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HomeMy WebLinkAboutMINUTES - 09101996 - C73 ` TIS: - BOARD OF•SUPERVISORS Contra ti+�.♦ O FROM: h` Costa SCOTT TANDY, DIRECTOR COMMUNITY SERVICES DEPARTMENT County DATE: September 10, 1996 SUBJECT: AUTHORIZATION TO SUBMIT FUNDING APPLICATION #39-815-5 WITH THE U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES SPECIFIC REOUEST(S)OR RECOMMENDATION(S)d BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: APPROVE and AUTHORIZE the Community Services Director or designee to submit funding application #39-815-5 to the U.S. Department of Health and Human Services, Administration for Children and Families for one-time additional Training and Technical Assistance discretionary funds in the amount of$20,000 for the period from October 1, 1996 through December 31, 1996. II. FINANCIAL IMPACT: County, as the Grantee, is required to generate a 20 percent non-federal match. III. REASONS FOR RECOMMENDATIONS/BACKGROUND: In June 1996 a Management Training and Support Assessment of the Community Services Department's (Department) Head Start Division was completed at the request of the County Administrator. This assessment recommended management training in various areas and, as a result, Region IX of the U.S. Department of Health and Human Services, Administration for Children and Families (ACF) invited the County to apply for $20,000 in one-time additional Training and Technical Assistance discretionary funding. If the grant proposal is approved by ACF, the Department will convene a Head Start Management Staff Training Committee comprised of representative staff (i.e., component managers, area coordinators, delegate agencies, Assistant Program Manager) to ensure staff input into the training curriculum. Currently, the training services provider -of choice is the University of California, Davis Center for Human Services Training and Development through said university's extension program. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIONATURE S: ACTION OF BOARD ON t Q APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS 13 A TRUE 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. CONTACT: Scott Tandy 313-7369 CC: CAS ATTESTED Q49 ) 0 9 T=--- CSD PHIL B)TCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY ,DEPUTY M382 (10/88) INCOMING FUNDS NARRATIVE STATEMENT Head Start One-Time Additional Training and Technical Assistance Discretionary Funds Grant Application to the U.S. Department of Health and Human Services Administration for Children and Families (County #39-815-5) 1. PROJECT/PROGRAM TITLE. Head Start. 2. FUNDING AGENCY. U.S. Department of Health and Human Services Administration for Children and Families (ACF). 3. SUBMITTAL STATUS. Grant application submitted at the invitation of ACF. 4. PROPOSED TERM. October 1, 1996 through December 31, 1996. 5. CURRENT FUNDING. None. 6. FUTURE FUNDING. None expected . 7. BUDGET SUMMARY. (8) days of training at $2,700 per day $ 21,600 (provided by the University of California, Davis' Center for Human Services Training and Development) If the grant proposal is approved by ACF, the Department will use all of the funding to pay for the above-listed training. (UC, Davis has agreed to donate $1,600 for the local share in-kind contribution.) 8. STAFFING REQUIREMENTS. No additional staffing is required. The Head Start Assistant Program Manager will be in charge of the administration of the training project. 9. PROGRAM NEED. According to the Management and Supervisory Assessment completed on the Head Start Division (Division) by an independent human services management consultant, the Division is in need of many types of management training which includes the following: • Assertive Leadership and the Art of Delegating • Building and Motivating a Team • Creating a Positive Work Environment • Improving Organizational Communication • Problem Solving and Decision Making • Time Management • Strategic and Multi-Year Planning It is expected that the management training will enable the Head Start staff to provide improved quality programming for the children and families of Contra Costa County. 