1125 Baldwin St.; Salinas, CA Phone: Fax: Website:

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1 ITEM Baldwin St.; Salinas, CA Phone: Fax: Website: REGULAR MEETING MINUTES Monday, December 5, 2016 at 9:00 a.m. First 5 Monterey County 1125 Baldwin Street Salinas, CA Call to Order: Chair Simon Salinas called the meeting to order at 9:03 a.m. Pledge of Allegiance: Chair Salinas led the Pledge. Roll Call: A legal quorum was present. Commissioners in attendance: Simón Salinas (Chair), Julie Drezner (Vice- Chair), Commissioner Josefina Silva (Secretary), Elsa Jimenez, Elliott Robinson, Chris Shannon, and Jamie Valenzuela-Mumau. Staff present: Francine Rodd, Beth Reeves-Fortney, Kerstine Town, and Joanna Jensen (recorder). Additions and Corrections to Agenda: None. Public Comment Period: Members of the audience desiring to address the Commission may do so during this time. Public comments on items not already on the agenda will be accepted. No comments were made. Consent Agenda Items: Consent agenda items are considered to be routine and non-controversial by Commission Staff. Consent items will be considered first and may be approved by one motion if no member of the Commission or audience wishes to comment or ask questions. If comment or discussion is desired by anyone, the item will be removed from the consent agenda and will be considered in the listed sequence with an opportunity for any member of the public to address the Commission concerning the item before action is taken. Staff recommendations are shown in capital letters. 1. October 24, 2016 Regular Commission Meeting Minutes APPROVAL 2. Financial Statements for July through September 2016 APPROVAL 3. Cost of Living Allowance (COLA) - APPROVE a COLA of 1.76%, effective for the payroll period beginning January 8, ACTION: Commissioner Robinson moved for approval and Commissioner Shannon seconded. The Consent Agenda was unanimously approved as presented. Action/Information Items: 4. Amendment of First 5 Monterey County (F5MC) Policies, Article VIII, Section 8: Conflict of Interest Code Elliott Robinson, Finance/Personnel Committee Chair ACTION: a. Commissioner Robinson presented the proposed amendment to the F5MC Policies, Article VIII, Section 8: Conflict of Interest Code b. CONDUCTED Public Hearing Chair Salinas opened the Public Hearing. No comments were made. Chair Salinas closed the Public Hearing. c. ADOPTED the amendment of the F5MC Policies, Article VIII, Section 8: Conflict of Interest Code. Commissioner Robinson moved for approval and Commissioner Jimenez seconded. Page 1 of 3

2 5. Benefits Section Update for the F5MC Employee Handbook ITEM 1 ACTION: ADOPTED new Benefits Section for the F5MC Employee Handbook effective as of January 1, Annual F5MC Commission Organization: POSSIBLE ACTION: Appoint Commission Officers and Committee Members Joanna Jensen, Administrative Manager ACTION: Commissioner Jimenez made the motion, and the motion was seconded by Commissioner Valenzuela-Mumau. The Commission unanimously approved maintaining the existing 2016 appointments through April 2017 as noted in capital letters below. a. Election of Officers i. Chair - SIMÓN SALINAS ii. Vice-Chair - JULIE DREZNER iii. Secretary JOSEFINA SILVA b. Board Membership on Committees i. Standing Committees: 1. Executive Committee - OFFICERS (SIMÓN SALINAS, JULIE DREZNER, JOSEFINA SILVA) 2. Finance/Personnel Committee ELLIOTT ROBINSON (Committee Chair) ELSA JIMENEZ, and CHRIS SHANNON 3. Evaluation Advisory Committee - COMMISSIONER JULIE DREZNER (Committee Chair, COMMISSIONER VALENZUELA-MUMAU, KRISTA HANNI (Community Member), and JULIE ALTMAN (Community Member) ii. Ad Hoc Committees (as needed, none currently exist) 7. F5MC Commission and Committee Meeting Schedule for 2017 Joanna Jensen, Administrative Manager J. Jensen reviewed the proposed 2017 meeting schedule with the Commission. ACTION: Commissioner Valenzuela-Mumau moved for approval and Commissioner Shannon seconded. The 2017 meeting schedule was unanimously approved as presented. 8. Discuss Process for Public Employee Performance Evaluation: Executive Director Simón Salinas, Chair Commissioner Robinson, Chair of the Finance/Personnel Committee, reviewed the process for the Executive Director s performance evaluation. The Finance/Personnel Committee Chair will send out the evaluation tool, gather the other Commissioners input, and compile the information onto one sheet. The Commission will hold a closed session at the January Commission Meeting to review the compiled information. 9. Executive Director s Report - Francine Rodd, Executive Director a. Legislative Updates Jimmy Panetta was elected to the House and Kamala Harris was elected to the Senate. Both have expressed interest in supporting early care and education. In the next year, the House is expected to tackle the reauthorization of the Maternal, Infant, and Early Childhood Home Visiting (MIECHV) program and the Children s Health Insurance Program (CHIP). President-elect Trump has expressed plans to help reduce the cost of child care through tax deductions. F. Rodd handed out the Legislative Wrap-up provided by the First 5 Association, which summarizes the Bills that were signed and will become law. Page 2 of 3

