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Informal Meeting Minutes Monday, March 23, 2015 Board Members 10:00 AM Steve Chucri, Chairman, District 2 Clint Hickman, Vice Chairman, District 4 BOARD OF SUPERVISORS Denny Barney, District 1 Maricopa County, Arizona Andrew Kunasek, District 3 (and the Boards of Directors of the Flood Control District, Steve Gallardo, District 5 Library District, Stadium District, Improvement Districts, and/or Board of Deposit) County Manager Tom Manos "The mission of Maricopa County is to Clerk of the Board provide regional leadership and fiscally Fran McCarroll responsible, necessary public services to its residents so they can enjoy living in healthy and safe communities.” Meeting Location Supervisors' Conference Room 301 W. Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Arizona convened in Informal Session at 10:00 a.m., on Monday, March 23, 2015, in the Supervisors’ Conference Room, 301 W. Jefferson, Phoenix, AZ 85003, with the following members present: Steve Chucri, Chairman, District 2; Denny Barney, District 1; Andrew Kunasek, District 3; Steve Gallardo, District 5. Absent: Clint Hickman, Vice Chairman, District 4. Also present: Fran McCarroll, Clerk of the Board; Tom Manos, County Manager and Michelle Wood, Legal Counsel. Minutes compiled by Lori Medaris, Minutes Coordinator. Votes of the Members will be recorded as follows: aye-nay-absent-abstain. PRESENTATION Superintendent of Schools-Education Service Agency 1. PRESENTATION REGARDING MARICOPA COUNTY REGIONAL SCHOOL DISTRICT #509 The presentation will provide the Board of Supervisors information on the governance of the school district, enrollment projections, budgets, and educational programs of the Maricopa County Regional School District. Pursuant to A.R.S. §15-308, Providing Educational Services of an Accommodation School, the county school superintendent will provide a report to the county board of supervisors on the county school superintendent’s plans for the provision of accommodation school services for the next school year and the projected number of students at each accommodation school in the district. (C-37-15-009-P-00) Dr. Don Covey, Superintendent Was unable to attend Kristine Morris, Chief Deputy Superintendent Ernest Rose, Maricopa County Regional School District Superintendent Kristine Morris, Chief Deputy Superintendent, introduced Ernest Rose, Maricopa County Regional School District Superintendent to present the annual report. Mr. Rose explained that the district has begun to work with a public relations team in order to inform people that the district: Informal Meeting Minutes Monday, March 23, 2015 Page 2 of 7 Serves as a “safety net” for disengaged youth Meets students where they are at Provides the structure for goal attainment Inspires and enables youth to possess a firm belief in their potential He commented that the district and its stakeholders annually update a five-year strategic plan based on sound tenets. Mr. Rose noted that enrollment statistics have been declining for the past five years. In response to questions about the decline and other statistics, he explained that programs such as the Juvenile Detention Alternatives Initiative (JDAI) and the Transforming Juveniles Through Successful Transitions (TJST) have assisted with the decline in district enrollment. There is an average of approximately 200 students enrolled daily in the two juvenile retention facilities with a total enrollment of 1,160 for the 2014-2015 school year. Mr. Rose noted there are three education tracks used by the district which are: GED Credit Recovery Skills Enhancement Each youth is assessed when they arrive and placed in one of the three education tracks based on the assessment. He explained that the GED track has recently changed to a new GED assessment. This assessment helps to ensure that those taking the GED will pass on the first attempt. There has been an increase of 140% in the number of semester credits earned due in part to the efforts being made to make sure young people are in class every day and that progress is being made in their course of study. Mr. Rose reported that students set goals and work an hour each day planning what steps will be needed to meet the goals. Mr. Rose noted that the district’s expenditures remain below revenues using good fiscal practices. He confirmed that revenue is based on the average daily attendance. Supervisor Gallardo asked if the number of returning students could be determined and Mr. Rose responded he would provide those statistics, but the number would be based on students coming back to the school and not to detention. Mr. Rose noted the balances in each of the accounts for the district and mentioned the valued partners the school works with who help with the young people’s success after their release. Chairman Chucri thanked Mr. Rose and Ms. Morris for the presentation and the positive information that was provided. Supervisor Gallardo expressed his wish to be more involved with youth and their issues and said more needs to be looked into to prevent the youth from returning to detention. Ms. Morris noted that this problem was acknowledged years ago and Mr. Rose instituted a pilot program to transition youth out of secure care. At the time, the project was too large for a single agency to successfully implement and the result was Maricopa County Education Service Agency (MCESA) approached the Board and other agencies for funding and assistance to implement the aforementioned TJST program. Information from this program will be forthcoming to see if students are successfully transitioning from secure care. Supervisor Barney asked about the balances and asked if those funds could be used to help fund TJST. Mr. Rose responded that the funds in the 610 account were for future teacher incentives that are currently being funded by a grant. He reported there are currently approximately 30 teachers in the district but that adjustments were going to be made going