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HomeMy WebLinkAboutMINUTES - 07281998 - C59-C67 TO: BOARD OF SUPERVISORS FROM: TONY COL6N, DIRECTOR COMMUNITY SERVICES DEPARTMENT DATE: July 14, 1998 sys,1£cr: AUTHORIZATION TO EXECUTE CHILD CARE CONTRACTS WITH THE CALIFORNIA DEPARTMENT OF EDUCATION. SPECIFIC REQUEST(S)OR RECOMMFMATION(S)&BACKGROUND AND 7UMFICATION I. RECOMMENDED ACTION: APPROVE and AUTHORIZE the Community Services Director, or his designee to execute and submit Contracts with the California Department of Education for general child care and full day state preschool services for the period from July 1, 1998 through June 30, 1999, as follows: State Number County Number Reimbursable Amount GCTR-8036 39-809-9 $3,615,957 GWAP-8006 39-849-2 283,505 II. FINANCIAL IMPACT: These contracts are funded through the California Department of Education. Funding is included in the Department's proposed FY 1998-99 budget. No County funding is required. III. CHILD IS IMPACT STATEMENT: The Community Services Department Child Development Program supports two of Contra Costa County's community outcomes: "Children Ready for and Succeeding in School" and "Families that are Safe, Stable and Nurturing." These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, and health to low-income children throughout Contra Costa County. TV. REASONS FOR-RECOMMENDATIONS/BACKGROUND: On June 24, 1997, the Board approved State Agreements with the California ',Dep artment of Education (State) to provide valuable child care and preschool services. Contracts are renewed annually until either the County or the State decides to terminate funding. The contracts listed above enable the County to continue to provide general child care and state preschool services on a full day; basis to program eligible children residing in the County from July 1, 1998 through June 30, 1999. These contracts will be reviewed and approved as to form by County Counsel prior to submission CONTINUED ON ATTACHWSENT: SIGNATURE: COMM>tiNDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE APPROVE _OTHER &!�Z" d" 51.NATTI F.£, �¢[f. ACTION OFSOARD ON &4 /Mu" APPROVED AS RECOMMENDED R tl VOTE OF SUPERVISORS �,.� I HEREBY CERFM THAT THU IS A TRUE ANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON TIM MINtTt` S OF TIPS BOARD ABSMIM ABSTAIM OF SUPERVISORS ON THE DATE SHOWN. CONTACT: TONY COWN,313-7350 ATTESTED /G DA CX=IK OF THE BOARD OF cc: CAO 8UPSR RS ANO COUNTY AAMBUSTRATOR CSD (4 ORIG SIG, SEALED COPIES) BY "'"��DEPUTY M382 (10198) TO: BOARD OF SUPERVISORS FROM: TONY COLON, DIRECTOR COMMUNITY SERVICES DEPARTMENT DATE: July 14, 1998 SUBSECT; AUTHORIZATION TO EXECUTE CHILD CARE CONTRACTS WITH THE CALIFORNIA DEPARTMENT OF EDUCATION. SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: APPROVE and AUTHORIZE the Community Services Director, or his designee to execute and submit Contracts with the California Department of Education for general child care and full day state preschool services for the period from July 1, 1998 through June 30, 1999, as follows: State Number County Number Reimbursable Amount GCTR-8036 39-809-9 $3,615,957 GWAP-8006 39-849-2 283,505 ll. FINANCIAL IMPACT: These contracts are funded through the California Department of Education. Funding is included in the Department's proposed FY 1998-99 budget. No County funding is required. III. CHILDREN'S IMPACT STATEMENT: The Community Services Department Child Development Program supports two of Contra Costa County's community outcomes: "Children Ready for and Succeeding in School" and "Families that are Safe, Stable and Nurturing." These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, and health to low-income children throughout Contra Costa County. IV. REASONS FOR RECOMMENDATIONS/BACKGROUND: On June 24, 1997, the Board approved State Agreements with the California Department of Education (State) to provide valuable child care and preschool services. Contracts are renewed annually until either the County or the State decides to terminate funding. The contracts listed above enable the County to continue to provide general child care and state preschool services on a full day basis to program eligible children residing in the County from July 1, 1998 through June 30, 1999. These contracts will be reviewed and approved as to form by County C sel prior to submission CONTINUED ON ATTACHMENT: SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE ___.-.OTHER SIGN REM; ACTION OF BOARD ON APPROVED AS RECOMMENDED !i VOTE OF SUPERVISORS �//„ fir• I HEREBY CERFITY THAT THIS IS A TRUE �L vrFANTMOUS(ABSENT .10 _ K. 1 AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINU'T'ES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. X CONTACT: TONY COL6N,313-7350 ATTESTED ety. rr BATC ICFTHE +ARD OF cc: CAO SUPERY RS AND COUNTY ADMINISTRATOR CSD (4 ORIG SIG, SEALED COPIES) r BY M382 (10/88) TO: BOARD OF SUPERVISORS FROM: TONY COL6N, DIREC'T'OR COMMUNITY SERVICES DEPARTMENT DATE: July 14, 1998 SUB.IECT: AUTHORIZATION TO SUBMIT GRANT APPLICATION FOR. EARLY HEAD START FUNDS. SPECIFIC RE<9=T(S1 OR RxCOMMENISATION(S}&BACKGROUND A"JILU FICATION I. RECOMMENDED ACTION: APPROVE and AUTHORIZE the Community Services Director or designee to submit a grant application to the U.S. Department of Health and Human Services, Administration for Children and Families, in the amount of$4,819,499 for Early Head Start Grant funds. II. FINANCL4L IMPACT: If this grant application is approved by the U.S. Department of Health and Human Services, Administration for Children and Families (ACF), the funding will be added via appropriationadjustment to the current Head Start Budget. County, as the Grantee, is required to generate a 20% non-federal match in the amount of$1,204875. III. CHILDREN'S IMPACT STATEMENT: The Community Services Department Head Start Program supports two of Contra Costa County's community outcomes: "Children Ready for and Succeeding in School" and "Families that are Safe, Stable and Nurturing." These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, health, and social services, along with a strong parent involvement focus, to low-income children throughout Contra Costa County. The overall goal of the program is to bring about a greater degree of social competence in preschool children from low--income families. An Early Head Start program will allow the County to expand these services to children ages 0 to 3 years. IV. REASONS FOR RECOMMENDATIONSfBACKGROUND: See attached. CONTINUED ON ATTACHMENT: IPS SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR __RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER YA ACTION OF BOARD ON t^1I �}ri �M APPROVED AS RECOMMENDED !ffiIC VOTE OF SUPERVISORS I HEREBY CERFTI'Y THAT THIS IS 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: TONY Ct3L6N,313-735(3 ATTESTED BA R,CLibR OF THE BOARD OF CC: CAOOF AND COUNTY ADMINISTRATOR 0317 (3 OR1G SIG, SEALED COPIES) M382 (14188) BY Contra Costa County Community Services Department Head Start Program 'H k Grit.fi n 1998 A. Summary 1. Lead agency: Contra Costa County Community Services Department Head Start Program, 2425 Bisso Lane, Ste 120, Concord, CA, 94520 2. Co-participants: • CCC Community Services Child Development budget contributions: $1,232,175 • CCC Social Service Department budget contributions: $768,417 • Contra Costa County Office of Education SELPA staff: $143,520 (In- kind) • CCC Health Services Department: In-kind Services $73,660 • Contra Costa County In-home visitation program: $ 116,872 In-kind Services • Contra Costa Child Care Council • Infant and Children Comprehensive Services Council • Kaiser Permanente, Contra Costa Regional Medical Center, and John Muir Hospital • Hill Physicians Group • Healthy Start • Newbom Connections. 3. Proposedservice area: Contra Costa County in Northern California; specifically, the cities of Richmond, San Pablo, Rodeo, Hercules, Martinez, Concord, Pleasant Hill, Pittsburg, Antioch, Oakley, and Brentwood. 4. Total number of families to be served: 204 • 150 center-based,. (including 40 special needs children) • 54 Family Child Care, (including 16 special needs children) 5. Total ongoing Federal Early Head Start funds requested: $1,517,324 6. One Time Start Up Federal Early Head Start funds requested: $3,3€32,175 7. Total additional'funding provided by other agencies: $2,219,722 8. Program Options: Thirteen (13) hour full-day, year round Center-based care or full-day, year round Family Child Care. 9. Target Date: June 1'°, 1999 Qbives; Contra Costa County Community Services Department t 1998 Start Funding Application The objectives of this proposed€arty Head Start program tie directly into the Contra Costa County Board of Supervisors priorities for family services, as expressed in its August 1997 Children's Report Card, and are supported by the County's various departments. Contra Costa County's vision statement reads: "All Contra Costa children will reach adulthood ayins gx perienced a safe, healthy, nurturing-childhood which Prepares them to be responsible contributina members of the community." The objectives relate directly to the"Head Start Program's Progress Report on Program Performance Measures", dated June 23, 1997, and to the Head Start Performance Standards,Section 1304 in particular. The Early Head Start program objectives are: 1. Provide comprehensive, high quality child and family services for infants and toddlers, at least 70%of whom will be Welfare to Work participants. (County Vision. Families that are economically self-sufficient)(H.S. Performance Measures: Link children and families to needed community services). 2. Provide high quality,full inclusion child and family services for 40 infants 1 toddlers with special needs. (County Vision: Children ready for and succeeding in school) (H.S. Performance Measures: Enhance children's growth and development). 3. Provide early intervention for pregnant teens and teen mothers through in-home visitation and child/family services. (County Vision:. Families that are safe, stable and nurturing)(H.S. Performance Measures: Strengthen families as the primary nurturer of their children). 4. Provide seamless child and family services through a single point of access in order to eliminate service fragmentation and duplication of efforts. (County Vision: Families that are economically self-sufficient)(H.S. Performance Measures: Link children and families to needed community services). 5. Support families as primary nurturers of their children through the Ages and Stages Questionnaire and related curriculum. (County Vision: Families that are safe, stable and nurturing)(H.S. Performance Measures: Strengthen families as the primary nurturer of their children). 6. Provide smooth transitions from in-home visitation to center-based services, steered by a parent-involved transition committee. (County Vision. Children ready for and succeeding in school.)(H.S. Performance Measures: Ensure well-managed programs that Involve parents in decision-making) 7. Provide adequate and age-appropriate facilities. (County Vision: Communities that are safe and provide high quality of life for children and families.)(H.S. Performance Measures: Ensure well-managed programs that involve parents in decision- making). Key features Contra Costa County Community Services Department 2 1998 Early Head Start Funding Application • recruitment in clinics, hospitals and Social Service Department offices. • In-home visitation program based on"Welcome Horne Baby"and "Healthy Families America"for pre-natal care, at-home child development, one-on-one trust relationships, and early intervention for at-risk families. • Ages-and-Stages Questionnaire for parents and teachers to track infanttioddler development, compare notes, and jointly design individual development plans. The questionnaire is a screening tool for early detection of developmental delays. • Continuous TRA through Development Associates, Inc. and WestEd.' • Staff participation in Infant and Children Comprehensive Care System Council for coordinated Case Management. • Close collaboration with EPSDT-Child, Health, and Disabilities Prevention(CHDP) for joint intake and standing referrals. • Close collaboration with, and staff support through, Contra Costa Special Education Local Plan Area, Early Intervention Project. • Full day, 13 hour per day,full year, center based child and family services. • Full day, year round Family Child Care based child and family services. Contra Costa County Community Services Department 3 1998 Start Funding Application g. Ovei1i#IL�iM yy�y► Ver s � '� +►.1 a'X� z"�'3� ,;x, 'k''Yx y � % °'.,r3 T c i /4+ '� #4w"`S' *, X Y..."'q. �#�d ?a�'+v'{'''."''.� S "5�'},�3• 2.:2,�`�' r�i�'r�,"ks�* 'k�, 'Y. '��{ International Market full Day, year round Private Industry C wxO(PIC), Sart Pablo Center based Regional t up tonal Program(ROP), Single Point of Access mrrtu i#y ervice 0" tt o t General 30 Infants I toddlers One Stop Center Chlk3 Care(CSQ), Even'Stark Healy Start; Soil Service Departrneht(DSS), Child Health and Disabilities Prevention (CHDP), Newborn Connections, English Action Center,SEL.PA 3 � t yft� K � AN "5. g``�S ✓.,� bpi y,�+ ,*,'k ``wi . r ^ '� a ` i? GY' W� �'" Contra Costa County l orllmunity Services Department : 4 1 M Early Head Start Funding Applkmtlon George Miller East Full Clay, Year round !Regional aticmal Program(IOP), Concord Single Paint of Access Community Servim DWartment General Child Care(C$D), 30 1niFar#s!toddlers Even Start, Service Carhnent Child Health and Disabilities Prevention (CHDP), Primerite Industry Council(PSC), SELPA. -P � 5 z ,,, 5 Y,✓rr>+ r"v, yr 'y P ws i cax R h s s,.f, x h' +a`,o, R y +'d',+' rn' `'S .' e� "vC...c s, ,t*,,,K n +i r s n k' �. "' Atr"vxf ^t Tk ,:'+v ,* £�`' 5✓'"r .; x 4 s t } IAN� ,���`s'yc�t'•, n�Cs w x+C`�`X"'� ver,4�# �4.a "z yi 4 s �" ��`� � �rz��rn x r75 .:,���3 =3 .� n Sx "�'u � � ;�{ rt �� i k 5 * s• 'S �'r w < ��?'E �Yt��S ��c✓ i' s�Yb��'� ,z �'`z a vr� ���� � � '��s 41s# i "y r H F: ) �k -hti� �` "f ���`��^.c`,x ,�•.x'Y 'a.� �. •fir r:,L' -,��` x4 .�":,� '� ��"'� � Y" ,��i�"ns���„n .v .� � { �? �z � k f��`` §�i�Y � u*'" 'x yc. 's•qxv�}t'x""z��r��n ``„.x � t Family'Child Care Family Child Care Contra Costa Child Care Council, West Single Paint Access Contra Costa County F Mily Child Care Richmond: 4 Homes Providers.Association, Central Contra - _ #2 infants I toddlers Costa'County Family Child Care Concord, Martinez. 4 Homes Providers AsSocratrorl, East Contra 12 infants 1 toddlers Costa County l=amliy Child Care Antioch, Brentwood. 4 dames Providers Association, Contra Costa 12 infants, toddlers County Special Education Local Plan' Pittsburg: 6 Homes Area,Contra Costa County Social �+.18 infants/toddlers - yy -:-Service Department 4�#1 + itMis11 b s _ ]yam may^ n ro w 406t m� "3K a'�x i xt: r v`�'4�'k{ F �i •s, �. y�y ....ate: ^L W, r�'F bf +,'s<' t Yr.Fz . x,? '' wn �5 ?i-:i�x ;,�5?^k`� Contra Costa County Comrnunity Services Department 5 1998 Early Head Start Funding Application _.. _ Introduction Contra Costa. County, named "opposite coast" for its location across the bay from San Francisco, was originally formed in 1850. The County is bordered by water on three sides: San Francisco Bay to the west, the Sacramento River to the north, and the San Joaquin River to the east. Mount Diablo dominates the central part of the County. Contra Costa County encompasses 460,980 acres of land and has an estimated population of 879,206 (County Demographics, January 1997). The residents of Contra Costa reside in three geographically distinct regions, each separated by ranges of hills. From west to east the regions are: • West County Region (population 224,875) • Central County Region(population 445,816) • East County Region(population 194,609) The West County region, with its access to the San Francisco Bay, is home to approximately 224,875 people, or 25.W/o of the estimated 1995 County population. The cities of Richmond and San Pablo contain much of the County's heavy industry and the highest concentration of the poor within the County. This area is highly urbanized, as almost all of the usable land has been converted to either residential or commercial development. Approximately 45% of the County's TANF recipients reside in West County. The Central County region, with a population base of approximately 445,816, or 51.52% of the County's population, consists of two very distinct sub-districts: south central and north central. The north central portion is rapidly developing from a suburban area to a major commercial and financial headquarters region for both the Bay Area and the western United States. Approximately 15 % of the County's TANF recipients reside in Central County in Concord and Pittsburg. The eastern part of the County has an estimated population of approximately 194,609, or 22.49%. It too is undergoing substantial change, from what once was a predominantly rural area with both an agricultural and heavy industry base, to a series of small to medium .size suburban communities. Unlike the central portion of the County, most of the recent growth in East County has been in the area of residential development at the expense of agriculture, with limited commercial growth taking place. Much of the heavy industry that once was prevalent in East County from the 1940's through the 1970's has shut down and has yet to be replaced with an alternative source of employment. This section of the County still has large parcels of undeveloped land, making this one of the only Counties remaining in the greater Bay Area that still has land available for residential development. Population growth in this area is expected to be 129% between the years 1995 and 2005. ApproArnately 39 % of the County's TANF recipients reside in East County. (Data acquired from Contra Costa County Demographer, United Way Community Assessment 1998, Northern California Council of Contra Costa County Community Services Department 6 1998 Early Head Start Funding Application Communities, Social Service Department Current Monthly Data 1998, Community Services department 1998 Community Action Plan). The Grantee and its two Delegate Agencies currently serve 1,186 children ages three to five in half day programs, and 304 children in a full day, year round program (Expansion granted, 1997). The service area includes the cities of Richmond, San Pablo, Rodeo, Martinez, Concord, Pittsburg, Antioch, Oakley and Brentwood in Contra Costa County. The grantee does not operate an Early Head Start program, nor is an Early Head Start program funded by another agency in Contra Costa County at this time. In the year 1997, utilizing data from the census bureau, Department of Social Services, the California Child Care Resource and Referral network, the Contra Costa County Child Care Council, and the Association of Bay Area Governments, the Grantee updated demographic data to determine the gurrent number of oMaram eligible families per census track. This assessment included a trend analysis, kept current monthly, utilizing data from the Social Service Department(see under Objective One, Needs for Assistance). In 1998, the Contra Costa County Social Service Department will enlist and serve 1,000 Wetfare-to-Work clients each month from June through December, a total of 7,000 clients. An estimated 7,800 clients will follow in 1999 (Contra Costa County CaI ORKS Plan, December 17, 1997). A front page article of the local Contra Costa Times, published on May 18, 1998, informed the public;that an estimated 10 to 15% of the current Welfare-to-Work clients are unable to maintain their work/volunteer activities because the childcare provided is unstable or not attainable. In addition, the majority of clients interviewed expressed caution regarding the quality of childcare available through "trust lines" (neighbors, enlisted by the Child Care Council, providing childcare) and through exempt child care vouchers. The Social Service Department is aware of this problem and has implemented first steps for standing referrals, mutual recruitmentlappointment efforts, and a shared eligibility/service application procedure with the Community Services Department Head Start Program in March 1998, (Memorandum of Understanding, June 1998, see Appendix B). Still, childcare and transportation remain the two major roadblocks on the way to family self-sufficiency in Contra Costa County. Contra Costa County Community Senr`rces Department 7 1998 Early Head Start Funding Application _. .................... ................ _. . ............................................ Ob1eCtive One: Provide comprehensive, high quality child and family services for infants and toddlers, at least 70% of whom will be Welfare to Work participants. Need for Assistance: Social Service Data tracking of Welfare-to-Work clients from August '1997 to June 1998 shows that approximately 50% of these drop out of the program, and 50% of the remaining clients choose Head Start and Child Development services over exempt care. A trend analysis shows the up-to-date increase and expected increase of Welfare-to-Work clients: Total 2004 3680 Oct-97 1800 3097 Mar-98 1600 Act-97 3695 Aug-98 1400 ■Mar-98 1200l 4386 DecaB 10100 �' 4 �y �� _ t, E 3 Aug-98 5077 ' Mar-99 800 6U0 -98 40th ,a E l Dee IMMar-99 Total number of WTW clients 200 with children birth to three Total 500 920 Oct-97 450 774 Mar-98 400 Oct-97 925 Aug-% 300 ■Mar 98 1098 Dec s6 2{3� . at t " E]Aug-98 1271 Mar_% 154 C]Dec-98 100 r ■Mar-99 ' Expected number of W`t'W 50 0 clients to choose l`arty Head Start services O "o The Contra Costa County CalWORKS Plan divides the Welfare-to-Work schedule into three phases. Phase One is defined through services for the family in crisis and acute need for cash aid. Phase Two includes all clients engaged in 35 hours per week work or work-related activities. This phase best describes the main population of TANF recipients in 1999. 'Phase Three describes the process of phasing out clients from cash aid into unsubsidized work. It is expected to begin in mid-1999, and it is a major concern for both the Grantee and the Social Service Department. Clients are released into Contra Costa County Community Services department 8 1998 Early Head Start Funding Application unsubsidized work in a financial environment with one of the highest cost of living indexes in the nation. The 1990 Census recorded that 57,867, or 7.3% of all County residents were found to be living below the poverty level. Approximately 4,240 or 40 % of these below poverty households consisted of female-headed households. The rate of poverty in Contra Costa County increased from 7.3% in 1990 to 13.7% in 1933. As of March of 1998, there were approximately 12,923 open TANF cases with over 24,000 children and 12,000 adults participating in the program. The percentage of children that were eligible for freelreduced price breakfast programs in the County jumped from 15.8% of the 1991 eligible population to 25% in 1997 (Association of Bay Area Governments Report 1997). 1992-1999 County employment projections also note a significant increase of available jobs, which appear to raise the probability of employment possibilities for poverty- stricken County residents. Industry 1992 1999 Numerical Change Percentage Chane Agricultural 3,260 31720 460 14.10% Construction 57,330 63,840 6,510 11.40% Manufacturing 30,100 31,700 1,600 5.30% Transportation, 18,600 20,600 2,000 10.80% Communication, Utilities Wholesale Trade 11,000 12,3 0 1,300 11.80% Retail Trade 56,300 64,600 8,300 14.70% Finance, Insurance, 27,600 29,300 1,800 6.50%: Real Estate Government 44,100 45,300 1,200 2.70% The New York Times published a Finance Department report on June 18, 1998, presenting the percentages of welfare clients nationwide leaving cash subsidy status for full employment. California leads with an increase of 7% job placement, from 7% in 1997 to 14 % in 1998. CaIWORKS is placing these clients a full year ahead of schedule. Despite the positive indicators, most of higher salaried work available is either unattainable, given the educational and experience level of most low-income job seekers. Most job placements are service industry positions that typically start at minimum wage. Currently, the fastest growing County occupations are Sales Clerk, with an average wage of$5.75 per hour, and Office Clerk, with an average wage of$9.79 per hour. In order to meet the financial requirements of maintaining a family, newly placed workers must work long hours. Childcare needs to be subsidized from the poverty income level to the 200% of poverty income level. Childcare needs to be available at bast 12 hours a day, given long transportation hours. The County's Social Services Department and Private Industry Council have started joint programs to bridge the gap in bringing individuals and families back into the work force. However, the safety net for Welfare-to- Work clients leaving subsidized activities has yet to be enforced, particulady with childcare provided for long hours. Contra Costa County Community Services Department 9 1998 Early Head Start Funding Application Again, childcare and transportation were identified by early job seekers as the critical barriers to be overcome. Once clients have the ability and drive to go back to work, their efforts to successfully integrate and remain in the existing work force are complicated by the excessive cost of living factors that exist in the greater Bay Area. Of those costs, the highest are childcare, food and rent. In August 1997, the California Budget Project estimated that the basic cost for a single parent with two school age children to live in Contra Costa County was $32,238. The "bare bones budget" for the same family was $25,020 (see table two). The same single parent working full time at minimum wage would only eam$14,064. BASIC AND BARE BONES EXPENSES OF LIVING IN CONTRA COSTA COUNTY g?spffidi�!res Basic Costs Bare Bones Housing&Utilities $9,528 $7,596 Basic Phone Service $204 $204 Food at Home $4,104 $4,104 Food Away from Home $960 $0 Clothing $300 $180 Medical $1,992 $1,992 Savinas, Emergency $720 Tien rtatlon $1416 $1416 Child Care $11,724 $8,828 Recreation Education $240 $0 Personal Care $300 $$00 Miscellaneous $840 $600 Totals- $32,238 $25,020 A June 1998 Housing and Urban Development report indicated that Contra Costa County leads the greater Bay Area with the highest ants. Commuting to San Francisco five days a week from the central portion of the County on BART costs in excess of $45.00 a week. Childcare in a licensed day care facility averages $159.00 per child per week. The State Department of Education reports that less than 10% of the children eligible for subsidized childcare is being served. Of the remaining 90%, the Contra Costa Child Care Council Executive Summary 1998 (Plan 2001) indicates that 54% are infants and toddlers. Only a successful CalWORKS Phase Three will lead to family self-sufficiency, and without an Early Head Start program in operation, this phase cannot to be realized. Family self-sufficiency is a core issue of the Early Head Start Performance Standards: 1304.3(x)(8) Early Head Start program means a program that provides low-income pregnant women and families with children from birth to age 3 with family-centered services that facilitate child development, support parental roles,and promote self-sufficiency. Contra Costa County Community Services Department 10 1998 Earty Head Start Funding Application ............ ........... ............... ......... ......._. .. .......... ......_. ..............._. _. ........_.... . ... ............................. F era'�S ' � �;r YDS`�• c L�'. ©Projected Wages ■Bare Bones Budget B Basic Budget 0 5,000 10,000 15,000 20,000 25,000 50,000 35,000 Objective Two: Provide high quality, full inclusion child and family services for 40 infarcts/toddlers with special needs. Need for Assistance: Limited data is available outside the Head Start Program as an indicator for special needs programs and availability of special needs children. These Head Stark children with special needs are served both by: • West Contra Costa County District Special Education Local Plan Area (WUCSD SELPA)for Head Start classrooms and Head Start children in Family Child Care in Richmond, San Pablo and Rodeo, and the • Contra Costa County Office of Education SELPA (CCCOE SELPA) serving all other cities. Currently, special needs children age 3 to 5 are served in 4 full inclusion classrooms in collaboration with these two SELPA programs. The Grantee has Memoranda of Understanding with the two main providers for special needs children, age birth to five, for mutual staff support and on-site consultation, the Barbara Milliff Center in Concord and the Lynn Center in Pittsburg. Both are Contra Costa County Mental Health Providers funded by EPSDT and staff a child psychiatrist, several Licensed Clinical Social Workers, a developmental psychologist and several special education teachers. A 1994 to 1997 data track shrews that Mental Health referrals to these agencies typically included 18 to 20% developmental delays that could have been detected between birth and age three: 80 60 40 ■Dev. Dela, ■Referrals 20 0 1994195 1995196 1996197 Contra Costa County Cornrnunity Services Department 11 1998 Early Head Start Funding Application This data allows for the conclusion that between the years 1995 and 1997 forty- two(42) infants and toddlers with severe developmental delays were not identified and could have been with an Early Head Start program in place. I304.20(f)(2) To support individualization for children with disabilities in their programs, grantee and delegate agencies must assure that: (i) Services for infants and toddlers with disabilities and their families support the attainment of the expected outcomes contained in the Individualized Family Service flan(IFSP)for children identified under the infants and toddlers with disabilities program(Part H) of the Individuals with Disabilities Education Act,as implemented by their State or Tribal government; (ii)Enrolled families with infants and toddlers suspected of having a disability are promptly referred to the local early intervention agency designated by the State Fart H plan to coordinate any needed evaluations, determine eligibility for Part H services, and coordinate the development of an IFSP for children determined to be eligible under the guidelines of that State's program. Grantee and delegate agencies must support parent participation in the evaluation and IFSP development process for infants and toddlers enrolled in their program; The Contra Costa County Mental Health program and the Health Services Department Interagency Council for Infant Services (I.C.1.5.) are currently designing a comprehensive early identification and intervention Case Management structure for children birth to three as part of the overall j Quality Improvement program for 1998. This decision is based on the"Status Report: Children's Mental Health System of Care" by the Children's Committee of the CCG Mental Health Commission, February 1996. Directors of leading mental health, special needs and foster care agencies in Contra Costa County decided to integrate services for Case Management based on these findings: • Children birth to age five, particularly from at risk, low-income andfor minority families, are underserved by mental health and special needs providers; • Ethnicity, culture, and language diversity in Contra Costa County, especially in the east region with Pittsburg, Antioch and Brentwood, requires specific attention to provide access to services; • Expansion of mental health / special needs services to strategize preventive treasures and early intervention models for children is critical to eliminate at risk outcomes; • In 1993, 71% of child clients reported to have witnessed or experienced violence within their home or immediate community; • Citizens, when asked to rank priority needs and public fund responsibility, will rank services to children birth to age five higher than any other identified needs. The status report defines early intervention entirely consisting of assessment and consultation in day careprograms. The implication for Welfare-to-Work parents Contra Costa County Community Services Department 12 1996 Early Head Start Funding Application is striking: Infants and toddlers in exempt care with developmental delays will not be identified or served. Waiting periods for early intervention services consisting of diagnosis and treatment in 1996 were longer than one year. With the exception of the CCCOE SAPID and the Health Services Department Child Health and Disabilities Program (EPSDT), there are no prevention programs available for toddlers with developmental delays. The report concludes that: • "... the resources to intervene in the early phases of crisis, emotional distress and social dysfunction are limited," • "... availability of intensive in-home care is limited", • "Wrap around services are limited ..." • "There are philosophical, fiscal and regulatory barriers to coordination and collaboration among agencies and departments.", and • "... it has been difficult to achieve culturally and ethnically appropriate staffing and programming." The Grantee has taken these statements into consideration in the development of this funding application and has enlisted a variety of collaborative partners to address these issues, thus Joining the Health Services Department's Quality Improvement Program for the year 1998/1999(See Appendix A and B). Objective Three: Provide early intervention for pregnant teens and teen' mothers through in-home visitation and child/family services. Need for Assistance: 1304.40(c) Services to pregnant women who are enrolled in programs serving pregnant women, infants, and toddlers. (1) Early Head Start grantee and delegate agencies must assist pregnant women to access comprehensive prenatal and postpartum care, through referrals, immediately after enrollment in the Program- Contra Costa County's adolescent birth rate decreased between 1990 and 19915 from 45.1 to 87.6 births per 1,004 15-19 year olds. This rate is still astonishingly high, and teen pregnancy has been identified as an area of concem in this County (Contra Costa County's Children's Report Card, August 1997). The Interagency Council for Infant Services (I.C.I.S.) has stepped up efforts for early intervention and is now meeting every week for case management of at-risk infants and toddlers. The Grantee will join the Council with Its Early Head Start Program Education Supervisor. Contra Costa County Community Services Department 13 1998 Early plead Start Funding Application The Social Service Department has implemented the Contra Costa In-home visitation program based on the successful "Welcome Home Baby" program modeled after Hawaii's Healthy Start and the national Healthy Families America program. Currently, the Contra Costa County Policy Forum Parenting Task Force is targeting pregnant teens of the low-income sector to provide support and parenting training. The West and East County areas show the highest percentages of pregnant teens (CA Department of Health Services, Center of for Health Statistics, Data Tables: Birth Profiles by Zipcode, California, 1995). Total 86010 12,517 Total births 1,093 Teen births 60% 40% ■Teen births ®Total births 20% 0% West Central East The Contra Costa County Office of Education has implemented an early intervention program for infants and toddlers: "Special Agency Program for Infant Development" (SAPID). This program is based on IDEA amendment Part C and California State Department of Education mandates. School Districts are offered infant and toddler development programs as well as parenting classes for pregnant teens on campus. Until now, two districts have agreed to the offer. The Grantee is currently in negotiations to connect the Early Head Start program to the CCCOE SAPID pregnant teens parenting program. A Memorandum of Understanding has not been formed yet, as the CCCOE SAPID program is still in the process of forming its policy. During the last two years, the Contra Costa County Health Services Department has stepped up efforts to decrease numbers of pregnant teens, with good results. Contra Costa's adolescent'birth rate dropped 2.3 per thousand, from 39.3 per thousand to 37.6 per thousand between 1994 and 1995, and by 1.2 per thousand in 1996. This still leaves approximately 1,070 teens with babies presently to be served with health and childcare in Contra Costa County. This care must include: (i) Early and continuing risk assessments, which include an assessment of nutritional status as well as nutrition counseling and food assistance,if necessary; Contra Costa County Women, Infants and Children (WIG) program serves approximately 14,000 clients per year with nutrition screening and food assistance. However, supplies of food are available at only three locations. The current Head Start program has developed standing referrals to WIC at intake, based on a comprehensive MOU. The Contra Costa County Community Services Department 14 1998 Early Head Start Funding Application WIC director serves on the Heed Start Health Advisory Commission. The Early Head Start program would expand the standing MOU and complement nutrition 1 food assistance services through the in-home visitation program. (ii) Health promotion and treatment, including, medical and dental examinations on a schedule deemed appropriate by the attending health care providers as early in the pregnancy as possible;and Contra Costa County has identified timely prenatal care as the following indicator: „Timely prenatal care is measured by the share of live births to mothers who received prenatal care during the first trimester of pregnancy, as self-reported on birth certificates." (Children's Report Card, August 1997). In 1995, 12,517 live babies were bom in Contra Costa County. Of these births, 62.7 percent were to mothers who entered into prenatal care during the first trimester of their pregnancies. This figure remained relatively constant during the 1990s. Regionally, a disparity exists in utilization of prenatal care. The percentage of births to mothers who received prenatal care during their first trimester was lowest in East County (77.3%), where migrant farm workers, industry workers, and 36%of current Welfare-to-Work clients reside. The Early Head Start "Early identification Worker" would identify at risk mothers in the hospitals in all County regions and refer them to the multiple service network provided by the Contra Costa In-home visitation program which is part of Early Head Start as well as available through the Grantee, the Community Services Department. (iii) Mental health interventions and follow-up, including substance abuse prevention and treatment services,as needed. Substance abuse has become an increasing concern in Contra Costa County in the last three years. The juvenile alcohol arrest rate increased substantially from 268 cases in 1994 to 385 cases in 1995 in Contra Costa County. This mirrors the trend in California; however, the 1995 Contra Costa County rate surpasses the 1995 California rete by 31% (CCC Children's Report Card, 1997). After reaching a low in 1990, drug abuse arrests climbed steadily through 1994, dropping slightly in 1995. Between 1990 and 1994, the rate doubled from 246 to 504 cases. Within the County, there has been a notable shift in the distribution of drug arrests across regions. In 1990, West County accounted for 61 percent of all juvenile drug arrests, East County for 16 percent, Central County for 21 percent and South County for 1 percent. By 1995, West County accounted for 19 percent of all juvenile drug arrests, East County for 28 percent, Central County for 35 percent and South County for 18 percent (Contra Costa Health Services Department, Community Substance Abuse Services division, 1995-96 Substance Abuse Problem indicators, 1997). Heroin and metamphetamis were identified as the leading referrals for substance abuse treatment between 1594 and 1995 (Status Report on Mental Health, 1996). (For other mental health indicators, see objective three community assessment, pp 13-14) ). Contra Costa County Community Services Department 15 1998 Early Head Start Funding Application Objective Four: Provide seamless child and family services through a single point of access in order to eliminate service fragmentation and duplication of efforts. Deed for Assistance: 1304.40(b)(2) Grantee and delegate agencies must take affirmative steps to establish ongoing collaborative relationships with community organizations to promote the access of children and families to community services that are responsive to their needs,and to ensure that Early Head Start and Head Start programs respond to community needs, including: (i) Health care providers,such as clinics, physicians,dentists,and other health professionals; • To ensure service consistency for infants and toddlers at risk for developmental delays and for those with special needs, the Contra Costa Health Services Department has implemented the Interagency Council for Infant Services (I.C.I.S.). Directors and Nurses of the Regional Center for Developmental 'Disabilities, the Child Health and Disabilities Prevention Program (the equivalent to EPSDT), and the Contra Costa Children's Mental Health Providers meet weekly to coordinate case management for families with infants and toddlers at risk. This is the hub of health service integration in Contra Costa County. The Grantee has reached a Memorandum of Understanding with these providers and has been invited to join the Council. The Grantee thus avoids service fragmentation and duplication of efforts. • A Memorandum of Understanding (MOU) with the Child Health and Disability Prevention Program (CH'DP) provides for medical and dental referrals, screening, and follow-up appointments with medical doctors, as well as training and other in- kind materials and services. The CHDP director and the hygienist of the S81 11 Hygienist program advise Head Start on Health issues, and train staff' as well as parents on injury prevention. • A MOU with the injury Prevention Coalition establishes mutual collaboration on the respective advisory commissions. Head Start networks with all other preschool, day care, and injury prevention programs, including Child Abuse Prevention and Violence in the Neighborhoods agencies. • The Northern California Dental Association recruited a private dentist to participate on Head Start's Health Advisory Commission, and to assist with resource development for services and education. (ii) Mental health providers; • An interagency agreement with the Contra Costa County Mental Health Association providers networking, consultation, and resources to Head Start on-site. • Kaiser Permanente Health Maintenance Organization provides four (4) representatives to the Contra Costa County Head Start Health Advisory Commission, Contra Costa County Community Services Department is 1998 Early Head Start Funding Application _. . ......... ............_.. .. .. ............_.._...... ......... ......... ......... ......._. ......... ......... ............ ._. ............................................................................................... who contribute training for our staff, review training materials, and provide parent information for mental health in multiple languages to Head Start. (iii) Nutritional service providers; • Women, Infants, Children Program (WIC) - Nutrition program for pregnant mothers, infants and children receives standing referrals at Head Start intake for food and nutrition training. • Contra Costa County Food Bank — Provides supplemental food bags;to low-income families. • UC Berkeley Extension's Nutrition Program trains Head Start staffand Newborn Connection volunteers on nutrition-related subjects such as budgeting, purchasing, recipes,food stamps, and proper food storage. • Through the Contra Costa County Food Bank (with a non-profit organization mediating), Head Start has a food distribution program, which will be administered through the in-home visitation program. (iv) Individuals and agencies that provide services to children with disabilities and their families (see 45 CFR 1308.4 for specific service requirements); A comprehensive interagency agreement with the Contra Costa County Special Education Local Plan Area is based on the Interagency Agreement between the California Department of Education and Region IX Head Start, providing: • Joint developmental screening for special heeds children; • Regular meetings to discuss LEA screening outcomes 1 assessment plans; • Joint Release of Information Consent; • Referral of children between agencies, using a standard referral packet; • SELPA-conducted assessments on all children referred by Head Start, according to the California Education Code(Part 30); • Joint assessment plans; • Joint IEP meetings; • SELPA-provided special services, as determined in the IEP; • Joint Transition IEP meetings; • Consideration of dual enrollment as a placement option; • Procedural safeguards on Confidentiality of Information and other subjects, according to California Education Code Sections 56500—56606. Contra Costa County Community Setvices Department 17 1998 Early Head Start f=unding Application _.. ......... ......... ...... . .............. .......... _........ ......... ......... _ _....... ......... ......... ..._... .. ....................................................................................................... • Joint training and mutual technical assistance; and • Resolution of disputes (see also CHDP under(1) ). (v) Family preservation and support services; • The Contra Costa Social Service Department, has started the Contra;'Costa In-home visitation program with a community-Based organization, "Newbom Connections." This organization has been successfully expanding its services throughout the County for the last five years and currently operates with 52 volunteers conducting in-home visits with at-risk families. The Contra Costa Policy Forum, the Advisory Board to the County administration, is currently planning to structure this in-home visitation program as a comprehensive network, in which all County departments will be involved through integrated case management. • "Education in Childcare" Pilot Project: Contra Costa County Head Start has joined forces with the Department of Social Service, Welfare-to-Work program, the Regional Occupational Program (ROP), Child Care Council, Adult Education, and local community colleges to create a pilot project allowing 84 Head Start parents and Child Development Division parents to receive vocational training in Early Childhood Education. Upon completion of the course, a licensing certificate is awarded to successful participants. Contra Costa Child Care Council has committed itself to continuously refer clients to these newly licensed childcare professionals. Head Start and the Child Development Division recruit the graduates onto their substitute teach lists. The Contra Costa County Housing Authority provides refurbishment of the graduates' houses if they choose to serve children as Family Child Care Providers. The graduates are now ready to begin work. (vi) Child protective services and any other agency to which child abuse must be reported under State or Tribal law; • The Grantee has standing policies and procedures to adhere to child abuse reporting law. Staff are trained annually by Child Protective Services staff. • The Child Abuse Prevention Council servers on the Grantee's Health Advisory Committee and provides parent training in child abuse prevention annually. (vii) Local elementary schools and other educational and cultural institutions, such as libraries and museums,for both children and families; • The Grantee's transition team is comprised of staff from elementary schools. Quarterly joint staff meetings ensure a maximum of information sharing and a smooth transition. At Verde Elementary school, Head Stark and Child Development collaborate directly with the Elementary school, which supervises an Early Start program and houses an English Action Center, to integrate community services and education. • The Grantee has a Memorandum of Understanding with the Contra Costa Libraries "Project Second Chante" for in-home and classroom visits to enhance literacy. Visits are made quartedy. Contra Costa County Community Services Department 18 1998 Earty Head Start Funding Appilcation • (See above: Education in Child Care Project) (viii) Providers of child care services;and • The Contra Costa Child Care Council serves with the Grantee as advisor on the Local Planning Council for integrated childcare services and conducts joint projects with the Grantee for funding applications. • The Grantee has informational meetings with the three main local Family Child Care Associations and currently contracts with twelve (12) providers. • The {grantee has a close collaborative relationship with the largest provider of childcare in Contra Costa County, the Child Development Division of the Contra Costa Community Services department. They have jointly developed a pilot model for 12 hour integrated child care services, a variant of which is used for the Early Head Start model in this funding application. (ix) Any other organizations or businesses that may provide support and resources to families. • Head Start as a Welfare-to-Work Volunteer Opportunity: parents in the Welfare-to- Work program can volunteer in the Contra Costa County Head Start program in various capacities to meet the WTW work experience requirement. • The Contra Costa County Private Industry Council has developed five One- Stop Career Centers, in which the Grantee actively participates. Job placement, resume writing, employer interviews, and owner/operator of small business training will be available at each Head Start site online, starting September 1998. A Memorandum of Understanding between the Grantee and the Private Industry Council ensures standing referrals at intake, mutual staff training and appointments for Mead Start parents at the career centers. • Contra Costa Transportation Authority: the Grantee is participating in the planning and Grant Application for transportation funds to implement new transportation models in the County and to connect transportation routes and schedules to Head Start / Child Development child care sites and; sign-in, sign-cwt times. 041 ive Five: Support families as primary nurturers of their children through the Ages and Stages Questionnaire and related curriculum. Need for Assistance: 1304.21 (b)Child development and education approach for infants and toddlers. (1) Grantee and delegate agencies` program of services for infants and toddlers must>encourage (see 45 CFR 1304.3(a)(5)): (i)The development of secure relationships in out-of-home care settings for infants and toddlers (ii)Trust and emotional security (iii)Opportunities for each child to explore a variety of sensory and motor experiences (2) Grantee and delegate agencies must support the social and emotional development of infants and toddlers (3)Grantee and delegate agencies must promote the physical development of infants and toddlers Contra Costa County Community Services Department 19 1998 Early Head Start Funding Application .. ......... ......... ......... ........ ........_..._. ......... ......... ......... ......... _ _ ...... ......... ......... ......... ...._.... ...................................................................................... .................. The Grantee conducted a phone survey among all Contra Costa County childcare providers for the infant and toddler population and found that: • Contra Costa County Community Services Department Child Development uses a comprehensive policy for infant and toddler development designed by WestEd and similar to the Head Start Performance Standards 1304.21. They serve 24 infants and toddlers of parents living between 50% and 200% poverty level. • Only five other agencies in west, Central and East County provide services to infants and toddlers (total population is 45, no TAN'F children), and • The agencies have a policy conducive to similar objectives mentioned under 1304.21(b) Head Start performance Regulations, however, these objectives are not realized through a designed and integrated curriculum. The Grantee has decided to utilize the "Ages and Stages Questionnaire" for integration of all developmental aspects (See Appendix C). The Questionnaire will be used by Parents, Family Support Workers, and Teachers, to achieve maximum integration and transition while maintaining a bonding continuum between mother and child. C?biedive Six: Provide smooth transitions from in-home visitation to center-based services, steered by a parent-involved transition committee. 1304.21 (b)Child development and education approach for infants and toddlers. (1) Grantee and delegate agencies' program of services for infants and toddlers must encourage (see 45 CFR 1304.3(a)(5)): (i)The development of secure relationships in out-of-home care settings for infants and toddlers Currently, there is no integrated service model available in Contra Costa County that ensures a bonding continuum between mother and child. The Grantee has reached an agreement with the Infant/Toddler Home Visitation Program of San Francisca General Hospital to receive training and technical assistance in this matter. The transition from in-home to center-rased services and overall integration of services will be achieved through: • Bi-annual Case Management sessions with Parents, Family Support Workers and Teachers, according to the Case Management system of the Grantee, • One transition meeting in which agreement will be reached on the developmental stage of the infant/toddler and the outline for classroom strategies to meet Head Start Performance Standards Sections 1304.21 ff. • A transition steering committee comprised of one Early Head Start parent, one Newborn Connections staff member, the teacher in question and the Education Supervisor. Contra Costa County Community services Department 20 1998 Emmy Head StartFunding Application 11.1............. ......... ......... .. ................_....... ......... ......... ......... ......... ......... ......... ......... ......... . .................................................................................. Qbiective Seven. Provide adequate and age-appropriate facilities. Need for Assistance: 1304.53(a) Head Start physical environment and facilities. (1)Grantee and delegate agencies must provide a physical environment and facilities conducive to learning and reflective of the different stages of development of each child. • California schools are expanding their facilities due to class-size reduction. Elementary schools are now preparing statewide for mandatory pre-school, ensuring that adequate space is available on-campus. • Since 1997, a building boom in Contra Costa County, particularly in Central and East County, has left little space available for County facilities expansion. The Contra Costa Policy Forum has identified the lack of adequate facilities to be the third most pressing concern after childcare and transportation. • In an April 1999 survey, five major cities of the County listed childcare as the number one concern/priority and ensuring space for facilities the number two concern. • The Grantee has a long-standing collaborative relationship with the Contra Costa Housing Authority, which has secured facilities for Head start in two places in Contra Costa County. At present, both partners are on hold in common projects due to lack of space. The Grantee has secured sufficient spare and long term leases with existing County partners at existing Head Start facilities. Classrooms can only be secured through the purchase of new modulars. (2)Grantee and delegate agencies must provide appropriate space for the conduct of all program activities (see 45 CFR 1308.4 for specific access requirements for children with disabilities). The Grantee has secured modulars fitted with disabilities access and maneuver space for wheel chairs from the California"Space Leasing Company" (4)The indoor and outdoor space in Early Head Start or Head Start enters in use by Mobile infants and toddlers must be separated from general walkways and from areas in use by preschoolers: All facilities are on grounds secured from outside traffic and general walkways. Pre- schoolers and infantsttoddlers erre assigned to different outdoor spaces and do not share classrooms. (5)Centers must have at least 35 square feet of usable indoor space per child available for the care and use of children (i.e., exclusive of bathrooms, halls, kitchen, staff rooms, and storage places) and at least 75 square feet of usable outdoor play space per child Double wide modulars provide 2,5001 square feet for two classrooms, which will allow groups of four toddlers and groups of three infants to be located in distinctly separated spaces. Contra Costa County Community Services Department 21 1998 Early Head Start Funding Application ......... ......... ...... ............ ............. .._...... ......... ......... _. ......................................... . ............................................................................... References. Data have been acquired and crass-referenced from: Community Services Department Annual Performance Report 1997 County Administration Annual Performance Report 1997 Association of Bay Area Governments data 1997 The California Department of Finance data 1997 SF Child Net Org, 1996 The California Department of Education data 1997 Children Now report 1997 Contra Costa Health Department data 1997/1998 California Department of Health Services, Center for Health Statistics,Data tables Census Gov, 1990 Education Data Partnership, 1996 Administration of Children and Families reports 1997 C. C. C. Community Services Department Head Start Parent Surveys 1997/98 C. C. C. Community Services Department Head Start Community Assessments 1995-98 Myers, Michael: "At risk and at school". Report prepared for HomeBase and the Center for Common Concerns, 1983 California Child Care Resource and Referral Network: The California Child Care Portfolio, 1997 Contra Costa County Community Services Department 22 1998 Early Head Start Funding Application .. .................................................................................... . E >� �esu�►anti Bens 1. Expected results from program objectives If this program had been implemented at the time of my daughter's birth, it would have better prepared me for what was to come of the CaIWQRKS welfare to work program. I would have better access to training events, Job search skills, and most important, i would not have had the childcare problems that I am now running into as I seek employment. More importantly, I would have felt much safer knowing that my child was in an appropriate and safe leaming environment (Contra Costa Head Start Parent, 1998). Objective One: Provide comprehensive, high quality child and family services for infants and toddlers, at least 70%of whom will be Welfare-to-Work participants. One hundred and fifty three (153) Welfare-to-Work clients will receive childcare and family services at the hours needed, which will enable them to attend work activities. While over time their income level increases, they will still be eligible for Head Start services while participating in CaIWORKS. After leaving CalWORKS Phrase Three and eaming higher incomes, these former CalWORKS clients will still receive childcare at the same site by the Community Services Department Child Development Division, which allows a 200% poverty level income cap. Even though income levels of a one-parent household do not meet budget requirements in this County, parents working long hours are still able to meet basic family needs. Childcare available for long hours will support and sustain their status of family self-sufficiency. A safety net consisting of Utility Bill Assistance, Food Support, Weatherization, Emergency Energy Assistance, job placement, counseling, nutrition and 'budgeting counseling will be available to parents and children from the day of enrollment. The children in this program will receive developmental tracking from day one of their lives, whether it is in their homes in joint assessments by the parent and the Family Support Workers,or in classroom behavior assessments by the teacher. The in-home visitation program is expected to result in (based on data of a 15 year, : controlled study in Elmira, New York) 80%6 reduction in child abuse and neglect 42%reduction in subsequent pregnancies 44%6 reduction in substance abuse problems 88610 fewer arrests 30%fewer months of welfare dependence 83%greater participation in the work force Data from the state of Hawaii on the same program are even more promising: child maltreatment rates dropped from 24% to 1% of the population.2 The Juvenile Justice ' Olds,David,et al. "Long Term Effects of Home Visitation on Maternal Life Course and Child Abuse and Neglect.", 1997 23 Department reports dated 1992 and 1997 indicate that early child maltreatment and family violence increase the risk of juvenile arrest by 53%, adult arrests by 38%, and drug use, poor school performance and teen pregnancy by at least 25%.' in Contra Costa County, these indicators, and their approximate percentages are expected to be realized with the implementation of the Early Head Start program. A cost-benefit analysis by Mand illustrated that the $6,000 per family cost of the Elmira program was offsetby long-term cost savings of $24,000 in decreased;welfare, social and health services and law enforcement costs over the 15 years the program has been operating. Data will be collected over a five-gear period showing reduction of child abuse incidents, stress level reduction, and substance abuse incidents. Early.Head Start data will be compared to County data indicated annually in the "Children's Report Card". data collection strategies will be aligned to ensure fair comparison. Objective Two. Provide high quality, full inclusion child and family services for 48 infants t toddlers with special needs. The Early Head Start program will provide resources and integrated case management for infants and toddlers with special needs, while joining the existing service network for these children. The new program will expand available hours of child care, currently 63,648 hours of child cane and special needs services for 68 infants and toddlers, by 182,520 hours of professional child care and developmental services for 54 'additional children with special needs in Contra Costa County, an increase of 280 percent. The program will make available intensive in-home care for 54 children with special needs in this county, a service which is currently limited. Wrap around services which integrate I.C.I.S. service providers and allow a single paint of access will be available to parents with special needs children. Philosophical, fiscal and regulatory barriers to coordination and collaboration among agencies and departments are overcome, adhering to the program of self-sufficiency that has become vision and policy for all county departments. Regulatory differences are utilized to provide flexible, time-efficient services for families through a seamless service network. Culturally and ethnically appropriate staffing and programming will be ensured under the guidance of the Grantee, whose staff matches the culturally rich and diverse population in Contra Costa County. The "Ages and Stages Quesstioonnaire" will indicate developmental delays and areas of developmental strength in each infant individually to sallow an outline for individualized education. An Individualized Family Plan will be designed based on a one-on-one long- term trust relationship between the Family Support Worker and the parents. 2 DeFao,Janine. "Progcaim Succeeds in Saving Children." 1997 3 U.S.Dept of Justice, "The Cycle of Justice(", 1992 and"In the Wake of Maltreatment", 1997 °"Rand Corporation, "Investing in our children", 1998 24 ......... ......... .._...... _ . ........ ........._.. _........ ......... ......... ......... ......... _....._.. ......... ......... .............. . ............ .........._.._....__. In joining the Health Services Departments Quality Improvement Program for the year 199811999, the Grantee will ensure performance measures are kept, quality planning schedules are implemented after the first year of operation, quality control is implemented during the start-up period, and staff is trained in keeping customer focus. Data will be presented from parent contact forms, contact hours will be published monthly in management meetings, and Quality Improvement Outcomes will be measured against perforrnance indicators outlined in the Head Start Service Pian 1997/98, based on the Devised Head Start Performance Standards and National Head Start Performance Measures. Objective Three: Provide early intervention for pregnant teens and teen mothers through in-home visitation and child/family services. In collaboration with the Contra Costa County Office of Education SAPIS program, the Early Head Start Early Identification Worker will contact teen mothers and pregnant teens at high schools to encourage their enrollment in the Early Head Start program. The program goal for the first year is to enroll 35 teen mothers into the program. In addition, teen mothers will receive substance abuse screening and counseling by the County Mental Health program in collaboration with the in-home Family Support Worker. The Family Support Worker will establish the primary trust relationship to achieve participation in the substance abuse prevention program. Substance abuse prevention fairs will be held bi-annually in collaboration with the Contra Costa County Health Services Department Health Education program at various high schools to raise awareness both for the consequences of substance abuse on parents and on their infants. An end-of-year feasibility analysis and teen mother survey will indicate'successful and non-successful strategies of the in-home visitation program. Revised strategies will be used in the second program year. Objective Four. Provide seamless child and family services through a single point of access in order to eliminate service fragmentation and duplication of efforts. Two hundred and thirty four(234) mothers will be identified in hospitals and clinics by an Early Identification Worker and referred to enrollment for Early Head .Start. Five Family Support Workers will provide these mothers with in-home visitation for pre-natal, pregnancy and post-partum support services through the "Welcome Home Baby" program model. Of these, two hundred and four(204) infants/toddlers will receive full day child care and family services at centers or in monitored, contracting Family Child Care Hames. Thirty mothers will receive in-home support services with their infant at home, not in the center, tracking the infants development and conducting developmental games based on the "Ages and Stages Questionnaire". These thirty are not mentioned on the funding application summary page, as they receive no center-based or Family Child Care. 25 Enrolled mothers are eligible for and enrolled in multiple services supporting them with Utility Payment Assistance, Emergency Assistance, Weatherization, Elder Care, Food Services, and Emergency Shelter. In addition, these mothers will receive assistance for job placement, resume writing, parenting skills, and professional development for education in childcare and owner/operator of a child care transportation business. Numbers of applications per service are tracked in the child plus data system and will be published in the Head Start Program Information Report as well as in the Community Action Agency Report to the California Department of Community Services, which monitors the Community Action of this department. The Grantee is mandated to provide data on services, including Early Head Start, to the Head Start Bureau, and to present monthly updates to the state department, which will be shared in the Program Information Report. Objective Five: Support families as primary nurturers of their children through the Ages and Stages Questionnaire and related curriculum. The Questionnaire will be used by Parents, Family Support Workers, and Teachers to achieve maximum integration and seamless transition from the home into the classroom and back, while maintaining a bonding continuum between mother and child. data of infant and toddler development will be compared to the infant-Parent Home visitation program of San Francisco General and the Elmira Home Visitation Program, New York. An end of year parent satisfaction survey will indicate that at least 85% of parents are highly satisfied with the services provided. The survey will be asking for suggestions for improvement. The end-of-year report will be presented to the Head Start Parent Policy Council for review and comments. during the second program year, a team led by the Early Head Start Education Supervisor will take these suggestions and design a Quailty Improvement'Plan 2000 based on the recommendations. During the years 1998 to 2000, census data will be utilized to identify community needs and strengths, and the program structured will be renewed accordingly. Quarterly updates of Contra Costa social Service Department data will present trend analyses for the Early Head Start program objectives and program measures. Accordingly, program measures will be adjusted. Objective Six: Provide smooth transitions from in-home visitation to center-based services, steered by a parent-involved transition committee. Training and technical assistance for the combination of lrr-home visitation and classroom attendance will be provided to a transition steering committee comprised of the Education Supervisor, two teachers, two parents, and the Head' Start Assistant Director in charge of transition. Consultants from the Infant-Parent Home Visitation Program of San Francisco General Hospital will design a transition strategy around the Ages and Stages Questionnaire to ensure standardization. An end-of-the-year report of 26 .._._.._. ....._... .._.. . ........... ......... ......... ......... ......... ......... ......... _._... .. ......... ......... ......... ......... . ..................................................................................................... the steering committee to the Policy Council will consist of case reports and recommendations for quality improvement. Bi-annual Case Management sessions of Parents, Family Support Workers and Teachers following the Case Management system of the Grantee will be conducted for all 234 parents and children. Case Management will be supervised jointly by the Education Supervisor and the Newborn Connections Volunteer Coordinator. The number of referrals and case management outcomes will be presented in the Program Information Report. Objective Seven: Provide adequate and age-appropriate facilities. Double wide modulars will be in plane by June 1, 1999. Playgrounds will be in place by September 1, 1939. 27 i �ppach 1. Planning during start-up Start-up will Consist of a three-track approach: Staff training, facility implementation, and recruitment 1 enrollment. An Early Head Start Program Implementation Consultant will be hired to direct start up activities in collaboration with the Contra Costa Head Start Director. In addition, one consultant for the Ages and Stages Questionnaire (Application in classrooms) and one consultant for the in-home visitation program (child development assessment and support services for mothers)will provide technical assistance. Pathways to Contra Costa Community Services Pathways to Action are 70ctoberAction are Head Start Department defined for start up defined Director Director, Social and all key November Service Department, stakeholders ad input 1, 1898 Consultants into the design Hiring all new Contra Costa Contra Costa Policy All staff are hired by November staff Head Start Council,Human January 30, 1999. 1,98 to Director Resources, Child January 31, Development 1999 Manager Give contracts Community Contra Costa Board Contract gids are November out to bid for Services of Supervisors, completed and 1, 98 to modular Director Head Start Director, purchase/construction January 31, purchase, Contra Costa Lease can begin 99 playground Management installation Modular Community Contra Costa Board Modulars,landscaping February 1, purchase Services of Supervisors, and paving are in 99,to May Director Head Start Director, place 15,99 Contra Costa Lease Management Playground Community Contra Costa Board Playgrounds are February 1, installation Services of Supervisors, installed 99 to June Director Head Start Director, 1 ' 99 Contra Costa Lease Management Staff orientation Early Head Head Start Director, Staff have participated February and training, Start Child Development in internships,training 15, 1998 to including Family impiementatio Manager,Contracts and job shadowing April 15, Child Care n Consultant and Grants Manager 1998 contractor orientation and training 28 Recruitment and Contra Costa Social Service 30 (100%)clients for Enrollment Enrollment of Head Mart Department, Early in-home visitation are begins clients Director, Identification Worker recruited,enrolled and March 15, Newborn receive services, 54 1999 and is Connections (100%)of Family Child complete Program Care clients are April 30, Director recruited,enrolled and 1999. receive services, 115 (75%)center based clients are enrolled and receive services Enrollment Head Start Community Services 204 clients are June 1, complete Director Director, Social enrolled for Family 1999 Service Director, Child Care and Center Newborn based care, additional Connections 30 clients are enrolled Program Director for in-home visitation In-home Contra Costa Contra Costa 2003 clients are served May 1, visitation Head Start Community and through in-home 1999 program Director Board of visitations, 54 clients commences, Supervisors, are served through Community Services Family Child Care Faintly Child Director, Social Infantttoddler Care services Service Director, development is commence C3HDP Director, tracked through Ages Newbom and Stages Connections Questionnaire, Clients Program Director receive multiple services from Community Services Department, Health Department, Private Industry Council, Social Service Department Center Based Contra Costa (see above) All clients receive ,lune 1, Program Head Start multiple services 1999 commences Director Staff training will by designed and implemented by the Early Head Mart program Implementation Consultant in collaboration with the Contra Costa bead Start Director, the Newbom Connections Program Director, and the Early Head Start Education Supervisor. At this planning table, all Start:Up TY TA providers and consultants will give input and agree on best practices to ensure standardization up front. All teachers will complete a 160-hour internship at George Miller Center West, the leading agency in Contra Costa County for center-based infant care with special needs. The Site Supervisor at George Miller West is a participant in the Early Head Start TITA consultant pool of Development Associates, plead Start Region IX TITA provider, as well as a consultant for WestEd, the infantttoddler child care bast practices model in 29 California. All Family Child Care Providers will complete a 20 Dour internship at this facility. These are child care providers in good standing with more than two years experience serving infants and toddlers. Their internship will assure standardization of best practices. The internship will present Individualized Education Plans and Individualized Family Plans in action. The Early Identification Worker and the Family Support Workers (Newborn Connections) will complete a 120-hour internship with the Infant-Parent program San Francisco General and University of Caldomia, San Francisco. The program diret for will confer with the Head Start Director from time to time to fine-tune the training for adherence to Head Start Performance Standards. Contra Costa Head Start Disabilities and Mental Health Managers will attend 20 hours of this internship to become acquainted with the in-home visitation program. In the second phase of staff training, all newly hiredstaff will become acquainted with the three core components of the Early Head Start Program, directed by the Early Head Start Program Implementation Consultant: • They will learn Head Start Performance Standards in theory and mock practice sessions; • They will learn the Applications of the Ages and Stages Questionnaire; and • They will team the provision of multiple services provided by the Community Services Department and its collaborative partners, the Social Service Department, Health Department, Private Industry Council and Newbom Connections. The third phase consists of job shadowing: Early Head Start teachers will job shadow child development teachers and Heart Start teachers, the Early Identification Worker and Family Support Wormers will job shadow Head Start Enrollment Specialists and Head Start Family Service Workers to team the intake procedure, Family Partnership Agreements, and Policies I Procedures of the Contra Costa bead Start Program. The fourth and last phase consists of active recruiting of clients at clinics, hospitals, and Seal Service Offices in the targeted cities: At the Social Service Department Service Integration Site North Richmond, at Kaiser Permanente Hospitals in Richmond, Martinez and Antioch, at Martinez and Pittsburg Social Service Department offices, at Martinez Regional Medical Center(Merrithew Hospital), and at community based organizations in the identified neighborhoods. Alt staff will receive training in standards of conduct and participate in these efforts under supervision of the Early Head Start Education Supervisor. They will in addition present their{grogram on the Contra Costa TV"ParentNet" show to inform the community of the availability of services. The Head Start Director and one Early Head Start staff member will participate in the Washington D.C. two-day Early Head Start orientation. Upon return, they will train staff on learned contents. Two people will attend three one-week sections of the Train the Trainer Module to become certified Early Head Start trainers. Thy will implement learned contents in the Head Start program. 30 Facility implementation will be achieved through a competitive bidding process. Each site will house a double - wide modular with 2,500 square feet designed by Space Leasing company and available within two months of order, giving each child 60 square feet, 25 square feet above the required amount, after deduction of space for kitchen, office and partitions. : 1304.53(a)(5) Centers must Have at least 35 square feet of usable indoor space per child available for the care and use of children(i.e.,exclusive of bathrooms,halls,kitchen,staff rooms, and storage places)and at least 75 square feet of usable outdoor play space per child.. 1304.53(a)(8)Grantee and delegate agencies must provide a center-based environment free of toxins,such as cigarette smoke, lead, pesticides, herbicides, and other air pollutants as well as soil and water contaminants. All sites are located outside pollutant and industrial areas. New facilities ensure a lead - free and tonin-free environment. 1304.53(a)(10)Grantee and delegate agencies must conduct a safety inspection,at least annually,to ensure that each facility's space, light,ventilation, heat, and other physical arrangements are consistent with the health,safety and developmental needs of children. At a minimum,agencies must ensure that: Community Care Licensing, Lease Management and the Community Services Department Head Start Monitor will conduct three independent safety inspections of new sites. 