ac minutes fy1516 07 - santa clara county, california · melody kinney was absent ... could not...

MINUTES 1. The meeting was called to order by Chair, Christine Hagion Rzepka, at 12:10 pm. Committee

members in attendance were Elizabeth Shivell, Nora Manchester, Ann Whyte, Penny Blake, Chris-tine Hagion Rzepka, and Dave Shuster. SSA Staff Shawn Witaschek, Alfredo Nevius and Jackie Howe, as well as CAC Coordinator Becky Manchester Aidlberg were also present. Melody Kinney was absent.

2. There were no public comments. 3. The minutes from June’s Allocations Committee Meeting were approved. (Motion: Ann Whyte;

Second: Nora Manchester; Approved: all) 4. Consider actions related to fiscal and administrative reports from the SSA (Alfredo Nevius and

Shawn Witaschek) A. Report on currently-funded agencies: The committee reviewed the funded agency re-

port. Shawn reported that he is still awaiting June invoices but expects them to be sim-ilar to the estimates. The committee thanked Shawn for improvements and additional detail added to the funded agency report.

B. Discussion of Noncompliant agencies & Corrective Action: The reporting and invoicing of four programs were reviewed by the committee. None of the four programs are be-ing funded in FY 2016. A more detailed analysis of the programs will be available in August or September in the year-end report. The committee will work with SSA to bet-ter train and track the new funded agencies and will put a process in place to take cor-rective action when a program is not meeting expectations. SSA will schedule a train-ing with the new funded agencies in the fall. Jackie reported that Carla’s staff and Al-fredo will receive training on the new state reporting system.

i. YWCA: There are questions about what communities were served. More infor-mation will be available in the year-end report.

ii. Catholic Charities (Strengthening Families): Outreach to the Vietnamese com-munity was not successful.

iii. Sacred Heart: Their reports may not be accurate. SSA will analyze and report back.

iv. ARCC: Could not verify that any clients completed the classes because no iden-tifiers were used on the pre and post tests so they couldn’t be matched to one another. They did not make any improvements to reporting even after the site visit.

5. Discuss / Approve Allocations Committee Business A. Update on Universal Intake Form: Jackie reported that the she had discussed the issue

of gender reporting with the State and notified the State that Santa Clara County would be including “other” in addition to “female” and “male” as gender identifiers on reporting documents. At this time, the State will not require gender reporting. Jack-ie suggested to the State that it work with its contractor (who is designing new report-ing software) to include “other” as one of the options. Christine reported that she had revised the Universal Intake Form with changes suggested at previous meetings. The committee approved the revised Universal Intake Form with the following changes: (Motion: Penny; Second: Ann; Approved: all)

i. On pages 1 and 2, delete the second line of the footer which should just read, “This form must remain in each client’s file.”

ii. On page 3, add “One page per child.” Allocations Committee Meeting Minutes - July 2015 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - July 9, 2015 -- 12:00 P.M.

333 West Julian Street, San Jose - Treasury Room, 2nd Floor

iii. One page 3, add gender “identity” and “other” B. Review FY 2015-16 Funded Agencies Contracts: Alfredo reported that the Board of

Supervisors had approved the FY 2016 funded agency contracts at the June 23rd Board of Supervisors meeting. The committee asked Becky to add the program infor-mation and contracts to the website.

C. GTF Handbook Subcommittee report: Liz Shivell reported that the GTF subcommittee had a productive meeting. The next meeting is July 28th at Legal Aid.

D. Review procedures and corrective actions for non-compliant agencies i. Discussion of Corrective Action Tracker: The committee discussed actions it

should take when a program is not in compliance with their contract. The com-mittee will continue discussion on this item at the next meeting after complet-ing additional research. Alfredo will try to locate and present SSA’s corrective action form. Jackie will locate and report back on an OCM corrective action process. Penny suggests the committee’s tracker be consistent with existing corrective action forms and policies but that the steps not specifically be part of the Standard Operating Procedures. The committee’s initial thoughts on the steps that should be taken included:

1. Verbal Warning (documented) 2. Follow-up letter (a short time period after the verbal warning document-

ing the required changes) 3. If no correction is made, meet with them to come up with a plan to im-

prove performance/compliance and a timeline 4. If performance/compliance does not improve, terminate the contract.

E. Revisions to Committee Standard Operating Procedures: Christine presented pro-posed revisions to the committee’s standard operating procedures. The committee discussed the document and voted to approve the revisions to the Standard Operat-ing Procedures. (Motion: Nora; Second: Liz; Approved: all). Revisions included:

i. “g” - remove language in parenthesis ii. added language on page 1 regarding the ultimate responsibility of OCM to

monitor funded agency contracts iii. added language (“n”) regarding the preparation of an annual report at the con-

clusion of the contract year iv. remove proposed language about “committee procedures for performance is-

sues with funded agencies.” F. Year-end data on performance of funded agencies, if data are available: A year-end

report will be available for review at the August or September meeting when the actu-al numbers are available.

6. Discuss Items for Future Agendas: Corrective action tracker, year-end report 7. Announcements: The committee thanked Christine Hagion Rzepka for her service as the Chair of

the Allocations Committee. The full Council will vote to appoint Elizabeth Shivell as the FY 2016 Allocation Committee Chair.

