OLYMPIC CONSORTIUM BOARD

CLALLAM COUNTY COMMISSIONERS RANDY JOHNSON Second Vice Chair MARK OZIAS BILL PEACH

JEFFERSON COUNTY COMMISSIONERS KATE DEAN Chair GREG BROTHERTON DAVID SULLIVAN

KITSAP COUNTY COMMISSIONERS CHARLOTTE GARRIDO Vice Chair ROBERT GELDER EDWARD WOLFE

DIRECTOR ELIZABETH COURT

PROGRAM ANALYST LUCI BENCH

DATE: October 18, 2019 TIME: 10:00 a.m. – 12:00 Noon. PLACE: Via Go-to-Meeting

http://global.gotomeeting.com/join/628950941 Tel: (646) 749-3112 | Access Code: 628-950-941

A G E N D A 1. Call to Order

2. Action Itemsa. September 20th Meeting Minutes (Attachment 2.a) pg. 2b. Revised Policy 25 Case Note proposed adoption (Attachment 2.b)

pg 5

3. Discussion Itemsa. Events (Attachment 3.a) pg 7b. Equal Opportunity Additional Trainingc. Commissioners Corner BCAT – Paris Air Showd. Emergency Operations Center – Jefferson County

4. Updatesa. Calendar 2020 - 2024 (Attachment 4.b) pg 8b. OWDC New Members and Retirements

5. Adjourn

Next Meeting: November 15, 2019 10:00 a.m. – 12:00 a.m. 1820 Jefferson St. Conference Room 1/F, Port Townsend

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Meeting Notes

OLYMPIC CONSORTIUM BOARD

Jefferson Chamber of Commerce

September 20, 2019

CALL TO ORDER – Commissioner Charlotte Garrido, Vice Chair called to order 10:15

ATTENDEES – Commissioner Randy Johnson, Commissioner Charlotte Garrido, Commissioner

Kate Dean, HS Director Doug Washburn, Elizabeth Court, Luci Bench

AGENDA

ACTION ITEMS

a. Approval of meeting notes for July 19, 2019

MOTION: Commissioner Johnson moved to approve the notes from July 19, 2019

Board meeting as presented. Commissioner Garrido seconded. Motion carried.

b. Approval of Olympic Workforce Development Council (OWDC) Policy 25 Case Notes

MOTION: Commissioner Garrido moved to approve with revisions needed.

Commissioner Johnson seconded. Motion carried. Revised version to be presented at

October 18, 2019 Olympic Consortium Board (OCB) meeting for final approval.

c. Approval of Procedure In-Demand List

Commissioner Johnson and Commissioner Garrido discussed and would like to have a

Local Discretion paragraph added. Revised version to be presented at October 18,

2019 Olympic Consortium Board meeting for final approval.

d. Approval of One-Stop Certification

MOTION: Commissioner Johnson moved to approve the One-Stop Certification as

presented. Commissioner Garrido seconded. Motion carried.

DISCUSSION ITEMS

a. Veterans Day Events

The next OWDC meeting is November 12th, the day after Veterans Day. Elizabeth

suggested presenting:

i. A YesVets award

ii. Provide an update about Military Spouses

iii. Create a brief 10-minute PowerPoint on the history of Veterans and their

transition into work in the Olympic region.

Commissioner Dean joined the meeting at this point and Commissioner Garrido

passed chair responsibilities to her.

b. Military Spouse Presentation

i. Luci presented the Military Spouse PowerPoint she spoke about at the

OWDC meeting on September 10.

Attachment 2.a

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c. Tri-County economic impact of I-5 Corridor housing shortage

Elizabeth shared a story of a recent cadet being offered a position in Jefferson

County, but was unable to locate suitable housing for his family and turned

down the job.

The Commissioners discussed the low-income housing crisis, worker housing,

and having more housing options in the three counties.

d. Monitors Letter Overview

The Commissioners pointed out page 24 of the packet, “No Findings.”

Appreciation was expressed to Elizabeth and her team for their hard work.

e. Equal Employment State-level Training

Luci explained the recent State Level Equal Opportunity Training Elizabeth,

Michael Robinson and herself attended to become Local EO Officers.

Elizabeth explained that Alissa Durkin, the new Program Supervisor will be the

EO Officer once she is trained.

Elizabeth met with Melissa Mohr about Title IV funding and EO officers.

f. Small Business Liaison Successes

Elizabeth gave a brief overview of the Small Business outreach conducted earlier

this year and how it has impacted the OWDC.

i. Since the outreach, Elizabeth has been able to make connections

between information needed for business economic reports or The

10,000 institute ecology watershed training.

g. Commissioners Corner BCAT – Paris Air Show

Commissioner Garrido reported that the video is not complete yet, slideshow

should be available at the next OCB meeting in October.

h. Emergency Operations Center

Commissioner Johnson reported the 911 and the county’s EOC move is still

under negotiations and he hopes to have more details for the next meeting.

Commissioner Dean and Johnson are working to partner on this initiative.

i. Chimacum School District CTE efforts

Commissioner Dean gave a brief update about some of the challenges Chimacum

School District is facing.

School District did receive a private donation which is going toward CTE project.

The project includes purchasing a food truck and funds for farming. The

curriculum will be centered around agricultural to culinary food growth and

delivery.

j. Washington Opportunity Scholarships – Clallam, Jefferson, Kitsap Counties.

