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HomeMy WebLinkAboutMINUTES - 09132016 -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 CANDACE ANDERSEN, CHAIR, 2ND DISTRICT MARY N. PIEPHO, VICE CHAIR, 3RD DISTRICT JOHN GIOIA, 1ST DISTRICT KAREN MITCHOFF, 4TH DISTRICT FEDERAL D. GLOVER, 5TH 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, MAY BE LIMITED TO TWO (2) MINUTES. A LUNCH BREAK MAY BE CALLED AT THE DISCRETION OF THE BOARD CHAIR. The Board of Supervisors respects your time, and every attempt is made to accurately estimate when an item may be heard by the Board. All times specified for items on the Board of Supervisors agenda are approximate. Items may be heard later than indicated depending on the business of the day. Your patience is appreciated. ANNOTATED AGENDA & MINUTES September 13, 2016                 9:00 A.M. Convene and announce adjournment to closed session in Room 101. Closed Session A. CONFERENCE WITH LABOR NEGOTIATORS 1. Agency Negotiators: David Twa 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, Local1021; 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 Empl. Int’l Union United Health Care Workers West; 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. 2. Agency Negotiators: David Twa. Unrepresented Employees: All unrepresented employees. B. CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION (Gov. Code, § 54956.9(d)(1)) Debra Fernandez v. Contra Costa County, WCAB Nos. ADJ8652181; ADJ67302411. Contra Costa County v. Geraldine Stanton, Trustee of the Stanton Family Trust, udt January 11, 1991, Trust A, et al., Contra Costa County Superior Court Case No. C14-01374 2. Contra Costa County Deputy Sheriffs Association, et al., v. Contra Costa County Employees Retirement Association, et al., California Court of Appeal, First Appellate District, Division 4, Case No. A141913 3. Contra Costa County Deputy Sheriffs Association, et al., v. Contra Costa County Employees Retirement Association, et al., Contra Costa County Superior Court Case No. C15-00598 4. Public Employees Union, Local 1, et al., v. Contra Costa County Employees Retirement Association, et al., Contra Costa County Superior Court Case No. N14-1221 5. September 13, 2016 Contra Costa County Board of Supervisors 1 C. CONFERENCE WITH LEGAL COUNSEL--ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Gov. Code, § 54956.9(d)(2): Two potential cases 9:30 A.M. Call to order and opening ceremonies. Inspirational Thought- "By all these lovely tokens September days are here. With summer's best of weather and autumn's best of cheer." ~ Helen Hunt Jackson Present: District I Supervisor John Gioia; District II Supervisor Candace Andersen; District III Supervisor Mary N. Piepho; District IV Supervisor Karen Mitchoff; District V Supervisor Federal D. Glover Staff Present:David Twa, County Administrator CONSIDER CONSENT ITEMS (Items listed as C.1 through C.182 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.   PRESENTATIONS (5 Minutes Each)   PRESENTATION recognizing September as National Recovery Month: Our Families, Our Stories, Our Recovery. (Supervisor Glover)     AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover PRESENTATION recognizing September 2016 as Suicide Prevention Awareness Month in Contra Costa County. (Supervisor Piepho)     AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover PR.3 PRESENTATION from the Mental Health Commission regarding the issues and concerns with the County public mental health care system. (Barbara Serwin, Mental Health Commission Vice Chair)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover DISCUSSION ITEMS   D. 1 CONSIDER Consent Items previously removed.    There were no items removed from consent for discussion.   D. 2 PUBLIC COMMENT (3 Minutes/Speaker)    The following members of SEIU Local 1021 spoke on current contract negotiations: Kelly September 13, 2016 Contra Costa County Board of Supervisors 2  The following members of SEIU Local 1021 spoke on current contract negotiations: Kelly Rule, resident of Concord; Dan Jameson, resident of Concord; Kim Carter Martinez, resident of Oakland; Vicky Dominguez, resident of Clayton; The following people spoke on mental health services in the County: Teresa Pasquini (handout attached); Douglas W. Dunn (handout attached); Elijah Dominguez; Lynda Deschambault, Contra Costa Climate Leaders (4CC), spoke on climate action planning for the County (handout attached); Julia Heath, Contra Costa County Climate Leaders, spoke on greenhouse gas emmissiona inventory and reduction; Jim Renton, Seattle Washington, spoke on his mothers pending litigation as former employee of Contra Costa County. Written comments from the Honorable Judge Clare Maier thanking the County for its support of Support4Recovery (attached)were read into the record by Chair Andersen.   D. 3 HEARING to consider adopting Resolution No. 2016/527 approving the annexation of 16 lots near Tice Creek into Flood Control and Water Conservation District Drainage Area 67A and the levy of annual benefit assessments for financing drainage and flood control services, Subdivision 9366, as recommended by the Chief Engineer, Flood Control and Water Conservation District, Walnut Creek area. (100% Drainage Area 67A Funds) (Tim Jensen, Public Works Department)       CLOSED the public hearing; ADOPTED Resolution No. 2016/527 approving Annexation No. 4 to Flood Control District Drainage Area 67A (DA 67A) and the levy of annual benefit assessments for financing drainage and flood control services, Subdivision 9366, Walnut Creek area; DETERMINED that the activity is not subject to the California Environmental Quality Act (CEQA); DIRECTED the Director of the Conservation and Development Department to file a Notice of Exemption with the County Clerk; and AUTHORIZED the Public Works Director/Chief Engineer, or designee, to arrange for payment of a $25 fee to the Conservation and Development Department for processing, and a $50 fee to the County Clerk for filing the Notice of Exemption    AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover D. 4 HEARING to consider adopting Resolution No. 2016/529 establishing fees for review of projects under the purview of the Airport Land Use Commission. (John Cunningham, Conservation and Development Department)       Speaker: Tom Weber, resident of Pleasant Hill. CLOSED the public hearing; and ADOPTED Resolution No. 2016/529, establishing planning fees for review of projects under the purview of the Airport Land Use Commission.    AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover D. 5 CONSIDER taking actions to preserve federal funding for the Health Care for the Homeless Program, which include the establishment of a County Health Services Department Health Care for the Homeless Program Co-Applicant Board and operating by-laws, and execution of a Co-Applicant Agreement in compliance with new federal funding requirements. (William Walker, M.D., Health Services Director)        September 13, 2016 Contra Costa County Board of Supervisors 3  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover D. 6 CONSIDER retitling the Disproportionate Minority Contact Task Force to the Racial Justice Task Force, appointing individuals to the Task Force and taking related actions. (Timothy Ewell, County Administrator's Office)       Speaker: Jeff Landan, Contra Costa County Racial Justice Coalition.    AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover D. 7 CONSIDER authorizing the County Administrator, or designee, to execute: 1) contract renewals with the NonPERS Health/Medical Plan, Dental Plan, Life Insurance Plan carriers and the Computer Vision Care Program for the period January 1, 2017 through December 31, 2017; and 2) a Subscriber Agreement with Teamsters Local Union No. 856 Health and Welfare Fund. (David Twa, County Administrator)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover D. 8 CONSIDER reports of Board members.    There were no items reported today.   Closed Session    By unanimous vote, with all Supervisors present, the Board authorized settlement in the amount of $50,000 with Chad Godoy.   ADJOURN in memory of Ted Radke, Former East Bay Regional Parks District Director Barbara Maizie, Executive Director of Contra Costa ARC   CONSENT ITEMS   Road and Transportation   C. 1 APPROVE the conveyance of Grants of Easements to both Pacific Gas and Electric Company and AT&T in connection with the State Route 4 West Gap Project, Hercules and Rodeo areas, as recommended by the Public Works Director. (100% Contra Costa Transportation Authority Funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 2 AUTHORIZE the Public Works Director, or designee, to advertise for 2017 on-call contract(s)   September 13, 2016 Contra Costa County Board of Supervisors 4 C. 2 AUTHORIZE the Public Works Director, or designee, to advertise for 2017 on-call contract(s) for routine maintenance, repair, replacement, or reconstruction of existing road, flood control, and airport facilities, Countywide. (100% Local Road, Flood Control, and Airport Enterprise Funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 3 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a memorandum of understanding between Contra Costa County and the Town of Danville for the Camino Tassajara SAFETEA-LU ("Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users") Improvements Phase II Project, for the repair and improvement of the westbound lanes of Camino Tassajara between Sycamore Valley Road and the eastern Town limits, Danville area. (100% Local Road Funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 4 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute the Public Highway At-Grade Crossing Agreement with Union Pacific Railroad Company for the construction, use, maintenance and repair of an at-grade crossing over Camino Diablo for the Byron Highway - Camino Diablo Intersection Improvements Project, Byron area. (23% Highway Safety Improvement Program Grant Funds, 17% Measure J Return to Source Funds, 48% Local Road Funds and 12% East County Regional Area of Benefit Funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 5 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute the Temporary Construction Permit with the United States Bureau of Reclamation and Contra Costa Water District, in connection with the Canal Road Bridge Replacement Project, Bay Point area. (100% Highway Bridge Replacement Funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Engineering Services   C. 6 ADOPT Resolution No. 2016/509 accepting completion of private improvements for the Drainage Acceptance DG11-00070 for a project developed by Toll Brothers, Inc., as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (100% Developer Fees)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 7 ADOPT Resolution No. 2016/510 accepting completion of improvements for the Road    September 13, 2016 Contra Costa County Board of Supervisors 5 C. 7 ADOPT Resolution No. 2016/510 accepting completion of improvements for the Road Improvement Agreement and Offer of Dedication for Roadway Purposes for Boulevard Way land use permit LP08-02034 for a project developed by Sufism Reoriented, as recommended by the Public Works Director, Walnut Creek area. (100% Developer Fees)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 8 ADOPT Resolution No. 2016/511 establishing warranty period for Subdivision SD08-09247 for a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (100% Developer Fees)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 9 ADOPT Resolution No. 2016/519, approving and authorizing the Public Works Director, or designee, to fully close a portion of San Pablo Dam Road between El Portal Drive and Appian Way, on September 18, 2016 from 6:00 a.m. through 7:00 p.m., for the purpose of El Sobrante Stroll, El Sobrante area. (No fiscal impact)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 10 ADOPT Resolution No. 2016/525 accepting completion of the warranty period for the Subdivision Agreement (Right-of-Way Landscaping) and release of cash deposit for faithful performance, for subdivision SD08-09246, Hummingbird Playground, for a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon, Dougherty Valley area. (100% Developer Fees)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Special Districts & County Airports   C. 11 APPROVE the conveyance of real property owned by the Contra Costa County Flood Control and Water Conservation District, identified as a former access road along the Marsh Creek Channel adjacent to Subdivisions 8678, 8679 and 8680, to the City of Oakley, in connection with the Cypress Grove Development, as recommended by the Chief Engineer, Oakley area. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 12 AWARD and AUTHORIZE the Public Works Director, or designee, to execute a construction contract with Hess Construction Co., Inc., in the amount of $823,000 for the El Sobrante Mini Park Improvements, 4191 Appian Way, El Sobrante area. (53% Measure WW Funds, 33% Park Dedication Funds, 6% Library Funds, 8% General Funds) (Consider with AIR 26895)    September 13, 2016 Contra Costa County Board of Supervisors 6     AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 13 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract with Quincy Engineering, Inc., in an amount not to exceed $200,000 for construction management services for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, for the period September 1, 2016 through September 30, 2017, Concord area. (90% Federal Aviation Administration Funds, 2% Caltrans Funds, 8% Airport Enterprise Funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 14 APPROVE and AUTHORIZE the Purchasing Agent to execute purchase orders with Ascent Aviation Group, Inc., in an annual amount not to exceed $1,000,000 to procure aviation fuel for resale at Byron Airport for the period October 1, 2016 through September 30, 2026; and APPROVE and AUTHORIZE the Director of Airports, or designee, to execute a Fuel Supply Agreement, a Branding Agreement, and a Credit Card Processing Fee Schedule Agreement between the County and Ascent Aviation Group, Inc., for the purchase and resale of branded aviation fuel at Byron Airport. (100% Airport Enterprise Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 15 APPROVE and AUTHORIZE the Director of Airports, or designee, to execute a month-to-month hangar rental agreement with Ronald Thompson for a shade hangar at Buchanan Field Airport effective September 1, 2016 in the monthly amount of $177.07. (100% Airport Enterprise Fund)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Claims, Collections & Litigation   C. 16 DENY claims filed by Katherine Batts, Eli Dominguez, Lei Fang, Robert Freeze & Mary Kovach, Ellen & Joel Hagedorn, Joshua Hammons, Cynthia Johnston, Johnstone Supply, Ariana M. Jones on behalf of Aniyah Randle (a minor), Jennie Redondo, and Esther Torres. DENY late claim filed by Mary Ann Agno. DENY amended claim filed by Ellen & Joel Hagedorn.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Statutory Actions   C. 17 APPROVE Board meeting minutes for July and August 2016, as on file with the Office of the Clerk of the Board.        September 13, 2016 Contra Costa County Board of Supervisors 7  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Honors & Proclamations   C. 18 ADOPT Resolution No. 2016/498 declaring September 2016 as Childhood Cancer Awareness Month in Contra Costa County, as recommended by Supervisor Andersen.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 19 ADOPT Resolution No. 2016/507 recognizing September as National Recovery Month, as recommended by Supervisor Glover.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 20 ADOPT Resolution No. 2016/532 to recognize September 2016 as Suicide Prevention Awareness Month in Contra Costa County, as recommended by Supervisor Piepho.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 21 ADOPT Resolution No. 2016/535 honoring Contra Costa Association of Realtors 95th anniversary, as recommended by Supervisor Mitchoff.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 22 ADOPT Resolution 2016/534 recognizing the 40th Anniversary of the Contra Costa Child Care Council, as recommended by Supervisor Mitchoff.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Ordinances   C. 23 FIX a public hearing for September 27, 2016, at 9:30 a.m., in Room 107, at the Board of Supervisors' Chambers, 651 Pine Street, Martinez, California, to consider adopting an ordinance establishing transportation mitigation fees to be imposed on new development within the Bethel Island Area of Benefit, as recommended by the Public Works Director. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 24 FIX a public hearing for September 27, 2016, at 9:30 a.m., in Room 107, at the Board of    September 13, 2016 Contra Costa County Board of Supervisors 8 C. 24 FIX a public hearing for September 27, 2016, at 9:30 a.m., in Room 107, at the Board of Supervisors' Chambers, 651 Pine Street, Martinez, California, to consider adopting an ordinance establishing transportation mitigation fees to be imposed on new development within the Bay Point Area of Benefit, as recommended by the Public Works Director. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Appointments & Resignations   C. 25 APPOINT Anthony Anastanio to the 2nd Alternate seat on the County Service Area P-5 Citizens Advisory Committee, as recommended by Supervisor Andersen.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 26 APPOINT James Robert Donnelly to the Danville Alamo Local Committee seat on the Advisory Council on Aging as recommended by the Employment and Human Services Director.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 27 APPOINT Andrea Bailey to the Business 1 seat on the North Richmond Municipal Advisory Council, as recommended by Supervisor Gioia.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 28 REAPPOINT Joey Smith to the District 1 seat on the Commission for Women, as recommended by Supervisor Gioia.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 29 APPOINT Marylee Martinez to the Appointee 4 seat on the Contra Costa Centre Municipal Advisory Council, as recommended by Supervisor Mitchoff.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 30 REAPPOINT John Speakman to the District II seat on the Emergency Medical Care Committee, as recommended by Supervisor Andersen.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 31 APPOINT Cesar Zepeda to the District 1 Public Sector seat on the Economic Opportunity    September 13, 2016 Contra Costa County Board of Supervisors 9 C. 31 APPOINT Cesar Zepeda to the District 1 Public Sector seat on the Economic Opportunity Council, as recommended by Supervisor Gioia.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 32 ACCEPT resignation of Gregory Wiener, DECLARE a vacancy in the Alamo Area seat on the Iron Horse Corridor Management Program Advisory Committee and DIRECT the Clerk of the Board to post the vacancy, as recommended by Supervisor Andersen.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 33 REAPPOINT Barbara Serwin to the District II Consumer seat on the Contra Costa County Mental Health Commission, as recommended by Supervisor Andersen.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 34 REAPPOINT Marilyn Cachola Lucey to the District II Alternate Seat on the First 5 Children and Families Commission, as recommended by Supervisor Andersen.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 35 APPOINT Colin Coffey as the Board of Supervisors representative (Appointee 1 seat) on the East Bay Regional Parks District Park Advisory Committee, as recommended by the Internal Operations Committee.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 36 REAPPOINT David Joslin, Dorothy Gantt, Joanna Kim-Selby, Janelle Williams, Kristin Haegeland, Rudy Fernandez, and Gerald Richards to the Advisory Council on Aging as recommended by the Employment and Human Services Director.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 37 APPROVE the medical staff appointments and reappointments, additional privileges, department change request, medical staff advancement as recommended by the Medical Staff Executive Committee, at its August 15, 2016 meeting, and by the Health Services Director.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 38 APPOINT Dawn Manley to the At Large Alternate 1 seat on the Fish & Wildlife Committee, as recommended by the Internal Operations Committee.      September 13, 2016 Contra Costa County Board of Supervisors 10  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 39 REAPPOINT Mary Flott, Deborah McGrath, Nora Foster, Lisa R. Johnson, Ruth Fernandez, and Karin Kauzer to seats on the Family and Children's Trust (FACT) Committee, as recommended by the Family and Human Services Committee.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 40 APPOINT Angela Herron to the At Large 3 seat on the Contra Costa Commission for Women, as recommended by the Family and Human Services Committee.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Appropriation Adjustments   C. 41 Public Defender (0243): APPROVE Appropriation and Revenue Adjustment No. 5002 authorizing new revenue in the amount of $3,750 from other public agencies, and appropriating it for reimbursement of travel expenses for subject matter training experts in the Public Defender's Office.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 42 Public Defender (0243): APPROVE Appropriations and Revenue Adjustment No. 5005 authorizing new revenue in the amount of $63,000 from the National Juvenile Defender Center, and appropriating it for contracted temporary help to continue hosting a Juvenile Post Disposition Reentry Legal Fellowship program, in the Office of the Public Defender.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 43 Park Dedication/Park Impact Funds (813600)/Public Works Department (7757): AUTHORIZE the Auditor-Controller to transfer of $129,000 from El Sobrante Park Dedication/Park Impact Funds to the Contra Costa County Public Works Department; and APPROVE Appropriation and Revenue Adjustment No. 5008 authorizing new revenue in the amount of $129,000 in the Public Works Department to finance various improvements to El Sobrante Mini Park Improvements located at 4191 Appian Way in El Sobrante, as recommended by the Conservation and Development Director. (Consider with AIR 26879)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Personnel Actions      September 13, 2016 Contra Costa County Board of Supervisors 11 C. 44 ADOPT Position Adjustment Resolution No. 21917 to add one part time (20/40) Librarian (represented) position in the Library Department. (100% offset by City of Hercules funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 45 ADOPT Position Adjustment Resolution No. 21906 to establish the class of Animal Services Admissions and Adoption Coordinator (represented); add one Animal Services Admissions and Adoption Coordinator position; and abolish the Community Outreach and Education Coordinator (represented) class in the Animal Services Department. (100% User and city fees)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 46 ADOPT Position Adjustment Resolution No. 21916 to add one part time (32/40) Senior Library Literacy Assistant (represented) position and cancel one part time (20/40) Library Literacy Assistant (represented) position in the Library Department. (78% Project Second Chance grant and 22% Library Fund)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 47 ADOPT Position Adjustment Resolution No. 21905 to add one Planning Technician II (represented) position in the Department of Conservation and Development. (100% offset by Community Development Block Grant funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 48 ADOPT Position Adjustment Resolution No. 21911 to add five Sheriff's Ranger (represented) positions in the Sheriff's Office - Health Services Security Unit. (100% Reimbursement revenue)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 49 ADOPT Position Adjustment Resolution No. 21921 to add one Administrative Aid (unrepresented), four Community Health Worker I (represented), six Exempt Medical Staff Dentist (represented), one Health Services Administrator-Level B (represented), one Lead Registered Dental Assistant (represented), three Public Health Mobile Clinic Operator (represented), four Registered Dental Assistant (represented) in the Health Services Department to support the expansion of dental services to school age students, low income families and homeless individuals. (100% Federally Qualified Health Care)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 50 ADOPT Position Adjustment Resolution No. 21922 to add one Community Health Worker II position (represented) and cancel one Clerk-Senior Level position (represented) in the Health Services Department. (Cost savings)      September 13, 2016 Contra Costa County Board of Supervisors 12  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 51 ADOPT Position Adjustment Resolution No. 21914 to reclassify one vacant Clerk-Senior Level (represented) position to a Labor Relations Analyst II (unrepresented) position in the Labor Relations Unit of the County Administrator's Office. (100% General Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 52 ADOPT Position Adjustment Resolution No. 21923 to increase the hours of one Clerk-Senior Level (represented) position in the Health Services Department from part time (20/40) to full time. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 53 ADOPT Position Adjustment Resolution No. 21924 to add one represented Medical Interpreter position (represented) in the Health Services Department. (Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 54 ADOPT Position Adjustment Resolution No. 21925 to add two part time (one full time equivalent) Mental Health Clinical Specialist positions (represented) in the Health Services Department. (100% CCHP Enterprise Fund II)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 55 ADOPT Position Adjustment Resolution No. 21926 to add one Mental Health Program Supervisor, increase the hours of one part time (32/40) Medical Social Worker II position and incumbent to full time, and cancel one Medical Social Services Director position in the Health Services Department (all represented). (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 56 ADOPT Position Adjustment Resolution No. 21920 to add one Administrative Services Assistant II position (represented) in the Health Services Department. (100% Mental Health Services Act)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 57 ADOPT Position Adjustment Resolution No. 21927 to add one Administrative Services Assistant II position (represented) in the Health Services Department. (100% third party revenues)      September 13, 2016 Contra Costa County Board of Supervisors 13    AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 58 ADOPT Position Adjustment Resolution No. 21915 to add one Child Support Specialist III (represented) position and cancel one Accounting Technician (represented) position in the Department of Child Support Services. (Cost savings)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 59 Adopt Position Adjustment Resolution No. 21938 to reallocate the salaries of the classifications of Director of Pharmacy Services, Assistant Director of Pharmacy Services, and Health Plan Pharmacy Manager on the Salary Schedule in the Health Services Department. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 60 ADOPT Position Adjustment Resolution No. 21919 to add one Forensic Supervisor (represented) position in the Office of the Sheriff's Latent Print Unit - Forensic Services Division - Support Services Bureau. (100% Random Access Network Board)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Grants & Contracts   APPROVE and AUTHORIZE execution of agreements between the County and the following agencies for receipt of fund and/or services:   C. 61 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the City of Antioch to provide congregate meal services for County’s Senior Nutrition Program for the period July 1, 2016 through June 30, 2017. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 62 APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with the California Department of Food and Agriculture in an amount not to exceed $53,342 to provide quarantine response and regulatory enforcement activities for the period October 1, 2016 through June 30, 2017. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 63 APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a    September 13, 2016 Contra Costa County Board of Supervisors 14 C. 63 APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with California Department of Food and Agriculture in an amount not to exceed $65,642 to provide enforcement of the Sudden Oak Death Program for the period July 1, 2016 through June 30, 2017. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 64 APPROVE and AUTHORIZE the Clerk-Recorder, or designee, to execute a contract with the California Secretary of State in an amount not to exceed $566,000 for funding of equipment, software, and other costs related to state and federal voting requirements under the Help America Vote Act, for the period July 1, 2016 through June 30 2021. (100% Federal funds, no County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 65 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with the City of Concord , effective June 30, 2016, to extend the term from June 30, 2016 through June 30, 2017 and allow the City to pay the County $10,000 in additional Community Development Block Grant funding for the operation of the Adult Interim Housing Program. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 66 ADOPT Resolution No. 2016/520 approving and authorizing the Employment and Human Services Director, or designee, to execute a contract with the California Department of Aging, to pay the County an amount not to exceed $34,975 to provide the Supplemental Nutrition Assistance Program Education for the period October 1, 2016 through September 30, 2017. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 67 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the City of Walnut Creek, to pay the County $6,000 for the operation of the Adult Interim Housing Program, for the period July 1, 2016 through June 30, 2017. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 68 APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with the California Agricultural Commissioners and Sealers Association in an amount not to exceed $6,372 to provide pesticide use reporting activities for the period July 1, 2016 through June 30, 2017. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover September 13, 2016 Contra Costa County Board of Supervisors 15 C. 69 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute, a contract amendment with the U.S. Department of Health and Human Services, effective August 1, 2016, to increase the amount payable to the County by $111,449 to a payment limit of $222,898 for the Ryan White, Part C, HIV Early Intervention Services Program, with no change to the original term of May 1, 2016 through April 30, 2017. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 70 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the U.S. Department of Housing and Urban Development to receive funding in an amount not to exceed $296,528, for the County’s Homeless Destination Home Program, for the period December 1, 2016 through November 30, 2017. ($28,892 County match, budgeted)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 71 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the U.S. Department of Housing and Urban Development, to pay the County an amount not to exceed $175,596 to provide the County’s Homeless Management Information System project, for the period July 1, 2016 through June 30, 2017. (25% County match, budgeted)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 72 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the U.S. Department of Housing and Urban Development to receive funding in an amount not to exceed $200,100, for the Permanent Connections Supportive Housing Program, for the period July 1, 2016 through June 30, 2017. (25% County match budgeted)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 73 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a grant amendment with the California Department of Education, to decrease the payment limit by $509,986 to a new payment limit of $8,613,250, and decrease the child days of enrollment of State Preschool services, with no change to the term of July 1, 2015 through June 30, 2016. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 74 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a grant amendment with the California Department of Education, effective February 1, 2016, to increase the payment limit by $142,741 to a new payment limit of $4,852,461, to provide CalWORKS Stage 2 childcare and development programs, with no change to the term of July 1, 2015 through June 30, 2016. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 16  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 75 APPROVE and AUTHORIZE the Public Defender, or designee, to apply for and accept a grant in the amount of $63,000 from the National Juvenile Defender Center for the Juvenile Post Disposition Reentry Legal Fellowship program, for the period October 6, 2016 through September 30, 2017. (68% Foundation revenue, 19% General Fund match, 13% In-kind match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 76 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a grant amendment with the California Department of Education, to increase the payment limit by $210,000 to a new payment limit of $2,715,682 for general childcare and development program services, with no change to the term of July 1, 2015 through June 30, 2016. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 77 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 clients, for the period October 1, 2016 through September 30, 2017. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 78 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment, effective July 25, 2016, with California Department of Community Services and Development, to increase the payment limit to the County by $426,741 to new payment limit of $3,907,748 for Low Income Home Energy Assistance Programs, with no change to the term of January 1, 2016 through January 31, 2017. (No County match)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 79 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to apply for and accept funding from the U.S. Department of Health and Human Services, Administration for Children and Families, in an amount not to exceed $19,962,515 for Head Start program services for the period January 1 through December 31, 2017. (20% In-kind County match, budgeted)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 80 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to    September 13, 2016 Contra Costa County Board of Supervisors 17 C. 80 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to apply for and accept funding from the U.S. Department of Health and Human Services, Administration for Children and Families, in an amount not to exceed $4,380,413 for Early Head Start program services for the period January 1 through December 31, 2017. (20% In-kind County match, budgeted)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 81 APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract including mutual indemnification with the U.S. Postal Service Office of the Inspector General and the Department of Homeland Security Federal Protective Service, to reimburse the County for use of the Sheriff's Range Facility, to commence when executed by all parties through June 30, 2017. (100% Participant fee revenue)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover APPROVE and AUTHORIZE execution of agreement between the County and the following parties as noted for the purchase of equipment and/or services:   C. 82 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with the Contra Costa County Office of Education in an amount not to exceed $327,000 to provide services to youth involved in the juvenile justice system in accordance with the County's Youth Justice Initiative, for the period November 1, 2016 through October 31, 2017. (100% Federal)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 83 APPROVE and AUTHORIZE the Auditor-Controller, or designee, to execute a contract with Cropper Rowe, LLP, in an amount not to exceed $50,000 in total for any fiscal year to provide annual audits of certain grants, including the County Metropolitan Transportation Fund, certain Transportation and Development Act projects, and other miscellaneous projects as identified and directed by the Auditor-Controller, for the period beginning fiscal years 2016-2017, 2017-2018, and through 2018-2019.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 84 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Dharmini Harichandran, M.D., in an amount not to exceed $174,720 to provide outpatient psychiatric care services to adult patients in East County for the period September 1, 2016 through August 31, 2017. (100% Mental Health Realignment)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 85 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract    September 13, 2016 Contra Costa County Board of Supervisors 18 C. 85 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Arati Pratap, M.D., in an amount not to exceed $477,000 to provide gastroenterology services at Contra Costa Regional Medical and Health Centers, for the period September 15, 2016 through September 14, 2017. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 86 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with MGA Healthcare, Inc., effective August 1, 2016, to revise the rate schedule to include additional temporary help categories at Contra Costa Regional Medical and Health Centers Radiology Departments, with no change to the original payment limit of $2,600,000 and no change in the original term of January 1 through December 31, 2016. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 87 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Canyon Pinole Surgery Center, LP, in an amount not to exceed $250,000 to provide ambulatory surgery center services to Contra Costa Health Plan (CCHP) members, for the period October 1, 2016 through September 30, 2018. (100% CCHP Enterprise Fund II)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 88 APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract with Rubicon Programs, Inc. in an amount not to exceed $503,943 for the operation of the West County Reentry Success Center for the County's AB 109 Realignment Program for the period July 1, 2016 through June 30, 2017. (100% State Public Safety Realignment Program)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 89 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Norman B. Livermore, III, M.D., in an amount not to exceed $200,000 to provide orthopedic services to Contra Costa Health Plan (CCHP) members, for the period October 1, 2016 through September 30, 2018. (100% CCHP Enterprise Fund II)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 90 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Patrick Dixon, Ph.D., MFT, an individual, in an amount not to exceed $140,000 to provide outpatient psychotherapy services for Contra Costa Health Plan (CCHP) members, for the period October 1, 2016 through September 30, 2018. (100% CCHP Enterprise Fund II)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover September 13, 2016 Contra Costa County Board of Supervisors 19 C. 91 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract amendment with Staff Care, Inc., effective May 1, 2016, to modify the rate schedule to include on-call work rates for radiology services at Contra Costa Regional Medical Center and Health Centers, with no increase to the payment limit of $1,660,000 and with no change to the original term of January 1 through December 31, 2016. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 92 APPROVE and AUTHORIZE the Conservation Development Director, or designee, to execute a contract amendment with Darwin Myers Associates to increase the payment limit by $60,000 to a new payment limit of $260,000 with no change in the original term of June 30, 2014 through June 30, 2017, to provide on-call services relating to geology review and stormwater pollution prevention monitoring. (100% Land Development Funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 93 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Chiu-Hung Tung, M.D., Inc., in an amount not to exceed $1,925,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 94 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Kava Massih Architects, effective September 13, 2016, to increase the payment limit by $400,000 to a new payment limit of $1,300,000, with no change to the term, for as-needed architectural services, Countywide. (100% Various Funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 95 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with RYSE, Inc., effective October 1, 2016, to increase the payment limit by $91,023 to a new payment limit of $140,873 with no change in the term of March 1, 2016 through February 28, 2017, to provide additional services to youth involved in the Youth Justice Initiative. (100% Federal)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 96 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Diablo Pulmonary Medical Group, Inc., in an amount not to exceed $227,700 to provide pulmonary disease services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 20  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 97 APPROVE and AUTHORIZE the Health Services Director or designee, to execute a contract amendment with Heat Software USA Inc., effective September 13, 2016, to extend the term from March 29 through June 29, 2019 with no change to the original payment limit of $500,000, for continued software and support services to the Health Services Department’s Information Technology Unit. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 98 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Jeffrey Saadi, M.D., in an amount not to exceed $1,200,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C. 99 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with John R. Rostkowski, M.D., in an amount not to exceed $116,480 to provide outpatient psychiatric care services to patients in Central County for the period October 1, 2016 through September 30, 2017. (100% Mental Health Realignment)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.100 APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with LSA Associates, Inc., to extend the term from December 31, 2016 to June 30, 2017 and increase the payment limit by $10,000 to a new payment limit of $125,000 for additional necessary work associated with the Kirker Pass Road Northbound Truck Lane Project, Concord area. (37% Local Road Funds, 37% Measure J, 15% State Transportation Improvement Program, 11% State Match Funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.101 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Shelter, Inc. of Contra Costa County in an amount not to exceed $1,430,869 to provide supportive housing services for Contra Costa County homeless families, for the period July 1, 2016 through June 30, 2017. (100% Employment and Human Services Department)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.102 APPROVE and AUTHORIZE the District Attorney, or designee, to execute a Confidentiality Agreement with the State of California Employment Development Department (EDD) that will allow EDD to provide information to the District Attorney's investigative staff in certain circumstances. (100% General Fund)    September 13, 2016 Contra Costa County Board of Supervisors 21     AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.103 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Child's Best Interest, a California corporation, in an amount not to exceed $125,000 to provide ombudsman services to program applicants, recipients, community members, and staff for the period September 1, 2016 through August 31, 2017. (10% County, 45% State, 45% Federal)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.104 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Thomas N. Paige, M.D., in an amount not to exceed $390,000 to provide dermatology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.105 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Native American Health Center, Inc., in an amount not to exceed $219,824 to provide Mental Health Services Act prevention and early intervention services to families of Native American heritage for the period July 1, 2016 through June 30, 2017, with a six-month automatic extension through December 31, 2017 in an amount not to exceed $109,912. (100% Mental Health Services Act)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.106 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with the City of El Cerrito to provide congregate meal services for the County’s Senior Nutrition Program for the period July 1, 2016 through June 30, 2017, with a three-month automatic extension through September 30, 2017. (No County match)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.107 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with KCI USA, Inc., in an amount not to exceed $400,000 to provide negative pressure wound therapy services to Contra Costa Health Plan (CCHP) members, for the period August 1, 2016 through July 31, 2018. (100% CCHP Enterprise Fund II)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.108 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract    September 13, 2016 Contra Costa County Board of Supervisors 22 C.108 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Taraneh Mostaghasi, M.D., Inc. (dba Concord Pediatric Care), in an amount not to exceed $900,000, to provide pediatric primary care services to Contra Costa Health Plan (CCHP) members, for the period September 1, 2016 through August 31, 2018. (100% CCHP Enterprise Fund II)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.109 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Diablo Valley Pediatric Medical Group, Inc., in an amount not to exceed $2,500,000 to provide pediatric primary care services for Contra Costa Health Plan (CCHP) members, for the period September 1, 2016 through August 31, 2018. (100% CCHP Enterprise Fund II)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.110 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Medical Insights Diagnostic Centers, Inc., in an amount not to exceed $350,000 to provide diagnostic imaging services for Contra Costa Health Plan (CCHP) members, for the period September 1, 2016 through August 31, 2018. (100% CCHP Enterprise Fund II)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.111 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Ralph Chase, M.D., in an amount not to exceed $1,305,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.112 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Craig Nelson, M.D., in an amount not to exceed $450,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.113 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Robert J. Lindsay, M.D., in an amount not to exceed $1,050,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.114 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract    September 13, 2016 Contra Costa County Board of Supervisors 23 C.114 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Bay Area Community Resources, Inc., in an amount not to exceed $417,816 to provide drug abuse prevention and treatment services for the period July 1, 2016 through June 30, 2017. (25% Substance Abuse Prevention and Treatment Discretionary; 55% Substance Abuse Prevention and Treatment Prevention Set-Aside; 20% SAMHWorks)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.115 APPROVE and AUTHORIZE the District Attorney, or designee, to execute an Agreement For Use of Subscription Material with Lexipol, LLC. (100% General Fund)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.116 APPROVE and AUTHORIZE the Chief Engineer, Flood Control and Water Conservation District, or designee, to execute, on behalf of the Contra Costa Clean Water Program, a contract amendment with EOA, Inc., to extend the termination date from October 31, 2016 to December 31, 2017 for continuing compliance. (No fiscal impact)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.117 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with National Council on Crime and Delinquency, a non-profit corporation, effective September 30, 2016, to extend the term from September 30 through December 31, 2016 and increase the payment limit by $9,550 to a new payment limit of $232,301 for the continued services of the Phase II Lethality Assessment Program Implementation for Domestic Violence Homicide Prevention and Services for Victims of Human Trafficking Project. (92% Federal, 8% State)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.118 APPROVE and AUTHORIZE the Employment and Human Director, or designee, to execute a contract with Seneca Family of Agencies, a non-profit corporation, in an amount not to exceed $636,746 to provide wraparound program services for youth in the Oak Grove Rate Classification Level 14 program and other target populations, for the period August 1, 2016 through July 31, 2017. (County 34%, State 44%, Federal 22%)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.119 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with OurTinyPlanet, LLC, effective August 1, 2016, to extend the term from December 31, 2016 through June 30, 2017 and increase the payment limit by $90,000 to a new payment limit of $165,000, to provide increased services to the Workforce Development Board. (93% Federal, 7% County)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 24  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.120 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order amendment with LABSCO, Inc., to increase the payment limit by $100,000 to a new payment limit of $124,500 for clinical and pathology laboratory reagents, supplies and small equipment for the Contra Costa Regional Medical Center and Health Centers, with no change in the original term of September 1, 2015 through August 31, 2018. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.121 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with RHD Healthcare Consulting, Inc., in an amount not to exceed $246,603 to provide professional consultation and technical assistance to the Director with regard to compliance with federal and State billing mandates and HIPAA privacy issues, for the period October 1, 2016 through September 30, 2017. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.122 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order with Stryker Endoscopy, Inc., in the amount of $900,000 for endoscopic supplies and products at the Contra Costa Regional Medical and Health Centers, for the period September 1, 2016 through August 31, 2018. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.123 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Patrick Tsukamaki, MFT, in an amount not to exceed $130,000 to provide Medi-Cal specialty mental health services in Central County, for the period August 1, 2016 through June 30, 2018. (50% State; 50% Federal)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.124 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Milhous Children’s Services, Inc., in an amount not to exceed $839,450 to provide a day treatment program, mental health services and therapeutic behavioral services for the period July 1, 2016 through June 30, 2017, with a six-month automatic extension through December 31, 2017 in an amount not to exceed $419,725. (50% Federal Financial Participation; 50% Mental Health Realignment)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.125 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract    September 13, 2016 Contra Costa County Board of Supervisors 25 C.125 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Bay Area Doctors, Inc., in an amount not to exceed $700,000 to provide Medi-Cal specialty mental health services in East County for the period July 1, 2016 through June 30, 2018. (50% Federal Medi-Cal funds and 50% State General Fund)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.126 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order with Direct Systems Support in an amount not to exceed $196,895 for annual hardware maintenance support of the VMAX data storage system, for the period of July 1, 2016 through June 30, 2017. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.127 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order with Dimension Data in the amount of $191,025 for annual maintenance support of data storage and backup for the period July 1, 2016 through June 30, 2017. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.128 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Amarpreet Singh, M.D., (dba Allied Medical and Consultation Services, P.C.), in an amount not to exceed $700,000 to provide Medi-Cal specialty mental health services for the period July 1, 2016 through June 30, 2018. (50% State; 50% Federal)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.129 AUTHORIZE the Purchasing Agent to purchase, on behalf of the Health Services Director, 500 $15 Safeway gift cards in an amount not to exceed $7,500, to use as incentives for consumer participation as allowed under Proposition 63, the Mental Health Services Act. (100% Proposition 63)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.130 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order amendment with Wright Medical Technology, Inc., to increase the payment limit by $90,000 to a new payment limit of $189,000 for orthopedic implants and supplies to be used at the Contra Costa Regional Medical Center, with no change to the term of January 1, 2015 through January 31, 2017. (100% Hospital Enterprise Fund I)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.131 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract    September 13, 2016 Contra Costa County Board of Supervisors 26 C.131 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Center for Psychotherapy in an amount not to exceed $400,000 to provide mental health, case management and crisis intervention services to adolescents and latency-age children for the period October 1, 2016 through June 30, 2017, with a six-month automatic extension through December 31, 2017 in an amount not to exceed $200,000. (50% Federal Financial Participation; 50% Mental Health Realignment)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.132 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Lao Family Community Development, Inc., in an amount not to exceed $175,024 to provide prevention and early intervention services to Asian and South East Asian adults for the period July 1, 2016 through June 30, 2017, with a six-month automatic extension through December 31, 2017 in an amount not to exceed $87,512. (100% Mental Health Services Act)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.133 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Asian Community Mental Health Board in an amount not to exceed $133,900 to provide prevention and early intervention services to Asian and Pacific Islanders in the community for the period July 1, 2016 through June 30, 2017, with a six-month automatic extension through December 31, 2017 in an amount not to exceed $66,950. (100% Mental Health Services Act)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.134 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Youth Homes, Inc., in an amount not to exceed $2,064,000, to provide comprehensive mental health services for transitional aged youth who are experiencing serious mental illness, for the period July 1, 2016 through June 30, 2019. (57% Mental Health Services Act; 43% Federal Financial Participation)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.135 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Health Services Director, a purchase order with Bay Cities Produce Company, Inc., in an amount not to exceed $280,000 to provide fresh fruits and vegetables for patients at the Contra Costa Regional Medical Center, for the period July 1, 2016 through June 30, 2018. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.136 APPROVE and AUTHORIZE the County Counsel, or designee, to execute, on behalf of Contra Costa County, a contract for specialized professional services with Hanson Bridgett LLP.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 27  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.137 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Jee Hyun Guss, M.D., in an amount not to exceed $274,400 to provide outpatient psychiatric care services to adults in Central Contra Costa County, for the period September 1, 2016 through August 31, 2017. (100% Mental Health Realignment)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.138 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Paul H. Kwok, D.O., in an amount not to exceed $1,410,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Health Centers, for the period October 1, 2016 through September 30, 2019. (100% Hospital Enterprise Fund I)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.139 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a contract with Bi-Bett, in an amount not to exceed $2,864,512 to provide substance abuse prevention, treatment, and testing services for the period July 1, 2016 through June 30, 2017. (86% Substance Abuse Treatment and Prevention Block Grant; 5% CalWORKS, 8% AB 109, 1% Behavioral Health Court Second Chance Act)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.140 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with McHale's Environmental Insulation, Inc., to increase the payment limit by $100,000 to a new payment limit of $300,000, with no change to the contract term of July 1, 2014 through December 31, 2017, to purchase equipment and services needed to provide home weatherization services, including insulation services, to low income residents throughout Contra Costa County. (100% State and Federal Weatherization Program funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.141 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with East County Glass & Window, Inc., to extend the term from December 31, 2016 through December 31, 2017 with no change to payment limit of $200,000, to provide home weatherization services, including doors and windows to low income residents throughout Contra Costa County. (100% State and Federal Weatherization Program funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.142 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to    September 13, 2016 Contra Costa County Board of Supervisors 28 C.142 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Robert Gurule (dba Water HeatersExpress), to extend the term from July 31, 2016 through July 31, 2017 with no change to payment limit of $200,000, to provide home weatherization services, including water heater services, to low income residents throughout Contra Costa County. (100% State and Federal Weatherization Program funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.143 APPROVE and AUTHORIZE the Sheriff-Coroner, or designee to execute a contract amendment with O3, Inc., to increase the payment limit by $30,000 to a new payment limit of $60,000 with no change in the contract term, to provide the Emergency Services Unit with additional software and services support for WebEOC. (100% General Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.144 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract with the Contra Costa Centre Association in an amount not to exceed $281,000 to provide transportation demand management services for the Contra Costa Centre area, for the period July 1, 2016 through June 30, 2017. (100% County Service Area M-31 funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.145 APPROVE and AUTHORIZE the Child Support Services Director, or designee, to execute a contract with Robert Half International, Inc., in an amount not to exceed $76,000 to provide information technology professional staff on a temporary basis for the period July 1 through September 30, 2016. (66% Federal, 34% State)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.146 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of Employment and Human Services Director, a purchase order with Quidsi, Inc., in an amount not to exceed $200,000 to procure infant/toddler related childcare products for use at County-operated childcare centers for the period July 1, 2016 through June 30, 2019. (100% Federal)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.147 Acting as the Governing Board of the Crockett-Carquinez Fire Protection District, APPROVE and AUTHORIZE the Fire Chief, or designee, to execute a purchase order with HME Inc. in an amount not to exceed $340,000 for the purchase of a new fire engine as a replacement to the current unit first deployed in 1983. (100% District Operating funds)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover September 13, 2016 Contra Costa County Board of Supervisors 29 C.148 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Ambient Air, LLC, to increase the payment limit by $100,000 to a new payment limit of $300,000 to provide home weatherization equipment and services, including heating system services, to low income residents throughout Contra Costa County, with no change to the contract term of December 1, 2015 through July 31, 2017. (100% State and Federal Weatherization Program funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.149 APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Ambient Air, LLC, to increase the payment limit by $105,000 to a new payment limit of $200,000 with no change to the original contract term of August 1, 2015 through July 31, 2017, to purchase items and/or services needed to provide home weatherization, including air conditioning services, to low income residents throughout Contra Costa County. (100% State and Federal Weatherization Program funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.150 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Sheriff-Coroner, a purchase order with Adamson Police Products in the amount of $850,000 to procure ammunition, tactical and protective gear and clothing, and other related products for the period October 1, 2016 through September 30, 2018. (100% General Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.151 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract containing modified indemnification language with First Baptist Church of Pittsburg, in an amount not to exceed $917,908 to provide State Preschool, Pre-kindergarten Literacy and Head Start and Early Head Start Program services, for the period July 1, 2016 through June 30, 2017. (93% State, 7% Federal)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.152 APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract containing modified indemnification language with First Baptist Church of Pittsburg, California, in an amount not to exceed $1,386,406 to provide childcare services at Fairgrounds Children’s Center, for the period July 1, 2016 through June 30, 2017. (22% Federal, 78% State)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover Other Actions   C.153 RECEIVE the Mid-Year Public Input Report on the Integrated Pest Management Program, as recommended by the Transportation, Water, & Infrastructure Committee. (No fiscal impact)    September 13, 2016 Contra Costa County Board of Supervisors 30    AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.154 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute a non-financial interagency agreement with Liberty Union High School District, to allow low-income and disadvantaged children to receive school-based mobile clinic services, for the period July 1, 2016 through June 30, 2019.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.155 DECLARE as surplus and AUTHORIZE the Purchasing Agent, or designee, to dispose of fully depreciated vehicles and equipment no longer needed for public use as recommended by the Public Works Director, Countywide. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.156 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute an unpaid student training agreement with Foothill-DeAnza Community College District, to provide supervised field instruction at Contra Costa Regional Medical Center and Health Centers to ultrasound technician students for the period July 1, 2016 through June 30, 2020. (No fiscal impact)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.157 APPROVE and AUTHORIZE the Health Services Director, or designee, to execute an unpaid student training agreement with University of San Francisco, to provide supervised field instruction to nursing students in the County’s Public Health Division, for the period November 1, 2016 through October 31, 2020.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.158 APPROVE the Martinez Detention Facility Replacement of Kitchen Sewer Waste Piping Project at 1000 Ward Street, Martinez, and related actions under the California Environmental Quality Act, as recommended by the Public Works Director. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.159 APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Office of the Sheriff, a purchase order with Adamson Police Products in an amount not to exceed $400,000 for the purchase of miscellaneous police supplies for the period July 18, 2016 through June 30, 2018. (100% General Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 31  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.160 ADOPT Resolution No. 2016/531, authorizing the Conservation and Development Director to execute an amendment to the Pleasant Hill BART Station Leasing Authority joint exercise of powers agreement to allocate future lease revenue of “Block C” between the County and BART, and finding that the amendment is exempt from the California Environmental Quality Act and no subsequent environmental review is required. (100% Lease revenue)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.161 ACCEPT the Canvass of Votes for the August 23, 2016 Special Election showing the measure for Police Services in County Service Area P-6, Zone 2504, Supervisorial District 5 - Rodeo area passed, as recommended by the Clerk-Recorder.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.162 ACCEPT the Treasurer’s Quarterly Investment Report as of June 30, 2016, as recommended by the County Treasurer-Tax Collector.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.163 APPROVE and AUTHORIZE the County Counsel, or designee, to execute on behalf of the County a form acknowledging a potential conflict of interest and consenting to Goldfarb & Lipman LLP representing Contra Costa County in connection with the financing of an affordable housing development in El Cerrito known as Hana Gardens.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.164 AUTHORIZE the discharge from accountability for certain Health Services accounts which are not collectible due to one or more of the following reasons: the accounts are being discharged in bankruptcy; debtors are deceased, the statute of limitations for pursuing recovery of the debt has expired; the cost of recovery is excessive; and/or the debtor no longer resides in the state, as recommended by the Health Services Director.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.165 APPROVE the list of providers recommended by Contra Costa Health Plan's Medical Director on August 4, 2016, and by the Health Services Director, as required by the State Departments of Health Care Services and Managed Health Care, and the Centers for Medicare and Medicaid Services.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III September 13, 2016 Contra Costa County Board of Supervisors 32  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.166 APPROVE and AUTHORIZE the Public Defender, or designee, to be the fiscal agent and act as a co-sponsor of a DNA forensic evidence professional training event for state and federal public defense attorneys on November 3-4, 2016, at the Federal Conference Center in Oakland, California. (No fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.167 APPROVE amendments to the Reclamation District No. 799 Conflict of Interest Code, as recommended by the County Counsel.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.168 APPROVE amendments to the Contra Costa County Counsel Conflict of Interest Code, as recommended by the County Counsel.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.169 APPROVE amendments to the Bethel Island Municipal Improvement District Conflict of Interest Code, as recommended by the County Counsel.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.170 APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to renew Cardroom License Number 6, known as "California Grand Casino", currently located at 5988 Pacheco Blvd., Pacheco area, for the period November 26, 2016 through November 25, 2017, as recommended by the Sheriff-Coroner. (Lamar V. Wilkinson, Owner)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.171 ADOPT Resolution No. 2016/523 amending Resolution No. 2016/478 authorizing the issuance of Multifamily Housing Revenue Notes in principal amounts not to exceed $22,200,000 to finance the construction of Riviera Family Apartments in Walnut Creek, as recommended by the Conservation and Development Director. (100% Special Revenue funds)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.172 ADOPT Resolution No. 2016/536 authorizing the issuance and sale of "Lafayette School    September 13, 2016 Contra Costa County Board of Supervisors 33 C.172 ADOPT Resolution No. 2016/536 authorizing the issuance and sale of "Lafayette School District General Obligation Bonds, Election of 2016, Series A (2016)" in an amount not to exceed $30,000,000 by the Lafayette School District on its own behalf pursuant to Section 15140(b) of the Education Code, as recommended by the County Administrator. (No County fiscal impact)        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.173 CONTINUE the emergency action originally taken by the Board of Supervisors on November 16, 1999, and most recently approved by the Board on August 16, 2016, regarding the issue of homelessness in Contra Costa County, as recommended by the Health Services Director. (No fiscal impact)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.174 ADOPT Resolution No. 2016/537 allowing the County to reimburse certain expenditures related to various Health Services department capital projects, as recommended by the County Administrator. (No fiscal impact)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.175 ADOPT the 2016/17 secured property tax rates and AUTHORIZE to levy the 2016/17 Property Tax Roll, as recommended by the Auditor-Controller. (100% General Fund)       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.176 AUTHORIZE the Chair of the Board of Supervisors to sign the Certification Statement for the California Children's Services Program as required by the State of California and recommended by the Health Services Director.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.177 AUTHORIZE the Chair of the Board of Supervisors to sign the Certification Statement for the Child Health and Disability Prevention Program as required by the State of California and recommended by the Health Services Director.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.178 AUTHORIZE and REQUEST the Auditor-Controller to release an amount not to exceed $1,400 from the Fish and Wildlife Propagation Fund for costs associated with the update and distribution of 5,000 "Wildlife in Your Backyard" brochures, as recommended by the Internal Operations Committee. (100% Fish and Wildlife Propagation Fund)        September 13, 2016 Contra Costa County Board of Supervisors 34  AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.179 APPROVE the revised 2016-18 Policies and Procedures and Service Plan for the Head Start program, as recommended by the Employment and Human Services Director.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.180 APPROVE the response to Grand Jury Report No.1608, "Welfare Fraud Investigation in Contra Costa County" and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 20, 2016, as recommended by the County Administrator.       AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.181 APPROVE the response to Grand Jury Report No.1616 "Our Children in Need", and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 13, 2016, as recommended by the County Administrator.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover C.182 APPROVE the response to Grand Jury Report No.1613 "Human Resources Management", and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 22, 2016, as recommended by the County Administrator.        AYE: District I Supervisor John Gioia, District II Supervisor Candace Andersen, District III Supervisor Mary N. Piepho, District IV Supervisor Karen Mitchoff, District V Supervisor Federal D. Glover   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 72 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. September 13, 2016 Contra Costa County Board of Supervisors 35 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. Applications for personal subscriptions to the weekly Board Agenda may be obtained by calling the Office of the Clerk of the Board, (925) 335-1900. The weekly agenda may also be viewed on the County’s Internet Web Page: www.co.contra-costa.ca.us STANDING COMMITTEES The Airport Committee (Supervisors Karen Mitchoff and Mary N. Piepho) meets quarterly on the fourth Monday of the month at 12:30 p.m. at Director of Airports Office, 550 Sally Ride Drive, Concord. The Family and Human Services Committee (Supervisors Candace Andersen and Federal D. Glover) meets on the first Monday of the month at 1:00 p.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Finance Committee (Supervisors Federal D. Glover and John Gioia) meets on the second Monday of the month at 1:30 p.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Hiring Outreach Oversight Committee (Supervisors John Gioia and Federal Glover) To be determined The Internal Operations Committee (Supervisors Candace Andersen 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. The Legislation Committee (Supervisors Karen Mitchoff and Mary N. Piepho) meets on the first Thursday of the month at 11:00 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Public Protection Committee (Supervisors John Gioia and Federal D. Glover) meets on the second Monday of the month at 11:00 a.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. The Transportation, Water & Infrastructure Committee (Supervisors Candace Andersen and Mary N. Piepho) meets on the first Thursday of the month at 1:30 p.m. in Room 101, County Administration Building, 651 Pine Street, Martinez. Ad Hoc on Sustainability Committee TBD TBD See Above Airports Committee September 28, 2016 1:30 p.m. See above Family & Human Services Committee October 10, 2016 1:00 p.m. See above Finance Committee October 13, 2016 10:30 a.m. See above Hiring Outreach Oversight Committee October 10, 2016 9:00 a.m.See above Internal Operations Committee September 26, 2016 11:00 a.m. See above Legislation Committee October 10, 2016 10:30 a.m. See above Public Protection Committee September 26, 2016 9:00 a.m. See above September 13, 2016 Contra Costa County Board of Supervisors 36 Transportation, Water & Infrastructure Committee October 13, 2016 1:00 p.m. See above PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE AGENDA, MAY BE LIMITED TO TWO (2) MINUTES A LUNCH BREAK MAY BE CALLED AT THE DISCRETION OF THE BOARD CHAIR 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 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 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 CSA County Service AreaSeptember 13, 2016 Contra Costa County Board of Supervisors 37 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 Syndrome 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 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 PARS Public Agencies Retirement Services September 13, 2016 Contra Costa County Board of Supervisors 38 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 September 13, 2016 Contra Costa County Board of Supervisors 39 RECOMMENDATION(S): Accept the presentation on the attached White Paper from the Mental Health Commission and accept the attached Clarifications on the White Paper from the Behavioral Health Division of the Health Services Department, as recommended by the Mental Health Commission. FISCAL IMPACT: This presentation is informational only. BACKGROUND: At their August 17, 2016 meeting, the Mental Health Commission (MHC) approved presenting the attached MHC White Paper to the Board of Supervisors and including the Health Services Department Behavioral Health Division's Clarifications on the "White Paper" as attached. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: PR.3 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Mental Health Commission White Paper on MH Systems Presentation September 13, 2016 Contra Costa County Board of Supervisors 40 AGENDA ATTACHMENTS MHC White Paper BH Division White Paper Clarifications MINUTES ATTACHMENTS FY 15-16 External Quality Review Final Mental Health Plan Report September 13, 2016 Contra Costa County Board of Supervisors 41 September 13, 2016 Contra Costa County Board of Supervisors 42 September 13, 2016 Contra Costa County Board of Supervisors 43 September 13, 2016 Contra Costa County Board of Supervisors 44 September 13, 2016 Contra Costa County Board of Supervisors 45 September 13, 2016 Contra Costa County Board of Supervisors 46 Behavioral Health Division 7/27/16 Clarifications on the “White Paper” The Behavioral Health Division appreciates the Mental Health Commission’s efforts in identifying areas for improvement. The Behavioral Health Division continues to collaborate with all community stakeholders to address the needs of our consumers. We would like to clarify a number of issues identified in the “White Paper.” Page 1. “The compromised ability of the Adult Clinics and Child/Adolescent Clinics to meet the needs of patients due to understaffing as evidenced by three to four month wait times and a migration of patients in crisis to PES for intervention that is not meant to be a stand-in for treatment.” While it is true that the East County Adult Mental Health Clinic has a 3-4 months wait for a first psychiatrist appointment, it is not the case for all other clinics. Page 1. “The adverse lack of support for families, who are so critical to diagnosis, support and treatment, due to the absence of Family Partner positions in the Children/ Adolescent Clinics and unfilled positions in the adult clinics.” Family Partner positions in the Children/ Adolescent Clinics are all filled. The Adult Family Services Coordinator (Manager) position was filled two months ago. A Family Partner position for the East Adult Clinic was filled last week. Another Family Partner position recruitment for West Adult Clinic is underway. Page 1. “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 the closing of lists.” All nurse positions are filled. We have no nurse position vacancies. Page 1. “The underlying theme of dedicated, quality staff struggling to offer excellent care but undercut by budgets that are generated by a formulaic, a top down process rather than a process that builds up a budget from program needs.” September 13, 2016 Contra Costa County Board of Supervisors 47 The Behavioral Health Division periodically assess and re-assess the ongoing needs of our consumers. When such need is deemed appropriate, the Behavioral Health Division would reach out to the Finance Department to seek approval to expand our service capacity. Page 2. “The Behavioral Health Administration points out the pressing need for access to key outpatient services that are critical for discharge planning from both PES and the inpatient unit of hospital (4C). These services include active case management, adult mobile response teams, drop-in services (e.g. a sobering center), and dual diagnosis treatment.” The Behavioral Health Division does have case management services in all of our clinics to address consumers who have acute needs. While it may not be offered at all clinics, the West County Adult Clinic and East Adult Clinic have developed a model of integrating substance abuse treatment counselors into their existing services. Page 3. “The Family Partner positions must be fully funded in each Children’s Clinic and the Family Service Coordinator positions that have remained unfilled for five years must be filled in each Adult Clinic.” In the Children’s System of Care, the Family Service Coordinator and all Family Partner positions are all filled. In the Adult System of Care, the Family Service Coordinator was filled two months ago and the East County Adult Family Partner position was filled last week. Page 4. “Behavioral Health is committed to working with stakeholders to look at the who picture and to define solutions to housing crisis, but planning meetings without action plans that are implemented remain only a dream, not a needed solution.” Housing and housing with treatment are complex issues. Given that housing is a scarce resource, the Behavioral Health Division organizes a number of housing committees to address the various needs of our consumers. These committee meetings solicit community stakeholder input as required by our funding stream. This includes, for example, the recent development of our Coordinated Housing Entry Program. September 13, 2016 Contra Costa County Board of Supervisors 48 September 13, 2016 Contra Costa County Board of Supervisors 49 September 13, 2016 Contra Costa County Board of Supervisors 50 September 13, 2016 Contra Costa County Board of Supervisors 51 September 13, 2016 Contra Costa County Board of Supervisors 52 September 13, 2016 Contra Costa County Board of Supervisors 53 September 13, 2016 Contra Costa County Board of Supervisors 54 September 13, 2016 Contra Costa County Board of Supervisors 55 September 13, 2016 Contra Costa County Board of Supervisors 56 September 13, 2016 Contra Costa County Board of Supervisors 57 September 13, 2016 Contra Costa County Board of Supervisors 58 September 13, 2016 Contra Costa County Board of Supervisors 59 September 13, 2016 Contra Costa County Board of Supervisors 60 September 13, 2016 Contra Costa County Board of Supervisors 61 September 13, 2016 Contra Costa County Board of Supervisors 62 September 13, 2016 Contra Costa County Board of Supervisors 63 September 13, 2016 Contra Costa County Board of Supervisors 64 September 13, 2016 Contra Costa County Board of Supervisors 65 September 13, 2016 Contra Costa County Board of Supervisors 66 September 13, 2016 Contra Costa County Board of Supervisors 67 September 13, 2016 Contra Costa County Board of Supervisors 68 September 13, 2016 Contra Costa County Board of Supervisors 69 September 13, 2016 Contra Costa County Board of Supervisors 70 September 13, 2016 Contra Costa County Board of Supervisors 71 September 13, 2016 Contra Costa County Board of Supervisors 72 September 13, 2016 Contra Costa County Board of Supervisors 73 September 13, 2016 Contra Costa County Board of Supervisors 74 September 13, 2016 Contra Costa County Board of Supervisors 75 September 13, 2016 Contra Costa County Board of Supervisors 76 September 13, 2016 Contra Costa County Board of Supervisors 77 September 13, 2016 Contra Costa County Board of Supervisors 78 September 13, 2016 Contra Costa County Board of Supervisors 79 September 13, 2016 Contra Costa County Board of Supervisors 80 September 13, 2016 Contra Costa County Board of Supervisors 81 September 13, 2016 Contra Costa County Board of Supervisors 82 September 13, 2016 Contra Costa County Board of Supervisors 83 September 13, 2016 Contra Costa County Board of Supervisors 84 September 13, 2016 Contra Costa County Board of Supervisors 85 September 13, 2016 Contra Costa County Board of Supervisors 86 September 13, 2016 Contra Costa County Board of Supervisors 87 September 13, 2016 Contra Costa County Board of Supervisors 88 September 13, 2016 Contra Costa County Board of Supervisors 89 September 13, 2016 Contra Costa County Board of Supervisors 90 September 13, 2016 Contra Costa County Board of Supervisors 91 September 13, 2016 Contra Costa County Board of Supervisors 92 September 13, 2016 Contra Costa County Board of Supervisors 93 September 13, 2016 Contra Costa County Board of Supervisors 94 September 13, 2016 Contra Costa County Board of Supervisors 95 September 13, 2016 Contra Costa County Board of Supervisors 96 September 13, 2016 Contra Costa County Board of Supervisors 97 September 13, 2016 Contra Costa County Board of Supervisors 98 September 13, 2016 Contra Costa County Board of Supervisors 99 September 13, 2016 Contra Costa County Board of Supervisors 100 September 13, 2016 Contra Costa County Board of Supervisors 101 September 13, 2016 Contra Costa County Board of Supervisors 102 September 13, 2016 Contra Costa County Board of Supervisors 103 September 13, 2016 Contra Costa County Board of Supervisors 104 September 13, 2016 Contra Costa County Board of Supervisors 105 September 13, 2016 Contra Costa County Board of Supervisors 106 September 13, 2016 Contra Costa County Board of Supervisors 107 September 13, 2016 Contra Costa County Board of Supervisors 108 September 13, 2016 Contra Costa County Board of Supervisors 109 September 13, 2016 Contra Costa County Board of Supervisors 110 September 13, 2016 Contra Costa County Board of Supervisors 111 September 13, 2016 Contra Costa County Board of Supervisors 112 September 13, 2016 Contra Costa County Board of Supervisors 113 September 13, 2016 Contra Costa County Board of Supervisors 114 September 13, 2016 Contra Costa County Board of Supervisors 115 RECOMMENDATION(S): ADOPT Resolution No. 2016/527 approving Annexation No. 4 to Flood Control District Drainage Area 67A (DA 67A) and the levy of annual benefit assessments for financing drainage and flood control services, Subdivision 9366, and related actions under the California Environmental Quality Act, Walnut Creek area. DETERMINE that the activity is not subject to the California Environmental Quality Act (CEQA), pursuant to Article 5, Section 15061(b)(3) of the CEQA Guidelines, and DIRECT the Director of the Conservation and Development Department to file a Notice of Exemption with the County Clerk and, AUTHORIZE the Public Works Director/Chief Engineer, or designee, to arrange for payment of a $25 fee to the Conservation and Development Department for processing, and a $50 fee to the County Clerk for filing the Notice of Exemption. FISCAL IMPACT: The proposed assessment is levied $90.45 per year for 14 lots and $77.92 per year for 2 lots. Funds will be collected in DA 67A for use to perform annual maintenance of DA 67A facilities. (100% Drainage Area 67A Funds) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Laura Strobel, County Administrator's Office, Robin Cantu, County Assessor's Office, Bob Campbell, County Auditor-Controller, Letitia Watters, County Auditor-Controller's Office, Brice Bins, County Treasurer-Tax Collector, Mike Carlson, Flood Control, Tim Jensen, Flood Control, Homira Shafaq, Engineering Services, Beth Balita, Finance, Dan Jordan, Flood Control--CWP, Catherine Windham, Flood Control D. 3 To:Contra Costa County Flood Control District Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Hearing to Adopt Resolution approving Annexation No. 4 to Drainage Area 67A, for Subdivision 9366, Walnut Creek area. Project #7575-6D8166, CP #16-32 September 13, 2016 Contra Costa County Board of Supervisors 116 BACKGROUND: The City of Walnut Creek Condition of Approval #20 under the Engineering section for Subdivision 9366 requires the annexation into DA 67A. Subdivision 9366 benefits from DA 67A facilities and is conditioned to annex into DA 67A to pay for its fair share of maintenance of these facilities. On July 12, 2016, the Board adopted Resolution No. 2016/442 announcing its intention to annex 16 new lots created by Subdivision 9366 to DA 67A 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 September 13, 2016, 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 the project and related CEQA is not approved, DA 67A will not receive necessary funding for maintenance of facilities. CLERK'S ADDENDUM CLOSED the public hearing; ADOPTED Resolution No. 2016/527 approving Annexation No. 4 to Flood Control District Drainage Area 67A (DA 67A) and the levy of annual benefit assessments for financing drainage and flood control services, Subdivision 9366, Walnut Creek area; DETERMINED that the activity is not subject to the California Environmental Quality Act (CEQA); DIRECTED the Director of the Conservation and Development Department to file a Notice of Exemption with the County Clerk; and AUTHORIZED the Public Works Director/Chief Engineer, or designee, to arrange for payment of a $25 fee to the Conservation and Development Department for processing, and a $50 fee to the County Clerk for filing the Notice of Exemption AGENDA ATTACHMENTS Resolution No. 2016/527 CEQA Exhibit A Exhibit B Exhibit C Ballot Results Notice MINUTES ATTACHMENTS Signed Resolution No. 2016/527 September 13, 2016 Contra Costa County Board of Supervisors 117 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/527 In The Matter Of: Adopting this Resolution approving Annexation No. 4 to Flood Control District Drainage Area 67A and the Levy of Annual Benefit Assessments for Financing Drainage and Flood Control Services, Subdivision 9366, Walnut Creek Area. (100% Drainage Area 67A Funds) The Board of Supervisors of Contra Costa County, as the governing body of the Flood Control and Water Conservation District (referred to as the "FC District"), RESOLVES as follows: On July 12, 2016, the Board adopted Resolution No. 2016/442 announcing its intention to annex Subdivision 9366 to Drainage Area 67A 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 September 13, 2016, 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. 2016/442, 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. 2016/442; and The Chief Engineer 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 67A and adoption of annual benefit assessments, is not subject to the California Environmental Quality Act (CEQA) pursuant to Article 5, Section 15061(b)(3), of the CEQA 5 September 13, 2016 Contra Costa County Board of Supervisors 118 is not subject to the California Environmental Quality Act (CEQA) pursuant to Article 5, Section 15061(b)(3), of the CEQA Guidelines. The Board hereby AUTHORIZES the Chief Engineer to arrange payment of $25 fee to the Department of Conservation and Development; and a $50 fee to the County Clerk for filing the Notice of Exemption. 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. 