8. The meeting adjourned at 1:45pm. The next Allocations Committee meeting is August 6, 2015.

The minutes were taken and submitted by CAC Coordinator, Becky Manchester Aidlberg, on July 26, 2015.

Allocations Committee Meeting Minutes - July 2015 Page � /� 2 2

MINUTES 1. Allocations Committee Chair Liz Shivell called the meeting to order at 12:04 pm. A quorum was

present. Members present were Liz Shivell, Christine Hagion Rzepka, Nora Manchester, Ann Whyte, Penelope Blake, and Melody Kinney. Member Dave Shuster was absent. SSA Staff Shawn Witasheck and Alfredo Nevius and CAC Coordinator, Becky Manchester Aidlberg were also present.

2. There were no public comments. 3. Consent Agenda

A. The minutes from July’s Allocations Committee Meeting were approved. (Motion: Nora; Second: Ann; Approved: all)

B. The Committee voted to receive and forward the FY 2014-15 Year-End Summary (pre-pared by SSA) to the Executive Committee (via email) and the full Council (in the Sep-tember meeting legislative file). The Committee furthermore reviewed the draft “An-nual Report of Agencies Funded” prepared by Christine Hagion Rzepka. The Commit-tee thanked Christine for the thorough report. The Committee voted to accept the Report pending revisions which must be provided to Christine by Friday, August 7th or as soon as possible. (Motion: Nora; 2nd: Penny; Approved: all) The Report will be emailed (once revised) to the Executive Committee and sent to the Clerk for inclusion in the September full Council meeting legislative file.

C. Report on currently-funded agencies: Shawn explained that reports for July are due by August 10th so no data was available for review at this meeting. The first report on cur-rently funded agencies will be presented at the September Allocations Committee meeting. Liz Shivell distributed a confidential contact list for the currently funded agencies.

4. Status Reports on Ongoing Projects A. GTF Handbook: Liz has prepared a few drafts of the handbook for review. The next

meeting of the GTF Handbook ad hoc committee is scheduled for August 20th at 2:00pm at Liz Shivell’s home. She asks that the ad hoc committee review and comment on the draft GTF handbook in advance of the meeting.

B. Best Practices: Liz volunteered to continue the work that Christine started on collecting examples of best practices. The current examples of best practices will be developed into training tools and presented at the agency trainings and posted on the website.

C. Familiarization with Agency Contracts: No discussion D. Program Description and Evaluation: The Committee asked Becky to complete brief

program summaries for each of the funded agencies including the populations served and components. The contracts and brief summaries of the program have been posted on the website.

E. Non Compliance Tracking: No discussion 5. New Business: No discussion 6. Items for Future Agendas: Fall Funded Agency Training (September Agenda) 7. There were no announcements. 8. The Allocations Committee meeting adjourned at 1:15pm. Th next Allocations Committee meet-

ing is September 3, 2015.

Allocations Committee Meeting Minutes - August 2015 Page � /� 1 1

Child Abuse Council of Santa Clara County Allocations Committee Meeting - August 6, 2015 -- 12:00 P.M.


MINUTES 1. The meeting was called to order at 12:15pm by Allocations Committee Chair Liz Shivell. Members

in attendance were Dave Shuster, Liz Shivell, Nora Manchester, and Penny Blake. SSA Staff Alfre-do Nevius, Carla Cisi, Jackie Howe and Shawn Witaschek were present as was CAC Coordinator Becky Manchester Aidlberg.

2. There were public comments. 3. The minutes from August’s Allocations Committee Meeting were approved. (Motion: Nora; Sec-

ond: Penny; Approved: all) 4. Report on currently-funded agencies: Shawn Witaschek reported that some agencies had not yet

submitted their August invoices (Bill Wilson Center, Community Solutions, and Rebekah Children’s Services). He also reported that Unity Care’s Imani program had submitted two $0 invoices (July and August). The committee discussed ways to improve contract compliance. There was a con-sensus that County Counsel should be consulted and perhaps present at the Funded Agency Training. The committee decided that Shawn would take the lead on communication with the agencies at this initial level of concern about compliance (i.e. late invoices). He will escalate to the Allocations committee when his necessary. SSA staff agreed to meet following the Allocations Committee meeting regarding Unity Care concerns. The report on currently funded agencies was accepted. (Motion: Penny; Second: Nora; Approved: all)

5. Status Reports on Ongoing Projects A. GTF Handbook: Liz reported that that she had distributed the second draft of the

Grants Task Force handbook to the Grants Task Force subcommittee and that the sub-committee would discuss further at the next GTF meeting on October 15th at 2pm.

B. Best Practices: Liz reported that she had begun to do some research on best practices with an out-of-state county. She will report back at the next committee meeting.

C. Funded Agency Program Description Summary: The committee reviewed a draft sum-mary of the new funded agency programs and components. The committee agreed that they would use this summary each month along with the SSA program expendi-ture report. Committee members should remember to bring the summary with them each month. Liz suggested a column be added to the summary which states whether or not the program had been funded in the past funding cycle. Liz reported that she had heard the issue about the Council funding the same agencies each funding cycle raised at both the Executive Committee and full Council meetings, and that including this information on the summary would contribute to a spirit of transparency.

