PIEDMONT WORKFORCE DEVELOPMENT BOARD (PWDB) … · 2019-09-16 · e) EO Officer Re-designation from Helen Cauthen to Monica Long There was a motion to approve. Moved by John Baldino,

PIEDMONT WORKFORCE DEVELOPMENT BOARD (PWDB) MEETING AGENDA Serving Albemarle ~ Charlottesville ~ Culpeper~ Fauquier ~ Fluvanna ~ Greene ~ Louisa ~ Madison ~ Nelson ~ Orange ~

Rappahannock

PWDB Meeting Tuesday, September 17, 2019 3:00 PM – 4:30 PM 4th Floor Conference room

1001 Research Park BLVD Suite 301

Charlottesville, VA 22911 434-979-5610

Mission To be a proactive partner with employers and economic development leaders by providing a qualified workforce that

meets current and future job demand.

Vision A proactive, nimble organization that responds to the needs of employers.

Liz Walters PWDB Chair (Acting)

Helen Cauthen Executive Director

Dave Kilgore Vice Chair

Monica Long Workforce Development Director

AGENDA ITEMS

Item # and Description

Presenter

Action

Page #

I. Call to Order/Roll Call/Introductions Liz Walters – 3:00 PM Action by Chair

II. Determination and Announcement of Quorum (30%) Liz Walters Action by Chair

III. Transparency of PWDB Decisions a) Conflict of Interest/Disclosure – Any financial

interest (assets, contracts, income, etc.) of WDB members which may be materially affected by actions or discussion on this agenda should be disclosed at this time and members should leave the room prior to any discussion of the item and return after the discussion has ended and/or action has been taken.

Liz Walters Action by Chair

IV. Opportunity for Public Comment Persons may directly address the Board at this time on any item on the agenda, or on any other items of

Liz Walters Discussion

Americans with Disabilities Act: In accordance with the Americans with Disabilities Act, the PWDB will make reasonable efforts to accommodate persons with qualified disabilities. If you require accommodation, please contact Monica Long, EO Officer at [email protected]| (434) 841-1659 | TDD/TTY Dial 7-1-1 Toll-free. Requests for assistance should be made at least three business days in advance of the meeting.

interest to the public, that is within the jurisdiction of the Board.

V. Consent Agenda a) 6/13/2019 PWDB Meeting Minutes

Liz Walters Vote Pg. 3

VI. Partner Presentations and Program Updates a) One-Stop Operator – Operations and Business

Services b) WIOA – Adult, Dislocated Worker,

Youth c) Virginia Employment Commission d) Dept. of Aging and Rehabilitation Services e) Adult Education and Family Services

Tom Gillette - 5 min Marty Baldwin -5 min Melanie Blosser Don Shotwell -5 min Naomi Aitkens -5 min Carol Coffey - 5 min

Information

VII. Fiscal Agent: Financials Report a) PY2018 (7/1/2018 – 6/30/2019) Statement of

Income and Expense b) PY2018 Statement of Financial Position c) FY2020/PY2019 Operating Budget

Stephanie Boynton - 20 Min

Vote

Pg. 7 Pg. 12 Pg. 13

VIII. PWDB Administrative a) 2019 Board Certification and Composition Update b) MOU Update c) State Monitoring Update d) Eligible Training Provider Approval

• Culinary Concepts, AB – LS Culinary Boot Camp • PVCC – Solar Technician and Medication Side

Monica Long - 10 min

Information Vote

Pg. 18 Pg. 20 Pg. 28

IX. Committee Update a) 8/7/2019 WIOA Committee Meeting b) Youth Standing Committee

John Baldino - 5 min Monica Long – 5 min

Information

X. Member Roundtable 5 min Information

XI. Other Business 5 min Information

XII. Next Quarterly Meeting December 11, 2019

XIII. Adjournment Liz Walters - 4:30 PM

Piedmont Workforce Development Board Meeting Minutes

June 13, 2019; 3:00 - 4:30 PM UVA Research Park, Town Center Two

1001 Research Park Blvd, 4th Floor Conference Room, Charlottesville, VA 22911

PIEDMONT WORKFORCE DEVELOPMENT BOARD

PROGRAM YEAR 2018 (JULY 2018 – JUNE 2019)

VOTING MEMBERS ATTENDED BUSINESS Jun - 2019 Mar - 2019 Jan - 2019 Sept - 2018 Allyn Gutauskas X X x Antwon Brinson X X x x Casey Carwile Darla Rose X Dave Kilgore X x x Debbie Desmond Don Cantore X x Elizabeth (Liz) Walters - Vice Chair X X x Emily Dyer Janette Downes Jeff Waite - Chair X Kenny Allison x Melanie Thigpen x x Peter Morcarski X x x Randy Soderquist X Ray Knott x Steven Ray X X x x Steven Snyder x x Ted Horn NON-BUSINESS Andy Wade Bo Bundrick X x x Carol Coffey X X x x Chad Ratcliff Jason Smith Jeanne Wesley X x Joe Martin x John Baldino X X x x Laura Duckworth X X x x Lorne Seay Marilyn Henderson X x x Miles Friedman Naomi Aitken X X x x Raheem Turane Ridge Schuyler X X x x

3

Valerie Palamountain X X x x Wes Mayles x NON-VOTING MEMBERS PWDB STAFF Monica Long X x x Helen Cauthen X X x x Stephanie Boynton X X x x OTHER GUESTS x Anne Mallek Marty Baldwin, Goodwill Culpeper X X x x Sarah Drebes, Goodwill Culpeper X x x Quinn-Lynn Bates X Melanie Blosser, Goodwill X X x Mary Ann Gilmer X Chris Pope, VEC X X x Tom Gillette X Don Shotwell X

I. Welcome & Introductions

Acting Chair Elizabeth (LIZ) Walters called the meeting to order at 3:05 PM and directed welcome and introductions.