10. RELATIONSHIP TO OTHER PROGRAMS. , The Head Start program staff provides a vital link to many community services. It is expected that this vital link will be strengthened as a result of improved management efficiency and effectiveness. 11. PROJECT GOALS. To strengthen management practices, increase supervisorial skills of coordinators and mid- level management, and improve strategic and multi-year planning. 12. OBJECTIVES. Objective 1: Establish Management Staff Training Committee, including representatives from delegate agencies. Measure of Completion: List of Management staff and delegate agency representatives who agree to participate. Objective 2: Develop contract for provision of identified training. Measure of Comp etion: Contract negotiated and signed. Objective 3: Approval of curriculum. Measure of Completion: Curriculum finalized by Management Training Committee and Program Manager. Objective 4: Approval of finalized plan and adoption schedule for training. Measure of Completion: Curriculum approved by the Management Training Committee and Program Manager; list of participants compiled; and memo sent to notify participants of training schedule. Objective 5: Training provided. Measure of Completion: Copies of evaluation of classes provided. 2 c 76 13. ACTIVITY SUMMARY. Curriculum will be designed to strengthen management practices, review organizational structure, increase supervisorial skills of coordinators and mid-level management, and improve strategic and multi-year planning. The University of California, Davis' Center for Human Services Training and Development will provide eight full days of management training. Evaluations of said training will be given to participants. Analysis of organizational behavior and individual efforts will be determined by the Head Start Program Manager. 14. EVALUATION METHOD(S). Evaluations from training participants will be taken and compiled. 15. POTENTIAL CONTROVERSIAL ISSUES. None. 3 < I9Li—cb—Z� b 131=.Sfi"I"1 WN I KH W'D I H ttHV 0 t HK I 1 Diu 0401 DDDI APP UCATM FOR I DATES App6c�IIIttleo�cx FEDERALASWTANCE August 30, 1996 Pending t TYPE OF SUBWSM 3. DATE RE CEIVED BY STATE Sbie Appkwfi n1 Hmf w AppkoO- August 30,1996 Pending ❑ ❑C"MAX ion AL DATE RECENED BY FECEPIUt AGENCY Fexlesat td"ti- It9 �� ❑ � August 33,1996 09Ci0375J9 L App6F�nttnTgtFlsaa`cxl LEgwN3m tlha Conbl"al Costa.Celt',BoaM of Supennsors County CsouetT ment Aftc=b-wdty,oDrr<4,st&andzip DDde ltaT�eantl4elephDnenllcntlergt lep�soclk,bernlTtal.t�darlelmHcssilwotvi>t}tlds 2425 Bisso t.atle,Suft 120 �{ C;Onaxd,CaftMia W20 Scutt Tandy,EmotAm Director (510)313-7360 t:. D� tITt 7.TYidFAPPFICAttF(t�+tet � B 9 4 - ty t] 0 f! 5 0 9 A skob H- �*�schod Dist B. CACIrty 1. SIS Ckc>�ImUm at Hgha-i am Kt V O. TYPECfFAPPMATION: _?fir CXkt4tx�m IL2LIfi9r1 0. TWMAV K kdatT** I= Utastab� L k'idwil1 K tt I,er>i apFtnptfale IeI1>�r{s)n tx a{26 1 t_7 F. I*mlxxw M. Ptcd owtuom A. MaemaAwad S.Ommse kwaN C. kmmeDua'ilxl G- Ddirt N. Olderrpeot D,Dees Di cakn CW(4)wfy)- 8. NAME OF FE DEkAL AGENCY: HHSdACF It CATAUJG CW FES DOMEa G I I- FNE TITLE OF APPErAWIS PROkJE !r ASWTFd'dCEt+Rltit 93-600 Head Start 1996 PA-20 Additional Training and TITLE: Head StEut TE�chnical A nC- Gras Appheation IL AREAS EFFECTED BY PfaMAZT PBA cou"ka,smw,otq Conha Costa County �sPacpCISEDr aecl: I -W OXJ3WSSK*4ALDlSrWTOF oudDm B�CVk a apprax b'pfqgd - 1t�F1tt986 1?I$1f1996 07,08 07,08 I&ESTWTM FIJMJtI+iG: 16. IS APPLlC11TION S1 KMTTO tT I3YSTATE E7oBaJlIVE OFMM 9T 2 PRr XEsSS? s Frxderal �. 