Northern Area Local Workforce Development Board
Northern Board

Minutes

April 17, 2008
10:00 p.m. - 2:00 p.m.

Cibola County Convention Center
Grants, NM

Members Present: Robert Anaya, Floyd Archuleta, Lou Baker, Mary Jean Christensen, Bennie Cohoe, Emerson Farley, Carlos Gonzales, Vince Howell, Sondra Match, Moise Medina, Charles Pacheco, Luis Padilla, Ralph Richards, Dr. Emily Salazar, Ralph Vigil, Louise Williams, Chris Wray

Members Absent: Richard Bustos, Albert Delgado, Dennis Cruz, Harry Montoya, Jolene Nelson, Sandy Sandoval, Joe Rodman

Others Present:  Jerry Gaussoin, Executive Director; Patrick Colvin, Adult Program Manager; Adrian Ortiz, Youth Program Manager; Sara Jones, Office Manager; Alex Martinez, SER Jobs for Progress; Dennis Arnold, SER Jobs for Progress; Jackie Allen, Maggie Lujan, SER Jobs for Progress;  SER, Jobs for Progress; Helen Dayan, DWS;  Jeff Barela; DWS; Patrick Martinez, HELP, NM; Rita Garcia McManus, HELP, NM. 

1. Oath of Office Chair Anaya called the meeting to order at 10:14 am.  He recognized new Board Member, Floyd Archuleta, a new Business representative from Rio Arriba County appointed by the Rio Arriba County CEOs.  NALWDB staff administered the Oath of Office to the new Board Members and welcomed them to the Board.

   Chair Anaya welcomed the Board and guests followed by introductions.  He then introduced State Senator David Ulibarri who also welcomed the Board.
    
2. Roll Call and Approval of Agenda Chair Anaya called the meeting to order at 10:14 am.  Roll Call by the recording secretary indicated that there was a quorum. Chair Anaya requested an amendment be made to the agenda moving Agenda Item V to succeed Agenda Item X.  Mr. Gaussoin requested an additional amendment to the agenda changing Item E.1 from 3rd Quarter Performance to 2nd Quarter Performance. Hearing no additional corrections or additions to the agenda, Chair Anaya called for the motion.  Mr. Gonzales made a motion to approve the April 17th, 2008 Board Meeting Agenda as amended, seconded by Mr. Medina.  Motion passed by unanimous voice vote.
   
   
3. Minutes of February 22, 2008 Chair Anaya asked for changes or additions to the minutes of the February 22, 2008 Board Meeting.  Hearing none, he called for a motion to approve the minutes.  Mr. Pacheco made a motion to approve the minutes as presented, seconded by Mr. Gonzales.  Motion passed by unanimous voice vote. 
   
   
4. Financial Report ending March 31, 2008.  In the absence of Rick Sandoval, Fiscal Agent for NALWDB, Executive Director, Jerry Gaussoin provided a summary of the March 31, 2008 Financial Report provided by Zlotnick, Laws and Sandoval.
    
5. Executive Director's Report.  Mr. Gaussoin gave the following report:
   
   Department of Workforce Solutions (DWS) Fiscal Review
   The NALWDB response to the DWS fiscal review submitted included full documentation for the credit card charges for PY 06.  DWS reviewed the submitted material and on February 11, 2008, responded that they were going to continue their review.  DWS requested, via email, all travel, mileage, and per diem reimbursements for Board members and staff for the period of July 1, 2006 through June 30, 2007. It was arranged for this information to be made available to DWS on-site from our Fiscal Agent, Rick Sandoval; rather than make copies like was done for the original request. We are still awaiting the outcome of this continued review.
   
   Department of Workforce Solutions (DWS) Administrative Review
   DWS has responded to the NALWDB Corrective Action Plan submitted for the August 2007 Administrative Review. There were 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 development and should be resolved on, or before July 1, 2008; Finding 2: the NALWDB needs to update MOUs with mandatory partners. A simplified MOU has been reviewed by the One Stop Committee, and that Committee report will provide a final resolution for this Finding; Finding 3: indicated that the NALWDB needed to formalize policies for the Agency Cell Phone; the Agency credit card; and a revised Reimbursement for Authorized Expenses policy. The Board approved these policies; they were transmitted to DWS; and we are awaiting a response from DWS on their review.
   
