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HomeMy WebLinkAboutMINUTES - 08051997 - C123 �r F&HS - 02 To: BOARD OF SliPERVISORS sE. Contra FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa County DATE: July 28; 1997 �` v �rTA COVN� CONTRACT WITH THE UNITED COUNCIL OF SPANISH FAKING SUBJECT: ORGANIZATIONS AND TIMELINE FOR THE RELEASE OF AN RFP FOR THE EAST COUNTY HEAD START PROGRAM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. AUTHORIZE the Auditor-Controller, upon presentation of proper documentation from the Community Services Director, to release the sum of $31 ,981.80 to the United Council of Spanish Speaking Organizations (UCSSO) in partial payment against the claims submitted by UCSSO in regard to their contract with the County for the Head Start Program for program year 1995. 2. ACCEPT the attached report from the Community Services Director on the status of the Inspector General's Investigation of UCSSO, on the resolution of the 1995 UCSSO Head Start Claim, and on the status of the RFP for the East County Head Start Program. 3. RECEIVE any additional oral report the Community Services Director may have to make to the Board on August 5, 1997 regarding the resolution of the remaining amount claimed by UCSSO for the 1995 Head Start Program. 4. REQUEST the Community Services Director to make a further report to our Committee on the status of the Inspector General's investigation of UCSSO at such time as further developments warrant such a report to our Committee. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE (S): ACTION OF BOARD ON August 0, 1997 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE - UNANIMOUS(ABSENT TT 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. County Administrator CC. Auditor-Controller ATTESTED_ August 5, 1997 Community Services Director PHIL BATCHELOR.CLERK OF THE BOARD OF Elinor McGuire, Executive Director, UCSSO SUPERVISORS AND COUNTY ADMINISTRATOR 120 Oak Street Brentwood, CA 94513 M382 (10/68) Sara Hoffman, Senior Deputy County AdministraAgr DEPUTY F&HS - 02 5. REQUEST the Community Services Director to report to our Committee before the end of calendar year 1997 on the status of the RFP for the East County Head Start Program consistent with the timeline previously approved by the Board of Supervisors. BACKGROUND: On February 25, 1997, the Board of Supervisors approved a report from our Committee which contained the following recommendations: 1. ENDORSE the process outlined in the third alternative timeline set forth in the attached report from the Community Services Director,Scott Tandy,the slower (24 month)process for reaching a decision about releasing an RFP for the East ' County Head Start Program. 2. DIRECT the Community Services Director to make a further status report to the Family and Human Services Committee in June 1997, regarding the results of the investigation by the Office of the Inspector General and the Federal review of the Head Start Program and make any further recommendations which are considered appropriate at that time. On July 28, 1997, our Committee met with the Community Services Director, Scott Tandy; the Head Start Program Manager, Tony Collin; the Executive Director of UCSSO, Eleanor McGuire; and members of her Board of Directors. Mr. Tandy presented our Committee with the attached report and reviewed it with us. There is nothing new to report on the Inspector General's investigation of UCSSO. We are asking that a report be made to our Committee when the investigation is completed and a final report is made. Mr. Tandy and Mr. Colbn are recommending that nearly $32,000 be released to UCSSO in partial settlement of the amount UCSSO has claimed the County owes it on the 1995 Head Start contract. Mr. Tandy noted that negotiations continue between the Community Services Department and UCSSO and that he may have additional information to share with the Board of Supervisors on August 5, 1997 regarding the $25,000 which is being withheld on the basis of a disallowance related to the extended services costs for 1995. We are prepared to recommend the release of the $31, 981.80 as noted above. Both Mr. Tandy and Mr. Collin continue to caution against taking any action regarding the issuance of an RFP for the East County Head Start Program at this time. The Board has previously adopted a timeframe for making this decision. No further action is required at this time in this regard. -2- Community Services DepartmentContra Child Development 374-3994 Child Nutrition 374-3850 Administration Costa Communty Action 313-7363 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez,California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 Fax: 510 313-7385 L Scott Tandy, Director -- V c�sTA EUUK� July 24, 1997 TO: Family and Human Services Committee FROM: Scott Tandy, Director, Community Services Department SUBJECT: Consider Report from the Community Services Director on the Inspector General's Review of UCSSO and the Federal Review of the County's Head Start Program in Light of the Need for an RFP for the East County Head Start Program 1. Status of Inspector General's Investigation of UCSSO I contacted Norman Siegel, Special Agent, Office of Inspector General, on July 20, 1997. He told me that the investigation is still open and has not been completed due to a pending request for records from a third party. Siegel said that closure to the matter was still a few months away. A report of some kind would probably be issued to the Administration for Children and Families (ACF) in the coming months. 