Advisory Board Meeting Information Packet

Transcription

1 Advisory Board Meeting Information Packet August 3, 2017 Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang 9:30am to 12:00pm 5385 Hollister Avenue, Bldg. 10, Suite 110 Santa Barbara, CA (805) West Carmen Lane, Suite 111 Santa Maria, CA (805) Fax (805)

2 Advisory Board Agenda Thursday, August 3, 2017 Old Mission Santa Inés Conference Room 1760 Mission Drive, Solvang 9:30am to 12:00pm A. REGULAR BUSINESS 1. Call Meeting to Order 2. Introductions and Announcements Flo Furuike 10 Min 3. Motion to approve the Advisory Board s April 13, 2017, meeting minutes 5 Min 4. Public Comment for items not on the agenda B. INFORMATIONAL ITEMS 1. Executive Director s Report Ben Romo 15 Min a. Capacity Building Grants Update b. Review of the May 31 st North County Tour c. Upcoming August Town Hall Update Katie Torres C. ACTION ITEMS 1. Membership Ben Romo 10 Min a. Membership update b. Motion to recommend Ed Tran and Ann McCarty for Advisory Board Membership and forward recommendations to the Commission for approval Revised Advisory Board Calendar 5 Min a. Motion to approve the revised 2017 Advisory Board Meeting Calendar to include two additional meetings.

3 D. PRESENTATIONS/DISCUSSION ITEMS 1. Request for Proposal Discussion Pedro Paz 30 Min Pedro will lead a conversation with the Advisory Board about the upcoming RFP process focusing on changes in the process and very preliminary thoughts about the shape the RFP might take. 2. Review of Final Advisory Board Structure Ben Romo 30 Min Ben will discuss proposed changes to the Advisory Board s description, the roles and responsibilities of its members, and the expectations for membership. 3. Communications Mini-Grants Process Feedback Katie Torres 20 Min Recently, First 5 issued an RFP for communications mini-grants. Only one application was received. Staff will review the RFP with the AB and would like feedback about why agencies chose not to apply for these funds. Staff plans on discussing alternate models for supporting this kind of work in targeted communities with the Commission. 4. Committee Reports 5 Min a. CEASE No Report b. Contract Support No Report c. Fiscal No Report d. Communications No Report e. Evaluation No Report 5. Agenda Items for the October 5, 2017 Meeting 5 Min Adjourn To: Thursday, October 5, 2017 Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang 9:30am to 12:00pm Please contact Sara Soto-Gonzalez by calling (805) or via at sgonzalez@first5sbc.org to RSVP or to request transportation assistance.

4 REGULAR BUSINESS

5 Advisory Board Meeting Minutes April 13, 2017 Old Mission Santa Inés Conference Room 1760 Mission Drive, Solvang 9:30am to 12:30pm A. REGULAR BUSINESS 1. Call Meeting to Order Chair Furuike called meeting to order at 9:42am 2. Introductions and Announcements Flo Furuike Members Present: Flo Furuike, Katarina Zamora, Jayne Brechwald, Nanette Brown, Thesa Roepke, Barbara Finch, Sandra Copley, Sandra Underwood, Ashley Butler and Donna Flores Commission Liaison: Anna Kokotovic Staff Present: Ben Romo, Pedro Paz, Sharol Viker, Katie Torres, and Sara Soto-Gonzalez Guest: Erika Felix, Terri Allison, and Joyce Stone, 3. A motion was made by Zamora, seconded by Underwood to approve the Advisory Board s January 12, 2017, meeting minutes with corrections. The motion carried by the following votes: YES all in favor, ABSTAIN Brown 4. Public Comment for items not on the agenda None Received B. INFORMATIONAL ITEMS 1. Executive Director s Report Ben Romo Ben Romo highlighted several items that will be noted on his April Executive Director s Report. C. ACTION ITEMS 1. Membership Update Ben Romo a. A motion was made by Roepke, seconded by Finch to recommend Michelle Graham, Joyce Stone, and Terri Allison for Advisory Board Membership. The motion carried by the following votes: YES all in favor

