PERSONNEL COMMITTEE MEETING

Jefferson/Franklin Community Action Corporation

JFCAC

Personnel Committee Meeting – April 12, 2016

Jefferson Franklin Community Action Corporation # 2 Merchant Street

Hillsboro, Missouri 63050

“Building Our Identity Together”

Topic of Discussion Facilitator of Discussion

Bring Meeting to Order Alison Liley HR Report 60 Report Diana Hayes EOC Report (if any) Diana Hayes Grievance Report (if any) Diana Hayes Update on Meeting Cadence Alison Liley Approval of Organization Chart ** Alison Liley Update on Client Injury Diana/Jill Employee Satisfaction Survey Diana Hayes Meeting Adjournment Alison Liley

**Requires a vote that will need to be taken to the full Board

Personnel Committee Meeting February 17, 2016

Attendance Not in Attendance Attendance Board Members Board Member Staff Members Alison Liley Carla Komo Jill Lombardo Carol Cameron Diana Hayes Paula Crewse Michelle Ott The Personnel Committee meeting was called to order at 12:27 pm by Alison Liley at Jefferson Franklin Community Action Corporation, #2 Merchant Drive, Hillsboro, MO 63050. Diana Hayes provided a 60 day (Dec/Jan) Human Resources report. We hired 4 people – Site Supervisor, Teacher, Cook and Substitute Cook. We had more new hires the previous 60 days. We also hired two new part time accountants in the Administration office – one to assist Kristin and the other for Housing. We lost the Mental Health Department in Head Start – one resulting in involuntary termination and the other resigned. We are in the process of hiring a Behavioral Health/Special Services Manager. Susan Killeen was offered the manager positon and she holds a PhD and has a lot of hands on practical job history. We also interviewed for the Mental Health Counselor and waiting for her to accept the position. We had 4 departures from the agency – Corporate Secretary, Lead Cook, Teacher, and Substitute Teacher. We lost 4 employees in the previous 60 days. There wasn’t a lot of turnover by department in December, January and previous 60 days. Diana gave an update on the Head Start employee who tripped on a chair and broke her left arm. She has been released for full duty. No EEO or Plans of Correction to report in December and January. An update on the two teaching staff placed on paid administrative leave. The agency did their own internal investigation and state decided not to investigate. Site Supervisor was interviewed and immediately placed back in classroom. The Teacher received a Plan of Correction but returned to the classroom on February 17th. Plan of Correction was to promote more positive interaction with the children and a referral to the Employee Assistance Program. Jenny Childerson spoke to the teaching staff and parents at the Hematite center regarding the Head Start policies and procedures. If an allegation is made what steps are to be taken. Education Coordinators worked in the classrooms during the paid administrative leave of both staff members so they are now more aware of what is going in the classrooms and what changes need to be made. Last meeting a discussion was brought up regarding the meeting schedule for the personnel committee. At the March meeting, a proposal will be made to the Board that the personnel committee meets on a quarterly basis unless an issue arises. Scorecards will still be coming at a monthly basis. Diana will provide an email update to the committee members every month. The next Personnel Committee meeting will be held on April 12th so the quarterly meetings will begin after that. There was a concern regarding start time of the meeting. Diana will check with Carla Komo regarding the timing issue. If full Board approves the meeting change, the committee will meet in April, July and October. Diana reviewed the update on the salary grid. Mostly title changes not so much salary. The QI Risk Management Manager should be changed to Director. It is salary grade 10 with the other directors in the agency. We will be hiring two more QI technicians whose main focus will be on Head Start but

reporting to Stephanie Kerth. Stephanie Null’s title will change to QI/Risk Management Coordinator. The title of Mental Health Technician will change to Mental Health Counselor. Diana provided a WIPFLI update. WIPFLI helps companies get salaries in line. Part of the agreement is a two year update. WIPFLI is recommending a 2.3% increase based on our area and industry. Jill’s goal is to add 3% every year and add in to each grant every year. Staff would receive these raises in April provided they received a good evaluation. Another issue Diana saw was that Home Educators on the salary grid is Level 3 and Family Advocates is Level 4. Home Educators is an associate degree and they teach in the homes while Family Advocates only need a High School Diploma. This was based on people in the program not their actual position. A re-alignment for each staff and program needs to be completed. We will do a re-alignment and will try to get it aligned properly and hope it doesn’t have a drastic change to the grant and create a salary tool to help keep it aligned. Our goal is to move away from WIPFLI and move towards MACA. Diana provided an update on the HR/Personnel Strategy for 2016. The Human Resources Department is working on job descriptions, finished two organization charts, employee satisfaction survey will have by next meeting to look at, working on standard operating procedures and volunteer program. The Employee Assistance Program has been fully implemented. Supervisors were trained and were helped through performance issues and when and how to intervene. The meeting was adjourned at 1:43 pm. Respectfully submitted by, Michelle Ott Human Resource Specialist