D. Fall Funded Agency Training: The committee decided that the training should be ten-tatively scheduled for December 3rd or 4th. Alfredo will check room availability for those dates and report back to the committee. The committee discussed the impor-tance of including the committee in the setting of the agenda for the training and agreed that the Chair should be present and participate at the training. The committee agreed that Shawn’s feedback on problem areas with the funded agency monthly and first quarterly reports will be critical in determining the content of the the training agenda. Alfredo discussed the importance of emphasizing the partnership between SSA and the CAC at the training. County Counsel will be invited to attend the training to speak on contract compliance issues.

6. Long Term Planning A. Committee Recruitment: Liz Shivell raised the issue of recruiting new members to the

committee to ensure the committee’s future. There was a consensus that this was a Allocations Committee Meeting Minutes — October 2015 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - Oct. 1, 2015 -- 12:00 P.M.


good idea. Liz explained that there was no need for Allocations Committee members to be members of the Child Abuse Council. The committee agreed that there would be a conflict in having a member of a funded agency serve as a voting member of the committee. The meetings are public, and the agencies are welcome to attend, howev-er. Types of prospective members the committee would like to target: representatives from outside of social services, members of academia, and individuals who are sophis-ticated at reading and analyzing “numbers.” The committee will make this a long term planning item. The committee agreed that prospective members should first be invited to attend an Allocations committee meeting before becoming a member of the com-mittee.

B. Committee Dynamics: No discussion C. Committee Handbook: No discussion D. Encouraging New Ideas: Liz reported that the committee should be open to new ideas

and new innovations and not stuck on doing things the way they have always been done. Liz cited Shawn’s new reports as an example of a new idea/innovation that has improved the Allocations committee. Liz believes that encouraging new members to join the committee will assist the committee in continually innovating and improving the way it does business.

7. New Business: None 8. Items for Future Agendas: Fall Funded Agency Training, New Member Recruitment, Requesting

information from agencies during the RFP process that reflects the state report (Shawn)

9. Announcements: Jackie Howe announced that the report to the state is due at the end of the month. They will be submitting the report online for the first time. The report does not require a sign off by CAC. SSA staff will make a report to the Allocations committee about this report at the December Allocations Committee meeting.

10. The meeting adjourned at 1:24pm. The next Allocations Committee meeting is scheduled for November 5, 2015.

The minutes were taken and submitted by CAC Coordinator Becky Manchester Aidlberg on October 5, 2015.

Allocations Committee Meeting Minutes — October 2015 Page � /� 2 2

FY 2015-16 Funded Agencies Program and Component Summary

Agency/ Program Name

Program Description Funded in previous cycle?

Target Population

Expenditure Comp 1 Comp 2 Comp 3 Comp 4

Bill Wilson Center - Fatherhood Works

Fathers learn how to care for their child, create a productive relationship with the child's mother and find resources to continue their education and/or enter the workforce.

N Families of at-risk children

$76,000CTF - $32,000

CAPIT - $44,000

Family Counseling/ Case Mgmt

Parent Education and Support


N/A

Bill Wilson Center - Parent-Child Interactive Therapy

Families participate in weekly sessions to improve family functioning, reduce stress, and learn healthy disciplinary techniques.

Y Families of at-risk children

$70,000CTF - $30,000

CAPIT - $40,000



N/A N/A

Bill Wilson Center - Transition-Age Parenting Youth

Comprehensive services for homeless youth ages 18-24, including young single parents and their children.

Y Transition-age parents

$75,000CTF - $35,640

CAPIT - $39,360


Home Visits Family Counseling/ Case Management

N/A

Catholic Charities - Baby Steps

In-home parent/child attachment and parenting support to pregnant women and infants, particularly those who have been impacted by the criminal justice system.

Y High risk pregnant women and children ages 0-3

$70,000CAPIT - $70,000

Home Visits Family Counseling/ Case Mgmt


N/A

Community Health Awareness Council - Child Abuse Prevention

Provides low-income and at-risk Latino families with skilled counseling, case management, support, and education to help families get their lives back on track.

Y Spanish-speaking parents

$43,000CTF - $17,710KP - $25,290




N/A

�1

Community Solutions - Solutions to Violence

Trauma-informed counseling for families at risk for child abuse and neglect not covered by Medical, home visitation and case management for 35 individuals, and 40 group sessions for children and youth.

N Families at risk of child abuse

$35,000CTF - $25,000

CAPIT - $10,000



Family Counseling/ Case Management


Family & Children Services - Building Nurturing Families

Group sessions for parents/guardians and children to replace negative relationship patterns with new cycles of empathy and nurturing.


$43,000CTF - $33,000

CAPIT - $10,000



Outreach/ Public Awareness

N/A

International Children Assistance Network - Happy 5 Early Childhood Education

Assist Vietnamese immigrant parents develop positive parenting skills and learn about child development.

Y Vietnamese caregivers of children 0-5

$70,000CTF - $10,000

CAPIT - $60,000


Media N/A N/A

Parents Helping Parents - Child Abuse Prevention Program

Services to children with special needs and their parents in Spanish, English and Vietnamese.

Y Parents and caregivers of children with special needs

$43,000CAPIT - $43,000



Day/Child Care

N/A

Rebekah Children's Services - Healthy Families Parenting Program

Evidence-based, secondary prevention workshops that teach positive parenting skills in Spanish and English to parents with multiple risk factors for child abuse and family violence.

