Child Abuse Council of Santa Clara County Executive Committee Meeting - MINUTES. Second Start Bouret Drive San Jose, CA 95118

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1 Child Abuse Council of Santa Clara County Executive Committee Meeting - MINUTES Second Start 1325 Bouret Drive San Jose, CA Thursday, February 27th, 9:00 am AGENDA 1. Call to Order/ Roll Call 8:09am 2. Public Comments - This portion of the meeting is reserved for persons desiring to address the Committee on any matter not on the agenda. Speakers are limited to three minutes. The law does not permit Committee action or extended discussion on any item not on the agenda except under special circumstances. All statements that require a response will be placed on the agenda for the next regular meeting of the Committee. NO COMMENTS 3. Discuss / Approve Minutes from 12/26/13 Meeting ALFREDO HAD CORRECTIONS AND COMMENTS. ALFREDO WILL SUBMIT TO GREG THOSE CORRECTION AND COMMENTS FOR CONSIDERATION. AFTER DISCUSSION OF ALFREDO S CORRECTIONS/COMMENTS. DISCUSSION ALSO BROUGHT UP ABOUT INAPPROPRIATE COMMENTS IN THE MINUTES ABOUT KATHRYN. A MOTION WAS MADE TO STRIKE THOSE COMMENTS FROM THE MINUTES. 1 ST JENNIFER, 2 ND ANN WITH AN AMENDMENT TO TAKE OUT A COMMENT ABOUT KATHRYN. MOTION TO ACCEPT WITH AMENDMENTS MADE BY STEVE, 2NDED BY ANDREW. PEG ABSTAINED FROM THE VOTE. 4. Discuss / Approve Executive Committee Business A. Discuss & Approve Executive Committee work plan & budget SUGGESTED CHANGES WERE GIVNEN TO GREG FOR THE CAC WORKPLAN AND FOR THE EC WORKPLAN. MOVE FOR APPROVAL: 1 ST, MARGARET, 2 ND ANNE. ALL APPROVED. B. Discuss Committee Budgets THIS IS LEFT TO THE ALLOCATIONS COMM. NO DISCUSSION TOOK PLACE. 5. Receive and Accept Verbal Report - Vice Chair of Administration 6. Receive and Accept Verbal Report Vice Chair of Programs At this point, Members Stacy Castle (taking minutes) and Member Steve Dick departed the meeting. Member Margaret Petros started recording the minutes. 7. Receive and Accept Verbal Report Treasurer Member Cain discussed the idea of setting a maximum budget amount to go to BOS for a vote. It s been explained by CAC Fiscal that having a maximum dollar amount set for spending will help the Council have

2 better access to the specifically designated funds. Committeeconsensus is to add all the Committees budgets, to use past year budget for the committees who have not turned in their annual plan yet and come up with a total that can be used as the maximum spending amount. Chair requested that Fiscal Agent add all the committee budgets including the possible changes in Clerk of the Board cost to have a maximum budget amount. 8. Consider actions related to fiscal and administrative information from the Social Services Agency. SSA received six resumes for the position of CAC Coordinator. CAC Member Panel will review and interview. 9. Possible actions include: A. Accept fiscal and administrative report... Discussed Earlier B. Discuss Potential Task Forces... No New Report Running out of time at this meeting. C. Discuss Mandated Reporter Task Force Committee... No New Report Running out of time at this meeting. D. Discuss Point People for Focused Goals... Future Discussion E. Discuss Juneteenth Procurement... Member Catcart reported that CAC Funds will not be used for the 2014 fiscal year. The activity will happen, but it s too late to go through the process. Fiscal asked member Cathcart to submit pre-authorization request in advance if any CAC funds are used. 10. Receive and AcceptCommittee Verbal Reports A. Symposium Committee... Member Petros reported that SCC COO approved signing Marriott Contract just yesterday. It s going to be tough to coordinate the Symposium in a shorter time than usual, but every effort will be put to have another successful conference. B. Allocations Committee...No Report C. Interagency Coll. Committee...No Report D. Disproportionality Committee...Discussed Earlier E. Leg & PolicyCommittee...No Report F. Membership Committee...No Report G. Public Awareness Committee... Member Pane reported committee met last night to complete the work plan for next year and discuss how to use social media and press releases to advance CAC s work.

