1. education

WIB PROCEDURES MANUAL
FOR THE
Workforce Investment Board
of
Columbia & Greene Counties
Workforce Investment Board of Columbia & Greene Counties
Contents
Section 1: WIB Consulting Director ......................................................................................... 3
Policy 100: WIB Consulting Director Responsibilities .......................................................... 4
Policy 101: Overview of WIB-WIO Responsibilities ............................................................. 7
Workforce Investment Office (WIO) Responsibilities ........................................................ 7
WIB Consulting Director Responsibilities ......................................................................... 7
Section 2: Board Membership ................................................................................................. 9
Policy 200: Recruitment of New Board Members .............................................................. 10
Policy 201: Prospective Board Member Introductory Packet ............................................ 12
Policy 202: New Board Member Welcome Packet ........................................................... 13
Policy 203: Membership Changes ................................................................................... 14
Policy 204: Reappointment of WIB members .................................................................... 15
Policy: 205: Board Officer Nominations-Elections ............................................................. 16
Policy 206: Member Recognition ....................................................................................... 17
Section 3: Board Member Education ..................................................................................... 18
Policy 300: Membership Expectations ............................................................................... 19
Policy 301: Workforce Terminology ................................................................................... 20
Section 4: Meeting Coordination ........................................................................................... 21
Policy 400: Agenda Format................................................................................................ 22
Policy 401: Scheduling Committee Meetings ..................................................................... 23
Policy 402: Scheduling Board meetings............................................................................. 24
Policy 403: Meeting Minutes .............................................................................................. 25
Section 5: Committees .......................................................................................................... 26
Policy 500: Committees-General ....................................................................................... 27
Policy 501: Executive Committee ...................................................................................... 28
Policy 502: Local WIB Directors Meeting ........................................................................... 29
Policy 503: B.E.S.T. Steering Committee .......................................................................... 30
Section 6: Youth Council Activities ........................................................................................ 31
Policy 600: Youth Program Provider Evaluations .............................................................. 32
Policy 601: Process for Request for Proposals (RFP) ....................................................... 34
Policy 602: Annual Youth Dinner ....................................................................................... 35
Section 7: Employer Linkages ............................................................................................... 37
Policy 700: Promoting Business Participation .................................................................... 38
Section 8: Communication..................................................................................................... 39
Policy 800: Communication-WIB Chair .............................................................................. 40
Policy 801: Communication-WIO Director Interactions ...................................................... 41
Section 9: Monitoring ............................................................................................................. 42
Policy 900: Monitoring....................................................................................................... 43
Policy 901: Functional Alignment Individual Record Review Guide from PY06 ................ 45
Appendix ............................................................................................................................... 49
Sample: Board Meeting Agenda ............................................................................................ 50
Sample: Committee Agenda.................................................................................................. 52
Sample: Minutes.................................................................................................................... 53
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Workforce Investment Board of Columbia & Greene Counties
Section 1: WIB Consulting
Director
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Workforce Investment Board of Columbia & Greene Counties
Policy 100: WIB Consulting Director Responsibilities
Effective Date: January 18, 2006
Approved By:
Amended Date: November 3, 2013
Policy: The WIB Consulting Director is responsible for assisting the Board in its policy
making role by coordinating and participating in all Board activities. The WIB Consulting
Director will work in close cooperation with the Workforce Investment Office (WIO) Director.
In addition, the WIB Consulting Director will serve as liaison between the Board and the
Greene County Legislature and Columbia County Board of Supervisors as well as on behalf
of the WIB Chairperson. The WIB Consulting Director will attend and participate in WIB
Directors meetings in Albany and Syracuse, as scheduled.
Reference Documents:
 WIB Agenda-Sample;
 Sample Committee/Board meeting minutes;
 Recruitment SOPS;
 YC Program Evaluation form-Sample
 Sample RFP
 SOP-YC-Annual Dinner
 SOP-Monitoring
Procedures:
1. Responsible for coordinating all Board and Committee meetings
a. Create agendas (see Agenda sample), schedule meetings, e-mail possible
meeting dates to members, based on response-select appropriate date for
meeting.
b. Send meeting confirmation, prepare materials and staff all functions.
c. Schedule rooms with WIO office, give count of attendees so they can arrange for
space and refreshments.
d. Send meeting reminder notice one week before event. One-two days before
meeting call members you haven’t heard from to confirm their participation.
e. For Board meetings, you must ensure quorum (18 members) attends or no
business can be conducted. If members indicate they can only attend part of
meeting, inform Chair so he/she can rearrange meeting to vote on resolutions.
f. Assist the committees in meeting their goals and objectives.
2. Responsible for handling the minutes for all meetings.
a. Attend all meetings and take notes.
b. Confirm attendance.
c. Type up minutes in Word using format provided. (See sample Committee/Board
meeting minutes.)
d. E-mail minutes to WIO Director for review. Make any needed revisions and send
out minutes to all Committee/Board members.
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Workforce Investment Board of Columbia & Greene Counties
3. Responsible for maintaining Board membership
a. In a manner consistent with the law and it’s implementing regulations, while
ensuring equal representation for both counties. (See Recruitment SOPS)
b. Annually, update members needing reappointment from Columbia or Greene
Counties.
4. Selection of Operators and Providers
a. The WIB Director will assist the board with the selection of the One Stop Operator,
Satellite sites, and the providers of youth, training and intensive services.
(Generally done annually through work in committees.)
5. Employment Statistics System
a. The WIB Consulting Director will assist the board in working with the state in
developing the statewide employment statistic system that is part of the Wagner
Peyser Act.
b. . Statistics are presented at the full Board meeting through the One Stop Operator
report.
6. Employer Linkages
a. The WIB Consulting Director will assist the board in coordinating with local
economic development strategies and developing employer linkages with such
activities.
This activity is usually done through work on Business Services committees,
Economic Development reports and regional partner meetings.
7. Connecting, Brokering, and Coaching
a. The WIB Consulting Director will assist the board in promoting the participation of
private sector employers in the system and ensuring the effective provision of
connecting, brokering and coaching activities to assist employers in meeting hiring
needs.
b. Work in conjunction with committees and WIO to do this.
8. Youth Council
a. Assist the council in making their recommendations to the Board on the eligible
providers of youth activities that should be awarded contracts and handle other
duties determined to be appropriate by the chairperson of the board.
b. Annually (Generally late November or early December), schedule evaluation visits
with Youth Providers. Arrange for Council volunteers to accompany you on visits.
Prepare evaluation forms and conduct interviews with a sample of youth in
programs. (See YC Program Evaluation form-Sample)
c. In early April work with Youth Council to prepare refunding application for youth
providers. (See sample RFP)
d. Assist WIO Youth staff in preparing for Annual Youth Dinner. (See SOP-YCAnnual Dinner) (Dinner based on two or more in-school youth providers)
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Workforce Investment Board of Columbia & Greene Counties
9. Maintain regular communication with the WIB Chairperson
a. Perform any necessary duties on his or her behalf.
b. Check in with chair on a bi-weekly basis. Keep in touch via phone and e-mail.
10. Maintain regular communication with the Greene County Legislature and Columbia
County Board of Supervisors on behalf of the WIB Chairperson.
a. Prepare Quarterly report of activities and send to all County elected
representatives.
b. Communicate with each official regarding Board vacancies. (See SOPRecruitment)
c. Annually, (March) check expiring terms of Board members and send roster of
updates to each county official. (See WIB/Members/2006/Reappointments )
11. Maintain regular communication with One-Stop partner organizations including WIO,
NYSDOES, Acces-VR, Questar III, Columbia Greene Community College, Columbia
County DSS, Columbia County OFA, Greene County DSS, and Catskill Housing
Authority in preparing for WIB meetings and dealing with other system related issues.
a. Work closely with the WIO Director and staff at CGCC.
b. Attend & participate in bi-monthly WIB Directors statewide meetings in Albany or
Syracuse, as scheduled.
c. Contact with other partners is on an as needed basis.
