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HomeMy WebLinkAboutMINUTES - 09121995 - D3 TU: BOARD OF SUPERVISORS Contra 'Costa FROM: Phil Batchelor, County Administrator County DATE: September 12, 1995 SUBJECT: Status of Head Start Contract Compliance with Bayo Vista Child & Family Center, Inc. and United Council of Spanish Speaking Organizations SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACKNOWLEDGE the value and necessity to parents and children of the Head Start Program and the Federal letter of August 24, 1995 to take actions necessary to remedy any compliance issues that jeopardize the program. 2 . CERTIFY that Bayo Vista Child & Family Center, Inc. is in compliance with Federal rules and regulations identified in the May 17 , 1995 Federal letter detailing the results of the on-site monitoring review conducted on January 23-27, 1995 . 3 . NOTIFY United Council of Spanish Speaking Organizations (UCSSO) that, because of failure to perform as a Delegate Agency, including its non-compliance with Federal rules and regulations, the County will not renew its contract with UCSSO for 1996, and that UCSSO' s application to provide Head Start services for 1996 will not be considered. 4 . DIRECT staff "to give appropriate notice to UCSSO including its appeal rights to the Grantee and the Federal government. 5 . SET October 10, 1995 as the date for the Grantee to review any appeal if filed by UCSSO pursuant to rules contained in the Code of Federal Regulations. CONTINUED ON ATTACHMENT: >( YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON - September 12 , 1995 APPROVED AS RECOMMENDED X OTHER X See Addendum for Board action. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED September 12 , 1995 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc,. SEE LAST PAGE SUPERVISO AND COUNTY ADMINISTRATOR (IMBY DEPUTY -1- I 6 . DIRECT staff to prepare the 1996 Head Start grant application for the Antioch, Brentwood, Oakley and Byron areas to reflect an interim Grantee Operated Program of both center based and home based options beginning January 1996 to ensure no interruption of services to families and children. BACKGROUND: Contra Costa County, the Grantee for Head Start, was informed by the Federal government on August 24, 1995 that when any Delegate Agency such as Bayo Vista or UCSSO is out of compliance, then the Grantee is out of compliance thus jeopardizing services to children and families for the entire program (Attachment A) . Since the Grantee was unable to certify compliance of all delegate agency subcontractors on August 17, our request for certification of the Head Start program by the Federal government was rejected on August 24 . A Head Start Grantee is required to ensure that all delegate agencies comply with applicable Federal rules and regulations . We cannot allow a delegate agency to fail to correct deficiencies without being subject to charges of inadequate oversight. The Federal government has asked that we submit documentation that all parts of our Head Start program are in compliance or indicate actions we are taking to remedy this situation without further delay. Technical Assistance and Training for Delegate Agencies and GOP During the Federal Review Exit Conference on January 27, 1995, Community Services Department staff compiled detailed notes and audio taped the comments of the review team which were distributed to all Delegate Agency and Grantee Operated Program (GOP) directors . This was done to begin taking action immediately rather than wait for the written comments detailing non-compliance contained in Federal letter that arrived on May 17, 1995 (Attachment B) . Bi-monthly meetings were held with all directors beginning in February and continued up to the Federal due date (August 15) for the Grantee to certify that all components of the program were in compliance. Technical Assistance and County staff advice was offered and provided to every Delegate Agency and GOP director to assist them with their responsibility to ensure compliance with Federal rules and regulations . Six separate consultants were engaged to assist on specific non-compliance issues for the Delegate Agencies and the GOP. Bayo Vista Child & Family Center, Inc. Bayo Vista Child & Family Center, Inc. Board of Directors have submitted documentation which supports their compliance with all non-compliance issues identified in the Federal Review of January 23-27, 1995 . They state in this letter that the Bayo Vista Board will schedule as part of their regular agenda specific oversight of the Compliance and Corrective Action issues (Attachment C) . In addition, the Board has committed itself to a through review of the general management of the agency. As a result of the documentation submitted on September 6, 1995, the Grantee is able to certify Bayo Vista as being in compliance with Federal Rules and Regulations . UCSSO Due to the inability of UCSSO to correct the serious contract deficiencies and its failure to come into compliance with federal rules and regulations, the agency has left the Grantee no choice but to first recommend non-renewal of its Head Start contract for 1996 . -2- This recommendation is made after repeated attempts to not only assist the agency but offering two extensions of time to bring their program into compliance. The County Administrator first met with the UCSSO Board Chair and staf f on August 7 to discuss the importance of compliance and cooperation. UCSSO was given an opportunity to correct and resubmit their compliance plan by a 5 p.m. , August 15th deadline. They did not. On August 17th UCSSO requested and received Technical Assistance regarding the essential elements of their plans that needed attention. UCSSO's plans were rejected in Corrective Action Notice #3 on August 17th resulting in the Grantee' s inability to certify UCSSO being in compliance with Federal rules and regulations for Head Start. Due to the seriousness of the situation, the County Administrator met again with two UCSSO Board Members and staff to understand their concerns . On August 30, UCSSO was granted a second extension of time to provide a formal plan of action and evidence of compliance by September 6, 1995 . UCSSO made an effort to respond with two detailed plans, one for Compliance and the other for Quality Improvement. The plans were thoroughly reviewed and analyzed (Attachment D) , but do not contain sufficient evidence to allow the Grantee to certify that all non- compliance issues have been corrected. Of the 42 UCSSO non-compliance issues listed in the Federal Report, 16 are now in compliance but 26 remain out of compliance, which include major deficiencies in the essential areas of shared decision making accounting and administration (Attachment E) . UCSSO has received a total of five corrective action notices . Only one has been resolved (by rescission) . Of the four remaining, one has a major implication for the entire Head Start program since it involves the Board of Directors ' inability to be in compliance with Federal rules and regulations as detailed in the May 17 letter from the Regional Office of Head Start. UCSSO' s inability to document its compliance is the reason the Grantee is unable to be certified. Questioned and Disallowed Costs While we appreciate UCSSO's cooperation in adhering to the repayment schedule agreed to on July 19, 1995 for the $21, 150 of disallowed costs to date for 1994, at least two significant issues remain. The first involves a $13,213 charge in 1994 for an unauthorized expense for accounting services . The second involves the unauthorized closure of a classroom intended for use in its summer Head Start program with a special $24,922 grant. We have a continuing concern in this area due to the agency' s continued accounting and audit deficiencies . Reimbursement Demands In spite of our attempts to provide technical assistance to UCSSO regarding fiscal administration, its monthly demands for May and June reimbursement of Head Start expenses could not be processed until September 8, UCSSO failed to submit adequate documentation under the pre-audit system. Further, their demand for July reimbursement, due August 20th, has not been received. County staff has invested an enormous amount of time with UCSSO's accountant and independent auditor to develop adequate accounting systems, procedures and documentation. Inadequate fiscal administration and oversight jeopardizes program services to families and children. Constitution of UCSSO Board UCSSO bylaws call for a nine-member Board of Directors but has been functioning with only five seated members . One of the five is a voting member of its Local Policy Committee and of the Grantee' s -3- Policy Council which violates Federal rules and regulations . The apparent lack of a full Board of Directors raises significant questions regarding the ability of the agency to have a policy- making body that can carry out the fiduciary responsibilities and oversight required for a Head Start contract. UCSSO Request for County Procedures Per UCSSO's request for copies of County procedures, County Auditor-Controller Ken Corcoran and Community Services Director Joan Sparks have provided access to any available accounting, planning and purchasing procedures upon which to "model" the agency's procedures . While we have accommodated this request for our procedures, we are unclear what relevance they have to UCSSO. The County government is a subdivision of the State of California and responsible for a variety of programs and funding sources, while a community based organization has a far more limited scope of responsibility. Summary Despite repeated attempts to provide technical assistance and support and work cooperatively to correct UCSSO' s deficiencies, serious problems remain unresolved. The cumulative impact of UCSSO' s uncorrected conditions now endanger the Grantee's entire Head Start program and action by the Board of Supervisors is necessary to avoid jeopardizing the entire grant program and services to children and families. Contact: Scott Tandy 646-4087 cc: County Administrator Community Services Director Auditor-Controller County Counsel Bayo Vista Child & Family Center, Inc. UCSSO -4- ADDENDUM TO ITEM D. 3 September 12, 1995 On this date, the Board of Supervisors considered the report from the County Administrator on the status of the Head Start Contract compliance with Bayo Vista Child and Family Center, Inc . and the United Council of Spanish Speaking Organizations (UCSSO) . Phil Batchelor, County Administrator, presented the report and requested the addition of a recommendation No. 7, to send notice to the United Council of Spanish Speaking Organizations that their 1996 application had been rejected because of the current unsatisfactory performance and notify the applicant of their appeal rights . The following persons presented testimony: Richard Lujan, 837 Arnold Drive, Martinez, representing the United Council of Spanish Speaking Organizations; Eleanor McGuire, 120 Oak Street, Brentwood; Lillian Olan, 120 Oak Street, Brentwood; Pedro Contreras, 837 Arnold Drive, Martinez; Kristi Rodelo, 3420 Baywood Circle, Antioch; Kristen Wingo, 1927 A Street, Antioch; Ivette Nazario, 5015 Fernwood Circle, Oakley; Louise Murguia, 120 Oak Street, Brentwood; Elva Hernandez, 120 Oak Street, Brentwood; Bertha Osequera Ruiz, 1430 Mandarin Court, Brentwood; Richard Arbogast, 590 S. Broadway, Bay Point; Dorothy Bronson, 120 Oak Street, Brentwood; Natalie Bunnell, 784 Peachwillow Drive, Brentwood; Linda OMary, 3004 G Street, Antioch; Cynthia Carr, 2112 L Street #3 , Antioch; Lori King, 915 W 8th Street, Antioch; Rudy Rodriguez, 1894 Cannon Drive, Walnut Creek; Lupe Lopez, 1130 Veale Avenue, Martinez; Mirella Aguilar, 1912 Cesar Chavez Drive, Brentwood; Maria G. Lopez, 2708 El Rey Street, Antioch; Carmen Cabada, 313 Grovewood Lane, Brentwood; Arnold Flores, 837 Arnold Drive Ste . 100, Martinez; Antonio Viera, 1915 Cesar Chavez Drive, Brentwood; Raul Hernandez, Brentwood; Roza Ramirez, 2708 El Rey Street, Antioch; Francisco Monterroza, 185 Hill Street, Bay Point; Denise Scott, 2509 Racheal Court, Antioch; Denise Lybarger, 908 Burwood Way, Antioch; Maria L. Alegria, 3781 Brazil Court, Pinole; Manuel Magias, 370 Orchar Drive, Brentwood; John Marquez, 5061 Buckboard Way, Richmond; Desiree Smith, 22 Belshaw Street, Antioch; All persons desiring to testify having been heard, the matter was before the Board. The Board discussed the matter and expressed support for the staff recommendations . Supervisor Smith moved approval of the staff recommendations with the addition of requesting further reports on the status of the Community Services Department and the operations of the Head Start Programs throughout the County, and also adding to request the Hispanic elected officials in Contra Costa County in conjunction with the representatives from UCSSO to come back to the Board with a suggestion for the creation of an advisory committee to ensure the integrity of the Hispanic influence on this program as it continues . Supervisor Torlakson seconded the motion with the addition of an amendment to emphasize the continuity of staff and the program versus splintering the program. Supervisor Smith concurred. IT IS BY THE BOARD ORDERED that the recommendations as listed in the report from the County Administrator on the Status of Head Start Contract Compliance with Bayo Vista Child and Family Center, Inc . and United Council of Spanish Speaking Organizations (UCSSO) are APPROVED, adding recommendation 7 to direct staff to send notices to UCSSO rejecting their application for 1996 because of the current unsatisfactory performance and notify the applicant of their appeal rights . The Board also took the following actions : REQUESTED further reports on the status of the Community Services Department and the operations of the Head Start Programs throughout the County; REQUESTED the Hispanic elected officials in Contra Costa County to meet with representatives from UCSSO and to return to the Board before the end of 1995 with suggestions for creation of an advisory committee to insure the integrity of the Hispanic influence on the Head Start Program as it continues; EMPHASIZED continuity of staff, continuity of program, center based versus splintering the program. ;;. Stowe. ttt �lltl Ull;ihr LGu<<Tl i'"'z M � 04 11CGElVED �`•.tv" =? 8 t OFFICE OF COUNTY ADMINISTRATOR Administration for DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: Head Start [09CH03751 Region IX 50 United Nations Plaza AUG 2 4 1995 San Francisco, CA 94102 Joan Sparks, Executive Director Contra Costa Community Services 1220 Morello Avenue, Suite 101 Martinez, California 94553 Dear Ms. Sparks: This letter acknowledges receipt of your letter of August 17, 1995, which certifies compliance for the grantee and for the First Baptist Head Start delegate agency. This certification refers to those items found out of compliance at the recent on-site program review that were not part of the specified program deficiencies. However, you were not able to certify compliance for the United Council of Spanish Speaking Organizations and for the Bayo Vista Child and Family Center, Inc. delegate agencies. Therefore, to the extent that parts of your entire Head Start program are out of compliance, your whole program is out_of compliance, thus ,your certification is hereby rei�_ectedd. Contra Costa County, the grantee, in accepting the Head Start grant, agreed to conduct a Head Start program that is in compliance with Head Start Performance Standards, and with applicable Federal rules and regulations. Where parts of program operation are contractually delegated to other organizations in specific geographic areas, it is incumbent on the grantee to ensure that all the delegate agencies also comply with all the Federal requirements. In the case of Contra Costa County, one of the identified deficiencies is the grantee's inadequate oversight of its delegate agencies. In fact, this was also cited as a non-compliance in the 1991 on-site program review. Thus, the grantee has a history of this area being deficient, and as demonstrated by the "certification" letter, to date there is no evidence that it is able to correct this ~ , deficiency. Joan Sparks - page 2 By September 15, 1995, please submit documentation that all parts of the Contra Costa County Head Start program are in fact. in compliance with those on-site review non-compliance items that were not part of the deficiency designation; or, if this is not possible, please indicate the actions you are taking to remedy the situation without further delay. This is also to remind you that appropriate _documentation must be available to support compliance. We again reiterate our offer of technical assistance, and our availability to assist you in your efforts to bring your Head Start program into full compliance, so the Head Start-eligible children and families in the County receive the quality services prescribed by Federal legislation and do not face interruption of service. If you have any question, please contact your assigned Program Specialist, Maria Fort, at 415/556-7408. Sincerely, ohn Kersey,.Acting anager Head Start and You ranch cc: Chairman, Board of Supervisors Head Start Director Head Start PC Chair County Adininistrator b Administration for DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: [Head Start 09CH03751 Region IX 50 United Nations Plaza San Francisco, CA 94102 MAY i RECEIVED Gayle Bishop, Chairman Board of Supervisors MAY 18 995 651 Pine Street Martinez, California 94553 CLERK BOARD OF SUPERVISORS CONTRA COSTA CO. Dear Supervisor Bishop: From January 23 to 27, 1995 the Administration for Children and Families (ACF) conducted an on-site monitoring review of your Head Start program. On-site program reviews allow ACF, as the responsible funding agency for Head Start programs, to assure that Head Start grantees deliver the type and scope of services required by all relevant legislation, regulatory and policy requirements governing Head Start programs. Through monitoring ACF determines the degree to which programs are meeting minimum requirements and technical assistance resources are made available to those programs that do not meet minimum requirements. Each component of your program, including those of all four delegate agencies, was reviewed using the Head Start "On-Site Program Review Instrument" (OSPRI). The specific fmdings of our on-site review are attached to this letter, providing you detailed information on all areas in which your program was not meeting minimum Head Start requirements. Our report will include: Overall Strengths and Weaknesses - Summary of Deficiencies - OSPRI Report of Findings - Summary Table of Non-Compliances CORRECTIVE ACTIONS REQUIRED It is our judgement that the number, type and scope of non-compliance items compromises your program's ability to provide quality Head Start services. We have, therefore, identified