6 D. PRESENTATIONS/DISCUSSION ITEMS 1. Advisory Board Roles, Responsibilities and Structure Ben Romo Ben Romo had a lengthy discussion with the members present on the draft Advisory Board Description, Member Roles, and Responsibilities 2. Contract Extension Update Pedro Paz Pedro Paz provided an update on the Family Support Contract Extensions and Single Year Contract Renewals 3. Budget Presentation Ben Romo Ben Romo presented the final draft Budget Framework for the Strategic Plan 4. Capacity Building Grant Update Pedro Paz Pedro Paz provided an update on the funding process for the Capacity Building Grants for Fiscal Year Communications Grant RFP Update/Discussion Katie Torres Katie Torres provided an update on the upcoming Communications Grant RFP 6. Commission s Evaluation Report for Fiscal Year Presentation Erika Felix Dr. Felix presented the Commission s Evaluation Report for Fiscal Year Committee Reports a. CEASE Jayne Brechwald Jayne Brechwald provided a report on the Santa Barbara City Council s process with updating their SHS ordinance b. Contract Support Pedro Paz Pedro Paz provided a report from the March 7, 2017 Contract Support Committee Meeting c. Fiscal Flo Furuike Flo Furuike provided a report from the February 14, 2017 Fiscal Committee Meeting d. Communications Katie Torres Katie Torres provided a report from the March 28, 2017 Communications Committee Meeting e. Evaluation No Report f. Early Care & Education Anna Kokotovic Anna Kokotovic provided a report from the April 5, 2017 Early Care & Education Committee Meeting 8. Agenda Items for the June 1, 2017 Meeting 5 Min None Received

7 Adjourned at 12:32pm To: Thursday, June 1, 2017 Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang 9:30am to 12:00pm Please contact Sara Soto-Gonzalez by calling (805) or via at to RSVP or to request transportation assistance.

8 INFORMATIONAL ITEMS

9 ACTION ITEMS

10 2017 ADVISORY BOARD MEMBERSHIP ROSTER Setsuko (Flo) Furuike Chair & South County Liaison Term: Two Years/Exp. 8/20/18 Committee: Evaluation & Fiscal P.O. Box 153 Summerland, CA H) Jayne Brechwald CEASE Representative Term: Two Years/Exp. 8/15/ La Vista del Oceano Santa Barbara, CA W) Nanette Brown Term: Two Years/Exp. 8/20/17 Community Action Commission 201 West Chapel Santa Maria, CA W) x116 F) Sandra Copley, PHN/RN Vice-Chair Term: Two Years/Exp. 1/27/ Birchwood Road Santa Barbara, CA C) Karan Demchak Term: Two Years/Exp. 5/21/19 Allan Hancock College 4305 Foxen Court Santa Maria, CA H) Thesa S. Roepke Term: Two Years/Exp. 05/15/18 Committee: Contract Support Allan Hancock College 800 South College Drive Santa Maria, CA W) x3436 Arcelia Sencion Term: Two Years/Exp. 3/19/18 Santa Ynez Valley People Helping People P.O. Box 1478 Solvang, CA W) Alma Marquez Term: Two Years/Exp. 10/15/18 Committee: Communications Santa Maria Healthy Start 2155 Paseo Cielo Santa Maria, CA H) Barbara Finch Term: Two Years/Exp. 10/15/18 Children and Adult Network Department of Social Services 234 Camino Del Remedio Santa Barbara, CA W) Frank Mejia Term: Two Years/Exp. 5/21/19 CalWORKs Self-Sufficiency Services Department of Social Services 1444 South Broadway Santa Maria, CA W) Updated:

11 Sandra Underwood Term: Two Years/Exp. 1/27/18 Marian Regional Medical Center 1400 East Church Street Santa Maria, CA W) F) Ashley Butler Term: Two Years/Exp. 1/26/ East De La Guerra, #40 Santa Barbara, CA W) Steve Ortiz Term: Two Years/Exp. 1/26/19 United Way of Santa Barbara County 320 East Gutierrez Street Santa Barbara, CA W) C) Edwin Weaver Term: Two Years/Exp. 1/25/18 Fighting Back Santa Maria Valley 201 South Miller Street, #208 Santa Maria, CA W) F) Alissa Swartz Term: Two Years/Exp. 4/18/ Los Pinos Drive Santa Barbara, CA C) Michelle Graham Term: Two Years/Exp. 4/24/ East Main Street, Suite 101 Santa Maria, CA O) Joyce Stone Term: Two Years/Exp. 4/24/ Juniper Avenue Solvang, CA O) , Ext F) Terri Allison Term: Two Years/Exp. 4/24/ Rocoso Way Santa Barbara, CA C) Vacant Position Vacant Position Vacant Position Vacant Position Updated:

