Cortland County Community Action Program Board of Directors Meeting July 22, 2021 Meeting Agenda I. Call to Order II. Motion for Approval June 2021 minutes III. Standing Committee Reports 1) Executive Committee a) Resolution 21.29 – NYSCAA MOU 2) Board Development Committee 3) PPE Committee - Did not meet 4) Finance/Audit Committee a) Resolution 21.30 – HS/EHS Cosimo’s Lease b) Resolution 21.31 – 2020-21 CSBG Amendment #2 c) Resolution 21.32 – 2021-22 HS/EHS Smith Elementary School Lease d) Resolution 21.33 – 2021-22 HS/EHS Randall Elementary School Lease e) Resolution 21.35 – 2021-22 HS/EHS YMCA Lease IV. Executive Director Report V. Program Director Reports a) Consumer Directed Services b) Energy Services c) Family Development d) Head Start/Early Head Start e) WIC f) Human Resources VI. Head Start Policy Council Update VII. Old Business VIII. New Business a) Resolution 21.34 – 2021-22 Health Insurance Renewals IX. Executive Session if needed X. Adjournment
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Cortland County Community Action Program Board of Directors Meeting July 22, 2021
Meeting Agenda I. Call to Order
II. Motion for Approval June 2021 minutes
III. Standing Committee Reports
1) Executive Committee a) Resolution 21.29 – NYSCAA MOU
2) Board Development Committee
3) PPE Committee - Did not meet
4) Finance/Audit Committee
a) Resolution 21.30 – HS/EHS Cosimo’s Lease b) Resolution 21.31 – 2020-21 CSBG Amendment #2 c) Resolution 21.32 – 2021-22 HS/EHS Smith Elementary School Lease d) Resolution 21.33 – 2021-22 HS/EHS Randall Elementary School Lease e) Resolution 21.35 – 2021-22 HS/EHS YMCA Lease
IV. Executive Director Report
V. Program Director Reports
a) Consumer Directed Services b) Energy Services c) Family Development d) Head Start/Early Head Start e) WIC f) Human Resources
VI. Head Start Policy Council Update
VII. Old Business
VIII. New Business
a) Resolution 21.34 – 2021-22 Health Insurance Renewals IX. Executive Session if needed
X. Adjournment
Cortland County Community Action Program Board of Directors Meeting June 24, 2021
Meeting Minutes Meeting called to order at 12:02- Members present: Shelley Warnow, Mary Bliss, Ella DiIorio, Jeanette Dippo, Patty Schaap, Helen Spaulding, Lynne Sypher, Larry Woolheater, April Dennison, Doug Bentley, Billie MacNabb. Liz Haskins, Mary Beth Mathey, Sarah Beshers. Excused: Penny Prignon, Staff: Lindy Glennon, Greg Richards, Martha Allen, Bethann Weider, Brandy Strauf, Kirsten Parker, Danielle Treacy.
Motion for Approval May 2021 minutes excused, not present and excused) made by Helen Spaulding, 2nd by Larry Woolheater. Motion carried.
Standing Committee Reports
1) Executive Committee-met June 15th and reviewed the 2020 turnover report. They also reviewed the Executive Director Compensation Report. The Executive Committee has attended listening sessions with the Management Staff and the Leadership Staff in preparation for recruitment of the new Executive Director. Shelley attended the virtual all-staff day and informed staff of a survey they would be receiving and updated them on the proposed timeline for a new Executive Director. a) Resolution 21.25 – Motion to accept the 2020 CAPCO Staff Turnover Report
Lynne Sypher, 2nd Liz Haskins. Motion carried. b) Resolution 21.26 – Motion to accept Executive director compensation Report motion
Ella DiIorio, 2nd Mary Bliss. Motion carried.
2) Board Development Committee- met June 11, 2021 and discussed draft of board assessment survey. a) Board Survey – Jeanette explained the survey to the full board. The board will
receive and email with a survey monkey link to complete the survey or if requested, a paper copy will be mailed. The survey will close on July 16th and the Board Development committee will review the results at their next meeting and make plans to present them to the full board. If there are any questions, contact Lindy or Jeanette.