your program as one with quality deficiencies. The specific deficiencies are discussed in Attachment II of this package. Gayle Bishop - Page'- It age'It is your responsibility to remedy the deficiencies noted in your program. The Head Start Act requires that all deficiencies identified as part of a monitoring visit be corrected as soon as possible and no deficiency can remain uncorrected for longer than one year from the date you receive this letter. In order to correct your deficiencies, you are required by law to develop a Quality Improvement Plan (QIP). We also request that you require your delegate agencies to develop a QIP where indicated, and you must monitor their progress m achieving compliance. When you submit your documentation of compliance, that of the delegate agencies must be part of it. You must develop and submit a QIP, within 30 days of receipt of this letter. It must specify the deficiencies to be corrected, the actions you will take to correct them, and the timetable with intermittent bench marks for the complete elimination of all deficiencies no later than one year from the date of this letter. We are prepared to assist you in the preparation of your QIP and encourage you to call your Program Specialist immediately to discuss the QIP and its development. . Our office must approve your QIP within thirty days of its submission or indicate to you the reasons it cannot be approved. We are confident that your Head Start program will be brought in compliance even before the one year limit by eliminating all the deficiencies and non-compliances. However, in the unlikely event that your program continues to have uncorrected deficiencies beyond one year from the date of this letter, you will be issued, consistent with the requirements of the Head Start Act, a letter stating our intent to terminate your Head Start grant. In addition to the deficiencies noted in the attached report, you were found out of compliance on several items, not related to the identified deficiency(ies). These items are identified in the OSPRI Report attached to this letter. We expect that all identified non-compliance areas to be corrected as soon as possible and, unless this office authorizes additional time, within 90 days of the date of receipt of this letter. When you have corrected the identified areas of non-compliance, please submit a letter to this office, certifying that the non-compliances have been corrected. This process is separate from your Quality Improvement Plan and must be dealt with separately. We-will -continue to make technical assistance available to you throughout the coming months. We will determine in partnership with you a reasonable schedule of follow up activities including site visits to monitor your progress and validate your full compliance no later than one year from your receipt of this letter. 4 a; Gayle Bishop - Page As expressed in the report of the Advisory Committee on Head Start Quality and Expansion, the goal of ACF is to ensure that all Head Start programs provide quality services to young children and their families. We look forward to supporting your efforts to reach this goal. We wish to thank the board, the policy (council, the staff, and the parents of your program for their cooperation and assistance during the review. Please feel free to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any questions or concerns you may have. Sincerely, Maria L. Fort Arden Hamilton Program Specialist Financial Operations Specialist Head Start Branch Office of Financial Operations Enclosures cc: Executive Director Head Start Director Policy Council Chair County Administrative Officer u. .. w �u.. : ........... . 60 FY95 HEAD START PROGRAM REVIEW REPORT CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT 4 i HEAD START PROGRAM Grant No. 09CH0375 f, 651 Pine Street Martinez, CA 94553 Supervisor Gayle Bishop, Board Chairperson Mr. Phillip Batchelor, County Administrative Officer- Ms. Joan Sparks, Executive Director Ms. Daneen Cali, Acting Head Start Director Ms. Mary Shavies, Policy Council Chairperson Prepared by the Administration for Children and Families Maria L. Fort, Team Leader The on-site review was held on January 23-27, 1995 . All components were reviewed as follows : Component Reviewer Administration: Maria Fort, Team Leader Norma Johnson Paulene Graham Davetta Thibeau Education, Staffing Linda Flanigan and options : Mitchell Kuljis Health, Mental Health, Ina Dickenson Nutrition: Mary Soule Social Services, Arthur McBride Eligibility--- : Susie Wilson Parent involvement : Saovaros Diehl Marina Sanchez Disabilities : Darlene Wazdenko Finance and Property: Arden Hamilton Cameron Snyder Mary Riley Betty White ATTACHMENT I. OVERALL STRENGTHS AND WEAKNESSES A. Strengths 1 . The provision of health services; both medical and dental . 2 . Nutrition services . 3 . The grantee' s [County Administrative Officer (CAO) ] increased oversight of and involvement in the administration of the Head Start program. Examples: 1 . Timely completion of health screenings and immunizations. Proper follow-up of diagnosed conditions. 2. Well prepared, tasty meals that are enjoyed by the . children. 3 . Higher quality administrative response at the grantee level . Provision of administrative support to the Head Start program. Improved oversight of the delegate agencies. B. Weaknesses 1 . There are no written planning or monitoring procedures. 2. The grantee-operated program (GOP) is not integrated into the grantee's administrative structure; it is part of the grantee, yet it is treated as a delegate agency with separate sets of component managers at the grantee and at the grantee-operated program levels. 3 . The personnel administration was weak in the areas of reference checks, declarations, and prior approval of staff hiring by the Policy Council . 4 . Documentation of observations, tracking of the children' s development, of services, and of home visits were lacking. 5 . Transitioning disabled and other children from Head Start to Kindergarten was inadequate. 6 . Confidentiality was not properly maintained, as a number of files were not locked. Attachment II. SUMMARY OF DEFICIENCIES Below we have summarized the deficiencies identified during the review that must be addressed in a Quality Improvement Plan. A. GRANTEE 1 . Cross-Cutting Deficiencies a. Inadequate written procedures; # 185, 186, 187 b. . Inadequate documentation of services; # 196 C. Inadequate staff and parent training; # 21, 22, 66, 73, 107, 108, 127, 137F, 142, 155, 200 d. Insufficient cross-component integration; # 83 , 165, 68, 106 2 . Administration - Non-Compliance with Head Start Performance Standards (45 CFR Part 1304 . 1, 1301 . 31) a. Written Procedures (1304 . 1-4) (1) Planning process; no written planning procedures that would include the utilization of the Community Needs Assessment , results for recruitment areas, program options, and component objectives - #185 (2) No written monitoring procedures (The monitoring issue was cited in the 1991 on-site review and has not been corrected #187 (3) No written budgeting procedures b. Delegate Agency Oversight - inadequate oversight and monitoring of delegate agencies - #191, 222, 226 C. Personnel Administration (1301 . 31) Personnel Policies need to be revised and up-dated (1) There are no declaration forms - #193 (2) There are no annual performance evaluations of staff - #196 (3) There is no record of training in personnel files - #196 (4) There is no evidence of reference checks - #196 d. Financial Administration (1) Improper oversight of delegates; no timely action on budget change requests - #222, 226 (2) Insufficient non-Federal share - #235 (3) No evidence of current certified property inventory - #256 3 . Mental Health (45 CFR Part 1304 . 3-7, 8) a. Insufficient staff; one part time mental health professional and two interns to serve the grantee- operated program and four delegate agencies - #73 , 74, 75, 76, 79 b. There are no planning or preventive activities; no individualized activities; no evidence of working with parents; or of integration of mental health activities with other program components - #81, 83, 85, 87, 89 3 . Parent Involvement (45 CFR Part 1304 . 5-1, Appendix B to 1304 (The Parents) ] a. Inadequate and incomplete documentation of home visits - #134, 147 b. Improper separation of the GOP parent group from the Policy Council (PC) ; at time usurping the role of the PC - #137 C. There are written agreements signed by parents to participate three hours per month as a prerequisite of enrollment - #138 . Parent participation is encouraged, but is strictly voluntary and may not be mandated d. No financial reports or other relevant information is provided the Policy Council to ensure informed decision making - #148 e. There was no prior approval of ' hiring Head Start staff. The Policy Council approved new hires within 30 days after they were hired - #137D 4 . Disabilities (45 CFR Part 1308) a. There are no updated and signed agreements with the Local Education Agency (LEA) - #156 b. Maintenance of confidentiality is inadequate; some files were unlocked - #160C C. Parental consent is at LEA; not available at the grantee sites - #160D d. There are no individualized activities based on the Individual Education Plan (IEP) because teachers don' t have access to them, as they are kept at the central office - #162 e. Parents are not assisted in the transition of their children; proper records are not maintained #166 B. DELEGATE AGENCIES 1 . Bayo Vista Tiny Tots Nursery School a. Mental Health b. Parent Involvement C. Eligibility, Recruitment, Enrollment 2 . Family Stress Center a. Mental Health b. Disabilities C . Financial/Property Administration 3 . First Baptist Church a. Mental Health b. Parent Involvement 4 . United Council of Spanish Speaking Organizations a. Administration • Attachment III. OSPRI REPORT OF FINDINGS e • i j-ry/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1 REPORTING FOR FISCAL YEAR 1995 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA DATES OF REVIEW: 01/23/95 TO 01/27/95 EDUCATION Number of Parents Interviewed: 12 Number of Staff Interviewed: 7 Component Reviewers: Mitchell Kuljis EDUCATION COMPONENT STRENGTHS: Excellent facilities are provided for the families being served. All the classrooms are attractive, well defined, and provide meaningful activities for the children. EDUCATION COMPONENT RECOMMENDATIONS: The education components needs to focus on providing for more individualization on each child's needs. Add more health related activities to the curriculum. Item 016 There shall be procedures for ongoing observation, recording., and evaluation of each child's growth and development for the purpose of planning activities to suit individual needs. (R,I) [1304 .2-2 (d) ] REASON FOR NON-COMPLIANCE E. No evidence of individualizing on the lesson plans._ F. There needs to be regular (monthly) child observations which are written up on each child. Item 018 The educational aspects of other Head Start components are integrated into the daily education services program. (1304 .2-2 (d) REASON FOR NON-COMPLIANCE There needs to be more health activities integrated into the curriculum. PAGE EDU-2 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ----- -------------------------------------------------------------------- Ltem027 Indoor and outdoor premises shall be kept clean and free, on a daily basis, of undesirable and hazardous material and conditions. (0) [1304.2-3 (a) (6) ] REASON FOR NON-COMPLIANCE Both Sunset and Bridegmont had flooded play yards. The Nogales site is bl' by an open trench. Item 028 Outdoor play areas shall be made so as to prevent children from leaving the premises and getting into unsafe and unsupervised areas. (0) [1304.2-3 (a) (7) ] REASON FOR NON-COMPLIANCE Out of compliance because play yards are not being used at Sunset, Nogales, and Bridgemont centers. PAGE HEA-1 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA _-------------------------------------------------------------------------- HEALTH Number of Parents Interviewed: 0 Number of -Staff Interviewed: 6 Component Reviewers: Mary Soule HEALTH COMPONENT STRENGTHS: Professional staff. Timely completion of health requirements. Well-organized family files. Current, concise anecdotal comments. Utilization of community resources. HEALTH COMPONENT RECOMMENDATIONS: Develop cross-component health education curriculum for children which is clearly documented in the lesson plan. Increase availability of health curriculum support materials. Revise policy which requires completion of physical exam as a prerequisite of enrollment and that of suspension of children for non-compliance with health requirements. E Item 068 Health education is integrated into ongoing classroom and other program activities. (4) REASON FOR NON-COMPLIANCE :urrently there is not an organized health curriculum for children with ;, >pecific developmentally appropriate goals. Classroom lacks adequate .urriculum support materials i.e. books, puzzles, etc. r j r PAGE MEN-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- MENTAL HEALTH -------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 6 ' Component Reviewers: Mary Soule MENTAL HEALTH COMPONENT STRENGTHS: Qualified program staff. On-site mental health intern. Classroom support staff (Disabilities/Mental Health Aide) . Excellent utilization of community resources. MENTAL HEALTH COMPONENT RECOMMENDATIONS: Expand prevention services to all enrolled children, parents, and staff. Develop specific mental health curriculum in conjunction with the education component which is clearly documented in the lesson plan. Item 073 Assist in planning mental health program; (1) REASON FOR NON-COMPLIANCE The mental health consultant has not been available to plan a cohesive - program (She works 20 hours per week to cover the grantee-operated program and the four delegate agencies) . General classroom observation/assistance in developmental screening has not occurred. Item 075 Observing children and consulting with staff; (3) " REASON FOR NON-COMPLIANCE Same as #73 . Item 076 Advise and assist in development screening and assessment; (4) i Y PAGE MEN-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE Same as #73 . PAGE NUT-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --------------------------------------------=---------------------------------- NUTRITION _ Number of ,Parents Interviewed: 0 Number of Staff Interviewed: 6 Component Reviewers: Mary Soule NUTRITION COMPONENT STRENGTHS: Efficient coordination with school food service departments. Involvement of parents in menu planning. Food aide in classroom to assist with meal service. Family-style service well implemented. NUTRITION COMPONENT RECOMMENDATIONS: Develop organized, specific nutrition curriculum for children in conjunction with the education component. Provide nutrition training for all staff on issues such as sanitation, family health. CCFP guidelines, adaptive techniques for special children, etc. Item 106 Children participate in learning activities planned to effect the selection and enjoyment of nutritious food. (2) REASON FOR NON-COMPLIANCE An organized nutrition curriculum is not available. Classrooms lack adequate nutrition related materials. Training for staff appears to be available only to food handlers. Item 108 All staff receive education in principles of nutrition and their application to child development and family health, as well as in ways to create a good physical, social, and emotional environment. (4) REASON FOR NON-COMPLIANCE Same as #106. t r PAGE SOC-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES' DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING; ORGA ------------------------------------------------------------------------------- SOCIAL SERVICES ---------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 7 Component Reviewers: Susie Wilson SOCIAL SERVICES COMPONENT RECOMMENDATIONS: Attendance policies need to be strictly adhered to with parent contact and reason for absence clearly documented. Development of the Family Assistance Plan (FAP) must be based on information gathered on the Family Needs Assessment (FNA) more closely. Item 118 There is a written social services plan annually updated and/or revised. [1304. 1-4] REASON FOR NON-COMPLIANCE Though there is a written plan, areas [1304-2 (a) (8) ] (contacting parents after child has been absent for four consecutive days or whose attendance is irregular) and [1304-2 (c) ] (maintenance of up-to-date family records) are not addressed. Item 123 There shall be follow-up to assure delivery of needed assistance. (R, I) [1304 .4-2 (a) (6) ] REASON FOR NON-COMPLIANCE Information on the FAPs needs to follow more closely along parent's identified needs as per the FNA; often, important information is not being followed up. Also, none of the FAP's had parent signatures; many were lacking staff signatures, making it difficult to determine if parents were part of developing the FAP. Item 125 A parent or guardian will be contacted with respect to an enrolled child whose participation in the Head Start program is irregular or who has been absent four consecutive days. [1304 .4-2 (a) (8) ] [See ER#179] REASON FOR NON-COMPLIANCE Both parent interviews, and observation of files indicate that this rarely happens. 1 iY LL L5.3,.0 i..sLuiturv..:a:iv.ai6iuuva:'.:v.:v4i,w!3.�i5iY4� � ti •... _ •'.. •^. ....i.^r•;•,'^ PAGE SOC-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 126 Records shall be established, maintained, and kept - confidential that include: [1304.4-2 (c) ] REASON FOR NON-COMPLIANCE Information on outcome of referrals is lacking. There is little or no evidence of staff/parent contact in most files. (Very inconsistent) r PAGE PAR-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- PARENT INVOLVEMENT ------------------ Number of Parents Interviewed: 8 Number of Staff Interviewed: 4 Component Reviewers: Marina Sanchez PARENT INVOLVEMENT COMPONENT STRENGTHS: Strong staff support in Social Services and parent participation in classrooms. PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS: Parent involvement component training for all staff. Rewrite component plans, and training plans for parents. Hire a parent involvement staff person to insure component liance and enhancement of parent involvement in all areas. Item 133 There is a written parent involvement plan annually updated and/or revised. [1304.1-4] This includes a detailed plan on implementation of I-30-2 "The Parents" (70. 