Lake Tahoe Collaborative

Our Mission: The Lake Tahoe Collaborative (LTC) is a community strengthening group focused on building stability and resilience in our children and families.

February 9, 2015 Minutes, 1:00pm – 2:30pm

  • 1:00pm WelcomeReview and approve the minutes from the January 12, 2015 meeting.
  • Introductions and Announcements from AgenciesMembers are encouraged to share new program or staff changes, important dates, and other pertinent information to the Collaborative.
  • Jane Flavin, Live Violence Free: Tahoe Douglas Rotary Fundraiser for St. Patty’s, March 31strecipients are Tahoe Turning Point, Live Violence Free, Tahoe Young Professionals, buy tickets at any of those agencies. March 6, Lake Tahoe Golf Course, “Vagina Monologues”, auction, dance, cocktail hour, play.
  • Liz Maul, Lake Tahoe Humane Society and S.P.C.A.: They have just moved into a new office at 884 Emerald Bay Road (the cabin right next to Brothers Bar & Grill near the Y).  They will host an open house at their new location between 2pm – 7pm on Tuesday, Feb. 24.  
  • Tina Barna, Choices For Children: Save the Date for “Day of Young Child,” June 6 at Lake Tahoe Community College. There are sponsorship opportunities, application is two sided (participant and sponsorship).
  • Amanda Morozumi, Tahoe Turning Point: As of last week, they have a licensed DUI program. As of March they will offer Independent Living Skills services for foster youth. Still have transitional housing opportunities in Placerville and South Lake Tahoe.
  • Eanad Lott, Live Violence Free, Director of Operations and Client Services: Starting up a new cycle of parenting class, and as of March, in conjunction with Tahoe Turning Point, are offering a Batterers’ Intervention Program.
  • Kelsey Magoon, South Tahoe Drug Free Coalition: Still looking for facilitators; Drug Store Project March 31 at South Tahoe Middle School; just came back from DC; looking for more youth advisory council involvement from middle school and high school students; next meeting is March 3rd, 3:30pm at Boys and Girls Club.
  • Leanne Wagoner, Barton Health: Just concluded the research for Community Health Needs Assessment; should have results delivered to Barton in March and present to the LTC at the April or May meeting. Wellness lectures in February on Sleep Apnea and March on healthy nutrition and eating.
  • Diana Lozano, South Tahoe Library: Programming is running smoothly. Work closely with First 5 and El Dorado County Office of Education.
  • Alexis Foley, Court Appointed Special Advocates: Recruiting advocates for spring training which begins April 28th.
  • Tracy Thomas, Lake Tahoe Community College: Not much to report. First week in March the registration begins for the spring session.
  • Amanda Hammond, Lake Tahoe Unified School District: Works with homeless students.
  • Karen Russell, Lilliput Kinship Care Program: Help those raising a relative’s children. Help folks get legal guardianship, if needed, see flyers.
  • Sabrina Owen, El Dorado County Mental Health: Barton is putting on Mental Health Forum first Thursday in March at South Tahoe High School, all day, intended to help folks know what services are available and where the gaps are.
  • Josefina Solano, El Dorado County Public Health: No cases of measles in El Dorado County. State has funding for measles vaccine for kids and adults, call 573-3155 for more details, $10, but no one turned away.  Chronic Child Neglect workshop in Sacramento, Thursday March 19, www.familyresourcecenters.net
  • Jill Johnston, Welfare: Covered CA open enrollment ending Feb. 15. MediCal has open enrollment all the time, as does CalFresh and Cash Aid.
  • Kaylie Arnold, Girls on the Run: March 16 program begins in South Lake Tahoe. They train for 5k with 3-8th grade girls; volunteer night is this evening, 5-6:30pm at Base Camp Pizza, and need volunteers at Bijou School.
  • Heather Avila, El Dorado County Office of Education: Early Head Start is full and there is a waiting list. Employment positions available: Classrooms Assistant for State Preschool and Head Start and substitutes, visit: www.edcoe.org/site/jobopenings.html
  • Christopher Croft, Tahoe Youth and Family Services: Working with Tahoe Douglas Rotary Club for St. Patty’s Day dinner, $60 (discounted from $75).  Wants to have a non-profit table. Selling raffle tickets for $10 for a Hawaiian vacation, $5 goes to TYFS.
  • Sally Williams, Juvenile Treatment Center: They have just completed a Substance Abuse Treatment Training program and hope to bring the program to the JTC by next month.
  • De-Anne Hooper, South Lake Tahoe Family Resource Center: Friday May 1, Heavenly, Cinco de Mayo. Offering four weekends of skiing four youth at Heavenly, February 22 to March 2, take a bus up and have slots if you know of kids who would like the opportunity.  Just lost a staff member, Luz Maria is working for them now.
  • Tara Styer, Tahoe Transportation District: Transit Team looking at local fixed routes and how to restructure them. If there are stops too close together, need a new stop, stop that does not make sense, contact: Aaron aaronl@tahoetransportation.org with input. 
  • 3. PresentationTHE STUFF THAT AGENDAS ARE MADE OF-the Life Cycle of an Agenda Item  
    1. What feeds an agenda item?
    2. The presentation will focus on the life-cycle of an agenda item for a Board of Supervisors (BOS) meeting including the origins of agenda items, the steps taken on each item and searching for content.  There will also be a brief demonstration of Legistar, the software tool used by the county for processing agenda items.