20,OW oD a. YErS,TM PFFAPPWATKOAPPUC TION WAS MAMAVALA$1_ETOTHE STATE DEWME ORDER=72 FfWC ESS FOR fMVEWCN o App�aeF � .an DATA August 30,1996 d WW 5,000-W to NO ❑ PfOW-AM IS N0T C)OVEFdMBY E.o.U= ,e.Offerer ;` ITE} 0 OR PFMGw IM WAS Wyr sE m sELeolm BY STATE FOR RE AEW iPoguRntrumv S .no 17. ISTHEAPPLrA°rrnE3ndrX$ENTCIIAWFWUVLDEM Total S 25,000-0° ❑ Yes if"YW ate►an MpW%*mm ® No -W. TO THE BEST OF MY KMWAZDC H AND SEMCF,ALL DATA IM 7M3 APPLr-ATW3tW RFAMJc ATION ARE TRUE AY/D CORRECT.THE DOCUMMT"AS BaN DULY AAf wmeM BY THEOOV'l=3Z"G DMY OF ITEAPPI.ICAHT AND THE APPLICANT WA.LCORftY WITH THE ATTACHED A5,19P AN.CES W THE A55 WAMM IS AWARD81_ a Typed uane c(Authovd F bw . b6 TRIe c-Tck#x a Ntxnba Tandy aecudye Dkect+or (51f?�313-73x0 d S41m�giA►+ftlDr¢e+�4IZCpi _ � � Peat-It"bland tax transmittal MGM 7871 Gci: co ftWmU*OM—WA U.-44 BbMk r Pam 424 4K -"*) Dept- Phone# wdYa+scYo�r a x� Fax Fa}f N Ob , ƒ % «$ _ . ® C4, `� � � � k � ■ « � � % � \ � t , � } # \ g g = t � % % ® k © � � $ 2 . � . \ � $ . � kt ° ! � % 5P Q 0. 7r t0 Fi, 0 04 4M 70 4v 0 ca c CP rn m 46 0 cr z 5. 0 0 I m 44 03 !2: cc v m yr rn 0 -4 m 33 0 74 [SUN INH k�UbIH VtZHU 51HKI x10 b4O DDDI Contra Costa County Community Services Division Training&Technical Assistance Grant CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT - HEAD START DIVISION TRAINING & TECHNICAL ASSISTANCE GRANT PROGRAM YEAR - 1996 NARRATIVE This Grant Application for one-time additional Training and Technical Assistance (T&TA) discretionary funds has been developed based on the Management and Supervisory Assessment completed at the request of the County Administrator by an Independent Human Services Management Consultant. Costa County Head Start was targeted, and invited to apply, for this grant because of the need for improvement in management practices, supervisorial skills of coordinators and mid-level management, and to improve strategic and multi-year planning. The Management Training and Support Assessment completed in June, 1996 indicated a need for the following types of management training: Assertive Leadership and the Art of Delegating - Managers and Supervisors will learn how to inspire employees positively, stimulate results,disciple diplomatically, build strong working relationships, and delegate effectively. Participants will learn to balance their assertiveness style, motivate subordinates to be more productive, say"No"in a constructive manner, handle their own mistakes and those of subordinates, give constructive criticism, and determine what should be delegated and to whom [2 days]. • Building and Motivating a Team - Managers and supervisors will examine the theory and practice of achieving high performance and working together as a team. Participants will develop an understanding of the role of teamwork, the stages of team development, and communication skills to enhance team functoning [I day]. Creating a Positive Work Environment Managers and supervisors will examine sources of employee motivation, and learn techniques for-improving productivity and job satisfaction. Participants will team theories of employee motivation, attitudes and values of today's employees, job enrichment, recognition, identifying individual interests and motivators, and using peer pressure to increase productivity and quality [1 day]. Improving Organizational Communication - Managers and supervisors will learn techniques for information management and common organizational communication problems. Participants will develop skills in questioning, listening and picking up non-verbal cues, understand how communication flows within an organization, how misunderstandings and misperceptions occur, and how individuals can impact the system [1 day}_ Page 1 ��-�b-1�7h ✓JL 4YJ1�1'I t_UIY I MN I.UJ I r-I rr-"u z)I("m I 1 J1- --- ✓✓✓1 1- ,J.J A //71 Contra Costa County Community Services Division Training&Technical Assistance Grant Problem Salving and Decision Making -This training examines the problem- identification and decision-making process. Supervisors and managers will develop skills in identifying problems, assess how to think about problems, as well as learn successful decision-making skills, how to handle problems systematically, and how to stimulate creative thinking in themselves and others and ways to incorporate these learned skills in their leadership