2) [1304.5-2 (b) ] REASON FOR NON-COMPLIANCE Component Plan did not reflect detailed activities and time frames for parent involvement at this delegate agency. It is a one-sentence statement, "Parent plan is in place. " Item 137 The process of making .decisions about the nature and operation of the Head Start program. _ REASON FOR NON-COMPLIANCE Parents are not given choices in many agenda items. One-page memos instruct Policy Committee members on how to vote or approve each item (called consent items) that needs their attention (vote) . There is little or no training for the Policy Committee in the process of making decisions at the program level. - � PAGE PAR-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --- -- ---------------------------------------------------------------------- Item 139 There shall be opportunities for parents which lead to enhancing the development of their skills, self-confidence, and independence in fostering an environment in which their children can develop to their full potential. [1304 .5-3 (a) ] REASON FOR NON-COMPLIANCE A. Parents were. not sure what role the Policy Committee had in the classroom':, Iri general they did- not, understand- the decision-making .process and the-roles of the parents in Head Start. I. Unable to find training in personal growth; what training there was, had to do with "Head Start. " . Item 144 Identification of opportunities for continuing education that may lead toward self-enrichment and employment; (f) REASON FOR NON-COMPLIANCE Unable to find documentation of presentations on training to encourage continuing education opportunities. PAGE DIS-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- DISABILITIES SERVICES --------------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 10 Component Reviewers: Darlene Wezdenko DISABILITIES SERVICES COMPONENT STRENGTHS: The staff are receiving practical hands on training in working with children with disabilities at another agency. Collaborating with LEA is working. Staff know about their children with disabilities and receive suggestions from therapists working in the classroom. DISABILITIES SERVICES COMPONENT RECOMMENDATIONS: The delegate must ensure that confidentiality is maintained. A system should be developed to track the assistance given to parents in the transition of their children from Head Start to the Local Education Agency (LEA) . Item 155 Resources to implement the disabilities services plan are adequate: (1308.4 (n-o) ] . REASON FOR NON-COMPLIANCE B. There is an entrance gate at the Gehrinders center that could not be used if a person had a disability or was in a wheelchair. Item 160 The disabilities coordinator arranges for formal evaluation of children identified as possibly having a disability [1308. 6 (e) ] REASON FOR NON-COMPLIANCE C. The files at the Gehringer site were not locked. D. The parental consent for evaluation is signed at the district and the agency does not have a copy. PAGE DIS-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 165 The disabilities coordinator works closply_ with other Head Start staff to ensure that the special needs of each child with disabilities are met. [1308. 18, 1308.20, 1308.4] REASON FOR NON-COMPLIANCE A. Health component staff not involved in the assessment process or in the' follow-up. D. Participation and support of parents of children with disabilities are not fostered by staff. Item 166 The program supports the transition process for children with disabilities who are entering and leaving Head Start. [1308.4 (g) , {l} ) REASON FOR NON-COMPLIANCE B. There are procedures for transition and there is an end of year IEP but there are no records maintained to document assistance to parents at other and in other aspects of transition. l PAGE ELI-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE ---------------------------------------------------------------- Number of Parents Interviewed: 3 Number of -Staff Interviewed: 7 Component Reviewers: Susie Wilson ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS: Social Service staff demonstrate strong community networking skills. Staff reflects ethnic makeup of program. ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS Eliminate the use of the separate income verification sheet; with only the parent signature required, it does not meet (1305.4 (e) ] , whereas the application form itself is designed to do so (application form includes appropriate Income Verification Section) . Waiting list numbers should be determined by estimated number of anticipated enrollment vacances for the coming year, not by a set of percentages. Income updates for second year children, even though not used for re-verification, are unnecessary, and should cease. Attendance policies must be strictly followed. Item 178 When the monthly average daily attendance rate in a center-based program falls below 85 percent, the program has analyzed the causes of absenteeism. This analysis includes a study of the patterns of absences for each child, including the reasons for absences as well as the number of absences that occur on consecutive days. (1305.8 (a) ] REASON FOR NON-COMPLIANCE Absences seem to be rarely followed up on, except in severe cases. ..... ..• : v .ri.:.. �.+i4C"-w..:wJ..:..:.:. '.+f.ilJ..e eaiifiiiii}::— 6 vL'•— _ _ PAGE ELI-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item. 179 When the reasons for a child's absences are unexcused -for four or more consecutive days, the program has initiated appropriate family support procedures, including home visits or other direct contact with the- child's parents, that emphasize the benefits of regular attendance, while at the same time remaining sensitive to any special family circumstances. (1305.8 (b) ] (See SS #125] REASON FOR NON-COMPLIANCE There is no documentation in files to indicate that follow up is done on absences (staff-initiated) except in severe cases, when a letter is sent with the absence policy enclosed. Thus, support procedures are often inadequate or untimely. PAGE ADM-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- ADMINISTRATION -------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 1 Component Reviewers Norma Johnson ADMINISTRATION COMPONENT STRENGTHS: The Head Start Director is very open to training and technical assistance to improve program services. ADMINISTRATION COMPONENT RECOMMENDATIONS: * The Head Start Director and the component staff are located in two separate offices, 25 miles apart. The Director may consider occupying office space in the program staff's offices at least for some portion of the week. * Parent training in I-30 and OSPRI should be improved. Item 185 The grantee should have and should implement a written procedure for program planning which. is approved by the Board and the Policy Council and which includes a process for formulation of component objectives with adequate time for review of final objectives, including timetables and budgets. (R,I) REASON FOR NON-COMPLIANCE The delegat agency has no written procedures for program planning of for program monitoring. Item 187 The grantee has and implements. a written procedure which describes an ongoing monitoring process that assures specific program objectives and activities are completed in a timely manner. (R, I) REASON FOR NON-COMPLIANCE Same as #185. PAGE ADM-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 189 An annual self-assessment must be performed by each Head Start grantee and delegate agency. (R, I) REASON FOR NON-COMPLIANCE The Director stated that the OSPRI was completed in March, 1994. The OSPRI, however, has been misplaced and could not be located. No improvement plan was found nor evidence of training for the OSPRI team. Item 194 Head Start agencies shall establish personnel policies and procedures. (R) REASON FOR NON-COMPLIANCE The Personnel Policies are missing reference to: 1) Declaration forms 2) Policy Committee approval/disapproval in the hiring/firing process 3) Adherence to criminal records check 4) Conflict of interest for political activities 5) Promotion plan The Personnel Policies' reference to official travel, and to training opportunities are inadequate to comply with the performance standard. The Personnel Policies refer to employee evaluations , but does not mandate it: Item 195 There is evidence that personnel policies are implemented as written and approved. REASON FOR NON-COMPLIANCE Staff hired prior to approval of the Policy Committee. Item 196 A file and records system shall be maintained to include official documents for each staff member, related to: qualifications for appointment or promotion; periodic pay increases; records of continued training or education; official recognition; performance evaluation; and adverse action. The system must protect the confidentiality of personnel records. ... _....._... ,.._.. _.. _. •.�:.cx:c.o:�..�..s.:..-vs:n...:,..r...sc..ict..><:n1.c:z:c:u<:c.uu:,d:>Li.itx;tbsuu7i)ivStL: PAGE ADM-3 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE Personnel files missing required records, i.e. , reference checks, appropriate training, performance evaluations, and initial medical exams. PAGE STA-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- STAFFING REQUIREMENTS AND PROGRAM OPTIONS ----------------------------------------- Number of Parents Interviewed: 8 Number of Staff Interviewed: 10 Component Reviewers: Mitchell Kuljis STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS: Delegate agency is in compliance with most of the staffing and options requirements. Pre- and in-service training. STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS: Develop a plan and systems for recruiting, training, and utilizing volunteers. Item 205 The grantee has developed and implemented a system to actively recruit, train, and utilize volunteers in the program to the fullest extent possible. [1306. 22 (a) ] REASON FOR NON-COMPLIANCE There are no plans or systems available for the recruitment, training or the utilization of volunteers. Item 206 Special efforts are made to have volunteer participation, especially parents, in the classroom and during group socialization activities. [1306. 22 (b) ] [1306.20 (b) (d) ] REASON FOR NON-COMPLIANCE There were insufficient or no volunteers and/or parents in the classrooms. PAGE ACC-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --------------------------------- --------------------------------------------- ACCOUNTING ---------- Number of Parents Interviewed: 0 , Number of Staff Interviewed: 3 Component Reviewers: Cameron Snyder Item 217 Grantee has written accounting procedures. REASON FOR NON-COMPLIANCE The delegate does not have a complete accounting procedures manual. Item 218 There is a financial management system that ensures budget management, maintains control over current operations, and provides timely, accurate, current, and complete disclosure of financial matters. REASON FOR NON-COMPLIANCE Accounting records are not consistently supported by source documentation and source documentation is not consistent with delegate's own stated policies. Demand claims are unreconcilable to financial statements. Transactions are not posted in a timely manner. Non-Federal share is not posted on regular basis. Books have not been closed for the last fiscal year causing software generated reports to be out of balance and of ques . nable value. Item 219 Written procedures are in place to determine the allowability, allocability and reasonableness of costs. REASON FOR NON-COMPLIANCE There are no written procedures in place to determine the allowability, al a ility and reasonableness of costs. tem 225 Financial data and records were used in preparing the SF-269s for the budget period. REASON FOR NON-COMPLIANCE Financial statements should tie directly and easily to demand claims submitted to the grantee. They currently do not. PAGE ACC-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEG 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA -- ----- -------------------------------------------------------------------- Item 226 Previous audit deficiencies have been addressed and corrective actions have been implemented. REASON FOR NON-COMPLIANCE The 1994 audit had no findings and cleared prior year findings. However, 1993 findings appear to still be in evidence which would indicate a backslide to past irregularities or deficiencies. Item 247 Budgeted food costs (USDA and non-USDA) compared reasonably with the actual food costs recorded in the grantee financial accounting records. REASON FOR NON-COMPLIANCE Accounting reports are not set-up to identify CCFP expenditures as budgeted. CCFP advance is not reconciled to its deferred income liability account. ITEM 248 USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program participation. GENERAL COMMENTS This requirement was not verified because documentation is maintained at a separate location. Item 252 Grantee has established a written policy and specific procurement procedures which, at a minimum, provide: REASON FOR NON-COMPLIANCE Transactions did not contain evidence required to substantiate procedural adherence to stated policies. Documented policies are incomplete but under development. Paid invoices did not identify who received the merchandise. Some merchandise was paid for prior to receipt'. There were no purchase orders or receiving reports on several transactions. The bids for the purchase of a vehicle could not be located. _._.. _.....•..-..•k.......o..rucu:wscisne5i.tstfs.LcS�S.'�..tiSL'�'.��u���.,$'t _,._.. .� ,.:._ ..._.......�.. ..,..,... ._. . ... ... 4 ' PAGE ACC-3 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --------------------------------------------------------------------:----------- Item 255 All grantee procurement transactions, whether negotiated or advertised, and regardless of dollar value; must be conducted in a manner providing maximum open and free competition. REASON FOR NON-COMPLIANCE There is no written evidence supporting this requirement. Item 256 Grantees' property management standards for nonexpendable personal property shall include the following procedural requirements: REASON FOR NON-COMPLIANCE There is no property management system in evidence nor is there evidence of inventory practices.. t 3 Board of Directors Bayo Vista Child & Family Center, Inc . #2 California Street P . O. Box 443 Rodeo, California 94572 September 6, 1995 Joan V. Sparks, Director { Community Services Department Administration Contra Costa County 1220 Morello Ave. , Suite 101 Martinez, CA 94553-4711 I Subject: Non-Compliance issues #1 and #2, Corrective Action Notices Dear Joan: Pursuant to our meeting at your offices on September 6, j 1995, the Bayo Vista Board of Directors have reviewed the issues and respond as follows: Nan-Compliance issues #1 and #2 #1 No Dental Training Dental training was offered on April 30, 1995 . A second training will be offered on 3 dates in October, 1995 at each of the 3 Bayo Vista sites. The training will be performed by Gentle Dental of Pinole, California. Attached please find documentation concerning the training offered in April . #2 Lack of 2-Way Communications between Parents and Staff In September, 1994 a TRIBES training took place between parents, Board and staff . Another TRIBES training took place in September, 1995. Attached please find documentation to this effect . Corrective Action Notices Corrective Action Notices #1 , #2, and #3 have been corrected to address the items at issue . Those issues being the late audit, the overcharge of $6314, and the control procedures for accounting and authorized personnel . Corrective Action Notice #4 involves a number of items found in our audit which the Board, is currently fixing to strengthen our system of internal controls, management and administration . Corrective Action Notice #5 concerns the Non-Compliance issues and is discussed above . Additional Action At each Board meeting, the Board will schedule as part of its regular agenda, specific oversight of the compliance and corrective action issues. Furthermore, the Board will conduct quarterly reviews of the compliance issues and produce appropriate documentation . Conclusion The Board would like to express its appreciation to the County officers for their help and guidance in this trying period . We hope this letter and the corresponding action by Bayo Vista meets with your approval and that we all will be able move forward productively from this point. Sincerely, c Michael S . Epstein Board Member 1 fl/r11\\Aunitea Way Age'ncy 09/06/95 Phil Batchelor Administrative Offices County Administrator O 837 Arnold Dr.,Suite 100 Martinez:,CA 94553'i`'\ 651 Pine-.,Street _(510)229,2210 1 1 th floor Fax(5 10)229-0309. Martinez, CA 94553-1229 Community Centers O 837 Arnold Dr,Suite Yo0 Dear.Phil, Martine4EX 94553 - (510)229-1600 r your _ � lettAs-per,to the Board ofhere Directors of UCSSO� plans'that Scott Tanoutlinedin� dy , ' \ ` / his` 157 9th Street Richmond,CA 94804- — (510)23i 6050 he/issues detailed-in our_ plan''arO toyprepare a plan that demonstrates re 0 501 RarlrpaaAve.� ' -progress toward achieving compliance�,�,wit�h' all"of the on=site_'proram� review" Pittsburg,CA 94565' - ;(510)439=T515 (()SPRI;� Jarivary 1995); strengthening of?accounting systems ;including an acceptable'cost.allocation plan and accounting-procedures; the restructuring=;& O -120'Oak Street ' the board-of directors to ,eliminate conflicts; Ian to address: Uestioned and �Brentwood,CA.94513 ' � � p q - _ ;(510)634-6144= disallowed costs in 1994 and 1995; and resolving issues contained in`the-four corrective action notices'from,the;Department of Community services. ' - �'' Head start Please be advised that the LPC and Board of Directors will be asked to approve the Administrative Office 0 1.20 Oak Street; i_ submiss(on of the plans to;you,on Thursday September 7;199:5., We will'send you ;. - Brentwood,CA 94513, "_written confirmation Of,the actions the LPC and Board of Directors took: (510)516-2060= _ Fax(510)516-0762 Would also like to take this opp6rt0nity to advise you that it is the intent of the - Board,& Directors to'c61mplete-the appointment process to fill the existing Nutrition.Programs vacancies on Board,of Directors. The vacancies should be filled biSeptember O 100 Village Dr. _27 1995,. Brentwood,CA 94513 (510)634.50,40 ` Thank you for�your-cooperation aand,we sincerely appreciate your\,efforts.t6 assist ,.the county's Head StartPrograrriand UCSSO's�Head Start Program._ Private Industry Council JTPA Sincer' , O%120 Oak Street , Brentwood,,CA 94513 - (510)634-2195 Arnold D. ores IIF ' Chairperson cc: Board',of'Supervisors Joan/Sparks, Community Services Director Boar:"d;of Director' i ' k r►L r%vt�1 �� �� ,n Xp7t- UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS Corrective Action Notices 2-5 I . Corrective Action Notice 2 • UCSSO has taken action to insure that with the beginning of the 1995 Head Start school year all classes will maintain the Average Daily Attendance(ADA) as required by Federal Regulations. • Each classroom will also have a waiting list that is at a minimum 10% of the total enrollment, ' 11 . Corrective Action Notice 3 • On September 6, 1995 UCSSO submitted to the County Administrator a detailed Quality Improvement Plan and Compliance Plan which specifically address all of the deficiency, and non-compliance items, not related to the identified deficiency. • The corrective actions noted in the Quality Improvement Plan will resolve the deficiency items within the time frames permitted for the correction of deficiencies under the Head Start Act. • The corrective actions noted in the Compliance Plan have resolved all of the OSPRI non-compliance items. 