Y Families at-risk of child abuse in District 1

$65,000CAPIT - $65,000


Day/Child Care


N/A



Target Population


�2

San Jose Grail Family Services - Birth and Beyond Family Empowerment Program

Parenting workshops, case management, and child enrichment programs in Spanish and English to increase knowledge about child development, promote positive interactions between parents and children, and set realistic family goals.

Y Parents of children 0-5, and their children (Spanish and English)

$65,000CAPIT - $65,000



Day/Child Care

N/A

Unity Care - Imani Village

Family counseling and case management services to families with at-risk middle and high school age children.

N At-risk children and their families

$75,000CTF - $50,000

CAPIT - $25,000

Family Counseling and Support

Family Counseling and Support

Home Visits

N/A

Unity Care - Nurturing Parents

Parenting education and support for parents formerly in foster care or juvenile justice, or who have been homeless, abused alcohol or drugs, or have disabilities.


$70,000 CTF - $20,000CAPIT $50,000


Home Visits N/A N/A



Target Population


�3

MINUTES 1. The meeting was called to order by Penny Blake at 12:06pm. A quorum was present. Members in

attendance were Penny Blake, Ann Whyte and Nora Manchester. Chair, Liz Shivell and Melody Kinney were absent. Also present were SSA Staff Shawn Witaschek and Alfredo Nevius, CAC Treasurer Stacy Castle and CAC Coordinator Becky Manchester. Dave Shuster has resigned from the committee. Christine Hagion-Rzepka has been removed from the roster (but will remain on the distribution list) as she is not currently able to attend committee meetings.

2. There were no public comments. 3. Minutes

A. There was no meeting in November. The minutes from the October Allocations Com-mittee meeting were approved. (Motion: Nora Manchester; Second: Ann Whyte; Ap-proved: all)

4. Status Reports on Ongoing Projects A. Report on currently-funded agencies: Shawn Witaschek presented the Program Ex-

penditure Reports for September and October 2015. Shawn reported that several agencies do not submit their invoices and reports on time, and must be continually reminded. He reported that he had received all invoices for October but not all of the reports. Of particular concern are the Unity Care “Nurturing Parents” and Family & Children Services “Building Nurturing Families” programs which are out of compliance with their contracts. Shawn reported that the following actions had been taken with regard to these two programs:

i. Formal letters had been sent to both agencies notifying them that they are out of compliance with their contracts and requesting that they submit a corrective action plan. Shawn reported that County Counsel reviewed the letters and Bob Menicocci signed them.

ii. Both agencies responded with Corrective Action Plans that have yet to be re-viewed. Shawn will review the plans with Jorge Montes and Alfredo Nevius.

The committee discussed their concerns with the lack of performance by both agencies and a timeline and strategy for encouraging the programs to come back into compliance. The committee also discussed what future actions should be taken if these programs do not per-form. The committee requested that SSA include the Allocations Committee in the review of the Corrective Action Plans and decisions about actions that should be taken. Shawn will email the notification letters and corrective action plans to the Allocations Committee for review and Becky will email the contracts to the committee for review. Alfredo reported that he will priori-tize monitoring Unity Care and Family & Children Services. The committee decided on the fol-lowing actions (Motion: Nora Manchester; Second: Ann Whyte; Approved: all):

1. Reschedule the January 7th meeting for January 14th so the committee can review the December funded agency reports (in particular, the reports from Unity Care and Family & Children Services) which are due by January 10th.

2. Send a letter to Unity Care and Family & Children Services from the Allocations Committee requesting that they: 1. Submit their invoices, report, and 2nd quarterly report by January 10th. 2. Attend the February 4th Allocations meeting to discuss their reports, perfor-

mance and corrective action plans. 3. At the January 14th Allocations Committee meeting, the committee will:

Allocations Committee Meeting Minutes - December 2015 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - Dec. 3, 2015 -- 12:00 P.M.


1. Review and discuss the contracts, 2nd quarterly reports, corrective action plans, and monitoring plan of Unity Care and Family & Children Services.

2. Plan the agenda for the February 4th meeting with Unity Care and Family & Children Services.

B. First Quarter Reports: Included in 4A C. Fall Funded Agency Training: The committee reviewed the agenda for the Mandatory

Funded Agency Training scheduled for Monday, December 7th at the SSA Auditorium. Stacy Castle will attend the training and present the “Role of the Child Abuse Council” agenda item. Ann Whyte and Penny Blake will also attend a portion of the training. Shawn and Alfredo will present the bulk of the training program. They will provide handouts to the attendees. All attendees will be asked to sign in. If any agencies do not attend, they will be required to schedule a one-on-one training with SSA at a later date. The Allocations Committee approved the agenda for the Funded Agency Train-ing. (Motion: Nora Manchester; Second: Ann Whyte; Approved: all)

D. GTF Handbook: There was no report from the Grants Task Force Handbook Subcom-mittee as Liz Shivell was not present. Penny will contact Liz to schedule the upcoming Grants Task Force Handbook meetings. The committee discussed several improve-ments it would like to see as part of the next RFP process including:

i. Fee for Service contracts ii. Fewer programs funded for greater impact. Shawn added that the workload

with 13 funded agencies is greater than what one Analyst can manage. iii. The Task Force should be made aware of past performance problems for any of

the applying agencies. iv. The Allocations Committee requests that the full Council discuss its funding

priorities for the next funding cycle (preferably at the retreat) E. Best Practices: No discussion

5. Long Term Planning A. Committee Recruitment: No discussion B. Committee Dynamics: The committee decided that it should not cancel meetings even

if a quorum is not expected. The committee will meet in workshop mode in cases of no quorum.

