Workforce Development Board...Workforce Development Board Kane, Kendall and DeKalb Counties Executive Committee Tuesday, November 3, 2015, 8:00 A.M. Fox River Room / Yellow House Kane

Workforce Development Board Kane, Kendall and DeKalb Counties

Executive Committee Tuesday, November 3, 2015, 8:00 A.M.

Fox River Room / Yellow House Kane County Government Center / 719 S. Batavia Avenue / Geneva, IL 60134

Meeting Agenda

I. Call to Order: A. Attendance

II. Approval of Meeting Minutes:A. May 21, 2015 (Attachment)

III. Public Comment (Non-Agenda Items)

IV. Program Updates: (Attachments)A. WIOA Financial Reports

1. WIA PY 14 Budget-Expenditure Summary Report2. WIOA PY 15 Budget-Expenditure Summary Report3. Trade Adjustment Assistance (TAA) Grant Expenditure Report4. Accelerated Training for Illinois Manufacturing (ATIM) Grant Expenditure Report

V. Committee Reports: A. WIOA Transition Committee

VI. New Business:A. Foundational Documents Overview:

1. Intergovernmental Agreement (IGA) Update2. Action Item: Recommend Board authorization of CEO/Workforce Development Board

Agreement. (Attachment)3. Action Item: Recommend Board repeal existing Workforce Investment Board Bylaws

and adopt Workforce Development Board Bylaws with an extension of current Officerand Executive Committee member terms. (Attachment)

B. Action Item: Authorize the solicitation of a consultant/contractor to develop the WIOA local strategic plan through the release of a Request for Proposals. (Attachment)

VII. Other Business:A. Action Item: Authorize the disbursal of remaining River Valley Workforce Investment Board

(RVWIB) 501(c)3 checking account funds (minus dissolution expenses) equally divided among the foundations of Elgin Community College, Kishwaukee College and Waubonsee Community College for scholarships supporting workforce related training. (Attachment)

VIII. Informational Items:A. Formation of Youth Ad-Hoc CommitteeB. DCEO Monitoring and Acceptance (Attachments)C. Possible joint Executive Committee and WIOA Transition Committee on January 6, 2016 @

9:00 A.M. at Ideal Industries in Sycamore. Confirm member availability. D. Next Executive Committee Meeting: January 28, 2016 (if no joint committee meeting on

January 6, 2016).

IX. Adjournment 1

Workforce Investment Board Local Workforce Investment Area 5

Executive Committee 719 S. Batavia Avenue

Fox River Room Geneva, IL 60134 Meeting Minutes

May 21, 2015

Members: P/A Guests:

Katie Bata (Chair) P Sharon Dillon Paul Borek (Finance & Economic Development) P Kurt Beier Dick Hawks (Vice Chair) A Michael Reynolds Rich Healy (Secretary) P Christopher Mehochko (Reorganization Task Force) p Bette Schoenholtz (Program & Policy Chair)

P CEO: Chris Lauzen A Staff: Scott Berger P Maria Gonzalez P Ginger Knapp P Renee Renken P

I. Call to order – Chair Bata called the meeting to order at 8:01 A.M. A quorum was achieved. II. Approval of Minutes

A. January 28, 2015 – Mehochko motioned to approve and Healy seconded. The motion passed. III. Public Comment (Non-Agenda Items) – Bata asked if guests present had any comment to make regarding

non-agenda items. Beier responded no. Bata asked if guests present had any comment to make regarding an agenda item. Beier responded he did regarding Action Item B. Bata stated she would call on Beier to speak at the appropriate time.

IV. Program UpdatesA. WIA Financial Reports – Maria Gonzalez provided an update on the financial reports.

1. WIA 14 Budget-Expenditure Summary Report – Gonzalez reported the WIA 13 grant thatwas awarded on July 1, 2013 is 99% expended with the remaining balance of $42,067 in the Admin funding stream will be spent on operations and salaries.

2. WIA 14 Budget-Expenditure Summary Report – As WIA 13 concludes the WIA 14 granthas begun to be charged expenditures totaling 35% to date. The obligation benchmark is expected to achieve 80%. The training benchmark of 40% is exceeded to date with the Adult stream at 63% and the Dislocated Worker stream at 58%.

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3. Accelerated Training for Illinois Manufacturing (ATIM) Grant Expenditure Report – Thebudget is 85% spent through the end of March. The supportive service line has goneover budget due to client needs. The program staff is aware of this and is working withWill County, who is the fiscal agent for this grant, to modify the budget. This grant endsAugust 31, 2015.

4. Trade Adjustment Assistance (TAA) Grant Expenditure Report –The training hasincreased in the month of March. Every quarter the budget will be increased based onclient need.

5. Rapid Response Grant Expenditure Report – Due to a grant extension this grant will nowend of June 30, 2015. This grant reimburses expenses after they have occurred. The$200,000 budget is 99% expended.

V. New Business: A. Discussion Item: Status of Program Year 2015 Plan – Renken reported that the annual funding

allocations for workforce development activities are typically announced by the DCEO in April. The pending shift to the Workforce Innovation and Opportunity Act (WIOA) on July 1, 2015 has resulted in substantial delays in the delivery of award figures. Currently, DCEO expects to issue PY 15 funding notices at the end of May. Upon receipt of the LWA 5 allocation notice, staff will finalize a PY 15 budget and projected expenditure plan for consideration by the Workforce Investment Board on June 10th. The board will be asked to authorize the acceptance of the 2015 formula allocation for WIOA Adult, Dislocated Worker and Youth activities, and to approve the budget, expenditure plan service benchmarks and system priorities. Staff anticipates maintaining a comparable head-count in the year ahead; adding only one Employment Specialist to deliver Trade Adjustment Act services. The projections for operational costs changes are minimal. PY15 marks the launch of WIOA and staff expects a year-long planning and implementation period. A number of priorities have been identified for the local area including:

• WIOA Evaluation and Implementation Planning;• Seating a Workforce Development Board that meets WIOA Composition standards;• Establishing the Workforce Development Board’s Committee structure;• Developing and Implementing Foundational Documents;• Developing a strategic plan;• Local Policy and Procedure review and enhancement for alignment with WIOA;• Youth Program review and redesign to support WIOA’s focus on out-of-school youth and

work based learning opportunities;• Engagement of system partners to assess service delivery strategies; and• WIOA Youth Services procurement through RFP process for PY 2016.

A question was raised regarding why an additional staff member is needed. Renken responded that the additional staff is needed for anticipated layoffs in the area such as Honeywell laying-off 150 employees. The Chair requested staff define for the board meeting the means to pay for the position and define why the position is needed. Berger responded the DOL allocation to the DCEO was a 9% increase and while we are unsure what exact amount will be allocated to LWA 5, staff believes it will be an increase in funding from last year. The Chair also inquired about a prior board discussion regarding increasing the need for additional meetings by either the board or a committee. Katie asked the staff to address this topic at the next board meeting by explaining why or why not additional meetings may be necessary.

B. Action Item: Recommend Board authorization of a one-year contract with Kishwaukee College to provide WIOA Adult, Dislocated Worker and Business Services in DeKalb County during Program year 2015, and a one-month extension to First Institute Training & Management’s Program Year 2014 contract to provide transition/orientation assistance during the first month of Program Year 2015 (Pending Program Year 2015 WIOA allocation). – Berger reviewed that every three years the services provided at the DeKalb workNet Center are procured. The Kane County Purchasing Department is the procurer. Proposals were received from First Institute Training and

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Management, Goodwill Industries and Kishwaukee College and all bid on all three tiers of service – Universal Access, Intensive One-on-One Assistance and Business Services. The proposals wereevaluated by staff for their responsiveness for the following criteria:

• Experience, History, and Expertise;• Program Design (Universal Access, Intensive One-on-One Assistance, and Business

Services);• Qualifications;• Budget and Cost Reasonableness; and• Quality of Feedback from references;

The committee was provided copies of the evaluations and a bidder summary form that captured each bidder’s budget and staffing figures, service numbers and the evaluation scores. Bidders were rated and scored in each of these areas. Kishwaukee College’s proposal received the highest overall rating with a total score of 81 out of a possible 100 points, Goodwill Industries scored 66 and First Institute Training and Management 61. The proposals and staff evaluations were also reviewed by an ad-hoc panel made up of WIB members from DeKalb County. (Kishwaukee College President Dr. Choice did not participate.) The panel requested additional information from the highest-rated bidder (Kishwaukee College) which resulted in increases in the amounts recommended for Individual Training Accounts and On-the-Job Training. The panel agreed that Kishwaukee College’s proposal represented the best overall quality and value and recommended its acceptance. The panel also concurred that First Institute’s Program Year 2014 contract should be extended by one month in order to provide for a smooth transition of intensive services and case management functions from First Institute to Kishwaukee College. This action authorizes the recommendation to the full board to accept Kishwaukee College’s proposal in the amount of $665,536.00 and a one-month contract extension with First Institute Training and Management in the amount of $25,000. The Kishwaukee Contract would also include annual extensions for PY16 and PY17. Berger reminded everyone these amounts are contingent on PY15 allocations being awarded that are at or above PY14 amounts. He said we have no reason to expect a decline as the state was awarded a 9% increase. Berger concluded stating an exhaustive analysis was completed of the proposals and the DeKalb panel was walked through each proposal. Healy motioned to approve the recommendation and move it to the Full Board to accept the Kishwaukee College proposal in the amount of $665,536 and a First Institute Training and Management one month extension in the amount of $25,000. Borek seconded. Borek (Panel Chair) stated that the panel approved the staff to review the proposals and provide a recommendation. He said the committee consensus was while First Institute’s contribution was recognized and valued, Kishwaukee College’s proposal was outstanding and cost-effective. Bata clarified that the committee’s recommendation wasn’t based solely on cost, but rather both cost and the quality of the program proposed. Borek concurred.

Bata then called on Kurt Beier from First Institute who had asked to provide public comment on this action item. Beier stated his organization has three concerns with the process:

• The guidelines listed in the Intergovernmental Agreement (IGA) that were revised by theCounty Chairs on 10/2/2008 weren’t adhered to;

• KCDEE had already reviewed and scored all RFPs when presented to the DeKalb RFPCommittee Members who were selected to review the DeKalb RFP; and

• KCDEE Fiscal Staff met with FITM Management on several occasions about their currentbudget line item for ITAs and strongly recommended that when they prepared theirPY15 budget to prepare using historical numbers and costs for ITAs and other trainingand to have a comprehensive budget that will cover costs through June 30, 2016without the need to request additional funds as the process has been with KCDEE since2002.

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Beier further stated the IGA prohibits any involvement in the RFP process from anyone from Kane or Kendall Counties and believes the DeKalb committee members weren’t provided the opportunity to evaluate the proposals. It was clarified that the panel consisted of the DeKalb representatives to the Workforce Board minus Dr. Choice from Kishwaukee College. The meeting was an hour and a half in duration and all members provided feedback. The DeKalb Committee Members were provided copies of the proposal and evaluation criteria in advance of the meeting. The staff members who reviewed and compiled the RFP proposals for the DeKalb Committee provide services to the board for all three counties, including Kane, Kendall and DeKalb. Beier referenced an email he received about the process from Maria Calamia in purchasing. Berger explained that the oversight process is complicated and Maria is not likely to be familiar with the Workforce Board. The information Kurt received from Maria was incorrect. FITM also stated that a Performance Data page they provided was not included in the packet to the committee and also some references from community members were omitted. Berger and Renken stated a performance page data was not included in the FITM submittal. Berger addressed the concern regarding reference letters. He said that the goal of the procurement process under federal guidelines is to procure services that are of a high quality, delivered under a sound approach, and at a good value. He said the workforce area is shopping for a quality service at the best price available. The reference letters FITM provided were not germane to the process. They were outside of the RFP process which does not allow for influence that might be of a political nature. Schoenholtz inquired about the consideration of past experience. Berger said past experience was a factor in the evaluation of each bidder’s proposal, including not only experience with the WIA program but also other programs. Schoenholtz asked what the budget amount was in the RFP. Berger said no budget was provided. Schoenholtz stated the Kishwaukee College proposal roughly equals the amount invested in running the DeKalb workNet Center this year. Berger stated that amount is a matter of public record. Bata reiterated the Kishwaukee College proposal was not chosen solely for its budget or cost but as well for its quality. Schoenholtz asked if Kishwaukee College and FITM had proposed the same budget would Kishwaukee College still be the recommendation. Berger stated yes, it was a very thorough proposal. Beier next addressed that his team had met with KCDEE several times this past year to request additional funds. He said the fiscal department had stated they were tired of this and wanted an accurate projection. Gonzalez said the meeting Beier was referring to occurred last year in the first quarter when FITM contacted them asking for more dollars for ITAs as FITM had spent their budget in the first month of the fiscal year of PY14. Gonzalez stated several conversations occurred regarding how to project ITA dollars more accurately as FITM was consistently spending into the red. Bata stated so you were asking FITM to present a realistic budget. Gonzalez said yes that is what we needed them to do. Borek stated the Kishwaukee College proposal was strong in its relationship with the business community and involved working on a collaborative basis with various community partners. Mehochko asked for confirmation that we need to get this recommendation to the Full Board to vote. Bata stated the DeKalb Board Members had reviewed all this in detail and we should take their recommendation. Bata called for a vote on the motion presented. The motion passed unanimously.