111. Corrective Action Notice 4 • The three slots were never physically transferred because classes were not in session. • All UCSSO Head Start classroom staff received specific training on Behavior Management during the 1994 - 95 school year. • All UCSSO Head Start classroom staff will again receive training on Behavior Management during the 1995-96 school year. • The type and frequency of training to be provided during the 1995-96 school is described in the Training and Technical Assistance Service Plan contained in UCSSO's 1996 grant application. IV. Corrective Action Notice 5 4 • The "Admission Agreement" referred in this Corrective Action is no longer being used by UCSSO. • Copies of the aforementioned "Admission Agreement" have been removed from appropriate files. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS Disallowed and Questioned Costs: 1994 1995 and Cost Allocation Plan I . Disallowed Costs-1994 • The total disallowed costs for 1994 total $ 21,105.00 • UCSSO has an approved repayment plan for this amount. 11 . Questioned Costs-1994 * The UCSSO's Head Start Accountant and Grantee's CPA agree that approximately $11,000 in questioned costs have been identified. All other costs for 1994 were deemed by the CPA to be appropriate and allowable. The question of whether or not the questioned costs are in fact disallowed is still unresolved. • UCSSO was advised that a final determination would be made by Grantee and that we would be notified as to the allowability of the costs. As of September 6, 1995, UCSSO has not been informed of the final determination on these questioned costs. • If the costs are disallowed, and if UCSSO agrees, a repayment schedule will be entered into. Ill . Disallowed Costs-1995 • UCSSO has not been advised that there are any disallowed costs for 1995 as of September 6, 1995. I V. Questioned Costs-1995 • UCSSO has been advised by Grantee that there is approximately $9500.00 in questioned costs due to salary, space and utility allocations. • Whether these questioned costs will be disallowed remains unresolved. -------------- • If the costs are disallowed, and if UCSSO agrees, a repayment schedule will be entered into. V. Cost Allocation Plan • Although UCSSO's existing Cost Allocation Plan was reviewed by the OSPRI team and found to be acceptable, it is being revised as requested by Grantee. • The revised Cost Allocation Plan will be completed and submitted to Grantee by 9/13/95. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS Board of Directors conflict of interest 1. The restructuring of the Board of Directors to eliminate Conflict of Interest • It is our understanding that the Grantee finds that a conflict of interest exists for an LPC member to also be a voting member of the UCSSO's Board of Directors and also a member of the Grantee%Policy Council. • The UCSSO Board of Directors has appointed a member of the LPC to the Board of Directors for well over three years. These members have also been voting members of the LPC, Board of Directors and of the Grantee Policy Council. • It also was not identified in the OSPRI review as a compliance issue. • It is out understanding of the Federal Regulation s that having representation from the LPC is encouraged. 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HEAD START PROGRAM PLANNING PROCEDURES The purpose of the Head Start Planning Procedures is to establish a complete and comprehensive process that staff can follow in preparing and applying for the Head Start Federal Grant. The Program Manager of the Head Start Program and with assistance from appropriate staff,is responsible for submitting grant applications to Grantee. Procedures: • Grant Applications must include all required information. • Grant Applications must specifically include a completed budget Requirement section and a completed Program Narrative Requirements section and all required documents in accordance with Funding Guidance procedures. • The Delegate Agency Board and the Head Start Policy Committee must approve the Grant Application before it is submitted to Grantee. The Program Manager of the Head Start Program is responsible for submitting with the Grant Application,Budget ReQuirements. The performance objective with applications for Federal Assistance from HDS programs, the Program Manager or Director of Head Start submits detailed budgets with specific justifications and other required information. .Procedures= • The Program Manager or Director of Head Start is responsible for submitting budget Requirements to Grantee annually. Budget Requirements include four sections: 1. General 2. Food and Nutrition 3. Non-Federal Match 4. Administrative Costs 1. General Budget Requirements detail should be sufficient for a reviewer to make judgments as to the reasonableness of proposed costs. Federal costs should be itemized by the specified cost categories, program accounts should be specified separately, and a detailed budget breakdown must be included to support individual categories of general budget requirements. 2. Food and Nutrition Budget, Requirements must be in accordance with Program Instruction ACYF-PI-8 2- 2, `Budgeting Food and Nutrition Costs," January 1, 1982 and with USDA Child Care Food Program guidelines. 3. Non-Federal Match (Resources) must indicate the amount of non-federal cash and/or in-kind contributions to match the grant(20%of total program costs). A supplemental breakdown of non-federal resources must be attached to the budget detail/justification(General Budget Requirements). 4. ,administrative Costs are limited to 12% of total costs (federal and non-federal) excluding training and technical assistance funds. Computation of Administrative Costs must be submitted with the grant application and the certification form. The Program Manager or Director of Head Start is responsible for submitting with the Grant Application, Program Narrative iive Requirements. The performance objective is a Program Narrative or action plan that must be submitted with each Grant Application in accordance with"General Instructions Part IV," ACYF 1/84. 1 Procedure: • The program manager of Head Start is responsible for preparing and submitting a Program Narrative to Grantee annually. grogram Narratives include five sections: 1. Area Description and Survey(Community Needs Assessment) 2. Program Goals and Objectives Plan 3.Component Plans 4. Handicapped Services S. Training and Technical Assistance. 1. A complete and comprehensive Community Needs Assessment is required prior to the beginning of each three-year funding cycle,meaning that the Community Needs Assessment is submitted in the third year of the three-year funding cycle. It is due 100 days prior to the beginning of year one, and updates or modification of the Community Needs Assessment are required with the applications for program years two and three. As part of the comprehensive Community Needs Assessment in the program year one application, the Grantee submits the following information for itself and each Delegate Agency. a. Description of the process used to conduct the Community Needs Assessment, including a description of the involvement of parents,staff,and Board of Directors. b. Demographic make-up of the service area including the number of Head Start eligible children and families,their geographic location, and their racial and ethnic composition. C. Number of Head Start eligible handicapped children including types of handicaps and relevant services and resources provided by community agencies. d. Physical,economic,and social needs of Head Start eligible children and families. e. Other child development programs that are serving Head Start eligible children,including publicly funded federal,state and local preschool programs and the number of Head Start eligible children served by each. f. Resources in the community that could be used to enhance the operation of the Head Start Program and assist in meeting the agency's program goals and objectives. g. Maps showing the service areas, recruitment areas, location of Grantee and Delegate Agency offices and centers including home based, and location of other child care facilities in the area that serve Head Start eligible children. h. List of prioritized issues that will be addressed by the Head Start Program based on Community Needs Assessment. I. Identification of data sources used for statistical information. 2. Three-year Program Goals and one-year Objectives must be included in the Program Narrative section of grant applications. They refer to Grantee,Delegate Agency,and Grantee Operated Program broad-range goals and address community needs, issues and problems as identified in the Community Needs Assessment. Three year Program Goals must be detailed at the beginning of the three year funding cycle. Goal 2 statements must indicate the change proposed by the end of the three years for the priority problems selected by the program. Objectives must be result oriented, quantifiable, and indicative of proposed accomplishments toward each goal. For each objective,a detailed description of the activities and tasks to be implemented must be provided by the Grantee,Delegate Agency,and Grantee Operated Program. A written planning process must be submitted describing the persons and groups involved as well as the steps followed in developing the Program Goals and Objectives. 3. Component Plans are submitted in the Program Narrative section of applications for grants. The Grantee,Delegate Agencies,and Grantee Operated Program develop written plans for implementing Head Start Performance Standards. The Grantee must identify how the program meets or exceeds the Performance Standards. Component Plans are based on the program's self-assessment, community needs, results from program and Regional Office monitoring,and program aspirations. The Grantee submits written Component Plans in the first year application of a three year funding cycle. Only updates and changes to the original plans are needed in the subsequent two years. The Grantee submits the following Component Plan information in the Program Narrative for each component: a. A description of the process used to develop or revise the Component Plans as well as the persons and groups involved. b. The results of program self assessment,compliance with Performance Standards, identification of non-compliance,etc. C. Written plans for each component, appropriate to the funding year. 4. The Grantee, Delegate Agencies, and the Grantee Operated Program must describe plans for providing services to handicapped children based o the need for such services as described in the Community Needs Assessment. These funds (PA 26) are utilized only for the provision of special services too handicapped children required by the Handicap Services Plan or Individual Education Plan. Allowable activities for usage of PA 26 funds include core capability, evaluation of children, transportation, special equipment and materials, modification of physical facilities, training and technical assistance, and maximum use of other resources. 5. The Grantee/Delegate Agencies may use Training and Technical Assistance funds only for services that are of direct benefit to staff, parents, and volunteers in the improvement and maintenance of the program and its management. The Training and Technical Assistance Program Narrative section in grant applications must include: a. A description of the process used to determine training and technical assistance. b. A description of the overall Training and Technical Assistance needs for staff and parent policy groups. 3 C. Of those needs, a description of which needs will be addressed with Head Start funds as reflected in the budget and which, if any,will be met with other sources. d. A description of a plan for meeting the need for trained classroom and home based staff. The Program Manager of Head Start is responsible for requesting with the Grant Application, Quality Improvement Supplemental Funds, whenever they are available. • Head Start programs are allotted quality improvement funds equal to the percentage of the Head Start children enrolled in the program as compared to all other programs in the state. Procedure: 1. Contra Costa County Head Start allocates funds based on the percentage of Head Start children enrolled in each Delegate Agency as compared to the overall program. 2. Grantee allocation is divided into three categories: 1. Salary and Fringe Benefit Increases 2. Other Quality Improvements 3. Family Literacy efforts 3. Quality Improvement grant funds applications are completed in compliance with National Program Instructions for the current Fiscal Year. 4. The Grantee Quality Improvement funding request includes a summary of the following categories indicating how the funds will be used and a narrative explaining why funds are being requested in this manner. a. Salary increases to current staff b. Fringe benefit increases to current staff C. Transportation d. Hiring new staff, increasing hours of current staff,hiring consultants e. Insurance costs f. Facility renovation g. Equipment purchases h. Training and technical assistance intended to improve the qualifications of current staff I. Staff training,child counseling, and other services to address the special problems of Children participating in Head Start j. Family literacy The Program Manager of Head Start is responsible for requesting with the Grant Application, Supplemental Funds for Expansion, whenever they are available. 4 • Head Start programs may apply for federal assistance for expanding the current program based on the Community Needs Assessment. Procedure: 1. Region IX negotiates requests for expansion on a case by case basis by taking into account the justifications provided in each grant application for expansion. 2. The Grantee Expansion grant application must include the amount it intends to budget for service level maintenance and the amount and number of slots it plans to expand. 3. The Grantee office offers Delegate Agencies and the Grantee Operated Program an opportunity to negotiate for funds to maintain quality in their programs before determining what funds will be available for expansion. 4. The Grantee Operated Program and Delegate Agencies with high levels of services that are not expanding are offered an opportunity to justify amounts for maintenance of the prior year's level of service. No other expansion amounts are then made available to such agencies. 5. Quarterly Program Progress Reports are required from the Grantee after receiving expansion funds. b. All applications submitted must include evidence of Policy Council and/or Policy Committee approval. The Program Manager of Head Start is responsible for requesting with the Grant Application, Supplemental Funds for One Time Progrram Improvement.whenever they are available. • Head Start Programs may apply for federal assistance for one time program improvement funds. Procedures; 1. One time program improvement grant application requirements may vary from year to year. 2. Submissions required for program improvement grant applications include: a. A narrative description of the problems for which funding is requested and the impact on the agency's program that will result from correcting the problem b. Projected dates by which each planned change will occur C. A detailed budget which reflects the costs of all items and activities proposed to be purchased 3. The Grantee assists Delegate Agencies and the Grantee Operated Program in submitting applications which conform to the requirements of grant applications 4. All applications submitted must include evidence of Policy Council and/or Policy Committee approval The Program Manager of Head Start is responsible for following the established process to approve the Grant Application through the Policy Committee and Delegate Agency Board before they are submitted to Grantee. 5 Procedure: " 1. Grant applications cannot be submitted from the Head Start Program Manager to Grantee without the review, approval, and the designated authorized signatures of the Local Policy Committee, the Delegate Agency Board and Executive President. 2. Completed grant applications that are submitted on time will be reviewed for approval by the Policy Committee and Delegate Agency Board in accordance with the process for development of the overall grant application. Delegate Agencies that fail to submit their material on time run the risk of their material.not being included in the grant application. 3 6 G Z 4 o � z G -� oz o � r o 03 Gy N -n CP -� o ?� nLn ► 2 O S G -A LA Z G� UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM MONITORING PROCEDURES The purpose of regular monitoring of the Head Start Program components is to identify how the operations are proceeding in the following areas: • Objective achievements per component • Budget management • Performance Standard compliance • Classrooms are well supplied, adequately staffed and organized • Enrollment slots are filled • Parent Involvement is functioning • Staff are performing assignments Support services are provided as required or necessary The monitoring process for UCSSO Head Start Program will incorporate all of these five steps: 1 . Each component coordinator will identify critical points or key areas to be monitored using program objectives, component plans, budgets and the OSPRI. 2. Methods of monitoring include the following: -On site observations -Review of records or documents -Staff and/or parent interviews -Use of monitoring guide and/or OSPRI -Completion of monitoring report 3. Each component coordinator will be responsible . for their monitoring reports which will be due into the Head Start Program Manager's office within two (2) working days of the monitoring. In the event that special challenges have been identified in a component area, a monitoring team may be developed by the Head Start Program Manager to assist the HS Monitoring procedures revised 9506 page 1 component coordinator with a plan of action for correction. Regular monitoring by component coordinators will take place at least monthly or more as indicated per need. During the OSPRI annual review, review teams will be utilized to provide monitoring to each component area. Parents will be integrated into each review team for annual reviews. 4. Monitoring findings will be documented on the component monitoring report form. Completed information, signatures and copy distribution of the component monitoring report form are the responsibility of each component coordinator. A copy of each report will be maintained in the Head Start Program Manager's office. Component coordinators and staff to whom the report is directed will also maintain copies at their worksite. Monitoring findings will be shared during staff meetings and at Local Policy Committee meetings as indicated by the Head Start Program Manager. 