Siouxland Human Investment Partnership (SHIP)

Siouxland Human Investment Partnership (SHIP) Board Meeting Minutes

April 19, 2013 “Subject to Board Approval”

Siouxland Human Investment Partnership (SHIP) is the Early Childhood Iowa Board and the Decategorization Board for Woodbury County. The minutes document the transactions of the Board in their fulfillment of these roles and where possible, the minutes reflect the actions of the Board specific to their respective roles.

Present: Roger Hess, Charlene Ellis, Cindi Prather, Gary Niles, Dr. Harold Post, Jody Graham , Barbara Small, Tom Bouska, George Boykin, Rev. Patrick Walsh, Karen Mackey, Linda Krei, and Kristie VerMulm McManamy

Guests: Dale Tigges, Ross (KTIV)

Staff: Matt Ohman, Erin Binneboese, Nancy Keairns, Kim Jenkins

1. Call to Order Roger Hess

2. Action Items Roger Hess A. Consensus Agenda  SHIP Board Minutes – 3/15/13  Committee Reports o Dcat Minutes – 3/26/13 o ECI Com – Woodbury – 4/4/13 o Exec. Com. Minutes – 3/15/13  SHIP Reports o SHIP – Empowerment Book of Business o SHIP – Dcat Book of Business o SHIP – Monthly Bank Activity – Mar. 13  FYI – SHIP-AS Board Meeting Minutes – 3/20/13

Charlene Ellis moved Jodi Graham 2nd Motion Carried Number of Voting SHIP Board Members 11 Yes 0 No

April 19, 2013 Page 1 B. Decat Recommendations Erin Binneboese Woodbury County DCAT Recommendations

 JCS Transfers into Woodbury County DCAT o $ 35,000 to fund DCAT1 12-010, DCAT Coordination Services, for SFY13 o $ 232,554 to fund DCAT1 12-004, Liaison Services, for SFY13 o $ 16,916 to fund DCAT1 12-009, Reunification Services, for SFY13 o $ 43,733 to fund DCAT1 12-003, Community Service, for SFY13 Total = $ 328,203 These dollars will cover the level of funding for the original contract amount, which began July 1, 2012. Any amendment(s) made which increase the contract dollar amount will be transferred to Woodbury County DCAT prior to the end of the fiscal year, June 30, 2013. Any unspent dollars allocated to the above contracts will carry forward to fund the same service contract in SFY14.

Dr. Harold Post 2nd Motion carried Number of Voting SHIP Board Members 10 Yes 0 No George Boykin abstained

 FY13 Contract Amendments o Amendment to contract DCAT 1 12-003, Community Service Supervision. Increasing contract by $5,000 due to the need for increased services. Total contract amount will be $90,000. o Amendment to contract DCAT1 12-007, JCS Programming. Increasing contract by $45,000 due to the need for increased services. Total contract amount will be $185,000. o Amendment to contract DCAT1 12-004, Liaison Services. Decreasing contract by $57,446 due to an additional revenue stream that will replace DCAT funds. Total contract amount will be $232,554. o Amendment to contract DCAT1 12-008, Child & Family Advocate Services. Decreasing contract by $10,000 due to the need to shift additional dollars into other contracted services that have need for additional dollars. Total contract amount will be $70,000. o Amendment to contract DCAT1 12-011, Fiscal Agent Services for DHS Wraparound. Increasing contract by $5,000 due to the need for increased services. Total contract amount will be $45,000. o Amendment to contract DCAT1 12-013, Parent Partner Services. Increasing contract by $5,000 due to the need for increased services. Total contract amount will be for $20,000.