12 Vacant Position Vacant Position Vacant Position Anna M. Kokotovic, Ph.D. - Commission Liaison 5816 La Goleta Road Goleta, CA H) anna48k@gmail.com Ben Romo, Executive Director 1306 Santa Barbara Street Santa Barbara, CA W) F) benromo@first5sbc.org Sara Soto-Gonzalez, Executive Assistant 218 Carmen Lane, Suite 111 Santa Maria, CA W) F) sgonzalez@first5sbc.org Updated:

13 Advisory Board Application FIRST 5 Santa Barbara County, Children & Families Commission (First 5 SBC) is requesting applications for membership on the Advisory Board to the Commission. Membership of the Advisory Board will not exceed 25 persons, and will be representative of the rich diversity of interests, geographical regions, economic backgrounds and cultural and ethnic heritage of our County residents. The Advisory Board will also include a member from an agency representing tobacco cessation. Advisory Board membership terms will be for two years. Currently, meetings are held no less than four times a year, at mid-county locations. Associated costs will be reimbursed to Advisory Board members. Advisory Board members will be asked to provide advice to the Commission on a variety of topics, provide assistance with community outreach and education, and assist First 5 SBC with its annual update of the Strategic Plan. Please submit applications to: First 5 Santa Barbara County Children & Families Commission Attention: Sara Soto-Gonzalez 5385 Hollister Avenue, Building 10, Suite 110 Santa Barbara, CA Or 218 West Carmen Lane, Suite 111 Santa Maria, CA For further information, please call (805) /Fax: (805) Name of Applicant: Ed Tran Address: 345 Camino Del Remedio Santa Barbara, CA Zip Code: Phone: FAX (if available): (if available): Edward.tran@sbcphd.org

14 Are you affiliated with any organizations having common interest in the focus of the Children and Families Commission? Yes ( X) No ( ) If yes, which one(s)? Santa Barbara County Public Health Department, Maternal Child and Adolescent Health Your ethnic background (optional): Asian Santa Barbara County Regional Representation: Carpinteria/Summerland Santa Barbara Goleta Isla Vista Santa Ynez Valley Los Alamos Lompoc Valley Santa Maria Valley Guadalupe Cuyama/New Cuyama Santa Barbara County representation of Topical expertise (check all that are applicable): Early Care and Education Wellness & Health Family/Caregiver Support Alcohol, Drug & Mental Health Children with Special Needs Prenatal/maternal health Parent of Child age 0-5 Expectant parent Funding Partner Tobacco Cessation KIDS Network Business/Employers Organizational/Fiscal Management K-12 Public Education Marketing/Communications Other: (There will be no less than two parents of young children on this Advisory Board.) As Director of Maternal Child and Adolescent Health, I have a vested interest in the health and wellbeing of all children in Santa Barbara County. Through my current work and position I not only understand but am actively involved in addressing the struggles our children and families encounter. These struggles include, but are not limited to, access to healthcare, unsafe environments for our children due to domestic violence and/or substance use in the home, lack of or limited access to basic needs, and knowledge deficit about community resources available to assist families and children to build resilience and overcome the challenges so that they may lead healthy and productive lives.

15 I believe all children deserve the best opportunity regardless of race, gender, social economic status and it is our obligation as adults to help make this possible. Science has also shown us the first 5 years of a child s life is pivotal in shaping their future and thus it is critical for us to make every effort to build systems and programs to help create an environment that will offer them the best opportunity possible to grow up healthy and successful. It would be an honor to be part of this advisory board to help give children the best opportunity possible to learn, play, and be healthy so that they may grow up to be healthy, successful, and contributing members of our community. Please list two (2) references: Name: Dr. Charity Dean Organization: SB Public Health Department Phone: Name: Teressa Rodriguez-Johnes Organization: First 5 Phone:

16 Advisory Board Application FIRST 5 Santa Barbara County, Children & Families Commission (First 5 SBC) is requesting applications for membership on the Advisory Board to the Commission. Membership of the Advisory Board will not exceed 25 persons, and will be representative of the rich diversity of interests, geographical regions, economic backgrounds and cultural and ethnic heritage of our County residents. The Advisory Board will also include a member from an agency representing tobacco cessation. Advisory Board membership terms will be for two years. Currently, meetings are held no less than four times a year, at mid-county locations. Associated costs will be reimbursed to Advisory Board members. Advisory Board members will be asked to provide advice to the Commission on a variety of topics, provide assistance with community outreach and education, and assist First 5 SBC with its annual update of the Strategic Plan. Please submit applications to: First 5 Santa Barbara County Children & Families Commission Attention: Sara Soto-Gonzalez 5385 Hollister Avenue, Building 10, Suite 110 Santa Barbara, CA Or 218 West Carmen Lane, Suite 111 Santa Maria, CA For further information, please call (805) /Fax: (805) Name of Applicant: Ann S. McCarty Address: P.O. Box 148 Lompoc, CA Zip Code: Phone: FAX (if available): (if available): ann@ncrccpc.org

17 Are you affiliated with any organizations having common interest in the focus of the Children and Families Commission? Yes (X) No ( ) If yes, which one(s)? Executive Director, North County Rape Crisis and Child Protection Center Child Abuse Prevention Council of Santa Barbara Your ethnic background (optional): Santa Barbara County Regional Representation: Carpinteria/Summerland Santa Barbara Goleta Isla Vista Santa Ynez Valley Los Alamos Lompoc Valley Santa Maria Valley Guadalupe Cuyama/New Cuyama Santa Barbara County representation of Topical expertise (check all that are applicable): Early Care and Education Wellness & Health Family/Caregiver Support Alcohol, Drug & Mental Health Children with Special Needs Prenatal/maternal health Parent of Child age 0-5 Expectant parent Funding Partner Tobacco Cessation KIDS Network Business/Employers Organizational/Fiscal Management K-12 Public Education Marketing/Communications Other: Child Abuse Prevention Education (There will be no less than two parents of young children on this Advisory Board.) Please make a brief statement on your interest and expertise in joining the Advisory Board, and what you feel you can bring to the Board. Please list two (2) references: Name: Teressa Johnes Organization: First 5 Santa Barbara County Phone: Name: Barbara Finch Organization: Children and Adult Network Director Phone:

18 Statement of Interest Having worked at the Center for over 22 years, and having been involved with the Child Abuse Prevention Council and KIDS Network, for many years, coupled with the educational work that the Center does in the prevention of child abuse, I feel that I bring a good perspective to the table. While the scope of our work for 0-5 is prevention based, leaving us working with mostly the upper range educationally with these children, our focus is to empower children and give them a voice. Our Pre-K puppet shows have been well received in North County. We also aim to educate the community as a while and provide resources and referrals for parents to help build resiliency in our community s children.

19 2017 Advisory Board Meeting Schedule Chair Flo Furuike Vice-Chair Sandra Copley Commission Liaison Anna Kokotovic, Ph.D. Staff Support Sara Soto-Gonzalez DATE TIME LOCATION NOTES JANUARY 12 9:30 AM 12:30 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang APRIL 13 9:30 AM 12:30 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang JUNE 1 9:30 AM 12:00 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang AUGUST 3 9:30 AM 12:00 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang OCTOBER 5 9:30 AM 12:00 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang DECEMBER 7 9:30 AM 12:00 PM Old Mission Santa Ines Conference Room 1760 Mission Drive, Solvang

20 PRESENTATION/DISCUSSION ITEMS

21 Advisory Board Staff Report For the Agenda of August 3, 2017 Date: August 3, 2017 Subject: Author: Item D-1: Update RFP Process Pedro Paz, Program & Evaluation Manager Recommended Action: No Action. For discussion purposes only. Background/Summary: First 5 Santa Barbara County will have a new Request for Proposal (RFP) process focused on Family Support for fiscal year and beyond. Staff have started to work on this new RFP and have begun to plan for changes for this process vs previous one. This is an early conversation, which will outline the application process, including the pre-application phase, application and committee review. Elements discussed may or may not be included within the next RFP. Specifically, staff will discuss the following items that may be included within a new RFP: Hosting pre-applications workshops Changes to the RFP question format Changes to the RFP attachments Clarifying evaluations requirements within RFP Clarifying site-visits for next funding cycle Clarifying post-award requirements including fiscal and program reporting Fiscal Impact: Funding for this item is already included in the proposed budget for Fiscal Years Attachments: None