3 H. Student Educational Needs Committee...No Report I. Voting items for full March CAC meeting... Member Whyte suggested for Chair to call for a nomination committee to be formed to consider next year s CAC Officers. 11. Announcements...None 12. Adjournment... Meeting adjourned at 10:25 a.m. Note to Committee Members: Please contact Greg Zieman at gregz@secondstart.org before 5:00 p.m. on the day prior to the meeting if you are unable to attend. In compliance with the Americans with Disabilities Act, those requiring accommodation for this meeting should notify the CAC Coordinator at kdong@cacscc.org.

4 Child Abuse Council of Santa Clara County Executive Committee Meeting Second Start 1325 Bouret Drive San Jose, CA Thursday, March 27th, 8:00 am MINUTES 1. Call to Order/ Roll Call: 8:08AM Present: Chairperson Greg Zieman; Members Steve Dick, Stacy Castle, Andrew! Pane, Andrew Cain, Margaret Petros, Alicia Newton, Peg Cathcart; Emeritus! Members Anne Whyte and Penny Blake; Community Advisory Member Jennifer! Kelleher; Guests Kathleen Sandoval and Becky Manchester 2. Public Comments: None 3. Discuss / Approve Minutes from 2/27/14 Meeting: Member Cathcart asked to amend item 9E to include: Member Cathcart requests that fiscal provide an accurate timeline of expenditures. Early is not sufficient. 4. Discuss / Approve Executive Committee Business a) New Council member orientation/training: Membership Committee will lead training in May. b) Update on CAC Coordinator position: Letter of Intent issued to Becky Manchester. The County contracts process will take at least four to six weeks. The projected start date is May 1st. Training should include: website, committees (attend meetings and learn about their missions), work with committees to update their website descriptions, meet with Clerk of the Board regarding timelines, Brown Act, review Bylaws, financial overview with Member Cain, learn procedures for submitting bills with Kathleen Sandoval, administrative overview with Member Dick, meet with two prior Chairs, meet with Kathleen Dong, attend symposium, attend ICC meeting, and get full access to website from county. 5. Receive and Accept Verbal Report - Vice Chair of Administration: No Report 6. Receive and Accept Verbal Report Vice Chair of Programs: Community Advisory Member Newton reports that Leon Basset is going to speak on fatherhood initiative on April 11th. Considering an option to have a speaker on Catie A. Newton will attend next ICC meeting to explore this option. Emeritus Member Whyte suggests the committee discuss how it will handle presentations by funded agencies and on relevant topics moving forward. This will be an agenda item at the next Executive Committee Meeting. 1

5 7. Receive and Accept Verbal Report Treasurer: Member Cain explains there is some extra money in the budget for the fiscal year. Member Blake explains that the money will roll over into next year s pot but only a percentage. Member Cain will clarify with Alfredo Nevius via and copy chairperson Zieman. Member Whyte suggests that committees should come to the Executive Committee meeting to propose getting some of these funds. Member Cain will timelines to the Executive Committee. Member Cathcart reiterates that the Committee needs an accurate timeline for expenditures. Member Cain will look into what happens to unspent funds for Coordinator position. Member Cain is awaiting responses and answers on a variety of topics from Gina Sessions and Alfredo. 8. Consider actions related to fiscal and administrative information from the Social Services Agency. 9. Possible actions include: A. Accept fiscal and administrative report: No Discussion B. Discuss Potential Task Forces: No Discussion C. Discuss Mandated Reporter Task Force Committee: Member Cain will approach Jane Smithson about working on this. D. Discuss Point People for Focused Goals: Community Advisory Member Kelleher suggests priorities should be a standing item on the Executive Committee agenda. Member Newton suggests the Coordinator should create a matrix and track what committees are doing to achieve. Member Dick says this is what monthly reports should be for. Chair and Vice Chair should get together and decide how they want to track this. E. Discuss Juneteenth Procurement: No Discussion 10. Receive and Accept Committee Verbal Reports A. Symposium Committee: Member Petros reports that help is needed for registration process. 300 registrations needed. Need a point person from the county to track checks. Online registration is highly encouraged. Member Blake asks that needs assessment survey be provided at symposium. Member Petros agrees. B. Allocations Committee: Member Blake reports that this is a funding year and reviewed the timeline for funding process. The full Council will get to vote on RFP process and Grants committee composition at full Council meeting in June. Allocations Committee is proposing to SSA that RFPs will go out on August 1st and will be due back on October 1st. C. Interagency Coll. Committee: Emeritus Member Blake reports that the Website Manager from the County has been assisting with the website. The Committee is having problems getting funds from County for website graphics and artwork. D. Disproportionality Committee: No Report E. Leg & Policy Committee: No Report 2

