Cities Counties Schools Partnership - April 19, 2013 Board Meeting Agenda (pdf)

April 19, 2013 www.ccspartnership.org Page 1

Cities Counties Schools Partnership

Leadership Meeting Agenda Friday, April 19, 2013 10:00 a.m. – 2:00 p.m.

California School Boards Association, Main Conference Room 3251 Beacon Boulevard, West Sacramento, CA 95691

Meeting Objectives:

1. To discuss collaborative anti-bullying efforts involving cities, counties and schools. 2. To receive a progress report on Cities Counties Schools Partnership’s work programs

including an update to the Cities Counties Schools Partnership’s web presence. 3. To consider association Executive Directors’ recommendations on a variety of

administrative matters.

I. Welcome and Introductions 10:00 a.m.

II. Association Updates: Key Priorities and Activities of Mutual Interest

A. California School Boards Association Cindy Marks, President, CSBA

B. League of California Cities Bill Bogaard, President, LCC

C. California State Association of Counties John Gioia, First Vice President, CSAC

10:10 a.m.

III. Collaborative Anti-Bullying Efforts – Opportunities for Cities, Counties and Schools Discussion Item

A. Guest Speaker: Rick Phillips, Community Matters

B. Staff Resource Betsy McNeil, CSBA

10:30 a.m. Page 3

IV. Activity Updates: Progress Report Information Items

A. Toolkits 1. Community Schools Partnerships 2. Safe Routes to Schools

B. Operations 1. General 2. Updated Web Presence

11:30 a.m.

Page 4 Page 5

Page 7 Page 8



Break for Lunch V. Organizational Matters

Action Items A. Designation of Board Officers and Board

Members B. Meeting Summary: September 28, 2012 C. February 2013 Financial Report D. Check Signing, Invoice Review and Contract

Signing Policy Review and Update E. Authorization for Community Schools

Partnership Toolkit Work F. Budget and Staffing for 2013-2014

1:00 p.m.

Page 9

Page 12 Page 31 Page 43

Page 48

Page 56

VI. Next Meeting Planning

Information Item A. Topic: Obesity Prevention, Food Access and

Security B. Date: Friday, October 18, 2013

Time: 10:00 a.m. – 2:00 p.m. Location: League of California Cities 1400 K Street, Sacramento, CA 95814

1:45 p.m.

Page 66

VII. Adjourn 2:00 p.m.



III. Discussion on Collaborative Anti-Bullying Efforts – Opportunities for Cities, Counties and Schools to Have Impact

Guest Speaker: Rick Phillips, Community Matters Email: [email protected] Web: www.community-matters.org

Rick Phillips is the Executive Director and founder of Community Matters. The lead author of Safe School Ambassadors: Harnessing Student Power to Stop Bullying and Violence, published by Jossey-Bass/Wiley (April, 2008), Rick has been interviewed on The Today Show, CNN, and many print, radio, and regional/national interview shows as an expert on violence prevention and empowering youth. Rick is also the author of “Ten Years after Columbine: School Violence-Prevention Report Card”

As the creator and co-developer of Safe School Ambassadors®, a youth-centered, violence prevention program that has been implemented in more than 950 schools across the United States and Canada, Rick has become a nationally-recognized educator, speaker, facilitator, and trainer who brings years of expertise and practical experience to schools and communities across the continent and abroad.

Rick has been a keynote speaker and workshop presenter at more than 500 national and state conferences, including those for the Search Institute, the National School Boards Association, the National Association of Secondary School Principals, and the National Middle School Association. Rick has spoken on topics including; “Empowering Youth to Stop Bullying and Violence,” “Strengthening Adult-Youth Partnerships for Improving School Climate,” “Breaking the Code of Silence,” and “Building Safer Schools from the ‘Inside-Out.’”

Rick earned his Master’s of Science Degree in education from the University of Southern California where he was a recipient of a United States Office of Education Fellowship. He has been a principal and teacher at elementary, middle, and high schools, a school district and county office of education administrator, and a Regional Director at the Healthy Kids Center for the California Department of Education. Rick is a father, grandfather and champion of children and youth.

Question for Board Consideration Should anti-bullying efforts be addressed within the framework of the community schools partnership toolkit?

mailto:[email protected]

http://www.community-matters.org/



IV. Activity Updates: 2012-2013 Progress Report

A. Toolkits

1. Community Schools Partnerships The leadership of the Cities Counties Schools Partnership, through its community schools partnerships committee, developed next steps for CCS to take in its efforts to develop an online toolkit. Next steps for the toolkit were established at the September 28, 2012 board meeting and include: securing funding, procuring services for and creating a contemporary website, and building a technical advisory group.

