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					                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007
Topic:


Working with Commissioners


Convener:

Christina Arrostuto, First 5 Solano, Jennie Tasheff, First 5 Sonoma



Discussion Participants:

Sara Soto, Katie Corda, Lorena Armenta, Erica Inacio, Jennie Tasheff, Cheryl
Rookwood, Sally Sheehan Brown, Shawn Garcia, Amy Reisch, Laurel Kloomok,
Tyson Jue, Claudia Contreras, Karen Ewing, Mary Jane Smith, John Anderson,
Jakie Hausman, Patty Taylor



Discussion Highlights:

Legislation says commissioners are the ones on the hook

San Francisco ED has authority for expenditures up to $100,000

Stanislaus has contingency fund $1,000,000 in case another funding opportunity
arises

Contra Costa funding commissioners turnover means staff has the knowledge
base but commissioners make decisions. Need to educate commissioners

Relationship and Trust are key
New commissioner candidates can be educated:
-This is our new strategy plan; this is our Financial sustainability plan; So, do you
want to be a commissioner?

Conflicting info being given to commissioners?
Commissioners surprised staff by going against funding needs and asking

Walk the issues through frankly with commissioners individually
Disappointed applicants
                                    Convener Notes
                           First 5 Association Open Space
                                    August 23, 2007

Working with Commissioners – PAGE 2


It was not fair, not done right

Be Transparent
Briefings very important
Mary Jane- Programs Evaluation
Try for No Surprises - work out all issues with Commissioners before meetings

Bring things forward through Committees

Give a lot of background so members of public can get it in case they do not
know

Use Consent Calendars to limit discussions to important items

Be clear what is staff work and where commissioners have to engage

Field visits to programs

Sacramento: Individual program presentations aren‘t allowed during strategic
planning

How to cope with individual Program ―bragging‖

Solano- Results Fair for all programs – invite Commissioners
Marin- Initiative Presentations – many programs in one Initiative area
Santa Barbara- Bullet Points – limit their presentation length
Contra Costa- Grantee and volunteer celebration annually – invite
Commissioners

Sacramento- Tie to Evaluation Reports

Retreats- San Francisco 9/13- Preceded by survey of Staff and commissioners

Marin- annually, focus on honing strategic plan, shared vision by 2015

Yolo- 2 retreats average 6 hours each

Recommendations/Actions:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:


Multi-Year Contracting

Convener:


Lisa R. Johnson First 5 Contra Costa

Discussion Participants:


Don Kelly, Barbara Phillips, Alice Mastrianni, Venis Jones-Boyd, Laura Roberts,
Dave Brody

Discussion Highlights:

      Multi-year contracting is a way to streamline the contracting process for
       Commissions
      Sustainability is a major part of contracting for several counties. Funding
       is decreased over the life of the contract
      Performance based, reimbursement and fee for service contracting are
       the most popular type of contracts used by counties and others want to
       explore Outcomes based contracting.
      Some Commissions have 5 year budgets and are able to do multi-year
       contracting without annual approval needed from their Commissions
      Some Commissions have 2,3 and in some instances 4 year contracts
      Some Commission fund 3 year contracts with a caveat of a 2 year
       extension based on performance

Recommendations/Actions:

Explore opportunities to streamline the contracting process and maintain
accountability

Share processes with other counties to assist them with developing their
processes

Use the Association website as a clearinghouse for tools to use in the process




Topic:
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007

Site Visits that are beneficial to Program, Contract, and Fiscal Staff

Convener:

Lisa R. Johnson First 5 Contra Costa

Discussion Participants:

Roger Resnikoff, Cheryl Rookwood, Julie Field, Charlotte Torres, Nancy Baggett,
LaTina Price, Kim Dahl, Clair Fry, Debra Payne, Jose Mallari, Phyllis House-
Cepeda, Steven Smith, Michele Harris, Chris Shipman, Venis Jones-Boyd, Pedro
Paz, David Brody, Pat Wheatly,Tina Jamison, Michelle Wexler, Alyce Mastrianni,
Edwin Ferra, Margarita Holman, Walker Dearth, Liz Griffin, Shanna White, Lynn
Guest, Jayce Peek, Barbara Phillips, Perlee Trout, Doreen Diehl

Discussion Highlights:

      Given the size of Commissions we are structured based on funding and
       the difference between large and small is fascinating.
      Make sure our language surrounding site visits is not contradictory and be
       transparent about what we are using the visits to do
      Some Counties perform Welcome Visits at the beginning of the contract
       year to orient Contractors/Funded Partners/Grantees on Commission
       expectations and provide all forms they will need throughout their
       contracting process with the Commission
      Some Counties invite Contractors/Funded Partners/Grantees to the
       Commission office to perform monitoring
      Face to face visits with the Contractors/Funded Partners/Grantees are
       important to create lasting relationships that foster seamless and
       cooperative interactions that create space for Contractors/Funded
       Partners/Grantees to tell you things freely so you can problem solve with
       them before the challenge gets too large to solve
      When site visiting it is important to create a balance between compliance
       and accountability and providing support and technical assistance to
       contractors so they and the Commission can be successful

Recommendations/Actions:

     Create and Utilize a clearinghouse to share tools on the association
      website
   Have more opportunities to share and listen to other Counties about how
      they do things…this is helpful to the process
   As part of the Regional Meetings create opportunities for Contract, Fiscal,
      Program and Evaluation staff to meet (All Contracts people together, All
      Program people together, etc.) and share ideas
Topic:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007

What can First 5 do to help foster children, birth to age 5, get across the
board targeted support services, regardless of where they move about the
state?

