CONSENT CALENDAR 8 Memorandum of Understanding Workforce Investment Board of Tulare County WIOA Phase II

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1 COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT Board of Trustees Meeting August 14, 2017 CONSENT CALENDAR 8 Memorandum of Understanding Workforce Investment Board of Tulare County WIOA Phase II Status: Presented by: Action Jennifer Vega La Serna, Ph.D. Vice President, Academic Services Issue/Background The 2014 Workforce Innovation and Opportunity Act (WIOA) stipulates College of the Sequoias partner with local Employment Connection Systems and support the systems in-kind and fiscally. Analysis As a recipient of Carl D. Perkins Career Technical Education funding, COS is designated a non-co-located partner of the Employment Connection System, known as America s Job Centers of California (AJCC). This partner designation commits the college to support area AJCCs with both in-kind and fiscal support. Fiscal obligations are currently anticipated to be less than $10, annually but are to be determined once the state develops a data tracking system. Recommended Action It is recommended the Board of Trustees approve the Memorandum of Understanding Workforce Investment Board of Tulare County WIOA Phase II as presented.

2 Workforce Investment Board of Tulare County Phase II Memorandum of Understanding - Cost Sharing Employment Connection Centers Visalia and Porterville In order to establish a high quality one stop delivery system and enhance collaboration amongst partner programs, the Workforce Innovation & Opportunity Act (WIOA) requires that the Workforce Investment Board of Tulare County (WIB) develop Memoranda of Understanding with all non-wib America s Job Centers of California SM (AJCC) required partners present in Tulare County (AJCC Partners). The expectation is that this Memorandum of Understanding (Phase II MOU) serves as a functional tool as well as visionary plan for how the WIB and AJCC Partners will work together to create a unified service delivery system that best meets the needs of our shared customers. WIB and the AJCC Partners signing below are each a Partner and a Party and together are the Partners and the Parties to this Phase II MOU. The MOU development process was divided into two distinct phases. The Phase I MOU addressed service coordination and collaboration amongst the Partners and was completed on June 30, This Phase II MOU will address how to sustain the unified system described in the Phase I MOU through the use of resource sharing and joint infrastructure cost funding. 1. DURATION The term of this Phase II MOU shall be September 1, 2017 to June 30, 2020, and shall be binding upon each Party hereto upon execution by such Party, and shall be automatically renewed thereafter on a fiscal year-to-year basis, unless any Party gives notice of non-renewal at least thirty (30) days prior to the end of the then-current fiscal year or withdraws from this Phase II MOU as permitted in paragraph PARTIES A. Parties Participating in this Phase II MOU to Share Infrastructure Costs: 1. State of California Employment Development Department Title III Wagner-Peyser 2. Workforce Investment Board of Tulare County Title I Adult, Dislocated Worker, and Youth 3. State of California Department of Rehabilitation Title IV Vocational Rehabilitation 4. Tulare County Office of Education/ Ticket-to-Work 5. Community Services Employment Training Community Services Block Grant, LIHEAP, Mental Health Supported Employment Program 6. Tulare County Health & Human Services Agency Welfare-to-Work 1

3 B. Parties Participating in this Phase II MOU to Share Other System Applicable Career Services Costs 1. College of the Sequoias 2. Kern Community College Dist./Porterville College 3. Community Services Employment Training 4. CA Employment Development Dept. (Vets, UI, Trade Act, WP) 5. Tulare County Health & Human Services Agency 6. US Department of Labor/Job Corps 7. Proteus, Inc./Migrant Seasonal Farmworker 8. California Department of Rehabilitation 9. Tule River Indian Tribal Council 10. Workforce Investment Board of Tulare County 11. Sequoias Adult Education Consortium 12. Visalia Unified School District/Visalia Adult School 13. Tulare Joint Union High School District/Tulare Adult School 14. Cutler-Orosi Unified School District 15. Porterville Unified School District/Porterville Adult School 16. Tulare County Office of Education Ticket-to-Work 17. Porterville Sheltered Workshop 3. CONSENSUS Through a series of meetings and sharing of information and in the spirit of inclusion, participation and cooperation the Parties have negotiated in good-faith to reach consensus on this Phase II MOU for Cost Sharing. 4. DISPUTE RESOLUTION In the event of any dispute, grievance, or disagreement arising from or relating to this Phase II MOU, the Parties hereto shall use their best efforts to settle the dispute, grievance, or disagreement. To this effect, they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to the affected Parties. If they do not reach such solution within a period of 60 days, then the matter shall be elevated to the WIB for final resolution. 5. MODIFICATION AND ASSIGNMENT All Parties agree to review and modify this Phase II MOU, at minimum, annually in order to ensure it contains updated information regarding infrastructure and other system costs and delivery of services. The WIB will be responsible for reviewing and sharing infrastructure and other system costs on an annual basis with Parties and renegotiate costs if necessary to ensure that all Parties continue to contribute their fair and equitable share. The WIB is responsible for ensuring that all of the AJCC infrastructure costs are paid according to the provisions of their signed Phase II MOUs. The estimated proportionate share of costs for each Party are based on budgeted expectations. Until the actual costs are known, and the usage and benefits are calculated, each Party s true proportionate share of cost will be unknown. Therefore, all Parties contributions, regardless of the type, must be reconciled on a quarterly basis, comparing expenses incurred to relative benefits received. The reconciliation process is necessary in order to ensure that the proportionate share each Partner program is contributing remains consistent with the cost methodology, is up to date, and in compliance with the terms of this Phase II MOU. 2