2. Recommendation to Resolve 1995 UCSSO Head Start Claim Due to scheduling conflicts and unavailability we have not been able to meet with Federal financial officials in San Francisco. However, Tony Colon, County Head Start Director, was advised by the financial officer for ACF, Arden Hamilton, that the grantee should move forward and make a local determination of allowable claimed costs. Once completed, a request to draw down funds can be made since they have been reserved for this purpose. i We have reviewed the pending claim of UCSSO with both a CPA consultant, Caesar Perales, and Mr. Colon to determine the amounts that can appropriately be paid at this time. We believe that $31,981.80 can be justified now and recommend that it be paid. Attached to this report is a recap of the pending claim and specific line items. One issue remains concerning a previous payment for extended services during the summer months of 1995. A total of$25,000 was disallowed and further review indicates that part of this amount by be allowed. The Head Start Director is evaluating this matter and will be joining me in attempting to negotiate a final amount with UCSSO Board members and staff. We expect this matter to be resolved by early August. 3. Status of the Need for an RFP for East County Head Start The Committee has previously been provided recommendations on this matter from both the Interim Director of Community Services and the former Interim Director of Head Start, Fay Graef. The new permanent Head Start Director Tony Colon has reviewed this matter in light of the imminent changes taking place in the Head Start program and believes that a decision to delegate services should not be made. A copy of Mr. Colon's memo is attached and he will be present to respond to questions. attachments ST/jm 2 ' ATTACHMENT 1 Contra • County Head Start Memo To: Scott Tandy, Director, Community Services Department From: Tony Collin, Director, Head Start Division ., CC: Date: 07/24/97 Re: Regional Office Meeting Regarding UCSSO The intent of this memo is to share with you the content of my telephone conversation with Arden Hamilton, Regional Office Fiscal Officer. As you are aware, I called Ms. Hamilton to request a meeting to discuss fiscal-program issues related to the 1995 budget and United Council for the Spanish Speaking Organization. She responded by stating that she did not perceive a need to meet regarding the 1995 budget and UCSSO. Furthermore, she stated that the Contra Costa County Grantee (CSD) was responsible for assessing contract compliance issues pertinent to any of its subcontractors. If there were any changes to the 1995 budget closeout statement, the county would need to submit a revised closeout form. 0 Page 1 ATTACHMENT 2 r Recap of 1995 Claims for the United Council of Spanish Speaking Organizations UCSSO Expenditures for 1995: $ 1,010,927.86 Agency Claims Paid To Date: $ 935,840.60 Balance: $ 75,087.26 Less: Unpaid Disallowed Costs for 1994: $ 13,617.85 Unpaid General Services for 1994: $ 4,487.61 Extended Services Costs for 1995:* $ 25,000.00 Amount to be Withheld: $ 43,105.46 $ 43,105.46 Amount to be Reimbursed: $ 31,981.80 * Under discussion and negotiation. ATTACHMENT 3 Community Services DepartmentContra Child Development 374-3994 Child Nutrition 374-3850 Administration Costa Communty Action 313-7363 1220 Morello Avenue,Suite 101 Head Start 646-5540 Martinez,California 94553-4711 County Housing and Energy 646-5756 510 313-7350 Fax:(510)313-7385 s c Scott Tandy, ' Director - 'v �osra couK`�� TO: Scott Tandy, Director, Community Services Department FROM: Tony Colon, Head Start Director DATE: 7-23-97 RE: Head Start Services in East County The intent of this memo is to respond to the request by the Family and Human Services Committee of the Board of Supervisors for information regarding the need for an RFP for the East County Head Start Program. RECOMMENDATION: The decision to delegate Head Start services for the area of Contra Costa County known as East County should not be made. RATIONALE: Approval Process: The 1997 Head Start Grant does not include a plan for delegation. Any decision to delegate will have to go through the Head Start Policy Council for input and approval. Similarly, the request to delegate would then have to be submitted to the Administration for Children and Families (the Federal Agency) in the form of a grant amendment before it can be implemented. There are no Federal requirements mandating any delegation of Head Start Grantee operated services. Seamless Services: Directly operated services enhances community involvement at the County level and provides for more direct control over the quality of service, and better access to County resources. In addition, the Department's ability to directly operate the Head Start and the State Child Development program has created institutional opportunities for collaboration between each Division and for the provision of seamless services between the County and its constituents. v. Costs: Efforts to standardize the delivery of services and program resources throughout the entire (GOP) Grantee Operated Program (work hours, staring, supplies and equipment) have created an integrated program budget. In fact, the Division is currently working with the County's Human Resources Department, the Head Start Policy Council and Local One to increase the number of work hours for teachers (35 to 40) and the number of weekly contact days for children (4 to 5). These changes will enhance the delivery of services to East County children and families, and allow the County to support its programs and constituents in their ability to respond to these changing times of Welfare Reform. Delegating out a portion of the program will have an adverse effect on the GOP's ability to fund these program enhancements. Community Input: Current Parent Opinion Surveys reflect overall parent satisfaction with the quality of services provided. In addition, East County employees have articulated through their bargaining unit, Local One, their preference in remaining with the GOP as County employees. Program Stabilization: Recent program initiatives and changes have allowed the Head Start Program to charter a process for responding to Federal compliance issues and the changes reflected in the "revised"National Head Start Performance Standards. Delegating away part of the program service area would have severe ramifications in the GOP's capacity to provide uniform quality services to all of the children and families living throughout Contra Costa County. cc: Head Start Policy Council 2