Convener:

Liz Griffin, Butte County


Discussion Participants:

Liz Griffin, Debra Payne, Elena Enriquez, LaTina Price, Dorette English, Clair
Fry, Wendy Wayne



Discussion Highlights:

Yolo Co. (La Tina) shared information about a program they have which funds
the recruitment and retention of foster parents. It is run in conjunction with the
Foster-Kinship Education program run by the community college. Clair
mentioned that their county gives away new parent kits to foster parents taking in
newborns. Dorette said in Plumas Co. they require foster kids to get an
ASQ assessment and they get referred to an early intervention specialist or to
infant massage practitioner. Liz shared that a problem in Butte Co. is that there
is no centralized information clearinghouse for social workers or foster parent to
access to get information about the various programs available to high needs
kids who. Debra mentioned a grant she had received from the Casey
Foundation and that it might be valuable to contact them and other foundations to
see about accessing leveraged funding to help kids in foster care.

Recommendations/Actions:

Suggestions were that First 5 fund at the local level a coordinator position who
would be the repository of information about programs and resources available
through First 5 and other agencies to help foster children having problems,
developmentally, behaviorally, or for foster parents seeking training to cope with
problems or needing support. This coordinator would be available to social
workers for consultation and referral. ―Up stream‖ strategies were discussed and
it was recommended that the Ira Chasnoff program which intervenes prenatally
with expectant mothers who are high risk for drug involvement be utilized to
make an impact before children are born substance-exposed.



Topic:
                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007

How do we tell our story/successes (even those parts that do not have hard
evaluation evidence)?

Convener:

Edwin Ferran, First 5 Sonoma County


Discussion Participants:

Maryjane Smith; Stacey Smith/San Diego; Clair Fey; Julie Field/Sacramento;
Patti Taylor/Kern; Michelle Wexler; Eileen Mondian/Santa Barbara; Deanna
Hundel; Evelyn Aleman; John Siegel; Adam Alvidrez/Kern; Lindsay
Dunchal/Nevada; Chris Shipman; Dorice Deche; Cheryl Rookwood; Jan St.
Pierre

Discussion Highlights:

   Lots of pressure to show bang for buck
   We get our evaluators involved early on; identify somethings we can measure
    that we value
 Identify some common denominators (e.g., for parent education); identify and
    communicate what results we can expect
 How do we respond to the ―causality‖ question:
 Educate commission/policy makers re: what works; realistic expectations
 Identify priority indicators with commissioners
 Provide info about research about what works (e.g., ‗reading to kids‘) and
    what has been shown to result if we do it
 Tell the story to the public too
 Hear a lot about ‗disparities‘ – nat being successful there; how do we
    effectively measure change; how do we educate about what we can truly
    impact
 Be more proactive around system change; funder collaboration.
 Measure effect of programs; hard to move the ‗big needle‘
 Use local report cards to identify baselines; set goals
 Capture a measurement that shows impact
Articulate our successes

Recommendations/Actions:

   Get the Center for Results up and running; it‘s work will help us tell our local
    stories and make inferences about what we do locally from others‘ successes
    and research
   First 5 Calif and Association: build better bridges with other funders/large
    systems to help us jointly move the ‗big needles‘ (e.g., disparities issue)
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:

The Value of and Need for Statewide Longitudinal SR Studies


Convener:

John Sims, Stanislaus


Discussion Participants:

Beth Reeves-Fortney, Monterey
Cheryl Sanchez, Siskiyou
Pat Wheatley, Santa Barbara
Shanna White, Mono
Liz Griffin, Butte
Christina Sauceda, Madera
Mary Schaff, Fresno
Sheila Kruse, Tuolumne
Karen Pebarcik, Calaveras
Doreen Diehl, Sacramento
Chris Shipman, Solano
Julie Field, Sacramento
Perlee Trout, Orange

Discussion Highlights:

1. Description of SR longitudinal studies currently being conducted by
   Stanislaus and Santa Barbara.
2. Need for a state approach to evaluation of SR programs.
3. Center for Results is debating SR evaluations as wide for all counties or deep
   (detailed) for a few.
4. In the past, the State has not had a process to use the results being
   generated by counties.

Recommendations/Actions:

5. Not every county needs to do a longitudinal study of their SR program.
   Collecting indicators may be enough.
6. There needs to be a coordinated state approach to SR evaluation
7. To create the state approach, counties should be working with Stacie
   Sormano and with members of the Association‘s Evaluation Committee.
8. To have effective SR evaluation programs, counties need to work closely with
   participating SR school districts and with UC and CSU schools located in their
   area.
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:
Future Of FRC’s

Convener:
Teressa Johnes


Discussion Participants:
Many!


Discussion Highlights:

The reliability of ―drawing down‖ TCM/MAA dollars
Seeking other funding sources, Dept of Social services, Federal and having First
5 be the convener of parties
Using FRC‘s as a platform for new ideas/ services such as D.R. and Prop 63
Really looking at services that the families need and want
Holding programs accountable for the services they provide
Think outside the box when working with FRC‘s- an example would be sharing
cost for building spaces, and having a 1 stop shop
Centralizing data bases so all FRC‘ s can share data base regarding clients
How to support/empower FRC‘s not enable?


