Northern Area Local Workforce Development Board

Executive Committee
Minutes

January 18, 2008

NALWDB Conference Room
Santa Fe, New Mexico

Members Present: Robert Anaya, Carlos Gonzales, Moise Medina, Joseph Rodman, Sandy Sandoval

Members Absent: Lou Baker, Vince Howell

Others Present: Jerry A. Gaussoin, Executive Director, Patrick Colvin, Planning & Adult Program Manager,   Sara Jones, Office Manager; Margaret Garduno, Data and Performance Coordinator; Adrian Ortiz, Planning and Youth Program Manager. Alan Richardson, SER Jobs for Progress;  Alex Martinez, SER Jobs for Progress; Dennis Arnold, SER Jobs for Progress;  Rick Sandoval, Zlotnick, Laws & Sandoval; Lois Johnson, Department of Workforce Solutions (DWS);  Charles Pacheco, DWS; Jeff Barela, DWS.

1. Roll Call and Agenda.  Chair Anaya called the meeting to order at 10:18 a.m.  Roll call by the recording secretary indicated the presence of a quorum.
   
   Mr. Gonzales made a motion to approve the Agenda as presented; seconded by Mr. Medina. Motion passed by unanimous voice vote.
   
   
2. Minutes of November 16, 2007. Chair Anaya asked if there were any corrections or additions to the Minutes of November 16, 2007. Hearing none, he called for the motion to approve the Minutes of the November 16, 2007 Executive Committee Meeting as presented to the Committee. Mr. Rodman made a motion to approve the minutes as presented; seconded by Mr. Gonzales. Motion passed by unanimous voice vote.
   
   
3. Chair's Report. Chair Anaya discussed the roles of the CEO's in the Board Member Appointment process. He expressed concern that the CEO's may not fully understand the responsibilities and liabilities of the local governments under the Workforce Investment Act (WIA) Legislation. He stated he would like to see the Board develop a comprehensive communication plan to build and improve relations with the CEO's.
   
   Chair Anaya explained that he would like to arrange a meeting with DWS to discuss their legislative agenda for the upcoming NM Legislative session beginning January 15, 2008. He would like NALWD Board Members to attend the sessions where DWS will be communicating with the legislature.
   
   
4. Executive Director's Report. Mr. Gaussoin reported the following
   
   Audits
   The PY 2005 Audit has been reviewed and approved by the Office of the State Auditor. The NALWDB will transmit the PY 2005 audit to DWS as soon as it is released by the Office of the Stale Auditor. The Kardas firm started the PY 2006 audit on December 3, 2006 and expects to have it ready to be submitted to the State Auditor before January 31,2008.
   
   Department of Workforce Solutions (DWS) Fiscal Review
   The NALWDB response to the DWS fiscal review was submitted within the deadline of November 27,2007. The response included full documentation for the credit card charges for PY 06; as well as draft policies for use of Agency cell phones, the Agency credit card; and a revision to the Agency Reimbursement policy for expenses associated with the Board. The response is under review by DWS, and to date DWS has not responded.
   
   Chair Anaya reported that he had a conversation with DWS Deputy Secretary Ray Gonzales regarding the NAL WDB fiscal review. He made it clear to Mr. Gonzales that the NAL WD Board and staff has every intention of being in compliance with Federal and State rules and regulations, however he expressed his concern with the way the review was conducted and that whether or not the review process is consistent across the State. Mr. Gonzales assured him that he will assess the current fiscal review methodology and will direct the DWS to facilitate a process that is uniform.
   
   Department of Workforce Solutions (DWS) Administrative Review
   DWS has responded to the NAL WDB Corrective Action Plan submitted for the August 2007 Administrative Review. There are three (3) unresolved Findings. These include: Finding 1: the NALWDB and DWS have not established a co-located One Stop facility in Santa Fe. This finding is presently under study by the One Stop Committee and should be resolved by July 2008; Finding 2: the NALWDB needs to update MOU's with mandatory partners. This finding is presently under study by the One Stop Committee and should be resolved shortly; and Finding 3: the NALWDB needs to formalize several policies, including the Agency Cell Phone policy; the Agency credit card policy; a Service Provider Contract Modification policy; and a revised Reimbursement for Authorized Expenses policy. Staff will submit drafts of these policies to the Rules Committee for review, necessary revision, and recommendation to the Board for approval when a Rules Chairman is appointed.
   