4 6. WITHDRAWAL FROM MOU TERMINATION Any Party may withdraw from this Phase II MOU by giving written notice of intent to withdraw at least 30 calendar days in advance of the effective withdrawal date and upon completion of any financial and operational commitments. This Phase II MOU shall remain in effect until terminated (a) by mutual agreement of all of the Parties, or (b) by withdrawal of WIB, or (c) by withdrawal of all of the non-wib Parties to this Phase II MOU. 7. COMPREHENSIVE EMPLOYMENT CONNECTION/AMERICA S JOB CENTER OF CALIFORNIA CENTERS AND CO-LOCATED PARTNERS The WIB and AJCC Partners have chosen to develop a separate infrastructure cost budget for each of the two comprehensive AJCCs located in Tulare County. Employment Connection/AJCC W. Noble Ave., Visalia, CA State of California Employment Development Department/Workforce Services Division 2. Workforce Investment Board of Tulare County 3. State of California Department of Rehabilitation 4. Tulare County Office of Education/ Ticket-to-Work (TCOE) 5. Community Services Employment Training (CSET) 6. Tulare County Health & Human Services Agency (TC HHSA), through a contractual agreement with CSET and WIB. Employment Connection/AJCC W. Henderson Ave., Porterville, CA State of California Employment Development Department/Workforce Services Division 2. Workforce Investment Board of Tulare County 3. State of California Department of Rehabilitation 4. Community Services Employment Training (CSET) 5. Tulare County Health & Human Services Agency (TC HHSA) through a contractual agreement with CSET and WIB Definition of Co-located Partners All AJCC Partners who have a physical presence within the center, either full time or part time. 3

5 Rent FY Estimated Infrastructure Budget: Employment Connection/AJCC - Visalia Cost Category/Line Item Line Item Cost Detail Annual Cost Rental of Facilities 4025 W. Noble Ave., Visalia Rent $440, Subtotal: Rental Costs $440, Utilities and Maintenance Electric Southern California Edison $49, Gas Southern California Gas $ 2, Water/ Sewer Connections City of Visalia $12, Custodial Janitorial Service $30, Facility Maintenance/Repair Building Maintenance and Repairs $ High-Speed Internet Internet-Resource Room/Reception/ Computer Lab Internet $ 5, Telephones VOIP - AT&T $ 5, Security Security Guard Contract $31, Subtotal: Utilities and Maintenance Costs $137, Equipment Assistive technology for individuals with disabilities ( Access and Accommodation ) No expenditures in previous year. $0 Copiers Resource Room Copier $2, Subtotal: Equipment Costs $2, SUMMARY OF TOTAL INFRASTRUCTURE COSTS TO BE SHARED BY CO-LOCATED PARTNERS Cost Category Total Cost Subtotal: Rental Costs $440, Subtotal: Utilities and Maintenance Costs $137, Subtotal: Equipment Costs $2, TOTAL INFRASTRUCTURE COSTS FOR THE EC/AJCC- VISALIA $580,

