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1 PROGRAMS & SERVICES COMMITTEE AGENDA ~AMENDED~ Date: Wednesday, March 6, 2019 Time: 8:00 A.M. Place: CareerSource Research Coast 584 NW University Blvd., Suite 100 Port St. Lucie, Florida ext Dial Access Code: ** 1. ** 2. ** 3. ** Welcome & Attendance Role of the One-Stop Operator Request for Proposal (RFP) for One-Stop Operator Review and Approve Trade Adjustment (TAA) Participant Commuting Policy Temporary Assistance for Needy Families (TANF) Summer Youth Program Summer of Success (SOS) Results of Monitoring and Oversight INFORMATION/DISCUSSION ONLY 8. Other Business 9. Set Agenda Items for Next Meeting May 1, Adjournment ** Indicates possible voting item and open for public comment 1 of 11

2 AGENDA ITEM #2 Role of the One-Stop Operator STRATETIC GOALS: Effective Utilization of Current and Timely Operational Intelligence for all Stakeholders Workforce Innovation and Opportunity Act (WIOA): Role of the One-Stop Operator ACTION: CSRC Staff will provide the Programs & Services (P&S) Committee with the updated definition of the roles and responsibilities of the One-Stop Operator for CSRC. Discussion will follow, with input from committee members, resulting in a possible vote to define the role/responsibilities of the CareerSource Research Coast One-Stop Operator. WIOA legislation requires a more integrated philosophy of service delivery by requiring a clear separation between the one-stop operator responsibilities and the provider of adult and dislocated worker career services. WIOA requires local boards to define the one-stop operator s responsibilities and to procure the one-stop operator. WIOA also requires a differentiated role of a One-Stop Operator whose main function is to serve as the coordinator of service delivery for all one stop required partners including Adult Education, Vocational Rehabilitation, Community Services Block Grant providers and the Division of Blind Services. At the January 2017 CSRC Board of Directors meeting, the definition and roles/responsibilities of the One-Stop Operator were approved. The Request for Proposal (RFP) to procure the One-Stop Operator was also approved by the Board and an RFP was issued March 1, Through CSRC s competitive procurement process, a sub-recipient Agreement was awarded to Career and Technical Consultants, LLC for the period of July 1, 2017 through June 30, 2021 depending upon performance and to be renewed annually as approved by the Board. The P&S Committee, after reviewing the One-Stop Operator Performance Report for Program Year (PY) , approved the renewal of the One-Stop Operator Sub-Recipient Agreement with Career and Technical Consultants, LLC for PY At their June 6, 2018 meeting, the CSRC full Board approved the renewal. On January 7, 2019, Career and Technical Consultants, LLC submitted a letter of resignation to the CSRC President/CEO to become effective June 30, For compliance under WIOA, CSRC must complete the process of competitively procuring another One-Stop Operator. Through lessons learned and updated WIOA guidance, staff has updated the definition of the roles and responsibilities of the CSRC One-Stop Operator. 2 of 11

3 AGENDA ITEM #2 MATERIALS: CSRC Staff s updated definition of the roles and responsibilities of the One-Stop Operator for CSRC. CONTACT: Glenda Harden, Senior Vice President of Operations gharden@careersourcerc.com (866) x of 11