• Funding. CCS has sought funding for the community schools partnership toolkit through a variety of resources.

o Stuart Foundation. Thanks to board member Davis Campbell who serves on boards for the Stuart Foundation and the Cities Counties Schools Partnerships, the online toolkit received a $5,000 sponsorship.

o Kaiser Permanente. Staff completed a Kaiser funding application in October that yielded $20,000 towards this goal in December. Staff also traveled to Oakland to meet with Kaiser Representatives about CCS’ work. ILG also included work on the toolkit as part of ILG’s public engagement work program under its recently awarded Irvine Foundation grant. Funds from this grant would go towards: Convening of the technical advisory group (in-person and virtually) Designing and refining web content (to avoid duplication) Reviewing and reformatting CCS Partnership’s established work

(Stretching Community Dollars, Foster Youth) for use in the toolkit Assembling, linking to and defining gaps in online resources’ Developing informational resources for leadership strategies Examining best practices in public engagement vis-à-vis community

schools (Irvine Foundation grant through Institute for Local Government) Creating resource section for facilitation services in developing

partnerships

Question for Board Discussion Does the board accept the 2012-2013 progress report on CCS Partnership’s work on toolkits and operations? Executive Directors’ Recommendation: Yes



o United Way of the Bay Area. Staff is submitting a funding application following conversations with staff at the United Way of the Bay Area. The United Way is pursuing community schools partnerships as a strategy to bring health care, food pantries, after-school programs, and parent-education classes directly to schools. In addition to funding, the United Way is interested in having staff member, Susan Jeong, from the education team participate in the technical advisory group. United Way has also recommended a staff member of Alameda County Public Health participate on the advisory group.

• Website. The CCS Partnership website will launch in April 2013.

• Technical Advisory Group. CCS staff outreach and relationship-building has been

focused on building a technical advisory group to serve as experts in developing content and efficiently and effectively use established resources in the community schools partnerships toolkit. Support and interest in the toolkit is growing through discussions at conferences and seminars:

o California School Board Association, 2012 Annual Education Conference.

Staff met with bay area, northern and southern California community schools partnerships advocates.

o Coalition for Community Schools – Institute for Educational Leadership, “Community Schools Policy & Practice Scaling Up Seminar” March 18, 2013. CCS Partnership participated in the workshop for west coast community school partner. League of California Cities President and City of Pasadena Mayor Bill Bogaard spoke about the City of Pasadena’s school-city work plan with Pasadena Unified School District and emphasized the work of CCS through its upcoming toolkit. CCS staff member Jennifer Armer engaged with session attendees about providing information for or potentially serving on the technical advisory group, including: Juliet Flores, Annenberg Foundation; Iris Zuniga and Karina Favela-Barreras, Youth Policy Institute; Mary Kingston, Coalition for Community Schools, Institute for Educational Leadership; Todd Diskin, Schools Uniting Neighborhoods (SUN) Service System Division; Jennifer Peck, Partnership for Children & Youth; Robert Vidana, Fremont High School; and Ed Center, United Way Bay Area.

2. Safe Routes to School.

CCS Partnership continues its work toward the completion of the third year of a three-year project to research, develop, field test, refine and post a web-based toolkit for city, county and school decision-makers on creating safe walking and bicycling environments and programs. The final beta version of the toolkit is online and California Department of Public Health is providing final comments before its full release in May.



The toolkit was presented at the following meetings/sessions since last September:

• Green California Schools Summit, “Going Green with Safe Routes to Schools Programs,” September 28, 2012. Sharing the story of integrating active transportation into green school upgrades at Met Sacramento High School, and announcing the future toolkit with a call for review by interested parties. Panelists included Lauren Michele, Principal/Founder/Author of Policy in Motion and Kai Faust, Student and School Advisory Board Member, Met Sacramento High School.

• Toolkit Review by Marin County Leaders organized by Mayor Pro Tem Pat

Eklund, October 29, 2012. Presentation of draft toolkit and discussion with leaders from Marin County, including city staff, elected officials and local advocates: Pat Eklund, Mayor, City of Novato; Tom Cooper, Board Member, Novato Unified School District; Suzanne Loosen, Senior Transportation Planner, Transportation Authority of Marin; Jason Nutt, Public Works Director, City of Novato; Andy Peri, Advocacy Director, Marin County Bicycle Coalition; and Wendi Kallins, Founder and Director, SR2S Marin.

• California School Board Association Annual Education Conference, “City-

County-School Collaboration for Safe Routes to Schools,” November 29, 2012. Sharing the story of partnerships in creating safe routes to school in Solano County, and announcing the future toolkit with a call for review by interested parties. Panelists included Jack Batchelor, Jr., Mayor City of Dixon and Chair Solano Transportation Authority and Daryl K. Halls, Executive Director Solano Transportation Authority and Brian Dolan, Superintendent, Dixon Unified School District.

• SACOG Workshop for Safe Routes to Schools, December 13, 2012. More than

40 participants attended and heard from local leaders on collaboration and partnerships as a tool for greater impact on active transportation efforts, and received a presentation preview of the toolkit. Participants included city, county and school board elected officials, school district staff, city planning / public works staff, county public works staff, safe routes to schools coordinators, non-profit and advocacy organizations, California Department of Public Health, CalTrans, parents, volunteers and many more. Panelists included Supervisor Don Saylor, Yolo County, Mayor Ricky Samayoa, City of Marysville and Trustee Teri Burns, Natomas Unified School District.