1304.53(a)(10)(1) In climates where such systems are necessary, there is a safe and effective heating and cooling system that is insulated to protect children and staff from potential burns; Playgrounds and outdoor areas are equipped with shades. Heaters are installed in modulars. 1304.53(a)(10)(iv)Rooms are well lit and provide emergency lighting in the case of power failure; The Space - Leasing Company outline of modulars shows two and three windows in each wall as well as overhead lighting. 1304.53(a)(10)(t)The selection, layout, and maintenance of playground equipment and surfaces minimize the possibility of injury to children; Sufficient fall space and a soft surface are outlined in the playground design Appendix E. 1304.53(a)(10)(xiv) Toilets and hand washing facilities are adequate, clean, in good repair, and easily reached by children. Toileting and diapering areas must be separated from areas used for cooking, eating, or children's activities; Modulars are equipped with separate toilets and hand washing facilities. Partitions ensure separation of areas used for cooking, eating, toileting and diapering from children's activities areas. 1304.53(a)(10)(xv)Toilet training equipment is provided for children being toilet trained; The equipment is listed in the classroom furnishings. 1304.53(a)(10)(xviii) Adequate provisions are made for children with disabilities to ensure their safety, comfort,and participation. 31 Modulars are equipped with disability amass. Sixty-fine square feet per gild allow maneuvering of wheel chairs. Each proposed site neighbors to open space, which can be used for playgrounds and outdoor play within a;fenced area. With the exception of San Pablo International Market, all sites rewire separate parking lets and pavement for Early Head Start modulars, a cost factored in by the Lease Management assessment (Appendix D). Playgrounds will be posted to bid and will adhere to safety measure's outlined in Head Start Performance Standards and in Community Best Practices for Open Spaces. 2. Recruitment and enrollment Resited clients will receive one-on-one support to complete enrollment packages. They will be referred to Head Start Enrollment Specialists who determine theireligibility status for Early Head Start Child and Family Services, Pond Support Services, Emergency Shelter Services, Emergency Utility Bill Assistance, Weatherization, Housing Energy Assistance, Elder Care, Job placement, and Child Nutrition. Eligibility status and need status will be entered into a database for immediate or future reference, so that referrals to programs will not be time delayed. Eligibility for Early Head Start will be determined using the eligibility criteria of the Contra Costa Head Start Program, a score system with ranked criteria: 1. Annual income, 2. Age, 3. disability, 4. Referral from other Head Start program, 5. Extenuating circumstances. Scores on the list of 5 criteria will be added to a total, which determines placement in the program. During;enrollment, standing referrals to the Health Department Child Health and Disabilities Prevention Program (EPSDT), and the Women, Infants and Children Program will ensure immunization update, dental 1 medical screening and -if necessary - services, and food support even before enrollment completion and placement Contra Costa Head Start recognizes that best practice for enrollment is a maximum time frame of three days from receipt of enrollment package to referrals. 3. Ensuring enrollment of children with disabilities 1304.21 (a)(5XW) Providing an appropriate environment and adult guidance for the participation of children with special needs. The exi infants and toddlers with special need will receive services in full inclusion with the mandated target of 54 Early Head Start special needs children at 28 percent. The Contra Costa Disabilities and Mental Health Managers have reached Memoranda Of Understanding for mutual staff support form SELPA and onsite consultation from the Contra Costa Mental Health and Special Needs Kids Program. Consultants are available at approximately five hours consultation per weak. A Disabilities Specialist will advise and mentor teachers to ensure that both in Head Start and in Child Development classrooms, the IEP's are updated and progress notes refer to IEP objectives_ Special needs children will receive Ages and Stages Questionnaire screening and a portfolio of developmental assessments as all other infants in the classes do. 4. Child Development Services The Child Development Services modelfor this funding application was designed by a team comprised of a Head Start parent, the Head Start Director, the Child Development Manager, a Social Service Department Program Analyst, the Health Department Child Health and Disabilities Prevention Director, a Head Stark Family Services Manager, and two Head Stark Disabilities/Mental Health Managers. A parent survey of 41 Head Start parents asking for design suggestions revealed tate following'priorities: 1. Moms need to be with their babies. 2. Moms meed to be knowledgeable of CPR,infant health and nutrition. 3. Benefits of infant massage and bonding with the infant need to be learned 4. Post partum awareness and knowledge need to be taught to mothers. 5. Young mothers'support rt group for exchange of information and emotional support. 6. Young mothers get certificate m child development to enter the EDUCATION IN CHILDCARE project. 7. Parent Net TV shows shoving baby stretch,moms with morns-groups for information and support. 8. Job related training to child development. 9. Adopt parent involvement and include more parent activities. 10. Utilize muse visits through CHDP I EPDST. Integration of Early Head Start services is best illustrated in a case study example: Joan, a 24 year old single mother has lost her job and is pregnant. At Martinez Merrithew Hospital„ where she is attending an appointment with her OB/GYN, the Early Head Start Identification Worker contacts her and re=Its her for Early Head Start services. Joan sends an enrollment package to the Contra Costa Head Start office. She 33 is surprised to learn three days later that she qualifies not only for in-home visitation, but also for Social Service Gash Aid, and an array of housing utility and food assistance. Subsequently, she receives one visit in her home each week by a Family Support Worker, who prepares her for child birth, supports her to control adequate nutrition intake, and helps her to attend the Early Head Start's moms support group. Within the first thirty clays after enrollment, Joan and her Family Support Worker sit down for a comprehensive interview called "Family Partnership Appraisal" which identifies her current needs and goals. They sign a Family Partnership Agreement to outline actions and scheduling to achieve her goals for the coming year. Joan's baby is born on September 28"', 1999, a healthy 9 112 pound boy Michael. Her Family Support Worker keeps visiting her weekly, but also has ensured a Newborn Connection's Volunteer to visit ,loan and to help her with Baily chores. Post partum support for Joan primarily consists of listening to her concerns, making sure health and safety standards are maintained around the baby and in the home, and medical appointments are 'kept at the hospital. The Family Support Worker informs Joan of Michael's immunization needs and options. They start to work on the Ages and Stages Questionnaire for Michael to ensure developmental tracking and to have fun inventing games around the questionnaire tasks. On december 1, 1999, Joan looses her home, when her landlord cancels her contract. She is referred to a shelter the same day by her Family Support Worker, due to the fact, that her data had been entered into the Community Services Department Child Plus System for multiple services including Homeless Shelter. The Family Support Worker's intervention with the landlord reveals that utility bills and rent had not been paid for the last three months. Joan receives Emergency assistance and enough cash aid to return to her house. She signs up for Community Services department budgeting classes to curb expenses. As pant of the Family Partnership Agreement, Joan and her Fatuity Support Worker deliberate whether to start welfare-to-work activities now while Michael is still six months old and risk bonding trauma,or whether to keep using her two year limitedTANF money and risk running out of time without achieving job placement. They solve the situation looking at Joan's initial goals. One of them is to be a child care provider. As a child care provider, ,loan will be able to earn money while at home with Michael. Joan decides to wait with welfaire-to-work until Michael is twelve months old, but to use the Ages and Stages Questionnaire User's Guide more extensively to prepares herself for participation in the EDUCATION IN CHILD CARE project offered by the Community Services Department and accredited as a valid welfare-to-work activity. At the same trate, she implements steps to prepare a smooth transition into her out-of-home attilvities: She starts attending Early Head Start parent meetings at the site, where Michael will soon receive his child care, and she makes sure that Michael slowly gets acquainted with his teacher. She contacts the local Community Licensing Agency for an assessment of her home, which turns out to be positive. She applies for weathetization through the Community Services Department to upgrade her house from winter damage. during spring of 2000, Joan and her Family Support Worker identify definite sensory-motor and speech delays in Michael's development. The pediatrician's diagnosis points to implications from an earlier meningitis, which is subsequently confirmed by a specialists assessment. Damage to the prefrontal cortex is suspected. Michael is diagnosed a special needs child. On September 15, 2000, Joan enters the Early Mead Start classroom with Michael for a teacher conference, where she and her family Support Worker give the Education 34 _........ ......... ......... ......... 1.11.1. ..__ .............._...._..... ......... ......... ......... ......... ......... ......... ......._. ......... ......... ......... ......... ......... ......... .................._.._........._. Supervisor, the teacher and the SELPA .support staff an update on Michael's development, based on the Ages and Stages Questionnaire summary cards. Joan can feel confident that Michael's development will be tracked the same way she started it in her home. During the next two weeks, she formulates an Individualized Education Plan with the SELPA staff and the Head Start Disabilities Specialist. Michaelis now being cared for every day at the center for 13 hours, while Joan attends her EDUCATION IN CHILDCARE classes. She graduates from the program in January 2001, and achieves license in on February 22, 2001. She starts her own child care business with four clients in her home on March 3,20071 after 1 112 yearn in Early Head Start and receiving TAN F. The nroamm philosophy envisions the Contra Costa family resources and needs as the module around which the services are built. A parent interest and needs trend analysis was conducted by the Grantee in April 1993 using the 1997 parent survey and current 1997/1998 data from Family Partnerships. It gives a more personalized view on Contra Costa Head Start family needs: Parent needs.are: 1997 1998 Extended hours of program 20% 55% Better transportation 17% 33% Bus strip close to home NN 83% Affordable homes NN 44% Safe homes NN 22% Assistance with utility bills 7% 64% Subsidized housing NN 47% Job training assistance NN 42% Food assistance 19% 62% Parent interests are: 1997 1998 Child Abuse Prevention #1 #7 Nutrition t Food access #2 #6 Child Development f Discipline #4 #1 Employment Training 1 Job Placement NN #2 Stress Management #13 #3 The analysis shows that one-on-ane long term trust relationships between parents and staff are becoming increasingly more important. The curriculum used in classrooms and family day care homes will be:built upon the Ages and Stages Intervention Activities. Curricula and activities are individualized and emphasize the child's bonding needs and self-direction. The core of the curriculum is an integration of information and activities at-tome and on-site, utilizing the Ages and Stages Questionnaire bath as a parent-child activity portfolio and a professional staff assessment report with the goal to ensure a maximum continuum of care for the infant or toddler. The questionnaire is available in Spanish, and will be translated into Vietnamese and Lao by bilingual Head Start staff. Staffing aattems will ensure both a maximum of one-on-one bonding between teacher and child, as well as provision of adequate child care time to allow parents to engage in welfare-to-work activities. Presently, no data are available indicating times of the day when child care is mostly needed, because welfare-to-work has only started in May 1998, and the majority of clients will be placed late 1998 unfit mid-1999. Therefore, the Grantee has opted for a flexible staffing pattern utilizing "floaters", i.e. teachers with adjustable schedules. 35 The classrooms are staffed by one teacher for each three infants or four toddlers. The Grantee chose to use Title V standards in its collaboration with Child Development, an agency using California State Department of Education dollars regulated by Title V, and considering that full inclusion classrooms need to be staffed appropriately with a lower child - teacher ratio to allow individual attention. However, as a fall back position to Title XXII, realizing that Head Mart - Child Development collaborations are a field yet to be explored fully, the Grantee chose to enroll 52% Head Start children on-site compared to 48% Child Development children to allow Title XXII regulations to be in effect on-site. (See Section H. Budget for 52% - 48% cost allocation). Sites are operating two parallel classrooms: Head Start Class Child Development Class CLASSROOM A CLASSROOM B #Kids: #Kids: #Kids: #Kids: SELPA: 4 Teacher 2: 4 SELPA: 4 Teacher 2: 4 (or same (Head Start) (or same (Child Dev.) teacher 2) teacher 2) Teacher 2: 3eacher l: 4 Teacher 2: 3 rChid her l: 4 (IHSS) ead Start) (DSS) l CLASSROOM A � CLASSROOM B #Kids: #Kids: #Kids: #Kids: SELPA: 4 Teacher 2: 4 SELPA: 4 Teacher 2: 4 (or same (Child Dev.) (or same (Head Start) teacher 2) teacher 2) Teacher 2: 3 Teacher l: 4 Teacher 2: 3 Teacher 2: 4 (IHSS) (Child Dev.) (DSS) (Head Start) Verde Center: 2 H.S.Teachers 11, 2 H.S.Teachers L 2 SELPA Teachers 1, 4 Teachers 11-DSS San Pablo Center: 2 H.S.'Teachers II, 2 H.S.Teachers t, 0 SELPA Teachers, 5 Teachers 11-LASS Balboa School: 2 H.S.Teachers it, 2 H.S.Teachers L 2 SELPA Teachers 1, 4 Teachers 11-DSS George Miller East: 2 H.S.Teachers 11, 2 H.S.Teachers 1, 2 SELPA Teachers 1, 4 Teachers 11-DSS Antioch Fairgrounds: 2 H.S,Teachers IL 2 H.S.Teachers 1, 2 SELPA Teachers 1, 4 Teachers U-LASS TOTAL 8 H.S.Teachers lt, 10 H.S.Teachers I, 8 SELPA Teachers I, 21 Teachers 11-USS Of these: 2 H.S.Teacherslll,9"floaters"(Teacher 1) Classrooms are divided into three pods: Teacher 2 with 8 toddlers Teacher 1 with 4 toddlers Teacher 2 with three infants Utilizing floaters and/or additional SELPA staff (Memorandum Of Understanding see Appendix A), the ratio of pod one can be changed to Teacher 2 - four toddlers and Teacher I - four toddlers. In the dynamic of a given day, the site will open with one classroom staffed by one Teacher Il and two Teacher I at 6.34 AM. Classrooms will split into two at 8 AM, when the majority of children are present, and their primary contact teacher is available. Until 1 PM, the classrooms are staffed as shown above. SELPA will staff the classroom from time to time as additional support. 5.30AM 8 AM 12.30- 2.30 PM BPM 7.30PM Sign In Full classroom operation Release time Sign out 1 Glasr. 2 classrooms 1 classroom Primary contact teacher Release time----Primary contact teacher Primary contact teacher------Release timew----Primary contact teacher Primary contact teacher------Release time----Primary contact teacher 2 Teacher Aides------------ 2Teacher Aides----- - -- Teacher aides will function as floaters at times when additional support is needed. In each classroom, two Teachers It will be funded through the Contra Costa Social Service Department(See Appendix A for Memorandum of Understanding). The Grantee will ensure that to the highest extent passible infarcts and toddlers stay in their relationship with the teacher of their pod throughout the entire three years of their program attendance, in order to maintain bonding relationships. Staff+ ualpiftcfollow the California Child Development Permit Matrix Teacher 1 will have 12 units Early Childhood Education or Child Development, and completed Child Development Associate Qualification. Teacher 2 will have 24 units Early Childhood Education or Child Development, and completed Child Development Associate Qualification, plus AA with 3 semester units supervised field experience and 105 hours of professional growth. Teacher 3 will have 24 units Early Childhood Education or Child Development, and completed Child Development Associate Qualification, plus a BA with 3 units in Administration oversight, and 105 hours of professional growth. 37 All sites chosen, with the exception of San Pablo International Market, are existing sites where a Child Development Site Supervisor oversees four or more classrooms. These supervisors are experienced in Infant/toddler care, as Child Development is the main subsidized child care provider for infantttoddlers in Contra Costa County. The Site supervisor will extend supervision on the new infant/toddler classrooms. 5. Comprehensive array of services The hub of comprehensive services for infants and toddlers is the Interagency Council for Infant Services (I;C.I.S.). Cases of children with parents using toxic substances, foster cane children and children requiring special care in out-of-home environments are brought to the table one by one each Week. For each child, individual case management is designed aligning such forces as the Regional Center for Developmental Disabilities, the Contra Costa Health Services [department Child Health and Disabilities Prevention (CHIP - EPSDT), the Contra Costa Meatal Health Kids Program, the Contra Costa Health Services Department Substance Abuse Prevention Program, the Contra Costa County Office of Education special Education Local Plan Area (SELPA), and Family stress Center, one of the largest community based organizations for family wellness. The Early Head Start staff will join this table and recruit children from the case management as needed. Duplication of efforts is thus eliminated. I.C.I.S. staff Oil advise the Grantee in case management and design treatment plans in coordination with all agencies involved. 6. Transition All sites chosen house Head Start classrooms and Child Development classrooms. If a parent continues to receive fiANF, the child transits into a Head Start classroom, if the parent starts an income above the Head Start eligibility, a child development classroom is available for the child. In both cases, transition coordination and case management are in-house and managed by the same program. At all sites, with the exception of Antioch Fairgrounds, an elementary school is on the campus or on the same block. Children will transition into elementary school without geographical dislocation. The Grantee operates a very successful transition program with on-site visits and joint teacher conferences, which was lauded by the On-site reviewers December 1997. 