EXECUTIVE COMMITTEE MEETING MINUTES May 24, 2016 3:30 a.m. Akron General Wellness Center West, Montrose Room 4125 Medina Road, Akron, OH 44333 WDB Members Present: Anthony Esposito, William Hanigan, Christine Marshall, Johnathan Miller, Michelle Moran 3:47 WDB Members Absent: Guests and Staff Present: Terri Burns, Pat Divoky, Jeffrey Felton, Daniel Grantham, Stephen Zimmerman The meeting was called to order at 3:34 PM Welcome and Minutes I. Johnathan Miller called the meeting order. Introductions of the Summit/Medina Workforce Development Board (WDB) members, staff and guests were made. New Business II. Review and approve WDB Chair signature on lead agencies: Summit DJFS and Medina DJFS CCMEP plans due to ODJFS on 5/31/2016 (Christine/Jeffrey) Christine Marshall, Deputy Director, Summit County Department of Job and Family Services (SCDJFS), reviewed the Comprehensive Case Management Employment Program (CCMEP) for those present. Effective July 1, 2016, the CCMEP will marry TANF and WIOA funding streams to provide intensive case management and employment services to two targeted populations: 1) a volunteer population including currently enrolled WIOA youth, and; 2) a mandatory cohort of TANF recipients ages 18-24. Christine Marshall mentioned that up to 350 TANF recipients comprise Summit County s mandatory population. Jeffrey Felton, Director, Medina County Job and Family Services (MCJFS), expressed that up to 300 TANF recipients comprise Medina County s mandatory population. In Summit County, CCMEP services will be delivered through a Hub model. The hub in Summit County is located at the OhioMeansJobs Center. There, career navigators complete comprehensive assessments of participants and create Individual Opportunity Plans (IPOs). IPOs include short- and long- term educational and employment goals and will replace self-sufficiency 1
contracts for the TANF population. Following IPO creation, CCMEP participants will be routed to the appropriate partner agency for support and guidance toward meeting these goals. Jeff expressed that the Medina County will also implement a Hub model for CCMEP implantation. However, Medina County s model will differ from Summit County s as Medina County will service as the interim One-Stop partner at least until the next fiscal year. Christine Marshall introduced the draft CCMEP Plan, Section 1 Leady Agency and Coordination of Partners for discussion and approval. 1.1 Identify the lead agency designated to administer the CCMEP Program Ohio Workforce Area Two s lead agency will be SCDJFS. Patricia L. Divoky, Director, SCDJFS, serves as the Lead Agency Official, Christine Marshall serves as the designated Program Contact, and Terri Burns, Deputy Director of Finance, SCDJFS, serves at the Fiscal Contact. 1.2 Identify the other local participating agency Summit and Medina Counties, Ohio Workforce Area Two, will form a new governance structure the Council of Governments (COG) as required under WIOA. The nature, structure, and remaining information of the COG will be determined later. 1.3 Identify the workforce development board and area for the county. Workforce Area 2 s Workforce Development Board (WBD), chaired presently by Johnathan Miller, is identified as the WDB for the CCMEP implementation process. As Johnathan Miller steps down as chair on June 1, 2016, William Hanigan, Director of Medina County s Workforce Office, and Christine Marshall will serve as interim cochairs until the COG implementation. 1.4 How will the lead agency work with the other local agencies to implement CCMEP? Implementation of CCMEP is buoyed by SCDJFS strong working relations within Area 2. SCDJFS continues its role as fiscal agent for Area 2 as it has since Workforce Investment Act (WIA) implementation. SCDJFS will work in conjunction with the Area 2 WDB to align the CCMEP with area priorities for workforce development, indemand jobs, and business engagement. Futher, SCDJFS will make certain that any CCMEP-related policy is developed in a joint manner. As the lead agency, SCDJFS will ensure that accountability is in place for CCMEP performance and results. SCDJFS and the WDN will collaborate to administer all aspects of CCMEP, specifically in the areas that might affect the federal WIOA performance measures. SCDJFS will coordinate and develop the service-delivery client flow for both the mandated and the volunteer CCMEP populations. The current Area 2 Summit County youth providers, as approved by the WDB, will be engaged to serve Summit County s mandated and volunteer populations under CCMEP. These providers will ensure that 2
youth are properly enrolled and tracked in accordance with both WIOA and TANF rules. SCDJFS will create a position for a CCMEP staff coordinator who will communicate with the Summit County WIOA youth providers on a daily basis to determine to which provider the youth should be referred. The coordinator s office will provide continued follow-up to ensure participation and progress with each enrolled youth s plan. Any CCMEP policy drafted by the lead agency will be shared with the Area 2 WDB for review, approval, and adoption. Whenever possible, TANF funding will be leveraged to make the most of WIOA investments. TANF funds will be added to the current contracted WIOA youth providers to create and implement the CCMEP. 