    3. The Clerk of the Board directs business functions of the Board of Supervisors, serves the public at large and distributes information pertaining to Board of Supervisors meeting agendas and minutes.  They also maintain the current status of filled and vacant positions of approximately 90 Board-appointed committees and commissions.
    4. Jim Mitrisin, Clerk of the Board, El Dorado County, (530) 621-5592, jim.mitrisin@edcgov.us
  •  21 Departments, 280 active users. Policies, ordinances, State Code, MOUs, Personnel, Public Benefit feed agendas.
  • Legistar File Creation by County Departments: Pre-Legistar work, before staff reviews things. All agreements need to be approved by counsel (contracts, ordinances, resolutions), county contracts can take 2-6 months, Legistar file is created; department approval sequence initiated; department head approval; physical documents delivered to Chief Administrative Office (CAO) approval.
  • Agenda Coordinator: Looks at it for formatting, verifications of attachments (electronic only), all PDFs are labeled with a footer and certain file size; forward to CAO for more detailed analysis.
  • CAO Review: Intent of the item, writing style and format (goal of writing for 5th grade reading level), compliance check, CAO review/approval (electronic).
  • Agenda Review Meeting: Attendees (chair, CAO, staff, counsel, Clerk of the Board, Supervisor’s Assistants), review items for the following Tuesday with item placement confirmation (Consent Calendar, Department Matters, Time Allocation/Presentation; Closed Session-ex: Litigation related and Workman’s comp); BOS Planning Calendar review
  • Agenda Clerk: Verify physical documents, make minor corrections, categorized each file (consent, department matters etc.), cross references BOS planning calendar, reorder items alphabetical by department
  • Agenda Clerk: Produce final agenda for publication, duplicate and distribute hard copy packets, publish the agenda to the website, ancillary tasks (Granicus Media Manager-live viewing; iPad, GovDelivery-ListServ subscription).
  • Agenda Clerk: Meeting Date to Minutes Completion, enter all motions/actions while board meeting is happening and helps staff in departments to keep going on their work; following adjournment, trim video (first 15 and last 15 minutes), complete motions, items to/from, add public comment or other late attachments as needed; proof, publish and provide copies of the minutes, add agenda item to next meeting for approval of Minutes
  • Deputy Clerk-Follow Up: obtain Chair’s signature on original documents; scan and add to Legistar “fully executed” documents; prepare minute orders and interoffice memo’s; route appropriate documents to departments for processing; record documents with the recorder clerk as required; agenda file compiled for permanent public record
  • Part II: Brown Act and Agenda Items: 72 hours before a regular meeting, shall post an agenda 
  • Brown Act References: The Act is 23 pages in length.
  • Couple ways to see agendas: EDC website, BOS tabWhen it goes to calendar tab, you can search by pull down menu by subject. Can click on an agenda and click on an attachment. Things are always published 72 hours in advance.
  • Q&A: Jim was in CAO office for 6.5 years as Agenda Coordinator and that role was facilitator for different departments, kingpin between departments.  As Clerk of the Board, he has a staff of 3. Demeanor means a lot in this role; he has to be neutral with all members at all times and has to know rules, policies, and where to stand. Has 3 new supervisors this year, so that’s a lot, some counties get one every few years. His position is at-will, supervisor’s assistants jobs are at-will where supervisors can let go or other supervisor’s majority vote can release an assistant. He gets a lot of questions from supervisors, they come to him with questions, he is a resource.What advice do you give for writing an agenda item? Keeping vocabulary simple is important, keep definitions simple, have similar formatting for agenda items. A lot of Jim’s time and CAO analysts read agendas way in advance to keep formatting and language readable for supervisors.EDC meetings take place, weekly, from 8a-5p; LA County is done with their meetings at 1pm, so they are looking at how to get meetings done sooner.Judy MacCallum is Sue Novasel’s assistant and has been on the job for 20 years. Do you see the flavor of the county changing at all?  Yes, the County has a good and bad reputation and this varies by subject matter and which side of the fence you are on. Internally, it’s becoming a better place to work. Government is still bureaucratic and regulatory and things take time. Just one board member can change the dynamics. There were three new board members this election, so they did two days of intensive team building, used Arbinger Institute model.4. 2:30 pm Adjourn
  1. The Ralph M. Brown Act is wholly contained in CA Govt Codes Title 5. Local Agencies, Div 2, Part 1, Ch 9, Sec 54950-54963
  2. Next LTC meeting March 9, 2015, 1100 Lyons Avenue, Boys and Girls Club Meeting Room, South Lake Tahoe, CA, 1-2:30pm.

Presenters: Tara Styer, Tahoe Transportation District, Specialized Transportation Service &

Mireya Ortega, Tahoe Young Smiles, Program Update & Carol Ledesma, Quality Child Care Matters

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