Recommendations/Actions:

How to build FRC‘s staff capacity-wages, skills, to reduce turnover rates
The reliability of MAA and TCM dollars- dependence on this funding
How to utilize FRC‘s as a platform for new ideas and projects such as Differential
Response, and Prop 63 monies and incorporating/implementing and including
FRC‘s
What role does First 5 staff take in supporting FRC‘s in the development of
systems? An example is developing a universal case management model for
agencies who don‘t have one.




Topic:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007

The Rogers Group contract expires in May 2008, what would we like to
keep/add/change in the services Rogers provides to the counties?

Convener:

Carol Caldwell-Ewart, First 5 Sonoma County

Discussion Participants:

Erin Blount, Sacramento; Norma Lisenko, Solano; Lin Batten, Sacramento
Sally Sheehan-Brown, Napa; Carol Baker, LA County; Karen Pautz, Siskyou
Amy Reisch, Marin

Discussion Highlights:

Small counties really value Rogers‘ support, ―Almost available fulltime.‖ Medium
to larger counties want more coordination/communication with pr/media activities
at the state level and local level to have more time to be able to respond and to
assure state and local efforts don‘t conflict/compete.

Recommendations/Actions:

   Counties should develop a list of suggested topics to enhance current list of
    topics covered in monthly PR materials.
   Incorporate plan to coordinate media buys/pr campaigns with counties new
    contracts.
   New PR contract include monthly materials provided at two literacy levels—for
    cbo release (A) and for general media release (B).
   Have different SOW for smallest counties and largest counties.
   Have them continue to do Media pitching.
   Appreciate Latino Outreach, African American and Asian Outreach contracts.
   Want clear guidelines for communication coordination on what state contractors
    can and can‘t do when a county also has a paid media/public relations firm.
    E.g. what can and can‘t these counties still do with the new PR contractor.
   When state initiatives are starting they should start at the VERY beginning by
    including counties in the discussion from the beginning.
   Appreciated regional trainings conducted around ―telling your story‖ – would like
    somehow to take the trainings to the local level to train CBO‘s etc. Possibly the
    counties could help to pay for Rogers to do these trainings, or Rogers could
    provide training and technical assistance templates that counties could share
    with their CBOS.
   When new Eds/staff are hired – could Rogers provide a packet of info or
    something to orient the new person
   Commissions could also loan communications staff to other counties to help
    each other out.
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007
Topic:

Preschool For All – Placing on Elementary Campuses or Building a Single
Preschool in Town

Convener:

Mari Gonzalez – Santa Barbara County

Discussion Participants:

Santa Barbara, Kern, Monterey

Discussion Highlights:

benefits of being on campus:
   - Universal ideas and mission being administered by same leadership
   - Younger children see older children as role models
   - Allows families to become more involved if they are already on campus
   - Increase credibility in pre-K (not currently viewed as education by people
       outside ECE community)

Recommendations/Actions:

Need to consider needs of communities, lack of space on elementary campuses
Need to negotiate with new contracts and put in general plan
Community not currently satisfied with public school system
Pre-K dollars will help improve the schools as a whole




Topic:
                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007

Resource & Referral

Convener:

Ana Gonzalez-Romo

Discussion Participants:

Ana Gonzalez-Romo; Maria Guiterrez; Laurel K; John Anderson; Pat Wheatley; P
Trout; David Dobrowski; Amy Reisch; Alyce Mastrianni; Barbara Phillips;
Phyllis House Cepeda

Discussion Highlights:

Referral Follow-Up:
It is important for agencies to know what each other are doing.
 MARIN-Referral follow-up:
 Different protocols for follow-up depending on program
     Example: Oral Health Services screening is done then contract w/FRC for
     follow-up
 Mental Health Screening: Has a diagram of the process
 Done through many meetings – One example is to meet once a month by
     initiative (with agencies addressing each initiative); meet mostly with line staff
 Should children/families be tracked for follow-up? School systems do it. Do
     we need to? Need to examine philosophy.
 FRC families sign a referral form
 Hospitals have referral forms
 Statute in Alameda follows inter-agency collaboration
 Set-up electronically; contact Evaluation person
Santa Barbara:
 System of Care is based on referrals using 211 line as major referral
 Now being more consistent on what is required for follow-up.
 Focus group with Indigenous Oaxocan
 Partnering with United Way-211 provider to look at Internet
San Francisco:
 Family Support Network with standards for the network working on standard
     evaluation funded by four departments w/trainings
HIPPA:
 Psychological issue – go through Human Subjects review and went through
     IRB, make sure everything is in place (e.g.: insurance)
 Court order from a judge to put in foster care data

Recommendations/Actions:
See above
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:

Timeline for the Annual Audit


Convener:

Jennifer Johnson, First 5 Ventura County



Discussion Participants:

Representatives from Ventura, Fresno, Merced, Los Angeles, Stanislaus, San
Diego



Discussion Highlights:

Challenge of recording all expenditures to complete the annual audit by October
15th



Recommendations/Actions:

Written and verbal communications to contractors re: due dates for invoices and
submitting accruals
Hold regular contractor meetings
Ensure timelines are clear in contracts regarding invoice due dates
Set timelines that balance sufficient time for contractors to complete
invoices/accrual, time to process/record invoices, and time to complete the audit
process
Set accrual cut off date so that books can be closed
If possible, simplify how leveraged funding is budgeted to ease allocation of
expenditures
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:

Community: Engagement, Outreach, Best Practices


Convener:

Norma Lisenko, Community Engagement Coordinator, First 5 Solano


Discussion Participants:

Lisa L.-Monterrey, Jose Montenegro, Heather-Solano, Ana Gonzales-Romo,
Michelle-Solano, Maribel Ortega-Santa Barbara, Edwin-Sonoma, Carol-Sonoma,
Elizabeth-Madera, Lee Bang-Santa Clara, Erin Blount-Sacramento, Elena
Enriquez-Yolo, Latina Price-Yolo, Haydes, Erika Cornelsen-Madera, John Fisher-
Alpine, Karen Palitz, Lindsay Dunckel-Nevada, Charlotte Torres-Ventura, Yvon-
Santa Barbara, Charlene Dellamaggiore- Santa Clara, Claire Fry, David-
Monterrey, Nina-Monterrey, Cathy Spirey-Sacramento, Diana Sandoval- Madera,
Adam Alvidrez-Kern, Jan StPierre-Kern, Norma Lisenko-Solano

Discussion Highlights:

      Counties are interests in learning better ways to engage community to
       create programs based on community needs
      Specific population have difficulties in using First 5 services
      What is ―community engagement‖? How are we engaging the community?
      What is the ideal plan/activities for community engagement?

Recommendations/Actions:

      Create parent groups/programs
      Offer community building/engagement small grants
      Outreach: flyers, health fairs, Kits distribution, farmers markets
      Include community engagement/participation in scope of work and monitor
       accountability from grantees
      Communities needs should define community programs
      Services need to be centered, linguistically/culturally competent,
       neighborhood-based/accessible, coordinated.
      Community: educators, parents, children, services providers, local
       legislators, general public, First 5 staff, commissioners, local businesses.




Topic:
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007


How to coordinate and share our ECE efforts across the counties


Convener:

Eileen Monahan

Discussion Participants:

John Fisher, Alpine; Beth Reeves-Fortney, Monterey; Eileen Monahan, Santa
Barbara; Yvon Frazier, Santa Barbara; Mary Schaff, Fresno; Maribel Ortega,
Santa Barbara

Discussion Highlights:

Role of First 5 in impacting the delivery of quality ECE services
Work with current systems is difficult – do we first create out own
systems/programs?
   - create new non-profits?
   - Create groundswell of high quality, best practices, with a tax, etc?
CARES
Work with community to sustain child care


Recommendations/Actions:

Hold ECE gatherings@ First 5 summits and conferences
Use funding and influence to demand high quality services based on best
practices
Ensure parents are in partnership with programs – develop parents who help us
co-develop our programs
Fresno has best practices document on website (Appendix to Strategic Plan)
Make sure to analyze best practices and make them adapt to different cultures




Topic:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007


How to accomplish health care reform?


Convener:


Evelyn Aleman, First 5 LA


Discussion Participants:


Charissa Hines
Deborah Romero-Rivera


Discussion Highlights:

Identify unique key messages like: First 5s help families achieve self-reliance



Recommendations/Actions:

Use faith-based coalitions like PICO to further our messages
Use strength of First 5s as champions of children to:
  - draft letters to key legislators
  - make legislative visits
  - meet with key stakeholders




Topic:
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007


How to coordinate and share our ECE efforts across the counties


Convener:

Eileen Monahan

Discussion Participants:

John Fisher, Alpine; Beth Reeves-Fortney, Monterey; Eileen Monahan, Santa
Barbara; Yvon Frazier, Santa Barbara; Mary Schaff, Fresno; Maribel Ortega,
Santa Barbara

Discussion Highlights:

Role of First 5 in impacting the delivery of quality ECE services
Work with current systems is difficult – do we first create out own
systems/programs?
   - create new non-profits?
   - Create groundswell of high quality, best practices, with a tax, etc?
CARES
Work with community to sustain child care


Recommendations/Actions:

Hold ECE gatherings@ First 5 summits and conferences
Use funding and influence to demand high quality services based on best
practices
Ensure parents are in partnership with programs – develop parents who help us
co-develop our programs
Fresno has best practices document on website (Appendix to Strategic Plan)
Make sure to analyze best practices and make them adapt to different cultures




Topic:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007

Small County Augmentations/Sustainability



Convener:

Sheila Kruse



Discussion Participants:

Calaveras, Yuba, Trinity, Association, Sierra, Alpine, Siskiyou, Tuolumne, Butte,
Nevada, Butte, San Diego, Sacramento, San Benito



Discussion Highlights:

Sheila Kruse gave an historical perspective on small county augmentations. She
then discussed the current planning efforts to provide for augmentations in
perpetuity (discussion included trigger mechanism, formula determining
augmentations, and tentative decisions made to date – ―use it or lose it‖ and the
trigger‘s relation to fund balance.



Recommendations/Actions:

The workgroup meets again on Monday. Recommendations for workgroup
consideration include:
   1. Negotiate for the allowance of capital projects for small counties (this
      would require some flexibility regarding fund balance)
   2. Allow for some margin of error regarding the ―use it or lose it‖ condition
      (e.g., all funds may be awarded, but grantees/partners may under-spend)
   3. Delay the fund balance requirement for the first year, as there are too
      many unknowns at this time, and small counties cannot be expected to
      have the appropriate fund balance at the beginning of FY 08-09.