II. Transparency of PWDB Decisions No statements of conflicts with today’s agenda.

III. Determination and Announcement of Quorum

Acting Chair Elizabeth Walters determined and announced quorum.

IV. Opportunity for Public Comment No public comments were made.

V. Consent Agenda

a) Minutes from the March 14, 2019 meeting. There was a motion to approve: Moved by Naomi Aitken, seconded by Dave Kilgore, and carried unanimously.

b) Appointment of Elizabeth (Liz) Walters as Chair. Chair Jeff Waite gave notification of an immediate resignation on April 29, 2019. There was a motion to approve: Moved by Naomi Aitken, seconded by Dave Kilgore, and carried unanimously.

c) Elizabeth Walters as Chair, recommended Dave Kilgore to serve as the Vice Chair of the PWDB. VI. Partner Presentations and Updates

Program updates were delivered by the following One-Stop Partners:

a) One-Stop Operator: Tom Gillette and Marty Bywaters-Baldwin b) WIOA: Melanie Blosser and Sara Drebes c) Virginia Employment Commission: Chris Pope d) Dept. of Aging and Rehabilitation Services: Naomi Aitken e) Adult Education: Carol Coffey

VII. Fiscal Agent Reports and Financials

4

Staff of the Fiscal Agent presented the following:

a) PY2018/FY2019 Operator Budget Modification Request There was a motion to approve. Moved by Naomi Aitken, seconded by John Baldino, and carried unanimously.

b) PY2019 WIOA Allocation There was a motion to approve. Moved by Jeanne Wesley, seconded by Valerie Palamountain, and carried unanimously.

c) FY2020 Draft Budget discussion Steve Ray asked why the contributions from Rappahannock Goodwill to the Culpeper Center is not reflected on the budget. He stated that it should be disclosed.

d) Youth In School 25%/Youth Out of School 75% split There was a motion to approve. Moved by John Baldino, seconded by Laura Duckworth, and carried unanimously.

e) EO Officer Re-designation from Helen Cauthen to Monica Long There was a motion to approve. Moved by John Baldino, seconded by Naomi Aitken, and carried unanimously.

VIII. PWDB Administrative Updates

Monica Long presented that the 2019 Local Workforce Development Board Certification documents were due to VCCS by July 12, 2019. The Current MOU modification was under way with partner signatures still outstanding. It was mentioned that VCCS was changing the current MOU template and policy due to a finding from DOL monitoring. VCCS expects the new template to be implemented by local areas no later than September 30, 2019. State level updates were presented which included informing the Board that DOL monitoring of VCCS resulted in 14 findings and seven areas of concern. The report was included in the Board packet for review; there was another change in the staff structure at VCCS and a new Grants Administration Manager was hired.

Eligible Training Provider Approval for Re-certification of programs was presented to the Board. Programs approved for recertification include the following:

CATEC Nurse Aide Program Dental Assistant Program Automotive Technician Pharmacy Technician Program Jullian's Health Education Academy Patient Care Attendant Medication Aide Program Certified Nurse Aide PVCC A.W.S. Pipe Welding Certification A.W.S. Welding Certification A+, Network+, Security+, MCSE Data Platform Certification Administrative Assistant Suite Certified Apartment Maintenance Technician Certified Clinical Medical Assistant Certified Indoor Air Quality Manager Certified Indoor Environmentalist Prep Certified National Pharmaceutical Representative Certified Nursing Assistant Certified Wedding Planner Chartered Tax Professional (Enrolled Agent) Certification Program Cisco CCNA Certification

5

CISSP Certification (Certified Information Systems Security Professional) Commercial Driver's License CompTIA A+ Certification CompTIA A+, Network+ and CCNA Certification CompTIA A+, Network+, CCNA, CCNP Certification CompTIA A+, Network+, MCSE Data Platform Certification CPC Medical Billing and Coding CPR and Basic Life Support EC-Council Certified Ethical Hacker (CEH) v8 EETC - 2-Stroke Engine Repair Certification EETC - 4-Stroke Engine Repair Certification EKG Technician Electrical Systems Certification Forklift Operator HVAC Certification Hydraulics ITIL V.3 Foundation Medication Aide National Retail Federation Customer Service Certification NCCER Core Craft OSHA-10 OSHA-30 Phlebotomy Technician PMI - Project Management Professional (PMP) PMI Certified Associate in Project Management ServSafe Certification Six Sigma Black Belt Six Sigma Green Belt W.I.T.S Certified Personal Trainer Weatherization Energy Auditor (BPI)

There was a motion to approve the reports and financials. Moved by Naomi Aitken, seconded by John Baldino, and carried unanimously. B. WIOA Committee

John Baldino, Chair of the WIOA Committee mentioned that there had been two meetings. Laura Duckworth mentioned that a registered apprenticeship Summit has been planned for October 24, 2019. More information to follow. Bo Bundrick commented that he would like to head up the Youth Standing Committee.

IX. Adjournment

There being no other business, Chair Elizabeth Walters adjourned the meeting at 4:35 PM.