12. Monitoring-NYS Department of Labor requires the WIB Consulting Director to perform
on-site monitoring of WIO client records.
a. This monitoring is done on a quarterly basis.(see SOP- Monitoring for schedule)
b. Contact is made directly with WIO Staff. (See SOP-Monitoring)
c. NYSDOL provides a monitoring format.
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Workforce Investment Board of Columbia & Greene Counties
Policy 101: Overview of WIB-WIO Responsibilities
Workforce Investment Office (WIO) Responsibilities
LOCAL PLAN:
The WIO office will be responsible developing and submitting the local plan, including the
Memorandum of Understanding between the local board and the One-Stop Partners, to the
Governor.
SELECTION OF OPERATORS AND PROVIDERS:
The WIO office will be responsible for the creation and dissemination of RFP’s for Providers
of youth and intensive services, and will maintain the list of providers of training services.
BUDGET AND ADMINISTRATION:
The WIO office will act as the grant subrecipient and be responsible for developing the Board
budget and the dispersal of funds. It will also accept grants and donations.
PROGRAM OVERSIGHT:
The WIO office will have the responsibility of conducting oversight of youth contracts, local
employment and training activities and the one stop system.
NEGOTIATION OF LOCAL PERFORMANCE MEASURES;
The WIO office will negotiate performance standards with the Dept. of Labor on a yearly
basis.
WIB Consulting Director Responsibilities
The WIB Consulting Director will be responsible for coordinating all Board and Committee
meetings, including the Youth Council. This includes scheduling meetings, disseminating
information, arranging for space and refreshments, creating agendas, preparing materials
and staffing all functions. The Director will also be responsible for handling the minutes for all
committee and youth council meeting. The Director will also be involved in assisting the
committees in meeting their goals and objectives.
In addition, the WIB Consulting Director will be responsible for maintaining Board
membership in a manner consistent with the law and it’s implementing regulations, while
ensuring equal representation for both counties.
The WIB Consulting Director will also be responsible for the following functions as outlined in
the WIA law:
SELECTION OF OPERATORS AND PROVIDERS:
The WIB Consulting Director will assist the board with the selection of the One Stop
Operator, Satellite sites, and the providers of youth, training and intensive services.
EMPLOYMENT STATISTICS SYSTEM
The WIB Consulting Director will assist the board in working with the state in developing the
statewide employment statistic system that is part of the Wagner Peyser Act.
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Workforce Investment Board of Columbia & Greene Counties
EMPLOYER LINKAGES:
The WIB Consulting Director will assist the board in coordinating with local economic
development strategies and developing employer linkages with such activities.
CONNECTING, BROKERING, AND COACHING
The WIB Consulting Director will assist the board in promoting the participation of private
sector employers in the system and ensuring the effective provision of connecting, brokering
and coaching activities to assist employers in meeting hiring needs.
YOUTH COUNCIL:
The WIB Consulting Director will assist the council in making their recommendations to the
Board on the eligible providers of youth activities that should be awarded contracts and
handle other duties determined to be appropriate by the chairperson of the board.
MONITORING:
NYS Department of Labor requires the WIB Consulting Director to perform on-site monitoring
of WIO client records.
a. This monitoring is done on a quarterly basis.
b. Contact is made directly with WIO Staff. (See SOP-Monitoring)
c. NYSDOL provides a monitoring format.
Additional responsibilities are to:
Maintain regular communication with the WIB Chairperson and perform any necessary duties
on his or her behalf.
Maintain regular communication with One-Stop partner organizations including WIO,
NYSDOES, Acces-VR, Questar III, Columbia Greene Community College, Columbia County
DSS, Columbia County OFA, Greene County DSS, and Catskill Housing Authority in
preparing for WIB meetings and dealing with other system related issues.
Maintain regular communication with the Greene County Legislature and Columbia County
Board of Supervisors on behalf of the WIB Chairperson.
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Workforce Investment Board of Columbia & Greene Counties
Section 2: Board
Membership
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Workforce Investment Board of Columbia & Greene Counties
Policy 200: Recruitment of New Board Members
Effective Date: 9/9/2003
Approved By: Executive Committee
Amended Date: 2/3/06, 10/28/13
Policy:
The Workforce Investment Board of Columbia and Greene Counties is mandated by its bylaws to maintain its membership level at not more than thirty-four members. Nine members
from each county must be business members and constitute a majority of the membership of
the Board. Business members are owners of business concerns, chief executives or chief
operating officers of non-governmental employers, or other business executives who have
substantial management or policy responsibility. Business representatives on the Board
reasonably represent the industrial and demographic composition of the business
community.
The WIB Consulting Director to the Board is responsible for recruitment of members and
maintaining communication with governmental agencies, WIO Director, Board chair and
Board members as regards the status of these efforts.
Reference Documents:
 WIB By-Laws;
 Prospective Board Member Introductory packet
Procedures:
1. Accept resignation of current member.
2. Forward resignation to legislator or supervisor.
3. Discuss slot to be filled with legislator or supervisor before approaching any potential
new members.
4. Discuss opening with WIO Director and Board chair to determine suitable replacement
5. Send out request to all Executive Committee members for suggestions as to
replacement.
6. Contact suitable candidates by letter with follow up call to inquire about their interest
in serving on the Workforce Investment Board.
7. If the potential candidate is interested in learning more about the opportunity to serve
on the Board, the consultant will schedule a face-to-face meeting at the candidate’s
place of employment or other suitable location.
8. A Prospective Board Member introductory Packet is compiled and shared with the
candidate. A brief discussion of the Board and members expectations is discussed
and the candidate is asked whether they would like to serve on the Board. Discuss
and declare any conflicts of interest in the potential member serving on the WIB. If the
candidate agrees to serve, the consultant outlines the steps to be taken to secure the
appointment. The candidate is left with the information packet and is asked to provide
a brief bio and list of their affiliations via e-mail.
9. Upon receipt of the requested info, a letter is forwarded to the county Chamber of
Commerce or appropriate trade organization regarding their recommendation of the
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Workforce Investment Board of Columbia & Greene Counties
appointee to the Board. The chamber and/or trade organization then forwards the
letter to their local governmental body for appointment. Partner members require a
letter of sponsorship from the Commissioner/Director or appropriate agency
representative, which is submitted to the BOS or Legislature when requesting
consideration for appointment.
10. When the consultant receives the copy of the appointment, a telephone call or email is
made to the new board members advising them of the formal confirmation.
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Workforce Investment Board of Columbia & Greene Counties
Policy 201: Prospective Board Member Introductory Packet
Effective Date: 9/9/2003
Approved By: Executive Committee
Amended Date: 2/3/06
Policy:
All prospective board members will have a face-to-face meeting with the WIB consultant and
other workforce member as appropriate to discuss their interest in serving on the Workforce
Investment Board of Columbia and Greene Counties.
Reference Documents:
 WIB By-Laws;
 Prospective Board Member Introductory packet
Procedures:
1. The Board Consultant will schedule a meeting with the prospective candidate to
discuss what the Board is, what is required of Board members and what the candidate
can gain by serving on the Board.
2. An informational packet is prepared that will include:
a. WIB-help sheet
b. Membership requirements
c. Membership roster
d. Board Committees
e. Workforce NY brochure
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Workforce Investment Board of Columbia & Greene Counties
Policy 202: New Board Member Welcome Packet
Effective Date: 9/9/03
Approved By: Executive Committee
Amended Date: 1/2/06, 10/28/13
Policy: Once the Board Consulting Director has received confirmation of appointment to the
Workforce Investment Board of Columbia and Greene Counties, new members will receive a
welcome letter and packet.
Reference Documents:
 WIB By-Laws;
 New Board Member Welcome packet
Procedures:
1. A telephone call is made to new members after official notification is received of their
appointment to welcome them to the Board.