Topic:
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007

Early determinants of lifelong health – what is the research and what are
program implications?

Convener:

Deanna Handel, Prog. Mgr., Ventura Cty.

Discussion Participants:

Charissa Hines, John Anderson, Dorutta English, Diane Sandoval, E. Aleman

Discussion Highlights:

Group discussed theories about how earliest influences (even pre-natal) are
thought to impact lifelong health – even potentially for chronic conditions such as
coronary artery disease, asthma, breast cancer, prostate cancer, obesity.
Barker hypothesis, outcomes of Dutch famine studies, research on epigenetic shifts
and impact of the womb environment on ultimate phenotype, ―thrifty gene theory‖

Some problems – research is controversial, (correlation vs. causality), but gaining
traction. Evidence is contradictory and there aren‘t always clear program
implications. For example – prenatal care hasn‘t been shown to clearly improve
birth outcomes, but is there an impact (admittedly unproven on lifecourse
outcomes).

Group also had a lot of interest in the early family/school environment and impact
on childhood obesity and programs to intervene.


Recommendations/Actions:

Action? Maybe research doesn‘t yet tell us what to do, or necessarily what
outcomes we will achieve if we implement around this topic, but may give us more
reasons to do what we are often doing: support women during pregnancy and
beyond in a multitude of ways that ultimately impact children. Some counties do
this through home visiting and intensive case management. Some start in the
prenatal period, some shortly after birth. There was strong support for /interest in
the prenatal period. Group appreciated the lifecourse perspective and thought
about how intervening early, such as family, early childhood, and school nutrition
supports could impact this. Group shared different counties‘ experiences in
supporting healthy lifestyles early on. A lot of interest in this topic, a shared
concern is that there is not a lot of structured focus on this in many/most counties.

Interesting references: pubmed search on ―Barker Hypothesis‖ and related
research or lifecourse perspective on prenatal care.
Topic:
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007

Problem-Solving Orientation to First 5 and Community Work


Convener:

Walker Dearth, Santa Barbara County


Discussion Participants:

9 participants.


Discussion Highlights:


1. What is a problem-solving orientation? What does it mean, look like and
   entail. Resource: Dr. Dianne Shore, Harvard University. Spoke at First 5
   Annual Summit in Anaheim, CA in May 2007. Recommends problem-solving
   approach at all levels from community building, to program design,
   implementation and management to policy making.
   a. How to get away from over focusing on problems, on finding blame,
      punishment, drama, finger pointing, avoiding looking at solutions and
      resources, or tackling problems that you/organization cannot solve at this
      point in time.
   b. Pro-active, positive solution-orientation to problems.

2. The importance of ethnics in approaching and solving problems.
3. Efficiency issues in problem-solving. Some times the way First 5s/staff
   attempt to solve problems is bureaucratic, reactive or random, thus wasting
   time, energy, people, teams, resources and misses opportunities for
   creativity, productivity to achieve a result.
4. Participants wanted a frame-work for this model of problems solving that is
   relevant to First 5 work and goals.
5. Proposed recommendations and approved as a group.




Problem-Solving Orientation to First 5 and Community Work, PAGE 2
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007


Recommendations/Actions:

1. Define and promote a model of a problem-solving orientation model that will
    work for First 5 Commissions, staff and community partners to achieve our
    mission and strategic plans.
2. On problems and solutions: lots of communication and listening
3. Collect all facts, data and perspectives.
4. ID Key Issues and ID the problem to be solved.
5. ID the goal(s) or desired results to be achieved by solving this problem.
6. ID the key players and when/how to involve key players in the problem and
    solution.
7. ID the rules, boundaries and process requirements as you/group attempts to
    solve a problems.
8. ID the assets, resources, strategies and history in solving the problem.
9. Weigh the risks and rewards of any action or solution.
10. Always, always propose solutions and alternatives, including doing nothing.
11. Have and follow a professional and personal code of ethics in approaching
    and solving problems.




Topic:
                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007

Getting to 100% expenditures and still meet/exceed targets

Convener:

Kim Dahl

Discussion Participants:

Kim Dahl, Michille Wexler, Pedro Paz, Delores Martinez, Xochitl Villasenor, Bob
Mason, Debra Payne, Roger Risnikoff, Dianna Handel

Discussion Highlights:

   -   Must have staff in place to implement and maximize
   -   1 lead contractor for each initiative
   -   Anticipate problems (slow start up) and don‘t build into budget
   -   Clear statement of work, clear expectations, cost reimbursement contracts,
       quarterly reports, variance reporting
   -   Re-submit new scope for new money
   -   Yearly contracts with multiyear commitments


Recommendations/Actions:

   -   Site visits, budget at beginning
   -   TA: share issues with contractors regularly
   -   Structure contracts to allow flexibility for staffing
   -   Require notification of open staff positions
   -   Consistent contractors: use what works to avoid startup
   -   Agencies themselves must align budget and program people
   -   Strategic tasks
   -   Tactical tasks
   -   Political issues: show trends to get more over time
   -   Contract monitoring guide        SB-Pedro Paz
   -   TA: capacity building budget dev
   -   Formal set up mtg – Scope of work on eval; budget tied in, then separate mtg to
       sign
   -   Talk to programs monthly?
   -   Site visits – every 2 weeks? Quarterly?