3) PPE Committee – met June 10. Reviewed HS/EHS reports and the CSBG workplan for the
2nd quarter. Brandy presented information on the NYS Emergency Rental Assistance Program (ERAP). Bethann explained the new Children’s Internet Protection Act Policy. The committee also reviewed the additional American Rescue Plan COVID funding from the for HS/EHS in the amount of $284,767 to be expended between March 1, 2021, through March 2023
a) Resolution 21.22 – Motion to approve the Children’s Internet Protection Act Policy motion Jeanette Dippo, 2nd Patty Schaap. Motion carried.
4) Finance/Audit Committee- met June 17, 2021. Reviewed financial statements, discussed
the underspend for HS/EHS and the carry-over of unused COVID funds. Reviewed the new lease agreements for the Health Services Component of Head Start and Energy Services.
Motion to accept financial statements made by Ella DiIorio, 2nd by Larry Woolheater. Motion carried. a) Resolution 21.23 – Motion to approve proposed lease for 28 N. Main Street for
Head Start/Early Head Start office space made by Jeanette Dippo, 2nd Lynne Sypher. Motion carried.
b) Resolution 21.24 – Motion to approve the proposed lease for 191 S. Main Street for Energy Services made by Jeanette Dippo, 2nd Lynne Sypher. Motion carried.
Executive Director Report- in addition to her written report Lindy updated the board on CDPAP. The state is working through some things and we will continue to operate CDPAP through at least November 1st, the discussions on Parker are continuing.
Program Director Reports
Consumer Directed Services-see Lindy’s report Energy Services-Denise was not able to attend today but Lindy highlighted that Denise has been able to hire a new Energy Auditor/QCI from Tompkins County. Energy Services has started to move and should be in their new office next week. Family Development-Brandy discussed upcoming graduations for our first CNA student and students who are receiving their high school diplomas.
Head Start/Early Head Start-Bethann has had 11 employees complete their CDA training. This will allow some to accept new promotions in HS, some to retain positions they already have, and some to prepare for the future.
WIC-Kirsten shared that the RFA is delayed until Fall, Holly has recently completed Certified Lactation Counselor training and is awaiting test results and WIC is hiring 1-2 new peer counselors.
Human Resources-in addition to his written report, Greg provided an update on the HR Generalist position and shared meetings have started on the health, life, and dental insurance renewals.
Head Start Policy Council Update-April shared that the meeting for this month was cancelled, the next meeting is scheduled for August 26th.
Old Business-no old business.
New Business-Lindy reminded the board they will be getting two emails: one with the survey link and one with job listings and volunteer driver recruitment information.
Executive Session -none needed.
Adjournment- Motion to adjourn made by Lynne Sypher, 2nd by Billie MacNabb. Meeting adjourned at 12:59.
Executive Committee July 6, 2021 Meeting called to order at 1:30 p.m. Members present: Shelley Warnow, Helen Spaulding, Lynne Sypher, Billie MacNabb. Staff: Lindy Glennon Committee discussed planning for Executive Director search. Lindy shared information from Jackie Orr regarding supports that NYSCAA could provide to the Board in the search process. This included review of the current ED job description with suggestions/edits; posting the job announcement and collecting resumes; creating a spreadsheet to show which resumes meet requirements; suggestion for interview questions; preparing a file of suggested resources, readings, etc. for the new Executive Director. The committee feels this would be an important support and asked Lindy to reach out for draft MOU and costs. Committee discussed how/where to post the job announcement. Determined it would be posted in areas that other CAPCO positions are posted including Indeed, local Colleges/Universities, Cortland and Syracuse newspapers. NYSCAA will post to other State Associations as approved by the Executive Committee. The committee discussed posting to New Jersey and Pennsylvania State CA Associations. This will be further discussed and determined at the next meeting. Committee discussed the feedback received from the two listening sessions with CAPCO management and leadership teams and the staff survey results to begin to identify traits that are important for Executive Director. Next meeting scheduled for July 19 at 8:30 a.m.