C. Action Item: Recommend Board authorization of one-year Youth Provider contracts for Program Year 2015 (Pending Program Year 2015 WIOA allocation). – Renken reviewed that the services for the youth program are currently provided by 8 subcontractors. PY15 will be the final year of renewals for the subcontractors as a Request for Proposal will be released for PY16. The recommendations include consideration of the providers’ demonstrated ability and capacity to meet program objectives and expenditures. The planned costs are projected to achieve the WIOA mandated expenditure level of 75% for services to Out-of-School Youth and 20% expenditures for work-based learning. The amounts recommended are:

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Recommended PY15 Youth Contracting

Service Provider

Program Year 2015 Total PY15

Recommended Budget

Increase over PY14 Award

PY15 Participant

Service Plan Business & Career Services, Inc. $223,995 + $23,751 65

Elgin Community College $246,703 + $33,629 57 First Institute Training & Mgmt. $286,764 + $100,485 50

Grundy/Kendall ROE $159,794 + $5,100 55 Kendall Co. Special Ed. Coop. $110,043 + $24,682 28

Kishwaukee College $269,460 $0 53 Quad County Urban League $347,805 + $29,867 75

Waubonsee Community College $217,420 $0 67 Totals $1,861,984 $217,514 450

This recommendation assumes the local area will receive a PY15 allocation under WIOA that is slightly larger than its PY14 allocation under WIA. If the actual allocation deviates significantly from that assumption, staff may recommend revisions to the budgets for these eight contracts at the June 10, 2015, Board Meeting. Detailed information was provided to the committee including each provider’s budget and deliverables. Healy motioned to accept the recommendation of the staff and move it to the full board for the youth sub-contractors. Borek seconded. The motion passed unanimously.

D. Action Item: Consideration of New Training Provider Programs – Knapp presented six new programs from Waubonsee Community College and 1 new program from Kishwaukee College for WIA/WIOA Certification. Each program was reviewed individually and met the established criterion. The programs were: Waubonsee Community College:

• APICS Certification in Production and & Inventory Management• Supply Chain Technician• Light Duty Diesel Repair Certificate• Automotive Transportation Service Technology• Laboratory Technology Certificate of Achievement• Basic Mechatronics Technology

Kishwaukee College: • Application Specialist

Mehochko motioned to approve the programs presented. Schoenholtz seconded. The motion passed. Healy questioned how we know where participants are getting jobs and in what sector once we put them through training. Renken stated that could be added as a priority under WIOA.

VI. Informational Items:A. Consolidation of IDES/Kane County Offices – Berger reported IDES which is our landlord in Elgin is

closing the facility by the end of June 1015. He stated we are not abandoning the Elgin area as we are already present at ECC and the Gail Borden Library and we will evaluate the demand at those locations and determine if our presence should be expanded.

VII. Executive Session – Not NeededVIII. Adjournment – The meeting adjourned at 9:40 A.M.

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Memorandum

To: WDB – Executive Committee

From: Maria Luisa Gonzalez, Fiscal Manager

Date: October 21, 2015

Re: Monthly Fiscal report

WIA14 Budget report The report you have today reflects that we spent 79% of the grant through September 30th. Spending is slowly starting to pick up. The funds need to be fully spent by June 30, 2016.

WIOA15 Budget report We have started to record activity in the grant, primarily in the Youth Out of School funding stream. This is being done so that we can achieve the new benchmarks that are required for youth. We will now have to measure how the Youth Out of School expenditures compare to the total budget (which needs to be at 75%) and also how the work-based learning activities compare (which needs to be at 20%).

Trade Budget report This grant ended on September 30, 2015. We are in the process of submitting the final close out reports, which are due by October 30th.

ATIM Budget report This grant ended August 31, 2015. We have submitted the final expenses to Will County and have received the final reimbursement.

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BudgetExpenditures

through 09/30/15Balance % of budget spent

1000 SALARY AND FRINGE BENEFITS 506,698.00$ 310,292.95$ 196,405.05$ 61%

1010 OTHER ADMIN 71,008.00 15,130.76 55,877.24 21%

TOTAL ADMIN: 577,706.00$ 325,423.71$ 252,282.29$

2000 YOUTH-I/S SALARY AND FRINGE BENEFITS 19,394.00$ 22,109.78$ (2,715.78)$ 114%

2010 YOUTH-I/S OTHER PROGRAM CO 232,852.00 323,462.06 (90,610.06) 139%

2100 YOUTH-O/S SALARY AND FRINGE BENEFITS 46,186.00$ 86,611.54$ (40,425.54)$ 188%

2110 YOUTH-O/S OTHER PROGRAM CO 1,479,431.00 957,234.55 522,196.45 65%

TOTAL YOUTH-OUT OF SCHOOL: 1,777,863.00$ 1,389,417.93$ 388,445.07$

3000 ADULT - SALARY AND FRINGE BENEFITS 420,430.00$ 140,987.75$ 279,442.25$ 34%

3010 ADULT - OTHER PROGRAM COST 458,937.00 242,102.35 216,834.65 53%

3020 ADULT - DIRECT TRAINING 636,704.00 887,333.36 (250,629.36) 139%

TOTAL ADULT: 1,516,071.00$ 1,270,423.46$ 245,647.54$

4000 DISLOCATED WRK - SALARY/FRINGE BENEFITS 583,200.00$ 341,736.60$ 241,463.40$ 59%

4010 DISLOCATED WRK - OTHER PRO 336,639.00 244,876.70 91,762.30 73%

4020 DISLOCATED WRK - DIRECT TRAINING 843,511.00 972,413.03 (128,902.03) 115%

4030 DISLOCATED WRK - INCUMBENT 45,000.00 - 45,000.00 0%

TOTAL DW: 1,808,350.00$ 1,559,026.33$ 249,323.67$

5000 WIOA Transition funds 97,084.00$ - 97,084.00 0%

GRAND TOTAL: 5,777,074.00$ 4,544,291.43$ 1,232,782.57$

The 80% obligation requirement has been satisfied for all funding streams and the 40% direct training requirement has been satisfied

for adult and dislocated worker funding streams as of June 30, 2015.

WIA 14 Budget-Expenditure Summary ReportPrepared by Kane County

Grant Year-Number: 14-681005 Report Period: 07/01/2014 through 09/30/2015

Grant 79% expended as of 09/30/2015. Grant must be fully expended by 6/30/2016.

FINANCIAL BENCHMARKS

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GRS CategoryAccount

NumberAccount Description

Expenditures

through

September

2015

Accruals

through

September

2015

Total

Expenditures

Fund 480 - Department 98114 - WIA 14

Sub-Department 98100 - AdministrationSalary and Fringe 40000 Salaries and Wages 211,803.02 .00 211,803.02 Subtotals:

Salary and Fringe 45390 Fringe 79,768.30 .00 79,768.30 Salary and Fringe 310,292.95$

Other Admin 50340 Software Licensing Cost 414.86 .00 414.86 Other Admin 15,130.76$

Other Admin 50590 Professional Services 367.90 .00 367.90 325,423.71$ TRUE

Salary and Fringe 50600 Temporary Help 3,196.20 .00 3,196.20

Other Admin 52180 Building Space Rental 5,294.23 .00 5,294.23

Salary and Fringe 53000 Liability Insurance 7,651.39 .00 7,651.39

Salary and Fringe 53010 Workers Compensation 7,874.04 .00 7,874.04

Other Admin 53020 Unemployment Claims 38.99 .00 38.99

Other Admin 53100 Conferences and Meetings 22.50 .00 22.50

Other Admin 53110 Employee Training 20.64 .00 20.64

Other Admin 53120 Employee Mileage Expense 1,232.01 .00 1,232.01

Other Admin 53130 General Association Dues 32.27 .00 32.27

Other Admin 55080 Grant Administration (5.81) .00 (5.81)

Other Admin 60000 Office Supplies 1,147.29 .00 1,147.29

Other Admin 60040 Postage 50.96 .00 50.96

Other Admin 60490 Equipment<$1000 250.00 .00 250.00

Other Admin 64000 Telephone 321.19 .00 321.19

Other Admin 64020 Internet 223.54 .00 223.54

Other Admin Admin Other .00 5,720.19 5,720.19

Administration Expense Totals $319,703.52 $5,720.19 $325,423.71

Sub-Department 98200/98250 - Youth Salary and Fringe 40000 Salaries and Wages 15,686.96 .00 15,686.96 Subtotals:


Other Program Cost 50340 Sotfware Licensing cost 1,281.58 .00 1,281.58 Other Program Cost 1,280,696.61$

Other Program Cost 50590 Professional Services 151.44 .00 151.44 1,389,417.93$ TRUE

Other Program Cost 52180 Building Space Rental 1,289.41 .00 1,289.41

Salary and Fringe 53000 Liability Insurance 753.68 .00 753.68

Salary and Fringe 53010 Workers Compensation 779.18 .00 779.18

Other Program Cost 53070 Legal Printing 7.81 .00 7.81

Other Program Cost 53100 Conferences and Meetings 35.39 .00 35.39

Other Program Cost 53130 General Association Dues 4.87 .00 4.87

Other Program Cost 55000Miscellaneous Contractual

Exp269,433.91 46,888.48 316,322.39

Other Program Cost 60000 Office Supplies 322.74 .00 322.74

Other Program Cost 60040 Postage 31.58 .00 31.58

Other Program Cost 64000 Telephone 496.51 .00 496.51

Other Program Cost 64020 Internet 67.01 .00 67.01

Other Program Cost 70000 Computers 3,331.99 .00 3,331.99

Other Program Cost 70020 Computer Software - Cap 119.34 .00 119.34

Other Program Cost Other .00 .00 .00

Salary and Fringe 40000 Salaries and Wages 64,808.19 .00 64,808.19

Salary and Fringe 45390 Fringe 18,995.01 .00 18,995.01

Other Program Cost 50340 Sotfware Licensing cost 1,915.85 .00 1,915.85

Other Program Cost 50590 Professional Services 256.88 .00 256.88





Other Program Cost 53100 Conferences and Meetings 35.39 .00 35.39



Exp696,676.08 .00 696,676.08

Other Program Cost 55060 Youth ITA 248,713.87 .00 248,713.87

Other Program Cost 60000 Office Supplies 565.52 .00 565.52


Other Program Cost 64000 Telephone 744.74 .00 744.74

Other Program Cost 64020 Internet 135.40 .00 135.40




Youth Expense Totals $1,342,529.45 $46,888.48 $1,389,417.93

Sub-Department 98300 - AdultSalary and Fringe 40000 Salaries and Wages 95,366.89 .00 95,366.89 Subtotals:


Other Program Cost 50340 Software Licensing Cost 6,752.84 .00 6,752.84 Direct Training 887,333.36$

Other Program Cost 50590 Professional Services 1,247.29 .00 1,247.29 Other Program Cost 242,102.35$