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 67A, 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 $93.52 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Laura Strobel, County Administrator's Office, Robin Cantu, County Assessor's Office, Bob Campbell, County Auditor-Controller, Letitia Watters, County Auditor-Controller's Office, Brice Bins, County Treasurer-Tax Collector, Mike Carlson, Flood Control, Tim Jensen, Flood Control, Homira Shafaq, Engineering Services, Beth Balita, Finance, Dan Jordan, Flood Control--CWP, Catherine Windham, Flood Control September 13, 2016 Contra Costa County Board of Supervisors 119 September 13, 2016 Contra Costa County Board of Supervisors 120 September 13, 2016 Contra Costa County Board of Supervisors 121 September 13, 2016 Contra Costa County Board of Supervisors 122 September 13, 2016 Contra Costa County Board of Supervisors 123 September 13, 2016 Contra Costa County Board of Supervisors 124 September 13, 2016 Contra Costa County Board of Supervisors 125 September 13, 2016 Contra Costa County Board of Supervisors 126 September 13, 2016 Contra Costa County Board of Supervisors 127 September 13, 2016 Contra Costa County Board of Supervisors 128 September 13, 2016 Contra Costa County Board of Supervisors 129 September 13, 2016 Contra Costa County Board of Supervisors 130 C:\Users\ttorres\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\TFENH2GP\Final NOE_6-29-16.doc Form Revised: March 2016 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: Trellis Residential Development (Subdivision 9366 , Parcels 3 and 4) Annexation to Drainage Area 67A Project No. WO# WL83PV / FS1600156, CP# 16-32 Project Applicant: Contra Costa County Flood Control and Water Conservation District Project Location – Specific: 2071 Tice Valley Blvd., City of Walnut Creek (APN 189-130-047) Project Location: Central Contra Costa County Project Location – County: Contra Costa Description of Nature, Purpose and Beneficiaries of Project: The activity consists of the annexation of the Trellis Residential Development (Subdivision 9366, Parcels 3 and 4) into Drainage Area 67A (Exhibits A and B). Subdivision 9366 includes construction and operation of a single-family residential community of 53 single-family homes and associated improvements; retention of the existing Tice Valley Community Gymnasium, and demolition of an existing community center and associated structures (Exhibit 2 and Figure 2). Subdivision 9366 is located within the Tice Creek Watershed within Drainage Areas 67 and 67A which contains the Rossmoor flood control detention basin. Drainage Area 67A is the assessment district for the maintenance of Rossmoor flood control detention basin; owners are required to comply with the fee ordinance for Drainage Area 67 and annex Drainage Area 67A. This CEQA documentation covers the annexation of the subdivision into Drainage Area 67A only. The City of Walnut Creek and/or its project applicant will be responsible for any further CEQA assessments and approvals necessary to analyze the impacts of Subdivision 9366 as well as obtaining any applicable County or regulatory permits associated with construction activities for the project. General Plan Conformance may be necessary from the City of Walnut Creek. Name of Public Agency Approving Project: Contra Costa County Name of Person or Agency Carrying Out Project: Contra Costa County Flood Control and Water Conservation District Exempt Status: Ministerial Project (Sec. 21080(b) (1); 15268; Categorical Exemption: Class 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: It can be seen with certainty that there is no possibility that the activity may have a significant adverse effect on the environment, pursuant to Article 5, Section 15061(b)(3) of the CEQA guidelines. Lead Agency Contact Person: Claudia Gemberling - Public Works Dept. 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 California Public Resources Code Section 21152(c). Said notice will remain pos ted for 30 days from the filing date. Signature Title Applicant: Department of Fish and Game Fees Due Public Works Department EIR - $3,070.00 Total Due: $ 75.00 255 Glacier Drive Neg. Dec. - $2,210.25 Total Paid $ Martinez, CA 94553 DeMinimis Findings - $0 Attn: Claudia Gemberling County Clerk - $50 Receipt #: Environmental Services Division Conservation & Development - $25 Phone: (925) 313-2192 September 13, 2016 Contra Costa County Board of Supervisors 131 September 13, 2016 Contra Costa County Board of Supervisors 132 September 13, 2016 Contra Costa County Board of Supervisors 133 ENGINEER’S REPORT FOR ANNEXATION #4 TO CONTRA COSTA FLOOD CONTROL AND WATER CONSERVATION DISTRICT DRAINAGE AREA 67A PREPARED BY THE STAFF OF THE CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT 255 GLACIER DRIVE MARTINEZ, CA 94553 May 2016 September 13, 2016 Contra Costa County Board of Supervisors 134 1. RECOMMENDATION: It is recommended that the Board of Supervisors authorize Annexation Number 4 to Drainage Area 67A 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: Flood Control District Drainage Area 67A, formed on June 23, 1987 per Board of Supervisors Resolution No. 87/391 consists of a portion of the Tice Creek watershed in the vicinity of Walnut Creek. The specific location of the areas to be annexed are described in Exhibit A, and shown in other exhibits on file for Subdivision 9366 in the Engineering Services division of the Public Works Department. 3. ANNEXATION AREA: The proposed annexation consists of 16 lots within Subdivision 9366 that contain approximately four acres. The 16 lots vary in size from 5,934 sq. ft. to 13,580 sq. ft. 4. REASON FOR ANNEXATION: Tice Creek has a long history of flooding and inundation. The storm water runoff from additional development within the watershed will compound the flooding problem. The Rossmoor detention basin, located near Tice Valley Road at Rossmoor Parkway limits the storm water flow reaching the Tice Creek. The benefit received by reduction of flow to Tice Creek reduces the impact of the increase in storm water created by additional development in the watershed, whether upstream or downstream of this detention basin. Therefore, all developments within the Tice Creek watershed benefit to a large degree by the existence of the Rossmoor detention basin. Like all man made facilities, the detention basin requires annual maintenance to ensure that it operates as designed. It is, therefore, equitable in the opinion of the Flood Control District that all properties benefitting by the existence of the detention basin pay a fair share toward its annual maintenance. Therefore, District staff recommends that subdivisions and other developments that will increase the storm water flow to Tice Creek channel be annexed to Drainage Area 67A and have the benefit assessment levied. The annexation to Drainage Area 67A 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 basin 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 surface area of the detention basin to be maintained is approximately 5.3 acres in size. The fiscal year 2016-17 maintenance budget for this basin is approximately $76,000 and there will be about $3,000 in administration costs. Therefore, it is estimated that the annual costs for DA 67A are $79,000.00. A breakdown of these costs is as follows: September 13, 2016 Contra Costa County Board of Supervisors 135 A. Trash rack and fence maintenance $9,000.00 B. Sediment removal $6,000.00 C. Vegetation management $58,000.00 D. Inspection and investigation $3,000.00 E. Administration $3,000.00 Estimated Total Annual Costs $79,000.00 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 storm water 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 16 parcels to be annexed to Drainage Area 67A. 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 59.17 impervious area units (IAU). Each IAU is 1,000 sq. ft. of impervious area. 8. BENEFIT ASSESSMENT IMPLEMENTATION: The annexation to Drainage Area 67A 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 $93.52 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). PRD:DJ G:\fldctl\CurDev\CITIES\Walnut Creek\Sub 9366, Trellis Residential Project\DA 67A Annexation\Annexation Sub 9366 Engr. Report.doc 5/26/16 September 13, 2016 Contra Costa County Board of Supervisors 136 Table A Drainage Area 67A Annexation Number 4 (1) Parcel Designation (2) Parcel Size (square feet) (3) Number of IAU per Parcel* (4) FY 16-17 Maintenance Cost Per IAU** (5) FY 16-17 Assessment (Col. 3 x Col. 4) (6) Maximum (Emergency) Assessment*** Lot 1 Sub 9366 6,376 3.29 $23.68 $77.92 $307.68 Lot 2 Sub 9366 6,409 3.29 $23.68 $77.92 $307.68 Lot 3 Sub 9366 13,412 3.82 $23.68 $90.47 $357.25 Lot 4 Sub 9366 12,485 3.82 $23.68 $90.47 $357.25 Lot 5 Sub 9366 10,606 3.82 $23.68 $90.47 $357.25 Lot 6 Sub 9366 9,904 3.82 $23.68 $90.47 $357.25 Lot 7 Sub 9366 10,305 3.82 $23.68 $90.47 $357.25 Lot 8 Sub 9366 8,363 3.82 $23.68 $90.47 $357.25 Lot 9 Sub 9366 5,934 2.93 $23.68 $69.39 $274.01 Lot 10 Sub 9366 13,580 3.82 $23.68 $90.47 $357.25 Lot 11 Sub 9366 9,504 3.82 $23.68 $90.47 $357.25 Lot 12 Sub 9366 10,496 3.82 $23.68 $90.47 $357.25 Lot 13 Sub 9366 8,858 3.82 $23.68 $90.47 $357.25 Lot 14 Sub 9366 10,316 3.82 $23.68 $90.47 $357.25 Lot 15 Sub 9366 10,624 3.82 $23.68 $90.47 $357.25 Lot 16 Sub 9366 11,363 3.82 $23.68 $90.47 $357.25 Sub 9366 total 59.17 Current DA 67A IAU 3276.52 New DA 67A IAU 3335.69 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 $79,000 / Total number of IAU’s. *** Maximum Assessment determined by adjusting the maximum assessment approved in DA 67A formation document ($50) by Caltrans “Price Index for Selected California Construction Items” to current year, resulting in $93.52. Maximum assessment value is updated annually. September 13, 2016 Contra Costa County Board of Supervisors 137 September 13, 2016 Contra Costa County Board of Supervisors 138 September 13, 2016 Contra Costa County Board of Supervisors 139 September 13, 2016 Contra Costa County Board of Supervisors 140 RECOMMENDATION(S): OPEN the public hearing, RECEIVE testimony, and CLOSE the public hearing. ADOPT Resolution No. 2016/529, establishing planning fees for review of projects under the purview of the Airport Land Use Commission. FISCAL IMPACT: No impact to the General Fund. Costs are currently covered by the Airport Enterprise Fund and will be replaced by the subject fee charged to project sponsors. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Robert Sarmiento (925) 674-7822 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D. 4 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Adoption of Airport Land Use Commission Fee Schedule September 13, 2016 Contra Costa County Board of Supervisors 141 BACKGROUND: The Department of Conservation and Development (DCD) provides staff support to the Airport Land Use Commission (ALUC), due to the land-use planning aspect of the role. Currently, the Public Works Department (Airports Division) reimburses DCD staff charges through its operating budget, which is sourced from the Airport Enterprise Fund. DCD is proposing a County ALUC fee schedule so that costs associated with ALUC project review and other Commission actions can be recouped from project applicants instead of the Airport Enterprise Fund. Public Utilities Code Section 21671.5 and Government Code Section 66016 authorize counties to establish and adopt planning fees for projects under the purview of Airport Land Use Commissions, and authorize those fees to be charged to project applicants. At the August 24, 2016 ALUC meeting, the Commission recommended the establishment of an ALUC fee schedule (Exhibit A), consistent with the following fees: Initial Review by ALUC Staff - $500 deposit, plus time and materials Review by the ALUC - $2,500 deposit, plus time and materials A project is under the purview of the ALUC if it is in the Airport Influence Area, a specific geographic area designated in the County's Airport Land Use Compatibility Plan (ALUCP). All projects that require ALUC review go through an initial review by ALUC staff to determine if the project conforms with the ALUCP. This initial review is proposed to require a $500 deposit, plus time and materials. If the project conforms to the ALUCP, no further action is required. If the project does not conform to the ALUCP, the project is referred to the ALUC for its review. Before the ALUC hearing, staff conducts additional review of the project and develops a staff report. The cost for a project referred to the ALUC for review is proposed to be an additional $2,500 deposit, plus time and materials. These fees are based on the hourly rate of staff multiplied by the average number of hours to review a project. Currently, the hourly rate of ALUC staff is $172.30. In the case of a project that is referred to the ALUC, the costs to prepare a staff report and hold an ALUC hearing are included. If the ALUC staff costs exceeds the initial deposit, additional charges based on the hourly rate of the staff time and materials will be assessed. If ALUC staff costs are less than the deposit, all unused fees are refunded back to the applicant. The "Initial Review" deposit was initially proposed by staff to be a flat fee consistent with the fee study and how other jurisdictions administer their fee. The ALUC expressed concern that the $500 flat fee could be excessive in the circumstance of a simple project. In response to this concern staff proposed to change the initial review to be a deposit, subject to refund of unused funds. DCD has determined that these fees will not exceed the estimated reasonable cost of providing the services for which the fees are charged. Exhibit B identifies the process taken by staff to calculate the appropriate fee amounts to recoup the cost of ALUC review of a project application. The ALUC Fee Schedule is effective 60 days following adoption of the fee resolution. CONSEQUENCE OF NEGATIVE ACTION: If the ALUC fee schedule is not adopted, ALUC activities will continue to be funded through the Airport Enterprise Fund. CLERK'S ADDENDUM September 13, 2016 Contra Costa County Board of Supervisors 142 Speaker: Tom Weber, resident of Pleasant Hill. CLOSED the public hearing; and ADOPTED Resolution No. 2016/529, establishing planning fees for review of projects under the purview of the Airport Land Use Commission. AGENDA ATTACHMENTS Resolution No. 2016/529 Exhibit A - Draft ALUC Fee Schedule Exhibit B - Process to Calculate Fee Amounts MINUTES ATTACHMENTS Signed Resolution No. 2016/529 September 13, 2016 Contra Costa County Board of Supervisors 143 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/529 RESOLUTION APPROVING THE ADOPTION OF A FEE SCHEDULE THAT LEVIES FEES ON PROJECT PROPONENTS FOR SERVICES PROVIDED BY THE CONTRA COSTA COUNTY AIRPORT LAND USE COMMISSION. WHEREAS Contra Costa County is the designated Airport Land Use Commission (ALUC) for Contra Costa County; and WHEREAS California Public Utilities Code Section 21671.5 allows ALUCs to charge project proponents for the cost of project reviews conducted by them; and WHEREAS California Government Code Section 66016 requires that fees be based on studies that present a reasonable estimate of the costs of providing the service for which the ALUC is charged; and WHEREAS the Contra Costa County ALUC desires to adopt a fee schedule, pursuant to Public Utilities Code Section 21671.5, to charge project proponents for review of their projects, in order to recoup the full cost of providing such services; and WHEREAS a cost estimate fee study was undertaken to determine a reasonable cost of providing the services, and to ensure that the new fees represent a reasonable amount that does not exceed the cost of providing services for which the ALUC is charged. ↵NOW, THEREFORE, BE IT RESOLVED that the Contra Costa County Board of Supervisors adopts the ALUC fee schedule, as follows: -Initial review by ALUC Staff - $500 deposit, plus additional fees for time and materials, at the hourly rate of the ALUC staff, if the cost of ALUC staff time exceeds the initial deposit. At the conclusion of review, any unused fees will be refunded to the applicant. -Review by the Commission - $2,500 deposit, plus additional fees for time and materials, at the hourly rate of the ALUC staff, if the cost of ALUC staff time exceeds the initial deposit. At the conclusion of review, any unused fees will be refunded to the applicant. BE IT FURTHER RESOLVED that the Contra Costa County Board of Supervisors finds that: The fee schedule is for the purpose of recouping costs incurred by the ALUC for reviewing project applications.1. The fee schedule shall become effective 60 days after Board adoption.2. The fee schedule may be adjusted as needed by the Board of Supervisors to ensure full recoupment of costs incurred by ALUC staff and the Commission review of project applications. 3. Contact: Robert Sarmiento (925) 674-7822 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: 5 September 13, 2016 Contra Costa County Board of Supervisors 144 September 13, 2016 Contra Costa County Board of Supervisors 145 Project Action Fee Initial Staff Review $500 deposit, plus time and materials* Review by ALUC**$2,500 deposit, plus time and materials* Draft Contra Costa County Airport Land Use Commission (ALUC) Fee Schedule *All unused fees will be refunded back to the applicant. **Includes additional review and preparation for presentation to the ALUC by staff.September 13, 2016 Contra Costa County Board of Supervisors 146 Process to Calculate Fee Amounts for the Airport Land Use Commission (ALUC) Fee Schedule  Staff identified the following: o Average number of hours for staff to review a project application for conformance with the County Airport Land Use Compatibility Plan (ALUCP). o Average number of hours to review a project application that does not conform to the County ALUCP and is referred to the ALUC for its review.  Staff reviewed historical ALUC project applications and workload to determine the average number of hours.  After reviewing historical project application information, staff multiplied the following: o Average number of hours to review a project applications for conformance with the County ALUCP by the staff hourly rate to determine the proposed fee for an initial review of a project. o Average number of hours to process a project application that does not conform to the County ALUCP by staff hourly rate to determine the proposed fee for a project that is referred to the ALUC. September 13, 2016 Contra Costa County Board of Supervisors 147 RECOMMENDATION(S): 1. Acknowledge that the Health Services Department has operated a Homeless Program under a grant award by the Health Resources and Services Administration (HRSA) since 1999. 2. Acknowledge that the Homeless Program has been operating under a HRSA waiver which allowed the Board of Supervisors to meet HRSA governance requirements by receiving input from a Consumer Advisory Board and through the Contra Costa Council on Homelessness. 3. Acknowledge that the Homeless Program was informed that HRSA will no longer be approving governance waivers after the current project period ending January 21, 2017. 4. Acknowledge that HRSA recognizes the difficulty public agencies have in meeting certain grant governance requirements and has developed a "Co-Applicant" option in lieu of a waiver. 5. Acknowledge that the HRSA Co-Applicant option requires (a) the creation of a Co-Applicant Board with a 51% consumer membership and (b) a Co-Applicant Agreement which outlines the operational aspects of the Co-Applicant Board interaction with the Homeless Program. 6. Acknowledge that approval of the Co-Applicant Board option will neither APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Pat Godley 7-5405 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D. 5 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Health Care for the Homeless Program Co-Applicant Board September 13, 2016 Contra Costa County Board of Supervisors 148 RECOMMENDATION(S): (CONT'D) impact nor change the role of the Consumer Advisory Board or the Contra Costa Council on Homelessness. 7. Accept the Recommendation of the Health Services Director to implement the Co-Applicant option. 8. APPROVE and AUTHORIZE the Health Services Department Director or designee to execute the attached "Agreement Between the County of Contra Costa Health Services Department and the Contra Costa County Health Care for the Homeless Program” (the Co-Applicant Agreement) and amend it from time to time as needed; and approve the execution of the attached "Contra Costa County Health Services Department Health Care for the Homeless Program Co-Applicant Board Bylaws" (the Bylaws) as recommended by the Health Services Department Director. 9. APPROVE and AUTHORIZE the Health Services Department Director to make non-substantive, non-policy revisions to the Co-Applicant Agreement and Bylaws to meet HRSA requirements prior to execution, subject to County Counsel’s approval as to form. FISCAL IMPACT: The Health Care for the Homeless Program (the Program) is 100% federally grant-funded by the Health Resources and Services Administration (HRSA). There is no General Fund impact. Pursuant to Section 330 of the Public Health Services Act, a condition of this funding includes compliance with HRSA’s governance requirements. The Health Services Director’s recommended actions will maintain compliance with those requirements. If the Program falls out of compliance, HRSA will eliminate the Program's grant funds, which total $3,109,320 per year. Additionally, the Health Services Department will be unable to maintain its Federally Qualified Health Center (FQHC) status. FQHC status results in enhanced Medi-Cal funding. BACKGROUND: The Program provides specialized health care services to homeless individuals throughout the County. The Program provides medical, dental, and behavioral health care, and case management, outreach and eligibility assistance. The Health Services Department (HSD) has operated the Program under an HRSA grant award since 1999. HRSA has always imposed conditions relating to Program governance, but due to the structure of county health departments, participating counties such as Contra Costa were unable to meet those conditions. In response, HRSA approved governance waivers, which allowed the Program to operate lawfully. The HRSA has announced it will no longer be issuing governance waivers. Contra Costa County’s governance waiver will remain in effect until January 31, 2017, when the current project period ends. Recognizing this will be a hardship to counties, the HRSA has developed the Co-Applicant Board option, which counties may implement to achieve compliance in lieu of the waiver. To implement the Co-Applicant Board option, HSD must develop a co-applicant governing board (the “Co-Applicant Board”) to meet HRSA’s governance requirements. Under this arrangement, HSD receives the three-year grant, and the Co-Applicant Board serves as the governing board for the Program. HRSA will consider both the HSD and the Co-Applicant Board collectively as the health center. Together, HSD and the Co-Applicant Board will meet all HRSA governance requirements. HSD has developed and attached the two required governance documents. These are: (A) Co-Applicant Board By-Laws, which sets forth the procedures that govern meetings and the operation of the board. (B) Co-Applicant Agreement — The agreement between HSD and the Health Care for the Homeless Program regarding the Co-Applicant Board’s governance structure and the responsibilities of the co-applicants. The Co-Applicant Board will be subject to the Ralph M. Brown Act, with members initially to be appointed by HSD and thereafter to be selected by the Co-Applicant Board itself and the HSD. The Co-Applicant Board will provide reports to the Joint Conference Committee twice each year. September 13, 2016 Contra Costa County Board of Supervisors 149 The Co-Applicant Board: • Will be composed of individuals, a majority of whom (at least 51%) are being served by CCHS, • Will meet at least monthly, • Will select the services to be provided by the Program, • Will approve the Program’s annual budget, • Will approve the selection of the Program’s director. The County: • Will retain all authority over hiring and firing decisions about County employees, including the employee serving as the Program Director, • Will retain authority over general CCHS policies and budgetary and policy control over any County-provided funds or resources, • Through the Board of Supervisors retains the power to terminate the Co-Applicant Board at any time, • Through the Board of Supervisors retains authority for the establishment of fiscal policies and personnel policies. HSD will leverage relationships developed through the Homeless Consumer Advisory board to find consumer members for the Co-Applicant Board. The Contra Costa Council on Homelessness will not be affected by this governance structure change; they will continue to provide governance to the Contra Costa Continuum of Care. CONSEQUENCE OF NEGATIVE ACTION: If not approved, the Health Care for the Homeless Program will not be eligible to receive $3,109,320 in grant funding, and will not qualify for the enhanced Medi-Cal funding by virtue of its FQHC status. CHILDREN'S IMPACT STATEMENT: None ATTACHMENTS Contra Costa Co-Applicant By-Laws Co Applicant agreement September 13, 2016 Contra Costa County Board of Supervisors 150 1 @BCL@CC154428.docx CONTRA COSTA COUNTY HEALTH SERVICES DEPARTMENT HEALTH CARE FOR THE HOMELESS PROGRAM CO-APPLICANT BOARD BYLAWS Article 1: Name This body shall be known as the Contra Costa County Health Services Department Health Care for the Homeless Program Co-Applicant Board (the “Co-Applicant Board”). Article 2: Purpose The Contra Costa County (“County”) Health Services Department (“HSD”) has applied for and received a grant from the United States Department of Health and Human Services Health Resources and Services Administration (“HRSA”) pursuant to Section 330(h) of the Public Health Service Act (the “Act”) to support the planning for and delivery of services to medically underserved populations, including the homeless. The grant funds support the HSD’s Health Care for the Homeless Program (the “Program”). The Co-Applicant Board is the consumer- and community-oriented board whose role it is under regulations applicable to these grants from HRSA to provide guidance and oversight of the Program included in the HRSA scope of project. The Co-Applicant Board is necessary because the County cannot independently meet all applicable HRSA governance requirements. The Co-Applicant Board shall set priorities and policies for the Program, assist the Program in promoting its goals, provide input and feedback to generally assist the development, implementation, and evaluation of the Program, and serve as the governing board of the Program, carrying out the responsibilities detailed in Article 3 (in coordination with the County Board of Supervisors and HSD). In addition to these Bylaws, a co-applicant agreement is required by HRSA to describe the delegation of authority and define roles, responsibilities, and authorities, including shared roles and responsibilities in carrying out applicable governance functions related to the Program. The County has delegated the responsibilities for executing, implementing, and amending as needed such co- applicant agreement to the HSD. Article 3: Mission Statement The mission of the Healthcare for the Homeless Co-Applicant Board is to oversee, guide and assist the Program in its efforts to deliver high quality health care to a diverse and medically underserved community. The Co-Applicant Board will use its skills, expertise and life experience to make the policies and operational decisions which will provide the best benefit the Program client. September 13, 2016 Contra Costa County Board of Supervisors 151 2 @BCL@CC154428.docx Article 4: Responsibilities The Co-Applicant Board has specific responsibilities pursuant to the governance requirements of the HSD’s health care grant from HRSA. The Co- Applicant Board shall generally set the policies and priorities for the Program. At the same time, the County is a public entity. Therefore, the County Board of Supervisors retains authority over the County’s general fiscal and personnel policies and decisions. Because the Co-Applicant Board retains decision- making authority on duties and authorities beyond the general types of fiscal and personnel policies, the co-applicant arrangement shall allow for the Co- Applicant Board and HSD to work collaboratively in the exercise of governance responsibilities. The Co-Applicant Board’s responsibilities include setting the Program’s policies and priorities as outlined by this Section. Subject to the limitations of Article 5, the Co-Applicant Board’s responsibilities shall include the following: A. Selection, retention, dismissal and performance evaluation of the Program Director; B. Working collaboratively with the Program and the HSD in the exercise of the Co-Applicant Board’s governance responsibilities and to ensure that the Program is operated pursuant to all applicable program requirements and grant conditions, related federal statutes, rules, and regulations, and other Federal, State, and local laws and regulations; C. Reviewing the scope and availability of services to be delivered, including selecting services beyond those required in law to be provided, and the location and hours of operation of the Program; D. Reviewing and setting financial priorities of the Program, developing the Program’s annual operating and capital budgets, approving the Program budget covering all Program, and reviewing and accepting any appropriations made available by the County Board of Supervisors; E. Setting general policies necessary and proper for the efficient and effective operation of the Program; F. Evaluating the effectiveness of the Program in making services accessible to the Program’s target populations; September 13, 2016 Contra Costa County Board of Supervisors 152 3 @BCL@CC154428.docx G. Setting and reviewing separate policies and procedures for hearing and resolving grievances relating to the Program; H. Setting and reviewing separate policies and procedures for ensuring quality of care under the Program, including any quality audit procedures; I. Approving grant applications and other documents necessary to establish and maintain the Program, including being identified as a co-applicant and individual governing board members as may be required in relation to future grant applications; J. Requesting, being apprised of, and reviewing financial reports and audits relating to the Program; K. Making the Co-Applicant Board’s records available for inspection at all reasonable times as required by law; L. Filling vacancies, selecting voting members by majority vote, and removing voting members as permitted by these Bylaws; M. Engaging in long-term strategic planning, including regular updating of the Program’s mission, goals and plans; N. Providing bi-annual reports to the HSD Joint Conference Committee providing updates on the Program; O. Adopt the fee schedule for services rendered to the Program’s target populations and approve the policy for discounting charges (i.e., a sliding fee scale) for the Program’s target populations based on the client’s ability to pay for said services. Article 5: Limitations of Authority The County Board of Supervisors shall maintain the sole authority to set general fiscal and personnel policy, such as internal control procedures to ensure sound financial management, purchasing policies, standard employee selection, performance review, dismissal and evaluation, employee compensation including wage and salary scales, benefits, position descriptions and class, employee grievance procedures and equal opportunity practices. The Co- Applicant Board may not take any action which is inconsistent with or which alters the scope of any policy set by the County Board of Supervisors on fiscal or personnel issues September 13, 2016 Contra Costa County Board of Supervisors 153 4 @BCL@CC154428.docx Article 6: Members Section A - Member Qualifications 1. There shall be between nine (9) and twenty-five (25) voting members of the Co-Applicant Board. (a) Consumer Members More than one-half of the voting members of the Co-Applicant Board shall be individuals who are served by the Program (the “Consumer Members”). The Consumer Members, as a group, shall represent the Program’s population in terms of demographic factors such as ethnicity, race and gender. (b) Community Members The remaining voting members of the Co-Applicant Board (the “Community Members”) shall have expertise in community affairs, local government, finance and banking, managed care, legal affairs, trade unions, community service agencies, and/or other commercial or industrial concerns. No more than one- half (50%) of these Community Members may derive more than ten percent (10%) of their annual income from the health care industry. (c) Modification to Consumer and Community Membership Numbers The Co-Applicant Board composition requirements of (a) and (b) above shall not apply if, and to the extent that, the United States Secretary of Health and Human Services authorizes a waiver relating to such composition. 2. No voting member of the Co-Applicant Board shall be an employee or the immediate family member of an employee of the HSD, with “immediate family member” referring to being a parent, spouse, domestic partner, sibling or child (biological, adopted, step-, or half-); however, a voting member of the Co- Applicant Board may be a non-HSD employee of Contra Costa County. No member shall have a personal financial interest which would constitute a conflict of interest. Section B – Responsibility to Attend Board Meetings All voting members of the Co-Applicant Board must attend all Co-Applicant Board meetings. Section C – Program Director 1. HSD shall initially select an acting Program Director, a County employee, who will fulfill the duties of Program Director until such time as the Co-Applicant Board selects a Program Director. The Program Director shall have direct September 13, 2016 Contra Costa County Board of Supervisors 154 5 @BCL@CC154428.docx administrative responsibility for the operation of the Program. 2. The Program Director shall be a non- voting, ex officio member of the Co- Applicant Board. In addition, the HSD may designate additional non-voting ex officio members of the Co-Applicant Board. Section D – Appointment of Members The initial Consumer Members and Community Members of the Co-Applicant Board shall be appointed by the HSD. Thereafter, Consumer Members shall be determined and appointed by the Co-Applicant Board and Community Members shall be determined and appointed by the HSD, in accordance with these Bylaws. Article 7: Nominations, Applications, & Selection of Voting Members Anyone may nominate a person for voting membership on the Co-Applicant Board so long as the nominee meets the membership requirements of these Bylaws. Nominations shall be given to the Secretary or to the Chair. A list of nominees and other applicants for Consumer Members shall be presented to the Co-Applicant Board at a meeting between two and four months in advance of the expiration of terms for voting membership positions which are up for selection. A nominee may decline nomination. Each proposed new or returning Consumer Member who is nominated or who applies shall be separately selected by a majority vote of these members present and voting at the Co-Applicant Board meeting designated for such selections. A nominee or applicant who is so selected for voting membership shall begin his or her new term immediately upon the end of the term of the prior holder of the seat for which the selection was held. The Secretary or the Chair shall forward any nominations for Community Members to the HSD between two and four months in advance of the expiration of terms for voting membership positions which are up for selection. Article 8: Term of Office For the initial appointments, one-half of the voting members of the Co-Applicant Board shall serve a term of two (2) years and the other half of the voting members shall serve a term of four (4) years. The term of each Co-Applicant Board member selected thereafter shall be four (4) years. Any vacancies in or removals from the Co-Applicant Board membership shall occur pursuant to these. September 13, 2016 Contra Costa County Board of Supervisors 155 6 @BCL@CC154428.docx There is no limit on the number of terms a member of the Co-Applicant Board may serve. Article 9: Vacancies The Co-Applicant Board shall have the ability to appoint Consumer Members to fill vacancies to complete a term, following the procedures outlined in Article 6. The HSD shall have the ability to appoint Community Members to fill vacancies to complete a term, following the procedures outlined in Article 6. Anyone selected to fill a vacancy shall fill the remainder of the term. Article 10: Removal Any member of the Co-Applicant Board may be removed whenever the best interests of the HSD or the Co-Applicant Board will be served by the removal. A member may be removed pursuant to this Article by a vote of two-thirds (2/3) of the total number of members then serving on the Co-Applicant Board. Continuous and frequent absences from the Co-Applicant Board meetings, without reasonable excuse, shall be among the causes for removal. In addition, the HSD retains the power to remove any Community Member for cause. Article 11: Conflict of Interest Voting members of the Co-Applicant Board are subject to the same conflict of interest rules and reporting requirements which are applicable to County boards, commissions, and advisory committees. A conflict of interest is a transaction with the HSD, any part of the HSD, or with any other entity in relation to which a Co-Applicant Board member has a direct or indirect economic or financial interest. A conflict of interest or the appearance of conflict of interest by Co-Applicant Board members, employees, consultants, and those who furnish goods or services to the HSD, must be declared. Co-Applicant Board members are required to declare any potential conflicts of interest by completing a conflict of interest declaration form. In situations when conflict of interest exists for a member, the member shall declare and explain the conflict of interest. No member of the Co-Applicant Board shall vote in a situation where a personal conflict of interest exists for that member; however, a member of the Co-Applicant Board who has a conflict of interest may still provide input regarding the matter that created the conflict. September 13, 2016 Contra Costa County Board of Supervisors 156 7 @BCL@CC154428.docx Article 12: Compensation Except for any employees of the County who serve on the Co-Applicant Board pursuant to these Bylaws, members of the Co-Applicant Board are to be volunteers in relation to their work for the Co-Applicant Board and shall not receive compensation for their participation on the Co-Applicant Board. No member of the Co-Applicant Board shall be deemed an employee of the County by virtue of their work on the Co-Applicant Board. County employees who serve as members of the Co-Applicant Board may receive their normal salary and benefits for time spent working on the Co-Applicant Board. Article 13: Meetings Section A - Regular Meetings The Co-Applicant Board shall meet monthly at a location provided by or arranged by the HSD. All meetings of the Co-Applicant Board, including, without limitation, regular, special, and adjourned meetings, shall be called, publicly noticed, held, and conducted in accordance with the provisions of the Ralph M. Brown Act (commencing with Section 54950 of the California Government Code), as amended (the “Brown Act”) and the Contra Costa County Better Government Ordinance (Contra Costa County Code Chapter 25-2). Minutes of each meeting shall be kept and digitally stored by the Program. Section B - Conduct of Meeting The meeting shall be conducted in an orderly manner as deemed appropriate by the Chair. Section C - Notice, Agenda, and Supportive Materials 1. Written notice of each regular meeting of the Co-Applicant Board, specifying the time, place, and agenda items, shall be sent to each member not less than ninety-six (96) hours prior to the meeting. 2. The agenda of each meeting shall be posted in a public notice area in accordance with the Brown Act and Better Government Ordinance not less than ninety-six (96) hours prior to the meeting except as permitted by law. September 13, 2016 Contra Costa County Board of Supervisors 157 8 @BCL@CC154428.docx Section D - Special Meetings To hold a special meeting, advance notice of such meeting shall be given as required by law. Section F - Quorum and Voting Requirements 1. A quorum is necessary to conduct business and make recommendations. A quorum shall be constituted by the presence of a majority of the members of the Co-Applicant Board then in existence. 2. A majority vote of those Co-Applicant Board members present is required to take any action. 3. Each voting member shall be entitled to one vote. Only members who are present (as defined in Subsection F.1, above) are permitted to vote; no proxy votes will be accepted. 4. Attendance at all meetings shall be recorded on a sign-in sheet. The names of members attending shall be recorded in the official minutes. 5. The Program Director or his/her designee shall attend all meetings of the Co-Applicant Board but shall not be entitled to vote. Article 14: Officers The Officers of the Co-Applicant Board shall be the Chair, the Vice-Chair, and the Secretary. The Chair and Vice-Chair of the Co-Applicant Board shall be chosen from among the voting members of the Co-Applicant Board. The Program Director or his/her designee shall be the Secretary of the Co-Applicant Board. Section A - Nomination & Election Anyone may nominate from the Co-Applicant Board membership candidates for Chair and Vice-Chair. Nominations shall be given to the Secretary. A nominee may decline nomination. The Chair and Vice- Chair shall be elected annually by a majority vote of members present and voting. Section B - Term of Office The Chair and Vice-Chair shall be elected for a term of one (1) year or, if applicable, for any portion of an unexpired term thereof, and shall be eligible for reelection for a maximum of three (3) additional terms. A term of office for an officer shall start January 1 and shall terminate December 31 of the year for September 13, 2016 Contra Costa County Board of Supervisors 158 9 @BCL@CC154428.docx which they are elected, or they shall serve until a successor is elected. Section C - Vacancies Vacancies created during the term of an officer of the Co-Applicant Board shall be filled for the remaining portion of the term by special election by the Co- Applicant Board at a regular meeting in accordance with this Article. Section D - Responsibilities The officers shall have such powers and shall perform such duties as from time to time shall be specified in these Bylaws or other directives of the Co-Applicant Board. 1. Chair The Chair shall preside over meetings of the Co-Applicant Board and shall perform the other specific duties prescribed by these Bylaws or that may from time to time be prescribed by the Co-Applicant Board. 2. Vice-Chair The Vice-Chair shall perform the duties of the Chair in the latter’s absence and shall provide additional duties that may from time to time be prescribed by the Co-Applicant Board. 3. Secretary The Secretary or the Secretary’s designee shall take minutes of the meetings, submit those minutes to the Co-Applicant Board for approval, and see to the proper distribution and storage of the minutes. Article 15: Committees The Co-Applicant Board may designate one or more committees to address specific issues. Any such committee is limited to a membership of fewer than half the members of the Co-Applicant Board. Only Co-Applicant Board members can be part of the Co-Applicant Board committees. Committees may invite persons from the community, who are not members of the Co-Applicant Board, to provide feedback about a specific issue. Committees shall operate pursuant to the Brown Act and the Better Government Ordinance. Article 16: Amendments These Bylaws may be amended at any meeting of the Co-Applicant Board at September 13, 2016 Contra Costa County Board of Supervisors 159 10 @BCL@CC154428.docx which a quorum is present upon agreement by two-thirds (2/3) of those present and voting. At least fourteen (14) days written notice must be given to each member of the Co-Applicant Board of the intention to alter, amend, or adopt new Bylaws at such meetings, and such notice must include the text of the proposed alteration, amendment, or substitution. Bylaw changes which are approved by the Co-Applicant Board and which are inconsistent with or in opposition to established Contra Costa County policies and procedures are not effective unless approved by the County Board of Supervisors. Article 17: Program Termination The Co-Applicant Board shall remain in existence for as long as required to remain eligible for receipt of funding from the United States Government under Section 330 of the Act or any successor law that requires the existence of the Co-Applicant Board. In the event the Program is terminated or is no longer funded by HRSA, the Co-Applicant Board shall cease to operate. Notwithstanding the foregoing, the County Board of Supervisors may terminate the Co-Applicant Board at any time; provided, however, that any such termination may impact funding under Section 330 of the Act. Date: _________ ___ Chair, Contra Costa County Board of Supervisors Date: Chair, Co-Applicant Board September 13, 2016 Contra Costa County Board of Supervisors 160 1 @BCL@6C0ECAA8.docx AGREEMENT BETWEEN THE COUNTY OF CONTRA COSTA HEALTH SERVICES DEPARTMENT AND CO-APPLICANT BOARD OF THE CONTRA COSTA COUNTY HEALTH CARE FOR THE HOMELESS PROGRAM THIS AGREEMENT, is entered into on this _____day of ______________ 2016, by and between Contra Costa County Health Services Department, hereinafter called "Health Services Department," and the Co-Applicant Board of the Contra Costa County Health Care for the Homeless Program, hereinafter called “Co-Applicant Board” and “Program," respectively. This Agreement is required by the United States Department of Health and Human Services Health Resources and Services Administration ("HRSA") to describe the delegation of authority and define roles, responsibilities, and authorities, including any shared roles and responsibilities in carrying out applicable governance functions related to the Program. Contra Costa County (“County”) has delegated responsibilities under this Agreement to the Health Services Department. NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS: SECTION 1. Establishment of Co-Applicant Board. Contra Costa County Board Order ____________ approves the Contra Costa County Health Services Department’s Health Care for the Homeless Program Co- Applicant Board (the “Co-Applicant Board”). The Co-Applicant Board will serve as the governance structure for the Program, will do so in accordance with its bylaws, will do so in conjunction with the Health Services Department, and shall exercise the governance powers for the Program as set forth in this Agreement. SECTION 2. Co-Applicant Board Membership and Meetings A. Membership: As set forth in the Co-Applicant Board Bylaws, the Co- Applicant Board Membership will comply with the Section 330 of the Public Health Service Act (“Section 330”) requirements applicable to the Program. The Co-Applicant Board shall consist of at least nine (9) and a maximum of twenty-five (25) voting members. More than one-half of the voting members of the Co- Applicant Board shall be individuals who are served by the Program (the “Consumer Members”). The remaining voting members of the Co-Applicant Board (the “Community Members”) shall have a commitment to the populations that utilize the Program and the special needs of those populations, and they shall possess expertise in community affairs, local government, finance and banking, legal affairs, trade unions, community service agencies, managed care and/or other commercial or industrial concerns. No more than one-half (50%) of these Community Members may September 13, 2016 Contra Costa County Board of Supervisors 161 2 @BCL@6C0ECAA8.docx derive more than ten percent (10%) of their annual income from the health care industry. No voting member of the Co-Applicant Board shall be an employee of or an immediate family member of an employee of the Health Services Department, with “immediate family member” referring to being a parent, spouse, domestic partner, sibling, or child (biological, adopted, step-, or half- ); however, a member of the Co-Applicant Board may be an employee of the County. No members shall have a personal financial interest which would constitute a conflict of interest. The Program Director shall be a County employee and shall be a non- voting ex officio member of the Co-Applicant Board. In addition, the Health Services Department may designate additional non-voting ex officio members of the Co-Applicant Board. B. Meetings: The Co-Applicant Board shall meet monthly at a location provided for or arranged by the Health Services Department. All meetings of the Co- Applicant Board, including, without limitation, regular, special, and adjourned meetings, shall be called, publicly noticed, held, and conducted in accordance with the provisions of the Ralph M. Brown Act (commencing with Section 54950 of the California Government Code), as amended. Minutes of each meeting shall be kept and digitally stored by the Program. C. Quorum: A quorum is necessary to conduct business and make recommendations. A quorum shall be constituted by the presence of a majority of the voting members of the Co-Applicant Board then in existence. A majority vote of those voting Co-Applicant Board members present is required to take any action and each voting member shall be entitled to one vote. SECTION 3: Co-Applicant’s Board’s Roles and Responsibilities The Co-Applicant Board shall exercise all programmatic and policy-setting authority for the Program except as set forth in Section 4. Responsibilities shall specifically include: A. Making decisions regarding the selection and continued leadership of the Program Director and providing input to the Health Services Department regarding evaluation of the Program Director, however the Co-Applicant Board does not have authority to hire or fire any County employee and County employment must still meet all County requirements. B. Evaluating Program activities, including services utilization patterns, productivity of the Program, patient satisfaction, achievement of project objectives, and the process for hearing and resolving patient grievances; C. Providing input to the Health Services Department on the fee schedule for September 13, 2016 Contra Costa County Board of Supervisors 162 3 @BCL@6C0ECAA8.docx services rendered to the Program’s target populations and determining the policy for discounting charges (i.e., a sliding fee scale) for the Program’s target populations based on the client’s ability to pay for said services, and establishing billing and collection policies for the Program; D. Working with the Program and the Health Services Department to ensure that the Program is operated pursuant to all applicable program requirements and grant conditions, related federal statutes, rules, and regulations, and other Federal, State, and local laws and regulations; E. Reviewing and setting the scope and availability of services to be delivered by and the location and hours of operation of the Program; F. Reviewing and setting financial priorities of the Program, reviewing and setting the Program budget covering all Program services, with reimbursement for costs incurred, and reviewing and accepting any appropriations made available by the County Board of Supervisors; G. Setting general policies necessary and proper for the efficient and effective operation of the Program; H. Evaluating the effectiveness of the Program in making services accessible to the Program’s target population; I. Setting and reviewing separate policies and procedures for hearing and resolving grievances relating to the Program; J. Setting and reviewing separate policies and procedures for ensuring quality of care under the Program, including any quality audit procedures; K. Approving grant applications and other documents necessary to establish and maintain the Program, including being identified as a co- applicant in relation to future grant applications; L. Requesting, being apprised of, and reviewing financial reports and audits relating to the Program; M. Making the Co-Applicant Board’s records available for inspection at all reasonable times as required by law; N. Filling vacancies, selecting voting members by majority vote, and removing voting members as permitted by the Bylaws; O. Engaging in long-term strategic planning, including regular updating of the Program’s mission, goals and plans; P. Adopt the fee schedule for services rendered to the Program’s target populations and approve the policy for discounting charges (i.e., a sliding fee scale) for the Program’s target populations based on the client’s ability to pay for said services; September 13, 2016 Contra Costa County Board of Supervisors 163 4 @BCL@6C0ECAA8.docx Q. Providing bi-annual reports to the Health Services Department providing updates on the Program. SECTION 4. Grantee’s Roles and Responsibilities The County Board of Supervisors and the Health Services Department, as appropriate shall provide certain governance responsibilities and authorities with respect to the Program. The County Board of Supervisors shall maintain the sole authority to set general policy on fiscal and personnel matters pertaining to all County facilities and programs, including but not limited to policies related to financial management practices, non- Program charging and rate setting, labor relations, and conditions of employment. The Co-Applicant Board may not adopt any policy or practice, or take any action, which is inconsistent with or which alters the scope of any policy set by the Board of Supervisors on fiscal or personnel issues or which asserts control over any non-Program funds. Specific responsibilities of the Health Services Department as appropriate shall include: A. Developing, adopting and periodically updating policies for financial management practices including policies and procedures to ensure sound financial management of the Program, and procurement policies and standards. B. Providing for an annual financial audit. C. Preparing monthly financial and operational reports for the Program and any other reports reasonable requested by the Co-Applicant Board to enable the Co- Applicant Board to fulfill its responsibilities for the Program. D. Providing input and recommendations related to other financial policies including charge schedules, sliding fee discounts and billing and collection policies. E. Establishing and periodically updating personnel policies and procedures applicable to Program employees. F. Disbursing Section 330 grant funds in accordance with the Federally approved budget. The parties understand and agree that the Section 330 grant funds shall be used solely for the purposes allowed by the grant. Any Section 330 grant funds remaining after the end of the fiscal year shall be disbursed at the direction of the granting authority. Section 5: Shared Responsibilities The Health Services Department and the Co-Applicant Board (“Parties”) will collaborate and coordinate as needed to ensure successful implementation of the Program. The Chair of the Co-Applicant Board or the Program Director on behalf of the Chair and the Director of the Health Services Department or designee shall coordinate the Parties’ efforts to meet their respective obligations under this September 13, 2016 Contra Costa County Board of Supervisors 164 5 @BCL@6C0ECAA8.docx agreement and shall cooperate to communicate and resolve any issues between the Parties. Each of the aforementioned individuals will be reasonably accessible and available for consultation regarding operations of the program. Shared responsibilities include: A. Selecting, evaluating and dismissing the Program Director as follows: A.1. Selection/Hiring: The Program Director will be recruited according to County policies and procedures and selected by the Co-Applicant Board. All candidates will be initially screened by the Health Services Department for conformance with minimum qualifications specified in the job announcement. The Parties will form a joint search committee which shall conduct initial interviews of acceptable candidates and present a slate of 3-5 candidates to the Health Services Department for determination of eligibility based on County criteria. At least 3 final candidates who meet County criteria will be presented to the Co-Applicant Board, which will make the final selection. If not already a County employee, the candidate selected by the Co-Applicant Board will be hired by the County. A.2. Annual evaluation: It shall be the Co-Applicant Board’s responsibility to evaluate and provide feedback to the Program Director on his/her performance related to the Program. . A.3. Removal/dismissal: The Co-Applicant Board has authority to remove the Program Director from his/her Program responsibilities but has no authority to terminate County employment. The Co-Applicant Board will establish objective criteria for guiding any recommendation to dismiss the Program Director. Any recommendation to dismiss the Program Director, whether emanating from the Co-Applicant Board or the Health Services Department, will require a documented determination by the Co-Applicant Board based on the established criteria. If the Co-Applicant Board decides to dismiss the Program Director, the Health Services Department will remove the Program Director from his/her position in the Program and the recruitment process described in Section 5.A.1 will commence.. A.4. Selection: The Health Services Department shall initially select an acting Program Director, who will fulfill the duties of Program Director until such time as the Co-Applicant Board selects a Program Director. B. Developing long range and operational plans for the Program. Health Services Department staff may participate in the planning process. The Co-Applicant Board will approve all long range, strategic and operational plans. C. Reviewing the scope and availability of services to be delivered, including selecting services beyond those required in law to be provided, and determining the location and hours of operation of the Program; September 13, 2016 Contra Costa County Board of Supervisors 165 6 @BCL@6C0ECAA8.docx D. Developing the Program’s annual operating and capital budgets. All Program budgets will be approved by the Co-Applicant Board and forwarded to the Health Services Department for approval. The Health Services Department may not unilaterally revise the budgets approved by the Co-Applicant Board without approval by the Co-Applicant Board. E. Implementing the Program’s policies and procedures for ensuring quality of care under the Program. The Co-Applicant Board will approve the Program’s Quality Improvement (“QI”) plan and procedures. Health Services Department staff will assist in implementing the plan including conducting QI audits, collecting and reporting QI data to the Co-Applicant Board and preparing required data for submission to HRSA. F. Assuring that the Program is operated pursuant to all applicable program requirements and grant conditions, related federal statutes, rules, and regulations, and other Federal, State, and local laws and regulations. SECTION 6: County Support of Co-Applicant Board. In addition to providing the location for regularly-scheduling meetings of the Co- Applicant Board, the Health Services Department is permitted but not required to provide incidental support for the Program, such as personnel and equipment for taking minutes of meetings, noticing meetings of the Co-Applicant Board, and maintaining archives of Co-Applicant Board documents as required by law. To the extent that County employees otherwise provide operational support for aspects of the Program or the Co-Applicant Board in the usual course of their employment, such support is permitted but not required to be provided by the County. The County undertakes no obligation to provide financial or other support for the Program or the Co-Applicant Board. SECTION 7. Modification or Termination of the Co-Applicant Agreement. Notwithstanding any other provision in this Agreement to the contrary, if the Program no longer receives funding under Section 330 of the Public Health Services Act or any successor to or substitute Act(s), this Agreement shall terminate. Modifications, amendments or waivers of any provision of this Agreement may be made only by written mutual consent of the parties, signed by their duly authorized representatives. Any party may terminate this Agreement upon sixty (60) days written notice to the other parties. A copy of any notice of termination shall be provided to HRSA as the granting authority. SECTION 8. Bylaws. The Bylaws attached to Contra Costa Board Order No. ______________ shall constitute the initial Bylaws of the Co-Applicant Board, which may be modified thereafter pursuant to the terms of the Bylaws. September 13, 2016 Contra Costa County Board of Supervisors 166 7 @BCL@6C0ECAA8.docx SECTION 9. Dispute and Conflict Resolution . The Co-Applicant Board and the Health Services Department will use their best efforts to carry out the terms of this Agreement in the spirit of cooperation and will resolve by negotiation any disputes or conflicts occurring hereunder. IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands . HEALTH SERVICES DEPARTMENT By: Director, Health Services Department Date: ________________ HEALTH CARE FOR THE HOMELESS PROGRAM By: Program Board Chair Date:________________ September 13, 2016 Contra Costa County Board of Supervisors 167 RECOMMENDATION(S): 1. RETITLE the Disproportionate Minority Contact Task Force to the Racial Justice Task Force (the "Task Force"); and 2. AMEND the following seat designations on the Task Force: a. Remove the requirement for the Mental Health representative to be a member of the public (not a county employee) to allow for appointment of a county employee to the seat upon the approval of the Board of Supervisors; b. Designate the Superior Court designee seat as a non-voting member of the Task Force at the request of the Superior Court; and 3. CONSIDER appointing the individuals identified in Attachment A to the Task Force, as recommended by the Public Protection Committee. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D. 6 To:Board of Supervisors From:PUBLIC PROTECTION COMMITTEE Date:September 13, 2016 Contra Costa County Subject:APPOINTMENTS TO THE RACIAL JUSTICE TASK FORCE AND RELATED ACTIONS September 13, 2016 Contra Costa County Board of Supervisors 168 FISCAL IMPACT: No immediate fiscal impact. Contract facilitation services related to the work of the proposed Task Force is scheduled to be bid out following review and approval by the Public Protection Committee. The Committee will hear its first report on the proposed Request for Proposals at the September 26, 2016 regular meeting. BACKGROUND: On April 7, 2015, the Board of Supervisors received a letter from the Contra Costa County Racial Justice Coalition requesting review of topics within the local criminal justice system. The Public Protection Committee (the "Committee") generally hears all matters related to public safety within the County. On July 6, 2015, the Committee initiated discussion regarding this referral and directed staff to research certain items identified in the Coalition's letter to the Board of Supervisors and return to the Committee in September 2015. On September 14, 2015, the Committee received a comprehensive report from staff on current data related to race in the Contra Costa County criminal justice system, information regarding the County's Workplace Diversity Training and information regarding diversity and implicit bias trainings and presentations from across the country. On December 14, 2015, the Committee received an update from the Public Defender, District Attorney and Probation Department on how best to proceed with an update to the Disproportionate Minority Contact (DMC) report completed in 2008. At that time, the concept of establishing a new task force was discussed. The Committee directed the three departments above to provide a written project scope and task force composition to the Committee for final review. At the November 9, 2015 meeting, the Committee received a brief presentation reintroducing the referral and providing an update on how the DMC report compares with the statistical data presented at the September meeting. Following discussion, the Committee directed staff to return in December 2015 following discussions between the County Probation Officer, District Attorney and Public Defender with thoughts about how to approach a new DMC initiative in the County. On April 12, 2016, the Board of Supervisors accepted a report and related recommendations from the Committee resulting in the formation of a 17-member Disproportionate Minority Contact Task Force composed of the following: County Probation Officer Public Defender District Attorney Sheriff-Coroner Health Services Director Superior Court representative County Police Chief’s Association representative Mount Diablo Unified School District representative Antioch Unified School District representative West Contra Costa Unified School District representative (5) Community-based organization (CBO) representatives (at least 1 representative from each region of the County and at least one representative from the faith and family community) Mental Health representative (not a County employee) Public Member – At Large Subsequently, a seven-week recruitment process was initiated to fill the (5) five CBO representative seats, the (1) one Mental Health representative seat and the (1) one Public Member - At Large seat. The deadline for submissions was June 15, 2016 and the County received a total of 28 applications. On June 27, 2016, the PPC met to consider making appointments to the (5) five CBO representative seats, the (1) one Mental Health representative seat and the (1) one Public Member - At Large seat. The PPC nominated to following individuals to be considered by the full Board of Supervisors: September 13, 2016 Contra Costa County Board of Supervisors 169 following individuals to be considered by the full Board of Supervisors: CBO seat 1: Stephanie Medley (RYSE, AB109 CAB) (District I)1. CBO seat 2: Donnell Jones (CCISCO) (District I)2. CBO seat 3: Edith Fajardo (ACCE Institute) (District IV)3. CBO seat 4: My Christian (CCISCO) (District V, but works in District III)4. CBO seat 5: Dennisha Marsh (First Five CCC; City of Pittsburg Community Advisory Council) (District V) 5. Mental Health: Christine Gerchow, PhD. (Psychologist, Juvenile Hall-Martinez) (District IV)6. Public (At-Large): Harlan Grossman (Past Chair AB 109 CAB, GARE participant ) (District II) 7. During the meeting, it was noted that Ms. Christine Gerchow had an exceptional background in mental health that would be very beneficial to the Task Force discussions. Ms. Gerchow is a County employee in the Health Services department working in the juvenile hall. In light of Ms. Gerchow's qualifications, the Committee voted to recommend her for appointment to the Mental Health representative seat and request that the full Board remove the requirement that the Mental Health representative not be a County employee. At the conclusion of the of the meeting, the Committee directed staff to set a special meeting for early August to consider the final composition of the entire (17) seventeen member Task Force once all names were received from county departments, school districts, etc. In addition, the Committee recommended changing the title of the Task Force to the "Racial Justice Task Force", which was determined to be more reflective of the current efforts to evaluate racial disparities in the local criminal justice system. On August 15, 2016, the Committee approved the nominations for appointment to the Task Force identified in Attachment A, including a recommendation that the Superior Court designee seat be a non-voting member of the Task Force at the request of the Superior Court. CONSEQUENCE OF NEGATIVE ACTION: The Board will not have made formal appointments to the Task Force. CHILDREN'S IMPACT STATEMENT: No immediate impact. CLERK'S ADDENDUM Speaker: Jeff Landan, Contra Costa County Racial Justice Coalition. ATTACHMENTS Attachment A: Racial Justice Task Force - Proposed Composition September 13, 2016 Contra Costa County Board of Supervisors 170 Contra Costa CountyMember SeatName Title/AffiliationCounty Probation OfficerTodd BilleciCounty Probation OfficerPublic DefenderRobin LipetzkyPublic DefenderDistrict AttorneyTom KensokAssistant District AttorneySheriff‐CoronerJohn LowdenCaptain, Sheriff's OfficeHealth Services DirectorDr. William Walker Health Services DirectorSuperior Court Designee*Magda LopezDirector of Court Programs and ServicesCounty Police Chief’s Association representativeBisa FrenchCaptain, Richmond Police DepartmentMount Diablo Unified School District representativeDebra MasonMDUSD Board MemberAntioch Unified School District representativeBob SanchezAUSD Director of Student Support ServicesWest Contra Costa Unified School District representativeMarcus WaltonWCCUSD Communications DirectorCBO seat 1Stephanie Medley RYSE; AB109 CAB; District I residentCBO seat 2Donnell JonesCCISCO; District I residentCBO seat 3Edith FajardoACCE Institute; District IV residentCBO seat 4My ChristianCCISCO; District III residentCBO seat 5Dennisha MarshFirst Five CCC; City of Pittsburg Community Advisory Council; District V residentMental Health representative Christine Gerchow, PhD. Psychologist, Juvenile Hall‐Martinez; District IV residentPublic Member – At Large Harlan GrossmanPast Chair AB 109 CAB; GARE participant; District II resident* Superior Court has requested this seat be non‐voting member of the Committee.Racial Justice Task Force, Proposed CompositionSeptember 13, 2016Contra Costa County Board of Supervisors171 RECOMMENDATION(S): AUTHORIZE the County Administrator or designee to execute: 1) contract renewals with the NonPERS Health/Medical Plan, Dental Plan, Life Insurance Plan carriers and the Computer Vision Care Program for the period January 1, 2017-December 31, 2017, and 2) a Subscriber Agreement with Teamsters Local Union No. 856 Health and Welfare Fund for active Teamster 856 members and non-Medicare retirees. FISCAL IMPACT: Premiums for active, retired and survivor enrollees are funded by a combination of charges to County Departments and Special Districts, and employee/retiree/survivor contributions. The fiscal impact is based on projections of 2017 using 2016 census data with no adjustment for future migration between plans. It should be noted that the County expects significant migration in the 2017 plan year due to plans being made available to groups that did not have access to them previously. Changes to tier structure, negotiated enrollment eligibility, and costs makes estimating the overall fiscal impact of these renewal contracts challenging. Considering 2016 census data for active employees currently eligible for a two- and three-tier structure, the 2017 County (Non PERS) health plans total premium cost is approximately $97.3 million. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Ann Elliott, Benefits Manager 335-1747 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Ann Elliott, Employee Benefits Manager, Harjit S. Nahal, Assistant County Auditor D. 7 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Contract Renewals with Non-PERS Health Plans and Agreement with Teamsters Local Union No. 856 Health and Welfare Fund September 13, 2016 Contra Costa County Board of Supervisors 172 FISCAL IMPACT: (CONT'D) > The cost to the County is $74.2 million of that total. Using those same parameters, the 2017 total increased premium cost is $3.6 million, of which $3.4 million is the increased County subsidy. There were no increases to life insurance, Delta Care, or Delta Dental PPO ASO fees. The 2% increase to the County's self-insured dental plans range from $0.89 to $2.00 per month. BACKGROUND: Insurance coverage is an important benefit and a valuable recruitment and retention tool. To ensure that high quality insurance is available for eligible Contra Costa County employees and retirees, the County contracts for group health, dental and life insurance as well as computer vision care coverage on an annual basis with a number of carriers/providers. The County's existing insurance and coverage contracts are for the calendar year and expire December 31, 2016. In order to ensure uninterrupted coverage for enrolled members (eligible active employees, retired employees and survivors of retired employees) staff requests authorization from the Board of Supervisors to renew existing insurance coverage at the rates provided on the attached chart. This information indicates the different premium structures - either a Two Tier or Three Tier - based on what has been negotiated with various bargaining groups. To assist the County in negotiating the best possible health care terms for our active and retired employees, the County contracts with Buck Consultants, who has expertise in employee benefit plan design and rate structure. Through these efforts, decreases from the 2016 plan year total premiums have been negotiated for 2017 for the Kaiser Permanente plans. These decreases range from 2.56%. to 4.24%. Additionally, the County was able to reduce the increase for HealthNet plans from those rates originally proposed for 2017. These negotiations and resulting decreases are especially significant when we consider that current agreements for all enrolled members (with the exception of CNA represented employees) have a minimum fixed subsidy. This means that the County’s share of premium does not go down when decreases are negotiated, resulting in enrolled members receiving 100% of any savings achieved. For the 2016 plan year 4,147 employees and retirees, or 42% of the 9,960 enrolled in medical, are now enrolled in Kaiser plans, and all other enrollees have the option of moving to this coverage during the 2017 open enrollment period. This means that – at least – 42% of enrollees will pay less for health care in 2017 than they did for 2016. As a reminder, due to the negotiations with the County and the County Healthcare Coalition, the majority of County active employees experienced no increase in healthcare premium in 2016 either. Additionally for the 2016 plan year, the County was able to offer a Kaiser High Deductible Health plan to the majority of enrollees. In 2017, eligible active employees are able to access this plan for eleven dollars or less per month. Buck Consultants' National Healthcare Trend Survey indicates national trends of 7.1% premium increases for HMO plans and 8.0% for PPO plans similar to those offered by Contra Costa County and a 4.6% national trend increase for Medicare supplement plans. The survey also indicates that these are national trends and that Northern California increases tend to be higher. With that context, the recommended rate adjustments for county plans range from a decrease of 4.24% (Kaiser) to an increase of 9.2% (CCHP) which reflects the County's aggressive efforts to manage these costs. All health/medical insurance contracts continue to offer essential health/medical benefits and coverage compliant with the requirements of the Affordable Care Act (ACA). Proposed rates for the 2017 plan year for the dental, life insurance or computer vision care coverage offered to eligible employees, retirees or survivors of employees are attached and are effective January 1, 2017. In summary for 2017, there is no increase to life insurance or the fully covered dental plan premiums; there is a 2% increase to the self-insured dental plan, and a 6% decrease to computer vision care coverage. September 13, 2016 Contra Costa County Board of Supervisors 173 Also reflected on the chart are rates for 2017 for the new Teamsters Local 856 Trust Fund KP Health Plan offered through the Teamsters Local Union No. 856 Health and Welfare Trust which is available to Teamsters 856 members based on a recently approved Memorandum of Understanding with the Teamsters bargaining group, and to non-Medicare retirees. The County will enter into a Subscriber Agreement with the Trust to formalize administration of the plan. Additionally, the County is in the process of executing side letters with each member of the Joint Labor Management Benefit Committee to offer two new benefits to eligible employees in the 2017 plan year: The County will offer active specified employees the option to enroll in a voluntary vision plan during open enrollment for the 2017 Plan Year. Employees will pay the full premium cost of the plan. The County will contract with VSP Vision Care for a voluntary vision plan with no co-pays. 1. The County will also offer a Health Savings Account (“HSA”). Employees may select an HSA under the following conditions: specified employees who are enrolled in the Kaiser High Deductible Health Plan may elect to initially enroll in the HSA. These employees may contribute up to the maximum annual contribution rate for HSAs as set forth in the United States Internal Revenue Code. Funds contributed to the HSA are invested as directed by the employee. In the future, employees are responsible for paying any HSA account management fees charged by the HSA administrator; however, the County was able to negotiate waived fees for 2017. 2. And finally, the County’s Section 125 plan will be amended to include the new HSA and other updates. The revised plan will be submitted to the Board of Supervisors for approval later this year with an effective date of January 1, 2017. CONSEQUENCE OF NEGATIVE ACTION: In order to prevent the disruption of services for group benefits that are offered to eligible employees and their dependents, it is necessary to execute contract renewals prior to open enrollment which is planned for October 2016 for the 2017 plan year. ATTACHMENTS Renewal Rate Attachment September 13, 2016 Contra Costa County Board of Supervisors 174 1    NonPERS Medical, Dental, CVC and Life Insurance Renewal Rates  EXISTING PLANS and PERCENTAGE of RATE INCREASE or DECREASE    NonPERS Medical Plans  3 Tier Rate Structure Coverage 2016 2017 % of Change Contra Costa Health Plan A Employee (EE)$657.08 $717.57 9.2 %   EE + 1 $1314.15 $1435.13 9.2 %   EE + 2 or more $1971.23 $2152.71 9.2 %  Contra Costa Health Plan B Employee (EE)$728.38 $795.44 9.2 %   EE + 1 $1456.77 $1590.88 9.2 %   EE + 2 or more $2185.15 $2386.32 9.2 %  Kaiser Permanente Plan A Employee (EE)$749.80 $718.07 ‐4.24 %   EE + 1 $1499.60 $1436.14 ‐4.24 %   EE + 2 or more $2249.39 $2154.21 ‐4.24 %  Kaiser Permanente Plan B Employee (EE)$585.68 $570.73 ‐2.56 %   EE + 1 $1171.36 $1141.45 ‐2.56 %   EE + 2 or more $1757.04 $1712.18 ‐2.56 %  Kaiser Permanente HDHP Employee (EE)$470.10 $458.07 ‐2.56 %   EE + 1 $940.21 $916.14 ‐2.56 %   EE + 2 or more $1410.32 $1374.21 ‐2.56 %  Teamsters Local Union No. 856 Employee (EE)N/A $655.00 N/A  Trust Fund KP Health Plan EE + 1 N/A $1245.00 N/A   EE + 2 or more N/A $1736.00 N/A  Health Net HMO Plan A Employee (EE)$1208.76 $1292.89 6.96 %   EE + 1 $2417.52 $2585.78 6.96 %   EE + 2 or more $3626.27 $3878.66 6.96 %  Health Net HMO Plan B Employee (EE)$840.55 $899.05 6.96 %   EE + 1 $1681.10 $1798.10 6.96 %   EE + 2 or more $2521.65 $2697.16 6.96 %  Health Net CA & OOS PPO Plan A Employee (EE)$1643.40 $1712.92 4.23 %   EE + 1 $3286.80 $3425.83 4.23 %   EE + 2 or more $4930.20 $5138.75 4.23 %  Health Net CA & OOS PPO Plan B Employee (EE)$1479.47 $1542.05 4.23 %   EE + 1 $2958.94 $3084.10 4.23 %   EE + 2 or more $4438.40 $4626.14 4.23 %    2 Tier Rate Structure * Coverage 2016 2017 % of Change Contra Costa Health Plan A Employee (EE)$709.06 $774.34 9.2 %   Family $1689.37 $1844.90 9.2 %  Contra Costa Health Plan B Employee (EE)$786.01 $858.37 9.2 %   Family $1867.68 $2039.62 9.2 %  Kaiser Permanente Plan A Employee (EE)$819.43 $784.71 ‐4.24 %   Family $1910.33 $1829.38 ‐4.24 %  Kaiser Permanente Plan B Employee (EE)$656.63 $639.82 ‐2.56 %   Family $1529.95 $1490.77 ‐2.56 %  Kaiser Permanente HDHP Employee (EE)$530.12 $516.55 ‐2.56 %   Family $1235.18 $1203.56 ‐2.56 %  Health Net HMO Plan A Employee (EE)$1294.30 $1384.38 6.96 %   Family $3175.02 $3396.00 6.96 %  Health Net HMO Plan B Employee (EE)$900.03 $962.67 6.96 %   Family $2207.86 $2361.53 6.96 %  Health Net CA & OOS PPO Plan A Employee (EE)$1699.52 $1771.41 4.23 %   Family $4037.34 $4208.12 4.23 %  Health Net CA & OOS PPO Plan B Employee (EE)$1529.99 $1594.71 4.23 %   EE + 1 $3634.58 $3788.32 4.23 %  * Currently, the 2 Tier Rate Structure only applies to active CNA and PEU Local 1 members, and retirees  who were members of CNA upon retirement.  September 13, 2016 Contra Costa County Board of Supervisors 175 2      NonPERS Medical, Dental, CVC and Life Insurance Renewal Rates  EXISTING PLANS and PERCENTAGE of RATE INCREASE or DECREASE    NonPERS Medicare Coordination of Benefits (COB) Plans  Rate Structure Coverage 2016 2017 % of Change Contra Costa COB Health Plan A Retiree $326.13 $356.15 9.2 %   Family, 1  Medicare $1043.62 $1139.69 9.2 %   2 Medicare $652.26 $712.31 9.2 %   Family, 2  Medicare $978.40 $1068.46 9.2 %  Contra Costa COB Health Plan B Retiree $335.91 $366.83 9.2 %   Family, 1  Medicare $1074.91 $1173.87 9.2 %   2 Medicare $671.82 $733.67 9.2 %   Family, 2  Medicare $1007.72 $1100.50 9.2 %  Health Net COB Plan Retiree/Spouse  Only $659.04 $711.58 7.97 %   Retiree &  Spouse $1318.08 $1423.61 7.97 %  Health Net CA &OOS COB PPO Plan A Retiree/Spouse  Only $987.65 $1057.79 7.1 %   Retiree &  Spouse $1975.30 $2115.58 7.1 %  Health Net CA &OOS COB PPO Plan B Retiree/Spouse  Only $897.02 $910.43 1.49 %   Retiree &  Spouse $1794.04 $1820.86 1.49 %    Medicare Senior Advantage Plans  Rate Structure Coverage 2016 2017 % of Change Health Net Seniority Plus Plan A Retiree/Spouse  Only $545.59 $567.59 4.0 %   Retiree &  Spouse $1091.18 $1135.18 4.0 %  Health Net Seniority Plus Plan B Retiree/Spouse  Only $458.02 $476.49 4.0 %   Retiree &  Spouse $916.04 $952.98 4.0 %  Kaiser Senior Advantage Plan A A & B $296.97 $320.78 4.02%   B Only $657.74 $684.16 4.02%  Kaiser Senior Advantage Plan A A & B $225.18 $243.19 5.22 %   B Only $590.16 $616.29 5.22 %    Dental  Rate Structure Coverage 2016 2017 % of Change Delta Dental PPO ASO Fees  n/a $4.85 $4.85 No change Delta Dental PPO Claims Fees Employee (EE)$44.27 $45.16 2 %   EE + 1 (Family)$100.00 $102.00 2 %   EE + 2 or more  (Family) $100.00 $102.00 2 %  Delta Care HMO Employee (EE)$29.06 $29.06 No change  EE + 1 (Family)$62.81 $62.81 No change  EE + 2 or more  (Family) $62.81 $62.81 No change  September 13, 2016 Contra Costa County Board of Supervisors 176 3      NonPERS Medical, Dental, CVC and Life Insurance Renewal Rates  EXISTING PLANS and PERCENTAGE of RATE INCREASE or DECREASE    Life Insurance   2016 2017 % of Change  VOYA Basic Life Program  $0.105/$1000 $0.105/$1000 No change    VOYA Supplemental Life Program   Employee Age Rate per $1000 Rate per $1000 No change  0‐24 $0.07 $0.07 No change  25‐29 $0.08 $0.08 No change  30‐34 $0.10 $0.10 No change  35‐39 $0.11 $0.11 No change  40‐44 $0.16 $0.16 No change  45‐49 $0.26 $0.26 No change  50‐54 $0.42 $0.42 No change  55‐59 $0.65 $0.65 No change  60‐64 $1.01 $1.01 No change  65‐69 $1.82 $1.82 No change  > 70 $3.52 $3.52 No change      Computer Vision Care Program   2016 2017 % of Change  VSP CVC Plan $4.59 $4.31 ‐6 %    September 13, 2016 Contra Costa County Board of Supervisors 177 RECOMMENDATION(S): APPROVE the conveyance of a Grant of Easement to Pacific Gas and Electric Company, a California corporation (PG&E), and a Grant of Easement to Pacific Bell Telephone Company, a California corporation dba AT&T California (AT&T), pursuant to Government Code Section 25526.6 and AUTHORIZE the Chair, Board of Supervisors, to execute said Easements on behalf of Contra Costa County (County). DETERMINE that the conveyance of the easements are in the public interest and will not substantially conflict or interfere with the County’s use of the property. DIRECT the Real Estate Division of the Public Works Department to cause said Grant of Easements to be delivered to PG&E and AT&T for recording in the office of the County Recorder. FISCAL IMPACT: 100% Contra Costa Transportation Authority Funds. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lucy Owens, (925) 313-2229 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 1 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Conveyance of a Grant of Utility Easements State Route 4 West Gap, Hercules and Rodeo September 13, 2016 Contra Costa County Board of Supervisors 178 BACKGROUND: In 1998 the Contra Costa Transportation Authority (CCTA) and the County entered into an Agreement for the County to provide right of way services for the State Route 4 West Gap Project (Project). The terms of the Agreement included the County initially taking title for various property rights for the Project, and to transfer those rights to the appropriate agencies at a later date. Pursuant to the Utility Agreement between the State and PG&E and AT&T it was determined that in order to construct the Project, existing facilities needed to be removed and relocated. This work has been completed and Real Property staff has been directed by CCTA staff to convey to PG&E and AT&T the easements for the area necessary for their relocated facilities. CONSEQUENCE OF NEGATIVE ACTION: PG&E and AT&T will not have rights to its facilities that were agreed upon in the Utility Agreement. AGENDA ATTACHMENTS Utility Easement AT&T Utility Easement, PG&E MINUTES ATTACHMENTS Signed: Easement Deed - PG&E Signed: Grant of Easement - AT&T September 13, 2016 Contra Costa County Board of Supervisors 179 September 13, 2016 Contra Costa County Board of Supervisors 180 September 13, 2016 Contra Costa County Board of Supervisors 181 September 13, 2016 Contra Costa County Board of Supervisors 182 September 13, 2016 Contra Costa County Board of Supervisors 183 September 13, 2016 Contra Costa County Board of Supervisors 184 September 13, 2016 Contra Costa County Board of Supervisors 185 September 13, 2016 Contra Costa County Board of Supervisors 186 September 13, 2016 Contra Costa County Board of Supervisors 187 September 13, 2016 Contra Costa County Board of Supervisors 188 September 13, 2016 Contra Costa County Board of Supervisors 189 September 13, 2016 Contra Costa County Board of Supervisors 190 September 13, 2016 Contra Costa County Board of Supervisors 191 September 13, 2016 Contra Costa County Board of Supervisors 192 September 13, 2016 Contra Costa County Board of Supervisors 193 September 13, 2016 Contra Costa County Board of Supervisors 194 September 13, 2016 Contra Costa County Board of Supervisors 195 September 13, 2016 Contra Costa County Board of Supervisors 196 September 13, 2016 Contra Costa County Board of Supervisors 197 September 13, 2016 Contra Costa County Board of Supervisors 198 September 13, 2016 Contra Costa County Board of Supervisors 199 September 13, 2016 Contra Costa County Board of Supervisors 200 September 13, 2016 Contra Costa County Board of Supervisors 201 September 13, 2016 Contra Costa County Board of Supervisors 202 September 13, 2016 Contra Costa County Board of Supervisors 203 RECOMMENDATION(S): AUTHORIZE the Public Works Director, or designee, to advertise for 2017 On-Call Contract(s) for Various Road, Flood Control, and Airport Maintenance Work, for routine maintenance, repair, replacement, or reconstruction of existing road, flood control, and airport facilities, Countywide. FISCAL IMPACT: 100% Local Road, Flood Control, and Airport Enterprise Funds. BACKGROUND: The Public Works Department will use the 2017 On-Call Contract(s) for Various Road, Flood Control, and Airport Maintenance Work to provide support as needed to Public Works Maintenance crews for various routine road, flood control, and airport maintenance repairs, such as but not limited to, pavement repairs and replacement, crack seal, slurry seal, skin patching, asphalt concrete cold planning, pavement leveling, shoulder widening, hot mix asphalt paving, storm damage repair work, rock slope protection, slope stabilization, culverts, and concrete structures, on an APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Brian Louis, (925) 313-7039 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 2 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Advertise the 2017 On-Call Contract(s) for Various Road, Flood Control, and Airport Maintenance Work September 13, 2016 Contra Costa County Board of Supervisors 204 BACKGROUND: (CONT'D) as-needed basis, in various locations within Contra Costa County. The Public Works Department intends to award at least one $500,000 contract, but not more than four $500,000 contracts, to the responsible bidder(s). Each contract will have a term of one year with the option of two one-year extensions and will be used as needed with no minimum amount that has to be spent. CONSEQUENCE OF NEGATIVE ACTION: The Public Works Department may be unable to complete routine road, flood control, and airport maintenance work in a timely manner. September 13, 2016 Contra Costa County Board of Supervisors 205 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a memorandum of understanding between Contra Costa County and the Town of Danville for the Camino Tassajara SAFETEA-LU Improvements Phase II Project, Danville area. FISCAL IMPACT: 100% Local Road Funds BACKGROUND: The Town of Danville (Town) is conducting the Camino Tassajara SAFETEA-LU Improvement Phase II Project (Project). The project will repair and improve westbound lanes of Camino Tassajara between Sycamore Valley Road and the eastern Town limits. The project includes pavement rehabilitation, roadway base repair, replacement of striping, utility cover adjustments, removal of wireless vehicle detectors and installation of loop detectors. Camino Tassajara is a principal arterial under the jurisdiction of both the Town of Danville and Contra Costa County (County). The County and Town boundary line straddles the roadway along a portion of Camino Tassajara approximately between Blackhawk Plaza Circle and Mansfield Drive. Both the County and Town share responsibility of the roadway within this segment. A portion of the Town’s Project lies within a segment of shared responsibility. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Angela Villar (925) 313-2016 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: Nancy Wein, Jerry Fahy C. 3 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Memorandum of Understanding between Contra Costa County and Town of Danville for the Camino Tassajara SAFETEA-LU Improvements Phase II Project September 13, 2016 Contra Costa County Board of Supervisors 206 BACKGROUND: (CONT'D) The Town has awarded the Project to a contractor, MCK Services, Inc., and construction is expected to begin on the Project in August 2016. The Town intends to add the County’s portion of work to the project through a contract change order and has prepared a memorandum of understanding to outline the responsibility of each agency in respect to the Project. The agreement allows for deferred reimbursement by the County within the current fiscal year, in order for the County to adequately assess available funds for the Project. CONSEQUENCE OF NEGATIVE ACTION: A negative action would result in roadway improvements not being made within the County. ATTACHMENTS MOU September 13, 2016 Contra Costa County Board of Supervisors 207 Execution Version 1 MEMORANDUM OF UNDERSTANDING BETWEEN THE TOWN OF DANVILLE AND CONTRA COSTA COUNTY FOR THE CAMINO TASSAJARA SAFETEA-LU IMPROVEMENTS PHASE II PROJECT This MEMORANDUM OF UNDERSTANDING ("MOU"), effective September 13, 2016, is entered into by the Town of Danville, a municipal corporation (“TOWN”) and Contra Costa County, a political subdivision of the State of California (hereinafter referred to as "COUNTY"). RECITALS A. The Camino Tassajara SAFETEA-LU Improvements Phase II Project (“Project”) consists of pavement rehabilitation, roadway base repair, replacement of striping, utility cover adjustments, removal of wireless vehicle detectors and installation of loop detectors in pavement located on westbound lanes of Camino Tassajara located within TOWN boundaries with construction that began in August 2016. A portion of Camino Tassajara lies within COUNTY boundaries, as shown on EXHIBIT A attached hereto. B. TOWN advertised the Project through the public bidding process and awarded it to the lowest responsible bidder, MCK Services Inc. (“MCK”), on July 19, 2016. The lowest bid amount was $2,281,367.20. Construction of Project improvements within the COUNTY will require a change order to the MCK construction contract. Using bid unit costs, TOWN determined the change order costs to complete the improvements located within the COUNTY as $111,394.30 for westbound lanes, and $88,984.40 for eastbound lanes, for a total of $200,378.70. The change order cost estimates are identified in EXHIBIT B attached hereto. UNDERSTANDING Now, therefore, for good and valuable consideration, the receipt of which is hereby acknowledged, TOWN and COUNTY agree as follows: 1. Purpose. The purpose of this MOU is to set forth the parties' goals and expectations with respect to implementing a change order to the MCK construction contract for that part of the Project in COUNTY, and COUNTY’S payment to TOWN therefor. This MOU is not intended, and shall not be construed, to create any rights that do not otherwise exist under the law. 2. Construction Contract Change Order; Work Amount. TOWN shall initiate, approve and commence a change order to the MCK construction contract to include work and furnish material and equipment within COUNTY’S boundaries. COUNTY shall make payment to TOWN for the MCK construction contract change order work located within the COUNTY, as set forth in Section 3, in an amount not to exceed $200,378.70 without written approval by the COUNTY. 