Executive Committee July 19, 2021 Meeting called to order at 8:30 a.m. Members present: Shelley Warnow, Helen Spaulding, Lynne Sypher, Billie MacNabb. Staff: Lindy Glennon Lynne shared template for ED/Agency Profile to be used with candidates to share information re: CAPCO. It would include an introduction to the community, history of CAPCO to include mission/vision/values and statement of size/reach of organization. Would include overall description of the ED position, personal/professional skills needed and a going forward/future view of the organization. This will include looking at fundraising/development, space, needs and changes for a human service nonprofit post pandemic. Lindy will provide information re: the history, description of the Agency, etc. The MOU with NYSCAA has been signed. NYSCAA will post the position, collect resumes and organize them for the committee. Committee discussed how/where to post the position. The announcement will be shared via Indeed, LinkedIn, Cortland Standard, with area colleges/universities, Cortland 2-1-1 Listserv and the NYSCAA network. The committee discussed whether to share the announcement with other Community Action State Associations and determined not to do that. Would like to keep the announcement and focus within NYS. The committee would like the job announcement to go out August 2 and be open for 30 days. If possible, the committee would have the reviews, spreadsheet from NYSCAA by Sept. 13 to begin review and scheduling first interviews for late September/early October. Discussed at least 2 interviews – the first with the Exec. Committee/Search Committee and the second with CAPCO management team. At the Board meeting 7/20, the committee will ask if there are other Board members outside of the Executive Committee that want to be involved in that first round of interviews. Lindy will share this information with Jackie. Committee scheduled the next meeting for Thursday, July 29 at 8:30. Lindy will see if Jackie is available for a zoom meeting with the committee on that date to discuss the listing, next steps, etc. Lindy will also follow up with Jackie to see if they have recommendations for changes to the current job description and a sample job posting announcement.
Board Development Committee July 20, 2021 Meeting called to order at 8:45 a.m. Members present: Mary Beth Mathey, Larry Woolheater, Mary Bliss, Jeanette Dippo. Absent: April Dennison. Staff: Lindy Glennon The committee began the review of the Board self-assessment survey – 14 Board members completed the survey. Committee discussed how to share and move the process forward with the full Board. The plan is to involve each of the Board committees in the planning for responding to each of the areas in the survey. Committee looked at the four standing committees on the Board and their functions: Executive Committee, Program Planning and Evaluation, Finance/Audit and Board Development. Committee divided the 60 questions in the survey up between the committees as a place to start. It was noted that the survey is divided into 8 categories. In determining which committees will be responsible for which sections, we divided them differently to represent our committee structure. We will revisit this at the next meeting. Next steps will be to plan the process for sharing the information with the full Board (September meeting?) and discussing how committees will respond to the areas identified in the survey. Jeanette shared the presentations as done with the FHN Board when they did surveys 2011, 2014 and 2018. The materials were very helpful in creating a visual look at where that Board started and progress made. Lindy shared this is a very good tool – thorough and will provide us information for development and strengthening Board and Agency over the next several years. Timing is good as we will be updating the Agency strategic plan in 2022 and so much of this survey and work identified in the Board Self-assessment should be included. At the September Board Development committee meeting, the committee will work on presentation of the survey results to the full Board. A copy of the complete survey will be added to the Board Only section of the website, so all Board members have access to it as needed. Meeting adjourned at 9:50 a.m.
