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NIH Child Care Board Meeting Minutes May 30, 2019

Building 1, Wilson Hall Members and Liaisons in Attendance: Ms. Deborah Coelho, Dr. Theresa Cruz, Dr. Kristin Dupre, Dr. Chao Jiang, Ms. Olivia Kent, Mr. Daniel Lonnerdal, Ms. Reaya Reuss, Ms. Kate Winseck, Dr. Richard Wyatt, Ms. Heather Rogers, Ms. Anne Schmitz, Ms. Barbara Acquaviva, Ms. Christina Segura, Dr. Alexandra O’Sick, Ms. Camila Torrella, Dr. Blake Warner, Dr. Eric Gonzalez, Ms. Susan Cook, Mr. Russell Mason, Ms. Tonya Lee, Ms. Linda Owen Guests: Mr. Daniel Fogarty, NHLBI; Mr. Matthew Longabaugh, ORS; Dr. Seema Nayak, NIAID; Ms. Donna O’Neill, EAP; Dr. Judith Walters, OIR

I. Welcome and Introduction of Board Members, Liaisons and Guests - Chair Theresa Cruz called the meeting to order and welcomed everyone.

II. Updates: A. Approval of April 2019 Minutes – A motion was made by Ms. Reaya Reuss, seconded

by Ms. Olivia Kent, and approved by all. B. Introduction of New Voting Board Members – Chair Theresa Cruz invited the three

new voting members, Mr. Daniel Fogarty (NHLBI), Dr. Seema Nayak (NIAID) and Dr. Blake Warner (NIDCR) to introduce themselves.

C. OD Strategic Engagement Request – The Child Care Board received a request to provide feedback to the OD regarding strategic engagement; two responses were prepared, one from the OD voting members and the other from the IC voting members. Dr. Richard Wyatt remarked that the Board responses are a useful document outlining how the OD can do a better job serving the ICs. Chair Theresa Cruz thought it useful to be able to provide the point of view that success comes from a recognized board with OD staff support, such as the NIH Child Care Board. The responses from both groups will be provided to voting members.

D. Membership Committee – Chair Theresa Cruz announced that two voting members, Ms. Deborah Coelho and Dr. Richard Wyatt, will complete their Board service at the end of next year (May 2020). Recruitment of two new voting members will commence in March 2020, with interviews to be completed in April 2020, and new appointees to attend the May 2020 Child Care Board meeting.

E. NWCCC Update – Ms. Tonya Lee reported that Northwest Child Care Center is currently staffed to support an enrollment of 160 children, but that only 136 children are enrolled to date. Some of the unfilled spaces will be filled with siblings; the NWCCC administrative staff is working to fill the remaining spaces with children on the Wait List. FELCOM liaison Eric Gonzalez asked about parking at the center during tours for prospective parents. Ms. Lee responded that parking is allowed by special parking permit.

III. Innovative Programs Report – Ms. Reaya Reuss reported on the committee’s progress on its

2018-2019 Work Plan items, as well as its plan for the 2019-2020 Board year (see attached PowerPoint slides). In addition, she spoke to the new Early Care and Education Initiative unveiled in March by Montgomery County Executive, Marc Elrich and County Council President, Nancy Navarro. The goal of the 4-year action plan is to expand child care spaces in the County, especially accessible to low-income families, by creating 600 new seats – 400 in family

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child care homes. The proposal is currently funded with $7 million. The strategy is to recruit, train, provide business support, and coach 50 future family child care providers and help them obtain the necessary licensing to operate a child care legally in the County. As this initiative is very similar to the idea suggested by the Innovative Programs Committee, the recommendation is to watch the rollout and success of the County initiative and revisit the idea in a future Board year. In addition, Ms. Reuss called for interested persons to volunteer as co-chair of the Innovative Programs Committee for the upcoming Board year.

IV. Wait List Committee Report – Chair Theresa Cruz reported on the committee’s progress on its 2018-2019 Work Plan items, as well as its plan for the 2019-2020 Board year (see attached PowerPoint slides). As of March 31, 2019, there are 842 unique children on the Wait List (over 200 less than pre-NWCCC); this number has been broken down into the number of children waiting for immediate enrollment by center and by age of child (0-2; 2-3; 3-6). Common misconceptions regarding the Wait List were discussed and it was suggested that the Wait List FAQs on the website be updated to include new data and realistic expectations.