6

100% of the year

Virginia Career Works - Piedmont RegionStatement of Income and ExpenseJuly 2018 through June 2019

PD-10 Adult & DLW Program PD-9 Adult & DLW Program Jul '18 - Jun 19 Budget % of Budget Jul '18 - Jun 19 Budget % of Budget

Ordinary Income/ExpenseIncome

Total 41000 · Local Government Revenues 0.00 0.0042000 · State Revenues

42500 · Rebranding 0.00 0.0042130 · WIOA Youth 0.00 0.0042120 · WIOA Dislocated Worker 84,449.34 106,187.20 79.53% 50,554.52 67,500.95 74.9%Total 42110 · WIOA Adult 153,664.31 227,506.08 67.54% 111,972.47 189,670.72 59.04%42140 · WIOA Admin 0.00 0.00 0.0% 0.00 0.00 0.0%422357 · WIF Grant- Workforce Innovation 0.00 0.00

Total 42000 · State Revenues 238,113.65 333,693.28 71.36% 162,526.99 257,171.67 63.2%45000 · Reimbursements & Fees

Total 45130 · Telecom Collected Cville Non State 0.00 0.0045120 · Rent Collected Cville Non State 0.00 0.00

Total 45000 · Reimbursements & Fees 0.00 0.00Total Income 238,113.65 333,693.28 71.36% 162,526.99 257,171.67 63.2%

Gross Profit 238,113.65 333,693.28 71.36% 162,526.99 257,171.67 63.2%Expense

Total 01100 · Personnel Services 98,284.60 109,171.63 90.03% 86,748.88 129,518.86 66.98%Total 01200 · Contractual Services 18,228.82 21,435.95 85.04% 3,797.95 6,310.02 60.19%Total 01300 · Supplies and Materials 218.50 600.00 36.42% 480.51 1,952.10 24.62%Total 01400 · Direct Services to Clients 113,607.33 186,484.04 60.92% 70,085.01 115,915.76 60.46%Total 01500 · Continuous Charges 7,774.40 16,001.66 48.59% 1,414.64 3,474.93 40.71%

Total Expense 238,113.65 333,693.28 71.36% 162,526.99 257,171.67 63.2%Net Ordinary Income 0.00 0.00 0.0% 0.00 0.00 0.0%

Net Income 0.00 0.00 0.0% 0.00 0.00 0.0%

7

100% of the year



Total 41000 · Local Government Revenues42000 · State Revenues

42500 · Rebranding42130 · WIOA Youth42120 · WIOA Dislocated WorkerTotal 42110 · WIOA Adult42140 · WIOA Admin422357 · WIF Grant- Workforce Innovation

Total 42000 · State Revenues45000 · Reimbursements & Fees

Total 45130 · Telecom Collected Cville Non State45120 · Rent Collected Cville Non State

Total 45000 · Reimbursements & FeesTotal Income

Gross ProfitExpense

Total 01100 · Personnel ServicesTotal 01200 · Contractual ServicesTotal 01300 · Supplies and MaterialsTotal 01400 · Direct Services to ClientsTotal 01500 · Continuous Charges

Total ExpenseNet Ordinary Income

Net Income

Total PD-10 Youth Program Total PD-9 Youth Program Jul '18 - Jun 19 Budget % of Budget Jul '18 - Jun 19 Budget % of Budget

0.00 0.00

0.00 0.00142,563.23 180,659.01 78.91% 126,659.34 133,499.58 94.88%

0.00 45.960.00 0.000.00 0.000.00 0.00

142,563.23 180,659.01 78.91% 126,705.30 133,499.58 94.91%

0.00 0.000.00 0.000.00 0.00

142,563.23 180,659.01 78.91% 126,705.30 133,499.58 94.91%142,563.23 180,659.01 78.91% 126,705.30 133,499.58 94.91%

82,145.09 88,249.76 93.08% 79,753.89 82,726.36 96.41%9,048.78 10,312.82 87.74% 4,165.27 3,850.57 108.17%

139.98 954.21 14.67% 542.87 939.18 57.8%44,731.84 70,150.00 63.77% 41,454.35 44,616.35 92.91%

6,497.54 10,992.22 59.11% 788.92 1,367.12 57.71%142,563.23 180,659.01 78.91% 126,705.30 133,499.58 94.91%

0.00 0.00 0.0% 0.00 0.00 0.0%0.00 0.00 0.0% 0.00 0.00 0.0%

8

100% of the year








Gross ProfitExpense



Net Income

WIF Grant/VFSN PWDB Administration Jul '18 - Jun 19 Budget % of Budget Jul '18 - Jun 19 Budget % of Budget

0.00 24,510.15 29,000.00 84.52%

0.00 20,071.57 25,000.00 80.29%0.00 39,786.70 36,100.00 110.21%0.00 29,481.05 27,140.00 108.63%0.00 32,122.93 31,750.00 101.18%0.00 66,058.18 89,672.00 73.67%

118,345.38 380,900.00 31.07% 0.00118,345.38 380,900.00 31.07% 187,520.43 209,662.00 89.44%

0.00 0.000.00 0.000.00 0.00

118,345.38 380,900.00 31.07% 212,030.58 238,662.00 88.84%118,345.38 380,900.00 31.07% 212,030.58 238,662.00 88.84%

95,745.19 124,548.06 76.87% 144,612.51 163,545.71 88.42%5,146.61 18,219.67 28.25% 54,501.40 58,157.94 93.71%

157.27 1,957.98 8.03% 76.69 897.58 8.54%11,762.16 223,631.49 5.26% 0.00

5,534.15 12,542.80 44.12% 12,839.98 16,060.77 79.95%118,345.38 380,900.00 31.07% 212,030.58 238,662.00 88.84%

0.00 0.00 0.0% 0.00 0.00 0.0%0.00 0.00 0.0% 0.00 0.00 0.0%

9

100% of the year








Gross ProfitExpense



Net Income

Orange Satellite Facilities Pass-ThroughJul '18 - Jun 19 Budget % of Budget Jul '18 - Jun 19 Budget % of Budget

18,323.82 21,114.00 86.79% 0.00

0.00 0.000.00 0.000.00 0.000.00 0.000.00 0.000.00 0.000.00 0.00

0.00 4,865.15 4,980.00 97.69%0.00 89,331.87 89,331.87 100.0%0.00 94,197.02 94,311.87 99.88%

18,323.82 21,114.00 86.79% 94,197.02 94,311.87 99.88%18,323.82 21,114.00 86.79% 94,197.02 94,311.87 99.88%