2. A welcome letter is generated outlining the schedule for the next Board meeting.
3. A welcome packet is compiled in a report cover. This packet includes:
a. Board by-laws
b. Membership Roster
c. Board committees
d. Committee assignments
e. Workforce Terminology definitions
f. CGCC site map
g. Meeting schedule
h. County Ethic Packet (mailed to new member by Greene Legislators office,
copied from Columbia County website for Columbia members)
i. One Stop Fact sheets, as applicable
j. Career Center Services Handbook for the current program year
k. Current grant information as applicable (ie; 2012- 2014 WIF)
4. Information is delivered to the new member.
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Workforce Investment Board of Columbia & Greene Counties
Policy 203: Membership Changes
Effective Date: 2/6/06
Approved By:
Amended Date: 10/28/13
Policy: To provide the Local Workforce Investment Areas with a mechanism for
communicating WIB changes to the Department of Labor, WIBs have the obligation to report
changes in their board membership to the New York State Department of Labor within 30
days of a change.
Reference Documents:
 TEGL 04-0-found on the web at http://labor.ny.gov/workforcenypartners/tas.shtm
 See computer file-Members
Procedures:
1. Since the Department of Labor is required, by statute, to certify that the composition of
each WIB is consistent with the requirements of the Workforce Investment Act and
related State criteria, it is critical that each Local Area provide prompt updates
whenever changes in WIB membership occur.
2. Therefore, notices of changes in WIB membership must be submitted to the
Department within 30 days of occurrence. This reporting requirement should in no
way delay, or impede, the new member in the full performance of his/her duties,
including casting votes during WIB meetings.
3. To fulfill this requirement the WIB Consulting Director is responsible for the completion
of the summary form, "Notice of Change in Membership of Local Workforce
Investment Board." It is permissible to do several changes at one time, rather than
one at a time.
4. Complete the appropriate accompanying form(s)
a. Provide the details for the new business representative(s) using the form,
"Local WIB Composition - Business Representatives"
b. Provide details for all other new representative(s) using the form, "Local WIB
Composition - Other-than-Business"
5. As each form is completed, save it for your records.
6. Forward the forms to the Department by following the directions provided on the
bottom of the last form. Once received, the requested changes will be reviewed.
7. An e-mail is sent to the WIB Consulting Director notifying them of the changes.
8. The Chief Elected Official(s) will be notified when the changes have been recorded in
the Department's official records. It is not necessary, however, for new WIB members
to delay their full participation pending issuance of this notification.
9. Periodically, the WIB Consulting Director will check the website,
http://labor.ny.gov/workforcenypartners/lwia/localboards.shtm and look under the
heading Certified Local Boards to check the Columbia-Greene listing for accuracy.
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Workforce Investment Board of Columbia & Greene Counties
Policy 204: Reappointment of WIB members
Effective Date: 2/9/06
Approved By:
Amended Date: 10/28/13
Policy: Annually a review is made of the expiration of terms for WIB members. It is the
responsibility of the WIB Consulting Director to review all terms and forward that information
to the WIB member’s county of origin for reappointment.
Reference Documents:
 See computer file; Members, Reappointments (Excel Spreadsheet)
Procedures:
1. Approximately in March of the current program year, the WIB Consulting Director
reviews the list of members to determine if any reappointments are due in that
program year.
2. The Reappointments listed is arranged by county and by sector. All reappointments
after the initial appointment are for three years. For each member that is due a
reappointment, mark in the Reappointment column the next scheduled date (three
years out) in bold.
3. Once the review has been completed, print out the reappointments by County.
4. Send an e-mail to Board members informing them that they are up for reappointment
and if an individual does not want to be reappointed, they should advise the WIB
Consulting Director who will then inform the appropriate elected officials.
5. Mail the Columbia County reappointments to the Board of Supervisors with a note to
the attention of the Clerk requesting the reappointments be made effective for July 1 st.
(This is usually done in March to give the Board time to get it on their agenda.)
6. Mail or e-mail the Greene County reappointments to Clerk in charge of the Greene
County Legislatures WIB section. (Currently, Tammy Scavillo.) Utilize the same time
frame unless you are contacted earlier in the year for the information.
7. Inform the Board members at the July meeting that they have been reappointed.
8. Revise the list to show the reappointments in the appointment column and remove the
old date and clear the reappointments column.
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Workforce Investment Board of Columbia & Greene Counties
Policy: 205: Board Officer Nominations-Elections
Effective Date: 2/24/06
Approved By:
Amended Date:
Policy: Officers shall be elected by a majority vote of the members present at a meeting
consistent with quorum requirements when a vacancy occurs or terms expire. The
election of officers shall follow the Board By-laws.
Reference Documents:
 Board By-Laws-Article V-Section1& Article VIII-Section 2
 Sample- Board Officer Nomination letter
Procedures:
1. Approximately every two years, terms of officers will expire on June 30th. The WIB
Consulting Director will track changes to member’s terms and will inform the
Executive Committee at its May meeting that terms are expiring.
2. At that meeting, the Board Chairperson will appoint a Nominating Committee
consisting of three (3) Board members for the purpose of nominating officers and
board replacements prior to the expiration of existing terms.
3. The Nominating Committee will schedule a meeting to submit to the Board a slate of
officers to assume office on the first day of July following their election.
4. The Nominating Committee will nominate Board members for the positions of ViceChairperson, Secretary, and Treasurer (as needed) as per Article V, Section 1.
5. The Chair of the Nominating Committee will have the WIB Consulting Director mail
to all Board members, prior to the annual election (30 days notice required), a list of
nominees recommended by the Nominating Committee.
6. At the Board meeting, nominations will be accepted from the floor as long as the
nominee is present or a letter is in hand from the nominee stating they will accept
the nomination.
7. The Chairperson will be elected from among the private sector representatives of
one county. The Vice-Chairperson will be elected from among the private sector
representatives of the other county. At the end of the Chairperson’s term, the Vice
Chairperson will ascend to the office of Chairperson.
8. The Vice Chairperson will be elected from among the private sector representatives
of the county with the open seat.
9. A Secretary and Treasurer shall be elected from the membership at large. Terms of
office are for a two (2)-year period commencing on July 1.
10. The Secretary and Treasurer may be reelected to succeeding terms at the discretion
of the Board.
11. If the Chairperson or Vice Chairperson must resign before the completion of their
term, the Executive Committee will appoint a private sector representative from the
same county of the Officer who resigned to complete the balance of the term of
office.
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Workforce Investment Board of Columbia & Greene Counties
Policy 206: Member Recognition
Effective Date: 2/23/06
Amended Date: 10/28/13
Approved By:
Policy: The time and effort that Board members put into their work on the Board is greatly
valued. Periodically, members are recognized for achievements through letters, cards,
certificates, a year-end thank you and other means recommended by the Board Chair.
Reference Documents:
 Certificate of Appreciation
 See computer file-Members 2006
 See computer file-Projects/Thank you cards
Procedures:
1. The WIB Consulting Director is responsible for keeping track of member community or
business achievements. The WIB Chair may also communicate achievements that
need to be sent to a Board or community member. Updates on member
accomplishments will be included under “good and welfare” in the meeting.
2. When a member leaves the Board on good terms, a certificate of appreciation/Letter
of appreciation is prepared by the WIB Consulting Director .
3. The WIB Chair will sign letters of appreciation. Both the chair and vice chair will sign
certificates of appreciation.
4. Annually, prior to the end of the calendar year, the WIB Consulting Director will draft a
thank you card to be sent to all Board members. He/She will share the draft with the
WIB Chair for input and approval.
5. The WIB Consulting Director will prepare the cards, addresses and bring them for
signing by the Chair. Once the cards are signed they are mailed to all members.
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Workforce Investment Board of Columbia & Greene Counties
Section 3: Board Member
Education
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Workforce Investment Board of Columbia & Greene Counties
Policy 300: Membership Expectations
Effective Date: 9/9/03
Approved By: Executive Committee
Amended Date: 10/28/13
Policy: The overall responsibility of a board member is to use their knowledge, experience,
insight and influence to help achieve the purpose of the Board. Each member is expected to
be an active participant in the Board’s proceedings. In addition, each member is expected to
join one of the Standing Committees of the Board.
Reference Documents:
 WIB Bylaws;
 Membership Requirements and Responsibilities Brochure
Procedures:
1. New Board members are informed of what is expected of them from their first meeting
with the Board Consultant.
2. A copy of the Membership Requirements and Responsibilities informational packet is
given to interested candidates.