Cindi Prather 2nd Motion carried Number of Voting SHIP Board Members 11 Yes 0 No

Kristie VerMulm McManamy arrived 12:17

 FY14 Contracts

April 19, 2013 Page 2 o DCAT1 12-002: SHIP-AS, Program Coordination Services for JCS Client Rehabilitation Services, $100,000 o DCAT1 12-003: SHIP-AS, Community Service Supervision, $90,000 o DCAT1 12-004: Sioux City Community School District, Liaison Services – $290,000 o DCAT1 12-005: SHIP-AS, Fiscal Agent Services for DHS Native American Unit Wraparound, $40,000 o DCAT1 12-006: SHIP-AS, DHS Tribal Liaison Services, $100,000 o DCAT1 12-007: SHIP-AS, Employer of Record and Program Coordination Services for JCS Programming, $140,000 o DCAT1 12-008: SHIP-AS, Child & and Family Advocate Services, $73,000 o DCAT1 14-014: Native Specific Family Team Meeting Facilitation Services, $20,000 o DCAT1 12-009: SHIP-AS, Sky Ranch Reunification Services - $26,000 o DCAT1 12-010: SHIP-AS, Program Coordination Services for JCS Client Mental Health Assessments – $90,000 o DCAT1 12-011: SHIP-AS, Fiscal Agent Services for DHS Client Wraparound, $40,000 o DCAT1 12-012: SHIP-AS, Program Coordination Services for DCAT Project Coordination – $60,000 (JCS 35k, DHS 25k) o ACFS1 11-086: SHIP-AS, Implementation and Support Services for Community Partnership for Protecting Children – $20,000 o DCAT1 09-023: Siouxland District Health, Drug Testing Services, $70,000 (JCS 25k, DHS 45k) o DCAT1 12-062: SHIP-AS, Program Coordination Services for Native American Programming, $45,000 o DCAT1 12-063: SHIP-AS, Program Coordination for Family Treatment Courts, $12,000 o DCAT1 12-178: Crittenton Center, Family Team Meeting Facilitation Services, $20,750 o DCAT1 12-179: Transitional Services of Iowa (TSI), Family Team Meeting Facilitation Services, $20,750 o DCAT1 12-196: SHIP-AS, Program Coordination Services for Woodbury County Mini-grants, $1,000

FY14 Contracted Services Projected Total = $1,258,500 (JCS 796,000 / DHS 462,500)

*Contracted services and dollar amounts subject to change. While there is still uncertainty with future funding, in order for services to continue from FY 13 to FY 14 without interruption, the contracting process will need to be implemented now. If funding is not available or is reduced, contract amendments would be made accordingly.

Dr. Harold Post 2nd Motion carried Number of Voting SHIP Board Members 12 Yes 0 No

C. ECI Recommendations Matt Ohman

Position: Early Childhood Iowa Director (Ida and Woodbury Counties) and SHIP Contract Coordinator April 19, 2013 Page 3 Purpose: Provide for the efficient preparation, renewal, amendment and measurement of outcomes for Early Childhood Iowa and other grant contracts for SHIP. Communicate with Early Childhood Iowa at the state level, the SHIP and SHIP-Administrative Services Boards of Directors, Early Childhood Iowa committees in Ida and Woodbury Counties, Grant Review Committees and Partnership committees. Identify contract requirements and facilitate the contract preparation, approval, and the ongoing measurement of the contract performance. Facilitate the building and maintenance of an Early Childhood system in Ida and Woodbury Counties. Advocate for early childhood systems and programs at the state legislative level.

Specific Job Duties:  Participate in Early Childhood Iowa and Collaboration Partnership Committee meetings. Facilitate the development of new contracts and letters of agreement, and maintain records for existing contracts.  Facilitate the RFP process using the SHIP template and guidelines. Assemble review teams and complete the review. Negotiate a contract with the respective provider  Conduct on-site visits with contract providers to enhance communication and collaboration.  Communicate with community leaders and legislative representatives about the importance of Early Childhood.  Prepare SHIP’s application for Early Childhood Iowa’s Levels of Excellence and maintain a high level of quality.  Mobilize the community’s Early Childhood stakeholders and facilitate the building and maintenance of an Early Childhood Community Plan and system in Ida and Woodbury Counties.  Oversee and coordinate other SHIP contracts

Personal Job Skills:  BA or BS Degree in Early Childhood, Education, or a related field of study and two years of experience in similar work responsibilities preferred.  Committed to the ongoing development of an Early Childhood system and Community Plan for Ida and Woodbury Counties.  Good written and verbal skills with related experience in business writing and facilitation or negotiation.  Public speaking skills.  Self-motivated to take responsibility for the success of the contracting process.  Demonstrated ability to organize and prioritize work responsibilities with limited supervision and/or structured guidance.  Ability to delegate and to build collaboration.  Experience in program and systems planning.  Computer skills.  Good advocacy skills  Ability to form relationships and build partnerships with program providers and stakeholders.  Ability to know or capacity to learn what early childhood quality looks like April 19, 2013 Page 4 Reports to:  The position is responsible to the Executive Director of SHIP.  Position will be housed in Sioux City and may travel throughout the service area (Ida County and Woodbury County) as necessary.

Matt will make the Board’s suggested changes and bring back to May’s board meeting.

D. Permanent Executive Director Roger Hess

Linda Krei moved to have the search committee move forward with the process to appoint a permanent Executive Director Gary Niles 2nd Motion carried Number of Voting SHIP Board Members 12Yes 0 No

3. Discussion Item a) Director’s Report Matt Ohman Mission Statement: SHIP provides leadership in response to identified community needs and collaboratively provides for the delivery of health, human services, education, and public safety in Siouxland.