In addition, the Wait List Committee is recommending that people be removed from the Wait List after their second decline. Individuals removed would have to re-enroll in order to get back on the Wait List. This change would go into effect on October 1, 2019.

V. Recommendations – Chair Theresa Cruz reviewed the following six Recommendations from the NIH Child Care Board to be included in the 2018-2019 Annual Report:

1. Back-up Care: explore contract model that allows the NIH flexibility in meeting workforce demands.

2. Communications: establish cohesive framework and consistent branding for work-life initiatives and programs within ORS and OD, including a comprehensive gateway/ navigator landing page; and update existing ORS child and family program websites to be mobile responsive.

3. Innovative Programs: support the development and implementation of a 2020 Life@NIH Survey regarding NIH workforce work-life support needs.

4. Membership: create an Office of Human Resources liaison to the Child Care Board position.

5. Wait List: enact second decline removal policy. 6. Child Care Board: request additional staff resources within DATS to support NIH child

and family programs. A motion was made by Chair Theresa Cruz and accept the six recommendations, seconded by Ms. Reaya Reuss, and approved by all voting members in attendance.

VI. 2018-2019 Annual Report – Vice chair Deborah Coelho reviewed the timeline for submitting committee reports and recommendations to the Board chairs and the child and family program team. The goal is to submit the Annual Report to the NIH Director on August 1, 2019.

VII. 2019-2020 Work Plan Draft – Chair Theresa Cruz reviewed the 2019-2020 Work Plan Draft, noting that the objective to create an Office of Human Resources liaison to the Child Care Board position needs to be included under the Membership Committee. Voting members were

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encouraged to review the 2019-2020 Work Plan Draft; a vote to accept and implement the Work Plan will be taken at the September 2019 Board meeting.

Board Initiatives that will be worked on over the summer months: (1) Life@NIH 2020 Survey – Child and Family Programs team will be working with the Office of Quality Management to develop the survey. Purpose of survey is to gauge awareness of and satisfaction with ORS child and family programs and services; results will help in directing ORS/DATS future efforts. Plan to reach out to other stakeholders, e.g., NIH Child Care Board, Aging and Adult Dependent Care Committee, Health and Wellness Council, EAP, Transportation Branch. Innovative Programs Committee will represent the Child Care Board on the project. (2) Work and Family Month October 2019 – Work-life activities will be presented throughout the month, including Work-Life Wednesday webinars and the October 22, 2019 WorkLife@NIH Information Fair. A variety of groups will be invited to the Fair, including the AADCC, EAP, EDI, HWC, Nursing Mothers Program, OHR, and ICs. The Communications and Outreach Committee will support the Child and Family Programs team on this project.

VIII. Board Leadership Discussion – Chair Theresa Cruz noted the leadership framework under

which the Board has been operating for the last three years: Chair, supported by Vice-Chair and immediate Past Chair. The upcoming 2019-2020 will be Dr. Cruz’s last year as Chair of the Board; she will then step into the Past Chair role in support of the new Chair. Dr. Cruz called for interested persons to volunteer as a future Vice-Chair or Chair and to be included in the leadership framework for the upcoming Board year.

IX. Announcements and Adjournment: 1. Farewell to Ms. Reaya Reuss – Chair Theresa Cruz thanked Ms. Reaya Reuss for her six

years of service as a voting member on the Child Care Board, presenting her with a certificate of appreciation.

2. Ms. Tonya Lee presented Golden Star Awards to the voting members and liaisons to the Child Care Board expressing appreciation for their perfect attendance at Board meetings this past year.

3. An announcement was made regarding the recently appointed Well-Being Ambassadors who will act as communication liaisons between ORS and their ICs regarding work-life, fitness and well-being, and child and family programs.