Elizabeth reported the 4-year requirement has been shortened to 2-year to

include technical colleges.

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UPDATES

a. Composites Tour Debrief

Commissioner Garrido thanked Commissioner Johnson for organizing the tour,

she felt is was very informative and wonderful information about the courses at

Peninsula College and then to be able to apply immediately in real world

applications. She would love to hear about any new projects or products.

b. Sept. 10 OWDC Meeting

Jeff Allen and Kareen Borders spoke about Career Connect Washington.

Luci presented Military Spouse executive order.

Nominations for Aschlee D Drescher’s Vice Chair position. Elizabeth is working

with the nomination committee.

Elizabeth asked if Commissioner Garrido would like to nominate the new Martha

and Mary HR Director to the Council.

c. Performance Reports

Luci presented the PY18 Q4 Performance Reports and Primary Indicators in the

new format. Commissioners reviewed, no questions were asked.

d. Calendar 2020-2024

Provided in agenda, reviewed.

e. New OWDC Members and Departures

Heidi Scheibner and Nicole Brickman are the newest members.

Jeff Alevy does not know if will be joining.

Lisa Heaman, Principal of West Hills S.T.E.M. is resigning her position.

Updating Roster, Elizabeth will be sending out.

ADJOURN: Commissioner Dean adjourned the meeting at 11:58 a.m.

NEXT MEETING: Friday, October 18, 2019, go-to-meeting.

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WIOA-POL – 25 Case Note Policy

PURPOSE:

To communicate guidance for case note documentation when providing case management services to WIOA Title I participants. This guidance is from Olympic Workforce Development Council (OWDC) to all WorkSource staff.

BACKGROUND:

Case notes entered by staff are a requirement to document services and includes the essential elements of service delivery:

assessment of the need for services

a plan outlining the services to be provided

The intent and outcomes of service delivery.

Case notes create both a historical record of service delivery and a compliance record for risk management and cost allowances.

Participant files are subject to monitoring review by various agencies, including the Workforce Development Council (WDC), the United States Department of Labor (DOL), and the Washington State Employment Security Department (ESD). This guidance describes requirements for maintaining case notes as part of the customer file to comply with program monitoring activities at local and state levels.

POLICY:

Case notes are maintained electronically in the state-wide Management Information System (MIS). Case notes describe the actions, activities, plans and results of services provided to customers. Accuracy and completeness in case notes is critical as they are used as planning tools between the WIOA Specialist and participant All case notes must be objective, relevant, and based on fact. Opinions or miscellaneous comments should be avoided. They are required to be entered at the time of service. If this is not possible, then within 14 days of enrollment. If case note are not entered at the time of service, a detailed reason for late entry is required. Case notes must be consistent with applicable documentation kept in the customer file. All documentation and notes regarding a customer’s medical information and/or disability and record of accommodations must be stored in a separate, physical file and placed in a locked file cabinet WIN 0023-Mgmt of Medical Disability Related Info.

Pending Board Approval: September 13, 2019 Created June 22, 2019

WIOA POLICY

OLYMPIC CONSORTIUM

Attachment 2.b 5/8

Staff are directed to follow these guidelines for creating and maintaining case notes in MIS:

1. Eligibility and Enrollment a. Adult and Dislocated case notes include how eligibility was determined. b. Identify assessment tools used, results and who administered the assessments. c. Any barriers to employment should be described in case notes, include any

efforts to mitigate. d. Any denial of services must have a detailed reason for denial documented in

case notes. 2. Services provided must include:

a. A brief description of the customer’s needs, resources explored, and actions taken. Include services provided, expected results and dates.

b. Document the rationale for any change in the customer’s service plan. 3. General Notes Content

a. Case notes should document the need for service provision or omission, the progress made in the service elements, results of those services, next steps based on progress of the services, and the program outcomes of service delivery.

b. If issues arise and are mentioned in one case note there should be a plan of action and/or resolution noted. Include followed-up in subsequent case notes to be clear how the issue was or will be resolved.

4. Training Services a. Document the resources explored, including what, if any, non-WIOA resources

were applied for to assist in the cost of training, expected results, and the WIOA planned contributions. Record date of customer’s completion of Training services.

b. Occupational Skills Training Services case notes must document how training leads to self-sufficiency.

5. Program Exit and Follow-up Services a. Record the customer’s program exit date. b. Document post-exit credentials and employment information. c. Identify any planned Follow-up Services.

Case notes are a tool to help service providers organize and analyze the information gathered on participants and to plan case management strategies. It is important case notes are clear and accurate, as well as, be able to recognize and discern services and expenditures provided. References:

TEGL 22-15 – Data Validation and Performance Reporting Requirements and Associated Timelines ESD Policy 1020– Data Integrity and Performance Policy and Handbook WIN 0088 – Case Note Guidance 20 CFR 680.230 – Adult and Dislocated Worker Activities under Title I of the Workforce Innovation and Opportunity Act, Subpart B-Training Services

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Attachment 3.a7/8

Olympic Consortium Board Meeting (3rd Fridays) 10 a.m. to 12:00 p.m.

Olympic Consortium Board Meeting (3rd Fridays) 10 a.m. to 12:00 p.m. Go-to-Meeting

Exec OWDC Meeting (2nd Tuesdays) 10 a.m. to 12:00 p.m. Jan and July go to meeting

OWDC Full Meeting (2nd Tuesdays) 9:00 a.m. to 1:30 p.m.

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