Loading...
HomeMy WebLinkAboutMINUTES - 08152017 -            CALENDAR FOR THE BOARD OF SUPERVISORS CONTRA COSTA COUNTY AND FOR SPECIAL DISTRICTS, AGENCIES, AND AUTHORITIES GOVERNED BY THE BOARD BOARD CHAMBERS ROOM 107, ADMINISTRATION BUILDING, 651 PINE STREET MARTINEZ, CALIFORNIA 94553-1229 FEDERAL D. GLOVER, CHAIR, 5TH DISTRICT KAREN MITCHOFF, VICE CHAIR, 4TH DISTRICT JOHN GIOIA, 1ST DISTRICT CANDACE ANDERSEN, 2ND DISTRICT DIANE BURGIS, 3RD DISTRICT DAVID J. TWA, CLERK OF THE BOARD AND COUNTY ADMINISTRATOR, (925) 335-1900 PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO TWO (2) MINUTES. The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item or public comment period depending on the number of speakers and the business of the day. Your patience is appreciated. A lunch break or closed session may be called at the discretion of the Board Chair. PURSUANT TO THE BOARD OF SUPERVISORS RULES OF PROCEDURES (RULE 14), IF ANY MEETING IS WILLFULLY INTERRUPTED BY A GROUP OR GROUPS OF PERSONS SO THAT THE ORDERLY CONDUCT OF THE MEETING BECOMES INFEASIBLE AND ORDER CANNOT BE RESTORED BY THE REMOVAL OF INDIVIDUALS WHO ARE WILLFULLY INTERRUPTING THE MEETING, THE CHAIR MAY ORDER THE MEETING ROOM CLEARED, AS AUTHORIZED BY LAW (GOV. CODE, § 54957.9), RECESS THE MEETING, OR ADJOURN THE MEETING. Staff reports related to open session items on the agenda are also accessible on line at www.co.contra-costa.ca.us. SPECIAL MEETING AGENDA August 15, 2017 ***Please note time change***             11:00 A.M. Convene, call to order and opening ceremonies. Inspirational Thought- "Laughter is the closest distance between two people." ~Victor Borge   CONSIDER CONSENT ITEMS (Items listed as C.1 through C.79 on the following agenda) – Items are subject to removal from Consent Calendar by request of any Supervisor or on request for discussion by a member of the public. Items removed from the Consent Calendar will be considered with the Discussion Items.   DISCUSSION ITEMS   D.1 HEARING to consider adopting Resolution No. 2017/297 approving Annexation August 15, 2017 Contra Costa County Board of Supervisors Minutes 1 D.1 HEARING to consider adopting Resolution No. 2017/297 approving Annexation No. 4 to Flood Control and Water Conservation District Drainage Area 76A and the levy of annual benefit assessments for financing drainage and flood control services, Minor Subdivision 16-0004, as recommended by the Chief Engineer, Flood Control and Water Conservation District, Alamo area. (100% Drainage Area 76A Funds) (Tim Jensen, Public Works Department)   D.2 HEARING to consider approval of General Plan Amendment (#GP13-0003), Rezoning (#RZ13-3224), Preliminary and Final Development Plan (#DP13-3035), and Development Agreement Ordinance proposals for the Saranap Village Mixed-Use Project in the unincorporated Walnut Creek area; and to consider certifying the project environmental impact report and related actions under the California Environmental Quality Act, (Hall Equities Group, Applicant) (Saranap Village Developers LLC, Owner) (Boulevard Terrace Owners Assoc./Atriom Villa HOA, Owner) (Lashun Cross, Department of Conservation and Development)   D.3 CONSIDER Consent Items previously removed.   D.4 CONSIDER directing staff to prepare amendments to the Accessory Dwelling Unit ordinance that would authorize larger accessory dwelling units on large lots and amend permit review procedures for accessory dwelling units in Kensington. (Aruna Bhat Department of Conservation and Development)   D.5 HEARING to consider adopting Ordinance No. 2017-04, identifying zoning districts and establishing regulations for farmworker housing, transitional housing, and supportive housing. (CONTINUED TO SEPTEMBER 19, 2017)   D. 6 CONSIDER reports of Board members.   Announce adjournment to closed session in Room 101. Closed Session A. CONFERENCE WITH LABOR NEGOTIATORS 1. Agency Negotiators: David Twa, Richard Bolanos and Bruce Heid. Employee Organizations: Contra Costa County Employees’ Assn., Local No. 1; Am. Fed., State, County, & Mun. Empl., Locals 512 and 2700; Calif. Nurses Assn.; Service Empl. Int’l Union, Local 1021; District Attorney’s Investigators Assn.; Deputy Sheriffs Assn.; United Prof. Firefighters, Local 1230; Physicians’ & Dentists’ Org. of Contra Costa; Western Council of Engineers; United Chief Officers Assn.; Service Employees International Union Local 2015; Contra Costa County Defenders Assn.; Probation Peace Officers Assn. of Contra Costa County; Contra Costa County Deputy District Attorneys’ Assn.; and Prof. & Tech. Engineers, Local 21, AFL-CIO; Teamsters Local 856. August 15, 2017 Contra Costa County Board of Supervisors Minutes 2 2. Agency Negotiators: David Twa. Unrepresented Employees: All unrepresented employees. B. CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION (Gov. Code, § 54956.9(d)(1)) Toni Harris v. Contra Costa County, WCAB No. ADJ100221641. California Department of Water Resources v. All Persons Interested, Sacramento County Superior Court Case No. 34-2017-00215965 2. San Diego County Water Authority v. Metropolitan Water District of Southern California, California Supreme Court Case No. S243500 3. C. CONFERENCE WITH LEGAL COUNSEL--ANTICIPATED LITIGATION Initiation of litigation pursuant to Gov. Code, § 54956.9(d)(4): One potential case.   5:00 P.M. Reconvene Public Comment (5:00 p.m. to 6:00 p.m.) This is the opportunity to comment on any item of interest to the public within the subject matter jurisdiction of the Board of Supervisors, including but not limited to the District Attorney application process. Because the public forum is scheduled to begin promptly at 6:00 p.m., public comment will be limited to this one hour time period.   6:00 P.M. Public Forum for District Attorney Applicants   ADJOURN in memory of Rear Admiral Russell W. Gorman, USNR-Retired, Danville Resident and Romeo Bruno Pasquini, Richmond Resident   CONSENT ITEMS   Road and Transportation   C. 1 ADOPT Resolution No. 2017/279 approving and authorizing naming the bridge on Orwood Road (Road No. 8963) over Indian Slough, as “Delta Haven Bridge”, as recommended by the Public Works Director, Brentwood area. (No fiscal impact)   C. 2 ADOPT Resolution No. 2017/287 approving and authorizing the Public Works Director, or designee, to fully close a portion of 2nd Street between Parker Avenue and John Street, on August 19, 2017 from 9:00 a.m. to 6:00 p.m., for the purpose of a community block party, Rodeo area. (No fiscal impact)   August 15, 2017 Contra Costa County Board of Supervisors Minutes 3 C. 3 CONTINUE the emergency action originally taken by the Board of Supervisors on February 14, 2017, pursuant to Public Contract Code Sections 22035 and 22050, to repair the Alhambra Valley Road Washout Project, as recommended by the Public Works Director, Pinole area. (100% Local Road Funds)   C. 4 CONTINUE the emergency action originally taken by the Board of Supervisors on March 7, 2017, pursuant to Public Contract Code Sections 22035 and 22050, to repair the Morgan Territory Road Slide Repair Project, as recommended by the Public Works Director, Clayton area. (100% Local Road Funds)   C. 5 ADOPT Resolution No. 2017/289 accepting as complete the contracted work performed by Granite Rock Company for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, as recommended by the Public Works Director, Concord area. (90% Federal Aviation Administration Funds, 2% Caltrans Funds, 8% Airport Enterprise Funds)   C. 6 APPROVE the Notice of Intention to Convey Real Property located at the corner of Main and 2 nd Street in Oakley, identified as Assessor’s Parcel Number 037-160-026, to the City of Oakley for road right of way purposes, as recommended by the Public Works Director, Oakley area. (No fiscal impact)   Engineering Services   C. 7 ADOPT Resolution No. 2017/290 approving the Agreement for Improvement Warranty for subdivision SD08-09036 (Right-of-Way Landscaping), for a project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (No fiscal impact)   C. 8 ADOPT Resolution No. 2017/291 accepting completion of landscape improvements for subdivision SD08-09036, for a project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (No fiscal impact)   Special Districts & County Airports   C. 9 Acting as the Governing Board of the Contra Costa County Fire Protection District, APPROVE and AUTHORIZE the County Purchasing Agent to execute a purchase order with L. N. Curtis & Sons, Inc., in an amount not to exceed $133,000 for the purchase of wildland personal protective equipment. (90% Federal, 10% CCCFPD General Operating Fund)   C. 10 ADOPT Resolution No. 2017/294 to approve and authorize the Chief Engineer, August 15, 2017 Contra Costa County Board of Supervisors Minutes 4 C. 10 ADOPT Resolution No. 2017/294 to approve and authorize the Chief Engineer, Flood Control and Water Conservation District, or designee, to execute the Grant Agreement from the Delta Water Quality and Ecosystem Restoration Grant Program in the amount of $537,457 for the Lower Walnut Creek Restoration Project. (100% State Department of Fish and Wildlife Proposition 1 funds)   Claims, Collections & Litigation   C. 11 RECEIVE public report of litigation settlement agreements that became final during the period of May 1 through July 31, 2017.   C. 12 ADOPT Resolution No. 2017/301 amending the County policy regarding claims for excess proceeds to include updated requirements, as recommended by the County Treasurer-Tax Collector. (No fiscal impact)   C. 13 DENY claims filed by Paige Brown Chatman, Dexter Cooper, Christopher Fong, Emory Fong, M.D., Raoul Harley Jr., Troy King & Jaydinn Boyland, Gregory McLendon, Herb Pruitt, Armando Ramos, Maxine Satake, Robert & Shirley Sears, State Farm a subrogee of Coco Letatau, Robert & Denise Stopforth, Ana Matilde Vasconcelos, Rachelle Vasquez, Mia Walker, Tami Welcome, CSAA Insurance Exchange, and CSAA for Tamura Wallace.   Statutory Actions   C. 14 ACCEPT Board members meeting reports for July 2017.   C. 15 APPROVE Board meeting minutes for July 2017, as on file with the Office of the Clerk of the Board.   Honors & Proclamations   C. 16 ADOPT Resolution No. 2017/281 recognizing the 150th Anniversary of the City of San Ramon, as recommended by Supervisor Andersen.   C. 17 ADOPT Resolution No. 2017/295 recognizing the contributions of Julia Bueren on the occasion of her retirement from Contra Costa County, as recommended by the Public Works Department. (No fiscal impact)   C. 18 ADOPT Resolution No. 2017/304 recognizing James Araby, Executive Director of United Food and Commercial Workers Western States Council, as 2017 Labor Leader of the Year, as recommended by Supervisor Mitchoff.   Ordinances   August 15, 2017 Contra Costa County Board of Supervisors Minutes 5   C. 19 CONTINUE TO SEPTEMBER 19, 2017 the adoption of Ordinance No. 2017-16, which would establish a permit program for specified non-franchised solid waste haulers, as recommended by the Health Services Director and the Conservation and Development Director. (No fiscal impact)   Appointments & Resignations   C. 20 APPOINT Peter Wilson to the District V seat on the Library Commission, as recommended by Supervisor Glover.   Intergovernmental Relations   C. 21 APPROVE and AUTHORIZE the County's participation in the County Climate Coalition and the We Are Still In open letter regarding the Paris Climate Agreement and AUTHORIZE the Conservation and Development Director, or designee, to take steps necessary to implement this direction, as recommended by the Ad Hoc Sustainability Committee. (No fiscal impact)   Personnel Actions   C. 22 ADOPT Position Adjustment Resolution No. 22108 to reallocate on the Salary Schedule the classifications of Stationary Engineer and Lead Stationary Engineer; and REALLOCATE incumbents on the Salary Schedule as described in the MOU. (63% General Fund, 37% Various Funds)   C. 23 ADOPT Position Adjustment Resolution No. 22126 to add one Clerk – Senior Level (represented) position and cancel one part time (20/40) Public Administrator’s Program Assistant (represented) in the Health Services Department. (100% Estate fees)   C. 24 ADOPT Position Adjustment Resolution No. 22128 to increase the hours of one Deputy Public Defender III (represented) position; and decrease the hours of one Deputy Public Defender III (represented) position in the Public Defender's Office. (Cost neutral)   C. 25 ADOPT Position Adjustment Resolution No. 22132 to add one full-time Quality Management Program Coordinator position (represented) and cancel one vacant full-time Health Plan Clinical Program Officer position (represented) in the Health Services Department. (Cost savings)   C. 26 ADOPT Position Adjustment Resolution No. 22133 to add one full-time Physical August 15, 2017 Contra Costa County Board of Supervisors Minutes 6 C. 26 ADOPT Position Adjustment Resolution No. 22133 to add one full-time Physical Therapist II position (represented) and cancel one vacant full-time Occupational Therapist II position (represented) in the Health Services Department. (Cost neutral)   Leases   C. 27 APPROVE and AUTHORIZE the County Librarian, or designee, to execute the Eighth Amendment to the Memorandum of Understanding between the County of Contra Costa, the City of San Ramon and the Contra Costa Community College District for the operation of the Dougherty Station Library located at 17017 Bollinger Canyon Road, San Ramon, for Fiscal Year 2017/2018. (100% County Library Fund)   Grants & Contracts   APPROVE and AUTHORIZE execution of agreements between the County and the following agencies for receipt of fund and/or services:   C. 28 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a grant award agreement in an amount not to exceed $48,989 from the California Department of Conservation to perform a Renewable Resource Potential Study, for the period August 15, 2017 through March 1, 2019. (68% Grant, 17% Land Development fund, 15% Sustainability Coordinator)   C. 29 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the California Department of Public Health, to pay the County an amount not to exceed $793,005, for the continuation of the Public Health Division’s Childhood Lead Poisoning Prevention Project, for the period July 1, 2017 through June 30, 2020. (No County match)   C. 30 APPROVE and AUTHORIZE the Health Services Director, or designee, to apply for a grant in an amount not to exceed $150,000 from the California Office of Housing and Community Development and ADOPT Resolution No. 2017/300, for the County to provide permanent supportive housing for persons who are homeless and in need of mental health services through the No Place Like Home Program. (No County match)   C. 31 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to apply for and accept California Department of Education Child and Adult Care Food Program Day Center sponsorship grant funds in an amount not to exceed $1,500,000 to provide daily nutritious and healthy snacks to children, for the period October 1, 2017 through September 30, 2018. (No County match)   APPROVE and AUTHORIZE execution of agreement between the County and the August 15, 2017 Contra Costa County Board of Supervisors Minutes 7 APPROVE and AUTHORIZE execution of agreement between the County and the following parties as noted for the purchase of equipment and/or services:   C. 32 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Carson Research Consulting, Inc., in an amount not to exceed $164,175 to build and support a web-based database for the Contra Costa County Human Trafficking Coalition for the period August 1, 2017 through June 30, 2018. (25% County; 38% State; 37% Federal)   C. 33 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Dahlin Group, Inc., to extend the term from August 31, 2017 through August 31, 2018 for continued real estate planning services for the Oak Park Sale of Surplus (South Pleasant Hill Parcels), Pleasant Hill area. (100% Oak Park Sale of Surplus Proceeds)   C. 34 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with KMD Architects, effective August 8, 2017, to increase the payment limit by $2,758,738 to a new payment limit of $3,063,738, with no change to the original term, for additional architectural and engineering consulting services to provide bridging documents, including programming and transition services for the design-build delivery of the West County Re-entry, Treatment and Housing Replacement Project, 5555 Giant Highway, Richmond. (74% California State Board of Corrections Grant SB844 and 26% County General Fund)   C. 35 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Protiviti Government Services, Inc., to increase the payment limit by $115,000 to a new payment limit of $200,000, for temporary placement of a computer programmer to work on a debt service application for asset management, for the period March 21, 2017 through March 20, 2018, Countywide. (100% Various Special Revenue Funds)   C. 36 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with All City Management Services, Inc., to increase the payment limit by $74,500 to a new payment limit of $144,500, and extend the term from August 15, 2017 through August 15, 2018, for crossing guard services, Bay Point area. (100% Keller Canyon Mitigation Funds)   C. 37 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with Nordic Consulting Partners, Inc., effective April 1, 2017, to increase the payment limit by $5,196,453 to a new payment limit of $8,396,453, to provide additional hours of consulting and technical assistance for the Community Connect Project and Epic System upgrade, with no change in the original term of January 1, 2016 through June 30, 2018. (100% Hospital Enterprise Fund I)   C. 38 AUTHORIZE the Auditor-Controller's Office to submit a payment in the amount August 15, 2017 Contra Costa County Board of Supervisors Minutes 8 C. 38 AUTHORIZE the Auditor-Controller's Office to submit a payment in the amount of $4,902 to the California Office of Traffic Safety for reimbursement of an overpayment related to the Felony Driving Under the Influence (DUI) grant program, as recommended by the County Probation Officer.   C. 39 APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with the Regents of the University of California in an amount not to exceed $53,000 for Master Gardener Program Coordinator services for the period July 1, 2017 through June 30, 2018. (100% County)   C. 40 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the County of Plumas, in an amount not to exceed $250,000 to participate in the Medi-Cal Administrative Activities and Targeted Case Management programs and receive federal reimbursement for Contra Costa County residents to gain access to needed medical, social, educational and other services for the period July 1, 2017 through June 30, 2018. (100% Medi-Cal Administrative Activities and Targeted Case Management)   C. 41 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with Vivian Price, effective August 1, 2017, to increase the payment limit by $32,000 to a new payment limit of $134,600, to provide additional augmented residential board and care services for post medical, surgical and/or custodial care patients, with no change in the original term of April 1, 2017 through March 31, 2018. (100% County)   C. 42 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order with Metropolitan Van and Storage, Inc., in an amount not to exceed $300,000 for delivery and installation of furniture and equipment and storage of files for the Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2017 through September 30, 2019. (100% Hospital Enterprise Fund I)   C. 43 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Youth Homes, Inc., in an amount not to exceed $166,666 to provide group home placement services to foster youth for the period October 1, 2017 through June 30, 2018. (70% State, 30% County)   C. 44 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Oakland Private Industry Council in an amount not to exceed $118,546 to provide goods and services related to County's Workforce Innovation and Opportunity Act for the period September 1, 2017 through June 30, 2018. (100% Federal)   C. 45 APPROVE and AUTHORIZE the Health Services Director, or designee, to August 15, 2017 Contra Costa County Board of Supervisors Minutes 9 C. 45 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with Traditions Psychology Group, Inc. (dba Traditions Behavioral Health), effective August 1, 2017, to include a three-month automatic extension through November 30, 2017, in an amount not to exceed $2,000,000 to continue providing psychiatric staffing and leadership services for the Inpatient Psychiatric, Crisis Stabilization Unit at Contra Costa Regional Medical Center and the County’s Martinez Detention Facility. (100% Hospital Enterprise Fund I)   C. 46 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Harmony Healthcare, LLC (dba Harmony Home Health), in an amount not to exceed $200,000 to provide home healthcare services for Contra Costa Health Plan members, for the period August 1, 2017 through July 31, 2019. (100% Contra Costa Health Plan Enterprise Fund II)   C. 47 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with ProHealth Home Care Inc., in an amount not to exceed $800,000 to provide home healthcare services for Contra Costa Health Plan members, for the period August 1, 2017 through July 31, 2019. (100% Contra Costa Health Plan Enterprise Fund II)   C. 48 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a Software and Services Agreement with Cityspan Technologies, Inc., in an amount not to exceed $212,500 for the development, implementation, hosting, and maintenance of a web-based contract management system for the period July 1, 2017 through June 30, 2018. (10% County, 48% State, 42% Federal)   C. 49 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with UHS Surgical Services, Inc., effective January 1, 2017, to increase the payment limit by $10,000 to a new payment limit of $168,000, to provide additional hours of certified technicians and equipment to operate lasers in the Surgical Unit at Contra Costa Regional Medical Center and Health Centers, with no change in the original term of September 1, 2015 through August 31, 2017. (100% Hospital Enterprise Fund I)   C. 50 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with UHS Surgical Services, Inc., in an amount not to exceed $200,000 to provide medical lasers, equipment and certified technicians to operate lasers in the Surgical Unit at Contra Costa Regional Medical and Health Centers, for the period September 1, 2017 through August 31, 2019. (100% Hospital Enterprise Fund I)   C. 51 APPROVE and AUTHORIZE the Health Services Director, or designee, to August 15, 2017 Contra Costa County Board of Supervisors Minutes 10 C. 51 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with La Cheim School, Inc., in an amount not to exceed $2,417,464 to provide case management, mental health services and therapeutic behavioral services to seriously emotionally disturbed youth, for the period July 1, 2017 through June 30, 2018, with a six-month automatic extension through December 31, 2018 in an amount not to exceed $1,208,732. (50% Federal Medi-Cal; 50% Mental Health Realignment)   C. 52 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Whitehat Security, Inc., effective August 1, 2017, to increase the payment limit by $39,000 to a new payment limit of $274,000, for additional Community Connect Program software licenses with no change in the term August 3, 2015 through August 3, 2018. (100% Hospital Enterprise Fund I)   C. 53 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with God’s Grace Caring Home, effective August 1, 2017, to modify the rate for an additional level of augmented board and care, with no change in the original payment limit of $358,800 and no change in the original term of July 1, 2017 through June 30, 2018. (100% Mental Health Realignment)   C. 54 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Diablo Valley Oncology and Hematology Medical Group, effective August 1, 2017, to increase the contract payment limit by $74,000 to a new payment limit of $434,000, to provide additional hours of urology services at Contra Costa Regional Medical Center and Health Centers, with no change in the original term of November 1, 2015 through October 31, 2018. (100% Hospital Enterprise Fund I)   C. 55 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Mt. Diablo Rheumatology Consultant, Inc. in an amount not to exceed $735,000, to provide rheumatology services at Contra Costa Regional Medical Center and Health Centers, for the period September 1, 2017 through August 31, 2020. (100% Hospital Enterprise Fund I)   C. 56 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with California Mental Health Services Authority, in an amount not to exceed $900,000 to provide fiscal intermediary services for the Mental Health Services Act’s Student Loan Forgiveness Program, for hard to fill mental health positions, for the period August 1, 2017 through June 30, 2020. (100% Mental Health Services Act)   C. 57 APPROVE and AUTHORIZE Conservation and Development Director, or August 15, 2017 Contra Costa County Board of Supervisors Minutes 11 C. 57 APPROVE and AUTHORIZE Conservation and Development Director, or designee, to execute a contract with Gary Craft (dba Craft Consulting Group) (Craft) in an amount not to exceed $125,514 to prepare a Strategic Action Plan and perform related tasks for the Northern Waterfront Economic Development Initiative for the period July 1, 2017 through June 30, 2018. (100% General Fund allocation for economic development)   C. 58 APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract amendment effective August 15, 2017 with Mohammed A. Gaffar (dba Sierra Consulting), to extend the term from August 31, 2017 through August 31, 2019 and increase the payment limit by $140,000 to a new payment limit of $290,000, to provide continuing consulting and programming support services. (100% User fees)   C. 59 APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract with Central Medical Laboratory, Inc., in the amount of $999,000 to provide blood withdrawal services for the period September 1, 2017 through August 31, 2019. (85% User Agency fees, 15% Participant Fines and Fee revenue)   C. 60 APPROVE and AUTHORIZE the Health Services Director, or designee, to submit a grant application in an amount not to exceed $561,000, to the Metropolitan Transportation Commission and to ADOPT Resolution No. 2017/306, authorizing the County to apply for federal funding under the West Contra Costa Walk and Bike Leaders for Clean Air Project for the Safe Routes to School Program. ($73,000 County match, budgeted)   Other Actions   C. 61 ACCEPT the response to Civil Grand Jury Report No. 1703, entitled "Mental Health Services for At-Risk Children in Contra Costa County", DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action, and REFER follow up actions to the Family and Human Services Committee, as recommended by the Family and Human Services Committee.   C. 62 ACCEPT the response to Civil Grand Jury Report No. 1712, entitled "More Shelter Beds Needed for the Homeless in Contra Costa County and DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action, as recommended by the County Administrator.   C. 63 ACCEPT the response to Civil Grand Jury Report No. 1708, entitled "Animal Shelter Services in Antioch and Contra Costa County" and DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action, as recommended by the County Administrator.   C. 64 APPROVE response to Civil Grand Jury Report No. 1706, entitled "Funding of August 15, 2017 Contra Costa County Board of Supervisors Minutes 12 C. 64 APPROVE response to Civil Grand Jury Report No. 1706, entitled "Funding of the East Contra Costa Fire Protection District" and DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action, as recommended by the County Administrator.   C. 65 ACCEPT Grant Deed of Development Rights over the Southern Portion of Parcel 'C' of Minor Subdivision MS12-0007 in the La Casa Via area of Walnut Creek in order to preserve hillside open space in accordance with the Shell Ridge Specific Plan and ADOPT related actions under the California Environmental Quality Act, as recommended by the Conservation and Development Director. (100% Applicant fees)   C. 66 APPROVE the Morrow House Rehabilitation Project at 1236 Escobar Street, Martinez, and take related actions under the California Environmental Quality Act, as recommended by the Public Works Director. (100% General Fund)   C. 67 APPROVE the 40 Muir Road, 2nd Floor, Martinez, Remodel Project and take related actions under the California Environmental Quality Act, as recommended by the Public Works Director. (100% General Fund)   C. 68 APPROVE and AUTHORIZE the Auditor-Controller, or designee, to pay an amount not to exceed $60,000 to Per Diem Staffing Systems, Inc., for respiratory therapists, nursing and other medical staffing services rendered to Contra Costa Regional Medical Center and Health Centers from June 1 through June 30, 2017, as recommended by the Health Services Director. (100% Hospital Enterprise Fund I)   C. 69 APPROVE clarification of Board action of July 11, 2017 (C.162), with Anthem Blue Cross, to change the name of the Contractor to read Blue Cross of California Partnership Plan, Inc., (dba Anthem Health Plan), for the provision of shared patient referrals for the Black Infant Health Program, with no change in the term of July 1, 2017 through June 30, 2018. (Non-financial agreement)   C. 70 APPROVE clarification of Board action of March 28, 2017 (C.36), which authorized the Health Services Director to execute a contract with West Contra Costa Unified School District for school-based mobile clinic services to children within the West Contra Costa Unified School District, to correct the payment limit to an amount not to exceed $70,000 and the contract term to July 1, 2017 through June 30, 2018.   C. 71 APPROVE clarification of Board Action of June 21, 2016, (C.137) which authorized the Health Services Director to execute a contract with API Healthcare Corporation, in the amount of $487,500, for implementation, licensing and hosting of Contractor’s Patient Classification and Staffing and Scheduling software with no change in the term of June 30, 2016 through June 29, 2019, to correct the payment limit from $487,000 to $691,008. (100% Hospital Enterprise Fund I)   August 15, 2017 Contra Costa County Board of Supervisors Minutes 13 C. 72 ADOPT Resolution No. 2017/302 approving the Brentwood Agricultural Land Trust's agricultural conservation easement application with the Sustainable Agricultural Lands Conservation Program for a 520.7-acre portion of the property located at 17000 State Route 4 (portion of APN 004-500-004), as recommended by Supervisor Burgis. (No fiscal impact)   C. 73 APPROVE clarification of Board action of June 20, 2017 (C.106), which authorized the Health Services Director to execute a novation contract with the City of Hercules for congregate meal services for County’s Senior Nutrition Program, to clarify the contract contains modified indemnification language.   C. 74 APPROVE clarification of Board action of July 18, 2017 (C.124), which adopted Resolution No. 2017/261 and confirmed the Final Report for CSA EM-1 (Measure H) assessments in the amount of $4,854,374.50, to correct the total assessment amount to $4,862,648.42, to be collected with the Fiscal Year 2017-2018 property taxes.   C. 75 ADOPT Resolution No. 2017/418 approving the issuance of Multifamily Housing Revenue Bonds by the California Municipal Finance Authority in an amount not to exceed $14,400,000 to finance the acquisition and rehabilitation of a scattered site project located at 10203 San Pablo Avenue, in the cities of El Cerrito and Richmond, and 2555 Church Lane, in the city of San Pablo, and authorize other related actions, as recommended by the Conservation and Development Director. (100% Special Revenue Funds)   C. 76 CONTINUE the emergency actions originally taken by the Board of Supervisors on January 26 and February 14, 2017, and most recently continued by the Board on July 18, 2017, regarding the hazardous conditions caused by a series of severe rainstorms in Contra Costa County, as recommended by the County Administrator.   C. 77 CONTINUE the emergency action originally taken by the Board of Supervisors on November 16, 1999, and most recently approved by the Board on August 1, 2017, regarding the issue of homelessness in Contra Costa County, as recommended by the Health Services Director. (No fiscal impact)   C. 78 APPROVE the revised 2017-2019 Policies and Procedures for the Head Start program, as approved by the Head Start Policy Council and recommended by the Employment and Human Services Director.   C. 79 RECEIVE report regarding the status of proposed amendments to the County’s solid waste franchise agreements and DIRECT staff to report back to the Board no later than November 14, 2017, to present options for regulating the handling of construction and demolition waste, including proposals to amend the County franchise agreements to expand exclusive hauling privileges, as recommended by the Conservation and Development Director. (100% Solid Waste/Recycling Collection Franchise fees)   August 15, 2017 Contra Costa County Board of Supervisors Minutes 14   GENERAL INFORMATION The Board meets in all its capacities pursuant to Ordinance Code Section 24-2.402, including as the Housing Authority and the Successor Agency to the Redevelopment Agency. Persons who wish to address the Board should complete the form provided for that purpose and furnish a copy of any written statement to the Clerk. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the Clerk of the Board to a majority of the members of the Board of Supervisors less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, First Floor, Room 106, Martinez, CA 94553, during normal business hours. All matters listed under CONSENT ITEMS are considered by the Board to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Board or a member of the public prior to the time the Board votes on the motion to adopt. Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair calls for comments from those persons who are in support thereof or in opposition thereto. After persons have spoken, the hearing is closed and the matter is subject to discussion and action by the Board. Comments on matters listed on the agenda or otherwise within the purview of the Board of Supervisors can be submitted to the office of the Clerk of the Board via mail: Board of Supervisors, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913. The County will provide reasonable accommodations for persons with disabilities planning to attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at (925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk, Room 106. Copies of recordings of all or portions of a Board meeting may be purchased from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925) 335-1900, to make the necessary arrangements. Forms are available to anyone desiring to submit an inspirational thought nomination for inclusion on the Board Agenda. Forms may be obtained at the Office of the County Administrator or Office of the Clerk of the Board, 651 Pine Street, Martinez, California. Subscribe to receive to the weekly Board Agenda by calling the Office of the Clerk of the Board, (925) 335-1900 or using the County's on line subscription feature at the County’s Internet Web Page, where agendas and supporting information may also be viewed: www.co.contra-costa.ca.us STANDING COMMITTEES The Airport Committee (Supervisors Karen Mitchoff and Diane Burgis) meets on the fourth Wednesday of the month at 1:30 p.m. at the Director of Airports Office, 550 Sally Ride Drive, Concord. August 15, 2017 Contra Costa County Board of Supervisors Minutes 15 The Family and Human Services Committee (Supervisors John Gioia and Candace Andersen) meets on the fourth Monday of the month at 10:30 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Finance Committee (Supervisors Karen Mitchoff and John Gioia) meets on the fourth Monday of the month at 9:00 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Hiring Outreach Oversight Committee (Supervisors Federal D. Glover and Candace Andersen) meets on the first Monday of every other month at 1:00 p.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Internal Operations Committee (Supervisors Candace Andersen and Diane Burgis) meets on the second Monday of the month at 1:00 p.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Legislation Committee (Supervisors Diane Burgis and Karen Mitchoff) meets on the second Monday of the month at 10:30 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Public Protection Committee (Supervisors Federal D. Glover and John Gioia) meets on the first Monday of the month at 10:30 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Transportation, Water & Infrastructure Committee (Supervisors Diane Burgis and Karen Mitchoff) meets on the second Monday of the month at 9:00 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. Airports Committee August 23, 2017 1:30 p.m.See above Family & Human Services Committee August 28, 2017 10:30 a.m. See above Finance Committee August 16, 2017 Special Meeting 2:00 p.m. See above Hiring Outreach Oversight Committee Next Meeting TBD TBD See above Internal Operations Committee September 11, 2017 1:00 p.m. See above Legislation Committee September 11, 2017 10:30 a.m. See above Public Protection Committee September 4, 2017 Cancelled Next Meeting October 2, 2017 10:30 a.m. See above August 15, 2017 Contra Costa County Board of Supervisors Minutes 16 Transportation, Water & Infrastructure Committee September 11, 2017 9:00 a.m. See above AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings. Glossary of Acronyms, Abbreviations, and other Terms (in alphabetical order): Contra Costa County has a policy of making limited use of acronyms, abbreviations, and industry-specific language in its Board of Supervisors meetings and written materials. Following is a list of commonly used language that may appear in oral presentations and written materials associated with Board meetings: AB Assembly Bill ABAG Association of Bay Area Governments ACA Assembly Constitutional Amendment ADA Americans with Disabilities Act of 1990 AFSCME American Federation of State County and Municipal Employees AICP American Institute of Certified Planners AIDS Acquired Immunodeficiency Deficiency Syndrome ALUC Airport Land Use Commission AOD Alcohol and Other Drugs ARRA American Recovery & Reinvestment Act of 2009 BAAQMD Bay Area Air Quality Management District BART Bay Area Rapid Transit District BayRICS Bay Area Regional Interoperable Communications System BCDC Bay Conservation & Development Commission BGO Better Government Ordinance BOS Board of Supervisors CALTRANS California Department of Transportation CalWIN California Works Information Network CalWORKS California Work Opportunity and Responsibility to Kids CAER Community Awareness Emergency Response CAO County Administrative Officer or Office CCE Community Choice Energy CCCPFD (ConFire) Contra Costa County Fire Protection District CCHP Contra Costa Health Plan CCTA Contra Costa Transportation Authority CCRMC Contra Costa Regional Medical Center CCWD Contra Costa Water District CDBG Community Development Block Grant CFDA Catalog of Federal Domestic Assistance CEQA California Environmental Quality Act CIO Chief Information Officer COLA Cost of living adjustment ConFire (CCCFPD) Contra Costa County Fire Protection District CPA Certified Public Accountant CPI Consumer Price Index August 15, 2017 Contra Costa County Board of Supervisors Minutes 17 CSA County Service Area CSAC California State Association of Counties CTC California Transportation Commission dba doing business as DSRIP Delivery System Reform Incentive Program EBMUD East Bay Municipal Utility District ECCFPD East Contra Costa Fire Protection District EIR Environmental Impact Report EIS Environmental Impact Statement EMCC Emergency Medical Care Committee EMS Emergency Medical Services EPSDT Early State Periodic Screening, Diagnosis and Treatment Program (Mental Health) et al. et alii (and others) FAA Federal Aviation Administration FEMA Federal Emergency Management Agency F&HS Family and Human Services Committee First 5 First Five Children and Families Commission (Proposition 10) FTE Full Time Equivalent FY Fiscal Year GHAD Geologic Hazard Abatement District GIS Geographic Information System HCD (State Dept of) Housing & Community Development HHS (State Dept of ) Health and Human Services HIPAA Health Insurance Portability and Accountability Act HIV Human Immunodeficiency Virus HOME Federal block grant to State and local governments designed exclusively to create affordable housing for low-income households HOPWA Housing Opportunities for Persons with AIDS Program HOV High Occupancy Vehicle HR Human Resources HUD United States Department of Housing and Urban Development IHSS In-Home Supportive Services Inc. Incorporated IOC Internal Operations Committee ISO Industrial Safety Ordinance JPA Joint (exercise of) Powers Authority or Agreement Lamorinda Lafayette-Moraga-Orinda Area LAFCo Local Agency Formation Commission LLC Limited Liability Company LLP Limited Liability Partnership Local 1 Public Employees Union Local 1 LVN Licensed Vocational Nurse MAC Municipal Advisory Council MBE Minority Business Enterprise M.D. Medical Doctor M.F.T. Marriage and Family Therapist MIS Management Information System MOE Maintenance of Effort August 15, 2017 Contra Costa County Board of Supervisors Minutes 18 MOU Memorandum of Understanding MTC Metropolitan Transportation Commission NACo National Association of Counties NEPA National Environmental Policy Act OB-GYN Obstetrics and Gynecology O.D. Doctor of Optometry OES-EOC Office of Emergency Services-Emergency Operations Center OPEB Other Post Employment Benefits OSHA Occupational Safety and Health Administration PACE Property Assessed Clean Energy PARS Public Agencies Retirement Services PEPRA Public Employees Pension Reform Act Psy.D. Doctor of Psychology RDA Redevelopment Agency RFI Request For Information RFP Request For Proposal RFQ Request For Qualifications RN Registered Nurse SB Senate Bill SBE Small Business Enterprise SEIU Service Employees International Union SUASI Super Urban Area Security Initiative SWAT Southwest Area Transportation Committee TRANSPAC Transportation Partnership & Cooperation (Central) TRANSPLAN Transportation Planning Committee (East County) TRE or TTE Trustee TWIC Transportation, Water and Infrastructure Committee UASI Urban Area Security Initiative VA Department of Veterans Affairs vs . versus (against) WAN Wide Area Network WBE Women Business Enterprise WCCTAC West Contra Costa Transportation Advisory Committee August 15, 2017 Contra Costa County Board of Supervisors Minutes 19 RECOMMENDATION(S): 1. OPEN the public hearing on Resolution 2017/297; RECEIVE public comments, and CLOSE public hearing. 2. FIND that adoption of Resolution 2017/297 is not disputed and collection of assessments is requested via certified ballots received from the current property owners for the two lots created by Minor Subdivision 16-0004. 3. ADOPT Resolution No. 2017/297 approving Annexation No. 4 to Flood Control District Drainage Area 76A (DA 76A) and the Levy of Annual Benefit Assessments for Financing Drainage and Flood Control Services, Minor Subdivision 16-0004, Alamo area, CP# 16-32. FISCAL IMPACT: The proposed annual assessment is levied $582.72 for Lot 1 and $469.44 for Lot 2. Funds will be collected in DA 76A for use to perform annual maintenance of DA 76A facilities. (100% Drainage Area 76A) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Tim Jensen, (925) 313-2390 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Laura Strobel, County Administrator's Office, Robin Cantu, County Assessor’s Office, Bob Campbell, County Auditor–Controller’s Office, Jennifer Webber, County Auditor-Controller's Office, Brice Bins, County Treasurer–Tax Collector, Mike Carlson, Deputy Chief Engineer, Tim Jensen, Flood Control, Teri E. Rie, Flood Control, Rene Urbina, Flood Control, Beth Balita, Finance, Crystal O’Dell, Flood Control, Catherine Windham, Flood Control D.1 To:Contra Costa County Flood Control District Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Hearing to approve Annexation No. 4 to Drainage Area 76A, for Minor Subdivision 16-0004, Alamo area. Project No. 7576-6D8272, CP #16-32 August 15, 2017 Contra Costa County Board of Supervisors Minutes 20 BACKGROUND: The Contra Costa County Department of Conservation and Development conditioned Minor Subdivision 16-0004 to annex into DA 76A. Minor Subdivision 16-0004 benefits from DA 76A facilities and is conditioned to annex into DA 76A to pay for its fair share of maintenance of these facilities. This annexation was cited in the Mitigated Negative Declaration for MS 16-0004, approved on April 17, 2017. On July 11, 2017, the Board adopted Resolution No. 2017/246 announcing its intention to annex to DA 76A two new lots created by Minor Subdivision 16-0004 and to levy annual benefit assessments for the purpose of financing the maintenance and operation costs of the drainage and flood control services provided to said real property and fixing a public hearing on August 15, 2017, on the proposed annexation. Ballots were mailed to the current property owners per State Law. Prior to this hearing, the Chief Engineer, Flood Control and Water Conservation District, certified that the ballots submitted were in favor of the proposed assessments, exceeding those submitted in opposition to the proposed assessments. CONSEQUENCE OF NEGATIVE ACTION: If not approved, DA 76A will not receive necessary funding for maintenance of facilities and the final map for Minor Subdivision 16-0004 will not be approved. CHILDREN'S IMPACT STATEMENT: ATTACHMENTS Resolution No. 2017/297 Exhibit A Exhibit B Exhibit C--Ballot Ballot Results Notice August 15, 2017 Contra Costa County Board of Supervisors Minutes 21 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/297 IN THE MATTER OF: Adopting this Resolution approving Annexation No. 4 to Flood Control District Drainage Area 76A and the Levy of Annual Benefit Assessments for Financing Drainage and Flood Control Services, Minor Subdivision 16-0004, Alamo Area. (CP #16-32) (100% DA 76A Fees) The Board of Supervisors of Contra Costa County, as the governing body of the Flood Control and Water Conservation District, RESOLVES as follows: On July 11, 2017, the Board adopted Resolution No. 2017/246 announcing its intention to annex Minor Subdivision 16-0004 to Drainage Area 76A containing the real property described in Exhibit A, attached hereto, and to levy annual benefit assessments for the purpose of financing the maintenance and operation costs of the drainage and flood control services provided to said real property, and fixing a public hearing on August 15, 2017, on the proposed annexation, change in drainage area boundaries, and annual benefit assessments; and At the time and place fixed for said public hearing, the Board heard all persons interested in or affected by the proposed change in drainage area boundaries, heard all relevant evidence for or against the annexation petition, heard and considered any objections or protests to the proposed annual benefit assessments, permitted all interested persons to present oral or written testimony, and certified the tabulation of the assessment ballots submitted by the owners of the real property described in Exhibit A, attached hereto; and Pursuant to Resolution No. 2017/246, the Chief Engineer, Flood Control and Water Conservation District, tabulated the assessment ballots prior to the public hearing and presented the results to the Board at the public hearing; and At the conclusion of the hearing, with the assessment ballots weighted according to the proportional financial obligation of the affected property, the ballots submitted in favor of the proposed assessments exceeded those submitted in opposition to the proposed assessments; and It appears from the affidavits of publication and mailing on file with the Board that all notices required to be given for such hearing have been duly and regularly given and all procedures to be followed have been followed, all in accordance with Sections 3.3 and 12.7 of the Contra Costa County Flood Control and Water Conservation District Act (West’s Wat. Code App., §§ 63-3.3 and 63-12.7), in accordance with Government Code Section 53753 (Proposition 218 Omnibus Implementation Act), and in accordance with the provisions of Resolution No. 2017/246; and The Chief Engineer, Flood Control and Water Conservation District, has previously filed with the Clerk of the Board the written report required by Government Code Section 54716(a) (Benefit Assessment Act of 1982) and Section 4(b) of Article XIII D of the California Constitution (Right to Vote on Taxes Act) describing the annual benefit assessments for drainage and flood control services proposed to be levied against the real property described in said report and Exhibit A, attached hereto. NOW, THEREFORE, the Board FINDS, RESOLVES, and DETERMINES as follows: The Board FINDS that all of the foregoing recitals are true and correct. The Board FINDS that the activity, annexation to Flood Control Drainage Area 76A and adoption of annual benefit assessments, was approved under California Environmental Quality Act (CEQA) Mitigated Negative Declaration for MS 16-0004 on April 17, 2017. The Board FINDS that a majority protest, as defined in Government Code Section 53753(e) and Section 4(e) of Article XIII D of the California Constitution, does not exist. August 15, 2017 Contra Costa County Board of Supervisors Minutes 22 The Board FINDS that the proposed annexation is for the best interests of the drainage area and hereby ORDERS that the real property described in Exhibit A, attached hereto, is annexed to Contra Costa County Flood Control and Water Conservation District Drainage Area 76A, subject to the requirement that the owners of the annexed land pay the annual benefit assessments described below. The Board DETERMINES and IMPOSES the annual benefit assessments set forth in the above-described report, a copy of which is attached hereto as Exhibit B, and DIRECTS that said benefit assessments be levied against the real property described in Exhibit A, attached hereto, and that the assessments be collected in the same manner and subject to the same penalties and priority of lien, as other charges and taxes fixed and collected by the County, as provided by Government Code Section 54718. The annual benefit assessments shall be payable as follows: 1. All new lots shall be assessed in the fiscal year following the filing of the final map creating said lots; 2. All existing lots that receive impervious surfaces shall be assessed in the fiscal year following the construction of impervious surfaces; 3. As provided in Government Code Section 54717(b), the Board may annually determine and impose subsequent annual assessments, but such assessments shall not exceed a maximum of $159.55 per IAU, as adjusted for inflation from 1988 forward by the State of California, (Caltrans) published “Price Index for Selected California Construction Items.” Contact: Tim Jensen, (925) 313-2390 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Laura Strobel, County Administrator's Office, Robin Cantu, County Assessor’s Office, Bob Campbell, County Auditor–Controller’s Office, Jennifer Webber, County Auditor-Controller's Office, Brice Bins, County Treasurer–Tax Collector, Mike Carlson, Deputy Chief Engineer, Tim Jensen, Flood Control, Teri E. Rie, Flood Control, Rene Urbina, Flood Control, Beth Balita, Finance, Crystal O’Dell, Flood Control, Catherine Windham, Flood Control August 15, 2017 Contra Costa County Board of Supervisors Minutes 23 August 15, 2017 Contra Costa County Board of Supervisors Minutes 24 August 15, 2017 Contra Costa County Board of Supervisors Minutes 25 ENGINEER’S REPORT FOR ANNEXATION No. 4 TO CONTRA COSTA FLOOD CONTROL AND WATER CONSERVATION DISTRICT DRAINAGE AREA 76A PREPARED BY THE STAFF OF THE CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT 255 GLACIER DRIVE MARTINEZ, CA 94553 June 15, 2017 August 15, 2017 Contra Costa County Board of Supervisors Minutes 26 1. RECOMMENDATION: It is recommended that the Board of Supervisors authorize Annexation No. 4 to Drainage Area 76A and that the benefit assessments pursuant to the Benefit Assessment Act of 1982, Government Code Sections 54703 through 54720, inclusive, be adopted for the area to be annexed. 2. DRAINAGE AREA LOCATION: Contra Costa County Flood Control and Water Conservation District (District) Drainage Area 76A, formed on December 1, 1987, per Board of Supervisors Resolution No. 87/726 is located northeast of the intersection of Miranda Avenue and Livorna Road in the unincorporated area of Alamo. The specific location of the areas to be annexed are described in Exhibit A and shown in other exhibits on file for Minor Subdivision 16–0004 in the Engineering Services division of the Public Works Department. 3. ANNEXATION AREA: The proposed annexation consists of two lots within Minor Subdivision 16-0004 that contain approximately one acre. One parcel is 39,033 sq. ft. and the other parcel is 23,708 sq. ft. 4. REASON FOR ANNEXATION: On December 1, 1987, Drainage Area 76A was established to provide a legal entity under which benefit assessments could be levied for maintenance of two detention basins. The basins were constructed because the creation of new impervious surface on previously undeveloped land downstream of the basins was expected to increase flows into Miranda Creek. The basins regulate stormwater flowing into the creek in order to mitigate the possibility of flooding. Minor Subdivision 16-0004 benefits from this flood protection. Like all man-made facilities, the detention basins require annual maintenance to ensure that they operate as designed. It is, therefore, equitable in the opinion of the District that all properties benefitting by the existence of the detention basins pay a fair share toward their annual maintenance. Therefore, District staff recommends that subdivisions and other developments that will increase the stormwater flow to Miranda Creek channel be annexed to Drainage Area 76A and have the benefit assessment levied. The annexation to Drainage Area 76A provides a legal entity under which the benefit assessment for maintenance of the detention basin and storm drains can be levied, after a vote has been taken. 5. FACILITIES TO BE MAINTAINED: Monies collected will be used for the maintenance of the detention basins and operation of the Drainage Area. Maintenance will include, among other things, silt removal, bank repair, landscaping, irrigation water, and weed removal. 6. ESTIMATE OF ANNUAL COSTS: The fiscal year 2017–18 maintenance budget for the basins is approximately $103,700. A breakdown of these costs is as follows: A. Structure maintenance $ 4,200.00 B. Sediment removal $20,000.00 C. Vegetation management $20,300.00 D. Inspection and investigation $59,200.00 Estimated Total Annual Costs $103,700.00 August 15, 2017 Contra Costa County Board of Supervisors Minutes 27 7. ANNUAL BENEFIT ASSESSMENT: The Annual Benefit Assessment to be assigned to each of the parcels of the area to be annexed should be based upon its prorated share of the stormwater runoff. Its proportional share is determined by the amount of impervious area to be created on each parcel. Attached is Table A, which is a summary of the two parcels to be annexed to Drainage Area 76A. Table A also indicates the impervious area to be created by each parcel of land. The table indicates that the parcels to be created will generate a total of an additional 11.61 impervious area units (IAU). Each IAU is 1,000 sq. ft. of impervious area. 8. BENEFIT ASSESSMENT IMPLEMENTATION: The annexation to Drainage Area 76A provides funding for the maintenance of the detention basin and associated drainage structures. The annexation also provides that a levy be authorized by a vote of the various properties involved in the annexation. Staff recommends that: 1) all new parcels be assessed in the fiscal year following the filing of the parcel/final map; 2) all existing parcels of land containing impervious areas be assessed in the fiscal year following the filing of the final map; and, 3) that a vote of the property owners involved in the annexation be held to allow a maximum benefit assessment of $159.55 per IAU to be adopted, such maximum to be utilized in case of a need for emergency repairs to the basin and subject to annual adjustment to account for inflation (per Caltrans’ published “Price Index for Selected California Construction Items,” or equivalent). CO:cw \\PW-DATA\grpdata\fldctl\CurDev\CITIES\Alamo\MS 16-0004, 281 Livorna Heights Road\DA76A Annexation #4\MS 16- 0004 DA 76A Annexation Engr. Rpt..doc 6/15/17 August 15, 2017 Contra Costa County Board of Supervisors Minutes 28 Table A Drainage Area 76A Annexation No. 4 (1) Parcel Designation (2) Parcel Size (square feet) (3) Number of IAU per Parcel* (4) FY 17–18 Maintenance Cost Per IAU** (5) FY 17–18 Assessment (Col. 3 x Col. 4) (6) Maximum (Emergency) Assessment*** (Col. 3 x $159.55) Lot 1 MS 16-0004 39,033 6.43 $90.62 $582.72 $1025.91 Lot 2 MS 16-0004 23,708 5.18 $90.62 $469.44 $826.47 MS 16-0004 total 11.61 Current DA 76A IAU 1533.22 New DA 76A IAU 1544.83 Notes: * Source: Average Impervious Surface Amounts, Report on Impervious Surface Drainage Fee Ordinance, January 5, 1982, Table 8. ** Maintenance Cost per IAU = Total Maintenance Cost of $103,700 / Total number of IAU’s. *** Maximum Assessment determined by adjusting the maximum assessment approved in DA 76A formation document ($65.07) by Caltrans “Price Index for Selected California Construction Items” to current year, resulting in $159.55. Maximum assessment value is updated annually. August 15, 2017 Contra Costa County Board of Supervisors Minutes 29 August 15, 2017 Contra Costa County Board of Supervisors Minutes 30 "Accredited by the American Public Works Association" 255 Glacier Drive  Martinez, CA 94553-4825 TEL: (925) 313-2000  FAX: (925) 313-2333 www.cccpublicworks.org Julia R. Bueren, ex officio Chief Engineer Mike Carlson, Deputy Chief Engineer DATE: TO: FROM: August 15, 2017 Members — Board of Supervisors Julia R. Bueren, Chief Engineer SUBJECT: Results of the Ballots Cast in the Proposed Annexation of Minor Subdivision MS 16-0004 into Contra Costa County Flood Control and Conservation District Drainage Area 76A I, Julia R. Bueren, Chief Engineer of the Contra Costa County Flood Control and Water Conservation District, having canvassed the return of all ballots cast in the election to approve the annexation of Minor Subdivision MS 16-0004 into Contra Costa County Flood Control and Water Conservation District Drainage Area 76A held between June 30, 2017, and August 15, 2017, do hereby certify the following to be a full, true, and correct Statement of Results of all ballots cast on the following measure: Annexation No. 4 to Drainage Area 76A and Adoption of Annual Assessments for Minor Subdivision MS 16-0004 YES _1_ NO __0__ I further certify that the total number of ballots cast in the proposed annexation of Minor Subdivision MS 16-0004 into Drainage Area 76A at said election was two and attached hereto are the total ballots received for and against annexation and assessment. RU:ru G:\fldctl\CurDev\DA Annexations\DA 76A MS16-0004\memo to BOS Ballot Results.docx c: Mike Carlson, Deputy Chief Engineer Tim Jensen, Flood Control Teri E. Rie, Flood Control August 15, 2017 Contra Costa County Board of Supervisors Minutes 31 RECOMMENDATION(S): 1. OPEN the public hearing on the Saranap Village Mixed-Use Project and take testimony. 2. CLOSE the public hearing. 3. CERTIFY the Environmental Impact Report for the Saranap Village mixed-Use Project by certifying that the EIR: a. Is adequate and complete; b. Was prepared in compliance with the California Environmental Quality Act (CEQA), State CEQA Guidelines, and County CEQA Guidelines; c. Was reviewed and considered by the Board before Project approval; and d. Reflects the County's independent judgment and analysis. 4. SPECIFY that the Department of Conservation and Development, Community Development Division located at 30 Muir Road, Martinez, CA., is the custodian of the documents and other materials that constitute the record of proceedings upon which the Project is based. 5. ADOPT the Project Findings for the Saranap Village Mixed-Use Project, Attachment 1 to County Planning Commission Resolution #12-2017. 6. ADOPT the Mitigation Monitoring and Reporting Program (MMRP), Attachment 2 to the County Planning Commission Resolution #12-2017, as it pertains to the Mitigated Project Alternative. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Sean Tully (925) 674-7800 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D.2 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:Saranap Village Mixed-Use Project August 15, 2017 Contra Costa County Board of Supervisors Minutes 32 RECOMMENDATION(S): (CONT'D) 7. APPROVE the attached Conditions of Approval for the Project. 8. APPROVE the General Plan Amendments and associated General Plan text amendments (County File #GP13-0003) for the proejct. 9. APPROVE the Planned Unit (P-1) Rezoning Ordinance and associated variance (County File #RZ13-3224) for the project 10. APPROVE the the Preliminary and Final Development Plan (County File #DP13-3035) for the project 11. ADOPT Ordinance No. 2017-20, approving the Development Agreement between Contra Costa County and Saranap Village Developers, LLC, for the Project. 12. ACKNOWLEDGE that the County Planning Commission approved the Vesting Tentative Map (County File #SD13-9359) for the project, and approved the Land Use Permit and Tree Permit entitlements for the Project, and no appeal of these approvals was filed. 13. DIRECT the Department of Conservation and Development to file and post a Notice of Determination with the County Clerk. FISCAL IMPACT: The applicant has paid the necessary application deposit, and is obligated to pay supplemental fees to cover all additional costs associated with the application process. BACKGROUND: This hearing is to review the General Plan Amendment (#GP13-0003), Rezoning (#RZ13-3224), Development Plan (#DP13-3035), and Development Agreement elements of the proposed Saranap Village Mixed-Use Project. On June 28, 2017, the County Planning Commission heard the project and approved the proposed Major Subdivision (#SD13-9359), Land Use Permit, and Tree Permit applications. The Planning Commission provided recommendations of approval for County Files #GP13-0003, #RZ13-3224, #DP13-3035, and the development agreement that require Board approval. PROJECT DESCRIPTION The applicant has submitted applications to the Department of Conservation and Development in relation to the Saranap Village Mixed-Use development. The proposed project consists of the following: 1) General Plan Amendments: Amendment to the Land Use Map of the Land Use Element by way of changing the existing Commercial (CO) and Multiple-Family Residential, Medium Density (MM) designations of the Project Site to a project-specific mixed-use designation (M-15), and amending the Roadway Network Plan of the Transportation and Circulation Element by way of changing the reflected roadway class for a segment of Boulevard Way from “Arterial” to “Collector”. 2) General Plan Text Amendments: Amending text of the Land Use Element to describe the M-15 land use designation; and amending text of the Transportation and Circulation Element to reclassify Boulevard Way as a “Collector” roadway and modify the language of General Plan Implementation Measure 5-w to allow for flexibility in determining when the maximization of traffic flow on arterials and collector roadways is appropriate. 3) Request to rezone the existing General Commercial (C), Multiple-Family Residential (M-29), Retail-Business (R-B), Neighborhood-Business (N-B), and Planned Unit (P-1) zoning districts within the project area to a new project-specific Planned Unit (P-1) zoning district; with an associated variance to allow a mixed-use residential and commercial P-1 district less than 15 acres in area, and modifications to parking standards. 4) Request for approval of a Vesting Tentative Map to subdivide the project site into three (3) parcels; each with multiple residential and commercial condominium units (Approved by the County Planning Commission on June 28, 2017). 5) Request for approval of a Land Use Permit to allow (Approved by the County Planning Commission on June 28, 2017): August 15, 2017 Contra Costa County Board of Supervisors Minutes 33 Alcoholic Beverage Sales Commercial Activities for up to three commercial tenants; An Exclusive Parking Facility (Site-A Parking Garage) Take Out Food Establishments 6) Request for approval of a Preliminary and Final Development Plan to allow for the construction of the Saranap Village Mixed-Use Project in phases, with associated infrastructure, utility, and roadway improvements consisting of the following primary elements: Up to 122 rental apartment units; Up to 76 residential condominium units for sale; Approximately 21,522 square feet of commercial space; Outdoor seating along Boulevard Way for commercial tenants; Onsite parking garages 492 on- and off-street parking spaces; Narrowing of a portion of Boulevard Way from four lanes to two lanes; Installation of diagonal on-street parking along Boulevard Way and Saranap Avenue; New traffic roundabout on Boulevard Way at Saranap Avenue; New traffic median on Boulevard Way at Flora Avenue; Roadway improvements within Boulevard Way and Saranap Avenue. Earth moving activities consisting of approximately 26,500 cubic yards of cut and approximately 2,615 cubic yards of fill 7) Request for approval of a Tree Permit to allow the removal of 64 trees and work within the dripline of 3 trees, some of which are code-protected (Approved by the County Planning Commission on June 28, 2017). 8) Request for approval of a Development Agreement between Contra Costa County and Saranap Village Developers LLC., that would provide assurances regarding the development process and a commitment from the developer to pay $50,000 toward a future community planning process for Saranap. GENERAL INFORMATION Site Description: The Saranap Village Mixed Used Project is proposed for a location that is centered around the intersection of Boulevard Way and Saranap Avenue. The proposed project site currently consists of eight privately owned parcels that will be consolidated into three large sites (Site-A, -B/B-1, and –C), each with multiple commercial and/or residential condominium units. The area of proposed Site-A is located at the northeast corner of the intersection of Boulevard Way and Saranap Avenue, and is the location of four existing parcels. These parcels consist of a mixture of commercial, office, multi-family residential, and single-family residential land uses. Existing land uses include the Sandpiper Apartments, a single-family residence, two 2-story office/commercial buildings, and a vacant lot that was most recently the location for a gas station. Site-B/B1 is located at the southeast corner of the intersection of Boulevard Way and Saranap Avenue, and is comprised of three existing parcels. Development and land uses in this area include a building and parking area that served as the former Sufism Reoriented sanctuary site, and a common area parcel for the Boulevard Terrace Condominium complex. Site-C is located at the southwest corner of the intersection of Boulevard Way and Saranap Avenue, and is comprised of one existing parcel. This parcel has been developed with a multi-tenant commercial building that previously contained a market/delicatessen and other commercial tenants. The site and building are now utilized in a less intense and intermittent manner for uses such as Help-U-Sell, Mike Murphy Baseball (batting cages), and spaces for charitable organizations. General Plan: The project site is located within Multiple-Family Residential, Medium Density (MM) and Commercial (CO) General Plan land use designations. As part of the proposed project, the applicant seeks August 15, 2017 Contra Costa County Board of Supervisors Minutes 34 Commercial (CO) General Plan land use designations. As part of the proposed project, the applicant seeks approval of a General Plan Amendment to change the designation of the entire project site to a new project-specific Mixed-Use (M-15) land use designation in order to allow the integration of residential and commercial land uses on each site. Zoning : The project site is located partially within General Commercial (C), Multiple-Family Residential (M-29), Retail-Business (R-B), Neighborhood-Business (N-B), and Planned Unit (P-1) zoning districts. The applicant proposes to rezone the site to a project-specific P-1 zoning district, which if approved, will allow for the establishment of land uses substantially similar to those that would be allowed under the current zoning, but in a manner that better utilizes the development potential of the site. ANALYSIS AND DISCUSSION General Plan Amendment: The proposed General Plan Amendment consists of amending the Land Use Element to re-designate the project site to a new project-specific Mixed-Use (M-15) land use designation, reclassifying a portion of Boulevard Way from “Arterial” to “Collector”, and amending the text of General Plan Implementation Measure 5-w in relation to the maximizing traffic flow. The proposed M-15 land use designation will replace the existing Commercial (CO) and Multiple-Family Residential, Medium Density (MM) at the site. The applicant has proposed the new designation in an effort to allow the integration of residential and commercial land uses on one site. The land uses permitted within the new M-15 designation will be substantially similar to those that can currently be established at the site, but at a larger scale and capacity. During the County’s review of the proposed roadway improvements for the development, staff was alerted to minor inconsistencies within the Traffic and Circulation Element of the General Plan. One inconsistency pertains to Implementation Measure 5-w, which in part states “develop a parking program to maximize traffic flow on new and existing arterials and collectors by reducing or elimination of on-street parking…”. Staff noted that the maximization of traffic flow and reduction or elimination of on-street parking elements of the measure are not always consistent with the purpose of collector class roadways. This is because collector class roadways are generally low speed roadways that at times are important segments of regional bicycle and low speed vehicle networks. A second inconsistency that County staff seeks to address as part of this project pertains to the classification of the section of Boulevard Way from Olympic Boulevard to the City/County border, as an arterial roadway. This classification was initially applied in 1969 when heavier traffic volumes along Boulevard Way were anticipated. However, the anticipated high traffic volumes never materialized due to the construction of State Route 24. The County Board of Supervisors later rescinded the 1969 precise alignment of Boulevard Way, acknowledging that a four-lane roadway was unnecessary and would not be constructed. Based on changes in the roadway’s actual use and the County’s plan for this section of Boulevard Way, the proposed amendment would reclassify the roadway segment in a manner that is more reflective of its current function. A more detailed discussion of the proposed General Plan amendments can be found in Draft Environmental Impact Report (DEIR) Section 4.10 (Land Use Planning), Recirculated DEIR Section 4.18(Analysis of Boulevard Way Reclassification and General Plan Text Amendment), as well as the Staff Analysis section of the staff report completed for the June 28, 2017 Planning Commission hearing. The DEIR, Recirculated DEIR, and Final EIR are avaialable for review under the "Resources and Documents" section of the County's Saranap Village webpage, which is located at http://ca-contracostacounty2.civicplus.com/5195/Saranap-Village. Rezoning: The proposed rezoning element of the project consists of rezoning the project site from various existing residential and commercial zoning districts, to a new project-specific Planned Unit (P-1) zoning district. The applicant has August 15, 2017 Contra Costa County Board of Supervisors Minutes 35 requested approval of the proposed rezoning to allow the project site to be developed in a manner that better utilizes the potential of the site, utilities, and infrastructure within the surrounding community. More specifically, the proposed P-1 zoning district will allow for land uses that are substantially similar to those currently permitted at the site, but also allow them in a configuration and scale that better utilize the adjacent highways (Interstate 680 and State Highway 24), public transit facilities (BART and County Connection route), and existing public utilities and infrastructure. As part of the rezoning element of the project, the applicant is requesting approval of a variance to the minimum size of the area to be rezoned. Pursuant to Section 84-66.6 (Site Minimums) of the County code, mixed-use P-1 districts consisting of both residential and nonresidential uses shall be a minimum of 15 acres in area. Although the proposed Saranap Village P-1 district will be less than the 15-acre minimum provided within the County code, it should be noted that the Housing Element of the General Plan indicates that there is a goal of reducing these minimum standards. This goal is partially derived from the County’s desire to remove governmental constraints that sometimes hinder development, and partially from the County’s goal of meeting housing needs throughout Contra Costa County. More specifically, Policy 6.3 of the Housing Element indicates a desire to “promote mixed-use development by eliminating minimum lot sizes in P-1 zoning districts”. Furthermore, one of the Housing Element’s Planned Unit District Eight-Year Program Objectives (Page 6-104) is to “consider eliminating the 5-acre minimum parcel size currently required for P-1 zoning to permit flexibility for small sites and infill development”. Based on the General Plan objective and policy mentioned above, staff believes that the proposed variance is consistent with applicable elements of the General Plan. In addition, staff believes that the required findings needed to grant the variance exist in part because of the infill nature of the development, adjacent transit facilities, current demand for both housing and neighborhood-serving commercial in the Saranap community, and the County’s history of granting variances to P-1 minimum area standards. Further details and discussion on this matter can be found in the Findings section of the attached County Planning Commission resolution. Development Plan: The Preliminary and Final Development Plan element of the proposed project is the instrument that allows for and guides the design of the various physical elements of the proposed development. This includes, but is not limited to, the 122 rental apartment units, 76 residential condominiums, approximately 21,522 square feet of commercial space, three on-site parking garages, on-street parking, and associated roadway improvements. As part of this element, staff has analyzed the project for compliance and consistency with various codes and policies pertaining to matters such as parking, tree removal, landscaping, alcohol sales, and various other applicable standards. Because of this analysis, requests for approval of a tree permit to allow the removal and work within the dripline of protected trees, and requests for approval of land use permits to allow alcohol sales, an exclusive parking facility, and take-out food have been incorporated into the project. The land use permit and tree permit requests mentioned above were approved when the project was heard before the County Planning Commission as those entitlements do not require approval of the Board of Supervisors. Further details and discussion regarding the elements of the Development Plan as well as the Tree and Land Use Permit entitlements can be found in the Project Description and Staff Analysis sections of the staff report completed for the June 28, 2017, Planning Commission hearing. Metered Parking: As part of the project, the applicant has proposed to accommodate a portion of the required off-street parking spaces with new diagonal and parallel parking spaces on Saranap Avenue and Boulevard Way. The majority of the on-street parking will be metered parking located on private property within the recorded right-of-way that is privately enforced by the property owner or a third party. The metered parking is intended to support the vitality of the proposed commercial uses within the development by encouraging turnover, and discouraging long-term resident parking in those areas. The applicant will use all or portions of the revenue from the privately maintained parking meters to cover costs related to enforcement and maintenance of those areas, and any excess revenue will be available for benefit of and use within the Saranap Community. As conditioned, the applicant will be required to submit a parking plan for review by County staff to finalize all details for the configuration and enforcement of the on-street metered parking. Further details regarding the proposed metered parking can be found under the August 15, 2017 Contra Costa County Board of Supervisors Minutes 36 Parking heading of the Staff Analysis section of the staff report completed for the June 28, 2017, Planning Commission hearing. Development Agreement: The applicant has submitted a request for approval of a Development Agreement between the County and Saranap Village Developers LLC. A few of the applicant’s primary goals for requesting the proposed development agreement are to ensure the ability to proceed with development of the property in accordance with applicable law in effect at the time of approval, to reduce economic risk, and to provide procedural guidance for all parties in relation to the more unique elements of the project (e.g. indemnity agreement, maintenance agreement, developer funding obligation, etc.). The proposed development agreement also includes a commitment by Saranap Village Developers LLC to pay the County $50,000 for use towards processing a comprehensive land use plan for the Saranap area. If approved, the proposed agreement would become effective after the effective date of the associated agreement-specific ordinance and the effective date of all approvals. The initial term of the agreement spans a period of ten years. However, the term of the agreement can be extended an additional ten years (two five-year extensions) via written request, extended due to an “enforced delay”, or tolled due to a third-party lawsuit, initiative, or referendum. The language of the proposed development agreement and associated ordinance have been attached to this report for review. Saranap Area Plan: Throughout the application review process members of the public have voiced concerns that the Saranap-Village project would induce similar, or even larger or taller, development along Boulevard Way, resulting in a complete change of the community’s culture, without first consulting an overall vision for the community. From these public comments, discussions have emerged regarding the potential for a Saranap-specific land use planning effort being conducted by the County and involving the community. The resulting plan could be designed, adopted, and enforced via instruments such as a specific plan, rezoning, or additional specific geographic area policies within the Land Use Element of the General Plan. The intent of this effort would be to develop a plan for the Saranap area that would guide future development in a manner that is consistent with the General Plan and that conveys the long-term goals of Saranap residents. The plan could include, but not be limited to, the following key features: Creation of a long-term plan for development within the commercial portion of the Saranap community; Identification of the desired types, size, overall architectural scheme, and location of future commercial land uses at the eastern end of Boulevard Way; and Identification of a zoning strategy to encourage and enable the establishment of potential community-serving recreational areas (i.e. park, open space, or other public facility). This matter has been discussed with the applicant, who has in-turn agreed to pay the County $50,000 for use as funding for this planning effort. Payment of the funds would be enforced via Article III (Developer Funding Obligation) of the proposed development agreement between the County and Saranap Village Developers LLC, and would be collected within thirty days of the County noticing Saranap Village Developers LLC that the study has been initiated. Proposed Edits and Amendments: Subsequent to the County Planning Commission hearing, County staff continued to work with the applicant to refine the proposed project. In an effort to address questions and matters raised and discussed during the Planning Commission Hearing, and to resolve minor inconsistencies between documents, staff recommends that minor changes be made to the recommended conditions of approval and proposed development agreement as follows. Conditions of Approval: These proposed changes shown below have been incorporated into the recommended conditions of approval, and are shown in strikethrough and underlined text. August 15, 2017 Contra Costa County Board of Supervisors Minutes 37 COA #19: The project is subject to the Inclusionary Housing Ordinance. Pursuant to Section 822-4.402 of the County Ordinance Code, a residential development of 76 for-sale units shall construct at least fifteen percent of the for-sale units to be developed and sold as inclusionary units. The Applicant is required to construct a total of 11.40 units of inclusionary housing. a) As an alternative to the requirement to construct inclusionary housing, the Applicant has proposed the payment of an in-lieu fee. This alternative for the Department of Conservation and Development (DCD) to collect an in-lieu fee, as established in DCD’s fee schedule, has been accepted. b) Pursuant to Section 822-4.404(e), prior to issuance of the first building permit for any portion of the for-sale residential development that is within Site-B/B1 and –C, the Applicant shall pay to the County the full amount of the fees that are due under the current Inclusionary Housing Ordinance. Inclusionary Housing in-lieu fees are calculated only for the for-sale residential units on Sites-B/B1 and –C. The in-lieu fee for all for-sale units on Sites-B/B1 and –C is $294,492 , as long as vesting rights are maintained if the building permits are obtained within ten years of the effective date of the development agreement. Consistent with Section 2.04 (Fees) of the Development Agreement, in the event building permits are obtained after the ten-year vesting period, then the Applicant is required to pay fees applicable at the time of issuance of the building permit. This in-lieu fee is non-refundable. COA #91.a: Prior to recordation of a Final Map for each site, the Applicant shall record a covenant acceptable to the Director of Public Works against the private property within such Final Map pursuant to which the Applicant shall be obligated as follows: a) to accept ownership of the vacated property described in the foregoing condition within such final map; b) to make such vacated property available for public parking; c) to register with the Public Works Department to establish a private off-street parking meter program on such property in accordance with County Code Section 46-14, to the satisfaction of the Director of the Public Works Department; and d) to pay the County the net revenues, if any, received from such off-street parking program after deducting costs associated with (i) maintaining and operating such parking program, (ii) maintaining in good repair all improvements within Site-A, -B/B1, and –C on onsite sidewalks adjacent to public rights of way, and onsite street parking areas adjacent to public rights of way; and (iii) maintaining in good repair all improvements within Boulevard Way that are required to be maintain by the Applicant. Net revenues paid to the County shall be held in a trust account for the benefit of and for use within the Saranap Community, as is deemed appropriate by the County. Development Agreement: Staff also recommends that minor changes be made to the proposed Development Agreement. The recommended changes are intended to further clarify rights granted under any approval or subsequent approval of the project (Section 2.08), and to clarify the intended use and timing of submittal for the Developer Funding Obligation (Article III). These proposed changes have been incorporated into the proposed Development Agreement document and are shown in strikethrough and double-underlined text. ENVIRONMENTAL REVIEW The Department of Conservation and Development, Community Development Division (CDD) determined that an Environmental Impact Report (EIR) was required for the project, and distributed a Notice of Preparation (NOP) on March 19, 2014. The DEIR was released for public review on September 18, 2014, and was available for August 15, 2017 Contra Costa County Board of Supervisors Minutes 38 public review and comment for a period of 60 days, through November 17, 2014. A public hearing to receive comments on the DEIR was held before the Zoning Administrator on November 3, 2014. In response to comments received during the public comment period for the DEIR, the applicant submitted a plan for a smaller project known as the “Mitigated Plan Alternative” (MPA). On July 24, 2015, the CDD published an NOP indicating the intent to prepare an RDEIR analyzing the MPA and addressing additional issues. The RDEIR was released for public review on May 5, 2016, and a public hearing before the Zoning Administrator was held on June 20, 2016 to receive oral comments. The Final EIR was published and distributed on June 16, 2017. The EIR identifies potentially significant environmental impacts that would occur if the project is implemented, and recommends mitigation measures that would reduce all of the potentially significant impacts to less than significant levels. All recommended mitigation measures are included within a Mitigation Monitoring and Reporting Plan, which describes the timing and responsibility for monitoring compliance with all mitigation measures. All mitigation measures have been included in the recommended conditions of approval. COUNTY PLANNING COMMISSION HEARING AND DECISION OF JUNE 28, 2017 The project was heard before the County Planning Commission on June 28, 2017. During the public hearing, testimony was accepted from the applicant and members of the public. Based on the accepted oral and written testimony along with the project analysis provided by County staff, the County Planning Commission passed a motion to approve the subdivision (#SD13-9359), land use permit, and tree permit elements of the project; and provide recommendations for the remaining project elements that require approval of the County Board of Supervisors. The motion included an adoption of additional project findings, additional conditions of approval, and minor text edits which have been included in the Planning Commission Resolution (#12-2017) and recommended conditions of approval attached to this Board Order. CONSEQUENCE OF NEGATIVE ACTION: In the event that the proposed project is not approved, the applicant will not obtain the required General Plan Amendment, Rezoning, and Development Plan entitlements needed to allow the proposed Saranap Village Mixed-Use Project. However, it should be noted that the County Planning Commission has approved the proposed Vesting Tentative Map (County File #SD13-9359). Therefore, the project site could be subdivided into three separate parcels. CHILDREN'S IMPACT STATEMENT: This application is a request for approval of a General Plan Amendment, Rezoning, and Development Plan entitlements to allow the establishment of a mixed-use development. Due to the number of proposed residential units within the development, an increased demand for childcare and public school services will occur once the units are established. A childcare study for the project found that the surrounding Lafayette and Walnut Creek areas have a substantial base of existing childcare facilities that have ample vacancies to accommodate the anticipated increase in children needing childcare. In addition, the applicant would be required to comply with Senate Bill (SB) 50, which fully mitigates the potential effect of new student population that may be generated by the project on public school facilities. ATTACHMENTS Conditions of Approval Planning Commission Resolution Planning Commission Staff Report Maps and Plans General Plan Map Roadway Network Plan Rezoning Maps August 15, 2017 Contra Costa County Board of Supervisors Minutes 39 Development Agreement and Ordinance (Final Version) Development Agreement and Ordinance (Red Text Version) Site-A Plans Site-B Plans Site-C Plans Agency Comments Public Comments Powerpoint August 15, 2017 Contra Costa County Board of Supervisors Minutes 40 August 15, 2017 Contra Costa County Board of Supervisors Minutes 41 August 15, 2017 Contra Costa County Board of Supervisors Minutes 42 August 15, 2017 Contra Costa County Board of Supervisors Minutes 43 August 15, 2017 Contra Costa County Board of Supervisors Minutes 44 August 15, 2017 Contra Costa County Board of Supervisors Minutes 45 August 15, 2017 Contra Costa County Board of Supervisors Minutes 46 August 15, 2017 Contra Costa County Board of Supervisors Minutes 47 August 15, 2017 Contra Costa County Board of Supervisors Minutes 48 August 15, 2017 Contra Costa County Board of Supervisors Minutes 49 August 15, 2017 Contra Costa County Board of Supervisors Minutes 50 August 15, 2017 Contra Costa County Board of Supervisors Minutes 51 August 15, 2017 Contra Costa County Board of Supervisors Minutes 52 August 15, 2017 Contra Costa County Board of Supervisors Minutes 53 August 15, 2017 Contra Costa County Board of Supervisors Minutes 54 August 15, 2017 Contra Costa County Board of Supervisors Minutes 55 August 15, 2017 Contra Costa County Board of Supervisors Minutes 56 August 15, 2017 Contra Costa County Board of Supervisors Minutes 57 August 15, 2017 Contra Costa County Board of Supervisors Minutes 58 August 15, 2017 Contra Costa County Board of Supervisors Minutes 59 August 15, 2017 Contra Costa County Board of Supervisors Minutes 60 August 15, 2017 Contra Costa County Board of Supervisors Minutes 61 August 15, 2017 Contra Costa County Board of Supervisors Minutes 62 August 15, 2017 Contra Costa County Board of Supervisors Minutes 63 August 15, 2017 Contra Costa County Board of Supervisors Minutes 64 August 15, 2017 Contra Costa County Board of Supervisors Minutes 65 August 15, 2017 Contra Costa County Board of Supervisors Minutes 66 August 15, 2017 Contra Costa County Board of Supervisors Minutes 67 August 15, 2017 Contra Costa County Board of Supervisors Minutes 68 August 15, 2017 Contra Costa County Board of Supervisors Minutes 69 August 15, 2017 Contra Costa County Board of Supervisors Minutes 70 August 15, 2017 Contra Costa County Board of Supervisors Minutes 71 August 15, 2017 Contra Costa County Board of Supervisors Minutes 72 August 15, 2017 Contra Costa County Board of Supervisors Minutes 73 August 15, 2017 Contra Costa County Board of Supervisors Minutes 74 August 15, 2017 Contra Costa County Board of Supervisors Minutes 75 August 15, 2017 Contra Costa County Board of Supervisors Minutes 76 August 15, 2017 Contra Costa County Board of Supervisors Minutes 77 August 15, 2017 Contra Costa County Board of Supervisors Minutes 78 August 15, 2017 Contra Costa County Board of Supervisors Minutes 79 August 15, 2017 Contra Costa County Board of Supervisors Minutes 80 August 15, 2017 Contra Costa County Board of Supervisors Minutes 81 August 15, 2017 Contra Costa County Board of Supervisors Minutes 82 August 15, 2017 Contra Costa County Board of Supervisors Minutes 83 August 15, 2017 Contra Costa County Board of Supervisors Minutes 84 August 15, 2017 Contra Costa County Board of Supervisors Minutes 85 August 15, 2017 Contra Costa County Board of Supervisors Minutes 86 August 15, 2017 Contra Costa County Board of Supervisors Minutes 87 August 15, 2017 Contra Costa County Board of Supervisors Minutes 88 August 15, 2017 Contra Costa County Board of Supervisors Minutes 89 August 15, 2017 Contra Costa County Board of Supervisors Minutes 90 August 15, 2017 Contra Costa County Board of Supervisors Minutes 91 August 15, 2017 Contra Costa County Board of Supervisors Minutes 92 August 15, 2017 Contra Costa County Board of Supervisors Minutes 93 August 15, 2017 Contra Costa County Board of Supervisors Minutes 94 August 15, 2017 Contra Costa County Board of Supervisors Minutes 95 August 15, 2017 Contra Costa County Board of Supervisors Minutes 96 August 15, 2017 Contra Costa County Board of Supervisors Minutes 97 August 15, 2017 Contra Costa County Board of Supervisors Minutes 98 August 15, 2017 Contra Costa County Board of Supervisors Minutes 99 August 15, 2017 Contra Costa County Board of Supervisors Minutes 100 August 15, 2017 Contra Costa County Board of Supervisors Minutes 101 August 15, 2017 Contra Costa County Board of Supervisors Minutes 102 August 15, 2017 Contra Costa County Board of Supervisors Minutes 103 August 15, 2017 Contra Costa County Board of Supervisors Minutes 104 August 15, 2017 Contra Costa County Board of Supervisors Minutes 105 August 15, 2017 Contra Costa County Board of Supervisors Minutes 106 August 15, 2017 Contra Costa County Board of Supervisors Minutes 107 August 15, 2017 Contra Costa County Board of Supervisors Minutes 108 August 15, 2017 Contra Costa County Board of Supervisors Minutes 109 August 15, 2017 Contra Costa County Board of Supervisors Minutes 110 August 15, 2017 Contra Costa County Board of Supervisors Minutes 111 August 15, 2017 Contra Costa County Board of Supervisors Minutes 112 August 15, 2017 Contra Costa County Board of Supervisors Minutes 113 August 15, 2017 Contra Costa County Board of Supervisors Minutes 114 August 15, 2017 Contra Costa County Board of Supervisors Minutes 115 August 15, 2017 Contra Costa County Board of Supervisors Minutes 116 August 15, 2017 Contra Costa County Board of Supervisors Minutes 117 August 15, 2017 Contra Costa County Board of Supervisors Minutes 118 August 15, 2017 Contra Costa County Board of Supervisors Minutes 119 August 15, 2017 Contra Costa County Board of Supervisors Minutes 120 August 15, 2017 Contra Costa County Board of Supervisors Minutes 121 August 15, 2017 Contra Costa County Board of Supervisors Minutes 122 August 15, 2017 Contra Costa County Board of Supervisors Minutes 123 August 15, 2017 Contra Costa County Board of Supervisors Minutes 124 August 15, 2017 Contra Costa County Board of Supervisors Minutes 125 August 15, 2017 Contra Costa County Board of Supervisors Minutes 126 August 15, 2017 Contra Costa County Board of Supervisors Minutes 127 August 15, 2017 Contra Costa County Board of Supervisors Minutes 128 August 15, 2017 Contra Costa County Board of Supervisors Minutes 129 August 15, 2017 Contra Costa County Board of Supervisors Minutes 130 August 15, 2017 Contra Costa County Board of Supervisors Minutes 131 August 15, 2017 Contra Costa County Board of Supervisors Minutes 132 August 15, 2017 Contra Costa County Board of Supervisors Minutes 133 August 15, 2017 Contra Costa County Board of Supervisors Minutes 134 August 15, 2017 Contra Costa County Board of Supervisors Minutes 135 August 15, 2017 Contra Costa County Board of Supervisors Minutes 136 August 15, 2017 Contra Costa County Board of Supervisors Minutes 137 August 15, 2017 Contra Costa County Board of Supervisors Minutes 138 August 15, 2017 Contra Costa County Board of Supervisors Minutes 139 August 15, 2017 Contra Costa County Board of Supervisors Minutes 140 August 15, 2017 Contra Costa County Board of Supervisors Minutes 141 August 15, 2017 Contra Costa County Board of Supervisors Minutes 142 August 15, 2017 Contra Costa County Board of Supervisors Minutes 143 August 15, 2017 Contra Costa County Board of Supervisors Minutes 144 August 15, 2017 Contra Costa County Board of Supervisors Minutes 145 August 15, 2017 Contra Costa County Board of Supervisors Minutes 146 August 15, 2017 Contra Costa County Board of Supervisors Minutes 147 August 15, 2017 Contra Costa County Board of Supervisors Minutes 148 August 15, 2017 Contra Costa County Board of Supervisors Minutes 149 August 15, 2017 Contra Costa County Board of Supervisors Minutes 150 August 15, 2017 Contra Costa County Board of Supervisors Minutes 151 August 15, 2017 Contra Costa County Board of Supervisors Minutes 152 August 15, 2017 Contra Costa County Board of Supervisors Minutes 153 August 15, 2017 Contra Costa County Board of Supervisors Minutes 154 August 15, 2017 Contra Costa County Board of Supervisors Minutes 155 August 15, 2017 Contra Costa County Board of Supervisors Minutes 156 August 15, 2017 Contra Costa County Board of Supervisors Minutes 157 August 15, 2017 Contra Costa County Board of Supervisors Minutes 158 August 15, 2017 Contra Costa County Board of Supervisors Minutes 159 August 15, 2017 Contra Costa County Board of Supervisors Minutes 160 August 15, 2017 Contra Costa County Board of Supervisors Minutes 161 August 15, 2017 Contra Costa County Board of Supervisors Minutes 162 August 15, 2017 Contra Costa County Board of Supervisors Minutes 163 August 15, 2017 Contra Costa County Board of Supervisors Minutes 164 August 15, 2017 Contra Costa County Board of Supervisors Minutes 165 August 15, 2017 Contra Costa County Board of Supervisors Minutes 166 August 15, 2017 Contra Costa County Board of Supervisors Minutes 167 August 15, 2017 Contra Costa County Board of Supervisors Minutes 168 August 15, 2017 Contra Costa County Board of Supervisors Minutes 169 August 15, 2017 Contra Costa County Board of Supervisors Minutes 170 August 15, 2017 Contra Costa County Board of Supervisors Minutes 171 August 15, 2017 Contra Costa County Board of Supervisors Minutes 172 August 15, 2017 Contra Costa County Board of Supervisors Minutes 173 August 15, 2017 Contra Costa County Board of Supervisors Minutes 174 August 15, 2017 Contra Costa County Board of Supervisors Minutes 175 August 15, 2017 Contra Costa County Board of Supervisors Minutes 176 August 15, 2017 Contra Costa County Board of Supervisors Minutes 177 August 15, 2017 Contra Costa County Board of Supervisors Minutes 178 August 15, 2017 Contra Costa County Board of Supervisors Minutes 179 August 15, 2017 Contra Costa County Board of Supervisors Minutes 180 August 15, 2017 Contra Costa County Board of Supervisors Minutes 181 August 15, 2017 Contra Costa County Board of Supervisors Minutes 182 August 15, 2017 Contra Costa County Board of Supervisors Minutes 183 August 15, 2017 Contra Costa County Board of Supervisors Minutes 184 August 15, 2017 Contra Costa County Board of Supervisors Minutes 185 August 15, 2017 Contra Costa County Board of Supervisors Minutes 186 August 15, 2017 Contra Costa County Board of Supervisors Minutes 187 August 15, 2017 Contra Costa County Board of Supervisors Minutes 188 August 15, 2017 Contra Costa County Board of Supervisors Minutes 189 August 15, 2017 Contra Costa County Board of Supervisors Minutes 190 August 15, 2017 Contra Costa County Board of Supervisors Minutes 191 August 15, 2017 Contra Costa County Board of Supervisors Minutes 192 August 15, 2017 Contra Costa County Board of Supervisors Minutes 193 August 15, 2017 Contra Costa County Board of Supervisors Minutes 194 August 15, 2017 Contra Costa County Board of Supervisors Minutes 195 August 15, 2017 Contra Costa County Board of Supervisors Minutes 196 August 15, 2017 Contra Costa County Board of Supervisors Minutes 197 August 15, 2017 Contra Costa County Board of Supervisors Minutes 198 August 15, 2017 Contra Costa County Board of Supervisors Minutes 199 August 15, 2017 Contra Costa County Board of Supervisors Minutes 200 August 15, 2017 Contra Costa County Board of Supervisors Minutes 201 August 15, 2017 Contra Costa County Board of Supervisors Minutes 202 August 15, 2017 Contra Costa County Board of Supervisors Minutes 203 August 15, 2017 Contra Costa County Board of Supervisors Minutes 204 August 15, 2017 Contra Costa County Board of Supervisors Minutes 205 August 15, 2017 Contra Costa County Board of Supervisors Minutes 206 August 15, 2017 Contra Costa County Board of Supervisors Minutes 207 August 15, 2017 Contra Costa County Board of Supervisors Minutes 208 August 15, 2017 Contra Costa County Board of Supervisors Minutes 209 August 15, 2017 Contra Costa County Board of Supervisors Minutes 210 August 15, 2017 Contra Costa County Board of Supervisors Minutes 211 August 15, 2017 Contra Costa County Board of Supervisors Minutes 212 August 15, 2017 Contra Costa County Board of Supervisors Minutes 213 August 15, 2017 Contra Costa County Board of Supervisors Minutes 214 August 15, 2017 Contra Costa County Board of Supervisors Minutes 215 August 15, 2017 Contra Costa County Board of Supervisors Minutes 216 August 15, 2017 Contra Costa County Board of Supervisors Minutes 217 August 15, 2017 Contra Costa County Board of Supervisors Minutes 218 August 15, 2017 Contra Costa County Board of Supervisors Minutes 219 August 15, 2017 Contra Costa County Board of Supervisors Minutes 220 August 15, 2017 Contra Costa County Board of Supervisors Minutes 221 August 15, 2017 Contra Costa County Board of Supervisors Minutes 222 August 15, 2017 Contra Costa County Board of Supervisors Minutes 223 August 15, 2017 Contra Costa County Board of Supervisors Minutes 224 August 15, 2017 Contra Costa County Board of Supervisors Minutes 225 August 15, 2017 Contra Costa County Board of Supervisors Minutes 226 August 15, 2017 Contra Costa County Board of Supervisors Minutes 227 August 15, 2017 Contra Costa County Board of Supervisors Minutes 228 August 15, 2017 Contra Costa County Board of Supervisors Minutes 229 August 15, 2017 Contra Costa County Board of Supervisors Minutes 230 August 15, 2017 Contra Costa County Board of Supervisors Minutes 231 August 15, 2017 Contra Costa County Board of Supervisors Minutes 232 August 15, 2017 Contra Costa County Board of Supervisors Minutes 233 August 15, 2017 Contra Costa County Board of Supervisors Minutes 234 August 15, 2017 Contra Costa County Board of Supervisors Minutes 235 August 15, 2017 Contra Costa County Board of Supervisors Minutes 236 August 15, 2017 Contra Costa County Board of Supervisors Minutes 237 August 15, 2017 Contra Costa County Board of Supervisors Minutes 238 August 15, 2017 Contra Costa County Board of Supervisors Minutes 239 August 15, 2017 Contra Costa County Board of Supervisors Minutes 240 August 15, 2017 Contra Costa County Board of Supervisors Minutes 241 August 15, 2017 Contra Costa County Board of Supervisors Minutes 242 August 15, 2017 Contra Costa County Board of Supervisors Minutes 243 August 15, 2017 Contra Costa County Board of Supervisors Minutes 244 August 15, 2017 Contra Costa County Board of Supervisors Minutes 245 August 15, 2017 Contra Costa County Board of Supervisors Minutes 246 August 15, 2017 Contra Costa County Board of Supervisors Minutes 247 August 15, 2017 Contra Costa County Board of Supervisors Minutes 248 August 15, 2017 Contra Costa County Board of Supervisors Minutes 249 August 15, 2017 Contra Costa County Board of Supervisors Minutes 250 August 15, 2017 Contra Costa County Board of Supervisors Minutes 251 August 15, 2017 Contra Costa County Board of Supervisors Minutes 252 August 15, 2017 Contra Costa County Board of Supervisors Minutes 253 August 15, 2017 Contra Costa County Board of Supervisors Minutes 254 August 15, 2017 Contra Costa County Board of Supervisors Minutes 255 August 15, 2017 Contra Costa County Board of Supervisors Minutes 256 August 15, 2017 Contra Costa County Board of Supervisors Minutes 257 August 15, 2017 Contra Costa County Board of Supervisors Minutes 258 August 15, 2017 Contra Costa County Board of Supervisors Minutes 259 August 15, 2017 Contra Costa County Board of Supervisors Minutes 260 August 15, 2017 Contra Costa County Board of Supervisors Minutes 261 August 15, 2017 Contra Costa County Board of Supervisors Minutes 262 August 15, 2017 Contra Costa County Board of Supervisors Minutes 263 August 15, 2017 Contra Costa County Board of Supervisors Minutes 264 August 15, 2017 Contra Costa County Board of Supervisors Minutes 265 August 15, 2017 Contra Costa County Board of Supervisors Minutes 266 August 15, 2017 Contra Costa County Board of Supervisors Minutes 267 August 15, 2017 Contra Costa County Board of Supervisors Minutes 268 August 15, 2017 Contra Costa County Board of Supervisors Minutes 269 August 15, 2017Contra Costa County Board of Supervisors Minutes270 August 15, 2017 Contra Costa County Board of Supervisors Minutes 271 August 15, 2017 Contra Costa County Board of Supervisors Minutes 272 August 15, 2017 Contra Costa County Board of Supervisors Minutes 273 August 15, 2017 Contra Costa County Board of Supervisors Minutes 274 August 15, 2017 Contra Costa County Board of Supervisors Minutes 275 August 15, 2017 Contra Costa County Board of Supervisors Minutes 276 August 15, 2017 Contra Costa County Board of Supervisors Minutes 277 August 15, 2017 Contra Costa County Board of Supervisors Minutes 278 August 15, 2017 Contra Costa County Board of Supervisors Minutes 279 August 15, 2017 Contra Costa County Board of Supervisors Minutes 280 August 15, 2017 Contra Costa County Board of Supervisors Minutes 281 August 15, 2017 Contra Costa County Board of Supervisors Minutes 282 August 15, 2017 Contra Costa County Board of Supervisors Minutes 283 August 15, 2017 Contra Costa County Board of Supervisors Minutes 284 August 15, 2017 Contra Costa County Board of Supervisors Minutes 285 August 15, 2017 Contra Costa County Board of Supervisors Minutes 286 August 15, 2017 Contra Costa County Board of Supervisors Minutes 287 August 15, 2017 Contra Costa County Board of Supervisors Minutes 288 August 15, 2017Contra Costa County Board of Supervisors Minutes289 PROJECT DIRECTORYOWNER:HALL EQUITIES GROUP1855 OLYMPIC BLVD.,SUITE 300WALNUT CREEK, CA94596(925) 933-4000REED ONATEARCHITECT:MBH ARCHITECTS2470 MARINER SQUARELOOPALAMEDA, CA 94501(510) 865-8663JOHN COLECIVIL ENGINEER:KIER & WRIGHT2850 COLLIER CANYON ROADLIVERMORE, CA 94551(925) 245-8788MICHAEL COOPERLANDSCAPEARCHITECT:CAMP & CAMP ASSOCIATES2520 CAMINO DIABLOWALNUT CREEK, CA 94597(925) 941-6490TERRY CAMPSTRUCTURALENGINEER:DCI ENGINEERS100 MONTGOMERY STREET,SUITE 1150SAN FRANCISCO, CA 94104(415) 781-1505JEFF BRINKMECHANICAL/PLUMBING:ENGINEERING NETWORK18 JULIE HIGHLANDS COURTLAFAYETTE, CA 94549(925) 370-6191MANSOUR FIROUZIANELECTRICALENGINEER:FARD ENGINEERS309 LENNON LANE, SUITE 200WALNUT CREEK, CA 94598(925) 932-5505PERRY SAIIDNIACOVERSHEETCS-11" = 10'-0"14 JUL 15SHEETSCALE:JOB # 12-029DATE:REVISIONS:SARANAP VILLAGECONTRA COSTA COUNTY, CAPlanning & Landscape Architecture......15 FEB 17A04RESIDENTIAL LEVEL 2A05PROJECT DATAA06A01A07A7.1 ROOF PLANA10 SECTION ELEVATIONSA11 UNIT PLANSA09 SECTION ELEVATIONSA08 ELEVATIONSGRADING PLAN - SITE ATOPOGRAPHIC SURVEYC1C3C7L-1STREETSCAPE & LANDSCAPE PLAN - SITE A RENDERINGTREE EXHIBITL-4BIORENTION PLANTSL-5C6VEHICLE PARKING PLAN - SITE ASTORM WATER TREATMENT PLAN - SITE ASITE ACONTRA COSTA COUNTYA02 STREET LEVELA03 RESIDENTIAL LEVEL 1OVERALL SITE PLANC2Preliminary Development PlanPROPOSED LAND USES - SITE APLANNINGSUBMITTALSHEET INDEXCS-1COVER SHEETCS-2-Site APRELIMINARY BUILDING DESIGNGRADING PLAN - STREETSCAPEC4UTILITY PLAN - SITE AC5C8STORM WATER TREATMENT PLAN - STREETSCAPEC9SURVEY EXHIBITS - SITE AC11VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSESSITE A AMENITIESL-3.1SITE A AMENITIES- EXTERIOR SITE IMPROVEMENTS RENDERING L-2SITE A AMENITIES- EXTERIOR SITE IMPROVEMENTS L-2.1L-1.1STREETSCAPE & LANDSCAPE PLAN - SITE ASITE A AMENITIES- RENDERINGL-3RESIDENTIAL LEVEL 4RESIDENTIAL LEVEL 3RESIDENTIAL LEVEL 5C10VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes290 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17CS-2Proposed Land Uses- Site ASite AEXISTING ZONING: GENERAL COMMERCIAL (C); MULTI FAMILY RES. (M29);PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL APARTMENTS: 122 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 8700 S.F. G.L.A.EXISTING SITE AREA: 63,916 S.F. (1.47 AC)PROPOSED SITE AREA: 71,768 SF (1.64 AC)Site B / B1EXISTING ZONING: RETAIL BUSINESS (RB); MULTI FAMILY RES. (M29)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 52 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 12,875 S.F. G.L.A.EXISTING SITE AREA - SITE B: 55,727 S.F. (1.28 AC)PROPOSED SITE AREA - SITE B: 56,742 S.F. (1.30 AC)PROPOSED SITE AREA - SITE B1: 8,798 S.F. (.20 AC)Site CEXISTING ZONING: NEIGHBORHOOD BUSINESS (NB); PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 24 UNITSEXISTING SITE AREA: 25,237 S.F. (0.58 AC)PROPOSED SITE AREA: 26,197 S.F. (0.60 AC)Site B Site B 1 August 15, 2017Contra Costa County Board of Supervisors Minutes291 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site A RevisedL-1August 15, 2017Contra Costa County Board of Supervisors Minutes292 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site A RevisedL-1.1August 15, 2017Contra Costa County Board of Supervisors Minutes293 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17L-2Site A AmenitiesExterior Site ImprovementsAugust 15, 2017Contra Costa County Board of Supervisors Minutes294 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17L-2.1Site A AmenitiesExterior Site ImprovementsAugust 15, 2017Contra Costa County Board of Supervisors Minutes295 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17LIMIT O F W O R K L-3Site A AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes296 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17LIMIT O F W O R K L-3.1Site A AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes297 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Geijera parviflora *Australia Willow25'-35' tall, 20' wide, narrowdrooping olive green leaves, smallwhite flowersL-4Tree ExhibitCANOPY TREES AND ACCENT TREESAcer negundo 'Flamingo' *Flamingo Boxelder MapleSmall TreeAcer palmatumJapanese MapleSmall TreeAcer rubrum 'Armstrong''Armstrong' Red MapleMedium TreeCercis canadensis 'Ace of Hearts'Ace of Hearts RedbudSmall TreeCercis canadensisEastern RedbudSmall TreeCercis occidentalis *Western RedbudSmall TreeCornus KousaKousa DogwoodSmall TreeFraxinus oxycarpa 'Raywood'Raywood AshMedium TreeLagerstroemia indica 'Natchez' *Natchez Crape MyrtleMedium TreeMagnolia grandiflora 'Little Gem'Little Gem Dwarf Southern MagnoliaSmall TreeOlea europaea 'Swan Hill'Fruitless OliveMedium TreePyrus calleryana 'Chanticleer'Chanticleer Flowering PearMedium TreeQuercus agrifoliaCoast Live OakLarge TreeQuercus lobataValley OakLarge TreePistacia chinensisChinese PistachioMedium TreeQuercus virginianaSouthern Live OakLarge TreeTriadica sebifera *Chinese Tallow TreeLarge TreeEVERGREEN SCREEN TREESArbutus 'Marina'Marina Strawberry TreeMedium TreeArbutus unedoStrawberry TreeMedium TreeRhus lanceaAfrican Sumac20-30' tall, 25-35' wide, moderatelyslow growth, dark green villow-likeleavesPopocarpus graciliorFern Pine20'-60' tall, 10'-20' wide, glossydark green leavesLaurus nobilis 'Saratoga' *Sweet Bay12-40' tall, compact, dark greenleaves used for cookingSequoia sempervirensCoastal Redwood80'-100' tall, 25-35' wide, fast growth,dark green foliage* Also suitable forBioretention areasAugust 15, 2017Contra Costa County Board of Supervisors Minutes298 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Achillea millefoliumCommon YarrowGroundcoverAlyogyne huegeliiLilac HibiscusTall ShrubArctostaphlos densiflora'Howard McMinn'ManzanitaMedium ShrubArctostaphlos uva-ursi'Emerald Carpet'ManzanitaGroundcoverCarex divulsaBerkeley SedgeGrassCarpenteria californicaBush AnemoneScreenCornus stoloniferaRed Osier DogwoodTall ShrubCorrea 'Carmine Bells'Red Australian FuchsiaMedium ShrubFestuca idahoensisIdaho Blue FescueGrassHeteromeles arbutifoliaToyonScreenIris douglasianaDouglas IrisGroundcoverJuncus patensCalifornia Gray RushGrassLavandula angustifoliaLavenderLow ShrubMuhlenbergia rigensDeer GrassGrassMyrica californicaPacific Wax MyrtleScreenNandina domesticaHarbour DwarfGroundcoverPittosporum tenuifoliumKohuhuScreenRhamnus californicaCoffeeberryTall ShrubStipa tenuissimaMexican Feather GrassGrassRosmarinus officinalis'Blue Spires'Blue Spires RosemaryTall ShrubL-5VINESBIORETENTION PLANTSCornus sericeaRed Osier DogwoodTall ShrubChondropetalumelephantinumLarge Cape RushShrubs, Grasses &Bioretention PlantsLomandra longiflora 'Breeze'Breeze Mat-RushFicus pumila 'Minima'Climbing FigClytostoma callistegioidesLavender Trumpet VineHardenbergia violacea"Happy Wanderer'Purple Lilac VineTrachelospermumjasminoidesStar JasmineSHRUBS & GRASSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes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ugust 15, 2017Contra Costa County Board of Supervisors Minutes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ugust 15, 2017Contra Costa County Board of Supervisors Minutes301 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&5(6,'(17,$//(9(/$$$63$&(6/2%%<23(172%(/2:322/*<06)23(172%(/2:0(3%6666666666$$$&$ $7(1$176725$*(6$$$$ &%(;,767$,5(/(9(;,767$,5(/(9(;7(5,25(;,7%$/&21<,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25%5,'*($%29(%5,'*($%29(3$5.,1**$5$*(6$5$1$3$9(18(%28/(9$5':$<1257+5(6,'(17,$//(9(/5        $$$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes302 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&5(6,'(17,$//(9(/$$$63$&(623(172%(/2:%&6666666666$$%6%6&'($$$666$$$$%7(1$176725$*(/2%%<0(3(;,767$,5(/(9(;,767$,5(/(9%5,'*(%5,'*((;7(5,25(;,7%$/&21<,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'253$5.,1**$5$*(&2857<$5'%(/2:6$5$1$3$9(18(%28/(9$5':$<$1257+5(6,'(17,$//(9(/5        $$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes303 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&5(6,'(17,$//(9(/$$$63$&(6%&666666666$$%6$&'($$$666$$$$%$/2%%<0(3(;,767$,5(/(9(;,767$,5(/(97(1$176725$*(&2857<$5'%(/2:%5,'*((;7(5,25(;,7%$/&21<,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'253$5.,1**$5$*(6$5$1$3$9(18(%28/(9$5':$<$1257+5(6,'(17,$//(9(/5        $$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes304 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&5(6,'(17,$//(9(/$$$$63$&(6%&666666666$$%6$'($$666$$$$$$/2%%<0(3(;,767$,5(/(9(;,767$,5(/(9&2857<$5'%(/2:%5,'*(522)7(55$&(522)7(55$&(522)7(55$&((;7(5,25(;,7%$/&21<,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'253$5.,1**$5$*(6$5$1$3$9(18(%28/(9$5':$<$1257+5(6,'(17,$//(9(/5        $$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes305 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&5(6,'(17,$//(9(/$$$%66666666$$$/2%%<0(3(;,767$,5(/(9(;,767$,5(/(9522)%(/2:522)%(/2:522)7(55$&(%(/2:522)7(55$&(%(/2:522)%(/2:522)%(/2:3$5.,1*/(9(/%(/2:&2857<$5'%(/2:%5,'*(%(/2:522)7(55$&(522)7(55$&(%(/2:522)7(55$&(%(/2:,17(5,25(;,7&255,'25,17(5,25(;,7&255,'25,17(5,25(;,7&255,'256$5$1$3$9(18(%28/(9$5':$<$$1257+5(6,'(17,$//(9(/5        $$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes306 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&$$$522)%(/2:3$5.,1*/(9(/323(1727+(6.<&2857<$5'%(/2:522)7(55$&(6$5$1$3$9(18(%28/(9$5':$<$$1257+522)3/$1        522)7(55$&(35,9$7(7(55$&(5()(572/$1'6&$3(3/$16)25522)7(55$&(35,9$7(7(55$&($$$$$August 15, 2017Contra Costa County Board of Supervisors Minutes307 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&(/(9$7,2166$5$1$3$9(18((/(9$7,21:(671257+(/(9$7,21$$$%28/(9$5':$<(/(9$7,216287+6$5$1$3$9(18(       %28/(9$5':$<                     6$5$1$3$9(18(7+)/225 %$&.)520675((77+)/225 %$&.)520675((7+7+)/225 %$&.)520675((77+)/225 %$&.)520675((7 3/3/3/3/        )/$7%/$&.$12',=('$/80,180:,1'2:6'28%/(*/$=('/2:(3$,17('6+((70(7$/&23,1*.(//<0225(+/65867,&%521=(6$1'),1,6+&(0(173/$67(5.(//<0225(+/60(5&(5&+$5&2$/6$1'),1,6+&(0(173/$67(5.(//<0225(+/6,1*/(122.2/,9(3$,17('67((/$:1,1*6.(//<0225(+/65867,&%521=()/87('*5((1*/$663$5$3(7%$&./,7:,7+/('675,3/,*+769(57,&$/67$1',1*6($0=,1&6,',1*86('%5,&.%5,&.9(1((55811,1*%21'%2$5')250&21&5(7(%8/.+($'3$,17('67((/$1'*/$665$,/,1*6.(//<0225(+/65867,&%521=($)/$7%/$&.$12',=('$/80,180:,1'2:6'28%/(*/$=('/2:(3$,17('6+((70(7$/&23,1*.(//<0225(+/65867,&%521=(6$1'),1,6+&(0(173/$67(5.(//<0225(+/60(5&(5&+$5&2$/6$1'),1,6+&(0(173/$67(5.(//<0225(+/6,1*/(122.2/,9(3$,17('67((/$:1,1*6.(//<0225(+/65867,&%521=()/87('*5((1*/$663$5$3(7%$&./,7:,7+/('675,3/,*+769(57,&$/67$1',1*6($0=,1&6,',1*86('%5,&.%5,&.9(1((55811,1*%21'%2$5')250&21&5(7(%8/.+($'3$,17('67((/$1'*/$665$,/,1*6.(//<0225(+/65867,&%521=(3$,17('6+((70(7$/&23,1*.(//<0225(+/65867,&%521=(6$1'),1,6+&(0(173/$67(5.(//<0225(+/60(5&(5&+$5&2$/6$1'),1,6+&(0(173/$67(5.(//<0225(+/6,1*/(122.2/,9(3$,17('67((/$1'*/$665$,/,1*6.(//<0225(+/65867,&%521=()/$7%/$&.$12',=('$/80,180:,1'2:6'28%/(*/$=('/2:(287/,1(2)5(6,'(17,$/)/225%(<21'                        *5((1:$//3/$17,1*5()(572/$1'6&$3(3/$16)253/$17,1*29(5&08:$//3/$17(5$77232):$//5()(572/$1'6&$3(3/$16)253/$17,1*/$1'6&$3(*5,'602817('72&08:$//5()(572/$1'6&$3(3/$16)253/$17,1*0$7(5,$/6$1'&2/256$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6127(6),1$/6,*1$*(3/$172%(68%0,77('$77+(&216758&7,21'2&80(173+$6(  August 15, 2017Contra Costa County Board of Supervisors Minutes308 ($67(/(9$7,21&2857<$5'6(&7,21(/(9$7,216287+&2857<$5'6(&7,21(/(9$7,21:(67$$$2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&6(&7,21(/(9$7,21655555555533333                 6$5$1$3$9(18(             %28/(9$5':$<%28/(9$5':$<      5555*<0555&2857<$5'55555555 $322/7(1$176725$*(7(1$176725$*(7(1$176725$*(522)7(55$&(672&.5220   0$5.(7&2857<$5'*5((1:$//3/$17,1*5()(572/$1'6&$3(3/$16)253/$17,1*29(5&08:$//)/$7%/$&.$12',=('$/80,180:,1'2:6'28%/(*/$=('/2:(3$,17('6+((70(7$/&23,1*.(//<0225(+/65867,&%521=(6$1'),1,6+&(0(173/$67(5.(//<0225(+/60(5&(5&+$5&2$/6$1'),1,6+&(0(173/$67(5.(//<0225(+/6,1*/(122.2/,9(3$,17('67((/$:1,1*6.(//<0225(+/65867,&%521=()/87('*5((1*/$663$5$3(7%$&./,7:,7+/('675,3/,*+769(57,&$/67$1',1*6($0=,1&6,',1*86('%5,&.%5,&.9(1((55811,1*%21'%2$5')250&21&5(7(%8/.+($'3$,17('67((/$1'*/$665$,/,1*6.(//<0225(+/65867,&%521=(*$5$*(                        3/$17(5$77232):$//5()(572/$1'6&$3(3/$16)253/$17,1*/$1'6&$3(*5,'602817('72&08:$//5()(572/$1'6&$3(3/$16)253/$17,1*0$7(5,$/6$1'&2/256$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6127(0$7(5,$/6$1'&2/256$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6127(6),1$/6,*1$*(3/$172%(68%0,77('$77+(&216758&7,21'2&80(173+$6(August 15, 2017Contra Costa County Board of Supervisors Minutes309 &2857<$5'6(&7,21(/(9$7,211257+&2857<$5'6(&7,21(/(9$7,21($67*$5$*(6(&7,21$$$2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&6(&7,21(/(9$7,21655555555533333                   6$5$1$3$9(18(3333555               %28/(9$5':$<%28/(9$5':$<*<0555555555553555555 $*$5$*((175<55  0$5.(7&2857<$5' &2857<$5'23(1726$5$1$3$9(18(*$5$*(*$5$*(                          0$5.(7 0$7(5,$/6$1'&2/256$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6127(6),1$/6,*1$*(3/$172%(68%0,77('$77+(&216758&7,21'2&80(173+$6(August 15, 2017Contra Costa County Board of Supervisors Minutes310 2O\PSLF%RXOHYDUG:DOQXW&UHHN&DOLIRUQLD3$5&(/$6$5$1$39,//$*(%RXOHYDUG:D\6DUDQDS&DOLIRUQLD)&OD\)U\$UFKLWHFW,QF&UHVFHQWD&RXUW/DID\HWWH&$-$18$5<$1257+%&81,73/$16   678',281,7$81,7%   81,7$          81,7&81,7(81,7'       56)56)56)56)47<47<47<47<56)56)56)47<47<47<  81,7$81,7&   81,7%       81,7' (56)56)56)56)47< 47<47<47<$  $  $  $  $  $  $   $  $  $  $  $81,73/$16$5(35(/,0,1$5<$1'68%-(&772&+$1*(127(6August 15, 2017Contra Costa County Board of Supervisors Minutes311 BOULEVARD WAYBOULEVARD WAY1" = 30'C1PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDNOTESTOPOGRAPHIC SURVEYEXISTING BUILDING S.F.*August 15, 2017Contra Costa County Board of Supervisors Minutes312 UPBOULEVARD WAY OVERALL DEVELOPMENT AREA1" = 40'C2PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes313 GRADING PLAN - SITE A1" = 20'C3PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "A" DEVELOPMENTPARCEL "B" DEVELOPMENTLEGENDSECTIONAAugust 15, 2017Contra Costa County Board of Supervisors Minutes314 UPGRADING PLAN - STREETSCAPE1" = 30'C4PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "B" DEVELOPMENTPARCEL "C" DEVELOPMENTPARCEL "A" DEVELOPMENTLEGENDPARCEL "B1"DEVELOPMENTSECTIONAAugust 15, 2017Contra Costa County Board of Supervisors Minutes315 UTILITY PLAN - SITE A1" = 20'C5PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "A" DEVELOPMENTPARCEL "B" DEVELOPMENTLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes316 VEHICLE PARKING PLAN - SITE A1" = 20'C6PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMAugust 15, 2017Contra Costa County Board of Supervisors Minutes317 BOULEVARD WAYBOULEVARD WAYBOULEVARD WAYSTORM WATER TREATMENT PLAN - SITE A1" = 30'C7PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSLANDSCAPE AREAIMPERVIOUS ROOFTOP AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA38,186 61%8,030 14%15,887 25%62,103 100%TOTALLEGEND PROPOSED CONDITIONSTRIBUTARY AREA LIMITSLANDSCAPE AREAIMPERVIOUS ROOFTOP DRAINING TO BIO-RETENTION AREAIMPERVIOUS PAVEMENT DRAINING TO BIO-RETENTION AREAAREA(SF)% TOT.AREA48,71678%2,542 4%8,712 14%62,620 100%TOTALPROPERTY AREA LIMITSPROPOSED SWTP CONDITIONSDEVELOPMENT AREA 'A'EXISTING SWTP CONDITIONSDEVELOPMENT AREA 'A'TREATMENT PLANTERSDEVELOPMENT AREA 'A'BIO-RETENTION AREA2,650 4%N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTION*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.August 15, 2017Contra Costa County Board of Supervisors Minutes318 BOULEVARD WAYBOULEVARD WAYUPBOULEVARD WAYBOULEVARD WAYUPSTORM WATER TREATMENT PLAN - STREETSCAPE1" = 60'C8PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSLEGEND PROPOSED CONDITIONSLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA34,850 90.6%3,624 9.4%EXISTING SWTP CONDITIONSPROPOSED SWTP CONDITIONSSTREET IMPROVEMENT38,474 100%TOTALSTREET IMPROVEMENTLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA36,374 95%2,100 5%38,474 100%TOTALNOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.OVERLAYTREATMENT PLANTERSDEVELOPMENT AREA 'C'N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTION*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.PROPOSEDDISTURBEDAugust 15, 2017Contra Costa County Board of Supervisors Minutes319 SURVEY EXHIBITS - SITE A1" = 50'C9PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMASTREET RIGHT-OF-WAYDEDICATION AND VACATIONAugust 15, 2017Contra Costa County Board of Supervisors Minutes320 PARCEL TEN OF LEGAL DESCRIPTIONPARCEL EIGHT OF LEGAL DESCRIPTIONPARCEL ELEVEN OFLEGAL DESCRIPTIONPARCEL ONE OFLEGAL DESCRIPTIONEXCEPTION TO PARCEL TWOOF LEGAL DESCRIPTIONEXCEPTION TO PARCEL ONEOF LEGAL DESCRIPTIONPARCEL TWO OFLEGAL DESCRIPTIONPARCEL TWELVE A OFLEGAL DESCRIPTIONPARCEL TWELVE B OFLEGAL DESCRIPTIONPRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRM1" = 30'C10PARCEL "A" VICINITY MAP GENERAL NOTESBENCHMARKBASIS OF BEARINGSLEGENDSITESITESITEPARCEL "B" PARCEL "C" LEGAL DESCRIPTIONPARCEL "A" - 1 RESIDENTIAL UNIT (122 APARTMENTS)7 UNITS FOR COMMERCIAL AND PARKINGPARCEL "B" - 52 RESIDENTIAL UNITS12 UNITS FOR COMMERCIAL AND PARKINGPARCEL "C" - 24 RESIDENTIAL UNITS1 UNIT FOR PARKING USESVESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESA THREE-LOT TENTATIVE SUBDIVISION MAP FORCONDOMINIUM PURPOSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes321 UP1" = 30'C11PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMCCAADDLEGENDPARCEL "A" PARCEL "B" PARCEL "C" VESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESBB GENERAL NOTEAugust 15, 2017Contra Costa County Board of Supervisors Minutes322 COVERSHEETCS-11" = 10'-0"14 JUL 15SHEETSCALE:JOB # 12-029DATE:REVISIONS:SARANAP VILLAGECONTRA COSTA COUNTY, CAPlanning & Landscape Architecture......15 FEB 17L-1 STREETSCAPE & LANDSCAPE PLAN - SITE B RENDERINGSITE B AMENITIES RENDERINGL-2L-3TREE EXHIBITL-4BIORENTION PLANTSL-5SITE B1 AMENITIES RENDERINGSITE B & B1CONTRA COSTA COUNTYA-4 OVERALL 2ND FLOOR PLANA-5 OVERALL 3RD FLOOR PLANAREA TABULATION, APPLICABLE CODES, A-6 OVERALL 4TH FLOOR PLANA-1A-7 OVERALL 5TH FLOOR PLANA-9 ENLARGED TOWNHOUSE 1ST FLOOR PLANA-16 BUILDING SECTIONA-17 BUILDING SECTIONA-18 UNIT PLAN A1 & A2 ENLARGED FLOOR PLANA-12 EXTERIOR ELEVATIONSA-11 EXTERIOR ELEVATIONSUNIT PLAN B1 & B2 ENLARGED FLOOR PLANA-19UNIT PLAN B3 & B4 ENLARGED FLOOR PLANA-20UNIT PLAN B4.1 & B5 ENLARGED FLOOR PLANA-21UNIT PLAN C1 & C1.1 ENLARGED FLOOR PLANA-22UNIT PLAN C2 & C3 ENLARGED FLOOR PLANA-23A-2A-3 OVERALL 1ST FLOOR PLANOVERALL BASEMENT FLOOR PLANA-8 OVERALL ROOF PLANA-10 ENLARGED TOWNHOUSE 2ND FLOOR PLANA-13 TOWNHOUSE ELEVATIONSA-14 TOWNHOUSE ELEVATIONSA-15 TOWNHOUSE ELEVATIONSUNIT PLAN TH1 & TH2 ENLARGED FLOOR PLANA-24Preliminary Development PlanL-1.1 STREETSCAPE & LANDSCAPE PLAN - SITE B PROPOSED LAND USES - SITE BPLANNINGSUBMITTALSHEET INDEXCS-1 COVER SHEETCS-2PROJECT DIRECTORYOWNER:HALL EQUITIES GROUP1855 OLYMPIC BLVD.,SUITE 300WALNUT CREEK, CA94596(925) 933-4000REED ONATEARCHITECT:MBH ARCHITECTS2470 MARINER SQUARELOOPALAMEDA, CA 94501(510) 865-8663JOHN COLECIVIL ENGINEER:KIER & WRIGHT2850 COLLIER CANYON ROADLIVERMORE, CA 94551(925) 245-8788MICHAEL COOPERLANDSCAPEARCHITECT:CAMP & CAMP ASSOCIATES2520 CAMINO DIABLOWALNUT CREEK, CA 94597(925) 941-6490TERRY CAMPSTRUCTURALENGINEER:DCI ENGINEERS100 MONTGOMERY STREET,SUITE 1150SAN FRANCISCO, CA 94104(415) 781-1505JEFF BRINKMECHANICAL/PLUMBING:ENGINEERING NETWORK18 JULIE HIGHLANDS COURTLAFAYETTE, CA 94549(925) 370-6191MANSOUR FIROUZIANELECTRICALENGINEER:FARD ENGINEERS309 LENNON LANE, SUITE 200WALNUT CREEK, CA 94598(925) 932-5505PERRY SAIIDNIAPARKING ANALYSIS, UNIT DATAPRELIMINARY SKETCHGRADING PLAN - SITE B/B1TOPOGRAPHIC SURVEYC1C3C7C6VEHICLE PARKING PLAN - SITE B/B1STORM WATER TREATMENT PLAN - SITE B/B1OVERALL SITE PLANC2GRADING PLAN - STREETSCAPEC4UTILITY PLAN - SITE B/B1C5C8STORM WATER TREATMENT PLAN - STREETSCAPEC9SURVEY EXHIBITS - SITE B/B1C10VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSES-Site B, B1C11VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSESSITE B AMENITIESL-2.1L-3.1 SITE B1 AMENITIESAugust 15, 2017Contra Costa County Board of Supervisors Minutes323 030156090Proposed Land Uses- Site B07-08-15SUBJECT TO MODIFICATION01-30-17CS-2Site CSite ASite ASite B / B1Site CEXISTING ZONING: GENERAL COMMERCIAL (C); MULTI FAMILY RES. (M29);PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL APARTMENTS: 122 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 8700 S.F. G.L.A.EXISTING SITE AREA: 63,916 S.F. (1.47 AC)PROPOSED SITE AREA: 71,768 SF (1.64 AC)EXISTING ZONING: RETAIL BUSINESS (RB); MULTI FAMILY RES. (M29)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 52 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 12,875 S.F. G.L.A.EXISTING SITE AREA - SITE B: 55,727 S.F. (1.28 AC)PROPOSED SITE AREA - SITE B: 56,742 S.F. (1.30 AC)PROPOSED SITE AREA - SITE B1: 8,798 S.F. (.20 AC)EXISTING ZONING: NEIGHBORHOOD BUSINESS (NB); PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 24 UNITSEXISTING SITE AREA: 25,237 S.F. (0.58 AC)PROPOSED SITE AREA: 26,197 S.F. (0.60 AC)August 15, 2017Contra Costa County Board of Supervisors Minutes324 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site A RevisedL-1August 15, 2017Contra Costa County Board of Supervisors Minutes325 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site A RevisedL-1.1August 15, 2017Contra Costa County Board of Supervisors Minutes326 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17MATCHLINE - SEE BELOWMATCHLINE - SEE ABOVEMATCHLINE - SEE SHEET L-3LIMIT OF WORKL-2Site B AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes327 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17MATCHLINE - SEE BELOWMATCHLINE - SEE ABOVEMATCHLINE - SEE SHEET L-3.1LIMIT OF WORKL-2.1Site B AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes328 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Site B1 AmenitiesMATCHLINE - SEE SHEET L-2LIMIT OF WORKL-3August 15, 2017Contra Costa County Board of Supervisors Minutes329 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Site B1 AmenitiesMATCHLINE - SEE SHEET L-2.1LIMIT OF WORKL-3.1August 15, 2017Contra Costa County Board of Supervisors Minutes330 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Geijera parviflora *Australia Willow25'-35' tall, 20' wide, narrowdrooping olive green leaves, smallwhite flowersL-4Tree ExhibitCANOPY TREES AND ACCENT TREESAcer negundo 'Flamingo' *Flamingo Boxelder MapleSmall TreeAcer palmatumJapanese MapleSmall TreeAcer rubrum 'Armstrong''Armstrong' Red MapleMedium TreeCercis canadensis 'Ace of Hearts'Ace of Hearts RedbudSmall TreeCercis canadensisEastern RedbudSmall TreeCercis occidentalis *Western RedbudSmall TreeCornus KousaKousa DogwoodSmall TreeFraxinus oxycarpa 'Raywood'Raywood AshMedium TreeLagerstroemia indica 'Natchez' *Natchez Crape MyrtleMedium TreeMagnolia grandiflora 'Little Gem'Little Gem Dwarf Southern MagnoliaSmall TreeOlea europaea 'Swan Hill'Fruitless OliveMedium TreePyrus calleryana 'Chanticleer'Chanticleer Flowering PearMedium TreeQuercus agrifoliaCoast Live OakLarge TreeQuercus lobataValley OakLarge TreePistacia chinensisChinese PistachioMedium TreeQuercus virginianaSouthern Live OakLarge TreeTriadica sebifera *Chinese Tallow TreeLarge TreeEVERGREEN SCREEN TREESArbutus 'Marina'Marina Strawberry TreeMedium TreeArbutus unedoStrawberry TreeMedium TreeRhus lanceaAfrican Sumac20-30' tall, 25-35' wide, moderatelyslow growth, dark green villow-likeleavesPopocarpus graciliorFern Pine20'-60' tall, 10'-20' wide, glossydark green leavesLaurus nobilis 'Saratoga' *Sweet Bay12-40' tall, compact, dark greenleaves used for cookingSequoia sempervirensCoastal Redwood80'-100' tall, 25-35' wide, fast growth,dark green foliage* Also suitable forBioretention areasAugust 15, 2017Contra Costa County Board of Supervisors Minutes331 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17L-5Achillea millefoliumCommon YarrowGroundcoverAlyogyne huegeliiLilac HibiscusTall ShrubArctostaphlos densiflora'Howard McMinn'ManzanitaMedium ShrubArctostaphlos uva-ursi'Emerald Carpet'ManzanitaGroundcoverCarex divulsaBerkeley SedgeGrassCarpenteria californicaBush AnemoneScreenCornus stoloniferaRed Osier DogwoodTall ShrubCorrea 'Carmine Bells'Red Australian FuchsiaMedium ShrubFestuca idahoensisIdaho Blue FescueGrassHeteromeles arbutifoliaToyonScreenIris douglasianaDouglas IrisGroundcoverJuncus patensCalifornia Gray RushGrassLavandula angustifoliaLavenderLow ShrubMuhlenbergia rigensDeer GrassGrassMyrica californicaPacific Wax MyrtleScreenNandina domesticaHarbour DwarfGroundcoverPittosporum tenuifoliumKohuhuScreenRhamnus californicaCoffeeberryTall ShrubStipa tenuissimaMexican Feather GrassGrassRosmarinus officinalis'Blue Spires'Blue Spires RosemaryTall ShrubVINESBIORETENTION PLANTSCornus sericeaRed Osier DogwoodTall ShrubChondropetalumelephantinumLarge Cape RushShrubs, Grasses &Bioretention PlantsLomandra longiflora 'Breeze'Breeze Mat-RushFicus pumila 'Minima'Climbing FigClytostoma callistegioidesLavender Trumpet VineHardenbergia violacea"Happy Wanderer'Purple Lilac VineTrachelospermumjasminoidesStar JasmineSHRUBS & GRASSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes332 1%2 8 /(9 $5 ':$<6$5$1$3$9(%28/(9$5':$<%$&0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$$5($7$%8/$7,21$33/,&$%/(&2'(63$5.,1*$1$/<6,681,7'$7$126&$/($5($7$%8/$7,21$33/,&$%/(&2'(63$5.,1*$1$/<6,681,7'$7$$5($7$%8/$7,21*52666)352-(&7'(6&5,37,21=21,1*,1)250$7,21=21,1*,1)250$7,213529,'(')255()(5(1&(21/<&855(17=21,1*',675,&7$66(6625 63$5&(/180%(5$5($0,1,0$/275(48,5(0(1766,7(&29(5$*(5(48,5(0(176'(16,7<+(,*+7/,0,7<$5'5(48,5(0(1766,'(<$5'5($5<$5')52176(7%$&.5(48,5(0(1765(6,'(17,$/23(163$&(352326('=21,1*$33/,&$%/(&2'(63$5.,1*$1$/<6,6':(//,1*81,7&28176/2&$7(',181,1&25325$7('&2175$&267$&2817<7+($''5(66)257+,6352-(&7,6%28/(9$5':$<:$/187&5((.&$7+('(6,*15(35(6(17(',17+(6('2&80(176,668%-(&7727+($33529$/2)(17,7/(0(17'5$:,1*6%<&2175$&267$&2817<$//3257,2162)7+,6352-(&7$5(35,9$7(/<)81'('7+(3257,212)7+(352-(&7'(6&5,%('%<7+(6('5$:,1*6,1&/8'(621()/2252)%(/2:*5$'(3$5.,1*)259(+,&/(621()/2252)21*5$'(3$5.,1*)259(+,&/(621()/2252)$%29(*5$'(3$5.,1*)259(+,&/(6725(3/$&((;,67,1*3$5.,1*'(',&$7('727+((;,67,1*$'-$&(17&21'20,1,80%28/(9$5'7(55$&(5(67$85$175(7$,/63$&(6$1'5(6,'(17,$//2%%<$//21*5$'(7:26725<5(6,'(17,$/%8,/',1*:,1*6727$//,1*':(//,1*81,76$%29($&21&5(7(32',807+5((6725<72:1+286(*52836727$//,1*81,76$%29($&21&5(7(32',807<3(,,,$)8//<635,1./(5('&216758&7,21)25)2856725,(62)55(6,'(17,$/29(5$7:26725<7<3(,$*528363$5.,1**$5$*(06)0$;81,76$&5(    3 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$%8,/',1*67$1'$5'6$'0,1,675$7,9(&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$%8,/',1*&2'(3$5792/80(6  $//1(:&216758&7,2172&203/<:,7+&$/,)251,$5(6,'(17,$/&2'(3$57 $//1(:(/(&75,&$/:25.72&203/<:,7+&$/,)251,$(/(&75,&$/&2'(3$57 $//1(:0(&+$1,&$/:25.72&203/<:,7+&$/,)251,$0(&+$1,&$/&2'(3$57 $//1(:3/80%,1*:25.72&203/<:,7+&$/,)251,$3/80%,1*&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$(1(5*<&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$),5(&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$*5((1%8,/',1*67$1'$5'6&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$5()(5(1&(67$1'$5'6&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&2175$&267$&2817<&2'(7,7/(9,,727$/ 6)7+ 6)6)7+ 6)6)& 6)6)& 6)6)& 6)6)& 6)6)% 6)6)% 6)6)% 6)6)% 6)6)% 6)6)% 6)6)$ 6)6)$6)6)81,73/$1&2817&28176(//$%/($5($6(//$%/($5($%('522081,781,71(7727$/1(7727$/63$&(663$&(6 63$&(6%('52206î63$&(6 63$&(65(6,'(17,$//21*7(50%('52206î63$&(6 63$&(65(6,'(17,$/6+2577(503(5(03/2<((60,163$&(6 63$&(65(7$,//21*7(503(56)0,163$&(6 63$&(65(7$,/6+2577(503(5(03/2<((60,163$&(6 63$&(65(7$,/&2))((/21*7(503(56)0,163$&(6 63$&(65(7$,/&2))((6+2577(503(5(03/2<((60,163$&(6 63$&(65(67$85$17/21*7(503(56)0,163$&(6 63$&(65(67$85$176+2577(50%,&<&/(3$5.,1*%<86(3$5.,1*5(4 '3$5.,1*3529,'('*5$1'727$/3$5.,1*63$&(6 63$&(6727$/*8(673$5.,1*63$&(6 63$&(681,76î63$&(6 63$&(65(6,'(17,$/*8(67727$/5(6,'(17,$/3$5.,1*63$&(6 63$&(681,76[63$&(6 63$&(65(6,'(17,$/72:1+286(81,76î63$&(6 63$&(65(6,'(17,$/ %('522081,76î63$&(6 63$&(65(6,'(17,$/%('5220 /2&$7(',1%8,/',1*$ 727$/&200(5&,$/3$5.,1*63$&(6 63$&(65(7$,/63$&(3(56) 63$&(6 63$&(65(7$,/63$&(3(56) 63$&(6 63$&(65(7$,/63$&(3(56) 63$&(6 63$&(65(7$,/&2))((63$&(3(56)  63$&(6 63$&(65(67$85$1763$&(3(56)  63$&(6 63$&(6&$53$5.,1*%<86(727$/6)3$5.,1*5(4 '3$5.,1*3529,'('5%6)0$;1$    1$727$/  7+)/225  7+)/225  5')/225     1')/225     %8,/',1*/(9(/$$%%%%%%&&&&7+7+81,7727$/81,73/$1$5($6&255,'25$&&(6625<63$&(66)*$5$*($5($6)87,/,7<6)9(57,&$/&,5&8/$7,216)6)%,&<&/(6725$*(6)&200(5&,$/&,5&8/$7,216)*$5$*($5($6)/2$',1*6)/2%%< 0$,/6)0(3$5($6)5(67$85$176)5(7$,/&2))((6+236)5(7$,/6)5(7$,/6)5(7$,/6)6725$*(6)75$6+6)9(57,&$/&,5&8/$7,216)6)&/8%52206)&255,'25$&&(6625<63$&(66)*$5$*($5($6)75$6+6)81,73/$1$5($6)87,/,7<6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)87,/,7<6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)87,/,7<6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)87,/,7<6)9(57,&$/&,5&8/$7,216)6)6)67)/225%$6(0(17/(9(/*5266)/225$5($1')/2255')/2257+)/2257+)/225727$/127(66)6(//$%/(648$5()227$*(2)81,76,60($685(')520,16,'()$&(2):$//6$1'(;&/8'(66+$)7$5($6 3$,17723$,17 727$/727$/727$/727$/727$/*5$1'727$/+25,=217$/%8,/',1*6(3$5$7,21$//2:$1&(,1$&&25'$1&(:,7+&%&6(&7,21$%8,/',1*6+$//%(&216,'(5('$66(3$5$7($1'',67,1&7%8,/',1*6)257+(385326(2)'(7(50,1,1*$5($/,0,7$7,216&217,18,7<2)),5(:$//6/,0,7$7,212)180%(52)6725,(6$1'7<3(2)&216758&7,21:+(5($//2)7+()2//2:,1*&21',7,216$5(0(7 7+(%8,/',1*6$5(6(3$5$7(':,7+$+25,=217$/$66(0%/<+$9,1*$0,1,080+285),5(5(6,67$1&(5$7,1* 7+(%8,/',1*%(/2:7+(+25,=217$/$66(0%/<,612025(7+$121(6725<$%29(*5$'(3/$1( 7+(%8,/',1*%(/2:7+(+25,=217$/$66(0%/<,62)7<3(,$&216758&7,21 6+$)767$,5:$<5$03$1'(6&$/$725(1&/2685(67+528*+7+(+25,=217$/$66(0%/<6+$//+$9(127/(667+$1$+285),5(5(6,67$1&(5$7,1*:,7+23(1,1*3527(&7,9(6,1$&&25'$1&(:,7+6(&7,21(;&(37,21:+(5(7+((1&/2685(:$//6%(/2:7+(+25,=217$/$66(0%/<+$9(127/(667+$1$+285),5(5(6,67$1&(5$7,1*:,7+23(1,1*3527(&7,9(6,1$&&25'$1&(:,7+6(&7,217+((1&/2685(:$//6(;7(1',1*$%29(7+(+25,=217$/$66(0%/<6+$//%(3(50,77('72+$9($+285),5(5(6,67$1&(5$7,1*3529,'(' 7+(%8,/',1*$%29(7+(+25,=217$/$66(0%/<,61275(48,5('72%(2)7<3(,&216758&7,21 7+((1&/2685(&211(&76/(667+$1)2856725,(6$1' 7+((1&/2685(23(1,1*3527(&7,9(6$%29(7+(+25,=217$/$66(0%/<+$9($0,1,080+285),5(3527(&7,215$7,1* 7+(%8,/',1*25%8,/',1*6$%29(7+(+25,=217$/$66(0%/<6+$//%(3(50,77('72+$9(08/7,3/(*5283$2&&83$1&<86(6($&+:,7+$12&&83$17/2$'2)/(667+$125*5283%052562&&83$1&,(6 7+(%8,/',1*%(/2:7+(+25,=217$/$66(0%/<6+$//%(3527(&7('7+528*+287%<$1$33529('$8720$7,&635,1./(56<67(0,1$&&25'$1&(:,7+6(&7,21$1'6+$//%(3(50,77('72%($1<2)7+()2//2:,1*2&&83$1&,(6*528363$5.,1**$5$*(86(')257+(3$5.,1*$1'6725$*(2)35,9$7(027259(+,&/(608/7,3/(*5283$($&+:,7+$12&&83$17/2$'2)/(667+$1*5283%*52830*52835$1'86(6,1&,'(17$/727+(23(5$7,212)7+(%8,/',1* ,1&/8',1*(175</2%%,(60(&+$1,&$/522066725$*($5($6$1'6,0,/$586(6  7+(0$;,080%8,/',1*+(,*+7,1)((76+$//127(;&(('7+(/,0,766(7)257+,16(&7,21)257+(%8,/',1*+$9,1*7+(60$//(5$//2:$%/(+(,*+7$60($685(')5207+(*5$'(3/$1($6352326('7+(352-(&7:,//&203/<:,7+($&+2)7+($%29(&21',7,216:,7+7+((;&(37,212),7(0127+(7<3(,$%8,/',1*:,//,1&/8'(7:26725,(6$%29(*5$'(3/$1(:+(5(7+(&2'(/,0,767+(32',80%8,/',1*7212025(7+$121(6725<$%29(*5$'(3/$1(+2:(9(5,7,6,03257$1772127(7+$77+,66725</,0,7$7,21:$65(029(')5207+(+25,=217$/%8,/',1*6(3$5$7,21$//2:$1&(3529,6,216'85,1*7+(,&&&2'('(9(/230(17),1$/$&7,21+($5,1*6,12&72%(52)7+(5()25(7+(,17(51$7,21$/%8,/',1*&2'( ,%& :,//1275(675,&77+(180%(52)6725,(6$%29(*5$'(3/$1(%(/2:7+(+285+25,=217$/6(3$5$7,217+(5(63216,%/(&200,77(($33529('7+(&2'(&+$1*(35,25727+(),1$/$&7,21+($5,1*6$1'67$7('7+$77+(352326$/62/9(6$352%/(0)2585%$1$5($6$1'7+(5(9,6,213529,'(6)/(;,%,/,7<:,7+287&+$1*,1*7+(29(5$//+(,*+72)68&+6758&785(64827(')52025,*,1$/'5$)70(02%<&+85&+,//(1*,1((5,1*,1&-$0(6(&+85&+,//3(+25,=217$/%8,/',1*6(3$5$7,21127( /2&$7('21675((73$5.,1* August 15, 2017Contra Costa County Board of Supervisors Minutes333 3523(57</,1(835$03*$5$*(%72683(;,767$,583(;,767$,583 0(30(3(/(9$725/2%%<0(30(3         7<3 7<3     7<3 7<3 (;,767$,56725$*(    0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//%$6(0(17)/2253/$1  29(5$//%$6(0(17)/2253/$1/(*(1'.(<127(6 (/(9$725 (/(9$725 /,1(2)%8,/',1*$%29( :+((/672329(5$//%$6(0(17)/2253/$11August 15, 2017Contra Costa County Board of Supervisors Minutes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‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes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‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//1')/2253/$1  29(5$//1')/2253/$1/(*(1'.(<127(6 (/(9$725 (/(9$725 9(17,/$7,216+$)7 /,1(2)%5,'*($%29( 5(7$,/*$60(7(56 5(6,'(17,$/*$60(7(56 *5($6('8&775$6+5(&<&/(&+87( 3/$17(56/'/,1(2)32',80$%29( (;7(5,25(;,767$,5129(5$//1')/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes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‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//5')/2253/$1  29(5$//5')/2253/$11/(*(1'.(<127(6 (/(9$725 (/(9$725 9(17,/$7,216+$)7%5,'*( *5($6('8&775$6+5(&<&/(&+87( (;7(5,25(;,767$,529(5$//5')/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes337 3523(57</,1('183'18383'1$$$$$$$$$$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$$(;,767$,5(;,767$,5(;,767$,575$6+52200(3$$0(381,73/$1%81,73/$1&81,73/$1$81,73/$1%81,73/$1$81,73/$1%81,73/$1%81,73/$1%81,73/$1%81,73/$1$81,73/$1%81,73/$1%81,73/$17+     0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//7+)/2253/$1  29(5$//7+)/2253/$11/(*(1'.(<127(6 (/(9$725 (/(9$725 9(17,/$7,216+$)7%5,'*( *5($6('8&775$6+5(&<&/(&+87(/,1(2)522)%(/2:29(5$//7+)/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes338 3523(57</,1('183'183'181,73/$1%81,73/$1&81,73/$1$81,73/$1%81,73/$1$81,73/$1%81,73/$1%81,73/$1%81,73/$1%81,73/$1$$$$$$$$$$$(;,767$,5(;,767$,5(;,767$,50(375$6+522081,73/$1%$81,73/$1%$0(3     0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//7+)/2253/$1  29(5$//7+)/2253/$11/(*(1'.(<127(6 (/(9$725 (/(9$725 75$6+5(&<&/(&+87( 9(17,/$7,216+$)7%5,'*( *5($6('8&7 522)%(/2:29(5$//7+)/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes339 3523(57</,1('1'1   (;,767$,5(;,767$,5      0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//522)3/$1  29(5$//522)3/$11/(*(1'.(<127(6 (/(9$72529(55,'( (/(9$72529(55,'( 75$6+5(&<&/(&+87(9(17 9(17,/$7,216+$)7 *$5$*((;+$867)$1 *5($6('8&79(1729(5$//522)3/$1August 15, 2017Contra Costa County Board of Supervisors Minutes340 3523(57</,1(81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$'172:+1+286(*5283$72:+1+286(*5283%72:+1+286(*5283&  10DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$(1/$5*('72:1+286(67)/2253/$1  (1/$5*('72:1+286(67)/2253/$11/(*(1'.(<127(6 5$,6('3/$17(5:,7+75((:(//6((/$1'6&$3('5$:,1*6%5,'*( 9(+,&/(5$03%(/2:(1/$5*('72:1+286(67)/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes341 3523(57</,1(72:+1+286(*5283$72:+1+286(*5283%72:+1+286(*5283&81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$81,73/$17+$  10DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$(1/$5*('72:1+286(1')/2253/$1  (1/$5*('72:1+286(1')/2253/$11/(*(1'(1/$5*('72:1+286(1')/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes342 %$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/5(7$,/ 72:1+286(3$5.,1*72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(55(7$,/67$,5+,*+522)             %28/(9$5':$<  3523(57</,1(     23(172*$5$*(23(172:$/.:$<%$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/67$,5+,*+522)        3$5.,1**$5$*(3$5.,1**$5$*(%8,/',1*+(,*+7     %28/(9$5':$<23(172*$5$*(1127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$172%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes343 %$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/5(67$85$175(7$,/5(7$,/ 72:1+286(3$5.,1*72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(55(7$,/67$,5+,*+522)3523(57</,1(                           %28/(9$5':$<23(172*$5$*(%$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/5(67$85$1767$,5+,*+522)         %28/(9$5':$<  1127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$172%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$(;7(5,25(/(9$7,216  (;7(5,25(/(9$7,216.(<127(6 %2$5')250('&21&5(7( 3$,17('&(0(173/$67(560227+6$1'),1,6+ =,1&&/$'',1**/$66:,1'2::$//6<67(0 */$66'225 /,*+7&29(:,7+%$&./,7&2/25('*/$66 (;326('&21&5(7('(&. *8$5'5$,/5$,/$1'6&5,0$66(0%/< $1&+25('6721(9(1((56<67(05(6,'(17,$/*$60(7(565(67$85$17*$60(7(5%5,'*( */$66:,1'2:6<67(0)2/',1**/$66:$//6<67(0(/(9$7('6/23,1*%2$5':$/.:,7+*8$5'5$,/1257+(/(9$7,21($67(/(9$7,216,*1%$1'/2&$7,21&(//8/26($1'5(6,13$1(/6,',1*6<67(0August 15, 2017Contra Costa County Board of Supervisors Minutes344 172:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$172%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$72:1+286((/(9$7,216  72:1+286((/(9$7,216.(<127(667$1',1*6($00(7$/522)3$,17('%2$5'$1'%$77(16,',1**/$66:,1'2:6<67(06+((70(7$/&23,1*3$,17(':22'75,03$,17(':22'/289(53$,17(':22''225*/$66'2253$,17('3/$17(5%2;3$,17('5$,/,1*72:1+286(*5283$($67(/(9$7,2172:1+286(*5283$1257+(/(9$7,2172:1+286(*5283$:(67(/(9$7,2172:1+286(*5283$6287+(/(9$7,21August 15, 2017Contra Costa County Board of Supervisors Minutes345 172:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$172%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$72:1+286((/(9$7,216  72:1+286((/(9$7,216.(<127(672:1+286(*5283%($67(/(9$7,2172:1+286(*5283%1257+(/(9$7,2172:1+286(*5283%:(67(/(9$7,2172:1+286(*5283%6287+(/(9$7,2167$1',1*6($00(7$/522)3$,17('%2$5'$1'%$77(16,',1**/$66:,1'2:6<67(06+((70(7$/&23,1*3$,17(':22'75,03$,17(':22'/289(53$,17(':22''225*/$66'2253$,17('3/$17(5%2;3$,17('5$,/,1*August 15, 2017Contra Costa County Board of Supervisors Minutes346 172:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5   7<3 72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(5    127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<%(&+$1*('72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$172%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$72:1+286((/(9$7,216  72:1+286((/(9$7,216.(<127(672:1+286(*5283&($67(/(9$7,2172:1+286(*5283&1257+(/(9$7,2172:1+286(*5283&:(67(/(9$7,2172:1+286(*5283&6287+(/(9$7,2167$1',1*6($00(7$/522)3$,17('%2$5'$1'%$77(16,',1**/$66:,1'2:6<67(06+((70(7$/&23,1*3$,17(':22'75,03$,17(':22'/289(53$,17(':22''225*/$66'2253$,17('3/$17(5%2;3$,17('5$,/,1*August 15, 2017Contra Costa County Board of Supervisors Minutes347 %$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/67$,5+,*+522)3$5.,1**$5$*(        (;,767$,53$5.,1**$5$*(':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7 ':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7&255,'257<3&/8%52200(37<3':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7%$6(0(17/(9(/72:1+286(3$5.,1*72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(55(7$,/':(//,1*81,75(7$,/':(//,1*81,7':(//,1*81,7':(//,1*81,73$5.,1**$5$*(      %28/(9$5':$< 3$5.,1**$5$*(%28/(9$5'7(55$&(&21'23$5.,1*67$*,1*$5($10DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$%8,/',1*6(&7,21  %8,/',1*6(&7,21%8,/',1*6(&7,21%8,/',1*6(&7,21August 15, 2017Contra Costa County Board of Supervisors Minutes348 %$6(0(17/(9(/%$6(0(17/(9(/67)/2251')/2255')/2257+)/2257+)/225522)/(9(/5(7$,/ 72:1+286(3$5.,1*72:1+286(32',8072:1+286(1')/22572:1+286(3/$7(72:1+286('250(55(7$,/67$,5+,*+522)':(//,1*81,7':(//,1*81,7':(//,1*81,73$5.,1**$5$*(5(7$,/5(7$,/':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,70(33$5.,1**$5$*(':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,73$5.,1**$5$*(3$5.,1**$5$*(         ':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7       (;,767$,5&255,'257<375$6+&+87(75$6+52200(35$,6('3/$17(5:,7+75((:(//3523(57</,1(&255,'2575$6+52207<3&255,'257<310DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$%8,/',1*6(&7,21  %8,/',1*6(&7,21%8,/',1*6(&7,21&August 15, 2017Contra Costa County Board of Supervisors Minutes349 .,7&+(1:$/.,1&/26(7%('5220%$7+5220/$81'5<&/26(7(175<&/26(7(175<+$//:$</,9,1*5220%$/&21<)$8:'':  +$//:$</,9,1*5220%$/&21<.,7&+(1(175</$81'5<&/26(7(175<&/26(7%$7+5220%('5220:$/.,1&/26(7)$8:'':  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes350 %('5220:$/.,1&/26(7%$7+5220/$81'5<&/26(7%$7+5220+$//:$<(175<&/26(7(175<%$/&21</,9,1*5220.,7&+(1&/26(7%('5220':)$8:'  %$/&21</,9,1*5220(175<(175<&/26(7/$81'5<&/26(7.,7&+(1&/26(7%('5220:$/.,1&/26(7%('5220+$//:$<%$7+5220%$7+5220)$8:'':&/26(7  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes351 %$/&21</,9,1*5220678'<&/26(7%('5220%$7+5220.,7&+(1%('5220(175<%$7+5220+$//:$<:$/.,1&/26(7(175<&/26(7/$81'5<&/26(7)$8:'':  %('5220&/26(7%$7+5220%$/&21</,9,1*5220%('5220&/26(7%$7+5220(175<&/26(7(175<.,7&+(1/$81'5<&/26(7)$8 :'':  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes352 /,9,1*5220%('5220&/26(7%$7+5220%('5220&/26(7+$//:$<(175<(175<&/26(7%$7+5220%$/&21<.,7&+(1/$81'5<&/26(7%(/2:)$8'1':  %('5220678'<%('5220&/26(7:$/.,1&/26(7+$//:$<%$7+5220%$7+5220/,9,1*5220.,7&+(1%$/&21</$81'5<&/26(7(175<&/26(7(175<)$8:'':  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes353 .,7&+(1/,9,1*5220%$/&21<%('5220:$/.,1&/26(7%$7+5220/$81'5<&/26(7(175<&/26(7%('5220%$7+5220(175<&/26(7%('5220&/26(7+$//:$<:')$8':  %$/&21</,9,1*5220%$7+5220%('5220:$/.,1&/26(7/$81'5<&/26(7(175<(175<&/26(7%$7+5220&/26(7%('5220+$//:$<%('5220&/26(7.,7&+(1:')$8'1':  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes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‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes355 32:'(5522083.,7&+(1&/26(7/,9,1*5220':  %('5220/$81'5<&/26(7&/26(7+$//:$<&/26(7%$7+5220%('5220'1)$8:'  /,9,1*5220(175<&/26(7678'<32:'(55220.,7&+(1(175<83':  %('5220:$/.,1&/26(7%$7+5220%('5220:$/.,1&/26(7+$//:$<'1)$8:'/$81'5<&/26(7  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/%-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$81,73/$17+ 7+(1/$5*(')/2253/$1  81,73/$17+ 7+(1/$5*(')/2253/$1127(6$ $//',0(16,216$5(72)$&(2)678'25&21&5(7(821% $//'22523(1,1*66+$//%(2))6(7)520),1,6+2)$'-$&(17:$//72-$0%821& %$6(%2$5' ,17(5,25'2253$,17),1,6+72%(6(0,*/266' $//81,766+$//%($'$37$%/($1'&203/<:,7+&%&&+$37(5$( 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:.,7&+(16,1.,1$&&25'$1&(:,7+&%&6(&7,21$) 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:/$9$725<6,1.$7$&&(66,%/(%$7+5220,1$&&25'$1&(:,7+&%&6(&7,21$* 3529,'(%$&.,1*3/$7(6$7$&&(66,%/(%$7+52206+ 7<3,&$/&(,/,1*+(,*+7 0($685(')5207232)&21&5(7(6/$%7281'(56,'(2)6/$%$%29(:,7+92/80(&(,/,1*$7/,9,1*$1'',1,1*5220621723)/225, (;7(5,25:$//6:,1'2:6%$/&21,(6 6758&785$/&21',7,2160$<9$5<$021*7+(6$0(81,77<3(5()(57229(5$//)/2253/$1681,73/$17+(1/$5*('67)/2253/$181,73/$17+(1/$5*('1')/2253/$181,73/$17+(1/$5*('67)/2253/$181,73/$17+(1/$5*('1')/2253/$116)16)August 15, 2017Contra Costa County Board of Supervisors Minutes356 BOULEVARD WAYBOULEVARD WAY1" = 30'C1PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDNOTESTOPOGRAPHIC SURVEYEXISTING BUILDING S.F.*August 15, 2017Contra Costa County Board of Supervisors Minutes357 UPBOULEVARD WAY OVERALL DEVELOPMENT AREA1" = 40'C2PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes358 UPGRADING PLAN - SITE B/B11" = 20'C3PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "B" DEVELOPMENTPARCEL "A" DEVELOPMENTLEGENDPARCEL "B1" DEVELOPMENTSECTIONAAugust 15, 2017Contra Costa County Board of Supervisors Minutes359 UPGRADING PLAN - STREETSCAPE1" = 30'C4PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "B" DEVELOPMENTPARCEL "C" DEVELOPMENTPARCEL "A" DEVELOPMENTLEGENDPARCEL "B1"DEVELOPMENTSECTIONAAugust 15, 2017Contra Costa County Board of Supervisors Minutes360 UPUTILITY PLAN - SITE B/B11" = 20'C5PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "B" DEVELOPMENTPARCEL "A" DEVELOPMENTPARCEL "B1" DEVELOPMENTLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes361 VEHICLE PARKING PLAN - SITE B/B11" = 20'C6PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMAugust 15, 2017Contra Costa County Board of Supervisors Minutes362 BOULEVARD WAUPBOULEVARD WABOULEVARD WAUPSTORM WATER TREATMENT PLAN - SITE B1" = 30'C7PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSTRIBUTARY AREA LIMITSLANDSCAPE AREAIMPERVIOUS ROOFTOP DRAINING TO BIO-RETENTION AREAIMPERVIOUS PAVEMENT DRAINING TO BIO-RETENTION AREAAREA(SF)% TOT.AREA27,633 42%23,522 36%13,900 22%65,055 100%TOTALLEGEND PROPOSED CONDITIONSTRIBUTARY AREA LIMITSLANDSCAPE AREAIMPERVIOUS ROOFTOP IMPERVIOUS PAVEMENT AREA(SF)% TOT.AREA19,900 32%1,685 3%38,300 61%62,735 100%TOTALPROPERTY AREA LIMITSEXISTING SWTP CONDITIONSPROPOSED SWTP CONDITIONSTREATMENT PLANTERSDEVELOPMENT AREA 'B'DEVELOPMENT AREA 'B'DEVELOPMENT AREA 'B'BIO-RETENTION AREA2,850 4%N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTIONTHIRD FLOORFIRST FLOOR*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.August 15, 2017Contra Costa County Board of Supervisors Minutes363 BOULEVARD WAYBOULEVARD WAYUPBOULEVARD WAYBOULEVARD WAYUPSTORM WATER TREATMENT PLAN - STREETSCAPE1" = 60'C8PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSLEGEND PROPOSED CONDITIONSLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA34,850 90.6%3,624 9.4%EXISTING SWTP CONDITIONSPROPOSED SWTP CONDITIONSSTREET IMPROVEMENT38,474 100%TOTALSTREET IMPROVEMENTLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA36,374 95%2,100 5%38,474 100%TOTALNOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.OVERLAYTREATMENT PLANTERSDEVELOPMENT AREA 'C'N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTION*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.PROPOSEDDISTURBEDAugust 15, 2017Contra Costa County Board of Supervisors Minutes364 SURVEY EXHIBITS - SITE B/B11" = 50'C9PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLOT LINE ADJUSTMENT - SITE B/B1/CAACCESS EASEMENT - SITE BDCPRIVATE ACCESS, UTILITY ANDEMERGENCY VEHICLE ACCESSEASEMENT - SITE B/B1BOULEVARD WAYBSTREET RIGHT-OF-WAYDEDICATION AND VACATIONAugust 15, 2017Contra Costa County Board of Supervisors Minutes365 PARCEL TEN OF LEGAL DESCRIPTIONPARCEL EIGHT OF LEGAL DESCRIPTIONPARCEL ELEVEN OFLEGAL DESCRIPTIONPARCEL ONE OFLEGAL DESCRIPTIONEXCEPTION TO PARCEL TWOOF LEGAL DESCRIPTIONEXCEPTION TO PARCEL ONEOF LEGAL DESCRIPTIONPARCEL TWO OFLEGAL DESCRIPTIONPARCEL TWELVE A OFLEGAL DESCRIPTIONPARCEL TWELVE B OFLEGAL DESCRIPTIONPRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRM1" = 30'C10PARCEL "A" VICINITY MAP GENERAL NOTESBENCHMARKBASIS OF BEARINGSLEGENDSITESITESITEPARCEL "B" PARCEL "C" LEGAL DESCRIPTIONPARCEL "A" - 1 RESIDENTIAL UNIT (122 APARTMENTS)7 UNITS FOR COMMERCIAL AND PARKINGPARCEL "B" - 52 RESIDENTIAL UNITS12 UNITS FOR COMMERCIAL AND PARKINGPARCEL "C" - 24 RESIDENTIAL UNITS1 UNIT FOR PARKING USESVESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESA THREE-LOT TENTATIVE SUBDIVISION MAP FORCONDOMINIUM PURPOSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes366 UP1" = 30'C11PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMCCAADDLEGENDPARCEL "A" PARCEL "B" PARCEL "C" VESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESBB GENERAL NOTEAugust 15, 2017Contra Costa County Board of Supervisors Minutes367 SHEET INDEXCOVERSHEETCS-11" = 10'-0"14 JUL 15SHEETSCALE:JOB # 12-029DATE:REVISIONS:SARANAP VILLAGECONTRA COSTA COUNTY, CAPlanning & Landscape Architecture......15 FEB 17A-3 OVERALL 2ND FLOOR PLANA-4 OVERALL 3RD FLOOR PLANAREA TABULATION, APPLICABLE CODES,A-5 OVERALL 4TH FLOOR PLANARCHITECTURE:A-1A-2 OVERALL 1ST FLOOR PLANA-6 OVERALL ROOF PLANA-9 BUILDING SECTIONSA-10 UNIT PLAN A1 & B1 ENLARGED FLOOR PLANA-8 EXTERIOR ELEVATIONSA-7 EXTERIOR ELEVATIONSUNIT PLAN B2 & C1 ENLARGED FLOOR PLANA-11UNIT PLAN C2 ENLARGED FLOOR PLANA-12LANDSCAPE:L-1.1 STREETSCAPE & LANDSCAPE PLAN - SITE C SITE C AMENITIES - RENDERINGL-2TREE EXHIBITL-3BIORENTION PLANTSL-4CS-1 COVER SHEETPreliminary Development PlanL-1 STREETSCAPE & LANDSCAPE PLAN - SITE C RENDERINGCIVILSITE CCONTRA COSTA COUNTYPLANNINGSUBMITTALCS-2 PROPOSED LAND USES - SITE CPROJECT DIRECTORYOWNER:HALL EQUITIES GROUP1855 OLYMPIC BLVD.,SUITE 300WALNUT CREEK, CA94596(925) 933-4000REED ONATEARCHITECT:MBH ARCHITECTS2470 MARINER SQUARELOOPALAMEDA, CA 94501(510) 865-8663JOHN COLECIVIL ENGINEER:KIER & WRIGHT2850 COLLIER CANYON ROADLIVERMORE, CA 94551(925) 245-8788MICHAEL COOPERLANDSCAPEARCHITECT:CAMP & CAMP ASSOCIATES2520 CAMINO DIABLOWALNUT CREEK, CA 94597(925) 941-6490TERRY CAMPSTRUCTURALENGINEER:DCI ENGINEERS100 MONTGOMERY STREET,SUITE 1150SAN FRANCISCO, CA 94104(415) 781-1505JEFF BRINKMECHANICAL/PLUMBING:ENGINEERING NETWORK18 JULIE HIGHLANDS COURTLAFAYETTE, CA 94549(925) 370-6191MANSOUR FIROUZIANELECTRICALENGINEER:FARD ENGINEERS309 LENNON LANE, SUITE 200WALNUT CREEK, CA 94598(925) 932-5505PERRY SAIIDNIAPARKING ANALYSIS, UNIT DATAPRELIMINARY COMPUTER MODELGRADING PLAN - SITE CTOPOGRAPHIC SURVEYC1C3C7C6VEHICLE PARKING PLAN - SITE CSTORM WATER TREATMENT PLAN - SITE CBOULEVARD WAY OVERALL DEVELOPMENT AREAC2GRADING PLAN - STREETSCAPEC4UTILITY PLAN - SITE CC5C8STORM WATER TREATMENT PLAN - STREETSCAPEC9SURVEY EXHIBITSC10VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSES-Site CC11VESTING TENTATIVE MAP FOR CONDOMINIUMPURPOSESSITE C AMENITIESL-2.1August 15, 2017Contra Costa County Board of Supervisors Minutes368 03015609007-08-15SUBJECT TO MODIFICATION01-30-17CS-2Proposed Land Uses- Site CSite ASite B Site B1Site ASite B / B1Site CEXISTING ZONING: GENERAL COMMERCIAL (C); MULTI FAMILY RES. (M29);PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL APARTMENTS: 122 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 8700 S.F. G.L.A.EXISTING SITE AREA: 63,916 S.F. (1.47 AC)PROPOSED SITE AREA: 71,768 SF (1.64 AC)EXISTING ZONING: RETAIL BUSINESS (RB); MULTI FAMILY RES. (M29)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 52 UNITSPROPOSED COMMERCIAL RETAIL: APPROX. 12,875 S.F. G.L.A.EXISTING SITE AREA - SITE B: 55,727 S.F. (1.28 AC)PROPOSED SITE AREA - SITE B: 56,742 S.F. (1.30 AC)PROPOSED SITE AREA - SITE B1: 8,798 S.F. (.20 AC)EXISTING ZONING: NEIGHBORHOOD BUSINESS (NB); PLANNED UNIT (P1)PROPOSED ZONING: PLANNED UNIT (P1)PROPOSED RESIDENTIAL CONDOS: 24 UNITSEXISTING SITE AREA: 25,237 S.F. (0.58 AC)PROPOSED SITE AREA: 26,197 S.F. (0.60 AC)August 15, 2017Contra Costa County Board of Supervisors Minutes369 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site C RevisedL-1August 15, 2017Contra Costa County Board of Supervisors Minutes370 030156090planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17NEW LED STREET LIGHTMANUFACTURER: ANTIQUE STREET LAMPSPENDANT STYL E: EUROTIQUE COPENHAGEN SERIESCROSSARM STYLE: EAB4FINISH: BLACKWWW.ANTIQUESTREETLAMPS.COMPENDANTCROSSARMStreetscape and Landscape Plan-Site C RevisedL-1.1August 15, 2017Contra Costa County Board of Supervisors Minutes371 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17LIMIT OF WORKL-2Site C AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes372 01052030planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17LIMIT OF WORKL-2.1Site C AmenitiesAugust 15, 2017Contra Costa County Board of Supervisors Minutes373 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17Geijera parviflora *Australia Willow25'-35' tall, 20' wide, narrowdrooping olive green leaves, smallwhite flowersL-3Tree ExhibitCANOPY TREES AND ACCENT TREESAcer negundo 'Flamingo' *Flamingo Boxelder MapleSmall TreeAcer palmatumJapanese MapleSmall TreeAcer rubrum 'Armstrong''Armstrong' Red MapleMedium TreeCercis canadensis 'Ace of Hearts'Ace of Hearts RedbudSmall TreeCercis canadensisEastern RedbudSmall TreeCercis occidentalis *Western RedbudSmall TreeCornus KousaKousa DogwoodSmall TreeFraxinus oxycarpa 'Raywood'Raywood AshMedium TreeLagerstroemia indica 'Natchez' *Natchez Crape MyrtleMedium TreeMagnolia grandiflora 'Little Gem'Little Gem Dwarf Southern MagnoliaSmall TreeOlea europaea 'Swan Hill'Fruitless OliveMedium TreePyrus calleryana 'Chanticleer'Chanticleer Flowering PearMedium TreeQuercus agrifoliaCoast Live OakLarge TreeQuercus lobataValley OakLarge TreePistacia chinensisChinese PistachioMedium TreeQuercus virginianaSouthern Live OakLarge TreeTriadica sebifera *Chinese Tallow TreeLarge TreeEVERGREEN SCREEN TREESArbutus 'Marina'Marina Strawberry TreeMedium TreeArbutus unedoStrawberry TreeMedium TreeRhus lanceaAfrican Sumac20-30' tall, 25-35' wide, moderatelyslow growth, dark green villow-likeleavesPopocarpus graciliorFern Pine20'-60' tall, 10'-20' wide, glossydark green leavesLaurus nobilis 'Saratoga' *Sweet Bay12-40' tall, compact, dark greenleaves used for cookingSequoia sempervirensCoastal Redwood80'-100' tall, 25-35' wide, fast growth,dark green foliage* Also suitable forBioretention areasAugust 15, 2017Contra Costa County Board of Supervisors Minutes374 planning & landscape architecture2520 CAMINO DIABLOWALNUT CREEK, CALIFORNIA 94597(925) 941-6488 FAX (925) 941-6455email: tc@campandcamp.com01-05-1602-02-1610-13-1601-30-17L-4Achillea millefoliumCommon YarrowGroundcoverAlyogyne huegeliiLilac HibiscusTall ShrubArctostaphlos densiflora'Howard McMinn'ManzanitaMedium ShrubArctostaphlos uva-ursi'Emerald Carpet'ManzanitaGroundcoverCarex divulsaBerkeley SedgeGrassCarpenteria californicaBush AnemoneScreenCornus stoloniferaRed Osier DogwoodTall ShrubCorrea 'Carmine Bells'Red Australian FuchsiaMedium ShrubFestuca idahoensisIdaho Blue FescueGrassHeteromeles arbutifoliaToyonScreenIris douglasianaDouglas IrisGroundcoverJuncus patensCalifornia Gray RushGrassLavandula angustifoliaLavenderLow ShrubMuhlenbergia rigensDeer GrassGrassMyrica californicaPacific Wax MyrtleScreenNandina domesticaHarbour DwarfGroundcoverPittosporum tenuifoliumKohuhuScreenRhamnus californicaCoffeeberryTall ShrubStipa tenuissimaMexican Feather GrassGrassRosmarinus officinalis'Blue Spires'Blue Spires RosemaryTall ShrubVINESBIORETENTION PLANTSCornus sericeaRed Osier DogwoodTall ShrubChondropetalumelephantinumLarge Cape RushShrubs, Grasses &Bioretention PlantsLomandra longiflora 'Breeze'Breeze Mat-RushFicus pumila 'Minima'Climbing FigClytostoma callistegioidesLavender Trumpet VineHardenbergia violacea"Happy Wanderer'Purple Lilac VineTrachelospermumjasminoidesStar JasmineSHRUBS & GRASSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes375 9(+,&/(3$5.,1*86(5(6,'(17,$/%('522081,76î5(6,'(17,$/%('522081,76î5(6,'(17,$/%('522081,76î727$/5(6,'(17,$/3$5.,1*5(6,'(17,$/*8(6781,76î727$/*8(673$5.,1* /2&$7('21675((7)5217$*( *5$1'727$/3$5.,1*%,&<&/(3$5.,1*86(5(6,'(17,$/6+2577(50%('52206î5(6,'(17,$//21*7(50%('52206î727$/63$&(63$5.,1*5(48,5('63$&(663$&(663$&(663$&(663$&(663$&(663$&(63$5.,1*5(48,5('63$&(663$&(663$&(63$5.,1*3529,'('63$&(663$&(663$&(663$&(663$&(663$&(663$&(63$5.,1*3529,'('63$&(663$&(663$&(61%2 8 /(9 $5 ':$<6$5$1$3$9(%28/(9$5':$<%$&0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$$5($7$%8/$7,21$33/,&$%/(&2'(63$5.,1*$1$/<6,681,7'$7$126&$/($5($7$%8/$7,21$33/,&$%/(&2'(63$5.,1*$1$/<6,681,7'$7$$5($7$%8/$7,21*52666)352-(&7'(6&5,37,21=21,1*,1)250$7,217+,6352-(&7,6/2&$7(',181,1&25325$7('&2175$&267$&2817<7+($''5(66)257+,6352-(&7,6$667$7('%(/2:%28/(9$5':$<:$/187&5((.&$7+('(6,*15(35(6(17(',17+(6('5$:,1*6,6%$6('217+($33529$/2)(17,7/(0(17'5$:,1*6%<&2175$&267$&2817<$//3257,2162)7+,6352-(&7$5(35,9$7(/<)81'('7+(3257,212)7+(352-(&7'(6&5,%('%<7+(6('5$:,1*6,1&/8'(6‡ 21()/2252)3$5.,1*3$57,$//<%(/2:*5$'()25$87202%,/(621*5$'(5(6,'(17,$//2%%<‡ 7+5((6725<5(6,'(17,$/%8,/',1*$%29($&21&5(7(32',80&217$,1,1*':(//,1*81,767<3(9$)8//<635,1./(5('&216758&7,21)257+5((6725,(62)55(6,'(17,$/29(5$21(6725<7<3(,$21*5$'(*528363$5.,1**$5$*( $//1(:&216758&7,2172&203/<:,7+&$/,)251,$%8,/',1*67$1'$5'6$'0,1,675$7,9(&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$%8,/',1*&2'(3$5792/80(6  $//1(:&216758&7,2172&203/<:,7+&$/,)251,$5(6,'(17,$/&2'(3$57 $//1(:(/(&75,&$/:25.72&203/<:,7+&$/,)251,$(/(&75,&$/&2'(3$57 $//1(:0(&+$1,&$/:25.72&203/<:,7+&$/,)251,$0(&+$1,&$/&2'(3$57 $//1(:3/80%,1*:25.72&203/<:,7+&$/,)251,$3/80%,1*&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$(1(5*<&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$),5(&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$*5((1%8,/',1*67$1'$5'6&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&$/,)251,$5()(5(1&(67$1'$5'6&2'(3$57 $//1(:&216758&7,2172&203/<:,7+&2175$&267$&2817<&2'(7,7/(9,,$33/,&$%/(&2'(63$5.,1*$1$/<6,6':(//,1*81,7&28176%,&<&/(6725$*(6)(/(&75,&$/6)*$5$*($5($6)/2%%<6)75$6+6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)9(57,&$/&,5&8/$7,216)6)&255,'25$&&(6625<63$&(66)75$6+6)81,73/$1$5($6)9(57,&$/&,5&8/$7,216)6)727$/ 6)& 6)6)& 6)6)% 6)6)%  6)6)$6)6)3/$1&2817&28176(//$%/($5($6(//$%/($5($81,7%('522081,781,71(7727$/1(71')/22567)/225*5266)/225$5($5')/2257+)/225*5$1'727$/6)727$/    7+)/225 5')/225 1')/225 %8,/',1*/(9(/$%%&&81,7727$/81,73/$1$5($6=21,1*,1)250$7,213529,'(')255()(5(1&(21/<&855(17=21,1*',675,&7$66(6625 63$5&(/180%(5$5($0,1,0$/275(48,5(0(1766,7(&29(5$*(5(48,5(0(176'(16,7<+(,*+7/,0,7<$5'5(48,5(0(1766,'(<$5'5($5<$5')52176(7%$&.5(48,5(0(1765(6,'(17,$/23(163$&(352326('=21,1*01$6)0$;81,76$&5(    331$1$1$1$1$1$1$1$727$/727$/727$/727$/127(66)6(//$%/(648$5()227$*(2)81,76,60($685(')520,16,'()$&(2):$//6$1'(;&/8'(66+$)7$5($6 3$,17723$,17 August 15, 2017Contra Costa County Board of Supervisors Minutes376 838383$5($:,7+ &/($5&(,/,1*+(,*+772$&&(66,%/(3$5.,1*63$&(3523(57</,1(%28/(9$5':$<7<3 7<3 6(7%$&. 7<3 7<3   (;,767$,5*$5$*(5(6,'(17,$//2%%<(;,767$,57<3 7<3 726 (/(&    7<3 %,&<&/(522075$6+52206(7%$&. 6(7%$&. 6(7%$&. 6(7%$&. 6(7%$&.     0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//67)/2253/$1  29(5$//67)/2253/$11/(*(1'.(<127(6(/(9$725$&&(66*$7(*$60(7(56(/(&75,&$/75$16)250(5,19$8/76+2577(50%,&<&/(3$5.,1*6/''2*:$6+)$&,/,7<6/'75$6+5(&<&/(&+87($%29(29(5$//67)/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes377 8383'1'13523(57</,1($$$$$$$$5(6,'(17,$//2%%<(;,767$,5&255,'2575$6+5220 (;,767$,5 &2857<$5'81,73/$1%81,73/$1%81,73/$1%81,73/$1%81,73/$1&81,73/$1$81,73/$1%81,73/$1&   0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//1')/2253/$1  29(5$//1')/2253/$11/(*(1'.(<127(6(/(9$72575(//,6%(/2:+,*+:$//$/21*32',80('*(29(5$//1')/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes378 '183'1833523(57</,1($$$$$$$$5(6,'(17,$//2%%<&255,'25 (;,767$,575$6+522081,73/$1%81,73/$1%81,73/$1%81,73/$1%81,73/$1&81,73/$1$81,73/$1%81,73/$1&   (;,767$,50DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//5')/2253/$1  29(5$//5')/2253/$11/(*(1'.(<127(6(/(9$72529(5$//5')/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes379 '1'1833523(57</,1($$$$$$$$5(6,'(17,$//2%%<&255,'25 (;,767$,575$6+522081,73/$1%81,73/$1%81,73/$1%81,73/$1%81,73/$1&81,73/$1$81,73/$1%81,73/$1&   (;,767$,50DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//7+)/2253/$1  29(5$//7+)/2253/$11/(*(1'.(<127(6(/(9$72529(5$//7+)/2253/$1August 15, 2017Contra Costa County Board of Supervisors Minutes380 $&&21'(16(53523(57</,1(522) 29(5)/2:'5$,1   0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$29(5$//522)3/$1  29(5$//522)3/$11/(*(1'.(<127(675(//,6%(/2:7<3+$/)5281'0(7$/*877(57<30(&+$1,&$/:(//$&&21'(16(5,10(&+$1,&$/:(//7<329(5$//522)3/$1August 15, 2017Contra Costa County Board of Supervisors Minutes381 167)/2251')/2255')/2257+)/225723/$7(723/$7(#*$%/(          67)/2251')/2255')/2257+)/225723/$7(723/$7(#*$%/(     67)/2251')/2255')/2257+)/225723/$7(     3$5.,1**$5$*(67)/2251')/2255')/2257+)/225723/$7(     1')/2255')/2257+)/225723/$7(      127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<&+$1*(72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$&(72%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹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ugust 15, 2017Contra Costa County Board of Supervisors Minutes382 167)/2251')/2255')/2257+)/225723/$7(    3$5.,1**$5$*( 67)/2251')/2255')/2257+)/225723/$7(3$5.,1**$5$*(         67)/2251')/2255')/2257+)/225723/$7(3$5.,1**$5$*(':(//,1*81,7':(//,1*81,7':(//,1*81,7     67)/2251')/2255')/2257+)/225522)3/$1     %8,/',1*+(,*+7 127(6&2/25$1'0$7(5,$/6$5(35(/,0,1$5<$1'0$<&+$1*(72&203$5$%/(),1,6+(6),1$/6,*1$*(3/$&(72%(68%0,77('$7&216758&7,21'5$:,1*3+$6(0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$(;7(5,25(/(9$7,216  (;7(5,25(/(9$7,216.(<127(61257+&2857<$5'(/(9$7,211257+($67&2857<$5'(/(9$7,216287+($67&2857<$5'(/(9$7,211257+($67(/(9$7,21&(0(17,72866+,1*/((;7(5,256,',1*$5&+,7(&785$/&20326,7,216+,1*/(522)6721(9(1((5&20326,7($7%$77(5('%$6(*/$66:,1'2:6<67(03$,17(''(&25$7,9(0(7$/*5,//($7*$5$*(23(1,1*675(//,6)($785(67$,1(':22'2875,**(565$)7(57$,/6)$6&,$%2$5'6$1'5$.(%2$5'63$,17('%5$&.(76$1'.,&.(563$,17('%2$5'$1'%$77(16,',1*+$/)5281'0(7$/*877(56/,',1*0(7$/*$5$*('2253/$17(5%2;$&&(179(176$''5(66180(5$/6*/$66'2256&21&5(7(3,(56&$3726721(9(1((50(&+$1,&$/:(//&(0(173/$67(5*8$5':$//:,7+&$3352),/($1'6.,0&2$7&(0(173/$67(521&21&5(7(:$//%(/2:August 15, 2017Contra Costa County Board of Supervisors Minutes383 167)/2251')/2255')/2257+)/225723/$7(723/$7(#*$%/(    3$5.,1**$5$*(':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7(;,767$,5 &255,'257<33523(57</,1(3523(57</,1($77,&$77,&$77,&67)/2251')/2255')/2257+)/225723/$7(723/$7(#*$%/(    ':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,7':(//,1*81,73$5.,1**$5$*($&&21'(16(57<3,10(&+$1,&$/:(// 3523(57</,1(3523(57</,1(&(0(173/$67(5*8$5':$//&2857<$5'$77,&0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$.(<3/$13$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$%8,/',1*6(&7,216  %8,/',1*6(&7,216%8,/',1*6(&7,21%8,/',1*6(&7,21August 15, 2017Contra Costa County Board of Supervisors Minutes384 )$8:'':(175<.,7&+(1(175<&/26(7%$7+5220&/26(7%('5220%$/&21</,9,1*5220/$81'5<&/26(7+$//:$<  )$8:'':(175<%('5220:$/.,1&/26(7%$7+52209$1,7<%$7+5220(175<&/26(7.,7&+(1+$//:$</,9,1*5220%('52203$,17('3/$17(5%2;7<3+$//:$</$81'5<&/26(7%$/&21<&/26(7  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$81,73/$1$ %(1/$5*(')/2253/$1  81,73/$1$ %(1/$5*(')/2253/$1127(6$ $//',0(16,216$5(72)$&(2)678'25&21&5(7(821% $//'22523(1,1*66+$//%(2))6(7)520),1,6+2)$'-$&(17:$//72-$0%821& %$6(%2$5' ,17(5,25'2253$,17),1,6+72%(6(0,*/266' $//81,766+$//%($'$37$%/($1'&203/<:,7+&%&&+$37(5$( 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:.,7&+(16,1.,1$&&25'$1&(:,7+&%&6(&7,21$) 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:/$9$725<6,1.$7$&&(66,%/(%$7+5220,1$&&25'$1&(:,7+&%&6(&7,21$* 3529,'(%$&.,1*3/$7(6$7$&&(66,%/(%$7+52206+ &(,/,1*+(,*+70($685(')5207232)&21&5(7(6/$%257232)7233,1*6/$%, (;7(5,25:$//6:,1'2:6%$/&21,(6 6758&785$/&21',7,2160$<9$5<$021*7+(6$0(81,77<3(5()(57229(5$//)/2253/$1681,73/$1$(1/$5*(')/2253/$181,73/$1%(1/$5*(')/2253/$116)16)August 15, 2017Contra Costa County Board of Supervisors Minutes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‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$81,73/$1% &(1/$5*(')/2253/$1  81,73/$1% &(1/$5*(')/2253/$1127(6$ $//',0(16,216$5(72)$&(2)678'25&21&5(7(821% $//'22523(1,1*66+$//%(2))6(7)520),1,6+2)$'-$&(17:$//72-$0%821& %$6(%2$5' ,17(5,25'2253$,17),1,6+72%(6(0,*/266' $//81,766+$//%($'$37$%/($1'&203/<:,7+&%&&+$37(5$( 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:.,7&+(16,1.,1$&&25'$1&(:,7+&%&6(&7,21$) 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:/$9$725<6,1.$7$&&(66,%/(%$7+5220,1$&&25'$1&(:,7+&%&6(&7,21$* 3529,'(%$&.,1*3/$7(6$7$&&(66,%/(%$7+52206+ &(,/,1*+(,*+70($685(')5207232)&21&5(7(6/$%257232)7233,1*6/$%, (;7(5,25:$//6:,1'2:6%$/&21,(6 6758&785$/&21',7,2160$<9$5<$021*7+(6$0(81,77<3(5()(57229(5$//)/2253/$1681,73/$1%(1/$5*(')/2253/$181,73/$1&(1/$5*(')/2253/$116)16)August 15, 2017Contra Costa County Board of Supervisors Minutes386 )$8:'':%('5220.,7&+(1%$/&21<(175<(175<&/26(7%('5220+20(2)),&(+$//:$<&/26(7/,9,1*5220&/26(7:$/.,1&/26(7%$7+5220%$7+5220/$81'5<&/26(7  0DULQHU6TXDUH/RRS$ODPHGD&$7HO)D['UDZLQJ7LWOH3URMHFW6FDOH'UDZLQJ1R'UDZLQJVDQGZULWWHQPDWHULDODSSHDULQJKHUHLQFRQVWLWXWHRULJLQDODQGXQSXEOLVKHGZRUNRIWKH$UFKLWHFWDQGPD\QRWEHGXSOLFDWHGXVHGRUGLVFORVHGZLWKRXWZULWWHQFRQVHQWRIWKH$UFKLWHFW‹0%+$5&+,7(&76127)25&216758&7,21'DWH,VVXH1R6$5$1$39,//$*(&2175$&267$&2817<&$3$5&(/&-8/3/$11,1*68%0,77$/35(/,0,1$5<'(9(/230(173/$1'5$)7'(6,*168%-(&77202',),&$7,21-$13/$11,1*68%0,77$/$81,73/$1&(1/$5*(')/2253/$1  81,73/$1&(1/$5*(')/2253/$1127(6$ $//',0(16,216$5(72)$&(2)678'25&21&5(7(821% $//'22523(1,1*66+$//%(2))6(7)520),1,6+2)$'-$&(17:$//72-$0%821& %$6(%2$5' ,17(5,25'2253$,17),1,6+72%(6(0,*/266' $//81,766+$//%($'$37$%/($1'&203/<:,7+&%&&+$37(5$( 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:.,7&+(16,1.,1$&&25'$1&(:,7+&%&6(&7,21$) 3529,'(0,1,080:,'(5(029$%/(%$6(&$%,1(7%(/2:/$9$725<6,1.$7$&&(66,%/(%$7+5220,1$&&25'$1&(:,7+&%&6(&7,21$* 3529,'(%$&.,1*3/$7(6$7$&&(66,%/(%$7+52206+ &(,/,1*+(,*+70($685(')5207232)&21&5(7(6/$%257232)7233,1*6/$%, (;7(5,25:$//6:,1'2:6%$/&21,(6 6758&785$/&21',7,2160$<9$5<$021*7+(6$0(81,77<3(5()(57229(5$//)/2253/$1681,73/$1&(1/$5*(')/2253/$116)August 15, 2017Contra Costa County Board of Supervisors Minutes387 BOULEVARD WAYBOULEVARD WAY1" = 30'C1PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDNOTESTOPOGRAPHIC SURVEYEXISTING BUILDING S.F.*August 15, 2017Contra Costa County Board of Supervisors Minutes388 UPBOULEVARD WAY OVERALL DEVELOPMENT AREA1" = 40'C2PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes389 GRADING PLAN - SITE C1" = 20'C3PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDDETAILAAugust 15, 2017Contra Costa County Board of Supervisors Minutes390 UPGRADING PLAN - STREETSCAPE1" = 30'C4PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMPARCEL "B" DEVELOPMENTPARCEL "C" DEVELOPMENTPARCEL "A" DEVELOPMENTLEGENDPARCEL "B1"DEVELOPMENTSECTIONAAugust 15, 2017Contra Costa County Board of Supervisors Minutes391 UTILITY PLAN - SITE C1" = 20'C5PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGENDAugust 15, 2017Contra Costa County Board of Supervisors Minutes392 VEHICLE PARKING PLAN - SITE C1" = 20'C6PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMAugust 15, 2017Contra Costa County Board of Supervisors Minutes393 STORM WATER TREATMENT PLAN - SITE C1" = 30'C7PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSTRIBUTARY AREA LIMITSLANDSCAPE AREAIMPERVIOUS ROOFTOP DRAINING TO BIO-RETENTION AREAIMPERVIOUS PAVEMENT DRAINING TO BIO-RETENTION AREAAREA(SF)% TOT.AREA10,065 41%9,110 37%5,409 22%24,584 100%TOTALLEGEND PROPOSED CONDITIONSTRIBUTARY AREA LIMITSLANDSCAPE AREAIMPERVIOUS ROOFTOP DRAINING TO BIO-RETENTION AREAIMPERVIOUS PAVEMENT DRAINING TO BIO-RETENTION AREAAREA(SF)% TOT.AREA4,186 17%719 3%19,080 76%EXISTING SWTP CONDITIONSPROPOSED SWTP CONDITIONSTREATMENT PLANTERSDEVELOPMENT AREA 'C'DEVELOPMENT AREA 'C'DEVELOPMENT AREA 'C'N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTIONBIO-RETENTION AREA1140 4%25,125 100%TOTAL2ND FLOOR*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.August 15, 2017Contra Costa County Board of Supervisors Minutes394 BOULEVARD WAYBOULEVARD WAYUPBOULEVARD WAYBOULEVARD WAYUPSTORM WATER TREATMENT PLAN - STREETSCAPE1" = 60'C8PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLEGEND EXISTING CONDITIONSLEGEND PROPOSED CONDITIONSLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA34,850 90.6%3,624 9.4%EXISTING SWTP CONDITIONSPROPOSED SWTP CONDITIONSSTREET IMPROVEMENT38,474 100%TOTALSTREET IMPROVEMENTLANDSCAPE AREAIMPERVIOUS PAVEMENT AREAAREA(SF)% TOT.AREA36,374 95%2,100 5%38,474 100%TOTALNOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.OVERLAYTREATMENT PLANTERSDEVELOPMENT AREA 'C'N. T. S.STORM WATER TREATMENT PLANTER - TYPICAL SECTION*NOTE: BMP SIZES AND CONNECTIONS TO DRAINAGE AREAS WILL BECONFIRMED IN FINAL DESIGN. BMP AREA EXCEEDS 4.5% OFIMPERVIOUS AREA.PROPOSEDDISTURBEDAugust 15, 2017Contra Costa County Board of Supervisors Minutes395 SURVEY EXHIBITS - SITE C1" = 50'C9PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMLOT LINE ADJUSTMENT - SITE B/B1/CABOULEVARD WAYBSTREET RIGHT-OF-WAYDEDICATION AND VACATIONAugust 15, 2017Contra Costa County Board of Supervisors Minutes396 PARCEL TEN OF LEGAL DESCRIPTIONPARCEL EIGHT OF LEGAL DESCRIPTIONPARCEL ELEVEN OFLEGAL DESCRIPTIONPARCEL ONE OFLEGAL DESCRIPTIONEXCEPTION TO PARCEL TWOOF LEGAL DESCRIPTIONEXCEPTION TO PARCEL ONEOF LEGAL DESCRIPTIONPARCEL TWO OFLEGAL DESCRIPTIONPARCEL TWELVE A OFLEGAL DESCRIPTIONPARCEL TWELVE B OFLEGAL DESCRIPTIONPRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRM1" = 30'C10PARCEL "A" VICINITY MAP GENERAL NOTESBENCHMARKBASIS OF BEARINGSLEGENDSITESITESITEPARCEL "B" PARCEL "C" LEGAL DESCRIPTIONPARCEL "A" - 1 RESIDENTIAL UNIT (122 APARTMENTS)7 UNITS FOR COMMERCIAL AND PARKINGPARCEL "B" - 52 RESIDENTIAL UNITS12 UNITS FOR COMMERCIAL AND PARKINGPARCEL "C" - 24 RESIDENTIAL UNITS1 UNIT FOR PARKING USESVESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESA THREE-LOT TENTATIVE SUBDIVISION MAP FORCONDOMINIUM PURPOSESAugust 15, 2017Contra Costa County Board of Supervisors Minutes397 UP1" = 30'C11PRELIMINARY DEVELOPMENT PLANNO.REVISIONBYNO.2850 Collier Canyon Road (925) 245-8788CIVIL ENGINEERS & SURVEYORS, INC.KIER & WRIGHTLivermore, California 94551 Fax (925) 245-8796REVISIONBYA12549-3FEB. 15, 2017DESIGNERJOB NO.SHEETSCALEDATECONTRA COSTA COUNTY CALIFORNIAOFFORBOULEVARD WAY AND SARANAP AVENUEHALL EQUITIESCRMNOVEMBER 8, 2013TCOF 11 SHEETSDRAFT DESIGN - SUBJECT TO MODIFICATIONJANUARY 17, 2014TCFEBRUARY 23, 2014TCJULY 14, 2015MCJANUARY 27, 2017CRMCCAADDLEGENDPARCEL "A" PARCEL "B" PARCEL "C" VESTING TENTATIVE MAP FOR CONDOMINIUM PURPOSESBB GENERAL NOTEAugust 15, 2017Contra Costa County Board of Supervisors Minutes398 August 15, 2017 Contra Costa County Board of Supervisors Minutes 399 August 15, 2017 Contra Costa County Board of Supervisors Minutes 400 August 15, 2017 Contra Costa County Board of Supervisors Minutes 401 August 15, 2017 Contra Costa County Board of Supervisors Minutes 402 August 15, 2017 Contra Costa County Board of Supervisors Minutes 403 August 15, 2017 Contra Costa County Board of Supervisors Minutes 404 August 15, 2017 Contra Costa County Board of Supervisors Minutes 405 August 15, 2017 Contra Costa County Board of Supervisors Minutes 406 August 15, 2017 Contra Costa County Board of Supervisors Minutes 407 August 15, 2017 Contra Costa County Board of Supervisors Minutes 408 August 15, 2017 Contra Costa County Board of Supervisors Minutes 409 August 15, 2017 Contra Costa County Board of Supervisors Minutes 410 August 15, 2017 Contra Costa County Board of Supervisors Minutes 411 August 15, 2017 Contra Costa County Board of Supervisors Minutes 412 August 15, 2017 Contra Costa County Board of Supervisors Minutes 413 August 15, 2017 Contra Costa County Board of Supervisors Minutes 414 August 15, 2017 Contra Costa County Board of Supervisors Minutes 415 August 15, 2017 Contra Costa County Board of Supervisors Minutes 416 August 15, 2017 Contra Costa County Board of Supervisors Minutes 417 August 15, 2017 Contra Costa County Board of Supervisors Minutes 418 August 15, 2017 Contra Costa County Board of Supervisors Minutes 419 August 15, 2017 Contra Costa County Board of Supervisors Minutes 420 August 15, 2017 Contra Costa County Board of Supervisors Minutes 421 August 15, 2017 Contra Costa County Board of Supervisors Minutes 422 August 15, 2017 Contra Costa County Board of Supervisors Minutes 423 August 15, 2017 Contra Costa County Board of Supervisors Minutes 424 August 15, 2017 Contra Costa County Board of Supervisors Minutes 425 August 15, 2017 Contra Costa County Board of Supervisors Minutes 426 August 15, 2017 Contra Costa County Board of Supervisors Minutes 427 August 15, 2017 Contra Costa County Board of Supervisors Minutes 428 August 15, 2017 Contra Costa County Board of Supervisors Minutes 429 August 15, 2017 Contra Costa County Board of Supervisors Minutes 430 August 15, 2017 Contra Costa County Board of Supervisors Minutes 431 August 15, 2017 Contra Costa County Board of Supervisors Minutes 432 August 15, 2017 Contra Costa County Board of Supervisors Minutes 433 August 15, 2017 Contra Costa County Board of Supervisors Minutes 434 August 15, 2017 Contra Costa County Board of Supervisors Minutes 435 August 15, 2017 Contra Costa County Board of Supervisors Minutes 436 August 15, 2017 Contra Costa County Board of Supervisors Minutes 437 August 15, 2017 Contra Costa County Board of Supervisors Minutes 438 August 15, 2017 Contra Costa County Board of Supervisors Minutes 439 August 15, 2017 Contra Costa County Board of Supervisors Minutes 440 August 15, 2017 Contra Costa County Board of Supervisors Minutes 441 August 15, 2017 Contra Costa County Board of Supervisors Minutes 442 August 15, 2017 Contra Costa County Board of Supervisors Minutes 443 August 15, 2017 Contra Costa County Board of Supervisors Minutes 444 August 15, 2017 Contra Costa County Board of Supervisors Minutes 445 August 15, 2017 Contra Costa County Board of Supervisors Minutes 446 August 15, 2017 Contra Costa County Board of Supervisors Minutes 447 August 15, 2017 Contra Costa County Board of Supervisors Minutes 448 August 15, 2017 Contra Costa County Board of Supervisors Minutes 449 August 15, 2017 Contra Costa County Board of Supervisors Minutes 450 August 15, 2017 Contra Costa County Board of Supervisors Minutes 451 August 15, 2017 Contra Costa County Board of Supervisors Minutes 452 August 15, 2017 Contra Costa County Board of Supervisors Minutes 453 August 15, 2017 Contra Costa County Board of Supervisors Minutes 454 August 15, 2017 Contra Costa County Board of Supervisors Minutes 455 August 15, 2017 Contra Costa County Board of Supervisors Minutes 456 August 15, 2017 Contra Costa County Board of Supervisors Minutes 457 August 15, 2017 Contra Costa County Board of Supervisors Minutes 458 August 15, 2017 Contra Costa County Board of Supervisors Minutes 459 August 15, 2017 Contra Costa County Board of Supervisors Minutes 460 August 15, 2017 Contra Costa County Board of Supervisors Minutes 461 August 15, 2017 Contra Costa County Board of Supervisors Minutes 462 August 15, 2017 Contra Costa County Board of Supervisors Minutes 463 August 15, 2017 Contra Costa County Board of Supervisors Minutes 464 August 15, 2017 Contra Costa County Board of Supervisors Minutes 465 August 15, 2017 Contra Costa County Board of Supervisors Minutes 466 August 15, 2017 Contra Costa County Board of Supervisors Minutes 467 August 15, 2017 Contra Costa County Board of Supervisors Minutes 468 August 15, 2017 Contra Costa County Board of Supervisors Minutes 469 August 15, 2017 Contra Costa County Board of Supervisors Minutes 470 August 15, 2017 Contra Costa County Board of Supervisors Minutes 471 August 15, 2017 Contra Costa County Board of Supervisors Minutes 472 August 15, 2017 Contra Costa County Board of Supervisors Minutes 473 August 15, 2017 Contra Costa County Board of Supervisors Minutes 474 August 15, 2017 Contra Costa County Board of Supervisors Minutes 475 August 15, 2017 Contra Costa County Board of Supervisors Minutes 476 August 15, 2017 Contra Costa County Board of Supervisors Minutes 477 August 15, 2017 Contra Costa County Board of Supervisors Minutes 478 August 15, 2017 Contra Costa County Board of Supervisors Minutes 479 August 15, 2017 Contra Costa County Board of Supervisors Minutes 480 August 15, 2017 Contra Costa County Board of Supervisors Minutes 481 August 15, 2017 Contra Costa County Board of Supervisors Minutes 482 August 15, 2017 Contra Costa County Board of Supervisors Minutes 483 August 15, 2017 Contra Costa County Board of Supervisors Minutes 484 August 15, 2017 Contra Costa County Board of Supervisors Minutes 485 August 15, 2017 Contra Costa County Board of Supervisors Minutes 486 August 15, 2017 Contra Costa County Board of Supervisors Minutes 487 August 15, 2017 Contra Costa County Board of Supervisors Minutes 488 August 15, 2017 Contra Costa County Board of Supervisors Minutes 489 August 15, 2017 Contra Costa County Board of Supervisors Minutes 490 August 15, 2017 Contra Costa County Board of Supervisors Minutes 491 August 15, 2017 Contra Costa County Board of Supervisors Minutes 492 August 15, 2017 Contra Costa County Board of Supervisors Minutes 493 August 15, 2017 Contra Costa County Board of Supervisors Minutes 494 August 15, 2017 Contra Costa County Board of Supervisors Minutes 495 August 15, 2017 Contra Costa County Board of Supervisors Minutes 496 August 15, 2017 Contra Costa County Board of Supervisors Minutes 497 August 15, 2017 Contra Costa County Board of Supervisors Minutes 498 August 15, 2017 Contra Costa County Board of Supervisors Minutes 499 August 15, 2017 Contra Costa County Board of Supervisors Minutes 500 August 15, 2017 Contra Costa County Board of Supervisors Minutes 501 August 15, 2017 Contra Costa County Board of Supervisors Minutes 502 August 15, 2017 Contra Costa County Board of Supervisors Minutes 503 August 15, 2017 Contra Costa County Board of Supervisors Minutes 504 August 15, 2017 Contra Costa County Board of Supervisors Minutes 505 August 15, 2017 Contra Costa County Board of Supervisors Minutes 506 August 15, 2017 Contra Costa County Board of Supervisors Minutes 507 August 15, 2017 Contra Costa County Board of Supervisors Minutes 508 August 15, 2017 Contra Costa County Board of Supervisors Minutes 509 August 15, 2017 Contra Costa County Board of Supervisors Minutes 510 August 15, 2017 Contra Costa County Board of Supervisors Minutes 511 August 15, 2017 Contra Costa County Board of Supervisors Minutes 512 August 15, 2017 Contra Costa County Board of Supervisors Minutes 513 August 15, 2017 Contra Costa County Board of Supervisors Minutes 514 August 15, 2017 Contra Costa County Board of Supervisors Minutes 515 August 15, 2017 Contra Costa County Board of Supervisors Minutes 516 August 15, 2017 Contra Costa County Board of Supervisors Minutes 517 August 15, 2017 Contra Costa County Board of Supervisors Minutes 518 August 15, 2017 Contra Costa County Board of Supervisors Minutes 519 August 15, 2017 Contra Costa County Board of Supervisors Minutes 520 August 15, 2017 Contra Costa County Board of Supervisors Minutes 521 August 15, 2017 Contra Costa County Board of Supervisors Minutes 522 August 15, 2017 Contra Costa County Board of Supervisors Minutes 523 August 15, 2017 Contra Costa County Board of Supervisors Minutes 524 August 15, 2017 Contra Costa County Board of Supervisors Minutes 525 August 15, 2017 Contra Costa County Board of Supervisors Minutes 526 August 15, 2017 Contra Costa County Board of Supervisors Minutes 527 August 15, 2017 Contra Costa County Board of Supervisors Minutes 528 August 15, 2017 Contra Costa County Board of Supervisors Minutes 529 August 15, 2017 Contra Costa County Board of Supervisors Minutes 530 August 15, 2017 Contra Costa County Board of Supervisors Minutes 531 August 15, 2017 Contra Costa County Board of Supervisors Minutes 532 August 15, 2017 Contra Costa County Board of Supervisors Minutes 533 August 15, 2017 Contra Costa County Board of Supervisors Minutes 534 August 15, 2017 Contra Costa County Board of Supervisors Minutes 535 August 15, 2017 Contra Costa County Board of Supervisors Minutes 536 August 15, 2017 Contra Costa County Board of Supervisors Minutes 537 August 15, 2017 Contra Costa County Board of Supervisors Minutes 538 August 15, 2017 Contra Costa County Board of Supervisors Minutes 539 August 15, 2017 Contra Costa County Board of Supervisors Minutes 540 August 15, 2017 Contra Costa County Board of Supervisors Minutes 541 August 15, 2017 Contra Costa County Board of Supervisors Minutes 542 August 15, 2017 Contra Costa County Board of Supervisors Minutes 543 August 15, 2017 Contra Costa County Board of Supervisors Minutes 544 August 15, 2017 Contra Costa County Board of Supervisors Minutes 545 August 15, 2017 Contra Costa County Board of Supervisors Minutes 546 August 15, 2017 Contra Costa County Board of Supervisors Minutes 547 August 15, 2017 Contra Costa County Board of Supervisors Minutes 548 August 15, 2017 Contra Costa County Board of Supervisors Minutes 549 August 15, 2017 Contra Costa County Board of Supervisors Minutes 550 August 15, 2017 Contra Costa County Board of Supervisors Minutes 551 August 15, 2017 Contra Costa County Board of Supervisors Minutes 552 August 15, 2017 Contra Costa County Board of Supervisors Minutes 553 August 15, 2017 Contra Costa County Board of Supervisors Minutes 554 August 15, 2017 Contra Costa County Board of Supervisors Minutes 555 August 15, 2017 Contra Costa County Board of Supervisors Minutes 556 August 15, 2017 Contra Costa County Board of Supervisors Minutes 557 August 15, 2017 Contra Costa County Board of Supervisors Minutes 558 August 15, 2017 Contra Costa County Board of Supervisors Minutes 559 August 15, 2017 Contra Costa County Board of Supervisors Minutes 560 August 15, 2017 Contra Costa County Board of Supervisors Minutes 561 August 15, 2017 Contra Costa County Board of Supervisors Minutes 562 August 15, 2017 Contra Costa County Board of Supervisors Minutes 563 August 15, 2017 Contra Costa County Board of Supervisors Minutes 564 August 15, 2017 Contra Costa County Board of Supervisors Minutes 565 August 15, 2017 Contra Costa County Board of Supervisors Minutes 566 August 15, 2017 Contra Costa County Board of Supervisors Minutes 567 August 15, 2017 Contra Costa County Board of Supervisors Minutes 568 August 15, 2017 Contra Costa County Board of Supervisors Minutes 569 August 15, 2017 Contra Costa County Board of Supervisors Minutes 570 August 15, 2017 Contra Costa County Board of Supervisors Minutes 571 August 15, 2017 Contra Costa County Board of Supervisors Minutes 572 August 15, 2017 Contra Costa County Board of Supervisors Minutes 573 August 15, 2017 Contra Costa County Board of Supervisors Minutes 574 August 15, 2017 Contra Costa County Board of Supervisors Minutes 575 August 15, 2017 Contra Costa County Board of Supervisors Minutes 576 August 15, 2017 Contra Costa County Board of Supervisors Minutes 577 August 15, 2017 Contra Costa County Board of Supervisors Minutes 578 August 15, 2017 Contra Costa County Board of Supervisors Minutes 579 August 15, 2017 Contra Costa County Board of Supervisors Minutes 580 August 15, 2017 Contra Costa County Board of Supervisors Minutes 581 August 15, 2017 Contra Costa County Board of Supervisors Minutes 582 August 15, 2017 Contra Costa County Board of Supervisors Minutes 583 August 15, 2017 Contra Costa County Board of Supervisors Minutes 584 August 15, 2017 Contra Costa County Board of Supervisors Minutes 585 August 15, 2017 Contra Costa County Board of Supervisors Minutes 586 August 15, 2017 Contra Costa County Board of Supervisors Minutes 587 August 15, 2017 Contra Costa County Board of Supervisors Minutes 588 August 15, 2017 Contra Costa County Board of Supervisors Minutes 589 August 15, 2017 Contra Costa County Board of Supervisors Minutes 590 August 15, 2017 Contra Costa County Board of Supervisors Minutes 591 August 15, 2017 Contra Costa County Board of Supervisors Minutes 592 August 15, 2017 Contra Costa County Board of Supervisors Minutes 593 August 15, 2017 Contra Costa County Board of Supervisors Minutes 594 August 15, 2017 Contra Costa County Board of Supervisors Minutes 595 August 15, 2017 Contra Costa County Board of Supervisors Minutes 596 August 15, 2017 Contra Costa County Board of Supervisors Minutes 597 August 15, 2017 Contra Costa County Board of Supervisors Minutes 598 August 15, 2017 Contra Costa County Board of Supervisors Minutes 599 August 15, 2017 Contra Costa County Board of Supervisors Minutes 600 August 15, 2017 Contra Costa County Board of Supervisors Minutes 601 August 15, 2017 Contra Costa County Board of Supervisors Minutes 602 August 15, 2017 Contra Costa County Board of Supervisors Minutes 603 August 15, 2017 Contra Costa County Board of Supervisors Minutes 604 August 15, 2017 Contra Costa County Board of Supervisors Minutes 605 August 15, 2017 Contra Costa County Board of Supervisors Minutes 606 August 15, 2017 Contra Costa County Board of Supervisors Minutes 607 August 15, 2017 Contra Costa County Board of Supervisors Minutes 608 August 15, 2017 Contra Costa County Board of Supervisors Minutes 609 August 15, 2017 Contra Costa County Board of Supervisors Minutes 610 August 15, 2017 Contra Costa County Board of Supervisors Minutes 611 August 15, 2017 Contra Costa County Board of Supervisors Minutes 612 August 15, 2017 Contra Costa County Board of Supervisors Minutes 613 August 15, 2017 Contra Costa County Board of Supervisors Minutes 614 August 15, 2017 Contra Costa County Board of Supervisors Minutes 615 August 15, 2017 Contra Costa County Board of Supervisors Minutes 616 August 15, 2017 Contra Costa County Board of Supervisors Minutes 617 August 15, 2017 Contra Costa County Board of Supervisors Minutes 618 August 15, 2017 Contra Costa County Board of Supervisors Minutes 619 August 15, 2017 Contra Costa County Board of Supervisors Minutes 620 August 15, 2017 Contra Costa County Board of Supervisors Minutes 621 August 15, 2017 Contra Costa County Board of Supervisors Minutes 622 August 15, 2017 Contra Costa County Board of Supervisors Minutes 623 August 15, 2017 Contra Costa County Board of Supervisors Minutes 624 August 15, 2017 Contra Costa County Board of Supervisors Minutes 625 August 15, 2017 Contra Costa County Board of Supervisors Minutes 626 August 15, 2017 Contra Costa County Board of Supervisors Minutes 627 August 15, 2017 Contra Costa County Board of Supervisors Minutes 628 August 15, 2017 Contra Costa County Board of Supervisors Minutes 629 August 15, 2017 Contra Costa County Board of Supervisors Minutes 630 August 15, 2017 Contra Costa County Board of Supervisors Minutes 631 August 15, 2017 Contra Costa County Board of Supervisors Minutes 632 August 15, 2017 Contra Costa County Board of Supervisors Minutes 633 August 15, 2017 Contra Costa County Board of Supervisors Minutes 634 August 15, 2017 Contra Costa County Board of Supervisors Minutes 635 August 15, 2017 Contra Costa County Board of Supervisors Minutes 636 August 15, 2017 Contra Costa County Board of Supervisors Minutes 637 August 15, 2017 Contra Costa County Board of Supervisors Minutes 638 August 15, 2017 Contra Costa County Board of Supervisors Minutes 639 August 15, 2017 Contra Costa County Board of Supervisors Minutes 640 August 15, 2017 Contra Costa County Board of Supervisors Minutes 641 August 15, 2017 Contra Costa County Board of Supervisors Minutes 642 August 15, 2017 Contra Costa County Board of Supervisors Minutes 643 August 15, 2017 Contra Costa County Board of Supervisors Minutes 644 August 15, 2017 Contra Costa County Board of Supervisors Minutes 645 August 15, 2017 Contra Costa County Board of Supervisors Minutes 646 August 15, 2017 Contra Costa County Board of Supervisors Minutes 647 August 15, 2017 Contra Costa County Board of Supervisors Minutes 648 August 15, 2017 Contra Costa County Board of Supervisors Minutes 649 August 15, 2017 Contra Costa County Board of Supervisors Minutes 650 August 15, 2017 Contra Costa County Board of Supervisors Minutes 651 August 15, 2017 Contra Costa County Board of Supervisors Minutes 652 August 15, 2017 Contra Costa County Board of Supervisors Minutes 653 August 15, 2017 Contra Costa County Board of Supervisors Minutes 654 August 15, 2017 Contra Costa County Board of Supervisors Minutes 655 August 15, 2017 Contra Costa County Board of Supervisors Minutes 656 August 15, 2017 Contra Costa County Board of Supervisors Minutes 657 August 15, 2017 Contra Costa County Board of Supervisors Minutes 658 August 15, 2017 Contra Costa County Board of Supervisors Minutes 659 August 15, 2017 Contra Costa County Board of Supervisors Minutes 660 August 15, 2017 Contra Costa County Board of Supervisors Minutes 661 August 15, 2017 Contra Costa County Board of Supervisors Minutes 662 August 15, 2017 Contra Costa County Board of Supervisors Minutes 663 August 15, 2017 Contra Costa County Board of Supervisors Minutes 664 August 15, 2017 Contra Costa County Board of Supervisors Minutes 665 August 15, 2017 Contra Costa County Board of Supervisors Minutes 666 August 15, 2017 Contra Costa County Board of Supervisors Minutes 667 August 15, 2017 Contra Costa County Board of Supervisors Minutes 668 August 15, 2017 Contra Costa County Board of Supervisors Minutes 669 August 15, 2017 Contra Costa County Board of Supervisors Minutes 670 August 15, 2017 Contra Costa County Board of Supervisors Minutes 671 August 15, 2017 Contra Costa County Board of Supervisors Minutes 672 August 15, 2017 Contra Costa County Board of Supervisors Minutes 673 August 15, 2017 Contra Costa County Board of Supervisors Minutes 674 August 15, 2017 Contra Costa County Board of Supervisors Minutes 675 August 15, 2017 Contra Costa County Board of Supervisors Minutes 676 August 15, 2017 Contra Costa County Board of Supervisors Minutes 677 August 15, 2017 Contra Costa County Board of Supervisors Minutes 678 August 15, 2017 Contra Costa County Board of Supervisors Minutes 679 August 15, 2017 Contra Costa County Board of Supervisors Minutes 680 August 15, 2017 Contra Costa County Board of Supervisors Minutes 681 August 15, 2017 Contra Costa County Board of Supervisors Minutes 682 August 15, 2017 Contra Costa County Board of Supervisors Minutes 683 August 15, 2017 Contra Costa County Board of Supervisors Minutes 684 August 15, 2017 Contra Costa County Board of Supervisors Minutes 685 August 15, 2017 Contra Costa County Board of Supervisors Minutes 686 August 15, 2017 Contra Costa County Board of Supervisors Minutes 687 August 15, 2017 Contra Costa County Board of Supervisors Minutes 688 August 15, 2017 Contra Costa County Board of Supervisors Minutes 689 August 15, 2017 Contra Costa County Board of Supervisors Minutes 690 August 15, 2017 Contra Costa County Board of Supervisors Minutes 691 August 15, 2017 Contra Costa County Board of Supervisors Minutes 692 August 15, 2017 Contra Costa County Board of Supervisors Minutes 693 August 15, 2017 Contra Costa County Board of Supervisors Minutes 694 August 15, 2017 Contra Costa County Board of Supervisors Minutes 695 August 15, 2017 Contra Costa County Board of Supervisors Minutes 696 August 15, 2017 Contra Costa County Board of Supervisors Minutes 697 August 15, 2017 Contra Costa County Board of Supervisors Minutes 698 August 15, 2017 Contra Costa County Board of Supervisors Minutes 699 August 15, 2017 Contra Costa County Board of Supervisors Minutes 700 August 15, 2017 Contra Costa County Board of Supervisors Minutes 701 RECOMMENDATION(S): DIRECT staff to prepare an ordinance amending the County’s Accessory Dwelling Unit Ordinance: (1) to allow accessory dwelling units up to 1,200 square feet on lots greater than 12,000 square feet, except in Kensington; and (2) in Kensington, to amend the review procedures for certain accessory dwelling unit permit applications and allow accessory dwelling units up to 1,000 square feet on lots larger than 10,000 square feet, if approved under the Kensington design review procedures. FISCAL IMPACT: The costs of modifying this ordinance would be funded by the Department of Conservation and Development's Land Development Fund. The costs of processing accessory dwelling unit applications will be funded by the application fees. BACKGROUND: The Board of Supervisors adopted Ordinance No. 2017-11, the Accessory Dwelling Unit Ordinance, on May 23, 2017. Under the Accessory Dwelling Unit (ADU) Ordinance, Chapter 82-24 of the Ordinance Code, ADUs in single-family residential districts that meet the ordinance’s development standards, or are internal conversions of existing residences or accessory buildings, are ministerially approved without discretionary review or public hearing, as required by Government Code section 65852.2. The ADU Ordinance also provides that an applicant may obtain a discretionary ADU permit by requesting a variance from one or more of the ordinance’s development standards, including lot size, height and setback requirements, or parking requirements. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Telma B. Moreira, 925-674-7783 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D.4 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:Discussion to Consider Modifications to the Accessory Dwelling Unit Ordinance to Permit Larger ADUs and to Amend the Kensington Review Process August 15, 2017 Contra Costa County Board of Supervisors Minutes 702 BACKGROUND: (CONT'D) > During the Board hearing on the ADU Ordinance, several property owners expressed interest in establishing ADUs that would be larger than allowed under the ordinance. The Board directed staff to review options for amending the ADU Ordinance to allow larger ADUs on large lots. Staff also has reviewed options for amending the ADU review and permitting process in Kensington. Below is a summary of recommended amendments to the current ADU Ordinance to address the interest in larger ADUs and the permitting process in the Kensington area. If the Board directs staff to prepare these amendments, the Planning Commission would first consider the amendments and then forward its recommendation to the Board for hearing and final action. ADU sizes in unincorporated County, except Kensington The maximum ADU size allowed under state law is 1,200 square feet. In the unincorporated County, except Kensington, the current ADU Ordinance allows the following maximum unit sizes: 1,000 square feet on lots less than 5 acres, and 1,200 square feet on lots 5 acres or larger. To address the interest in larger ADUs, staff recommends allowing ADUs up to 1,200 square feet on lots that are 12,000 square feet or larger. This change would be consistent with the current lot size requirement of 12,000 square feet to establish a second residence in the R-6 district. Current ADU Ordinance Recommended Amendment Lot Size Maximum Unit Size Lot Size Maximum Unit Size 6,000 sq. ft. or larger, but less than 5 acres 1,000 sq. ft.6,000 sq. ft. or larger, but less than 12,000 sq. ft. 1,000 sq. ft. 5 acres or larger 1,200 sq. ft.12,000 sq. ft. or larger 1,200 sq. ft. Permitting procedure for ADUs in Kensington The Kensington combining district ordinance, Chapter 84-74 of the Ordinance Code, was established to implement the Contra Costa County General Plan policies for the Kensington area, which include allowing for the “review of new residential development that provides reasonable protection for existing residences in the Kensington Community with regards to: views, design capability (including building bulk, size, and height), adequate parking, privacy, and access to sunlight.” The Kensington combining district ordinance requires that new development in Kensington be reviewed under the Kensington design review procedures prior to approval. Currently, ADUs established in the Kensington area are not reviewed under the Kensington design review procedures. Staff recommends that an application for a discretionary permit to establish an ADU in the Kensington area that does not meet the development standards of the ADU Ordinance be reviewed under the Kensington design review. Permits to establish ADUs that meet the ADU ordinance’s development standards, or are internal conversions of existing residences or accessory structures, will continue to be ministerially approved as provided for under the ADU Ordinance. ADU sizes in Kensington The maximum ADU size allowed in the Kensington area under the current ADU Ordinance is the lesser of 600 square feet or 60% of the floor area of the primary residence. To address the interest in larger ADUs, and remain consistent with the General Plan policies applicable in the Kensington area, staff recommends that ADUs up to 1,000 square feet be allowed in the Kensington area on lots larger than 10,000 square feet, if these ADUs are approved under the Kensington design review procedures. ADUs that meet all the development standards, including a maximum size of 600 square feet or 60% of the floor area of the primary residence, whichever is less, will still be ministerially approved. August 15, 2017 Contra Costa County Board of Supervisors Minutes 703 County ADU Ordinance With Proposed Amendments Lot Size (sq. ft.) Unincorporated County (except Kensington) Kensington Max. unit size (sq.ft.) Process*Max. unit size (sq. ft.) Process * less than 6,000 1,000 Variance for substandard lot 600 or 60% of the floor area of the primary residence, which ever is less -K Design Review 6,000 or larger, but less than 10,000 1,000 Ministerial 600 or 60% of the floor area of the primary residence, which ever is less -K Design Review 10,000 or larger, but less than 12,000 1,000 Ministerial 1,000 . Ministerial up to 600 sq. ft. or 60% of the primary residence, then -K Design Review 12,000 or larger 1,200 Ministerial 1,000 Ministerial up to 600 sq. ft. or 60% of the primary residence, then -K Design Review * Assumes all other development standards are met CONCLUSION: After considering the proposed potential changes, staff seeks guidance from the Board to return to the County Planning Commission for their consideration of amendments to the ADU Ordinance. Following review and recommendation by the County Planning Commission, the amendments this Draft Ordinance will come to the Board for final review and approval. CONSEQUENCE OF NEGATIVE ACTION: The current May 23, 2017 approval will remain in effect with no flexibility to permit larger ADUs on larger lots. CHILDREN'S IMPACT STATEMENT: August 15, 2017 Contra Costa County Board of Supervisors Minutes 704 None. August 15, 2017 Contra Costa County Board of Supervisors Minutes 705 RECOMMENDATION(S): ADOPT Resolution No. 2017/279 approving and authorizing naming the bridge on Orwood Road (Road No. 8963) over Indian Slough, as “Delta Haven Bridge”, as recommended by the Public Works Director, Brentwood area. (District III) FISCAL IMPACT: No fiscal impact. BACKGROUND: The Contra Costa Public Works Department proposes naming the bridge on Orwood Road over Indian Slough, as “Delta Haven Bridge”, to acknowledge this area of East Contra Costa County for its unique culture and sense of community as it relates to the Delta region. The original bridge was deemed functionally obsolete by the California Department of Transportation (Caltrans). The Orwood Road Bridge Replacement Project consisted of replacing the existing bridge with a new wider precast concrete voided slab structure with various appurtenances, as well as installing new retaining walls at both bridge approaches. This project was approved in May of 2015 and the ribbon cutting for the newly constructed bridge took place in June of 2017. CONSEQUENCE OF NEGATIVE ACTION: The bridge will not be named. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Mary Halle, (925) 313-2327 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Julie Buren, Director, Steve Kowalewski, Deputy Director, Jerry Fahy, TE, Nancy Wein, TE, Mary Halle, Michelle Cordis, TE C. 1 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:ADOPT Resolution 2017/279 approving and authorizing naming the bridge on Orwood Road over Indian Slough, as “Delta Haven Bridge”. August 15, 2017 Contra Costa County Board of Supervisors Minutes 706 August 15, 2017 Contra Costa County Board of Supervisors Minutes 707 ATTACHMENTS Resolution No. 2017/279 August 15, 2017 Contra Costa County Board of Supervisors Minutes 708 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/279 IN THE MATTER OF naming the bridge on Orwood Road over Indian Slough, as “Delta Haven Bridge” upon its reopening. WHEREAS, the California Delta provides a unique and relaxed culture and community in which guests feel comfortable and at home; and WHEREAS, this East Contra Costa boating recreation area is home to various, enjoyable watersports and water activities; and WHEREAS, families use a number of sand beaches available for anchoring and relaxing; and WHEREAS, avid fishermen find shelter in the Delta’s many calm and wake-free fishing holes, that are home to a large variety of wildlife; NOW THEREFORE, it is resolved that the Board of Supervisors hereby: ADOPTS the name “Delta Haven Bridge” for the bridge on Orwood Road over Indian Slough Contact: Mary Halle, (925) 313-2327 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Julie Buren, Director, Steve Kowalewski, Deputy Director, Jerry Fahy, TE, Nancy Wein, TE, Mary Halle, Michelle Cordis, TE August 15, 2017 Contra Costa County Board of Supervisors Minutes 709 RECOMMENDATION(S): ADOPT Resolution No. 2017/287 approving and authorizing the Public Works Director, or designee, to fully close a portion of 2nd Street between Parker Avenue and John Street, on August 19, 2017 from 9:00 a.m. to 6:00 p.m., for the purpose of a community block party, Rodeo area. (District V) FISCAL IMPACT: No fiscal impact. BACKGROUND: Applicant shall follow guidelines set forth by the Public Works Department. CONSEQUENCE OF NEGATIVE ACTION: Applicant will be unable to close the road for planned activities. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Bob Hendry 925. 674-7744 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 2 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Adopt Resolution to fully close a portion of 2nd St. between Parker Ave. & John St. for a community block party, Rodeo area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 710 ATTACHMENTS Resolution No. 2017/287 August 15, 2017 Contra Costa County Board of Supervisors Minutes 711 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/287 IN THE MATTER OF approving and authorizing the Public Works Director, or designee, to fully close a portion of 2nd Street between Parker Avenue and John Street, on August 19, 2017 from 9:00 a.m. through 6:00 p.m., for the purpose of a community block party, Rodeo area. (District V) RC17-8 NOW, THEREFORE, BE IT RESOLVED that permission is granted to New Horizons Career Development Center to fully close 2nd Street between Parker Avenue and John Street, except for emergency traffic, on August 19, 2017 for the period of 9:00 a.m. to 6:00 p.m., subject to the following conditions: 1. Traffic will be detoured via per traffic control plan reviewed by Public Works. 2. All signing to be in accordance with the California Manual on Uniform Traffic Control Devices. 3. New Horizons Career Development Center shall comply with the requirements of the Ordinance Code of Contra Costa County. 4. Provide the County with a Certificate of Insurance in the amount of $1,000,000, for Comprehensive General Public Liability which names the County as an additional insured prior to permit issuance. 5. Obtain approval for the closure from the Sheriff’s Department, the California Highway Patrol and the Fire District. Contact: Bob Hendry 925. 674-7744 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: August 15, 2017 Contra Costa County Board of Supervisors Minutes 712 RECOMMENDATION(S): CONTINUE the emergency action originally taken by the Board of Supervisors on February 14, 2017, pursuant to Public Contract Code Sections 22035 and 22050, to repair the Alhambra Valley Road Washout Project, as recommended by the Public Works Director, Pinole area. Project No. 0672-6U6201 (District I) FISCAL IMPACT: The total cost of the project is not expected to exceed $4,000,000. The project will be funded by Local Road Funds (100%). The project is eligible for prorated reimbursement under the state of emergency declared by Governor Brown on January 23, 2017. BACKGROUND: On February 14, 2017, the Board of Supervisors declared an emergency and authorized the Public Works Director to proceed in the most expeditious manner to repair the washed out portion of Alhambra Valley Road. The repair work requires the construction of a new bridge with wingwalls, slope protection and roadway conform work. Public Works Department staff completed the bridge design and requested prices for the necessary equipment, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Kevin Emigh, 925.313-2233 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 3 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:CONTINUE the emergency action for the repair of the Alhambra Valley Road Washout, Pinole area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 713 BACKGROUND: (CONT'D) services, and supplies to perform the emergency repair project as expeditiously as possible. The resulting price quotes were received on May 23, 2017. On May 24, 2017, the Public Works Director signed a construction contract with Flatiron West, Inc. to perform the emergency repair work. The emergency repairs began June 12 with completion anticipated by the end of September 2017. Public Contract Code Section 22050 requires that, for a body that meets weekly, the need to continue the emergency declaration be reviewed at least every 14 days until the local emergency is terminated. Since the conditions that warranted the emergency declaration persist, it is appropriate for the Board to continue the emergency actions regarding the hazardous conditions caused by storm damage. CONSEQUENCE OF NEGATIVE ACTION: Non-concurrence at this point in the project could cause delays in completion of the washout repairs. August 15, 2017 Contra Costa County Board of Supervisors Minutes 714 RECOMMENDATION(S): CONTINUE the emergency action originally taken by the Board of Supervisors on March 7, 2017, pursuant to Public Contract Code Sections 22035 and 22050, to repair the Morgan Territory Road Slide Repair Project, as recommended by the Public Works Director, Clayton area. Project No. 0672-6U6203 (District III) FISCAL IMPACT: The total cost of the project is not expected to exceed $6,000,000. The project will be funded by Local Road Funds (100%). County staff is actively pursuing reimbursement through the Federal Emergency Management Agency (FEMA) as a result of the State and Federal emergency declarations. BACKGROUND: On March 7, 2017, the Board of Supervisors declared an emergency and authorized the Public Works Director to proceed in the most expeditious manner to repair Morgan Territory Road approximately 1 mile south of Marsh Creek Road. The repair work requires the installation of two structural retaining wall systems, excavation and backfill of embankment between the wall systems, reconstruction of pavement, drainage improvements, and pavement striping. Public Works Department APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Kevin Emigh, 925.313-2233 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 4 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:CONTINUE the emergency action for the Morgan Territory Road Slide Repair project, Clayton area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 715 BACKGROUND: (CONT'D) staff completed the road repair design and requested prices for the necessary equipment, services, and supplies to perform the emergency repair project as expeditiously as possible. The resulting price quotes were received on May 23, 2017. On June 1, 2017, the Public Works Director signed a construction contract with Flatiron West, Inc. to perform the emergency repair work. The emergency repairs began on July 17, 2017 and will be complete by November 2017. During the construction period, Morgan Territory Road will be closed at the slide site and local traffic will use a temporary access on Leon Drive through the Marsh Creek Detention Facility driveway. Public Contract Code Section 22050 requires that, for a body that meets weekly, the need to continue the emergency declaration be reviewed at least every 14 days until the local emergency is terminated. Since the conditions that warranted the emergency declaration persist, it is appropriate for the Board to continue the emergency actions regarding the hazardous conditions caused by storm damage. CONSEQUENCE OF NEGATIVE ACTION: Non-concurrence at this point in the project could cause delays in completion of the slide repairs. August 15, 2017 Contra Costa County Board of Supervisors Minutes 716 RECOMMENDATION(S): ADOPT Resolution No. 2017/289 accepting as complete the contracted work performed by Granite Rock Company for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, as recommended by the Public Works Director, Concord area. County Project No. 4855-4653-SAS-6X5322, Federal Project No. AIP 3-06-0050-021 (District IV) FISCAL IMPACT: Project was funded by 90% Federal Aviation Administration Funds, 2.25% Caltrans Funds, 7.75% Airport Enterprise Funds. BACKGROUND: The Public Works Director reports that said work has been inspected and complies with the approved plans, special provisions and standard specifications and recommends its acceptance as complete as of July 31, 2017. CONSEQUENCE OF NEGATIVE ACTION: The contractor will not be paid and acceptance notification will not be recorded. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Kevin Emigh, 925.313-2233 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 5 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Notice of Completion of Contract for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, Concord area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 717 ATTACHMENTS Resolution No. 2017/289 August 15, 2017 Contra Costa County Board of Supervisors Minutes 718 Recorded at the request of:Clerk of the Board Return To:Public Works Dept., Design/Construction THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/289 In the Matter of Accepting and Giving Notice of Completion of Contract for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, Concord area. County Project No. 4855-4653-SAS-6X5322, Federal Project No. AIP 3-06-0050-021 (District IV) WHEREAS the Board of Supervisors RESOLVES that on August 16, 2016, the County contracted with Granite Rock Company for the work generally consisting of full depth reconstruction of approximately 1,000 feet of Taxiway E pavements, reconstructing the compass rose pavements, applying sealcoat to the 19R run-up apron, constructing an asphalt overlay of Taxiway K, and installation of pavement markings in the Concord area, with Western Surety Company as surety, for work performed on the grounds of the County; and The Public Works Director reports that said work has been inspected and complies with the approved plans, special provisions and standard specifications and recommends its acceptance as complete as of July 31, 2017. NOW THEREFORE, BE IT RESOLVED said work is ACCEPTED as complete on said date, and the Clerk shall file with the County Recorder a copy of this resolution and Notice as a Notice of Completion for said contract. Contact: Kevin Emigh, 925.313-2233 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: August 15, 2017 Contra Costa County Board of Supervisors Minutes 719 RECOMMENDATION(S): APPROVE Notice of Intention to Convey Real Property located at the corner of Main and 2nd Street and identified as Assessor’s Parcel Number (APN) 037-160-026 to the City of Oakley for road right of way purposes, pursuant to Government Code Section 25365. Project No. 4580-6X5520. DECLARE that this Board will meet on September 12, 2017 at 9:00 a.m. or thereafter, in the Board’s Chambers, County Administration Building, 651 Pine Street, Martinez, California, to consummate the conveyance. DIRECT the Real Estate Division of the Public Works Department to publish the attached Notice of Intention in the East County Times pursuant to Government Code Section 6061. FISCAL IMPACT: No fiscal impact. BACKGROUND: The County has owned APN 037-160-026 within the City limits of Oakley APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Julie Carlson (925) 313-2133 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 6 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Approve Notice of Intention to Convey Real Property to the City of Oakley. August 15, 2017 Contra Costa County Board of Supervisors Minutes 720 BACKGROUND: (CONT'D) since 1986. On July 29, 1998, the Board adopted Resolution No. 98/390, pursuant to the Local Agency Formation Commission of Contra Costa County Resolution No. 97-17, calling for the transfer of certain real property to the City of Oakley. The City of Oakley has requested the County transfer ownership of APN 037-160-026 in accordance with the above-cited Resolutions. CONSEQUENCE OF NEGATIVE ACTION: The County will continue to have liability and be in violation of the above-cited Resolutions. ATTACHMENTS Notice of Intention to Convey Real Property August 15, 2017 Contra Costa County Board of Supervisors Minutes 721 August 15, 2017 Contra Costa County Board of Supervisors Minutes 722 RECOMMENDATION(S): ADOPT Resolution No. 2017/290 approving the Agreement for Improvement Warranty for subdivision SD08-09036 (Right-of-Way Landscaping), for a project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (District III) FISCAL IMPACT: No fiscal impact. BACKGROUND: The Public Works Department has reviewed the conditions of approval for subdivision SD08-09036 (Right-of-Way Landscaping) and has determined that all conditions of approval have been satisfied. CONSEQUENCE OF NEGATIVE ACTION: The Agreement for Improvement Warranty will not be approved. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Jocelyn Larocque, 925. 313-2315 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Jocelyn LaRocque, Engineering Services, Sherri Reed, Design/Construction , Lori Leontini - Engineering Services, Ruben Hernandez, Dept of Conservation , T-6/15/18, Shapell Industries, Inc., a Delaware Company, Western Surety Company C. 7 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Approve the Agreement for Improvement Warranty for subdivision SD08-09036 (Right-of-Way Landscaping), Danville area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 723 ATTACHMENTS Resolution No. 2017/290 SD9036 Landscaping Improvement Warranty SD9036 Landscaping Security Bond August 15, 2017 Contra Costa County Board of Supervisors Minutes 724 Recorded at the request of:Jocelyn LaRocque Return To:Melissa Billeci THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/290 IN THE MATTER OF Approving the Agreement for Improvement Warranty for subdivision SD08-09036 (Right-of-Way Landscaping), for project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (District III) The following document was presented for Board approval, this date: An Agreement for Improvement Warranty with Shapell Industries, Inc., a Delaware Corporation, principal, whereby said principal agrees to warrant all improvements as required in said Improvement Warranty Agreement for one year from the date of said agreement or until released by this Board. Said document was accompanied by the following: Security to guarantee the improvements, as required by Title 9 of the County Ordinance Code, as follows: a. Cash deposit (Auditor's Deposit Permit No. 646810, dated December 5, 2013) in the amount of $3,000.00, made by Shapell Northern California. b. Additional security in the form of a corporate surety bond dated August 15, 2017, and issued by Western Surety Company (Bond No. 30016685) with Shapell Industries, Inc., a Delaware Corporation, as principal, in the amount of $19,555.50 for faithful performance and $66,685.00 for labor and materials. All deposit permits are on file with the Public Works Department. NOW, THEREFORE, BE IT RESOLVED that said Agreement for Improvement Warranty is APPROVED. Contact: Jocelyn Larocque, 925. 313-2315 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy August 15, 2017 Contra Costa County Board of Supervisors Minutes 725 cc: Jocelyn LaRocque, Engineering Services, Sherri Reed, Design/Construction , Lori Leontini - Engineering Services, Ruben Hernandez, Dept of Conservation , T-6/15/18, Shapell Industries, Inc., a Delaware Company, Western Surety Company August 15, 2017 Contra Costa County Board of Supervisors Minutes 726 August 15, 2017 Contra Costa County Board of Supervisors Minutes 727 August 15, 2017 Contra Costa County Board of Supervisors Minutes 728 August 15, 2017 Contra Costa County Board of Supervisors Minutes 729 August 15, 2017 Contra Costa County Board of Supervisors Minutes 730 August 15, 2017 Contra Costa County Board of Supervisors Minutes 731 August 15, 2017 Contra Costa County Board of Supervisors Minutes 732 August 15, 2017 Contra Costa County Board of Supervisors Minutes 733 August 15, 2017 Contra Costa County Board of Supervisors Minutes 734 August 15, 2017 Contra Costa County Board of Supervisors Minutes 735 RECOMMENDATION(S): ADOPT Resolution No. 2017/291 accepting completion of landscape improvements for subdivision SD08-09036, for a project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (District II) FISCAL IMPACT: No fiscal impact. BACKGROUND: The developer has completed the landscape improvements permit for subdivision SD08-09036, and in accordance with the Title 9 of the County Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: The completion of improvements will not be accepted and the maintenance/warranty period will not begin. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Jocelyn Larocque, 925. 313-2315 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Jocelyn LaRocque, Engineering Services, Sherri Reed, Design/Construction , Lori Leontini - Engineering Services, T-6/15/18, Shapell Industries, Inc., a Delaware Company, Western Surety Company C. 8 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Accepting completion of landscape improvements for subdivision SD08-09036, Danville area. August 15, 2017 Contra Costa County Board of Supervisors Minutes 736 ATTACHMENTS Resolution No. 2017/291 August 15, 2017 Contra Costa County Board of Supervisors Minutes 737 Recorded at the request of:Jocelyn LaRocque Return To:Melissa Billeci THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/291 IN THE MATTER OF Accepting completion of landscape improvements for subdivision SD08-09036, for a project being developed by Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, Danville area. (District II) WHEREAS these improvements are approximately located near Camino Tassajara and Charbray Street. The Public Works Director has notified this Board that the landscaping improvements for subdivision SD08-09036 have been completed. NOW, THEREFORE, BE IT RESOLVED that the landscape improvements have been COMPLETED as of August 15, 2017 thereby establishing the six month terminal period for the filing of liens in case of action under said Agreement for Improvement Warranty: DATE OF AGREEMENT: August 15, 2017 NAME OF SURETY: Western Surety Company BE IT FURTHER RESOLVED the payment (labor and materials) surety for $66,685.00, Bond No. 30016685 issued by the above surety be RETAINED for the six month lien guarantee period until February 15, 2018, at which time the Board AUTHORIZES the release of said surety less the amount of any claims on file. BE IT FURTHER RESOLVED that the landscape improvements for subdivision SD08-09036, as shown and dedicated for public use on the Final Map of Subdivision 08-09036, filed December 20, 2013, in Book 518 of maps at Page 45, Official Records of Contra Costa County, State of California, are ACCEPTED AS COMPLETE. BE IT FURTHER RESOLVED that the beginning of the warranty and maintenance period is hereby established, and the $3,000.00 cash deposit (Auditor's Deposit Permit No. 646810, dated December 5, 2013) made by Shapell Northern California, and the performance/maintenance surety bond rider for $19,555.50, Bond No. 30016685 issued by Western Surety Company be RETAINED pursuant to the requirements of Section 94?4.406 of the Ordinance Code until release by this Board. I hereby certify that this is a true and correct copy of an action taken and August 15, 2017 Contra Costa County Board of Supervisors Minutes 738 Contact: Jocelyn Larocque, 925. 313-2315 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Jocelyn LaRocque, Engineering Services, Sherri Reed, Design/Construction , Lori Leontini - Engineering Services, T-6/15/18, Shapell Industries, Inc., a Delaware Company, Western Surety Company August 15, 2017 Contra Costa County Board of Supervisors Minutes 739 RECOMMENDATION(S): As the governing body of the Contra Costa County Fire Protection District, APPROVE and AUTHORIZE the County Purchasing Agent to execute, on behalf of the Fire Chief, a purchase order with L. N. Curtis & Sons, Inc., in an amount not to exceed $133,000, for the purchase of wildland personal protective equipment. FISCAL IMPACT: 90% Federal Assistance to Firefighters Grant; 10% local agency match. BACKGROUND: The Contra Costa County Fire Protection District (District) was awarded an Assistance to Firefighters Grant (AFG) from the Federal Emergency Management Agency (FEMA) to provide technical rescue training. After completing all of the scheduled training, the District was left with an unused balance of excess grant funds. The District applied for, and was granted, an amendment to use the excess grant funds to purchase wildland firefighting personal protective equipment (PPE). The National Fire Protection Agency (NFPA) recommends that wildland PPE meet certain standards and places a ten year time period APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Jeff Carman, Fire Chief 925-941-3500 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 9 To:Contra Costa County Fire Protection District Board of Directors From:Jeff Carman, Chief, Contra Costa County Fire Protection District Date:August 15, 2017 Contra Costa County Subject:Purchase Order for Grant-Funded Wildland Firefighting Personal Protective Equipment August 15, 2017 Contra Costa County Board of Supervisors Minutes 740 BACKGROUND: (CONT'D) for retirement of PPE. The District currently uses outdated PPE that does not meet NFPA standards. This new PPE would bring the District in line with best practices and make our firefighters more safe from thermal burns, exhaustion, and fatigue. CONSEQUENCE OF NEGATIVE ACTION: The District will not acquire new wildland personal protective equipment at this time and will not fully utilize awarded federal grant funds. CHILDREN'S IMPACT STATEMENT: No impact. August 15, 2017 Contra Costa County Board of Supervisors Minutes 741 RECOMMENDATION(S): APPROVE Proposition 1 Delta Water Quality and Ecosystem Grant Program Agreement Number P1796013 (Agreement) between Contra Costa County Flood Control and Water Conservation District (FC District) and State of California, acting by and through the California Department of Fish and Wildlife (CDFW) in the amount of $537,457 to provide partial funding for the Lower Walnut Creek Restoration Project. ADOPT Resolution No. 2017/294, accepting grant funds and authorizing the Chief Engineer, FC District, or designee, to execute the Agreement and process other related documents. FISCAL IMPACT: The Grant Agreement provides State Department of Fish and Wildlife Proposition 1 funds up to $537,457. Remaining project costs will be funded by Flood Control District Zone 3B funds (Fund 252000) or other state and federal grant funds. (Project No. 7520-6B8285) BACKGROUND: On July 19, 2016, the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Paul Detjens, (925) 313-2394 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Mike Carlson, Deputy Chief Engineer, Paul Detjens, Flood Control, Beth Balita, Finance, Catherine Windham, Flood Control C. 10 To:Contra Costa County Flood Control District Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Approval of Agreement between State of California and Flood Control District for award of Proposition 1 grant for Lower Walnut Creek Restoration. August 15, 2017 Contra Costa County Board of Supervisors Minutes 742 BACKGROUND: (CONT'D) Board of Supervisors approved the FC District’s application to CDFW for $537,457 of Proposition 1 Funds for the Lower Walnut Creek Restoration project. This amount represents approximately 50% of the estimated cost of design, California Environmental Quality Act compliance, and the effort to secure regulatory permits for the project. In December 2016, CDFW announced their intent to award these funds to the FC District and have recently presented the Grant Agreement for signature. CDFW has requested a Board resolution accepting the grant award and authorizing the FC District to execute the Grant Agreement. CONSEQUENCE OF NEGATIVE ACTION: Without Board approval and adoption of the resolution, the FC District will be unable to accept the $537,457 CDFW grant. ATTACHMENTS Resolution No. 2017/294 Draft Agreement August 15, 2017 Contra Costa County Board of Supervisors Minutes 743 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/294 IN THE MATTER OF: Executing and meeting requirements for disbursement of funds under the Grant Agreement between the State of California Department of Fish and Wildlife (CDFW) and the Contra Costa County Flood Control and Water Conservation District (FC District). WHEREAS, the FC District manages the area of Walnut and Pacheco Creeks commonly referred to as Lower Walnut Creek; and WHEREAS, the FC District’s desire to restore Lower Walnut Creek matches closely with the intent of the State’s Proposition 1 Water Quality and Ecosystem Restoration Grant Program; and WHEREAS, these grant funds are available for water quality, river, and watershed protection and restoration projects of statewide importance; and WHEREAS, the Board previously authorized the Chief Engineer, FC District, or designee, to apply for this grant program; and WHEREAS, the State has selected the FC District’s Lower Walnut Creek Restoration Project for grant funding for planning, design, CEQA, and permitting work; and WHEREAS, the State has produced a grant agreement and assigned it number P1796013. NOW, THEREFORE, BE IT RESOLVED that the Governing Board of the FC District: 1. Accepts the grant funds offered for the Lower Walnut Creek Restoration Project (Project No. 7520-6B8285); and 2. Authorizes and Directs the Chief Engineer, or designee, to execute the Grant Agreement with the State; and 3. Authorizes and Directs the Chief Engineer, or designee, to execute payment requests and sign requests for disbursement of State funds under this Grant Agreement. Contact: Paul Detjens, (925) 313-2394 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Mike Carlson, Deputy Chief Engineer, Paul Detjens, Flood Control, Beth Balita, Finance, Catherine Windham, Flood Control August 15, 2017 Contra Costa County Board of Supervisors Minutes 744 State of California - Natural Resources Agency EDMUND G. BROWN JR., Governor DEPARTMENT OF FISH AND WILDLIFE CHARLTON H. BONHAM, Director 1416 9th Street Sacramento, CA 95814 www.wildlife.ca.gov Page 1 of 20 (Template Rev 12/15/2016) DELTA WATER QUALITY AND ECOSYSTEM RESTORATION GRANT PROGRAM GRANT AGREEMENT NUMBER P1796013 GRANTOR: State of California, acting by and through (Grantor) The California Department of Fish and Wildlife P.O. Box 944209 Sacramento, CA 94244-2090 GRANTEE: Contra Costa County Flood Control and Water Conservation District (Grantee) 255 Glacier Dr. Martinez, CA 94553 SECTION 1 – LEGAL BASIS OF AWARD The California Department of Fish and Wildlife (CDFW) developed the Watershed Restoration Grant Program in response to the Water Quality, Supply, and Infrastructure Improvement Act of 2014 (Proposition 1). Proposition 1 amended the California Water Code (CWC) to add Section 79738, authorizing the Legislature to appropriate funds to CDFW to fund multi-benefit ecosystem and watershed restoration and protection projects. Pursuant to CWC Section 79738 and Fish and Game Code (FGC) Section 1501.5(b), Grantor is authorized to enter into a Grant Agreement (Agreement) and to make an award to the Grantee for the purposes set forth herein. Grantor and Grantee (the parties) accept the grant on the terms and conditions of this Agreement. Accordingly, the parties hereby agree as follows: SECTION 2 – GRANT AWARD Grant: In accordance with the terms and conditions of this Agreement, Grantor shall provide Grantee with a maximum of $537,457 to financially support and assist Grantee’s implementation of the Lower Walnut Creek Restoration Project. Term: The term of this Agreement is September 1, 2017, or upon Grantor approval, whichever is later, through June 30, 2020. August 15, 2017 Contra Costa County Board of Supervisors Minutes 745 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 2 of 20 SECTION 3 – USES OF GRANT Eligible Uses of Grant: Grantee’s use of the Grant monies is limited to those expenditures necessary to implement the Project and that are eligible under applicable federal and State of California law. Furthermore, Grantee’s expenditure of Grant monies must be in accordance with the Project budget and narrative (the Budget) set forth within this Agreement. Grantee may not transfer Grant monies between or among Budget line items without written approval from CDFW Grant Manager in accordance with Section 8 – Budget. SECTION 4 – GRANTEE’S REPRESENTATIONS AND WARRANTIES Grantee represents and warrants to Grantor as follows: 4.01 Existence and Power: Grantee is a governmental entity, validly existing, and in good standing under the laws of California. Grantee has full power and authority to transact the business in which it is engaged and full power, authority, and legal right to execute and deliver this Agreement and incur and perform its obligations hereunder. 4.02 Binding Obligation: This Agreement has been duly authorized, executed and delivered on behalf of Grantee and constitutes the legal, valid, and binding obligation of Grantee, enforceable in accordance with its terms. SECTION 5 – GRANTEE’S AGREEMENTS 5.01 Purpose: This Agreement is entered into by the parties for the purpose of providing financial support to Grantee to complete the activities identified within Section 6, Project Statement. 5.02 Project Statement: Grantee shall complete activities as set forth in Section 6, Project Statement. Changes to Section 6 shall be submitted to the CDFW Grant Manager for prior approval and may be made only as provided in Exhibit 1.a of this Agreement, which is attached hereto and made a part of this Agreement. 5.03 Use of Project Funds: Grantee shall use the funds provided by this Agreement for the provision of activities described in Section 6, Project Statement, and shall expend these funds in accordance with the budget shown in Section 8, Budget. Any changes in the Project’s budget shall be submitted to the Grantor for approval prior to any change taking place (refer to Section 8.01.2, Budget Flexibility). 5.04 Payment Schedule: Payments shall be made to Grantee according to the payment and report schedule identified in Section 8, Budget, Section 8.03.1, Disbursements and Section 6.0305, Timelines. 5.05 Eligibility of Funds: In the event that the California Budget Act does not August 15, 2017 Contra Costa County Board of Supervisors Minutes 746 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 3 of 20 provide sufficient appropriations to allow Grantor to fund the project at the level initially agreed, the Grantor reserves the right to modify this Agreement to reflect a reduction in available funds, as an alternative to termination. 5.06 Submission of Reports: Grantee shall submit progress reports in accordance with the payment and report schedule in Section 7, Reports. Reports shall be submitted in the format prescribed by the Grantor, as identified in Section 7, Reports, and shall address the activities outlined in Section 6, Project Statement. Failure to submit timely and accurate reports shall be considered evidence of non-compliance with this Agreement and shall permit termination of the Agreement by the Grantor. 5.07 General Terms and Conditions: Public Entities General Grant Provisions (Exhibit 1.a) is attached hereto and made a part of this Agreement. 5.08 Amendments: Any request for an amendment of this Agreement by the Grantee must be submitted to the CDFW Grant Manager no later than 120 days before the term of this Agreement expires. Request must include explanation and justification for amendment. 5.09 Acknowledgement of Credit: Grantee shall include signage, to the extent practicable, informing the public that the project received funds through the California Department of Fish and Wildlife from the Water Quality, Supply, and Infrastructure Improvement Act of 2014 (Proposition 1, CWC §79707 [g]). The Grantee shall include appropriate acknowledgement of credit to the Watershed Restoration Grant Program and its implementing agency, the California Department of Fish and Wildlife, for its financial support when using any information developed under this Agreement (e.g., in posters, reports, publications, presentations). SECTION 6 – PROJECT STATEMENT 6.01 Introduction: To further the goals of Proposition 1, CDFW is entering a Grant Agreement with Contra Costa County Flood Control and Water Conservation District (Grantee) to provide funding for the project entitled Lower Walnut Creek Restoration Project. The Lower Walnut Creek Restoration Project (Project) will restore and enhance coastal wetlands along the southern shoreline of Suisun Bay and from Suisun Bay upstream along Walnut Creek and its tributary Pacheco Creek, improving habitat quality, diversity, and connectivity along three miles of creek channel, up to 224 acres in total. The Project will restore habitat for native and special-status species such as salmonids, salt August 15, 2017 Contra Costa County Board of Supervisors Minutes 747 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 4 of 20 marsh harvest mouse, Ridgway’s rail, and California black rail. In addition to improved habitat for fish and wildlife, the restored and enhanced wetlands will provide sustainable flood protection and increased resiliency to sea level rise and storm events. The Project is currently in the Planning Phase, and this Grant will fund the completion of environmental compliance documentation, permitting, and final engineering design. 6.02 Objectives(s): Specific objectives of the work performed under this Agreement are to 1. Prepare CEQA documents 2. Apply for all applicable regulatory permits for future restoration activities 3. Develop final engineering design for Project area restoration 4. Develop a Monitoring and Adaptive Management Plan 6.03 Project Description: 6.03.1 Location: The Project area encompasses the lowest four miles of Walnut Creek and Pacheco Creek in northcentral Contra Costa County. The Project area is located in an unincorporated region of Contra Costa County, approximately three miles east of the City of Martinez. 6.03.2 Project Set Up: Grantee will serve as Project Lead, responsible for Project oversight, administration, management, and reporting (Task 1) and Public Outreach (Task 6). A Civil Design and Environmental Compliance Subcontractor (Primary Subcontractor) will lead Tasks 2-5, as described in 6.03.4, Project Implementation. 6.03.3 Materials and Equipment: No materials or equipment will be purchased through this Agreement. 6.03.4 Project Implementation: Grantee will complete the following tasks as outlined and as proposed during the Fiscal Year 2016/17 Proposition 1 Restoration Grant Programs solicitation process. Complete proposal package is located with CDFW Watershed Restoration Grants Branch staff at: 1700 9th Street, Sacramento, CA. Task 1 – Project Management, Administration, and Reporting Grantee or Primary Subcontractor shall provide all administrative services associated with performing and completing the work during the Planning Phase for this Project. Grantee shall be responsible for the performance of the work as set forth in this Agreement. Grantee shall be responsible for the preparation of deliverables and a final report, as specified Section 6.03.5 August 15, 2017 Contra Costa County Board of Supervisors Minutes 748 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 5 of 20 “Timelines.” Grantee Project Manager shall promptly notify the CDFW Grant Manager of events or proposed changes that could affect the Scope of Work (SOW), budget, or schedule of work performed under this Grant. Administrative duties shall include Project management; budgeting; scheduling; coordination; report preparation; Grant and subcontract management; invoicing; and data collection, storage, and analysis; and all other responsibilities that may be necessary to complete the SOW specified in this Grant. Project management shall include developing any subcontracts, finalizing and executing subcontracts, setting up and maintaining financial accounts for this Project, reviewing and approving subcontractor invoices, processing payments, technical oversight, preparation of Quarterly Progress Reports, attending meetings of technical committees, and meetings of other groups. Subtask 1.1: Project Reporting and Project Deliverables Grantee shall prepare and submit Quarterly Progress Reports, a Final Report, a Project Close-Out Summary Report, and all other grant deliverables to the CDFW Grant Manager as scheduled and specified in Section 7, Reports. Each progress report shall detail work accomplished, discuss any problems encountered and recommend potential solutions to those problems, detail costs incurred during the subject period, and document delivery of any intermediate work deliverables. Grantee shall provide a brief outline of upcoming work scheduled for the subsequent period. Grantee shall submit progress reports within thirty (30) days following each quarterly month following Grant execution. Grantee Project Manager shall submit all reports, Grant deliverables, etc. electronically, using one (1) or more of the following formats (as applicable): pdf or Microsoft Office (e.g., Word, Excel, PowerPoint, Access). In all cases, Grantee shall clearly identify the software program needed to open, view, and archive the files/Grant deliverables. The standard three (3) digit file extension is sufficient information to determine the electronic forma t used. Subtask 1.2: Quarterly Invoices Grantee shall prepare and submit quarterly invoices to the CDFW Grant Manager using instructions detailed in section 8.03 “Payment Provisions.” Subtask 1.3: Subcontractor Selection Grantee may award subcontracts as necessary, to qualified consultants or other agencies. Grantee shall select subcontractors August 15, 2017 Contra Costa County Board of Supervisors Minutes 749 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 6 of 20 by a process that complies with applicable State and federal regulations and prepare a legally enforceable contract between Grantee and the selected subcontractors. The contract shall describe the SOW and the deliverables expected from each subcontractor. Grantee shall submit subcontract documents to the CDFW Grant Manager for inclusion in the Grant file. In the Quarterly Progress Report, Grantee shall document all subcontractor activities, completed Grant deliverables, progress, issues, and proposed resolutions. Subtask 1.4: Data Management Data management activities will be coordinated by the Grantee Project Manager. Grantee shall be responsible for verifying the quality of the data in accordance with applicable Quality Assurance/Quality Control procedures. Grantee shall prepare and submit to the CDFW Grant Manager all data generated by the Project. Grantee, its contractors and collaborators are responsible for ensuring that data are collected using peer-approved methods, undergo a quality control and accuracy assessment process and include documentation of the methods and quality assessments utilized, and are properly stored and protected until the Project has been completed and data have been delivered to the CDFW Grant manager. The Geospatial data will be delivered in an industry- standard spatial data format (ESRI-readable) where applicable and documented with metadata in accordance with the CDFW Minimum Data Standards (http://www.dfg.ca.gov/biogeodata/bios/metadata.asp ). All scientific data collection efforts are required to include metadata files or records indicating at a minimum: • Who collected the data • When the data were collected • Where the data were collected • How the data were collected (description of methods and protocols) • The purposes for which the data were collected • Definitions of variables and abbreviations used, including units of measure • Any restrictions on the distribution and use of the data • The terms of any landowner access agreement(s), if applicable • References to any related CDFW permits or regulatory actions Grantee shall provide an electronic copy of all Data, and all associated metadata, created or collected inder this Agreement to Grantor as a condition of final payment. Original Data and August 15, 2017 Contra Costa County Board of Supervisors Minutes 750 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 7 of 20 metadata created or collected under this agreement become the property of Grantee, and may be retained by Grantee, in accordance with Grantee’s policies and procedures and used for any purpose related to the Project. Grantor may also use and publish all such Data at its discretion. Grantee shall upload Project information (including project names, project proponent/contact, project boundary shapefile [polygon], Proposition 1 funding details, pertinent dates, activity type, and habitat types and amounts) to Project Tracker (http://ptrack.ecoatlas.org/) in EcoAtlas (http://www.ecoatlas.org/). Task 2 – CEQA Compliance In coordination with Grantee, Primary Subcontractor shall prepare all required documentation to comply with the California Environmental Quality Act (CEQA), which is anticipated to include: the public Draft Initial Study/Mitigated Negative Declaration (IS/MND); public notices; and following a 30-day comment period, a Response to Comments Technical Memorandum; and a Mitigation, Monitoring, and Reporting Program (MMRP). Task 3 – Regulatory Permitting Subtask 3.1: Complete Botanical Survey and Wetland Assessment Primary Subcontractor shall conduct surveys to complete the botanical and wetland assessment on portions of Pacheco Marsh and Pacheco Creek. These surveys will be:  Focused surveys for special status plant species and sensitive natural communities that have been historically documented in the Project area  Conducted in accordance with CDFW plant survey guidelines Subtask 3.2: US Army Corps of Engineers (USACE) Section 404 Permit Primary Subcontractor shall prepare the application and supporting documents for the USACE Section 404 Nationwide Permit 27 for Aquatic Habitat Restoration, Establishment, and Enhancement Activities. Subtask 3.3: Regional Water Quality Control Board (RWQCB) 401 Water Quality Certification Primary Subcontractor shall prepare an application for the RWQCB 401 Water Quality Certification. Subtask 3.4: US Fish and Wildlife Service (USFWS) Biological Assessment August 15, 2017 Contra Costa County Board of Supervisors Minutes 751 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 8 of 20 Primary Subcontractor shall prepare a Biological Assessment (BA) with USFWS in accordance with Section 7 of the Federal Endangered Species Act (FESA). The BA will evaluate Project impacts on and restoration benefits to Ridgway’s rail, salt marsh harvest mouse, and other federally listed terrestrial species with potential to occur within the Project area. Subtask 3.5: National Marine Fisheries Service (NMFS) Biological Assessment/Essential Fish Habitat Assessment Primary Subcontractor shall prepare a BA and Essential Fish Habitat Assessment for the USACE consultation with NMFS under Section 7 of FESA concerning marine and anadromous aquatic species. These documents will tier off information in the Biological Resources Technical Memorandum (to be prepared under an existing contract) and will be informed by additional study covered under Task 3.1. The BA will evaluate Project impacts on, and restoration benefits to salmonids, longfin and Delta smelt, and other federally listed marine or anadromous species with potential to occur within the Project area. Subtask 3.6: California Department of Fish and Wildlife Consultation Primary Subcontractor shall prepare a technical memorandum describing the Project and the avoidance measures to avoid take of two fully-protected species, California black rail (FGC Section 3511) and salt marsh harvest mouse (FGC Section 4700). The technical memorandum shall be submitted for approval from and consultation with the appropriate CDFW Regional Office. Subtask 3.7: San Francisco Bay Conservation and Development Commission (BCDC) Major Permit Primary Subcontractor shall prepare an application for a BCDC major permit, which shall include a Public Access and Open Space Plan. Subtask 3.8: Cultural Resources Report Primary Subcontractor shall complete a cultural resources study that includes background research and a surface survey in the Project Area of Potential Effects (APE). The study shall include a records search at the Northwest Information Center of the California Historical Resources Information System to identify previously recorded cultural resources and studies in the APE and shall contact with the Native American Heritage Commission and local Native American tribes to request information on known sacred sites in the Project vicinity. Primary Subcontractor shall complete an intensive surface survey of the APE to identify cultural resources and to report on existing site conditions. August 15, 2017 Contra Costa County Board of Supervisors Minutes 752 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 9 of 20 The Cultural Resources Report shall include recommendations for additional work, site evaluation, cultural resources monitoring during project implementation, and/or actions to follow in the event of an inadvertent discovery of cultural materials or human remains. If cultural resources are identified, they shall be recorded on a Parks and Recreation Primary Form 523, and Primary Subcontractor shall prepare a technical report that identifies cultural resources and meets the requirements of Section 106 of the National Historic Preservation Act (as needed for federal permits). Subtask 3.9: State Lands Use Lease Primary Subcontractor shall prepare a State Lands Use Lease, if required. Subtask 3.10: California Department of Fish and Wildlife Lake and Streambed Alteration Agreement (LSAA) Primary Subcontractor shall prepare a Notification of Lake or Streambed Alteration and enter into an LSAA with the appropriate CDFW Regional Office. Task 4 – Final Engineering Design Subtask 4.1: Preliminary (~35%) Restoration Engineering Design Primary Subcontractor shall prepare the 35% restoration engineering design, which shall include, but is not limited to:  Marsh grading, including excavation of higher areas  Tidal channel layout  Levee lowering  Levee breaches (locations and sizes)  New levee layout and preliminary grading  Upland fill placement  Relocation of access roads  Parking and staging area grading Primary Subcontractor shall develop preliminary quantity and construction cost estimates to determine funding needs for construction. Subtask 4.2: Restoration Engineering Design Documents (65%, 95%, Final) Primary Subcontractor shall provide final plans, specifications, and cost estimates (PSE’s) for the preferred project. Primary Subcontractor shall provide progress submittals at the 65%- and 95%-completion levels for review and comment by Grantee and CDFW engineering staff. The Final submittal will address all comments on the 95% PSE. Each submittal will include drawings, specifications and cost estimates developed to appropriate levels of completion. August 15, 2017 Contra Costa County Board of Supervisors Minutes 753 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 10 of 20 Subtask 4.3: Geotechnical Investigation and Reporting Primary Subcontractor shall provide geotechnical investigations along new levee alignments and at proposed bridge abutments, geotechnical recommendations on levee construction (e.g., materials, settlement, design parameters), and geotechnical recommendations of bridge abutments (e.g., parameters for pile calculations). The investigation shall include, but is not limited to:  Review of existing data  Developing an exploration of work plan  Laboratory testing of subsurface materials  Developing profiles of subsurface conditions  Data analysis  Developing recommendations for design and construction of new setback levee and bridge foundations The results of the investigation shall be summarized and submitted in a report along with a site plan, boring logs, and results of laboratory testing. Subtask 4.4: Structural Design for Bridges/Culverts Primary Subcontractor will prepare construction documents for up to four (4) crossings over planned levee breaches to Lower Walnut Creek to support continued site access for maintenance and public recreation uses. Primary Subcontractor will consider the use of arch culverts with headwalls as an alternative to an open channel breach with a bridge, as appropriate for each crossing location. Primary Subcontractor will develop performance specifications for service loads, materials, guardrails, coatings, and support conditions. Designs for bridges, culverts, abutments, and retaining walls will conform to the minimum load requirements and allowable stress limitations prescribed by the California Building Code (CBC) and American Association of State Highway and Transportation Officials (AASHTO). Subtask 4.5: Preliminary Planting Plan and Propagation Memorandum Primary Subcontractor shall develop a Preliminary Planting Plan for high marsh/transitional habitat and upland scrubland and grassland habitats that shall include, but is not limited to:  Design objectives for each habitat function for the Project site  Plant materials lists and planting methods for each habitat type based on elevation zones and project objectives  Planting materials (species, sizes, type of containers, transplant types), installation methods, quantities, and August 15, 2017 Contra Costa County Board of Supervisors Minutes 754 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 11 of 20 general planting pattern at a preliminary level of development for each type of planting area  Schematic cross sections indicating planting zones for each habitat function.  A refined preliminary cost estimate Subtask 4.6: Revegetation Design Documents (75% and Final) Primary Subcontractor shall prepare final revegetation plans and specifications for the Revegetation Contract, including one progress submittal at the 75%-completion level. The design elements shall include, but are not limited to:  Site preparation requirements (e.g., soil surface preparation, weed control/removal, vegetation management)  Seeding areas, seed mixes, amounts (lbs/acre) and methods  Planting areas, materials, methods and quantities for riparian, upland and transitional plantings  Requirements for post planting establishment and maintenance including irrigation, invasive species control, plant replacement coordination and reporting  Performance specifications for irrigation of planted areas, including irrigation rates and timing Task 5 – Monitoring and Adaptive Management Plan Primary Subcontractor shall develop a Monitoring and Adaptive Management Plan (MAMP) that specifies performance and permit compliance monitoring and the adaptive management framework. Baseline and post-Project monitoring shall be identified in the MAMP. Grantee shall complete any additional baseline monitoring (beyond what is described in the Scope of Work), as necessary. Task 6 – Public Outreach Grantee shall lead at least two (2) public outreach meetings during the Grant term to present the Project to the community to explain the Project goals and objectives, specific restoration actions, and the possibilities for new public access implemented in coordination with East Bay Regional Park District and the John Muir Land Trust. Other actions covered by this task include targeted outreach via social media and support of the Project’s Stakeholder Advisory Group. 6.03.5 Timelines: Task Description Deliverables Estimated Completion Dates 1 Project Management 1.1 Reporting and Project Deliverables Quarterly Progress Reports Due within thirty (30) days following each quarterly month following Agreement execution August 15, 2017 Contra Costa County Board of Supervisors Minutes 755 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 12 of 20 Task Description Deliverables Estimated Completion Dates Draft Final Report Due thirty (30) days prior to Final Report due date Final Report Due 5/15/2020 Project Close-Out Summary Report Due 6/15/2020 Final Invoice Due with Project Close-Out Summary Report, 6/15/2020 1.2 Quarterly Invoices Quarterly Invoices Due with Quarterly Progress Reports, as applicable 1.3 Subcontractor Selection Post and bid information; copy of each Subcontract Due with Quarterly Progress Reports, as applicable 1.4 Data Management Project Data uploaded to relevant databases Due with Final Report 2 CEQA Compliance Public Draft IS (plus expected MND, as appropriate) Due 7/2018 Comment Response Technical Memo Mitigation / Monitoring and Reporting Program Due 2/2019 Due 6/2019 3 Regulatory Permitting 3.1 Complete Botanical Survey and Wetland Assessment Botanical Survey Report Wetland Delineation Due 3/2018 3.2 USACE Section 404 Permit 404 Permit Application Due 5/2018 3.3 RWQCB 401 Water Quality Certification 401 Water Quality Certification Application Due 5/2018 3.4 USFWS Biological Assessment USFWS BA Due 5/2018 3.5 NMFS BA/ Essential Fish Habitat Assessment NMFS BA/ Essential Fish Habitat Assessment Due 5/2018 3.6 CDFW Consultation Technical Memorandum for Consultation Due 5/2018 August 15, 2017 Contra Costa County Board of Supervisors Minutes 756 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 13 of 20 Task Description Deliverables Estimated Completion Dates 3.7 BCDC Major Permit BCDC Permit Application Due 5/2018 3.8 Cultural Resources Report Cultural Resources Technical Report Due 5/2018 3.9 State Lands Use Lease State Lands Use Lease Due 5/2018 3.10 CDFW LSAA CDFW LSAA Due 5/2018 4 Final Engineering Design 4.1 Preliminary (35%) Restoration Engineering Design 35% Restoration Design Due 3/2018 4.2 Restoration Engineering Design 65% Restoration Design Due 1/2019 95% Restoration Design Due 8/2019 Final Restoration Design Due 1/2020 4.3 Geotechnical Investigation and Reporting Geotechnical Report Due 8/2018 4.4 Structural Design for Bridges/Culverts 65% Structural Design Due 1/2019 95% Structural Design Due 8/2019 Final Structural Design Due 1/2020 4.5 Preliminary Planting Plan and Propagation Memorandum Planting Plan Memorandum Due 10/2018 4.6 Revegetation Design Documents (65% and Final) 65% Revegetation Design Due 4/2019 Final Revegetation Design Due 1/2020 5 Monitoring and Adaptive Management Plan Monitoring and Adaptive Management Plan Due 12/2019 August 15, 2017 Contra Costa County Board of Supervisors Minutes 757 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 14 of 20 Task Description Deliverables Estimated Completion Dates 6 Public Outreach Meeting notes and materials from at least two (2) public outreach meetings Due 4/2020 August 15, 2017 Contra Costa County Board of Supervisors Minutes 758 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 15 of 20 6.03.5 Compliance: As applicable: Written permission must be obtained from landowner(s) for access to perform Project work; copies shall be provided to the CDFW Grant Manager. As may be necessary, the Grantee shall be responsible for obtaining the services of appropriately licensed professionals to comply with the applicable requirements of the Business and Professions Code including but not limited to section 6700 et seq. (Professional Engineers Act) or section 7800 et seq. (Geologists and Geophysicists Act). Construction design plans will be required for CDFW engineering staff review at 35%, 65%, and 95%, and staff approval at 100%. CDFW engineering staff will be given up to a 30-calendar-day review period or a longer period as may be mutually agreed upon and must approve the design plans before the end of the term of this Agreement. Project design review and approval by CDFW engineering staff does not imply CDFW responsibility or liability for the performance of this aspect or an y other aspect of the Project. Such liabilities and assurances of performance are the responsibility of the applicant or their engineering contractor. If Grantee fails to perform in accordance with the compliance provisions of this Agreement, Grantor retains the right, at its sole discretion, to delay, interrupt, or suspend the work for which the grant monies are supplied. 6.04 Contacts: The Project Officials during the term of this Agreement are: CDFW Grant Manager: Contra Costa County Flood Control and Water Conservation District Project Manager: Name: Erin Aquino-Carhart Address: 1416 Ninth Street, 12th Floor Sacramento, CA 95814 Phone: (916) 445-1287 Email: erin.aquino- carhart@wildlife.ca.gov Name: Paul Detjens Address: 255 Glacier Drive Martinez, CA 94553 Phone: (925) 313-2394 Email: paul.detjens@pw.cccounty.us Direct all administrative inquiries to: CDFW Grant Coordinator: Contra Costa County Flood Control and Water Conservation District Project Director: Name: Keng Saefong Address: 1416 Ninth Street, 12th Floor Sacramento, CA 95814 Phone: (916) 445-5350 Name: Mike Carlson Address: 255 Glacier Drive Martinez, CA 94553 Phone: (925) 313-2321 August 15, 2017 Contra Costa County Board of Supervisors Minutes 759 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 16 of 20 Email: keng.saefon@wildlife.ca.gov Email: mike.carlson@pw.cccounty.us The point of contact may be changed at any time by either party by providing a ten (10) day advance written notice to the other party. SECTION 7 – REPORTS 7.01 Progress Reports: The Grantor must receive quarterly progress reports. These reports should be delivered to the CDFW Grant Manager identified in Section 6.04, Contacts, in the manner and format identified in Requirements, below. A sample Quarterly Progress Report will be provided by the CDFW Grant Manager. Quarterly Progress Reports shall be submitted with the Quarterly Invoices. Requirements: 1) The first Quarterly Progress Report shall be submitted to the CDFW Grant Manager within thirty (30) days following each quarterly month following Agreement execution and for the term of this Agreement. 2) Grantee shall provide all of the following in each Quarterly Progress Report:  List of activities and Tasks performed and/or completed  Summaries of meetings and/or other events where the Project was presented  List and record of milestones accomplished and/or completed  List of problems encountered while performing the Task(s) and proposed solutions  List of proposed activities and Tasks for the following quarter Grantee shall submit to the CDFW Grant Manager for review, any and all reports, plans, or other deliverables containing the results of the work performed. 7.02 Final Report: A Draft Final Report shall be due 30 days prior to delivery of the Final Report and in the appropriate Microsoft application format (e.g., Word, Excel). The Final Report shall be submitted in either Word (doc/docx) or PDF format. A Final Report, which summarizes the work performed under the Agreement and describes the work and results pursuant to Section 6, Project Statement, is due no later than 5/15/2020. The Final Report shall be a summary of findings and Performance August 15, 2017 Contra Costa County Board of Supervisors Minutes 760 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 17 of 20 Evaluation including:  Whether the Project objectives were achieved  For unmet objectives, describe why it was not possible to achieve them and what could have been done differently  A short section describing how this Project implements specific actions of the California Water Action Plan  Provide suggestions for further work that would be a natural progression from this Project 7.03 Project Close-Out Summary Report Grantee shall prepare and submit a Project Close-Out Summary Report, which summarizes the Project’s accomplishments consistent with the Watershed Restoration Grants Program goals. This report will only be submitted after the CDFW Grant Manager has approved the Final Report, within 30 days from Final Report submission. The Final Invoice will accompany the Project Close-Out Summary Report. A Project Close-Out Summary Report template will be provided by the CDFW Grant Manager. The Project Close-Out Summary Report will consist of one (1) hardcopy and one (1) electronic copy in PDF or Microsoft Word compatible format. SECTION 8 – BUDGET 8.01 The Grantor will provide an amount not to exceed $537,457 as shown below in this Budget. Grantee or its partners will provide up to $537,457 in funds or in-kind services as cost share to complete tasks described in Section 6, Project Statement. Accurate records of in-kind funds or services will be provided to the Grantor with the Final Report. Line Item Budget Detail Lower Walnut Creek Restoration Project A. PERSONNEL SERVICES $ 0 B. OPERATING EXPENSES: GENERAL $ 0 Indirect Charge Rate (max.20%) (Indirect Charges cannot be applied to subcontracts or equipment) $ 0 C. OPERATING EXPENSES: SUBCONTRACTORS Civil Design and Environmental Compliance Subcontractor (Primary) $ 537,457 D. GRAND TOTAL $ 537,457 August 15, 2017 Contra Costa County Board of Supervisors Minutes 761 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 18 of 20 Table of Funding Sources and Cost Share Source of Funds Cash In-Kind Total Proposition 1 Grant Program $537,457 -- $537,457 Grantee or other non-Prop 1 sources $337,703 $199,753 $537,457 Total Project Cost $875,160 $199,753 $1,074,913 Note: Any changes or modifications to a fund source indicated above must be promptly reported to the CDFW Grant Manager. Projects with undisclosed fund sources may be subject to an audit. 8.01.1 Prior Approval Requirements: The following changes require prior approval of the CDFW Grant Manager, whether or not the change has a budgetary impact. 1. Change in Project Description 2. Inclusion of restricted use data or copyrighted works in Deliverables 3. Travel not included in the approved Budget 4. Computer (or theft sensitive equipment) not included in the approved Budget 5. Equipment not included in the approved Budget 8.01.2 Budget Flexibility: Budget revisions between identified budget categories that are within the total grant amount, comply with the Prior Approval Requirements, above and do not change the Scope of Work or substitute Key Personnel, as defined in this Agreement, are allowed as described below: 1) Subject to the prior review and approval of the CDFW Grant Manager, line item shifts of up to $25,000 or ten percent (10%) of the Grant total, whichever is less, are permitted. Line item shifts must be requested by the Grantee in writing. 2) Exceeding 10% or $25,000, whichever is less, of the last approved budget requires the CDFW Grant Manager prior approval and a formal amendment to this Agreement. The Grantee will submit a revised budget to the CDFW Grant Manager for approval. Budget transfers that would cause any portion of the funds to be used for purposes other than those consistent with the original intent of this grant are not allowed. Notwithstanding the above provision, the State may proceed with a formal amendment to this Agreement for budget revisions. August 15, 2017 Contra Costa County Board of Supervisors Minutes 762 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 19 of 20 8.02 Payment Provisions: 8.02.1 Disbursements: Grant disbursements will be made to Grantee not more frequently than quarterly in arrears, upon receipt of an original itemized invoice and any required progress report or other mandatory documentation as identified within this Agreement. The invoice package must be sent to the CDFW Grant Manager at: California Department of Fish and Wildlife WFD – Watershed Restoration Grants Branch Attn: Erin Aquino-Carhart 1416 Ninth Street, 12th Floor, Room 1266 Sacramento, CA 95814 The invoice shall contain the following information:  The word “Invoice” should appear in a prominent location at the top of the page(s);  Printed name of Grantee;  Business address of Grantee including P.O. Box, City, State, and Zip Code;  Name of the Region/Division of the Department of Fish and Wildlife being billed;  The date of the invoice and the time period covered; i.e., the term “from” and “to”;  The number of the Grant upon which the claim is based;  The invoice must be itemized using the categories and following the format of the budget;  The total amount due. This should be in a prominent location in the lower right-hand portion of the last page and clearly distinguished from other figures or computations appearing on the invoice. The total amount due shall include all costs incurred by Grantee under the terms of this grant;  The original signature of the Grantee; and  Grantee must provide supporting documentation for the invoice and actual receipts upon request of the CDFW Grant Manager. August 15, 2017 Contra Costa County Board of Supervisors Minutes 763 P1796013 CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Page 20 of 20 8.02.2 Invoice Documentation: Each invoice for payment must be accompanied by a Quarterly Progress Report in accordance with Section 7.01, If there are cost shares involved with the project, the final invoice must include a budget summary of cost share expenditures by fund source. A sample invoice template will be provided by the CDFW Grant Manager. WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the dates set forth below their respective signatures. CALIFORNIA DEPARTMENT OF FISH AND WILDLIFE By: Signature: ________________________________ Printed Name: _Tyrone Willliams_________________ Title: _Assistant Deputy Director, Administration___ Date: ____________________________________ AUTHORIZED AGENT FOR GRANTEE By: Signature: _________________________________ Printed Name: ______Mike Carlson______________ Title: ________Deputy Chief Engineer_________ Date: _____________________________________ This Agreement is exempt from DGS-OLS approval, per SCM 4.06. August 15, 2017 Contra Costa County Board of Supervisors Minutes 764 RECOMMENDATION(S): RECEIVE public report of litigation settlement agreements that became final during the period of May 1, 2017, through July 31, 2017, as recommended by County Counsel. FISCAL IMPACT: Settlement amounts are listed below. BACKGROUND: Three agreements to settle pending litigation, as defined in Government Code section 54956.9, became final during the period of May 1, 2017, through July 31, 2017. Maninder Wilhelm, et al. v. Contra Costa County, et al., CCC Superior Court Case No. C15-02174. On December 13, 2016, the Board approved settlement of this medical malpractice lawsuit. The Board authorized settlement in the amount of $2,575,000, inclusive of attorneys fees and costs, in closed session by a 5-0 vote. The settlement agreement was fully executed on June 5, 2017. The County covered $934,000 of the total settlement amount. The funding source for the County portion is the Risk Management Medical Malpractice Internal Service Fund. The County’s excess carriers covered the remaining portion of the settlement amount. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Thomas Geiger, 925 335-1800 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Thomas Geiger, Assistant County Counsel, Sharon Hymes-Offord, Risk Manager C. 11 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:August 15, 2017 Contra Costa County Subject:Public report of litigation settlement agreements that became final during the period of May 1, 2017, through July 31, 2017. August 15, 2017 Contra Costa County Board of Supervisors Minutes 765 BACKGROUND: (CONT'D) Contra Costa County v. Mike Pedersen, et al., CCC Sup. Ct. Case No. C16-01676. This was an action to acquire certain property by eminent domain in the Brentwood area for the Balfour Road Shoulder Widening Project. Under the terms of the stipulation, all necessary property interests were conveyed by the property owner to the County for $7,000, inclusive of statutory interests and costs. The Board of Supervisors authorized the settlement on June 6, 2017, in closed session, by a 4-0 vote, Supervisor Gioia absent. Judgment pursuant to the parties’ stipulation was entered on June 30, 2017, and the final order of condemnation was filed on July 27, 2017. The settlement amount will be paid from county road funds. Ambac Bond Insurance Cases, S.F. Superior Court Case No. CJC-08-004555 (JCP 4555). On May 9, 2017, the Board approved settlement of this lawsuit involving bond insurance credit ratings. The County’s share of a settlement among multiple plaintiffs with defendant Ambac Assurance Corp. is $99,667. Settlement was authorized in closed session by a 5-0 vote. The settlement agreement was fully executed on July 27, 2017. This report includes final settlements of litigation matters handled by the Office of the County Counsel. This report does not include litigation settlements that were reported by the Risk Management Division of the County Administrator’s Office as a consent item on the Board’s open session agenda. CONSEQUENCE OF NEGATIVE ACTION: The report would not be accepted. August 15, 2017 Contra Costa County Board of Supervisors Minutes 766 RECOMMENDATION(S): Adopt Resolution 2017/301, to AMEND the Policy for the Distribution of Excess Proceeds from the Sale of Tax-Defaulted Property established by Resolution No. 2015/68 and AUTHORIZE the Treasurer-Tax Collector to implement the policy in accordance with Revenue and Taxation Code section 4675. FISCAL IMPACT: No negative financial impact on the County. BACKGROUND: Revenue and Taxation Code section 4675 provides for the distribution of monies from the sale of a tax-defaulted property where the sales price exceeds the amount of the property taxes and associated penalties, interest and costs owed on the property plus the costs related to the tax sale. It grants the Board of Supervisors certain powers in distributing these excess proceeds, such as determining the information and proof necessary to make a claim for excess proceeds and a claimant’s order of priority to the proceeds. The statute permits the Board of Supervisors to authorize the Treasurer-Tax Collector to exercise the powers granted to the Board. The Board also may adopt rules and procedures relating to the authorization. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Brice Bins, 925 957-2848 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Robert Campbell, Auditor-Controller C. 12 To:Board of Supervisors From:Russell Watts, Treasurer-Tax Collector Date:August 15, 2017 Contra Costa County Subject:Resolution No. 2017/301 Revising County Policy Regarding Claims for Excess Proceeds, which Replaces Resolution 2015/68 August 15, 2017 Contra Costa County Board of Supervisors Minutes 767 BACKGROUND: (CONT'D) The attached “Contra Costa County Policy Regarding Claims for Excess Proceeds” (“Policy”), which provides rules and procedures governing the distribution of excess proceeds was adopted by the Board of Supervisors through Resolution 2015/68. (See Exhibit A.) Among those rules and procedures, the Policy requires that persons with title of record, mortgage holders and beneficiaries of deeds of trust who wish to make a claim for excess proceeds submit to the Treasurer- Tax Collector certain original recorded documents to make a claim for excess proceeds. (Policy, Appendix A, § 1(a) and (b), § 3(a).) However, this requirement was found to be difficult for claimants and sometimes resulted in the Treasurer-Tax Collector receiving redundant information since the Treasurer-Tax Collector often has already obtained documentation for title of record in performing due diligence with title searches. The revised “Contra Costa County Policy Regarding Claims for Excess Proceeds Policy” (Revised Policy), attached as Exhibit B, will permit persons with title of record, mortgage holders and beneficiaries of deeds of trust to submit either original or certified copies of the recorded documents supporting claimant’s right to excess proceeds. Additionally, the Revised Policy permits a claimant to submit a Certification of Trust in place of the original trust document, allowing personal or unrelated information to remain private. CONSEQUENCE OF NEGATIVE ACTION: Failure to take the recommended action may impose an unnecessary burden on claimants of excess proceeds. ATTACHMENTS Resolution No. 2017/301 Exhibit A Exhibit B August 15, 2017 Contra Costa County Board of Supervisors Minutes 768 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/301 IN THE MATTER OF: The County’s updated Policy Regarding the Distribution of Excess Proceeds from the Sale of Tax-Defaulted Property [Cal. Rev. & Tax. Code, §§ 4675, 4675.1, 4676]. WHEREAS a. Under Revenue and Taxation Code section 4675, the Contra Costa County Board of Supervisors is responsible for determining the distribution of excess proceeds from the sale of a tax-defaulted property; b. The Contra Costa County Board of Supervisors may establish a policy for the distribution of the excess proceeds; c. Revenue and Taxation Code section 4675.1 permits the Contra Costa County Board of Supervisors to authorize the County Treasurer-Tax Collector to implement the policy in accordance with Revenue and Taxation Code section 4675; d. The County Auditor is required to keep a record of the acts performed by the County Treasurer-Tax Collector under the authorization; e. The Contra Costa County Board of Supervisors established a policy regarding the distribution of excess proceeds through Resolution No. 2015/68; and f. The Treasurer-Tax Collector recommends certain revisions to that policy to improve the efficiency of the distribution of excess proceeds. The Board of Supervisors of Contra Costa County RESOLVES THAT: The updated version of the Contra Costa County Policy Regarding Claims for Excess Proceeds, which is attached as Exhibit A, is adopted. A complete copy of the redlined version showing the changes to the policy is also attached as Exhibit B The Treasurer-Tax Collector, or designee, is authorized to perform acts under Revenue and Taxation Code section 4675 in accordance with the Policy, including any act required or authorized to be performed by the Board of Supervisors under this section. [Cal. Rev. & Tax. Code, § 4675.1.] The Contra Costa County Auditor-Controller is required by law to keep a proper record of each claim paid under the provisions of this resolution. The Contra Costa County Treasurer-Tax Collector is to notify the Auditor-Controller of any litigation instituted concerning any claim made or paid under California Revenue and Taxation Code section 4675. Contact: Brice Bins, 925 957-2848 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Robert Campbell, Auditor-Controller August 15, 2017 Contra Costa County Board of Supervisors Minutes 769 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 1 County of Contra Costa Policy Regarding Claims for Excess Proceeds PURPOSE I. California Revenue and Taxation Code section 4675 describes how excess proceeds from sales of tax-defaulted properties by a county tax collector must be distributed. This statute also identifies the information and proof necessary to establish a claimant’s rights to all or any portion of excess proceeds. II. The Contra Costa County Board of Supervisors through Resolution 15/____ has authorized the Contra Costa County Treasurer-Tax Collector to distribute excess proceeds in accordance with the rules and procedures set forth in this policy. [Cal. Rev. & Tax. Code, § 4675.1.] RULES AND PROCEDURES 1. NOTIFICATION a. When excess proceeds from the sale of tax-defaulted property exceed one hundred fifty dollars ($150), the Treasurer-Tax Collector’s Office has ninety (90) days to notify potential claimants of the right to claim excess proceeds. (A sample notice, “Notice of Excess Proceeds to Interested Parties”, is attached as Attachment 1.) b. The law requires the Treasurer-Tax Collector’s Office to mail notice to the last known mailing address of interested parties as identified by statute, (e.g., the last named owner on the assessment roll and lienholders). The Treasurer-Tax Collector’s Office shall make a reasonable effort to obtain the name and last known mailing address of interested parties. [Cal. Rev. & Tax. Code, §§ 4675, 4676(c).] c. If the last known address of an interested party cannot be obtained, the law requires the Treasurer-Tax Collector’s Office to publish notice of the right to claim excess proceeds in a newspaper of general circulation in the County, unless the cost to publish is equal to or greater than the amount of the excess proceeds. 2. CLAIM REQUIREMENTS : As described below, each claimant must submit a completed Contra Costa County Treasurer-Tax Collector’s Excess Proceeds Claim August 15, 2017 Contra Costa County Board of Supervisors Minutes 770 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 2 Form and supporting documentation, which provides information and proof of the claimant’s right to all or any portion of excess proceeds. 2.1 CLAIM FORM a. Along with Notice of Excess Proceeds to Interested Parties, the Treasurer-Tax Collector’s O ffice will mail a Contra Costa County Treasurer-Tax Collector’s Excess Proceeds Claim Form (“Claim Form”) to the interested parties it has located after making a reasonable search. (A sample Claim Form is attached as Attachment 2.) b. An interested party or other claimant must use t he Claim Form to make a claim for excess proceeds. c. If an interested party or other claimant does not receive the Claim Form or needs additional copies, the Claim Form may be obtained: i. by downloading it from the Contra Costa County website at www.cctax.us; or ii. upon request via standard USPS mail (if a claimant provides a self-addressed, stamped envelope for delivery), email or fax. d. Failure to receive a Claim Form from the Treasurer-Tax Collector’s Office is not an excuse for failing to properly and timely submit a claim on a Claim Form and supporting documentation. 2.2 INFORMATION ON FORM a. The Claim Form must include the following information: 1. Assessor P arcel Number . 2. Last assessee/owner of record. 3. P roperty a ddress . 4. D ate o f tax sale . 5. Date the tax d eed was recorded. 6. F inal d ate to submit claim for excess proceeds. 7. The amount o r percentage of excess proceeds of the claim (the amount of available excess proceeds from each tax sale is available on the County of Contra Costa Treasurer-Tax Collector’s website at www.cctax.us > Gen’l Tax Information > Public Auction Information). 8. Claimant’s filing status, i.e.,: i. Person or entity, such as a business, trust or other legal entity, who held title to the tax-defaulted property (“Person with Title of Record”); August 15, 2017 Contra Costa County Board of Supervisors Minutes 771 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 3 ii. Lienholder of Record; iii. Qualified Heir of Person with Title of Record; or iv. Assignee of an Interested Party. 9. Claimant’s name, address, telephone number, email address and signature. b. The Claim Form must be verified under penalty of perjury and properly notarized. [Cal. Civ. Code, § 1189.] 2.3 SUPPORTING DOCUMENTATION a. In addition to filing a completed, verified Claim Form, the claimant must also fill out and file applicable documentation described in Appendices A and B. b. In those cases where original documents are required, the Treasurer- Tax Collector’s Office will not accept lost document affidavits in place of the original documents. c. The Treasurer-Tax Collector’s Office will return original documents to the claimant(s) upon request if the claimant(s) provides a self- addressed envelope with sufficient postage, along with the completed Claim Form. 3. SUBMISSION OF CLAIM a. The deadline (the “Deadline”) to file a completed claim with the Contra Costa County Treasurer-Tax Collector’s Office is one (1) year following the date of the recording of the deed to the purchaser of the tax- defaulted property. i. A claimant may not file or amend a claim after the Deadline. It is the claimant’s sole responsibility to timely submit a complete claim, including all necessary supporting documentation. ii. A claimant may not rely on the Treasurer-Tax Collector’s Office to approve or request information to supplement incomplete claims. b. The claimant m ust mail completed claims, including all supporting documentation, t o: Treasurer-Tax Collector County of Contra Costa ATTN: EXCESS PROCEEDS 625 Court Street, Suite 100 Martinez, CA 94553 August 15, 2017 Contra Costa County Board of Supervisors Minutes 772 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 4 c. Each interested party must file his or her own claim, unless: i. the interested party has assigned his or her rights to another party. When the interested party has assigned his or her rights, the claim must include information and documentation establishing the assignment described in Appendices A and B (a sample Assignment of Right to Collect Excess Proceeds Form is attached as Attachment 3); or ii. the claim is submitted on behalf of an interested party by an agent, attorney in fact, or person with valid powers of attorney along with the evidence establishing such a relationship with the interested party described in Appendices A and B. In those cases where the Treasurer- Tax Collector’s Office determines the claim is valid and there is sufficient excess proceeds, payment will be sent to the address of the attorney, agent, or attorney in fact, but shall only be made payable to the interested party. d. Generally, each claimant must submit his or her claim in a separate envelope. However, multiple claimants may submit their individual claims (each claim on a separate Claim Form) in a single envelope if they are sharing supporting documentation. e. For each claim filed on a Claim Form and received by the Deadline, the Treasurer-Tax Collector’s Office will send the claimant a letter acknowledging receipt of claim. (A sample “Acknowledgement of Claim for Excess Proceeds Received” is attached as Attachment 4.) 4. PRELIMINARY CLAIM REVIEW a. The Treasurer-Tax Collector’s Office may review claims filed during the eleven (11) months following the recording of the deed to the purchaser for completeness. That preliminary review is intended as an opportunity for the Treasurer-Tax Collector’s Office to make an evaluation of the claim for purposes of determining whether additional documentation is needed. However, the Treasurer-Tax Collector’s Office does not guarantee any preliminary review of claims. Interested parties may contact the Treasurer-Tax Collector’s Office to inquire about the status of the preliminary review and may submit missing documents or information during this period if notified by the Treasurer-Tax Collector’s Office to do so. Missing documents or information will not be accepted after the Deadline. b. The Treasurer-Tax Collector’s Office may send a claimant one (1) Preliminary claim Review letter notifying the claimant of the Office’s findings, including whether additional information needs to be provided. The Treasurer-Tax Collector’s Office will send any such letters to the August 15, 2017 Contra Costa County Board of Supervisors Minutes 773 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 5 address for claimant shown on the Claim Form. The Preliminary Claim Review letter may ask the claimant to submit any additional documentation that the Treasurer-Tax Collector’s Office determines is necessary to complete the original claim. The claimant must file any such additional documentation with the Treasurer-Tax Collector’s Office before the Deadline. No time extensions will be permitted. c. The Treasurer-Tax Collector’s Office will not perform a preliminary review of claims received during the final thirty (30) days of the one (1) year filing period. d. The Treasurer -Tax Collector ’s O ffice will not accept claims, amendments t o claims and supporting documentation after the Deadline. 5. FINAL CLAIMS REVIEW a. After the Deadline, the Treasurer-Tax Collector’s Office will perform a final review of the claim. b. Except as provided in subsection (e) below, t he T reasurer -Tax Collector, o r designee, will decide, in his or her sole discretion, whether t he claim and supporting documentation s ufficiently evidence existence of a recorded document supporting claimant’s right t o excess proceeds. c. The Treasurer-Tax Collector’s Office will either approve or deny the claim, in whole or in part, and notify the claimant of the decision. d. For each claim approved by the Treasurer-Tax-Collector’s Office, the Treasurer-Tax Collector’s Office will determine the order of claimant’s priority to the excess proceeds. [See Cal. Rev. & Tax. Code, § 4675.] e. In certain instances, the Treasurer-Tax Collector’s Office may choose to file a legal action known as an “interpleader” to ask the Contra Costa County Superior Court to decide who should receive the excess proceeds. For example, this might occur when the validity of a claim or the priority of claimants to excess proceeds is unclear and there is a potential dispute among claimants. 6. DISTRIBUTION OF EXCESS PROCEEDS: After the Treasurer-Tax Collector’s Office has distributed excess proceeds from a tax sale under Sections 4672, 4672.1, 4672.2, 4672.3, 4673 and 4673.1 of the Revenue and Taxation Code, it will distribute the remaining excess proceeds as follows: August 15, 2017 Contra Costa County Board of Supervisors Minutes 774 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 6 a. The Treasurer-Tax Collector’s Office will first deduct from the excess proceeds an amount equal to the costs of obtaining the name and last known mailing address of interested parties and of mailing or publishing required notices and distribute that amount to the Contra Costa County General Fund. [Cal. Rev. & Tax. Code, § 4676(d).] b. If there are sufficient excess proceeds after the above-described distributions and those claims that have higher priority, a claimant will be paid amount of his or her claim that is approved by the Treasurer-Tax Collector’s Office. [Cal. Rev. & Tax. Code, § 4675(e).] c. The Treasurer-Tax Collector’s Office will transfer any remaining excess proceeds that are not claimed by the time to do so under Revenue and Taxation Code section 4675(e) to the Contra Costa County General Fund. [Cal. Rev. & Tax. Code, § 4674.] August 15, 2017 Contra Costa County Board of Supervisors Minutes 775 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 7 APPENDIX A 1. Person(s) with Title of Record 8 2. Qualified Heir or Successor of Person(s) with Title of Record or Other Interested Party 8 3. Lienholder(s) of Record 9 a. Mortgage Lenders and Deed of Trust Beneficiaries 9 b. Judgment Creditors 9 4. Assignee (s) of a Interested Party 10 August 15, 2017 Contra Costa County Board of Supervisors Minutes 776 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 8 1. PERSON(S) WITH TITLE OF RECORD: The person(s) or entity who held record title to the tax-defaulted property must submit the following documents: a. Original recorded documents (e.g., deed, court order) supporting claimant’s right to excess proceeds as the person(s) or entity that held record title to the tax- defaulted property. Except as stated in (b) below, copies of these documents may be submitted in place of the original recorded document if accompanied by additional documentation sufficient to support the claim (e.g., at least two utility and/or tax bills for the property in the claimant(s)’s name, such as power, television, internet subscriptions, and original tax bills). b. If title to the property was in a recorded trust, the original trust document indicating that the claimant(s) is/are the trustee(s) or successor trustee(s) of the trust authorized to file claims on behalf of the trust. c. If a business held record title to the tax-defaulted property, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. 2. QUALIFIED HEIR OR SUCCSSSOR OF PERSON(S) OR ENTITY WITH TITLE OF RECORD OR OTHER INTERESTED PARTY: Qualified heir(s) of a person w ho held record title to the tax-defaulted property or other interested party must submit the following: a. Documentation proving claimant is an heir to a person(s) who held record title to the tax-defaulted property or other interested party (e.g., court order, petition for letters of administration). b. If applicable, a notarized probate affidavit. [Cal. Prob. Code, §§ 13100-13116.] A form affidavit is available for download on the Contra Costa County Treasurer-Tax Collector’s website at www.cctax.us > Gen’l Tax Information > Public Auction Information and a sample is attached as Attachment 5. c. If applicable, the last will and testament and any codicils thereto of a person(s) who held record title to the tax-defaulted property or other interested party. d. If t he interested party is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. August 15, 2017 Contra Costa County Board of Supervisors Minutes 777 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 9 3. LIENHOLDER(S) OF RECORD a. MORTGAGE LENDERS AND DEED OF TRUST BENEFICIARIES: Mortgage lenders and deed of trust beneficiaries must submit the following information: i. The original promissory note and all amendments or other modifications (if any) on the tax-defaulted property. a) Copies of any promissory note(s) and/or modifications of the promissory note(s) are unacceptable. b) The only alternative to providing an original promissory note is a court order pursuant to California Civil Code section 3415, which establishes the existence and terms of a lost note. ii. The original or certified copy of the Deed of Trust/Mortgage. iii. The original or certified copy of assignments (if any). iv. A statement setting forth: a) the original amount of the obligation; b) any advances or modifications to the original obligation; c) the total amount of payments received and date(s) received; and d) the amount still due and payable as of the date of the sale of the tax defaulted property; e) if the note was in default according to its terms at the time of the tax sale (other than for defaulted taxes), documentation evidencing all collection efforts by the claimant; and v. If the mortgage lender or deed of trust beneficiary is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. b. JUDGMENT CREDITORS : A judgment creditor must submit the following information: i. Documents showing the judgment debtor was the person(s) who possessed record ownership of the tax-defaulted property at the time of the tax sale. ii. A certified c opy of the judgment(s). iii. Any statement or orders setting forth any modification(s) to the judgment. iv. A statement setting forth: a) t he t otal amount of payments received and date(s) received; and August 15, 2017 Contra Costa County Board of Supervisors Minutes 778 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 10 b) the amount still due and payable as of the date of the sale of the tax defaulted property. v. If the judgment creditor is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. 4. ASSIGNEE(S ) OF AN INTEREST ED PARTY: An assignee of an interested party must submit the following information: a. A completed “Assignment of Right to Collect Excess Proceeds” form. The form is available for download on the Contra Costa County website at www.cctax.us > Gen’l Tax Information > Public Auction Information. b. The “Assignment of Right to Collect Excess Proceeds” form must be: i. verified under penalty of perjury; ii. executed by all parties to the assignment; iii. notarized [Cal. Civ. Code, § 1189]; and iv. must contain the following information: a) proof that the amount and source of excess proceeds was disclosed to the interested party; b) that the interested party was advised of his or her right to file a claim for excess proceeds on his or her own behalf directly with the County at no cost; and c) contact information of the interested party, including name, address phone number and email. c. If the assignee of an interested party is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. Any attempted assignment t hat does not comply with these requirements shall have no effect and will be disallowed. August 15, 2017 Contra Costa County Board of Supervisors Minutes 779 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 11 APPENDIX B Claims filed on behalf of a business 12 Corporation 12 Limited L iability Company 13 Limited Partnership 13 General Partnership 13 Sole Proprietorship 14 Merged Business 14 Suspended Business 14 August 15, 2017 Contra Costa County Board of Supervisors Minutes 780 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 12 CLAIMS FILED ON BEHALF OF A BUSINESS 1. Each Claim Form filed on behalf of a business must be signed by an individual with corporate authority for the business, such as an officer, general partner, or the sole proprietor, depending on the legal status of the business. 2. Each claim filed on behalf of a business must provide proof of the Feder al Employer Identification Number (FEIN) assigned to the business. Suggested documents include: i. “Letter of Confirmation” from the IRS showing assignment of the FEIN ii. Copy of tax receipt statement, such as: a. IRS Form 1098, statement of interest paid; or b. IRS Form 1099-INT or 1099-DIV, statement of interest or dividends earned; or c. IRS assignment of FEIN interact confirmation page; Tax returns, IRS Form SS-4 application or W-9 will not be accepted to verify FEIN. 3. In addition to the above-required information, claimants must also file the following documentation, as applicable: i. CORPORATION A claimant making a claim on behalf of a corporation must provide proof that the c laimant is a n officer of t he corporation who has authority to make a claim on behalf of the corporation. The documentation also must show the legal standing of the corporation. Suggested documents include the following: a. The articles of incorporation. b. The most recent Statement of Information filed with the California Secretary of State (or equivalent from state in which business operates). If t he business e- filed t he Statement of Information, provide a copy of the Statement of Information and a copy of the payment receipt provided by the California Secretary of State. c. A corporation resolution. d. Certificate o f Dissolution. e. Other documents that prove claimant is a corporate officer who has authority to make a claim on behalf of the corporation. Please note that a parent corporation, regardless of the percentage of shares owned, is not an interested party of its subsidiary’s recorded lien or title of record because the parent corporation is merely a shareholder of its subsidiary corporation; i t does not own the corporate p roperty of its subsidiary. August 15, 2017 Contra Costa County Board of Supervisors Minutes 781 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 13 ii. LIMITED LIABILITY COMPANY A claimant making a claim on behalf of a limited liability company must provide proof claimant is a manager or officer of the limited liability company who ha s authority to make a claim on behalf of the company. The documentation also must show the legal standing of the limited liability company. Suggested documents include the following: a. Company’s r esolution. b. Company’s o perating agreement. c. Articles o f Organization. d. The most recent Statement of Information filed with the Secretary of State (or equivalent from state in which business operates). If the business e-filed the Statement of Information, provide a copy of the Statement of Information and a copy of the payment receipt provided by the Secretary of State. e. Certificate o f Dissolution, i f applicable. f. Other documents that prove claimant is a manager or officer of the limited liability company. iii. LIMITED PARTNERSHIP A claimant making a claim on behalf of a limited partnership must provide proof t hat claimant is a general partner of the limited partnership who ha s authority t o make a claim on behalf of the partnership. The documentation also must show the legal standing of the limited partnership. Suggested documents include the following: a. Certificate of Limited Partnership filed with the California Secretary o f State (or equivalent from state in which business operates). If the business e-filed, provide a copy of the document and a copy of the payment receipt provided by the California Secretary of State. b. Partnership Agreement. c. Certificate of Dissolution. d. Other documents that prove t hat the claimant is a general partner of the Limited Partnership. iv. GENERAL PARTNERSHIP A c laimant making a claim on behalf of a general partnership must provide proof t hat claimant is a general partner of the general partnership who ha s August 15, 2017 Contra Costa County Board of Supervisors Minutes 782 County of Contra Costa Policy Regarding Claims for Excess Proceeds Page 14 authority t o make a claim on behalf of the partnership. The documentation also must show the legal standing of the general partnership. Suggested documents include the following: a. Statement o f Partnership Authority. b. Partnership Agreement. c. Certificate of Dissolution, if applicable. d. Other documents if they prove claimant is a general partner of the general partnership. v. SOLE P ROPRIETORSHIP A c laimant making a claim on behalf of a sole proprietorship must provide the following documentation: a. Current or final federal tax return, including Schedule C. b. Most current business license or facility permit. c. Fictitious Business Name filing (filed with County), if applicable. d. Other documents if they prove that claimant is the sole proprietor of the business. vi. MERGED BUSINESS If you are making a claim for a business that has merged with or sold to another business, please provide a copy of the merger or purchase agreement, along with the other required information. vii. SUSPENDED BUSINESS If you are claiming for a business that was previously suspended by either t he California Secretary of State or the California Franchise Tax Board (FTB), provide proof that the business is no longer suspended, which may include: a. A Certificate of Good Standing if the business was suspended by the California Secretary of State. You can obtain the certificate by contacting the California Secretary of State Information Services Office at (916) 657-5448, or by following the instructions located o n the California Secretary of State’s website. b. A copy of an Entity Status Letter if t he business was suspended by the FTB. You can obtain the letter by contacting the FTB at: Franchise Tax Board, P.O. Box 942857, Sacramento, CA 94244-2250, or by visiting the FTB’s website. August 15, 2017 Contra Costa County Board of Supervisors Minutes 783 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 1 County of Contra Costa Policy Regarding Claims for Excess Proceeds PURPOSE I. California Revenue and Taxation Code section 4675 describes how excess proceeds from sales of tax-defaulted properties by a county tax collector must be distributed. This statute also identifies the information and proof necessary to establish a claimant’s rights to all or any portion of excess proceeds. II. The Contra Costa County Board of Supervisors through Resolution 2015/68____ has authorized the Contra Costa County Treasurer-Tax Collector to distribute excess proceeds in accordance with the rules and procedures set forth in this policy. [Cal. Rev. & Tax. Code, § 4675.1.] II.III. The Contra Costa County Board of Supervisors approved amendments to this policy through Resolution 2017/____. RULES AND PROCEDURES 1. NOTIFICATION a. When excess proceeds from the sale of tax-defaulted property exceed one hundred fifty dollars ($150), the Treasurer-Tax Collector’s Office has ninety (90) days to notify potential claimants of the right to claim excess proceeds. (A sample notice, “Notice of Excess Proceeds to Interested Parties”, is attached as Attachment 1.) b. The law requires the Treasurer-Tax Collector’s Office to mail notice to the last known mailing address of interested parties as identified by statute, (e.g., the last named owner on the assessment roll and lienholders). The Treasurer-Tax Collector’s Office shall make a reasonable effort to obtain the name and last known mailing address of interested parties. [Cal. Rev. & Tax. Code, §§ 4675, 4676(c).] c. If the last known address of an interested party cannot be obtained, the law requires the Treasurer-Tax Collector’s Office to publish notice of the right to claim excess proceeds in a newspaper of general circulation in the County, unless the cost to publish is equal to or greater than the amount of the excess proceeds. Formatted: Not Expanded by / Condensed by August 15, 2017 Contra Costa County Board of Supervisors Minutes 784 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 2 2. CLAIM REQUIREMENTS: As described below, each claimant must submit a completed Contra Costa County Treasurer-Tax Collector’s Excess Proceeds Claim Form and supporting documentation, which provides information and proof of the claimant’s right to all or any portion of excess proceeds. 2.1 CLAIM FORM a. Along with Notice of Excess Proceeds to Interested Parties, the Treasurer-Tax Collector’s Office will mail a Contra Costa County Treasurer-Tax Collector’s Excess Proceeds Claim Form (“Claim Form”) to the interested parties it has located after making a reasonable search. (A sample Claim Form is attached as Attachment 2.) b. An interested party or other claimant must use the Claim Form to make a claim for excess proceeds. c. If an interested party or other claimant does not receive the Claim Form or needs additional copies, the Claim Form may be obtained: i. by downloading it from the Contra Costa County website at www.cctax.us; or ii. upon request via standard USPS mail (if a claimant provides a self-addressed, stamped envelope for delivery), email or fax. d. Failure to receive a Claim Form from the Treasurer-Tax Collector’s Office is not an excuse for failing to properly and timely submit a claim on a Claim Form and supporting documentation. 2.2 INFORMATION ON FORM a. The Claim Form must include the following information: 1. Assessor Parcel Number. 2. Last assessee/owner of record. 3. Property address. 4. Date of tax sale. 5. Date the tax deed was recorded. 6. Final date to submit claim for excess proceeds. 7. The amount or percentage of excess proceeds of the claim (the amount of available excess proceeds from each tax sale is available on the County of Contra Costa Treasurer-Tax Collector’s website at www.cctax.us > Gen’l Tax Information > Public Auction Information). 8. Claimant’s filing status, i.e.,: i. Person or entity, such as a business, trust or other legal entity, August 15, 2017 Contra Costa County Board of Supervisors Minutes 785 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 3 who held title to the tax-defaulted property (“Person with Title of Record”); ii. Lienholder of Record; iii. Qualified Heir of Person with Title of Record; or iv. Assignee of an Interested Party. 9. Claimant’s name, address, telephone number, email address and signature. b. The Claim Form must be verified under penalty of perjury and properly notarized. [Cal. Civ. Code, § 1189.] 2.3 SUPPORTING DOCUMENTATION a. In addition to filing a completed, verified Claim Form, the claimant must also fill out and file applicable documentation described in Appendices A and B. b. In those cases where original documents are required, the Treasurer- Tax Collector’s Office will not accept lost document affidavits in place of the original documents. c. The Treasurer-Tax Collector’s Office will return original documents to the claimant(s) upon request if the claimant(s) provides a self- addressed envelope with sufficient postage, along with the completed Claim Form. 3. SUBMISSION OF CLAIM a. The deadline (the “Deadline”) to file a completed claim with the Contra Costa County Treasurer-Tax Collector’s Office is one (1) year following the date of the recording of the deed to the purchaser of the tax- defaulted property. i. A claimant may not file or amend a claim after the Deadline. It is the claimant’s sole responsibility to timely submit a complete claim, including all necessary supporting documentation. ii. A claimant may not rely on the Treasurer-Tax Collector’s Office to approve or request information to supplement incomplete claims. b. The claimant must mail completed claims, including all supporting documentation, to: Treasurer-Tax Collector County of Contra Costa ATTN: EXCESS PROCEEDS August 15, 2017 Contra Costa County Board of Supervisors Minutes 786 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 4 625 Court Street, Suite 100 Martinez, CA 94553 c. Each interested party must file his or her own claim, unless: i. the interested party has assigned his or her rights to another party. When the interested party has assigned his or her rights, the claim must include information and documentation establishing the assignment described in Appendices A and B (a sample Assignment of Right to Collect Excess Proceeds Form is attached as Attachment 3); or ii. the claim is submitted on behalf of an interested party by an agent, attorney in fact, or person with valid powers of attorney along with the evidence establishing such a relationship with the interested party described in Appendices A and B. In those cases where the Treasurer- Tax Collector’s Office determines the claim is valid and there is sufficient excess proceeds, payment will be sent to the address of the attorney, agent, or attorney in fact, but shall only be made payable to the interested party. d. Generally, each claimant must submit his or her claim in a separate envelope. However, multiple claimants may submit their individual claims (each claim on a separate Claim Form) in a single envelope if they are sharing supporting documentation. e. For each claim filed on a Claim Form and received by the Deadline, the Treasurer-Tax Collector’s Office will send the claimant a letter acknowledging receipt of claim. (A sample “Acknowledgement of Claim for Excess Proceeds Received” is attached as Attachment 4.) 4. PRELIMINARY CLAIM REVIEW a. The Treasurer-Tax Collector’s Office may review claims filed during the eleven (11) months following the recording of the deed to the purchaser for completeness. That preliminary review is intended as an opportunity for the Treasurer-Tax Collector’s Office to make an evaluation of the claim for purposes of determining whether additional documentation is needed. However, the Treasurer-Tax Collector’s Office does not guarantee any preliminary review of claims. Interested parties may contact the Treasurer-Tax Collector’s Office to inquire about the status of the preliminary review and may submit missing documents or information during this period if notified by the Treasurer-Tax Collector’s Office to do so. Missing documents or information will not be accepted after the Deadline. b. The Treasurer-Tax Collector’s Office may send a claimant one (1) Preliminary claim Review letter notifying the claimant of the Office’s August 15, 2017 Contra Costa County Board of Supervisors Minutes 787 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 5 findings, including whether additional information needs to be provided. The Treasurer-Tax Collector’s Office will send any such letters to the address for claimant shown on the Claim Form. The Preliminary Claim Review letter may ask the claimant to submit any additional documentation that the Treasurer-Tax Collector’s Office determines is necessary to complete the original claim. The claimant must file any such additional documentation with the Treasurer-Tax Collector’s Office before the Deadline. No time extensions will be permitted. c. The Treasurer-Tax Collector’s Office will not perform a preliminary review of claims received during the final thirty (30) days of the one (1) year filing period. d. The Treasurer-Tax Collector’s Office will not accept claims, or amendments to claims and supporting documentation after the Deadline. 5. FINAL CLAIMS REVIEW a. After the Deadline, the Treasurer-Tax Collector’s Office will perform a final review of the claim. b. Except as provided in subsection (e) below, the Treasurer-Tax Collector, or designee, will decide, in his or her sole discretion, whether the claim and supporting documentation sufficiently evidence existence of a recorded document supporting claimant’s right to excess proceeds. c. The Treasurer-Tax Collector’s Office will either approve or deny the claim, in whole or in part, and notify the claimant of the decision. d. For each claim approved by the Treasurer-Tax-Collector’s Office, the Treasurer-Tax Collector’s Office will determine the order of claimant’s priority to the excess proceeds. [See Cal. Rev. & Tax. Code, § 4675.] e. In certain instances, the Treasurer-Tax Collector’s Office may choose to file a legal action known as an “interpleader” to ask the Contra Costa County Superior Court to decide who should receive the excess proceeds. For example, this might occur when the validity of a claim or the priority of claimants to excess proceeds is unclear and there is a potential dispute among claimants. 6. DISTRIBUTION OF EXCESS PROCEEDS: After the Treasurer-Tax Collector’s Office has distributed excess proceeds from a tax sale under Sections 4672, 4672.1, 4672.2, 4672.3, 4673 and 4673.1 of the Revenue and Taxation Code, it will distribute the remaining excess proceeds as follows: August 15, 2017 Contra Costa County Board of Supervisors Minutes 788 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 6 a. The Treasurer-Tax Collector’s Office will first deduct from the excess proceeds an amount equal to the costs of obtaining the name and last known mailing address of interested parties and of mailing or publishing required notices and distribute that amount to the Contra Costa County General Fund. [Cal. Rev. & Tax. Code, § 4676(d).] b. If there are sufficient excess proceeds after the above-described distributions and those claims that have higher priority, a claimant will be paid amount of his or her claim that is approved by the Treasurer-Tax Collector’s Office. [Cal. Rev. & Tax. Code, § 4675(e).] c. The Treasurer-Tax Collector’s Office will transfer any remaining excess proceeds that are not claimed by the time to do so under Revenue and Taxation Code section 4675(e) to the Contra Costa County General Fund. [Cal. Rev. & Tax. Code, § 4674.] August 15, 2017 Contra Costa County Board of Supervisors Minutes 789 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 7 APPENDIX A 1. Person(s) with Title of Record 8 2. Qualified Heir or Successor of Person(s) with Title of Record or Other Interested Party 8 3. Lienholder(s) of Record 9 a. Mortgage Lenders and Deed of Trust Beneficiaries 9 b. Judgment Creditors 9 4. Assignee(s) of a Interested Party 10 August 15, 2017 Contra Costa County Board of Supervisors Minutes 790 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 8 1. PERSON(S) WITH TITLE OF RECORD: The person(s) or entity who held record title to the tax-defaulted property must submit the following documents: a. Original or certified copies of the or certified copies of the recorded documents (e.g., deed, court order) supporting claimant’s right to excess proceeds as the person(s) or entity that held record title to the tax-defaulted property. Except as stated in (b) below, certified copies of these documents may be submitted in place of the original recorded document if accompanied by additional documentation sufficient to support the claim (e.g., at least two utility and/or tax bills for the property in the claimant(s)’s name, such as power, television, internet subscriptions, and original tax bills). b. If title to the property was in a recorded trust, the original trust document or Certification of Trust indicating that the claimant(s) is/are the trustee(s) or successor trustee(s) of the trust authorized to file claims on behalf of the trust. c. If a business held record title to the tax-defaulted property, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. 2. QUALIFIED HEIR OR SUCCSSSOR OF PERSON(S) OR ENTITY WITH TITLE OF RECORD OR OTHER INTERESTED PARTY: Qualified heir(s) of a person who held record title to the tax-defaulted property or other interested party must submit the following: a. Documentation proving claimant is an heir to a person(s) who held record title to the tax-defaulted property or other interested party (e.g., court order, petition for letters of administration). b. If applicable, a notarized probate affidavit. [Cal. Prob. Code, §§ 13100-13116.] A form affidavit is available for download on the Contra Costa County Treasurer-Tax Collector’s website at www.cctax.us > Gen’l Tax Information > Public Auction Information and a sample is attached as Attachment 5. c. If applicable, the last will and testament and any codicils thereto of a person(s) who held record title to the tax-defaulted property or other interested party. d. If the interested party is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. Formatted: No underline Formatted: Indent: Left: 0.38", Hanging: 0.38", Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 2 + Alignment: Left + Aligned at: 0.63" + Indent at: 0.88" August 15, 2017 Contra Costa County Board of Supervisors Minutes 791 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 9 3. LIENHOLDER(S) OF RECORD a. MORTGAGE LENDERS AND DEED OF TRUST BENEFICIARIES: Mortgage lenders and deed of trust beneficiaries must submit the following information: i. The original or certified copy of the promissory note and all amendments or other modifications (if any) on the tax-defaulted property. a) Copies of any promissory note(s) and/or modifications of the promissory note(s) are unacceptable. b)a) The only alternative to providing an original or certified copy of the promissory note is a court order pursuant to California Civil Code section 3415, which establishes the existence and terms of a lost note. ii. The original or certified copy of the Deed of Trust/Mortgage. iii. The original or certified copy of assignments (if any). iv. A statement setting forth: a) the original amount of the obligation; b) any advances or modifications to the original obligation; c) the total amount of payments received and date(s) received; and d) the amount still due and payable as of the date of the sale of the tax defaulted property; e) if the note was in default according to its terms at the time of the tax sale (other than for defaulted taxes), documentation evidencing all collection efforts by the claimant; and v. If the mortgage lender or deed of trust beneficiary is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. b. JUDGMENT CREDITORS: A judgment creditor must submit the following information: i. Documents showing the judgment debtor was the person(s) who possessed record ownership of the tax-defaulted property at the time of the tax sale. ii. A certified copy of the judgment(s). iii. Any statement or orders setting forth any modification(s) to the judgment. iv. A statement setting forth: a) the total amount of payments received and date(s) received; and Formatted: No underline August 15, 2017 Contra Costa County Board of Supervisors Minutes 792 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 10 b) the amount still due and payable as of the date of the sale of the tax defaulted property. v. If the judgment creditor is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. 4. ASSIGNEE(S) OF AN INTERESTED PARTY: An assignee of an interested party must submit the following information: a. A completed “Assignment of Right to Collect Excess Proceeds” form. The form is available for download on the Contra Costa County website at www.cctax.us > Gen’l Tax Information > Public Auction Information. b. The “Assignment of Right to Collect Excess Proceeds” form must be: i. verified under penalty of perjury; ii. executed by all parties to the assignment; iii. notarized [Cal. Civ. Code, § 1189]; and iv. must contain the following information: a) proof that the amount and source of excess proceeds was disclosed to the interested party; b) that the interested party was advised of his or her right to file a claim for excess proceeds on his or her own behalf directly with the County at no cost; and c) contact information of the interested party, including name, address phone number and email. c. If the assignee of an interested party is a business, the claimant must submit documents that show the business and claimant’s right to make a claim. For the documents required of various business entities, please refer to Appendix B. Any attempted assignment that does not comply with these requirements shall have no effect and will be disallowed. August 15, 2017 Contra Costa County Board of Supervisors Minutes 793 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 11 APPENDIX B Claims filed on behalf of a business 12 Corporation 12 Limited Liability Company 13 Limited Partnership 13 General Partnership 13 Sole Proprietorship 14 Merged Business 14 Suspended Business 14 August 15, 2017 Contra Costa County Board of Supervisors Minutes 794 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 12 CLAIMS FILED ON BEHALF OF A BUSINESS 1. Each Claim Form filed on behalf of a business must be signed by an individual with corporate authority for the business, such as an officer, general partner, or the sole proprietor, depending on the legal status of the business. 2. Each claim filed on behalf of a business must provide proof of the Federal Employer Identification Number (FEIN) assigned to the business. Suggested documents include: i. “Letter of Confirmation” from the IRS showing assignment of the FEIN ii. Copy of tax receipt statement, such as: a. IRS Form 1098, statement of interest paid; or b. IRS Form 1099-INT or 1099-DIV, statement of interest or dividends earned; or c. IRS assignment of FEIN interact confirmation page; Tax returns, IRS Form SS-4 application or W-9 will not be accepted to verify FEIN. 3. In addition to the above-required information, claimants must also file the following documentation, as applicable: i. CORPORATION A claimant making a claim on behalf of a corporation must provide proof that the claimant is an officer of the corporation who has authority to make a claim on behalf of the corporation. The documentation also must show the legal standing of the corporation. Suggested documents include the following: a. The articles of incorporation. b. The most recent Statement of Information filed with the California Secretary of State (or equivalent from state in which business operates). If the business e- filed the Statement of Information, provide a copy of the Statement of Information and a copy of the payment receipt provided by the California Secretary of State. c. A corporation resolution. d. Certificate of Dissolution. e. Other documents that prove claimant is a corporate officer who has authority to make a claim on behalf of the corporation. Please note that a parent corporation, regardless of the percentage of shares owned, is not an interested party of its subsidiary’s recorded lien or title of record because the parent corporation is merely a shareholder of its subsidiary corporation; it does not own the corporate property of its subsidiary. August 15, 2017 Contra Costa County Board of Supervisors Minutes 795 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 13 ii. LIMITED LIABILITY COMPANY A claimant making a claim on behalf of a limited liability company must provide proof claimant is a manager or officer of the limited liability company who has authority to make a claim on behalf of the company. The documentation also must show the legal standing of the limited liability company. Suggested documents include the following: a. Company’s resolution. b. Company’s operating agreement. c. Articles of Organization. d. The most recent Statement of Information filed with the Secretary of State (or equivalent from state in which business operates). If the business e-filed the Statement of Information, provide a copy of the Statement of Information and a copy of the payment receipt provided by the Secretary of State. e. Certificate of Dissolution, if applicable. f. Other documents that prove claimant is a manager or officer of the limited liability company. iii. LIMITED PARTNERSHIP A claimant making a claim on behalf of a limited partnership must provide proof that claimant is a general partner of the limited partnership who has authority to make a claim on behalf of the partnership. The documentation also must show the legal standing of the limited partnership. Suggested documents include the following: a. Certificate of Limited Partnership filed with the California Secretary of State (or equivalent from state in which business operates). If the business e-filed, provide a copy of the document and a copy of the payment receipt provided by the California Secretary of State. b. Partnership Agreement. c. Certificate of Dissolution. d. Other documents that prove that the claimant is a general partner of the Limited Partnership. iv. GENERAL PARTNERSHIP A claimant making a claim on behalf of a general partnership must provide proof that claimant is a general partner of the general partnership who has August 15, 2017 Contra Costa County Board of Supervisors Minutes 796 County of Contra Costa Policy Regarding Claims for Excess Proceeds (ver. 8/1/17) Page 14 authority to make a claim on behalf of the partnership. The documentation also must show the legal standing of the general partnership. Suggested documents include the following: a. Statement of Partnership Authority. b. Partnership Agreement. c. Certificate of Dissolution, if applicable. d. Other documents if they prove claimant is a general partner of the general partnership. v. SOLE PROPRIETORSHIP A claimant making a claim on behalf of a sole proprietorship must provide the following documentation: a. Current or final federal tax return, including Schedule C. b. Most current business license or facility permit. c. Fictitious Business Name filing (filed with County), if applicable. d. Other documents if they prove that claimant is the sole proprietor of the business. vi. MERGED BUSINESS If you are making a claim for a business that has merged with or sold to another business, please provide a copy of the merger or purchase agreement, along with the other required information. vii. SUSPENDED BUSINESS If you are claiming for a business that was previously suspended by either the California Secretary of State or the California Franchise Tax Board (FTB), provide proof that the business is no longer suspended, which may include: a. A Certificate of Good Standing if the business was suspended by the California Secretary of State. You can obtain the certificate by contacting the California Secretary of State Information Services Office at (916) 657-5448, or by following the instructions located on the California Secretary of State’s website. b. A copy of an Entity Status Letter if the business was suspended by the FTB. You can obtain the letter by contacting the FTB at: Franchise Tax Board, P.O. Box 942857, Sacramento, CA 94244-2250, or by visiting the FTB’s website. August 15, 2017 Contra Costa County Board of Supervisors Minutes 797 RECOMMENDATION(S): DENY claims filed by Paige Brown Chatman, Dexter Cooper, Christopher Fong, Emory Fong, M.D., Raoul Harley Jr., Troy King & Jaydinn Boyland, Gregory McLendon, Herb Pruitt, Armando Ramos, Maxine Satake, Robert & Shirley Sears, State Farm a subrogee of Coco Letatau, Robert & Denise Stopforth, Ana Matilde Vasconcelos, Rachelle Vasquez, Mia Walker, Tami Welcome, CSAA Insurance Exchange, and CSAA for Tamura Wallace. FISCAL IMPACT: No fiscal impact. BACKGROUND: Paige Brown Chapman: Personal injury claim for fall in the amount of $5,019. Dexter Cooper: Personal injury claim for $2,500,000. Christopher Fong: Property claim for damage to vehicle in the amount of $399.42 Emory Fong: Personal injury claim resulting from bicycle accident in an amount in excess of $250,000. Raoul Harley, Jr.: Claim concerning child support for an amount to be determined Troy King and Jaydinn Boyland: Personal injury claim in an amount not stated Gregory APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Scott Selby 925.313.1400 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 13 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Claims August 15, 2017 Contra Costa County Board of Supervisors Minutes 798 BACKGROUND: (CONT'D) McLendon: Property claim for damage to vehicle in the amount of $698.10 Herb Pruitt: Personal injury claim resulting from bicycle accident in an amount in excess of $250,000. Armando Ramos: Property claim and personal injury claim resulting from car accident in an amount not stated Maxine Satake: Property claim for damage to vehicle in the amount of $2,500. Roberty & Shirley Sears: Wrongful death claim for an unlimited amount State Farm a subrogee of CoCo Letatau: Property claim for damage to vehicle in the amount of $6,013.77 Robert and Denise Stopforth: Property claim for damage to home in an amount in excess of $10,000. Ana Matilde Vasconcelos: Property claim for lost dentures in the amount of $600. Rachelle Vasquez: Property claim for damage to vehicle in an amount to be determined Mia Walker: Personal injury claim resulting from bus accident in the amount of $100,000. Tami Welcome: Employment claim for an amount to exceed $25,000. CSAA Insurance Exchange: Property claim for damage to vehicle in the amount of $1,698.25 CSAA for Tamura Wallace: Property claim for damage to vehicle in the amount of $1,452.97 August 15, 2017 Contra Costa County Board of Supervisors Minutes 799 RECOMMENDATION(S): ACCEPT Board members meeting reports for July 2017. FISCAL IMPACT: No fiscal impact. BACKGROUND: Government Code section 53232.3(d) requires that members of legislative bodies report on meetings attended for which there has been expense reimbursement (mileage, meals, lodging ex cetera). The attached reports were submitted by the Board of Supervisors members in satisfaction of this requirement. CONSEQUENCE OF NEGATIVE ACTION: The Board of Supervisors will not be in compliance with Government Code 53232.3(d). APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Joellen Bergamini 925.335.1906 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 14 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:ACCEPT Board members meeting reports for July 2017 August 15, 2017 Contra Costa County Board of Supervisors Minutes 800 ATTACHMENTS District II July 2017 Report District III July 2017 Report District I July 2017 Report August 15, 2017 Contra Costa County Board of Supervisors Minutes 801 Supervisor Candace Andersen – Monthly Meeting Report July 2017 Date Meeting Location 3 SWAT Orinda 4 Kiwanis Parade Danville 10 A & F Lafayette 10 Internal Operations Martinez 11 Board of Supervisors Martinez 12 CCCERA Concord 12 LAFCO Martinez 13 East Bay EDA Oakland 14 DVOC San Ramon 17 Alamo Liaison Danville 17 TVTC Livermore 18 Board of Supervisors Martinez 18 Traffix Danville 20 CCCTA Concord 20 ABAG Oakland 26 Saranap meeting Lafayette 26 Alamo Rotary Danville 26 ABAG San Francisco 27 CCCSWA Walnut Creek 31 Family & Human Martinez August 15, 2017 Contra Costa County Board of Supervisors Minutes 802 Date Meeting Name Location 1-Jul Oakley Cityhood Celebration Oakley 4-Jul Brentwood 4th of July Parade and Celebration Brentwood 4-Jul Antioch 4th of July Parade and Celebration Antioch 5-Jul Intern Meet & Greet Brentwood 5-Jul Constituent Meeting Brentwood 5-Jul Meeting with Mike Crosby, The Whitewater Group Brentwood 6-Jul Meeting with Humberto Izquierdo, Agricultural Commissioner Brentwood 6-Jul Meeting with Contra Costa Commission for Women Brentwood 6-Jul Constituent Meeting Brentwood 6-Jul Meeting with Meals on Wheels Brentwood 6-Jul Meeting with Sabrina Fendrick, Berkely Patients Group Brentwood 6-Jul Vietnam Vets of Diablo Valley Event Danville 7-Jul Delta Counties Coalition Meeting Brentwood 8-Jul Delta Community Presbyterian Church Men's Breakfast Discovery Bay 10-Jul Transportation, Water & Infrastructure Committee Meeting Martinez 10-Jul Meeting with Derrick Kualapai, Local 342 Martinez 10-Jul Internal Operations Committee Meeting Martinez 10-Jul Animal Services Tour Martinez 11-Jul Board of Supervisors Meeting Martinez 11-Jul Contra Costa County Fire Protection District Meeting Martinez 11-Jul Meeting with Contra Costa County Fire Protection District, Fire Chief Carmen Martinez 12-Jul Meeting with Unique Management Solutions Martinez 12-Jul Meeting with Environmental Health Director, Marilyn Underwood Martinez 12-Jul Constituent Meeting Martinez 12-Jul LAFCO Meeting Martinez 12-Jul Constituent Meeting Martinez 13-Jul Constituent Meeting Brentwood 13-Jul Constituent Meeting Brentwood 13-Jul Intern Meet & Greet Brentwood 13-Jul Commander's Call Meeting Antioch 13-Jul State Route Bypass 4 Authority Antioch Supervi s or Di ane Burgi s - Jul y 2017 AB1234 Report ( Gover nment Code Sect i on 53232. 3( d) r equi r es t hat member s l egi s l at i ve bodi es r epor t on meet i ngs at t ended f or whi ch t her e has been expens e r ei mbur s ement ( mi l eage, meal s , l odgi ng, et c) . August 15, 2017 Contra Costa County Board of Supervisors Minutes 803 13-Jul Transplan Meeting Antioch 14-Jul Delta Counties Coalition Meeting Brentwood 15-Jul Undead Roller Derby Event Antioch 17-Jul Meeting with Department of Conservation and Development Director, John Kopchik Martinez 17-Jul Delta Water Meeting Martinez 17-Jul Meeting with County Administrator, David Twa Martinez 18-Jul Board of Supervisors Meeting Martinez 18-Jul Board of Supervisors Court Bench Luncheon Martinez 18-Jul Delta Counties Coalition and the Delta Caucus Meeting Sacramento 19-Jul Counties Cannabis Summit Sacramento 19-Jul Counties Cannabis Summit Sacramento 19-Jul Meeting with California Strategies Sacramento 20-Jul 2017 Contra Costa County CSAC Institute Martinez 21-Jul Memorial Ceremony in Honor and Remembrance of Fire Captain Mike Burton and Fire Engineer Scott Desmond Concord 21-Jul American Public Transportation Association Seminar Chicago 22-Jul American Public Transportation Association Seminar Chicago 23-Jul American Public Transportation Association Seminar Chicago 24-Jul American Public Transportation Association Seminar Chicago 25-Jul American Public Transportation Association Seminar Chicago 26-Jul American Public Transportation Association Seminar Chicago 27-Jul Phone Meeting with Congressman Mark DeSaulnier Martinez 27-Jul County Planning Commissioner Interview Martinez 27-Jul Meeting with Office of Reentry and Justice, Donte Blue Martinez 27-Jul Meeting with Margaret Hanlon-Gradie, Contra Costa Labor Council Martinez 27-Jul Meeting with County Administrator, David Twa Martinez 27-Jul Meeting with Employement and Human Services Director, Cathy Gallagher Martinez 27-Jul Meeting with Department of Conservation and Development Director, John Kopchik Martinez 28-Jul Delta Counties Coalition Meeting Brentwood 28-Jul Phone Meeting with Community Clinic Consortium, Alvaro Fuentas Brentwood 31-Jul Liberty Union High School District Convocation Oakley 31-Jul Meeting with Local 1230 President, Vince Wells Brentwood 31-Jul Meeting with Attorney at Law Compliance Associate Brentwood August 15, 2017 Contra Costa County Board of Supervisors Minutes 804 31-Jul Meeting with Interim District Attorney, Doug McMaster Brentwood * Reimbursement may come from an agency other than Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 805 Purpose Community Outreach Community Outreach Community Outreach Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Community Outreach Business Meeting Community Outreach Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Community Outreach Business Meeting Supervi s or Di ane Burgi s - Jul y 2017 AB1234 Report ( Gover nment Code Sect i on 53232. 3( d) r equi r es t hat member s l egi s l at i ve bodi es r epor t on meet i ngs at t ended f or whi ch t her e has been expens e r ei mbur s ement ( mi l eage, meal s , l odgi ng, et c) . August 15, 2017 Contra Costa County Board of Supervisors Minutes 806 Business Meeting Business Meeting Community Outreach Business Meeting Business Meeting Business Meeting Business Meeting Community Outreach Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Community Outreach Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Business Meeting Community Outreach Business Meeting Business Meeting August 15, 2017 Contra Costa County Board of Supervisors Minutes 807 Business Meeting * Reimbursement may come from an agency other than Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 808 Supervisor John Gioia July – 2017 Monthly Meeting Statement Government Code section 53232.3(d) requires that members of legislative bodies report on meetings attended for which there has been expense reimbursement (mileage, meals, lodging, etc.) Supervisor Gioia sought reimbursement from the County for the following meetings that he attended in his capacity as a County Supervisor during the month of July, 2017. Date Meeting Name Location___ 19 Meeting with Legislators, Tony Thurmond and Nancy Skinner Sacramento__ 21-25 NACo Conference Columbus, Ohio August 15, 2017 Contra Costa County Board of Supervisors Minutes 809 RECOMMENDATION(S): APPROVE Board meeting minutes for July 2017, as on file with the Office of the Clerk of the Board. FISCAL IMPACT: No fiscal impact. BACKGROUND: Government Code Section 25101(b) requires the Clerk of the Board to keep and enter in the minute book of the Board a full and complete record of the proceedings of the Board at all regular and special meetings, including the entry in full of all resolutions and of all decisions on questions concerning the allowance of accounts. The vote of each member on every question shall be recorded. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Joellen Bergamini 925.335.1906 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 15 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:APPROVE the Board meeting minutes for July 2017 August 15, 2017 Contra Costa County Board of Supervisors Minutes 810 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Lauri Byers, (925) 957-8860 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 16 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:August 15, 2017 Contra Costa County Subject:Resolution recognizing the 150th Anniversary of San Ramon August 15, 2017 Contra Costa County Board of Supervisors Minutes 811 ATTACHMENTS Resolution No. 2017/281 August 15, 2017 Contra Costa County Board of Supervisors Minutes 812 In the matter of:Resolution No. 2017/281 recognizing the 150th Anniversary of San Ramon. Whereas, San Ramon is celebrating the 150th anniversary of the community that was once a quiet village, and is now the vibrant City of San Ramon; and Whereas, throughout 2017 there has been a yearlong sesquicentennial celebration commemorating the beginning of San Ramon, when students left their home-based classrooms to attend the first permanent schoolhouse built in 1867; and Whereas, the dedication of the schoolhouse in 1867 marked a time when San Ramon first had all the components of a well-rounded, viable community—a place that the ranching and farming residents were proud to call home; and Whereas, as with the entire Tri-Valley, agriculture was the basis for San Ramon’s economy until suburban development began. In 1966, the new Interstate 680 freeway was completed through San Ramon to Dublin and changed the population of the region forever; and WHEREAS, 150 years after its inception, San Ramon has become a successful and cohesive community of diverse residents, quality education, a prosperous businesses center for the entire Bay Area, and has beautiful parks, trails, open space and significant community assets. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County is honored to recognize the collaborative efforts of proud citizens, businesses, and community leaders at the San Ramon 150 celebration, successfully highlighting the historic roots of the community, the wonderful attributes of modern-day San Ramon, and the promise of a bright future for the great residents who live, work and play in this fine city. ___________________ FEDERAL D. GLOVER Chair, District V Supervisor ______________________________________ JOHN GIOIA CANDACE ANDERSEN District I Supervisor District II Supervisor ______________________________________ DIANE BURGIS KAREN MITCHOFF District III Supervisor District IV Supervisor I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, By: ____________________________________, Deputy August 15, 2017 Contra Costa County Board of Supervisors Minutes 813 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Brian Balbas (925) 313-2284 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 17 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Recognizing the contributions of Julia Bueren on the occasion of her retirement from Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 814 ATTACHMENTS Resolution No. 2017/295 August 15, 2017 Contra Costa County Board of Supervisors Minutes 815 In the matter of:Resolution No. 2017/295 Recognizing the contributions of Julia R. Bueren on the occasion of her Retirement from Contra Costa County WHEREAS Julia Bueren began her career with Contra Costa County in August 1981 as a Jr. Civil Engineer for the Contra Costa County Public Works Department; and promoted up the ranks from Jr. Civil Engineer, to Supervising Civil Engineer in 1993 responsible for the transportation program, including budget, capital improvement program, traffic operations and safety, mitigation fees, advanced planning project development, and regional and statewide coordination relating to transportation policy priorities and financing; and WHEREAS in 1988 Julia was one of the first to have her agency successfully develop and market the Countywide Area of Benefit Program bringing equity to fee levels being charged in unincorporated County and adding significant revenue; and Whereas in 2000 Julia was promoted to Deputy Public Works Director and again promoted in 2007 to Chief Deputy Public Works Director prior to becoming the Public Works Director in 2008 which she has held since then; and WHEREAS in 2004 Julia was awarded Employer of the Year at the Women’s Transportation Seminar and has been a strong supporter of encouraging and supporting women in the field of engineering through her interest and participation in Women in Transportation Society (WTS); and WHEREAS in 2008 the California State Association of Counties (CSAC) presented Julia with the CSAC Challenge Merit Award for the Keep the Delta Clean Program; and WHEREAS in 2009 Julia was awarded the Most Valuable Player by the Metropolitan Transportation Commission; and WHEREAS in 2009-2010 during the extreme budget deficit, Julia was an active participant in gathering and providing information within the state to educate not only the public but elected officials on the Highway Users Tax. Julia worked with staff from other counties, CEAC and CSAC to show the uses of this important funding source for the cities and counties throughout the state; and WHEREAS in 2009 Julia received the CSAC Circle of Service Award for going above and beyond in the fight to Save Highway User Tax Account Funds in the 2009-10 State Budget; and WHEREAS in 2008, 2012 and 2016 under Julia’s leadership the Department was re-accredited by the American Public Works Association (APWA); and WHEREAS in 2013 Julia was nominated and recognized as the APWA National Top Ten Public Works Leader of the Year by the American Public Works Association; and WHEREAS Julia was instrumental in bringing the Vasco Road Safety Project to the decision makers at Metropolitan Transportation Commission (MTC) presenting the safety concerns on rural roads, which included widening approximately 1 mile of the road to provide southbound passing lane and a concrete median barrier. Her advocacy for safety on these roads helped secure the funding for this project; and WHEREAS in 2009 and 2010 Julia received the Barrel Award, Good Egg Award and First Place in Large Department Category Award from the Contra Costa County Cares Holiday Food Drive; and WHEREAS in 2011 Julia became the first woman President in the 103 year history of the organization of the County Engineers Association of California (CEAC) and in 2006 she helped established the California Honorable Intrepid County Sisters (CHICS); and WHEREAS as an active member of the County Engineers Association of California (CEAC) Julia served on Policy Committees that included the Transportation, Oversight, and Land Use Committees, Julia served as Regional Director for the Central Coast Region from 2004 to 2009, as the Secretary on the Executive Committee in 2009 and as President in 2011, she was also Chair of the Centennial Committee from 2012 to 2013 and in 2014 was recognized with the Ed Hanna Memorial Award as County Engineer of the Year; and WHEREAS in 2008 Julia guided the Public Works Department through the “Great Recession” during a time of severe fiscal hardship; and WHEREAS Julia headed the effort to develop a master plan for the 18 mile abandoned railroad rights of way corridor in Central County, secured by the County in the Mid 1980s, and negotiated an agreement with the East Bay Regional Park District to implement the Iron Horse Trail utilizing the railroad rights of way and the flood control channels rights August 15, 2017 Contra Costa County Board of Supervisors Minutes 816 of way. WHEREAS in 2012 Julia successfully managed the merger of the Public Works Department and the General Services Department; and WHEREAS Julia is an active member of the National Association of County Engineers (NACE) and served as Vice President of the Western Region from 2014 to 2017 and served as a Representative for City/County/State/Federal Cooperative Committee (CCSFCC) from 2004 to 2012 ; and WHEREAS Julia has served as a mentor to many, including emerging women leaders in the field of engineering and public works and has been a champion in educating the youth on the role of public works, engaging them in what public works does, and getting them interested in possible public works careers; and WHEREAS in 2014 Julia served as the Chair of the City-County Engineering Advisory Committee (CCEAC) and is currently Chair of the Legislative Sub-Committee of the CCEAC who meet monthly to maintain constant and consistent communication regarding public works issues; and WHEREAS Julia is an active member of the Board of Directors for the Kids at Work (KAW), a non-profit infant center and pre-school onsite at the Public Works facility designed to benefit the employees and their children working for Contra Costa County and other public agencies; and Whereas Julia is an avid cyclist and fully appreciates non-motorized transportation modes and has long advocated for bicycle and pedestrian friendly facilities in the County before these policies came into vogue as Traffic Calming, Complete Streets and Smart Growth; NOW, THEREFORE, IT IS BY THE BOARD RESOLVED, that Julia R. Bueren be recognized upon her retirement for 36 years of dedicated service to Contra Costa County and for the high quality of work performed by her during her career. ___________________ FEDERAL D. GLOVER Chair, District V Supervisor ______________________________________ JOHN GIOIA CANDACE ANDERSEN District I Supervisor District II Supervisor ______________________________________ DIANE BURGIS KAREN MITCHOFF District III Supervisor District IV Supervisor I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, By: ____________________________________, Deputy August 15, 2017 Contra Costa County Board of Supervisors Minutes 817 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Lia Bristol, (925) 521-7100 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 18 To:Board of Supervisors From:Karen Mitchoff, District IV Supervisor Date:August 15, 2017 Contra Costa County Subject:Recognizing James Araby, Executive Director of United Food and Commercial Workers Western States Council as 2017 Labor Leader of the Year August 15, 2017 Contra Costa County Board of Supervisors Minutes 818 ATTACHMENTS Resolution No. 2017/304 August 15, 2017 Contra Costa County Board of Supervisors Minutes 819 In the matter of:Resolution No. 2017/304 Recognizing James Araby as 2017 Labor Leader of the Year. Whereas, James Araby is currently the Executive Director of the United Food and Commercial Workers Union Western States Council; and Whereas, the Western States Council is composed of 185,000 UFCW members who work in the states of California, Arizona and Nevada; and Whereas, Mr. Araby leads the UFCW’s political and legislative efforts in the states that are affiliated with the council; and Whereas, since joining the UFCW, Mr. Araby has helped lead coalitions in California to pass first-in-the-nation laws on paid-sick days, banning plastic bags, worker retention in the grocery industry and regulating medical cannabis; and Whereas, in 2014, Mr. Araby led the UFCW to work with Senators Padilla and De Leon to pass a first in the nation plastic bag ban. Working with the California Grocers Association, the UFCW helped ensure that people that were on food stamps would not be subject to the 0.10 cent fee for use of paper; and Whereas, Mr. Araby started working in the labor movement in 2001, at SEIU; and Whereas, he worked in Southern California, and was a part of one of the most successful organizing campaigns in recent labor history. The campaign helped organize 30,000 hospital workers into the union in Southern California; and Whereas, he also served on the Contra Costa AFL-CIO Labor Council Executive Board from 2014-2016; and Whereas, in addition to the work for the UFCW, Mr. Araby serves on the board of directors of CORO Northern California, Consumer Federation of California, and the advisory board for the technology company Organizer; and Whereas, Mr. Araby is engaged in our community, serving as an appointee on the Contra Costa Workforce and Development Investment Board; and Whereas, Mr. Araby is married to Trina Araby and they have two daughters, Malia and Leilani. Raised in Boston, James and his family now live in Briones, CA; and Whereas, James continues to be active in our community by dedicating his work to making Contra Costa and California a more just and fair place to work, play and live. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County does hereby honor and congratulate James Araby as the 2017 Labor Leader of the Year. ___________________ FEDERAL D. GLOVER Chair, District V Supervisor ______________________________________ JOHN GIOIA CANDACE ANDERSEN District I Supervisor District II Supervisor ______________________________________ DIANE BURGIS KAREN MITCHOFF District III Supervisor District IV Supervisor I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, By: ____________________________________, Deputy August 15, 2017 Contra Costa County Board of Supervisors Minutes 820 August 15, 2017 Contra Costa County Board of Supervisors Minutes 821 RECOMMENDATION(S): CONTINUE TO SEPTEMBER 19, 2017 the adoption of Ordinance No. 2017-16, which would establish a permit program for specified non-franchised solid waste haulers. FISCAL IMPACT: No fiscal impact. BACKGROUND: On July 11, 2018, the Board of Supervisors introduced Ordinance 2017-16, which would establish a permit program for specified non-franchised solid waste haulers. On July 28, Garaventa Enterprises and Republic Services sent a joint letter to the Conservation and Development Director conveying comments and proposed revisions to the ordinance. To allow staff time to review and discuss the proposed revisions, the Board should postpone adoption of the ordinance until September 19, 2017. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Julie DiMaggio Enea (925) 335-1077 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 , County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 19 To:Board of Supervisors From:William Walker, M.D., Health Services Director, John Kopchik, Conservation & Development Director Date:August 15, 2017 Contra Costa County Subject:ADOPT ORDINANCE TO ESTABLISH A PERMIT PROGRAM FOR SPECIFIED NON-FRANCHISED SOLID WASTE HAULERS August 15, 2017 Contra Costa County Board of Supervisors Minutes 822 ATTACHMENTS Joint Hauler Letter from Garaventa Enterprises and Republic Services Franchise Haulers' Proposed Ordinance Modifications Proposed Ordinance No. 2017-16 Solid Waste Hauler Permitting Program August 15, 2017 Contra Costa County Board of Supervisors Minutes 823 August 15, 2017 Contra Costa County Board of Supervisors Minutes 824 August 15, 2017 Contra Costa County Board of Supervisors Minutes 825 ORDINANCE NO. 2017-16 (Solid Waste Collection and Transportation) The Contra Costa County Board of Supervisors ordains as follows: SECTION I. SUMMARY. This ordinance amends Chapter 418-2 of the County Ordinance Code to establish permit requirements for the collection and transportation of Ssolid Wwaste in the unincorporated area of Contra Costa County. SECTION II. AUTHORITY. This ordinance·is adopted pursuant to Article 11, section 7 of ·the California Constitution, Public Resources Code section 40059 and Vehicle Code section 21100. SECTION III. Chapter 418-2 of the County Ordinance Code is amended to read: Chapter 418-2 Solid Waste Collection and Transportation 418-2.002 Definitions. For purposes of this chapter, the following words and phrases have the following meanings: (a) "Solid Wwaste" means all solid waste as defined in Public Resources Code section 40191 as may be amended from time to time. (b) "Solid Wwaste facility" means a Ssolid Wwaste facility as defined in Public Resources Code section 40194 as maybe amended from time to time. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.004 Permit requirement. Effective January 1, 2018, no person shall collect Ssolid Wwaste from any location in the unincorporated area and transport it over the public streets or highways of the unincorporated area except under a valid permit issued under this chapter, unless an exemption pursuant to subsection 2.008 below applies. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.006 Territorial limits; solid waste types. (a) A permit issued under this chapter authorizes the permittee to collect specified types of Ssolid Wwaste within a specified territory in the unincorporated area and to transport it over the public streets and highways of the unincorporated area. (b) A person may obtain a permit under this chapter to collect Ssolid Wwaste from territory in the unincorporated area only to the extent that another person does not have an exclusive privilege or right to collect that Ssolid Wwaste from that territory under a valid franchise agreement. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) (b)(c) Nothing in this chapter shall authorize or be construed to authorize any person to engage in the collection and transport of Solid Waste within (1) any territory, zone or region of the County that is subject to an exclusive franchise agreement between the County and athe franchised Solid Waste collection company, or (2) any territory, zone or region of any public agency, including a city, special district, community service district or joint powers authority Formatted: Indent: Left: 0", First line: 0.31" August 15, 2017 Contra Costa County Board of Supervisors Minutes 826 that is subject to an exclusive franchise agreement between the public agency and athe franchised Solid Waste collection company. 418-2.008 Exemptions. The requirement to obtain a permit under Section 418-2.004 does not apply to any of the following: (a) The collection and transport of Ssolid Wwaste by the owner or occupant of the real property where the solid waste was generated. (b) The collection and transport of Solid Waste that is generated on real property in the course of a service provided to the owner or tenant of that property by a building contractor or landscape contractor, if the Solid Waste is collected and transported by the contractor. (c) The collection and transport of Ssolid Wwaste under a valid federal, state or other local agency permit. (d) The collection and transport of Ssolid Wwaste under aan existing valid franchise agreement between the hauler and a public agency. (e) The collection and transport of Ssolid Wwaste that is generated in a mechanized manufacturing process or at a publicly operated treatment works. (f) The use of personal vehicles or other non-commercial vehicles operated by persons transporting recyclable materials that are donated to a charitable organization or a non-profit organization. For purposes of this exemption, recyclable materials are donated only where no compensation is paid to the generator of the material for the removal or transport of the recyclable materials. Reduced or discounted costs charged to a generator for transport or handling fees shall not qualify as a donation. (t) The collection and transport of source-separated recyclable material. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.010 Application. (a) A person may apply for a Ssolid Wwaste collection and transportation permit by submitting an application to the Contra Costa County Health Services Department, Environmental Health Division, and paying an application fee established by the board by resolution. The application must be made using a form approved by the health officer and include all of the following: (1) The full name, address and telephone number(s) of the applicant. (2) Identification of all vehicles proposed to be used in the collection and transport of Ssolid Wwaste under the permit, including legible copies of valid California registration cards for each vehicle. (3) Documents showing that all individuals who will operate any of the vehicles described in Section 418-2.010(a)(2) have legal authority to operate those vehicles, including legible copies of valid California driver's licenses. (4) Identification of the types of Ssolid Wwaste to be collected and transported. (5) Identification of the types of locations where Ssolid Wwaste will be collected. (6) Identification of the specific geographic territory to be served. (7) Identification of the locations to which the Ssolid Wwaste will be transported. (8) A description of any services to be provided to a customer related to the collection and transport of Ssolid Wwaste for that customer. (b) A copy of the application will be provided by the health officer to the director of the Commented [SWG1]: We do not believe haulers of source separated materials should be exempted. This could easily create a loophole where a non-compliant hauler claims to be transporting only “source separated” materials. Formatted: Font: 11.5 pt, Font color: Custom Color(RGB(21,21,21)) Formatted: Justified, Right: 0.31", Tab stops: 5.5", LeftCommented [SWG2]: This new subsection (f) fully recognizes and preserves the existing and accepted practices of donations to charitable and non-profit groups such as the Boy Scouts of America. August 15, 2017 Contra Costa County Board of Supervisors Minutes 827 department of conservation and development for review to determine whether any other person has obtained an exclusive right or privilege from the Ccounty to collect and transport the same type of Ssolid Wwaste described in Section 418-2.010(a)(4) from the same territory described in Section 418-2.010(a)(6). The review will be conducted and completed no later than 30 calendar days following the date that the application is submitted. (c) A copy of the application will be provided by the health officer to local public agencies that have jurisdiction over Ssolid Wwaste handling within the territory described in Section 418- 2.010(a)(6), including sanitary districts and community services districts, for review to determine whether any other person has obtained an exclusive right or privilege from the agency to collect and transport the same type of Ssolid Wwaste described in Section 418-2.010(a)(4) from the same territory described in Section 418-2.010(a)(6). (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.012 Vehicle Requirements and Iinspections. (a) All vehicles proposed to be used for collection and transport of Ssolid Wwaste under a permit issued under this chapter shall be made available for inspection by the health officer. Minimum vehicle requirements are as follows: (a)(b) Before a new or renewed permit is issued under this chapter, the health officer shall inspect all vehicles proposed to be used for collection and transport of Ssolid Wwaste under the permit to determine compliance with the following minimum standards: (1) The vehicle must be designed, constructed and configured for safe handling and to securely contain the type of Ssolid Wwaste proposed to be collected; and (2) The vehicle must be prominently marked with the name and telephone number of the applicant. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.014 Permit issuance; grounds for denial. (a) After receipt of an application and payment of a permit fee established by the board by resolution, and following the review by the director of the department of conservation and development under Section 418-2.0l0(b), the health officer shall issue a Ssolid Wwaste collection and transportation permit unless any of the following grounds for denial exists: (1) The director of the department of conservation and development or a local public agency identified in Section 418-2.010(c) advises the health officer that another person has an exclusive right or privilege to collect and transport the same type of solid waste described in Section 418-2.010(a)(4) from the same territory described in Section 418-2.010(a)(6). (2) The application is incomplete or inaccurate. (3) A permit issued to the applicant under this Section 418-2.012 has been revoked within 12 months prior to the date of the application. (4) The applicant has failed to pay an outstanding fine. (5) The health officer determines that a vehicle proposed to be used in the collection and transport of Ssolid Wwaste under the permit does not conform to the minimum standards set forth in Section 418-2.012(b)(2). (b) The health officer shall provide written notice to the applicant of any denial of a permit under this chapter and the reasons for the denial. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.016 Conditions. Commented [SWG3]: We think minimum vehicle requirements and/or container specifications may be appropriate and can be added here. August 15, 2017 Contra Costa County Board of Supervisors Minutes 828 The following requirements are conditions of operation under a permit issued under this chapter: (a) The permittee must comply with all applicable laws and regulations. (b) A copy of the permit must be kept in each vehicle used for Ssolid Wwaste collection and transportation under the permit and produced immediately in response to a demand of the health officer or any peace officer. (c) All Ssolid Wwaste must be transported only to: (1) A Ssolid Wwaste facility that is lawfully operated under all required state and local permits, registrations and enforcement agency notifications; or (2) A recycling facility that, as its principal function, receives only wastes that have already been separated for reuse and are not intended for disposal, and is lawfully operated in accordance with all applicable laws and regulations. (d) Each vehicle used for Ssolid Wwaste collection or transportation under the permit must prominently display, on the rear of the vehicle, a permit decal issued by the health officer. (e) Each vehicle used for Ssolid Wwaste collection or transportation under the permit must be marked with the name and telephone number of the permittee. Markings must be in sharp contrast to the background and of such size as to be readily visible during daylight hours from a distance of 50 feet. Markings must be applied to each sidewall of a vehicle. (f) Each vehicle used for Ssolid Wwaste collection or transportation under the permit must be regularly cleaned and maintained to prevent the creation of a nuisance. (g) The permittee must maintain, on a rolling basis, original records showing, for the immediately preceding 12 months, the type and weight of all Ssolid Wwaste collected, the location where each load of solid waste was collected, and the disposal site or other final destination of each load collected. Copies of these records must be submitted to the health officer upon request. (h) The permittee must shall submit quarterly reports to the health officer showing the type and weight of Ssolid Wwaste collected, the location where solid waste was collected, and the disposal site or other final destination of each load collected. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.018 Insurance and Bond Requirements. (a) A permittee must file with the county and maintain until permit expiration a performance bond or equivalent security of the type and in the amount set by the board by resolution. (b) Prior to engaging in any hauling activity, the permittee shall provide a certificate of insurance to the County and shall carry proof of insurance in any hauling vehicle, with limits of no less than $1 million per claim, and $3 million in the aggregate. The County shall be named as an additional insured on permittee’s certificate of insurance. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.020 Permit expiration and renewal. (a) A permit issued under this chapter remains valid until the permit expires or is revoked under Section 418-2.022. (b) A permit expires on the last day of December unless it is renewed prior to expiration. A August 15, 2017 Contra Costa County Board of Supervisors Minutes 829 permittee may apply for renewal of the permit by submitting an application that conforms to the requirements set forth in Section 418-2.010 and payment of a permit fee established by the board by resolution. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.022 Revocation. (a) Grounds. A permit issued under Section 418-2.012 may be revoked by the health officer in accordance with the procedure set forth in this section if the health officer determines that (1) the permittee has failed to comply with a term or condition of operation under the permit following written notice and a reasonable opportunity to cure the violation; or (2) the permittee's conduct under the permit constitutes a nuisance. (b) Notice. The health officer will provide written notice of intent to revoke a permit to the permittee at the address provided on the permittee' s application. The notice will state an applicable grounds for the revocation and the permittee' s right to a hearing under this section. (c) Hearing. Within 15 days afterdays after the date of the notice of intent to revoke, the permittee may request a hearing before the health officer by completing and submitting a written hearing request form and paying a fee established by the Bboard by resolution. The hearing will be held no sooner than 20 days and no later than 45 days following the date of the written request for hearing. (d) Effective date. If no hearing is timely requested, the revocation shall becomeis effective 15 days after the date of the notice of intent to revoke. If a hearing is held, a revocation order issued by the health officer shall becomewill be effective when the time to appeal under Chapter 14-4 expires, unless an appeal to the Bboard is timely filed under Chapter 14-4. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.024 Prohibition. No person shall engage the service of a person for compensation to collect Ssolid Wwaste from any location in the unincorporated area and transport it over a public street or highway in the unincorporated area unless the person whose service is engaged has obtained and operates in compliance with a permit issued under this chapter or is exempt from the permit requirement as set forth in subsection 2.008. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.026 Investigations. Whenever it is necessary to inspect a vehicle or other property to enforce the provisions of this chapter, or whenever the health officer has cause to believe that there exists on any property any violation of this chapter, the health officer may enter the property to inspect and gather evidence or perform the duties imposed on the health officer by this chapter. Entry may be made at any reasonable time upon advance notice to the owner or occupant of the property. If entry is refused, the health officer is authorized to proceed pursuant to Code of Civil Procedure section 1822.50 and following, as may be amended from time to time, and any and all other remedies provided by law to secure entry. (Ords. 2017-16 § 3, 91-26, 88-49, 82-42, 1443.) 418-2.028 Construction. Nothing in this chapter shall be construed in a manner that conflicts with Vehicle Code section 21100, subdivision (b), as may be amended from time to time, or the requirements of other public agencies. (Ords. 2017-16 § 3, 91- 26, 88-49, 82-42, 1443.) August 15, 2017 Contra Costa County Board of Supervisors Minutes 830 SECTION IV. EFFECTIVE DATE. This ordinance becomes effective 30 days after passage, and within 15 days after passage shall be published in the East Bay Times, a newspaper published in this County. This ordinance shall be published in a manner satisfying the requirements of Government Code section 25124, with the names of the supervisors voting for and against it. PASSED on ,by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: David J. Twa, Clerk of the Board of Supervisors and County Administrator By: _ Deputy . Board Chair [seal] LW/ H:\Ordinances\Ord.2017-16.docx August 15, 2017 Contra Costa County Board of Supervisors Minutes 831 August 15, 2017 Contra Costa County Board of Supervisors Minutes 832 August 15, 2017 Contra Costa County Board of Supervisors Minutes 833 August 15, 2017 Contra Costa County Board of Supervisors Minutes 834 August 15, 2017 Contra Costa County Board of Supervisors Minutes 835 August 15, 2017 Contra Costa County Board of Supervisors Minutes 836 RECOMMENDATION(S): APPOINT the following to the Library Commission as the District V Representative with a Term to expire June 30, 2019 as recommended by Supervisor Federal D. Glover. Peter Wilson Pittsburg, CA FISCAL IMPACT: None. BACKGROUND: The Commission serves in an advisory capacity to the Board of Supervisors and the County Librarian; provides a forum for the community to provide input concerning Library operations, and recommends proposals to the Board of Supervisors and the County Librarian which may improve the Library. The Commission meets the 4th Thursday of every other month, 7:00 to 9:00 p.m.; 777 Arnold Drive, Martinez, CA CONSEQUENCE OF NEGATIVE ACTION: The position would remain vacant. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Vincent Manuel (925) 427-8138 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 20 To:Board of Supervisors From:Federal D. Glover, District V Supervisor Date:August 15, 2017 Contra Costa County Subject:APPOINT Peter Wilson to the Library Commission as the District V Representative August 15, 2017 Contra Costa County Board of Supervisors Minutes 837 RECOMMENDATION(S): APPROVE and AUTHORIZE the County's participation in the County Climate Coalition and the We Are Still In open letter regarding the Paris Climate Agreement and AUTHORIZE the Conservation and Development Director, or designee, to take steps necessary to implement this direction, as recommended by the Ad Hoc Sustainability Committee. FISCAL IMPACT: Any staff costs related to participating in the coordination activities of the County Climate Coalition would be covered with existing funds budgeted for the Sustainability Coordinator. BACKGROUND: Local governments around the world, including in the Bay Area, have been taking action to protect the climate since the early 1990s. Municipal commitment to reduce greenhouse gas emissions has been demonstrated through local climate action plans, resolutions, and joint statements for over twenty years, reflecting the view that acting to protect the climate yields a variety of benefits to local communities. Contra Costa County in 2008 adopted a Municipal Climate Action Plan that identifies strategies for reducing greenhouse gas emissions from County operations. In 2015, the County adopted a Climate Action Plan that identifies strategies to reduce greenhouse gas emissions in unincorporated areas across the County, in most sectors of the economy. (The 2015 Climate Action Plan does not address emissions from large stationary sources, which are under the jurisdiction of the Bay Area Air Quality Management District.) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Jody London, 925-674-7871 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 21 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:APPROVE the County's membership in the County Climate Coalition and the We Are Still In sign-on statement regarding the Paris Climate Agreement August 15, 2017 Contra Costa County Board of Supervisors Minutes 838 BACKGROUND: (CONT'D) It sets targets for reductions by 2020 and 2035 that are aligned with the State targets that were in effect at the time the Climate Action Plan was adopted. President Trump’s announcement on June 1, 2017 that the United States would withdraw from the Paris Climate Agreement has elicited a variety of responses among state and local governments, most notably the rise of public statements expressing solidarity with the rest of the world in support of the Paris Climate Agreement. Several public statements have arisen in direct response to President Trump’s action, and several sign-on efforts that existed prior to June 1 have experienced renewed interest and visibility. Staff has researched the most relevant collective statements, including: We Are Still In sign-on letter; County Climate Coalition; and Under2 Coalition commitment to reduce greenhouse gas emissions. On July 31, 2017, the Ad Hoc Sustainability Committee considered actions the County could take regarding the Paris Climate Agreement. The Ad Hoc Sustainability Committee recommends that Contra Costa County participate in the We Are Still In sign-on statement and the County Climate Coalition. The We Are Still In sign-on letter (Attachment A) was created in direct response to President Trump pulling the U.S. out of the Paris Climate Accord. We Are Still In invites interested parties to sign on to a statement to demonstrate that major sub-national leaders in the United States are still committed to ambitious action on climate change. Beyond signing the statement there is no substantive obligation. Signing the We Are Still In letter allows the County to make a strong, public statement on the specific issue of the United States’ withdrawal from the Paris Climate Accord. Similarly, the County Climate Coalition (Attachment B) provides an opportunity for only county governments to affirm their commitment to the Paris Climate Accord. Organized by Santa Clara County Supervisor Dave Cortese, the County Climate Coalition does not require a financial commitment. The organizer envisions the County Climate Coalition will also provide a venue for sharing information between counties about climate protection activities. CONSEQUENCE OF NEGATIVE ACTION: A decision to not participate in the We Are Still In statement and the County Climate Coalition means the County would forego opportunities to demonstrate its continued support for the principles adopted in the County's Climate Action Plan. ATTACHMENTS We Are Still In County Climate Coalition August 15, 2017 Contra Costa County Board of Supervisors Minutes 839 ATTACHMENT B: We Are Still In sign-on statement Open letter to the international community and parties to the Paris Agreement from U.S. state, local, and business leaders We, the undersigned mayors, governors, college and university leaders, businesses, and investors are joining forces for the first time to declare that we will continue to support climate action to meet the Paris Agreement. In December 2015 in Paris, world leaders signed the first global commitment to fight climate change. The landmark agreement succeeded where past attempts failed because it allowed each country to set its own emission reduction targets and adopt its own strategies for reaching them. In addition, nations - inspired by the actions of local and regional governments, along with businesses - came to recognize that fighting climate change brings significant economic and public health benefits. The Trump administration's announcement undermines a key pillar in the fight against climate change and damages the world's ability to avoid the most dangerous and costly effects of climate change. Importantly, it is also out of step with what is happening in the United States. In the U.S., it is local and state governments, along with businesses, that are primarily responsible for the dramatic decrease in greenhouse gas emissions in recent years. Actions by each group will multiply and accelerate in the years ahead, no matter what policies Washington may adopt. In the absence of leadership from Washington, states, cities, colleges and universities, businesses and investors, representing a sizeable percentage of the U.S. economy will pursue ambitious climate goals, working together to take forceful action and to ensure that the U.S. remains a global leader in reducing emissions. It is imperative that the world know that in the U.S., the actors that will provide the leadership necessary to meet our Paris commitment are found in city halls, state capitals, colleges and universities, investors and businesses. Together, we will remain actively engaged with the international community as part of the global effort to hold warming to well below 2℃ and to accelerate the transition to a clean energy economy that will benefit our security, prosperity, and health. August 15, 2017 Contra Costa County Board of Supervisors Minutes 840 County Climate Coalition Updated on: 7/24/2017 4:31 PM DECLARATION OF COUNTY CLIMATE COALITION AFFIRMING COUNTIES’ COMMITMENT TO THE PARIS CLIMATE ACCORD, ENVIRONMENTAL SUSTAINAIBLITY, AND COMBATING CLIMATE CHANGE Consensus exists among the world’s leading climate scientists that we face a major global climate crisis caused by greenhouse gas emissions, with rising sea levels and melting ice sheets creating increasingly unpredictable and unhealthy living environments as we approach a dangerous threshold of global warming. Documented impacts of global warming include but are not limited to increased occurrences of extreme weather events, significant impacts to human health and safety, destruction of ecosystems, and reduced economic productivity. In 2015, all but two countries signed the United Nations Paris Climate Accord (“Paris Accord”), a historic international agreement aimed at reducing carbon emissions, slowing rising global temperatures, and helping countries deal with the effects of climate change. Signatories to the Paris Accord committed to enact programs to limit global temperature increase to less than two degrees Celsius above pre-industrial levels, with an expectation that this goal would be reduced to one and a half degrees in the future. The United States ratified the Paris Accord on September 3, 2016 and committed to its own target of reducing carbon emissions by 26 to 28 percent by 2025. On June 1, 2017, President Trump announced his intention to withdraw the United States from the Paris Accord despite the dire consequences of the planet’s rising temperatures and opposition from communities across the country and world. The United States’ withdrawal could result in an additional three billion tons of carbon dioxide being released into the atmosphere each year, and an additional increase of as much as 0.3 degrees Celsius in global temperatures by end of the century. The County Climate Coalition takes sharp exception to President Trump’s unilateral intention to withdraw the United States from the Paris Accord and urges the federal government to adhere to its emissions reduction commitments under the Paris Accord. Regardless of whether the United States ultimately withdraws from the Paris Accord, the undersigned local governments intend to continue working toward meeting the United States’ commitment under the Paris Accord through results-oriented strategies to reduce greenhouse gas emissions. By combating climate change through renewable solar energy development, alternative community energy providers, enhanced waste diversion, environmentally friendly vehicles, reduction of water usage, and other local solutions, the undersigned local governments will continue their efforts to slow the dangerous pace of global warming while advancing environmental sustainability, protecting public health, and leading innovation. Page 1 of 2 7/26/2017 August 15, 2017 Contra Costa County Board of Supervisors Minutes 841 Ways to get involved: 1. FORMALLY JOIN the County Climate Coalition. 2. SIGN ON AS A SUPPORTER of the County Climate Coalition. 3. LEARN MORE by contacting vanessa.turner@bos.sccgov.org. COUNTIES Santa Clara County, California Charles County, Maryland San Miguel County, Colorado Gilpin County, Colorado Formal announcement coming soon! SUPPORTERS Santa Barbara County, CA Board of Supervisors Chair Joan Hartmann Knox County, TN Commissioner Evelyn Gill Marin County, CA Board of Supervisors President Judy Arnold Albany County, NY Legislator William Reinhardt Lane County, OR Commissioner Pete Sorenson City of Boulder, CO Councilor Aaron Brockett San Francisco State University Assistant Professor Eric Mar Local Power Inc. President Paul Fenn City of Dallas Council Member Philip Kingston Adams County, CO Board of Commissioners Chair Eva Henry Sonoma County, CA Regional Climate Protection Authority Coordinator Carolyn Glanton All Content Copyright © 2017, County of Santa Clara, CA Page 2 of 2 7/26/2017 August 15, 2017 Contra Costa County Board of Supervisors Minutes 842 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 22108 to reallocate on the Salary Schedule the class of Stationary Engineer (GWVC) (represented) from a three-step salary plan and grade TB5 1510 ($5,317- $5,862) to a five-step salary plan and grade TB5 1510 ($5,317- $6,463); and reallocate on the Salary Schedule the class of Lead Stationary Engineer (GWTC) (represented) from a three-step salary plan and grade TB5 1642 ($6,059- $6,681) to a five-step salary plan and grade TB5 1642 ($6,059- $7,365); and REALLOCATE on the Salary Schedule incumbents in affected classifications from step one of the three-step schedule to Step three of the five-step schedule, from step two of the three-step schedule to Step four of the five-step schedule, and from step three of the three-step schedule to Step five of the five-step schedule. FISCAL IMPACT: Upon approval of this action, the annual cost increase will be approximately $152,000 this fiscal year including pension costs of $45,600. The cost of this action will be covered by charge out rates to the various County Departments (approximately 63% General Fund, 37% various funds). BACKGROUND: Historically, the Public Works Department has had difficulty in recruiting and retaining Stationary Engineers. Currently, the Facilities Division in Public Works has eight (8) vacancies. In 2016 the County performed a pay study for the Stationary Engineer classification. It was determined that the salary range for the Stationary Engineer APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Kelli Zenn, (925) 313-2108 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: James Hicks, Kelli Zenn, Jeff Bailey, Labor Relations Manager C. 22 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:ADOPT Position Adjustment Resolution No. 22108 to reallocate on the Salary Schedule the classes of Stationary Engineer and Lead Stationary Engineer. August 15, 2017 Contra Costa County Board of Supervisors Minutes 843 BACKGROUND: (CONT'D) > classification was 13.65% below the median in comparison with neighboring counties. Thus, it was recommended to adjust the salary range by adding two (2) additional 5% pay-steps to the current three (3) steps salary range. The additional two pay steps will result in a standard five-step salary range with 5% increments between each pay step. Moreover, in order to maintain at least a 14% salary spread in between the top steps of Stationary Engineer and the Lead Stationary Engineer classifications, and to ensure that the top step of Lead Stationary Engineer is 5% greater than the top step of Stationary Engineer Systems Specialist II, it was further determined that the appropriate salary for Lead Stationary engineer be adjusted at the top step to $7,365.95. As a result, the Lead Stationary Engineer classification’s salary range will be also adjusted by adding two additional 5% pay steps to the current three (3) steps salary range. The additional two (2) pay steps will result in a standard five-step salary range with 5% increments between each pay step. Current incumbents in affected classifications will be reallocated from step one of the three-step schedule to Step three of the five-step schedule, from step two of the three-step schedule to Step four of the five-step schedule, and from step three of the three-step schedule to Step five of the five-step schedule. CONSEQUENCE OF NEGATIVE ACTION: The consequences of not reallocating the salary of the Stationary Engineer and Lead Stationary Engineer classifications is continued difficulty in recruiting and retaining qualified employees. ATTACHMENTS Personnel Resolution No. 22108 August 15, 2017 Contra Costa County Board of Supervisors Minutes 844 POSITION ADJUSTMENT REQUEST NO. 22108 DATE 7/3/2017 Department No./ Department Public Works Budget Unit No. 0650 Org No. 4504 Agency No. 65 Action Requested: Reallocate on the Salary Schedule the class of Stationary Engineer (GWVC) (represented) from salary plan and grade TB5 1510 ($5,317.44 - $5,862.47) to salary plan and grade TB5 1510 ($5,317.44 - $6,463.37); and reallocate on the Salary Schedule the classification of Lead Stationary Engineer (GWTC) (represented) from salary plan and grade TB5 1642 ($6,059.98 - $6,681.13) to salary plan and grade TB5 1642 ($6,059.98 - $7,365.95) in the Public Works Department. Proposed Effective Date: 7/1/2017 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: $0.00 Estimated total cost adjustment (salary / benefits / one time): Total annual cost $152,000 Net County Cost $95,760 Total this FY $152,000 N.C.C. this FY $95,760 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 63% General Fund, 37% Various Special Revenue Funds Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Julia R. Bueren ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT L.Strobel 7/3/17 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 7/15/2017 Reallocate on the Salary Schedule the class of Stationary Engineer (GWVC) (represented) from salary plan and grade TB5 1510 ($5,317.44 - $5,862.47) to salary plan and grade TB5 1510 ($5,317.44 - $6,463.37); and reallocate on the Salary Schedule the classification of Lead Stationary Engineer (GWTC) (represented) from salary plan and grade TB5 1642 ($6,059.98 - $6,681.13) to salary plan and grade TB5 1642 ($6,059.98 - $7,365.95) in the Public Works Department. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Eva Barrios 8/1/2017 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/4/17 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Lisa Driscoll, County Finance Director Other: ____________________________________________ ___________________________________ (for) County Administrator BOARD OF SUPERVISORS ACTION: David J. Twa, Clerk of the Board of Supervisors Adjustment is APPROVED DISAPPROVED and County Administrator DATE BY APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL / SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es) / position(s) as follows: P300 (M347) Rev 3/15/01 August 15, 2017 Contra Costa County Board of Supervisors Minutes 845 August 15, 2017 Contra Costa County Board of Supervisors Minutes 846 RECOMMENDATION(S): Adopt Position Adjustment Resolution No. 22126 to add one (1) permanent full-time Clerk-Senior Level (JWXC) at salary level 3RX 1033 ($3,307 - $4,223), and cancel one (1) permanent part-time Public Administrator’s Program Assistant (AXSD) position #16276 at salary level ZB5 1392 ($4,731 - $5,750), in the Health Services Department. (Represented) FISCAL IMPACT: Upon approval, there is an annual cost of approximately $25,259, which includes estimated pension costs of $6,100. The cost will be offset from the fees received from by the Public Administrator’s Office for processing estates. (100% Estate fees) BACKGROUND: The Health Services Department is requesting to cancel one vacant part time 20 hour Public Administrator’s Program Assistant position and add one full time Clerk – Senior Level position in the Public Administrator’s Office. The Public Administrator’s APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Melissa Carofanello - 925-957-5248 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Melissa Carofanello C. 23 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Cancel one part time Public Administrator's Program Assistant and add one full time Clerk - Senior Level in the Health Services Department. August 15, 2017 Contra Costa County Board of Supervisors Minutes 847 BACKGROUND: (CONT'D) Office is responsible for administrating estates of deceased persons without a will or without someone willing to act as an administrator. There is a significant amount of clerical duties in processing these estates including typing and filing correspondence, data entry, answering phones and returning phone calls. Currently the Public Administrator’s Office does not have any permanent clerical staff assigned to its office. Given the critical nature and high degree of responsibility the department has determined one full time Clerk Senior Level position would be an appropriate classification level necessary to fulfill the needs of this Office. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Public Administrators’ Office of the Health Services Department will not have adequate and appropriate staffing to meet the needs and demands of processing the estates assigned to their office. CHILDREN'S IMPACT STATEMENT: ATTACHMENTS P300 No. 22126 HSD August 15, 2017 Contra Costa County Board of Supervisors Minutes 848 POSITION ADJUSTMENT REQUEST NO. 22126 DATE 7/24/2017 Department No./ Department HEALTH SERVICES Budget Unit No. 0454 Org No. 0454 Agency No. A18 Action Requested: Add one full time Clerk - Senior Level (JWXC) position and cancel one part time Public Administrator's Program Assistant (AXSD) position #16276 in the Health Services Department. Proposed Effective Date: 8/9/2017 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: $0.00 Estimated total cost adjustment (salary / benefits / one time): Total annual cost $25,258.80 Net County Cost $0.00 Total this FY $23,159.62 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Estate fees Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Melissa Carofanello ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 8/1/2017 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/1/2017 Add one (1) permanent full-time Clerk-Senior Level (JWXC) at salary level 3RX-1033 ($3,307 - $4,223) and cancel one (1) permanent part-time Public Administrator’s Program Assistant (AXSD) position #16276 salary level ZB5 – 1392 ($4,731 - $5,750) in the Health Services Department. (Represented) Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Marta Goc 8/1/2017 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/9/2017 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Enid Mendoza Other: ____________________________________________ ___________________________________ (for) County Administrator BOARD OF SUPERVISORS ACTION: David J. Twa, Clerk of the Board of Supervisors Adjustment is APPROVED DISAPPROVED and County Administrator DATE BY APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL / SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es) / position(s) as follows: P300 (M347) Rev 3/15/01 August 15, 2017 Contra Costa County Board of Supervisors Minutes 849 REQUEST FOR PROJECT POSITIONS Department Date 8/9/2017 No. 1. Project Positions Requested: 2. Explain Specific Duties of Position(s) 3. Name / Purpose of Project and Funding Source (do not use acronyms i.e. SB40 Project or SDSS Funds) 4. Duration of the Project: Start Date End Date Is funding for a specified period of time (i.e. 2 years) or on a year-to-year basis? Please explain. 5. Project Annual Cost a. Salary & Benefits Costs: b. Support Costs: (services, supplies, equipment, etc.) c. Less revenue or expenditure: d. Net cost to General or other fund: 6. Briefly explain the consequences of not filling the project position(s) in terms of: a. potential future costs d. political implications b. legal implications e. organizational implications c. financial implications 7. Briefly describe the alternative approaches to delivering the services which you have considered. Indicate why these alternatives were not chosen. 8. Departments requesting new project positions must submit an updated cost benefit analysis of each project position at the halfway point of the project duration. This report is to be submitted to the Human Resources Department, which will forward the report to the Board of Supervisors. Indicate the date that your cost / benefit analysis will be submitted 9. How will the project position(s) be filled? a. Competitive examination(s) b. Existing employment list(s) Which one(s)? c. Direct appointment of: 1. Merit System employee who will be placed on leave from current job 2. Non-County employee Provide a justification if filling position(s) by C1 or C2 USE ADDITIONAL PAPER IF NECESSARY August 15, 2017 Contra Costa County Board of Supervisors Minutes 850 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 22128 to increase the hours of one (1) Deputy Public Defender III (25TB) (represented) position no. 13505 at salary plan and grade JD5 2146 ($10,326 - $12,551) from 24/40 to 32/40 and decrease the hours on one (1) Deputy Public Defender III (25TB) (represented) position no. 13527 at salary plan and grade JD5 2146 ($10,326 - $12,551) from 16/40 to 8/40 in the Public Defender's Office. FISCAL IMPACT: Upon approval, this action will have no fiscal impact since it is cost neutral. BACKGROUND: The Public Defender's Office has experienced an increase in case load and needs to increase hours of one 24/40 Deputy PD III position to a 32/40 position to accommodate the needs of our department. The Department will decrease the hours of one vacant 16/40 Deputy PD III position to 8/40 for a net zero balance. CONSEQUENCE OF NEGATIVE ACTION: If not approved the department will not be able to handle the increase case load. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Donna Broussard, (925) 335-8065 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Donna Broussard C. 24 To:Board of Supervisors From:Robin Lipetzky, Public Defender Date:August 15, 2017 Contra Costa County Subject:Increase the hours of one DPD III and decrease the hours of one DPD III August 15, 2017 Contra Costa County Board of Supervisors Minutes 851 ATTACHMENTS P300 No. 22128 August 15, 2017 Contra Costa County Board of Supervisors Minutes 852 August 15, 2017Contra Costa County Board of Supervisors Minutes853 August 15, 2017Contra Costa County Board of Supervisors Minutes854 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 22132 to add one (1) permanent full-time Quality Management Program Coordinator (VRHA) position at salary grade ZA5-1961 ($8,310-$10,101) and cancel one (1) vacant permanent full-time Health Plan Clinical Program Officer (VRGB) position #13158 position at salary grade ZA5-1967 ($8,360-$10,162) in the Health Services Department. (Represented) FISCAL IMPACT: Upon approval, this action would result in approximate annual cost savings of $979, with pension cost savings of $256 included. BACKGROUND: Contra Costa Health Plan’s Authorizations/Utilization Management unit is requesting to add one Quality Management Program Coordinator position and cancel one vacant Health Plan Clinical Program Officer position. The new position is essential to retaining the Health’s Plan National Committee for Quality Accreditation (NCQA) and ensuring that we meet the ever increasing demands of our payers and regulators. The unit currently has no management structure, other than the Director. When the director is not available, there is no one appropriate to represent APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Shelanda Adams, 925-957-5263 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 25 To:Board of Supervisors From:William Walker, M.D., Health Services Date:August 15, 2017 Contra Costa County Subject:Add and cancel positions in the Health Services Department. August 15, 2017 Contra Costa County Board of Supervisors Minutes 855 BACKGROUND: (CONT'D) the Quality functions in meetings. This staff member would be responsible for a large portfolio of Quality work vital to our operations and would provide much needed additional administrative capacity to the unit. This new staff member will also provide value to other units by centralizing accreditation and compliance functions and coordinating resources to provide assistance in meeting the requirements. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Health Plan’s Authorizations/Utilization Management unit will not be able to retain the Health’s Plan National Committee for Quality Accreditation (NCQA) and ensuring that they meet the ever increasing demands of payers and regulators. ATTACHMENTS P300 No. 22132 HSD August 15, 2017 Contra Costa County Board of Supervisors Minutes 856 POSITION ADJUSTMENT REQUEST NO. 22132 DATE 7/26/2017 Department No./ Department HEALTH SERVICES Budget Unit No. 0860 Org No. 6106 Agency No. A18 Action Requested: Add one full-time Quality Management Program Coordinator position (VRHA) position and cancel one vacant full-time Health Plan Clinical Program Officer (VRGB), position #13158, in the Health Services Department. Proposed Effective Date: 8/16/2017 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: $0.00 Estimated total cost adjustment (salary / benefits / one time): Total annual cost ($978.70) Net County Cost $0.00 Total this FY ($88.97) N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Cost savings Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Shelanda Adams ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 8/9/2017 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE Exempt from Human Resources review under delegated authority. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/9/2017 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Enid Mendoza Other: Approve as recommended by the Department. ___________________________________ (for) County Administrator BOARD OF SUPERVISORS ACTION: David J. Twa, Clerk of the Board of Supervisors Adjustment is APPROVED DISAPPROVED and County Administrator DATE BY APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL / SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es) / position(s) as follows: P300 (M347) Rev 3/15/01 August 15, 2017 Contra Costa County Board of Supervisors Minutes 857 REQUEST FOR PROJECT POSITIONS Department Date 8/9/2017 No. 1. Project Positions Requested: 2. Explain Specific Duties of Position(s) 3. Name / Purpose of Project and Funding Source (do not use acronyms i.e. SB40 Project or SDSS Funds) 4. Duration of the Project: Start Date End Date Is funding for a specified period of time (i.e. 2 years) or on a year-to-year basis? Please explain. 5. Project Annual Cost a. Salary & Benefits Costs: b. Support Costs: (services, supplies, equipment, etc.) c. Less revenue or expenditure: d. Net cost to General or other fund: 6. Briefly explain the consequences of not filling the project position(s) in terms of: a. potential future costs d. political implications b. legal implications e. organizational implications c. financial implications 7. Briefly describe the alternative approaches to delivering the services which you have considered. Indicate why these alternatives were not chosen. 8. Departments requesting new project positions must submit an updated cost benefit analysis of each project position at the halfway point of the project duration. This report is to be submitted to the Human Resources Department, which will forward the report to the Board of Supervisors. Indicate the date that your cost / benefit analysis will be submitted 9. How will the project position(s) be filled? a. Competitive examination(s) b. Existing employment list(s) Which one(s)? c. Direct appointment of: 1. Merit System employee who will be placed on leave from current job 2. Non-County employee Provide a justification if filling position(s) by C1 or C2 USE ADDITIONAL PAPER IF NECESSARY August 15, 2017 Contra Costa County Board of Supervisors Minutes 858 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 22133 to add one (1) full-time Physical Therapist II (V5VF) at salary level TC5-1746 ($6,717-$8,164) and cancel one (1) vacant Occupational Therapist II (V5VH) position #7595 at salary level TC5-1746 ($6,717-$8,164) in the Health Services Departments. (Represented) FISCAL IMPACT: Upon approval, this action is cost neutral due to the cancellation of the other position in the same scheduled. BACKGROUND: The Rehabilitation Therapy Service within Contra Costa Regional Medical Center and Health Centers has an operational need to provide physical therapy Functional Capacity Test evaluation (FCT) services in Industrial Rehabilitation (Ergonomic Rehabilitation) Division. The Ergonomic division provides ergonomic assessment, equipment and education, job simulations and disability testing for physicians completing disability applications as a standard test for recipients' strength and weaknesses. The Department has determined that the Physical Therapist II position would better serve Industrial Rehabilitation instead of the current position of Occupational Therapist APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Mary Dunn, 925-957-5267 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 26 To:Board of Supervisors From:William Walker, M.D., Health Services Date:August 15, 2017 Contra Costa County Subject:Add one (1) full-time Physical Therapist II position and cancel Occupational Therapist II position in the Health Services Departmentr August 15, 2017 Contra Costa County Board of Supervisors Minutes 859 BACKGROUND: (CONT'D) II which does not perform this type of rehabilitation services. Position number #7558 is an Occupational Therapist II position in Ergonomic division of Rehabilitation services that is staffed with a mixture of Physical Therapist and Occupational Therapist who are responsible for job site analysis recommendations and equipment and department remodels and FCT evaluations for fitness for work disability applications. Both areas require specific training and knowledge to perform. The Occupational Therapist who filled this position covered the FCT evaluations and part of this test requires a Physical Therapist to do physical range of motion and strength testing. The current practice is to schedule additional staff to come in to perform the FCT evaluations which means longer patient care wait time and longer therapist to patient appointment care time. Therefore, having this position already in the unit would make FCT evaluations a smoother process for patients in need of this testing and patient care will be improved with this change in efficiency. The Ergo division is involved in many projects and has an ongoing list of FCT evaluations, which are scheduled timely to meet disability hearings and return to work deadlines. A dedicated Physical Therapist would help to streamline the process and this exchange will enhance the patient's experience as well as patient care services. The exchange of he Occupational Therapist II position for the Physical Therapist will have no fiscal affect an will be a fluid fiscal exchange. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the department will not have adequate staff to provide physical therapy FCE testing to meet patient care needs. CHILDREN'S IMPACT STATEMENT: ATTACHMENTS P300 No. 22133 HSD August 15, 2017 Contra Costa County Board of Supervisors Minutes 860 POSITION ADJUSTMENT REQUEST NO. 22133 DATE 08/02/17 Department No./ Department Health Services/Rehabilitation Budget Unit No. 0450 Org No. 6379 Agency No. A18 Action Requested: Add one (1) full-time Physical Therapist II (V5VF) and cancel one (1) vacant Occupational Therapist II (V5VH) Position #7595 in the Health Services Department. Proposed Effective Date: 8/16/2017 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: $0.00 Estimated total cost adjustment (salary / benefits / one time): Total annual cost $0.00 Net County Cost $0.00 Total this FY $0.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Cost Neutral Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Mary Dunn ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 8/9/2017 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE Exempt from Human Resources review under delegated authority. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/9/2017 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Enid Mendoza Other: Approve as recommended by the Department. ___________________________________ (for) County Administrator BOARD OF SUPERVISORS ACTION: David J. Twa, Clerk of the Board of Supervisors Adjustment is APPROVED DISAPPROVED and County Administrator DATE BY APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL / SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es) / position(s) as follows: P300 (M347) Rev 3/15/01 August 15, 2017 Contra Costa County Board of Supervisors Minutes 861 REQUEST FOR PROJECT POSITIONS Department Date 8/9/2017 No. 1. Project Positions Requested: 2. Explain Specific Duties of Position(s) 3. Name / Purpose of Project and Funding Source (do not use acronyms i.e. SB40 Project or SDSS Funds) 4. Duration of the Project: Start Date End Date Is funding for a specified period of time (i.e. 2 years) or on a year-to-year basis? Please explain. 5. Project Annual Cost a. Salary & Benefits Costs: b. Support Costs: (services, supplies, equipment, etc.) c. Less revenue or expenditure: d. Net cost to General or other fund: 6. Briefly explain the consequences of not filling the project position(s) in terms of: a. potential future costs d. political implications b. legal implications e. organizational implications c. financial implications 7. Briefly describe the alternative approaches to delivering the services which you have considered. Indicate why these alternatives were not chosen. 8. Departments requesting new project positions must submit an updated cost benefit analysis of each project position at the halfway point of the project duration. This report is to be submitted to the Human Resources Department, which will forward the report to the Board of Supervisors. Indicate the date that your cost / benefit analysis will be submitted 9. How will the project position(s) be filled? a. Competitive examination(s) b. Existing employment list(s) Which one(s)? c. Direct appointment of: 1. Merit System employee who will be placed on leave from current job 2. Non-County employee Provide a justification if filling position(s) by C1 or C2 USE ADDITIONAL PAPER IF NECESSARY August 15, 2017 Contra Costa County Board of Supervisors Minutes 862 RECOMMENDATION(S): APPROVE and AUTHORIZE County Librarian, or designee, to execute the Eighth Amendment to the Memorandum of Understanding (MOU) between the County of Contra Costa (County), the City of San Ramon (City) and the Contra Costa Community College District (College) for the operation of the Dougherty Station Library located at 17017 Bollinger Canyon Road, San Ramon for Fiscal Year 2017/2018. FISCAL IMPACT: 100% County Library Funds. BACKGROUND: The County, City and College are parties to a MOU dated June 26, 2007, which allows the County to provide library services at the Dougherty Station Library located at 17017 Bollinger Canyon Road in San Ramon. The MOU provides that the County is then reimbursed for its costs in providing those services. The MOU was first amended in 2009 for Fiscal Years 2009/10 and 2010/11; in 2011 for Fiscal Year 2011/12; in 2013 for Fiscal Year 2012/13 and 2013/14; in 2014 for Fiscal Year 2014/15; in 2016 for Fiscal Year 2015/16; and in 2017 for Fiscal Year 2016/17 to provide for the County’s reimbursement. The Eighth Amendment now needs to be approved by the Board of Supervisor’s so that the County can be reimbursed for the library services provided in Fiscal Year 2017/18. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Stacey Sinclair (925) 313-2130 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 27 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Eighth Amendment to the Memorandum of Understanding among Contra Costa County, the City of San Ramon and the Contra Costa Community College District August 15, 2017 Contra Costa County Board of Supervisors Minutes 863 CONSEQUENCE OF NEGATIVE ACTION: Failure to approve the Amendment to the MOU may reduce library services at the Dougherty Station Library, and the County will not be reimbursed for services provided in Fiscal Year 2017/18. August 15, 2017 Contra Costa County Board of Supervisors Minutes 864 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to accept a grant and execute a grant award agreement in an amount not to exceed $48,989 from the California Department of Conservation to perform a Renewable Resource Potential Study, for the period August 15, 2017 through March 1, 2019. FISCAL IMPACT: The County will receive a grant for $48,989. Performing the Study will include some in-kind contributions of staff time, expected to be $23,500. These contributions will be funded from the General Fund allocation approved for the Sustainability Coordinator ($11,000) and Land Development Fund ($12,500). BACKGROUND: In December 2015, Contra Costa County adopted its first Climate Action Plan (CAP). The CAP calls for the County to increase the amount of renewable energy deployed on homes, businesses, and public lands and buildings. Achieving this goal will be facilitated by deeper knowledge about locations in the unincorporated County and on County facilities with greatest potential to host distributed-scale renewable energy. Staff has been notified that the County has been approved for funds through the Strategic Growth Council to perform a Renewable Resource Potential Study (Study). APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Jody London, 925-674-7871 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 28 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:ACCEPT Grant to Perform a Renewable Resource Potential Study August 15, 2017 Contra Costa County Board of Supervisors Minutes 865 BACKGROUND: (CONT'D) The Study will consist of three tasks. Task 1 will be a Renewable Resource Potential Assessment, looking at opportunities and constraints for expanding generation of renewable energy in the County. Task 2 will review existing land use regulations (General Plan and zoning) that are relevant to the siting and installation of renewable energy resources, and develop recommendations regarding updates to those ordinances or suggest new ordinances that consider various zoning districts (commercial, industrial, agricultural, etc.), technology types, and other variables. Task 3 will work with the communities of Bay Point, Rodeo, and North Richmond on opportunities for residents of those communities, which the State considers “disadvantaged” under the CalEnviroScreen 3.0 rubric, to benefit from renewable energy. The Department of Conservation and Development (“DCD”) will conduct this study. DCD will engage a consultant to provide services for the first two tasks, in coordination with County staff. DCD staff are investigating the cost associated with expanding the technical study to the cities in the County. Once those costs are known for interested cities, staff will identify funding options from other sources that might be able to match the funds provided through this grant. DCD staff will be leading and implementing the community outreach task (Task 3), which will be informed by the first and second tasks. The Renewable Resource Potential Study also supports the recent decisions by the County and several of the cities in the County to join MCE. The community choice energy (CCE) technical study included an assessment of solar resources in the County, which will provide the starting point for the Renewable Resource Potential Assessment. The Renewable Resource Potential Study also leverages work the County is doing on the Northern Waterfront Economic Development Initiative (NWEDI). In the CCE technical study, 40 percent of the potential solar energy sites were identified in the Northern Waterfront area. When the Renewable Resource Potential Study is complete, deliverables from Task 1, Renewable Resource Potential Assessment, will include a database of potential sites that can be sorted by location, technology type, size, and whether there is existing transmission and distribution infrastructure, or whether that would need to be developed. The County will also have maps of candidate sites, with attention to whether they are eligible for MCE’s feed-in tariff, are located in the NWEDI, and/or are candidate locations for community energy projects, particularly in the communities of Bay Point, North Richmond, and Rodeo. The deliverable from Task 2, potential changes to County land use regulations, will include recommendations regarding updates to the General Plan and zoning ordinance that are relevant to the siting and installation of renewable energy resources. Task 2 may include recommendations for various approaches related to zoning, technology types, and other variables. The deliverable from Task 3 will consist of collaboration with the municipal advisory councils of Bay Point, Rodeo, and North Richmond to increase awareness of and support for greater deployment of renewable resources. The Study also will collaborate with the municipal advisory councils to identify options that allow residents of those communities to receive electricity from local renewable resources. The land use regulation review under Task 2 will include review of the area-specific General Plan and zoning regulations adopted for Bay Point, Rodeo, and North Richmond. DCD continually receives inquiries from developers of distribution-scale solar energy facilities regarding the possibility of constructing such facilities in the unincorporated area. The rate of these inquiries has increased since the Board voted in May to join MCE. However, neither the General Plan nor zoning ordinance contain provisions specific to such projects. DCD will propose, as an interim step while the Study is being completed, to undertake minor amendments to the zoning ordinance that would allow for development of distribution-scale solar projects in areas designated “Heavy Industry” and “Light Industry” upon issuance of a land use permit. These areas tend to already be disturbed, often have high demand for electricity, and often include buffers around large industrial uses that lend themselves to development of solar. By requiring use permits, the County would retain its ability to modify or deny projects that might be incompatible with neighboring uses or conflict with long-term economic development goals. DCD intends to bring this recommendation to the Board through a separate, future Board August 15, 2017 Contra Costa County Board of Supervisors Minutes 866 Order. The Renewable Resource Potential Study must be completed by March 2019 under the terms of the proposed contract with the State. Staff will aim to complete the study by mid-2018. CONSEQUENCE OF NEGATIVE ACTION: If the grant is not accepted, the County will not be able to conduct a Renewable Resource Potential Study. CHILDREN'S IMPACT STATEMENT: N/A ATTACHMENTS Strategic Growth Council Grant - Renewable Resource Potential Study August 15, 2017 Contra Costa County Board of Supervisors Minutes 867 DOC-6 (RCD 04/17) GRANTEE: PRINTED NAME AND TITLE County of Contra Costa AUTHORIZED SIGNATURE DATE PRINTED NAME AND TITLE AUTHORIZED SIGNATURE DATE Kathryn Lyddan, Assistant Director, Division of Land Resource Protection State of California - The Resources Agency DEPARTMENT OF CONSERVATION GRANT AGREEMENT GRANT NUMBER: 3017-502 AM. NO.: MAXIMUM AMOUNT OF THIS GRANT:$48,949.00 PROGRAM: Department of Conservation, Division of Land Resource Protection, Sustainable Communities Planning Grant and Incentives Program Best Practices Pilot GRANTEE County of Contra Costa The Department and the Grantee hereby agree to the following: STATE OF CALIFORNIA DEPARTMENT OF CONSERVATION Grant Agreement Cover SheetCONTROLLERDEPARTMENT OF CONSERVATIONGRANTEE (1) This Grant Agreement specifies the terms and conditions for funding a project update as awarded by the Strategic Growth Council. This grant has been awarded as a result of a proposal received in response to the Program's Sustainable Communities Planning Grant and Incentives Program Best Practices Pilot Grant Guidelines, dated December 2016. Project: Renewable Resource Potential Study. (2) The grant term shall begin on the date upon which both parties have signed this Grant Agreement and shall end no later than March 1, 2019. (3) The Terms and Conditions of this Agreement, including the Work Plan and Schedule of Deliverables at Exhibit A, Detailed Budget and Payment Provisions at Exhibit B,certification of Compliance at Exhibit C, and Reporting Requirements at Exhibit D are hereby made part of and incoporated into this Agreeement. (4) The amount of this Grant Agreement shall not exceed $ 48,949.00. August 15, 2017 Contra Costa County Board of Supervisors Minutes 868 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 1 of 29 GRANT AGREEMENT This grant agreement (Grant Agreement) is entered into by and between the California Department of Conservation, Division of Land Resource Protection, (DEPARTMENT), the administrative agent for the California Strategic Growth Council (COUNCIL), and County of Contra Costa (GRANTEE) (collectively PARTIES). I. RECITALS WHEREAS, Public Resources Code sections 75127, 75128, and 75129 authorize the COUNCIL to manage and approve a program and associated guidelines for funding the creation of sustainable community plans, which encompasses planning programs and projects described in the Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot Grant Guidelines and Application released and dated December 2016; and WHEREAS, The Sustainable Communities Planning Grant Program subsequently approved by the Council and administered by the DEPARTMENT is funded by Proposition 84, the Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Bond Act of 2006. Proposition 84 added Division 43 to the Public Resources Code, Chapter 9, Sustainable Communities and Climate Change Reduction, Public Resources code section 75065(a), which authorizes the Legislature to appropriate $90 million for planning grants and planning incentives that reduce energy consumption, conserve water, improve air and water quality, and provide other community benefits; and WHEREAS, the DEPARTMENT has received and reviewed GRANTEE’S application, which included a detailed budget, specifications, and work plan in conformance with existing Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot Guidelines approved by the COUNCIL, dated December 2016; and WHEREAS, the COUNCIL has reviewed all relevant documents, including those required documents necessary to comply with all existing laws and regulations and has approved the funding subject to this Grant Agreement; and WHEREAS, the DEPARTMENT and the GRANTEE now desire to enter into this Agreement for $48,949 to be expended on the development and/or implementation of a specific portion of a land use plan, land protection or management practice, or development project as described in this Grant Agreement and the exhibits which are incorporated in and attached to it; NOW, THEREFORE, the PARTIES agree as follows: II. DEFINITIONS 1. The term "Act" means Proposition 84, the California Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Bond Act of 2006. 2. The term “Application” means the individual application form, its required attachments for grants pursuant to the enabling legislation and/or program and any applicable materials supplied by applicant to the DEPARTMENT prior to award. 3. The term “Application Guidelines” means the Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot Grant Guidelines and Application dated December 2016. August 15, 2017 Contra Costa County Board of Supervisors Minutes 869 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 2 of 29 4. The term “Grant” or “Grant Funds” means the money provided by the COUNCIL to the GRANTEE in this Grant Agreement. 5. The term "Project" means the specific portion of a land use plan, land protection or management practice, or development project to be completed by GRANTEE as described in the Application and exhibits incorporated in and attached to this Grant Agreement. 6. The term “Work Plan” means the description or activity of work to be accomplished and the timeframe for completing described work by the GRANTEE as further described in Exhibit A. 7. The term “Project Budget” means the State approved cost estimate included as Exhibit B to this Agreement. 8. The term “Public Agency” means any State of California department or agency, a county, city, public district or public agency formed under California law. III. GENERAL TERMS 1. The purpose of this Grant Agreement is to fund work outlined in the GRANTEE’S submitted Work Plan and Budget, included in, and attached to this Agreement as Exhibits A and B, respectively. 2. This Grant Agreement becomes effective when executed by both PARTIES. GRANTEE shall not commence performance until the Agreement is signed and fully executed by the DEPARTMENT on behalf of the COUNCIL. 3. The date the Grant Agreement is fully executed by the DEPARTMENT on behalf of the COUNCIL constitutes the Grant Start Date. The term of this Agreement shall begin at the time of such execution and end no later than March 1, 2019, which constitutes the Grant End Date. All work must be completed and invoiced by the Grant End Date. Any work performed by the GRANTEE after that date is outside this Grant Agreement and will not be reimbursed. 4. The signatories certify that they are authorized to act on behalf of the PARTIES in approving and executing this Grant Agreement. The signatory for the GRANTEE further certifies that, to the extent necessary, the Authoritative Body for the GRANTEE has endorsed GRANTEE'S receipt of grant funds pursuant to this Grant Agreement and performance of activities and expenditure of funds in a manner consistent with the Work Plan and Schedule of Deliverables, Detailed Budget and Payment Provisions, the General Terms and Conditions, Special Terms and Conditions and Certificates of Compliance, which are attached to this Grant Agreement as Exhibits A-D. 5. The PARTIES agree that the DEPARTMENT shall act as grant manager and administer this Grant Agreement on behalf of the COUNCIL. 6. The DEPARTMENT will, on behalf of the COUNCIL, monitor grant progress and review and approve invoices and other documents delivered to the DEPARTMENT in accordance with the project cost terms in this Grant Agreement. 7. All official communication from the GRANTEE to the DEPARTMENT shall be directed to: Department of Conservation, Division of Land Resource Protection, Attn: SCPGIP Best Practices Pilot Grant Administrator, 801 K Street, MS 14-01, Sacramento, CA 95814 or at: SGCSustainablecommunities@conservation.ca.gov. August 15, 2017 Contra Costa County Board of Supervisors Minutes 870 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 3 of 29 IV. PROJECT EXECUTION AND SCOPE 1. Subject to the availability of funds in the Act, the DEPARTMENT hereby grants to the GRANTEE a sum of money (Grant Funds) not to exceed $48,949.00 in consideration of and on condition that the sum be expended in carrying out the purposes as set forth in the description of Project in this Grant Agreement and its attachments and under the terms and conditions set forth in this Grant Agreement. 2. GRANTEE shall furnish any and all additional funds that may be necessary to complete the Project. 3. GRANTEE shall complete the Project by no later than March 1, 2019. Because of the funding source, the DEPARMENT is unable to authorize time extensions. 4. GRANTEE shall at all times ensure that Project complies with all state and local laws, including, and to the extent applicable the California Environmental Quality Act. 5. GRANTEE shall provide quarterly progress reports, final case study report, and completed deliverables in accordance with the approved Work Plan as provided in Exhibit A, and in accordance with the reporting requirements outlined in Exhibit D. 6. The terms and conditions of this Grant Agreement, its attachments and exhibits constitute and contain the entire Grant Agreement and understanding between the PARTIES, and may not be contradicted by evidence of any prior or contemporaneous oral agreement. V. MODIFICATIONS AND AMENDMENTS, 1. No amendment or variation of the terms of this Grant Agreement shall be valid unless made in writing, agreed to, and signed by both PARTIES, as noted in Section III-3. An amendment will only be authorized if it furthers the purpose of the grant as awarded and will, in the discretion of the Department, further the interests of the state. 2. Any request by the GRANTEE for amendments must be in writing stating the amendment request and reason for the request. The GRANTEE shall make requests in a timely manner and in no event less than thirty (30) days before the effective date of the proposed amendment. 3. Changes to budget line item revisions of less than $1,000, minor task modifications, and staff adjustments do not require amendment of the Agreement. However, the GRANTEE shall provide prior written notification to the Grant Manager before making such changes and are subject to approval of the DEPARTMENT. All change notifications shall be made in writing and include a description of the proposed change and the reasons for the change. 4. GRANTEE agrees to submit in writing to the DEPARTMENT for prior approval any deviation from the original Work Plan per Exhibit A. Changes in Work Plan must be necessary to meet the need cited in the original Application. Any modification or alteration in the Project as set forth in the Application on file with the DEPARTMENT must be submitted to the DEPARTMENT for approval. Any modification or alteration in the Project must also comply with all current laws and regulations. Requests to modify the Grant Agreement shall not be submitted more frequently than once every six months. A change to a deliverable or its due date is insufficient cause to justify modifying the Grant Agreement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 871 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 4 of 29 VI. PROJECT COSTS AND ADMINISTRATION 1. The GRANTEE shall expend Grant Funds in the manner described in the Exhibit B as approved by the DEPARTMENT. The total amount of the Grant Funds shall not be increased. 2. Only direct costs are reimbursable under this contract. As a general principal, grant funds must contribute towards the direct costs of the Project for which the funds were awarded, and the benefits should be directly attributable to the grant. The following costs are ineligible for reimbursement:  Indirect costs, including salaries and benefits of employees not directly assigned to the Project, and organizational functions, such as personnel, business services, information technology, salaries of supervisors or managers (not directly assigned to the Project)  Overhead, such as rent, and utilities  Food or beverages, as part of meetings, workshops, training, or events.  Computers or phones. 3. All budget line items in the approved Budget at Exhibit B must be as specific as possible in their definition to ensure accurate DEPARMENT tracking of approved costs. 4. All costs charged against the grant shall be net of all applicable credits. The term “applicable credits” refers to those receipts or reductions of expenditures that operate to offset or reduce expense items that are reimbursable under this Agreement. Applicable credits may include, but are not necessarily limited to, rebates or allowances, discounts, credits toward subsequent purchases, and refunds. GRANTEE shall, where possible, deduct the amount of the credit from the amount billed as reimbursement for the cost, or shall deduct the amount of the credit from the total billed under a future invoice. 