Finance Committee July 15, 2021 Meeting called to order at 8:30 a.m. Members present: Helen Spaulding, Ella DiIorio, Penny Prignon. Excused: Shelley Warnow, Sarah Beshars. Staff: Martha Allen, Greg Richards, Lindy Glennon. Committee reviewed the monthly finance reports and financials (see attached). AGENCY Accounts Payable and Accounts Receivable are current except for Medicaid receivables. CONSUMER DIRECTED SERVICES CDPAP billing submitted for payment through the payroll ending 06/04/2021. The DOH is currently surveying FI’s that submitted proposals to be an FI to determine eligibility for and interest in the additional FI contracts that DOH has been authorized to offer. CAPCO is not one of those eligible as it goes by population and demographics in your County and Cortland is not large enough for additional contractors. We continue to provide CDPAP as usual until those changes happen. We are continuing efforts to grow and expand the Volunteer Transportation Program. EARLY CHILDHOOD DEVELOPMENT The new HS/EHS contract began 6/1/21. We started the summer program for 16 children on July 6 – that will run for 6 weeks. We are working on getting approval to roll over the remainder of the first HS/EHS COVID funds that we received as we did not spend it out. We are currently working on identifying space for the 2 new EHS classrooms that we will be opening in the Fall as part of the expansion/conversion approvals. We are talking with the YWCA about leasing the Learning Adventures site and hopeful that will work out. We should have the lease for the Board to review and approve at the July 22 meeting. The summer program began Tuesday, July 6 at S. Main. They have a large tent set up so the children can be outside as much as possible. Seems to be going well after the first week. ENERGY SERVICES DEPARTMENT The WAP 2021-22 contract has still not been approved/executed. CAPCO has done everything we need to and have approved it in Grants Gateway. The holdup is between Office of State Comptroller and HCR. OSC approved what they needed to July 7 and HCR indicated they would start to process our contracts by the end of the week July 9. Energy Services has relocated to the new space at 191 Main Street. FAMILY DEVELOPMENT DEPARTMENT Work continues steadily for the CSBG and CSBG CARES contracts. We are working on the amendment for the additional $33,481. Plan to have this for Board approval July 22. WIC Contract and vouchers are on schedule. Hired two new Peer Counselors. Still waiting on the RFA for a new contract to be released by the Department of Health. We are in the 7th year of a five year contract. The challenge is, until there is a new contract approved, no additional funds
are available. This has been a challenge for the last 2 years given the increases in cost of business. Motion to receive and file financials as presented and reviewed made by Ella DiIorio, 2nd Penny Prignon. Motion carried. Committee reviewed the proposed 2 year lease for the Cosimo’s site – no changes to the lease from current lease, no increases. Motion to approve made by Penny Prignon, 2nd Helen Spaulding. Motion carried. Lindy shared that Dan Goetzman will be meeting with CAPCO today to present Health Insurance renewal plans and rates. Initially, Excellus BCBS proposed a 13.5% increase. Dan has been working to get that lowered and identify any other provider plans/quotes. We will have that information for the full Board to approve at the meeting July 22. Also plan to present the 2020-21 CSBG Amendment budget to the Board for approval July 22. No further business, meeting adjourned at 9:10 a.m.
FINANCE COMMITTEE REPORT SUMMARY of May 2021 FINANCIAL STATEMENTS
PRESENTED BY Martha Allen July 15, 2021
AGENCY Accounts Payable and Accounts Receivable are current except for Medicaid receivables. Consumer Directed Services. CDPAP billing submitted for payment through the payroll ending 06/04/2021. The DOH is currently surveying FI’s that submitted proposals to be an FI to determine eligibility for and interest in the additional FI contracts that DOH has been authorized to offer. CAPCO is not one of those eligible as it goes by population and demographics in your County and Cortland is not large enough for additional contractors. We continue to provide CDPAP as usual until those changes happen. We are continuing efforts to grow and expand the Volunteer Transportation Program. EARLY CHILDHOOD DEVELOPMENT The new HS/EHS contract began 6/1/21. We started the summer program for 16 children on July 6 – that will run for 6 weeks. We are working on getting approval to roll over the remainder of the first HS/EHS COVID funds that we received as we did not spend it out. We are currently working on identifying space for the 2 new EHS classrooms that we will be opening in the Fall as part of the expansion/conversion approvals. We are talking with the YWCA and hopeful that will work out. ENERGY SERVICES DEPARTMENT The WAP 2021-22 contract has still not been approved/executed. CAPCO has done everything we need to and have approved it in Grants Gateway. The holdup is between Office of State Comptroller and HCR. OSC approved what they needed to July 7 and HCR indicated they would start to process our contracts by the end of the week July 9. FAMILY DEVELOPMENT DEPARTMENT Work continues steadily for the CSBG and CSBG CARES contracts. We are working on the amendment for the additional $33,481. WIC Contract and vouchers are on schedule. Hired two new Peer Counselors.