3. Invoicing and Payment. TOWN shall provide COUNTY with a quarterly invoice of all contractor charges associated with Project improvements constructed within the COUNTY. COUNTY shall reimburse TOWN by June 30, 2017, for invoices associated with Project improvements constructed within the COUNTY. 4. Project Work; Inspection; Warranty. a) COUNTY shall issue an encroachment permit to TOWN without charge for all Project improvements constructed within the jurisdictional boundaries of COUNTY, and TOWN shall comply with all permit terms. b) TOWN is responsible for its own costs associated with pre-construction, construction and post-construction inspection service labor charges on behalf of COUNTY for work located within COUNTY. COUNTY may, at its own discretion, provide additional inspection services for work September 13, 2016 Contra Costa County Board of Supervisors 208 2 within the COUNTY and shall be responsible for its own costs associated with those services. c) All engineering and design work for the portion of the Project in the jurisdictional boundaries of COUNTY has been reviewed by COUNTY and determined to meet COUNTY standards and requirements. d) Upon completion of the Project, but prior to TOWN’S acceptance of the Project improvements, COUNTY and TOWN shall conduct a final joint inspection of the Project area in the COUNTY’S jurisdictional boundaries. At the completion of the joint inspection, COUNTY shall either (i) accept the work as complete, and completed in a manner equal or superior to COUNTY standards and requirements, or (ii) provide TOWN with a detailed punchlist of areas not meeting such standards. 5. Agreement Modification. This MOU may be modified only by the written approval of the legislative bodies of both parties. Neither party may unreasonably withhold its consent to a modification of this MOU for the implementation and accomplishment of the overall purpose for which this MOU is made. 6. Accountability. TOWN shall provide strict accountability of all funds received for the Project. Within 60 days after Project completion, TOWN shall submit a final invoice to COUNTY for amounts due to MCK for costs of the Project located within the COUNTY’S jurisdictional boundaries only, and in an amount not to exceed $200,378.70. 7. Hold Harmless. a) Nothing in this MOU is intended to affect the legal liability of any party by imposing any standard of care, with respect to the work performed hereunder, different from the standard of care imposed by law. b) To the extent not covered by contractor’s insurance and indemnification provided pursuant to Section 8 below, TOWN shall defend, hold harmless, and indemnify COUNTY, and its officers, agents and employees, against any and all claims, demands, damages, costs, expenses or liability related to or arising out of TOWN's design and construction of the Project, or its performance of this MOU, except for liability arising out of the sole negligence or willful misconduct of COUNTY, or its officers, agents or employees. 8. Project Contract Documents. TOWN shall ensure that the contract documents it enters into for the Project, including without limitation the MCK construction contract, include provisions requiring the contractor to provide indemnity, insurance, warranties and bonds in the amounts and manner set forth below. TOWN shall perform contract administration for the PROJECT within the jurisdictional boundaries of COUNTY. a) Indemnity. The contractor will be required to defend, indemnify and hold harmless the COUNTY and TOWN, and their governing bodies, officers, agents and employees, from and against any and all liability, claims, damages, costs, expenses, actions, cause of action or demands whatsoever against any of them, including related attorneys’ fees, arising out of or connected with any injury or death of any person or damage to property or other liability of any nature arising out of or in any way connected with the Project. Except as prohibited by Civil Code section 2782, the contractor’s obligations under this section shall exist regardless of the existence or degree of fault of the COUNTY or TOWN or any indemnitee. b) Warranties. In addition to all warranties existing at law, the contractor will be required to provide an express warranty for the benefit of COUNTY and TOWN, for a one-year time period, containing, at a minimum, the contractor’s guarantee that the work has been per formed in accordance with the plans and specifications, and the Contractor’s agreement to repair or replace all work that fails to conform to the plans and specifications or proves to be defective in workmanship or materials during the stated time period. September 13, 2016 Contra Costa County Board of Supervisors 209 3 c) Bonds. The contractor will be required to present two good and sufficient surety bonds, one for payment and one for performance, each in an amount equal to 100 percent of the contract price, issued by a surety admitted in the State of California in a form satisfactory to the COUNTY and TOWN, naming COUNTY and TOWN as obligees on the bonds. d) Insurance. TOWN shall ensure that the following insurance requirements are incorporated into all contracts entered into by TOWN, or their contractors, subcontractors or assigns, in connection with this MOU: (1) contractors shall maintain workers’ compensation insurance pursuant to state law; (2) contractors shall maintain commercial general liability insurance, including contractual liability (or blanket contractual) coverage, owners’ and contractors’ protective coverage, and broad form property damage coverage, with a minimum single-limit coverage of $2 million per occurrence; (3) contractors shall maintain builders’ risk insurance in an amount equal to the construction c ontract amount, with a waiver of subrogation for TOWN and COUNTY, and naming TOWN and COUNTY as loss payees; and (4) contractors shall maintain vehicle liability insurance with a minimum combined single-limit coverage of $1 million per occurrence. Contractors shall provide certificates of insurance, copies of policies, or endorsements evidencing the above insurance coverage and requiring at least 30 days’ written notice to the TOWN and COUNTY of policy lapse, cancellation, or material change in coverage. The commercial general liability insurance and vehicle liability insurance shall include endorsements naming TOWN and COUNTY, and their governing bodies, officers, agents and employees, as additional insureds. The aforementioned insurance policies shall contain a provision that the insurance afforded thereby to the additional insureds shall be primary insurance to the full limits of the policy and that, if any of the additional insureds has other insurance or self-insurance against a loss covered by such policy, such insurance or self-insurance shall be excess insurance only. 9. Ownership. After TOWN accepts the Project as complete, COUNTY shall own and maintain the portion of the PROJECT located in COUNTY’S jurisdictional boundaries. 10. Agreement Termination. This MOU will terminate immediately after all of the following have occurred: TOWN accepts the Project as complete; COUNTY provides TOWN with the final payment for construction costs for Project; and TOWN returns to COUNTY any amount due under Section 6 above, if any. 11. Counterparts. The parties hereto recognize and agree that separate counterpart signature pages may be used to execute this MOU, but that all such pages constitute one and the same MOU. 12. Construction. The section headings and captions of this MOU are, and the arrangement of this instrument is, for the sole convenience of the parties to this MOU. The section headings, captions and arrangement of this instrument do not in any way affect, limit, amplify or modify the terms and provisions of this MOU. This MOU will not be construed as if it had been prepared by one of the parties, but rather as if all parties have prepared it. The parties to this MOU and their respective counsel have read and reviewed this MOU and agree that any rule of construction to the effect that ambiguities are to be resolved against the drafting party will not apply to the interpretation of this MOU. The recitals are, and will be enforceable as, a part of this MOU. 13. No Third Party Beneficiaries. This MOU is intended solely for the benefit of the parties hereto, and no third party will have any right or interest in any provision of this MOU or as a result of any action or inaction of any party in connection therewith. 14. Governing Law and Venue. This MOU will be governed and construed in accordance with California law. The venue of any litigation pertaining to this MOU will be Contra Costa COUNTY, California. 15. Notice. All correspondence regarding this MOU, including invoices, payments, and notices shall be directed to the following persons at the following addresses and facsimile numbers, which may be changed by written notice from one party to the other: September 13, 2016 Contra Costa County Board of Supervisors 210 4 TOWN: Joseph A. Calabrigo, Town Manager 510 La Gonda Way Danville, CA 94526 Fax: (925) 838-0548 CONTRA COSTA COUNTY: Julia R. Bueren, Public Works Director 255 Glacier Drive Martinez, CA 94553-4825 Fax: (925) 833-6628 16. Entire MOU. This MOU contains the entire understanding of the parties relating to the subject of this MOU. Any representation or promise of the parties relating to Project shall not be enforceable unless it is contained in this MOU or in a subsequent written modification of this MOU executed by all the legislative bodies of both parties. 17. IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. TOWN OF DANVILLE: By: ___________________________________ Joseph A. Calabrigo, Town Manager Approved as to form: By: ___________________________________ Name: Town Attorney COUNTRA COSTA COUNTY: By: _____________________________________ Julia R. Bueren, Public Works Director Approved as to form: Sharon L. Anderson, County Counsel By: _______________________________________ Name:______________________________________ Deputy County Counsel September 13, 2016 Contra Costa County Board of Supervisors 211 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute the Public Highway At-Grade Crossing Agreement (Agreement) with Union Pacific Railroad Company (UPRR) (SCH:2015042014) for the construction, use, maintenance and repair of an at-grade crossing over Camino Diablo for the Byron Highway - Camino Diablo Intersection Improvements Project, Byron area. Project No.: 0662-6R4094, Federal Project No.: HSIPL 5928 (117) (District III) FISCAL IMPACT: 23% Highway Safety Improvement Program Grant Funds, 17% Measure J Return to Source Funds, 48% Local Road Funds and 12% East County Regional Area of Benefit Funds. BACKGROUND: Contra Costa County received HSIP funds to improve the Byron Highway and Camino Diablo Intersection which includes construction of a traffic signal pavement widening, ADA APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 4 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Public Highway At-Grade Crossing Agreement with Union Pacific Railroad, Byron area. September 13, 2016 Contra Costa County Board of Supervisors 212 BACKGROUND: (CONT'D) compliant pedestrian facilities, railroad crossing improvements and drainage improvements. On June 9, 2015, the County Board of Supervisors approved the Byron Highway - Camino Diablo Intersection Improvement Project and adopted the Mitigated Negative Declaration and the Mitigation Monitoring and Reporting Plan in Compliance with the California Environmental Quality Act. The County currently holds a Highway Roadway Easement, which was granted by instrument dated November 19, 1934 by the Southern Pacific Company. The proposed project improvements will extend beyond the limits of the existing Highway Roadway Easement. The improvements consist of pavement widening, new sidewalk, concrete track panels, new traffic signal, preemption upgrades to the at-grade crossing and placement of minor fill and culvert extensions. The purpose of the agreement between the County and UPRR is to allow for the construction, use and future maintenance of improvements within UPRR right of way. To complete the Project as planned, the County must enter into said Agreement to facilitate the construction of roadway improvements across railroad facilities at Byron Highway and Camino Diablo Road intersection. The conditions include a payment of a $21,259.00 fee for the rights to construct, maintain and repair improvements within UPRR right of way and payment for work to be performed by UPRR to upgrade crossing operations equipment as a result of the project. CONSEQUENCE OF NEGATIVE ACTION: The project will not have sufficient land rights to allow construction in accordance with the approved plans and specifications. September 13, 2016 Contra Costa County Board of Supervisors 213 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute the Temporary Construction Permit with the United States Bureau of Reclamation (USBR) and Contra Costa Water District (CCWD), in connection with the Canal Road Bridge Replacement Project, Bay Point area. County Project No. 0662-6R4080, Federal Project No.: BRLO 5928 (108) (District V) FISCAL IMPACT: 100% Highway Bridge Replacement Funds BACKGROUND: The Contra Costa County (County) Public Works Department is required to obtain a Temporary Construction Permit for the Canal Road Bridge Replacement Project in order to install and maintain a guardrail extending from the new bridge on the adjacent canal property. USBR agreed to issue this temporary permit to accommodate the County’s schedule for construction of the bridge project and intends to issue a permanent APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 5 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:APPROVE Temporary Construction Permit for the Canal Road Bridge Replacement Project, Bay Point area. September 13, 2016 Contra Costa County Board of Supervisors 214 BACKGROUND: (CONT'D) easement to the County after the County completes construction of the improvements. The guardrail is needed for safety to prevent errant vehicles from the public road from entering the canal, which passes under the bridge. USBR owns the canal and CCWD is responsible for operation and maintenance of the canal. The bridge project is funded by Federal Highway Bridge Program. The permit requires the County to pay the Bureau of Reclamation for all administrative fees, including but not limited to engineering, environmental, and realty work associated with processing the permit, in accordance with 47 CFR 429.17. The permit also requires the County and its contractors to indemnify and hold harmless the Bureau of Reclamation and CCWD from and against all claims that arise out of the County’s activities under the permit. CONSEQUENCE OF NEGATIVE ACTION: The project would be delayed until an alternative design is developed for public safety that is also acceptable to USBR and CCWD. September 13, 2016 Contra Costa County Board of Supervisors 215 RECOMMENDATION(S): ADOPT Resolution No. 2016/509 accepting completion of private improvements for the Drainage Acceptance DG11-00070 (cross-reference subdivision SD97-07996), for a project developed by Toll Brothers, Inc., as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (District III) FISCAL IMPACT: 100% Developer Fees BACKGROUND: The developer has completed the private improvements per the drainage acceptance, and in accordance with the Title 9 of the County Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: The completion of private improvements will not be accepted. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, Chris Lau, L. Lorentini, Engineering Services, L. Brown, Finance, C. Low, City of San Ramon, C. Hallford, Mapping Division C. 6 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Accepting completion of private improvements for the Drainage Acceptance for DG11-00070, San Ramon (Dougherty Valley) area. September 13, 2016 Contra Costa County Board of Supervisors 216 AGENDA ATTACHMENTS Resolution No. 2016/509 MINUTES ATTACHMENTS Signed: Resolution No. 2016/509 September 13, 2016 Contra Costa County Board of Supervisors 217 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/509 IN THE MATTER OF accepting completion of private improvements for the drainage acceptance DG11-00070 (cross-reference subdivision SD97-07996) for a project developed by Toll Brothers, Inc., as recommended by the Public Works Director, San Ramon area. (District III) The Public Works Director has notified this Board that the private improvements in drainage acceptance DG11-00070 have been completed as provided in the drainage acceptance with Toll Brothers, Inc., without the need for an agreement. WHEREAS, these improvements to tributaries of San Catanio Creek are located near Ashbourne Circle and Whitcliff Court, and near Ashbourne Circle and Cranleigh Court. NOW, THEREFORE, BE IT RESOLVED that the private drainage improvements are ACCEPTED AS COMPLETE. 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, Chris Lau, L. Lorentini, Engineering Services, L. Brown, Finance, C. Low, City of San Ramon, C. Hallford, Mapping Division 5 September 13, 2016 Contra Costa County Board of Supervisors 218 September 13, 2016 Contra Costa County Board of Supervisors 219 RECOMMENDATION(S): ADOPT Resolution No. 2016/510 accepting completion of improvements for the Road Improvement Agreement and Offer of Dedication for Roadway Purposes for Boulevard Way land use permit LP08-02034 (cross-reference minor subdivision MS09-00008) for a project developed by Sufism Reoriented, as recommended by the Public Works Director, Walnut Creek area. (District II) FISCAL IMPACT: 100% Developer Fees BACKGROUND: The developer has completed the improvements per the Road Improvement Agreement for Boulevard Way for land use permit LP08-02034, and in accordance with the Title 9 of the County Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: The completion of improvements will not be accepted. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, Chris Lau, C. Hallford, Mapping Division, L. Lorentini, Engineering Services, L. Brown, Finance C. 7 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Accepting completion of public improvements for the Road Improvement Agreement for land use permit LP08-02034 Walnut Creek area. September 13, 2016 Contra Costa County Board of Supervisors 220 AGENDA ATTACHMENTS Resolution No. 2016/510 MINUTES ATTACHMENTS Signed: Resolution No. 2016/510 September 13, 2016 Contra Costa County Board of Supervisors 221 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/510 IN THE MATTER OF accepting completion of improvements for the Road Improvement Agreement and Offer of Dedication for Roadway Purposes for Boulevard Way for land use permit LP08-02034 (cross-reference minor subdivision MS09-00008) for a project developed by Sufism Reoriented, as recommended by the Public Works Director, Walnut Creek area. (District II) The Public Works Director has notified this Board that the improvements in land use permit LP08-02034 for Boulevard Way have been completed as provided in the Road Improvement Agreement with Sufism Reoriented, heretofore approved by this Board in conjunction with the filing of the Minor Subdivision Map. WHEREAS, these improvements are located on Boulevard Way between Warren Road and Molly Way. NOW, THEREFORE, BE IT RESOLVED that the improvements have been COMPLETED as of September 13, 2016, thereby establishing the six-month terminal period for the filing of liens in case of action under said Minor Subdivision Agreement: DATE OF AGREEMENT: February 12, 2013 NAME OF SURETY: N/A (Cash) BE IT FURTHER RESOLVED the payment (labor and materials) surety for $203,500.00, cash will be RETAINED for the six-month lien guarantee period until February 16, 2016, 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 widening of Boulevard Way is ACCEPTED and DECLARED to be a County road. BE IT FURTHER RESOLVED the Offer of Dedication for Roadway Purposes per Recording Series DOC-2012-0311560, filed December 6, 2012, Official Records of Contra Costa County, State of California is ACCEPTED. BE IT FURTHER RESOLVED that the beginning of the warranty period is hereby established, and the $4,070.00 cash deposit (Auditor's Deposit Permit No. 618681, dated November 29, 2012) made by Sufism Reoriented, and the performance/maintenance surety bond for $60,439.50 cash issued by Sufism Reoriented be RETAINED pursuant to the requirements of Section 94-4.406 of the Ordinance Code until release by this Board. 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, Chris Lau, C. Hallford, Mapping Division, L. Lorentini, Engineering Services, L. Brown, Finance 5 September 13, 2016 Contra Costa County Board of Supervisors 222 September 13, 2016 Contra Costa County Board of Supervisors 223 RECOMMENDATION(S): ADOPT Resolution No. 2016/511 establishing warranty period for subdivision SD08-09247 for a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (District II) FISCAL IMPACT: 100% Developer Fees BACKGROUND: The developer has completed the improvements per the Subdivision Agreement, and in accordance with the Title 9 of the County Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: The warranty period will not begin. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, H, Finch, Maintenance, C. Hallford, Mapping Division, L. Lorentini, Engineering Services, L. Brown, Finance, C. Low, City of San Ramon C. 8 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Establishing warranty period for subdivision SD08-09247, San Ramon (Dougherty Valley) area. (District II) September 13, 2016 Contra Costa County Board of Supervisors 224 AGENDA ATTACHMENTS Resolution No. 2016/511 MINUTES ATTACHMENTS Signed: Resolution No. 2016/511 September 13, 2016 Contra Costa County Board of Supervisors 225 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/511 IN THE MATTER OF establishing the warranty period for subdivision SD08-09247 for a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (District II) WHERE AS, on July 12, 2016 this board accepted improvements as complete (Resolution No. 2016/424). NOW, THEREFORE, BE IT RESOLVED that the beginning of the warranty period is hereby established on July 12, 2016, and the $25,000.00 cash deposit (Auditor's Deposit Permit No. 673116, dated November 25, 2014) made by Toll Brothers Inc., and the performance/maintenance surety bond rider for $372,900.00, Bond No. 58719762 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. 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: R. Hutchins, Records, S. Reed, Design/Construction, H, Finch, Maintenance, C. Hallford, Mapping Division, L. Lorentini, Engineering Services, L. Brown, Finance, C. Low, City of San Ramon 5 September 13, 2016 Contra Costa County Board of Supervisors 226 September 13, 2016 Contra Costa County Board of Supervisors 227 RECOMMENDATION(S): ADOPT Resolution No. 2016/519, approving and authorizing the Public Works Director, or designee, to fully close a portion of San Pablo Dam Road between El Portal Drive and Appian Way, on September 18, 2016 from 6:00 a.m. through 7:00 p.m., for the purpose of El Sobrante Stroll, El Sobrante area. (District I) 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: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 9 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Approve and Authorize the closure of a portion of San Pablo Dam Road on September 18, 2016, El Sobrante area. September 13, 2016 Contra Costa County Board of Supervisors 228 AGENDA ATTACHMENTS Resolution No. 2016/519 MINUTES ATTACHMENTS Signed: Resolution No. 2016/519 September 13, 2016 Contra Costa County Board of Supervisors 229 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/519 Approving and Authorizing the Public Works Director, or designee, to fully close a portion of San Pablo Dam Road between El Portal Drive and Appian Way, on September 18, 2016 from 6:00 AM through 7:00 PM, for the purpose of El Sobrante Stroll, El Sobrante area. (District I) RC16-9 IT IS BY THE BOARD RESOLVED that permission is granted to El Sobrante Chamber of Commerce to fully close San Pablo Dam Road between El Portal Drive and Appian Way, except for emergency traffic, on September 18, 2016 for the period of 6:00 AM through 7:00 PM, 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. El Sobrante Chamber of Commerce 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 $1,000,000.00 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: 5 September 13, 2016 Contra Costa County Board of Supervisors 230 September 13, 2016 Contra Costa County Board of Supervisors 231 RECOMMENDATION(S): ADOPT Resolution No. 2016/525 accepting completion of the warranty period for the Subdivision Agreement (Right-of-Way Landscaping) and release of cash deposit for faithful performance, for subdivision SD08-09246, Hummingbird Playground (previously Red Hawk Park, (cross-reference PA11-00041), for a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon, (Dougherty Valley) area. FISCAL IMPACT: 100% Developer Fees. The funds to be released are developer fees that have been held on deposit. BACKGROUND: The landscape improvements have met the guarantee performance standards for the warranty period following completion and acceptance of the improvements. CONSEQUENCE OF NEGATIVE ACTION: The developer will not APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: S. Reed, Design/Construction, L. Lorentini, Engineering Services C. 10 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Accepting completion of warranty and release of cash deposit under Subdivision Agreement (Right-of-Way Landscaping) for SD08-09246 San Ramon. September 13, 2016 Contra Costa County Board of Supervisors 232 CONSEQUENCE OF NEGATIVE ACTION: (CONT'D) receive a refund of the cash deposit, the Subdivision Agreement (Right-of-Way Landscaping) and performance/maintenance surety bond will not be exonerated, and the billing account will not be liquidated and closed. AGENDA ATTACHMENTS Resolution No. 2016/525 MINUTES ATTACHMENTS Signed: Resolution No. 2016/525 September 13, 2016 Contra Costa County Board of Supervisors 233 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/525 IN THE MATTER OF: Accepting completion of the warranty period for the Subdivision Agreement (Right-of-Way Landscaping) and release of cash deposit for faithful performance for subdivision SD08-09246, Humming Bird Playground (previously Red Hawk Park, cross-reference PA11-00041), a project developed by Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation, as recommended by the Public Works Director, San Ramon (Dougherty Valley) area. (District II) WHEREAS, on January 7, 2014, this Board resolved that the landscape improvements in subdivision SD08-09246, Humming Bird Playground (previously Red Hawk Park, cross-reference PA11-00041) were completed as provided in the Subdivision Agreement (Right-of-Way Landscaping) with Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation and now on the recommendation of the Public Works Director; The Board hereby FINDS that the improvements have satisfactorily met the guaranteed performance standards for the period following completion and acceptance. NOW, THEREFORE, BE IT RESOLVED that the Public Works Director is AUTHORIZED to: REFUND the $5,000.00 cash deposit (Auditor’s Deposit Permit No. 578268, dated May 31, 2011) plus interest to Shapell Homes, a Division of Shapell Industries, Inc., a Delaware Corporation in accordance with Government Code Section 53079, if appropriate, Ordinance Code Section 94-4.406, and the subdivision agreement. BE IT FURTHER RESOLVED that upon completion of the warranty and maintenance period, the San Ramon City Council shall accept the landscape improvements for maintenance and ownership in accordance with the Dougherty Valley Memorandum of Understanding. BE IT FURTHER RESOLVED that the warranty period has been completed and the Subdivision Agreement (Right-of-Way Landscaping) and surety bond, Bond No. 929 525 433 dated August 9, 2011, issued by The Continental Insurance Company, are EXONERATED. 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: S. Reed, Design/Construction, L. Lorentini, Engineering Services 5 September 13, 2016 Contra Costa County Board of Supervisors 234 September 13, 2016 Contra Costa County Board of Supervisors 235 RECOMMENDATION(S): APPROVE the Conveyance of Real Property owned by the Contra Costa County Flood Control and Water Conservation District (District), identified as a former access road along the Marsh Creek Channel adjacent to Subdivisions 8678, 8679 and 8680, to the City of Oakley (City), in connection with the Cypress Grove Development, pursuant to Government Code Section 25365 and F.C.D. Act, Section 31 (Project No.:7521-6D8325) DECLARE that this Board on August 2, 2016, approved the Notice of Intention fixing September 13, 2016 at 9:00 a.m., or thereafter, in its Chambers, County Administration Building, 651 Pine Street, Martinez, California, as the time and place where it would meet to convey the real property described therein to the City. Said Notice was duly published in the East Bay Times in compliance with Government Code Section 6061. DETERMINE said properties to be surplus and no longer necessary for District purposes and are required by the City in connection with the Cypress Grove Development. AUTHORIZE the Chief Engineer, or designee, to execute a Grant Deed to the City on behalf of the District. DIRECT the Real Estate Division of the Public Works Department to cause said Grant Deed APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Olivia Reynolds (925) 313-2306 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 11 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Approve Conveyance of Real Property to the City of Oakley September 13, 2016 Contra Costa County Board of Supervisors 236 RECOMMENDATION(S): (CONT'D) to be delivered to the grantee for recording in the office of the County Clerk-Recorder. FISCAL IMPACT: No fiscal impact. BACKGROUND: This Project is located just northeast of the intersection of E. Cypress Road and the Marsh Creek Channel and consists of three subdivisions, 8678, 8679 and 8680. As part of the overall construction of the Project, E. Cypress Road was widened to the north into District right of way, over Marsh Creek and just to the east of the Marsh Creek Channel. As a result of the construction, the former access road needs to be transferred to the City to complete the right of way transactions associated with this Project. On October 6, 2004, the County Board of Supervisors adopted the previously certified City of Oakley’s Final Environmental Impact Report for the project. SCH # 2001122073. CONSEQUENCE OF NEGATIVE ACTION: The District will be responsible for maintaining the property. AGENDA ATTACHMENTS Grant Deed - Cypress Grove Legal Description for Grant Deed - Cypress Grove MINUTES ATTACHMENTS Signed: Grant Deed September 13, 2016 Contra Costa County Board of Supervisors 237 Recorded at the request of: City of Oakley Return to: City of Oakley 3231 Main Street Oakley, CA 94561 EXEMPT FROM RECORDING FEES PURSUANT TO GOV’T. CODE SECTION 27383 AND DOCUMENTARY TRANSFER TAX PURSUANT TO REVENUE AND TAXATION CODE SECTION 11922. Portion of Subdivisions: 8678, 8679 and 8680 (Cypress Grove Development) GRANT DEED For valuable consideration, receipt of which is hereby acknowledged, CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, a flood control district, organized under the laws of the State of California, Grants to the CITY OF OAKLEY, a municipal corporation, the following described real property in the City of Oakley, County of Contra Costa, State of California, AS DESCRIBED IN THE ATTACHED EXHIBITS “A-1, “A-2” AND “A-3” AND SHOWN ON THE ATTACHED EXHIBITS “B-1”, “B-2” AND “B-3” ATTACHED HERETO AND MADE A PART HEREOF. CONTRA COSTA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT Dated By ___________________________________ Candace Anderson Chair, Board of Supervisors G:\realprop\Cypress Grove - Oakley\DE.03 Grant Deed - Cypress Grove.doc STATE OF CALIFORNIA ) COUNTY OF CONTRA COSTA ) On before me, Clerk of the Board of Supervisors, Contra Costa County, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature: Deputy Clerk September 13, 2016 Contra Costa County Board of Supervisors 238 September 13, 2016 Contra Costa County Board of Supervisors 239 September 13, 2016 Contra Costa County Board of Supervisors 240 September 13, 2016 Contra Costa County Board of Supervisors 241 September 13, 2016 Contra Costa County Board of Supervisors 242 September 13, 2016 Contra Costa County Board of Supervisors 243 September 13, 2016 Contra Costa County Board of Supervisors 244 September 13, 2016 Contra Costa County Board of Supervisors 245 September 13, 2016 Contra Costa County Board of Supervisors 246 September 13, 2016 Contra Costa County Board of Supervisors 247 September 13, 2016 Contra Costa County Board of Supervisors 248 RECOMMENDATION(S): 1. APPROVE the design, plans, and specifications for the above project. 2. DETERMINE that the bid submitted by Hess Construction Co. Inc., complied with the requirements of the County’s Outreach Program for this project, as provided in the project specifications, and FURTHER DETERMINE that Hess Construction Co., Inc. submitted the lowest responsive and responsible bid for this project. 3. AWARD the construction contract for the above project to Hess Construction Co. Inc., in the amount of $823,000. 4. DIRECT that Hess Construction Co. Inc., shall submit two good and sufficient security bonds (performance and payment bonds) in the amount of $823,000.00 each. 5. ORDER that, after the contractor has signed the contract and returned it, together with the bonds, evidence of insurance, and other required documents, and the Public Works Director has reviewed and found them to be sufficient, the Public Works Director, or designee, is authorized to sign the contract for this Board. 6. ORDER that, in accordance with the project specifications and/or upon signature of the contract by the Public APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jason Chen, Special Districts (925) 313-2299 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 12 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Award Construction Contract for El Sobrante Mini Park Improvements, 4191 Appian Way, El Sobrante, CA. September 13, 2016 Contra Costa County Board of Supervisors 249 RECOMMENDATION(S): (CONT'D) Works Director, or designee, any bid bonds posted by the bidders are to be exonerated and any checks or cash submitted for security shall be returned. 7. AUTHORIZE the Public Works Director, or designee, to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by the County to ensure performance under the contract, pursuant to Public Contract Code Section 22300. 8. AUTHORIZE the Public Works Director, or designee, to order changes or additions to the work pursuant to Public Contract Code Section 20142. 9. DELEGATE, pursuant to Public Contract Code Section 4114, to the Public Works Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110. 10. DECLARE that, should the award of the contract to Hess Construction Co. Inc., be invalidated for any reason, the Board would not in any event have awarded the contract to any other bidder, but instead would have exercised its discretion to reject all of the bids received. Nothing in this Board Order shall prevent the Board from re-awarding the contract to another bidder in cases where the successful bidder establishes a mistake, refuses to sign the contract, or fails to furnish required bonds or insurance (see Public Contract Code Sections 5100-5107). FISCAL IMPACT: 52.5% Measure WW Funds 32.6% Park Dedication Funds 6.5% Library Funds 8.4% General Funds BACKGROUND: Voters approved Measure WW allocated grant funds to local parks for improvements. Special Districts met with Supervisor Gioia’s staff, El Sobrante Library staff, and members of SPAWNERS to develop the proposed improvements at El Sobrante Mini Park. The purpose of the work is to rehabilitate the existing parking lot and renovate existing landscape and recreational facilities on the County land adjacent to the El Sobrante Library. The existing recreational facilities include gardens (reading, demonstration, and memorial), landscaped walkways along Appian Way and Garden Road, and landscaped pathways leading to a riparian interpretive trail along San Pablo Creek. The work will remove the deteriorating parking lot surface and replace it with pervious asphalt to meet County c.3 Clean Water requirements, renovate the existing landscaping along all the above mentioned landscaped walkways and improve landscaping around the reading garden. An existing open space located at the rear of the library will be converted into a plaza with a raised podium for events. Upkeep of the improvements will be part of the routine maintenance of County facilities. Plans and specifications for the project have been prepared for the Public Works Department by Callander Associates and filed with the Clerk of the Board by the Public Works Director. Bids were received and opened by the Public Works Department on August 11, 2016, and bids were as follows: BIDDER TOTAL BASE BID Hess Construction Co., Inc.$823,000.00 GradeTech, Inc.$858,000.00 Suarez & Munoz Construction, Inc.$884,585.00 September 13, 2016 Contra Costa County Board of Supervisors 250 All the bids received were more than the Architect's Estimate of $635,000.00. Staff has determined that the bids are within the normal range for projects of this nature and that sufficient funds are available. Staff has evaluated the low bid submitted by Hess Construction Co., Inc. and their good faith effort documentation. Hess Construction Co.’s bid is responsive and their good faith effort documentation is in compliance with the County's Outreach Program. The Public Works Director recommends that the Board award the construction contract to Hess Construction Co., Inc., the lowest responsive and responsible bidder, in the amount of $823,000.00. The general prevailing rates of wages, which shall be the minimum rates paid on this project, are on file with the Clerk of the Board, and copies are available to any party upon request. CONSEQUENCE OF NEGATIVE ACTION: If the construction contract is not awarded, the project will not move forward and the parking lot will continue to deteriorate. September 13, 2016 Contra Costa County Board of Supervisors 251 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a consulting services agreement (CSA) with Quincy Engineering, Inc., (Quincy) in an amount not to exceed $200,000 for construction management services for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, for the period of September 1, 2016 through September 30, 2017, Concord area. County Project No. 4855-4653-SAS-6X5322, Federal Project No. AIP 3-06-0050-021, (District 4) FISCAL IMPACT: The CSA will be funded by 90% Federal Aviation Administration Funds, 2.25% Caltrans Funds, 7.75% Airport Enterprise Funds. BACKGROUND: The project consists of the reconstruction of portions of Taxiway E and compass rose pavements, overlay a portion of Taxiway K and install pavement markings at the Buchanan Field Airport in the Concord area of Contra Costa County. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 13 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:CSA with Quincy Engineering, Incorporated for the Buchanan Airport Taxiway Echo & Kilo Improvements Project, Concord area. September 13, 2016 Contra Costa County Board of Supervisors 252 BACKGROUND: (CONT'D) Quincy was selected to provide construction management services for the project after completing a request for qualifications solicitation, technical proposal, and interview process. Public Works has successfully negotiated with Quincy to provide the construction management services. CONSEQUENCE OF NEGATIVE ACTION: Without Board of Supervisors’ approval, this CSA will not be in effect. A delay in the construction of the Buchanan Airport Taxiway Echo & Kilo Improvements Project will occur, ultimately delaying the completion of the project. Project delay may also result in substantial additional project costs and jeopardize the funding. September 13, 2016 Contra Costa County Board of Supervisors 253 RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent to execute purchase orders with Ascent Aviation Group, Inc. for the purchase of aviation fuel for resale at Byron Airport in an amount not to exceed $1,000,000.00 per year for the period October 1, 2016 through September 30, 2026. APPROVE and AUTHORIZE the Director of Airports, or designee, to execute a Fuel Supply Agreement, a Branding Agreement, and a Credit Card Processing Fee Schedule Agreement between the County and Ascent Aviation Group, Inc. for the purchase and resale of branded aviation fuel at Byron Airport. Byron Area FISCAL IMPACT: The Airport Enterprise Fund will cover the purchase costs and the Airport will then resell the fuel to Byron tenants and other users to generate income. BACKGROUND: Contra Costa County Airports is responsible for an aircraft fueling facility at Byron Airport that provides 100 low lead (LL) aviation fuel for its tenants and visiting aircraft. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Beth Lee, (925) 681-4200 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 14 To:Board of Supervisors From:Keith Freitas, Airports Director Date:September 13, 2016 Contra Costa County Subject:AUTH POs for Purchase of Aviation Fuel; APPROVE Fuel Supply & Branding Agrmts & Credit Card Processing Fee Schedule between County & Ascent Aviation September 13, 2016 Contra Costa County Board of Supervisors 254 BACKGROUND: (CONT'D) Byron Airport has had steadily increasing fuel sales year over year. Sales to date for 2016 (January to June) are 50% higher than the same period in 2015 due in part to more competitive pricing. Ascent Aviation Group, Inc. (Ascent) is the current supplier of aviation fuel to the County for resale at Byron Airport under a contract that ends on October 31, 2016. In anticipation of the contract ending, the Airport Division undertook a Request for Proposal (RFP) process through the BidSync system. The RFP had a deadline of June 16, 2016. Two proposals were received in response to the RFP. Based on the selection requirements, Ascent was selected to supply branded aviation fuel to Byron airport. The brand of aviation fuel supplied by Ascent is Phillips 66. In order to purchase branded fuel from Ascent, Ascent requires the County to enter into the following: (i) a Fuel Supply Agreement, under which the County is agreeing to purchase fuel from Ascent for a 5-year term (October 1, 2016 through September 30, 2021), with one 5-year renewal option; (ii) a Branding Agreement, under which the County is agreeing to sell only Phillips 66 aviation fuel at Byron Airport and to purchase the fuel from Ascent, and (iii) a credit card processing fee schedule agreement, which summarizes the pricing and payment process associated with fuel purchases made by credit card. Each of these agreements is attached for your review. The fuel will be purchased by the Purchasing Agent through purchase orders, in an amount not to exceed $1,000,000.00 per year. This authority level is intended to reflect steadily increasing fuel sales at Byron Airport and the variability in fuel pricing. The attached agreements supersede the agreements dated September 1, 2014 between the County and Seller. CONSEQUENCE OF NEGATIVE ACTION: If the agreements required by Ascent are not approved and if the Purchasing Agent is not authorized to purchase aviation fuel from Ascent, the County will no longer be able to buy Phillips 66-brand aviation fuel, which will result in a disruption of needed aviation fuel service at Byron Airport for tenants and customers. ATTACHMENTS Ascent FSA Signed Ascent Branding Agreement Signed Merchant Fees September 13, 2016 Contra Costa County Board of Supervisors 255 September 13, 2016 Contra Costa County Board of Supervisors 256 September 13, 2016 Contra Costa County Board of Supervisors 257 September 13, 2016 Contra Costa County Board of Supervisors 258 September 13, 2016 Contra Costa County Board of Supervisors 259 September 13, 2016 Contra Costa County Board of Supervisors 260 September 13, 2016 Contra Costa County Board of Supervisors 261 Ascent Aviation A subsidiary of World Fuel Services World Fuel Services/P66 Aviation Branded Credit Card Processing Fee Schedule Agreement FBO Name: __CONTRA COSTA COUNTY_________ Phillips 66 Credit Card Program Discount Rate Settlement Time P66 Aviation Card 0% Within 24-48 business hrs P66 Wings (Co-Branded AVCARD) Card 0% Within 24-48 business hrs Visa/Master Card Qualified 2.05% Within 24-48 business hrs Visa/Master Card Unqualified 3.25% Within 24-48 business hrs American Express 3.15% Within 24-48 business hrs Discover/Diner’s 2.40% Within 24-48 business hrs Avcard 1.95% Within 24-48 business hrs Multi Service Aviation 3.15% Within 24-48 business hrs Wex/Voyager 2.75% Within 24-48 business hrs Debit 1.00% Within 24-48 business hrs AirCard (Retail) 4.25% Within 24-48 business hrs Note: Qualified transactions are cards swiped through the POS or self-serve fueling units and settled before midnight on the same day. All other scenarios (i.e. manually entered card transactions) are considered non-qualified transactions for Visa or MasterCard credit cards. Settlement by EFT: Sales processed through processing center will be funded to FBO via EFT (Electronic Funds Transfer) on a daily basis. A settlement advice notice will be electronically transmitted indicating transaction detail and settlement amounts. Settlement: All card types will be settled to your account within 24-48 business hours after processing. Excludes weekends, government and bank holidays. Authorized Signature: Date: Print Name Clearly: Please contact World Fuel Services-Parish at 800.272.3681 with any questions or concerns. *rates subject to change September 13, 2016 Contra Costa County Board of Supervisors 262 RECOMMENDATION(S): APPROVE and AUTHORIZE the Director of Airports, or designee, to execute a month-to-month hangar rental agreement with Ronald Thompson for a shade hangar at Buchanan Field Airport effective September 1, 2016 in the monthly amount of $177.07. Pacheco area. FISCAL IMPACT: The Airport Enterprise Fund will realize $2,124.84 annually. BACKGROUND: On September 1, 1970, Buchanan Airport Hangar Company entered into a 30-year lease with Contra Costa County for the construction of seventy-five (75) hangars and eighteen (18) aircraft shelters at Buchanan Field Airport. Buchanan Airport Hangar Company was responsible APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Beth Lee, (925) 681-4200 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 15 To:Board of Supervisors From:Keith Freitas, Airports Director Date:September 13, 2016 Contra Costa County Subject:APPROVE and AUTHORIZE the Director of Airports, or designee, to execute a hangar rental agreement with Buchanan Field Airport Hangar tenant September 13, 2016 Contra Costa County Board of Supervisors 263 BACKGROUND: (CONT'D) for the maintenance and property management of the property during that 30-year period. On September 1, 2000, the County obtained ownership of the aircraft hangars and shelters, pursuant to the terms of the above lease. On February 13, 2007, Contra Costa County Board of Supervisors approved the new Large Hangar Lease Agreement for use with the larger East Ramp Hangars. On February 3, 2008, Contra Costa County Board of Supervisors approved the amended T-Hangar Lease Agreement which removed the Aircraft Physical Damage Insurance requirement. The new amended T-hangar Lease Agreement will be used to enter into this aircraft rental agreement. CONSEQUENCE OF NEGATIVE ACTION: A negative action will cause a loss of revenue to the Airport Enterprise Fund. ATTACHMENTS Hangar Agreement-Ronald Thompson September 13, 2016 Contra Costa County Board of Supervisors 264 September 13, 2016 Contra Costa County Board of Supervisors 265 September 13, 2016 Contra Costa County Board of Supervisors 266 RECOMMENDATION(S): DENY claims filed by Katherine Batts, Eli Dominguez, Lei Fang, Robert Freeze & Mary Kovach, Ellen & Joel Hagedorn, Joshua Hammons, Cynthia Johnston, Johnstone Supply, Ariana M. Jones on behalf of Aniyah Randle (a minor), Jennie Redondo, and Esther Torres. DENY late claim filed by Mary Ann Agno. DENY amended claim filed by Ellen & Joel Hagedorn. FISCAL IMPACT: No fiscal impact. BACKGROUND: * APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Joellen Balbas 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 16 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Claims September 13, 2016 Contra Costa County Board of Supervisors 267 RECOMMENDATION(S): APPROVE Board meeting minutes for July and August 2016, as on file with the Office of the Clerk of the Board. FISCAL IMPACT: None. 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. CONSEQUENCE OF NEGATIVE ACTION: Contra Costa County will fail to meet the requirements of Government Code Section 25101(b). APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Joellen Balbas 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 17 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:APPROVE the Board Meeting minutes for July and August 2016 September 13, 2016 Contra Costa County Board of Supervisors 268 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gayle Israel, (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C. 18 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:Declaring September 2016 as Childhood Cancer Awareness Month in Contra Costa County September 13, 2016 Contra Costa County Board of Supervisors 269 AGENDA ATTACHMENTS Resolution No. 2016/498 MINUTES ATTACHMENTS Signed Resolution No. 2016/498 September 13, 2016 Contra Costa County Board of Supervisors 270 In the matter of:Resolution No. 2016/498 Declaring September 2016 as Childhood Cancer Awareness Month in Contra Costa County WHEREAS, the American Cancer Fund for Children and Kids Cancer Connection report cancer is the leading cause of death by disease among U.S. children between infancy and age 15. This tragic disease is detected in more than 15,000 of our country's young people each and every year; and WHEREAS, one in five of our nation's children loses his or her battle with cancer. Many infants, children and teens will suffer from long-term effects of comprehensive treatment, including secondary cancers; and WHEREAS, founded over twenty years ago by Steven Firestein, a member of the philanthropic Max Factor cosmetics family, the American Cancer Fund for Children, Inc. and Kids Cancer Connection, Inc. are dedicated to helping these children and their families; and WHEREAS, the American Cancer Fund for Children and Kids Cancer Connection provide a variety of vital patient psychosocial services to children undergoing cancer treatment at Lucile Packard Children's Hospital at Stanford in Palo Alto, UCSF Benioff Children’s Hospital Oakland, Kaiser Permanente Medical Center, as well as participating hospitals throughout the country, thereby enhancing the quality of life for these children and their families; and WHEREAS, the American Cancer Fund for Children and Kids Cancer Connection also sponsor Courageous Kid recognition awards, family sailing, community get well cards and hospital celebrations in honor of a child's determination and bravery to fight the battle against childhood cancer. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County do hereby declare September 2016 as Childhood Cancer Awareness Month in Contra Costa County and thank and honor the work of all organizations and agencies such as the American Cancer Fund for Children, Inc., Kids Cancer Connection, Inc., as well as, the Contra Costa Health Services Department who are dedicated to helping our youngest cancer patients in all aspects of their care. ___________________ CANDACE ANDERSEN Chair, District II Supervisor ______________________________________ JOHN GIOIA MARY N. PIEPHO District I Supervisor District III Supervisor ______________________________________ KAREN MITCHOFF FEDERAL D. GLOVER District IV Supervisor District V 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: September 13, 2016 David J. Twa, By: ____________________________________, Deputy September 13, 2016 Contra Costa County Board of Supervisors 271 C.18 September 13, 2016 Contra Costa County Board of Supervisors 272 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lynn Enea - (925) 8200 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C. 19 To:Board of Supervisors From:Federal D. Glover, District V Supervisor Date:September 13, 2016 Contra Costa County Subject:Recognizing National Recovery Month: Our Families, Our Stories, Our Recovery September 13, 2016 September 13, 2016 Contra Costa County Board of Supervisors 273 AGENDA ATTACHMENTS Resolution No. 2016/507 MINUTES ATTACHMENTS Signed Resolution No. 2016/507 September 13, 2016 Contra Costa County Board of Supervisors 274 In the matter of:Resolution No. 2016/507 RECOGNIZING NATIONAL RECOVERY MONTH: OUR FAMILIES, OUR STORIES, OUR RECOVERY WHEREAS, behavioral health is an essential part of health and one's overall wellness, and prevention works, treatment is effective, and people can and do recover from the disease of alcohol and other drugs disorders; and WHEREAS, all people have the fundamental and inherent value to be accepted and treated with respect, human dignity, and worth: and WHEREAS, individuals should have access to fully participate in community life including economic advancement and prosperity; fair and decent housing; quality education; positive opportunities to benefit from and contribute to material, cultural, and social progress; and WHEREAS, it is critical to educate our policymakers, friends and family members, health care providers and businesses that the disease of alcohol and other drugs disorders are treatable, and that people should seek assistance for these conditions, with the same urgency as they would any other health condition; and WHEREAS, all Americans have the opportunity to access provisions within the Affordable Care Act and Mental Health Parity and Addictions Equity Act (MHPAEA), aimed to improve physical and emotional health while ensuring people will receive the care they need at a more reasonable cost; and WHEREAS, the disease of alcohol and other drugs are a serious public health problem; and WHEREAS, to help more people achieve long-term recovery, and learn how recovery positively benefits the Nations' s overall well-being, the U.S. Department of Health and Human Services (HHS), the Substance Abuse and Mental Health Services Administration (SAMHSA), the White House Office of National Drug Control Policy (ONDCP), Support4Recovery and the County of Contra Costa to participate in National Recovery Month: Our Families, Our Stories, Our Recovery. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County do hereby proclaim the month of September 2016 as NATIONAL RECOVERY MONTH: OUR FAMILIES, OUR STORIES, OUR RECOVERY in Contra Costa County and call upon the people of Contra Costa County to observe this month with appropriate programs, activities, and ceremonies supporting this year's theme. ___________________ CANDACE ANDERSEN Chair, District II Supervisor ______________________________________ JOHN GIOIA MARY N. PIEPHO District I Supervisor District III Supervisor ______________________________________ KAREN MITCHOFF FEDERAL D. GLOVER District IV Supervisor District V 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: September 13, 2016 David J. Twa, By: ____________________________________, Deputy September 13, 2016 Contra Costa County Board of Supervisors 275 PR.1, C.19 September 13, 2016 Contra Costa County Board of Supervisors 276 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Melissa Margain 2524500 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C. 20 To:Board of Supervisors From:Mary N. Piepho, District III Supervisor Date:September 13, 2016 Contra Costa County Subject:RECOGNIZING SEPTEMBER 2016 AS SUICIDE PREVENTION AWARENESS MONTH September 13, 2016 Contra Costa County Board of Supervisors 277 AGENDA ATTACHMENTS Resolution No. 2016/532 MINUTES ATTACHMENTS Signed Resolution No. 2016/532 September 13, 2016 Contra Costa County Board of Supervisors 278 In the matter of:Resolution No. 2016/532 RECOGNIZING SEPTEMBER 2016 AS SUICIDE PREVENTION AWARENESS MONTH, IN CONTRA COSTA COUNTY. WHEREAS, the Contra Costa County Board of Supervisors recognizes September 2016 as Suicide Prevention Awareness Month, shedding light on those suffering with a mental illness, or other behavioral health issues; and WHEREAS, suicide is a human tragedy that transcends socioeconomic status, age, gender and ethnicity; and WHEREAS, suicide is the tenth leading cause of all deaths in the United States and the third leading cause of death among individuals between the ages of 15 and 24 and takes the lives of nearly 30,000 Americans every year; and WHEREAS, suicide has an everlasting impact on the survivors who are left to process the loss of their loved ones and who are at an increased risk of suicide themselves; and WHEREAS, suicide prevention efforts should be developed and encouraged to the maximum extent possible; and WHEREAS, suicide is preventable through increased knowledge about warning signs, timely intervention, and by limited access to lethal means for those at risk; and WHEREAS, Contra Costa County calls to action the Health Services Department, Public Officials, Private Health Providers and Hospitals, Community-Based Organizations, Faith-Based Organizations, and individuals within our communities to educate and take action to address this devastating public health issue; and WHEREAS, in September 2013, the Contra Costa County Board of Supervisors adopted a Suicide Prevention Strategic Plan providing a road map for communities to reduce suicide through education, increasing awareness of knowing the warning signs, and implementing trainings to equip people with tools needed to help others who consider suicide. NOW, THEREFORE, BE IT RESOLVED that the Contra Costa County Board of Supervisors hereby recognizes September 2016 as Suicide Prevention Awareness Month in Contra Costa County and encourages citizens to join in this important observance. ___________________ CANDACE ANDERSEN Chair, District II Supervisor ______________________________________ JOHN GIOIA MARY N. PIEPHO District I Supervisor District III Supervisor ______________________________________ KAREN MITCHOFF FEDERAL D. GLOVER District IV Supervisor District V 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: September 13, 2016 David J. Twa, By: ____________________________________, Deputy September 13, 2016 Contra Costa County Board of Supervisors 279 September 13, 2016 Contra Costa County Board of Supervisors 280 PR.2, C.20 September 13, 2016 Contra Costa County Board of Supervisors 281 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Dominic Aliano (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C. 21 To:Board of Supervisors From:Karen Mitchoff, District IV Supervisor Date:September 13, 2016 Contra Costa County Subject:Honoring Contra Costa Association of REALTORS 95th Anniversary, as recommended by Supervisor Karen Mitchoff September 13, 2016 Contra Costa County Board of Supervisors 282 AGENDA ATTACHMENTS Resolution No. 2016/535 MINUTES ATTACHMENTS Signed Resolution No. 2016/535 September 13, 2016 Contra Costa County Board of Supervisors 283 In the matter of:Resolution No. 2016/535 HONORING CONTRA COSTA ASSOCIATION OF REALTORS® 95 th ANNIVERSARY  Whereas, Contra Costa Association of REALTORS® (CCAR) was founded on June 24, 1921 and grew to ten members by 1922 and now has grown to serve over 3,800 members; and    Whereas, CCAR is dedicated to serving its members by providing programs and services to enhance their ability to conduct business with integrity and competence, assuring a high level of professional conduct which benefits the community; and    Whereas, since their establishment CCAR has provided extraordinary leadership to the Contra Costa REALTOR® community and encourages the preservation of real property rights; and    Whereas, this has included providing leadership from within their ranks for three California Association of REALTORS ® President, one National Association of REALTORS® President, and one State of California Real Estate Commissioner and Chairman of the California Housing Finance Agency; and    Whereas, in 1948 the Board was located in Walnut Creek at 1784 N. Main Street in a building known as the Walnut Creek Commercial Building; and    Whereas, the organization built their own building at 111 N. Wiget Lane, Walnut Creek, which was later sold to the City of Walnut Creek in 1997; and in 2010 the CCAR commemorated their new building at 1870 Olympic Boulevard in Walnut Creek. NOW, THEREFORE, BE IT RESOLVED, that the Contra Costa County Board of Supervisors, hereby honors Contra Costa Association of REALTORS® on their 95th Anniversary.  ___________________ CANDACE ANDERSEN Chair,  District II Supervisor   ______________________________________ JOHN GIOIA MARY N. PIEPHO District I Supervisor District III Supervisor   ______________________________________ KAREN MITCHOFF FEDERAL D. GLOVER District IV Supervisor District V 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:    September  13, 2016    David J. Twa,    By: ____________________________________, Deputy September 13, 2016 Contra Costa County Board of Supervisors 284 C.21 September 13, 2016 Contra Costa County Board of Supervisors 285 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lindy Lavender, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C. 22 To:Board of Supervisors From:Karen Mitchoff, District IV Supervisor Date:September 13, 2016 Contra Costa County Subject:40th Anniversary of the Contra Costa Child Care Council September 13, 2016 Contra Costa County Board of Supervisors 286 AGENDA ATTACHMENTS Resolution No. 2016/534 MINUTES ATTACHMENTS Signed Resolution No. 2016/534 September 13, 2016 Contra Costa County Board of Supervisors 287 In the matter of:Resolution No. 2016/534 recognizing the 40th anniversary of the Contra Costa Child Care Council Whereas, the year 2016 marks the fortieth anniversary of the Contra Costa Child Care Council and its dedicated service to champion and advance quality child care and early education leading to the success and well-being of our children, the strength of our families and neighborhoods, the social and economic vitality of our communities, and the future promise of California; and Whereas, with its inception on August 11, 1976, the Contra Costa Child Care Council began to develop and promote quality child care and early education through innovative, multi-faceted programs to build the capacity of families and communities to care for young children and help them fulfill their promise; and Whereas, this organization that is nationally recognized for its expertise in child care and child health and development reflects the well-known fact that early childhood education and quality child care are essential and integral parts of Contra Costa County and the State of California’s infrastructure and economy; and Whereas, Nobel prize winning economic studies have shown that children who participate in high quality child care programs are better prepared for success in school and life; and Whereas, scientific studies of brain development emphasize that the early years of a child’s life are critical to his or her future productivity, health and well-being; and Whereas, in 40 years, over two million children, parents, families, caregivers and child care professionals have benefited from the Contra Costa Child Care Council’s nonprofit services and commitment to children and families; and Whereas, parents can work and children can learn, thanks to the Contra Costa Child Care Council’s expertise in the child care and childhood education fields and its leadership in the broader community; and Whereas, the life-changing impact and significant contributions that the Contra Costa Child Care Council has made and continues to make for children, families, child care providers, businesses, and communities are invaluable, and reflect an organization devoted to the highest ideals of ensuring that all children have the best start in life and every chance at success; and Whereas, high quality child care and early education services represent a worthy commitment to our children’s future and the future success of our County. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County does hereby honor and congratulate the Contra Costa Child Care Council on the celebration of its fortieth anniversary and extends its best wishes for continued success in the future. ___________________ CANDACE ANDERSEN Chair, District II Supervisor ______________________________________ JOHN GIOIA MARY N. PIEPHO District I Supervisor District III Supervisor ______________________________________ KAREN MITCHOFF FEDERAL D. GLOVER District IV Supervisor District V Supervisor I hereby certify that this is a true and correct copy of an action taken September 13, 2016 Contra Costa County Board of Supervisors 288 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: September 13, 2016 David J. Twa, By: ____________________________________, Deputy September 13, 2016 Contra Costa County Board of Supervisors 289 C.22 September 13, 2016 Contra Costa County Board of Supervisors 290 RECOMMENDATION(S): FIX a Public Hearing for September 27, 2016, at 9:30 a.m. in Room 107, at the Board of Supervisors' Chambers, 651 Pine Street, Martinez, California, to consider adopting an ordinance establishing transportation mitigation fees to be imposed on new development within the Bethel Island Area of Benefit, as recommended by the Public Works Director. DIRECT the Clerk of the Board to publish, and the Public Works Director, or designee, to post and mail, the Notice of Public Hearing in accordance with Government Code Sections 6061, 65091, 54986, 66484, and Ordinance Code Section 913-6.014. FISCAL IMPACT: Costs to publish and mail the required notices of the hearing will be paid from the Bethel Island AOB fund, pursuant to Government Code section 66018, subdivision (b). BACKGROUND: The Countywide Area of Benefit was first adopted by the Board of Supervisors APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: Mary Halle C. 23 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:FIX a public hearing date to consider adopting an ordinance establishing transportation fees to be imposed on new development wtihin Bethel Island September 13, 2016 Contra Costa County Board of Supervisors 291 BACKGROUND: (CONT'D) on March 15, 1988, to improve the capacity and safety of the arterial road network in unincorporated Contra Costa County through the establishment of a traffic mitigation fee. The Countywide Area of Benefit was initially divided into seven regions. In 1993, the Board created seven separate areas of benefit from the Countywide AOB regions. One of these new areas of benefit was the Bethel Island AOB. Transportation mitigation fees imposed on new development in the Bethel Island Area of Benefit were last updated in 1993, by the adoption of Ordinance No. 93-27. Since that time, the Bethel Island AOB fee revenues have funded construction projects that have mitigated traffic demands, and have improved transportation safety, within the Bethel Island AOB. Most significantly, the Bethel Island Road Bridge over Dutch Slough has been replaced with a new, widened structure. With recent changes to traffic patterns and development within the area, the circulation and transportation improvement needs for the area have changed. County staff and consultants have identified transportation improvements that are necessary to serve transportation demands within the Bethel Island AOB through 2040, including transportation demands attributable to new development through 2040. To ensure that new development pays its proportional share of the cost of these transportation improvements, the Board will need to hold a hearing to consider adopting an ordinance to adjust the existing transportation mitigation fees imposed on new development within the Bethel Island AOB. This board order fixes the hearing on September 27, 2016, at 9:00 a.m., and directs staff to publish, post, and provide notice of the hearing, as required by the applicable Government Code statutes and the applicable provisions of the Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: If a public hearing is not set, and notice is not given, as recommended, the Board could not adopt an ordinance to adjust the transportation mitigation fees imposed on new development within the Bethel Island AOB. Fees could continue to be imposed under Ordinance No. 93-27. However, fee revenue could not be used to pay the costs to construct the new transportation improvement projects that the Public Works Department has determined are needed to satisfy traffic demands from development within the Bethel Island AOB through 2040. September 13, 2016 Contra Costa County Board of Supervisors 292 RECOMMENDATION(S): FIX a Public Hearing for September 27, 2016, at 9:30 a.m., in Room 107, at the Board of Supervisors' Chambers, 651 Pine Street, Martinez, California, to consider adopting an ordinance establishing transportation mitigation fees to be imposed on new development within the Bay Point Area of Benefit, as recommended by the Public Works Director. DIRECT the Clerk of the Board to publish, and the Public Works Director, or designee, to post and mail, the Notice of Public Hearing in accordance with Government Code Sections 6061, 65091, 54986, 66484, and Ordinance Code Section 913-6.014. FISCAL IMPACT: Costs to publish and mail the required notices of the hearing will be paid from the Bay Point AOB fund, pursuant to Government Code section 66018, subdivision (b).. BACKGROUND: On September 24, 1985, the Board of Supervisors passed a resolution forming APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: Mary Halle C. 24 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:FIX a public hearing date to consider adopting an ordinance establishing transportation fees to be imposed on new development within Bay Point September 13, 2016 Contra Costa County Board of Supervisors 293 BACKGROUND: (CONT'D) the West Pittsburg Area of Benefit, now known as the Bay Point Area of Benefit. At the time, there were many vacant parcels in the area with potential for residential development, and the existing transportation system was inadequate to handle the additional traffic generated from the projected development. In 1991, 1996 and again in 1998, the Area of Benefit program was revised to reflect the changing needs of the area. Transportation mitigation fees imposed on new development in the Bay Point Area of Benefit were last updated in 1998, by the adoption of Ordinance No. 98-40. Since that time, the Bay Point AOB fee revenues have funded construction projects that have mitigated traffic demands, and have improved transportation safety, within the Bay Point AOB. Most significantly, the Bay Point Area of Benefit fees have helped pay for improvements to Willow Pass Road, Bailey Road, Port Chicago Highway, Pacifica Avenue, and Driftwood Drive. With recent changes to traffic patterns and development within the area, the circulation and transportation improvement needs for the area have changed. County staff and consultants have identified transportation improvements that are necessary to serve transportation demands within the Bay Point AOB through 2040, including transportation demands attributable to new development through 2040. To ensure that new development pays its proportional share of the cost of these transportation improvements, the Board will need to hold a hearing to consider adopting an ordinance to adjust the existing transportation mitigation fees imposed on new development within the Bay Point AOB. This board order fixes the hearing on September 27, 2016, at 9:00 a.m., and directs staff to publish, post, and provide notice of the hearing, as required by the applicable Government Code statutes and the applicable provisions of the Ordinance Code. CONSEQUENCE OF NEGATIVE ACTION: If a public hearing is not set, and notice is not given, as recommended, the Board could not adopt an ordinance to adjust the transportation mitigation fees or update the proposed project list within the Bay Point AOB. Fees could continue to be imposed under Ordinance No. 98-40. However, fee revenue could not be used to pay the costs to construct the new transportation improvement projects that the Public Works Department has determined are needed to satisfy traffic demands from development within the Bay Point AOB through 2040. September 13, 2016 Contra Costa County Board of Supervisors 294 RECOMMENDATION(S): APPOINT the following person to the 2nd Alternate Seat on the County Service Area P-5 Citizens Advisory Committee for a term with an expiration date of December 31, 2017, as recommended by Supervisor Candace Andersen: Anthony Anastanio Alamo, CA 94507 FISCAL IMPACT: None. BACKGROUND: Established on April 18, 1972, by Resolution Number 72/257, the purpose of the County Service Area P-5 Citizen Advisory Committee is to act as a liaison between the citizens of the P-5 Police District and the Office of the Sheriff of Contra Costa County by: Advising the Board of Supervisors and the Office of the Sheriff of the community's needs and desires regarding police protection; Promoting public safety in the areas of home safety, traffic safety, vacation security and crime prevention through the neighborhood watch program; and maintaining oversight of expenditures of the public funds accruing in the P-5 Police District. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jill Ray, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: District 2 Supervisor, Maddy Book, CSA P-5 CAC, Appointee C. 25 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINTMENT TO THE COUNTY SERVICE AREA P-5 CITIZENS ADVISORY COMMITTEE September 13, 2016 Contra Costa County Board of Supervisors 295 CONSEQUENCE OF NEGATIVE ACTION: The seat will remain vacant. CHILDREN'S IMPACT STATEMENT: None. September 13, 2016 Contra Costa County Board of Supervisors 296 RECOMMENDATION(S): APPOINT James Robert Donnelly to the Danville Alamo Local Committee seat on the Advisory Council on Aging as recommended by the Danville Town Council and the Employment and Human Services Department Director. FISCAL IMPACT: Not applicable. BACKGROUND: Mr. Donnelly resides in Danville and was recommended for appointment to the Advisory Council on Aging (ACOA) by the Danville Town Council for a term ending September 30, 2017. The seat is currently vacant. The ACOA provides a means for county-wide planning, cooperation, and coordination of individuals and groups interested in improving and developing services and opportunities for the older residents of the County. The ACOA provides leadership and advocacy on behalf of older persons and serves as a channel for communication and information on aging. CONSEQUENCE OF NEGATIVE ACTION: Advisory Council on Aging may not be able to conduct routine business. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Elaine Burres, 313-1717 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 26 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Appointment to the Advisory Council on Aging September 13, 2016 Contra Costa County Board of Supervisors 297 CHILDREN'S IMPACT STATEMENT: Not applicable. ATTACHMENTS James Donnelly September 13, 2016 Contra Costa County Board of Supervisors 298 September 13, 2016Contra Costa County Board of Supervisors299 September 13, 2016Contra Costa County Board of Supervisors300 September 13, 2016Contra Costa County Board of Supervisors301 September 13, 2016Contra Costa County Board of Supervisors302 September 13, 2016Contra Costa County Board of Supervisors303 September 13, 2016Contra Costa County Board of Supervisors304 RECOMMENDATION(S): APPOINT Andrea Bailey to the Business Seat 1 seat on the North Richmond Municipal Advisory Council with a term expiring December 31, 2018, as recommended by Supervisor Gioia. FISCAL IMPACT: None. BACKGROUND: The Council shall advise the Board on: 1. Services which are or may be provided to the North Richmond Community by the County or other local governmental agencies. Such services include, but are not limited to, public health, safety, welfare, public works and planning. 2. The feasibility of organizing the existing special districts serving the North Richmond community in order to more efficiently provide public services such as, but not limited to, water, sewer, fire, parks and recreation, and infrastructure improvements. The Council may: 1. Represent the North Richmond community before the Local Agency Formation Commission on proposed boundary changes affecting the community. 2. Represent the North Richmond community before the County Planning Commission(s) and the Zoning Administrator on land use and other planning matters affecting the community. In this regard, the Council shall cooperate with other planning advisory bodies in the North Richmond County area in order to avoid duplication and delay in the planning process. 3. Provide input and reports to the Board, County staff or any County hearing body on issues of concern to the North Richmond community. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Robert Rogers 510-231-8688 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 27 To:Board of Supervisors From:John Gioia, District I Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINT Andrea Bailey to the Business Seat 1 on the North Richmond Municipal Advisory Council September 13, 2016 Contra Costa County Board of Supervisors 305 BACKGROUND: (CONT'D) C. It is understood that the Board is the final decision-making authority with respect to issues concerning the North Richmond community and that the Council shall serve solely in an advisory capacity. Except as specified above, the Council may not represent the North Richmond community to any State, County, city special district or school district, agency or commission, or any other organization on any matter concerning the community. Ms. Bailey has been active in North Richmond and wishes to make her volunteer efforts more formal. Supervisor Gioia recruits for his advisory body openings in a number of ways including through his website, blasts, newsletters, and the traditional media; interviewing eligible candidates. ATTACHMENTS Andrea Bailey application September 13, 2016 Contra Costa County Board of Supervisors 306 BOARD OR COMMISSION APPLICATION FORM DATE: _____________________ Check one:New Appointment  Re-Appointment  NAME OF BOARD OR COMMISSION: _____________________________________________________________ NAME: ______________________________________________________________________________________ HOME ADDRESS:__________________________________________________ ZIP CODE: ____________HOME PHONE:______ WORK PHONE: _______________________ OCCUPATION: _______________________________________ EMAIL ADDRESS: ________________________ HOW LONG HAVE YOU BEEN A RESIDENT OF THE CITY OF RICHMOND: _____________________________ PLACE OF EMPLOYMENT: _____________________________________________________________________ REASONS FOR INTEREST IN APPOINTMENT: ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ FRATERNAL AND/OR CIVIC ORGANIZATIONS: ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ EDUCATION: ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ REFERENCES (Minimum 5 – List Name, Address, and Phone Number) 1.__________________________________________________________________________________________ 2.__________________________________________________________________________________________ 3.__________________________________________________________________________________________ 4.__________________________________________________________________________________________ 5.__________________________________________________________________________________________ To the best of my knowledge the information provided is true and correct: ___________________________________________________________________________ Signature Date Deliver or Mail to: City Clerk Or Fax to: 510-620-6542 450 Civic Center Plaza Richmond, CA 94804 For Office Use Only: New Appointment:Reappointment: 1st 2nd 3rdSeptember 13, 2016 Contra Costa County Board of Supervisors 307 RECOMMENDATION(S): Supervisor Gioia wishes to reappoint Joey Smith to the District 1 seat on the Commission for Women to serve a term ending on 2/28/2019. FISCAL IMPACT: None BACKGROUND: Joey Smith has been serving successfully on the Commission for Women and Supervisor Gioia wishes to reappoint her. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: James Lyons, 510-231-8692 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 28 To:Board of Supervisors From:John Gioia, District I Supervisor Date:September 13, 2016 Contra Costa County Subject:REAPPOINT Joey Smith to the District 1 seat on the Commission for Women September 13, 2016 Contra Costa County Board of Supervisors 308 RECOMMENDATION(S): APPOINT the following individual to fill Seat 4 on the Contra Costa Centre Municipal Advisory Council to a term ending on January 4, 2019, as recommended by Supervisor Mitchoff: Marylee Martinez Walnut Creek, CA 94597 FISCAL IMPACT: None. BACKGROUND: The Contra Costa Centre Municipal Advisory Council was established to advise the Board of Supervisors on local government services for the community, as requested by the Board; and provide input and reports to the Board, county staff or any county hearing body on issues of concern to the community, and shall advise the Board of Supervisors on land-use planning matters affecting the Contra Costa Centre community, such as land-use designations, General Plan amendments, environmental-impact reports, negative declarations, rezonings, land use permits, preliminary and final development plans, variances, etc. The Council shall also represent the community before the County Planning Commission, the Zoning Administrator, and the County APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lisa Chow, (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 29 To:Board of Supervisors From:Karen Mitchoff, District IV Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINT Marylee Martinez to Seat 4 on the Contra Costa Centre Municipal Advisory Council September 13, 2016 Contra Costa County Board of Supervisors 309 Board of Supervisors on such land use, planning, and zoning matters. The Council may not represent the community before other public entities and agencies. It is understood that the Board of Supervisors is the final decision-making authority with respect to issues concerning the Contra Costa Centre community and that the Council shall serve solely in an advisory capacity. September 13, 2016 Contra Costa County Board of Supervisors 310 BACKGROUND: (CONT'D) Supervisor Mitchoff recruits for her advisory body seats in numerous ways including notices on the County website and press releases. CONSEQUENCE OF NEGATIVE ACTION: The seat will remain vacant. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 311 RECOMMENDATION(S): REAPPOINT the following individual to the District II Seat of the Emergency Medical Care Committee for a two year term with an expiration date of September 30, 2018, as recommended by Supervisor Candace Andersen: John Speakman Alamo, CA 94507 FISCAL IMPACT: None. BACKGROUND: The duties of the Emergency Medical Care Committee (EMCC) are specified in the California Health and Safety Code Section 1797.274 and 1797.276. Their duties are to review the operations of each of the following at least annually: 1. Ambulance services operating within the county. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jill Ray, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: District 2 Supervisor, Maddy Book, EMCC, Appointee C. 30 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINTMENT TO THE EMERGENCY MEDICAL CARE COMMITTEE September 13, 2016 Contra Costa County Board of Supervisors 312 BACKGROUND: (CONT'D) 2. Emergency medical care offered within the county, including programs for training large numbers of people in cardiopulmonary resuscitation and lifesaving first aid techniques. 3. First aid practices in the County. Additionally, the EMCC shall, at least annually, report to the Authority, and the local EMS Agency its observations and recommendations relative to its review of the ambulance services emergency medical care, and first aid practices, and programs for training people in cardiopulmonary resuscitation and lifesaving first aid techniques, and public participation in such programs in the county. The EMCC shall submit its observations and recommendations to the County Board of Supervisors which it serves and shall act in an advisory capacity to the County Board of Supervisors, and to the County EMS Agency, on all matters relating to emergency medical services as directed by the Board. The Contra Costa County Board of Supervisors first established the EMCC in 1968 (Resolution 68/404) and reconfirmed the EMCC in 1980 (Resolution 80/1019). The Board abolished the EMCC (Resolution 94/343), recognizing that the Health Services Director may wish to reconstitute such a committee. The Board reinstated the EMCC as a Board advisory committee at its February 24, 1998 meeting, per SD2. The membership of the EMCC was prescribed per C.30, June 9, 1998. Bylaws adopted April 24, 2001, per C.190. The EMCC consists of five consumer representatives, one from each of the five supervisorial districts, and representatives of the following groups and organizations: •American Heart Association •American Red Cross •California Highway Patrol •Contra Costa Ambulance Provider •Air Medical Transportation Provider •Emergency Department Physicians •Emergency Nurses Association •Contra Costa Fire Chiefs' Association •Field Paramedic (1 private/1public) •County Health Services •Hospital Council - Bay Area Division •Contra Costa EMS Training Institution •County Office of Emergency Services •Contra Costa Police Chiefs' Association •Contra Costa Public Managers' Association •Sheriff-Coroner Communication Division •Alameda-Contra Costa Medical Association •Base Hospital •Trauma Center •Community Awareness and Emergency Response (CAER) •Communications Center Managers Association •EMS Director Supervisor Andersen is pleased with Mr. Speakman's involvement and participation on the EMCC, and would like for him to continue for another term. CONSEQUENCE OF NEGATIVE ACTION: The District II Seat will become vacant. CHILDREN'S IMPACT STATEMENT: None. September 13, 2016 Contra Costa County Board of Supervisors 313 RECOMMENDATION(S): Supervisor Gioia wishes to appoint Cesar Zepeda to the District 1 seat on the Economic Opportunity Council. Cesar Cepeda Richmond, CA 94806 FISCAL IMPACT: None BACKGROUND: Cesar Zepeda has been serving on the Economic Opportunity Council in another seat and has happily agreed to move to the District 1 seat. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: James Lyons, 510-231-8692 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 31 To:Board of Supervisors From:John Gioia, District I Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINT Cesar Zepeda to the District 1 seat of the Economic Opportunity Council September 13, 2016 Contra Costa County Board of Supervisors 314 RECOMMENDATION(S): ACCEPT the resignation of the following individual from the Alamo Area Seat on the Iron Horse Corridor Management Program Advisory Committee effectively immediately: Gregory Wiener Alamo, CA 94507 DIRECT the Clerk of the Board to post the vacancy, as recommended by Supervisor Candace Andersen. FISCAL IMPACT: None. BACKGROUND: The Iron Horse Corridor Management Advisory Committee was authorized by the Board of Supervisors on July 22, 1997. It was established to assist Contra Costa County in developing a management program for the Iron Horse Corridor. In October of 2000 the Board expanded the Advisory Committee’s role to continue implementation and monitoring of the Landscape Element of the Management Program and to assist in completion of the Joint Use Criteria and Standards, Public Information, and Finance elements of the Management Program. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jill Ray, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: District 2 Supervisor, Maddy Book, IHC, Appointee C. 32 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:RESIGNATION FROM THE IRON HORSE CORRIDOR MANAGEMENT PROGRAM ADVISORY COMMITTEE September 13, 2016 Contra Costa County Board of Supervisors 315 BACKGROUND: (CONT'D) Advisory Committee seats include one representative from each jurisdiction or unincorporated community along the corridor, a District II seat, a District IV seat and a seat for the East Bay Regional Park District. Mr. Wiener's schedule precludes him from attending committee meetings, therefore he has chosen to resign his seat. CONSEQUENCE OF NEGATIVE ACTION: The seat will remain filled without the benefit of a member attending. CHILDREN'S IMPACT STATEMENT: None. AGENDA ATTACHMENTS MINUTES ATTACHMENTS Vacancy Notice September 13, 2016 Contra Costa County Board of Supervisors 316 September 13, 2016 Contra Costa County Board of Supervisors 317 RECOMMENDATION(S): REAPPOINT the following person to the District II Consumer Seat of the Contra Costa County Mental Health Commission for a three-year term with an expiration date of June 30, 2019, as recommended by Supervisor Candace Andersen: Ms. Barbara Serwin Lafayette, CA 94549 FISCAL IMPACT: None. BACKGROUND: The Contra Contra Costa Mental Health Commission was established to review and evaluate the community's mental health needs, services, facilities, and special problems; to review any County agreements entered into pursuant to Section 5650 of the Welfare and Institutions Code; to advise the governing body and local mental health director as to any aspect of the local mental health program; to submit an annual report to the Board of Supervisors; review and make recommendations regarding the appointment of a local director of mental health services; review the County's performance outcome data and communicate its findings to the State Mental Health Commission; and assess the impact of the realignment of services from the State to the County on services delivered to clients and the local community. Supervisor Andersen would like Ms. Serwin to continue in her role representing District II. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jill Ray, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: District 2 Supervisor, Maddy Book, MHC, Appointee C. 33 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINTMENT TO THE CONTRA COSTA COUNTY MENTAL HEALTH COMMISSION September 13, 2016 Contra Costa County Board of Supervisors 318 CONSEQUENCE OF NEGATIVE ACTION: The seat will become vacant. CHILDREN'S IMPACT STATEMENT: None. September 13, 2016 Contra Costa County Board of Supervisors 319 RECOMMENDATION(S): REAPPOINT the following person to the District II Alternate Seat of the First 5 Children and Families Commission for a three-year term with an expiration date of August 16, 2019, as recommended by Supervisor Candace Andersen: Marilyn Cachola Lucey Alamo, CA 94507 FISCAL IMPACT: None. BACKGROUND: The Contra Costa County Board of Supervisors established the First 5 Contra Costa Children and Families Commission on June 15, 1999 (Ordinance 99-15). The Board appointed nine Commission members and nine Alternate members on September 1, 1999. Members include one Supervisor from the County Board of Supervisors, the Director of Health Services and Employment and Human Services, and a representative from the County Administrator’s Office of Children’s Services. The other five members of the Commission are appointed by the Board of Supervisors and represent each Supervisorial District. Commissioners and Alternate Commission members represent various disciplines and backgrounds including pediatrics, early childhood education, child welfare, and schools. Alternate members, including second representatives from the Board of Supervisors, the county agencies mentioned above, and the five districts, hold all the powers of the appointed Commissioners except voting privileges. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jill Ray, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: District 2 Supervisor, Maddy Book, First 5 Contra Costa, Appointee C. 34 To:Board of Supervisors From:Candace Andersen, District II Supervisor Date:September 13, 2016 Contra Costa County Subject:APPOINTMENT TO THE FIRST 5 CHILDREN AND FAMILIES COMMISSION September 13, 2016 Contra Costa County Board of Supervisors 320 CONSEQUENCE OF NEGATIVE ACTION: The seat will become vacant. CHILDREN'S IMPACT STATEMENT: The First 5 Children and Families Commission achieves all 5 Children's Impact Statements: • Children Ready for and Succeeding in School • Children and Youth Healthy and Preparing for Productive Adulthood • Families that are Economically Self Sufficient • Families that are Safe, Stable, and Nurturing • Communities that are Safe and Provide a High Quality of Life for Children and Families September 13, 2016 Contra Costa County Board of Supervisors 321 RECOMMENDATION(S): APPOINT Colin Coffey as the Board of Supervisors representative (Appointee 1 seat) on the East Bay Regional Parks District Park Advisory Committee to complete the unexpired term ending on December 31, 2016 and to a new two-year term expiring on December 31, 2018. FISCAL IMPACT: None. BACKGROUND: The East Bay Regional Park District (EBRPD) Park Advisory Committee (PAC) was established in July 1974 to assist in the development of the District’s master plan. The PAC consists of twenty-one members. Members of the PAC are nominated by the following: Two members by each member of the Board of Directors (14),1. One member for each of the following (7): a. Mayors' Conference of Alameda County, b. Mayors' Conference of Contra Costa County, c. Board of Supervisors of Alameda County, d. Board of Supervisors of Contra Costa County, e. Contra Costa County Chapter of California Special Districts Association, f. Alameda County Chapter of California Special Districts Association, g. One representative of organized labor from the Alameda Central Labor Council or the Contra Costa Central Labor Council (on a rotating basis). Employees of the EBRPD are not eligible to serve on the PAC. 2. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: IOC Staff, EBRPD PAC Secretary C. 35 To:Board of Supervisors From:INTERNAL OPERATIONS COMMITTEE Date:September 13, 2016 Contra Costa County Subject:Recommendation for Appointment to the East Bay Regional Parks District Park Advisory Committee September 13, 2016 Contra Costa County Board of Supervisors 322 BACKGROUND: (CONT'D) > Colin Coffey has been serving as the Board of Supervisors representative since 2011. On August 22, Supervisor Gioia interviewed, on behalf of the IOC (Supervisor Andersen was absent), Colin Coffey and reviewed the application and supplemental information submitted by Elaine Schroth, and recommends Colin Coffey for appointment to the current vacancy. The EBRPD PAC has a term limit of eight years of continuous service. By the end of the new term of office, Mr. Coffey will have served seven of the maximum eight years. The applications of both candidates are attached hereto for reference. ATTACHMENTS Candidate Application_Colin Coffey_EBRPD Adv Committee Candidate Application_Elaine Schroth_EBRPD Adv Committee Supplemental Information Submitted by Elaine Schroth September 13, 2016 Contra Costa County Board of Supervisors 323 September 13, 2016 Contra Costa County Board of Supervisors 324 September 13, 2016 Contra Costa County Board of Supervisors 325 September 13, 2016 Contra Costa County Board of Supervisors 326 September 13, 2016 Contra Costa County Board of Supervisors 327 September 13, 2016 Contra Costa County Board of Supervisors 328 THIS FORM IS A PUBLIC DOCUMENT BOARD, COMMITTEE OR COMMISSION NAME AND SEAT TITLE YOU ARE APPLYING FOR: ____________________________________________________ ____________________________________________________ PRINT EXACT NAME OF BOARD, COMMITTEE, OR COMMISSION PRINT EXACT SEAT NAME (if applicable) 5. EDUCATION: Check appropriate box if you possess one of the following: High School Diploma G.E.D. Certificate California High School Proficiency Certificate Give Highest Grade or Educational Level Achieved________________________________________________ Names of colleges / universities attended Course of Study / Major Degree Awarded Units Completed Degree Type Date Degree Awarded Semester Quarter A) Yes No B) Yes No C) Yes No D) Other schools / training completed: Course Studied Hours Completed Certificate Awarded: Yes No For Reviewers Use Only: Accepted Rejected Contra Costa County Contra Costa County CLERK OF THE BOARD 651 Pine Street, Rm. 106 Martinez, California 94553-1292 PLEASE TYPE OR PRINT IN INK (Each Position Requires a Separate Application) BOARDS, COMMITTEES, AND COMMISSIONS APPLICATION MAIL OR DELIVER TO: 1. Name:_______________________________________________________________________ (Last Name) (First Name) (Middle Name) 2. Address: ________________________________________________________ (No.) (Street) (Apt.) (City) (State) (Zip Code) 3. Phones: ______________________________ (Home No.) (Work No.) (Cell No.) 4. Email Address: _____________________________________________ For Office Use Only Date Received: For Reviewers Use Only: Reason: Education Experience Incomplete Other September 13, 2016 Contra Costa County Board of Supervisors 329 THIS FORM IS A PUBLIC DOCUMENT 6. PLEASE FILL OUT THE FOLLOWING SECTION COMPLETELY. List experience that relates to the qualifications needed to serve on the local appointive body. Begin with your most recent experience. A resume or other supporting documentation may be attached but it may not be used as a substitute for completing this section. A) Dates (Month, Day, Year) From To Total: Yrs. Mos. Hrs. per week_____ . Volunteer Title Duties Performed Employer’s Name and Address B) Dates (Month, Day, Year) From To Total: Yrs. Mos. Hrs. per week_____ . Volunteer Title Duties Performed Employer’s Name and Address C) Dates (Month, Day, Year) From To Total: Yrs. Mos. Hrs. per week_____ . Volunteer Title Duties Performed Employer’s Name and Address D) Dates (Month, Day, Year) From To Total: Yrs. Mos. Hrs. per week_____ . Volunteer Title Duties Performed Employer’s Name and Address September 13, 2016 Contra Costa County Board of Supervisors 330 THIS FORM IS A PUBLIC DOCUMENT 7. How did you learn about this vacancy? �CCC Homepage Walk-In �Newspaper Advertisement �District Supervisor �Other _________________________ 8. Do you have a Familial or Financial Relationship with a member of the Board of Supervisors? (Please see Board Resolution no. 2011/55, attached): No ______ Yes______ If Yes, please identify the nature of the relationship: ______________________________________________ 9. Do you have any financial relationships with the County such as grants, contracts, or other economic relations? No ______ Yes______ If Yes, please identify the nature of the relationship: ______________________________________________ I CERTIFY that the statements made by me in this application are true, complete, and correct to the best of my knowledge and belief, and are made in good faith. I acknowledge and understand that all information in this application is publically accessible. I understand and agree that misstatements / omissions of material fact may cause forfeiture of my rights to serve on a Board, Committee, or Commission in Contra Costa County. Sign Name: _____________________________________________ Date: __________________________________ Important Information 1. This application is a public document and is subject to the California Public Records Act (CA Gov. Code §6250-6270). 2. Send the completed paper application to the Office of the Clerk of the Board at: 651 Pine Street, Room 106, Martinez, CA 94553. 3. A résumé or other relevant information may be submitted with this application. 4. All members are required to take the following training: 1) The Brown Act, 2) The Better Government Ordinance, and 3) Ethics Training. 5. Members of boards, commissions, and committees may be required to: 1) file a Statement of Economic Interest Form also known as a Form 700, and 2) complete the State Ethics Training Course as required by AB 1234. 6. Advisory body meetings may be held in various locations and some locations may not be accessible by public transportation. 7. Meeting dates and times are subject to change and may occur up to two days per month. 8. Some boards, committees, or commissions may assign members to subcommittees or work groups which may require an additional commitment of time. September 13, 2016 Contra Costa County Board of Supervisors 331 THIS FORM IS A PUBLIC DOCUMENT THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted Resolution no. 2011/55 on 2/08/2011 as follows: WHEREAS the Board of Supervisors wishes to avoid the reality or appearance of improper influence or favoritism; IN THE MATTER OF ADOPTING A POLICY MAKING FAMILY MEMBERS OF THE BOARD OF SUPERVISORS INELIGIBLE FOR APPOINTMENT TO BOARDS, COMMITTEES OR COMMISSIONS FOR WHICH THE BOARD OF SUPERVISORS IS THE APPOINTING AUTHORITY NOW, THEREFORE, BE IT RESOLVED THAT the following policy is hereby adopted: 1. Mother, father, son, and daughter; 2. Brother, sister, grandmother, grandfather, grandson, and granddaughter; I. SCOPE: This policy applies to appointments to any seats on boards, committees or commissions for which the Contra Costa Co unty Board of Supervisors is the appointing authority. II. POLICY: A person will not be eligible for appointment if he/she is rela ted to a Board of Supervisors’ Member in any of the following relationships: 3. Great-grandfather, great-grandmother, aunt, uncle, nephew, niece, great-grandson, and great-granddaughter; 4. First cousin; 5. Husband, wife, father-in-law, mother-in-law, son-in-law, daughter-in-law, stepson, and stepdaughter; 6. Sister-in-law (brother’s spouse or spouse’s sister), brother-in-law (sister’s spouse or spouse’s brother), spouse’s grandmother, spouse’s grandfather, spouse’s granddaughter, and spouse’s grandson; 7. Registered domestic partner, pursuant to Californi a Family Code section 297. 8. The relatives, as defined in 5 and 6 above, for a registered domestic partner. 9. Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Gov’t Code §87103, Financial Interest), such as a business partner or business associate. September 13, 2016 Contra Costa County Board of Supervisors 332 EAST BAY REGIONAL PARK DISTRICT PARK ADVISORY COMMITTEE (PAC) APPLICATION Name_Elaine Cortez Schroth________________________________________________________________ Danville CA 94526____________________________________________ Phone: Day __________ Evening __________ Employer Name_____Retired. Leadership San Ramon Valley Executive Director Business Address__PO Box 1185 Danville 94526________________ E-mail: Related Experience and Interests: Strong interest in maintaining open spaces, trailheads, parklands. Experience revieweing master plans, HOA CC & Rs, Financials. Experience with JPAs, executive boards, citizen committees, elected officials, public govt./staff. Experience creating and reviewing audits, budgets, general policies. Knowledge of Brown Act. Describe one area of highest interest related to parks, open space & recreation: Currently reside in westside Danville, close to both Las Trampas trails as well as Iron Horse Trail. Enjoy utilizing EBRPD trails. Know San Ramon Valley and Oakland Hills very well - in addition to exploring all of Contra costa and Alameda county over last 30 years. Continue the legacy of our parks and trails included in future growth. For purpose of assuring a diverse representation on the PAC we would appreciate your optional response to the following: 1)Date of Birth: ________4) Annual Income Level: 2) Highest level of education completed: __BS Economics_ Under $30K _________ 30K-$60K _____X__ Above $60K ___X 3)Ethnic Identity: 5)Physically Challenged Y_____ N__X_ If appointed, I am committed to serve at least a 2-year term and will make every effort to attend evening meetings on the fourth Monday of each month. Signed:___________________________________________________Date:__________________________ PLEASE RETURN TO: Yolande Barial East Bay Regional Park District 2950 Peralta Oaks Court Oakland, CA 94605 Nominating Authority: ___________________________ Address: ___________________________ ___________________________ Contact Person: Yolande Barial, Confidential Secretary Phone: 510/544-2021 Fax: 510/569-1417 Email: ybarial@ebparks.org S:\GENMGR\PAC\Appli Procedure\applicationrequests\application.doc September 13, 2016 Contra Costa County Board of Supervisors 333 Elaine C. Schroth Danville CA 94526 Professional Summary Elaine Cortez Schroth served as the Executive Director of the Leadership San Ramon Valley program since 2008. She is very passionate about the San Ramon Valley community, in particular maintaining the open spaces, regional trails, and parklands. Elaine also served as the Program Manager 2013-2016 for the TRAFFIX program, a Measure J Congestion Relief Agency for the San Ramon Valley. An active community member, Elaine has served as a Chairman of the Board and board member for the Danville Area Chamber of Commerce, is a past board member of the San Ramon Valley YMCA, a past youth athletic coach, and an involved board member of her HOAs. In June 2016, Elaine received a Proclamation by Contra Costa County District 2 Supervisor Candace Andersen recognizing her Dedication, Commitment, and Service to the San Ramon Valley Community. Elaine is a past VP of Philanthropy of National Charity League Rolling Hills, a mother/daughter organization that empowers members to be well-rounded and socially aware contributors in their communities. An engaged citizen, Elaine looks forward to new roles volunteering in her community. Elaine retired several years ago as a Danville business owner, where her two businesses, Bay Building Maintenance and Langenwalter Carpet Cleaning and Dyeing have provided commercial janitorial and carpet cleaning services to Contra Costa and Alameda county businesses and residences since 1987. Elaine enjoys many activities such as hiking, biking, paddle boarding, travel, and Zumba classes. Elaine and her husband Gary, a biochemist, reside in Danville and have three children; two are graduates of Cal High and UC alumni, as well as a recent Monte Vista High school graduate who will start the University of Arizona in the Fall. September 13, 2016 Contra Costa County Board of Supervisors 334 Elaine Cortez Schroth Email: Phone: LinkedIn: http://www.linkedin.com/pub/elaine-cortez-schroth/11/55a/828 Twitter: @Elaine_Schroth SUMMARY OF EXPERTISE  Strong network of community business leaders, government officials, corporate board members, and senior level executives in San Ramon Valley, creating 25 years of partnerships in East Bay cities and counties.  Successful business owner for over 24 years in Bay Area with 50 employees and 150+ accounts  25+ years active chamber involvement and community board member creating objectives, goal, and policies  Meeting organizer, presenter and public speaker for 30+ non-profit groups and transportation JPA  In fast-paced environments, provide solutions and effective responses to emergency and controversial issues PROFESSIONAL EXPERIENCE Program Manager, Measure J Traffic Congestion Relief Agency (TRAFFIX) is a public agency responsible for providing traffic congestion relief through San Ramon Valley's most congested intersections 2013 – 2016 http://www.ridetraffix.com Program Administration: Administers and coordinates TRAFFIX program, projects and activities; makes recommendations for action and assists in policy and procedure development and implementation:  Public Interface: Point of contact for nearly 2,000 students and parents each morning and afternoon.  Budget Management: Develop an annual $ 2M+operating budget for approval to the Board of Directors.  Contract Management: Coordinate $ 2M contracts (union) related to the operations, planning, finances.  Web Site Management: Develop, evaluate, and update the website, which serves as the Program’s primary business transaction location for over 10,000 users, including public meeting agendas and minutes.  Board and Committee Meetings: Plans, prepares, and coordinates the preparation of reports including recommendations for action on policies, procedures, goals, and objectives to the B OD, committees. Marketing: Promote the student transportation service and increase ridership by:  Advertising: Creates and administers campaign and public communications utilizing newsletters, press releases and other forms of social media. Proven reduction in greenhouse gas emissions with 500,000 fewer vehicle trips around TRAFFIX schools and 140,000+ vehicle trips that no longer occur.  Program Monitoring: conducts organizational, operational and analytical studies and promotes the effectiveness of the program in providing traffic congestion relief; including 1 million fewer miles of private vehicle travel every school year.  Program Reporting: Serves as liaison to governing bodies - Danville Town Council, San R a m o n C i t y C o u n c i l , SRVUSD Board of Trustees, and CCC Board of Supervisors, SWAT, and CCTA). Executive Director, Leadership San Ramon Valley – Non-profit program provides information and skills to manage the challenges and lead in the rapidly evolving business, political, cultural and social environment of the San Ramon Valley. 2008 – 2016 http://www.leadershipsrv.org  Primary contact for the 25 year program and within the community of San Ramon Valley for nearly 600 alumni. Key speaker at various Chamber of Commerce events and service club meetings.  Overall Coordination and Administration of the 10 month annual program.  Support the Board of Directors by formulating monthly 15 member Board meeting agendas, financial information and meeting minutes; maintain Bylaws; annually recruit 30-35 new class members.  Support each year’s class participants with 40 facilitators and speakers annually.  Financial/Fundraising: Prepare annual budget; maintain tax and financial records and provide monthly financial reports to the Board; grant writing, corporate and alumni donation requests.  Communication and Marketing: Prepare and distribute news releases; maintain website. September 13, 2016 Contra Costa County Board of Supervisors 335 Owner and CFO, Bay Building Maintenance, Inc. 1989 – 2013 http://www.baybuildingmaintenance.com  Operations: manage 50 employees and 150 janitorial service accounts on an annual basis.  CFO: manage all financial aspects of service business with $ 1 + million annual budget.  Marketing: implement and manage website and advertising. Manage marketing campaigns.  Community Outreach: participate in Chamber of Commerce and other professional groups. Attend seminars, networking groups, professional workshops to expand scope of business.  Sales and Training: train field and office supervisors and employees. Prepared written catalogs, course guides, and brochures of complex product features. EDUCATION / AWARDS Present – 2013 University of California Berkeley Technology Transfer Program, ITS B.S. Economics 1985 University of California, Davis 2016 Proclamation by Contra Costa County District 2 Supervisor Candace Andersen recognizing and honoring Dedication, Commitment, and Service to San Ramon Valley Community 2012 Danville Award -Dedicated Service to the Town of Danville 2011 Highest Philanthropy Honor– National Charity League Association for Mothers and Daughters 2007 Nominee Business Person of the Year– Danville Area Chamber PROFESSIONAL ASSOCIATIONS & ACTIVITIES Present Association of Leadership Professionals Present Danville Area and San Ramon Chamber of Commerce Member / Past Executive Board Present SRVUSD Student Recognition Committee 2000 -2015 Twin Creeks and Tuscany HOA Board Member/ Executive Committee 2009-2015 National Charity League Member / Executive Board Member/ VP Philanthropy 2004-2013 ICCS – Cleaning Contractor Member / Janitorial Services Management Member 1989-2013 San Leandro and Oakland Chamber of Commerce Member 2006-2010 San Ramon Valley YMCA Board Member 2008 Danville Area Chamber of Commerce Chairman of the Board 2004 Leadership San Ramon Valley Graduate September 13, 2016 Contra Costa County Board of Supervisors 336 Elaine C. Schroth References PREPARED FOR: Sharon Clay East Bay Regional Park District Candace Andersen Contra Costa County District II Supervisor TRAFFIX Board of Directors - Chair 309 Diablo Road candace.andersen@bos.cccounty.us Danville, CA 94526 925.314.3329 (w) Bill Clarkson City of San Ramon Offices San Ramon Mayor 7000 Bollinger Canyon Road bill@billclarkson.com San Ramon, CA 94583 925.200.5380 (cell) Henry Perezalonso Town of Danville Offices Town of Danville Parks/ Recreation Manager 233 Front Street hperezalonso@danville.ca.gov Danville, CA 94526 408.835.1501 (cell) 925.314.3454 (w) Karen Stepper Town of Danville Offices Town of Danville Mayor 510 La Gonda Way councilstepper@yahoo.com Danville, CA 94526 925.275.2412 (cell) Rachel Hurd Leadership San Ramon Valley Board of Directors TRAFFIX Board of Directors – Past Chair SRVUSD Board of Education Director rmshurd@sbcglobal.net 9474 Broadmoor Drive 925.833.9455 (h) San Ramon, CA 94583 925.819.0351(cell) Dominique Yancey Contra Costa District Attorney’s Office San Ramon Parks Commission 900 Ward Street dan.yancey@comcast.net Martinez, CA 94553 925.895.8240 (cell) Victoria Harris Chevron Corporation San Ramon Planning Commission 6001 Bollinger Canyon Road vickiharris@chevron.com San Ramon, CA 94583 925.487.6921 (cell) September 13, 2016 Contra Costa County Board of Supervisors 337 RECOMMENDATION(S): REAPPOINT the following members to the Advisory Council on Aging for the term indicated as recommended by the Employment and Human Services Director: Name Seat DistrictTerm David Joslin Local Concord 3 9/30/2018 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gina Chenoweth 3-1648 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 36 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Reappointments to the Advisory Council on Aging September 13, 2016 Contra Costa County Board of Supervisors 338 RECOMMENDATION(S): (CONT'D) Dorothy Gantt Local San Pablo 1 9/30/2018 Joanna Kim-Selby Local El Cerrito 1 9/30/2018 Janelle Williams Local Richmond 1 9/30/2018 Kristin Haegeland Local Pinole 1 9/30/2018 Rudy Fernandez Local Antioch 3 9/30/2018 Gerald Richards Local Hercules 5 9/30/2018 FISCAL IMPACT: Not Applicable BACKGROUND: The following members are being recommended for reappointment to the Advisory Council on Aging for the term indicated. Member applications are attached. Name Seat DistrictTerm David Joslin Local Concord 3 9/30/2018 Dorothy Gantt Local San Pablo 1 9/30/2018 Joanna Kim-Selby Local El Cerrito 1 9/30/2018 Janelle Williams Local Richmond 1 9/30/2018 Kristin Haegeland Local Pinole 1 9/30/2018 Rudy Fernandez Local Antioch 3 9/30/2018 Gerald Richards Local Hercules 5 9/30/2018 The Advisory Council on Aging provides a means for county-wide planning, cooperation, and coordination for individuals and groups interested in improving and developing services and opportunities for the older residents of this county. The Council provides leadership and advocacy on behalf of older persons and serves as a channel of communication and information on aging. CONSEQUENCE OF NEGATIVE ACTION: The Advisory Council on Aging may not be able to conduct routine business. CHILDREN'S IMPACT STATEMENT: Not Applicable ATTACHMENTS Joslin Gantt Richards Kim-Selby Williams Haegeland Fernandez September 13, 2016 Contra Costa County Board of Supervisors 339 September 13, 2016 Contra Costa County Board of Supervisors 340 September 13, 2016 Contra Costa County Board of Supervisors 341 September 13, 2016 Contra Costa County Board of Supervisors 342 September 13, 2016 Contra Costa County Board of Supervisors 343 September 13, 2016 Contra Costa County Board of Supervisors 344 September 13, 2016 Contra Costa County Board of Supervisors 345 September 13, 2016 Contra Costa County Board of Supervisors 346 September 13, 2016 Contra Costa County Board of Supervisors 347 September 13, 2016 Contra Costa County Board of Supervisors 348 September 13, 2016 Contra Costa County Board of Supervisors 349 September 13, 2016 Contra Costa County Board of Supervisors 350 September 13, 2016 Contra Costa County Board of Supervisors 351 September 13, 2016 Contra Costa County Board of Supervisors 352 September 13, 2016 Contra Costa County Board of Supervisors 353 September 13, 2016 Contra Costa County Board of Supervisors 354 September 13, 2016 Contra Costa County Board of Supervisors 355 September 13, 2016 Contra Costa County Board of Supervisors 356 September 13, 2016 Contra Costa County Board of Supervisors 357 September 13, 2016 Contra Costa County Board of Supervisors 358 September 13, 2016 Contra Costa County Board of Supervisors 359 September 13, 2016 Contra Costa County Board of Supervisors 360 September 13, 2016 Contra Costa County Board of Supervisors 361 September 13, 2016 Contra Costa County Board of Supervisors 362 September 13, 2016 Contra Costa County Board of Supervisors 363 September 13, 2016 Contra Costa County Board of Supervisors 364 RECOMMENDATION(S): Approve the medical staff appointments and reappointments, additional privileges, department change request, medical staff advancement as recommend by the Medical Staff Executive Committee, at their August 15, 2016 meeting, and by the Health Services Director. FISCAL IMPACT: Not applicable. BACKGROUND: The Joint Commission on Accreditation of Healthcare Organizations has requested that evidence of Board of Supervisors approval for each Medical Staff member will be placed in his or her Credentials File. The above recommendations for appointment/reappointment were reviewed by the Credentials Committee and approved by the Medical Executive Committee. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Contra Costa Regional Medical and Contra Costa Health Centers' medical staff would not be appropriately credentialed in compliance with the Joint Commission on Accreditation of Healthcare Organizations. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anna Roth, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: Tasha Scott, Sana Salman, M Wilhelm C. 37 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Medical Staff Appointments and Reappointments – August 2016 September 13, 2016 Contra Costa County Board of Supervisors 365 ATTACHMENTS August List September 13, 2016 Contra Costa County Board of Supervisors 366 MEC Recommendations –August 2016 Definitions: A=Active C=Courtesy Aff=Affliate P/A= Provisional Active P/C= Provisional Courtesy Page 1 A. New Medical Staff Members Aleea Maye, MD Internal Medicine Sefanit Mekuria, MD Pediatrics Peter Newsom, MD Psychiatry/Psychology Arati Pratap, MD Internal Medicine (Gastro) Brahmaiah Tandra, MD Psychiatry/Psychology B. New Teleradiologist Staff Members Robert Henry, Jr., MD Diagnostic Imaging Jennifer Johnston, MD Diagnostic Imaging Robert Mitchell, MD Diagnostic Imaging David Moon, MD Diagnostic Imaging Donald Schultz, MD Diagnostic Imaging Pavel Sergeyev, MD Diagnostic Imaging C. Request for Additional Privileges Department Requesting Takenori Watanabe, MD Family Medicine OB/GYN – OB8 External Version D. Request for Department Change Previous Primary Department Requesting Primary Department Stephen Merjavy, MD Family Medicine Hospitalist E. Advance to Non-Provisional Sara Abdijadid, DO Psychiatry/Psychology Michael Downing, MD Family Medicine Daryl Martinez, MD Internal Medicine (Pulmonary) George Meyer, MD Internal Medicine (Gastro) Ronald Wasserman, MD Internal Medicine F. Biennial Reappointment Roger Barrow, MD Family Medicine A Fred Beck, MD Emergency Medicine A Stacie Bennett, MD Pediatrics A Dayana Carcamo-Molina, MD Internal Medicine/Gastro A Mario Curzi, MD Internal Medicine/Neph. C May Chiu, MD Internal Medicine/Neph. C L. Evan Custer, MD Diagnostic Imaging C Golde Dudell, MD Pediatrics C Kristine Girard, MD Psychiatry/Psychology A Amy Gordon, MD Family Medicine P Thomas Hargrave, MD Internal Medicine/Neph. C Arun Haridas, MD Psychiatry/Psychology A Priscilla Joe, MD Pediatrics C Shayla A F Johnson, MD Surgery/Plastic C Uzma Khan, MD Psychiatry/Psychology A Kalyani McCullough, MD Internal Medicine/OP A September 13, 2016 Contra Costa County Board of Supervisors 367 MEC Recommendations –August 2016 Definitions: A=Active C=Courtesy Aff=Affliate P/A= Provisional Active P/C= Provisional Courtesy Page 2 Joseph Mega, MD Emergency Medicine A Jeffrey Merrill, MD Pediatrics C Minh C. Nguyen, MD Psychiatry/Psychology C Cynthia Pagmanua, MD Psychiatry/Psychology C Mana Pirnia, DO Family Medicine P David Raphael, MD Surgery/General A Megan Richie, MD Internal Medicine/Tele. C Andrea Sandler, MD Family Medicine A Rohit Sharma, MD Internal Medicine C Sunpreet Singh, MD Psychiatry/Psychology C Anita Wang, MD Emergency Medicine C Thomas Warne, MD Family Medicine A Jonathan Weiss, MD OB/GYN C Christopher Zamani, MD Family Medicine P G. Biennial Renew of Privileges Ruben Caballero, NP Family Medicine Margaret Kray, NP Family Medicine Kerry Rogers, NP Family Medicine H. Voluntary Resignations Jill Antoine, MD Anesthesiology Michelle Fahlsing, NP OB/GYN Deepak Kumar, MD Psychiatry/Psychology Mary Maish, MD Surgery Diana Verde, MD Psychiatry/Psychology September 13, 2016 Contra Costa County Board of Supervisors 368 RECOMMENDATION(S): APPOINT Dawn Manley to the At Large Alternate 1 seat on the Fish & Wildlife Committee to complete the unexpired term ending on December 31, 2016 and also to a new four-year term of January 1, 2017 through December 31, 2021. FISCAL IMPACT: No fiscal impact. BACKGROUND: In June 2014, the IOC reviewed Board Resolution Nos. 2011/497 and 2011/498, which stipulate that applicants for At Large/Non Agency-Specific seats on specified bodies are to be interviewed by a Board subcommittee. The Resolutions further permit a Board Committee to select a screening committee to assist in interviewing applicants for appointment. Upon review of the eligible seats, the IOC made a determination that it would conduct interviews for At Large seats on the following bodies: Retirement Board, Fire Advisory Commission, Integrated Pest Management Advisory Committee, Planning Commission, Treasury Oversight Board, Airport Land Use Commission, Aviation Advisory Committee and the Fish & Wildlife Committee; and that screening and nomination fill At Large seats on all other eligible bodies would be delegated each body or a subcommittee thereof. The Fish & Wildlife Committee was established by the Board in December 1994 to advise the Board on fish and wildlife issues, make recommendations for the expenditure of funds from the Fish and Wildlife Propagation Fund, and to address issues surrounding the enforcement of fish and game laws and regulations of the County. The APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 , County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: F&W Staff (DCD), IOC Staff C. 38 To:Board of Supervisors From:INTERNAL OPERATIONS COMMITTEE Date:September 13, 2016 Contra Costa County Subject:RECOMMENDATION FOR APPOINTMENT TO THE FISH & WILDLIFE COMMITTEE September 13, 2016 Contra Costa County Board of Supervisors 369 BACKGROUND: (CONT'D) > Committee comprises ten members: one nominated by each County Supervisor, four At Large seats, and one At Large Alternate seat. Seat terms were recently extended from two to four years at the direction of the IOC. The IOC conducts interviews for the At Large and At Large Alternate seats. Due to the resignation of the At Large Alternate 1 member, the seat is currently vacant and the term will expire on December 31, 2016. The Conservation & Development Department recruited for applicants as described in the attached transmittal memo. Six applications were received and one was later withdrawn. The five remaining applications are attached for reference. Supervisor Gioia interviewed, on behalf of the IOC (Supervisor Andersen was absent), Rodney Smith, Dawn Manley, and Jill Wiseman, and reviewed the applications submitted by Elizabeth Brunkhorst and Scott Cashen, and recommends Dawn Manley for appointment to the At Large Alternate seat. ATTACHMENTS Fish & Wildlife Cte transmittal letter and brochure Current Fish & Wildlife Cte Roster September 13, 2016 Contra Costa County Board of Supervisors 370 September 13, 2016 Contra Costa County Board of Supervisors 371 11-17-15 September 13, 2016 Contra Costa County Board of Supervisors 372 September 13, 2016 Contra Costa County Board of Supervisors 373 September 13, 2016 Contra Costa County Board of Supervisors 374 September 13, 2016Contra Costa County Board of Supervisors375 September 13, 2016Contra Costa County Board of Supervisors376 September 13, 2016Contra Costa County Board of Supervisors377 September 13, 2016Contra Costa County Board of Supervisors378 September 13, 2016 Contra Costa County Board of Supervisors 379 September 13, 2016 Contra Costa County Board of Supervisors 380 September 13, 2016 Contra Costa County Board of Supervisors 381 September 13, 2016Contra Costa County Board of Supervisors382 September 13, 2016Contra Costa County Board of Supervisors383 September 13, 2016Contra Costa County Board of Supervisors384 September 13, 2016 Contra Costa County Board of Supervisors 385 September 13, 2016 Contra Costa County Board of Supervisors 386 September 13, 2016 Contra Costa County Board of Supervisors 387 Contra Costa County 1.Name: (ii,s€-d'1itvt 5ft BOARDS, COMMITTEES, AND COMMISSIONS APPLICATION MAIL OB DELIVER TO: Conha Costa County CLERKOFTHEBOARD 651 PineSbeet, Rm. 106 Martirez, Califomia %55s.12P,2 PLEASETYPE OR PRNTIN INK (Eacfr Po6ilifi Requircs a Separats Applicatim) BOARD, COMMITTEE OR COMMISSION NAME AND SEAT TITTE YOU ARE APPLYING FOR: , oR coMMrssloN For Office Use Only Date Received: For Reviewers Use Only: Accepted Rejected l-Lor i <- EXACT SEAT NAME (if applicable) (Last Name)(First Name) 2. Address: phones: -K (Middle Name) (Home No.)(Work No.)(Cell No.) 4. Email Address: 5. EDUCATION: Check appropriate box if you possess one of the following: High School Oiploma(c.E.D. Certificate E Catitornia High School Proficiency Certificate tr Give Highest Grade or Educational Level Achieved. Names of colleges / universities attended Course of Study / Major Degree Awarded Units Completed Degree Type Date Degree Awardecl Semester QuarterN t laitgitt,h of Cali 9.ran Dttqo I b, ,st, "Jl yes No Mn ffc 0, 4.a2/qqt ^t)Uni w;yh olGl,huiqlSerY*)errt t f,1t|a)ion bva',w.5SClr^5Yt ,tP,4l4oLdp va -. ila t+,{-t Orr, z rt,tV ves No EE1I 7tWi?2{,ygft;wi'l;f,Y"" uo E6l,,t \,tvut I Z o0rzoi2- D) Other schools / training completed; lSAt fr Course Studiedr:,+,t<A iahrnls1s4<n5 ad'*or Hours Completed)n 'tO*O W'tr;fqr Certificate Awarded:yes NoElfl THIS FORM IS A PUBLIC DOCUMENT September 13, 2016 Contra Costa County Board of Supervisors 388 6. PLEASE FILL OUT THE FOLLOWING SECTION COMPLETELY. List experience that relates to the qualifications needed to serve on the local appointive body. Begin with your most recent experience. A resume or other supporting documentation may be attached but it may not be used as a substitute for completing this section. A) Dates (Month, Day, Year)From To icy 7l fftT rc I Le I L0i4 Total: Yrs. Mos. \? '1"5 Hrs. per *."x1()? Votunteer E , B) Dates (Month, Day, Year)From To ,ctl tl wtL qlltq"?? I totrt' yr.. Mos.t,', 5{5 Hrs. per *"ut -tlgf votrnt""," C) Dates (Month, Day, Year)From To 21 5 lzot3 s'I zr i zo t3 Total: Yrs. Mos./a /t4 Hrs. per *".x 5. votunteer Mr D) Dates (Month, Day, Year)From To Total: Yrs. Mos. Hrs. per week- . Volunteer fI ,d,'ls ktS ZM Title 5en\ar' Myvle n, .g ni p"* f\una5e C, S€vr,or h*,Lq?, '?,o ie& /U\alny<.f e{ ?vi7rdhs Duties Performedl7t tttav's (c,il,;rtq Co,"ti l;a4(L 'i A, laft'veSq - o i,der{. ,t ira*e<,u'( fu'c4i c ol ,rA ui4- trb vur,"a dt.par'tne.^fs (L 1'1 Lt€c-' l<irl;.-ah;7 *c fi'c,t+ l,nzit'lt,: iodg iir rril'' ru .yt tD t tttsvfrt - Za"t bftl f r d<elu-re 5, fol;ct.e Employer's Name and Address lL(L'ger' Pn,n*n ^*{-.I Ka \5u' {\,^zr, C^KL^"A rLn qYbtL Clin,co.\ Ct*1.oWS -' o o rl ;'vihr | (.1 t U*1, ^?]?: :i Duties Performed ^Luunc\uj tg)u UCSD sutycl+i<.nt c(intc, on'e- ,{ 'ti,lr' )"o I s ;r 5+(-{+ -*h"t qxu; fr( one ct* ov; ?,^+,,r) ,'-lPvbl,tttd (YStctrz: (val,b - b r|,onp4) papwantttl {Al-vdopd v,siovt', t1 o<lr5, F Ucst)f qti v;ttal^Jo[["Pr;v Lo )olla, Cft 1zc3 ? Employer's Name and Addresb Titleu''yJ'k,Izyl Duties Performed 'Co*A [rC ort)tw^il "+^-in jr)ftc\ rtc.iu L C-Ltl',irl r r\io ,,^r, trl iift--Employer's Name and AddressL; nil*,y u,lAtJ-_ fisuw | 13 r F;r>Y ftve , \,^Jrr[ d,ut' Lveek qq rqT Employe/s Name and Address THIS FORM IS A PUBLIC DOCUMENT September 13, 2016 Contra Costa County Board of Supervisors 389 7. How did you learn about this vacancy? CCC Homepage Walk-ln Newspaper Advertisement -District Supervisor ),Otner 8. Do you have a Familial or Financial Relationship with a member of the Board of Supervisors? (Please see BoardFlesolutionno.2}lltsi,attached): frfo ( Yes- lf Yes, please identify the nature of the relationship: 9. Do you have any financial relationships with the County such as grants, contracts, or other economic relations?No V' Yes lf Yes, please identify the nature of the relationship: I CERTIFY that the statements made by me in this application are true, complete, and correct to the best of my knowledge and belief, and are made in good faith. I acknowledge and understand that all information in this application is publically accessible. I understand and agree that misstatements / omissions of material fact may cause forfeiture of my rights to serve on a Board, Committee, or Commission in Contra Costa County. 2-A tDate: / / -lb' lmportant lnformation 1 . This applir=tion is a public document aM is subject tc fe Calibmia Public Records Act (CA Gw. Code 962506270). 2. Send he mrnpleted paperapplk=tion tc he Office of tte Clerk of tre Boad at 651 Pine Sbeet, Room 106, Maltinez, CA 94553. 3. A r€sum6 or oher elevant inficrmation may be submiH wih his applioation. 4. AII members arc rcquired b hke tre follorying hining: 1) The Brown Act, 2) The Eletbr Govemment Ordinance, and 3) Etrics Tnining. 5. Membes of boads, cornmissions, and commibes rmy be rcquircd tr: 1 ) file a Stabment of Economic lnbrest Form also knomr re a Form 700, and 2) complets he State Ehios Tnaining Course as requircd by AB 1234. 6. Advisory body meetings may be held in varirxs locations and sorne locations may not be accessible by publicfansportation. 7. Meeting datss and times are subjecttc change and may occur up tc turo days per montr. 8. Someboads,@mmitbes,orcommissi:nsmayassignmembestcsubcommiteesoruorkgroupswhbhmayrcquircanadditional commiEnentof time. THIS FORM IS A PUBLIC DOCUMENT September 13, 2016 Contra Costa County Board of Supervisors 390 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and foT Special Districts, Agencies and Authorities Governed by the Board Adopted Resolution no. 2011/55 on210812011 as follows: IN THE MATTER OF ADOPTING A POLICY MAKING FAMILY MEMBERS OF THE BOARD OF SUPERVISORS INELIGIBLE FOR APPOINTMENT TO BOARDS, COMMITTEES OR COMMISSIONS FOR WHICH THE BOARD OF SUPERVISORS IS THE APPOINTNG AUTHORITY WHEREAS the Board of Supervisors wishes to avoid the reality or appearance of improper influence or favoritism: NOW, THEREFORE, BE IT RESOLVED THAT the following policy is hereby adopted: I. SCOPE: This policy applies to appointments to any seats on boards, committees or commissions for which the Contra Costa County Board ofSupervisors is the appointing authority. II. POLICY: A person will not be eligible for appointment if he/she is related to a Board of Supervisors' Member in any of the following relationships: 1. Mother, father, son, and daughter; 2. Brother, sister, grandmother, grandfather, grandson, and granddaughter; 3. Great-grandfather, great-grandmother, aunt, uncle, nephew, niece, great-grandson, and great-granddaughter; 4. First cousin; 5. Husband, wife, father-in-law, mother-in-law, son-in-1aw, daughter-in-law, stepson, and stepdaughter; 6. Sister-in-law (brother's spouse or spouse's sister), brother-in-law (sister's spouse or spouse's brother), spouse's grandmother, spouse's grandfather, spouse's granddaughter, and spouse's grandson; 7. Registered domestic partner, pursuant to Califomia Family Code section 297. 8. The relatives, as defined in 5 and 6 above, for a registered domestic partner. 9. Any person with whom a Board Member shares a financial interest as dehned in the Political Reform Act (Gov't Code $87103, Financial Interest), such as a business partner or business associate. THIS FORM IS A PUBLIC DOCUMENT September 13, 2016 Contra Costa County Board of Supervisors 391 8/22/2016 FISH AND WILDLIFE COMMITTEE ROSTER Appointment Date Term Expires Vacant (District 1) February 28, 2016 Susan Heckly (District II) Pleasant Hill April 14, 2015 February 28, 2018 Clark Dawson (District III) Antioch March 31, 2015 February 28, 2018 Brett Morris (District IV) Walnut Creek March 3, 2015 February 28, 2019 Daniel Pellegrini (District V) Martinez March 3, 2015 February 28, 2019 Roni Gehlke (At-Large 1) Oakley January 5, 2016 December 31, 2018 Kathleen Jennings (At-Large 2) Concord January 5, 2016 December 31, 2018 Jeff Skinner(At-Large 3) Martinez December 9, 2014 December 31, 2016 Scott Stephan (At-Large 4) San Ramon December 9, 2014 December 31, 2016 Vacant (At-Large Alternate 1) December 9, 2014 December 31, 2016 September 13, 2016 Contra Costa County Board of Supervisors 392 RECOMMENDATION(S): REAPPOINT Mary Flott to At-Large Seat 1, Deborah McGrath to At-Large Seat 2, Nora Foster to At-Large Seat 5, Lisa R. Johnson to First 5 Commission Seat, Ruth Fernandez to Child Development Early Childhood Education/ Local Planning Council Seat, and Karin Kauzer to the School Representative seat on the Family and Children's Trust (FACT) Committee as recommended by the Family and Human Services Committee. FISCAL IMPACT: None. BACKGROUND: The Family and Children's Trust (FACT) Committee was established to set priorities and make funding recommendations to the Board of Supervisors on the allocation of specific funds for the prevention/amelioration of child abuse and neglect, and the promotion of positive family functioning. These funds include: Child Abuse Prevention, Intervention, and Treatment funds (CAPIT) funds, (AB 1733), Birth Certificate revenue to the County Children’s Trust (AB2994), the Ann Adler Children’s Trust funds, Community-Based Child Abuse Prevention funds (CBCAP) and other funds as may be subsequently directed by the Board of Supervisors. The FACT Committee also provides information and data to the Employment and Human Services Department on the effectiveness of current and proposed programs for families and children and on recent or pending legislation that would potentially impact family and children’s services programs, clients, or funding mechanisms. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 39 To:Board of Supervisors From:FAMILY & HUMAN SERVICES COMMITTEE Date:September 13, 2016 Contra Costa County Subject:Appointments to the Family and Children's Trust Committee September 13, 2016 Contra Costa County Board of Supervisors 393 BACKGROUND: (CONT'D) Mary Flott to At-Large Seat 1 has a term ending September 30, 2018; Deborah McGrath to At-Large Seat 2 has a term ending September 30, 2018; Nora Foster to At-Large Seat 5 has a term ending September 30, 2018; Lisa R. Johnson to First 5 Commission Seat has a term ending September 30, 2018; Ruth Fernandez to Child Development Early Childhood Education/ Local Planning Council Seat has a term ending September 30, 2018; Karin Kauzer to the School Representative seat has a term ending September 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: Committee members will not be able to begin their new term. CHILDREN'S IMPACT STATEMENT: None. ATTACHMENTS FACT applications September 13, 2016 Contra Costa County Board of Supervisors 394 September 13, 2016Contra Costa County Board of Supervisors395 September 13, 2016Contra Costa County Board of Supervisors396 September 13, 2016Contra Costa County Board of Supervisors397 September 13, 2016Contra Costa County Board of Supervisors398 September 13, 2016Contra Costa County Board of Supervisors399 September 13, 2016Contra Costa County Board of Supervisors400 September 13, 2016Contra Costa County Board of Supervisors401 September 13, 2016Contra Costa County Board of Supervisors402 September 13, 2016Contra Costa County Board of Supervisors403 September 13, 2016Contra Costa County Board of Supervisors404 September 13, 2016Contra Costa County Board of Supervisors405 September 13, 2016Contra Costa County Board of Supervisors406 September 13, 2016Contra Costa County Board of Supervisors407 September 13, 2016Contra Costa County Board of Supervisors408 September 13, 2016Contra Costa County Board of Supervisors409 September 13, 2016Contra Costa County Board of Supervisors410 September 13, 2016Contra Costa County Board of Supervisors411 September 13, 2016Contra Costa County Board of Supervisors412 September 13, 2016Contra Costa County Board of Supervisors413 September 13, 2016Contra Costa County Board of Supervisors414 September 13, 2016Contra Costa County Board of Supervisors415 September 13, 2016Contra Costa County Board of Supervisors416 September 13, 2016Contra Costa County Board of Supervisors417 September 13, 2016Contra Costa County Board of Supervisors418 September 13, 2016Contra Costa County Board of Supervisors419 September 13, 2016Contra Costa County Board of Supervisors420 September 13, 2016Contra Costa County Board of Supervisors421 September 13, 2016Contra Costa County Board of Supervisors422 September 13, 2016Contra Costa County Board of Supervisors423 September 13, 2016Contra Costa County Board of Supervisors424 RECOMMENDATION(S): APPOINT Angela Herron to the At-Large 3 Seat, with a term expiring February 28, 2019 to the Contra Costa Commission for Women FISCAL IMPACT: None. BACKGROUND: The Contra Costa Commission for Women was formed to educate the community and advise the Contra Costa County Board of Supervisors and other entities on the issues relating to the changing social and economic conditions of women in the County, with particular emphasis on the economically disadvantaged. The Committee consists of 20 members and one alternate, including: Five district representatives; (one from each supervisorial; districts) Fifteen at large members; and One at large alternate APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 40 To:Board of Supervisors From:FAMILY & HUMAN SERVICES COMMITTEE Date:September 13, 2016 Contra Costa County Subject:Appointments to Contra Costa Commission on Women September 13, 2016 Contra Costa County Board of Supervisors 425 BACKGROUND: (CONT'D) >The five district representatives are nominated for a three year term by each of the five members of the Board of Supervisors. The fifteen at large members and one at large alternate are nominated by the CCCW membership committee and forwarded to the full CCCW. CONSEQUENCE OF NEGATIVE ACTION: Candidate will not be appointed to the Commission. CHILDREN'S IMPACT STATEMENT: ATTACHMENTS A Herron September 13, 2016 Contra Costa County Board of Supervisors 426 September 13, 2016Contra Costa County Board of Supervisors427 September 13, 2016Contra Costa County Board of Supervisors428 September 13, 2016Contra Costa County Board of Supervisors429 September 13, 2016Contra Costa County Board of Supervisors430 September 13, 2016Contra Costa County Board of Supervisors431 September 13, 2016Contra Costa County Board of Supervisors432 September 13, 2016Contra Costa County Board of Supervisors433 September 13, 2016Contra Costa County Board of Supervisors434 September 13, 2016Contra Costa County Board of Supervisors435 RECOMMENDATION(S): Public Defender (0243): APPROVE Appropriations and Revenue Adjustment No. 5002 authorizing new revenue in the amount of $3,750 from other public agencies, and appropriating it for reimbursement of travel expenses for subject matter training experts in the Public Defender's Office. FISCAL IMPACT: No fiscal impact. BACKGROUND: In cooperation with the Northern California District of the Federal Defenders Office, the Public Defender is co-sponsoring an intensive two-day training program for public agency defense attorneys designed to provide familiarity with DNA forensic analysis and report interpretation. This in-service training event will be available to the Deputy Public Defender's attorneys having current cases involving DNA evidence and defense attorneys from other public agencies throughout the United States. Continuing Legal Education (CLE) credit required for State Licensing will be awarded to program participants, at the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Richard Loomis, 335-8093 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 41 To:Board of Supervisors From:Robin Lipetzky, Public Defender Date:September 13, 2016 Contra Costa County Subject:Appropriation and Revenue Adjustment No. 5007 September 13, 2016 Contra Costa County Board of Supervisors 436 BACKGROUND: (CONT'D) completion of the training. This type of cooperative training event is an infrequent activity for the Office of the Public Defender, and is not normally included in its annual Budget. The estimated revenue from registration fees is anticipated to cover the event expenses in full. Today's action authorizes the revenue and expenditure appropriations for this activity. CONSEQUENCE OF NEGATIVE ACTION: With an increase in the sophistication and complexity of DNA evidence introduced into criminal prosecutions, it is essential that defense attorneys have a substantial understanding of DNA forensic science to effectively represent Public Defender clients. This type of training is essential to meeting the core Mission of the Office of the Public Defender. If this action is not approved, the Public Defender would not be able to co-host this event. CHILDREN'S IMPACT STATEMENT: None. AGENDA ATTACHMENTS Appropriation Adjustment No. 5002 MINUTES ATTACHMENTS Signed: Appropriation Adjustment No. 5002 September 13, 2016 Contra Costa County Board of Supervisors 437 September 13, 2016Contra Costa County Board of Supervisors438 September 13, 2016Contra Costa County Board of Supervisors439 September 13, 2016 Contra Costa County Board of Supervisors 440 September 13, 2016 Contra Costa County Board of Supervisors 441 RECOMMENDATION(S): Public Defender (0243): APPROVE Appropriations and Revenue Adjustment No. 5005 authorizing new revenue in the amount of $63,000.00 from the National Juvenile Defender Center, and appropriating it for contracted temporary help to continue hosting a Juvenile Post Disposition Reentry Legal Fellowship program in the Office of the Public Defender. FISCAL IMPACT: This grant will provide $60,000 contractor salary reimbursement and up to $3,000 travel reimbursement for a twelve (12) month fellowship program (10/01/16 through 09/30/17), as an extension to successful completion of an initial eight (8) month pilot program. A local direct match of $18,040 (for health and professional liability insurance), is required, which will be provided by reallocation of expenditure appropriations from expert witnesses (Non-County Professional Services). There is no increase in Net County Cost. BACKGROUND: At its meeting on February 9, 2016, the Board of Supervisors authorized the Public Defender to submit a grant application and execute an agreement with the National Juvenile Defender Center (NJDC) to host a Juvenile Post Disposition Reentry Legal Fellowship program. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Richard Loomis, 335-8093 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 42 To:Board of Supervisors From:Robin Lipetzky, Public Defender Date:September 13, 2016 Contra Costa County Subject:Juvenile Reentry Legal Fellowship (NJDC Grant) Extension September 13, 2016 Contra Costa County Board of Supervisors 442 BACKGROUND: (CONT'D) The goal of this initiative is to support the success of justice-involved youth returning to their community by removing legal barriers to education, employment and housing. In this program NJDC provides funding for the Legal Fellow (attorney) salary, training and travel expenses, and the host organizations provide funding for fringe benefits, appropriate workspace and supplies. Following successful completion of the initial program introduction, the NJDC has offered to fund continuation of the program for another twelve (12) months, under the same financial terms. CONSEQUENCE OF NEGATIVE ACTION: If the new revenue and appropriations are not authorized and approved, the Public Defender' Office will not have access to the additional help needed to address the legal representation needs of its Juvenile clients. CHILDREN'S IMPACT STATEMENT: The Fellowship program funded by this grant is designed to provide legal services to address barriers in employment and education that youthful offenders face in community reintegration following a juvenile delinquency placement or commitment. The ultimate measure of success of this program will be an increase in employment and education participation of post-disposition juvenile offenders in Contra Costa County. AGENDA ATTACHMENTS Appropriation Adjustment No. 5005 MINUTES ATTACHMENTS Signed: Appropriation Adjustment No. 5005 September 13, 2016 Contra Costa County Board of Supervisors 443 September 13, 2016Contra Costa County Board of Supervisors444 September 13, 2016Contra Costa County Board of Supervisors445 September 13, 2016 Contra Costa County Board of Supervisors 446 September 13, 2016 Contra Costa County Board of Supervisors 447 RECOMMENDATION(S): 1. AUTHORIZE the Auditor-Controller to transfer $129,000 from the following Park Dedication/Park Impact Fund accounts: 8136-275703610 ($45,000), 8136-4204036 ($54,000), 8136-PI5703630 ($24,000), 8136-PI0403690 ($6,000) to the Contra Costa County Public Works Department; and 2. APPROVE Appropriation and Revenue Adjustment No. 5008 authorizing new revenue in the amount of $129,000 in Park Dedication/Park Impact Funds, appropriating it to the Public Works Department (PWD) to finance various improvements to the El Sobrante Mini Park located at 4191 Appian Way in El Sobrante. FISCAL IMPACT: Park Dedication/Park Impact Funds in the amount of $129,000 that have accumulated in the El Sobrante census tracts will be used to help finance the community outreach, planning, design, and installation of improvements at El Sobrante Mini Park. The requested $129,000 is in addition to a prior allocation of $269,656 in Park Dedication/Park Impact Funds, $641,740 of Measure WW funds, $80,000 in Library Funds and $103,000 from the General Fund previously budgeted in Public Works. If approved, the balance of Park Dedication Funds in the El Sobrante census tracts will be approximately $2,446. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Kristine Solseng, (925) 674-7809 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C. 43 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Park Dedication Funds - El Sobrante Mini Park September 13, 2016 Contra Costa County Board of Supervisors 448 BACKGROUND: The East Bay Regional Park District's voter-approved Measure WW allocates grant funds to local parks for improvements on a per capita basis including $641,740 to Community Service Area R-9 serving El Sobrante. Special Districts staff from PWD met with the Supervisor Gioia’s staff, El Sobrante Library staff, and members of SPAWNERS (San Pablo Watershed Neighbors Education & Restoration Society) to discuss expenditures of these funds and develop a project scope for the El Sobrante Mini Park project. On May 29, 2014, the East Bay Regional Park District approved a $641,740 appropriation for the El Sobrante Mini Park project. The approved project includes rehabilitating the existing parking lot and renovating existing landscape and recreational facilities on the County land adjacent to the El Sobrante Library. The existing recreational facilities include gardens (reading, demonstration, and memorial), landscaped walkways along Appian Way and Garden Road, and landscaped pathways leading to a riparian interpretive trail along San Pablo Creek. The work will remove the deteriorating parking lot surface and replace it with pervious asphalt, renovate the existing landscaping along all the above-mentioned landscaped walkways, and improve landscaping around the reading garden. An existing open space located at the rear of the library will have expanded amenities installed, including a new plaza with a raised podium for events. The El Sobrante Mini-Park project is identified in the Contra Costa County Parks Capital Improvement Plan as an existing park in need of updates. Upkeep of the improvements will be part of the routine maintenance of County facilities. Plans and specifications for the project have been prepared by the Public Works Department. Bids were received and opened by the Public Works Department on August 11, 2016. All the bids received exceeded the Architect's Estimate of $635,000. The lowest responsive and responsible bid was in the amount of $823,000. Subject to the approval of this item, the PWD Director intends to recommend awarding this contract to that bidder. The additional Park Dedication funds will be used to make up a portion of the difference between the Architect's Estimate and the lowest responsive and responsible bidder, with the remainder of the difference funded with General Funds previously allocated to Public Works in the FY 2016/17 budget. The total project cost, including planning design, administration, outreach, and construction is $1,223,396. The following table summarizes the various funding sources: Measure WW $641,740 Park Dedication/Park Impact $398,656 ($269,656 and $129,000) Library $80,000 General Fund/PWD $103,000 Total $1,223,396 It is the policy of the County to use park dedication/Park Impact Funds to meet local park needs. This action is consistent with that policy and staff recommends approval of the request for funds. The project will significantly enhance the quality of El Sobrante Mini Park and provide improved opportunities for El Sobrante residents for many years. On February 11, 2014 the County Board of Supervisors determined the project was exempt from the California Environmental Quality Act (CEQA) as a Class 1, Categorical Exemption, pursuant to Article 19, Section 15301 of the CEQA Guidelines. Staff will continue to look for additional funding sources for this project. If successful, staff plans to utilize other funding sources first and thus reduce the amount of Park Dedication funds needed for this project. CONSEQUENCE OF NEGATIVE ACTION: If the construction contract is not awarded, the project will not move forward. CHILDREN'S IMPACT STATEMENT: The proposed project support the following community outcomes established in the Children's Report Card: Communities that are Safe and Provide a High Quality of Life for Children and Families. September 13, 2016 Contra Costa County Board of Supervisors 449 AGENDA ATTACHMENTS AP00 RA00 5008_Park Dedication Funds_El Sobrante Mini Park MINUTES ATTACHMENTS Signed: Appropriation Adjustment No. 5008 September 13, 2016 Contra Costa County Board of Supervisors 450 9/7/16 September 13, 2016 Contra Costa County Board of Supervisors 451 9/7/16 September 13, 2016 Contra Costa County Board of Supervisors 452 September 13, 2016 Contra Costa County Board of Supervisors 453 September 13, 2016 Contra Costa County Board of Supervisors 454 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21917 to add one (1) part-time (20/40) Librarian (3AWA) (represented) position at salary plan and grade QXX 1341 ($4,188 -$5,348) in the Library Department, at the Pinole Library. FISCAL IMPACT: Upon approval, this action will result in an annual cost to the Library Fund of approximately $51,488, which is offset by city funds. This position will allow the Pinole Library to maintain current level of services funded in the Library budget, while enabling the Hercules Library to expand its level of service, as the community agreed. There is no fiscal impact to the County General Fund. BACKGROUND: Presently a vacant full-time Librarian position is assigned to the two neighboring locations of Pinole and Hercules, working 20 hours a week at each library. The Library wishes to fully dedicate this position to the Hercules Library and to add a part-time replacement at the Pinole Library. The Hercules community has a keen interest in adding more services for adults, teens, and children in the areas of programs and events and a fully dedicated Librarian position at Hercules will allow the Library to expand key services throughout scheduled hours. Adding a 20/40 part-time Librarian at the Pinole Library will maintain this location’s level of service. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Michelle McCauley, (925) 927-3202 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Michelle McCauley C. 44 To:Board of Supervisors From:Theresa Speiker, Interim County Librarian Date:September 13, 2016 Contra Costa County Subject:Add One Part-time Librarian Position in the Library Department September 13, 2016 Contra Costa County Board of Supervisors 455 CONSEQUENCE OF NEGATIVE ACTION: If this position is not added, the Library will be limited in its ability to further develop specialized programming, thus, under serving a community in need. AGENDA ATTACHMENTS P300 21917_Add 20/40 Librarian position MINUTES ATTACHMENTS P300 #21917 signed September 13, 2016 Contra Costa County Board of Supervisors 456 POSITION ADJUSTMENT REQUEST NO. 21917 DATE 9/1/2016 Department No./ Department County Library Budget Unit No. 0621 Org No. 3796 Agency No. 85 Action Requested: Add One 20/40 Librarian Position in the Library Department Proposed Effective Date: 9/1/2016 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 $51,488.00 Net County Cost $0.00 Total this FY $42,907.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Funded by Library Fund, offset by City of Hercules revenue Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Theresa Speiker ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/29/2016 Add one (1) part-time (20/40) Librarian (3AWA) (represented) position at salary plan and grade QXX 1341 ($4,188 -$5,348) Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Gladys Scott Reid 8/29/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/1/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources /s/ Julie DiMaggio Enea 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 September 13, 2016 Contra Costa County Board of Supervisors 457 REQUEST FOR PROJECT POSITIONS Department Date 9/1/2016 No. xxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 458 September 13, 2016 Contra Costa County Board of Supervisors 459 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21906 to establish the class of Animal Services Admissions and Adoption Coordinator (BCSA) (represented) at salary plan and grade ZB5 1351 ($4,411 - $5,361); add one (1) Animal Services Admissions and Adoption Coordinator (BCSA) position; and abolish the Community Outreach and Education Coordinator (BJSR) (represented) classification in the Animal Services Department. FISCAL IMPACT: The Animal Services Department will abolish the Community Outreach and Education Manager classification, which will cancel the one Community Outreach and Education Manager position (number 5967) that was budgeted for Fiscal Year 2016 - 2017. There are no additional pension expenses. BACKGROUND: The Community Outreach and Education Coordinator position within the Animal Services Department has been vacant for over 5 years. In 2015, a Departmental Community and Media Relations Coordinator was hired and this incumbent has taken on the Department's community outreach needs. In partnership with the Departmental Community and Media Relations Coordinator, the Animal APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Arturo Castillo (925) 335-8370 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Arturo Castillo C. 45 To:Board of Supervisors From:Beth Ward, Animal Services Director Date:September 13, 2016 Contra Costa County Subject:Establish the Admissions and Adoption Coordinator (BCSA) classification and abolish the Community Outreach and Education Coordinator September 13, 2016 Contra Costa County Board of Supervisors 460 BACKGROUND: (CONT'D) Services Admissions and Adoption Coordinator classification is being created to focus on increasing pet adoptions and decreasing euthanasia of animals through the streamlining of Contra Costa County’s adoption processes. The incumbent will perform work in a busy animal shelter environment that includes heavy public contact. The major responsibility of this new classification will be to design, implement and coordinate all aspects of the Department’s adoption program, including the associated community education and outreach for both current pet owners and potential adopters. The incumbent will also be responsible for working in conjunction with the shelter’s medical staff and field services staff on the intake of surrendered animals, evaluating their status and determining eligibility for adoption. Work is performed with considerable initiative and independent judgment, while reporting to the Director of Animal Services. CONSEQUENCE OF NEGATIVE ACTION: If the Animal Services Admissions and Adoption Coordinator classification is not established the numbers of both surrendered and captured animals within the County shelters will rise, causing an increase in euthanasia as capacity limits are reached. CHILDREN'S IMPACT STATEMENT: No impact. AGENDA ATTACHMENTS P300 No. 21906 ASD MINUTES ATTACHMENTS P300 #21906 signed September 13, 2016 Contra Costa County Board of Supervisors 461 POSITION ADJUSTMENT REQUEST NO. 21906 DATE 7/19/16 Department No./ Department Animal Services Budget Unit No. 0366 Org No. 0344 Agency No. 36 Action Requested: Establish the class of Animal Services Admissions and Adoption Coordinator (represented); add one Animal Services Admissions and Adoption Coordinator position; and abolish the Community Outreach and Education Coordinator (represented) class in the Animal Services Department. (No Net County Cost) Proposed Effective Date: 7/1/2016 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 User Fees and City Fees Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Kevin J. Corrigan 8/23/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/23/2016 Establish the class of Animal Services Admissions and Adoption Coordinator (BCSA) (represented) at salary plan and grade ZB5 1351 ($4,411 - $5,361); add one (1) Animal Services Admissions and Adoption Coordinator (BCSA) position; and abolish the Community Outreach and Education Coordinator (BJSR) (represented) classification . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Lauren Ludwig 8/23/16 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/6/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 462 REQUEST FOR PROJECT POSITIONS Department Date 9/6/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 463 September 13, 2016 Contra Costa County Board of Supervisors 464 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21916 to add one (1) part-time (32/40) Senior Library Literacy Assistant (3KTC) (represented) position at salary plan and grade QXX 1341 ($4,188 -$5,348) and cancel one (1) part-time (20/40) Library Literacy Assistant (3KVC) (represented) vacant position no. 15876 at salary plan and grade QXX 1030 ($3,078 - $3,931) in the Library Department. FISCAL IMPACT: Upon approval, this will result in a net annual cost to the Library Fund of $--7,078 in FY 2016/17 and no more than $33,100 in the subsequent two (2) years. The position is 78% funded by Project Second Chance and 22% by the Library Fund. BACKGROUND: On March 7, 2016, Project Second Chance, Inc. (PSC)’s Board of Directors approved $45,000 per year for no longer than three (3) years to cover salary, benefits and travel expenses for the equivalent of a part-time 32/40 Library Literacy Assistant position in West Contra Costa County (defined as San Pablo, El Sobrante, Pinole, Rodeo, Crockett, Hercules, Kensington, El Cerrito and North Richmond). In light of this, the Library conducted a careful review of the duties and tasks assigned to the vacant Library Literacy Assistant assigned to West Contra Costa County and determined that the communities would be better served by a Senior Library Literacy Assistant. The Senior Library Literacy Assistant position functions more autonomously, overseeing the operation of a library outlet in support of direct educational and remedial literacy services, evaluates APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Michelle McCauley, (925) 927-3202 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Michelle McCauley C. 46 To:Board of Supervisors From:Theresa Speiker, Interim County Librarian Date:September 13, 2016 Contra Costa County Subject:Cancel One (1) Library Literacy Assistant and Add One (1) Senior Library Literacy Assistant September 13, 2016 Contra Costa County Board of Supervisors 465 BACKGROUND: (CONT'D) and makes decisions, plans and implements tutor training, assesses and manages volunteers and handles special projects. One particular project the Library intends to implement is Career On-line High School where the skill set of a Senior Library Literacy Assistant will be most appropriately applied. The Hercules library is the current location for West County PSC activities, but current plans include a relocation to dedicated space in the new San Pablo Library in March 2017. In order to properly classify the work performed and to improve professional service levels in West County, the Library would like to cancel one vacant part-time Library Literacy Assistant position and add one part-time Senior Library Literacy Assistant position. This position will report to the Adult Literacy Program Manager. CONSEQUENCE OF NEGATIVE ACTION: If these position changes are not implemented, the Library will have a position that is inappropriately classified for the work to be performed in support of the communities of West Contra Costa County. CHILDREN'S IMPACT STATEMENT: No impact. AGENDA ATTACHMENTS P300 21916_Library Literacy Asst_Add/Cancel MINUTES ATTACHMENTS P300 #21916 signed September 13, 2016 Contra Costa County Board of Supervisors 466 POSITION ADJUSTMENT REQUEST NO. 21916 DATE 8/25/2016 Department No./ Department County Library Budget Unit No. 0620 Org No. 3744 Agency No. 85 Action Requested: Add one part-time 32/40 Senior Library Literacy Assistant (3KTC) and cancel one part-time 20/40 Library Literacy Assistant (3KVC) position No. 15876 in the Library Department. Proposed Effective Date: 9/1/2016 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 $7,077.84 Net County Cost $0.00 Total this FY $5,898.20 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Library Fund 22% & Project Second Chance grant funds 78% Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Theresa Spieker ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT BR for JE 8/25/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/26/2016 Add one (1) part-time (32/40) Senior Library Literacy Assistant (3KTC) (represented) position at salary plan and grade QXX 1341 ($4,188 -$5,348) and cancel one (1) part-time (20/40) Library Literacy Assistant (3KVC) (represented) vacant position no. 15876 at salary plan and grade QXX 1030 ($3,078 - $3,931) . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Eldreai Ellis 8/26/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/31/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources /s/ Julie DiMaggio Enea 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 September 13, 2016 Contra Costa County Board of Supervisors 467 REQUEST FOR PROJECT POSITIONS Department Date 8/31/2016 No. xxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 468 September 13, 2016 Contra Costa County Board of Supervisors 469 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21905 to add one (1) full-time Planning Technician II (51VB) (represented) position at salary plan and grade ZM5 1211 ($3,839 -$4,667) in the Department of Conservation and Development. FISCAL IMPACT: Upon approval, this action will result in an annual costs of approximately $83,000. Of this amount, $13,000 is attributable to retirement costs. However, the costs of this additional position will be fully offset by savings resulting from the reassignment of two staff originally funded by the Land Development Fund to the Community Development Block Grant Program, which is federally funded. There is no impact to County General Fund. BACKGROUND: The Department of Conservation and Development (DCD) is requesting to add one (1) Planning Technician II to meet the operational needs of the Department. Due to recent staffing reassignments, the Current Planning Division, which handles all zoning and land use applications, lost a Planner II (to Community Development Block Grant Programs to back fill for prior planner who left the County), and a Planning Technician II (to federal programs to address the additional workload related when Richmond was added to DCD's grant-making responsibilities). Planners in the Current Planning Division of DCD carry an average project load of 30 applications (with some planners approaching 40). To restore staffing in Current Planning, DCD requests to add a Planning Technician II position. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Victoria Mejia 925-674-7726 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Victoria Mejia C. 47 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Add one Planning Technician II Position September 13, 2016 Contra Costa County Board of Supervisors 470 BACKGROUND: (CONT'D) The Planning Technician II position provides technical support to Planners and is also able to review and approve less complex applications and plans, thereby freeing Planners to do the more complex work in planning. Planning Technicians in DCD also regularly provide assistance at our Application and Permit Center (APC), in addition to working on simple land development applications. The Planning Technicians working at the APC work with the Building Plan Checkers in reviewing plans and applications, issuing permits and resolving application issues. The addition of a Planning Technician II to assist in processing the more basic applications like tree permits, variances, compliance reviews, planning considerations, etc., will provide relief for Planners so they have a more manageable work load, resulting in shorter processing time and better overall customer service. Moreover, having an additional Planning Technician II available to support both the APC and Current Planning will result in better delivery of services and overall customer satisfaction. CONSEQUENCE OF NEGATIVE ACTION: Failure to secure Board approval will diminish the Department's ability to sufficiently provide adequate staffing to carry out the processing of land use applications, both in Current Planning Division and at the Application Permit Center, which is the hub of all land use permitting activities. This will adversely impact the timely processing of land use applications. AGENDA ATTACHMENTS P300 21905_Add one Planning Tech II in DCD MINUTES ATTACHMENTS P300 #21905 signed September 13, 2016 Contra Costa County Board of Supervisors 471 POSITION ADJUSTMENT REQUEST NO. 21905 DATE 8/10/2016 Department No./ Department Conservation and Development Budget Unit No. 0280 Org No. 2606 Agency No. 38 Action Requested: Add one (1) 40/40 Planning Technician II (51VB) (Represented) in the Department of Conservation and Development (DCD) Proposed Effective Date: 9/1/2015 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 $83,000.00 Net County Cost $0.00 Total this FY $70,000.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Land development fund, offset by CDBG funds Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. VM for JK ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/17/2016 Add one (1) full-time (40/40) Planning Technician II (51VB) (represented) position at salary plan and grade ZM5 1211 ($3,839.72 -$4,667.21) in the Department of Conservation and Development (DCD). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Lisa Lopez 8/17/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/1/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources /s/ Julie DiMaggio Enea 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 September 13, 2016 Contra Costa County Board of Supervisors 472 REQUEST FOR PROJECT POSITIONS Department Date 9/1/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 473 September 13, 2016 Contra Costa County Board of Supervisors 474 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21911 to add five (5) Sheriff's Ranger (64WR)(represented) positions at salary plan and grade VN5 1017 ($3,261- $3,964) in the Sheriff's Office, Health Services Security Unit. FISCAL IMPACT: 100% Contracted Services. Contra Costa County Health Services Department Security Services contract with the Office of the Sheriff. BACKGROUND: Contra Costa County Health Services contracts with the Office of the Sheriff to provide security services for the Contra Costa Regional Medical Center and health clinics throughout the County. Due to a heightened alert to security breaches and to align the medical center with industry standard restricted access protocols for labor and delivery, postpartum, and nursery services, the Health Services Department has requested the presence of Sheriff personnel on the 5th floor of the medical center. Five (5) Sheriff's Ranger positions will be added to provide security services 24 hours a day, 7 days a week. Positions will be funded by a contract agreement with the Contra Costa County Health Services Department. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Marcie Clark (925) 335-1545 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Robyn Hanson C. 48 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Add five (5) Sheriff's Ranger (64WR) positions – Custody Services Bureau – Health Services Security September 13, 2016 Contra Costa County Board of Supervisors 475 CONSEQUENCE OF NEGATIVE ACTION: Failure to add the positions may cause safety concerns with unauthorized access to labor and delivery, postpartum, and the nursery floor in the Contra Costa Regional Medical Center and in the Health Clinics throughout the County. This could result in not meeting the industry standards for restricted access protocols for labor and delivery, postpartum, and nursery services. CHILDREN'S IMPACT STATEMENT: No impact. AGENDA ATTACHMENTS P300 No. 21911 MINUTES ATTACHMENTS P300 #21911 signed September 13, 2016 Contra Costa County Board of Supervisors 476 POSITION ADJUSTMENT REQUEST NO. 21911 DATE 8/19/2016 Department No./ Department Office of the Sheriff Budget Unit No. 0300 Org No. 2594 Agency No. 25 Action Requested: Add five (5) Sheriff Ranger (64WR) positions – Custody Services Bureau – Health Services Security Proposed Effective Date: 9/14/16 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: Estimated total cost adjustment (salary / benefits / one time): Total annual cost $358,440.00 Net County Cost $0.00 Total this FY $283,765.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Contra Costa County Health Services Department Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Mary Jane Robb ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Timothy M. Ewell 8/19/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/29/2016 Add five (5) Sheriff's Ranger (64WR) positions at salary plan and grade VN5 1017 ($3,261 - $3,964) Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Tanya Williams 8/29/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/1/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Timothy M. Ewell 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 September 13, 2016 Contra Costa County Board of Supervisors 477 REQUEST FOR PROJECT POSITIONS Department Date 9/1/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 478 September 13, 2016 Contra Costa County Board of Supervisors 479 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21921 to add the following represented positions in the Health Services Department: One (1) full-time Administrative Aide (AP7A) at salary level B85-0972 ($3,031-$4,062) Four (4) full-time Community Health Worker I (VKWC) at salary level TC5-0933 ($2,915-$3,214) Five (5) part-time 32/40 Exempt Medical Staff Dentist (VPWD) at salary level 1P5-2119 ($9,129-$12,278) One (1) par-time 28/40 Exempt Medical Staff Dentist (VPWD) at salary level 1P5-2119 ($9,129-$12,278) One (1) full-time Health Services Administrator-Level B (VANG) at salary level ZB2-1323 ($4,419-$7,242) One (1) full-time Lead Registered Dental Assistant (V9VD) at salary level TAS-1154 ($3,629-$4,411) Three (3) full-time Public Health Mobile Clinic Operator (VMTB) at salary level TB5-1160 ($3,650-$4,437) Four (4) full-time Registered Dental Assistant (V9WG) at salary level TA5-1085 ($3,389-$4,119) FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $1,983,331, which includes an estimated $494,478 in pension costs. The cost will be a 100% offset from Federally Qualified Health Care (FQHC) revenues. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Arlene J. Lozada (925)957-5269 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 49 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add twenty (20) permanent positions in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 480 BACKGROUND: Dental examination is one of the primary services the School Based Health Center and Health Care for the Homeless Program provide to school age students, low income families and homeless individuals. Cleanings, fluoride treatments, fillings and sealants are also dental work available to them. There has been an increase in the number of vulnerable population in our County, needing dental work. To help alleviate the need, the Board of Supervisors approved the purchase of two mobile dental units at its meeting on June 7, 2016. The two new mobile dental clinics will allow 160 additional dental service hours at various School-Based Health Clinics. As part of this dental expansion, Public Health Clinic Services will also be adding 16 clinic hours at our current stationary School-Based Health Clinics in West County. It was determined that the dental expansion will require the addition of 20 positions, previously listed. Incumbents in these positions will be functioning in different capacities - providing dental clinic services, managing the whole operation, conducting outreach and education, handling registration and van operation, scheduling and administrative tasks and operating the mobile units with various technical equipment. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the dental expansion will not be accomplished due to non- existence of staff members who can provide the dental services to low income families, homeless individuals and school-aged children. CHILDREN'S IMPACT STATEMENT: Adding the various 20 positions will support the dental expansion, serving school-aged children at various schools all throughout Contra Costa County. AGENDA ATTACHMENTS P300 No. 21921 HSD P300 No. 21921 Attachment 1 MINUTES ATTACHMENTS P300 #21921 September 13, 2016 Contra Costa County Board of Supervisors 481 POSITION ADJUSTMENT REQUEST NO. 21921 DATE 8/18/2016 Department No./ Department Health Services Budget Unit No. 0450 Org No. 6418 Agency No. A18 Action Requested: Add twenty (20) various positions in the Health Services Department as stated in Attachment 1. Proposed Effective Date: 9/14/2016 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 $1,983,331.00 Net County Cost $0.00 Total this FY $1,322,220.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Federally Qualified Health Care revenue offset. Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Arlene J. Lozada ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 482 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 483 POSITION ADJUSTMENT RESOLUTION NO. 21921 - ATTACHMENT 1 DENTAL EXPANSION (SCHOOL BASED HEALTH CENTERS): One (1) 40/40 Administrative Aide (AP7A) Four (4) 40/40 Community Health Worker I (VKWC) Five (5) 32/40 Exempt Medical Staff Dentist (VPWD) One (1) 28/40 Exempt Medical Staff Dentist (VPWD) One (1) 40/40 Health Services Administrator-Level B (VANG) One (1) 40/40 Lead Registered Dental Assistant (V9VD) Three (3) 40/40 Public Health Mobile Clinic Operator (VMTB) Four (4) 40/40 Registered Dental Assistant (V9WG) September 13, 2016 Contra Costa County Board of Supervisors 484 September 13, 2016 Contra Costa County Board of Supervisors 485 September 13, 2016 Contra Costa County Board of Supervisors 486 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21922 to add one (1) Community Health Worker II position (VKVB) at salary level TC5-1043 ($3,251-$3,951) and cancel one vacant Clerk-Senior level (JWXC) position #13896 at salary level 3RX-1033 ($3,210-$4,100) in the Health Services Department. (Represented). FISCAL IMPACT: Upon approval, this action has an annual cost savings of approximately $2,361 due to the cancellation of Clerk-Senior Level position #13896. The cost savings are split 75% State WIC funding and 25% General Fund. BACKGROUND: The Women, Infants and Children (WIC) Program is a federally funded health and nutrition program that helps pregnant and postpartum women, infants and children under 5 years old to eat healthy foods and live a healthy and active life. Under this program, women, infants and children who qualify, are able to take advantage of various services such as breastfeeding support, nutrition and health education classes, checks to buy healthy foods, and referrals for health care and community services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Arlene J. Lozada (925)957-5269 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 50 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add one (1) full time position and cancel one (1) full-time position in the Health Services Department. September 13, 2016 Contra Costa County Board of Supervisors 487 BACKGROUND: (CONT'D) Clerk-Senior Level position #13896 is currently vacant. The Department determined that adding one full-time Community Health Worker II position will better serve the current needs of the Women, Infants & Children (WIC) Program. This will also help the program’s operational efficiencies and fulfill its obligations under the State Maternal, Child and Adolescent Health (MCAH) contract. The Community Health Worker II works in a variety of public health programs providing basic health care information and services to clients. Incumbents also provide assistance to medical personnel and nursing staff in their examination of patients and in other clinic activities. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, program operational needs will not be achieved due to staffing shortage. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21922 MINUTES ATTACHMENTS P300 #21922 signed September 13, 2016 Contra Costa County Board of Supervisors 488 POSITION ADJUSTMENT REQUEST NO. 21922 DATE 8/19/2016 Department No./ Department Health Services Budget Unit No. 0450 Org No. 5828 Agency No. A18 Action Requested: Add one (1) Community Health Worker II (VKVB) and cancel one (1) Clerk-Senior Level (JWXC) position #13896 in the Health Services Department. Proposed Effective Date: 9/14/2016 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 ($2,360.98) Net County Cost ($590.25) Total this FY ($1,770.73) N.C.C. this FY ($442.58) SOURCE OF FUNDING TO OFFSET ADJUSTMENT Cost Savings: 75% State WIC Fund and 25% General Fund Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Arlene J. Lozada ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 489 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 490 September 13, 2016 Contra Costa County Board of Supervisors 491 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21914 to reclassify as of September 1, position #103 a vacant Clerk-Senior Level (JWXC/represented) position to a Labor Relations Analyst II (ADSJ/unrepresented) position in the Labor Relations Unit of the County Administrator's Office. FISCAL IMPACT: The net increase in County Costs is approximately $75,000 annually; the cost is funded within the approved budget. 100% General Fund. BACKGROUND: The County Administrator's Office recently completed a recruitment for additional Labor Relations staff. In order to staff the unit appropriately, the vacant Clerk-Senior level position must be converted to a Labor Relations Analyst. This action was unintentionally omitted from the Countywide position modification resolution adopted with the County Budget in May, 2016. CONSEQUENCE OF NEGATIVE ACTION: If the action is not approved, the department will not have adequate staffing to address the needs of Countywide Labor Relations. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lisa Driscoll, County Finance Director (925) 335-1023 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Lisa Lopez, Assistant Director of Human Resources, Jeffrey Bailey, Labor Relations Manager C. 51 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Personnel Resolution No. 21914 Reclassifing Vacant Clerk Experienced Level Position to Labor Relations Analyst II September 13, 2016 Contra Costa County Board of Supervisors 492 AGENDA ATTACHMENTS P300 No. 21914 County Administration MINUTES ATTACHMENTS P300 #21914 signed September 13, 2016 Contra Costa County Board of Supervisors 493 POSITION ADJUSTMENT REQUEST NO. 21914 DATE 8/19/2016 Department No./ Department County Administration Budget Unit No. 0003 Org No. 1220 Agency No. 03 Action Requested: Effective September 1, 2016, reclassify position #103 a vacant Clerk-Senior Level position (JWXC) to a Labor Relations Analyst II (ADSJ) position. Proposed Effective Date: 9/1/2016 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 $75,000.00 Net County Cost $62,500.00 Total this FY $75,000.00 N.C.C. this FY $62,500.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Within approved budget Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Lisa Driscoll ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Lisa Driscoll 8/19/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE Reclassify one (1) Clerk-Senior Level position (JWXC/represented) position, position number 103, to a Labor Relations Analyst II (ADSJ/unrepresented) position Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. 9/1/2016(Date) Lisa Lopez 8/22/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 8/22/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Lisa Driscoll 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 September 13, 2016 Contra Costa County Board of Supervisors 494 REQUEST FOR PROJECT POSITIONS Department Date 9/7/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 495 September 13, 2016 Contra Costa County Board of Supervisors 496 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21923 to increase the hours of permanent part-time Clerk - Senior Level (JWXC) position #12097 (represented) at salary level and grade 3RX 1033 ($3,210 - $4,100) from 20/40 to 40/40 in the Health Services Department. FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $34,780, with $8,399 in pension costs. The cost will be funded by Hospital Enterprise Fund I. BACKGROUND: The Health Services Department is requesting to increase the hours of permanent part-time Clerk - Senior Level position #12097 (represented) from 20/40 to 40/40. The incumbent has been working the increased hours since October 2012 due to the implementation of ccLink and due to the increase in patient care from the implementation of the Obama Care and the Children's Dental Clinic at the Baypoint Family Health Center. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: 925-957-5240 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 52 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Increase position hours in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 497 CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, there will not be enough staff hours to meet the patient care needs in the Baypoint Family Health Center. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21923 HSD MINUTES ATTACHMENTS P300 #21923 signed September 13, 2016 Contra Costa County Board of Supervisors 498 POSITION ADJUSTMENT REQUEST NO. 21923 DATE 8/23/2016 Department No./ Department Health Services/Baypoint Health Center Budget Unit No. 0540 Org No. 6412 Agency No. A18 Action Requested: Increase hours of one (1) permanent part-time Clerk - Senior Level (JWXC) position #12097 from 20/40 to 40/40 in the Health Services Department. Proposed Effective Date: 09/14/2016 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 $34,780.20 Net County Cost $0.00 Total this FY $28,983.50 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Enterprise Fund I Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Abigail O'Connor ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 499 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 500 September 13, 2016 Contra Costa County Board of Supervisors 501 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21924 to add one (1) Medical Interpreter position (VMVD) at salary level TC5-1275 ($4,090-$4,972) in the Health Services Department. (Represented). FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $101,869, which includes $21,182 in pension costs. The cost will be funded by Hospital Enterprise Fund I. BACKGROUND: The Linguistic Access Services Unit of the Contra Costa Health Services (CCHS) is mandated to provide language interpretation for their patients who speak other language than English. This group is currently comprised of over 30% of the County’s patient population. For the past several months, the Unit has experienced an increase in medical interpretation services due to the rise in clinic capacity and the use of the video interpreting equipment. CCHS now has more than 300 video interpretation devices mounted on exam room walls located in 10 Health Centers throughout APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Arlene J. Lozada (925)957-5269 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 53 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add one (1) full time position in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 502 BACKGROUND: (CONT'D) the County. This new and improved convenience resulted to an increase in medical interpretation encounters as follows: January 2016 - 9,774 February 2016 - 11,337 March 2016 - 12,485 April 2016 - 11,939 May 2016 - 11,890 June 2016 - 11,734 With Medical Interpreters currently handling an average of 500 calls per month, this additional Medical Interpreter position will support the Unit’s capacity to handle the corresponding increase in demand for services while decreasing our reliance on contracted providers. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the increase in demand for medical interpretation will not be addressed due to staffing shortage. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21924 HSD MINUTES ATTACHMENTS P300 #21924 P300 #21924 signed September 13, 2016 Contra Costa County Board of Supervisors 503 POSITION ADJUSTMENT REQUEST NO. 21924 DATE 8/23/2016 Department No./ Department Health Services Budget Unit No. 0450 Org No. 5815 Agency No. A18 Action Requested: Add one (1) Medical Interpreter (VMVD) in the Health Services Department. Proposed Effective Date: 9/14/2016 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 $101,869.47 Net County Cost $0.00 Total this FY $67,912.98 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Hospital Enterprise Fund I Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Arlene J. Lozada ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 504 REQUEST FOR PROJECT POSITIONS Department Date 9/13/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 505 September 13, 2016 Contra Costa County Board of Supervisors 506 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21925 to add two part time, one 16/40 and one 24/40, Mental Health Clinical Specialist (VQSB) positions at salary plan and grade level TC2 – 1384 ($4,695 - $6,970) in the Health Services Department. (Represented) FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $144,485 with estimated pension costs of $28,549 already included. Costs will be 100% funded by Contra Costa Health Plan (CCHP) Enterprise Fund II. BACKGROUND: The Health Services Department is requesting to add two permanent part time Mental Health Clinical Specialist positions to assist in staffing the state and federally mandated Access Line for the Contra Costa Health Plan. Without the addition of these two new part time clinicians, fewer MediCal /CCHP consumers will be able to access mental health services in a timely manner. Some of these consumers will go to the Psychiatric Emergency Services unit, therefore increasing APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Melissa Carofanello - melissa.carofanello@hsd.cccounty.us - 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 54 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add two part time Mental Health Clinical Specialist positions in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 507 BACKGROUND: (CONT'D) the number of non-emergent Psychiatric Emergency Services visits. With increasing focus on state and federal mandates and reporting on timely access to care, it is critical that the Access Line is adequately staffed to meet the need of the increasing Medi-Cal eligible population. The Department has determined two part time Mental Health Clinical Specialist would be the most appropriate solution to address this growing need. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Health Services Department will not have the appropriate level of staffing for its Behavioral Health Division’s Access Line Program. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21925 HSD MINUTES ATTACHMENTS P300 #21925 signed September 13, 2016 Contra Costa County Board of Supervisors 508 POSITION ADJUSTMENT REQUEST NO. 21925 DATE 8/24/2016 Department No./ Department HEALTH SERVICES Budget Unit No. 0467 Org No. 5982 Agency No. A18 Action Requested: Add two part time Mental Health Clinical Specialist (VQSB) positions (one 16/40 and one 24/40) in the Health Services Department. Proposed Effective Date: 9/14/2016 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 $144,485.28 Net County Cost $0.00 Total this FY $120,404.40 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% CCHP Enterprise Fund II 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 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 509 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 510 September 13, 2016 Contra Costa County Board of Supervisors 511 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21926 to add one Mental Health Program Supervisor (VQHP) position at salary plan and grade level ZA5 – 1749 ($6,541 – $7,951), increase hours of part time Medical Social Worker II (X4VH) position #7638 at salary plan and grade level 255 – 1590 ($5,373 – $6,531) from 32 hours to 40 hours and its incumbent, and cancel one vacant Medical Social Services Director (X4HE) position #7633 at salary plan and grade level ZA5 – 1676 ($6,085 – $7,396) in the Health Services Department. (All represented) FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $32,821 with estimated pension cost of $7,926.37 already included. Costs will be 100% funded by Hospital Enterprise Fund I. BACKGROUND: The Health Services Department’s Medical Social Services Program is requesting to add a full time Mental Health Program Supervisor for its In-Patient Social Services Program to provide direct supervision of the day-to-day APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Melissa Carofanello - melissa.carofanello@hsd.cccounty.us - 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 55 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add and cancel and increase hours for positions in Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 512 BACKGROUND: (CONT'D) activities of 13 Medical Social Workers, including documentation supervision, assisting with problem solving non-acute patients who have discharge barriers, and ensuring adequate coverage for all units of the hospital. The increased hours from 32 hours to 40 hours for Medical Social Worker II position assigned to the Emergency Services Department is an essential component for releasing patients in the Emergency Department. The more efficient the Medical Social Workers are with their discharge plans directly affects the ability for the Emergency Services Department to see more patients in a timely fashion. A full time Medical Social Worker II is necessary. The Department is cancelling the vacant Medical Social Services Director position #7633 as it no longer meets the operational needs of the Medical Social Services Program. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Health Services Department will not be able to have the appropriate classifications, supervision and staffing levels for its Medical Social Services Program. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21926 HSD MINUTES ATTACHMENTS P300 #21926 signed September 13, 2016 Contra Costa County Board of Supervisors 513 POSITION ADJUSTMENT REQUEST NO. 21926 DATE 8/24/2016 Department No./ Department HEALTH SERVICES Budget Unit No. 0540 Org No. 6518 Agency No. A18 Action Requested: Add one Mental Health Program Supervisor (VQHP) position, increase hours of part time Medical Social Worker II (X4VH) position #7638 and its incumbent from 32/40 to 40/40, and cancel one vacant Medical Social Services Director (X4HE) position #7633 in the Health Services Department.(Represented) Proposed Effective Date: 9/14/2016 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 $32,821.86 Net County Cost $0.00 Total this FY $27,351.55 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Hosptial Enterprise Fund I 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 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 514 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 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 o f: 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 September 13, 2016 Contra Costa County Board of Supervisors 515 September 13, 2016 Contra Costa County Board of Supervisors 516 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21920 to add one (1) Administrative Services Assistant II (APVA) position at salary plan and grade level ZB5 – 1475 ($4,986 – $6,061) in the Health Services Department. (Represented) FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $121,078 with estimated pension costs of $25,821 already included. Costs will be funded by Mental Health Services Act. (100%) BACKGROUND: Behavioral Health Administration is requesting the addition of a permanent Administrative Services Assistant II position to be a liaison for the Mental Health Commission. This position will have a high degree of responsibility and interaction with the Mental Health Commission, Board of Supervisors and County Administrator Office. One of the key roles of this position would be the establishment and maintenance of cooperative relationships with both key departments in APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Melissa Carofanello - melissa.carofanello@hsd.cccounty.us - 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 56 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:ADD One (1) Administrative Services Assistant II position in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 517 BACKGROUND: (CONT'D) the county and community based organizations. The incumbent would be expected to conduct background research and prepare reports for the Board of Supervisors and the Mental Health Commission, as well as use community and county resources for the development of programs for Behavioral Health Division’s systems of care. Health Services Department has determined the appropriate classification to perform these duties and responsibilities would be the classification of Administrative Services Assistant II. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the Health Services Department will not be able to have the necessary level communication and continuity between Behavioral Health Division and the Mental Health Commission. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21920 MINUTES ATTACHMENTS P300 #21920 signed September 13, 2016 Contra Costa County Board of Supervisors 518 POSITION ADJUSTMENT REQUEST NO. 21920 DATE 8/24/2016 Department No./ Department HEALTH SERVICES Budget Unit No. 0467 Org No. 5999 Agency No. A18 Action Requested: Add one Administrative Services Assistant II (APVA) position in the Health Services Department. Proposed Effective Date: 9/14/2016 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 $121,078.68 Net County Cost $0.00 Total this FY $100,898.90 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% Mental Health Service Act grant 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 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 519 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 520 September 13, 2016 Contra Costa County Board of Supervisors 521 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21927 to add one (1) Administrative Services Assistant II (APVA) position at salary level and grade ZB5 1475 ($4,986 - $6,061) in the Health Services Department. (Represented). FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $121,078, with $25,821.95 in estimated pension costs. The cost will be funded by 100% revenue offset (third party payors). BACKGROUND: The Health Services Department is requesting to add one (1) Administrative Services Assistant II position in the Finance division. The position will provide administrative support and will report directly to the Director of Patient Accounting. The position is assigned various administrative tasks in line with patient billing operations, prepare statistical reports, assist in coordinating special projects and system conversions, handle day to day operational management, purchasing and property control functions for the department. These duties and responsibilities are consistent with the Administrative Services Assistant II classification. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: 925-957-5240 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 57 To:Board of Supervisors From:William Walker, M.D., Health Services Date:September 13, 2016 Contra Costa County Subject:Add one (1) full-time position in the Health Services Department September 13, 2016 Contra Costa County Board of Supervisors 522 CONSEQUENCE OF NEGATIVE ACTION: If action is not approved, it will continue to cause a very stressful situation for the Director of Patient Accounting handling the daily operational duties and special projects of the unit. No adequate support and supervision can be provided to the rest of the Patient Accounting team since all of the time spent is on administrative functions. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS P300 No. 21927 HSD MINUTES ATTACHMENTS P300 #21927 signed September 13, 2016 Contra Costa County Board of Supervisors 523 POSITION ADJUSTMENT REQUEST NO. 21927 DATE 8/23/2016 Department No./ Department Health Services/Patient Accounting Budget Unit No. 0540 Org No. 6569 Agency No. A18 Action Requested: Add one (1) Administrative Services Assistant II (APVA) position in the Health Services Department. Proposed Effective Date: 9/14/2016 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 $121,078.68 Net County Cost $0.00 Total this FY $100,898.90 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% revenue offset (third party payors) Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Abigail O'Connor ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Enid Mendoza 9/2/2016 ___________________________________ ________________ 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 9/2/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 524 REQUEST FOR PROJECT POSITIONS Department Date 9/4/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 525 September 13, 2016 Contra Costa County Board of Supervisors 526 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21915 to add one (1) full-time Child Support Specialist III (SMTA) (represented) position at salary plan and grade QV5 1359 ($4,274 - $5,195) and cancel one (1) full-time Accounting Technician (JD7A) (represented) vacant position #12922 at salary plan and grade 3RX 1236 ($3,925 - $5,013) in the Department of Child Support Services. FISCAL IMPACT: This transaction will result in a net salary savings. BACKGROUND: The Department of Child Support Services (DCSS) has examined its current staffing and work assignments. Maintaining adequate staffing levels has increasingly become more of a challenge. With the recent attrition of a fiscal position, DCSS is looking to broaden the flexibility in assigning fiscal related work. Adding a Child Support Specialist III position, whose job responsibilities encompass the entire range of child support casework, will allow DCSS to better allocate staffing resources and increased flexibility in assigning work. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Adrienne Todd, (925) 313-4454 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Adrienne Todd C. 58 To:Board of Supervisors From:Linda Dippel, Child Support Services Director Date:September 13, 2016 Contra Costa County Subject:Cancel one (1) Accounting Technician position and add one (1) Child Support Specialist III position in the Dept of Child Support Services September 13, 2016 Contra Costa County Board of Supervisors 527 CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, DCSS would limit its flexibility in assigning work that encompass the entire range of child support casework. CHILDREN'S IMPACT STATEMENT: No impact. AGENDA ATTACHMENTS AIR 26875 P300 No. 21915 Add and Cancel DCSS BOS Date 9.13.2016 MINUTES ATTACHMENTS P300 #21915 signed September 13, 2016 Contra Costa County Board of Supervisors 528 POSITION ADJUSTMENT REQUEST NO. 21915 DATE 8/22/2016 Department No./ Department Dept of Child Support Services Budget Unit No. 0249 Org No. 1780 Agency No. A40 Action Requested: Cancel one (1) full-time Accounting Technician (JD7A) (represented) vacant position #12922 at salary level 3RX-1236 ($3,925 - $5,013) and add one (1) full-time Child Support Specialist III (SMTA) (represented) at salary level QV5-1359 ($4,274 - $5,195) in the Department of Child Support Services. Proposed Effective Date: 10/1/2016 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 Net County Cost $0.00 Total this FY $0.00 N.C.C. this FY 0 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Net Salary savings. Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Adrienne Todd ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Kevin J. Corrigan 8/25/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 8/25/2016 Cancel one (1) Accounting Technician (JD7A) (represented #12922) at salary plan and grade 3RX 1236 ($3,925 - $5,013) and add one (1) Child Support Specialist III (SMTA) (represented) at salary plan and grade QV5-1359 ($4,274 - $ 5,195) Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. 10/1/2016(Date) LaShonda Smith 8/25/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources 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 September 13, 2016 Contra Costa County Board of Supervisors 529 REQUEST FOR PROJECT POSITIONS Department Date 8/30/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 530 September 13, 2016 Contra Costa County Board of Supervisors 531 RECOMMENDATION(S): Adopt Position Adjustment Resolution No. 21938 to reallocate the salaries of the classifications of Director of Pharmacy Services (VYDC) from salary plan and grade ZA5-2164 ($9,865-$11,991) to ($12,331-$14,988); Assistant Director of Pharmacy Services (VYSC) from salary plan and grade ZA5-2041 ($8,734-$10,616) to ($10,917-$13,270), and Health Plan Pharmacy Manager (VYSE) from salary plan and grade ZA5-1973 ($8,165-$10,421) to ($10,206-$13,026) in the Health Services Department (Represented). FISCAL IMPACT: Upon approval, this action has an annual cost of approximately $170,590.74 with pension costs of $44,693.52 included. Costs will be funded by Hospital Enterprise I fund (100%). BACKGROUND: On August 2, 2016, the Board of Supervisors approved Position Adjustment Resolution No. 21895 increasing the salaries of the classification of Pharmacists I and II, Pharmacy Technicians and Clinical/Drug Information Coordinator in the Health Services Department. Consequently, these increases resulted in an internal salary compaction between line staff and management within the Pharmacy Services Units at Contra Costa Regional APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: (925) 335-1784 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Lisa Lopez, Assistant Director of Human Resources, Harjit Nahal, Assistant County Auditor, Jo-Anne Linares C. 59 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:P300 21938 - Reallocating Classifcations of Director of Pharmacy Services, Assistant Director of Pharmacy Services, and Health Plan Pharmacy Manager September 13, 2016 Contra Costa County Board of Supervisors 532 BACKGROUND: (CONT'D) > Medical Center and Contra Costa Health Plan. Furthermore, a recent salary survey of Bay Area counties indicated the County's pharmaceutical field is significantly below market. In order to address the compaction issue and in addition to the retention of management staff, the Department is requesting to reallocate the salaries of the Director of Pharmacy Services, Assistant Director of Pharmacy Services, and the Health Plan Pharmacy Manager classifications. After three (3) meet and confers with Local 21, the parties reached a satisfactory agreement on August 9, 2016. For consistency the Pharmacy management reallocation will be effective on the same date as the line staff reallocation. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, the department will be in jeopardy of maintaining the appropriate level of management and supervision required to provide service to the patients of Contra Costa Regional Medical Center and members of the Contra Costa Health Plan. AGENDA ATTACHMENTS P300 No. 21938 Health Services Pharmacy Classifications MINUTES ATTACHMENTS P300 #21938 signed September 13, 2016 Contra Costa County Board of Supervisors 533 POSITION ADJUSTMENT REQUEST NO. 21938 DATE 8/24/2016 Department No./ Department HEALTH SERVICES Budget Unit No. 0540 Org No. 6345 Agency No. A18 Action Requested: Reallocate the salaries of Director of Pharmacy Services (VYDC), Assistant Director of Pharmacy Services (VYSC) and Health Plan Pharmacy Manager (VYSE) in the Health Services Department. (See Attachment I). Proposed Effective Date: 9/14/2016 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 $170,590.74 Net County Cost $0.00 Total this FY $142,158.95 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Enterprise Fund 1 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 Glynis Hughes 9/6/16 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 9/7/2016 Reallocate the classifications of the Director of Pharmacy Services (VYDC) position from Salary Plan and Grade ZA5 2164 ($9,865-$11,991) to ZA5 2164 ($12,331-$14,988), Assistant Director of Pharmacy Services (VYSC) position from Salary Plan and Grade ZA5 2041 ($8,734-$10,616) to ZA5 2041 ($10,917-$13,270), and the Health Plan Pharmacy Manager (VYSE) position from Salary Plan and Grade ZA5 ($8,165-$10,421) to ZA5 1973 ($10,206-$13,026). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. 8/1/2016(Date) Lisa Lopez 9/7/16 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/7/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Lisa Driscoll 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 September 13, 2016 Contra Costa County Board of Supervisors 534 REQUEST FOR PROJECT POSITIONS Department Date 9/7/2016 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 September 13, 2016 Contra Costa County Board of Supervisors 535 September 13, 2016 Contra Costa County Board of Supervisors 536 RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 21919 to add one (1) Forensic Supervisor (6CHB) (represented) position at salary plan and grade VN5 1992 ($8,563- $10,409) in the Office of the Sheriff's, Latent Print Unit - Forensic Services Division - Support Services Bureau. FISCAL IMPACT: The position is 100% funded through the Random Access Network Board and has no fiscal impact to the County General Fund. The annual cost for the position of Forensic Supervisor is $233,057, which includes retirement costs of $43,752. BACKGROUND: The Latent Print Unit provides a vital function to the Sheriff’s Office and the County in terms of processing evidence for latent prints as well as searching Automated Biometric Identification System (ABIS), and providing comparison/ID services. Within the last few years, the Latent Print Unit has made great strides reducing the backlog and turnaround time for case work through securing facility improvements as well as additional staff. The addition of a Forensic Supervisor will provide the leadership to secure permanent success. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lori Brown (925) 335-1552 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Robyn Hanson C. 60 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Add one (1) Forensic Supervisor (6CHB) position to the Latents Unit - Forensic Services Division - Support Services Bureau. September 13, 2016 Contra Costa County Board of Supervisors 537 CONSEQUENCE OF NEGATIVE ACTION: Failure to add the Forensic Supervisor position will directly impact the ability of the Latent Print Unit to perform at maximum capacity, effecting a quick turnaround time. As a result, we will lose customers to private Latent Print Examiners or Private Forensic Laboratories, due to law enforcement agencies' necessity to provide quality and timely results. AGENDA ATTACHMENTS Position Resolution No. 21919 MINUTES ATTACHMENTS P300 #21919 signed September 13, 2016 Contra Costa County Board of Supervisors 538 POSITION ADJUSTMENT REQUEST NO. 21919 DATE 8/2/2016 Department No./ Department Office of the Sheriff Budget Unit No. 0255 Org No. 2557 Agency No. 25 Action Requested: Add one (1) Forensic Supervisor (6CHB) to the Latents Unit - Forensic Services Division - Support Services Bureau. Proposed Effective Date: 9/1/2016 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 $233,057.00 Net County Cost $0.00 Total this FY $184,503.00 N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT 100% RAN Board monies Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Mary Jane Robb ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Timothy M. Ewell 9/1/2016 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 9/1/2016 Add one (1) Forensic Supervisor (6CHB) (represented) position at salary plan and grade VN5 1992 ($8,563- 10,409) Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedul e. Effective: Day following Board Action. (Date) Tanya Williams 9/1/2016 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 9/8/2016 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Timothy M. Ewell 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 September 13, 2016 Contra Costa County Board of Supervisors 539 REQUEST FOR PROJECT POSITIONS Department Date 9/8/2016 No. xxxxxx 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 September 13, 2016 Contra Costa County Board of Supervisors 540 September 13, 2016 Contra Costa County Board of Supervisors 541 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #28-540-21 with the City of Antioch, a government agency, to provide congregate meal services for County’s Senior Nutrition Program, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: Agency will pay County the voluntary contributions it receives from participating seniors, after it has paid its authorized expenses. No County funds required. BACKGROUND: This Contract meets the social needs of County’s population by providing an average of 100 congregate meals per day, five days per week for senior citizens at the Antioch Senior Center. On November 3, 2015, the Board of Supervisors approved Novation Contract #28-540-20 with the City of Antioch, for the period from July 1, 2015 through June 30, 2016, which included a three-month automatic extension through September 30, 2016, for the provision of providing congregate meal services for Antioch Senior Center. Approval of Contract #28-540-21 replaces the automatic extension under the prior Contract and allows the Agency to continue providing services through June 30, 2017, including modifications to County’s standard indemnification clause and the General Conditions. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 61 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #28-540-21 with the City of Antioch September 13, 2016 Contra Costa County Board of Supervisors 542 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, County’s senior citizens who depend on County’s Senior Nutrition Program will not receive meals at Contractor’s facility. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 543 RECOMMENDATION(S): APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with the California Department of Food and Agriculture (CDFA) in an amount not to exceed $53,342 to provide quarantine response and regulatory enforcement activities for the period October 1, 2016 through June 30, 2017. FISCAL IMPACT: Agreement #16-0529-SF provides reimbursement for County expenses not to exceed $53,342 incurred during the period October 1, 2016 through June 30, 2017 for quarantine response and regulatory enforcement activities performed on behalf of California Department of Food and Agriculture. There is no county match of funds, nor are there any grant money involved. BACKGROUND: The Light Brown Apple Moth (LBAM) was first detected in Contra Costa County in March 2007 and subsequently the county has become generally infested. As multiple detections of LBAM continued, the California Department of Food and Agriculture (CDFA) imposed emergency adoption of Section 3434, Light Brown Moth Interior Quarantine, eventually adding the entirety of Contra APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 62 To:Board of Supervisors From:Chad Godoy, Director of Agriculture/Weights & Measures Date:September 13, 2016 Contra Costa County Subject:Agreement #16-0529-SF LBAM Regulatory September 13, 2016 Contra Costa County Board of Supervisors 544 BACKGROUND: (CONT'D) Costa County. The United States Department of agriculture (UDSA) issued a Federal Domestic Quarantine Order (DA-2007-42), regulating the interstate movement of host material from the infested areas of California and Hawaii. This regulation requires all nurseries, green waste facilities, community gardens and harvest host plant commodities within the infested areas be issued quarantine compliance agreements and be inspected every 30 days. CONSEQUENCE OF NEGATIVE ACTION: A negative action will result in failure to meet state mandates and reduced revenue to the department. This would also negatively impact the county's nursery industry and some growers as they would not be able to meet the requirements to ship host material to non-infested areas outside the county. CHILDREN'S IMPACT STATEMENT: None September 13, 2016 Contra Costa County Board of Supervisors 545 RECOMMENDATION(S): APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a contract with California Department of Food and Agriculture (CDFA) in an amount not to exceed $65,642 to provide enforcement the requirements of the Sudden Oak Death Program, on behalf of the CDFA, for the period July 1, 2016 through June 30, 2017. FISCAL IMPACT: Approval of this agreement will provide revenue for the Department to fulfill the requirements of the agreement. Agreement is fully funded by the California Department of Food and Agriculture (CDFA) for an amount not to exceed $65,642. There is no county match of funds nor does this involve grant money. These funds have been anticipated for the FY16/17 year's budget. BACKGROUND: The California Department of Food and Agriculture (CDFA) is the lead agency for a Multi-Agency Task Force known as the California Oak Mortality Task Force (COMTF), which was formed to develop a coordinated effort to address what is called Sudden Oak Death. Due to CDFA's responsibility under the COMTF and its statutory authority to establish quarantines, CDFA must enter APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 63 To:Board of Supervisors From:Chad Godoy, Director of Agriculture/Weights & Measures Date:September 13, 2016 Contra Costa County Subject:Agreement #16-0379-SF Sudden Oak Death (SOD) Program September 13, 2016 Contra Costa County Board of Supervisors 546 BACKGROUND: (CONT'D) into a cooperative agreement with impacted counties in order to comply with the requirements of Assembly Bill 62 (Migden). The role of the county Department of Agriculture is to perform regulatory inspection activities, to issue compliance agreements and to do related work that will assure affected business including plant nurseries, firewood dealers, tree services, green waste and compost facilities, etc. are in compliance with regulations designed to stop the spread of this disease to non-infested areas of the state, country and foreign countries. CDFA reimburses the county for all costs involved in this program up to $65,642. CONSEQUENCE OF NEGATIVE ACTION: Failure to accept Agreement #16-0379-SF will mean that the Department will not be reimbursed by the California Department of Food and Agriculture and will need to use department general fund monies to perform regulatory enforcement activities related to Sudden Oak Death. CHILDREN'S IMPACT STATEMENT: None September 13, 2016 Contra Costa County Board of Supervisors 547 RECOMMENDATION(S): APPROVE and AUTHORIZE the County Clerk-Recorder, or designee, to execute a contract with the California Secretary of State in an amount not to exceed $566,000 for funding of equipment, software, and other costs related to state and federal voting requirements under the Help America Vote Act (HAVA) for the period July 1, 2016 through June 30 2021. This contract replaces the previous contract, in the same amount, which ended on June 30, 2016. FISCAL IMPACT: 100% Federal funds (CFDA #90.401). No County matching funds are required. BACKGROUND: The contract is for the remaining balance of the County's HAVA 301 funds, which was authorized by the Board on October 4, 2011. CONSEQUENCE OF NEGATIVE ACTION: The County will lose the funds without a contract with the Secretary of State. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Scott O. Konopasek, 925-335-7808 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 64 To:Board of Supervisors From:Joseph E. Canciamilla, Clerk-Recorder Date:September 13, 2016 Contra Costa County Subject:HAVA Grant Contract with the Secretary of State September 13, 2016 Contra Costa County Board of Supervisors 548 RECOMMENDATION(S): Approve and Authorize the Health Services Director, or his designee, to execute, on behalf of the County, Amendment/Extension Agreement #28-694-14 the City of Concord Community Development Block Grant (CDBG), effective June 30, 2016, to amend the contract to allow the City to pay the County $10,000 of additional funding for the operation of the Adult Interim Housing Program, and extend the term from June 30, 2016 through June 30, 2017. FISCAL IMPACT: The funds requested of the Pittsburg CDBG are for one-year and are essential to providing adequate emergency housing and supportive services to individuals year-round. No additional County funds required. BACKGROUND: On March 3, 2015, the Board of Supervisors approved submission of application and acceptance of grant #28-694-12 and Agreement #28-694-13 with the City of Concord Community Development Block Grant, for the operation of the Adult Interim Housing Program for fiscal years APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Dan Peddycord (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D Morgan, M Wilhelm C. 65 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Amendment/Extension Agreement #28-694-14 with the City of Concord CDBG funding for the operation of the Adult Interim Housing Program for Adults September 13, 2016 Contra Costa County Board of Supervisors 549 BACKGROUND: (CONT'D) 2014-2015 and 2015-2016. The Health Services Department continues to seek funding to operate the emergency shelter program at full capacity on a year-round basis. Each year, the shelters provide interim housing and support services to over 800 individuals per year. The Community Development Block Grant program, funded by the U.S. Department of Housing and Urban Development, is a source of public funding providing valuable housing and service benefits to homeless persons of Contra Costa County. Without such funding, the emergency shelter program may have to operate at a reduced capacity. Approval of Amendment/Extension #28-694-14 will allow the City of Concord to pay the County for continuous services and operation of the Adult Interim Housing Program and to perform all responsibilities in relationship to receipt of the funding through June 30, 2017. The prior contract included agreeing to indemnify and hold harmless the City of Concord from any claims arising out of the performance of this Agreement. CONSEQUENCE OF NEGATIVE ACTION: If this agreement is not approved, County will not receive funding and without such funding, the emergency shelter program may have to operate at a reduced capacity. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 550 RECOMMENDATION(S): ADOPT Resolution No. 2016/520 to Approve and Authorize the Employment and Human Services Director, or designee, to execute a contract with the California Department of Aging (Agreement No. SP-1617-07 to pay County an amount not to exceed $34,975 for the Supplemental Nutrition Assistance Program Education for the period October 1, 2016 through September 30, 2017. FISCAL IMPACT: County to receive an amount not to exceed $34,975 (Agreement Number SP-1617-07). (100% Federal) (No County match) BACKGROUND: The Supplemental Nutrition Assistance Progam-Ed (SNAP-Ed) funding will be used to improve the health of low-income seniors through increased exercise information, program design and implementation, and by better nutrition understanding. Employment and Human Services will design and implement programs, such as the Nutrition Education Obesity Program and senior physical exercise. Programs will focus on healthy food choices, nutritional needs, food shopping practices, food security, and physical activity benefits. SNAP-ED will provide year-long weekly senior exercise programs and nutrition education classes at senior friendly and accessible locations throughout the County. Nutrition education materials will also be distributed to all Contra Costa County seniors who receive Meals on Wheels food services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Elaine Burres, 313-1717 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: PW CPM Division Manager, PW CPM Project Manager, PW CPM Clerical C. 66 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:California Department of Aging, Supplemental Nutrition Assistance Program funding September 13, 2016 Contra Costa County Board of Supervisors 551 CONSEQUENCE OF NEGATIVE ACTION: Without funding, Employment and Human Service would no be able to provide Supplemental Nutrition Education and Prevention program(s) to Contra Costa County residents. CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS Resolution No. 2016/520 MINUTES ATTACHMENTS Signed Resolution No. 2016/520 September 13, 2016 Contra Costa County Board of Supervisors 552 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/520 In The Matter Of:California Department of Aging, Supplemental Nutrition Assistance Program funding. WHEREAS, the Contra Costa County (CCC) Employment and Human Services Department (EHSD), Area Agency on Aging (AAA) provides services to the Supplemental Nutrition Assistance Program-Education (SNAP-Ed) population, including low-income seniors; and WHEREAS, The California Department of Aging has made $34,975 in SNAP-Ed funds available to CCC EHSD; and WHEREAS, the CCC EHSD AAA will provide Nutrition Education programs designed to improve the health of low-income seniors and will distribute information to seniors who receive Meals on Wheels food services. Now, Therefore, Be It Resolved: The Contra Costa County Board of Supervisors approve and authorize the Employment and Human Services Director, or designee, to execute a contract with the California Department of Aging to pay County an amount not to exceed $34,975 (Agreement #SP-1617-07), for Supplemental Nutrition Assistance Program-Education services for the period October 1, 2016 through September 30, 2017. Contact: Elaine Burres, 313-1717 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: PW CPM Division Manager, PW CPM Project Manager, PW CPM Clerical 5 September 13, 2016 Contra Costa County Board of Supervisors 553 September 13, 2016 Contra Costa County Board of Supervisors 554 RECOMMENDATION(S): Approve and Authorize the Health Services Director, or his designee, to execute on behalf of the County Agreement #28-661-12 with the City of Walnut Creek, to pay the County $6,000 of Community Development Block Grant (CDBG) funding to be used for the operation of the Adult Interim Housing Program, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: Approval of this agreement will allow the County to receive $6,000 in CDBG funding from the City of Walnut Creek to provide emergency housing and supportive services to individuals year-round. No additional County funds required. BACKGROUND: The Health Services Department operates an emergency shelter program at full capacity on a year-round basis. Each year, the shelters provide interim housing and support services to over 800 individuals per year. The Community Development Block Grant program, funded by APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D Morgan C. 67 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Agreement #28-661-12 with the City of Walnut Creek September 13, 2016 Contra Costa County Board of Supervisors 555 BACKGROUND: (CONT'D) the U.S. Department of Housing and Urban Development, is a source of public funding for the operation of the County’s Adult Interim Housing Program. Approval of Agreement #28-661-12 will allow the County to receive CDBG funding from the City of Walnut Creek, for operation of the County’s Adult Interim Housing, through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this agreement is not approved, County will not receive funding and without such funding, the emergency shelter program may have to operate at a reduced capacity. CHILDREN'S IMPACT STATEMENT: Not applicable September 13, 2016 Contra Costa County Board of Supervisors 556 RECOMMENDATION(S): APPROVE and AUTHORIZE the Agricultural Commissioner, or designee, to execute a Memorandum of Understanding with the California Agricultural Commissioners and Sealers Association (CACASA) in an amount not to exceed $6372 to provide pesticide use reporting activities for the period July 1, 2016 through June 30, 2017. FISCAL IMPACT: The Agricultural Department will be reimbursed in an amount not to exceed $6372 for activities related to pesticide use reporting. There is no county match of funds. The amount has been anticipated in the FY16/17 budget. BACKGROUND: The California Department of Pesticide Regulations no longer offers individual data submission contracts to counties and has contracted with CACASA to provide the data storage, software and data communication infrastructure for the reporting of pesticide use data. CACASA has simplified the overall process of the stat submission contracts and is providing the online program support to maintain the enhanced reporting capabilities. In order to ease the transition from county personnel inputting the data to the user of the pesticide inputting the data, CACASA is providing funding to counties during the transition period, in return for county agricultural commissioner's efforts to provide on-going data input and training to submitters of data to use the new online submission program. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 68 To:Board of Supervisors From:Chad Godoy, Director of Agriculture/Weights & Measures Date:September 13, 2016 Contra Costa County Subject:MOU between CA Agricultural commissioners and Sealers Assn. (CACASA) and the Agricultural Commissioner of CCC September 13, 2016 Contra Costa County Board of Supervisors 557 CONSEQUENCE OF NEGATIVE ACTION: A negative vote would cause the department to lose revenue for the pesticide use reporting program. CHILDREN'S IMPACT STATEMENT: none September 13, 2016 Contra Costa County Board of Supervisors 558 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Grant Award Amendment #28-637-23, with the U.S. Department of Health and Human Services (Health Resources & Services Administration), effective August 1, 2016, to amend Grant Award #28-637-22, to increase the amount payable to County by $111,449 from $111,449 to a new total of $222,898, with no change in the original term of May 1, 2016 through April 30, 2017. FISCAL IMPACT: Approval of this amendment will result in an increase of $111,449 for the base award, to provide outpatient medical services to low-income HIV positive recipients in West Contra Costa the U. S. Department of Health and Human Services (Health Resources & Services Administration) for fiscal year 2016-2017. (No County match required) BACKGROUND: West Contra Costa County has been hard hit by the AIDS epidemic with 25% APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Daniel Peddycord 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D Morgan, M Wilhelm C. 69 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Award Amendment #28-637-23 with the U. S. Department of Health and Human Services (Health Resources & Services Administration) September 13, 2016 Contra Costa County Board of Supervisors 559 BACKGROUND: (CONT'D) of those living with AIDS residing in the City of Richmond. Unfortunately, a large percentage of those living with HIV/AIDS are of low income having to rely on Basic Health Care (BHC) for their medical care, or forced to pay for their medical care, because they do not qualify for BHC services. The County’s AIDS Program works closely with other staff in Public Health as well as physicians and medical social workers at Contra Costa Regional Medical Center and Clinics, community-based partners, and private providers throughout the County to reduce the transmission of HIV, improve access to health care, and to enhance quality of life for those with HIV. On June 7, 2016, the Board of Supervisors approved a Grant Award #28-637-22 with the U. S. Department of Health and Human Services (Health Resources & Services Administration), to provide outpatient medical services to low-income HIV positive recipients in West Contra Costa County through May 1, 2016 through April 30, 2017. Approval of Grant Award Amendment #28-637-23 will allow the Department to receive additional funds for low-income HIV positive recipients in West Contra Costa County, for the Ryan White, Part C, HIV Early Intervention Services Program, through April 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, the County will not receive additional funds for low-income HIV positive recipients in West Contra Costa County. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 560 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Grant Agreement #29-540-3 (CA1071L9T051503) from the U.S. Department of Housing and Urban Development (HUD), Supportive Housing Program to receive McKinney-Vento funding, payable to County in an amount not to exceed $296,528, for the County’s Homeless Destination Home Program, for the period from December 1, 2016 through November 30, 2017. FISCAL IMPACT: Approval of this grant will result in an amount not to exceed $296,528 of funding from HUD. Required 25% cash match in the amount of $28,892 will be provided by County. Match is already appropriated in the budget. No additional appropriations required. BACKGROUND: The County’s Homeless Destination Home Program provides permanent supportive housing to adults throughout Contra Costa County. Case management, assistance with enrolling in mainstream benefits and services, and access to peer support groups are all part of a larger APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: T Scott, M Wilhelm C. 70 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Grant Agreement #29-540-3 from the United States Department of Housing and Urban Development (HUD) September 13, 2016 Contra Costa County Board of Supervisors 561 BACKGROUND: (CONT'D) continuum of services that allow individuals to work through many of the issues that led to their homelessness, while simultaneously moving toward a more sustainable future. Other benefits of the program include assistance in accessing mainstream benefits like Medi-Cal and SSI/SSDI, referral to a host of services, health and life skills education, as well as, crisis intervention and counseling. Participants enrolled will have access to a strong network of services that work to resolve individuals' issues. This network includes County Behavioral Health Services/Mental Health, County Health Care for the Homeless, and County Alcohol and Other Drug Services. Ultimately, with the foundation of a comfortable, permanent place to live, combined with such extensive support services, disabled and chronically homeless individuals can successfully reintegrate into the community with the skills and community network necessary to achieve and maintain a better quality of life. Approval of Grant Agreement #29-540-3 will allow the County to continue the HUD Permanent Supportive Housing Program, through November 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, the County will not receive funding to support the County’s Homeless Destination Home Program. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 562 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Grant Agreement #29 536-4 (CA1070L9T051504) with the United States Department of Housing and Urban Development (HUD), to pay County up to $175,596 in funding, for the County’s Homeless Management Information System (HMIS) project, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: Approval of this award will result in an amount not to exceed $175,596 in funding, payable to the County from HUD McKinney-Vento Homeless Assistance Act Funds with a 25% match required provided by County and appropriated in the budget. No additional County match required. BACKGROUND: The Contra Costa County Homeless Program administers the HMIS project in Contra Costa Homeless Continuum of Care which is a mandated project for jurisdictions that receive homeless assistance funds from the Department of Housing and Urban Development. The County began its HMIS implementation in 2004 with five (5) agencies and twelve (12) programs. The project is steadily APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: T Scott, M Wilhelm C. 71 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Grant Agreement #29-536-4 with United States Department of Housing and Urban Development September 13, 2016 Contra Costa County Board of Supervisors 563 BACKGROUND: (CONT'D) growing and now includes 13 agencies and 60 homeless services and housing programs within Contra Costa. The HMIS Policy Committee of the Inter-jurisdictional Council on Homelessness, which is the central planning body for design and implementation of our HMIS, has determined that with the growing needs of our HMIS community, additional funding would help us provide better analysis of our aggregate data and utilize the HMIS to its fullest potential. These funds will allow us to upgrade our software system, purchase licenses to accommodate additional service providers, and pay for staff time needed to analyze the data and implement data-driven decision making and progress-tracking. The County’s expanded HMIS project will better assess homeless needs in our community, allow for a more targeted allocation of resources, and coordinate services more efficiently and effectively to better facilitate meeting the goals of our plan to end homelessness. Additionally, it will allow the Continuum to engage other homeless and mainstream service providers who are not currently participating in the HMIS. The ability to share information with other providers such as the local Office of Education, Workforce Development Department, regional office of the Social Security Administration and the Veterans Administration will greatly enhance service delivery and encourage opportunities for formal partnerships. Approval of Grant Agreement #29-536-4, will allow the County to receive funding for the Homeless Management Information System (HMIS) project through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this award is not accepted, the County will not receive funding to support the HMIS project. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 564 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Grant Agreement #28-798-6 (CA0189L9T051507) from the United States Department of Housing and Urban Development (HUD) to receive McKinney-Vento funding, payable to County in an amount not to exceed $200,100, for the Permanent Connections Supportive Housing Program, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: This grant will result in $200,100 of funding from HUD, with a required 25% match in the amount of $13,032 provided by County and appropriated in the budget. No additional County match required. BACKGROUND: Permanent Connections Supportive Housing provides housing sites for homeless, transition-age youth, between the ages of eighteen (18) and twenty-four (24), with disabilities. Ten (10) units are set aside for youth, who are disabled by mental illness, substance abuse, HIV/AIDS, or dual/multiple diagnoses. The program is designed to provide on-going supportive services with an emphasis on families maintaining their permanent, safe, and affordable housing. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: T Scott, M Wilhelm C. 72 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Grant Agreement #28-798-6 from the United States Department of Housing and Urban Development (HUD) September 13, 2016 Contra Costa County Board of Supervisors 565 BACKGROUND: (CONT'D) Approval of Grant Agreement #28-798-6 will allow the County to perform all responsibilities in relation to receipt of the funding for the Permanent Connections Supportive Housing Program through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, the County will not receive funding to support the Permanent Connections Supportive Housing Program. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 566 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Department Director, or designee, to accept a grant amendment to decrease the payment limit by $509,986 to a new amount not to exceed $8,613,250 from the California Department of Education to provide State Preschool services, with no change to term July 1, 2015 through June 30, 2016. FISCAL IMPACT: County to receive up to $8,613,250: State 78.52% ($6,763,449); Federal 21.48% ($1,849,801) No County match. CFDA #s 93.596 and 93.575 State Agreement CSPP 5044, Amend 2 / CCC Agreement 39-908-19a BACKGROUND: The California Department APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB (925) 681-6333 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Ressie Dayco, Eric Pormento, Cassandra Youngblood C. 73 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2015-16 California Department of Education Preschool Program revenue contract amend #2 September 13, 2016 Contra Costa County Board of Supervisors 567 BACKGROUND: (CONT'D) of Education notified the Department on June 3, 2015 of the 2015-16 funding allocation of the California State Preschool program services. The County receives funds from the California Department of Education to provide state preschool services to program eligible County residents. The program is operated by the Employment and Human Services Department, Community Services Bureau. The board approved receipt of funding on June 15, 2016. Throughout the program year, the State routinely adds funds to the program. The board approved an initial amendment to this grant on January 19, 2016 (C.33) to accept additional funds. This board order seeks to decrease the payment limit and a corresponding decrease in the Child Days of Enrollment, from 236,783 to 223,547. The Department agreed to this $509,986 contract reduction. Of this amount, $210,00 will be transferred to the County's General Childcare and Development Program contract and $299,986 will be transferred back to the State voluntarily. The payment reduction is due to the unanticipated contract termination of the County's sub-contractor, Antioch Kids' Club, which led to under-earnings in the County's California State Preschool Program revenue agreement with the Department of Education. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not receive funding to operate these childcare programs. CHILDREN'S IMPACT STATEMENT: The Employment and Human Services Department, Community Services Bureau supports three of the community outcomes established in the Children's Report Card: 1) "Children Ready for and Succeeding in School"; 3) "Families that are Economically Self-sufficient"; and, 4) "Families that are Safe, Stable, and Nurturing" by offering comprehensive services, including high quality early childhood education, nutrition, and health services to low-income children throughout Contra Costa County. September 13, 2016 Contra Costa County Board of Supervisors 568 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment & Human Services Department Director, or designee, to accept a grant amendment to increase the payment limit by $142,741 to a new payment limit not to exceed $4,852,461 from the California Department of Education, effective February 1, 2016, to provide for childcare and development programs (CalWORKS Stage 2) with no change to term July 1, 2015 through June 30, 2016. FISCAL IMPACT: 100% State funding No County match State: C2AP 5009 / Amend 4 County: 29-213-29a BACKGROUND: The Department received notification on June 3, 2015 from California Department of Education for the 2015-16 funding allocation for alternative payment / CalWORKS Stage 2 childcare services. The Board approved receipt of funds on July 7, 2016 (C.79). This State program provides funding to reimburse a portion of the childcare APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Jagjit Bhambra, Haydee Ilan, Eric Pormento, Cassandra Youngblood C. 74 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2015-16 Calif. Dept. of Educ. CalWORKS Stage 2 childcare revenue contract, Amend #4 September 13, 2016 Contra Costa County Board of Supervisors 569 BACKGROUND: (CONT'D) costs incurred by CalWORKS Stage 2 participants through their participation in the CalWORKS program. As the program year continues, the State routinely adds funding to the contract as more funds become available. The board approved receipt of additional funds on March 8, 2016 (C.30) On April 19, 2016 (C.25) and again on June 7, 2016 (C.40), the board approved receipt of additional funds. This board order is to accept further additional funding. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not have funds to operate CalWORKS Stage 2 childcare program. 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. September 13, 2016 Contra Costa County Board of Supervisors 570 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Defender, or designee, to apply for and accept a grant in the amount of $63,000 from the National Juvenile Defender Center for the Juvenile Post Disposition Reentry Legal Fellowship program, for the period October 6, 2016 through September 30, 2017. FISCAL IMPACT: This grant will provide $63,000 salary and travel reimbursement for a one (1) year extension of a pilot fellowship program. A local direct match of $18,040 is required to cover benefits and will come from existing FY 2016/17 appropriations in the Public Defender's Office and additional in-kind expenditures of $12,000 are anticipated for staff support, office space, supplies, etc, as follows: FY 2016-17 General Fund benefits cost = 13,530 FY 2017-18 General Fund benefits cost = $4,510 In-Kind Contribution = $12,000 NJDC Grant Revenue = $63,000 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Richard Loomis, (925)335-8093 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 75 To:Board of Supervisors From:Robin Lipetzky, Public Defender Date:September 13, 2016 Contra Costa County Subject:Grant Award from the National Juvenile Defender Center September 13, 2016 Contra Costa County Board of Supervisors 571 FISCAL IMPACT: (CONT'D) Legal Fellowship Program Total Cost = $93,040 BACKGROUND: The Juvenile Unit of the Public Defender's Office values zealous, client-centered advocacy. Our Deputy Public Defenders aim to achieve diversion and acquittals on the front-end; and on the back-end, to decrease the number of detained youth, to increase successful completions of probation, and to connect youth with community services so that they can succeed after court supervision. The Juvenile Unit has taken various steps to leverage resources to provide post-disposition representation to juvenile clients. Recently, we obtained funding for a youth advocate for two of the seven attorneys (the Community Lawyering Youth Project). We also obtained another youth advocate and a half-time attorney through Byrne JAG funds as part of the creation of a county-wide Youth Justice Initiative. Through collaboration with the community and Probation Department, we are seeking improvement in reentry outcomes of youth returning from high-level incarceration placements. The anticipated caseload of the attorney funded by the National Juvenile Defense Center (NJDC) fellowship is 80-100 clients, comprised of: referral from existing post-disposition attorneys, AB12 Clients (youth in group home placements) and sealing/expungement cases (eliminating employment barriers for juvenile offenders). The NJDC seeks host organizations to pilot the Juvenile Post-Disposition Reentry Legal Fellowships, as an initiative to support the success of justice-involved youth returning to their communities by removing legal barriers to education, employment and housing. Under this program, the NJDC provides the Legal Fellow salary, training and travel expenses, and the host organizations provide fringe benefits, appropriate workspace and supplies. CONSEQUENCE OF NEGATIVE ACTION: The Office of the Public Defender would not be able to effectively address the legal representation needs of its Juvenile clients. CHILDREN'S IMPACT STATEMENT: The Fellowship funded by this grant is designed to provide legal services to address barriers in employment and education that youthful offenders face in community reintegration following a juvenile delinquency placement or commitment. Legal services may include record expungement, deregistration, securing a driver's license, litigating housing or employment denials and educational advocacy. The ultimate measure of success of this pilot program is an increase in employment and education participation of post-disposition juvenile offenders. September 13, 2016 Contra Costa County Board of Supervisors 572 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to accept a grant amendment to increase the payment limit by $210,000 to a new amount not to exceed $2,715,682 from the California Department of Education for general childcare and development program services with no change to the term of July 1, 2015 through June 30, 2016. FISCAL IMPACT: If approved, the County will receive up to $2,715,682 in grant funds, with no County match required, as follows: 43.62% ($1,184,574) Federal 56.38 % ($1,531,108) State CFDA Nos. 93.596, 93.575 BACKGROUND: The California Department of Education notified the Department on June 3, 2015 of the 2015-16 funding allocation for general childcare and development programs. The County receives funds from the California Department of APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB (925) 681-6333 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Ressie Dayco, Eric Pormento, Cassandra Youngblood C. 76 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2015-16 California Department of Education General Childcare & Development revenue contract amendment #2 September 13, 2016 Contra Costa County Board of Supervisors 573 BACKGROUND: (CONT'D) Education to provide state general childcare services to program eligible County residents. The program is operated by the Employment and Human Services Department, Community Services Bureau. The board approved receipt of funds on June 16, 2015. The State routinely adds funds to the award during the program year, as more funds become available. On January 5, 2016 (C.43) the board approved receipt of additional funds. This board order seeks to approve further additional funds for the 2015-16 program year. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not receive additional funding to operate the childcare & development program. CHILDREN'S IMPACT STATEMENT: The Department of Education General Childcare & Development funding supports three of the community outcomes established in the Children's Report Card: 1) "Children Ready for and Succeeding in School"; 3) "Families that are Economically Self-sufficient"; and, 4) "Families that are Safe, Stable, and Nurturing" by offering comprehensive services, including high quality early childhood education, nutrition, and health services to low-income children throughout Contra Costa County. September 13, 2016 Contra Costa County Board of Supervisors 574 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, 2016 through September 30, 2017. 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 2016-17 year. Expected receipts of funds are included in the department’s FY 2016-17 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: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Jagjit Bhambra, Sam Mendoza, Cassandra Youngblood C. 77 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2016/17 California Child and Adult Food Program revenue application September 13, 2016 Contra Costa County Board of Supervisors 575 BACKGROUND: (CONT'D) to provide daily nutritious meals and snacks for the department’s 14 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 1,600 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. September 13, 2016 Contra Costa County Board of Supervisors 576 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment & Human Services Director, or designee, to execute a contract amendment, effective July 25, 2016, with California Department of Community Services and Development, to increase the payment limit to the County by $426,741 to new amount of $3,907,748 for Low Income Home Energy Assistance Programs with no change to term January 1, 2016 through January 31, 2017. FISCAL IMPACT: 100% Federal funds (CFDA # 93.568) passed through California Department of Community Services and Development County match: $0 State: 16B-4005 / Amend 2 CCC: 39-806-33 BACKGROUND: Contra Costa County has received funding from the State Department of Community Services and Development for 20 years wherein the county provides energy bill assistance payments APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Sam Mendoza, Jagjit Bhambra, Cassandra Youngblood C. 78 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Date:September 13, 2016 Contra Costa County Subject:2016-17 Low Income Home Energy Assistance Program funding / Amend 2 September 13, 2016 Contra Costa County Board of Supervisors 577 BACKGROUND: (CONT'D) and weatherization services to county residents who are income-eligible to receive said services. The funding sources include Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), and the Department of Energy (DOE), the Low Income Weatherization Program (LIWP) and the Toilet Retrofit Program (TRP). The county receives the money via the Employment & Human Services Department (EHSD). EHSD, in turn, partners with the county Department of Conservation and Development to provide energy saving home improvements to low-income families throughout unincorporated Contra Costa County, as well as the County’s nineteen cities. The energy savings measures may provide homes with hot water heaters, furnaces, refrigerators, microwaves, doors, windows, fluorescent light bulbs, weather stripping, ceiling fans, and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. This funding also includes the Home Energy Assistance Program (HEAP) where residents of the County can qualify for a credit on their energy bills. Both programs use income based eligibility. The income levels are based on the Federal Fiscal Year 2015 Poverty Guidelines. Once eligibility is determined, clients with no hot water, no heat, or are in danger of having their power shut off are served as emergencies. Service is then based on clients with the lowest income, highest energy burden and families with at least one resident who is considered vulnerable population. The board approved receipt of 2016-17 funds on December 15, 2015 (C.32) and an amendment on May 10, 2016 (C.51) to accept additional funds.The State routinely amends these contracts as more funding becomes available; this board order is to accept additional funding. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County may not receive funding to operate LIHEAP. CHILDREN'S IMPACT STATEMENT: The Employment & Human Services Department, Community Services Bureau energy program supports one Contra Costa County community outcome - Outcome #4: "Families that are Safe, Stable and Nurturing." This outcome is supported by the provision of home energy assistance to keep households warm in winter and to increase household energy efficiency. September 13, 2016 Contra Costa County Board of Supervisors 578 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment & Human Services Director, or designee, to apply for and accept funding from the U.S. Department of Health and Human Services, Administration for Children and Families, in an amount not to exceed $19,962,515 for Head Start program services for the period of January 1 - December 31, 2017. FISCAL IMPACT: Funding for the period January 1 – June 30, 2017 is included in the Department’s FY 2016-17 budget. Funding for the period July 1 – December 31, 2016 will be included in the Department’s proposed FY 2017-18 budget. The County, as Grantee, is required to generate a non-federal match of $3,922,503 which is 20% of total federal and non-federal funding not to exceed $19,962,515. This match is achieved through collaboration with State Child Development programs and the volunteer hours accrued by Head Start parents and community partners. Federal Amount $15,970,012 Non-Federal Amount (In-kind match) $ 3,992,503 TOTAL $19,962,515 The APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB (925) 681-6345 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Christina Reich, Haydee Ilan, Cassandra Youngblood C. 79 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2017 Head Start Continuation Grant September 13, 2016 Contra Costa County Board of Supervisors 579 FISCAL IMPACT: (CONT'D) application includes $2,089,154 requested funding for the County's Head Start Delegate Agency, First Baptist Church of Pittsburg, California. BACKGROUND: Head Start is a federal program that promotes the school readiness of children ages birth through five from low-income families by enhancing their cognitive, social and emotional development. Head Start programs provide a learning environment that supports children's growth in the following domains: language and literacy; cognition and general knowledge; physical development and health; social and emotional development; and approaches to learning. Head Start also provides comprehensive services which include health, nutrition, social and other services determined as necessary via family needs assessments. Services are designed to be responsive to each child and family's ethnic, cultural, and linguistic heritage. Services are provided through a variety of service models including: centers or schools that children attend part or full day, family childcare homes and/or the children's own homes wherein a Head Start staff visit once per week to provide in-home services. Children who receive home-based services gather periodically with other enrolled families for group learning experiences facilitated by Head Start staff. Contra Costa County submits an application annually to U.S. Health and Human Services Department, Administration for Children and Families as the Head Start grantee. The annual application includes newly identified goals and objectives for the program. This application will be reviewed for approval by the Head Start Policy Council on September 24, 2016. Approval of this board order will allow the continued provision of Head Start services to program eligible children and families. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not receive funding to operate Head Start childcare centers. CHILDREN'S IMPACT STATEMENT: The Community Services Bureau of the Employment & Human Services Department’s Head Start program 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 2017 HS grant objectives September 13, 2016 Contra Costa County Board of Supervisors 580 Contra Costa County Employment & Human Services Department Community Services Bureau 2017 Head Start Program Continuation Grant Funding Application EXECUTIVE SUMMARY INCOMING FUNDS NARRATIVE STATEMENT 1. PROJECT/PROGRAM TITLE. Head Start Program Continuation Grant Funding Application for Budget Period 1/1/17 through 12/31/17. 2. FUNDING AGENCY. Department of Health and Human Services, Administration for Children and Families (ACF), Office of Head Start (OHS). 3. SUBMITTAL STATUS. This is a submission of application for continuation grant funding for FY 2017. 4. PROPOSED TERM. Funding must be requested annually. The standard one year budget period is from 1/1/17 through 12/31/17. The budget summary is below. 5. CURRENT FUNDING. Funding for Head Start is provided by federal dollars. Contra Costa County, as Grantee, is required to generate a 20% non-federal match of the total project budget, which may be in cash or in-kind contributions, fairly valued. 6. FUTURE FUNDING. An application for continuation grant funding must be submitted each year. 7. BUDGET SUMMARY Budget Categories: FY 2017 HS Program Operation Personnel $ 4,126,426 Fringe Benefits $ 2,525,961 T & TA $ 118,498 Travel $ -0- Supplies $ 207,200 Contractual $ 6,777,654 Other $ 1,335,345 Sub-Total of Direct Charges $15,091,084 Indirect Costs $ 878,928 Total Federal Amount Being Requested $15,970,012 Non-Federal Share $ 3,992,503 Total Federal and Non-Federal $19,962,515 PA22/PA20 Requested Amount for First Baptist (Delegate Agency) included in Total Amount above $2,089,154 September 13, 2016 Contra Costa County Board of Supervisors 581 2 8. STAFFING REQUIREMENTS. As Grantee, Contra Costa County operates the Head Start Program, which is administered and staffed by the Employment & Human Services Department, Community Services Bureau. 9. PROGRAM NEED. The Community Services Bureau serves the needs of low- income children (3-5 years of age under Head Start, and prenatal - 3 yrs under Early Head Start) and their families, by providing quality childcare, child development, and other services such as medical, mental health and dental needs. 10. RELATIONSHIP TO OTHER PROGRAMS. The Community Services Bureau’s Head Start program combines Federal Head Start and State Child Development funding into one cohesive program. The Bureau also has strong collaborations with other departments within the County and partners with community based organizations, local private businesses, schools, non-profits, and volunteer organizations. 11. PROJECT GOALS. (Same goals and objectives for both Head Start and Early Head Start) Goal 1: 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. Goal 2: 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. Goal 3: Exposure to violence has a lasting impact on children’s development including their emotional, mental and physical health. CSB seeks to provide positive and enduring change that increases child attachment by providing services to promote the safety and well-being of children and families. Goal 4: CSB will implement Make Parenting a Pleasure curriculum to support parents to be more confident in their parenting skills. CSB will promote positive parenting skills in parents as learners and advocates for their children. 12. STATED OBJECTIVES.  By July 2017, CSB will further engage in obesity prevention education focusing on physical activity and healthy eating habits.  By January 2017, CSB will develop a “Comprehensive Services Desktop Guide” for staff in order to standardize the program’s record keeping practices.  By June 2017, CSB’s Comprehensive Service Staff will complete training in record keeping practices in order to maintain compliant, accurate records for children and families in our program.  By December 31. 2017, CSB will evaluate its first year of implementation of the in- reach program at the Contra Costa County Detention Facilities and Ujima Family Recovery Center in partnership with Contra Costa County Probation and the County Office of Education.  By July 2017, CSB will enhance its violence prevention and safety program for children, families, and staff.  By June 2017, CSB parents will enhance their parenting skills to be more positive September 13, 2016 Contra Costa County Board of Supervisors 582 3 with their children and will have developed self-reliant abilities. 13. ACTIVITY SUMMARY. Program continues to provide high-quality services. 14. EVALUATION METHOD(S). Measurable, results-based child and family outcomes have been implemented, such as the required State of California ’s Desired Results Developmental Profile, for programs providing services through collaboration with the State of California Department of Education. 15. CHANGES COMPARED TO PRIOR YEAR (if any). Goals and Objectives cover FY 2013 – FY 2018. Policy Council has been involved in the development, review and evaluation process of the goals and objectives. 16. POTENTIAL CONTROVERSIAL ISSUES. None. Public perception of the Head Start and Early Head Start programs remain positive. The Policy Council approved submission of this grant at their September 24, 2016 meeting. September 13, 2016 Contra Costa County Board of Supervisors 583 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment & Human Services Director, or designee, to apply for and accept funding from the U.S. Department of Health and Human Services, Administration for Children and Families, for an amount not to exceed $4,380,413 for Early Head Start program services for the period of January 1 - December 31, 2017. FISCAL IMPACT: Funding for the period January 1 – June 30, 2017 is included in the Department’s FY 2016-17 budget. Funding for the period July 1 – December 31, 2017 will be included in the Department’s proposed FY 2017-18 budget. The County, as Grantee, is required to generate a non-federal match of $876,083 which is 20% of total federal and non-federal funding not to exceed $4,380,413. This match is achieved through collaboration with State Child Development programs and the volunteer hours accrued by Head Start parents and community partners. Federal Amount $3,504,330 Non-Federal Amount (In-kind match) $ 876,083 TOTAL $4,380,413 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB (925) 681-6345 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Christina Reich, Haydee Ilan, Cassandra Youngblood C. 80 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2017 Early Head Start Continuation Grant September 13, 2016 Contra Costa County Board of Supervisors 584 BACKGROUND: Head Start is a federal program that promotes the school readiness of children ages birth through five from low-income families by enhancing their cognitive, social and emotional development. Head Start programs provide a learning environment that supports children's growth in the following domains: language and literacy; cognition and general knowledge; physical development and health; social and emotional development; and approaches to learning. Early Head Start provide services to pregnant women and children ages birth to three. Head Start/Early Head Start also provides comprehensive services which include health, nutrition, social and other services determined as necessary via family needs assessments. Services are designed to be responsive to each child and family's ethnic, cultural, and linguistic heritage. Services are provided through a variety of service models including: centers or schools that children attend part or full day, family childcare homes and/or the children's own homes wherein a Head Start staff visit once per week to provide in-home services. Children who receive home-based services gather periodically with other enrolled families for group learning experiences facilitated by Head Start staff. Contra Costa County submits an application annually to U.S. Health and Human Services Department, Administration for Children and Families as the Head Start grantee. The annual application includes newly identified goals and objectives for the program. This application will be reviewed and approved by the Head Start Policy Council on September 24, 2016. Approval of this board order will allow the continued provision of Early Head Start services to program eligible children and families. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not receive funding to operate Early Head Start childcare centers. CHILDREN'S IMPACT STATEMENT: The Community Services Bureau of the Employment & Human Services Department’s Early Head Start program 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 2017 EHS grant objectives September 13, 2016 Contra Costa County Board of Supervisors 585 Contra Costa County Employment & Human Services Department Community Services Bureau 2017 Early Head Start Program Continuation Grant Funding Application EXECUTIVE SUMMARY INCOMING FUNDS NARRATIVE STATEMENT 1. PROJECT/PROGRAM TITLE. Early Head Start Program Continuation Grant Funding Application for Budget Period 1/1/17 through 12/31/17. 2. FUNDING AGENCY. Department of Health and Human Services, Administration for Children and Families (ACF), Office of Head Start (OHS). 3. SUBMITTAL STATUS. This is a submission of application for continuation grant funding for FY 2017. 4. PROPOSED TERM. Funding must be requested annually. The standard one year budget period is from 1/1/17 through 12/31/17. The budget summary is below. 5. CURRENT FUNDING. Funding for Head Start and Early Head Start is provided by federal dollars. Contra Costa County, as Grantee, is required to generate a 20% non- federal match of the total project budget, which may be in cash or in-kind contributions, fairly valued. 6. FUTURE FUNDING. An application for continuation grant funding must be submitted each year. 7. BUDGET SUMMARY Total Federal and Non-Federal $4,380,413 Budget Categories: FY 2017 EHS Program Operation Personnel $ 513,707 Fringe Benefits $ 352,873 T & TA $ 82,944 Travel $ - Supplies $ 29,700 Contractual $2,379,486 Other $ 36,200 Sub-Total of Direct Charges $3,394,910 Indirect Costs $ 109,420 Total Federal Amount Being Requested $3,504,330 Non-Federal Share $ 876,083 September 13, 2016 Contra Costa County Board of Supervisors 586 2 8. STAFFING REQUIREMENTS. As Grantee, Contra Costa County operates the Early Head Start Program, which is administered and staffed by the Employment & Human Services Department, Community Services Bureau. 9. PROGRAM NEED. The Community Services Bureau serves the needs of low- income children (3-5 years of age under Head Start, and prenatal - 3 yrs under Early Head Start) and their families, by providing quality childcare, child development, and other services such as medical, mental health and dental needs. 10. RELATIONSHIP TO OTHER PROGRAMS. The Community Services Bureau’s Early Head Start program combines Federal Head Start and State Child Development funding into one cohesive program. The Bureau also has strong collaborations with other departments within the County and partners with community based organizations, local private businesses, schools, non-profits, and volunteer organizations. 11. PROJECT GOALS. (Same goals and objectives for both Head Start and Early Head Start) Goal 1: 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. Goal 2: 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. Goal 3: Exposure to violence has a lasting impact on children’s development including their emotional, mental and physical health. CSB seeks to provide positive and enduring change that increases child attachment by providing services to promote the safety and well-being of children and families. Goal 4: CSB will implement Make Parenting a Pleasure curriculum to support parents to be more confident in their parenting skills. CSB will promote positive parenting skills in parents as learners and advocates for their children. 12. STATED OBJECTIVES.  By July 2017, CSB will further engage in obesity prevention education focusing on physical activity and healthy eating habits.  By January 2017, CSB will develop a “Comprehensive Services Desktop Guide” for staff in order to standardize the program’s record keeping practices.  By June 2017, CSB’s Comprehensive Service Staff will complete training in record keeping practices in order to maintain compliant, accurate records for children and families in our program.  By December 31. 2017, CSB will evaluate its first year of implementation of the in- reach program at the Contra Costa County Detention Facilities and Ujima Family Recovery Center in partnership with Contra Costa County Probation and the County Office of Education.  By July 2017, CSB will enhance its violence prevention and safety program for September 13, 2016 Contra Costa County Board of Supervisors 587 3 children, families, and staff.  By June 2017, CSB parents will enhance their parenting skills to be more positive with their children and will have developed self-reliant abilities. 13. ACTIVITY SUMMARY. Program continues to provide high-quality services. 14. EVALUATION METHOD(S). Measurable, results-based child and family outcomes have been implemented, such as the required State of California’s Desired Results Developmental Profile, for programs providing services through collaboration with the State of California Department of Education. 15. CHANGES COMPARED TO PRIOR YEAR (if any). Goals and Objectives cover FY 2013 – FY 2018. Policy Council has been involved in the development, review and evaluation process of the goals and objectives. 16. POTENTIAL CONTROVERSIAL ISSUES. None. Public perception of the Head Start and Early Head Start programs remain positive . The Policy Council approved submission of this grant at their September 24, 2016 meeting. September 13, 2016 Contra Costa County Board of Supervisors 588 RECOMMENDATION(S): APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute an agreement with the U.S. Postal Service Office of the Inspector General and the Department of Homeland Security Federal Protective Service, including mutual indemnification, for use of the Sheriff's Range Facility to commence when executed by all parties through June 30, 2017. FISCAL IMPACT: No net County cost - 100% Participant fees BACKGROUND: Local, state, and federal law enforcement officers are required to complete firearms qualifications on a regular basis. The Office of the Sheriff has a firing range and classroom that can be used by other law enforcement agencies for firearms qualifications when not in use by County staff. The recommended contract provides for use of the Sheriff's Range Facilities, including firearms range and classroom, for firearms qualification of government agencies' employees. The County Counsel's Office has approved the mutual indemnification language included in the contract. The contract agency will pay a per day fee for access to the Sheriff's Range Facility. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C. 81 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Range Use Contract September 13, 2016 Contra Costa County Board of Supervisors 589 CONSEQUENCE OF NEGATIVE ACTION: There will be no formal arrangement between the two departments for use of the Sheriff's Range facility. CHILDREN'S IMPACT STATEMENT: No impact. September 13, 2016 Contra Costa County Board of Supervisors 590 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with the Contra Costa County Office of Education in an amount not to exceed $327,000 to provide services to youth involved in the juvenile justice system in accordance with the County's Youth Justice Initiative for the period of November 1, 2016 through October 31, 2017. (100% Federal) FISCAL IMPACT: $327,000.00: 100% Federal (Edward Byrne Memorial Justice Assistance Grant) BACKGROUND: Contra Costa County, through its Contra Costa County Employment & Human Services Department (County), Zero Tolerance for Domestic Violence Initiative, was awarded a three-year Justice Assistance Grant in order to implement the Youth Justice Initiative (YJI) in Contra Costa County. The County is engaging the Contra Costa County Office of Education to acquire technology and hire a trainer on behalf of the YJI to augment the education resources at Contra Costa County's Court Schools to enable AutoCAD training for enrolled youth. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gina Chenoweth 3-1648 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 82 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Contract with Contra Costa County Office of Education September 13, 2016 Contra Costa County Board of Supervisors 591 BACKGROUND: (CONT'D) The YJI applies innovative evidence-based practices to improve outcomes and to create a model for improved school engagement, successful prevention of juvenile justice involvement by youth, and recidivism reduction. (20-061-0) CONSEQUENCE OF NEGATIVE ACTION: Youth enrolled in the Youth Justice Initiative will not have ready access to technology and training in the use of AutoCAD computer programs. 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 enhancing enrollees potential to succeed in careers within the Design and Information, Communication and Technology industry sector. September 13, 2016 Contra Costa County Board of Supervisors 592 RECOMMENDATION(S): APPROVE and AUTHORIZE the County Auditor-Controller, or designee, to execute a contract for fiscal years 2016-2017, 2017-2018, and 2018-2019 with Cropper Rowe, LLP, for annual audits of certain grants, including the County Metropolitan Transportation Fund, certain Transportation and Development Act projects, and other miscellaneous projects as identified and directed by the Auditor-Controller, not to exceed $50,000 in total for any fiscal year. FISCAL IMPACT: Generally the audit fees are reimbursed by the grant or program. BACKGROUND: Certain grants and other funds and projects require annual independent certified financial audits. The number and type of grants and projects varies year to year and are difficult to anticipate. Although the fee for most grant audits and the Metropolitan Transportation Fund can be agreed to in advance, certain audit projects have unique circumstances and the fee cannot reasonably be negotiated until those circumstances are known. The Auditor-Controller has conducted outreach and Cropper Rowe, LLP demonstrated competence at the lowest cost. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Robert Campbell, 925-335-8640 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 83 To:Board of Supervisors From:Robert Campbell, Auditor-Controller Date:September 13, 2016 Contra Costa County Subject:Contract for Audit Services - Grants and Other Miscellaneous Projects September 13, 2016 Contra Costa County Board of Supervisors 593 CONSEQUENCE OF NEGATIVE ACTION: If the audits are not performed, the County could suffer a fiscal impact including repayment of grant funds and additional penalties. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 594 RECOMMENDATION(S): Approve and authorize the Health Services Director, or designee, to execute, on behalf of the County, Contract #24-497-7 with Dharmini Harichandran, M.D., an individual, in an amount not to exceed $174,720, to provide outpatient psychiatric care services to adult patients in East County for the period from September 1, 2016 through August 31, 2017. FISCAL IMPACT: This Contract is funded 100% Mental Health Realignment. (No rate increase) BACKGROUND: On August 18, 2015, the Board of Supervisors approved Contract #24-497-6 with Dharmini Harichandran, M.D. for the provision of outpatient psychiatric care services, including diagnosing, counseling, evaluating, providing medical and therapeutic treatment for mentally ill APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan, M Wilhelm C. 84 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #24-497-7 with Dharmini Harichandran, M.D. September 13, 2016 Contra Costa County Board of Supervisors 595 BACKGROUND: (CONT'D) adults in East County, for the period from September 1, 2015 through August 31, 2016. Approval of Contract #24-497-7 will allow Contractor to continue providing psychiatric care through August 31, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, County’s clients will not have access to Contractor’s outpatient psychiatric care services. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 596 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #76-547 with Arati Pratap, M.D., an individual, in an amount not to exceed $477,000, to provide gastroenterology services at Contra Costa Regional Medical and Health Centers (CCRMC) for the period from September 15, 2016 through September 14, 2017. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. BACKGROUND: Under Contract #76-547, the Contractor will provide gastroenterology services, including, but not limited to: clinic coverage, consultation, on-call coverage, training and medical procedures at CCRMC for the period from September 15, 2016 through September 14, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring gastroenterology services at CCRMC will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 85 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #76-547 with Arati Pratap, M.D. September 13, 2016 Contra Costa County Board of Supervisors 597 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract Amendment Agreement #26-644-17 with MGA Healthcare, Inc., a corporation, effective August 1, 2016, to amend Contract #26-644-15 (as amended by Amendment Agreement #26-644-16), to revise the rate schedule to include additional temporary help categories at Contra Costa Regional Medical Center and Health Centers (CCRMC) with no increase in the original contract payment limit of $2,600,000, and no change in the original term of January 1, 2016 through December 31, 2016. FISCAL IMPACT: This amendment is funded 100% Hospital Enterprise Fund I. Additional categories for diagnostic imaging technician services are included in the rate schedule. (Rate increase) BACKGROUND: On January 5, 2016, the Board of Supervisors approved Contract #26-644-15 (as amended by Amendment Agreement #26-644-16) with MGA Healthcare, Inc., for the provision of temporary pharmacists, pharmacy technicians, and specialty registered nurses at CCRMC to provide coverage APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 86 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Amendment #26-644-17 with MGA Healthcare, Inc. September 13, 2016 Contra Costa County Board of Supervisors 598 BACKGROUND: (CONT'D) during peak loads, temporary absences and emergencies for the period from January 1, 2016 through December 31, 2016. The Division is experiencing staff shortages in the diagnostic imaging department and has requested Contractor to provide additional work categories including, but not limited to: ultrasound technician and x-ray technician to the existing rate schedule to cover peak loads, temporary absences and emergencies. Approval of Contract Amendment Agreement #26-644-17 will allow the Contractor to provide additional temporary help to include, ultrasound technician, x-ray technician, mammography technician and other diagnostic imaging staff categories through December 3l, 2016. CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, County will not receive additional temporary work categories provided by this contractor. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 599 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-948-1 with Canyon Pinole Surgery Center, LP., a limited partnership, in an amount not to exceed $250,000, to provide ambulatory surgery center services to Contra Costa Health Plan members, for the period from October 1, 2016 through September 30, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. (No Rate Increase) BACKGROUND: In September 2014, the County Administrator approved and the Purchasing Services Manager executed Contract #27-948 with Canyon Pinole Surgery Center, LP., for the provision of ambulatory surgery center services to Contra Costa Health Plan members, for the period from October APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Patricia Tanquary 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan, M WILHELM C. 87 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #27-948-1 with Canyon Pinole Surgery Center, L.P. September 13, 2016 Contra Costa County Board of Supervisors 600 BACKGROUND: (CONT'D) 1, 2014 through September 30, 2016. Approval of Contract #27-948-1 will allow Canyon Pinole Surgery Center, LP., to continue providing ambulatory surgery center services to Contra Costa Health Plan members, through September 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County will not be provided. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 601 RECOMMENDATION(S): APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract with Rubicon Programs, Inc. in an amount not to exceed $503,943 for the operation of the West County Reentry Success Center for the County's AB 109 Realignment Program for the period July 1, 2016 through June 30, 2017, subject to approval as to form by County Counsel. FISCAL IMPACT: $503,943 for FY 2016/17, 100% funded by State Public Safety Realignment Revenue (AB 109) BACKGROUND: In 2011, the California Legislature passed the Public Safety Realignment Act (Assembly Bill 109), which transferred responsibility for supervising specific low-level inmates and parolees from the California Department of Corrections and Rehabilitation to counties. This Act tasked local government at the county level with developing a new approach to reducing recidivism among this population. AB 109 took effect October 1, 2011 and realigned three major areas of the criminal justice system. On a prospective basis, the legislation: Transferred the location of incarceration for individuals convicted of lower-level specified non-violent, non-serious, non-sex offences from state prison to local county jail pursuant to Penal Code 1170 (h) and provides for an expanded role for their post-release Mandatory Supervision; APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: L. DeLaney, 925-335-1097 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 88 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:AB 109 Contract for West County Reentry Success Center with Rubicon Programs, Inc. September 13, 2016 Contra Costa County Board of Supervisors 602 BACKGROUND: (CONT'D) Transferred responsibility from the State to the County for post-release supervision of those released from prison after having served a sentence for a non-violent, non-serious, and non-sex offense by creating a new category of supervision called Post-Release Community Supervision (PRCS); Transferred the housing responsibility for parole and PRCS revocations to local jail custody. AB 109 also tasked the local Community Corrections Partnership (CCP) with recommending to the County Board of Supervisors a plan for implementing criminal justice realignment. The Board of Supervisors adopted the Contra Costa County Realignment Plan on October 4, 2011 (Agenda Item No. D.5), as recommended by the Executive Committee of the CCP. The Executive Committee of the CCP is composed of the County Probation Officer (Chair), Sheriff-Coroner, a Chief of Police (represented by the Antioch Police Chief), the District Attorney, Public Defender, Presiding Judge of the Superior Court or designee (represented by the Court Executive Officer), and County EHSD Director. For fiscal year 2016/17, the CCP-Executive Committee approved the 2016/17 AB 109 Public Safety Realignment budget at the January 22, 2016 regular meeting and submitted to the Public Protection Committee for review and approval. On February 8, 2016, the Public Protection Committee approved the 2016/17 AB109 Public Safety Realignment budget. On May 10, 2016, the Board of Supervisors adopted the Recommended Budget for Contra Costa County for FY 2016/17, including the AB 109 Public Safety Realignment budget. The FY 16-17 Budget for the Reentry Success Center was approved at $465,000. On August 5, 2016 the CCP Executive Committee approved a request to carry-forward the remaining balance of the FY 1516 contract of $38,943 into the FY 16-17 year for continued database development and the development and implementation of a communications strategy. Approval of the carry-forward request establishes the FY 16-17 budget for the Reentry Success Center at $503,943 pending Board of Supervisors' authorization. Today's action approves and authorizes the execution of the contract with Rubicon Programs for the operation of the West County Reentry Success Center for the AB 109 Public Safety Realignment Program, in an amount not to exceed $503,943 for the period July 1, 2016 through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If the Board of Supervisors does not approve and authorize the contracts, the contract will not be effectuated. September 13, 2016 Contra Costa County Board of Supervisors 603 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-611-8 with Norman B. Livermore, III, M.D., an individual, in an amount not to exceed $200,000, to provide orthopedic services to Contra Costa Health Plan (CCHP) members for the period from October 1, 2016 through September 30, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. (No rate increase) BACKGROUND: On December 9, 2014, the Board of Supervisors approved Contract #27-611-7 with Norman B. Livermore, III, M.D., for the provision of orthopedic services to CCHP members, for the period from October 1, 2014 through September 30, 2016. Approval of Contract #27-611-8 will allow Contractor to continue providing orthopedic services. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County will not be provided. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 89 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #27-611-8 with Norman B. Livermore, III, M.D. September 13, 2016 Contra Costa County Board of Supervisors 604 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 605 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-144-17 with Patrick Dixon, Ph.D., MFT, an individual, in an amount not to exceed $140,000, to provide outpatient psychotherapy services to Contra Costa Health Plan (CCHP) members for the period from October 1, 2016 through September 30, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. (No rate increase) BACKGROUND: The Health Plan has an obligation to provide certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County. On September 23, 2014, the Board of Supervisors approved Contract #27-144-16 with Patrick Dixon, Ph.D., MFT, for the provision of outpatient psychotherapy services for CCHP members, for the period from October 1, 2014 through September 30, 2016. Approval of Contract #27-144-17 will allow Contractor to continue providing outpatient psychotherapy services through September 30, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 90 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #27-144-17 with Patrick Dixon, Ph.D., MFT September 13, 2016 Contra Costa County Board of Supervisors 606 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, certain specialized health care services for CCHP members under the terms of their Individual and Group Health Plan membership contracts with the County will not be provided. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 607 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract Amendment Agreement #26-294-38 with Staff Care, Inc., a corporation, effective May 1, 2016, to amend Contract #26-294-37, to modify the rate schedule to include on-call work shifts for the Radiology Unit with no increase in the payment limit of $1,660,000, and no change in the original term of January 1, 2016 through December 31, 2016. FISCAL IMPACT: This amendment is funded 100% Hospital Enterprise Fund I. The rate increase is due to the addition of on-call radiology rates for radiology services. BACKGROUND: On January 5, 2016 the Board of Supervisors approved Contract #26-294-37 with Staff Care, Inc. for the provision of locum tenens temporary physician services at Contra Costa Regional Medical and Contra Costa Health Centers (CCRMC), for the period from January 1, 2016 through December 31, 2016 At the time of negotiations, there was no on-call rate for radiology in the contract. The County requested and APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 91 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Amendment #26-294-38 with Staff Care, Inc. September 13, 2016 Contra Costa County Board of Supervisors 608 BACKGROUND: (CONT'D) the Contractor agreed to provide additional services to the radiology department. Approval of Contract Amendment Agreement #26-294-36 will allow the Contractor to provide on- call radiology services through December 31, 2016. CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, County will not have access to additional on-call radiology services from this Contractor. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 609 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Darwin Myers Associates to increase the payment limit by $60,000 to a new payment limit of $260,000 to provide on-call services relating to geology review and stormwater pollution prevention monitoring (Contract No. 45535-01), with no change in the original term of June 30, 2014 through June 30, 2017. FISCAL IMPACT: No impact on County General Fund. Costs will be covered by land development application fees. BACKGROUND: In April 2014, the Department of Conservation and Development conducted a Request for Proposal (RFP) process covering various specialized and technical services required for land use project reviews. Darwin Myers Associates, (DMA) was selected as a result of this RFP process. DMA provides geotechnical review and Stormwater Pollution Prevention Plan (SWPPP), a requirement of the State Water Resources Control Board monitoring services for land use projects requiring geology reports or where topographical or geological/stormwater concerns are present. The work performed by DMA includes performing initial California Environmental Quality Act assessment on geotechnical issues, reviewing geotechnical reports submitted by applicants, reviewing grading plans, SWPPP monitoring, and providing guidance on other geotechnical matters. The contract was approved for the period of June 30, 2014 to June 30, 2017. Due to an increase in the number of development projects, DMA has been providing more APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Telma 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 92 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Contract Amendment with Darwin Myers DBA Darwin Myers Associates (DMA) for Geology Review and Stormwater Pollution Prevention Monitoring September 13, 2016 Contra Costa County Board of Supervisors 610 BACKGROUND: (CONT'D) > services than was previously budgeted for in the contract. These additional funds will provide for DMA's continued services to existing applications during the current contract term. CONSEQUENCE OF NEGATIVE ACTION: There would be no contract amendment and the Department would not have sufficient funds to support services needed from DBA. ATTACHMENTS September 13, 2016 Contra Costa County Board of Supervisors 611 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #26-642-12 with Chiu-Hung Tung, M.D., Inc., a professional corporation, in an amount not to exceed $1,925,000, to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 22, 2013, the Board of Supervisors approved Contract #26-642-8 (as amended by Amendment Agreements #26-642-9, #26-642-10, and #26-642-11) with Chiu-Hung Tung, M.D., Inc. for the provision of anesthesiology services, including, but not limited to: consultation, training, medical procedures, and on-call coverage for the General, Obstetric, Intensive Care and Radiology Units, at CCRMC, for the period from October 1, 2013 through September 30, 2016. Approval of Contract #26-642-12 will allow Contractor to continue providing anesthesiology services at CCRMC through September 30, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 93 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-642-12 with Chiu-Hung Tung, M.D., Inc. September 13, 2016 Contra Costa County Board of Supervisors 612 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring anesthesiology services at CCRMC will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 613 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Kava Massih Architects, effective September 13, 2016, to increase the payment limit by $400,000 to a new payment limit of $1,300,000, with no change to the term, for as-needed architectural services, Countywide. FISCAL IMPACT: 100% Various Funds. BACKGROUND: On September 10, 2013, the Board of Supervisors approved an as-needed Consulting Services Agreement with Kava Massih Architects (“Kava Massih”) in the amount of $400,000. On December 15, 2015, the Board of Supervisors approved Amendment No. 1 to the Consulting Services Agreement to increase the payment limit by $500,000. Kava Massih is performing architectural services on Facilities Life-Cycle Investment Program (FLIP) projects at 2530 Arnold Drive, Martinez, and other on-going projects for the District Attorney’s Office, Health Services Department, and the Employment and Human Services Department. The APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: PW Accounting, PW CPM Division Manager, PW CPM Clerical, Auditor's Office, County Administrator's Office, County Administrator's Office C. 94 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Amendment to the Consulting Services Agreement with Kava Massih Architects for As-Needed Architectural Services September 13, 2016 Contra Costa County Board of Supervisors 614 BACKGROUND: (CONT'D) contract payment limit of $900,000 has nearly been reached. Amendment No. 2 is necessary to provide for the additional costs associated with the completion of design services, including bidding and permit phases, County Building Inspection plan check/permitting, and construction administration for these ongoing projects. Kava Massih is familiar with these active projects, and the design and construction of typical building type and health care facilities; therefore, it is recommended that the contract amendment be awarded at this time. The additional funds made available to pay Kava Massih will be used for additional projects which include remodels, tenant improvements, additions, modernization, mechanical, electrical, and plumbing upgrades, and code-related improvements. Projects may also include investigations, studies, and reports. Some of the anticipated projects include those identified in the County's FLIP projects under the recent budget allocation for capital projects and deferred maintenance. Having this as-needed agreement in place will allow the design phase to commence sooner and provide for a shorter project completion schedule. CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, projects currently in process will be delayed, which will ultimately result in higher project costs. September 13, 2016 Contra Costa County Board of Supervisors 615 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with RYSE, Inc., effective October 1, 2016 to increase the payment limit by $91,023 to a new payment limit of $140,873 to provide additional services to youth involved in the Youth Justice Initiative with no change in the term of March 1, 2016 through February 28, 2017. (100% Federal) FISCAL IMPACT: $140,873: 100% Federal (Edward Byrne Memorial Justice Assistance Grant) BACKGROUND: The Zero Tolerance for Domestic Violence Initiative (ZTDVI) was awarded a three-year Justice Assistance Grant (JAG) in order to implement the Contra Costa County Youth Justice Initiative (YJI). Under this contract, RYSE, Inc. provides a Youth Success Counselor (YSC) for youth between the ages of 10 and 25 and involved in the juvenile justice system in accordance with the YJI and provides the following services: reentry planning, case management, and general support programs, activities, and services. This amendment increases and expands support programs, activities, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gina Chenoweth 3-1648 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 95 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Amend Contract with RYSE, Inc. September 13, 2016 Contra Costa County Board of Supervisors 616 BACKGROUND: (CONT'D) and services including enhanced mental and behavioral health services, enhanced college and career support, and emergency supports for youth. (20-018-1) CONSEQUENCE OF NEGATIVE ACTION: Contra Costa County youth between the ages of 10 and 25, involved in the juvenile justice system and the Youth Justice Initiative will have more limited access to support programs, activities, and services. 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 reentry planning, case management, and general support programs, activities, and services. September 13, 2016 Contra Costa County Board of Supervisors 617 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #26-856-31 with Diablo Pulmonary Medical Group, Inc., a corporation, in an amount not to exceed $227,700, to provide pulmonary disease services for patients at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC), for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 22, 2013, the Board of Supervisors approved Contract #26-856-30 with Diablo Pulmonary Medical Group, Inc., for the provision of pulmonary disease services, including, but not limited to: clinical coverage, consultation, training, on-call and surgical procedures, for patients at CCRMC for the period from October 1, 2013 through September 30, 2016. Approval of Contract #26-856-31 will allow Contractor to continue providing pulmonary disease services at CCRMC, through September 30, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring pulmonary disease services at CCRMC will not have access to Contractor’s services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 96 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-856-31 with Diablo Pulmonary Medical Group, Inc. September 13, 2016 Contra Costa County Board of Supervisors 618 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 619 RECOMMENDATION(S): APPROVE and AUTHORIZE the Health Services Director or his designee, to execute on behalf of the County, Amendment Agreement #23-590-1 with Heat Software USA Inc., a corporation, effective September 13, 2016, to amend Software and Services Agreement #23-590, with no change in the original Payment Limit of $500,000, and to extend the termination date from March 29, 2019 through June 29, 2019. FISCAL IMPACT: The Agreement is funded 100% by Hospital Enterprise Fund I. No rate increase. BACKGROUND: The Health Services Department’s Information Technology Unit is currently using outdated incident management technology that lacks basic functionality. By using Contractor’s software applications the Department electronically manages incident management, license management and quick access to data, scheduling and running reports. Approval of Amendment Agreement #23-590-1 will allow the Contractor to continue to provide software services to include annual license, hosting and support to APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: David Runt, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott, M Wilhelm C. 97 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Amendment Agreement #23-590-1 with Heat Software USA, Inc. September 13, 2016 Contra Costa County Board of Supervisors 620 BACKGROUND: (CONT'D) the Information Technology Unit, though June 29, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this amendment is not approved, County will not be able to extend the termination to receive software services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 621 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #26-689-6 with Jeffrey Saadi, M.D., an individual, in an amount not to exceed $1,200,000, to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 22, 2013, the Board of Supervisors approved Contract #26-689-3 (as amended by Amendment Agreements #26-689-4 and #26-689-5) with Jeffrey Saadi, M.D., for the provision of anesthesiology services, including but not limited to: clinic coverage, on-call coverage, consultation, training and medical procedures at CCRMC, for the period from October 1, 2013 through September 30, 2016. Approval of Contract #26-689-6 will allow Contractor to continue providing anesthesiology services through September 30, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring anesthesiology services at CCRMC will not have access to Contractor’s services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C. 98 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-689-6 with Jeffrey Saadi, M.D. September 13, 2016 Contra Costa County Board of Supervisors 622 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 623 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-464-3 with John R. Rostkowski, M.D., an individual, in an amount not to exceed $116,480, to provide outpatient psychiatric care services to adults in Central County for the period from October 1, 2016 through September 30, 2017. FISCAL IMPACT: This Contract is funded 100% Mental Health Realignment. (No rate increase) BACKGROUND: On June 16, 2015, the Board of Supervisors approved Contract #74-464-2 with John R. Rostkowski, M.D., for the provision of outpatient psychiatric care services including APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan, M WILHELM C. 99 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-464-3 with John R. Rostkowski, M.D. September 13, 2016 Contra Costa County Board of Supervisors 624 BACKGROUND: (CONT'D) diagnosing, counseling, evaluating, and providing medical and therapeutic treatment to adults in Central County, for the period from October 1, 2015 through September 30, 2016. Approval of Contract #74-464-3 will allow the Contractor to continue providing outpatient psychiatric care services to adults in Central County, through September 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, County’s clients will not have access to Contractor’s psychiatric care services. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 625 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with LSA Associates, Inc., effective August 1, 2016, to increase the payment limit by $10,000 to a new payment limit of $125,000, and extend the termination date from December 31, 2016 to June 30, 2017, for additional necessary work associated with the Kirker Pass Road Northbound Truck Lane Project, Project No. 0662-6R4052, Concord area. FISCAL IMPACT: 37% Local Road Funds, 37% Measure J, 15% State Transportation Improvement Program, and 11% State Match Funds BACKGROUND: Contra Costa County Public Works Department (Dept.) plans to improve the traffic flow on Kirker Pass Road by constructing a truck climbing lane in the northbound direction from Clearbrook Drive in the City of Concord to the northern Hess Road intersection. The Project required specialized environmental analysis, assessments, technical studies, and associated APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Trina Torres, (925) 313-2176 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.100 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Contract amendment with LSA Associates, Inc., Concord area. September 13, 2016 Contra Costa County Board of Supervisors 626 BACKGROUND: (CONT'D) reports to ensure environmental compliance, in accordance with the standards and protocols pursuant to the following environmental laws and regulations: National Environmental Policy Act, the California Environmental Quality Act, East Contra Costa Habitat Conservation Plan/Natural Community Conservation Plan (HCP), the Clean Water Act, the Porter-Cologne Water Quality Act, and the State and Federal Endangered Species Acts. On June 16, 2014, the Public Works Department entered into a standard contract with LSA Associates, Inc. in the amount not to exceed $100,000 for environmental services for the Project. On March 29, 2016, an amendment was approved for Contractor to provide additional necessary work, at an additional cost of $15,000 to revise the Planning Survey Report due to unexpected extra comments and edits by the East Contra Costa Habitat Conservancy, for environmental compliance. This amendment is needed for Contractor to provide additional environmental services to address design changes and regulatory agency comments, at an additional cost of $10,000, and to extend the contract to complete the extra work for environmental compliance. All other terms and conditions of the original Contract, Contract Amendment Agreement No. 1, and this new amendment between the County and the Contractor shall remain in full force and effect. CONSEQUENCE OF NEGATIVE ACTION: Without Board approval, the remaining work will not be completed to obtain the necessary environmental clearances which may jeopardize funding and cause delays with construction. September 13, 2016 Contra Costa County Board of Supervisors 627 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #25-066-9 with Shelter, Inc. of Contra Costa County, a non-profit corporation, in an amount not to exceed $1,430,869, to provide supportive housing services for homeless families, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: This Contract is funded 100% Employment and Human Services Department. (Rate increase) BACKGROUND: This Contract meets the social needs of County’s population by providing support services to Contra Costa County families that are homeless, including case management, benefits advocacy, employment services, job training and education services, and short–term rental assistance. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Lavonna Martin 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan, M Wilhelm C.101 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #25-066-9 with Shelter, Inc. of Contra Costa County September 13, 2016 Contra Costa County Board of Supervisors 628 BACKGROUND: (CONT'D) On July 7, 2015, the Board of Supervisors approved Contract #25-066-7 (as amended by Contract Amendment Agreement 25-066-8) with Shelter, Inc. of Contra Costa County, for the period from July 1, 2015 through June 30, 2016, for the provision of supportive housing services for homeless families. Approval of Contract #25-066-9 will allow Contractor to continue providing supportive housing services to Contra Costa County homeless families through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, homeless families in Contra Costa County will not receive the housing assistance services provided by Contractor. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 629 RECOMMENDATION(S): APPROVE and AUTHORIZE the District Attorney, or designee, to execute a Confidentiality Agreement with the State of California Employment Development Department (EDD) that will allow EDD to provide information to the District Attorney's investigative staff in certain circumstances. FISCAL IMPACT: The maximum amount of this Agreement is $2,797.46 from the Department's general fund. BACKGROUND: The EDD has agreed to provide the District Attorney's office certain information which may not be open to the public, but which will assist with investigations. This Agreement was reviewed and approved by County Counsel and the Information Security Certification was reviewed and approved the County Director of Information Technology. CONSEQUENCE OF NEGATIVE ACTION: The District Attorney will not have an agreement in place with the EDD to access certain information necessary to assist with investigations. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cherie Mathisen 957-2234 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.102 To:Board of Supervisors From:Mark Peterson, District Attorney Date:September 13, 2016 Contra Costa County Subject:Confidentiality Agreement between the District Attorney's office and the Employment Development Department September 13, 2016 Contra Costa County Board of Supervisors 630 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Child's Best Interest, a California corporation, in an amount not to exceed $125,000, to continue to provide ombudsman services to program applicants, recipients, community members, and staff for the period of September 1, 2016 through August 31, 2017. (10% County, 45% State, 45% Federal) FISCAL IMPACT: $125,000.00 - Administrative Overhead: 10% County, 45% State, 45% Federal BACKGROUND: Under this contract, a Child's Best Interest will provide comprehensive ombudsman services for the Employment and Human Services Department. The ombudsman will receive and investigate complaints, gather information, and work to resolve issues using various mediation skills. Complaints may be received from the Children and Family Services (CFS) Director, Division Managers, program applicants, recipients, other County departments, community based organizations, individual community members, elected officials, and others. As systemic issues are identified, the ombudsman makes formal recommendations to EHSD Director/s to improve service delivery. (19-892-4) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gina Chenoweth 3-1648 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.103 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Contract with Child's Best Interest for Ombudsman Services September 13, 2016 Contra Costa County Board of Supervisors 631 CONSEQUENCE OF NEGATIVE ACTION: Participants and staff in Contra Costa County will not receive ombudsman services. CHILDREN'S IMPACT STATEMENT: The ombudsman 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”. Through comprehensive ombudsman services and follow-up consultation, EHSD's Children and Family Services Bureau can improve its service delivery to children and families throughout Contra Costa County. September 13, 2016 Contra Costa County Board of Supervisors 632 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #26-968-16 with Thomas N. Paige, M.D., an individual, in an amount not to exceed $390,000, to provide dermatology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (Rate increase) BACKGROUND: On September 24, 2013, the Board of Supervisors approved Contract #26-968-14 (as amended by Contract Amendment Agreement #26-968-15) with Thomas N. Paige, M.D. for the provision of professional dermatology services, including clinic coverage, consultation, training and medical procedures at CCRMC, for the period from October 1, 2013 through September 30, 2016. Approval of Contract #26-968-16 will allow Contractor to continue providing dermatology services through September 30, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring dermatology services will not have access to Contractor’s services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C.104 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-968-16 with Thomas N. Paige, M.D. September 13, 2016 Contra Costa County Board of Supervisors 633 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 634 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #74–369–7 with Native American Health Center, Inc., a non-profit corporation, in an amount not to exceed $219,824, to provide Mental Health Services Act (MHSA) prevention and early intervention services for the period from July 1, 2016 through June 30, 2017. This Contract includes a six-month automatic extension through December 31, 2017, in an amount not to exceed $109,912. FISCAL IMPACT: This Contract is funded 100% Mental Health Services. (3% Cost of Living Adjustment [COLA]) (Rate Increase) BACKGROUND: This Contract meets the social needs of County’s population by conducting community-building activities, including scheduled weekly group sessions and quarterly community events for youth, adults, and elders in Richmond. On July 7, 2015, the Board of Supervisors approved Novation Contract #74–369–6 with Native American Health Center, Inc., for the period from July 1, 2015 through June 30, 2016, which included a six-month automatic extension through APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.105 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #74–369–7 with Native American Health Center, Inc. September 13, 2016 Contra Costa County Board of Supervisors 635 BACKGROUND: (CONT'D) December 31, 2016, for the provision of MHSA prevention and early intervention services. Approval of Novation Contract #74–369–7 replaces the automatic extension under the prior Contract and allows the Contractor to continue providing services, through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Contra Costa County residents will not continue receiving MHSA assistance provided by the program including prevention and early intervention services. 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). September 13, 2016 Contra Costa County Board of Supervisors 636 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #29–335–29 with the City of El Cerrito, a government agency, to provide congregate meal services for County’s Senior Nutrition Program, for the period from July 1, 2016 through June 30, 2017. This Contract includes a three-month automatic extension through September 30, 2017. FISCAL IMPACT: Agency will pay County the voluntary contributions it receives from participating seniors, after it has paid its authorized expenses. No County match required. BACKGROUND: This Contract meets the social needs of County’s population by providing an average of 43 meals per day, five days per week, for senior citizens in El Cerrito. On November 3, 2015, the Board of Supervisors approved Novation Contract #29–335–28 with the City of El Cerrito for the period from July 1, 2015 through June 30, 2016, which included a three-month automatic extension through September 30, 2016, for the provision of congregate meal services for APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A. Floyd , M. Wilhelm C.106 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #29–335–29 with the City of El Cerrito September 13, 2016 Contra Costa County Board of Supervisors 637 BACKGROUND: (CONT'D) the County’s Senior Nutrition Program. Approval of Novation Contract #29–335–29 replaces the automatic extension under the prior Contract and allows Agency to continue providing services through June 30, 2017, including modifications to the County’s standard indemnification clause and the General Conditions. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, senior citizens who depend on County’s Senior Nutrition Program will not receive meals at Contractor’s facility. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 638 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #77-026 with KCI USA, Inc., a corporation, in an amount not to exceed $400,000, to provide negative pressure wound therapy services to Contra Costa Health Plan (CCHP) members, for the period from August 1, 2016 through July 31, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. BACKGROUND: The Health Plan has an obligation to provide certain specialized health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County. Under Contract #77-026, the Contractor will provide negative pressure wound therapy services to CCHP members through July 31, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, certain specialized health care services for its members under the terms of their Individual and Group Health plan membership contracts with the County will not be provided. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Patricia Tanquary 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.107 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #77-026 with KCI USA, Inc. September 13, 2016 Contra Costa County Board of Supervisors 639 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-812-3 with Taraneh Mostaghasi, M.D., Inc., (dba Concord Pediatric Care), a corporation, in an amount not to exceed $900,000, to provide pediatric primary care services to Contra Costa Health Plan members for the period from September 1, 2016 through August 31, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. (No rate increase) BACKGROUND: On September 23, 2014, the Board of Supervisors approved Contract #27-812-2 with Taraneh Mostaghasi, M.D., Inc., for the provision of pediatric primary care services to Contra Costa Health Plan members, for the period from September 1, 2014 through August 31, 2016. Approval of Contract #27-812-3 will allow Contractor to continue providing pediatric primary care services through August 31, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.108 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #27-812-3 with Taraneh Mostaghasi, M.D., Inc., (dba Concord Pediatric Care) September 13, 2016 Contra Costa County Board of Supervisors 640 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Individual and Group Health Plan members requiring professional pediatric primary care will not have access to Contractor’s services, which may result in a reduction in the overall levels of service to the community. CHILDREN'S IMPACT STATEMENT: Not Applicable. September 13, 2016 Contra Costa County Board of Supervisors 641 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-319-3 with Diablo Valley Pediatric Medical Group, Inc., a corporation, in an amount not to exceed $2,500,000, to provide pediatric primary care services to Contra Costa Health Plan members, for the period from September 1, 2016 through August 31, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan (Health Plan) Enterprise Fund II. (No rate increase) BACKGROUND: The Health Plan has an obligation to provide certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County. On September 23, 2014, the Board of Supervisors approved Contract #27-319-2, with Diablo Valley Pediatric Medical Group, Inc., for the provision of pediatric primary care services to Contra Costa Health Plan members, for the period from September 1, 2014 through August 31, 2016. Approval of Contract #27-319-3 will allow the Contractor to continue to provide pediatric primary care services through August 31, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.109 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #27-319-3 with Diablo Valley Pediatric Medical Group, Inc. September 13, 2016 Contra Costa County Board of Supervisors 642 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Individual and Group Health Plan members will not have access to Contractor’s services, which may result in a reduction in the overall levels of service to the community. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 643 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #27-813-3 with Medical Insights Diagnostic Centers, Inc., a corporation, in an amount not to exceed $350,000, to provide diagnostic imaging services to Contra Costa Health Plan (CCHP) members for the period from September 1, 2016 through August 31, 2018. FISCAL IMPACT: This Contract is funded 100% Contra Costa Health Plan Enterprise Fund II. (No rate increase) BACKGROUND: The Health Plan has an obligation to provide certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County. On October 7, 2014, the the Board of Supervisors approved Contract #27-813-2 with Medical Insights Diagnostic Centers, Inc. for the period from September 1, 2014 through August 31, 2016, to provide diagnostic imaging services. Approval of Contract #27-813-3 will allow the Contractor to continue to provide diagnostic imaging services through August 31, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.110 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:#27-813-3 with Medical Insights Diagnostic Centers, Inc. September 13, 2016 Contra Costa County Board of Supervisors 644 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, certain specialized professional health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County will not be provided. CHILDREN'S IMPACT STATEMENT: Not Applicable. September 13, 2016 Contra Costa County Board of Supervisors 645 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #26-687-7 with Ralph Chase, M.D., an individual, in an amount not to exceed $1,305,000, to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC) for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 15, 2013, the Board of Supervisors approved Contract #26-687-3 (as amended by Amendment Agreements #26-687-4 and #26-687-5) with Ralph Chase, M.D., for the provision of anesthesiology services including, but not limited to: consultation, training, medical procedures and on-call coverage for the General, Obstetric, Intensive Care, and Radiology Units at CCRMC, for the period October 1, 2013 through September 30, 2016. Approval of Contract #26-687-7 will allow the Contractor to continue to provide anesthesiology services at CCRMC, through September 30, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C.111 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-687-7 with Ralph Chase, M.D. September 13, 2016 Contra Costa County Board of Supervisors 646 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring anesthesiology services at CCRMC will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 647 RECOMMENDATION(S): Approve and authorize the Health Services Director or his designee, to execute, on behalf of the County, Contract #26-881-20 with Craig Nelson, M.D., an individual, in an amount not to exceed $450,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC), for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 15, 2013, the Board of Supervisors approved Contract #26-881-17 (as amended by Amendment Agreements #26-881-18, and #26-881-19) with Craig Nelson, M.D., for the provision of anesthesiology services including, but not limited to: consultation, training, medical procedures and on-call coverage for the General, Obstetric, Intensive Care, and Radiology Units at CCRMC, for the period October 1, 2013 through September 30, 2016. Approval of Contract #26-881-20 will allow the Contractor to continue to provide anesthesiology services at CCRMC, through September 30, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C.112 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-881-20 with Craig Nielson, M.D. September 13, 2016 Contra Costa County Board of Supervisors 648 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring anesthesia services at CCRMC will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 649 RECOMMENDATION(S): Approve and authorize the Health Services Director or his designee, to execute, on behalf of the County, Contract #26-893-18 with Robert J. Lindsay, M.D., an individual, in an amount not to exceed $1,050,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC), for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 22, 2013, the Board of Supervisors approved Contract #26-893-15 (as amended by Amendment Agreements #26-893-16 and #26-893-17) with Robert J. Lindsay, M.D., for the provision of anesthesiology services including, but not limited to: consultation, training, medical procedures and on-call coverage for the General, Obstetric, Intensive Care, and Radiology Units at CCRMC, for the period October 1, 2013 through September 30, 2016. Approval of Contract #26-893-18 will allow the Contractor to continue to provide anesthesiology services at CCRMC, through September 30, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C.113 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-893-18 with Robert J. Lindsay, M.D. September 13, 2016 Contra Costa County Board of Supervisors 650 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring professional anesthesiology services will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 651 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-181-19 with Bay Area Community Resources, Inc., a non-profit corporation, in an amount not to exceed $417,816, to provide drug abuse prevention and treatment services, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: This Contract is funded 25% Substance Abuse Prevention and Treatment Discretionary, 55% Substance Abuse Prevention and Treatment Prevention Set-Aside and 20% SAMHWorks. (No Rate Increase) BACKGROUND: This Contract meets the social needs of County’s population by providing treatment programs for adults and specialized substance abuse prevention programs so that youth are provided an opportunity to prevent or recover from the effects of alcohol or other drug use, become self-sufficient, and return to their families as productive individuals. On August 18, 2015, the Board of Supervisors approved Contract #74–181–18 with Bay Area Community Resources, Inc. for the period from July APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: A Floyd , M Wilhelm C.114 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-181-19 with Bay Area Community Resources, Inc. September 13, 2016 Contra Costa County Board of Supervisors 652 BACKGROUND: (CONT'D) 1, 2015 through June 30, 2016, for the provision of drug abuse prevention and treatment services. Approval of Contract #74–181–19 will allow the Contractor to continue providing services through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this Contract is not approved, County residents will not receive this Contractor’s alcohol and drug prevention and treatment services needed to maintain sobriety and reduce risk factors. CHILDREN'S IMPACT STATEMENT: This Alcohol and Other Drugs program supports the following Board of Supervisors’ community outcomes: “Families that are Safe, Stable, and Nurturing” and “Communities that are Safe and Provide a High Quality of Life for Children and Families” community outcomes by providing substance abuse education and prevention services. Expected outcomes include increased knowledge about the impact of addiction; decreased use of alcohol, tobacco and other drugs; increased use of community-based resources; and increased school and community support for youth and parents in recovery. September 13, 2016 Contra Costa County Board of Supervisors 653 RECOMMENDATION(S): APPROVE and AUTHORIZE the District Attorney, or designee, to execute an Agreement For Use of Subscription Material with Lexipol, LLC that will allow the District Attorney's office to implement services and updates of a Law Enforcement Policy Manual and Daily Training Bulletins for investigative staff. FISCAL IMPACT: The payment limit under this Agreement is $54,328.00 which will be paid from the Department's Forfeiture Funds. BACKGROUND: The District Attorneys office will enhance training and skills of investigative staff by providing a new state-of-the-art Policy Manual for law enforcement policies and procedures. This is an online subscription service that also provides staff with policy training and Daily Training Bulletins. This ongoing training is expected to improve safety both for law enforcement officers and for the public. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cherie Mathisen 957-2234 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.115 To:Board of Supervisors From:Mark Peterson, District Attorney Date:September 13, 2016 Contra Costa County Subject:Agreement between the District Attorney's office and Lexipol, LLC. September 13, 2016 Contra Costa County Board of Supervisors 654 RECOMMENDATION(S): APPROVE and AUTHORIZE the Chief Engineer, Flood Control and Water Conservation District, or designee, to execute, on behalf of the Contra Costa Clean Water Program, a contract amendment with EOA, Inc., to extend the termination date from October 31, 2016 to December 31, 2017 for continuing compliance with mandated federal and state stormwater rules contained in National Pollutant Discharge Elimination System Permits issued by the San Francisco Bay and Central Valley Regional Water Quality Control Boards, Countywide. Project No. 6X7620. FISCAL IMPACT: No fiscal impact BACKGROUND: The Contra Costa Clean Water Program (the “CCCWP”) consists of Contra Costa County, its 19 incorporated cities/towns, and the Contra Costa County Flood Control and Water Conservation District (hereinafter referred to collectively as “Permittees”). The CCCWP was established in 1991 through a Program Agreement in response to the 1987 amendments to the federal Clean Water Act (the “CWA), which established a framework for regulating municipal stormwater discharges under the National Pollutant Discharge Elimination System (“NPDES”) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Fan Ventura (925) 313-2194 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.116 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Approve a contract amendment with EOA, Inc., for additional trash plan assistance September 13, 2016 Contra Costa County Board of Supervisors 655 BACKGROUND: (CONT'D) Permit Program. The United States Environmental Protection Agency (the “USEPA”) published final rules implementing the 1987 CWA amendments in November 1990. The rules mandate that Permittees obtain and implement stormwater permits designed to reduce and eliminate the discharge of pollutants into and from Municipal Separate Storm Sewer Systems (the “MS4s”) they own and operate. Through the CCCWP, Permittees conduct many of the mandated activities collectively (referred to as “Group Activities”), such as water quality monitoring, special studies, and public education. The roles and responsibilities of the CCCWP and Permittees are outlined in the Program Agreement, which was last updated and adopted by all Permittees in June 2010. The Management Committee has directed that certain requirements of the Municipal NPDES Permits, such as development and implementation of Long-Term Trash Load Reduction Plans, be planned and coordinated as a Group Activity. EOA, Inc., has been providing necessary technical services to help Permittees comply with the Trash Load Reduction requirements in the Permits. To ensure compliance with the requirements, Permittees require additional assistance from EOA, Inc. CCCWP staff, on behalf of the Permittees, respectfully request approval of this contract amendment with EOA, Inc., for the remainder of the contract term (through December 31, 2017). CONSEQUENCE OF NEGATIVE ACTION: If the Contract Amendment with EOA, Inc., is not approved, the CCCWP Permittees may not be able to fulfill the permit mandates, and could be found in non-compliance with the NPDES permits issued by the Water Boards. Fines totaling $10,000 per day and $10 per gallon of stormwater discharge could potentially be imposed. September 13, 2016 Contra Costa County Board of Supervisors 656 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with National Council on Crime and Delinquency, a Non-Profit Corporation, effective September 30, 2016, increasing the payment limit by $9,550 to a new payment limit of $232,301 and to extend the term from September 30, 2016 to December 31, 2016 for the continued services of the Phase II Lethality Assessment Program Implementation for Domestic Violence Homicide Prevention and Services for Victims of Human Trafficking Project. (92% Federal, 8% State) FISCAL IMPACT: $232,301: $182,751 - 79% Federal, Department of Justice Grant, Office of Violence Against Women (CFDA #16.590); $29,550 - 13% Federal, Department of Justice Grant, Office of Victims of Crime (CFDA #16.320); $20,000 - 8% State, Assembly Bill 109. BACKGROUND: The Zero Tolerance for Domestic Violence Initiative (ZTDVI) applied for and received funds from the US Department of Justice, Office on Violence against Women (OVW), Domestic Violence Homicide Prevention Demonstration ("Project") in 2013. The Project will be implemented APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: V. Kaplan, 3-1514 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.117 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Amend Contract with National Council on Crime and Delinquency September 13, 2016 Contra Costa County Board of Supervisors 657 BACKGROUND: (CONT'D) in two phases - an assessment phase ("Phase I") and an implementation phase ("Phase II"). OVW completed Phase I in September 2014 and selected ZTDVI as one of four sites to participate in Phase II of the Project and implement the Lethality Assessment Program (LAP), a recognized promising practice. ZTDVI is engaging the Contractor to assist in carrying out activities consistent with the funding application. ZTDVI also applied for and received funds from the US Department of Justice, Office of Victims of Crime (OVC), Services for Victims of Human Trafficking Program (“HT Project”). ZTDVI is engaging the Contractor to assist in carrying out activities consistent with the funding application. The primary purpose of the HT Project is to enhance the social service field’s response to victims of human trafficking as defined by the Trafficking Victims Protection Act (TVPA) of 2000 (22 U.S.C. § 7101 et. seq.) as amended. The goals and objectives of the HT Project are: 1) To provide timely and high-quality comprehensive services for all victims of human trafficking; 2) To enhance interagency coordination in the provision of services to trafficking victims; and 3) To provide training to service providers and allied professionals within the targeted community to improve community collaboration and increase awareness of the needs and rights of trafficking victims and survivors. CONSEQUENCE OF NEGATIVE ACTION: Valuable services will not be provided. CHILDREN'S IMPACT STATEMENT: None. September 13, 2016 Contra Costa County Board of Supervisors 658 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Director, or designee, to execute a contract with Seneca Family of Agencies, a non-profit Corporation, in an amount not to exceed $636,746, to provide Wraparound Program Services for youth in the Oak Grove Rate Classification Level 14 (RCL14) program and other target populations, for the period August 1, 2016 through July 31, 2017. (County 34%, State 44%, Federal 22%) FISCAL IMPACT: $636,746: $216,000 County (34%); $144,000 State 2011 Realignment (23%); $138,373 State-funded Foster Parent Grant (21%); and $138,373 Federal (22%) (CFDA #93.658). BACKGROUND: Seneca Family of Agencies provides Wraparound Services, a community-based intervention program, that provides children with service alternatives to group home care through expanded family-based services. Wraparound services are services that are wrapped around a child living with his or her birth parent, relative, adoptive parent, foster parent or guardian. These services build on the strengths of each child and family and are tailored to address their unique and APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: V. Kaplan, 3-1514 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.118 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Contract with Seneca Family of Agencies for Wraparound Services September 13, 2016 Contra Costa County Board of Supervisors 659 BACKGROUND: (CONT'D) changing needs. Funding also provides 24 hours, 7 days a week non-emergency advice and consultation with foster parents and other caregivers by phone. Family Finding Services will be provided, as defined in the Kevin Campbell Family Finding Model. CONSEQUENCE OF NEGATIVE ACTION: At risk youth in restrictive group home service settings will have less opportunities to transition into family-based services. CHILDREN'S IMPACT STATEMENT: This contract supports four 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 Safe, Stable and Nurturing"; and (4) "Communities that are Safe and Provide a High Quality of Life for Children and Families." This will be accomplished by placing at risk youth into family-based or less restrictive service settings. September 13, 2016 Contra Costa County Board of Supervisors 660 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract amendment with OurTinyPlanet, LLC, effective August 1, 2016 to increase the total payment limit by $90,000 to a new payment limit of $165,000 and extend the term from December 31, 2016 to June 30, 2017, to provide increased small business development advisor/trainer services and increased organization services of the advanced manufacturing sector strategy for the Workforce Development Board. (7% County, 93% Federal) FISCAL IMPACT: $165,000.00: 7% County (County Development Block Grant), 93% Federal (Workforce Innovation and Opportunity Act) BACKGROUND: Small Business Development Centers (SBDCs), funded in part by the U.S. Small Business Administration (SBA), are the largest technical assistance organizations in the country with 63 lead centers overseeing over 1,000 service centers. Working with partners, SBDCs deliver no-cost management advising and training to existing and aspiring business owners. The CCSBDC is hosted by the WDB and part of the Northern California Region, with a lead center at California State APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Gina Chenoweth 3-1648 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.119 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Contract Amendment for OurTinyPlanet, LLC September 13, 2016 Contra Costa County Board of Supervisors 661 BACKGROUND: (CONT'D) University, Humboldt. One of the important functions of the WDB is to ensure that its investments and services are aligned with market demand. One of the core approaches to supporting this work is through sector strategies, which are designed to address the needs of specific industry sectors within regional economies and labor markets. OurTinyPlanet, LLC will increase the amount of services delivered as a small business development advisor/trainer and increase the amount of time in the organizationl of the advanced manufacturing sector strategy. CONSEQUENCE OF NEGATIVE ACTION: Existing and aspiring business owners in Contra Costa County will not have access to no-cost business development training and advising. CHILDREN'S IMPACT STATEMENT: The services provided under this contract support three of Contra Costa County’s five community outcomes: (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 no-cost business development training and advising existing and aspiring business owners in Contra Costa County. September 13, 2016 Contra Costa County Board of Supervisors 662 RECOMMENDATION(S): Approve and authorize the Purchasing Agent, on behalf of the Health Services Department, to execute an amendment to Purchase Order with LABSCO, Inc. to add $100,000 for a new total of $124,500 for clinical and pathology laboratory reagents, supplies and small equipment for patient testing for the Contra Costa Regional Medical Center (CCRMC) and the Contra Costa Health Centers with no change in the original term of September 1, 2015 to August 31, 2018. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: The original Purchase Order was based on an estimated use of reagents. During the original Purchase Order date, multiple pieces of minor equipment were bought. These new pieces of equipment only function with LABSCO, Inc. products. These reagents, supplies and small equipment are used for patient’s specimen testing and are specific to the analyzers used for testing in the laboratory. CONSEQUENCE OF NEGATIVE ACTION: If this Purchase Order is not approved the laboratory will not be able to perform patient testing. This will impact patient safety and care. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anna Roth, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Crystal Grayson, Tasha Scott, M Wilhelm C.120 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:LABSCO, Inc., Amendment to Blanket Purchase Order September 13, 2016 Contra Costa County Board of Supervisors 663 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 664 RECOMMENDATION(S): Approve and authorize the Health Services Director or his designee, to execute, on behalf of the County, Contract #23-398-11 with RHD Healthcare Consulting, Inc., a corporation, in an amount not to exceed $246,603 for the provision of professional consultation and technical assistance to the Director with regard to compliance with Federal and State billing mandates and HIPAA privacy issues, for the period from October 1, 2016 through September 30, 2017. FISCAL IMPACT: Funding for this Contract is included in the Health Services Department's Hospital Enterprise Fund I. (Rate Increase) BACKGROUND: On September 22, 2015, the Board of Supervisors approved Contract #23-398-10 with RHD Healthcare Consulting, Inc., to provide professional consultation and technical assistance to the Health Services Director with regard to compliance of Medicare and Medi-Cal rules and regulations covering reimbursement for patient services, including guidelines related to fraud and abuse, and to ensure compliance with HIPAA privacy regulations, for the period from October 1, 2015 through APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: William Walker, MD, 957-5403 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Tasha Scott, M Wilhelm C.121 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #23-398-11 with RHD Healthcare Consulting, Inc. September 13, 2016 Contra Costa County Board of Supervisors 665 BACKGROUND: (CONT'D) September 30, 2016. Approval of Contract #23-398-11 will allow the Contractor to continue to provide services through September 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved the County will not be able to continue compliance of Medicare and Medi-Cal rules and regulations covering reimbursement for patient services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 666 RECOMMENDATION(S): Approve and authorize the Purchasing Agent, on behalf of the Health Services Department, to execute a Purchase Order with Stryker Endoscopy Inc. in the amount of $900,000 for the purchase of endoscopic supplies and products at the Contra Costa Regional Medical Center (CCRMC) and the Contra Costa Health Centers (CCHC) for the period September 1, 2016 through August 31, 2018. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: Stryker Endoscopy Inc. provides products used to perform endoscopic surgeries. The availability of these products enables providers to perform less costly, non-invasive endoscopic surgeries with a quicker recovery time for the patients. CONSEQUENCE OF NEGATIVE ACTION: If this Purchase Order is not approved, we will soon run out of supplies and no longer be able to provide services at the CCRMC and CCHC. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anna Roth, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Tasha Scott, M Wilhelm, Crystal Grayson C.122 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Stryker Endoscopy Inc. Blanket Purchase Order September 13, 2016 Contra Costa County Board of Supervisors 667 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-475-45 with Patrick Tsukamaki, MFT, a self-employed individual, in an amount not to exceed $130,000, to provide Medi-Cal specialty mental health services for the period from August 1, 2016 through June 30, 2018. FISCAL IMPACT: This Contract is funded 50% Federal Medi-Cal and 50% State General Fund. BACKGROUND: Under Contract #74-475-45, the Contractor will provide Medi-Cal specialty mental health services through June 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this contract is APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott , M Wilhelm C.123 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-475-45 with Patrick Tsukamaki, MFT September 13, 2016 Contra Costa County Board of Supervisors 668 CONSEQUENCE OF NEGATIVE ACTION: (CONT'D) not approved, services provided to Contra Costa Mental Health Medi-Cal beneficiaries could be negatively impacted, including access to services, choice of providers, cultural competency, language capacity, geographical locations of service providers, and waiting lists. CHILDREN'S IMPACT STATEMENT: Not Applicable. September 13, 2016 Contra Costa County Board of Supervisors 669 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #24–773–22 with Milhous Children’s Services, Inc., a non-profit corporation, in an amount not to exceed $839,450, to provide a day treatment program, mental health services and Therapeutic Behavioral Services (TBS), for the period from July 1, 2016 through June 30, 2017. This Contract includes a six-month automatic extension through December 31, 2017, in an amount not to exceed $419,725. FISCAL IMPACT: This Contract is funded 50% Federal Financial Participation; 50% Mental Health Realignment. (3% Cost of Living Adjustment [COLA]) (Rate increase) BACKGROUND: This Contract meets the social needs of County’s population by providing mental health day treatment for wards of the court to reduce the need for hospitalization. On October 6, 2015, the Board of Supervisors approved Novation Contract #24–773–20 (as amended by Contract Amendment Agreement #24-773-21) with Milhous Children’s Services, Inc. for the period from July 1, 2015 through June 30, 2016, which included a six-month automatic extension through December 31, 2016, for the provision of a day treatment program, TBS, and mental health services for Seriously Emotionally Disturbed (SED) adolescents and latency-age children at Milhous Treatment Ranch. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: E Suisala, M Wilhelm C.124 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #24–773–22 with Milhous Children’s Services, Inc. September 13, 2016 Contra Costa County Board of Supervisors 670 BACKGROUND: (CONT'D) Approval of Novation Contract #24–773–22 replaces the automatic extension under the prior Contract and allows the Contractor to continue providing services, through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, there will be fewer placement options for clients that require day treatment services. 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). September 13, 2016 Contra Costa County Board of Supervisors 671 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-341-70(5) with Bay Area Doctors Inc., a corporation, in an amount not to exceed $700,000, to provide Medi-Cal specialty mental health services for the period from July 1, 2016 through June 30, 2018. FISCAL IMPACT: This Contract is funded 50% Federal Medi-Cal funds and 50% State General Fund. (No rate increase) BACKGROUND: On September 9, 2014, the Board of Supervisors approved Contract #74-341-70(3), as amended by Administrative Amendment Agreement #74-341-70(5), with Bay Area Doctors Inc., for the provision Medi-Cal specialty mental health services, for the period from July 1, 2014 through June 30, 2016. Approval of Contract #74-341-70(5) will allow Contractor to continue providing, Medi-Cal specialty mental health services through June 30, 2018. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott , M Wilhelm C.125 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-341-70(5) with Bay Area Doctors Inc. September 13, 2016 Contra Costa County Board of Supervisors 672 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, services provided to Contra Costa Mental Health Plan Medi-Cal beneficiaries could be negatively impacted, including access to services, choice of providers, cultural competency, language capacity, geographical locations of service providers, and waiting lists. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 673 RECOMMENDATION(S): Approve and authorize the Purchasing Agent on behalf of the Health Services Department, to execute a Purchase Order with Direct Systems Support, in an amount not to exceed $196,895 for purchase of annual hardware maintenance support of the VMAX data storage system for the period of July 1, 2016 through June 30, 2017. FISCAL IMPACT: 100% Funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: Contra Costa Health Services utilizes the Contractor’s EMC VMAX system for storage of the Epic Electronic Health Record (EHR) system data. This purchase order is for renewal of the maintenance for the data storage. CONSEQUENCE OF NEGATIVE ACTION: Failure to renew maintenance support would directly impact patient care. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: David Runt, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Tasha Scott, Renee Nunez, M Wilhelm C.126 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Direct Systems Support Purchase Order September 13, 2016 Contra Costa County Board of Supervisors 674 RECOMMENDATION(S): Approve and authorize the Purchasing Agent on behalf of the Health Services Department, to execute a Purchase Order to Dimension Data in the amount of $191,025 for annual maintenance support of data storage and backup for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I budget. BACKGROUND: The Contra Costa Health Services Department uses the EMC Storage and Avamar backup system which holds data for the Epic Electronic Health Records (EHR) System. To successfully continue backing up and storing Epic data we are required to renew our annual maintenance support. CONSEQUENCE OF NEGATIVE ACTION: Failure to renew maintenance support would directly impact patient care. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: David Runt 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott, M Wilhelm C.127 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Dimension Data Purchase Order September 13, 2016 Contra Costa County Board of Supervisors 675 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-341-80(5) with Amarpreet Singh, M.D., (dba Allied Medical and Consultation Services, P.C.), a professional corporation, in an amount not to exceed $700,000, to provide Medi-Cal specialty mental health services, for the period from July 1, 2016 through June 30, 2018. FISCAL IMPACT: This Contract is funded 50% Federal Medi-Cal and 50% State General Fund. (Rate increase) BACKGROUND: On August 12, 2014, the Board of Supervisors approved Contract #74-341-80(3), as amended by Administrative Amendment Agreement #74-341-80(4), with Amarpreet Singh, M.D., (dba Allied Medical and Consultation Services, P.C.), to provide Medi-Cal specialty mental health services, for the period from July 1, 2014 through June 30, 2016. Approval of Contract #74-341-80(5) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott , M Wilhelm C.128 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-341-80(5) with Amarpreet Singh, M.D., (dba Allied Medical and Consultation Services, P.C.) September 13, 2016 Contra Costa County Board of Supervisors 676 BACKGROUND: (CONT'D) will allow Contractor to continue to provide Medi-Cal specialty mental health services through June 30, 2018. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, services provided to Contra Costa Mental Health Plan Medi-Cal beneficiaries could be negatively impacted including access to services, choice of providers, cultural competency, language capacity, geographical locations of service providers and waiting lists. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 677 RECOMMENDATION(S): Authorize the Purchasing Agent, on behalf of the Health Services Department, to purchase Safeway Gift Cards to use as incentives for consumer participation as allowed under Proposition 63, the Mental Health Services Act (MHSA), in the amount of $7,500 (500 cards at $15.00/each). FISCAL IMPACT: No County General Funds. 100% MHSA-Prop 63. BACKGROUND: Proposition 63, the Mental Health Services Act, was passed by voters on November 2, 2004. This proposition imposes an additional 1% tax on taxable personal income above $1 million to provide dedicated funding for expansion of mental health services and programs. Gift Cards are provided to mental health consumers and family members as an incentive for ongoing and meaningful participation and involvement as full partners in the MHSA planning processes, from the inception of the planning through implementation and evaluation of identified activities. State Department of Mental Health Letter Number 05-01 requires the participation of mental health consumers and family members in this process. Additionally, counties must continue to be engaged in ongoing community APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Tasha Scott, Lisa Cabral, M Wilhelm C.129 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Safeway Gift Cards for Consumer Input of the Mental Health Services Act September 13, 2016 Contra Costa County Board of Supervisors 678 BACKGROUND: (CONT'D) planning processes for MHSA annual plan updates and for any new MHSA plan. As such, in order to obtain broader stakeholder input, gift cards allow the county to provide a way to reward those mental health consumers and their family members who so willingly volunteer many hours to participate in the myriad MHSA planning processes. Gift cards enable the volunteer participants to cover the expenses of their transportation to/from planning meetings and also covers the expenses of their meals when they need to be away from home. The gift cards allow the county to relieve the financial burden of those volunteer mental health consumer and family members who may not have the extra funds to allow their participation. The gift cards will be administered in accordance with the requirements outlined in Administrative Bulletin #615. CONSEQUENCE OF NEGATIVE ACTION: If there are no incentives available, Consumer and Family member participation and involvement will decrease during the Community Program Planning Process, which is a required component for the MHSA Three-Year Program and Expenditure Plan. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 679 RECOMMENDATION(S): Approve and Authorize the Purchasing Agent, on behalf of the Health Services Department, to execute an amendment to the Purchase Order with Wright Medical Technology Inc. to add $90,000 for a new total payment limit of $189,000 for orthopedic implants and supplies to be used at the Contra Costa Regional Medical Center (CCRMC), with no change in the term of January 1, 2015 through January 31, 2017. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: Wright Medical Technology Inc. is a manufacturer and distributor of specialty Orthopedic implants and instrumentations that provides the Contra Costa Regional Medical Center Orthopedic Department with extremities implants and biologic bone grafts. The surgical staff prefers using Wright implants, so the additional expense associated with this amendment request should be offset by a corresponding decrease in the use of other suppliers. CONSEQUENCE OF NEGATIVE ACTION: If this Purchase Order is not approved the CCRMC will not be able to take care of the surgical needs of the general population of Contra Costa County. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anna Roth, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Tasha Scott, Crystal Grayson, M Wilhelm C.130 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Purchase Order Amendment to Wright Medical Technology, Inc. September 13, 2016 Contra Costa County Board of Supervisors 680 CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 681 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-525 with Center for Psychotherapy, a non-profit corporation, in an amount not to exceed $400,000, to provide mental health services, case management and crisis intervention for Seriously Emotionally Disturbed adolescents and latency-aged children, for the period from October 1, 2016 through June 30, 2017. This Contract includes a six-month automatic extension through December 31, 2017, in an amount not to exceed $200,000. FISCAL IMPACT: This Contract is funded 50% Federal Financial Participation; 50% Mental Health Realignment. BACKGROUND: This Contract meets the social needs of County’s population by providing mental health services for Seriously Emotionally Disturbed adolescents and latency-aged children Under Contract #74-525, the Contractor will provide mental health, case management and crisis intervention services to adolescents and latency-age children in East Contra Costa County, at its Center for Psychotherapy, through June 30, 2017. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: E Suisala, M Wilhelm C.131 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-525 with Center for Psychotherapy September 13, 2016 Contra Costa County Board of Supervisors 682 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, Seriously Emotionally Disturbed (SED) adolescents and latency-aged children will not receive mental health services. 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). September 13, 2016 Contra Costa County Board of Supervisors 683 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #74-405-6 with Lao Family Community Development, Inc., a non-profit corporation, in an amount not to exceed $175,024, to provide Mental Health Services Act (MHSA) Prevention and Early Intervention (PEI) services for the period from July 1, 2016 through June 30, 2017. This Contract includes a six-month automatic extension through December 31, 2017, in an amount not to exceed $87,512. FISCAL IMPACT: This Contract is funded 100% Mental Health Services Act. (3% Cost of Living Adjustment [COLA]) (Rate increase) BACKGROUND: This Contract meets the social needs of County’s population by providing comprehensive case management, educational workshops and support groups to Asian and South East Asian adults in order to provide outreach, education, and support to develop problem solving skills, and increase families emotional well-being and stability. On June 9, 2015, the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: E Suisala, M Wilhelm C.132 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #74-405-6 with Lao Family Community Development, Inc. September 13, 2016 Contra Costa County Board of Supervisors 684 BACKGROUND: (CONT'D) Board of Supervisors approved Novation Contract #74-405-5 with Lao Family Community Development, Inc., for the period from July 1, 2015 through June 30, 2016, which included a six-month automatic extension through December 31, 2016, for the provision of MHSA PEI services. Approval of Novation Contract #74-405-6 replaces the automatic extension under the prior Contract and allows the Contractor to continue providing services through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, County residents will have reduced access to PEI services provided under MHSA including outreach, education and support programs designed to increase family emotional well-being and stability. 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). September 13, 2016 Contra Costa County Board of Supervisors 685 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #74-398-6 with Asian Community Mental Health Board, a non-profit corporation, in an amount not to exceed $133,900, to provide Mental Health Services Act (MHSA) Prevention and Early Intervention (PEI) services for the period from July 1, 2016 through June 30, 2017. This Contract includes a six-month automatic extension through December 31, 2017, in an amount not to exceed $66,950. FISCAL IMPACT: This Contract is funded 100% Mental Health Services Act. (3% Cost of Living Adjustment [COLA] (Rate increase) BACKGROUND: This Contract meets the social needs of County’s population by providing comprehensive and culturally-sensitive and appropriate education and access to Mental Health Services for immigrant communities, including the Southeast Asian and Chinese population of Contra Costa County. On July 7, 2015, the Board of Supervisors approved Novation Contract #74-398-5 with Asian Community Mental Health Board, for the provision of MHSA PEI services, for the period from July 1, 2015 through June 30, 2016, which included a six-month automatic extension through December 31, 2016,. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: E Suisala, M Wilhelm C.133 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #74-398-6 with Asian Community Mental Health Board September 13, 2016 Contra Costa County Board of Supervisors 686 BACKGROUND: (CONT'D) Approval of Novation Contract #74-398-6 replaces the automatic extension under the prior Contract and allows the Contractor to continue providing services through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, immigrant communities, including Southeast Asian and Chinese populations, will have reduced access to culturally and linguistically appropriate mental health services provided through Contractor’s MHSA PEI program. CHILDREN'S IMPACT STATEMENT: This MHSA PEI program supports the following Board of Supervisors’ community outcomes: “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 increases in social connectedness, communication skills, parenting skills, and knowledge of the human service system in Contra Costa County. September 13, 2016 Contra Costa County Board of Supervisors 687 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Novation Contract #24-710-3 with Youth Homes Incorporated, a non-profit corporation, in an amount not to exceed $2,064,000, to provide a Mental Health Services Act (MHSA) Full Service Partnership (FSP) for transitional age youth who are experiencing mental illness, for the period from July 1, 2016 through June 30, 2019. FISCAL IMPACT: This Contract is funded 57% Mental Health Services Act; 43% by Federal Financial Participation. (Rate increase) BACKGROUND: This Contract meets the social needs of County’s population by providing a comprehensive range of services and supports, including intensive individualized mental health services to transitional aged youth who are experiencing serious mental illness, likely to exhibit co-occurring disorders, and from underserved populations. On July 21, 2015, the Board of Supervisors approved Contract #24-710-2 APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: E Suisala, M Wilhelm C.134 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Novation Contract #24-710-3 with Youth Homes Incorporated September 13, 2016 Contra Costa County Board of Supervisors 688 BACKGROUND: (CONT'D) with Youth Homes Incorporated, for the provision of a MHSA funded FSP for transitional age youth, for the period from July 1, 2015 through June 30, 2016, which included a six-month automatic extension through December 31, 2016. Approval of Novation Contract #24-710-3 replaces the automatic extension under the prior Contract and allows Contractor to continue providing services through June 30, 2019. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, transitional-aged youth in Contra Costa County will not have access to Contractor’s mental health services, leading to reduced levels of service to the community and potential placement in higher levels of care. 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). September 13, 2016 Contra Costa County Board of Supervisors 689 RECOMMENDATION(S): Approve and authorize the Purchasing Agent, on behalf of the Health Services Department, to execute a Purchase Order with Bay Cities Produce Company, Inc. in an amount not to exceed $280,000 for the purchase of whole and processed fresh fruits and vegetables for the Contra Costa Regional Medical Center (CCRMC) for the period July 1, 2016 through June 30, 2018. FISCAL IMPACT: 100% funding is included in the Hospital Enterprise Fund I Budget. BACKGROUND: Fresh fruits and vegetables are required to prepare meals that meet American Dietetic Association (ADA) requirements for balanced nutrition for the patients of the CCMRC. Bay Cities Produce Company, Inc. has been working with local farms and the Brentwood Agricultural Land Trust to certify and purchase from local farmers. They operate their own processing plant which meets all government and Hazard Analysis and Critical Control Points (HACCP) requirements. This allows the CCRMC to purchase locally grown products that are guaranteed to be safe and fulfill the mandate from the Contra Costa Board of Supervisors to purchase as much local produce as possible. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Anna Roth, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: T Scott, M Wilhelm, Margaret Harris C.135 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Blanket Purchase Order with Bay Cities Produce Company, Inc September 13, 2016 Contra Costa County Board of Supervisors 690 CONSEQUENCE OF NEGATIVE ACTION: If this Purchase Order is not approved the CCRMC will not be able to meet ADA requirements for balanced nutrition for its patients. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 691 RECOMMENDATION(S): APPROVE and AUTHORIZE the County Counsel, or designee, to execute, on behalf of Contra Costa County, a contract for specialized professional services with Hanson Bridgett LLP. FISCAL IMPACT: Provision for outside legal services is included in the appropriate FY 2016/2017 department operating budgets. Costs and payments are administered by the County Administrator's and County Counsel's Offices. BACKGROUND: From time to time, the County requires specialized expertise in the areas of income tax, employee benefits law, and litigation. Hanson Bridgett LLP has specialists in income tax and employee benefits law, including Judy Boyette, and can provide services needed in these areas in an efficient and cost-effective manner. Ms. Boyette has represented the County and other public agencies on tax and benefits issues for many years. The firm also has specialists in litigation, including Ray Lynch, who previously successfully represented the County in Ben Best v. Board of Retirement of the Contra Costa County Employee's Retirement Association, County of Contra Costa, et al., and who currently represents the County in Retiree Support Group of Contra Costa County v. Contra Costa County. The County Administrator's Office and the County Counsel believe that the continued services of Hanson, Bridgett, LLP will be of assistance to the County Counsel's Office in defending the County against legal challenges. This contract will supersede all previous agreements between the parties. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Mary Ann Mason, Chief Assistant County Counsel, 925 335-1821 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Mary Ann Mason, Chief Assistant County Counsel, County Administrator, Auditor-Controller, Hanson Bridgett LLP (via County Counsel) C.136 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:September 13, 2016 Contra Costa County Subject:Contract for Specialized Professional Services September 13, 2016 Contra Costa County Board of Supervisors 692 CONSEQUENCE OF NEGATIVE ACTION: Potential delay in advice on tax and benefit issues and less efficient defense of challenges to County programs. September 13, 2016 Contra Costa County Board of Supervisors 693 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-365-7 with Jee Hyun Guss, M.D., an individual, in an amount not to exceed $274,400 to provide outpatient psychiatric care to adults in Central County, for the period from September 1, 2016 through August 31, 2017. FISCAL IMPACT: This Contract is funded 100% Mental Health Realignment. (No rate increase) BACKGROUND: On June 16, 2015, the Board of Supervisors approved Contract #74-365-6 with Jee Hyun Guss, M.D., to provide outpatient psychiatric care services, including, but not limited to, diagnosing, counseling, evaluating, medical and therapeutic treatment, and consulting and training in medical and therapeutic matters to adults in Central Contra Costa County, for the period from September 1, 2015 through August 31, 2016. Approval APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan, M Wilhelm C.137 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74-365-7 with Jee Hyun Guss, M.D. September 13, 2016 Contra Costa County Board of Supervisors 694 BACKGROUND: (CONT'D) of Contract #74-365-7 will allow the Contractor to continue to provide outpatient psychiatric care through August 31, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, County clients will not have access to Contractor’s outpatient psychiatric care services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 695 RECOMMENDATION(S): Approve and authorize the Health Services Director or his designee, to execute, on behalf of the County, Contract #26-875-27 with Paul H. Kwok, D.O., an individual, in an amount not to exceed $1,410,000 to provide anesthesiology services at Contra Costa Regional Medical Center and Contra Costa Health Centers (CCRMC), for the period from October 1, 2016 through September 30, 2019. FISCAL IMPACT: This Contract is funded 100% Hospital Enterprise Fund I. (No rate increase) BACKGROUND: On October 15, 2013, the Board of Supervisors approved Contract #26-875-24 (as amended by Amendment Agreements #26-875-25 and #26-875-26) with Paul H. Kwok, D.O., for the provision of anesthesiology services including, but not limited to: consultation, training, medical procedures and on-call coverage for the General, Obstetric, Intensive Care, and Radiology Units at CCRMC, for the period October 1, 2013 through September 30, 2016. Approval of Contract #26-875-27 will allow the Contractor to continue to provide anesthesiology services at CCRMC, through September 30, 2019. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: K Cyr, M Wilhelm C.138 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #26-875-27 with Paul H. Kwok, D.O. September 13, 2016 Contra Costa County Board of Supervisors 696 CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, patients requiring anesthesiology services will not have access to Contractor’s services. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 697 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Contract #74-174-24 with Bi-Bett, a non-profit corporation, in an amount not to exceed $2,864,512, to provide substance abuse prevention, treatment, and testing services, for the period from July 1, 2016 through June 30, 2017. FISCAL IMPACT: This Contract is funded 86% Substance Abuse Treatment and Prevention Block Grant; 5% California Work Opportunities and Responsibility to Kids, 8% Assembly Bill 109 and 1% Behavioral Health Court Second Chance Act. (No rate Increase) BACKGROUND: This Contract meets the social needs of County’s population by providing specialized substance abuse treatment services so that men and women, including women with children, are provided an opportunity to achieve and APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Belon 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: D Morgan , M Wilhelm C.139 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Contract #74–174–24 with Bi-Bett September 13, 2016 Contra Costa County Board of Supervisors 698 BACKGROUND: (CONT'D) maintain sobriety and to experience the associated benefits of self-sufficiency, family reunification, cessation of criminal activity and productive engagement in the community. On July 21, 2015, the Board of Supervisors approved Contract #74–174–21 (as amended by Amendment Agreement #74-174-22) with Bi-Bett for the period from July 1, 2015 through June 30, 2016, for the provision of substance abuse treatment services for County residents. Approval of Contract #74-174-24 will allow the Contractor to continue providing services through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, persons referred through the Drug Court, pregnant women, and other County clients will not receive drug abuse prevention, treatment, and testing services from this contractor. CHILDREN'S IMPACT STATEMENT: This Alcohol and Drug Abuse prevention program supports the Board of Supervisors’ “Families that are Safe, Stable, and Nurturing” and “Communities that are Safe and Provide a High Quality of Life for Children and Families” community outcomes by providing individual, group, and family counseling; substance abuse education; rehabilitation support services; and substance abuse prevention services. Expected outcomes include increased knowledge about the impact of addiction; decreased use of alcohol, tobacco and other drugs; increased use of community-based resources; and increased school and community support for youth and parents in recovery. September 13, 2016 Contra Costa County Board of Supervisors 699 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with McHale's Environmental Insulation, Inc. (Contract #C47732) to increase the payment limit by $100,000 to a new payment limit of $300,000, with no change to the contract term of July 1, 2014 through December 31, 2017, to purchase equipment and services needed to provide home weatherization services, including insulation services, to low income residents throughout Contra Costa County. FISCAL IMPACT: One hundred percent of the increased payment limit ($100,000) is fully reimbursable through contracts with the State of California Department of Community Services and Development to expend various state and federal grant funds for a variety of weatherization projects throughout the County. BACKGROUND: The Department of Conservation and Development (DCD) has partnered with the Employment and Human Services Department (EHSD) for the past twenty years to provide energy saving home improvements to low income families throughout unincorporated Contra Costa County, as well as the nineteen cities in the County through the Weatherization Program. This funding is provided by state and federal grant programs including, but not limited to, the Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), the Department of Energy (DOE), and the Cap and Trade Auction Funds for the Low Income Weatherization Program (LIWP) to reduce Greenhouse Gas Emissions. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Laura Glass 925-674-7834 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.140 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:McHale's Insulation - Weatherization Contract September 13, 2016 Contra Costa County Board of Supervisors 700 BACKGROUND: (CONT'D) With these grants, the Weatherization Program may provide homes with various services and equipment, including hot water heaters, furnaces, refrigerators, microwaves, doors, windows, LED (light emitting diode) light bulbs, LED night lights, Tier 2 advanced power strips, occupancy sensors, weather-stripping, ceiling fans, and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. McHale's Environmental Insulation, Inc. will install insulation to low income households through the Weatherization Program. This service is required by the contract between the County and the State Department of Community Services and Development. The increase in the budget is needed to provide additional services. Under its grant funding contract, the Weatherization Program is required to meet minimum unit production goals (number of homes weatherized) by the end of its grant contract term, July 31, 2017. This contract will allow the Weatherization Program to have ready access to ceiling, wall and under-floor insulation to weatherize homes and meet production goals. McHale's Environmental Insulation, Inc. is the vendor that was selected to provide the program with insulation installation services as needed. McHale's Environmental Insulation, Inc. was selected through a competitive bidding process, working closely with the Purchasing Division of the Public Works Department and following the County's established procurement procedures. CONSEQUENCE OF NEGATIVE ACTION: Failure to receive Board approval would prevent the installation of insulation needed to provide homes with the mandatory weatherization services. Failure to maintain the required production goals may result in the State reallocating our share of funding to other counties and could jeopardize our future funding. CHILDREN'S IMPACT STATEMENT: Approval of this item will enable the Weatherization Program to purchase materials necessary to provide home energy efficiency improvements to low-income families, which reduces living expenses and improves comfort and quality of life for children residing in the households served. This supports outcomes #3 and #5 established in the children's report card: 3) Families are economically self-sufficient; and 5) Families are safe, stable and nurturing. ATTACHMENTS September 13, 2016 Contra Costa County Board of Supervisors 701 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with East County Glass & Window, Inc. (Contract #C47733), to extend the term from December 31, 2016 through December 31, 2017 with no change to payment limit of $200,000, to provide home weatherization services, including doors and windows, to low income residents throughout Contra Costa County. FISCAL IMPACT: The payment limit is fully reimbursable through contracts with the State of California Department of Community Services and Development to expend various state and federal grant funds for a variety of weatherization projects throughout the county. BACKGROUND: The Department of Conservation and Development (DCD) has partnered with the Employment and Human Services Department (EHSD) for the past twenty years to provide energy saving home improvements to low income families throughout unincorporated Contra Costa County, as well as the nineteen cities in the County through the Weatherization Program. This funding is provided by state and federal grant programs including, but not limited to, the Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), the Department of Energy (DOE), and the Cap and Trade Auction Funds for the Low Income Weatherization Program (LIWP) to reduce Greenhouse Gas Emissions. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Laura Glass 925-674-7834 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.141 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:East County Glass - Weatherization Contract September 13, 2016 Contra Costa County Board of Supervisors 702 BACKGROUND: (CONT'D) With these grants, the Weatherization Program may provide homes with hot water heaters, furnaces, refrigerators, microwaves, doors, windows, LED (light emitting diode) light bulbs, LED night lights, Tier 2 advanced power strips, occupancy sensors, weather-stripping, ceiling fans, and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. East County Glass & Window, Inc., will install windows and sliding glass doors to low income households through the Weatherization Program. This service is required by the contract between the County and the State Department of Community Services and Development. The extension of term is needed to continue to provide this service for another year. Under its grant funding contract, the Weatherization Program is required to meet minimum unit production goals (number of homes weatherized) by the end of its grant contract term, July 31, 2017. This contract will allow the Weatherization Program to have ready access to glass, windows, and sliding glass doors to weatherize homes and meet production goals. East County Glass & Window, Inc., is the vendor that was selected to install the program with windows, and sliding glass doors services as needed. East County Glass & Window, Inc., was selected through a competitive bidding process, working closely with the Purchasing Division of the Public Works Department and following the County's established procurement procedures. CONSEQUENCE OF NEGATIVE ACTION: Failure to receive Board approval would prevent the installation of glass, windows, and sliding glass doors needed to provide homes with the mandatory weatherization services. Failure to maintain the required production goals may result in the State reallocating our share of funding to other counties and could jeopardize our future funding. CHILDREN'S IMPACT STATEMENT: Approval of this item will enable the Weatherization Program to purchase materials necessary to provide home energy efficiency improvements to low-income families, which reduces living expenses and improves comfort and quality of life for children residing in the households served. This supports outcomes #3 and #5 established in the children's report card: 3) Families are economically self-sufficient; and 5) Families are safe, stable and nurturing. ATTACHMENTS September 13, 2016 Contra Costa County Board of Supervisors 703 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Robert Gurule (dba Water HeatersExpress), to extend the term from July 31, 2016 through July 31, 2017 with no change to payment limit of $200,000, to provide home weatherization services, including water heater services, to low income residents throughout Contra Costa County. FISCAL IMPACT: The payment limit is fully reimbursable through contracts with the State of California Department of Community Services and Development to expend various state and federal grant funds for a variety of weatherization projects throughout the County. BACKGROUND: The Department of Conservation and Development (DCD) has partnered with the Employment and Human Services Department (EHSD) for the past twenty years to provide energy saving home improvements to low income families throughout unincorporated Contra Costa County, as well as the nineteen cities in the County through the Weatherization Program. This funding is provided by state and federal grant programs including, but not limited to, the Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), the Department of Energy (DOE), and the Cap and Trade Auction Funds for the Low Income Weatherization Program (LIWP) to reduce Greenhouse Gas Emissions. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Laura Glass 925-674-7834 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.142 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Water Heaters Express C47537 - Weatherization Contract September 13, 2016 Contra Costa County Board of Supervisors 704 BACKGROUND: (CONT'D) With these grants, the Weatherization Program may provide homes with hot water heaters, furnaces, refrigerators, microwaves, doors, windows, LED (light emitting diode) light bulbs, LED night lights, Tier 2 advanced power strips, occupancy sensors, weather-stripping, ceiling fans, and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. Water Heaters Express will install and repair water heaters in low income households through the Weatherization Program. This service is required by the contract between the County and the State Department of Community Services and Development. The increase in the term is needed to continue to provide this service for another year. Under its grant funding contract, the Weatherization Program is required to meet minimum unit production goals (number of homes weatherized) by the end of its grant contract term, July 31, 2017. This contract will allow the Weatherization Program to have ready access to ceiling, wall and under-floor insulation to weatherize homes and meet production goals. Water Heaters Express is the vendor that was selected to provide the program with water heater and repair installation services as needed. Water Heaters Express was selected through a competitive bidding process, working closely with the Purchasing Division of the Public Works Department and following the County's established procurement procedures. CONSEQUENCE OF NEGATIVE ACTION: Failure to receive Board approval would prevent the installation of water heaters needed to provide homes with the mandatory weatherization services. Failure to maintain the required production goals may result in the State reallocating our share of funding to other counties and could jeopardize our future funding. CHILDREN'S IMPACT STATEMENT: Approval of this item will enable the Weatherization Program to purchase materials necessary to provide home energy efficiency improvements to low-income families, which reduces living expenses and improves comfort and quality of life for children residing in the households served. This supports outcomes #3 and #5 established in the children's report card: 3) Families are economically self-sufficient; and 5) Families are safe, stable and nurturing. ATTACHMENTS September 13, 2016 Contra Costa County Board of Supervisors 705 RECOMMENDATION(S): APPROVE and AUTHORIZE the Sheriff-Coroner, or designee to execute a contract amendment with O3, Inc., to increase the payment limit by $30,000 to a new payment limit of $60,000 to provide the Emergency Services Unit with additional unforeseen software and services support for WebEOC with no change in term. FISCAL IMPACT: 100% County General Fund; Budgeted. BACKGROUND: The State adopted WebEOC as its standard for emergency management software. As such, counties were expected to use the software in order to communicate with the State in the event of emergencies. Contra Costa County licenses the software from ESI Acquisition, Inc. but needs assistance with customization, maintenance, and training. The purpose of this contract is for the contractor, O3, Inc., to maintain WebEOC on the County’s computer server; to develop web applications (add-ons) to enhance the usability of the software; to provide training for the County and its partners; and to provide support in the event of either an emergency or computer/software problems. The contract includes a provision APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.143 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Emergency Services Software Support September 13, 2016 Contra Costa County Board of Supervisors 706 BACKGROUND: (CONT'D) obligating the County to indemnify O3, Inc. for claims arising out of the negligence of the County in performing its agreements with the software licensor, ESI Aquisition, Inc. CONSEQUENCE OF NEGATIVE ACTION: If a negative action is recommended on this contract, training for the County and its partners is not likely not happen; and necessary support in the event of either an emergency or computer/software problems will not be readily available. CHILDREN'S IMPACT STATEMENT: No impact. September 13, 2016 Contra Costa County Board of Supervisors 707 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract with the Contra Costa Centre Association in an amount not to exceed $281,000 to provide transportation demand management services for the Contra Costa Centre area, for the period July 1, 2016 through June 30, 2017. FISCAL IMPACT: No impact to the County General Fund. 100% County Service Area M-31 funds. The commercial property owners at Contra Costa Centre voted to approve the formation of County Service Area M-31 to fund County-mandated transportation demand management services in the area. BACKGROUND: Contra Costa County (County) has required a Transportation Demand Management (TDM) program for the Contra Costa Centre area since 1986 to encourage the use of alternative modes of transportation by station area employees in order to mitigate the traffic impacts resulting from the development of the area. The County has entered an agreement with the Contra Costa Centre Association to manage the TDM program for the Contra Costa Centre area each year since 1990. The property owners in Contra Costa Centre area have approved establishment of a County Service Area with an annual assessment to fund the TDM program. The program offers commute alternative service to BART station area employees. While there is no mandate requiring participation by employers or any penalty for non-participation, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Maureen Toms (925) 674-7878 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.144 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Transportation Demand Management Program – Contra Costa Centre Association September 13, 2016 Contra Costa County Board of Supervisors 708 BACKGROUND: (CONT'D) there has been high participation in the program by both employers and employees. The TDM program goals of achieving over 30% of the area employees travel to work via alternative modes (transit, carpool, van-pools, bicycle, walk, telecommute, etc.) have consistently been met. The project agreement covers a 12-month period from July 1, 2016 to June 30, 2017. It funds the operation of van-pools and a noon-time shuttle service to nearby commercial areas, Segway (two wheeled self-balancing personal transport) and bicycle services, on-site transit ticket sales, and marketing and management of a variety of transit subsidy and incentive programs. CONSEQUENCE OF NEGATIVE ACTION: The Contra Costa Centre Association members who have paid an annual assessment for transportation demand management services would be unable to provide them through this contract. ATTACHMENTS September 13, 2016 Contra Costa County Board of Supervisors 709 RECOMMENDATION(S): APPROVE and AUTHORIZE the Director of Child Support Services, or designee, to execute a contract with Robert Half International, Inc., in an amount not to exceed $76,000 to provide information technology (IT) professional staff on a temporary basis for the period July 1, 2016 through September 30, 2016. FISCAL IMPACT: This cost would be funded by 66% Federal, 34% State allocations. This expense is a zero cost to the County General Fund. BACKGROUND: The Department of Child Support Services (DCSS) is in need of information technology (IT) professional staff on a temporary basis to cover vacant positions while the Department is actively recruiting permanent IT professionals. Temporary appointments will be for a specific, predetermined period of time. CONSEQUENCE OF NEGATIVE ACTION: The DCSS will be unable to provide timely IT services. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Sarah Bunnell, 313-4433 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.145 To:Board of Supervisors From:Linda Dippel, Child Support Services Director Date:September 13, 2016 Contra Costa County Subject:Contract with Robert Half for Tempoary Help for IT Support September 13, 2016 Contra Costa County Board of Supervisors 710 CHILDREN'S IMPACT STATEMENT: Approval of this action will help IT services in support of children. September 13, 2016 Contra Costa County Board of Supervisors 711 RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of Employment and Human Services Department director, a purchase order renewal with Quidsi, Inc. in an amount not to exceed $200,000 for blanket purchase order #47378 to procure infant/toddler related childcare products for use at County-operated childcare centers for the period July 1, 2016 through June 30, 2019. FISCAL IMPACT: $200,000: 100% Federal BACKGROUND: The Employment and Human Services Department, Community Services Bureau, regularly purchases childcare products, including diapers, wipes, baby food and formula as well as related baby supplies to be utilized at County child care centers. This board order seeks to renew a purchase order with Quidsi, Inc. to allow the continued provision of these goods for the period July 1, 2016 through June 30, 2019. CONSEQUENCE OF NEGATIVE ACTION: County child care centers would lack necessary infant/child related child care products. CHILDREN'S IMPACT STATEMENT: Not applicable APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Elaine Burres, 313-1717 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Jagjit Bhambra, Ressie Dayco, Eric Pormento C.146 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:Renew Purchase Order 47378 with Quidsi, Inc. September 13, 2016 Contra Costa County Board of Supervisors 712 ATTACHMENTS Quidsi Purchase Order September 13, 2016 Contra Costa County Board of Supervisors 713 September 13, 2016 Contra Costa County Board of Supervisors 714 September 13, 2016 Contra Costa County Board of Supervisors 715 September 13, 2016 Contra Costa County Board of Supervisors 716 September 13, 2016 Contra Costa County Board of Supervisors 717 September 13, 2016 Contra Costa County Board of Supervisors 718 September 13, 2016 Contra Costa County Board of Supervisors 719 RECOMMENDATION(S): APPROVE and AUTHORIZE the Fire Chief, Crockett-Carquinez Fire Protection District, or designee, to execute a purchase order with HME Inc. in an amount not to exceed $340,000 for the purchase of a new fire engine as a replacement to the current unit first deployed in 1983. FISCAL IMPACT: $340,000, 100% Crockett-Carquinez Fire Protection District property tax revenue. BACKGROUND: The Crockett-Carquinez Fire Protection District is in need of a fire engine to replace existing apparatus first deployed in 1983 (33 years ago). In recent years, that engine has become too costly to maintain and is unreliable. Maintenance to the engine has become increasingly difficult due to the obsolescence of parts. The District has researched options and identified that the HME Ahrens-Fox Model 34e Type III fire engine is the most appropriate apparatus to acquire as a replacement. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jerry Littleton, Fire Chief, 510-787-2717 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.147 To:Crockett/Carquinez Fire Protection District Board of Directors From:Gerald Littleton, Jr., Fire Chief, Crockett-Carquinez Fire Protection District Date:September 13, 2016 Contra Costa County Subject:Crockett-Carquinez FPD Engine Replacement September 13, 2016 Contra Costa County Board of Supervisors 720 CONSEQUENCE OF NEGATIVE ACTION: The District will continue to make use of the current engine, which has consistent mechanical difficulties and has been averaging close to $10,000 annually in maintenance costs. CHILDREN'S IMPACT STATEMENT: No impact. September 13, 2016 Contra Costa County Board of Supervisors 721 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Ambient Air, LLC (Contract # C49628), to increase the payment limit by $100,000 to a new payment limit of $300,000 to provide home weatherization equipment and services, including heating system services to low income residents throughout Contra Costa County, with no change to the original contract period of December 1, 2015 through July 31, 2017. FISCAL IMPACT: The additional purchase amount ($100,000) is fully reimbursable through contracts with the State of California Department of Community Services and Development to expend various State and federal grant funds for a variety of weatherization projects throughout the county. BACKGROUND: The Department of Conservation and Development (DCD) has partnered with the Employment and Human Services Department (EHSD) for the past 20 years to provide energy saving home improvements to low income families throughout unincorporated Contra Costa County, as well as the 19 cities in the county. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Laura Glass 925-674-7834 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.148 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Weatherization Contract - Ambient Air C49628 September 13, 2016 Contra Costa County Board of Supervisors 722 BACKGROUND: (CONT'D) This funding is provided by State and federal grant programs including, but not limited to, the Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), the Department of Energy (DOE), and the Cap and Trade Auction Funds for the Low Income Weatherization Program (LIWP) to reduce Greenhouse Gas Emissions. With these grants, the Weatherization Program may provide homes with equipment and services such as hot water heaters, furnaces, refrigerators, microwaves, doors, windows, LED (light emitting diode) light bulbs, LED night lights, Tier 2 advanced power strips, occupancy sensors, weather-stripping, ceiling fans, and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. Ambient Air, LLC, will repair, replace or provide heating systems to low income households through the weatherization program. This service is required by the contract between the County and the State Department of Community Services and Development. The increase in the budget is needed to provide additional service. Under its grant funding contract, the Weatherization Program is required to meet minimum unit production goals (number of homes weatherized) by the end of its grant contract term, July 31, 2017. Failure to maintain the required production goals may result in the State reallocating our share of funding to other counties and could jeopardize our future funding. These contracts will allow the Weatherization Program to have ready access to heaters and other necessary supplies and equipment to weatherize homes and meet production goals. CONSEQUENCE OF NEGATIVE ACTION: The purchase of replacement of heating systems, repairs to these systems and other services necessary to implement the Weatherization Program would not occur. CHILDREN'S IMPACT STATEMENT: Approval of this item will enable the Weatherization Program replace or repair heaters that improve health, safety, comfort and quality of life for children residing in the households served. This supports outcomes #3 and #5 established in the children's report card: 3) Families are economically self-sufficient; and 5) Families are safe, stable and nurturing. September 13, 2016 Contra Costa County Board of Supervisors 723 RECOMMENDATION(S): APPROVE and AUTHORIZE the Conservation and Development Director, or designee, to execute a contract amendment with Ambient Air, LLC (Contract # C49622) to increase the payment limit by $105,000 to a new payment limit of $200,000, with no change to the original contract period of August 1, 2015 through July 31, 2017, to purchase items and/or services needed to provide home weatherization, including air conditioning services, to low income residents throughout Contra Costa County. FISCAL IMPACT: The additional purchase amount ($105,000) is fully reimbursable through contracts with the State of California Department of Community Services and Development to expend various State and federal grant funds for a variety of weatherization projects throughout the county. BACKGROUND: The Department of Conservation and Development (DCD) has partnered with the Employment and Human Services Department (EHSD) for the past 20 years to provide energy saving home improvements to low income families throughout unincorporated Contra Costa County, as well as the 19 cities in the county. This funding is provided by State and federal grant programs including, but not limited to, the Low Income Home Energy Assistance Program (LIHEAP), the Energy Crisis Intervention Program (ECIP), the Department of Energy (DOE), and the Cap and Trade Auction Funds for the Low Income Weatherization Program (LIWP) to reduce Greenhouse Gas Emissions. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Laura Glass 925-674-7834 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C.149 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Weatherization Contract - Ambient Air C49622 September 13, 2016 Contra Costa County Board of Supervisors 724 BACKGROUND: (CONT'D) With these grants, the Weatherization Program may provide homes with equipment and services such as hot water heaters, furnaces, refrigerators, microwaves, doors, windows, LED (light emitting diode) light bulbs, LED night lights, Tier 2 advanced power strips, occupancy sensors, weather-stripping, ceiling fans, air conditioning and attic insulation. Homes receive a blower door test (a diagnostic tool to locate and correct air infiltration), and homes with gas appliances receive a combustion appliance safety test that checks for carbon monoxide gas leakage. Homes with gas appliances are provided with a carbon monoxide alarm. Ambient Air, LLC, will repair, replace or provide air conditioning systems to low income households through the weatherization program. This service is required by the contract between the County and the State Department of Community Services and Development. The increase in the budget is needed to provide additional service. Under its grant funding contract, the Weatherization Program is required to meet minimum unit production goals (number of homes weatherized) by the end of its grant contract term, July 31, 2017. This contract will allow the Weatherization Program to have ready access to air conditioning and other necessary supplies and equipment to weatherize homes and meet production goals. CONSEQUENCE OF NEGATIVE ACTION: The purchase of replacement of air condition systems, repairs to these systems and other services necessary to implement the Weatherization Program would not occur. Failure to maintain the required production goals may result in the State reallocating our share of funding to other counties and could jeopardize our future funding. CHILDREN'S IMPACT STATEMENT: Approval of this item will enable the Weatherization Program to purchase materials necessary to provide home energy efficiency improvements to low-income families, which reduces living expenses and improves comfort and quality of life for children residing in the households served. This supports outcomes #3 and #5 established in the children's report card: 3) Families are economically self-sufficient; and 5) Families are safe, stable and nurturing. September 13, 2016 Contra Costa County Board of Supervisors 725 RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Sheriff-Coroner, a purchase order with Adamson Police Products in the amount of $850,000 for the purchase of ammunition, tactical & protective gear and clothing and other products for the period of October 1, 2016 through September 30, 2018. FISCAL IMPACT: $850,000. 100% County General Fund; Budgeted in Fiscal Year 2016/17. BACKGROUND: Adamson Police Products has a long history of providing quality products as well as exceptional customer service to the Office of the Sheriff. This purchase order ensures that the purchase of ammunition for the different divisions, as well as other products for the Training Division, is integrated and coordinated by the Training Division to guarantee uniform pricing and inventory control. CONSEQUENCE OF NEGATIVE ACTION: The Sheriff's Office will not have a vendor to purchase ammunition, tactical & protective gear and clothing. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Liz Arbuckle, 925-335-1529 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Liz Arbuckle, Heike Anderson, Tim Ewell C.150 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Purchase Order - Adamson Police Products September 13, 2016 Contra Costa County Board of Supervisors 726 CHILDREN'S IMPACT STATEMENT: No impact. September 13, 2016 Contra Costa County Board of Supervisors 727 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract including modified indemnification language with First Baptist Church of Pittsburg, in an amount not to exceed $917,908, to provide State Preschool, Pre-kindergarten Literacy and Early Head Start Program services, for the period July 1, 2016 through June 30, 2017. FISCAL IMPACT: $67,200 (7%) in Federal funds / CFDA #93.600 Administration for Children & Families $850,708 (93%) in State funds California Department of Education BACKGROUND: Contra Costa County receives funds from the Administration for Children and Families (ACF) to provide Head Start and Early APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB 681-6346 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Ericka Ramirez, Ressie Dayco, Haydee Ilan, Cassandra Youngblood C.151 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2016-17 First Baptist Church Kids' Castle and E. Leland childcare contract September 13, 2016 Contra Costa County Board of Supervisors 728 BACKGROUND: (CONT'D) Head Start services to program eligible County residents. Contra Costa also receives funds from California Department of Education (CDE) to provide State Preschool services to program eligible County residents. The State requires an indemnification clause with County subcontractors wherein the subcontractor holds harmless the State and its officers for any losses. In order to provide a wider distribution of services to County residents, the Department contracts with a number of community-based organizations. Approval of this contract will allow the provision of vital preschool and childcare services to program eligible children in East Contra Costa County. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not be able to more widely distribute childcare availability through partnership with community based agencies. 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. September 13, 2016 Contra Costa County Board of Supervisors 729 RECOMMENDATION(S): APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract including modified indemnification language with First Baptist Church of Pittsburg, California, in an amount not to exceed $1,386,406 to provide childcare services at Fairgrounds Children’s Center, for the period July 1, 2016 through June 30, 2017. FISCAL IMPACT: $306,118 (22%) Federal funds / CFDA # 93.600 Administration for Children and Families $1,080,288 (78%) State funds California Department of Education / Child Development APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: CSB (925) 681-6346 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: Ericka Ramirez, Ressie Dayco, Haydee Ilan, Cassandra Youngblood C.152 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:September 13, 2016 Contra Costa County Subject:2016-17 Fairgrounds Center Childcare Services Operation September 13, 2016 Contra Costa County Board of Supervisors 730 BACKGROUND: On September 25, 2007 the Board approved the award of the operation of childcare services at the County-owned facility, Fairgrounds Children’s Center, as a result of a Request for Proposal (RFP). First Baptist Church of Pittsburg was the successful respondent to the RFP. The first nine (9) months of the contract was approved by the Board on the above date, and the contract has been renewed annually since. This board order renews the contract for the 2016-17 program year. Contra Costa County receives funds from the Administration for Children and Families (ACF) to provide Head Start program services to program eligible County residents. County also receives funds from the California Department of Education (CDE) Child Development program for State Preschool and General Childcare and Development program services. The State requires an indemnification clause with County subcontractors wherein the subcontractor holds harmless the State and its officers for any losses. Approval of this board order allows the continued provision of the following services at Fairgrounds Children’s Center, for the period July 1, 2016 through June 30, 2017. CONSEQUENCE OF NEGATIVE ACTION: If not approved, County will not be able to more widely distribute childcare availability through partnership with community based agencies. 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. September 13, 2016 Contra Costa County Board of Supervisors 731 RECOMMENDATION(S): RECEIVE the Mid-Year Public Input Report on the Integrated Pest Management (IPM) Program. FISCAL IMPACT: None. BACKGROUND: The Board of Supervisors adopted an Integrated Pest Management (IPM) Policy in November 2002. The Board adopted the policy in response to a report published in March 2001 by the County’s Public and Environmental Health Advisory Board. An Integrated Pest Management Task Force was established to look at the County’s use of pesticides and ways of reducing them through the use of IPM. In January 2009, an IPM Coordinator was hired and in November 2009, the Task Force was dissolved and the IPM Advisory Committee was formed to take its place. The annual IPM report typically includes updates on legislation, the accomplishments of the IPM Programs, IPM Task Force, and the IPM Coordinator, and lists the priorities for each for the following year. At the Transportation, Water and Infrastructure Committee (TWIC) meeting on July 14, 2016, the IPM Coordinator presented a mid-year report on the status of the County’s IPM program, specifically regarding input on the program from the public. The report has a much narrower scope, only documenting issues and concerns raised by the public and the County's response. TWIC received the report and directed staff to bring the information to the full Board of Supervisors. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Tanya Drlik (925) 335-3214 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Tanya Drlik C.153 To:Board of Supervisors From:TRANSPORTATION, WATER & INFRASTRUCTURE COMMITTEE Date:September 13, 2016 Contra Costa County Subject:Mid-Year Public Input Report on the Integrated Pest Management (IPM) Program September 13, 2016 Contra Costa County Board of Supervisors 732 BACKGROUND: (CONT'D) As seen in the attached report, the IPM Program continuously tracks concerns and issues in an ongoing format that allows the program coordinator to document issues and responses over time. With each subsequent report, new issues are highlighted using redline/strikeout format. The next full IPM report will be sent to the Board of Supervisors in Spring 2017. ATTACHMENTS IPM Report September 13, 2016 Contra Costa County Board of Supervisors 733 Contra Costa County Staff Responses to Issues Raised by the Public Regarding the County Integrated Pest Management Program November June 29, 20165 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present Chairing the IPM Committee should be rotated; a scribe not associated with the Committee should be used to take notes 2/17/16-IPM From Parents for a Safer Environment (PfSE) “Chairing the IPM Advisory Committee should be rotated among members who wish to chair. A Scribe should be independent of Committee members and staff involved with the IPM Program.” •Every 2 years the Committee holds an election for officers. Anyone who wishes to chair the committee can nominate themselves. •The Committee elects a secretary to help take notes for the Committee’s minutes which are written by staff. There is no outside person who could be a scribe. Staff has found no unique or innovative pesticide alternatives in the Bay Area or Nation 11/4/15-IPM 2/17/16-IPM From Parents for a Safer Environment (PfSE) “In the staff document provided titled 2015 IPM Program Accomplishments, I was very surprised to read that staff believes after reviewing programs throughout the ‘Bay Area and the nation’, that ‘there is nothing unique or innovative in the Bay Area or the nation.’” •PfSE appears to be concerned that staff has found no unique or innovative approaches to pest management. This concern seems to stem from a mis- reading of the 2015 IPM Program Accomplishments document in the section on the work history of the IPM Program Data Management subcommittee. The phrase actually reads: “Looked for data other than pesticide use to measure implementation of IPM in CCC; found nothing unique or innovative in the Bay Area or the nation” The IPM Coordinator does not allow the IPM Committee members and the public adequate time to review documents 9/2/15-IPM From Parents for a Safer Environment (PfSE) “People are often reluctant to admit that they have not had time to review documents before voting on minutes and other items. Committee members are likely to just go along with the majority and vote to accept documents as Staff submits them…It is more reasonable to provide at least four to six weeks of time for volunteers to fit in the review amongst a busy schedule.” (9/2/15) •The IPM Coordinator sends out agenda materials in accordance with the Brown Act and County policy, which is 96 hours prior to the time of the public meeting. •At the end of each meeting, the next meeting’s agenda is planned so that members are aware of and can plan time for review of long or numerous documents. •Since the inception of the IPM Advisory Committee, the practice has been to distribute the minutes with the agenda materials. Because the by-laws were being updated to reflect the current designations for IPM Committee seats and to change public member terms, the IPM Coordinator proposed changing the by- laws to reflect the current practice regarding distribution of the minutes. On 9/2/15 the IPM Committee members discussed these by-laws changes and heard comment from the public on the issue. The Committee voted to unanimously approve all the by-laws changes. The changes were approved by the full Board of Supervisors. September 13, 2016 Contra Costa County Board of Supervisors 734 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present “…I find it appalling that Staff would propose to totally eliminate the By-Laws language that requires a timely distribution of the meeting minutes to the IPM Advisory Committee. It has been difficult to read all the documents required for review within 5 days [from when] they are provided, which is a recent improvement to providing it 3 days prior to meetings that was practiced before my letter earlier this year…The By- Laws currently states that minutes be distributed 1 week after the meeting…I believe it’s reasonable to amend [the by-laws] to distributing the materials within 2 weeks after the meeting to give staff time to prepare the meeting minutes, but eliminating this important timeline is not acceptable to the community.” (9/2/15) IPM subcommittees should focus on pesticide use and not on bed bugs or removing turf 2/16/15-IPM 2/17/15-IPM 2/20/15-IPM 3/2/15-TWIC 3/4/15-IPM 5/6/15-IPM 8/6/15-IPM 9/2/15-IPM 11/4/15-IPM From Parents for a Safer Environment (PfSE) Issue of the subcommittees working on bed bugs, a community problem, rather than County-only pesticide issues and working on turf removal around buildings rather than on pesticide use in rights-of-way • Bed bugs affect 1000s of Contra Costa residents, both in municipalities and the unincorporated areas of the County. In order to get relief, desperate citizens are using many different kinds of pesticides in the home, throughout the bedroom, and often on the bedding itself. Reports indicate that frequently pesticides are used to excess and in a manner contrary to the labeled directions. This intimate contact with, and misuse of, pesticides is very troubling. This is a serious issue of pesticide exposure and contamination as well as an issue of the well-being of Contra Costa residents that the County has an obligation to address. • There are also bed bug issues that need to be addressed in County buildings. Staff and buildings are vulnerable where the public goes in and out of offices frequently and in large numbers. Staff and supervisors need training in identifying risks, actual infestations, and opportunities for prevention. • Converting turf to drought-tolerant landscaping accomplishes several things: o Saves millions of gallons of water in this time of serious drought. o Reduces the need for weed control and thus for herbicides. The limited irrigation and wood chip mulch between the drought-tolerant plants is not conducive to weed growth, Few weeds sprout in the dry soil under the mulch, and those that do sprout can often be hand-pulled. o Addresses herbicide use near buildings, which is where people have the greatest chance of being exposed to these pesticides. o Reduces maintenance hours because turf is a high maintenance plant. o Frees Grounds maintenance staff to better manage other landscapes and continue to reduce their use of pesticide. o Reduces the amount of electricity used to pump water, the amount of gas used in lawn mowers and trimmers and in trucks to travel to and from sites September 13, 2016 Contra Costa County Board of Supervisors 735 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present for maintenance, and reduces the amount of pesticide and fertilizer used in maintaining the turf. This reduces greenhouse gas emissions. o Demonstrates that the County is a leader in landscaping more wisely for the arid climate in which we live. County not tracking pesticide use separately for Public Works rights-of-way/roadsides, flood control channels, and County-owned parcels 3/2/15-IPM 8/26/15-Email 3/16/16-IPM From Parents for a Safer Environment (PfSE): “We do not see any good reason why pesticide usage is not being provided to the community for each roadside and flood control program.” (3/2/15) • The County has always tracked pesticide use separately for roadsides, flood control channels, and County-owned parcels, but because of a recent change in the way the Department reported pesticide use to the State of California, the state Pesticide Use Reports for FY 12-13 and FY 13-14 were not separated. The database that Public Works uses to track pesticide use cannot produce reports for PfSE that are user friendly since the database was never intended to be a pesticide use reporting tool. As a courtesy to PfSE, the Department has resumed separating pesticide use for the 3 programs when it reports to the state. These Pesticide Use Reports have been provided to PfSE for FY 14-15. Report the total amount of pesticide used not just the active ingredients 8/26/15-Email 11/4/15-IPM From Parents for a Safer Environment (PfSE): “Report total amount, not just the active ingredients of pesticides used in usage spreadsheet” • In the spread sheet prepared by the IPM Coordinator every year for pesticide use by County operations, the total amount of pesticide product used is recorded as well as the total amount of pesticide active ingredient used for each product. • The California Department of Pesticide Regulation reports pesticide use for the state in pounds of active ingredient. The County has adopted this system so that pesticide use reporting is aligned with the state. But as noted above, the County spreadsheet also records total pounds or gallons of pesticide product used. • The spreadsheet is posted on the IPM website and attached to the annual report. Corrections to the minutes of the IPM Advisory Committee or its subcommittees requested by PfSE 5/6/15-IPM 6/9/15-IPM 8/6/15-IPM From Parents for a Safer Environment (PfSE) Issue of PfSE requesting changes to the minutes and then changes are not made • The IPM Committee members vote on whether or not to make corrections to the minutes. The members do not always vote to make PfSE’s corrections, additions, and changes. The IPM Coordinator includes written changes from PfSE (as well as other public comment) as attachments to the official record of the meeting. The official agenda, minutes, public comment, and other attachments are posted on the IPM website. The herbicide Roundup (active ingredient glyphosate) has been designated as a probable human carcinogen by the World Health Organization’s International Agency for Research on Cancer (IARC) 6/9/15-IPM 7/8/15-IPM 8/6/15-IPM 9/2/15-IPM From Parents for a Safer Environment (PfSE): “Considering that RoundUp products with the active ingredient, glyphosate, is [sic] being applied at the rate of nearly 1,000 lbs annually in the Grounds Program alone, and that glyphosate has been listed as a Probable Human Carcinogen by the World Health Organization earlier this year, are there any plans by the county to • The IPM Coordinator has been attending meetings in San Francisco with IPM coordinators and city and county staff from around the Bay to discuss the Roundup issue. At this point we do not have a less hazardous product with equivalent efficacy to replace Roundup, but we continue to look for one. The Grounds Division uses Roundup as a spot treatment and uses a little as necessary. In FY 14-15 the Grounds Division used 311 lbs. of glyphosate, the active ingredient in Roundup. • The most serious risk of exposure to Roundup is to the applicator because that person is in close contact with the material, sometimes daily. The law and the County require applicators to wear personal protective equipment and to be trained annually to prevent exposure. In light of the new probable carcinogen designation, the County is looking at whether there are additional precautions September 13, 2016 Contra Costa County Board of Supervisors 736 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present eliminate this risky chemical to reduce exposure to the community and wildlife?” that should be taken to protect workers. • IARC identifies the potential for a chemical to cause cancer but does not quantify any increased risk to people from a chemical so designated nor does it recommend a safe level of exposure. Those designations are left up to regulatory agencies around the world. The County is waiting for the USEPA to complete its review of glyphosate. • On 11/12/15, the European Food Safety Authority ruled that glyphosate probably does not cause cancer in humans despite IARC’s findings. Questions posed during public comment for items not on the agenda are not answered by the IPM Committee 8/6/15 From Parents for a Safer Environment (PfSE): “…please allow ample time for answering and discussing these 6 questions as listed in order of priority at the next meeting agenda. Community members have been waiting patiently since last year for most of these questions to be addressed.” • The IPM Committee does not take up and discuss issues that are not on the published agenda for the meeting as this would be a violation of the Brown Act. • Members of the Committee can request to have public concerns put on the agenda for a future meeting. IPM Committee members should RSVP for each meeting 6/9/15-IPM 7/8/15-IPM 8/6/15-IPM From Parents for a Safer Environment (PfSE): “I attended the April 14, 2015 meeting when we waited for over 30 minutes for staff and community members on the [Weed sub] Committee to arrive to no avail. Staff had to regretfully cancel the meeting due to lack of a quorum. …consider asking for a heads-up from committee members if they cannot attend a future IPM meeting.” (6/9/15 and 7/8/15) “Would the county request Committee members to provide in writing, anticipation of absenteeism so that those who arrive at meetings are not waiting for an hour only for the meeting to be cancelled due to lack of a quorum.” (8/6/15) • IPM Committee members alert the IPM Coordinator when they know they will be late or will be missing a meeting of either the full committee or a subcommittee. Unfortunately, unexpected circumstances do arise from time to time. • The Weed subcommittee meeting on April 14, 2015 was the first meeting of the full IPM Committee or any of its subcommittees that had to be cancelled for lack of a quorum since the IPM Advisory Committee was formed in 2010. Quorums have been disregarded in previous subcommittee meetings 6/9/15-IPM 7/8/15-IPM From Parents for a Safer Environment (PfSE): • All subcommittees consider whether or not there is a quorum before proceeding with a meeting. Attendance is tracked in each set of minutes. September 13, 2016 Contra Costa County Board of Supervisors 737 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present “According to Shirley Shelangoski who had attended all subcommittees between 2012- 2014, quorums were not considered in subcommittees until the recent year. Before, subcommittee meetings were held regardless of a lack of quorum.” Absences on the IPM Committee 8/6/15-IPM 8/26/15 Email From Parents for a Safer Environment (PfSE): “Will the county track absenteeism and provide the data annually so that those who missed more than two in a given year be considered for removal from membership as stated in the By-Laws?” •Absences are tracked in the minutes of every meeting of the full IPM Committee and each of its subcommittees. Attendance at meetings is reported annually to the Board of Supervisors. Pesticide Use around the Hazardous Materials Office and Co. Admin Bldg in Martinez 2/20/15-IPM 8/615-IPM 2/17/16-IPM From Parents for a Safer Environment (PfSE) Issue of members of PfSE observing pesticide use around the Hazardous Materials Office at 4585 Pacheco Blvd. in Martinez without posting “Currently, pesticides are used outside the auspices of the County IPM program in many buildings, including the Hazardous Materials building and the County Administration building.” (2/17/16) •The Hazardous Materials Program rents space from ERRG, a company that occupies the top floor of the building. They and not the County are responsible for maintaining the building and the property. •The County’s posting policy does not require private owners of buildings to post their pesticide use. •On 8/6/15, PfSE videoed a Clark Pest Control technician spraying around the building at 4585 Pacheco Blvd. Clark, the contractor for ERRG, was using a pesticide called indoxacarb for ants that had been invading the building, particularly the top floor. Indoxacarb is listed as a “reduced risk” pesticide by the USEPA and is used by Pestec, the County contractor, in baits for cockroaches and ants. Hazardous Materials staff who experienced ant problems were educated by the IPM Coordinator, all food debris was removed, and boric acid baits were used in the two Hazardous Materials offices with ants trailing through. •No pesticides are being used in or around the County Administration building at 651 Pine Street that are not applied by Pestec, the County contractor, as part of the County IPM program. We are not aware of any pesticides being used at other County buildings that are not applied by Pestec. If PfSE has specific evidence of this happening, we would gladly investigate. IPM Contract Language and reviewing contracts 11/6/13-IPM 12/5/13-TWIC 2/26/14-IPM 3/5/14-IPM 3/6/14-TWIC From Parents for a Safer Environment (PfSE): “the county still does not have IPM language in its contracts with pest control contractors” “Contractors conducting pest •2009: the IPM Coordinator and County staff added IPM language to the contract for pest management in & around Co. buildings. The contractor emphasizes education, sanitation, and pest proofing as primary solutions. Insecticides, mainly in the form of baits, are used as a last resort. For the control of rats and mice in and around County buildings, the County only uses sanitation, education, and trapping. •Special Districts currently hires only 1 contractor for pest control. He is employed September 13, 2016 Contra Costa County Board of Supervisors 738 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present 8/26/15-Email 2/17/16 control should be evaluated annually by the IPM Advisory Committee and contracts bid upon and assessed for a strong IPM track record.” (2/17/16) “The Public Works Dept’s Special District currently has on its payroll, a contractor who did not have to bid with IPM experience as a criteria and uses only rodenticides, including 2nd generation [sic] in public parks.” (2/17/16) by means of a purchase order, which is not an appropriate vehicle for IPM contract language; however, o as a condition of his employment, he is required to abide by the Public Works “Landscape Design, Construction, and Maintenance Standards and Guidelines”1 o this has been explained to PfSE several times. which contain language outlining the IPM approach. This also applies to any other contractor hired by Special Districts. •Spring 2012: to reinforce the IPM standards, the Special Districts Manager sent a letter to each Special Districts’ contractor detailing the IPM approach expected of them. This is an on-going practice and any new contractors will receive the same letter to emphasize the County’s IPM principles. •On 11/28/12, Susan JunFish asked for Special Districts contracts and purchase orders; on 11/29/12 the IPM Coordinator sent her the contracts, purchase orders, and letters mentioned above that were sent out by Special Districts. •On 2/14/13, Susan JunFish asked again for copies of the letters and was sent them on 2/15/13. •The Grounds Division occasionally hires a contractor to apply pesticides that the Division does not have staff or equipment to apply itself. The IPM Coordinator considers that these contracts or purchase orders do not require IPM language because the contractor is hired for a specific pesticide application and not to perform IPM services or make any IPM decisions. In these cases the Grounds Division has already gone through the IPM decision making process and has decided the specific work ordered is appropriate. •Reviewing contracts has not been in the purview of the IPM Advisory Committee. •The 1 contractor hired by Special Districts for pest control (see also the 2nd bullet, above) uses mostly trapping for vertebrate pests. He used 0.04 ounces of the rodenticide diphacinone (a 1st generation anticoagulant) in FY 14-15. He does not use any 2nd generation anticoagulants. •Since the IPM Program began reporting data on pesticide use in Special Districts in FY 08-09, no 2nd generation anticoagulants have been used. Unprofessional Behavior by County Staff 11/6/13-IPM 11/13/13-IO 12/5/13-TWIC 2/26/14-IPM 3/5/14-IPM 3/6/14-TWIC From Parents for a Safer Environment (PfSE): “serious pattern of hostile and unprofessional treatment to the community by County staff” “continued name-calling, shouting, and put-downs by county staff and Committee members at IPM meetings” “require staff to take training in order to learn how to work productively in public meetings” •Staff disagree with the assertions that staff have been hostile or unprofessional toward members of PfSE or that staff have engaged in name-calling, shouting, or put-downs in any committee meetings. However, without reference to specific incidents on specific dates, it is impossible for staff to respond in detail. •Members of the public have always had ample opportunity (within defined limits) to participate in all aspects of IPM Committee meetings. •Starting in 2014, IPM full committee and subcommittee meetings will strictly adhere to the Ground Rules adopted unanimously by the IPM Committee on May 5, 2010. The IPM Coordinator will distribute Committee Ground Rules with each agenda packet. This will make public participation more fair and prevent one or a few individuals from dominating public comment. This course of action should limit the potential opportunities for improper discourse. 1 http://www.co.contra-costa.ca.us/index.aspx?nid=2147 September 13, 2016 Contra Costa County Board of Supervisors 739 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present Make Audio and/or Video Recordings of IPM Committee Meetings 3/6/14-TWIC 3/2/15-TWIC 2/17/16-IPM From Parents for a Safer Environment (PfSE): “record meetings with a camcorder” “The Community requested to have IPM related meetings recorded to achieve accurate meeting minutes that reflect what actually happened at the meetings and to encourage professional behavior.” •Vince Guise, Agricultural Commissioner in 2013, suggested that meetings be audio recorded (no video). The issue may be taken up at a future IPM Committee meeting. •No other advisory bodies video or audio record their meetings. If the public wishes to record meetings, they may do so and should announce their intention at the beginning of the meeting. •It appears that PfSE is recording all IPM Committee meetings on a laptop, so they will be able to reference those recordings if need be. Intimidation of a member of Parents for a Safer Environment by the IPM Coordinator 2/12/14-TWIC 3/5/14-IPM 3/6/14-TWIC 2/17/16-IPM From Parents for a Safer Environment (PfSE): “we ask that in the future, [County] staff not contact the community and pressure them to retract their public comments” On November 13, 2013, Margaret Lynwood submitted a written public comment to the Internal Operations Committee. In the comment, she stated that she had “been attending pesticide related meetings and [had] discovered a serious pattern of hostile and unprofessional treatment to the community by county staff.” Since Ms. Lynwood did not provide specific details, and the IPM coordinator had no record of her attending and did not remember seeing her in the last 4 years at any IPM Committee or subcommittee meetings, but only at TWIC and IO meetings, she contacted Ms. Lynwood by phone to understand her concerns and ask her if she felt that County Supervisors or other staff in TWIC or IO meetings had exhibited unprofessional behavior. She said, “No,” and was unable to cite a specific instance when she had witnessed such behavior. The IPM Coordinator did not ask her to retract her public comment. Use of Pre-Emergent Herbicides 11/6/13-IPM 12/5/13-TWIC From Parents for a Safer Environment (PfSE): “The Community wants to be assured that the Public Works Dept does not use pesticides along the Flood Control District that has [sic] residual activity before a forecasted rainstorm.” This is an issue about pre-emergent herbicides and was discussed in a subcommittee meeting on 10/29/13 and again in the Advisory Committee meeting on 11/6/13. Both meetings were attended by both Susan JunFish and Shirley Shelangoski of PfSE. The following points were made: •Pre-emergent herbicides have residual activity by design because they are meant to prevent the germination of weeds over an extended period of time, sometimes a number of weeks. •Pre-emergent herbicides are used by Public Works as part of their herbicide rotation program to prevent the development of herbicide-resistant weeds. Herbicide rotation is one of a number of best practices strongly recommended by the University of California and many other researchers to prevent herbicide resistance2. Creating herbicide-resistant weeds is considered an extremely serious problem by weed scientists throughout the world. 2 2012. Norsworthy, Jason K., et al. Reducing the Risks of Herbicide Resistance: Best Management Practices and Recommendations. Weed Science 2012 Special Issue:31-62. 2000. Prather, Timothy S., J.M. DiTlmaso, and J.S. Holt. Herbicide Resistance: Definition and Management Strategies. University of California, Division of Agriculture and Natural Resources Publication #8012. 14 pp. September 13, 2016 Contra Costa County Board of Supervisors 740 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present •Pre-emergent herbicides are not applied on flood control channel banks; they are used on flood control access roads above the banks. •Pre-emergent herbicides need irrigation or rainfall shortly after their application, typically within a few days to several weeks, to carry them shallowly into the soil where they become active. Because there is no irrigation on flood control access roads, pre-emergent herbicides must be applied prior to a rain event. •The Department follows all label requirements for the application of pre-emergent herbicides (and all other herbicides). Note that a pesticide label is law and must be strictly followed. •The use of pre-emergent herbicides can reduce the total amount of herbicide needed to control weeds in the County because it takes a smaller amount of pre- emergent herbicide to control weeds in an area than it would using a post- emergent herbicide. Use of Garlon 3A® (triclopyr) herbicide on flood control channel slopes without considering its half- life 3/5/14-IPM 3/6/14-TWIC 8/26/15-Email From Parents for a Safer Environment (PfSE): “We want the Public works Department to consider the residual activity (or half-life) of pesticides prior to application. Particularly along the Flood Control District before a forecasted rain that can wash pesticides into the channels and contaminate the water that flows to the Bays” •Staff has reviewed EPA documents for triclopyr reregistration; information on triclopyr in the Nature Conservancy’s Weed Control Methods Handbook; information on triclopyr in the Weed Science Society of America’s Herbicide Handbook; and the CA Department of Pesticide Regulation’s “Environmental Fate of Triclopyr” (January 1997); and has found that triclopyr: o Is practically non-toxic to birds, fish, and crustaceans o Is of very low toxicity to mammals and is rapidly absorbed and then rapidly excreted by the kidneys, primarily in unmetabolized form o Has an average half-life in soil of 30 days (considered short persistence) o Would have little toxicological hazard to fish and wildlife as currently used in forestry (CCC’s use is similar, although the County uses less product per acre than studies cited) o Has a low Koc, which indicates mobility in soil; however, studies show that triclopyr is only somewhat prone to lateral movement and is practically not prone to vertical movement. In addition, triclopyr is fairly immobile in the sub-surface flow. o Could be used without harm to nearby streams in forestry applications if buffer zones are used around streams and ephemeral drainage routes. •CCC Public Works Vegetation Management uses Garlon 3A as follows: o Garlon 3A is a broadleaf contact herbicide with no pre-emergent qualities. It does not kill grasses, so it is often used with Roundup (glyphosate), which does kill grasses. o Generally Garlon 3A is not used during the rainy season. o It is used on roadsides, flood control channel slopes, and flood control channel access roads. o On flood control channel slopes, Garlon 3A is sprayed down the slope no further than the toe of the slope. Flood control channels are trapezoidal in cross section, and the toe of the slope is where the slope meets the flat part of the channel. Depending on the site, the water in the channel is from 10- September 13, 2016 Contra Costa County Board of Supervisors 741 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present 50 ft. from the toe. o If there is a chance of the herbicide getting into the water, Public Works uses Renovate 3, which has the same active ingredient (triclopyr), but is labeled for aquatic use. Posting for pesticide use 11/6/13-IPM 12/5/13-TWIC 2/20/14-IPM 2/24/14-IPM 2/26/14-IPM 3/5/14-IPM 3/6/14-TWIC 4/2/14-IPM 12/4/14-TWIC 2/17/15-IPM 3/2/15-TWIC 8/26/15-Email 11/4/15-IPM 2/17/16 From Parents for a Safer Environment (PfSE): “The county staff are still not posting when applying pesticide in parks, along hiking trails, major intersections of rights of ways, along flood control districts where many people, children and their pets frequent.” “Posting online of pesticide applications” “Posting online of pesticide use reports from each program as they are generated on a monthly basis [for fulfilling reporting requirements with the state Department of Pesticide Regulation]” Provide a list of where pesticide applications were posted for each IPM program and how many signs were used in 2013. (4/2/14) “The County’s Posting Policy states that posting is required where there is foot access by the public or where the area is used for recreation…PfSE has shown you photos of children walking along these access trails…These access roads look just like walking trails along often idyllic looking creeks that the community use on a daily basis.” (12/4/14) Concerns about pesticide posting (2/17/15) “Posting is still not done in most treated areas where people have foot access and where they recreate per the CC County’s Posting Policy.” (3/2/15) • In 2009 the Departments developed a pesticide use posting policy. The policy does not require posting in “rights-of-way or other areas that the general public does not use for recreation or pedestrian purposes”. • The CCC posting policy, including the provision mentioned above, is consistent with, and very similar to the posting policies of Santa Clara and Marin Counties and with the City of San Francisco. • The policy was reviewed and discussed by the IPM Committee when it was first developed, and in 2012 was revised to allow web posting and allow permanent signs in certain areas. • County Departments have verified that they abide by the posting policy. • The County’s website for online posting of pesticide applications (for the areas required by the CCC posting policy) was up and running as of 3/10/15. • Pesticide use reports that are generated for the California Department of Pesticide Regulation are provided yearly to Parents for a Safer Environment. Monthly reports are available if the public wishes to view them. • In the 5/27/14 IPM Transparency subcommittee meeting, the IPM Coordinator presented a chart with a list of pesticide application postings and the number of signs use for the 2013 calendar year. • Note that the County Posting Policy states that posting is “Not required in locations that the public does not use for recreation or pedestrian purposes” Recreation is defined as “any activity where significant physical contact with the treated area is likely to occur”. • On Pinole Creek, in the photo submitted by PfSE, the Public Works Department does not treat the access road the children are shown walking on. • Most of the County’s Flood Control access roads are within locked gates with signs saying “Property of Contra Costa. No Trespassing”. No one should be jogging or walking along these roads. • If PfSE can provide the County with information on specific access roads and specific times when people have been exposed to pesticide spraying, the County will investigate immediately • Without information on specific locations, the County is unable to investigate this concern about not posting “in most treated areas where people have foot access and where they recreate…”. September 13, 2016 Contra Costa County Board of Supervisors 742 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present Adopting an IPM ordinance 9/4/13-IPM 11/6/13-IPM 2/26/14-IPM 3/5/14-IPM 3/6/14-TWIC 3/2/15-TWIC 2/17/16-IPM From Parents for a Safer Environment (PfSE): Issue of adopting an IPM ordinance for the County • In 2009, Susan JunFish proposed the need for an IPM Ordinance to the BOS. The Board directed the Committee to investigate the issue. • In 2009, County Counsel wrote an opinion recommending the use of an administrative bulletin to supplement the County’s IPM Policy. • County Counsel continues to stand by their 2009 opinion. • At several meetings in 2010 and 2011, the IPM Committee studied the issue and heard presentations from PfSE and from other counties. In 2011 the Committee concluded unanimously that the County should adopt an IPM Administrative Bulletin to supplement the IPM Policy that the County adopted in 2002. In CCC an administrative bulletin serves to direct staff and carries consequences for non- compliance. • The IPM Committee found no advantage to adopting an IPM ordinance. • In April of 2013, the IPM Administrative Bulletin was adopted. • In the fall of 2013, the IPM Committee again reviewed the issue of adopting an IPM Ordinance. For the second time, the Committee saw no advantage to developing an ordinance and once again voted unanimously to recommend the continued use of the IPM Policy supplemented by the IPM Administrative Bulletin. Reporting “Bad Actor” pesticides 11/6/13-IPM 12/5/13-TWIC 2/12/14-TWIC 3/5/14-IPM 3/6/14-TWIC 2/17/15-IPM 3/2/15-TWIC 8/26/15-Email 9/2/15-IPM From Parents for a Safer Environment (PfSE): Disagreement on how the County should report “Bad Actor 3 • Since FY 00-01, the County has been publishing pesticide use figures that include use figures for “Bad Actors”. ” pesticides in the IPM Annual Report • Note that all pesticides used by County operations are reported in the IPM Annual Report, regardless of the toxicity or hazards of the pesticide. At issue is the categorization of pesticides in the report, not whether all use is reported. • Susan JunFish, of Parents for a Safer Environment (PfSE), has been asking that additional pesticides be reported as “Bad Actors”. To resolve this issue, the IPM Committee heard presentations from Susan JunFish and held a special meeting of the Data Management subcommittee on March 25, 2013 devoted exclusively to this issue. Dr. Susan Kegley 4 • After hearing Dr. Kegley’s presentation and discussing the issue with her and with representatives of PfSE, the subcommittee members concluded that the County should report as “Bad Actors” only those that are designated as such in the Pesticide Action Network database. was invited to speak, as requested by Ms. JunFish. • June 26, 2013: The IPM Committee voted unanimously to make changes to the 2012 IPM Annual to reflect the recommendation from the Data Management subcommittee, as noted above. The IPM Coordinator continues to report pesticides as “Bad Actors” only if they are designated as such in the PAN database. 3 “Bad Actor” is a term coined by 2 advocacy groups, Pesticide Action Network (PAN) and Californians for Pesticide Reform, to identify a “most toxic” set of pesticides. These pesticides are at least one of the following: known or probable carcinogens, reproductive or developmental toxicants, cholinesterase inhibitors, known groundwater contaminants, or pesticides with high acute toxicity. The pesticides designated as “Bad Actors” can be found in the PAN database on line: http://www.pesticideinfo.org/ 4 Ph.D. Organic/Inorganic Chemistry; Principal and CEO, Pesticide Research Institute; former Senior Staff Scientist for Pesticide Action Network (PAN); instrumental in the development of the PAN database. September 13, 2016 Contra Costa County Board of Supervisors 743 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present Use of Paraquat and Other Bad Actors for Aquatic Weed Control by the Department of Agriculture 2/17/15-IPM From Parents for a Safer Environment (PfSE): “Use of paraquat for Aquatic Weed Control and other broad applied Bad Actor Pesticides by the Department of Agriculture.” (Particular mention of South American sponge plant in the Delta was made.) •The Agriculture Department has not used paraquat in any aquatic weed applications and does not apply herbicides to the Delta for aquatic weeds. In the past, the Department has treated purple loosestrife in County waterways that feed into the Delta, but from this point forward they will not be treating any aquatic weeds. •The State Department of Boating and Waterways (DBW) has treated various areas in the Delta for invasive aquatic weeds over the years, and in September 2012, Governor Brown signed legislation authorizing DBW to add South American sponge plant to the list of weeds they treat. •State weed science experts judged that South American sponge plant posed a serious threat to the ecosystems in California waterways. This was based on research, the biology of the plant, and the rapid rate of its spread in California. •Judicious use of herbicide to eliminate small infestations before they take over and completely clog Delta waterways is an excellent use of herbicide and will prevent huge expenditures of labor and herbicide in the future. This kind of preventive use of a pesticide to reduce the necessity to use large amounts of pesticide when the pest has built to great numbers is a recognized and legitimate IPM tactic. Providing comments on the kestrel study, and rodenticides use concernsissues 11/6/13-IPM 12/5/13-TWIC 2/20/14-IPM 2/24/14-IPM 3/5/14-IPM 3/6/14-TWIC 8/26/15-Email From Parents for a Safer Environment (PfSE): “We have asked the Dept of Ag and the IPM Advisory Committee to provide comments on the Kestrel study and PfSE's Draft LD50 document in the past two years.” In conjunction with this research paper, PfSE has brought up its concern about the rodenticides used by County operations. “Contractors [in Special Districts] use pesticides [rodenticides] before demonstrating alternatives first.” (8/26/15) “I would like to first point out that the Special District program of Public Works is still using rodenticides in the county parks…It would be helpful to see the decision making tree on the way rodenticides are chosen instead of traps or asphyxiation methods using safer gases like carbon dioxide.” (3/16/16) •On 9/18/12 Susan JunFish circulated to members of the IPM Committee the abstract from the kestrel study mentioned at left. On 2/4/13, the IPM Coordinator circulated the actual research paper to all the members of the IPM Committee. •On November 22, 2013, Vince Guise, Agricultural Commissioner, sent a formal response to Susan JunFish regarding the kestrel study. (TWIC and the IPM Committee Chair and IPM Coordinator were cc’ed on this communication.) •On January 7, 2014, Vince Guise re-sent the formal response to Susan JunFish and Shirley Shelangoski. On January 16. 2014, Shirley Shelangoski confirmed having received the document. •Susan JunFish asked the Committee to comment on the study, and the formal response was provided by the Agriculture Dept. •Regarding “PfSE’s Draft LD50 document”, neither the Committee nor County staff can comment on data calculated by Susan JunFish that have no references or clear calculation methods. This was conveyed to PfSE in the Department of Agriculture’s Kestrel response letter. •Note that as part of the Department of Agriculture’s ground squirrel program, the Department surveys ground squirrel treated areas for ground squirrel carcasses (or any other carcasses). Staff rarely find dead ground squirrels above ground, which is consistent with U.C. research in the state and the experience of other agencies. Staff has never found secondary kill, such as raptors or predatory mammals, in areas the Department treats. This does not mean, nor does the County claim, that no secondary kill ever occurs in the course of the County’s treatment program. •The IPM Committee did not discuss the research paper specifically; however, the Committee and County staff took the following steps regarding the rodenticide issue: September 13, 2016 Contra Costa County Board of Supervisors 744 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present o In 2012, the Agriculture Dept. conducted an in-house trial of live-trapping of ground squirrels as a possible alternative to rodenticides treatment. See below for more detail. o At their January 2013 meeting, the Committee heard a presentation from the Agriculture Dept on the trapping study and heard a presentation from the State Department of Fish and Wildlife on secondary poisoning of raptors and other predators and the state’s efforts to restrict use of the more toxic 2nd generation anticoagulant rodenticides (CCC does not use 2nd generation anticoagulants because of their toxicity and their hazards to non-target animals that consume poisoned rodents). o At their March 2013 meeting, the Committee heard a presentation from Dr. Jim Hale on wildlife issues in CCC that included discussion of the impacts of rodenticides. o At their May 2013 meeting, the Committee heard a presentation from Mt. Diablo Audubon on their campaign to curb the use of 2nd generation rodenticides. o The Agriculture and Public Works Departments jointly prepared a map of the County marking where rodenticides are used by the Agriculture Dept. This map was presented in separate meetings to Supervisors Gioia, Mitchoff, and Andersen, and to Susan JunFish & Shirley Shelangoski of PfSE. In these meetings the Agricultural Commissioner explained the Department’s ground squirrel program and the live trapping study. o The Agriculture Dept. prepared a very detailed decision making document for ground squirrel management in the County to record their decision making process and explain the complexities involved in their decisions, including biology, safety, efficacy, cost and the goals of the program. This document was discussed extensively in a subcommittee meeting and again in a regular Committee meeting. PfSE members were present and participated in the discussion. o In 2013, the Agriculture Dept revised its ground squirrel baiting methodology to make it safer for staff, to make applications more precisely targeted, and to reduce the amount of bait used each season. The amount of bait used by the Department has been reduced by over 50% since 2011. Use has gone from 35,915 lbs in 2011 and 14,271 lbs in 2013. 