Joint Meeting of the Member Representatives & Board of Directors Agenda 09-21-17

AGENDA FOR THE

CALIFORNIA AUTOMATED CONSORTIUM ELIGIBILITY SYSTEM’S

JOINT MEETING OF THE MEMBER REPRESENTATIVES

AND

BOARD OF DIRECTORS

Thursday, September21, 2017 - 8:30a.m.– 10:00 a.m.

Arrowhead Conference Room

11290 Pyrites Way, Suite 150

Rancho Cordova, CA 95670

CONVENE JOINT MEETING OF THE MEMBER REPRESENTATIVES AND BOARD OF DIRECTORS- All scheduled items will be heard in-person in the Arrowhead Conference Room located at 11290 Pyrites Way, Suite 150, Rancho Cordova, CA 95670. ThePublic Session of this meeting shall also be accessible via teleconference. The call-in number is 1-866-398-9973, enter meeting access code 506777 followed by #.

The following Member Representatives and Directors may attend in-person or via teleconference from the following locations:

Directors
Name / Address / County / Region
Susan von Zabern / 4060 County Circle Drive, Riverside, CA 92503 / Riverside / 1
CaSonya Thomas / 385 N. Arrowhead Ave, 5th floor, San Bernardino, CA 92415 / San Bernardino / 2
Sanja Bugay / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Kings / 3
Kathy Harwell / 251 E. Hackett Rd., Modesto, CA 95353 / Stanislaus / 4
Scott Pettygrove / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Merced / 5
Mike Dent / 988 McCourtney Road, Grass Valley, CA 95949 / Nevada / 6
Shelby Boston / 202 Mira Loma Blvd.,Oroville, CA 95965 / Butte / 7
Sheryl Spiller / 12860 Crossroads Parkway South, City of Industry, CA 91746 / Los Angeles / 8
Antonia Jimenez / 12860 Crossroads Parkway South, City of Industry, CA 91746 / Los Angeles / 8
Michael Sylvester / 12860 Crossroads Parkway South, City of Industry, CA 91746 / Los Angeles / 8
Brandon Nichols / 425 Shatto Place, Suite 600, Los Angeles, CA 90020 / Los Angeles / 8
Member Representatives
Name / Address / County / Region
Nichole Williamson / 75-A Diamond Valley Road, Markleeville, CA 96120 / Alpine / 5
James Foley / 10877 Conductor Blvd., Sutter Creek, CA 95685 / Amador / 5
Kristin Brinks / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Calaveras / 5
Elizabeth Kelly / 251 E. Webster Street, Colusa, CA 95932 / Colusa / 6
Heather Snow / 880 Northcrest Drive, Crescent City, CA 95531 / Del Norte / 7
Patricia Charles-Healthers / 3057 Briw Road, Suite B, Placerville, CA 95667 / El Dorado / 6
Christine Zoppi / 420 E. Laurel Street, Willows, CA 95988 / Glenn / 6
Connie Beck / 507 F Street, Eureka, CA 95501 / Humboldt / 6
Peggy Price / 2995 South 4th Street, Suite 105, El Centro, CA 92243 / Imperial / 1
Marilyn Mann (interim) / 163 May Street, Bishop, CA 93514 / Inyo / 5
Dena Murphy / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Kern / 3
Crystal Markytan / 15975 Anderson Ranch Parkway, Lower Lake, CA 95457 / Lake / 6
Eric Nielson / 720 Richmond Road, Susanville, CA 96130 / Lassen / 7
Deborah Martinez / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Madera / 5
Kari Beuerman / 20 North San Pedro Road, San Rafael, CA 94903 / Marin / 4
Chevon Kothari / 3433 South Higuera Street, San Luis Obispo, CA 93403 / Mariposa / 5
Bryan Lowery / 737 South State Street, Ukiah, CA 95482 / Mendocino / 6
Kelly Crosby / 120 N. Main St., Alturas, CA 96101 / Modoc / 7
Kathy Peterson / 452 Old Mammoth Road, 3rd Floor, Mammoth Lakes, CA 93546 / Mono / 5
Elliott Robinson / 1000 S. Main St., Suite 301, Salinas, CA 93901 / Monterey / 3
Howard Himes / 2751 Napa Valley Corporate Drive, Napa, CA 94558 / Napa / 4
Elliott Smart / 270 County Hospital Road, Suite 207, Quincy, CA 95971 / Plumas / 7
James Rydingsword / 1111 San Felipe Rd., Suite 206, Hollister, CA 95023 / San Benito / 3
Michael Miller / 3433 South Higuera Street, San Luis Obispo, CA 93403 / San Joaquin / 4
Melissa Janulewicz / 1506 Market St., Redding, CA 96001 / Shasta / 7
Vickie Clark / 202 Front Street, Loyalton, CA 96118 / Sierra / 7
Katherine O’Shea / 818 South Main, Yreka, CA 96097 / Siskiyou / 7
Lori Harrah / 190 Garden Hwy., Suite C, Yuba City, CA 95991 / Sutter / 6
Mandy Sharp / 310 S. Main St., Red Bluff, CA 96080 / Tehama / 7
Letty Garza / 51 Industrial Parkway, Weaverville, CA 96093 / Trinity / 7
Ann Connolly / 20075 Cedar Road North, Sonora, CA 95370 / Tuolumne / 5
Jennifer Vasquez / 5730 Packard Ave., Suite 100, Marysville, CA 95901 / Yuba / 6
State Representative
Name / Address
John Boule, Director
Office of Systems Integration / 2495 Natomas Park Drive, Suite 515, Sacramento, CA 95833