ITEM/REPORT DUE DATE FILEDSubsidiary ledgers in balance for the month? N/A yesBank accounts have been reconciled through? N/A JanuaryAccounts receivable over 90 days past due N/A yes - MedicaidAccounts payable over 90 days past due N/A noneNYS Sales and Use Tax Filing 3/22/2021 3/8/2021FT-500 Application for Refund of Sales Tax Paid on Petroleum Products AnnuallyCoporate Tax Returns - IRS 990 & CHAR 500 (auto-approved 6 months extension) 11/15/2021Coporate Tax Returns - IRS 5500 (Retirement) (auto-approved 6 month extension) 10/15/2021Quarterly payroll tax returns filed by complete payroll qtrly yesUS Dept of Labor - Bureau of Labor Statistics - Multiple Worksite (MWR) qtrly 6/30/2021Form 1099's 2/1/2021 2/1/2021
CSBG 2020 ‐2021 py 20% Expenditure report45% Expenditure report70% Expenditure report 1st QTR Program/Fiscal Attestation Forms 1/31/2021 1/31/20212nd QTR Program/Fiscal Attestation Forms 4/30/2021 4/29/20213rd Qtr Program/Fiscal Attestation Forms 7/31/20214th Qtr Program/Fiscal Attestation Forms 10/31/2021
New York State Department of State Division of Community Services CSBG Contract
LEASE, SERVICE, AND COLLABORATION AGREEMENT YMCA OF CORTLAND Cortland County Community Action Program, Inc. This agreement entered in this 23rd day of August 2021, between Cortland County Community Action Program, Inc., c/o Head Start Program, 32 North Main Street, Cortland, New York 13045. (CAPCO Head Start) and the YMCA, 22 Tompkins Street, Cortland, New York 13045 is entered into for the purpose of defining the terms under which the YMCA will provide to CAPCO Head Start user space and service in the YMCA facility located on Tompkins Street in the City of Cortland. This agreement is entered into for the purpose of defining the terms and conditions under which the YMCA will lease to CAPCO Head Start the right to use and occupy on a regular basis a portion of the property. 1. CAPCO Head Start shall have the use of the three basement classrooms, the kitchen facility, and
access to the office space in the basement as directly allocated space in the YMCA building, 22 Tompkins Street, Cortland, New York 13045.
2. The designated space will be available for use by the CAPCO Head Start Program from August 23, 2020 through June 24, 2021. See #11. Hours of operation are from 8:00 a .m. to 4:00 p.m., Monday through Friday for Head Start staff serving children from 8:30 a.m. to 3:00 p.m..
3. The gym will be allocated space the Head Start Program will be able to use once a day for one
hour per day according to both organizations schedules. In addition, the pool can be utilized by the Head Start Program once per week for one hour, per schedule arrangements.
4. The CAPCO Head Start Program will be able to use the designated area for evening activities as
coordinated with the YMCA personnel. Some of the activities may include, but are not limited to Youth Mentoring, Family Fun Night, Parent Committee Meetings, Parent Education, Staff Meeting and Trainings, Recruitment Fair, and the Fatherhood Initiative. With these activities, planning will be completed to accommodate Head Start staff and families, as well as YMCA staff and families. (Flexible as available).