17,716.00 20,358.00 87.02% 0.00607.82 756.00 80.4% 4,865.15 4,980.00 97.69%

0.00 0.000.00 0.000.00 89,331.87 89,331.87 100.0%

18,323.82 21,114.00 86.79% 94,197.02 94,311.87 99.88%0.00 0.00 0.0% 0.00 0.00 0.0%0.00 0.00 0.0% 0.00 0.00 0.0%

10

100% of the year








Gross ProfitExpense



Net Income

TOTALJul '18 - Jun 19 Budget % of Budget

42,833.97 50,114.00 85.47%

20,071.57 25,000.00 80.29%309,009.27 350,258.59 88.22%164,530.87 200,828.15 81.93%297,759.71 448,926.80 66.33%

66,058.18 89,672.00 73.67%118,345.38 380,900.00 31.07%975,774.98 1,495,585.54 65.24%

4,865.15 4,980.00 97.69%89,331.87 89,331.87 100.0%94,197.02 94,311.87 99.88%

1,112,805.97 1,640,011.41 67.85%1,112,805.97 1,640,011.41 67.85%

605,006.16 718,118.38 84.25%100,361.80 124,022.97 80.92%

1,615.82 7,301.05 22.13%281,640.69 640,797.64 43.95%124,181.50 149,771.37 82.91%

1,112,805.97 1,640,011.41 67.85%0.00 0.00 0.0%0.00 0.00 0.0%

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Virginia Career Works - Piedmont RegionStatement of Financial PositionAs of June 30, 2019

Jun 30, 19ASSETS

Current AssetsChecking/Savings

Total 10002 · Operating Account 139,441.6510009 · Federal Funds Account 46,529.47

Total Checking/Savings 185,971.12Total Accounts Receivable 249,684.16Total Other Current Assets 12,716.90

Total Current Assets 448,372.18TOTAL ASSETS 448,372.18LIABILITIES & EQUITY

LiabilitiesCurrent Liabilities

Total Accounts Payable 277,531.59Other Current Liabilities

Total 28000 · Unearned Revenue - PD10 84,241.56Total 28100 · Unearned Rev - PD9 82,077.52Total 28200 · Unearned Revenue - Other 4,517.13

Total Other Current Liabilities 170,836.21Total Current Liabilities 448,367.80

Total Liabilities 448,367.80Equity

32000 · Unrestricted Net Assets 4.38Total Equity 4.38

TOTAL LIABILITIES & EQUITY 448,372.18

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Virginia Career Works - Piedmont RegionFiscal Year 2020 Operating Budget (July 1, 2019 to June 30, 2020)As of September 17, 2019

PD-10 Programs

Charlottesville Adult Program

FY2020Approved

FY2020Proposed

ModificationFY2020 Total % Change

Personnel 65,935 - 65,935 0.0%Non-Personnel Operating 21,540 - 21,540 0.0%Participant Services 79,549 - 79,549 0.0%Total 167,024 - 167,024 0.0%

Charlottesville Dislocated Worker Program

FY2020Approved

FY2020Proposed



Charlottesville Youth In School Program

FY2020Approved

FY2020Proposed



Charlottesville Youth Out of School Program

FY2020Approved

FY2020Proposed



PD-10 Total

FY2020Approved

FY2020Proposed



No Changes Proposed

13


PD-9 Programs

Culpeper Adult Program

FY2020Approved

FY2020Proposed



Culpeper Dislocated Worker Program

FY2020Approved

FY2020Proposed



Culpeper Youth In School Program

FY2020Approved

FY2020Proposed


Personnel 11,743 - 11,743 0.0%Non-Personnel Operating 611 - 611 0.0%Participant Services 3,700 - 3,700 0.0%Total 16,054 - 16,054 0.0%

Culpeper Youth Out of School Program

FY2020Approved

FY2020Proposed



PD-9 Total

FY2020Approved

FY2020Proposed



No Changes Proposed

14


One-Stop Operator

One-Stop Operator Adult

FY2020Approved

FY2020Proposed


Personnel 11,667.00 - 11,667 0.0%Non-Personnel Operating - - 0 0.0%Participant Services - - 0 0.0%Total 11,667.00 - 11,667 0.0%

One-Stop Operator Dislocated Worker

FY2020Approved

FY2020Proposed



One-Stop Operator Youth In-School

FY2020Approved

FY2020Proposed



One-Stop Operator Youth Out of School

FY2020Approved

FY2020Proposed



One-Stop Operator 10% Administrative Allocation

FY2020Approved

FY2020Proposed


Personnel 3,500 - 3,500 0.0%Non-Personnel Operating - - 0 0.0%Participant Services - - 0 0.0%Total 3,500 - 3,500 0.0%

One-Stop Operator Total

FY2020Approved

FY2020Proposed


Personnel 38,501 - 38,501 0.0%Non-Personnel Operating - - - 0.0%Participant Services - - - 0.0%Total 38,501 - 38,501 0.0%

No changes proposed

15


PWDB Administration

Piedmont Workforce Development Board Administration Adult

FY2020Approved

FY2020Proposed


Personnel 3,118 - 3,118 0.0%Non-Personnel Operating 3,699 - 3,699 0.0%Participant Services - - - 0.0%Total 6,817 - 6,817 0.0%

Piedmont Workforce Development Board Administration Dislocated Worker

FY2020Approved

FY2020Proposed



Piedmont Workforce Development Board Administration Youth In School

FY2020Approved

FY2020Proposed


Personnel 780 - 780 0.0%Non-Personnel Operating 928 - 928 0.0%Participant Services - - - 0.0%Total 1,708 - 1,708 0.0%

Piedmont Workforce Development Board Administration Youth Out of School

FY2020Approved

FY2020Proposed



Piedmont Workforce Development Board Administration 10% Administrative Allocation

FY2020Approved

FY2020Proposed



Piedmont Workforce Development Board Administration Locality Funds

FY2020Approved

FY2020Proposed


Personnel 52,585 5,000 57,585 9.5%Non-Personnel Operating 5,447 - 5,447 0.0%Participant Services - - - 0.0%Total 58,032 5,000 63,032 8.6%

Piedmont Workforce Development Board Administration Total

FY2020Approved

FY2020Proposed



1. Additional $5,000 allocation of locality funds to cover personnel expenses associatedwith locality funding application for FY 2021 appropriations cycle.