4 INTERNAL FORM DEFINITION OF THE CAREERSOURCE RESEARCH COAST ONE-STOP OPERATOR WIOA allows for options in the selection of a One-Stop Operator. The Operator may be a single entity or it may be multiple entities working together to form a consortium operator. The Operator may be for profit, non-profit, private or public. CareerSource Research Coast (CSRC), per 20 CFR requires, at a minimum, that the One-stop Operator must coordinate the service delivery of the required onestop partners and service providers. WIOA requires local workforce boards to competitively procure the One-Stop Operator. CSRC staff will follow our Board Policies to procure the One-Stop Operator. The One-Stop Operator s major function will be the coordination of the service delivery among the required One-Stop Partners and their programs. The One-Stop Operator will be responsible to navigate between the One-Stop Partners to ensure there is coordination of service delivery for employers and career seekers within the LWDB 20 One-Stop System. The One-Stop Operator will be responsible to: 1. Learn, know and understand the One-Stop Partner s program services and performance requirements. Understand the mission, vision, and service delivery requirements of the required one-stop partners to better strategically align with CSRC priorities and services. 2. Monitor and ensure the required One-Stop System Partners have Memorandum of Understandings (MOUs) in place, with the roles and responsibilities of each partner clearly defined, current and are being adhered to as stated. Review, update, and track all Memorandum of Understandings (MOUs) and Infrastructure Agreements (IFAs) to maintain compliance The One-Stop Operator will be responsible for monitoring the infrastructure cost responsibilities of the required partners to provide for the maintenance of the Comprehensive One-Stop Career Center as outlined in the Quarterly Cost Reconciliation and Allocation Base Section of the Infrastructure Agreement Serve as an intermediary to the required One-Stop System Partners, working with the partners for continuous improvement of the One-Stop System and fostering customer service excellence. Work with CSRC designated staff to support building relationships with the required partners of the designated One-stop Career Center and track implementation of the activities and services as outlined in the MOUs Assure the local One-Stop System has at least one comprehensive One-Stop Career Center that meets the required certification criteria and is compliant with State and Federal Regulations. 6. Facilitate agreement, and support the development of a mutual client assessment and referral process; an agreed upon data sharing process, and a mechanism to capture performance between all partners Provide oversight and ongoing communication with the required partners to ensure referrals and related data sharing are followed through on a timely basis 6.8. Review relevant information provided by the state, federal government and the required One- Stop partners to monitor the LWDB 20 One-Stop System s compliance and performance Coordinate and convene quarterly meetings with all designated partners and CSRC to share information, discuss strategies to positively impact employment outcomes for shared clients, and problem-solve collaboration issues. Formatted: Font color: Auto Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font color: Custom Color(RGB(31,73,125)) Formatted: Font color: Auto An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. Definition Of The CSRC One-Stop Operator March of 11

5 INTERNAL FORM DEFINITION OF THE CAREERSOURCE RESEARCH COAST ONE-STOP OPERATOR Conduct, at a minimum, six site visits of the Comprehensive One-Stop Career Center during each Program Year, July 1 st through June 30 th. These visits will include interviews with CSRC Management as well as the representatives of the required partner agencies Identify and recommend practices that encourage the designated Comprehensive One- Stop Career Center partners to provide services to individuals with barriers to employment, including individuals with disabilities, who may require longer-term services, such as intensive employment, training, and education services Manage, track and oversee a customer satisfaction initiative for the services provided through the CSRC Career Center System. Customer satisfaction reports are to be generated on an agreed upon schedule. The One-Stop Operator will be responsible for reviewing customer comments, identifying trend data and making continuous improvement recommendations to the CSRC Management team Submit written, quarterly reports to the CareerSource Research Coast Board of Directors. The reports should include: A detail of the duties performed by the One-Stop Operator during the quarter Observations made regarding the collaboration between the required One-Stop System Partners Recommendations to improve the One-Stop partner s integrated service delivery to customers The identification of best practices An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. Definition Of The CSRC One-Stop Operator March of 11

6 AGENDA ITEM #3 STRATEGIC GOALS ACTION REQUESTED: Request for Proposal (RFP) for One-Stop Operator Effective Utilization of Current and Timely Operational Intelligence for all Stakeholders. Workforce Innovation & Opportunity Act (WIOA): One-Stop Operator Allow for the formal One-Stop Operator RFP to be reviewed and approved by the CSRC Board of Directors at their March 27, 2019 meeting. The One-Stop Operator, Career and Technical Consultants, LLC, as approved by the Board of Directors, entered into a Sub-Recipient Agreement with CSRC for the period of July 1, 2017 through June 30, 2021 depending upon performance and to be renewed annually. Career and Technical Consultants, LLC has resigned as the CSRC One-Stop Operator effective June 30, Based on lessons learned and updated WIOA guidance, CSRC staff has updated the definition of the roles and responsibilities of the CSRC One-Stop Operator. This update is to be presented at the March 6, 2019 P&S Committee meeting and the March 15, 2019 Executive Committee meeting for approval. If approved, or as amended, the definition of the roles and responsibilities must be outlined in the formal RFP. Under WIOA regulations, CSRC must complete the process of competitively procuring another One-Stop Operator. STAFF RECOMMENDATION: Allow for the formal One-Stop Operator RFP to be reviewed and approved by the CSRC Board of Directors at their March 27, 2019 meeting. MATERIALS: Request for Proposal-to be provided week of 3/18/2019. BOARD STAFF: Glenda Harden, Senior Vice President/COO gharden@careersourcerc.com ext of 11