7. Approach to welt-baby and well-child health services As much as the welfare-to-work program supports Head Start's vision of family self- sufficiency, it might lead to a detriment of child wellness with grave consequences for society, if child care is not providedadequately. The leading researcher in neurobiology, Prof. Dr. Charles Nemeroff, Chair of the Department of psychiatry and behavioral sciences demonstrated passible consequences to a lack of bonding between mother and child. In a series of experiments, neonatal rats were removed from their mothers for brief periods on about 10 of their first 21 days of fife, before allowing them to grow up in a standard rat colony. As adults, these maternally deprived rats showed clear signs of 38 changes in corticotropin - releasing factor(CRF) - containing neurons, all Fading factors in the brain chemistry of depressed patients.' Studies of Bennet Macaque monkeys, which as primates more closely resemble humans, yielded similar results: Stressed mothers had limited capacity to attend to the bonding of their baby, which situation evoked marked elevations in CRF concentrations in the spinal fluid. He continues: `The rat and monkey data raise profound clinical and public health questions. In the U.S_ alone in 1995, more than three million children were reportedly abused or neglected, and at least a million of those reports were verified. If the effects in human beings resemble these of the animals, the findings imply that abuse or neglect may produce permanent changes in the developing brain- change that chronically boost the output of, and responsiveness to, CRF, and therefore increase the victims' lifelong vulnerability to depression."And: "In 1992 the estimated costs of depression totaled $43 biltion."2 With welfare reform, this nation might raise a society of depressed people unable to commit to work. A maximum continuum of bonding must be ensured between mother and child as well as between caregiver and child to undercut the danger of loneliness and despair in infants and toddlers. A trust relationship between the mother and caregiver is key. For this reason, the Grantee has chosen the successful in-home visitation program,'aided by an array of multiple services ensuring the family well being during the infant's stay at home and, later, during the parents'welfare-to-work activities. An Integrated Ages and Stages curriculum spanning the first three years of life will track infant and toddler development minutely and function as an ongoing screening. Standing referrals at intake to the Child Health and Disabilities Prevention Program provide for free medical screenings, free immunizations, free nutritional assessments and free dental screenings within the first week of enrollment application. Immunizations will be tracked in the county's universal database, so that lost immunization cards are of no concern. 8. Family Partnership Agreements Individualized Family Partnership Agreements will be achieved in interview-style meetings as part of the in-home visitation program. The parents'single point of access to multiple services, the Family Support Worker, will conduct the interview. Family Partnership Agreements contain three goals chosen and designed by the parent(s) or guardian. Each goal has a timeline specifying first, second and third steps toward the goal and time frames for each step. Parent and staff each commit to three steps and time frame, and subsequently monitor each other to stay on track toward each goal'. A 1998 Head Start Parent Survey indicates that parents welcome this new format and are ' The Corticotropin-releasing factor(CRF)Hypothesis of depreWon,New Findings and Nm Directions, C.B.Neineroff,Molemdar Psychiatry,Vol,I,No.4,pages 336-342,Sept1996 2-Me Nearohiiology of depression",C.M.NeMeroff;Scientific AMerican June 1998 39 able to melee faster progress toward their goal. This is needed in an environment, where time pressure determines the financial continuum of TANF. The Contra Costa in-home visitation program is endorsed and supported by all county departments. Individualized Partnership Agreements as part of the in-home visitation program will be shared with Social Service Department, the Health Services Department, and the Private Industry Council to streamline case management. Individualized Family Service Plans will be equally shared with all relevant departments, with emphasis on the I.C.I.S. and SELPA coordination. 9. Relationships with parents and opportunities provided The Grantee will establish a bi-monthly Early Head Start parenting support'group,where parents are able to exchange information, resources and give emotionalsupport. The Grantee currently endorses and staffs a father support group. This group has indicated that fathers of infants and toddlers are welcomed to join. The successful pilot program EDUCATION IN CHILD CARE allows parents to become professionally involved in Head Start as teacher aides or to start family child care businesses ander contract with Head Start. Since two years, the program has supported 160 parents to start their own business or become child care teachers. The EDUCATION IN CHILD CARE has increased trust relationships between parents and staff, and this program will be available to Early Head Start parents. 10.Transportation The Grantee has applied jointly with the Social Service Department for a 2 year, $5 million grant to specifically enhance transportation for welfare-to-work clients. The application contains plans and designs • to reroute buses to child care centers, • to implement sign in f sign out procedures at buses, and • to provide opportunities to welfare-to-work clients to establish their owner/operator private business for child transportation. The grant would go into effect January 1999. Parent transportation to appointments is less needed, as all services will be available online at the site with the exception of medical appointments. In these cases, Family Support Workers will provide transportation for clients to and from medical appointments. 40 11.Organizational structure The program administration will be provided by the Contra Costa Head Start Grantee. Teachers will be supervised by the Education Supervisor who reports to the Area Managers responsible for each site. The Early Identification Worker and Family support, Workers report to the Newborn Connections Program Director adhering to contract requirements, which spell out Head Start Performance Standards. Adherence to contracts is monitored by the Area Managers, who are advised by the Family Services Managers. The Contra Costa Head Start Advisory Commission advises Area Managers on health matters. Area Managers will report to the commission of provision of health and family services to Early Head Start parents. The disability Specialist reports to the Disabilities / Mental Health Managers in each area where services are provided. (Staff qualifications see page 38). The following chart indicates how Early Head Start will be administered by Contra Costa Head Start. Early Head Start parents are represented on the Head Start Policy Council. Policy Ceunci Contract Head Start Area Manager Newborn Connections Ear1Y H Educ tion Supervisor H,S.Disabilities I M.H. Proa_rarn Director Manager t I Early td.Worker Family Support Teachers 1, 11 and iii Disabilities Specialist Worker Custodian Facility Maintenance Worker The Food transporter will report to the Child Nutrition Manager of the Grantee's Child Nutrition division.The Grantees Organizational Chart is presented under Appendix H. 41 12.Continuing Staff Development Early Head Start staff will participate in the Grantee's individualized Staff Development Program using a fully interactive database to track individual .staff performance and technical assistance needs. The program consists of three parts: • Attending trainingevents, • Job shadowing, and • Job coaching. Training contents will be noted in the program and the supervisor wilt track implementation of teamed information in the workplace. This program is part of the Grantee's 1998/99 Quality Improvement Plan. 13.Performance Measures The Early Head Start Program Implementation Consultant will outline performance measures for year one based on objectives. performance measures will be quantifiable data in monthly reports: Percentages of attendance, Percentages of completed' Family Partnership Agreements, Number of weekly in-home visits documented on parent contact forms, etc. A mid-year parent survey November 1999 will collect suggestions for improvement. These suggestions will be brought to the Policy Council and to the Head I Start Director. The Head Start Director and Education Supervisor will design a first year quality improvement plan based on these suggestions. Data wilt be collected in the Child Plus database for the 3999 Early Head Start Program Information report. luta can only be accessed through passwords known to staff. The database is kept on a closed circuit Wide Area Network which allows access only to Head Start staff. Early Head Mart parents will be represented on the Contra Costa Head Start Policy Council. The Newborn Connections Program Director and the Education'Supervisor will sit on the Contra Costa Head Start Health Advisory Committee. 42 Centra Costa County is located in the California Geographical Area of Competition. No ether Early Head Start or Head Start Grantees serve this county. The service area boundaries are identical with the county boundaries. The San Francisco Bay Area borders on the west of the county, the Sacramento River borders in the north. The Grantee identified neighborhoods of need utilizing a staff neighborhood scan, as well as data tracking of CaIW CORKS clients over the past sic months from the Contra Costa Social Service Department The following map shows the identified numbers of CaIWORKS clients in cities, and the proposed slots in the areas. 43 IMP!YM$}lf 01 11 1 th lw§&.I him Mrr Yvw/�Iiwr Yr�wr►Wlwn� :r .�..» w�wH++rtlyrwW++n.ra R - G Addi€orfallrfarma +n Staff and position data (See Appendix G) Z. Organization Profile, Collaborative Partners' Background Head Start Highlight memo, Community Services Annual Performance Report 1997 Summary (See Appendix F) 45 __.... _........ ......... ............._. ... .. ........... ............. ......... ......... ......... ......... ......... __. _. _........ ......... ......... ......... ...._.... ..... .............................................................................................. t NVarriffive a h h� h N ID 1D hi j � l7 iq 4K 10-- M h IZ N b e Y � O LL z Y O US � LC i� h a m IL ro C Z iL 1:2 to U i4 W z SL •c a ► r 01 z Z "Z O °e ZO F a 0 h a R _O o a N r tC u; Ic c M tu t y.z m CL ° a IL g61 it w _ a W a AL IL si ri N W o ° Y +t tp kU M iA H a C6 a N " 04 U.0 w lu w is ' !� t5 OR a " w F x Pu Z z z tz N rs 44 i W +� o " � `L o L z 400 W F F W t7 �o k WR 44 w rr u. 06 r r1' tr7H iC y r �-L w r r ci 46 N. N �. cs c►o o c�cy c> cs w� T Ole) U7 N co w r Itc T as C; w- N i4'm V) r w w fl.sic r V c � F i� N g wi 6 1ftS1 om QTS 7D Cri V r SV 1l. 98888 8888 r10ttt � �v rr r � K x P K 120 75 co to v ;;co s Q_ 0-. 0 U � E cs 4 y to MAN � tj r C3 tJ U iTj c� C yl 0. 9 9 J .d �s r. N to �+ x HM w csato to m 00 � a WRIP TR T a � 04 is �r �, CCN ISE A 'r: 1 u 46 44 z zz pi �.$ s sass sass o 3 C a E= x CQ .- a X Uy p C-4;fur M c yyy� ga C G l x x i tom,)iU. CO !I to e C a � z U. IL i �, " < 0 10 Z 2. Operating Budget Narrative Cost comparison: Program Cost/child/year Number of Cost/child/hour Cost effectiveness operating hours factor/child/hour annually CCC Head Start $6,246 900 $6.94 1' part day, Federal Share CCC Head start $ 8,920 .2,600 $3.43 -3.51 full day,Federal Share GCC Early Head $ 7,437 3,380 $2.20 -4.74 Start(Proposed Federal Share) Unsubsidized child $9,930 2,860 $ 3.47 -3.46 care not including family services, children birth to three,current Contra Costa Market rate(See . Append F TOTAL FEDERAL FUNDS REQUESTED: $ 9,617,324 TOTAL LOCAL MATCH, iN-KIND: $ 1,461,385 TOTAL CHILD CARE BLOCK GRANT, NON IN-KIND: $ 768,417 Federal Share pays a portion of overall costs. Percentages vary from line item to line item. Personnel (6.a.) $ 729,732 Education {1/C} The Education Supervisor monitors classrooms and Teachers and ensures that Head Start Performance Objectives are met. The Education Supervisor leads Case Management and attends I C.I.S. meetings weekly. The Education Supervisor represents the Early Head Start program on the Health Advisory Committee and on the Transition Steering Committee. The Education Supervisor ensures that IEP's and IFP's are well designed, implemented and completed. Education Supervisor $ 40,051 Teachers II will offer the main classroom services for infants and toddlers. At the sites Antioch Fairgrounds and San Pablo International Market, where sites of children 3-5 years old are more than 2,000 feet away from the Early Head Start classroom,Teachers Ill are employed for oversight. Teachers I will assistant staff and be meritored by Head Teachers or Child Development Site Supervisors. According to the staffing pattern, Early Head Start funds pay for the program portion of- f ... ......... ......... ......... ......... ........ 1.111 _ ....... ........._.. ......... ......... ......... ......... ......... ......... ........ . _ ......... ......... ......... ......... ......... . .................... .............................. 19 Teacherl $ 319,717 8 Teacher li $ 18906 2 Teacher ill $ 60,819 Three substitute teachers will ensure continuation of services if SELPA aides are net available or other teachers are ill. 3 Substitute Teachers $ 65,208 Nutrition (1/E) Two foodtransporters will ensure timely delivery of fresh, nutritious meals to children. Following the percentage of Head Start and Child Development children currently enrolled, Head Start funds will pay 52% of salaries and fringe benefits, Child Development funds will pay 48%. 2 Food transporters @ 52% $ 11,681 Maintenance (1I/11) One Building Service Worker and one Custodian support maintenance and repair of the Head Start facilities. These positions will be funded at 52% of salary. Custodian Q 5 % $ 11,681 Building Service Worker @ 52% $ 11,681 Disabilities/Dual Roles(1/J) One Disabilities Specialist will assist the Head Start Special Needs/Mental Health Manager (52%) and the Child Development Site Supervisor(4801o) in Carse Management of children with individual Education Plans (IEP), referrals to SELPA (school districts), and classroom'behavior management. Disabilities Specialist @ 52% $ 19,188 Standard Fringe Benefits (t.b) $ 262,995 Fringe benefits are provided to all Head Start staff, including comprehensive medical and dental benefits and retirement programs. Occupancy(6:h) $ 38,948 Occupancy costs consist of a 52% Head Start share of total costs: Rental for five sites $ 17,264 Utility payments $ 8,216 9 Telephone costs(the sites are online for parent job placement and weekly curriculum planning $ 1,560 Child liability insurance $ 260 Maintenance/repair(Minimal due to new facilities) $ 6,968 Lease management $ 4,680 Staff Travel(S.c) $ 4,000 A per diem is budgeted for out of area travel expenses, for two Head Start staff attending Washington ACYF Annual Meetings, Two round-trip air fares to Washington $ 980 Hotel casts for two times six nights $ 900 Per diem costs for eight days $ 120 Local travel for Education Supervisor and Disabilities Specialist $ 2,000 Nutrition (6.h)@ 52% $ 4$,558 Nutrition costs are shared between programs with Head Start paying 52% Total nutrition costs for 150 center based infants and toddlers @ $5.2675 per day and 250 days % 52% $ 102,716 USDA and CA Food program reimburse $4.44 per child @ 52% $ (73,593) Adult food for 24 adults $ 5.2675 per day and 250 days @ 52% $ 16,435 Equipment and furniture(6.h) $ 500 Repair and equipment costs $ 500 Supplies (6.e.)@52% $ 35,620 These consist of a 52% Head Start portion for Child supplies for 150 children @$350 each $ 27,300 Routine expendable classroom supplies for.150 children @ $100 each $ 7,800 Special need supplies $ 520 Other child services(6.h)@ 80.90% $ 354,687 18 Family Child Care providers will contract with Early Head Start to provide services to 54 children at$115 per child per week for 52 weeks. The Social Service Department will pay 25.03% of the costs, Federal Head Start dollars will pay 74.07%: $ 239,187 A contract with Newborn connections to provide Early Head Start h ......... ......... ......... ...._.._. .. ...... ..........._.. ......... ......... ......... ......... ......... ......... ......... .. ....._.. ......... ......... ......... ......... .. ............................................... Family Services with five Family Support Workers in the Centra Costa County In-home visitation program @ 100%u $ 871000 A contract with Newborn connections for an Early Identification Worker to recruit teen mothers at High Schools and Pregnant Mothers in clinics @ 100%o $ 28;000 Ages and Stages Questionnaire material for the Family Support Workers @ 100%o $ 500 Other Parent Services(6.h.) $ 41572 Meeting supplies for parent activities $ 1,1000 Parent travel for intensive training seven days/year $ 2;572 Other parent services such as child care during meetings $ 1,000 Other Miscellaneous Casts (6.h) $ 1,400 Publications and subscriptions $ 2503 Printing/Advertising for hospital/high school recruiting $ 500 Training for parents/staff Re: Compliance and regulations $ 650 Indirect Costs @ 52% $ 39 312 Indirect costs cover administrative and facility use of the Community Services Department administrative unit, pending approval by the Administration for Children and Families. i ......... ......... ......... ......... ......... ......... ... ................._._.. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... _. _ ......... ......... . ........ ......_.. 3. Start - Up Budget HEAD START CONTRA COSTA COUNTY EARLY HEAL}START GRANT—START UP Cost Categories Fiscal Year 1998 Total EARLY FEDERAL BUDGET CATEGORIES Budglet HEAD STAR SHARE 6.13 Equipment 1) Playground Equipment for five sites @$41,285/ea 206,425 100.00% 206,425 Labor/lnstallatmn of Playground Equipment @$10,903.80 54,519 100.00% 54,519 2) Four Double—wide Modulars @$689,634/ea 2,758,536 100:0% 2,758,536 TOTAL EQUIPMENT 3,018,480 100.00% 3,019,480 6.E Supplies 1) Classroom Furniture—10 classrooms 0$38,426 :364,260 52,00% 199,815 15 Family Day Care Providers @$1,000/yr 18,000 100.000%% 18,000 3) Kitchen Appliances 0 Microwave Givens— 10 @$450/ea 4,5W 52,W% 21340 Refrigerators— 10 @$950/ea9 500 52.00%;- 4,940 TOTAL SUPPLIES 416,260 54.08% 225,095 6.F Contractual 1) Nine month contract with Early Head Start Implementation Consultant 43,20 100.00% 43,200 2) In—home visitation consultant for 60/hrs @$1201hrs 71200 100.00% 7;.200� 3) Early Head Start Classroom and Ages&Stages Questionnaire Consultant For 60/hm @$120/hrs 7;2flf} 100.00% 7,200 TOTAL CONTRACTUAL 57,600 1 W.6Olk 57,600' 6.H Other NA 0.00% 0 TOTAL FEDERAL SHARE 3,493,340 84.53% 3,302,175 TOTAL NON—FEDERAL SHARE 1.)Consultants—seven Nurses from Regional Center Health Dept(CH3P) $65./hr x 2/hrslwk for 20 wks x 71Nurses 18200 2.)Child Developement—Stair Up Supplies/Classsroorn 191,165 3.) Pre--Planning from Five Interns @$65/hr x Whrs day x 5/days weep x 20 wks 52,000 4,)Space for pre-planning—Geo.Miller West$100/wk 2,000 5,)Parents Involvement in home visits —234 parents x 4hrs wk x$12/hr x 36 wks 404,352 6.)Use of parents home for visits--$15/wk x 2/per wk for 36/wks x 234/parents 252.720 920,437 adjusted to 825,544 TOTAL FEDERAL AND NUN—FEDERAL $4,127,719' i _.. . ........_..... ......... ......... ......... ......... _....... ......... ......... ......... ......... ._....._. _ .... ......... ......... ......... .. ....... ......... 