Topic:
                                   Convener Notes
                          First 5 Association Open Space
                                   August 23, 2007

Sustainability

Convener:

Phyllis House-Cepeda, F5 San Diego

Discussion Participants:

Mike-Sierra, Steven-SD, Rebecca-Alameda, Sherry N-F5 Assoc., Gary-
Monterey, Wendy-Kern, Carol-F5LA, Joyce-Calaveras, Jill-Butte, Walker-F5
Santa Barbara, Theressa, F5 Santa Barbara, Lynn-Solano, Eileen, Sta. Barbara,
Julie

Discussion Highlights:

- F5 Assoc. work with SBA leaders and/or venture capital leader and social capital
leaders to learn & identify better funding philosophies & community support for long
range sustainability
- Community Building: Identity of F5, Roles of F5 vs. funded partners
- F5 Commission to be champions and find dollars to sustain systems long term
- Best practice vs. Innovation Funding Approach
- Critical Svcs. vs. Innovation Funding F5 Assoc.
                                       SBA-Venture Capital Approach

Recommendations/Actions:

- Strategy to identify systems change & fill gaps
- Local strategies – work with Assoc. to broadcast models to other counties
- Comm. bldg. that fosters community ownership
- Clarify roles of F5 & funded partners in sustainability
- Clear funding philosophy & approach – of teach & not funding
- Teaching grantees to ―fish‖; funding philosophy & approach
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007
Topic:

Human Resources


Convener:

Shawn Garcia


Discussion Participants:

Kristen Jack – Mendocino
Janna Steinbruner
Rebecca Gebhert
Jennifer Johnson – Venture


Discussion Highlights:

   Personnel Policies
   Performance Reviews
   Guide to performance reviews
   SHRM (Society for Human Resources Management)
   Domestic Partner benefits
   Staff trainings on performance reviews
   Harassment trainings-particularly sexual harassment – also could be called
    ―Respectful Communication‖
   Legal Counsel on HR Policies/Procedures
   Per Diem and reimbursements for travel
   Consultants to assist where needed
   AB 1234 and Conflict of Interest


Recommendations/Actions:

Shawn will work with Rebecca to provide and share information that has been
developed in her county with the group participants via email.




Topic:
                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007

Admin Program Support – Tips and Tricks on an Organized Office

Convener:

Lisa Luis, Monterey County

Discussion Participants:

Anissa Allen, Monterey County; Lee Bangphraxay, Santa Clara; Lorena Armenni;
Heather D., Solano; Claudia Contreras; Erica Inacio; Karen Ewing; Cheryl Sanchez;
Monica Gallegos; Sara Soto; Katie Corda and Mike Filippini.

Discussion Highlights:

Looking to share ideas on how others organized their offices from travel &
mileage forms, working for multiple supervisors, calendars, meeting prep, flip
charts, contracts, staff meetings and communication.
    Flip charts – type and toss, no need to save
    Binders are organized by month and year, not by commission meeting
    ALL info is posted to website
    Erica keeps her contracts in binders, with sections for SOW, Budget,
       Budget Narrative, Quarterly reports. Also ALL save electronically.
    Use ACCESS database to track correspondence – emails and important
       phone calls. Other were still using old fashioned paper logs. Database
       makes it so much smoother and more effiecient.
    If scanning docs to network for retention is taking too much space, you
       can convert to PDF – won‘t use as much memory.
    Travel forms done in Excel spreadsheets, then can reuse for conference
       and travel that repeat yearly.

Recommendations/Actions:

      Admin staff needs to step up and make their voice heard.
      Need to reinforce when things are expected to be returned – for example: if
       someone checks out a binder/file, let them know you need it back by end of day.
      ALL Admin staff needs to work together!
      Communication, communication, communication
      Most shared they have staff meetings once a month
      Some are having Admin staff meeting also, great idea to keep the
       communication going.




Topic:
                             Convener Notes
                    First 5 Association Open Space
                             August 23, 2007
How to Support and Build Capacity of CBOs to Succeed and Continually
Improve

Convener:
Edwin Ferran - Sonoma

Discussion Participants:

Judith Harniman, Nina (Monterey), Steven Smith, San Diego; Julie Beyers, Sacramento;
Don Kelley, San Bernardino; Nancy Baggett, Placer; Venis Boyd, Solano; Yvon Frazier,
Santa Barbara; Eileen Monahan, Santa Barbara; Chris Arrustuto, Solano, Patti Taylor,
Kern; Kim Dalh, Sacramento; David Brody, Santa Clara; Michele Wexler, Santa Clara;
Carol Ewart, Sonoma

Discussion Highlights:

   Non-profits have no money for admin            Training fund
    and overhead, lose good people                 Free trainings
    because of low pay, not much for               Reiterate constantly that $ may go
    bilingual or multicultural staff, many          away and is limited and accountable
    masters – hard to address all                  Raising bar helps build capacity
   Email RFPs – save admin costs                  TA guidelines go to groups
   Annual training                                Talk directly to finance people
   Confidential training, results-based           Hire person in county whose job is
   Accountability, speakers, respond to            infrastructure
    needs, budgeting, monitoring                   Non-profit coalition
   Forms – demographics, software,                Stanford university – grad school for
   Host luncheons and share resources              non-profits
   Respond to training needs and requests         Raising quality of leadership
   County auditors to audit clients for less      Recommend agencies for training –
    money                                           to develop action plans
   Mandate trainings, motivate?                   Consultant support to help them do
   Outcome fair – helps clients get contacts       planning
    and clients                                    Fund agencies to get accredited for
   Higher % of admin or no locks                   child care
   How to write a strategic plan – make           Crutches to those who can‘t benefit
    consultants available                           from other opportunities
   Grant writing fund                             Look at internal processes for
                                                    evaluation

Recommendations/Actions:


Topic:
                               Convener Notes
                      First 5 Association Open Space
                               August 23, 2007
Networking and Sharing Best Practices in regards to meeting the Needs of
Families in a Family Resource Center.