5. CAPCO Head Start Program will pay the YMCA $30,900 per year. Payable monthly at a rate of
$3090 per month for a 10-month period lease cost which includes janitorial services. 6. CAPCO Head Start will carry full liability and personal injury insurance coverage with
$1,000,000.00 limit naming YMCA as an insured under the policy. A certificate of insurance will be issued annually to the YMCA.
7. The YMCA will provide for the agreed upon space, adequate light, heat along with daily
custodial maintenance services: Sweeping, mopping, vacuuming of floors, bathrooms, trash removal, and replacing bathroom toilet paper supplies.
8. Furthermore, basic maintenance will be provided by the YMCA with the stipulation if Head Start needs further maintenance or janitorial duties provided, the programs will meet to determine further arrangements at a later date.
9. The YMCA will be responsible for routine maintenance of the premises occupied, subject to normal wear and tear. CAPCO Head Start agrees to be responsible for the repair of damage to the leased property (other than normal wear and tear which could be expected to occur under routine use) which occurs as a direct result of CAPCO Head Start’s use and occupancy of the property.
10. CAPCO Head Start will not make any alterations to the property without the prior approval of the
YMCA. The term “alterations” includes attachments (permanent or temporary) to the floor, walls, and ceilings or the removal or placement of doors, ramps, or partitions.
11. The classroom assignments are as follows; YMCA 1 is going to be a Head Start classroom,
YMCA 2 is going to be Head Start/UPK classroom and the YMCA 3 is going to be a Head Start classroom.
12. The YMCA and the CAPCO Head Start Program will work cooperatively with the necessary
personnel to ensure open lines of communication regarding this lease and service agreement. In addition, and where necessary, both parties will coordinate services for the best interests of the respective programs and their participants.
13. Either party may terminate this lease at any time upon giving either party a written notice sixty
(60) days in advance of the termination of this lease. YMCA Cortland County Community Action Program, Inc. Executive Director CAPCO Executive Director Date Date Board President CAPCO Head Start Director Date Date
Executive Directors Report July 22, 2021 Lindy Glennon July Highlights • This sounds a little like a broken record, but the process for contracting with the newly
identified Fiscal Intermediaries for CDPAP continues, but, slowly. We are continuing to look at and discuss opportunities for subcontracting to support the consumers in the CDPA Program with the new model. Until that happens, CAPCO will continue to provide CDPAP to the consumers. We are continuing to work to prepare what we can to be ready for the transition when it happens.
• The Executive Committee continues to meet to discuss plans for the transition and hiring of
the Executive Director by the end of the year. Using information from the two listening sessions and the survey completed by CAPCO staff, they are working to develop a profile for leadership. They have an MOU with NYSCAA to provide technical support to the process. NYSCAA will be reviewing the current ED job description, posting the job listing and collecting resumes. They will create a spreadsheet of all resumes indicating which criteria are met to help the committee in determining candidates for interviews. The plan is to have the job posted mid/late August. NYSCAA will also assist with developing suggested interview questions. They will also develop a resource listing of information for the new ED – resources re: community action, state and federal partnerships, contracts, etc.
• The Management Team Retreat was July 12-13 – the team worked on areas of succession
planning, planning for the ED transition, looking at community needs assessment and strategic planning priorities. Meghan Johnston led us in these discussions using the information from the 2 listening sessions, the staff survey, our current strategic plan. Maureen Abbot, ED at Tioga Opportunities led us in discussion and planning for a system that would support short- and long-term succession planning – a binder management system.
• The Energy Services Department moved to a new space to meet their need for increased
space for additional staff and materials for providing WAP to two counties. We have been looking at new plans for the Main Office space. The family essentials room has moved to the space previously occupied by Energy Services. We are planning to use the vacated family essentials space for larger group meeting space, Board meetings, etc. We are currently assessing other needs and ideas for moving other offices. We need to identify space for the Deputy Director, Executive Assistant, etc.
