minutes 5/22/20

SIERRA COUNTY CHILDREN AND FAMILIES COMMISSION

MINUTES OF THE SPECIAL MEETING

VIRTUAL MEETING

FRIDAY, MAY 22, 2020 * 9:30 A.M.

As authorized by Governor Newsom’s Executive Order, N-25-20, dated March 12, 2020, the meeting will be held via teleconferencing with members of the Commission attending from separate remote locations.  The meeting will be conducted virtually, accessible on the internet or by telephone. Members of the public will be able to join the webcast (instructions below) and shall have the right to observe and offer public comment.  This altered format is in observance of the recommendation by local officials that certain precautions be taken, including social distancing, to address the threat of COVID-19.

The Sierra County Children and Families Commission met on Friday, May 22, 2020,

at 9:30 A.M. via videoconferencing through Zoom, led by Vice Chairperson Anne Reugebrink.

The meeting was called to order at 9:40 A.M. by Vice Chairperson Anne Reugebrink.

FLAG SALUTE

Anne Reugebrink led the Flag Salute.

ROLL CALL

Present: James Beard, Laurie Marsh, Anne Reugebrink, Andrea Ceresola White

Absent: Mary Wright, Shanna Anseth

Staff Members Present:

Allison Smith, Executive Director

Kelly Champion, Business Manager

APPROVAL OF AGENDA

Ms. Marsh moved to approve the agenda, Mr. Beard seconded the motion, and the agenda was unanimously approved.

PUBLIC COMMENT

There was no public comment.

REPORTS

Director’s Update

Ms. Smith updated the Commission on the Emergency Fund, COVID Parent Support and Mask Distribution, New Music Together Program, Preschool Update, IMPACT/QCC RFA, Home Visiting RFA and the upcoming Kinder RoundUp, as delineated in the Director’s Report.

Business Manager Report

Expenditure Detail Report –January 15, 2020 to March 11, 2020 and March 12, 2020 to May 15, 2020: The Commission reviewed the reports. The Commission had no questions.

Bank Reconciliation Review – January 31, 2020; February 29, 2020; March 31, 2020; April 30, 2020: Commissioners reviewed the four Bank Reconciliations. There were no questions.


Budget v. Actual Report – July 1, 2019 to May 15, 2020: The Commission reviewed the report. Ms. Champion noted that we are on track with spending for most all line items. The Commission had no questions.

Budget Review–Administrative Ratio – July 1, 2019 to May 15, 2020: Ms. Champion noted that the Administrative Ratio is currently 30%, the target Administrative Ratio for the year is 25%. She noted that the ratio will decline through the next month as final invoices are paid. There were no questions.

General Journal Review – March 11, 2020 and May 15, 2020: Ms. Champion reviewed the Journal entries. There were no questions.

Commissioner Report

There were no Commissioner Reports.

APPROVAL OF MINUTES

Approval of Regular Meeting Minutes of January 24, 2020

Mr. Beard moved to approve the minutes of January 24, 2020, as presented. Ms. Marsh seconded the motion and the minutes were unanimously approved.

Approval of Special Meeting Minutes of April 14, 2020

Mr. Beard moved to approve the minutes of April 14, 2020, as presented. Ms. Marsh seconded the motion and the minutes were unanimously approved.

NEW BUSINESS

Budget Revisions – Authorize Budget Revisions to Balance 2019-2020 Budget

Ms. Marsh moved to approve the Budget Revisions. Mr. Beard seconded the motion and the motion carried unanimously.

Authorize Summer Preschool for the 2020 Summer

Ms. Smith noted that the COVID-19 situation may affect Sierra Kids’ ability to hold preschool during the summer weeks, but that it was uncertain at this time, due to the changing conditions on re-opening. The situation will be monitored by Ms. Smith. No action was taken and this item was tabled until the next meeting.

Public Hearing: CCFC 2018-2019 Annual Report to the State of California

Ms. Reugebrink opened the Public Hearing at 10:30AM. As there was no public in attendance, the Public Hearing was closed at 10:31AM.