into the next school year based on enrollment at that time. Informal Meeting Minutes Monday, March 23, 2015 Page 3 of 7 PRESENTATION AND ACTION Human Services 2. HEAD START/EARLY HEAD START PROGRAM PRESENTATION AND APPLICATION AND ACCEPTANCE OF FY2016 BASE GRANT FUNDING Presentation regarding the Maricopa County FY2015 Head Start/Early Head Start program activities and information on anticipated activities for FY2016. At the conclusion of the presentation request approval to submit Head Start/Early Head Start grant application for FY2016 base funds. The grant application shall be submitted to the U.S. Department of Health and Human (DHHS) / Administration for Children and Families (ACF), Office of Head Start (OHS), Grant No. 09CH7096, in the amount up to $22,708,901 for the purpose of promoting school readiness for 2,530 children in the Maricopa County Head Start Zero – Five program. The grant award will begin on July 1, 2015 and ends on June 30, 2016. Also request authorization for the Chairman to sign all documents related to the grant funds and approve the submission of any subsequent applications for additional supplemental funding, if appropriate. The Human Services Department has requested from the U.S. Department of Health and Human Services an Indirect cost rate of 20.2% of salaries and employee related expenses for FY2016. The total anticipated grant funds are $22,708,901 of which $10,133,895 is for salaries and employee related expenses. The total estimated indirect costs are $2,047,047 and are fully recoverable. This grant funding and any matching funds do not impact any Maricopa County General Funds. Grant revenues are not local revenues for the purpose of the constitutional expenditure limitation, and therefore expenditure of the revenues is not prohibited by the budget law. The approval of this funding does not alter the budget constraining expenditures of local revenues duly adopted by the Board pursuant to A.R.S. §42-17105. The overall grant budget will be adjusted as necessary to accommodate this funding through a future reconciliation. Bruce Liggett, Human Services Director Alecia Jackson, Head Start Director The Office of Head Start requires the Maricopa County Board of Supervisors Chairman to sign all grant applications, applications for additional funds, and any amendments to grant applications. Amendments are required if the program needs to transfer funds between budget line items in an aggregate amount of $250,000 or more. Federal funds awarded require 25% non-federal share match (totaling $5,677,225), which is provided through in-kind donations of goods and services. Head Start/Early Head Start services in Western Maricopa County are provided by Catholic Charities, a delegate/sub-recipient agency. Maricopa County will contract with this delegate agency for a contract amount to be up to $9,347,485 of the total Head Start/Early Head Start grant funds. (C-22-15-050-P-00) Bruce Liggett, Human Services Director, noted that the Head Start Program is in its 49th year operating in Maricopa County and the purpose of this presentation is to provide program highlights, review governance roles and responsibilities, and to obtain the Board’s approval of the updates and changes for continued funding. Informal Meeting Minutes Monday, March 23, 2015 Page 4 of 7 In an overview of the program, Mr. Liggett explained the following: Application is for the 2015-2016 annual re-funding Applying for $22.7 million to serve 2,530 children Additional 25% of the award is required to be met through in-kind match The delegate agency is Catholic Charities Intent to apply for a five-year project grant in the fall of 2015 Update on the Early Head Start-Child Care Partnership Grant Mr. Liggett reviewed the responsibilities of the Board and introduced Alecia Jackson, Head Start Director, to provide information on the program. Ms. Jackson explained the program served 2,847 children during 2013-2014 and that 438 of the children were served from birth to three years and 2,409 were three to four years old. She noted risk factors involving these children with the majority of them living in poverty. Ms. Jackson commented on program enrollment by Supervisorial District and explained that the enrollment figures for District 3 were low because the Head Start Program in District 3 is run by the City of Phoenix and Southwest Human Development and not the County. Ms. Jackson gave a review of the community assessment data for 2014-2015. This data enables the program to make decisions about where to serve, who to serve and how to serve. She provided the following information concerning children with the greatest risk in proposed prioritizing selection for 2015-2016: Categorically eligible under 130% of federal poverty level, homeless, foster care, and/or receiving public assistance Continuing in Head Start or Early Head Start Parent is incarcerated or recently incarcerated Child with disability Teenaged parent(s) Parent is active military or disabled veteran Family has a history of child abuse or neglect Exposed to domestic violence Ms. Jackson explained the program’s annual self-assessment where all levels of staff, parents and community members participate to ensure program compliance to performance standards. The following areas of improvement were identified and plans were created to address these needs: Employee engagement Safe environments Developmental screenings Record keeping and reporting Recruitment and enrollment Family services follow-up Ms. Jackson referenced the following three-year program goals approved by the Board of Supervisors last year and reported how the goals are progressing: Objective 1: Children are ready for school Objective 2: Parents are engaged in their child’s learning Objective 3: Community collaborations are strengthened Objective 4: Staff are supported in their work Ms. Jackson explained that the program is given funds for two specific purposes – one for the operation of the program and one dedicated to staff