22 For the Agenda of August 3, 2017 Advisory Board Staff Report Date: August 3, 2017 Subject: Author: Item D-2: Review of Final Advisory Board Structure Ben Romo, Executive Director Recommended Action: No Action Requested Background/Summary: Revisions to the Advisory Board structure, roles, and membership expectations have been the focus of a number of meetings for both the Advisory Board and the Commission. This month we will discuss the final draft version which staff plans to take to the Commission for approval on August 21. A briefing on this issue and the proposed revisions were sent to AB members earlier in the month. That and the proposed AB description are attached. Fiscal Impact: None, other than staff expenses incurred supporting the Advisory Board. Attachments: to AB Members RE AB Restructuring Title of the file Advisory Board Description and Membership Information - Draft July

23 Romo, Ben Subject: Attachments: FW: Future First 5 Advisory Board Membership Advisory Board Description and Membership Information - Draft July docx Sara and I wanted to touch base with you directly to explain important changes to the First 5 Advisory Board (AB) that the First 5 Commission is likely to approve at its August meeting. We want to confirm whether you will be able to continue serving the Advisory Board given the changes and our expectations for membership, especially relating to attendance. For the better part of the past year, the AB has discussed increased clarity in the role of the AB and the expectations and responsibilities of its members. Our goal is to ensure the AB plays the most impactful role possible in supporting First 5 s work. Another goal has been to make sure First 5 staff is able to support the AB efficiently and effectively. A number of changes have been discussed by both the Advisory Board and the Commission. The most relevant changes are as follows: 1. We have changed the meeting date and frequency It used to be the case that the AB met on the second Thursday of each new quarter (Jan, Apr, July, Oct). The meetings will now be held the first Thursday of each even-numbered month (please note that this change has already been implemented). Increasing the frequency of meetings allows us to more easily bring issues and questions to the AB prior to the Commission considering them. Moving the meeting date from the second to the first Thursday makes it easier for us to include AB input in the Commission packet. 2. We are clarifying expectations about attendance In the past, we did not have clear expectations around attendance at AB meetings. In the future, we will make clear that regular attendance is expected. We have struggled achieving/maintaining a quorum. We have also struggled to maintain continuity of deliberations between meetings because a number of members were regularly missing meetings and were not caught up on what had been discussed prior. We have also struggled at times in hearing back from AB members about whether they would attend a given meeting, making it difficult to gauge whether a quorum would be achieved. At the August AB meeting staff will present a plan to the AB to regarding the expectations of attendance and responsiveness to s. Members who miss three meetings will receive a call from either the Executive Director or the Chair to discuss whether continued service on the AB is feasible for that member. If members are not responding to Sara s request for RSVPs, a call may be placed to that member before three meetings are missed. Members not able to attend meetings regularly will be asked to resign from the AB. 3. Members will be expected to visit a First 5 funded program and attend a Commission meeting In order to make sure AB members are informed about First 5 s work, a new requirement has been proposed that AB members attend one Commission meeting during their two year term. Also, AB members will now be expected to visit a First 5 funded program that is, ideally, not within that member s particular area of expertise. First 5 staff will help arrange a number of dates when AB members may visit a site, or members can make those arrangements themselves. We have provided as an attachment a draft of the new AB Roles and Responsibilities that will be discussed at the AB s August meeting which will be held August 3 rd from 9:30 am -12 pm at the Old Mission Santa Ines. Please review these changes and get back to Sara ASAP about whether you will be able to continue serving on the AB given the new expectations or if you have any questions. She may be reached at or sgonzalez@first5sbc.org. 1

24 Thank you as always for your continued service and support. Ben and Sara Ben Romo Executive Director First 5 Santa Barbara County Please note our new address: 5385 Hollister Avenue, Bldg. 10, Suite 110 Santa Barbara, CA (o) (c) 2