C. Committee Handbook: No discussion D. Encouraging New Ideas: No discussion E. RFP questions that reflect state reporting data requests: See 4D

6. New Business: No discussion 7. Items for Future Agendas: January Meeting should be rescheduled from January 7th to January

14th to allow time to receive and review 2nd quarterly reports. Agenda: A. GTF Handbook B. Committee Recruiting C. Report on Funded Agency Training D. Unity Care/ Family & Children Services: Review Contracts, 2nd Quarterly Reports, Cor-

rective Action Plans, Monitoring E. February 4th agenda for meeting with Unity Care and Family & Children Services

8. There were no announcements. 9. The meeting adjourned at 1:20pm. The January meeting is rescheduled for January 14th, 2016.

The minutes were taken by CAC Coordinator Becky Manchester Aidlberg and submitted on December 3, 2015.

Allocations Committee Meeting Minutes - December 2015 Page � /� 2 2

MINUTES 1. The meeting was called to order by Chair, Elizabeth Shivell at noon. A quorum was present.

Committee members present: Elizabeth Shivell, Penny Blake, Stacy Castle, Nora Manchester, Ann Whyte, and Melody Kinney. Others present: Alfredo Nevius, Shawn Witaschek, Jackie Howe, Christine Hagion Rzepka, and Becky Manchester Aidlberg.

2. Public Comments: Jackie Howe announced that Jana Rickerson has been appointed the new As-sistant Director of DFCS.

3. Consent Agenda A. The minutes from December’s Allocations Committee Meeting were approved. (Mo-

tion: Nora Manchester; Second: Stacy Castle; Approved: all) 4. Discuss/Approve Allocations Committee Business

A. Report on Currently-Funded Agencies: The committee reviewed the funded agency spreadsheets. In addition to concerns about Unity Care and Family & Children Services (addressed below), Shawn noted his concern about Community Solutions. Community Solutions has been submitting inconsistent report numbers. He’s asked Community Solutions to resubmit their invoices back to July. He hopes there isn’t an underlying programmatic problem. He believes the inconsistent numbers may stem from a prob-lem in their understanding of how to use the reporting spreadsheet. If the problem is not resolved by the February meeting, he will send a corrective action request. Chris-tine suggests that Alfredo and Shawn conduct a site visit. Alfredo Nevius reported that he had met with Jorges Montes about the client served numbers. Some funded agencies are serving far more clients that anticipated which is good news. When con-tracts come up for renewal, SSA will adjust the clients served numbers upwards to re-flect the current year’s service numbers.

B. Performance of Unity Care/ Family & Children Services i. Review/Discuss Contracts, Notification Letter, Corrective Action Plan, and Moni-

toring Plan 1. The committee reviewed the contracts, corrective action plans and noti-

fication letters provided to both agencies. 1. The Allocations Committee sent Unity Care a letter requesting

that they submit their reports by January 10th and that they at-tend the February 4th Allocations Committee meeting to discuss the performance of their funded program. Unity Care did not submit their December report. They asked for an extension. Uni-ty Care will send a representative to the February 4th meeting, although it will not be the Program Manager, and the committee has not been informed yet of who that representative will be.

Allocations Committee Meeting Minutes - January 2016 Page � /� 1 3

Child Abuse Council of Santa Clara County Allocations Committee Meeting - January 14, 2016 -- Noon


The committee asked that the Coordinator send the agenda and a copy of prior correspondence to Unity Care in advance of the February 4th meeting. The committee should have the 2nd quarterly report from Unity Care by the February 4th meeting.

2. The Allocations Committee sent Family & Children Services a letter requesting that they submit their reports by January 10th and that they attend the February 4th Allocations Committee meeting to discuss the performance of their funded program. Family and Children Services responded immediately to the let-ter that they would be present at the February 4th meeting to report. Their November report shows they served 1/2 the num-ber of clients that they are contracted to provide services for. It appears that Family and Children Services is making an effort to come into compliance with the contract.

3. The meeting went into an executive session. The result of the closed session was that the Chair, Liz Shivell was authorized by the committee to investigate legal matters related to the funded agencies and will write a letter on behalf of the committee with the results of that investigation, and if appropriate, direct County Counsel or SSA to take further action.

C. Agenda for February 4th meeting with Unity Care and Family & Children Services: The committee requested that both agencies receive copies of the agenda and prior corre-spondence in advance of the meeting. The meeting will be an open and public meet-ing. The committee’s intent is to learn more about the challenges the funded agencies are having in complying with their contracts and to discuss ideas for making progress towards their goals. The committee will want to review their second quarterly reports, discuss progress towards their corrective action plans and understand the outlook for the remainder of the fiscal year.

D. Report on Fall Funded Agency Training: Shawn reported that the funded agency train-ing went well. All but one agency were present at the training. Christine requested that the committee review the evaluations.