16


Virginia Career Work - Piedmont Region Total Budget

Adult Program

FY2020Approved

FY2020Proposed



Dislocated Worker Program

FY2020Approved

FY2020Proposed



Total Youth In School

FY2020Approved

FY2020Proposed



Total Youth Out of School

FY2020Approved

FY2020Proposed



Total Administrative Allocation (10%)

FY2020Approved

FY2020Proposed



Locality Funds

FY2020Approved

FY2020Proposed



Total Budget

FY2020Approved

FY2020Proposed


Personnel 469,614 5,000 474,614 1.1%Non-Personnel Operating 109,067 - 109,067 0.0%Participant Services 291,362 - 291,362 0.0%Total 870,043 5,000 875,043 0.6%

PWDB Action if accepted:1. Approve additional $5,000 allocation of locality funds to cover personnel expenses associated with locality funding application for FY 2021 cycle.

17

�_o_lllm_onwealth <>f Virgin_ill _ JJ"prkjorce Innovation and Opportunity Act

Name, Title, Org,:1nization of Board Member Term

EXAMPLE: John Doe, Chief Financial Ofticer, ABC Industries 7/l /19-6/30/21

Allyn Gutauskas, Human Resource Manager, Famtlngton Country Club 7/1/2018- 6/30/2021

Antwon Brinson, Owner, Culinary Concepts 7/1/2818 -6/30/2021

Don Cantore, CEO, Fielder's Choice Enterprises 7/1/2018 -6/30/2021

Dave Kilgore, Chief Operating Officer, Green Applications 7/1/2018 -6/30/2021

Elizabeth Walters, HR Administrator, Bingham & Taylor 7/1/2018 -6/30/2021

Emily Dyer, Owner, Erny Lou's Boutique 7/1/2018 - 6/30/2021

Kenny Allison, Security Access Engineer, The Coleman Group 7/1/2018 - 6/30/2021

Melanie Thigpen, Analyst, GE 7/1/2018 - 6/30/2021

Peter Mocarski, Owner, Brantlett Fanns 7/l/2018 -6/30/2021

Randy Soderquist, Owner, R.. Soderquist Inc. 7/1/2018-6/30/2021

Ray Knott, Senior VP, Union Bank & Trust 7/1/2018 - 6/30/2021

Steven Ray, Partner, IslerDare PC 7/1/2018 -6/30/2021

Bo Bundrick, Director of Career and Technical Eduacation 7/1/2018 - 6/30/2021

Carol Coffey, Regional Program Manager, TJACE at PVCC 7/1/2018 - 6/30/2021

John Baldino, Virginia Education Association. 7/1/2018 - 6/30/2021

Laura Duckworth, Occupational Programs Director, UV A 7/l /2018 - 6/30/2021

Lome Seay, Member, IBEW26 7/1/2018 - 6/30/2021

Chris Pope, VEC 7/1/2018 - 6/30/2021

Naomi Aitken, Manager, DARS 7/1/2018 - 6/30/2021

Ridge Schuyler, Dean of Community Self-Sufficiency Programs, PVCC 8/21/2019-8/21/2020

Valerie Palamountaia, Dean of Workforce Development, PVCC 7/1/2018 - 6/30/2021

Miles Friedman, Economic Development Director, Fauquier Co. 8/21/2019 - 8/21/2020

Ravi Respeto, President, United Way 8/22/2019 - 8/222/2022

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LWDA Board Na.me: Piedmont Workforce Devel'!P_ment Board

Certification Period: 7/1/2019 TO 6/30/2021

Representing the foUowing: {Please enter a number in the appropriate catqory; please do not use 11:1" or other designation)

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TOTALS 23 12 I 5 I I I I I 0

PERCENT OF TOTAL (Business & Labor Only)

ISSUIANCES ► Busint.-ss sppoi.ntm1.-nts include representatives from t.-mployt.:r:1 in thl: low.I workforce 1.h:vclopment urea that reUecl the auplU)mcnt opportunilies in the w·cn and 11.dequutt."l)' represcni,. to the es.tent pusaible, urban, suburbttrt, ant.I mral illkn:rts ► Businl!SS represcntulivei rclh.:ct the indde.-ncc of small, medium, and lnrgc buirini.-s,es in the local workforce tll!\'elopmcnt urea. > Other nli:tnbera of Uw LucaJ. Boord W"C inclividWlb w:ith optimum policy-ma.kins nuUiority within the orgnnizlltion:t, ascncics, or entities. they rcprl!llcnl. ► Appoinlmentll reflect the demographic compo$ition of the loco! labor mllt'ket Acllol llJIII• Chllf Ellclld tfflclal

-···--�---······-··--7,"�-,--,-... , .... ,.�-·-·---·�-----··-·�---.. --��--·-·-···-·· Pic"<hnonl Wori,f<m IJcv,!opmont Boon! "�i (S,g,,an,,.ufChoinnon, ChiefEl,ct,JOJjidQ/Cun,u,n,m, , ,I , • I} /1111!/.J

:::p"-Z:1:-i""rjt�t,f·""' V JJ , ,-✓ '/

AcUon 11V HNI 11111ern1r The MM-e n111Hed Lucal. Wo,iforre Devdupme,n Boud is «nified in 1U.-cordsmt:t! with the prr>visions qj Section 107 of the Wor/ifOrr:t! Jw,umtJion ad Oppot1111Uty Act and Policy NllltlH, lfJf>.,/H (Rr:vitt4 July J, Z0l6) n/ the v,,,;,m, &Htrjfar Wo� � (Signature of ll1u GINt!ro(Jr ur designee) (Dote)