4. Start - Up Budget Narrative Start-Up Federal Share wll'l be @ 94.53% $ 3,342,475 Child Development will pay occupancy costs for usage of Head Startfacilities. Equipment(fid) $ 3,449,480 Design and implementation of five infant/toddler playgrounds @ 41,285 each (See Appendix D for description) @ 10010 $ 206,425 Purchase of four double wide modulars, installation,energy hook-up, landscaping �"3a $689,634 each (See Appendix E for Lease Management Purchase assessment)@ 1000 $2,758,536 Suppi les (6.e)@ 54.08% $ 225,095 Classroom furniture for ten classrooms was estimated by a Early Head Start T/TA consultant @ 38,426 each, at 52% $ 199,815 18 Family Day Care Providers receive$ 1,000 for start up supplies, outdoor or indoor, supplies remain Early Head Start property c7 100% $ 18,000 Kitchen appliances to heat meals: Ten microwave ovens @ $450 each @ 52% $ 2,340 and to keep food fresh on site: Ten refrigerators @ $950 each @ 52% $ 4,940 Contractual (6.f)@'100% $ 57,600 An early Head Start Implementation Consultant will design and Facilitate program implementation in a timely manner $ 43,200 An In-home visitation consultant from the Infant-Parent In-Home Visitation program will train staff for 60 hours @ $120/hr $ 7,200 An Ages and Stages Consultant will provide staff development for the application and review of the Ages and Stages Questionnaire for 60 hours @$120/hr $ 7,200 Total Non-Federal Share $ 924,437 Seven nurses and case managers from the I.C.I.S. (Regional Center for Developmental Disabilities, Health Services department CHDP-EPSDT, Health Services Department Health Education, Barbara Milliff Center, Lynn Center and SELPA`s) will provide technical assistance to the Education Supervisor and Family Support Workers two hours weekly for 52 weeks annually @ $65/hr each $ 18,200 Child Development share of Start-Up supplies and classroom furnishings $ 191;165 Pre-Planning from five interns during start-up period provided to Early Head Start staff and contractors in classrooms at George Miller West, supervised by a T/TA Early Head Start and WestEd Education Consultant @ $65/hr for 8 hrs/day,5 days/week for 20weeks $ 52A0 Space for same period @$100/week $ 2,000 Parent Involvement hours in home visits, 234 parents at 4 hours per week between June 1999 and December 1999, 36'weeks, @ $ 12/hr $ 404,352 Use of 234 parents' homes for in-home visitation at$15/visit two times per week, for the same 36 weeks, $ 252,720 Total Federal and Non-Federal Share $ 4,127,719 __ TO. BOARD OF SUPERVISORS Contra FROM:: Arthur C. Miner,Executive Director Costa .�`- Contra Costa County Private Industry Council County DATE: July 6, 199$ SUBJECT: Authorize Execution of SBDC Grant with State of California SPECIFIC R€OUEST(S)OR RECOMM€NDATION;)X BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: Authorize the Executive Director, Contra Costa County Private Industry Council, to execute on behalf of the County a $175,000 Small Business Development Center grant for the term of January 1, 1999 to December 31, 1999 and further authorize the Executive Director, Contra Costa County Private Industry Council to execute additional amendments as may be initiated by the California Trade and Commerce Agency 11. FINANCIAL IMPACT: None; no direct general funds required, $35,000 match to be supplied by donations and joint project recipients. III. CHILDREN'S IMPACT STATEMENT: N/A IV. REASONS FOR RECOMMENDATION: The California Trade and Commerce Agency has notified us that the Contra Costa PIC is expected to be refunded for calendar year 1999 to host a California Trade and Commerce Agency grant funded Small Business Development Center (SBTX). This is the fifth year that the PIC has been funded to host the SBDC. f CONTINUED ON ATTACHMENT: YES SIGNATURE:, : —L RECOMMENDATION Of COUNTY ADMINISTRATOR RECOMMENDATION Of BOARD COMMITTEE APPROVE OTHER tGNAT RF ACTION Of BOARD ON APPROVED AS RECOMMENDED VOTE OF SUPERVISORS 1 HER£!3Y CERTIFY THAT THIS 15 A"tRUE -UNANIMOUS(ABSENT AND CORRECT COPY Of AN ACTION TAKEN AYES: NOES: AND ENTERED ONT}I MINUTES OF THIS BOARD ABSENT: ABSTAIN: OF SUPERVISORS? � HE DATE SHOWN. Maurice Williams c/o PIC (650$$) ATTESTED I' cC Private Industry Council IL BA ELOR,CLEAK OF THE BOARD Of County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Auditor-Controller DEPUTY CA Trade & Commerce Agency i '•� %" --' M382 (,i„g$y mall Business Development Ctr. (y:diskettelbdorr,Y' egret. oc TO: BOARD OF SUPERVISORS i FROM: William Walker, M.D. , Health Services Director By. Ginger Marieiro, Contracts Administrator ! Contra Costa DATE: July 16, 1998 County SUBJECT: Approve Standard Agreement (Amendment) #29-388-27 to the Master Grant Agreement with the State Department of Health Services for the County's AIDS Program SPECIFIC REQUEST(S) OR'RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RXg_QMMSNDAT12N(S) Approve and authorize the Health Services Director, or his designee (Wendel Brunner, M.D. ) to execute on behalf of the County, Standard Agreement (Amendment) #29-388-27 (State #97-101759 A-4) with the State Department of Health Services,: to increase the FY 1997-98 contract payment limit by $26,969, from $1,217,145 to a new total of $1,244,114. FISCAL IMPACT: This Amendment increases the maximum reimbursable amount of State funding for FY 1997-98 by $26,969, from $1,217,145 to a new total of $1,244,114, for the County's AIDS Program. No County funds are required. BA rGR0UNS/REA90M(S) FOR REC0180MATION(S) . On August 5, 1997, the Board of Supervisors approved Standard Agreement #29-388-23 (as amended by Standard Agreements [Amendment] #29-388-24, #29-388-25, and #29-388-26) with the State Department of health Services, for the period from July 1 1997 through June 30, 1998, for the County's AIDS Program. The Master Grant Agreement incorporates a Memorandum of Understanding (MOU) for each service component of the AIDS Program. The MOU's define the services to be provided and the budget for each component and are negotiated by the staff of the State Office of AIDS and County AIDS Program representatives. The State requires only the signatures of the State Office of AIDS Chief and the County Health Officer on the MOU's and any amendments to the MOU's. This streamlines and expedites the contracting procedure for the State and County AIDS Programs because only new Master Grant Agreements and formal amendments affecting the total payment limit of the Master Grant Agreement require County Board of Supervisors and State Department of Finance approval. This Amendment increases the total contract payment limit for FY 1997-98 to provide additional funds for County's AIDS Case Management Program. Three certified and sealed copies of this Board Order should be returned to the Contracts and Grants Unit for submission to the State. CONTINUED ON ATTACHMENT: - :.> ' SIGNATU t �4 -RECOMMENDATION Of COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF OOARD ON ^: + APPROVED AS RECOMMENDED tllA- \TOTE OF SUPERVISORS —Z UNANIMOUS (ASSENT . „ ) I HERE13Y CERTIFY THAT THIS IS A TRUE AYES: NOES, AND CORRECT COPY OF AN ACTION TAKEN ASSENT- ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD Contact: OF SUPERVISORS ON THE DACE SHOWN. CC: Wendel Brunner,M.D,(313-6712) ATTESTED Health Services (Contracts) State Dept. of Health services P i Batc 4t, CleTi(ni the Board of Supe�r �s d tt��lr d�IT�Itre#�ar M382/7.83 13 D .PUTY TO: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director Contra By: Ginger Marieiro, Contracts Administrator Costa DATE: July 16, 1998 County SUBJECT: Notice of Grant Award ##28-621 from the California Consumer Protection Foundation SPECIFIC REQUEST(S)OR RECOMN ENIDATION(S�&BACKGROUND AND JUSTIFICATION RRCg)9(I 3ATjON(S) : Accept and authorize the Health Services Director or his designee (Wendel Brunner, M.D. ) to execute on behalf of the County, a Grant Award ##28-621 (Grant ##98013008) from the California Consumer Protection Foundation, in the amount of $10, 000 for the period ,lune 1, 1998 through June 30, 1999, for the Senior Nutrition Program.' FISCAL jMPACT: Acceptance of this Grant Award will result in $10, 0000 from the California Consumer Protection Foundation. No County funds are required. BACRGRQM/RRA.S0X(S) FOR RECC?MME=ATIQN,(>S) ; Acceptance of this Grant will allow the public Health Senior Nutrition Program to develop and distribute brochures, news letters, and display materials countering direct mail advertising that promotes "Quick Fix" products to seniors and HIV individuals for nutritional supplemental .information. Three certified copies of the Board order should be returned to the Contracts and Grants Unit . C N TT SI N TU RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE ✓„ OTHER aIGNATUREM: ACTION OF BOARD ON APPROVED AS RECOMMENDED VOTE OF SUPERVISORS II/ I HEREBY CERTIFY THAT THIS I$A TRUE I/ 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 PWBATCKTLOR,CXRK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Wendel Branner (313-6712) CC: California Consumer Protection Fnd Health Svcs Department (Contracts) N3Y c�C' DEPUTY TO: BOARD OF SUPERVISORS FROM-. TONY COL6N, DIRECTOR COMMUNITY SERVICES DEPARTMENT DATE: July 28, 1998 SUBJECT. AUTHORIZA'T'ION TO EXECUTE ONE-TIME-ONLY FUNDING CONTRACT WITH THE CALIFORNIA DEPARTMENT OF EDUCATION. SPECIFIC REQUEST(S)OR RECOMP&ENDATION(S)&BACKGROUND AND JUSTIFICATION L RECOMMENDED ACTION: APPROVE and AUTHORIZE the Community Services Director or designee to execute reimbursable funding Contract #GRPM-7033 (County #39-851) in the amount of $30,000 with the California Department of Education for one-time-only facilities renovation and repair of the Ruth C. Powers Child Development Center for the period from June 15, 1998 through Tune 30, 1999. II. FINANCIAL IMPACT: Funding will be reflected in the Department's projected FY 1998-99 budget. No County funding is required. 111. REASONS FOR RECUMMENDATIONSJBACKGROTTND: Funds are to be used to maintain compliance with health and safety requirements established by State licensing regulations and local health and fire department codes, and to address the Americans with Disabilities Act (ADA) of 1990. Funding may also be used to purchase equipment necessary for health and safety purposes. Approval of this Contract will provide funding for the repair/renovationof-the Ruth C. Power Child Development Center facility for Fiscal Year 1998-99. CONTINUED ON ATTACHMFNt's� YES SIGNATURE: _ RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER ACTION OF BOARD ON r APPROVED AS RECOMMENDED �� i VOTE OF SUPERVISORS —�—ry— I HEREBY CERFITY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYSSs NOES.. AND ENTAD ON THE MV4JT8S OF THE BOARD ASSENT: ABSTAINt OF SUPERVISORS ON THE DATE SHOWN. / /rJ CONTACT: TONY COON,313-7350 ATTESTED ; HIL BA R,CLEIM OF THE BOARD OF CG: CACI SUPER18bRS AND COUNTY ADMINISTRATOR CST F� M382 OWU) i .. Contra Costa TO: BOARD OF SUPERVISORS COQ 4 y FROM: WARREN E. RUFF, Sheriff DATE: July 17, 1998 SUBJECT: Request to Continue Participation in the HIDTA (High-Intensity Drug Trafficking Area) Task Force Specific Request(s) or Recommendations(s) & Background &justification REQ21 MENDATION: 1. AUTHORIZE the Sheriff to accept continued Federal funding in the amount of$110,365 under the 1999 "High-Intensity Drug Trafficking Area Program" for the continuation of one (1) sworn position to augment the West County Narcotic Enforcement Team. 2. AUTHORIZE the Sheriff to accept additional one-time Federal funding in the amount of $200,000 under the 1998 High-intensity Drug Trafficking Area Program for alease to co-locate the Drug Enforcement Administration (DEA) and Department of Justice, Bureau of Narcotic Enforcement ('BNE) lab clean-up trucks and their crews, which will be transferred to the B'NE at the end of one year; and AUTHORIZE the Director of General Services to execute a lease on behalf of the County. 3. ACKNOWLEDGE the Sheriffs continued commitment to reduce the amount of methamphetamine and heroin in our communities by participating in the "High-Intensity Drug Trafficking Area Task Force". 4. ACKNOWLEDGE the County's commitment to continue its participation in this program, so long as Federal funding remains available. CONTINUED ON ATTACHMENT:_YES Signature: r ` Recommendation of County Administrator Recommendation of Board Committee Approve _ Other Ea ature(s): Action of Board on: 2eApproved as Recommended Other Vote of Supervisors: 1 HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN Unanimous {Absent" AND ENTERED ON THE MINUTES OF THE Ayes:_ Noes:� BOARD OF S PERVISORS ON DATE SHOWN. Absent:_—Abstain:— Attested: cc: CAO-Justice System Programs Phil Batc or, C rk of the Board of Sheriff-Coroner of Supervisors and County Administrator H I DTA County Administration's Office Contact: Gorge Lawrence 313-2640. By: , j�`f --k—DEPUTY Board Order Page Two July 17, 1998 FINANCIAL IMPACT None. All costs will be reimbursed by the Federal Government through the grant. REA O VAS F.QR DECO' MMENDATIQNBACKGROUND: The capability of local law enforcement, acting independently, to effectively enforce the laws against the manufacture, importation, and distribution of dangerous drugs in the San Francisco Bay Area has been exceeded. Recognizing this fact, the Federal Office of National Drug Control Policy has designated the San Francisco Bay Area as a "High-intensity Drug Trafficking Area. This act makes substantial Federal funds available to assist local agencies who are committed to working jointly with State and Federal agencies to address the drug problem. Participation in this program should help to improve the quality of life in Contra Costa County and the entire San Francisco Bay Area. This Board Order authorizes the continuation of a sworn position to augment the Vilest County Narcotic Enforcement Team and a lease agreement to co-locate the Drug Enforcement Administration (DEA) and Department of Justice, Bureau of Narcotic Enforcement (BNE) lab clean-up trucks and their crews. This is a one-year continuation of a project which began in 1997. TO: Beard of Supervisors CONTRA FROM: Victor J. Westman, County Counsel COSTA DATE: July 14, 1998 COUNTY SUBJECT: Contract for County Counsel Services, Contra Costa County Schools Insurance Croup Fiscal Year 1998-99 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIQN(S): Approve contract for the provision of attorney services by County Counsel to the Contra Costa County Schools Insurance Group for one year and authorize Chair of the Board of Supervisors to execute contract. FISCAL IMPACT: For one year legal services to be provided, County Counsel will receive compensatory per hour revenue payments. BACK_QRQUMQLREASQN(-6) F A j S : Said contract will enable County Counsel to continue to provide legal services at reasonable rates to the Contra Costa County Schools Insurance Group and to receive compensation therefore. The Contra Costa County Schools Insurance Group has approved and executed said contract. CONTINUED ON ATTACHMENT: XX YES SIGNATURE; Z" Sea AlA �iY RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATIO OF BOARD COMMITTEE 2XL APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON .� L,Y �, ' APPROVED AS RECOMMENDED, i EF� VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A _k—o-�— UNANIMOUS(ABSENT �) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: _ABSTAIN: ON THE MINUTES OF THE BOARD OF SUPERVISORSobt THE DATE SHOWN, ATTESTED: Z. PHIL.sAn,) ORSXERK THE BOAND OF SUPERVISORS Contact: County Counsel AND COUNTY ADMINISTRATOR cc. County Administrator Clerk,Board of Supervisors CCC Schools Insurance Group Auditor BY PUTY HAFSENT\MAWBOSchIns CONTRACT FOR EMPLOYMENT: LEGAL SERVICE Fiscal Year 1998-99, County Schools Insurance Group ..)t)` 0 6 1998 COUNTY C`�wO N,833 L MAP$INL= ,CAI- .: 1. PARTIES. This Agreement is entered into by and between the COUNTY OF CONTRA COSTA,a general law county(hereinafter referred to as "COUNTY")and the CONTRA COSTA COUNTY SCHOOLS INSURANCE GROUP, (hereinafter referred to as "COUNTY SCHOOLS INSURANCE GROUP"), a Joint Powers Authority. 2. TERA The term of this Agreement shall be from July 1, 1998, through June 30, 1999,unless renewed before then or terminated pursuant to Section 7. 3. COUNTY'S OBLIGATION. A. In consideration of County Schools Insurance Group's promise to pay the amounts stated herein, County,through its County Counsel, shall provide oral and written legal advice to County Schools Insurance Groupand represent County Schools Insurance Group in all administrative proceedings and litigation except. 1) Suits involving personal injury and property damage. 2) Matters involving labor negotiations. 3) Suits involving worker's compensation and employer's,liability claims against Group and its members. B. Matters pertaining to unfair practice charges arising under the Educational Employment Relations Act(Gov.Code, §§ 3540 et seq.) may be handled,but County Schools Insurance Group will first consult with and obtain County Counsel's concurrence for representation and handling of any such matters as they may arise. C. County Counsel shall be truthful with County Schools Insurance Group, cooperate with it, keep it informed of developments,perform the obligations required by this Agreement, and immediately notify County Schools Insurance Group of any discovered actual or apparent conflicts for representation decisions. 4. COUNTY SCHOOLS INSURANCE GROUP'S OBLIGATION. A. COMPENSATION. In Consideration of the County's provision of these legal services during the term of this Agreement,the County Schools Insurance Group shall pay the County as follows: 1) For Legal Services: a. Deputy Mary Ann Mason $96/hr b. Deputy Kevin T. Kerr $99/hr C. Deputy David F. Schmidt $99/hr d. Legal Services Clerk $36/hr e. Any other Deputy County Counsels utilized at the same hourly rate charged county departments,but in no event to exceed $92/hr. f. Assistant County Counsels $104/hr 2) For reasonable costs, as follows: a. Automobile mileage at $31 per mile. b. Reporter's fees,witness fees, any extraordinary postage and long distance telephone charges, and all filing fees and court expenses as incurred to perform the services described in Section 3. B. OBLIGATIONS. In connection with any legal work assigned to County Counsel,County Schools Insurance Group shall take reasonable steps to respond to County Counsel's inquiries thereon and pay the County's bills as provided in Section 5. 5. BILLING AND PAYMENT. The County shall submit itemized billings to the County Schools Insurance Group, at least quarterly. County Schools Insurance Group shall pay the billings within 45 days of receipt. 6. EMPLOYEE STATUS. In performing legal services for the County Schools Insurance Group, the County Counsel and his staff shall be regarded as employees of County Schools Insurance Group, for the purposes of the Tort Claims Act (Gov.Code, § 810 et seq.; specifically, § 820 et seq. and § 825 et seq.) 7. TERMINATION. This agreement may be terminated at any time by either party, at its sale discretion, upon 30 days' advance written notice to County Schools Insurance Group or upon 5 days' advance -2- written notice to the County by County Schools Insurance Group. 8. ONGOING LITIGATION. If this Agreement is not renewed or otherwise terminated during its term and County Counsel is representing County Schools Insurance Group in ongoing litigation, County Counsel shall cooperate with the attorneys chosen by County Schools Insurance Group to enable them to assume control of such litigation on behalf of County Schools Insurance Group. Bated: .