• League of California Cities, Central Valley Regional Division Quarterly Meeting,

March 14, 2013. Keynote presentation was made by CCS / ILG staff on the toolkit’s resources, including funding opportunities, available soon to local decision-makers.



• Green California Summit, “Collaborating to Achieve Active Transportation – Tools and Tips to Encourage Bikeable and Walkable Communities,” April 18, 2013. Sharing the story of partnerships in creating safe routes to school in Solano County, and giving a preview of the toolkit to be released next month. Panelists included Jack Batchelor, Jr., Mayor City of Dixon and Chair Solano Transportation Authority and Daryl K. Halls, Executive Director Solano Transportation Authority.

The following outreach is expected prior to the completion of the project in June 2013:

• Public release of toolkit in May, 2013. The toolkit will launch following the final review by California Department of Public Health. Launch to include promotion across social media and traditional outreach efforts.

• Webinar providing tutorial on use of toolkit in June, 2013. CCS / ILG staff to host

webinar for local officials to showcase toolkit’s rich resources and emphasize collaborative opportunities for active transportation.

Proposals have also been completed for sessions to share the toolkit at the National Safe Routes to School Conference in August, 2013, and the American Planning Association’s California Section Annual Conference in October, 2013.

B. Operations

1. General. In the spirit of accountability, the following provides a status report on the organizational deliverables in the 2012-13 CCS/ILG contract. • 501(c)3 status. CCS Staff and accounting team completed filing of non-profit status with

federal and state agencies in fall 2012.

• Executive Director Meetings. Thus far, there have been two monthly meeting of the executive directors (January 14, 2013 and April 10, 2013). We missed the (August/September) meeting, in part because of the vacancy in the CSAC executive directorship. Finding times that work for all three executives with demanding schedules has been challenging and, we worry about being an additional demand on already over-subscribed schedules. To avoid this, staff is proposing fewer meetings for the 2013-2014 work plan.

• Meetings and Reports. The Partnership has had two full leadership meetings, including today’s, during the 2012-13 contract period. Staff has secured meeting space, prepared agendas and supporting materials.



• Recognition Program. Staff has collaborated with the California School Boards and League of California Cities on the intergovernmental collaboration element of each organization’s award programs in 2012. Staff has had discussions with the executive directors of the associations about future award recognition efforts for 2013 and 2014.

o Golden Bell/Intergovernmental Collaboration. Escondido Union School

District - The CARE Youth Project, received the CSBA award, which was presented at the CSBA Annual Conference in December.

o Helen Putnam/Intergovernmental Collaboration. The Enchanted Heights

Public Outreach Program (City of Perris) received the League’s award, which was presented at the LCC Annual Conference in September. The recipient’s program was featured in the February issue of Western City magazine.

• Website. Staff has secured a new web presence. • Budgeting and Accounting. Staff and CCS Accounting team maintain financial records,

pay CCS’ bills consistent with adopted policies and provide financial reports to the executive directors and board. Staff has prepared a 2013-2014 budget for the board’s consideration at this April 2013 board meeting.

• Project Development and Fundraising. Staff continues to pursue opportunities to

secure funding for the community schools partnerships toolkit. • Safe Routes to School. CCS’ contract is in the third and final year. Toolkit for safe

routes to school / active transportation is awaiting final review and approval by the Department of Public Health, with a hoped-for launch date of May 2013.

• Facilities and Equipment. CCS receives its office space and furnishings through the

Institute for Local Government’s agreement with the League of California Cities.

2. Web Presence. Pursuant to the approved 2012-2013 budget and work program; staff secured three bids on re-creating1 and upgrading the CCS Partnership website. A vendor was selected and staff worked on site mapping, design and content to provide a space that best meets the needs for online toolkits accessible by local agency and officials. As of April 1, 2013 staff is working with the vendor on final site design. Staff is also working with partner association staff and officers for approval of quotes and images that signify each organization and promote collaboration. 1 CCS’ previous website host inexplicably deleted the CCS website, even though CCS paid the hosting fee, and refused to respond to repeated entreaties to get the website back online. We re-created a CCS web presence on ILG’s site and concluded that our time would be better spent working towards the planned upgraded platform.

http://www.ccspartnership.org/



V. Organizational Matters

A. 2013 CCS Partnership Leadership: Designation of Directors and Officers

Background Officers. Under the CCS bylaws, the officers of CCS are a chair, first vice chair, secretary and treasurer. See Bylaws, Art. VI, § 1. The bylaws also provide that the primary officers (chair, first vice chair, and second vice chair) shall rotate among the three associations. See Bylaws, Art. VI, § 2. Each association appoints their officer. 2

2 The bylaws language is silent on timing of officer election and a bit unclear on the mechanism for electing officers (the title to the table helps):

(i) The officers indicated below [Chairperson, First Vice Chairperson and Second Vice Chairperson] shall be appointed by the Designated Directors then in office designated by the Designator shown in the table below. [emphasis added] The years indicated in the top of each column are the initial schedule, which shall repeat thereafter in a three-year cycle. The group of directors entitled to appoint any officer shall act by majority of the group, which appointment shall be in writing and shall become effective upon delivery to the Secretary of this corporation and the expiration of the predecessor’s term. . .