3. The WIB Consulting Director and Executive Committee members are available to
answer any questions the new member may have.
4. A tour of the Workforce Office is scheduled for new members who have not had the
opportunity to visit the One Stop Office.
5. Once the new member has had the opportunity to attend one to two meetings, a
committee appointment should be planned.
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Workforce Investment Board of Columbia & Greene Counties
Policy 301: Workforce Terminology
Effective Date: 9/23/2003
Approved By: Executive Committee
Amended Date: 10/28/13
Policy: As part of the educational process for new members, terms used in the Workforce
Development system will be defined and provided to members as a reference document.
Reference Documents:
 Workforce Development System Terminology Definitions
Procedures:
1. A list of all workforce terminology will be compiled, defined, reviewed by the
Workforce Investment Office and Partner agencies and approved by the Executive
Committee.
2. Upon approval the definitions will be sent to all current board members.
3. The definitions will become part of the New Board Member Welcome packet.
4. Include the terminology that is included in current discussion topics on the Board
agenda.
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Workforce Investment Board of Columbia & Greene Counties
Section 4: Meeting
Coordination
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Workforce Investment Board of Columbia & Greene Counties
Policy 400: Agenda Format
Effective Date: January 1, 2006
Amended Date: 10-28-13
Approved By:
Policy: The creation of a workable agenda is central to conducting the business of the
Board.
Reference Documents:
 See Computer file-WIB Committees-General Info-Draft Agenda items-December
2005.
 See Sample Agenda Format
 See Computer file-WIB-Board meetings-2006-Meetings-Draft-BD agenda format
Procedures:
1. Approximately one and ½ months before the quarterly Board meeting, a draft agenda
ideas report is compiled by the WIB Director.
2. Ideas for the agenda come from a review of the past committee minutes and the
Workforce Investment Office Director.
3. With the assistance of the WIO Director prepare draft agendas for each committee.
4. Send the draft agenda items to the Chair and the individual committee chairs to
determine if they need anything else included on the agenda.
5. For the Board meeting agenda, compile a draft format based on the sample BD
Agenda Format.
6. E-mail draft agenda to WIO Director for inclusions. Make any suggested changes.
7. Schedule a meeting with the Chair approximately one week before Board meeting to
review Agenda. Make any changes needed.
8. E-mail Agenda out to Board members 1-2 days before Board meeting.
9. When sending out the agenda, include a proxy vote for those who cannot attend the
meeting. Proxy votes can only be counted when a quorum is present at the meeting.
Proxy votes require a signature. The voting form can be faxed to the WIO office or
emailed to the consulting Director prior to the start of the meeting.
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Workforce Investment Board of Columbia & Greene Counties
Policy 401: Scheduling Committee Meetings
Effective Date: January 1, 2006
Approved By:
Amended Date: 10- 28-13
Policy: All Workforce Investment Board meetings will be scheduled to maximize Board
members attendance.
Reference Documents:
 SOP-Agenda Format
Procedures:
1. After the meeting agenda has been determined, the WIB Consulting Director will send
out a request to the committee chair to schedule a meeting. The WIB Consulting
Director will select two potential dates and times for the meeting.
2. Upon receipt of Committee chair meeting date selection an email will be sent out to
the members asking which date(s) works for the majority to schedule a meeting.
Members will be requested to confirm which date(s) works for them.
3. When committee meetings are scheduled and confirmed a request is e-mailed to the
WIO Director for meeting rooms.
4. Once the WIB Consulting Director hears from a majority of the committee members
an e-mail is sent out confirming the meeting date and the room number. Those who
did not respond to the original e-mail will be asked to confirm whether or not they will
attend.
5. Approximately one week before the committee meeting, another e-mail is sent out as
a reminder to members.
6. Also, one week ahead, an e-mail or phone call is made to the WIO Director, giving the
approximate number of persons attending for food count.
7. One to two days before the meeting, phone calls are made to committee members
that have still not responded. The agenda is emailed out to all the day before the
meeting as a final reminder, along with confirmation of the meeting location.
8. The agenda is e-mailed to the WIO Director so copies can be made by staff for the
meeting.
9. The WIB Consulting Director hands out the agendas and any additional info at the
committee meeting.
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Workforce Investment Board of Columbia & Greene Counties
Policy 402: Scheduling Board meetings
Effective Date: 2/3/06
Approved By:
Amended Date:
Policy: Board meetings are scheduled a year in advance following a quarterly schedule.
Generally meetings are set for the months of October, January, April and July.
Reference Documents:
 WIB Agenda-Sample
 WIB Board meetings-2005-2006
Procedures:
1. When setting the July Board meeting agenda look at the calendar for the coming year
and select tentative dates for the next year.
2. E-mail your selections to WIB Chair and WIO Director to see if any conflicts are in the
dates you selected.
3. Once you received confirmation that the dates are good, place the dates on the Board
agenda.
4. At the July Board meeting, encourage members to look at the next year’s dates and to
put them on their calendar. Send a follow up email after the July meeting to again
secure the upcoming year’s meeting dates.
5. Make a copy of the Board meeting dates for future reference and to send to new
Board members. Include upcoming meeting dates on all agendas as a reminder.
24
Workforce Investment Board of Columbia & Greene Counties
Policy 403: Meeting Minutes
Effective Date: January 1, 2006
Amended Date: 10-28-13
Approved By:
Policy: The WIB Consulting Director is responsible for attending all committee and Board
meetings as well as taking accurate, clear and concise minutes of the meetings.
Reference Documents:
 Current Meeting Agenda
 WIBAttendance06 form
Procedures:
1.
2.
3.
4.
5.
6.
7.
Ensure that all of the essential elements are noted, such as type of meeting, name,
date and time, venue, name of the chair or facilitator, main topics and the time of
adjournment. Include approval of previous minutes, and all resolutions (as relevant).
Bring a copy of the list of members who indicated they would attend the meeting. (For
Board meetings bring the WIBAttendance06 form.)
Don't record every single comment. Concentrate on getting the gist of the discussion
and taking enough notes to summarize it later. Think in terms of issues discussed,
major points raised and decisions taken. Don't be intimidated by the prospect of taking
minutes. Concise and coherent minutes are the mark of a professional. The very
process of recording minutes can give you a deeper understanding of the issues
faced by the Board along with the ability to focus on what's important.
If you miss something while recording the minutes, speak up and ask for clarification.
Don't wait too long to type up the minutes, especially while your memory is fresh.
Minutes are usually typed up within a week of the meeting and approved by the Chair
and distributed within two weeks.
Before sending the minutes out to committee members or board members, send a
copy to the WIO Director for review. Make any changes as needed.
Send out minutes to all members as soon as they are approved. Keep a copy of
minutes, along with any hand-outs and the original agenda in the committee
25
Workforce Investment Board of Columbia & Greene Counties
Section 5: Committees
26
Workforce Investment Board of Columbia & Greene Counties
Policy 500: Committees-General
Effective Date: 2/9/06
Amended Date: 10-28-13
Approved By:
Policy: Each member of the Board shall be encouraged to serve on at least one
subcommittee.
Reference Documents:
 WIB By-laws
 Board Committees-2006
 Committee Assignments Spreadsheet
Procedures:
1. Chairs and Vice-Chairs of Committees are appointed by the Chairperson of the
Board.
2. Chairperson of standing committees shall be a member of the Board. Vice-Chairs
can vote at Board meetings if the Committee Chair is absent.
3. Committee members do not need to be Board members.
4. Non-Board members may vote at Committee meetings, but do not have voting rights
at Board Meetings
5. All standing committees are to submit their recommendations to the full Board for
ratification. All minutes and relevant documents produced by Committees are
available to all Board members upon request.
6. All Committee meetings are subject to the Open Meetings Law. The agenda must
be available to the public prior to and during the meeting. A notice of upcoming
meeting dates is sent to the local papers annually and again the month before the
meeting (Papers must receive a minimum of 10 days before the meeting in order to
post on line and in publications.
7. When a new member is appointed to serve on the Board, it is the responsibility of
the WIB Consulting Director to give the new member information on Board
committees and request that the new member review the committee to determine
which one may fit either his/her schedule or interests.