   Chair Anaya informed the Board he has asked Board Member Ralph Vigil to Chair the Rules Committee and Mr. Vigil has agreed.
   
   NALWDB Cost Allocation Plan
   The federally required NAL WDB Cost Allocation Plan was submitted to the Department of Workforce Solutions on December 6, 2007; in advance of the DWS established deadline of December 7, 2007. The NALWDB Fiscal Agent and staff will implement procedures and policies that will insure that the NAL WDB is in compliance with the Plan and will implement a review of the Plan and procedures at the 3rd Quarter to insure that the Plan is being implemented. DWS acknowledged receipt of the Plan and has notified the NALWDB that it will implement monitoring of the procedures and policies within the Program Year to insure necessary compliance.
   
   NALWDB One Stop Business Plans and Local Area Plans
   DWS correspondence has indicated that while DWS implements internal operations integration and a system-wide workforce service integration plan Local One Stop Business Plans and Local Area Plans previously approved will be reviewed and may require revision at a later date to include the to-be developed DWS plans. NALWDB will await instructions from DWS for these two Plans.
   
   PY 08-09 Funding
   DWS communications of January 8, 2008 indicated that DWS received preliminary information from the USDOL regarding the unexpended balances in PY05 and PY06 as of June 30, 2007. Also, funding for FY07 and FY08 will also be impacted. DWS was to participate in a conference call on January 14, 2008 with the USDOL to secure more information and will provide preliminary information as soon as it becomes available. Overall it is expected that PY 08-09 (July 1, 2008 thru June 30, 2009) will have reductions in available formula funding. DWS has indicated that they will provide preliminary numbers in March 2008.
   
   Mr. Gaussoin stated that a conference call between the local boards and DWS to discuss WIA funding was held yesterday (January 17, 2008.) He said it appears that the unexpended funds are a result of the Navajo Nation failing to utilize their WIA funds and that the State has no control over that money. In addition, DWS Deputy Secretary Gonzales recently met with James Jimenez (Governor's Office) to follow up on the DWS's request for additional State funding. That request has been denied.
   
   Chair Anaya led a discussion with the Board regarding the funding situation. He suggested that the DWS and the four local boards contact the northern congressional delegation to, at a minimum, advise them of the implications the funding cuts might have on serving the workforce population in New Mexico. He requested that DWS provide the boards with specific (bulleted) information regarding the funding rescission He also requested NAL WDB staff to organize a conference call with the other local boards for further discussion regarding funding issues.
   
   Lois Johnson, Director of DWS Workforce Transition Services reported that a state-wide integration meeting was held last week to move forward on the One-Stop co-location process. She said that DWS is pleased with the results coming out of the Northern Board but that lack of funding will require considerable coordination and collaboration
   
   Service Provider Training
   It was arranged with Workforce Solutions that DWS staff would provide VOSS and other data reporting training on December 17, 2007 to Adult and Dislocated Worker Service Provider staff. Additionally, NALWDB staff followed the DWS training by conducting Performance Measures related training on January 11, 2008 to Youth Service Provider staff. These training were implemented as a first step towards the establishment of better communications and the provision of technical assistance to the NAL WDB Service Providers to insure that the NALWDB meets or exceeds the USDOL established Performance Measures.
   
   PYO5/FY06 Close Out
   The NAL WDB Fiscal Agent completed the submittal of the PY05IFY06 Special Funding Awards Close-Out Package. This Close-Out includes the 10% and 25% awards the NAL WDB received. All of these funds were expended on the various NAL WDB sponsored targeted projects; including the original summer initiative coordinated with the New Mexico Department of Labor.
   
   
5. Financial Report: NAL WDB Fiscal Agent Rick Sandoval of Zlotnick, Laws & Sandoval, LLC presented a summary of allocated funds and expenditures for the six months ending December 31,2007. He is currently working on PY 2005 close-outs.
   