5. Corrective actions for needed improvements within a component will utilize a three part process. a. An improvement plan will be developed by the component coordinator, involved staff, the Head Start Program Manager and/or the monitoring team developed for the purpose of developing a plan of action. b. The improvement plan will indicate needed training and technical assistance and the provider(s) of such. A time frame for completion will be set. Each staff person involved will receive a copy of the improvement I plan. C. After the improvement plan has been implemented, close monitoring will be executed to ensure improvements are well established. 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E;„ r � �141 pit � i T S 3 - r�; fi a F S � F� � 5 x x� a. m td n- W� a a >ti wh'z"a'S �� tc-a� r ��f,"2" ' �� r�� �1 � ��` / ` A° � e�f w 1� a;1`� ��> -` _<��$ ��v s +'�tr 41u �p"�t! vii i � "�2Y i d�v�a rUlfz Y �1��° 1 ol- �A �- rqr i -:q� ( fit. L f J yx r� t 3 i '�J �I l ,, i1 �v_� 1� ,gtE ��$rr X Gk ) Kra -: ! 4 Y rt+ ' p. ? k � 2P kht .�f� �I � ��' � �gi / !.: `� S: `�C it-. x�'�,s�°c�'r,1F'�'a �S z „rrr�a ��z7 �'2 tt �s`E t t �F� `: T� '^1 els .f .3-'�t�a �+, �'€� ��n t'���isMt r�'p�c,w�+,»4r� u��i�; r. :e t�� �`&�! td� yrd rr4 dI/�`�Ar fd 4 © � G 2 4 -o a ? pr p Zp co n pZ 0Ul Z G S -r to � Z G� UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS Annual Self Certification Form To: UCSSO Executive President From:, Head Start Director This i to certify that the OSPRI Annual Self Assessment for Fiscal Year 71-S. ......... has been completed. The original is stored and secured in the office of the Head Start Director. :4iSi nature D to oflo Q O cr► p � Jun C) 10 �00 p o2 Von rn UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES-800 EMPLOYEE DECLARATION FORM POLICY 801 Prior to selection and hire each prospective Head Start employee will complete a Head Start Program Declaration Form in accordance to Federal Head Start Regulations Part 1301 (31)(c). Candidates/employees will disclose; all pending and prior criminal arrests and charged related to child sexual abuse and all dispositions;convictions related to other forms of child abuse and or neglect;and all convictions of violent felonies. This declaration may exclude: traffic fines; any offence other than child abuse, related to child and/or sexual abuse or violent felonies committed before the prospective employees eighteenth birthday which was finally adjudicated in a juvenile court or under youth offender law; any j conviction which has been expunged under federal or state law; and any convictions set aside under the Federal Youth Corrections Act or similar state authority. This statement will remain on file in employee records. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM DECLARATION FORM Federal Head Start regulations Part 1301.31 c require that all prospective employees must fill out and sign a declaration form which lists: (1) All pending and prior criminal arrests and charges related to child. sexual abuse and their dispositions; (2) Convictions related to other forms of child abuse and/or neglect; and (3) All convictions of violent felonies. This declaration may exclude: ( 1 ) Traffic fines of $50.00 or less; (2) Any offense, other than any offense related to child abuse and/or child sexual abuse or violent felonies, committed before the prospective employee's 18th birthday, which was finally adjudicated in a juvenile court or under a youth offender law; (3) Any conviction the record of which has been expunged under Federal or State law; and (4) Any conviction set aside under the Federal Youth Corrections Act or similar State authority. -------------------- declare that I have have not ------ (name of applicant) been arrested for and/or charged with child sexual abuse, convicted of any crime related to child abuse and/or neglect, or convicted of any violent felony. If yes, please list all such arrests and convictions explain and include disposition of case-- ------------------------------------------------------------------ ------------------------------------------------------------- ------------------------------------------------------------------ -----------------------------------------------------------------7 ------------------------------------------------------------------ --—–—-- -------------—–— –-----(use back if more space needed). I declare under penalty of perjury that the answers given herein are true and correct. I authorize investigation of all statements contained in this declaration as may be 11necessary in arriving at an employment decision. In the event of employment, I understand that false or misleading information given in this declaration are basis for dismissal. --------------------------------------- Signature ------- ------- Signature of Applicant Date f-declaration 9507 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 SELECTION OF HEAD START STAFF POLICY 802 Policies governing the recruitment and selection of Head Start employees shall be modified as required by contract or federal rules and guidelines for the purpose of recruitment and selection of Head Start employees. The Executive President shall have the hiring and the termination authority of any and all Head Start personnel. The Head Start Local Policy Committee (LPC) must approve or disapprove the hiring and firing of Head start employees.The Executive President will be notified by the program manager using the LPC Hiring/Termination Approval Form verifying the action that was taken by the LPC. Appointment of temporary or provisional employees or other employees with limited service assignments with the Head Start Program,when the intended length of service exceeds thirty(30) days,must be ratified by the LPC. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM . LOCAL POLICY COMMITTEE HIRING/TERMINATION APPROVAL FORM The Head Start .Policy Manual 70.2, The Parents, (also known as the 1-30) states that the Local Parent Committee (LPC) must approve/disapprove all hirings/terminations of Head Start personnel. The purpose of this form to record and certify hiring/termination approval for Head Start staff. Name ----------------------------------------------------- Position ------------------------------- Date of LPC Approval ------------------------ _________ I certify that the above information is true and correct. LPC Chair or designee Date of Hire/Termination I certify that the above information is true and correct. Head Start Director or designee _____________________M_M_____ f-LPC hiring/termination approval revised 9507 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 EMPLOYMENT CLEARANCES POLICY 803 Health Clearance Prior to employment,_prospective employees must submit certification that within the past sixty (60) days they have been examined by a qualified physician and been found free of communicable diseases, including tuberculosis. UCSSO will supply the prospective employee with an appropriate examination form which the physician performing the examination must complete and sign before it is returned to the UCSSO. The expense of the examination shall be paid by the candidate for employment. Criminal Record Check In order to protect the health and safety of children, as a condition of employment or presence in any UCSSO facility, prospective employees, substitutes and volunteer workers will be fingerprinted and requested to sign a declaration, under penalty of perjury, regarding any prior criminal conviction. Continued employment and/or presence in UCSSO facilities shall be subject to California Health and Safety Code Section 1596.871. The expense of the fingerprints shall be paid by the candidate for employment. Copies of all fingerprints will be sent to the State Department of Justice and the Department of Social Services. Employment Eligibilitx UCSSO is subject and will maintain compliance with the Immigration reform and Control Act of 1986. All employees, including substitutes, hired on or after November 6, 1986, must produce sufficient documentation required by the Act to verify the right to work in the United States. A photo copy of the documentation will be attached to Immigration and Naturalization Form I-9 and placed in a separate file in the Administration Office. Refusal or failure to comply with the above requirements will result in disqualification. Receipt of adverse information will also result in the candidates disqualification. I'� UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES -800 POLITICAL ACTIVITY POLICY 804 In accordance with Section 656. [42 U.S.C. 9850] All activities assisted under UCSSO Head Start Program shall not be carried out in a manner involving the use of program funds,the provision of services,or the employment or assignment of personnel in a manner supporting or resulting in the identification of such programs with (1)any partisan or nonpartisan political activity or any other political activity associated with a candidate, or contending faction or group, in an election for public or party office; (2)any activity to provide voters or prospective voters with transportation to the polls or similar assistance in connection with any such election; or (3) any voter registration activity. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 CONFLICT OF INTEREST POLICY 805 The UCSSO buys many goods and services from others. It is our policy to award business solely on the basis of merit,without favoritism,and whenever feasible on a competitive basis. Personnel involved in making a purchase decision or recommendation should have no relationship or engage in any activity that might impair their ability to render an impartial decision. Individuals with purchase authority should have no personal financial interest in the potential vendor or contractor that would affect purchase decisions made on behalf others corporation. Additionally, the acceptance of gifts, benefits or unusual hospitality from a potential vendor or contractor might tend to influence an individual responsible for making the decision, and therefore, is strictly prohibited. If any possible conflict of interest situation arises, the individual concerned must disclose the facts to the Executive President or Program manager. It is also your duty as an employee to report to the Executive President or Program Manager any known conflicts of interest within the organization. Written notice will be given to the individual concerned stating that a possible conflict of interest might exist, and that appropriate action will be taken to eliminate that conflict of interest. As an employee of the UCSSO, you have a primary responsibility to the organization and are expected to avoid any activity that may interfere, or have the appearance of interfering, with the performance of this responsibility. Similarly, you may not use nor disclose confidential or proprietary information in any outside activity. A conflict of interest exist if certain of your outside business or other interest may adversely affect your motivation or performance. How can you tell if you have a conflict of interest? The test criteria include not only whether you actually are improperly influenced but also whether the situation lends itself to improperly influencing you.Even if you are the most conscientious person, a conflicting interest may unconsciously influence, and the mere existence of that interest may cause the propriety of your acts to be questioned. Except as provided,UCSSO or any of its employees shall not obligate or expend any project funds for a purchase or rental of goods, space or services if any of the following persons has a substantial interest in the purchase or rental: (a)Member of Board or any appointed committees(b) An Executive Officer of UCSSO(c)Any other employee of UCSSO whose responsibilities include procurement of goods,space or services (d)Any one who is a member of the immediate family of a Board member or employee. r The term "substantial interests"referred to the above paragraph includes the following: (a) Any direct or indirect interest (b) Any the following interests in the business which is supplying the good, space or services: ownership;partnership interest or other beneficial interest of 5% or more of the stock; employment as an executive officer; membership on the Board of Directors or other governing board. All kinds of goods and services relating to UCSSO programs are effected by the limitations set forth herein. Both personal and institutional services are covered. This includes banking,finance, management and consultant services as well as other skilled and unskilled labor. CONFLICT OF INTEREST POLICY 805 Exceptions-the limitations above shall not apply to.purchase or rental of goods,space or services from the same supplier less than $500.00 within any twelve month period; purchase or rental of goods,space or services if there is no other supplier within the community served by the program or within a radius of fifty miles,which ever is the larger area;purchase or rental of goods,space or services from the lowest bidder in accordance with rules for advertised competitive biding under seal; purchase or rental of standardized goods at the lowest price offered after all local suppliers have been contacted for quotes;purchases of services,goods or rental space from public or private non-profits at general rates previously established by those organizations. Any instance where a conflict of interest has been demonstrated and proven will result in the individuals immediate removal from their elected or appointed position. t G � G o � Z Z � n N rnp � Z Q N (LO C7 2 N Z n ct� � Z G� UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 EVALUATION AND PROMOTION POLICY 806 Evaluation Annual Evaluations are mandated for all employees. The UCSSO recognizes its success is directly related to the contributions of its employees. In order to recognize the performance contributions of all employees, on an annual basis, employees will have their work performance evaluated by their supervisor and manager. By referring to the job description, managers or supervisors will evaluate each employee's knowledge, skills and general ability to perform the responsibilities of the job. Employees must have a current evaluation on file in order to receive any salary increase. See Appendix E-IV for a sample of a Performance Evaluation. The evaluations must be honest, accurate and candid about both the strengths and weaknesses of the employee. Evaluations must be reviewed by a superior before finalized. Any evaluation must be disclosed and discussed with the employee who is being evaluated. The overall evaluation will include specific performance results in the following areas: 0 ability to perform the responsibilities as outlined in the job description; 0 professional skills and knowledge; 0 interpersonal skills; 0 attendance; 0 contributions to the organization. Employees can provide comments to the performance evaluation. Such comments can be in writing and will be attached to the performance evaluation. In situations where employees are not meeting the performance or skill requirements for a position, evaluations will be completed as soon as the deficiency is noted by management. Evaluations are confidential and may only be reviewed by the managers or supervisors of that employee,or a designated administrative staff person (i.e.,Executive President,Deputy Director, etc.). Performance evaluations are generally retained in the employee's personnel file for at least a period of six (6) years. Promotions The semi-annual evaluation will provide: communication between supervisor and employee; employee perform ance/progress; identify training,needs; compensation position classification review to qualify for promotions. The process: informal conference with the employee throughout the year; a completed semi-annual evaluation form;review and discussion of supervisor remarks/conclusionsladvice. Factors for promotion: availability of appropriate positions;satisfactory job performance;skills and ability relevant to desired position;and other considerations such as seniority,etc. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES-800 TRAVEL REIMBURSEMENT POLICY 807 Vehicle Expense Reimbursement: If employees must use their personal vehicles for business purposes traveling beyond a five mile radius of the work site location they report to, they can submit for reimbursement according to availability of funds, at a rate of$.25 per mile, and for parking and toll fees. For this type of reimbursement employees should submit an Employee Expense Report on a monthly basis to their manager for approval,and then it will be forwarded to the Administrative Office. All travel expenses must be approved by the Program Manager before incurrence of expense. A Mileage Reimbursement Claim form shall be used to record mileage. The following is a list of information that will be needed for reimbursement:name;date of travel,location start and odometer reading,destination and odometer reading,total mileage. All mileage reimbursement claims will be submitted on the lst working day of each month to the Administration Office. Individuals must show proof of insurance before travel requests are approved and reimbursed. Out of area travel All out of town travel will be approved in advance by the Executive President. Travel expenses must have been included in an approved Budget.Meeting and/or Travel Authorization forms must be completed and approved by Program Manager prior to incurrence of travel expenses. Following approved travel, a Travel reimbursement claim form must be submitted to the administrative office with all expense receipts attached except for meals on the first working day of each month. Reimbursement checks will be issued when all required documentation is submitted and approved. Travel and Expense Reimbursements: Employees who wish to attend job related training, workshops or conferences must request authorization from the Executive President in advance. It is critical for employees or agents to obtain receipts for all expenditures for which they will be reimbursed the receipts must be submitted along with the Employee Expense Report in order for the employee to be reimbursed. See Appendix IV-G for a copy of an Expense Report form). Every effort should be made to get the most economical air fare, and ground transportation. Meal cost allowance may not exceed$40.00 per day. Travel Advances If a travel advance is requested the Head Start Program Manager will prepare three'copies of the documentation and vouchers required by the accounting department. An employee or agent may request a cash advance equivalent of the per day allowance,for meals. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 CAREER DEVOLOPMENT AND TRAINING POLICY 808 The continual upgrading of employee skills and competency is seen as a joint effort of the UCSSO and the employee. To this end, in accordance with program guidelines, periodic training will be provided in all areas and required for all Head Start employees. This training , however, will not satisfy basic educational course requirements unless specifically arranged for this purpose and' advertised as meeting this policy requirement. The basic educational course hiring requirement for all Head Start employees who work directly with children is a minimum of six (6) units from an accredited college or university in Early Childhood Education or a related field, These units must apply towards a California Regular Children's Center Permit. Also acceptable for beginning employees is any credential issued by the California Credentials Commission that meets program guidelines. In order to continue employment with the UCSSO Head Start Program,teachers who do not have full regular permit must successfully complete a minimum of three(3)units,in a subject or course area of Early Childhood Education or a related field from an accredited college or university,every two (2) years, measured by completed semesters available to the employee after the initial date of hire. This requirement shall remain in effect until the employee obtains credit for a total of twenty- four units. Such required continuing education shall be a part of the annual evaluation criteria. The cost of such education and the meeting of this requirement is the responsibility of the employee. Instructional aides or teachers assistants must possess a minimum of six (6) in Early Childhood Education from an accredited college or university in order to be eligible for employment. UCSSO encourages these employees to continue their education and become eligible for teaching positions by a change in classification, they must meet this requirement, and/or any permit renewal requirements. The Head Start director shall notify in writing the LPC and the Executive President of any employee who fails to meet this requirement, and recommend a change in classification. Such recommendations and action for this reason is not subject to appeal. Support staff, i.e. Secretarial , clerical, custodians, accounting, bookkeeping, etc. Will also be expected to obtain training in areas benefiting current job skills Efforts will be made by the UCSSO to provide training in accordance with funding guidelines and available funds.Participation in such activities will be part of the annual evaluation criteria. PERSONNEL FILE CHECK LIST EMPLOYEE NAME SOCIAL SECURITY # HOME PHONE # EMERGENCY CONTACT EMERGENCY PHONE # PROGRAM POSITION STATUS Form Description Yes No Expiration File Entry Form Status Update Service Record W-4 1-9 Job Application Employee Terms/Emergency Information Personnel Policy Form Job Descripion Employee Evaluation Copy Of Car Insurance Drug Free Form Insurance Waiver Form/Health & Dental Employee Rights Copy of TB/PPD Test 2 years from date of exam Chest X-Rays or TB/PPD 4 years from date of exam Physical Medical Exam 2 years from date of exam Finger Prints * Statement For Non Child Abuse Center Permit First Aid Card Education Transcripts Copy of Driver's License Copy Of Driving Record Head Start Positions Transportation Positions a Z Z =► � rn � a2 � N U3 07 tJ� to rn �'o Z rn c z, *110 0 A In m -n :-I z cp -f 0:m m > c C.) m 10 41 : m> 0 z z En > z m m z z :z0 3) m ?t m c fi) �l 0 mm o m 0 l CA 0 -n x O M m U) -00 > -v 69 4w€ ch fA h): 1" 64 40 roi�iA 0 u p i r Ca: :,D m !D:ID: (D: co 1�4 -4 'n > .0 10 O F0 Go M:0 ro Ni xis N€ Z 2: Ni40 Go : i V7 r, CD w€ 4 :C, :ca O 0) 0 6, (n 40 M: 00 ip 0 :-4 V 0 z-4 0) 10 co ro CD 0 6.) OD N tD: 11 0 a, :.. I i a) 0) C,;o ;io 0 -. -4 -4 a, fM P3 Go • io: N 0 CD 1 c. ca ol P)t p ,A:b)..io 6 -4 2 : -% : .0 b) Faf 0 -4 -4 -0 4 CA b. N -4, C, 0) (0:0 OD K) (a 6, 6, '0 0) GO 0) to t7ii OFAcl, !� (A !(D to 0 co �4 ::t6 in :-4 �4 :06 �a i0 0 rl) tyl :" 0 cn CO rO W -4 co OD 44 fa: O 0) rl)69-co a) In to,# 400 44 -ra cn N) 46 ro: 1p p F) 1 F!:-'. p �4 :4 . -.01 4�(m 0) 0) a �4 -4 Ic 0)!r,)io) Q (A cn co -4 -4 0, w to C.) 0 ca 0 C- c ro NEN:14 . . . 44: fA 69 O bo CA co; 0): . .......... ........... .......................... 0 :0 F y0 i0 T1 71 0 a) T1X) 'n 13 01 "'Wo O : ro CO 0 �! - M10' 11 ! 1. 14 p w -4 Ln p p P) cl, P p C, N l � G z m a G � a a c oz � � N n � v z 09-00-95 09:49AM FROM L CNFDD 3104 (5/95) Page 2 INCOME,81-IGIBILITY GUIDELINES July 1, 1995 through June 30, 1996 This scale Is for determining the children's eligibility category for federal mea! reimbursement If they are not recipients of Food Stamp,AFDC, or FOPIR benefits. Children from households with Incomes at or below the following levels shall be eligible. KousEHoLu SIZE GROSS INCOME WEEKLY MONTHLY ANNUALLY �* $266 $1,152 $13,820 S 2 357 1 1,547 18,556 3 448 1,941 23,292 4 538 2,336 28,028 5 631 2,731 32,764 6 722 3,125 37,500 7 813 3,520 42,239 $ 904 3,915 46,972 FOR EACH ADDITIONAL. FAMILY +392 +$ 395 +$ 4,736 MEMBER ADD. . . •A household of one means a child who Is his or her sole support. Foster children are one-member households only if the welfare or the placement agency main- tains legal responsibility for the Wid. Household is synonymous with family and 'means a group of related or unrelated Individuals who are not residents of an institution or boarding house but who are living as one economic unit sharing housing and all significant income and expenses. -THIS SCALE DOES NOT APPLY TO HOUSEHOLDS THAT RECEIVE FOOD STAMP OR FDPIR BENEFITS OR CHILDREN WHO ARE RECIPIENTS OF AFDC. 'CHOSE CHILDREN ARE CAtEGORICALLY ELIGIBLE FOR f'RF-Er MEALS BENEFITS. 09-05-95 09:49AM FROM 2 POr Tncorae, aatA awe F000 mor.nAM cr=o 3100A(5/95) AGENCY AND PUBLiC RELEASE COPY CHILD CARL= CE=NTER INCOME ELIGIBILITY GUIDELINES July 1, 1995 through June 30, 199G Tfiis scale is for.determining the children's eligibility for free or reduced price ideals if they are Mt recipients of Food Stamp, Food Distribution program on Indian Reservations (FDPIR) or Aid to Families with Dependent Children (AFDC) benefits. Children from households with Incomes at or below the following levels shall be eligible for Free or Reduced Price Meals. HOUSEHOLD GROSS INCOME SIZE Weekly Monthly Annually freee� duced_ free reduced free reduced 1' $0-187 188-266 $0-810 811-1,152 S0-9,711 9,712-13,820 2 0-251 252-357 0-1,067 1,088-1,547 0.13,039 13,040-18,SS6 3 0.315 316-448 0-1,364 1,365-1,941 0.16,367 16,368-23,292 4 0-379 380.539 0.1,642 1,643-2,336 0-19,695 19,696.28,028 5 0-443 444-631 0.1,919 1,920-2,731 0-23,023 23,024-32,764 6 • 0.507 508-722 0.2,196 2,197-3,125 0.26,351 269352-37,500 7 0-571 572-813 0-2,474 2,475-3,520 0-29,679 29,66042,236 8 0-635 636-904 0-2 751 2,752.3 915 0.33,007 33,008-46,972 FOR EACH ADDITIONAL +$64 ' +$ 92 4$278 +$ 395 4-$ 3,320. 4$4,736 FAMILY MEMBER ADD . . . 'A household of one means a child who is his or tier sole support. Foster children are one-member households only if (lie welfare or the placement agency maintains legal responsibility for the child. Household is synonymous with family and means a group of related or unrelated individuals who are not residents of an institution or boarding house but who are living as one econornic unit sharing housing and all significant income and expenses. THIS SCALE DOES NOT APPLY TO HOUSEHOLDS THAT RECEIVE FOOD STAMP OR FDPIR BENEFITS OR Ct-111,0REN WHO ARE RECIPIENTS OF Ar-DC. THOSE CHILDREN ARE CATEGORICALLY ELiGiBLE FOR FREE MEAL BENEFITS. 09-05=95 09:49AM FROM 2 F13 ,NtADEFARIMCNI UI I I er.ANXI YOUTH AND FAMILY S1 WOf I S 1PAWN i CHILD NUTRITION AND FOOD DISTRIBUTION DIVISION MANAGEMENT BULLETIN No.: 95-203 FROM: CHILD CARE FOOD PROGRAM ISSUE DATE: JUNE 1995 TO: ALL CHILD BARE FOOD PROGRAM SPONSORS ATTENTION: SUBJECT: UNITED STATES DEPARTMENT OF AGRICULTURE OPERATIONAL DIRECTIVE REGARDING PROGRAM ELIGIBILITY GUIDELINES - 1995.1996 FISCAL YEAR PPUMSE This bulletin is to disseminate the 199596 household size and income guidelines, Center Ellglbility Application (CEA), Provider Eligibility Application (PERI), and guidance materials from the United States Department of Adriculture. Child Care Food Prograrn (CCFP) sponsors are required to annually collect and maintain eligibility documentation and report eligibility information that is sufficient to establish the eligibility of ell enrolled childien classified as free or reduced price meal recipients. • Children from households who receive Food Stamp or Food Distribution Program on Indian Reservations (FOP1R) benefits or children who are recipients of Aid to Families wlth Dependent Children (AFDC) automatically qualify for free meal benefits when valid applications are submitted. • Sponsors are required to evaluate all eligibility applications in accordance with the 1995- 96 Income Eligibility Guidelines (CNFDO 3100A and 3100 B). The eligibility scale is effective July 1, 1995. • In order for the application to be valid, sponsors are certifying and/or recertifying eligibility applications. They roust also total the household size and income, sign, and date the application in Part 5. • Sponsors should collect the racial/ethnic data from parents or guardians (CNFDD 3201). if the parent or guardian declines to provide this information, it will have no-effect on the child's application or participation in the CCFP. However, the sponsor should use visual identification to determine the racial/ethnic category of the enrollee. 0 We suggest tont all eligibility applic lotions with zero Incorne be followed up within three (3) months. (( VC=R) 09-05-95 09:49AM FROM ? P14 St�f25 O (:f 14TE.1`15 i Sponsors using, the fixed Claiming Method rraust develop a roster of all enrolled childrel during the month of October or the first month of operation in the fiscal year. This roster should inclircie the month and year, the narnes of all children enrolled for care, their certified eligibility category (free, reduced price, or base), the total number of children in the free, reduced price and base categories, and the total number of enrolled children. A new roster, is nocessary only for those subsequent months wt-aen new enrollment/eligibility data is repos loci on the Claim for Reimbursement. (See claim instructions regarding when you MUST (epnit new enrollinentleligibility data.) Eligibility inforniation reported on the October 1995 Claim for Reimbursement must be based on CEAs certified in accordance with the attached 1995-96 Income Eligibility Guidelines (CNFDD 3100A), Sponsors using this ctainrirrcr method must implement annual collection and certification of the CEAs beginning July 1, 1995, and ending no later than October 31, 1995, Collection and certification of lire CEAs between July rand October is then consistent with the effective date of the eligibility scale. Sponsors who collect CEAs at specified times of the year (such as January or March) do riot re-collect CEAs (between July and*October); but, must ' coiled CEAs each year during the agency's specified collection time (January or March). However, the agency must recertify all CEAs collected prior to July 1 in accordance with the attached 1995-96 Income Eligibility Guidelines (CNFDD 3100A) which is effective July 1, 1995. CEAs are valid for only 12 months. ♦ Sponsors the Actual Coulat Method must establish a roster of all enrolled children each month meals are reported cin the Clalin for Reimbursement. The roster should be revised and maintained on a monthly basis. It must include the month and year; the names of nll children enrolled for care during the month and their certified eligibility category (free, reduced price, or base); the total number of children in the free, reduced price and base categories; and, the total number of enrolled children. Eligibility Information reported on the July 1995 Claim for Reimbursement (and subsequent months through June 1996) must be based on CEAs certified and/or recertified in accordance with the attached 1995.96 Income Eligibility Guidelines (CNFDD 3100A). Sponsors using this claiming method must implement annual collection and certification of CEAs, Certification of the CEAs in July is then consistent with the effective date of the eligibility scale. CEAs are valid for only 12 months, SPQNSQRS OF DAY Q&RE 40MES Day Care home sponsors must establish a roster only for those prbviders eligible to claim meals served to their own children. The roster must be revised as necessary. it should include the month and year; provider's fail name and children's full names; and, effective date, withdrawal date, birth dale, and age. Meals served to provider's own children which are reported on the July 1995 Claim for Reimbursement(and subsequent months through ,tune 1996) rrrust be based on PEAS certified and/or recertified in accordance with the attached 1995.96 Income Eligibility Guidelines (CNFDD 31005). Sponsors must implement annual collection and certification of f EAs. Certification of the PEAS In July is then consistent with the effective date of the eligibility scale, PEAS are valid for only 12 months. 09-05-95 09:49AM FROM 2 P15 4P0N§0R'S CHECKLIST FOR ELIGIBILITY APPLICATIONS / 1. Date and Signature of Adult Household Member; 2. Social Security Number - The adult household member who signs the application MUST Include his/her socist security number or an indication that a household member does not possess one; 3. Household Member- List each person who Is considered a household member. This Is a group of related or unrelated individuals who are not residents of an Institution or boarding house but who are living as one economic unit sharing housing and all significant Income and expenses; 4. Household Income -The collection of household income is done by source, amount, and frequency for each person defined as a household member; 5. A Case number for eligibility based on receipt of Food Stamps, AFDC, and/or an identification number for FOPIR ; 6. Eligibility applications are valid for only 12 months. Sponsors may also choose to develop their own forms; however, the forms must be approved by your CCFP analyst and must include the following: 1. The names of all C=hildren for whom the application is made; 2. The names of all Caller Nouse/cold members; 3. The social security :lumber of tl to adult Household member signing the application or an Indication that a household fnember does not possess one; 4. The total current household income, and the income received by each household member identified by source of income; 5. A statement to the effect that "in most cases, foster children are eligible for free and reduced prim meals regardless of household Income. If such children are Ilving with you and you wish to apply for such meals, please contact u5.;" 6. A social security number disclosure statement as it appears verbatim on the instructions for sample forms CNFDD 3101 and 3111, This statement is required on these two forms only; 010-05-95 09:49AM FROM 2 F'16 7. The Sig(jajU1(, of arc adult member of the I JULISehuld btlow It ie stralament certifying that';1I information I'Llf r iisi ied is true and correct; that tho application is being made in connection with the receipt of Federal funds; that program officials may verify the Information on the application, and that the deliberate misrepresentation of any of the information on the application may subject the applicant to prosecution under applicable State and Federal criminal statutes; 8. Households that receive Food Stamps or FDPIR or children who are recipients of AFDC must include the names and case numbers or identification number of the children for whom the application is submitted. In addition to the above, state administrative policy requires that your form include Information to be completed by your Agency's Eligibility Official-, 1. Total household size; 2, Total monthly income (use annual If seasonal), 3. Certification in the correct eligibility category; 4. Certification date, 5. Signature of F.ligibility Official. If you have any questions regarding this 110anagement Bulletin, please contact your CCFP Analyst at (916) 445-0850 or leave a message tali free at (800) 952-5609. Duwayne Brooks, Director Child Nutrition and Food Distribution Division Assistant Superintendent of Public Instruction Opo /�••// G O 2 O =� fi 4 � n rn Z. O G -a OZ �;o n 2 G) O G N N � to ,ice 2 um V) s G ton 2 4 O G UNITED COUNCII, OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PROCUREMENT AND PURCHASING PROCEDURE The purpose of the Purchasing and Procurement Procedures is to establish the general concepts governing Procurement Procedures for Purchases. All purchases must be pre-approved by the Program Manager of the Head Start Program. Written approval is required. Purchasing Forms and Procedures Purchasing Forms and Procedures, purchasing activities fall into two broad categories: 1). Regular Purchases (outside vendors) 2). Emergency Field Purchases. The UCSSO Head Start Fiscal Department will utilize two basic purchasing forms when acquiring purchases. A. Purchase Requisition, - this form provides information as to the quantity and nature of goods, supplies,materials, or services required or needed. • Original -Forward to Fiscal Department after proper approvals,have been obtained. • Copy- Originator retains in temporary file (your copy). B. Purchase Order - This form is an actual offer to buy items specified therein. It is prepared by the Fiscal Department from a Purchase Requisition after the required approvals and competitive bids,if necessary,have been obtained. • Original - Forward to suppliers. • 1st Copy- Forward to Contra Costa County Head Start Grantee. • 2nd Copy-Retained by Head Start Fiscal Department. Regular Purchases The purpose of the Purchasing Procedures for Regular Purchases is to establish the concepts to be followed when making Regular Purchases. All regular purchases are initiated by the issuance of purchase orders. The purchase orders are issued by the Fiscal Department,subject to proper approval as indicated in the Purchasing Procedures. The following sequence of activities takes place in making regular purchases from outside,vendors by means of issuing purchase orders): 1. Head Start Program Manager (or designee) reviews and approves (or disapproves) Purchase requisitions. 