25 DRAFT Advisory Board Purpose The Advisory Board (AB) is a key source of knowledge, deliberation, and feedback for the Commission and its staff to help inform First 5 s strategies and work. Whereas the Commission represents a panel of experts focused on governance, setting general direction, and establishing general principles guiding the work of First 5, the AB is meant to be made up of experts and leaders in the 0-5 serving field who have the ability to inform how to best implement the Commission s work on the ground. Throughout the year staff will keep the AB up to date on First 5 s investments and look for opportunities to engage the AB in meaningful conversations about First 5 s work. The AB provides input on community needs and gaps in services and explores opportunities and solutions to fill them. The Commission will regularly seek input on specific items under consideration to help inform the AB s deliberations and decisions. Unlike the Commission, the AB does not set policy, have governing authority over the agency, or supervise staff. Membership The AB will have a maximum of twenty (21) members and quorum is set at 11 members. The membership should include a rich diversity and varied expertise in the areas of Family Support, Children s Health, and Early Care & Education. The membership should include no fewer than two parents of children who are 0-5 years old when they join the AB. Members should also represent a variety of interests and the cultural and ethnic heritage of county residents. Efforts will be made to ensure representation from each of the geographic regions of the county with the following guidelines set forth as targets: A minimum of 8 members from North Santa Barbara County A minimum of 2 from the Mid Santa Barbara County A minimum of 8 from South Santa Barbara County Advisory Board Member Roles AB members are expected to provide meaningful input to staff and the Commission on how to best design and implement First 5 s investments, strategies, and programs. AB members are expected to be engaged participants and to fully review their packet prior to each AB meeting so as to facilitate meaningful discussion. AB members are encouraged to participate in one Commission sub-committee (Contract Support, Evaluation, Communications, and Fiscal) but this is not required. During each two-year term AB members are required to attend at least one Commission meeting. During each two-year term AB members are required to visit a First 5 funded program. Ideally this program will be focused in an area that is not related to the AB member s main area of expertise. Staff will help facilitate site visits to programs throughout the year. AB members must be mindful of potential or perceived instances of conflict of interest and must recuse themselves from any discussion or issues where a conflict exists. County Counsel will provide training on conflicts of interest annually.

26 DRAFT Each year, the AB will elect a Chair and Vice Chair from its general membership. The Chair, Vice Chair, or their chosen designee will preside over each meeting. The Chair, Vice Chair, or their chosen designee will report to the Commission about the AB s most recent meeting. AB members are expected to attend meetings regularly. If an AB member misses three meetings in a 12 month period, staff or the Chair will contact that member to discuss whether continued membership is feasible. Consecutive absences may lead to the member being asked to resign from the AB. AB members are expected to notify First 5 staff if they are unable to attend a scheduled meeting and to make every effort to respond promptly to First 5 staff s inquiring about whether members will be attending a particular meeting. If an AB member misses a meeting, it is expected that they listen to the recording of that meeting in order to stay abreast of topics discussed and facilitate more informed participation at the next meeting. Meeting Information The Advisory Board is an official body of the Commission. As a public body, AB meetings are subject to California s regulations regarding open meetings established by Brown Act. Typically, the Advisory Board meets on the 1 st Thursday of even numbered months (February, April, June, August, October, and December) from 9:30am to 12pm at the Old Mission Santa Ines Conference Room, 1760 Mission Drive Solvang, CA Meeting packets will be provided electronically to members typically within one week of the meeting and no later than 72 hours before the meeting. Reimbursement may be made to members for allowable costs associated with AB attendance and can include reasonable and customary costs for childcare, meals, and transportation. Should members need translation or transportation assistance and/or accessibility for persons with special needs, First 5 will accommodate as necessary. Terms The term of an Advisory Board member is two years. There is no limit to the number of terms an individual may serve. While initial memberships must be approved by the Commission, membership renewals are considered and approved or not approved by the AB. Advisory Board Staff Lead Sara Soto-Gonzalez, Clerk of the Commission sgonzalez@first5sbc.org.