8. The WIB Consulting Director shall discuss the new members’ preference for a
committee with the Chair, who will make the appointment.
9. The new member is informed that they will serve on the specific committee.
10. The new members name is added to the specific committee on the Committee
Assignments spreadsheet. The new member is also added to the committee group
e-mail list so they receive notice of upcoming meetings.
27
Workforce Investment Board of Columbia & Greene Counties
Policy 501: Executive Committee
Effective Date: 2/9/06
Amended Date:
Approved By:
Policy: The Executive Committee shall be made up of Officers of the Board (4), a business
sector representative from each county (2), WIA Title I representative (1), Wagner/Peyser
Representative (1) and a Grant Recipient representative from each county (2). The
Executive Committee shall assume responsibilities as designated by the Board and shall
meet as needed.
Reference Documents:
 WIB By-laws
Procedures:
1. The Executive Committee interacts with the Standing Committees to insure alignment
to the board’s strategic goals and plans.
2. The Executive Committee meets quarterly as the last committee before the Board
meeting to:
a. Review Resolutions from other committees
b. To hear a report from the WIB Consulting Director on the status of vacancies
and work to fill them.
c. To discuss the Board member Education session of the upcoming Board
meeting.
3. If necessary, the Executive Committee will have a special meeting at the end of each
program year to perform the following functions for the Board:
a. nomination of committee appointments;
b. review of meeting attendance, making recommendations to the Board
for member replacement to be forwarded to the appropriate county’s
Chief Elected Official for vacancies resulting from term expiration,
resignation, or removal:
c. review of Board by-laws, making recommendations to the Board as
appropriate:
d. review of Board administration, making recommendations to the Board,
as appropriate.
4. The WIB Consulting Director will prepare a spreadsheet listing all Board members
attendance at committee and board meetings for the current program year to date.
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Workforce Investment Board of Columbia & Greene Counties
Policy 502: Local WIB Directors Meeting
Effective Date: 2/16/06
Approved By:
Amended Date: 10/28//13
Policy: The WIB Consulting Director will attend and participate in bi-monthly WIB Directors
meetings in Albany and Syracuse, as scheduled.
Reference Documents:
 See computer file: Committees/LWIB/2005 & 2006
Procedures:
1. WIB Directors meetings are scheduled on a bi-monthly basis. WIB Director calls are
also generally scheduled every other Tuesday, at 10 a.m. NYSDOL sends reminders
with call in information prior to the call.
2. An e-mail notice is sent from the New York State Department of Labor or NYATEP
indicating that a meeting is being set up.
3. An rsvp is required for parking and food.
4. Forward all meeting notices to the WIO Director.
5. An agenda is usually sent with the meeting notice and there is generally some kind of
homework assignment. Be sure when you forward the notice to the WIO Director to
indicate that there is homework required.
6. The WIO Director will e-mail you any required information that you do not have
available.
7. You are responsible for making your own travel arrangements to and from the
meetings.
8. Occasionally, meetings require an overnight visit. Contact the meeting arranger and
ask if there is a state rate for the hotel. Then make your own arrangement with the
hotel, mentioning that you are there for the state meeting, so they charge you the
state rate.
9. Some years, in the summer there is a two day overnight retreat and the Department of
Labor pays for the accommodations.
10. Be sure to keep a record of your mileage and keep all receipts for monthly billing of
your expenses.
11. Materials are provided for your use and to bring back. Take notes at the meeting.
Listen for any information that pertains to WIB’s in general, our specific workforce
area and any funding opportunities.
12. After you read over the materials, either provide a brief written synopsis of the
meeting or pass the information on to the WIO Director.
29
Workforce Investment Board of Columbia & Greene Counties
Policy 503: B.E.S.T. Steering Committee
Effective Date: 2/16/06
Approved By:
Amended Date: 10/08/13
Policy: The WIB is no longer involved in the BEST project and the policy is null and
void:
The Workforce Investment Board is a partner in a project called B.E.S.T.-Business
Employment Standards Transition program which is a course that will prepare high school
students for success in the workplace upon graduation. The BEST Program certifies the
work readiness of students so that when they apply for employment or admission to college
they can easily demonstrate that they have the skills, behaviors and knowledge necessary
for success in the workplace and/or college. Partners in the project include the Columbia
Hudson Partnership, Greene County Economic Development, Columbia County Chamber of
Commerce, and the Greene County Chamber of Commerce.
Reference Documents:
 Youth Employability Certificate-Purpose2
 Youth Employability Certificate Program-PowerPoint presentation
 Columbia-Greene Youth Employability Program-B.E.S.T.
 BEST program coord jobdesc
 BEST Agenda-format
 BEST Steering Committee Mtg minutes format
Procedures:
1. The WIB Consulting Director is a member of the B.E.S.T. Steering committee and
attends meetings and takes the meeting minutes.
2. Meetings are now scheduled on a quarterly basis and are generally held on the
second Wednesday of the month.
3. The WIB Consulting Director sends a meeting reminder approximately two weeks in
advance of the meeting.
4. The WIB Consulting Director sets up the agenda with the assistance of the WIO
office.
5. Contact Steering committee members to see whether or not they are able to attend.
6. Attend the meeting and take notes, including any next steps.
7. Send out minutes to Steering committee members.
30
Workforce Investment Board of Columbia & Greene Counties
Section 6: Youth Council
Activities
31
Workforce Investment Board of Columbia & Greene Counties
Policy 600: Youth Program Provider Evaluations
Effective Date:
Approved By:
Amended Date: 2/18/06
Policy: It is the responsibility of the WIB Consulting Director of perform evaluations of
funded youth provider programs on an annual basis or as required by performance or the
Youth Council.
Reference Documents:
 YC Program Evaluation form-Sample
 See computer file: Committees/Youth Council/2006/Evals/YC evals summary-Winter
2005-06
 See same computer file under : EvalupdateCatskil021306 (sample letter to provider)
Procedures:
1. The Youth Council meets in late Fall (November) to discuss the status of youth
providers.
2. After the report on how the projects started out the new school year, the WIB
Consulting Director asks for volunteers from the Youth Council to accompany him/her
on evaluation visits.
3. Youth Program providers are contacted via e-mail to determine what dates the
program is running and what day/time is a good time for a visit.
4. Depending on the response from providers, the WIB Consulting Director then contacts
the volunteers to find out what dates work for them to accompany him/her on the
evaluation.
5. After coordinating the dates between the providers and volunteers, the WIB
Consulting Director sends a confirmation to both groups for the date.
6. Prior to the date, the WIB Consulting Director looks at the provider contracts and final
youth funding letters sent to providers outlining the contract amounts. With this
information, the WIB Consulting Director fills in the Program evaluation form under the
headings Program goals and Program budgets. The WIB Consulting Director also
enters the evaluation date and the names of the monitors. Save the form under the
heading; WIA program eval form-include the year and the program name.
7. An e-mail request is sent to the Youth Program Associate Director (Mark Decker02/06) for the following information: Targeted Enrollment; Current Enrollment; Follow
Up and WIA Performance which includes Number of Goals Set; Number of Goals Met
and Goals Pending; Credential; Entered Employment; and Employment Retention.
When the information is received, it is added to the evaluation form.
8. Speak with the Youth Program Associate Director about any additional information or
concerns he/she may have about the program and keep them in mind for the
evaluation.
9. A week prior to the evaluation, the WIB Consulting Director sends an e-mail reminder
to the provider and the evaluator. At that time the WIB Consulting Director also sends
the blank evaluation form to the co-monitor.
32
Workforce Investment Board of Columbia & Greene Counties
10. Print out the prepared evaluation forms and meet the co-monitor at the time you have
set for the appointment. Note: Most school districts require visitors to sign in before
going to the classroom and will have someone show the way to a particular room.
11. Greet the teacher(s), perform introductions and thank them for their time. Depending
on what students are working on, the teacher may first give an overview of their
program or ask you to meet with a few students first. Generally, the monitor speaks
with two-three students.