• As previously shared, we have a grant with the YWCA for Alliance for Economic Inclusion
to provide Childhood Development Associate (CDA) training for the community. We will begin this with CAPCO and YWCA staff. The plan to is extend it in years 2 and 3 to other childcare providers and people in the community. The original proposal was to set up a training room for this purpose in Parker. Until that happens, we will be using space at the Main Office for these classes.
Consumer Directed Services
Billing is up-to-date through pay period ending 6/18/2021.
CAPCO HR is continuing to work closely with the CDS Department to update health records for our Personal Assistants. As part of emerging requirements, Fiscal Intermediaries must have on file for very Personal Assistant (Home Health Aide) an annual TB/PPD Test and physical examination along with 1-time proof of MMR vaccination. We are making progress on ensuring all Personal Assistants have the proper documentation on file before the CDPAP transition eventually takes place. We have a target to have all files updated by September 2021.
There remains no update on the Fiscal Intermediary status. Lindy and HR have had ongoing conversations with chosen FI’s for the potential of a subcontracting relationship. There remains no further guidance on this and no timeline yet communicated on the FI transition.
Because of the increase in the number of participants, aides, work in HR to process current demands and preparation for the transition out of CDPAP, we are planning to hire a part-time, 20 hours a week, HR Data Clerk through the end of the calendar year. This will help with the increased demands in HR and allow us to move forward with the transition of Deputy Director, Executive Assistant and HR Generalist positions.
Energy Services Update
July 2021
Weatherization Assistance Program- PY2021- 2022
• Cortland -Tompkins County- o We are all settled into our new office!! o We will now advertise for a Heating Technician and Account Clerk II. o We are currently working on jobs in Tompkins County and a few in Cortland
County. Applications have been slow at coming in from Cortland residents. o 10 WAP jobs completed and production is on schedule. o No advance has been received and the contract has NOT met final approval.
EmPower NY • 3- jobs have been completed this last month. Auditing jobs twice a week.
HEAP • Activity has increased with 7 jobs completed for the Cooling program.
CAPCO Building Maintenance-
• We recently hired a part time custodial worker Jessica. Interviews currently taking place for the part time Building Maintenance Worker.
• Ben is working very hard trying to keep up with Maintenance Requests.
Energy Services - 191 Main Street
Family Development Board Report July 2021 Adult Education
• We had our first student complete the TC3 CNA program. Her instructors were very happy with her work and excited for her future in the field.
• We held our 2020/2021 high school graduation ceremony on July 1. We recognized fourteen students who received their High School Equivalency Diploma in the past year.
• We are recruiting for the next round of Getting Ahead students. The class runs for 12 weeks, and participants are compensated with a gift card for their participation. The class takes a closer look at community issues and allows the students to be a part of the solution.
• We are working on writing proposals to the Cortland Youth Bureau and United Way for continued support of our program.
Emergency Assistance • Family Essentials is in the process of moving to the back of the building (Energy
Services). This new space has an office to sort donations and an outside door. • We have two youth interns from Cortland Career Works that are helping out for the
summer. • Our Everybody’s Baby Shower is being held on July 28 at the Rotary Shelter in Suggett
Park. This event will provide gifts and parenting education to new and expectant moms.
NOEP • Jessica has been doing outreach in the parks and at other summer events sharing
information about the program. • Jessica will be helping out at the Fresh Food Giveaway in July at the Chapel at 4:30pm.
Healthy Families • We currently have 48 families enrolled, which is 60% capacity! • We are reviewing application for the vacant Family Support Specialist position, looking to
interview in the next couple weeks. • Our retention rate at one year of service increased from 48% to 59.25% • We are transition back into in person home visits per HFNY guidance. • We are seeking additional member to join our advisory council – particular people who
regularly work with or see pregnant women or families with newborn infants. • We continue to recruit for expectant moms and families with children up to 3 months
old.