Human Resource Department

60 Day Report

New Hires February 2016 thru March 2016 Department Position Head Start Substitute Teacher/Teacher Aide (1) Head Start Teacher (3) Head Start Substitute Cook (2) Head Start Teacher Aide (1) Head Start Program Secretary (1) Head Start Receptionist (1) Head Start Behavioral Health/Special Services Manager (1) Head Start Mental Health Counselor (1)

Quality Improvement/Risk Management Quality Improvement/Risk Management Technician (2) Administration Accountant (1)

Housing Accountant (1) TOTAL NEW HIRES 14

New Hires Previous 60 days Department Position Head Start Site Supervisor/Teacher (1) Head Start Teacher (1) Head Start Cook (1) Head Start Substitute Cook (1)

TOTAL NEW HIRES PREVIOUS 60 DAYS 4

Transfers Old New WIC Clerk/Peer Counselor Head Start Receptionist Head Start Program Secretary Corporate Secretary

Departures February 2016 thru March 2016 Department Position Resigned Terminated Layoff Retired Head Start Family Educator 1 Head Start Teacher Aide 1 Head Start Cook 1 TOTALS 3 2 1 0 0

Departures Previous 60 days Department Position Resigned Terminated Layoff Retired

Administration Corporate Secretary 1 Head Start Lead Cook 1 Head Start Teacher 1 Head Start Substitute Teacher 1 TOTALS 4

4 0 0 0

Turnover by Department

February 2016 thru March 2016 Department Beginning Count Hired Count Terminated Count Ending Count

Administration 7 1 0 8 Housing 11 1 0 12

Head Start 76 9 3 82 Weatherization 3 0 0 3

WIC 9 0 1 8 Energy 3 0 0 3 CSBG 8 0 0 8

Quality Improvement 2 2 0 4 TOTALS 119 13 4 128

PREVIOUS 60 DAYS Department Beginning Count Hired Count Terminated Count Ending Count

Administration 8 0 1 7 Housing 11 0 0 11

Head Start 75 4 3 76 Weatherization 3 0 0 3

WIC 9 0 0 9 Energy 3 0 0 3 CSGB 8 0 0 8

Quality Improvement 2 0 0 2 TOTALS 119 4 4 119

WORKERS COMPENSATION

We have had two vehicle accidents. They were both the other drivers fault and our staff received no injuries.

EEO

We had no new EEO reports.

PLAN OF CORRECTION

We have no new Plans of Correction.

JFCAC Organizational Chart Updated 2/2016

Federal or State Funding Sources

BOARD of DIRECTORS 1/3 Private, 1/3 Public, 1/3

Low Income

Chief Executive Officer

Chief Administrative

Officer

Human Resources

Maintenance Contracts

IT Contract Payroll

Chief Program Officer

Head Start Policy Council

Head Start WIC

Weatherization Housing

Energy Assistance Community Services Block Grant

Chief Financial Officer

Staff Accountant(s) Accounts

Payable/Receivable

Quality Improvement/Risk

Management Director

Auditors

Chief Executive Officer

Jill Lombardo

Chief Program Officer

Paulette Hensley

Chief Finance Officer

Kristin Firle

Chief Administrative

Officer Diana Hayes

QI/Risk Management

Director Stephanie Kerth

Chief Program Officer

Paulette Hensley

Weatherization Director

Joe White

Housing Director Janna Bittle

CSBG Director Heather Forys

WIC Director Jan Glaze

Head Start Director

Jenny Childerson

Chief Finance Officer Kristin Firle

Accountants Sara Humphrey

Jeannette Vance Danielle Schmidbauer

Chief Administrative Officer Diana Hayes

Corporate Secretary Robin Bradford

Human Resource Specialist Michelle Ott

Quality Improvement/Risk Management Quality Improvement/Risk

Management Director Stephanie Kerth

Quality Improvement/Risk Management Technician

John Galatoire

Quality Improvement/Risk Management Technician

Jennifer Brennan

Quality Improvement/Risk Management Coordinator

Stephanie Null

WEATHERIZATION

Weatherization Director Joe White

Weatherization Specialist David Rose

Weatherization Auditor/Inspector

Dennis Bartels

Housing Inspector Bruce West

Marshall Mason Zed Harwood

HOUSING

Housing Director Janna Bittle

Housing Specialist Cindy Welch

Wanda Lindsey Holly Nunnally

Karen Carrizales

FSS Coordinator Susan Spraul

Maureen Schmidt

Housing Coordinator Holly Skaggs

COMMUNITY SERVICES BLOCK GRANT (CSBG)