PUBLIC SESSION______

Public Comment: Public opportunity to speak on any item NOT on the Agenda.Note: The public may also speak on any item ON the Agenda by waiting until that Item is read then requesting recognition from the Chair to speak.

The meeting facility is accessible to persons with disabilities. If an assisted listening device or other service will be needed in order to participate in the public meeting, a request should be made through the Secretary of the Board at least three (3) business days prior to the meeting. The Secretary's telephone number is (916) 851-3195. The Secretary’s office is located at 11290 Pyrites Way, Suite 150,Rancho Cordova, CA 95670.In accordance with the Ralph M. Brown Act, the meeting agenda is to be posted at least 72 hours prior to the regularly scheduled meeting date in the lobby of the meeting location, as well as the teleconference locations noted above.The agenda and supporting documents are available for review during regular business hours at 11290 Pyrites Way, Suite 150, Rancho Cordova, CA 95670.

8:30 A.M. – ConveneJoint Meeting of the Member Representativesand Board of Directors (“Board”) of the California Automated Consortium Eligibility System (“CalACES”)

Agenda Topic / Facilitated By
  1. Call Joint Member Representatives and Board Meeting to Order
/ Scott Pettygrove
  1. Public opportunity to speak on items not on the Agenda
/ Scott Pettygrove
  1. Confirmation of Quorum, Conference Call Logistics/Protocols and Agenda Review
/ Tom Hartman
  1. LA County Directors (Region 8) are introduced
/ Tom Hartman
  1. State Representative is introduced
/ Tom Hartman
Member Representativesand Board Action Items
  1. Member Representatives:Seeking approval of the Member Representatives for theCalifornia Automated Consortium Eligibility System Bylaws – Third Amended.
/ Tom Hartman
  1. Board:Seeking Approval of the Board for the California Automated Consortium Eligibility System Bylaws – Third Amended.
/ Tom Hartman
  1. Member Representatives: Seeking approval of the Member Representatives for the Memorandum of Understanding between the California Automated Consortium Eligibility System and each of the Member Counties.
/ Tom Hartman
  1. Board:Seeking approval of the Board for the Memorandum of Understanding between the California Automated Consortium Eligibility System and each of the Member Counties.
/ Tom Hartman
  1. Member Representatives:Seeking Approval of the Member Representatives for the CalACES Administrative Budget for Unfunded Costs for FY 2017/18, whichincludes the following budgets:
  • C-IV M&O (39 Members)
  • LRS/C-IV Migration D&I (40 Members)
  • LRS M&O (1 Member)
/ Tom Hartman
  1. Board:Seeking Approval of the Board for 2017/18 CalACES Project Budget including the June 2016 C-IV M&O Implementation Advance Planning Document Update (IAPDU), the September2017 LRS/C-IV Migration As Needed IAPDU, March 2017 SAWS LEADER Replacement System As Needed IAPDU,County Purchases, Grant Funding, Premise Item Funding and the CalACES JPA Administrative Budget for costs to be expended beginning 9/1/17. Any unspent funding previously approved by Los Angeles County and the C-IV JPA will automatically be included in the 10 month CalACES Total FY 17/18 budget, in an amount not to exceed the total available funding for CalACES for FY 17/18.