12. Try to cover the material on the evaluation form without reading all questions. Some
students are shy and the evaluator may have to explain the questions to elicit the
answers. Try to briefly jot down answers.
13. After the evaluation is completed, take a few moments with the co-monitor to discuss
the program, its strengths and any concerns/recommendations they may have. Inform
the co-monitor that you will type up the information and will forward it them by e-mail
for their additional comments.
14. After all the evaluations are completed, contact the WIO office about scheduling a
Youth Council meeting.
15. Prepare a summary that outlines the overall state of the program along with the
recommendations for the meeting.
16. At the next Youth Council meeting, be prepared to report on your findings along with
recommendations for the future.
17. After the Youth Council meets and makes any additional recommendations, the WIB
Consulting Director will prepare a letter to the Youth providers outlining the findings of
the evaluation along with any information on that year’s process for proposals. Send a
copy of the evaluation form as well as a copy to the School Superintendent.
18. Keep a copy of the evaluation in the files. The correspondence is placed in the WIBLetters Sent/Received file until after the next Board meeting.
33
Workforce Investment Board of Columbia & Greene Counties
Policy 601: Process for Request for Proposals (RFP)
Effective Date: 2/17/06
Approved By:
Amended Date:
Policy: It is the responsibility of the Youth Council to recommend to the Board eligible
providers of youth activities/programs to be considered for grants/contracts on a competitive
basis.
Reference Documents:
 See computer file: Committees/Youth Council/2006/Contracts/ RFP application2006
 See same file: 2005/ Correspondence/Youth funding letters
Procedures:
1. At a Youth Council meeting, late winter or early in the Spring, the Council determines
with the assistance of the WIO Director what the process will be for funding youth
programs in the next program year.
2. The Youth Council will review a copy of the current year’s proposals to determine if
any changes need to be made in the request for proposals process.
3. After the Department of Labor releases the amount of Youth funding for the program
year, the RFP is written up and sent out, first to current providers and then if required
by law out to the public to solicit new providers.
4. A one month turn around time is usually attached to the requests. Generally, they are
sent out in late April and are due back to the Workforce Investment Office by May.
5. A meeting is set of the Youth Council for June to review proposals. Providers are
advised to be available either in person or by telephone to answer any questions
Council members may have on their proposed programs.
6. The Youth Council will look at the request against the amount of money available and
will determine allocations of funds to programs. Youth providers may be contacted if
there is a severe decrease in funding and asked to made adjustments to their request.
7. Once the Youth Council has proposed resolutions as to the amount of funding for
specific programs, the resolutions are forwarded to the Executive Committee for
support and the full Board for approval.
8. The Board at its next meeting reviews the resolutions for funding and puts the matter
to a vote.
9. The WIB Director is responsible for drafting a letter to the youth providers indicating
whether or not they will be receiving funding and in what amount. A copy of that letter
is kept in the correspondence file.
34
Workforce Investment Board of Columbia & Greene Counties
Policy 602: Annual Youth Dinner
Effective Date: 02/17/06
Amended Date: 10/08/13
Approved By:
Policy: When the Youth Council has more than three projects in contract and at least 2
contracts are for in-school youth, it will present an annual youth dinner to the WIB, elected
officials, students, teachers and families to showcase the work of youth in funded youth
programs.
Reference Documents:
 See computer files: WIB/Projects/YP-Dinner/2005
 See WIB Nomination Youth of Year form 2006
Procedures:
1. The Youth Council selects a date annually to hold the Youth Dinner. The dinner is
held at Columbia-Greene Community sometime in the month of May.
2. The responsibility for planning this event is shared between the WIB Consulting
Director and the WIO Assistant Director for Youth.
3. The WIB Consulting Director prepares a draft invitation and forwards it to the WIO
Associate Director for Youth for review. The WIO Assistant Director for Youth will
contact all the providers and give them the Dinner date.
4. Once the draft is approved, contact is made with the head teacher of the Greenville
program usually through e-mail asking if the students would be willing to design the
invitations and print them out.
5. The WIO Assistant Director for Youth is responsible giving the youth providers the
invitations to give to the youth and their parents. He/She is also responsible for
securing the Student Center at the College and the menu. He/She will be responsible
for contacting the College President to give him the date of the event and ask for him
to do the welcome part on the program.
6. The WIO Assistant Director for Youth will also provide the names of those who are
receiving a Certificate of Appreciation to the WIB Consulting Director for inclusion in
the dinner brochure.
7. The WIB Consulting Director prepares a draft dinner brochure listing all WIB and
Youth Council members and any other relevant information. (See draft dinner
brochure) If the Greenville program is doing the invites and brochures, this information
is sent to them.
8. At the same time, a request is sent to the youth providers asking them to provide
information on an outstanding youth in their program. A nomination form is sent to the
instructors for their use. (See sample nomination form.) A reply by date is selected to
review the nominations.
9. All nominations are forwarded to the WIB Chair and the WIB Consulting Director.
Between the two persons, one outstanding youth of the year is selected. The WIO
35
Workforce Investment Board of Columbia & Greene Counties
Assistant Director for Youth is given the name of the youth being selected in enough
time to order a plaque. The other youths receive a certificate prepared by the WIO.
10. Prior to the event, the WIB Consulting Director will review the program with the WIB
Chair to determine the timing of the program.
11. The WIB Consulting Director will pick up the invitations and mail them out to the WIB
members, elected officials and other interested parties. He/She will also keep track of
who will be attending and who will not. The WIO will need the number of those
attending to determine the food needs.
12. A week or less prior to the event, contact will be made with any persons who have not
responded to the invitation. A check will also be made with the WIO office to
determine the number of staff and youth attending. The total numbers will be given to
the WIO Assistant Director of Youth.
13. The program events will be coordinated by the WIO; this includes getting information
out to local newspapers ahead of time to cover the event.
14. On the day of the program, all staff will arrive at least ½ hour prior to the event.
15. The WIB Consulting Director will meet and greet all WIB members, youth providers
and elected officials as they arrive. Once the program starts enjoy the event.
36
Workforce Investment Board of Columbia & Greene Counties
Section 7: Employer
Linkages
37
Workforce Investment Board of Columbia & Greene Counties
Policy 700: Promoting Business Participation
Effective Date: January 1, 2006
Approved By:
Amended Date:
Policy: Private Sector (Businesses) members constitute a majority of the membership of the
Board. The WIB Directors role is to assist the board in promoting the participation of
business members on the Board through involvement in Board Committees, local WIB
Directors meetings, the web site and Chamber activities.
Reference Documents:
 Board By-laws Article IV, Section 2,
 SOP-Recruitment of New Board Members,
 Board Committees
Procedures:
1. The WIB Consulting Director’s first contact with business people is through the
Recruitment Process.
2. The WIB Consulting Director works closely with the Workforce Investment Office’s
Business Services Representative to keep in touch with employers and activities
affecting them.
3. A Quarterly Business services e-mail sent out by the WIO also contains up-to-date
information for businesses. HR Roundtable and JSEC events are included in
committee and Board agendas/minutes.
4. The WIB Consulting Director is in contact with both counties Economic Developers by
requesting that they prepare a County Economic Development report at the Board
meetings.
5. The WIB Consulting Director attends the WIB Director meetings in Albany and
Syracuse, as scheduled. Information gleaned from this meeting is shared with the
WIO Director.
6. The WIB Director participates, along with the WIO Director, in regional partners
meetings, committees and projects.
7. The WIB Consulting Director is familiar with and uses the workforce website at:
www.columbiagreeneworks.org
38
Workforce Investment Board of Columbia & Greene Counties
Section 8: Communication
39
Workforce Investment Board of Columbia & Greene Counties
Policy 800: Communication-WIB Chair
Effective Date: 2/23/06
Amended Date:
Approved By:
Policy: The WIB Consulting Director will be responsible for maintaining regular
communication with the WIB Chairperson and performing any necessary duties on his or her
behalf. The WIB Consulting Director works for the board and anything and every thing
should go through the chair before any action is taken
Reference Documents:
 SOP-WIB Consulting Director Responsibilities
Procedures:
1. The WIB Consulting Director will maintain regular communication with the current
Board Chair through e-mail, the telephone and in-person meetings.