   Department of Workforce Solutions (DWS) PY07-08 Program Review
   NALWDB has been officially notified that a PY07-08 Program Review will be undertaken May 12-16, 2008; with an Entrance Conference on May 12th at the NALWDB Santa Fe One Stop facility.
   
   NALWDB Cost Allocation Plan
   The federally required NALWDB Cost Allocation Plan was submitted to the Department of Workforce Solutions. The NALWDB Fiscal Agent and staff have implemented procedures and policies that will insure that the NALWDB is in compliance with the Plan. 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
   Recent 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 will require revision at a date in April 2008 to include the to-be developed DWS plans.
   
   Funding Reductions
   DWS communications of January 8, 2008 indicated that DWS received information from the USDOL regarding the return to the USDOL of unexpended balances in PY05 and PY06 as of June 30, 2007. DWS participated in a conference call on January 14, 2008 with the USDOL to secure more information and followed up to provided preliminary information via a conference call to the NALWDB. As was previously reported, the NALWDB will have to return between $370,594 and $435,071 out of this year's budget. Also, 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.  Staff is developing projections and the impact funding reductions will have on program delivery. This will be discussed further at the April Board meeting.
   
   Service Provider Integration Training
   Farmington and Santa Fe DWS and NALWDB One Stop staff have continued bi-weekly integration training in those respective offices. These training were implemented to establish better communications, better understanding of each organizations function, with an ultimate goal of the staffs being housed together in a single facility. VOSS and Wagner-Peyser staff will be crossed trained beginning April 3, 2008 by NALWDB and DWS staff to comply with the DWS policy on VOSS access.
   
   Santa Fe County Youth Summer Activities
   NALWDB and Workforce Solutions staffs have been working on a Youth Employment Strategy (YES) initiative that seeks donations from major employers in Santa Fe County to sponsor an outreach program to employers to provide employment and mentorship for youth for a period of the summer.  This effort will result in Youth participating in an employment experience this summer.
   
   NALWDB & DWS Staff Co-location:
   Staff, in coordination with the One Stop Committee, Budget Committee, and SER, has been developing a plan to implement single facility housing for all One-Stop partners in a number of communities. This effort will be determined by funding availability. Recommendations to these Committees will be made in advance of the April Board meeting for discussion with the Board.
   
   Chair Anaya recognized Board Member, Mary Jean Christensen.  Ms. Christensen requested that a breakdown of program funding, by county, be provided to Board Members so they can share the information with the respective CEOs of the NALWDB's ten (10) northern counties.  Chair Anaya committed to have staff follow up on her request.  In addition, Ms. Christensen requested the following information (1) a current copy of the Federal Register addressing the Workforce Investment Act (WIA) and copies of the NALWDB One-Stop Business Plans.  Staff will provide her with the requested information.
   
   Chair Anaya stated that in future Board Meetings, he will review all Board Member requests and track follow up of questions and concerns expressed by Board Members.
   
   Chair Anaya recognized Board Member, Louise Williams.  Ms. Williams expressed her concern over language used in a report written by the NM Department of Workforce Solutions concerning the State Administrative Entity's (SAE) monitoring review of  the NALWDB.  The report stated that in a review of the local area one-stop delivery system, a "finding" was made that the one-stop delivery system identified by the Northern Area in their local plan does not meet the WIA definition of a true, comprehensive one-stop system.  Ms. Williams stated that she disagrees with the word "finding" and would prefer the word "observation".  After discussion, Ms. Williams made a motion that a formal letter be written from the Board noting the disagreement with the terminology "finding" in reference to the one-stop delivery system; seconded by Mr. Medina.  Motion passed by majority vote with one abstention by Charles Pacheco.
   