2. The Fiscal Department reviews requisitions to assure that it has been executed and approved properly. i 3. The Fiscal Department determines whether telephoned quotations,written quotations or sealed bids are required and proceeds accordingly. a. For telephone quotes,call the required number of suppliers and obtain prices for the item(s) to be purchased. Record these prices on the Purchase requisition. Review and select the most economical prices. b. For written quotes, use Purchase Requisition as information source to call or write to the required number of suppliers requesting written quotes for the item(s) to be purchased. Temporarily file Purchase Requisition until all written quotes,and select one. C. For sealed bids, use Purchase Requisition as information source to call or write to the required number of suppliers requesting sealed bids for the item(s) to be purchased. Temporarily file Purchase Requisition until the designated time to open sealed bids. Pull Purchase Requisition, open bids and select one. Emergency Field Purchases The purpose of the Purchasing Procedures for Emergency Field Purchases is to establish the concepts to be followed when making Emergency Field Purchases. In certain infrequent cases, expenditures of emergency nature must be made. Emergency expenditures are classified as those expenditures which, due to peculiar circumstances,cannot be processed under the regular purchasing procedures. The component supervisor involved with the emergency expenditure must determine whether the expenditure is, in fact, of an emergency nature. Supervisors are limited to $25.00 maximum individual expenditures on an emergency basis. If the expenditure is for an amount greater than that, the prior approval (verbal , approval is permissible only in emergencies.)of the Program Manager(or designee)must be obtained. The following sequence of activities takes place in making an emergency purchase: • Staff sees need for emergency purchase. • Staff discusses need with immediate supervisor. • If emergency exists and expenditure is less than$25.00,gives verbal approval of purchase. • If emergency exists and expenditure is more than$25.00,then the Program Manager must be contacted(or designee)for verbal approval of purchase. • The supervisor gives verbal authorization to staff to make purchase. • Staff makes purchase as authorized • Staff receives purchases,goods,supplies,materials or services purchased. • Staff signs for the purchase received. • Supervisor obtains invoice for purchase. • Supervisor enters following information on the invoice: 1)Account No. (if known)the account number to which the purchase is to charged; 2)Rec'd By-the requesting employee signs here. • Fiscal Department reviews the invoice to insure purchase is authorized. • Fiscal Department forwards to the Program Manager for final approval. • Fiscal Department forwards payment. Procurement Procedures The UCSSO Head Start Program has procurement procedures for purchases over $500 per unit or $500 in aggregate or construction/renovation.The Operational procedure are as follows: 2 A. Budget Overview: 1. Determine that item was approved within budgetary guidelines. 2. Verify that item was approved within budgetary 6d,6e, or 6g of approved Program Budget. 3. Determine if funding is still available. 4. Verify that all federal and state guidelines have been met (item over$500 has been approved by LPC, BoD, and Grantee). B. Bid Process: 1. Determine accurate specifications of items to be purchased. •Type material •Product description •Shipping handling • Support services •Installation fees •Quantities 2. Determine method to be used to solicit bids or estimates. •Oral quotes •Written Quotes •Written bids •Other(see Purchase Order Procedures for determining bid process) 3. Document what method was used to solicit and why it was selected (see Memorandum for Bid Process form). 4. Document number of bids to be solicited and identify list of vendors from which to solicit bids, including small and minority owned business. 5. Verify that when applicable, appropriate analysis has been done to consider leave vs. Purchase options. C. Criteria for Selecting bid: 1. Try to obtain at least three (3) bids. If three (3) bids cannot be obtained, then in Memo for Bid Process form,explain why bids were unobtainable. 2. Lowest bid should have first priority for selection as long as it is most advantageous to the program. 3. When possible,in selecting bids use small and minorities funis and women's business enterprises. 4. If lowest bid is not selected, then explain in Memo for Bid Process form why a higher bid was selected. (Attach Memo for Bid Process form to selected bid.) 5. Notify all contractors and vendors.of approved or disapproved bids or estimates within thirty (30) days. D. Accounting functions: 1. Follow purchase order procedures to initiate purchase. 2. After receipt of goods/services,compare bid,purchase order and invoice with product received and note any discrepancies. All discrepancies must be reconciled before proceeding. 3. When satisfactory,record invoice into payable system. Documentation of purchase will be routed to Accountant for entry into Inventory Master file. 3 Financial Management Policies and Procedures The purpose of the Financial Management Policies and Procedures is to establish the general concepts governing Financial Management/Fiscal operations. The UCSSO has a financial management system that ensures donated services,supplies and equipment are properly recorded. Financial Management/Fiscal Fiscal personnel (Accountant, Bookkeeper/Clerk) receives from the UCSSO Head Start Program staff and determines the value of donated services,supplies and equipment based on the following guidelines: A. Valuation of donated services. 1. Volunteer services. Unpaid services provided to recipient by individuals shall be valued at rates consistent with those ordinarily paid for similar work in the recipient's organization. If the recipient does not have employees performing similar work, the rates shall be consistent with those ordinarily paid by other employers for similar work in the same labor market. In either case, a reasonable amount for fringe benefits may be inclined in the valuation. 2. Employees of other organizations. When an employer other than a recipient or cost-type contractor furnishes free of charge the services of an employee in the employee's normal line of work,the services shall be valued at the employee's regular rate of pay exclusive of the employer's fringe benefits and overhead costs. If the services are in a different line of work,paragraph (a) of this section shall apply. B. Valuation of donated supplies and loaned equipment or space. If a third party donates equipment, building, or land, and title passes to a recipient, the treatment of the donated property shall depend upon the purpose of the grant or subgrant,as follows: 1. Awards for capital expenditures. If the purpose of the grant or subgrant is to assist the recipient in the acquisition of property, the market value of that property at the time of donation may be counted as cost sharing or matching. 2. Other awards. If assisting in the acquisition of property is not the purpose of the grant or subgrant, the following rules apply: (a) If approval is obtained from the awarding party, the market value at the time of donation of the donated equipment or buildings and the fair rental rate of the donated land may be counted as cost sharing or matching. In the case of a subgrant, the terms of the HEW grant may require that the approval be obtained from the granting agency as well as the grantee. In all cases,the approval may be given if a purchase of the equipment,or rental of the land would be approved as an allowable direct cost. (b) If approval is not obtained under paragraph (2)(a) of this section, no amount may be counted for donated land, and only depreciation or use allowances may be counted for donated equipment,and buildings.The depreciation or use allowances for this property are not treated as third-party in-kind contributions. Instead they are treated as cost incurred by `the recipient. They are computed and allotted(usually as indirect costs)in accordance with the cost principles specified in subpart Q of this part, in the same way as depreciation or 4 A T use allowances for purchased equipment and buildings. The amount of depreciation or use allowances for donated equipment and buildings is based on the property's market value at the time it was donated. C. Instructions for Evaluation of Non-Federal share which are Given to Staff who Report In-kind. 1, Finance staff provides an in-kind verification form to persons or volunteers rendering in-kind services. 2. Volunteer fills out the date, name of volunteer, number of hours worked, duties and signs the form. 3. Finance staff adds the total hours worked and multiples the hours by the hourly rate. 4. The total amount is then recorded on the total amount column. 5. The Program Manager signs the in-kind verification form and forwards same to accounting department for journal entry process. 5 PURCHASE REQUISITION LTNIIED COLINCH,OF SPANjSH SP A INC'ORGANIZATIONS,INC•837 Amold Ddye Suite 100•M artinez•CA 0 94553 0(510)229-221 Location/Site Date needed Unit of Unit Total Description Cost Distribution Measure Quantity Price Amount Employee or Prepared By Date Approvals: Supervisor Date Program Manager —Date Total Amount Approved FURDMAN F IR HEAD START PROGRAM Na 0751 rcoll (ORDER �The ave order n rr'ber must appear on oil M CONDITIONS inro ca,.psc*ag"'and correspondence. GOODS ARE SUBJECT TO OUR INSPECTION AND APPROVAL. IF SHIPMENT WILL BE DELAYED FOR ANY REASON,ADVISE US IMMEDIATELY,STATING ALL THE NECESSARY FACTS. TO AVOID ERRORS.NOTE SPECIFICATIONS A"EFULLY AND IF UNABLE TO COMPLETE ORDERS AS WRITTEN NOTIFY US PROMPTLY. ................................................................................................. ...................................................I............................................ S TO: H TO' .................................................................................................. ................................................................. P .............................................. ...................... ...................................................................... DATE OF ORDER DATE REQUIRED SHIPPED VIA F.O.B.POINT PREPAID COLLECT TAXABLE I TAX EXEMPT TERMS NO. QTY.ORDERED QTY.RECEIVED STOCK NUMBER/DESCRIPTION UNIT PRICE AMOUNT ...................... .............-............... .......................................................................................I....................I.................. .................... ...........................I...... .... ................. .....................• .............11......................................................................................................................................................-............ ........................I................... ......... ..................-1'-......•.......................................................................................................................................................................... ............................................ ................. ........................I....... ....... ...................I......I...........-......I....................I......I...... ......I...... .......1....................................... ......I...................................... ................. .......I.......I......I... .............I......."................................I.............................................................................................•.......... ................... .......I......I..*................I......... ......... ................................ ......................................................................................-..................................I..................................... ..............I..... ............I.... .......................... ...I............. ................................ ...........I...................................I......I......I........I................... .. .. ........................................................... ................. ..................... ............ ....... ..................I........ .........I.......................................................I..........................................I................................................. ............. ..................I........................ ............. ................................ .............................................................................................-:................................................................ .................... ............................................ ................. ................................ ..........I.......................................................................................... .......I.............................................. .................... ....................................I....... ..,.............. ................................ .............................................................I..........................-......I........................................................... ........... .............11.. ......................... ................. ............................... .................I.......I...... ................................................................I...............I............................................. ......I..... ................. .......................... ................. i ................................ ..........................I..... .....I.......I................................................I...........I......................................................................... ... ....... ............... .......... ................................ ........................... ............................................................................................................................. .................... ............................................. .................. ................................ ............................. ........................................................... ..................... ...................I.... ................... .1.......................................... .......... ................................ ................................ ...................................... ...................--.......................................-....... ........--.'. ........-.......... ........ ....... . ............................... ............................... ...................................................................I.......1.11--.1'.........-.1....................... ............ .......... ...... ................................ .............................................................................................................................................................. .........I...... ............. 1 Please send-copies of your wrivoice. Order is to be entered in accordance with prices,delivery and Wwficab=9~above, 3. Notify ,, By........................... ................................................................. No&y us immediately 4 you are unable to"as specified. AUTHORIZED SIGNATURE v,rK� 'l `, ANALYSIS OF UCSSO'S COMPLIANCE PLAN OF SEPTEMBER 6, 1995 IN RESPONSE TO FEDERAL REVIEW LETTER OF MAY 179 1995 SUMMARY: The last paragraph of the summary states that the compliance plan specifically addresses -each of the non-compliance plan items identified in the OSPRI Report. However,the last sentence states that the corrective actions have eliminated all non-compliance items identified as a deficiency. This leaves a question,what does the compliance plan address? EDUCATION: #016 Training provided on 8/28/95 was on creative curriculum in the classroom. The response in the first two 1-a and 1-b would have been sufficient,however,the addition of 1-c called into question all the strategies since 1-c was a training on the use of a specific curriculum. This response did not address the non-compliance issue. #018 This response was sufficient, documentation of monitoring is required. #027 This agency was found out of compliance for specific hazardous conditions to children. There is no time frame indicated for fixing specific hazardous conditions. This response did not address the non-compliance issue. #028 This agency did not respond to the issue of how they would prevent children from leaving playgrounds. This response did not address the non-compliance issue. HEALTH: #068 This agency did not respond to how they would have an organized health curriculum. This response did not address the non-compliance issue. MENTAL HEALTH: #073 This agency did not indicate the years when compliance was achieved, and did not discuss how they would have the mental health component assist in developmental screenings. This response did not address the non-compliance issue. #075 Same as#073 #076 This agency did not address this issue. There is no response to this issue. NUTRITION: #106 In Compliance #108 In Compliance SOCIAL SERVICES: #118, #123, #125, #126 In Compliance PARENT INVOLVEMENT: #133 The implementation plan of the I-30 developed on 7/31/95 was rejected by the Grantee based on major flaws in the plan. This response does not address the non-compliance issue. #137 Based on 133, we are reluctant to accept the agencies response because we do not believe the agency has the ability to conduct appropriate and adequate training on shared decision making. This response does not address the non-compliance issue. #139 The issue of non-compliance and the strategies presented does not address the role of the LPC in the classroom. This directly relates to the rejection of the 1-30 Implementation Plan. This response does not address the non-compliance issue. #144 This agency did not address the issue of documentation of presentations to encourage continued educational opportunities. This response does not address the non-compliance issue. DISABILITIES SERVICES: #155 In Compliance #160 This agency did not address the issue of lack of locked files. This response does not address the non-compliance issue. #165 This agency did not state how they would have health component staff involved in the assessment or the follow-up of children. Nor did they address how they would foster the participation of parents of children with disabilities. This response does not address the non-compliance issue. #166 This agency did not address the non-compliance issue of how they would maintain records to document assistance to parents at other times and other aspects of transition. This response does not address the non-compliance issue. #178 In Compliance #179 In Compliance ADMINISTRATION: #185, #187, #l 89,,#l 94, #195, #l 96 Were not addressed in Compliance Plan; were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. STAFFING REQUIREMENTS AND PROGRAM OPTIONS: #205 This agency did not adequately address the non-compliance issues. The time frames could not be monitored and did not discuss the utilization of volunteers. This response does not address the non-compliace issue. #206 In Compliance. ACCOUNTING: #217, #318,#219,#224, #226, #247, #248, #252 Were not addressed in the Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. OSPRI FINDING # 185 ACF Finding: UCSSO lacks written planning procedures. Proposed Completion Date: October 1, 1996. CSD Review: DA response not acceptable. OSPRI FINDING # 187 ACF Finding: UCSSO has no written procedures for program planning. Proposed Completion Date: September 8, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 189 ACF Finding: UCSSO's 1994 OSPRI was found to missing and could not be located. Proposed Completion Date: April 24, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 194 ACF Finding: Seven items were listed as missing from UCSSO's personnel policies and procedures. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 195 ACF Finding: There was no evidence that personnel policies are implemented as written and approved. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 196 ACF Finding: A file in record system shall be maintained. Proposed Completion Date: August 15, 1995. CSD Review: DA response acceptable with conditions. -2 OSPRI FINDING # 217 ACF Findinq: Grantee has'no written accounting procedures. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 218 ACF Finding: There is no financial management system. Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 219 ACF Finding: Written Procedures are in place to ensure allowability, allocability, and reasonableness of costs. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 225 ACF Finding: Financial data and records were used in preparing the 269's for the budget period. -3- Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 226 ACF Finding: Previous audit deficiencies have not been corrected. Proposed Completion Date: November 30, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 247 ACF Finding: Accounting records not set up to identify CCFP expenditures as budgeted. Proposed Completion Date: January 31, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 248 ACF Finding: USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program. -4- Proposed Completion Date: September 15, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 252. ACF Finding: Problems with lack of procurement procedures, missing purchase documents. Proposed Completion Date: September 29, 1995. CSD Review: DA response not acceptable. OSPRI FINDING #255 ACF Finding: There is no written evidence supporting ACF/ County procurement requirements. Proposed Completion Date: September 29, 1995. CSD Review DA response not acceptable. OSPRI FINDING # 256 ACF Finding: There is no property management system in evidence nor is there evidence of inventory practices. -5- Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. TOTAL ADMINISTRATIVE AND ACCOUNTING OSPRI FINDINGS FOR UCSSO: 16 TOTAL NUMBER OF UCSSO RESPONSES ACCEPTABLE: 5 TOTAL NUMBER OF UCSSO RESPONSES UNACCEPTABLE: 11 -6- ANAN Pr =U) MEXICAN - AMERICAN POLITICAL ASSOCIATION A m CONTRA COSTA CHAPTER f o z o .:y. 5 z ANUNCIO PARA LOS PADRES DE FAMILIA DEL PROGRAMA HEAD START ZF STATE OF CAL% Gracias por venir a esta junta; esto indica que Uds. tienen interes en el programa de Head Start pero especialmente en la educacion y buen estar de sus ninos. Por 30 anos nuestra agrupacion de MAPA ha respaldado al Concilio de Habla Hispana(UCSSO), a los miembros de su mesa directiva y a los empleados. Nos conocen por todas partes de el condado como el grupo que siempre ha luchado para conseguir fondos para los programas del Concilio. Pero, los ultimos 12 meses hemos oido de problemas entre el Concilio. El 9 de marzo 1995 MAPA establezio un comite para hablar con Richard Lujan,Presidente Executive icon los miembros de la mesa directiva(Arnold Flores,Presidente,Alex Ozuna,Art Lopez,Kris Rodelo,Elizabeth Serra). El comite tuvo 6 juntas con Ricardo,pero los miembros de la mesa directiva negaron juntarse con MAPA. Empezamos a descubrir problemas muy serias. Tratamos de resolver y mantener estas problems dentro de UCSSO y MAPA pero Ricardo y la mesa directiva se negaron cooperar. Nos pusimos en contacto con otros Latinos en el Condado de Contra Costa,y ellos tambien tenian las mismas preocupaciones con las problemas dentro del Concilio. Por eso pidimos por la resignation de Ricardo y de la mesa directiva. Es importante que sepan que los oficiales Latinos elijidos en las varias ciudades tambien han pedido por estas resignations, como tambien el periodico La Nueva Prensa. Una de las problemas que descubrimos fue que en los ultimos 4 anos el Concilio ha devuelto cap $380,000 de fondos del programa de Head Start al govierno federal que no usaron. Esto ocurio porque no planaron Bien y porque unos fondos no fueron gastados appropriadamente. Si UCSSO hubiera mantenido esta gran cantidad de dinero entonces hubieran mas ninos el el programa y los beneficios fiieran mas adequados. El Concilio tambien le quite$10,000 a.unosjovenes Latinos que iban a usar para un campamento. Estos son solamente dos ejemplos de problemas que MAPA descubrio pero hay muchas mas. Los oficiales del condado nos aseguran que el programa va a seguir y que los ninos continuaran recibiendo todos los servicios. Lo unto que va a ser diferente es que el programa no a ser desarollado por el Concilio de Habla Hispana(UCSSO). Este cambio es necesario porque UCSSO esta violando las reglas del govierno federal tocante este programa y esto tambien prejudica a todos los otros programas de Head Start en el condado de Contra Costa. Nuestro capitulo de MAPA ha existido por 35 anos y siempre hemos luchado por nuestra gente con problemas de imigracion,de policia,educacion bilingue,empleo,discrimination y tambien con problemas de salud y viviendas. MAPA siempre trata no criticar a nuestros grupos Latinos. Sin embargo, si nos quejamos de problemas que causan otras agencias entonces no podemos ignorar proMmas causadas por nuestras propias agrupaciones. Otra vez, le damos grxiar,por venir a esta junta tan importante. Si necesita mas information o tiene algunas preguntas porlavor de comunicarse con nosotros al numero(510)935-8987. Rudy Rodriguez,Presidente AN PO�UTICAli �-"0 MEXICAN - AMERICAN POLITICAL ASSOCIATION CONTRA COSTA CHAPTER f a zz SF STATE OF CALIr To the Parents of Children in the UCSSO Head Start Program Thank you for coming to this meeting; this shows that you have an interest in the Head Start Program but especially in the education and well being of your children. Please be aware that for the past 30 years our organization of MAPA has supported UCSSO, its board of directors and staff. It is a well known fact throughout the county that we have always tried to get more funds for UCSSO. However,for the past year we have been hearing about problems within UCSSO and on March 9, 1995,MAPA established a committee to talk to Richard Lujan,Executive Director,and the members of the Board of Directors(Arnold Flores, Chairman,Alex Ozuna,Art Lopez, Kris Rodelo, Elizabeth Serra). Our committee met 6 times with Richard,but the members of the board refused to meet with us. We began to uncover serious problems. We tried to deal with these problems within UCSSO and not let it escalate but Richard Lujan and the board members refused to cooperate. We contacted other Latinos in Contra Costa County and they, too,shared our concerns. Therefore,we asked for the resignation of the executive president and the members of the board of directors. Please be informed that the elected Latino officials also asked for their resignation as well as the newspaper La Nueva Prensa. One problem we uncovered is that in the past 4 years UCSSO has returned approximately$380,000 of unused Read Start funds to the federal government. This was due to mismanagement,poor planning, or because they spent money improperly. If this money had not been returned it could have been spent on the children! More children could have been served and they would have received better benefits. They also took$10,000 from Latino students that was supposed to be used for their summer camp. These are only two examples of the problems we uncovered but there are many other problems. The county will probably not renew the contract with UCSSO. We are assured that the services to your children will continue to be provided by the county. The only thing that will change is that UCSSO will not be administering the program. This change is necessary because UCSSO is not abiding by the federal regulations and this also places all the other Head Start programs in the county in jeopardy. MAPA has existed for 35 years and has helped the Latino community with problems regarding immigration,law enforcement,bilingual education,employment,discrimination, as well as health and housing problems. We try not to complain about our own Latino groups,but we can not complain about problems caused our community by other agencies and then ignore problems caused by our own groups. Again,thank you for coming to this meeting and hearing for yourselves what the problems are. If you have any questions or need more information please contact MAPA at(510)935-8987. 1 Rudy Rodriguez, Chairman A *WE ARE IN COMPLIANCE AND HAVE COMPLETED WHAT THE FEDS HAVE IDENTIFIED AS PROBLEMS. •QLP IMMEDIATELY BUT NO LONGER THAN ONE YEAR VS. COMPLIANCE PLAN =90 DAYS • GRANTEE DECIDES AND APPROVES PLAN..GRANTEE HAS TO DETERMINE ACCEPTABILITY • THE REAL PROBLEM IS THAT WE CAN'T GET OUR PLAN ACCEPTED BY THE GRANTEE. • PLEASE DON'T GET THE IMPRESSION THAT THIS THE FIRST TIME WE HAVE SUBMITTED OUR PLANS TO THE GRANTEE-IT IS NOT THE FIRST TIME. HOWEVER, I DON'T KNOW IF WE WILL EVER GET THE GRANTEE TO ACCEPT"AND APPROVE OUR PLANS. *IN REVIEWING OTHER D.A'S PLANS, I'LL ASK YOU TO COMPARE FOR YOUR SELF AS AN EXAMPLE: - YOU HAVE BEFORE YOU A PACKET OF INFORMATION...LOOK AT OSPRI # 73,75,76 (GOAL 5- PAGE. 5- 2.A.) THAT STARTING FEBRUARY 2, 1995 THROUGH MAY 30TH 1995 WE DID 34 CLASSROOM OBSERVATIONS..WE STOPPED ONLYBECAUSE CLASSES ENDED. WE ARE IN COMPLIANCE. LET BRING YOUR ATTENTION ANOTHER D.A'S COMPLIANCE PLAN -COMPARE 73,75,76. AND YOU'LL FIND THEY ARE "GOING TO BE DOING IT", WHILE.. OURS IS ALREADY DONE ....YET THEY HAVE AN ACCEPTABLE PLAN AND YET OUR PLAN IS NOT ACCEPTABLE...WE DON'T UNDERSTAND WHY THEIRS WOULD BE ACCEPTABLE AND OURS WOULD NOT BE ACCEPTABLE. WE DID IT ..THEY ARE GONG TO DO IT. • WE DID IT BEFORE THE SEPTEMBER 15,TH DEADLINE WHILE THE OTHER D.A. WIL NOT BE COMPLETTING MANY OF THE COMPLIANCE ISSUES UNTIL OCTOBER. *PLEASE LET BRING ATTENTION TO YOU ON RECEIVED MAY 18 OR 17TH ADDRESSED TO SUPERVISOR BISHOP PAGE TWO, 1 ST PARAGRAPH...T14E HEAD START ACT REQUIRES...... *WE GOT THE MESSAGE WHAT THE FEDS WANT..WE ARE WELL UNDER WAY.. WE ARE IN COMPLIANCE AND TO NOT RENEW OUR CONTRACT FOR 1996 WOULD BE PREMATURE- *IN THE SPRIT OF FAIRNESS AND EQUITY ..WE ASK YOU TO DEFER ANY ACTION ..UNTIL THE TIME FRAME SET BY THE FEDS ..A YEAR ..THATS MAY OF 1996 FOR US TO ACHIEVE THESE GOALS. • IN CLOSING PLEASE KEEP IN MIND THE GRANTEE MAKES THE DECISION TO ACCEPT OUR PLAN AS THEY DID THE OTHER D.A'S. AND THE COUNTY PROGRAM WILL NOT BE W JEOPARDY. • PUT OUR FEET TO THE IRON AND IF WE DON'T ADDRESS THE DEFICIENCES.. WE WOULD WILLING GIVE UP THE PROGRAM.. AND DO IT IN A POSTIVE AND SMOOTH SUPPORTIVE TRANSITION.. SO AS NOT TO DISTRUPT THE SERVICES TO THE CHILDREN AND FAMILIES..IN A COMMUNITY THAT WE HAVE SERVED FOR THIRTY YEAR. r ... r...h.r.r..r„ rr....r r....,:r,.r 1.ti•A't.t .. .... _ .. .. .. .. :ir. .. .. .. .. .... JI'F'rt�� 'My }rr i' �N l V7 ,. �7y N •1•� � ,J. Sr s C d cc O ++ 04 O C r 0 bo ovo, y o N U w d d ' Oyj w T 0_N? 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The Head Start Act requires that all deficiencies identified as part of a monitoring visit be corrected as soon as possible and no deficiency can remain uncorrected for longer a one yea from the date you receive this letter. In order to correct your deficiencies, you are required by law to develop a Quality Improvement Plan (QIP). We also request tha ou require your delegate agencies to develop a QIP where indicated, and ou must monitor eu ro res in achieving compliance. When you submit your documentation of compliance, that of the delegate agencies must be part of it. You must develop and submit a QIP, within 30 days of receipt of this letter. It must specify the deficiencies to be corrected, the actions you will take to correct them, and the timetable with intermittent bench marks for the complete elimination of all deficiencies no later than one year from the date of this letter. We are prepared to assist you in the preparation of your QIP and encourage you to call your Program Specialist immediately- to discuss the QIP and its development. Our office must approve your QIP within thirty days of its submission or indicate to you the reasons it cannot be approved. We are confident that your Head Start program will be brought in compliance even before the one year limit by eliminating all the deficiencies and non-compliances. However, in the unlikely event that your program continues to have uncorrected deficiencies beyond one year from the date of this letter, you will be issued, consistent with the requirements of the Head Start Act, a letter stating our intent to terminate your Head Start grant. In addition to the deficiencies noted in the attached report, you were found out of compliance on several items, not related to the identified deficiency(ies). These items are identified in the OSPRI Report attached to this letter. We expect that all identified non-compliance areas to be corrected as soon as possible and, unless this office authorizes additional time, within 90 days of the date of receipt of this letter. When you have corrected the identified areas of non-compliance, please submit a letter to this office, certifying that the non-compliances have been corrected. This process is separate from your Quality Improvement Plan and must be dealt with separately. We—will -continue to make technical assistance available to you throughout the coming months. We will determine in partnership with you a reasonable schedule of follow up activities including site visits to monitor your progress and validate your full compliance no later than one year from your receipt of this letter. 09-12-1995 08:29AM FROM SEVEN HILLS SCHOOL TO 2290309 P.02 11, 1995 To Whom It May Concern; I was the Director of the Head Start Program for United Council of Spanish Speaking I organiz#tions from January 1993-July 1993. 1 resigned from the position because of the harassment from the Contra Costa County Community Services Department. The Community Service Department was not coordinated in their administration of the Head Sthft Program. During the seven months I was employed by UCSSO,the harass Tnt was relentl'es's. The Community Service Department is staffed by people who feel oI polled to belittle,condescend and be dishonest to ensure their own job. One example is the release of information to Delegate Agencies to write their grants for the upc6ming year. A fax appeared indicating the amount of money that was available for our agency. No instructions, no workshop, no assistance offered in the preparation of the grant. I attempted, in my best judgment,to propose the amount of money in the appropnate categories with the input of my own local Parent Committee. When I brought my proposal to the Community Service Department for an initial review, what I got was several idfferent opinions, each different from Cheryl Franklin-Golden, Al Prince, Joan Sparks,!Helene 0ann,Marie Poe to which I attempted to heed their requests and change our grant. The following meeting was with the Parent Committee at the Grantee (community Service Department) to which they could not understand the changes that had bein made and why had they been made. I explained our circumstances and was told by the� arent Committee to return to the original way the grant had been written. This occurred not once but four times during the process. The grant was sent back with new change not on material we revised, but on material accepted previously. Each time we were told to submit another 20 copies of over 300 pages for each grant. During this time, I was attending 4 three day conference at the Claremont Hotel which the Community. - Services Department required us to attend. During lunch on the first day, Al Prince appearbd at table. He stated he had come to tell Donna Thorton and myself that we had a Corredive Action Notice waiting for us at the office. I asked why and he replied that we had willfully changed our grant proposal. I asked if he had been attending the conference. He replied, 'ied, "No, I just drove out here to tell you this." This was approximately 40 miles round rip. He additionally ordered a lunch to which I had to pick up the tab for- The week before the grant was due, I held an emergency Local Parent Committee meeting due to'the number of changes to the grant. I had a majority of members, had them sign in and k6:pt minutes. I also phoned the Board of Directors to discuss the Local Parent Committee decision. I received a Corrective Action Notice due to this. I was told that 09-12-1995 08:30RM FROM SEVEN HILLS SCHOOL TO 2290309 P.03 Joan Splarks had decided that this was not appropriate. However, when I questioned the regulation, no regulation could be found to not permit this. The day,before the grant was due, we again were summoned to the Community Service Departhient to present our grant to Cheryl Franklin-Golden,Joan Sparks, Al Prince and Helene 6ann. We had an appointment early in the day,however,we were kept waiting over thripe hours for our appointment. I suggested that we come back later, but were told to wait just a little longer. We finally were seen at approximately 4:30 p.m. to 7:30 p.m. We ret ' ed to UCSSO to spend the night, quite literally, revising for the last time all new revisionT Copies f things would be requested at one time in writing,then the staff,would deny ever saying sb. Al Prince had requested copies of the grant for 5 p.m. on one occasion He then caped me and told me additional copies would be needed and the deadline had been had already left and there was nothing I pushed Op by one hour. However, my courier could& He also stated that we would be unable to use the copy machine at the CSD. t On'another occasion, several of my parents came to me quite d'istressed after Helene Gann had approached them sta*n&,"Work with me and secretly,I'll get the program away form UCSSO',." Ironically, Helene Gann was assigned as our liaison. When an extra appropriation of$250,000 was,available from the federal goverment, Al Prince sated, "We're going to keep that money, tight in the CSD to ensure our own jobs, This was during the 1993 countywide budget cuts. All,of these incidents are on record at UCSSO and the CSD. The last statement was the turning point for me. I was so disgusted with the political maneuvers by the CSD. The issue was no longer assisting needy families and children. The object for the CSD was to have as;much control over the delegate agencies as possible. it is very disappointing to know that there is so many issue within the CSD that are not being addressed and UCSSO is beihg�used as an example. Sincere'X, Susan A. vanLandingliam 103 Luella Drive Plea=i Hill, CA 94523 510-685-0932