19

Workforce Innovation and Opportunity Act Annual Fiscal and Program Compliance Review Piedmont Workforce Development Board

Program Year 2018

Prepared by Vicki M. Tanner and Leigh Anne Stacklin Issued July 12, 2019

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WIOA Annual Fiscal and Programmatic Compliance Review – Program Year 2018

2

Purpose of the Review The Workforce Innovation and Opportunity Act of 2014 (WIOA) mandates the monitoring of recipients and sub-recipients of all grants awarded and funds expended under WIOA Title I to determine compliance with WIOA, the Uniform Administrative Requirements at 2 CFR Part 200, and other applicable Federal laws and regulations. The Academic and Workforce Programs team of the Virginia Community College System (VCCS-AWP), as the WIOA Title I administrative entity, conducts the required annual compliance monitoring of Virginia’s 15 local workforce development areas (LWDAs). In order to enhance ongoing communication, support, and compliance in Program Year 2018, the VCCS-AWP is conducting monitoring throughout the program year. A desk review of the administrative components was completed in Fall 2018 and the remaining elements, including fiscal, programmatic, and Equal Opportunity, were completed via on-site and desk review in Spring 2019.

Report Contents This report contains the results of the fiscal and programmatic review for the Piedmont Workforce Development Board for Program Year 2018. The report may include findings, concerns, and considerations. If the review team identified a finding or concern, a detailed description and the required or recommended actions are provided. The following describes the difference between findings, concerns, and considerations. The results of the Equal Opportunity monitoring will be provided in a separate report.

Finding: Findings indicate that the area is out of compliance with current federal laws/regulations or state and local policies. Each finding has a required action to ensure compliance. The local area must provide a corrective action plan for all findings.

Concern: Concerns identify potential risk to the local area and may result in a future finding if the issue is not addressed. Although this does not indicate that the local area is out of compliance, recommended or required corrective actions are provided to improve services to the local area.

Consideration: Considerations address an area identified that may benefit the local area or enhance monitoring of the local area.

The Piedmont Workforce Development Board (PWDB) must provide a corrective action plan for all required actions, as indicated in this report.

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Findings 1. Inaccurate Allocation of Personnel Expenses to the WIOA Youth, Adult and Dislocated Worker

Streams The methodology for charging of Workforce Director’s and part of the Fiscal and Program Specialist’s salary and fringe benefits does not reflect actual job duties or activities but are charged to a ‘Programs Cost Pool’ which allocates costs equally among the program funding streams. Methodologies for cost allocation must have a basis that accurately reflects time and effort spent on programs. Equally dividing cost among the programs is not an accurate reflection of time and effort. Additionally, identifiable time spent on specific programs should be directly charged to that program, there was no evidence of this on the board level. The timesheets provided for the Workforce Director showed all hours being charged to the programs cost pool and zero direct hours to any specific program or administrative costs.

References: 2 CFR §200.405 (d); 20 CFR §683.215(B); 20 CFR §683.215(B)(1)(i)

Required Actions: The local area must revise the methodology for the ‘Programs Cost Pool’ costs based on the benefits received by the Youth, Adult, and DW streams. This procedure must include a plan for periodically reconciling the basis for the methodology. The local area must also submit justification for the methodology that has been utilized. Documentation of these actions must be provided to the VCCS-AWP monitoring team for review. 2. Cost Allocation Methodology While the local area does have a cost allocation methodology, it currently is not documented in writing. Without a written methodology, it is not possible to ensure consistent and appropriate application. Cost Allocation Plans should also be reviewed regularly to verify that it accurately reflects time and effort spent on programs.

References: 2 CFR § 200.416; 2 CFR 200 Appendix IV B.3 Required Action: The local area must develop a written Cost Allocation Plan and provide a copy to the VCCS-AWP monitoring team for review. This Cost Allocation plan should include, at minimum, descriptions of established cost pools and description of the methods used in distributing expenses to benefiting cost objectives. Development of the plan requires identifying the basis for allocating each type of pooled cost and the documentation for supporting each basis for allocation. This plan must be provided to VCCS for review. 3. Financial Management According to 2 CFR 200.302(a), “[T]he State's and the other non-Federal entity's financial management systems . . . must be sufficient to permit the preparation of reports required by general and program-specific terms and conditions; and the tracing of funds to a level of expenditures adequate to establish that such funds have been used according to the Federal statutes, regulations, and the terms and conditions of the Federal award.”

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The PWDB’s general ledger appears to solely be a supporting ledger for the Central Virginia Partnership of Economic Development’s general ledger, which was not provided to the monitor for review. While the funds can currently be traced to an expenditure level, the information provided in the PWDB’s books alone, do not allow for the monitor to conduct an effective review. The current set up of PWDB’s General Ledger does not identify line item expenditures specific to each vendor receiving payment. The only information identifiable is general expenditure categories such as; Express Services, Fiscal Services, Skilled Services, Other Direct Client Services, etc. The memo line identifies an invoice number which links to a separate supporting document system that provides additional information. While VCCS does not dispute that the information may exist, the current general ledger system does not produce reports of sufficient detail for an outside monitor to be efficient and effective in conducting a review. Reference: 2 CFR §200.302(a)

Required Actions: The local area must develop written policies and procedures that clearly document the following: Process of invoicing between CVPED and PWDB, payments between CVPED and PWDB, and reconciliation of the two ledgers. It is recommended that the local area revise the PWDB books, so they have a higher level of understandability without supporting documentation, however, it will not be required as in the future, the local area shall provide the CVPED’s general ledger or a listing of all WIOA expenditures made by CVPED in future monitoring. Copies of the written policies and procedures must be provided to VCCS-AWP for review. The local area must provide the written policies and procedures to VCCS for review. 4. Virginia Workforce Connection (VaWC) Discrepancies

The following issues were identified during the participant file review:

A. In one record, the 416 training activity was not attached to the provider (PVCC). Books were purchased from the bookstore, and ITA’s were used to cover the cost of the books instead of supportive service funds. No support service activities were entered in VaWC for the books purchases.