Adopt the CCFC 2018-2019 Annual Report to the State of California

Mr. Beard moved to adopt the CCFC 2018-2019 Annual Report to the State of California. Ms. White seconded the motion and the motion carried unanimously.

Public Hearing: Review SCCFC Strategic Plan 2019-2022

Ms. Reugebrink opened the Public Hearing at 10:36AM. As there was no public in attendance, the Public Hearing was closed at 10:36AM.


Adopt SCCFC Strategic Plan 2019-2022

Ms. Smith noted that the upcoming RFAs for QCC IMPACT, Home Visiting, and Workforce Development, along with the ACES Aware grant application, are all supporting First 5 Sierra to move further in the direction of the new Strategic Plan. Mr. Beard moved to adopt the SCCFC Strategic Plan 2019-2022. Ms. White seconded the motion and the motion carried unanimously.

Discussion Item: Preliminary Budget 2020-2021

Ms. Norton presented the second version of the Preliminary Budget for 2020-2021. She noted that an expected increased revenue through the awarding of the QCC IMPACT grant. She raised the issue of including a COLA for Director and Business Manager, as both positions have been at the same pay rate for the past four and three years, respectively. She raised the question of budgeting annually for COLAs s for our three contracts that fund operational costs. Ms. Marsh stated she feels it is more appropriate for the contracted agencies to request and provide justification any increased costs.

Personnel – Raise for Business Manager

Mr. Beard discussed the letter written by Ms. Champion requesting a raise in pay rate to similar of the former Business Manager and noted that Ms. Champion has been performing for several years at a high level. He noted that the Commission was likely remiss in maintaining her salary at close to her starting level for the past three years. Mr. Beard moved to approve a raise in pay rate for Business Manager to the same as previous Business Manager’s rate of $37/hour. Ms. Marsh seconded the motion and the motion carried unanimously.

OLD BUSINESS

Establish Discretionary Emergency Funding for Families Affected by COVID19

Ms. Smith discussed that she has notified both Sierra County Social Services and the Family Resource Center about the availability of funds to support families experiencing financial difficulties. Both agencies responded that they will notify First 5 Sierra if they have a family in need that they are unable to serve through their regular funding channels. No funds have yet been expended, but Commissioners discussed that the fund should be included in the upcoming 2020-2021 budget, as the impact of the COVID-19 situation on families continues to be uncertain.

Temporary Change to Check Signature Process due to COVID19 — Allow for single signer with check approval by Commissioner

Commissioners report they feel the current temporary procedure of emailing the check list to all Commissioners, with at least one Commissioner responding with an approval email, is functioning. Policy will be ongoing until restrictions on gathering are lifted by Sierra County Public Health.

Temporary Change to Preschool Attendance Policy – Increase allowable absences with home-preschool support during Shelter-in-Place Order

Mr. Beard discussed that Commission’s policy should follow that of CDE. Ms. White noted that CDE is allowing the schools to claim attendance for all enrolled students during this time and that Commission’s policy does follow suit. Ms. Smith noted that providers agreed to continue to support parents with weekly preschool activity packets and that we will follow up to request a copy of the preschool packets and documentation of families who are receiving them.

Increase Staff Time to allow for COVID19 Response and IMPACT/QCC and Workforce Development Grant Writing

Ms. Smith discussed that the work involved with responding to the Covid-19 crisis, as well as the time involved with writing the IMPACT/QCC RFA and the upcoming Workforce Development and Home Visiting grants has increased her workload significantly. She noted that as of May 15th she has accrued 81.5 hours beyond the annual ED hourly contract. Ms. Smith expects remainder of the year to exceed regular hours with the writing of the Workforce Development and the Home Visiting grants, both due in June, but will try to mitigate any excess through taking time off at the end of this fiscal year.

ADVANCED PLANNING

The next regular meeting of the SCCFC is scheduled to be held on Friday, June 26, 2020, at 9:30 A.M., location TBD.

ADJOURNMENT

Mr. Beard moved to adjourn the meeting, Ms. Marsh seconded the motion and with unanimous vote the meeting adjourned at 11:42 A.M.

Submitted by: Allison Smith, Executive Director

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