Other Program Cost 52010 Janitorial Services 4,355.77 .00 4,355.77 1,270,423.46$ TRUE





Other Program Cost 53100 Conferences and meetings 21.83 .00 21.83

Other Program Cost 53120 Employee Mileage Expense 298.71 .00 298.71


WIA 14 Expenditure Detail ReportGrant Year-Number: 14-681005

Report Period: 07/01/2014 through 09/30/2015

Page 2 of 5

9

GRS CategoryAccount


Expenditures

through

September

2015

Accruals

through

September

2015

Total

Expenditures

WIA 14 Expenditure Detail ReportGrant Year-Number: 14-681005



Exp152,873.44 10,678.63 163,552.07

Other Program Cost 60000 Office Supplies 4,411.50 .00 4,411.50


Other Program Cost 60490 Equipment <$1000 191.89 .00 191.89

Other Program Cost 63000 Utilities - Natural Gas 242.58 .00 242.58

Other Program Cost 63010 Utilities - Electric 1,973.51 .00 1,973.51

Other Program Cost 64000 Telephone 2,769.22 .00 2,769.22

Other Program Cost 64020 Internet 3,695.53 .00 3,695.53



Direct Training 82015 DT ITA 651,206.16 115,186.34 766,392.50

Direct Training 82040 DT OJT (On the Job Training) 34,156.88 19,440.00 53,596.88

Direct Training 82100 SS Transportation Assistance 58,725.02 1,198.40 59,923.42

Direct Training 82160 SS Child Care 563.77 .00 563.77

Direct Training 82170 SS Other Supportive Services 6,856.79 .00 6,856.79

Other Program Cost Adult Other .00 7,305.76 7,305.76

Adult Expense Totals $1,116,614.33 $153,809.13 $1,270,423.46

Sub-Department 98400 - Dislocated WorkerSalary and Fringe 40000 Salaries and Wages 227,768.00 .00 227,768.00 Subtotals:


Other Program Cost 50340 Software Licensing Cost 20,977.12 .00 20,977.12 Direct Training 972,413.03$

Other Program Cost 50590 Professional Services 3,802.23 .00 3,802.23 Other Program Cost 244,876.70$

Other Program Cost 52010 Janitorial Services 2,337.84 .00 2,337.84 1,559,026.33$ TRUE





Other Program Cost 53120 Employee Mileage Expense 298.73 .00 298.73



Exp77,040.33 10,678.63 87,718.96

Other Program Cost 55080 Grant Administration (60.18) .00 (60.18)

Other Program Cost 60000 Office Supplies 7,027.30 .00 7,027.30


Other Program Cost 60490 Equipment < $1000 105.30 .00 105.30

Other Program Cost 63000 Utilities - Natural Gas 159.17 .00 159.17

Other Program Cost 63010 Utilities-Electric 1,183.28 .00 1,183.28

Other Program Cost 64000 Telephone 7,571.22 .00 7,571.22

Other Program Cost 64020 Internet 3,988.77 .00 3,988.77


Other Program Cost 70020 Computer Software - Cap 1,869.98 .00 1,869.98

Direct Training 82015 DT ITA 821,660.90 81,512.73 903,173.63

Direct Training 82040 DT OJT (On the Job Training) .00 5,641.10 5,641.10

Direct Training 82100 SS Transportation Assistance 55,750.99 2,115.42 57,866.41

Direct Training 82160 SS Child Care 1,438.00 .00 1,438.00

Direct Training 82170 SS Other Supportive Services 4,293.89 .00 4,293.89

Other Program Cost DW Other .00 13,447.26 13,447.26

Dislocated Worker Expense Totals $1,445,631.19 $113,395.14 $1,559,026.33

Fund 480 - Department 98114 - WIA 14 Totals $4,224,478.49 $319,812.94 $4,544,291.43

Page 3 of 5

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BudgetExpenditures

through 09/30/15Balance

% of budget

spent

1000 SALARY AND FRINGE BENEFITS 522,743.00$ -$ 522,743.00$ 0%

1010 OTHER ADMIN 27,002.00 - 27,002.00 0%

TOTAL ADMIN: 549,745.00$ -$ 549,745.00$

2000 YOUTH-I/S SALARY AND FRINGE BENEFITS 36,827.00$ -$ 36,827.00$ 0%

2010 YOUTH-I/S OTHER PROGRAM COSTS 144,377.00 - 144,377.00 0%

2100 YOUTH-I/S DIRECT TRAINING COSTS 6,855.00 - 6,855.00 0%

2140 YOUTH-I/S WORK BASED TRAINING 82,484.00 - 82,484.00 0%

TOTAL YOUTH-IN SCHOOL: 270,543.00$ -$ 270,543.00$

3000 YOUTH-O/S SALARY AND FRINGE BENEFITS 40,656.00$ -$ 40,656.00$ 0%

3010 YOUTH-O/S OTHER PROGRAM COSTS 756,911.00 183,520.56 573,390.44 24%

3100 YOUTH-O/S DIRECT TRAINING COSTS 265,860.00 119,186.61 146,673.39 45%

3140 YOUTH-O/S WORK BASED TRAINING 498,049.00 16,982.77 481,066.23 3%

TOTAL YOUTH-OUT OF SCHOOL: 1,561,476.00$ 319,689.94$ 1,241,786.06$

4000 ADULT - SALARY AND FRINGE BENEFITS 528,088.00$ -$ 528,088.00$ 0%

4010 ADULT - OTHER PROGRAM COSTS 322,924.00 - 322,924.00 0%

4100 ADULT - DIRECT TRAINING COSTS 639,696.00 - 639,696.00 0%

4140 ADULT - ADULT WORK BASED TRAINING 103,000.00 - 103,000.00 0%

TOTAL ADULT: 1,593,708.00$ -$ 1,593,708.00$

5000 DISLOCATED WRK - SALARY/FRINGE BENEFITS 549,526.00$ -$ 549,526.00$ 0%

5010 DISLOCATED WRK - OTHER PROGRAM COSTS 298,969.00 - 298,969.00 0%

5100 DISLOCATED WRK - DIRECT TRAINING COSTS 570,500.00 - 570,500.00 0%

5140 DISLOCATED WRK - WORK BASED TRAINING 103,000.00 - 103,000.00 0%

TOTAL DW: 1,521,995.00$ -$ 1,521,995.00$

GRAND TOTAL: 5,497,467.00$ 319,689.94$ 5,177,777.06$

FUNDING STREAM BUDGET

TOTAL FUNDS

OBLIGATED through

6/30/15 (PROJECTED)

TOTAL OBLIGATION

% at 6/30/15

(PROJECTED)

TOTAL DIRECT

TRAINING % as

of September

2015Adult 1,593,708$ 1,276,297$ 80% 60%

Dislocated Worker 1,521,995$ 1,239,252$ 81% 46%

Totals 3,115,703$ 2,515,549$

FUNDING STREAM BUDGET

TOTAL FUNDS

OBLIGATED through

6/30/15 (PROJECTED)

TOTAL OBLIGATION

% at 6/30/15

(PROJECTED)

TOTAL YOS &

Work Based

Learning % as

of September

2015Youth 1,832,019$ 1,503,619$ 82% 100%

WIOA 15 Budget-Expenditure Summary ReportPrepared by Kane County

Grant 6% expended as of 09/30/2015. Grant must be fully expended by 6/30/2017.

The 80% obligation requirement for all funding streams and the 40% direct training requirement for adult and dislocated

worker funding streams need to be satisfied by June 30, 2016. These are the two benchmarks that are required to be met

within the first year of the 2 year WIOA grant.

FINANCIAL BENCHMARKS

Grant Year-Number: 15-681005 Report Period: 07/01/2015 through 09/30/2015

11

GRS CategoryAccount


Expenditures

through

September

2015

Accruals

through

September

2015

Total

Expenditures

Fund 480 - Department 98115 - WIOA 15

Sub-Department 98100 - AdministrationSub-Department 98250 - Youth Out School Subtotals:

Salary and Fringe 40000 Salaries and Wages .00 .00 .00 Salary and Fringe -$

Salary and Fringe 45390 Fringe .00 .00 .00 Other Program Cost 183,520.56$

Other Program Cost 50590 Professional Services .00 .00 .00 Direct Training 119,186.61$

Other Program Cost 52110 Repairs & Maint - Buildings .00 .00 .00 Work Based Training 16,982.77$

Other Program Cost 52180 Building Space Rental .00 .00 .00 319,689.94$ TRUE

Other Program Cost 53070 Legal Printing .00 .00 .00

Other Program Cost 53130 General Association Dues .00 .00 .00


Exp58,324.68 125,195.88 183,520.56

Work Based Training 55025Work Based Learning

Activities5,509.53 11,473.24 16,982.77

Direct Training 55060 Youth ITA .00 112,796.13 112,796.13

Direct Training 55061 Youth Supportive Services 1,659.45 4,731.03 6,390.48

Other Program Cost 60000 Office Supplies .00 .00 .00

Other Program Cost 60040 Postage .00 .00 .00

Other Program Cost 64020 Internet .00 .00 .00


Youth Out School Expense Totals $65,493.66 $254,196.28 $319,689.94

Fund 480 - Department 98115 - WIA 15 Totals $65,493.66 $254,196.28 $319,689.94

WIOA 15 Expenditure Detail ReportGrant Year-Number: 15-681005


Page 5 of 5

12

Kane County Department of Employment and Education

Trade Adjustment Assistance/DCEO grant

10/01/14 - 09/30/15

Expenses through September 2015

Description

Payment

Processing Training Total

October-14 -

November-14 644.49 959.98 1,604.47

December-14 28.61 1,050.70 1,079.31

January-15 498.39 (22.40) 475.99

February-15 76.58 4,035.42 4,112.00

March-15 100.00 1,925.34 2,025.34

April-15 86.00 8,656.11 8,742.11

May-15 181.84 417.68 599.52

June-15 848.99 17,345.82 18,194.81

July-15 812.49 3,521.70 4,334.19

August-15 1,124.98 2,697.98 3,822.96

September-15 3,720.15 47,668.48 51,388.63

GRANT YEAR TOTAL 8,122.52 88,256.81 96,379.33

T T T

Accruals through September 2015 - - -

Obligations through September 2015 - - -

Subtotal actuals, accruals, and obligations 8,122.52 88,256.81 96,379.33

Approved Budget Amount: 8,122.52 88,256.81 96,379.33

Available amount: -$ -$ -$

Budget to Actual Variance: 100% 100% 100%

16

Kane County Department of Employment and Education

WIA Workforce Innovation Fund (ATIM) grant

08/01/13 - 08/31/15

Expenses through August 2015

Description Travel

Support

Services Training Other Costs Total

August-13 - - - - -

September-13 298.98 - - - 298.98

October-13 - - 764.34 - 764.34

November-13 87.59 - 969.18 450.00 1,506.77

December-13 - - 1,464.71 1,395.00 2,859.71

January-14 298.40 - 24,757.76 495.00 25,551.16

February-14 - - 53,665.88 - 53,665.88

March-14 - - 34,266.50 - 34,266.50

April-14 - - 4,290.63 90.00 4,380.63

May-14 85.12 - 11,062.99 45.00 11,193.11

June-14 - - 16,322.25 135.00 16,457.25

July-14 - - 1,862.65 90.00 1,952.65

August-14 - 219.25 8,654.10 270.00 9,143.35

September-14 56.00 134.68 16,101.89 225.00 16,517.57

October-14 - 1,466.09 39,456.22 225.00 41,147.31

November-14 22.40 - 25,486.93 45.00 25,554.33

December-14 - 414.44 21,243.07 90.00 21,747.51

January-15 - - 14,834.56 - 14,834.56

February-15 - 287.26 2,616.66 - 2,903.92

March-15 - 289.96 7,813.20 - 8,103.16

April-15 - - 8,121.69 - 8,121.69

May-15 - 1,153.09 3,537.15 - 4,690.24

June-15 46.00 653.94 3,000.28 - 3,700.22

July-15 - - 2,106.73 - 2,106.73

August-15 - - 7,281.40 - 7,281.40

GRANT YEAR TOTAL 894.49 4,618.71 309,680.77 3,555.00 318,748.97

T T T T T

Accrual through August 2015 - - - - -

Obligations through August 2015 - - - - -

Subtotal actuals, accruals, and

obligations 894.49 4,618.71 309,680.77 3,555.00 318,748.97

Approved Budget Amount: 894.49 4,618.71 309,680.77 3,555.00 318,748.97

Available amount: -$ -$ -$ -$ -$

Budget to Actual Variance: 100% 100% 100% 100% 100%

17

Workforce Development Board Executive Committee

ACTION ITEM DETAIL New Business

A. (2) Action Item: Recommend Board authorization of CEO/Workforce

Development Board Agreement.