4. Ms. Susan Cook announced that Ms. Tonya Lee, Ms. Linda Owen, Ms. Anne Schmitz, ECDC Executive Director, and Ms. Barbara Acquaviva, ECDC Assistant Director received an ORS Core Value Award for Integrity at the May 10, 2019 ORS Town Hall. The award was given in recognition of their efforts on the ECDC Tenant Improvement Project.

5. The annual Board photo will be taken immediately following adjournment of this meeting. 6. Upcoming Events:

o June 12 – Take a Hike Day o June 20 – NIHFCU Shredding Event o June 26 – Safety Health and Wellness Day

The meeting was adjourned at 11:50 a.m.

The next Board meeting will be held on September 26, 2019 in Building 31A, 11th Floor

Conference Room.

NIH Child Care Board Meeting

May 30, 2019

Welcome

•Minutes from April 2019•Introduce New Board Members •OD Strategic Engagement Request

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Membership Committee

Ms. Deborah Coelho, Chair

Members: Dr. Theresa Cruz, Mr. Dan Lonnerdal, Dr. Suzanne Ryan, and Dr. Kate Winseck

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Innovative Programs Committee

Reaya Reuss and Kristin Dupre, Co-Chairs

Members: Heather Rogers, Deb Coelho, Richard Wyatt, Judith Walters, Kristie Hill, Heather Narver, Blake Warner,

Wendy Henderson, Andrew Bremer

Progress on 2018-2019 Work Plan

Items

• In collaboration with ORS/DATS, develop a program proposal to enhance the local child care workforce, thereby increasing NIH employee access to qualified, quality child care providers in the local community.

• Committee met in December 2018 to discuss proposal concepts

• Focus on QUALITY of care providers, rather than QUANTITY (access)

• Since then…• NCI Feasibility Study• Life@NIH 2.0 coming online• Montgomery County Council and

County Executive Program announced

• Recommendation: Revisit in a future board year.

Progress on 2018-2019 Work Plan

Items

• In consultation with the Office of General Counsel, determine if, and in what capacity, NIH representatives could serve on local government or community forums focused on child care.

• Committee Co-Chairs submitted request to ORS/DATS

• Further refinement and specificity requested

• Will be followed up next board year

Progress on 2018-2019 Work Plan

Items

• Identify additional ideas for program development.

• NIAID/RML, Montana • NIEHS, NC• NCI Feasibility Study• Montgomery County ECE Initiative

Progress on 2018-2019 Work Plan

Items

• Serve as a resource to external organizations that may propose programs to support child and family services for non-FTE NIH staff, who cannot access all the NIH Child and Family Programs services.

• CCB was not approached by FAES this year

• Committee is available as a resource should the CCB receive a request for assistance.

Recommendation (include in Annual

Report)

• Support the development and implementation of a Life@NIH 2.0 survey. The instrument will aid NIH senior leaders by capturing progress since 2012 in meeting NIH employee work-life support needs and identify areas for future enhancement.

Plan for 2019-2020 Board Year

• In consultation with the ORS/DATS and the Office of General Counsel, determine if, and in what capacity, NIH representatives could serve on identified local government or community forums focused on child care.

• If recommendation is approved, in partnership with ORS/DATS and other ORS stakeholder groups, develop concepts and questions related to child and family services to be included in the Life@NIH 2.0 survey instrument.

NIH Child Care BoardWait List Committee

Co-Chairs: Theresa CruzAnne Schmitz

Barbara AcquavivaBlake Warner

Candice AlstonChao Jiang

Christina SeguraDeborah Coelho

Julie Margel

Heather RogersJennifer VillaniKristin DupreLaura BardiniLorena Amaya-HarveyReaya ReussRichard WyattSuzanne RyanDan Lonnerdal

2018-2019 Work Plan

Review impact of opening the NWCCC on the NIH Wait List. Discuss trends in Center enrollment and its relative impact on the NIH Wait List

Review and communicate the findings from the 2018 Survey of NIH Wait List participants to the NIH Child Care Board and other key stakeholders. Determine whether any policy changes should be proposed and discuss timelines for implementation.

Based on the findings of the 2018 Survey of NIH Wait List participants, make specific recommendations to the Strategic Marketing and Communication Committee on program promotion in ongoing communication/ marketing efforts.