Convener:

Charlene Della Maggiore, FIRST 5 Santa Clara County
Discussion Participants:

Stanislaus County

Discussion Highlights:

Services Provided for Families
    Parent Education
    Emergency Response Services
    Food Baskets, provided by local agencies such as Kiwanis
    Mental Health Assessments
    Differential Response Team
    Family Partners
    New Parent Kits
    CHI Medical Health Insurance Assistors
Staffing Sources
    Welfare to Work Participants
    Ameri Corp
    Non-profit grantee staff
    Seniors
    Parents
Funding Sources
    Family Network Association (link to sources)
    Public Health Dept.
    California Nutrition Dollars
    Health and Wellness Dollars
    Federal Dollars*Small Grant $$$ Medical & Food Stamps
    SB667
    Prop. 63

Recommendations/Actions:

Develop a County Wide Network System to raise the awareness of best practices
and continue the dialogue on a support system to provide Family Resource
Centers for Families.

Topic:
                             Convener Notes
                    First 5 Association Open Space
                             August 23, 2007
How to make the Finance Dept Service Even More Effective

Convener:

Anthony Bellanca – First 5 LA County

Discussion Participants:

Dolores Martinez – San Joaquin
Lee Bangphraxay – Santa Clara
Tammy Throkorton – Ventura
Michael Shubin - Fresno

Discussion Highlights:

The group focused its discussion on
   1) Making more/better of financial data
   2) Enhancing Grantee/contractor‘s understanding of financial issues related
      to satisfying their responsibility to the commission related to financial
      activities
   3) Education of board members and staff
   4) Using a Finance Committee.



Recommendations/Actions:

   1) Provide more access to more financial information
   2) Enhance quality and contractors understanding of financial issues which
      will give grantees/contractors a greater opportunity to comply with
      Commission requirements.
          - Site Visits - Facilitate educating, instructing, directing coaching
              grantees/contractors on financial matters
          - Periodic meetings to go over a variety of financial topics relevant to
              enhancing grantees/contractors understanding of their financial
              responsibilities to the Commission.
          - Issue Manuals which provide guidelines to grantees/contractors on
              financial matters
          - Use the Website to facilitate communications with
              grantees/contractors.
   3) Educating Commission board members and staff raising the level of
      understanding and awareness of financial matters
   4) Have a Finance Committee made up of staff & Commissioners to focus on
      financial matters.

Topic:
                             Convener Notes
                    First 5 Association Open Space
                             August 23, 2007
Supporting Grantee/Funded Partner Sustainability

Convener:


Jose Montenegro – F5 Monterey County

Discussion Participants:

Charissa Hines – San Diego; Judith Harriman; Kim Dahl-Sacramento; Bridgett
Robinson


Discussion Highlights:

1. It is important to get grantees/funded partners to think about and plan for
   sustainability early on;
2. The use of a participatory assessment tool as a mechanism to help grantees
   assess what things they‘d like to see sustained over the long term…and how
3. Support grantees in the development of sustainability indicators and
   milestones
4. Support grantees on how to recognize soft resources, their own strengths and
   how to leverage funding
5. Some grantees think that if they get funding from other non-F5 funding
   sources they are going to get less from F5; this is a perception that needs to
   change.
6. Moving from grants to cost-reimbursement contracts

Recommendations/Actions:

   Commissions should look at sustainability in terms of a legacy by building and
    investing into a type of infrastructure that will benefit children born within 15,
    20 or more years...beyond the ending of the Commissions‘ funding.
   Sustainability deliverables should be incorporated into the contracts
   Require in contracts that grantees find matching funds but provide them with
    support so that they can set their own realistic goals for sustainability.




Topic:
                                  Convener Notes
                         First 5 Association Open Space
                                  August 23, 2007

Common Single Entry Point for Children to be assessed and referred to
services

Convener:


Laura Roberts - Lassen

Discussion Participants:

Latrice Price, Yolo; Jackie Hausman, Yolo; Maria Gutierrez, Madera; Debra
Payne, Sacramento; Don Kelly, San Bernardino; Lee Bangphraxay, Santa Clara


Discussion Highlights:

How finding and targeting services to kids that really need them.
Ideas: countywide system for FRCs, Home Visiting Programs, Child finder
systems, system of care, POP, Family Partners using ASQ


Recommendations/Actions:

Establish 211 statewide with enrollment and intake ability for families – then refer
to all services




Topic:
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007
Building community through mini-grants/neighborhood grants to benefit
kids 0-5 and their families

Convener:

Co- Conveners: Norma Lisenko, Solano County and Julie Beyers, Sacramento
County

Discussion Participants:

David Brody, Santa Clara;                      Charlotte Torres, Ventura
Carol Ewart, Sonoma                            Roger Resnikoff, Sacramento
Margarita Holman, Kern                         Venis Boyd, Solano
Dorette English, Plumas                        Jennie Taslieff, Sonoma
Teressa Johnes, Santa Barbara                   Ana Gonzalez-Romo, Monterey

Discussion Highlights:

Varies Commissions are doing a variety of projects. Some are briefly
summarized below.
Solano – In 2001 did 300 grants of $5000 and under. In 2003 did neighbor to
neighbor grants up to $3000; hired a consultant to administer. Recently did
grants up to $300 for activities surrounding the Week of the Young Child.
Organizations did a brief report back of their activities. Planning to do grants up
to $500 for activities such as library fairs, parent groups, etc. May target moms
groups but also may focus on bi-lingual English/Spanish population; this new
program is under development.
Monterey – Does neighborhood grants up to $4000 for 1 year. Administration is
contracted out; this contractor also provides TA and some meetings/trainings for
grantees. Currently 15 grantees. Contractor staffs the project with 1 ½ people.
Sacramento – Funds mini grants to $5000 for up to 12 months and larger grants
of up to $50,000 for up to 18 months. Grantees are parents/grandparents not
organizations, but the grant process needs a fiscal agent to flow the funds
through due to Commission/County requirements. Has small contracts for
outside training and for marketing. Grantees report back monthly or quarterly on
a simple reporting form. Currently staffing the project with 2 planning/program
staff and 1 contract/financial staff.
Santa Barbara – Does co-sponsorships up to $3000 for events such as Health
Fairs, Parent Fairs, etc. Also does 1 year Emerging needs and Capacity Building
grants up to $30,000 per grants. These grantees can apply for a year 2 grants for
Implementation at 25% less funding than the 1st year grant. Working towards
supplying a 3rd year of funding for continuation of projects.
Sonoma – In the process of developing a Community Building program of grants
up to $5000. Gathering information from various Commissions.

Building community through mini-grants/neighborhood grants to benefit
kids 0-5 and their families, PAGE 2
                                Convener Notes
                       First 5 Association Open Space
                                August 23, 2007


Interesting Information:

Larger amounts of funding can be overwhelming to grantees.
Starting smaller can be helpful.
Lots of TA needed; lots of hand holding of grantees.
Grantee demographics – varied, but the application process needs to be simple
enough to not deter applications.
Evaluation of community building and its impact can be challenging.




Topic:
                              Convener Notes
                     First 5 Association Open Space
                              August 23, 2007
Kinder Transition Activities – What’s Effective?

Convener:

David Dobrowski and Beth Reeves-Fortney

Discussion Participants:

Claudia Contreras; Karen Ewing; Phyllis House-Cepeda; Mike Filipino; Kimberly Shipp;
David Dobrowski; Liz Griffen; Beth Reeves-Fortney; Cathy Spivey; John Foster

Discussion Highlights:

Various models including Kinder Round-ups and Summer Bridge programs
discussed. Example to encourage parents to come back for the test results of
TB was to then give parents readiness activity materials and tours, etc; Yuba
has kinder camp co-taught by pre-school teachers; kinder teachers and bilingual
aide and additional support with an outreach worker (4-week period@160
positions);

 Concerns discussed:
1)lack of best practices (one county commission de-funded based on lack of
evidence for a 4-week camp);
 2)concern for an emphasis on kinder based activities (i.e., standing in line,
counting and alphabet) versus preschool emphasis that has a context of social-
emotional readiness;
3)school readiness needs to happen over a 5 yr period and the intent of
―transition‖ activities needs to be clarified;
4) possible issues with supplantation when using F5 $ to fund aides that were
previously funded by a school district as well as the intent of the F5 legislation to
support children prior to entry into the school system.

Recommendations/Actions:

Research any evidence-based outcomes from transition activities (especially
Summer Bridge); continue shared dialogue about intentionality and desired
outcomes related to transition efforts.
                                 Convener Notes
                        First 5 Association Open Space
                                 August 23, 2007



Topic:

How do we avoid scandal in our First 5’s

Convener:

Mary Scaff & Michael Shubin

Discussion Participants:

Christine Arrostuto     Evey Sheehan Tammy Throckmorton
Jose Mallari            Jennifer Johnson Michael Shubin
Barbara Phillips        Mary Scaff

Discussion Highlights:

Importance of cross-skills in Program Officers (program + contract/fiscal)
Need for staff training (questionable decisions reflect back on us all)
All Commissions have some ―frivolous‖ expenses, clear rationale for decisions,
Checks & balances (Orange County has a ―Compliance Team‖, internal
disagreements may go to compliance team)
We ask ourselves ―what‘s it going to look like in the Register?‖

Recommendations/Actions:

   Be as clean as you can be, transparent, keep doing the right thing and it will
    work itself out
   Well-trained Fist 5 staff
   We welcome scrutiny & Interest
   Media person who responds to all media interest (Fresno & Orange)
   Solano implemented a public affairs plan, included developing relationships
    with all media, offered training to service providers on working with the media,
    on-going relationships that connect media with human interest stories.
   Solano does no rollover of funding to avoid ending up with an ―expanded‖
    program by contract end, all service providers know this & plan for it.
   Possible future media nightmares:
   Funding for undocumented children/ families
   Folks like Senator Cox who are looking for impropriety to get hold of First 5
    funds

				
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