   
6. Committee Reports:
   
   
   1. One Stop Committee Report.
      In the absence of One Stop Committee Chair, Lou Baker, Planning and Budget Chair, Sandy Sandoval gave the following One Stop Committee Report:
      
      The Department of Workforce Solutions (DWS) has taken a number of steps to assist the four local boards in the process of integrating DWS Wagner-Peyser staff into WIA One Stop centers. The effort is being headed by Lois Johnson, DWS Workforce Transition Services Director.
      
      
      1. In a letter to Chairman Anaya dated 12/18/07, Ms. Johnson announced a moratorium on One Stop Certifications until a major DWS One Stop Integration effort has had time to proceed.
      2. On January 10, 2008, DWS met with the four local boards and partner agencies in a statewide kickoff of the Integration effort.
      3. On January 15, 2008, Ms. Johnson attended the NALWDB One Stop Committee meeting which is heading up the Northern Board's side of the Integration effort.

      As a result of the January 10th DWS Integration Session a consensus plan was brought back to the One Stop Committee for discussion on how to proceed with co-location of WIA One Stops and DWS field offices. The Committee discussed the plan with Ms. Johnson and other DWS representatives present at the meeting, made some changes and added provisions as needed, and will pass the plan on to the Executive Committee for information and feedback to the Committee.

      The draft plan recommended by the One Stop Committee is as follows. This item was initially set for Executive Committee action but has been downgraded to information only at this time.

      Workshop participants from the Northern Area were asked to make suggestions that might be workable in terms of co-location. With the Northern Board committed to a policy of having a One Stop presence in all ten counties, a consensus plan was reported back to the NALWDB One Stop Committee on January 15, 2008. With DWS staff present for the discussion, the Committee adopted the following plan for Board consideration.

      • Espanola: Move the SER One Stop into the DWS office by March 1, 2008 if possible.
        
        
      • Raton: Stay co-located but find a new location. A new facility has been found by DWS. NALWDB staff will contact the new landlord and find out if the new facility can be downsized if/when budget constraints so dictate. This move needs to be as soon as possible, by February 1, 2008 if possible.
        
        
      • Taos: Stay co-located at DWS offices.
        
        
      • Los Alamos: Maintain itinerant services and encourage DWS to do the same.
        
        
      • Mora: Maintain itinerant services and encourage DWS to do the same.
        
        
      • Grants: DWS reports that space is available at the current DWS office for colocation of the One Stop staff. It appears that current One Stop offices will not accommodate DWS staff. DWS and SER will look into a SER move to DWS offices as of July 1, 2008.
        
        
      • Gallup: Since DWS offices are too small to house the One Stop staff, One Stop offices will be looked at to see if they can accommodate DWS. If neither space works for co- location, NAL WDB staff will work with NAL WDB Gallup board members to find a new location. Co-location is planned for July 1, 2008. SER and DWS will provide a report back to the One Stop Committee by March 1, 2008.
        
        
      • Las Vegas: It appears that neither facility in Las Vegas will work for a combined DWS/One Stop location. The plan is for DWS staff to research facilities in Las Vegas, with SER, and provide a recommendation to NALWB by March 1,2008.
        
        
      • Farmington: Current DWS offices are too small for co-location. The One Stop Committee has recommended that NAL WDB staff contact the President of San Juan College to discuss a reconfiguration of the current One Stop, possibly with a larger role for NAL WDB in the management of the center. It is currently more of a business park with each tenant responsible for their own independent operation. The new configuration would need to accommodate DWS staff who would be relocated. For a long range option, SERlNALWDB staff will contact Farmington city and county governments to find out if a new facility can be constructed or renovated, in cooperation with DWS selling/trading/expanding their current property. Maintain the existing situation until a solution is found.
        
        
      • Santa Fe: (1) Explore an interim solution through improvements to the DWS office on De Vargas. This requires NALWDB staff contacting the State General Services Department to bring that agency back into the discussion about De Vargas. (2) Operate out of two offices until then. (3) Find a new facility for colocation of both DWS and WIA staff. Look into the possibility of establishing the One Stop at SER offices on Cerrillos Road, an option that would take about a year at a minimum.

