suggestion was made to establish a Policy for Subcommittees.
Commissioners debated merging the ECE and PFS Subcommittees, noting that each Subcommittee has their own charge. It was suggested that quarterly joint meetings could occur for a while, before integrating them into one Subcommittee. Commissioner Buckley suggested asking each Subcommittee for input about a possible merge. Commissioner Callahan mentioned that a Policy should be in place before merging any Subcommittees.
Mary Ann will revise the Subcommittee membership list for review at the next meeting. Mary Ann will also start drafting a Policy in regards to Subcommittee membership, to be reviewed after the Strategic Plan has been approved.
XIII. Closed Session: Personnel
The Commission and the Executive Director considered two personnel matters, related to employee insurance and the Executive Director annual evaluation.
In regard to the employee insurance, Mary Ann submitted a Grievance Letter to the County about her enrollment in dental and life insurance benefits upon her hire last year, which was overlooked. The Commission received a response from the County with a suggested remedy, which the Commission approved. The Commission also agreed to cover the dental cost for Mary Ann that was incurred during the time frame in which the dental coverage was not effective.
The meeting was adjourned at 7:15 pm.
Thursday, November 19, 2016
8:30 am to 10:30 am
First 5 Humboldt conference room
525 – 2nd St., Suite 203, Eureka
Chair: Connie Sundberg
Minutes compiled by: Andrea Sousa, Executive Secretary, First 5 Humboldt, 525 - 2nd Street, Suite 201, Eureka, 95501
Future Agenda Items:
- Audit Report
- Annual Report
- Fiscal Policies
- Approval of revised Subcommittee Membership
- 2017 Commission meeting schedule
Thursday, Dec. 8, 2016 from 8:30 – 10:30 am