5. GRANTEE shall make all products and deliverable work-products acquired or developed pursuant to this Grant Agreement available for inspection upon request and at the time designated by the DEPARTMENT. 6. GRANTEE shall use any income earned by the GRANTEE from use of the Project to further Project purposes, or, if approved by the DEPARTMENT, for related purposes within the jurisdiction. 7. GRANTEE shall report to the DEPARTMENT all sources of other funds for the Project. VII. FINANCIAL RECORDS 1. GRANTEE shall maintain satisfactory financial accounts, documents, and records for the Project and to make them available to the DEPARTMENT for auditing at reasonable times. GRANTEE shall also retain such financial accounts, documents, and records for three (3) years after final payment and one (1) year following an audit, whichever is the later date. 2. GRANTEE agrees that during regular office hours, the DEPARTMENT and its duly authorized representatives shall have the right to inspect and make copies of any books, records, or reports of the other PARTIES pertaining to this Grant Agreement or matters related thereto. GRANTEE shall maintain and make available for inspection by the DEPARTMENT accurate records of all of its costs, disbursements, and receipts with respect to its activities under this Grant Agreement. 3. GRANTEE shall use applicable Generally Accepted Accounting Principles (GAAP), unless otherwise agreed to by the State. August 15, 2017 Contra Costa County Board of Supervisors Minutes 872 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 5 of 29 4. GRANTEE shall maintain adequate supporting documentation in such detail so as to provide an audit trail of receipts, expenditures, and disbursements. GRANTEE’S records will permit tracing transactions from support documentation to the accounting records to financial reports and billings. Such documentation shall include, but shall not necessarily be limited to, subsidiary ledgers, payroll records, vendor invoices, canceled checks, bank or other financial account records, consultant contracts and billings, volunteer rosters and work logs, and lease or rental agreements. Such documentation shall be readily available for inspection, review, or audit by the Grant Manager or other representatives of the State. 5. Subcontractor(s) employed by the GRANTEE and paid with moneys under the terms of this Grant Agreement, shall be responsible for maintaining accounting records as required of GRANTEES. VIII. PROJECT RECORDS 1. GRANTEE shall establish an official file for the Project. The file shall contain documentation of all actions taken regarding this grant. 2. GRANTEE shall establish separate ledger accounts for receipt and expenditure of grant funds and maintain expenditure detail in accordance with the approved budget detail and the Financial Records section of this Grant Agreement. 3. The official file shall contain all financial records required of GRANTEES by this Grant Agreement and be available for audit and review by the DEPARTMENT according to the same requirements for financial records. IX. REQUIRED REPORTS 1. The GRANTEE shall submit to the Grant Manager Quarterly Progress Reports. The GRANTEE shall submit to the Grant Manager a Case Study Report prior to the Grant End Date. The DEPARTMENT shall provide report form templates. The GRANTEE shall complete the required templates in their entirety, as described in Exhibit D, attached to this Agreement. 1.1. The Quarterly Progress Reports shall conform to the provided templates and shall justify the invoice items and charges, and indicate the percentages of work completed and the percentage of funds invoiced. 1.2 The Case Study Report shall conform to the Grant Guidelines and direction provided in Exhibit D, attached to this Agreement, to submit a Case Study Report that will serve as one of a series of case studies and may be promoted as a best practice example of policy or program implementation at the local level. 2. Grant recipients shall be ready and able to present an overview of their Project to the COUNCIL, if requested by the COUNCIL, at the conclusion of the grant agreement. The overview shall include a discussion of successes, barriers, and lessons learned from both the grant process and the grant- funded project. 3. Failure to comply with the reporting requirements specified in this Grant Agreement shall constitute a breach of this Grant Agreement and may result in the DEPARTMENT taking action necessary to enforce the Grant Agreement, or requiring a refund of grant funds. X. DOCUMENTATION OF TIME SPENT August 15, 2017 Contra Costa County Board of Supervisors Minutes 873 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 6 of 29 1. GRANTEE shall maintain reports or other detailed records (e.g., activity logs or timesheets) documenting time spent by each employee, agent, or contractor whose work in support of this Grant Agreement is billed under the Agreement. Records used to meet this requirement shall identify the individual performing the work, the date on which the work was performed, the specific grant-related activities or tasks and deliverables to which the individual’s time was devoted, the amount of time spent, and the rate of compensation. Such records shall reflect actual time spent, rather than that which was planned or budgeted. 2. Submitted timesheets must contain the signature of both the person(s) being paid and their direct supervisor. XI. COPIES OF DATA, PLANS, AND SPECIFICATIONS 1. The GRANTEE shall, at the request of the DEPARTMENT, provide the DEPARTMENT with copies of any data, design plans, specifications, maps, photographs, negatives, audio and video productions, films, recordings, reports, findings, recommendations and memoranda of every description or any part thereof, prepared or used in the preparation of the Project funded by this Grant Agreement. 2. All departments within the State of California shall have the right to copy and distribute said copies in any manner when and where it may determine without any claim on the part of the GRANTEE, its vendors or subcontractors to any additional compensation. XII. COMPETITIVE BID REQUIREMENTS 1. GRANTEE shall maintain documentation of its normal procurement policy and competitive bid process used. This competitive bid requirement may be waived upon GRANTEE certification and grantor approval that due to the unique nature of the goods or services a sole source purchase is justified. Failure to comply with competitive bid requirements may result in the DEPARTMENT disallowing reimbursement of some portion or all of the related costs or other remedies for breach of contract. XIII. INVOICING 1. Invoices shall be submitted on a quarterly basis. 2. All invoices must be submitted in triplicate, with an original and two additional copies, listing the grant and invoice numbers. The copies may be double-sided. The original invoice must have an original authorized signature in blue ink. 3. In accordance with the Grant Guidelines, ten percent (10%) of the amounts submitted for reimbursement will be withheld and issued as a final payment upon agreement completion, at the sole discretion of the State. All expenditures must be itemized on the invoice form in a format matching the approved Budget at Exhibit B. This should include reimbursable costs. 4. If Subcontractor(s) employed by the GRANTEE and paid with moneys under the terms of this Grant Agreement are subject to a ten percent (10%) holdback as part of Subcontractors(s) contract with GRANTEE, the DEPARTMENT will not impose an additional ten percent (10%) hold back on those amounts submitted for reimbursement. 5. For all costs, copies of supporting documentation (timesheets, payroll stubs, bids, receipts, canceled checks, sole source justification, etc.) must be submitted with the invoice. Original supporting documents are not required to be submitted, but must be retained by the GRANTEE for record keeping and audit purposes. August 15, 2017 Contra Costa County Board of Supervisors Minutes 874 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 7 of 29 6. Invoices are to be sequentially numbered starting from one (1) and must tie to budget line items in the approved Budget at Exhibit B. Invoices must be signed by the person who signed the Agreement or his/her authorized designee. Designees must be authorized in writing and filed with the DEPARTMENT. 7. Individuals funded by this grant cannot sign invoices. If there is a question as to the authority of the signer, which cannot be resolved to the satisfaction of the DEPARTMENT, the invoice will not be paid. 8. Each invoice is subject to approval by the DEPARTMENT, and possible audit by the Accounting Office and the State Controller before payment may be disbursed. If an invoice is questioned by the DEPARTMENT, the Grant Manager shall contact the GRANTEE within thirty (30) working days of receipt of the invoice. Undisputed invoices take approximately six (6) weeks for payment. 9. Mail an original signed invoice, with all support documentation and two (2) copies of everything, to the following address: Department of Conservation Division of Land Resource Protection Attn: SCPGIP Best Practices Pilot Grant Administrator 801 K Street, MS 14-01 Sacramento, CA 95814 August 15, 2017 Contra Costa County Board of Supervisors Minutes 875 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 8 of 29 XIV. PAYMENT 1. Except as otherwise provided herein, payments shall be made to GRANTEE no more than once every ninety (90) calendar days in arrears for actual costs authorized in the Budget at Exhibit B of this Grant Agreement and incurred during the grant term. Payment will be made upon evidence of satisfactory progress, as determined by the Grant Manager. Such evidence shall consist of written quarterly progress reports, phased and incremental work-product production, and other documentation evidencing quarterly performance, as provided for in this Grant Agreement. 2. Final payment will be made only after completion, to the DEPARTMENT’S satisfaction, of objectives, work, and activities identified in Exhibit A, including timely receipt of all required reports including the Case Study Report, and in accordance with the Invoicing and Discharge provisions of this Grant Agreement. The DEPARTMENT will not reimburse costs incurred after the Grant End Date. 3. Only those items identified in the Budget are eligible for reimbursement. Any changes to the Budget must be approved by the Grant Manager before an expenditure for that item is made. Under no circumstances shall the GRANTEE seek reimbursement pursuant to this Agreement for a cost that has been or will be paid through another funding source. XV. TRAVEL 1. Reimbursement of travel will be per state rates, with the exception of incidentals. The DEPARTMENT will not reimburse for incidental expenditures. XVI. DISCHARGE OF GRANT OBLIGATIONS 1. The GRANTEE'S obligations under this Agreement shall be deemed discharged only upon acceptance of the Case Study Report by the DEPARTMENT. The DEPARTMENT may reject a final report if the DEPARTMENT considers the PROJECT or the REPORT incomplete or deficient in any way. 2. GRANTEE shall submit all documentation for Project completion and final reimbursement within sixty (60) days of Project completion, but in any event no later March 1, 2019. 3. Final payment is contingent upon DEPARTMENT’S verification that the Project is consistent with Work Plan as described in Exhibit B, together with any DEPARTMENT approved amendments. XVII. TERMINATION 1. If the DEPARTMENT or the COUNCIL terminates the Grant Agreement without cause prior to the end of the Project Performance Period, the GRANTEE shall take all reasonable measures to prevent further costs to the DEPARTMENT under this Grant Agreement. The DEPARTMENT shall be responsible for any reasonable and non-cancelable obligations incurred by the GRANTEE in the performance of this Agreement prior to the date of the notice to terminate, but only up to the undisbursed balance of funding authorized in this Agreement. 2. Upon any termination, GRANTEE shall deliver all records and reports and other deliverables required by this Grant Agreement up to the time of termination. 3. If the GRANTEE fails to complete the Project in accordance with this Grant Agreement, or fails to fulfill any other obligations of this Agreement prior to the termination date, the GRANTEE shall be liable for immediate repayment to the DEPARTMENT of all amounts disbursed by the DEPARTMENT under this Grant Agreement, plus accrued interest and any further costs related to the Project. The August 15, 2017 Contra Costa County Board of Supervisors Minutes 876 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 9 of 29 DEPARTMENT may, at its sole discretion, examine the extent of GRANTEE compliance and not require repayment for work partially completed. This paragraph shall not be deemed to limit any other remedies available to the State for breach of this Grant Agreement. 4. Failure by the GRANTEE to comply with the terms of this Agreement or any other related obligation may be cause for termination of all obligations of the DEPARTMENT hereunder. 5. Failure of the GRANTEE to comply with the terms of this Grant Agreement may not be cause for suspending all obligations of the DEPARTMENT if, in the judgment of the DEPARTMENT, such failure was due to no fault of the GRANTEE. At the discretion of the DEPARTMENT, any amount required to settle at minimum cost any irrevocable obligations properly incurred, shall be eligible for reimbursement under this Grant Agreement as pursuant to paragraph 3 above. 6. Either PARTY shall have the right to terminate this Grant Agreement at any time upon thirty (30) days written notice to the other. In the case of such “early” or “discretionary” termination by GRANTEE, defined as termination occurring before full performance of all objectives and activities and authorized for funding herein, the DEPARTMENT will be entitled to seek full reimbursement for all costs and payments made on the Grant Agreement. 7. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Grant Agreement does not appropriate sufficient funds for the DEPARTMENT’S Program, as determined at the discretion of the DEPARTMENT, this Grant Agreement shall be terminated. In this event, the DEPARTMENT shall have no liability to pay any funds whatsoever to GRANTEE or to furnish any other consideration under this Agreement to GRANTEE beyond the date of written notice of termination under this provision to the GRANTEE. 8. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of funding this grant program, the DEPARTMENT shall have the option to either: cancel this Grant Agreement with no liability occurring to the COUNCIL or the DEPARTMENT, or offer an Agreement Amendment to GRANTEE to reflect a reduced amount. 9. Further, if the COUNCIL or the DEPARTMENT is unable to secure adequate funds through municipal bond sales or not able to secure the authorization to utilize such funds by the appropriate agencies, this Grant Agreement shall be terminated. August 15, 2017 Contra Costa County Board of Supervisors Minutes 877 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 10 of 29 XVIII. STOP WORK 1. Immediately upon receiving a written notice from the DEPARTMENT to stop work, the GRANTEE shall cease all work under this Grant Agreement. XIX. PERFORMANCE OF SUBCONTRACTORS: 1. The GRANTEE shall be entitled to make use of its own staff and such subcontractor(s) as are mutually acceptable to the GRANTEE and the DEPARTMENT. Any change in subcontractor(s) or change as to how the GRANTEE intends to use the services of a subcontractor may require a formal amendment of this Grant Agreement. All approved subcontractors shall be managed by GRANTEE subject to the terms and conditions of this Agreement. GRANTEE will indemnify and hold harmless any liability to or resulting from action by subcontractor. Neither the DEPARTMENT nor the State is liable or in any way responsible for, nor will it indemnify, subcontractors. 2. Nothing contained in this Grant Agreement shall create any contractual relation between the DEPARTMENT and any subcontractors and no subcontract shall relieve GRANTEE of its responsibilities and obligations under the terms of this Grant Agreement. GRANTEE agrees to be fully responsible to the DEPARTMENT for the acts and omissions of its staff, subcontractors and of persons either directly or indirectly employed by them. GRANTEE’S obligation to pay its subcontractors is an independent obligation from the DEPARTMENT’S obligation to make payments to GRANTEE. 3. GRANTEE shall manage and hereby accepts responsibility for the performance of all subcontracts arising out of or in connection with this Agreement. GRANTEE shall monitor subcontractor’s performance of the terms and conditions set forth herein by providing sufficient staffing resources for the length of the project. Subcontractor communications with the DEPARTMENT shall be coordinated through the GRANTEE’S principal staff. GRANTEE and its subcontractors shall conduct all work consistent with professional standards for the industry and type of work being performed under the Agreement. The Grant Manager, without waiver of other rights or remedies, may require GRANTEE to re-perform any of said services not performed in accordance with these standards. Costs and expenses for defective services, for failure to meet the terms and conditions of the Agreement or for any redundancy that occurs due to inadequate subcontractor services shall be borne by GRANTEE. XX. DISPUTE RESOLUTION 1. In the event of a dispute, the GRANTEE shall provide written notice of the particulars of such dispute to: Division Director, Division of Land Resource Protection, Department of Conservation, 801 K Street, MS 14-01, Sacramento, CA 95814. Such written notice must contain the grant number. Within fifteen (15) days of receipt of such notice, the Division Director or the Division Director’s designee shall advise the GRANTEE of his or her findings and a recommended means of resolving the dispute. XXI. PUBLICITY AND ACKNOWLEDGMENT 1. The GRANTEE agrees that it will acknowledge the COUNCIL’S support whenever activities or projects funded, in whole or in part, by this Grant Agreement are publicized in any news media, brochures, articles, seminars, websites, or other type of promotional material. The GRANTEE shall also include in any publication resulting from work performed under this grant an acknowledgment substantially as follows: “The work upon which this publication is based was funded in whole or in part through a grant awarded by the California Strategic Growth Council.” August 15, 2017 Contra Costa County Board of Supervisors Minutes 878 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 11 of 29 2. The GRANTEE shall place the following notice, preceding the text, on draft reports, on the final report, and on any other report or publication resulting from work performed under this Agreement: “Disclaimer The statements and conclusions of this report are those of the GRANTEE and/or Subcontractor and not necessarily those of the California Strategic Growth Council, the Governor’s Office of Planning and Research or of the California Department of Conservation, or its employees. The California Strategic Growth Council, the Governor’s Office of Planning and Research and the California Department of Conservation make no warranties, express or implied, and assume no liability for the information contained in the succeeding text.” 3. Before any materials or other publications funded in whole or in part pursuant to this Grant Agreement are published, GRANTEE shall provide the DEPARTMENT with an opportunity to review any and all references to the COUNCIL or the DEPARTMENT or the Sustainable Communities Planning Grant Program & Incentives Program Best Practices Pilot in such materials and publications. XXII. CONFLICT OF INTEREST 1. GRANTEE shall act in accordance with the fiduciary duty attached to the receipt and expenditure of grant moneys intended to benefit the public. Consistent with that fiduciary duty and the public trust from which it flows, GRANTEE shall ensure the proper expenditure of all grant moneys for which reimbursement is sought pursuant to this Grant Agreement. 2. All expenditures for which reimbursement pursuant to this Grant Agreement is sought shall be the result of arm’s length transactions and not the result of, or motivated by, self-dealing on the part of the GRANTEE or any employee or agent of the GRANTEE. For purposes of this provision, “arm’s length transactions” are those in which both PARTIES are on equal footing and fair market forces are at play, such as when multiple vendors are invited to compete for an entity’s business and the entity chooses the lowest of the resulting bids. “Self-dealing” is involved where an individual or entity is obligated to act as a trustee or fiduciary, as when handling public funds, and chooses to act in a manner that will benefit the individual or entity, directly or indirectly, to the detriment of, and in conflict with, the public purpose for which all grant moneys are to be expended. Nothing in this agreement absolves the GRANTEE from complying with California Govt. Code section 1090 or any other law. XXIII. INDEMNITY AND HOLD HARMLESS 1. GRANTEE waives all claims and recourses against the DEPARTMENT, including the right to contribution for loss or damage to persons or property arising from, growing out of or in any way connected with or incident to this Agreement, except claims arising from the gross negligence of DEPARTMENT, its officers, agents, and employees. 2. GRANTEE shall indemnify, hold harmless and defend DEPARTMENT, its officers, agents and employees in perpetuity against any and all claims, demands, damages, costs, expenses or liability costs arising out of the Project, demands or causes of action arise under Government Code or otherwise, including but not limited to items to which the GRANTEE has certified or approved, except for liability arising out of the gross negligence of State, its officers, agents or employees. GRANTEE acknowledges that it is solely responsible for compliance with items to which it has certified. August 15, 2017 Contra Costa County Board of Supervisors Minutes 879 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 12 of 29 XXIV. NONDISCRIMINATION 1. The GRANTEE shall not discriminate against any person on the basis of sex, race, color, ancestry, religious creed, national origin, sexual orientation, physical disability (including HIV and AIDS), mental disability, medical condition, age (over 40), marital status, and denial of family care leave in the use of any property or facility acquired or developed pursuant to this Agreement. 2. The GRANTEE shall not discriminate against any person on the basis of residence except to the extent that reasonable differences in admission or other fees may be maintained on the basis of residence and pursuant to law. 3. All records are public records unless made confidential by operation of State or Federal law. XXV. INCORPORATION 1. The Grant Guidelines and the Application and any subsequent changes or additions to the Application approved in writing by the DEPARTMENT are hereby incorporated by reference into this Grant Agreement as though set forth in full in this Grant Agreement. 2. Exhibits A-D are attached to this Grant Agreement and incorporated by reference into it as though set forth in full. XXVI. SEVERABILITY 1. If any provision of this Agreement or the application thereof is held invalid, that invalidity shall not affect other provisions or applications of this Agreement which can be given effect without the invalid provision or application, and to this end, the provisions of this Agreement are severable. XXVII. WAIVER 1. No term or provision hereof will be considered waived by either party, and no breach excused by either party, unless such waiver or consent is in writing and signed on behalf of the party against whom the waiver is asserted. No consent by either party to, or waiver of, a breach by either party, whether expressed or implied, will constitute consent to, waiver of or excuse of any other, different or subsequent breach by either party. XXVIII. ASSIGNMENT 1. The GRANTEE may assign its interest in and responsibilities under this Grant Agreement either in whole or in part only with the written consent of the DEPARTMENT. XXIX. AUDIT REQUIREMENTS 1. Sustainable Community Planning Grant & Incentives Program Best Practices Pilot Grants are subject to audit by the DEPARTMENT. This provision does not limit the authority of any State agency to audit the GRANTEE pursuant to that Agency’s authority annually and for three (3) years following the final payment of Grant Funds. The audit shall include all books, papers, accounts, documents, or other records of the GRANTEE, as they relate to the Project for which the Grant Funds were granted. 2. The GRANTEE agrees that the DEPARTMENT and its representatives, including, but not limited to, the DEPARTMENT, the State Controller's Office, and the State Auditor, shall have an absolute right of access to, and right to review and copy, all of the GRANTEE'S records pertaining to this Grant Agreement and to conduct reviews and/or audits related to this grant. GRANTEE shall, for the purpose of any such review or audit, retain and provide access to all records related to this grant including, but not necessarily August 15, 2017 Contra Costa County Board of Supervisors Minutes 880 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 13 of 29 limited to, those records specified above. GRANTEE shall also provide access to and allow interview of any employees who might reasonably have information related to such records. Such access to employees and records shall be provided during normal business hours throughout the grant term and for at least three years after the final payment is disbursed pursuant to this Grant Agreement, or until completion of any action and resolution of all issues which may arise as a result of any audit or review of such records, whichever is later. GRANTEE shall ensure that such access shall extend to all subcontractors. XXX. GOVERNING LAW/LOCUS 1. This Agreement is governed by, and shall be interpreted in accordance with the laws of the State of California. For the purpose of any litigation related to and/or challenging any aspect of this Grant Agreement or performance there under, the locus is Sacramento, California. XXXI. INSURANCE COVERAGE 1. The GRANTEE shall obtain and keep in force for the term of this Agreement, and require its subcontractors to obtain and keep in force, the following insurance policies that cover any acts or omissions of the GRANTEE, or its employees engaged in the provision of services or performance of activities funded pursuant to and specified in this Agreement: a. Worker's Compensation Insurance in accordance with the statutory requirement of the State of California. b. Commercial general liability insurance in the amount of $1,000,000 per occurrence and aggregate for bodily injury and property damage. c. Automobile liability in the amount of $1,000,000 for each accident for owned, non-owned, or hired vehicles, whichever is applicable. 2. The GRANTEE shall name the State of California, its officers, agents, employees, and servants as additional insured PARTIES for all insurance required and is responsible for guaranteeing that a copy of each Certificate of Insurance is submitted to the DEPARTMENT within thirty (30) days of grant signature. 3. The certificate of insurance shall state a limit of liability of not less than $1,000,000 per occurrence for bodily injury and property damage combined. 4. The GRANTEE shall notify the DEPARTMENT prior to any insurance policy cancellation or substantial change of policy. XXXII. GRANTEE NOT AN AGENT OF THE STATE 1. GRANTEE agrees that it, and its agents, and employees and subcontractors shall act in an independent capacity and are not officers, employees, or agents of the State of California, the COUNCIL, or the DEPARTMENT. XXXIII. TIMELINESS 1. Time is of the essence in the performance of this Agreement. GRANTEE is required to begin implementation of this Agreement as soon as possible following its execution and shall abide by the Work Plan, and Schedule of Deliverables at Exhibit B. GRANTEE shall not incur costs pursuant to this Agreement prior to Grant Start Date nor past the Grant End Date. XXXIV. CERTIFICATION CLAUSES 1. The GRANTEE hereby certifies its compliance with all applicable requirements contained in the GRANTEE Certification of Compliance at Exhibit C of this Agreement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 881 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 14 of 29 XXXV. BREACH OF CONDITIONS/REMEDY FOR DEFAULT 1. In the event of GRANTEE’S breach of any conditions or terms of this Grant Agreement, the DEPARTMENT will give written notice to the GRANTEE, describing the breach. Notice shall be deemed given when deposited in the U.S. Post office, postage prepaid, addressed to GRANTEE, or by personal delivery to GRANTEE’S place of business. If GRANTEE does not, within thirty (30) days after the notice is given, (1) cure the breach described in the DEPARTMENT’S notice or (2) if the breach is not curable within thirty (30) days, commence to cure the breach, then GRANTEE shall be in default under this Agreement. 2. In the event of a default under this Grant Agreement, the COUNCIL and the DEPARTMENT shall be entitled to all remedies available at law including, but not limited to, termination of the Grant Agreement, withholding of amounts billed and/or recovery of funds disbursed and equipment purchased pursuant to the Grant Agreement. GRANTEE may appeal such action by filing a dispute pursuant to the Dispute Resolution portion of this Agreement. ATTACHED EXHIBITS A: Work Plan and Schedule of Deliverables B: Detailed Budget and Payment Provisions C: Certification of Compliance D: Reporting Instructions August 15, 2017 Contra Costa County Board of Supervisors Minutes 882 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 15 of 29 Exhibit A WORK PLAN Executive Summary The Contra Costa County Renewable Resource Potential Study has three primary objectives: 1. Identify the potential for renewable resources in unincorporated Contra Costa County and on County owned or leased facilities that are located throughout the County, including solar, wind, biomass, and biogas. The study will identify opportunities for efficiently increasing renewable energy generation as well as constraints (impacts to agriculture, job-rich land uses, habitat, and aesthetics) and will recommend strategies for best addressing these opportunities and constraints. While the focus is primarily on distribution scale resources1, there may be some parcels that could accommodate larger installations. 2. Identify changes to County zoning ordinances helpful to accommodate optimized deployment of renewable resources within the unincorporated County. 3. Collaborate with three communities in the unincorporated area of the County that are identified by the State of California as “disadvantaged” on opportunities for residents of those communities to benefit from renewable energy. The County’s Department of Conservation and Development (“DCD”) will conduct this study. DCD will engage a consultant to provide services for the first two tasks, in coordination with County staff. The County will be leading and implementing the third task, which will be informed by the first and second tasks. Project Description Jurisdictional Background Contra Costa County (County) is located in the East Bay region of the San Francisco Bay Area. Contra Costa County's physical geography is dominated by its extensive waterfront on the San Francisco and San Pablo Bays and the Sacramento-San Joaquin Delta. These waterfront areas are home to heavy industry, including active oil refineries and power plants which are regulated by the Bay Area Air Quality Management District. According to the Association of Bay Area Governments’ (ABAG) 2013 regional projections, in 2010, the unincorporated portion of Contra Costa County had approximately 159,780 residents living in approximately 57,706 households; total population of the County is about 1.2 million. In December 2015, Contra Costa County adopted its first Climate Action Plan (CAP). The CAP calls for the County to increase the amount of renewable energy deployed on homes, businesses, and public lands and buildings. Determining the locations in the unincorporated County and on County facilities with greatest potential to host distributed-scale renewable energy will allow the County to focus limited resources. The County recognizes that existing zoning policies may create regulatory barriers to installation of renewable energy, hence the Study will review current County zoning to determine what changes are required to site more renewable energy in the County. 1 For purposes of this Study and consistent with State policy, distribution-scale is considered to be 20 MW or less. (See California Energy Commission, Tracking Progress, December 22, 2016.) The County does not anticipate the study will look at residential properties unless they are quite large and could accommodate an installation larger than the average residential rooftop solar installation. August 15, 2017 Contra Costa County Board of Supervisors Minutes 883 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 16 of 29 Two County initiatives create momentum to deploy more renewable energy in Contra Costa County. First, the County and many of the cities in the County are considering options for community choice energy (CCE). Specifically, the County and several cities have opted to join MCE. Other cities are considering joining MCE, joining East Bay Community Energy in neighboring Alameda County, or remaining with Pacific Gas & Electric. Included in the CCE technical study is an assessment of the solar resources in the County. This assessment will provide the starting point for the Renewable Resource Potential Study. Second, the County is implementing the Northern Waterfront Economic Development Initiative, a regional, cluster-based development strategy with a goal of creating 18,000 new jobs by 2035. The Northern Waterfront is comprised of the historic industrial waterfront, nearly 60 miles from Hercules to Oakley. This area contains 61 percent of the County’s industrial zoned land, including many of the large stationary pollution sources described above. In the CCE technical study, 40 percent of the potential solar energy sites were identified in the Northern Waterfront area. Problem to be Solved The Contra Costa County Renewable Resource Potential Study will consist of three tasks. The deliverables for each task are described below. Task 1. Renewable Resource Potential Study The final deliverable for this task will include or identify:  Description of the opportunities and constraints analysis, including methods, outcomes, and recommended strategies for optimizing deployment.  A database of potential sites that can be sorted by location, technology type, size. The database should also indicate for potential sites whether there is existing distribution and transmission infrastructure, or whether that would need to be developed.  A GIS file of potential sites.  Map(s) of candidate sites for renewable resources, indicating technology type and size.  For any jurisdiction that is has voted to join the MCE community choice aggregation, or is already a MCE participant, identify sites that would be eligible for MCE’s feed-in tariff criteria (see https://www.mcecleanenergy.org/feed-in-tariff/).  Sites located in the Northern Waterfront Economic Development Initiative (NWEDI) project area. This will definitely include the unincorporated County and participating cities in the NWEDI study area.  Candidate locations for community energy projects. The County would like to understand how residents who live in the communities of North Richmond and Bay Point, designated as “disadvantaged” by the California Environmental Protection Agency using the CalEnviroScreen tool, can benefit from renewable energy. These residents often are renters and/or have limited incomes, and therefore cannot install renewable energy on their residences.  Content for fact sheets that provide an overview of renewable resource opportunities in the unincorporated disadvantaged communities. The County is investigating the cost associated with expanding the technical study to interested cities in the County. Once those costs are known for interested cities, staff will identify funding options from other sources that can match the funds provided through this grant. August 15, 2017 Contra Costa County Board of Supervisors Minutes 884 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 17 of 29 The County will collaborate with the Governor’s Office of Planning and Research to share information and case studies pertinent to the goals of this task. Task 2. Updates to County Zoning Ordinances This task will review current zoning ordinances that are relevant to the siting and installation of renewable energy resources. The consultant will develop recommendations regarding updates to those ordinances or suggested new ordinances that consider various zoning districts (commercial, industrial, agricultural, etc.), technology types, and other variables the consultant may recommend, working in collaboration with senior County planning staff. The deliverable for this task will include recommended revised ordinances. It will also include research and models on how other jurisdictions zone to promote renewable resources. The County will collaborate with the Governor’s Office of Planning and Research to share information and case studies pertinent to the goals of this task. Task 3: Collaborate with Disadvantaged Communities This task will consist of collaboration with the Municipal Advisory Commissions for two of the disadvantaged communities in the unincorporated County. Using the results from Task 1, County staff will work with these communities to determine whether residents of those communities are interested in community scale renewable energy projects that would allow them to purchase renewable energy. Staff will then recommend next steps to realize those opportunities. Outreach and Engagement Plan The Contra Costa County Renewable Resource Potential Study has the following strategic goals for outreach and engagement with disadvantaged communities. 1. Increase awareness of and support for Climate Action Plan goals, particularly the greater deployment of renewable resources. 2. Identify options by which residents of disadvantaged communities can receive electricity from local renewable resources. One of the frequent concerns about distributed scale renewable energy is its disproportionate placement in communities with high socioeconomic status.2 In addition to identifying good locations for installations serving individual customers, the Renewable Resource Potential Study will identify locations that are appropriate for community scale projects. As Contra Costa County moves forward with CCE, MCE, the CCE entity the County has chosen to join, over time will have the ability to develop renewable energy projects, and can prioritize siting these projects in areas that allow residents in disadvantaged communities to participate. This is particularly important given the high rate of home rental in these communities. In Bay Point, 47.5% of residents rent their homes. In North Richmond, 62.9% of residents rent their homes. The average rental rate for Contra Costa County is 35.4% Contra Costa County has created municipal advisory councils (MACs) in unincorporated communities. These municipal advisory councils advise the Board of Supervisors on land use and planning matters and services provided by the County or other local government agencies, and may represent their 2 See, for example, James Mueller and Amit Ronen, Bridging the Solar Income Gap, January 2016. “The 49.1 million households that earn less than $40,000 of income per year make up 40 percent of all US households but only account for less than five percent of solar installations.” (p. 2) August 15, 2017 Contra Costa County Board of Supervisors Minutes 885 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 18 of 29 communities before the Board of Supervisors, the Planning Commission, the Zoning Administrator, and the Local Agency Formation Commission. The Renewable Resource Potential Study will work with the municipal advisory committees in Bay Point, Rodeo, and North Richmond to increase awareness and support for greater deployment of renewable resources. The Study also will collaborate with the MACs to identify options that allow residents of disadvantaged communities to receive electricity from local renewable resources. This will include looking at zoning designations. Specific strategies that will be employed include:  Fact sheets in English and other predominant languages that describe the opportunity to deploy more renewable energy;  Presentations at MAC meetings;  Workshops in conjunction with MAC meetings;  Written and online surveys about resident interest in purchasing locally generated renewable energy;  Use of the County’s communications platforms, including social media and the County’s TV station;  Newsletters published by members of the Board of Supervisors. Indicators and Tracking Progress The major indicator for this project is a long-term goal of more renewable energy being deployed in Contra Costa County. Given the timeline for that, Contra Costa County will measure progress for this project on an interim basis in the following ways:  Completion of the technical study, including identification of best sites for deploying solar, wind, biomass, and biogas. This also includes the deliverables described above. This indicator is the linchpin of the Study.  Recommended modifications to County zoning ordinances to better facilitate deployment of renewable energy resources. Knowing how County ordinances can be used to facilitate the siting of more renewable resources is important to the County’s CAP goals, and to the health and welfare of County residents.  Collaboration with the Bay Point, Rodeo, and Richmond MACs and communication with residents of those communities about community energy options that could provide renewable energy to those areas. Opening conversation with these communities is an important step in ensuring that all County residents benefit from renewable energy. Components of Measuring Performance for Contra Costa County Renewable Resource Potential Study Outcome Increase amount of distributed renewable energy installed in Contra Costa County. This will be measured annually upon completion of the Renewable Resource Potential Study. Indicator MW of distributed renewable energy, by type (solar, wind, biomass, biogas), installed in Contra Costa County. Baseline Data Current installed distributed renewable energy capacity. August 15, 2017 Contra Costa County Board of Supervisors Minutes 886 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 19 of 29 Data Source Go Solar California, a project of the California Energy Commission and the California Public Utilities Commission, provides data on interconnected distributed renewable resources. We will rely on that dataset to measure installed capacity. We may also explore other sources for measuring installed capacity, particularly technologies besides solar. Exhibit A: Work Plan Timeline High Level Activities/Milestones (With Deliverables and Indicators) Responsible Parties Timeline (Start Date) Task 1: Renewable Resource Assessment Subtask A: Solar Potential Subtask B: Wind Potential Subtask C: Biomass Potential Subtask D: Biogas Potential Subtask E: Community Renewable Energy Projects Potential Milestones: Data Collection Siting Analysis Draft Report Final Report and Presentation Deliverables:  Written report, maps, and GIS file indicating best locations for renewable energy technologies.  Report will include options for structuring community renewable energy project agreements, and map of potential sites. Department of Conservation and Development (DCD) July 2017: Complete solicitation for consultant to perform technical analysis of resource potential. Q1 2018: Complete technical analysis. Task 2: Zoning and Land Use Review Subtask A: Review of Current Zoning Subtask B: Identify Potential Zoning Modifications Subtask C: Evaluate options in Northern Waterfront project area Milestones Zoning Analysis Draft Report Final Report and Presentation Deliverables:  Written report, including potential replacement zoning ordinance language DCD Begin upon completion of Renewable Resource Assessment (Q2 2018) August 15, 2017 Contra Costa County Board of Supervisors Minutes 887 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 20 of 29 High Level Activities/Milestones (With Deliverables and Indicators) Responsible Parties Timeline (Start Date) Task 3: Public Outreach Subtask A: Develop Informational Materials and Surveys Subtask B: Attend Meetings Subtask C: Analyze Feedback Subtask D: Develop Written Report Deliverables:  Meetings with three municipal advisory committees  Written report outlining options by which residents of disadvantaged communities can receive electricity from local renewable resources. DCD Public outreach will be staggered with results of Tasks 1 and 2 to allow community input into options to identify projects and consider zoning changes. Complete by Q4 2018. Ongoing  Quarterly Reports  Participate in ongoing technical assistance, learning collaborative activities, and reporting meetings DCD DCD Upon contract approval At least annually for three years Final Report  Prepare and submit final report DCD Upon completion of Tasks 1, 2, 3 Technical Assistance It is our hope that this program will not only enable projects to move forward through funding, but to make them exceptional through the provision of technical assistance. Technical assistance can look different for every project. We rely on our grantees and project partners to identify areas of need early on so that we may best prepare ourselves to provide the assistance necessary. If possible, please identify tasks and/or subtasks throughout the work plan timeline that you foresee the potential for technical assistance to improve your project. Meetings and Check-Ins Meetings will be scheduled with OPR and DOC one month prior to the due date of quarterly reports. Additional meetings will take place as needed throughout the grant process. Awardees may also include additional meetings in this work plan in relation to tasks and/or subtasks. August 15, 2017 Contra Costa County Board of Supervisors Minutes 888 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 21 of 29 Exhibit B BUDGET   Draft  Exhibit B:  BUDGETGrantee Name:  Contra Costa County Grant #:3017‐502Hourly # of Salary Benefits Total Funding SourcesRate Hours (Rate*Hours) (32% max)(Salary + Benefits)DOC Grant Cash In‐Kind Task #'s Dates Footnote #44.97$     120 5,396.40$          1,726.85$          7,123.25$          10,825.20$   all7/17‐12/18 1059.42$     50 2,971.00$          950.72$              3,921.72$          3,921.72$               8,889.28$     23/18/‐12/18 1176.92$     18 1,384.56$          443.06$              1,827.62$          1,827.62$               3,624all7/17/12/18 129,751.96$          3,120.63$          12,872.59$        5,749.34$               0 23,338.16$   SUPPLIESSuch as but not limited to: mailing, postage, printing, etc. (In footnote, show how arrived at total costs)Fact Sheets 2,000.00$               20.00$           21‐JanSubtotal02,000.00$               0 20.00$           MEETINGS, WORKSHOPS Such as but not limited to: room rentals, supplies, etc. Outreach and advertising500.00$                   33/18‐12/18 26Supplies200.00$                   33/18‐12/18 27Room rental500.00$                   33/18‐12/18Subtotal01,200.00$               00OTHER Such as but not limited to: software(In footnote, show how arrived at total costs)Subtotal0000CONSULTANTS Hourly Rate # HoursShow job title/classification, hourly rate of the consultants, and estimation of total work time. 42,0001, 27/17‐12/18 36Subtotal040,0000012,873 48,949 0 23,358Match %0.00% 47.72%Total Match47.72%Jody London, Sustainability CoordinatorTelma Moreira, Principal PlannerJason Crapo, Deputy DirectorTotalsSubtotal2017 Sustainable Communities and Planning Grants and Incentives Program Best Practices PilotCalifornia Department of Conservation ‐ Division of Land Resource ProtectionPersonnel/Job TitleAugust 15, 2017Contra Costa County Board of Supervisors Minutes889 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 22 of 29 Footnote # Footnote Detail 1If there is no footnote for a line item, leave it blank and continue  with the next number.  2 3Use sequential numbers starting from 1.  For example, 1, 2, 3… 4 5 6 7 8 9 10 Jody London's position is funded through the County General  Fund. Her work on this project will be an in‐kind contribution. 11 Telma Moreira's  position is funded through fees, therefore her work on this project up to the maximum amount allowed by the  State will  be covered by the grant. The remainder will be covered by the County as an in‐kind contribution. 12 Jason Crapo's position is funded through fees, therefore his work on this project up to the maximum amount allowed by the State will be  covered by the grant. The  remainder will be covered by the County as an in‐kind contribution.  Mr. Crapo is Deputy Director of the Dept  of Conservation and Development and the Chief Building Official for Contra Costa County. 13 14 15 16 17 18 19 20 21 Fact sheet includes graphic design, translation. County will contribute printing costs. 22 23 24 25 26 Paid advertisting costs for social, print media. 27 28 Supplies  may include paper, pens, name tags, flip charts, etc. 29 30 31 32 33 34 35 36 Consultant contract cannot be put out to bid until  contract is accepted by County Board of Supervisors.  This number is a placeholder until  we have actual bid costs.  37 38 39 August 15, 2017 Contra Costa County Board of Supervisors Minutes 890 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 23 of 29 Exhibit C GRANTEE CERTIFICATION OF COMPLIANCE By signing this Agreement, Grantee certifies that it is in compliance with all of the following requirements, to the extent that each is applicable: 1. Americans with Disabilities Act: Grantee assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) 2. Nondiscrimination Clause: During the performance of this Agreement, the Grantee and its subcontractor(s) shall not discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), sexual orientation, marital status, and denial of family care leave. Grantee and its subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from discrimination and harassment. Grantee and its subcontractors shall comply with the provisions of the California Fair Employment and Housing Act (Government Code, Section 12900 et seq.), and the regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990(a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated herein by reference and made a part hereof as if set forth in full. Grantee and its subcontractor(s) shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. Grantee shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the grant. 3. Recycling Certification: The Department has a procurement policy that sets purchase goals for, and favors the purchase of, products containing recycled content, both post-consumer and secondary waste. When using grant funds to purchase paper products, fine printing and writing paper, plastic, glass, oil, compost and co-compost, solvents and paint, tire-derived products, and retread tires, the Grantee shall make a reasonable effort to purchase products containing recycled content. Grantee shall report any and all such purchases in status and final reports required pursuant to this Agreement. 4. Drug-Free Workplace Requirements: Grantee will comply with the requirements of the Drug-Free Workplace Act of 1990 (Government Code section 8350 et seq.) and will provide a drug-free workplace by taking the following actions: (a) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations. (b) Establish a Drug-Free Awareness Program to inform employees about: 1) the dangers of drug abuse in the workplace; 2) the person’s or organization’s policy of maintaining a drug-free workplace; 3) any available counseling, rehabilitation and employee assistance programs; and 4) penalties that may be imposed upon employees for drug abuse violations. August 15, 2017 Contra Costa County Board of Supervisors Minutes 891 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 24 of 29 (c) Every employee who works on the Agreement will: 1) receive a copy of the company’s drug-free workplace policy statement; and 2) agree to abide by the terms of the company’s statement as a condition of employment on the Agreement. Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Grantee may be ineligible for award of any future State agreements if the Department determines that the Grantee has made a false certification, or violated the certification by failing to carry out the requirements as noted above. 5. Labor Code/Workers Compensation: Grantee needs to be aware of the provisions, which require every employer to be insured against liability for Worker’s Compensation or to undertake self-insurance in accordance with the provisions, and Grantee agrees to comply with such provisions before commencing performance pursuant to this Agreement. (Labor Code Section 3700) 6. Child Support Compliance Act: For any Agreement in excess of $100,000, the Grantee acknowledges accordance with the following: (a) The Grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and (b) The Grantee, to the best of its knowledge, is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department. 7. Resolution of Support: Grantee must provide the State with a copy of a resolution, order, motion, or ordinance of its governing body, which by law has authority to enter into an agreement, authorizing execution of an agreement. 8. Air or Water Pollution Violation: Under State laws, the Grantee shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to a cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be in violation of provisions of federal law relating to air or water pollution. 9. Compliance with Other Laws, Including CEQA: The Grantee shall comply fully with all applicable federal, state and local laws, ordinances, regulations and permits and shall secure any new permits required by authorities having jurisdiction over the project(s), and maintain all presently required permits. The Grantee shall ensure that any applicable requirements of the California Environmental Quality Act are met in carrying out the terms of the grant. 10. Use of State Funds to Assist, Promote or Deter Union Organizing: Grantee shall not use state funds, including grant funds, to assist, promote or deter union organizing. Government Code Section 16645.1(d) provides that Grantee shall be liable to the State for the amount of any funds expended in violation of this prohibition, plus a civil penalty equal to twice the amount of those funds. If Grantee makes expenditures to assist, promote or deter union organizing, Grantee shall maintain records sufficient to show that state funds have not been used for those expenditures. The Grantee shall provide those records to the Attorney General upon request. 11. Payee Data Record Form (Std. 204): This form must be completed by all contractors and grantees and submitted to the State before the start of any grant. Grantee shall submit a new form anytime there is an address change. August 15, 2017 Contra Costa County Board of Supervisors Minutes 892 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 25 of 29 Exhibit D Reporting requirements I. QUARTERLY PROGRESS REPORTS A. DUE AT END OF EACH QUARTER B. The Quarterly Progress Reports shall conform to the provided templates and shall justify the invoice items and charges, and indicate the percentages of work completed and the percentage of funds invoiced. Additional information required shall include a Project Progress Summary and overview, as indicated on the provided template. August 15, 2017 Contra Costa County Board of Supervisors Minutes 893 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 26 of 29 California Sustainable Communities Planning Grants and Incentives Program Best Practices Pilot PROGRESS REPORT TEMPLATE Department of Conservation/ Division of Land Resource Protection Progress Report #____________ for the reporting period: ___________to______________ Grantee: ____________________________________________ Grant No.________________ Project Title: _________________________________________ Signature line: ________________________________________ (authorized representative) Answer the questions as thoroughly as possible: 1. Give a brief summary of the organization, the objectives of the project and how you began to accomplish these objectives: 2. Summarize work completed during reporting period: 3. What interim findings or success stories can you report? (if too soon to report, please note) 4. What challenges and opportunities have you encountered in accomplishing this portion of your Scope of Work? August 15, 2017 Contra Costa County Board of Supervisors Minutes 894 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 27 of 29 5. Is your project on schedule? Please refer to your Work Plan/Schedule for Implementation (explain) 6. Provide a narrative financial report on expenditures and budgeted amounts. (include cash and/or in-kind) 7. If applicable, explain the future intent of public and/or private support to maintain or further develop the project. 8. Do you anticipate major modifications to your project budget or work plan in the next quarter? August 15, 2017 Contra Costa County Board of Supervisors Minutes 895 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 28 of 29 II. CASE STUDY REPORT A. DUE WITH THE FINAL INVOICE BUT NO LATER THAN MARCH 1, 2019. B. This report is meant to serve as one of a series of case studies supported by the Governor’s Office of Planning and Research (OPR) and may be promoted as best practice examples of policy or program implementation at the local level. This report should be 5-10 pages in length, single spaced. Please provide diagrams, maps, and graphs where appropriate as well as a reference page or footnote citations for any material that may help the reader understand the project. The following template is meant to serve as a guide, although authors are welcome to shape their reports as they see best fit for their specific jurisdictions and projects. OPR will assist in the development of the report and provide feedback as requested. OPR can supply content upon request for the sections that may require a nexus to State policy. Sections may be added or combined, so long as they follow this general format. Any questions may be directed to scpgip@opr.ca.gov. Executive Summary  Overview of project and its outcomes  Purpose of report and relevance to State policy goals Project Description  What were the goals of the project or program?  Define the problem that needed to be solved  Who were the key stakeholders?  Was there agreement among stakeholders on a specific outcome? Background of jurisdiction/region and problems faced by jurisdiction  Give an overview of the community, city, county, or region, and describe its relevance to the project.  Why was this jurisdiction a good candidate for the project? Initial Goals  What were the initial goals of the project?  Did these goals change with time or knowledge?  Was there agreement on the goal(s) among stakeholders? Process and Tools used  What were the tools used to achieve the goal(s)? August 15, 2017 Contra Costa County Board of Supervisors Minutes 896 California Department of Conservation – Division of Land Resource Protection Strategic Growth Council – 2017 Sustainable Communities Planning Grant & Incentives Program Best Practices Pilot County of Contra Costa Grant Number: 3017-502 Page 29 of 29  Consider elements such as stakeholder engagement, efficient planning, online data tools, State resources, technical assistance etc.  Discuss OPR’s role in providing technical assistance Outcomes  What were the outcomes of the project?  Were outcomes as expected? Project Difficulties  Describe the difficulties of this project  Are these difficulties present in other jurisdictions? Why or why not? Technical Assistance  Describe OPR’s involvement in the project.  How was technical assistance provided?  Was OPR’s involvement helpful?  How could State resources be better distributed through technical assistance? Identified paths to success  What were the key tools, mechanisms, or entities that made this project a success? Recommendations to State programs and partners  Describe some issues you face on a local or regional level in developing or implementing programs that could be made easier or more efficient by a shift or addition to State resources or programs  Provide recommended changes to State policies or programs that cause challenges or delays in implementing sustainability or climate changes related programs Replicable elements  What successful elements of this project could be replicable in other jurisdictions in California? In the U.S.?  What might be some challenges in replicating this project elsewhere? August 15, 2017 Contra Costa County Board of Supervisors Minutes 897 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Standard Agreement #28-596-14 (State #17-10219) from the California Department of Public Health, to pay the County an amount not to exceed $793,005, for continuation of the Public Health Division’s Childhood Lead Poisoning Prevention Project, for the period from July 1, 2017 through June 30, 2020. FISCAL IMPACT: Approval of this agreement will result in funding amounts not to exceed $262,367 for the first year, $264,868 for the second year and $265,770 for the third year, for a total of $793,005 for Fiscal Years 2017 through 2020. No County match required. BACKGROUND: On August 12, 2014, the Board of Supervisors approved Standard Agreement #28-596-11 (as amended by Standard Agreement Amendment #28-596-12) from the California Department of Public Health, for continuation of the Childhood Lead Poising Prevention Project for fiscal years 2014 through 2017. In Contra Costa APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Daniel Peddycord 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: E Suisala, M Wilhelm C. 29 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Standard Agreement #28-596-14 with California Department of Public Health August 15, 2017 Contra Costa County Board of Supervisors Minutes 898 BACKGROUND: (CONT'D) County, over 60% of the housing units were built before 1978, the year consumer product safety commission banned lead paint. Lead paint is a recognized source of lead poisoning in children. Over 5,000 children live in these types of units. Since 1992, over 800 children have been identified in Contra Costa County with lead poisoning, and many more are likely to have lead although they have not been tested. The Centers for Disease Control (CDC) identifies lead poisoning as the principal environmental health problem affecting children in the United States and emphasizes that this is a problem, which is entirely preventable. In Contra Costa County, over 500 residents have been diagnosed with a lead level of over 10 mcg/dl and approximately, 75 children each year have low levels of lead between 5-10 mcg/dl. The only way to know if a child has been poisoned by lead is to test the child. This Project is the sole source of funding for case management and follow-up care for children identified as lead-poisoned. The goal of the Project is to decrease the exposure of children to lead and the incidence of increased childhood blood lead levels. Approval of this Agreement #28-596-14 will allow the County’s Public Health Division to continue receiving funding for the Childhood Lead Poising Prevention Project, through June 30, 2020, including agreeing to indemnify and hold the State harmless for claims arising out of the County’s performance under this Agreement. CONSEQUENCE OF NEGATIVE ACTION: If this Agreement is not approved, children and residents of Contra Costa County will not be treated nor receive the necessary information with regard to exposure to lead poisoning. August 15, 2017 Contra Costa County Board of Supervisors Minutes 899 RECOMMENDATION(S): Approve and authorize the Health Services Director, or designee, to submit on behalf of the County, Application #29-813 and Resolution #2017/300 to the California Office of Housing and Community Development, in an amount payable to County not to exceed $150,000, for the No Place Like Home (NPLH) Program. FISCAL IMPACT: Approval of this Agreement will result in an amount not to exceed $150,000 of funding from the California Office of Housing and Community Development for the NPLH Program. BACKGROUND: The purpose of the NPLH Program is to acquire, design, construct, rehabilitate, and preserve permanent supportive housing for persons who are experiencing homelessness, chronic homelessness or who are at risk of chronic homelessness, and who are in need of mental health services. Approval of submission of Application #29-813 will allow County to apply for funding for the NPLH Program for homeless person in Contra Costa County. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Lavonna Martin, 925-313-7704 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Tasha Scott, Marcy Wihelm C. 30 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Grant Application #29-813 with the State of California Housing and Community Development August 15, 2017 Contra Costa County Board of Supervisors Minutes 900 CONSEQUENCE OF NEGATIVE ACTION: If this application is not approved, County will not be able to better assist its homeless population with permanent supportive housing for persons in need of mental health services. ATTACHMENTS Resolution No. 2017/300 August 15, 2017 Contra Costa County Board of Supervisors Minutes 901 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/300 In The Matter Of: Authorizing application for and receipt of, No Place Like Home program technical assistance grant funds. WHEREAS, the State of California, Department of Housing and Community Development (Department) has issued a Notice of Funding Availability dated April 10, 2017 (NOFA), for its No Place Like Home (NPLH) Program Technical Assistance Grants; and WHEREAS, the County of Contra Costa desires to submit a project application for the NPLH Program and will submit a 2017 Technical Assistance Grant Application as described in the NPLH Program Technical Assistance Grants NOFA and NPLH Program Technical Assistance Grant Guidelines released by the Department for the NPLH Program; and WHEREAS, the Department is authorized to provide up to $6.2 million from the Mental Health Services Act Fund for technical assistance and application preparation assistance to Counties (as described in Welfare and Institutions Code §5849.10) related to the NPLH Program. Now, Therefore, Be It Resolved: SECTION 1. The County is hereby authorized and directed to apply for and submit to the Department the 2017 NPLH Program Technical Assistance Grant Application released April 10, 2017 in the amount of $150,000.00 SECTION 2. In connection with the NPLH Program Technical Assistance Grant, if the application is approved by the Department, the County is authorized to enter into, execute, and deliver a State of California Standard Agreement (Standard Agreement) for the amount of $150,000.00, and any and all other documents required or deemed necessary or appropriate to evidence and secure the NPLH Program Technical Assistance Grant, the County’s obligations related thereto, and all amendments thereto (collectively, the “NPLH Technical Assistance Grant Documents”). SECTION 3. The County shall be subject to the terms and conditions as specified in the Standard Agreement, the NPLH Program Technical Assistance Guidelines, the NPLH statute (Welfare and Institutions Code §5849.1 et. Seq.), and any applicable NPLH Program guidelines published by the Department. Funds are to be used for allowable project expenditures and specifically identified in the Standard Agreement. The application in full is incorporated as part of the Standard Agreement. Any and all activities funded, information provided, and timelines represented in the application will be enforceable through the executed Standard Agreement. The County hereby agrees to use the funds for eligible uses in the manner presented in the application as approved by the Department and in accordance with the NPLH Program Technical Assistance Grant NOFA, the NPLH Program Technical Assistance Guidelines, and 2017 NPLH Program Technical Assistance Grant Application. SECTION 4. The County Executive or designee is authorized and directed to execute the County of Contra Costa NPLH Program Technical Assistance Grant Application, the NPLH Program Technical Assistance Grant Documents, and any amendments thereto, on behalf of the County as required by the Department for receipt of the NPLH Program Technical Assistance Grant. Contact: Lavonna Martin, 925-313-7704 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors August 15, 2017 Contra Costa County Board of Supervisors Minutes 902 By: , Deputy cc: Tasha Scott, Marcy Wihelm August 15, 2017 Contra Costa County Board of Supervisors Minutes 903 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment & Human Services Department Director, or designee, to apply for and accept funds in an amount not to exceed $1,500,000 from the Child and Adult Care Food Program Day Center sponsorship grant in the California Department of Education to provide daily nutritious and healthy snacks, for the period October 1, 2017 through September 30, 2018. FISCAL IMPACT: No County match. 100% State funding. This board order is to submit a renewal application with the State that will allow continued reimbursement of food costs associated with the daily operations of the early care and education children’s center for the 2017-18 year. Expected receipts of funds are included in the department’s FY 2017-18 budget. BACKGROUND: The Community Services Bureau of the Employment & Human Services Department participates in the State of California’s Child and Adult Care Food Program (CACFP) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: CSB (925) 681-6304 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Nasim Eghlima, Sam Mendoza, Velma Braggs C. 31 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:August 15, 2017 Contra Costa County Subject:2017-18 California Child and Adult Food Program revenue application August 15, 2017 Contra Costa County Board of Supervisors Minutes 904 BACKGROUND: (CONT'D) to provide daily nutritious meals and snacks for the department’s 15 early care and education centers. The submission of the renewal application is essential to continued food service operations. The renewal re-certifies the County for the food program and makes the County eligible to receive reimbursement for food costs in the preparation of meals and snacks for 1,117 children. CONSEQUENCE OF NEGATIVE ACTION: If not approved, the Department will be unable to seek reimbursement for food program costs. CHILDREN'S IMPACT STATEMENT: The Community Services Bureau of the Employment & Human Services Department’s Food Services 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 services to low-income children throughout Contra Costa County. August 15, 2017 Contra Costa County Board of Supervisors Minutes 905 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Carson Research Consulting, Inc., in an amount not to exceed $164,175 to build and support a web-based database for the Contra Costa County Human Trafficking Coalition for the period of August 1, 2017 through June 30, 2018 (25% County; 38% State; 37% Federal). FISCAL IMPACT: $164,175: 25% County; 38% State; 37% Federal BACKGROUND: Currently information on services by Contra Costa County to commercially sexually exploited children (CSEC) and victims of human trafficking is recorded and tracked in a wide variety of methods including spreadsheets, Word documents, and hand-written records. The final deliverable of this contract is to provide a single web-based system for recording services to CSEC and human traffclients. Contractor will identify and implement information and processes to support data-driven decisions, promote better understanding of current capacity, maintain consistent data gathering, and provide solutions for ongoing evaluation and reporting related to the issue of CSEC and human trafficking. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Gina Chenoweth 8-4961 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 32 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:August 15, 2017 Contra Costa County Subject:Contract with Carson Research Consulting, Inc. for Web-based Human Trafficking Coalition Database Build and Support August 15, 2017 Contra Costa County Board of Supervisors Minutes 906 CONSEQUENCE OF NEGATIVE ACTION: Information on County services to commercially sexually exploited children (CSEC) will continue being tracked in a wide variety of methods which severely limits the County's ability to make data-driven decisions for improving services and developing strategies to reduce the occurrence the commercial sexual exploitation of children in the County. CHILDREN'S IMPACT STATEMENT: The services provided under this contract support all five of Contra Costa County’s community outcomes: (1) "Children Ready for and Succeeding in School"; (2) "Children and Youth Healthy and Preparing for Productive Adulthood"; (3)"Families that are Economically Self-Sufficient"; (4) "Families that are Safe, Stable and Nurturing"; and (5)"Communities that are Safe and Provide a High Quality of Life for Children and Families” by providing a single County web-based location for the tracking and collection of information on services to commercially sexually exploited children. August 15, 2017 Contra Costa County Board of Supervisors Minutes 907 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Dahlin Group, Inc., effective June 1, 2017, to extend the term from August 31, 2017 to August 31, 2018, for continued real estate planning services for the Oak Park Sale of Surplus (South Pleasant Hill Parcels), Pleasant Hill area. (District IV) FISCAL IMPACT: All costs associated with this contract will be offset by 100% of the Oak Park Sale of Surplus proceeds. BACKGROUND: On February 9, 2016, the Board of Supervisors approved and authorized the Public Works Director, or designee, to execute a contract with Dahlin Group, Inc., (Dahlin) in the amount of $250,000 to provide planning services for the Oak Park Sale of Surplus Properties. In preparation of placing the parcels on the market, Dahlin was selected after a solicitation process to assist staff with planning services. County Staff is currently in the planning process and still requires planning assistance from Dahlin. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Karen Laws (925) 313-2228 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 33 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:Contract amendment with Dahlin Group,Inc., for planning services for the Oak Park Sale of Surplus ( South Pleasant Hill Parcels). August 15, 2017 Contra Costa County Board of Supervisors Minutes 908 CONSEQUENCE OF NEGATIVE ACTION: Staff will not be able to move forward with the planning process, which would delay placing parcels on the market. ATTACHMENTS Contract Extension Agreements August 15, 2017 Contra Costa County Board of Supervisors Minutes 909 August 15, 2017 Contra Costa County Board of Supervisors Minutes 910 August 15, 2017 Contra Costa County Board of Supervisors Minutes 911 RECOMMENDATION(S): APPROVE Amendment No. 3 to the Consulting Services Agreement with KMD Architects ("KMD"), to increase the payment limit by $2,758,738, from $305,000, to a new payment limit of $3,063,738, with no change to the term, subject to approval by the County Administrator and approval as to form by County Counsel, for additional architectural and engineering consulting services to provide bridging documents, including programming and transition services, for the design-build delivery of the West County Re-entry, Treatment and Housing Replacement Project, 5555 Giant Highway, Richmond and AUTHORIZE the Public Works Director, or designee, to execute the amendment following approval by the County Administrator and approval as to form by County Counsel. FISCAL IMPACT: 74% California State Board of Corrections Grant SB844 and 26% County General Fund. BACKGROUND: On April 14, 2015, the County entered into a Consulting Services Agreement with KMD to provide architectural and engineering consulting services in connection with the County’s funding application to the California Board of State and Community Corrections for $80 million, at that time, for the construction of the West County Reentry, Treatment and Housing Replacement Project. Subsequently, the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Ramesh Kanzaria, (925) 313-2000 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 34 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:APPROVE and AUTHORIZE Amendment No. 3 to Consulting Services Agreement with KMD Architects (WH176B) August 15, 2017 Contra Costa County Board of Supervisors Minutes 912 BACKGROUND: (CONT'D) County applied for funding in the amount of $80 million from the California Board of State and Community Corrections (“BSCC”). Similar to past year’s Senate Bill (SB) 1022 program, use of the SB 863 program was proposed to build a new housing unit at the West County Detention Facility (“WCDF”) campus that would replace the use of existing beds at the Martinez Detention Facility with appropriate high security housing, along with additional space for reentry and mental health treatment programs currently unavailable to the high-security population. At that time, the expansion project entailed the development of approximately 2.3 acres at the WCDF and was estimated to consist of an approximately 132,000 square foot (building areas) facility with 416 beds at total cost of about $89 million and was to be completed in spring of 2020. The expansion would have offered facilities and programs to help prepare inmates for reentry into society, as well as support outpatient medical, recreational, and minor administrative facilities. Architectural and engineering (A/E) and other consulting services were subsequently underway to prepare the BSCC funding application. This consisted primarily, but was not limited to: updated needs assessment and programming for inmate programs, particularly to address AB 109 and mentally ill offenders; development of space requirements based on that assessment, and associated cost estimating; concept floor plan and elevations rendering; and funding application writing services to address specific requirements of the grant. August 18, 2015, the Board approved Amendment No. 1 to KMD's agreement, which provided more detailed planning, development, and design for the Reentry Programs, Workforce Readiness, and Family Reunification areas. This included developing the floor plans of these support spaces to the same level of detail as the Housing Units to facilitate a better understanding of the relationship between the Conceptual Design plans and Program elements. This additional work was required to enhance the Agency's application proposal and the chances for Senate Bill 863 funding. On December 6, 2016, the Board approved Amendment No. 2 to the KMD agreement updated the previous SB 863 application document incorporating any new technical requirements associated with the new SB 844 application. Under this amendment, KMD provided new building program/design concepts. On May 17, 2017, an Executive Steering Committee of the BSCC made a conditional award of SB 844 funds to Contra Costa County in the amount of $70 million and recommended funding approval to the BSCC at a future meeting date. On June 8, 2017, the BSCC convened and approved the recommendation of the Executive Steering Committee to award Contra Costa County the full $70 million funding award. On June 20, 2017, the Board approved the appropriation of County funds to satisfy the hard match previously identified by the Board in Resolution No. 2017/44 and integrated into the County's funded SB 844 application. Additional architectural and engineering consulting services are required to provide bridging documents, including programming and transition services, for the design-build delivery of the West County Re-entry, Treatment and Housing Replacement Project, 5555 Giant Highway, Richmond. Amendment No. 3 will provide for those additional services. CONSEQUENCE OF NEGATIVE ACTION: If Amendment No. 3 is not approved, the project cannot move forward. August 15, 2017 Contra Costa County Board of Supervisors Minutes 913 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Protiviti Government Services, Inc., to increase the payment limit by $115,000 to a new payment limit of $200,000, for temporary placement of a computer programmer, for the period of March 21, 2017 through March 20, 2018, Countywide. FISCAL IMPACT: 100% Various Special Revenue Funds BACKGROUND: The Public Works Department is in the process of creating decision support tools for asset management. Public Works Information Technology division (IT) does not currently have the capacity to keep up with requests. The contract programming resource provided under this contract will be tasked with creating the software tools necessary to provide the Public Works Director and the County Administrators Office with meaningful decision support data for asset management. The consultant wills cross-train Public Works IT staff on the programming methodology that is used for this work. On March 21, 2017, the Public Works Director approved the initial contract with Protiviti for $85,000 for temporary placement of a computer programmer. This original contract APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Barry Schamach, 925 313-2185 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 35 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:APPROVE a contract amendment with Protiviti Government Services, Inc., for a temporary programmer August 15, 2017 Contra Costa County Board of Supervisors Minutes 914 BACKGROUND: (CONT'D) amount was based on an estimated ‘level of effort’ that turned out to be too low; the additional funds provided by this amendment will allow for the creation of the ‘Debt Service Application’ that was called out in the contracts Service Plan. CONSEQUENCE OF NEGATIVE ACTION: Without Board approval, Public Works IT will not be able to provide the Public Works Director and County Administrator with the decision support tools that are necessary for the effective management of the County’s real estate portfolio. August 15, 2017 Contra Costa County Board of Supervisors Minutes 915 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with All City Management Services, Inc., to increase the payment limit by $74,500 to a new payment limit of $144,500, and extend the termination date from August 15, 2017 to August 15, 2018, to provide crossing guard services at various schools, Bay Point area. (District V) FISCAL IMPACT: Costs associated with this contract will be funded by the Keller Canyon Mitigation Funds. BACKGROUND: On August 15, 2016 the Public Works Director approved a contract with All City Management Services, Inc., for $70,000 to provide crossing guard services for the Bay Point area for the 2016-2017 school year. The Public Works Department's Transportation Engineering Division administers this contract. This amendment will provide for funding and extend services for the 2017-2018 school year. CONSEQUENCE OF NEGATIVE ACTION: Without approval from the Board of Supervisors, crossing guard services will not be provided for students in the Bay Point area. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Mark De La O, (925) 313-2234 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 36 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:APPROVE and AUTHORIZE a contract amendment with All City Management Services, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 916 ATTACHMENTS Amendment Contract copy August 15, 2017 Contra Costa County Board of Supervisors Minutes 917 AMENDMENT SPECIFICATIONS Amendment No. 1 Initials: Contractor County Dept. Amendment No. 1 Page 1 of 1 All City Management Services, Inc. (August 15, 2016 – August 15, 2018) Due to County’s need for Contractor’s continued services, in exchange for the mutual promises set forth in this Amendment, County and Contractor agree to amend the Contract as Follows: 1. The Term set forth in Section 3 (Term) of the Contract is hereby extended from August 15, 2017 to a new termination date of August 15, 2018. 2. Section 4 (Payment Limit) of the Agreement is hereby amended by increasing the payment limit by $74,500 from $70,000 to a new Payment Limit of $144,500. 3. Section D(1) (Rates) of the Service Plan is hereby amended by deleting “$18.96 per labor hour, and replacing it with “$19.71 per labor hour”. All other terms and conditions referenced in the original Contract entered into on August 15, 2016 between County and Contractor, not modified by this Amendment No. 1, shall remain in full force and effect. August 15, 2017 Contra Costa County Board of Supervisors Minutes 918 August 15, 2017 Contra Costa County Board of Supervisors Minutes 919 August 15, 2017 Contra Costa County Board of Supervisors Minutes 920 August 15, 2017 Contra Costa County Board of Supervisors Minutes 921 August 15, 2017 Contra Costa County Board of Supervisors Minutes 922 August 15, 2017 Contra Costa County Board of Supervisors Minutes 923 August 15, 2017 Contra Costa County Board of Supervisors Minutes 924 August 15, 2017 Contra Costa County Board of Supervisors Minutes 925 August 15, 2017 Contra Costa County Board of Supervisors Minutes 926 August 15, 2017 Contra Costa County Board of Supervisors Minutes 927 August 15, 2017 Contra Costa County Board of Supervisors Minutes 928 August 15, 2017 Contra Costa County Board of Supervisors Minutes 929 August 15, 2017 Contra Costa County Board of Supervisors Minutes 930 August 15, 2017 Contra Costa County Board of Supervisors Minutes 931 August 15, 2017 Contra Costa County Board of Supervisors Minutes 932 August 15, 2017 Contra Costa County Board of Supervisors Minutes 933 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute\ on behalf of the County, Contract Amendment Agreement #23-531-9 with Nordic Consulting Partners, Inc., a corporation, effective April 1, 2017, to amend Contract #23-531-7 (as amended by Amendment Agreement #23-531-8), to increase the payment limit by $5,196,453, from $3,200,000 to a new payment limit of $8,396,453, with no change in the original term of January 1, 2016 through June 30, 2018. FISCAL IMPACT: This amendment is funded 100% by Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On February 9, 2016, the Board of Supervisors approved Contract #23-531-7 (as amended by Amendment Agreement #23-531-8), with Nordic Consulting Partners, Inc., for the period from January 1, 2016 through June 30, 2018, for the provision of consulting and technical assistance for the Department’s Information Systems Unit in support of ccLink. Approval of Contract Amendment Agreement #23-531-9 will allow the Contractor to provide additional consulting and technical assistance for the Community Connect Project and Epic System upgrade through June 30, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: David Runt, 925-335-8700 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 37 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #23-531-9 with Nordic Consulting Partners, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 934 CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, Contractor would not be able provide services for the Community Connect and Epic System upgrade projects. August 15, 2017 Contra Costa County Board of Supervisors Minutes 935 RECOMMENDATION(S): AUTHORIZE the Auditor-Controller's Office to submit a payment in the amount of $4,902 to the California Office of Traffic Safety for reimbursement of an overpayment related to the Felony Driving Under the Influence (DUI) grant program. FISCAL IMPACT: The reimbursement amount of $4,902 will be paid with General Fund dollars in the Probation Department budget. BACKGROUND: Since 2010, the Probation Department has had a grant through the Office of Traffic Safety (OTS) to reduce DUI related fatalities, injuries, and DUI recidivism. This grant funds two full-time Deputy Probation Officers (DPOs). In February 2017, this grant program was audited. The two DPOs assigned to this grant are long term County employees. County employees can accrue up to two years of vacation time for use at a later time. During the grant period the DPOs assigned to this grant used more time than they would earn in a 12 month period by using their previous vacation accruals. It is the opinion of the Office of Traffic Safety that no more than 12 months of vacation accruals should be charged to the grant. The over-claimed amount was $4,902 and the Probation Department has been asked to submit this reimbursement as soon as possible. CONSEQUENCE OF NEGATIVE ACTION: Failing the reimburse the Office of Traffic Safety would jeopardize any continued funding available to the County. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Danielle Fokkema, 925-313-4195 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 38 To:Board of Supervisors From:Todd Billeci, County Probation Officer Date:August 15, 2017 Contra Costa County Subject:Payment to the Office of Traffic Safety August 15, 2017 Contra Costa County Board of Supervisors Minutes 936 CHILDREN'S IMPACT STATEMENT: No impact. August 15, 2017 Contra Costa County Board of Supervisors Minutes 937 RECOMMENDATION(S): APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with the Regents of the University of California in an amount not to exceed $53,000 to provide Master Gardener Program Coordinator services for the period July 1, 2017 through June 30, 2018. FISCAL IMPACT: 100% County BACKGROUND: Under the general direction of the Director of the Department of Agriculture, Contractor shall coordinate the Master Gardener Program, including managing the program budget and volunteer training and providing oversight of public outreach efforts within the County. Contractor is responsible for keeping abreast of current research in all relevant areas. Specific duties include (but are not limited) to: a. organize land implement volunteer training, b. determine volunteer advanced training needs, c. select volunteers, d. approve Master Gardener projects and evaluate for UCCE Mission appropriateness, e. ensure compliance with the US Master Gardener Administrative Handbook and Program Guidelines, f. manage the program budget, including setting fees, collecting registration money, purchasing program supplies, and g. evaluate and keep records on program efficacy and outreach efforts. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: 646-5250 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 39 To:Board of Supervisors From:Matt Slattengren Date:August 15, 2017 Contra Costa County Subject:UC MASTER GARDENER PROGRAM COORDINATOR August 15, 2017 Contra Costa County Board of Supervisors Minutes 938 CONSEQUENCE OF NEGATIVE ACTION: Failure to approve this request will result in the loss of efficiencies in the Master Gardener Program. CHILDREN'S IMPACT STATEMENT: No impact August 15, 2017 Contra Costa County Board of Supervisors Minutes 939 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Agreement #72–070-3 with the County of Plumas, a government agency, to pay the County of Plumas (Host County), in an amount not to exceed $250,000, to participate in the Medi-Cal Administrative Activities (MAA) and Targeted Case Management (TCM) programs, for the period from July 1, 2017 through June 30, 2018. FISCAL IMPACT: This Agreement is funded 100% by County MAA/TCM funds. BACKGROUND: Medi-Cal Administrative Activities (MAA) is a program which allows local governing agencies (LGA), including Contra Costa County, to receive federal reimbursement for activities necessary for the proper and efficient administration of the Medi-Cal State plan. TCM allows LGAs to receive federal funds for providing services which assist a Medi-Cal individual in a defined target population to gain access to needed medical, social, educational, and other services. To participate in the MAA and TCM programs, each LGA must pay a participation fee. The participation fee APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Dan Peddycord 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D Morgan, M Wilhelm C. 40 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Agreement #72-070-3 with the County of Plumas August 15, 2017 Contra Costa County Board of Supervisors Minutes 940 BACKGROUND: (CONT'D) is paid to the "host" (Plumas County). The "host" county administers the supporting funds for the state program that oversees the MAA/TCM programs and for the activities of the LGA consortium. The "host" county invoices each participating LGA on an annual basis. The participation fee is calculated yearly from base year, claiming amounts for county-based MAA/TCM for each participating LGA. On December 2, 2016, the Board of Supervisors approved Agreement #72-070-2, with the County of Plumas to provide MAA/TCM host county services, for the period from July 1, 2016 through June 30, 2017. Approval of Agreement #72-070-3 allows the County to continue participation in the MAA/TCM program through June 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this agreement is not approved, County will not be a participant in the LGA consortium, and will not receive the financial support needed to provide MAA/TCM services for County’s Medi-Cal clients. August 15, 2017 Contra Costa County Board of Supervisors Minutes 941 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract Amendment Agreement #76-537-2 with Vivian Price, an individual, effective August 1, 2017, to amend Contract #76-537-1, to increase the payment limit by $32,000, from $102,600 to a new payment limit of $134,600, for additional augmented board and care services, with no change in the original term of April 1, 2017 through March 31, 2018. FISCAL IMPACT: This amendment is funded 100% County Patch Program Funds. (Rate increase) BACKGROUND: On April 18, 2017, the Board of Supervisors approved Contract #76-537-1 with Vivian Price, for the provision of residential board and care services for Contra Costa Regional Medical Center patients in the Patch Program, for the period from April 1, 2017 through March 31, 2018. Approval of Contract Amendment Agreement #76-537-2 will allow the Contractor to provide additional augmented residential board and care services through March 31, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Anna Roth, 925-370-5101 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 41 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #76-537-2 with Vivian Price August 15, 2017 Contra Costa County Board of Supervisors Minutes 942 CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, Contractor will not be paid for providing additional board and care services as requested by County. August 15, 2017 Contra Costa County Board of Supervisors Minutes 943 RECOMMENDATION(S): Approve and authorize the Purchasing Agent, on behalf of the Health Services Department, to execute a Purchase Order with Metropolitan Van and Storage, Inc., in an amount not to exceed $300,000, for storage, delivery and installation of furniture and equipment, and for the storage of files for the Contra Costa Regional Medical Center (CCRMC) and the Contra Costa Health Centers, for the period from October 1, 2017 through September 30, 2019. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: Metropolitan Van and Storage, Inc. receives and stores equipment and furniture for the CCRMC and Health Centers until such time as these items are ready to be delivered and installed. Metropolitan Van and Storage, Inc. also stores files for CCRMC and Health Centers. This service is needed due to lack of available storage space at CCRMC. CONSEQUENCE OF NEGATIVE ACTION: If this Purchase Order is not approved, CCRMC and the Health Centers will APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Anna Roth, 925-370-5101 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Tasha Scott, Marcy Wilhelm, Margaret Harris C. 42 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Purchase Order with Metropolitan Van and Storage, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 944 CONSEQUENCE OF NEGATIVE ACTION: (CONT'D) be unable to order equipment and furniture until the time it can be directly installed since the suppliers cannot guarantee delivery dates and there is no place to store these items. This could result in delays in relocating staff and refurbishing office space, and could negatively impact our ability to provide timely patient care since clinic expansion requires the timely delivery of furniture and equipment to meet the needs of our patients. August 15, 2017 Contra Costa County Board of Supervisors Minutes 945 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Youth Homes Incorporated, in an amount not to exceed $166,666, to provide group home placement services to foster youth for the period October 1, 2017 through June 30, 2018. (70% State, 30% County) FISCAL IMPACT: $166,666: 70% State 2011 Realignment and 30% County BACKGROUND: Youth Homes Incorporated operates two Group Homes in Contra Costa County. Children and Family Services (CFS) has had a prior contractual agreement with Youth Homes Incorporated to operate our Emergency Group Home Shelters for foster youth needing emergency high level placements. They provide additional services not provided by other group homes such as special education, supervised family visits, and drug abuse/anger management treatment groups. Youth Homes Incorporated will provide Continuous Quality Improvement (CQI) reports every 6 months to Employment and Human Services Department (EHSD) staff and will have a 80% success rate in discharging clients within an EHSD Social Worker approved treatment plan such as family reunification, moving to a foster home, and/or moving to a long term higher level of care. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: V. Kaplan, 8-4963 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 43 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:August 15, 2017 Contra Costa County Subject:Contract with Youth Homes Incorporated for Emergency Placement Services for Youth August 15, 2017 Contra Costa County Board of Supervisors Minutes 946 CONSEQUENCE OF NEGATIVE ACTION: Group Home Placement services may not be available to Foster Youth. CHILDREN'S IMPACT STATEMENT: This contract supports all five of the community outcomes established in the Children's Report Card: 1) "Children Ready for and Succeeding in School"; 2) "Children and Youth Healthy and Preparing for Productive Adulthood"; 3) "Families that are Economically Self Sufficient"; 4) "Families that are Safe, Stable and Nurturing"; and 5) "Communities that are Safe and Provide a High Quality of Life for Children and Families" by providing safe housing and support to assist youth while transitioning from foster care to independent living. August 15, 2017 Contra Costa County Board of Supervisors Minutes 947 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Oakland Private Industry Council (OPIC) in an amount not to exceed $118,546 to provide goods and services related to County's Workforce Innovation and Opportunity Act (WIOA) for the period of September 1, 2017 through June 30, 2018. (100% Federal) FISCAL IMPACT: $118,546: 100% Federal Workforce Innovation and Opportunity Act (WIOA) Funding BACKGROUND: Oakland Private Industry Council (OPIC) will contract with Employment and Human Services (EHSD), Workforce Development Board (WDB), to provide goods and services related to County's Workforce Innovation and Opportunity Act (WIOA). WIOA requires states to identify economic regions within their state, and local areas to coordinate planning and service delivery on a regional basis. The California Workforce Development Board (CWDB) has designated the following local board jurisdictions: Contra Costa County, Alameda County, and the cities of Oakland and Richmond, the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: V. Kaplan, 8-4963 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 44 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:August 15, 2017 Contra Costa County Subject:Contract with Oakland Private Industry Council August 15, 2017 Contra Costa County Board of Supervisors Minutes 948 BACKGROUND: (CONT'D) East Bay Regional Planning Unit (RPU). To meet the requirements of the new WIOA legislation in an effort to benefit from economies of scale and to leverage resources, the four WDBs work cooperatively in grant acquisition, service design, contracting, and purchasing, and jointly use the services of Contractor to carry out responsibilities on behalf of the East Bay RPU under the EASTBAY Works (EBW) umbrella. CONSEQUENCE OF NEGATIVE ACTION: Employment and Human Services Department (EHSD) Workforce Development Board (WDB) will not meet requirements of the new WIOA legislation in an effort to benefit from economies of scale and to leverage resources to carry out responsibilities on behalf of the East Bay Regional Planning Unit under the East Bay Works umbrella. CHILDREN'S IMPACT STATEMENT: This contract supports all five of the community outcomes established in the Children's Report Card: 1) "Children Ready for and Succeeding in School"; 2) "Children and Youth Healthy and Preparing for Productive Adulthood"; 3) "Families that are Economically Self Sufficient"; 4) "Families that are Safe, Stable and Nurturing"; and 5) "Communities that are Safe and Provide a High Quality of Life for Children and Families" by training and providing employment opportunities for job seekers customers. August 15, 2017 Contra Costa County Board of Supervisors Minutes 949 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract Amendment Agreement #26-602-11 with Traditions Psychology Group, Inc. (dba Traditions Behavioral Health), a corporation, effective August 1, 2017, to amend Contract #26-602-8 (as amended by Amendment Agreements #26-602-9 and #26-602-10) to include a three-month automatic extension through November 30, 2017, in an amount not to exceed $2,000,000, to provide psychiatric staffing and leadership for the Inpatient Psychiatric, Crisis Stabilization Unit at Contra Costa Regional Medical Center and the County’s Main Detention Facility. FISCAL IMPACT: Funded 100% by Hospital Enterprise Fund I. As appropriate, patients and/or third party payors will be billed for services. This Contract provides costs savings compared to using contracts with individual psychiatrists and temporary staffing companies. BACKGROUND: On September 23, 2014, the Board of Supervisors approved Contract #26-602-8, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Patrick Godley, 925-957-5405 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Tasha Scott, Marcy Wihelm C. 45 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #26-602-11 with Traditions Psychology Group, Inc. (dba Traditions Behavioral Health) August 15, 2017 Contra Costa County Board of Supervisors Minutes 950 BACKGROUND: (CONT'D) as amended by Contract Amendment Agreements #26-602-9 and #26-602-10, with Traditions Psychology Group, Inc. (dba Traditions Behavioral Health) for the provision of physician management and psychiatric staffing, for the Inpatient Psychiatric Crisis Stabilization Unit at Contra Costa Regional Medical Center, Health Clinics and the County’s Main Detention Facility, for the period from September 1, 2014 through August 31, 2017. Approval of Contract Amendment Agreement #26-602-11 will allow the Contractor to continue to provide services through November 30, 2017 while the County negotiates a renewal contract with the Contractor. CONSEQUENCE OF NEGATIVE ACTION: If this extension is not approved, the Department would not have adequate psychiatric coverage and quality and performance compliance in the County’s Inpatient Psychiatric and Crisis Stabilization Units at Contra Costa Regional Medical Center and Health Centers and the County’s Main Detention Facility. August 15, 2017 Contra Costa County Board of Supervisors Minutes 951 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #77-084 with Harmony Healthcare, LLC (DBA Harmony Home Health), a Limited Liability Company, in an amount not to exceed $200,000, to provide home healthcare services for Contra Costa Health Plan (CCHP) members for the period from August 1, 2017 through July 31, 2019. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. BACKGROUND: Under Contract #77-084, the Contractor will provide home healthcare services for the period from August 1, 2017 through July 31, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Contra Costa Health Plan members will not receive the benefits of home healthcare services from the Contractor. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Patricia Tanquary (925) 313-6004 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: A Floyd, M Wilhelm C. 46 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Contract #77-084 with Harmony Healthcare, LLC (dba Harmony Home Health) August 15, 2017 Contra Costa County Board of Supervisors Minutes 952 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract #77-083 with ProHealth Home Care Inc., a corporation, in an amount not to exceed $800,000, to provide home healthcare services for Contra Costa Health Plan (CCHP) members for the period from August 1, 2017 through July 31, 2019. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. BACKGROUND: Under Contract #77-083, the Contractor will provide home healthcare services to CCHP members for the period from August 1, 2017 through July 31, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Contra Costa Health Plan members will not receive the benefits of home healthcare services from the Contractor. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Patricia Tanquary (925) 313-6004 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: A Floyd, M Wilhelm C. 47 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Contract #77-083 with ProHealth Home Care, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 953 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a Software and Services Agreement with Cityspan Technologies, Inc. in an amount not to exceed $212,500 for the development, implementation, hosting, and maintenance of a web-based contract management system for the period July 1, 2017 through June 30, 2018. (10% County, 48% State, 42% Federal) FISCAL IMPACT: $212,500: 10% County, 48% State, 42% Federal BACKGROUND: Contra Costa County Employment and Human Services Department is responsible for administering over 300 contracts annually with a value exceeding $30 million. Presently the administration of these contracts, through all phases of the contracting process, including the initiation, renewal, and ongoing monitoring is a primarily a manual process with contracts stored in paper form. Initiation and renewal processes are administered in-part with MS Access database and MS Excel spreadsheets stored on local hard drives or APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Gina Chenoweth 8-4691 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 48 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:August 15, 2017 Contra Costa County Subject:Contract with Cityspan Technologies, Inc. for Development and Support of a Web-based Contract Management System August 15, 2017 Contra Costa County Board of Supervisors Minutes 954 BACKGROUND: (CONT'D) shared network drives. Contract monitoring is managed through a combination of MS Excel spreadsheets and paper forms. Additionally, there is no central repository that is easily searchable to retrieve archived monitoring information. Thus, the ability to provide the assurance that EHSD is "getting what [EHSD] is paying for" is a constant challenge under the current environment. Cityspan Technologies, Inc (Contractor) is currently working with agencies similar to EHSD and is able to customize their product rapidly and inexpensively to meet EHSD's specific requirements. The proposed Contract Monitoring System (CMS) will meet our functional requirements without the capital requirements normally associated with these types of projects. The goal is for EHSD to have a fully functional CMS system in place to meet the 2017/2018 Fiscal Year contract processing including 1) a system with an integrated workflow engine that allows for a) different parties to the process to review, view, and/or approve contract generation and subsequent invoicing and b) management of the procurement lifecycle; 2) a separate web portal for contractors to submit invoices and supporting documentation; 3) functionally separate areas for processing invoices for program staff as well as fiscal staff; and 4) a central repository of customer information including contracts, invoices and supporting documentation. CONSEQUENCE OF NEGATIVE ACTION: Without this contract, EHSD will continue to have numerous diverse and separated contract processing and monitoring systems which have historically resulted in difficulty meeting many State and Federal mandated requirements. CHILDREN'S IMPACT STATEMENT: None. August 15, 2017 Contra Costa County Board of Supervisors Minutes 955 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract Amendment Agreement #26-232-2 with UHS Surgical Services, Inc., a corporation, effective January 1, 2017, to amend Contract #26-232 (as amended by Administrative Amendment #26-232-1), to increase the payment limit by $10,000, from $158,000 to a new payment limit of $168,000, with no change in the original term of September 1, 2015 through August 31, 2017. FISCAL IMPACT: This amendment is funded 100% Hospital Enterprise Fund I. (Rate increase) BACKGROUND: On December 15, 2015, the Board of Supervisors approved Contract #26-232 (as amended by Administrative Amendment #26-232-1) with UHS Surgical Services, Inc., for the provision of medical lasers, equipment and certified technicians to operate lasers in the Surgical Unit at Contra Costa Regional Medical Center and Health Centers (CCRMC), for the period from September 1, 2015 through August 31, 2017. At APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Anna Roth, 925-370-5101 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 49 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #26-232-2 with UHS Surgical Services, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 956 BACKGROUND: (CONT'D) the time of negotiations, a list of equipment utilized for these surgeries was provided by the Contractor. As services continued it was discovered the operating room staff at CCRMC were using additional equipment not on the original rate schedule. The Division is requesting this amendment to revise the rate schedule and pay Contractor for additional equipment used. Approval of Contract Amendment Agreement #26-232-2 will allow the Contractor to provide additional hours of certified technicians and equipment to operate lasers in the Surgical Unit through August 31, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, rate schedule will not be revised and Contractor will not be paid for services provided in good faith. August 15, 2017 Contra Costa County Board of Supervisors Minutes 957 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract #26-232-3 with UHS Surgical Services, Inc., a corporation, in an amount not to exceed $200,000, to provide medical lasers, equipment and certified technicians to operate lasers in the Surgical Unit at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from September 1, 2017 through August 31, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (Rate Increase) BACKGROUND: On December 15, 2015, the Board of Supervisors approved Contract #26-232 (as amended by Amendment Agreements #26-232-1 and #26-232-2) with UHS Services, Inc., for the provision of medical lasers, equipment and certified technicians to operate lasers in the Surgical Unit at CCRMC for the period September 1, 2015 through August 31, 2017. Approval of Contract #26-232-3 will allow the Contractor to continue to provide medical lasers, equipment and certified technicians to operate lasers in the Surgical Unit at CCRMC through August 31, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Anna Roth, 925-370-5101 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 50 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Contract #26-232-3 with UHS Surgical Services, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 958 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients at CCRMC will not have access to Contractor’s services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 959 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Novation Contract #24-133-68 with La Cheim School, Inc., a non-profit corporation, in an amount not to exceed $2,417,464, to provide case management, school and community-based mental health services, and therapeutic behavioral services (TBS) for the period from July 1, 2017 through June 30, 2018. This Contract includes a six-month automatic extension through December 31, 2018, in an amount not to exceed $1,208,732. FISCAL IMPACT: This Contract is funded 50% Federal Medi-Cal; 50% by Mental Health Realignment. (Rate increase) BACKGROUND: This Contract meets the social needs of County's population by providing a half-day intensive day treatment, mental health services and medication support in a residential treatment setting for Seriously Emotionally Disturbed (SED) youth, ages twelve through seventeen years, who are eligible for services according to the Federal Individuals with Disabilities Education Act (IDEA) or who are wards or dependents of Contra Costa County Juvenile Court. Contractor also APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Cynthia Belon, 925-957-5201 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: L Walker , M Wilhelm C. 51 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Novation Contract #24-133-68 with La Cheim School, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 960 BACKGROUND: (CONT'D) provides TBS to County-referred children. On June 21, 2016 the Board of Supervisors approved Novation Contract #24-133-67 with La Cheim School, Inc., for the period July 1, 2016 through June 30, 2017, which included a six-month automatic extension through December 31, 2017, for the provision of case management, school- and community-based mental health services and TBS. Approval of Novation Contract #24-133-68, replaces the automatic extension under the prior Contract allowing the Contractor to continue providing services through June 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, there will be fewer treatment options for wards of the Contra Costa County Juvenile Court and County’s Severely Emotionally Disturbed (SED) clients in West Contra Costa County as the County solicits and engages an alternate contractor. This may result in delays in the provisions of these treatment services as required by the Federal IDEA Act. CHILDREN'S IMPACT STATEMENT: This program supports the following Board of Supervisors’ community outcomes: “Children Ready For and Succeeding in School”; “Families that are Safe, Stable, and Nurturing”; and “Communities that are Safe and Provide a High Quality of Life for Children and Families”. Expected program outcomes include an increase in positive social and emotional development as measured by the Child and Adolescent Functional Assessment Scale (CAFAS). August 15, 2017 Contra Costa County Board of Supervisors Minutes 961 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Service Orders for Agreement with Whitehat Security, Inc., a corporation, effective August 1, 2017, to amend Contract #23-570, for additional software licenses and to increase the payment limit by $39,000, from $235,000 to a new payment limit of $274,000, with no change in original term of August 3, 2015 through August 3, 2018. FISCAL IMPACT: This amendment is funded 100% by Hospital Enterprise Fund I. BACKGROUND: In November 2015, the County Administrator approved and the Purchasing Services Manager executed Contract #23-570 (as amended by Amendment/Extension #23-570-1 and #23-570-2) with Whitehat Security, Inc., to provide software maintenance and support services including, but not limited to, consulting and technical assistance to the Department’s Information Systems, for the period from August 3, 2015 through August 3, 2018. Approval of additional Service Orders for Agreement #23-570 will allow the County to purchase additional software licenses for the Community Connect Program, through August 3, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: David Runt, 925-335-8700 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Tasha Scott, Marcy Wilhelm C. 52 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Service Orders for Agreement #23-570 with Whitehat Security, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 962 CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, the Information Systems Unit will not receive additional software licenses from this Contractor. August 15, 2017 Contra Costa County Board of Supervisors Minutes 963 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract Amendment Agreement #24-681-2(34) with God’s Grace Caring Home, Inc., a corporation, effective August 1, 2017, to amend Contract #24-681-2(33) to modify the rate for augmented levels of board and care services, with no change in the payment limit of $358,800 and no change in the original term of July 1, 2017 through June 30, 2018. FISCAL IMPACT: This amendment is funded 100% Mental Health Realignment funds. (Rate increase) BACKGROUND: On June 20, 2017, the Board of Supervisors approved Contract #24-681-2(33) with God’s Grace Caring Home, for the period from July 1, 2017 through June 30, 2018, for the provision of augmented board and care services for County-referred mentally disordered clients. Approval of Contract Amendment Agreement #24-681-2(34) will allow the Contractor to provide an additional level of augmented board and care services through June 30, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: CYNTHIA BELON, 925-957-5201 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: E Suisala, M Wilhelm C. 53 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #24-681-2(34) with God’s Grace Caring Home, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 964 CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, Contractor will not be able to provide additional augmented board and care services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 965 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract Amendment Agreement #26-977-16 with Diablo Valley Oncology and Hematology Medical Group, a corporation, effective August 1, 2017, to amend Contract #26-977-15, to increase the payment limit by $74,000 from $360,000 to a new payment limit of $434,000 and with no change in term of November 1, 2015 through October 31, 2018. FISCAL IMPACT: This Amendment is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 6, 2015, the Board of Supervisors approved Contract #26-977-15 with Diablo Valley Oncology and Hematology Medical Group for the period from November 1, 2015 through October 31, 2018, for the provision of urology and hematology services, including, but not limited to: clinic coverage, consultation, on-call coverage, training and medical procedures at Contra Costa Regional Medical Center and Health Centers (CCRMC) for the period from November 1, 2015 through October 31, 2018. Approval of Contract Amendment Agreement #26-977-16 will allow the Contractor to provide additional hours of urology and hematology services through October 31, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Samir Shah, M.D., 925-370-5525 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 54 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Amendment #26-977-16 with Diablo Valley Oncology and Hematology Medical Group August 15, 2017 Contra Costa County Board of Supervisors Minutes 966 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring urology and hematology services will not have access to Contractor’s services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 967 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute on behalf of the County, Contract #26-704-5 with Mt. Diablo Rheumatology Consultant, Inc., a corporation, in an amount not to exceed $735,000, to provide rheumatology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from September 1, 2017 through August 31, 2020. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 7, 2014, the Board of Supervisors approved Contract #26-704-4, with Mt. Diablo Rheumatology Consultant, Inc. for the provision of rheumatology services at CCRMC including clinic coverage, consultation, training and/or medical and surgical procedures for the period from September 1, 2014 through August 31, 2017. Approval of Contract #26-704-5 will allow Contractor to continue providing rheumatology services through August 31, 2020. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Samir Shah, M.D., 925-370-5525 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 55 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Contract #26-704-5 with Mt. Diablo Rheumatology Consultant, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 968 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring rheumatology services at CCRMC will not have access to Contractor’s services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 969 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Participation Agreement #74-546 with California Mental Health Services Authority, a corporation, in an amount not to exceed $900,000, to provide fiscal intermediary services for the Mental Health Services Act’s Student Loan Forgiveness Program, for the period from August 1, 2017 through June 30, 2020. FISCAL IMPACT: This Contract is funded 100% Mental Health Services Act (MHSA). BACKGROUND: Under Participation Agreement #74-546, the Contractor will provide fiscal intermediary services for the Mental Health Services Act’s Student Loan Forgiveness Program, including management of funds received, processing checks to employee lending institutions and providing regular fiscal reports, for the period from August 1, 2017 through June 30, 2020. CONSEQUENCE OF NEGATIVE ACTION: If this participation agreement is not approved, eligible Mental Health employees will not be able to participate in the Mental Health Services Act’s Student Loan Forgiveness Program. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Cynthia Belon 925-957-5501 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: E Suisala, M Wilhelm C. 56 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Participation Agreement #74-546 with California Mental Health Services Authority August 15, 2017 Contra Costa County Board of Supervisors Minutes 970 RECOMMENDATION(S): APPROVE and AUTHORIZE Conservation and Development Director, or designee, to execute a contract with Gary Craft (dba Craft Consulting Group) (Craft) in an amount not to exceed $125,514 to prepare a Strategic Action Plan and perform related tasks for the Northern Waterfront Economic Development Initiative for the period July 1, 2017 through June 30, 2018. FISCAL IMPACT: The costs of the recommended contract will be covered by General Funds specifically allocated in the FY2017-18 Budget to economic development and the Northern Waterfront Economic Development Initiative. BACKGROUND: Having completed a successful first phase, which involved substantial foundational work, the Northern Waterfront Economic Development Initiative (NWEDI) is transitioning into Phase 2. Phase 2 consists of four critical elements: Outreach; Data Development and Analytics; Organizational Structure; and Strategic Action Plan. Craft Consulting Group (Craft) has been a key consultant helping to advance NWEDI during Phase 1, including developing the January, 2014 analytical report to frame the topic, which was entitled, "Revitalizing Contra Costa's Northern Waterfront: How to be competitive in the 21st Century Global Economy". Staff proposes that Craft provide services in support of Phase 2 as well. Staff is requesting approval to contract with Craft primarily to prepare the Strategic Action Plan, though the Consultant will also play a role in assisting staff with coordinating the other three elements of Phase 2. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: John Kopchik 925-674-7819 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 57 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:Contract with Craft Consulting Group for the Northern Waterfront Strategic Action Plan August 15, 2017 Contra Costa County Board of Supervisors Minutes 971 BACKGROUND: (CONT'D) Pursuant to the recommended contract, a Strategic Action Plan for revitalization of the Northern Waterfront will be prepared by Craft that incorporates community and stakeholder input, background research and reports, emerging trends and opportunities, regional strengths and assets and policy direction from the County Board of Supervisors. The Strategic Action Plan will include a region-wide economic development strategy and implementation plan to revitalize the Northern Waterfront as a 21st century economic asset and position the local economy for long-term competitiveness. The Draft Strategic Action Plan will include a cluster- based economic development strategy, target industry clusters, goals and objectives, implementation program, responsible parties, estimated cost, potential funding sources, priorities, and timeframe. The Draft Strategic Action Plan for the future of the Northern Waterfront will be available for public review and comments. The Final Strategic Action Plan will be submitted for consideration and approval by the Board of Supervisors. It is also envisioned that the participating city councils may consider approval of the Final Strategic Action Plan. CONSEQUENCE OF NEGATIVE ACTION: Without an approved contract, Craft will not be able to provide the services. Some of the critical elements of the NWEDI phase 2 transitioning may not be able to continue to move forward. August 15, 2017 Contra Costa County Board of Supervisors Minutes 972 RECOMMENDATION(S): APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract amendment effective August 15, 2017 with Mohammed A. Gaffar (dba Sierra Consulting), to extend the term from August 31, 2017 through August 31, 2019 and increase the payment limit by $140,000 to a new payment limit of $290,000, to provide continuing consulting and programming support services. FISCAL IMPACT: The entire cost is recovered from the user departments through DoIT's billing process. BACKGROUND: This contract is used to provide testing, analyzing, and troubleshooting of a number of Client Correspondence HP Exstream conversion issues. In accordance with Administrative Bulletin 605, service contracts exceeding $100,000 require the approval of the Board of Supervisors. CONSEQUENCE OF NEGATIVE ACTION: If the requested action is not approved, the user department will be without the support necessary to keep any CalWIN consortium client correspondence in production. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Joanne Buenger, Deputy CIO 925-313-1202 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 58 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Amend/Extend Contract with Mohammed A. Gaffar (dba Sierra Consulting) for Consulting and Programming Support August 15, 2017 Contra Costa County Board of Supervisors Minutes 973 RECOMMENDATION(S): APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract with Central Medical Laboratory, Inc., in the amount of $999,000 to provide blood withdrawal services for the period September 1, 2017 through August 31, 2019. FISCAL IMPACT: $999,000. Budgeted. Approximately 85% of the costs will be reimbursed by the City police agencies, which use this service. The balance will be partially off-set by fines and assessments collected from individuals found guilty of alcohol/drug related driving offenses. BACKGROUND: Central Medical Laboratory, Inc. (CML), has provided Office of the Sheriff with trained phlebotomists to perform blood draws on the DUI (driving under the influence of drugs and/or alcohol) subjects and for officers exposed to HIV (Human Immunodeficiency Virus). The service of the phlebotomists is used, via CML dispatch, by all the police agencies throughout the county. The blood samples are then forwarded to the Sheriff’s Forensic Services Division for analysis. The Forensic Services Division pays CML for its work on a monthly basis and all agencies who use the phlebotomists are subsequently billed for the services costs and processing fees. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Sandra Brown, 925-335-1553 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 59 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:August 15, 2017 Contra Costa County Subject:Contract with Central Medical Laboratory, Inc. for Blood Withdrawal Services August 15, 2017 Contra Costa County Board of Supervisors Minutes 974 CONSEQUENCE OF NEGATIVE ACTION: Failure to approve this contract with Central Medical Laboratory, Inc., will prevent the Sheriff’s Office from performing blood withdrawal services on DUI suspects and Sheriff’s personnel exposed to blood borne pathogens during the course of their job duties. CHILDREN'S IMPACT STATEMENT: No impact. August 15, 2017 Contra Costa County Board of Supervisors Minutes 975 RECOMMENDATION(S): APPROVE and AUTHORIZE the Health Services Director, or designee, to submit a One Bay Area Grant Cycle 2 (OBAG 2) Application, on behalf of the County, in an amount not to exceed $561,000, to the Metropolitan Transportation Commission (MTC) and ADOPT Resolution No. 2017/306, authorizing the County to submit an application for federal funding under the West Contra Costa Walk and Bike Leaders (WABL) for Clean Air Project for the Safe Routes to School Program (SRTS). FISCAL IMPACT: This grant will provide up to $561,000 of Federal Department of Transportation funding to the County. A $73,000 County match is required, which will come from general funds budgeted in the Health Services Department. BACKGROUND: Funds awarded from the OBAG 2 Program will supplement the funding for the Injury Prevention and Physical Activity Promotion Program. OBAG 2 is a federally funded program which is administered by the MTC. MTC is the transportation planning, financing and coordinating agency for the nine county San Francisco Bay Area. OBAG 2 encompasses several grant programs such as Safe Route to School (SRTS), Transportation for Livable Communities (TLC), Pedestrian, Bicycle and Trail Facilities (PBTF). APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Dan Peddycord, 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 60 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:ADOPT Resolution of local support for Federal OBAG 2 Funding for the Contra Costa County Local Streets and Roads Preservation Project August 15, 2017 Contra Costa County Board of Supervisors Minutes 976 CONSEQUENCE OF NEGATIVE ACTION: If this resolution of local support is not approved for the OBAG 2 application it may jeopardize a potential funding source. ATTACHMENTS Resolution No. 2017/306 August 15, 2017 Contra Costa County Board of Supervisors Minutes 977 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/306 In the Matter Of: Authorizing the filing of an application for funding assigned to MTC and committing any necessary matching funds and stating assurance to complete the project WHEREAS, WHEREAS, The Contra Costa County Health Services Department with the Public Works Department as their fiscal agent (herein referred to as APPLICANT) is submitting an application to the Metropolitan Transportation Commission (MTC) for $561,000 in funding assigned to MTC for programming discretion, which includes federal funding administered by the Federal Highway Administration (FHWA) and federal or state funding administered by the California Transportation Commission (CTC) such as Surface Transportation Block Grant Program (STP) funding, Congestion Mitigation and Air Quality Improvement Program (CMAQ) funding, Transportation Alternatives (TA) set-aside/Active Transportation Program (ATP) funding, and Regional Transportation Improvement Program (RTIP) funding (herein collectively referred to as REGIONAL DISCRETIONARY FUNDING) for the (West Contra Costa Walk and Bike Leaders (WABL)for Clean Air Project (herein referred to as PROJECT) for the (Safe Routes to School Program) (herein referred to as PROGRAM); and WHEREAS, the United States Congress from time to time enacts and amends legislation to provide funding for various transportation needs and programs, (collectively, the FEDERAL TRANSPORTATION ACT) including, but not limited to the Surface Transportation Block Grant Program (STP) (23 U.S.C. § 133), the Congestion Mitigation and Air Quality Improvement Program (CMAQ) (23 U.S.C. § 149) and the Transportation Alternatives (TA) set-aside (23 U.S.C. § 133); and WHEREAS, state statutes, including California Streets and Highways Code §182.6, §182.7, and §2381(a)(1), and California Government Code §14527, provide various funding programs for the programming discretion of the Metropolitan Planning Organization (MPO) and the Regional Transportation Planning Agency (RTPA); and WHEREAS, pursuant to the FEDERAL TRANSPORTATION ACT, and any regulations promulgated thereunder, eligible project sponsors wishing to receive federal or state funds for a regionally-significant project shall submit an application first with the appropriate MPO, or RTPA, as applicable, for review and inclusion in the federal Transportation Improvement Program (TIP); and WHEREAS, MTC is the MPO and RTPA for the nine counties of the San Francisco Bay region; and WHEREAS, MTC has adopted a Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised) that sets out procedures governing the application and use of REGIONAL DISCRETIONARY FUNDING; and WHEREAS, APPLICANT is an eligible sponsor for REGIONAL DISCRETIONARY FUNDING; and WHEREAS, as part of the application for REGIONAL DISCRETIONARY FUNDING, MTC requires a resolution adopted by the responsible implementing agency stating the following: • the commitment of any required matching funds; and • that the sponsor understands that the REGIONAL DISCRETIONARY FUNDING is fixed at the programmed amount, and therefore any cost increase can not be expected to be funded with additional REGIONAL DISCRETIONARY FUNDING; and • that the PROJECT will comply with the procedures, delivery milestones and funding deadlines specified in the Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised); and • the assurance of the sponsor to complete the PROJECT as described in the application, subject to environmental clearance, and if approved, as included in MTC's federal Transportation Improvement Program (TIP); and • that the PROJECT will have adequate staffing resources to deliver and complete the PROJECT within the schedule submitted with the project application; and • that the PROJECT will comply with all project-specific requirements as set forth in the PROGRAM; and August 15, 2017 Contra Costa County Board of Supervisors Minutes 978 • that the PROJECT will comply with all project-specific requirements as set forth in the PROGRAM; and • that APPLICANT has assigned, and will maintain a single point of contact for all FHWA- and CTC-funded transportation projects to coordinate within the agency and with the respective Congestion Management Agency (CMA), MTC, Caltrans, FHWA, and CTC on all communications, inquiries or issues that may arise during the federal programming and delivery process for all FHWA- and CTC-funded transportation and transit projects implemented by APPLICANT; and • in the case of a transit project, the PROJECT will comply with MTC Resolution No. 3866, revised, which sets forth the requirements of MTC’s Transit Coordination Implementation Plan to more efficiently deliver transit projects in the region; and • in the case of a highway project, the PROJECT will comply with MTC Resolution No. 4104, which sets forth MTC’s Traffic Operations System (TOS) Policy to install and activate TOS elements on new major freeway projects; and • in the case of an RTIP project, state law requires PROJECT be included in a local congestion management plan, or be consistent with the capital improvement program adopted pursuant to MTC’s funding agreement with the countywide transportation agency; and WHEREAS, that APPLICANT is authorized to submit an application for REGIONAL DISCRETIONARY FUNDING for the PROJECT; and WHEREAS, there is no legal impediment to APPLICANT making applications for the funds; and WHEREAS, there is no pending or threatened litigation that might in any way adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; and WHEREAS, APPLICANT authorizes its Executive Director, General Manager, Health Services Director, or designee to execute and file an application with MTC for REGIONAL DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution; and WHEREAS, MTC requires that a copy of this resolution be transmitted to the MTC in conjunction with the filing of the application. NOW, THEREFORE, BE IT RESOLVED that the APPLICANT is authorized to execute and file an application for funding for the PROJECT for REGIONAL DISCRETIONARY FUNDING under the FEDERAL TRANSPORTATION ACT for continued funding; and be it further RESOLVED that APPLICANT will provide any required matching funds; and be it further RESOLVED that APPLICANT understands the funding deadlines associated with these funds and will comply with the provisions and requirements of the Regional Project Funding Delivery Policy (MTC Resolution No. 3606, revised) and APPLICANT has, and will retain the expertise, knowledge and resources necessary to deliver federally-funded transportation and transit projects, and has assigned, and will maintain a single point of contact for all FHWA- and CTC-funded transportation projects to coordinate within the agency and with the respective Congestion Management Agency (CMA), MTC, Caltrans, FHWA, and CTC on all communications, inquiries or issues that may arise during the federal programming and delivery process for all FHWA- and CTC-funded transportation and transit projects implemented by APPLICANT; and be it further RESOLVED that PROJECT will be implemented as described in the complete application and in this resolution, subject to environmental clearance, and, if approved, for the amount approved by MTC and programmed in the federal TIP; and be it further RESOLVED that APPLICANT has reviewed the PROJECT and has adequate staffing resources to deliver and complete the PROJECT within the schedule submitted with the project application; and be it further RESOLVED that PROJECT will comply with the requirements as set forth in MTC programming guidelines and project selection procedures for the PROGRAM; and be it further RESOLVED that, in the case of a transit project, APPLICANT agrees to comply with the requirements of MTC’s Transit Coordination Implementation Plan as set forth in MTC Resolution No. 3866, revised; and be it further RESOLVED that, in the case of a highway project, APPLICANT agrees to comply with the requirements of MTC’s Traffic Operations System (TOS) Policy as set forth in MTC Resolution No. 4104; and be it further RESOLVED that, in the case of an RTIP project, PROJECT is included in a local congestion management plan, or is consistent with the capital improvement program adopted pursuant to MTC’s funding agreement with the countywide transportation agency; and be it further RESOLVED that APPLICANT is an eligible sponsor of REGIONAL DISCRETIONARY FUNDING funded projects; and be it further RESOLVED that APPLICANT is authorized to submit an application for REGIONAL DISCRETIONARY FUNDING for the PROJECT; and be it further RESOLVED that there is no legal impediment to APPLICANT making applications for the funds; and be it further RESOLVED that there is no pending or threatened litigation that might in any way adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; and be it further RESOLVED that APPLICANT authorizes its Executive Director, General Manager, City Manager, or designee to execute and file an application with MTC for REGIONAL DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution; and be it further RESOLVED that a copy of this resolution will be transmitted to the MTC in conjunction with the filing of the application; and be it further RESOLVED that the MTC is requested to support the application for the PROJECT described in the resolution, and if approved, to include the PROJECT in MTC's federal TIP upon submittal by the project sponsor for TIP programming. August 15, 2017 Contra Costa County Board of Supervisors Minutes 979 Contact: Dan Peddycord, 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm August 15, 2017 Contra Costa County Board of Supervisors Minutes 980 RECOMMENDATION(S): 1. ACCEPT the response to Civil Grand Jury Report No. 1703, entitled "Mental Health Services for At-Risk Children in Contra Costa County"; and 2. DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action; and 3. Refer to the Family and Human Services Committee follow up on any pending actions stated in the response or as directed by the Board of Supervisors, as recommended by the Family and Human Services Committee. FISCAL IMPACT: No fiscal impact. BACKGROUND: On May 11, 2017, the 2016/17 Civil Grand Jury filed the above referenced report. On June 13, 2017, the Board of Supervisors accepted the report and directed the County Administrator to review the report and provide the Board of Supervisors with an appropriate response. The report was due to the Superior Court no later than August 9, 2017 (90 days). On July 31, the Family and Human Services Committee received a draft response from the Behavioral Health Division of the Health Services Department. The Committee provided guidance and direction on specific response revisions that were necessary. The attached report includes the recommended revisions and data. The Committee also asked the Behavioral Health Division to provide data on the demographics of the children receiving mental health APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Enid Mendoza, (925) 335-1039 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 61 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Response to Civil Grand Jury Report No. 1703: Mental Health Services for At-Risk Children in Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 981 services. Those data tables are attached for the Board of Supervisors' information. The attached response clearly specifies: August 15, 2017 Contra Costa County Board of Supervisors Minutes 982 BACKGROUND: (CONT'D) Whether a finding or recommendation is accepted or will be implemented; If a recommendation is accepted, a statement with a timeframe for implementation; A delineation of the constraints if a recommendation is accepted but cannot be implemented within a six-month period; and The reason for not accepting or adopting a finding or recommendation. CONSEQUENCE OF NEGATIVE ACTION: In order to comply with statutory requirements, the Board of Supervisors was to provide a response to the Superior Court no later than August 9, 2017. The Board must take action to provide a response to the Superior Court. ATTACHMENTS Response to Civil Grand Jury Report No. 1703 Mental Health Clinics' Children Demographics - Open for Services & All Cases Mental Health Clinics' Children Demographics - Open for Services Only Grand Jury Report No. 1703 August 15, 2017 Contra Costa County Board of Supervisors Minutes 983 CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1703 "Mental Health Services for At-Risk Children in Contra Costa County” BOARD OF SUPERVISORS’ RESPONSE FINDINGS – California Penal Code Section 933.05(a) requires a response to the designated findings of the Grand Jury. F1. The County provides timely and consistent mental health services to detained youth in Juvenile Hall, CSEC victims, and children in domestic violence and sexual abuse situations. Response: The respondent agrees with the finding. The County’s Probation and Health Services departments work collaboratively to provide a high level of Mental Health services to the youth in the Juvenile Justice system including Juvenile Hall and the Orin Allen Youth Facility. F2. Under the terms of the Katie A. requirements, upper and middle management levels of CFS and BHS have started to coordinate their efforts. Response: The respondent disagrees wholly with the finding. Since about 1996, the Behavioral Health Division and Child and Family Services Bureau have collaborated on children’s mental health services in a comprehensive way. Katie A. and the implementation of Continuum of Care Reform have contributed to a more coordinated relationship since Health Services and Employment and Human Services department staff meet on a weekly basis and often meet more than once a week. F3. Many at-risk children are not receiving mental health treatment for several weeks to several months after the County assesses their mental-health needs. Response: The respondent disagrees partially with the finding. Children presenting at the Regional Clinics are seen on average within eleven to sixteen days for their first appointment with a Mental Health Clinical Specialist that provides comprehensive assessment and treatment. The County recognizes challenges with the availability of child psychiatrists and delays may occur with the medical treatment and medication support of the child. F4. Children’s Mental Health Services estimates that the County needs an additional six psychiatrists for its three clinics. August 15, 2017 Contra Costa County Board of Supervisors Minutes 984 Response: The respondent disagrees partially with the finding. The County recognizes a need for additional psychiatrists to eliminate long waits for Psychiatry and to adequately staff our clinics. While the County is working to fill vacant psychiatrist positions, psychiatrist contractors are working at the clinics to support psychiatry services. The County will be looking at psychiatrist staffing to determine the number of additional psychiatrists needed for its three clinics. F5. County salaries for psychiatrists are not competitive with private practice. Response: The respondent agrees with the finding. In general, private sector practices offer more competitive salaries than public agencies. F6. The shortage of psychiatrists causes delays in the diagnosis and treatment of medium to severely mentally ill children. Response: The respondent disagrees partially with the finding. Shortage of psychiatrists may delay the medical treatment and medication support of the child. However, children are assessed and diagnosed to be seen for outpatient therapy by a Mental Health Clinical Specialist within eleven to sixteen days on average. F7. West County clinic, which has the most medium to severe patients, also has the highest patient to therapist ratio. Response: The respondent disagrees wholly with the finding. The number of children and ratios cited in table 1 of this grand jury report are inaccurate. The numbers stated by the grand jury are the total number of clients that are provided Utilization Review Services by that County Clinic in each region. The actual number of open children cases (County staff serviced) are 430 in Antioch, 435 in Concord, and 305 in West County for a total of 1,095. Table A below provides more accurate figures of patient to therapist ratios, which shows caseloads are balanced across the clinics. TABLE A: Antioch Concord West County Total Children 430 435 305 1095 Therapists* 15 16 12 43 Ratio 28.6:1 27.2:1 25.4:1 25.5:1 *Therapists include both psychiatrists and mental health clinical specialists. F8. The 85 County Clinical Staff, who treat medium to severely mentally ill children, are not equitably distributed among the three clinics based on workload. Response: The respondent disagrees wholly with the finding. Assignment of therapists across the County’s regions is balanced as demonstrated in Table A of response F7. In addition to the therapist staff assigned to the clinics as stated in Table A of response F7, each clinic has an equitable distribution of Family Partners, Family Support Workers, etc. that also work as a team August 15, 2017 Contra Costa County Board of Supervisors Minutes 985 to provide therapeutic intervention and stability to the families. In total, the County staffs approximately 95 clinical treatment staff, which includes psychiatrists, Mental Health Clinical Specialists, Mental Health Community Support Workers, and Mental Health Specialist IIs. F9. Twenty percent of the CBOs and 68% of the individual private therapists are not available for appointments. Response: The respondent disagrees wholly with the finding. Only CBOs and Network Providers that are available for appointments are referred. In order for individual private therapists and CBO’s to maintain availability for referrals, they must have appointments available within ten (10) days. The Access Unit is staffed by licensed clinicians who screen callers to determine clinical acuity in order to make a referral. The Access Unit uses an acuity screening tool to determine a patient’s functional impairment. The screening tool also indicates level of care options for referrals. Patients with mild-moderate impairments are either referred back to their primary care providers referred to a mental health clinician who works at a primary care health center, or to the contracted network of providers. Those who have mild-moderate functional impairments with private insurance such as Kaiser or Blue Cross are referred back to their managed care health plans. Patients who have moderate-severe impairments are referred to Community Based Organizations or the County Regional Mental Health Clinics. F10. BHS liaisons are not provided with current information about the availability of CBOs and private therapists for appointments. Response: The respondent disagrees wholly with the finding. Liaisons operate with the most recent information available, as provided by surveys to private therapists and the expectation that CBOs notify liaisons of any availability changes. Behavioral Health liaisons follow the same protocol as Mental Health Access by providing three potential clinician referrals to each beneficiary. The County is not aware of issues with CBO’s and private therapist’s lack of availability and this is a process that is reviewed annually by the state. RECOMMENDATIONS - California Penal Code Section 933.05(b) requires a response to the designated recommendations of the Grand Jury. R1. The Board of Supervisors should consider identifying funds to add six psychiatrists at the three regional mental health clinics. Response: The recommendation requires further analysis. There are currently three funded psychiatrist positions that are vacant and the County is working to fill. Once those positions are filled, the County will continue assessing staffing needs and determine the number of additional positions needed. Furthermore, the County is currently in negotiations with Physicians’ and Dentists’ Organization of Contra Costa, which includes a review of benefits and wages for all represented classifications, including psychiatrists. Once an agreement is reached, more accurate salary and benefits figures will be available to identify the amount of funding needed for any additional positions. August 15, 2017 Contra Costa County Board of Supervisors Minutes 986 R2. The Board of Supervisors should consider directing Human Resources to review the compensation packages for County psychiatrists to ensure their compensation packages are competitive compared to the private market. Response: The recommendation will not be implemented because it is not reasonable. The County is currently in negotiations with Physicians’ and Dentists’ Organization of Contra Costa; therefore, a review of benefits and wages for all represented classifications, including psychiatrists, is underway. The County cannot compete with the private market; therefore, comparing County compensation packages with other counties establishes more reasonable benchmarks. The issue of the County’s psychiatrist compensation packages is being addressed and will be known after negotiations are complete. R3. The Board of Supervisors should consider directing BHS to redeploy therapists with a view to a more equitable ratio of children per therapist among the County’s three mental health clinics. Response: The recommendation has been implemented. Clinical staff are fairly and evenly distributed across the regional clinics with equitable ratios of children per therapist. Table A, included in the response to F7 shows the equitable distribution of psychiatrists across the County clinics. Our goal is to continue to deploy therapists with consideration to equity and the number of consumers presenting at the clinics for services. R4. The Board of Supervisors should consider identifying funds to enable BHS to review and improve systems related to the real time availability of CBOs and individual private therapists for mental health service appointments. Response: The recommendation will not be implemented because it is not reasonable. The County is not aware of the existence of a real time tool to support the recommended effort. However, the County has processes in place to maintain current information on the availability of CBOs and individual private therapists. The Access Line regularly conducts test calls to CBOs and private therapists to ensure appointments are available. No referral is made to a CBO or private therapist unless they have an appointment available in the next ten (10) days. R5. The Board of Supervisors should consider directing BHS to monitor and report on the wait times for mental health treatment for at-risk children. Response: The recommendation has been implemented. The Behavioral Health Division is required by regulation to monitor and report on the timeliness of mental health treatment for at- risk youth. During the last annual review, which was conducted in February of this year, the following data was presented to the External Quality Review Organization (State audit team): August 15, 2017 Contra Costa County Board of Supervisors Minutes 987 Timeline from initial request to clinical assessment appointment: County Wide West Region Central Region East Region Average length of time from first request for service to first clinical assessment 14.1 days 11.6 days 11.5 days 16.5 days MHP standard or goal 15 days 15 days 15 days 15 days Percent of appointments that meet this standard 63.8% 80.6% 81.0% 46.9% Range 1-48 days 1-47 days 1-43 days 5-48 days Timeline from initial request to first psychiatry appointment: County Wide West Region Central Region East Region Average length of time from first request for service to first psychiatry appointment 12.0 days 11.2 days 3.1 days 20.5 days MHP standard or goal 30 days 30 days 30 days 30 days Percent of appointments that meet this standard 100% 100% 100% 100% Range 1-30 days 1–26 days 1-9 days 12–30 days August 15, 2017 Contra Costa County Board of Supervisors Minutes 988 Region # of Clients % of Total Region # of MC children % of Total Central 358 32.9%Central 25,284 22.8% East 418 38.4%East 49,741 44.8% West 312 28.7%West 36,024 32.4% Grand Total 1,088 100.0%Grand Total 111,049 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children August 15, 2017 Contra Costa County Board of Supervisors Minutes 989 Region # of Clients % of Region Total Region Age Group % of Region Total 1 0.3%Age Group #1: 0-5 28.2% 127 35.5%Age Group #2: 6-12 33.1% 179 50.0%Age Group #3: 13-17 21.8% 51 14.2%Age Group #4: 18-21 17.0% 358 100.0%Total for Central 100.0% 136 32.5%Age Group #1: 0-5 28.4% 228 54.5%Age Group #2: 6-12 33.6% 54 12.9%Age Group #3: 13-17 21.7% 418 100.0%Age Group #4: 18-21 16.3% 1 0.3%Total for East 100.0% 112 35.9%Age Group #1: 0-5 29.8% 158 50.6%Age Group #2: 6-12 33.7% 41 13.1%Age Group #3: 13-17 20.8% 312 100.0%Age Group #4: 18-21 15.7% 1,088 N/A Total for West 100.0% Grand Total 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children Age Group # of MC children Central Age Group #1: 0-5 Central 7,124 Age Group #2: 6-12 8,361 Age Group #3: 13-17 5,511 Age Group #4: 18-21 4,288 Total for Central 7,124 East Age Group #2: 6-12 East 14,110 Age Group #3: 13-17 16,727 Age Group #4: 18-21 10,812 Total for East 8,092 West Age Group #1: 0-5 14,110 Age Group #2: 6-12 West 10,731 Grand Total 10,731 111,049 Age Group #3: 13-17 12,125 Age Group #4: 18-21 7,502 Total for West 5,666 August 15, 2017 Contra Costa County Board of Supervisors Minutes 990 Region # of Clients Region Ethnicity % of Region Total 47 African American 4.1% 13 Asian/Pacific Islander 14.9% 164 Caucasian 23.1% 120 Hispanic 35.7% 3 Native American 0.3% 10 Other Non White 18.8% 1 Unknown 3.0% 358 Total for Central 100.0% 113 African American 18.1% 10 Asian/Pacific Islander 10.1% 119 Caucasian 14.2% 139 Hispanic 41.4% 4 Native American 0.2% 7 Other Non White 12.8% 26 Unknown 3.0% 418 Total for East 100.0% 93 African American 16.9% 12 Asian/Pacific Islander 14.0% 60 Caucasian 5.3% 127 Hispanic 48.5% 4 Native American 0.1% 1 Other Non White 12.3% 15 Unknown 2.9% 312 Total for West 100.0% 1,088 Grand Total N/A MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children Ethnicity % of Region Total # of MC children Central African-American 13.1%Central 1,040 Asian/Pacific Islander 3.6%3,771 Caucasian 45.8%5,840 Hispanic 33.5%9,029 Native American 0.8%69 Other Non White 2.8%4,764 Unknown 0.3%771 Total for Central 100.0%1,040 East African-American 27.0%East 9,024 Asian/Pacific Islander 2.4%5,030 Caucasian 28.5%7,069 Hispanic 33.3%20,617 Native American 1.0%116 Other Non White 1.7%6,382 Unknown 6.2%1,503 Total for East 100.0%9,024 West African-American 29.8%West 6,099 Asian/Pacific Islander 3.8%5,035 Caucasian 19.2%1,925 Hispanic 40.7%17,456 Native American 1.3%50 Other Non White 0.3%4,414 Unknown 4.8%1,045 Total for West 100.0%6,099 Grand Total N/A 111,049 August 15, 2017 Contra Costa County Board of Supervisors Minutes 991 Region # of Svcs in FY16-17 % of Svcs Total Cost % of Cost Central 13,266 39.6%$3,154,828 35.7% East 11,955 35.7%$3,300,070 37.3% West 8,264 24.7%$2,389,185 27.0% Grand Total 33,485 100.0%$8,844,083 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide August 15, 2017 Contra Costa County Board of Supervisors Minutes 992 Region # of Clients % of Total Region # of MC children % Central 763 25.0%Central 25,284 22.8% East 983 32.2%East 49,741 44.8% West 1,305 42.8%West 36,024 32.4% Grand Total 3,051 100.0%Grand Total 111,049 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics - all cases CCC Medi-Cal Eligible Children August 15, 2017 Contra Costa County Board of Supervisors Minutes 993 Region # of Clients % of Region Total Region Age Group % of Region Total 51 6.7%Age Group #1: 0-5 28.2% 288 37.7%Age Group #2: 6-12 33.1% 321 42.1%Age Group #3: 13-17 21.8% 103 13.5%Age Group #4: 18-21 17.0% 763 100.0%Total for Central 100.0% 70 7.1%Age Group #1: 0-5 28.4% 409 41.6%Age Group #2: 6-12 33.6% 417 42.4%Age Group #3: 13-17 21.7% 87 8.9%Age Group #4: 18-21 16.3% 983 100.0%Total for East 100.0% 151 11.6%Age Group #1: 0-5 29.8% 598 45.8%Age Group #2: 6-12 33.7% 438 33.6%Age Group #3: 13-17 20.8% 118 9.0%Age Group #4: 18-21 15.7% 1,305 100.0%Total for West 100.0% 3,051 N/A Grand Total 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics - all cases CCC Medi-Cal Eligible Children Age Group # of MC children Central Age Group #1: 0-5 Central 7,124 Age Group #2: 6-12 8,361 Age Group #3: 13-17 5,511 Age Group #4: 18-21 4,288 Total for Central 7,124 East Age Group #1: 0-5 East 14,110 Age Group #2: 6-12 16,727 Age Group #3: 13-17 10,812 Age Group #4: 18-21 8,092 Total for East 14,110 Grand Total 111,049 West Age Group #1: 0-5 West 10,731 Age Group #2: 6-12 12,125 Age Group #3: 13-17 7,502 Age Group #4: 18-21 5,666 Total for West 10,731 August 15, 2017 Contra Costa County Board of Supervisors Minutes 994 Region # of Clients Region Ethnicity % of Region Total 105 African American 4.1% 20 Asian/Pacific Islander 14.9% 304 Caucasian 23.1% 302 Hispanic 35.7% 8 Native American 0.3% 18 Other Non White 18.8% 6 Unknown 3.0% 763 Total for Central 100.0% 240 African American 18.1% 27 Asian/Pacific Islander 10.1% 268 Caucasian 14.2% 391 Hispanic 41.4% 8 Native American 0.2% 10 Other Non White 12.8% 39 Unknown 3.0% 983 Total for East 100.0% 372 African American 16.9% 35 Asian/Pacific Islander 14.0% 169 Caucasian 5.3% 666 Hispanic 48.5% 10 Native American 0.1% 22 Other Non White 12.3% 31 Unknown 2.9% 1,305 Total for West 100.0% 3,051 Grand Total N/A MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics - all cases CCC Medi-Cal Eligible Children Ethnicity % of Region Total # of MC children Central African-American 13.8%Central 1,040 Asian/Pacific Islander 2.6%3,771 Caucasian 39.8%5,840 Hispanic 39.6%9,029 Native American 1.0%69 Other Non White 2.4%4,764 Unknown 0.8%771 Total for Central 100.0%1,040 East African-American 24.4%East 9,024 Asian/Pacific Islander 2.7%5,030 Caucasian 27.3%7,069 Hispanic 39.8%20,617 Native American 0.8%116 Other Non White 1.0%6,382 Unknown 4.0%1,503 Total for East 100.0%9,024 West African-American 28.5%West 6,099 Asian/Pacific Islander 2.7%5,035 Caucasian 13.0%1,925 Hispanic 51.0%17,456 Native American 0.8%50 Other Non White 1.7%4,414 Unknown 2.4%1,045 Total for West 100.0%6,099 Grand Total N/A 111,049 August 15, 2017 Contra Costa County Board of Supervisors Minutes 995 Region # of Clients % of Total Region # of MC children % of Total Central 358 32.9%Central 25,284 22.8% East 418 38.4%East 49,741 44.8% West 312 28.7%West 36,024 32.4% Grand Total 1,088 100.0%Grand Total 111,049 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children August 15, 2017 Contra Costa County Board of Supervisors Minutes 996 Region # of Clients % of Region Total Region Age Group % of Region Total 1 0.3%Age Group #1: 0-5 28.2% 127 35.5%Age Group #2: 6-12 33.1% 179 50.0%Age Group #3: 13-17 21.8% 51 14.2%Age Group #4: 18-21 17.0% 358 100.0%Total for Central 100.0% 136 32.5%Age Group #1: 0-5 28.4% 228 54.5%Age Group #2: 6-12 33.6% 54 12.9%Age Group #3: 13-17 21.7% 418 100.0%Age Group #4: 18-21 16.3% 1 0.3%Total for East 100.0% 112 35.9%Age Group #1: 0-5 29.8% 158 50.6%Age Group #2: 6-12 33.7% 41 13.1%Age Group #3: 13-17 20.8% 312 100.0%Age Group #4: 18-21 15.7% 1,088 N/A Total for West 100.0% Grand Total 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children Age Group # of MC children Central Age Group #1: 0-5 Central 7,124 Age Group #2: 6-12 8,361 Age Group #3: 13-17 5,511 Age Group #4: 18-21 4,288 Total for Central 7,124 East Age Group #2: 6-12 East 14,110 Age Group #3: 13-17 16,727 Age Group #4: 18-21 10,812 Total for East 8,092 West Age Group #1: 0-5 14,110 Age Group #2: 6-12 West 10,731 Grand Total 10,731 111,049 Age Group #3: 13-17 12,125 Age Group #4: 18-21 7,502 Total for West 5,666 August 15, 2017 Contra Costa County Board of Supervisors Minutes 997 Region # of Clients Region Ethnicity % of Region Total 47 African American 4.1% 13 Asian/Pacific Islander 14.9% 164 Caucasian 23.1% 120 Hispanic 35.7% 3 Native American 0.3% 10 Other Non White 18.8% 1 Unknown 3.0% 358 Total for Central 100.0% 113 African American 18.1% 10 Asian/Pacific Islander 10.1% 119 Caucasian 14.2% 139 Hispanic 41.4% 4 Native American 0.2% 7 Other Non White 12.8% 26 Unknown 3.0% 418 Total for East 100.0% 93 African American 16.9% 12 Asian/Pacific Islander 14.0% 60 Caucasian 5.3% 127 Hispanic 48.5% 4 Native American 0.1% 1 Other Non White 12.3% 15 Unknown 2.9% 312 Total for West 100.0% 1,088 Grand Total N/A MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide Children, open at MH Clinics for svcs CCC Medi-Cal Eligible Children Ethnicity % of Region Total # of MC children Central African-American 13.1%Central 1,040 Asian/Pacific Islander 3.6%3,771 Caucasian 45.8%5,840 Hispanic 33.5%9,029 Native American 0.8%69 Other Non White 2.8%4,764 Unknown 0.3%771 Total for Central 100.0%1,040 East African-American 27.0%East 9,024 Asian/Pacific Islander 2.4%5,030 Caucasian 28.5%7,069 Hispanic 33.3%20,617 Native American 1.0%116 Other Non White 1.7%6,382 Unknown 6.2%1,503 Total for East 100.0%9,024 West African-American 29.8%West 6,099 Asian/Pacific Islander 3.8%5,035 Caucasian 19.2%1,925 Hispanic 40.7%17,456 Native American 1.3%50 Other Non White 0.3%4,414 Unknown 4.8%1,045 Total for West 100.0%6,099 Grand Total N/A 111,049 August 15, 2017 Contra Costa County Board of Supervisors Minutes 998 Region # of Svcs in FY16-17 % of Svcs Total Cost % of Cost Central 13,266 39.6%$3,154,828 35.7% East 11,955 35.7%$3,300,070 37.3% West 8,264 24.7%$2,389,185 27.0% Grand Total 33,485 100.0%$8,844,083 100.0% MH Children's Outpatient Clinics - Demographics by Age and Ethnicity Served vs Medi-Cal eligiblle population in FY 2016-2017 Basic demographic indicators for the Medi-Cal eligible population, served by the CCHSD MH vs county wide August 15, 2017 Contra Costa County Board of Supervisors Minutes 999 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1000 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 1 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Contact: Jim Mellander Foreperson 925-608-2621 Contra Costa County Grand Jury Report 1703 Mental Health Services for At-Risk Children in Contra Costa County TO: County Board of Supervisors, Behavioral Health Services SUMMARY The Grand Jury conducted a detailed investigation concerning the County’s delivery of mental health services to at-risk children (“At-Risk Children”), which is defined as foster children or those in danger of becoming foster children, Commercial Sexually Exploited Children victims (CSEC), youth detained in Juvenile Hall, and children in domestic violence or sexual abuse situations. Over the course of a seven-month investigation, the Grand Jury found that at-risk children are not receiving timely access to mental health treatment. Several factors were preventing timely access, all of which are within the control of Behavioral Health Services and its subdivision Children’s Mental Health Services. The Board of Supervisors should consider identifying funds to provide timely treatment for children. METHODOLOGY The Grand Jury researched the statutes, agreements and regulations on mental health services for children that pertain to the County. It also researched official reports from State and County agencies, and conducted numerous interviews with County personnel who are involved in the delivery of mental health services. BACKGROUND This Grand Jury conducted a detailed investigation of mental health services for at-risk children in Contra Costa County. For purposes of this investigation, the Grand Jury defined at-risk children as: • Foster children or those in danger of becoming foster children • Commercial Sexual Exploitation of Children (CSEC) victims • Youth detained in Juvenile Hall • Children who have experienced domestic violence and sexual abuse. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1001 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 2 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury The Mental Health Commission White Paper The Mental Health Commission (MHC), an advisory body appointed by the Board of Supervisors to serve as the watchdog group in the County for mental health services, issued a white paper in April 2016 “to encourage discussion around the current crisis in the county public mental health care system and deficits in the county mental health budget process that contribute to this crisis.” While the white paper was issued by MHC, Behavioral Health Services (BHS) assisted MHC with the data and the contents of the paper. The paper describes key points that are pertinent to at-risk children: “The wake-up call of the crisis at Psychiatric Emergency Services (PES) that points to an impacted system that is unable to provide the right treatment at the right moment in time and is therefore struggling to truly meet the needs of people with a serious mental illness,” “The compromised ability of Child/Adolescent Clinics to meet the needs of patients due to understaffing as evidenced by three to four months wait times and a migration of patients to PES for intervention that is not meant to be a stand-in for treatment,” “The underlying theme of inadequate staffing levels due to the inability of treatment facilities to attract and keep high quality psychiatrists and nurses because of uncompetitive compensation and such practices as closing of lists,” “The underlying theme of dedicated, quality staff struggling to offer excellent care but undercut by budgets that are generated by a formulaic, top down process rather than a process that builds up a budget from program needs.” The Katie A. Requirements In delivering mental health services, the County must comply with the terms of the Katie A. requirements. Katie A. was the lead plaintiff in a multiple-plaintiff lawsuit filed against Los Angeles County and the State of California in 2002. The lawsuit alleged that significant gaps existed in mental health services provided to children in the foster care system. By the age of 14, Katie A. had been shuffled through 37 foster homes and had endured 19 confinements in psychiatric hospitals. Los Angeles County settled with the plaintiffs in 2003. The State of California agreed to the following Katie A. child definition and mental health service requirements in 2011: Children who are in or at risk of entering foster care will be identified as the “Katie A. subclass.” A child will be part of the subclass if wraparound or specialized services are being considered for the child, or the child has been hospitalized three times in the past 24 months for behavioral reasons or is currently hospitalized for a behavioral issue. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1002 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 3 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Pursuant to this agreement, California counties must adhere to a protocol, called a “core practice model,” for screening and treating foster children. In accordance with this protocol, children may be eligible for the following services: • Intensive Care Coordination (ICC) • Intensive Home-Based Services (IHBS) • Therapeutic Foster Care in specially-trained foster homes. The County hired several coordinators and appointed a Katie A. specialist manager to handle the new protocol. DISCUSSION The Grand Jury used the new Katie A. requirements and the MHC white paper as starting points to investigate Contra Costa County’s delivery of mental health services to at-risk children. Youth confined in Juvenile Hall receive a consistent and well-regulated package of children’s mental health services from the County since these children are in a controlled confinement. Of the 110 youth currently at the Hall (some of whom are CSEC victims), 30% have been identified as having mental health problems. BHS has assigned three County clinicians and a program manager to work exclusively at the Hall to provide treatment, which involves medication and therapy. All three therapists are grant-funded, and the grants require regular data reports on the outcome of the treatments. CSEC victims and children in domestic violence and sexual abuse situations are sometimes discovered by police responding to a complaint. The police refer the children to the Victim Advocates in the District Attorney’s Office. After securing the child in a safe environment, the advocate arranges for the child to receive therapy so that the child can better assist in the legal prosecution of their abusers. BHS is not usually involved in this process. Rather, the Victim Advocate arranges for the victim to receive treatment from a private therapist or psychiatrist. This treatment is funded by the State Victim Compensation Fund and continues for the months or years that the victim needs to recover. Despite receiving mental-health treatment, some CSEC victims are reluctant to testify against their pimp abusers. An estimated 85-90% of foster children need some form of mental health services. Given this statistic, it is not surprising that a significant component of the estimated 7,000-plus children in the County who are serviced for mental health annually are foster children, estimated at over 1,700, or those who are in danger of becoming foster children. Only 300 of these children currently belong to the “Katie A. subclass.” The County’s compliance in the Katie A. requirements is a work in progress. Satisfactory August 15, 2017 Contra Costa County Board of Supervisors Minutes 1003 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 4 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury compliance depends upon skilled coordination between the social workers in Children and Family Services (CFS) and the clinicians at BHS. Children who may need mental health services are generally assessed and evaluated within 7-10 days. However, children wait much longer, weeks or months, to receive treatment. After assessment and evaluation, the social workers at CFS arrange for treatment for the child client through the BHS liaisons. The liaisons provide the social workers and child guardians with three referrals of available psychiatrists or therapists from their database. The social workers or guardians call these mental health professionals to schedule treatment. Oftentimes, the social workers or guardians find that the three referrals they have been given by the BHS liaisons are not available. Then they must go back to the liaisons to arrange for another set of three referrals. This is the cause of many delays. The CFS social workers state that the child has an average waiting time for treatment of three months and the BHS liaisons state that the average is only 4 to 6 weeks. These two sets of County workers are working from different perspectives and from different calendar counts. The BHS liaisons also state that they do not have an updated list of unavailable psychiatrists or therapists. After the screening and evaluation phase, each of the 7,000-plus children are classified into two groups: 1. Medium to severe 2. Mild to medium The mild to medium cases are scheduled for appointments with psychiatrists and therapists in non-profit community-based organizations (CBOs) and private therapists contracted by BHS. The medium to severe cases are scheduled for appointments with the psychiatrists and therapists in the County’s three regional mental health clinics. There are several factors that prevent children from accessing mental health services in a timely manner. These factors differ depending on whether the child is classified as medium to severe, or mild to medium. Medium to Severe Cases The three mental health clinics are understaffed in terms of psychiatrists, the doctors who diagnose the children and prescribe medication for them when appropriate. Children’s Mental Health Services estimates it needs to hire six more psychiatrists to handle the workload and resolve the inequitable distribution among the regional clinics. The County pays $30-50,000 less than what psychiatrists can earn in private practice. Table 1 shows the distribution of the medium to severe cases assigned to the three clinics and the corresponding distribution of psychiatrists in those three clinics. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1004 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 5 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury TABLE 1 Antioch Concord West County TOTAL Children 630 740 800 2170 Psychiatrists* 2.2 3.5 1.3 7 Ratio 286.4 211.4 615.4 310 Note: * Full time equivalent As shown on Table 2, the distribution of 85 County therapists across the three clinics is inequitable relative to the distribution of medium to severe mental cases. TABLE 2 Antioch Concord West County TOTAL Children 630 740 800 2170 Therapists 22 47 16 85 Ratio 28.6 15.7 50 25.5 The normal management response to such uneven distribution is to reallocate some therapists from Concord, to Antioch and to West County. The Grand Jury found no evidence that any such plan is being considered. Mild to Medium Cases BHS contracts with 34 non-profit Community Based Organizations (CBOs) to treat the estimated 5,000 children considered mild to medium cases. Twenty percent of these 34 CBOs were at capacity as of February 2017, meaning that seven of the CBOs had no appointment availability. The BHS liaisons, who provide the appointment referrals for the guardians/patients, do not have current data on the clinicians’ availability. Thus, social workers or guardians call to CBOs that have no availability, causing delays in the children’s treatment. In addition to providing mental health treatment through CBOs, BHS can assign the 5,000 children who are diagnosed as mild to medium cases to the over 200 individual private therapists that it contracts with. Like CBOs, these private therapists have limited availability. Table 3 shows the availability of those private therapists in February 2017 and their distribution in the three regions. TABLE 3 East County Central West County TOTAL Private Therapist 60 100 47 207 Available 13 33 21 67 Not available 47 (78%) 67 (67%) 26 (55%) 140 (68%) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1005 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 6 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Overall, 68% of the private therapists were not available for appointments. Thus, children must wait longer for mental health services. While no-shows for appointments also contribute to longer wait times, this factor is not under the control of BHS. The tables show what is within the control of BHS and its subdivision that manages treatment delays for at-risk children. FINDINGS F1. The County provides timely and consistent mental health services to detained youth in Juvenile Hall, CSEC victims, and children in domestic violence and sexual abuse situations. F2. Under the terms of the Katie A. requirements, upper and middle management levels of CFS and BHS have started to coordinate their efforts. F3. Many at-risk children are not receiving mental health treatment for several weeks to several months after the County assesses their mental-health needs. F4. Children’s Mental Health Services estimates that the County needs an additional six psychiatrists for its three clinics. F5. County salaries for psychiatrists are not competitive with private practice. F6. The shortage of psychiatrists causes delays in the diagnosis and treatment of medium to severe mentally ill children. F7. West County clinic, which has the most medium to severe patients, also has the highest patient to therapist ratio. F8. The 85 County therapists, who treat medium to severely mentally ill children, are not equitably distributed among the three clinics based on workload. F9. Twenty percent of the CBOs and 68% of the individual private therapists are not available for appointments. F10. BHS liaisons are not provided with current information about the availability of CBOs and private therapists for appointments. RECOMMENDATIONS R1. The Board of Supervisors should consider identifying funds to add six psychiatrists at the three regional mental health clinics. R2. The Board of Supervisors should consider directing Human Resources to review the compensation packages for County psychiatrists to ensure their compensation packages are competitive compared with the private market. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1006 Contra Costa County 2016-2017 Grand Jury Report 1703 Page 7 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury R3. The Board of Supervisors should consider directing BHS to redeploy therapists with a view to a more equitable ratio of children per therapist among the County’s three mental health clinics. R4. The Board of Supervisors should consider identifying funds to enable BHS to review and improve systems related to the real time availability of CBOs and individual private therapists for mental health service appointments. R5. The Board of Supervisors should consider directing BHS to monitor and report on the wait times for mental health treatment for at-risk children. REQUIRED RESPONSES Findings Recommendations Contra Costa County Board of Supervisors F1 to F10 R1 to R5 These responses must be provided in the format and by the date set forth in the cover letter that accompanies this report. An electronic copy of these responses in the form of a Word document should be sent by e-mail to ctadmin@contracosta.courts.ca.gov and a hard (paper) copy should be sent to: Civil Grand Jury – Foreperson 725 Court Street P.O. Box 431 Martinez, CA 94553-0091 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1007 RECOMMENDATION(S): APPROVE the response to Civil Grand Jury Report No. 1712 "More Shelter Beds Needed for the Homeless in Contra Costa County" and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 13, 2017. FISCAL IMPACT: No fiscal impact. BACKGROUND: On June 15, 2017, the 2016/17 Civil Grand Jury filed the above referenced report. On July 18, 2017, the Board received the report and directed the County Administrator to provide the Board of Supervisors with an appropriate response in time for that response to be forwarded to the Superior Court no later than September 13, 2017 (90 days). The attached response clearly specifies: Whether a finding or recommendation is accepted or will be implemented; If a recommendation is accepted, a statement with a timeframe for implementation; A delineation of the contraints if a recommendation is accepted but cannot be implemented within a six-month period; and The reason for not accepting or adopting a finding or recommendation. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Enid Mendoza, (925) 335-1039 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 62 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Response to Civil Grand Jury Report No. 1712: More Shelter Beds Needed for the Homeless in Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 1008 CONSEQUENCE OF NEGATIVE ACTION: In order to comply with statutory requirements, the Board of Supervisors must provide a response to the Superior Court no later than September 13, 2017. The Board must take timely action in order to comply with the statutory deadline. ATTACHMENTS Response to Civil Grand Jury Report No. 1712 Civil Grand Jury Report No. 1712 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1009 CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1712 "More Shelter Beds Needed for the Homeless in Contra Costa County” BOARD OF SUPERVISORS’ RESPONSE FINDINGS – California Penal Code Section 933.05(a) requires a response to the designated findings of the Grand Jury. F1. There is a shortage of low-income housing in the County. Response: The respondent agrees with the finding. F2. Because of very little affordable housing availability, the County’s emergency shelters and CARE centers are vital resources to the homeless. Response: The respondent disagrees partially with the finding. CARE Centers and County emergency shelters are critical components of an effective crisis response system for persons who experience an unexpected housing crisis – which may arise with or without respect to the availability of affordable housing. F3. The County is dependent on HUD for grants that provide the bulk of the money expended by the County to help the homeless. Response: The respondent disagrees partially with the finding. HUD grants contribute significantly to the Health Services Department Health, Housing, and Homeless Services Division’s budget. However, as budgeted for fiscal year 2017-18, HUD grants are projected to provide about 29% of the anticipated funding needed to support homeless services programs. County contributions, an intradepartmental partnership with the Mental Health Division that provides Mental Health Services Act funding, and an interdepartmental partnership with the Employment and Human Services Department that provides CalWorks funding are other significant contributions that support homeless service programs. F4. Regulatory compliance associated with the receipt of HUD funds results in an administrative cost to the County, which is not fully reimbursed by HUD. Response: The respondent agrees with the finding. F5. The County structures its homeless programs to meet local needs and in accordance with HUD compliance mandates. Response: The respondent agrees with the finding. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1010 F6. East County lacks an emergency shelter that is operated by the County. Response: The respondent agrees with the finding. F7. East County has a CARE center that is run by a non-profit. Response: The respondent disagrees wholly with the finding. An East County CARE Center has not been established. F8. West County has an emergency shelter that is operated by the County. Response: The respondent agrees with the finding. F9. West County lacks a CARE center that is operated by the County. Response: The respondent agrees with the finding. The CARE Center in West County is operated by a non-profit agency. F10. Central County has an emergency shelter that is operated by the County. Response: The respondent agrees with the finding. F11. Central County has a CARE center that is operated by the County. Response: The respondent disagrees wholly with the finding. The Central County CARE Center is operated by a non-profit agency. F12. Caring for the homeless is expensive; reducing these costs through better shelter and primary medical care could provide savings. Response: The respondent disagrees partially with the finding. Providing short-term interventions such as shelter or emergency health care services for those experiencing chronic homelessness is expensive. Reducing these costs through long-term solutions such as permanent supportive housing, that includes primary medical care, could provide a savings. F13. Better shelter and primary medical care could reduce the costs associated with caring for the homeless. Response: The respondent disagrees partially with the finding. Permanent housing with supportive services could reduce the costs associated with providing care for persons experiencing homelessness. F14. Recently implemented Coordinated Entry helps improve the coordination of homeless services. Response: The respondent agrees with the finding. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1011 F15. Through its new Health, Housing, and Homeless Services division, Health Services is the responsible County department for reducing homelessness. Response: The respondent agrees with the finding. F16. The recently implemented Coordinated Entry helps homeless people obtain services they need. Response: The respondent agrees with the finding. F17. The success of Coordinated Entry is partly dependent upon the creation of more County-operated emergency shelters and beds. Response: The respondent disagrees partially with the finding. The success of Coordinated Entry not only relies on the expansion of short-term shelter beds, but also on increasing the availability of permanent housing that is affordable. F18. The County’s CORE Outreach dispatch may be called by police departments to help the homeless obtain services instead of other costly alternatives such as taking them to emergency room or, in some cases, arresting them. Response: The respondent disagrees partially with the finding. Police departments may reach CORE outreach dispatch through 211, instead of other costly alternatives such as emergency medical services or arrest and/or detention. F19. The County funds CORE teams and a central dispatch to facilitate coordination of services for the homeless. Response: The respondent disagrees partially with the finding. The cities of Martinez, Pleasant Hill, Walnut Creek, and Concord also provide funding for the CORE teams, as well as the Community Development Block Grant entitlement jurisdictions of Pittsburg and Antioch. Additionally, Sutter Health community benefit program has invested in CORE outreach teams. These partnerships strengthen the County’s ability to create and maintain this resource in the community. F20. The lack of enough overnight shelter beds may prevent the Coordinated Entry CARE Centers and CORE Outreach teams from being as effective as they otherwise could be. Response: The respondent disagrees partially with the finding. Lack of shelter capacity, as well as, the lack of availability of affordable, permanent housing can impact the effectiveness of the CARE Center and CORE outreach teams. F21. Shelter Inc. has an existing master lease program that has been effective in creating more housing for those who are homeless or at risk of becoming homeless. Response: The respondent agrees with the finding. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1012 F22. There are increasing numbers of homeless seniors in the County. Response: The respondent agrees with the finding. F23. Existing County-operated emergency shelters are not prepared to handle frail seniors, who may not be able to take care of themselves, for example seniors with dementia or those who are unable to take care of activities of daily living. Response: The respondent disagrees partially with the finding. The County operated shelters are equipped to only support persons capable of self-care, regardless of age. For homeless individuals who may need short-term recuperative care after being discharged from the hospital, the County operated Respite Shelter, supported by a full-time nurse, is available. F24. There are a wide variety of innovative experiments throughout the nation that may be feasible for implementation in the County. Response: The respondent agrees with the finding. RECOMMENDATIONS - California Penal Code Section 933.05(b) requires a response to the designated recommendations of the Grand Jury. R1. The County Board of Supervisors (BOS) should consider instructing the Health Services Department to create and present a proposal outlining the cost of opening and running a shelter with emergency beds in East County. Response: This recommendation will not be implemented because it is not warranted. The County is aware of the costs of operating a County shelter, as it operates four shelter facilities throughout Central and West County. The cost of an East County facility would not vary significantly. However, the County is not the only entity that can provide shelter services in Contra Costa and values public/private partnerships with community-based agencies that operate shelter services in the community. R2. The BOS should consider finding a funding source to create and maintain a County- operated shelter in East County. Response: The recommendation will not be implemented because it is not warranted. The County wholly funds the Don Brown Shelter in East County that is operated by the non-profit organization, Anka Behavioral Health. The Don Brown Shelter will soon expand its capacity from 20 beds to 32 beds. R3. The BOS should consider finding a funding source to create and maintain a County-operated CARE center in East County. Response: This recommendation will not be implemented because it is not warranted. A funding source has already been identified to create and maintain a CARE Center in East County. The East County CARE center will be operated by a non-profit agency in line with other CARE centers operated by CBO’s within the continuum of care. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1013 R4. The BOS should consider finding a sustainable funding source to increase the number of beds in existing County-operated shelters. Response: This recommendation will not be implemented because it is not warranted. All County-operated shelters are at maximum occupancy set forth by the planning and fire department. R5. The BOS should consider finding a sustainable funding source to set up additional County-operated CARE centers. Response: This recommendation will not be implemented because it is not reasonable. An East County CARE center is in its pre-development stage and is expected to be operated by a non- profit agency and open in 2018. It will be funded in part by the County. The County works in partnership with non-profit organizations to deliver critical components of the homeless system of care. It is not necessary or always best that the County provides direct services. R6. The BOS should consider expanding master lease programs. Response: This recommendation has been implemented by the Health Services Health, Housing, and Homeless Services program as funding and unit availability permits. Master-lease programs are particularly effective in supporting chronically homeless individuals with a complexity of needs. R7. The BOS should consider looking for opportunities to create additional shelter beds by using unused warehouses, commercial buildings, or motels to make best use of existing unoccupied structures. Response: This recommendation will not be implemented because it is not reasonable. The County has explored opportunities to create additional shelter beds through the expansion of existing facilities. The Don Brown Shelter, located in Antioch and operated by the non-profit organization, Anka Behavioral Health, is undergoing a facility expansion and will soon increase its capacity from 20 beds to 32 beds. The County provides funding for the operations of this shelter. R8. The BOS should consider asking the Health Services Department to create a plan for those frail homeless seniors who are demented or unable to take care of activities of daily living. Response: This recommendation will not be implemented as it is not warranted. The homeless system of care is not the best place to support persons who may suffer from dementia or unable to take care of their activities of daily living. Other County departments and divisions within and outside of the Health Services Department may be better positioned to support the housing and service needs of adults and older adults with significant impairments. Referrals are made as necessary to these programs. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1014 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1015 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 1 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Contact: Jim Mellander Foreperson 925-608-2621 Contra Costa County Grand Jury Report 1712 More Shelter Beds Needed for the Homeless in Contra Costa County TO: Contra Costa County Board of Supervisors SUMMARY Homelessness is a social issue impacting all cities in Contra Costa County (County), as well as the unincorporated portions of the County. Based on the County’s 2017 Point-in- Time census of homeless people, there were 1,607 homeless persons. Of those who identified as being homeless, 696 were staying in shelters and 911 were sleeping in unsheltered places. This census highlights the shortage of emergency beds and shelter space and the shortage of low income affordable housing in the County. To better coordinate the County’s efforts to address homelessness, the County’s Health Services Department has reorganized with a new division named “Health, Housing, and Homeless Services.” Included in that reorganization is the creation of the Coordinated Entry program, which reaches out to homeless people, helps connect them with services, establishes a case management system, and helps them stay connected on the path toward permanent housing. To assure the success of Coordinated Entry, the County needs to provide additional emergency shelters with beds, CARE centers, and partner with developers or non-profits to create affordable housing for low income people. More specifically, the County needs to allocate funds to establish an emergency shelter and CARE Center in East County, similar to the existing facilities in Central County. Second, the existing shelter capacity in Central and West County should be expanded so that the homeless who are helped by Coordinated Entry program have a safe place to sleep. Third, the County needs to develop a business plan to maximize the best use of its resources, including money and real estate holdings, owned or leased, so the number of affordable housing units for low income County residents is increased. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1016 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 2 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury August 15, 2017 Contra Costa County Board of Supervisors Minutes 1017 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 3 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury METHODOLOGY As part of its investigation, the Grand Jury: • Interviewed people whose jobs intersect with the homeless, including city and county police, outreach volunteers, a homeless veteran, concerned citizens, County employees, and non-profit organizations • Visited a non-profit shelter, county-run shelters, an annual homeless fair, Continuum of Care meetings, and the County Medical Center • Learned about the PIT tracking system used to tabulate homeless people • Reviewed homeless reports issued by Marin, Solano, and San Francisco County Grand Juries • Reviewed Point-in-Time census data, the “Cost of Homelessness Report,” HUD program details, and online articles featuring innovative methods used by other agencies to relieve homelessness BACKGROUND Homeless Census “Unsheltered homeless persons” are those who live in encampments, cars, under freeway overpasses or other locations not designed for human habitation. Causes of homelessness include job loss, low-paying, part-time employment, mental illness, chronic substance abuse, and domestic violence. There is a prescribed national method for counting homeless people. The Federal Housing and Urban Development department (HUD) calls it the Point-in-Time (PIT) census. This is a “snapshot in time” conducted on a specified day(s) in January according to federal rules. The accuracy of the PIT count of homeless persons depends on the thoroughness of the outreach teams that collect data. Most of the people interviewed who have direct contact with the homeless, believe the PIT figures are low. Their estimates varied from 20% to 50% below the actual number of homeless people. The three most common reasons given for the underestimation in the PIT count are: 1. The limited timeframe for counting people reduces the ability to find encampments and isolated people. 2. The January date misses those who “couch surf” or stay with friends because it’s cold. 3. Individuals who do not want to be counted know how to avoid contact on the count days. Nevertheless, the PIT census is relied upon as the official number of homeless people. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1018 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 4 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury More specifically, the PIT count shows that between 2015 and 2016 the West and Central County count went down by 45% and the East County count increased by 33%. It also indicates a 90% increase in homeless seniors. Seniors, who often live on a fixed income, are particularly vulnerable to rising rents. Due to the number of homeless seniors, emergency shelters need to be able to accommodate the needs of frail seniors, including those with dementia or disabilities. As shown in the chart below, 418 emergency shelter beds exist. At the same time, there are over 900 people without a place to sleep. The County’s “unsheltered homeless” rate is 57% while the national average is 32%, as reported by HUD. PIT Count Results Year PIT Homeless Count Sheltered Homeless Unsheltered Homeless Unsheltered Homeless Rate Reported Bed Count 2011 2415 925 1490 62% 498 2012 2386 896 1490 62% 484 2013 2000 671 1317 66% 394 2015 2030 704 1326 65% 527 2016 1730 620 1110 64% 418 2017* 1607 696 911 57% *The 2017 data is preliminary and shows a 7% decrease in the total number of homeless in the County. The actual 2017 census numbers may vary from those shown above when the full report is issued. The County’s Situation Contra Costa County’s Mission Statement is: “Contra Costa County is dedicated to providing public services which improve the quality of life of our residents and the economic viability of our businesses.” A homeless State of Emergency was declared by the County Board of Supervisors (BOS) in 1999 and has been routinely reaffirmed every 30-60 days by BOS vote since that time. This action would qualify the County for additional money if California were to declare a statewide emergency. The Cost of Homelessness In fiscal year 2013-14, there were more than 6,600 individuals who were homeless and accessed homeless services and assistance. Almost half of these homeless, 3,170 people, utilized hospital, outpatient clinic or behavioral health services, at a cost of over $45 million. Sixty-four percent of the costs were for primary care, thirty-one percent for mental health services, and five percent for substance abuse services. The analysis also revealed that only 12% or 398 homeless people were responsible for 75% of the $45 million. Those 398 people incurred costs, which were born by the County, of over August 15, 2017 Contra Costa County Board of Supervisors Minutes 1019 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 5 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury $32 million, an average of $80,522 per person. The remaining 2,772 people, averaged $4,823.00 each. Other immeasurable costs associated with homelessness include police time, jail- related costs, social services, and donations provided by churches/charities. There is also the pollution of east County waterways by encampments, the cost of removing encampments, and the refuse from the homeless sleeping on sidewalks and in the doorways of local businesses. The total of these immeasurable costs may likely exceed the cost of housing the homeless in shelters. Reliance on Federal Assistance The bulk of the County’s funds for helping the homeless come primarily from the Housing and Urban Development (HUD), a federal agency. Federal regulations determine how the application and award process is conducted. The awarded money must be spent on certain programs and requires regular reporting and billing for reimbursement of expenditures. The money spent on staff salaries to comply with the maintenance of these administrative tasks cannot be spent on direct services to homeless people and is only a fraction of the total administrative cost. HUD has several programs that provide funds to the County. The program most relevant to the homeless issue is Continuum of Care (CoC). The CoC is a group of county and city employees and non-governmental organizations that meet and strategize to find and provide help, affordable housing, rental assistance, and services for the homeless. The Emergency Solutions Grant (ESG) program helps reduce homelessness by providing limited funds for rental assistance and emergency shelters. The Community Development Block Grant (CDBG) program is also a program devoted to helping poor people who may be on the brink of homelessness. What’s Been Done? In May 2004, the County’s Health Services department published a document titled “Ending Homelessness in Ten Years: A County-Wide Plan for The Communities of Contra Costa County.” It was implemented by the Homelessness Inter-Jurisdictional Inter-Departmental Work Group (HIJIDWG). However, at the end of ten years, there was no end to homelessness. In October 2014, the Contra Costa Interagency Council on Homelessness (CCICH), evolved from HIJIDWG. It published an update to the previous ten-year plan titled “Forging Ahead Towards Preventing and Ending Homelessness.” This plan focused on providing housing using rental assistance vouchers. It described progress made during the previous ten years and the program relied on federal funding, with its ever-evolving requirements. The program also implemented Annual Action Plans, which are required by HUD to qualify for grants. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1020 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 6 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury In January 2016, the California Department of Housing and Community Development produced a statewide housing assessment titled: “California’s Housing Future: Challenges and Opportunities.” This report says that 180,000 new homes or living units should have been built in California over the last ten years to keep pace with demand. However, during that time, only 80,000 were built. In August 2016, the County created the “Health, Housing, and Homeless Services” division of the Health Services Department, which acknowledges the importance and interconnectivity of health, housing and homeless services. Under the department’s hierarchy, the Homelessness Division Director reports directly to the County’s Health Services Director. The County’s Housing Authority is currently using rental assistance vouchers to help poor people obtain housing, rather than creating new or increasing the number of public or private housing units. The annual “Single Audit” of federal funds granted to Contra Costa County includes a summary of federal expenditures by the Contra Costa County Housing Authority. For fiscal year ending June 30, 2016, federal funds received were $98 million. Of that, 7% was allocated for public housing rehabilitation and development and 93% for rental assistance vouchers. Shelter Inc. is a local non-profit company that has used master leases to encourage private landlords to open over 200 housing units to marginal tenants. In the master lease agreement, Shelter Inc. is the lessor of record. It then sublets the unit to the tenant who it is assisting. Master leases leave Shelter Inc. with the risk of damage or non-payment of rents. Master leases also make it possible to subsidize rents so that the sublet rental rate can be different from the master lease rental rate. Background text here. DISCUSSION Action Plan – Coordinated Entry In compliance with Federal regulations, the County used a 2015 HUD grant valued at $550,344.00 plus its 2016 HUD Continuation of Care grant of $1,392,631.00, for a total of $1,942,975.00 to re-engineer the delivery of homeless services under the name of Coordinated Entry. The focus of Coordinated Entry is to make it easier for a homeless person to access and stay connected with services while being assisted in finding permanent housing. Through Coordinated Entry, the homeless are interviewed and ranked for services based on need, age, mobility, medical condition, and other factors, rather than being helped via the previous convention of first come, first served. Coordinated Entry is being implemented under the principal of “Housing First.” It has been determined that people with a home or shelter bed are better able to take care of themselves, more likely to stay healthy, require less medical care, have the ability to receive mail and are better able to apply for employment. Affordable housing is critical to reducing the number of homeless people. Until there is enough affordable housing for August 15, 2017 Contra Costa County Board of Supervisors Minutes 1021 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 7 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury all of the low-income people who require it, it is important that the County increase the number of beds available in its emergency shelters. Emergency shelters become the housing in “Housing First.” People in shelters are in a better position to become self- sufficient, as opposed to those who are living on the streets. Coordinated Entry has three main elements: CORE Outreach, CARE Centers, and 211. CORE Outreach teams, working days and evenings, go into the field to reach homeless people, assess them, and refer them to shelters or services. Currently, there are two teams, and three additional teams are planned for later in 2017. All CORE teams are dispatched by the County and may be called upon by police officers to help the homeless. These teams help avoid the costs of some homeless being transported to hospital emergency rooms and, others being arrested and sent to jail. The cities of Pleasant Hill/Martinez and Concord/Walnut Creek are partnering to form and pay for their own CORE teams. CARE Centers are multi-service centers for daytime use. They do not have emergency overnight beds. They evaluate people and coordinate with CORE teams for follow-up. They provide meals, showers, laundry, counseling, help with completing applications for benefits, help with finding housing, mail service and a variety of day services. They are open from 8:00 am to 5:00 pm. When they close, the homeless must fend for themselves on the streets. 211 is an existing service reached by dialing 211 or accessing it on a computer via 211.org. Phone calls are answered by the County Crisis Center. Number of Shelters Below is the current list of emergency shelters in the County that were reported to HUD. All of these shelters are open and operating at capacity. List of Emergency Shelters with Overnight Beds 418 Year-Round beds plus 22 over-flow and 66 seasonal beds Shelter Sponsor Shelter Name Population Beds Comment CC Health Services Concord and Brookside ES Single men, single women 166 15 beds reserved for veterans, plus 20 overflow beds. Two shelters, one located in Concord, the other in Richmond. CC Health Services Philip Dorn Respite Center Single men, single women 26 For people recently discharged from the hospital, located in Concord next to the Concord shelter. CC Health Services Calli House Youth (18-24) and Children (14-17) 18 Located in Richmond next to the Brookside shelter. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1022 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 8 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Stand! for Families Free of Violence Emergency Shelter Single women, women w/children 24 Located near Concord. Anka Behavioral Health East County Shelter Single men, single women 20 Plus 2 overflow beds, located in Antioch. Greater Richmond Interfaith Program (GRIP) Emergency Shelter Families w/children 75 Located in Richmond. Shelter Inc. Mountain View House Families w/children 39 Located in Martinez. Bay Area Rescue Mission (BARM) Men’s ES Single men 50 The BARM men’s dormitory is larger than reported. BARM also has a large dormitory for single women and women with children, which was not reported to HUD. BARM is a faith based facility and does not accept public money. The coordination with the Continuum of Care and PIT is informal. Located in Richmond. Interfaith Council of Contra Costa Winter Nights Families w/children 30 Operating 7 months from October to May, located among churches in Central and East County on a two-week rotating basis. Trinity Center Trinity Winter Shelter Single men, single women 36 Operating 4 months from December to March, located in Walnut Creek. West County has two County shelters, Central County has one, and East County has none although there is a current proposal to create one. Although the 2016 PIT census indicated a 33% increase in homeless people in East County, the County has not acted quickly to establish a shelter there. Alternative Housing Options As part of the County’s dedication to providing services to improve the quality of life of its residents and the economic viability of its businesses, the County should explore opportunities to partner with developers, non-profits, and others interested in increasing the number of affordable housing units available to low-income residents. There are various ways to address homelessness and the critical housing shortage through innovative solutions, such as re-purposed warehouses, commercial buildings, and motels. Streamlining zoning and permit processes to promote accessory living units, allowing master leases, tiny houses, mobile home clusters, and pre-fab refugee camp type huts are all feasible ideas to maximize the use of under-utilized real estate and increase the inventory of affordable housing for low income people. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1023 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 9 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Agencies There are three separate County departments working on issues related to homelessness: Conservation and Development, Employment and Human Services, and Health Services. Additionally, the Contra Costa County Housing Authority works on these issues. These departments and the Housing Authority must collaborate and share available funds. While they have different priorities and target populations, and their services do not entirely overlap, they are doing their best to collaborate to resolve the homeless issue. However, to resolve the problem, more still needs to be done. Conclusion The homeless situation in Contra Costa County is large enough to justify the effort to find additional funds to provide more shelter beds for the homeless. By closely examining the current County budget, with an eye toward pooling together enough money to establish an East County shelter and CARE center, the County could realize a financial benefit of reduced Health Service costs for the homeless that would be sufficient to cover the cost of investment. It appears that the County has been slow to react and has not taken sufficient steps to deal with the homeless problem. The County does enough to maintain the programs funded by HUD, but needs to do more to ensure that there are adequate services, shelters, and beds for all. Providing 418 beds for 1,607 homeless people is inadequate. With an increase in the number of complaints and visibility of the homeless, which can occupy a great deal of a police officers’ time, some local police department chiefs are finding money in their budgets to create homeless outreach teams that help direct the homeless to the shelters and care centers. FINDINGS F1. There is a shortage of low-income housing in the County. F2. Because of very little affordable housing availability, the County’s emergency shelters and CARE centers are vital resources to the homeless. F3. The County is dependent on HUD for grants that provide the bulk of the money expended by the County to help the homeless. F4. Regulatory compliance associated with the receipt of HUD funds results in an administrative cost to the County, which is not fully reimbursed by HUD. F5. The County structures its homeless programs to meet local needs and in accordance with HUD compliance mandates. F6. East County lacks an emergency shelter that is operated by the County. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1024 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 10 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury F7. East County has a CARE center that is run by a non-profit. F8. West County has an emergency shelter that is operated by the County. F9. West County lacks a CARE center that is operated by the County. F10. Central County has an emergency shelter that is operated by the County. F11. Central County has a CARE center that is operated by the County. F12. Caring for the homeless is expensive; reducing these costs through better shelter and primary medical care could provide savings. F13. Better shelter and primary medical care could reduce the costs associated with caring for the homeless. F14. Recently implemented Coordinated Entry helps improve the coordination of homeless services. F15. Through its new Health, Housing, and Homeless Services division, Health Services is the responsible County department for reducing homelessness. F16. The recently implemented Coordinated Entry helps homeless people obtain services they need. F17. The success of Coordinated Entry is partly dependent upon the creation of more County-operated emergency shelters and beds. F18. The County’s CORE Outreach dispatch may be called by police departments to help the homeless obtain services instead of other costly alternatives such as taking them to emergency room or, in some cases, arresting them. F19. The County funds CORE teams and a central dispatch to facilitate coordination of services for the homeless. F20. The lack of enough overnight shelter beds may prevent the Coordinated Entry CARE Centers and CORE Outreach teams from being as effective as they otherwise could be. F21. Shelter Inc. has an existing master lease program that has been effective in creating more housing for those who are homeless or at risk of becoming homeless. F22. There are increasing numbers of homeless seniors in the County. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1025 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 11 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury F23. Existing County-operated emergency shelters are not prepared to handle frail seniors, who may not be able to take care of themselves, for example seniors with dementia or those who are unable to take care of activities of daily living. F24. There are a wide variety of innovative experiments throughout the nation that may be feasible for implementation in the County. RECOMMENDATIONS R1. The County Board of Supervisors (BOS) should consider instructing the Health Services Department to create and present a proposal outlining the cost of opening and running a shelter with emergency beds in East County. R2. The BOS should consider finding a funding source to create and maintain a County-operated shelter in East County. R3. The BOS should consider finding a funding source to create and maintain a County-operated CARE center in East County. R4. The BOS should consider finding a sustainable funding source to increase the number of beds in existing County-operated shelters. R5. The BOS should consider finding a sustainable funding source to set up additional County-operated CARE centers. R6. The BOS should consider expanding master lease programs. R7. The BOS should consider looking for opportunities to create additional shelter beds by using unused warehouses, commercial buildings, or motels to make best use of existing unoccupied structures. R8. The BOS should consider asking the Health Services Department to create a plan for those frail homeless seniors who are demented or unable to take care of activities of daily living. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1026 Contra Costa County 2016-2017 Grand Jury Report 1712 Page 12 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury REQUIRED RESPONSES Findings Recommendations Contra Costa County Board of Supervisors F1 - F24 R1 - R8 These responses must be provided in the format and by the date set forth in the cover letter that accompanies this report. An electronic copy of these responses in the form of a Word document should be sent by e-mail to ctadmin@contracosta.courts.ca.gov and a hard (paper) copy should be sent to: Civil Grand Jury – Foreperson 725 Court Street P.O. Box 431 Martinez, CA 94553-0091 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1027 RECOMMENDATION(S): ACCEPT the response to Civil Grand Jury Report No. 1708, entitled "Animal Shelter Services in Antioch and Contra Costa County" and DIRECT the Clerk of the Board to forward the response to the Superior Court following Board action and no later than September 11, 2017. FISCAL IMPACT: No fiscal impact. BACKGROUND: On June 13, 2017, the 2016/17 Civil Grand Jury filed the above-referenced report. The attached response clearly specifies: APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Enid Mendoza, (925) 335-1039 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 63 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Response to Civil Grand Jury Report No. 1708: Animal Shelter Services in Antioch and Contra Costa County August 15, 2017 Contra Costa County Board of Supervisors Minutes 1028 BACKGROUND: (CONT'D) Whether a finding or recommendation is accepted or will be implemented; If a recommendation is accepted, a statement with a timeframe for implementation; A delineation of the contraints if a recommendation is accepted but cannot be implemented within a six-month period; and The reason for not accepting or adopting a finding or recommendation. Note that the Contra Costa County Board of Supervisors is required to respond to findings F10 to F12 and recommendations R9 and R10. The Antioch City Counsel is required to respond to finding F1 to F13 and recommendations R1 to R8, and R10 to R12. CONSEQUENCE OF NEGATIVE ACTION: In order to comply with statutory requirements, the Board of Supervisors must provide a response to the Superior Court no later than September 11, 2017. The Board must take timely action in order to comply with the statutory deadline. ATTACHMENTS Response to Civil Grand Jury Report No. 1708 Grand Jury Report No. 1708 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1029 1 CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1708 "Animal Shelter Services in Antioch and Contra Costa County” Note: The Contra Costa County Board of Supervisors is required to respond to findings F10 to F12 and recommendations R9 and R10. The Antioch City Counsel is required to respond to finding F1 to F13 and recommendations R1 to R8, and R10 to R12. BOARD OF SUPERVISORS’ RESPONSE FINDINGS – California Penal Code Section 933.05(a) requires a response to the designated findings of the Grand Jury. F10. The County does not operate an animal shelter in east County. Response: The respondent agrees with the finding. F11. People from cities, other than Antioch, drop off animals at the shelter rather than driving them to a County Shelter. Response: The respondent disagrees partially with the finding. Although non-Antioch residents may drop off animals at the Antioch Shelter, Contra Costa County Animal Services (CCAS) will, when notified by the Shelter, pick up those animals and transfer them to the Martinez shelter. Similarly, people sometimes bring animals from or found within Antioch city limits to the County’s shelters. F12. The county and the shelter do not have an agreement that the county will pick up and transport animals left by non-Antioch residents to a County shelter. Response: The respondent disagrees partially with the finding. The location that an animal is found, and “not” the residency of the person finding that animal, determines the jurisdiction of the shelter to which the animal should be transported. In the interest of providing seamless service to all Contra Costa residents, CCAS and the Antioch Shelter, as well as any other Bay Area shelter, have a long-standing understanding and practice of exchanging animals that were inadvertently or deliberately taken to the “wrong” shelter. In such cases where an animal was found in the County’s jurisdiction and taken to another jurisdiction’s shelter, one of three actions will occur: 1. The shelter where the animal was deposited will file a “found” report with CCAS and then continue, at its own discretion, to hold the animal through its legal holding period. 2. The shelter where the animal was deposited will contact CCAS and request a pick-up. Upon such request, CCAS will dispatch an officer to transport the animal to a County shelter. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1030 2 3. The shelter where the animal was deposited will, at its own discretion, transport the animal to CCAS. RECOMMENDATIONS - California Penal Code Section 933.05(b) requires a response to the designated recommendations of the Grand Jury. R9. The County Board of Supervisors should consider funding a study to examine the feasibility of establishing a County animal shelter in east County. Response: The recommendation will not be implemented because it is not warranted. The 2009 Citygate report and the grand jury have cited many factors other than jurisdiction issues contributing to the problems that exist at the Antioch Shelter. The City of Antioch appears to be taking corrective measures to address those problems. The City and the County have worked cooperatively to address issues of jurisdiction and will continue to do so. R10. The County Board of Supervisors and the Antioch City council should consider negotiating an MOU whereby the Shelter agrees to accept all animals. Those that are identified as non-city of Antioch animals should be regularly picked up and transported to a County shelter by County Animal Control Officers. Response: The recommendation will not be implemented because it is not warranted. The Antioch Shelter and CCAS already cooperate, via pick-up and transport, to address the issue of animal jurisdiction. Additionally, the Antioch Shelter may continue to refer citizens who wish to surrender an animal from outside the City of Antioch to the appropriate County shelter or advise them to confine the animals to a safe area in their home where a CCAS officer can pick the animal up and take it to the appropriate shelter. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1031 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1032 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 1 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Contact: Jim Mellander Foreperson 925-608-2621 Contra Costa County Grand Jury Report 1708 Animal Shelter Services in Antioch and Contra Costa County TO: The Antioch City Council and the County Board of Supervisors SUMMARY For years, the City of Antioch’s (City) Animal Shelter (Shelter) has grappled with animal overpopulation and its ability to provide the animals with basic care. Some citizens have voiced concerns that the Shelter is providing substandard care for the animals. The Citygate report in 2009, commissioned by the Antioch City Council (Council), and the UC Davis Veterinary Department report in 2014, commissioned by the Shelter, generated recommendations to improve Shelter operations and animal care. In September 2016, the Council authorized a Memorandum of Understanding (MOU) with Tony La Russa’s Animal Rescue Foundation (ARF). Pursuant to the MOU, ARF agreed to provide one year of free training to improve Shelter operations. On February 14, 2017, the Council confirmed its commitment to fund the changes initiated by ARF. This Shelter has a history of animal overpopulation. People who are not Antioch residents often leave animals at the Antioch Shelter rather than driving them to a County shelter in Martinez or Pinole. Therefore, the Grand Jury recommends that the County and Shelter enter into an agreement for the County to pick up and transport those animals that are left by non-Antioch residents to a County shelter. The Grand Jury also recommends that the City hire an Animal Services Director with a background in animal shelter management to continue oversight of the ARF changes and management of the Shelter. Finally, the Grand Jury recommends that the Council select a formal community-based Animal Advisory group to monitor animal welfare and Shelter conditions and to provide regular reports to the Council regarding same. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1033 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 2 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury METHODOLOGY In the course of its investigation, the Grand Jury: • Conducted an unannounced site visit to the Shelter • Toured the Contra Costa County animal shelter in Martinez • Reviewed the 2009 Citygate report, the 2012 Grand Jury report, and the 2014 UC Davis Veterinary report • Interviewed City and County officials, representatives from rescue organizations, concerned citizens, Shelter staff, the Shelter veterinarian, and representatives of the Antioch Police Department • Reviewed Council meetings and related documents BACKGROUND In 1978, voters in Antioch approved ballot Measure A that established a city animal shelter. Antioch is the only city in Contra Costa County with its own Shelter. All other cities and unincorporated areas within the County receive animal services from Contra Costa County Animal Shelters in Martinez and Pinole. The Shelter operates under the supervision of the Antioch Police Department and is located adjacent to it. The Shelter, which was built in 1991, has not been updated since it opened. It has limited space for animals and staff. In 2009, the City paid for the Citygate report, which recommended numerous changes and improvements. A 2012 Grand Jury report and a 2014 UC Davis Veterinary report also made recommendations for Shelter improvements. The current Grand Jury determined that few, if any, of the recommendations from these three reports have been implemented. In the spring of 2016, citizens, animal advocates, and rescue groups spoke at various City Council meetings. They cited sub-standard Shelter conditions and poor animal treatment. In June 2016, the Council approved funds to hire four part-time Animal Care Attendants (ACA) and one Office Assistant for the 2016-17 fiscal year. The Council also directed Shelter staff to explore opportunities to further improve the Shelter. In September 2016, the Council and ARF executed an MOU to provide staff and volunteers with kennel maintenance and animal handling training at no cost to the Shelter. ARF also provided the Antioch Police Department with recommendations for Shelter improvements. In February 2017, the Council approved the Antioch Animal Shelter Staff Report. This report recommended hiring a veterinarian to work 24 hours per week and a full-time Vet Technician. The Council agreed to provide permanent funding for the new hires and other recommended improvements by ARF. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1034 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 3 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury DISCUSSION Shelter Capacity and Staffing The population of the City, as well as east Contra Costa County generally, has increased since 1991. During this time, there have been no corresponding improvements to increase animal accommodations at the Shelter. The County does not operate an animal shelter in east County, which includes Antioch and the unincorporated areas and cities surrounding Antioch. As the following chart shows, the Antioch Shelter takes in twice as many animals per capita as other shelters in Contra Costa and Alameda counties. Based on the “Guidelines for Standards of Care in Animal Shelters” (Guidelines), authored by the Association of Shelter Veterinarians, the Shelter has fewer staff that provide daily animal care than recommended. One part-time Animal Care Attendant (ACA), working four hours per day, can provide care for eight to nine animals per day. With ten part-time ACAs, the Shelter can care for approximately 85 animals per day. The Shelter can house 101 animals. Based on its capacity, the Shelter needs 12 part- time ACAs to care for its animals when the Shelter is full. Between September 2015 and September 2016, the Shelter housed from 120 to 270 animals a day. This means that the animals received ten or fewer minutes of care per day from the ten part-time ACAs, which is below the recommended standard of care. Antioch Animal Shelter Capacity Animals Average Population 2016 Humane Capacity 2017 Cats 94 46 Dogs 102 55 Total 196 101 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1035 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 4 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury Photos and Shelter Hours Affect Shelter Costs The Shelter keeps animals longer than other shelters. It could reduce the time that animals spend in the Shelter if it posted photos of found animals or animals available for adoption or rescue to its website. The comparatively long retention times impact the cost of feeding, treating, and housing the animals. The Shelter has limited hours. It is closed evenings, Sundays and Mondays and Tuesdays following a holiday. This creates limited opportunities for animals to be claimed, adopted, or rescued. This also impacts the costs associated with running the Shelter. Shelter Administration Challenges Currently, the Shelter is overseen by a police lieutenant, with no animal shelter or management experience, who spends about twenty percent of the time in this role. A Shelter Supervisor spends most of the day providing animal care, handling adoptions, and rescues. This leaves little time to train or supervise staff. The Shelter lacks written policies and procedures regarding animal care to help new hires or volunteers become familiar with Shelter operations. As a possible result, the Shelter experiences high staff turnover. Hiring replacement staff takes time because both paid and volunteer staff must undergo police background checks. Part-time ACAs are paid $12.00 per hour and receive no benefits. While the Shelter has a list of approximately 40 volunteers to help with routine tasks such as grooming, cleaning and dog walking, it has only 10 - 12 volunteers who can be counted on to work regularly. If more volunteers were available, the Shelter ACA’s workload could be shared with some of the volunteers and, as a result, the animals would receive the amount of care and time recommended by the Guidelines. The Shelter has not fully implemented Chameleon software, a frequently-used animal shelter management tool. Because Shelter staff has not been trained, the number of animals taken in, housed, adopted, rescued, euthanized, medicated and fed is not documented or tracked by this system. Animal Advocate Concerns There is no formal community-based oversight committee that regularly visits and monitors animal welfare and Shelter conditions and provides regular reports regarding same to the Council. Some animal advocates and rescue groups have had difficulty establishing collaborative relationships with the Shelter. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1036 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 5 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury ARF Assistance The Council and ARF entered into a one-year agreement to bring the Shelter up to the standards set forth in the Guidelines. ARF is providing: staff, a mobile animal clinic, and funds to improve Shelter staffing, medical treatment, intake management, pet retention strategies, volunteer and foster programs, housing, animal management, sanitation, spaying and neutering, outcome tracking, record keeping, and adoption processes. To make these improvements, ARF is providing veterinary care in the Shelter with a part-time (24 hours a week) veterinarian and a full-time Vet Tech. Additionally, ARF is paying for all capital improvements necessary to bring the Shelter clinic and surgery suite up to Guideline standards. Lack of County Animal Shelter in East County The Shelter only takes animals from residents of Antioch. All surrendered animals are documented, with proof of residency. Therefore, people from other cities and unincorporated areas who are aware of this requirement often abandon animals when the Shelter is closed. Animals are thrown over the fence or found tied to trees and the fence surrounding the Shelter. Treating and feeding these animals adds to the cost of running the Shelter. There is no agreement between the Shelter and the County that requires County Animal Control Officers to pick up and transport animals from other cities and unincorporated areas to a County shelter. FINDINGS F1. The Shelter has made improvements based on ARF recommendations. F2. The Shelter requires additional funds to implement the changes recommended by ARF. F3. The Shelter is not open to the public after 5:00 p.m. F4. The Shelter currently lacks a Rescue and Volunteer Coordinator. F5. Based on the “Guidelines for Standards of Care in Animal Shelters,” authored by the Association of Shelter Veterinarians, the Shelter lacks enough ACAs and volunteers to help with the current population of animals. F6. The Shelter does not have written policies and procedures regarding animal care. F7. The Shelter lacks a Director of Animal Services. F8. The Shelter does not use the Chameleon software program to document the cost of running the Shelter. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1037 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 6 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury F9. The Shelter website does not feature photos of found animals or animals available for adoption or rescue. F10. The County does not operate an animal shelter in east County. F11. People from cities, other than Antioch, drop off animals at the Shelter rather than driving them to a County shelter. F12. The County and the Shelter do not have an agreement that the County will pick up and transport animals left by non-Antioch residents to a County shelter. F13. No formal community-based advisory group monitors animal welfare or Shelter conditions and provides reports to the Council regarding same. RECOMMENDATIONS R1. The Council should consider finding sustainable funding for all of the changes recommended by ARF to the Shelter, including those that the Shelter has already implemented. R2. The Council should consider staggering the Shelter’s hours of operation to include evening hours one day per week to permit those with daytime commitments the opportunity to visit the Shelter. R3. If no qualified Antioch Shelter volunteer is available for this position, the Council should consider identifying funds to create a new position for a Volunteer/Rescue Coordinator. R4. The Council should consider directing the Shelter to develop and implement strategies to enlist more volunteers. R5. The Council should consider directing the Shelter to establish written policies and procedures consistent with those used by ARF regarding animal care. R6. The Council should consider authorizing the Shelter to hire an experienced full- time Director of Animal Services and identify the funds to do so. R7. The Council should consider requiring all permanent staff be fully trained on Chameleon software as soon as reasonably possible. R8. The Shelter should consider posting photos of all animals on its website within 24 hours of intake. R9. The County Board of Supervisors should consider funding a study to examine the feasibility of establishing a County animal shelter in east County. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1038 Contra Costa County 2016-2017 Grand Jury Report 1708 Page 7 Grand Jury Reports are posted at http://www.cc-courts.org/grandjury R10. The County Board of Supervisors and the Antioch City Council should consider negotiating an MOU whereby the Shelter agrees to accept all animals. Those that are identified as non-city of Antioch animals should be regularly picked up and transported to a County Shelter by County Animal Control Officers. R11. The Council should consider directing the Shelter to collaborate with all accredited rescue groups to maximize rescues and adoptions. R12. The Council should consider authorizing the selection of an independent community-based animal advisory group to routinely visit the Shelter to monitor animal welfare and Shelter conditions. REQUIRED RESPONSES Findings Recommendations Contra Costa County Board of Supervisors F10 to F12 R9 and R10 Antioch City Council F1 to F13 R1 to R8 and R10 to R12 These responses must be provided in the format and by the date set forth in the cover letter that accompanies this report. An electronic copy of these responses in the form of a Word document should be sent by e-mail to ctadmin@contracosta.courts.ca.gov and a hard (paper) copy should be sent to: Civil Grand Jury – Foreperson 725 Court Street P.O. Box 431 Martinez, CA 94553-0091 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1039 RECOMMENDATION(S): 1. APPROVE response to Civil Grand Jury Report No. 1706, "Funding the East Contra Costa Fire Protection District", and 2. DIRECT the Clerk of the Board to forward the response to the Superior Court immediately following Board action. FISCAL IMPACT: No fiscal impact. This is an informational report. BACKGROUND: On June 6, 2017 the 2016/17 Civil Grand Jury filed the above-referenced report regarding funding of the East Contra Costa Fire Protection District. The Report was referred to the County Administrator by the Board of Supervisors on June 20, 2017 for response. The County Administrator has prepared a response for consideration by the Board of Supervisors, which clearly specifies: Whether a finding or recommendation is accepted or will be implemented; APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Timothy Ewell, (925) 335-1036 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 64 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:RESPONSE TO CIVIL GRAND JURY REPORT NO. 1706, "Funding the East Contra Costa Fire Protection District" August 15, 2017 Contra Costa County Board of Supervisors Minutes 1040 BACKGROUND: (CONT'D) If a recommendation is accepted, a statement as to who will be responsible for implementation and by what definite target date; A delineation of the constraints if a recommendation is accepted but cannot be implemented within a six-month period; and The reason for not accepting or adopting a finding or recommendation. CONSEQUENCE OF NEGATIVE ACTION: In order to comply with statutory requirements, the Board of Supervisors must provide a response to the Superior Court within ninety days of submission of the report. ATTACHMENTS Grand Jury Report No. 1706 "Funding of the East Contra Costa Fire Protection District" Response to Grand Jury Report No. 1706 "Funding of the East Contra Costa Fire Protection District" August 15, 2017 Contra Costa County Board of Supervisors Minutes 1041 August 15, 2017Contra Costa County Board of Supervisors Minutes1042 August 15, 2017Contra Costa County Board of Supervisors Minutes1043 August 15, 2017Contra Costa County Board of Supervisors Minutes1044 August 15, 2017Contra Costa County Board of Supervisors Minutes1045 August 15, 2017Contra Costa County Board of Supervisors Minutes1046 August 15, 2017Contra Costa County Board of Supervisors Minutes1047 August 15, 2017Contra Costa County Board of Supervisors Minutes1048 August 15, 2017Contra Costa County Board of Supervisors Minutes1049 August 15, 2017Contra Costa County Board of Supervisors Minutes1050 August 15, 2017Contra Costa County Board of Supervisors Minutes1051 August 15, 2017Contra Costa County Board of Supervisors Minutes1052 August 15, 2017Contra Costa County Board of Supervisors Minutes1053 August 15, 2017Contra Costa County Board of Supervisors Minutes1054 August 15, 2017Contra Costa County Board of Supervisors Minutes1055 Page 1 of 2 CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1706 "Funding the East Contra Costa Fire Protection District” BOARD OF SUPERVISORS’ RESPONSE FINDINGS – California Penal Code Section 933.5(a) requires a response to the designated findings of the Grand Jury. 11. The County does not always require that developers of residential and commercial properties establish Community Facility Districts. Response: Agree. RECOMMENDATIONS - California Penal Code Section 933.05(b) requires a response to the designated recommendations of the Grand Jury. 7. The County should consider adopting a policy to collect impact fees from all developers of residential and commercial properties to fund capital improvements that will be needed to open future stations. Response: The recommendation will not be implemented because it is not warranted. The ECCFPD continues to have financial difficulties, which prevent staffing current stations within the District. Imposing a policy requiring developers to contribute fees for the construction of additional stations does not seem reasonable at this time. The County has imposed impact fees on developers specifically for the construction of ECCFPD fire stations in the past and would revisit such a policy in the future should District revenues support the ongoing staffing costs of new stations. 9. The County should consider adopting a policy to enter into agreements with all developers to establish Community Facility Districts to provide operating revenue to ECCFPD. Response: The recommendation will not be implemented because it is not warranted. The ECCFPD is a governmental entity that has the power to levy taxes and assessments as needed, subject to a vote of the People. The District may, by resolution, establish Service Zones pursuant to Health and Safety Code § 13950 to, inter alia, “…raise additional revenues within specific areas of the District.” The Service Zones are administered by the District Board of Directors, who are responsible for setting service levels throughout the District. This model would be more appropriate than developing Community Facility Districts administered by the County, which does not have the responsibility of setting service levels August 15, 2017 Contra Costa County Board of Supervisors Minutes 1056 Page 2 of 2 within the District, and is contemplated as part of the Fire Protection District Law of 1987 (commencing with Health and Safety Code § 13800). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1057 RECOMMENDATION(S): A. FIND that the proposed Grant Deed of Development Rights between the Marin Family Trust, and Contra Costa County, a copy of which is attached hereto ("Grant Deed"), is categorically exempt from the requirements of the California Environmental Quality Act (Class 25 - Transfers of Ownership of Interest in Land to Preserve Existing Natural Conditions). B. APPROVE and AUTHORIZE the Board Chair to execute the Grant Deed. FISCAL IMPACT: None to General Fund. All costs are absorbed by applicant. BACKGROUND: On November 5, 2012, the Contra Costa County Zoning Administrator conditionally approved a Minor Subdivision #MS12-0007, which was an application by the Marin Family Trust for a vesting tentative map to subdivide a 4.37-acre parcel located at 296 La Casa Via, in the unincorporated area of Walnut Creek, into three parcels. The 4.37-acre parcel is located within an area subject to the Shell Ridge Specific Plan which was adopted by the Board of Supervisors on April 26, 1977 (Resolution No. 77/341). The Specific Plan requires the maintenance of a natural preserve on the sides and top of Shell Ridge ("Preserve") and prohibits the placement within the Preserve of structures that would require the issuance of a building permit or other entitlement. The southern portion of Parcel APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Susan Johnson, (925) 674-7868 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 65 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:Acceptance of Grant Deed of Development Rights for Minor Subdivision #MS12-0007 in the La Casa Via area of Walnut Creek. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1058 BACKGROUND: (CONT'D) 'C' of MS12-0007 is located within the Preserve. In conformance with the Specific Plan, Condition of Approval #11 of MS12-0007 requires the designation of a restricted development area in the southern portion of Parcel 'C', for the area at or above the 300 foot elevation contour. The attached grant deed of development rights will convey development rights to the County over a portion of Parcel 'C' of Minor Subdivision #MS12-0007 in accordance with the conditions of the Shell Ridge Specific Plan and as required with condition of approval #11 of County File #MS12-0007. CONSEQUENCE OF NEGATIVE ACTION: If the Board does not accept the Grant Deed, the development rights over the identified area will not be conveyed to the County, the hillside area will not receive the protections that would have been afforded by the Grant Deed and the proponent of MS12-0007 will not be able to proceed with their subdivision. ATTACHMENTS Grant Deed of Development Rights August 15, 2017 Contra Costa County Board of Supervisors Minutes 1059 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1060 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1061 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1062 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1063 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1064 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1065 RECOMMENDATION(S): (1) APPROVE the Morrow House Rehabilitation Project at 1236 Escobar Street, Martinez, [Project No. 250-1703 [DCD-CP#17-26] (District 5); and (2) DETERMINE the Project is a California Environmental Quality Act (CEQA), Class 15301(d) Categorical Exemption, pursuant to Article 19, Section 15300 of the CEQA Guidelines, and (3) DIRECT the Director of Department of Conservation and Development to file a Notice of Exemption with the County Clerk, and (4) AUTHORIZE the Public Works Director or designee to arrange for payment of a $25 fee to the Department of Conservation and Development for processing, and a $50 fee to the County Clerk for filing the Notice of Exemption. FISCAL IMPACT: The estimated construction cost is $400,000 (100% General Fund). BACKGROUND: The Morrow House, located at 1236 Escobar Street in downtown Martinez, is an unoccupied County-owned building that has previously APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Ramesh Kanzaria, (925) 313-2000 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 66 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:APPROVE the Morrow House Rehabilitation Project and Related CEQA Actions (WH140F) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1066 BACKGROUND: (CONT'D) been used as office space and is in need of repair and maintenance. The County proposes to rehabilitate the house for temporary County office use during the construction of the new County Administration building and other County uses. The house was constructed in 1918 and therefore, in order to protect its potential historic integrity, the rehabilitation will not result in major changes to the building. Rehabilitation includes in-kind replacement or repair to the roof, downspouts and gutters, paint, finishes, and renovations to the mechanical, electrical, and plumbing systems. A hazardous materials assessment has been conducted and abatement will occur prior to the improvements for worker health and safety and to identify proper disposal methods. On April 18, 2017, the Board of Supervisors awarded a job order contract (JOC) for repair, remodeling, and other repetitive work to be performed pursuant to the Construction Task Catalog to each of Federal Solutions Group, Aztec Consultants, Mark Scott Construction, Inc., and S.C. Anderson Group International Inc., each in the amount of $2,500,000. This project is expected to be performed by one of the four JOC contractors. A task order catalogue has been prepared for the JOC Contractor to complete this Project. In the event that the Project is not performed by a JOC contractor, the Public Works Department will return to the Board for approval of plans and specifications and authorization to advertise and solicit bids. CONSEQUENCE OF NEGATIVE ACTION: If the CEQA is not approved, the County will have to find another location to set-up office space to be used during the construction of the new County Administration Building. ATTACHMENTS CEQA August 15, 2017 Contra Costa County Board of Supervisors Minutes 1067 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1068 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1069 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1070 \\PW-DATA\grpdata\engsvc\ENVIRO\Capital Projects-Facilities\Morrow House Rehabilitation (250-1703, WH140EF)\CEQA\To DCD July 31, 2017\Final to DCD_7-31-17_NOE.doc Form Revised: Feb. 27, 2017 CALIFORNIA ENVIRONMENTAL QUALITY ACT Notice of Exemption To: Office of Planning and Research From: Contra Costa County P.O. Box 3044, Room 113 Dept. of Conservation & Development Sacramento, CA 95812-3044 30 Muir Road Martinez, CA 94553 County Clerk County of: Contra Costa Project Title: Morrow House Rehabilitation Project. No.: 250-1703, WH140E/F CP# 17-26 Project Applicant: Contra Costa County Public Works Department Project Location – Specific: 1236 Escobar Avenue Project Location: Martinez Project Location – County: North-central Contra Costa Description of Nature, Purpose and Beneficiaries of Project: The Morrow House is an unoccupied County-owned building that has previously been used as office space and is in need of repair and maintenance. The County proposes to rehabilitate the house for temporary County office use during construction of the new County Administration building and other County uses. The house was constructed in 1918 and therefore, in order to protect its potential historic integrity, the rehabilitation will not result in major changes to the building. Rehabilitation includes in-kind replacement or repair to the roof, downspouts and gutters, paint, finishes, and renovations to the mechanical, electrical, and plumbing systems. A hazardous materials assessment will be conducted prior to the improvements for worker health and safety and to identify proper disposal methods. General Plan Conformance is necessary from the City of Martinez. Name of Public Agency Approving Project: Contra Costa County Name of Person or Agency Carrying Out Project: Contra Costa County Public Works Department Exempt Status: Ministerial Project (Sec. 21080(b) (1); 15268; Categorical Exemption: 15301(d) (Class 1) Declared Emergency (Sec. 21080(b)(3); 15269(a)); Other Statutory Exemption, Code No.: Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); General Rule of Applicability [Article 5, Section 15061 (b)(3)] Reasons why project is exempt: The project will not have a significant effect on the environment. The recommendation is based on the following: The project consists of the rehabilitation of deteriorated structures, facilities, and mechanical equipment to meet current standards of public health and safety pursuant to section 15301(d) of the CEQA guidelines. Lead Agency Contact Person: Claudia Gemberling, Public Works Department Area Code/Telephone/Extension: (925) 313-2192 If filed by applicant: 1. Attach certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: Date: Title: _________________________ Signed by Lead Agency Signed by Applicant AFFIDAVIT OF FILING AND POSTING I declare that on I received and posted this notice as required by Californ ia Public Resources Code Section 21152(c). Said notice will remain posted for 30 days from the filing date. Signature Title Applicant: Department of Fish and Game Fees Due Public Works Department EIR - $3,078.25 Total Due: $75.00 255 Glacier Drive Neg. Dec. - $2,216.25 Total Paid $ Martinez, CA 94553 DeMinimis Findings - $0 Attn: C. Gemberling County Clerk - $50 Receipt #: Environmental Services Division Conservation & Development - $25 Phone: (925) 313-2192 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1071 RECOMMENDATION(S): (1) APPROVE the 40 Muir Road, 2nd Floor, Martinez, Remodel Project [Project No. 250-1512 [DCD-CP#15-29] (District 5); and (2) DETERMINE the Project is a California Environmental Quality Act (CEQA), Class 1(a) Categorical Exemption, pursuant to Article 19, Section 15301 of the CEQA Guidelines, and (3) DIRECT the Director of Department of Conservation and Development to file a Notice of Exemption with the County Clerk, and (4) AUTHORIZE the Public Works Director, or designee, to arrange for payment of a $25 fee to the Department of Conservation and Development for processing, and a $50 fee to the County Clerk for filing the Notice of Exemption. FISCAL IMPACT: The estimated construction cost is $1,000,000 (100% General Fund). BACKGROUND: In its current state, the second floor of 40 Muir cannot be occupied or utilized by County departments. This project includes design and construction to complete APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Ramesh Kanzaria, (925) 313-2000 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 67 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:August 15, 2017 Contra Costa County Subject:APPROVE the 40 Muir Road, 2nd Floor, Martinez, Remodel Project and Related CEQA Actions (WH146B) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1072 BACKGROUND: (CONT'D) the space so it can be fully utilized as office space. Major components to finish the space include: new partitions, suspended ceilings, doors, flooring, painting, plumbing, HVAC, electrical, tele/data communications, etc. On April 18, 2017, the Board of Supervisors awarded a job order contract (JOC) for repair, remodeling, and other repetitive work to be performed pursuant to the Construction Task Catalog to each of Federal Solutions Group, Aztec Consultants, Mark Scott Construction, Inc., and S.C. Anderson Group International Inc., each in the amount of $2,500,000. This project is expected to be performed by one of the four JOC contractors. A task order catalogue has been prepared for the JOC Contractor to complete this Project. In the event that the Project is not performed by a JOC contractor, the Public Works Department will return to the Board for approval of plans and specifications and authorization to advertise and solicit bids. CONSEQUENCE OF NEGATIVE ACTION: If the CEQA is not approved, the space will cannot be utilized by County departments. ATTACHMENTS CEQA Documents August 15, 2017 Contra Costa County Board of Supervisors Minutes 1073 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1074 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1075 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1076 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1077 \\PW-DATA\grpdata\engsvc\ENVIRO\Capital Projects-Facilities\40 Muir Rd.-2nd Floor Remodel (W00861)\NOE (2017 fees).doc Form Revised: December 2014 CALIFORNIA ENVIRONMENTAL QUALITY ACT Notice of Exemption To: Office of Planning and Research From: Contra Costa County P.O. Box 3044, Room 113 Dept. of Conservation & Development Sacramento, CA 95812-3044 30 Muir Road Martinez, CA 94553 County Clerk County of: Contra Costa Project Title: 40 Muir Road – 2nd Floor Remodel (250-1512) / CP#15-29 Project Applicant: Contra Costa County Public Works Department Project Location – Specific: 40 Muir Road, Martinez, California Project Location: Martinez, California Project Location – County: Contra Costa Description of Nature, Purpose and Beneficiaries of Project: The purpose of this project is to remodel the interior of the 2nd floor at 40 Muir Road (APN#162-493-010), Martinez, CA, to accommodate the relocation of approximately sixty-five (65) Health Services Department staff members. The Project consists of creating additional interior office and storage space by remodeling approximately 10,000 square feet of the 2nd floor office space, which includes demolishing and replacing interior walls, wall boards, ceilings, flooring, lighting, mechanical and electrical circuits/outlets. Name of Public Agency Approving Project: Contra Costa County Name of Person or Agency Carrying Out Project: Contra Costa County Public Works Department Exempt Status: Ministerial Project (Sec. 21080(b) (1); 15268; Categorical Exemption: Class 1(a) Declared Emergency (Sec. 21080(b)(3); 15269(a)); Other Statutory Exemption, Code No.: Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); General Rule of Applicability [Article 5, Section 15061 (b)(3)] Reasons why project is exempt: The project consists of the minor alteration of existing public structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination, pursuant to section 15301(a) of the CEQA guidelines; (a) Interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances. Lead Agency Contact Person: Trina R. Torres - Public Works Dept. Area Code/Telephone/Extension: (925) 313-2176 If filed by applicant: 1. Attach certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: Date: Title: _________________________ Signed by Lead Agency Signed by Applicant AFFIDAVIT OF FILING AND POSTING I declare that on I received and posted this notice as required by California Public Resources Code Section 21152(c). Said notice will remain posted for 30 days from the filing date. Signature Title Applicant: Department of Fish and Game Fees Due Public Works Department EIR - $3,078.25 Total Due: $ 75.00 255 Glacier Drive Neg. Dec. - $2,216.25 Total Paid $ Martinez, CA 94553 DeMinimis Findings - $0 Attn: Trina R. Torres County Clerk - $50 Receipt #: Environmental Services Division Conservation & Development - $25 Phone: (925) 313-2176 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1078 RECOMMENDATION(S): Approve and authorize the Auditor-Controller, or designee, to pay an amount not to exceed $60,000 to Per Diem Staffing Systems, Inc. for respiratory therapists, nursing and other medical staffing services rendered to Contra Costa Regional Medical Center and Health Centers (CCRMC), for the period June 1, 2017 through June 30, 2017. FISCAL IMPACT: This contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On June 7, 2016 the Board of Supervisors approved Contract #26-306-26 with Per Diem Staffing Systems, Inc., for the provision of respiratory therapists, nursing and other medical staffing services for the period from July 1, 2016 through June 30, 2017. At the time of negotiations, the payment limit was based on target levels of utilization. However, the utilization during the term of the agreement was higher than originally anticipated. The Contractor is entitled to payment for the reasonable value of its services under the equitable relief theory of quantum meruit. That theory provides that where a contractor has been asked to provide services without a valid contract, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Anna Roth, 925-370-5201 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: K Cyr, M Wilhelm C. 68 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Payment for services provided by Per Diem Staffing Systems, Inc. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1079 BACKGROUND: (CONT'D) and the contractor does so to the benefit of the County, the Contractor is entitled to recover the reasonable value of those services. Per Diem Staffing Systems, Inc. provided services at the request of the County after the original contract payment limit had been reached. The Department is requesting the amount due the Contractor be paid in an amount not to exceed $60,000 for services rendered from June 1, 2017 through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this payment is not approved through June 30, 2017, the Contractor will not be paid for services provided in good faith. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1080 RECOMMENDATION(S): Approve clarification of board action of July 11, 2017 (C.162), with Anthem Blue Cross, a corporation, to correct the name of the Contractor to read Blue Cross of California Partnership Plan, Inc. (dba Anthem Health Plan), a corporation, with no change in the non-financial agreement and no change in the term of July 1, 2017 through June 30, 2018. FISCAL IMPACT: This is a non-financial agreement BACKGROUND: On July 11, 2017, the Board of Supervisors approved Contract #72-105 with Anthem Blue Cross for the provision of shared patient referrals with the Black Infant Health program for outreach to County residents through June 30, 2018. The purpose of this Board Order is to correct the name of the Contractor to read Blue Cross of California Partnership Plan, Inc. (dba Anthem Health Plan) which is the legal name. CONSEQUENCE OF NEGATIVE ACTION: If this correction is not approved, Contractor’s name will remain incorrect. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Dan Peddycord, 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D Morgan, M Wilhelm C. 69 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Approve Clarification of July 11, 2017, Board Order Item #C.162 with Anthem Blue Cross August 15, 2017 Contra Costa County Board of Supervisors Minutes 1081 RECOMMENDATION(S): Approve clarification of Board action of March 28, 2017 (C.36), which authorized the Health Services Director to execute a contract with West Contra Costa Unified School District, a government agency, for school-based mobile clinic services to children in West Contra Costa Unified School District, to correc the payment limit to an amount not to exceed $70,000 and the contract term to July 1, 2017 through June 30, 2018. FISCAL IMPACT: Approval of this Interagency Agreement will result in a total payment to the County not to exceed $70,000. No County match required BACKGROUND: On March 17, 2017, the Board of Supervisors approved Contract #28-343-2 with West Contra Costa Unified School District, for the provision of school-based mobile clinic services to children within the West Contra Costa Unified School District (“District”), through August 31, 2020, including County’s agreement to indemnify the District. The purpose of this Board Order is to correct the Payment Limit from $539,005 to $70,000, and to change the term from December 19, 2016 through August 31, 2020 to July 1, 2017 through June 30, 2018 to reflect the intent of the Department and Contractor. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Dan Peddycord 925-313-6712 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D Morgan, M Wilhelm C. 70 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Approve Clarification of March 28, 2017 Board Order Item #C.36 with West Contra Costa Unified School District August 15, 2017 Contra Costa County Board of Supervisors Minutes 1082 CONSEQUENCE OF NEGATIVE ACTION: If this correction is not approved, Agency will not pay County for West Contra Costa County low-income and disadvantaged school children to receive preventive health screenings, well-child examinations, and primary health care services from County’s mobile clinics. CHILDREN'S IMPACT STATEMENT: This program supports the following Board of Supervisors’ community outcomes: “Children Ready For and Succeeding in School” and “Communities that are Safe and Provide a High Quality of Life for Children and Families”. Expected program outcomes include an increase in the number of healthy children within the District. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1083 RECOMMENDATION(S): APPROVE clarification of Board Action of June 21, 2016 (Item C.137) which authorized the Health Services Director to execute Software License and Services Agreement #23-523-2 with API Healthcare Corporation, in an amount not to exceed $487,500, for implementation, licensing and hosting of Contractor’s Patient Classification and Staffing and Scheduling software, for the term of June 30, 2016 through June 29, 2019 to correct the payment limit from $487,500 to $691,008. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On June 21, 2016, the Board of Supervisors approved Software License and Services Agreement #23-523-2 with API Healthcare Corporation, for consultation and technical services to configure, and implement, i) its Patient Classification software that will reside on the County Health Service Department servers and (ii) its Staffing and Scheduling software, which vendor will host along with the related data, through June 29, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: David Runt, 925-335-8700 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Tasha Scott, Marcy Wilhelm C. 71 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Approve Clarification of June 21, 2016 Board Order Item #C.137 with API Healthcare Corporation August 15, 2017 Contra Costa County Board of Supervisors Minutes 1084 BACKGROUND: (CONT'D) Due to an oversight the Payment Limit specified on the Board Order did not match the Software License and Services Agreement. The purpose of this Board Order is to correct the Payment Limit from $487,500 to $691,008, to reflect the intent of the Department and Contractor. CONSEQUENCE OF NEGATIVE ACTION: If this correction is not approved, the Board Order will not match the agreement signed by the Contactor and County and services would not be able to be provided through the term of the Agreement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1085 RECOMMENDATION(S): ADOPT Resolution No. 2017/302 approving Brentwood Agricultural Land Trust's (BALT) agricultural conservation easement application with the Sustainable Agricultural Lands Conservation (SALC) Program for a 520.7-acre portion of the Cecchini property located at 17000 State Route 4 in the Discovery Bay area (portion of APN 004-500-004), as recommended by Supervisor Diane Burgis. FISCAL IMPACT: None. BACKGROUND: The SALC Program is a component of the California Strategic Growth Council's Affordable Housing and Sustainable Communities (AHSC) Program. The AHSC Program aims “to reduce greenhouse gas emissions through projects that implement land use, housing, transportation, and agricultural land preservation practices to support infill and compact development…” The SALC Program complements investments made in urban areas with the purchase of agricultural conservation easements, development of agricultural land strategy plans, and other mechanisms that result in greenhouse gas reductions and a more resilient agricultural sector. The SALC Program invests in agricultural land conservation with revenue from the California Climate Investments Fund. BALT seeks to acquire an agricultural conservation easement on a 520.7-acre portion of the 1,122-acre property owned by the Cecchini family located at 17000 State Route 4 (see Attachment A). The California Department of Conservation has APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Alicia Nuchols, 925-252-4500 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 72 To:Board of Supervisors From:Diane Burgis, District III Supervisor Date:August 15, 2017 Contra Costa County Subject:BALT Cecchini Conservation Easement Resolution August 15, 2017 Contra Costa County Board of Supervisors Minutes 1086 BACKGROUND: (CONT'D) approved BALT’s application for grant funding to acquire the easement. However, per State requirements, before the funding is made available the County must certify that the proposed easement meets the eligibility criteria set forth in Public Resources Code Section 10251 and the easement proposal has been approved by the governing body, i.e., the Board of Supervisors. The Department of Conservation's Farmland Mapping and Monitoring Program has designated the Cecchini property as Prime Farmland and Farmland of Statewide Importance. As the property is located inside the County's Urban Limit Line, it could potentially be converted to urban uses. In 2006 an application was submitted for a General Plan amendment to convert the property to a master planned community of up to 6,000 residential units along with commercial/light industrial, public/civic, and recreational uses. The application was withdrawn in 2010, but the possibility of a future effort to convert the property remains. The easement proposal meets the eligibility requirements set forth in Public Resources Code Section 10251, to wit: a) The Cecchini property is expected to continue to be used for, and is large enough to sustain, commercial agricultural production. The land is also in an area that possesses the necessary market, infrastructure, and agricultural support services, and the surrounding parcel sizes and land uses will support long-term commercial agricultural production. b) The Contra Costa County General Plan demonstrates a long-term commitment to agricultural land conservation. This commitment is reflected in the goals, policies, and implementation measures of the General Plan, as they relate to the area of Contra Costa County where the easement acquisition is proposed. c) The land proposed for protection is located inside the County's Urban Limit Line and thus, without conservation, it is likely to be converted to nonagricultural use in the foreseeable future. CONSEQUENCE OF NEGATIVE ACTION: BALT would not be able to receive funding for the agricultural conservation easement. ATTACHMENTS Resolution No. 2017/302 Attachment A - Map of Conservation Easement Area August 15, 2017 Contra Costa County Board of Supervisors Minutes 1087 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2017/302 IN THE MATTER OF APPROVING THE BRENTWOOD AGRICULTURAL LAND TRUST’S EASEMENT PROPOSAL TO THE CALIFORNIA DEPARTMENT OF CONSERVATION'S SUSTAINABLE AGRICULTURAL LANDS CONSERVATION PROGRAM FOR A PORTION OF THE PROPERTY LOCATED AT 17000 STATE ROUTE 4. WHEREAS, the Legislature has established the Sustainable Agricultural Lands Conservation Program within the Department of Conservation, and through a grant program is providing assistance to conserve important agricultural land resources that are subject to conversion pressures; and WHEREAS, the Brentwood Agricultural Land Trust intends to acquire an agricultural conservation easement on a 520.7-acre portion of the property owned by Robert and Barbara Cecchini located at 17000 State Route 4 between Discovery Bay and Old River (portion of APN 004-500-004); and WHEREAS, the Brentwood Agricultural Land Trust applied to the Sustainable Agricultural Lands Conservation Program for funding to acquire the agricultural conservation easement on the Cecchini property and the application has been approved; and WHEREAS, the California Department of Conservation has designated the Cecchini property as Prime Farmland and Farmland of Statewide Importance and the purpose of the agricultural conservation easement is to conserve priority agricultural land resources; and WHEREAS, the Contra Costa County Board of Supervisors approves the easement proposal and certifies that the easement proposal meets the eligibility criteria set forth in Public Resources Code Section 10251, to wit: (a) The Cecchini property is expected to continue to be used for, and is large enough to sustain, commercial agricultural production. The land is also in an area that possesses the necessary market, infrastructure, and agricultural support services, and the surrounding parcel sizes and land uses will support long-term commercial agricultural production. (b) The Contra Costa County General Plan demonstrates a long-term commitment to agricultural land conservation. This commitment is reflected in the goals, policies, and implementation measures of the plan, as they relate to the area of Contra Costa County where the easement acquisition is proposed. (c) The land proposed for conservation is located inside the County's Urban Limit Line. Without conservation, the land proposed for protection is likely to be converted to nonagricultural use in the foreseeable future. NOW, THEREFORE, be it resolved that the Board of Supervisors, as the governing body of Contra Costa County, hereby approves the filing of Brentwood Agricultural Land Trust’s application for funding from the Sustainable Agricultural Land Conservation Program Contact: Alicia Nuchols, 925-252-4500 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1088 ATTACHMENT A August 15, 2017 Contra Costa County Board of Supervisors Minutes 1089 RECOMMENDATION(S): Approve clarification of Board action of June 20, 2017 (C.106), which authorized the Health Services Director, or designee, to execute a novation contract with the City of Hercules, a government agency, for the provision of congregate meal services for County’s Senior Nutrition Program for the period from July 1, 2017 through June 30, 2018, to clarify the contract contains modified indemnification language. FISCAL IMPACT: Agency will pay County the voluntary contributions it receives from participating seniors, after it has paid its authorized expenses. No County funds are required. BACKGROUND: On June 20, 2017, the Board of Supervisors approved Novation Contract #28-705-15 with the City of Hercules for the period from July 1, 2017 through June 30, 2018, which included a three-month automatic extension through September 30, 2018, for the provision of congregate meal services for County’s Senior Nutrition Program. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: ANNA ROTH, 925-370-5101 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: D Morgan, M Wilhelm C. 73 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Correct June 20, 2017 Board Order Item #C.106 with the City of Hercules August 15, 2017 Contra Costa County Board of Supervisors Minutes 1090 BACKGROUND: (CONT'D) The purpose of this Board Order is to clarify to the Board that the novation contract includes mutual indemnification, which was not noted in the board order of June 20, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this correction is not approved, County will not receive voluntary contributions of participants from County’s Senior Nutrition Program. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1091 RECOMMENDATION(S): APPROVE clarification of Board action of July 18, 2017 (C.124), which adopted Resolution No. 2017/261 and confirmed the Final Report for CSA EM-1 (Measure H) assessments in the amount of $4,854,374.50, to correct the total assessment amount to $4,862,648.42, to be collected with the Fiscal Year 2017-2018 property taxes. FISCAL IMPACT: No general fund Impact. BACKGROUND: On May 23, 2017 the Board held a public hearing on the Tentative Report for CSA EM-1 and adopted Resolution No. 2017/176 declaring the Board's intent to levy assessments set forth in that report. Pursuant to Ordinance Code Section 1012-2.612, the attached Final Report for CSA EM-1 updates the Tentative Report based solely upon changes in ownership, changes of address, subdivision of existing parcels, and changes in the class of use of parcels. On July 18, 2017, the Board of Supervisors approved CSA EM-1 Final Report (Measure H) in the amount of $4,854,374.50 to be collected with Fiscal Year 2017-2018 property taxes. The purpose APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Patricia Frost, 925-646-4690 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: L Walker , M Wilhelm C. 74 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:August 15, 2017 Contra Costa County Subject:Correct July 18, 2017 Board Order Item #C.124 with CSA EM-1 Final Report (Measure H) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1092 BACKGROUND: (CONT'D) of this Board Order is to correct the assessment amount for Fiscal year 2017-2018 from $4,854,374.50 to $4,862,648.42 to reflect the intent of the Department. CONSEQUENCE OF NEGATIVE ACTION: If this correction is not approved, EM-1 assessments may not be included in the property tax bills. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1093 RECOMMENDATION(S): ADOPT Resolution No. 2017/418 approving the issuance of Multifamily Housing Revenue Bonds (the "Bonds") by the California Municipal Finance Authority (CMFA) in an amount not to exceed $14,400,000 for the benefit of Resources for Community Development (RCD), a California nonprofit corporation and an organization described in Section 501(c)(3) of the Internal Revenue Code of 1986 (the "Code"), or a subsidiary or affiliate thereof (the “Borrower”), to provide for the financing of the acquisition, rehabilitation, improvement and equipping of two separate affordable multifamily rental housing facilities located within the County of Contra Costa, including a 29-unit rental facility providing supportive housing for homeless households at 10203 San Pablo Avenue, in the cities of El Cerrito and Richmond, California, and a 22-unit rental facility for families at 2555 Church Lane, in the City of San Pablo, California (the "Project"). Such adoption is solely for the purposes of satisfying the requirements of the Tax Equity and Fiscal Responsibility Act of 1982 (TEFRA), the Code and the California Government Code Section 6500 (and following). FISCAL IMPACT: No impact to the General Fund. The County will be reimbursed for any costs incurred in the process of conducting the TEFRA Hearing. The CMFA will issue tax-exempt revenue bonds on behalf of RCD. Repayment of the bonds is solely the responsibility of RCD. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Kristen Lackey (925) 674-7888 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 75 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:Multifamily Housing Revenue Bonds - Scattered Site (El Cerrito, Richmond and San Pablo) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1094 BACKGROUND: Resources for Community Development (RCD), requested the County to conduct a Tax Equity and Fiscal Equity Responsibility Act of 1982 (TEFRA) hearing for the California Municipal Finance Authority (CMFA) issuance of Multifamily Housing Revenue Bonds in an amount not to exceed $14,400,000 to be used to finance the acquisition, rehabilitation, improvement and equipping of two separate affordable multifamily rental housing facilities located within the County of Contra Costa, including a 29-unit rental facility providing supportive housing for homeless households at 10203 San Pablo Avenue, in the cities of El Cerrito and Richmond, California, and a 22-unit rental facility for families at 2555 Church Lane, in the city of San Pablo, California (the "Project"). The facilities are to be owned and operated by San Pablo Preservation, L.P., or another limited partnership to be formed by RCD. A TEFRA hearing must be held by an elected body of the governmental entity having jurisdiction over the area where the project is located in order for all or a portion of the Bonds to qualify as tax-exempt bonds for the financing of the Project. The County is a member of the CMFA and qualifies as an elected body of the governmental entity having jurisdiction over the area where the project is located. The main purpose of the proposed Resolution is to acknowledge that a public hearing was held by the County's Community Development Bond Program Manager on July 31, 2017, where members of the community were given an opportunity to speak in favor of or against the use of tax-exempt bonds for the financing of the Project. No public comments were received. A notice of the hearing was published in the Contra Costa Times (proof of publication attached) on July 14, 2017. The County’s only role in this transaction was to hold the TEFRA hearing. Additional actions related to the bond issuance will be the responsibility of CMFA. CONSEQUENCE OF NEGATIVE ACTION: Negative action would prevent CMFA from providing tax-exempt financing for RCD's Project in El Cerrito, Richmond, and San Pablo. ATTACHMENTS Resolution No. 2100/418 TEFRA Notice Proof TEFRA Transcript Church Idaho August 15, 2017 Contra Costa County Board of Supervisors Minutes 1095 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 08/15/2017 by the following vote: AYE: NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2100/418 IN THE MATTER OF APPROVING THE ISSUANCE OF REVENUE BONDS BY THE CALIFORNIA MUNICIPAL FINANCE AUTHORITY IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $14,400,000 TO FINANCE TWO AFFORDABLE MULTIFAMILY RENTAL HOUSING FACILITIES FOR THE BENEFIT OF SAN PABLO PRESERVATION, L.P., OR ANOTHER LIMITED PARTNERSHIP TO BE FORMED BY RESOURCES FOR COMMUNITY DEVELOPMENT (OR AN AFFILIATE), AND CERTAIN OTHER MATTERS RELATING THERETO WHEREAS, on behalf of San Pablo Preservation, L.P., a California limited partnership, or another limited partnership (the “Borrower”) to be formed by Resources for Community Development (“RCD”)(or an affiliate), RCD has requested that the California Municipal Finance Authority (the “Authority”) issue one or more series of revenue bonds in an aggregate principal amount not to exceed $14,400,000 (the “Bonds”) for the acquisition, rehabilitation, improvement and equipping of two separate affordable multifamily rental housing facilities (collectively, the “Project”) to be owned and operated by the Borrower and located within the County of Contra Costa (the “County”), including a 29-unit rental facility providing supportive housing for homeless households at 10203 San Pablo Avenue, in the cities of El Cerrito and Richmond, California and a 22-unit rental facility for families at 2555 Church Lane, in the city of San Pablo, California; and WHEREAS, pursuant to Section 147(f) of the Internal Revenue Code of 1986 (the “Code”), the issuance of the Bonds by the Authority must be approved by the County because the Project is located within the territorial limits of the County; and WHEREAS, the Board of Supervisors of the County (the “Board of Supervisors”) is the elected legislative body of the County and is one of the “applicable elected representatives” required to approve the issuance of the Bonds under Section 147(f) of the Code; and WHEREAS, the Authority has requested that the Board of Supervisors approve the issuance of the Bonds by the Authority in order to satisfy the public approval requirement of Section 147(f) of the Code and the requirements of Section 4 of the Joint Exercise of Powers Agreement Relating to the California Municipal Finance Authority, dated as of January 1, 2004 (the “Agreement”), among certain local agencies, including the County; and WHEREAS, pursuant to Section 147(f) of the Code, the Board of Supervisors has, following notice duly given, held a public hearing regarding the issuance of the Bonds, and now desires to approve the issuance of the Bonds by the Authority; NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors as follows: Section 1. The foregoing recitals are true and correct. Section 2. The Board of Supervisors hereby approves the issuance of the Bonds by the Authority. It is the purpose and intent of the Board of Supervisors that this resolution constitute approval of the issuance of the Bonds by the Authority, for the purposes of (a) Section 147(f) of the Code by the applicable elected representative of the governmental unit having jurisdiction over the area in which the Project is located, in accordance with said Section 147(f) and (b) Section 4 of the Agreement. Section 3. The issuance of the Bonds shall be subject to the approval of the Authority of all financing documents relating thereto to which the Authority is a party. The Board of Supervisors shall have no responsibility or liability whatsoever with respect to the Bonds. Section 4. The adoption of this Resolution shall not obligate the Board of Supervisors or any department thereof to (i) provide any financing to acquire or construct either Project or any refinancing of either Project; (ii) approve any application or request for or take any other action in connection with any planning approval, permit or other action necessary for the acquisition, August 15, 2017 Contra Costa County Board of Supervisors Minutes 1096 rehabilitation, improvement, equipping or operation of either Project; (iii) make any contribution or advance any funds whatsoever to the Authority; or (iv) take any further action with respect to the Authority or its membership therein. Section 5. The executing officers, the Clerk of the Board and all other proper officers and officials of the County are hereby authorized and directed to execute and deliver any and all other agreements, documents and certificates, and to perform such other acts and deeds, as may be necessary or convenient to effect the purposes of this resolution and the transactions herein authorized. Section 6. The Clerk shall forward a certified copy of this Resolution to the Authority in care of its counsel: Ronald E. Lee, Esq., Jones Hall, APLC, 475 Sansome Street, Suite 1700, San Francisco, CA 94111. Section 7. This resolution shall take effect immediately upon its passage. Contact: Kristen Lackey (925) 674-7888 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1097 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1098 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1099 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1100 RECOMMENDATION(S): CONTINUE the emergency actions originally taken by the Board of Supervisors effective January 19 and February 14, 2017 regarding the hazardous conditions caused by a series of severe rainstorms in Contra Costa County. FISCAL IMPACT: This action is necessary to maintain eligibility for Contra Costa County and its cities to receive disaster relief funds to cover costs of the emergency response and damage repairs needed as a result of the significant storm events in early January 2017 that continued into February. The initial damage estimates for the County from the January 6 -10, 2017 storms are estimated at $9.5 million; additional damage from the February storms has not yet been estimated. The County does not currently have funds designated for the response and repair of the storm damages and has, therefore, applied for relief funds. BACKGROUND: Conditions of extreme peril to the safety of persons and property have arisen within the County, caused by a series of severe rainstorms that began in January 2017 and have continued into February, and have led to widespread flooding, mudslides, sinkholes and damage to public buildings, flood control facilities and roadways, including the collapse of a portion of Alhambra Valley Road at Pinole Creek, caused by a massive sinkhole. Due to the continued rains and saturated soil conditions, a portion of Morgan Territory Road, approximately one mile south of Marsh Creek Road in unincorporated Contra Costa County, began showing signs of sliding during the week of February 20. The movement caused a break in the existing water line and the slide has continued, cracking the road surface to the point that the road is no longer passable. Residents to the south of the slide location are now required to travel south to Livermore APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Julie DiMaggio Enea (925) 335-1077 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 , County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 76 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:CONTINUATION OF LOCAL EMERGENCIES ARISING OUT OF JANUARY/FEBRUARY 2017 STORM DAMAGE August 15, 2017 Contra Costa County Board of Supervisors Minutes 1101 BACKGROUND: (CONT'D) > as their only access option. To address the emergency situation, the Board of Supervisors is exploring alternate access routes while Morgan Territory Road remains closed. The repair work to Morgan Territory Road will require removal of debris, excavation, installation of a structural retaining wall system, backfill, construction of embankment, new pavement, and pavement striping. These conditions are or are likely to be beyond the control of the services, personnel, equipment and facilities of the County. The initial damage estimate encompasses the County’s response and cleanup of various sites throughout the county and estimated costs to repair damages from the storm. The estimate includes road infrastructure, flood control infrastructure, public building facilities and park and recreation facilities. The majority of the damage occurred on or along rural county roads. The largest and most significant damage occurred on Alhambra Valley Road at Pinole Creek, and on Morgan Territory Road in Clayton, where there were washouts of the roads. Flood control infrastructure also experienced storm related damage. Public building and park facilities suffered minimal impact from the storm. A slideshow illustrating the storm damage can be accessed at this link: January 2017 Storm Damage Slideshow . The effects of the storms continue to be dynamic. Since the Board's original emergency declaration of January 19, Public Works Department crews have been responding to isolated mudslides, localized flooding, downed trees and drainage issues throughout the county, along with intermittent road closures including Marsh Creek Road, Morgan Territory Road, and a partial closure at Alhambra Valley Road at Ferndale Road. There have additionally been isolated issues related to County buildings/facilities including 50 Douglas Drive, 12000 Marsh Creek Rd (Detention Facility) and the County Hospital. Public Works crews continue to respond to items as they are reported. On March 7, 2017, the Board of Supervisors declared a local emergency and authorized the Public Works Director to proceed in the most expeditious manner with the Morgan Territory Road slide repair project. Government Code Section 8630 requires that, for a body that meets weekly, the need to continue the emergency declaration be reviewed at least every 30 days until the local emergency is terminated, which shall occur at the earliest possible date that conditions warrant. Since the conditions that warranted proclamations of an emergency persist, it is appropriate for the Board to continue the local emergency actions regarding the hazardous conditions caused by storm damage. CONSEQUENCE OF NEGATIVE ACTION: Pursuant to Resolution No. 2017/404, the proclamation of local emergencies by the Board of Supervisors on January 19 and February 14, 2017 (Resolutions No. 2017/404 and 2017/65) cannot remain in effect more than 30 days unless they are reviewed and continued by the Board of Supervisors. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1102 RECOMMENDATION(S): CONTINUE the emergency action originally taken by the Board of Supervisors on November 16, 1999 regarding the issue of homelessness in Contra Costa County. FISCAL IMPACT: None. BACKGROUND: On November 16, 1999, the Board of Supervisors declared a local emergency, pursuant to the provisions of Government Code Section 8630 on homelessness in Contra Costa County. Government Code Section 8630 requires that, for a body that meets weekly, the need to continue the emergency declaration be reviewed at least every 14 days until the local emergency is terminated. In no event is the review to take place more than 21 days after the previous review. On August 1, 2017, the Board of Supervisors reviewed and approved the emergency declaration. With the continuing high number of homeless individuals and insufficient funding available to assist in sheltering all homeless individuals and families, it is appropriate for the Board to continue the declaration of a local emergency regarding homelessness. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Enid Mendoza, (925) 335-1039 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 77 To:Board of Supervisors From:David Twa, County Administrator Date:August 15, 2017 Contra Costa County Subject:Continue Extension of Emergency Declaration Regarding Homelessness August 15, 2017 Contra Costa County Board of Supervisors Minutes 1103 RECOMMENDATION(S): APPROVE the revised 2017-2019 Policies and Procedures for the Head Start program as recommended by the Employment & Human Services Director. FISCAL IMPACT: None BACKGROUND: Head Start Performance Standard 1302.10 mandates that the Head Start grantee set criteria, based on a community assessment, that define types of children and families who will be given priority for recruitment and selection. It also requires annual approval of written plans for implementing services which is described within the Policies and Procedures manual. This board order accepts the Community Services Bureau Policies and Procedures for the 2017-2019 program years. The document was reviewed and approved by the Head Start Policy Council on May 17, 2017. CONSEQUENCE OF NEGATIVE ACTION: If not approved, Department will not be in compliance with Head Start regulations. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: CSB, (925) 681-6304 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Nasim Eghlima, Christina Reich, Katharine Mason C. 78 To:Board of Supervisors From:Kathy Gallagher, Director Date:August 15, 2017 Contra Costa County Subject:2017-2019 Community Services Bureau Policies & Procedures Manual August 15, 2017 Contra Costa County Board of Supervisors Minutes 1104 CHILDREN'S IMPACT STATEMENT: The Employment & Human Services Department Community Services Bureau supports three of Contra Costa County’s community outcomes - Outcome 1: “Children Ready for and Succeeding in School,” Outcome 3: “Families that are Economically Self-sufficient,” and, Outcome 4: “Families that are Safe, Stable, and Nurturing.” These outcomes are achieved by offering comprehensive services, including high quality early childhood education, nutrition, and health services to low-income children throughout Contra Costa County. ATTACHMENTS Summary of Changes Table of Contents Section 1 Governance Section 2 Operations Section 3 Alternative Payment Section 4 LIHEAP Section 5 Financial and Admin August 15, 2017 Contra Costa County Board of Supervisors Minutes 1105 Community Services Bureau 2017 Policies & Procedures Summary of Changes Part I: Program Governance  Governance  Updated Appendix A+ for Board and Policy Council Approvals  Updated Community Assessment procedures to be only reviewed by PC; no longer needs approval Part I: Program Governance  Communications  Added SMS Texting system Part 2: Program Operations  ERSEA  Updated process on electronic file on CLOUDS  Updated Out-of-Service Area policies and Memorandum of Understanding (MOU)  Updated procedure for new 9600 form with initials on Section V of application  Updated policies on attendance o Reporting of absences within timeframe and text messaging system o Reaching out to families within timeframe for absences and/or concerns o Monitoring for 10% absences o Updated policies for electronic attendance (FCC’s signing in and out, tablets) o Updated policies for delinquent fees Part 2: Program Operations  Planning  Updated Community Assessment to be conducted once every five years instead of three Part 2: Program Operations  Education  Revised section on individualization to reflect new process implemented in the 2016 program year.  Added a statement that materials in the classroom must be changed intentionally and periodically and documented through the use of a material rotation chart.  Added information regarding napping that states children are encouraged to nap but not forced. (Alternate quiet learning activities must be provided for non-nappers)  Updated home visiting process/timelines  Updated the Positive Guidance section regarding process and policy  Updated information on program transition services Part 2: Program Operations  Health Program Services  Changed verbiage “case management” to “family meetings” and updated procedures for family meetings  Updated information on nutrition anemia and lead blood levels  Updated policies to obtain Parent Refusal of Health Services (CSB298)  Updated referral process  Updated dental/tooth brushing policies  Updated medication administration including EpiPen Part 2: Program Operations  Family and Community Engagement Program Services  Updated recommendation for family goals (SMART) Part 2: Program Operations  Additional Services for Children with Disabilities  Removed service plans  Updated behavioral screening tools (ASQSE and ASQ-3)  Updated 504 information for the Rehabilitation Act August 15, 2017 Contra Costa County Board of Supervisors Minutes 1106 Community Services Bureau 2017 Policies & Procedures Summary of Changes  Change verbiage from Positive Discipline to Positive Guidance Part 2: Program Operations  Human Resources Management  Updated background check for employees to be every five years  Updated interview and hiring procedures for management positions  Updated education qualifications and credentials for staff to reflect 1302.91  Updated immunization policy for employees and volunteers  Updated standards of conduct for employees, consultants, and volunteer  Updated policies for California Family Rights Act (CFRA), Pregnancy Disability Leave Act (PDL), State Disability Insurance (SDI), and Family Medical Leave Act (FMLA)  Updated verbiage for probationary period for staff  Updated information for SMART trainings and on the job trainings for staff Part 3: Alternative Payment Program  Added information about Confidentiality Part 5: Financial & Administrative Requirements  Administrative Requirements  Updated monitoring procedures  Added client concern tracking Part 5: Financial & Administrative Requirements  Business Systems  Added procedures for two-way radio  Updated cell phone policies to reflect on new California’s hands-free law  Updated child passenger seat laws  Added Emergency Procedures August 15, 2017 Contra Costa County Board of Supervisors Minutes 1107 2017-19 Policies and Procedures Table of Contents Section 1: PROGRAM GOVERNANCE PART I PROGRAM GOVERNANCE 1 A Service Area 1 B Service Recipients 1 C Program Governance 1 PART II COMMUNICATIONS A General Description 8 B Internal Communication 8 C Internal Communication with Parents 9 D Communications with Governing Bodies and Policy Groups 10 E External Communication 10 F Reporting for County Child Protective Services and State Community Care Licensing 12 G Reporting for Partner Agencies including Delegate Agency 16 Section 2: PROGRAM OPERATIONS PART I ELIGIBILITY, RECRUITMENT, SELECTION AND ATTENDANCE- ERSEA A State Child Development Program 1 B Definitions 3 C Child Age and Family Income Eligibility 6 D Recruitment 7 E Selection Process 7 F CLOUDS Waitlist 8 G Enrollment and Re-Enrollment 10 H Eligibility and Need Criteria and Documentation 11 I Certification of Eligibility 20 J Re-certification for General Child Care Services and Full Day State Preschool 21 K Re-Certification for Part-Day State Preschool Children 21 L Re-Certification for Head Start and Early Head Start Children 22 M General Recertification / Re-Enrollment Procedures 22 N Updating the Application 23 O Contents of Basic Data File 23 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1108 2017-19 Policies and Procedures Table of Contents P Admission Policies and Procedures 27 Q General Admission Procedure 28 R Children’s Enrollment Files 28 S Due Process Requirements 29 T Alternative Placement for Children 30 U Client’s Request for a Hearing and Procedures 30 V Appeal Procedure for EESD Review 31 W CSB Compliance with EESD Decision 31 X Retention of Enrollment Records 32 Y Enrolled but Waiting for Transfer Protocol 32 Z Transfer of Child with Disabilities or of Child Receiving Mental Health Services 32 AA CSPP Full-Day to Part-Day or Tuition Based Approval Process 33 BB Withdrawal of Child from the Program 34 CC Attendance Expectations 35 DD Attendance Accounting 36 EE Title XXII Requirements for All Children 42 FF Fees for Non-Head Start and Early Head Start Funded Programs 42 GG Billing Procedures 44 HH Fee Collection Procedures 46 II Receipts/Banking Procedures 47 JJ Confidentiality of Records 47 PART II PLANNING A Philosophy 48 B Methodology 48 PART III EDUCATION & CHILD DEVELOPMENT PROGRAM SERVICES SUBPART I INDIVIDUALIZATION IN THE PROGRAM A Description 51 B First Parent Conference / Individualized Plan 51 C Second Parent Conference 51 D The Infant-Toddler Individual Needs and Services Plan 52 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1109 2017-19 Policies and Procedures Table of Contents E Lesson Plans 52 F Developmental, Sensory and Behavioral Screening 52 G Assessment 53 H Program Transitions 53 SUBPART II CURRICULUM A Child Development and Education Approach 55 B Curriculum Implementation 56 C Other Elements of Parent Involvement 65 D Home-Based Option 65 E Classroom Assignments 65 F Adult-to-Child Ratio 66 G Sign-In and Out Procedures 67 H General Celebration Policy 70 I Field Trip Policy 71 PART IV HEALTH PROGRAM SERVICES SUB PART I PREVENTION AND EARLY INTERVENTION A Determining Child Health Status 74 B Protocols for Determining Child Health Status 76 C Developmental, Sensory and Behavioral Screening 85 D Exams, Follow-Up and Treatment 88 E Children with Disabilities- Screening, Family Meeting and Referral Procedures 89 F Parent Involvement in Health, Nutrition and Mental Health Education 92 G Child and Family Mental Health Services 92 H Strategies for Behavior Management 100 I Family Meeting Team Members 105 J Child Abuse Reporting Policies 108 SUB PART II CHILD NUTRITION A General Description- Identifying Children’s Needs 112 B Nutrition Referral 112 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1110 2017-19 Policies and Procedures Table of Contents C Child Adult Care Food Program (CACFP) 116 D Child Adult Care Food Program (CACFP) Monitoring 117 SUB PART III Child Health and Safety A Daily Health Inspection 118 B Hand Washing 120 C Infection Control in the Classroom 120 D Napping Policy 122 E Dental Hygiene 123 F Health Issues in the Classroom 123 G Child Safety and Supervision 124 H Child Illness Procedures 125 I Return to School After Illness 127 J Medical Alerts 128 K Children Injured at the Center 128 L Blood Protocol 129 M Medication Administration 130 N Incomplete Health Records 133 O Health and Safety Training for Center Staff and Parents 134 P Posting of Documents (Health Emergency Procedures) 135 Q Pet Protocol 135 R Safety/ Sanitation Procedures 136 S Safety Surveillance 137 T First Aid Kits 138 U Preparing for Emergencies 139 V Classroom Sanitation 141 W Kitchen Sanitation 143 X Food Safety and Sanitation 143 Y Procedures for Using Transport Units 145 Z Food for Infants 146 AA Food for Toddlers 147 BB Potlucks 147 CC Food for Children, Parent, Staff Meetings and Events 147 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1111 2017-19 Policies and Procedures Table of Contents DD Nutrition Services 148 EE Food Defense 148 PART V Family & Community Engagement Program Services SUB PART I FAMILY PARTNERSHIP BUILDING A Purpose 149 B Building Family Partnership Agreement (FPA) 149 C Accessing Community Services and Resources 155 D Supporting Families in Crisis- (Emergency and Crisis Assistance) 155 E Accessing Mental Health Services: Prevention Identification, Intervention, Program for Families 156 F Family Resources 156 G Services to Pregnant Women Enrolled in the Program 157 SUB PART II PARENT ENGAGEMENT A General Description 158 B Engagement in the Decision-Making Process 158 C Parent Engagement in the Classroom as Paid Employees, Volunteers or Observers 161 D Family Engagement in the Program 162 E Development of Activities for all parents 163 F Parent Education / Home Activities 163 G Parent Notification of Community Services Bureau Changes 164 H Family Literacy 164 I Parent and Family Engagement in Health, Nutrition, and Mental Health Education 164 J Parent and Family Engagement in Community Advocacy 165 K Parent and Family Engagement in Transition Activities 165 L Parent and Family Engagement in Home Visits 166 M Parent Engagement in Recruiting and Interviewing Head Start and Early Head Start Employees 166 SUB PART III COMMUNITY PARTNERSHIPS August 15, 2017 Contra Costa County Board of Supervisors Minutes 1112 2017-19 Policies and Procedures Table of Contents A Descriptions 167 B Child Care Partnerships 167 C Partnerships with Agencies, Entities and Individuals 167 PART VI ADDITIONAL SERVICES FOR CHILDREN WITH DISABILITIES A Purpose 168 B Definitions 169 C List of Disabling Conditions 171 D Responsibilities of CSB Full Inclusion Teacher 172 E Responsibilities of School District SDC, RTI, and Full Inclusion Teachers 172 F Responsibilities of the Comprehensive Services Disabilities Manager 173 G Documentation of Disabilities Services 175 H Postural Supports /Protective Devices 175 I Disabilities Resources 175 J Additional Services 175 K Disabilities Budget Coordination 176 L Special Education Budget Allocation 176 M Disabilities Screenings 176 N Evaluations 176 O Accessibility of Facilities 177 P Transitioning Children with Disabilities 177 Q Transition Policy for Early Head Start Children Receiving Mental Health or Special Education Services 178 R Special Education and Related Services 178 S Special Education Services with Other Agencies 179 T Volunteers 180 U Special Education Staff 180 V Interagency Agreements 180 W Recruitment and Enrollment 180 X American with Disabilities Act (ADA) Policy Recruitment & Enrollment of Children with Disabilities 181 Y Assessment Process of Children with Disabilities 182 Z Eligibility Criteria: Health Impairment 183 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1113 2017-19 Policies and Procedures Table of Contents AA Eligibility Criteria: Emotional / Behavioral Disorders 183 BB Eligibility Criteria: Speech or Language Impairments 183 CC Eligibility Criteria: Intellectual Disability 184 DD Eligibility Criteria: Hearing Impairment 184 EE Eligibility Criteria: Orthopedic Impairment, Visual Impairment / Blindness 184 FF Eligibility Criteria: Learning Disabilities 184 GG Eligibility Criteria: Autism, Traumatic Brain Injury, Other Impairments 184 HH Disabilities/Health Services Coordination 185 II Developing Individualized Education Programs (IEPs) 185 JJ Disability Referral Procedures 186 KK Nutrition Services for Children with Disabilities 188 LL Parent Involvement in Transition Services for Children with Disabilities 188 PART VII Services to Enrolled Pregnant Women Enrolled Pregnant Women 189 Newborn Home Visits 190 PART VIII Human Resource Management A Statement of Purpose of Policies and Procedures 190 B Governing Board 191 C Organizational Structure 191 D Additional Personnel Policies Relating to Employees of Program Services 192 E Analysis of Staff Needs 199 F Recruitment and Selection 199 G Hiring of CSB Staff 200 H Reject from Probation 201 I 9/80 Work Schedule 201 J Separation 202 K Resignation 202 L Nepotism 202 M Enrolled Children of CSB Employees 202 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1114 2017-19 Policies and Procedures Table of Contents N Staff Qualifications-General 202 O Qualification Requirements for Positions 203 P Classroom Staffing and Ratios and Comprehensive Services Staffing 204 Q Site Administration 205 R Teacher Assistant Trainees (TAT) 205 S Volunteers 206 T Standards of Conduct 206 U Professional Behavior and Attire 208 V Non-Discrimination and Anti-Harassment Policies 209 W Whistle Blowers Are Protected 209 X Protocol for Tracking Staff Absences 210 Y Family Medical Leave Act (FMLA) 210 Z Confidentiality 211 AA Probationary Period and Staff Performance Appraisals 214 BB Chronological Supervision and Filing System 216 CC Staff and Volunteer Health 216 DD Career Development Opportunities 218 EE Staff Training and Development 220 FF New Employee Orientation 223 GG Continuing Education Programs 224 HH Delegate Agency Policies 225 II Short-Term Contract Employees 225 JJ Union Membership 225 KK Equal Opportunity/Affirmative Action Policy 225 LL Approval of New Personnel Policies and Revisions 226 Section 3: ALTERNATIVE PAYMENT PROGRAM PART I PROGRAM OVERVIEW A How to Qualify for Services 1 B How Families are Selected for the Programs 2 C Enrollment Process 3 D Eligibility and Need 4 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1115 2017-19 Policies and Procedures Table of Contents E Share of Cost 10 F Maintaining Enrollment 12 PART II ALTERNATIVE PAYMENT PROGRAM PARENT POLICIES AND PROCEDURES A Reimbursement Policy 14 B Limited Term Service Leave (LTSL) 19 C Confidentiality 20 D Release of Information 20 E Fraud Policy 20 F Grievance Policy 21 G Uniform Complaint Policy 21 H Sexual Harassment 22 I Zero Tolerance 22 J Termination Policies 22 K Notice of Action and Appeal Process 23 PART III PROVIDER PARTICIPATION A General Requirements - Parental Choice 24 B Oliver’s Law 27 C Rate Sheets 27 D Child Care Agreement 28 E References to Written Information 28 F Limitations on Child Care Reimbursement 28 G Multiple/Alternate Providers 29 H Participant’s rights to Change Providers & Rights to Terminate Services 30 I Provider’s Rights to Terminate Services 30 J CSB’s Rights to Terminate a Provider 30 PART IV STAFF ROLES AND RESPOSIBILITIES A Stage 2/CAPP Unit Clerks 31 B Stage 2/CAPP Unit Child Care Assistant Managers (CCAM) 32 C Stage 2/CAPP Unit Manager – (CSM) 32 D Stage 2/CAPP Fiscal Support (Accountant III) 33 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1116 2017-19 Policies and Procedures Table of Contents E Stage 2/CAPP Program Manager (ASA III) 34 Section 4: LOW INCOME HOME ENERGY ASSISTANCE PROGRAM A Introduction 1 B LIHEAP Eligibility Guidelines 2 C Appeal Procedure 10 D LIHEAP/Fast Track Complaint Procedure 11 E Weatherization Referrals 11 F LIHEAP and Due Deferrals 12 G Quality Assurance 14 H Confidentiality 15 I FRAUD 15 Section 5: FINANCE & ADMINISTRATIVE REQUIREMENTS Part I Financial Requirement A Advance Amount for Travel 1 B Travel Reimbursement-County Employees 1 C Travel Reimbursement-Parent Reimbursement for Policy Council Activities 2 D Using Employee’s Own Funds for County Expenditures 2 E Reimbursement for Expenses- Employees 3 F Use of Procurement Cards 4 G Other Compensation 5 H Salary 5 I Bilingual Pay Differential 6 J Accounting Certificate Differential 6 K Management Longevity Pay 6 L Management Paid Personal Leave (Admin Leave) 7 M Unemployment Compensation 7 N Vehicle Use 7 O In-Kind (Non-Federal Share) 8 P Reduced Days of Operation or Attendance Due to Emergency Conditions 10 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1117 2017-19 Policies and Procedures Table of Contents PART II ADMINISTRATIVE REQUIREMENTS SUBPART I MONITORING A Purpose 12 B Methodology 12 C Multi-Level Monitoring 13 D Fiscal Monitoring of the Delegate Agency by the Grantee 15 E Fiscal Officer or his/her Designee Reviews the Financial Information for Content and Consistency Before Reimbursing Monthly Expenditures 16 F Center Visit Documentation 16 G Client Concern Tracking 16 H Procedures for Review, Analysis and Reporting 17 I The Ongoing Monitoring Plan 18 SUBPART II SELF-ASSESMENT A Self-Assessment Team 18 B Methodology 18 C Parent Involvement 19 D Process of Self-Assessment of Agency’s Program Services 19 E Self-Assessment Results 20 F Monitoring the Plan of Action Resulting from Self-Assessment 20 PART III RECORD KEEPING AND RECORDING A General Description 21 B Personnel Files 22 C Family Files 22 D Client Files for Low Income Home Energy Assistance Program 23 E Contract Files 23 F Public Access to County Records 23 PART IV BUSINESS SYSTEMS A Overview 25 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1118 2017-19 Policies and Procedures Table of Contents B Facilities 25 C Use of Technology 30 D Equipment and Supplies 31 E Vehicle Usage Policy 37 F Transportation 39 G Emergency Procedures 40 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1119 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 1-PROGRAM GOVERNANCE 2017-19 Policy Council Approved: Board of Supervisors Approved: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1120 2017-19 Policies and Procedures Section 1: Program Governance 2017-19 Policies and Procedures Section 1 – Program Governance SECTION 1 PROGRAM GOVERNANCE PART I PROGRAM GOVERNANCE 1 A Service Area 1 B Service Recipients 1 C Program Governance 1 PART II COMMUNICATIONS A General Description 8 B Internal Communication 8 C Internal Communication with Parents 9 D Communications with Governing Bodies and Policy Groups 10 E External Communication 10 F Reporting for County Child Protective Services and State Community Care Licensing 12 G Reporting for Partner Agencies including Delegate Agency 16 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1121 2017-19 Policies and Procedures Section 1: Program Governance 1 2017-19 Policies and Procedures Section 1 – Program Governance PART I. Program Governance A. Service Area Contra Costa County Employment and Human Services Department, Community Services Bureau (CSB) is the designated Community Action Agency for Contra Costa County. CSB is the Head Start and Early Head Start Grantee for Contra Costa and also administers the California Department of Education Child Development Programs, Community Services Block Grant, Stage II/Alternative Payment Programs, Low- Income Home Energy Assistance and Weatherization Programs. B. Service Recipients The Bureau’s services are directed toward building self-sufficiency among the county’s low-income residents and vulnerable populations. CSB serves pregnant women and children ranging in age from birth through kindergarten, individuals and families. All service recipients served under the various CSB funding streams must meet the eligibility requirements of the funding source. C. Program Governance 1. The Board of Supervisors: The Board of Supervisors (BOS) is a body of publically elected officials. Their role is to oversee the operations of county departments and to exercise executive and administrative authority through the county government and county administration. The BOS is also charged with responsibility and oversight to the Head Start and Early Head Start grants as outlined (please refer to part 8). 2. Policy Council Composition and Formation: The County Board of Supervisors and the Policy Council determine the total size of the Policy Council, procedures for electing parent members, and selection of community representatives. Policy Council composition is reviewed annually to ensure that it meets the General Membership guidelines of HSPS 1301.1(a); 1301.3(b)(c). Consideration is given to the number of Head Start and Early Head Start currently enrolled children along with program options (Full Day, Part Day, and Home Base). The following steps explain how to determine Policy Council composition: • Determine the total number of Head Start and Early Head Start slots • Determine the total HS/EHS slots for each site by program option based on the current CSB slot map (HS/Full Day, HS/Part Day, EHS/FD, and Home Base (EHS/HS collectively). Calculate the percentage of each program option (multiply the number of program option slots for each site by the total number of slots). This will give you the percentage of membership that each option should represent. • The number of representatives is determined using the formula 1/60 (1 representative per site for every 60 HS or EHS slots). This information will be included in the Policy Council By-laws approved annually by the Board of Supervisors and the Policy Council. The term for members is one year, September to August. Parent representatives will be (re)elected annually by each center’s parent committee. Community representatives will be selected annually. The maximum number of one-year terms an individual can serve is five. No grantee, delegate or child care partner staff or members of their immediate family may August 15, 2017 Contra Costa County Board of Supervisors Minutes 1122 2017-19 Policies and Procedures Section 1: Program Governance 2 2017-19 Policies and Procedures Section 1 – Program Governance serve on the Policy Council or on the Delegate Agency’s Policy Committee. Immediate family is defined as any parent, child, sibling, grandparent, significate other, co-parent or spouse of staff. At least 51% of the Policy Council members must be parents of currently enrolled children. 3. Procedures for Electing Parent Representatives to the Policy Council: The parent committees at each site will elect parent representatives as early as possible in the program year. This is done by voting at the parent meetings. Parent representatives must be parents of currently enrolled children in the program. 4. Procedures for Electing Community Representatives to the Policy Council: Community representatives are enlisted from the local community. They represent past parents and local community agencies. All Community Representatives must be elected by the Policy Council. Membership for Individual Community Representatives is also limited to 5 one-year terms. CFR 1301.3(d)(1)(4) • Past Parent Community Representatives: The past parent representatives must submit a letter to the Policy Council requesting consideration to be a community representative. Letters are read during a business meeting, and the Policy Council must vote to approve the parent’s request. If the Policy Council receives more requests than vacancies, all letters are read for consideration, and the Policy Council votes, and the majority decision rules. • Community Agency Representatives: The Policy Council determines which community agencies they would like to invite to participate on the Council. Agencies are drawn from the local community and are familiar with resources and services for low-income children and families. CSB staff and Policy Council members assist by contacting agencies to seek interest in joining and requesting the name of an agency representative to be elected onto the Policy Council as early in the program year as possible. Agency representatives are presented and considered for approval by the Policy Council. 5. Parent Committee: The Parent Committee must carry out at least the following minimum responsibilities:  Advise center staff in developing and implementing local program policies, activities, and services.  Plan, conduct, and participate in informal, as well as formal, programs and activities for children, parents and staff. 6. Policy Council Responsibilities: The Policy Council has policy-making authority and is governed by its By-laws. Annually the Policy Council and Board of Supervisors are oriented to CSB Program Services and receive training on:  Policy Council Roles and Responsibilities  Program Governance  Head Start Performance Standards A make-up orientation is also provided for members joining later in the program year. A joint training with the Board of Supervisors is also scheduled annually. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1123 2017-19 Policies and Procedures Section 1: Program Governance 3 2017-19 Policies and Procedures Section 1 – Program Governance 7. Governance and Management Responsibilities: The following chart outlines the required Board and Policy Council Approvals: Procedure/Plan/Application Approval Required Frequency of Approval Governing Body BOS Policy Council 1. Planning Procedure (Road Map) (Planning Calendar) X X Annually 2. Goals and Objectives (included in the Grant application) X X Annually 3. Child Recruitment/Selection Procedures (Selection Criteria/ Recruitment Plan) X X Annually 4. Budget and Grant Application X X Annually - and as needed for supplements 5. Self-Assessment Plan for Corrections (if applicable) X X Annually 6. Board Composition Requirements for non-governmental agencies N/A N/A One-time (until changed) 7. Board and PC Conflict of Interest requirements (included in Bylaws) X X One-time (until changed) 8. PC Bylaws - Board approval of PC Composition Procedure for how PC members are selected X X One-Time (until changed) 9. Financial Management Accounting & Reporting Policies including audit X N/A One-time (until changed) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1124 2017-19 Policies and Procedures Section 1: Program Governance 4 2017-19 Policies and Procedures Section 1 – Program Governance 10. Policies and Procedures including: a) Policy defining roles/ responsibilities of governing board members for implementing a high quality program b) Dispute Resolution & Impasse Procedure c) Procedures to resolve community complaints, conduct investigations d) Personnel Policies & Procedures e) Hiring/Termination procedures for Executive, Head Start, Fiscal, HR Directors and program staff. X X One-Time (until changed) Items Requiring Reports to the BOS and PC: Required Report Frequency a) Budget, Credit Card Expenses reports Monthly b) Program Reports Monthly c) Enrollment Reports Monthly d) USDA Meals/Snack Monthly e) Financial Audit Annually f) Self-Assessment Annually g) Community Strategic Planning Goals and Objectives Jan/June Updates August 15, 2017 Contra Costa County Board of Supervisors Minutes 1125 2017-19 Policies and Procedures Section 1: Program Governance 5 2017-19 Policies and Procedures Section 1 – Program Governance h) Communication from the Secretary/Human Health Services As Released i) Program Information Report PIR Annually j) Ongoing Monitoring Results Semi-Annual 8. Responsibilities of Board of Supervisors, Policy Council, Employment and Human Services Executive Director and Community Services Bureau Director: i. Background The responsibilities of the Board of Supervisors, Policy Council, and Director of Program Services are described in the Head Start Performance Standards. The Performance Standards describe certain responsibilities for the Director of the Head Start program, leaving decisions regarding other responsibilities to Executive Directors of the local Head Start Grantee. ii. Reference  Head Start Performance Standards, 45 CFR 1301.1 and CFR 1301.5  Policy The Employment and Human Services (EHSD) Director and the Community Services Bureau Director shall ensure that the Policy Council and the Board of Supervisors are routinely and frequently informed of, and trained on, management procedures and functions, as well as the Federal laws and regulatory compliance issues required to ensure a quality program. Mutual communication and understanding between the governing board, the policy council and program management are fundamental prerequisites for a healthy Head Start Program. The EHSD Director and the Community Services Bureau Director will also ensure that the Board of Supervisors has an understanding and appreciation of the Head Start Philosophy and the role of parents and Policy Council in shared governance. Careful and complete communication and planning will ensure effective oversight and appropriate actions and interventions that will foster the mutual understanding and actions of all entities responsible to maintain a quality Head Start Program. iii. Procedures  The Employment and Human Services Department (EHSD) Director will provide a report to the County Administrator’s Office monthly.  Report topics will include all required monthly report items noted in section 7, Enrollment and Average Daily Attendance, and may additionally include, but are not limited to: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1126 2017-19 Policies and Procedures Section 1: Program Governance 6 2017-19 Policies and Procedures Section 1 – Program Governance o Fiscal/budget issues o Personnel matters o Facility issues o Policies and Procedures o Program planning o Annual Self-Assessment o Annual independent audit o Grant development and submission o Correspondence with ACF o Program issues o Regulatory changes o Family Engagement o Planning for joint Board of Supervisors/ Policy Council training activities  The report will be sent monthly to the Health and Human Services Committee of the Board of Supervisors, to be included on the agenda by the Board of Supervisors and provided to the Chair of the Policy Council.  The Employment and Human Services Director and Community Services Bureau Director will jointly meet throughout the program year, individually, with each member of the BOS to review reports, give updates and advice, and train on new regulations and initiatives. 9. Role of Policy Council in the Annual Grant Development Process: Throughout the year, the Policy Council is involved in the grant process through a variety of ways:  The Program Services/Ongoing Monitoring subcommittee meets throughout the year to review and update the annual program goals and objectives and the annual parent services budget and activities.  The Fiscal subcommittee meets monthly to develop, adjust and approve the program budget for the coming year’s grant and tracks it throughout the year.  The Policy Council approves the annual program goals and objectives.  The Policy Council reviews the Community Assessment annual updates and the full easement every five years.  The Policy Council also reviews and approves the Annual Planning Calendar, Child Recruitment and Selection Criteria, the Self-Assessment Plan for Corrective Actions, all of which are included in the submission of the Annual Grant Application. Once these components of the grant are reviewed and approved, the Policy Council approves the full grant in the fall before submission to ACF. 10. Resolution of Disputes between the Board of Supervisors and the Policy Council (Impasse Policy) i. Background The Performance Standards require that Head Start grantees establish a policy and necessary implementation procedures for the resolution of internal disputes between the Board of Supervisors and the Policy Council. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1127 2017-19 Policies and Procedures Section 1: Program Governance 7 2017-19 Policies and Procedures Section 1 – Program Governance ii. Reference Head Start Performance Standards, 45 CFR 1301.6 iii. Policy It is the policy of Contra Costa County to resolve any disagreements between the Board of Supervisors and the Head Start Policy Council fairly and within required timelines. Whenever possible, disagreements will be resolved through processes of mediation and conciliation, including discussion, compromise, and consensus-seeking between parties, and, if necessary, professional mediation. iv. Administrative Procedure  Informal Resolution: The Chairpersons of the Board of Supervisors and the Policy Council will monitor actions and decisions of each body as they relate to their respective responsibilities. In the event that a conflict exists, they will initiate informal discussions between representatives of the two bodies and seek a mutually acceptable resolution.  Mediation: If informal resolution is not effective, the Chairpersons of the Board of Supervisors and the Policy Council shall request that the Community Services Bureau Director identify qualified individuals who provide professional mediation services. The Chairpersons will confer and mutually designate a professional mediator who will be retained to mediate the disagreement. The mediator will use conciliation, compromise and consensus-seeking between the two bodies. The mediation process shall be non-binding. 11. Resolution of Community Complaints i. “Community complaint” is defined as any complaint from anyone other than staff ii. The Policy Council is generally responsible for (and has the legal and fiscal responsibility for guiding/directing/carrying-out the establishment) the method of hearing and resolving community complaints about the Contra Costa County Community Services Bureau iii. Process for Solving Disputes/Complaints: Any parent (enrolled or applying for services) or community member may report a complaint to a program staff member of any of our program/sites, i.e. Site Supervisor, Teacher, Associate Teacher, or Comprehensive Services, Analyst, or clerical staff. If the complaint comes in by phone, the staff member documents that complaint. Complaints may come from sources other than the site, i.e. Board of Supervisors. Anyone receiving a complaint will immediately contact a program manager by phone with the following information:  Step 1: Document the complaint in writing to include the following information: Contact information of the complainant: Name, Address, Phone Number, email (if appropriate); Information Shared: When was the occurrence? Person/s involved? What happened? Where did it occur? And what was the impact? Other information that the complainant wishes to share may also be documented. If the complaint comes in by phone: program staff document call, note time, date and name of the staff member name  Step 2: Complaint goes first to the Site Supervisor who must discuss the details with their Assistant Director within 24 hours of the report. The Assistant Director works August 15, 2017 Contra Costa County Board of Supervisors Minutes 1128 2017-19 Policies and Procedures Section 1: Program Governance 8 2017-19 Policies and Procedures Section 1 – Program Governance with the program staff to attempt resolution within 48 hours.  Step 3: Complaints not resolved within 48 hours will be brought to the attention of the Division Manager, Bureau Director, or their designee.  Step 4: If the complaint is then resolved, the Bureau Director will send a memo to all involved, stating remedial actions to be taken by staff and the time line for these actions.  Step 5: If satisfactory resolution is still not achieved, the Bureau Director will request the EHSD Director to review all documentation. When the complaint is then resolved, the EHSD Director will send a memo to all involved, stating remedial actions to be taken by staff and the time line for these actions.  In addition, Manager, Supervisors and Assistant Directors maintain the "Client Concern Log" to document and track all program concerns/complaints and resolutions. Part II. Communications A. General Description All staff is expected to communicate within the department and externally using the following communication tools:  Common, not technical terms  A professional tone  Assurance that the approach is based on each family’s cultural/linguistic preferences  Adherence to the principles of Facilitative Leadership  Encouragement of a team approach  Ensure that translation services are available when needed B. Internal Communication Employees must follow County policy with regards to courtesy and confidentiality. High staff morale is dependent on friendly greetings, active listening and a display of a helpful attitude toward team members. The following are methods of internal communication with program staff:  Staff summits  Regularly scheduled staff meetings at varying levels, such as: o Senior Administrative Management o Senior Management o Comprehensive Services o Cluster-based o Site-level o Daily Interactions  Staff newsletters  Internal memos  Policies and Procedures  Fax August 15, 2017 Contra Costa County Board of Supervisors Minutes 1129 2017-19 Policies and Procedures Section 1: Program Governance 9 2017-19 Policies and Procedures Section 1 – Program Governance  Email  Short Messaging System(SMS/Texting)  Payroll notices  Telephone  Bureau Reports  Computerized Tracking Systems (CLOUDS)  Video Conferencing System  Annual Planning Calendar  Intranet C. Internal Communication with Parents CSB staff strives to provide exceptional customer service and must always use their best judgment with the utmost professionalism. Every employee is responsible for delivering clear and helpful information to our parents. A key element to ensuring communication is both clear and helpful is to ensure it is delivered in the most supportive manner, place and time. Staff will not address challenging behaviors that may have occurred during the day with parents at pick-up or drop off; instead they will let the parent know that they would like to discuss challenging behaviors and request a time to meet. Staff will not request letters of recommendation from parents; however they may accept an unsolicited letter. Requesting such a letter maybe perceived as intimidating. Instead, parents should be encouraged to complete the Parent Recognition of Staff Excellence for any staff member they feel is providing excellent service and support. The following are methods of communication with parents:  Monthly Policy Council meetings – program planning, policy and financial information is shared  Monthly Policy Council sub-committee meetings  Monthly Policy Council executive board meetings  Monthly parent meetings  Monthly food menu with nutrition guidance  Health Bulletins  Parent surveys  Parent-teacher conferences  Home visits  Quarterly family newsletters  Parent bulletin boards that include: o Upcoming activities; posted memos; health and safety information logs; site emergency procedures; parents’ and child’s rights; and Policy Council minutes and agendas  Daily classroom schedules  Weekly lesson plans  Parent policies and procedures  Dissemination of pertinent information regarding program planning, communications from Office of Head Start, financial reports and grant applications.  Planned site activities August 15, 2017 Contra Costa County Board of Supervisors Minutes 1130 2017-19 Policies and Procedures Section 1: Program Governance 10 2017-19 Policies and Procedures Section 1 – Program Governance  Planned community events  Social Media Tools  Communication with Delegate Agency and Community Childcare Partners: o Regularly scheduled meetings o Regular monitoring o Joint trainings o Appointed members from the delegates on the Policy Council o Joint annual self-assessments  Email  Telephone  Fax  Monthly reports  Short Messaging System (SMS/Texting) D. Communications with Governing Bodies and Policy Groups 1. The Policy Council: Serves as a link between public and private organizations, the Delegate Agency Policy Committee, Subcontractors, the Grantee-Operated Program Site Committees, the Grantee, the County Board of Supervisors and the community it serves. Mutual communication and understanding between the governing board and program management are fundamental for a high quality Head Start Program. 2. Monthly meetings with the County Administrator’s Office: The Employment and Human Services Department (EHSD) Director and the CSB Director also ensure that the Board of Supervisors has an understanding and appreciation of the Head Start philosophy and the role of parents and Policy Council in shared governance. Monthly meetings are held with the County Administrator’s Office to discuss various areas of the program. A meeting report is generated by the EHSD Director and the CSB Director. The meeting’s report is sent monthly to the Health and Human Services Committee of the Board of Supervisors. In addition, the CSB Director and other assigned staff, meet throughout the program year, individually, with each member of the BOS to review reports, tour centers, give updates and advice, and train on new regulations and initiatives. E. External Communication 1. Communication with Partnerships: CSB has several types of Community Partnerships and all of them provide valuable services to our children and parents. Our reputation in the community is often dependent upon the respect and assistance provided to our partners when in contact with them. Every employee is responsible for delivering clear and helpful information to the public at large and to our partners in particular. External Partners include but are not limited to: • State/Local Policy Groups • State Department of Education • Local Planning Council • First Five Commissions • County Departments • Community-based Organizations • Contra Costa County Special Education Local Planning Areas (SELPAs) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1131 2017-19 Policies and Procedures Section 1: Program Governance 11 2017-19 Policies and Procedures Section 1 – Program Governance • Child Care Partners • Policy Forum • Local Education Agencies • Contra Costa County School Superintendents • Contra Costa One Stop Consortium • California Welfare Directors Association Committees • News / Media Outlets 2. Press Calls: i. All press calls should be immediately reported to the CSB Bureau Director and to the Employment & Human Services Department’s Community Relations Director (also known as Public Information Officer or PIO) at (925) 313-1779, or the Executive Secretary at (925) 313-1629 in the Office of the Director for the Employment and Human Services Department. This will guarantee that the CSB and EHSD Directors know which stories and issues are attracting press attention. It will also make it easier for the reporter to be connected with the proper Department spokespersons who can respond fully and accurately. In addition, it will ensure there is proper follow up to meet deadlines, address issues and manage photography. The Community Relations Director will be available to prepare staff for interviews, review the topic of interest and discuss points that will help the interview be complete and accurate while getting the Department’s message across to the public. On occasion, members of the press will take a shortcut into the Department and contact staff directly. If the staff member has been authorized by his/her Bureau Director to respond to the press, they should first notify the Community Relations Director who can assist in managing and maximizing the media opportunity. ii. If the staff person has not been authorized by their Bureau Director to respond to the press, they are required to adhere to the following:  Do not respond directly to print, vocal, and/or visual media representatives;  Politely refer all contacts to the Community Relations Director at (925) 313-1779 or EHSD’s Executive Secretary at (925) 313-1629 in the Office of the Director;  Inform your manager/supervisor immediately;  Provide the following information: date, time, and location of contact  Media representative's name, organization, phone number and deadline;  Summary and nature of the inquiry iii. There are many differing aspects and/or components related to the successful operation of our program. It is unfair for individual staff members to be placed in and/or to place themselves in a position of stating, explaining, and/or formulating policy for the department. An innocent comment intended to project a positive view can be reproduced with a negative spin or violate the right to privacy of our clients. Proposed dialogue when fielding a call from the media:  "I would like to respond to your questions. My concerns rest with preserving and protecting the privacy of our children and their families. Please give me your name, organization, and phone August 15, 2017 Contra Costa County Board of Supervisors Minutes 1132 2017-19 Policies and Procedures Section 1: Program Governance 12 2017-19 Policies and Procedures Section 1 – Program Governance number so that I can properly refer your request.”  Staff with story ideas or events to promote are asked not to contact the press directly, but to contact the Community Relations Director at (925) 313-1779, so these stories can be channeled to the press most likely to cover them. 3. Tools for External Communication are as follows:  Formal/informal agreements  Electronic Newsletters  Regular meetings  E-mail  Short Messaging System (SMS/Texting)  Telephone  Membership activities  Social Media Tools (Facebook/Twitter and etc.)  Annual Report  Fact Sheet F. Reporting for County Child Protective Services and State Community Care Licensing The purpose of these policies and procedures are to provide all department employees with instructions on what specific steps they must take to properly handle any incident involving an abused and/or neglected child, the injury of a child, or a potential child’s rights violation. It is important to note that while all employees are charged with the responsibility of reporting incidents involving an abused and/or neglected child, only the EHSD Director or Bureau Director or designee is charged with the responsibility of reporting potential child’s rights violations to State Community Care Licensing. In addition, this policy is intended to make clear the procedure for reporting incidents that may occur both off site and on site. 1. Definitions:  CCL (State): The acronym for State Community Care Licensing, which is a Division of the State of California Social Services Department, and which is responsible for the licensing of the Department’s Child Care facilities.  EHSD Director: The Director of the Employment and Human Services Department  Bureau Director: The Director of the Community Services Bureau.  CFS (County): The acronym for Children and Family Services, formerly Child Protective Services, which is a bureau of the County’s Employment and Human Services Department and is mandated by the Federal and State government to assess and investigate all referrals which allege that a child is endangered by abuse, neglect, or exploitation.  Major Injury: Any incident involving a child that requires the intervention of any medical professional (examples of medical professional include: medical advice nurse, hospital, clinic, doctor, ambulance service, emergency room).  Minor Injury: Any incident involving a child that does not require the intervention of any medical professional as noted above. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1133 2017-19 Policies and Procedures Section 1: Program Governance 13 2017-19 Policies and Procedures Section 1 – Program Governance  Child’s rights violations: Any incident that occurs at a Community Services Bureau facility and involves an employee, contractor, or volunteer of the Department that might violate either the Head Start Code of Conduct or the rights of a child in accordance with State Child Care Licensing Regulations. All employees, at all levels, are expected to follow the policies and procedures so that accurate and timely reporting can be assured to both the County CPS and the State CCL. 2. Reporting to CFS:  Any employee or contractor who knows or suspects that a child has been abused and/or neglected off site should immediately inform and discuss his/her concerns with the direct supervisor.  Reports shall be made to Child Protective Services in accordance with mandated reporting responsibilities and laws. A report to the Community Care Licensing (CCL) shall also be made summarizing the CFS report.  The employee or contractor making the report will provide a copy of the above referenced report to their Supervisor or Manager, who is responsible to inform their Assistant Director. Additional policies and procedures related to Mandated Reporting can be found in the Child Development Section of this document, “Child Development Reporting Policies”. 3. Child Injuries: i. Minor Injuries Immediately report the injury to your Supervisor and the parent after you have tended to the child. (Includes any incident not involving medical professionals) Employees do not report minor injuries to CCL. If a parent of a child who has sustained a minor injury reports back to the center that they subsequently took the child to be seen by any medical professional, the injury needs to be reported as a major injury. All head injuries regardless of staff determination that it is minor or major shall be reported to the Supervisor immediately who shall contact the parent immediately to pick up the child. “Head Injuries” are defined as injuries to the skull or cranium, and do not include the mid and lower facial areas. Staff shall complete a written injury report for the parent prior to pick-up time and at pick-up time talk with the parent to explain the injury, action taken by staff, and provide a copy of the written report. Supervisor shall make a complete entry in the Supervisor’s Injury Log for all injuries, minor and major. ii. Major Injuries Report the incident immediately to a Site Supervisor, the Assistant Director, and the parent. Depending on the severity of the injury, all staff should take the following steps:  Comfort the child.  Phone 911 immediately. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1134 2017-19 Policies and Procedures Section 1: Program Governance 14 2017-19 Policies and Procedures Section 1 – Program Governance  Report the injury to the Assistant Director, Bureau Director and/or Executive Director.  The Site Supervisor or designee will make an Unusual Incident Report to Licensing in accordance with the Unusual Incident Reporting policy and procedure.  The Bureau Director may assign staff to investigate.  The Department’s Licensing Liaison may prepare a written report.  Staff shall complete a written injury report (form CSB-208) for the parent immediately and provide a copy of the written report to the parent.  Supervisor shall make a complete entry in the Supervisor’s Injury Log for all injuries, minor and major. iii. Potential Child’s Rights Violations  Any incident that occurs on site at a facility and involves employee(s), contractor(s), or volunteer(s) of the Community Services Bureau that might violate the rights of a child in accordance with Child Care Licensing Regulations or the Community Services Code of Conduct must immediately be reported to the CSB Administration using the following protocol and in accordance with Mandated Reporting of Child Abuse and Neglect ACF-IM- HS-15-04: o Any potential and/or unusual incident must be reported by CSB employees to the center’s Site Supervisor or the designated person-in-charge no later than 15 minutes after being made aware that an alleged incident has or may have taken place. o The reporter shall be any employee, contractor or volunteer who has witnessed or heard about an alleged incident, or any employee, contractor or volunteer who was involved in an alleged incident. o The Site Supervisor or person-in-charge must phone-in the alleged incident to the Assistant Director and as directed by the AD, the Site Supervisor and the AD will call the CSB Administration Office at (925) 681-6300 no later than one hour after being made aware of the alleged incident. o Caller shall make it clear to the clerk answering the phone at CSB Administration Office that you are reporting a possible licensing incident that must be handled by the appropriate staff immediately. o When the Unusual Incident Report is phoned into the CSB Administrative Office, the front desk clerk who receives the phone call shall immediately and personally notify the Division Manager. If the Division Manager is not in, the notification succession shall be to the Bureau Director. o The Site Supervisor or person-in-charge will then complete, obtain AD approval, and fax t h e CSB Unusual Incident Report to the CSB Administrative Office within two hours of the alleged incident. The completed form shall be scanned to the Division Manager a n d immediately followed up by a telephone call to CSB Administrative Office at (925) 681- 6300 to verify that a copy of this report has been received. o Site Supervisor shall compile and send upon request all written documentation related to the incident to the Assistant Director, Division Manager and Personnel Services Assistant III. Documentation may include but is not limited to CSB Incident Report, small group conference forms, notes on discussions with parents or other employees, and observation notes. Materials shall be complete, legible, objective, and fact-based. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1135 2017-19 Policies and Procedures Section 1: Program Governance 15 2017-19 Policies and Procedures Section 1 – Program Governance  It is a requirement of CCL that unusual incidents must be reported to CCL by a telephone call within 24 hours of the County learning that an incident may have occurred. o In accordance with CCL protocol, the Site Supervisor remains the official contact with the CCL during any on-site CCL review/investigation process. o The Assistant Director must be notified by the Site Supervisor any time a representative from CCL conducts an on-site visit for any reason.  Any employee who fails to report an alleged incident as outlined above will be subject to disciplinary action, up to and including termination.  Any Site Supervisor or person-in-charge who fails to follow the protocol instructions as outlined above will be subject to disciplinary action, up to and including termination. iv. CSB Administration Responsibilities  When the Unusual Incident Report is received by the CSB Administrative Office, the front desk clerk will personally deliver copies to the Personnel Administrator, Division Manager and the Bureau Director for review. When the review process is completed, an approved copy of the Unusual Incident Report will be scanned to the appropriate Assistant Director to sign and then the AD or his/her designee will fax/scan/email to CCL.  A fact finding team will immediately be convened and directed to visit the center to gather information and determine if a child’s rights have been violated and report these facts back to the Bureau Director.  After reviewing the facts, if the Bureau Director determines that a true incident has not occurred, the case will be documented as such and closed.  After reviewing the facts, if the Bureau Director determines that an incident may have occurred, the EHSD Director, Bureau Director or designee will notify the Head Start Regional Office and/or State DOE Early Education and Support Division in accordance with reporting requirements and as applicable to the funding source of the impacted child(ren).  Only the EHSD Director or designee has the authority and responsibility on behalf of the County to report these matters to Licensing.  Upon the notification by the EHSD Director or Bureau Director that an incident may have taken place, an investigation team will be sent out by the next business day to investigate and prepare a draft investigative report and findings. CSB Administrative Office, in conjunction with the Assistant Director and Site Supervisor of the impacted center, will make all decisions related to protecting the rights of children on behalf of the Department until the investigation has been concluded. Any employee who is considered to be involved with the violation of the rights of a child in connection with the incident report will be immediately re-assigned temporarily to another work location outside of the classroom and without contact with children until the investigation is concluded. Failure on the part of the employee to report to, and remain at the alternate work location as directed, will cause the employee to receive absence without pay (AWOP) and to be subject to further discipline, up to and including termination. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1136 2017-19 Policies and Procedures Section 1: Program Governance 16 2017-19 Policies and Procedures Section 1 – Program Governance The investigative team will have three business days to perform the required investigation and prepare a draft report for the Bureau Director and EHSD Director. The Bureau Director and EHSD Director will review the report and decide next steps, including, if necessary, any disciplinary or remedial action that should be implemented as a result of the report’s findings and conclusions. The investigator’s written report shall also include a holistic analysis of the causes associated with the incident and develop specific recommendations to prevent their recurrence. Recommendations will be reviewed by the Bureau Director and EHSD Director for consistency with appropriate personnel policies prior to being entered into the final report. After appropriate action is taken by the Department, pertinent information regarding each incident shall be shared with key managers and Site Supervisors to prevent the recurrence of a similar incident at another site (Any report information shared with Department employees must be pre-reviewed by CSB Administration to ensure that it does not violate the confidentiality of any employees or children involved in the incident). For major incidents, a detailed critique by management of the incident itself shall be provided to all employees on a department-wide basis to prevent the recurrence of a similar incident at another site. G. Partner Agencies including the Delegate Agency will follow these reporting steps  Notify and provide County with copies of any licensing citations, licensing visit reports, unusual incident report, and/or any other citations within 48 hours of Contractor’s receipt of the report or citation.  Maintain full compliance with Community Care Licensing Regulations and State and/or Federal Regulations as applicable given other funding sources received by CSB.  Notify and provide CSB with copies of any Medical Alerts (such as infectious disease outbreaks) within 48 hours. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1137 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 2-PROGRAM OPERATIONS 2017-19 Policy Council Approved: Board of Supervisors Approved: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1138 2017-19 Policies and Procedures Section 2: Program Operations 2017-19 Policies and Procedures Section 2 – Program Operations Section 2 PROGRAM OPERATIONS Part I ELIGIBILITY, RECRUITMENT, SELECTION AND ATTENDANCE- ERSEA A. State Child Development Program 1 B. Definitions 3 C. Child Age and Family Income Eligibility 6 D. Recruitment 7 E. Selection Process 7 F. CLOUDS Waitlist 8 G. Enrollment and Re-Enrollment 10 H. Eligibility and Need Criteria and Documentation 11 I. Certification of Eligibility 20 J. Re-certification for General Child Care Services and Full Day State Preschool 21 K. Re-Certification for Part-Day State Preschool Children 21 L. Re-Certification for Head Start and Early Head Start Children 22 M. General Recertification / Re-Enrollment Procedures 22 N. Updating the Application 23 O. Contents of Basic Data File 23 P. Admission Policies and Procedures 27 Q. General Admission Procedure 28 R. Children’s Enrollment Files 28 S. Due Process Requirements 29 T. Alternative Placement for Children 30 U. Client’s Request for a Hearing and Procedures 30 V. Appeal Procedure for EESD Review 31 W. CSB Compliance with EESD Decision 31 X. Retention of Enrollment Records 32 Y. Enrolled but Waiting for Transfer Protocol 32 Z. Transfer of Child with Disabilities or of Child Receiving Mental Health Services 32 AA CSPP Full-Day to Part-Day or Tuition Based Approval Process 33 BB Withdrawal of Child from the Program 34 CC Attendance Expectations 35 DD Attendance Accounting 36 EE Title XXII Requirements for All Children 42 FF Fees for Non-Head Start and Early Head Start Funded Programs 42 GG Billing Procedures 44 HH Fee Collection Procedures 46 II Receipts/Banking Procedures 47 JJ Confidentiality of Records 47 Part II Planning A Philosophy 48 B Methodology 48 Part III Education & Child Development Program Services SUBPART I INDIVIDUALIZATION IN THE PROGRAM A Description 51 B First Parent Conference / Individualized Plan 51 C Second Parent Conference 51 D The Infant-Toddler Individual Needs and Services Plan 52 E Lesson Plans 52 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1139 2017-19 Policies and Procedures Section 2: Program Operations 2017-19 Policies and Procedures Section 2 – Program Operations F Developmental, Sensory and Behavioral Screening 52 G Assessment 53 H Program Transitions 53 SUBPART II CURRICULUM A Child Development and Education Approach 55 B Curriculum Implementation 56 C Other Elements of Parent Involvement 65 D Home-Based Option 65 E Classroom Assignments 65 F Adult-to-Child Ratio 66 G Sign-In and Out Procedures 67 H General Celebration Policy 70 I Field Trip Policy 71 PART IV Health Program Services SUB PART I PREVENTION AND EARLY INTERVENTION A Determining Child Health Status 74 B Protocols for Determining Child Health Status 76 C Developmental, Sensory and Behavioral Screening 85 D Exams, Follow-Up and Treatment 88 E Children with Disabilities- Screening, Family Meeting and Referral Procedures 89 F Parent Involvement in Health, Nutrition and Mental Health Education 92 G Child and Family Mental Health Services 92 H Strategies for Behavior Management 100 I Family Meeting Team Members 105 J Child Abuse Reporting Policies 108 SUB PART II Child Nutrition A General Description- Identifying Children’s Needs 112 B Nutrition Referral 112 C Child Adult Care Food Program (CACFP) 116 D A. Child Adult Care Food Program (CACFP) Monitoring 117 SUB PART III Child Health and Safety A Daily Health Inspection 118 B Hand Washing 120 C Infection Control in the Classroom 120 D Napping Policy 122 E Dental Hygiene 123 F Health Issues in the Classroom 123 G Child Safety and Supervision 124 H Child Illness Procedures 125 I Return to School After Illness 127 J Medical Alerts 128 K Children Injured at the Center 128 L Blood Protocol 129 M Medication Administration 130 N Incomplete Health Records 133 O Health and Safety Training for Center Staff and Parents 134 P Posting of Documents (Health Emergency Procedures) 135 Q Pet Protocol 135 R Safety/ Sanitation Procedures 136 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1140 2017-19 Policies and Procedures Section 2: Program Operations 2017-19 Policies and Procedures Section 2 – Program Operations S Safety Surveillance 137 T First Aid Kits 138 U Preparing for Emergencies 139 V Classroom Sanitation 141 W Kitchen Sanitation 143 X Food Safety and Sanitation 143 Y Procedures for Using Transport Units 145 Z Food for Infants 146 AA Food for Toddlers 147 BB Potlucks 147 CC Food for Children, Parent, Staff Meetings and Events 147 DD Nutrition Services 148 EE Food Defense 148 PART V Family & Community Engagement Program Services SUB PART I FAMILY PARTNERSHIP BUILDING A Purpose 149 B Building Family Partnership Agreement (FPA) 149 C Accessing Community Services and Resources 155 D Supporting Families in Crisis- (Emergency and Crisis Assistance) 155 E Accessing Mental Health Services: Prevention Identification, Intervention, Program for Families 156 F Family Resources 156 G Services to Pregnant Women Enrolled in the Program 157 SUB PART II PARENT ENGAGEMENT A General Description 158 B Engagement in the Decision-Making Process 158 C Parent Engagement in the Classroom as Paid Employees, Volunteers or Observers 161 D Family Engagement in the Program 162 E Development of Activities for all parents 163 F Parent Education / Home Activities 163 G Parent Notification of Community Services Bureau Changes 164 H Family Literacy 164 I Parent and Family Engagement in Health, Nutrition, and Mental Health Education 164 J Parent and Family Engagement in Community Advocacy 165 K Parent and Family Engagement in Transition Activities 165 L Parent and Family Engagement in Home Visits 166 M Parent Engagement in Recruiting and Interviewing Head Start and Early Head Start Employees 166 SUB PART III COMMUNITY PARTNERSHIPS A Descriptions 167 B Child Care Partnerships 167 C Partnerships with Agencies, Entities and Individuals 167 PART VI Additional Services for Children with Disabilities A Purpose 168 B Definitions 169 C List of Disabling Conditions 171 D Responsibilities of CSB Full Inclusion Teacher 172 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1141 2017-19 Policies and Procedures Section 2: Program Operations 2017-19 Policies and Procedures Section 2 – Program Operations E Responsibilities of School District SDC, RTI, and Full Inclusion Teachers 172 F Responsibilities of the Comprehensive Services Disabilities Manager 173 G Documentation of Disabilities Services 175 H Postural Supports /Protective Devices 175 I Disabilities Resources 175 J Additional Services 175 K Disabilities Budget Coordination 176 L Special Education Budget Allocation 176 M Disabilities Screenings 176 N Evaluations 176 O Accessibility of Facilities 177 P Transitioning Children with Disabilities 177 Q Transition Policy for Early Head Start Children Receiving Mental Health or Special Education Services 178 R Special Education and Related Services 178 S Special Education Services with Other Agencies 179 T Volunteers 180 U Special Education Staff 180 V Interagency Agreements 180 W Recruitment and Enrollment 180 X American with Disabilities Act (ADA) Policy Recruitment & Enrollment of Children with Disabilities 181 Y Assessment Process of Children with Disabilities 182 Z Eligibility Criteria: Health Impairment 183 AA Eligibility Criteria: Emotional / Behavioral Disorders 183 BB Eligibility Criteria: Speech or Language Impairments 183 CC Eligibility Criteria: Intellectual Disability 184 DD Eligibility Criteria: Hearing Impairment 184 EE Eligibility Criteria: Orthopedic Impairment, Visual Impairment / Blindness 184 FF Eligibility Criteria: Learning Disabilities 184 GG Eligibility Criteria: Autism, Traumatic Brain Injury, Other Impairments 184 HH Disabilities/Health Services Coordination 185 II Developing Individualized Education Programs (IEPs) 185 JJ Disability Referral Procedures 186 KK Nutrition Services for Children with Disabilities 188 LL Parent Involvement in Transition Services for Children with Disabilities 188 PART VII Services to Enrolled Pregnant Women Enrolled Pregnant Women 189 Newborn Home Visits 190 PART VIII Human Resource Management A Statement of Purpose of Policies and Procedures 190 B Governing Board 191 C Organizational Structure 191 D Additional Personnel Policies Relating to Employees of Program Services 192 E Analysis of Staff Needs 199 F Recruitment and Selection 199 G Hiring of CSB Staff 200 H Reject from Probation 201 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1142 2017-19 Policies and Procedures Section 2: Program Operations 2017-19 Policies and Procedures Section 2 – Program Operations I 9/80 Work Schedule 201 J Separation 202 K Resignation 202 L Nepotism 202 M Enrolled Children of CSB Employees 202 N Staff Qualifications-General 202 O Qualification Requirements for Positions 203 P Classroom Staffing and Ratios and Comprehensive Services Staffing 204 Q Site Administration 205 R Teacher Assistant Trainees (TAT) 205 S Volunteers 206 T Standards of Conduct 206 U Professional Behavior and Attire 208 V Non-Discrimination and Anti-Harassment Policies 209 W Whistle Blowers Are Protected 209 X Protocol for Tracking Staff Absences 210 Y Family Medical Leave Act (FMLA) 210 Z Confidentiality 211 AA Probationary Period and Staff Performance Appraisals 214 BB Chronological Supervision and Filing System 216 CC Staff and Volunteer Health 216 DD Career Development Opportunities 218 EE Staff Training and Development 220 FF New Employee Orientation 223 GG Continuing Education Programs 224 HH Delegate Agency Policies 225 II Short-Term Contract Employees 225 JJ Union Membership 225 KK Equal Opportunity/Affirmative Action Policy 225 LL Approval of New Personnel Policies and Revisions 226 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1143 2017-19 Policies and Procedures Section 2: Program Operations 1 2017-19 Policies and Procedures Section 2 – Program Operations PART I. Eligibility, Recruitment, Selection and Attendance-ERSEA A. State Child Development Program A portion of our program is funded by The California Department of Education Early Education and Support Division .The matrix, below, provides an overview of the program. PY = Program Year CSPP CCTR Program Type/ Hours of Care Part Day 3-3:59 hrs Full Day More than 4 hrs Includes ¾ time and Full time Full Day Program Includes ½, ¾ time and full-time Age of Child 3 or 4 by September 1 of PY *Continued summer enrollment allowable for K- eligible children until K start if requested and available 3 or 4 by September 1 of PY *Continued summer enrollment allowable for K-eligible children until K start if requested and available Zero – three (until eligible for CSPP) % Preschoolers age 4 by September 1 of PY 50% of CSPP children at each site * Unless site has approved waiver from CDE 50% of CSPP children at each site * Unless site has approved waiver from CDE N/A Eligibility Requirement Current fiscal year Program Requirements apply Current fiscal year Program Requirements apply Current fiscal year Program Requirements apply Maintaining Ongoing Eligibility N/A Once initially Certified, child is “in” for the Remainder of the PY All families must report changes to income & family size within 5 days for recertification of eligibility. Failure to meet ongoing eligibility results in termination of full-day services. *If family fails to meet continued eligibility, they may choose to receive part-day services based on their initial eligibility or pay full fee for services. All families must report changes to income & family size within 5 days for recertification of eligibility. Failure to meet ongoing eligibility results in termination of full-day services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1144 2017-19 Policies and Procedures Section 2: Program Operations 2 2017-19 Policies and Procedures Section 2 – Program Operations Need Requirement N/A Current fiscal year Program Requirement apply Preschool children who attend only part of the week (e.g. M W F) or part of the day (11 – 5) can attend their class M-F during the “part-day preschool portion of the day” 8:30-12:00. All hours outside of this time must be supported by need. Maintaining Ongoing Need N/A All families must report changes to need within 5 days for recertification of need. Failure to meet ongoing need results in termination of full- day services. *If family fails to meet need eligibility for full-day, they may choose to receive CSPP part-day services if available or pay full fee for services. All families must report changes to need within 5 days for recertification of need. Failure to meet ongoing need results in termination of full-day services. Family Fees Assessed N/A If less than 130 hours per month part-time fee assessed If less than 130 hours per month part-time fee assessed If more than 130 hours per month full-time fee assessed If more than 130 hours per month full-time fee assessed If family of a 3-5 yr. old child has a need for less than 4 hrs. a day, try to place them in a part-day slot where no fees apply. N/A Adjustment Factors NA Time and special criteria adjustment factors apply. Time criteria are based on total number of hours in care (not just hours of need). CCTR toddler special criterion applies only until child is 36 months old regardless of type of class child is in. ¾ time – 4 to 6:29 hours. Full-time – 6:30 to 9:59 hours. Full-time Plus – 10 hours or more. Enrollment Priorities Transfers (i.e. families of children already certified for care including toddlers leaving CCTR) CPS- CSB622 At-Risk Referral Homeless Returning 4 yr. olds regardless of income Eligible 4 yr. olds* Eligible 3 yr. olds* Over income 4 yr. olds (part-day only) Over income 3 yr. olds (part-day only) *Refer to Enrollment Priorities for State Preschool Head Start collaborative full-day programs shall consider Head Start enrollment priorities and these children shall be Transfers CPS or “at risk” Homeless Eligible Children Per income Ranking *Head Start collaborative full-day programs shall consider Head Start enrollment priorities and these children shall be deemed as meeting the priorities. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1145 2017-19 Policies and Procedures Section 2: Program Operations 3 2017-19 Policies and Procedures Section 2 – Program Operations B. Definitions As used in the Program Requirements, definitions are as follows:  Adjusted monthly income-The total countable income as defined below, minus verified child support payments paid by the parent whose child is receiving child development services, excluding the non-countable income listed below: o Earnings of a child under age 18 years; o Loans; o Grants or scholarships to students for educational purposes other than any balance available for living costs; o Food stamps or other food assistance; o Earned Income Tax Credit or tax refund; o GI Bill entitlements, hardship duty pay, hazardous duty pay, hostile fire pay, or imminent danger pay; o Adoption assistance payments; o Non-cash assistance or gifts; o All income of any individual counted in the family size that is collecting federal Supplemental Security Income (SSI) or State Supplemental Program (SSP) benefits; o Insurance or court settlements including pain and suffering and excluding lost wages and punitive damages; o Reimbursements for work-required expenses such as uniforms, mileage, or per diem expenses for food and lodging; o Business expenses for self-employed family members; o When there is no cash value to the employee, the portion of medical and/or dental insurance documented as paid by the employer and included in gross pay; and o Disaster relief grants or payments, except any portion for rental assistance or unemployment. deemed as meeting the priorities. Over Income Waivers 10% of part-day slots allowed to be no more than 15% over State income ceiling. Not Allowed Not Allowed Recertification for next PY N/A Must do 2 nd “initial” application prior to next PY. At least every 12 months When changes in income, family size or need. At the discretion of the authorized representative anytime during the program year. At least every 12 months When changes in income, family size or need. At the discretion of the authorized representative anytime during the program year. Reporting Revised 8501 Revised 8501 9500 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1146 2017-19 Policies and Procedures Section 2: Program Operations 4 2017-19 Policies and Procedures Section 2 – Program Operations  Certify eligibility- The formal process the staff goes through to collect information and documentation to determine that the family and/or child meets the criteria for receipt of subsidized child development services. The signature of the designated authorized representative on an application for services attests that the criteria have been met.  Authorized representative-The person designated by the agency to certify eligibility for subsidized services. For CSB’s directly operated program, this means the Comprehensive Services Assistant Manager (CSAM) or designee.  Child Protective Services-Children receiving protective services through the local county welfare department as well as children identified by a legal, medical, social service agency or emergency shelter such as abused, neglected or exploited or at risk of abuse, neglect or exploitation.  Children with disabilities-Children who have been determined to be eligible for special education or early intervention services in accordance with Part B or C of the Individuals with Disabilities Education Act (IDEA). These children have a current Individualized Education Plan or Individualized Family Service Plan. These children may be developmentally disabled, hearing impaired, deaf, speech impaired, visually impaired, seriously emotionally disturbed, physically impaired, have other health impairments such as: deaf-blind, multi-handicapped or specific learning disabilities, requiring the special attention of adults in a child development setting. Children, birth to three years, may be “at-risk” or with disabilities as defined by IDEA.  Declaration-A written statement signed by a parent under penalty of perjury attesting that the contents of the statement are true and correct to the best of his or her knowledge.  Displace families-To dis-enroll families in order to reduce service levels due to insufficient funding or inability of CSB to operate one or more sites because of reasons beyond control of the department, such as floods or fire.  Enrolled-A child has been accepted and attended at least one class for center-based or family care option or at least one home visit for the home-based option.  Family-For State child development programs, the parents and the children for whom the parents are responsible; who comprise the household in which the child receiving services is living. For purposes of income eligibility and family fee determination, when a child and his or her siblings are living in a family that does not include their biological or adoptive parent, “family” shall be considered the child and related siblings. For Head Start (1302.12), family, for a child, means all persons living in the same household who are supported by the child’s parent(s)’ or guardian(s)’ income and related to the child’s parent(s) or guardian(s) by blood, marriage, or adoption or the child’s authorized caregiver or legally responsible party. Head Start defined family, for a pregnant woman, as all persons who financially support the pregnant woman.  Fee schedule-The Family Fee Schedule, issued by the department pursuant to Education Code section 8447(e). The fee schedule is used by child development staff to assess fees for families utilizing State child care and development services.  Homeless-As defined in the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a(2)), a person or family that lacks a fixed, regular, and adequate night-time residence and has a primary night time residence that is: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1147 2017-19 Policies and Procedures Section 2: Program Operations 5 2017-19 Policies and Procedures Section 2 – Program Operations o A supervised publicly or privately operated shelter, transitional housing, or homeless support program designed to provide temporary living accommodations, or a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings, or Children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason.  Foster care-24-hour substitute care for children placed away from their parents or guardians and for whom the state agency has placement and care responsibility. This includes, but is not limited to, placements in foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions, and pre-adoptive homes.  Income eligible-For the purpose of State child care and development services that a family's adjusted monthly income is at or below 75 percent of the state median income, adjusted for family size. In accordance with the Head Start Performance Standards (1302.12), a pregnant woman or child is income eligible if the family’s income is equal or below the poverty line or the family is eligible (or in the absence of child care would be potentially eligible) for public assistance, including TANF child-only payments.  Income fluctuation-Income that varies due to: o Migrant, agricultural, or seasonal work; o Intermittent earnings or income, bonuses, commissions, lottery winnings, inheritance, back child support payment, or net proceeds from the sale of real property or stock; o Unpredictable days and hours of employment, overtime, or self-employment.  Legally qualified professional-A person licensed under applicable laws and regulations of the State of California to perform legal, medical, health or social services for the general public.  Parent-A biological parent, adoptive parent, stepparent, foster parent, caretaker relative, legal guardian, domestic partner of the parent, or any other adult living with a child who has responsibility for the care and welfare of the child.  Parental Incapacity-The temporary or permanent inability of the child's parent(s) to provide care and supervision of the child (ren) for part of the day due to a physical or mental health condition.  Recipients of Service-Families and/or children enrolled in a child care and development program subsidized by the California Department of Education.  Self-Certification of Income-A declaration signed by the parent under penalty of perjury identifying: o To the extent known, the employer and date of hire and stating the rate and frequency of pay, total amount of income received for the preceding month(s), the type of work performed, and the hours and days worked, when an employer refuses or fails to provide requested employment information or when a request for documentation would adversely affect the parent’s employment; or the amount and frequency of sources of income for which no documentation is possible.  State median income-The most recent median income for California families as determined by the State Department of Finance.  Total countable income-All income of the individuals counted in the family size that includes, but is not limited to, the following: o Gross wages or salary, advances, commissions, overtime, tips, bonuses, gambling or lottery winnings; o Wages for migrant, agricultural, or seasonal work; o Public cash assistance; o Gross income from self-employment less business expenses with the exception of August 15, 2017 Contra Costa County Board of Supervisors Minutes 1148 2017-19 Policies and Procedures Section 2: Program Operations 6 2017-19 Policies and Procedures Section 2 – Program Operations wage draws; o Disability or unemployment compensation; o Workers compensation; o Spousal support, child support received from the former spouse or absent parent, or financial assistance for housing costs or car payments paid as part of or in addition to spousal or child support; o Survivor and retirement benefits; o Dividends, interest on bonds, income from estates or trusts, net rental income or royalties; o Rent for room within the family’s residence; o Foster care grants, payments or clothing allowance for children placed through child welfare services; o Financial assistance received for the care of a child living with an adult who is not the child’s biological or adoptive parent; o Veterans’ pensions; o Pensions or annuities; o Inheritance; o Allowances for housing or automobiles provided as part of compensation; o Portion of student grants or scholarships not identified for educational purposes as tuition, books, or supplies; o Insurance or court settlements for lost wages or punitive damages; o Net proceeds from the sale of real property, stocks, or inherited property; or o Other enterprise for gain.  Update the application-The process of revising the application for services between recertification. The application shall be revised by completing a 9600S form with the latest family information that documents the continued need and eligibility for child care and development services.  Verify-To check or determine the correctness or truth by investigation or by reference. C. Child Age and Family Income Eligibility The Community Services Bureau’s program enrolls children according to Federal and State eligibility criteria. For the Head Start program, children are selected for service based primarily on the family income adjusted for family size, with lowest income families selected first. Children at risk of abuse or neglect are considered high priority. Within age groups, priority in the pre-school program is given to four-year-old children from the neediest families. Please refer to CSB’s Selection Criteria found in the ERSEA folder on the Shared Drive for more information. The Community Assessment is used to determine location of centers and program options to accommodate the areas of greatest need in the county. Every year, parents/staff review and update placement of centers and program options, restructuring enrollment to best meet community needs as county demographics change. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1149 2017-19 Policies and Procedures Section 2: Program Operations 7 2017-19 Policies and Procedures Section 2 – Program Operations D. Recruitment 1. Strategies CSB employs a variety of recruitment strategies to ensure that the neediest children from low-income families have access to services. Each year, a recruitment plan responsive to changes in communities served by CSB is developed with parent feedback and implemented. Various recruitment materials are developed and disseminated throughout the community. There are a variety of ways to access the program by referral or personal contact. Walk-ins are always welcome. Word of mouth, via CSB parents is the best method of recruitment. Staff from all content areas of the program conducts presentations to community-based entities wherein detailed information is provided to expedite access to our program by their clients. Articles and ads are published in local publications such as agency newsletters, websites, and social networking sites. For detailed strategies, see the Recruitment Plan in the ERSEA folder on the Shared Drive. 2. Recruitment Policy All staff, parents, Policy Council members and partners are responsible for giving out information in accordance with the annual Recruitment Plan. All CSB Staff are responsible for:  Phone calls: Hotlines are answered regularly throughout the day by designated staff that log the entries and follow up on the Shared Drive. Staff that answers pre- registration hotlines is responsible for taking basic pre-registration information over the phone and entering it into CLOUDS.  Walk-ins: All staffs are responsible for being responsive to walk-ins and providing an explanation of the enrollment process. Assist client in filling out CSB690-Waiting List Pre- Registration Form (See CSB Forms) and/or place the child directly on the CLOUDS waiting list.  If client has brought in any documentation, such as pay stubs and/or birth certificate, scan them directly to CLOUDS.  Mail Received:  Route to appropriate person if mail came in self-addressed envelope.  Faxes: All referral forms are sent to the ERSEA analyst, logged, and then forwarded to the appropriate staff for follow up. E. Selection Process Children are selected from the waiting lists that are maintained in CLOUDS. After the agency receives the application material, children are ranked based on CSB’s admission priorities. Ten percent of our placement slots are designated for children with disabilities and every effort is made to accommodate children with disabilities. Selection Criteria: To ensure that the neediest children from low-income families are selected for CSB’s services, CSB implements its Selection Criteria/Admissions Priorities to prioritize neediest families, which is aligned with the state’s priorities by a strong community need for child care for working families. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1150 2017-19 Policies and Procedures Section 2: Program Operations 8 2017-19 Policies and Procedures Section 2 – Program Operations At least 10% of the total number of enrollment opportunities at CSB is designated for children with certified disabilities. Families of children with disabilities are asked to provide documentation from the doctor or a copy of the child’s IFSP or IEP. The authorized representative and other department managers insure that the selection criteria meet the state and federal regulations regarding selection of families and children to the program. The Selection Criteria/Admissions Priorities is updated and approved by the Director, Policy Council, and Board of Supervisors annually. F. CLOUDS Waitlist 1. Procedures for maintaining Eligible / Accepted Families on Waitlist In Maintaining Eligible / Accepted Families, staffs are responsible for:  Taking basic pre-registration information over the phone or in person and enter into CLOUDS  Contacting the next eligible family based on CLOUDS wait list and documenting contact on CLOUDS (Family Case Notes)  Send no contact letters, create, and submit Purge list to Assistant Manager in accordance with CSB Purge Protocol  Conducting interviews  Determining eligibility based on supporting documentation and information obtained through the interview  Maintaining pre-enrollment documentation on CLOUDS (e.g., pay stubs, birth certificate, immunization record)  Creating, signing and dating income calculation sheet  Communicating application status to families (CSB Application Status Letter) 2. Collect the following information in the child's electronic file on the CLOUDS waiting list:  Child’s birth certificate or other age verification: for state funding programs collect birth certificates for all children in the family size; for Head Start/Early Head Start collect only the birth certificate(s) of the child(ren) to be enrolled.  Documentation of Family Size (unborn can only be counted in family size for Early Head Start where services to pregnant women are provided)  Parents’ income verification (e.g., pay stubs) or self-certification form, if applicable (signed & dated).  Income calculation worksheet (signed & dated).  Copies of the child’s immunization records (not necessary to determine eligibility).  Health history from CLOUDS (signed and dated).  Child Care Data Collection Privacy Notice and Consent Form (State funded programs only).  Documentation of Disabilities, if applicable.  Documentation of Homelessness, if applicable  Documentation of Categorical Eligibility, if applicable  Documentation of caregiver’s need for services, if applicable  Documentation of California residency August 15, 2017 Contra Costa County Board of Supervisors Minutes 1151 2017-19 Policies and Procedures Section 2: Program Operations 9 2017-19 Policies and Procedures Section 2 – Program Operations 3. Once file has been determined eligible by the authorized representative:  Review and update information on file. Review and update Child and Family Data sheets on CLOUDS.  Review Health History.  Update Emergency Information (See Form CSB214)  Flag file in the top right front corner of the file using the following sticker dot system: o Blue Dot: Child with Disabilities o Red Dot: Child with Health/Nutrition/Mental Health Concerns o Yellow Dot: Child that transitioned from I/T to Preschool o White Dot: Used to cover up any colored dot that is no longer applicable to the child. 4. The authorized representative is Responsible for:  Review waitlist file from Clerk.  Verify family eligibility and sign the income calculation worksheet.  Move child from Eligibility Waiting List to Eligible/Accepted Wait List in CLOUDS once eligibility has been established.  Ensure flagged items are properly noted in CLOUDS.  Keep any paper copies in a locked drawer or cabinet.  Maintaining Eligible/Accepted list in CLOUDS and monitor to ensure the next eligible child is being enrolled.  Purge Eligible/Accepted list on CLOUDS record of over-age children  Review purged list and archive applications on CLOUDS as per the purge protocol. 5. Procedures for Purging Waitlist i. The authorized representative and supporting Clerk will maintain a current waiting list for those sites by following these steps:  Document all contacts with families on the Family Case Notes in CLOUDS.  Make extra special effort via multiple methods to contact Head Start eligible families as some these families require extra outreach efforts. Document all steps taken.  Send out no contact letters (See Form CSB613) to non-responsive families on or before the 15th of each month; send only one letter to each family; give the family ten working days to respond from date letter is sent.  Document response/lack of response to the CSB613 on Family Case Notes.  Prepare the “Waitlist Purge Request Form” (See Form CSB603) by the 5th of each month for the previous month’s activities (ex. requests from May will be due on June 5); include all families on purge form that have not responded to letters sent out as described in #2 of this protocol.  Submit the “Waitlist Purge Request Form” (CSB603) to the Comprehensive Services Assistant Manager assigned to them. ii. The Comprehensive Services Assistant Manager will conduct the purge by following these steps: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1152 2017-19 Policies and Procedures Section 2: Program Operations 10 2017-19 Policies and Procedures Section 2 – Program Operations  Review the “Waitlist Purge Request Form” (CSB603) prepared by the clerk.  Review the Family Data Sheet for each child listed on the “Waitlist Purge Request Form” (CSB603).  Purge the records that are appropriate by the 10th of each month.  Shred any temporary files created for purged record.  Communicate with the clerk regarding any purge that is not appropriate.  Check to see if Family Services have been started and, if so, discontinuing services for those families scheduled to be purged. G. Enrollment and Re-Enrollment 1. General Enrollment Policy Families find themselves in many situations and at times terminate their children’s enrollment, but then, later on, want to re-enroll their child. CSB encourage families to return to the program should their situation allow. When families wish to re-enroll they are placed back on the waiting list and ranked accordingly. When children are enrolled in the Federal Head Start program, they remain eligible for services for the year they are enrolled and the following year regardless of changes in income. If children are enrolled for a third year in Head Start, the family income must be re-determined. When children are enrolled in the State Child Development program, they are recertified in accordance with the regulations to insure they remain eligible.  When children are enrolled in the Early Head Start program, they remain eligible for services until they are three years old regardless of income.  When EHS children reach their third birthday, they must re-apply to determine eligibility for Head Start preschool services.  When children are enrolled in part-day State Preschool, they remain eligible for continued services until the beginning of the next fiscal year regardless of income changes.  Part-day State Preschool children seeking a second year of services must demonstrate income and age eligibility for continued services but have priority in placement without regard to income ranking in accordance with the Enrollment Priorities.  Once an infant or toddler is enrolled in a General Child Care program they remain income eligible for subsidized services only as long as the family income remains at or below 75% of the California median income.  When family income rises above 50% of the California median income, the General Child Care and full- day State Preschool enrollees are assessed a Family Fee based on the California Family Fee Schedule. 2. Enrollment Placement i. In placing a child at a center, Site Supervisors are responsible for the following:  Review Eligible/Accepted List in CLOUDS.  Select the child with the highest priority ensuring that all Head Start eligible children August 15, 2017 Contra Costa County Board of Supervisors Minutes 1153 2017-19 Policies and Procedures Section 2: Program Operations 11 2017-19 Policies and Procedures Section 2 – Program Operations have been placed as vacancies occur, before enrolling any child above the federal poverty guidelines.  Review all sections of child’s file for special needs or concerns and proper placement of dots and accuracy.  Check for any flagged items that may need follow up or a parent signature.  Coordinate/schedule Case Management Meeting with parent, Comprehensive Services Assistant Manager, and other staff as needed.  Contact parent for enrollment (placement) appointment.  When meeting with the family: o Complete, date and sign new income information as needed and enter updated information on CLOUDS. o The 9600 form from CLOUDS is to be signed and dated by the authorized representative and parent. o Issue Notice of Action o Update Emergency Information (See CSB Forms > 0600- Enrollment > Licensing Emergency ID/Information form). o Complete Admission Agreement and hours of service contract on CLOUDS. Complete Parent Handbook with parent. o Verify that the child’s immunizations are up-to-date (Do not admit until record is up to date). o Review health history and ensure appropriate referrals have been made. o Move child from Eligible/Accepted List and place into appropriate classroom and Program Model. H. Eligibility and Need Criteria and Documentation 1. Residency Requirements To be eligible for child care and development services, the child must live in the State of California while services are being received. Any evidence of a street address or post office address in California will be sufficient to establish residency. A person identified as homeless is exempted from this requirement and shall submit a declaration of intent to reside in California. The determination of eligibility for child care and development services shall be without regard to the immigration status of the child or the child’s parent(s), unless the child or the child’s parent(s) are under a final order of deportation from the United States Department of Justice. Community Services Bureau provides Head Start and Early Head Start services to children/pregnant women who reside within the service area of Contra Costa County, and reside in the CSB service area. CSB does not serve a portion of Concord that is commonly referred to as the Monument Corridor. The area falls within the 94520 zip code in Concord and is bounded by Clayton Road to the North, Galindo Street to the Northeast, South along Monument Boulevard to Cleopatra Drive, southeast to Interstate 680 and west to State Route 242. This area is operated by the Unity Council of Alameda County. All August 15, 2017 Contra Costa County Board of Supervisors Minutes 1154 2017-19 Policies and Procedures Section 2: Program Operations 12 2017-19 Policies and Procedures Section 2 – Program Operations other portions of the county are served by CSB. In accordance with the Head Start and Early Head Start Service Area Agreement adopted in 2016 among Bay Area Programs, every effort will be made to honor the family's choice to enroll their child in the program they choose. If a family resides outside of Contra Costa County, the family may enroll with CSB without asking permission from the residence grantee if any of the following reasons are valid.  If a family lives geographically closer to an agency outside of their residential area.  If the child is transitioning from EHS to SH, allowing for continuity of care.  If the family works, goes to school, is in training or participating in other related activity outside the residence are.  If the family starts one program and moves to another area, and they choose to continue enrollment in the program.  Homeless families may enroll in the program most convenient to them (follow McKinney Vento definition).  Children with disabilities should be given priority enrollment if there is no room in the residence program. 2. Documentation of Need Based on Employment, Seeking Employment, Training Toward a Vocational Goal, Seeking Housing, and Incapacity Families who are eligible for subsidized child care and development services based on income, public assistance, or homelessness must document that each parent in the family meets a need criterion to enroll in a full-day CSPP or CCTR program. The need criteria are: vocational training leading directly to a recognized trade, para profession, or profession; employment or seeking employment; seeking permanent housing for family stability; and incapacitation. Subsidized child care and development services shall only be available to the extent to which:  The parent meets a need criterion that precludes the provision of care and supervision of the family’s child for some of the day;  There is no parent in the family capable of providing care for the family’s child during the time care is requested; and Supervision of the family’s child is not otherwise being provided by school or another person or entity. 3. Documentation of Employment If the basis of need as stated on the application for services is employment of the parent, the documentation of the parent’s employment shall include the days and hours of employment. If the parent has an employer, the documentation of need based on employment shall consist of one of the following:  The pay stubs provided to determine income eligibility that indicates the days and hours of employment;  When the provided pay stubs do not indicate the days and hours of employment, staff shall August 15, 2017 Contra Costa County Board of Supervisors Minutes 1155 2017-19 Policies and Procedures Section 2: Program Operations 13 2017-19 Policies and Procedures Section 2 – Program Operations verify the days and hours of employment by doing the following: o Secure an independent written statement from the employer; o Telephone the employer and maintain a record;  If the provided pay stubs indicate the total hours of employment per pay period and if staff is satisfied that the pay stubs have been issued by the employer, specify on the application for services the days and hours of employment to correlate with the total hours of employment and the parent’s need;  If the variability of the parent’s employment is unpredictable and precludes staff from verifying specific days and hours of employment or work week cycles, specify on the application for services that the parent is authorized for a variable schedule for the actual hours worked, identifying the maximum number of hours of need based on the week with the greatest number of hours within the preceding four weeks and the verification as noted above. Until such time as the employment pattern becomes predictable, need for services shall be updated at least every four months;  If the employer refuses or is non-responsive in providing the requested information, record attempts to contact the employer, and specify and attest on the application for services to the reasonableness of the days and hours of employment based on the description of the employment and community practice; or  If the parent asserts in a declaration signed under penalty of perjury that a request for employer documentation would adversely affect the parent’s employment, on the application for services: o Attest to the reasonableness of the parent’s assertion; and o Specify and attest to the reasonableness of the days and hours of employment based on the description of the employment and community practice. When the employed parent does not have pay stubs or other record of wages from the employer and has provided a self-certification of income, staff shall assess the reasonableness of the days and hours of employment, based on the description of the employment and the documentation provided, and authorizes only the time determined to be reasonable. If the parent is self-employed, the documentation of need based on employment shall consist of the following:  A declaration of need under penalty of perjury that includes a description of the employment and an estimate of the days and hours worked per week;  To demonstrate the days and hours worked, a copy of one or more of the following: appointment logs, client receipts, job logs, mileage logs, a list of clients with contact information, or similar records; and  As applicable, a copy of a business license, a workspace lease, or a workspace rental agreement. A statement by staff assessing the reasonableness of the total number of days and hours requested per week based on the description of the employment and the documentation provided. If the parent has unpredictable hours of employment, staff shall authorize the parent for a variable schedule not to exceed the number of hours determined to be needed per week. Need for services for unpredictable hours shall be updated at least every four months. If staff has been unable to verify need based on the documentation provided, staff shall take additional action to verify self-employment that includes any one or more of the following: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1156 2017-19 Policies and Procedures Section 2: Program Operations 14 2017-19 Policies and Procedures Section 2 – Program Operations  If the self-employment occurs in a rented space, contacting the parent’s lessor or other person holding the right of possession to verify the parent’s renting of the space;  If the self-employment occurs in variable locations, independently verifying this information by contacting one or more clients whose names and contact information have been voluntarily provided by the parent; or  Making other reasonable contacts or requests to determine the amount of time for self- employment.  If staff is unable to make a reasonable assessment of the hours needed for self-employment after attempting to verify such hours and documenting the attempts, staff may divide the parent’s self-employment income by the applicable minimum wage. The resulting quotient shall be the maximum hours needed for employment per month. The parent shall provide a release to enable the staff to obtain the information it deems necessary to support the parent’s asserted days and hours worked per week. If additional services are requested for travel time or sleep time to support employment, staff shall determine, as applicable, the time authorized for:  Travel to and from the location at which services are provided and the place of employment, not to exceed half of the daily hours authorized for employment to a maximum of four hours per day; or  Sleep, if the parent is employed anytime between 10:00 p.m. and 6:00 a.m., not to exceed the number of hours authorized for employment and travel between those hours. 4. Documentation of Employment in the Home or a Licensed Family Day Care Home If the parent's employment is in the family’s home or on property that includes the family’s home, the parent must provide justification for requesting subsidized child care and development services based on the type of work being done and its requirements, the age of the family’s child for whom services are sought, and, if the child is more than five years old, the specific child care needs. Staff shall determine and document whether the parent’s employment and the identified child care needs preclude the supervision of the family's child. If the parent is a licensed family day care home provider or an individual license-exempt, the parent is not eligible for subsidized services during the parent’s business hours because the parent’s employment does not preclude the supervision of the family’s child. If the parent is employed as an assistant in a licensed large family day care home, and is requesting services for the family’s child in the same family day care home, the parent shall provide documentation that substantiates all of the following:  A copy of the family day care home license indicating it is licensed as a large family day care home;  A signed statement from the licensee stating that the parent is the assistant, pursuant to the staffing ratio requirement of California Code of Regulations, title 22, section 102416.5(c);  Proof that the parent’s fingerprints are associated with that licensed family day care home as its assistant, which staff may verify with the local community care licensing office; and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1157 2017-19 Policies and Procedures Section 2: Program Operations 15 2017-19 Policies and Procedures Section 2 – Program Operations  Payroll deductions withheld for the assistant by the licensee, which may be a pay stub. 5. Documentation of Seeking Employment If the basis of need as stated on the application for services is seeking employment, the parent’s period of eligibility for child care and development services is limited to 60 working days during the contract period. Services shall occur on no more than five days per week and for less than 30 hours per week. The period of eligibility shall start on the day authorized by staff and extend for consecutive working days. Documentation of seeking employment shall include a written parental declaration signed under penalty of perjury stating that the parent is seeking employment. The declaration shall include the parent’s plan to secure, change, or increase employment and shall identify a general description of when services will be necessary. Staff shall determine the number of working days available for seeking employment and the child care schedule, which may be a variable schedule, based on the documentation. During the period of authorization and if necessary to verify need, staff may request that the parent provide, no more than once a week, a description of the activities he or she has undertaken during the previous week to seek employment and, as appropriate, may require additional documentation. If the Governor declares a state of emergency and if the factual basis for the Governor's declaration indicate that opportunities for employment have temporarily diminished to such a degree that parents cannot be reasonably expected to find employment within 60 working days of diligent searching, the State Superintendent of Public Instruction (SSPI) may investigate to determine whether the 60- working- days limitation should be suspended. If the SSPI determines that it is in the public interest to do so, he or she may, by order, suspend the 60-working-days limitation on eligibility during the period of the emergency or for a lesser time. The scope of the suspension, including the geographic areas and the persons affected, and its duration, shall be no more than necessary to respond to the emergency as determined in the SSPI’s investigation, and shall be specifically described in the SSPI’s order. If a parent’s services for seeking employment were exhausted after an emergency was declared and before the SSPI suspends the eligibility limitation, staff may re-authorize services for seeking employment in accordance with the conditions specified in the SSPI’s order. If the parent has concurrently received services based on employment or vocational training for at least 20 working days while receiving services for seeking employment, eligibility for seeking employment may be extended for an additional 20 working days. For such a parent, services for this purpose shall not exceed 80 working days during the contract period. If services for this purpose are discontinued, the number of working days remaining in the period of eligibility shall be available for a subsequent period of eligibility during the contract period. The working days used to determine the period of eligibility shall include the consecutive Mondays through Fridays, excluding any federal holidays. 6. Documentation of Training toward Vocation Goals If the basis of need as stated on the application for services is vocational training leading directly to a August 15, 2017 Contra Costa County Board of Supervisors Minutes 1158 2017-19 Policies and Procedures Section 2: Program Operations 16 2017-19 Policies and Procedures Section 2 – Program Operations recognized trade, para-profession, or profession, child care and development services shall be limited to whichever expires first:  Six years from the initiation of services; or  Twenty four semester units, or its equivalent, after the attainment of a Bachelor’s Degree. The parent shall provide documentation of the days and hours of vocational training to include:  A statement of the parent’s vocational goal;  The name of the training institution that is providing the vocational training;  The dates that current quarter, semester, or training period, as applicable, will begin and end;  A current class schedule that is either an electronic print-out from the training institution of the parent’s current class schedule or, if unavailable, a document that includes all of the following: o The classes in which the parent is currently enrolled; o The days of the week and times of day of the classes; and o The signature or stamp of the training institution's registrar. o The anticipated completion date of all required training activities to meet the vocational goal; and o Upon completion of a quarter, semester, or training period, as applicable, a report card, a transcript, or, if the training institution does not use formal letter grades, other records to document that the parent is making progress toward the attainment of the vocational goal. A parent shall report any change in his or her class schedule related to the days and times of any class, including a withdrawal from a class, within five calendar days of requesting the change from the institution. Services may be provided for classes related to the General Education Development (GED) test or English language acquisition if such courses support the attainment of the parent’s vocational goal. On-line or televised instructional classes that are unit bearing classes from an accredited training institution shall be counted as class time at one hour a week for each unit. The parent shall provide a copy of the syllabus or other class documentation and, as applicable, the Web address of the on-line program. The accrediting body of the training institution shall be among those recognized by the United States Department of Education. Continuation of services based on training is contingent upon making adequate progress. To make progress each quarter, semester, or training period, as applicable, the parent shall, in the college classes, technical school, or apprenticeship for which subsidized care is provided:  In a graded program, earn a 2.0 grade point average; or  In a non-graded program, pass the program’s requirements in at least 50 percent of the classes or meet the training institution’s standard for making adequate progress. The first time the parent does not meet the condition of making adequate progress, the parent may continue to receive services for one additional quarter, semester, or training period, as applicable, to improve the parent’s progress. At the conclusion of that session, the parent shall, in the classes for August 15, 2017 Contra Costa County Board of Supervisors Minutes 1159 2017-19 Policies and Procedures Section 2: Program Operations 17 2017-19 Policies and Procedures Section 2 – Program Operations which subsidized care was provided, have made adequate progress. If the parent has not made adequate progress, services for this purpose shall be:  Terminated; and  Available to the parent, to the extent provided by subdivision (a), after six months from the date of termination. No later than ten calendar days after the training institution’s release of progress reports for the quarter, semester, or vocational training period, as applicable, the parent shall provide staff with a copy of the parent’s official progress report. As deemed appropriate, staff may require the parent to:  Have an official copy of a progress report sent directly from the training institution to staff; or  Provide a release, as may be required by the training institution, to enable staff to verify the parent’s progress with the institution. A parent may change his or her vocational goal, but services shall be limited to the time or units remaining from the initiation of the provision of services for vocational training. Staff shall determine the days and hours needed per week, and whether the parent is making progress, based on the documentation. Staff may request that the parent provide a publication from the training institution describing the classes required to complete the parent’s vocational goal. If additional services are requested for study time or travel time to support the vocational training, staff shall determine, as appropriate, the amount of services needed for:  Travel to and from the location at which services are provided and the training location, not to exceed half of the weekly hours authorized for training to a maximum of four hours per day; or  Study time, including study time for on-line and televised instructional classes, according to the following: o Two hours per week per academic unit in which the parent is enrolled; o On a case-by-case basis and as may be confirmed with the class instructor, additional time not to exceed one hour per week per academic unit in which the parent is enrolled; and o On a case-by-case basis, no more than the number of class hours per week for non- academic or non-unit bearing training. The service limitations specified above shall not apply to a parent who demonstrates he or she is:  As of June 27, 2008, receiving services for vocational training and has attained a Bachelor’s Degree;  Receiving services from a program operating pursuant to Education Code section 66060;  Attending vocational training when the parent has been deemed eligible for rehabilitation services by the California Department of Rehabilitation; or  Attending retraining services available through the Employment Development Department of the State or its staffs due to a business closure or mass layoff. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1160 2017-19 Policies and Procedures Section 2: Program Operations 18 2017-19 Policies and Procedures Section 2 – Program Operations 7. School Breaks for Parents Training Toward a Vocational Goal Caregivers whose certified need is Training Toward a Vocational Goal, do not have a certified need for full-day State Child Development Services during their school/training breaks (winter, spring, summer or fall) and days school is not in session (teacher in-service and other holidays). These days are non- contract days and the child is not allowed to attend full-day State Child Development Services or use Best Interest Days on these days. To promote continuity of care, the caregiver and site supervisor may determine that the child should remain in services during these days if possible and would therefore either assess a full fee or select program model for which the child is eligible. CCTR only toddlers cannot take advantage of this second option and may not attend during these days as they are not age eligible for any other program model. For all other children the following protocols should be followed:  FP/HS and FPL/HS preschool children may attend full-day under PP/HS or PPL/HS with approval of Request for Change from FP to PP/TB form (See Forms CSB607).  FP and FPL preschool children may attend ½ day during the preschool portion of the day under PP or PPL only with approval of Request for Change from FP to PP/TB form (See Form CSB607). If any of the above actions are taken, the program model in CLOUDS must be changed by wait listing the child and re-enrolling under the new program model for the duration of the school/training break days. Sign-in sheets, monthly 9400s, and other required documents described in the Request to Change from FP to PP Protocol must also reflect this program model change. If/when the child is moved back to their original funding model; these same changes must be made and reflected on the appropriate documentation. 8. Documentation of Parental Incapacity If the basis of need as stated on the application for services is parental incapacity, child care and development services shall not exceed 50 hours per week. Documentation shall include a release signed by the incapacitated parent authorizing a legally qualified health professional to disclose information necessary to establish that the parent meets the definition of incapacity, and needs services. The documentation of incapacitation provided by the legally qualified health professional shall include:  A statement that the parent is incapacitated, that the parent is incapable of providing care and supervision for the child for part of the day, and, if the parent is physically incapacitated, that identifies the extent to which the parent is incapable of providing care and supervision;  The days and hours per week that services are recommended to accommodate the incapacitation, taking into account the age of the child and the care needs. This may include time for the parent’s regularly scheduled medical or mental health appointments;  The probable duration of the incapacitation; and  The name, business address, telephone number, professional license number, and signature of the legally qualified health professional who is rendering the opinion of incapacitation and, if applicable, the name of the health organization with which the professional is associated. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1161 2017-19 Policies and Procedures Section 2: Program Operations 19 2017-19 Policies and Procedures Section 2 – Program Operations Staff may contact the legally qualified health professional for verification, clarification, or completion of the provided statement. Staff shall determine the days and hours of service based on the recommendation of the health professional and consistent with the provisions of this article. 9. Documentation of Seeking Permanent Housing If the basis of need as stated on the application for services is seeking permanent housing for family stability, the parent’s period of eligibility for child care and development services is limited to 60- working-days during the contract period. Services shall occur on no more than five days per week and for less than 30 hours per week. The period of eligibility shall start on the day authorized by staff and extend for consecutive working days. Documentation of seeking permanent housing shall include a written parental declaration signed under penalty of perjury that the family is seeking permanent housing. The declaration shall include the parent’s search plan to secure a fixed, regular, and adequate residence and shall identify a general description of when services will be necessary. If the family is residing in a shelter, services may also be provided while the parent attends appointments or activities necessary to comply with the shelter participation requirements. Staff shall determine the number of weeks available for seeking permanent housing and the child care schedule, which may be a variable schedule, based on the documentation. During the period of authorization and if necessary to verify need, staff may request that the parent provide, no more than once a week, either a declaration signed under penalty of perjury describing the activities the parent has undertaken during the previous week to seek permanent housing or a signed statement from the shelter, transitional housing agency, or homeless support program regarding the parent’s search progress to date. If the parent does not expect to secure housing prior to the end of the eligibility period:  The parent may request an extension in a declaration of need signed under penalty of perjury that includes an update of the parent’s search plan and either a description of the activities undertaken during the previous week to seek permanent housing or a signed statement from the shelter, transitional housing agency, or homeless support program indicating the parent’s continued need for services; and  The staff may authorize an extension of search eligibility for up to 20 additional working days. If services for this purpose are discontinued, the number of working days remaining in the period of eligibility shall be available for a subsequent period of eligibility during the contract period. The working days used to determine the period of eligibility shall include the consecutive Mondays through Fridays, excluding any federal holidays. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1162 2017-19 Policies and Procedures Section 2: Program Operations 20 2017-19 Policies and Procedures Section 2 – Program Operations 10. Documentation of Child Protective Services i. General Procedures CSB Head Start is committed to providing child development services for all eligible and pregnant women who are currently involved in the child welfare system and Children and Family Services (CFS) for the purpose of improving young children’s access to and continuity of comprehensive, high quality early care and education services. The partnership between CSB and CFS ensures that staff understands the complex (social, emotional, developmental and physical) needs of this vulnerable population. This partnership is in compliance with the administration for children and families’ information memorandum acyf-cb-im-11-01 issued January 31, 2011. If eligibility and need is based on a child/family’s involvement in the child welfare system/child protective services (CPS/CFS), the basic data file must contain a written referral-Form CSB622, dated within the six (6) months immediately preceding the date of application for services, from a legal, medical, social service agency or emergency shelter. The written referral must include either:  A statement from the local county welfare department, child protective services (CPS/CFS) unit certifying that the child is receiving child protective services and that the child care and development services are a necessary component of the child protective services plan, or  A statement by a legally qualified professional that the child is at risk of abuse or neglect and the child care and development services are needed to reduce or eliminate risk, and  The probable duration of the child protective service plan or the at-risk situation, and  The name, address, telephone number and signature of the legally qualified professional who is making the referral. ii. Children and Family Service Referrals Families may be referred to CSB for enrollment from Children and Family Services (CFS), if child care is deemed a necessary piece of the service plan. CSB will review the referral to determine a family’s eligibility for Head Start, Early Head Start, Center Based, Stage II and CAPP programs. Based on eligibility and need requirements the referral will be forwarded to the appropriate program, taking into consideration parental choice. Once the referral is received by the appropriate unit, the family will be contacted to determine eligibility. If the family is eligible and meets all necessary requirements, they may be enrolled in the program provided there is space. If there is no space or funding available in any of CSB’s programs, the ERSEA Manager will forward the referral to an outside agency for potential enrollment. At this time staff will notify the referring individual whether or not the family was enrolled or referred to an outside agency. I. Certification of Eligibility The Comprehensive Services Assistant Manager or designee is authorized to certify eligibility prior to initial enrollment and at the time of re-certification. The authorized representatives must certify each family’s/child’s eligibility for childcare and development services after reviewing the completed application and documentation contained in a basic data file that is established and maintained at the site. All data is uploaded to a central computerized database. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1163 2017-19 Policies and Procedures Section 2: Program Operations 21 2017-19 Policies and Procedures Section 2 – Program Operations Prior to enrollment, the authorized representative certifies eligibility by completion of the following forms:  Application for Childcare and Development Services  Notice of Action, Application for Services Prior to enrollment, parents may contact Site Supervisors, Assistant Directors, Comprehensive Services team members, and teachers at any sites in Contra Costa County to obtain an application for services. Or they may call one of the enrollment hotline numbers to place themselves on a waiting list. At the time the authorized representative certifies or recertifies eligibility of a family/child for child care and development services, he/she shall inform the family of the family's responsibility to notify the staff within five calendar days of any changes in family income, family size, or the need for services. This information is noted on the application of service and Site Supervisor/Comprehensive Services Manager must review the contents and, if needed, provide an explanation of what the “Declaration” means. When a child’s residence alternates between the homes of separated or divorced parents, eligibility, need and fees should be determined separately for each household in which the child is residing during the time child development services are needed (i.e., separate certifications and service agreements). For example, a child may be subsidized during part of the week and full cost the rest of the week. J. Re-certification for General Child Care Services and Full Day State preschool After initial certification and enrollment, the authorized representative must verify need and eligibility and re-certify each family/child as follows: Families receiving services because the child is at risk of abuse, neglect or exploitation must be re- certified at least once every three (3) months. Families receiving services because of actual abuse, neglect or exploitation must be re-certified at least every twelve (12) months. The time of re-certification, the staff must document that the family is participating in a protective services plan in accordance with the requirements of their local county welfare department, child protective services unit to alleviate the circumstances causing the abuse, neglect or exploitation. All other families must be re-certified at least once each contract period and at intervals not to exceed twelve (12) months. K. Re-Certification for Part-Day State Preschool Children Part-day State Preschool families must be certified at the beginning of service using the most recent income documentation and may be certified up to 120 days before the services’ start date. After a first year of service, a family must reapply to determine income and age eligibility before a child can be considered for enrollment for a second year. These returning children have placement priority without regard to income ranking as described in the Enrollment Priorities guidance. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1164 2017-19 Policies and Procedures Section 2: Program Operations 22 2017-19 Policies and Procedures Section 2 – Program Operations L. Re-Certification for Head Start and Early Head Start Children CSB certifies Head Start children into the program based on family income eligibility at the time of enrollment using the federal income guidelines. Once a child is enrolled, that child does not need to be re-certified even if the family income rises above the federal poverty level for the first year of enrollment and the following year. Re-certification is only required for a child entering a third year of Head Start. Early Head Start children must be re-certified for eligibility when they transition to a Head Start program for preschool age children. M. General Recertification / Re-Enrollment Procedures 1. Recertification Procedures During the recertification process, the authorized representative is responsible for the following:  Track families needing to be recertified using Recertification Tracking Calendar.  Notify families 30 days prior to enrollment expiration to bring updated eligibility documentation.  Collect recertification or re-enrollment documentation.  Complete new 9600 on CLOUDS.  Complete new income calculation sheet (signed and dated).  Update reason for needing child care and application type on the child data sheet (See “eligibility information” on the child data sheet).  Proceed with certification procedures as listed above if family is still income eligible.  Issue Notice of Action, certifying continuation, changes or termination of services. (Note: adverse action requires a 14-day written notification, 19-days if mailed).  Drop file on CLOUDS on the last day of service and prepare paper file for storage (Note: Childs "waitlist" or "termination" activity date is the day after the child's last day). The Children’s file folders are to be re-used.  Update CLOUDS record as needed.  Maintain files of terminated children in locked location at site for one year until after program audit in October or November.  Send dropped and files of terminated clients to central location after completion of program audit. 2. Re-Enrollment Process During the re-enrollment process, Site Supervisors in collaboration with Comprehensive Services are responsible for the following:  In June, identify children for roll-over.  