6 INFRASTRUCTURE COST ALLOCATION METHODOLOGY: The co-located Partners agree that the cost methodology to be used to determine the proportionate share of infrastructure costs for each co-located Partner is the proportion of a Partner program s occupancy percentage of the AJCC (square footage). This cost allocation methodology was selected because it adheres to the following: consistent with federal laws authorizing each Partner s program, complies with federal cost principles in the Uniform Guidance, includes only costs that are allowable, reasonable, necessary, and allocable to each program Partner, is based on a measure that mathematically determines the proportionate use and benefit received by each co-located Partner. Visalia Employment Connection/AJCC Co-located Partners Funding Source Shared Infrastructure Costs Methodology Square Footage Occupancy Allocated Initial Share Amount: Cash Employment Development Department/ Workforce Services Title III Wagner-Peyser $580, , Sq. Ft. $144, $ 2,366.53* $ 146, *Costs not included in EDD sublease. Department of Rehabilitation Title IV Vocational Rehabilitation $580, Sq. Ft. $ 6, Workforce Investment Board Tulare County HHSA via contract with CSET Tulare County HHSA via contract with WIB WIOA Title I Adult/DW WIOA Title I Youth $580, , Sq. Ft. 1, Sq. Ft. $286, $ 43, Temporary Aide for Needy Families/ Welfare-to-Work $580, , Sq. Ft. $ 42, Temporary Aide for Needy Families/ Expanded Subsidized Employment $580, Sq. Ft. $ 21, Tulare County Office of Education Ticket-to-Work $580, Sq. Ft. $ 4, Community Services Employment Training SCSEP Mental Health Supported Employment Low Income Home Energy Assist Progm Transitional Youth $580, Sq. Ft Sq. Ft Sq. Ft Sq. Ft. $ 1, $17, $ 3, $ 5,

7 Rent PY Estimated Infrastructure Budget: Employment Connection/AJCC - Porterville Cost Category/Line Item Line Item Cost Detail Annual Cost Rental of Facilities 1063 W. Henderson Ave., Porterville Rent $174, Subtotal: Rental Costs $174, Utilities and Maintenance Electric Southern California Edison $23, Gas Southern California Gas $ Water/ Sewer Connections City of Porterville $ 1, Custodial Janitorial Service $14, Facility Maintenance/Repair Building Maintenance and Repair $ High-Speed Internet* Internet RR/Reception/Computer Lab $13, Telephones* VOIP AT&T $ 2, Security Security Guard Contract $28, Subtotal: Utilities and Maintenance Costs $85, Equipment Assistive technology for individuals with disabilities ( Access and Accommodation )* No expenditures in previous year. $0 Copiers* Resource Room Copier $ 2, Subtotal: Equipment Costs $ 2, SUMMARY OF TOTAL INFRASTRUCTURE COSTS TO BE SHARED BY CO-LOCATED PARTNERS Cost Category Total Cost Subtotal: Rental Costs $174, Subtotal: Utilities and Maintenance Costs $ 85, Subtotal: Equipment Costs $ 2, TOTAL INFRASTRUCTURE COSTS FOR THE EC/AJCC- Porterville $261,

8 INFRASTRUCTURE COST ALLOCATION METHODOLOGY The co-located Partners agree that the cost methodology to be used to determine the proportionate share of infrastructure costs for each co-located Partner is the proportion of a Partner program s occupancy percentage of the AJCC (square footage). This cost allocation methodology was selected because it adheres to the following: consistent with federal laws authorizing each Partner s program, complies with federal cost principles in the Uniform Guidance, includes only costs that are allowable, reasonable, necessary, and allocable to each program Partner, is based on a measure that mathematically determines the proportionate use and benefit received by each co-located Partner. Porterville Employment Connection/AJCC Co-located Partner Funding Source Shared Infrastructure Costs Methodology Square Footage Occupancy Allocated Initial Share Amount: Cash Employment Development Department/ Workforce Services Division Title III - Wagner-Peyser $261, , Sq. Ft. $ 60, $ 3,073.78* $ 63, *costs not included in EDD Sublease. Department of Rehabilitation Title IV - Vocational Rehabilitation $261, Sq. Ft. $ 4, Workforce Investment Board Tulare County HHSA via contract with CSET Tulare County HHSA via contract with WIB CSET Title I - Adult/Dislocated Worker Title I - Youth $261, , Sq. Ft. 1, Sq. Ft. $ 113, $ 33, Temporary Aide for Needy Families - Welfare-to-Work $261, Sq. Ft. $ 16, Temporary Aide for Needy Families - Expanded Subsidized Employment $261, Sq. Ft. $ 12, Mental Health Supported Employment LIHEAP. $261, Sq. Ft Sq. Ft. $ 12, $ 4,