Background: With Program Year 2015 marking the launch of the Workforce Innovation and Opportunity Act (WIOA), the State is requiring that Local Areas reestablish foundational documents governing the workforce development program to ensure compliance with federal regulations and state policy. The WIOA Transition Committee reviewed both a draft and the final version of the proposed agreement and has forwarded the document to the Executive Committee with a recommendation for approval at their October 13th meeting. The effectiveness of the workforce development system is dependent upon a successful partnership between the Chief Elected Official (CEO) and the Workforce Development Board (WDB). Through a cooperative agreement, respective roles are defined to ensure an effective operational structure is in place regarding the planning, delivery and administration of WIOA. The CEO/Workforce Development Board Agreement lays the groundwork for the roles of the Board and the CEO. Some roles are distinct, while others are a cooperative effort. The roles defined in the proposed agreement are derived from State policy and have not changed significantly, with the exception of one additional responsibility related to reviewing adult education and literacy applications (item 13 at the top of page 3). This is a newly defined role under WIOA which will be further defined by the State and/or the Illinois Community College Board (ICCB). Proposed Action: As required by WIOA regulations and in order to remain compliant with the State of Illinois, the proposed action before the Board is to authorize the Chair of the Workforce Development Board to enter into an Agreement with the Chief Elected Official for the purposes of implementing activities authorized by WIOA. Staff Recommendation: Staff recommend the Executive Committee forward the CEO/Workforce Development Board Agreement to the Full Board for consideration/authorization.

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CHIEF ELECTED OFFICIAL – WORKFORCE DEVELOPMENT BOARD AGREEMENT

This agreement is entered into by and between the Chief Elected Official and the Local Workforce Development Board of Illinois Local Workforce Development Area 5 for the purpose of implementing activities authorized by the Workforce Innovation and Opportunity Act (WIOA). The Counties of Kane, Kendall, and DeKalb (“the Counties”) have jointly entered into an Intergovernmental Agreement regarding the implementation of local workforce development activities under WIOA. The Chairman of the Kane County Board has been identified as the Chief Elected Official (the CEO) for the Local Workforce Development Area (Local Area) and is authorized to oversee the planning and administration of the program. The CEO and the Local Workforce Development Board (the Board) share a common interest in assuring that activities undertaken in implementing the goals and objectives of the Workforce Innovation and Opportunity Act (WIOA) conform to the statutory and regulatory parameters set forth therein. The intent of this agreement is to clearly define the individual and cooperative roles of the CEO and the Board regarding the specific goals, planning, delivery and administration of said activities.

A. ROLES OF THE CEO

The CEO, on behalf of the Counties, has sole responsibility in the following areas under the Workforce Innovation and Opportunity Act:

1. Accept all WIOA funding and act as signatory for all agreements, leases or grants, or any other document requiring a CEO signature in order to be legally binding. The CEO may designate one or more signatories for said purpose.

2. Ensure compliance with applicable Federal uniform administrative requirements and cost principles.

3. Submit reports to the State and federal government as required. 4. Submit Local Workforce Development Board appointment requests and other certification

documents to DCEO. 5. Serve as primary liaison with the Board. 6. Approve all significant actions of the Local Workforce Development Board, including, but not

limited to, those listed within Section C of this Agreement. 7. Review all agreements pertaining to the delivery of workforce development services within the

Local Area. 8. Provide staff support for the Local Workforce Development Board under the consortium model

as defined by State policy. Said consortium shall include the Office of Community Reinvestment’s Workforce Development Division and other workforce system partners.

9. Apply for competitive grant awards that serve to augment workforce services in the Local Area. 10. Designate or procure the one-stop operator and career service provider(s) in accordance with

State policy. Further, the CEO shall serve as the liaison to the Governor regarding significant structural, planning, operational and performance matters pertaining to the delivery of workforce services within the Local

19

Area and shall be responsible for formal communication with the State of Illinois in making arrangements for agreement and consultation regarding the following:

1. Negotiation of local performance measures. 2. Consult with the Governor in the development of a reorganization plan, in the event of

decertification of the Local Workforce Development Board. 3. Coordination in the provision of rapid response activities. 4. Coordination in the establishment of fiscal and accountability management systems. 5. Consultation arrangements concerning any activities in the Local Area funded by the State or by

the U.S. Department of Labor. 6. Apply for waiver(s) seeking approval from the Governor to allow the Board or its staff to provide

training services, as appropriate.

B. ROLES OF THE WORKFORCE DEVELOPMENT BOARD

The Board is charged with the task of promoting a comprehensive and high-quality workforce development system by collaborating with the CEO to improve and align employment, training, and education programs under WIOA that promote economic growth within the local Workforce Development Area. The roles of the Board include the following:

1. Elect a chairman and a vice-chairman from among the business representatives of the Board. 2. Establish an Executive Committee that, at a minimum, includes the chairman, vice-chairman and

representatives from each of the three counties in the workforce development area. 3. Establish additional standing committees, which may include individuals who are not formal

members of the Board but who can provide expertise on topics pertaining to WIOA goals, for the purpose of expanding the capacity of the Board.

4. Connect with representatives of secondary and post-secondary education programs in the local area in order to develop and implement career pathways.

5. Authorize contracts related to the WIOA delivery system. 6. Promote the participation of private sector employers and workforce development partners,

serving as an ambassador to the Board with community groups and businesses to effectively assist employers in meeting hiring needs.

7. Review local and regional economic and labor market information to assure that local and regional plans respond to identified issues and needs.

8. Through Committee involvement, provide input regarding convening local workforce stakeholders to identify and leverage resources in support of workforce development activities.

9. Through the local planning process, engage a diverse range of employers in both local and regional areas to develop effective linkages that generate support among businesses for the local workforce system, enhancing collaboration among employers, economic development entities and service providers to assure employer needs are met.

10. Assist in identifying effective training strategies that promote in-demand industry sectors and occupations.

11. Ensure employment, education and training services align with the local needs of adults and youth, particularly individuals with barriers to employment and career pathways.

12. Encourage the use of technology to maximize the accessibility and effectiveness of the local workforce development system.

20

13. Review adult education and literacy applications under Title II of WIOA to determine consistency with the Local Plan. Make recommendations to area community colleges to promote alignment with the plan.

14. Authorize eligible training providers and programs in compliance with DCEO policy. 15. Assess the physical and programmatic accessibility of local Illinois workNet centers to individuals

with disabilities. 16. Adopt formal policies to guide and support workforce activities, including: Individual Training

Accounts, supportive services, needs-based payments, and Veteran’s priority of service. 17. Conduct business in an open manner and in accordance with the Open Meetings Act, including

maintaining transparency through electronic means of communication and open meetings.

C. COLLABORATION BETWEEN THE CEO AND THE BOARD

The Local Workforce Development Board shall provide the CEO input regarding the following:

1. Development and submission of Local and Regional Plans as required, with additional modifications reviewed and submitted as needed.

2. Approval of grant funding allocation in compliance with WIOA and in accordance with the Local Plan.

3. Development of a budget for Title I activities to be submitted as part of the Local Plan, including costs associated with Board-related expenses such as data collection and planning, subscriptions and travel, subject to the approval of the CEO.

4. Negotiation of local performance measures with the State. 5. Program oversight of workforce development activities to ensure appropriate management and

use of funds in order to maximize performance outcomes under WIOA. 6. Review financial reports associated with workforce development funding provided to the Local

Area. 7. Certification of one-stop centers. 8. Selection of eligible youth and career service providers, as well as the one-stop operator, in

compliance with DCEO policy. 9. Approval of additional and/or non-required one-stop partners. 10. Consistent with the State Plan, development and execution of a Memorandum of Understanding

with the one-stop partners concerning the operation of the one-stop delivery system in accordance with 20 CFR Part 678.500.

D. CONSORTIUM STAFFING MODEL

As indicated in the Intergovernmental Agreement between the Counties representing the Local Area, the Chairman of the Kane County Board has been designated as the CEO for the purpose of overseeing the WIOA grant implementation. Section II of the Agreement states that the CEO is responsible for ensuring Board staffing and Consortium structures within the workforce development system comply with State and federal policy. Consistent with the Intergovernmental Agreement and the staffing model approved by the Board, the CEO shall provide the Board with staff support in accordance with the Consortium Model authorized and articulated in policy provided by the Department of Economic Opportunity (DCEO). Under this model, multiple partner programs act as staff to the Board as an in-kind contribution. A consortium, consisting

21

of the Kane County Office of Community Reinvestment’s Workforce Development Division and no less than two other partner organizations, will serve as staff to the Board.

E. MEETINGS

All meetings of the Board shall be conducted in compliance with the Illinois Open Meetings Act. The Board shall adhere to Robert’s Rules of Order in conducting business. The Executive Committee is authorized to take action between regularly scheduled Board meetings to address issues that require timely action. Such action shall be reported to the full Board at its next regularly scheduled meeting.

F. CONFLICT OF INTEREST

The parties shall abide by any and all applicable conflict of interest provisions outlined in the unified and/or combined State Plan as defined by WIOA. Members appointed to the Board may not discuss or vote on a matter under consideration by the Board (A) regarding the provision of services by such member or by an entity that such member represents; or (B) that would provide direct financial benefit to such member or the immediate family of such member; or engage in any other activity determined by the Governor to constitute a conflict of interest as specified in the State plan. Board members shall disclose any act that may be in conflict with the performance of his or her official duties. In addition to those noted above, conflicts include receipt of a gift, compensation, or travel given for the purpose of obtaining special consideration or to influence Board action. In accordance with the Illinois Governmental Ethics Act, all Board members must complete and file an Economic Interest Statement with the Kane County Clerk. Members will incur a $15.00 fine levied by the Clerk for statements filed after the due date specified by the Clerk.

G. EFFECTIVE DATE This agreement shall become effective on November 18, 2015 and renew annually. Each party to this agreement serves only by virtue of elective office. Should any individual leave elective office, that individual shall be immediately replaced by his or her successor.

H. MODIFICATION The CEO intends and expects this Agreement to be used as a tool to assist in establishing and maintaining a harmonious and cooperative relationship between the CEO and the Board as they work cooperatively to provide effective workforce development services in Area 5. The CEO expects that this Agreement will be reviewed and modified as necessary. Such amendments must be in writing and executed by both parties. The parties hereto agree to adopt any amendment to this Agreement incorporating changes necessary to meet the requirements for said agreement as set forth in DCEO policy and applicable

22

communications. The CEO shall submit amendments to DCEO as necessary and will provide notice to the Board of revisions at such time as they are submitted.

I. SIGNATURES

For the CEO: __________________________________ Kane County Chairman Chris Lauzen For the Board: ________________________________ Chair, Local Workforce Development Board

23

Workforce Development Board Executive Committee


A. (3) Action Item: Recommend Board repeal existing Workforce Investment Board Bylaws and adopt Workforce Development Board Bylaws with an extension of current Officer and Executive Committee member terms.

Background: With Program Year 2015 marking the launch of the Workforce Innovation and Opportunity Act (WIOA), the State is requiring that Local Areas reestablish foundational documents governing the workforce development program to ensure compliance with federal regulations and state policy. The WIOA Transition Committee reviewed both a draft and the final version of the proposed bylaws and has forwarded the document to the Executive Committee with a recommendation for approval at their October 13th meeting. Proposed Action: The Bylaw changes and/or additions recommended by the WIOA Transition Committee were guided by State policy and represent the operational structure currently maintained by the Workforce Development Board. The changes and/or additions are highlighted below: 1) General format and layout enhancements were implemented to create cohesiveness

between the foundational documents and within the bylaw sections.