27 For the Agenda of August 3, 2017 Advisory Board Staff Report Date: August 3, 2017 Subject: Author: Item D-3: Communications Mini-Grants Process Feedback Katie Torres, Communications Specialist Recommended Action: None Background/Summary: Recently, First 5 issued an RFP for Communications Mini-Grants. Only one application was received. Staff will review the RFP with the AB and would like feedback about why agencies chose not to apply for these funds. Staff plans to discuss alternate models for supporting this kind of work in targeted communities with the Commission. A copy of the RFP is attached. Fiscal Impact: $30,000 was budgeted for FY17/18 for Communications Mini-Grants Attachments: Communications Mini-Grants RFP

28 Request for Proposal: Communications Mini-Grants Up to $5,000 per request Contact Person: Katie Torres (805) Applications must be received by 1:00 pm on Monday, July 24, 2017 Santa Barbara Office 5385 Hollister Ave., Bldg. 10, Suite 110 Santa Barbara, CA Telephone: Santa Maria Office 218 Carmen Lane, Suite 111 Santa Maria, CA Telephone:

29 What We Will Fund? Communications grants are meant to fund outreach and engagement, recruitment, and awareness and education strategies targeting the parents of prenatal through five-year-olds who are not currently connected with or served by the applicant agency. In this way, these grants are intended to expand the web of contact that agencies have with parents of 0-5 year olds beyond those they already serve and to educate them about the important role parents play in supporting their child s health, brain development, and social/emotional development. It is also expected that grant funds will be used by applicants to recruit parents to join First 5, regardless of whether the parents recruited are already connected or served by the applicant agency. In recent years, First 5 has expanded investments in Communications strategies with the goals of connecting parents directly with First 5 and educating them about the key role they play in supporting their child s healthy brain and social/emotional development. Parents are encouraged to join First 5 by signing up at an event, during a presentation to parent groups, in response to a First 5 brochure, online, or through or text. Once parents join First 5, we are able to directly deliver information to them to support their child s development. Much of the information is provided to parents through a monthly newsletter in Spanish and English that is delivered electronically through text and/or , depending on each parent s preference. The newsletter includes resources and information on topics that parents have told us are important to them. Messaging to parents is also aligned with, and designed to augment and reinforce, First 5 California s Talk, Read, Sing campaign. At times, First 5 SBC will also share free materials such as books, brochures, developmental tools, event calendars, and parenting supplies with its members. For these Communications grants, First 5 is seeking applications from agencies and/or nonprofits that serve children prenatal through age five and their families. Applicants may include those that provide social services and supports; health services, health resources/information, or health insurance enrollment assistance; early education programming such as preschools or child care programs, parent education or support groups, or other related organizations. Applicants must be either a 501(c)3 nonprofit organization, local education agency, or government agency. First 5 seeks to contract with agencies that have a history of successfully serving families directly to help expand the number and demographic diversity of parents that join First 5 as members. Successful grant applicants will show how their communications efforts will achieve the following: Develop and implement expanded outreach and/or engagement strategies that identify and connect directly with parents who are not currently being served by the applicant agency. Recruit both newly engaged parents and parents already served by the agency to join First 5. These efforts should especially target families that are from demographic backgrounds that put their child at risk for not being ready for kindergarten (e.g. low-income, socially isolated, Spanish/Mixteco speaking, low household education level, etc.) These grants might also target families that do not come from a demographic background that puts their child at risk for not being ready for kindergarten, but who are at a particularly vulnerable stage in the life span of a 0-5 year old. Examples could include but are not limited to parents with newborns, parents struggling with breast feeding and/or postpartum depression, parents with children with special needs, or parents who for some other life circumstance face significant challenges in accessing information or services. Share messaging and information (such as Talk, Read, Sing) with these newly engaged parents and others that are already served by the agency to help them understand the key role parents play in supporting that healthy brain, social and emotional development of their child in the early years.