Designated Director Groups Appointing Officers

POSITION 1997 1998 1999

Chairperson California School Boards Association

California State Association of Counties

League of California Cities

First Vice Chairperson



California School Boards Association

Second Vice Chairperson




Issues for Board Decision

• Does the board accept the associations’ designations for officers and board members?

• Is it time to do a bylaws review to remove outdated language and ambiguities?

Executive Directors’ Recommendation: Yes

• Whom does the board want to serve as treasurer and secretary?



The 2012 officers are:

Chair: John Gioia, CSAC

First Vice Chair: Jill Wynns, CSBA

Second Vice Chair: Mike Kasperzak, LCC

The Treasurer was previously the CSAC Executive Director and the Secretary has been Pat Eklund. Designated Directors. Each association also designates five directors on an annual basis. See Bylaws, Art. IV, § 4A. The designations are to be in writing, signed by an authorized representative of the association and kept with the minutes. See Bylaws, Art. IV, § 4A. Unless the designation specifies otherwise, the terms of designated directors are three years. See Bylaws, Art. IV, § 4A.

Elected Directors. The bylaws also empower majority of the directors to also elect up to four public members of the board (“elected directors”). See Bylaws, Art. IV, § 4B Each elected director serves for three year, staggered terms. See Bylaws, Art. IV, § 4B and 4Bi.

Currently the board has two elected directors, Davis Campbell and Pat Eklund. The records relating to the years in which those elected directors were elected are unclear. Staff’s assumptions are that each director’s term is not expiring.

Timing. The bylaws do not specify when elections should occur. Historically, however, staff understands that the elections have occurred after the three associations have had their leadership transitions in the fall.

Action Items

1. Association Designations. The associations make the following designations for 2013:

a. Designated Officers: The following offices will be occupied as follows:

i. Chair: Jill Wynns, CSBA ii. First Vice Chair: Bill Bogaard, LCC iii. Second Vice Chair: John Gioia, CSAC



b. Designated Directors: That the following individuals serve as designated directors for each of the three associations:

California School Boards Association: • Vernon Billy, Executive Director, California School Boards Association • Jesus M. Holguin, Vice President, CSBA,

Board Member, Moreno Valley Unified School District • Jo Lucey, President-Elect, CSBA,

Board Member, Cupertino Union School District • Cindy Marks, President, CSBA,

Board Member, Modesto City Schools • Jill Wynns, Immediate Past President, CSBA,

Board member, San Francisco Unified School District California State Association of Counties:

• Matt Cate, Executive Director, CSAC • Dave Cortese, Supervisor, Santa Clara County • John Gioia, First Vice-President, CSAC,

Supervisor, Contra Costa County • Don Saylor, Supervisor, Yolo County • Brad Wagenknecht, Supervisor, Napa County

League of California Cities:

• Bill Bogaard, President, League of California Cities, Mayor, Pasadena

• Kansen Chu, Council Member, City of San Jose • Mike Kasperzak, Immediate Past President, LCC,

Council Member, City of Mountain View • Chris McKenzie, Executive Director, League of California Cities • Greg Pettis, Council Member, Cathedral City

2. Board Election for Secretary and Treasurer. Nominations for secretary and

treasurer are:

a. Secretary: _____________________ b. Treasurer: _____________________

3. Bylaws Review. Article X, section 4 of the bylaws provide that any changes to the

bylaws must be submitted a week before they are proposed to be adopted. Staff recommends that the bylaws be reviewed and updated in the coming year to reduce ambiguities and double-check for alignment with current CCS organizational needs.



B. Meeting Summary: September 28, 2012

Question for Board Discussion Does the board accept the meeting summary of September 28, 2012? Executive Directors’ Recommendation: Yes







































C. February 2013 Financial Report

Cash and Investments As of February 28, 2012, CCS Partnership cash balance per the bank statements:

BalanceInterest

RateBank of America Checking 107,551$ Bank of America Savings

144,079$ 0.08% As of February 28, 2013, CCS Partnership cash balance per the bank statement reconciled to the cash balance in the accounting system:

Question for Board Discussion Does the board accept the February 2013 Financial Report? Executive Directors’ Recommendation: Yes

BalanceBank of America Checking 107,551$ Un-cleared Vendor Payable Transactions (101,870)$

February 28, 2013 Accounting System Balance 5,681$



As of February 28, 2013, the un-cleared vendor payables are payments that have not cleared the bank:

Vendor Number Payment Date Amount Signed Status as of

April 2, 2013League of CA Cities 2055 11/1/2012 20.60$ Vernon Billy

Chris McKenzieSigned3/21/2013

ILG - Contract 2056 11/30/2012 7,356.50$ Vernon BillyChris McKenzie

Cleared3/21/2013

ILG - SRTS 2054 12/13/2012 22,363.40$ Vernon BillyChris McKenzie

Cleared3/21/2013


Signed3/21/2013

FedEx 2059 1/31/2013 21.78$ JoAnne SpeersChristal Love Lazard

Cleared3/21/2013

League of CA Cities 2061 1/31/2013 6.56$ Vernon BillyChris McKenzie

Signed3/21/2013


Cleared3/21/2013


Cleared3/21/2013


Cleared3/21/2013


Cleared3/21/2013

ILG - Misc. Expense 2067 2/22/2013 332.50$ Vernon BillyChris McKenzie

Cleared3/21/2013

Randi Kay Stephens (Non-Profit Filing)

2068 2/22/2013 20.00$ JoAnne SpeersChristal Love Lazard

Signed3/21/2013


Signed3/21/2013


Cleared3/21/2013

Total 101,870.09$ The chart above indicates checks that have been signed under the revised Check Signing / Invoice Review / Contract Signing Policy3.

3 Per the CCS Partnership’s Check Signing / Invoice Review / Contract Signing Policy (approved September 28, 2012): Any check made out to an affiliated organization (the California School Boards Association, the California State Association of Counties, the Institute for Local Government, or the League of California Cities) must be signed by individuals not affiliated with the organization receiving the check. In the event that there is a vacancy that makes compliance with this policy infeasible, the second external signature may be from a CCS Board Member from an affiliated organization. However, the CCS Board shall be notified when and under what circumstances this exception has been invoked at its next board meeting.



Accounts Receivable

The total balance in Accounts Receivable relates to CCS’s contract with the University of California, San Francisco for the Safe Routes to School (SRTS) contract. As of February 28, 2013, the accounts receivable balance was $42,433.69 which reflects December 2012, January 2013, and February 2013. As of March 27, 2013, $25,817.89 of February 28, 2013 balance has been received. The remaining balance is for February 2013 SRTS contract services.

Balance Received As of 3.27.13

UCSF 42,434$ 25,818$ 16,616$ Total Receivables 42,434$ 25,818$ 16,616$

Accounts Payable

Accounts payable are $0 at February 28, 2013. Checks for payment to ILG for the February 2013 SRTS and personnel contract have been written but the payment for the SRTS contract will not be distributed until CCS is paid by UCSF.

Financial Statements as of February 2013 Overall Financial Position

Core Operations With approximately 66.7 percent of CCS’ fiscal year completed, expenses incurred are generally on pace with budget projections. We spent $66,643 as of February 2013 (66.7 percent of budget would be $70,951). The chart below compares actual income and expense to budgeted amounts for CCS’s core expenses (exclusive of Safe Routes to Schools).

BalanceTotal Assets 192,194$

Total Liabilities -$ Total Equity 192,194$ Total Liability & Equity 192,194$



7/1/12 – 2/28/13 Administration/ Core Functions

Budget Administration/ Core Functions

(Portion for July 2012 to February 2013 - 66.7%)

2012-2013 Annual Budget Administration/ Core Functions

Income $ 115,832 $ 77,915 $ 116,872 Expenses $ 66,643 $ 70,951 $ 106,427 Net Income/(Loss) $ 49,189 $ 6,964 $ 10,445

Income reflects the three associations’ annual contributions, interest income, and the 8 percent administrative fee CCS earns on the SRTS contract. Safe Routes to Schools The Safe Routes to Schools portion of CCS’s work for July through February 2013:

SRTS Contract SRTS Admin TotalIncome 134,286$ 10,743 145,029$ Expenses 134,286$ 0 134,286$ Net Income/(Loss) -$ 10,743 10,743

Total income of $145,029 includes an 8 percent administrative fee (which appears under administration). Community Schools Partnerships In 2012, the CCS Partnership identified a key priority of creating a community schools partnerships toolkit to assist local officials and staff in fostering collaboration among city, county and school officials. Davis Campbell, board member with both CCS Partnership and Stuart Foundation, requested funds from Stuart Foundation to support the creation of the community schools partnerships toolkit. Currently there is $25,000 in income and no expenses related to community schools partnerships. Note that the work done thus far in supporting the board’s interest in community schools partnerships has been done under “general,” using the core funding provided by CSBA, CSAC and the League.

Attachments:

1) Income and Expense as Compared to Budget July 2012 to February 2013 (Page 35) 2) Statement of Financial Position as of February 2013 (Page 36) 3) Checking Account Statement – January 30 through February 26, 2013 (Page 37) 4) Savings (Business Checking) Account Statement – February 1 through February 28,

2013 (Page 40)



1) Income and Expense as Compared to Budget July 2012 to February 2013 CCS Partnership

Income & Expense as Compared to Budget July 1 to February 28, 2013

Revenues

7/1/12 – 2/28/13

Administration/ Core

Functions

Budget Administration

/ Core Functions

7/1/12 – 2/28/13

Safe Routes to School (SRTS)