2) Retooling of the Officer section which recommends the positions of Secretary and Treasurer be replaced by three (3) County Liaison positions.

3) The Board Committee section was updated to reflect the current committee framework. It identifies the Executive Committee as a standing committee of the Board and the WIOA Transition Committee as an ad-hoc committee of the Board. Additionally, it outlines how additional standing and ad-hoc committees may be established by the Board.

4) A process for the Executive Committee has been included to address voting on matters that require timely action on behalf of the Board as required by the Department of Commerce and Economic Opportunity (DCEO).

5) The quorum and minutes section was updated to include standards for establishing a quorum at meetings and guidelines for approving and retaining meeting minutes.

6) Updates to the voting section included; defining the proxy process and passage of an action item along with a statement that all significant actions of the Board are subject to approval by the CEO per the terms of the CEO/Workforce Development Board Agreement.

7) The Open Meetings Act (OMA) section directs members that completion of OMA training is required and clarifies the process for public comment.

24

8) The Conflict of Interest section was updated to align with State policy and provides members with notice that an Economic Interest Statement must be completed annually through Kane County.

9) The section describing Board staffing was modified to include details on the consortium staffing model.

As required by WIOA regulations and in order to remain compliant with the State of Illinois, the proposed action before the Board is to adopt bylaws for the purposes of implementing activities authorized by WIOA and to extend the current Officer and Executive Committee member terms to September 30, 2016. Upon their adoption, these bylaws will establish the rules and procedures under which it will operate as a Workforce Development Board under WIOA. Staff Recommendation: Staff recommend the Executive Committee forward the Workforce Development Board Bylaws to the Full Board for consideration/authorization along with an extension of the current Officer and Executive Committee member terms through September 30, 2016.

25

Workforce Development Board

WIOA Bylaws

(Draft)

26

BYLAWS

KANE, KENDALL & DEKALB COUNTY WORKFORCE DEVELOPMENT BOARD

ARTICLE I: General The name of the Board shall be the Workforce Development Board for Kane, Kendall and DeKalb Counties hereinafter referred to as the Board. The Board shall serve the residents and employers of Kane, DeKalb and Kendall Counties. The official office location and mailing address shall be:

One Smoketree Business Park, Suite A North Aurora, IL 60542

ARTICLE II: Purpose

The Board is responsible for developing a strategy to continuously improve and strengthen the workforce development system through innovation in, and alignment and improvement of, employment, training, and education programs to promote economic growth.

ARTICLE III: Roles Section 1: Duties Consistent with the Intergovernmental Agreement between Kane, DeKalb and Kendall Counties and the Workforce Development Board Agreement, the following will be the role of the Board:

1. Elect a chairperson and a vice-chairperson from among the business representatives of the Board.

2. Establish an Executive Committee that, at a minimum, includes a chairperson, vice-chairperson and representatives from each of the three counties in the workforce development area.

3. Establish additional standing committees, which may include individuals who are not formal members of the Board but who can provide expertise

Comment [j1]: This language is based on federal TEGL guidance and is derived from The Workforce Innovation and Opportunity Act narrative.

Comment [j2]: The items listed in Article III mirror the Workforce Development Board Agreement verbatim. Points 8 and 9 are a requirement of DCEO WIOA Transition Policy #4, Section B(1)(f), which requires the bylaws describe the process by which Board members will engage employers, etc.

27

on topics pertaining to WIOA goals, for the purpose of expanding the capacity of the Board.

4. Connect with representatives of secondary and post-secondary education programs in the local area in order to develop and implement career pathways.

5. Authorize contracts related to the WIOA delivery system. 6. Promote the participation of private sector employers and workforce

development partners, serving as an ambassador to the Board with community groups and businesses to effectively assist employers in meeting hiring needs.

7. Review local and regional economic and labor market information to assure that local and regional plans respond to identified issues and needs.

8. Provide input regarding convening local workforce stakeholders to identify and leverage resources in support of workforce development activities through committee involvement, the local planning process, and other means of engagement.

9. Engage a diverse range of employers in both local and regional areas to develop effective linkages that generate support among businesses for the local workforce system, enhancing collaboration among employers, economic development entities and service providers to assure employer needs are met.

10. Assist in identifying effective training strategies that promote in-demand industry sectors and occupations.

11. Ensure employment, education and training services align with the local needs of adults and youth, particularly individuals with barriers to employment and career pathways.

12. Encourage the use of technology to maximize the accessibility and effectiveness of the local workforce development system.

13. Review adult education and literacy applications under Title II of WIOA to determine consistency with the Local Plan. Make recommendations to area community colleges to promote alignment with the plan.

14. Authorize eligible training providers and programs in compliance with DCEO policy.

15. Assess the physical and programmatic accessibility of local Illinois workNet centers to individuals with disabilities.

16. Adopt formal policies to guide and support workforce activities, including: Individual Training Accounts, supportive services, needs-based payments, and Veteran’s priority of service.

28

17. Conduct business in an open manner and in accordance with the Open Meetings Act, including maintaining transparency through electronic means of communication and open meetings.

The Local Workforce Development Board shall provide the CEO input regarding the following:

1. Development and submission of Local and Regional Plans as required, with additional modifications reviewed and submitted as needed.

2. Approval of grant funding allocation in compliance with WIOA and in accordance with the Local Plan.

3. Development of a budget for Title I activities to be submitted as part of the Local Plan, including costs associated with Board-related expenses such as data collection and planning, subscriptions and travel, subject to the approval of the CEO.

4. Negotiation of local performance measures with the State. 5. Program oversight of workforce development activities to ensure

appropriate management and use of funds in order to maximize performance outcomes under WIOA.

6. Review financial reports associated with workforce development funding provided to the Local Area.

7. Certification of one-stop centers. 8. Selection of eligible youth and career service providers, as well as one-stop

operators in compliance with DCEO policy. 9. Approval of additional and/or non-required one-stop partners. 10. Consistent with the State Plan, development and execution of a

Memorandum of Understanding with the one-stop partners concerning the operation of the one-stop delivery system in accordance with 20 CFR Part 678.500.

ARTICLE IV: Board Membership

Section 1: Membership Board representation will comply with the dictates of WIOA, the Department of Commerce and Economic Opportunity (DCEO) and the Intergovernmental Agreement between Kane, DeKalb, and Kendall Counties. The Board membership shall total up to 40 seats and shall be inclusive of those mandated partners appointed to the Local Workforce Development Board pursuant to State policy.

Comment [j3]: Language concerning the Board membership makeup is derived from federal guidance in: TEGL 27-14 and is also incorporated in part as part of the Intergovernmental Agreement between the three County Chairmen. Nomination procedures are required per DCEO WIOA Transition Policy #4, page 5 Section B(1)(a). Section B(1)(b) of the same policy requires that terms be defined in the bylaws. Policy to ensure attendance and participation of board members is a requirement per DCEO#4, Section B(1)(i).

29

Board representation shall generally be apportioned to each County based on the most recent US Census Bureau decennial census population data available. It is anticipated that adjustments to said representation may be necessary from time to time in order to achieve overall Board Certification.

A. The Board shall be composed of representatives from the following categories: Business (minimum 51% representation); Workforce (minimum 20% representation); Education and Training; and Government, Economic and Community Development. The CEOs may appoint other individuals to the Board at his or her discretion when seats are available, such as local agencies or entities administering transportation, housing and public assistance, and philanthropic organizations. The Board may make recommendations for new Board members to the CEOs for their consideration.

B. Board members may represent more than one category. A Board member

may not represent more than one entity within a category. The representatives appointed to the Board must have optimum policy-making authority, which is defined as an individual that may reasonably be expected to speak affirmatively on behalf of the entity he or she represents and to commit that entity to a chosen course of action.

Section 2: Nominations

A. In accordance with the WIOA and state policy, nominations will be performed as follows:

1. Business Representatives to the Board must be nominated by local

business organizations or business trade associations. 2. Labor Representatives qualifying under the Workforce category to the

Board must be nominated by a local labor federation. 3. The three community colleges in the local areas shall each be given a

seat on the Board. The college representatives shall fulfill the requirement for an Adult Education and Literacy representative, as well as for an Institution of Higher Learning representative. These two positions will be self-nominated, and the remaining seat represented by the third remaining college shall fall within the ‘Other’ category. The slot each college represents may be rotated to conform with WIOA and state policy.

30

4. Nominations for filling a vacancy mid-term shall be made in the same manner as the original appointment.

B. Other representative seats not falling within the above mentioned categories do not require a nomination process.

Section 3: Terms

A. Appointed members shall serve fixed two-year terms effective October 1st and concluding September 30th, with terms staggered to avoid excessive turnover in any given year. Should a delay in Board appointments occur, Board members may continue to serve until the appointment process can be completed even if their term of office has expired.

B. Three consecutive, unexcused absences per plan year (July 1st through June

30th) from regularly scheduled meetings of the Board shall constitute a de facto resignation of the Board member. Whether to excuse the absences shall be determined by the Board Chairperson, and only unexcused absences shall be considered in determining the de facto resignation. Staff will monitor attendance on behalf of the Board Chairperson.

C. Members must provide current contact information to Board staff. Board members shall notify staff of any changes to his or her employment status. Should a member cease to represent the category for which he or she was appointed to fill, the member may be reassigned to another category if available. In cases where no other slots are available, the Board member may be asked to resign if necessitated by DCEO for Board certification.

D. Should a Board member become disabled, ill or unable to perform their

duties on the Board, the member may voluntarily resign by emailing the Board Chairperson and copying a Board staff member. If no notification is received, the Executive Committee may recommend to the CEOs removal of members that are unable to perform their duties. Staff will notify the appropriate CEO so a new member can be appointed. Upon appointment, the member shall serve the unexpired term of the member whose vacancy he/she is filling.

31

ARTICLE VI: Officers

A. The Officers shall consist of the Board Chairperson, Vice Chairperson, and one Liaison per county.

B. The Chairperson and Vice Chairperson shall be selected from among the business members of the Board. The County Liaisons can be selected from any of the membership categories within each county’s membership.

C. The Chairperson shall appoint an ad hoc Nominating Committee

Chairperson at the June meeting. The Nominating Committee Chairperson will ask Board members to volunteer to serve on the committee. The Nominating Committee shall adhere to the following: 1. The committee must include a minimum of one member from each

county, not including the Chairperson. 2. The committee members will contact other Board members regarding

willingness and ability to serve in officer roles. 3. Committee members shall meet physically at least once to review and

recommend the slate of officers for election. 4. The Nominating Committee Chairperson will present the slate of officers

for election by the Board at the August meeting. 5. The Board Chairperson will ask for nominations from the floor in

addition to the slate of officers presented by the Committee. 6. If there are multiple nominations for any office, those Board members

nominated for the same office shall temporarily exit the room while a show of hands vote is taken for the office. The remaining nominees may be voted on as a whole.

D. The officers shall take office October 1 for a term of one year from October 1 through September 30. Should an officer resign his or her position on the Board, a replacement shall be elected by a quorum of the Board to serve the remainder of the unexpired term.

E. The duties of each officer shall consist of the following: 1. The Chairperson shall:

a. Appoint all standing and ad hoc committee chairpersons;

32

b. Sign documents as required by WIOA to remain compliant on behalf of the Board;

c. Serve as the Chairperson of the Executive Committee of the Board; and

d. Perform other duties as appropriate.

2. The Vice Chairperson shall: a. In the absence of the Chairperson, perform all the duties of the

Chairperson; b. Serve as a member of the Executive Committee; and c. Perform other duties as assigned by the Chairperson of the Board.

3. The County Liaison shall:

a. Serve as a member of the Executive Committee; b. In the absence of the Chairperson and Vice Chairperson, the Liaison

having the longest tenure on the Board shall perform all the duties of the Chairperson.

c. In the event an ad hoc committee would include only a single County’s membership, that County’s Liaison would serve as the Chairperson of said ad hoc committee; and

d. Perform other duties as assigned by the Chairperson of the Board.