CSBG/Energy Director Heather Forys

Community Services Specialist

Amy Voyitenko Emily Thompson Deborah Weeks

Community Services

Coordinator Loetta Blair

Angela Rose Program Assistant

OPEN

Inspector

Community Services Specialist Tiffany Hancock

Neena Werkmann Amanda Fuhrmann

Sandra Wright

WOMEN, INFANTS & CHILDREN (WIC)

WIC Director Jan Glaze

WIC Clerk Gail Dennis

WIC Certifier Alisha Chrisco

Registered Nurse

Tonya Thomas

Nutritionist Jodee Lamp

Glenda Boersig Christine Schrader

Peer Counselor Carrie O'Leary-

Porter Julie Hubbard

HEAD START ORGANIZATIONAL CHART

HS Program Director Jenny Childerson

Heath Services Manager

Terri Rutledge

Educational Services Manager –

Site Based – Kelly Maurath

Family Partnership / Community

Outreach Manager Shannon Mast

Behavioral Health / Special Services

Manager Susan Killeen

Maintenance Manager

Albert (Skip) Lormis

Program Assistant Tracy Williams

Program Secretary Jenny Mead

Education Services Manager – Home

Based Jaclyn Brown

Education Services- Site Based

Education Services Manager- Site Based

Kelly Maurath

Education Coordinator Jennifer Kierns

Education Coordinator Nicole Batten

Education Coordinator OPEN

Education Coordinator Jennifer Kierns

Northwest Site

Supervisor/Teacher - Deborah Wilson

Teacher - Amanda Deisner Teacher Aide -

Sally Gross

Desoto Site Supervisor/

Teacher Angela Asbury

Teacher - Ileana Womble Patricia Hearst Robin Williams Teacher Aide - Nancy Boyster Misty Rhives

Hematite

Site Supervisor/Teacher

Ronda McKalip

Teacher – Debra Schulz

Sarah Doenges Teacher Aide - Charlene Talley

St Clair Site

Supervisor/Teacher Victoria Stahlman

Teacher Aide - Mary Jo Nicks

Christine Kluba

Substitutes Open

Lori Lefler Pam Taylor

Hematite EHS Site

Supervisor Julia Graves

Teacher – Sarah Doenges

Julie Lewis Cindy Krewson Teacher Aide – Tonya Kennard

Education Coordinator Nicole Batten

Union Site

Supervisor/Teacher – Jessica Disney

Teacher - Sarah Johnson Teacher Aide - Amy Hellman

Gray Summit EHS

Site Supervisor/Teacher – Michelle McDaniel

Teacher - Ashley Finder

Meghan Ronnau Tiffany Teems Teacher Aide - Amy Bennett

Gray Summit Site

Supervisor/Teacher – Julia Meyer

Teacher Aide – Jessica Kopp

Pamela Cox-Williams

Fenton Site Supervisor/Teacher

Shawnee Henson-Williams

Teacher- Allyson Urbanski Teacher Aide - Alishah Abbas

Windsor Site Supervisor/Teacher

Janice Holland

Teacher – Kristell McCallister

Teacher Aide – OPEN

Substitutes Angela Robinette

OPEN OPEN

Home Based Services Unit Education Services

Manager- Home Based Jaclyn Brown

Family Educator Betty Culton

Monique Passaro Nicole McKinney Brandi Vincent

Lisa Tindall Crystal Tallent Amy Landon

Karen Williams Judy Vance

Nikki Pascoe

Family Partnership/Community Outreach

Family Partnership/Community Outreach Manager

Shannon Mast

Family Advocate Kathy Greene Megan Smith

Charlene Buckley Jessica Dixon Carrie Kuhl

OPEN

Health Services Health Services Manager

Terri Rutledge

Lead Cook Jay Wohlert (Hematite)

Melissa Jones (Gray Summit) Jessica Banister (Fenton)

Linda Phillips (Union) Anna Evans (Windsor)

Jennifer Johndrow (Northwest)

Cook Open (Gray Summit)

Rebecca DeRousse (Hematite)

Health Technician Kim Vinyard

Tonia Mathews

Behavioral Health / Special Services

Behavioral Health / Special Services Manager

Susan Killeen

Mental Health Tech

Megan Ruopp

Employee Satisfaction

1. Overall, how satisfied are you working for JFCAC?*

2. To what extent do you agree with the following statement: I would recommend this company as a goodplace to work.*

3. What I like best about working for JFCAC is . . . .*

4. Things that JFCAC should do to make it a better workplace are . . .*

Disagree

CompletelyStronglyDisagree

SomewhatDisagree

Neither AgreeNor Disagree

SomewhatAgree

StronglyAgree

AgreeCompletely

The Agency clearlyconveys its mission to itsemployees.