E. FY 2016-17 Work Plan: The committee discussed the process and timeline for com-pleting their work plan for the next fiscal year. At the annual retreat in February, the full Council will determine three or four global goals. Committees will then need to adjust their work plans to reflect any work their committees need to do in pursuit of those goals. The Allocations committee does not expect their work plan to be impacted greatly by the goals of the February retreat, so they began reviewing the current year’s work plan and determining changes that should be made for the next fiscal year. Of particular concern is the fact that in 2017, the committee may need to conduct a community needs assessment per CAPIT funding requirements. The FY 16-17 work plan should reflect this objective and the committee will need to explore how a com-mittee of volunteers can complete this task, which requires significant hours and exper-tise. The committee discussed the need to budget significant dollars to hire a contrac-tor to complete these services (perhaps $20,000, although the number is not clear) or to begin discussing with DFCS the possibility that a DFCS staff person be designated


to conduct this study. The committee will continue to explore both the requirements of CAPIT funding in regard to the needs assessment and options for completing what CAPIT requires. The committee asked the Coordinator to draft some language for the FY 2016-17 work plan which the committee can review and revise at the February 4th meeting.

F. GTF Handbook Subcommittee Report: The committee discussed several improve-ments that should take place in future GTF years:

i. The GTF should have access to and review a list of programs and agencies that have been defunded.

ii. The GTF should have access to and review reports on how the agencies per-formed in previous funding years.

G. Committee Recruitment: No discussion 5. The meeting adjourned at 1:30 pm. The next Allocations Committee meeting is scheduled for

February 4, 2016.

The minutes were taken by CAC Coordinator, Becky Manchester Aidlberg and submitted on January 20, 2016.


MINUTES 1. The meeting was called to order at 12:06pm by Allocations Committee Chair, Elizabeth Shivell. A

quorum was present. Committee members in attendance were Liz Shivell, Stacy Castle, Melody Kinney, Nora Manchester, and Ann Whyte. Randall Ramirez from Unity Care’s Nurturing Parents Program and Jill Howard from Family & Children Services were present. SSA Staff present includ-ed Jorge Montes, Jackie Howe, Shawn Witaschek, and Alfredo Nevius. CAC Coordinator, Becky Manchester Aidlberg was also present.

2. There were no public comments. 3. The minutes from January’s Allocations Committee meeting were approved. (Motion: Nora Man-

chester; Second: Stacy Castle; Approved: all) 4. Discuss/Approve Allocations Committee Business

A. Presentation by Unity Care on Nurturing Parents Program: Randall Ramirez from Unity Care attended the meeting and discussed challenges the Nurturing Parents Program has faced this fiscal year. He explained that the program is an evidence-based model combining parenting classes and home visits. They serve foster youth who no longer have linkage to child welfare. He reported that the program was not meeting its com-ponent goals because 1) there was a delay in getting the staff to the Nurturing Parents Program required training, and then there was a delay in identifying youth who would benefit from the program. In regard to progress being made towards the program goals, Randall Ramirez explained that two staff have now attended the 3-day training, and they have launched the program with two overlapping cohorts (one in English and one in Spanish). One cohort started in January and the next one will start in March. There are 18 parents and 10 children in the English-speaking program, and 20 parents and 15 children in the Spanish-speaking cohort. He expects that they will meet their annual goal within this final six-month period, and he expects to meet all of the correc-tive action plan milestones. He reported that they will begin the home visit component of the program in February.

B. Presentation by Family & Children Services: Jill Howard from Family & Children ex-plained that the Building Nurturing Families program provides 12-week parenting classes that teach positive discipline and developmental milestones. They offer case management services as well. Parents come voluntarily. Classes are offered in the community — not at the agency. Jill reported that the primary challenges in meeting the contract goals were in finding locations to hold the classes and in doing outreach to prospective clients. They previously contracted with DFCS to provide the Building Nurturing Families program, but DFCS provided the clients and the sites. As of Jan-uary 12th, they began a 12-week program in English and one in Spanish. Each has 12 adults enrolled and 16-18 children. Jill noted that providing food for families enrolled in the program is helpful, since the programs take place after school and work, but CAC funding prohibits spending funding on food. Their program doesn’t have a home visit component. Jill explained that invoices and reports have been late because she doesn’t oversee the finance department and is not able to force them to submit on time.

C. After the representatives from the agencies left the room, the committee and SSA staff discussed next steps. The following issues were raised:

i. Is there a process for terminating the contracts if the agencies do not meet their corrective plans and/or contracts?

Allocations Committee Meeting Minutes - February 2016 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - February 4, 2016 -- Noon


ii. There was a consensus that the committee needs to closely monitor both agen-cies on a monthly basis, referring back to the particulars of the corrective action plans and contracts. Documentation and communication with the agencies is essential.

iii. There was a discussion about what happens to the money if an agency’s con-tract is terminated. There seemed to be a consensus that the CAC with SSA would have to launch an RFP to allocate any freed-up funds.

iv. More research is needed on the corrective action follow up plans and contract termination process.

v. Some attendees felt that once a contract is in place, it’s better to do what you can to support the agency in meeting their goals, than to sever the contract.

vi. There was some discussion about what the contracts state in terms of due dates for reports and invoices (10th of the month versus 10th working day). There was agreement that this should be clarified on future contracts.

