Upper Shore

Workforce Investment Board

Steering Committee

November 29, 2005

Agenda

5:30 pm

Talbot Career Center

     In attendance: George Weeks, Hoyt Heinmuller, Phil Bramble, Dan McDermott

I.       New WIB Members

            The WIB has added three new members. There has been no action from Dorchester County. Hoyt Heinmuller will contact Barbara O’Ferrall, Dorchester County Council Assistant and see if the WIB can assist in identifying nominees. Phil Bramble will talk to Glenn Bramble and see if the Council would like WIB assistance in identifying nominees.

New USWIB Members

November, 2005

II.    Prince George’s County WIB Fiscal Issues

The Steering Committee discussed some of the issues relating to the fiscal and programmatic problems uncovered by a legislative audit of the Prince George’s County Workforce Services Corporation.  The Steering Committee determined that a presentation on Upper Shore fiscal and programmatic controls should be added to the December WIB agenda.

Upper Shore

Workforce Investment Board

Fiscal, Procurement and Program Controls

   As a result of the recent findings associated with the Prince George’s Workforce Services Corporation (PGWSC), the Upper Shore Workforce Investment Board (USWIB) staff examined the controls that are in place to mitigate mismanagement of the Upper Shore finances and programs. The relationship between Chesapeake College and the USWIB requires that the USWIB utilize the College procurement, accounts receivable/accounts payable system and personnel system. The USWIB is included in the College audit which is procured competitively.

Fiscal Controls 

Procurement: The College procurement rules are “stricter” than federal and state procurement rules. Because of the relationship between the USWIB and the College, the USWIB must follow the College procurement process. The process is detailed below.

1.)  Purchases totaling $2,500 or less: 3 or more quotes required, but need not be written (Telephone quotes, catalog prices, etc)

 2.)  Purchases from $2,500 to $10,000:  3 or more quotes required, must have written Documented quotes from vendors

 3.)   Purchases more than $10,000: Officially advertised bid process per Annotated Code of MD Article 77A 

 Procurements are monitored by the Department of Labor, Licensing and Regulation each year.

Accounts Payable: The USWIB utilizes the College on line requisitioning process.

The process for USWIB invoices is detailed below. The process requires a minimum of three approvals for an    expenditure to take place.

Vendor accounts are established by the Chesapeake College Purchasing Agent.  All requisitions originate with the USWIB secretary.  The second approval comes from the program director for the program affected by the expenditure-Youth Director for Youth related invoices, Adult Director for Adult related invoices, USWIB Director for Administrative related invoices. The third approval comes from the USWIB Director for Adult and Youth invoices.  The fourth approval comes from the Chesapeake College Grants accountant. The fifth step involves Chesapeake College “cutting a check” utilizing USWIB funds. A Chesapeake College Purchasing Department employee verifies the vendor and approved requisition before the check is cut.  

Audits/Monitoring: The Department of Labor, Licensing and Regulation monitors several aspects of the USWIB operation.

Procurement

Fiscal

Eligibility

Data Validation for Eligibility Determination

One Stop Operations

Equal Employment Opportunity

Bond Beebe is the College auditor and audits all aspects of the USWIB operation.

Fiscal Compliance with Office of Management and Budget Circulars

Participant Eligibility

Audit Trail

Untied States Department of Labor Audits:

The USWIB has participated in two United States Department of Labor audits.

Eligibility of participants and documentation of services

National Emergency Grant

III. Work Ethic Study by Salisbury University

A recently completed survey of employer perceptions of the labor force was discussed. Dr. Memo Diriker, the lead   researcher, will be asked to provide a 30 minutes presentation of the study and findings at the December 2005 WIB meeting.

IV.  WIB Agenda/WIB Schedule

 Upper Shore

Workforce Investment Board

Agenda

December 13, 2005

Economic Development Center Room 27

Chesapeake College, Wye Mills, MD

5:30 PM

I.               Call to Order

II.            Introduction of New Members

III.         Minutes: September 27, 2005

IV.         Workforce Issues Survey

V.            Financial Position Report/Fiscal and Program Controls

VI.         Performance Standards, Program Year 2004

VII.      National Association of Workforce Boards Conference

VIII   WIB Schedule Change

IX.        Announcements

X.           Adjourn

I.              Executive Director Evaluation

II.           Adjourn

   The WIB schedule was discussed. It was determined that a modification of the schedule should take place in March because of a conflict created by the National Association of Workforce Boards Conference. The modified schedule is given below.

WIB Meetings:

March 7, 2006  5:30 pm

April 25, 2006  5:30 pm

May 23, 2006   5:30 pm

Social Meeting:

June 27, 2006   5:30 pm

Steering Committee

February 15, 2006  5:30 pm

April 11, 2006         5:30 pm

May 9, 2006            5:30 pm

V.  Executive Director Evaluation

Dan McDermott shared an evaluation tool that the Talbot County Department of Social Services Board uses to evaluate the Director. Carolyn Smith-Kennedy created the evaluation instrument and created an evaluation tool for use at the Wye River Upper School. Mr. McDermott will contact Carolyn Smith-Kennedy and arrange a date, time and location for a lunch meeting between the USWIB Steering Committee and MS. Smith-Kennedy for the purpose of determining if Ms. Smith-Kennedy may assist the WIB in creating an Executive Director evaluation tool.

V.                 Adjourn

            The Steering Committee adjourned at 6:50 pm.