The Agency clearlyconveys its mission to itsclients.

I agree with the Agency'soverall mission.

I feel like I am a part ofJFCAC.

There is goodcommunication fromemployees to managersat JFCAC.

There is goodcommunication frommanagers to employeesat JFCAC.

5. Please indicate the extent to which you agree with the following statements.*

6. Overall, how satisfied are you working in your department?*

Extremely Dissatisfied

Very Dissatisfied

Somewhat Dissatisfied

Neutral

Somewhat Satisfied

Extremely Satisfied

7. What I like best about working in my department is . . . *

8. Things that my department should do to make it a better place to work are. . .*

Disagree

CompletelyStronglyDisagree

SomewhatDisagree

Neither AgreeNor Disagree

SomewhatAgree

StronglyAgree

AgreeCompletely

My job gives me theopportunity to learn.

I have the tools andresources i need to domy job.

I have the training I needto do my job.

I receive the right amountof recognition for mywork.

I feel underutilized in myjob.

The amount of workexpected of me isreasonable.

It is easy to get alongwith my colleagues.

The morale in mydepartment is high.

People in my departmentcommunicate sufficientlywith one another.

9. Please indicate the extent to which you agree with the following statements:*

10. Which of the above factors most strongly affects your satisfaction with your work? Why?*

Disagree

CompletelyStronglyDisagree

SomewhatDisagree

Neither AgreeNor Disagree

SomewhatAgree

StronglyAgree

AgreeCompletely

Overall, my supervisordoes a good job.

My supervisor activelylistens to mysuggestions.

My supervisor enablesme to perform at mybest.

My supervisor promotesan atmosphere ofteamwork.

It is clear to me what mysupervisor expects of meregarding my jobperformance.

My supervisor providesme with suggestions onwhat i can do to improve.

When I have questionsor concerns, mysupervisor is able toaddress them.

11. Please indicate the extent to which you agree with the following statements:*

12. What else about your supervisor affects your job satisfaction?*

CompletelyDissatisfied

VeryDissatisfied

SomewhatDissatisfied Neutral

SomewhatSatisfied Very Satisfied

CompletelySatisfied

your base pay?

your career progressionat JFCAC thus far?

your possibilities forfuture career progressionat JFCAC?

the annual (vacation)leave you receive?

the retirement plan?

your medical insurance?

other benefits offered byJFCAC?

the process used todetermine annual raises?

the performanceevaluation tool currentlyused?

13. How satisfied are you with. . . *

14. What other aspects of your job significantly affect your overall job satisfaction?*

15. What is your current position?*

Administation

Management

Clerical

Direct Client Services

16. In which department do you work?*

Administration

Head Start

Housing

Weatherization

CSBG

WIC

17. How many years have you been with JFCAC?*

Less than a year?

1 - 3 years

4 - 6 years

More than six years

Employee Satisfaction 2

1. Please rate your overall satisfaction working at JFCAC.

Very dissatisfied

Somewhat dissatisfied

Neutral

Somewhat satisfied

Very Satisfied

2. Please explain below why you gave the above rating.

Strongly disagree DisagreeNeither agree or

disagree Agree Strongly agree

Work assignments aredelegated appropriatelywithin my team.

I have a clearunderstanding of my jobresponsibilities.

I feel challenged by thework I do.

I am satisfied with thetotal compensationpackage I receive fromthe agency.

I am motivated by theopportunities forpromotion in thiscompany.

My supervisor gives meuseful feedback abouthow to improve myperformance.

I have the skillsnecessary to do my job.

I like my coworkers.

My coworkers sharetheir knowledge andabilities with others.

I have a clearunderstanding ofJFCAC's goals andobjective.

I think my performanceon the job is evaluatedfairly.

There is an atmosphereof respect and trustwithin my department.

3. Please rate your level of agreement or disagreement with the following statements concerning youremployment at JFCAC.

4. If asked by a friend or business associate, how likely would you be to recommend JFCAC as a place towork?

Definitely not

Probably not

Might or might not

Probably would

Definitely would

5. Aside from the issues you have already described/rated in this survey, are there any other comments you would like to share?

6. What is your managerial status?

Non-Manager

Manager

7. How many years have you worked at this organization?

0 to 1 year

2 to 5 years

6 to 10 years

10+ years

8. What department do you work in?

Administration/Quality Improvement

Weatherization/Housing/WIC

Head Start/CSBG