Directors Monthly Board Report From: HS/EHS Management Team
Month: July 2021 I. Enrollment. A. We have started recruitment / acceptance for the 2021-2022 school year. ll. Staffing
A. We continue to actively recruit new staff for multiple positions for the new program year.
III. Center/Office Updates/Policy Council/ Professional Development A. EHS continues to operate 4 of 8 classrooms. B. Summer program for 4 year olds started for 2 classrooms at S. Main. C. Health Services Offices have moved and are next door at 26 N. Main Street. Continuing to get
settled and working on phones and computers for the staff. D. Policy Council will not meet in July of 2021, but will resume their zoom meeting on August 24,
2021. Packets will still be sent for July of 2021 to Policy Council members. E. Starting to work on August staff orientation for the return of staff for program year 2021-2022. F. Excited about “normal” professional development/trainings being scheduled for staff to attend.
More to come later. V. New Business
A. Working on the Self-Assessment with HS/EHS Leadership. C. Starting conversations with CACTC to complete CAPCO’s Community Assessment. D. A lot of ordering is being completed to purchase program/education supplies for the new program year.
WIC Monthly Report
Kirsten Parker
7/20/2021
• The National COVID Public Health Emergency was extended again until October 20th, 2021. This
could mean we will not fully reopen until November. We are waiting for more information and
clarification.
• Locally, we have started seeing new applications in person. This allows us to do a better
assessment of new applicants and is easing staff into seeing participants in person. Half of our
clinic staff started after the beginning of COVID and have not experienced in person clinic.
• We are continuing to give out Farmers Market coupons and the additional fruit and vegetable
coupons. We have heard anecdotally that participants are not using their coupons at the
Cortland Farmer’s Market. It is possible that are redemption rates will not be good again.
• We have hired two new peer counselors, they started training last week.
• The statewide caseload report we have been using is not completely accurate. We have been
doing a partial hand count to test it and it is off significantly, but I have included the numbers
below.
July 2021: Deputy Director/Human Resources Board Report
• HR has completed a review and update of our Personnel Policies and Procedures. The CAPCO Management Team reviewed updates/changes during the Management Retreat on 7/12/21. We will be sending the revisions to legal counsel for review before being presented to the Board in September 2021 (anticipated). We use the WipFli template as our source to compare updates and changes. CAPCO’s current version was modeled after the WipFli template in 2016.
• HR conducted the second round of posting for the HR Generalist position. We conducted an interview with a candidate on 7/16/2021 that went very well. We have provided the candidate with an HR Assessment and are anticipating bringing the candidate back for a secondary interview. The hiring of this position is a cross between the HR Director and HR Assistant positions in anticipation of transitioning to a single-person HR Department when the CDS transition takes place. The goal is to hire the position ASAP to train with the current HR Department in anticipation of the Agency’s transition.
• HR is also recruiting for a Temporary HR Data Clerk to specifically assist with the payroll EVV inputs/corrections and to support the impending CDS transition. This position is intended to be charged directly to CDS and to alleviate the enhanced process due to the EVV transition.
• HR, Fiscal, and Lindy have received final renewal numbers from Excellus BlueCross BlueShield and our Health Insurance broker, Goetzmann and Associates, for our health insurance renewals. CAPCO’s medical and dental plans renew off-calendar year on September 1st. This coincides with the return of the majority of our Agency staff in the Head Start Program. We have received a 9.5% overall increase to premiums. HR and Fiscal have worked closely to run budget forecasts to determine the percentage that CAPCO can absorb versus pass on to enrolled employees. Based on the timing of the renewals, the final numbers were not available for the Finance/Executive Committees and are being presented to the full Board at the July 2021 meeting.
Proposal
Agency % of Increase 5.50%
Percentage Total $ Percentage Increase $
Plan Increase 9.50% 49,003$
Agency 70.82% 365,279$ Agency 28,356$ Single 75.34% Single 70%Family 67.27% Family 50%
Employee 29.18% 150,526$ Employee: 20,647$ Single 24.66% Single 30%Family 32.73% Family 50%