Camden County Workforce Investment Board

Minutes

Systems Performance Committee Meeting

February 5, 2010

8:30 AM

Present:  Bob Weil, Connor Strong, Chairman; Paul Toepel, Holman Automotive; Terri Ballard, CCWIB Staff; Janice Bryant, CCOS; Sherriea Gorden, CCWIB Staff; Kathleen Mayfield, CCOS Operator; Barbara Pape, CCOS; Theo Primas, CCWIB Staff; Jeffrey Swartz, CCWIB Executive Director.

Absent:  Ellen Crain, Susquehanna Bank; Carla Janoff, Careers USA; Dale Keith, SCUCS.

Chairman Weil opened the meeting and thanked all for attending.  Barb Pape began by updating members on the Master Budget and the Funding Summaries.  She stated that both TANF and GAFS funds are underspent and the potential loss of funds could be $75,000 from GA and $100,000 from TANF by June 30 if we do not re-obligate.  Kathy explained that many providers put in budgets that are overstated and are not able to draw down for reimbursement.

There was some discussion on WFNJ Case Management money.  The State continues to appropriate this level of funds even though we have not been able to completely use it in the past.  This year, we have used more than last year with a $182,000 balance available compared to last year’s $200,000.  Jeff Swartz asked if we could hire a case manager to use the money and was told that they need to be certified, which takes time.  There also is no guarantee that the money will be there in subsequent years after the person is hired.  He suggested that he, Kathy Mayfield and Jim Rhoades get together to discuss the issue.

The discussion turned to Literacy which will be totally expended.  Kathy told the Committee that the Learning Link dollars will be cut.  Youth Programs will be fully expended with the balance funding ARRA programs.  Under ARRA funding they are concerned with Bulk Training dollars, as we are not sure what the State will do in the future.  Under General Employment & Training (includes dislocated worker), we have obligated more dollars in the 1^st 6 months than ever before.

Kathy told the committee about funding we received in December for a Disability Program Navigator position.  Unfortunately, the notice came in December and had to be cashed out in December.  The position is currently being paid through TANF funds. The requirements for the position are very detailed and they have someone in mind who is certified and has been working in a back up position.  This position will run training programs for staff as well as duties already being performed.

The committee was given the update on each contract on the Contract Analysis Summary.  There were issues with certain contracts related to insufficient cost reimbursement as well as benchmarks being met.

To address these issues, Fiscal staff recommended that letters go out to the following:

Ø  Genesis & Welcome NJ concerning their performance issues.

Ø  Camden County Health Services Center, Camden County OEO, and The Work Group to address cost reimbursement.

Ø  Genesis CWEP, Welcome NJ (Youth), and Hispanic Family Center (CWEP) addressing low enrollment.

Because there are no outstanding issues with Camden County College (CWEP), Camden County OEO (Open Entry CWEP), Image & Attitude (Clothing Services) and KRA Corp (CWEP), they will receive a letter to determine if they are able to service additional slots.

In each letter, providers are given 14 days to respond back to Kathy Mayfield concerning their particular issue, and must include appropriate documentation.  The Committee agreed that the letters should be sent.

The upcoming RFP was discussed.  Theo Primas will be holding 2 “think tank” meetings this month with One Stop partners to offer suggestions for the RFP.   Theo has also sent out a short survey to all training providers asking for their feedback on challenges they have had regarding benchmarks, etc.  These surveys are due back February 5, 2010.  Using the suggestions from the meetings and surveys, he will then develop the RFP, present it to the Committee and then it will go to County Counsel.

Kathy informed the Committee that Competitive Contracting has come back again and that RFP’s are not allowed for WorkFirst dollars.  We will need to address the procedure of going out for bids and we will get guidance from County Counsel.

Theo gave the Committee his Monitoring report (see attached).  He explained the Quarterly Performance Report that is used to give referrals to providers.  Other counties withhold dollars, we withhold referrals.  According to the information received from MIS, all providers will receive unlimited referrals for the next quarter.  There was some discussion on the validity of the information sent by MIS.  Using Camden County College Corporate as an example, MIS showed that they had only 3 enrolled, yet they have sent vouchers for payment in excess of 100 enrollees.  Bob Weil asked that the committee receive a report of the actual amount that was paid out through vouchers and that these discrepancies are addressed.

In closing, Jeff Swartz stated that there is much uncertainty with regards to the upcoming state budget with the new administration.  He suggested that in going forward, we should put our new budget together assuming a 20% reduction in funding from the state.  We will be looking for additional funding from other sources.

Bob Weil stated that there might be further cuts even into the next year, and that we should continue to pursue efficiencies wherever possible.

The meeting was adjourned at 10:20 am.

Respectfully submitted,

Terri Ballard

 _______________________________________________________________________________________________ 

SYSTEMS PERFORMANCE COMMITTEE
MINUTES
November 20, 2009
 PRESENT:
Bob Weil, Connor Strong, Chair
Ellen Crain, Susquehanna Bank
Dale Keith, SCUS, Inc.
 STAFF:
Janice Bryant, CC Fiscal Agent
Sherriea Gorden, CCWIB
Kathleen Mayfield, CC Fiscal Agent
Barbara Pape, CC Fiscal Agent
Theo Primas, CCWIB
Jeffrey S. Swartz, CCWIB
 Welcome
 Bob Weil welcomed attendees and thanked outgoing Chair, Carla Janoff for her years of service and indicated as the newly appointed Committee Chair he has been asked to consider ways to impact improving service delivery.  Bob asked members to consider the task at hand for discussion at the next meeting.
 Jeff Swartz thanked the One-Stop Fiscal staff for their detailed reporting enabling members to clearly comprehend the allocations and spending.  Kathy indicated that it took a lot of staff time to expand the budget when initially requested to do so, however, she has found that staff realize the benefits of the current reporting.  Kathy added that the One-Stop and Resource Center are 100% self sustained. 
 July 1, 2009-June 30, 2010 master budget review- barb pape
 §  The fiscal agent indicated the cost allocation plan is based on the number of participants.
§  The (WDP) Workforce Development Partnership Program Notice of Obligation is pending.
§  The American Recovery and Reinvestment Act (ARRA) funding for the Summer Youth program balance will be used to transition youth into training or unsubsidized employment.  Currently nine of the original thirteen seasonal staff hired is still employed.  It is expected that attrition will reduce this number to five. 
§  The One-Stop Operator also indicated we must remain cognizant of potential state funding cuts in the future.  For sure the ARRA funding, which is slated as a one-time infusion will be lost and while the (GA) General Assistance funding was nearly doubled this year, it is uncertain what funding will look like in the future.  Kathy added that the face of the GA population is changing due to economic downturn, those without children who lose their jobs are being faced with loss of housing and depleted unemployment insurance. 
 program evaluator report
 

• Training Providers
  

• Monitoring for PY 2009
  

• RFP’s
  

• ITA Vendor Quarterly Performance
  

• Perkins (Career and Technical Education) Grant
  

• Demand Occupation Exception Approvals