   
6. Committee Reports
   
   
   1. Rules Committee Report. 
      April 2, 2008 Agenda
      Rules Committee Chair Ralph Vigil reported that the Committee met on April 2, 2008. The NALWDB Bylaws were reviewed by the Committee and specific revisions were recommended for approval by the Board.  Under Article III, Membership, 3.3, Chair/Chair Emeritus:  The Committee proposed to change the terms of  the officers, Chair, Vice-Chair, and Secretary to one year opposed to two.  Ms. Christensen suggested leaving the terms at two years with a "vote of confidence" taken by the Board after the Chair's first year in office.  Several Board Members agreed that the terms for officers should remain at two years.  Mr. Richards made a motion to leave the terms of office at two years with the provision that a vote of confidence by the Board be taken after the Chair's first year of office, seconded by Ms. Christensen.  Motion failed.
      
      After further discussion, Chair Anaya asked Rules Committee Chair, Ralph Vigil to conduct further research on the recommended Bylaws revisions and present his findings at the Executive Committee Meeting scheduled for May 15, 2008.  Mr. Richards amended his earlier motion by moving to table Agenda Item A.1 - Update to Bylaws, seconded by Mr. Pacheco.  Motion passed by unanimous voice vote.
      
      Other suggestions were made for changes to the Bylaws that included:
      
      3.2.7 - Change NM Department of Education to NM Public Education Department.
      
      
   2. Planning & Budget Committee Report
      April 8th, 2008 Agenda
      In the absence of Planning and Budget Chair, Sandy Sandoval, Committee member Bennie Cohoe reported that the Planning & Budget Committee met on April 8th, 2008.
      
      
      1. USDOL Funding Rescissions & Agency Allocations - Action
         USDOL is in the process of rescinding funds from WIA and other programs. The rescissions are the result of the Consolidated Appropriations Act of 2008, passed by Congress shortly before its adjournment in December, 2007. The Act impacts New Mexico by rescinding $3,374,070 in current Program Year funds under the Workforce Investment Act. These funds are the heart of New Mexico's workforce system, administered by the Department of Workforce Solutions (DWS) and the four Local Workforce Boards designated by the Governor and Legislature to administer the program statewide.
         
         The impact of the funding reduction on current operations in the Northern Area is still being assessed and will depend upon the final amount of funds rescinded from the NALWDB budget by DWS. At the time of this mailing, no final rescissions amounts were received by NALWDB.
         
         A Grants and Allocations worksheet was prepared showing the projected impact of the Federal rescissions. For discussion purposes, the NALWDB rescission is being estimated at the lower figure of $370,594, which was the option of least impact  favored by NALWDB at the February Board meeting.  New information has recently become available regarding the rescission and was presented to the Board. 
         
         Staff is also recommending allocation of the 25% Rapid Response funds that were awarded by DWS in December. Of the total $205,315, and amount of $58,347 is composed of funds that will expire June 30, 2008. These funds are recommended for allocation as follows:
         
         
         • Program funds of $52,511, to be allocated to the SER One Stop Contract for the training and intensive services budget; and
           
           
         • Administration funds of $5,836 to be allocated to the Board operating budget.

         The Planning & Budget Committee discussed this item and made the following recommendations:

         • To rescind current funds when further direction is received from DWS; and
           
           
         • To allocate $58,347 in Rapid Response funds as described above and in the attached chart.

      Mr. Cohoe made a motion to table any action regarding the USDOL rescission of funds until final numbers are available, seconded by Mr. Padilla.  Motion passed by unanimous voice vote.

      Mr. Cohoe made a motion to approve the allocation of $52,511 of Rapid Response funds to the SER One Stop Contract and $5,836 to the Board operating Budget for Administration, seconded by Mr. Wray.  Motion passed by unanimous voice vote.

2. Integration Policy and Two Year Plan Addendum - Action
   On April 8, the Planning & Budget Committee made the following recommendations to the full Board regarding the Integration Policy and Two Year Plan Addendum:
   
   
   • Call for a public hearing on the Local Plan Addendum at the April 17, 2008 Board meeting; and
     
     
   • Approve the Local Plan Addendum for transmittal to DWS.

Mr. Cohoe opened the discussion for Public Hearing.  Mr. Gaussoin informed the Board and other meeting attendees that the deadline for submitting the Integration Policy and Two Year Plan Addendum has been extended from April 18th, 2008 to July 1, 2008.  Based on this recent information and the new USDOL rescission information,   Chair Anaya recommended that action on this item be tabled for further review.  Mr. Medina made a motion to table the approval of the Integration Policy and Two Year Plan Addendum, seconded by Ms. Baker.  Motion passed by unanimous voice vote.