2. The WIB Chair should be informed if there any changes to membership, information
regarding vacancies and any outside communication. All copies of communication
should be made available to the chair
3. Periodically, letters may need to be sent with the WIB Chair’s signature. A draft of the
intended letter is sent via e-mail for approval. Once approval is given, the WIB
Consulting Director will determine the best method to secure the signature of the
Chair.
4. If there are newspaper articles being proposed about the WIB, the Chair should be
notified prior to the article being published. If an article appears in the local
newspapers, the WIB Consulting Director will inform the Chair of the publication as
soon as possible. No publication should go out without the chairs approval.
5. Changes to membership status, committee or other member related item are
communicated to the Chair. The WIB Chair will authorize any committee changes.
6. Any letters and Certificates of Appreciation will be signed by WIB Chair.
7. The WIB Consulting Director will prepare a copy of Draft Agenda items for committee
meetings and e-mail it to the WIB Chair for review and inclusion of additional items.
Also, the chair should be notified of the meeting dates and time.
8. The WIB Consulting Director will set up time on a quarterly basis or as needed or
requested by the chair to review the Board meeting agenda. He/She will prepare a
draft agenda and bring copies to review it with the Chair.
9. The WIB Consulting Director will work with the Chair at any time to prepare any
communication with the Board, including the annual Thank you cards.
40
Workforce Investment Board of Columbia & Greene Counties
Policy 801: Communication-WIO Director Interactions
Effective Date: 2/23/06
Approved By:
Amended Date:
Policy: The working relationship between the WIB Consultant and the WIO Director will be
informative, timely, professional and occur in a synergistic fashion (i.e. work together so the
total effect is greater than the sum of the two).
Reference Documents:
 SOP-WIB Consulting Director Responsibilities
Procedures:
1. The WIB Consulting Director will maintain regular communication with the WIO
Director through e-mail, the telephone and in-person meetings.
2. The WIB Consulting Director is responsible for sharing all communications from the
New York State Department of Labor with the WIO Director. If communication arrives
in the form of an e-mail, it is immediately forwarded to the WIO Director.
3. The WIB Consulting Director will communicate all relevant information garnered from
Local WIB Directors meetings either in writing or by personal summary. Any materials
received are also shared with the WIO Director.
4. The WIB Consulting Director will be the principle liaison between the elected officials
and the WIO Director. Information from the elected officials will be communicated to
the WIO Director. Any issues or problems will be discussed with the WIO Director
before contact is made with elected officials as much as possible.
5. All draft materials prepared by the WIB Consulting Director will be sent via e-mail to
the WIO Director for approval before being sent to the Board.
6. All agendas, meeting minutes and any other prepared material for Board consumption
will be reviewed by the WIO Director.
41
Workforce Investment Board of Columbia & Greene Counties
Section 9: Monitoring
42
Workforce Investment Board of Columbia & Greene Counties
Policy 900: Monitoring
Effective Date: 2/23/06
Amended Date: 6/14/11
Approved By: Reviewed by CQI 6/15/11
Policy: The monitoring process is conducted by the WIB Consulting Director to ensure that;
the data in participant case files is accurate, reliable and up-to-date; participant data reported
in the WIA case management and reporting system accurately reflects the data in participant
files and the activities of case managers and participants are appropriate and accurately
reflected in participant case files and in the WIA case management and reporting system.
Reference Documents:
 Technical Advisory #04-2,Technical Advisory #04-19, Technical Advisory #04-6, Technical
Advisory # 05-15
 Local Workforce Investment Area’s Program, Financial, & Performance Monitoring Guide for
Sub-recipient’s-Section I-A Program Monitoring - Adult and Dislocated Worker and Section
I-B Program Monitoring - Youth
o Exhibit 1 – Individual Record Review
o Exhibit 2 – Verification of Data in Case Management & Reporting System
o Exhibit 3 - OJT On-Site Employer/Supervisor Review
o Exhibit 4 – OJT On-Site Trainee Review
o Exhibit 5 – Entrance/Exit Conference
o I-B.4- Exhibit 1 – Individual Record Review for Youth
Procedures:

The WIB Consulting Director will contact the WIO Director to arrange on-site review date.
The following monitoring will occur each program year:
Adult/Dislocated Workers/Youth File Review
OJT/TAA/TGAA Review
Youth Programs
Policy Review
One Stop Center Review
Conducted by the Consulting Director
Conducted by the Consulting Director
Physical visit to each program
Conducted by the CQI committee
Conducted by the CQI committee
The Business Services Committee reviews OJT contracts/status/progress quarterly.
The Workforce Investment Board reviews the following quarterly:
 Core & Intensive Services
 Skill Development & Training
 Employment Services Statistics for the Counties
 Quarterly Report Local Activities
 Local Marketing Efforts
 Randomly pick a sample of Adult/Dislocated Worker files to examine during the review.
The random sample must include sufficient sample sizes from each of the service areas
(core, intensive and training) and if the random sample does not produce that, the sample
pool must be expanded. Sample files reviewed must include TAA/TGAA participants per
43
Workforce Investment Board of Columbia & Greene Counties







TA #05-15, TA#04-6 and TA 04-19. Also, randomly pick a sample of Youth files to
examine during the review. Staff at the WIO will pull files for the review.
Bring copies of Exhibit 1 “Individual Record Review.” For reference plus any updated
monitoring information. For each participant in the sample complete a separate Comment
on documentation missing from files, the timeliness of services, and if the sequence of
services was appropriate.
Compare the information on Exhibit 1 to the information in the sub-recipient’s WIA case
management and reporting system (OSOS).
Pick a sample of On-the-Job Training contracts. Go on-site and complete Exhibit 3 “OJT
On-Site Employer/Supervisor Review” and Exhibit 4 “OJT On-Site Trainee Review.”
Arrange and conduct an exit conference. Note the details of meeting on Exhibit 5.
Prepare a narrative summarizing your monitoring visit and address it to the WIO Director.
Detail all exceptions found. Note what corrective action needs to be taken by the subrecipient along with the timetable for corrective action to be developed and implemented.
Prepare and issue report. Bring document and Record Reviews to WIO office for
safekeeping. Direct a copy of the report to the DOL Manager.
Follow up on any weaknesses within 90 days of the issuance of the report.
Write up results of follow up and issue letter on status of the sub-recipient’s corrective action.
44
Workforce Investment Board of Columbia & Greene Counties
Policy 901: Functional Alignment Individual Record Review Guide from PY06
Effective Date: 2/23/06
Approved By:
Amended Date: Added to Procedures Guide 10/10/13
Policy: It is the WIB’s responsibility to monitor the services offered by the Career Center,
following the guidelines provided by the NYS DOL.
Procedures: The following guide provides NYS DOL’s recommended procedures for
reviewing WIA eligibility and service documentation:

Staff Verification of Eligibility and Data Element Validation requires staff to:
o Identify the information to be collected (relevant data element) using an allowable
documentation source.
o Assure the information is accurately recorded in the appropriate OSOS data
field(s).
o Record in OSOS Comments:
o The information (data element) that has been validated;
o The source used to validate the information;
o Pertinent data from the document source; and
o The date of the Staff Verification.

Upon receipt of a Staff Assisted Service
Outcome Information must be recorded in OSOS. Outcome information must be validated
against specific source documents beyond self-identification.

Selective Service (SS) Registration Verification – At the time of 1st staff-assisted
service, staff must verify that a male participant born after December 31, 1959 is
registered with the US Military Selective Service (SS).
o For males 18 -25 years of age who are not registered with the selective service:
Staff must refer the individual to the Selective Service for registration. WIA funded
services can not be provided until the individual is registered. However, services
funded by the W-P program may be provided.
o For males 26 years of age or older, whose selective service registration status can
not be verified:
WIA funded services can be provided, as long as the individual discloses that they
did not willfully or deliberately avoid selective service registration.
Staff must refer the individual to the Selective Service, and record an OSOS
Comment noting the individual’s statement; that the referral was made; and the
date the referral was made. No hard copy documentation is required to be
maintained.