3 ITEM 1 b. First 5 California Highlights F. Rodd, N. Alcaraz, and T. Hamai attended the First 5 California 2016 Child Health, Education, and Care Summit First 5 CA released new commercials replacing the words with instead of to on the commercials showing parent/child interaction. F. Rodd had spoken at a F5 meeting advocating for the change. Dual Language Pilot Esther Rubio had been on the committee representing Monterey County, but is no longer able to participate. If the committee continues, F. Rodd will look to Commissioners to suggest someone else to represent Monterey County. c. First 5 Association Highlights The First 5 Association is coordinating Advocacy Day in Sacramento on Tuesday, January 31, F. Rodd, N. Alcaraz and Colleen Beye from Jane Parker s office/children s Council are planning on attending. CCAEYC and United Way are organizing Advocacy Days in April. d. First 5 Monterey County Organization the Bright Beginnings Program Manager job announcement was released. The soft close is December 30, Please help spread the word. Finance and Contracts all regular Funded Partner s contract are fully executed. The Community Grant Making Application (CGM) for Integrated Service Collaboratives was released on November 7, Staff has begun holding individual technical assistance sessions and is working on an addendum to help clarify language of the CGM. A MAA/TCM workshop will be held on Wednesday, December 7, Kindergarten Readiness Assessment. An interesting question was raised at the Children s Council about whether the level of mastery is too high for what we are expecting incoming kindergartens to achieve. The standard used was for preschoolers exiting preschool at the 60 month timeline and there is currently no state standard of kindergarten readiness. A community dialog will likely be coordinated around this topic. The Go Kids annual Family, Friends & Neighbors recognition event took place with 70 plus attendees each night over two nights. Annie E. Casey There is an opportunity for three Monterey County funders to attend a Results Based Leadership training specifically for funders of Collective Impact mid to late F. Rodd is planning on applying and inviting other interested funders to attend. Adjournment: Chair Salinas adjourned the meeting at 10:15 a.m. Page 3 of 3

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5 FIRST 5 MONTEREY COUNTY BOARD BRIEFER MEETING: January 23, 2017 Regular Commission Meeting AGENDA ITEM: 2 SUBJECT: Selection of First 5 Monterey County Auditor for the FY 2016/17 POSSIBLE ACTION: APPROVE selection of Brown Armstrong Accountancy Corporation as the independent auditor to conduct the annual audit for fiscal year ending June 30, 2017, as recommended by the Finance/Personnel Committee at its meeting on January 17, 2017, in an amount not to exceed $18,500. Recusals: None SUMMARY/DISCUSSION: F5MC is required to conduct an audit on or before October 15 th of each year, for the preceding year s financial results. F5MC is also required to adopt the audit in a public hearing and then submit the audited financial statements to the State Commission and the State Controller by November 1 of each year. Article IV, Section 5 of the Purchasing and Procurement Policy allows for an informal process to procure the services with a single vendor in the same fiscal year, if the total purchase price does not exceed $25k. The Informal Selection Process was posted on F5MC s website and mailed out to twenty audit firms in October Four proposals and two declines were received. On January 17, 2017, the F5MC Finance/Personnel Committee, performing the role of an Audit Committee, reviewed the proposals and recommended the engagement of Brown Armstrong Accountancy Corporation for the FY 2016/17 audit. FINANCIAL IMPLICATIONS: If the selection is approved, the negotiated fee for the FY16/17 audit of $18,500 will be included in the FY 2017/18 budget. The FY 2016/17 budget includes the expense of $18,725 for the FY15/16 audit. Kerstine Town, Controller Page 1 of 1