Budget Safe Routes to

School (SRTS) Totals

Three Association Funding ($35K each) 105,000 105,000 105,000

SRTS Contract (DPH through UCSF) 134,286 148,403 134,286

SRTS Admin Percentage (8%) 10,743 11,872 10,743

Interest and Misc Income 89 89 25,000

CSP Toolkit 25,000

Total Funds $140,832 $116,872 $134,286 $148,403 $275,118

Expenditures

Business Expenses

Audit

Annual State Non-Profit Filing Fees

85 500 85

Personnel

ILG Contract 58,852 88,277 134,286 97,266 193,138

Contract Services

Consultants 41,637

Contract Accountant & Bookkeeper

2,245 5,000 2,245

Travel and Meetings

Meetings 384 1,000 5,000 384

Other Travel 214 1,000 214

General

Awards 83 500 83

Postage & Mailing Services 58 200 2,218

Printing & Photocopying 250 4,500

Supplies 100

Telephone

Insurance 2,498 3,500 2,498

Website & Internet, Design 2,198 6,000 38

Other Costs 25 100 25

Fundraising Expenses

Total Expenditures $66,643 $106,427 $134,286 $148,403 $200,928

Net Revenues/Expenses $74,189 $10,445 - - $74,189



2) Statement of Financial Position as of February 2013

Feb 28, 13

ASSETS

Current Assets

Checking/Savings

Bank of America Checking 5,681.21

Bank of America Savings 144,079.45

Total Checking/Savings 149,760.66

Accounts Receivable

Accounts Receivable 42,433.69

Total Accounts Receivable 42,433.69

Total Current Assets 192,194.35

TOTAL ASSETS 192,194.35

LIABILITIES & EQUITY

Equity

Unrestricted Net Assets 118,005.11

Net Income 74,189.24

Total Equity 192,194.35

TOTAL LIABILITIES & EQUITY 192,194.35

Cities Counties Schools PartnershipStatement of Financial Position

February 28, 2013



3) Checking Account Statement – January 30 through February 26, 2013







4) Savings (Business Checking) Account Statement – February 1 through February 28, 2013







D. Check Signing, Invoice Review and Contract Signing Policy Review and Update

1. Revising the Previously Approved CCS Check Signing, Invoice Review and Contract Signing Policy

Background

At the September 28, 2012 meeting, the Board adopted an update to its Check Signing / Invoice Review / Contract Signing Policy. At their January meeting, the association executive directors expressed frustration with Bank of America’s cumbersome procedures for changing signers on CCS’ account. They also asked staff to explore ways that would minimize their check signing obligations. Proposal Bank of Sacramento has more flexible procedures for changing check signers. While Bank of Sacramento understands demanding schedules (and does not require all signers to meet at the same time for account initiation), the bank requires a board-approved document identifying the designees to proceed with signature cards. If the Board is agreeable, an amended policy proposal and resolution are attached, acknowledging that the board took action at its April 19, 2013 meeting.

Questions for Board Discussion

• Does the Board approve the attached update to the CCS Check Signing, Invoice Review and Contract Signing policy?

• Is the Board amenable to adopting a resolution indicating the board-approved designees for banking procedures including check signing?




Check Signing / Invoice Review / Contract Signing Policy4 Check Signing Pursuant to Article X, Section 2 of the CCS Partnership Bylaws, the Board of Directors of the Cities Counties Schools Partnership authorizes the following positions (persons) to sign checks on behalf of the Cities Counties Schools Partnership:


• Executive Director, California School Boards Association, and Board Member, CCS Partnership (Vernon Billy)

• Assistant Executive Director, Policy and Programs, California School Boards Association and Designated Check Signer, CCS Partnership (Angelo Williams)


• Executive Director, California State Association of Counties, and Board Member, CCS Partnership (Matt Cate)

• (__________________), California State Association of Counties and Designated Check Signer, CCS Partnership (__________________)


• Executive Director, League of California Cities, and Board Member, CCS Partnership (Chris McKenzie)

• Senior Director, Legislative Affairs, League of California Cities, and Designated Check Signer, CCS Partnership (Dan Carrigg)

CCS Partnership Staff

• Executive Director, Institute for Local Government and Staff, CCS Partnership (JoAnne Speers)

• Program Coordinator, Institute for Local Government and Staff, CCS Partnership (Randi Kay Stephens)

4 Article X, Section 2 of the CCS Partnership Bylaws reads as follows: Contracts, Notes, and Checks. All contracts entered into on behalf of this corporation must be authorized by the Board of Directors or the person or persons on whom such power may be conferred by the Board from time to time, and, except as otherwise provided by law, every check, draft, promissory note, money order, or other evidence of indebtedness of this corporation shall be signed by the person or persons on whom such power may be conferred by the Board from time to time.