ARTICLE VII: Board Committees All committees shall meet at the call of the Board Chairperson or the committee Chairperson. A committee must have, at a minimum, four (4) Board members. Other stakeholders that are not members of the Board may also sit on committees but cannot count towards this established minimum.

Section 1: Standing Committees

A. The Executive Committee shall be a standing committee of the Board. The Board Chairperson shall chair the Executive Committee. The Executive Committee shall consist of the officers of the Board and standing committee Chairpersons who shall perform the following duties:

1. Make recommendations to the Board on matters requiring Board

approval.

Comment [j4]: Included in this section are requirements per DCEO#4, Section B(1)(k) and (n)

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2. Address and vote on issues that require timely action on behalf of the Board when necessary. a. Prior to acting on behalf of the Board, the Executive Committee must

take a vote to confirm the immediacy of the action. b. Any action taken by the Executive Committee on behalf of the Board

shall be binding and will be communicated at the next regularly scheduled Board meeting.

3. Defer any action item to the next Board meeting, should the Executive Committee so desire.

4. Recommend changes to the Board bylaws as needed. 5. Recommend removal of a Board member to the appropriate CEO. 6. May approve training providers and/or programs, which will then be

reported to the Board.

B. The Board may vote to establish additional standing committees at any time by formalizing the committee in these bylaws.

Section 2: Ad Hoc Committees Ad hoc committees may be established at the discretion of the Board Chairperson. A WIOA Transition Committee has been previously established as an ad hoc committee for the purpose of overseeing the transition to the new Workforce Innovation and Opportunity Act. This Committee consists of members from the Board that equitably represent each county. The Committee will continue to review updated foundational documents and policies to reflect changes of the WIOA, make recommendations to the Executive Committee regarding Board and Program updates necessary to be compliant with or to implement WIOA, and will dissolve once WIOA is fully implemented in LWDA 5.

ARTICLE VIII: Meeting Procedures & Voting Rights

Section 1: Meetings

A. Regular meetings of the Board shall be held at a place to be determined by the members at such times and as often as they may deem necessary, but at a minimum the Board shall meet four times a year. The Board Staff shall send written/electronic notice of each meeting to the Board members at least 48 hours prior to the meeting. Transmittal of the Board agenda shall constitute written notice.

Comment [j5]: DCEO Policy #4, Section B(1)(d, e, h, and j) are incorporated in this Article. The previous bylaws required an annual meeting – this is no longer current practice and has been removed. The Open Meetings Act requires that dissolved committee minutes be approved by the presiding body. Language to this effect has been added. In 2012 the Attorney General’s office Open Meetings Act training a requirement of public boards, and this has been incorporated within this Article.

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B. Technology shall be used in announcing meeting times and locations through electronic mail, providing Board members with calendar reminders through Microsoft Outlook, as well as posting meeting materials on the Kane County website.

C. A schedule of meetings shall be established each plan year and will be presented to the membership no later than the June meeting. The Board Staff may cancel a meeting at the direction of the Board Chairperson.

D. The Board shall conduct meetings according to Robert’s Rules of Order, Revised and the Open Meetings Act.

Section 2: Quorum and Minutes

A. In order to vote on any matter coming before the Board or a committee of the Board, a quorum must be present. A quorum shall consist of at least fifty-one percent (51%) of the membership at the time of the meeting. The continued presence of a quorum is presumed unless the Chairperson or a Board member voices that a quorum is no longer present. It is the duty of the Board Chairperson and Board members to declare the fact or make a point of order in the event a quorum is no longer present. If a vote has been taken and the absence of a quorum is unclear, the vote shall stand unless the absence of a quorum can be clearly shown. Disclosure of a conflict of interest prior to discussion of an action item shall not affect quorum.

B. If quorum is not established at a meeting, the Board cannot discuss or vote on action items or approve minutes. The meeting may be called in order to view reports and presentations, or other informational items. If action items are time-sensitive, the items will be referred to the Executive Committee for consideration and/or approval. The Executive Committee Chairperson shall report the results at the next Board meeting.

C. Minutes shall be reviewed and approved at the following Board or standing committee meeting as appropriate. Minutes from dissolved ad hoc committees shall be approved at the next available Board meeting. Board members may approve meeting minutes regardless of attendance at said meeting, in accordance with Robert’s Rules of Order, Revised. Approved

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minutes of all meetings conducted four years past the grant close-out date shall be retained on the Board webpage within the Kane County website.

Section 3: Votes

A. Each member shall have one (1) vote. Members must be present at meetings to cast a vote. A member may send someone in his or her stead as a proxy. A proxy form must be completed and submitted to the Board staff 48 hours prior to each meeting of the Board.

B. Any item voted upon is considered to have passed when 51% of the members present vote yes.

C. All significant actions of the Board are subject to approval by the CEO,

including, but not limited to those items listed in Section ‘C’ of the Workforce Development Board Agreement.

Section 4: Open Meetings Act A. The Workforce Development Board is subject to the “Illinois Open Meetings

Act” and will notice and conduct meetings in accordance with the Act. The public shall be informed of Board, Committee, and other public meetings through notice, which shall state the purpose of the meeting, the time and the place.

B. All Board Members are required to complete the Open Meetings Act

training within ninety (90) days of assuming responsibilities as a member of the Board. The certificate of completion must be filed with the Board Staff. Failure to file a copy of the certificate with the Board Staff is cause for removal from the Board.

C. Consistent with the Open Meetings Act, members of the public will be given an opportunity to speak at all Board or committee meetings. Members of the public wishing to express concerns and/or opinions regarding business before the Board shall do so either in writing or in person to the Board as a whole or at an applicable committee meeting. Written comments may be directed to the address listed in Article I of these bylaws.

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ARTICLE IX: Conflict of Interest

A. Members of the Board and any committee members shall comply with conflict of interest provisions in Section 107(h) of the Workforce Innovation and Opportunity Act and with State policy, taking the following actions as appropriate:

1. Publicly disclose to the Board if he/she has a real or perceived conflict of

interest prior to discussion; 2. Refrain from participation in Board discussion in areas of real or

perceived conflict of interest; 3. Abstain from voting on any matter under consideration by the Board:

a. Regarding the provision of services by such member (or by a program that such member represents); or

b. That would provide direct financial benefit to such member or the immediate family of such member, or the organization the member represents; and

4. Abstain from engaging in any other activity determined by the Governor to constitute a conflict of interest as specified in the State Plan.

B. Additionally, Board members must comply with the Illinois Governmental

Ethics Act. All Board members must complete the Economic Interest Statement required through Kane County. In accordance with State and local policy, members will incur a $15 fine levied by the Kane County Clerk’s office for failure to file by May 1st. Members failing to file the Statement by May 15th may incur an imposed fine of $100 for each day thereafter. Failure to file the Economic Interest Statement is cause for removal from the Board.

C. All disclosed conflicts and abstentions must be recorded in the minutes of the Board, committee or subcommittee meeting.

D. A Board member may be recommended for removal from the Board by a majority vote of the Executive Committee if the member’s conduct or action, in his or her capacity as a member or in his or her personal and/or professional dealings, is having or will have a severe detrimental effect on the ability of the Board to conduct business. The recommendation of the Executive Committee would be forwarded to the appropriate CEO.

Comment [j6]: This Article is required per DCEO WIOA Draft Transition Policy #5, Section B(4 and 5), as well as DCEO WIOA Transition Policy #4, Section B(1)(l).

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ARTICLE X: Staff to the Board

A. Staff support to the Board is provided by a consortium of workforce agencies including the Kane County Office of Community Reinvestment Workforce Development Division as per the Intergovernmental Agreement between Kane, Kendall and DeKalb Counties. The Consortium shall assist the Board in carrying out its duties as defined in Article III of these bylaws. Specific roles of the Kane County Office of Community Reinvestment’s Workforce Development Division include, but are not limited to:

1. Coordinating certification of the Board and ensuring compliance with

applicable State and Federal policies. 2. Serving as the custodian of official records for the Board. 3. Preparing relevant program and financial reports for presentation to the

Board and committees. 4. Preparing background information and making recommendations to the

Board regarding action items. 5. Issuing letters of support on behalf of the Board to entities deemed

appropriate that if funded would generate grant dollars to the local area.

6. Applying for competitive grant awards that serve to augment workforce services in the local workforce development area.

B. To ensure Board business matters will not be directed at Board members’

homes or workplaces, staff will not publish or distribute member addresses, phone numbers or email addresses. However, member names are listed on the Board web page within the Kane County website.

ARTICLE XI: Conflict with the Bylaws

A. Nothing in these bylaws shall be construed to take precedence over

federal, state or local laws or regulations, or to constrain the rights or obligations of the units of government party to the Intergovernmental Agreement.

B. If any provision of these bylaws is held invalid by any court of competent

jurisdiction, this shall not affect any other provision of these bylaws which

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can be given effect without the invalid provision or application. To achieve this purpose, the provisions of these bylaws are declared to be severable.

ARTICLE XII: Amendment & Ratification of the Bylaws

These bylaws may be amended or replaced via an agenda action item at a meeting of the Board. These Bylaws will be effective on November 18, 2015 upon adoption by a recorded vote of fifty-one (51%) of those present at a meeting of the Board as a whole called for such purpose. Board Chairperson: _______________________________________ Date: _____________________________________________

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Workforce Investment Board

WIA Bylaws

(For Reference)

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BYLAWS

ARTICLE I Section 1. Name The name of the board shall be the River Valley Workforce Investment Board, Inc., hereinafter referred to as the RVWIB. Section 2. Service Area The RVWIB shall serve the residents and employers of Kane, DeKalb and Kendall Counties. Section 3. Location The official office location and mailing address shall be: 719 S. Batavia Avenue/ Building G/ Geneva, IL 60134

ARTICLE II PURPOSE

Section 1. To create a workforce system that enhances the quality of life for our citizens by promoting a healthy economy and providing policy guidance and oversight to the workforce system.

ARTICLE III

DUTIES AND RESPONSIBILITES Section 1. Duties Consistent with the Interlocal Agreement between Kane, DeKalb and Kendall Counties, the following will be the responsibility of the RVWIB:

a. To serve as the policy maker and oversight body of the programs and funds granted to the workforce area in order to implement a workforce system, under the Workforce Investment Act (WIA) Title I and related discretionary grants.

b. To transmit decisions related to expenditures for the workforce system to the Kane County Finance Department for disbursement of funds in accordance with those decisions.

c. To cause a budget to be developed and to review and approve the workforce budget for the local workforce area and for the RVWIB.

d. To provide guidance in the development of and approve the Title I Workforce Investment Plan including the

development of a regional plan if required by the governor and/or agreed the Chief Local Elected Officials (CLEOs).

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e. To provide oversight and guidance over the performance of a local needs analysis for employers, employed workers, job seekers and youth on a regular basis or as determined necessary by the RVWIB.

f. Together with the (CLEOs) or in event the responsibility has been designated to the RVWIB, to designate/terminate the one-stop operator(s) in accordance with the options under the WIA and determine the one stop operator’s responsibilities with respect to the delivery of workforce services.

g. Identify and approve eligible training providers/programs following state guidelines and set additional local standards as deemed appropriate for the Local Workforce Investment Area (LWIA).

h. Negotiate a memorandum of understanding (MOU) with each one-stop operator and other partners.

i. Conduct oversight, in partnership with the CLEOs, with respect to local programs of youth activities, local employment and training activities and the one-stop delivery system in the local area.

j. Negotiate and reach agreement on local performance measures with the CLEOs and the Governor.

k. Review and act upon recommendations from the Board’s committees.

l. Perform other necessary and proper duties to conduct the business of the RVWIB and/or as agreed to by the Board and the CLEOs or as required by the Act or State/Federal regulations.

ARTICLE IV

Board Appointments Section 1. Appointments The county board chairs, the CLEOs of the three counties, shall appoint the board members as stipulated in the Interlocal Agreement between Kane, DeKalb and Kendall Counties.

a. Board representation will comply with the dictates of WIA, the Department of Commerce and Economic Opportunity (DCEO) and the Interlocal Agreement between Kane, DeKalb and Kendall Counties.

b. The apportionment of seats shall be population based. Based upon the 2010 census, the current composition shall be 70% Kane, 15% Kendall and 15% DeKalb. The composition of the RVWIB shall comply with the guidelines of Workforce Investment Act and DCEO Policy Letter Number 06-PL-27.