Nebraska Children & Family Prevention Summit: I attended a “Prevention Summit” for Nebraska Children & Families Foundation in Kearney on April 9th. Dakota County Connections receives around $140,000 from the Foundation yearly across 3 grants to improve social-emotional development and quality of life for children. Stacie Hardy, one of our contract employees that helps with DCC, also attended and 2 members / stakeholders of the group also went along. The weather on the way home was rough, but the summit was successful in identifying partners in other Nebraska communities that we can share ideas with.

Beyond the Bell Director: Jenna Meyer has been hired as the new director of Beyond the Bell. Jenna has an early childhood degree and comes from Crittenton Center’s Stella Sanford Child Development Center. She began work on April 1st.

Beyond the Bell Site Visit: Vic Jaras, the Department of Education’s 21st Century grant director, visited SHIP and Beyond the Bell’s Spalding Park Elementary afterschool site on April 15th. Currently, Beyond the Bell receives 3 21st Century Learning Centers grants (totaling around $921,000 a year). One grant is ending this June, but SHIP applied for and received another grant for Emerson and Unity sites for another 3 years. Vic is also going to check into adding Sacred Heart to the new grant (Sacred Heart’s grant ends in June, but the D.E. is pushing private/public school partnerships). The site visit went very well. Vic often says that he uses policies and practices of BTB as examples for other afterschool programs across the state. He also likes to get our feedback on new ideas he has for programming and grants.

3101 Virginia: The agreement with the Miller family was for SHIP to put the property back together to get out of the purchase agreement. A contractor and an electrician are currently working on the property. The cost for that work is $5,543.50 and $2,125, April 19, 2013 Page 5 respectively. Some plumbing work will need to be completed as well. I have been in contact with a plumber who will be able to meet me at the church and give me a quote in the next couple of days.

Affordable Housing: After many delays, Victory Education Services has signed a purchase agreement and is dropping off a $5,000 deposit with our legal counsel. I did contact another interested party (Dick Joyce), but he is unable to purchase the lots at this time.

b) Interim Audit Update Matt Ohman Investigation is ongoing by Bob Peters.

c) Board Member Nomination Com. FY 13-14 Matt Ohman All SHIP Board Members up for renewal have agreed to another term.

d) New Policies Matt Ohman

Nepotism

1. Employees (including Program Coordinators / Directors) cannot directly supervise relatives or family members under any circumstance. 2. Employees (including Program Coordinators / Directors) may not directly hire relatives or family members. 3. Employees who are relatives or family members may not sign or authorize each other’s expense reports or time sheets. 4. If employees find that a relative or family member works for, or may seek future employment with SHIP, both employees must fill out a new conflict of interest form.

Matt will make the Board’s suggested changes and bring back to May’s board meeting.

MEMO DATE: April 20, 2013

TO: All partner agencies

FROM: Matt Ohman, Interim Executive Director

RE: SHIP policy on grant opportunity partnerships

SHIP’s tax-exempt mission is to: Provide leadership in response to identified community needs and collaboratively provide for the delivery of health, education, public safety, and human services in Siouxland. In the pursuit of this mission, SHIP routinely partners with other non- profit agencies to apply for grant opportunities. Due to the rising costs of grant-writing and the management of state and federal grants, SHIP is instituting the following policies:

1. SHIP will pay up to one half (1/2) of the cost of hiring a professional grant writer when applying for a grant in partnership with another non-profit agency. The other non-profit

April 19, 2013 Page 6 agency shall provide funding for the other one half of the grant writer’s fee. If there is more than one other agency involved, the cost will be divided equally. 2. If SHIP is to serve as the Fiscal Agent on a grant application, SHIP reserves the right to select the grant writer. 3. SHIP charges a flat, across-the-board Fiscal Agent fee of 5% to all agencies on all grants in which a Fiscal Agent fee is an allowable cost. 4. Any exceptions to this policy have to be approved in writing by the Executive Director, pending approval by the SHIP Boards of Directors.

Matt will make the Board’s suggested admin fee change and bring back to May’s board meeting.

e) 3101 Virginia & Affordable Housing Matt Ohman Work is being completed and will be inspected. It was suggested to first clarify the type of inspection required. Currently the Miller family has the property listed.

SHIP has received a signed contract and a deposit of $5000 for all the affordable housing lots.

Linda Krei moved to accept the offer on the sale of the lots up to $15,000 with appropriate release Gary Niles 2nd Motion carried Number of Voting SHIP Board Members 12Yes 0 No

4. Future Agenda Items  SHIP & SHIP-AS Board Retreat Board retreat is scheduled for Wednesday, May 29th at 12pm  Board Meeting at Ida County SHIP June 2013 meeting will be held at Ida County.  Audit Report Audit report will be brought to May’s Board meeting.

5. Communications and Other Audiences

6. Adjournment

Next SHIP board meeting is 12:00pm, Friday, May 17, 2013 at NWAEA

April 19, 2013 Page 7