30 Table 1. Fundable Components: Applicants must show how their strategy will achieve all three of the following steps: Table 1. Area Funded Activity Examples Step Outreach & Engagement 1 Definition: - Organize or active participation in, community outreach events Develop and implement expanded outreach and - Neighborhood meetings, coffees, or parent cafés engagement strategies that identify and connect - Door to door canvasing directly with parents who are not currently being - Presentations to parent groups served by the applicant agency. - Others Step Recruit Parents to Join First 5 2 Definition: Help expand the numbers and demographic diversity of parents that First 5 can recruit as new members. Recruit parents to join First 5, regardless of whether the parents recruited are already connected or served by the applicant agency. Use systems and processes already established by First 5 to convey the benefits of First 5 membership to recruit parents of 0-5-year-olds and enroll them as members. Step Awareness & Education 3 Definition: Share messaging and information (such as Talk, Read, Sing) with these newly engaged parents to increase their awareness about their key role in supporting their child s health, brain development, and social/emotional development; and that also give them the tools, resources, and strategies to help them. - First 5 will provide trainings on how to enroll families and will provide materials through which parents may join - Directly deliver Talk, Read, Sing and/or other appropriate messaging related to the key role parents play to support the healthy brain and social/emotional development of their child using written materials/brochures, one-on-one sessions, small or large group presentations, or other effective strategies. *Applicants funded through this grant will have access to First 5 materials and resources to share with parents. - First 5 will provide agencies with training on messaging and recruitment strategies and procedures. - Agencies will be required to submit the membership information of parents recruited to First 5 either in paper or electronic formats. Submission Guidelines Submit one (1) original signed application and budget form along with 14 additional photocopies (15 total) that are 3-hole punched, single sided. The original application and budget form may be mailed or hand-delivered. Regardless of the postmark date, applications must be received by First 5 no later than 1:00 pm on Monday, July 24, 2017.

31 Review Process Each application will be reviewed to assess whether it meets the intent of the RFP. To accomplish this, each applicant will be assessed using the following five questions contained in Table 2, as a minimum measure of meeting the intent. First 5 staff will provide an analysis and recommendation to the First 5 Communications Committee as to whether the application meets the intent of the RFP. Committee members will review the applications and staff s recommendations and will recommend the final list of applicants to be approved for funding to the full Commission for consideration. Applications that are judged to have met the intent of the RFP are not guaranteed to be funded. Once an application is deemed to have met the intent of the RFP, the Committee/Commission may take into account other factors in determining whether an application is funded. These factors include, but are not limited to: the needs in the community, the value and opportunities portrayed in each application, and the value and importance of the outcomes expected to be delivered through each grant. Table Does this grant application target families that meet the requirements described in the What Yes or No We Will Fund section? 2. Does the project described in this application include all three fundable components outlined in Yes or No Table 1? 3. Does the grant application make clear how the activities in this project go above and beyond Yes or No the outreach and engagement strategies already employed by the applicant agency? 4. Can the proposed work be accomplished within the funding cycle? Yes or No 5. Does the budget reflect what is presented in the application? Yes or No Funding Maximum funding allowed per application is $5,000 with a total of $30,000 available for these Communications Grants. The Committee/Commission may decide to only partially fund an application. The Commission also may choose to recommend/award only a portion of the $30,000 allocated in its budget for these grants. Evaluation Agencies that are approved for funding through this RFP will be required to provide a two page written report by June 30, The report will highlight the activities taken in steps 1, 2, and 3. The report will also include the number of families recruited, and the types of messages provided to the families. Questions Should you have any questions on this mini-grant opportunity contact: Katie Torres via at ktorres@first5sbc.org or by phone at (805)

32 Max Amount: $5,000 Applicant Contact Information: Request for Proposal: Communications Grant Application Contact Person: Agency Name: Physical Address: Phone Number: Projected number of unduplicated parents your agency plans to recruit as members of First 5: Amount Requested (Not to exceed $5,000): Narrative Questions (see following pages):

33 Max Amount: $5,000 1.) Please describe your proposed project and make sure to explain how all three fundable components (See Table 1) will be included.

34 Max Amount: $5,000 2.) How does this project expand, or go above and beyond, the outreach and engagement strategies employed by your agency in the past?

35 Max Amount: $5,000 3.) Please describe the parent population you seek to reach through this project and please include any demographic characteristics or issues/life circumstances that make it especially important that they be reached through this project.

36 Max Amount: $5,000 4.) If not directly addressed in Question 1 above, please share your ideas about how this project will go about recruiting parents to join First 5? This question may be left blank if answered in response to Question 1, or the response can be expanded here.

37 Max Amount: $5,000 Request for Proposal: Communications Grant Application Budget Form Payee Name: Payee Mailing Address: City: State: Zip: -Has the organization ever received payment from the County of Santa Barbara? YES NO Line Item Budget (materials/equipment/other) Amount Total amount requested from First 5 Santa Barbara County $ -