All checks require two signatures. Except as provided below, CCS Partnership staff are authorized to be the two signatures. Checks for Over $5,000. The first signature on checks may be that of a CCS Partnership staff member. The second signature shall be from an authorized signer other than CCS Partnership staff. Checks to Affiliated Organizations. Any check made out to an affiliated organization (the California School Boards Association, the California State Association of Counties, the Institute for Local Government, or the League of California Cities) must be signed by individuals not affiliated with the organization receiving the check. In the event that there is a vacancy that makes compliance with this policy infeasible, the second external signature may be from a CCS Board Member from an affiliated organization. However, the CCS Board shall be notified when and under what circumstances this exception has been invoked at its next board meeting. Invoice Review Invoices for work done by the Institute for Local Government on behalf of the Cities Counties Schools Partnership will be reviewed by executive staff for of the California School Boards Association prior to submission for payment. Contract Signing Pursuant to Article X Section 2 of the CCS Partnership Bylaws JoAnne Speers Executive Director of the Institute for Local Government and administrator of the CCS Partnership has the authority to sign contracts on behalf of the CCS Partnership. The Board expects to be apprised of the pendency of major contracts (over $50,000) in advance of their execution. The annual service agreement between the CCS Partnership and the Institute for Local Government shall be signed by the Chair of the Board.



2. Resolution Specifying Board-Approved Designees for Banking Procedures Including Check-Signing

Whereas, the CCS Partnership Officers and Board met for its regularly scheduled meeting on Friday, April 19, 2013. Whereas, the Officers and Board voted on a revised Check Signing / Invoice Review / Contract Signing Policy. Whereas, the Officers and Board authorized the following signers for the CCS Partnership bank account to be opened with Bank of Sacramento:


• Executive Director, California School Boards Association, and Board Member, CCS Partnership (Vernon Billy)

• Assistant Executive Director, Policy and Programs, California School Boards Association and Designated Check Signer, CCS Partnership (Angelo Williams)


• Executive Director, California State Association of Counties, and Board

Member, CCS Partnership (Matt Cate) • (__________________), California State Association of Counties and

Designated Check Signer, CCS Partnership (__________________)


• Executive Director, League of California Cities, and Board Member, CCS Partnership (Chris McKenzie)

• Senior Director, Legislative Affairs, League of California Cities, and Designated Check Signer, CCS Partnership (Dan Carrigg)

CCS Partnership Staff

• Executive Director, Institute for Local Government and Staff, CCS Partnership

(JoAnne Speers) • Program Coordinator, Institute for Local Government and Staff, CCS

Partnership (Randi Kay Stephens)



Whereas, this resolution will serve as the minutes for the board’s action. Signed: ____________________________ Pat Eklund Secretary, CCS Partnership Date: April 19, 2013



E. Authorization for Community Schools Partnership Toolkit Work

1. Proposed 2012-2013 Budget Amendment

Background At the September 28, 2012 meeting, the Board adopted a community schools partnership work program and directed staff to try to secure funding for it. Board member Davis Campbell secured $5,000 from the Stuart Foundation and Board chair John Gioia helped staff secure $20,000 from Kaiser Permanente. An application for another $5,000 is in process. Proposal To the extent time was available under the Institute’s current contract, staff has been engaged in outreach and information gathering relating to the community schools partnership toolkit. For example, staff’s attendance and preparation for the March 18 community schools partnership conference in Los Angeles was funded from existing hours under the Institute/CCS agreement. Staff would like, however, to devote additional attention to the toolkit and other elements of the community schools partnership work program. Accordingly, staff proposes the board authorize a contract and budget amendment to authorize spending half of the Kaiser grant ($10,000) and all of the Stuart Foundation grant ($5,000) to enable more accelerated progress to be made. If the Board is agreeable, a proposed amended 2012-13 agreement is attached.

Question for Board Decision

• Does the Board approve a 2012-2013 budget amendment to spend the $5,000 received from the Stuart Foundation and half the $20,000 received from Kaiser Permanente ($10,000) to fund work on the community schools partnership online toolkit?

• Does the Board authorize the chair to execute an amended 2012-2013

service agreement with the Institute for Local Government to begin work on the CSP toolkit?




2. Proposed Amended 2012-2013 Service Agreement with Institute for Local Government















F. Budget and Staffing for 2013-2014

Proposed 2013-14 Resource Allocation Community Schools Partnership Work Program In light of the board’s enthusiasm for developing an online community schools partnership toolkit, the proposed 2013-14 budget suggests allocating resources to the toolkit and related activities the board identified (conference and awards programs). These resources would come from three sources:

1. Grant funds raised in support of the project (one half the $20,000 Kaiser grant and $5,000 in anticipated funding from United Way East Bay);

2. An allocation of $30,000 from the three associations’ core support of CCS ($10,000

per association); and

3. A $45,000 allocation from CCS’ unrestricted net assets (current balance $118,000, which would leave a remaining balance of $73,000).

This allocation would fund approximately 935 hours of ILG staff time on the toolkit, as well as consultant time, costs of convening the technical advisory committee and other various anticipated costs associated with implementing the board’s vision with respect to the toolkit. Staff would continue to work with the board to secure additional funding, but we believe that this would enable us to complete substantial work on the toolkit (as a point of reference, the Safe Routes to Schools toolkit cost $349,826 in years two and three).

Questions for Board Discussion

• Does the board adopt the proposed 2013-2014 budget as presented?

• Does the board authorize the chair to execute the proposed 2013-2014 service agreement with the Institute for Local Government?