3. PY'08 WIA Allocation Plan
   The Allocation Plan projects funding levels for next Program Year 2008, beginning July 1, 2008, for the One Stop System contract, the Youth RFP, and the Board operating budget.
   
   

   WIA funding levels for next year are being estimated based on USDOL Training and Employment Guidance Letter (TEGL) 23-7, which provided states with WIA funding levels for PY'08. Until State estimates are received from DWS, staff is estimating the same reductions in NALWDB funding levels as this TEGL projects statewide, as follows:

   • Adult Funds: $917,415 (91.03 % of last year);
   • Dislocated Workers: $442,104 (75.94% of last year); and
   • Youth: $884,177 (88.43% of last year).

   Due to the impact of Federal funding rescission, which have not been finalized to date, no carry-over funds are planned as being available for next year.

   After reviewing the newest rescission information received by staff from USDOL,  Chair Anaya suggested tabling this action item until we have final numbers.  Ms. Christensen made a motion to table the approval of the PY'08 WIA Allocation Plan, seconded by Mr. Padilla.  Motion passed by unanimous voice vote.

3. One Stop Committee Report
   April 14, 2008
   One Stop Committee Chair, Lou Baker reported that the One Stop Committee met on April 14th to discuss the following items and to make resulting recommendations to the full Board on April 17th:
   
   
   1. Co-Location & Integration Plan
      DWS has established January 1, 2009, as the date on which all DWS offices will be co-located and integrated at the One Stop Career Centers operated by the Boards. Towards this goal, DWS has advised the Local Boards that the following actions are being taken:
      
      
      • An amendment to the Board's Local Plan will be required by April 15 (NALWDB has asked for an April 18 deadline so that it can follow the Board's April 17 meeting in Grants).
      • DWS has distributed a draft policy that will require Local Boards to designate One Stop Site Managers who will provide functional supervision of the combined DWS/WIA staff in each location, whether co-located or operating out of two offices (WIA and DWS).
      • DWS has informed the Local Boards that the Boards will take over full management of all DWS-owned offices that the Boards designate as One Stop Centers by signing an MOU for $0 per year for that purpose.
      • DWS has also informed the Board that an MOU will be needed for each center where DWS is occupying a NALWDB-leased building.
      • DWS has hired a contract/MOU specialist, Michelle Trujillo, who is working with NALWDB staff to develop formats for the two MOUs mentioned above, initially for Santa Fe and Raton.
      • For each center where DWS is co-located at a Board One Stop, WIA requires that the Board establish a Cost-Allocation Plan (CAP) and Resource Sharing Agreement (RSA).

   The Northern Board is being asked to take on the following responsibilities in support of full co-location and integration of WIA and DWS services:

   • Lease Holder for all One Stop Centers in the North.
   • Property Manager, for all One Stop facilities in the Northern Area, including responsibility for utilities, phone and IT, (some) building maintenance, liability insurance, and copiers and consumables (including consumable client tools and training-related materials).
   • A Facilities Reserve to be expended for One Stop facilities' costs; and
   • A Consumables Reserve to be expended for One Stop facilities' consumable costs.

   These two new funds will be administered by the Board, assisted by the Board's fiscal agent, with expenditures tracked and allocated among each center's partners in accord with the RSAs and CAPs. On a monthly basis, DWS and other co-located partner agencies will be billed for their portion of Facilities and Consumables costs. The payments to the Board from partners are being termed "RSA Income".

   • Administrator of Cost Allocation Plans and Resource Sharing Agreements (CAPs and RSAs) for all One Stop Centers where costs incurred by NALWDB will be shared by billing to DWS and other partner agencies.
   • Appointing Authority for One Stop (functional) Site Managers. Until DWS negotiations with their union are resolved, these appointments will be for One Stop co-supervisors. DWS is preparing a job description format for functional One Stop Site Managers which will be taken to the One Stop Committee upon receipt.