Section 2. RWIB Members The WIB shall be composed of the following members:

a. The private sector shall constitute the majority of the membership of the RVWIB.

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b. A minimum of two representatives each from public, post-secondary and vocational education, labor, economic

development and not-for-profit organizations.

c. A member from each one-stop mandatory partner program, as defined by the WIA, except where one member can represent two funding streams.

d. The CLEOs, pursuant to the Interlocal agreement may appoint members on their own recommendation so long as

the private sector majority membership is maintained and there is a consensus of the three members.

e. The RVWIB may make recommendations to the CLEOs for their consideration.

ARTICLE V NOMINATIONS

Section 1. All Nominations to the private sector seats on the RVWIB shall be made by business, professional and trade organizations. Section 2. Compliance with WIA and State Requirements All nominations shall be made in accordance with the WIA and state policy. Section 3. Membership Categories Membership categories may change from time to time and shall be filled in accordance with the governing law at the time of nomination, selection and appointment. Section 4. Filling Vacancies If a member ceases to represent the category for which they were appointed, vacates their seat or resigns prior to the expiration date of his/her term in office, nominations for filling the vacancy shall be made in the same manner as the original appointment. Section 5. Unexpired Terms Upon appointment, the member shall serve the unexpired term of the member whose vacancy he/she is filling. Section 6. Serving After Expired Terms Once a member is appointed, even if their term of office is expired, the member shall continue to serve as a board member until they resign, they are reappointed or a new member is selected to serve in their stead.

ARTICLE VI

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TERM OF OFFICE Section 1. Member Terms Absent action by the appointing elected official or the resignation of a member, appointed members shall serve a two-year term which shall end on September 30. All new appointments shall take effect on October 1.

a. Members shall be appointed for fixed and staggered terms.

b. Each chief elected official may renew appointments at their discretion.

c. Appointment of an individual as a member of the LWIB must be made using the Appointment/ Reappointment Form (DCEO/LWIB Form #002) or replacement documentation.

Section 2. Recommendation of Executive Committee for Removal Should an RVWIB member cease to represent the category for which they were appointed to fill, become disabled, ill or unable to perform their duties on the RVWIB, they shall be removed upon recommendation of the Executive Committee to the elected official who appointed them. Section 3. Member Absences Three consecutive absences from regularly scheduled meetings of the RVWIB without written approval from the RVWIB chairperson shall constitute a de facto resignation of the RVWIB member.

ARTICLE VII OFFICERS

Section 1. Officers The officers shall consist of the RVWIB Chairperson, Vice Chairperson, Secretary and Treasurer. Section 2. Nominations

a. The Chairperson and Vice Chair shall be selected from among the business or private sector members of the board.

b. The RVWIB Chair shall appoint a Nominating Committee, which shall present a slate of officers to the RVWIB.

The committee shall present the slate of officers for consideration at the annual meeting each year. c. The slate of candidates for officers shall be selected from among the board members of the RVWIB. d. The slate of officers shall be elected at the September meeting by a simple majority vote once a quorum of the

board has been seated. The officers shall take office October 1.

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e. Following the election of a new RVWIB Chair, the RVWIB director shall be responsible for reporting the

change to the DCEO within 10 business days. f. The term of office for the Chairperson, Vice Chairperson, Secretary and Treasurer of the RVWIB shall be one

(1) year. If an officer resigns his/her position on the RVWIB, a replacement shall be elected by a quorum of the board to serve the unexpired term of office.

Section 3. Duties of the Chair The Chair shall:

a. Assist in setting the agenda and preside over board meetings;

b. Assist in setting the agenda and preside over Executive Committee meetings;

c. Appoint all standing and ad hoc committee chairs;

d. Perform such other duties as appropriate to the office of the Chair.

Section 4. Duties of the Vice Chair The Vice Chair shall:

a. In the absence of the Chair, perform all the duties of the Chair;

b. Serve as a member of the Executive Committee; c. Perform other duties as assigned by the Chairperson of the RVWIB.

Section 5. Duties of the Secretary The Secretary shall

a. Serve as official secretary as it relates to not-for-profit status; b. Serve as Parliamentarian at RVWIB meetings;

c. Serve as a member of the Executive Committee;

d. Perform other duties as assigned by the Chairperson of the RVWIB;

e. In the absence of the Chair, and Vice Chair perform all the duties of the Chair.

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Section 6. Duties of the Treasurer The Treasurer shall:

a. Serve as the Chair of the Audit/Finance Committee;

b. Make recommendations as it relates to the finances of the RVWIB and its sub recipients;

c. Serve as a member of the Executive Committee;

d. Perform other duties as assigned by the Chairperson of the RVWIB.

ARTICLE VIII

BOARD COMMITTEES

Section 1. Standing Committees The Standing Committees of the RVWIB shall be the Executive Committee, the Audit/Finance Committee, Program and Policy Oversight, Economic Development and Youth Council. Section 2. Ad Hoc Committees The chair or executive director shall appoint Ad Hoc committees as may be needed to address board business. Section 3. The Executive Committee

a. The Executive Committee shall consist of the officers of the RVWIB, the immediate past chair and standing committee chairs.

b. The Executive Committee shall:

i. Be responsible for long-range development planning for the workforce system.

ii. Shall include at least one member from each county as long as someone is willing and able to serve as an

officer or committee chair

iii. Make recommendations to the RVWIB on matters requiring board approval.

iv. Be responsible for evaluating the Executive Director and recommending a salary based upon that evaluation to the full Board

v. Oversee the budget of the River Valley Workforce Area. vi. Recommended changes to the RVWIB bylaws as needed.

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Section 4. The Youth Council

a. The Youth Council shall be appointed by the RVWIB Chair in accordance with the membership requirements

described in the WIA.

b. The Youth Council shall:

i. Oversee the portions of the local plan relating to eligible youth.

ii. Subject to approval of the RVWIB, recommend eligible providers of youth activities.

ARTICLE IX MEETING PROCEDURES, VOTING RIGHTS

Section 1. Open Meetings Act

a. The RVWIB is subject to the “Illinois Open Meetings Act” and will notice and conduct meetings in accordance with the Act. The public shall be informed of meetings through notice, which shall state the purpose of the meeting, the time and the place.

b. Special meeting notices shall state the purpose of the meeting and whether it has been called by the Chairperson or by petition.

c. Committee meetings shall be noticed and conducted in the same manner and with the same formality as regular RVWIB meetings.

d. Prior to holding a closed meeting, the RVWIB shall assure compliance with the law. Section 2. Minutes Minutes shall be kept of all meetings and shall be available in the RVWIB Executive Office for anyone who requests to see them. They shall be reviewed and approved at the following board or committee meeting as appropriate. Section 3. Committee Meetings RVWIB committees shall meet at the call of the RVWIB Chairperson or the Committee Chairperson. Section 4. Parliamentary Procedure The RVWIB shall conduct their meetings according to Robert’s Rules of Order, Revised. Section 5. RVWIB Meetings

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a. Regular meetings of the RVWIB shall be held at a place to be determined by the members at such times and as often as they may deem necessary, but at a minimum the RVWIB shall meet six times a year. In those years where there is a strategic planning meeting, that meeting shall count as one of the six meetings.

b. The executive director shall send written/electronic notice of each meeting to the RVWIB members at least 48 hours prior to the meeting. Transmittal of the board agenda shall constitute written notice.

c. A schedule of meetings shall be established at the annual meeting. Section 7. Meeting Cancellations The executive director may cancel a meeting after conferring with the RVWIB Chair. Section 8. Special Meetings Special meetings of members may be called at any time by the Chairperson or by a petition signed by not less than twenty-five percent (25%) of the membership of the RVWIB, setting forth the reason for calling such a meeting. Section 9. Quorum

a. In order to vote on any matter coming before the RVWIB, a quorum must be present. A quorum shall consist of at least fifty percent (50%) of the membership.

b. When determining whether a quorum has been established, members who may have a conflict with an item on the agenda shall still be counted toward the establishment of a quorum.

c. Once a quorum has been established, it shall remain in effect throughout the entire meeting.

d. If quorum is not established at a meeting, the Board members present may conduct the meeting as if a quorum were present, except that the actions taken by the Board shall not take effect unless ratified by a majority of those voting at the next meeting at which quorum is established.

Section 10. Votes

a. Each member shall have one (1) vote. Members must be present at meetings to cast a vote or may vote by proxy.

b. Once a physical quorum has been established, members may participate through telecommunications and shall cast votes by signaling aye or nay or abstaining from the vote such that their vote can be heard.

ARTICLE X

SIGNATORY

The RVWIB through its bylaws hereby certifies and authorizes the Executive Director to sign all official records for the RVWIB and to act as the custodian of official records for the RVWIB. In the event that the Executive Director is traveling

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outside of the Workforce Area, the deputy director or the RVWIB Chair shall have the authority and power to sign all official records of the RVWIB during their absence.

ARTICLE XI

CONFLICT OF INTEREST

Section 1. Disclosure

a. When a matter coming before the RVWIB or one of its committees or subcommittees presents a real or apparent conflict of interest to a member, said member shall disclose the conflict of interest and shall abstain from discussion and from voting on the matter. A conflict of interest is any matter, which has a direct bearing on services to be provided by that member or any organization, which such member represents, or any matter which would financially benefit such member, a member of their immediate family or an organization such member represents.

b. Members shall declare their conflict regardless of whether the officiating officer calls for abstentions prior to calling for a vote.

Section 2. Recording Conflicts All conflicts and abstentions must be recorded in the minutes of the Board, committee or subcommittee meeting.

ARTICLE XII The Executive Director

a. The RVWIB full board shall be responsible for hiring and firing the RVWIB Executive Director. The

recommendation for either shall come from the Executive Committee.

b. The Executive Director shall be responsible for the hiring and termination of the staff, including but not limited to the Grant Administrator and Finance Director/staff as well as all staff found necessary to carry out the oversight responsibilities and implementation of the WIA and related workforce grants.

c. The Executive Director shall be responsible for approving the Human Resources policies and procedures that

shall apply to the RVWIB staff.

d. The Executive Director shall have the ability to enter into contracts up to $30,000 without board approval if the budget the board passed permits such expenditure.

ARTICLE XIII

AMENDMENTS TO THE BYLAWS These bylaws may be amended or replaced by an affirmative vote of two-thirds of a present quorum, after notice, which shall specify or summarize the changes proposed to be made. Such notice shall be made no less than five (5) days prior to the meeting at which such amendment or repeal is acted upon.

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ARTICLE XIV CONFLICT WITH THE BYLAWS

Section 1. Impact of By Laws Nothing in these bylaws shall be construed to take precedence over federal, state or local laws or regulations, or to constrain the rights or obligations of the units of government party to the Interlocal agreement. Section 2. Severability If any provision of these bylaws is held invalid by any court of competent jurisdiction, this shall not affect any other provision of these bylaws which can be given effect without the invalid provision or application. To achieve this purpose, the provisions of these bylaws are declared to be severable.

ARTICLE XV INDEMNIFICATION

Section 1. The RVWIB shall indemnify any Board member, staff person, officer, or former Board member, staff person, or officer for expenses actually and reasonably incurred by him/her in connection with the defense of any action, suit or proceeding, civil or criminal, in which he/she is made a party by reason of being or having been a Board member, staff person, or officer, except in relation to matters in which he was adjudged, in the action, suit or proceeding, to be liable for negligence or misconduct in the performance of his/her Council duties. Section 2. Members identified by the Interlocal Agreement shall indemnify its members, staff persons, officers, or former members, staff persons, or officers for expenses actually and reasonably incurred by him/her in connection with the defense of any action, suit or proceeding, civil or criminal, in which he/she is made a party by reason of being or having been a member of the Inter-Local Agreement, staff person, or officer, except in relation to matters in which he was adjudged, in the action, suit or proceeding, to be liable for negligence or misconduct in the performance of his/her Council duties. Section 3. The right to indemnification under this Article is only available to the extent that the power to indemnify is lawful and to the extent that the person to be indemnified is lawful and to the extent that the person to be indemnified is not insured or otherwise indemnified. Section 4.