7 AGENDA ITEM #4 STRATEGIC GOALS ACTION REQUESTED: STAFF RECOMMENDATION: MATERIALS: Trade Adjustment Assistance (TAA) Participant Commuting Policy Optimal Use of Resources Workforce Innovation and Opportunity Act (WIOA) Review and approve the Trade Adjustment Assistance Participant Commuting Policy WIOA Section 20 CFR (6)(iii)(c) indicates that funds shall be used to provide intensive services to adults and dislocated workers who are determined to be in need of such intensive services in order to obtain or retain employment that allows for self-sufficiency. On February 19, 2019, Department of Economic Opportunity (DEO) issued a Memorandum which establishes a state definition of commuting area for TAA participants. Approve the Trade Adjustment Assistance Participant Commuting policy. The Trade Adjustment Assistance Participant Commuting Policy. BOARD STAFF: Glenda Harden, Senior Vice President of Operations gharden@careersourcerc.com ext of 11

8 TRADE ADJUSTMENT ASSISTANCE PARTICIPANT COMMUTING POLICY ORIGINAL APPROVAL DATE: BOARD EFFECTIVE DATE: PURPOSE The purpose of this policy is to establish a definition of commuting area for Trade Adjustment Assistance (TAA) participants who are enrolled in TAA-approved training and/or are conducting job search or relocating outside the participant s current commuting area. The TAA Program allows LWDB 20 to provide payments to TAA participants to subsidize transportation and/or subsistence (lodging and meals) costs related to attending training, conducting job search, and relocating to accept new suitable employment outside the participant s current commuting area. REFERENCES WIOA Section 20 CFR (6)(iii)(c); The Trade Adjustment Assistance Reauthorization Act (TAARA) of 2015; Department of Economic Opportunity (DEO) Memorandum dated February 19, 2019 BACKGROUND WIOA Section 20 CFR (6)(iii)(c) indicates that funds shall be used to provide intensive services to adults and dislocated workers who are determined to be in need of such intensive services in order to obtain or retain employment that allows for self-sufficiency. On February 19, 2019, Department of Economic Opportunity (DEO) issued a Memorandum which establishes a state definition of commuting area for TAA participants. POLICY The commuting areas for the TAA program participants are as follows: Travel for TAA-approved Training Ten (10) miles one-way from the participant s residence to the approved training provider. Subsistence for TAA-approved Training Thirty (30) miles one-way from the participant s residence to the approved training provider. Travel for Job Search Allowance Ten (10) miles one-way from the participant s residence to the perspective employer. Relocation Allowance Thirty (30) miles one-way from the participant s previous residence to their new residence in the area of relocation. An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. TAA - Participant Commuting Policy - February 2019 Page 1 of 1 8 of 11