B. A 300 training activity code is open in the VaWC (1/14/19-5/10/19) to reflect the Administrative Management- Medical Office Specialization program at CVCC. The TAA program is paying for training; as such, there is no need to enter a WIOA training activity. The local area should discontinue using 300 level activities for TAA paid training.

References: VWL 14-01 WIA Participant Activity Code Definitions, Projected Durations and Use Limitations, VWL 13-07 Virginia Workforce Connection (VAWC) System of Record and Entry of Case Notes in VaWC

Required Actions: The local area must review the participant cases identified in Appendix A and make the appropriate corrections to the active participant records in the VaWC. If records have exited since the review, the local area shall work with the VCCS VaWC Administrator to determine if any actions should be taken to correct the issues.

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Concerns

5. Insufficient Inventory Policy While VCCS recognizes that the local area has an inventory policy and that it references both state and federal regulations, the policy itself does not address the required equipment management activity of disposition. Currently, the inventory listing has no column to reflect the type of disposition, i.e., sales price if sold, or who it was donated to if donated. It also does not address the requirement to take a physical inventory every two years. As the policy stands, VCCS is concerned about the potential of compliance issues if only the policy were referenced.

References: 29 CFR § 97.32; VWL #16-06 Recommended Actions: The local area should update their Inventory Policy so that it addresses all aspects listed in VWL #16-08. A sufficient policy is one where a user can read the policy and understand all requirements without having to reference additional sources. The local area should also update the inventory listing to include the type and date of disposition. 6. Internal Control Deficiencies While monitoring, the following internal control issues were identified:

A. Invoice 25874, totaling $14,576.85, was submitted, approved, and the check was issued all by the same user. Practices such as this allow for the potential of invalid invoices being processed as only one person is checking the validity of the invoice. At no time should an invoice be approved by the same person who submitted it, and the person issuing the check should be different than the person approving invoices.

B. The accountant responsible for maintaining the PWDB’s books is the same person responsible for the Central Virginia Partnership of Economic Development’s (CVPED) books. Considering Finding Number 3 and the fact that Piedmont Workforce Development Board reimburses CVPED, there should be a higher level of separation of duties.

This lack of internal controls is concerning, as it leaves the potential for noncompliance to go undetected. References: 2 CFR §200.303; 2 CFR §200.302 Required Actions: The local area must review their practices and implement policies that ensure invoices have the appropriate separation of duties through the approval process. Creating business process flow charts is an example of documentation of practices that will ensure the standardization of processes and increases accountability. The local area should also work with the Central Virginia Partnership for Economic Development to add additional staff so that it is possible to separate the PWDB’s accounting duties and the CVPED’s accounting duties. 7. File Documentation The following issues regarding file documentation were noted during the review:

A. A “Memo for the Record” found in some files states that no federal financial aid is available for

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the training programs in which the participants are enrolled. The Memo is not on school letterhead, and there is no documentation from the training providers to support that financial aid is not available.

Required Actions: The local area shall provide training to case managers outling appropriate documentation to show availability of federal financial aid for training programs. Documentation regarding the training provided shall be given to the VCCS-AWP monitoring team for review. 8. Work Experience Educational Component A review of youth involved in work experience revealed that the academic/educational component was included as one of the skills to be learned on the Statement of Employability Skills. However, the academic/educational component was identified in a short statement with no detailed information describing how the academic/educational skills to be learned are necessary to understand and work in the specific occupation or industry.

References: 20 CFR §681.600 (b); 20 CFR §681.630; Training and Employment Guidance Letter (TEGL) 21-16 Third WIOA Title I Youth Formula Program Guidance Recommended Action: The local area should work with the contracted provider to develop an amendment to the youth work experience agreement that provides more detailed information on the academic or occupational skills training components, including relevance to the job.

Considerations

9. Duplicate Training Activities in VaWC In one of the records reviewed, a 300 training activity code was entered into the VaWC to reflect the client’s training program, even though the Trade Adjustment Act (TAA) program paid the training costs. As the training is already documented in the system of record with a TAA training activity, there is no need for a WIOA training activity. The local area should consider discontinuing the use of WIOA service activity codes for TAA paid training.

Next Steps Development of a Corrective Action Plan Upon receipt of this report, the Piedmont Workforce Development Board must develop a corrective action plan that addresses the findings and concerns with required actions in this report. A corrective action form is provided with this report. The LWDA Executive Director must submit the completed form to the VCCS-AWP monitoring team for approval within 30 business days, including documentation of any required actions completed within the 30 business days and a timeline for any remaining items. Follow-up Once the plan is approved, the LWDA shall provide quarterly updates on the status of the plan until all of the actions identified are complete. Supporting documentation is required to demonstrate completion of the actions.

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VCCS-AWP will monitor the implementation of corrective actions and provide technical assistance, as needed or requested by the local areas, to ensure completion. If corrective actions are adequate to resolve the findings, written notification will be issued to the local areas. If corrective actions are not resolved within the timeframes noted in the corrective action plan, the issues shall be referred to the WIOA Title I Administrator for review and determination of further direction or the imposition of sanctions.

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Appendix A: Participant File Review Issues

Finding/ Concern #

State ID Status Notes

4 2198090

Exited The file did not contain documentation to verify the client had registered with Selective Service.

5 2198074

Active No academic or occupational component documented in the file as part of the work experience.

5 2198090

Exited No academic or occupational component documented in the file as part of the work experience.

5 2213695

Exited No academic or occupational component documented in the file as part of the work experience.