6 F. Membership Committee: No Report G. Public Awareness Committee: Member Pane inquires as to who is answering CAC phone line. No one is answering. Emeritus Member Whyte and Member Pane will discuss further. H. Student Educational Needs Committee: No Report I. Voting items for full April CAC meeting: No Report 11. Announcements: None 12. Adjournment: 9:40am 3

7 Child Abuse Council of Santa Clara County Executive Committee Meeting - April 24, 2014 MINUTES 1. Call to Order/ Roll Call - The meeting was called to order at 9:10AM. In attendance: Alfredo Nevius, Steven Dick, Ann Whyte, Andrew Cain, Peg Cathcart, Kathleen Sandoval, Becky Manchester, Penelope Blake, Jennifer Kelleher, Alicia Newton and Greg Zieman. 2. Public Comments - Member Cain announced that Jane Smithson will consider taking a leadership role for the mandated reporting initiative. 3. Discuss / Approve Minutes from 3/27/14 Meeting - Minutes were amended and approved. 4. Discuss / Approve Executive Committee Business a) Update on CAC Coordinator position Coordinator has been selected. Contract with County is in process. b) Discuss new Council appointments and training of appointments Chairperson Zieman reports that the Board of Supervisors appointed a Supervisor s staff member to the Child Abuse Council. A possible conflict of interest is being investigated by County Counsel and the CAC. County Counsel is vetting the situation with the ethics team. Chairperson Zieman and County Counsel will meet and report back to the CAC. Member Blake raised issues about the required independence of the CAC from the Board of Supervisors. The Executive Committee decided on the following actions: 1) Seek legal advice from County Counsel 2) CAC review bylaws and appointment process with Board 3)CAC will meet with the various Supervisors Aides who handle appointments 5. Receive and Accept Verbal Report - Vice Chair of Administration Community Advisory Member Kelleher suggests that a CAC member attend the CORE group. If Member Zieman can not attend, Members Dick and Cain volunteered to attend. 6. Receive and Accept Verbal Report Vice Chair of Programs - No Report 7. Receive and Accept Verbal Report Treasurer Member Cain and Alfredo Nevius presented Financial Status Reports. There was a discussion about total funded agency spending in relation to total funds allocated. Allocations Committee continues to monitor spending and Member Cain will contact Allocations to further monitor. Member Cain reported that CAC is projected to spend only a small portion of operating expenses for the year. There was a discussion about the reason for this lack of spending (including the lack of a paid coordinator which was budgeted). Member Cain will regularly update the Executive Committee meetings about timelines and spending. 8. Consider actions related to fiscal and administrative information from the Social Services Agency. Child Abuse Council Executive Committee Meeting Minutes - April 24, /2

8 Possible actions include: A. Accept fiscal and administrative report - None 9. Receive and Accept Committee Verbal Reports A. Symposium Committee - Member Newton reports that Symposium is on track. B. Allocations Committee - Penny Blake reports that Child Abuse Survey will go into Symposium packets. Response to survey from funded agencies and community has been phenomenal with more than half of the responses in Spanish. RFPs are being revised to be more user friendly. Most likely, CAC will have fewer funds to allocate this coming funding cycle. C. Interagency Coll. Committee - Community Advisor Kelleher reports that Greater Bay Area CAC is sponsoring May 22nd training with Eliana Gil and encourages Santa Clara County CAC members to attend. Member Blake reports that new website is live and would like committees to update meeting dates and committee descriptions. Member Blake appreciates the tremendous job the County website manager Keith Stokes has done for CAC. Community Advisor Kelleher appreciates the time and effort Penny, Ben, and Fran have spent on the website project. D. Disproportionality Committee - Member Cathcart reports on the progress of the Juneteenth program the Committee is organizing on behalf of the CAC with community partners. E. Leg & Policy Committee - Member Cain announces that meeting location will change (TBA). F. Membership Committee - Member Whyte announces that there will be an end-ofthe-year party in June. It was agreed that Executive Committee Members will bring a dish to share. There will be a New Member Orientation following the May Council meeting. G. Public Awareness Committee - None H. Student Educational Needs Committee - None I. Voting items for full May 2014 CAC meeting - Chairperson Zieman calls for May Council Meeting agenda items. He asks that Chairs review and correct the agenda each month when requested. Member Whyte requests that a Nominating Committee line be a standing item on the Council Meeting agenda. 10. Announcements - Alfredo Nevius requests that the in compliance statement on the agenda be updated. 11. Adjournment - 9:26 A.M. Minutes prepared by Becky Manchester and submitted on Friday, April 25, 2014 Child Abuse Council Executive Committee Meeting Minutes - April 24, /2