1.5 Describe the lead agency s plan for working with the local WDB. As stated previously in section 1.4 of this plan, the lead agency, SCDJFS, currently serves as the fiscal agent for Ohio's Workforce Area 2. In March 2015, in anticipation of fiscal year 2016, SCDJFS issued procurement packets that sought Summit County WIOA youth services on behalf of the Area 2 WDB. The packet was written with options to renew for fiscal years 2017 and 2018. Additionally, the packet contained language specifying the right of the fiscal agent and the WDB to modify the contract by adding new contract requirements (to be renewed at the discretion of the WDB) and for the contract to be supported by WIOA funds in conjunction with any other federal, state, and local funds. During SFY 2015, in conjunction with the WIB s youth council and SCDJFS workforce staff, several meetings were held with the WIA youth providers. The purpose of these meetings was to make providers aware of their future expanded role in delivering youth workforce services under WIOA. These providers are ready and willing to expand their WIOA service obligations to implement CCMEP requirements. Additionally, the current Summit WIOA youth providers are familiar with the TANF client-eligibility processes and requirements. Over many years, these providers have performed eligibility determinations for various TANF/PRC-funded initiatives under the guidance of SCDJFS. Examples of past and present TANF/PRC programs include Summer Youth, after-school programs, and mentoring programs. These providers are familiar with the requirements of keeping separate records for WIOA and TANF, separate reporting methods, separate program budgets, and separate invoicing documents. As stated in section 1.2, Area 2 is in the midst of creating a new governance structure. Once completed, SCDJFS will remain the fiscal agent for Area 2 WIOA funding. Due to WIOA requirements that specify that the WDB has responsibility for any procurements using WIOA funds, future youth procurement will no longer be issued 3
under SCDJFS's structure but from the WDB Area office. This procurement firewall is further necessitated by SCDJFS's role as the one-stop operator providing guidance to the OhioMeansJobs-Summit County MOU partners. Therefore, how TANF services determined necessary by SCDJFS will be included under CCMEP in future fiscal years, specifically how TANF services will be added to the WIOA youth provider contracts procured by the WDB, is under discussion. 1.6 Describe policies developed by the local workforce board relevant to the administration of CCMEP, including how the lead agency will actively collaborate with the board In order to comply with new board-composition requirements under WIOA, over 60 percent of the Area 2 WDB membership are new members. Their first meeting was January 2016. The WDB members are learning their roles and responsibilities under WIOA and have been briefed about CCMEP. They understand that the lead agency in Summit County is SCDJFS and that there will be regular interface with SCDJFS for CCMEP, as the WDB still had responsibility for the youth performance measures under WIOA. Additionally, the WDB has been granted additional time to name its area director/board staff by the ODJFS Office of Workforce Development while the new governance structure is completed. Given this set of circumstances, the WDB has not drafted policy specific to CCMEP. SCDJFS will continue as the lead agency to develop processes and procedures to share with the WDB once the WDB structure process is completed. It is anticipated the WDB staff will have responsibility of providing the board and its performance committee with CCMEP updates, including, but not limited to, monitoring and compliance reports/data. It is important to note that all of the current Summit WIOA youth providers 1) use the TABE assessment that SCDJFS has selected as the preferred basic-skills assessment for CCMEP in section 5.2.; 2) are adept at determining eligibility for WIOA youth services; and 3) know how to use the OWCMS system and provide other types of statistical and financial reports as directed by their current SCDJFS WIOA monitoring staff. Given the knowledge of Summit's current WIOA youth providers, their demonstrated ability to provide youth services, and their familiarity with the SCDJFS staff, the transition to future interactions with WDB staff should not pose any concerns. The WDB is committed to collaborating with SCDJFS on a successful CCMEP. Christine Marshall indentified 1.5 as CCMEP s biggest interaction with the WDB. Johnathan Miller inquired about the lead agency s plans to attract the CCMEP s volunteer population. Pat Divoky and Christine Marshall expressed that CCMEP s volunteer population will likely come from referrals from community non-profits and advocacy organizations. 4
William Hanigan inquired about the impact of voluntary and mandatory CCMEP participation on families public assistance allocation? Christine Marshall said that CCMEP-eligible populations include youth whose family income exceed public assistance eligibility. Those receiving public assistance will be case managed, in part, through monthly cooperation and information sharing between public assistance and workforce development representatives. Jeffrey Felton and Christine Marshall agreed that Medina and Summit Counties are not currently aggressive in tracking Summer Youth Employment Program (SYEP) participant earnings impact on familial public assistance allocations. SYEP is also TANFfunded, and it is likely that this practice will continue with the CCMEP s TANF population. All present agreed to ratify Section 1 of Summit County s CCMEP plan draft. Johnathan Miller requested the tabling of discussion on agenda topic II and opened topic III for discussion. III. Discussion about the state s recent communication requesting action from local workforce boards concerning CCMEP and determine action (Christine/Bill) Christine Marshall said there are two actions the WDB must complete to comply with CCMEP implantation: 1) The drafting of a letter stating Area 2 s intent to adopt or opt-out of CCMEP, due