In July, place roll-over children into appropriate classrooms and Program Model, from Eligible/Accepted list in CLOUDS.  For previously enrolled Part-day State Preschool child requesting re-enrollment, follow August 15, 2017 Contra Costa County Board of Supervisors Minutes 1165 2017-19 Policies and Procedures Section 2: Program Operations 23 2017-19 Policies and Procedures Section 2 – Program Operations guidelines for completely new 9600 application with all new documentation:  If a child’s CLOUDS record was archived within the program year, request Comprehensive Services Manager to reactivate child’s CLOUDS record and place child back on to Eligibility Wait List.  Follow approved guidelines for selecting children. N. Updating the Application The authorized representative must update the family’s application for General Child Care and Full-day State Preschool to document continued need and eligibility and determine any change to fee assessment, if applicable, within thirty (30) days whenever there is a change in family size, income, public assistance status or need. Form 9600S will be used for application updates between re-certifications. 9600S must also be accompanied by a Notice of Action for updates effecting need, eligibility, or certified hours of care. O. Contents of Basic Data File Staff must establish and maintain a basic data file for each family receiving childcare and development services. The basic data file must contain a signed application for services with:  The parent’s(s) full name(s), address (es) and telephone number(s).  The names, gender and birth dates of all children under the age of eighteen (18) counted in the family size whether or not they are served by the program.  The number of hours of service each day for each child.  The names of other family members in the household related by blood, marriage or adoption.  The reason for needing childcare and development services, if applicable.  Employment or training information for parent(s) including name and address of employer(s) or training institution(s) and days and hours of employment or training, if applicable.  Eligibility status.  Family size income, if applicable.  The parent’s signature and date.  The signature of the Site Supervisor/Assistant Director certifying the eligibility and date of signature.  A notation on when the first services begin. A notation of the last day services were received. The data file must also contain, as applicable:  Documentation of income eligibility, including an income calculation worksheet.  Documentation of employment.  Documentation of seeking employment.  Documentation of training.  Documentation of parental incapacity.  Documentation of child's disabilities.  Documentation of homelessness.  Documentation of seeking permanent housing for family stability. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1166 2017-19 Policies and Procedures Section 2: Program Operations 24 2017-19 Policies and Procedures Section 2 – Program Operations  Written referral from a legally qualified professional from a legal, medical, or social services agency, or emergency shelter for children at risk of abuse, neglect, or exploitation.  Written referral from a county welfare department, child welfare services worker, certifying that the child is receiving protective services and the family requires child care and development services as part of the case plan.  If the parent of the child was on cash assistance, the date the parental cash aid was terminated.  A signed Child Care Data Collection Privacy Notice and Consent Form CD 9600A shall be included.  Notice of Action (as stated above in detail) and/or Recipient of Services.  All child health and current emergency information required by California Code of Regulations, title 22, Social Security, Division 12, Community Care Facilities Licensing Regulations. 1. Documentation and Determination of Family Size A parent shall provide the names of the parents and the names, gender and birthdates of the children identified in the family. This information shall be documented on a confidential application for child care and development services and used to determine family size. The parent shall provide supporting documentation regarding the number of children in the family. The number of children shall be documented by providing at least one of the following documents, as applicable* for the state funded program:  Birth certificates.  Court orders regarding child custody.  Adoption documents.  Records of Foster Care placements.  School or medical records.  County welfare department records; or  Other reliable documentation indicating the relationship of the child to the parent. *Federally funded programs require documentation for the child to be enrolled, only. In state funded programs, when only one parent has signed the application has indicated on the application that they are a single parent, then the parent signing the application must self-certify single parent status by initialing question one (1) in Section V of the application. A parent shall not be required to submit supporting documentation regarding the presence or absence of the second parent. For income eligibility and family fee purposes, when a child and his or her siblings are living in a family that does not include their biological or adoptive parent, only the child and related siblings shall be counted to determine family size. In these cases, the adult(s) must meet a need criterion. 2. Documentation of Income Eligibility The parent is responsible for providing documentation of the family’s total countable income and the staff is required to verify the information, as described below: The parent(s) shall document total countable income for all the individuals counted in the family size as follows: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1167 2017-19 Policies and Procedures Section 2: Program Operations 25 2017-19 Policies and Procedures Section 2 – Program Operations i.If the parent is employed, provide:  A release authorizing the staff to contact the employer(s), to the extent known, that includes the employer’s name, address, telephone number, and usual business hours, and  All payroll check stubs, a letter from the employer delivered to CSB independent of the employee, or other record of wages issued by the employer for the month preceding the initial certification, an update of the application, or the recertification that establishes eligibility for services. When the employer refuses or fails to provide requested documentation or when a request for documentation would adversely affect the parent’s employment, provide other means of verification that may include a list of clients and amounts paid, the most recently signed and completed tax returns, quarterly estimated tax statements, or other records of income to support the reported income, along with a self-certification of income. ii. If the parent is self-employed, provide: A combination of documentation necessary to establish current income eligibility for at least the month preceding the initial certification, an update of the application, or the recertification that establishes eligibility for services. Documentation shall consist of as many of the following types of documentation as necessary to determine income:  A letter from the source of the income,  A copy of the most recently signed and completed tax return with a statement of current estimated income for tax purposes, or  Other business records, such as ledgers, receipts, or business logs. Parents shall provide copies of the documentation of all non-wage income, self-certification of any income for which no documentation is possible, and any verified child support payments. Staff shall retain copies of the documentation of total countable income and adjusted monthly income in the family data file. When the parent is employed, staff shall, as applicable, verify the parent’s salary/wage; rate(s) of pay; potential for overtime, tips or additional compensation; hours and days of work; variability of hours and days of work; pay periods and frequency of pay, start date for the employee. If the employer refuses or is non-responsive in providing requested information or a request for employer documentation would adversely affect the parent’s employment, and if the information provided by a self-employed parent is inconsistent with the staff’s knowledge or community practice, shall request clarification in the self- certification of income, additional income information or a reasonable basis for concluding that the employer exists. When the parent is self-employed, staff shall obtain and make a record of independent verification regarding the cost for services provided by the parent that may be obtained by contacting clients, reviewing bank statements, or confirming the information in the parent’s advertisements or website. If the income cannot be independently verified, the staff shall assess whether the reported income is reasonable or consistent with the community practice for this employment. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1168 2017-19 Policies and Procedures Section 2: Program Operations 26 2017-19 Policies and Procedures Section 2 – Program Operations Staff may request additional documentation to verify total countable income to the extent that the information provided by the parent or the employer is insufficient to make a reasonable assessment of income eligibility. To establish eligibility, staff shall, by signing the application for services, certify to the staff’s reasonable belief that the income documentation obtained and, if applicable, the self-certification, support the reported income, are reliable and are consistent with all other family information and the staff’s knowledge, if applicable, of this type of employment or employer. If the family is receiving child care and development services because the child(ren) is/are at risk of abuse, neglect, or exploitation or receiving child protective services and the written referral specifies that it is necessary to exempt the family from paying a fee, then the parent will not be required to provide documentation of total countable income. If the basis of eligibility is a current aid recipient, the staff shall obtain verification from CalWIN. 3. Calculation of Income i. General Procedures for calculating income Staff calculates total countable income based on income information reflecting the family’s current and on-going income using an income calculation worksheet that specifies the frequency and amount of the payroll check stubs provided by the parent and all other sources of countable income. When income fluctuates because of:  Agricultural work, by averaging income from the 12 months preceding the initial certification, an update of the application, or the recertification that establishes eligibility for services.  Intermittent income, by averaging the intermittent income from the preceding 12 months by dividing by 12 and add this amount to the other countable income. Unpredictable income, by averaging the income from at least three consecutive months and no more than 12 months preceding the initial certification, an update of the application, or the recertification that establishes eligibility for services. Over-Income Families-General Description Both the State and Federal program allow over-income families meeting strict criteria. NO CHILD SHALL BE CONSIDERED FOR ENROLLMENT WITH AN INCOME ABOVE THE FEDERAL POVERTY GUIDELINE UNTIL ALL FAMILIES AT OR BELOW THE FEDERAL POVERTY GUIDELINES HAVE BEEN ENROLLED. To this end, it is critical that the recruitment plan be fully implemented and that extra efforts are made to assist income eligible families in completing the application to establish eligibility and be placed in the program expeditiously. After these efforts have been conducted, documented and certified, a request to waive the income guidelines may be made. The waiver form (See Forms > CSB606) includes a certification statement on the back of the form where the outreach efforts are documented. A simple statement that “the waitlist has been exhausted” is never acceptable. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1169 2017-19 Policies and Procedures Section 2: Program Operations 27 2017-19 Policies and Procedures Section 2 – Program Operations ii. Over-Income Protocols When enrolling over-income families, the authorized representative is responsible for:  Completing the over income waiver (CSB606).  Submitting completed waiver to ERSEA specialist for approval.  Saving ERSEA Manager approved waiver in child’s file The ERSEA specialist is responsible for:  Tracking waivers to ensure that there are no income eligible children to enroll.  Reviewing the aggregate waiver list on Shared Drive to ensure that all clusters have not exceeded the 10% unlimited over income designated primarily for children with an IEP or IFSP but for other cases as determined appropriate by the AS or 35% limited over income enrollment for the Head Start and Early Head Start program, or the 10% limited over income for the part day preschool (PP) or the part day family literacy program (PPL).  Signing form.  Logging each waiver on database on shared drive.  Analyzing placement of over income slots to inform recruitment and slot planning processes.  Periodically purging the list as children transition out of the program. 4. Documentation of the Child’s Exceptional Needs (known as Children with Disabilities at CSB). The family data file shall contain documentation of the child’s exceptional needs if the staff is claiming adjustment factors. The documentation of exceptional needs shall include:  A copy of the portion of the active individual family service plan (IFSP) or the individualized education program (IEP) that includes the information as specified in Education Code section 56026 and California Code of Regulations, title 5, sections 3030 and 3031; and  A statement signed by a legally qualified professional that: o The child requires the special attention of adults in a child care setting; and o Includes the name, address, license number, and telephone number of the legally qualified professional who is rendering the opinion. P. Admission Policies and Procedures Children are admitted into the program based on need and family income adjusted for family size. Highest priority goes to children with need for protective services and/or having lowest income. When a parent seeks services, the CSB staff collects family information and the child is placed on the CLOUDS waitlist. As openings become available, names are drawn by rank from the CLOUDS waitlist for the various program options in accordance with the approved selection criteria/admission priorities. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1170 2017-19 Policies and Procedures Section 2: Program Operations 28 2017-19 Policies and Procedures Section 2 – Program Operations If multiple families have the same rank, the family waiting the longest period of time is selected first. CSB makes available 10% of its federally funded spaces for children with disabilities and gives priority for it’s unlimited over income allotment to these children (also 10% of its funded slots). Children will not be denied when a family needs less than full-time services. Families who have been recruited for admissions to the program will be required to complete an application and provide supporting documentation. These documents must include current verification of income, immunizations and birth certification for the child applying for enrollment. Letters informing the family of acceptance or denial for services must be sent once certification is complete. The family has the right to dispute the denial of services by providing additional information to prove eligibility to receive services. Re-Certification may happen anytime the family’s situation changes and requests that new documentation be reviewed. Any changes must be reported by the family within 5 days. Q. General Admission Procedure When an opening occurs in the center, the authorized representative will call the parent with the highest rank on the CLOUDS eligible list for an appointment for processing eligibility documents, noting any change of income and need for service. At this time, the parent receives an official Notice of Action (NOA) approving or disapproving state funded services. The NOA provides information outlining the parent’s due process rights in a statement on the back of the NOA. Parents wishing to appeal an agency decision must follow the procedure carefully or void the right to appeal. Following the timelines is essential. Parents applying for a Head Start only slot sign the Admissions Agreement and Application but do not receive an NOA. R. Children’s Enrollment File The Federal Regulations and the State of California require children’s centers to maintain a file on each enrolled child including the following information:  Birth Certificate to verify birth, age of child, gender and parents’ names. Information on date of admission, termination and re-enrollment.  Names, addresses and phone numbers of parents and other relatives and/or friend that may be contacted in case of emergency.  A Health History is completed by the parent to collect information on child’s general health. This and much more information is collected during one-on-one parent meetings, while assisting the parent to complete the enrollment packet and assisting the parent with health needs of the child or issues of the parent and household. Information must be updated and data entered into CLOUDS as it is received. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1171 2017-19 Policies and Procedures Section 2: Program Operations 29 2017-19 Policies and Procedures Section 2 – Program Operations S. Due Process Requirements 1. Notice of Action, Application for Services The authorized representative decision to approve or deny services shall be communicated to the applicant through a written statement referred to as a Notice of Action, Application for Services. The authorized representative shall maintain records of the Notice of Action, Application for Services in the basic data file. The Notice of Action, Application for Services shall include: (1) the applicant’s name and address; (2) the authorized representative's name and address or the name and telephone number of the CSB authorized representative who made the decision; (3) the date of the notice; (4) the method of distribution of the notice. If services are approved, the notice shall also contain: (1) basis of eligibility; (2) daily fee, if applicable; (3) duration of the eligibility; (4) names of children approved to receive services; and (5) the hours of service approved for each day. If the services are denied, the notice shall contain: (1) the basis of denial and (2) instructions for the parent(s) on how to request a hearing if they do not agree with the authorized representative's decision in accordance with procedures specified below. 2. Notice of Action, Recipient of Services If, upon re-certification or update of the application, CSB determines that the need or eligibility requirements are no longer being met, or the fee amount of service needs to be modified, the authorized representative will notify the family through a written Notice of Action, Recipient of Services. The authorized representative will maintain records of all Notice of Action, Recipient of Services in the family’s basic file. The Notice of Action, Recipient of Services will include: (1) the type of action being taken; (2) The effective date of action; (3) the name and address of recipient; (4) the name and address of CSB; (5) the name and telephone number of the CSB authorized representative who is taking the action; (6) the date of notice is mailed or given to the recipient; (7) the method of distribution to the recipient; (8) a description of the action; (9) a statement of the reason(s) for the changes; (10) a statement of the reason(s) for termination, if applicable; and (11) instructions for the parent(s) on how to request a hearing if they do not agree with the authorized representative's decisions. 3. Approval or Denial of Child Care and Development Services The authorized representative will mail or deliver a completed Notice of Action, Application for Services to the parents within thirty (30) calendar days from the date the application is signed by the parent(s). 4. Changes Affecting Service The authorized representative will complete a Notice of Action, Recipient of Services when changes are made to the service agreement. Such changes may include, but are not limited to, an increase in parent fees, an increase or decrease in the amount of services, or termination of service. The authorized representative will mail or deliver the Notice of Action to the parents at least fourteen (14) calendar days before the effective date of the intended action. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1172 2017-19 Policies and Procedures Section 2: Program Operations 30 2017-19 Policies and Procedures Section 2 – Program Operations To promote the continuity of child care and development services, a family that no longer meets a particular program’s income, eligibility or need criteria may have their services continued if the authorized representative is able to transfer that family’s enrollment to another program for which the family continues to be eligible prior to the date of termination of services. The transfer of enrollment may be to another program within the same administrative agency or to another agency that administers state or federally funded childcare and development programs within that county. T. Alternative Placement for Children When terminating children from the state funded portion of the program, authorized representative is responsible for the following:  Issue Notice of Action 14 days prior to termination date.  Explain to parents their appeal rights.  If parent does not appeal termination: o Enter information regarding reason for ending services in CLOUDS Child Data Sheet. Date and initial comments. o Change enrollment status in CLOUDS. o Discontinue services on Family Data Sheet. o Determine if child may return within the program year. If so, place child back on Eligible/Accepted List. If not, archive the CLOUDS record. o Assist the family in finding an alternate placement for the child.  If parent appeals termination, send appeal notice to Assistant Director and continue to serve child until informed to move forward with termination. Head Start children that are deemed inappropriate for their current setting are always afforded an opportunity in another program option as space is available. If the parent is ineligible for Head Start or our state funded programs, they are to be referred to a partner site and/or to the county’s resource and referral agency, Contra Costa Child Care Council (925-676-KIDS). U. Client’s Request for a Hearing and Procedures If a parent in the state funded program disagrees with an action, the parent(s) may file a written request for a hearing with the authorized representative within fourteen (14) calendar days of the date the Notice of Action was received. Upon the filing of a request for hearing, the intended action shall be suspended until the review process has been completed. The review process is complete when the appeal process has been exhausted or when the parent(s) abandons the appeal process. Within ten (10) calendar days following the receipt of the request for a hearing, the authorized representative will notify the parent(s) of the time and place of the hearing. The time and place of the hearing will, to the extent possible, be convenient for the parent(s). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1173 2017-19 Policies and Procedures Section 2: Program Operations 31 2017-19 Policies and Procedures Section 2 – Program Operations An Assistant Director, who will be referred to as “the hearing officer” will conduct the hearing. The hearing officer will be at a staff level higher in authority than the staff person who made the contested decision. The parent(s) or parent’s authorized representative is required to attend the hearing. If the parent or the parent’s authorized representative fails to appear at the hearing, the parent will be deemed to have abandoned his or her appeal. Only persons directly affected by the hearing will be allowed to attend the hearing. The Assistant Director will arrange for the presence of an interpreter at the hearing, if one is requested by the parent(s). The Assistant Director will explain to the parent(s) the legal, regulatory, or policy basis for the intended action. During the hearing, the parent(s) will have an opportunity to explain the reason(s) they believe the authorized representative's decision was incorrect. The authorized representative will present any material facts omitted by the parent(s). The Assistant Director will mail or deliver to the parent(s) a written decision within ten (10) days after the hearing. V. Appeal Procedure for EESD Review If the parent disagrees with the written decision from the authorized representative, the parent has fourteen (14) calendar days in which to appeal to the EESD. If the parent(s) do(es) not submit an appeal request to the EESD within fourteen (14) calendar days, the parents’ appeal process will be deemed abandoned and the authorized representative may implement the intended action. The parent(s) will specify in the appeal request the reason(s) why he/she believes the authorized representative decision was incorrect. The parents must submit a copy of CSB’s Notice of Action with the appeal request. Upon receipt of the appeal request, the EESD may request copies of the basic data file and other relevant materials from CSB. The EESD may also conduct any investigations, interviews or mediation necessary to resolve the appeal. The decision of the EESD will be mailed or delivered to the parent(s) and the authorized representative within thirty (30) Calendar days after receipt of the appeal request. W. CSB Compliance with EESD Decision CSB will comply with the decision of the EESD immediately upon receipt thereof. CSB will be reimbursed for childcare and development services delivered to the family during the appeal process. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1174 2017-19 Policies and Procedures Section 2: Program Operations 32 2017-19 Policies and Procedures Section 2 – Program Operations If the authorized representative determination that a family is ineligible is upheld by the State, services to the family will cease upon receipt by the authorized representative of the State’s decision. X. Retention of Enrollment Records Delegate Agencies, the Grantee-Operated Program, and sub-contractor retain copies of official enrollment application forms, which contain certification data for each child enrolled during the program year for 5 years. Copies of enrollment records serve as a primary source document for audit purposes. Cooperation with local Contra Costa County welfare offices is encouraged for recruiting eligible children into the program. Y. Enrolled but Waiting For Transfer Protocol When staff has a child/family that wants to transfer sites:  Comprehensive Services staff and site staff who learn about a family wanting to transfer communicate via email to all applicable SSs, CSAMs & Partners (as known or Partner CSAM) the need for a transfer. Make additional calls as necessary.  Clearly and fully document the transfer in the case file on CLOUDS.  Clearly and fully explain to the family about any changes they may experience as a result of a possible program model change at time of transfer to other center (ex: part-day to full-day - family must now show need) When staff are searching to fill an open slot:  Notify CSAM immediately upon determination that a slot will become available.  CSAM check notes for any children that are enrolled but waiting for a slot.  CSAM of current center reviews files for pending issues prior to transfer and communicates any issues to receiving CSAM. Transfer file to new center’s Site Supervisor or designee.  Authorized representative completes 9600S and NOA. Also, collect any additional documentation required for program model change (see Eligibility and Need Criteria Documentation Checklists)  Site Supervisor enrolls the child from CLOUDS. Z. Transfer of Child with Disabilities or of Child Receiving Mental Health Services When a child with disabilities or receiving mental health services transfers to another CSB site, communication is vital. The Comprehensive Services team member is responsible for notifying the Site Supervisor/Head Teacher and CS/Disabilities/Mental Health Manager in writing. Notification is to be sent before the child begins at another site so that necessary arrangements or accommodations can be made. The Site Supervisor/Head Teacher will inform the appropriate teacher of the transfer. The Comprehensive August 15, 2017 Contra Costa County Board of Supervisors Minutes 1175 2017-19 Policies and Procedures Section 2: Program Operations 33 2017-19 Policies and Procedures Section 2 – Program Operations Services team member and the CS/Mental Health Manager will complete this process within two weeks of notification of an opening. AA. CSPP Full-day to Part-Day or Tuition Based Approval Process 1. General Description In the event that a family loses eligibility or need for services during the program year, CSB has the discretion to offer families the option to receive services part-day (less than 4 hours per day) or pay a fee for full-day services (Tuition Based) rather than terminate services. Part-day services could be offered in the child’s same class or in another class during the “pre-school portion of the day” (8:30 – 12:00) as available. Whenever possible, the child will be allowed to stay in their current classroom. CSB fiscal unit tracks CDE earnings monthly, and notifies program staff if the risk of under earning develops. If under earning is a risk, ADs cease to approve all moves to part-day until risk subsides according to reports from fiscal unit. 2. Action Guidance for Staff i. Full-day or ¾ time to Part-day • Authorized representative determines family no longer meets eligibility or need criteria (for more than 4 hours of care) and issues NOA for termination of full-day (or ¾ time) services effective 14 or 19 days as appropriate. • The below process must be complete no later than the effective date of action noted on the NOA. • Authorized representative ensures that each class is fully enrolled morning and afternoon through enrollment and certified hours of care. • Authorized representative determines if part-day services are available during the preschool portion of the day (8:30 – 12:00). • If available, the Authorized representative and family determine if part-day services are desirable and appropriate. • If desired by the family and appropriate, Authorized representative completes approval form CSB607 (See CSB Forms). • If part-day services are unavailable, not desired by the family or inappropriate, authorized representative terminates the child and closes the file. • AD approves or denies CSB607 request, maintains original for her records and returns a copy to the site. • If approved, authorized representative files copy in student file, updates CLOUDS (waitlist & re-enroll with new program model), and updates student file including the following and moves the child to part-day services on date on or after AD approval date and no later than effective date of NOA terminating full-day (or ¾ time) services. o Completed 9600S – update program model at least and hours of care, and other information as applicable o Income and family size remain as they were at original enrollment unless documentation of current income or family size benefits the family. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1176 2017-19 Policies and Procedures Section 2: Program Operations 34 2017-19 Policies and Procedures Section 2 – Program Operations o NOA stating change to part-day services - effective date is same as effective date for termination of full-day services (or before if desired by the parent). o Update CLOUDS hours of care. o Update CLOUDS program model (while retaining previous enrollment history), reason for needing care (if applicable), program option (if applicable) to “part- day center- based”, and any other appropriate updates. o Authorized representative ensures child is reflected on appropriate 9400s for appropriate number of days during the month of the move. ii. Full-day or ¾ time to Tuition Based (TB) • Authorized representative determines family no longer meets eligibility or need criteria (for more than 4 hours of care) and issues NOA for termination of full-day (or ¾ time) services effective 14 or 19 days as appropriate. • Authorized representative ensures that each class is fully enrolled morning and afternoon through enrollment and hours of care. • Authorized representative determines if TB services are available. • If available, authorized representative and family determine if TB services are desirable and appropriate. • If desired by the family and appropriate, authorized representative completes approval form CSB607 (See CSB Forms). • AD approves or denies request, maintains original for her records and returns a copy to the site. • If approved, authorized representative closes file and CLOUDS, completes all applicable paperwork and required forms, including an NOA stating termination of services and moves the child to TB services on first day after the end of the 14 to 19 day NOA waiting period. • Authorized representative ensures child is reflected on 9400 for only the appropriate number of days during the month until the date the move to TB services was effective. • See section at end of this manual for Tuition Based services policies and procedures. BB. Withdrawal of Child from the Program When the teaching staff learns that a child has terminated services, they should notify the Site Supervisor. The “last day attended” should be noted on the child's application (9600) and the sign in/out sheet. They must also notify the CSAM immediately upon knowledge of a pending vacancy. Whenever possible, the reason for the withdrawal should be ascertained and recorded. The child’s termination date in CLOUDS is the first date the child does not attend so that attendance data can be captured for the last day of attendance. Parents who wish to reinstate must meet Title V Regulations. If the parents are successful in meeting the Title V Regulations, the parent must complete all required paperwork and provide income documentation. The following are some reasons that a child might be placed back on the waiting list (please see Parent August 15, 2017 Contra Costa County Board of Supervisors Minutes 1177 2017-19 Policies and Procedures Section 2: Program Operations 35 2017-19 Policies and Procedures Section 2 – Program Operations Handbook for a complete listing):  A pattern of unexcused absences - Poor attendance / sporadic attendance is defined as three or more unexcused absences. When this occurs, the teacher calls the Site Supervisor, who makes personal contact with the parent as soon as they realized a child has not attended and the parent has not called. If multiple service needs are disclosed by a parent, he/she should be offered Case Management services in order to create a plan to correct the absenteeism. Every effort is made to assist parents in removing barriers to attendance.  Parent’s failure to comply with rules/regulations, resulting in danger to the health / safety of children / staff – (Must be approved by the Assistant Director)  Parent’s failure to comply with health requirements as mandated by Community Care Licensing.  Extreme behavior problems in a child that may be harmful to the child or others (This must be based on a joint assessment by the CS / Disabilities / Mental Health Manager, and the Site Supervisor.)  For General Childcare, a change in income or need eligibility status such that the family is no longer eligible for care or failure to submit required documentation to verify continued need/ eligibility. When a child has been terminated from the program, the Site Supervisor will then call the Assistant Director, CSAM and teacher, notifying them of a new child replacing the terminated child. The Site Supervisor will call the parent of the terminated child, informing him/her that the child has been put back on the waiting list. If a terminated child is brought to school, the parent should be told to speak to the Site Supervisor. CC. Attendance Expectations 1. General Description CSB children are expected to attend classes daily. Regular attendance is strictly enforced, and each center maintains documentation of all attendance/absenteeism activities. Upon registration, parents are oriented about enrollment/attendance policies. Each parent receives a copy of the attendance policies, and the importance of regular attendance is stressed to them. Re-orientation of the enrollment/attendance policies occurs at the beginning of classes, and ongoing reminders are communicated as needed. Parents are expected to report absence reasons to the center as soon as possible and within one hour of their child’s start time. 2. Unexcused Absences To ensure children are safe when they do not arrive at school, CSB must make attempts to contact parents within one hour for unexpected absences. CSB utilizes SMS technology to efficiently communicate with families. Strategies to contact families within one hour include the use of CLOUDS automatic SMS (text) messages. Parent can reply via text messaging to inform center staff of absence reasons. Each day a child's absence is not reported by the parent, the Site Supervisor or center staff contacts the parent to determine the cause of the absence and to clarify the attendance policy. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1178 2017-19 Policies and Procedures Section 2: Program Operations 36 2017-19 Policies and Procedures Section 2 – Program Operations After two consecutive unexcused absences, direct contact is made with the parent, such as a conference or home visit. Parents are informed that failure to participate in the conference or visit may result in a loss of services and will be placed onto the waiting list. After ten consecutive or intermittent days of unexcused absences, the child is dropped from the active program and is put back onto the waiting list. (Children absent due to illness are counted in the Average Daily Attendance criteria.) Site supervisor will check attendance sheets daily or at least three times a week to ensure attendance policies are implemented. 3. Re-occurring Absences Site Supervisors, in collaboration with teaching staff, will identify and assess patterns of absences for each child. Within 60 days, children with patterns of absences and those at risk of reaching an absence rate of 10% are identified and family support services provided. Absences per child are analyzed on a monthly basis utilizing CLOUDS reports. Family meetings are held as needed to clarify the attendance policy and identify strategies in which a family may implement to improve attendance. DD. Attendance Accounting 1. General Description Accountings for attendance is completed daily by the classroom teacher by ensuring parents sign their child into CLOUDS upon arrival. Absence reasons are entered into CLOUDS daily and no later than Friday of each week, and reports are utilized to ensure that each center maintains 85% monthly attendance for all federally funded slots. If the monthly attendance rate falls below 85%, the Site Supervisor will be notified by the ERSEA Managers and will utilize the CLOUDS absence reports to analyze the reasons. If average program attendance for federally funded slots falls below 85% for any month, the ERSEA Manager develops a corrective action plan after analyzing data and identifying root causes. Within 60 days and on an ongoing basis, patterns of absences per child are analyzed. A risk assessment for chronic absenteeism is conducted. Chronic absenteeism is defined as an absence rate of 10% of the program days per year. 2. Procedure i. Directly Operated Sites Attendance is captured at CSB centers by CLOUDS via the wall pads as parents electronically sign their child into the program. Teachers must ensure that this is done immediately upon the child’s arrival to the classroom. If a parent fails to sign their child into CLOUDS, staff must do the following: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1179 2017-19 Policies and Procedures Section 2: Program Operations 37 2017-19 Policies and Procedures Section 2 – Program Operations  Staff will “sign” child into CLOUDS without a signature to place the child in the classroom and part of the ratio.  The parent MUST be called back to the center to sign-in on the hard copy sign-in/out sheet (CSB682) with the original drop-off time which can be obtained from CLOUDS.  In CLOUDS staff will select “Parent no sign in” from the drop down menu as the Reason under the Attendance Sign-in/out sheet for the specific child. If the parent fails to sign their child out in CLOUDS, staff must do the following:  Staff will “sign” child out in CLOUDS without a signature to take the child out of the classroom and out of the ratio. Staff will notify the parent as soon as the parent or authorized representative returns to the center (i.e. next morning) that a sign-out signature was not collected. The parent will sign out on the hard copy sign-in/out sheet (CSB682) with the original sign out time which can be obtained from CLOUDS. In CLOUDS, staff will enter “Parent no sign out” from the drop down menu as the reason under the attendance sign-in/out sheet for the specific child. In the event that the electronic system fails and parents are not able to sign their children in or out of CLOUDS, staff MUST do the following:  A hard copy sign-in/out sheet (CSB682) shall be maintained by each classroom teacher which the parents will use to sign in and/or out until CLOUDS is back on-line.  As soon as the system comes back up, staff will sign children in and/or out (as applicable) of CLOUDS without a signature to place them in or out of the classroom for ratio purposes.  Staff will do this by using the Manual Attendance feature in CLOUDS to sign children in and/or out, enter attendance/absences and enter meal counts for the time CLOUDS was not operational. For this purpose it is acceptable for staff to select the child’s general contract hours for the approximate sign in and out times as parents will already have physically signed on the hard copy sign-in/out sheet (CSB682) with the correct sign in and out times. Even if some children are signed-in on CLOUDS when this update by staff takes place, clicking on “All Attendance” will only affect those who have not yet signed in; other children’s data will not be affected. A code is used consistently throughout the entire program to mark Present, Excused Absence, and Unexcused Absence. Absences are marked with an “A” and given the excuse provided by the parent in the comment section of the sign‐in sheet. The teacher determines if the absence is excused in accordance with the excused and unexcused absence policies included herein. When absences are excused, the “A” is enclosed in a circle “(A)”. All information must be immediately entered into CLOUDS when the system becomes available through the manual attendance section or the wall pad by doing the following:  Wall Pad: o Go to Reports o Select the month August 15, 2017 Contra Costa County Board of Supervisors Minutes 1180 2017-19 Policies and Procedures Section 2: Program Operations 38 2017-19 Policies and Procedures Section 2 – Program Operations o Select the child o Click on the Attendance button o Enter Attendance data  CLOUDS: o Go to Attendance Folder o Select Manual Attendance o Click on the “A” box for that child o Enter the Attendance data Teachers must enter absence reasons daily and review for accuracy by Friday of each week via the Wall Pad system. Parents are responsible for reporting absence reasons within one hour of their child's start time and must give the reason for a child’s absence when the child returns to school if not already provided. On occasions where the child has not returned to school, the Site Supervisor can enter the reason for absence in CLOUDS after contacting the parent. At the end of the month, the Teacher reviews each attendance record via the Wall pad system and verifies the totals for the days of attendance, excused and unexcused absences. After verifying each attendance record, the teacher will click on the “Submit” button which will send the electronic file to the Site Supervisor for their approval. All hard copy sign in and sign out sheets (CSB682) should also be forwarded to the Site Supervisor. After Teachers have submitted the attendance records via the Wall Pad, Site Supervisors shall review the submitted attendance sheets under the Track Forms section in CLOUDS under the “Submitted” section. After reviewing each attendance sheet for accuracy, the Site Supervisor shall “Approve” or “Deny” each attendance record. If the attendance record is denied, it will go back to the wall pad for correction and re-submittal by the Teacher. ii. Partner Sites & Family Child Care Homes Attendance is captured at CSB Partner centers by CLOUDS via Galaxy tablets as parents electronically sign their child into the program. Teachers must ensure that this is done immediately upon the child’s arrival to the classroom. If a parent fails to sign their child into CLOUDS, staff must do the following:  Staff will “sign” child into CLOUDS without a signature (“STAFF” button) to place the child’s status as “in the classroom” on the system.  The parent MUST be called back to the center to sign-in on the hard copy sign-in/out sheet with the actual drop-off time.  In CLOUDS staff will select “Parent no sign in” from the drop down menu as the Reason under the Attendance Sign-in/out sheet for the specific child. If the parent fails to sign their child out in CLOUDS, staff must do the following: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1181 2017-19 Policies and Procedures Section 2: Program Operations 39 2017-19 Policies and Procedures Section 2 – Program Operations  Staff will “sign” child out in CLOUDS without a signature to place the child’s status as “child out of the classroom” on the system.  Staff will notify the parent as soon as the parent or authorized representative returns to the center (i.e. next morning) that a sign-out signature was not collected. The parent will sign out on the hard copy sign-in/out sheet with the original sign out time. In CLOUDS, staff will enter “Parent no sign out” from the drop down menu as the reason under the attendance sign-in/out sheet for the specific child. In the event that the electronic system fails and parents are not able to sign their children in or out of CLOUDS, staff MUST do the following:  A hard copy sign-in/out sheet shall be maintained by each classroom teacher which the parents will use to sign in and/or out until CLOUDS is back on-line.  As soon as the system comes back up, staff will sign children in and/or out (as applicable) of CLOUDS without a signature to place them in or out of the classroom and use their Actual sign- in/out times from the hard copy sign-in/out sheet. A code is used consistently throughout the entire program to mark Present, Excused Absence, and Unexcused Absence. Absences are marked with an "A” and given the excuse provided by the parent in the comment section of the sign‐in sheet. The teacher determines if the absence is excused in accordance with the excused and unexcused absence policies included herein. When absences are excused, the "A” is enclosed in a circle. All information must be immediately entered into CLOUDS when the system becomes available through Galaxy tablets (iCLOUDS) by doing the following: iii. Galaxy Tablets (iCLOUDS):  Under “My Classroom”, click on the child’s name you want to enter attendance for  Click on “Attendance Sign-in/out sheet”  Select the Month  Click on the Day you want to enter attendance  Enter Attendance data iv. CLOUDS (CSB Partner Unit Staff):  Go to Attendance Folder  Select Manual Attendance  Click on the “A” box for that child  Enter the Attendance date Partner Teachers must enter absence reasons by Friday of each week via the Galaxy tablets. Parents are required to give the reason for a child’s absence when the child returns to school if not already provided. On occasions where the child has not returned to school, the Site Supervisor (CSB Staff) can enter the reason for absence in CLOUDS after contacting the parent. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1182 2017-19 Policies and Procedures Section 2: Program Operations 40 2017-19 Policies and Procedures Section 2 – Program Operations At the end of the month, the Partner Teacher reviews each attendance record via the Galaxy Tablet and verifies the totals for the days of attendance, excused and unexcused absences. After verifying each attendance record, the teacher will click on the “Submit” button by the 3rd day of the following month which will send the electronic file to the Site Supervisor (CSB Partner Staff) for their approval. All hard copy sign in and sign out sheets and absence notes should also be forwarded to the Site Supervisor (CSB Partner Staff) by the 3rd of the following month. After Teachers have submitted the attendance records through the Galaxy Tablet, Site Supervisors (CSB Partner staff) shall review the submitted attendance sheets under the Track Forms section in CLOUDS under the “Submitted” section. After reviewing each attendance sheet for accuracy, the Site Supervisor (CSB Partner Staff) shall “Approve” or “Deny” each attendance record. If the attendance record is denied, it will go back to the Galaxy tablets for correction and must be re-submittal by the Teacher. v. CSB Partner Staff  Collect hardcopy attendance sheets & absence notes from Partner agencies no later than the 3rd of the following month and enter into CLOUDS Manual Attendance module by the 5th of each month.  all attendance records need to be verified (i.e. excused, un-excused and BID…etc.) via CLOUDS vi. CD 9400 Process CLOUDS will automatically generate the state Monthly CD 9400 sheets (Programs funded by the State). To complete the submission process, staff will do the following:  Using the CLOUDS 9400 Monthly Enrollment report, Site Supervisors or Partner Staff will check each child’s funding, day length, adjustment factors and attendance records for accuracy. The Site Supervisor compares each child’s 9400 record with their electronic attendance record (CLOUDS>Track Forms>Attendance) & hard copy sign-in/out sheets (CSB682). Any discrepancies are to be corrected in CLOUDS via the Attendance Analysis module.  After all discrepancies have been corrected, the Site Supervisor or Partner Staff will click on each child’s individual verification button in which they can change the selection from “No” to “Yes” signifying that information for that child is correct. When all the children listed under each 9400 sheet has been verified (All “Yes” for each child listed), the site supervisor can now complete the sheet by clicking on the final “Verify” button which will record the site supervisor's or CSB Partner staff's digital signature on the 9400 sheet thus completing the process.  All 9400 sheets must be completely verified by the 5th work day of the month on CLOUDS.  Assistant Directors/Cluster Clerks or partner staff confirms that all CD 9400 sheets have been verified on CLOUDS via the 9400 Monthly Enrollment report by the 6 th work day of the month. Only the hard copy sign-in/out sheets (CSB682) must also be submitted to the Assistant Director or CSB Partner Analyst for their review. It is not necessary print out the 9400 sheets and electronic attendance sheets from CLOUDS as that data is already in August 15, 2017 Contra Costa County Board of Supervisors Minutes 1183 2017-19 Policies and Procedures Section 2: Program Operations 41 2017-19 Policies and Procedures Section 2 – Program Operations CLOUDS. When all 9400 sheets have been verified in CLOUDS via the 9400 Monthly Enrollment report (requires a visual inspection from AD or CSB Partner Analyst), all hard copy sign-in/out sheets (CSB682) are forwarded to Business Systems by the 6th work day.  Business Systems staff will confirm that all children have been verified on the 9400 Monthly Enrollment report (visual inspection). If there are any discrepancies, the specific Site Supervisor or Partner Analyst will be notified of necessary corrections. Corrections must be done as soon as possible.  Business Systems staff will notify Fiscal when CD 9400s have been checked and completed by the 10th work day of each month.  When the Fiscal Department is notified by the Business Systems Unit that all 9400s have been verified, CSB Fiscal staff will generate the electronic CDFS 9500 and CDFS 8501s to review. Once CSB Fiscal staff determines the reports are accurate, they will print and submit the reports to the California Department of Education by the 20th of the month for each quarter (September, December, March & June).  The Business Systems Administrative Services Assistant will generate the CD 801A report in CLOUDS and submits it electronically to the State CDMIS website by the 20 th of every month for the preceding month.  vii. Excused Absences  Illness: Absences may be excused for illness of the child, parent, or any sibling. If the absence is due to the illness of the child, the specific reason must be recorded on the sign-in sheet (e.g. cold, cough, sore throat, fever, runny nose, etc.). Illness absences lasting three (3) or more consecutive days may require appropriate medical professional documentation.  Family Emergency: Absences due to family emergencies may be considered excused absences. The reason for the family emergency must be specified in the sign in and out sheets. Any of the following reasons can be considered family emergencies: o Death of a family member. o Immediate need for medical health treatment of anyone in the family unit. o Any incident caused by a situation which results in the family having their normal schedule disrupted to the extent that the parent cannot safely accompany their child to the site (i.e., theft, fire, flood, arrest and/or incarceration of a parent, or any other similar situations) o If regular means of transportation to school is disrupted, and no alternative, i.e. public transportation is available. o Any other situation at the discretion of the site supervisor.  Best Interest Days (BID): Absences may be excused for the “best interest of the child” which would include time for a child to be with a parent or relative (i.e. vacation or visitation with non- custodial parent, a court-mandated visit, or participating in cultural or religious holidays). Other requests for BID are at the discretion of the Site Supervisor. BID absences are limited to ten (10) days per program year per child, with the exception of children who are recipients of protective services or are at risk of abuse or neglect. Proof of such services must be documented in the child’s data file. The reason for the “Best Interest Day” must be specified in the sign in and out sheets. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1184 2017-19 Policies and Procedures Section 2: Program Operations 42 2017-19 Policies and Procedures Section 2 – Program Operations  Exclusion due to unmet health requirements: Children must be excused for immunizations that are not up-to-date or a physical or TB clearance that is not received within 30 days of enrollment. Parents are allowed one extension for physicals beyond the 30 day requirement with proof of an appointment on file. No extensions are allowed for TB clearances. Children are permitted up to three days of excused absences. After that, a Notice of Action (as applicable) will be issued for termination from the program. EE. Title XXII Requirements for All Children Record of “up to date” immunizations must be on file before children can attend. A complete physical examination by the child’s physician is required within 30 days of admission. A form is provided at the intake interview for use by the family physician. An immunization record authorized by a Medical Doctor or a Registered Nurse must be shown. The Site Supervisor or Comprehensive Services staff will review and file a copy at the time of enrollment. Immunizations must be kept current while the child is attending the centers. The Site Supervisor or Comprehensive Services staff member notifies parents when immunizations are due. Children whose immunizations are not kept up to date will be excluded from the center until they are brought up-to-date, unless there is a medical waiver on file. Although TB clearance must be obtained within thirty days of admission, the physical must also have indicated the result of the TB screening on the child’s record. Children may be eligible for a free physical through the Child Health Disability Prevention Program. Parents should be encouraged to discuss this option with the Site Supervisor or Comprehensive Services staff member. Enrollment information is kept confidential from all but: (1) authorized program staff, (2) California Department of Education program evaluators (3) authorized public officials. Information will not be released without parental permission, except as mentioned above. Children with disabilities are accepted by the centers when CSB is able to obtain appropriate documentation to determine the child’s needs. CSB will work with the family to make all reasonable accommodations for the child. CSB complies with ADA and IDEA. FF. Fees for Non-Head Start and Early Head Start Funded Programs 1. Purpose The purpose of these procedures is to document the process of billing, collecting, and depositing of childcare fees in accordance with County policies and the State’s Funding Terms and Conditions related to child development programs. 2. County Administrative Bulletins Community Services Bureau shall comply with the requirements set forth in Administrative Bulletin Number 205 regarding cash collections procedures. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1185 2017-19 Policies and Procedures Section 2: Program Operations 43 2017-19 Policies and Procedures Section 2 – Program Operations 3. Fee Assessment CSB shall use the current fee schedule prepared and issued by California Department of Education for child care programs funded by the State.  The family fee will be assessed either a flat monthly full-time or part-time fee based on certified hours of care for the month, income, and family size.  If family’s certified need is 130 hours or more, the family will be assessed full-time fee.  If the family’s certified need is less than 130 hours, the family will be assessed part-time fee.  Upon initial enrollment or final enrollment month, a family may be charged cost of care fee (current State Reimbursement Rate (SRR) of $40.45 for CSPP and $40.20 for CCTR multiplied by adjustment factor multiplied by days of enrolment) if this is less than monthly part-time fee rate.  The family fee will be assessed: o At initial enrollment. If the enrolment day is the first of the month, the family fee will be assessed a full-time or a part-time fee based on their certified hours of care. If the enrolment day is not the first day of the month, fee will be based on the certified hours for the partial month and another fee for each subsequent month based on their certified hours. The first payment is due the first day of enrollment and due the first day of each subsequent month. o At recertification/updating family file. The assessed fee will be effective on the first of the subsequent month after the new fee is assessed (Issue date of NOA) if there are 14 or 19 calendar days remaining in that month. If there are less than 14 or 19 days remaining in the month following the issue date of NOA, the assessed fee will become effective on the first of the month a month after the subsequent month.  If more than one child in a family is participating in the state funded program the family’s fee shall be assessed and collected based on the child who is enrolled for the longest period in a day.  If the children are located at different child care centers, the fee shall be collected by the center in which the child who is enrolled the longest period in the day is enrolled.  If a child drops at one center and enrolls in another before the NOA period, both centers must communicate throughout the transition to determine the impact on related fees. (We must communicate) For Fee for Service Program (Tuition Based), CSB shall use the monthly rate approved by the County Board of Supervisors. 4. Exclusions from Fee Assessment  The exclusions shall apply only to State-funded child care programs.  No fees shall be collected from CCTR, FP, and FPL families with an income level that, in relation to family size, is less than the first entry in the fee schedule.  There is no family fee for PP and PPL programs  Families receiving services because the child is at risk of abuse, neglect, or exploitation, may August 15, 2017 Contra Costa County Board of Supervisors Minutes 1186 2017-19 Policies and Procedures Section 2: Program Operations 44 2017-19 Policies and Procedures Section 2 – Program Operations be exempt from paying fees for up to three months if the referral prepared by a legally qualified professional from a legal, medical, or social services agency, or emergency shelter specifies that it is necessary to exempt the family from paying a fee. The cumulative period of time that a family may be exempt from paying a fee for this reason shall not exceed 12 months.  Families receiving services because the child is receiving protective services may be exempt from paying fees for up to 12 months if the referral prepared by the county welfare department, child welfare services worker specifies that it is necessary to exempt the family from paying a fee. The cumulative period of time that a family may be exempt from paying a fee for this reason shall not exceed 12 months.  In accordance with the State’s Management Bulletin 09-18, all families that currently receive a CalWORKs grant on behalf of the children will not be assessed a fee. Former CalWORKs grant recipients are not included in this exemption. 5. Credit for Fees Paid to Other Service Providers This section shall apply only to State-funded child care programs.  When CSB cannot meet all of the family’s needs for child care for which eligibility and need have been established, CSB shall grant a fee credit equal to the amount paid to the other provider(s) of these childcare and development services. CSB shall apply the fee credit to the family’s subsequent fee billing period. The family shall not be allowed to carry over the fee credit beyond the family’s subsequent fee billing period.  CSB shall obtain copies of receipts or cancelled checks for the other child care and development services from the parent. The copies of the receipts or cancelled checks and a complete and signed CSB Fees Rendered Form shall be maintained in the parent’s fee assessment records.  The copies of the receipts or cancelled checks and a complete and signed CSB Fees Rendered Form are due by the first day of the month. Fees due shall be considered delinquent if this documentation and any remaining fees owed are not collected within seven (7) calendar days.  Copies of the receipt or cancelled check shall include the following: name of the other service provider, amount of payment, date of receipt or payment, the period of child care services covered by the payment, name of the parent, and name of the child who received childcare from the other service provider. GG. Billing Procedures Child care fees are paid in advance. One week before the end of each month, each Center shall submit to the CSB Fiscal staff a Billing Worksheet that contains following information:  Name of the parent or guardian  Name of the child enrolled  Funding category of the program where the child is enrolled in.  Monthly rate determined by the Site Supervisor based on State’s fee schedule (for child development contracts) or county approved rate (for fee for service program)  Total amount assessed August 15, 2017 Contra Costa County Board of Supervisors Minutes 1187 2017-19 Policies and Procedures Section 2: Program Operations 45 2017-19 Policies and Procedures Section 2 – Program Operations  Collections made in prior month  Comment section for effective date of the daily rate, last date the child will attend the day care, and other pertinent information that affects the calculation of monthly billing. No adjustments shall be made for excused or unexcused absences. The parent or guardian shall pay the total amount billed if the child is absent regardless of the reason during the billing month. Periodic review of billing information – Assistant Directors shall reconcile or perform independent review from the participant’s files to the billing report to ensure all parent fees are billed correctly. CSB Fiscal staff shall input the information from the Billing Worksheet to QuickBooks in order to generate the Monthly Invoice and Statement for the following month. The Invoice and Account Statement shall be sent to the Site Supervisor for distribution to fee paying parents on or before the first of the following month. Child care fees can be paid in advance or are due by the first of the month. They shall be considered delinquent if not paid within seven (7) calendar days. If account is delinquent at the close of business on the seventh calendar day, a Notice of Action shall be issued to inform the family of the following:  The total amount of unpaid fees  The fee rate  The period of delinquency That services shall be terminated fourteen (14) to nineteen (19) calendar days (depending on method of issuance) from the date of the Notice of Action unless all delinquent fees are paid and/or documentation of credit for fees paid to other service providers is collected before the end of the 14- 19 day waiting period. The 14 day period pertains to NOAs that are hand delivered to the parent; the 19 day period pertains to NOAs that are delivered to the parent via the US Postal Service. If the family is unable to pay their fee the program shall accept a reasonable plan from the parents for payment of delinquent fees. The plan must be developed before the end of the 14-19 day waiting period and shall not exceed 4 months to repay the full amount of delinquent fees. The center shall continue to provide services to the child provided the parents make a minimum “good faith” payment of at least 10% of the total delinquent fees at the time the plan is developed, pay their full assessed monthly fees when due and comply with the provisions of the repayment plan. The Delinquent Child Care Fee Repayment Plan Form can be printed from the Intranet-CSB Resource Center under 0600 Enrollment of Electronic Forms.  Agency staff shall submit the repayment plan to their Assistant Director or Partner Agency Director for approval before finalizing the plan. Once approved, the originals of the termination NOA and repayment plan shall be filed in the family file and copies shall immediately be provided to CSB Fiscal staff and the center’s Assistant Director or Partner Agency Director. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1188 2017-19 Policies and Procedures Section 2: Program Operations 46 2017-19 Policies and Procedures Section 2 – Program Operations  Upon termination of services from non-payment of delinquent fees, staff shall make this indication in CLOUDS, and the family shall be ineligible for childcare services until all delinquent fees are paid. Center staff must issue a Notice of Action-Delinquent Fees on the morning of the 8th day of the billing month if family fee is unpaid by close of business on the 7th day of the month. Center will keep a copy of the NOA-Delinquent Fees in the child's file and send a copy to CSB Fiscal staff upon its issuance. The center shall make reasonable attempts to collect unpaid fees from families before the exhaustion of the 14/19 day appeal request period. If unpaid fees have not been collected successfully by the end of the 14/19 day appeal request period, services to the family must be terminate unless a payment plan was established prior to the 14/19 day (see payment plan policies and procedures), CSB Fiscal staff is notified immediately of termination or establishment of Payment Plan, and copies of all paperwork related to action taken, including the NOA and CSB664- Delinquent Child Care Fee Repayment Plan must be sent to CSB Fiscal Staff and original copies are filed in child’s file. If unpaid fees are collected, staff shall send the pre-numbered receipt, Deposit slip, and original bank receipt to CSB Fiscal Staff immediately for recording. Triplicate copy of Receipt issued to family is filed in child’s file. In the event the child is no longer enrolled at the center:  CSB Fiscal staff will send a letter of collection together with the Statement of Account and NOA- Delinquent Fees to the family. If the account is still unpaid after 2 weeks, a follow up collection letter as a 2nd notice will be sent to the family.  All attempts to collect unpaid fees must be made within 45 days of termination HH. Fee Collection Procedures  Each center shall collect checks, money order or cashier check from the parents. Cash is not acceptable mode of payment. A designated center staff shall issue signed receipt to the parent for the amount collected. At CSB centers this person must be a county employee, and may not be temporary staff. The designated staff shall be accountable for the money received and such money shall be stored in a locked cash box placed in a secured area of the center.  Center staff shall process all collected fees immediately. At least once weekly, or if fee collections exceed $50, the designated staff must endorse the back of each check properly and deposit the money to the County Wells Fargo Bank account. Immediately following the deposit designated staff shall submit a copy of the receipt(s) issued to the parent(s), a copy of the Deposit Slip and Original Bank Receipt to the CSB Fiscal Unit.  CSB Fiscal staff shall check copies of Receipts to make sure that total amount agrees to Deposit Slip and Bank Receipt amounts.  CSB Fiscal staff shall enter the payment information to QuickBooks in order to update parent accounts. Receipts shall be stamped “Posted” and filed in numeric order by Center.  CSB Fiscal staff shall code the collected family fees accordingly and input the data in the county’s Electronic Deposit Permit system. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1189 2017-19 Policies and Procedures Section 2: Program Operations 47 2017-19 Policies and Procedures Section 2 – Program Operations  CSB Fiscal staff shall file the Deposit Slip, Bank Receipt and print out of Validated Deposit Permit in the Deposit binder. II. Receipts/Banking Procedures The S-Receipts issued to parents shall be in quadruplicate (4 copies).  Take the hard cardboard piece from inside the back cover of the book to use between the series of S-receipts.  Give the original S-receipt to the parent and send the duplicate copy of the S-receipt to the CSB Fiscal staff with the duplicate deposit slip and original bank receipt (the transaction record).  The triplicate copy of the S-receipt shall be put in the child’s file at the site.  The quadruplicate copy of the S-receipt shall stay in the S-receipt book and the entire book shall be sent to the CSB Fiscal staff when a new S-receipt booklet is needed.  The original, duplicate and triplicate copies shall be sent to the CSB Fiscal staff even if an error is made that resulted in the voiding of the S-receipt. Write “VOID” across it. The voided S-receipt must be signed and dated by the Site Supervisor. The reason for the void must also be written on the S-receipt.  For credit for fees paid to other service providers, the center staff shall send to CSB Fiscal staff a copy of the receipt or cancelled check paid by the parent to the other child care service provider. The Site Supervisor shall attach these receipts or cancelled checks to the signed Fees Rendered Form and submit to CSB Fiscal staff. The Fees Rendered Form can be printed from the Intranet-CSB Resource Center, under 0600 Enrollment of Electronic Forms. The form should be properly filled out and the credit amount should be equal to and no more than the amount paid to the other provider and shall not exceed the parent fees billed during the month. JJ. Confidentiality of Records The use or disclosure of all information pertaining to the child and his/her family will be restricted to purposes directly connected with the administration of the program. The Comprehensive Services Assistant Manager or Site Supervisor will permit the review of the basic data file by the child’s parent(s) or parent’s authorized representative, upon request and at a reasonable times and place. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1190 2017-19 Policies and Procedures Section 2: Program Operations 48 2017-19 Policies and Procedures Section 2 – Program Operations PART II. Planning A. Philosophy The Community Services Bureau Philosophy of Program Management is as follows: To establish a culturally competent, systematic and innovative process of program planning that demonstrates forward mobility and strategic thinking, in an effort to meet the changing needs of the children and families within the community. In efforts to fulfill our philosophy, administrative staff including fiscal, personnel, information technology and administration, is committed and dedicated to carry out the following program goals:  Poor health and nutrition are significantly correlated to children and families living in poverty. CSB will address the need to improve indicators of nutritional health through increased education and physical activity.  Comprehensive Services staff is required to maintain up to date accurate data in order to provide quality comprehensive services to children and families, and to maintain agency compliance. CSB will provide ongoing training opportunities to assist staff in enhancing their record keeping skills.  Exposure to violence has a lasting impact on children’s development including their emotional, mental and physical health. CSB will promote positive and enduring adult-child relationships that increase a child’s level of secure attachments by providing services to promote the safety and well-being of children and families.  CSB will support parents in their ability to maintain family well-being and promote positive parent-child relationships. Families will become more competent and experience increased joy as they gain confidence in their parenting.  CSB will achieve and maintain an expanded and stable funding base of diverse sources. CSB implements a systematic, ongoing process of program planning that includes consultation with the programs governing body, policy groups, program staff and with other local community organizations that serve enrolled families. CSB planning includes: community assessment, multi-year (long-range) program goals and short- term objectives, systems planning calendar and written plans for implementing services in each of the program areas. B. Methodology 1. Community Assessment  The Community Assessment is conducted once over the five year grant period with annual updates at the onset of each program year. The Community Assessment helps keep CSB abreast of substantive issues facing the community which informs all systems and services of the bureau. Strengths, resources, needs, changes, and trends August 15, 2017 Contra Costa County Board of Supervisors Minutes 1191 2017-19 Policies and Procedures Section 2: Program Operations 49 2017-19 Policies and Procedures Section 2 – Program Operations in the CSB service area are identified and integrated into the planning process and into the development and implementation of policies, procedures, service plans and goals and objectives.  The Community Assessment process is led by a CSB Analyst. The data that is collected externally and internally and must consist of, but is not limited to: o The number of eligible infants, toddlers, preschool age children, and expectant mothers, including their geographic location, race, ethnicity, and languages they speak. o Eligible children experiencing homelessness; o Eligible children in foster care; o Eligible children with disabilities, including types of disabilities and relevant services and resources; o The education, health, nutrition, and social service needs of eligible children and their families, including prevalent social or economic factors that impact their well-being; o Typical work, school, and training schedules of parents with eligible children; o Other child development, child care centers, and family child care programs that serve eligible children, including home visiting, publicly funded state and local preschools, and the approximate number of eligible children served; o Resources that are available in the community to address the needs of eligible children and their families; and, o Strengths of the community. o The findings of the Community Assessment are used to assist CSB in developing the following key program planning elements: o CSB's program philosophy, including its vision and mission; o Long-range and short-range program objectives; o The type of services and program options to be provided; o The recruitment areas of the program; o Identifying locations of centers and home-based programs; o Establishing the criteria for recruitment and selection. The Community Assessment is presented annually to the Policy Council and Board of Supervisors and program staff at all levels. 2. Self-Assessment  Once each program year, CSB conducts a joint Grantee and Delegate Agency self- assessment of the effectiveness and progress of our programs in meeting program goals and objectives and in implementing federal regulations. Self-assessment tools include resources from the OHS Monitoring Protocol and Classroom Assessment Scoring System (CLASS™). The modes of assessment in the protocols include: Observation, Interview, and Records Review.  A training and overview of the self-assessment process is given prior to the designated week the self-assessment is conducted. The role of the Bureau Director and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1192 2017-19 Policies and Procedures Section 2: Program Operations 50 2017-19 Policies and Procedures Section 2 – Program Operations Delegate Director and/or their designees in the self-assessment process are as “advisor” to the team. The analyst responsible for the self-assessment is the Team Leader and may be supported by a consultant. Teams are comprised of grantee and delegate agency management and non-management staff, parents, community partners, and representatives of the Board of Supervisors. Teams are formed in November of each year.  The self-assessment process concludes with the team leader and/or his designee(s) writing a cumulative and comprehensive report that addresses program strengths as well as potential non-compliances. If needed, a corrective action plan is developed to remediate areas of non- compliance. The final report of the self- assessment, including the certifications of corrective actions, is presented to the Policy Council, Local Policy Committee, Delegate Board, and Board of Supervisors for approval in March of each year. As soon as these approvals are secured, the final report is then forwarded to the ACF Program Specialist.  The results of the self-assessment are used in the planning process, in developing and improving program services, and in formulating the program approach included in grant applications. 3. Strategic Plan With the support of the Employment and Human Services Director, CSB adopts the Program Goals and Objectives as the bureau’s five year Strategic Plan. The plan addresses needs and concerns that are identified through the community assessment, self-assessment, and ongoing monitoring results. They are also developed with input provided from parents through the Policy Council’s Program Services Subcommittee. The strategic plan is reviewed and updated semi-annually by the Senior Management Team. Annual updates are presented to the Policy Council and Board of Supervisors. 4. Bureau Planning Calendar  The purpose of the CSB Planning Calendar is to provide chronological guidance and a timeline for critical events such as: reviews, audits, reports, etc. that occurs within the fiscal year.  The planning calendar ensures continuity within the programs as well as throughout the bureau. Included in the planning calendar are methods to ensure consultation and collaboration with the program’s governing body, policy groups and program staff. The planning calendar is updated and submitted for approval annually by the Policy Council and the Board of Supervisors. 5. Management Planning Meetings Planning is conducted on an on-going basis at varying levels throughout the bureau during planning meetings, staff summits, and management retreats. Additional information regarding management planning meetings is found under Part I of Section 1-Program Governance. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1193 2017-19 Policies and Procedures Section 2: Program Operations 51 2017-19 Policies and Procedures Section 2 – Program Operations PART III. Education & Child Development Program Services SUB PART I. Individualization in the Program A. Description Individualization is the process used to design a plan for each child that reflects their unique characteristics, strengths and needs. Upon completion of the child’s first sixty (60) days of enrollment, teachers will develop four (4) individual goals based on:  Home visits  Child’s health and nutritional screenings and health histories  Educational screenings: Ages and Stages Three (ASQ-3)and Ages and Stages Social Emotional Questionnaire (ASQ-SE)  Desired Results Developmental Profile (DRDP 2015) Assessment  Parent conferences  Children’s Individual Education Plans (IEP or IFSP)  Observations of children and anecdotal notes Teachers will create an individualization binder with a section for each child to include copies of parent teacher conferences (CSB118A/B), anecdotal notes (CSB135A/B), and the anecdotal record checklist (CSB 110A/B). Each child is assigned a letter code that is written in the top right corner of the lesson plan during their focus week. The front of the binder must include a key to identify each child’s focus week and letter code. B. First Parent Conference The first parent conference is scheduled within the first ninety (90) days of enrollment. Teachers must use the Education Due Date Calculation Sheet (CSB107) to keep track of each child’s conference due dates. During this conference, the teacher and parents discuss the child’s progress based on screenings, DRDP 2015 assessment, and parent observations. The teacher and parent develop the goals for the child’s individual plan. The child’s strengths, individualized goals and activities that will support the development of goals are listed on the conference form. Teachers will collaborate with parents to identify and record strategies for home that will assist the child to achieve their identified goals. Parent and teacher must sign and date the form. C. Second Parent Conference A second parent conference is scheduled within twenty (20) days of the completion of the second DRDP 2015. During this conference the parent and teacher review the child’s progress on their goals set during the first conference and discuss parent observations and teacher observations. If child has met their first conference goals, new learning goals can be made. . If the child is still working on the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1194 2017-19 Policies and Procedures Section 2: Program Operations 52 2017-19 Policies and Procedures Section 2 – Program Operations first goals that were developed, teachers should continue to implement those goal(s). Teachers will collaborate with parents to identify and record strategies for home that will assist the child to achieve their identified goals. D. The Infant-Toddler Individual Needs and Services Plan The Individual Needs and Services Plan (CSB180) (INSP) is completed prior to the first day of attendance. The process includes an interview with a family member by a staff member. The form is updated quarterly and included in the plan is:  The current feeding schedule and the amount and types of food provided including whether breast milk or formula and baby food is used.  The meal patterns of the child, including new foods introduced, and food preferences. The INSP tracking form should be used by teachers to know when the quarterly updates are due. Section D of the INSP is important and required to complete for children who are between the ages of 25 and 36 months. The areas are listed of how the program will ensure provide age-appropriate language development, large/small motor skills, and social emotional activities. Also, notes to ensure the continuity of care for the child should be documented. E. Lesson Plans Lesson Plans are posted weekly. The lesson plan provides various developmentally appropriate activities and materials for the children to engage in to support their physical, social, and cognitive growth. The lesson plan includes activities that meet the children’s individualized needs based on the results of their screenings and assessments. Per the individualization process described above, children’s individual goals are noted on the lesson plan. The lead teachers are responsible for:  Planning and developing the weekly lesson plan with their classroom team.  Submitting the lesson plan to the site supervisor every Thursday.  Posting the weekly lesson plan by Monday morning. The Site Supervisor is responsible for:  Reviewing and approving the lesson plan.  Signing off and dating the approved plan.  Ensuring the lesson plans are posted in the classrooms by Monday morning. F. Developmental, Sensory, and Behavioral Screening All newly enrolled children (including those with an IEP/IFSP) are screened by teaching staff in the areas of social emotional development using the ASQ-SE and cognitive development using the ASQ-3 within 45 days of enrollment. Teachers must use the Education Due Date Calculation Sheet (CSB107) to keep track of each child’s screening due dates. Comprehensive Services staff screens all children in hearing, vision, and heights/weights within 45 days of class entry, and annually thereafter. Parents are August 15, 2017 Contra Costa County Board of Supervisors Minutes 1195 2017-19 Policies and Procedures Section 2: Program Operations 53 2017-19 Policies and Procedures Section 2 – Program Operations informed about all screenings and their purposes in advance. The results from the screening are used to begin the individualization process for each child. Should the results indicate a concern, CSB will follow the outlined referral protocol. If a child does not qualify for referral services, CSB staff will support the child and family through outside services, if applicable, and will seek guidance from Mental Health or other qualified staff to ensure the concerns do not affect the child’s school readiness. (For more information on screenings, please refer to Part II, Services for Children with Disabilities). G. Assessment The Desired Results Developmental Profile Child Assessment (DRDP 2015) is the required assessment tool mandated by the California Department of Education and also includes the Head Start Outcome requirements. Teachers must use the Education Due Date Calculation Sheet (CSB107) to keep track of each child’s assessment due dates. There is a DRDP for preschool and infant/toddler age children. The assessment of children is accomplished through on-going written observation of the child. Infants, toddlers and preschool children are assessed three times per year. Anecdotal records are kept for each child to show progress. Assessment results are entered into DRDP Tech within the required timelines. Results of the assessments are shared with parents during parent conferences, and are a basis for developing children’s individual goals and plans and used for individualizing the lesson plans. H. Program Transitions Parents are given the opportunity to participate in and be supported in the transition of their children when they move to new classrooms, programs or enter kindergarten. For families and children who move out of the community in which they are currently served, including homeless families and foster children, CSB staff will support the effective transition to other Early Head Start or Head Start programs. If Early Head Start or Head Start is not available, CSB staff will assist the family to identify another early childhood program that meets their needs. 1. Transition Policies and Procedures for Infants and Toddlers While children are enrolled in Early Head Start, they change classrooms based on their age and developmental level. Transition to a new classroom begins two weeks before a child moves to a toddler or preschool classroom. There are two types of transitions that happen; one takes place when a child moves to a new classroom based on their age and developmental level and the second takes place when a child transitions out of the Early Head Start program. Transition to a new classroom begins two weeks before a child moves to a toddler or preschool classroom. During this time, a phase-in plan is developed that involves the child and family member visiting the new classroom and meeting the staff. Over the next days, the child gradually increases the amount of time spent in the new classroom. Initially, the primary caregiver plays an important part to help the child adjust to his/her new environment by assisting the child in their new classroom. Whenever possible, CSB makes attempts to ensure a continuation of early childhood education August 15, 2017 Contra Costa County Board of Supervisors Minutes 1196 2017-19 Policies and Procedures Section 2: Program Operations 54 2017-19 Policies and Procedures Section 2 – Program Operations services. Staff works in conjunction with other centers and programs to provide a quality and effective transition to preschool. The transition plan from the toddler program to preschool is mandated to begin six months prior to the transition. The CSB Transition form (CSB161) is completed by the parent/family member, child's caregiver and the site supervisor six months before the transition and updated quarterly. The child may then be placed on the CSB wait list if an immediate transition to a Head Start classroom is not available. The Comprehensive Services staff notifies the family member if a space becomes available and a transition to a Head Start program will occur. Three weeks prior to the transition, the child will begin visiting their preschool classroom accompanied by their caregiver teacher. The length of the visits and the number of visits will be determined by the child’s comfort level and will be gradual in duration. A final home visit will close the child’s Early Head Start file. When the child begins Head Start, they begin a specific orientation process (see section B; Curriculum Implementation; 1 Orientation). 2. Kindergarten Transition Kindergarten registration information is provided to families between January and March. Parents are given information on their local school district registration procedures. In the spring, representatives from the local public schools are invited to speak to parents at parent meetings about the transition to kindergarten. Parents are also encouraged to attend field trips to kindergarten classes and to familiarize themselves and their child with the school facility. Site staff assists parents with the kindergarten registration process, and if necessary, assist parents to obtain the necessary documents required for kindergarten entry. Preschool staff implements activities from the Creative Curriculum Teaching Guide: Getting Ready for Kindergarten that includes circle time and small group activities and focus questions. Second Step Curriculum lessons about going to kindergarten are also implemented in the classroom. Kindergarten transition meetings are conducted between April and June. At that time, resources for parents to assist their child in transitioning to kindergarten are provided. For the PD/PY classrooms that do not operate during the summer, CSB staff will collaborate with school districts to determine the availability of summer school programming for children who will be entering kindergarten and will work with parents and school districts to enroll children in such programs, if available. 3. Kindergarten transition planning for children with disabilities • Identify family concerns, priorities, resources that relate to the change, and parents’ expectation(s) of kindergarten. • Provide training to parents to become knowledgeable regarding the application procedure and their parental rights. • Review placement options, parental rights as they relate to responsibilities within the school system, and steps they can take to help their child do well in school. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1197 2017-19 Policies and Procedures Section 2: Program Operations 55 2017-19 Policies and Procedures Section 2 – Program Operations • Review child's progress and update records. Complete “Authorization to Release Information” (CSB139). • Provide activities for parents to do at home to prepare their child for kindergarten. • Inform parents of transition meetings, and allow them to decide what role they will play. • Schedule an introduction for parents with their new contact, either in person or by phone. • Encourage parents to arrange a visit to the prospective school before their children transfers. SUBPART II. Curriculum (Education and Early Childhood Development) A. Child Development and Education Approach All CSB Centers implement The Creative Curriculum for Infants, Toddlers and The Creative Curriculum for Preschoolers. Goals for curriculum promote children’s active involvement in their own learning. Children will have a learning environment and varied experiences appropriate to their age and stage of development that will help them grow physically, socially, linguistically, intellectually and emotionally. The education program is guided by Head Start Performance Standards (45 CFR 1304), The California Department of Education, National Association for the Education of Young Children Developmentally Appropriate Practices, Program for Infants and Toddlers Caregivers (PITC) and Reggio Emilia Inspired Project Approach. The Program Services Committee of the Policy Council provides input into the program curriculum and approach to children’s education. 1. Educational Options • Center based: Preschool/infant toddler full-day and Preschool part-day program options. • Full Inclusion programs: Children with disabilities are mainstreamed into center based classrooms in collaboration with the school districts. • Preschool Special Day class: School district operates special day classes in collaboration with CSB. • Home Based: Home base educators serve as facilitators of children’s learning in the child’s home environment. The program provides one home visit per week for a period of 1.5 hours and two group socialization activities per month. 2. CSB Educational Programs The curriculum goals are based on the State Child Desired Results and Head Start Child Outcomes. • Desired Result 1: Children are personally and socially competent • Desired Result 2: Children are effective learners • Desired Result 3: Children show physical and motor competence • Desired Result 4: Children are safe and healthy • Desired Result 5: Families support their child's learning and development • Desired Result 6: Families achieve their goals The curriculum is enhanced by the Project Approach. The Project Approach is a meaningful way to teach content built on children’s knowledge and interests. Projects support the development of a child’s knowledge, skills, and feelings. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1198 2017-19 Policies and Procedures Section 2: Program Operations 56 2017-19 Policies and Procedures Section 2 – Program Operations In addition, the curriculum is supported by Second Step Social Emotional Skills for Early Learning program supports children’s growth and helps teachers guide children to learn, practice and apply skills for self-regulation and social- emotional competence. B. Curriculum Implementation 1. Orientation: Child and family orientation is ongoing throughout the year. Orientation Steps are as follows:  Phase In: The first day of school is called phase in and lasts a minimum of two hours. The goals for phase in are to welcome the child and family into the program and familiarize them with program philosophy and procedures.  The teacher completes the Tour of the Classroom and Education, Health, and Nutrition sections of the Classroom Orientation Checklist form (CSB112).  The Site Supervisor completes the Review of Program Policies and Procedures section of the Classroom Orientation Checklist form (CSB112). 2. Classrooms: Preschool Classrooms are divided in clearly defined interest areas based on the Early Childhood Environmental Rating Scale including:  Block, Art, Science, Dramatic Play, Manipulative and Math, Library, Writing, Sand and Water, Computer and a quiet/cozy area where children can play alone or with one classmate.  There is a place where each child can keep personal belongings.  Learning materials are logically organized, age appropriate, open ended, labeled and accessible to children.  There are enough materials in each area for several children to work together.  Materials in the classroom are intentionally and periodically changed using the Material Rotation form (CSB142).  Classroom displays are current and reflect children’s work and activities.  Classroom rules are generated by the children and posted. Rules are phrased in positive terms, for example instead of saying “no running”, say “walk”.  Classroom helper charts are posted.  The classroom is inviting to families with displays of family photographs, parent information boards, and some adult sized furniture.  Environments reflect diversity by including visual materials and activities that reflect diversity in gender, family composition, culture, language and ethnicity.  Rooms are designed to be attractive and comfortable. Infant and toddler classrooms are set up using the Infant Toddler Environmental Rating Scale. The classroom environment is guided by the infant/toddlers changing curiosities, considering the needs, interests, and developmental level as the caregiver continuously reads the cues of the infant/toddler, August 15, 2017 Contra Costa County Board of Supervisors Minutes 1199 2017-19 Policies and Procedures Section 2: Program Operations 57 2017-19 Policies and Procedures Section 2 – Program Operations and includes:  Gross and fine motor materials, sensory opportunities, books, and classroom displays that reflect family backgrounds and diversity.  Materials are offered in logical groupings such as manipulatives, blocks, art, etc. to encourage independent exploration.  Materials are rotated regularly as children’s development and interests change using the Material Rotation form (CSB142). 3. Classroom Transitions: In infant, toddler, and preschool classrooms, teaching staff ensures that transitions are thoughtfully conducted for each child. Between daily events, transitions are implemented intentionally, smoothly, and naturally. When activities during the day are predictable, it helps children begin to understand the concept of time. Anticipating what is coming next makes children feel they are in control of what is happening. The CSB approach to classroom transitions is:  Be proactive and be alert. Have strategies to engage children who may be having difficulties with transitions.  Always transition children in small groups, and ensure children are assigned to a small group at enrollment.  Plan ahead and make transitions fun! Transitions should be engaging for children and can include finger plays, songs, and short activities to reduce wait time.  Prepare. Prepare all teaching materials and small group activities ahead of time so they are ready for the day and easily accessible.  Talk with the children and let them know when a transition is going to occur. Give children a signal 3-5 minutes before the transition.  Review transition safety with the children at the beginning of the year and whenever needed.  Follow the protocols outlined in the Transition Head Count Policy and CLOUDS In- Transition feature, which include a visual count.  Always visually sweep! Before leaving the classroom or yard by physically walking the perimeter and looking around thoroughly.  Communicate continuously with all team members. -State the number of children who are going with you as you transition.  CSB has zero tolerance for lack of visual supervision! All designated caregivers are to be present, engaged, and calm during transitions.  All transitions that require children exiting or entering the classroom must be conducted using the Hourly Headcount and Transition Tracking form (CSB700).  Teacher placement is critical as the children transition, with one staff at the front of the group and one in the back. When there is only one staff member present, his/her placement must be such that he/she may be able to see every child as they transition. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1200 2017-19 Policies and Procedures Section 2: Program Operations 58 2017-19 Policies and Procedures Section 2 – Program Operations 4. English Language Learners: Education for children who are learning English is enhanced when programs and families partner together. The learning environment includes usage of the child’s first language. Promoting language understanding and use in this atmosphere encourages easy communication among children and between children and adults. The following examples help promote language understanding:  Give children ample time to talk to each other and ask questions in the language of their choice. Continued use and development of the child’s home language will benefit a child as he or she acquires English.  Encourage free discussions, shared experiences and conversation between children and adults.  Provide games, songs, stories, or poems that offer new and interesting vocabulary.  Encourage children to tell and listen to stories. Interest areas offer opportunities for teachers to teach content as children explore materials. 5. The Project Approach: The CSB curriculum is enhanced by the project approach to learning and is expected to be implemented in every preschool classroom. Projects are in-depth investigations on a topic based on children’s interests. Projects:  Must be relevant to children’s experiences and interests.  Topics of study must be authentic so that children can manipulate and explore real objects.  Family members are a part of the implementation of projects.  Project components include: o Selecting a topic based on the children’s interests o Teaching team creates a “web” of interrelated ideas and activities: ideas may incorporate literacy, math, science, social studies, the arts and technology into the study o An opening event o Project investigations o Field trips and visiting experts o Documentation of projects through photographs, children’s written feedback, drawings, etc. o A closing event 6. Program for Infants and Toddlers: The CSB infant and toddler program is enhanced by the Program for Infant Toddler Care (PITC) philosophy, which is based on the belief that infants and toddlers come to the program with their own interests, needs, and temperaments. PITC emphasizes program components that focus on responsive caregiving practices based on supporting the child. PITC Program components:  Care in small groups; each child is assigned to one special infant/toddler care teacher who August 15, 2017 Contra Costa County Board of Supervisors Minutes 1201 2017-19 Policies and Procedures Section 2: Program Operations 59 2017-19 Policies and Procedures Section 2 – Program Operations is responsible for that child’s care.  Cultural Continuity; because of the important role of culture in a child’s development, infant and toddler care teachers heighten their understanding of culture in the lives of children, develop cultural competencies, acknowledge and respect cultural differences, and learn to be open and responsive to families.  Individualized care; this follows children’s unique temperaments and promotes child well- being and a healthy sense of self. This approach supports each child’s growing ability to self- regulate and to function independently in personal and social contexts. It also ensures that teachers read children’s cues throughout the program day.  Inclusion of children with special needs; this makes the benefits of high quality care available to all infants and toddlers through appropriate accommodation support in order for the child to have full active program participation. 7. Supporting Child and Family Culture and Diversity:  Families are asked to share their culture and traditions.  Food served at mealtimes is culturally inclusive.  Environments and materials include diverse materials such as pictures, books and photographs. Dramatic play props, puzzles, music, planned activities and books reflect diversity in gender, culture, language and ethnicity. 8. Teacher/Child Interactions: Positive teacher child interactions build trusting, nurturing bonds between teaching staff and children which supports the children’s developing a love of learning. Teaching Staff:  Welcome children and families into the program daily.  Foster positive social behaviors such as cooperation, conflict resolution, and turn taking by using modeling, coaching and encouragement.  Speak to the children at their eye level and move to where a child is to speak with them directly.  Teacher’s voices are warm and calm.  Engage children in conversations throughout the day. Encouraging verbal expression enhances children’s self-esteem and cognitive growth.  Comfort children who are crying and validate their feelings.  Engage in activities with the children on the floor by sitting on the floor with them as much as possible. 9. Caregiver Groups Upon entry, each preschool child is assigned to a caregiver group of six to eight children based on the developmental and individual needs of the child and the classroom. The teaching staff assigned to the caregiver group plans and implements individual activities for their group during small group time. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1202 2017-19 Policies and Procedures Section 2: Program Operations 60 2017-19 Policies and Procedures Section 2 – Program Operations Upon entry infants are assigned to a caregiver group of three children per caregiver. Upon entry, toddlers are assigned to a caregiver group of four children per caregiver. Infants and toddlers remain with the same caregiver whenever possible throughout their enrollment in the program to ensure continuity of care. Caregiver groups can be named after animals, shapes, etc. Caregiver Groups during Transitions:  It is CSB’s policy to transition children in small groups including; to and from outside time, small group, large group, and bathroom routines.  Caregiver groups are maintained throughout the daily activities when appropriate.  Teaching staff work closely with their caregiving group at meal times, small group, hand washing, etc. For children, this reduces confusion, distraction and promotes attachment with the primary caregiver. 10. Child Health and Safety Teaching staff integrates health and safety lessons and activities into the lesson plan. Health activities may include: oral health, pedestrian safety, good hygiene practices, and emergency safety including: fire, earthquake, shelter-in-place and school safety. Children wash hands upon entering school, before eating, after wiping noses, after touching animals, before and after messy play, including sand/water play and Play-Doh, contaminated objects, upon returning from the play yard and after toileting. Staff inspects classroom and outside areas daily to ensure all facilities, furniture, materials and structures are safe and free from hazards. The 7 Health and Safety Daily Classroom Checks in 7 Minutes form (CSB777) is completed daily in all indoor areas used by children, prior to children using the space. The Daily Playground Checklist (CSB136) is completed daily to document inspection of outdoor areas accessible to children. Teachers perform a daily health check of each child upon their arrival to school. Refer to section 2, IV. Sub Part III, A, Daily Health Inspection for further guidance. For infants and toddlers, this practice is done using the Daily Communication Form where families and staff document about each child at the beginning and end of the day. The daily health check is also conducted and documented on this form. Teaching staff conducts head counts hourly and during transitions using CSB700 in accordance with Head County Policy as described in CSB700A, and checks that door alarms are set and all gates are secured at all times. Children are supervised at all times, and always supervised while toileting. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1203 2017-19 Policies and Procedures Section 2: Program Operations 61 2017-19 Policies and Procedures Section 2 – Program Operations 11. Nutrition Children participate in learning activities planned to affect the selections and enjoyment of a wide variety of nutritious foods. Nutrition activities may include: field trips, planting gardens, reading stories about food and nutrition, and sampling a wide variety of foods. Children are involved in simple cooking projects. Teaching staff serve meals family-style at the centers. Children participate in setting the tables, serving themselves, and pour their own beverages. 12. Language / Literacy Curriculum Enhancements  Learning through Literature Curriculum Enhancement: Each month teaching staff implements a picture story book to read that contains a written guidance of extension activities and open ended questions to ask.  Raising A Reader: Tote bags with age appropriate books are taken home weekly by each child. Parents are encouraged to read to children daily and discuss the stories. Books are multicultural and include children’s stories in Spanish.  Tandem: Similar to Raising a Reader, bags with age appropriate books are taken home weekly by each child. Parents are encouraged to read to children daily and discuss the stories. Books are multicultural and include children’s stories in Spanish.  Books at Naptime: Each child may choose a book to read to themselves on their mat. 13. Pedestrian Safety Children and parents are taught the importance of pedestrian safety within the first 30 days of school. This includes educational videos and materials on pedestrian safety for both children and parents, various classroom activities and educating parents at parent meetings. 14. Media in the Classroom Classrooms are equipped with Surfaces and installed with ABCmouse. Other media are used in the classroom when intentionally connected to a project tropic or curriculum enhancement. Other media must be approved by the site supervisor before they are viewed in the classroom and must be documented on the lesson plan 15. Lesson Plans The Infant, Toddler, and Preschool weekly lesson plans are designed to ensure that all classrooms provide developmentally appropriate activities consistent with Head Start Performance Standards, Creative Curriculum, and Second Step (preschool). The lesson plan communicates to staff and parents the activities for each day of the week. The preschool lesson plan is enhanced by the project approach. The infant and toddler Plans and Possibilities include activities that support each child’s individual goals. Plans for these age groups are flexible, are based on children’s interests, and is a guide for the day rather than a strict implementation plan. The teacher submits a completed lesson plan form to the Site Supervisor weekly for approval and is posted by Monday morning. Lesson plans (CSB105A, B, and C) are completed at the center by the teaching staff, with input from parents. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1204 2017-19 Policies and Procedures Section 2: Program Operations 62 2017-19 Policies and Procedures Section 2 – Program Operations 16. Required Elements of the Children’s Daily Schedule The classroom daily schedule provides a balance of structure and flexibility. The schedule establishes sequences for the implementation of activities and possibilities in the classroom. It includes a variety of play activities and more and less active times of the day.  Greeting/ Health Check- each child and family member is warmly greeted when they enter the program daily. A brief health check is conducted by the teaching staff that includes touching of the child’s skin and looking into their eyes. Staff may ask a child how they are feeling. Parents must remain during the health check and may be asked questions about their child.  Work Time/Child Initiated Activities; Children have access to all interest areas in the classroom. Project-based and center activities are offered as additional choices for the children in the preschool classrooms. Teachers add materials for children’s creative activities during this time. Teachers work with children and ask open-ended questions to stimulate and enhance child learning. Infant and toddler classrooms may offer special activities in addition to the materials that children may interact with independently  Small and Large Group Time/Teacher Directed Activities; Small group is a planned activity implemented in caregiver groups. Small group time activities may be conducted anywhere in the classroom or outside. Large group time is a planned time of day and can include music, movement, Second Step (preschool), conversations and discussions. Every child is offered the opportunity to participate but no child should be forced to attend group times. Similar times of the day are planned for infants and toddlers however; these must be based on the children’s cues and may be modified in the moment and/or as needed.  Outdoor Play/Gross Motor - Children are able to use their large muscles and develop socialization skills; activities include tricycles, wagons, balls, games, water tables, obstacle courses, music, art, and dramatic play activities (30 minutes each morning and each afternoon). Outdoor play must still occur in the winter months when the temperature is cooler. If weather, such as heavy rain, does not permit outdoor play, a gross motor activity must be offered indoors.  Meal Times - Breakfast, lunch and a snack times are provided for children depending on their program model. Infants are fed on demand and toddlers are fed on an individualized schedule. Mealtimes are learning times when teachers assist children with setting the tables, serving their own food and engaging them in conversation. Breakfast and lunch times are approximately thirty minutes and snack time is fifteen minutes.  Rest Time – Full day classrooms are required to schedule a one and a half to two-hour rest period for preschool and toddler children. Depending on the child’s needs toddlers rest and nap on demand. Infants rest and nap on demand. o No child is to be restrained in their crib, on their cot or on their mat at any time. o Children are encouraged to nap but not forced. Alternate quiet learning August 15, 2017 Contra Costa County Board of Supervisors Minutes 1205 2017-19 Policies and Procedures Section 2: Program Operations 63 2017-19 Policies and Procedures Section 2 – Program Operations activities are provided for non-nappers. o All children must be visually supervised at all times (CCL Regs: 101229, p. 137)  Preschool classrooms: All children must be given an opportunity to rest without distraction or disturbance from other activities or children. Teachers encourage children to rest by offering them a book, engaging them in soft conversation and gently rubbing their backs. “Each center shall provide a variety of daily activities designed to meet the needs of children in care including but not limited to: (2) rest and relaxation. (b) All children shall be given an opportunity to nap or rest without distraction or disturbance from other activities at the center,” CCL reg.101230 (a) p.138. Once the children are resting, one staff person may supervise the “napping” children, “provided that the remaining qualified teachers necessary to meet the overall ratio … are immediately available at the center,” CCL Regs: 101230 (c), p. 139.  Infant and toddler classrooms: Infants are provided an “on demand” schedule for their routines, including napping. Every infant and toddler is required to have a crib, cot, or mat. Once the infants or toddlers are sleeping, one staff person may supervise the sleeping infants/toddlers provided the remaining staff necessary to meet the ratio are immediately available at the center (CCL regulation: 101416.5(d) p.158) No infant/toddler is to be restrained on their crib, cot or mat at any time.  Rest time napping equipment placement and sanitation guidance for preschool classroom and Infant/toddler classrooms: o The napping space for toddlers and preschoolers must be equipped with a mat, or cot, including a sheet and blanket. Each infant is provided a crib. The crib mattress for infants are cleaned and sanitized regularly or as needed. The toddler and preschool cot or mat is cleaned and sanitized regularly or as needed. o Preschool bedding is individually stored so that one child’s used bedding does not come in contact with another’s, and is laundered weekly. o Napping equipment is arranged to provide access to children and spaced to prevent the spread of germs. Cribs must be placed three feet apart. Cots are placed eighteen inches apart and children are placed so that each child is alternating head-to-feet. o Blankets of any type are not allowed in infant cribs because of the risk of suffocation. 17. Parent Involvement in providing input into the Curriculum Parents are partners in the processes of planning and implementing curriculum, and are encouraged to participate in the program in a variety of ways: i. Home Visits All parents must be given the opportunity to participate in two home visits a year. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1206 2017-19 Policies and Procedures Section 2: Program Operations 64 2017-19 Policies and Procedures Section 2 – Program Operations  Initial Home Visit: Within the first 45 days of enrollment, or if feasible, before the program year begins, teachers conduct a home visit. Parents begin to develop a positive relationship with their child’s teacher through this initial communication. The home visit gathers information about parent’s observations of their children and the goals they have for them. The initial home visit gives the child an opportunity to meet the teacher in a familiar setting and may be used to plan individual goals for each child. Staff should make every effort to conduct the home visit at the child’s house. The ASQ-SE is conducted at the initial home visit with the family. If parents request that teachers meet them in an alternate location or if they prefer not to have staff come to their homes, the other location will be considered home visit. See Initial Home Visit form (CSB 170 and CSB170IT). If the parent chooses not to have the visit in the home, the reason for that decision must be stated on the home visit form.  Each new family will be given a CSB Child Development Brochure, a toothbrush and guidance for tooth brushing and hand washing. The teacher will also assist the parent to complete a social/emotional screening. Teaching staff will enter the parent and print out the results and add it to the child’s file.  Returning Child Home Visit: For children who are enrolled for a second year in the program, the returning child home visit form should be completed (CSB106). As with the initial home visit every effort should be made to conduct the home visit in the child’s home. Teaching staff will distribute a toothbrush and hand washing/ tooth brushing guidance.  End of the Program Year Home Visit: During the final home visit, the teacher and parent review the child’s progress and assessment results. For preschool they may discuss kindergarten readiness. For all children, they may plan activities for the parent and child to do at home and address questions or concerns the parent has. ii. Parent Conferences All parents must be given the opportunity to participate in two conferences a year. Conferences are not home visits. • First Parent/Teacher Conference – Within ninety (90) days of the child’s first day of school, each parent will be given the opportunity to participate in a Parent/Teacher Conference. During this conference, the teacher and parent(s) will discuss the child’s progress (based on results of the screening, assessments, observations, and child’s work), and will develop an Individual Plan (IP). If the child has an IEP, the IEP goals must also be included in the plan. DRDP 2015 measure numbers must be reflected next to the written goals. (CSB118A.) • Second Parent - Teacher Conference – A second Parent -Teacher Conference will be scheduled twenty (20) days after the second DRDP to review the child’s progress/goals that were set during the first Parent-Teacher Conference. New goals will be developed if applicable (CSB118B). C. Other Elements of Parent Involvement  Parents have the opportunity to participate in planning and implementation of field trips.  Families are encouraged to share their culture and traditions by volunteering in the classroom.  Parents are provided with individualized home activities by the child’s teacher to August 15, 2017 Contra Costa County Board of Supervisors Minutes 1207 2017-19 Policies and Procedures Section 2: Program Operations 65 2017-19 Policies and Procedures Section 2 – Program Operations reinforce child’s learning objectives at home.  A variety of family literacy programs are offered to support parents in helping their children develops a love and appreciation of books. These include Raising a Reader or Tandem. D. Home-Based Option CSB’s Home-based program option provides opportunities for parents to enhance the parent-child relationship promote the education and development of their children, enrich the home environment to encourage their children’s learning, identify and refer children with special healthcare needs, developmental delays, or disabilities. The home educators serve as facilitators, educators, and a support system for parents and families. They act as vital links to the local community and resources. All services provided to the home-visited family are the same quality as those given in centers. The Home-based Option uses the center-based sites for socialization and plans activities with the parents to use the home as their primary learning environment. Head Start’s Home-based Option services include:  Providing one home visit per week per family (a minimum of 32 home visits per year), lasting for a minimum of 1.5 hours each.  Providing a minimum of two group socialization activities per month for each child (a minimum of 16 group socialization activities each year).  Nutrition objectives are accomplished through both home visits and group socialization activities. The emphasis is on nutrition education, helping parents learn to make the best use of existing resources. Parents receive information and guidance on menu planning, consumer education, and money management. The program maintains an average of 10 to 12 families per Home Educator with a maximum of 12 families for any individual Home Educator. Services include:  One home visit per week for each child and provider lasting for a minimum of 1.5 hours each  Two group socializations activities per month for each child. During socialization, activities and training are planned for parents and providers to increase their knowledge about child development issues.  Monthly parent meetings are planned and offered at socialization. Parenting classes, support groups, and trainings are scheduled through the year.  All services provided to the home-visited providers are the same quality as those given in centers. The only difference is the home setting is used as the learning environment, and the provider is the educator. E. Classroom Assignments Children are assigned to classrooms and teachers in accordance with their needs, available space, and other relevant variables. Each classroom must have a roster listing all enrolled children. The Site Supervisor notifies the teachers of new enrollees. Copies of class rosters are continuously available on CSB CLOUDS System and are kept current as children enroll or leave the program. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1208 2017-19 Policies and Procedures Section 2: Program Operations 66 2017-19 Policies and Procedures Section 2 – Program Operations Classroom rosters do not list more than twenty children on any given day, per federal enrollment regulations except if a waiver has been granted. State Preschool not receiving HS funding may enroll 24 children. CSB centers maintain a minimum class size of at least 95% and a maximum of twenty children, and must never exceed the licensing capacity of the classroom. F. Adult-to-Child Ratio 1. Ratio Requirements CSB’s part day Head Start program in governed by California Community Care Licensing Title 22 Regulations which require a 1:12 ratio. However, Head Start regulations require that the maximum class size is 20 (unless a waiver is granted), so the adult-to child ratio in these classrooms is 1:10. CSB’s California Department of Education programs, including those combined with other funding such as Head Start and Early Head Start is governed by California Community Care Licensing Title V Regulations which require the following ratios: For children ages 3-5, 1:8; for toddlers, 1:4; for infants 1:3. For preschool classrooms, Title V regulations allow a classroom to be out of ratio for up to 120 minutes per day. These 120 minutes allow for rest time in early morning or late afternoon and do not apply during the core instructional time of day. During those times, children must be supervised according to the Title XXII regulation of State Licensing at 1 teacher per 12 children. Children under three years of age may not be in groups with more than eight children. Each full-day classroom is staffed with a qualified Teacher and 2 Associate Teachers. If this is not possible, an Associate Teacher may be substituted for a Teacher and a Teacher Assistant Trainee for an Associate. Each part-day classroom is staffed with two Teachers and a Teacher Assistant Trainees. The EHS Infant and toddler classrooms have the following ratios: Infants (birth – 18 months) is one to three (1:3) and toddlers (18-36 months) is one to four (1:4). Maximum group size for infants is six at all times. Maximum group size for toddlers is 8 at all times. 2. Supervision All staff inside the classroom and outside in the yard are responsible to ensure that all children are visible at all times and that they are being supervised at every moment. Teaching staff supervise infants and toddlers/twos by sight and sound at all times. Teaching staff, including substitutes and other CSB staff serving as a supervising adult for ratio purposes must sign into the classroom via the CLOUDS Wallpad or tablet. The CLOUDS Staff Management Module is utilized for program oversight and planning, including monitoring to ensure compliance with ratio requirements at all times. For these purposes, staff must also transition in and out of classrooms to account for child to teacher ratio, location of the staff person within the center, and on-duty status, including but not limited to transitions to the playground, another classroom or on break/off duty. i. To sign-in/ sign-out of a classroom on CLOUDS:  Select the “Staff” button on the Wallpad August 15, 2017 Contra Costa County Board of Supervisors Minutes 1209 2017-19 Policies and Procedures Section 2: Program Operations 67 2017-19 Policies and Procedures Section 2 – Program Operations  Select the box with the name of the staff member being signed in or out (staff not already showing on the Wallpad may select the green box and enter their employee ID# to place themselves into the classroom)  Select the “Sign-In” or “Sign-Out” button on the pop-up ii. To transition on CLOUDS:  Select the “Staff” button on the Wallpad  Select the box with the name of the staff member being transitioned  Select the “In-Transition” button on the pop-up  If transitioning to another classroom, select the “Staff In-Transition/ Substitute” box on the wallpad  Select the “In-Transition” button, then find and select the box with the name of the transitioning staff  Select “Yes” in pop-up G. Sign-In and Out Procedures 1. Signing-In: Everyone must sign in at a center: visitors and guests. Upon arrival, every child must be signed in by a parent, friend or relative over 14 years of age, denoted on the emergency contact list. The full signature is required, along with the time of arrival. If a child arrives at the center unaccompanied, teaching staff must bring that child into the center, and contact the parent (and State Licensing) immediately so they may return and properly sign in the child. Failure to sign children in properly may require a referral to County Child Protective Services. For our part-day sessions, if a parent and his/her child arrive before the start of session or stay after the closing of the session, the teaching staff will remind them that the child is the parent’s responsibility during that time. 2. Signing-Out Procedures: The parent must always sign a child out at the end of the day. Children who leave and return to the center during the day must be signed out and in by an authorized adult, e.g. a child leaving for a doctor’s visit. Adults who arrive at the center to pick up a child must be listed on the Children's Center File Emergency Card. Picture identification must be provided before child is released. It is the teacher's responsibility to keep emergency numbers current. At least two people must be listed who can pick up the child in an emergency. If a person picking up the child is not on the emergency form, written preauthorization from the parents is required before CSB staff will release the child from the center. Children will not be August 15, 2017 Contra Costa County Board of Supervisors Minutes 1210 2017-19 Policies and Procedures Section 2: Program Operations 68 2017-19 Policies and Procedures Section 2 – Program Operations permitted to leave the center unless accompanied by a preauthorized adult. Parents may not give verbal authorization for pick-up of children. 3. Child Release Policy: The safety of the children is the priority for all CSB staff; therefore the following policy must be enforced at all times: • All parents are required to complete emergency forms during the enrollment process. Emergency forms with the names and telephone numbers of persons authorized to pick up the child will be kept in the child’s file. Emergency forms must be updated at least every 12 months or anytime information changes. • Photo identification will be required of all newly authorized individuals or individuals not recognized by staff prior to release of the child. Under no circumstances will a child be released to an unauthorized person. • If CSB personnel are not certain the pick-up person is who he/she claims to be, the child will not be released. • Staff will not release children if the person picking up the child smells of alcohol or if staff has reason to believe the person is under the influence of alcohol or other foreign substance. • Staff will not release children to the person picking up the child if there is a court ordered restraining order on file against the person. • Children will not be forced to leave the center with someone they are not familiar with. 4. Sign-Out Disputes Due to Child Custody Issues: If a parent requests that the other parent not be allowed to remove a child from the center, Site Supervisor or Head Teacher must request a copy of the court order, and place it in the child’s file in the locked cabinet. The parent must be informed that CSB is not a law enforcement agency and cannot undertake that role. (A parent cannot be denied access to his/her child unless there is a Court Order.) If a dispute over custody should occur in the classroom, the teaching staff will deal with the family calmly. The staff will ask the person if they would like to talk with a Supervisor. If it seems likely that the parent may become violent, the teacher may release the child, and inform the parent that they (teacher) must call the police as soon as the likelihood of violence becomes apparent. Should the parent leave with the child prior to the arrival of the police, the teaching team must be prepared to provide a description of the person, the car, and the license plate number. The teacher must call her/his Site Supervisor to report and document the incident. Such unusual incidents must be reported to an Assistant Director and to Community Care Licensing using the standard procedure. 5. Adults Signing Their Child In or Out While Under the Influence of Alcohol or Drugs: If the parent appears to be under the influence of drugs or alcohol, the teaching staff must call 911 immediately to notify the police. They must attempt to keep the adult at the center by discussing the child's day or other broad topics until the police arrive. One staff member will call an Assistant Director August 15, 2017 Contra Costa County Board of Supervisors Minutes 1211 2017-19 Policies and Procedures Section 2: Program Operations 69 2017-19 Policies and Procedures Section 2 – Program Operations and inform him/her of the problem. Allow the person to take the child if he/she insists on leaving, or the staff and children are physically threatened. The staff must get the license number of the vehicle for the police. If this happens, the teaching staff must:  Call the police  Call County Child Protective Services and file a child abuse report  Make an unusual incident report to Community Care Licensing. If the police arrive at the center while the adult is still present, it is their responsibility to determine what further action should be taken. Only a police officer can officially determine if an adult is intoxicated. 6. Late Sign-Out Procedures: A parent is considered to be late when he/she has not picked up their child by the agreed upon time. Staff should not call parents to pick up their children before these times. (CSB132) When a parent is late, the teaching staff will implement the following procedure: • First Time - The staff will verbally inform the parent of the importance of picking up their child on time. This must be documented on the child's folder at the center. • Second Time - When the child is picked up, the staff will give a late child notice to the parent. A copy of this notice will be kept in the child's file at the center. • Third Time - The staff will call the Site Supervisor. The Site Supervisor will inform the parent that if this occurs again the child will be suspended from the center and placed on the waiting list. The Site Supervisor will give a "Late Child" letter to the parent. A copy of this letter will be placed in the child's folder at the center. (CSB132.) • Fourth Time - The staff will call the Site Supervisor, who will inform the family that their child will be placed on the waiting list. If the family receives collaborative funding from the CA Department of Education, a formal Notice of Action will be given terminating the state funding after the 14-day grace period for appeal. The Site Supervisor will notify the Assistant Director and the Comprehensive Services Assistant Managers of the change in that child’s status. Closing Time - If a child has not been picked up by closing, and no one can be reached to pick up the child, the Site Supervisor will determine the plan of action (which may include calling Child Protective Services). CSB staff must never transport children from the center via vehicle or on foot. 7. Full-Day Program Sign In/Out Procedures: The number of hours for each child enrolled in a full-day program is based upon their Contracted Hours Agreement, completed with the staff responsible for enrollment at that site. All full-day children must be signed in according to their contract hours. Each parent will have an individual sign-out time based on their unique needs for full-day services and Contract Agreement. The same procedures for late pickup are to be followed although "late" times will vary according to the parent’s contract hours. Parent(s) may request a change in hours through “Request for Change of Contract Hours” form. (CSB- 607) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1212 2017-19 Policies and Procedures Section 2: Program Operations 70 2017-19 Policies and Procedures Section 2 – Program Operations H. General Classroom Celebration Policy 1. Description: The Community Services Bureau avoids endorsing commercialism surrounding the holidays. The focus is about learning and celebrating diversity. The following guidelines are followed when planning activities with staff and parents:  Holidays are not a major part of the curriculum. They are integrated within the total curriculum. No more than a few days and few activities are dedicated to any holiday.  Holidays are not a theme and the whole room is not to be decorated reflecting a holiday.  Learning about holidays broadens children’s awareness of their own, and other, cultural experiences. Activities must be thoughtfully planned and implemented for inclusion of all children and families.  Every group represented in the classroom (children and staff) is to be honored.  Teachers must not assume that everyone from the same ethnic group celebrates holidays in the same way. Teachers check with the families to ensure that activities are indeed reflective of the cultures represented in the classroom.  Teachers must plan strategies for working with children whose family beliefs do not permit participation in holiday celebrations. Their parents are to be included in planning a satisfactory alternative for these children in the classroom. 2. Children’s Birthdays: Children’s birthdays are very important and birthday celebrations are as unique as each child. However, the classroom’s daily routine should not be changed to accommodate birthday celebrations. Because children learn by example, and to reinforce the nutrition education in the classroom, the following ideas are suggested:  Giving and/or reading a book to the child and classmates  Bringing educational toys to share  Bringing a baby book or other symbolic item, or a special family story to share  Lead a game  Decorating the classroom  Leading a nutritious class project (any food provided cannot be served in place of regular food service) 3. Inappropriate Activities in the Classroom:  Staged performances, plays, and ceremonies where children have memorized vocal parts or if rehearsals are required  Lectures, where children have to sit and listen for a long period of time  Commercial displays  Adult-directed activities that focus on a product rather than a process (i.e., patterned art / work)  Combined classrooms with large groups of adults and children  Graduation ceremonies with caps and gowns August 15, 2017 Contra Costa County Board of Supervisors Minutes 1213 2017-19 Policies and Procedures Section 2: Program Operations 71 2017-19 Policies and Procedures Section 2 – Program Operations I. Field Trip Policy 1. Procedures: Field trips complement the classroom educational experience, current curricula, and must be developmentally appropriate. Field trips encourage hands-on exploration and experimentation. Field trips permit the child to learn about his/her world (school, neighborhood, and community). Site supervisors must inform Nutrition office one week prior to date of a field trip using the Field Trip Form (CSB115). All field trip lunches will consist of sun butter sandwiches, string cheese, fruit, vegetable, and milk. Parent volunteers are encouraged to plan and participate in field trips. Only children enrolled in the classroom taking the field trip may participate. Parents may not bring siblings or other children on the field trip unless preapproved by the Assistant Director. Parents may drive their own child to a field trip after signing their child out of school. Parents may not drive other students or parents on a field trip. While on the field trip parents need to sign their child in or out, use paper copy if tablets are not available. Field trips are approved in advance by the Site Supervisor and are documented in the classroom lesson plan. Teaching staff notifies the Site Supervisor or designee when leaving/returning from the trip. Parental permission slips are required for all field trips (CSB114). Transportation is provided as needed, primarily for staff and children. Travel time for field trips should be no more than 60 minutes in length, round trip, and allow for heavy traffic conditions when necessary. Walking field trips are encouraged, with the destination within a half- mile radius of the center.  A field trip should be completed within three hours, including lunch and transportation.  Full-day programs require a two hour nap/rest period. A field trip should not interfere with the regular naptime schedule.  Requests for additional time for field trips may be submitted to the Assistant Director for approval. Size of group – no more than one group of twenty children may go at one time. AM and PM classes do not combine or change program hours to go on a trip. Adult-to-child ratio on all field trips is a minimum of one adult for every four children (1:4). This ratio may be adjusted lower (1:3 or 1:2) at the discretion of the teacher or Site Supervisor. Staff (and volunteers) must have assigned groups of children for whom they are responsible at all times. Each group must stay together, within the teacher’s area of vision/supervision. Teachers are responsible for ensuring that each adult volunteer properly supervises his/her assigned group of children on the field trip. Headcounts on field trips will be taken at the following times: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1214 2017-19 Policies and Procedures Section 2: Program Operations 72 2017-19 Policies and Procedures Section 2 – Program Operations  Upon leaving the center  On the bus or van  Upon arrival at the destination  At random times during the field trip  When boarding the bus or van for the return to the center  After return to the center  Use paper copy for parents to sign-in and out if tablets are not available. Emergency information for each child, three blank accident forms, a cell phone, and a First Aid Kit must be taken on walking or driving trips. (CSB-113-Field Trip Information and CSB-1015-Vehicle Use Request Form)  During field trips, each child must wear a tag at all times that only identifies the name of the center and the center’s telephone number on the front. Child’s name may be written on the back of the tag, but never on the front.  Field trip leaders must keep to their schedule, or call the center if there are any changes.  If there are insufficient adults, inclement weather or any circumstance that would make it less than an optimal experience, the trip must be cancelled. A well-planned field trip taken under adverse conditions or circumstances may become a danger. 2. Planning Protocols: When planning a field trip or socialization, the following must be completed:  Establish educational goals and objectives for the planned trip  Teacher, or their representative, is to visit the destination to check travel time and accommodations, and to ensure the safety of the children  The field trip planning form must be completed and submitted one month prior the field trip  If applicable, the request for change of menu and purchase requisition must be completed and submitted one month prior the field trip  Parents are notified at least two weeks in advance of the upcoming trip, at which time they are encouraged to volunteer for the trip  Children are prepared for the trip at least one week in advance through in-class discussions of field trip safety  When transportation is provided at least one trained bus monitor is aboard each vehicle at all times The bus monitor training will include:  Child boarding-and-exiting procedures  Use of restraint systems  Required paperwork  Emergency response and evacuation procedures  Use of special equipment  Child pick-up and release procedures August 15, 2017 Contra Costa County Board of Supervisors Minutes 1215 2017-19 Policies and Procedures Section 2: Program Operations 73 2017-19 Policies and Procedures Section 2 – Program Operations  Pre- and post-trip vehicles checks In Case of Minor Accident at Site or on Field Trip  A designated staff member with a valid First-Aid Certificate assesses the situation, and renders first aid if necessary.  If a minor accident occurs on a field trip, the teacher of an injured child must notify the child's parents on return to the center. (As noted above, the emergency contact list must be on hand.)  The “Band Aid Report” form is completed, signed, and dated.  The teacher retains one copy for the center and gives one copy to the parents. In Case of Major Accident at Site or on Field Trip  The teacher calls paramedics immediately. Classroom staff assesses the situation, and renders first aid as indicated for life-saving measures.  Injured children are taken to the nearest emergency facility and the teacher or Site Supervisor accompanies the child.  The teacher of an injured child must notify the child's parent(s) immediately. (The emergency contact list must be on hand)  The teacher must immediately notify the Site Supervisor, who will notify the Assistant Director and/or the Bureau Director or designee.  Licensing must be notified by telephone (with a follow-up of the “Unusual Incident/Injury” report) as soon as possible.  The parent may accompany the child in the emergency vehicle.  If the parent is not at that location, the child’s teacher accompanies the child in the emergency vehicle.  If necessary, CSB staff will provide transportation for the parent to/from the emergency facility.  The “Accident/Incident Report” form (See Form CSB208) is completed, signed, and dated by the staff person involved in the situation.  An insurance form is also completed, signed, and dated.  The teacher retains one copy of the “Accident/Incident Report” and insurance form for the center, and submits copies of the reports (within 24 hours) to the Site Supervisor.  The Site Supervisor submits copies of these reports to the Assistant Director and/or the Bureau Director.  The CDE must be notified by the Bureau Director if the client is in a program funded by the state. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1216 2017-19 Policies and Procedures Section 2: Program Operations 74 2017-19 Policies and Procedures Section 2 – Program Operations PART IV. HEALTH PROGRAM SERVICES SUBPART I. Prevention and Early Intervention A. Determining Child Health Status Community Services Bureau establishes and maintains individual, comprehensive files for children and families. Health records, developmental progress portfolios, and files, including Administrative, Delegate Agency, and Grantee-Operated Program and Subcontractor’s filing systems, are kept confidential with use of the Access to File form (CSB900) and following the approved Confidentiality Policy. All staff with access to health information is trained on HIPAA (Health Information Portability Accountability Act) requirements. CSB obtains parental consent prior to the administration of health or developmental procedures through the program or by contract or agreement and maintains documentation of parental refusal of authorization for health services through use of the Parental Refusal of Health Services Form (CSB298). CSB staff collaborates with parents to address the health and well-being of each child in a linguistically and culturally appropriate manner, communicating the child's health needs and developmental concerns. 1. Physical Examinations - Well Child Check (CSB207) Each parent is provided with a Report of Health Examination - Well Child Check (CSB207) for use in obtaining their child's physical examination. As much pertinent health information as possible is accumulated and recorded for each child, paying particular attention to the items required by the Bright Futures Early and Periodic Screening, Diagnosis and Treatment (EPSDT) Schedule to ensure that children are following a schedule of complete well child care. The child’s initial physical examination required for program entry must be current (in accordance with the EPSDT schedule) and received no later than thirty days after entry into the program. One extension is allowed with documentation of a pending appointment. Children returning for a second year require additional physical exams in accordance with the EPSDT Schedule. Comprehensive Services Teams enter all data on the physical exam into the CLOUDS data management system. This enables program staff to track services and follow-up on actions such as treatment needed, future appointments, and referrals. Managers access reports to help monitor progress in meeting program requirements in a timely manner. 2. TB Clearance – CSB Center-Based Program In accordance with section #101220 of Licensing Code, TB Clearance documentation must be obtained for each child within 30 days of enrollment (admission) into the program. TB Clearance documentation must consist of either:  A negative TB Skin Test or Chest X-Ray result, or  A physician’s check mark indicating “No Risk" on CSB207–Report of Health Examination - Well Child Check or other signed or stamped document from the physician/clinic. The TB screening referenced in the TB Clearance documentation must be in accordance with the EPSDT schedule. The one extension allowed for pending physical exam appointments does not apply to TB August 15, 2017 Contra Costa County Board of Supervisors Minutes 1217 2017-19 Policies and Procedures Section 2: Program Operations 75 2017-19 Policies and Procedures Section 2 – Program Operations Clearance documentation. Children without TB Clearance will be excluded if clearance is not obtained within 30 days of enrollment. 3. Health Insurance Through use of the Health History and within 30 days after the child first attends the program, or for the home-based program option, when the child receives a home visit, those children with and without medical and/or dental insurance are designated as such. In the event that the child does not have insurance coverage, Comprehensive Services Teams will assist families in accessing insurance as soon as possible by referring the child to various programs such as the Child Health and Disability Prevention (CHDP) Gateway program, Medi-Cal/Denti-Cal, the Kaiser Permanente Children's Health Plan, and services through Covered California. 4. Health Records In the event that health records are returned to the program with information missing, Comprehensive Services Teams obtain consent for release of information from parents. This consent is used to obtain information from medical/dental offices, medical records departments and laboratories. Every effort is made to educate parents regarding the EPSDT schedule and the documentation needed prior to visiting a doctor or dentist. The following information shall be obtained and entered into CLOUDS and the child’s confidential file:  Health and developmental history  Immunization record including immunizations and in series/waivers  Treatment plans  Age-appropriate physical exams, dental exams and screening results  Records of major/minor illnesses and injury during program activities  Schedule of daily medications - prescription and over-the-counter medications such as sun screen and rash ointment  Allergic reactions  Dietary intake and food habits  Age and gender-appropriate growth charts  Source of payment for services, including free federal, State of California, and locally funded health services  Medi-Cal number or private insurance identification  Referral and follow-up information  Record of follow-up and documentation of actual services provided  Emergency information/Parent Contact  Signed parent consent forms  Parent Refusal of Health Services Forms  Family Meeting Documentation  Teacher observations  Progress reports  Other information as needed A child whose authorized representatives adhere to a religious faith that practices healing by prayer or August 15, 2017 Contra Costa County Board of Supervisors Minutes 1218 2017-19 Policies and Procedures Section 2: Program Operations 76 2017-19 Policies and Procedures Section 2 – Program Operations other spiritual means shall not be required to meet the requirements of the health examination. In this case, the authorized representatives must provide:  Information on the child’s health history  A signed statement that indicates: o Their acceptance of full responsibility for the child’s health. o Refusal to obtain a medical examination for the child. o Request that no medical care be given to the child. B. Protocols for Determining Child Health Status 1. Application Before enrollment, Comprehensive Services Clerks are responsible for:  Reviewing the electronic application information/intake documents.  Noting concerns (known or suspected) using the Red/Yellow Flag System as indicated on the Eligibility Certification Checklist Form (CSB604).  Generating a CLOUDS referral based on application information, as needed and clearly noting details of child’s condition in Referral Observation/Comments. Before enrollment, Comprehensive Services Assistant Managers are responsible for:  Reviewing the application information/intake documents and ensuring referrals are generated and Red/Yellow Flags are in place if needed.  Coordinating with the Site Supervisor to set up Family Meetings or interventions as appropriate. Before enrollment, Site Supervisors are responsible for:  Reviewing the application, Red/Yellow Flags, and referrals.  Coordinating with the CSAM to set up Family Meeting or interventions as appropriate.  Communicating child health status and needs with teaching staff. 2. Immunizations The State of California Immunization Branch requires that programs institute a “No Shots, No School” policy, however, medical providers may indicate that a child may not have any or all immunizations. In this case, the waiver on the back of the California School Immunization Record Card (blue card) must be completely filled out. Medical exemptions from a licensed physician (MD or DO) will continue to be permitted and require a written statement including which immunization(s) is to be exempted and the specific nature and probable duration of the medical condition. If the medical exemption is permanent, the requirement for the designated immunization(s) is met: check box A and box C on the front of the Blue Card. If the medical exemption is temporary, check box B and box D; this child requires follow-up. Per Senate Bill 277, immunization waivers based on personal beliefs is no longer permitted beginning January 1, 2016. A personal belief exemption submitted prior to January 1, 2016 will remain valid until the student enters kindergarten/transitional kindergarten. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1219 2017-19 Policies and Procedures Section 2: Program Operations 77 2017-19 Policies and Procedures Section 2 – Program Operations Names of all exempt children will be maintained on an exempt roster for immediate identification in case of disease outbreak in the community. Immunization training, including the most current immunization schedule for children 0-5, is provided to staff annually. Children are tracked throughout their enrollment to ensure they remain up-to-date or in-series. Records are updated accordingly. Comprehensive Services staff completes the annual immunization report due to the local health department in September/October of each year. i. Responsibilities of Comprehensive Services Clerks Prior to enrollment Comprehensive Services Clerks are responsible for:  Collecting valid immunization records from parent.  Obtaining parent consent for use of California Immunization Registry - CAIR (CSB243) and requesting immunization registry search if parent is unable to provide immunization verification.  Entering immunization data into CLOUDS, completing the results column on the right to indicate one of the following: In Compliance, In Series, Medical Waiver or Non Compliance and ensuring “Overall Immunization Status” below is correctly identified.  Emailing the name of child exempt from immunizations to the Comprehensive Services Manager (Health Content Area) for placement on the exempt roster.  Determining overall immunization status.  Notifying parent of shots needed.  Assisting the parent in obtaining a doctor office/clinic for immunizations needed.  Using the Red/Yellow Flag system on the Eligibility Certification Checklist (CSB604) to indicate temp files as needing immunizations prior to start date.  Printing the Immunization Blue Card from CLOUDS or manually filling in blanks, signing it, and placing it in the temporary file with documentation of a physician’s statement for medical exemptions. On an ongoing basis, Comprehensive Services Clerks are responsible for:  Obtaining immunization updates and entering the data on the Blue Card and in CLOUDS.  Tracking in-series children and notifying the parent of the next dose due prior to the due date. As needed, Comprehensive Services Clerks are responsible for:  Assisting the parent in obtaining a doctor office/clinic for immunizations needed.  Preparing exclusion letters if child fails to obtain shots on time. Annually, Comprehensive Services Clerks are responsible for:  Attending the annual immunization training.  Reviewing and updating immunizations for the annual immunization report prior to submission each September/October.  Assisting with the annual immunization report as needed. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1220 2017-19 Policies and Procedures Section 2: Program Operations 78 2017-19 Policies and Procedures Section 2 – Program Operations ii. Responsibilities of Comprehensive Services Assistant Managers Prior to enrollment, Comprehensive Services Assistant Managers are responsible for:  Reviewing files to ensure up-to-date or in-series immunizations or waiver is in place before file is provided to Site Supervisor for placement.  Conducting ongoing immunization registry searches as needed. On an ongoing basis, Comprehensive Services Assistant Managers are responsible for:  Ongoing monitoring of CLOUDS for immunization compliance.  Tracking children with in-series immunizations.  Supporting the parent by coordinating with the Site Supervisor to set up a Family Meeting as needed regarding immunizations.  As needed, reviewing exclusion letters generated by clerk and verifying information, which is forwarded to the Site Supervisor for action. Annually, Comprehensive Services Assistant Managers are responsible for:  Reviewing annual immunization reports prepared by the clerk, to verify accuracy.  Collaborating with the Comprehensive Services Manager (Health Content Area) prior to online submission each September/October and with the Site Supervisors after online submission is complete.  Attending annual immunization training. Site Supervisors are responsible for:  Reviewing immunization compliance prior to enrollment.  Returning the temp file to the Comprehensive Services Assistant Manager if immunizations are not complete or required exemption documentation is missing.  As needed, verifying, signing, dating and issuing exclusion letters prepared by the clerk and reviewed by the Comprehensive Services Assistant Manager. Comprehensive Services Health Manager is responsible for:  Providing immunization training annually.  Overseeing the process and submission of the annual immunization report to the local health department by the September/October due date of each year.  Conducting ongoing immunization registry (CAIR) searches.  Obtaining access to CAIR for new team members.  Maintaining a roster of children who are exempt from immunizations for immediate identification in case of disease outbreak in the community. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1221 2017-19 Policies and Procedures Section 2: Program Operations 79 2017-19 Policies and Procedures Section 2 – Program Operations 3. TB Clearance – CSB Center-Based i. Program Comprehensive Services Clerks are responsible for  Informing parent of 30-day TB requirement and ongoing TB requirements per the EPSDT Schedule.  Assisting parents with gaining access to TB testing.  Collecting valid TB screening records from parents which include either a negative TB Skin Test or Chest X- Ray results, or a Physician’s Clearance indicating "No Risk" on the Report of Health Examination - Well Child Check (CSB207) or other signed or stamped document from physician/clinic.  Date stamping TB documentation upon receipt and review.  Inputting TB screening data into CLOUDS upon receipt.  Updating TB section of the Blue Card in child’s file.  Updating CLOUDS with referrals and case notes.  As needed, preparing the exclusion letter if TB Clearance is not provided within 30 days of enrollment (TB Clearance: Negative TB skin test or Chest X-Ray results, or "No Risk" per medical provider). Comprehensive Services Assistant Managers are responsible for:  Tracking immunization compliance through CLOUDS Reports.  Supporting the parent by coordinating with the Site Supervisor to set up the family meeting as needed. Site Supervisors are responsible for:  Notifying the parent of 30-day requirement at enrollment.  Tracking receipt of TB screening records.  Ensuring that no child is attending the program without TB Clearance beyond 30 days from enrollment.  Coordinating with the Comprehensive Services Assistant Manager to set up family meetings as needed.  Communicating with the Comprehensive Services Clerk to prepare exclusion letters.  Reviewing, authorizing and signing all exclusion letters, and designating staff for distribution. ii. Health History (CSB217) Prior to enrollment, Comprehensive Services Clerks are responsible for:  Completing the Health History on CLOUDS.  Printing a copy of the Health History for the child’s file.  Obtaining signatures on the Health History if possible.  Placing a “sign here” sticker on the Health History document if the parent is not present to sign.  Reviewing the Health History to determine whether each child has a medical/dental home and medical/dental insurance coverage within 30 days of enrollment. Such care is defined as an ongoing source of continuous, accessible health care provided by a health care professional August 15, 2017 Contra Costa County Board of Supervisors Minutes 1222 2017-19 Policies and Procedures Section 2: Program Operations 80 2017-19 Policies and Procedures Section 2 – Program Operations that maintains the child’s ongoing health record and is not primarily a source of emergency care or urgent care.  Reviewing information and flagging any suspected or known special needs using the Red/Yellow Flag System on the Eligibility Certification Checklist Form (CSB-604).  Generating a CLOUDS referral for any special needs noted on the Health History.  Providing medical/dental home and insurance intervention with all families that indicate they have no medical / dental provider or coverage. Document intervention on the Health History in CLOUDS. Prior to Enrollment, Comprehensive Services Assistant Managers are responsible for:  Reviewing the child’s Health History for completion and concerns.  Ensuring proper Red/Yellow Flags are in place as appropriate with sufficient detail noted for the Site Supervisor.  Reviewing CLOUDS referrals generated from the Health History.  Meeting with parent to ensure understanding of the benefits of consenting for services, if parent has not given consents on the Health History.  Contacting the Comprehensive Services Manager for guidance if unsure of how to proceed with any special needs.  Coordinating with the Site Supervisor to set up a pre-enrollment family meeting as needed. Site Supervisors are responsible for:  Returning any file without a Health History.  Reviewing the Health History, checking for Red/Yellow flags and referrals, coordinating with the Assistant Comprehensive Services Manager to set up a family meeting / intervention as appropriate.  Acquiring a parent signature on the Health History, if necessary at enrollment.  Ensuring that teaching staff has reviewed the Health History in order to address health conditions/needs and the completion of the consent section.  Coordinating with Comprehensive Services Assistant Manager to set up pre-enrollment family meeting as needed. Comprehensive Services Health Manager is responsible for:  Providing and/or arranging training and technical assistance as necessary for special needs identified in the Health History.  Attending family meetings for complex cases as needed.  Tracking and providing follow-up as needed. iii. Physical Exam Report of Health Examination - Well Child Check Comprehensive Services Clerk is responsible for:  Providing a physical exam - Report of Health Examination - Well Child Check (CSB207) to the parent and informing the parent of the 30-day requirement prior to enrollment.  Educating the parent on the use and importance of the Early and Periodic Screening, August 15, 2017 Contra Costa County Board of Supervisors Minutes 1223 2017-19 Policies and Procedures Section 2: Program Operations 81 2017-19 Policies and Procedures Section 2 – Program Operations Diagnosis and Treatment (EPSDT) schedule copied on the back side of the Well Child Check (CSB207).  Noting in the Child Case Notes in CLOUDS that the parent was given a physical form.  Referring the parent to a medical provider/insurance and providing support as needed.  Date stamping the physical exam upon receipt and review of the CSB207 form.  Immediately notifying the Comprehensive Services Assistant Manager of any known or suspected health concerns or disabilities.  Inputting the physical exam data into CLOUDS and documenting completion of data entry and staff follow-up by placing notes (as needed), clerk’s signature and date on the lower right hand side of the exam form in the “Staff Follow-up” box.  Entering follow-up data on CLOUDS as needed.  Generating referrals as needed.  Collecting parental consents for health services and release/exchange of information.  Contacting clinics, doctors’ offices, and laboratories to obtain missing results.  Tracking physical exam due dates and sending reminder notices to parents as needed.  Obtaining authorization from parents for health services administered by the program, or by agreement or contract with a partnering entity.  Obtaining complete Parent Refusal of Health Services Form (CSB298) for those parents who refuse to give authorization for health services.  Providing handouts for screening value results and guidelines as needed.  Providing exclusion letters at the direction of the Site Supervisor. CHDP Assessment Guidelines for Blood Pressure Readings: Further evaluation or follow-up is indicated for a child who sustains a systolic or diastolic reading at or above the 95th percentile for age and gender (measured on at least 3 occasions and averaged together). If results are entered in CLOUDS as “Abnormal”, a CLOUDS health referral is generated and follow-up in completed as needed. Age in Years 90th and 95th PERCENTILE BLOOD PRESSURE ACCORDING TO AGE and GENDER Boys Girls Systolic Diastolic Systolic Diastolic 90th% 95th% 90th% 95th% 95th% 95th% 95th% 95th% 3 107 111 68 73 73 73 73 73 4 108 112 69 73 73 73 73 73 5 109 113 69 74 74 74 74 74 Blood Lead Levels: Provide nutrition resources and lead education materials if child's lead blood level is 4.5 or greater. If the lead level is 9.5 or greater a referral must be made to the Comprehensive Services Health Manager. Comprehensive Services Assistant Manager is responsible for:  Tracking receipt of Well Child Check for children ages 0-5 years old on an ongoing basis, in accordance with the EPSDT Schedule and in collaboration with the Site Supervisor.  Reviewing all physicals with known or suspected health conditions/disabilities immediately August 15, 2017 Contra Costa County Board of Supervisors Minutes 1224 2017-19 Policies and Procedures Section 2: Program Operations 82 2017-19 Policies and Procedures Section 2 – Program Operations upon receipt of exam.  Communicating with the parent immediately when problems are suspected or areas of concern arise.  Tracking referrals and follow-up.  Initiating care plans with providers as appropriate.  Conducting follow-up with parents on an ongoing basis.  Ensuring completion of parental consents and documentation of parent refusal of health services.  Conducting follow-up with providers to obtain documentation to complete the exam per the EPSDT Schedule or to obtain follow-up information.  Monitoring physical exam due dates to ensure compliance with the EPSDT Schedule.  Coordinating with parent and Site Supervisor to set up family meetings as needed. Site Supervisors are responsible for the following:  Notifying the parent of the 30-day Well Child Check (CSB207) requirement at enrollment.  Tracking receipt of the initial Well Child Check (CSB207) for children 0-5 years.  Ongoing tracking receipt of Well Child Checks for children 0-5 years in accordance with the EPSDT Schedule.  Ensuring that no child is in the program without a physical past 30 days (one extension allowed with documentation of a pending appointment).  Directing clerks to prepare exclusion letters as necessary.  Issuing Notice of Action (NOA) for children in state-funded programs that have not complied with requirements.  Referring families who need assistance in accessing care to the Comprehensive Services Team.  Reviewing the physical exam for each child and calling for a family meeting when appropriate.  Working with teaching staff to ensure child’s medical and developmental needs are addressed appropriately.  Ensuring implementation of care plans. Comprehensive Services Health Manager is responsible for the following:  Supporting staff and families through the family meeting process for complex cases as needed.  Interfacing with community partners to obtain health education, services, assistance and follow-up.  Reviewing CLOUDS Reports to ensure compliance with health requirements.  Maintaining a Health Services Advisory Committee that includes Head Start parents, professionals and other volunteers from the community to address the health concerns impacting CSB’s children and families and to gain knowledge of current health opportunities available to families and children in the community. iv. Dental Exam Comprehensive Services Clerks are responsible for: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1225 2017-19 Policies and Procedures Section 2: Program Operations 83 2017-19 Policies and Procedures Section 2 – Program Operations  Informing parent of the 90 day dental exam requirement upon enrollment.  Educating the parent about the Early and Periodic Screening, Diagnosis and Treatment (EPSDT) Schedule for Dental/Oral Health Care.  Providing parent with the dental exam form (CSB-206).  Providing a list of dental providers/insurance options to the parent and providing support as needed.  Tracking dental exam due dates on an ongoing basis.  Preparing reminder letters and contacting parents regarding dental exams and treatment needed.  Date stamping the dental exam on the bottom right hand section under “Date Received”, upon receipt and review of the form and entering “Date Obtained” on the Dental Tab in CLOUDS.  Entering dental exam data into CLOUDS upon receipt and documenting data entry in CLOUDS by placing signature and date in the “CSB Staff Follow-up” section at the bottom of the exam.  Collecting consents for release of information as needed.  Generating referrals for children without dental care access, with treatment needed or with non-compliance issues as needed and documenting referral follow up under referral/ case notes.  Tracking dental treatment follow-up on the Dental Exam (CSB206) and documenting “Receiving Treatment” and/or “Treatment Complete” in CLOUDS on the Dental Tab.  Obtaining parental dental consents for release/exchange of information and onsite dental services and events.  Obtaining complete Parent Refusal of Health Services Form (CSB298) for those parents who refuse to give authorization for oral health services Comprehensive Services Assistant Managers are responsible for:  Monitoring dental exam due dates on an ongoing basis.  Following up to ensure treatment plans are in progress, ongoing or complete.  Coordinating with the Site Supervisor and parent to schedule and attend family meetings for oral health education, dental access, non-compliance issues, etc.  Assisting the Comprehensive Services Manager with coordination of exams by volunteer dentists/mobile dental care, and other oral health events/services. Site Supervisors are responsible for:  Collecting dental forms and forwarding them to Comprehensive Services Clerks.  Coordinating with the Comprehensive Services Assistant Manager and parent to schedule and attend family meetings regarding oral health as needed and keeping teachers informed with updates.  Coordinating with Comprehensive Services and teaching staff to support onsite dental activities/trainings/events. Comprehensive Services Health Manager is responsible for:  Support staff and families through the family meeting process for complex oral health issues. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1226 2017-19 Policies and Procedures Section 2: Program Operations 84 2017-19 Policies and Procedures Section 2 – Program Operations  Reviewing CLOUDS Reports to ensure compliance with oral health requirements.  Coordinating volunteer dentists, mobile services and oral health events on an ongoing basis.  Collaborating with the Children’s Oral Health Program, Contra Costa Dental Society and other community partners, for oral health education, services, assistance and follow-up.  Ensuring Health Services Advisory Committee participation in addressing the oral health concerns currently impacting CSB’s children and families. v. Staff Protocol for Dental Referrals if Treatment is Needed Comprehensive Services Clerk is responsible for:  Generating a dental referral and updating the status as needed in CLOUDS.  Determining dental insurance status for treatment needed and providing contact information for local community dentists/clinics, the current schedule for mobile dental services in the community, and Covered California or other insurance resources to ensure treatment completion for all children including those in need of, or unable to obtain dental insurance and those with unaffordable co-pays.  Providing the parent with “Dental Exam/Treatment” Form (CSB206).  Obtaining parental consents as needed.  Obtaining documentation of Parental Refusal of Health Services (CSB298) as needed.  Entering contact information and date referral information was provided in CLOUDS Dental Referral Case Notes (indicating status “in progress”).  Following-up with the parent (within 2 weeks) regarding the status of scheduled appointment and frequently thereafter until treatment is complete.  Entering each follow-up activity in CLOUDS Dental Referral Case Notes and once treatment is finished enter status “complete”).  Referring to the Comprehensive Services Assistant Manager if the family has exhausted all options without success. Comprehensive Services Assistant Managers are responsible for:  Monitoring CLOUDS reports to identify children in need of dental services, referrals and follow up.  Communicating immediately with parent upon identification of oral health concerns.  Following up with the Comprehensive Services Clerks and the parent to assist with extended “in progress” referrals.  Coordinating with Site Supervisor and parent to schedule and attend family meetings regarding oral health as needed.  In cases where the co-pay is unaffordable or the child is not eligible for insurance and parent cannot afford treatment, referring to providers such as local clinics, mobile dental services, the Children’s Oral Health Program, Give Kids a Smile dentist, and the Children's Dental Health Foundation.  Entering status/follow-up data in CLOUDS Dental Referral Case Notes.  Referring to the Comprehensive Services Health Manager if services for treatment cannot be provided or treatment is unaffordable. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1227 2017-19 Policies and Procedures Section 2: Program Operations 85 2017-19 Policies and Procedures Section 2 – Program Operations Comprehensive Services Health Manager is responsible for:  Collaborating with community partners to provide services on site or through local dental offices, mobile dental vans and dental events.  Initiating the request process for Head Start funds (last resort) - working with Comprehensive Services Assistant Manager to acquire treatment estimate, letter from parent, date of dental appointment and additional documents needed.  Reviewing CLOUDS Reports to ensure compliance with dental treatment follow-up.  Attending family meetings for complex cases. vi. Medical/Dental Home Comprehensive Services Clerks are responsible for:  Consulting with parents through use of the Health History to determine within 30 days after child attends the program or, for the home-based program option, receives a home visit, whether or not each child has ongoing sources of health care provided by a health care professional that maintains the child's health records and is not primarily a source of emergency care.  Assisting families with gaining access to a source of ongoing and continuous care and navigating the managed care system to access services as needed and as soon as possible.  Documenting Medical/Dental interventions and health/oral health coverage in CLOUDS within 90 days of enrollment.  Providing ongoing support for families in need of a medical/dental home. Comprehensive Services Assistant Managers are responsible for:  Supporting clerks with families that are facing barriers to medical/dental home access.  Monitoring CLOUDS reports on an on-going basis to identify children in need of a medical/dental home.  Coordinating with the Site Supervisor and parent to schedule and attend family meetings regarding medical/dental homes. Comprehensive Services Health Manager is responsible for:  Collaborating with community partners to obtain access to medical/dental homes for CSB families.  Reviewing CLOUDS Reports to ensure compliance with medical and dental homes.  Calling upon advocacy organizations to address any gaps in service or access. C. Developmental, Sensory, and Behavioral Screening All children are screened by the teaching staff in the areas of social emotional development and cognitive development including children with an IEP/IFSP, and as needed, by the Comprehensive Services Team for hearing, vision, and nutrition, within 45 days of class entry. Parents should be informed about all upcoming screenings and their purposes in advance. Results of the screenings are August 15, 2017 Contra Costa County Board of Supervisors Minutes 1228 2017-19 Policies and Procedures Section 2: Program Operations 86 2017-19 Policies and Procedures Section 2 – Program Operations used as part of the individualization process for each child. It is the Site Supervisor’s responsibility is to work with the teacher and Comprehensive Services Team to ensure that ASQ-SE and ASQ-3 screenings are completed within 45 days of class entry. The teacher places completed ASQ-SE and ASQ-3 Screenings in the Education section of the child’s file and enters screening data in CLOUDS. Teachers give each child time to adjust to the new environment before rescreening if necessary. 1. Protocols for Sensory (Vision and Hearing) Screening Evidence-based vision and hearing screenings are to be completed within 45 days after the child first attends the program or for home-based program option, receives a home visit, for children who do not have results as part of their Well Child Check and for returning children, as needed, based on the EPSDT schedule. Comprehensive Services Assistant Manager is responsible for:  Identifying those newly enrolled children in need of initial screenings, returning children in need of screenings based on the EPSDT schedule and re-screenings due within two weeks of the initial screening through use of CLOUDS Smart Reports.  Coordinating screening team logistics for Comprehensive Services Clerks to administer screenings on an ongoing basis.  Notifying the Site Supervisor of the upcoming screening schedule with a minimum one week notice. Note - One week notice may not apply for children absent on the initial screening date.  Directing Comprehensive Services Clerks to input data results in CLOUDS, preparing referrals as needed and providing follow-up until treatment is established and complete.  Communicating immediately with parent upon identification of screening concerns.  Coordinating with the Site Supervisor and parent to schedule and attend family meetings regarding sensory screenings.  Tracking referrals to physicians and providing ongoing assistance to clerks and parents until testing/treatment is established and the referral is complete.  Ensuring the completion of the health section of the Screening Results Form (CSB212) within 75 days of enrollment.  Completing vision and hearing screening certification courses as soon as possible after hire. The Site Supervisor is responsible for the following:  Obtaining a screening schedule from the Comprehensive Services Assistant Manager and providing a schedule for teaching staff.  Providing teaching staff with the screening preparation curriculum.  Monitoring the implementation of screening preparation in the classroom curriculum and on the lesson plan.  Providing an appropriate screening area on site for the administration of screenings.  Designating teaching staff to accompany children to and from designated screening location. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1229 2017-19 Policies and Procedures Section 2: Program Operations 87 2017-19 Policies and Procedures Section 2 – Program Operations  Coordinating with Comprehensive Services Assistant Manager and parent to schedule and attend family meetings regarding screenings.  Ensuring the completion of the education section of the Screening Results Form (CSB212) within 75 days of enrollment. Teaching Staff is responsible for:  Implementing screening preparation curriculum in the classroom.  Including screening preparation on the lesson plan. Note – In an effort to complete all screenings within the 45-day deadline, it is important to include screening preparation into the lesson plan for the first week of school for part year programs and two weeks prior to July 1 for year round programs.  Providing flexibility with the classroom schedule to support Comprehensive Services in completing the screenings.  Introducing Comprehensive Services Staff to children on the screening day.  Assisting Comprehensive Services with gathering children to be screened, tracking children as they are removed from and re-enter the classroom and accompanying children to and from the screenings as directed by Site Supervisor.  Completing the educational areas of the Screening Results Form (CSB212) including the Behavioral Screening (ASQSE) and Cognitive and Language Screening (ASQ3) and signing in the designated area.  Assisting with the distribution of Screening Results Forms (CSB212) to parents. Comprehensive Services Clerks are responsible for:  Engaging parents in conversation about the importance of screenings.  Notifying parents of dates and screenings to take place through one-on-one conversation and by posting flyers on site, one week in advance of the screening days.  Reviewing reports of children to identify those that need to be screened.  Verifying consents for screenings on the Health History forms of those children to be screened.  Obtaining additional consents for screening to be administered by collaborative agencies as needed.  Obtaining documentation of Parent Refusal for Health Services (CSB298).  Obtaining equipment needed and setting up screening tools on site.  Introducing screening staff to the classroom teaching staff and allowing teaching staff the opportunity to introduce the screening staff to the children.  Encouraging teachers to assist in choosing the order in which the children will be screened. Note: those children unwilling to participate will be given future opportunities and parents and/or staff may be encouraged to accompany the child to complete needed screenings within the 45-day deadline.  Partnering with teaching staff and Site Supervisors to accompany children to and from the classroom and the location of the screening administration.  Administering the vision and hearing screenings and, noting results on the Hearing and Vision Screening Tracking Form.  Cleaning up the equipment and leaving the area as it was found.  Maintaining sensory screening results on the Hearing and Vision Screening Tracking form in a binder onsite.  Entering all screening data in CLOUDS and documenting screening results, re-screens and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1230 2017-19 Policies and Procedures Section 2: Program Operations 88 2017-19 Policies and Procedures Section 2 – Program Operations referrals.  Informing the Comprehensive Services Assistant Manager and Site Supervisor of those children in need of re-screening.  Administering re-screenings within two weeks of the initial screening and within 45 days of enrollment if the child did not pass or was unable to condition.  Preparing referrals to physicians and in CLOUDS for those children identified as needing further evaluation.  Contacting parents of children with referrals, offering resources for a medical/dental home/insurance and additional assistance as needed.  Completing the Screening Results Form (CSB212) and ensuring that teaching staff has completed the education section of the form prior to making a copy for the file and distributing the original to the parent in a confidential manner within 75 days of the child’s date of enrollment.  Providing ongoing assistance for referrals and resources until each referral is complete.  Completing vision and hearing screening certification courses as soon as possible after hire and prior to expiration of certification. Comprehensive Services Health Manager is responsible for:  Overseeing the monitoring of all sensory screenings, referrals and follow up.  Coordinating annual Vision/Hearing Screening Trainings with CHDP.  Attending family meetings for complex cases.  Registering Comprehensive Services Staff in need of vision/hearing training and certification as soon as possible after hire and prior to expiration of certification.  Coordinating screenings with collaborative agencies and notifying the Site Supervisor and Comprehensive Services Team of those screening dates and requirements. D. Exams, Follow-Up and Treatment Early medical/dental exams and other screenings enable parents and program staff to identify any concerns and respond in a timely manner. Whenever concerns are present the Comprehensive Services Team communicates with the parent immediately and works with the parent to obtain necessary follow-up services or treatment. Assistance is provided in the acquisition of equipment needed for medical/dental conditions and parents are educated regarding their child’s specific condition and needs.  Dental follow up/treatment includes preventive measures and further treatment as ordered by the dental professional.  Medical Treatment includes treatment of any condition as identified on the physical exam, other health documentation from a health professional or the IFSP/IEP.  Follow-up treatment for both medical and dental needs is tracked in the CLOUDS system using the referral feature and is referenced in the child’s confidential file. Where no resources exist in the community for follow-up and treatment, the program will pay for services as long as funds remain in the budget earmarked for this purpose. To access program funds, the Comprehensive Services Team must document that all available resources have been exhausted and that program funds are being used as a last resort. This information, along with proof of need and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1231 2017-19 Policies and Procedures Section 2: Program Operations 89 2017-19 Policies and Procedures Section 2 – Program Operations the estimated cost for treatment, must be submitted to an Assistant Director for approval and submitted to the fiscal unit and the Bureau Director. The protocols for Referrals, Follow Up and Treatment are as follows: Comprehensive Services Clerk is responsible for:  Generating a referral in CLOUDS as soon as a need is identified, with attention given to selecting the appropriate Referral Reason, Service Area and Status.  Provide resources and referrals as needed.  Assisting in collecting documentation needed for the referral.  Entering related data into CLOUDS.  Supporting parents throughout the referral process.  Obtaining the Parent Refusal for Health Services (CS298) as needed. Comprehensive Services Assistant Managers are responsible for:  Monitoring CLOUDS reports and following up on referrals on a weekly basis.  Coordinating with the Site Supervisor and parent to schedule and attend family meetings.  Supporting families through the referral/family meeting process.  Ensuring the updating of the status of the referral as it changes.  Contacting the Comprehensive Services Manager for training or technical assistance as needed Comprehensive Services Health Manager is responsible for:  Providing training and technical assistance as needed.  Supporting families and staff through the family meeting process for complex referrals.  Providing reports and updates to the Assistant Directors as needed. Assistant Directors are responsible for:  Ensuring follow-up and corrective action plan completion. E. Children with Disabilities- Screenings, Family Meeting and Referral Procedures Early childhood experiences are known to shape the developmental outcomes for children. Trauma during the early years also affects long-term outcomes by impacting brain development, cognitive, physical, and social/emotional functioning. The Community Services Bureau has systems in place to mitigate these factors which include early screenings/assessments, family meetings and linkage with appropriate agencies to provide any/all necessary comprehensive services the child and family might need. Parents need to agree and provide a written consent (CSB501) prior to receiving referrals or linkages to any other agencies. Agencies closely working with the Community Services Bureau are: the Regional Center of the East Bay, the Contra Costa School Districts, the Contra Costa Children and Family Services Bureau among others. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1232 2017-19 Policies and Procedures Section 2: Program Operations 90 2017-19 Policies and Procedures Section 2 – Program Operations 1. Screenings The Community Services Bureau is committed to early identification of children at risk of developmental delays in order to provide the necessary early intervention that will lead to a better future for the child. Prior to enrollment during the application period the child’s file might be flagged using the Red and Yellow Flag System to alert the staff of known or suspected concerns based on the completed health history by the parent. The health history briefly screens children for possible health, nutrition, and socio- emotional and developmental risks. Child’s Physical Exams/Baby Well Checkups provide a great source of information and they are submitted by the parents within 30 days of enrollment and thereafter as required by the EPSDT schedule. In addition, sensory and developmental screenings are provided to all enrolled children within 45 days of enrollment including children with an IEP/IFSP. Children determined to be in need of further evaluation/assessment based on screening results, staff observations, and/or parent observation are referred to the appropriate agency with parental consent. 2. Data Gathering, Family Meeting and Referral The Community Services Bureau staff follows the next steps when referring a child for a diagnostic assessment and early intervention to an outside agency. i. Data gathering by CSB staff prior to family meeting  The child’s file and the CLOUDS system are reviewed to identify other related concerns.  The developmental history taken at enrollment is reviewed. (It provides information regarding the child’s history of exceptional items not normally occurring, i.e., low birth weight, allergies, premature and/or post-mature, difficult birth, accidents, eating behaviors, meeting milestones and/or other concerns).  The medical records completed in the last 12 months are reviewed to identify health concerns or other relevant information given by the pediatrician.  The sensory/cognitive screening and assessment results are reviewed and verified to ensure further evaluation if necessary.  The Initial Home Visit form (CSB170) is reviewed to identify parent’s concerns.  The At Risk Referral Form (CSB622) is reviewed. CSB 622 form indicates that the child/family has as an open CFS case and is receiving Child Protective Services and childcare/development services are necessary component of the Child Protective Services Case Plan or the child/family has an At-Risk Case and is NOT receiving Child Protective Services, but is at risk of abuse, neglect or exploitation and childcare and development services are needed to reduce or eliminate the risk.  Teacher/Site Supervisor/Disabilities Comprehensive Services Disabilities Manger observes the child in the classroom and produces written documentation about child’s strengths and challenges. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1233 2017-19 Policies and Procedures Section 2: Program Operations 91 2017-19 Policies and Procedures Section 2 – Program Operations ii. Family Meeting After gathering data, the site supervisor, teacher and CSAM review the strategies that will be presented to the parent in a family meeting. The Site Supervisor and/or CSAM invite the parent/s to a family meeting to be held at the parent’s convenient time and to identify if the parent will need an interpreter. The CSAM invites the additional team members in collaboration with the site supervisor. The family meeting team members include but are not limited to the class teacher, the Site Supervisor, the assistant manager, content area managers, the interpreter, any other family friend/relatives, the physical therapist, the occupational therapist, the speech/language therapist, CFS welfare social worker and any other professional involved with the child/family receiving services. The meeting is facilitated by the CSAM but can be led by other agency staff. The meeting is documented in the family meeting Form (CSB514) and/or directly entered in CLOUDS under “Disabilities-Family Meeting Information” attached to the Meeting/Event sign-in Sheet Form (CSB905). All participants are required to sign the CSB 905 form. These original forms will be placed in the child’s file under the Special Needs Section. The purpose of the meeting is to open communication relevant to the individual needs of the child, to provide strategies for the parent and to place necessary referrals to outside agencies for further evaluations. The family meeting is dismissed after identifying actions, roles and responsibilities for each member and scheduling a follow up meeting if necessary. iii. Referral Based on the agency identified for referral, the CSAM will explain in detail the requirements for their referral process, their timelines, and provide copies of the parent rights and responsibilities under IDEA to the parent. It is crucial that this portion be clear to the parent and an interpreter assist the parent with any clarification. The parent is encouraged to sign the Child Referral and Parent Consents Form (CSB501), only after understanding the referral process and his/her parent rights under IDEA. The assistant manager assists the team by providing the copy CSB501 form to be signed. For Mental Health referrals, the medical provider information is completed on the referral form and a copy of the child’s Medical card (if insured) is attached. When a child is on a Positive Guidance Policy Step Letter and has a Positive Guidance Plan, a copy of this plan, the child’s Ages and Stages Questionnaire – Social Emotional (ASQ-SE) and Development Screening (ASQ-3) is included with the referral. The Child Referral and Parent Consents Form (CSB501), is reviewed to ensure the document is correctly filled out after acquiring parent signature. Additional signatures are obtained from the Site Supervisor and the Comprehensive Services Assistant Manager. A copy of this form (CSB501), is given to the parent, one to the assistant manager to process the referral and the original is placed in the file. The CSAM reviews the signed CSB501 and processes it immediately. Once verified referral receipt by August 15, 2017 Contra Costa County Board of Supervisors Minutes 1234 2017-19 Policies and Procedures Section 2: Program Operations 92 2017-19 Policies and Procedures Section 2 – Program Operations phone with the appropriate School District, Early Intervention Agency, or Mental Health Unit, the assistant manager completes the Response to Referral Form (CSB502). The original form (CSB502) is placed in the child’s file while the copy is given to the parent attached to additional relevant informational resources. The CSAM enters the referral notes in the “Disability Intervention Referral”, “Intervention Notification” and “Family Meeting Information” under the disability tab in CLOUDS. Copy of the family meeting (CSB514) or family meeting CLOUD’s print out form is placed in the child’s file. The CSAM contacts the family for a follow-up within 30 and 60 days after submitting the referral to ensure proper evaluation meetings are in place, proper support is given to the parent in preparation of the diagnosis meeting, and ensure participation in the IEP/IFSP meeting. Additional family meeting will follow up as needed and/or as determined in the initial meeting. F. Parent Involvement in Health, Nutrition, and Mental Health Education  CHDP consultants train parents and staff on prevention of common childhood illnesses. (Contra Costa County Health Services) MediCal representatives provide education and information to parents and staff on MediCal application procedures and the Managed Care system.  Dental representatives train parents and staff on dental hygiene.  A Mental Health Consultant trains parents and staff on early prevention/intervention of children’s Severe Emotional Disorder, Behavior Disorders, and stress related behavior. G. Child and Family Mental Health Services 1. Description The Community Services Bureau Mental Health Unit provides individual psychotherapeutic services to children enrolled in the Early Head Start and Head Start program. The staff provides individual and group consultation to parents and teaching staff on child abuse, parenting skills, parent advocacy, developmental and mental health issues impacting the 0-5 year-old population and their caregivers. The Mental Health Unit operates a comprehensive Master’s level Internship Program in collaboration with Contra Costa County Health Services Department, Mental Health Division on a year-round basis. The Contra Costa County Community Services Bureau program staff, partners with parents and mental health professionals, to identify mental health concerns of children and parents in the program. The task of the family meeting team is to:  Ensure parental consent for Mental Health Consultation is present  Ensure the delivery of appropriate mental health services in a timely manner  Assist in designing strategies to identify mental health concerns of children  Recommend appropriate placement and/or program modifications to meet the individual needs of children August 15, 2017 Contra Costa County Board of Supervisors Minutes 1235 2017-19 Policies and Procedures Section 2: Program Operations 93 2017-19 Policies and Procedures Section 2 – Program Operations  Support and include parents in the decision making regarding mental health services for their child Goals of the Mental Health Unit  The goals of the prevention activities provided by the mental health unit address self-concept, building positive relationships among children, their peers and their caregivers; developing coping and problem solving skills, and stress management. 2. Mental Health Services The Mental Health Unit delivers the following services:  Prevention, early identification and intervention in problems that may interfere with a child’s development  Developmental/Social and Emotional Screening (ASQ3 and ASQSE)  Focus on early detection of concerns of caregivers, staff and children who may be in need of mental health services  Mental health assessment  Play Therapy (Individual Psychotherapy with children)  Family Support  Parent (Guardian) – Child Interaction Therapy  Staff Training on mainstreaming and social integration techniques  Parent Training on social, emotional and mental health development of children  Parent Training on positive child rearing techniques and stress management  Program evaluation and performance partnership review to ensure planning and delivery of excellent supports and services.  Family Meeting  Crisis Intervention  Provide community resources to families  Child Abuse and Domestic Violence awareness The objectives of Mental Health treatment are to alleviate and resolve identified symptoms per a diagnosed mental health issue and medical necessity. The clinicians perform assessment and ongoing treatment based on a diagnosis by their licensed supervisor. The treatment is provided in accordance with the parent or legal guardian’s consent; parents or guardians are encouraged to be active participants in the treatment planning process as outlined by the Head Start Performance Standards. Services are individualized and are primarily provided at the preschool sites in dedicated play therapy rooms. The Clinical Team coordinates care of children, parents and families with other contracted and non-contracted county child and family service agencies while a child is enrolled in and transitioning out of Head Start. The hours of operation vary depending on the child’s school program and individual needs. The clinicians provide some services in the early morning or evening to accommodate caretakers’ work schedules. Additionally, all Mental Health staff is available via voicemail, and email through the Mental Health unit administrator. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1236 2017-19 Policies and Procedures Section 2: Program Operations 94 2017-19 Policies and Procedures Section 2 – Program Operations 3. Mental Health Referral Procedures i. Mental Health Recommendations If recommendation is for referral to Mental Health services within Head Start/Early Head Start or other agency, the Education Staff or Comprehensive Services member will follow this protocol: The child’s teacher is responsible for:  Consulting with Site Supervisor to recommend a referral.  Providing documentation regarding concerns such as Positive Guidance Plan (CSB 134B), tracking report, observations.  Participating at family meetings as needed. The Site Supervisor and CSAM are responsible for the following:  Reviewing child’s file, if applicable “Positive Guidance Plan” and any pertinent screening results such asASQ-3, ASQ-SE, and Health History to identify and gather additional information to share with appropriate parties as support for the referral.  Coordinate and scheduling a meeting with parent to offer strategies that can support the child and suggest referral for mental health services.  CSAM and Site Supervisor explain the MH services and the referral process to the parent or guardian prior to completing referral forms and securing parent consent and signature. (CSB 501 Child Referral and Parent Consent) CSAM is responsible for: Thoroughly reviewing the referral form prior to processing it. All sections of the referral form must be filled out on the CSB501 form (See CSB Forms) including:  Name  Birthdate  CLOUDS ID#  Center name, room number, and EHS or HS checked  MediCal #  Social Security number  Copy of Medical card  Check if child has a Positive Guidance Plan and provide copy of the plan with referral  Check if the child is on one of the Positive Guidance Step Letter, and if applicable, indicate which step  Address  Phone #  Parent’s name  Home Language and English skills level of Parent and child  If child is being raised by grandparent or foster parent  Name of person making referral (CSAM name and contact number)  Reason for Referral August 15, 2017 Contra Costa County Board of Supervisors Minutes 1237 2017-19 Policies and Procedures Section 2: Program Operations 95 2017-19 Policies and Procedures Section 2 – Program Operations  Name of agency and address parent is giving consent to. In case of referring to CSB MH, the address is as follows: CSB MH Unit, 2 California St. Room 4 Rodeo, CA 94572 Phone: 510-374-3020  Initials for consent for assessment and exchange of information, signatures and date  Providing parent with copy of referral  Entering the referral in CLOUDS to include: o Entering the reason for the referral in the comment section o Entering ‘Parent Consent for Release of Info’ as ‘Received’ and entering the date that the parents signed the form o Entering the child’s Medi-Cal Number in CLOUDS  Faxing referral with cover sheet to confidential fax at CSB Mental Health Unit at (510) 374- 7023 and including the following documents: o Complete Referral Form o MediCal Card or other insurance documentation o Positive Guidance Policy Step Letter and Positive Guidance Plan if on file o ASQ-SE (as available)  Sending email or calling Mental Health Assistant Manager and Mental Health Clerk to advise that referral is being faxed. Include the following information: o The child CLOUDS ID o If it is a high priority case and needs immediate attention, such as a CFS At-Risk referral, use the High Priority Flag on the email, and write in, “High Priority Case- Please process ASAP”. o Updating CLOUDS data entry Changing referral status from “New” to “In Process” o Changing the referral status in CLOUDS from “In Progress” to “On Going” when a clinician has been assigned  Adding extra notes under Case Notes as applicable  Scheduling family meeting as needed  Creating a new Referral in CLOUDS if there are no available case openings, the child is not eligible for Medical Services, or the parent declines services and an outside provider is available o CSAM will follow-up with the parent to see if they are receiving services. Update in CLOUDS Referral section and note when the child is actually receiving outside services o CSAM will continue to communicate with Site Supervisor and the Mental Health team regarding services or for support in providing referrals  If parent fails to obtain outside services, CSAM will assist in finding services and check back periodically with MH clerk to see if CSB MH has case openings and is able to serve the child, CSAM, updates CLOUDS to reflect status of referral (Complete, Parent Refused). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1238 2017-19 Policies and Procedures Section 2: Program Operations 96 2017-19 Policies and Procedures Section 2 – Program Operations  Notify Disability MH Manager, if services are going to be provided on site by an outside agency. o Obtain outside agency documentation and email copies to Disability MH Manager for review and service delivery approval.  Obtain signed parental consent to release child to intervention services. (CSB 505)  File proper related documents under the Special Need section of the child’s file. Mental Health Clerk is responsible for:  Verifying if the child qualifies for services  Entering Case Notes under CLOUDS referral, beginning with the date, and ending with her first initial and last name.  Confirming referral receipt by sending an email to CSAM and Site Supervisor. The referral will be processed and assigned to a mental health clinician who will perform an assessment and provide ongoing services if the child symptomatic behaviors meet medical necessity for treatment.  Emailing the CSAM and Site Supervisor with child’s CLOUDS # with the child’s MediCal eligibility status and advising if services can be provided or if an outside referral is needed.  Entering in the Mental Health Section of CLOUDS “Facilitated Referral”  Sending an email to CSAM and CSB Site Supervisor to inform that the child’s case has been assigned to a clinician and when services will begin.  Entering the clinician assignment in the Mental Health section and Case Notes of CLOUDS  Emailing the CSAM and Site Supervisor when a referral is closed or returned.  Advising CSAM and Site Supervisor if there are no available case openings, the child is not eligible for Medical Services, or the parent declines services In this case a second family meeting may be held to communicate with parent/guardian, and to provide support/follow up, and/or additional resources, and/or recommend a referral for outside services if appropriate. Clinicians are responsible for:  Contacting the child’s parents to obtain informed consent and to start services  Consulting with CSAM to advise and/or coordinate first parent contact meeting as appropriate  Participating in family meetings as needed Mental Health Assistant will update CLOUDS in the Referral Section, change status of the original referral and select “Complete” from the drop down menu and provide a brief explanation in Observation Comments Section. ii. Mental Health Emergency/Crisis Referral Procedures If a CSB Site Supervisor and/or CSAM believe that a child is experiencing and/or responding to an emotional crisis or emergency in their life and need urgent mental health intervention, the following people in this order should be notified before making a referral:  Mental Health Clinical Supervisor East, Lora Groppetti: (925) 890-7540 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1239 2017-19 Policies and Procedures Section 2: Program Operations 97 2017-19 Policies and Procedures Section 2 – Program Operations  Mental Health Clinical Supervisor West, Suzy Kim-Tran: (925) 405-7784  Lead Assistant Director, Janissa Rowley: Cell (925) 525-9951  Cluster A Assistant Director, Pam Arrington: Cell (925) 864-9084  Cluster B Assistant Director, Carolyn Johnson: Cell (925) 852-9735  Cluster C Assistant Director, Isabel Renggenathen: Cell (925) 771-0050  Comprehensive Services Disability/MH Manager, Sanaa Gad: Cell (925)305-3564 (If MH Clinical Supervisor or Assistant Directors cannot be reached) The responding Mental Health Manager, Clinical Supervisor or Agency Manager will determine an appropriate intervention or course of action based on the level of crisis and an initial clinical assessment. If CSB Mental Health determines that the case needs specialized intervention that CSB cannot provide, the responding clinical supervisor/manager will assist site staff in the facilitation of an appropriate outside referral. If the CSB Mental Health team can provide treatment and the child is determined to be in crisis, a referral will be processed and treatment will be provided regardless of the child’s MediCal eligibility. The referral should be rushed through the current procedure; MediCal eligibility and/or health insurance information can be checked after the referral is faxed to the mental health unit iii. Mental Health Professional Staff The Mental Health unit employs licensed Clinical Supervisors and unlicensed Master’s level staff working towards Marriage Family Therapist or Clinical Social Worker licensure and who are educated in children and families Mental Health. The staff strives to provide excellent early intervention to children and support services to parents that are designed to meet their specific needs. The Mental Health unit attempts to employ staff to accommodate the linguistic and cultural needs of a diverse Head Start population. The unit is supported by a senior clerk and a team of CSB Comprehensive Services Assistant Managers CSAMs. The CSAMs facilitate the family meeting that might lead to child referrals for play therapy services. To promote children’s mental wellness, CSB develops collaborative relationships with local mental health agencies for the purpose of securing ongoing prevention, intervention, consultation, and direct services to the program’s children and their families. iv. Mental Health Services & Special Education Services Sign-In Protocol: Mental Health and Special Education professionals must sign-in the visitor log at all CSB sites. Mental Health Clinicians and intervention professionals are responsible for:  Signing the Site visitor log at each site when visiting and providing services to a child or attending a meeting. Only sign name/agency and do not identify self as a Mental Health provider to ensure client confidentiality and comply with HIPAA regulations.  Adhering to appropriate classroom protocols when removing/returning child from/to classroom for play therapy services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1240 2017-19 Policies and Procedures Section 2: Program Operations 98 2017-19 Policies and Procedures Section 2 – Program Operations Site Front Desk Staff is responsible for:  Ensuring that MH or other Early Intervention professional sing in the Site Visitor Log prior to providing services to the children on site. Outside agency providing services at CSB sites:  When an outside agency professional is going to provide services at a CSB site, the Disabilities- MH Comprehensive Services Manager must be informed immediately. Outside agency Professionals needs to be informed about Head Start and CSB Policies and Protocols prior to providing services at CSB sites.  