9 AGENDA ITEM #5 Temporary Assistance for Needy Families (TANF) Summer Youth Program STRATETIC GOALS: Clear, Credible and Trustworthy Commitments and Projects for all Stakeholders TANF State Plan, Department of Economic Opportunity Summer Youth Program Guide ACTION: CSRC staff will provide the Programs & Services (P&S) Committee with information and ask for feedback regarding the issuance of a Request for Quote for a Summer Youth Program sponsored with TANF funds. The TANF program requires work in exchange for time-limited public assistance and provides support for moving families from welfare to work. Federal and State TANF funds must be spent on programs reasonably designed to accomplish at least one of the four purposes of TANF. TANF funds are allowed for summer youth programs that accomplish purpose one (1): Assist needy families so that children can be cared for in their own homes or purpose two (2): Reduce the dependency of needy parents by promoting job preparation, work, and marriage. The Local Workforce Development Board (LWDB) of the Treasure Coast has funded summer youth programs in the past when there was sufficient TANF funding to be utilized. In 2014, TANF funding was utilized to provide summer youth funding for TANF purpose three (3): Preventing out-of-wedlock pregnancies. Under the current DEO Summer Youth Program Guide, programs designed for purpose three are no longer allowable. Therefore, CSRC staff is recommending the use of available TANF funding, in the amount of $60,000, to be awarded to youth serving organizations in Martin, St. Lucie and Indian River counties who provide summer programming that meets TANF purpose three (3). A formal Request for Quote will be issued and invite quotes from youth service providers that provide tuition-based, off-the-shelf summer activities that promotes job preparation and employment for low-income youth ages A quote consisting of a cost per student will be required. Vendor contract(s) will be awarded based on the effectiveness of the youth provider in their delivery of comparable services for this age group based on demonstrated performance, cost and quality of training. MATERIALS: Information Only CONTACT: Glenda Harden, Senior Vice President of Operations gharden@careersourcerc.com (866) x of 11

10 AGENDA ITEM #6 Summer of Success (SOS) STRATETIC GOALS: Clear, Credible and Trustworthy Commitments and Projects for all Stakeholders WIOA, Local Policy ACTION: CSRC staff will provide the Programs & Services (P&S) Committee with information about the 2019 SOS Program for St. Lucie County. Committee members will also be updated on the efforts of CSRC to initiate a pilot SOS Program in Martin County. The St. Lucie County SOS Program for the summer of 2019 consists of a partnership with Allegany Franciscan Ministries, the St. Lucie County Board of County Commissioners, Wells Fargo and CSRC. The program will operate June 10 th through August 2 nd, 2019 and consist of two (2) weeks of employability skills training through CSRC s YESS curriculum and six (6) weeks of paid internship with various employers in St. Lucie County. The 2019 SOS will serve 120 youth who reside in St. Lucie County and are between the ages of Youth may apply for the program March 15 th through April 18 th. CSRC has submitted a Request for Proposal (RFP) to the Children s Services Council Martin County for a pilot SOS program. The pilot SOS program in Martin County is a proposed partnership with the Martin County Board of County Commissioners, the House of Hope and CSRC. The pilot program anticipates serving 20 Martin County youth between the ages of 16 to 21. The pilot SOS Martin County program will consist of two (2) weeks of YESS and four (4) weeks of paid internship. MATERIALS: Information Only CONTACT: Glenda Harden, Senior Vice President of Operations gharden@careersourcerc.com (866) x of 11

11 AGENDA ITEM #7 Results of Monitoring and Oversight STRATETIC GOALS: Effective Utilization of Current and Timely Operational Intelligence for all Stakeholders DEO Grantee/Sub-Grantee Agreement, CSRC Administrative Plan ACTION: CSRC staff will provide the Programs & Services (P&S) Committee with the preliminary results of the monitoring completed by CSRC s independent monitoring firm, Taylor, Hall, Miller and Parker (THMP) and the Florida Department of Economic Opportunity (DEO). CSRC is responsible for monitoring all functions of administration and program operations to ensure maximum effectiveness and efficiency of all management, programmatic and fiscal systems. Monitoring should ensure that abuses in program operations are identified in a timely manner, resulting in the prevention and/or elimination of any misuse of funds. Per State requirements, CSRC conducts self or internal monitoring on a scheduled basis. Various staff members with programmatic experience are utilized to ensure that programs are in compliance with federal/state/local regulations and policies. Internal monitoring is also completed to track performance, reach goals and provide for continuous improvement. Through a competitive procurement process, CSRC also contracts with an independent monitoring firm to review any potential programmatic and/or fiscal issues. DEO also completes a programmatic quality assurance review of all CareerSource Research Coast programs and special projects, including career center operations on an annual basis. MATERIALS: CSRC s independent monitoring firm, THMP, completed a financial and programmatic monitoring the week of February 4 th through 7 th, DEO completed their monitoring review February 18 th through 22 nd, Informational Only CONTACT: Glenda Harden, Senior Vice President of Operations gharden@careersourcerc.com (866) x of 11