May 31, 2016, and; 2) The creation of a formal resolution indicating the intention of Area 2 to adopt or reject CCMEP participation, due June 15, 2016. Patricia Divoky explained the reason for the two separate deadlines. In a letter to the state, the Ohio Department of Labor (DOL) indicated that the state cannot force WDBs to allocate WIOA funds for CCMEP. As of meeting time, requests to make this letter public have not resulted in its disclosure. This letter may be a contributing factor in the decision to maintain separate deadlines. Patricia Divoky addressed the implications of areas that choose to opt-out of the CCMEP. Should an area opt out, that will not receive its CCMEP TANF funds. Regardless, areas will still have to meet CCMEP performance measures. These are TANF funds previously allocated for SYEP and the Ohio Works Incentive Program (OWIP). Moreover, if many areas elect to opt-out, the state may be distribute TANF funds to private sector/non-profit agencies who will instead operate the CCMEP. William Hanigan inquired about which workforce area parties will be accountable for CCMEP s implementation. Christine Marshall said that County Commissioners/Executives will be held accountable for any potential liabilities or risks stemming from CCMEP. Jeff expressed that regardless of Area 2 s decision on CCMEP, Area 2 is used to meeting performance measures. 5
Johnathan Miller requested the Tabling of Agenda Area III, to which those in attendance agreed. Johnathan Miller opened discussion of Agenda Area IV. IV. Review of reduced funds available to the board to hire staff under a new goverance structure due to area allocation reductions received from the state as discussed at 5/11/2016 full board meeting (Terri) Terri Burns discussed Area 2 WDB s 2016-2017 Budget Projections. Area 2 s total allocation is projected at $3,443.093.33. Medina County receives $647,271.04 (18.8%) and Summit County receives $2,795,822.29 (81.2%). Regarding Medina County s Adult, Dislocated Worker, and Youth CCMEP expenses: $64,727.11 is allocated for administrative costs, and; $582,543.93 is allocated for program-related costs. Regarding Summit County s Adult, Dislocated Worker, and Youth CCMEP expenses: $279,582.23 is allocated for Administrative costs, and; $2,516,240.06 is allocated for program-related costs. Area 2 s Fiscal Agent Fee is projected at $30,000.00. Area 2 s operating expenses are projected to total $33,314.80. Annual operating expenses include: $12,000.00 for rent; $1,500.00 for memberships; $2,400.00 for 3 laptops; $1,020.00 for copiers, printers, and scanners; $1,560.00 for internet services; $720.00 for cell phones; $1,500.00 for supplies and postage; $1,000.00 for software, and; $4,000.00 for audit costs. Travel expenses include: $2,430.00 for 18 250-mile round trips to Columbus at $0.54/mile; $1,684.80 for local mileage; $2,000.00 for conferences and related fees; $500.00 for Directors & Officers insurance, and; $1,000.00 for miscellaneous expenses. WDB Staffing & Costs Terri Burns outlined WDB staffing arrangements and related costs. Full-time executive director costs were projected to be: $82,970.78 at pay level 1; $110,409.00 at pay level 2, and; $129,386.04 at pay level 3. 6
Full time Program Analyst costs were projected at: $64,970.78 for pay level 1; $89,909.00 for pay level 2, and; $106,386.04 for pay level 3. Part Time Program Analyst costs were projected at: $48,956.90 for pay level 1; $61,574.40 at pay level 2, and; $74,191.90 at pay level 3. Full time Administrative Assistant costs were projected at: $54,970.78 for pay level 1; $74,909.00 for pay level 2, and; $86,386.04 for pay level 3. Part time Administrative Assistant costs were projected at: $34,481.90 for pay level 1; $41,786.90 for pay level 2, and; $49,091.90 for pay level 3. Terri Burns expressed that these estimates reflect Summit County s payroll. The costs would differ on Medina County s payroll. Jeffrey Felton asked if Summit County s lead agency role included all fiscal aspects of WDB hiring. Terri Burns expressed that this is the most logical arrangement. Anthony Esposito, Vice Chair of the WDB, encouraged board members to endorse this arrangement as it would not add unnecessary complications by building on structures already in place. Patricia Divoky expressed that the WDB should consult the state before preceding with Area 2 hires. Johnathan Miller addressed recent cuts to funding. He expressed that the executive director position is the most important, and encouraged the WDB to fix in that cost and proceed. He inquired about Summit County s Healthcare Benefits open enrollment period. Terri Burns said that open enrollment occurred in October and November, while new hires are able to enroll on the first of their first full month as an employee. Christine Marshall inquired about the working locations for the proposed WDB positions. Terri Burns suggested that each county donate space so that WDB staff work in both counties. Johnathan Miller expressed that he would meet with Russ Pry, Executive, County of Summit, and Adam Friedrick, Medina County Commissioner, to determine locations. Johnathan Miller recommended closure of discussion on Agenda topic IV, to which those in attendance agreed. 7
Miscellaneous Christine Marhsall reminded those present to sign the CCMEP draft plan. Those present signed the plan. Christine Marshall addressed scheduled board meeting at Panera Bread in Fairlawn, OH on Wednesday, May 25, 2016. She suggested that the WDB instead meet at Medina County s central office in order to participate in a 2:00 pm phone call with insert association facilitating phone call here. Those present agreed to this arrangement. Johnathan Miller adjourned meeting at 4:43pm. 8