Site Supervisor or CSAM must obtain the following documentation from the outside agency professional. o Copy of Parental Consent to Child Release to Early Intervention Services (CSB 505) o Copy of Parent Consent to exchange information with CSB Staff (CSB 503) o Copy of Personal ID, work ID and Business card  These documents need to be filed under the Special Needs Section of the child’s file and copies submitted to the Disabilities-MH Comprehensive Services Manager for review and approval or service delivery. CSAMs are responsible for:  Informing Disability- MH Comprehensive Services Manager if an outside agency professional is going to provide services at a CSB site and professional’s contact information for review.  Collect copies of required consents and documents prior to allowing services delivered at CSB site.  Communicate Site Supervisor of new professional providing services on site and coordinate safe and appropriate space for delivery of services  Entering all Special Services in CLOUDS v. Policy Regarding Response to Legal Situations Description of CSB Policy Regarding Involvement in Custody Disputes by Treating Mental Health Clinical Staff:  If there is a custody dispute involving the child who is receiving Mental Health services from CSB’s Mental Health unit, it is the policy of this agency that the treating clinician or Mental Health Clinical Staff not get involved in such a custody dispute. This dispute may be between the parent and the system or between Social Services and the parent(s).  Mental Health Clinical Staff are discouraged from writing letter or reports in support of either side in such a dispute. The treating clinician will serve their client best by staying neutral in a custody dispute. Taking sides opens the door for the clinician to be asked to testify in a court of law and expose confidential client information. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1241 2017-19 Policies and Procedures Section 2: Program Operations 99 2017-19 Policies and Procedures Section 2 – Program Operations  If a parent (or Social Services) requests a written report about the child’s treatment, and after a Release form has been signed by the parent, a short treatment summary should be composed and – upon approval by the supervisor – mailed to the child’s parent ONLY. vi. Description of CSB Policy Regarding Subpoenas  Subpoena of Records: If a subpoena for records is served to the treating clinician, the clinician must attempt to have the child’s parent sign a release form permitting the release of a treatment summary. If such a release cannot be acquired, the clinician must claim the Psychotherapist/Patient privilege. The court will then have to override the privilege and request the records.  Subpoena to Appear in Person: If a subpoena to appear in person is served to the treating clinician, the clinician, upon consultation with his/her supervisor must also claim the Psychotherapist/Patient privilege. The clinician must not respond to or talk to any court representative, serving officer, or lawyer for any party, without the special written permission of the child’s parent(s) (or Social Worker for Social Services). If a Mental Health Intern gets served with a subpoena, he/she should contact his/her supervisor immediately for a consultation. vii. On- Site Mental Health Consultation The Mental Health Clinical Supervisor and Comprehensive Services Assistant Managers facilitate and make referrals for psychological assessments for children having potential emotional or behavioral problems with written parental consent. The Mental Health Clinical Supervisor and Comprehensive Services Assistant Managers utilize the Directory of County Mental Health Providers to make referrals when appropriate and work with parents to obtain information on available school resources and services in the area of mental health, locating placement for individual children including securing psychological services. Parents and staff collaborate in the planning of all mental health and educational services. The Mental Health Supervisor, clinical staff and Comprehensive Services Assistant Managers advise the site supervisor and educational staff on integrating mental health activities into the curriculum. Mental Health clinical staff collaborates with site supervisor and classroom teachers to implement strategies and plans related to social emotional curriculum. Periodic observation of children’s behavior and classroom learning environment is performed. Family meetings are held to discuss the observations with education staff, parents and/or Comprehensive Services Managers. The Mental Health Clinical Supervisor and clinical staff provide workshops to staff and parents on topics relating to child mental health, such as childhood depression, management of difficult childhood behaviors, stress management, recognition of child abuse, increasing children’s self-esteem, and play therapy and positive parenting. Information is also provided to staff on identifying mental health needs, making mental health referrals and utilizing family meeting to facilitate a referral. The Mental Health Clinical Supervisor and clinical staff provide consultation at family meeting to discuss children who exhibit a typical behavior or emotional/behavioral needs. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1242 2017-19 Policies and Procedures Section 2: Program Operations 100 2017-19 Policies and Procedures Section 2 – Program Operations viii. Additional Mental Health Supports Staff and parent support group meetings are held to discuss child mental health parenting and caregiver issues and challenges. Family meetings are conducted a minimum of twice per year depending on the needs of the family. Identifying Mental Health Concerns: Mental Health Staff collaborate with CSB health, disabilities, nutrition, and education colleagues and CFS to determine a child’s need for a diagnostic evaluation. Diagnostic evaluations are recommended for all children who present with symptomatic behavior indicating signs of severe stress, social, emotional, educational, developmental delays and/or physical concerns. Program staff, in partnership with parents, uses the following steps:  The teacher and/or parent assess the child's behavior (through ASQ-SE, direct observation, monitoring tool etc.), and determine that there are concerns at school or at home.  In the case of children involved in the Child Welfare System, the CFS worker may determine that a child needs assessment and/or intervention based on the child’s exposure to trauma as a result of early abuse, neglect in addition to risk factors such as prenatal drug exposure, prematurity, low birth weight, poverty, homelessness, parental depression, and other mental health problems. The CFS worker may also deem that the child needs assessment and/or intervention as a result of the removal of the child from the biological home and placement in foster care.  The teacher observes and records behavior and consults with Site Supervisor before requesting assistance from the Comprehensive Services/Disabilities/Mental Health Supervisor.  The appropriate content area Comprehensive Services Manager reviews the child's file (or Child Health/Education Passport in CFS child case) for pertinent information (e.g., health issues, family history, Family Partnership Appraisal, screening results, and other areas of concern) that may have significant impact on the referral.  If the recommendation is for referral to a school district or other agency, the nature of the referral is discussed with parent through a family meeting. Staff checks with parent for understanding, and parent initials and signs the Child Referral Parent’s Consents form (CSB501).  If a parent requests service only for him/herself, the Mental Health Manager or clinical staff will provide brief confidential consultation and appropriate referrals utilizing the County Mental Health Provider directory. If the parent’s issues will have significant impact on the child’s classroom behavior or emotional and/or physical health and well-being, appropriate steps are taken to ensure the child's safety and stability. Referrals are provided to Child Protective Services, County Health Services, and/or community agencies that assist with crisis, domestic violence, and homelessness. H. Strategies for Behavior Management The teaching staff must utilize positive guidance techniques and developmentally appropriate practices in managing children’s behavior. Children respond differently to various intervention approaches, and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1243 2017-19 Policies and Procedures Section 2: Program Operations 101 2017-19 Policies and Procedures Section 2 – Program Operations have individual temperaments that staff must consider in behavior management.  At CSB any form of discipline or punishment that violates a child’s personal rights is not permitted.  “Time out” for children is not accepted as a strategy for dealing with inappropriate behavior.  Incidents that include challenging and/or unsafe behavior are: aggressiveness, defiance, unexpected extreme emotional outbursts, or other sudden changes in behavior. To support a positive behavior development, CSB implements the following strategies: STRATEGY A-Teaching staff implement best practices including CSB’s social-emotional curriculum for all children, Second Step. STRATEGY B-Create Positive Guidance Plan with parent and site staff during a family meeting. If behavior continues, review and update the Individualized Positive Guidance Plan with parent and site staff in an additional family meeting. STRATEGY C-When strategies A to B have not been successful; the Positive Guidance Policy Step Letter to Parents is implemented. Apply only when Strategies A and B have been implemented. 1. STRATEGY A-Implement Best Practices Challenging or unsafe behavior is discouraged. The following strategies reflect best practices for responding to inappropriate behavior:  Anticipate/eliminate potential problems  Evaluate and adjust he environment  Redirect child away from conflict or negative events to more positive activity  Offer choices to child  Assist child to learn logical and natural consequences of their actions  Encourage respect for the feelings/right of others  Encourage identification and healthy and socially acceptable ways to express emotion  Encourage development of self-regulation and behavior control through positive reinforcement of prosocial behavior  Maintain open communication with children’s care givers Additional behavior management strategies include:  Let children know what is expected and why – Inform children what the rules are, and the reasons for these rules. Let children help create classroom rules.  Model and encourage expected behavior – Show children, with actions and words, what is expected. Praise children’s actions when appropriate.  Respect children’s developing capacities – Ensure that expectations match/respect children’s developing capacities.  Talk to children about their behavior on their level; listen and communicate caring concern about them as individuals. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1244 2017-19 Policies and Procedures Section 2: Program Operations 102 2017-19 Policies and Procedures Section 2 – Program Operations  Review the classroom rules with the children or with an individual child and explain that they are important to keep everyone safe.  Allow someone else to step in and help – If a teacher becomes frustrated, immediately ask another teacher/supervisor to help. (It is best to request another adult to take over until you can return to the classroom.)  Observe/record behavior - especially recurring behavior – to determine factors involved in the behavior. Maintain a positive/loving attitude – Keep your sense of humor, do not focus on the difficult behavior. View the behavior and responses as opportunities to help children grow/learn.  Discuss with children healthy ways to deal with anger, stress, and frustration.  Invite the Education Manager to do an observation of the classroom and provide feedback in an effort to support the teachers work.  Consider repeating a certain unit of the Second Step Curriculum that relates to the current concerns in the classroom.  If little or no progress is made within two weeks of implementing these best practices, proceed to Strategy B. However, if child demonstrates extreme, challenging or unsafe behavior, document outcome of the consultation with Education Manager in the child case notes section under the Positive Guidance category in CLOUDS. The education manager will assist in determining next steps. 2. STRATEGY B - Positive Guidance Plan When the above listed strategies are ineffective, the next step is for the Site Supervisor, with teacher support, to conduct a family meeting and develop an individualized Positive Guidance Plan (CSB134B). Steps include:  Prior to the family meeting, consult with all key stakeholders  Define the child’s strengths  Define the child’s challenging/unsafe behavior concerns  Partner with parent/caregiver through a mutual decision-making process to define how the family will be involved in guidance plan  Develop strategies to redirect the behavior that include a timeline for behavior change, classroom strategies and family involvement plans  Develop strategies to reinforce the child’s positive behavior  Discuss other resources if necessary. For example: referral for mental health services, referral to school district or other local support for assessment and services  Set timelines for plan implementation and progress  If little or no progress is made within two to four weeks of implementing the Positive Guidance Plan, notify your Assistant Director and proceed to Strategy C, Positive Guidance Policy Step Letter to Parents. However, if child demonstrates extreme, challenging or unsafe behavior, document outcome of the consultation with Education Manager in the child case notes section under the Positive Guidance category in CLOUDS. The Education Manager will assist in determining next steps. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1245 2017-19 Policies and Procedures Section 2: Program Operations 103 2017-19 Policies and Procedures Section 2 – Program Operations 3. STRATEGY C- Positive Guidance Policy Step Letter In compliance with Section #101223 of the Licensing Code, and in support of children’s right to be treated with dignity and respect, the following covers our philosophy and methods for handling behavior of young children. Examples of incidents that include challenging and/or unsafe behavior are aggressiveness, defiance, unexpected extreme emotional outbursts, or other sudden changes in behavior. If a child continues to display inappropriate behavior and previous interventions (Strategies A and B) have proven ineffective, CSB staff will implement the following four step Positive Guidance Policy (After each step, staff and parents are required to sign that each step has occurred). Ensure that your Assistant Director is informed throughout the process: STEP 1: If the child continues to show challenging or unsafe behavior, the parent will receive an injury/incident report. The Site Supervisor will meet with parent during a family meeting to review the Injury/Incident report, review the Positive Guidance Plan that was previously created, offer resources as needed to help support your child at home and school. At the Family Meeting:  Review and sign Injury/Accident report if not done previously.  Review and sign step one of the Positive Guidance Policy Step Letter to Parents form (CSB521).  Review the previously created Positive Guidance Plan.  If not previously offered, provide parent resources and/or linkages to consultation.  Discuss if additional resources are needed. STEP 2: If the child continues to show challenging or unsafe behavior, the parent will receive an injury/incident report. The Site Supervisor will meet with parent for an additional family meeting to review the child’s Positive Guidance Plan and determine if changes or additional resources are needed. Referrals to a confidential consultation and support services will be offered. At the Family Meeting:  Review and sign Injury/Accident report if not done previously.  Review and sign step two of the Positive Guidance Policy Step Letter to Parents form. (CSB521)  Review the previously created Positive Guidance Plan and provide resources and make adjustments as needed.  Offer parent linkage to confidential consultation and support services STEP 3: If the child continues to show challenging or unsafe behavior and the two previous steps are proving to be ineffective, the parent will receive an injury/incident report and additional strategies will be reviewed. Family support for the child in the classroom is now necessary. The Site Supervisor will immediately discuss the amount of family support needed during the day and how many days. An additional family meeting will be scheduled to discuss more permanent solutions. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1246 2017-19 Policies and Procedures Section 2: Program Operations 104 2017-19 Policies and Procedures Section 2 – Program Operations At the Family Meeting:  Review and sign the Injury/Accident report if not done previously.  Review and sign step three of the Positive Guidance Policy Step Letter to Parents (CSB521)  Discuss the family support in the classroom  Discuss more permanent solutions, if needed STEP 4: If the child continues to show challenging or unsafe behavior and the three previous steps are proving to be ineffective, the parent will receive an injury/incident report and a temporary suspension is necessary while additional supports are put in place. Educational materials will be given to the child to use at home during this time. CSB will support the family and child to return to the program as quickly as possible. Following the temporary suspension, and upon return to the classroom, an additional family meeting will be scheduled. Should the child continue to show challenging or unsafe behavior, CSB will support the family to transition to a program that better meets the child’s needs. The length of the temporary suspension will be determined by the Site Supervisor and Assistant Director. At the Family Meeting:  Discuss transitioning the child back into the classroom  Discuss the possible transition to program that better meets the child’s needs 4. Behavior Management Tracking  A running log is kept to strengthen the tracking ability by SS, AD, and CSB of each child's challenging behaviors and to ensure staff and children receive needed support timely. The log can be found on the Document Library under Education Documents and Resources.  SS maintains log daily as needed in addition to making detailed case notes in child’s file in CLOUDS.  SS analyzes the log regularly for trends and checks that a tiered approach to address challenging behaviors was followed in accordance with “Strategies for Behavior Management” protocols, and address accordingly.  SS submits the running log to their AD monthly with their monthly report.  AD reviews logs monthly for trends and to ensure adherence with protocols, and submits log quarterly to Division Manager.  Division Manger reviews quarterly log for trends and ensure adherence with protocols, and submits log quarterly to Bureau Director. 5. Family Meeting i. Description Family Meeting is a collaborative process involving parents, CSB staff, and other professionals for the purpose of developing, implementing, coordinating, monitoring and evaluating available and/or required services to meet children and family’s needs. Open communication and promotion of the family and child’s strengths are key elements to the Family Meeting process and essential to quality outcomes. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1247 2017-19 Policies and Procedures Section 2: Program Operations 105 2017-19 Policies and Procedures Section 2 – Program Operations Family Meetings are not specific to support only children with disabilities or with social emotional behaviors but as comprehensive way of communicating with families as needs or concerns arise. These meetings are conducted to exchange information and to mutually develop the most appropriate action plan to support the family and the child. These plans may include, but are not limited to, development of a Family Partnership Agreement (FPA) with the parent(s), home visits, referrals to outside agencies or professionals, requests for additional information from outside agencies or professionals, and classroom placement decisions or modifications. ii. Family Meeting Purpose Family Meeting at CSB is strengths-based and enhances access to care and improves the continuity and efficiency of services. Depending on the specific setting and location, Comprehensive Services Managers are responsible for a variety of tasks, ranging from linking clients to services to providing the services themselves. Other core functions include outreach to engage clients in services, assess individual’s needs, and arrange requisite support services (such as housing, benefit programs, job training, and advocating for parents rights and entitlements). Family meetings can be called any time the need arises. However, to provide continuity of care to children receiving MH or disability interventions services, family meetings are conducted as a minimum twice a year. iii. Family Meeting Facilitator Role A family meeting facilitator serves as a liaison between the family and the service providers (other professional services including classroom staff. The case manager could meet with parents individually or as a multidisciplinary team; often at their respective sites, via telephone, or even in a casual environment, all for the purpose of enhancing communication between the present parties. Family Meetings are best offered in a climate that allows direct communication between the family meeting facilitator, the parent, and appropriate program staff in order to optimize the outcome for all concerned. These meetings are always facilitated in a manner that is sensitive to the parent, child and family’s needs, allowing the parent maximum opportunity for expression of their concerns, and help the parent develop advocacy skills. All concerns, agreements and process of the meeting are documented in the Family Meeting Report (CSB514). At the end of the family meeting, necessary and appropriate resources are provided, as well as a copy of meeting decisions such as “Actions and Responsibilities” that parents and staff will implement to support the child. To support monolingual families, efforts are made to provide a prompt written interpretation of meeting Actions and Responsibilities. Family meeting facilitators are knowledgeable about a variety of community services providers and are able to identify those providers and facilities that can best serve the family’s needs throughout the continuum of services, while ensuring that available resources are being used in a timely and effective manner for families. For example, parents in need of health-related support and services receive assistance in navigating the healthcare system and working with other outside agencies. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1248 2017-19 Policies and Procedures Section 2: Program Operations 106 2017-19 Policies and Procedures Section 2 – Program Operations I. Family Meeting Team Members It is essential not to overwhelm parents by inviting too many individuals to the meeting or having too many agenda items to discuss. Many issues being discussed at these meetings are complicated and can be emotionally difficult for parents. It is important to encourage the parent to bring an advocate if they feel it will help them better understand the information being discussed, or make important decisions. While starting the meeting, it is recommended to explain the meeting purpose and go over staff introductions including their roles and responsibilities, in an effort for the family to meet the staff and understand their roles. 1. The Family Meeting Team may include:  Parent/s  Teachers  Site Supervisors  Education Manager  Disabilities Manager  Mental Health Supervisor/Clinician  Content Area Managers  Comprehensive Services Assistant Manager  Other community professionals such as a Pediatric Nurse, Psychologist, Speech Therapist, Resource Specialist, CFS Child Welfare/Social Worker, Public Health Nurse, Special Education Teacher, and/or Mental Health professional 2. Family Meeting Team Responsibilities as applicable to each meeting:  Review staff introductions and purpose of the meeting  To respect the civil rights of the parents, children and families involved.  To provide a confidential and safe place for the child/family information to be discussed.  To ensure that the child/family’s private information is protected and managed in accordance with all state and federal laws.  To review and discuss assessment, evaluation results, placement and outcomes for children.  Review and discuss appropriate placement or action to be taken.  Establish time lines and types of service delivery.  Develop and implement Family Partnership Agreements with parents.  Meet on an ongoing basis to review and discuss progress of child.  Review and evaluate Individualized Positive Guidance Plan.  Ensure that a family-focused approach is taken to ensure service delivery  Develop and implementing transition plans for children.  Ensure that strengths of children and families are encouraged and considered in identifying expected outcomes for children.  Ensure that family priorities, concerns, and resources are recognized and are part of the Family Partnership Agreement.  Ensure that Actions and responsibilities are well documented and shared with the family. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1249 2017-19 Policies and Procedures Section 2: Program Operations 107 2017-19 Policies and Procedures Section 2 – Program Operations 3. Family Meeting process:  Concerns are reported to the Site Supervisor  Prior to the family meeting the Site Supervisors and teachers review the child’s information in CLOUDS and file. Notes will be taken but will not be limited to health, dental, nutrition, screening results, disabilities, mental health, family services and parent involvement. All confidential mental health or other health records are stored in accordance with HIPAA.  After files have been reviewed and the Site Supervisor considers the need for CM, the SS will inform the Comprehensive Services unit about the concerns.  The Comprehensive Services Assistant Managers with the support of the SS arranges for a family meeting with the families to address concerns.  Meeting team participation and meeting notes will be documented on CSB905 and CSB 514  Meeting decisions such as actions and responsibilities will be shared so parent and staff will implement the items for follow up. 4. Referral for Inappropriate Behavior: If a teacher is concerned about a child’s consistent display of inappropriate behavior, the Site Supervisor should be informed. The Site Supervisor, teaching staff, and Education Manager will observe the child in the classroom and complete documentation on their observations for use at a Family Meeting. A Family Meeting Team meeting must be scheduled to plan strategies on how to effectively meet the child’s needs. 5. The Site Supervisor is responsible for:  Requesting assistance from Education Managers to observe the classroom.  Reviewing classroom observations and Individualized Positive Guidance Plan with the teaching staff prior to a Family Meeting Team.  Discussing strategies/intervention techniques with teaching staff prior to the Family Meeting Team.  Coordinating meeting with Comprehensive Services staff so key stakeholders could attend (CSB staff as well as any other professional involved with the child/family).  During the Family Meeting, discuss intervention techniques and strategies to support the child’s positive behavior. As needed, recommend mental health consultation/referral or referral for further evaluations under Local Education Areas LEAs.  Support the team following the Family Meeting agreements. 6. If Applicable, the Nutritionist and Health Services Manager are responsible for: • Gathering relevant information before the meeting. • Writing nutritional plans for children and families August 15, 2017 Contra Costa County Board of Supervisors Minutes 1250 2017-19 Policies and Procedures Section 2: Program Operations 108 2017-19 Policies and Procedures Section 2 – Program Operations 7. The Comprehensive Services Manager/Assistant Manager will be responsible for: Gathering relevant information before the meeting: Inviting all applicable parties or individual advocates working on behalf of or providing services for child/parent (with parent consent), including but not limited to legal guardian, CFS Worker, Speech/language Therapist, Occupation Therapist, and Mental Health Therapist.  Coordinating and gathering relevant information before the meeting. Including file review and classroom observations. o Creating an agenda to provide to all participants and keeping the meeting on time/track and have all participants sign-in. o Facilitating the meeting by supporting positive outcomes, facilitating referral as needed, sharing next step including roles and responsibility of the participants. o Keeping meeting documentation on child’s file: Meeting Signing Sheet (CSB-905), Family Meeting (CSB 514) and if applicable consent for referrals (CSB 501). o Schedule a follow up meeting if needed to track team meeting agreement progress. J. Child Abuse Reporting Policies 1. All CSB and Delegates Agencies will adhere to the following policies: Children who are identified by Child family Services (CFS) as at-risk will be given the highest priority for intervention and placement in the school program; and make every effort to retain abused and neglected children and/or admit allegedly abused and neglected children referred by Child Protective Services (if the families are income-eligible)  CSB and Delegates agencies will maintain secure and confidential records regarding child abuse and neglect in accordance with state laws and Head Start Performance Standards.  All CSB, Sub-contractors, and Delegate Agency staff must adhere to Mandated Reporters Law- Child Abuse and Neglect Reporting Act as delineated under the Penal Code Section 11164- 11174.3 2. Child Abuse and Neglect Reporting Act- Penal Code Section 11164-11174.3 (Amended Effective January 1, 2016.) 11164. (b) “The intent and purpose of this article is to protect children from abuse and neglect” and “to prevent psychological harm to the child victim”. 11164. As used in this article “child” means a person under the age of 18 years. 11165.2 -11165.6 These articles include all instances of child abuse such as: neglect, physical, sexual and emotional abuse. 11166. (a) a mandated reporter shall make a report to an agency specified in Section 11165.9, whenever the mandated reporter, in his or her professional capacity or within the scope of his or her employment, has knowledge of or observes a child whom the mandated reporter knows or reasonably suspects has been the victim of child abuse or neglect. The mandated reporter shall make an initial report by telephone to the agency immediately or as soon as is practicably possible, and shall prepare and send, fax, or electronically transmit a written follow up report within 36 hours of receiving the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1251 2017-19 Policies and Procedures Section 2: Program Operations 109 2017-19 Policies and Procedures Section 2 – Program Operations information concerning the incident. In compliance with penal code 11165.9 CSB, Sub-contractors and Delegate agency staff report reasonable suspect of abuse to the county Welfare department. 11166. (1) For purposes of this article, “reasonable suspicion” means that it is objectively reasonable for a person to entertain a suspicion. “Reasonable suspicion” does not require certainty that child abuse or neglect has occurred nor does it require a specific medical indication of child abuse or neglect; any “reasonable suspicion” is sufficient. 11166. (2) The agency shall be notified and a report shall be prepared and sent, faxed, or electronically transmitted even if the child has expired, regardless of whether or not the possible abuse was a factor contributing to the death, and even if suspected child abuse was discovered during an autopsy. 11166. (c) A mandated reporter who fails to report an incident of known or reasonably suspected child abuse or neglect as required by this section is guilty of a misdemeanor punishable by up to six months confinement in a county jail or by a fine of one thousand dollars ($1,000) or by both that imprisonment and fine. 11166. (h) When two or more persons, who are required to report, jointly have knowledge of a known or suspected instance of child abuse or neglect, and when there is agreement among them, the telephone report may be made by a member of the team selected by mutual agreement and a single report may be made and signed by the selected member of the reporting team. Any member who has knowledge that the member designated to report has failed to do so shall thereafter make the report. 11166. (i) (1) The reporting duties under this section are individual, and no supervisor or administrator may impede or inhibit the reporting duties, and no person making a report shall be subject to any sanction for making the report. However, internal procedures to facilitate reporting and apprise supervisors and administrators of reports may be established provided that they are not inconsistent with this article. 11166.01 Subdivision (c) of Section 11166, any mandated reporter who willfully fails to report abuse or neglect, or any person who impedes or inhibits a report of abuse or neglect, in violation of this article, where that abuse or neglect results in death or great bodily injury, shall be punished by not more than one year in a county jail, by a fine of not more than five thousand dollars ($5,000), or by both that fine and imprisonment. *(Amended. Effective January 1, 2007.) 3. Procedures for Reporting Suspected child Abuse i. CSB staff in all divisions MUST report suspected child abuse or neglect IF:  They have knowledge of it, or  They have observed it, or  They have reasonable suspicion of its occurrence or  They receive second-hand information of the suspected abuse ii. The report must be made as soon as the suspected abuse is noticed. Report of child abuse takes priority over other matters. In Contra Costa County, it is the responsibility of the local Welfare Department and the police to assess whether or not abuse has occurred. iii. CSB staff is encouraged to consult with their immediate supervisor for guidance and support prior to reporting. Staff may also call the Mental Health Unit for additional support at August 15, 2017 Contra Costa County Board of Supervisors Minutes 1252 2017-19 Policies and Procedures Section 2: Program Operations 110 2017-19 Policies and Procedures Section 2 – Program Operations the following number: 925-890-7540 or 925-305-3564. However, reporting duties under this section are individual and no supervisor or administrator may impede or inhibit such reporting duties and no person reporting shall be subject to any sanction for making such report. iv. For the purposes of reporting, staff is encouraged to review the child’s file and data entered in CLOUDS. Particular attention should be made to Health History, physical exam, and Family Partnership Agreement (to become familiar with any details that may provide further explanation for the incident prompting suspicion of abuse or neglect). v. Reporting suspect of child abuse:  In accordance with mandated reporting responsibilities and laws call: Contra Costa Children & Family (Protective) Services Hotline Numbers Hot Line (24 hours) 877-881-1116 West 510-374-3324 Central 925-646-1680 East 925-427-8311  Complete a “Suspected Child Abuse Report” (CSB-510 or Form STAR SS 8572) within 36 hours after the report was made. The Person Making the report must sign the written report and provide the report to their site supervisor for filing.  Mail or Fax the completed report (CSB 510 or Form STAR SS 8572) to: Children and Family Services 400 Ellinwood Way Concord, Ca 94523 Fax: 925-602-6981 Site Supervisor is responsible for:  Maintaining and storing all CFS reports in a locked confidential file, which is separate from the child’s cumulative/educational file.  Communicating with cluster AD and completing an Unusual Incident Report to Community Care Licensing within 24 hours of the initial CFS call. vi. Feedback to Reporter:  A CFS investigation will be open. CSB staff is encouraged to participate in the process.  After investigation is completed, the CFS will inform the mandated report of the result of the investigation. At the end, the reporting person’s name will be kept confidential. Unless, legal actions are taken when the name will be revealed and the person might be called as a witness. vii. CSB Mental Health staff is responsible for: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1253 2017-19 Policies and Procedures Section 2: Program Operations 111 2017-19 Policies and Procedures Section 2 – Program Operations  Informing and consulting with their clinical supervisor.  Providing a copy of the CFS report to the Mental Health Clerk and filing a report in the child’s mental health file.  Actively collaborating with Children and Family Services to coordinate delivery of necessary services to children and families to support family preservation, reunification and child/family mental health. viii. The Comprehensive Services Managers, Health, Disabilities-Mental Health and Family Engagement will coordinate activities regarding the issues of child abuse/neglect. Their responsibilities are to:  Provide training and consultation for staff and parents regarding identification/reporting of child abuse. The purpose of this training will be to educate participants that the abusing parents or caretakers need help and support - not punishment.  Provide support and educational services to parents as a preventive measure to reduce the likelihood of an additional abuse/neglect occurrence.  Provide training to parents and staff yearly on the significant aspects of abuse/neglect. Comprehensive Services Disabilities/Mental Health Manager will maintain documentation of such training.  Establish liaison with Child Protective Services (which has legal responsibility for receiving reports of abuse and neglect).  Collaborate with Human Resources to ensure that program staff is properly informed/trained on procedures for identifying/reporting suspected child abuse and neglect.  Collaborate with Human Resources to ensure there is a signed document in each CSB program personnel file acknowledging that the person has been trained regarding child abuse and neglect.  Ensure that information/training is provided for parents and staff on the legal requirements regarding reporting of abuse/neglect.  Provide written explanation of the legal requirements of reporting (given to every parent when he/she enrolls in the program). Obtain a signed acknowledgment from the parent that he/she has received and understands the information. (CSB-360)  Review annually child abuse reporting laws and update all employees on new requirements. Obtain signed Acknowledgement of review from each staff. (CSB- 508 )  Ensure that parents are provided ongoing educational opportunities to learn about positive parenting and child abuse prevention techniques. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1254 2017-19 Policies and Procedures Section 2: Program Operations 112 2017-19 Policies and Procedures Section 2 – Program Operations Sub Part II. Child Nutrition A. General Description-Identifying Children’s Needs A comprehensive system of services are implemented to help prevent health problems and intervene promptly when they exist. Comprehensive services are responsible for identifying cases for nutrition referral, follow-up and family meeting referrals. B. Nutrition Referral 1. Comprehensive Services Assistant Managers and Clerks perform the following: • Review medical records, health histories and growth assessments. • Identify nutrition risks following the guidelines listed below in the table. • Initiate nutrition referral in CLOUDS. • Update existing referrals in CLOUDS. • Use the “What To Say and What To Do” protocol (see CSB Resource Center > Document Library > Comprehensive Services Documents and Training Resources > Nutrition) based on the specific nutrition risk when speaking with parents. • Complete WIC/Food Stamp screening form with parent, and provide other nutrition resources as appropriate (weight, iron-rich foods, picky eater, lead poisoning, and other areas of concern). • Encourage parents to attend nutrition presentations, such as at parent meetings. • Document in CLOUDS all actions/services provided to parent. • Initial and date all documentation. 2. Guidelines for Identification of Nutritional Risk: i. Iron Deficiency Anemia – Criteria Criteria for Providing Nutrition Information to Child’s Parent Age / Years Sex Hgb Hct 0 to 5 Both 11.0 – 11.5 33.0 – 34.0 Criteria for Initiating Nutrition Referral and MD Referral Age / Years Sex Hgb Hct 0 to 5 Both 10.9 or less 32.9 or less ii. Diabetes  If child has been diagnosed with diabetes, obtain “Child Diabetes Care Plan” from child’s MD.  If child requires blood glucose testing or glucagon for emergency life saving measure, Community Care Licensing requirements must be met prior to enrollment. iii. Underweight Input child’s height and weight under Growth Assessment in CLOUDS to determine nutritional status. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1255 2017-19 Policies and Procedures Section 2: Program Operations 113 2017-19 Policies and Procedures Section 2 – Program Operations Refer children with underweight status. If child’s status is underweight and there is a family history of small stature, a nutrition referral should not be made. If CLOUDS triggers an automatic referral, click “no referral needed,” and explain why under comments, unless there are additional concerns such as:  Failure to thrive  Developmental disabilities  Anemia For infants, initiate nutrition referral if following values are determined after plotting on the growth chart:  Weight-for-age < 3-5%  Weight-for-length < 5%  Head circumference < 5% iv. Overweight & Obese To effectively manage children’s nutritional concerns follow-up must be monitored through resolution of the problem. Assigned staff is responsible for the following.  Comprehensive Services Clerks: o Hand out resource(s) and enter in CLOUDS which resource(s) were given o Follow steps as indicated on the “What To Say and What To Do” protocol (see CSB Resource Center > Document Library > Comprehensive Services Documents and Training Resources > Nutrition).  Comprehensive Services Assistant Managers: o Monitor to make sure follow-up is completed.  Site Supervisor and Partner Agency Staff: o Obtain updated list of Overweight and Obese children from the Comprehensive Services Clerks.  Teachers: o Model correct portion sizes of food for children, i.e., teachers do not serve themselves adult sized portions. o Monitor children's food consumption during meal time and assist children in making healthier choices if needed. o If a child is extremely underweight or obese, staff will follow policies and procedures related to reporting suspected child abuse and neglect. Nutrition Manager and Health Services Managers are available for consultation as needed. v. Picky Eaters When picky eaters are identified, Comprehensive Services Assistant Managers and/or Clerks are responsible for providing the nutrition handout to parents, and for documenting actions and parent August 15, 2017 Contra Costa County Board of Supervisors Minutes 1256 2017-19 Policies and Procedures Section 2: Program Operations 114 2017-19 Policies and Procedures Section 2 – Program Operations conversations in CLOUDS in the comment section under Health History. No referral is needed. However, if child is identified as a picky eater and there is another nutrition issue then a referral is needed.  Comprehensive Services Clerks: Inform CSAM that a family meeting is needed due to child being a picky eater and having another nutrition issue such as obesity, overweight, or anemia.  Comprehensive Services Assistant Manager: Schedules family meeting with Nutrition Manager and any other managers who may be needed.  Site Supervisors: Inform CSAM so that a family meeting may be called, once site supervisor is aware that child is a picky eater and has another nutrition issue such as obesity, overweight or anemia.  Teachers: Inform Site Supervisor, Comprehensive Services clerks or CSAMs. vi. Tube Feeding If child requires gastrostomy-tube care Community Care Licensing requirements must be met prior to enrollment. A family meeting takes place prior to Community Care Licensing notification and prior to enrollment into a CSB program. vii. Special Meals and/or Accommodations If dietary modifications are indicated based on a child’s medical or special dietary needs and/or religious/personal/cultural belief, the Nutrition Manager will modify or supplement the child’s diet on a case-by-case basis, in consultation with parents and the child’s medical provider. viii. CSB is a Peanut-Free Program Each CSB center is designated a Peanut-Free Zone. CSB does not serve foods that contain peanuts due to their increasing health risk for young children. Peanuts are currently the leading food-related cause of severe life-threatening allergic reactions. ix. Food Allergies and Special Diets When food allergies and special diets are identified, the following will apply to Comprehensive Services Assistant Managers, Clerks, Site Supervisors, and Site-Based Clerks:  Identify food allergy/intolerance or need for special diet if any.  Immediately give parent a “Medical Statement to Request Special Meals and/or Accommodations” (CSB401). This form is to be used only for food allergies and/or intolerances, and is not complete without the designated healthcare provider’s signature. o Use "Request for Special Meals Due to Cultural, Religious, and/or Personal Beliefs" form for non-medical special diets (CSB403). This form is not to be used August 15, 2017 Contra Costa County Board of Supervisors Minutes 1257 2017-19 Policies and Procedures Section 2: Program Operations 115 2017-19 Policies and Procedures Section 2 – Program Operations for personal food preferences. o Submit completed forms to Nutrition Office two business days prior to child’s first day. Original to be kept in child’s file, with a copy sent to Nutrition Office. Site Supervisor or assigned staff must:  Schedule case management with Comprehensive Services Assistant Manager before child starts in the program if food allergy is life-threatening or if several different food items are restricted so that meal pattern becomes unbalanced. Post meal modifications weekly in both kitchen and classrooms, with names covered for privacy. Cooks and transporters are responsible for:  Checking posted meal modification to confirm accurate food preparation and delivery.  Immediately informing the Nutrition Office when children who need meals modified have left the program or have moved to another classroom.  Reviewing meal modifications and addressing any questions to the Nutrition Manager. The Comprehensive Services Assistant Manager is responsible for consulting with the Nutrition Office regarding the possibility of accommodating other food substitutes necessary to meet the child’s needs. Nutrition Clerk is Responsible For:  Adding child’s name to the Food Allergy or Food Restriction List of the center in which child is enrolled.  Forwarding copy of list to center.  Updating list as information is received from Site Supervisor or Comprehensive Services for children who are enrolled or dropped from program.  Keeping meal modifications on file.  Menu Change Protocol for Food Allergy/Modifications The Nutrition Manager is responsible for any food modifications/substitutions. When a recommended food item is not available:  The Nutrition Manager will be immediately notified by FS Worker III, Food Operations Supervisor, or AD. The Nutrition Manager will give an alternate food substitute.  If the Nutrition Manager is not available, the Food Operations Supervisor will check past meal modifications to determine appropriate substitution. The Food Operations Supervisor will inform kitchen staff of change.  The Food Operations Supervisor will also inform the Nutrition Manager when substitutions have been made.  If the Food Operations Supervisor is also not available, the Supervising AD will check past meal modifications to determine appropriate substitution. The Supervising AD will then inform kitchen staff of change.  The Supervising AD will also inform the Food Operations Supervisor and Nutrition Manager when substitutions have been made.  The Nutrition Office will inform Site Supervisor or assigned staff of food substitutes. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1258 2017-19 Policies and Procedures Section 2: Program Operations 116 2017-19 Policies and Procedures Section 2 – Program Operations  Kitchen staff is not to make any substitutions without approval from Nutrition Manager, Food Operations Supervisor, or Supervising AD. Heights and Weights: As part of nutrition screening, heights and weights must be taken regularly by designated staff to determine the nutritional status of each child. The Child’s Teacher is responsible for:  Taking heights and weights every March and November of all preschool children currently enrolled.  Following height and weight protocol when filling out Height & Weight Log (CSB430).  Using Height & Weight Log to monitor and ensure healthy growth of all children. Comprehensive Services Clerks are responsible for: o Taking heights and weights of all newly enrolled preschool children within their first 30 days of enrollment. o Recording heights and weights in CLOUDS from the Height & Weight Log completed by the teachers. o Returning Height & Weight Log to Site Supervisors for grantee and Site Directors for the partners. o Plotting Early Head Start length-for-age, weight-for-age, and head circumference-for-age on growth chart whenever information is available on well baby exam based on periodicity schedule. C. Child Adult Care Food Program (CACFP) 1. General Description To ensure our participation in the USDA Child Nutrition Program, the following must be accomplished by assigned staff. The Site Supervisor or designee is responsible for:  Completing CACFP form before child attends school, or upon enrollment.  Completing CACFP enrollment document.  Filling in days and hours child attends and types of meals served to child while in attendance.  Ensuring enrollment document is signed and dated by the parent.  Parent’s completion of Meal Benefit form for child(ren) being enrolled, and for signing Meal Benefit form.  Determining eligibility using current eligibility guidelines.  Collecting enrollment document and meal benefit form from July 1st to October 31st.  Sending a CACFP form and CACFP enrollment document to the Nutrition Office.  Completing Enrollment Eligibility Roster each month, which includes: o Listing new children for the current month. o Determining whether child is free, reduced or base. o Marking whether child is in Head Start. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1259 2017-19 Policies and Procedures Section 2: Program Operations 117 2017-19 Policies and Procedures Section 2 – Program Operations o Listing child’s certification date. o Listing children who have dropped for the current month and the drop dates. o Sending monthly Enrollment Eligibility Roster to Nutrition Office by the 5th of each month. 2. Nondiscrimination in Child Adult Care Food Program Services Community Services Bureau Head Start will comply with Title VI and Title VII of the Civil Rights Act of 1964. Title XI of the Educational Amendments of 1972, Title II of the Americans with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act of 1973. Each center will prominently display the And Justice for All poster. Staff will receive annual training on Civil Rights requirements and on handling Civil Rights Complaints. Nutrition Office will monitor and oversee training. The most current version of the nondiscrimination statement will be used on all CSB forms of communication made available to the public regarding program availability, except for menus. The appropriate nondiscrimination statement is to be used and it must be prominently displayed on the document and be the same text size. The short statement can be used on flyers, posters, or documents that are one page by nature, in a font size no smaller than the text size. This institution is an equal opportunity provider. D. Child Adult Care Food Program (CACFP) Monitoring To ensure compliance and meet CACFP requirements, all grantee sites must be monitored three times a year. Nutrition Manager's responsibility:  Unannounced monitoring of mealtimes.  Conducting CACFP facility reviews three times per classroom per academic year.  Using CACFP Centers Facility Review form (see Form CSB440).  Reporting findings to Site Supervisor or designee immediately after monitoring.  Writing corrective action plan based on recent findings.  Sending findings to the Assistant Directors.  Sending original copy of CACFP Center Monitoring Review Report form to Nutrition Office.  Following up to confirm completion of corrective action within 60 days of findings.  Completing CACFP 5-day reconciliation to ensure accuracy of meal claims by each site. Site Supervisors responsibility:  Implementing corrective actions and/or responding to monitoring report within 2 weeks.  Sending the Nutrition Manger documentation of the corrective action plan and date of completion, e.g. Individual/Small Group Conference form or agenda and sign-in sheet for verification completion of corrective action August 15, 2017 Contra Costa County Board of Supervisors Minutes 1260 2017-19 Policies and Procedures Section 2: Program Operations 118 2017-19 Policies and Procedures Section 2 – Program Operations Sub Part III. Child Health and Safety A. Daily Health Inspection The teacher is mandated by Community Care Licensing to perform a daily health check of each child. The daily health check is performed when greeting the child and parent as they arrive. Parents are requested to remain present while the teacher performs this assessment. The Daily Health Inspection is a head-to-toe check of emotional and physical well-being. This is an effective tool to develop a baseline of what is normal for each child. This exercise helps the teaching staff reduce the spread of illness and establish rapport with the child and parent each day. It is important that this health check be conducted in the form of a greeting and that no invasive inspection, such as lifting clothing, or discussing findings out loud in front of others, should take place. For preschool classrooms, teaching staff will complete in CLOUDS use the Daily Health Check log (CSB230) to document completion of the Health Check for each child in attendance. For infants, the daily health inspection includes a diaper change and is documented on the Daily Communication Form (CSB155). Teachers must also observe the child throughout the day. To complete a daily health inspection, the teacher will do the following: 1. Listen: Greet the child and parent.  Ask child the following question: “How are you today?”  Ask parent the following questions: “How’s (name of child)?” 2. “Was there anything different last night?” 3. “How did he/she sleep?” 4. Listen to what the child and parent tell you about how the child is feeling. If the child can talk, is he/she complaining of anything? Is he/she hoarse or wheezing? 5. Look: Get down to the child’s level so you can see him/her clearly. Observe signs of health or illness:  General appearance (e.g., comfort, mood, behavior, and activity level)  Is the child’s behavior unusual for this time of day?  Is the child clinging to the parent, acting cranky, crying, or fussing?  Does he/she appear listless, in pain, or have difficulty moving?  Is the child coughing, breathing fast, or having difficulty breathing?  Does the child look pale or flushed?  Do you see a rash, sores, swelling, or bruising?  Is the child scratching his/her skin or scalp?  Do the child’s eyes look red, crusty, goopy, or watery?  Is there a runny nose?  Is he/she pulling at his ears?  Are there mouth sores, excessive drooling, or difficulty swallowing? 6. Feel: Gently run the back of your hand over the child’s cheek, forehead, or neck.  Does the child feel unusually warm, or cold and clammy?  Does the skin feel bumpy? August 15, 2017 Contra Costa County Board of Supervisors Minutes 1261 2017-19 Policies and Procedures Section 2: Program Operations 119 2017-19 Policies and Procedures Section 2 – Program Operations 7. Smell: Be aware of unusual odors.  Does the child’s breath smell foul or fruity?  Is there an unusual or foul smell to the child’s stools?  Pay particular attention to a child who has been absent or exposed to contagious disease. After doing the health check, teacher must now use findings to determine if the child looks healthy or sick. Use this chart to identify signs of health and illness: Looking Healthy Looking Sick General Appearance Comfortable Cheerful, responsive Active, playing Behavior appropriate for child and time of day Excessive crying, clinginess, fussiness Doubled over in pain, unable to move Listless, lethargic, unresponsive No appetite Vomiting, diarrhea Breathing Breathing slowly Relaxed Quiet Breathing fast Difficulty breathing Sucking in around ribs Flaring nostrils Persistent Cough Wheezing Skin Normal skin color and texture for child Normal skin temperature No rashes, sores, swelling, or bruising No scratching at skin or scalp Pale, grayish, flushed, yellowish Hot or cold and clammy skin Skin rash, sores, swelling or bruising Scratching at skin or scalp Skin doesn’t spring back when pinched Eyes, nose, ears, and mouth Eyes bright and clear Nose clean Ears clean Mouth without sores, swallowing comfortably Eyes swollen, red, crusty, goopy, watery, yellowish, or sunken Nose congested or runny Ears draining pus or blood Pulling at ears Mouth or lips with sores, excessive drooling, difficulty swallowing August 15, 2017 Contra Costa County Board of Supervisors Minutes 1262 2017-19 Policies and Procedures Section 2: Program Operations 120 2017-19 Policies and Procedures Section 2 – Program Operations Odors No odor or normal odor for child Breath smells foul or fruity Stool smells foul B. Hand Washing Hand washing is the single most important routine in disease prevention. Both children and staff are required to wash hands upon arriving to work or school, before eating, before/after preparing or serving food, and after outdoor play, after wiping noses or using the bathroom, after handling animals/pets, before and after medication administration, and before and after gloving. All adults and children in the classroom should follow the procedures for proper hand washing:  Use soap and running water  Scrub hands vigorously for at least 20 seconds  Wash all surfaces, including: o Backs of hands o Wrists o Between fingers o Under fingernails o Under and around rings  Rinse well  Dry hands with a paper towel  Turn off water using paper towel instead of bare hands C. Infection Control in the Classroom In addition to Standard Precautions, the following measures are recommended for infection control in the classroom. It is the teacher’s responsibility to insure that simple routine practices which reduce disease risks in the group setting are implemented in the classroom. These practices include:  Hand washing  General environmental sanitation  Sanitary food service  Good personal hygiene  Careful diapering procedures  Prompt exclusion of children and adults who have signs and symptoms of communicable disease  Placement of cribs at least 3 feet apart and cots at least 18’’ apart 1. Hygiene – Standard Precautions i. Training All teachers, site supervisors, managers and food service staff will be trained annually on food sanitation and safety. At least one employee in the Central Kitchen must be trained and must hold a current Food Safety Manager certificate. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1263 2017-19 Policies and Procedures Section 2: Program Operations 121 2017-19 Policies and Procedures Section 2 – Program Operations ii. Tuberculosis (TB) Tests Licensing requires that proof of a negative TB test or chest x-ray of staff and volunteers (except student volunteers under the age of 18) must be kept in the center Licensing Folder. Resources for obtaining a TB test are available for parents and other volunteers in need. iii. Standard Precautions Precautions should be used at all times to protect staff and volunteers from the risk of being exposed to blood, fecal material, vomit, urine, or other potentially infectious materials. CSB Standard Precautions procedures apply to all program staff and volunteers maximize worker protection from the spread of communicable disease resulting from occupational exposures to blood or other potentially infectious materials. Staff will take the same precautions (hand washing, use o f gloves, disinfecting, and other safety measures) when dealing with the blood or body fluids of all children and adults, whether or not they appear sick. CSB supplies Blood Borne Pathogen Kits in each classroom to ensure staff has access to appropriate standard precaution personal protective equipment including gloves, aprons, mouthpieces for CPR, etc. Blood Borne Pathogen Kits can be located in the classroom by Bloodborne Pathogen Kit signage and will be replaced immediately after a single use. The program will ensure that all program staff receives training in the use of this equipment. CSB trains staff in standard precautions through annual trainings and as a function of the American Red Cross First Aid certification course. American Red Cross First Aid re-certification is required every two years. Anyone who has questions regarding the appropriate use of this protective equipment should call the Comprehensive Services Health Manager. If personal protective equipment becomes damaged or lost, ask for a replacement immediately. 2. Diapering and Toileting Procedure i. Description Since diapering and toileting are every day procedures for staff, and are a way that infectious diseases can be spread, it is extremely important that proper techniques be used at all times. It should also be noted that no child may be denied the opportunity to participate in any program on the basis of toilet training. The program does not make successful toilet training a condition of enrollment. The center staff must ensure that there are sufficient changes of clothing and diapers. Each child’s clothing and/or diapers must be changed as often as necessary to ensure that the child is clean and dry at all times. ii. Diapering Proper Diapering Procedure August 15, 2017 Contra Costa County Board of Supervisors Minutes 1264 2017-19 Policies and Procedures Section 2: Program Operations 122 2017-19 Policies and Procedures Section 2 – Program Operations  Get organized. Assemble supplies in the changing area within reach, (disposable diaper, wipes, gloves, non-absorbent paper liner, clean clothing and plastic bag if needed). Cover the entire changing surface or table with paper. Wash hands thoroughly with soap and warm running water.  Place child on paper covered changing surface or table. Never leave child unattended during diapering processes.  Remove child’s clothing and put soiled clothing aside. Put on gloves using posted procedure.  Unfasten diaper and leave soiled diaper under child. Lift the child’s legs and use disposable wipes to clean skin creases, genitalia, and bottom. Thoroughly as needed, wipe front to back using a clean wipe each time. Place used wipes in dirty diaper.  Remove soiled diaper. Fold diaper inward and place in covered, hands-free, plastic-lined container. Fold back paper liner if a clean surface is needed. Remove gloves.  Clean your hands with a disposable wipe and then clean the child’s hands with another fresh wipe.  Put clean diaper on child. (Put ointment provided by parents following CSB Policies and Procedures for over-the-counter medication.}  Dress the child. Change the child’s clothing if wet or soiled.  Wash the child’s hands with soap and water. Put child safely in supervised area.  Clean and sanitize the changing surface or table. Throw away the paper liner in covered, hands- free, plastic lined container. Clean any visible soil with detergent and water. Wet the entire changing surface with sanitizing solution.  Wash your hands with soap and water. iii. Toileting The following procedure should be followed when toileting a child: i. Have all materials at hand before starting procedures. ii. Never leave a child unattended; visual supervision is required. iii. Have child sit on potty, but never longer than 5 minutes. iv. After child has finished, teach child how to wipe self from front to back. v. Before child leaves bathroom, the child is to wash hands properly. vi. Staff member washes hands when done. D. Napping Policy To promote safe sleep practices and reduce the risk of Sudden Infant Death Syndrome (SIDS):  Infants, unless otherwise ordered by the physician, are placed on their backs to sleep on a firm surface manufactured for sale as infant sleeping equipment that meets the standards of the United States Consumers Product Safety Commission.  Pillows, quilts, comforters, sheepskins, stuffed toys, and other soft items are not allowed in cribs or rest equipment.  Blankets are not used in cribs or with sleeping babies however Sleep Sacks are available as needed to ensure appropriate temperature for sleeping babies.  The infants head must remain uncovered during sleep.  After being placed down for sleep on their backs, infants may then be allowed to assume any August 15, 2017 Contra Costa County Board of Supervisors Minutes 1265 2017-19 Policies and Procedures Section 2: Program Operations 123 2017-19 Policies and Procedures Section 2 – Program Operations comfortable sleep position when they can easily turn themselves from the back position. E. Dental Hygiene All children with teeth shall brush or have their teeth brushed with fluoride toothpaste once a day during the hours the child is in care. If possible, for full day and family child care programs, children will brush their teeth after lunch, part day morning program children will brush their teeth after breakfast and part day afternoon program children will brush their teeth after lunch. Size appropriate toothbrushes, tenders and fluoride toothpaste will be obtained through the health supply ordering process and will be use as follows: Children age three and older - Once daily and in conjunction with a meal as noted above, staff should either brush the child’s teeth (for those lacking the motor skills to brush themselves) or supervise as the child brushes his/her own teeth. Fluoride toothpaste, not larger than the size of a pea should be placed on a disposable cup for each child. Children under three years old - Once daily and in conjunction with a meal as noted above, staff should either brush the child’s teeth (for those lacking the motor skills to brush themselves) or supervise as the child brushes his/her own teeth. Fluoride toothpaste, the size of a grain of rice should be placed on a disposable cup for each child. All children without teeth shall have their gums wiped with a moist cloth or a product called “Tenders” (a soft, single finger swab ordered and provided by the Health Content Area Manager) to remove any remaining food/liquid that coats the teeth and gums at least once a day and after a feeding. By doing this, caregivers are breaking up plaque in order to create a much healthier environment for the teeth that will be coming in later. Follow these steps when caring for infants without teeth:  Wash hands thoroughly and slip “Tenders” onto your index finger  Moisten slightly with cool water. Do not use toothpaste  Carefully swab infant’s gums using a gentle circular motion  Place used “Tender” in garment bag to be washed prior to next use F. Health Issues in the Classroom  Call your assigned Site Supervisor when a health concern is identified. It is crucial to provide appropriate intervention or resolution. Any unusual behavior, any injury or any signs of illness requiring assessment and/or administration of first aid by staff must be reported to the parent and documented in the child’s confidential file.  Health issues include, but are not limited to rash, high fever, head lice, signs of conjunctivitis (“pink eye”), diarrhea, intestinal problems, vomiting and nutritional problems. The Site Supervisor, Comprehensive Services Staff or Health Manager must follow up with the parent and medical provider(s) to confirm any diagnosis given by the parent or family member. The information will be evaluated, and a decision made as to whether the child can attend school at that August 15, 2017 Contra Costa County Board of Supervisors Minutes 1266 2017-19 Policies and Procedures Section 2: Program Operations 124 2017-19 Policies and Procedures Section 2 – Program Operations time. The Site Supervisor and the teaching staff will be kept abreast of the health considerations that impact this decision. G. Child Safety and Supervision Visiting/socializing on the playground or the premises of a child care facility while on duty is prohibited. Visiting/socializing with fellow employees, who are still on duty regarding non-classroom activities, during break times, is not allowed. All visitors, former employees and relatives must report and sign in at the main office of each center before entering program areas. Information on the nature of the visit will be required. Children must be visually supervised at all times indoor and outdoor, including while toileting and napping. Essential practices indoors and outdoors include, but are not limited to, active supervision, “zoning” and strong team communication. 6. Playground safety and supervision Yard staffing must support visual supervision at all times. Staff must “sweep” the yard by walking and visually scanning all areas before leaving. 7. Morning outdoor time and field trips Whenever the classroom is outside on the yard in the morning or on a field trip, all members of the teaching team must be present to ensure the health and safety of children. No scheduled prep time or breaks are permitted during field trips or morning outside time. 8. Afternoon outdoor time During the afternoon outdoor time, staffing must meet required teacher-child ratios, and the Lead Teacher must accompany the class and other staff in transitioning the children to and from the yard. If a low ratio allows only one staff person on the yard, that person must be at least an Associate Teacher level staff. Scheduled outdoor time must be approved by Site Supervisor with consideration of approved prep-time and break schedule. 9. Preschool outdoor safety  No more than two (2) preschool classrooms shall be outside on the playground at any time.  This policy may be waived with written approval from the Assistant Director. If approval is granted, a written plan must be developed by the Site Supervisor and approved by the Assistant Director outlining additional safety measures that will be established, including but not limited to safe transitions and staff knowing all children on the yard. 10. Infant and toddler outdoor safety  Infant and Toddler classrooms shall have no more than eight (8) children present for any activity, including outdoor time. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1267 2017-19 Policies and Procedures Section 2: Program Operations 125 2017-19 Policies and Procedures Section 2 – Program Operations 11. Semi-Annual Child Safety Check Semi-annually, during the first month of the Program Year (when all programs are in session) and in March, each Site Supervisor will complete and submit to their Assistant Director the Semi-Annual Child Safety Checklist (CSB form 751). This checklist will be used to confirm that the following has occurred as required:  Annual review of Ready To Learn Curriculum safety considerations;  Annual review of Pedestrian Safety Training for parents and children;  Semi-annual review of outdoor schedule against staff breaks and prep time and against peak pick-up/drop-off times to ensure no overlap in the morning and limited overlap in the afternoon;  Semi-annual review of schedule and plan of class consolidations in early morning and late afternoon;  Semi-annual meeting with staff to review child safety, visual supervision, staff placement , and safe transitions;  Semi-annual completion of Transition Observation Checklist (CSB form 750) in each classroom;  Semi-annual review of center documentation that all volunteers and substitutes have received an on-site orientation and have reviewed CSB Substitute and Volunteer Handbook with a signed Handbook receipt on file at the center;  Semi-annual meeting with front desk/lobby/entrance/exit staff to review procedures to ensure Child Safety at all times; and  Semi-annual meeting with parents to review Child Safety procedures, facility security, and handout Parent Guidance for Keeping Children Safe. H. Child Illness Procedures 1. Admission and Exclusion The decision to admit or exclude a child with an illness is the responsibility of the Site Supervisor and will be based on whether there are adequate facilities and staff able to care for the ill child and the other children in the group. The Site Supervisor, not the child’s family, makes the final determination about whether the ill child can receive care in the childcare program. Children will be excluded if:  The child’s illness prevents the child from participating in activities that the facility routinely offers for well children or mildly ill children.  The illness requires more care than the childcare staff is able to provide without compromising the needs of that particular child or of the other children in the group.  Keeping the child in care poses an increased risk to the child or other children or adults with whom the child will come in contact.  The childcare staff is uncertain about whether the child’s illness poses an increased risk to others. The child will be excluded until a physician or nurse practitioner notifies the child care program that the child may attend. A child whose illness does not meet any of these conditions listed above does not need to be excluded. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1268 2017-19 Policies and Procedures Section 2: Program Operations 126 2017-19 Policies and Procedures Section 2 – Program Operations 2. Admission and Permitted Attendance Specific conditions that do not require exclusion are:  Children who are carriers of an infectious disease agent in their bowel movement or urine that can cause illness, but who have no symptoms of illness themselves.  Children with conjunctivitis (pink eye) who have a clear, watery eye discharge and do not have any fever, eye pain, or eyelid redness.  Children with a rash, but no fever or change in behavior.  Children with cytomegalovirus infection, HIV or carriers of hepatitis B. 3. Procedure for Management of Short-Term Illness The behavior and health of each child must be continually observed during the course of the day, and should a child become ill, the following steps must be taken:  The ill infant, toddler or child must be isolated on a cot/crib in an area, which is easily supervised and away from the kitchen, bathroom and any other area used by the other children. Infants, toddlers and children in isolation must be under constant visual observation by designated staff.  Children ill enough to require isolation may not use the same toilets as other children. One toilet and sink must be designated exclusively for the ill child’s use. The other children must be prevented from using that toilet and sink until the sick child has been picked up, and those facilities have been thoroughly disinfected.  The Site Supervisor or designee will call the parent or other emergency numbers to arrange to have the child picked up. If no one can be contacted, the child must remain on the cot/mat under close supervision and staff will continue to try to reach the parents or emergency numbers.  If the child's condition worsens and becomes life threatening, the teaching staff must call 911. Notification of parents must be noted in the child’s file. The Assistant Director must be notified immediately. 4. Short-Term Exclusion and Admittance As the program is not set up to care for ill children, staff and parents should use the following three criteria to exclude children with short-term illnesses from the group care setting:  The child does not feel well enough to participate comfortably in the usual activities of the program.  The staff cannot care for the sick child without interfering with the care of the other children.  The child has any of the following that indicate a contagious disease or an immediate need for medical evaluation: o Fever and behavior changes or other signs or symptoms, until the child’s inclusion is checked with a health professional who determines that the child may be in child care. o Signs or symptoms of a possible serious condition, such as those defined below under August 15, 2017 Contra Costa County Board of Supervisors Minutes 1269 2017-19 Policies and Procedures Section 2: Program Operations 127 2017-19 Policies and Procedures Section 2 – Program Operations “Conditions that Require Immediate Medical Attention”, until the child is checked by a health professional who determines that the child may be in child care. An ill child may only be excluded for the period of time when he or she poses a significant risk to the health and safety of anyone in contact with the child and until the child meets the criteria for re- admission. 5. Conditions that Require Immediate Medical Attention Get help immediately for a child with any of the following conditions:  Specific fevers: o A baby less than 4 months of age has a temperature of 101° F rectally or 100° F axillaries (armpit). o A temperature of 105° F or higher in a child of any age.  For infants under 4 months, forceful vomiting more than once.  Looking or acting very ill or getting worse quickly.  Neck pain when the child’s head is moved or touched.  A stiff neck or severe headache and looking very sick.  A seizure for the first time.  Acting unusually confused.  Unequal pupils (black centers of the eyes).  A blood-red or purple rash made up of pinhead sized spots or bruises that are not associated with injury.  A rash of hives or welts that appears and spreads quickly.  Breathing so fast or so hard that the child cannot play, talk, cry, or drink.  A severe stomachache without vomiting or diarrhea after a recent injury, blow to the abdomen, or hard fall.  Stools that are black or have blood mixed in them.  Not urinating at least once in 8 hours, a dry mouth, no tears, or sunken eyes.  Continuous clear drainage from the nose after a hard blow to the head.  Return to School After Illness Children who have been excluded from the classroom should not return until:  A physician has certified that the symptoms are not associated with an infectious agent or the child’s symptoms do not threaten the health of other children.  The child is completely “nit-free” following a head lice infestation.  The child has an axillary or oral temperature of less than 100°F, and does not have symptoms such as: o Sore throat o Vomiting o Diarrhea o Headache and stiff neck o Undiagnosed rash August 15, 2017 Contra Costa County Board of Supervisors Minutes 1270 2017-19 Policies and Procedures Section 2: Program Operations 128 2017-19 Policies and Procedures Section 2 – Program Operations  The child has no respiratory problems, such as: o Difficult/rapid breathing, severe coughing or a high-pitched croup or whooping sound while coughing. o Inability to lie down comfortably, due to continuous coughing.  No Diarrhea (an increased number of abnormally loose stools in the previous 24 hours), observe the child for other symptoms such as fever, abdominal pain, or vomiting.  No Vomiting (two or more episodes of vomiting within the previous 24 hours).  No Eye/Nose Drainage (thick green or yellow mucous from the eye or nose).  No Sore Throat, especially with fever or swollen glands in the neck.  No Skin Rash (undiagnosed or contagious), infected sores; sores with crusty, yellow, or green drainage which cannot be covered by clothing or bandages.  No Persistent Itching (or scratching) of body or scalp. J. Medical Alerts Medical Alerts need to be posted by the teacher after the Site Supervisor has investigated and determined that there was exposure to a communicable disease. In some cases, the teaching staff may be notified by the parent regarding a confirmed diagnosis (i.e., a child with Chickenpox). In this event, the Medical Alert may be posted immediately. The Site Supervisor, Comprehensive Services Team member, and Health Manager must still be notified about the illness. After two weeks, the Medical Alert must be taken down from the classroom where it has been posted. (CSB221 to CSB238.) K. Children Injured at the Center 1. Professional Medical Treatment  All head injuries require an immediate call to the parent. Parents can make the determination to pick up their child or not based on the staff report and advice as to the seriousness of the injury. The Injury / Incident Report (CSB245) must be completed.  In the event that medical treatment is required, the center staff will instruct the parent to take their child to the doctor. If the parent cannot be contacted and a child needs to be transported by ambulance to the hospital, the teacher will accompany the child. The teacher will notify the Site Supervisor if a child needs professional medical treatment.  The parents will be responsible for any medical expenses incurred. If the parent feels that it is the responsibility of the program to pay for these expenses, they must file a claim against the program. Contact the Health Manager for details regarding submission of claims. 2. Student Injury / Incident Report  Whenever a member of the center staff uses first aid or informs a parent that a child has been August 15, 2017 Contra Costa County Board of Supervisors Minutes 1271 2017-19 Policies and Procedures Section 2: Program Operations 129 2017-19 Policies and Procedures Section 2 – Program Operations hurt, the Site Supervisor or Teacher will call the Assistant Director to report the incident. If necessary, immediate arrangements for obtaining medical treatment will be made.  The teacher is required to complete an Injury / Incident Report (CSB245). This report is also used for minor injuries such as scrapes or small cuts that require minor first aid. A copy of completed form is to be shared with the parent on the same day as the injury/incident occurred and the original is kept on site.  If the incident involves more than 1 child, a report must be done for each child. The information as to who was involved is written and kept confidential, but not given in the report the parents receive. To maintain confidentiality, the names of other children involved in the incident should not be written on the Injury / Incident Report (CSB245).  Depending on the nature of the injury / incident, Site Supervisor may need to follow-up with the appropriate CSM (Education, Health & Nutrition, Mental Health/Disability) and/or Business Systems Unit after the injury/incident occurred.  The Assistant Director should be notified immediately of all injuries/incidents. If the Assistant Director notices that an elevated amount of incidents are occurring, he/she should call the Site Supervisor/Teacher to discuss the situation and develop a plan/solution to prevent further incidents.  Site Supervisors must maintain a Site Injury/Incident Log for each injury / incident at all times. L. Blood Protocol 1. Description This protocol is used to prevent the remote and unlikely possibility of the spread of blood and blood diseases in the school setting and applies to all site personnel who have direct contact with children and custodial personnel as necessary. Bloodborne Pathogen Training is provided annually. 2. General Information  The so-called blood-to-blood diseases (AIDS, Hepatitis B, etc.) are spread by an organism’s travel from the blood of an infected person to the blood of a non-infected person.  Blood and semen are the only body fluids that have been demonstrated to be capable of transmitting AIDS (Acquired Immune Deficiency Syndrome). 3. Supplies needed  Blood Borne Pathogen Kits are available in each classroom with signage to designate storage location and to ensure staff has access to appropriate standard precaution personal protective equipment including gloves, aprons, mouthpieces for CPR, plastic bags, etc. Blood Borne Pathogen Kits will be replaced immediately after a single use. Additional gloves, CPR mouthpieces, etc., are located in the First Aid Kits in classrooms and in the office. 4. Procedure Wash hands and put on gloves when having any contact with blood or bodily fluids. Use gloves one time and only on one student. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1272 2017-19 Policies and Procedures Section 2: Program Operations 130 2017-19 Policies and Procedures Section 2 – Program Operations  After completing the necessary task, remove gloves by grasping the cuff and then stripping it off by turning it inside out. Be careful not to touch the contaminated surfaces of the gloves.  Dispose of glove in a disposable plastic bag. See “Disposal of Blood/Body Fluid” below.  Wash hands after de-gloving. This is necessary because bacteria multiply rapidly inside a glove.  Fill out Injury/Incident Report (CSB245) as applicable. 5. Disposal of Blood / Body Fluid  Put all blood/body fluid disposals in clearly marked garbage containers. Examples: soiled wet diapers, used gloves, wipes, vomit, blood products, and all other contaminated materials/supplies.  Close the bag and tie it, then double bag, and dispose of it in a separate container marked for such disposals. Make sure this container is not used for trash, and that is out of children’s reach and can be easily moved around.  Be safe - always wear gloves. Questions should be directed to the Health Manager. M. Medication Administration In compliance with Community Care Licensing, Community Services Bureau sites maintain an Incidental Medical Service Plan of Operation. CSB supports and provides incidental medical services to children with all medical conditions per CCL regulations including, but not limited to, the administration of medical services for asthma, allergic reactions, and G-tubes. 1. Administering Medication Because the administration of medication poses an extra burden for staff, and having medication in the facility is a safety hazard, families must check with the child’s physician to see if a dose schedule can be arranged that does not involve the hours the child is in the child care facility. Whenever possible, the first dose of medication should be given at home to see if the child has any type of reaction. Parents may administer medication to their own child during the child care day. 2. Procedure Staff, designated by the Site Supervisor, will administer medication only if the parent has provided written consent, the unexpired medication is in an appropriately labeled and stored container, and the facility has on file the written instructions of a licensed physician to administer the specific medication as needed and the appropriate forms/care plans such as CSB280, CSB282, CSB219, CSB219A, and the CSB213have been completed. For prescription medications, parents will provide caregivers with the medication in the original, child- resistant container that is labeled by a pharmacist with the child’s name, the name of the medication, the date the prescription was filled; the name of the health care provider who wrote the prescription; the medication’s expiration date; the administration, storage and disposal instructions. Instructions for the dose, frequency, method to be used, and duration of administration will be provided to the child care staff on the prescription label and on CSB forms by a licensed physician or other person legally authorized to prescribe medications. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1273 2017-19 Policies and Procedures Section 2: Program Operations 131 2017-19 Policies and Procedures Section 2 – Program Operations Over-the-counter medications are treated in the same manner as prescription medications. For administration of over-the-counter (non-prescription) medications, (including diaper cream and sunscreen) parents will provide the unexpired medication in an original child-resistant container that is labeled with the child’s first and last names and instructions for storage supplied by the manufacturer. Over-the-counter medications shall be administered only if the facility has on file the written orders (ex: CSB280 and CSB828.) from a physician including the signature or stamp of the physician or other person legally authorized to prescribe medications and in accordance with the instructions of the physician for the dose, frequency, method to be used and duration of administration. A physician may state that a certain medication may be given for a recurring problem, emergency situation, or chronic condition. The instructions should include the child’s name, the name of the medication, the dose of the medication, how often the medication may be given, the conditions for use, and any precautions to follow. Example: children may use sunscreen to prevent sunburn; children who wheeze with vigorous exercise may take one dose of asthma medicine before vigorous activity (large muscle) play; children who weigh between 25-35 pounds may be given 1 teaspoon of acetaminophen for up to two doses every four hours for fever. A child with a known serious allergic reaction to a specific substance who develops symptoms after exposure to that substance may receive epinephrine from a staff member who has received training in how to use an auto-injection device prescribed for that child (e.g., EpiPen®). A child may only receive medication with the permission of the child’s parent and when the staff person who will give the medication has the skills required. All documentation regarding a child’s medication and its administration shall be kept in the child’s confidential file. Prescription and over-the-counter medications cannot be administered without the appropriate documents in the child’s confidential file. 3. Storage  Medications will be kept at the temperature recommended for that type of medication in a locked container that is inaccessible to children, separate from any other hazardous material storage. An example of an acceptable location is at the back of a locked file cabinet that is not used to store any other hazardous products or materials. Medications that do not require refrigeration, such as inhalers for asthma, should not be placed in the refrigerator. This can damage them and render them ineffective.  Medications that require refrigeration must be stored in the designated locked refrigerator medication boxes supplied to each center.  EpiPen Auto-injectors must be stored in a designated EpiPen box and should be out of reach of children in an easy and quick to access area with EpiPen signage posted. EpiPens should not be stored in extreme heat or cold and should be protected from light.  When the child no longer needs the medication or the child drops from the center, the medication must be returned to the parent or disposed of if the parent cannot be reached.  Medication will not be used beyond the date of expiration on the container or beyond any expiration of the instructions provided by the physician or other person legally permitted to prescribe medication. Instructions which state that the medication may be used whenever needed will be renewed by the physician at least annually. 4. Medication Log Documentation August 15, 2017 Contra Costa County Board of Supervisors Minutes 1274 2017-19 Policies and Procedures Section 2: Program Operations 132 2017-19 Policies and Procedures Section 2 – Program Operations A medication log will be maintained by the classroom staff to record the instructions for giving the medication, consent obtained from the parent, name of medication, dose, date, and time of administration, and the signature of the person who administered each dose of medication. Spills, reactions, and refusal to take medication will be noted on this log. All records of any changes in the child’s behavior, as documented on the Medication Log, will be communicated to the parent. Parents will be assisted in communicating these incidences to the physician as necessary. (CSB213-Medication Form) Parents will be informed as to when authorized medications have been given via this log. 5. Asthma Protocol Asthma is a common health condition and one that typically requires medication. Teachers will receive training regarding asthma, its symptoms, and treatment procedures and the following protocol will assist the teaching staff:  The Comprehensive Services Assistant Manager, upon review of the child’s Health History form, will contact both the parent and medical provider(s) to clarify the current status of the asthma condition. It is the responsibility of the Comprehensive Services team to obtain confirmation of the diagnosis and any current treatment using the Asthma Action Plan (See Form CSB219).  Subsequent to the initial health review by the Site Supervisor and Comprehensive Services team, if the teacher becomes aware of a possible asthma condition, previously unknown to staff, she must call the Comprehensive Services team assigned to the classroom. The Comprehensive Services team will then follow the procedures described above.  Once all relevant information is obtained, a meeting will be held with the Comprehensive Services team, Site Supervisor, parent, and teacher to ensure teaching staff have the training to carry out the action plan for the child and to review the following: o Asthma Action Plan from the doctor. o Medication form (See Form CSB213) completed by parent. o Inhaled Medication – Nebulizer Consent forms (See Form CSB219a) completed by the parent for each teacher/staff administering the medication.  Copies of the Asthma Action Plan will be kept by the center staff, parent, with the medication and in the child’s main file. If the plan indicates medication is used routinely or “as needed,” CSB must have medication on site before the child can attend class.  Until complete physician’s instructions are provided, medications to treat asthma symptoms will be given according to the prescription labels. Medication will be dispensed outside of center hours whenever possible.  When asthma symptoms occur during center hours, the teaching staff will call the parent to alert them about the child’s condition. The child will be sent home if the asthma symptoms interfere with the child’s ability to fully participate in the program. In the event that the parent cannot be contacted, the teaching staff will call 911 (if the asthma appears life threatening). 6. Training of Caregivers to Administer Medication Medication Administration Training is provided annually and any caregiver who administers medications shall be trained to: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1275 2017-19 Policies and Procedures Section 2: Program Operations 133 2017-19 Policies and Procedures Section 2 – Program Operations  Read and understand the Asthma Action Plan, the Medication Form and the Inhaled Medication- Consent Form;  Check that the name of the child on the medication and the child receiving the medication are the same;  Read and understand the label/prescription directions in relation to the measured dose, frequency, and other circumstances relative to administration (such as in relation to meals);  Administer the medication (including inhalers and EpiPens) according to the prescribed methods and the prescribed dose;  Observe and report any side effects from medications;  Document the administration of each dose by the time and the amount given;  Store and handle medication appropriately;  Record changes in child’s behavior and help parents communicate observations to their provider;  Demonstrate ability to comply with medication policy. 7. Inhaled Medications An Inhaled Medication-Consent Form (See LIC 9166 and Form CSB219A) must be filled out and signed by the parent before staff administers inhaled medications. A copy of the completed form must be kept in the child’s file. A separate form must be filled out for each person (staff member) who administers inhaled medication to the child. This requirement includes all inhaled medications. 8. EpiPens EpiPen Training is provided annually, and in addition staff is trained through CPR/1st Aid Training and on-line EpiPen training under the direction of the Site Supervisor when a child with an EpiPen is identified onsite. 9. Sun Protection Policy Sun protection routines in childhood can establish lifelong preventive habits. At CSB, shade is provided at all sites, infants under six months of age are not exposed to direct sunlight, children are encouraged to wear light colored, loose fitting clothing that covers as much skin as possible, parents are encouraged to apply sunscreen to their child’s exposed skin as part of their school drop off routine and following the procedure for the over-the-counter medications sunscreen provided by the parent will be applied by teaching staff. Drinking water is available to children during outdoor play. N. Incomplete Health Records 1. The Site Supervisor and/or Comprehensive Services team will notify parents and teaching staff if a child is to be excluded from the classroom due to incomplete health records. 2. Exclusions due to unmet health requirements: Children must be excluded for immunizations that are not up-to-date or a physical or TB clearance that is not received within 30 days of enrollment. Parents are allowed a onetime extension beyond the 30 day requirement for a physical exam with proof of an appointment on file however this extension does not apply to August 15, 2017 Contra Costa County Board of Supervisors Minutes 1276 2017-19 Policies and Procedures Section 2: Program Operations 134 2017-19 Policies and Procedures Section 2 – Program Operations the TB clearance. Children excluded for unmet health requirements are permitted up to three days of excused absences. After that, a Notice of Action (as applicable) will be issued for termination from the program. 3. Parents will be informed during enrollment and at parent conferences that the health requirements are the following: up-to-date immunizations, physical and dental exams, follow- up and required TB Clearance. Parents will be assisted in identifying and accessing a source of care/insurance coverage and family meeting will take place as needed to make every possible effort to meet the health requirements for the child. If, after these notifications and assistance, the child has not obtained the needed services, the parents will be informed that they need to schedule an appointment that day and notify the Site Supervisor or Comprehensive Services Team of the appointment date and time. 4. When the parent has no phone, contact will be made by the Site Supervisor or Comprehensive Services team through the center. The center staff will be asked to have the parent contact the Site Supervisor or Comprehensive Services team the same day. In all cases, teachers will be notified and asked to reinforce the request made by the Site Supervisor or Comprehensive Services Team regarding health requirements. 5. Children may be excluded from the program for missing or incomplete initial physical exam, incomplete immunizations, and lack of a TB Clearance only. 6. For all other health requirements that are incomplete, the Comprehensive Services Team will request updated information from the parent with a Health Records Update Form (See Form CSB242). As needed, family meeting will take place with the site staff, Comprehensive Services and parents and a plan will be implemented. O. Health and Safety Training for Center Staff and Parents 1. Staff 1. The Site Supervisor of each center must ensure that each of his/her staff members has current CPR / First Aid Certification in the following: Adult / Child/Infant CPR Training and First Aid Training (good for two years from date of issue). Staff can be sent to training via a request by the Site Supervisor to the Training Coordinator. The Site Supervisor is responsible for maintaining the personnel records of staff at his/her site to ensure that staff is certified in CPR / First Aid at all times. CPR / First Aid certified staff must be available at all times when children are present at the facility, or when children are offsite for facility activities. 2. In addition to the CPR / First Aid training, one staff person or Director at each day care center must have at least 15 hours in preventive health practices. This training must include, but is not limited to, pediatric cardiopulmonary resuscitation; pediatric first aid; recognition, management, and prevention of infectious diseases, including immunizations; and prevention of childhood injuries and at least 1 hour of child nutrition education, with content to include age- appropriate meal patterns based on the most current Dietary Guidelines for Americans. The training may include sanitary food handling, child nutrition, emergency preparedness and evacuation, caring for children with disabilities and identification and reporting of signs and symptoms of child abuse. The supervisor makes requests for such training to the Personnel Unit. 2. Parents August 15, 2017 Contra Costa County Board of Supervisors Minutes 1277 2017-19 Policies and Procedures Section 2: Program Operations 135 2017-19 Policies and Procedures Section 2 – Program Operations  Site Supervisors will share the policies for health emergencies that require rapid response on the part of staff or immediate medical attention at the time of completing the Classroom Orientation (CSB112) with parents.  Through collaboration with parents to promote children's health and well-being, CSB staff provides medical, oral health, nutrition and mental health educational support services. Opportunities for parent education include, but are not limited to: medical and oral health, emergency first aid, environmental hazards, health and safety practices for the home including safe sleep, lead exposure and tobacco use, healthy eating, physical exercise and vehicle/pedestrian safety. In addition, pregnant women and families are provided educational opportunities to learn about pregnancy and postpartum care including breastfeeding, parental mental health, substance abuse, and perinatal depression. P. Posting of Documents (Health Emergency Procedures) CSB conforms to all Federal, State, and local regulations by posting or having on file at each facility: mandated notices, licenses, and permits.  Site Supervisors and teachers are required to post mandated facility compliance documents on bulletin boards, which are attractive, neat, updated, and highly visible. Signage guidance can be found as follows: CSB Resource Center>Document Library>Comprehensive Services Documents and Training Resources>Signage>Signage Guidance.  The Site Supervisor is responsible for routinely monitoring bulletin boards and classroom files for compliance with this standard. The Comprehensive Services Managers/Assistant Directors are responsible for monitoring all compliance documents. Q. Pet Protocol  Animals can bring joy to the classroom while offering children the opportunity to be responsible for another living creature.  When an animal is being considered for inclusion in the classroom, child and staff allergies and fears must be considered. The animal must be tame and classroom staff must agree to accept responsibility for the care of the pet. Assistant Director’s approval must be obtained.  Turtles and other reptiles are not allowed in the classroom because they are potential carriers of salmonella bacteria.  Before the animal is included in the classroom, children will be instructed on the proper care and handling of the animal and the importance of proper hand washing.  When the animal arrives in the classroom, the animal must be provided an appropriate habitat and space with opportunities to exercise, appropriate temperature, and all other natural conditions and activities. A Pet Care Plan must be posted to designate care needed to provide quality care to the animal. The Pet Care Plan will include details specific to that particular pet and will inform staff and parents about the pet, and noting the specifics required to provide quality care to the animal. The Pet Care Plan must include: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1278 2017-19 Policies and Procedures Section 2: Program Operations 136 2017-19 Policies and Procedures Section 2 – Program Operations  Name of animal  Description of the animal - example: rat - nocturnal, affectionate and playful pets  Description of appropriate housing/cage/bedding and recommended cleaning pattern  Description of food needed to provide a healthy diet including portion size and frequency  Explanation of exercise needed  Explanation of proper handling practices  List of vaccines needed (if any), date when administered and future due dates  The name and phone number of a veterinarian in case of emergency- Site Supervisors will be contacted for veterinarian visits approval. A log must be posted for staff to initial and date as animal care and related duties are completed. The log must include:  Daily feeding (food and water) schedule  Daily exercise  Cage cleaning schedule Accommodations must be made for:  Scheduling weekend, holiday, and vacation care  Maintaining care in the case of an emergency (natural disaster, animal illness, bites, and other similar situations) Responsibility of the teaching staff:  Review each child’s Health History to identify children with allergies to specific animals.  Complete the Pet Care Plan.  Maintain the overall care of the animal.  Initial the log noting responsibilities completed.  To report any bites or scratches to the Site Supervisor and complete health documentation as required. Responsibility of the Site Supervisor:  Submit a request to the AD for classroom pet approval.  Oversee the health and well-being of children, staff and animals as they interact in the classroom.  Report bites or scratches immediately the Comprehensive Services Health Manager and the Assistant Director. Responsibility of Assistant Director:  Provide pet approval for a classroom on an individual basis. R. Safety / Sanitation Procedures  Facilities have available first-aid kits readily accessible/clearly marked for emergency use. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1279 2017-19 Policies and Procedures Section 2: Program Operations 137 2017-19 Policies and Procedures Section 2 – Program Operations  Facilities are equipped with a fire extinguisher securely mounted and readily accessible.  Employees are trained in the use and type of fire extinguishers available.  All fire extinguishers are tagged, noting months/years/dates of inspections/annual maintenance, and identified use (class of fire).  Facility exits are clearly marked with visible, approved EXIT signs. Aisles, hallways, and other exits are kept free of obstacles, including furniture and equipment.  All materials and surfaces accessible to children, including toys, shall be free of toxic substances.  All plants must be non-toxic.  Air fresheners will not be allowed in any space accessible to children and families.  Baby walkers shall not be used or kept on the premises.  Playground equipment shall be securely anchored to the ground unless it is portable by design.  Equipment and furniture shall be maintained in a safe condition, free of sharp, loose or pointed parts.  Equipment and furniture shall be age and size appropriate so as to allow children present to fully participate in planned activities.  All items on shelves above three feet tall (plants, sculptures, books, and other items) shall be secured with museum putty, safety latches, barriers, or other similar items to prevent items from falling onto children.  Open shelves and cabinets over three feet tall shall be free of heavy objects.  Tall furniture over four feet tall shall be braced to the wall or floor.  Cots shall be maintained in safe condition and bedding shall not be shared by different children without first laundering the bedding.  Floor mats are constructed of foam at least ¾ inch thick and covered with vinyl, with no exposed foam. Floor side must be marked so that it can be distinguished from the sleeping side.  Aisles and trafficked areas are kept free of obstacles and obstructions, with empty food containers promptly removed.  Cots shall be arranged so that each child has access to a walkway without having to walk on or over the cots or mats of other children.  Safe stools/ladders are available and used for reaching shelved items.  Employees are trained in the proper use of equipment that their duties require them to use. Employees who have not been trained in the proper use of equipment may not operate such equipment.  Employees are required to be attentive to their tasks, especially when cooking or operating moving equipment.  Smoking is prohibited in all areas.  All employees must consume food only in designated areas.  All employees are required to adhere to procedures for kitchen sanitation and the cleaning schedule.  Firearms and other weapons shall not be allowed on or stored on the premises of a child care center. S. Safety Surveillance 1. Identification and Correction August 15, 2017 Contra Costa County Board of Supervisors Minutes 1280 2017-19 Policies and Procedures Section 2: Program Operations 138 2017-19 Policies and Procedures Section 2 – Program Operations The Health and Safety Officer will conduct monthly inspections of the facility for hazards using the Health and Safety Checklist on CLOUDS. The Site Supervisor will review the result of the site inspections and will submit a Track-it request for correcting hazardous conditions identified. 2. Escape Hazards The Site Supervisor will maintain and review with the staff annually a list of potential high-risk locations/situations where a child might escape unnoticed from the group. Staff will use this list to plan increased supervision in these high-risk locations and situations. If such a high-risk escape hazard is identified between annual reviews, staff will take action immediately. 3. Evacuation Hazards The Site Supervisor will be responsible for establishing and updating a checklist of locations to be assessed during evacuation to assure complete surveillance of the building before and after evacuation is declared complete. The checklist will identify usual and likely-to-be-forgotten locations such as: under a cot, behind a sofa, in a toy bin, in a closet, kitchen, or toilet room. 4. Injury Prevention Whenever an injury occurs, a copy of a completed Incident/Accident Report (CSB245) will be filed in an injury log. The injury log will be reviewed every three months by the Site Supervisor or Assistant Director to identify hazards in need of corrective action.  Staff and volunteers must be able to demonstrate safety procedures. Both staff and volunteers will review safety procedures with the Site Supervisor prior to working in the classroom. Emergency procedures, the Health and Safety Checklist, and playground safety shall be reviewed with each staff person and volunteer before any interaction with children may occur.  Child and parent activities must include safety awareness for the home and in the program. Videos, brochures, newsletter articles, and parent training will be used to foster safety awareness for the home and in the program. T. First Aid Kits All centers should have a first-aid kit and manual that is easily accessible (location should be marked by “First Aid Kit” signage), available to staff, and out of reach of children. The following items should be in the first-aid kit:  CPR Mask (inside or outside in conjunction with the first aid kit)  Disposable, nonporous gloves  Scissors  Tweezers  Thermometer  Adhesive tape  Sterile first aid dressings  Bandages or roller bandages August 15, 2017 Contra Costa County Board of Supervisors Minutes 1281 2017-19 Policies and Procedures Section 2: Program Operations 139 2017-19 Policies and Procedures Section 2 – Program Operations  Pen/pencil and note pad  Antiseptic solution  Cold pack  First aid manual  Poison Control number The Health and Safety Officer, using the Health and Safety Checklist, will inventory the First Aid Kit monthly. Orders for restocking the kits are placed with designated staff. The First Aid Kits are only to be used in an emergency. Everyday health and safety supplies such as Band-Aids, cold packs and gloves are stocked separately in designated locations within each center, inaccessible to children. U. Preparing For Emergencies Each classroom has a disaster preparedness plan in case of fire, earthquake, or other emergency. Children and staff must be prepared to execute the plan in the event of such emergency. 1. Operations Procedure Staff receives training on the disaster preparedness plan during their initial work orientation, and at subsequent staff development training. Such training is filed and documented with training records.  Fire drills are held at least once per month.  Earthquake preparedness drills are held at least once per month.  Shelter-in-Place drills are held once a month on the first Wednesday of each month.  All CSB centers post evacuation plans, and have documentation of successfully completing monthly fire and earthquake drills.  Documentation of earthquake and fire drills should be entered in the Fire/ Earthquake Drill Report for and the Fire and Earthquake Drill Log (Disaster Drill Report SB116 and Disaster Drill Report Log SB117)  Classroom teachers provide an orientation to children on how to respond to an emergency as part of the ongoing curriculum.  Fire drill and earthquake preparedness orientations must take place by the second week of program opening for children and monthly thereafter.  In the event of an emergency when children are moved to another location, medications and documentation for children with health conditions that may require incidental medical services must be transported with the child by the Lead Teacher or designee who is designated to administer the medication. Contra Costa County maintains an Office of Emergency Services (OES) Plan, which is activated during major disasters. The functions performed at the OES include gathering and evaluating damage information, determining emergency response priorities, obtaining necessary resources (materials, supplies, equipment, and personnel) and providing information to the news media. Community Services Bureau staff will provide information to the County OES on the status of the department’s staff, buildings and equipment, including vehicles. A verbal report to Community Care Licensing must be made within 24 hours and a written report must be submitted to the licensing agency within seven days of the occurrence of any of the following August 15, 2017 Contra Costa County Board of Supervisors Minutes 1282 2017-19 Policies and Procedures Section 2: Program Operations 140 2017-19 Policies and Procedures Section 2 – Program Operations events:  Death of any child from any cause  Any injury to any child requiring medical attention • Any unusual incident or child absence which threatens the physical or emotional health or safety of any child • Any suspected physical or psychological abuse of any child • Epidemic outbreak • Poisoning • Catastrophe • Fire or explosion occurring in/on the premises Reports must be made in writing to the funding sources as soon as possible after any of the above. 2. Emergency Disaster / Earthquake Supplies All sites have emergency/disaster supply containers that are easily accessible. The sealed containers hold the following items appropriate to the number of adults, children and infants at the site. The inventory with the expiration date of the contents is listed on the outside of the container. First Aid Supplies Food Bars Formula Formula Bottles Bottle Bags Bottle Nipples Pliers Crow bar Water Latex Free Gloves Hand Sanitizer Trash bags Multi-purpose Tool Shovel Radio Safety Goggles Solar Blankets Work Gloves Gas Shut off Tool Scissors Dust Masks Zip Lock bags Masking Tape Duct Tape Fleece Blankets Batteries Whistles Toilet Paper Rope Adult Vests Germicidal Tablets Wrench Buckets Flashlight Soap Cold Packs Antiseptic Wash Hammer Lanterns Shovel Eye Wash Vinyl Tarp Toilet Bags Toilet Chemicals Bucket Toilet Seats Dust Masks Hard Hat 3. Meal Delivery-Emergency Each center should have the items listed below available when food cannot be transported to the centers due to unforeseen circumstances such as traffic, breakdown of van, or breakdown of equipment in kitchen. All of these food items should be stored and marked “Emergency Food’’. The requisite amount of milk (two half-gallon jugs for preschool and one half-gallon jug for toddlers per classroom, per meal) and fluid milk substitutions if needed for milk intolerances are to be on hand at all times. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1283 2017-19 Policies and Procedures Section 2: Program Operations 141 2017-19 Policies and Procedures Section 2 – Program Operations  Infant food: o Meats, fruits and vegetables o Dry cereal o Formula  Breakfast food: O Dry cereal o Canned fruit o Milk  Lunch food:  Sun butter  String cheese  WW crackers  1 can of fruit and 1 can of vegetables  Milk  Afternoon snack:  Graham crackers  Milk V. Classroom Sanitation 1. General Description Each classroom is responsible for preparing the spray bottle of sanitizing solution on a daily basis.  The proportions of bleach to water are: three quarters (¾) teaspoon of chlorine bleach to two (2) cups of water or one (1) tablespoon of chlorine bleach to one (1) quart of water. Other disinfectants may be used with the approval of the Assistant Director for that site.  Classroom staff is instructed to clean off any visible soil with soap and water prior to spraying each table lightly with the bleach solution, to wipe it with paper towels and air dry. This is to be done before and after each meal service.  The bleach solution, as well as any other disinfectants, cleaning solutions, poisons and other items that could pose a danger to children, should be placed in a locked cabinet after each use to prevent children from reaching.  Warning Signs and Mixture instruction posters should be posted on the cabinet door where the solution is stored (See CSB Forms for forms “Warning Sign Poster” and “Warning Mixture Instruction Poster” in English and Spanish).  Tabletops and eating surfaces must be cleaned/sanitized before and after each meal, counter tops are cleaned between preparation of different food items, and can openers are cleaned/sanitized after each use. Classroom staff is responsible for sanitizing toys weekly, as well as cleaning shelves and all areas of the classroom where toys are stored.  In classrooms that have kitchen equipment, the teaching staff will ensure that, on a weekly basis and as needed, the pantry is swept, and ovens and refrigerators are cleaned. The building service worker washes trashcans as needed. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1284 2017-19 Policies and Procedures Section 2: Program Operations 142 2017-19 Policies and Procedures Section 2 – Program Operations 2. Classroom Sanitation in Infant Care Centers: Particular emphasis on classroom sanitation for infant centers is critically important in ensuring the health of the children and staff and in preventing the spread of communicable disease. Keep the classroom sanitized by adhering to these activities:  All items used by pets and animals shall be kept out of the reach of infants.  Before walking on surfaces that infants use specifically for play, adults and children shall remove, replace, or cover with clean foot coverings any shoes/socks they have worn outside of that play area.  Each caregiver shall wash his/her hands with soap and water before each feeding and after each diaper change.  Only dispenser soap, such as liquid or powder in an appropriate dispenser shall be used.  Only disposable paper towels in an appropriate holder or dispenser shall be used for hand drying.  Washing, cleaning and sanitizing requirements for areas used by staff with infants or for areas that infants have access to, are as follows:  Floors, except those carpeted, shall be vacuumed or swept and mopped with a disinfecting solution at least daily, or more often if necessary.  Carpeted floors and large throw rugs that cannot be washed shall be vacuumed at least daily and cleaned quarterly, or more often if necessary.  Small rugs that can be washed shall be shaken or vacuumed at least daily and washed at least weekly, or more often if necessary.  Walls and portable partitions shall be washed with a disinfecting solution at least weekly, or more often if necessary.  The diaper-changing area, where residue is splashed from soiled diapers and items and surfaces are touched by staff during the diaper-changing process, shall be washed and disinfected after each diaper change. Such areas, items and surfaces shall include but not be limited to: o Walls and floors surrounding the immediate diaper-changing area. o Dispensers for lotion, soap and paper towels. o Countertops, sinks, drawers and cabinets. o Sinks used to wash infants, or to rinse soiled clothing or diapers shall be disinfected after each use  Objects used by infants that have been placed in the child’s mouth or that are otherwise contaminated by body secretion or excretion are either to be (a) washed by hand using water and detergent, then rinsed, sanitized, and air dried, or (b) washed in a mechanical dishwasher before use by another child. A container will be placed in the infant room to collect these objects which shall be washed and disinfected at least daily, or more often if necessary. Such objects shall include, but not be limited to toys and blankets.  Linens laundered by the center shall be washed and sanitized at least daily, or more often if necessary. Such linens shall include, but not be limited to, bedding, towels and washcloths used on or by infants.  A disinfecting solution, which shall be used after surfaces and objects have been cleaned with August 15, 2017 Contra Costa County Board of Supervisors Minutes 1285 2017-19 Policies and Procedures Section 2: Program Operations 143 2017-19 Policies and Procedures Section 2 – Program Operations a detergent or other cleaner, shall be freshly prepared each day using 1/4 cup of bleach per gallon of water or other approved disinfectant . Commercial disinfecting solutions, including one-step cleaning/disinfecting solutions, may be used in accordance with label directions.  All disinfectants, cleaning solutions and other hazardous materials must be approved for use at CSB and shall be placed in a locked storage area. W. Kitchen Sanitation  All kitchen staff will follow Contra Costa County’s Environmental Health rules and regulations for Retail Food Facilities.  Cleaning/sanitizing may be done by spraying, by immersion in dish washing machine, or by any other type of machine or device (if demonstrated thoroughly to cleanse/sanitize equipment and utensils). The dishwashing machine must reach a temperature of 165 °F (74 °C) during washing and 180 °F during rinsing.  All dishes and utensils used for food preparation, eating and drinking must be cleaned and sanitized after each use. If a dishwasher is not used, the manual 3-compartment sink method must be followed.  Toxic materials must not be stored in food storerooms, kitchen areas, food preparation areas, or areas where kitchen equipment or utensils are stored.  Soaps, detergents, cleaning compounds or similar substances must be stored in areas separate from food supplies. X. Food Safety and Sanitation 1. Personal Hygiene for Food Service Staff and Classroom Staff No person is allowed to work in a food service facility or a food serving area if he/she:  Is infected with a communicable disease that can be transmitted by food.  Is a carrier of organisms that can cause disease.  Has a boil, infected wound, or acute respiratory infection. Employees must thoroughly wash their hands and exposed portions of their arms with soap and warm water:  Before starting work  Before serving food  During work  After diapering  After smoking  After eating  After drinking  After using the toilet  As often as otherwise necessary Employees must take off their apron: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1286 2017-19 Policies and Procedures Section 2: Program Operations 144 2017-19 Policies and Procedures Section 2 – Program Operations  When exiting building  When going to use the bathroom  As often as otherwise necessary Employees must maintain a high degree of personal cleanliness, and conform to good hygienic practices:  Minor cuts or scrapes should be thoroughly cleaned, and covered with a clean bandage. If the affected area is on a hand, food service gloves should be worn until the area has healed.  While engaged in food preparation or service or while in areas used for equipment washing, utensil washing, or food preparation, employees must not use tobacco in any form, eat food, chew gum, or wear earphones. Employees may eat and drink in designated areas only, and shall follow Contra Costa County's tobacco product control ordinance.  Potentially hazardous food must be kept at an internal temperature below 40°F or above 140°F. Hot foods that fall below 140°F must be reheated to at least 165°F.  Gloves are to be used when either hand comes into contact with food such as when cutting food. Gloves do not need to be used when serving food with a utensil so there is no hand contact.  Each serving bowl on the table must have a separate spoon or other utensil.  Leftovers may not be sent home with children, staff, or adults - due to the hazards of bacterial growth.  Employees may not have snacks (coffee, soda, chips, candy, or other snack foods) in front of children.  To help maintain kitchen sanitation, all non-kitchen staff shall not enter the kitchen except as required for work duties. 2. Policies for Food Sanitation / Safety i. Mealtime Sanitation Procedures  Before and after each meal time, tables must be cleaned with the registered disinfectant/cleaner approved for food prep surfaces o Children should not return to the table with books, toys, etc. until after the table has been cleaned and sanitized.  Teachers and children must wash hands before setting table or sitting down at table.  The assigned staff must take temperatures of foods before serving, and food must be warmed up to 165F if temperature falls below 140F.  Serving temperature and the time when temperature was taken must be recorded on transport sheet. ii. Food Utensils, Dishes and Food Containers  Each center must ensure that all serving bowls and other tableware items have been properly sanitized before each use.  All dishes, utensils, and food containers are the property of Contra Costa County Community Services Bureau, and should not be taken off the premises.  All food and utensils are to be kept in their proper storage cabinet.  Non-perishable food and food-related products are to be stored at least six inches off the ground at all times. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1287 2017-19 Policies and Procedures Section 2: Program Operations 145 2017-19 Policies and Procedures Section 2 – Program Operations iii. Refrigerators Thermometers inside freezers and refrigerators must be checked daily. It is the Site Supervisor’s responsibility to:  Monitor the daily temperature check and keep the Refrigerator/Freezer Log (CSB455) accessible.  Order a new thermometer when needed.  Ensure that perishable food items are cleared from the refrigerator weekly.  Ensure that the refrigerator is cleaned and sanitized on the last day of the week.  Ensure that staff food is stored only in produce drawers labeled "Staff Food" in CACFP refrigerators. No open containers are allowed in the produce drawers. iv. Food storage  Leftover fruit (except for bananas) and bread shall be stored in the refrigerator for later use.  Leftover milk and cold foods shall be rotated so they do not become outdated.  Once milk is poured into small containers, it should not be poured back into the milk carton.  All foods shall be marked with their date of delivery.  Opened food that must be stored shall be labeled with name and date of opening.  All containers shall be labeled with name of food and date when packed. v. Disposal of Leftover Food Serious health problems can be caused by leftovers that are held too long at an improper temperature. Teaching staff is required to dispose of all un-served cooked foods. At the end of each meal they are thrown into the garbage can.  Food may not be kept after it has been put on the table for children.  Leftover (un-served) food can never be taken home.  Leftover fresh fruits, vegetables, cereals, breads and milk should be stored properly and used for snacks or breakfast. Unsafe perishables shall be disposed of daily.  The central kitchen will create a sample lunch plate and hold it for seven days. This food will be used for analysis in the event of a food-borne illness outbreak. Y. Procedures for Using Transport Units Food cambros are insulated to help maintain the temperature of hot food or cold food. Cambros shall be sanitized daily.  Cambros shall not be stacked more than four high.  Broken cambros shall not be used to transport foods.  Containers are opened just before serving food.  All food containers shall be rinsed before being returned to central kitchen. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1288 2017-19 Policies and Procedures Section 2: Program Operations 146 2017-19 Policies and Procedures Section 2 – Program Operations  Food shall not be left at room temperature in an open insulated food container. Z. Food for Infants 1. General Description  Infants from birth through 11 months participating in the program will be offered an infant meal. Under the infant meal pattern, infant formula is a required component and, as such, must always be offered unless the infant’s mother provides breast milk. CSB encourages breast-feeding. Infants and mothers benefit when infants are breastfed. Facilities are available for mothers to comfortably and discreetly breastfeed infants. Alternatively, staff can feed infants expressed breast milk left by their mothers.  The decision regarding which infant formula to feed a baby should be made jointly by the infant’s doctor and parents. CSB provides one house formula: Enfamil Infant. Any parent who wishes to decline this formula must document this declination using the form “Parent’s Form for Declining a Provider’s Formula” (See Form CSB404). Such parents will furnish a formula which meets the CACFP requirements for iron fortification and nutritional content, unless the doctor has prescribed a special formula. If the doctor-prescribed formula does not meet the CACFP requirements, parent and MD will need to complete a medical statement in addition to the declination form (CSB404).  Infants are to be held while being fed, and must never be laid down to sleep with a bottle.  An infant’s developmental readiness is assessed to determine the foods to be provided, the texture of the foods, and the feeding styles to use. For complete guidelines, refer to the training manual Feeding Infants: A Guide for Use in the Child Nutrition Programs. 2. Feeding Infants:  The introduction of solid foods is usually started around six months of age, depending upon each infant’s nutritional and developmental needs. The decision to introduce solid foods should always be made in consultation with the parents. New foods are introduced one at a time, at least one week apart to make it easier to identify food allergies or intolerances. Infants will be offered single-ingredient commercial baby food when appropriate.  As infants grow older, they may prefer to hold their own bottles, and may do so while being held in an adult’s arms or lap.  Dental problems, such as tooth decay, may result from children using bottles as pacifiers. For this reason, children are not allowed to carry bottles.  Cereal or any other solid food may not be served from a bottle. A spoon is to be used instead. Baby food shall not be served from jars. Before feeding, the approximate amount of food that infant might consume shall be taken from the jar and placed into a small dish. Solid foods must not be put in bottles. Babies fed such food in a bottle can choke and may not learn to eat foods properly.  Any parents who choose to decline the center's offered food and instead furnish one or more food items that meet Child Nutrition Program (CNP) nutritional content requirements, must document this declination using the Parent’s Form for Declining a Center's Food For Infants, (Form CSB405) unless the doctor has prescribed special food. Any food items provided by the parent must be in compliance with local health codes. If the doctor’s prescribed food item(s) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1289 2017-19 Policies and Procedures Section 2: Program Operations 147 2017-19 Policies and Procedures Section 2 – Program Operations does not meet the CNP requirements, the doctor will need to complete the Physician's Letter for Declining a Center's Food (CSB405a), return the original to the Nutrition Office, and retain a copy in the child’s file. 3. Food to Avoid with Infants Infants are at risk of choking on food due to their poor chewing and swallowing abilities. For a complete list of foods to avoid for infants and toddlers, please refer to the training manual, “Feeding Infants: A Guide for Use in Child Nutrition Programs.” AA. Food for Toddlers Toddlers will be served food from the regular Child Nutrition Toddler menu. Foods should be served family style and prepared so they are easy to eat (small pieces, or thin slices, no bones). BB. Potlucks Potlucks have historically been an integral part of CSB. They have provided parents with opportunities to share part of their family traditions, culture, personal interests, and strengths with other parents and staff in an economic and enriching manner. As the program has grown, concerns have been raised in relation to sanitation, safety, and nutrition. This is partly due to the common practice in our community of celebrations being built around a shared food experience, often with participants bringing their choice of food.  Potlucks are discouraged during class hours as the children have their planned menus.  If a potluck is held during a classroom event, it shall be held in a separate room such as a teacher’s lounge or conference room. If a separate room is not available, potlucks shall be held after class hours.  If a potluck is held during a classroom event, enrolled children will first be served the food provided by Child Nutrition Services.  Parents may prepare a plate of potluck food for their own children only, and enrolled children may not be served the food in lieu of the food provided by the program.  If after hours, parents may serve their children alternate food from whatever source they choose at that time.  Parents who choose to contribute food should be encouraged to bring foods that are economical, healthy, and prepared in sanitary conditions. See section CC below for restrictions and suggested healthy alternatives.  The food may be either homemade or purchased.  Cultural foods are encouraged. CC. Food for Children, Parent, Staff Meetings and Events In March 1993, in an effort to reduce chronic disease, the Board of Supervisors adopted the Contra Costa County Food Policy developed by the Contra Costa County Food and Nutrition Policy Consortium, of which CSB is a member. The policy states that food provided at staff meetings, parties and other types of County social events should include choices that meet U.S. Dietary Guidelines. All foods served to people or provided through food assistance programs should reflect current standards of good nutrition. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1290 2017-19 Policies and Procedures Section 2: Program Operations 148 2017-19 Policies and Procedures Section 2 – Program Operations In 2012, the Board of Supervisors and the Policy Council approved a Healthy Food & Beverage Policy. This policy states that Community Services Bureau recognizes frequent consumption of non-nutritious foods and beverages as a significant risk to the health of the children being served, and is taking a preventive approach. The role of CSB in serving families includes consistently modeling the behavior we wish to encourage. Therefore, at all CSB meetings, events, activities, or celebrations which include children:  Sugar (or corn syrup) sweetened beverages and 100% fruit juice will not be served  Foods containing large amounts of sugar and/or solid fats (candy, donuts, cakes, cookies, chips, etc.) will not be served Instead, CSB will provide or require healthy alternatives such as:  Unsweetened carbonated water (flavored or unflavored)  Water, perhaps flavored with a slice of lemon or other fresh fruit (and preferably served in non- plastic containers)  Non-fat or 1% milk (plain)  Coffee and/or tea (for adults)  Fresh fruit  Whole-grain snacks (crackers, etc.)  Raw vegetables and dipping sauce At all facilities directly operated by CSB, the CSB Healthy Food and Beverage policy will be implemented for any meal or special event that includes children. DD. Nutrition Services  The Nutrition Office works with staff, professionals and parents to meet the nutritional needs of children with disabilities, and to help prevent disabilities that have a nutrition-related basis  The Comprehensive Services Health, Disabilities and Mental Health Managers work with the Nutrition Manager to ensure that provisions to meet special needs are incorporated into the nutrition program.  Appropriate professionals shall be consulted when determining ways to assist Head Start staff and parents with regard to children who have severe disabilities and/or problems with eating.  The Nutrition Manager will plan and implement activities to help children with disabilities participate at mealtime, and to help prevent nutrition-related disabilities. EE. Food Defense Security measures in the central kitchen area will be followed by limiting access to the food production area and storage area to authorized personnel only. When not in use:  Freezers shall be kept locked.  Walk in refrigerators shall be kept locked. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1291 2017-19 Policies and Procedures Section 2: Program Operations 149 2017-19 Policies and Procedures Section 2 – Program Operations  Storage room shall be kept locked.  Access to ice machine shall be controlled.  Food shipments shall be accepted only if products are secured and sealed.  Incoming food shipments shall be examined for potential tampering. PART V. FAMILY & COMMUNITY ENGAGEMENT PROGRAM SERVICES SUBPART I. Family Partnership Agreement Building A. Purpose Parent and family engagement in Head Start/Early Head Start (HS/EHS) is about building relationships with families that support family well-being, strong relationships between parents and their children, and ongoing learning and development for both parents and children. The partnership between parents and HS/EHS staff is fundamental to children's current and future success and their readiness to school. At CSB, parents and family engagement activities are grounded in positive, ongoing, and goal- oriented relationships with families. The Family Partnership Agreement Building process begins at the first point of contact with the families. This may occur through a phone call to the enrollment line, an intake appointment, an enrollment clinic or a walk-in at one of our centers. Upon enrollment staff and families build ongoing, respectful, and goal oriented relationships. As needed, staff is ready to link families with community resources and referrals to promote progress on family and child development goals. The Family Partnership Agreement Building is further strengthened by parents completing the Parent Volunteer Survey, Parent Interest Survey, and engaging in the day to day program activities for families and children. B. Building Family Partnership Agreement (FPA) Through the Family Partnership Agreement, families work with staff to identify and achieve their goals and aspirations. The FPA is a strength-based practice and is completed twice each program year. In both cases, parents and co-parents are encouraged to participate based on their readiness/willingness. The Family Partnership Agreement has three layers of engagement:  Family assessment  Family Goal Setting  Referral and Resources 1. Family Assessment Through the family assessment process, families meet with staff to share their unique strengths, inspirations, goals and challenges. They also discuss various dimensions of the HS/EHS Parent Family Community Engagement (PFCE) Framework: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1292 2017-19 Policies and Procedures Section 2: Program Operations 150 2017-19 Policies and Procedures Section 2 – Program Operations  Family’s well-being (Parent/family Health and safety, financial security, Shelter)  Positive Parent Relationships (Parents developing warm relationships that nurture their child’s learning and development).  Family as Lifelong Educator (Parent as first teacher, participates and support their children learning, partner with teachers school and community).  Family as Learners (Parents advance their own learning through educations, training, to support parenting, career and life goals).  Family Engagement in Transitions (Parents support children learning and development as they transition to new learning environments such as EHS to HS or HS to Kinder and Elementary School).  Family Connections to Peer and Community (Parent is connected with peers to build networks that are supportive and educational to enhance social well- being and community life).  Family as Advocates and Leaders (Parent participates in leadership development at site level, community or state level to improve advocate for high quality children’ learning experiences). The key points of this conversation are objectively documented in CLOUDS. Using the Family Partnership Assessment Indicators, Comprehensive Services staff will assign one of the indicators to the dimension (thriving, safe, stable, or in-crisis). 2. Goal Setting Based on the information gathered in the Family Partnership Agreement - Assessment, and on what families consider is important to them, they are encouraged and assisted to set SMART goal (Specific, Measurable, Agreed upon, Realistic, and Time Based). If the family had a pre-existing goal, and the parent seeks assistance, CSB staff will support the family as requested. Using the family’s own words, the goal is recorded in CLOUDS, Family Partnership Agreement Goal section, clearly stating the following:  Areas of Strength  Goal Category  Goal Description  Action Steps for what is needed to achieve goal(s) (The parent’s responsibility for the action)  Support Needed (Staff commitment to the action)  When the goal will be completed (within the program year)  Plan B (if something unexpected happens) 3. Accessing Resources and Referrals Upon identification of the family SMART goal, the family defines achievable short steps, identifies resources/referrals they might need to successfully reach those goals, and commits to its completion. Staff assistance and support, nurtures the family as they go through this process, building their knowledge and confidence accessing community resources. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1293 2017-19 Policies and Procedures Section 2: Program Operations 151 2017-19 Policies and Procedures Section 2 – Program Operations 4. CSB Family Partnership Agreement Process The initial FPA is completed within 90 day of family enrollment; the second one is a follow-up of the initial FPA and is completed by April 30 i. Within 90 days of Enrollment Comprehensive Services Clerks are responsible for the following:  Complete the first FPA with parents and enter all information accurately in CLOUDS. Staff document key words based on the evaluation indicators (strengths or concerns) for each area to validate reason for the selected evaluation indicator.  Encourage parents to develop their own goals.  Immediate support/resource and referrals are given to families especially those that feel vulnerable or in crisis. In this last one, Comprehensive Services Manager for Parent, Family and Community Engagement is notified by the CLOUDS inbox. All actions, resources, referrals and results of follow-up are documented in the assessment and in CLOUDS.  Within one month contact the family to determine if resources or referrals were appropriate and adequate for the family. (Contact can be over the phone or in person)  Document contact on Family Referrals and Services-Notifications in CLOUDS (enter dates and CS staff initials) indicating if the resource(s) met the family’s needs and if the family was satisfied with the referral/resource.  If a family doesn't identify areas in need to strength up, suggest the family to develop a goal that supports their child’s educational goal or development. (Staff can refer families to their parent-teacher conference goals if needed) Document notes in CLOUDS. ii. By April 30th Comprehensive Services Clerks are responsible for the following:  Complete the second FPA, by reviewing the initial FPA with parents. Staff communicates with families to discuss and document any changes to the previous family assessment on CLOUDS  Follow-up on family goal progress. Staff document on CLOUDS, the status of goal completion, if the goal changed, or if there were any barriers to completing the goal.  As needed assist families in utilizing provided resources/referrals immediately for emergency, in-crisis.  As needed contact families to determine if resources or referrals were appropriate and adequate for the family. (Contact can be over the phone or in person) Document notes in CLOUDS under Referral and Resources and Services-Notifications. iii. On an Ongoing Basis: Site Supervisors are responsible for the following:  Review individual FPA’s and Family Goals for their sites.  Review CLOUDS custom report for Family Performance and Outcome by Measure by selecting your site. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1294 2017-19 Policies and Procedures Section 2: Program Operations 152 2017-19 Policies and Procedures Section 2 – Program Operations  Maintain communication with CS Staff, especially for those families that might be "in crisis" or "vulnerable".  Should the family situation change and site staff is aware, notify comprehensive services staff to update Family Partnership Agreement assessment if needed, and provide support or resources as needed.  As applicable, provide Comprehensive Services staff with updates to Referrals and Services as parents inform so that CLOUDS is maintained accurate and support is provided as needed. Comprehensive Services Assistant Managers are responsible for the following:  Monitor the completion and accuracy of FPA data entry in CLOUDS.  Following through CLOUDS reports to ensure family's referral and services are properly followed up and resources, referrals are in place.  Ensure that adequate follow-up and resources were provided in a timely manner by CS Staff.  Provide support and assistance to Site Supervisors and CS Clerk in obtaining resources if requested.  Provide support and assistance to family when needed.  Hold Family Meeting for referrals that require multiple steps and planning.  Hold Family Meeting in order to comprehensively support families who requested additional support or identify themselves as been vulnerable or in crisis.  Work with Comprehensive Services Clerks to strategize timely completion of FPAs. Comprehensive Services Clerks:  Build positive goal oriented relationships with the families.  Complete initial or returning year FPA within 90 days of enrollment. (By September 29th for returning families.)  Complete end of the program year FPAs, follow upon initial FPAs, review goal achieves, and request family feedback about community resources.  Maintains open communication with families and follow on their goal process. As needed provides support.  Complete Family Assessments, Goal setting, Referrals and Resources. If the family has not completed their goal from the previous year and would like to continue working towards the same goal, staff is to document in the existing CLOUDS goal and change the "by when" date.  Partner with families to educate, support and build skills in accessing community resources and referral. If families were vulnerable or in crisis, a 2 week follow up is required to review if families accessed the community resources.  Document all entries and follow up in CLOUDS data system. 5. Desired Outcomes of Family Partnership Process  Families achieve an enhanced quality of life by engaging in a Family Partnership Agreement. Families are provided community resources such as adult education classes, financial literacy assistance programs, employment counseling, school lunch programs, health resources, and other community services. Such efforts are coordinated with the Comprehensive Services staff via the Family Partnership Agreement process and through on-going interactions with August 15, 2017 Contra Costa County Board of Supervisors Minutes 1295 2017-19 Policies and Procedures Section 2: Program Operations 153 2017-19 Policies and Procedures Section 2 – Program Operations site or comprehensive services staff at the parent’s discretion and need. By assisting families to identify their own supports and strengths, development of skills, tools, and resources, families are able to use this process to further develop their goals for their families beyond Head Start.  Families feel empowered and have gained life skills to be self-reliant by learning about and accessing community resources to support their family.  Families’ attainment of goals will be identified  Families attain and accomplish pre-existing goals if identified The Comprehensive Services staff provides guidance, support, and resources to the family, moving them toward successful completion of their family goal(s) and aspirations. Documentation of support can be found in CLOUDS, Family Partnership Agreement, Family Goal, Referrals and Services, and the Family Case History. When the family does not meet the timeline to accomplish their Family Goal, the Comprehensive Services staff will provide additional support and guidance, by reviewing/discussing all obstacles which prevented the family from meeting the time line. Families have a choice to continue moving toward meeting their goal(s) or establishing a new goal. If a family chooses to set a new goal, Comprehensive Services staff will assist the family in identifying an area to set a goal, and follow the goal setting procedures as listed under Goal Setting. Comprehensive Services staff will provide support and resources for the family to work towards achieving the newly identified goal. Families may refuse to participate in the assessment, goal development or resources/referrals services. Staff document their attempts at explaining benefits of the process, and note on CLOUDS that parent refused. 6. Parent Volunteer Survey During the enrollment appointment, Comprehensive Services staff asks parents to complete a Volunteer Survey (See Form CSB300). This survey includes ways for parents to be engaged at the site level such as: helping in the classroom, preparing materials, and sharing their talents. It also offers opportunities to volunteer on a larger scale such as Policy Council, Nutrition Advisory Committee, Health Services Advisory Committee, and Interview Panels. The following is the protocol for implementation and completion of the Volunteer Surveys: i. Upon Enrollment CS Clerks are responsible for:  Educate parent about CSB volunteer opportunities and encourage parents to complete the CSB300 Volunteer Survey Form.  Collects completed forms and tally a list of volunteers by site.  Input names of parents indicating interest in an Advisory Committee (Policy Council, Health Services, Interview Panel, Nutrition, etc.) into the Volunteers for Advisory Committees folder on the Shared drive. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1296 2017-19 Policies and Procedures Section 2: Program Operations 154 2017-19 Policies and Procedures Section 2 – Program Operations ii. By September 30th Site Supervisors are responsible for:  Compiling a list of site volunteers from Volunteer Survey results and  Utilizing the list of volunteers when needed for parent meetings. Comprehensive Services Assistant Managers are responsible for: Working with Comprehensive Services Clerks to ensure Parent Interest Survey distribution and Volunteer Survey tasks are completed within the timeline. iii. Ongoing  Should parents indicate interest in volunteering at a later date, they can inform site staff or CS staff for volunteer opportunities. (Volunteer Interest Survey is used upon enrollment as a means to discuss various engagement opportunities; however, families can participate in a volunteer activity at any point of enrollment). 7. Parent Interest Survey The Parent Interest Survey is aligned with the Head Start Program Performance Standard (HSPPS) Family Outcomes. This survey is completed by Parents upon enrollment; results from the survey allow staff to identify the top topics of parents’ interests. Trainings at the parent committee meetings, or resources provided at site level of interest. The list of the top ten results are kept in the Parent Meeting and Policy Council binder and can also be shared via written materials, newsletter articles, speakers, and other forms of media. The categories for topics include:  Health/safety  Nutrition  Mental health  Child development/transitions/  Parenting/child-parent relationships  Literacy /adult education  Employment /job training/asset building  Connecting to community resources, leadership/advocacy The following is the protocol for implementation, timeline, distribution, and follow up for the Parent Interest Survey (See Form CSB300):  Upon enrollment Comprehensive Services Clerks are responsible for the following: o Completing the surveys with Parent o Tallying the completed surveys o Providing site with top ten interests on site level Parent Meeting Training Schedule Form (See Form CSB304). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1297 2017-19 Policies and Procedures Section 2: Program Operations 155 2017-19 Policies and Procedures Section 2 – Program Operations  By October / November of each year Site Supervisors are responsible for the following: o Present the top ten interest results at next parent meeting as scheduled. o Work with parents to develop calendar/schedule for topic presentations. o Request support from Comprehensive Services as needed in obtaining or identifying speakers. Based on results of the Survey and Performance Standard requirements, parent education workshops are planned by Site Supervisors/Head Teachers, and Comprehensive Services team members throughout the school year. C. Accessing Community Services and Resources In order to best support and provide needed resources and referrals to registered families, CSB collaborates and works in close partnership with several child and family services community agencies in a wide number of service areas such as: mental health, health, nutrition support, education programs, disabilities/services agencies, social services, local Food Banks, financial literacy education, asset development programs, and domestic violence prevention programs. D. Supporting Families in Crisis-(Emergency and Crisis assistance) When a family experiences a crisis, the stress disrupts the family's usual pattern of functioning and family well-being. Families sometimes find that their usual ways of coping or problem solving do not work; as a result, they feel vulnerable, anxious, and overwhelmed. Sensitivity, empathy, and care are taken to assess the nature and scope of the crisis in order to work with the family to discuss the level of support that is adequate yet comfortable for the family. The role of Head Start staff is to recognize and assess the crisis situation, listen mindfully, provide assurance, and help the family use specialized resources in the broader community. Whether staff provide the needed assistance or intervention or refer families to community resources, they are key sources of support to the family.  In an event of a crisis, the Site Supervisors and Comprehensive Services staff assigned to each site should always be the first contact.  Comprehensive Services and site staff will conduct a comprehensive review of the immediate crisis that the family has.  Consult the Service Area Manager(s) most connected to the crisis as needed for case review assessment and ensure comprehensive services support has been considered, and track crisis until stabilized.  As needed, contact the Mental Health unit for support. Report the situation and advise of potential need for crisis intervention or consultation.  The Parent, Family and Community Engagement Manager should also be notified regardless of the crisis area.  Comprehensive Services Assistant Manager supporting the site creates, reviews and updates documentation of events in CLOUDS. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1298 2017-19 Policies and Procedures Section 2: Program Operations 156 2017-19 Policies and Procedures Section 2 – Program Operations E. Accessing Mental Health Services: Prevention Identification, Intervention, Program for Families CSB supports the social-emotional health and well-being of both the child and the family. Opportunities for parents are provided to discuss concerns regarding their child or family and seek/assess support/treatment options with CSB mental health unit clinicians. Goals of the mental health prevention program are to:  Improve self-concept  Build positive goal-oriented relationships  Develop coping skills for problem-solving  Manage stress effectively Family Meetings are offered to families as needed to identify and address child or family issues so that Comprehensive Services staff can provide information or additional resources to the family. Staff can assist families in obtaining appropriate referrals to address individualized family needs or concerns. Child Abuse Prevention training for parents is scheduled annually at the site level during parent meetings. Additional resources are available to site and parents upon request. F. Family Resources 1. Resource Guides:  Several community resource guides are used by Comprehensive Services staff, including: “Surviving Parenthood,” published by the Child Abuse Prevention Council (925-798- 0546/www/capc-coco.org).  “Regional Guides” published by Contra Costa Crisis Center (925-939-1916 or 211.org).  “Street Sheet,” published by Shelter, Inc. (925-335-0698/shelterinc.org) is widely used and provides an at-a- glance perspective of what resources are available to assist with basic needs. The “Street Sheet” is easy to reproduce, is available in English and Spanish, and is published for East, Central, and West Contra Costa County. Other community resources lists that are frequently distributed to CSB staff and parents include:  One Stop Career Center monthly calendars  First 5 Center monthly calendars  Local Library calendars  Latina Center calendars  Spark Point calendars  Family Law workshops 2. Internet Database For individualized resources customized to fit particular needs, Comprehensive Services staff and other staff can access 211 Online Database via the Internet at www.crisis-center.org. This up-to-date system allows staff to search for resources by name, need, and geographical area. It has the capability of August 15, 2017 Contra Costa County Board of Supervisors Minutes 1299 2017-19 Policies and Procedures Section 2: Program Operations 157 2017-19 Policies and Procedures Section 2 – Program Operations translating the resource information into 12 different languages and has a map feature allowing the user to create a map to and from the resource location. Parents are encouraged to use this resource from CSB computers, or if available, from their personal computer. 3. Other Methods of Access Parents are also given access to information about community services by posted information on parent bulletin boards at sites and Wellness Center Displays in the classrooms, from resource booklets, pamphlets, CSB Family newsletters, and flyers distributed to parents at orientation and/or other parent meetings/trainings. 4. Site Based Resources and Referrals Each Site Supervisor must make available the Resource Guides for the appropriate region of the county to assist families in accessing frequently used or needed resources. Copies of these Resource Guides should be posted on the Site Parent Board and also be distributed to each family so that it is easily accessible should they need it at a later time. Additional copies for photocopying and updated versions can be found at http://cccc.bowmansystems.com. Resource boxes are also available at each site with additional resources and handouts that relate to topics from the Parent Interest Surveys. Each site has a Wellness Center (self-help) that will assist those families that don’t ask for resources directly. The Wellness Centers contain information in the areas of: CSB’s health, disabilities, nutrition, mental health, parent/family involvement, among other flyers. The wellness centers are updated by the Site Supervisor on a quarterly basis. G. Services to Pregnant Women Enrolled in the Program Staff engages enrolled pregnant women and other relevant family members such as fathers, in family partnership services focused on factors that influence prenatal and postpartum maternal and infant health. Staff provides support throughout the transition process with program options and transition to program enrollment, as appropriate. The Family Partnership Agreements will address:  Early and continuing risk assessments, which include assessment for nutritional status as well as nutrition counseling and food assistance, if necessary.  Health/oral promotion and treatment, including medical and dental exams, on a schedule deemed appropriate by attending health care providers as early in the pregnancy as possible.  Mental health interventions and follow-up, including substance abuse prevention and treatment services as needed.  Pre-natal education on fetal development, labor and delivery, and postpartum recovery  Benefits of breastfeeding and accommodation of breastfeeding in the program.  Health staff will visit the newborn within two weeks after birth to ensure the well-being of both mother and child. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1300 2017-19 Policies and Procedures Section 2: Program Operations 158 2017-19 Policies and Procedures Section 2 – Program Operations SUBPART II. Parent Engagement A. General Description Parents are the first and most important educators of their child. Parent Engagement in CSB is integrated in the classroom and in the administration, by then, it is imperative that the parents become engaged in their children educational program, and in all aspects of the program. Parents are encouraged to participate in policy-making groups at the center, agency, and grantee levels. Participation of parents is voluntary and is not required as a condition of the child’s enrollment. Four ways have been designed to provide the parents and/or families of the program to actively participate in the following:  Engage in decision-making process  Engage as paid employees  Engage as volunteers  Engage as observers in their child’s classroom. Families can also expect to be offered the opportunity to be engaged in the program as equal partners in their child’s education, learning, and development in these ways and more:  Attend an orientation to the program and the classroom  Attend two Parent/Teacher conferences per year  Attend Parent Meetings and parent trainings  Participate as a volunteer, staff, or observer  Participate in the Male Involvement and Engagement Program  Participate in Policy Council and other advisory bodies  Participate in the Family Partnership Agreement assessments B. Engagement in the Decision-Making Process Participation in the process of making decisions about the nature and operation of the programs (as well as decision-making in the Contra Costa County Community Services Bureau Grantee-Operated Program and the Policy Council) occurs on two levels, Site Parent Committee and Policy Council: 1. Site Parent Committee Meetings: comprised exclusively of the parents of children currently enrolled at each center or within a program option such as the Home-based option. The Site Parent Committee carries out at minimum, the following responsibilities:  Collaborates with staff in developing and implementing local program policies, activities, and services (including but not limited to classroom curriculum and activities, and center- wide activities)  Plan, conduct, and participate in informal as well as formal programs and activities for parents and staff (including but not limited to parent training, special events, and parent/child activities).  Within the guidelines established by the governing body, Policy Council, or Policy Committee, participate in the recruitment and screening of Early Head Start and Head Start employees. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1301 2017-19 Policies and Procedures Section 2: Program Operations 159 2017-19 Policies and Procedures Section 2 – Program Operations The following is the staff protocol for implementation of parent meetings as family engagement:  In September Comprehensive Services Clerks, Comprehensive Services Assistant Managers and CS Managers provide support at 1st parent meeting to establish Policy Council representative and Parent Committee officers.  As needed Comprehensive Services staff assists in providing resources for speakers at Parent Meeting upon request by Site Supervisor.  Monthly one week before meeting, Site Parent Meeting Chair: o Announces upcoming meeting o Prepares agenda, make copies, prepare minutes o Copies minutes from prior month o Posts agenda on Parent Board o Secures training/guest speakers (with Site Supervisor assistance).  Monthly Site Supervisor (with the support of Comprehensive Services staff as needed): o Supports Site Parent Committee Meeting Chair with monthly duties assigned. o Provides support for translation of minutes/agendas if needed. o Provides staff report for meeting. o Ensures parent meeting binder is current for school year with training tally, agendas, minutes, sign-in sheets and copies of handouts given to parents. o Attends Parent Meeting or provide staff support to parent officers.  Within school year Site Supervisor (with the support of Comprehensive Services staff as needed) ensures that required trainings are provided at the site, including: o Pedestrian Safety (By September 30th) o Child Abuse Prevention (By April 30th) o Kindergarten Transition (January to May depending on school district) 2. Policy Council The Policy Council operates in accordance with Internal Operational Procedures of the County Board of Supervisors, the Brown Act, Simplified Roberts Rules of Order, Head Start Program Performance Standards (HSPPS), and Better Governance Ordinance. The Policy Council By-Laws, which are reviewed and approved annually by the PC, contain detailed information including but not limited to the following:  Purpose of the Policy Council and composition information  Procedures for handling business  Duties and Responsibilities of members  Membership and Meeting information  Standards of Conduct requirements August 15, 2017 Contra Costa County Board of Supervisors Minutes 1302 2017-19 Policies and Procedures Section 2: Program Operations 160 2017-19 Policies and Procedures Section 2 – Program Operations For more information regarding the roles and responsibilities of the Policy Council, refer to the Program Governance section under Administration of the Policies and Procedures. The following is the staff protocol for implementation of Policy Council as an opportunity for Parent Engagement: i. Site Supervisors with the support of designated Comprehensive Services staff is responsible for the following:  September: o Attend 1st Parent Meeting at each site where there is Head Start or Early Head Start enrolled families as assigned. o Assist in establishing site officers and Policy Council Rep(s). (Refer to resources and handouts available in Parent Involvement section of CSB forms that outline general duties of policy council representatives.) o Provide new Policy Council representative with Policy Council Representative Changes (CSB-327) form to complete and forward to the check of the Policy Council. ii. Site Policy Council Representative with the support of site staff:  Monthly: o Ensures posting of upcoming Policy Council Agenda on Parent Board 96 hours before the Policy Council meeting. o File Policy Council Agendas in site Parent Meeting Binder. o Prepare monthly Site Report to present to Policy Council. o Share and distribute flyers and information received at the Policy Council Meeting to parents at the monthly site committee meeting. o Attend Policy Council meeting and take back information and resources to next Parent meeting at their site. iii. Site Supervisor:  Monthly-week of PC: o Confirm representation for site. If rep(s) cannot attend, secure an alternate. o West Co. sites only: Confirm if Policy Council rep(s) needs transportation and inform Site Supervisor or designated staff to transportation for the respective month. o Facilitate election of new Policy Council representative if replacement is needed.  As needed: o If the elected Policy Council Representative is unable to fulfill his/her duties, he or she submits a letter of resignation to site or comprehensive services staff to be forwarded to the clerk or manager of PC. o Site conducts election for replacement Policy Council representative at the next Parent Committee meeting. o Provide new Policy Council representative with Policy Council Representative Changes (CSB-327) form to complete and forward to the clerk of the Policy Council. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1303 2017-19 Policies and Procedures Section 2: Program Operations 161 2017-19 Policies and Procedures Section 2 – Program Operations iv. Comprehensive Services Manager Assigned to Policy Council Monthly-after PC:  Provide Policy Council Summary to site for Policy Council representative to report at next parent meeting.  Post minutes and agenda on EHSD public website in both English and Spanish. C. Parent Engagement in the Classroom as Paid Employees, Volunteers, or Observers 1. As Paid Employees: Contra Costa County CSB defines “paid employees” as currently-enrolled parents who have qualified for an employee position. Preference will be given to parents of children formerly or currently enrolled in CSB’s programs. Parents who become paid employees of Contra Costa County may not participate on the Policy Council. 2. As Volunteers: To be considered for volunteering, a currently enrolled parent must take part in an orientation about the program and the specific aspects of being a volunteer. Parents and family members are encouraged to participate in the classroom as frequently as their schedule permits. Please refer to the Volunteer Policy under Human Resources of the Policies and Procedures for more information on CSB Volunteer Policy. If parents are unable to volunteer at the center, the following home activities are suggested:  Helping children extend their experience in the classroom  Helping children to use materials in different ways, providing children with appropriate work and strategies to help them solve problems  Encouraging children to communicate with one another so that they can help themselves work out problems and explore alternatives  Organizing, fixing, making toys or sewing/repair of dramatic play clothes  Participating in story-telling activities with children  Making observations of their child  Making flannel board stories  Going to the library to check out books for the classroom  Translating written materials. 3. As Observers: Parents of currently enrolled children may observe in their child's classroom or during the Home-based socialization time at any point during program operations. Depending on circumstances, other observers and professionals will need to obtain permission from the Site Supervisor/Early Childhood Home Educator and or parental consent release for observations by indicating the purpose of the visit, and how long they plan to visit. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1304 2017-19 Policies and Procedures Section 2: Program Operations 162 2017-19 Policies and Procedures Section 2 – Program Operations Parents and other family members have a responsibility to treat staff and other program participants with courtesy. Aggressive or abusive actions towards any staff members, parent, or another child by a parent is unacceptable and may result in the parent being barred from the center grounds and or a child/family being withdrawn from the program. If this should occur, CSB will work with the parent to provide resources for alternative placement. 4. Male Involvement Program: CSB supports the engagement of both parents in their children’s educational experience that will ultimately help the children to reach better outcomes. Regardless of living arrangements, it is our goal to include both parents, (co-parents) to the maximum extent possible in the family partnership process and have ongoing communication with the child’s teacher as co-partners in their child’s education, learning and development. CSB makes fathers feel welcome and supported at our sites and offer activities that will be meaningful to both father and mother. The goal of male involvement is to provide fathers and other significant males with opportunities to build parent to parent network that is supportive and/or educational, to enhance social well-being and community life. Activities and support for fathers and engaged men are determined locally through a variety of ways such as ongoing communication as a result of a parent- teacher conference, home visit, other means with a teacher or site supervisor, and fatherhood support groups (24/7 Dad). D. Family Engagement in the Program Staff members have a major role in providing opportunities for parents/families to become engaged. Site staff and Comprehensive Services staff have the responsibility of ensuring that parents of children currently enrolled and/or family members have the opportunity to be engaged in all aspects of the program. CSB defines opportunity as the staff’s willingness to assist families in removing barriers to their involvement. 1. Parent Orientation: CSB staff ensures that parents have the opportunity to be engaged in the program by providing a Parent orientation at time of placement. Once a child is ready to be placed at a site, comprehensive services, or site staff meets with the family to complete the placement process. This includes the Parent Interest Survey and a review of the Family Handbook which provides an overview of our CSB program, family parent engagement opportunities, and its service models & areas. The Family Handbook is updated annually in conjunction with the annual review of CSB Policies and Procedures. Contents of the Handbook are limited to appropriate content regarding program information, school readiness, staff professional development, parent, family, and community engagement, health and safety requirements, nutrition information, social services and more. Please refer to the current Family Handbook for more details. Site staff and Early Childhood Home Educators work with parents to plan classroom activities, field trips, socializations and home-based activities. Planning with parents at the site level occurs at parent meetings and individually through parent conferences twice a year. Child care and transportation are planned and provided when needed to allow for maximum family engagement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1305 2017-19 Policies and Procedures Section 2: Program Operations 163 2017-19 Policies and Procedures Section 2 – Program Operations 2. Family Information Sharing: All centers are required to have a Parent Information Board, located in a visible and accessible place all parents visiting the facility. For centers with several buildings, a Parent Information Board should be included at each building. These boards are used to communicate with families and should contain Center Licensing regulations, CSB and Community current events, parent committee meeting agendas and minutes, Policy Council agendas and minutes, job announcements, site special events, and parent engagement opportunities such as Male Involvement, parenting classes, financial literacy classes and other CSB and community learning opportunities. Materials should be posted in English and Spanish whenever possible. CSB monitors both Delegate Agencies and subcontractors, and the directly operated program to determine the extent of parent engagement, giving technical assistance to programs as needed. E. Development of Activities for All Parents To gain an understanding about families are encouraged to fill the CSB300 "Parent Interest-Volunteer Survey Form". Parent Interest surveys are distributed to enrolled families at enrollment and are tallied by Comprehensive Services staff by September 30th to determine interests and needs of parents at each site. Information from these surveys is analyzed by staff, and form the basis for development of activities and parent trainings that reflect the interests of the site. Parent Engagement requests found consistently across the program will be considered for agency-wide opportunities. Currently enrolled parents are encouraged to co-partnership with classroom staff, or with their Early Childhood Home Educators to design child development activities and special events. Staff should assist parents define their own feelings about child rearing, as well as building partnerships with parents (to develop confidence and knowledge about their children’s education). In turn, parents contribute their experiences and values to the program in a way that is comfortable for each parent. Various opportunities are made available throughout the year, and support is provided both site and comprehensive services staff to assist each family to participate to the extent of their comfort, ability, and availability. F. Parent Education / Home Activities Teachers provide parents with individualized home activities to reinforce their child's learning objectives. Home activities focus on the use of household items and emphasize a developmentally appropriate approach to working with preschoolers. Home activities are introduced to parents at site parent meetings, home visits/parent conferences, and daily conversations with parents. Each center has a Parent Lending Library/Wellness Center available to parents on a checkout basis. Books and pamphlets about Parenting, Child Developmental Milestones, Health, Mental Health, Dental Care, Nutrition, Child Development, and Home Activities are all part of the library. For more August 15, 2017 Contra Costa County Board of Supervisors Minutes 1306 2017-19 Policies and Procedures Section 2: Program Operations 164 2017-19 Policies and Procedures Section 2 – Program Operations information on Home Activities, refer to the Education section of the Policies and Procedures. G. Parent Notification of Community Services Bureau Changes Following is CSB's procedure for notification of parents of staff changes, new hires, substitutes, staff departures, and other applicable CSB staff movement:  Classroom Substitute – the Site Supervisor will notify impacted families about changes in staffing at the classroom.  Hiring/Assignment/Departure of Staff –the Site Supervisor or Head Teacher will notify parents in writing and verbally about changes in staffing on-site. H. Family Literacy Family Literacy will be promoted on a group and individual family basis through information obtained in the Family Partnership Agreements, Parent Interest Surveys, parent/teacher home visits, parent conferences, center parent meetings, and from other parent contacts. Family Literacy is approached as a collaborative venture, wherein interagency agreements are established to streamline access to the services of a variety of community agencies. Examples of Family Literacy opportunities include:  Tandem Reading Program  Raising a Reader book bags  Reading Advantage  Home activities Comprehensive Services and site staff work consistently through the year to maintain effective working relationships with community agencies providing literacy support services. These may include, but are not limited to, United Way, Literacy Alliance, Libraries, ROP, RIF, Project Second Chance, CalWORKs, and Diablo Valley Literacy Council, or provide parents with resources for literacy services at their local library and more depending on the need and interest of families. I. Parent and Family Engagement in Health, Nutrition, and Mental Health Educati on The Family Partnership Agreement utilizes a Family Development Matrix developed by the California Department of Community Services. This matrix specifically addresses health, nutrition and mental health education. By utilizing this matrix, staff gains the information they need to:  Assist parents in establishing and utilizing a medical and dental home  Encourage parents to be active participants in their child’s health care  Provide parents with the opportunity to learn the principles of preventive medical and dental health, health and safety education, and individualized health training specific to the child and/or family needs. In addition to addressing education via the Family Partnership Agreement, there is a joint advisory group that allows appropriate time/opportunity for maximum engagement in Health and Nutrition. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1307 2017-19 Policies and Procedures Section 2: Program Operations 165 2017-19 Policies and Procedures Section 2 – Program Operations Health Services and Nutrition Advisory Committee: This committee is composed of staff, parents, and community representatives from the fields of health, nutrition, disabilities, and mental health and their related services for pregnant women, children 0-5 years old, and their families. Members inform staff of current issues and practices in the community so that the program can address them. Parents also have an opportunity to express their concerns regarding health-related issues affecting their family or their community by providing input to local community agencies regarding current health-related events, trends, service gaps. Members of this committee also exchange information regarding the food service program and discuss and explore nutrition issues such as obesity, anemia, cancer, breastfeeding, and other topics of interest to the parent participants. This group meets twice a year. Parents indicate interest on the Volunteer Survey that is completed at placement (See form CSB300). J. Parent and Family Engagement in Community Advocacy Through the encouragement of parent and family engagement at all levels, the program provides parents with important information that will empower them and serve as a practical resource to help them in their day-to-day lives. One of the goals of parent and family engagement is to support and engage parents in their child’s education, learning, and development. Information exchanged during the first and second parent- teacher conferences, through Family Meetings, sharing of health screening results, and on- going communication with parents, staff are educating parents on the importance of seeking out support for the interest and well-being of their child. Through the Family Partnership Agreement strength based assessment process, staff support and encourages families to develop goals or support existing goals in order to support the growth and well- being of their family. Through the Policy Council, parents are provided an opportunity to extend their advocacy into the community as they are involved in the decision making process for their Head Start and Early Head Start Programs. They gain experience in a public meeting setting and will have knowledge of public meeting rules should they wish to advocate in their local public meetings. They are exposed to community resources and in turn become vital resources to other parents at their respective centers. The Policy Council Executive Committee shares information about grass roots advocacy for the Head Start program and encourages parents to write letters to their elected officials supporting their Head Start program. This advocacy extends beyond supporting their own child which is what brought them to Head Start initially. It is vital that parents remain concerned and informed about issues that affect their lives and the lives of their children. Parents are encouraged to form their own opinions regarding issues and are provided with information on advocacy skills so that they can have a voice as well as leadership skills. K. Parent and Family Engagement in Transition Activities Helping each parent become an effective advocate is an important transitional strategy. One goal should be to help the parent learn about her/his rights, as stated in:  Public Law 100476 - Individuals with Disabilities Act (IDEA) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1308 2017-19 Policies and Procedures Section 2: Program Operations 166 2017-19 Policies and Procedures Section 2 – Program Operations  American With Disabilities Act (ADA)  Public Law 93– 80 - The Family Educational Rights and Privacy Act (FERPA)  Public Law 99-372 - Handicapped Children’s Protection, Education Handicapped Act (EHA) Parents should know their rights to ensure that they and their child(ren) are treated fairly. CSB staff may need to help parents develop some assertiveness skills. Parents need to know how to approach their child's teacher, and tactfully request that an arrangement is made to communicate regularly with the teacher. Modeling and role-playing are effective ways to help parents learn/practice discussions with teachers and administrators. This could be done individually or in small groups with other parents (some of whom may have had experience in working with teachers from other agencies). The focus should be positive assertion of the parent's rights. Staff should concentrate on the benefits that might result for the child if the parent continues an active role in the education of the child. Parents are involved in transitions throughout the program to include: home to school, infant to toddler; toddler to preschool, preschool to kindergarten; routine transitions during class time; and transitions from the parking lot to the center. For more information on transitions, refer to the Education and Disabilities sections of the Policies and Procedures and the CSB Family Handbook. L. Parent and Family Engagement in Home Visits Head Start enrolled parents are encouraged to participate in two home visits during the program year. The first visit may occur at the time of placement and is intended to be an opportunity for the teacher to meet the child and family, and ensure that the child’s entry into the program is successful. Comprehensive Services staff may accompany the teacher if necessary. This provides an opportunity for parents to share information about their child to the teacher. Individual needs are also addressed at this time as well as completion of some required program documentation. The second visit occurs near the end of the program year and is intended to exchange information regarding progress the child has made and to address any areas of concern before the child leaves the program or begins another year with the program. Parents may decline the opportunity for a home visit at any time. While home visits are not required as a condition of the child’s enrollment or participation in these program options, every effort must be made by program staff to explain the advantages of home visits. Home visits are, however, required for the Home-based option and in the Early Head Start program where staff must visit the newborn within two weeks of birth. For more information regarding these programs, refer to the Education section of the Policies and Procedures. M. Parent Engagement in Recruiting and Interviewing Head Start and Early Head Start Employees All parents are invited to participate in the recruiting and screening of EHS and HS employees. Parents are included as part of the interview panel for consideration of employment. Parents can be engaged by showing interest as a Policy Council member or by way of the Volunteer Survey that is done upon enrollment. A list of parents who are interested in being on interview panels is created at the beginning of each year. Training and orientation of the interview process is provided for all parents August 15, 2017 Contra Costa County Board of Supervisors Minutes 1309 2017-19 Policies and Procedures Section 2: Program Operations 167 2017-19 Policies and Procedures Section 2 – Program Operations who wish to participate. For more information on staffing procedures, refer to the Human Resources section of the Policies and Procedures. SUBPART III. Community Partnerships A. Description CSB takes an active role in community partnership building and advocacy to enhance the delivery of services to children and families. Based on a variety of information sources, such as the Community Assessment, Family Partnership Agreements, regulatory requirements and current legislation, program staff actively seeks out and enters into partnerships with various community entities and individuals to coordinate the access to resources and services to children, families, and staff. These partnerships and the manner in which they are conducted are documented by virtue of interagency agreements and memoranda of understanding, which clearly delineate the responsibilities of both parties, are updated regularly, and are responsive to the needs of children and families. B. Child Care Partnerships CSB engages several Community-Based Organizations on a contractual basis to provide child-care and development services to eligible families. Comprehensive Services staff and a CSB Senior Manager are assigned to these programs operated by our child care partners to provide support and technical assistance and to ensure compliance with federal and state regulations. Collaborative partnerships with child care agencies enhance the educational, health care, and social services to children and families throughout the county. Providers of child care services include: First Baptist Church, We Care Services for Children, YMCA of the East Bay, Martinez Early Childhood Center, Richmond College Prep, Crossroads High School, Little angels Country Day School, Aspiranet, Sunshine Valley, San Ramon Unified School district, Healthy Families America, Child Care Counsel. C. Partnerships with Agencies, Entities, and Individuals. CSB partners with over a hundred community-based organizations including but not limited to:  Health Services: Family, Maternal, Child Health Program (FMCH), Child Health and Disability Prevention Program (CHDP), Gurnick Academy for Medical Arts, Elks Vision, CAIR, Integrated Pest Management- Bed Bug Task Force, John Muir Child Safety Coalition, Give Kids a Smile Day, Children’s Oral Health Program, Lead Prevention program, Communicable Disease program, Community Wellness & Prevention program.  Child Welfare: County Child & Family Services (CCC EHSD-CFS).  Mental Health: County Mental Health Program / MediCal Reimbursement, C.O.P.E. Family Services program (Triple-P program).  Nutrition: Women, Infants and Children Nutrition Program (WIC), CCFP Roundtable, Solano & Contra Costa Food Bank, Healthy Families, Cooking Matters, CalFresh, BANPAC, UC Cooperative Extension (EFNEP), Healthy and Active Before 5. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1310 2017-19 Policies and Procedures Section 2: Program Operations 168 2017-19 Policies and Procedures Section 2 – Program Operations  Disabilities: Regional Center, California Children’s Services, and SELPA, Parent Care Network, Child Health and Disability Prevention.  Family Support: Department of Child Support Services (DCCS), SparkPoint Center, County Probation.  Child Abuse Prevention: Family Stress Center’s Child Assault Prevention Program and Families Thrive.  Professional Associations: California Child Development Administrator’s Association (CCDAA), National Association for the Education of Young Children (NAEYC), California AEYC, Contra Costa AEYC, Local Planning Council (LPC), National Head Start Association (NHSA), California Head Start Association (CHSA), and Region IX Head Start Association (RHSA).  Educational Institutions: Contra Costa College District, UC Davis, UC Berkeley, and Cal State University East Bay.  Other Supportive Services: Reading Is Fundamental, Supporting Father Involvement, Zero Tolerance for Domestic Violence, Raising A Reader and First 5 Commission. In addition to partnering with agencies and entities to provide services to our children, families, and staff, CSB also conducts outreach to organizations for the purpose of securing volunteers to participate in program activities. Examples of this type of outreach include our work with the Volunteer Center, CalWORKs (work experience clients), Teens Link with the Community (teens fulfilling community services requirements in High School), and the Telephone Pioneers (retired Pacific Bell employees). Visiting experts are also recruited from the community to enhance training for children, staff, and families. Groups of parents and professionals recruited to participate on Advisory Committees (Health Services Advisory, Community Colleges, Budget, Bylaws, Education and Family Services, Nutrition, and Personnel Committees) ensure quality planning for needs/interests of children and families. These committees contribute parent and professional input to the planning and program implementation process and are recognized for the important role they play in community partnership building. PART VI. ADDITIONAL SERVICES FOR CHILDREN WITH DISABILITIES A. Purpose The Contra Costa County Community Services Bureau complies with the IDEA (Individuals and Disability Act IDEA) and is consistent with both Federal and Center regulations governing the rights of the disabled. Children enrolled in Head Start programs with disabilities receive all the services to which they are entitled to under the Head Start Program Performance Standards (45 CFR 1302). Contra Costa County Community Services Bureau enrollment efforts include recruiting children with disabilities. Enrollment may not be denied on the basis of a disability as long as: • The parent wants to enroll the child, August 15, 2017 Contra Costa County Board of Supervisors Minutes 1311 2017-19 Policies and Procedures Section 2: Program Operations 169 2017-19 Policies and Procedures Section 2 – Program Operations • The child meets the Head Start age and income eligibility criteria, • Head Start is an appropriate placement according to the child's IEP/IFSP, and • The program has vacancy to enroll When a Head Start program has been determined an appropriate placement for a child with a disability and documented on the child’s IEP/IFSP, Contra Costa Community Services Bureau will access resources, recommend placement options, and provide staff training as needed. Children with disabilities may not be denied enrollment due to the following: • Staff apprehension and/or unfamiliarity with the child’s individual disability or special equipment required to accommodate the disability • Inaccessibility of facilities, • The need to access additional resources to serve a specific child to the extent possible, • Unfamiliarity with a disabling condition or special equipment or devices needed to support the child • The need for personalized special services The policies governing Head Start program eligibility are the same for children with or without disabilities. The Contra Costa Community Services bureau has instituted a variety of placement options for enrollment, including: • Joint/shared placement with other agencies • Shared provision of services • Collaboration with the school district personnel to supervise special education services • Shared enrollment slots • Accepting kindergarten-aged eligible children in collaboration with school districts when IEP states the need Children with disabilities identified for services are as follows: • Children who have been diagnosed by a certified and/or licensed professional as “having a developmental delay or a disabling condition and have and IEP or IFSP.” • Children who may require special attention due to specific high risk factors who do not have a diagnosis. These children may not have and IEP or IFSP. B. Definitions 1. ACYF - Administration on Children, Youth and Families, Administration for Children and Families, U.S. Department of Health and Human Services, and includes appropriate Regional Office staff. 2. Children with disabilities - Children with intellectual disabilities, hearing impairments including deafness, speech or language impairments, visual impairments including blindness, serious emotional disturbance, orthopedic impairments, autism, traumatic brain injury, other health impairments or specific learning disabilities; and who, by reason thereof, need special August 15, 2017 Contra Costa County Board of Supervisors Minutes 1312 2017-19 Policies and Procedures Section 2: Program Operations 170 2017-19 Policies and Procedures Section 2 – Program Operations education and related services. The term children with disabilities for children aged 3 to 5, inclusive, may, at a State's discretion, include children experiencing developmental delays, as defined by the State and as measured by appropriate diagnostic instruments and procedures, in one or more of the following areas: physical development, cognitive development, communication development, social or emotional development, or adaptive development; and who, by reason thereof, need special education and related services. 3. Commissioner - Commissioner of the Administration on Children, Youth and Families. 4. Day - Calendar day. 5. Delegate agency - A public or private non-profit agency that a grantee has delegated the responsibility for operating all or part of its Head Start program. 6. Disabilities coordinator - Person on the Head Start staff designated to manage on a full or part- time basis the services for children with disabilities described in part 1308. 7. Eligibility criteria - Criteria for determining that a child enrolled in Head Start requires special education and related services because of a disability. 8. Grantee - A public or private non-profit agency that has been granted financial assistance by ACYF to administer a Head Start program. 9. I IFSP - Individualized Family Service Plan for (ages 0-3) and IEP - Individualized Education Program for (ages 3-5) - A written statement for a child with disabilities, developed by the public agency responsible for providing free appropriate public education to a child, and contains the special education and related services to be provided to an individual child. 10. Least Restrictive Environment - An environment in which services to children with disabilities are provided: • To the maximum extent appropriate, with children who are not disabled and in which; • Special classes or other removal of children with disabilities from the regular educational environment occurs only when the nature or severity of the disability is such that education in regular classes with the use of supplementary aids and services cannot be achieved satisfactorily. 11. Performance Standards - Head Start program functions, activities and facilities required and necessary to meet the objectives and goals of the Head Start program as they relate directly to children and their families. 12. Related services - Transportation and such developmental, corrective, and other supportive services as are required to assist a child with a disability to benefit from special education, and includes speech pathology and audiology, psychological services, physical and occupational therapy, recreation, including therapeutic recreation, early identification and assessment of disabilities in children, counseling services, including rehabilitation counseling, and medical services for diagnostic or evaluation purposes. The term also includes school health services, social work services, and parent counseling and training. It includes other developmental, corrective or supportive services if they are required to assist a child with a disability to benefit from special August 15, 2017 Contra Costa County Board of Supervisors Minutes 1313 2017-19 Policies and Procedures Section 2: Program Operations 171 2017-19 Policies and Procedures Section 2 – Program Operations education, including assistive technology services and devices.  Assistive technology - Any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.  Assistive technology service - Any service that directly assists an individual with a disability in the selection, acquisition, or use of an assistive technology device. The term includes: The evaluation of the needs of an individual with a disability; purchasing, leasing, or otherwise providing for the acquisition of assistive technology devices by individuals with disabilities; selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing, or replacing of assistive technology devices; coordinating and using other therapies, interventions, or services with assistive technology devices, such as those associated with existing education and rehabilitation plans and programs; training or technical assistance for an individual with disabilities, or, where appropriate, the family of an individual with disabilities; and training or technical assistance to professionals who employ or provide services involved in the major life functions of individuals with disabilities. 13. Responsible HHS (Human Health Services) official - The official who is authorized to make the grant of assistance in question or his or her designee. 14. Special education - Specially designed instruction, at no cost to parents or guardians, to meet the unique needs of a child with a disability. These services include classroom or home-based instruction, instruction in hospitals and institutions, and specially designed physical education if necessary. C. List of Disabling Conditions The classification of a child as “having a disabling condition” requires diagnosis by a qualified professional. Children with disabling conditions require special education and related services, due to one or more conditions including, but not limited to: • Autism • Emotional /Behavior Disorder • Developmental Delay • Health Impairment • Hearing Impairment and Deafness • Intellectual Disability as of Oct. 2010 instead of Mental Retardation • Learning Disabilities • Orthopedic Impairment • Speech/Language Impairment • Traumatic Brain Injury • Visual Impairment and Blindness • Other impairments No child will be identified as having a disability because of speaking a language other than English, economic circumstances, ethnic or cultural factors, or normal developmental delays. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1314 2017-19 Policies and Procedures Section 2: Program Operations 172 2017-19 Policies and Procedures Section 2 – Program Operations D. Responsibilities of CSB Full Inclusion Teacher • Work collaboratively with the Site Supervisor, Comprehensive Services team and school district full inclusion staff. • Share joint responsibility for all students in the class with regard to the implementation of indoor and outdoor activities with the School District full inclusion teacher (Special Education Teacher) • Obtain appropriate documentation (copy of IEP or IFSP) that identifies the child as having a disability and be aware of other services provided to the child. • Complete child observations in the classroom. • Ensure each child’s safety and assist identified children with self-help skills while they are receiving services. • Assist school district full inclusion staff with bathroom procedures including diapering and toileting. • Participate in family meetings and IEP/IFS meetings regarding children in the class. E. Responsibilities of School District Special Day Classroom (SDC), Response to Intervention (RTI) and Full Inclusion Teachers School District and CSB Staff work in collaboration to ensure the children and families receive needed services while ensuring the education and safety of the children under their supervision. 1. Full Inclusion Staff: • Follow all Community Services Bureau policies and procedures. • School District Inclusion Teacher (Special Education Teacher) and CSB inclusion teacher share joint responsibility for all students’ supervision during small and large, indoor and outdoor activities. This includes assisting full inclusion children in bathroom procedures (including diapering and toileting). • Provide special education services to identified children by ensuring the children’s IEP goals are addressed, maintaining accurate records of evaluations documenting progress, and meeting with families. • Follow CSB transition protocols • Participate in team planning for classroom inclusion strategies, family meeting team meetings and IEP meetings. • Participate in program collaboration meetings. • Collaborates completing children’s assessments 2. Special Day Class Staff: • Ensure the safety of the children under their direct supervision (SDC). • Collaborate directly with the Comprehensive Services Team to ensure the family and children comply with CSB mandates. • While in the playground, SDC teaching staff and CSB Teacher share joint responsibility for supervision of all students during small and large outdoor activities. • SDC teachers are responsible for providing special education to identified children, ensuring the children’s IEP goals are addressed, maintaining accurate records of evaluations, August 15, 2017 Contra Costa County Board of Supervisors Minutes 1315 2017-19 Policies and Procedures Section 2: Program Operations 173 2017-19 Policies and Procedures Section 2 – Program Operations documenting progress, and meeting with families. Follow CSB transition protocols • Participate in family meetings, SDC program collaboration meetings and children IEP meetings. • Participate in program collaboration meetings. F. Responsibilities of the Comprehensive Services Team 1. Comprehensive Services Clerks  Complete CSB temp files at intake.  Flag files using the red/yellow flag system to alert the staff and assistant manager as to the child’s health, nutrition, social-emotional and developmental needs to also include parental concerns and/or family needs.  Communicate to comprehensive services assistant manager if child’s physical exam/baby well check or sensory/developmental screening results indicate concerns.  Keep accurate records of child health, nutrition and families services information. 2. Comprehensive Services Assistant Managers  Review all records relating to the child’s heath history, medical records and screening results to ensure children with suspected or identified concerns receive further evaluations and services.  Carefully review and follow up on intake files flagged with the red/yellow system  Facilitates family meetings as needed to provide early interventions to children with identified concerns based on health, nutrition, social-emotional and developmental screenings.  Facilitates pre-enrollment family meeting for new children entering our program with identified health, nutritional, social-emotional and developmental needs.  Maintain close communication with parents and staffs to ensure the delivery of services and resources/referrals are in place and in accordance with the individual needs of the child and the family.  With parental consent participate in IEP/IFSP meetings and any other meetings related to the services the child/family are receiving.  Reviews and discusses Parent’s Rights and Responsibilities under the Individual with Disabilities Education Act IDEA  Supports and provides Advocacy resources to parents.  Maintain accurate and up-to-date documentation regarding current IEP/IFSP and other services provided to the child and family in the children’s file and in CLOUDS.  Coordinate, schedule and participate with the site supervisor in transition planning for children moving from Early Head Start to Head Start and from Head Start to kindergarten; especially for those children with IEP and IFSP.  Coordinate and schedule transportation to facilitate the child/family participation in evaluations/assessments or the IEP/IFSP meeting. Assist families, as needed in finding public transportation so they are able to participate in meetings.  Consult and maintain open communication with the disability services manager and other content area managers as needed. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1316 2017-19 Policies and Procedures Section 2: Program Operations 174 2017-19 Policies and Procedures Section 2 – Program Operations 3. Responsibilities of the Comprehensive Services Disabilities Manager  Coordinate and Monitor the delivery of services provided by Community Services Bureau in collaboration with outside agencies to children with suspected and diagnosed disabilities and their families.  Review, update and implement the Community Services Bureau Disability Services Plan.  Review, update and train Community Services Bureau staff on following disability protocols to ensure that policies and procedures are implemented consistently.  Create, review, and update interagency agreements with community agencies serving children with disabilities in an effort to: o Participate in the public agency's Child Find plan under Part B of IDEA o Participate in or lead joint trainings for staff and parents o Create procedures for mutual referrals and placements o Plan for transitions to provide support for children and families o Share resources  Coordinate delivery of services and provision to children with a suspected or diagnosed disability. o Coordinate with other content area managers the timely completion of health/cognitive screenings. o Monitor site data reports to ensure that children received early intervention as a result of their screening and assessments results. o Participate in family meetings, and IEP/IFSP meetings as needed. o Assist teaching staff with trainings based on a specific disability or as requested. o Monitor the implementation of services provided to children with disabilities based on their IEP or IFSP goals and objectives. o Monitor the disability referrals tracking system to ensure child referrals are followed up accordingly. o Coordinate and monitor classrooms adaptations, accommodations and modification based on the individual needs of the child. o Assist identified parents with resources and advocacy information to prepare for meetings with the Regional Center or School District to develop an Individual Family Services Plan (IFSP) or an Individual Education Program (IEP). o Regularly visit classrooms to ensure that children with suspected and identified disabilities receive the individualization and accommodation they need based on their IEP and their individual needs. Monitor the delivery of services from both Community Services Bureau and the collaborative agencies. o Monitor delivery of services to children with disabilities and their families when transitioning from home to center based program, from infant/toddler program (EHS) to Preschool Program (HS) and from Preschool Program (HS) to Kindergarten. Participate in transition plans and meetings as needed.  Provide disability content area assistance, and support to upper management, teaching staff including home based and comprehensive services team.  Monitor disability reports for accuracy and timely completion of delivery of services to comply with PIR (Program Information Report) requirements.  Review Program Self-Assessment reports and create follow up action plans when needed.  Manage allocated funds to purchase or lease of special equipment and materials for use in the program and home to assist the child to move, communicate, improve functioning or address objectives listed in the child's IEP/IFSP. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1317 2017-19 Policies and Procedures Section 2: Program Operations 175 2017-19 Policies and Procedures Section 2 – Program Operations  Track and provide a detailed report to the Assistant Directors of the number of children enrolled in HS and EHS with disabilities, including the types of disabilities. G. Documentation of Disabilities Services CSB must maintain a record of all services provided to children with disabilities and their families. Children’s records are confidential and are maintained in locked files and password- protected in the CLOUDS data system. Data from these records are used to prepare the annual Program Information Report (PIR). H. Postural Supports / Protective Devices Children needing protective, postural or medical devices due to a disability must have a written request from a physician or an IEP/IFSP Team indicating such need. The Comprehensive Services Disabilities Manager works with educational and health staff to ensure that children with disabilities use approved medical devices including, postural or supportive restraints that are in accordance with state requirements and have CSB approval. The use of any medical appliances, devices or supportive restraints must be secure and able to be released in a way that is in compliance with fire clearance and earthquake safety. CSB Teachers and Site Supervisors directly working with the children should be trained in the use and care of such devices prior to the child starting the program. The training should be documented in the family meeting notes with attached signatures of the trainer and trainees. I. Disabilities Resources The Comprehensive Services Disabilities Manager works with the Special Education Local Plan Area (SELPA) and other collaborative agencies to utilize all available resources to ensure involvement of the child and family in the program. The Comprehensive Services Disabilities Manager is responsible for developing a coordinated plan with all agencies working with the child and family. J. Additional Services Community Services Bureau must ensure that services for children with disabilities will be planned and delivered as required by their IEP/IFSP, that the IFSPs and IEPs are being reviewed and revised as required by IDEA and that the children are working towards their goals.  CSB plans and implements the transition services for children with IEP/IFSP to ensure steps are undertaken in a timely and appropriate manner to support the child and family as they transition into a new setting.  All components of the Community Services Bureau program are appropriately involved in the integration of children with disabilities and their parents. The Community Services Bureau Disability Manager coordinates with other service managers the provisions for children with disabilities to be included in the full range of activities and services normally provided to all Head Start children and ensures provisions for any modifications necessary August 15, 2017 Contra Costa County Board of Supervisors Minutes 1318 2017-19 Policies and Procedures Section 2: Program Operations 176 2017-19 Policies and Procedures Section 2 – Program Operations to meet the special needs of the children with disabilities. K. Disabilities Budget Coordination The Comprehensive Services Disabilities Manager is the designated liaison for special education services. Disabilities services outlined in the budget follow the regular budget procedure of parent and staff input with final approval. L. Special Education Budget Allocation The CSB program works within its budget to assist in providing needed services to children with disabilities. The program accesses all available sources to insure that all needs identified in the IEP or IFSP are met. This includes the local and state LEAs, SSI funding, other agency support, and local educational institutions. Every effort is made to utilize community resources to meet the needs of each child with disabilities enrolled in the program. M. Disabilities Screenings Parents complete a comprehensive health screening while completing the child’s health history at the intake process. There after all preschool and infants and toddlers children including children with IEP/IFSP are screened within 45 days by the teaching staff in the areas of social and emotional development using ASQ-SE and cognitive development using ASQ-3 within 45 days. The Comprehensive Services Team screens preschool children in hearing, vision, and nutrition, within 45 days of initial enrollment and for infant and toddler follow the vision and hearing assessments based on the EPSDT schedule. Comprehensive services staff completes the screening results form within 75 days and communicates results to parents. The screening results are used for beginning the individualization process for each child. The Site Supervisors are responsible for working with the Teachers and Comprehensive Services Team to ensure that the ASQ-3 and ASQ-SE screening are completed within 45 days of child’s entry. Teachers will give each child time to adjust to the new environment before completing the screenings. Lead teachers review and initial all education screenings to ensure they are accurately completed and meet required timelines. Designated site staff enters the screening data in CLOUDS. The Teacher places original documents for Ages and Stages Questionire-3 (ASQ-3) and Ages and Stages Social Emotional (ASQSE) behavioral screening in the Education section of the family file. Children with screenings that show concerns will be rescreened within thirty days to ensure the validity of the original screening. If concerns arise after developmental and social-emotional re-screening, the teacher will communicate with the Site Supervisor and Comprehensive Services Assistant Manager to discuss options for referring the child for further evaluation/s. If concerns arise after sensory re-screenings the Comprehensive Services staff will follow the same process. N. Evaluations Children are recommended for further evaluation based on screening results, parent’s concerns, based on staff observations and other professional recommendations. Referrals for further evaluations are discussed with the parent at a family meeting. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1319 2017-19 Policies and Procedures Section 2: Program Operations 177 2017-19 Policies and Procedures Section 2 – Program Operations O. Accessibility of Facilities All Community Services Bureau facilities are ADA (American Disabilities Act) compliant. Additionally, CSB in conjunction with other agencies provides special furniture, equipment and materials in order to meet the individual needs of children with disabilities. P. Transitioning Children with Disabilities 1. IFSP Transition • All infant toddler transition plans start when the child turns 30 months old. The Parent, Site Supervisor, Teacher and Comprehensive Service Assistant Manager meet together to plan the transition and complete the Infant Toddler Transition Plan Form (CSB 161). A plan is completed for all children transitioning out of EHS including children with a current IFSP. • When a child with IFSP turns 30 months and no later than 90 days prior to their 3rd birthday the family and child will go through the IFSP Transition Process. This transitions initiated by the IFSP team and both parties the Early Intervention Program (Part C Services of IDEA) School District (Part B of IDEA) participate in this process. The IFSP transition meeting includes but is not limited to the Parent and any family member for support, the Early Intervention Provider, the School District Coordinator, the Special Education teacher, the Comprehensive Services Assistant Manager or Comprehensive Services Disabilities Manager, and the CSB Teacher or Home Educator. The team will create a transition plan; evaluate the child’s strengths and areas of concerns, schedule further evaluation by the School District and a diagnosis meeting. Following the evaluations the child may or may not qualify for an IEP services under the School District and exit the Early Intervention Program (IFSP) the day before the child turns 3 yrs. old. 2. IEP Transition into a HS program Another opportunity for transition begins when the child qualifies for an IEP and placement is available at a CSB site. When this occurs a family meeting conference is held to evaluate and plan how to best serve the child and how to support his/her learning based on the child’s IEP goals. Evaluation of the classroom and outdoor environment will take place in an effort to identify needed accommodation including adaptive furniture or materials, modification of classroom schedules and routines to meet the individual needs of the child. This Transition Plan may include a gradual transition that involves both programs over a period of time. Any needed staff training will be provided as part of the plan. 3. IEP Transition out of HS program For children transitioning out of the program into another program, the Teacher, Home Educator or Comprehensive Services Assistant Manager coordinates with parent and School District as to how to support the child’s transition. The meeting is to explore possible placements for the child. Included in the meeting are the child’s parent, School August 15, 2017 Contra Costa County Board of Supervisors Minutes 1320 2017-19 Policies and Procedures Section 2: Program Operations 178 2017-19 Policies and Procedures Section 2 – Program Operations District Coordinator, Teacher or Home Educator, and other professionals providing services for the child and family. When the most appropriate placement for the child has been decided, the teacher and the family will initiate a meeting with the child’s new Teacher. At that time, a plan for a gradual transition including visits to the new program and sharing information about the child and their individual plan takes place. Q. Transition Policy for Early Head Start Children Receiving Mental Health or Special Education Services • For EHS children receiving mental health services, CSB must consider the children’s disabilities in transitioning from the EHS program to the HS program. If an EHS child who is receiving mental health or special education services turns 3, the child must not automatically be terminated from the program. Transition planning must consider the child’s individual developmental and emotional needs as well as age. The following steps will be followed to support the child’s transition: • If a child is receiving mental health services from Community Services Bureau’s Mental Health unit, a transition-planning meeting will take place approximately 6 months before the child’s 3rd birthday to address the child’s individual circumstances. The family, teachers, site supervisor, comprehensive services assistant manager and mental health clinician will participate in a family meeting. • If it is determined that the child is developmentally and/or emotionally not ready to move into the HS program, the child can remain in the EHS program until such time when it is determined that the child is ready to transition to the HS classroom (Site Supervisor to Check on Center Based License Regulation to see if this is feasible.) • If there is a time gap between the child’s 3rd birthday and the beginning of the HS program, so as to ensure continuity in educational and mental health services, the child may remain in the EHS program until he/she can transition into the a HS classroom. (Site Supervisor to Check on Center Based License Regulation to see if this is feasible.) R. Special Education and Related Services All infants/toddlers and preschool age children entering Community Services Bureau must have a well-child exam within 30 days of enrollment. Those preschool children who did not receive a hearing and vision screening as part of their well-child exam will be screened by in-house certified trainers within 45 days of enrollment. Children identified with concerns are referred back to their physician for further evaluation or referred to a community agency for assessment. Children who qualify after assessment receive services from the Special Education Local Plan Area (SELPA) or the Regional Center under an IEP or IFSP plan in accordance with our interagency agreement. A mental health consultant is available to discuss behavioral/mental health concerns that the family, teacher or home visitor may have about a child. The consultant will share non-confidential August 15, 2017 Contra Costa County Board of Supervisors Minutes 1321 2017-19 Policies and Procedures Section 2: Program Operations 179 2017-19 Policies and Procedures Section 2 – Program Operations information with the teacher/home educator and families, and work with them to develop a plan for the child. When no other alternative is available, the comprehensive services team provides transportation for the guardians and child to obtain evaluations. When services are not provided on site, parents are assisted in finding public transportation to clinics or service providers. Community Services Bureau works collaboratively with all other agencies involved with the child and the family to meet the objectives in the IEP or IFSP. Community Services Bureau, subject to budgetary allowances, will purchase any assistive devices identified in the IEP or IFSP that cannot be funded through outside agencies. Comprehensive Services staff forms collaborative partnerships with individual families to develop a Family Partnership Agreement (FPA) twice a year. Comprehensive Services staff provides families with community resources such as, parent support groups, parent trainings, advocacy and child development among others to assist families to reach their FPA goals. S. Special Education Services with Other Agencies CSB refers children to the Local Education Agency (LEA) for further evaluation/s when there is strong documentation that early intervention is necessary now and we cannot prolong waiting for screening results. Such documentation may be based on parents, teachers and other professional’s observations and recommendations. Following the preschool age child assessment administered by the LEA an IEP meeting is held that includes the child’s family, teacher or home educator and comprehensive services assistant manager, and the LEA representative. At this time, appropriate placement is determined and a service plan is developed for the child. For children who do not qualify for placement with the LEA, Community Services Bureau addresses the child's individual needs within the classroom or during a home based visit and seek guidance from Mental Health, other professional, including outside services, to determine if concerns will affect child's development and school readiness. An IEP meeting is held to develop a plan and establish goals for children with disabilities transitioning in or out of the program. CSB and the LEA share resources as appropriate at this time. This resource sharing includes use of the classroom for any individual, family or group work that is necessary for the child's success. The LEA staff member also shares ideas and materials with the CSB teaching staff as applicable to foster attainment of IEP goals. Children enrolled with a diagnosed disability and have a current IEP or IFSP, receive individualized education based on their unique needs. For center based care, if a child’s IEP or IFSP indicates a part- time schedule, he/she may share an enrollment slot with another child. Children with shared placement in Community Services Bureau and outside agencies receive careful monitoring to ensure that the program developed for them in each placement is meeting the needs of the children. Frequent communication among the service providers is necessary to ensure this. The family also plays a key role in assessing the success of the shared placement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1322 2017-19 Policies and Procedures Section 2: Program Operations 180 2017-19 Policies and Procedures Section 2 – Program Operations T. Volunteers CSB welcomes community volunteers and student interns from colleges. Whether paid or volunteer, all staff working with children with disabilities, are provided training that includes specific identified topics relating to the unique needs of each child. General training topics also include working with children in group situations and respecting child/family confidentiality (Health Insurance Portability and Accountability Act - HIPAA regulations). U. Special Education Staff Community Services Bureau ensures that the Disabilities Services Plan addresses program efforts to meet state standards for personnel when serving children with disabilities. Special education and related services are provided by or under the supervision of personnel meeting state qualifications. All staff working with children with disabilities meets required state special education standards for personnel serving children with disabilities. Training and supervision that meet special education standards are developed in collaboration with Local Education Agencies. V. Interagency Agreements CSB maintains an interagency agreement with the Contra Costa County Special Education Local Plan Area (SELPA) and the Regional Center of the East Bay (RCEB) to establish shared guidelines for providing services to identify children with disabilities within the CSB program. CSB participates in the Local Education Area (LEA) Child Find plan (Child Find is a component of the IDEA) by providing information on application and enrollment guidelines to the LEA and supporting them with the enrollment of eligible children. W. Recruitment and Enrollment All personnel responsible for the recruitment and enrollment of children are knowledgeable of all laws (Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving or Benefiting from Federal Financial Assistance and of the American with Disabilities Acts) and Head Start mandates regarding children with disabilities. Interagency agreements between Community Services Bureau, Local Education Agencies and Regional Centers are developed, maintained and updated annually to aid in the recruitment, enrollment and mainstreaming of children with disabilities. Referral sources are maintained, utilized and updated to provide needed services for children with disabilities. Special efforts are made to recruit children with severe disabilities. All staff involved with the recruitment and enrollment of children with disabilities receives training on children’s records as they apply to each child file. Obstacles (including staff apprehensions, inaccessibility of facilities, provision of additional resources necessary for child's specific needs, unfamiliarity with a disabling condition or special equipment, and the need for personalized special services) are addressed through needed program adaptations and trainings August 15, 2017 Contra Costa County Board of Supervisors Minutes 1323 2017-19 Policies and Procedures Section 2: Program Operations 181 2017-19 Policies and Procedures Section 2 – Program Operations and do not affect a child’s enrollment. Enrollment placement takes into account the number of children receiving services under the disabilities area, including types of disabilities, severity of the disability, and services and resources provided by other agencies. Resources and placement options are utilized according to a child’s IEP or IFSP. Children with disabilities enrolled in Community Services Bureau programs follow the same eligibility enrollment procedures stated in the Community Services Bureau Policies and Procedures and comply with all licensing regulations for center based programs. Children with a current certified IEP or IFSP may have an over income waiver to qualify them for the HS/EHS program. Families with children who have a current certified IEP or IFSP may qualify for an over income waiver to enroll in a HS or EHS program. At the same time families enrolled in double funded programs (State/Federal) may have a fee, based on the state portion of the program. Children with a current certified IEP or IFSP, sharing blended state-federal funding, must comply with state requirements and provide CSB with a copy of the child’s IEP or IFSP and the Exceptional Needs Verification Form (CSB625) completed in full. The Comprehensive Services Disabilities Manager monitors the recruitment and enrollment of children with suspected disabilities and certified IEPs or IFSPs. X. American with Disabilities Act (ADA) Policy – Recruitment and Enrollment of Children with Disabilities The Americans with Disabilities Act (ADA) is a federal law, enacted in 1990, that provides child care professionals with an exciting opportunity to serve children with special needs or disabilities. The law guarantees that children with disabilities cannot be excluded from “public accommodations” simply because of a disability. CSB takes steps to ensure full ADA compliance; to identify the unique needs of each child and family; to facilitate the individualization process in collaboration with the family; and to make needed modifications in policies, practices and/or procedures as deemed reasonable. During intake, the individual needs of each child and family are reviewed. Based on information presented at this time a child may or may not have a suspected or diagnosed disability. However, if determined that the child has a diagnosed disability (IEP/IFSP), the parents are required to provide such documentation for review. The site team, with the appropriate comprehensive services manager will review the intake file to include if available IEP/IFSP documentation. After reviewing all documentation and as applicable a family meeting will be scheduled with the family and other related professionals to: • Further identify child/family strengths and needs • Define needed accommodations/adaptations • Identify staff training needs and support • Identify any additional action that may be needed Following the family meeting in collaboration with the comprehensive services manager the site team will: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1324 2017-19 Policies and Procedures Section 2: Program Operations 182 2017-19 Policies and Procedures Section 2 – Program Operations • Initiate an individualized assessment of the child’s needs as applicable. The process for an individualized assessment will be determined on a case by case basis: • The process for an individualized assessment will be defined on a case by case basis and may include: o Reviewing additional medical or special services, records/information. o Gathering the most current medical knowledge and/or best objective evidence regarding the disability. o Observation of the child in a natural environment or through parent/child site visitations. o Medical guidance obtained from Public Health Agencies, Center for Disease Control, National Institute of Health, including the National Institute of Mental Health, and other such agencies. Based on the findings of the previous actions, a proposal of accommodations/modifications to allow for the child to participate in the program will be presented to a management team (Including the Assistant Director). The team will determine if identified modifications constitute reasonable accommodations or if CSB can demonstrate that making such modifications would: • Create undue financial burden/hardship (all resources available for use in funding and program operation will be considered) • Fundamentally alter the nature of the program (essential elements of program as well as essential elements necessary for participant will be considered) The management team must also determine if the child’s presence would pose a direct threat to the health and safety of the individual child or others (factors to consider include: nature, duration, and severity of risk; probability of occurrence of injury; whether reasonable modifications of policies, practices, or procedures will mitigate or eliminate risk). The team will: • Recommend enrolling the child in appropriate placement • Or provide a written statement of the reasons for reaching the conclusion not to enroll the child based on criteria stated above. Y. Assessment Process of Children with Disabilities The Comprehensive Services Disabilities Manager in collaboration with Health and Education Managers coordinate the completion of sensory and cognitive screening of all children within 45 days of enrollment. The Comprehensive Services Assistant Managers evaluate the need for further specialized assessment after all standard screenings have been completed. In a family meeting families are informed of screening results and are encouraged to sign a written consent for requesting further evaluations with an outside agency when appropriate. The Comprehensive Services Assistant Managers refers children for further formal evaluations to the LEA (3 years to 5 years) or RECEB (new-born to 2.9 years) according to the established referral procedure. LEA agencies have 60 days to process referrals and develop an IEP upon receipt of the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1325 2017-19 Policies and Procedures Section 2: Program Operations 183 2017-19 Policies and Procedures Section 2 – Program Operations family intake file. RCEB has 45 days to process the referrals upon receipt of the family intake file. The evaluation procedure is conducted with the following provisions: • Parental consent prior to evaluations • Parents informed of their rights and responsibilities under IDEA • An evaluation conducted in a culturally sensitive manner by trained certified/licensed personnel that speak the child’s home language. • More than one criterion will be considered in determining an appropriate program placement. A multi-disciplinary team including the child's teacher will conduct an evaluation utilizing assessment materials validated for the purpose. Z. Eligibility Criteria: Health Impairment Children will not be discriminated against if they present any health impairments such as, cancer, severe asthma, uncontrolled seizures, neurological disorders, rheumatic fever, heart conditions, lead poisoning, diabetes, blood disorders, cystic fibrosis, heart diseases, ADD, AIDS and other medically fragile conditions. CSB must ensure all individuals with disabilities are protected from discrimination under and provided with all services and program modifications required by section 504 of the Rehabilitation Act (29 U.S.C. 794), the Americans with Disabilities Act (42 U.S.C. 12101 et seq.), and their implementing regulations. Children who meet specific criteria including level of functioning, age, onset of indicators and documented reports may be classified as having Health Impairment. Children with suspected health impairments are referred for further evaluation. With the parent’s consent, CSB teaching staff will provide documentation of behavior observations relevant to the impairment, to the appropriate professional for assessment. Upon receipt of a physician evaluation, a family meeting will take place to ensure that CSB can accommodate the individual needs of the child. AA. Eligibility Criteria: Emotional / Behavioral Disorders The identification of children with emotional/behavioral disorders involves specific characteristics, the use of multiple sources of data such as child’s health history, behavior screening results, teachers/parents observation notes, and the child's Head Start physical exam. Children suspected of having an emotional/behavioral disorder are referred for further evaluation to appropriate community agencies to determine whether IEP services are appropriate. Upon receipt of a diagnosis, a family meeting will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. BB. Eligibility Criteria: Speech or Language Impairments All HS children are screened for speech and language delays, within 45 days of enrollment using ASQ-3. Infant/toddlers and preschool children with suspected speech/language delays are referred August 15, 2017 Contra Costa County Board of Supervisors Minutes 1326 2017-19 Policies and Procedures Section 2: Program Operations 184 2017-19 Policies and Procedures Section 2 – Program Operations for further evaluation to RCEB or SELPA. If a determination is made for intervention or special education, an IEP or IFSP will be implemented through the outside agency (Regional Center or SELPAs). When referring children for assessments, careful consideration is given to cultural, ethnic and bilingual differences as well as temporary disorders and delays that fall within the normal range for the child’s age. Upon receipt of evaluation and diagnosis, a family meeting will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. CC. Eligibility Criteria: Intellectual Disability “Intellectual Disability” is the term in IDEA replacing Mental Retardation (Rosa’s Law, 2010). After screening is completed children suspected of having any delays/deficits in adaptive behavior are referred for further evaluation to the LEA and/or physician and/or MH services. A family meeting will be scheduled upon receipt of the diagnosis to ensure proper placement and support is provided for the child. DD. Eligibility Criteria: Hearing Impairment All children are screened for hearing loss through the program or by their physician. Children needing further evaluation are referred back to their private physician and to the SELPA or to the Regional Center. Upon receipt of evaluation and diagnosis, a family meeting will take place to ensure the CSB can accommodate the individual needs of the child in the classroom. EE. Eligibility Criteria: Orthopedic Impairment, Visual Impairment / Blindness Children suspected of having an orthopedic impairment including but not limited to spinal bifida, cerebral palsy, loss of or deformed limbs, arthritis, or muscular dystrophy are referred to their pediatrician for further evaluation. Children requiring special services are referred to the SELPA or Regional Center and the California Children Services. All children have vision screenings through the program or their physician. Children needing further evaluation are referred to their physician, an ophthalmologist and/or optometrist to determine whether the child is visually impaired. Upon receipt of evaluation and diagnosis, a family meeting will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. FF. Eligibility Criteria: Learning Disabilities All Head Start children are screened for possible learning disabilities. Children with suspected disabilities are referred to their physician and RCEB or SELPA as needed. Site Supervisors with the assistance of teaching staff provide classroom observations and child’s work samples as needed to document the child’s needs. Upon receipt of evaluation and diagnosis, a family meeting will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. GG. Eligibility Criteria: Autism, Traumatic Brain Injury, Other Impairments Children that present behaviors such as autism, traumatic brain injuries or other developmental August 15, 2017 Contra Costa County Board of Supervisors Minutes 1327 2017-19 Policies and Procedures Section 2: Program Operations 185 2017-19 Policies and Procedures Section 2 – Program Operations impairments may qualify for services under the Regional Center of East Bay or Local Education Agency (LEA). CSB supports the early identification and intervention of children and following parental consent children are referred for further evaluation to outside agencies. Upon receipt of evaluation/diagnosis, a family meeting takes place to review the IEP/IFSP diagnosis. Based on IEP/IFSP goals and objectives, the best placement will be offered to support the child’s enrollment in the HS program. CSB must ensure all enrolled children are screened for autism at the ages 18 months and 24 months by their physicians based on EPSDT. HH. Disabilities/Health Services Coordination The Comprehensive Services Disabilities Manager works closely with the Health Manager, CS Team and other staff in the screening, assessment process and follow-up to meet the needs of children with disabilities. The Health and Disabilities Managers work together to ensure children's special needs are met and supervision of the administration of all prescriptions and over the counter medications occurs in accordance with state requirements. Children requiring medication must have the doctor's instructions and parental consent before the medication is administered. Individual records of all medications dispensed and a regular review with the child's parents occurs. All medications are adequately labeled, locked and stored out of reach of children. Epi Pens labeled and accessible but out or children’s reach. Individual medical plans are shared with the teaching staff and closely monitored for compliance. Any changes in a child’s behavior related to a drug are shared with staff, parents and the physician. Pre-enrollment case management is encouraged to ensure CSB staff is aware of the individual needs of the child and accommodations can be made. II. Developing Individualized Education Programs (IEPs) The School Districts provide families with advance written notification of IEP meetings. Family's participation in the IEP meeting are documented. Opportunities are provided for reviewing assessment results of the meetings and to request parent’s input. Efforts are made to assure that families are knowledgeable about their parent’s rights and responsibilities under IDEA and understand the purpose and proceedings of the child's program. Head Start evaluates all pertinent information when determining eligibility and placement options of children with current s IEPs such as: • Child's strengths and present level of functioning in all areas of development, strengths. • Identification of challenges and needs in areas requiring specific services. • Short and long term goals and objectives. • Specific related services necessary for the child to participate in Head Start including those services provided by other LEAs and professionals. • Personnel responsible for services provided, projected dates for initiation/duration of services and location of services. • Evaluation procedures to determine the achievement of goals including family goals and objectives. • Transition Plans August 15, 2017 Contra Costa County Board of Supervisors Minutes 1328 2017-19 Policies and Procedures Section 2: Program Operations 186 2017-19 Policies and Procedures Section 2 – Program Operations • Transportation if applicable JJ. Disability Referral Procedures 1. Description The first five years of the children’s life are times of rapid growth and learning. CSB provides rich learning and nurturing environment for them to grow and develop. Children develop at different rates and some may need extra support to reach their age appropriate milestones. The Community Services Bureau is committed to early identification of children at risk of developmental delays in order to provide the necessary early intervention that will lead to positive outcomes for the child. 2. Screening for suspected concerns i. Prior to enrollment and during the application period the child’s file may be flagged using the Red and Yellow Flag System to alert the staff of known or suspected concerns based on the completed health history shared by the parent. The health history briefly screens children for possible health, nutrition, and socio-emotional and developmental risks. ii. Child’s Physical Exams/Baby Well Checkups provide a great source of information and parents are responsible for submitting them to us within 30 days of enrollment thereafter as required by CHDP (Child Health and Disability Prevention.) iii. Sensory and developmental screenings and assessments are provided to all enrolled children within 45 days of enrollment. Children determined to be in need of further evaluation/assessment based on screening results, staff observations, and/or parent observation are referred to the appropriate agency with parental consent. 3. Referral The referral process is explained in detail to the parent during a family meeting. This meeting will take place in the parent’s home language whenever possible. The CSAM will review agency referral protocols with the family including referral time lines, and requirements to complete the referral. CSAM will review with the family and provided copies of their Parent’s Rights and Responsibilities under IDEA and advocacy resources. Depending on the child’s age Referrals could be sent to one of the agencies below:  Regional Center/Early Intervention Agency (Children zero to two years “2.9 years”) The process takes approximately 45 days from the date of referral.  Local Education Agencies/Family Home School District (Children 3 to 5 years) The process takes approximately 60 days from the date of referral. As part of a Case Management the parent is encouraged to sign the Child Referral and Parent Consent Form (CSB501); only after understanding the referral process and his/her parent rights under August 15, 2017 Contra Costa County Board of Supervisors Minutes 1329 2017-19 Policies and Procedures Section 2: Program Operations 187 2017-19 Policies and Procedures Section 2 – Program Operations IDEA. For Mental Health referrals, the medical provider information is completed on the referral form and a copy of the child’s Medical card (if insured) is attached. When a child is on "Positive Guidance Policy Steps" and has a "Positive Guidance Plan", a copy of those documents (CSB521 & CSB134B), along with the child’s Social-Emotional (ASQ-SE) and Developmental Screenings (ASQ-3) are included with the referral. The Child Referral and Parent Consents Form (CSB 501), is reviewed to ensure the document is correctly filled out after acquiring parent signature. Additional signatures are obtained from the Site Supervisor and the Comprehensive Services Assistant Manager. A copy of this form (CSB501), is given to the parent, one to the assistant manager to process the referral and the original is placed in the file. The Assistant Manager reviews the signed CSB501 form and processes it immediately. Once receipt of the referral is verified with the appropriate School District, Early Intervention Agency, or Mental Health Unit, the Assistant Manager completes the Response to Referral Form (CSB502). The referral must be including:  Child’s Last and First name  Child’s birth date  Gender  Child’s CLOUDS ID  Child’s center and Classroom #  Current home address  Family phone number#  Parent’s name  Parent’s language of preference  Child’s language of preference  Medi-Cal or SSN # for Mental Health referral (No need of SSN or Medi-Cal for Disability referrals)  Positive Guidance Plan and Positive Guidance Policy Step Letter if applicable  Referral contact: CSAM’s name and phone number  Consents for exchange of information and assessment should be initialed by parent.  Parent’s signature  Site Supervisor, CSAM or Home Based Teacher’s signatures  Parental check and initials for consent-referral and assessment  Name/address of the agency referring to and providing consent for exchange of information  If foster parent is requesting evaluations, CSAM must obtain the biological's parent consent. Or, request Social Worker consent signature Agency to refer information:  Determine Home School District for children 3 to 5 years old. Identify individual school referral requirements such as: Child’s birth certificate, child’s immunizations, copy of parent’s ID, a copy of a utility bill and any other home addressed mail other than cell phone bill.  Access RCEB or other intervention programs if the child is under 2 ½ years old.  Fax signed form (CSB501) to outside agency and follow up with a confirmation phone call August 15, 2017 Contra Costa County Board of Supervisors Minutes 1330 2017-19 Policies and Procedures Section 2: Program Operations 188 2017-19 Policies and Procedures Section 2 – Program Operations to ensure they have received the referral.  Complete Response to Referral Form (CSB502) The original Response to Referral form (CSB502) is placed in the child’s file and a copy is given to the parent attached to any requested or additional relevant informational resources such as CARE Parent Network, IEP/IFSP program descriptions, advocacy resources, etc. The CSAM enters the family meeting notes and intervention/referral information under the disability tab in CLOUDS (Intervention/Referral). A copy of the family meeting (CSB514) is placed in the child’s file. The CSAM will contact the family for a follow-up between 30 and 60 days after submitting the referral to ensure proper evaluation meetings are in place, proper support is given to the parent in preparation of the diagnosis meeting, and ensure participation in the IEP/IFSP meeting. Additional family meetings will follow as applicable. KK. Nutrition Services for Children with Disabilities The Comprehensive Services Disabilities Manager works with the Health Services Manager and the Nutritionist to ensure that provisions to meet the needs of each child are incorporated into the nutrition program. Appropriate professionals are consulted to provide support for Head Start staff and families for children having severe disabilities and problems with eating. Activities to help children with disabilities participate at mealtimes are implemented in the classroom after discussion in a family meeting. Family meetings with CSB staff, other professionals and families are held to meet the nutritional needs of children with disabilities including the prevention of disabilities with a nutrition basis. LL. Parent Involvement in Transition Services for Children with Disabilities In an effort to support the transition of children with disabilities into CSB programs, or children transferring from one Community Services Bureau program to another, the parent will be asked to attend a family meeting (transition planning meeting) prior to enrollment or transfer. The focus of the meeting will be to:  Review the IEP/IFSP goals and objectives as well as identify parent goals for child  Determine the needs of the child  Insure appropriate placement  Plan program adaptations (if needed)  Support family and foster team approach for service delivery  Provide activities and information to the family to foster the child’s development.  Provide activities to the family to reinforce program activities at home.  Provide family with resources such as Social Security (SSI), Early Periodic Screening Diagnosis and Treatment (EPSDT) programs and other community resources and assist them August 15, 2017 Contra Costa County Board of Supervisors Minutes 1331 2017-19 Policies and Procedures Section 2: Program Operations 189 2017-19 Policies and Procedures Section 2 – Program Operations in accessing these resources.  Provide family with information to prevent disabilities among younger siblings.  Provide parent with information about their rights under the Individuals with Disabilities Act. (IDEA)  Provide resources to family groups for children with similar disabilities who can provide peer and family support. Comprehensive Services Team will support family through the children’s transition from Early Head Start to Head Start or from Head Start to Kindergarten or to other agencies. PART VII. Services to Pregnant Women Enrolled in the Program Enrolled Pregnant Women Staff addresses the needs for appropriate supports for emotional well-being, nurturing and responsive caregiving and father engagement during pregnancy and early childhood. 1. Health Care and Insurance - Within 30 days of enrollment Comprehensive Services Staff determines the status of an ongoing source of continuous, accessible health care provided by a health professional that maintains ongoing health records and is not primarily a source of emergency or urgent care and health insurance for each enrolled pregnant woman. For those pregnant enrolled women, support is provided to gain access to health care and insurance as quickly as possible. 2. Family Partnership Services - Comprehensive Services Staff engages enrolled pregnant women and other relevant family members such as fathers, in family partnership services focused on factors that influence prenatal and postpartum maternal and infant health. Staff provides support throughout the transition process with program options and transition to program enrollment, as appropriate. Support Services Provided for Pregnant Women to Access Comprehensive Services through Referrals include:  Assessment for nutritional status as well as nutrition counseling and food assistance, if necessary.  Health/oral health promotion and treatment, including medical and dental exams, on a schedule deemed appropriate by attending health care providers as early in the pregnancy as possible.  Mental health interventions and follow-up services  Substance abuse prevention and treatment services as needed.  Emergency shelter or transitional housing in cases of domestic violence. Pre-natal and postpartum information, education and services are provided to pregnant women, fathers and other relevant family members on the following:  fetal development August 15, 2017 Contra Costa County Board of Supervisors Minutes 1332 2017-19 Policies and Procedures Section 2: Program Operations 190 2017-19 Policies and Procedures Section 2 – Program Operations  the importance of nutrition  risks of smoking, alcohol and drug use  labor and delivery  postpartum recovery  parental depression  infant care  safe sleep practices  the benefits of breastfeeding and accommodation of breastfeeding in the program Newborn Home Visit Newborn visits are scheduled with each mother and baby within two weeks after the infant's birth to offer support and identify family needs. Comprehensive Services Staff is responsible for ensuring compliance with the requirement for a Newborn Home Visit within two weeks after the infant’s birth as follows:  At enrollment - Educating each pregnant woman on the importance of the Newborn Home Visit and explaining the importance of agreeing to this visit when it is offered at the hospital following the birth of her child or when the Public Health Nurse calls to schedule the home visit.  Prior to delivery due date - Reminding the parent of the Newborn Home Visit requirement.  After delivery – Following up with mother to provide support as needed with scheduling or obtaining documentation of the Newborn Home Visit or following up with Public Health Nursing to ensure Newborn Home Visit or obtain documentation.  Entering documentation of the Newborn Home Visit in the file and in CLOUDS. PART VIII. Program Human Resources Management (Personnel Policies & Procedures) A. Statement of Purpose of Policies and Procedures These personnel policies are produced for the purpose of:  Promoting an effective, efficient, and economic operation of programs;  Providing fair and equal opportunity to all qualified individuals to enter employment with Employment and Human Services Department, Community Services Bureau (CSB) and assuring that employees are promoted or advanced under impartial procedures;  Maintaining a program of recruitment and advancement which will provide career development opportunities;  Maintaining a uniform plan of evaluation, duties and wages based upon the relative duties and responsibilities of positions in CSB;  Employing persons who can perform their duties with competence and integrity. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1333 2017-19 Policies and Procedures Section 2: Program Operations 191 2017-19 Policies and Procedures Section 2 – Program Operations B. Governing Board The ultimate authority to manage the Head Start and Early Head Start program is vested in the County Board of Supervisors. According to Contra Costa County, Personnel Management Regulations, the Executive Director or Department has the authority to act on behalf of the County Board of Supervisors on certain personnel actions as stipulated throughout the regulations. All authority for day-to-day administration of CSB is delegated to the Community Services Director. The Board of Supervisors, upon the recommendation of the Employment and Human Services Director, reserves the exclusive right to hire, evaluate, compensate or release the CSB Director (HS/EHS Director), Human Resources and Fiscal Officers. The Policy Council shall approve or disapprove in advance the hiring of the Community Services Director. The Board of Supervisors delegates the authority of the Head Start and Early Head Start program to the Community Services Director or his/her designee, who is responsible for carrying out the policies, procedures, and intent of these policies to include power to employ, promote, assign duties and responsibilities, evaluate, train, reprimand, suspend, discharge, or reward employees within the guidelines of all applicable federal, state and local regulations. CSB will observe standards of organization, management, and administration that will ensure, so far as reasonably possible, that all program activities are conducted in a manner consistent with the purpose of Head Start Performance Standards and the objective of providing assistance effectively, efficiently, and free of any taint of partisan political bias or person or family favoritism. C. Organizational Structure This section contains policies governing the activities of all CSB employees. It is not intended to supersede the Memorandum of Understanding between Contra Costa County and Public Employees Union, Local One (MoUs), the Personnel Management Regulations (PMRs) or any other polices adopted by the County Board of Supervisors. It establishes standard procedures which are applicable to all programs operated by CSB, irrespective of funding source. Unless otherwise noted, all provisions of the manual apply to each and every employee of CSB. If the requirements of MoUs, PMRs, funding sources, and etcetera are less stringent than the provisions of this section, then these provisions will apply. If personnel provisions imposed by the MoUs, PMRs, funding source, et cetera conflicts with the provisions of these policies, then such regulations shall apply. The Community Services Director or designee has the authority to identify and interpret regulations which conflict with these policies. Employees may not take it upon themselves to interpret regulations which may permit them or require them to behave in a manner which is inconsistent with the provisions of this policy. If doubt arises, employees must request their supervisors to secure a ruling from the Community Services Director or designee. In addition to these policies, the MoUs, PMRs, management bulletins, memos, side letters, et cetera regarding personnel policies issued by the County and funding sources shall be considered a part of CSB’s personnel policies and procedures whenever applicable. All personnel policies and practices contained herein are established in accordance with current applicable rules and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1334 2017-19 Policies and Procedures Section 2: Program Operations 192 2017-19 Policies and Procedures Section 2 – Program Operations regulations of CSB funding sources and other mandates. All CSB staff members are required to become thoroughly familiar with these policies and adhere to their provisions. The Community Services Director and senior management are charged with the responsibility for assuring that all provisions of these policies are administered fairly and impartially. According to Contra Costa County, Personnel Management Regulations, the Executive Director or Department Head has the authority to act on behalf of the County Board of Supervisors on Certain personnel actions as stipulated throughout the regulations. D. Additional Personnel Policies Relating to Employees of Program Services 1. Criminal Record Clearance (Background Check/Fingerprinting) i. Live Scan (Fingerprinting) Process 3. According to the Head Start Act, 45 CFR 1304.3(a)(18) and California DSS, 101170(f), all employees/adults must be fingerprinted. Failure to obtain clearance free of an exemption or to comply with fingerprinting regulations will result in refusal of employment. 4. Applicable employees must be fingerprinted and cleared before their first day of employment. CSB will not employ anyone without an active clearance nor will they hire anyone who has a clearance with an exemption. 5. CSB Personnel schedules a Livescan appointment and provides the applicant with a Livescan form to take to their appointment. 6. After the Live Scan is completed, the Department of Social Services notifies CSB Personnel Unit of the following clearances via a Letter of Criminal Record Clearance. The following checks are conducted:  FBI  Child Abuse Index  State Department of Justice ii. Re-checking Livescan Process  According to the Head Start Performance Standards 1302.90 (5) the program must conduct the complete background check for each employee, consultant, or contractor at least every five years, unless the program can demonstrate that it has a more stringent system in place that will ensure child safety.  California Department of Social Services, Community Care Licensing Division automatically re- checks live scans continuously and notifies the program and the employee.  Should a conviction or other charge occur while the employee is employed, CSB receives an “Immediate Action Required (IAR)” letter from the Department of Social Services Caregiver Background Check Bureau. In this case:  The Community Services Bureau Director determines the appropriate action to be taken based on the Child Care and Development Fund (CCDF) disqualification factors described in 42. U.S.C. 9858f(c)(1)(D) and 42 U.S.C. 9858f(h)(1). . August 15, 2017 Contra Costa County Board of Supervisors Minutes 1335 2017-19 Policies and Procedures Section 2: Program Operations 193 2017-19 Policies and Procedures Section 2 – Program Operations  If a manager receives an IAR letter, he/she is to notify CSB Personnel Unit immediately. If CSB Personnel Unit receives an IAR letter, they will notify the Manager, Site Supervisor and immediately have the employee removed from the facility. Disciplinary actions may be taken up to and including termination.  It is the responsibility of the employee to obtain a waiver form from DSS and submit the waiver. Any employee who obtains a waiver may apply for reinstatement and applications will be considered by personnel. If no waiver is obtained as requested by the Personnel Unit, the employee may be terminated from employment with Contra Costa County.  Declaration-The State requires that all current/prospective employees must sign a declaration, Criminal Record Statement prior to employment, which reveals any background information that might be detrimental to their employment with CSB. The declaration or Criminal Record statement must list: o All pending and prior criminal arrests / charges related to child sexual abuse and their disposition o Convictions related to other forms of child abuse / neglect o All convictions  The grantee must review each application for employment individually in order to assess the relevancy of an arrest, a pending criminal charge, or a conviction.  The declaration may exclude listing of: o Any offense, other than the ones related to child abuse and/or child sexual abuse or violent felonies, committed before the prospective employee’s 18th birthday which was adjudicated in a juvenile court or under a youth offender law o Any conviction the record of which has been expunged under Federal or State law o Any conviction set aside under the Federal Youth Corrections Act or similar State authority I. Eligibility Criteria In addition to the above, for staff providing mental health services, such as the Mental Health Clinical Supervisors and Mental Health Interns, CSB is required by the Department of Health Care Services (CCR, title 42, section 1128 or section 1128A of the Social Security Act and CFR, Title 42, section 438.214) to verify that at time of hire the Mental Health Supervisors and the Mental Health Interns meet the following:  Are eligible to claim for and receive state and federal funds  Have the required licensure that is current and valid  Are not on the following individual/entities excluded provider lists: o http://oig.hhs.gov/exclusions/exclusions_list.a sp o https://files.medi-cal.ca.gov/pubsdoco/SandILanding.asp Thereafter, verification will be conducted on a monthly basis. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1336 2017-19 Policies and Procedures Section 2: Program Operations 194 2017-19 Policies and Procedures Section 2 – Program Operations 3. Emergency Procedures i. Chemical Accident In case of a shelter-in-place emergency, a manager will notify all affected sites. In this case, all employees are required to follow shelter-in-place protocols. SHELTER—Go inside a building immediately to avoid exposure to airborne chemicals. SHUT—Seal all doors and windows/turn off ventilation systems. (Locking doors and windows creates the best seal.) Parents must be informed during orientation that staff is not authorized to release children during a shelter-in-place accident. LISTEN—Turn on the radio/listen for up-to-date information. Avoid using the telephone unless you have a life-threatening emergency. All sites must have a working radio available at all times. ii. Earthquake Emergency Duck and cover under a table or desk, crouching on knees with face down and hand covering the back of the head.  Stay clear of outer walls, windows, glass, cabinets, files, or shelves  Evacuate the building to Assembly Area after counting 100.  Avoid re-entry into the building.  Allow the Building Warden to re-enter the building (searching for missing persons, assessing the extent of damage, turning off utilities as needed, and checking for gas leaks).  Keep clear of overhead wires, poles, buildings, trees, and falling objects if outside.  Prepare for aftershocks. iii. Fire Emergency Notify the fire department immediately, giving required information:  CSB building, room number, address, and other means of identifying location of the fire  Description of size / type of fire  Information regarding any injured people  The name, telephone number, and extension of the employee reporting  Evacuate all people from the fire area and close off the fire area using posted emergency routes.  Report to Assembly Area (consult the Evacuation Plan)  Use appropriate type of fire extinguisher. If smoke or heat endangers safety, evacuation of the area is required (to allow emergency personnel to handle the situation). iv. Medical Emergency  Provide appropriate first aid and/or cardiopulmonary resuscitation (CPR).  Call the Fire Department if advanced first aid is required (911).  Call an ambulance if appropriate (911).  Send the injured to either the physical location of his or her choice or to the nearest medical emergency center or hospital. Notify the family of the injured.  Report injuries to the appropriate supervisor and the designated CSB Personnel Analyst August 15, 2017 Contra Costa County Board of Supervisors Minutes 1337 2017-19 Policies and Procedures Section 2: Program Operations 195 2017-19 Policies and Procedures Section 2 – Program Operations immediately. The supervisor is responsible for notifying Community Care Licensing via telephone within 24 hours and in writing within 7 days.  If an injury results in death or hospitalization of an employee for over twenty-four hours, notify CSB Personnel and the Workers’ Compensation/Safety Coordinator. She/he is responsible to inform the CCC Risk Management and the State Division of Occupational Safety and Health (CAL/OSHA). 4. Work-Related Injury and Illness All County employees who are injured or become ill as a result of their job are covered under workers’ Compensation. Workers’ Compensation is a no-fault insurance plan paid for by the County and supervised by the State. It is a plan where fault does not have to be proven to receive medical expenses and lost wages. If an employee is unable to work because of a work-related injury or illness, (s)he is eligible for benefits. All benefits are determined by the California State Legislature. i. If an employee is injured or becomes ill as a result of her/his job, the following steps should be taken: • The employee must immediately notify her/his supervisor. All work-related injuries/illnesses, including first-aid, need to be reported. • The supervisor must notify CSB Personnel (the designated Workers’ Compensation/Safety Coordinator) • The supervisor and the employee are to complete the required workers’ compensation forms: CCC Supervisor’s Occupational Injury or Illness Report Procedures (AK 30 –Part A & B), and Workers’ Compensation Claim Form (DWC – 1), as soon as possible • The supervisor is to submit the completed forms to CSB Personnel (CSB Workers’ Compensation Coordinator) by the end of the business day of the injury/illness or by the end of the day (s)he became aware of the injury or the illness; The Supervisor is to fax the first white page of the DWC-1 and parts A & B of the AK-30, Supervisors Report, to the CSB Worker’s Compensation/Safety Coordinator at Personnel on the day of the injury and to send the original paperwork via the Interoffice Mail. • The CSB Workers’ Compensation Safety Coordinator will submit the required documentation to CCC Risk Management Office. County policy requires the documentation to be submitted to Risk Management within 24 hours of the injury/illness • Injured/ill employees are encouraged to seek immediate medical attention. The CSB Workers’ Compensation/Safety Coordinator will provide information on medical facilities that can be visited in case of a work-related injury/illness • The injured/ill employee may only return to work with a doctor’s note stating that employee is cleared to return to work on that date. If the employee is placed on “Off Work” or any modified work status, (s)he must notify her/his supervisor and the CSB Workers’ Compensation/Safety Coordinator about her/his status and fax/deliver the appropriate doctor’s note to both parties • Modified work will be assigned only by the CSB Workers’ Compensation/Safety August 15, 2017 Contra Costa County Board of Supervisors Minutes 1338 2017-19 Policies and Procedures Section 2: Program Operations 196 2017-19 Policies and Procedures Section 2 – Program Operations Coordinator in coordination with the employee’s supervisor if accommodations are viable • If an employee is ordered for follow-up doctor visits or therapy as a result of a job- related injury or illness, (s)he is required to attend all prescribed visits and furnish Work Status Reports to her/his supervisor and the CSB Workers’ Compensation/Safety Coordinator after each visit • Employees leaving work for appointments connected to work-related injuries/illness are to claim the time off as workers’ compensation time (WC) on their time cards • Doctor bills and hospital expenses related to on the job injuries or illness will be paid directly by the County. If an employee receives a bill that is related to a job-connected injury or illness, (s)he should notify the CSB Workers’ Compensation/Safety Coordinator and should not pay the bill. ii. Return-To-Work Program CSB participates in the Return-To-Work (RTW) Program. It is a plan utilized by Contra Costa County with the main objective to manage the employees’ successful and timely return to work after a work related injury. The program facilitates the earliest possible return of an injured employee to meaningful, productive work within the parameters of her/his physical capabilities. If necessary, the program allows for temporary modifications to the employee’s job description or position to accommodate the physical restrictions identified by the medical provider. Employees participating in the program are assigned transitional jobs. Two main transitional jobs are available for employees through the RTW program: • Modified work within the employee’s unit – this is usually for on-the-job injured employees who can perform their usual jobs full time or part time with significant accommodations • Bridge Assignments – these are for employees who cannot perform their usual jobs, but can be assigned to other meaningful jobs. Usually, Bridge Assignments are much broader and employees assigned to them may be placed in any of the EHSD’s Bureaus or even other County Departments. Assigning employees to transitional jobs is facilitated by the CSB RTW Coordinator (Personnel) in collaboration with the employee’s supervisor. While in the RTW program, each employee is required to furnish Personnel with Work Status reports after each visit with the Worker’s Comp doctor. Employees with work related injuries benefit from participating in the RTW Program by returning back to work quickly, by continuing to participate in meaningful jobs and maintaining their self- esteem, by the on-the-job hardening, and faster recovery. 5. Ergonomic Safety and Evaluation All employees are expected to maintain their work environment and equipment safe and in good repair. Employees are to organize their work space considering basic ergonomic and safety practices such as, easy access/reach of desk equipment, appropriate lighting, use of appropriate equipment, avoidance of forceful lifting, pushing or pulling, prolonged repetitive motions. Employees performing mainly sitting jobs are encouraged to periodically change activities and positions, take small stretch August 15, 2017 Contra Costa County Board of Supervisors Minutes 1339 2017-19 Policies and Procedures Section 2: Program Operations 197 2017-19 Policies and Procedures Section 2 – Program Operations breaks to reduce repeated stress to various parts of the body. Employees who experience discomfort by using their work equipment or have doctor’s recommendation for ergonomic evaluation are to notify their direct supervisor and request evaluation. The supervisor should contact CSB Personnel, the Workers’ Compensation/Safety Coordinator and request ergonomic evaluation for the employee. The CSB Workers’ Compensation/Safety Coordinator will review the request and arrange for the evaluation. After the completion of the ergo evaluation, the employee and her/his supervisor will receive a copy of the evaluation report and an Ergonomic Equipment Acknowledgment Form. The employee is to review and keep the copy of the evaluation. Both the employee and the supervisor are to sign the Ergonomic Equipment Acknowledgment Form and return the original to the CSB Workers’ Compensation/Safety Coordinator at the Personnel Unit for authorization of the recommended ergonomic equipment. The CSB Workers’ Compensation/Safety Coordinator will work with the CCC Ergo Lab to ensure the appropriate accommodations are made and that the employee is trained on ergonomic and safety practices. Ergonomic Equipment Acknowledgment forms sent by the employees directly to the CCC Ergo Lab without the authorization of the CSB Workers’ Compensation/Safety Coordinator will not be accepted by the Ergo Lab and the requested equipment/accommodations will not be provided. 6. Employee Relations As a part of a team providing services for the benefit of the public, each employee must cooperate with co-workers and supervisors and the public through professionalism and mutual respect in order to set a high standard of work performance. The entire staff of CSB must function as a team. Each employee is required to make a positive contribution in the interest of efficient public service. Unwillingness or failure to cooperate will not be tolerated and will be cause for disciplinary action. 7. Smoke-Free Environment CSB will create a smoke-free environment and eliminate exposure to tobacco smoke by children, staff, parents, and visitors in the Head Start program. Under California labor code, it is unlawful for any individual to smoke tobacco products in an enclosed workplace. Furthermore, in June 2014 the Contra Costa County Board of Supervisors adopted a Smoke-Free Contra Costa law which prohibits smoking, including use of medical marijuana and electronic smoking devices such as e-cigarettes. This law, which will be fully enforced on March 1, 2015, prohibits smoking as follows: • In all buildings, vehicles, and other enclosed areas occupied by county employees, owned or leased by the county, or otherwise operated by the county. • In all outdoor areas owned or leased by the county, including parking lots, the grounds of the county’s hospital and health clinics, and the grounds of all other buildings owned or leased by the county. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1340 2017-19 Policies and Procedures Section 2: Program Operations 198 2017-19 Policies and Procedures Section 2 – Program Operations • In personal vehicle, whether parked or in motion, if it is located on property owned by the county. Employees leaving the County property to smoke or use electronic smoking devices, have to be mindful of their personal safety while off county property. Staff is encouraged to wear protective wear, such as a smoke or “smoking jacket” so that when they finish smoking, they can remove it so as to not carry the tobacco chemicals on their clothing into the classrooms or offices. Adults are also prohibited from smoking during group socialization activities, such as field trips, neighborhood walks, and other outdoor activities. The only situation under which this does not apply is during a presentation or field trip related to American Indian cultural customs in which tobacco is utilized. Educational and wellness activities, such as smoking cessation programs for adults and inclusion of developmentally appropriate activities in health education for children will be developed to assist in carrying out smoke-free policies. Staff and parents are encouraged to call the California Smokers Helpline at 1-800-NO-BUTTS (English speakers) or 1-800-No-Fume (Spanish speakers) or to visit http://cchealth.org/tobacco/time-to-quit-smoking.php for a list of local cessation resources. Additional information and resources are available by contacting the Comprehensive Services Unit’s Health Services Manager. 8. Drug-Free Work Environment In Compliance with the Federal Drug-Free Workplace Act 1988, the Contra Costa County Board of supervisors instituted a Drug-Free Workplace Policy (Resolution No. 90/674 from October 16, 1990). The Board is committed to a Drug-Free Workplace because of the inherent dangers to employees who abuse drugs and/or alcohol. According to the Drug-Free Workplace Policy:  The County prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substance in the workplace, and/or during work hours.  Any violation of this policy may result in disciplinary action, up to and including termination, or when needed, mandatory participation of the employee in a drug- abuse assistance or rehabilitation program.  Any employee convicted of any State or Federal criminal drug statute for a violation occurring in the County workplace or on County time, shall report the conviction to their supervisor, department manager or personnel officer no later than five (5) days after such conviction. CSB strives to maintain a workplace that is reflective of the County Smoke-Free and Drug-Free Workplace Environment Policy. CSB employees are expected to conduct themselves responsibly. Upon report that an employee appears to be under the influence of alcohol or illegal drugs, the employee’s supervisor must notify the Assistant Director or the Division Manager, or the Personnel Administrator. One of these CSB Senior Managers and the employee’s supervisor will immediately meet with the employee and determine if she/he is under the influence of alcohol or illegal drugs. If they determine that the employee is under the influence, the employee shall be instructed to immediately leave the workplace. An employee under the influence of alcohol or illegal drugs is to report back to work sober and clean of drugs at least one day after the incident. The employee has the option to claim unpaid time or to use her/his own accruals. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1341 2017-19 Policies and Procedures Section 2: Program Operations 199 2017-19 Policies and Procedures Section 2 – Program Operations 9. Solicitation of Goods Contra Costa County prohibits the solicitation of goods on any County property. Goods for sale will not be accepted, bought, or sold at any Grantee office or CSB center. This applies to commercial activities only. This does not apply to parent fundraising. Parent fundraising activities are reviewed and approved by the Policy Council and the Bureau Director. 10. CSB Telephone Usage Policy There may be times when personal telephone calls must be made or received during working hours. Personal telephone calls must be kept to a minimum, and may not interfere with classroom or business activities. CSB expects employees to make these calls during break or lunch periods. No long distance calls can be made on CSB telephones. Personal cellular phone usage is prohibited in the classroom and business offices at all times. 11. Food in the Classroom Food for individual staff consumption is not allowed in the classroom unless the staff member is eating a meal or snack with the children. Any other food and drink must be consumed by the staff member during break or lunchtime, away from the classroom. E. Analysis of Staff Needs The needs of individual staff members for assistance and training, as well as the training tools are analyzed regularly to ensure optimal performance and efficiency of services. The Community Services Director or designee assesses staff needs by considering levels of responsibility, experience, performance of assigned tasks, and other relevant factors. On the basis of such assessment, the Community Services Director or designee determines the delivery of needed assistance after considering funding limitations. Assessment of staff needs is performed annually or as needed. F. Recruitment and Selection It is the policy of CSB to employ qualified, capable, and responsible personnel who are of good character and reputation. Consideration will be given to provide employment opportunities to current and former Head Start and Early Head Start parents. CSB will follow the guidelines for recruitment as required by the MoUs, PMRs, Management Bulletins and other provisions established by the County and funding sources. CSB shall make certain that its recruiting procedures afford adequate opportunity for the hiring and career advancement of its parents and staff. The attainment of a high level of education may be important to performance in certain positions; however, formal educational qualifications, unless required by state, local or federal law, where practical, shall be made discretionary rather than required for employment and advancement. Head Start staff will be required to meet the educational requirement as established in the Head Start Act and/or Head Start Performance Standards. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1342 2017-19 Policies and Procedures Section 2: Program Operations 200 2017-19 Policies and Procedures Section 2 – Program Operations G. Hiring of CSB Staff A position will be following steps outlined below:  Following the approved Contra Costa County Personnel Management Regulations, the Personnel Unit will work with the County Human Resources Department, as required, to publicly announce a position for employment.  Upon receipt of applications, the Human Resources Department or designee will screen the applications to ensure that applicants meet the minimum requirements for filling the position.  The Human Resources Department shall designate selection procedures that may be written tests, oral tests, physical agility tests, assessment centers, training and experience evaluations or other selection procedures, or any combination of these. Selection procedures shall be practical and job related, constructed to sample the knowledge, skills, abilities and/or personal attributes required for successful job performance.  When, after public announcement, the number of accepted candidates is equal to or less than the number necessary for a full certification, after consulting with the Community Services Director, the Personnel Unit may waive competitive testing and certify the applicants without rank or score. Under these circumstances, the Community Services Director will appoint a Qualifications Appraisal Board within the Community Services Bureau to conduct oral interviews of the applicants.  In examinations where an oral interview is to be conducted as part of the total examination, the Personnel Unit shall appoint two or more qualified staff, to conduct oral interviews.  Whenever final interviews are conducted to fill key management positions such as Executive Director, Head Start or Early Head Start Director, Chief Fiscal Officer, Personnel Director or any other equivalent position within the Community Services Bureau, in addition to the appointed subject matter experts, the Policy Council Chair/Vice Chair will be included in the panel conducting the interview/s.  After completion of the examination process, the Personnel Unit will certify to the Bureau Director in rank order, according to the overall scores in the examination process, the names, addresses and phone numbers of the persons entitled to certification.  The designated interview panel will interview the prospective employee to determine: o If the individual will be able to work effectively with parents and/or children in a positive, supportive manner; o If the individual will be able to work with staff in a cooperative, team-like manner; o The individual’s commitment to low income families and the community; o The experience the individual has working with or the understanding the individual has of culturally diverse groups; o Personal characteristics such as warmth, strength, flexibility, understanding, empathy, ability to respond quickly under stress; o The ability of the individual to work within systems; o The individual’s respect for authority and ability to work under supervision; and o Any other special skills such as speaking, reading, or writing in other languages.  After the interview, the Personnel Unit will conduct personal and employment reference checks on all potential new hires and will submit a recommendation to the Hiring Manager and Community Services Director or designee for employment in the position being August 15, 2017 Contra Costa County Board of Supervisors Minutes 1343 2017-19 Policies and Procedures Section 2: Program Operations 201 2017-19 Policies and Procedures Section 2 – Program Operations considered.  The name and qualifications of the candidate/s will be considered for approval by the Hiring Manager and the Community Services Director. Only after the candidate has been approved for employment may the candidate be officially employed and report for work.  In case of hiring a new Head Start Director, a Chief Fiscal Officer, or a Personnel Director, the candidate/s will be presented for approval by the Policy Council.  No Head Start funds may be obligated for payment of salary to any permanent employee not previously approved by the Policy Council.  All newly hired employees will serve a probationary period as outlined in Section 9 of the Personnel Management Regulations and the appropriate Section of the applicable Memorandum of Understanding between Contra Costa County and Public Employees Union, Local One. H. Reject from Probation When an employee is being separated from employment while on probation, a CSB Personnel Analyst will serve a copy of the Contra Costa County Notice of Separation (AK 16) to the employee and at that time shall ask for any keys and/or employee badges they may have to the facility. I. 9/80 Work Schedule A 9/80 work schedule has been established for a period determined by the Community Services Bureau Director. The schedule is available for Senior Management and some management and middle management classifications. There may be some job functions or classifications that are not feasible for participation in the 9/80 schedule. Additionally, probationary employees are not eligible for a 9/80 schedule until successfully completing their probationary period. Furthermore, temporary employees are excluded from the 9/80 work schedule. The Director of Community Services Bureau has the authority to determine the exclusion or the participation of particular jobs or classifications in the 9/80 shift. The 9/80 schedule is voluntary. An employee who participates in the 9/80 schedule is not obligated to maintain it except for a two-week cycle from the beginning of the 9/80 shift. If an employee opts out of the schedule, she/he may opt back in once in the following three-month period. Work expectations do not change as a result of an employee’s participation in a 9/80 schedule. If her/his performance deteriorates due to participation in the 9/80 schedule, the employee may be returned to a regular schedule. This action requires the approval of the Community Services Director or designee. Employees requesting participation in the 9/80 work schedule should complete a Participation Request form that can be obtained from CSB Personnel Unit. The employees are to submit the completed form to their supervisor. Approval is granted by the Community Services Director or designee with consideration for adequate coverage of the Department and the individual units. A copy of the approved request should be submitted to the Fiscal unit and to CSB Personnel to be filed in the employee’s personnel file. Employees participating in a 9/80 schedule must take a day off during the two-week pay period. During the period, the employees work one 8 hour day and 9 hours each day thereafter. The total work hours for the pay period should equal 80. If a holiday falls on the employee’s day off, the employee should August 15, 2017 Contra Costa County Board of Supervisors Minutes 1344 2017-19 Policies and Procedures Section 2: Program Operations 202 2017-19 Policies and Procedures Section 2 – Program Operations take her/his 9/80 day within the pay period before or after the holiday. If a holiday falls on a work day, the employee must use 1 hour accruals to make the required 9-hour work day since a holiday is 8 hours. 9/80 Work Schedule for Employees Temporary Disabled Due To Industrial Injury In accordance with the Memorandum of the Office of the County Administrator, dated November 23, 2009, and the Contra Costa County’s Return to Work Policy for Industrial Injury or Illness, Section VI, A. Restrictive Duty, the 9/80 or flexible work schedule for every employee who has sustained industrial injuries, who has an accepted worker’s compensation claim and is temporarily disabled from working full time will be temporarily revoked. Upon release to full time work by the treating physician and only if the employee is able to work more than 8 hours per day, the 9/80 or flexible schedule may be resumed. J. Separation Employees are dismissed, suspended, and demoted in accordance with Contra Costa County, Personnel Management Regulations Part 11, Separation and Memorandum of Understanding between Contra Costa County and the Labor Unions. K. Resignation A resignation letter from the employee shall be made in writing and submitted to the employee’s immediate supervisor and/or Assistant Director. The original letter should be sent to Personnel Unit. L. Nepotism No immediate family member of a supervisor shall work directly under his/her supervision. Immediate family member shall be defined as person's parent/s, grand parent/s, siblings, spouse, in-laws, natural child, stepchild, foster child, child in employee’s custody, legally adopted child, legal guardianship, foreign adoption, tribal adoption, disabled adult child, domestic partner, child of domestic partner, and children's spouses. M. Enrolled Children of CSB Employees To maintain an equitable educational environment at our child care centers, CSB requires that every effort will be made to place the enrolled child of a CSB employee at facility that is different from the employee’s worksite. In NO case will an employee’s child be placed in the employee’s classroom. CSB employees’ children may be enrolled in the program only if eligible. N. Staff Qualifications – General All site-based staff must meet the minimum qualifications of the State Department of Education matrix and the Early Head Start and Head Start staff qualification requirements as stated in Sections 645(A) and 648(A) & (B) of the 2007 Head Start Act and Section 1302.91 of the Head Start Performance Standards. This includes Assistant Directors, Site Supervisors, Infant/Toddler Master Teachers, Master Teachers, Infant/Toddler Teachers, Teachers, Infant/Toddler Associate Teachers, and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1345 2017-19 Policies and Procedures Section 2: Program Operations 203 2017-19 Policies and Procedures Section 2 – Program Operations Associate Teachers. It is the employee’s responsibility to maintain and provide to Personnel and their Site Supervisor a current Permit or Temporary Certificate issued by the Office of Education and to meet the Head Start and Early Head Start staff qualification requirements by the established timelines. Services for families enrolled in the home-based program option are provided by Early Childhood Educators. These employees must meet the education qualification requirements established in Section 1302.91(e)(6) of the Head Start Performance Standards, demonstrate competency to implement home visiting curriculum, promote the progress of all children, including dual language learners and children with disabilities, and build respectful, culturally responsive, and trusting relationship with families. Family services staff work directly with families on the family partnership process. Staff hired after November 7, 2016 must, within 18 months of hire, obtain at a minimum a credential or certification in social work, human services, family services, counseling or a related field. In addition, all staff must meet the minimum qualifications as stated in the Community Services Bureau Job Descriptions and as set forth by state and federal regulations. Should an employee fail to meet the minimum qualification of his or her job while employed with Contra Costa County, he or she will be dismissed as stipulated in the Personnel Management Regulations, Part 1108 and the Public Employees Union, Local One MoU, Section 24.2. O. Qualification Requirements for Positions Minimum qualification requirements reflecting the California Department of Education, the Head Start Act and Section 1302.91 of the Head Start Performance Standards qualification guidelines are set for all Contra Costa County Community Services Bureau positions. The Personnel Director, in conjunction with the Assistant Directors and/or other subject matter experts, drafts minimum qualification requirements for certain positions. These are received by Division Managers for input and review. Where minimum qualification requirements affect health, education, food service, or other component positions, the draft is received by the appropriate committee for input and review. The draft is then submitted to the Community Services Director for review and approval. After Community Services Director’s approval, the draft is sent to the CSB Personnel Unit for further processing. Managers receive copies of job descriptions and qualifications adopted by Human Resources. Preference will be given to former and current parents who meet the qualifications as set forth in the job descriptions. All staff must be able to perform the Essential Functions as set forth by the Bureau at all times August 15, 2017 Contra Costa County Board of Supervisors Minutes 1346 2017-19 Policies and Procedures Section 2: Program Operations 204 2017-19 Policies and Procedures Section 2 – Program Operations (please refer to Essential Functions documentation). If staff is unable to perform the functions at any time during employment, the Bureau will try to accommodate needs; however there are some instances where this may not be possible. New Hires: Before a new employee / volunteer who will work directly with the families and children begin work, (s)he must have completed the following:  Complete health screening by a physician including a tuberculosis test (prior to employment) or a written statement from a doctor stating a TB test is not required.  Provide verification of required vaccinations for Measles and Pertussis or waiver of such vaccination/s as required by Community Services Bureau Vaccination policy as per SB 792(for staff working in child care centers).  Fingerprint / criminal record clearance without any exemptions. P. Classroom Staffing and Ratios and Comprehensive Services Staffing 1. Classroom Staffing and Ratios Each classroom maintains the adult/child ratios required by Title V: For children ages 3-5, 1:8; for toddlers, 1:4; for infants 1:3. Children under three years of age may not be in groups with more than eight children. Each full-day pre-school classroom is staffed with a qualified Teacher and 2 Associate Teachers. If this is not possible, an Associate Teacher may be substituted for a Teacher and a Teacher Assistant Trainee for an Associate. Each part-day pre-school classroom is staffed with two Teachers and Teacher Assistant Trainees. CSB center classrooms will have no more than 20 children enrolled at any time, except in State Preschool classrooms where there may be 24 children enrolled at one time and in Head Start classrooms with an approved 24-waiver from the Administration for Children and Families (ACF). The Supervisor must ensure that adult/child ratios are maintained at all times. If a staff member is absent, the Site Supervisor must do the following:  Assess the staffing needs of the classroom based on the number of children present and the staff/child ratios in other classrooms at the site.  Request the services of a parent volunteer.  If a substitute is needed, the Supervisor must contact the clerk who coordinates the substitutes. All staff inside the classroom and outside in the yard are responsible to ensure that all children are visible at all times and that they are being supervised at every moment.  Whenever the classroom is outside on the yard or on a field trip, all members of the teaching team must be present to ensure the health and safety of children. No scheduled prep time or breaks are permitted during times scheduled outside of the classroom. Teaching staff supervise infants and toddlers/twos by sight and sound at all times. When infants and toddlers/twos are sleeping, mirrors, video or sound monitors may be used to augment supervision in sleeping areas, but such monitors may not be relied on in lieu of direct visual and auditory supervision. Sides of cribs are checked to ensure that they are up and locked. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1347 2017-19 Policies and Procedures Section 2: Program Operations 205 2017-19 Policies and Procedures Section 2 – Program Operations Teaching staff and volunteers are aware of, and positioned so they can hear and see any sleeping children for whom they are responsible, especially when they are actively engaged with children who are awake. CSB management ensures that the staff reflects the cultures and languages of the children and families served in the program whenever possible. If this is not possible, the Supervisor must contact the main office to obtain the services of a translator in order to communicate with families. 2. Comprehensive Services The program is supported at all times by the following personnel:  A health services content area expert who is trained and experienced in public health, nursing, health education, maternal and child health, or health administration.  An education and curriculum services content area expert who is trained and experienced in early childhood education and development, classroom observation and monitoring, and coaching/mentoring.  A nutrition services content area expert who is a registered dietitian or nutritionist.  A mental health services content area expert who is a licensed or certified mental health professional with experience and expertise in serving young children and their families.  A family and community partnership or parent involvement content area expert who is trained and experienced in field(s) related to social, human, or family services and who is skilled in assisting parents of young children in advocating and decision-making for their families.  A disabilities services content area expert who is trained and experienced in securing and individualizing needed services for children with disabilities. When a health procedure must only be provided by a licensed or certified health professional, the agency will ensure that this requirement is met. Q. Site Administration Each site that receives State Department of Education funding must have a full time Site Supervisor housed in the building. For sites with more than nine classrooms, an additional Site Supervisor will be housed at the building. This Supervisor may be counted in the ratio if working directly with the children. Sites with infant/toddler care must have a Site Supervisor who, in addition to the regular qualifications, has completed 3 units of Infant and Toddler Care. As an entity operating child care and development programs, providing direct services to children at two or more sites, CSB shall employ Assistant Directors that meet the minimum qualifications of a Program Director as outlined in the State Department of Education matrix. R. Teacher Assistant Trainees (TATs) CSB may employ Teacher Assistant Trainees (TATs) through the County or the ROP program. The following applies for all teaching staff with less than 12 units in Early Childhood Education courses: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1348 2017-19 Policies and Procedures Section 2: Program Operations 206 2017-19 Policies and Procedures Section 2 – Program Operations  The TAT must be at least 18 years of age UNLESS: (S)he has a high school diploma or equivalent or a part of the ROP or other occupational program.  The TAT may never be alone with the children – the Teacher/Associate must always supervise the interactions with the children.  If the TAT has enrolled in or completed at least 6 units in Early Childhood Education, (s)he may supervise children at nap time and escort children to the bathroom without the direct supervision of a Teacher/Associate. In order to support the professional development and career advancement of Teacher Assistant Trainees, CSB will provide a select number, based on funding availability, of Teacher Assistant Trainees the opportunity to participate in the Teacher Assistant Trainee Program, as outlined in 31(a)(4).b of this section. S. Volunteers CSB encourages volunteers from the community whenever possible. Each year, program staff recruits volunteers through flyers and other announcements. Before a volunteer begins in the program, (s)he must be approved by the CSB Manager responsible for volunteer coordination. This ensures that the volunteer has fulfilled the necessary requirements prior to being given an assignment. All potential volunteers must complete a Volunteer Application. If the volunteer works more than sixteen (16) hours at one facility s/he must obtain fingerprint clearance. All volunteers, regardless of the number of hours they are planning to work, must submit a statement of good health. The statement could be issued by a doctor, a medical professional or be a self-disclosure signed by the volunteer. Each volunteer must undergo a TB risk assessment and if at risk submit a negative TB test result, as well as provide verification of measles, pertussis and influenza immunizations as outlined in California Community Care Licensing and Health and Safety Code 1596.7995 at their own cost prior to volunteering. The statement of good health, the TB and immunization result should be provided to the manager overseeing volunteer coordination and kept on file by the Site Supervisor. As outlined in California DSS section 101170(b), certain volunteers may be exempt from the requirement to submit fingerprints and or immunization verification. Once fingerprint, immunization verification/s and TB clearance is received, the volunteer coordinator will contact site supervisors to see if there is an appropriate volunteer opportunity at their site. The volunteer coordinator will forward all paperwork to the site supervisor for their Licensing and Health file. The Site Supervisor or designee will review the Volunteer Policy with the volunteer and have him/her sign the Standards of Conduct, Certification Statement and all other Licensing forms. Only then will CSB make the final volunteering assignment which includes: start date, end date, and number of days and hours per week. The volunteer enters hours worked daily on an in-kind form for the whole month. At the end of the month, the volunteer submits the completed in-kind reporting form to the assigned volunteer supervisor to have them sign their approval and to make a copy of form for the volunteer. The volunteer’s supervisor or designee submits the in-kind records monthly to the cluster clerk for entry into the In-Kind Log in the shared drive. T. Standards of Conduct CSB ensures that all staff, consultants, and volunteers will observe the program’s Standards of Conduct. All employees must sign the Standards of Conduct annually and the original will be maintained in their personnel file. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1349 2017-19 Policies and Procedures Section 2: Program Operations 207 2017-19 Policies and Procedures Section 2 – Program Operations Every employee, consultant and volunteer involved in the Program, must subscribe to the following:  Respect and promote the unique identity of each child/family.  Refrain from stereotyping on the basis of gender, race, ethnicity, culture, religion, disability, Sexual orientation, or family composition.  Follow program confidentiality policies concerning information about children, families, and other staff members.  Never leave a child alone/unsupervised while under their care.  Use positive methods of child guidance.  Never engage in corporal punishment, emotional/physical abuse, rejection, extended ignoring, humiliation, intimidation, ridicule, coercion or threats.  Never use any form of verbal abuse, including profane, sarcastic language, threats, or derogatory remarks about the child and/or about his/her family.  Never prohibit a child from attending religious services outside the agency.  Never use methods of discipline that involve: o Isolation o Binding or tying a child to restrict movement or taping a child's mouth. o The use of physical activity or outdoor times as a punishment or reward o The use of food as punishment or reward o The denial of basic needs  Provide a safe, healthy and accommodating environment that meets the children’s needs. Each employee, consultant, contractor, and volunteer must comply with program confidentiality policies concerning personally identifiable information about children, families, and other staff members. Every employee engaged in the award/administration of contracts or other financial awards will sign a statement to the effect that they will not solicit or accept personal gratuities, favors, or anything of significant monetary value from contractors or potential contractors. Additionally, employees will not engage in any form of picketing, protest, or other direct action that is in violation of law and must comply with Contra Costa County Administrative Bulletin 405.4. If a staff member, consultant, contractor, or volunteer violates any of the above Standards of Conduct, the following disciplinary steps may be followed:  Conference(s) with the individual’s supervisor to discuss implications of their behavior, and corrective action plans.  Further training for the individual may be provided.  A letter of Coaching and Counseling may be sent to the individual, detailing the seriousness of their violation(s) of the Standards of Conduct.  If the letter of Coaching and Counseling is ignored, the employee may receive further disciplinary action.  If the behavior of the individual does not change, disciplinary measures may be applied, such as Letter of Reprimand, suspension, and/or termination of employment. In some cases, termination may be the first discipline. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1350 2017-19 Policies and Procedures Section 2: Program Operations 208 2017-19 Policies and Procedures Section 2 – Program Operations U. Professional Behavior and Attire 1. CSB Standards of Professional Behavior As representatives of County government, it is important that staff adhere to high standards of professional behavior at all times. Public and client perceptions of our staff and services can be significantly affected by a single negative interaction with any employee in our department. As professionals, staff members need to refrain from excessively negative behavior in all interactions with their colleagues, in meetings and training sessions, with clients, or the public. Such behavior can over time create a hostile work environment, be experienced as harassment, interfere with client access to services, or violate client rights. Examples of excessively negative behavior can include: rudeness, being overly brusque and impatient, showing contempt for others, being excessively critical and fault-finding, demeaning and sarcastic, disrespectful, slamming doors or files, raised voices, use of profanities, sexual and national origin harassment and discrimination, There may also be other behaviors that create a hostile or extremely unpleasant environment for staff or clients. Staff who engages in such behaviors will receive counseling and coaching from their supervisors. Continued engagement in unprofessional behavior after counseling and coaching has been provided may result in disciplinary action. To ensure the health and safety of enrolled children and to foster professionalism at our child care centers and offices, staff is expected to adhere to the following dress code. Staff at child care centers, whether direct caregivers or support staff, must wear clean, neat, comfortable clothing and footwear suitable for the daily tasks of significant bending, walking, lifting, sitting and running. Central Kitchen staff must adhere to policies that specifically pertain to hygiene and attire. 2. CSB Standards for Appropriate Attire  Shoes: heel height to a maximum of 1 inch, closed toe and heel required  Shorts: must reach the knee, transparent fabric is unacceptable.  Tops: prohibited are tops that expose the midriff, low cut necklines, backless, strapless, halter or tube tops, spaghetti straps, or any transparent material.  Skirts/dresses: hem must be knee length or longer; fabric may not be transparent.  Pants: hems of pants cannot drag on the floor, and waistband may hit no lower than the top of the hip. Transparent fabric is unacceptable.  Jewelry: Earrings must be shorter than 1 inch from lobe, rings no higher than ¼ inch from shank. Any jewelry that may pose a hazard to children or staff may not be worn to work.  Any articles of clothing with statements deemed by CSB to be political, offensive, or inappropriate are prohibited. The display of ‘gang colors’ is prohibited.  Administrative staff shall dress in a manner that reflects a positive public image. In general, appropriate business attire will include well maintained clothing, as described above. ‘Casual Friday’ attire is acceptable, but must incorporate the above standards. Administrative staff may wear blue jeans on Casual Friday but August 15, 2017 Contra Costa County Board of Supervisors Minutes 1351 2017-19 Policies and Procedures Section 2: Program Operations 209 2017-19 Policies and Procedures Section 2 – Program Operations may not be worn with sneakers, thong shoes, or T-shirts. V. Non-Discrimination and Anti-Harassment Policies It is the policy of Contra Costa County to maintain a work, service and program environment free of discrimination, harassment, or intimidation based on sex, gender, age, race, religion, national origin, ancestry marital status, sexual orientation, disability or medical condition. These policies are also mandated by state and federal law. It is the policy of the Community Services Bureau to comply with all applicable state and federal statutes and regulations prohibiting discrimination in employment, contracting, buildings, facilities, and provision of services. All employees should be familiar with all of the provisions in the County’s “Notice of County Non-Discrimination and Anti- Harassment Policies” and the procedures for “Reporting Discrimination, Harassment, and Retaliation”. In addition to policies and regulations which prohibit harassment on the job on the basis of one’s membership in one of the protected classes as well as all forms of sexual harassment, please note that the County policy also states that:  “Employees are entitled to, and will be provided with, a workplace environment which is free from harassment…All employees are individually responsible for conducting themselves in ways that ensure others are able to work in an atmosphere free of discrimination, harassment or intimidation…Each employee has a duty to report incidents of unlawful discrimination and harassment. Retaliation for reporting discrimination or harassment or participating in an investigation of a discrimination claim is both unlawful and against County policy.”  Supervisors have an affirmative and legal duty and responsibility to report all allegations of sexual and other forms of harassment or discrimination to their managers or supervisors. The Employment and Human Services Department will fully comply with these policies and will not tolerate discrimination, harassment, or intimidation in any form. Reports of violations of these policies will be promptly investigated and appropriate disciplinary action taken if warranted. This policy also includes more subtle forms of harassment, such as threats, name-calling, and use of slurs, innuendo, or misrepresentation of actions or intent to damage an employee’s reputation. W. Whistleblowers are Protected Community Services Bureau adheres to the California Whistleblower Protection Act (Government Code Sections 8547-8547.13) and EHSD Policy against Retaliation. It is the public policy of the State of California to encourage employees to report or “blow the whistle” to an appropriate government or law enforcement agency when they have reason to believe their employer is violating a state or federal statue, or violating or not complying with a state or federal rule or regulation. These violations may include fraud, waste, abuse, unnecessary government spending, an unsafe or unhealthy employer practices. A “whistleblower” is an employee afforded with the following protections:  An employer may not make, adopt, or enforce any rule, regulation, or policy preventing August 15, 2017 Contra Costa County Board of Supervisors Minutes 1352 2017-19 Policies and Procedures Section 2: Program Operations 210 2017-19 Policies and Procedures Section 2 – Program Operations an employee from being a whistleblower.  An employer may not retaliate against an employee who is a whistleblower.  An employer may not retaliate against an employee for refusing to participate in an activity that would result in a violation of a state or federal statute, or a violation or noncompliance with a state or federal rule or regulation.  An employer may not retaliate against an employee for having exercised his or her rights as a whistleblower in any former employment. Information regarding possible violations of state or federal statutes, rules, or regulations, or violations of fiduciary responsibilities should be reported by calling the California State Attorney General’s Whistleblower Hotline at 1-800-952-5225. A copy of this Labor Code and how to report improper acts is posted at each CSB center. X. Protocol for Tracking Staff Absences Consistent staff attendance is critical to the operation of quality child development centers. To maintain our daily staffing levels so that our work is completed effectively and efficiently it is necessary to keep accurate account of the use of these benefits. Use of vacation and personal leave accruals is by mutual agreement between the employee and the supervisor. Request for use of this time must be made and approved in advance using the form provided by CSB. For employees who do not have pre-approved absence from work, each Site Supervisor is required to maintain a daily employee call-in log to record employee absences that were not pre-approved. Employees calling off of their shift must do so by 6:00am on the day of the absence. For consecutive absences, employees must notify their supervisor by 3:00pm of the day prior. If no communication between the employee and supervisor takes place during the first day of absence it is expected that the employee will be present for their shift on the next business day. The employee is required to provide the following information when calling in: Name, date of the absence, job classification, shift, time of the call, reason for not reporting to work. Supervisors are to track absences on the monthly Staff Absentee Tracking log that is provided in an Excel workbook. Assistant Directors are to review monthly Staff Absentee Tracking logs for analysis of staffing patterns, site needs for substitutes, etc. Y. Family Medical Leave Act (FMLA) CSB provides coverage under the Family Medical Leave Act (FMLA). Eligible employees can receive up to 18 weeks unpaid, job-protected leave in rolling 12 months period. An “eligible” employee is an employee who had work for his/her employer for at least a year and had worked a minimum of 1,250 hours and meets any of the qualifying reasons listed below:  The birth of a child or placement of a child with the employee for adoption or foster care  The employee’s own serious health condition August 15, 2017 Contra Costa County Board of Supervisors Minutes 1353 2017-19 Policies and Procedures Section 2: Program Operations 211 2017-19 Policies and Procedures Section 2 – Program Operations  The employee’s need to care for her/his spouse, child, parent, due to his/her serious health condition  The employee is the spouse, son/daughter, parent, next of kin of a service member with a serious injury or illness (in this case the FMLA may be up to 26 weeks in a single 12 month period)  Qualifying emergency arising out of the fact that the employee’s spouse, son/daughter, parent is on active duty or call to active duty status in support of a contingency operation as a member of the National Guard or Reserves Employees needing to take FMLA are required to notify their supervisor and Personnel, and submit a medical certification or appropriate document/s issued by a court, law/enforcement agency or a military service entity showing need for the employee to take time from work. Medical certification has to be provided on CCC Certification of Health Care Provider Form. This form can be obtained from the CSB Personnel Unit. The employee is required to submit the completed and signed by his/her doctor document within 15 calendar days of receiving the form from Personnel. The CSB Personnel Analyst/FMLA Coordinator will provide the employee with official letter approving/disapproving the FMLA and information on the employee’s benefits and rights while away of work. If a supervisor is aware that an employee is off work due to a condition qualifying under the FMLA, she/he should notify CSB Personnel on behalf of the employee. Personnel will contact the employee and will provide information on his/her rights under the FMLA. Employees who have been on FMLA or Approved Leave of Absence (LOA) due to their serious medical condition are required to submit to CSB Personnel a Physician’s Statement of Ability to Work clearing them to return to work, prior to reporting to their assigned work location. If the employee is cleared to return to modified work, CSB Personnel Analyst/Return-to-Work Coordinator will assign modified work, if any is available. While on FMLA, an employee may be eligible for Temporary Disability Benefits or Paid Family Leave. The employee is to make personal decision if (s)he wants to take advantage of these benefits. Employees are encouraged to contact CCC Benefits Unit at (925) 335-1746 for specific information regarding their benefits during time off work. While on FMLA, employees may choose to use their accruals. In this case, they are to contact their payroll clerk and make specific arrangements for the use of their accruals. In California, employees are also covered by the California Family Rights Act (CFRA) and the Pregnancy Disability Leave (PDL) Act, each of which provide family or medical leave that can run concurrently or consecutively with the FMLA, depending on the circumstances. Paid Family Leave is also available to employees who contribute to State Disability Insurance (SDI). Paid Family Leave runs concurrently with FMLA, CFRA, and PDL. Z. Confidentiality As public employees, CSB is governed by numerous federal, state, and county regulations that are designed to ensure that public resources are being administered in an ethical manner and that the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1354 2017-19 Policies and Procedures Section 2: Program Operations 212 2017-19 Policies and Procedures Section 2 – Program Operations right of both employees and the public CSB serves are respected and honored. These include regulations that ensure that the rights of individual employees are respected to work in an environment that is free of discrimination, intimidation, hostility, or retaliation. CSB’s mission to serve the most vulnerable members of the community also requires even higher standards of professional conduct to ensure that rights are respected and that there will be no cause of additional harm and suffering. Knowing what these myriad regulations are and understanding their relationships to each other can be confusing. The purpose of this policy is to update and summarize the major policies that govern employee conduct. References will be made to other policy documents that contain the more detailed provisions. These policies will be reviewed with all existing employees and will be presented to and discussed with all new employees and temporary staff at the time of their orientation. New employees will sign a statement that certifies that they have received and read these Standards of Conduct. 1. General Policies Policies and procedures in this matter bind CSB employees who have access to confidential information. The policy is:  No information about a child or family is to be released without written, parental informed consent if the material is personally identifiable.  “Personally identifiable” information is defined as information about a child or family that would make it possible to identify the child or family with reasonable certainty. Such information includes:  The child’s name, address, telephone number  Medical record  Social Security number  Any other data that can readily identify the child or family. When the child’s name is attached to any of the following, that information is considered confidential:  Specific educational/medical screening  Diagnostic data  Disability  Categorical diagnosis  Child’s functional assessment  Family needs assessment  Home visit reports  Progress reports 2. Confidentiality Procedure All records containing information pertaining to a child and/or family must be kept in a locked file. The locked file should be maintained at each center location, and the Site Supervisor shall designate a staff member to be responsible for the key. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1355 2017-19 Policies and Procedures Section 2: Program Operations 213 2017-19 Policies and Procedures Section 2 – Program Operations A list of individuals authorized to review files must be available at every center. Any individual not on the list, but requesting access to files must be approved by the lead Teacher/Site Supervisor prior to release of files. Please refer to Record Keeping and Reporting Section for protocols for file review. An Individual Access Log must be kept in each file, and any individual working with/reviewing/monitoring the file must sign his/her name, date, and reason for accessing the file. Files or papers containing confidential material regarding a family must not be left on desks, tables, or other areas where others may have access to them. After current business concerning a file is completed, the file must be returned to the file cabinet, and the cabinet locked. Discussions of family problems or situations are to be held only with those staff members working directly with the family. Information should be shared only if it is relevant to that staff member in assisting the family. The normal mode of information sharing is the Case Conference/Case Management. The following must be followed:  Problems of one family must not be discussed with another family.  Family situations/problems must not be discussed in the presence of parents, children, or visitors at the centers or division office.  Written information regarding families must not be shared with any community agency without express prior written authorization from the family.  After a child’s participation in the program has ended, no records of home visits, Case Conferences/Case Management, IEP’s or other confidential reports are to be forwarded to any school without prior written authorization from the parent(s).  Prior to using children’s photographs outside the program or allowing children to participate in research, parents’ written permission must be secured. 3. Parent Access to Family Records The following protocols are followed with regards to family records:  Parents have full review / access rights to information regarding their children and themselves.  CSB has an obligation to explain to parents any information in the records that pertains to the child/family.  Parents have the right, after reviewing their child’s records, to have them amended or corrected. The request can be written or verbal; the Site Supervisor must approve it.  If the parents cannot come to an agreement with the Comprehensive Services team/Site Supervisor, then all explanations and requests for change must be kept with, and become part of, the child’s permanent record.  Parents may obtain from the Site Supervisor, upon written request, a list of locations of all personally identifiable information kept by CSB. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1356 2017-19 Policies and Procedures Section 2: Program Operations 214 2017-19 Policies and Procedures Section 2 – Program Operations AA. Probationary Period and Staff Performance Appraisals 1. Probationary Period All employees appointed from officially promulgated employment list for original entrance and promotions are subject to a probationary period. For original entrance appointments the duration of the probationary period is determined by the Personnel Management Regulations and the appropriate MOUs. For all CSB employees represented by Public Employee Union Local 1, the entrance probationary period is 9 months. For most promotional appointments, the probationary period is six months. 2. Staff Performance Appraisals A Uniform Service Rating System includes provision for periodic rating of employees’ performance for the purposes of: • Promotion • Transfer • Demotion • Termination • Salary adjustment • Re-hiring • Recommendation to future employers • Performance improvement A probationary employee must be evaluated at least once during their probationary period. In accordance with Contra Costa County probationary requirements, every employee on original entry appointment is evaluated at the end of the first six months of employment. A formal, written review of the employee is completed at that time and thereafter at least annually by the immediate supervisor. In the process of formal evaluation of the employees, CSB utilizes also peer feedback evaluation and self- evaluation. The information collected through the feedback evaluation tool is analyzed and summarized by the supervisor and included in the employee’s Performance Evaluation. The employee is given the opportunity to evaluate his/her Professional Goals and submit the self- evaluation form to his/her supervisor before the Performance Evaluation meeting. The employee’s self-evaluation is included in the Performance Evaluation. The probationary period is used as the final phase of the examination process. It is utilized by the appointing authority for effective adjustment of new employees, and for release of employees whose performance is unsatisfactory. Ongoing evaluation continues throughout employment. (For more information on the probationary period, see “Personnel Management Regulations, Part 9, Sections 901 and 902, pages 9-10.) Performance Evaluation Schedules (due dates) are tracked monthly by the Personnel Unit and notifications are given directly to the immediate supervisors as well as the 2nd line supervisor and the Bureau Director. The immediate supervisor is also notified via the COPA/CLOUDS electronic system. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1357 2017-19 Policies and Procedures Section 2: Program Operations 215 2017-19 Policies and Procedures Section 2 – Program Operations 3. When Completing Employee Evaluations The immediate supervisor rates an individual employee on work performance, efficiency, dependability, and adaptability. Step ratings are made in a formal report by the immediate supervisor (responsible for the work of the employee being rated). In completing the Performance Evaluation for each employee the supervisor takes in consideration the feedback information received from the employee’s peers, as well as, the self-evaluation completed by the employee. At least two weeks before completing the employee’s evaluation, the supervisor will ask 2-3 employees working closely and familiar with the employee to complete the appropriate feedback tool. The supervisor will summarize and analyze the results and include them in the employees review. Prior to the meeting with the employee, the supervisor will also ask the employee to evaluate his/her performance in the area of Professional Goals. The employee self- evaluation will be reviewed at the time of the Performance Evaluation meeting and included with the Performance Evaluation. During the Performance Evaluation meeting both the supervisor and the employee will review and discuss his/her performance, as well as their goals. After the discussion, the employee must sign the Performance Evaluation form. Each employee shall receive a copy of his/her evaluation. Signed original evaluations are submitted to the Personnel Unit. Evaluations are filed in the employee’s personnel records. The formal report becomes a part of the employee's permanent personnel record. An employee who receives an unsatisfactory rating may be ineligible for a higher pay until a satisfactory rating has been received. An employee may be reassigned, demoted, or discharged for receiving an unsatisfactory rating. Each employee shall receive a copy of his/her rating. The primary functions of supervisory personnel are: 1) guidance, and 2) improvement of the operation. Each supervisory visit shall be a positive approach to improvement, and add to the employee's contribution to the department. In accordance with section 648(A)(f) of the Head Start Act, staff and supervisors will collaboratively complete a Professional Development Plan that connects the employee’s professional goals to training and educational programs and/or resources that support attainment of such goals. Each plan will clearly outline high quality activities that will improve the knowledge and skills of staff as relevant to their roles and functions in a manner that will improve delivery of program services to enrolled children and families. Supervisors shall ensure that the plans are regularly evaluated for their impact on teacher and staff effectiveness. Professional Development Plans are part of the performance evaluation process and must be submitted with the completed evaluation tool. 4. Supervisor’s Approval Before evaluations are reviewed with employees, they must be approved by the second level supervisor. The supervisor’s supervisor or designee reviews step ratings. That reviewing official must: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1358 2017-19 Policies and Procedures Section 2: Program Operations 216 2017-19 Policies and Procedures Section 2 – Program Operations • Approve or disapprove the service rating • Change the service rating, without formal appeal procedures, when in the interest of sound administration • Discuss the rating with the employee • Upon request of the employee, provide an impartial review of the service rating. 5. Appealing a Performance Evaluation If the employee is dissatisfied with the review/decision, the employee may appeal in writing (within ten days) to the CSB Director for an impartial review of their service rating. The CSB Director shall render a written decision, sustaining or modifying the rating to the employee within ten days following a hearing. If the employee is dissatisfied with the decision of the Community Services Director, the employee may appeal in writing (within ten days) the decision to the local authority for a review. This authority reviews the appeal, rating, and Community Services Director's decision, and renders (in writing) a decision to the employee (within ten days). Policy Council must be involved in the decision if a recommendation to terminate an employee is given. Policy Council must approve the termination, in accordance with CSB regulations. BB. Chronological Supervision and Filing System Chronological Supervision is a management and record-keeping system that organizes and facilitates the tasks of supervision, staff development, and progressive discipline. It is based on the concept that all employees are trained and supervised over a chronological period of time. Since this training and supervision occurs over an indefinite time period, the documentation of these activities should be filed in the chronological order that they happened. Chronological supervision supports non-discriminatory documentation of employee professional growth and performance, increases management accountability, and contributes to personal and organizational development. Chronological Supervision files will contain all non-disciplinary correspondence and documents pertaining to the supervision of subordinate employees. Examples of mentoring and supervision include, but are not limited to recognition for excellent and/or consistent performance of assigned tasks; written instructions for improving job functioning with follow-up of monitoring activities; and documentation of meetings held with employees. Each site will maintain a site Chronological and Supervision File. If a staff person’s site assignment changes, Site Supervisors are responsible for transferring the employee’s Chronological and Supervision File to the new assigned site. CC. Staff and Volunteer Health 1. Volunteer Health In accordance with California Care Licensing Regulations, all volunteers (regardless of the number of hours volunteering) must sign and date form CSB232-Volunteer Health Statement (See Forms August 15, 2017 Contra Costa County Board of Supervisors Minutes 1359 2017-19 Policies and Procedures Section 2: Program Operations 217 2017-19 Policies and Procedures Section 2 – Program Operations CSB232), indicating that they are in good health and pose no threat to the health and safety of the staff and children of the program. All volunteers must provide proof of required immunizations for measles, pertussis and influenza (flu), as per the Health and Safety Code 1596.7995(a)(1) and a negative TB test or negative chest x-ray, certified by a health care professional. TB tests are not required for visiting experts. The TB test must be administered and the results documented by an authorized medical provider. CSB will help in obtaining a TB test with our LVN. Also, provide all potential volunteers with information regarding the latest schedule for the immunization clinics throughout the county. Call 1-800-246-2494 for clinic times and locations. The cost is approximately $10.00, but may be covered under some insurance policies. A signed statement from a provider indicating the test date and result must be on file before the first day of volunteering at the site(s). For parent volunteers, place the documentation behind the volunteer health statement in the health section of the comprehensive file. For non-parent volunteers, place the documentation in file specific to that volunteer along with other required documentation such as fingerprints and volunteer applications. Keep all information confidential. For frequency of testing and other details regarding TB test results, please refer to “Tuberculosis Screening Guidelines,” below. 2. Staff Health New employees must obtain and submit to CSB Personnel Unit a Physical and an Intradermal Mantoux 5TU PPD skin test (note: Tine or other multiple puncture tests are not acceptable.) prior to starting work. If an employee has had a positive PPD skin test in the past, a negative chest x-ray and physician’s statement must be obtained. Initial Physicals and TB tests must be obtained within one year of the date of employment with CSB. In compliance with California Community Care Licensing regulation 101216(g)(1), staff shall obtain a health screening performed by or under the supervision of a physician not more than one year prior to or upon employment. No further re-examination is required by the State of California. In accordance with Health and Safety Code 1596.7995(a)(1), effective September 1, 2016 all employees working in child care facilities must provide proof of measles and pertussis immunizations or waiver of such immunizations per the regulation. Additionally each employee must annually provide verification or waiver of influenza (flu) immunization. Influenza vaccination must be received between August 1st and December 1st of the same calendar year. 3. Tuberculosis Screening Guidelines for Staff and Volunteers If staff or volunteers present a positive TB test (10mm or more of indurations), it must be followed by a chest x-ray and a statement from the examining physician indicating that the employee or volunteer is free from active disease. Employees and volunteers with a negative initial TB test, who do not live in the Richmond or San August 15, 2017 Contra Costa County Board of Supervisors Minutes 1360 2017-19 Policies and Procedures Section 2: Program Operations 218 2017-19 Policies and Procedures Section 2 – Program Operations Pablo area, must repeat the test every four years. Employees and volunteers with a negative initial TB test must complete a TB Risk Assessment every year (See Form CSB262) to determine whether annual TB testing is recommended. An employee or volunteer who lives in the Richmond or San Pablo area must have a TB test done yearly. Employees and volunteers with a documented positive initial TB Test that was followed with an x- ray showing no active disease do not require any additional exam. These employees and volunteers must complete the TB Symptom Review (CSB260) every year to determine whether they require further medical evaluation. 4. Hand Hygiene Standards at Sites To assist in the prevention of spreading infection and viruses, and for safety reasons, all staff at child care facilities, whether considered direct caregivers, clerical or management must adhere to the following standards of hand and fingernail hygiene. Artificial or natural fingernails must be clean, and at a maximum, ¼ inch in length. Large rings that extend above the ring base more than ¼ inch may not be worn while at work. Hands must be washed, at a minimum, before and after diapering, before and after food preparation or handling, before and after morning health check-in, after contact with any bodily fluid (blood, mucus etc.), after personal use of the restroom, after playing with pets or other animals, after handling garbage, and after playground activities, including sandbox play. If staff are found in violation of the hand hygiene policy, they may be required, at the Site Supervisor’s or CSB management’s discretion, to rectify the problem by washing their hands, removing rings or trimming or cleaning nails before returning to their position. DD. Career Development Opportunities The County encourages/supports employees’ efforts to improve their skills, abilities, and knowledge to be more productive in their current assignments and to be prepared for career advancement (as opportunities arise). Staff may be required to attend trainings and/or educational advancement programs to meet licensing, state and/or federal regulations As resources are available, CSB will support staff in attaining certain goals; however, it is the responsibility of CSB staff to meet the minimum qualifications and requirements of their position. Service Requirements may be established for certain professional development programs to comply with federal, state, or local regulations. As mandated in the Improving Head Start for School Readiness Act of 2007, Section 648A (6), employees who receive financial assistance to pursue a degree shall: • Teach or work in a Head Start program for a minimum of 3 years after receiving the degree; or • Repay the total or a prorated amount of the financial assistance received based on the length of service completed after receiving the degree. Contra Costa County Community Services Bureau agrees that: • Career development activities are the joint responsibility of the individual and the County. • All staff members should engage in continuing education, whether it takes the form of August 15, 2017 Contra Costa County Board of Supervisors Minutes 1361 2017-19 Policies and Procedures Section 2: Program Operations 219 2017-19 Policies and Procedures Section 2 – Program Operations formal courses of study, participation in technical society activities, attendance at meetings, reading, or other forms of communication with the profession. CSB will make every effort possible to accommodate working schedules to permit occasional attendance at educational meetings. • To encourage continuing education, the Board of Supervisors has established a career development education policy. Applications for assistance will be considered by the Bureau and, subject to funding limitations. The details of this policy are outlined in Administrative Bulletin 112.9. Funds may be provided for tuition, books, and other direct costs, providing that the following criteria are met: • The employee must start and complete course while associated with the County, within timelines. • The field of study must relate to assigned duties or prospective assignments. • Attendance at all meetings or classes is required, unless compelling reasons for missing sessions occur. • Passing grades must be maintained throughout the course. Certain classified, exempt, and project management employees may be eligible for reimbursement for up to $625 every two years for memberships in professional organizations, subscriptions to professional publications, professional engineering license fees required by the employee’s classification, and attendance fees at job-related professional development activities. Individual professional development reimbursement requests are authorized by the department head. Training sessions are held to provide opportunities for staff development and to help employees grow professionally. Such sessions help orient employees to their assignments, explain policies and procedures, teach new skills and methods, and help prepare for a particular program. Professional growth is accomplished through staff meetings and conferences, supervisory interviews, correspondence, extension courses, attendance at professional conferences, inspection tours, and directed readings. If an employee is directed to undertake a course of study or to attend any meeting or lecture requiring travel and/or expenditure of funds, the County reimburses the authorized expenses. Time out of the office during normal working hours attending meetings will be counted as regular hours worked. The details of allowable training travel and reimbursable expenses are outlined in Administrative Bulletins 111.7 and 204.13 respectively. The Bureau provides opportunities for employees to attend conferences which may benefit the employee and which would help to improve the department’s operation or service. All employees must submit written reports to their supervisor within fourteen (14) days after attending a conference. The written report should include a summary of ideas or methods, which may benefit or improve the services or operation of the Bureau. Requests to attend conferences are made to the CSB Director. Additionally, the County offers wide variety of free of charge on-line or in-class training and professional growth opportunities through its Risk Management Office (Target Solution) and the Employment and Human Services Department/Staff Development Office (SMART, Learning Management System). Teaching and technical staff members are encouraged to participate as active members of technical societies and professional organizations of their choice. With prior approval, time off to attend local meetings of particular interest and benefit may be arranged. The same pertains to national meetings dealing with subjects benefiting professional advancement. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1362 2017-19 Policies and Procedures Section 2: Program Operations 220 2017-19 Policies and Procedures Section 2 – Program Operations Ongoing staff meetings are held for all employees. Individual employees may be called upon to present assigned topics to the group or be appointed to a committee to study special problems/lead discussions. All such meetings are held on department time and are designed to improve overall job performance/efficiency and services of the department. CSB has designated the Personnel Unit as the lead for professional development and training activities within the program. EE. Staff Training and Development 1. Training and Technical Assistance Plan The Training and Technical Assistance Plan is reviewed and updated annually and included as part of the continuation grant process to promote program improvement and enhancement. Senior managers, Content Area Experts, and other stakeholders are to submit projected trainings for each year that support the needs of their staff and meet program mandates, and are responsible for the delivery of such trainings. These trainings are included in the Training Calendar for each program year. Any training requested after the Training and Technical Assistance Plan is finalized will require approval by the Community Services Director or designee. The designated Staff Development Coordinator should be informed of all scheduled CSB trainings in advance. Aside from their own recordkeeping, training leaders are responsible for submitting original sign-in sheets and copies of training agendas and materials to the Staff Development Coordinator. The Training Calendar that has been developed is based, in part, on career development training needs. 2. Staff Training and Development System Purpose/Philosophy: CSB delivery of high quality services depends on enhancing the skills, knowledge, and ability of the staff. The management staff and Training Committee carefully design training and professional growth opportunities for staff, which serve as critical resources for maintaining and improving program quality. i. Strategic Training Plan This reflects the training and staff development needs identified through Community Assessment, Program Self-Assessment, Performance Indicator Report (PIR), Ongoing Monitoring, Federal and State Reviews and Regulations. The Strategic Training Plan is closely aligned to CSB short and long term goals and objectives. ii. Annual Training Plan The plan is developed based on: Staff Training and Professional Development Survey results from the program’s self-assessment and the ongoing monitoring, staff’s needs and goals identified in their performance evaluations, and federal, state and county regulations. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1363 2017-19 Policies and Procedures Section 2: Program Operations 221 2017-19 Policies and Procedures Section 2 – Program Operations iii. Training Calendar This identifies training topics and events for a 12-month period. It is updated quarterly and training opportunities and events are reflected on a monthly program calendar available to each CSB staff member. In addition, staff members are informed of ongoing community training events and opportunities. iv.Training Budget This is developed annually to support the implementation of the Training Plan. The budget also provides for additional training activities, as well as for training materials and equipment. v. Training Delivery / Implementation-Required Staff/Management Training • Orientation – All new staff are required to complete a bureau orientation covering all Department and County policies relating to employment. A site-based and program orientation is conducted within the first 2 weeks of employment. Additional orientation information is included in the New Employee Orientation section below. • Ongoing Training – provided throughout the year in a timely and balanced fashion to ensure that staff possess the knowledge, skills, and expertise required to fulfill their job responsibilities and to operate a successful program. • Head Start Required Training – provided to ensure that line and management staff develop skills and knowledge needed to operate a successful and effective Head Start program, one that fully meets the Head Start Performance Standards and the program objectives of the grantee. • California Department of Education (CDE) Required Training – provided to meet the requirements of the Exemplary Program Standards and the State regulations. • Community Care Licensing (CCL) Required Training – provided to ensure that line and management staff have knowledge and skills to provide services and operate a program in congruence with the Community Care Licensing requirements. • Contra Costa County (CCC) Required Training – provided to all CSB staff to ensure that the program creates a working environment that meets the County requirements and that staff members conduct themselves in a manner prescribed by the Code of Conduct. • Domestic Violence Training- All Head Start and Early Head Start staff is trained on an annual basis regarding domestic violence. This training includes identifying the effects these situations may have on a child’s behavior, how to talk with a parent who has made a disclosure of domestic violence, and community resources available to those in need. The role of staff is to listen to the parents’ needs and provide specialized resources/assistance as requested and appropriate following the procedure for supporting families in crisis. vi.Staff/Professional Development Staff/Professional Development activities are the joint responsibility of the individual and CSB. All staff members are encouraged to improve their knowledge and skills to advance in their career and effectively serve enrolled children and families. Staff/Professional Development training supported/offered by CSB are as follows: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1364 2017-19 Policies and Procedures Section 2: Program Operations 222 2017-19 Policies and Procedures Section 2 – Program Operations • Basic Professional Level – Staff members are encouraged and supported to engage in continuing education. • Participation in activities leading to an associate or bachelor degree – Teaching staff working toward their associate or bachelor degree are supported by various continuing education programs offered by CSB. Additional information is included in the Continuing Education Programs section below. All permanent County employees are eligible for financial assistance as specified by the policy for training (Administrative Bulletin 112.9) and reimbursement (Administrative Bulletin 204.13). With the support of educational advancement grants for teaching staff awarded to CSB, staff is eligible for the benefits specified in such grant. Whenever possible, appropriate accommodations are made to allow staff participation in the training opportunities leading toward an associate or bachelor degree. CSB makes every effort to accommodate the work schedule to permit staff’s attendance in formal training classes, conferences, and professional meetings. Staff receive information about classes offered through the Community Colleges, Adult Schools, community based workshops, and conferences. vii. Teacher Assistant Trainee (TAT) Program Staff with less than 12 units in Early Childhood Education (ECE) are given the opportunity to participate in an 18-month training program to receive their 12 units in ECE as required for the Associate Teacher Permit. Head Start parents seeking a career in early childhood education and development are encouraged to apply for the TAT position and participate in the TAT program. viii. On-the-Job Training Program (Metrix Learning) Income-eligible Contra Costa Residents, including parents, are provided with employment, mentorship, on-the-job training and support in establishing and pursuing career advancement objectives and goals within the field of clerical support and administrative services. The program requires participation in on-line vocational learning. Participants who successfully complete the program receive a Certificate. ix. Professional Growth Activities for renewal of existing or receiving of a new Child Development Permit Staff are provided the opportunity to participate in a variety of training/ professional development activities offered by CSB or the educational community, leading to completion of the CDE required professional growth hours for Child Development Certification. It is the responsibility of the employee to ensure that all renewal or upgrade requirements are met to maintain a valid Child Development permit as required by their position. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1365 2017-19 Policies and Procedures Section 2: Program Operations 223 2017-19 Policies and Procedures Section 2 – Program Operations • CSB managers and supervisors, who are certified Professional Growth Advisors, counsel program staff and provide them with effective guidance and assistance in accomplishing their professional goals. • Participation in professional organizations and technical societies – staff are encouraged and supported to participate in technical societies and professional organizations. • Staff are given time off to attend meetings/conferences, whenever possible. • Staff’s membership in the NHSA is paid by CSB. Participation in other professional organizations and technical societies is governed by the CCC Personnel Management Regulations (PMRs). x. Parent training is conducted throughout the year in a variety of settings including • Annual Parent Conferences • Monthly Policy Council Meetings • Monthly Parent Committee Meetings • Policy Council training events • Monthly Parent Trainings (in each part of the County) • Annual Trainings xi. Evaluation and Monitoring Evaluation and monitoring of the training activities are effective ways to determine the extent to which the training achieved its objectives and to plan follow-up activities. They also ensure a consistent sequence in the whole training process. The following tools are used to evaluate and monitor the Staff Training and Development process: • Staff Performance Evaluations - provide information for effectiveness of training, follow- up activities, and individual training needs. • Tracking System - provides data regarding individual staff training and the sequence for balance of training opportunities in general. • Training Summary - provides information about effectiveness of the training, the follow-up activities and the need for technical assistance. • Ongoing Monitoring and Self-Assessment findings - provide information for the update of the training plan. Monitoring and Self-Assessment are used to determine the training needs and professional development activities for the next school year and for the next three-year Strategic Plan. The Staff Training and Development System operate in a cycle. The results from the Evaluation and Monitoring are crucial elements for the beginning of the new planning cycle. FF. New Employment Orientation 1. All new employees will receive a CSB orientation covering the goal and the underlying philosophy of the program, the department and county policies and programs and the ways they are implemented, and will sign a New Employee General Orientation Record form. The Personnel Unit is responsible for conducting New Employee Orientation Trainings, which include but are not limited to: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1366 2017-19 Policies and Procedures Section 2: Program Operations 224 2017-19 Policies and Procedures Section 2 – Program Operations • EHSD and CSB Mission Statements and Organizational Structures • Employee Rights and Responsibilities • Standards of Conduct • Payroll and Claiming Expenses • Employee Benefits and Training • Information Technology and Systems 2. All newly employed teaching staff, including Site Supervisors, will receive an Education Orientation. The CSB Education Team is responsible for conducting the Education Orientation, which includes, but is not limited to: • Performance Standards • Job Descriptions • Curriculum goals, objectives and effective implementation • Screenings, assessment, individualization, and parent-teacher conferences • Kindergarten transition • Positive Guidance and Discipline • Project Approach • Lesson Planning Further, newly hired teaching staff will receive on-the-job training to ensure their successful acclimation with the program. Additional initial and ongoing orientation trainings will be provided to new employees as required by County, State and Federal regulations. All volunteers and temporary/substitute staff will review the CSB Substitute and Volunteer Handbook, and will sign the Handbook receipt which will be kept on file at the center and the personnel files. Both volunteers and substitute staff will also receive on-site orientation at the center/office. Substitute staff additionally will complete the Substitute Orientation Checklist with the Substitute Coordinator. GG. Continuing Education Programs CSB will make every effort to support staff pursuing a degree in higher education that is relevant to the public services provided by CSB. CSB staff enrolled in programs leading to an associate or bachelor degree are encouraged to use the financial benefits available through the County as outlined in Administrative Bulletin 112.9. CSB works with local colleges and universities, and community organizations to provide mentorship, tutorial, and other support services. A lending library is available to staff attending degree programs in the local community colleges. In addition, CSB is committed to pursue grant opportunities providing financial support for staff working towards degrees or credentials in early childhood education, or related field, as specified in the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1367 2017-19 Policies and Procedures Section 2: Program Operations 225 2017-19 Policies and Procedures Section 2 – Program Operations Teacher Qualifications Section 648(A)(2) of the Improving Head Start for School Readiness Act of 2007 and the 2016 Head Start Performance Standards. HH. Delegate Agency Policies The Delegate Agency develops their own policies and procedures and are reviewed annually by the Grantee during the Self-Assessment. The Delegate Agency is under contractual agreement to adhere to all local, state, and federal regulations, as applicable. II. Short-Term Contract Employees Contract employees working over one year must have the approval of Contra Costa County. The need for contract labor is determined and funds must be available for contract labor. Selection of persons to fill contract labor positions is determined by the appointing authority or designee. Contra Costa County Managers and Directors give input into the development of the Service Plan. Please see reference to contracts and grants under Record Keeping and Reporting. JJ. Union Membership Contra Costa County follows the State of California Legislature, adopting a set of codes pertaining to employer-employee relations for public agencies as follows:  The Contra Costa County Board of Supervisors recognizes collective bargaining units to represent certain classifications of County employees - to determine the wishes to be represented, and by which organizations.  Representatives of the collective bargaining unit provide literature/information regarding the services of that unit, and conditions of employment (agreed to by the Board of Supervisors and that collective bargaining unit). The Board of Supervisors approves processes by which representatives of the bargaining unit may use Contra Costa County time, facilities, and bulletin boards to communicate with members. The collective bargaining unit provides its members with information regarding these matters. Questions relating to policies guiding the collective bargaining process are directed to: Human Resources Department Employee Relations Division 651 Pine Street, Second Floor Martinez, CA 94553 KK. Equal Opportunity/Affirmative Action Policy CSB shall not illegally discriminate in their recruitment, selection, promotion, or implementation August 15, 2017 Contra Costa County Board of Supervisors Minutes 1368 2017-19 Policies and Procedures Section 2: Program Operations 226 2017-19 Policies and Procedures Section 2 – Program Operations of personnel policies and procedures against any person without regard to race, religion, sex, sexual orientation, national origin, age, disability, or military status. All applicable state and federal laws will be followed including, but not limited to Title VI, and Title VII, of the Civil Rights Act of 1964, as amended; the Age Discrimination in Employment Act of 1967, as amended, Section 504 of the Rehabilitation Act Amendments of 1974; the Civil Rights Restoration Act of 1987; the Americans with Disabilities Act of 1990 and the Civil Rights Act of 1991. Employment Discrimination procedures are set forth in Contra Costa County Administrative Bulletin 429.3. LL. Approval of New Personnel Policies and Revisions All personnel policies must be approved by Community Services Bureau, Policy Council, the County Human Resources Department, and the Board of Supervisors. Personnel policies and procedures must be consistent with collective bargaining agreements, and approved by County Counsel and County Human Resources as appropriate. The process is as follows:  A policy is drafted with input from managers and program staff, related committees, and appropriate department personnel.  County Counsel and County HR review it as appropriate.  The draft policy is submitted to appropriate Managers and Assistant Directors for review/input before it is submitted to the Community Services Director for review and approval.  After the Community Services Director’s approval of the draft policy, it is submitted to the Policy Council for review and approval.  If the draft policy is health-related, the draft is reviewed by the Health Advisory Committee before submission to the Policy Council.  The draft policy must be consistent with written policies of collective bargaining agreements.  The draft policy is submitted to the Board of Supervisors for review and approval.  If the content of a policy has changed since the Policy Council’s original approval, the Policy Council must approve the final version.  After personnel policies and procedures have been approved, they are made available to staff electronically and in hard copy if requested.  Policies and procedures are translated as needed.  Policies and procedures are being made available in Braille as needed.  Community Services Director and Personnel Director are responsible for amending, revising, or otherwise modifying these policies and procedures. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1369 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 3-ALTERNATIVE PAYMENT PROGRAM 2017-19 Policy Council Approved: 05/18/16 Board of Supervisors Approved: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1370 2017-19 Policies and Procedures Section 3: Alternative Payment Program 2017-19 Policies and Procedures Section 3 – Alternative Payment Program PART I PROGRAM OVERVIEW A How to Qualify for Services 1 B How Families are Selected for the Programs 2 C Enrollment Process 3 D Eligibility and Need 4 E Share of Cost 10 F Maintaining Enrollment 12 PART II ALTERNATIVE PAYMENT PROGRAM PARENT POLICIES AND PROCEDURES A Reimbursement Policy 14 B Limited Term Service Leave (LTSL) 19 C Confidentiality 20 D Release of Information 20 E Fraud Policy 20 F Grievance Policy 21 G Uniform Complaint Policy 21 H Sexual Harassment 22 I Zero Tolerance 22 J Termination Policies 22 K Notice of Action and Appeal Process 23 PART III PROVIDER PARTICIPATION A General Requirements - Parental Choice 24 B Oliver’s Law 27 C Rate Sheets 27 D Child Care Agreement 28 E References to Written Information 28 F Limitations on Child Care Reimbursement 28 G Multiple/Alternate Providers 29 H Participant’s rights to Change Providers & Rights to Terminate Services 30 I Provider’s Rights to Terminate Services 30 J CSB’s Rights to Terminate a Provider 30 PART IV STAFF ROLES AND RESPOSIBILITIES A Stage 2/CAPP Unit Clerks 31 B Stage 2/CAPP Unit Child Care Assistant Managers (CCAM) 32 C Stage 2/CAPP Unit Manager – (CSM) 32 D Stage 2/CAPP Fiscal Support (Accountant III) 33 E Stage 2/CAPP Program Manager (ASA III) 34 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1371 2017-19 Policies and Procedures Section 3: Alternative Payment Program 1 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Part I. Program Overview The purpose of this program is to provide subsidized child care for eligible children and families living in Contra Costa County and to provide a wide range of child care choices for participants. The CalWORKs Stage 2 child care program is limited to those participants who are in receipt of or have received CalWORKs cash assistance within the last twenty four (24) months. Our California Alternative Payment Program (CAPP) assists families referred by Children and Family Services and low-income families. Both of these programs support families in their child care decisions and make timely payments to their chosen child care providers. CSB operates in accordance with all applicable state and federal laws governing human service agencies. Directed by the California Department of Education Title 5 regulations, CSB administers the child care subsidy program on a non-discriminatory basis, giving equal treatment and access to services without regard to race, color, creed religion, age, sex, national origin, sexual orientation, disabilities, or any other category that is prohibited by law. For participants/families/providers that do not speak English, the Child Care Assistant Manager will provide, if available, translated materials, or upon request will provide an interpreter to explain the materials in the language the participants/family/provider prefers. Children can be served from birth up until their 13th birthday, or up to age 21 if special needs are verified with appropriate documentation. CSB CalWORKs Stage 2 & CAPP child care program administers subsidized child care through a vendor approach, providing full or partial payments for child care of eligible participants. These programs are designed to maximize parental choice in selecting child care. Participants may select child care services from licensed centers and preschools, licensed family child care homes, or licensed-exempt providers. Subsidized child care does NOT pay for private schooling. A. How to Qualify for Services There are various ways that families can qualify for our programs. There are two distinctly subsidized programs that CSB administers, CalWORKs Stage 2 and CAPP (California Alternative Payment Program). 1. CalWORKs Stage 2: This program is the second out of three stages from the CalWORKs child care services. CalWORKs Stage 2 child care services begins when the county welfare department determines that a CalWORKs Stage 1 family is stable and transfers the family to our CalWORKs Stage 2 program for continuation of child care services. Families that are not participating in CalWORKs Stage 1 child care services may be eligible in receiving CalWORKs Stage 2 if a family applies and is found eligible by meeting the following criteria:  Family is and remains income eligible and August 15, 2017 Contra Costa County Board of Supervisors Minutes 1372 2017-19 Policies and Procedures Section 3: Alternative Payment Program 2 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Participant is responsible for the care of the child needing child care services and  Participant is a CalWORKs cash aid recipient or a former case aid recipient who received cash aid within the last 24 months or  Participant is determined eligible for diversion services by the county welfare department.  And Participants must have a documented need(s) for child care The twenty-four (24) month period begins when the participant leaves cash aid. For example, if a participant’s last date of cash aid was January 31st, 2015, the participant is eligible in receiving CalWORKs Stage 2 until January 31st, 2017 (as long as family remains income eligible and maintains a need for child care). Upon approaching the twenty-four month period, families will be transferred to CalWORKs Stage 3 child care. It will be the responsibility of the Child Care Assistant Manager to work with the participant to determine the appropriate stage for child care services. The twenty- four (24) month period resets when the participant begins receiving CalWORKs cash aid. Please Note: Families receiving CalWORKs cash aid for child aid only are not eligible for CalWORKs Stage 2. Families that are not eligible for CalWORKs Stage 2, will be placed on a waiting list for CAPP, if funding is not available. 2. CAPP (California Alternative Payment Program): Families may be eligible for CAPP funding based on need and eligibility criteria (such as low income working families), with first priority for those children currently receiving child protective services, or those children who are considered at risk of abuse, neglect or exploitation by a legally qualified professional. Participants must maintain eligibility and need while enrolled in CAPP. Enrollment is based on available funding. B. How Families are selected for the Programs There are various ways that families may be selected to participate in one of our programs. Families are enrolled based on the following (all enrollments are subject to availability of funding):  Families may be referred to CSB for enrollment from Children and Family Services (CFS), if child is receiving child protective services and it is stated on referral that child care is deemed a necessary part of the service plan.  Families may be enrolled through an eligibility list maintained by CSB for families wanting to participate in subsidized child care. These lists rank families on their income and family size to ensure the most eligible family is being served at the time of enrollment. (All families with CPS, or at-risk referrals, will be enrolled as 1st priority.)  Families may be transferred to Stage 2 child care services from the Stage 1 child care unit upon discontinuance of cash assistance or when families have been considered stable by their previous child care worker. Families may also be enrolled directly into Stage 2 child care if the family is deemed Stage 2 eligible and meet the eligibility and need criteria. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1373 2017-19 Policies and Procedures Section 3: Alternative Payment Program 3 2017-19 Policies and Procedures Section 3 – Alternative Payment Program C. Enrollment Process Based on the availability of funding, families will be notified by phone if they are selected to participate in our program. For those families referred by Children and Family Services or for those deemed At-Risk, our office will contact the referring individual to verify the child’s need and begin communication regarding enrollment to better support the needs of the family. Intake Packet for the CalWORKs Stage 2 & CAPP Child Care Program will be mailed to the participant applying for services. Participants may be scheduled for an appointment to review all documents being submitted. Participant must provide all requested information and documentation to determine initial and ongoing eligibility within the timeframe given. Intake Packet may be completed electronically by the participant by the due date indicated by CSB staff. Digital signature by the participant is accepted, however, participant must comply with CSB's policies.  At the time of appointment, participants will be required to bring documentation that may include, but is not limited to, the following: o Birth records for all children counted in the family size o One month current/consecutive paycheck stubs o Any other income received such as Cash Aid, Unemployment, Disability, etc. o Verification of need for child care such as employment, vocational training, or parental incapacity o Immunization records for non-school age children (if chosen provider is non-licensed) o If applicable, an active individual family service plan (IFSP) or individualized education program (IEP) for children with special needs that includes a statement signed by a legally qualified professional that the child requires the special attention of adults in a child care setting which also includes the name, address, license number and telephone number of the legally qualified professional who is rendering the opinion o Any other verification documentation as requested by the Child Care Assistant Manager to determine the families need and eligibility for services. Upon completion of the Child Care Application, the assigned Child Care Assistant Manager will review and verify the information provided by the participant. Once services are reviewed, verified and approved, the Child Care Assistant Manager will issue a Notice of Action (NOA) to the participant and send a copy to the chosen provider indicating certification has been completed. Along with the Notice of Action, the participant will receive one Child Care Agreement per child.  The Child Care Agreement(s) will outline the following: o The effective date of the Child Care Agreement o The end date of the Child Care Agreement o Name of the Participant August 15, 2017 Contra Costa County Board of Supervisors Minutes 1374 2017-19 Policies and Procedures Section 3: Alternative Payment Program 4 2017-19 Policies and Procedures Section 3 – Alternative Payment Program o Name of the Child o Monthly Family Fee if applicable (See Family Fee section for more information) o Authorized Days o Authorized Hours o Payment Rate o Maximum Payment Amount CSB can reimburse o Co-payment if applicable (See Co-Payment section for more information) o Authorized Child Care Provider o Type of Child Care Provider o Registration Fee if applicable (Licensed Providers only) Important: If child care starts before child care services or provider has been approved by the Child Care Assistant Manager, it will be the participant’s responsibility to pay the provider directly for any child care services rendered before child care services has been approved. For those families transferred from CalWORKs Stage 1 to our CalWORKs Stage 2 child care program, a Welcome Packet will be mailed to the participant explaining the transfer has occurred. The packet will contain a letter indicating the effective date of transfer, the contact information for the family’s assigned Child Care Assistant Manager and request time sensitive documents to be reviewed, signed and returned by the participant to their assigned Child Care Assistant Manager. The following documents in the Welcome Packet will include: Stage 1 to Stage 2 Transfer Certification Form, Child Care Agreement(s), the Participation Handbook, attendance sheets, and any other documents pertaining to the case. A copy will be mailed to the child care provider(s) on file. The participant will be asked to verify initial eligibility for the Stage 2 program and notify us of any changes to the information we received from Stage 1. This verification must be returned to the Child Care Assistant Manager within ten (10) days or the family may risk termination of their child care services. D. Eligibility and Need 1. Eligibility: Is determined at the time of enrollment, recertification or upon an update on the participant’s application because of a reported change. The participant is required to provide to the Child Care Assistant Manager the appropriate documentation to prove their eligibility and continued eligibility for child care. One or more of the following criteria determines their eligibility for child care services. i. Income Eligibility: If the income is equal to or less than 70 percent of the state median income. Participants will be required to provide supporting documentation for all total countable income. Listed below are the income guidelines by family size: Family Size 1-2 Family Size 3 Family Size 4 Family Size 5 Family Size 6 Family Size 7 Family Size 8 $3,283 $3,518 $3,908 $4,534 $5,159 $5,276 $5,394 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1375 2017-19 Policies and Procedures Section 3: Alternative Payment Program 5 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  The Child Care Assistant Managers will calculate the total gross monthly income of the family based on, but not limited to, the following: o Gross wages or salaries, advances, commissions, overtime, tips, bonuses, gambling or lottery winnings o Wages for migrant, agricultural, or seasonal work o Public cash assistance (TANF/Cash Aid) o Gross income from self-employment less business expenses with the exception of wage draws o Portion of student grants or scholarships not identified for educational purposes as tuition, books, or supplies o Disability or unemployment compensation o Workers compensation o Spousal and/or child support received from the former spouse or absent parent, or financial assistance for housing costs or car payments paid as part of or in addition to spousal or child support o Foster care grants, payments or clothing allowance for children placed through child welfare services o Financial assistance received for the care of a child living with an adult who is not the child’s biological or adoptive parent ii. Homelessness: If the basis of eligibility is homelessness, documentation is needed stating that the participant is homeless and a description of the family’s situation from a local shelter, a legally qualified professional from a medical or social service agency, or a written parental declaration written by the participant. iii. Child Protective Services: If the basis of eligibility is Child Protective Services, a written referral by the county welfare department must be provided to our agency indicating that the child is currently receiving CPS services and child care is a necessary part of the service plan. The referrals must be dated within six (6) months prior to the date of application for services. The referral must also include:  The probable duration of the CPS service plan  The hours approved for child care services  The name and signature of the child welfare services worker who is making the referral, their business address and telephone number August 15, 2017 Contra Costa County Board of Supervisors Minutes 1376 2017-19 Policies and Procedures Section 3: Alternative Payment Program 6 2017-19 Policies and Procedures Section 3 – Alternative Payment Program iv. At Risk of Abuse/Neglect: If the basis of eligibility is that the child is deemed at-risk of abuse/neglect, a written referral by a legally qualified professional from a legal, medical, or social service agency must be provided to our agency indicating that child care is needed to reduce the risk. The referral must be dated within (6) months prior to the date of application for services. The referral must also include:  The probable duration of the at risk situation  The hours approved for child care services  The name, signature and license number of the legally qualified professional who is making the referral, their business address and telephone number v. Transferring from CalWORKs Stage 1 to CalWORKs Stage 2 child care (Cash aid recipient or discontinuing from cash aid): If the participant is transferring from Stage 1 to Stage 2, initial documentation will be required at the time of transfer to certify immediate eligibility from participant. Upon receiving appropriate documentation, participant’s eligibility for child care will be extended. Participant will be asked to provide documents for recertification within six (6) months of the effective transfer date. 2. Family Size: Upon completion of participant’s initial application, recertification or upon an update in family size, participant will need to provide supporting documentation for all children listed in the family. The family members may be documented by the following:  Birth records; or  Court ordered child custody agreements; or  Adoption records; or  Foster care placement records; or  School or medical records; or  County welfare department records; or  Any other reliable document indicating the relationship of the child to the parent When only one (1) parent has signed the child care application and the documentation provided for family size determination indicates the child(ren) in the family has another parent whose name does not appear on the application, then parent may self-certify single parent status under penalty of perjury.  If due to a recent departure of a parent from the family, the remaining applicant may submit a self- declaration under penalty of perjury explaining the recent departure of a parent from the family. o The Child Care Assistant Manager may require further documentation at any time to prove the absence of a parent from family and/or verify the family composition and family size. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1377 2017-19 Policies and Procedures Section 3: Alternative Payment Program 7 2017-19 Policies and Procedures Section 3 – Alternative Payment Program 3. Service Need: Families who are income eligible to receive subsidized child care must also have, at minimum, one of the following service need to become enrolled or remain enrolled in our program. All participants/guardians listed in the family size must have a service need. Hours of care provided to the family will be determined by the family’s need for services. Below are the service needs: i. Child Protective Services (CPS): If the need for child care is based on CPS, a written referral by the county welfare department must be provided to our agency indicating that the child is currently receiving CPS services and child care is a necessary part of the service plan. The referrals must be dated within six (6) months prior to the date of application for services. The referral must also include:  The probable duration of the CPS service plan  The hours approved for child care services  The name and signature of the child welfare services worker who is making the referral, their business address and telephone number ii. At-Risk: If the need for child care is based on the child(ren) being at risk of abuse, neglect, or exploitation, a written referral by a legally qualified professional from a legal, medical, or social service agency must be provided to our agency indicating that child care is needed to reduce the risk. The referral must be dated within (6) months prior to the date of application for services. The referral must also include:  The probable duration of the at risk situation  The hours approved for child care services  The name, signature and license number of the legally qualified professional who is making the referral, their business address and telephone number iii. Parental Incapacity: If the basis of need for child care is parental incapacity (temporary or permanent), documentation shall include a release signed by the incapacitated participant authorizing a legally qualified health professional to disclose information necessary indicating why the participant is incapable of providing care and supervision for the child(ren). The documentation must also include the following:  The days and hours per week that services are recommended (Child care services cannot exceed 50 hours per week) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1378 2017-19 Policies and Procedures Section 3: Alternative Payment Program 8 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  The probable duration of the incapacitation  If incapacitation is a physical condition, a statement from a legally qualified health professional indicating to the extent to which the participant is incapable of providing care and supervision for the children is required  The name, business address, telephone number, professional license number and signature of the legally qualified health professional iv. Employment: If the basis of need for child care is employment, families may receive child care services during the time they are working and traveling to and from work. To qualify for child care services under this need, participants would need to submit the following documentation:  An employment verification form – completed and signed by the participant consenting CSB staff to contact their employer to verify employment.  One month’s worth of current and consecutive pay stubs (if new employment, income will initially be assessed based on the employment verification form upon verifying employment with employment)  If participant is paid in cash by their employer, participant will provide a letter from the employer verifying the following: o An employment verification form – completed and signed by the participant’s consenting CSB staff to contact their employer to verify employment. o Statement declaring employee is paid in cash only o Self-certification of income from participant  If the participant is self-employed, the participant will provide the following: o A declaration under penalty of perjury that includes a description of the nature of their employment and an estimated number of days and hours worked per week o Copies of appointment logs, client receipts and/or mileage logs to demonstrate the days and hours worked o As applicable, copy of their business license, or workspace rental agreement o As applicable, a list of clients with contact information o Provide documentation to establish income (may include but not limited to, a list of clients and amounts paid, the most recently completed tax returns, other records of income to support the reported income, along with a self-certification of income) Please Note: Participants employed by child care centers, or assisting family care home providers may receive services, but those participants who are licensed providers registered with Community Care licensing are not eligible to receive child care services for their own child(ren). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1379 2017-19 Policies and Procedures Section 3: Alternative Payment Program 9 2017-19 Policies and Procedures Section 3 – Alternative Payment Program v. Approved Welfare to Work Activity (For Stage 2 Participants receiving Cash Assistance): The Welfare-to-Work (WTW) Program is a comprehensive Employment and Training Program designed to promote self-sufficiency. CalWORKs recipients are assessed to determine the best course of action, whether it is immediate placement into a job, placement into an education or training program, or both. CalWORKs recipients must participate in the Welfare-to-Work Program or be employed in order to determine need for CalWORKs Stage 2. All Welfare-to-Work participants receive an orientation to the program and appraisal of their education and employment background, followed by the development of a Welfare-to-Work plan designed to assist individuals with obtaining employment. Employment Specialist will forward a referral to the Child Care Assistant Manager in order for child care services to be approved. For any additional hours of child care, the participant must communicate with their Employment Specialist in order for activity to be approved by their worker as well as approval for child care services. vi. Training Towards Vocational Goal: If the basis of need for child care is training towards a vocational goal, families may be eligible for child care services if the participant(s) are enrolled in a program that will directly lead to a recognized trade or profession. There is a six (6) year limitation for services under this need and the participant must continue to make adequate progress towards their goal. Regardless of the length of time a participant needs to complete their training, child care services must not exceed the six (6) year time limit. To qualify for child care under this need, participants must submit the following documentation:  Training Verification Form to be signed by registrar (or designee of program). This form includes such information as name and location of school/training institute, days and hours of class/training schedule, vocational goal of parent, etc. If a printout of current class schedule is available, registrar does not need to sign.  A copy of the current class schedule if available in electronic print, if not this information may be indicated on the verification form listed above.  The anticipated completion date of all required courses/trainings to meet the vocational goal of the parent.  Each semester/quarter, participant will be required to submit their grades to show they are meeting adequate progress towards their vocational goal.  Participant may request hours for study time for any academic course(s) enrolled. Participant and Child Care Assistant Manager will discuss the hours of study time. vii. Actively Seeking Employment: If the basis of need for child care is seeking employment, each participant in the home may qualify for child care services during the time they are actively seeking employment. Services August 15, 2017 Contra Costa County Board of Supervisors Minutes 1380 2017-19 Policies and Procedures Section 3: Alternative Payment Program 10 2017-19 Policies and Procedures Section 3 – Alternative Payment Program must not exceed sixty (60) consecutive working days within a fiscal year (July 1st through June 30th) and are limited to no more than five (5) days per week and for less than thirty (30) hours of child care per week. Participants seeking employment will be required to submit a self- declaration under penalty of perjury that they are currently looking for employment. This declaration will include their plan to secure, change or increase employment and a general description of the child care hours necessary during this time. The Child Care Assistant Manager may request verification of the job search and/or interviews at any time. If participant is simultaneously receiving services based on employment or vocational training while receiving services for seeking employment, they may be eligible for an additional 20 working days. Child care services shall not exceed 80 working days per fiscal year for seeking employment.  Seeking Permanent Housing – Families receiving services through the one of the programs may be eligible for child care if they are trying to secure permanent housing to stabilize the family. Services must not exceed sixty (60) consecutive working days within a fiscal year. (July 1st through June 30th) and are limited to no more than five (5) days per week and for less than thirty (30) hours of child care per week. The participants will be required to submit a self- declaration under penalty of perjury that describes their plan to secure adequate housing for the family and a general description of the child care hours necessary during this time. E. Share of Costs 1. Family Fees: Some families may be required to pay a portion of their child care costs, this is called the “family fee”. These fees are paid by the participant directly to their child care provider. Family fees are determined using the “Family Fee Schedule” provided by the California Department of Education (CDE). The following determines a participant’s family fee:  Family’s gross monthly income  Family Size  Child’s Certified Need Based on the above criteria, families will be assessed either a flat monthly full-time fee or a flat monthly part-time fee based on participant’s certified need. If certified need is 130 hours or more per month, the Full-Time Monthly Fee will be assessed to the participant. If the certified need is less than 130 hours per month, the Part-Time Monthly Fee will be assessed to the participant. Example: If participant is approved on the 20th of the month and is certified for 8 hours per day, participant’s certified need for the month approved will be less than 130 hours. Therefore a flat Part- Time Monthly Fee will be assessed for the month participant was enrolled and a flat Full-Time Monthly Fee will be assessed on the following month and thereafter. If there is more than one child enrolled in the program, the child who uses the most hours of child care August 15, 2017 Contra Costa County Board of Supervisors Minutes 1381 2017-19 Policies and Procedures Section 3: Alternative Payment Program 11 2017-19 Policies and Procedures Section 3 – Alternative Payment Program will be assessed the monthly fee. Monthly fees cannot under any circumstances, be recalculated based on a child’s actual attendance. The collected family fee is part of the provider’s reimbursement. The family fee is deducted from the provider’s reimbursement each month. The Child Care Assistant Manager will issue a notice of action anytime there is a decrease, an increase or a new family fee with the effective date of change along with the updated Child Care Agreement. An informational copy will be sent to the provider. Example: If participant reports a change in income due to a change of employment to the Child Care Assistant Manager, the Child Care Assistant Manager will reassess participant’s income. If at the time of updating participant’s income, it is determined that they will have an increase or new family fee, the Child Care Assistant Manager will issue a Notice of Action to the participant. The family fee will be effective on the first day of the month after the 19 day appeal request period is exhausted. Monthly Fees are due at the beginning of each month. Provider will declare on the monthly attendance record that the monthly fee have been paid for the month of services rendered. The provider shall issue a receipt to the participant of the amount family fees were paid. The monthly fee assessed by the Child Care Assistant Manager will still be deducted from the provider’s reimbursement each month regardless if provider waives or collects a different amount each month.  The following exceptions apply in paying family fees: o Families with children at risk of abuse, neglect or exploitation as determined by a legally qualified professional in a legal, medical, or social services agency or emergency shelter (limitation is up to three (3) months. o Child Protective Services (CPS) families may be exempt from paying a fee if child development services are determined to be necessary by the county welfare department (limitation is up to twelve [12] cumulative months) o Families receiving CalWORKs (limitation is as long as family is receiving cash aid) 2. Co-Payments A participant may choose a child care provider regardless of the provider’s rates. If the participant chooses a provider who charges more than the maximum subsidy amount CSB can reimburse, the participant will be responsible to pay the difference directly to the provider. This difference is referred to as a “co-payment”. The maximum subsidy amount CSB can reimburse is determined by the California Department of Education (CDE) reimbursement ceiling guidelines. It will be the provider’s responsibility to collect payment from the participant. If applicable, the provider will declare on the monthly attendance sheet that co-payments have been paid for the month of services rendered. Example: Participant’s approved certified need for child care is 25 hours per week for their two (2) year old. Participant’s child care provider who is a Licensed Family Day Care Home charges $200 per week for Part-Time Care (less than 30 hours per week). Based on participant’s certified need, CSB will only be able to reimburse the maximum subsidy amount of $171.51 per week for Part-Time care. Therefore, participant will be responsible to pay their provider the difference of what CSB cannot cover which is $28.49 per week. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1382 2017-19 Policies and Procedures Section 3: Alternative Payment Program 12 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Please Note: Family Fees and Co-payments are two different shares of costs. If participant has a Family Fee and a Co-Payment, participant will be responsible in reimbursing both the Family Fee and Co- Payment directly to their provider. Failure to reimburse any shares of cost mentioned above to the child care provider may result in termination. F. Maintaining Enrollment 1. Recertification  After initial approval, participants are required to recertify their child care services once every three (3) to twelve (12) months, or more frequent depending on their need for services: o For participants receiving child care services because the child is at risk of abuse, neglect or exploitation shall be recertified within (3) months from their initial certification. The need must not be At Risk of abuse, neglect or exploitation at the time of recertification. o For participants receiving child care services because of actual abuse, neglect, or exploitation, shall be recertified at least every six (6) months and at that time of recertification, the contractor shall document that the family is participating in a protective service plan. o For participants that transferred from CalWORKs Stage 1 to CalWORKs Stage 2, child care services shall be recertified within six (6) months from the date of transfer. Once recertification has been completed by CSB, recertification shall be completed at least once a year not to exceed twelve (12) months. o All other participants shall be recertified at least once a year not to exceed twelve (12) months or more frequent depending on their need for services. CSB Staff will mail a Recertification Packet to be completed within a specified amount of time. Participants are responsible to ensure that all requested documents are submitted before the due date. If participant submits an incomplete recertification packet by the due date requested, their child care services may be denied. CSB staff will attempt to request the missing documentation before the participant’s certification end date or prior to the thirtieth (30th) day from date of participant’s signature on the Child Care Application for Services Form (whichever comes first). If a recertification packet is not submitted within the timeframe given, a Notice of Action will be issued to the participant terminating their child care services at the end of their contract period. If a recertification packet is submitted after the termination Notice of Action has been mailed out to the participant, the packet will be viewed as a reapplication of child care services. Application will be forwarded to the intake specialist to be reviewed and determine approval or denial of care. There may be a lapse in services if application packet is not completed. Recertification Packet may be completed electronically by the participant by the due date indicated by CSB staff. Digital signature by the participant is accepted, however, participant must comply with CSB's policies. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1383 2017-19 Policies and Procedures Section 3: Alternative Payment Program 13 2017-19 Policies and Procedures Section 3 – Alternative Payment Program 2. Reporting Changes It is the participant’s responsibility to report any changes to their family size, income, if participant has been discontinued from cash aid, need for services, address, contact phone numbers, or any other information with regards to their need and eligibility within five (5) calendar days of the change. Examples of change in need for services may include but are not limited to: a change in employment, a change of hours in employment, starting or ending a training, loss of employment, child’s school schedule change, leave of absence from employment due to incapacitation, etc. To better accommodate a participant’s child care needs, it is crucial to report any changes to the Child Care Assistant Manager. Participant must call their Child Care Assistant Manager to report the change. Upon notifying the Child Care Assistant Manager, the Child Care Assistant Manager will request the documentation in writing to be submitted by the participant within ten (10) calendar days from the date letter was mailed. It is the participant’s responsibility to submit the requested documents within the due date. Otherwise, a Notice of Action will be issued terminating child care services for failure to submit documentation.  Failure to notify the Child Care Assistant Manager of any change within the five (5) calendar days of the change will result in the following: o First Offense: A verbal warning will be given to the participant from their Child Care Assistant Manager when participant fails to report a change for the first time. The effective date of the change will be on the day the change was reported by the participant. If the change reported to the Child Care Assistant occurred more than thirty (30) calendar days from notification, CSB may reimburse up to a maximum of thirty (30) calendar days from when the change first occurred (not from when the Child Care Assistant Manager was notified). Any days CSB will not reimburse, it will be the responsibility of the participant to reimburse the provider directly. o Second Offense: Participant will be terminated from the child care program. A Notice of Action will be mailed to participant and a copy to the provider on record terminating child care services nineteen (19) days from the date of issuance. No change in the Child Care Agreement will be made. 3. Fee Payment/Repayment Plans All family fees are to be collected by the child care provider. Due dates for these fees will at the beginning of each month, and payment will be acknowledged on the monthly attendance sheets. Fees are delinquent seven (7) calendar days from the due date. It is the provider’s responsibility to collect all fees from the participant and notify the Child Care Assistant Manager if fees have not been paid. Upon receipt of notification that the participant has outstanding fees due to the provider, the Child Care Assistant Manager will issue a Notice of Action terminating child care services for Delinquent Family Fees. Participant will have nineteen (19) calendar days to pay the debt owed to the provider, or submit a written reasonable repayment plan signed off by both the participant and provider. If repayment plan is submitted within the nineteen (19) calendar days of the termination August 15, 2017 Contra Costa County Board of Supervisors Minutes 1384 2017-19 Policies and Procedures Section 3: Alternative Payment Program 14 2017-19 Policies and Procedures Section 3 – Alternative Payment Program notice, child care services will be rescinded. The participant must comply with the repayment plan in order for child care to continue. However, if the provider notifies the Child Care Assistant Manager that the participant is failing to comply with the repayment plan, the family will be terminated from the program. 4. Alternative Payment Program Policies and Procedures By abiding to the policies and procedures outlined in the Participation Handbook, participant may retain their child care services as long as they are eligible to participate. Any violation of the program regulations may result in termination from the program Part II. Alternative Payment Program Parent Policies and Procedures A. Reimbursement Policy 1. General Description Participants are responsible for the accurate completion of the CSB attendance sheets (CCARE5). Attendance Sheets are provider’s form of reimbursement. CSB can only reimburse for childcare services, not private school tuition, educational fees, transportation, diapers, clothing items, or other expenses that are not part of the basic child care cost. Below are criteria for accurate and reimbursable attendance sheets:  Only original hard copy or electronic attendance sheets will be accepted (one attendance sheet per child and provider). Participant may request additional attendance sheets by calling the main office, emailing the unit or calling their Child Care Assistant Manager. Photocopies of an attendance sheets and faxed copies will not be accepted.  The full name of the child receiving services must be provided on the attendance sheets.  The month/year must be reflected on the attendance sheet  The specific dates services were provided must be entered on the attendance sheets.  Attendance sheets must be filled out DAILY. This means each day the participant (or authorized adult) must record the ACTUAL TIME IN when dropping off the child, and again record the ACTUAL TIME OUT when picking up the child. Participant shall not round off the time; the actual time of pick up must be recorded. For school age child(ren) only or split schedule: The provider/authorized representative must sign school age children in and out from school on the attendance sheet using the exact drop off/pick up times.  The participant must state the reason of child’s absence from care (see absence policy for further information).  Signatures and/or date of signatures of both the provider and the participant at the end of each month, attesting under penalty of perjury, that the information provided on the attendance sheet is accurate. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1385 2017-19 Policies and Procedures Section 3: Alternative Payment Program 15 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Should participant make a mistake on the attendance sheet, they should simply cross out the error, initial it and write in the correct information. Correction tape shall not be used or information shall not be transferred to a new attendance sheet. The original attendance sheet must be submitted for reimbursement. Complete and accurate attendance sheets are due by 5pm on the fifth (5 th) day of each month following the month in which services were rendered. If the fifth (5th) day falls on a weekend, or holiday, attendance sheets will be due by 5pm on the next business day following the fifth (5th). For families with a varied schedule, all required documentation requested such as paystubs and/or work schedule verifications must be received with the attendance sheet on or before the fifth of each month to ensure timely reimbursement. Payments for correct and accurate attendance sheets received by the fifth (5th) of the month will be processed no later than the last day of the month. Any attendance sheet submitted after 5pm on the fifth (5th) day of the month may be processed no later than the last day of the following month. For example, an attendance sheet submitted on August 7th may not be processed and mailed until September 30th. 2. Incomplete Attendance Sheet(s) If an attendance sheet is incomplete or have missing documentation required for a reimbursement to be processed, a Provider Reimbursement Notice (PRN) will be issued to the participant and a copy to provider indicating that the reimbursement was not made because of the following reason:  Missing Work Schedule Verification (if required on a monthly basis)  Missing Paystubs (if required on a monthly basis)  Missing Signature and/or date of signature from either the participant or the provider at the end of each month, attesting under penalty of perjury, that the information provided on the attendance sheet is accurate  The full name of the child receiving services must be provided on the attendance sheets (if it occurs more than once, participant or provider must come into the office for completion)  The month/year is not reflected on the attendance sheet (if it occurs more than once, participant or provider must come into the office for completion) Important: If an attendance sheet is received on or before the fifth (5th) of the month, but is missing one or more of the items listed above, and depending upon the date of completion, the attendance sheet will be considered late and may be processed the following month. 3. Invalid Attendance Sheet(s) The California Department of Education (CDE) code of regulations 10865(b)(1) requires that attendance sheets be filled out properly by the participant or other adult authorized by the participant. CDE has directed all child care contractors to develop a policy to ensure that attendance sheets are completed on a daily basis using actual times. This policy will be strictly enforced when attendance sheets are submitted that appears to have not been filled out on a daily basis with ACTUAL TIME IN and ACTUAL TIME OUT. In an effort to support participants and providers and to comply with all regulations, the following three August 15, 2017 Contra Costa County Board of Supervisors Minutes 1386 2017-19 Policies and Procedures Section 3: Alternative Payment Program 16 2017-19 Policies and Procedures Section 3 – Alternative Payment Program step policy shall be implemented when suspect attendance sheets are received: Step 1: Participant will be contacted by the Child Care Assistant Manager to verbally warn them the problem with the attendance sheet and explain how to complete the form correctly. Participants will be advised the next time this occurs, they will receive an advisory letter. Step 2: An Advisory Letter will be sent to the participant, and copied to the provider, that explains the exact problem with the attendance sheet and includes information on how to complete the form correctly. Participants will be advised the next time this occurs they will be asked to come in to the office to review attendance sheet procedures with their Child Care Assistant Manager. Step 3: An appointment will be set up between the participant and Child Care Assistant Manager to review attendance sheet policies. The participant will be advised should the problem occur a fourth time, they will be terminated from the program for failure to comply with program policies. At this time the provider will be mailed a letter indicating the participant has been to our office or via telephone to review policies and has been warned of possible termination. Step 4: Participant will be terminated from the child care program. Participant and provider will receive appropriate documentation regarding termination. At the beginning of each fiscal year (July 1st), any steps participant previously had will reset. Participant will start at Step 1. 4. Definition of Broadly Consistent In an effort to ensure the full use of the certified child care, participant’s hours of care on the attendance sheet must be broadly consistent with the child care agreement. Broadly consistent is defined as participant’s utilization for child care being between eighty (80%) to one hundred twenty (120%) percent from the certified child care agreement. Example: If the certified need for the month of February is a maximum of 180 hours per month, utilization for child care must be no less than 144 and no greater than 216 hours for February in order for CSB to reimburse without contacting participant.  When the participant’s utilization of the certified child care agreement falls below the 80% or over 120% threshold, the following shall occur: o The participant will be called to discuss the low or high use of child care based on the monthly attendance sheet submitted. If a change has occurred without notification to the Child Care Assistant Manager, the Child Care Assistant Manager will follow the Five (5) Day Reporting Policy. o For participants with a variable schedule and/or unpredictable schedule, reimbursement will be based on the actual days and hours for which services were provided, but no more than the maximum certified need for services. Please Note: Absences due to illness or emergency will be considered prior to Child Care Assistant August 15, 2017 Contra Costa County Board of Supervisors Minutes 1387 2017-19 Policies and Procedures Section 3: Alternative Payment Program 17 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Manager contacting the participant. On a case by case, Child Care Assistant Manager may contact the participant if child has excessive absences on a monthly basis. 5. Absence Policies Reimbursement for services is based upon the certified need for child care services. The Child Care Program pays for “excused” absences for the purpose of determining whether hours are broadly consistent with certified need. Excused absences include, but are not limited to child’s illness, parent illness, doctor’s appointments, or a family emergency, etc. In order to be reimbursed for excused absences, participants must specify the reason for absence on the monthly attendance sheet. This does not apply to child care in which the provider charges an hourly rate or has a drop-in rate. Excused Absences: Providers must be sure that participant(s) state the specific reason for absence of the child(ren) on the attendance sheet. (This does not apply to child care in which the provider charges and hourly rate or has a drop-in daily rate.) The participant will be required to submit written documentation such as doctor’s note or parent note, with the monthly attendance sheet, justifying a child’s absence if it is five (5) or more consecutive days. The following are excused absences: i. Illness: o Child Illness o Parent Illness o Quarantine of child or parent o Dental, doctor, or therapy appointment (for child or parent) ii. Family Emergency: o Parent must note explanation of family emergency. May include, but is not limited to, death, funeral, sibling illness, close of work or training facility due to natural disaster, etc. iii. Parental Jury Duty: o Parent must provide legal documentation iv. Court Ordered Visitations: o Copy of Court Order must be on file if the excused absence is based on time spent with a parent or other relative as required by a court of law. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1388 2017-19 Policies and Procedures Section 3: Alternative Payment Program 18 2017-19 Policies and Procedures Section 3 – Alternative Payment Program v. Vacation: o These would include time for a child to be with a parent or relative (i.e. vacation, visitation from a non-custodial parent/family member or participation in cultural or religious holidays). The reason for absence must be specified on the attendance sheet. CSB will not pay for unexcused absences. The provider may charge and obtain payment directly from the parent for these absences. Child care providers must notify Child Care Assistant Managers when a child is absent for five (5) or more consecutive days (on the fifth day) and when the participant has failed to contact their provider with the reason for the child’s absence. Failure to report to the Child Care Assistant Manager may result in the termination of participant and provider from participating in the program. 6. Reduction in Reimbursement It is the intent of CSB to reimburse child care providers for the care provided. However, there are limitations in which CSB cannot reimburse child care providers. The following are possible examples that reimbursement will be reduced by CSB:  Excessive Absences without documentation (five or more consecutive absences)  Participant started child care services prior to approval from the Child Care Assistant Manager  Provider was NOT available to provide child care (includes when the provider is sick, days not listed on the Provider Self Declaration, etc.)  Participant failing to report a change in their need for child care (See Reporting Changes)  Any child care used by the participant when the hours and/or days of child care fall outside of the Child Care Agreement  Using child care services when days/hours do not reflect the Work Schedule Verification and/or paystubs (days will result in zero hours)  If participant fails to submit requested documentation in a timely manner stated on the Provider Reimbursement Notice by Child Care Assistant Manager (such as written documentation for excessive absences was not submitted within the timeframe given to the participant from the Provider Reimbursement Notice. See Denial of Reimbursement). The provider must notify CSB if a participant withdraws from care without advance notice, has been absent for five (5) or more days without knowledge, or if provider has knowledge of a change of parental or family status including change of address, income, employment and/or marital status. Failure to report information to the Child Care Assistant Manager may result in the participant and/or the provider from being terminated from the child care program. The provider may charge the participant and obtain payment directly from the participant for these absences. It is the participant’s responsibility to pay any charges for unauthorized care to the provider. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1389 2017-19 Policies and Procedures Section 3: Alternative Payment Program 19 2017-19 Policies and Procedures Section 3 – Alternative Payment Program A Provider Reimbursement Notice (PRN) will be issued to the participant and a copy to provider regarding a reduction for the above reasons. 7. Denial of Reimbursement Attendance sheets may not be reimbursed and may be denied by CSB for any, but not limited to, the following reasons:  They are received sixty (60) days after the month of which services were rendered (I.e. an April attendance sheet received in July will not be reimbursed).  If required on a monthly basis for reimbursement, a Work Schedule Verifications and/or Paystubs are received sixty (60) days after the month of which services were rendered.  If after sixty (60) days after the month of which services were rendered, parent or provider fails to complete the full name of the child receiving services on the attendance sheet.  If after sixty (60) days after the month of which services were rendered, parent or provider fails to complete the month/year on the attendance sheet.  If after sixty (60) days after the month of which services were rendered, parent and/or provider fails to sign or date under penalty of perjury, that the information provided on the attendance sheet is accurate.  If participant fails in a timely manner to submit requested documentation stated on the Provider Reimbursement Notice by Child Care Assistant Manager (such as written documentation for excessive absences was not submitted within the timeframe given to the participant from the Provider Reimbursement Notice).  Provider was not approved at the time child care services were provided, no exceptions.  