D. Report on Currently-Funded Agencies i. Community Solutions: Shawn Witaschek reported that Community Solutions

appears to be on track to meet its numbers. The discrepancies on their reports appear to be related to technical difficulties in understanding and using the spreadsheets. Shawn has provided guidance to the agency on completing the reports.

E. Review Draft FY 16/17 Allocations Committee Work Plan i. Community Needs Assessment Vendor: This item was deferred until the March

meeting. F. GTF Handbook Subcommittee Report: This item will be covered at the March Alloca-

tions Committee meeting. G. Committee Recruitment: No report

5. Announcements: Stacy Castle announced that the Public Awareness Committee, as part of the Blue Ribbon Campaign in April would like to provide “kits” of prevention materials to the funded agencies.

6. The meeting adjourned at 1:35pm. The next Allocations Committee meeting is scheduled for March 3, 2016.

The minutes were taken by CAC Coordinator Becky Manchester Aidlberg and submitted on February 23, 2016.

Allocations Committee Meeting Minutes - February 2016 Page � /� 2 2

MINUTES 1. The meeting was called to order at 12:06 p.m. by Chair, Elizabeth Shivell. Allocations Committee

members present were: Elizabeth Shivell, Nora Manchester, Penny Blake, and Ann Whyte. SSA Staff Alfredo Nevius and Shawn Witaschek were present, as was CAC Coordinator Becky Man-chester Aidlberg.

2. There were no public comments. 3. Consent Agenda

A. The minutes for February’s Allocations Committee meeting were approved. (Motion: Ann Whyte; Second: Nora Manchester; Approved: all)

4. Discuss/Approve Allocations Committee Business A. Report on Currently-Funded Agencies: Shawn presented the Program Expenditure

Data for January 31, 2016 and noted: i. Unity Care/Nurturing Parents Program: Component 2 (home visits) was sched-

uled to serve 12 children and 12 adults in Q1 with an additional 30 children and 30 adults in Q3. The Unity Care NP Corrective Action Plan calls for a staff mem-ber to be trained for home visits by January, and 24 home visits done by 6/30/16.

ii. Unity Care Imani: Follow up need on Component 3. Shawn has reached out and will report back.

iii. Family & Children Services: Appears to be ramping up nicely. iv. Community Solutions: One month behind in invoices and reports. No basis for

a corrective action plan at this point but the situation needs to be monitored closely.

B. Review Draft FY 16/17 Allocations Committee Work Plan: The committee reviewed and revised the draft Allocations committee work plan and budget. The revised work plan and budget are attached to the minutes.

i. Community Needs Assessment Vendor: The committee concluded that there was no requirement on the part of the Allocations Committee to conduct a community needs assessment, so the idea of budgeting for a contractor was decided against. The committee did feel that it needed to coordinate more closely with the OCAP liaison, Jackie Howe. At the April meeting, the commit-tee would like to ask Jackie to:

1. Provide an update on SIP/OCAP 2. Clarify the requirement of “getting input from the community” and how

that will be carried out in advance of the next RFP 3. Propose a timeline for the next two years so the committee is on track

to develop priorities and RFP Jackie was not present at the meeting. Liz will email Jackie and ask her to come prepared to speak on these items at the April Allocations meeting. Becky will ensure this topic is placed on the agenda.

C. GTF Handbook Subcommittee Report: Liz Shivell reviewed the draft of the Grants Task Force handbook and the committee discussed specific wording revisions (which Liz noted and general ideas which include the following:

i. Is this a recruiting document or a handbook? There was a consensus that the Allocations committee needed to create an overview document for recruiting

Allocations Committee Meeting Minutes - March 2016 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - March 3, 2016 -- Noon


potential GTF members and a more specific handbook that assists the GTF ex-ecute their responsibilities.

ii. Time commitment needs to be more explicit iii. Critical functions of the GTF need to be elaborated on and in bullet form iv. Include timeline v. The GTF needs to be provided with more specific feedback (perhaps an official

report by the Allocations Committee) on the past performance of funded agen-cies, any wage theft issues, pending lawsuits, etc

vi. CAC by-laws need to be revised to be consistent with GTF process.

5. There were no announcements.

6. The meeting adjourned at 1:25 p.m. The next Allocations Meeting is scheduled for April 7, 2016.

The minutes were taken by CAC Coordinator Becky Manchester Aidlberg and were submitted on March 19, 2016.

Allocations Committee Meeting Minutes - March 2016 Page � /� 2 2

Goals and Objectives Proposed Activities Timeline Personnel Sub-committee

Budget

1 Monitor and renew currently-funded agency contracts.

• Provide mandatory yearly training for funded agencies. • Monitor contract compliance by reviewing monthly reports and

conducting site monitoring visits. • Identify and notify agencies of contract non-compliance issues and

initiate follow-up actions as appropriate. • Conduct yearly evaluation of funded agencies and client satisfaction

activities.

Ongoing SSA Support staff and Allocations Committee

$0

2 Continually improve funding cycle milestones including: the formation of funding priorities based on an assessment of community needs (Year B), the Request for Proposal (RFP) release (Year C), the formation of a qualified and prepared Grants Task Force (Year C), and ultimately, to select and recommend for funding (to the BOS) qualified child abuse prevention programs.