   The One Stop Committee made the following recommendations to the Board, contingent on the NALWDB budget and MOUs to be approved by the Board with DWS prior to relocations:

   • Approve new Board responsibilities.
   • Appoint One Stop Site Managers and Assistant Site Managers.
   • Approve an integrated Customer Flow Policy,
   • Approve keeping the Los Alamos One Stop Center open (for itinerant services) & reconsider staff assignments (pertaining to the center); and
   • Exhaust all options for the retention of the Taos One Stop Center, including getting out of the current DWS lease; and look for an alternate site.

   Chair Anaya recognized Board Member, Louise Williams.  Ms. Williams recommended that the Board seek legal advice on MOU's (memorandum of understanding), RSA's (resource sharing agreements) and Leases.  After discussion Ms. Williams made a motion to seek legal advice on MOUs, RSA's and Lease Agreements, seconded by Ms. Christensen.  Motion passed by unanimous voice vote.

   After further discussion, Ms. Baker made a motion to approve the five (5) Co-Location and Integration Plan recommendations made by the One-Stop Committee with the following additions/provisions:

   • Seek legal advice (as per the above motion)
   • All recommendations are approved contingent on the decisions made by the Planning and Budget Committee.
   • Board Members whose counties will be impacted by the potential loss of services need to be advised and consulted prior to the Executive Committee Meeting on May 15th, 2008.

   Motion seconded by Ms. Match.  Motion passed by unanimous voice vote.

1. Partner Agency MOUs.  Ms. Baker made a motion to table discussion/action on the Partner Agency MOUs, seconded by Mr. Richards.  Motion passed by unanimous voice vote.
   
   
4. Youth Council Report
   NALWDB Youth Program Manager, Adrian Ortiz gave the Youth Council Report in the absence of Youth Committee Chair, Joe Rodman.

• Youth Providers are at 95% enrollment for the year as of the February reporting period and have assured the Program Manager that enrollment will be completed by March 30, 2008
• Quarterly Performance Report indicated that Youth Programs are meeting all but 2 of the performance measures (as reflected in the Performance and Monitoring report).  Youth providers have been working with Ms. Garduno to remediate deficiencies and their efforts and successes are reflected in the numbers being reported.
• RFP will be reviewed in the near future by the Youth Council and an Offerors conference will be scheduled and results will be reported and submitted to the Board for appropriate action.

5. Performance and Marketing Report.
   Performance and Marketing Committee Chair, Vince Howell reported that the
   Committee has not met recently.  He presented the following information:
   
   
   • 2nd Quarter Performance Report
   • SER One-Stop Report
   • Youth Programs Report

7. Board Items:
   
   
   1. Committee Chairs and Membership.  There were no new Committee members assigned.
   2. Board Meeting Dates.  No changes have been made to the revised Board Meeting schedule previously approved.
   3. Comments from SER One Stop System Operator.
      
      
8. SER Executive Director Alex Martinez and One Stop Systems Manager, Maggie Lujan made a presentation to the Board highlighting activities involving the new Buffalo Thunder Resort north of Santa Fe that will create approximately 600 new jobs for the area.  An update was also given regarding ProActive Host activities that have expanded into San Miguel County where 24 employees from the Las Vegas area have been trained to date.  Ms. Lujan also discussed WIA Orientation changes, a new presentation method currently being crafted for the SER Skills Curriculum, and progress regarding the One-Stop Integration process.  Ms Lujan concluded her presentation with a client success story.
   
   
9. Chair's Report.  Chair Anaya summarized the meeting by recapping the following topics of discussion:
   • Participation in Board Committee Meetings
   • Increased communication with NALWDB's CEOs.
   • Leveraging resources
   • Reconfiguring budgets
   • Progress of One-Stops
   • Youth Corps programs
   • Renegotiation of Performance Measures
   • Legal Review of MOUs
   • Breakdown of Resources by County
   • Teamwork
   • Co-Location specifics
   • Hands on Experience by Board
   • Checklist of CEO visits
   • New Jobs coming to the Northern Area
   • Crucial issues facing the Board in the next two months
     
     
10. Public Comment. Mr. Pacheco recognized Ms. Helen Dayan, DWS, for her efforts and contributions.
    
    
11. Adjournment. Mr. Richards made a motion to adjourn at 3:15 pm, seconded by Mr. Farley.  Motion passed by unanimous voice vote.