   Two Office Plan: Until co-location is achieved in any community, a plan is being developed to help assure that the same services are provided out of both locations. DWS and WIA staff will be co-stationed at both locations and cross-trained. Two options for site ~upervision are being presented for discussion:

   • Option 1: The SER One Stop Manager coordinates service delivery decisions with the DWS on-site manger, as called for in the current MOU (for offices already colocated); or
     
   • Option 2: The Board enters into an agreement with DWS for the Board-designated One-Stop Manager to functionally supervise both DWS and WIA offices. DWS is working out site supervision provisions with its union, AFSCME, on this option.

   The One Stop Committee recommends the latter of these two options.

   Leasing: The Northern Board will begin serving as landlord for One Stops, a role formerly held by the One Stop operator, as each lease is implemented. Staff will look into potential liability to the Board; cost; and when the transition needs to be made.

   Chair Anaya stated he wants the Executive Committee and the Board to fully understand how each of these recommendations was reached, the points of disagreement, etc. Mr. Sandoval explained that the intention of the One-Stop committee is to fully research all of the issues before making a recommendation.

   One Stop Memorandums of Understanding (MOU's) were also discussed at the One Stop Committee Meeting. Mr. Colvin reported that three of the mandated One-Stop agencies have not signed the One Stop MOU's. He explained that the One Stop Co-location Plan is not far enough along for some of the agencies to feel comfortable about signing agreements. The Committee has directed staff to draft a One-Stop MOU that contains language that is less specific and more general. They asked for a document that the agencies can sign now but may be subject to change as the process evolves.

   After discussion, Mr. Sandoval made a motion to approve the report as presented, seconded by Mr. Rodman. Motion passed by unanimous voice vote.

   2. Performance and Marketing Report
      In the absence of Performance and Marketing Chair, Vince Howell, Margaret Garduno reported that the NALWDB is currently failing three (3) youth performance measures. Voss data correction in is in progress where applicable.
      
      She also reported that the NALWDB PY '06 Community Report has been completed and sufficient copies with cover letters will be given to Board Members to distribute to their respective CEO's.
      
      
   3. Youth Council Report.
      Youth Council Chair, Joe Rodman reported the following:
      
      
      • A draft of the Youth RFP has been completed and submitted to the Executive Director for review. Once finalized the Youth Council will be convened to approve the RFP content.
        
        
      • Next meeting for the Youth Council will be in February to set the schedule the 'sequence for RFP announcement and submission.
        
        
      • Youth Providers are working to see that enrollment activity is completed by the end of third quarter.
        
        
      • Department of Workforce Solutions announced that the State would see a $258,000 reduction in state-wide youth funds in PY-2008.
        
        
      • Youth Providers completed VOSS training on January 11, 2008 and have requested that training in VOSS be ongoing. 

   Mr. Gonzales made a motion to approve the Youth Council report, seconded by Mr. Medina. Motion passed by unanimous voice vote.

   4. Rules Committee Report.
      No current report.
      
      
7. Board Items
   
   
   1. Committee Assignments
      Committee Assignments. An outline of the current Board Committee structure was presented. Chair Anaya stated that a review of the current committee members is being reviewed for possible reassignments as the Board moves forward.
      
      
8. Public Comment
   
   
   1. Comments from SER.
      SER Santa Fe Jobs for Progress Executive Director, Alex Martinez reported that he is excited about the new spirit of cooperation and communication between DWS, NALWDB and its providers. As a result, the number of clients being served is improving and will continue to improve as the focus shifts from job placement to training. He reported his staff is striving to improve client documentation and customer service. In addition, his staff will be undergoing orientation to WagnerPeyser.
      
      Mr. Martinez noted that operational costs limit the dollars available for actual training and therefore he is analyzing his administrative functions to assure they can comply with DWS's rule that requires them to allot 60% of their funding award towards client services.
      
      
9. Next Meeting Date and Adjournment. The next Executive Committee meeting will be Thursday, March 14th, 2008 in Santa Fe. Mr. Gonzales made a motion to adjourn; seconded by Mr. Rodman. Motion passed by a unanimous voice vote.