Core Functions The reallocation of $30,000 from core functions is achieved through anticipated staff time savings associated with the following proposed changes to the core function work program:

1. Board Meetings. The plan is to have only two CCS board meetings (previous contracts called for up to four depending on board member interest and availability and availability has been a challenge given the associations’ busy schedules);5 and

2. Executive Director Meetings. The plan is to coordinate two association executive

directors’ meetings (as part of the preparation for the CCS board meetings). Scheduling has been a challenge given the executive directors’ demanding schedules.

To maintain good communications, the work program would continue communications among the three associations through the associations’ liaisons. In addition, we propose maintaining more regular contact with the CCS board through a bi-monthly email update. The work program also contemplates a bylaws review and update (CCS’ bylaws have not been reviewed since CCS’ founding in 1997). The budget contemplates that approximately 740 hours of staff time would be devoted to these core functions, which also includes:

A. Maintaining CCS’ 501(c)(3) Status. Making such filings with state and federal authorities to maintain CCS’ status as a nonprofit, tax exempt entity in good standing, including but not limited to filing IRS Form 990 and the State of California Secretary of State Statement of Information on CCS’ behalf.

B. Executive Director Meetings. Convening the three executive directors of the

partner organizations to exchange information and discuss issues of mutual interest on a bi-annual basis.

C. Board Meetings and Reports. Securing meeting space and prepare agendas,

supporting materials and minutes for two CCS Board and/or leadership meetings.

D. Inter-Association Staff Collaboration: Maintaining regular communications

with staff members designated by each association as liaisons to CCS. E. Bi-Monthly Communications to Board. Sending bi-monthly e-updates to the

board on activities and programs to enable board members to keep abreast on program progress and provide peer review and other input on development of community schools partnership toolkit if they desire.

5 Note that this would result to association savings as well, since the associations pay for their respective board members’ travel and also host the board meetings. Pursuant to Article IV, Section 7 of the CCS bylaws, the Board of Directors must meet at least once per year.



F. Bylaws. Reviewing and suggesting changes to CCS bylaws to address issues

on which the bylaws are silent and/or conform the bylaws to current practices. G. Website. Maintaining and updating CCS’ website. H. Budgeting and Accounting.

1. Securing the services of and supervising independent contractors to maintain CCS’ financial records, pay CCS’ bills as authorized in the CCS’ adopted budget and consistent with CCS’ adopted policies, and provide financial reports to the CCS Board at Board meetings as well as the annual report contemplated by Article X, Section 3 (Annual Chairperson Report to Directors) of the CCS bylaws.

2. Providing staff support for the Treasurer as it relates to the duties specified

in CCS bylaws Article VI, Section 10. 3. Preparing a budget for 2013-2014 for the CCS’ Board’s consideration and

adoption.

(The costs for third party accounting services are a separate budget line item.)

I. Facilities and Equipment. Providing the office space, facilities, software and equipment necessary to perform CCS’ tasks through the Institute’s service agreement with the League of California Cities.



1. Proposed 2013-2014 CCS Partnership Budget

2013-14 Administration/ Core Functions

2012-13 Administration/ Core Functions

2013-2014 Community

Schools Partnerships

Totals

Funding ($35K/Partner) 75,000 105,000 30,000 105,000 Foundation Grants 15,000 15,000 Misc Income 100 11,872 Spending from Unrestricted Net Assets (Current Balance $118,000) 45,000 45,000

Total Funds $ 75,100 $ 116,872 90,000 165,100$

ExpendituresBusiness ExpensesAudit - - - Annual State Non-Profit Filing Fees 500 500 500

Personnel - ILG Contract 58,100 88,277 75,875 133,975

Contract Services - Consultants - - 10,000 10,000 Contract Accountant & Bookkeeper 4,500 5,000 4,500

Travel and Meetings - Meetings 1,000 1,000 2,500 3,500 Other Travel 1,000 1,000 1,000

General - Awards 500 500 500 Postage & Mailing Services 200 200 100 300 Printing & Photocopying 250 250 500 750 Supplies 100 100 100 Telephone - Insurance 3,500 3,500 3,500 Website & Internet 2,788 6,000 500 3,288 Other Costs 100 100 100 Fundraising Expenses - - -

Total Expenditures 72,538$ 106,427$ 89,475 162,013$

Net Revenues/Expenses

2,562$ 10,445$ 525$ 3,087$

Revenues



2. Proposed 2013-2014 Service Agreement with Institute for Local Government













VI. Next Meeting Planning A. Board Suggested Discussion Topic:

Obesity Prevention, Food Access and Security

B. Meeting Details: Date: Friday, October 18, 2013 Time: 10:00 a.m. – 2:00 p.m. Location: League of California Cities, 1400 K Street, Sacramento, CA 95814

VII. Adjourn

G:\INSTITUTE\CCS\Board Minutes and Agendas\2013\April 19 2013\Cities Counties Schools Partnership April 19 Meeting Agenda_Board Distribution.docx

Documents

Cities Counties Schools Partnership - April 19, 2013 Board Meeting Agenda (pdf)