9 CO-LOCATED PARTNERS SHARING AJCC INFRASTRUCTURE COSTS (VISALIA AND PORTERVILLE) This Phase II MOU may be executed in duplicate counterparts, each of which shall be deemed a duplicate original. The Phase II MOU shall be deemed executed when it has been signed by all Parties. By signing below, all Parties agree to the terms prescribed in the sharing of infrastructure costs. (Workforce Investment Board of Tulare County) (State of California Employment Development Department) (State of California Department of Rehabilitation) (Tulare County Health & Human Services Agency) (Tulare County County Administrative Officer Attest for HHSA) (Community Services Employment Training) (Tulare County Office of Education Ticket to Work) 8

10 PARTNERS SHARING INFRASTRUCTURE COSTS WHEN BENEFIT DATA ARE AVAILABLE Phase II MOU Requirement: The state is in the process of implementing the requisite statewide data tracking system, and once such data are available, all non-co-located Partners who are receiving benefit from the AJCCs will also be required to contribute their proportionate share towards infrastructure costs. Consequently, the Phase II MOU must include an assurance from all non-co-located Partners that they agree to pay their proportionate share of infrastructure costs as soon as sufficient data are available. The only exception is that Native American programs are not required to contribute to infrastructure funding. WIOA Section 121[h][2][D][iv]). This MOU may be executed in duplicate counterparts, each of which shall be deemed a duplicate original. The MOU shall be deemed executed when it has been signed by all Parties. By signing below, all Parties agree that when data are available to determine the AJCC benefit to non-co-located Partners, the infrastructure cost sharing agreement will be renegotiated to include their proportionate share of contributions with the exception of programs identified in WIOA Section 121[h][2][D][iv]. (College of the Sequoias) (Cutler-Orosi Unified School District/Cutler-Orosi Adult) (US Department of Labor/Job Corps) (Porterville Unified School District/Porterville Adult School) (Kern Community College District/Porterville College) (Proteus, Inc.) (Tulare Joint Union High School District/Tulare Adult School) (Tule River Indian Tribal Council) 9

11 (Visalia Unified School District/Visalia Adult School) (Sequoias Adult Education Consortium) (Community Services Employment Training) (CSBG, YouthBuild) (Porterville Sheltered Workshop) (State of California Employment Development Department) (Unemployment Insurance Branch) 10

12 Other One-Stop Delivery System Costs Applicable Career Services The agreed-upon budget for other-system-costs must align with the Phase I MOU agreement that outlined shared customers and services. If it does not, then the Phase I MOU must be amended to justify the budgeted system costs and align with this Phase II MOU. The other-system-costs budget must be a consolidated budget that includes a line item for applicable career services. The signed Phase I MOU required identification of the career services that were applicable to each Partner program. Accordingly, this budget must include each of the Partner s costs for the service delivery of each applicable career service and a consolidated system budget for career services applicable to more than one Partner. If new costs are accepted in this Phase II MOU, then they must include language amending the Phase I descriptions as Phase I and Phase II must align for this budget. Applicable Career Services are services authorized to be provided under each Partner s program. The One-Stop System Partners Included in the Sharing of Other One-Stop Delivery System Costs Applicable Career Services 1. College of the Sequoias (CTE) 2. Porterville College/Kern Community College Dist (CTE) 3. Community Services Employment Training (SCSEP, CSBG, YthBld) 4. CA Employment Development Dept (Vets, UI, Trade Act, WP) 5. Tulare County Health & Human Services Agency (TANF) 6. US Dept of Labor/Job Corps (JC) 7. Proteus Inc./Migrant Seasonal Farmworker (MSFW) 8. California Department of Rehabilitation (DOR) 9. Tule River Indian Tribal Council/Native American Programs (Native) 10. Workforce Investment Board of Tulare County (A, Yth, DW) 11. Sequoias Adult Education Consortium (AEL) 12. Visalia Unified School District/Visalia Adult School (AEL) 13. Tulare Joint Union High School District/Tulare Adult School (AEL) 14. Cutler-Orosi Unified School District (AEL) 15. Porterville Unified School District/Porterville Adult School (AEL) 16. Tulare County Office of Education Ticket to Work (TtW) 17. Porterville Sheltered Workshop (PSW)(Cmnty Prtnrs) 11