FY 2016-17 is “Year B” in the funding cycle. • Work with SSA to determine requirements in relation to a community

needs assessment. • Monitor the progress of SSA towards a written report summarizing the

needs of the community. • Set quarterly meetings with SSA OCAP representative to monitor

progress toward SIP goals. • Review funded agency evaluation/outcome and client satisfaction

data, analyze results (per agency and as a group) and produce findings.

• Determine the funding priorities for the next funding cycle. • Work with County Counsel and SSA to prepare the RFP and make

recommendations for changes to next funding cycle contracts.

Ongoing throughout the year

Allocations Committee, SSA, Support staff

$5,000

Child Abuse Council Work Plan and Budget FY 2016 - 2017 Allocations Committee Page !/!1 2

Child Abuse Council of Santa Clara County FY 2016/17 Allocations Committee Work Plan and Budget

Committee Chair: Elizabeth Shivell Date Updated: March 3, 2016

Committee Purpose: To make funding recommendations to the Santa Clara County Board of Supervisors for the allocation of state monies received from AB 1733 and Children's Trust Fund (AB 2994) for the prevention of child abuse.

3 Maintain Effective Allocations Committee

• Conduct monthly Allocations Committee meetings. • Recruit new members as necessary. • Conduct in-service training and updates on funding issues,

contracting, and collaborative service opportunities, priority service needs planning activities.

• Formulate Standard Operating Procedures (SOP) for responsibilities of the Allocations Committee.

• Expenditures for miscellaneous expenses including but not limited to postage, mileage, copying, and office supplies

On-going through the year

Allocations Committee

$500

Total $5,500

Goals and Objectives Proposed Activities Timeline Personnel Sub-committee

Budget

Child Abuse Council Work Plan and Budget FY 2016 - 2017 Allocations Committee Page !/!2 2

MINUTES 1. The meeting was called to order by Allocations Committee Chair, Liz Shivell. Committee mem-

bers in attendance were Liz Shivell, Nora Manchester and Stacy Castle. SSA Staff Alfredo Nevius and Shawn Witaschek were also present, as was CAC Coordinator Becky Manchester Aidlberg. Melody Kinney indicated via email that she has a work conflict and will no longer be able to at-tend Allocations Committee meetings on a regular basis. Penny Blake and Ann Whyte were ab-sent.

2. There were no public comments. 3. The consent agenda was approved. (Motion: Nora Manchester; Second: Stacy Castle; Approved:

all) A. Approve Minutes from March’s Allocations Committee Meeting B. Review Notes from April’s Workshop

4. Discuss/Approve Allocations Committee Business A. Allocations Committee Chair for FY 16/17: Liz Shivell announced at the April Executive

Committee meeting that she would be stepping down as Allocations Committee Chair. She reported at the Allocations Committee meeting that she would be willing to stay on if no else was willing to step up to chair the committee. Stacy Castle indicated that she would be willing to chair the committee if Liz indeed wanted to step down. Liz in-dicated she did want to step down. The Allocations committee decided to recom-mend Stacy Castle as the Allocations Committee Chair for FY 2016-17. (Motion: Nora Manchester; Second: Liz Shivell; Approved: all) The committee members discussed the importance of recruiting new members onto the committee.

B. Report on SIP: Jackie Howe was not present to report. The committee expressed con-cern that they were approaching the end of the fiscal year and had not yet had a quar-terly SIP oversight meeting. Liz will send an email to Jackie to formally request that she attend an upcoming Allocations Committee meeting and present on the SIP or at the very least make a written report to the committee.

C. Report on Currently-Funded Agencies: The committee reviewed the Program Expendi-ture Report prepared by Shawn Witaschek. Stacy asked that Shawn add a “cumulative clients served” column. Shawn agreed.

i. Unity Care/Nurturing Parents Program: The committee discussed some con-cerns that have been raised by the County regarding Unity Care as a provider of services. The committee discussed its role in seeking more information as it applies to the future of CAC’s contract with Unity Care. The committee decid-ed to take two actions: (Motion: Nora Manchester; Second: Stacy Castle; Ap-proved: all)

Allocations Committee Meeting Minutes - May 2016 Page � /� 1 2

Child Abuse Council of Santa Clara County Allocations Committee Meeting - May 5, 2016 -- Noon 333 West Julian Street, San Jose - Treasury Room, 2nd Floor

1. Write a letter to Jorge Montes to request clarity on the status of the County placing minors in Unity Care placements.

2. Make a CPRA request to County Counsel for any public documents in relation to Unity Care’s provision of services to youth in Santa Clara County.

ii. Family & Children Services: Shawn reported that the clients served numbers have increased.

iii. Community Solutions: Shawn reported that the clients served numbers have increased.

D. GTF Handbook Subcommittee Report: Liz reported that she would work with Penny and Ann to finalize an overview document about the Grants Task Force by the end of the fiscal year.

5. New Business: No discussion. 6. Items for Future Agendas: SIP Report by Jackie Howe 7. Shawn Witaschek announced that he had requested a transfer to another County department and

was awaiting word. 8. The meeting adjourned at 1:05 pm. The next Allocations Committee meeting is scheduled for

June 2, 2016.

The minutes were taken by CAC Coordinator Becky Manchester Aidlberg and submitted on May 5, 2016.

Allocations Committee Meeting Minutes - May 2016 Page � /� 2 2

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