  • C-IV M&O (39 Members)
  • LRS/C-IV Migration D&I (40 Members)
  • LRS M&O (1 Member)
/ Tom Hartman
Board Action Items
  1. Approve the Minutes of the August 24, 2017, C-IV Regular Board Meeting by the prior C-IV Board of Directors, and update of Action Items.
/ Tom Hartman
  1. Pursuant to the Amended and RestatedJoint Exercise of Powers Agreement (“JPA”), Article III, Section 3.01, the Board shall elect from among its Directors, a Chair and Vice-Chair.
  • Seek nominations and creation of slate for Board Chair and Vice-Chair for the period September 1, 2017, through June 30, 2018.
  • Proceed to elect the Chair and Vice-Chair for the period of September 1, 2017, through June 30, 2018.
/ Tom Hartman
  1. Appoint an Interim Secretary to the Board (JPA, Section 3.02), until the Consortium Executive Director position is filled (CalACES Bylaws,Section VI, Paragraph A.)
/ Tom Hartman
  1. Seeking Approval of the Board for the Agreement with San Bernardino County, for Controller and Treasure services provided by the San Bernardino County Auditor-Controller/Treasure/Tax Collector.
/ Tom Hartman
  1. Authorize completion of Signature/Fund Custodian Authorization Form 04-7691-000 required by San Bernardino County Auditor-Controller/Treasurer/Tax Collector for State Fiscal Year 2017/18:
  • Approve the completion of the form in the name of the CalACES Chair, authorizing him/her to approve payments to be made by the Controller for CalACES.
  • Approve the completion of the form in the name of the CalACES Vice-Chair, authorizing him/her to approve payments to be made by the Controller for CalACES.
  • Approve completion of the form in the name of the CalACES Secretary, including Interim Secretary, authorizing him to approve invoices to be paid by the Controller for CalACES.
  • Approve completion of the form in the name of the C-IV Deputy Director Karen Rapponotti, authorizing her to approve invoices to be paid by the Controller for CalACES, in the absence of the CalACES Secretary.
  • Approve completion of the form in the name of the Director CaSonya Thomas, authorizing her to approve invoices to be paid by the Controller for CalACES.
/ Tom Hartman
  1. Seeking Approval of the Board for the Assignment by County of Los Angeles and Assumption by California Automated Consortium Eligibility System of LEADER Replacement System Agreement and Agreement for Quality Assurance Services for LEADER Replacement System Project.
/ Tom Hartman
  1. CWDS FCED Governance- Seeking the Board’s selection of two volunteers to represent CalACES on the FCED governance body.
/ Tom Hartman
Informational Items
  1. LRS/C-IV Migration Update
  • LRS/C-IV Executive Leadership Committee
  • Migration Activities
/ Tom Hartman
June Hutchison
  1. 2017 Conference Agenda
  • Complete Registration Form
  • Make your Room Reservations!
/ Tom Hartman
  1. Public Comment
/ All
  1. Adjourn Meeting
/ Scott Pettygrove

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