1st QTR 2017

2nd QTR 2017

3rd QTR 2017

4th

QTR 2017

1st QTR 2018

2nd QTR 2018

3rd QTR 2018

4th QTR 2018

1st QTR 2019

New Registrations 161 120 99 83 92 77 120 98 95Records Closed 157 120 116 40 41 56 86 15 15Children Waiting 1039 1054 938 883 920 904 882 851 842

Waitlist Numbers

As of March 31, 2019, there are 842 unique children on the waitlist. This is over 200 children less than during the construction of NWCCC.

Number of Children waiting for immediate Enrollment (March 31, 2019)

Number of Children of Wait List by Date of Birth (March 31, 2019)

What’s my wait time vs what’s my number?

Age at Enrollment Date Average Days on waitlist Median Days

age 0-12 (n=263) 335 335

13-24 (n=60) 480 535

25-36 (N=72) 356 372

over 36 (N=91) 193 164

This data does not take into account desired date of enrollment, only the time to the first offer of a spot.

Common Misconceptions

•Of the 444 offers made by NIH Child Care Centers in CY2018, only 39 were offered to siblings. (9%)Only siblings get it!

•Offers were made to 449 children on the waitlist in 2018. That’s about 50% of the list!The waitlist never moves!

•231 parents declined spots compared to 207 who accepted.These spots are like gold. No one ever declines!

•On average, the waitlist manager fields over 200 calls (incoming and outgoing) per month and nearly 2000 emails (incoming and outgoing)

The Waitlist Manager doesn’t do anything.

Recommendations

Starting October 1, 2019, remove people from the list at their second decline. They must actively re-enroll if they want to get back on the list.

2019-2020 Work Plan

Move the Wait List Committee to an annual meeting schedule to review the data.

Work with Communications to advertise the quality programs offered by the NIH Child Care Centers particularly the preschool age (4 and up) opportunities.

Recommendations• Back-up Care Committee

• Continue to explore contract models that allow the NIH flexibility in meeting the demands of its workforce.

• Communication and Outreach Committee• Establish a cohesive framework and

consistent branding to connect work-life initiatives/programs within ORS and OD.

• Develop a comprehensive “gateway” webpage to direct NIH audiences to the diverse work-life resources available to them.

• Update existing websites to be mobile responsive, conform to federal website guidelines and regulations, improve usability, and promote NIH work-life initiatives and programs with a modern, sleek design consistent with NIH branding.

Recommendations

• Innovative Programs • Support the development and

implementation of a Life@NIH 2.0 survey. The instrument will aid NIH senior leaders by capturing progress since 2012 in meeting NIH employee work-life support needs and identify areas for future enhancement.

• Membership• Create an Office of Human Resources

liaison position

• Wait List Committee• Starting October 1, 2019, remove

people from the list at their second decline. They must actively re-enroll if they want to get back on the list.

2018-2019 Annual Report

1 July 2019

Committee Chairs submit sections to Chairs.

15 July 2019

Chairs will send Annual Report to Child and Family Programs Team.

1 Aug. 2019

Annual Report submitted to NIH Director.

2019-2020 Work Plan

Draft

Board Leadership Discussion

Outreach Efforts

• April 17: Lunch and Learn Webinar: How Puberty Affects Brain Development (172 participants)

• May 10: Nurses Week – Information table (22 participants)

• May 15: Work-Life@NIH: A Supervisor’s Guide to Enhancing Workforce Well-being (25 participants)

• Lunch and Learn Webinar: Stress Management for the Sandwich Generation

• Older Americans Month – Special NIA presentation by Dr. Sierra on Geroscience (48 participants)

• May 16: • OHR Financial Fitness Fair (27 participants)• Shady Grove – MOMDADDOCs Group (6 participants)

Announcements and Adjournment

Golden Star Awards

Farewell to Ms. Reaya Reuss

Board Picture

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Announcements and Adjourn

ORS Town Hall

2019-2020 Board

Meeting Dates

September 26, 2019November 7, 2019December 12, 2019January 30, 2020March 12, 2020April 16, 2020May 28, 2020