13 Employment Connection - AJCC Partners and Career Services CORE PARTNERS OTHER REQUIRED PARTNERS Cmnty Ttle I Adlt Title I DW Title I Yth Title II AEL Title II AEL Title II AEL TitleII AEL Title II AEL Title III WP Title IV Voc Rehab TANF WtW CTE CTE MSFW (Sec 167) Vets (JVSC) JC UI SCSEP Native (Sec 166) TtW YthBld CSBG Cmmnty Partners AGENCY: WIB WIB WIB SAEC COUSD PAS VAS TAS EDD DOR HHSA COS PC PI EDD ACCESS: Co-location = CL Direct Linkage = DL Basic Career Services Job- Corps EDD CSET Tule River TCOE CSET CSET PSW CL CL CL CL DL DL DL DL CL CL CL DL DL DL CL DL CL CL DL CL DL CL DL WIOA Eligibility Outreach, Intake, Orientation Initial Assessment Labor Exchange, Job Search Assistance Referrals to 1-Stop Partners Labor Market Information Performance & Cost Info Supportive Service Info UI Info and Assistance Financial Aid Information RES/REA/IAW Individualized Career Services Comprehensive Assessment Individual Employment Plan Career Plan, Counseling Short-Term Prevocational Services* Internships, Work Experience Out-of-Area Job Search Financial Literacy English Language Acquisition Workforce Preparation Services 12

14 Employment Connection System Career Services Consolidated Budget Applic Career Services T-I Adult T-I DW T-I Youth T-II AEL T-III WP T-IV VR TANF YouthBuild Basic Career Services: T-I Eligib/Initial Assess Outreach, Intake, Orient Labor Exch/Job Search Referrals/LMI Support Service Info UI Info/Fin Aid Info WIB - $408,288 $408,288 WIB - $432,603 $432,603 WIB - $457,859 $457,859 COUSD - $5,000 PAS - $10,000 SAEC - $460,000 TAS - $525,000 VAS - $850,000 $1,836,000 EDD/WSD/WP $1,293,905 EDD-LMI $38,173 $1,332,078 DOR - $1,570,844 $1,570,844 TCHHSA - $4,303,205 $4,303,205 CSET - $26,013 $26,013 Applic Career Services CTE SCSEP Job Corps Nativ Am MSFW CSBG UI VETS JVSG Basic Career Services: T-I Eligib/Initial Assess Outreach, Intake, Orient Labor Exch/Job Search Referrals/LMI Support Service Info UI Info/Fin Aid Info PC - $52,286 COS - $259,067 $311,353 CSET - $3,718 $3,718 Job Corps - $1,512 $1,512 TR Tribal Council $83,204 $83,204 Proteus - $271,396 $271,396 CSET - $3,874 $3,874 EDD - $35,249 $35,249 EDD - $178,377 $178,377 Applic Career Services Cmmnty Partners Tckt to Wrk Total Basic Career Services: T-I Eligib/Initial Assess Outreach, Intake, Orient Labor Exch/Job Search Referrals/LMI Support Service Info UI Info/Fin Aid Info PSW - $12,360 $12,360 TCOE - $57,500 $57,500 $ $ $ $ $ Basic Career Services Total $11,325,433 Applic Career Services T-I Adult T-I DW T-I Youth T-II AEL T-III WP T-IV VR TANF YouthBuild Indiv Career Services: Comp Assessment/IEP Career Plan/Counsel Short-Term Prevoc Internship/Wk Exper Financial Literacy IET/ELA/WF Prep WIB - $ 1,034,676 $ 1,034,676 WIB -$1,032,383 $1,032,383 WIB - $ 457,859 $ 457,859 SAEC - $5,000 COUSD - $5,000 PAS - $10,000 TAS - $500,000 VAS - $1,200,000 $ 1,715,000 EDD/WSD/WP- $228,193 $ 228,193 DOR - $6,283,376 $ 6,283,376 TCHHSA - $251,969 $ 251,969 CSET - $202,034 $202,034 Applic Career Services Cmmnty Partners SCSEP Job Corps Native Am MSFW VETS JVSG Tckt to Wrk Total Indiv Career Services: Comp Assessment/IEP Career Plan/Counsel Short-Term Prevoc Internship/Wk Exper Financial Literacy IET/ELA/WF Prep PSW - $12,360 $12,360 CSET - $85,555 $85,555 Job Corps - $1,512 $1,512 TR Tribal Council $83,204 $83,204 Proteus $356,474 $356,474 EDD/VETS $31,478 $31,478 TCOE - $57,500 $57,500 Indiv Career Services Total $11,833,573 13