If registered:
Check the OSOS SS box, and if available, record the Selective Service registration
number (e.g., 67 - 0398583 – 1).
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Workforce Investment Board of Columbia & Greene Counties
Record an OSOS Comment, noting the source(s) used to determine Selective Service /
Military Status.
UI Claimant = NYS UI Claimant
Reference TA06-19
Provide supporting detail for all responses that to not meet the following minimum
documentation standards in Notes section.
OSOS NY#:
Date:
Name:
Staff Name:
Section 1. Adult & DW Common Enrollment Participants Level 1 Staff Assisted Core
Services
1. DOB Source Documentation:
UI Claimant at Enrollment: Yes No
(verify UI status at enrollment on service history tab enrollment tab)
or
Other (minimum self Identification required): Yes No
Comment (required):
Yes No
Does the comment meet requirements listed on page 1?
Yes
No
2. Employment Status:
Active UI Claimant at Enrollment and Employment Status equals “Not Employed”: Yes
No
(verify UI status at enrollment on service history tab enrollment detail)
Non UI Claimant Status:
Not Employed
Employed
Employed, but received notice of termination
Allowable source verification required



OSOS Work History, which is based upon prior/current employment/unemployment information obtained from the participant. The
work history should specify occupation, employer, dates of employment, hours worked, wages and reason for unemployment (if
applicable) and make reference to appropriate employer record in comments.
OSOS Comments
Pay Stub (requires comment noting pay period, company, wage, hours)
Does Work History contain all requirements? Yes
or
Does comment meet requirements listed on page 1?
No
Yes
No
3. Selective Service/Military Status: (males born after Dec. 31, 1959) See page 1 for clarification
Selective Service box checked: Yes
No
Registration Number recorded: Yes
No
Comment Entered (required):
Yes
No
Does comment meet requirements?
Yes
No
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Workforce Investment Board of Columbia & Greene Counties
4. DW Status: If participant is a DW respond to questions in applicable DW category.
Requirement: Work history fields and DW category information must be data entered in the
“OSOS Work History” tab
Category 1 DW – Laid Off: Unlikely to Return to Previous Occupation
And
Category 2 DW – Plant Closing
Is the participant a Profiled DW? Yes
No
(verify UI DW status at enrollment on service history tab enrollment detail)
or
Is the participant a UI Exhaustee at time of 1st staff assisted service?
Yes
No
(verify UI DW status at enrollment on service history tab enrollment detail)
or
Participant designated UI Exhaustee DW status after common enrollment?
No
Comment (required): Yes
No
Does comment support transition in program status? (dual adult and DW enrollment)
No
Yes
Yes
Active UI Claimant Profiled as likely to Exhaust Benefits or UI Exhaustee
 The dislocation date should correspond with the “end date” reported in the OSOS
Work History. NOTE: Work History Detail requires only month/year; Qualifying
Dislocation Date requires Month/Date/Year.
Is Customer Detail/Work History/Reason for Leaving/Dislocated Worker category Information
fields completed? Yes
No
Active UI Claimant who is unlikely to return to previous occupation
 The dislocation date should be set equal to the “end date” reported in the OSOS Work
History.
NOTE: Work History Detail requires only month/year; Qualifying Dislocation Date requires
Month/Date/Year.
 Record an OSOS Comment, noting the source(s) used to determine “unlikely to return
to a previous industry or occupation.”
Self identification is an acceptable source if participant receives staff assisted core services only. However,
staff can also determine “unlikely to return to their previous occupation” thru job search activities, which
result in no jobs within 1-hour travel by personal transportation or 1½ hours by public transportation.
Is Customer Detail/Work History/Reason for Leaving/Dislocated Worker Category
Information fields completed?
Yes
No
Comment Entered(required)?
Yes
No
Does comment meet requirements?
Yes
No
Non-UI Claimants
Staff must verify that the participant meets all three of Category 1 DW criteria.
For staff assisted core services only, self identification is an acceptable source.
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Workforce Investment Board of Columbia & Greene Counties
Record/select Category 1 or 2 DW in the OSOS Customer Detail-Work History/Reason for
Leaving
Record the “qualifying date of the dislocation” in the OSOS pop-up field.
Record an OSOS Comment, noting the source(s) used to determine Category 1 or 2 DW
eligibility.
Is there a DW related comment entered into OSOS? Yes
No
Does the OSOS comment provide sufficient information to justify DW eligibility? Yes
No
Category 3 DW – Self-Employed
For staff assisted core services only, self identification is an acceptable source.
 Record/select “Category 3” DW in the OSOS Customer Detail-Work History/Reason
for Leaving.
 Record an OSOS Comment, noting the source(s) used to determine the individual’s
Category 3 DW eligibility.
Is Customer Detail/Work History/Reason for leaving field completed?
Comment Entered(required)? Yes
No
Does comment meet requirements to justify DW eligibility?
Yes
Yes
No
No
Category 4 DW – Displaced Homemakers
For staff assisted core services only, self identification is an acceptable source.
 Record/select “Category 4” DW in the OSOS Customer Detail-Work History/Reason
for Leaving
 Record an OSOS Comment, noting the source(s) used to determine the individual’s
Category 4 DW eligibility.
Is Customer Detail/Work History/Reason for leaving field completed?
Comment Entered(required)? Yes No
Does comment meet requirements to justify DW eligibility?
Yes
Yes
No
No
Notes:
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Workforce Investment Board of Columbia & Greene Counties
Appendix
1. WIB Agenda-Sample
2. Board Agenda-Sample
3. Sample Committee/Board meeting minutes
49
Workforce Investment Board of Columbia & Greene Counties
Sample: Board Meeting
Agenda
MISSION: The C-G WIB will provide leadership, influence, focus and oversight for the local
workforce development system. Strategies to Achieve Vision and Mission:



Promote collaboration between economic development, education and training resources.
Measure system performance for quality improvement.
Promote the system with the public
Agenda
October 8, 2013 5:30 pm.
Insert Room Number and Building Name
WELCOME
Chair
Insert Name, Board
ROLL CALL
Chair
Insert Name, Board
Invited Guests: Insert Names
STATUS OF VACANCIES
Chair
Insert Name, Board
CORRESPONDENCE
Letters Sent:
Available for Review
Letters Received:
ACCEPTANCE OF MINUTES
Chair
Insert Name, Board
Date
COMMITTEE UPDATES- (See Attached Reports)



Business Services Committee (Insert Name of Chair)
Executive Committee (Insert Name of Chair)
Youth Council (Insert Name of Chair)
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Workforce Investment Board of Columbia & Greene Counties
ONE STOP OPERATOR DIRECTOR’S REPORT
Director
 Participation Report- ( in meeting packet)
 PY 13 Budget Update/Government Shutdown Impact
Insert Name, WIO
OLD BUSINESS
NEW BUSINESS
ECONOMIC DEVELOPMENT UPDATES
Insert Names of Economic Development WIB Members
GOOD AND WELFARE
Insert Name, Board Chair
PY Insert Year Full Board Meeting Schedule
Insert Date
Insert Time
Insert Date
Insert Time
Insert Date
Insert Time
Insert Date
Insert Time
All meetings are held at Columbia Greene Community College. Meeting reminders, agendas, committee reports and
materials
are distributed electronically in advance of the meeting.
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Workforce Investment Board of Columbia & Greene Counties
Sample: Committee Agenda
Agenda
Committee Name
Date

Old Business (Follow-up items from last meeting)


New Business (New items for discussion)


Action Items (Items the committee needs to take action
on)


Other
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Workforce Investment Board of Columbia & Greene Counties
Sample: Minutes
Minutes for (meeting date)
Attendance:
Present: Insert names of those attending meeting
Excused: Insert names of those unable to attend.
WIO Staff: ________ Consultant: __Your name__________
Old Business:
 Use title from Agenda
Action Items:
 Use title from Agenda
o
New Business:
 Use title from Agenda
o
Next Steps:
o
Meeting adjourned: Insert meeting time
53