style [1 day]_ Time Management- Managers and supervisors will learn to maximize time and energy, and to enhance effectiveness on the job. As a result, they will understand barriers to effective management of their work, learn strategies for managing time and stress, and develop personal action plans for implementing change [1 dayj. • Strategic and Multi-year!Tanning -This workshop will present a systematic approach to formulating a direction for the agency, implementing that direction, determining allocation of resources and monitoring progress toward goals_ Topics include How to Formulate a Strategic Plan, The Links between Planning, Budgeting and Control, Environmental Analysis, Strategic Thinking, and Implementation Strategy. Participants learn to formulate and implement effective strategies to achieve organizational goals and objectives [1 day]_ In order to ensure staff input into the curriculum and to make it Contra Costa County Head Start specific, a small Management Staff Training Committee will be convened_ The committee will be comprised of representative, staff including component managers, area coordinators, delegate agencies and the Assistant Program Manager. The provider of choice for the identified training is UC Davis Center for Human Services Training and Development, University Extension. This agency is known for its ability to customize Training for Human Services agencies and it has an excellent reputation for management training. The Center will assign a staff member to work with our committee, Customizing training to address the unique needs of Contra Costa County Head Start. All managers and supervisors in the delegate agencies will be invited to attend the management training. Proposed curricula will require 8 full days time and will be offered once a week for 8 weeks. The fee for the identified training is $2700 per day, irrespective of the number of class participants_ if there are approximately 15 participants, cost will average $180 per day. Total cost of the 8 full days' training will be $21,600; however, UC Davis has agreed to donate $1600 for the local share in-kind contribution. Training will take place in Contra Costa County at a site away from the Head Start office in order to reduce travel costs, and to ensure participants are free from routine disruptions which might occur if the trainings were `on site'. Page 2 k7b �b-177b YJ1•t41f I I I.UIY I M" I.UJ 1" r l--"u J 1"M 1 1 J1CJ 040 JJJ1 r.o ^ C,1 Contra Costa County Community services Division Training&Technical Assistance Grant The June 1996 Management Assessment also identified the need and desire on the part of supervisory staff for basic supervisory training of all supervisory staff. Training will be provided by Contra Costa County Training Institute and topics will include Performance Management, Cultural Diversify, Principles of Supervision, and How to Conduct Effective Meetings. These Supervisory courses are avai(ab(e through the county's Training Institute free of charge for county management/supervisory employees. The Training Institute also provides to county employees a Frontline Leadership course, which promotes a lifetime commitment to quality management practices with a focus on leading by example. All Supervisory staff will be mandated to attend. Supervisory staff in the delegate agencies will be asked to attend and as part of local share, the County will donate the cost of the program for 6 delegate agency staff j $50 per half-day per person x 6 days= $18001. The remainder of the local share [$16001 will be met through 156 hours of time provided by parents, as part of the process of interviewing applicants for unfilled Head Start positions. This Supervisory and Management Training Plan provides basic supervisory skills and Leadership/Management principles and practices, to enable and ensure that Contra Costa County Head Staff can provide a quality program for children and families. 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