and parent training. This year there is a training and activities plan being submitted with the application for $266,000. Ms. Jackson Informal Meeting Minutes Monday, March 23, 2015 Page 5 of 7 responded to questions from the Board indicating there are over 1,000 children on a waiting list and other factors concerning the program. She provided school readiness results that are obtained from three assessments of the children per year indicating the children are making progress. Supervisor Barney asked for clarification if the $22,708,901 was for both Head Start and Early Head Start and Ms. Jackson confirmed that is was for both. Ms. Jackson noted the program impact in saving school districts in special education costs as being the following: Provided early care and education to 328 children with developmental delays or disabilities 86 of these children were served in inclusive setting and received special education services while in their Head Start Classroom At the end of the year, 41 of those children were determined as no longer needing (decertified) special education services in Kindergarten This saved the school districts over $330,000 in Special Education costs. Supervisor Gallardo stated he wanted to emphasize the importance of this program. Motion to approve applying for and accepting funds in the amount of $22,708,901 from the Office of Head Start and approval of the program plans for 2015-2016 by Supervisor Barney, seconded by Supervisor Gallardo Ayes: Chucri, Barney, Kunasek, Gallardo Absent: Hickman Transportation 3. RECOMMENDATIONS FROM THE AD HOC TASK FORCE FOR THE MARICOPA COUNTY DEPARTMENT OF TRANSPORTATION ON PROCESS IMPROVEMENTS Presentation of the final report and recommendations of the Maricopa County Department of Transportation Ad Hoc Task Force on Process Improvements. At the conclusion of the presentation, accept the final report and recommendations of the Task Force. Jennifer Toth, P.E., Director of Transportation/County Engineer Amanda McGennis, Permitting & Standards Subcommittee Chairwoman Garry Hays, Communication & Coordination Subcommittee Chairman (C-64-15-086-P-00) Jennifer Toth, Director of Transportation/County Engineer, began by acknowledging Amanda McGennis, Chairwoman, Permitting and Standards Subcommittee, and Garry Hays, Chairman, Communication and Coordination Subcommittee. Ms. Toth noted that 70% of the recommendations made by this task force have already been implemented. Ms. Toth acknowledged several people in the audience that were instrumental in keeping the process controlled and effective. Ms. McGennis explained that the Permitting and Standards Subcommittee focused on Improving consistency across inspections. Developing a process to amend the County standards for roadways and to include a clear appeals process. Defining the inspection process to improve inspection consistency between all inspectors and construction management inspectors/consultants. Addressing the challenges with ½ street improvements and warranty periods. Informal Meeting Minutes Monday, March 23, 2015 Page 6 of 7 Review when a Traffic Control Plan (TCP) is needed and simplifying the process for small projects like driveways connecting to Right-of-Way (ROW). Improving the quality and consistency of bid packets to ensure complete plans with clear performance and construction expectations defined. Improve the process involved with ROW annexation with adjacent jurisdictions. Simplifying the process for landscape permit requirements to include community mailboxes within subdivisions. Currently multiple permits are required for each. Developing clear guidelines and alternatives for backfill slurry requirements. Involving stakeholders in the review of substantive design, specification and/or manual changes earlier in the process. Ms. McGennis provided a review of the recommendations addressing each of these items and noted if an implementation is in place or the status of implementation on those recommendations not yet in place. Garry Hayes reviewed each of the issues focused on by the Communication and Coordination Subcommittee: To evaluate the plan review process and turnaround time frames. To improve online tools in order to allow customers to track permits online and access jurisdictional information. To improve multijurisdictional coordination on both public and private projects spanning different jurisdictions with different design standards. To enhance the efficiency, timeliness and quality of information shared during the bid process as it relates to technical project questions. To have staff reflect ownership by making more definitive, clear recommendations and decisions. To improve communication and understanding between all parties and follow through from meetings. To review the scope and responsibilities of the Transportation Advisory Board (TAB). To evaluate effectiveness of assurances and to improve the process for accepting and releasing bonds. Mr. Hays explained the recommendations made by this committee and pointed out those recommendations that have been implemented and provided the status of recommendations that have not yet been implemented Motion made to accept the Maricopa County Department of Transportation (MCDOT) Ad Hoc Task Force Final Report and Recommendations in its entirety by Supervisor Barney, seconded by Supervisor Kunasek. Ayes: Chucri, Barney, Kunasek, Gallardo Absent: Hickman 4. EXECUTIVE SESSION Vote to convene in Executive Session to consider items on the Executive Agenda dated March 23, 2015, for Board of Supervisors and relevant Special Districts pursuant to statutory authority listed for each item. Motion to approve by Supervisor Barney, seconded by Supervisor Kunasek Ayes: Chucri, Barney, Kunasek, Gallardo Absent: Hickman Informal Meeting Minutes Monday, March 23, 2015 Page 7 of 7 MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ______________________________ Steve Chucri, Chairman of the Board ATTEST _____________________________ Fran McCarroll, Clerk of the Board