9 Child Abuse Council of Santa Clara County Executive Committee Meeting -- June 26, :00 A.M. Second Start Bouret Drive, San Jose, CA MINUTES 1. Call to Order/ Roll Call - Greg Zieman called the meeting to order at 8:09am. A quorum was present. In attendance: Andrew Cain, Alicia Newton, Margaret Petros, Ann Whyte, Steven Dick, Greg Zieman, Jennifer Kelleher, Penny Blake (guest), Kathleen Sandoval (SSA), Becky Manchester (Coordinator). Absent: Peg Cathcart, Christine Hagion Rzepka, Stacy Castle and Andrew Pane. 2. Public Comments - None 3. Approve Minutes from 5/22/14 Executive Meeting - No minutes were taken at the 5/22/14 meeting because a quorum was not present. Minutes from the April Executive Committee Meeting will need to be approved at the July Executive Committee meeting. 4. Discuss / Approve Executive Committee Business A. Council Meeting Attendance and Start Time - There was not a quorum present at the June CAC meeting. As a result, the Council was not able to vote on the Allocations Committee Community Needs Assessment. Becky will send an to the full council asking the voting members to respond and confirm that they will be present and on time for the July Council meeting. If a voting member does not respond, Becky will ask Steve Dick to follow up with a phone call. To ensure that we have a quorum for the Allocation Committee s critical vote, their voting items will be placed at the top of the agenda. B. Discuss process for requesting information in advance of monthly DFCS report - Andrew Cain will collect questions relating to the DFCS report in advance of the Council meetings and get them to Jaime in advance. One question that came up is how the DFCS maintains records when a child with no siblings dies. C. RAIC Update - Greg Zieman attended the RAIC meeting. He presented the architect s visual model of the RAIC to the Executive Committee. The Executive Committee decided to develop a formal CAC position on the RAIC. The Executive Committee would like to draft that position at the July Executive Committee meeting. An item asking the full council to authorize the Executive Committee to develop an RAIC position will appear on the July CAC Agenda. Executive Committee Meeting Minutes June 2014! 1

10 D. North Bay Business Journal Child Abuse Prevention Insert - Although many members complimented the insert, and would like our County to implement it, there was concern raised about the capability of a volunteer council to execute such a project. This item will be assigned to the Public Awareness Committee for further exploration and discussion. E. Discuss Strategy for Creating and Sustaining Relationship with BOS - Greg Zieman met with aides from Supervisors Yeager and Simitian s offices. He intends to meet with an aide from Cindy Chavez s office in the coming weeks. Heather Vogel and Ann Whyte are also meeting with aides (about the appointment process). Greg confirmed that he and Heather have been coordinating efforts. The points that Greg emphasized during the meetings were: BOS direct appointments of Council members - OCAP requires a separation between the BOS and the CAC and therefore the BOS should appoint members in consultation with the Council. Building a relationship with the Board - Yeager s office has agreed to attend the September CAC meeting. The volunteer members of the CAC needing some help and consideration while trying to navigate the County processes. Clerk of the Board fees are $19k per year. Why is it so expensive and why are we the only commission that has to pay for clerk services? The procurement process - why can t we get bills paid on time? The Board needs to look into this F. Executive Committee Meeting Schedule - The Committee agreed to have meetings on July 24, August 28, September 25, October 23, November 20 and no meeting in December. ****At 9:00am, quorum was lost and the meeting adjourned. Minutes were taken by Becky Manchester and respectfully submitted on July 2, Executive Committee Meeting Minutes June 2014! 2