Participant or child were not approved at the time child care services were provided, no exceptions. A Provider Reimbursement Notice (PRN) will be issued to the participant and a copy to provider regarding a non-reimbursement for the above reasons. Exceptions may apply to some of the above reasons, however, must be approved by a supervisor prior to reimbursement. Important! If there are two consecutive months in which the reimbursements are pending because of missing required documentation (i.e. Work Schedule Verification, paystubs, tip sheets, etc.), it may result in termination. Any services that CSB cannot reimburse will be the participant’s responsibility to reimburse directly to their provider. B. Limited Term Service Leave (LTSL) A family may request a leave of absence from the program if the family temporarily does not have a need for subsidized child care. They may contact their Child Care Assistant Manager to request the leave over the phone or submit a written request for a temporary leave from services. CSB may grant the family a limited term service leave for no more than twelve (12) consecutive weeks per fiscal year, except when the participant is on a maternity or medical related leave of absence from his/her August 15, 2017 Contra Costa County Board of Supervisors Minutes 1390 2017-19 Policies and Procedures Section 3: Alternative Payment Program 20 2017-19 Policies and Procedures Section 3 – Alternative Payment Program employment or vocational training. Maternity leave, or medical limited term service leave, shall not exceed sixteen (16) consecutive weeks in duration. During this time no child care services shall be provided nor be claimed for reimbursement. Participants may be required to provide documentation from their physician prior to going on leave and again when released. At the time of authorized reinstatement, when the service leave ends, CSB cannot pay another registration or other new provider charges. Please Note: It is important to remember that providers do not have to hold child care spaces throughout the leave and participants may need to seek a new child care provider(s) upon their return from leave. C. Confidentiality The use or disclosure of information about the child and his/her family is limited to purposes directly connected with administering the program. When helping participants/families move to another subsidized program, information about the participant/family may be exchanged and the other program or provider is then bound by these same confidentiality guidelines. Participant or their authorized representatives may review the case file upon request and at the time and place considered reasonable by CSB. Participant may only review the forms or other documentation/information that they have provided CSB and are in their own case file. When a Contra Costa County employee or a client to whom an employee has a relationship with as defined above is applying or receiving child care services, the case will be considered Confidential. Employees will not process any action involving their own case, or the cases of family members or those with whom they have a relationship like a family member or close friend. Employees who are not sure if there is a conflict of interest should check in advance through their supervisor to ensure that this policy is not violated. Files considered confidential will be locked in a designated location of which only the authorized employees and supervisors will have access. D. Release of Information CSB is authorized to discuss information regarding the family’s child care services and eligibility with other agencies as appropriate. Examples may include but not limited to other Social Services Programs, CFS, employers, schools, child care providers, licensed physicians. Prior written consent from the participant may be asked by CSB. The participant’s eligibility may be reviewed by representatives of the State of California, the Federal Government, independent auditors, or others as necessary for the administration of the program. E. Fraud Policy Fraud is the knowing misrepresentation of facts made with the intent to obtain something to which one is not entitled. Fraud exists when an individual:  Makes a false statement or representation to obtain benefits, or continuation of August 15, 2017 Contra Costa County Board of Supervisors Minutes 1391 2017-19 Policies and Procedures Section 3: Alternative Payment Program 21 2017-19 Policies and Procedures Section 3 – Alternative Payment Program benefits that they are not eligible to receive  Fails to disclose information, which if disclosed would result in denial, reduction, discontinuance of child care benefits  Accepts benefits knowing she/he is not entitled to them The California Department of Education (CDE) requires that CSB create a Fraud Policy, which applies to program participants and providers receiving reimbursements through CSB. If fraud is suspected, CSB will initiate investigation, pursue collection of payments and may seek legal assistance made through fraudulent participant and/or provider action. Any participant or provider whose participation is terminated under the Fraud Policy will not be eligible to participate in the CSB CalWORKs Stage 2 & CAPP Child Care Program for a minimum of twelve (12) months. Any past debts or expenses must be paid in full prior to return. F. Grievance Policy It is the policy of CSB to resolve any participant or provider grievances. What is a grievance? A grievance is a complaint over a situation or an action to be deemed wrong or unfair. There will be no retaliation, formal or informal, against the participant and/or provider who file a grievance. All participants and/or providers are encouraged to first speak with the Child Care Assistant Managers to attempt to resolve any issues that may arise. If the issue is not resolved to the participant and/or provider’s satisfaction, the participant and/or provider may file a written request within ten (10) calendar days from the date of complaint. The written request should be submitted to the Program Supervisor. Upon receiving participant and/or provider’s written request, the Program Supervisor will review the complaint and meet with the participant and/or provider by phone, or by appointment, to discuss the issue within ten (10) calendar days of receiving the complaint. If the participant and/or provider still feels dissatisfied, they may submit a written request for the issue to be elevated to a staff at least one level higher than the Program Supervisor who made the contested decision. The participant and/or provider will be contacted within ten (10) calendar days of receiving the complaint and given an opportunity to present their concerns. The decision at this level will be final. G. Uniform Complaint Policy It is the intent of the Community Services Bureau to fully comply with all applicable state and federal laws and regulations. Individuals, agencies, organizations, students and interested third parties have the right to file a complaint regarding Community Services alleged violations of federal and/or state laws. This includes allegations of unlawful discrimination (ED Code Sections 200 and 220 and Government Code Section 11135) in any program or activity funded directly by the State or receiving federal or state financial assistance. Complaints must be signed and filed in writing with: The California State Department of Education Early Education and Support Division Complaint Coordinator August 15, 2017 Contra Costa County Board of Supervisors Minutes 1392 2017-19 Policies and Procedures Section 3: Alternative Payment Program 22 2017-19 Policies and Procedures Section 3 – Alternative Payment Program 1430 N Street, Suite 3410 Sacramento, CA, 95814 If the complaint is not satisfied with the final written decision of the California Department of Education, remedies may be available in federal or state court. The complainant should seek the advice of an attorney of his/her choosing in this event. A complainant filing a written complaint alleging violations of prohibited discrimination may also pursue civil law remedies, including, but not limited to, injunctions, restraining order, or other remedies or orders. H. Sexual Harassment It is the policy of Contra Costa County to maintain a work, service and program environment free of discrimination, harassment, or intimidation based on sex, gender, age, race, religion, national origin, ancestry, marital status, sexual orientation, disability or medical condition. These policies are also mandated by state and federal law. It is the policy of the Community Services Bureau to comply with all applicable state and federal statutes and regulations prohibiting discrimination in employment, contracting, buildings, facilities, and provision of services. Reports of violations of these policies will be promptly investigated and appropriate disciplinary action taken if warranted. I. Zero Tolerance CSB prohibits inappropriate behavior towards staff, or in the presence of families, children or providers on the program. Such use of abusive/foul language, intimidating actions (including belligerent emails and voicemails), physical harassment, destruction of property, threats to staff, etc., will be documented and may lead to termination from the program. J. Termination Policies Child Care services may be terminated for any, but not limited to, the following reasons:  Failure to maintain required need and/or eligibility for the program with which the family is enrolled  Failure to inform the Child Care Assistant Manager within five (5) days of changes that affect the families need and/or eligibility to retain services  Failure to recertify in a timely manner  Failure to pay family fee or co-payment  Failure to make payments to licensed exempt in-home providers in a timely manner  Failure to use services for sixty (60) consecutive days, or two (2) consecutive months  Failure to submit A Work Schedule Verification and/or Paystubs for two (2) consecutive months  Failure to submit requested documentation  Violation of the Zero Tolerance policy towards staff  Failure to comply with the State mandates requirements of the program  Families income exceeds the state income ceiling August 15, 2017 Contra Costa County Board of Supervisors Minutes 1393 2017-19 Policies and Procedures Section 3: Alternative Payment Program 23 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Children are no longer age appropriate for the program with which they are enrolled, and family cannot provide required documentation to maintain services past that age (i.e. IEP)  Failure to maintain a 2.0 GPA if services are based on a vocational training need  Failure to abide by attendance polices and reimbursement guidelines  Contract funding has been exhausted K. Notice of Action and Appeal Process Whenever CSB approves, denies, terminates or updates a change regarding participant’s child care, CSB will issue the participant a Notice of Action and send an informational copy to the provider(s). The Notice of Action will notify the participant of the following:  Tell participant what action is being taken (approval, denial, recertification, change or termination)  The reason for the action  The effective date of the action  The date participant has to appeal CSB’s action If a participant disagrees with an action taken by CSB, the participant may file an appeal request for a hearing with Employment and Human Services Department Appeals Unit. To request a hearing, participant must complete the back page of the Notice of Action no later than the appeal’s date on the first page of the notice and mail or deliver the notice to the following address: Office of Appeals Coordinator 400 Ellinwood Way Pleasant Hill, CA 94523 (925) 677-2900 At the local hearing, the Appeals Officer will explain the reason for the hearing and will ask both CSB representative and participant to swear under oath. The hearing will be recorded by the Appeals Officer. CSB will state the reason for the Notice of Action and provide any supporting documentation that supports their action. The participant or authorized representative will be able to explain the reason why they think the action on the Notice of Action is wrong. The participant may bring any documentation that supports their reason why the action was wrong. The Appeals Officer will make a decision based on the information provided at the hearing. Within ten (10) calendar days after the local hearing, the Appeals Officer will mail their written decision. If the participant disagrees with the written decision of the local hearing, the participant may request a review of the local decision by the California Department of Education. The request must include the following information:  A copy of both sides of the original Notice of Action with which participant disagrees  A copy of the written decision letter from the local hearing; and  A statement explaining why participant disagrees with the local Appeals Officer’s decision. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1394 2017-19 Policies and Procedures Section 3: Alternative Payment Program 24 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Participant may mail, fax or deliver their request within fourteen (14) calendar days from the date of local agency’s decision letter to the following address: California Department of Education Early Education and Support Division ATTN: Appeals Coordinator 1430 N Street, Suite 3410 Sacramento, CA 95814 Phone: (916) 322-6233 Fax: (916) 323-6853 CDE will review the information provided and may contact the participant or CSB if necessary. CDE will have thirty (30) calendar days to make a decision and mail a final decision letter to the participant and CSB. CDE’s decision is the final administrative decision and CSB will follow CDE’s decision. Part III. Provider Participation A. General Requirements - Parental Choice CSB policies provide for parental choice in selecting a child care provider. Participants are responsible for selecting the child care provider and the type of care, which they feel best, meets the needs of the family and meets enrollment requirements. However, CSB may reserve the right to deny or terminate a provider for the health and safety of the child/ren. Participants also have the right to change providers (up to two [2] changes per fiscal year) while they are participating in the child care program (unless the participant can provide reasonable concerns for more changes). Participants may choose the following types of care while enrolled in one of our programs: 1. Licensed Child Care Centers, Licensed Exempt Centers & Licensed Family Child Care Homes Child care centers and family child care homes are all licensed by the California Department of Social Services Community Care Licensing division, which ensures all standards of health and safety criteria are being met. These programs will be required to submit and comply with the following:  A complete Child Care Provider & Parent Statement by both the participant and provider  A complete Agreement For Direct Payments To Child Care Providers by both the participant and provider  A complete Provider Self Declaration listing a maximum of ten (10) non-operational days charged to families  A copy of their current license  A copy of their current policies, rules and rates  A complete W-9 Form (request for Taxpayer Identification Number and Certification)  Provide services to all eligible children on a non-discriminatory basis, giving equal August 15, 2017 Contra Costa County Board of Supervisors Minutes 1395 2017-19 Policies and Procedures Section 3: Alternative Payment Program 25 2017-19 Policies and Procedures Section 3 – Alternative Payment Program treatment and access to services without regard to race, color, creed, religion, sex, national origin, or any other category that is prohibited by law  Providers must report observed and/or suspected child abuse to the local police departments and/or Children and Family Services and refrain from all forms of punishment, cruelty, and/or physical/corporal punishment  Providers must maintain confidential child and family records and other information with the exception of authorized disclosures to CSB staff or other authorized State or Federal agency staff in accordance with the law  Allow CSB to visit licensed facilities if requested  Provide care for children only during the period authorized  Enter into Child Care Provider Agreement with CSB as an independent contractor and in no way be considered an employee of CSB or any of its funding sources  Hold CSB harmless for any damages to person(s), or property, which arise out of the delivery of services under agreement with CSB  A statement signed by the provider that the child care and development services being provided do not include religious instruction or worship.  Sign the CalWORKs Stage 2 & CAPP Child Care Participation Program Handbook Acknowledgement of Receipt understanding and following CSB’s policies 2. Licensed-Exempt Providers Licensed-exempt providers are not licensed by the State of California. Participants are responsible for hiring, terminating services, and setting up the days and hours when care will be used. Licensed-exempt child care providers must be on the Trustline Registry or be exempt from Trustline in order to participate as an approved child care provider. The following are types of License-Exempt Providers:  License Exempt Providers Exempt from Trustline Who is exempt from Trustline? Providers who are the child/ren’s grandparent, aunt or uncle by blood, marriage or court decree are exempt from the Trustline registration. Participant and provider must complete the Trustline Exemption Form as well as provide proof of relationship between the child and the provider. Example: If the chosen provider is the child’s grandparent, the participant may submit their birth certificate to demonstrate that provider is their parent and therefore the child/ren’s grandparent. If no documentation can be provided, the grandparent, aunt or uncle must complete the Trustline Registration Process and be cleared and placed on the Trustline Registry before services can be approved by the Child Care Assistant Manager.  License Exempt Providers not exempt from Trustline License exempt providers not exempt from Trustline, must go through the Trustline August 15, 2017 Contra Costa County Board of Supervisors Minutes 1396 2017-19 Policies and Procedures Section 3: Alternative Payment Program 26 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Registration Process to get fingerprinted through the Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The provider must be cleared and placed on the Trustline Registry prior to child care services being approved. Participants must contact their Child Care Assistant Manager to request a Trustline Application.  Provisional License Exempt Providers (not exempt from Trustline) In cases where the participant has an immediate need for child care services, the participant is allowed to select a provisional child care provider. However, the Provisional child care provider must go through the Trustline Application Process to get fingerprinted through the Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The provider MUST be cleared and placed on the Trustline Registry within thirty (30) days in order to be eligible for reimbursement. If the provider is not cleared within the thirty (30) days, no reimbursement can be given for any child care services provided. Services will be approved on the day provider was cleared and placed on the Trustline Registry. Participants must also submit the following documentation regarding their chosen license exempt provider:  A complete Child Care Provider & Parent Statement by both the participant and provider (indicating the hours and rate of pay for child care)  A complete Agreement For Direct Payments To Child Care Providers by both the participant and provider  Health and Safety Self-Certification Form indicating the following: o The provider’s name, date of birth, address, phone number and social security number o A description of the provider’s qualifications and experience o A health statement, including Tuberculosis clearance o A statement from the parent that he/she has interviewed and approve of the provider o Names and ages of all other adults residing in the home where the child care is provided o All forms signed by both the parent and provider, as appropriate o The location where the care is to be provided  Health & Safety Facility Checklist (a supplement to the Health & Safety Self Certification form  A complete W-9 Form (request for Taxpayer Identification Number and Certification)  A copy of provider’s California driver’s license or a valid California ID verifying the provider to be at least eighteen (18) years of age  A copy of provider’s Social Security Card  Provide care for one (1) family at a time and only during the period authorized August 15, 2017 Contra Costa County Board of Supervisors Minutes 1397 2017-19 Policies and Procedures Section 3: Alternative Payment Program 27 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Enter into Child Care Provider Agreement with CSB as an independent contractor and in no way be considered an employee of CSB or any of its funding sources  Hold CSB harmless for any damages to person(s), or property, which arise out of the delivery of services under agreement with CSB  Sign the CalWORKs Stage 2 & CAPP Child Care Participation Program Handbook Acknowledgement of Receipt understanding and following CSB’s policies  In-Home Child Care Provider (for In Home Licensed Exempt Providers only) License-exempt providers must only provide care for only ONE family at one time other than their own. If it is found that a license-exempt provider is providing care for two (2) or more families at one time, they may be terminated as a provider and the families will need to find an alternate provider. In Home Licensed Exempt Providers – Since child care providers are independent contractors and therefore not employees of CSB, CSB is not held responsible for federal and state tax obligations. If it is determined that the child care provider performs child care in the home where the child resides, the participant may be considered to be the employer of the child care provider (domestic worker) and will be responsible to ensure the child care provider receives minimum wage, social security taxes, state worker’s compensation and unemployment requirements. In order to ensure that minimum wage is being met, the participant must have at least four (4) children receiving child care services. In-home licensed exempt child care may be subject to Federal and California laws pertaining to household employees. Please Note: Families transferring directly from CalWORKs Stage 1 to CalWORKs Stage 2 that have an In Home Licensed Exempt Provider will be given a timeframe to find alternate child care. 1099 Hotline - Contact (877) 375-0312, during tax season if 1099 is not received. B. Oliver’s Law Participants have the right to receive information regarding any substantiated or inconclusive complaint about any licensed child care provider. That information is public and can be acquired by calling Contra Costa County’s local licensing office at (510) 622-2602. C. Rate Sheets Licensed Providers shall submit a statement of their current rates to CSB. Rates must be the same for both subsidized and private paying families. If the provider charges more than the current Regional Market Rate allows CSB to pay, the participant will be responsible to pay the difference directly to the provider. If a provider offers any discount for siblings, the subsidized family will offered the same discount. Providers must submit a written thirty (30) calendar day advanced notice addressed to the Program Supervisor of any changes to their rates; all rate increases are subject to availability of funds. New rate increases will take in effect thirty (30) calendar days after receipt of notice. CSB will only accept one (1) rate change from providers per fiscal year (July 1st – June 30th). August 15, 2017 Contra Costa County Board of Supervisors Minutes 1398 2017-19 Policies and Procedures Section 3: Alternative Payment Program 28 2017-19 Policies and Procedures Section 3 – Alternative Payment Program D. Child Care Agreement Upon approval or update of child care services, the Child Care Assistant Manager will issue a Notice of Action indicating initial approval for services or change in services and will be accompanied by a Child Care Agreement that will outline the schedule approved for services as well as indicate if the child has a Family Fee and/or Co-payment. It is the participant’s responsibility to review the approved child care agreement and notify the Child Care Assistant Manager of any questions. Important: If provider starts providing services before the agreement has been approved, the participant will be responsible to reimburse for any services rendered before the certificate start date on the Child Care Agreement. E. References to Written Information All providers are subject to the general policies described in the CalWORKs Stage 2 & CAPP Child Care Participation Program Handbook. Providers are encouraged to become familiar with the parental requirements, as well as those identified for child care providers. F. Limitations on Child Care Reimbursement 1. Regional Market Rate (RMR) Beginning January 1st, 2017, California Department of Education required all agencies to implement ceilings at the 75th percentile of the 2014 Regional Market Rate Survey. Licensed exempt child care is reimbursed up to 70% of the Family Child Care Home rates. This is referred to as the Regional Market Rate (RMR). (This rate is subject to change, if directed from the California Department of Education (CDE).) Children attending less than thirty (30) hours of child care per week will be reimbursed at the part-time benefit ceiling and children attending thirty (30) hours or more will be reimbursed at the full time benefit ceiling. Those families that have variable schedules will be assessed by the Child Care Assistant Manager and assigned the most appropriate ceiling for their needs. Should the participant choose a provider with a rate exceeding that exceeds the maximum subsidy amount, the participant will be responsible in paying the difference. This is referred to as a co-payment. This is paid by the participant to the provider directly and not accounted for by CSB (see example on Share of Cost-Co-Payments). If the provider has a registration fee (licensed providers only) the rate for reimbursement will be determined by State guidelines and may be paid no more than once a fiscal year if the provider meets eligibility requirements. 2. Provider Days of Non-Operation CSB will only reimburse for up to ten (10) days of non-operation (per fiscal year) to a licensed provider when the center, or family child care home, is closed if they fall on a contracted day. The provider MUST list the days of non-operation on the Provider Self Declaration form to be eligible to receive payment. If August 15, 2017 Contra Costa County Board of Supervisors Minutes 1399 2017-19 Policies and Procedures Section 3: Alternative Payment Program 29 2017-19 Policies and Procedures Section 3 – Alternative Payment Program more than ten (10) days are listed, Child Care Assistant Managers will review the non-operational days with provider to determine which of the ten (10) would be reimbursed. Days of non-operation may include, but are not limited to the following:  Holiday (i.e. New Year’s Day, Christmas, Labor Day)  Provider Vacation Days  Staff Training/Development Days This does not apply to child care in which the provider charges an hourly rate or has a drop-in rate. 3. Instructional Minutes for School Age Children Providers will NOT be reimbursed for child care provided for a school age child/ren care during instructional minutes, whether they are attending public or private schools. 4. Reduction or Denial of Reimbursement See Reimbursement Policy. G. Multiple/Alternate Providers CSB can only reimburse one provider per child for child care services. However, there are some exceptions: 1. If a family’s need exceeds the hours of operation of the first provider, the participant may add an alternate provider to cover the hours the primary provider is closed. Child Care Assistant Manager must approve the alternate child care provider prior to the use of care. CSB will contract separately with the alternate provider for child care services. If participant begins the use of alternate provider before approval from Child Care Assistant Manager, participant must reimburse alternate provider for any unauthorized care. 2. If a child’s usual child care provider is closed, or if the child is sick and cannot attend the usual care, the participant may request to seek an alternate child care provider. Child Care Assistant Manager must approve the alternate child care provider prior to the use of care. CSB will contract separately with the alternate provider for child care services. Upon approval of the alternate provider, reimbursement for alternate provider when primary provider is closed is limited to 10 days per fiscal year. Reimbursement for alternate provider when child is sick and cannot attend primary provider is also limited up to 10 days per fiscal year. CSB may make an exception based on the illness and if participant provides written documentation from physician. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1400 2017-19 Policies and Procedures Section 3: Alternative Payment Program 30 2017-19 Policies and Procedures Section 3 – Alternative Payment Program H. Participant’s Rights to Change Providers & Ri ghts to Terminate Services Participants have the right to change their providers, up to two (2) per fiscal year, unless they can provide the Child Care Assistant Manager with reasonable concerns for more changes. CSB asks all participant to provide a written (preferable), or verbal, two (2) week notice to their licensed provider regarding the termination of care. The Child Care Assistant Manager will follow up with any notifications necessary. Should the participant not give a two (2) week notice to the licensed provider, CSB will work with the licensed provider and offer any reimbursement as required by the licensed provider’s established policies and procedures submitted with the initial approval of care (not to exceed two [2] weeks). Participants will be terminated from the program. IMPORTANT: The attendance sheet must meet the minimum requirements in order to honor the two week notice when the participant does not give a two week notice to their child care provider. See Reimbursement Policy. I. Provider’s Rights to Terminate Services A licensed provider may terminate services with cause in adherence to his/her established policies and procedures and with a two (2) week advance notification to the participant and the Child Care Assistant Manager. Should a licensed provider terminate a family without notification, CSB will not reimburse any days past the child’s last day of care. J. CSB’s Rights to Terminate a Provider CSB reserves the right to terminate a provider from participation with or without a two weeks’ notice. Reasons for termination may include but are not limited to the following:  Child/ren’s health and safety is at risk (all providers)  Closure or denial of Trustline Registry (licensed-exempt providers)  Child care license revoked (licensed providers only)  Falsifying attendance sheets in any manner (all providers)  Charging subsidized families more than non-subsidized families (licensed providers only)  Providing care for more than one family other than their own at one time (licensed- exempt providers)  Using abusive language and behavior to staff, children or participants (all providers) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1401 2017-19 Policies and Procedures Section 3: Alternative Payment Program 31 2017-19 Policies and Procedures Section 3 – Alternative Payment Program Part IV Staff Roles and Responsibilities A. Stage 2/CAPP Unit Clerks  Administrative Support to Unit Mangers o Program Calendars o Form Revisions o Mass Mailings o Other clerical tasks as assigned by Assistant Managers o Complete Reports (such as 801 A Report)  Reimbursement Calculations o Collect, review and distribute incoming CCAREs to appropriate staff o Perform initial reimbursement calculations for Assistant Managers  Incoming Phone Calls o Check and empty Stage 2/CAPP Unit General Voicemail o Return all calls within 24 hours of retrieving the message o Answer and forward calls to appropriate staff member  Mail Process o Log all incoming mail in database o Forward mail to appropriate staff member  Scanning Process/Document Record Keeping o Scan and Index all documents into Northwoods Compass database  Stage 1 Transfers o Prepare and send Welcome Packets o Prepare Family Files o Coordinate with Unit Manager on case assignments  Intake Applications o Prepare and mail intake packets o Collect and verify all documentation o Forward packet to appropriate Assistant Manager upon completion August 15, 2017 Contra Costa County Board of Supervisors Minutes 1402 2017-19 Policies and Procedures Section 3: Alternative Payment Program 32 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Family Recertification’s o Prepare and mail recertification packets o Collect and verify all documentation o Forward packet to appropriate Assistant Manager upon completion  Suite Support o Monitor office supplies o Monitor Postage Meter o Monitor office equipment B. Stage 2/CAPP Unit Child Care Assistant Managers (CCAM)  Case Management o Initial intake for new/transferred families o Verify documents o Coordinate with referring agencies about prior case information o Review selection of provider(s) o Monitor families need and eligibility o Family/Provider Correspondence as needed o Recertify families need/eligibility for services at minimum once annually o Termination procedures where appropriate  Process Reimbursements o Review calculations o Process payments into CalWIN system for fiscal review/release  Attend Appeals hearing if needed  Monitoring/Audits/Reviews o Quarterly monitoring of selected family files o Assist Unit Manager with fiscal and/or state audits and reviews of program o Prepare family files as needed for reviews C. Stage 2/CAPP Unit Manager – (CSM)  Reports o Monthly Report to Program Director o Monthly liaison to fiscal o Fiscal Audits/State Reviews as scheduled August 15, 2017 Contra Costa County Board of Supervisors Minutes 1403 2017-19 Policies and Procedures Section 3: Alternative Payment Program 33 2017-19 Policies and Procedures Section 3 – Alternative Payment Program  Personnel o Supervise Student Worker Assignments o Supervise Field Intern Assignments o Supervise Clerks o Supervise Child Care Assistant Managers  Program Handbook o Revisions per CDE regulations o Annual Update if applicable  CDE Regulations o Monitor Management Bulletin Releases o Participate in CDE conference calls regarding program regulations as needed o Review Title 5 and Education Codes as they pertain to program implementation.  Client/Provider Correspondence  Stage 1 Transfer Process o Monitor incoming Stage 1 transfer process o Assign cases to CCAMs o Review potential cases to be transferred out to Child Care Council  Monitoring o Review monthly reimbursements o Monitor CCAM Caseloads o Review terminations o Monitor Unit calendar  Miscellaneous o Order office supplies for Suite o Approves requests for equipment/work orders D. Stage 2/CAPP Fiscal Support (Accountant III)  Review and release payments to providers in CalWIN in the absence of Program staff  Monitor program budgets  Release payments for Maintenance of Effort contracts  Submit to State CDE/EESD monthly Fiscal and Caseload reports  Submit to CDE projection request for additional funding in excess of MRA  Submit year-end financial reports and schedules to External Auditors  Correspond with Unit Manager/Program Manager August 15, 2017 Contra Costa County Board of Supervisors Minutes 1404 2017-19 Policies and Procedures Section 3: Alternative Payment Program 34 2017-19 Policies and Procedures Section 3 – Alternative Payment Program E. Stage 2/CAPP Program Manager (ASA III)  Program Support for CDE/EESD Programs  State Correspondence/Management Bulletins  Liaison with CDE/EESD  Monthly Monitoring  CDE/EESD Contract initiation/renewal  Reports/Program Self-Assessments to CDE/EESD  Supervise Unit Manager (CSM)  Liaison with Stage 1/WFS, Child Care Council and CalWIN  State Audit/APMU/Independent Audit  Review MOE Payments  Agency’s CWDA Child Care Representative August 15, 2017 Contra Costa County Board of Supervisors Minutes 1405 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 4-LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM 2017-19 Policy Council Approved: Board of Supervisors Approved: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1406 2017-19 Policies and Procedures Section 4: Low-Income Home Energy Assistance Program 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program Section 4 Low Income Home Energy Assistance Program A Introduction 1 B LIHEAP Eligibility Guidelines 2 C Appeal Procedure 10 D LIHEAP/Fast Track Complaint Procedure 11 E Weatherization Referrals 11 F LIHEAP and Due Deferrals 12 G Quality Assurance 14 H Confidentiality 15 I FRAUD 15 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1407 2017-19 Policies and Procedures Section 4: Low-Income Home Energy Assistance Program 1 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program A. Introduction 1. Program Overview The Low-Income Home Energy Assistance Program (LIHEAP) is a federally-funded program that assists low-income households with their utility bill. Eligibility is based on the household's total monthly income that is provided by Department of Community Services and Development on a yearly basis. This assistance is targeted to households with low income and high energy costs, taking into consideration households with elderly, disabled persons, and children under six. The amount of assistance is based on the number of household members, total gross household income, the cost of energy within Contra Costa County and funding availability. In addition to helping with a household's utility bill, LIHEAP offers free weatherization. Weatherization is the process of making a household more air tight and energy efficient. Weatherizing a home can help lower a household's energy usage and utility costs. 2. Types of Assistance Available i. Utility Assistance HEAP: Pay the amount eligible of an applicant's utility bill. Fast Track: LIHEAP funds are available in case of a crisis/emergency situation. Staff is required to resolve an energy crisis situation within forty-eight (48) hours and a life threatening energy situation within eighteen (18) hours. ii. Weatherization Assistance Weatherization: The weatherization program provides services designed to reduce heating and cooling costs to improve the energy efficiency of a home, while safeguarding the health and safety of the household. Weatherization is supported through the partnership with Department of Conservation and Development (DCD). ECIP EHCS: LIHEAP funds are available to low-income families in case of a crisis/emergency situation. DCD staff is required to resolve an energy crisis situation within forty-eight (48) hours and a life threatening energy situation within eighteen (18) hours. 3. Service Center Locations i. LIHEAP Utility Assistance: 1470 Civic Ct. Ste 200,Concord, CA 94520,Phone: 925-6816380, Fax: 925-229-6784 ii. Weatherization Assistance: 30 Muir Rd, Martinez, CA 94553,Phone: 925-674-7214, Fax: 925-646- 9339 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1408 2 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program B. LIHEAP Eligibility Guidelines 1. General Guidelines Applications are received via mail, email, fax, or drop-in. Applicants for all utility assistance and/or weatherization programs must meet the following for eligibility:  Must be 18 years of age or older  Be a resident of Contra Costa County  Meet the definition of a household  Housing unit must meet the definition of a dwelling  Provide proof of citizenship or alien status  Meet the income guidelines and provide proof of income from all sources for all members of the household.  Be responsible for energy costs and provide copies of utility bills  Receive energy/budget counseling  Meet agency's priority plan  Submit all applicable documentation to complete application process. Other eligibility requirements for Fast Track Assistance/ECIP EHCS/SWEATS must be submitted. 2. Household Composition An eligible household is defined as an individual or group of individuals, related or unrelated, who share residential energy and have an energy cost. Ineligible households for utility assistance consist of the following:  Subsidized households that do not pay any out of pocket energy costs.  Persons living in licensed facilities (nursing homes, assisted living, etc.).  Temporary shelters or group homes with residents who have no energy expense or who pay a nominal fee to live there.  Single room dwelling, within a larger dwelling and the single room dwelling is not considered a separate household.  Persons who have no physical address.  Individuals who previously received Utility Assistance (UA) in another LIHEAP household during the same program year are considered ineligible household members to receive services. However, his/her income is counted in the household’s total income.  Applicants under the age of 18 who are not legally emancipated and do not have a parent or legal guardian to apply on their behalf. Ineligible households for weatherization consist of the following:  Persons living in licensed facilities (nursing homes, assisted living, etc.).  Persons who reside in only one room within a larger dwelling and is not considered a separate household. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1409 3 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program  Persons who have no physical address.  Applicants under the age of 18 who are not legally emancipated and do not have a parent or legal guardian to apply on their behalf. The following exceptions on ineligible household members apply to both Utility Assistance and Weatherization:  Live-in Attendants - Individuals who reside within a household to provide necessary medical services and whose services are paid for in part or in full by a third party.  Persons living in multi-unit buildings - If a building contains more than one housing unit, but has only one meter or tank that is shared by all the units, each unit may contain a separate household if each one functions as a separate economic unit (also known as submetered).  A person out of the home for reasons of employment, education, hospitalization, etc., who continues to support or be supported by the unit and who intends to return to the unit, will remain a member of the household.  A dependent child who is a student living away from his/her primary residence to attend an educational facility is considered to be a member of the primary residence. 3. Housing Unit Must Meet the Definition of a Dwelling Housing unit must meet the definition of a dwelling in order to be eligible for assistance. Below are examples of a housing unit that are considered an eligible dwelling:  A housing unit is a house, an apartment, a mobile home, a group of rooms, or a single room that is occupied (or if vacant is intended for occupancy) as separate living quarters.  All dwellings must be a permanent building and located in Contra Costa County. Applicants can have a mailing address in another county/state, but the location where they receive utility services must be in Contra Costa County.  Applicant must complete the Intake Form CSD 43 The following housing units are considered ineligible dwellings:  Applicants renting a room in someone else’s home (Exception: applicant provides proof that his/her living arrangement adheres to the definition of “separate living quarters”)  Applicants living in transitory, tent or temporary encampments  Applicants living in board-and-care facilities, nursing or convalescent homes, or in jail or prison  Applicants that are homeless There are exceptions on dwelling eligibility and staff may need to review the list below to determine if a housing unit is eligible for assistance. Below is a list of the exceptions:  Applicants living on boats, in a marina with a dock number and utility hook-up, are eligible for Utility Assistance.  Applicants living in mobile homes or RVs are ineligible for energy and weatherization services unless they meet the following criteria: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1410 4 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program I. The dwelling must not be mobile (i.e., wheels have been removed, attached porch, etc.). II. The dwelling must have resided in the same location for a reasonable length of time. 4. Citizenship and Alien Status Applicant must be a permanent and legal United States resident and complete a Statement of Citizenship or Non-Citizen Status for Public Benefits Form (CSD 600). Federal law requires that all public agencies verify that an applicant is a United States (U.S.) citizen, national, or an alien in a qualified immigration status. A copy of the documentation to verify their qualified status must be retained in the applicant file. An individual is a U.S. citizen if:  Born in the U.S. regardless of the citizenship of his/her parents  Born outside of the U.S. to U.S. citizen parents  Born outside of the U.S. of alien parents and has been naturalized as a U.S. citizen. A child born outside of the U.S. of alien parents automatically becomes a citizen after birth if his/her parents are naturalized before he/she becomes age 16  U.S. territories that include: American Samoa, Guam, the Northern Mariana Islands, Puerto Rico and the Virgin Islands. Applicants must submit acceptable verification of their citizenship and/or alien status. The following is a list of acceptable verification:  U.S. birth certificate  U.S. passport  Naturalization certificate, N-550 or N-570. Certificate cannot be copied, but agency should review, verify and document in the file that the “naturalized certificate was “verified and valid”  Report of birth abroad of a U.S. Citizen FS-240  U.S. Citizen Identification Card, I-197  Certificate of Citizenship, N-560 or N-561  Statement provided by the U.S. consular officer certifying the individual is a U.S. citizen  American Indian card with a classification code KIC  Documentation of direct receipt of SSI or SSA benefits  DD 214 – Military Separation – This document must show a U.S. place of birth. Applicants who are ineligible to participate in the utility assistance and/or weatherization programs with public agencies are:  Individuals who hold an INS I-94 who are admitted as temporary entrants (such as students, visitors, tourists, diplomats, etc.).  Aliens who have no other INS document.  Individuals possessing an Individual Taxpayer Identification Number (ITIN). An ITIN does not create an inference regarding the person’s immigration status. An ITIN is issued by the U.S. Internal Revenue Service to individuals who are required to have a U.S. taxpayer identification number but who do not have, and are not eligible to obtain, a Social Security Number issued by the Social Security Administration.  Individuals possessing an ID card issued by a foreign consulate  AB 60 Driver’s License that includes a “Federal Limits Apply” designation. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1411 5 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program 5. Income Guidelines Applicants must meet the income guidelines provided by Department of Community Services and Development each program year. Staff must obtain income documentation supporting the total gross monthly income earnings stated on the Energy Intake Form (CSD 43). Income documentation for all household members must be within 6 weeks of the application intake date, and must comply with the stated acceptable forms of income documentation referenced below. Countable Income includes: Income Type Definition Annuities, Pensions, Retirement Includes Rail Road retirement Assistance payments Retirement Survivor Disability Insurance, Supplemental Security Insurance (SSI), General Assistance, Cal Works Business income Income from business, less business operational expenses Capital gains or losses For self-employment only Cash gifts (regular basis) Must provide regular support for an individual or for the family Child support Include child support for the household receiving it Declaration of personal income Irregular income resulting from occasional sources such as yard work, childcare, collecting cans/bottles, donating blood/plasma Dividends, Interest & Royalties If withdrawn Foster care payments Include foster care payments received for foster children or foster adults living alone. Government Employee Pensions Insurance or annuity payments Military family allotments, Military retirement Jury duty pay Military pay Payment from government sponsored programs Such as agricultural programs Payment on behalf of the household Must provide regular support for the family Railroad Retirement Social Security Benefits Net amount of the check, excluding the amount deducted for Medicare Spousal support Strike benefits Training allowances From Federal and State Employment programs, only the portion that pays or reimburses for living expenses Tribal payments from casinos Per capita payments Trust disbursements Regular Unemployment insurance Veteran’s Benefits August 15, 2017 Contra Costa County Board of Supervisors Minutes 1412 6 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program Wages, salaries, commissions, bonuses, profit sharing, tips, vacation pay, severance pay, sick leave, royalties and honoraria which result from the applicant’s work or service Count all gross income received for the period used to determine income eligibility Worker’s compensation Applicants claiming no income must reveal their source(s) of support. If there is zero income reported; Certification of Income And Expenses Form (CSD43B) must be completed by the applicant and included in the file. If applicant is reporting zero income for a consecutive year, a Certification of Income And Expenses form will need to be completed by the applicant PLUS include documentation of monthly expenses (a letter from the person/agency that supports the applicant’s rental, food and/or utility expenses). An example of documentation can be a print out of applicant's food stamps, a letter from housing authority, a declaration from the person that supports the applicant's rental expenses. Staff must obtain written or verbal verification of regular support from others reported on the form. Eligibility will be based on documentation submitted with the form or verified during the follow-up. For DOE only: All applicants applying for Department of Energy (DOE) services with zero income may complete a self-certification after all avenues of documenting income eligibility are exhausted. Evidence of the various attempts at proving eligibility must be contained in the applicant file, including a notarized statement signed by the applicant that they have no other proof of income. If 120 days pass and the applicant's income eligibility for DOE needs to be re-established, they will follow the same "Zero Income Notarization" rules that apply to an applicant entering through the DOE program. On an exceptional basis, if Weatherization staff cannot obtain a notarized self-certification statement, Weatherization will follow their policies and procedures for next steps. 6. Utility Bill Applicants must be responsible for energy costs and provide copies of utility bills. Utility bill(s) must contain a billing period of at least 22 days and be current and within 6 weeks of the application intake date. Documentation such as an identification is required if name on the account is different from the name on the Energy Intake Form (CSD 43). The person on the utility account must be at least 18 years of age or older. The utility bill must provide the amount of the household’s current energy costs and the following:  Service address - In rural areas, the service address can be descriptive (Example: 3rd house on the left, past the gas station, etc.)  Account number  Name of the utility company  Customer’s name  The dollar amount of a full month’s energy costs (at least 22 days), some exceptions may apply.  Fast Track applications: The documentation must include the total amount due on the bill (current and past due and all other charges). Applicants must include in addition to current monthly utility bill, a past due, 15 day, 48 hour, or shut off notices. The following are considered unacceptable utility bill verification: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1413 7 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program  Closing bills  Altered bills  Service address on the utility bill does not match the applicant’s service address  Outdated utility bill  Deposit accounts or accounts in collections  Business / Commercial Accounts  Bill Less than 22 days When the applicant is attempting to establish service at a new address and changes from the old account are transferred to the new account, CSB will make an exception and accept utility bill. This will also apply when applicants are trying to re-establish services on a closed account (due to non-payment) at the same address, which has no current charges. The issue date of the bill is to be used to determine if it is current. Since the service period will not be current, the current energy charges for that utility will be set to zero on the application. When re-establishing service on a closed account, staff must correspond with the utility company to verify the applicant is re-establishing service. LIHEAP assistance can only be provided when the service is re-connected. LIHEAP cannot be used to pay for an outstanding balance on a closed account if a new account is not established. To qualify for services when utilities are included in the rent, the applicant must submit documentation that must include the following:  Date  Tenant/Customer’s Name  Service Address  The amount of rental charges covering energy expenses  Landlord’s signature  Photocopied and faxed letters of utility cost verification Staff must keep a dated copy with a wet signature on file for each multi-family dwelling. Letter must contain service address, date, and the location of the original signature. This document may be photocopied for insertion into the applicant’s file of other tenants in that building. A newly signed landlord letter must be obtained each program year. Acceptable Documentation must be current to six weeks from intake date and may include one of the listed documents below:  Original or faxed letter signed by landlord/manager  Rental receipt that indicates utilities included in rent  HUD statement showing zero utility allowance 7. Energy/Budget Counseling Applicants must complete Client Education Confirmation of Receipt Form (CSD 321) verifying of energy conservation education and/or budget counseling were provided by staff. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1414 8 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program 8. Priority Plan Applicants must meet CSB's priority plan (for Utility Assistance Only) or meet DCD's priority plan (for Weatherization, LIWP and DOE). CSB will make every attempt to assist the vulnerable population with the lowest income and highest energy cost. Vulnerable population consists of:  families in the household who have children 5 years or younger  elderly members (60 years or older)  have a permanent and/or temporary disability Documentation of vulnerable population must be in applicant's file. Please note: Staff is not required to obtain written documentation to verify disability for any disabled household members, however, it will be to the discretion of staff to request it from the applicant, should it be reasonable. 9. File Documentation All applications must have the following documents in their file:  Energy Intake Form (CSD43)  Statement of Citizenship or Non-Citizenship Status for Public Benefits (CSD 600)  Provide a copy of a current monthly utility bill plus any past due notices if applicable  Copies of the total gross monthly income for ALL household members 18 years and older  If applicable, Certification of Income and Expenses (CSD 43B)  Client Education Confirmation of Receipt (CSD321)  If Applicable: Birth Certificates or documentation verifying any children ages 0-5 in the household and ID required for any household members 60 years or older. 10. Utility Bill Balances for Utility Assistance Applicants with a credit balance on their account that is more than double the monthly gas and electric charges must re-apply when the credit balance has been exhausted. A denial notice will be mailed to the applicant. HEAP or Fast Track payment must bring applicants to zero balance. If payment doesn’t bring the balance to zero, the applicant must first make a co-payment to their utility company before a pledge can be made. Proof of payment must be verified by our staff to the utility company prior to pledge being made. On a case by case basis for Fast Track, if the utility bill is higher than the eligible amount, but the eligible amount is sufficient to avoid services being shut off; the application will be processed. If there was an agreement made to avoid services in being shut off between the applicant and their utility company, staff must document the agreement in the applicant’s file. All Fast Track applications will be pledged by staff to the utility company. A pledge is defined as a promise to pay from LIHEAP to utility company. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1415 9 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program 11. Incomplete Applications Once the application is received via fax, mail, walk-ins or email, an acknowledgement letter has to be sent within 15-days of the intake date. Review the application and if there are any missing items to complete the application process, identify the document(s) that are still missing. Staff will complete the following: i. Complete the Missing Documentation Letter. The letter indicates that our agency will give the applicant ten (10) working days to submit the requested missing documentation requested in order to process application. The form will have HEAP’s fax number if they choose to fax it to our office. If applicant does not submit the requested documentation within the timeframe given, their application will be denied. Missing Documentation Letter will have:  Applicant’s full name  Appropriate box(es) checked of the missing documents ii. Staff will print two (2) copies of the Missing Documentation Letter (one to be mailed to the applicant and the other to retain with the file). iii. Incomplete file will be placed in the file cabinet labeled Pending Files drawer. 12. Incomplete Fast Track Applications If there are any missing items to complete the application process, identify the document(s) that are still missing. Staff will do a courtesy call to applicant to discuss and request missing documentation. Staff will follow up with completing the Missing Documentation letter giving the applicant ten working days to submit the missing documentation requested in order to process application (please see steps 1-3 above). Upon receiving missing documentation, the application will still be processed as Fast Track. If applicant makes a payment arrangement with PG&E to avoid disconnection after submitting an application, staff will honor the application as a Fast Track. When an applicant does not submit the requested documents within the timeframe given, staff will mail a denial letter for Incomplete Applications (see procedures for Denial Letters For Incomplete Applications). 13. Ineligible and Denied Applications If an application is ineligible for HEAP or Fast Track services, notification of ineligibility will be mailed in writing. Reasons for ineligibility may include, but are not limited to:  Agency is out of funds  Facts concerning applicant’s eligibility/income calculation are in dispute  Household does not meet the agency’s priority plan (and no disputed facts concerning applicant’s eligibility could impact plan determination) Reasons for denial may include, but are not limited to: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1416 10 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program  Exceeds maximum income guidelines  Missing or insufficient information  Household already served All “DENIED” applications shall receive written notification explaining the reason for the denial and advising the applicant of their rights to appeal. Provide the applicant 10 working days if needed and the opportunity to submit additional information needed to prove eligibility. A letter describing the reason for their ineligibility/denial will be mailed to the applicant and one placed in their file. Denial letters will include an appeal notice (LIHEAP APPEAL FORM). C. Appeal Procedure 1. General Description Contra Costa County residents are entitled to apply for assistance from the Low Income Home Energy Assistance Program (LIHEAP) with their energy cost. The LIHEAP program is funded by the state and federal government, and is administered by the State Community Services and Development Department in Sacramento. Our goal at Contra Costa County Community Services Bureau is to serve the applicant, the best we can. If the applicant has provided all the necessary documentation and meets the income and program guidelines for service they will be approved for assistance. In the event the application has been denied for assistance; the applicant has the right to appeal that decision. The applicant may complete and submit the LIHEAP APPEAL FORM that is mailed along with the denial letter. The applicant has within ten (10) working days from the date of the denial letter to complete and submit it to the office. They may provide any additional proof to determine eligibility. Upon receiving the LIHEAP APPEAL FORM, it will then be forwarded to a staff where he/she will review the LIHEAP APPEAL FORM along with any additional proof submitted by the applicant to determine eligibility. After reviewing the information submitted, the staff will either overturn the denial and process the application or agree with the denial. If the application was approved, the applicant is notified by letter within five (5) working days of the approval of the application. However, if denial stands, the staff will forward the LIHEAP APPEAL FORM along with his/her notes of the review to the next designated staff. The next designated staff will review the information and either overrule the staff’s decision or agree with the current decision. Applicant is notified by letter with the LIHEAP APPEAL FORM within five (5) working days of the decision. The next designated staff will scan the decision letter along with the supporting documents into the HEAPAPPs Folder under PY Appeals Folder. If applicant does not agree with the decision made by the designated staff, the applicant may complete another LIHEAP APPEAL FORM. The LIHEAP APPEAL FORM will then be forwarded to the Program Manager where he/she will review the information and either overrule the designated staff’s decision or agree with the current decision. Then applicant is notified by letter within five (5) working days of the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1417 11 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program Program Manager’s decision after his/her review. If satisfaction is not reached, the applicant still has the option to appeal at the State level by contacting the Department of Community Services and Development in Sacramento, CA by writing to: California Department of Community Services and Development 2389 Gateway Oaks Drive, Suite 100 Sacramento, CA 94833 (866) 675-6623 D. LIHEAP/Fast Track Complaint Procedure  Any complaints are to be handled immediately by staff who receives the complaint.  Any complaints that cannot be resolved by the first contact staff in a reasonable amount of time are to be passed to the next designated staff.  If the complaint cannot be resolved at this level; it will be forwarded to the Assistant Manager or designee Upon resolving the complaint, a written dated account is to be made and filed in the complaint log. E. Weatherization Referrals 1. General Description After the interview process is complete and the applicant is eligible for Utility Assistance, staff will ask and offer weatherization for the applicant's homes. Staff will ask if they are renters or homeowners. Staff will explain that weatherization will improve their home to make it more energy efficient. This could include windows, doors, caulking, weather stripping, heaters, water heaters, stoves, refrigerators and more. All work conducted by weatherization is done at NO COST to landlords with eligible tenants, or eligible property owners. 2. Weatherization for Rental Units If the applicant is renting, they must first ask their landlord to fill out and sign the Energy Service Agreement for Rental Units and Post Weatherization Lead Forms. This is giving the weatherization program permission to go in the home and perform an assessment of the measures needed and perform the weatherization work. The Post Weatherization Lead Form is the only item not paid by the program and the cost is between $200 and $400. If the landlord does not wish to pay this they can select wish not to pay and sign the form. 3. Weatherization for Home Owners If the applicant owns the home and is eligible for services the applicant can fill out and sign the Energy Service Agreement for Owner and Post Weatherization Lead forms. This is giving the weatherization program authorization to inspect and perform an assessment of the measures needed and perform the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1418 12 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program weatherization work. The Post Weatherization Lead Form is the only item not paid by the program and the cost is between $200 and $400. If the owner does not wish to pay this they can select 'wish not to pay and sign the form. Staff will provide to applicant the Weatherization Forms upon applicant's interest, which includes the following: i. For Rental Units:  Weatherization Program Checklist for HEAP clients  Energy Service Agreement for Rental Units  Energy Service Agreement for Rental Units – Mechanical Ventilation  Energy Service Agreement for Rental Units – Wall Insulation  Post Weatherization Lead Presence Test  CSD Form 081 Client/Customer Consent Form and Authorization ii. For Owner Occupied Units  Weatherization Program Checklist for HEAP clients  Energy Service Agreement for Owner Occupied Units  Energy Service Agreement for Owner Occupied Units – Mechanical Ventilation  Energy Service Agreement for Owner Occupied Units – Wall Insulation  Post Weatherization Lead Presence Test  CSD Form 081 Client/Customer Consent From and Authorization After the forms are completed and signed by the applicant, the applicant must send all documents to the Weatherization office by email at Weatheri@dcd.cccounty.us, mail to 30 Muir Rd., Martinez, CA 94553, visit the weatherization website (http://www.contracosta.ca.gov/4336/Weatherization) or fax at (925) 646-9339. As soon as the Weatherization Program receives the forms, the Weatherization office will contact HEAP to request the applicant’s LIHEAP application. At that time, staff will fax the documents to the Weatherization Program. As soon as the Weatherization Program has a completed application; it will then be reviewed and all eligible applicants will be contacted to start the weatherization home improvements. This will ensure the applicant's home is more energy efficient and will save money on their utility bill. F. LIHEAP and DOE Deferrals 1. Purpose Employees of the Contra Costa County LIHEAP Programs and Department of Energy (DOE) Weatherization Program have the right and responsibility to provide services in a safe and effective manner without undue hazard to intake and assessment staff, installation crews, inspectors, and the households we serve. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1419 13 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program 2. Scope Employees of the Contra Costa County LIHEAP Programs and DOE Weatherization Program are to adhere to the California Department and Development of Community Services’ (CSD) Deferral Policy when determining eligibility for LIHEAP Programs or DOE Weatherization services up to and including denial of any and all services. 3. Description The Contra Costa County LIHEAP Programs and DOE Weatherization Program staff will consult with the Program Manager when any of the following potential deferral conditions are created:  Any act that that is physical or verbal abuse; or  Any threatening behavior or action which is interpreted to carry the potential to: o Harm or endanger the safety of others; o Result in an act of aggression; or o Destroy or damage property. Items to report may include, but not limited to:  Verbal abuse/Foul Language;  Falsification of Information;  Harassment;  Feeling unsafe or uneasy while working with an applicant;  Threatening Violence  Detection of Substance Abuse; or  Discrimination What should staff do if this occurs at the LIHEAP front desk or no Manager is available?  If this situation occurs in the front desk and the applicant is not cooperating, contact the manager to calm the situation.  If the applicant’s behavior is threatening to staff or manager, LIHEAP has the right to refuse service and ask them to leave the office and close the main door for safety.  Applicant’s application will not be accepted for eligibility.  A panic button is available under the front desk counter; it can be pressed if staff is feeling unsafe while working with an applicant. Once the button is pressed, an alert will be sent to the Sheriff Department in which they will show in approximately 15 minutes. In addition, the Contra Costa County Weatherization Program complies with the California Department and Development of Community Services’ (CSD) Deferral Policy requirements that:  Weatherization agencies are required to take all responsible precautions against performing work on homes that could subject workers or applicants to health and safety (H&S) risks.  Applicants must be informed about identified problems and safety concerns, and the reason why weatherization services must be deferred. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1420 14 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program  The decision to defer work in a dwelling, or in extreme cases, to provide no weatherization services, is difficult but necessary in some cases.  Decision to defer must take place upon discovery, or as soon as practicable. This does not mean that assistance will never be available, but that work must be postponed until the problem(s) can be resolved. Deferrals do not have an “expiration date”. The Contra Costa County Weatherization Program staff will consult with the Program Manager when any of the following potential deferral conditions are found:  Applicant has a health condition that would be made worse by weatherization.  Home’s mechanical, electrical, or plumbing system is in such despair that failure is imminent/not correctable within the program.  Home is condemned, under rehabilitation, or applicant’s “hoarding” and/or structural issues make full assessment and/or diagnostic tests not feasible.  Moisture issues are so severe that they cannot be fixed under Minor Envelope Repair.  Combustion appliance safety or Indoor Air Quality fail exists that cannot be reasonably corrected within program parameters.  Lead-based paint present that would create hazard if disturbed.  Applicant is uncooperative, abusive, or threatening to weatherization team members.  Illegal activities are taking place in the home. The Contra Costa County LIHEAP Programs and DOE Weatherization Program has a Zero Tolerance policy that prohibits illegal activity and/or inappropriate behavior towards staff or subcontractors. Such use of abuse/foul language, intimidating actions (including belligerent emails and voicemails), physical harassment, destruction of property, threats to staff, etc., will be documented and will lead to termination from the program and future Deferral from services. G. Quality Assurance: 1. General Description To ensure quality control is being met, staff will conduct random file review of a minimum of 25 files per month. 2. Procedures Staff will use the Utility Assistance Quality Control File Review form to conduct the file reviews. Any errors found in the file, will be corrected in RED and documented on the file review form. The Utility Assistance Quality Control File Review form will be collected from staff and used as a tool for the Program Manager or designee to identify any trends or errors for training purposes. Program Manager or designee shall update the Utility Assistance QA File Review Results. The Utility Assistance QA File Review Results shall be saved by month to monitor the progress or trends. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1421 15 2017-19 Policies and Procedures Section 4 – Low-Income Home Energy Assistance Program 3. File Review between Community Services Bureau and Department of Conservation and Development To ensure quality control is being met between agencies, CSB and DCD will monitor each other’s application files at least on a quarterly basis. H. Confidentiality 1. General Description When a Contra Costa County employee or an applicant to whom an employee has a relationship with is applying for the LIHEAP program, the application is considered Confidential. 2. Procedures Applications considered Confidential will be handled by the assigned staff or designee. Assigned staff or designee will review and determine eligibility. Program Manager or designee must review and sign off on the application before application is processed by assigned staff. All confidential applications will be kept locked in a filing cabinet of which only designated staff will have access to. I. FRAUD 1. General Description Staff who have a good reason, supported by documentary evidence or firsthand knowledge, to suspect that an applicant, utility company employee, another agency, etc, is knowingly, by means of misrepresentation, obtaining, attempting to, or assisting someone else to obtain benefits for which the applicant is ineligible, should report such concerns to an appropriate supervisor. 2. Procedures Fraud is defined as a crime involving a material representation relating to a past or an existing fact which is: false; made with knowledge of its falsity; or in reckless disregard of the truth made in order to obtain a benefit or something of value. Factors to be considered may include, but not limited to:  Whether the incorrect or unreported information affects eligibility  Whether the correct information was, in fact, known to the applicant  Whether the applicant fully understood the eligibility requirements and their responsibility for reporting information  Whether material facts were deliberately/intentionally altered or withheld Staff can evaluate the information provided by applicants and request additional information when reasonably necessary to verify income and their eligibility factors. The agency may deny services if the information appears to be insufficient or contradictory, and give the applicant an opportunity to appeal. If the applicant has a fraud case with PG&E for any illegal activity, the application will be denied. They can reapply once their PG&E account is in good standing. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1422 Policy Council Approved: Board of Supervisors Approved: CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 5-Financial & Administrative Requirements 2017-19 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1423 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Section 5 Finance & Administrative Requirements Part I Financial Requirement A Advance Amount for Travel 1 B Travel Reimbursement-County Employees 1 C Travel Reimbursement-Parent Reimbursement for Policy Council Activities 2 D Using Employee’s Own Funds for County Expenditures 2 E Reimbursement for Expenses- Employees 3 F Use of Procurement Cards 4 G Other Compensation 5 H Salary 5 I Bilingual Pay Differential 6 J Accounting Certificate Differential 6 K Management Longevity Pay 6 L Management Paid Personal Leave (Admin Leave) 7 M Unemployment Compensation 7 N Vehicle Use 7 O In-Kind (Non-Federal Share) 8 P Reduced Days of Operation or Attendance Due to Emergency Conditions 10 Part II Administrative Requirements SUBPART I MONITORING A Purpose 12 B Methodology 12 C Multi-Level Monitoring 13 D Fiscal Monitoring of the Delegate Agency by the Grantee 15 E Fiscal Officer or his/her Designee Reviews the Financial Information for Content and Consistency Before Reimbursing Monthly Expenditures 16 F Center Visit Documentation 16 G Client Concern Tracking 16 H Procedures for Review, Analysis and Reporting 17 I The Ongoing Monitoring Plan 18 SUBPART II SELF-ASSESMENT A Self-Assessment Team 18 B Methodology 18 C Parent Involvement 19 D Process of Self-Assessment of Agency’s Program Services 19 E Self-Assessment Results 20 F Monitoring the Plan of Action Resulting from Self-Assessment 20 Part III Record Keeping and Recording A General Description 21 B Personnel Files 22 C Family Files 22 D Client Files for Low Income Home Energy Assistance Program 23 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1424 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements E Contract Files 23 F Public Access to County Records 23 Part IV Business Systems A Overview 25 B Facilities 25 C Use of Technology 30 D Equipment and Supplies 31 E Vehicle Usage Policy 37 F Transportation 39 G Emergency Procedures 40 August 15, 2017 Contra Costa County Board of Supervisors Minutes 1425 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 1 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Part I. Financial Requirements A. Advance Amount for Travel Advance amounts for travel are not allowed for County employees. B. Travel Reimbursement-County Employees County employees are allowed compensation for mileage, meals and miscellaneous other travel expenses. Eligible individuals are entitled to claim reimbursement for actual, reasonable, and necessary expenses arising from the discharge of their official duties, subject to limitations established by law and policy. 1. Mileage As authorized by the department head or designee, use of private automobiles may be reimbursed for mileage between an individual’s normal work location and other designated work locations. The reimbursement rate is set by the County, adjusted periodically to conform to IRS approved rates. Please see note in item #4 below for the time frame of submitting mileage reimbursements. 2. Meals Actual expenses, including tax and gratuity, for individual meals will be reimbursed. However, such reimbursement shall not exceed the following individual maximums:  Breakfast: $10.00  Lunch: $20.00  Dinner: $35.00 When away from the normal work area for an entire day, individuals eligible for meal reimbursement may claim reimbursement for the actual cost of each individual meal, notwithstanding the maximum per meal amounts specified above. However, the total amount claimed for the day shall not exceed $65.00. 3. Other Travel Expenses  Bridge tolls, parking; Telephone and facsimile charges required in connection with County business; BART or bus fares; and Tips, parking, and checking fees in accordance with local custom. See County Admin Bulletin #204.13 (02-20-08) regarding expense reimbursement and #111.8 (07-13- 10) regarding travel. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1426 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 2 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements C. Travel Reimbursement-Parent Reimbursement for Policy Council Activities Per HSPS 1304.50(f), Policy Council, Policy Committee, and Parent Committee reimbursement- Grantee and delegate agencies must enable low-income members to participate fully in their group responsibilities by providing, if necessary, reimbursements for reasonable expenses incurred by the members (i.e. childcare and transportation). Parents requesting reimbursement should complete and submit Form CSB 325 to the Clerk of the Policy Council who will verify the request and determine the amount of reimbursement. After approval is received from the ASAIII for Policy Council, a check will be issued, no later than 30 days after the request Reimbursements are given for approved Policy Council activities only (i.e. monthly PC meetings or committee meetings). Exceptions must be preapproved before reimbursements are issued. Mileage is calculated using distance from home to meeting location. Childcare hours include reasonable travel time to and from meetings and is based on reasonable arrival time to the approved activity. Representatives attending conferences and out-of-area meetings will be given a per diem allotment for meals and ground transportation, and reimbursed for childcare expenses. Travel requests must be submitted a minimum of 30 days prior to the travel date to allow ample time for approval and advance processing. Upon return from the trip, Liquidation of Cash Advances requires that all receipts must be submitted to the appropriate PC staff person no more than 7 days after return from travel. If receipts are not received within the 7 day timeframe, a verbal reminder will be given via the ASAIII responsible for Policy Council. If receipts are still not received after a reasonable amount of time, a certified letter will be sent to the representative and a copy will be maintained in the CSB PC travel files. Failure to return receipts within the allotted time will prevent the opportunity to attend future conferences and can prevent reimbursement for other PC activities. *Note-Approved travel reimbursement rates are provided to parents at the beginning of each program year and prior to travel. D. Using Employee’s Own Funds for County Expenditures Only in an emergency should an employee use his/her own funds or personal credit cards to purchase materials/services for a County purpose. An “emergency” is when:  An event occurs which requires material or service to correct a safety hazard, or to prevent damage to facilities or equipment.  A significant program need occurs which will have a significant impact on the goals of the program.  Note: Lack of planning is not considered an emergency.  While it is not encouraged, employees may purchase minor items that would not meet the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1427 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 3 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements criteria of an emergency as stated above. The purchase of minor items that are required to meet program needs must: o Be approved by the Assistant Director (AD) in writing if under $100.00. o Anything over $100.00 must be approved by the Director, Division Manager or designee. E. Reimbursement for Expenses – Employees Employees will be reimbursed for approved, necessary eligible expenses, provided that reimbursement requests are made on the appropriate forms, in a timely manner and with receipts. When employees incur expenses for an approved purpose, one of the following procedures occurs for getting reimbursed: 1. Petty Cash Most of the emergencies involving minor purchases can be met by use of the department’s petty cash fund maintained in each Division Administrative Office. Normally, this fund is to be used for general office needs and for minor emergency requirements. A supervisor or employee may present a request for petty cash approved by an Assistant Director, to the Petty Cash Fund Custodian for payment. 2. Demand (Form D15*) In the event you are unable to get payment from the petty cash fund, you may use the Demand (Form D-15) to get reimbursed. This form is to be used to reimburse employees for non-travel related purchases. This form should be used for items of small value, as defined above, not related to travel or entitlements. *See EHSD Intranet> Community Services> CSB Forms > Fiscal > Demand D15) 3. Employee Travel Demands* This form is designed for reporting an employee’s expenses relating to travel, mileage, or for other employee benefits or entitlements such as training costs. It will normally not be used for any other purpose. The purpose for each expense must be shown; for example, mileage should show the destination, and the reason for the trip (See Employee Handbook). Note: County regulations allow you to include expenses for only one month on a single Travel Demand. For example, if you have expenses for May and June, you may not combine expenses on one form, but must submit two separate forms - one for May and one for June. Demands are to be submitted to your immediate supervisor for approval. Claims should be submitted within one month of completion of travel. The Bureau has no obligation to pay travel expense reimbursement submitted more than three months following completion of the travel. If an employee has over three months of mileage reimbursement to claim, the employee must submit a request letter, stating the reason for submitting a late claim, to Bureau Director or designee for approval. *See EHSD Intranet> Community Services> CSB Forms > Fiscal > Travel Demand (Form M8154 Rev. 11/09) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1428 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 4 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements F. Use of Procurement Cards County Procurement Cards are assigned to an employee at the discretion of the EHSD Director and CSB Director. Card holders must abide by all policies as stated in the Procurement Card Manual, County Administrative Bulletin 111.8, and County Administrative Bulletin 204.13. CSB card holders must obtain written approval from a Senior Administrative Manager prior to making a purchase to ensure that all expenditures are known about at the time the Approving Official is reviewing and approving the monthly Statement of Account.  The Procurement Card is to be used for official County business purposes only and may not be used for any personal transactions.  Card holders are responsible for adherence to all County Policies and Procedures regardless of whether a transaction is allowed at the point of sale.  The Procurement Card is not intended to avoid or bypass appropriate purchasing procedures.  Each card has a preset transaction, 24 hour, and billing cycle spending limit which varies by card. Employees are not authorized to exceed their spending limits.  Disputes to charges must be made as quickly as possible per County Procurement Card manual.  Authorized Purchases include: o Small Tools/ Computer supplies o Safety/ First Aid o Books/Subscriptions o Office Supplies (If not available through our office supply contractor) o Conference Registration/ Travel ( an approved travel request is still required)  Unauthorized Purchases include: o Repetitive purchases better served under a blanket purchase order o Meals/ Alcohol /Entertainment o Local/ Long distance telephone charges/Internet connection costs o Parking/Fuel o Committee membership/Professional Membership Dues o Services of any kind o Items to be reimbursed through a travel demand o Items available under a County Contract o Cash/ Gift Card/ Gift Certificate/ Money Order, etc. o Fines/Donations o Any expense prohibited under County Administrative Bulletins.  A log must be kept of all purchases which includes: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1429 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 5 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements o Charges split between the appropriate org codes o Original sales receipt/ credit or return receipts/packing slips G. Other Compensation Refer to Contra Costa County Personnel Policies and Procedures. H. Salary Employee salaries are set according to procedures established by the County Board of Supervisors and the Memorandum of Understanding as agreed to by the Board and collective bargaining units. The Salary schedule and range of steps for Community Services Bureau classifications is available in each work location. New employees generally are appointed at the minimum step of the salary range established for the particular class of positions to which the appointment is made. The appointing authority, however, may fill a particular position at a step above the minimum of the range. Upon satisfactory completion of the probationary period, employees receive a salary increase to the next step. The performance of each employee, except those employees already at the maximum salary step of the appropriate salary range, is reviewed on the employee’s anniversary date to determine whether the salary of the employee is to be advanced to the next higher step in the salary range. Advancement is granted on the affirmative recommendation of the appointing authority, based on satisfactory performance by the employee. The appointing authority may recommend denial of the increment or denial subject to one additional review at some specified date before the next anniversary, with the date set at the time the original report is returned. This decision may be appealed through the Grievance Procedure. Except as provided by County procedures, increments within range shall not be granted more frequently than once per year, nor shall more than one step within range increment be granted at one time, except as otherwise provided in deep class resolutions. Nothing may be construed to make the granting of increments mandatory on the County. If an operating department verifies in writing that an administrative or clerical error was made in failing to submit the documents needed to advance an employee to the next salary step on the first of the month when eligible, the advancement will be made retroactive to the first of the month when eligible. A part-time employee is paid a monthly salary (in the same ratio to the full-time monthly rate to which the employee would be entitled as a full-time employee) as the number of hours per week in the employee’s part-time work schedule bears to the number of hours in the full-time work schedule of the department. Any employee who is appointed to a position of a class allocated to a higher salary range than the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1430 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 6 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements class previously occupied - except as provided by County procedures - receives the salary in the new salary range, which is next higher than the rate received before promotion. If this increase is less than five percent, the employee’s salary is adjusted (to the step in the new range which is at least five percent greater than the next higher step), provided that the next step does not exceed the maximum salary for the higher class. Any employee who is demoted (except as provided under Contra Costa County procedures) will have the salary reduced to the monthly salary step in the range for the class of positions to which he or she has been demoted next lower than the salary received before demotion. If this decrease is less than five percent, the employee’s salary will be adjusted to the step in the new range which is five percent less than the next lower step provided that the next step is not less than the minimum salary for the lower class. Whenever a demotion is the result of layoff, cancellation of position, or displacement by another employee with greater seniority rights, the salary of the demoted employee will be the step on the salary range which would have been achieved if the employee had been continuously in the position to which he/she has been demoted, all within range increments being granted. Whenever any employee voluntarily demotes to a position in a class having a salary range lower than that of the class from which he/she demotes, the salary remains the same if the steps in the new demoted salary range permit. If not, the new salary is set at the step next below the former salary. I. Bilingual Pay Differential A salary differential of one hundred dollars ($100) per month is paid to incumbents of positions requiring bilingual proficiency as designated by the appointing authority and the Bureau Director of Human Resources. The bilingual salary differential is prorated for employees working less than full-time and/or who are on an unpaid leave of absence for a portion of any given month. (Refer to Contra Costa County Management Handbook.) J. Accounting Certificate Differential Incumbents of Management professional accounting, auditing or fiscal officer positions who are duly qualified as a CPA, CIA, CMA or CGFM shall receive a positive differential of five percent (5%) of base monthly salary. (Refer to Contra Costa County Management Handbook.) K. Management Longevity Pay Employees who have completed ten (10) years of appointed service for the County shall receive a two and one-half percent (2.5%) longevity differential. Employees who have completed fifteen (15) years of appointed service for the County shall receive an additional two and one-half percent (2.5%) longevity differential. (Refer to Contra Costa County Management Handbook.) August 15, 2017 Contra Costa County Board of Supervisors Minutes 1431 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 7 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements L. Management Paid Personal Leave (Admin Leave) Un-represented management employees (exempt from payment of overtime) receive paid administrative leave (94 hours per year) annually. All management employees exempt from payment of overtime are authorized paid administrative leave credit for each year, in accordance with current Contra Costa County policies. Use of administrative leave credits may be requested whenever desired by the employee; however, approval of requests is subject to the same department process as used for vacation requests. All unused paid administrative leave will be canceled on December 31 of each year. For further information on management paid administrative leave, see Contra Costa County Admin Bulletin #423.3 (06-23-98). M. Unemployment Compensation Employees of Contra Costa County may be eligible for unemployment compensation. The cost of unemployment compensation is borne by the County. To qualify for unemployment compensation, an employee must:  Be unemployed and registered with the State Employment Development Department for work  Have separated for good cause  Have received minimum base-period wages as currently established by State law or regulation  Comply with regulations in regard to filing claims  Be available to immediately accept suitable work  Be actively seeking work  Be physically able to work On all voluntary resignations, a Notice of Voluntary Termination of Employment (AK-219) must accompany the Notice of Separation (AK-16), and must be immediately forwarded to the Personnel Office, Records Division. On non-voluntary separations, complete details must be attached to the separation notice (with the exception of rejection of probation separation). Refer to County Admin Bulletin #420.1 (01-19-81) for further information. N. Vehicle Use The County establishes policies on the use and operation of vehicles, both County-owned and privately owned, on County business. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1432 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 8 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Please see County Admin Bulletins #507.8 (02-20-08), County Vehicle Operation, and #535 (05-20-10), Use of Private Vehicles, for further information. NOTE: For Contra Costa County’s Policies and Procedures, please refer to the Contra Costa County’s Administrative Bulletins and Management Handbook. O. In-Kind (Non-Federal Share) 1. Background The Head Start Act stipulates that the Federal share of the total costs of the Head Start program will not exceed 80 percent of the total grantee budget unless a waiver has been granted (Head Start Act Section 640(b)). If the grantee agency fails to obtain and document the required 20 percent, or other approved match, a disallowance of Federal funds may be taken. Non-Federal share must meet the same criteria for allowability as other costs incurred and paid with Federal funds. 2. Definitions  Allowable Cost: Third party in-kind contributions shall count toward satisfying a cost-sharing or matching requirement only where, if the party receiving the contribution were to pay for them, they would be an allowable cost. Allowable costs are determined by the tests of reasonableness, necessity and allocability as defined in Office of Management and Budget (OMB) Circulars A-21, A-87 and A-122.  In-Kind: Property or services that benefit a grant supported project or program and are contributed by non-Federal third parties without charge to the grantee. In-kind contributions may consist of the value of real property and equipment and the value of goods and services directly benefiting the grant program and specifically identifiable to it. In-kind match is counted for the period when the services are provided or when the donated goods are received and used.  Volunteer: An individual providing a service that is necessary to the operation of the Head Start program at no cost to a grantee agency.  CSB Categories for third party in-kind contributions:  Classroom Help (CH): In-Kind to assist in the classroom.  Field Trip Help (FT): In-Kind to assist supervising children and their activities during a field trip.  Home Visits (HV): Volunteer at Home visits where parent is involved in child- directed activities.  Parent Meetings/Family Events (PM): Volunteer at Parent Meetings: Participating in site based events.  Policy Council Meetings/Subcommittees (PC): Volunteer at Policy Council and approved related events.  Home Activities (HA): Volunteer working on educational goals with child at home.  Donated Goods (DG): Materials donated directly to HS including land, buildings, or space that offset normal operating expenses.  Donated Services (DS): Time provided by professionals within the community August 15, 2017 Contra Costa County Board of Supervisors Minutes 1433 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 9 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements on a professional level; i.e. Fire person, fence builder, mechanic, library aide, doctor, dentist, counselor and other professions. 3. Values of third party in-kind contributions will be determined and computed by CSB Fiscal Unit for the following contributions:  Classroom Help  Field Trip Help  Home Visit Volunteer  Site Meeting/Family Events Volunteer  Policy Council Meetings/Subcommittee Volunteer  Home Activities Volunteer 4. Donated Goods and Services (professional) will be determined by the community member or professional delivering the contribution within the standards of reason for the value and goods of the service. 5-CSB Staff will adhere to the following procedures for collection, documentation, calculation and record keeping of Third Party In-Kind contributions:  Head/Lead Teachers: Daily/Monthly o Prepares CSB320 (CSB-320), in-kind form for classroom o Ensures proper completion of in-kind form-Full Name, Type of in-kind contribution, Service Time, signature of volunteer o Submit the CSB320 to Site Supervisor by 1st of each month with the 9400 sign-in sheets  Site Supervisor Monthly o Ensures collection of in-kind forms from every classroom by the 1st of each month o Reviews and monitors forms for completion and accuracy o Sign form indicating review and approval o Follows up with any classrooms submitting zero or low in-kind o Submits the in-kind form to the Cluster Clerk by the 5th of each month with the 9400s  Assistant Director Monthly o Reviews in-kind sheets and signs off o Follows-up with any sites submitting zero or low in-kind o Submits to Cluster Clerk for data entry  Cluster Clerk Monthly o Calculates the total number of in-kind hours per activity for each site o Calculate EHS and, HS separately as directed by CSB fiscal unit o Inputs data into COPA/CLOUDS by the 20th of each month o If a cluster clerk receives in-kind forms after the 15th, hold for next month tracking o Maintains original documents August 15, 2017 Contra Costa County Board of Supervisors Minutes 1434 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 10 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Fiscal o Determines the in-kind rate calculation for volunteer contributions (Non-professional) Annually o Monitor volunteer in-kind hours once a month Monthly o Ensure proper value of in-kind rates and calculations  CSM in charge of Parent Involvement / PC Clerk: Monthly o Reviews monthly in-kind data entered by Cluster Clerks o Reports in-kind hours by site as reported to CSM in charge of Parent Involvement o Reports in-kind hours by cluster as reported to Assistant Directors o Provides training and support, as needed, to teachers and/or Site Supervisors o Provides total in-kind contributions as needed or requested P. Reduced Days of Attendance Due to Emergency Conditions 1. Background California Department of Education (CDE) Management Bulletin 10-09 which reminds Agencies that Education Code (EC) 8271 provides against loss of funds due to the circumstances that are beyond the control of the contractor. It states that in the event that operating agencies are unable to operate due to incomplete renovations authorized by administering state agencies, or due to circumstances beyond the control of the operating agency, including earthquakes, floods, or fires, such programs shall not be penalized for incurred program expenses nor in subsequent annual budget allocations. Circumstances beyond the control of operating contractors include, but are not necessarily limited to:  Earthquakes  Floods  Fires  Epidemics  Impassable roads  The imminence of a major health or safety hazard, as determined by the local health department or law enforcement agency  A strike affecting transportation services for children provided by a non-agency entity  Incomplete facility renovations authorized by the California Department of Education, pursuant to California Education Code sections 8277.1 and 8277.2  State of California budget impasse 2. Policy Whenever a contractor’s days of operation are reduced for any of the above reasons, and the reduction in days of operation did not require the contractor to reduce staff through layoffs or unpaid furloughs, the contractor’s governing board, or the executive office for contractors August 15, 2017 Contra Costa County Board of Supervisors Minutes 1435 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 11 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements not having a governing board, must adopt a resolution that clearly and fully describes the nature of the emergency condition as well as the specific effect on program operations. The resolution should include:  Dates program operation was necessarily suspended or substantially reduced  Daily attendance for both certified and non-certified children for the week prior to the date operation was suspended or reduce Whenever the contractor’s days of operation are reduced because of a state budget impasse and this reduction requires the contractor to reduce staff through layoffs or unpaid furloughs, the contractor may request reimbursement for ongoing administrative and operational expenses that occurred during the emergency closure. The contractor’s governing board, or the executive office for contractors not having a governing board, must adopt a resolution that clearly and fully describes the nature of the emergency condition as well as the specific effect on program operation. The resolution should include:  Dates program operation was suspended  A detailed list of actual program expenses incurred during the period of closure 3. Application Submission Requirements  Whenever an emergency closure happens at any of the CSB or Partner sites that meets the definition of Management Bulletin 10-09 as mentioned above, the Assistant Director (AD) with the responsibility for that site/ASA III (Partner Sites) will: o Inform their Division Manager, Child Development Accountant and State Liaison ASA III of such occurrence as soon as possible. o Obtain a copy of the verification for the emergency closure. This could be in the form of a utility notice, damage assessment report, unusual Incident/injury report etc. o Mark “Non Class Day” for all children affect by the emergency closure for all closure days on CLOUDS via the classroom wall pads or CLOUDS Manual Attendance module. o Obtain the daily attendance for both certified and non-certified children of the impacted classroom/site for the whole week prior to date of emergency closure. The attendance sheet should indicate site, classroom, number of children in that classroom, contract type(s) and date. Please use CLOUDS Manual Attendance Module to print the Attendance for the entire week. o Submit the closure verification and the attendance to the State liaison ASA III. o The State Liaison ASA III will use the above data, verify the attendance and contract types on CLOUDS/CDFS 8501, and submit a request for a board resolution to the Contracts Unit. o Once the board resolution is obtained, the State Liaison ASA III will submit the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1436 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 12 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements application to our Early Education and Support Division (EESD) consultant for approval in accordance with the Management Bulletin 10-09. o The EESD and the Child Development Fiscal Services (CDFS) will jointly review and determine the actual program expenses incurred during the period of closure/reduced operations. o The approval will be submitted to CSB Business System Unit and Fiscal Unit for processing of CDE’s in CLOUDS System and reporting to CA Department of Education respectively. o Business Systems Unit will mark all children’s Attendance as “Excused” for those closure days which were approved by CDE. o Business Systems Unit will update the affected 9400s o Business Systems Unit will provide a new CD 9500/8501 report to Fiscal Unit for processing. Part II. Administrative Requirements Subpart I. Monitoring A. Purpose CSB Ongoing Monitoring is a key management system for ensuring program quality and compliance with Head Start/Early Head Start Performance Standards, California Child Development Title V Regulations, California Desired Results and Environment Rating Scales, NAEYC Standards and Title XXII Child Care General Licensing requirements. Ongoing Monitoring ensures that the program is moving toward achieving its goals and objectives while providing high quality, comprehensive services to the ever- changing needs of the children and families served. CSB is committed to the continuous improvement of our programs through regular and ongoing monitoring of all aspects of our operations. B. Methodology The ongoing monitoring process is comprehensive in scope. The system provides a method to examine service delivery including the tracking of child and family outcomes on an ongoing basis and incorporates a process to connect the results to management systems. Staff at all operational levels participate in the ongoing monitoring process and any identified concerns are communicated in writing to the appropriate staff responsible. Corrections are validated according to specific timelines. Ongoing monitoring occurs on a regular and routine basis to assess systems and program operations for evaluation and continuous improvement of our programs. It includes the review and evaluation of services and systems, documentation of results, tracking and analyzing areas of concern and correction, and validation that correction has been completed. Results of monitoring and completion of corrective actions for findings are shared by the Bureau Director or designee with: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1437 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 13 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements EHSD Director, Board of Supervisors, Policy Council, Assistant Directors, Site Supervisors and their staff. Results are used to conduct root cause analysis and develop plans for improvement and program planning. C. Multi-Level Monitoring 1. Center-Level Monitoring is conducted by Site Supervisors, Comprehensive Services Assistant Managers, Clerks, and Teachers for the purpose of monitoring day-to-day center operations, delivery of services, and overall health and safety of internal and external environments of children at the center for which they are assigned. Assistant Directors receive monthly reports from Site Supervisors that provide an overview of each of the centers they are assigned to track any concerns as well as highlight strengths and special activities occurring each month. For partner centers, the CSB Partners Unit visits subcontracted centers weekly to monitor the delivery of services and health and safety to ensure ongoing communication. The delegate agency provides monthly communication reports to the Analyst responsible for partners and the delegate agency. 2. Cluster and Content Area Monitoring is conducted by Site Supervisors, Comprehensive Services Managers and Analysts responsible for a specific content or service area to ensure that staff are trained and comply with funding requirements and regulations around a specific content or service. CSMs and Analysts review trends across centers and services and identify risks or concerns and provide ongoing training as well as targeted training when needed. For partner agencies, the designated Analyst reviews monthly reports and monitoring performed by the agencies and provides support and training as needs are identified. The delegate agency completes its own internal ongoing monitoring. Monthly reports on these activities, including corrective actions, will be submitted to the Analyst overseeing the Partner Unit. 3. Agency-level monitoring is conducted by the CSB Quality Management Unit (QMU). This unit is responsible for conducting compliance monitoring of directly operated, partner and delegate agency centers in five key areas: center health and safety, comprehensive services compliance, need and eligibility, education (environment), and Classroom Assessment Scoring System (CLASS™) observations. Corrections for non-compliances are completed by the responsible person at the center and are validated by a Comprehensive Services Assistant Manager or designee. The members of QMU or designee will select a random sample of 50% of the non-compliant files and conduct a final review of correction and validation. i. File Monitoring: Each directly operated; partner and delegate agency center is monitored once per year (July-June). A random sample of 30% of files is reviewed in the areas of need and eligibility and comprehensive services compliance. Areas of strengths and non- compliances are documented on CLOUDS forms. For centers that do not utilize CLOUDS, information will be extracted to communicate the findings on a MS document version of the tool and feedback form. The site has seven days to send questions, concerns, and items that are considered false non-compliances to the QMU. The monitors will be responsible for reviewing, investigating, and correcting any false non-compliance items on the tools as mentioned by the site, revise and communicate changes to tools if applicable. Four weeks after the 7 day period, QMU staff will revisit the center to validate 50 percent of the files that had been flagged with items of concerns to ensure that they have been corrected, if August 15, 2017 Contra Costa County Board of Supervisors Minutes 1438 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 14 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements applicable, If the files do not pass the 50 percent validation review, the Assistant Directors and/or designee will create a corrective action plan within seven business days and submit to CSB-Monitoring@ehsd.ccccounty.us. After the submission of the corrective action plan, QMU staff will schedule a revisit 4 weeks from the validation monitoring date for a full review of the non-compliant items. ii. Center Health & Safety Monitoring: Thirty percent sample of classrooms in the center receives a health and safety monitoring. Areas of strengths and non-compliances are documented on CLOUDS forms. For centers that do not utilize CLOUDS, information will be extracted to communicate the findings on a MS document version of the tool and feedback form. The site has seven days to send questions, concerns, and items that are considered false non-compliances to the QMU. The monitors will be responsible for reviewing, investigating, and correcting any false non-compliance items on the tools as mentioned by the site, revise and communicate changes to tools if applicable. Center based staff will correct non- compliances and document it on CLOUDS forms, MS documents. QMU clerk will monitor to ensure that all corrections are documented within 5 weeks, or notify the Assistant Director or designee to follow-up, as applicable. iii. Education Monitoring: All directly operated, partner, and delegate agency classrooms are monitored for education environment. QMU monitors the classroom using a revised version of ECERS and ITERS. Classroom must receive a score of 5 or better to be complaint. Non- compliant items are marked on the tools and the findings are documented on the feedback forms. QMU staff will visit the classroom for a minimum of 3 hours during the prime times of the day. After completing the observation period the monitor will meet with the lead teacher and share observations and ask any questions as needed. Within three days, QMU staff will send the reports to the responsible persons. It is the expectation that all monitoring reports, regardless of type of findings, are shared with the team whose work was reviewed. The site has seven days to send questions, concerns, and items that are considered false non- compliances to the QMU. The monitors will be responsible for reviewing, investigating, and correcting any false non-compliance items on the tools as mentioned by the site, revise and communicate changes to tools if applicable. If there are no non-compliances, the feedback form is signed by the Assistant Director or designee and submitted to CSB-Monitoring@ehsd.cccounty.us within five weeks of monitoring. If there are non-compliances, with five weeks from the monitoring, the Site Supervisors will complete and sign a corrective action plan and submit it to the Cluster's Comprehensive Services Education Manager for approval. The Site Supervisor or designee will submit the signed Corrective Action Plan to CSB-Monitoring@ehsd.cccounty.us. An additional five weeks to have the Comprehensive Services Education Manager validate that the corrective action plan has been implemented and submits it to CSB-Monitoring@ehsd.cccounty.us. iv. CLASS Monitoring: CLASS™ Observations are conducted by a trained CLASS™ reliable observer working with the QMU. Fifty percent of the eligible classrooms are randomly selected using an automated system. Selected classrooms receive CLASS™ observations twice in the year. The following year, CLASS™ will be completed for the remaining classrooms that did not receive observations. Ratings below cut-off scores require a corrective action. CSB’s CLASS™ cut-off scores for corrective action may vary from year-to- August 15, 2017 Contra Costa County Board of Supervisors Minutes 1439 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 15 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements year as they are established after the National Designation Renewal System trigger scores have been made available. Teachers must receive a score of 6 or better in the domains of Emotional Support and Classroom Observation and a score of 3 or better in the Instructional Support domain. Classrooms review two twenty-minute observations, twice per year. Within three days, QMU staff will send the reports to the responsible persons. It is the expectation that all monitoring reports, regardless of type of findings, are shared with the team whose work was reviewed. The site has seven days to send questions, concerns, and items that are considered false non-compliances to the QMU. The monitors will be responsible for reviewing, investigating, and correcting any false non-compliance items on the tools as mentioned by the site, revise and communicate changes to tools if applicable. If there are no non-compliances, the feedback form is signed by the Assistant Director or designee and submitted to CSB-Monitoring@ehsd.cccounty.us within five weeks of monitoring. If there are non-compliances, with five weeks from the monitoring, the Site Supervisors will complete and sign a corrective action plan and submit it to the Cluster's Comprehensive Services Education Manager for approval. The Site Supervisor or designee will submit the signed Corrective Action Plan to CSB-Monitoring@ehsd.cccounty.us. An additional five weeks to have the Comprehensive Services Education Manager validate that the corrective action plan has been implemented and submits it to CSB-Monitoring@ehsd.cccounty.us. Data collected from monitoring is compiled into agency reports for review by staff, managers, the Policy Council and Board of Supervisors to inform of agency trends, strengths and areas in need of improvement. All reports and findings are shared with the partner and delegate agencies. The Analyst overseeing the QMU compiles results and findings and distributes reports to senior management, Comprehensive Services Managers, Site Supervisors, center staff, Board of Supervisors, and the Policy Council twice per year. These reports are a high-level representation of the agency’s compliance and non-compliance concerns in the five areas monitored by QMU. Comprehensive Services Managers and senior managers responsible for a content or service area review these bi-annual reports to identify trends and develop staff training. 4. The Bureau Director or her designees will monitor all administrative internal team members with responsibility over service areas. This may include periodic walk-through activities or unannounced visits to sites. 5. Additional information on multi-level monitoring is available in the Appendix of the Policies and Procedures. D. Fiscal Monitoring of the Delegate Agency by the Grantee The Grantee certifies that the Delegate Agency is complying with regulations and generally accepted accounting principles. Monitoring is conducted using the following format:  Monthly Reports: Delegate Agency shall submit monthly financial reports that record cumulative and accrued expenditures and obligations through the end of the contract year. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1440 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 16 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Monthly reports are due on the 20th of each month for the preceding month. Reports shall be submitted on Form M2092 (Monthly Financial Report) and shall include, at a minimum:  Separate reports for Program Accounts 20 and 22  Reimbursement reports for the Child Food Program  Line item documentation of administrative expenditures  Copies of contractor’s monthly financial statement and payroll reports  A separate monthly report summarizing the local share reported in the financial report. E. Fiscal Officer or his/her designee reviews the financial information for content and consistency before reimbursing monthly expenditures Annual On-Site Monitoring: After the annual audit by a Certified Independent Accountant, the Grantee performs an on-site review of the Delegate Agency records using the OHS Monitoring Protocol. This procedure is performed no later than May of each year for the prior award year. The following is monitored:  Accounting Records: Records are reviewed to assure that they adequately identify the source and application of funds for contract-supported activities, and that they are maintained. Records are reviewed to make sure that they contain information pertaining to contract awards, authorizations, obligations, unobligated balances, assets, outlays, income, and liabilities.  Internal Controls: Controls are reviewed for effectiveness, and that accountability is maintained for all contract cash, real and personal property, and all other assets. Contractor is reviewed for adequately safeguarding all such property and that property is used solely for contract purposes.  Budgetary Controls: The actual and budgeted amounts for each contract allocation are compared. The grantee will conduct regular and routine monitoring including delegate agency annual management and fiscal systems review. F. Center Visit Documentation The CSB Director, Assistant Directors, or other Administrative Managers may conduct unscheduled/unannounced monitoring visits at directly operated or partner agency sites. These visits are documented on the Center Visit Documentation form. Any issue requiring a corrective action is documented and validation of correction is assigned and verified upon completion. G. Client Concern Tracking CSB maintains a log to record and track customer concerns/complaints. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1441 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 17 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements 1. Site Supervisor and Comprehensive Services Manager Responsibility :  Site Supervisors and CSMs will document all customer complaints on the monthly log and submit to their AD or ASAIII monthly.  A new sheet or document will be used each month. Do not combine months when submitting to AD/ASAIII. At this time this log is not yet posted on CSB Forms or Intranet and so each SS/CSM should keep a blank template of this log on hand to start a new one each month.  Complaints to be documented include all complaints from the public, enrolled families or families attempting to be enrolled.  The completed monthly log shall be maintained by the SS/CSM. 2. Assistant Director/ASA III Responsibility: Upon receipt of the monthly client concern tracking log, AD or ASAIII will combine all reports onto the Quarterly Complaint Log and submit to their supervisor quarterly. 3. Division Manager/Business Systems Manager Responsibility: The DM or BSM will provide the report quarterly to the Director. H. Procedures for Review, Analysis and Reporting The monitoring analyst will ensure that the data is entered into the Monitoring database and that reports are distributed to all stakeholders, including the Bureau Director, Assistant Director, and Comprehensive Services Managers and site staff. A monitoring results report is also prepared for the Delegate Agency. All monitoring results will be formally submitted to the delegate agency. Issues or corrections cited will be communicated with corrective action requirements as part of the notification. 1. Monitoring Database  The program uses databases designed in-house to track monitoring findings and areas of strength to inform the reporting process and ensure the system is working effectively and efficiently. The analyst responsible for the ongoing monitoring system uses the database to track completion of corrective actions to ensure that closure is established for any item found to be non-compliant.  The databases allow program managers to view trends and isolated incidences and assist them in conducting root cause analysis and plans for improvement as appropriate in a timely fashion.  Non-compliances will be utilized by all staff to: to identify program weaknesses; to correct identified non-compliance issues; and to seek continuous improvement. 2. . Monitoring Reports  Monitoring analyst compiles results and findings such as: program strengths, areas of improvement, site performance reports and other reports as needed.  Reports are disseminated to: senior management, comprehensive services unit, site supervisors, and site staff, Board of Supervisors, and Policy Council. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1442 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 18 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Monitoring Analyst will complete a semi-annual Root Cause Analysis report and provide roll up summaries within 4 weeks of completion of Period 1 (July-December) and Period 2 (January- June). 3. Root Cause Analysis Content Area Managers will review semi-annual monitoring reports for trends across their service area and complete a Root Cause Analysis and provide an Ongoing Monitoring Corrective Action Plan in response to areas identified as needing improvement within 4 weeks of report distribution.  Review the monitoring reports for areas needing improvement to address and identify root causes for non-compliances (tangible, materials items failed, something was done incorrectly, system or process to do work requires revision).  Define the problem, collect data, identify possible causal factors surrounding the problem, and identify the root cause.  Submit an action plan to the Assistant Director to recommend and implement solutions, identify responsible persons.  Effectiveness of action plan will be reviewed at the release of the following semi-annual monitoring report. I. The Ongoing Monitoring Plan For more detailed description of the ongoing monitoring system, refer to the Ongoing Monitoring Plan located in the CSB Intranet. Subpart II. Self-Assessment A. Self-Assessment Team The Grantee and the Delegate Agency conduct a joint Self-Assessment each year. The role of the Bureau Director and Delegate Director and/or their designees in the self-assessment process are as “advisor” to team. The analyst responsible for the Self-Assessment is the Team Leader and may be supported by a consultant. Small teams are comprised of grantee and delegate agency management and non- management staff, parents, community partners, and representatives of the Board of Supervisors. A cross-section of staff is represented on each team. Teams are formed beginning in November of each year and finalized in January. B. Methodology 1. Components of the self-assessment monitoring may differ year to year. The team leader and consultant, if applicable, identify sites and classrooms for the self- assessment. The following factors are considered in site selection: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1443 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 19 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Monitoring results, including recent Federal Review, licensing visits, and assessment Findings  History of site inclusion in last three years of self-assessment  Program options and funding models to ensure all variations are assessed  Representation of Supervisory Districts  Site based special initiatives and projects  Operational days 2. The current Office of Head Start (OHS) Program Monitoring Instrument and the Classroom Assessment Scoring System (CLASS™) are the tools used for the self-assessment each year. Slight modifications may be made to the tool by the team leader to streamline it for ease of use by community partners, parents, and board representatives. Other tools may be introduced as needed. 3. A timeline is established which includes ample time for site visits and report writing, scheduled team check-in sessions, and ongoing training and technical assistance. 4. Training is provided to all team members in January of each year and addresses the following items:  Purpose and Approach  Self-assessment process  Methods of collecting applicable data  Timelines  Confidentiality  Reporting procedure used in the “non-compliant” portion of each review team’s report  Report writing format and techniques C. Parent Involvement The Policy Council has a Self-Assessment sub-committee, which forms in November of each year after being provided with a description of the work of the committee. The Policy Council is oriented to the self-assessment process and timeline in November, at which time additional members of the sub- committee are recruited. These parents are trained fully with the rest of the team in January and are paired with an experienced manager to mentor them through the process, if necessary. The varying availability of parents is accommodated to maximize the involvement of all parents who express an interest in participating. Non-English speaking parents are encouraged to get involved and are paired with a staff person who speaks their language. D. Process of Self-Assessment of Agency’s Program Services The Self-Assessment is conducted in February of each year. Each team is assigned specific service areas and several sites to assess and determine compliance. Examples of tasks of the various teams include:  Interviewing appropriate staff, community partners, and parents August 15, 2017 Contra Costa County Board of Supervisors Minutes 1444 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 20 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Observing the classroom environment  Reviewing documents such as policies, procedures, and service plans  Observing procedures as they are implemented in the field  Completing checklists for health and safety and eligibility Teams check in regularly to report progress, problem solve questionable compliance areas, and plan their next day. At the conclusion of the data-collecting process, individual teams meet and review their findings, and determine the following:  Program strengths and compliances  Non-compliances  Recommendation of a plan of action to meet compliance  Evaluate the process using a plus/delta approach which is used to inform the process for the next year. E. Self-Assessment Results Individual results of the self-assessment teams are submitted to the Analyst, who consults with the Bureau Director and Delegate Agency Director, and then compiles a complete report of the self- assessment. The written report is sent out to staff, and if non-compliances are found, content area experts are assigned to develop a corrective action plan. Once the corrections are validated (immediately for health and safety items and within 30 days for all other items), the self-assessment report and plan of action are submitted to the Policy Council and Board of Supervisors in March. An approval is obtained for any corrective action plan involved. The final report, inclusive of the validation of submission and/or approval by the Policy Council and Board of Supervisors, is then submitted to the Administration for Children and families (ACF). The results of the self-assessment are to be used in the planning process, in developing and improving program services, and in formulating the program approach, service plans, and goals and objectives for the program. F. Monitoring the Plan of Action Resulting from Self-Assessment Throughout the year, management staff responsible for any areas of non-compliance identified in the self-assessment process shall continue to monitor the status of the corrective action, using the results of ongoing monitoring efforts, to ensure the issue is resolved and continues to remain compliant. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1445 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 21 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Part III. Record Keeping and Reporting A. General Description Record-Keeping and Reporting Systems The effective and efficient reporting system used in CSB meets federal guidelines as spelled out in the Performance Standards Record-Keeping Instruction and the state guidelines as required by state contract and licensing requirements. The system provides for accurate and timely information regarding children, families and staff and meets the Confidentiality Policy of the bureau. Each area of program services maintains the appropriate record-keeping and reporting systems according to the above mentioned federal and state guidelines to include: child and family records, site safety records, child records, child health records, family records, and personnel records. Systems for maintaining the records, specific to a program service area, are described in each section of these policies and procedures. A file and records system is established/maintained by the Contra Costa County Community Services Bureau personnel office. In addition, copies of certain personnel records pertaining to all permanent staff, including Teacher Assistant Trainees job qualifications are kept at each child care center as required by state licensing. Confidential files and records system shall be maintained in a locked cabinet to include official documents for each staff member.  Procedure for File Transfers: When staff transfers to another site, it is the responsibility of the Site Supervisor at the new site to assure all required personnel files are sent to the new site by communicating with the Site Supervisor of the site from which the employee is transferring.  The following procedures are in place to protect confidentiality of all sensitive material: If files are faxed by CSB Personnel to the employee’s new location, CSB Personnel will contact the site supervisor and request the site supervisor to oversee the fax machine to verify all confidential information is transmitted to the site supervisor only, protecting the employee’s HIPAA rights to privacy.  After the Personnel Staff receives a confirmation from the fax machine, the Personnel Staff will call or e-mail the Site Supervisor to ensure that all the documents sent to that site have been received.  The site supervisor at the employee’s previous location will shred all documents pertaining to the transferred employee, and will send email verification to CSB Personnel when shredding is complete.  Employees have the option of personally transporting their files to their new site. The employee must sign for the file material, and immediately transfer the file contents to their new site supervisor. The site supervisor must send verification to CSB Personnel when proper filing procedures have been completed.  Under no circumstances may files be transmitted by interoffice or pony mail. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1446 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 22 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements B. Personnel Files All personnel files are stored in the Personnel Unit in a locked cabinet and in a locked office. The access to the personnel files is granted only to the authorized personnel. An employee’s union representative must have a written authorization from the employee to obtain access to his/her personnel file. When reviewing a personnel file, a member from the personnel staff must accompany the authorized personnel at all times in the closed door office. The authorized personnel must sign, date and write the reasons on the “Access to File” card located in front of each personnel file. C. Family Files 1. Center Based The Site Supervisor, comprehensive service staff or the head teacher at each site is responsible for maintaining the family’s basic data file at each site. All children’s files must be kept in a locked file cabinet. Access to files is permitted only by authorized personnel. When authorized personnel must access a child’s file, the protocol must be adhered to. Two types of access and removal of a file from the cabinet can take place.  The file is taken off site for audit or review: Authorized staff must record the removal of the file off the site premises on the “Record Keeping Log” located at the site; He/she must log: “check in/out status" by completing the required information on the template.  The file is accessed on site: Authorized staff needing to work on a file on site must pull the file and in its place insert the file check-out card indicating: date, name and signature of staff pulling file. Upon return of the file, staff must sign in verifying the return of the file, and the check-out Card is removed. In both of the above situations, an "Access to File" form must also be completed by the authorized person accessing the file. This is located on the right hand side of the first section of the child’s file. One must indicate date, name, and purpose for accessing the file. Files are kept on site for the current enrollment year until after the annual audit is complete. After the audit, files are prepared to be archived, and sent to a warehouse for storage. Children’s files are kept for five years after our services to the family ends. Files are then shredded. Effective January 1st 2014, any document or record may be maintained on electronic format if it was originally created in an electronic format and kept in its original unconverted electronic format. Documents or records created in paper form cannot be scanned and stored electronically alone. These records must be stored in their original paper format. Independently of being hard copy or electronic format, all records must be kept for at least five years 2. Alternate Payment Program: All family files must be kept in a locked file cabinet. Access to files is permitted only by authorized personnel. Any document or record may be maintained on electronic format if it was originally created in an electronic format and kept in its original unconverted electronic format. Documents or records created in paper form cannot be scanned and stored electronically alone. These records must be stored in their August 15, 2017 Contra Costa County Board of Supervisors Minutes 1447 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 23 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements original paper format. Independently of being hard copy or electronic format, all records must be kept for at least five years. After this period, hard copy files will be shredded. D. Client Files for Low Income Home Energy Assistance Program All Client records and documents must be scanned in a secure folder. All scanned and hard copy client records are retained for three years from the contract close out. After three years from the contract close out date, the hard copies are then shredded. E. Contract Files Contract files are stored in designated cabinets in the Contract & Grants Administration office. Contract staff is required to maintain current and accurate records of contract activity. This includes contracts, board orders, insurance verifications, required clearances and Internal Revenue Service (IRS) documentation. The documents are kept in individual contract files, labeled by contractor name and contract number. Board orders are kept with each corresponding contract and in a general board order file, organized by month and year. EHSD Contracts and Grants Unit will maintain a record of all contractors’ files and will include all licensing and program mandated forms. The following documents are maintained by the Contracts & Grants Unit:  Independent Contractor contract files  County Administrator Office Questionnaire for determining Independent Contractor status  Corporation (non-profit and for-profit) Contractor contract files  Contract files for contracts with other legal status, such as general partnership  Contra Costa County Small Business Enterprise award forms (where applicable)  Board of Supervisors board orders  IRS W-9s and IRS W-4s (where applicable)  Certificate of Liability Insurance  Fingerprint clearance form (where applicable)  Current Health Screening Form or proof of current physical exam and TB clearance (where applicable)  Contra Costa County Auditor-Controller Insurance clearance  CSB Contract Request forms, with authorizing signatures F. Public Access to County Records In accordance with the California Public Records Act and the Better Government Ordinance, any person is entitled to inspect and to receive copies of the public records of the County, including records of individual departments. Upon a request for a copy of public records, county staff is to make the requested records available to any person upon payment of applicable fees. Disclosable county records may be inspected anytime during regular business hours. Every attempt should be made to allow prompt inspection of the requested disclosable records. If copies are requested, they should be provided no later than the next business day if possible to do so. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1448 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 24 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements i. Disclosable Records: Any existing writings containing information relating to the conduct of the public’s business prepared, owned, used or retained by the County regardless of physical form or characteristics are considered public records and should be disclosed by request. These include, but are not limited to, papers, books, maps, charts, photographs, audio tapes, and video tapes, information stored in non-paper form on a computer or other electronic media and other material. Additionally, writings that are not, in whole or in part, exempt from disclosure under the Public Records Act and the Better Government Ordinance. ii. Exempt from Disclosure Records: Personnel, medical or similar records which cover intimate and personal information such as: employee performance evaluations, employee home address, home telephone number and all personal information are exempt from disclosure. Certain other public employee information may be released: (1) amount of an employee’s gross salary and benefits, job classification, and job duties; (2) Merit board and arbitration disciplinary proceedings and writings submitted in such proceedings; (3) information in case of emergency or need when such disclosure appears reasonable to protect any person’s health or welfare; (4) information for authorized criminal law enforcement purposes; (5) information required by subpoena, testimony or other legal process; (6) information authorized to be released to third parties by the written consent of the effected employee; and (7) any other information, when reviewed and approved by CC County Counsel prior to release. • Investigatory records compiled for correctional or law enforcement purposes such as: records of complaints, preliminary inquiries if a crime or violation has been committed, full investigations, and memoranda “closing” an investigation. • Examination data such as questions, scoring keys, examination data used to administer a licensing, employment or academic examination. • Confidential legal writings such as writings to or from the CC County Counsel to an attorney who represents the County or writings especially prepared for or by the County Counsel providing legal advice, analysis of proposed legislative actions or positions, terms of settlement of litigation, post-negotiation reports. • Health Services contracts between the County and the State and writings related to those contracts. • Particular statutory exemptions related to specific situations such as information about health facilities, assessment records, agricultural information, etc. • Real estate appraisals or engineering studies relating to the acquisition of properties or to prospective construction contracts. • Preliminary drafts, notes, memoranda and “deliberative process”. CSB employees are encouraged to contact Personnel when approached with requests for disclosure of documents by the public. Personnel staff will provide advice or contact County Counsel for additional clarification. In such cases, the employees are expected to provide the requestor/s with timelines in which the requested information will be provided to them. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1449 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 25 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Part IV. Business Systems A. Overview The Business Systems Unit supports the operation of CSB programs by ensuring that CSB has:  Safe, secure facilities.  Technology and related services to effectively manage work.  Safe transportation for travel as necessary and available.  Grant writing leadership and support.  Ongoing monitoring, planning, and communication systems.  Equipment and supplies necessary to operate a quality program; and  Forums for sharing ideas and implementing continuous improvement. B. Facilities 1. Physical Environment and Facilities  Both CSB and their designated contractors shall endeavor to operate offices and childcare centers that are free of exposure from toxins such as cigarette smoke, pesticides, herbicides, lead, and other air pollutants as well as contaminants from the soil and the water.  Smoking is not permitted under any circumstances on the premises of the centers and is posted as such. Anyone found bringing in a lit cigarette, electronic cigarette, or cigar shall be directed to immediately leave the office/center until the item has been safely extinguished outside of the building.  No center or office shall be sprayed with herbicides or pesticides when children or staff is present.  Each center has a thermostat that must maintain a minimum of 68 degrees F. and a maximum of 85 degrees F.  All plumbing fixtures must be sanitary, safe and in working condition at all times, including hot and cold water availability (a minimum of 105 degrees F. and not to exceed 120 degrees F) and may not serve more than 15 children. i. Children’s Centers-Outdoor Environment The outdoor space must be safe and free from hazards at all times. Each morning, before the children go outside, the Site Supervisor or designee must assess the entire outside area including the sandbox, climbing area, playground surfacing, fences and any other area in use by the children to ensure compliance with state and federal health and safety requirements. This is done by using the “Outdoor Health and Safety Checklist”. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1450 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 26 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements If there are hazards on the playground, the Site Supervisor must:  Assess what needs to be done immediately to fix the hazard. If he/she is unable to fix the situation immediately, he/she must make alternate space for the children until the situation is fixed.  Report the hazard to his/her immediate supervisor.  Complete a Facility Work Request after receiving approval from the Site Supervisor.  In centers with infants, toddlers and preschoolers, the age groups must be kept separated at all times. ii. Children Centers-Indoor Environment The indoor space must meet applicable state and federal regulations at all times. Each morning, the opening staff member(s) must conduct an indoor health and safety check to ensure the facility is ready for children. iii. Infants Environment The indoor and outdoor spaces for infants must be separate from areas for children of differing ages. Inside it can be a separate room or separated by moveable walls or partitions that have correct square footage in each area. The moveable walls or partitions must be at least four feet high, made of sound absorbing material and designed to minimize injury to infants. The calculation of the indoor space does not include the space used by cribs. The sleeping area must be physically separate from the activity area. This can be accomplished by having a separate room or with the partitions described above. 2. Building Security/Alarms and Maintenance i. Building Closure Procedures are established at each site based on the whether they have an Electronic Access System and/or Building Security Alarm. Each site and the administrative office is responsible for developing and enforcing a building opening and closing procedure. The Site Supervisor or senior staff member is responsible to see that all appropriate staff are informed and trained on the procedure of locking the building and arming the alarm (if applicable). Information on how to contact the alarm company and who to contact for after hour emergencies is posted on the alarm panel. ii. Building Security Alarms Building security alarms are turned on by assigned staff when leaving the site at the end of the day and turned off at the beginning of the day. Assigned staff may not share individually assigned alarm August 15, 2017 Contra Costa County Board of Supervisors Minutes 1451 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 27 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements codes unless it’s an emergency situation. If there are problems with arming or disarming the system, staff must call the alarm monitoring company at the phone number shown at the arming station. If assistance cannot be provided over the phone, an alarm technician will be sent to the site. If error codes are present but the system is functioning, staff should submit an electronic work order to Facilities stating the error code. The Security system performs a self-test and displays a trouble code for any required maintenance on a daily basis. An emergency contact list is provided to the alarm monitoring company of staff to contact in case of an alarm being triggered after hours. iii. Fire and carbon monoxide monitoring systems Fire and carbon monoxide monitoring systems are tested annually by the Public Works staff and inspection reports are kept on site. Any identified deficiencies must be repaired and pass re- inspection. Repair work orders are submitted electronically to Facilities by the Site Supervisor along with a copy of the Fire Inspection Report on the day of the inspection. Trouble codes are sent from the alarm system to the monitoring company which alerts the fire department. When the alarm sounds, staff must evacuate the building to the designated evacuation area and wait for emergency personnel. iv. Exterior door alarms Exterior door alarms are located at the top of the door(s) and are to remain active in the “On” position at all times. Alarms can be over-ridden by the use of a key that turns the alarm to the “Off” position and allows access to and from a classroom. The Site Supervisor will submit a work order to Facilities the same day as problems occur, for example the alarm not sounding when the door is opened without turning the key to the “Off” position. The exterior doors alarms are battery operated and beep when a battery becomes weak. Facilities Building Services Workers will replace batteries within 24-hours of receiving a work order request notifying them of a low battery alert. The Safety Officer performs a test of exterior door alarms as part of the monthly health and safety checklist and all problems are reported to Facilities immediately through submission of an electronic work order request. v. Alarmed Push Bars on Half-doors Alarmed push bars on half-doors are located in building entrances and must be armed at all times. The Safety Officer tests all half-doors in the facility as part of the monthly health and safety checklist and all problems are reported to Facilities immediately through submission of an electronic work order request. The Site Supervisor will submit a work order the same day as problems occur, for example when the alarm doesn’t make a sound when opening the door and pressing on the bar, or if the alarm does not reset after the door is closed. A half door that is armed will show a red light on the alarm panel. No light or a green light indicates the alarm is not set. To activate the alarm: the key is turned to the off/green light position, staff waits 30 seconds, and then turns to the on/red light position. Keys to the doors are to be kept out of the reach of August 15, 2017 Contra Costa County Board of Supervisors Minutes 1452 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 28 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements children at all times and in a discrete location from visitors. Staff is to demonstrate proficiency in arming the system. Facilities staff will review and provide training on arming the doors upon request. Centers with alarmed push bars on playground gates are to include the testing of the gates in the monthly Health and Safety checklist. Playground gates do not have alarm panels with lights and are armed at all times. vi. Electronic Access Card Systems Electronic access card systems on exterior entry doors maintain the security of the facilities by limiting access. Staff is issued electronic access cards to sites that work like electronic keys. Exterior doors remain locked from the outside while allowing staff access with their electronic card. The cards are also printed with staff names and photos to be used as identification cards. If an electronic access card is lost or stolen it will be promptly deactivated to maintain the security of the facility. Repairs to access card systems are rarely needed and are made when issues are reported by the Site Supervisor to the Facilities unit through an electronic work order request. vii. Keys Keys for entry to the Community Services Bureau buildings will be furnished by Business Systems per the request of the Site Supervisor or employee’s supervisor. At the time of the issuance of keys, the employee will be requested to sign the Portable Media/Access Policy and key sign out sheet. Upon receiving access to any of the site keys, the staff member is responsible for safe keeping the key and its use as well as to ensure that all building doors are secured prior to leaving the building. Keys are not to be loaned or made available to others and any lost or stolen keys should be reported to Business Systems immediately. For more information, refer to the Portable Media/Access Device Policy. viii. AiPhone (Video/intercom) Systems AiPhone systems are used at some sites to allow staff to easily allow access to families while keeping the facility secure. Visitors to a center press the buzzer outside the entrance and are greeted over the intercom, when they are visually identified the door is unlocked. ix. Video Surveillance Systems Video surveillance systems operate 24 hours a day 7 days a week. The Site Supervisor monitors the surveillance cameras daily and confirms cameras are directed to show a clear unobstructed view of the classrooms, entrances and playgrounds. Any obstructions to the view or misdirected cameras are reported to Facilities through an electronic work order request by the site supervisor the same day as they occur. The Facilities staff will check the video feed from their location and report the problem immediately to Public Works. The facilities unit will work with Public Works to make any necessary repairs within 24 hours of the reported problem. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1453 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 29 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Requests for video footage are made to Facilities by the Site Supervisor or senior management staff through an electronic work order request. Requests must be made as soon as possible as the system only retains footage for up to a week. 3. Acquiring Space The Policy Council must be consulted on the location of space acquired for the program’s use. The space acquired must meet all applicable local ordinances for both classroom and office use. Additionally, all space acquired for classroom use must meet all the state and federal regulations. Negotiation of leases is delegated to Contra Costa County Lease Management and lease costs must be within budgeted amounts designated for such expenditures. Lease Management prepares/finalizes all leases for the Assistant Director’s signature. In addition, the Business Systems Manager or Division Manager must approve/sign all the leases negotiated for CSB. 4. Use of County Facilities The use of county facilities is covered by the following regulations:  Use of County building space by private organizations is regulated by inter-agency agreement.  Departmental officials may make arrangements for posting official announcements on County bulletin boards through the General Services Department. Use of County bulletin boards by private organizations for advertising, except as provided by ordinance for employee organizations, is prohibited.  CSB program managers are responsible for County facilities and property used by employees under their jurisdiction. While controlling and administering use of space/facilities, managers must see that employees do not introduce material which others would find objectionable / offensive for reasons such as different social, political, religious, or moral beliefs.  Solicitation of contributions and sale of merchandise within County buildings except for purposes authorized by the Board of Supervisors is prohibited.  Restrooms and lounge facilities are provided for employee use.  CSB classrooms and offices are not to be used as lunch or coffee rooms.  All facilities serving children must meet applicable state and federal regulations pertaining to health, safety, and developmentally appropriate practice. 5. Document Posting Before classes begin each program year, the Site Supervisor obtains and assures the proper posting or filing of the following documents at each facility and/or classroom:  Evacuation Plan  Fire / Earthquake Drill Schedule  Emergency Guidelines for Illness and Accident First Aid Manual  Emergency phone numbers for fire, police, paramedics, nearest emergency hospital, poison control center, physician, and administrative office  Parents’ Rights Form  Children’s Rights Form August 15, 2017 Contra Costa County Board of Supervisors Minutes 1454 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 30 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  No Smoking signs  Employee Safety Policy Statement  Current license  Any other document mandated by the state or federal government. Note: Children’s contact numbers are never to be posted. 6. Safety Officer For each building which houses CSB personnel, a safety officer has been designated. General responsibilities of safety officers are to:  Complete a monthly health and safety checklist.  Instruct co-workers in emergency procedures.  Assist the Supervisor/Manager in charge during an emergency.  Keep track of persons assigned to each building.  Know the conditions under which a building should be evacuated.  Know what procedures/equipment is available for the evacuation of handicapped persons.  Know the location of all primary and alternate building exits and know direct routes to each exit.  After evacuating a building, search to make certain all individuals have left.  When emergency responders arrive, report to them any injured person requiring special attention.  Call roll at the evacuation assembly area and report missing persons to emergency responders.  Know the location of all fire alarms and fire extinguishers.  Know how to operate fire extinguishers.  Know the location of all the first aid and emergency kits.  Know first aid and CPR. C. Use of Technology CSB utilizes a variety of technology throughout the bureau and is supported by the Contra Costa County Department of Information Technology. 1. Child Location Observation Utilization Data System (CLOUDS) CSB uses CLOUDS as its management information system. Staff are required to keep the system up- to-date in accordance with their respective roles in the organization. These roles are detailed in these policies and procedures in each service area. In addition, teachers are responsible for ensuring that parents sign their child in and out electronically. Manual systems are in place for back- up purposes. i. User Support CLOUDS user manuals are posted on the CSB intranet and in the Shared Drive (x:\CLOUDS) that details how to use the system. In addition, training is provided in an ongoing fashion via user groups. New staff is assigned a mentor user to orient them to the system. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1455 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 31 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements ii. Ongoing System Enhancements All system enhancements must be requested via the content area expert for the respective portion of the system. Content area experts formally request the enhancement to be placed in the project queue via the CSB Help-Desk System (Track-It). Enhancement requests must include attachments with screen shots and indicate the level of priority with a justification for the priority level. The Business Systems Manager will evaluate all requests and notify requestor of the final decision regarding placement in the project queue. As enhancements are developed, content area experts are required to test them and then to inform staff regarding proper usage of enhancement. User manuals will be updated with finalized enhancements by the vendor. D. Equipment and Supplies 1. Procedures for Ordering Materials - Employees and Supervisors i. General Description An employee or supervisor has alternatives for obtaining non-emergency material or services:  Office Supplies - Approved ordering staff at each location prepare an on-line order form. CSB has an approved shopping list of discounted items that should be utilized whenever possible. Items can be added from the general catalog if they are not on the approved list. The completed order is sent electronically to the Assistant Director/Program Manager for approval and submission to the office supply company. Ordering staff can track their order progress online.  Classroom Supplies – Requests for classroom supplies are sent from the Site Supervisor to their Assistant Director for approval. The designated Assistant Director orders classroom supplies for all sites.  Health / Janitorial Supplies – All health and janitorial supplies may be ordered on an online Supply Order Form. Supply orders should be completed on a monthly basis by the Site Supervisor and are approved by the Assistant Director. The order is then sent electronically to the Purchasing Unit for processing.  Open Purchase Order - The County has established a number of Open Purchase Orders (POs) with vendors in the area authorizing certain persons to pick up material and charge it to the CSB account. o If you wish to order materials from these vendors, submit a purchase requisition to your supervisor for approval of the Assistant Director. If approved, it will be forwarded to a person authorized to purchase material under the Open PO by credit card or other arrangement. If an order is over $5,000 it must be signed by the Division Manager. o After the purchase is made, the requisition and the vendor’s receipt will be forwarded to the CSB Accounts Payable Unit. When the bill is received, the Accounts Payable Clerk will match it to the approved requisition and receipt prior to payment. CSB has established Open Purchase Orders with many vendors. A current list can be obtained from Fiscal. If you are making a large number of purchases from a vendor that does not have an Open PO you may request that one be established by contacting the purchasing clerk. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1456 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 32 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements CSB Requisition: If there is no Open PO available for the material required, you must submit an approved CSB purchase requisition to your division’s purchasing clerk. After a purchase is made, the requisition and packing receipt must be forwarded as soon as possible to CSB Accounts Payable Unit. When the bill is received the Accounts Payable Clerk will match it to the approved requisition and receipt for payment. ii. Purchasing Procedures - Purchasing Clerks Purchasing clerks are located in the CSB Administrative Office and are responsible for processing all department requisitions. Once the purchasing clerk receives a CSB requisition he/she has several options of procurement methods depending on the situation. Below is a description of the methods available to the purchasing clerk.  Warrant Request - CSB can normally use a Warrant Request to purchase items with a total cost under $500. This form needs to be signed by the requester and an authorized manager. This procedure is faster than a purchase order as it does not need to be processed by County Purchasing.  CSB cannot use a Warrant Request to purchase any item that can be purchased using an open purchase agreement. In addition, the following items cannot be purchased using a warrant request: o Furniture o Printing Services o Appliances o Professional Services o Cellular Telephones o Building Related Charges  County Requisition (Form REQ) - For vendors not having an Open PO, or not qualifying for a Warrant Request, items are purchased using an approved Purchase Order. The purchasing clerk completes a County Requisition form based on the submitted requisition form and forwards it to the General Services Purchasing Division for preparation of a Purchase Order. There is no dollar limit for a Purchase Order however it can be an extensive process as it may have to go through the County’s procurement process and involve soliciting competitive bids and awarding of the contract to the lowest qualified bidder depending on the dollar amount of the proposed contract. It should be noted that, when time is critical, CSB might ask the Purchasing Division for a PO number. If they agree, CSB is allowed to make the purchase without the normal process.  Equipment Definition: purchase of equipment must adhere to both Grantee policies and guidelines outline in the Contra Costa County Head Start Administrative Manual. (For local purposes, “equipment” is defined as any purchase costing $5,000 or more.) Any equipment/equipment purchase not identified in the annual grant (or subsequent applications) must receive Policy Council, Regional, and Executive Director’s approval. Such requests must be made prior to the end of the Head Start fiscal year (by December 31st of each year). Equipment funded in part or wholly through CA Department of Education must have prior approval on any single item of $5,000.  Supplies: Supplies purchased for CSB programs must be deemed necessary and appropriate by the Bureau Director. (The process for expenditures of funds for supplies is outlined in the August 15, 2017 Contra Costa County Board of Supervisors Minutes 1457 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 33 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements procurement procedure on file in the fiscal office. It must be followed.) All expenditures of funds must be approved by the Program Director. 2. CSB Equipment, Toys, Materials, and Furniture i. General Description CSB sites must provide clean sheets and blankets for children’s use at naptime and they are to be washed each week or as needed. If there are not sufficient sheets and blankets, the Site Supervisor must notify the Assistant Director immediately. All play structures and equipment used by the children must meet the following requirements:  Age and developmentally appropriate.  Maintained in good condition.  In sufficient quantity to allow full participation.  Free of health and safety hazards.  Free of toxic substances.  If any material in the environment does not meet the above standards, it must be removed immediately or deemed off limits to the children until it can be safely removed. ii. Infant Furniture  The infant equipment and furniture, inside and outside, must be developmentally appropriate and includes cribs, cots or mats, changing tables and other necessary equipment. The type, height, and size of all furniture and equipment must be age appropriate. There must be a variety of age appropriate washable toys and equipment.  CSB does not use swings, playpens, walkers or high chairs. Walkers may not be kept on the premises. Equipment that is assembled when purchased must not be modified, and if assembly is needed, it must be assembled according to the manufacturer’s instructions.  Supplies containing toxic materials or substances shall not be purchased and used on the centers.  All equipment and furniture must be maintained in good repair, safe condition and disinfected after each use. Equipment must be safe and must not have sharp points or edges or splinters, or be made of small parts that can be swallowed.  Toilets and hand washing sinks must be in close proximity to the activity areas. Infant changing tables must:  Have a padded surface no less than one-inch thick and be covered with washable vinyl or plastic  Have raised sides at least three inches high August 15, 2017 Contra Costa County Board of Supervisors Minutes 1458 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 34 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Be maintained in good repair and safe condition  While in use, be placed within arm’s reach of a sink  Not be located in the kitchen/food-preparation area Toy storage containers must meet the following requirements:  Lids and the hardware used to hinge lids on boxes or chests must be removed  All edges and corners must be rounded and padded  The container must be well ventilated  The container must be lockable  The container must be maintained in good repair and safe condition  Metal and wood boxes must not have sharp or splintery surfaces Pacifiers must have a shield or guard large enough that the child cannot choke. Rattles must be large enough that they cannot become lodged in the infant’s throat and constructed so that they will not separate into small pieces. It is recommended that all infant sites comply with the US Consumer Product Safety Commission advice for the selection and safe use of children’s toys. Avoid toys with small parts. Look for the age recommendation on labels. Toys should be suited to the skills, abilities and interests of children. iii. Infant Napping Equipment Each crib, mat or cot must be occupied by no more than one infant at a time. For each infant who is unable to climb out of a crib, a standard size crib meeting the following requirements is provided:  Slats must be no more than 2 and 3/8 inches apart.  Tiered cribs are not allowed.  Cribs must not limit the ability of the staff to see the infant.  Cribs must not limit the infant’s ability to stand upright.  The mattress must be at its lowest position.  Cribs will have stationary sides. Crib mattresses must be:  Covered with vinyl or similar moisture resistant material.  Wiped with disinfectant daily when soiled or wet.  Maintained in a safe condition with no exposed foam, batting or coils.  Bumper pads must not be used at CSB facilities. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1459 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 35 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Each infant must have his/her own bedding used solely for him/her. It must be replaced when wet or soiled or when it is to be occupied by another infant.  Bedding must be changed daily or more often if required, and placed in a container that is inaccessible to children.  Floor mats or cots must be provided for all infants who have the ability to climb out of a crib.  Cribs, mats or cots must be arranged so that the staff can reach each infant without having to step over or reach over any other infant. Placement must not hinder going in and out of the nap area. 3. Use of County Communication Services i. General Description Communication services are provided for the use of County employees for work-related communications. For example:  The telephone system is provided for the use of Contra Costa County employees in the conduct of their assigned duties. (See EHSD & CSB Internet/Email/IT Standard Usage Policies)  Contra Costa County provides a message service (to forward written material and small packages among various County facilities on a regular route and time schedule). Each work site served posts the time of pickup and delivery; this service is to be used where available (Supervisors have further information regarding this program).  The Contra Costa County Public Works Department provides a centralized United States Postal Service operation. All mail must be processed through this Center (except for emergency situations). Materials to be mailed may be submitted through Messenger Service.  The department pays for all postage charges, but receives reduced costs for bulk and ZIP code mailings. Contra Costa County’s Postal Service is provided for office use of County staff. It is not to be used for personal benefit of employees or the public (Supervisors may be contacted for rules and Regulations regarding United States Postal Services).  Fax machines are available for Contra Costa County use. Telephone numbers for fax machines are listed in the Inter-Office Telephone Directory. CSB implemented the use of E-fax, faxes received and sent by email, and paperless faxing through copiers to switch to paperless faxing. ii. Portable Communication Devices Smart phones, two-way radios, tablets, laptops and wireless modems (collectively referred to as portable communication devices) are utilized by CSB to allow management personnel to stay in August 15, 2017 Contra Costa County Board of Supervisors Minutes 1460 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 36 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements communication when away from their primary office, when traveling on business, and in emergency situations. Portable communication devices are county property and are covered under the same requirements as other county property. Employees are responsible for the security of communication devices and are to report lost, damaged or malfunctioning devices to their supervisor as soon as possible after discovery.  Employees are responsible to ensure the confidentiality and security of information contained on or obtained through communication devices.  All communication on the device is considered county business and as such is not considered personal or private.  Voice messages, text messages, e-mails, photos and other methods of communication or storage of information can be reviewed at any time by appropriate county personnel. This includes call, data and text logs.  Communication devices are to be used for county business only. Inappropriate use of county property, including the personal use of communication devices that cause excess use charges to be incurred whether reimbursed or not, can result in loss of privileges to use county property.  Communication devices are to be used only by the county employee they are assigned to. If devices are to be used by more than one authorized employee they will be assigned to specified employees for a defined time period before reassignment to other employees. (Sites make assignments on the Equipment Check-out Log).  Use of a device for texting while driving, whether in a county vehicle or personal vehicle on county business, is prohibited by state law. Phone calls made or received while driving are strongly discouraged, but are allowed only if possible with the safe use of hands-free devices.  CSB is required to submit reports on the use of the devices to DoIT and the CAO. The reports will contain information specific to each device, including any use of a device that caused additional charges to be incurred, and confirmation of reimbursement of those charges.  As with all county property, each communication device (including accessories) is to be returned upon change of position or separation of employment. Two-Way Radio: In the event of an emergency such as natural disasters, storms and other emergency situations where normal methods of communication are disconnected and all else fails, the use of the two-way portable radios as a primary communication option is a must. Two-way radios have played a vital role as the most reliable form of communication, which is why it is primarily used by the military, law enforcement and other emergency personnel. In the event of an emergency, a transmission will be relayed county wide to all centers from the Administrative office at Civic Court. A “roll call” will be conducted along with center status checks. In some cases, there could be an emergency/event only affecting one particular area of the county. If this August 15, 2017 Contra Costa County Board of Supervisors Minutes 1461 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 37 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements is the case, certain centers may be directed to switch to a secondary channel to transmit (our radios have a primary and secondary channel). Please refer to the "Two-Way Radio Guideline" on the CSB Intranet Resource Center under the "Facility Guidelines" folder for information on how to utilize the radios. E. Vehicle Usage Policy 1. General Procedures CSB maintains vehicles for use by authorized personnel in order to conduct official County business. Policies on the use and operation of vehicles on County business also apply to driving personal vehicles while on County business. Vehicles are reserved through designated clerical staff or vehicle reservation calendars. In an effort to ensure that CSB vehicles are kept in top condition, the following procedures must be followed.  County vehicles can only be used by authorized employees.  Authorized drivers must have a valid California Driver’s license.  Authorized drivers are to immediately notify their supervisor of any change in the status of their California Driver’s license.  County vehicles are to be used only for authorized county business.  Drivers are responsible for safe driving, including parking in a well-lit area, and locking the vehicle at all times.  Drivers are to be courteous and practice defensive driving and fuel conserving practices.  Authorized drivers are to observe all traffic rules and regulations.  Carpooling in county vehicles is strongly encouraged when multiple employees are attending the same business function.  Employees are prohibited from carrying unauthorized riders while on county business.  Moving, parking and toll violations are the personal responsibility of the driver.  No smoking is allowed in county vehicles.  While the vehicle is in operation no eating or drinking is allowed.  Cell phones and other hand held devices are not to be used while operating a vehicle, unless: o The device is secured in a mounting system to the dashboard (including air vents) or windshield (placed in one of two positions on the windshield - in the lower left or right hand corner). o Can be operated by tapping or swiping the screen with one finger.  All persons driving or riding in a vehicle are to be properly secured with the use of seat belts or other approved restraint systems.  Vehicles are to be returned free of trash or other debris.  Car seats and other cargo should be secured in the cargo area of the vehicle so that they will not become projectiles in case of a sudden stop or accident.  Drivers are to wear appropriate footwear, no backless or loose sandals.  Vehicles are to be returned with a minimum of a half tank of fuel.  County vehicles are to be fueled regularly at the County Fleet station or other approved facilities. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1462 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 38 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  The County credit card is to be used exclusively for purchasing gasoline at authorized fueling centers. (See list of centers and addresses in the vehicle binder fuel tab.)  If the credit card is lost it must be reported immediately to avoid fraudulent use.  County vehicles will be serviced at the Fleet Service Center on Waterbird Way, except in after- hour emergencies.  CSB does not use Fleet loaner vehicles. Contact the Facilities clerk for possible temporary use of another CSB vehicle if necessary.  County vehicles are not to be taken to a personal residence without Sr. Management approval.  Vehicle binders and keys are to be returned punctually after vehicle use. It is CSB policy to use a county vehicle when one is available in lieu of using a personal vehicle. If a county vehicle is available it must be utilized unless a supervisor determines that the use of a personal vehicle is justified. Justification for the use of a personal vehicle is documented by the supervisor’s signature on the request for reimbursement of travel expenses. 2. Accident and Maintenance/Repair Reporting Drivers are to report any accident or service need the same day as the occurrence. All accidents must be reported and the proper paperwork to be completed and submitted to Risk Management within 24 hours of the accident. Any unusual sound, odor, low fuel, maintenance light or other indication that the vehicle is malfunctioning or may need service is to be reported to the clerk when returning the vehicle binder. 3. Child Passenger Safety Procedures A child will be transported in county vehicles only if the child is fastened in an approved developmentally appropriate safety seat, seat belt, or harness appropriate to the child’s weight, and the restraint is installed and used in accordance with the manufacturers’ instructions for the car seat and the motor vehicle. Each child must have an individual seat belt and be positioned in the vehicle in accordance with the requirements for the safe use of air bags. Age and size appropriate vehicle child restraint systems shall be used for children under 8 years of age, less than 80 pounds or under 4'9" tall. Vehicle restraint systems should be secured in the back seats only. Children shall ride facing the back of the car until they have reached two years of age or weigh over 40 pounds or are 40 or more inches tall. A booster child safety seat shall be used when the child has outgrown the convertible child safety seat. A vehicle seat belt can only be used when the child is 8 years of age or older, 80 pounds or 4'9" in height. The seat belt only fits properly when the lap belt lies low and tight across the child’s hips (not the abdomen), touching the upper thighs and the shoulder belt lies flat across the shoulder, snugly across the mid chest, away from the neck and face. Never tuck the shoulder belt under the child’s arm or behind the child’s back. The child’s knees should bend easily over the edge of the vehicle seat. Staff transporting children must be aware of the following:  The rear of the vehicle is the only place for a child to ride.  Staff should use the diagram of the seating plan when placing children in a vehicle. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1463 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 39 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Lap-belt only positions can only use the 5-point harness car seats.  Shoulder and lap belt positions close to the sliding door should be last position to seat a child.  The car seat and seat belts should be checked before each use to make sure they are installed correctly and that the belt straps are not twisted.  Empty car or booster seats should be strapped in with the seat belt system or stowed in the cargo area away from the passengers.  No loose items should be on the floor. The following are child passenger safety basics for each type of car seat:  Rear-Facing o Must ride rear facing until at least 2 years of age, weighs 40 pounds or is 40" tall o Do not bundle or swaddle; no heavy clothing o Harnesses at or below shoulder level o Harnesses snug and flat across infant o Retainer clip at armpit level o Must ride at a 45 degree angle o Seat secured tightly to vehicle with less than 1 inch of movement side-to-side and forward  Forward-Facing o Children 2 years of age and 40 pounds but weighing less than 80 pounds or under 4'9" tall, ride either in a convertible or forward facing seat in the forward facing position o No heavy clothing o Harnesses above shoulder level and in reinforced slots o Harnesses snug and flat across infant o Retainer clip at armpit level o Generally ride fully upright o Seat secured tightly to vehicle with less than 1” of movement side-to-side and forward o Top tether in use when available and appropriate  Belt Positioning Boosters o For children who have outgrown the car seat but do not yet fit the adult lap/shoulder belt o Lap belt crosses pelvis or top of thighs o Shoulder belt crosses chest o Middle of child’s head is below the top of the vehicle seat or booster F. Transportation While CSB does not provide direct transportation services to and from the centers each day, the Site Supervisor or Comprehensive Services team member must assess the needs of each family upon enrollment and attempt to make reasonable effort to assist if the family is in need of transportation services to the center. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1464 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 40 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements Transportation services are offered for the following:  To / from socialization activities  To / from Policy Council Meetings  To / from field trip locations G. Emergency Procedures 1. Gas Leak/Power Outage i. If you detect an odor of natural gas:  Determine where the odor of gas is emanating from.  Contact PG&E at (800)743-5000.  Contact the local Fire Department.  Evacuate the building (if you feel there is an immediate threat to children and staff).  If the gas odor emanates from outside the building, close all windows and doors and remain inside.  Contact your Supervisor and Facilities. ii. Power Outage:  Have your flashlight ready to move through darkened areas.  Contact PG&E at (800)743-5001.  Contact your Supervisor and Facilities. Lap Belts – use only 5-point Harness Seats. No Boosters •Shoulder Lap with Star (*) is the last Shoulder Harness to fill •No loose items in the vehicle •Unused car or booster seats are strapped in or removed from the passenger area of the vehicle. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1465 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 41 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements 2. Shelter in Place In the event of a chemical release, safety sirens in Contra Costa County's industrial corridor will sound to alert the public. If you hear the sirens, or are told to Shelter-in-Place, emergency officials recommend that you Shelter, Shut and Listen:  Stay inside.  Close all windows and secure doors (locking provides a tighter seal).  Close the center.  Post the Shelter-In-Place notification sign on the front of the building or  Suite doors.  Children, staff and any visitors are to remain inside the building*.  Turn off all ventilation systems such as heating or air conditioning.  If there are gaps in windows or doors, seal with tape or damp towels.  Have an AM radio for emergencies and tune to KCBS, 740 AM for more information. *No one (with the exception of First Responders) will be allowed to enter or exit the building until the Shelter-in-Place is lifted 3. Earthquake You cannot tell from the initial shaking if an earthquake will suddenly become intense, so always Drop, Cover and Hold On immediately (Center staff must assist children first)!  DROP to the ground (before the earthquake drops you!).  COVER your head and neck with your arms and seek shelter by getting under a sturdy desk or table, if nearby.  HOLD ON to your shelter and be prepared to move with it until the shaking stops. i. Indoors: Drop Cover and Hold On. Avoid exteriors walls, windows, hanging objects, mirrors, tall furniture, large appliances, and kitchen cabinets with heavy objects or glass. However, do not try to move more than 5-7 feet before getting on the ground. Do not go outside during shaking! The area near the exterior walls of a building is the most dangerous place to be. Windows, facades, and architectural details are often the first parts of the building to break away.  If you are unable to Drop, Cover, and Hold on: If you have difficulty getting safely to the floor on your own, get as low as possible, protect your head and neck, and move away from windows or other items that can fall on you.  In a wheelchair: Lock your wheels and remain seated until the shaking stops. Always protect your head and neck with your arms, a pillow, a book, or whatever is available. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1466 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 42 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements ii. Outdoors: Move to a clear area if you can safely do so; avoid power lines, trees, signs, buildings, vehicles, and other hazards. 4. Fire i. If a fire occurs, GET OUT, STAY OUT, and CALL FOR HELP:  Remain calm.  If you smell smoke, activate a fire alarm.  Follow exit route and evacuation procedures for your center/office. Make sure to feel the door before opening it. If it is hot, do not open it, look for an alternate exit. If there is none, remain in the room and call for help. Close the door on your way out to help isolate the fire.  Center staff must sweep the area and ensure all children are evacuated.  Assist all children and those who are unable to exit the building on their own if it will not put yourself at additional risk.  Do not use elevators.  If the area you are in fills with smoke, drop to the floor and crawl to the nearest exit or smoke-free area.  If your clothes catch on fire, immediately STOP, DROP, and ROLL.  Once you are in a safe area, call for help i. You should only attempt to fight a fire if the following conditions exist:  If the fire is small and contained.  You are safe from toxic smoke.  You have a means of escape.  Your instincts tell you it is safe. ii. You should flee a fire if:  If the fire is spreading rapidly or is a large fire.  You are unsure of how to operate the extinguisher.  The extinguisher runs out of agent.  The fire could block your escape route. 5. Severe Weather i. Heat Wave Safety Tip: Elderly persons, small children, chronic invalids, those on certain medications or drugs (especially tranquilizers and anticholinergics) and persons with weight and alcohol problems are particularly susceptible to heat reactions, especially during heat waves in areas where a moderate climate usually prevails. The following safety tips are recommended: August 15, 2017 Contra Costa County Board of Supervisors Minutes 1467 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 43 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Slow Down, strenuous activities should be reduced, eliminated, or rescheduled to the coolest time of the day.  Individuals at risk should stay in the coolest available place, not necessarily indoors.  Limit sun exposure between 10am and 4pm. Play in the shade, if at all possible. Keep babies under six (6) months of age out of direct sunlight.  Dress for summer. Lightweight light colored clothing reflects heat and sunlight, and helps your body maintain normal temperatures.  Drink plenty of water or other non-alcohol fluids. Your body needs water to keep cool. Drink plenty of fluids even if you don’t feel thirsty. Persons who (1) have epilepsy, or heart, kidney, or liver disease, (2) are on fluid restrictive diets or (3) have a problem with fluid retention, should consult a physician before increasing their consumption of fluids.  Spend more time in air-conditions places. Air conditioning in a home and other buildings significantly reduces danger from the heat.  Don’t get too much sun. Sunburn makes the job of heat dissipation that much more difficult. Wear sunscreen and reapply per the manufacturer’s directions. ii. Lightning Storms:  When thunder roars, go indoors!  Stay away from windows and doors.  Avoid water, high ground, trees, open spaces, metal objects and find shelter in a building.  Avoid electronic equipment of all types; lightning can travel through electrical systems.  Avoid corded phones, however, cordless or cellular phones are safe to use during a storm.  Avoid concrete floors and walls.  Wait at least 30 minutes after hearing the last clap of thunder before leaving your shelter.  Call 9-11 if a person has been struck by lightning. iii. Flood:  Do not walk through moving water. Six inches of moving water can make you fall.  Never try to walk, swim, drive or play in flood water. You may not be able to see how fast the flood water is moving, see holes or submerged debris.  Beware of low spots, such as underpasses, underground parking garages, and basements as they can become death traps.  Beware that flash flooding can occur. If there is any possibility of a flash flood, move immediately to higher ground. Do not wait for instructions to move.  Beware of streams, drainage channels, canyons, and other areas known to suddenly flood 6. Active Shooter: i. Administration Office:  Be aware of your environment and any possible dangers.  Take note of the two nearest exits in any facility you visit. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1468 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 44 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  If you are in an office, stay there and secure the door.  If you are in a hallway, get into a room and secure the door.  As a last resort, attempt to take the active shooter down.  CALL 9+911 or 911 WHEN IT IS SAFE TO DO SO!  Quickly determine the most reasonable way to protect your own life. Remember that customers and clients are likely to follow the lead of employees and managers during an active shooter situation. o RUN/ESCAPE: If there is an accessible escape path, attempt to evacuate the premises. o HIDE OUT: If evacuation is not possible, find a hiding place. o TAKE ACTION/FIGHT: As a last resort, and only when your life is in imminent danger, attempt to disrupt and/or incapacitate the active shooter. ii. Childcare Centers: Initiate a lockdown: The purpose of a lock down is to keep children and staff inside the building, by securing them inside a classroom or other secure safe are, due to an immediate threat in or around the center.  Remain in the classroom, locking all entry doors if you have the ability to do so  Tie down the door handle(s), if possible, using belts, purse straps, shoe laces, etc.  Turn off all lights  Cover the windows if possible  Create a barricade at the main entry door with anything available (desks, chairs, rolling cabinets, etc.)  Stay clear of any doorways and windows  Try and keep as many barriers between you and any doors and windows  Move children to the safest location in the room  Drop and Cover (Lay as flat as you can, while covering your head)  Silence or place your cell phones on vibrate  No one is allowed to enter or exit any safe areas, until the “all clear” is issued by the Site Supervisor or law enforcement 7. Acts of Violence If you witness an employee or customer threatening violence or becoming overly agitated because of a problem, alert a supervisor immediately. If the person becomes physically menacing, call 9+911/911 or signal for a coworker to make the call.  Remain calm  If someone threatens you with a weapon, remember that the person hasn’t decided to use it yet. They are probably as scared as you are. Remain clam. You might look like the person that is in control. If you panic it might aggravate the situation.  Be courteous and patient  Listen attentively and follow the instructions of the person with the weapon.  Plan an escape route  Try to stay as far away from the person as possible. Pay close attention to your surroundings. Plan an escape route in case the situation becomes more serious. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1469 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 45 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements 8. Serious Injury & Illness at work All serious injuries* and illnesses incurred by a County employee or a contractor while on a County site or work assignment, must be reported to Cal/OSHA. (*This includes illnesses that may not be work- related) Follow the Injury and Illness Reporting Procedure below. Notify your Supervisor and Reni Radeva, PSA III. Immediately means as soon as practically possible, but no longer than eight (8) hours after the employer learns of the incident. Serious Injury or Illness includes:  Fatality, the loss of any member of the body, or any serious degree of physical disfigurement.  Any injury or illness which requires inpatient hospitalization for a period in excess of twenty-four (24) hours for treatment other than medical observation.  Any minor injury or illness which becomes a serious injury. Note: If an employee goes to the hospital directly from work or an AMBULANCE responds to the site, closely monitor the situation and use the Serious Injury Decision Tree to see if a Cal/OSHA report is needed. Injury and Illness Reporting Procedure Report injury/illness immediately to:  Supervisor/Manager  Reni Radeva (PSAIII) Is this a serious injury or illness? See Serious Injury & Illness Reporting Decision Tree  Supervisor/Manager must send the following information to Reni Radeva: o Name(s) and home address(es) for the injured employee(s) o Date & time of accident o Nature of the injuries o Location where injured employee(s) was (were) moved to o Description of the accident  Reni will complete the Serious Injury Report  Report case immediately to Cal/OSHA Supervisor submits Injury/Illness Report (AK-30 or F-150) Provide Employee with Worker’s Comp Claim Form (DWC-1) Yes No August 15, 2017 Contra Costa County Board of Supervisors Minutes 1470 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 46 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements 9. Dental Emergency: i. In the event of an accident to the tongue, lips, cheek or teeth:  Attempt to calm the child.  All incidents should be handled quietly and calmly; a panicky child may cause further trauma.  Check for bleeding. If the child is bleeding: o Stop bleeding by applying pressure to area; o Wash affected area with clean water; o Apply ice for swelling. If tooth is knocked out, fractured, chipped, broken or loose: o Staff should calm the child; o If injured area is dirty, clean gently; o Place cold compresses on the face in the injured area to limit swelling; o Take the child to a dentist immediately for treatment. If a tooth or teeth are loosened in an accident: o Rinse out child’s mouth; o Do not attempt to move teeth or jaw; o Take the child to the dentist immediately. If tooth is knocked into gums (intruded): o Do not attempt to free or pull on the tooth; o Rinse out the child’s mouth; o Take the child to the dentist immediately. If injury to tongue, cheek, or lips occurs: o Rinse affected area; o Apply ice to control swelling; o Place cold compresses on the face in the injured area to limit swelling; o Take the child to a dentist or physician if bleeding continues or wound is large. ii. Miscellaneous: In the event of any other soft tissue injury, as in the case where the tongue or lips become stuck to an object and the tissue tears: o Stop the bleeding; o Cover the area with sterile petroleum jelly; o Take the child to a dentist or physician. 10. Adult or Child Choking i. Mild Obstruction  With a mild airway obstruction, the person is able to cough forcefully or even speak. Do not interfere. If the person can speak, he/she can breathe. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1471 2017-19 Policies and Procedures Section 5: Financial and Administrative Requirements 47 2017-19 Policies and Procedures Section 5 – Financial and Administrative Requirements  Treatment: o Ask the person, “Are you choking?” o If the person can cough forcefully or speak, do not interfere. o Encourage coughing until the obstruction is relieved. o Monitor for progression to a severe obstruction. ii. Severe Obstruction  A person with a severe obstruction cannot breathe, cough effectively, or speak. He/she may make a high-pitched sound when inhaling or turn blue around the lips and face. Act quickly to remove the obstruction, or the person will soon become unresponsive and die.  Ask the person, “Are you choking?”  If he nods “yes” or is unable to speak, tell him you are going to help. Do not leave the person.  Stand behind him and reach under his arms.  Make a fist with one hand and place it just above the navel, thumb side in. Grasp the fist with your other hand.  Perform quick, forceful inward and upward abdominal thrusts until the object is expelled or he becomes unresponsive. iii. Unresponsive Choking Person When a choking person becomes unresponsive, carefully lower the person to the ground. Use CPR to relieve the obstruction.  Send a bystander to call 9-1-1.  If alone with an adult victim, go call 9-1-1 yourself, then return to perform CPR.  If alone with a child victim, call 9-1-1 after 2 minutes of CPR.  Perform CPR with the added step of looking in the mouth after each set of compressions. If your see the obstruction, remove it and continue CPR.  Continue CPR until the person begins to breathe normally. Chest Thrusts:  Chest Thrusts – Large or Pregnant Person  If a rescuer cannot reach around the waist of a large person, or the victim is obviously pregnant, use chest thrusts to relieve the obstruction.  Place one fist in the middle of the chest on the lower half of the breastbone, with your thumb against the chest.  Grasp the fist with your other hand.  Pull straight back on the chest quickly and forcefully.  Continue until the object is expelled or the victim becomes unresponsive. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1472 RECOMMENDATION(S): 1. RECEIVE report from the Conservation and Development Director regarding the status of proposed minor amendments to the County’s solid waste franchise agreements related to proposed Ordinance No. 2017-16 (“Waste Hauler Ordinance” or “Ordinance”). 2. DIRECT the Conservation and Development Director or his designee to return to the Board no later than November 14, 2017, with a report comparing the relative merits and implications of a range of options for amending the County’s solid waste franchise agreements that includes the minor Ordinance-related amendments, proposed amendments from County franchise solid waste haulers to expand their exclusive hauling privileges to include the collection and removal of construction and demolition waste, and alternative means of regulating the handling of construction and demolition (C&D) waste. 3. AUTHORIZE the Conservation and Development Director or his designee to work with the County franchise solid waste haulers to ensure the parameters of their proposal to amend their respective franchise agreements to expand their exclusive hauling privileges to include the collection and removal of construction and demolition waste are adequately defined for the purpose of assessing the relative merits compared to other options to be considered. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/15/2017 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Deidra Dingman, (925) 674-7203 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 15, 2017 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: C. 79 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:August 15, 2017 Contra Costa County Subject:OPTIONS FOR POTENTIAL FUTURE AMENDMENTS TO THE COUNTY'S COLLECTION FRANCHISE AGREEMENTS August 15, 2017 Contra Costa County Board of Supervisors Minutes 1473 FISCAL IMPACT: Department of Conservation and Development (DCD) staff time spent preparing a report about amending the County’s four Franchise Agreements will be funded by solid waste/recycling collection franchise fees. Therefore, approval of staff's recommendation(s) is not expected to result in any impact on the General Fund. BACKGROUND: Summary On July 11, 2017, the Board of Supervisors directed the Department of Conservation and Development (DCD) to return on August 15 to report on the status of minor amendments to the County’s four franchise agreements intended to clarify aspects of those agreements and aid implementation of the Waste Hauler Ordinance. The Board also directed DCD to provide a report in the Fall of 2017 regarding the County’s franchise haulers’ requests for other amendments that would provide exclusive rights to collect construction and demolition debris, including direction to analyze potential benefits and market impacts of this proposal and alternatives to it. The franchise haulers do not wish to enter into the proposed minor amendments at this time and have instead asked that the issue be deferred until the Board considers their request to expand franchise exclusivity. Staff recommends that these matters be addressed as part of a report to be presented to the Board no later than November 14, 2017. Lastly, staff is seeking authority to negotiate with the franchise haulers regarding the terms of the proposed C&D exclusivity option so that a fleshed out version of this proposal may be considered and assessed relative to the other options to be presented in November. Detailed Explanation Illegal dumping is a countywide problem. Some illegally dumped waste has been tied to loads of debris that unregulated haulers were hired to remove by residents or businesses. In 2012, the Board of Supervisors (Board) referred to the Internal Operations Committee (IOC) development of an ordinance to regulate solid waste hauling (referred to as the “Waste Hauler Ordinance”) in order to address a number of problems with illegal haulers. On July 11, 2017, the Board introduced Ordinance No. 2017-16, which would establish a permit program for specified solid waste haulers. The primary hauling activities expected to be regulated under Ordinance No. 2017-16 are the collection of construction and demolition (C&D) debris and waste from junk removal services. The nature of these hauling activities prompted the County’s franchise haulers to raise issues related to franchise hauling exclusivity when the ordinance was discussed before the IOC. Since franchise exclusivity is a separate policy matter that was not part of the referral from the Board, the IOC elected to address the matter by providing separate franchising recommendations. At the February 2016 meeting, the IOC directed staff to take the two following actions related to the County’s franchises: Provide haulers with proposed minor amendments to the County's four franchise agreements to clarify the definition of Industrial Waste and Exceptions sections. Schedule the 5-Year Rule noticing for Board of Supervisors' consideration, to maximize County’s future solid waste franchising decision-making flexibility. When the Board introduced Ordinance No. 2017-16 on July 11, 2017, the Board directed the Conservation and Development Director or his designee to return on August 15, 2017, with a status report on the minor, ordinance-related franchise agreement amendments, and in the Fall of 2017 with a report assessing the franchise haulers’ requests for exclusive rights to collect construction and demolition debris. Minor Ordinance-Related Franchise Agreement Amendments: Pursuant to the direction provided by the IOC, staff prepared proposed amendments to the County's four franchise agreements for the purpose of standardizing the definition of industrial waste and clarifying the exceptions to the exclusive franchises that apply to junk removal services. August 15, 2017 Contra Costa County Board of Supervisors Minutes 1474 Industrial Waste – Section 418-2.008(e) of Ordinance No. 2017-16 exempts from the permit requirement the collection and transport of “solid waste that is generated in a mechanized manufacturing process or at a publicly operated treatment works.” Three of the County franchise agreements do not currently include “publicly operated treatment works” in the industrial waste exception to their exclusive franchises. For the sake of consistency, it is desirable to amend the Industrial Waste definition in those franchise agreements. On-site Clean-up / Junk Removal Services – One of the hauling activities intended to be governed under the permit that would be required under Ordinance No. 2017-16 is the removal and recycling or disposal of unwanted items from private property where such is directly associated with an on-property service provided directly to the customer, and which is not provided by the franchise hauler. To ensure that hauling provided by those companies conducting on-site junk removal and clean-up services would consistently be subject to permit requirements in the new Ordinance, it is preferable that the exclusivity exception language in the County’s four franchise agreements be revised. The purpose of revising the exception language applicable to on-property services, like remodeling and gardening, is to facilitate consistency and provide greater clarity about limitations applicable to hauling by on-site clean-up (junk removal) services. DCD staff presented the proposed minor franchise agreement amendments to each of the County’s four franchise haulers, consistent with the direction provided by the IOC. The County’s franchise haulers have reviewed and provided feedback regarding the proposed amendments. However, the franchise haulers have indicated that they will not presently consent to the amendments, in anticipation of potentially more substantial amendments that will be considered by the Board of Supervisors in November relating to the policy issue of franchise exclusive hauling privileges for C&D debris. The franchise haulers have requested that approval of the proposed minor amendments be deferred until later this year, when they could be considered as one alternative among the options to be presented to the Board in November. Since it is not necessary that the County amend its franchise agreements in order to implement Ordinance No. 2017-16, which would require waste hauling permits effective January 1, 2018, staff recommends that the Board defer consideration of the minor amendments until they can be presented as one of several options for consideration by the Board no later than November 14, 2017. 5-Year Rule Noticing: The Board has authority under Public Resources Code section 40059 to determine whether solid waste handling services are to be provided by partially exclusive or wholly exclusive franchise, contract, license, permit, or otherwise, either with or without competitive bidding, if, in the opinion of the Board, “the public health, safety, and well-being so require.” However, state law limits the degree to which local agencies can enforce exclusive solid waste handling services. Specifically, Public Resources Code section 49520, commonly referred to as the “5-year rule,” provides temporary continuation rights, and in some cases obligations, to existing haulers under certain circumstances. The statute states, in part: If a local agency has authorized, by franchise, contract, license, or permit, a solid waste enterprise to provide solid waste handling services and those services have been lawfully provided for more than three previous years, the solid waste enterprise may continue to provide those services up to five years after mailed notification to the solid waste enterprise by the local agency having jurisdiction that exclusive solid waste handling services are to be provided or authorized, unless the solid waste enterprise has an exclusive franchise or contract. If the solid waste enterprise has an exclusive franchise or contract, the solid waste enterprise shall continue to provide those services and shall be limited to the unexpired term of the contract or franchise or five years, whichever is less. Because the notice must say that exclusive solid waste handling services are to be provided or authorized, a policy decision by the Board – i.e., that certain solid waste handling services are to be provided exclusively -- would need to be made before a notice is given to haulers that meet the criteria descried above. At this point, staff does not know precisely how many haulers might meet the criteria with regard to the hauling of construction and demolition debris, as the only County authorizations they might have are business licenses, which do not August 15, 2017 Contra Costa County Board of Supervisors Minutes 1475 necessarily specify the services that a business provides. The pool of potential businesses to be notified is therefore quite large. Although staff will need to research this issue further, establishment of the permit requirement in Ordinance No. 2017-16 might serve to reduce the number of haulers to whom a notice would need to be provided under the 5-year rule. Assessing Franchise Exclusivity as Compared to Alternative Approaches to Regulating C&D Handling: Waste collection activities are primarily regulated at the local government level via permits or franchise agreements. Permits and franchises can be either exclusive or non-exclusive. Some agencies limit the number of permits that can be issued or franchises that can be in effect, while others impose more extensive permit conditions (including diversion requirements) or impose on-going fees (somewhat like a franchise fee). Each of these approaches has its advantages and disadvantages. Assessing which is the best can be quite subjective and vary greatly from agency to agency, as it depends upon the circumstances and the goals/needs of the agency. There are a number of County franchise-specific variables that govern what types of waste a selected franchise hauler has the exclusive right and responsibility to collect. These franchise exclusivity variables include geographic territory (designated franchise service area), the type of waste generator/customer (such as residence or business), the type of waste (such as yard waste or construction and demolition waste), the type of business arrangement (free pick-up or fee for service) as well as any related services (clippings resulting from gardening). As noted previously, County franchise hauler representatives raised the issue of amending three of the County’s franchises to provide franchisees with the exclusive privilege and duty to collect C&D debris. Expanding the scope of franchise exclusivity has substantial implications that warrant further research and analysis in order for staff to properly inform the Board about this important policy decision. Staff has been directed to return to the Board with a report identifying the advantages and disadvantages of various approaches for consideration in conjunction with the franchise haulers request to expand franchise exclusivity to include C&D debris. See attached Table 1 for a general comparison of the potential benefits of various collection system options prepared in 2012 by a consultant hired by the County as part of a larger report (copies available upon request). Staff intends to supplement and update the information from said report as needed to reflect current conditions for inclusion in the report to be presented to the Board in November. CONSEQUENCE OF NEGATIVE ACTION: If the Board does not authorize the Conservation and Development Director to work with the County franchise solid waste haulers to identify the details needed for staff to assess the relative merits of their proposal to amend franchise agreements to expand their exclusive hauling privileges, staff will not be able to compare their proposal to the other potential options when reporting back to the Board on November 14, 2017. If the Board does not direct DCD to report back to the Board in November, DCD would not present the Board with a report comparing the relative merits and implications of a range of options alternative means of regulating the handling of construction and demolition (C&D) waste. ATTACHMENTS Table 1: Comparison of Potential Benefits of Collection System Options August 15, 2017 Contra Costa County Board of Supervisors Minutes 1476 Table 1. COMPARISON OF POTENTIAL BENEFITS OF COLLECTION SYSTEM OPTIONS   Collection System Options   Ability to Generate Additional Fees Additional AB 939 Diversion Opportunities Impact on Illegal Dumping (1) Potential Impact to Rate Payers   Ease of Administration Open-Market Options Traditional Open-Market Options     Unregulated Open- Market System (EXISTING – 2015)     None     D   None     D May increase relative to other options if unregulated "fringe haulers" illegally dump collected materials D Potential for lowest rates for some haulers   A     None     A     Regulated Open- Market Permit System With Limited Permit Requirements (PROPOSED ORDINANCE)     Can require basic permit fees (e.g., set amount and/or fee per truck)     B   Can require material be diverted but difficult to enforce     B May be reduced relative to Unregulated Open- Market System as a result of greater regulatory oversight.   B   Potential for lower rates relative to Closed-Market Options     B       Low       B Enhanced Regulated Open-Market Options     Regulated Open-Market Permit System with Enhanced Permit Requirements       Can establish and collect permit fees (based on tonnage, gross revenues or other factors)     A       Can require minimum diversion levels or that material be delivered to certified facilities         A     May be reduced relative to Unregulated Open- Market System as a result of greater regulatory oversight       B       Rates likely to be relatively higher than Open-Market Options due to Permit requirements       C             Highest           D   Regulated Open-Market Non-Exclusive Franchise with No Limit on the Number of Franchised Haulers   Can establish and collect franchise fees (based on tonnage, gross revenues or other factors)   A Closed-Market Options     Closed-Market with a Limited Number of Non- Exclusive Franchised Haulers           Can establish and collect franchise fees           A         Can require minimum diversion levels or that material be delivered to certified facilities           A     May be reduced relative to Open- Market Options due to stricter operating requirements that may eliminate "fringe haulers"         B Rates likely to be relatively higher than Open-Market Options due to Franchise requirements C     Highest     D     Closed-Market with a Single Exclusive Hauler (EXCLUSIVE FRANCHISE) Rates may be somewhat higher than Non-Exclusive Franchise due to lack of market pressures; but less so if competitively bid. C       High       C (1) Greater regulatory control would be expected to reduce any illegal dumping by certain "fringe haulers" assuming they no longer operated, but any associated increase in rates may result in increased illegal dumping by waste generators.   Legend Most Preferable Option  A   More Favorable  B   Less Favorable  C Least Preferable Option  D SOURCE: 2012 Consultant Report  August 15, 2017 Contra Costa County Board of Supervisors Minutes 1477