`r' ' 1998 COUNTY OF CONTRA COSTA CONTRA COSTA COUNTY SCHOOLS SURAX& C#OU Y By: Chaff an,County 1344 of Supervisors GUY SCHU LKE,Executive Director ATTEST: PAIL BATCHELOR fDeputy APPROVED AS TO FORM: trICTOR J. WIffSIWAN County Counsel H:\DF0T1\MEM0S\VMSCH-00NT,WPD -3- { i TO: BOARD OF SUPERVISORS FROM: Warren E.Rupf,Sheriff-Cornoer Contra Costa DATE: July 15, 1998 County SUBJECT: Contract With Social Security Administration SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: AUTHORIZE the Sheriff-Coroner, or designee, to execute on behalf of the COUNTY a contract with the Social Security Administration. This contract will allow the County to receive reimbursement for providing information regarding inmates who are receiving Supplemental Security Income benefits while incarcerated. This is a continuous contract, effective the date the contract is fully executed. FISCAL IMPACT. None. The Social Security Administration will provide reimbursement to the Sheriff's Office for the cost of tracking and reporting inmates who are receiving SSI benefits. BACKGROUND: Under the Social Security Act, this program collects information regarding certain confined individuals who are receiving SSI benefits. By working with the Social Security Administration and providing this information, the SSA will provide reimbursement to the Sheriff's Office. CONTINUED ON ATTACHMENT: SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMM DATION BOARD COMMITTEE APPROVE .,____PTHER SIGNATURE(S): ACTION OF BOARD ON 7 y APPROVED AS RECOMMENDED OfHM 4 VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT- —jjz—) 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 Parson: Bill Schmidt, x6-4252 , CC: County Administrator ATTESTED Social Security Administration SATCHECOR,CLERK OF THE BOARD OF County Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR Sheriff-Coroner Risk Management BY DEPUTY a Page 9 AGREEMENT BETWEEN THE SOCIAL SECURITY ADMINISTRATION AND Conga Costa County SheAiJ6'd 066ice (Insert reporting entity name; e.g. , State of, County of, etc. ) Article I ,--_PUrpose & Legal Authority This agreement is entered into by the parties in accordance with section 161.1 (e) (1) (I) of the Social Security Act (the Act) . The agreement provides the terms and conditions under which the reporting entity (Reporter) will provide to the Social Security Administration (SSA) information about certain confined individuals, on its own behalf and/or on behalf of lother facilities/institutions for whom it will report as identified in Article III B. 1 of this agreement and under which SSA will pay facilities/institutions for information that results in the suspension of payments to certain confined individuals receiving Supplemental Security Income (SSI) payments under title XVI of the Act, 42 U.S.C. 1381 aL The responsibilities of each party to the agreement are also provided. Title XVI of the Act sets forth the conditions under which individuals are eligible for SSI payments. Section 1611 (e) (1) (A) of the Act provides, with certain exceptions, that an individual shall not be eligible for SSI payments for any month throughout which he or she is an inmate of a public institution. Section 1611 (e) (1) (I) (i) of the Act authorizes SSA to enter into an agreement described in that section with a specified type of interested State or local institution (such as a jail, prison, or other penal institution or correctional facility or other institutions in which people are confined by court order at public expense) . Section 1611 (e) (1) (1) of the Act provides the general terms and conditions under which, pursuant to the agreement, the Reporter will provide information about confined individuals to SSA. Section 1611 (e) (1) (I) (ii) exempts this agreement, and information exchanged pursuant to this agreement, from the provisions of the Privacy 'Act, 5 U.S.C. 552x, including those relating to computer matches. Article IT, nefin; tions A. "Confined individuals" are individuals who are confined to a facility/institution described in Article I of this agreement under authority of law at any time during the period covered by this agreement. 4 Wage� M1 k B. "Disclosure" means the release of information (data) with or without the consent of the individual (s) to whom the information pertains . C. "Facility Identification Code" means the six digit code that SSA will assign to a facility or institution which confines individuals and is covered by this agreement . This code must be furnished with each submission of inmate data to SSA concerning the facility/institution' s confined individuals in order for SSA to process any incentive payments due the facility/institution under this agreement. D. "Record" means any item, collection, or grouping of information about an individual that is maintained by an entity including, but not limited to, the individual ' s criminal history, name, Social Security number (SSN) , date of birth, gender, date of confinement, place of confinement and prisoner or inmate status. E. "Reporter Identification Code" means the four digit code assigned by SSA to the Reporter that is party to the agreement and that will report information on its own behalf and/or on behalf of other facilities/institutions identified in this agreement. F. "Throughout a month" means that an individual is confined in an institution as of the first instant of a calendar month and stays through the last instant of the month. Example 1: If an individual enters an institution on April 30 and is released on June 3, the individual would be confined throughout May. Example 2 : If an individual enters an institution on May 1 and is released on June 30, the individual would not have been confined in an institution throughout either May or June. Under the SSI program, an individual who is confined in a public institution is considered as remaining confined in a public institution if he is transferred from one such institution to another or if he is temporarily absent for a period of not more than 14 consecutive days . Also, an individual is considered confined in an institution throughout a month if he is confined in the institution as of the beginning of a month and dies in the institution during the month. A. General �_. Page 3.J 1 . The Reporter will identify confined individuals for SSA. 2 . SSA will determine which of these confined individuals are receiving SSI payments. B. Source of Reporter Records Mauh Cheek Detention Fac iUty Wat County Detention Facey 1. These records are compiled from MaAt nez Detention Fac. (the .Reporter must list all of the facilities/institutions that are covered by this agreement for which it will report) . 2 . The following are the data lman that this ort-pr Must pLovide for confined individuals: a. Social Security number (provide all numbers the individual has been known to use) ; b. Name (provide all names the individual has been known to use) ; C. Date of birth (known or alleged) ; d. Confinement commencement date; e. Such other identifying information as designated in the attached guide; and f . Facility identification code. 3 . All records will be prepared and transmitted as prescribed in Article IV with clear identification of the facility/institution that is the source of such records. C. SSA Records SSA will match the data from the Reporter for the purpose described in this agreement. The data will be matched against the Supplemental Security Income Record ' (SSR) HHS/SSA/OSR 09-50-0103 . Article IV, Functions to be Performed The information on confined individuals must be provided electronically (i .e. , a computer tape, cartridge, or diskette) . Compliance with this specification is mandatory. SSA. will allow the Reporter 12 months from the effective date of this agreement to comply with this specification. During this 12-month period, SSA will accept paper reports from the Reporter. SSA will not accept paper reports for the purpose of this agreement after the 12-month period. Page d The Reporter agrees that it will furnish SSA with an electronic file (or paper reports if appropriate) containing the data elements listed in Article III B.2 above on individuals whose confinement commences on or after March 1, 1997 . The first submission of data, whether done electronically or by paper, will be a total inmate population report . After the first report, these files are to be submitted for each calendar month with data only for those individuals who are admitted to the facility/institution at any time during the period from the first day of the reporting month to the last day of such month. in addition to the first submission of the total inmate population and the subsequent monthly reports required under this IPMOU, SSA requests the Reporter to submit, at the end of each calendar year, a complete list of all inmates who entered the facilities/institutions for whom it reports. SSA will use this annual report to identify inmates who may have filed for SSI after a Reporter' s monthly report or whose application for SSI payments had not been adjudicated at the time the data was processed. Compliance with this request helps SSA in its efforts to ensure that SSI payments are made only to those eligible under the law. Incentive payments will be paid, based on the provisions in this IPMOU, if SSI payments are suspended as a result of data exchanged in the annual report. The instructions for creating the electronic file are attached. Once the SSN is validated, and the identity of the confined individual is- verified based on SSA' s records, SSA will: 1 . Determine if the individual is receiving SSI; 2 . Verify that the individual has been confined throughout a calendar month; 3 . Notify the individual of the suspension action and provide the individual with an opportunity to contest the planned action under applicable regulations; 4 . Suspend SSI payments as required by law; 5 . Pay the appropriate facility/institution as specified under Article V. The Reporter agrees to send the data to one of the following addresses. Send tapes or cartridges to: SSA Tape Operations Section Attention: Outside Agency National Computer Center 6201 Security Blvd. Page 5 Baltimore, MD 21235 Send diskettes to: SSA, DOS Metro West Bldg. P.O. Box 1600 Baltimore, MD 21201 Send paper to: SSA, DOS Metro West Bldg. P.O. Box 1600 Baltimore, MD 21201 Arf�� Incentive Pad,menr process In accordance with section 1611 (e) (1) (I) (i) (II) of the Act, SSA will pay an incentive payment to a facility/institution covered by this agreement for information on a confined individual which the Reporter furnishes to SSA within the time periods specified below, provided that the confined individual is : Eligible for an SSI payment for the month preceding the first month throughout which the confined individual is in such facility/institution; and Determined. by SSA to be ineligible for an SSI payment for such first month as a result of the information provided by the Reporter under this agreement . SSA. will pay such facility/institution: $400 if the Reporter furnishes the information on a confined individual described above to SSA within 30 days ,after the date the individual ' s confinement in such facility/institution begins; or • $200 if the Reporter furnishes such information to SSA after 30 days after such date but within 90 days after such date. If SSA cannot validate the SSN of a confined individual, no further action will be taken by SSA. SSA will not pay an incentive payment for information concerning a confined individual if, prior to SSA' s receipt of the information, SSA has already determined that the individual is ineligible for SSI payments. Payments made by SSA under this agreement represent incentive payments accruing as a result of SSA's efforts in processing the data provided pursuant to this agreement when such data results in the suspension of SSI payments to confined inmates. The time to complete the verification process, any case development necessary to determine whether an individual' s SSI payment must be suspended and the time to complete the due process requirements that must be accorded an individual subject to a suspension action may vary from case to case and may represent several months . SSA will pay incentive payments to a facility/institution on a monthly basis by electronic transfer of funds. The facility/ institution will name a financial institution and provide the information required on the attached Automated1 rind Hie (A-CH) Vendor/Mi , Callan Qu pa .nt- Rnrol,lment Form (SF 3881) to receive its incentive payments by electronic transfer of funds . SSA will provide the Reporter with a notice of the amount of the incentive payment, the payment date and the total number of suspended individuals. Disputes involving these incentive payments will be considered by the Regional Prisoner Coordinator designated in Article IX. The Reporter should forward a written request describing the dispute in detail to the Regional Prisoner Coordinator designated in Article IX within 30 days of its receipt of the relevant incentive payment notice. Article VI ReCords Usage,T`u 1 i ca i nn and Redi SC1 ns Yrs a, ri rt-i nna SSA agrees to use the information provided by the Reporter only to determine which of the confined individuals are receiving SSI payments and to suspend these SSI payments as required by law. SSA will adhere strictly to the provisions of section 1611 (e) (1) (I) of the Act in any usage, duplication, or redisclosure of information provided by the Reporter under this agreement . As required by section 1611 (e) (1) (ii) (II) of the Act, SSA may redisclose the information obtained pursuant to this agreement to any .Federal or Federally assisted cash, food, or medical assistance program, for eligibility purposes. Arti C1_e VTT No i Ca, Verification and Ups or unit= to Cont2st SSA agrees to verify information obtained under this agreement prior to initiating any adverse action against an individual . Pursuant to its applicable SSI regulations, SSA will inform the individual by written notice that it has received specified information indicating that the individual is confined under the jurisdiction of a named prison system or is an inmate of a public institution throughout a calendar month beginning (mQntt Jy-ear)_ age 7 and that, by law, SSI payments must be suspended. SSA will afford the individual the opportunity to contest and submit information concerning the planned action and to appeal a determination by SSA to suspend SSI payments in accordance with applicable regulations. Article VIII, Term cif the Agreement This gr m„eni- This agreement supersedes any previous agreement (s) between SSA and the facility/institution identified in this agreement effectuating the exchange of prisoner information for the purpose of enforcing section 1611(e) (1) (A) of the Act. This agreement shall be effective upon the signatures of both parties and shall remain in effect until terminated by either of the parties . The agreement may be terminated upon written notification by either party 90 days in advance of the termination date. Article IX, Persons to CQntact A. The SSA contact for questions concerning this incentive payment agreement is the Regional Prisoner Coordinator in SS.A.{ s San Francisco egional Office at the following address: Alan Follett Retirement and Survivors Insurance Team 3rd Floor 75 Hawthorne Street San Francisco, CA 94105 (415) 744-4.526 FAX (41.5) 744-2849 B. The SSA contact for policy questions concerning the incentive payment provision is: William Browne Office of Program Benefits Policy 3-A-26 Operations Building 6401 Security Boulevard Baltimore, MD 21235 (410) 965-7685 FAX (410) 966-9214 C. For technical questions concerning the computer operation itself, contact: Paul Swanenburg Chief, Data Exchange Branch 3--L-16 Operations Building Page 8 6401 Security Boulevard Baltimore, MD 21235 (410) 965-5454 FAX (410) 966-1371 D. The Reporter contact for the incentive payment provision is . NAME Ray Rod igum, Captain ADDRESS ContAa Coma County Shuti66'.b 06 j i.ce, Martinez Detention TELEPHONE 1=a , 1000 WaaAd Street, Ma&t,�..nez, CA 94553 FAX 9225 6-4647 1925 646-1365 E. The Reporter contact concerning technical questions regarding the electronic file process is : NAME Dave 1 by ADDRESS �`o Costa County Sh ' �6ice, 651 Pine St�.eet, TELEPHONE 90t" MaAtinez, CA �4 5 FAX (925) 313-2467 1(925 313-2469 F. The Reporter contact for questions concerning the incentive payment accounting information is : NAME Stacey Z. Hendelr..3on ADDRESS Cot .a Cosa nty,SCA�6 'z5 6jice, 651 Pane StAee.t, TELEPHONE (925f 335-1540 FAX (925) 335-1508 s age 9. Article cl X, Signature In witness whereof, the parties execute this agreement, FOR THE COMMISSIONER OF SOCIAL SECURITY BY DATE (TITLE) FOR THE REPORTER BY DATE (TITLE) Page 10 Competing th SF-38$1 Agency Information on This information must be completed by the requesting agency. PayeelCompany Tn f orma i Qn This information must be completed by the vendor. The Taxpayer Identification Number(TIN) must be provided on all future invoices with the intent to use for payment purposes as well as the collection and reporting of delinquent ,debt in accordance with the Debt Collection Improvement Act of 1996 . Financial Institution In orm #-ion This information can be completed by the vendor or the vendor's Financial Institution (FI) . The following must be completed: o Name and address of FI o ACH Coordinator--A contact at the bank in. the ACH Department, if applicable o Phone Number of the Bank Contact o 9 Digit Routing Transit Number(RTN) --This number uniquely identifies any FI and is used to direct the payments to the designated receiving FI . The FI can provide this information. o Depositor Account Title--Name of the account, if different from the vendor' s name o Depositor Account Number--Vendor' s Account Number o Type Of Account--- Checking or Savings o Signature & Title of Authorized Official-- Signature from someone who authorizes SSA to have this FI information for deposit of payments . Could be vendor or FI personnel. ,, o Telephone Number--Telephone number of the person who signed the form After the agency receives this information, a zero dollar entry will be processed to verify accurate bank information. There is an 11 day waiting period for verification. After positive verification, your payments will submitted by direct deposit . "NO'T'E: If you' re already enrolled in direct deposit, you need not submit a new form. If there are any changes in your bank information, you must notify the agency at the number in the agency information section. Page 11 ACH VENDORIMISCELLANEOUS PAYMENT ENROLLMENT FORM This form is used for Automated Clearing House(ACH)payments with an addendum record that contains payment-related information processed through the Vendor Express Program. Recipients of these payments should bring this information to the attention of their financial institution when presenting this form for completion. PRIVACY ACT STATEMENT The foillowing information is provided to comply with the Privacy Act o€1974(P.L.93-579). All information collected on this form is required under the provisions of 31 U.S.C.3322 and 31 CFR 210. This information will be used by the Treasury Department to transmit payment data,by electronic means to vendor's financial institution. Failure to provide requested information may delay or prevent the receipt of payment through the Automated Clearing House Payment System. w x s 301 ON FEDERAL PROGRAM AGENCY: SOCIAL SECURITY ADMINISTRATION AGENCY IDENTIFIER: AGENCY LOCATION CODE ACH FORMAT: SSA (ALC): ®CCU+ 0 CTX 0 CTP 28040001 ADDRESS: SOCIAL SECURITY ADMINISTRATION P.O.BOX 47,BALTIMORE,MARYLAND 21235 CONTACT PERSONS NAME: TELEPHONE NUMBER: CHRISTINA LILLY,OFFICE OF FINANCE,SSA (410)965-6119 ADDITIONAL INFORMATION: Mill NAME: ContAa Co.6ta. County SSN NO.OR TAXPAYER ID NO. ADDRESS: 651 Pine StAeet Maktinez, CA 94553 CONTACT PERSONS NAME: TELEPHONE NUMBER, Stacey L. Nendeuon ( 925 335-1540 t NAME: WeM Fango Bank. ADDRESS: 920 Main StAeet MaA#,inez, CA 94553 TPage 12 J ACH COORDINATOR NAME:(BANK REP.) TELEPHONE NUMBER: At to MauhaU (510) 464-1733 NINE-DIGIT ROUTING TRANSIT NUMBER: 1 2 1 0 0 0 2 4 8 DEPOSITOR ACCOUNT TITLE: Contra Costa County Tne"uAeA DEPOSITOf CW61 YMBER: TYPE OF ACCOUNT; dCHECKING 13 SAVINGS F '4 OMB NO. 1510-0056 EXPIRATION DATE 06/30183 NSN 7540-01-274-9925 SF 3881 (REV. 12/90) PRESCRIBED BY DEPARTMENT OF TREASURY 31 USC 3322,31 CFR 210 3881-102 AGENCY COPY y{ , OFFICE OF THE SHERIFF Centra Costa County Custody Services Bureau 1000 WardStreet Martinez, Ca. 94553 (510)646-4252 c(opy To: Robert R. Henderson, Undersheriff From: Wm. D. Shinn, Commander By: W. A. Schmidt, Director of Support Services Subject: Board Order For SSI Payments Date: July 13,•1998 In compliance with your March 27, 1997 memo, attached is a Board Order for a contract with the Federal Social Security Administration who will pay"bonus"payments of$400 per inmate reported to them within the first 30 days of incarceration who are receiving SSI benefits; $200 if reported to them after the initial 30 days. Please call me when the documents are ready and I will take them to George. attachments. was