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The RVWIB and Interlocal Agreement Partners shall have the power to purchase and maintain insurance sufficient to meet this Article's indemnification requirements.

ARTICLE XVI RATIFICATION OF THE BYLAWS

These Bylaws will be effective on November 9, 2011 upon adoption by a recorded vote of two-thirds (2/3) of those present at a meeting of the RVWIB as a whole called for such purpose.

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Workforce Investment Board Executive Committee


B. Action Item: Authorize the solicitation of a consultant/contractor to develop

the WIOA Local Strategic Plan through the release of a Request for Proposals.

Background: The Workforce Innovation and Opportunity Act (WIOA) requires the local board, along with the Chief Elected Official, to develop and submit and four-year workforce plan to the Governor that facilitates a comprehensive, streamlined and effective local workforce system. At its regular meeting on February 11, 2015, the Board voted to approve a $97,000 budget modification for planning and implementation activities related to WIOA transition. This included developing a scope of service and hiring a consultant to assist with WIOA planning. During the discussion of the action item, Board members reached a consensus that the consultant process could move forward if the Executive Committee were afforded an opportunity to review and provide input regarding the scope of service and hiring selection. Staff presented the project scope and outline below for procuring a consultant at the October 13th

meeting of the WIOA Transition Committee. The committee has forwarded the scope as written with a recommendation for approval to the Executive Committee: Project Scope/Deliverables:

1. Develop the planning strategy. a. Three to four month engagement - March 2016 through June 30, 2016. b. Provide an outline of the approach for completing the plan, including a timeline for key

deliverables resulting from each activity. c. Develop a data-driven planning framework that incorporates evaluation of past

performance, analysis of local and regional data, explores best practices and integrates public input.

2. Facilitate public engagement. a. Attain stakeholder, community and business input as part of the plan development through

in-person interviews, surveys, focus groups, and electronic resources. b. Present at Board and/or Committee meetings and provide technical support through phone

conferences and email correspondence.

3. Generate a plan document that encompasses the following: a. Analysis of local economic conditions - labor market data, assessment of employer and

workforce needs/challenges, and evaluation of education and skill needs. b. County-specific and regional data - Kane, Kendall and DeKalb individual and aggregate data

that can be disseminated as a separate report. c. Identification of in-demand industries and occupations - propose industry-relevant and job-

driven workforce strategies that respond to the economic needs of the local area. d. Best practices and promising strategies - develop implementation plans that will provide the

skilled workforce needed by employers and expanding employment and career advancement opportunities for program participants.

e. Framework for career pathways - explore career pathway options designed to set clients on a promising career track.

f. Method for evaluation and reassessment of goals and outcomes over the four-year course of the Plan.

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Proposed Activity Schedule: RFP Development Scope Discussion with WIOA Transition Committee (completed) .................................... October 13, 2015 Executive Committee Meeting to Consider/Approve Scope ............................................ October 29, 2015 RFP Released .................................................................................................................. November 9, 2015 Proposal Review RFP Proposals Due .......................................................................................................... December 7, 2015 Staff Releases Proposals to WIOA Transition Committee ......................................... Mid-December, 2015 WIOA Transition Committee Meeting to Recommend Proposal Selection .................... Early January, 2016 Executive Committee Meeting to Consider/Approve Recommendation ......................... January 28, 2016 Kane County Board Approves Contract ................................................................................. March 8, 2016 Planning Process Consultant Implements Planning Process ................................................................................... Spring 2016 WIOA Transition Committee Input/Feedback ............................................................................ Spring 2016 PY 2016 Plan Reviewed by Full Board ....................................................................................... June 8, 2016 PY 2016 Plan Submitted to DCEO ......................................................................................... Mid-June, 2016 Proposals would be evaluated based on the following criteria: 1. Prior experience and expertise working with local workforce boards in performing similar strategic

planning work and knowledge in WIA/WIOA. 2. Effectiveness of the project design along with overall approach and reasonableness of timeline for

accomplishing the plan and supporting project tasks. 3. Qualifications/experience with labor market and economic data analysis and individuals designated

to undertake the work. 4. Reasonableness of proposed costs and/or cost structure. 5. Quality of sample work provided from similar projects. Proposed Action: Kane County would issue the RFP through its Purchasing Department in November 2015, and the RFP would describe the desired services, guidelines for proposals, and the contractor selection process. Prospective vendors would be asked to develop a planning strategy, outline a process for public engagement, and generate a plan document that incorporates those items listed in the Scope. Staff would then route the proposals received to the WIOA Transition Committee for review. A joint meeting of the WIOA Transition Committee and Executive Committee on January 6, 2016 is proposed in order to make a hiring selection and accelerate the contracting process with the County. Staff Recommendation: Authorize the release of the above-described RFP.

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Workforce Development Board

Executive Committee ACTION ITEM DETAIL

Other Business

A. Action Item: Authorize the disbursal of remaining River Valley Workforce Development Board (RVWIB) 501(c)3 checking account funds (minus dissolution expenses) equally divided among the foundations of Elgin Community College, Kishwaukee College and Waubonsee Community College for scholarships supporting workforce related training.

Background: The River Valley Workforce Development Board (RVWIB) 501(c)3 voted on August 13, 2014 to dissolve; however, resources totaling $1,682.50 remain available in a RVWIB checking account at Old Second Bank. To conclude the dissolution process, closure of the checking account must occur after the distribution of available resources yields a zero account balance. Proposed Action: Given that the RVWIB serviced the three-county workforce area, staff proposes distributing the remaining checking account resources to an organization(s) that provides scholarships for workforce related training in each county. Finding no single organization that services the entire three-county area, staff recommends that the three local community colleges be provided an equitable portion of the resources as each college has an established foundation that accepts donations to provide student scholarships. As the account signatories, Paul Borek and Rich Healy would complete the following actions:

1) Return the RVWIB checking account to active status by signing correspondence to Old Second Bank which will allow access to the account;

2) Sign checks, prepared by staff, for any remaining expenses that may be incurred with the dissolution of the 501(c)3;

3) Sign checks, prepared by staff, in equal amounts to the foundations of Elgin Community College, Kishwaukee College and Waubonsee Community Colleges for workforce-related training; and

4) Close the RVWIB checking account at the Old Second Bank by signing required forms and/or documentation.

5) File additional items/forms necessary with state and federal agencies. Staff Recommendation: Authorize the proposed action as described.

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COUNTY OF KANE

OFFICE OF COMMUNITY REINVESTMENT Workforce Development Division

Scott Berger, Director Renee Renken, Assistant Director for Workforce Development

Illinois workNet Center 1 Smoketree Business Park, Suite A

North Aurora IL 60542 Fax: 630-966-1172

www.countyofkane.org

September 24, 2015 Charles Dooley Office of Employment and Training Illinois Department of Commerce and Economic Opportunity 100 West Randolph Street, Suite 3-400 Chicago, Illinois 60601 Re: Grant Nos.: 12-654005, 12-661005, 12-681005, 13-661005, 13-681005, 14-681005 Dear Mr. Dooley, This letter serves as the formal response for LWDA 5 to the findings identified in your August 24, 2015 summary letter outlining the results of the fiscal and programmatic monitoring of the period of June 1, 2014 through May 31, 2015 by DCEO staff – Bob Kern, Tony Lesniak, Stephanie Webb-Powell, Don Wier and you. Our responses to the findings are addressed below after the labeled component and element as they appeared in your letter. Fiscal Monitoring Results: Element: A – Reporting Requirements Finding #1: The obligations reported on GRS (Grantee Reporting System) do not agree to records maintained by the grantee. Discrepancies between what is reported to the state and records maintained by the grantee could affect the ability of both the grantee and the state to adequately manage the program and accurately record obligations. The state may be subject to reallocation and significant audit questions as a result of such discrepancies. This is a violation of 29 CFR Part 97.20(b)(2). Specifically, individual training accounts (ITAs) are counted as obligations even if they are not supported by enrollment agreements. According to U.S. Department of Labor Training and Employment Guidance Letter No. 28-10, “Projected training costs do not meet the definitions of obligations found in 29 CFR 97.3 as they do not meet the requirement of being definite and certain, nor do they constitute a legal liability until the participant is registered in a specific course.” Corrective Action #1: The obligations reported on GRS must agree to records maintained by the grantee. As stated in TEGL No. 28-10, while grantees need to be aware of future training costs and should have a system for managing these costs, the inclusion of projected training costs as obligations would violate federal grantee accounting standards. The grantee needs to update its ITA tracking system so that only the ITAs for which the customer is enrolled in training (and which aren’t included in accrued expenditures) would be reported as obligations.

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LWDA 5 Monitoring Response September 24, 2015 Page 2

LWIA 5 Response: Effective July 1, 2015, Kane County has implemented a compliant tracking system that accurately captures ITA amounts for which customers are enrolled in training. These amounts (rather than full ITA amounts) will be reported as obligations. The county regrets confusion over this issue, which we believe stemmed from DCEO Policy 10-PL-58. The policy (which we understand remains in effect) seems to authorize local areas to obligate the full ITA amount regardless of enrollment status. We certainly understand, however, that the federal regulations and guidance cited in this finding supersede the state policy, and we will no longer include future training costs in any obligations reported in GRS. Programmatic Monitoring Results: Element E: Training Services – Youth, Adult, Dislocated Worker, Trade Finding #1: For Trade customer Beatris Beard (xxx-xx-9204), the three signature dates on the Training Enrollment Form #006 were more than 30 days before the start of training, which was 6/15/2015.

Corrective Action #1: The career planner must sign the Training and Enrollment Form #006 within 30 days before the start of training. The grantee must provide assurance to the Department that corrective measures have been taken. LWIA 5 Response: To ensure timely completion of Form #006, the Trade career planner will finalize Form #006 in conjunction with the Training Affidavit form as both must be signed/completed within 30 days before the start of training. This will ensure the last signature obtained on Form #006 is not outside of the 30 day boundary. Finding #2: For Youth customers Ian Dwinnells (xxx-xx-3638) and Andrew Schalk (xxx-xx-1375), either the testing information was entered incorrectly in the Illinois Workforce Development System (IWDS) or the hard copy testing documents in the customer file were insufficient. Specifically, the testing dates were not indicated on the hard copy tests in the customer file for Andrew Schalk, and the math test score for Ian Dwinnells did not match the test score entered in IWDS.

Corrective Action #2: When tests are administered to the customer, correct testing information, including the testing date, must appear both in the Tests section of IWDS and on the hard copy testing documents in the customer file. The grantee must provide assurance to the Department that corrective measures have been taken. LWIA 5 Response: The test score recorded for Ian Dwinnells was a data entry error and his correct score of 2.2 (instead of 2.0) has been noted in the case notes section of IWDS. For Andrew Schalk, the missing test date is reflected on paper test copy that matches the IWDS record. Kane County has communicated to each sub-recipient, that program managers are to

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LWDA 5 Monitoring Response September 24, 2015 Page 3

verify testing dates and each test entry that appears in IWDS prior to completing the electronic certification. Additionally, Kane County has facilitated technical assistance training sessions in July 2016 for its sub-recipients where the application and certification protocol, including test scoring and record keeping practices was discussed. Programmatic Management Recommendations: Management Recommendation #1: For Trade customers Beatris Beard, Debra Byrd, Brenda Odom and Adrian Polanco, the Individual Employment Plan Form #014 indicated that the customer was offered fewer than eight case management services (the first two services listed on the form are not counted). Eight case management services must be offered and provided (if applicable) to the customer as indicated on the IEP. LWIA 5 Response: Kane County has reviewed its approach to delivering case management services to Trade participants and will ensure that all case management services are offered and/or delivered even when the particular service need is not applicable or assessed as needed based on an individualized assessment. Thank you, in advance, for your consideration of our responses. Please do not hesitate to contact us if you have any questions or require additional information. Sincerely, Scott Berger, Director Office of Community Reivestment cc: Katie Bata Bob Kern

Chris Lauzen Tony Lesniak

Renee Renken Stephanie Webb-Powell Don Wier

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