SIERRA COUNTY CHILDREN AND FAMILIES COMMISSION
MINUTES OF THE REGULAR MEETING
FRIDAY, OCTOBER 26, 2018
The Sierra County Children and Families Commission met on Friday, October 26, 2018, at 9:30 A.M. in the First 5 Sierra Office, 701 Main Street, Loyalton, California, led by Mary Wright, Chairperson.
Mary Wright led the Flag Salute.
Present: James Beard, Shanna Anseth, Laurie Marsh, Mary Wright, Anne Reugebrink, Andrea Ceresola White
Staff Members Present: Allison Smith, Executive Director; Kelly Norton Champion, Business Manager
APPROVAL OF AGENDA
Ms. Marsh moved to approve the agenda, Ms. Reugebrink seconded the motion, and the agenda was unanimously approved.
There was no public comment.
Ms. Allison Smith reviewed the Director’s Report submitted which included the Audit and Reporting, Fall Preschool & Programs, Focus on Strengthening Families, IMPACT Grant updates and First 5 Association Network Meeting.
Business Manager Report
Revenue & Expenditure Report – August 16, 2018 to October 15, 2018: The Commission reviewed the report. Ms. Champion included a staff payroll report. Ms. Champion explained that payroll appears on the report as a single total, and does not show the breakdown between staff. This is due to the manner in which Quickbooks software records the payroll when direct deposit is utilized. The Commission had no questions.
Budget Review–Administrative Ratio – August 16, 2018 to October 15, 2018: Ms. Champion noted that the Administrative Ratio is currently 43%, the target Administrative Ratio for the year is 27%. She noted that the ratio will decline through the year as program dollars are expended. There were no questions.
Bank Reconciliation Review – August, September 2018: Commissioners reviewed the Bank Reconciliations for August and September 2018. There were no questions.
General Journal Review: Ms. Champion discussed the General Journal entries made in the past two months. There were no questions.
Andrea White updated the Commission that there are currently two preschoolers who are receiving speech therapy services through the Special Education program at SPJUSD. Speech therapy is provided to the children by pulling them out of preschool at Sierra Kids. Mary Wright distributed a list of the 0-5 population on the east side of the County. She is considering starting a story time program using Mother Goose, an evidence-based program.
APPROVAL OF MINUTES
Approval of Regular Meeting Minutes of August 24, 2018
Ms. Marsh moved to approve the minutes of August 24, 2018, as presented, Ms. White seconded the motion and the minutes were unanimously approved.
Approval of Strategic Planning Session Minutes of September 28, 2018
Ms. Anseth moved to approve the minutes of September 28, 2018, as presented, Ms. White seconded the motion and the minutes were unanimously approved.
Budget Revisions – Authorize Budget Revisions to Balance 2018-2019 Budget
There were no budget revisions. No action taken.
Public Hearing: SCCFC Annual Report June 30, 2018
Ms. Wright opened the Public Hearing at 10:20 A.M. Hearing no comment Ms. Wright closed the Public Hearing at 10:21 A.M.
Adopt SCCFC Annual Report to CCFC as of June 30, 2018
Commissioners discussed the SCCFC Annual Report for 2017-2018 as presented by the Executive Director. Ms. Marsh moved to adopt the SCCFC Annual Report to CCFC. Mr. Beard seconded the motion and the motion carried unanimously.
Public Hearing: SCCFC Annual Audit June 30, 2018, Review Findings
The purpose of the Public Hearing is to hear public comments on the findings reported in the Sierra County Children and Families Commission Annual Audit as of June 30, 2018. Ms. Wright opened the Public Hearing at 10:40 A.M.
Commissioners discussed the single Finding of Lack of Segregation of Duties. Ms. Smith reminded the Commission that the auditor stated this finding will be ongoing given the size of the administrative office staff. Ms. Smith stated that she and Ms. Champion, the Business Manager, had adopted all recommendations from the June 30, 2017 audit as protocol for the 2017-2018 fiscal year. The auditor had one follow up recommendation that the administrative staff should consistently document their procedures with dated signatures. Ms. Smith stated that she and Ms. Champion would adopt the recommendation immediately as protocol. There were no public comments and Ms. Wright closed the Public Hearing at 10:44 A.M.
Public Hearing: SCCFC Annual Audit June 30, 2018
Ms. Wright opened the Public Hearing at 10:45 A.M. Hearing no comment Ms. Wright closed the Public hearing at 10:46 A.M.
Adopt SCCFC Annual Audit June 30, 2018
Ms. Smith presented the SCCFC Annual Audit for 2017-2018. Ms. Smith discussed that the auditors had not updated the evaluation cost from last year. In addition, she noted that the set of numbers representing the breakdown of program and administrative costs is different in two places. Ms. Smith stated that she would discuss both of these issues with the auditor. Mr. Beard moved to adopt the SCCFC Annual Audit for 2017-2018 with the updated evaluation cost and the updated breakdown of program and administration costs. Ms. Anseth seconded the motion and the motion carried unanimously.
First 5 Sierra Local Evaluation Report 2017-2018
Ms. Smith discussed the highlights of the First 5 Sierra Local Evaluation Report. Ms. Wright requested that the second sentence on page 5 be shortened for clarity. Mr. Beard moved to adopt the First 5 Sierra Local Evaluation Report 2017-2018, with the amended sentence. Ms. Reugebrink seconded the motion and the motion carried unanimously.
Approve Payment to Sierra County Office of Education for Share of Cost in Paving School Parking Lot Utilized by Sierra Kids Child Development Center
Discussion was held in regards to First 5 Sierra’s payment to SCOE. First 5 Sierra utilizes the space for the Sierra Kids Center building rent-free and Sierra Kids is allocated a specific area and number of parking spaces in the lot from the school district. The rental agreement stipulates that the school district will be responsible for the parking lot and First 5 will be responsible for the sidewalk. Commissioners felt that it was fair to contribute monies for our portion of the repaving of the parking lot, as we have utilized the space for almost 10 years now and we are in a good faith relationship with the school district. The First 5/Sierra Kids portion of the lot cost approximately $37-38K to pave. Discussion was held around contributing the portion of funds First 5 Sierra has set aside for annual deferred maintenance projects, $25,000, as an appropriate amount. Ms. Anseth made a motion to make a payment to Sierra County Office of Education in the amount of $25,000. Ms. Marsh seconded the motion and the motion carried unanimously.
Strategic Planning Session – SWOT Analysis and Discussion of Future Priorities
Ms. Smith engaged Commissioners in an exercise to elicit perspectives on First 5 Sierra’s Strengths, Weaknesses, Opportunities and Threats.
The next regular meeting of the SCCFC is scheduled to be held on Friday, January 25, 2019, at 9:30 A.M. in the First 5 Sierra office, located at 701 Main Street, Loyalton, California.
Ms. Anseth moved to adjourn the meeting, Mr. Beard seconded the motion and with unanimous vote the meeting adjourned at 12:10 P.M.
Submitted by: Allison Smith, Executive Director