6 1973399

Active The 416 training activity was not attached to the provider (PVCC). Books were purchased from the bookstore, and ITA’s were used to cover the cost of the books instead of supportive service funds. No support service activities were entered in VaWC for the books purchases.

6 151382

Active A 300 training activity code is open in the VaWC (1/14/19-5/10/19) to reflect the Administrative Management- Medical Office Specialization program at CVCC. The TAA program is paying for training; as such there is no need to enter a WIOA training activity. The local area should discontinue using 300s for TAA paid training.

8 2198090

Exited The client was enrolled in leadership development; however, the activities are not documented in the file or described in case notes.

8 2148179

Active The client was enrolled in computer courses at PVCC through Pro-train. A “Memo for Record” states no federal financial aid is available for the classes. This memo is not on letterhead and no documentation from the training provider that Fed Financial aid is not available.

8 2181690

Active The invoice for payment was missing the payment approval signature. A “Memo for Record” states no federal financial aid is available for the classes. This memo is not on letterhead and no documentation from the training provider that Fed Financial aid is not available.

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eley'ateSkills for Jobs dnd Business Growth

Training Program Application

A seporote applicotion form must be completed for eoch trdining progrom or occupotionol skills

course of study.

1. Training Organization

Culinary Concepts AB

2. Contact Person - Name & Title

Antwon Brinson

3. Training Program or stand-alone course name

Basics 101- Life Skills Through Culinary Arts

4. Program or course descriptionWe provide workforce development programs that inspire and develop passion, using soft and hard skilltraining techniques that concentrate on the core needs in today's workforce.

5. Year Program Established

2018

6. Total Credit orcurriculum Hours

120+ Hours

7. Number of trainingweeks or hours

5 Weeks

8. MinimumClass Size

6 Students

9. ls curriculum certifi\an acffediting agencyor similar national standardization program:

p/ ves snecifil AHLEI- cook No

10. Description of training and skills to be obtained - Attoch training progrom description, include on outline olwhot is covered in the progrom ond whqt skills are to be obtoined.

11. Which in-demand industry sectors and occupations best fit with the training program; and the average wagefor the primary target occupation for which the training prepares the individual , as published by the VirginiaEmployment Commission, for the local area. lf the in-demand sectors & occupation differ from what is

defined by the region, please provide LMI lnformation to support the sector & occupation.

ln-demand industry is food service avg. wage12.50

12. Does training lea d to an industry recognized credentia l, d ip lom a, license, or degree? lf yes, indicate which.

@Nols this a stackable gfliltial, part of a sequence to move an individual along a career pathway or up a careerradder?

c, No

13.

14. Was this training developed in partnership with a business? Yes g)lf yes, Name of Business(s):

28

15. List Businesses that support this training program:

Chadottesville Department of EconomicAlbermarle Gounty Department of Economic

16. Describe how you will ensure access to training services throughout the state, including ruralareas and through the use of technology:

I plan to continue the development of my program by working with State and Local agencies such asthe departmet of e@nomics

17. Describe how you will work with the local board to serve individuals with barriers, includingindividuals with disabilities:

My partnership with the department of economics allows me to remove banels such as transportationand childcare.

Progra m Cost18. Registration/Pre-screening/Admissions Fees s 0

19. Tuition (check all items included in Tuition) s $2250Books 5 $tsoRequired Supplies(Tools, uniforms, etc. s $550Testing/Exam Cost s $100Licensure/Certif ication Cost(s) s $75Other Required Fees s $150

2o- Total Cost to Complete Curriculum/Course s $2250

Criteria for Admission21. Describe the prerequisites or skills and knowledge required prior to the commencement of training:

We seek out individuals who are passionate about food and cooking.

,^.22. ls a High School Diploma orGED required: Yes q/

29

30

31

32

33

34

1

Training Program Application

A separate application form must be completed for each training program or occupational skills course of study.

1. Training Organization

2. Contact Person – Name & Title

3. Training Program or stand-alone course name

4. Program or course description

5. Year Program Established 6. Total Credit orCurriculum Hours

7. Number of trainingweeks or hours

8. MinimumClass Size

9. Is curriculum certified by an accrediting agency or similar national standardization program:

Yes (if yes specify) No

10. Description of training and skills to be obtained – Attach training program description, include an outline ofwhat is covered in the program and what skills are to be obtained.

11. Which in-demand industry sectors and occupations best fit with the training program; and the average wagefor the primary target occupation for which the training prepares the individual , as published by the VirginiaEmployment Commission, for the local area. If the in-demand sectors & occupation differ from what isdefined by the region, please provide LMI Information to support the sector & occupation.

12. Does training lead to an industry recognized credential, diploma, license, or degree? If yes, indicate which.

Yes No

13. Is this a stackable credential, part of a sequence to move an individual along a career pathway or up a careerladder? Yes No

14. Was this training developed in partnership with a business? Yes No

If yes, Name of Business(s):

35

2

15. List Businesses that support this training program:

16. Describe how you will ensure access to training services throughout the state, including rural

areas and through the use of technology:

17. Describe how you will work with the local board to serve individuals with barriers:

Program Cost

18. Registration/Pre-screening/Admissions Fees $ 19. Tuition (check all items included in Tuition) $

Books $ Required Supplies(Tools, uniforms, etc. $ Testing/Exam Cost $ Licensure/Certification Cost(s) $ Other Required Fees $

20. Total Cost to Complete Curriculum/Course $

Criteria for Admission 21. Describe the prerequisites or skills and knowledge required prior to the commencement of training:

22. Is a High School Diploma or GED required: Yes No

36

Documents

PIEDMONT WORKFORCE DEVELOPMENT BOARD (PWDB) … · 2019-09-16 · e) EO Officer Re-designation from Helen Cauthen to Monica Long There was a motion to approve. Moved by John Baldino,