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7 FIRST 5 MONTEREY COUNTY BOARD BRIEFER MEETING: January 23, 2017 Regular Commission Meeting SUBJECT: Medi-Cal Administrative Activities Revenue AGENDA ITEM: 4 POSSIBLE ACTION: APPROVE a method of managing future Funded Partner reimbursements from the California Medi-Cal Administrative Activities (MAA) program. Commissioner Recusals: Jamie Valenzuela-Mumau and Chris Shannon SUMMARY/DISCUSSION: F5MC s new Strategic Plan Framework includes three overarching Strategic Priorities. Strategic Priority 1, Diversify and increase funding for early childhood development, focuses on growing the funding available for future programs and grants. One way of fulfilling this Priority will involve the strategic and intentional use of the MAA program, which allows organizations and agencies using public dollars [e.g. Certified Public Expenditures (CPE)] to seek reimbursements from the Federal government. As we move forward with the new Strategic Plan and funding Integrated Service Collaboratives, we will be requiring all Funded Partners to seek reimbursements for services that are eligible MAA activities. With the support of HealthReach, MAA billing consultants, we are able to estimate that a yearly reimbursement in the range of $24,000 to $35,000 is possible for a grant of approximately $400,000. Based on this estimate, and the $2.3 million per year budget for Integrated Service Collaboratives, the annual gross reimbursement could range from $120,000 to $175,000. Over the four-year grant cycle, total gross reimbursements could range from $480,000 to $700,000. At this time, actual reimbursement amounts cannot be derived, as MAA reimbursements are provided retroactively and are based on actual services provided and invoiced. There is currently a lag time on reimbursements of about months. With the support of HealthReach, F5MC estimates annual expenses of $58,000 associated with hiring a.5 FTE staff person, consultation from HealthReach, and other associated expenses. The final estimated amount will depend on the Option choices made by the Funded Partners (one requires less technical assistance from F5MC) and the level of support provided by the Monterey County Health Department. If Funded Partners choose to bill for MAA without F5MC support, the costs of technical assistance and oversight would diminish. Through research and discussion with HealthReach, three possible options were presented at the January 17, 2017 Finance/Personnel Committee Meeting: 1) F5MC submits claims and receives all reimbursement; 2) F5MC submits claims and shares reimbursement; 3) Funded Partners submits claim and receives all reimbursement. The Committee reviewed the details of the three options and staff recommendations. The Committee recommended that the Funded Partner have the option to choose between Option 1 and Option 3. Option 3 will be available only to those Funded Partners who receive other MAA eligible CPE dollars and agree to the following: 1. To follow F5MC protocols, to be developed, to verify that MAA billing is occurring. Protocols will include a mandatory transition to Option 1 for Funded Partners who fail to bill and maximize MAA billing on F5MC funded services. 2. To have a justifiable calculation for % of MAA reimbursement that is attributable to F5MC funding.

8 3. To develop a plan for the use MAA reimbursement attributable to F5MC funding for services for children 0-5 and their families. The parameters outlined above will be revisited in two years and, if needed, adjusted to support Commission/community needs. FINANCIAL IMPLICATIONS: Based upon the financial estimates provided by HealthReach, it appears the expenses needed to administer the program will reap greater benefits to either F5MC and/or the Funded Partners than the time/expenses needed to bill. The amount needed for direct F5MC expenses will vary depending on the choice of administration structure for the MAA reimbursements. Oscar Flores, Programs Manager Page 2 of 2