14,271 lbs of bait is 1.4 lbs. of actual diphacinone. o In February and again in August of 2013, the IPM Coordinator investigated rodenticides use by contractors to Special Districts. She presented her findings to the Committee at the 9/4/13 meeting. o The Special Districts’ contractor has reduced his use of anticoagulant bait from 188 lbs in FY 12-13 to 88 lbs in FY 13-14 and to 53.5 lbs in FY 14-15. The amount of actual anticoagulant active ingredient in 53.5 lbs is 0.0027 lbs ( 0.04 oz). The contractor has increased trapping and is not using any of the more toxic and dangerous 2nd generation anticoagulants. o In the spring of 2016, the IPM Decision-Making subcommittee asked the IPM Coordinator to create a decision-making document for gopher management in the County. The document was finished in June 2016. In the Grounds Division, the gopher manager uses only carbon dioxide asphyxiation and traps to control gophers in County landscaping. The Special Districts’ contractor uses trapping and diphacinone, a 1st generation anticoagulant rodenticide, for gophers in Livorna Park. He uses trapping in Livorna September 13, 2016 Contra Costa County Board of Supervisors 745 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present wherever it is safe to do so, i.e., where children are unlikely to find and play with the traps. He uses diphacinone in the Hidden Pond and Driftwood landscaping zones because the budgets in these two Special Districts will not cover trapping, which is more labor intensive. Both those landscaping zones are frontage property. The only other location where the Special Districts’ contractor manages vertebrate pests is the Alamo School field, where he is using traps. o As of May 2016, Special Districts is no longer baiting with diphacinone for rats in Livorna Park. The shrubs that were being damaged by rat gnawing have recovered and are thriving. The contractor will continue to monitor at Livorna for rat damage. o On 3/5/14, the IPM Committee heard an update from the California Department of Fish and Wildlife on the regulations concerning 2nd generation anticoagulant rodenticides and on secondary poisoning of raptors and mammalian predators by anticoagulant rodenticides. Trapping for ground squirrels 12/5/13-TWIC 2/20/14-IPM 2/24/14-IPM 3/5/14-IPM 3/6/14-TWIC 10/9/14-TWIC 1/14/15-IPM 8/26/15-Email 2/17/16-IPM From Parents for a Safer Environment (PfSE): “[PfSE] asked TWIC to instruct the Department of Agriculture and Public Works Dept to use trapping methods [for ground squirrels]” “Santa Clara spends only $25/ground squirrel trapping & removal” “Isn’t it worth the effort to learn how the other counties are doing using only trapping for ground squirrel control?” (10/9/14) “One cannot compare efficiency of our [County] staff applying rodenticides and compare that to them trapping and stacking up overtime costs during the learning curve…A good-faith comparison would have been to utilize expert trappers vs our staff applying rodenticides, and then comparing costs.” (10/9/14) “[The IPM Coordinator] states that the county would incur a charge of $16,720 per linear mile for ground squirrel control if we paid a contractor who charges $25/squirrel trapped. This is very speculative and we would like to see the county take bids from trappers and share the proposals • In 2012, the Agriculture Department ran an extensive, in-house ground squirrel live trapping trial to determine the feasibility of using live traps to protect critical County infrastructure from ground squirrel burrowing. o The trapping was successful in that staff were easily able to capture 152 ground squirrels in the 1,200 linear foot trial area along a County road over the 5 day trial period. o The squirrels were euthanized on site by the California Department of Fish and Wildlife. o Unfortunately, squirrels from the surrounding area quickly moved into the vacant burrows. This makes trapping ineffective in areas with surrounding pressure from ground squirrels. o When the Department uses rodenticide bait, the squirrels do not move back into the vacant burrows for an extended period of time. The Department surmises that because baited squirrels die mostly in their burrows, the carcasses repel any newcomers. o The Department found that live trapping would be prohibitive. It would cost $5,074/linear mile compared to $220/linear mile using bait. The Department treats around 925 linear miles of roadway each year. o Note that along roadsides, the Department spreads bait in a 12 to 15 ft wide swath at a rate of 2 to 3 oat kernels per square foot only in areas where ground squirrels are active. This treatment method takes advantage of the natural foraging habit of the ground squirrel, an animal that is highly adapted to finding individual seed kernels on the ground. o The Department verified the expense by contacting 2 pest control contractors. Using their fees per hour or per squirrel trapped, the Department estimated that the cost to use a contractor to trap ground squirrels would be between $12,524 and $16,700 per linear mile. This does not compare favorably to the Department estimate of $5,074/linear if work were done by Department staff. o Note that at the $25/squirrel rate quoted by PfSE, it would cost the County $16,720/linear mile if the ground squirrel catch rate were similar to the 152 squirrels/1,200 linear feet. This is 3 times more than it September 13, 2016 Contra Costa County Board of Supervisors 746 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present with the Committee.” (1/14/15) “Pilot Trial of rodenticides vs tapping done in 2012, biased & scientifically indefensible.” (8/26/15) “Cost of trapping inflated.” (8/26/15) cost for Agriculture Department personnel to trap over a linear mile, so using a contractor would not save money, even if this method were effective. o One of the pest control contractors who was contacted for an estimate said he had also observed the ineffectiveness of trapping in areas with surrounding ground squirrel pressure. o The Department also observed some other unexpected outcomes: Traps were checked daily, but staff found squirrels bloodied and wounded from fighting with each other or trying to chew their way out of the traps. Traps were vandalized by the public even though large signs warned people to leave the traps alone. This exposed the public to health risks from bites and scratches and from transmissible diseases carried by ground squirrels. o In certain small areas that have a limited number of ground squirrel colonies, live trapping may be a viable alternative. •Santa Clara County Regional Parks find live trapping effective for their limited use of the method. They trap squirrels around Regional Park buildings to prevent undermining of foundations. This is a very small area compared to the hundreds of miles of roads involved in CCC. Park rangers are close by to educate the public and to observe the traps continually. This reduces vandalism and allows park personnel to have squirrels dispatched soon after they are trapped, which prevents harm to the squirrels from fighting or gnawing the cage. •In March 2006, the Ventura County Board of Supervisors directed county staff to avoid the use of anticoagulant rodenticides within county-owned properties and facilities. To address these concerns, the county hired a consultant and formed an ad hoc committee. The County developed an IPM program and as a result of a subsequent study, the ad hoc committee and the Board recommended broadcast baiting with diphacinone as the primary control method for ground squirrels. The Board approved this program in December 2006. •The CCC Agriculture Department has also evaluated kill traps but has chosen not to use that method for many reasons, including the increased risk of taking non- target animals, the risk of injury to curious children, and the expense. CCC is the only Bay Area county using rodenticides for ground squirrels 12/5/13-TWIC 10/9/14--TWIC From Parents for a Safer Environment (PfSE): “[Contra Costa is] currently the only Bay Area county to continue to use the archaic and non-specific to target pest method of rodenticides to kill grounds squirrels” “It’s great that the Agriculture Department has decreased usage of rodenticides from 36,615 pounds [of treated grain] applied two years ago to 14,391 pounds [of treated grain] applied in the most recent •Contra Costa County is not the only Bay Area county using rodenticide bait to manage ground squirrels. Note that CCC uses diphacinone-treated bait to protect critical infrastructure in the County from damage caused by ground squirrel burrowing. Diphacinone is a 1st generation anticoagulant that is less toxic and less persistent in animal tissues than 2nd generation anticoagulants. The Agriculture Department endeavors to maintain a relatively ground squirrel-free 100 ft buffer along various County roads (mainly in East County), along levees and railroad embankments, and around earthen dams and bridge abutments. To maintain this buffer, the Department treats a 12 to 15 ft. swath. o The Santa Clara Valley Water District uses diphacinone- and chlorophacinone-treated bait in areas similar to the sites the CCC Agriculture Department treats for the CC Water District. September 13, 2016 Contra Costa County Board of Supervisors 747 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present fiscal year. However it is still 14,301 pound [sic] more of bait applied than all Marin, San Francisco, and Santa Clara counties combined that do not use any rodenticides at all in open space.” (10/9/14) o Alameda County engages in a ground squirrel treatment program using diphacinone bait that is very similar to CCC. They treat roadsides and levees and Zone 7 Water District sites and use a similar amount of diphacinone- treated bait. •San Francisco City and County allows the use of bromadiolone bait (a 2nd generation anticoagulant rodenticide) at the SF Airport and by commercial lessees on city properties that are not adjacent to natural areas. Second generation anticoagulants are more toxic and more persistent in the tissues of poisoned animals than 1st generation anticoagulants, such as the diphacinone that CCC Department of Agriculture uses. Bromadiolone persists in liver tissues for 248 days compared to 90 days for diphacinone which makes sub-lethally poisoned animals walking hazards for predators much longer. •Note that San Francisco allows the use of diphacinone for baiting rats in areas with high public health concerns and where trapping is infeasible. CCC uses only trapping to control rats and mice in and around County buildings. But note also that CCC is far less urbanized than San Francisco, and therefore does not have the same kind of pest pressure from rats. •Marin and Napa County Public Works Departments reported that they have nowhere near the kind of ground squirrel populations that East Contra Costa County has, and consequently, they don’t do anything about the few ground squirrels along their roads. The County should use volunteers and free labor 12/5/13-TWIC 3/6/14-TWIC 2/17/16-IPM From Parents for a Safer Environment (PfSE): The County should use free labor programs •This could be particularly helpful around County buildings. The Grounds Manager would welcome Parents for a Safer Environment (PfSE) volunteers to pull weeds at particular sites, but PfSE would first need to negotiate with the County to determine if PfSE volunteers would be permitted work on County landscaping. If the work were approved, PfSE would need to organize and supervise the volunteers. •Note that County unions have protested the use of inmate labor for jobs that could be filled by union members. The union recently won a grievance against the Sheriff’s Department regarding the use of inmate labor for grounds maintenance work. The union has filed a grievance against the fire department regarding the use of inmate labor to clear brush. The Grounds Manager does not anticipate that PfSE volunteers pulling weeds would precipitate these kinds of union actions. •In the County’s other IPM programs, using volunteers is more difficult. o “Free” labor involves considerable County resources including outreach to solicit volunteers, planning and organizing work sessions, staff time for training volunteers, transportation of volunteers, equipment for volunteers and staff time for supervision. o Almost all of the Agriculture Department’s noxious weed program involves activity on private land or on lands that are not owned or managed by the County. Use of volunteer help in these areas would involve liability for those land owners or managers. o Much of the Public Works Department’s creek and roadside vegetation management involves work in dangerous areas such as roadsides or steep and rocky slopes and requires the use of hazardous equipment such as chain saws and brush cutters. County liability for volunteers performing this kind of work would be extremely high. September 13, 2016 Contra Costa County Board of Supervisors 748 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present o The County’s structural IPM program is not suited to the use of volunteer labor. •Note that the County does use volunteers, most notably in creek restoration and clean up, for creek water quality monitoring and for outreach to the public about creek water quality and the value of healthy creeks and watersheds. Grazing has no significant impact on water quality 12/4/14-TWIC 8/26/15-Email From Parents for a Safer Environment (PfSE): “…[I]n each of the four case studies, grazing had NO significant impact on water quality. It is my hope that this research can provide decision makers with confidence that managed grazing is an effective, economical and safe vegetation management tool along watercourses.” “Small PfSE Pilot Trial in 2009 showed no contaminants downstream of grazing.” (8/26/15) •The County is aware that grazing does not have a significant impact on water quality. Economics and not water quality is the limiting factor in the vegetation management situations in the County. Public Works continues to expand its grazing program where it is most appropriate and/or cost-effective, and grazing has become a permanent tool in the County’s IPM Toolbox. The County should expand goat grazing and competitive planting 12/5/13-TWIC 3/5/14-TWIC 2/17/15-IPM 8/2615-Email From Parents for a Safer Environment (PfSE): “The County should expand the competitive planting and goat grazing programs” “[One decision-making document] asserts that goat grazing costs much more than herbicide spraying; however it appears the cost of grazing during the in- season are [sic] being compared with herbicide usage. Other case studies we are evaluating show that grazing is cost effective and even cheaper than herbicide usage.” (2/17/15) Grazing costs are inflated and cost of herbicide use is deflated. (8/2615) •The County Flood Control District is partnering with Restoration Trust, an Oakland-based non-profit, in a native planting experiment along Clayton Valley Drain (near Hwy 4 adjacent to Walnut Creek). The study involves planting 2 species of native sedge and 1 species of native grass. These are perennial species that stay green year round and are resistant to fire. The plants are compatible with flood control objectives because they do not have woody stems, and during flood events, they would lie down on the slope, thus reducing flow impedance. They are not sensitive to broadleaf herbicides that will be needed to control weeds at least until the plants have spread enough to outcompete weeds. County volunteers installed the first plantings on December 7, 2013 •Note that it is conceivable that herbicides may always have to be used on these plantings to prevent the area from being overrun with weeds because the surrounding weed pressure is very high. •Restoration Trust will be monitoring the test plots for the next 5 years to assess the survival of the native plants and their degree of successful competition with non-native annual species. The County will gather information over the next few years to determine whether, how, and where to expand this kind of planting. The County cannot expand this project without data on its costs and viability. •Over the last 3 years, the Public Works Department has expanded its use of goat grazing considerably. In 2012 they grazed 99 acres, in 2014 they grazed 336 acres, and in 2015 they project around 300 acres. It is now a regular management tool for the Department. Every site the County manages differs in the ease with which goats can be used and their suitability for managing vegetation. The Department uses goats where they are appropriate and cost effective, and continues to gather data on costs and long-term effectiveness at individual sites. Cost is affected by many factors: September 13, 2016 Contra Costa County Board of Supervisors 749 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present o The size of the site—loading and unloading the animals is a fixed cost, so small sites cost more per acre than large sites o The ease of access to the site—the harder it is to get the goats into an area, the more expensive it is o The availability of water—if water must be trucked in, the cost is greater o The security of the site—the more fencing that is required and the more the fences must be taken down and erected within the site both increase the cost o The time of year—because of the law of supply and demand, cost is greater during the peak grazing season o The presence of endangered species—sites with endangered species and other restrictions from the State Dept. of Fish and Wildlife are good candidates for grazing regardless of the cost •Although the cost of off-season grazing is less expensive than during the peak grazing season, Public Works cannot effectively manage all the weeds that grow in the Flood Control District only with off-season grazing. Considering least-toxic alternatives before choosing pesticides 12/5/13-TWIC 2/26/14-IPM 2/17/15-IPM 8/6/15-IPM 8/26/15-Email 11/4/15-IPM 2/17/16-IPM From Parents for a Safer Environment (PfSE): “Staff has still not demonstrated that for each pest control problem, least toxic alternatives were evaluated prior to choosing pesticides.” Estimates for costs of herbicide applications need to include cost of permits, tracking requirements, storage of chemicals, licensing, training, etc. “The IPM Advisory Committee has not yet reviewed several key data in the [decision-making documents] that justify using broadcast herbicide spraying along Right of Ways and rodenticide usage in open space.” (2/17/15) “Also, has the county investigated least toxic methods in accordance with the IPM Policy?” (8/6/15) •In 2012, the IPM Committee developed a form for recording IPM decisions made by the Departments. In 2013, each IPM program in the County produced at least 1 decision-making document for a specific pest or pest management situation (the Agriculture Department produced 2 documents that year). •These documents show which least-toxic alternatives are considered and tested, which are being regularly employed, which are not, and why. •In 2013, each decision-making document was extensively reviewed by the Decision-Making subcommittee with PfSE members in attendance. •Recording the thought processes and decision-making path for each pest or pest management situation takes considerable time (approximately 40 hours of work per document). •In 2014, the Decision-Making subcommittee reviewed and, after numerous revisions, accepted 4 more decision-making documents. These discussions were conducted in public with members of PfSE in attendance. •In 2015, the Weed subcommittee reviewed and revised 1 more decision-making document which covered how the County decides to use grazing as a management tool. •In 2014, the Cost Accounting subcommittee chose to research the costs associated with altering landscapes around County buildings to require less maintenance, less water, and less herbicide. The subcommittee concluded that this is a very worthy goal, but more complicated to achieve than expected. Sites must be considered individually because one plan will not fit all, and in the midst of severe drought, it is not the time to begin replanting. The subcommittee also explored the idea of replacing lawns with artificial turf, but decided that it is not the answer except in very specific, limited situations. Artificial turf has high up- front costs, still requires maintenance, can become infested with weeds growing in soil that accumulates on top of the mat, and has environmental consequences at the end of its life, •Herbicide treatment costs reported in the 2013 IPM Annual Report included all associated costs mentioned by PfSE. When costs are compared in future documents, every effort will be made to include all related costs for both September 13, 2016 Contra Costa County Board of Supervisors 750 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present pesticides and alternatives. Excessive pesticide use in CCC 12/5/13-TWIC 2/26/14-IPM 12/4/14-TWIC 3/10/15-IPM 2/17/16-IPM 3/16/16-IPM From Parents for a Safer Environment (PfSE): Contra Costa County uses more pesticide than any other Bay Area County (or, than several Bay Area Counties combined) “lack of progress is evident in that the county has not significantly altered their use of pesticide since 2009” “The single most underlying problem I see in the IPM Program is that there is little to no leadership in guiding the County to reduce pesticides. (12/4/14) “Compare the quantity and the type of pesticides being used by neighboring counties of Marin, S.F., and Santa Clara Counties [sic] for the same pest problems.” (2/17/16) “…I am concerned about the exponential increase of herbicides being applied by the Grounds program in the last fiscal year [FY 14-15].” (3/16/16) “The Right of Ways program of Public Works alone used over 10,200 lbs of pesticides last fiscal year, using 20 herbicides…These [sic] program needs review of why so much pesticides are required and at such high rates.” (3/16/16) • The assertion that CCC uses more pesticide than any other Bay Area County, or other counties combined, is hard to evaluate since staff have not seen current pesticide use figures for County operations in other Bay Area Counties. • This could be researched, but would take time. It is difficult to compare counties, all of which vary greatly in their size, their budgets, their staff, their pests, their weather, and the kinds of responsibilities they choose to undertake. Staff feel that comparing pesticide use in various counties is not particularly relevant to how well Contra Costa County operations are implementing IPM. • In 2012 and 2013, the IPM Data Management subcommittee undertook to find additional metrics to evaluate the County’s IPM programs. This proved to be a difficult task, and the committee’s research did not discover any unique or innovative measures for evaluating IPM programs in other Bay Area counties, or across the U.S. • The subcommittee agreed that pesticide use data do not reveal whether the County is implementing IPM, and so in 2012, the subcommittee developed the IPM Priority Assessment Tool. This is a compilation of IPM best management practices (BMPs). The subcommittee asked the Departments to fill out the form in 2012 and 2013 and report the percentage of implementation of each of the BMPs. • It is important to understand that pesticide use can increase and decrease from year to year depending on the pest population, the weather, the invasion of new and perhaps difficult to control pests, the use of new products that contain small percentages of active ingredient, the use of chemicals that are less hazardous but not as effective, the addition or subtraction of new pest management projects to a department’s workload, and cuts or increases to budgets or staff that change priorities or workload. • Since FY 2000-2001, the County has reduced its pesticide use by 727%--from 18,931 lbs of active ingredient in FY 00-01 to 4780688 lbs of active ingredient in FY 14-1513-14. • Since FY 2000-2001, each Department has been evaluating its pesticide use and researching options for eliminating or reducing pesticide use. County operations have eliminated the use of 242 of the 31 “Bad Actor” pesticides that they had been using. Since FY 2000-2001, the County has reduced its use of “Bad Actor” pesticides by 84%. • The County’s pesticide use trend follows a trend typical of other pollution reduction programs. Early reductions are dramatic during the period when changes that are easy to make are accomplished. Once this “low-hanging fruit” has been plucked, it takes more time and effort to investigate and analyze where additional changes can be made. The County is entering this period, and if further reductions in pesticide use are to be made, it will require time for focused study and additional funding for implementation. • Note that County operations use about 2% of all the pesticide (active ingredients) that is required to be reported in the County. The total reported to the state does not include homeowner use, which researchers suspect is a considerable amount. • In FY 14-15, the Grounds Division used only 1/3 of the pesticide it used in FY 00- September 13, 2016 Contra Costa County Board of Supervisors 751 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present 01.The amount used in FY 14-15 was 154 lbs. of active ingredient less than in FY 13-14. •In FY 14-15 the Public Works Roadside and Flood Control Channel Maintenance Division (the “Right of Ways program” that PfSE refers to) used 4,780 lbs. of pesticide active ingredients. This is a little more than ¼ of the pesticide they used in FY 00-01. CCC should do more IPM training and outreach to County staff and the public 12/5/13-TWIC 2/17/16-IPM 3/16/16-IPM From Parents for a Safer Environment (PfSE): “the County IPM Coordinator and the IPM Advisory Committee [should] provide annual IPM training and outreach programs to both county staff and the public” The County should “provide training and conferences such as those conducted by Santa Clara and San Francisco counties which train hundreds of interested participants.” •The IPM Committee is an advisory body to the Board of Supervisors and does not have a budget, nor does it have the staff or the mandate to provide outreach and training. •There is no need to duplicate San Francisco and Santa Clara’s regional IPM conferences, and it would be impossible for the IPM Coordinator to do so without staff and budget. •In 2012, the IPM Coordinator partnered with cities in CCC to provide a half-day landscape IPM training to City and County staff and will probably do so again in the future. •The IPM Coordinator provides extensive education in person and over the phone to County staff and Contra Costa citizens on bed bug awareness and an IPM approach to managing bed bugs. The IPM Coordinator produces educational materials on bed bugs for professionals and lay people. Materials are housed on the Health Services bed bug website (cchealth.org/bedbugs). •The Departments provide annual training to County staff that includes IPM. •County staff attend numerous trainings and conferences that include IPM training in order to stay current on pest management research and to maintain their various licenses. •The Department of Agriculture has a biologist on-call from 8 AM to 5 PM each weekday to answer questions from the public about pests and pest management. Biologists base their responses on IPM principles and on materials and resources from the U.C. Statewide IPM Program. •Every day in the course of their work, County staff from Public Works, Health Services and the Department of Agriculture engage citizens in dialog about the pest management work the County does and the IPM principles the County employs. •The Department of Agriculture provides many training sessions each year on pesticide safety (including IPM issues) to growers, farm workers, agencies, and the pest control industry. •The Department of Agriculture is a member of the Egeria densa Integrated Pest Management Committee and developed the Contra Costa Delta/Discovery Bay Region Brazilian Waterweed (Egeria densa) Integrated Pest Management Plan. •The County Clean Water Program sponsors an annual Bay Friendly Landscaping training for County staff and professional landscapers throughout the county. This training includes information about IPM and about reducing inputs into and outputs from landscaping activities to prevent pollution in creeks and the Bay. •The County Clean Water Program provides support for watershed coordinators and friends of creeks groups that coordinate volunteers to conduct general outreach to the community about water quality in creeks and the value and September 13, 2016 Contra Costa County Board of Supervisors 752 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present importance of wildlife habitat, watersheds, and creek restoration. •The County Clean Water Program provides support to the Bringing Back the Natives Garden Tour which educates the public about the many benefits of gardening with California native plants. •The County Clean Water Program supports the Our Water, Our World Program in Contra Costa County (a program originally developed by CC Central Sanitary District). This program provides in-store IPM education directly to consumers who are purchasing pesticides. IPM training is also provided for nursery and hardware store employees. •In 2014 the County Clean Water Program launched 3 other IPM and pesticide public education programs. •The Contra Costa Master Gardener Program trains volunteers with a curriculum that includes IPM. Master Gardener volunteers are available Monday through Thursday from 9 to Noon to answer gardening and pest management questions from the public. Advice is based on materials and resources from the U.C. Statewide IPM Program. Master Gardeners also provide presentations on gardening and IPM to a broad cross section of Contra Costa citizens. •The IPM Coordinator has been working closely with the Cities of El Cerrito and San Pablo over the past 2 years to develop IPM guidance for cities on implementing IPM and to develop standard operating procedures for various pests. •The IPM Coordinator accepts many speaking engagements throughout the County and the region to provide training on IPM and especially on bed bug issues. •The IPM Coordinator and other County staff have been working closely with cities to provide guidance on the crises of bed bug infestations they are experiencing. •The IPM Coordinator is working with Code Enforcement in the City of Richmond to develop bed bug training for Code Enforcement officers throughout the state. •Every month the IPM Coordinator spends a significant number of hours talking with citizens about least-hazardous bed bug control. •The Agricultural Department represents the California Agricultural Commissioner’s and Sealer’s Association as the sitting member of the California Invasive Species Advisory Task Force. •In October 2013, County staff attended a Parents for a Safer Environment’s IPM workshop and found it informative. Parents for a Safer Environment can provide a useful community service by hosting more such workshops. •In April 2014, the IPM Coordinator provided an in-person IPM tutorial for the Grounds Division’s new spray technician. •In May 2014, the IPM Coordinator arranged an IPM workshop given by Pestec, the County’s Structural IPM Contractor, for the County’s Head Start Home Base educators. Pestec presented information on how to prevent pests in the home and simple, non-toxic strategies for low income families to use to combat pest invasions. Home Base educators provide in-home education to Head Start families. •In May 2014, the Contra Costa Environmental Health Division sponsored a workshop on IPM for bed bugs for County Environmental Health Inspectors and code enforcement officers in Contra Costa municipalities. September 13, 2016 Contra Costa County Board of Supervisors 753 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present • In July 2014, the County hosted a presentation by the U.C. Horticultural Advisor on how landscapes should be managed during drought and how to plan landscapes for what is likely to be continual droughts. County staff, both administrators and maintenance personnel, along with park personnel from the city of Danville attended. • In July 2014, the IPM Coordinator provided a bed bug awareness training for the residents of Meadow Wood at Alamo Creek, a senior living facility in Danville, along with subsequent consultation with individual residents and staff. • In September 2014, the IPM Coordinator provided the Greater Richmond Interfaith Program with assistance for a bed bug infestation at their Family Housing Program. • In February 2015, the IPM Coordinator met with staff at the Bay Area Rescue Mission in Richmond to discuss bed bug prevention. • In June 2015, the IPM Coordinator completed an IPM Guidance manual for municipalities in Contra Costa County with help from Beth Baldwin of the County Clean Water Program and Stephen Pree of the City of El Cerrito. The three of them presented an IPM workshop for municipal staff that included information on how to use the manual and resources available to them within the County. • In November 2015, the IPM Coordinator and Luis Agurto from Pestec provided a bed bug training for County Adult Protective Services staff who have been encountering bed bug problems in their clients homes more frequently. • In April 2016, the IPM Coordinator helped arrange a County-sponsored Bay Friendly Landscaping refresher training at the Pittsburg Civic Center open to all Bay Friendly certified landscaping professionals in the County. • In April 2016, the IPM Coordinator and Luis Agurto from Pestec provided a bed bug awareness training for staff from the Behavioral Health Division. • In May 2016, the IPM Coordinator arranged a talk on mosquitoes as vectors of disease by Dr. Steve Schutz of CC Mosquito and Vector Control for the IPM Advisory Committee. • In May 2016, the IPM Coordinator gave a class in home and garden pests at the Gardens at Heather Farms for the general public. • In May 2016, the IPM Coordinator helped arrange a talk at the Richmond Civic Center on vertebrate pest management for County and municipal staff and professional landscapers. • In May 2016, the IPM Coordinator provided a bed bug prevention training to the County’s Discovery House staff. • In June 2016, the IPM Coordinator and Carlos Agurto from Pestec provided a bed bug prevention refresher training to the Concord Homeless Shelter and Calli House youth shelter staff. Violations of the Brown Act 12/5/13-TWIC 3/2/15-TWIC 8/6/15-IPM 2/17/16-IPM From Parents for a Safer Environment (PfSE): “continued violations of the Brown Act including repeated disposal of original meeting minutes, repeated failure to provide public records at all or much later than 10 working • Staff always respond within 10 days to public records requests. In almost all cases staff respond within 1 to 3 days. The only reason for delay has been to find and collect documents that have been requested. • The County takes public records requests seriously and responds promptly to each one. • Hand written meeting minutes are recycled after official minutes have been typed September 13, 2016 Contra Costa County Board of Supervisors 754 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present day, and meeting minutes that do not accurately reflect comments made or not made by participants” “our county’s IPM policy and the Public Records Act have been violated at least on a quarterly basis by staff since 2009.” (3/2/15) “We are still waiting to learn where Fusilade II Turf and Ornamental herbicide had been applied by the Grounds Program in the past years” (8/6/15) up. Official minutes, once approved by the IPM Committee, are posted on the IPM website. • The IPM Committee approves the minutes for each meeting. The public is provided time to comment on the minutes, and as the IPM Committee sees fit, the minutes are corrected. • Staff are ready to respond to any specific instances or claims of Brown Act violations. Staff maintain written logs of all public records requests. • On July 8, 2015 Susan JunFish formally requested information about Fusilade use by the Grounds Division. On July 16, 2015 the IPM Coordinator provided her with a chart, created for her, showing how much and where Fusilade was used (0 used in FY 12-13 and FY 14-15 and 0.1 pound used once in a parking lot in FY 13-14). Financial incentives to serve on the IPM Committee/Conflict of interest on the IPM Committee 12/5/13-TWIC 1/14/15 IPM 3/2/15-TWIC 2/17/16-IPM From Parents for a Safer Environment (PfSE): The County should “discourage financial incentives of [IPM Committee] applicants by providing a minimum of a 5 year moratorium for those who serve to be eligible for receiving a county contract or any funding” “In 2009, Michael Baefsky, a community representative of the IPM Advisory Committee received a contract with the former General Services Department according to a document from Terry Mann, former Deputy Director of the General Services Dept. After receiving that contract, Mr. Baefsky’s behavior on the Committee changed significantly.” • Staff disagree that there are any kinds of financial incentives to serve on the IPM Advisory Committee, but will defer to the Board of Supervisors on whether to impose such a moratorium. • If the public has evidence of financial incentives for serving on the IPM Committee, we request that they bring that evidence forward. • Michael Baefsky was not a member of the IPM Advisory Committee when he was asked to contract with General Services to advise the County on non-chemical methods to manage weeds on the Camino Tassajara medians in 2009. His contract ended in 2009. That year he attended meetings of the IPM Task Force, an informal body with no official appointees. The IPM Advisory Committee was not created until 2010, and he was appointed by the Board to an At-Large seat in 2010. He has held no contracts with the County since 2009. • The IPM Committee bylaws state the following in sections III.B.2&3: • “Contractors who provide pest management services to the County may not serve on the Committee. The exception is A.1.d., above, the Current Structural Pest Management Contractor with General Services Department. • “If a member’s work status or residence changes, he/she must notify the Committee in writing, within thirty (30) days of their change in status. The Chair will review the change of status and determine if the member is still eligible for membership according to these by-laws. If they are found to be ineligible, the member will be asked to resign his/her position.” Monetary compensation or gifts from pesticide salespeople 12/5/13-TWIC 3/2/15-TWIC From Parents for a Safer Environment (PfSE): “We are requesting that TWIC require that all staff involved in • County staff do not receive (and have not been offered) gifts or compensation in any form from pesticide salespeople or any other salespeople. Accepting gifts or compensation would be against County policy5 and would subject staff and their departments to disciplinary action 5 California Government Code § 1090 prevents county employees and officials from being "financially interested" in any contract made by them in their official capacity, or by anybody or board of which they are members. September 13, 2016 Contra Costa County Board of Supervisors 755 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present ordering pesticides from salespersons fill out a form disclosing any monetary compensation or any other forms of gifts from pesticide salespersons” •If the public has evidence of County staff taking bribes, we urge the public to provide that evidence for investigation. IPM Committee did not accept all of Parents for a Safer Environment’s priorities as their own 2/12/14-TWIC From Parents for a Safer Environment (PfSE): The IPM Committee is planning to include only 70% of PfSE’s priorities as the Committee’s priorities for 2014 •The IPM Committee devoted more than an entire meeting to the discussion of its work priorities for 2014. The public was fully involved in the discussion and PfSE provided documents and testimony detailing their own priorities. The Committee had a thorough discussion and then voted on which priorities to pursue. IPM Coordinator references statements by members of Parents for a Safer Environment that were never made 3/2/15 From Parents for a Safer Environment (PfSE): “PfSE members also feel a lack of goodwill and collaboration when the IPM Coordinator references statements by members that were never made. For example, in the Response Table, it states that a PfSE member stated at the February 12, 2015 [sic] TWIC meeting that ‘The IPM Committee is planning to include only 70% of PfSE’s priorities as the Committee’s priorities for 2014.’ We would be thrilled if this was the case…” •In her written public comments to TWIC on February 12, 2014, Susan JunFish states: “We believe that the Committee is planning to address about 70% of the priority issues the community has raised, so we are hopeful. The two areas where there has been no plan to address are columns 4 and 5 of the table.” The IPM Committee needs a non-voting facilitator 2/12/14-TWIC 3/2/15-TWIC From Parents for a Safer Environment: “an impartial, non-voting facilitator would make the meetings run smoother and become more viable” •Staff believe that meetings are run effectively and efficiently. •The new IPM Committee chair has been very effective at running the 2014 and 2015 IPM Committee meetings and allowing the public ample opportunities to provide comment. California Government Code § 81000 et seq., known as the Political Reform Act, requires, among other things, that certain public employees perform their duties in an impartial manner, free from bias caused by their own financial interest. See Cal Gov Code § 81001(b). It also prevents certain employees from using their positions to influence county decisions in which they have a financial interest. See Cal Gov Code 87100. The Act also requires certain employees and officers to file a Form 700, Statement of Economic Interests (the CCC Agricultural Commissioner, the managers in Public Works and the IPM Coordinator fill out this form) See Cal Gov Code 89503. CCC Administrative Bulletin 117.6, paragraph 6, can be read to prevent employees from accepting any gift which "is intended, or could reasonably considered as tending to influence business or applications pending before the Board of Supervisors." September 13, 2016 Contra Costa County Board of Supervisors 756 Date(s) Issue Raised to: TWIC = Transportation, Water & Infrastructure Committee IPM = IPM Committee or subcommittees IO=Internal Operations Committee Issues Raised by the Public Steps taken by the IPM Advisory Committee and County Staff from January 2009 to the present Parents for a Safer Environment disagrees with responses to “unresolved” issues in the Triennial Review Report 11/6/13-IPM 2/12/14-TWIC 3/5/14-IPM 3/2/15-TWIC From Parents for a Safer Environment: Disagreement with the response by staff to “unresolved issues” in the Triennial Review Report for the IPM Advisory Committee •The response in dispute refers to the question in Section VIII of the Triennial Review report to the Board of Supervisors from the IPM Committee: “The purpose of this section is to briefly describe any potential issues raised by advisory body members, stakeholders, or the general public that the advisory body has been unable to resolve.” •The response given to this question in the report accurately reflects the response intended by the IPM Committee as agreed at their November 6, 2013 meeting. •The Triennial Review Report has been accepted by TWIC and the BOS, and the IPM Committee cannot go back and change the report. •The issue in question for the IPM Committee was whether to describe in Section VIII only issues that the Committee had been unable to resolve, or to also include a discussion of issues that PfSE felt were still unresolved. The Committee debated this and decided to also include a discussion of issues that PfSE felt were unresolved. However, it was completely clear from the discussion at the meeting that the Committee agreed that the issues described in this section (with the exception of the two that were noted as ongoing) had previously been given due consideration by the Committee, and that the Committee had addressed the issues. The Committee directed the IPM Coordinator to meet with the Committee Secretary to compile Committee and staff responses to the “unresolved” PfSE issues to include in the report and then to submit the report. •Note that in the IPM Committee’s extensive planning sessions for 2014 work, the Committee did not identify any of the “unresolved” issues as priorities for 2014. September 13, 2016 Contra Costa County Board of Supervisors 757 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Interagency Agreement #28–885 with Liberty Union High School District, a government agency, to allow low-income and disadvantage children to receive school-based mobile clinic services, for the period from July 1, 2016 through June 30, 2019. FISCAL IMPACT: This is a non-financial agreement. BACKGROUND: This Contract meets the social needs of County’s population by providing mobile clinic services, including comprehensive preventive health screening, primary health care services, immunizations, TB testing, sports physicals, and well-child examination to low-income and disadvantaged school children at Parkside Elementary School, Heights Elementary School, Marina Visa Elementary School, and Pittsburg High School. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Dan Peddycord 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D Morgan, M Wilhelm C.154 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Interagency Agreement #28–885 with Liberty Union High School District September 13, 2016 Contra Costa County Board of Supervisors 758 BACKGROUND: (CONT'D) Under Interagency Agreement #28–885, County will provide school-based mobile clinic services to children within the Liberty Union High School District (“District”), through June 30, 2019, including County’s agreement to indemnify the District. CONSEQUENCE OF NEGATIVE ACTION: If this contract is not approved, low-income and disadvantaged school children in the Liberty Union High School District will not 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. September 13, 2016 Contra Costa County Board of Supervisors 759 RECOMMENDATION(S): DECLARE as surplus and AUTHORIZE the Purchasing Agent, or designee, to dispose of fully depreciated vehicles and equipment no longer needed for public use as recommended by the Public Works Director, Countywide. FISCAL IMPACT: No fiscal impact. BACKGROUND: Section 1108-2.212 of the County Ordinance Code authorizes the Purchasing Agent to dispose of any personal property belonging to Contra Costa County and found by the Board of Supervisors not to be required for public use. The property for disposal is either obsolete, worn out, beyond economical repair, or damaged beyond repair. CONSEQUENCE OF NEGATIVE ACTION: Public Works would not be able to dispose of surplus vehicles and equipment. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Nida Rivera, (925) 313-2124 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.155 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Disposal of Surplus Property September 13, 2016 Contra Costa County Board of Supervisors 760 ATTACHMENTS Surplus Vehicles & Equipment September 13, 2016 Contra Costa County Board of Supervisors 761 September 13, 2016 Contra Costa County Board of Supervisors 762 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Unpaid Student Training Agreement #26-418-6 with Foothill-DeAnza Community College District, an educational institution, to provide supervised field instruction at Contra Costa Regional Medical Center and Contra Costa Health Centers to ultrasound technician students for the period from July 1, 2016 through June 30, 2020. FISCAL IMPACT: None BACKGROUND: The purpose of this agreement is to provide ultrasound technician students at Foothill-DeAnza Community College District with the opportunity to integrate academic knowledge with applied skills at progressively higher levels of performance and responsibility. Supervised fieldwork experience for students is considered to be an integral part of both educational and professional preparation. The Health Services Department can provide the requisite field education, while at the same time, benefitting from the students’ services to patients. On September 9, 2014, the Board of Supervisors approved Contract #26-418-5 with Foothill-DeAnza Community College District, APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: K Cyr, M Wilhelm C.156 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Unpaid Student Training Agreement #26-418-6 with Foothill-DeAnza Community College District September 13, 2016 Contra Costa County Board of Supervisors 763 BACKGROUND: (CONT'D) for the period from July 1, 2014 through June 30, 2016 for the provision of supervised fieldwork instruction experience. Approval of Unpaid Student Training Agreement #26-418-6 will allow Foothill-DeAnza Community College District students to receive supervised fieldwork instruction experience at Contra Costa Regional Medical Center and Contra Costa Health Centers, through June 30, 2020. CONSEQUENCE OF NEGATIVE ACTION: If this agreement is not approved, the students will not receive supervised fieldwork instruction experience at Contra Costa Regional Medical Center and Contra Costa Health Centers. CHILDREN'S IMPACT STATEMENT: Not applicable. September 13, 2016 Contra Costa County Board of Supervisors 764 RECOMMENDATION(S): Approve and authorize the Health Services Director, or his designee, to execute, on behalf of the County, Unpaid Student Training Agreement #22-206-8 with University of San Francisco, an educational institution, to provide supervised field instruction in County’s Public Health Division to nursing students, for the period from November 1, 2016 through October 31, 2020. FISCAL IMPACT: None BACKGROUND: The purpose of this agreement is to provide nursing students at University of San Francisco with the opportunity to integrate academic knowledge with applied skills at progressively higher levels of performance and responsibility. Supervised fieldwork experience for students is considered to be an integral part of both educational and professional preparation. The Health APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Dan Peddycord, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D Morgan, M Wilhelm C.157 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Unpaid Student Training Agreement #22-206-8 with University of San Francisco September 13, 2016 Contra Costa County Board of Supervisors 765 BACKGROUND: (CONT'D) Services Department can provide the requisite field education, while at the same time, benefitting from the students’ services to patients. On October 25, 2011, the Board of Supervisors approved Contract #22-206-7 with University of San Francisco for the provision of supervised fieldwork instruction experience with Health Services, for the period from November 1, 2011 through October 31, 2016. Approval of Unpaid Student Training Agreement #22-206-8, will allow University of San Francisco nursing students to receive supervised fieldwork instruction experience in County’s Public Health Division, through October 31, 2020. CONSEQUENCE OF NEGATIVE ACTION: If this agreement is not approved, the students will not receive supervised fieldwork instruction experience in County’s Public Health Division. CHILDREN'S IMPACT STATEMENT: Not Applicable September 13, 2016 Contra Costa County Board of Supervisors 766 RECOMMENDATION(S): (1) APPROVE the Martinez Detention Facility Replacement of Kitchen Sewer Waste Piping Project at 1000 Ward Street, Martinez, and (2) DETERMINE that the Project is a California Environmental Quality Act (CEQA), Class 1(a) Categorical Exemption, pursuant to Section 15301(a) of the CEQA Guidelines, and (3) DIRECT the Director of the Department of Conservation and Development Department to file a Notice of Exemption with the County Clerk, and (4) AUTHORIZE the Public Works Director to arrange for payment of a $25 fee to the Conservation and Development Department processing and a $50 fee to the County Clerk for filing the Notice of Exemption. FISCAL IMPACT: There is no fiscal impact to this action. The project itself is estimated to cost $800,000 (100% General Fund). APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: PW CPM Division Manager, PW CPM Project Manager, PW CPM Clerical C.158 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:September 13, 2016 Contra Costa County Subject:Martinez Detention Facility Replacement of Kitchen Sewer Waste Piping, 1000 Ward Street, Martinez and Related CEQA Actions September 13, 2016 Contra Costa County Board of Supervisors 767 BACKGROUND: The purpose of this project is to replace the kitchen sewer waste piping and install two new grease interceptors at the Martinez Detention Facility located at 1000 Ward Street, Martinez. The existing kitchen sewer waste piping has failed and the existing grease interceptors are non-compliant with Central Contra Costa Sanitary District's requirements. On November 10, 2015, 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 Sea Pac Engineering, Inc., John F. Otto, Inc., and Mark Scott Construction, each in the amount of $2,000,000. This project is expected to be performed by one of the three JOC contractors. A task order catalogue has been prepared for the JOC Contractor to perform the Project. In the event that it is not performed by a JOC contractor, the Public Works Department will go to the Board for approval of plans and specifications and authorization to advertise and solicit bids. CONSEQUENCE OF NEGATIVE ACTION: If the project and related CEQA is not approved, the existing grease interceptors will continue to be non-compliant with Central Contra Costa Sanitary District's requirements. ATTACHMENTS CEQA Documents September 13, 2016 Contra Costa County Board of Supervisors 768 September 13, 2016 Contra Costa County Board of Supervisors 769 September 13, 2016 Contra Costa County Board of Supervisors 770 September 13, 2016 Contra Costa County Board of Supervisors 771 September 13, 2016 Contra Costa County Board of Supervisors 772 September 13, 2016 Contra Costa County Board of Supervisors 773 RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Office of the Sheriff, a purchase order with Adamson Police Products in an amount not to exceed $400,000 for the purchase of miscellaneous police supplies for the period July 18, 2016 through June 30, 2018. FISCAL IMPACT: 100% County General Fund; Budgeted. BACKGROUND: Adamson Police Products has a long history of providing quality products as well as exceptional customer service to the Office of the Sheriff. Adamson is a well established, local vendor that has been responsive to the Office of the Sheriff's needs and fulfills orders in a timely fashion. The quality and consistent supply of police supplies, tactical gear and other police accessories in a timely manner is imperative to carrying out the mission of the Office of the Sheriff. CONSEQUENCE OF NEGATIVE ACTION: The Sheriff's Office will not have a vendor to purchase miscellaneous police supplies. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Liz Arbuckle, (925) 335-1529 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Cara Moffett, Dan Hoffman, Mary Jane Robb, Elise Warren C.159 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Purchase Order - Adamson Police Products September 13, 2016 Contra Costa County Board of Supervisors 774 RECOMMENDATION(S): ADOPT Resolution No. 2016/531 approving and authorizing the Conservation and Development Director, or designee, to execute the first amendment to the First Amended and Restated Joint Exercise of Powers Agreement for the Pleasant Hill BART Station Leasing Authority, to allocate future “Block C” revenue between the County and San Francisco Bay Area Rapid Transit District (BART), and finding that the amendment is exempt from the California Environmental Quality Act and no subsequent environmental review is required. FISCAL IMPACT: The amendment would provide the County with a share of the lease revenue from a portion of the property owned by BART that the parties had previously anticipated would be sold with proceeds to BART. The County is not expected to experience a fiscal impact from the lease revenue generated by the sublease of Block C until approximately 2042, when priority payments to BART are expected to end. The amendment will also increase the percentage of rent that is allocated to expenses associated with administration of the joint powers authority from 2% to 3%. The increase will provide a more reliable revenue stream to cover costs incurred by the County in administering the joint powers authority. BACKGROUND: The San Francisco Bay Area Rapid Transit District (BART), the County, and the dissolved Contra Costa County Redevelopment Agency (Dissolved RDA) executed a joint exercise of powers agreement (the JEPA), thereby creating the Pleasant Hill BART Leasing Authority (the “Authority”) in 2004. The purpose of the Authority was APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Maureen toms, 925-674-7878 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.160 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Amendment to the Amended and Restated Joint Exercise Of Powers Agreement for the Pleasant Hill BART Station Leasing Authority September 13, 2016 Contra Costa County Board of Supervisors 775 BACKGROUND: (CONT'D) to facilitate the development of mixed-use residential, employment and retail uses around the Pleasant Hill/Contra Costa Centre BART Station (the "Transit Village Project"). The Transit Village Project is being developed on a number of different parcels, referred to as Blocks A, B, C, D and E. The Authority leases the “Blocks” from BART and subleases them to a developer. The Dissolved RDA, as a member of the Authority, committed to financing a variety of public improvements under various partnering documents. The improvements included the BART patron replacement parking garage, backbone infrastructure (roads, drainage, etc.) and place-making infrastructure (parks, plazas, street furniture). The Transit Village Project broke ground in 2008 and opened the first phase in 2010, but is not yet fully completed. In 2011, the California state legislature enacted Assembly Bill X1 26 (the “Dissolution Act”) to dissolve redevelopment agencies in California. On December 4, 2012, the JEPA was amended and restated to remove the Dissolved RDA from the Authority. Under the original JEPA, after applying a portion of the sublease revenue to the Authority’s administration expenses, sublease payments received by the Authority were allocated, first, to reimburse the Dissolved RDA for the cost of temporary parking improvements, second, to the County for expenses advanced for cost overruns on the parking garage, and, third, to the County and BART, with the County getting 75% and BART getting 25%. The Dissolved RDA has been repaid and, currently, the lease revenue from Blocks A, B and E are being applied to satisfy the additional costs for the parking garage. The contemplated amendment to the JEPA does not alter the treatment of lease revenue from Blocks A, B and E. The existing JEPA does not address the treatment of lease revenue generated by Block C because the parties expected that Block C would be sold, not leased. By mutual agreement, the plan for Block C has changed. Instead of Block C being sold to the developer for construction of 100 for-sale residential units, Block C will be leased to the Authority and then subleased to the developer. The developer will then construct 200 for-rent residential units on the site. To effect the new plan, the JEPA is being amended to address how lease revenue from Block C is to be shared by BART and the County. As before, a portion of the lease revenue will be applied to the Authority’s administration expenses. After that, to approximate the economics of the originally-contemplated transaction, BART will receive all of the revenue generated by the sublease of Block C until BART receives the equivalent of $4 million on a net present value basis, using a discount rate of 4%. Once BART has received that amount, the revenue will be shared by the County and BART, with the County receiving 75% of the revenue stream and BART receiving 25%. It is expected that the County will begin receiving cash flow from the sublease of Block C in 2042. The contemplated amendment also addresses two administrative issues. First, in the interest of reducing administration expenses, it alters the timing of the budget cycle to provide the Authority board more flexibility with respect to how often it must adopt a budget. Second, it increases the percentage of lease revenue that is allocated to administration expenses from 2% to 3%. For the past several years, actual expenses have exceeded the amount of revenue allocated to expenses, creating a deficit. The increase in the percentage of rent allocated to the cost of administration will provide for those costs to be covered. The JEPA has a mechanism for any excess administrative revenues to be split between the County and BART, however, there is currently no mechanism to draw down additional funds to cover administrative costs when there is a deficit. CONSEQUENCE OF NEGATIVE ACTION: The next phase of the Transit Village will not move forward to development. AGENDA ATTACHMENTS Resolution No. 2016/531 MINUTES ATTACHMENTS Signed Resolution No. 2016/531 September 13, 2016 Contra Costa County Board of Supervisors 776 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/531 RESOLUTION OF THE BOARD OF SUPERVISORS OF THE COUNTY OF CONTRA COSTA APPROVING, AUTHORIZING AND DIRECTING EXECUTION OF THE FIRST AMENDMENT TO THE AMENDED AND RESTATED JOINT EXERCISE OF POWERS AGREEMENT FOR THE PLEASANT HILL BART LEASING AUTHORITY WHEREAS, the Pleasant Hill BART Station Leasing Authority (the "Authority") is a joint powers authority comprised of the County of Contra Costa (the "County”) and San Francisco Bay Area Rapid Transit District ("BART"); and WHEREAS, the Authority is governed by the First Amended and Restated Joint Exercise of Powers Agreement for the Pleasant Hill BART Station Leasing Authority, which is dated December 4, 2012 (the “JEPA”); and WHEREAS, the Authority was originally comprised of three members, the County, BART, and the Contra Costa County Redevelopment Agency (the “Agency”), the JEPA reflects the dissolution of the Agency by the California state legislature; and WHEREAS, the Authority was created to facilitate development of a mixed-use community of residential, employment, and retail uses around the Pleasant Hill Bay Area Rapid Transit Station (the “Pleasant Hill BART Station”); WHEREAS, the real property that comprises the Pleasant Hill BART Station is owned by BART; and WHEREAS, the Authority originally contemplated that a certain portion of the Pleasant Hill BART Station commonly known as “Block C” would be sold to a developer and used to construct 100 for-sale residential units, along with an assortment of retail units; and WHEREAS, the Authority now contemplates that Block C will be subleased to a developer for the construction of 200 for-rent residential units, resulting in lease revenue to the Authority; and WHEREAS, the JEPA sets forth how the Authority is to be administered and how lease revenue is to be split between the County and BART; and WHEREAS, the members of the Authority desire to enter into the first amendment to the JEPA (the “First Amendment”) in order to amend the JEPA to (i) set forth the Block C lease revenue split, (ii) increase from 2% to 3% the portion of lease revenue that is to be applied first to Authority administration expenses, and (iii) modify the timing of the budget cycle; and WHEREAS, amendments to the JEPA require the consent of all members of the Authority. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Contra Costa as follows: The foregoing recitals are true and correct, and, together with information provided by staff and the public, form the basis for the approvals, findings, and determinations set forth below. 1. The First Amendment is hereby approved, and execution of the First Amendment in substantially the form currently on file with the Director, Contra Costa County Department of Conservation and Development (the "Director") is hereby authorized, subject to the First Amendment being approved by the BART governing board. 2. The Director, or his designee, is authorized and directed to execute the First Amendment in substantially the form currently on file with the Director, together with any documents confirming the authority granted hereby. 3. Subsequent environmental review under the California Environmental Quality Act (CEQA) is not required because (a)4. 5 September 13, 2016 Contra Costa County Board of Supervisors 777 Subsequent environmental review under the California Environmental Quality Act (CEQA) is not required because (a) none of the circumstances under CEQA Guidelines 15162 have occurred since the Board approved the preliminary development plan and final development plan for Block C on July 28, 2015; (b) the First Amendment is exempt under California Government Code 65457 and California Public Resources Code Section 21155.4, for the reasons described to the Board at the July 28, 2015 meeting. 4. The CEQA findings made by the Board on July 28, 2015 pertaining to Block C are incorporated by reference into this Resolution. 5. Contact: Maureen toms, 925-674-7878 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: September 13, 2016 Contra Costa County Board of Supervisors 778 September 13, 2016 Contra Costa County Board of Supervisors 779 September 13, 2016 Contra Costa County Board of Supervisors 780 RECOMMENDATION(S): Accept the Canvass of Votes for the August 23, 2016 Special Election showing the measure for Police Services in County Service Area P-6, Zone 2504, Supervisorial District 5 - Rodeo area passed as follows: Total Landowners Voted Yes No 1 1 1 0 FISCAL IMPACT: None BACKGROUND: The attached Certificate of the County Clerk provides the results of the August 23, 2016 Special Election for County Service Area P-6, Zone 2504, Subdivision 9367. Each landowner of the affected area was allowed one vote for each acre or portion thereof on Resolution No. 2016/392 to authorize a special tax on said property located in Zone 2504 of the County Service Area P-6 to maintain the present level of police protection service and to provide additional funding for increased police protection services. CONSEQUENCE OF NEGATIVE ACTION: If the Board does not accept the Canvass of Votes, Zone 2504 will not be formed. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Rosa Mena, 925.335.7806 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.161 To:Board of Supervisors From:Joseph E. Canciamilla, Clerk-Recorder Date:September 13, 2016 Contra Costa County Subject:ACCEPT CANVASS OF VOTES FOR POLICE SERVICE SERVICE AREA P6, ZONE 2504 RODEO AREA September 13, 2016 Contra Costa County Board of Supervisors 781 ATTACHMENTS Election Certificate Zone 2504 September 13, 2016 Contra Costa County Board of Supervisors 782 September 13, 2016 Contra Costa County Board of Supervisors 783 September 13, 2016 Contra Costa County Board of Supervisors 784 September 13, 2016 Contra Costa County Board of Supervisors 785 RECOMMENDATION(S): ACCEPT the Treasurer’s Quarterly Investment Report (the “Report”) as of June 30, 2016, as recommended by the County Treasurer-Tax Collector. FISCAL IMPACT: None BACKGROUND: Government Code Section 53646 requires the County Treasurer to prepare quarterly reports to the Board of Supervisors describing County investments including type, par value, cost, and market value. Attached please find the report covering the period April 1, 2016 through June 30, 2016. As of June 30, 2016, the par value, cost, and market value of Contra Costa County Investment Pool were $3,318,656,801.66, $3,316,430,137.38, and $3,324,733,399.00, respectively. The weighted yield to maturity was 0.84% and the weighted average days to maturity were 227 days. As of June 30, 2016, The Treasurer’s investment portfolio was in compliance with Government Code 53600 et. seq. and with the Treasurer’s current investment policy. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.162 To:Board of Supervisors From:Russell Watts, Treasurer-Tax Collector Date:September 13, 2016 Contra Costa County Subject:Treasurer's Quarterly Investment Report as of June 30, 2016 September 13, 2016 Contra Costa County Board of Supervisors 786 BACKGROUND: (CONT'D) Historical activities combined with future cash flow projections indicate that the County has sufficient liquidity to meet its obligations for the next six months. ATTACHMENTS Quarterly Report 6/30/2016 September 13, 2016 Contra Costa County Board of Supervisors 787 CONTRA COSTA COUNTY TREASURER’S QUARTERLY INVESTMENT REPORT AS OF JUNE 30, 2016 September 13, 2016 Contra Costa County Board of Supervisors 788 TABLE OF CONTENTS Page I. Executive Summary 1 II. Contra Costa County Investment Pool Summary 2 III. Appendix A. Investment Portfolio Detail—Managed by Treasurer’s Office 1. Portfolio Summary 5 2. Portfolio Detail 8 3. Market Valuation Sources 38 B. Investment Portfolio Detail – Managed by Outside Contracted Parties 1. State of California Local Agency Investment Fund a. Summary 39 2. Asset Management Funds a. Wells Capital Management 40 b. CalTRUST 74 3. East Bay Regional Communications System Authority (EBRCS) a. Summary 79 September 13, 2016 Contra Costa County Board of Supervisors 789 EXECUTIVE SUMMARY  The Treasurer's investment portfolio is in compliance with Government Code 53600 et. seq..  The Treasurer's investment portfolio is in compliance with the Treasurer's current investment policy.  The Treasurer’s investment portfolio has no securities lending, reverse repurchase agreements or derivatives.  As of 6/30/16, the fair value of the Treasurer’s investment portfolio was 100.25% of the cost. More than 77 percent of the portfolio or over $2.56 billion will mature in less than a year. Historical activities combined with future cash flow projections indicate that the County is able to meet its cash flow needs for the next six months.  Treasurer’s Investment Portfolio Characteristics Par $3,318,656,801.66 Cost $3,316,430,137.38 Market Value $3,324,733,399.00 Weighted Yield to Maturity 0.84% Weighted Average Days to Maturity 227 days Weighted Duration 0.62 year September 13, 2016 Contra Costa County Board of Supervisors 790 PERCENT OF TYPE PAR VALUE COST FAIR VALUE TOTAL COST A. Investments Managed by Treasurer's Office 1. U.S. Treasuries (STRIPS, Bills, Notes)$27,440,000.00 $27,656,200.60 $27,858,002.70 0.83% 2. U.S. Agencies Federal Home Loan Banks 243,865,000.00 244,069,975.36 245,256,349.75 7.36% Federal National Mortgage Association 103,032,000.00 103,564,461.57 104,045,105.40 3.12% Federal Farm Credit Banks 201,305,000.00 201,066,463.59 202,585,604.51 6.06% Federal Home Loan Mortgage Corporation 192,470,000.00 192,666,741.58 193,316,403.85 5.81% Municipal Bonds 1,990,000.00 2,122,157.78 1 2,122,157.78 1 0.06% Subtotal 742,662,000.00 743,489,799.88 747,325,621.29 22.42% 3. Supranationals - International Government 35,000,000.00 34,981,445.84 35,172,350.00 1.05% 4. Money Market Instruments Commercial Paper 1,032,625,000.00 1,028,534,883.61 1,031,229,380.45 31.01% Negotiable Certificates of Deposit 747,845,000.00 747,842,285.49 748,192,291.10 22.55% Medium Term Certificates of Deposit 2,175,000.00 2,175,000.00 1 2,158,491.75 1 0.07% Money Market Accounts 565,318.32 565,318.32 565,318.32 0.02% Time Deposit 3,335.77 3,335.77 3,330.04 0.00% Subtotal 1,783,213,654.09 1,779,120,823.19 1,782,148,811.66 53.65% 5. Asset Backed Securities/Mortgage Backed Securities 6,893,621.96 6,922,577.37 1 6,920,916.58 1 0.21% 6. Corporate Notes 141,512,000.00 142,096,714.65 142,978,951.45 4.28% TOTAL (Section A.)2,736,721,276.05 2,734,267,561.53 2,742,404,653.68 82.45% B. Investments Managed by Outside Contractors 1. Local Agency Investment Fund 206,784,102.55 206,784,102.55 206,912,561.38 2 6.24% 2. Other a. EBRCS Bond 2,232,756.90 2,232,756.90 2,232,756.90 0.07% b. Wells Capital Management 44,153,336.92 44,380,387.16 44,418,097.80 3 1.34% c. CalTRUST (Short-Term Fund)133,744,078.96 133,744,078.96 133,744,078.96 4.03% Subtotal 180,130,172.78 180,357,223.02 180,394,933.66 5.44% TOTAL (Section B.)386,914,275.33 387,141,325.57 387,307,495.04 11.67% C. Cash 195,021,250.28 195,021,250.28 195,021,250.28 5.88% 4GRAND TOTAL (FOR A , B, & C)$3,318,656,801.66 $3,316,430,137.38 $3,324,733,399.00 100.00% Notes: 1. Fair Value equals Cost less Purchase Interest 2. Estimated Fair Value 3. Base Market Value plus Accrued Interest 4. Does not include the Futuris Public Entity Trust of the Contra Costa Community College District Retirement Board of Authority CONTRA COSTA COUNTY INVESTMENT POOL As of June 30, 2016 September 13, 2016 Contra Costa County Board of Supervisors 791 CONTRA COSTA COUNTY INVESTMENT POOL AT A GLANCE AS OF JUNE 30, 2016 NOTES TO INVESTMENT PORTFOLIO SUMMARY AND AT A GLANCE AS OF JUNE 30, 2016 1. All report information is unaudited but due diligence was utilized in its preparation. 2. There may be slight differences between the portfolio summary page and the attached exhibits and statements for investments managed by outside contractors or trustees. The variance is due to the timing difference in recording transactions associated with outside contracted parties during interim periods and later transmitted to the appropriate county agency and/or the Treasurer’s Office. In general, the Treasurer’s records reflect booked costs at the beginning of a period. 3. All securities and amounts included in the portfolio are denominated in United States Dollars. 4. The Contra Costa County investment portfolio maintains Standard & Poor's highest credit quality rating of AAAf and lowest volatility of S1+. The portfolio consists of a large portion of short-term investments with credit rating of A-1/P-1 or better. The majority of the long-term investments in the portfolio are rated AA or better. 5. In accordance with Contra Costa County's Investment Policy, the Treasurer's Office has constructed a portfolio that safeguards the principal, meets the liquidity needs and achieves a return. As a result, more than 77% of the portfolio will mature in less than a year with a weighted average maturity of 227 days. U.S. Treasuries 0.83%U.S.Agencies- Federal, State and Local 22.42% Supranationals 1.05% Money Market 53.65% ABS/MBS 0.21% Corporate Notes 4.28% Outside Contractors-LAIF 6.24% Outside Contractors-Other 5.44% Cash 5.88% PORTFOLIO BREAKDOWN BY INVESTMENT 77.19% 11.19% 9.27% 1.76% 0.59% $0 $500,000,000 $1,000,000,000 $1,500,000,000 $2,000,000,000 $2,500,000,000 $3,000,000,000 1 yr & less 1 to 2 yrs 2 to 3 yrs 3 to 4 yrs 4+ yrs MATURITY DISTRIBUTION AAA 1.02% AA+ 24.64% AA 10.97% AA‐ 1.87%A+ 0.95%A 0.86% A‐ 0.31% A‐1+ 8.52% A‐1 44.70% NR  (CASH) 5.88% NR (Misc.) 0.19% BBB+ 0.09% PORTFOLIO CREDIT QUALITY 0.840% 0.904% 0.550% 0.701%0.730% 0.350% 0.00% 0.10% 0.20% 0.30% 0.40% 0.50% 0.60% 0.70% 0.80% 0.90% 1.00% Total Treasurer LAIF Wells CalTRUST Cash YIELD TO MATURITY BY PORTFOLIO Note: Total is  100% of the portfolio; Treasurer‐83%; LAIF‐6%; Wells Cap‐1%;  CalTRUST‐4%  and Cash‐6% 0.00% 0.10% 0.20% 0.30% 0.40% 0.50% 0.60% 0.70% 0.80% 0.90% 9/13 12/13 3/14 6/14 9/14 12/14 3/15 6/15 9/15 12/15 3/16 6/16 QUARTERLY WEIGHTED YIELD TO MATURITY YTM County&Agencies 41.85% School Dist. 39.53% Community College  Dist. 11.85% Voluntary  Participants 6.77% POOL BALANCE BY PARTICIPANTS Note: More than 45% of the School Dist. funds from the bond proceeds September 13, 2016 Contra Costa County Board of Supervisors 792 Note:All data provided by BloombergMAJOR MARKET AND ECONOMIC DATAAS OF JUNE 30, 201601234567806/96 06/99 06/02 06/05 06/08 06/11 06/14PercentageTREASURY YIELDS AND FED TARGET RATEUS 2‐YR TREASURY YIELDUS 5‐YR TREASURY YIELDFEDERAL FUND TARGET RATE‐10‐8‐6‐4‐2024681006/30/1606/30/1306/30/1006/30/0706/30/0406/30/0106/30/98PercentageGROSS DOMESTIC PRODUCTGDP QoQ Change‐2‐10123456Jun‐16Jun‐14Jun‐12Jun‐10Jun‐08Jun‐06Jun‐04Jun‐02Jun‐00Jun‐98Jun‐96PercentageCONSUMER PRICE INDEX CPI YoY ChangeCore CPI YoY Change02468101214161820Jun‐97 Jun‐99 Jun‐01 Jun‐03 Jun‐05 Jun‐07 Jun‐09 Jun‐11 Jun‐13 Jun‐15PercentageEMPLOYMENT RELATED RATESUnemployment RateUnderemployment RateSeptember 13, 2016Contra Costa County Board of Supervisors793 SECTION III APPENDIX A. INVESTMENT PORTFOLIO DETAIL - MANAGED BY TREASURER’S OFFICE September 13, 2016 Contra Costa County Board of Supervisors 794 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:11:45 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 1 of 3 Subtotal .535000 1,000,000.00 997,888.89 2,125.14 861.11 .537741 994,902.64 99.788889 0.00 Inv Type: 28 FHLMC DISCOUNT NOTES Subtotal 1.049830 199,835,000.00 201,116,557.51 379,899.45 1,522,450.73 1.092359 199,603,409.84 100.641308 -4,514.14 Inv Type: 27 FEDERAL FARM CREDIT BANKS 1.377838 2,879,735.88 100.999615 0.00 Subtotal 1.716709 2,849,590.16 2,878,075.09 4,076.54 0.00 Inv Type: 26 AGENCY ABS FXD-M 30/360 Subtotal 1.253842 102,487,000.00 103,501,529.35 359,695.29 763,241.32 1.078398 103,022,006.63 100.989910 -234,370.96 Inv Type: 23 FEDERAL NATIONAL MORTGAGE ASSO Subtotal 1.031463 243,865,000.00 245,256,349.75 364,460.82 1,284,258.64 .930508 244,069,975.36 100.570541 -97,884.25 Inv Type: 22 FEDERAL HOME LOAN BANKS Subtotal 1.261617 27,440,000.00 27,858,002.70 76,312.67 221,470.99 1.013967 27,656,200.60 101.523333 -6,810.42 Inv Type: 12 TREASURY NOTES Subtotal 1.017109 35,000,000.00 35,172,350.00 116,062.50 219,550.00 1.069565 34,981,445.84 100.492429 0.00 Inv Type: 1 SUPRANATIONALS Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 795 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:11:45 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 2 of 3 Subtotal .811041 1,032,625,000.00 1,031,229,380.45 1,995,783.06 698,719.78 .814347 1,028,534,883.61 99.864847 -6.00 Inv Type: 71 COMMERCIAL PAPER DISCOUNT Subtotal 1.020000 600,000.00 599,179.69 2,193.00 0.00 1.083588 599,179.69 99.863282 0.00 Inv Type: 53 CREDIT ABS FXD-SA 30/360 Subtotal 1.212290 3,444,031.80 3,443,661.80 1,807.48 0.00 1.217173 3,443,661.80 99.989257 0.00 Inv Type: 50 AUTO ABS FXD-M 30/360 Subtotal .472739 1,470,000.00 1,469,047.00 5,268.31 724.94 .475034 1,463,053.75 99.935170 0.00 Inv Type: 42 FARM CREDIT DISCOUNT NOTES Subtotal .482480 545,000.00 543,576.05 991.86 129.25 .488157 542,454.94 99.738725 0.00 Inv Type: 41 FNMA DISCOUNT NOTES Subtotal 3.128212 1,990,000.00 2,122,157.78 21,485.38 0.00 1.550194 2,122,157.78 106.641094 0.00 Inv Type: 31 MUNICIPAL BONDS Subtotal 1.050692 191,470,000.00 192,318,514.96 378,998.52 784,346.18 1.001066 191,671,838.94 100.443158 -136,191.00 Inv Type: 29 FHLMC NOTES Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 796 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:11:45 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 3 of 3 .600000 3,335.77 99.828226 -5.73 Subtotal .600000 3,335.77 3,330.04 42.75 0.00 Inv Type: 1000 TD WITH CALC CODE OF CSC-00 .000000 565,318.32 100.000000 0.00 Subtotal .000000 565,318.32 565,318.32 0.00 0.00 Inv Type: 99 MONEY MARKET ACCOUNTS 1.171259 3,515,000.00 100.000000 0.00 Subtotal 1.171259 3,515,000.00 3,515,000.00 4,856.66 0.00 Inv Type: 80 YCD / NCD QTR FLTR 1.278261 8,596,780.00 99.609579 -30,356.17 Subtotal 1.265482 8,600,000.00 8,566,423.83 23,530.19 0.00 Inv Type: 79 YCD/NCD 30/360 1.452099 142,096,714.65 101.036627 -309,015.25 Subtotal 1.676132 141,512,000.00 142,978,951.45 638,776.40 1,208,079.65 Inv Type: 75 CORPORATE NOTES 1.000000 2,175,000.00 99.241000 -16,508.25 Subtotal 1.000000 2,175,000.00 2,158,491.75 15,225.00 0.00 Inv Type: 74 CERT OF DEPOSIT MEDIUM TERM .793976 735,730,505.49 100.051767 0.00 Subtotal .794145 735,730,000.00 736,110,867.27 2,014,716.33 380,361.78 Inv Type: 72 NEGOTIABLE CERT OF DEPOSIT Grand Total Count 452 .934068 2,736,721,276.05 2,742,404,653.68 6,406,307.35 7,084,194.37 .904275 2,734,267,561.53 100.207671 -835,662.17 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 797 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 1 of 30 82755 CCCCD GOV US TREASU 912828F39 10/14/2015 1.750000 185,000.00 190,788.65 813.80 2,081.42 09/30/2018 .940653 3,969,612.50 101.652000 IDC-FIS 0.00 09/30/2019 1.230157 188,707.23 103.129000 IDC-FIS 0.00 02/29/2020 1.550966 118,500.00 101.492000 IDC-FIS 0.00 82786 CCCCD GOV US TREAS 912828UQ1 11/09/2015 1.250000 120,000.00 121,790.40 501.36 3,290.40 82754 CCCSIG GOV US TREAS 912828RH5 10/14/2015 1.375000 3,920,000.00 3,984,758.40 13,548.63 15,145.90 82710 CCCCD GOV US TREASU 912828UU2 09/29/2015 .750000 1,700,000.00 1,704,641.00 3,204.91 9,289.44 06/30/2020 1.499897 198,389.65 103.828000 IDC-FIS 0.00 03/31/2018 .860670 1,695,351.56 100.273000 IDC-FIS 0.00 03/31/2017 .545225 1,691,418.75 100.371000 IDC-FIS -5,185.95 82711 CCCCD GOV US TREASU 912828SM3 09/29/2015 1.000000 1,680,000.00 1,686,232.80 4,222.95 0.00 10/31/2018 1.148190 1,548,873.61 101.387000 IDC-FIS 0.00 82789 CCCSIG GOV US TREAS 912828WD8 11/09/2015 1.250000 1,545,000.00 1,566,429.15 3,253.75 17,555.54 07/31/2018 .916641 86,195.31 101.570000 IDC-FIS 0.00 82460 CCCSIG GOV US TREAS 912828F39 03/27/2015 1.750000 360,000.00 371,264.40 1,583.61 5,836.27 82679 CCCCD GOV US TREASU 912828VJ6 09/03/2015 1.875000 195,000.00 202,464.60 9.94 4,074.95 82377 CCCCD GOV US TREASU 912828VQ0 02/04/2015 1.375000 85,000.00 86,334.50 488.03 139.19 09/30/2019 1.403864 365,428.13 103.129000 IDC-FIS 0.00 82577 CCCCD GOV US TREAS 912828ND8 05/29/2015 3.500000 240,000.00 263,793.60 1,072.83 965.47 05/15/2020 1.503393 262,828.13 109.914000 IDC-FIS 0.00 82512 RM GOV US TREASURY 912828ST8 04/15/2015 1.250000 5,000,000.00 5,078,700.00 10,529.89 56,825.00 04/30/2019 1.138894 5,021,875.00 101.574000 IDC-FIS 0.00 Inv Type: 12 TREASURY NOTES 82978 SUP INTL BK RECON &459058EV1 03/10/2016 1.250000 5,000,000.00 5,059,250.00 26,562.50 75,050.00 07/26/2019 1.345903 4,991,491.67 101.185000 IDC-FIS 0.00 82880 SUP INTL BK RECON &45905UUM4 01/06/2016 1.060000 10,000,000.00 10,052,800.00 50,055.56 62,800.00 01/11/2018 1.110364 9,990,000.00 100.528000 IDC-FIS 0.00 83079 SUPRA INTL BK RECON 459058FE8 04/20/2016 .875000 10,000,000.00 10,026,000.00 17,500.00 36,000.00 05/13/2019 1.040147 10,009,711.11 100.343000 IDC-FIS 0.00 83184 SUP INTER-AMERICAN 458182DX7 06/28/2016 1.000000 10,000,000.00 10,034,300.00 21,944.44 45,700.00 07/19/2018 .920174 9,990,243.06 100.260000 IDC-FIS 0.00 1.069565 34,981,445.84 100.492429 0.00 Subtotal 1.017109 35,000,000.00 35,172,350.00 116,062.50 219,550.00 Inv Type: 1 SUPRANATIONALS Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 798 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 2 of 30 06/19/2017 .850065 2,888,800.00 100.433000 IDC-FIS -1,351.25 82038 RM GOV FHLB NOTES 313379DT3 07/15/2014 1.250000 6,205,000.00 6,275,054.45 4,955.38 102,940.95 06/08/2018 1.390090 6,172,113.50 101.129000 IDC-FIS 0.00 80907 WT GOV FHLB NOTES 313380EC7 10/10/2012 .750000 170,000.00 170,204.00 400.22 532.10 09/08/2017 .790076 169,671.90 100.120000 IDC-FIS 0.00 82000 RM GOV FHLB NOTES 313379VE6 06/02/2014 1.010000 2,875,000.00 2,887,448.75 967.92 0.00 Inv Type: 22 FEDERAL HOME LOAN BANKS 01/31/2021 1.357590 100,520.09 101.770000 IDC-FIS 0.00 83153 CCCCD GOV US TREASU 912828N89 05/27/2016 1.375000 100,000.00 101,770.00 574.17 1,691.87 04/15/2019 1.023692 154,506.07 100.477000 IDC-FIS 0.00 83186 CCCSIG GOV US TREAS 912828D23 06/29/2016 1.625000 3,925,000.00 4,025,283.75 10,745.76 0.00 04/30/2021 .983665 224,549.46 101.727000 IDC-FIS -256.85 83187 CCCCD GOV US TREASU 912828Q78 06/29/2016 1.375000 220,000.00 223,799.40 509.65 0.00 04/30/2019 .701283 4,037,050.49 102.555000 IDC-FIS -1,367.62 83152 CCCSIG GOV US TREAS 912828Q52 05/27/2016 .875000 155,000.00 155,739.35 285.33 1,388.91 82932 CCCSIG GOV US TREAS 912828TH3 02/03/2016 .875000 600,000.00 602,460.00 2,192.31 7,143.12 10/31/2020 1.682647 150,462.89 103.363000 IDC-FIS 0.00 07/31/2019 1.107137 595,360.15 100.410000 IDC-FIS 0.00 04/30/2020 1.246765 206,081.05 101.883000 IDC-FIS 0.00 82933 CCCCD GOV US TREASU 912828K58 02/03/2016 1.375000 205,000.00 208,860.15 474.89 2,779.10 09/15/2018 1.151627 6,224,121.09 100.813000 IDC-FIS 0.00 82819 CCCSIG GOV US TREAS 912828L40 12/04/2015 1.000000 6,250,000.00 6,300,812.50 18,342.39 76,691.41 82820 CCCCD GOV US TREASU 912828VF4 12/04/2015 1.375000 195,000.00 198,580.20 227.09 5,141.72 82901 CCCCD GOV US TREASU 912828WC0 01/11/2016 1.750000 150,000.00 155,044.50 442.26 4,581.61 05/31/2020 1.560386 193,438.48 101.836000 IDC-FIS 0.00 83010 CCCCD GOV US TREAS 912828XM7 03/31/2016 1.625000 170,000.00 174,814.40 1,153.57 1,992.13 05/31/2019 .989916 116,722.86 102.258000 IDC-FIS 0.00 07/31/2020 1.230437 173,277.63 102.832000 IDC-FIS 0.00 02/28/2021 1.249867 207,720.45 104.609000 IDC-FIS 0.00 83097 CCCCD GOV US TREASU 912828B90 05/06/2016 2.000000 200,000.00 209,218.00 1,336.96 2,225.81 82968 CCCCD GOV US TREASU 912828H52 03/04/2016 1.250000 125,000.00 126,826.25 652.48 1,757.89 01/31/2020 1.235552 125,210.02 101.461000 IDC-FIS 0.00 83009 CCCSIG GOV US TREAS 912828WL0 03/31/2016 1.500000 115,000.00 117,596.70 146.11 873.84 1.013967 27,656,200.60 101.523333 -6,810.42 Subtotal 1.261617 27,440,000.00 27,858,002.70 76,312.67 221,470.99 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 799 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 3 of 30 82400 RM GOV FHLB NOTES 3133782M2 02/25/2015 1.500000 5,000,000.00 5,090,800.00 23,541.67 74,200.00 12/09/2016 .571735 17,460,074.36 100.499000 IDC-FIS 0.00 03/08/2019 1.415035 5,016,600.00 101.816000 IDC-FIS 0.00 04/25/2018 1.155323 9,990,700.00 100.815000 IDC-FIS 0.00 82408 GOV FHLB NOTES 3130A4GJ5 03/04/2015 1.125000 10,000,000.00 10,081,500.00 20,625.00 90,800.00 82322 CCCCD GOV FHLB NOTE 313371PV2 01/21/2015 1.625000 17,375,000.00 17,461,701.25 17,254.37 1,626.89 82316 CCCCD GOV FHLB NOTE 3130A2T97 01/21/2015 .500000 765,000.00 765,298.35 988.13 0.00 12/09/2016 .571735 6,286,450.50 100.499000 IDC-FIS -90,687.15 09/28/2016 .470201 765,382.50 100.039000 IDC-FIS -84.15 09/28/2016 .470153 11,475,735.00 100.039000 IDC-FIS -1,261.70 82321 CCCCD GOV FHLB NOTE 3130A2T97 01/21/2015 .500000 11,470,000.00 11,474,473.30 14,815.42 0.00 03/06/2017 .802655 9,983,700.00 100.166000 IDC-FIS 0.00 82419 GOV FHLB NOTES 3130A4K27 03/09/2015 .720000 10,000,000.00 10,016,600.00 23,000.00 32,900.00 82437 RM GOV FHLB NOTES 3133782N0 03/16/2015 .875000 3,000,000.00 3,008,580.00 8,093.75 570.00 82550 GOV FHLB NOTES 3130A57K9 05/04/2015 1.000000 10,000,000.00 10,051,500.00 15,833.33 66,300.00 03/10/2017 .739127 3,008,010.00 100.286000 IDC-FIS 0.00 10/14/2016 .572077 10,010,200.00 100.057000 IDC-FIS -4,500.00 82187 GOV FHLB NOTES 3130A3CE2 11/05/2014 .625000 10,000,000.00 10,005,700.00 13,368.06 0.00 82189 RM GOV FHLB NOTES 3130A3EW0 11/07/2014 .500000 2,500,000.00 2,500,200.00 520.82 6,475.00 82255 GOV FHLB NOTES 3130A3PC2 12/12/2014 .650000 5,000,000.00 5,004,600.00 1,715.28 11,550.00 12/16/2016 .620043 2,493,725.00 100.008000 IDC-FIS 0.00 82053 RM GOV FHLB NOTES 313379DT3 07/28/2014 1.250000 3,000,000.00 3,033,870.00 2,395.83 51,870.00 82315 CCCCD GOV FHLB NOTE 313371PV2 01/21/2015 1.625000 6,165,000.00 6,195,763.35 6,122.18 0.00 06/08/2018 1.410094 2,982,000.00 101.129000 IDC-FIS 0.00 09/19/2017 1.200000 5,000,000.00 100.793000 IDC-FIS 0.00 82122 GOV FHLB NOTES 3130A33J1 09/19/2014 1.200000 5,000,000.00 5,039,650.00 17,000.00 39,650.00 12/12/2016 .720127 4,993,050.00 100.092000 IDC-FIS 0.00 82280 RM GOV FHLB NOTES 3130A3HF4 12/29/2014 1.125000 4,500,000.00 4,530,825.00 3,234.39 38,025.00 08/15/2017 1.000000 10,000,000.00 100.506000 IDC-FIS 0.00 12/08/2017 1.180284 4,492,800.00 100.685000 IDC-FIS 0.00 01/06/2017 .750000 10,000,000.00 100.128000 IDC-FIS 0.00 82281 GOV FHLB NOTES 3130A3UR3 01/06/2015 .750000 10,000,000.00 10,012,800.00 36,458.33 12,800.00 12/12/2016 .670252 3,502,065.00 100.115000 IDC-FIS 0.00 82256 RM GOV FHLB NOTES 3130A3Q64 12/12/2014 .700000 3,500,000.00 3,504,025.00 1,293.06 1,960.00 82271 GOV FHLB NOTES 3130A3Q64 12/23/2014 .700000 5,000,000.00 5,005,750.00 1,847.22 12,600.00 82275 GOV FHLB NOTES 3130A3TA2 12/30/2014 1.000000 10,000,000.00 10,050,600.00 37,777.78 50,600.00 12/12/2016 .770206 4,993,150.00 100.115000 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 800 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 4 of 30 82931 KFPD GOV FHLB NOTES 3130A3UQ5 01/25/2016 1.875000 250,000.00 257,625.00 260.42 4,060.00 12/13/2019 1.326075 249,282.50 101.094000 IDC-FIS 0.00 12/11/2020 1.570027 253,565.00 103.050000 IDC-FIS 0.00 03/19/2018 .890099 2,249,302.50 100.352000 IDC-FIS 0.00 82949 CCCSIG GOV FHLB 3130A7CX1 02/18/2016 .875000 2,250,000.00 2,257,920.00 5,578.13 8,617.50 82930 KFPD GOV FHLB NOTES 313381C94 01/27/2016 1.250000 250,000.00 252,735.00 156.25 3,452.50 82928 KFPD GOV FHLB NOTES 3130A6UJ4 01/26/2016 1.250000 250,000.00 252,647.50 269.10 1,602.50 11/30/2018 1.100214 251,045.00 101.059000 IDC-FIS 0.00 12/11/2020 1.513574 248,377.50 101.013000 IDC-FIS 0.00 82929 KFPD GOV FHLB NOTES 313381CA1 01/27/2016 1.375000 250,000.00 252,532.50 190.97 4,155.00 06/29/2018 .991934 159,614.40 100.400000 IDC-FIS 0.00 12/19/2017 .895450 6,010,800.00 100.517000 IDC-FIS 0.00 82994 CCCCD GOV FHLB NOTE 3130A6SW8 03/22/2016 1.000000 6,000,000.00 6,031,020.00 2,000.00 20,220.00 83154 CCCSIG GOV FHLB NOT 3130A8BD4 05/27/2016 .875000 2,185,000.00 2,193,740.00 106.21 14,005.85 83155 CCCCD GOV FHLB NOTE 3130A8BD4 05/27/2016 .875000 160,000.00 160,640.00 7.78 1,025.60 06/29/2018 .991934 2,179,734.15 100.400000 IDC-FIS 0.00 82582 RM GOV FHLB NOTES 313379EE5 06/08/2015 1.625000 2,500,000.00 2,556,575.00 1,918.40 50,575.00 06/30/2017 .730000 10,000,000.00 100.189000 IDC-FIS 0.00 06/14/2019 1.563094 2,506,000.00 102.263000 IDC-FIS 0.00 10/30/2018 1.300000 5,000,000.00 101.274000 IDC-FIS 0.00 82583 GOV FHLB NOTES 3130A5NC9 06/11/2015 1.300000 5,000,000.00 5,063,700.00 11,013.91 63,700.00 05/04/2018 1.050244 9,985,200.00 100.515000 IDC-FIS 0.00 12/08/2017 1.150014 9,995,200.00 100.685000 IDC-FIS 0.00 82552 GOV FHLB NOTES 3130A5DD8 05/07/2015 .720000 10,000,000.00 10,015,900.00 7,000.00 15,900.00 82579 GOV FHLB NOTES 3130A5HF9 06/01/2015 .730000 10,000,000.00 10,018,900.00 202.74 18,900.00 05/26/2017 .720000 10,000,000.00 100.159000 IDC-FIS 0.00 82590 GOV FHLB NOTES 3130A5JD2 06/29/2015 1.100000 10,000,000.00 10,070,500.00 611.11 70,500.00 11/02/2018 1.150000 5,000,000.00 101.018000 IDC-FIS 0.00 82781 GOV FHLB NOTES 3130A6RC3 11/04/2015 1.150000 5,000,000.00 5,050,900.00 9,423.62 50,900.00 82848 GOV FHLB NOTES 3130A6SW8 12/21/2015 1.000000 10,000,000.00 10,051,700.00 3,333.33 58,600.00 82875 GOV FHLB NOTES 3130A3HF4 12/30/2015 1.125000 10,000,000.00 10,068,500.00 7,187.50 73,300.00 12/19/2017 1.035037 9,993,100.00 100.517000 IDC-FIS 0.00 82664 GOV FHLB NOTES 3130A6B63 08/14/2015 1.200000 10,000,000.00 10,103,700.00 45,666.67 103,700.00 06/29/2018 1.100000 10,000,000.00 100.705000 IDC-FIS 0.00 08/14/2018 1.200000 10,000,000.00 101.037000 IDC-FIS 0.00 09/13/2019 1.400130 2,497,575.00 101.483000 IDC-FIS 0.00 82694 RM GOV FHLB NOTES 313380FB8 09/21/2015 1.375000 2,500,000.00 2,537,075.00 10,312.50 39,500.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 801 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 5 of 30 81538 WT GOV FNMA NOTES 3135G0WJ8 07/17/2013 .875000 164,000.00 164,649.44 159.44 5,120.08 05/21/2018 1.190082 196,976.00 100.396000 IDC-FIS 0.00 05/21/2018 1.459815 159,529.36 100.396000 IDC-FIS 0.00 02/19/2019 1.795148 378,398.67 102.767000 IDC-FIS 0.00 81889 AUHSD GOV FNMA NOTE 3135G0ZA4 04/01/2014 1.875000 377,000.00 387,431.59 2,591.88 9,032.92 02/08/2018 .970000 164,242.02 100.510000 IDC-FIS 0.00 81361 RM GOV FEDERAL NATL 3135G0JA2 04/15/2013 1.125000 3,900,000.00 3,917,277.00 7,800.01 0.00 81478 AUHSD GOV FNMA NOTE 3135G0WJ8 06/07/2013 .875000 200,000.00 200,792.00 194.44 3,816.00 04/27/2017 .600233 3,981,432.00 100.443000 IDC-FIS -64,155.00 81890 AUHSD GOV FNMA NOTE 3135G0ZA4 04/01/2014 1.875000 6,959,000.00 7,151,555.53 47,843.16 166,737.64 81941 GOV FNMA NOTE 3135G0MZ3 04/17/2014 .875000 10,000,000.00 10,027,600.00 29,895.83 86,800.00 02/19/2019 1.795148 6,984,817.89 102.767000 IDC-FIS 0.00 08/28/2017 1.054521 9,940,800.00 100.276000 IDC-FIS 0.00 04/20/2017 .740235 49,013.72 100.202000 IDC-FIS 0.00 81999 MDUSD GOV FNMA NOTE 3135G0ZB2 05/21/2014 .750000 49,000.00 49,098.98 72.48 85.26 80020 WT GOV FNMA NOTES 3135G0CM3 11/09/2011 1.250000 173,000.00 173,342.54 558.65 0.00 81230 WT GOV FNMA NOTES 3135G0TG8 02/21/2013 .875000 165,000.00 165,841.50 573.49 1,599.48 09/28/2016 1.160000 173,736.98 100.198000 IDC-FIS -394.44 09/28/2016 .615791 4,821,797.78 100.198000 IDC-FIS -109,485.84 80833 RM GOV FNMA NOTES 3135G0CM3 09/14/2012 1.250000 4,703,000.00 4,712,311.94 15,186.77 0.00 Inv Type: 23 FEDERAL NATIONAL MORTGAGE ASSO 06/29/2018 .877007 2,369,905.20 100.400000 IDC-FIS 0.00 83166 CCCCD GOV FHLB B 3130A8DB6 06/09/2016 1.125000 2,365,000.00 2,386,947.20 739.07 14,402.85 06/21/2019 1.017963 2,372,544.35 100.928000 IDC-FIS 0.00 83161 CCCSIG GOV FHLB 3130A8DB6 06/03/2016 1.125000 3,020,000.00 3,048,025.60 943.75 29,294.00 06/21/2019 1.139098 3,018,731.60 100.928000 IDC-FIS 0.00 83165 CCCCD GOV FHLB NOTE 3130A8BD4 06/09/2016 .875000 2,370,000.00 2,379,480.00 115.20 9,574.80 83167 RM GOV FHLB NOTES 3133834H1 06/10/2016 1.375000 1,865,000.00 1,887,286.75 1,353.42 8,112.75 83178 CCCCD GOV FHLB NOTE 3130A8BD4 06/17/2016 .875000 860,000.00 863,440.00 41.81 1,857.60 06/29/2018 .783628 861,582.40 100.400000 IDC-FIS 0.00 06/12/2020 1.180179 5,305,014.00 101.195000 IDC-FIS 0.00 06/12/2020 1.180179 1,879,174.00 101.195000 IDC-FIS 0.00 83168 RM GOV FHLB NOTES 3133834H1 06/10/2016 1.375000 5,265,000.00 5,327,916.75 3,820.79 22,902.75 .930508 244,069,975.36 100.570541 -97,884.25 Subtotal 1.031463 243,865,000.00 245,256,349.75 364,460.82 1,284,258.64 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 802 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 6 of 30 82952 CCCCD GOV FNMA BENC 3135G0J53 02/23/2016 1.000000 125,000.00 125,615.00 434.03 910.00 02/26/2019 1.079949 1,995,280.00 100.492000 IDC-FIS 0.00 02/26/2019 1.079949 124,705.00 100.492000 IDC-FIS 0.00 03/28/2018 .973722 1,417,544.19 100.344000 IDC-FIS 0.00 82966 CCCSIG GOV FNMA BEN 3135G0J61 03/04/2016 .875000 1,420,000.00 1,424,884.80 3,209.79 7,340.61 82951 CCCSIG GOV FNMA BEN 3135G0J53 02/23/2016 1.000000 2,000,000.00 2,009,840.00 6,944.45 14,560.00 82709 CCCCD GOV FNMA 31398ADM1 09/29/2015 5.375000 1,550,000.00 1,618,882.00 4,397.05 0.00 09/27/2017 .723255 1,689,189.60 100.458000 IDC-FIS -1,495.20 06/12/2017 .642309 1,674,015.50 104.444000 IDC-FIS -55,133.50 01/28/2019 1.309114 6,673,053.60 101.443000 IDC-FIS 0.00 82909 CCCCD GOV FNMA BENC 3135G0H63 01/13/2016 1.375000 6,660,000.00 6,756,103.80 38,919.37 83,050.20 12/14/2018 1.082725 1,101,265.00 100.909000 IDC-FIS 0.00 82967 CCCSIG GOV FNMA NOT 3135G0G72 03/04/2016 1.125000 1,100,000.00 1,109,999.00 584.38 8,734.00 82997 GOV FNMA NOTES 3135G0J53 03/22/2016 1.000000 10,000,000.00 10,049,200.00 34,722.22 68,500.00 83000 RM GOV FNMA NOTES 3136G1C98 03/28/2016 1.420000 4,000,000.00 4,059,600.00 23,035.55 39,600.00 02/26/2019 1.067074 9,987,922.22 100.492000 IDC-FIS 0.00 11/27/2018 1.385424 126,187.50 102.129000 IDC-FIS 0.00 82156 CCCCD GOV FNMA 3135G0YT4 10/23/2014 1.625000 125,000.00 127,661.25 191.85 1,473.75 82236 CCCCD GOV FNMA BENC 3135G0ZY2 12/03/2014 1.750000 100,000.00 102,813.00 170.14 2,160.00 82257 RM GOV FNMA NOTES 3135G0YT4 12/12/2014 1.625000 6,010,000.00 6,137,952.90 9,223.69 71,458.90 11/26/2019 1.612998 100,653.00 102.813000 IDC-FIS 0.00 82005 CCCCD GOV FNMA 3135G0YT4 06/05/2014 1.625000 115,000.00 117,448.35 176.49 1,775.60 82708 CCCCD GOV FNMA 3135G0ZL0 09/29/2015 1.000000 1,680,000.00 1,687,694.40 4,386.67 0.00 11/27/2018 1.489435 115,672.75 102.129000 IDC-FIS 0.00 09/12/2019 1.889799 164,897.76 102.769000 IDC-FIS 0.00 82119 WT GOV FNMA NOTES 3135G0ZG1 09/12/2014 1.750000 166,000.00 170,596.54 879.57 5,698.78 11/27/2018 1.380107 6,066,494.00 102.129000 IDC-FIS 0.00 82678 CCCCD GOV FNMA BENC 3135G0E58 09/01/2015 1.125000 130,000.00 131,194.70 292.50 1,405.30 01/21/2020 1.627650 169,977.90 102.362000 IDC-FIS 0.00 10/19/2018 1.177919 129,789.40 100.919000 IDC-FIS 0.00 12/20/2017 .793128 1,703,060.00 100.353000 IDC-FIS 0.00 82707 CCCCD GOV FNMA 3135G0RT2 09/29/2015 .875000 1,700,000.00 1,706,001.00 454.52 2,941.00 07/05/2016 .397750 2,634,818.23 100.000000 IDC-FIS 0.00 82314 CCCCD GOV FNMA 3135G0XP3 01/21/2015 .375000 2,635,000.00 2,635,000.00 4,830.83 181.77 82381 RM GOV FNMA NOTES 3136FTS67 02/09/2015 1.700000 6,000,000.00 6,143,100.00 35,133.33 55,920.00 82436 WT GOV FNMA NOTES 3135G0A78 03/16/2015 1.625000 170,000.00 174,015.40 1,227.78 4,037.50 02/27/2019 1.329281 6,087,180.00 102.385000 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 803 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 7 of 30 82778 CCCCD ABS FNMA SRS 3136AQDQ0 10/30/2015 1.646000 115,000.00 116,151.60 157.74 0.00 09/25/2019 1.382287 116,151.60 101.001391 BOOK 0.00 82814 CCCCD GOV FNMA SRS 3136AQSW1 11/30/2015 1.898080 65,000.00 65,649.99 102.82 0.00 04/01/2018 1.201381 388,848.61 100.999639 BOOK 0.00 82344 CCCSIG ABS GOV FNMA 3136AMKW8 01/30/2015 1.626000 420,826.65 425,031.76 570.22 0.00 02/25/2018 1.293773 425,031.76 100.999250 BOOK 0.00 82545 CCCSIG GOV FNMA-ACE 3136ANJY4 04/30/2015 1.550000 385,000.00 388,848.61 497.32 0.00 07/25/2019 1.464707 111,097.36 100.997600 BOOK 0.00 83189 CCCSIG ABS FNMA SRS 3136ASPX8 06/30/2016 1.785000 1,155,000.00 1,166,549.42 1,718.06 0.00 06/25/2019 1.442622 1,168,210.21 100.999950 BOOK 0.00 83093 CCCCD ABS GOV FHLMC 3137BNN26 04/28/2016 1.780000 110,000.00 111,097.36 163.17 0.00 01/25/2019 1.572772 65,649.99 100.999985 BOOK 0.00 83092 CCCSIG ABS GOV FHLM 3137BNMZ4 04/28/2016 1.738000 598,763.51 604,746.35 867.21 0.00 03/25/2019 1.387262 604,746.35 100.999199 BOOK 0.00 Subtotal 1.716709 2,849,590.16 2,878,075.09 4,076.54 0.00 1.377838 2,879,735.88 100.999615 0.00 Inv Type: 26 AGENCY ABS FXD-M 30/360 04/13/2021 1.000000 10,000,000.00 100.298000 IDC-FIS 0.00 83078 PW GOV FNMA NOTES 3135G0JA2 04/20/2016 1.125000 1,592,000.00 1,599,052.56 3,184.00 0.00 04/27/2017 .620365 1,600,151.04 100.443000 IDC-FIS -1,098.48 83068 GOV FNMA STEP-UP CA 3136G3HG3 04/13/2016 1.000000 10,000,000.00 10,029,800.00 21,666.67 29,800.00 04/20/2017 .660199 249,234.06 100.202000 IDC-FIS 0.00 83011 RM GOV FNMA NOTES 3135G0ZB2 04/01/2016 .750000 249,000.00 249,502.98 368.31 268.92 02/05/2020 1.286438 4,028,362.22 101.490000 IDC-FIS 0.00 83081 GOV FNMA NOTES 3135G0J53 04/22/2016 1.000000 10,000,000.00 10,049,200.00 34,722.23 68,800.00 02/26/2019 .966540 3,179,083.68 100.492000 IDC-FIS 0.00 83185 CCCSIG GOV FNMA BEN 3135G0J53 06/29/2016 1.000000 3,525,000.00 3,542,343.00 12,239.58 0.00 02/26/2019 .784359 3,556,995.25 100.492000 IDC-FIS -2,608.50 83099 CCCSIG GOV FNMA BEN 3135G0J53 05/06/2016 1.000000 3,170,000.00 3,185,596.40 11,006.95 12,676.61 02/26/2019 1.070042 9,995,955.56 100.492000 IDC-FIS 0.00 83090 CCCSIG GOV FNMA 3135G0YT4 04/27/2016 1.625000 1,575,000.00 1,608,531.75 2,417.19 8,757.00 11/27/2018 1.006504 1,599,774.75 102.129000 IDC-FIS 0.00 1.078398 103,022,006.63 100.989910 -234,370.96 Subtotal 1.253842 102,487,000.00 103,501,529.35 359,695.29 763,241.32 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 804 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 8 of 30 82671 RM GOV FFCB NOTES 3133EE5S5 08/25/2015 1.500000 1,000,000.00 1,019,940.00 6,083.33 14,200.00 04/02/2018 1.000000 10,000,000.00 100.543000 IDC-FIS 0.00 08/05/2019 1.350014 1,005,740.00 101.994000 IDC-FIS 0.00 08/05/2019 1.350014 3,017,220.00 101.994000 IDC-FIS 0.00 82672 RM GOV FFCB NOTES 3133EE5S5 08/25/2015 1.500000 3,000,000.00 3,059,820.00 18,250.00 42,600.00 01/22/2018 1.096935 9,971,900.00 100.513000 IDC-FIS 0.00 82382 RM GOV FFCB NOTES 3133EELZ1 02/09/2015 1.000000 5,000,000.00 5,027,300.00 12,777.76 47,300.00 82472 GOV FFCB NOTES 3133EEWH9 04/02/2015 1.000000 10,000,000.00 10,054,300.00 24,722.22 54,300.00 03/29/2018 1.130145 4,980,000.00 100.546000 IDC-FIS 0.00 82683 WT GOV FFCB NOTES 3133EE5Z9 09/11/2015 1.750000 170,000.00 174,505.00 1,214.79 4,348.60 82785 GOV FFCB NOTES 3133EFNF0 11/06/2015 1.080000 5,000,000.00 5,033,750.00 8,250.00 37,300.00 82691 GOV FFCB NOTES 3133EFCY1 09/14/2015 .780000 5,000,000.00 5,009,600.00 11,591.67 12,600.00 08/04/2020 1.730194 170,156.40 102.650000 IDC-FIS 0.00 09/14/2017 .810304 4,997,000.00 100.192000 IDC-FIS 0.00 09/14/2017 .860067 4,992,100.00 100.192000 IDC-FIS 0.00 82692 GOV FFCB NOTES 3133EFCY1 09/16/2015 .780000 5,000,000.00 5,009,600.00 11,591.67 17,500.00 12/07/2016 .972048 2,497,134.30 100.174000 IDC-FIS 0.00 81579 RM GOV FFCB NOTES 3133ECWV2 08/20/2013 .875000 2,505,000.00 2,509,358.70 1,461.24 12,224.40 11/01/2016 .700000 5,000,000.00 100.081000 IDC-FIS 0.00 81958 GOV FEDERAL FARM CR 3133EDKJ0 05/01/2014 .700000 5,000,000.00 5,004,050.00 5,833.33 4,050.00 05/17/2017 .790074 198,914.00 100.040000 IDC-FIS 0.00 80718 RM GOV FFCB NOTES 3133EAXG8 07/23/2012 .650000 2,494,000.00 2,494,349.16 7,610.16 0.00 82380 GOV FFCB NOTES 3133EEKB5 02/09/2015 1.000000 10,000,000.00 10,051,300.00 44,166.67 79,400.00 81479 AUHSD GOV FFCB NOTE 3133ECPT5 06/07/2013 .650000 200,000.00 200,080.00 158.89 1,166.00 07/12/2016 .600206 2,498,863.30 100.014000 IDC-FIS -4,514.14 82137 GOV FFCB NOTES 3133EDXA5 10/10/2014 1.150000 10,000,000.00 10,070,200.00 25,875.00 72,200.00 12/01/2016 .590074 4,999,000.00 100.047000 IDC-FIS 0.00 82218 GOV FFCB NOTES 3133EEDQ0 12/01/2014 .580000 5,000,000.00 5,002,350.00 2,416.67 3,350.00 12/15/2016 .720000 10,000,000.00 100.108000 IDC-FIS 0.00 82259 GOV FFCB NOTES 3133EEFA3 12/15/2014 .720000 10,000,000.00 10,010,800.00 3,200.00 10,800.00 11/14/2016 .600000 10,000,000.00 100.055000 IDC-FIS 0.00 82185 RM GOV FFCB NOTES 3133EDYB2 11/04/2014 1.500000 2,000,000.00 2,035,280.00 13,750.00 44,980.00 10/10/2017 1.156802 9,998,000.00 100.702000 IDC-FIS 0.00 82195 GOV FFCB NOTES 3133EEBU3 11/18/2014 .600000 10,000,000.00 10,005,500.00 7,833.33 5,500.00 01/16/2019 1.620035 1,990,300.00 101.764000 IDC-FIS 0.00 Inv Type: 27 FEDERAL FARM CREDIT BANKS Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 805 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 9 of 30 01/17/2017 .537741 994,902.64 99.788889 IDC-FIS 0.00 82941 RM GOV FHLMC DISCOU 313397AS0 02/09/2016 .535000 1,000,000.00 997,888.89 2,125.14 861.11 .537741 994,902.64 99.788889 0.00 Subtotal .535000 1,000,000.00 997,888.89 2,125.14 861.11 Inv Type: 28 FHLMC DISCOUNT NOTES 03/21/2019 1.180075 9,994,100.00 100.886000 IDC-FIS 0.00 83007 RM GOV FFCB NOTES 3133EFV20 03/30/2016 1.490000 4,000,000.00 4,006,520.00 15,065.56 6,520.00 03/04/2020 1.430176 4,034,408.35 100.955000 IDC-FIS 0.00 82992 GOV FFCB NOTES 3133EFQ67 03/21/2016 1.160000 10,000,000.00 10,088,600.00 32,222.22 94,500.00 03/30/2020 1.490000 4,000,000.00 100.163000 IDC-FIS 0.00 83160 GOV FFCB NOTES 3133EGCA1 06/03/2016 1.060000 10,000,000.00 10,065,500.00 8,244.44 89,100.00 06/03/2019 1.140244 9,976,400.00 100.655000 IDC-FIS 0.00 83149 GOV FFCB NOTES 3133EGCD5 05/25/2016 .900000 10,000,000.00 10,037,400.00 9,000.00 52,300.00 05/25/2018 .975411 9,985,100.00 100.374000 IDC-FIS 0.00 82986 RM GOV FFCB NOTES 3133EFK63 03/15/2016 1.250000 4,061,000.00 4,099,782.55 16,497.82 66,925.28 82846 GOV FFCB NOTES 3133EFSJ7 12/18/2015 1.300000 20,000,000.00 20,245,800.00 12,277.78 313,000.00 12/03/2018 1.305115 9,998,500.00 101.217000 IDC-FIS 0.00 11/06/2018 1.104126 4,996,450.00 100.675000 IDC-FIS 0.00 82796 GOV FFCB NOTES 3133EFPH4 11/17/2015 .930000 10,000,000.00 10,041,200.00 11,366.67 41,200.00 82817 GOV FFCB NOTES 3133EFRQ2 12/03/2015 1.300000 10,000,000.00 10,121,700.00 10,111.11 121,700.00 11/17/2017 .930000 10,000,000.00 100.412000 IDC-FIS 0.00 82818 GOV FFCB NOTES 3133EFRQ2 12/03/2015 1.300000 10,000,000.00 10,121,700.00 10,111.11 123,200.00 12/03/2018 1.300000 10,000,000.00 101.217000 IDC-FIS 0.00 12/14/2018 1.415191 19,932,800.00 101.229000 IDC-FIS 0.00 12/14/2020 1.320066 155,578.15 101.182000 IDC-FIS 0.00 82946 WT GOV FFCB NOTES 3133EC6Z2 02/12/2016 1.400000 155,000.00 156,832.10 102.47 1,253.95 02/22/2019 1.217313 9,983,594.44 100.226000 IDC-FIS 0.00 82963 GOV FFCB CALLABLE N 3133EFYS0 03/02/2016 1.150000 10,000,000.00 10,022,600.00 41,208.33 42,200.00 06/14/2018 1.255129 9,979,200.00 100.840000 IDC-FIS 0.00 82847 GOV FFCB NOTES 3133EFSH1 12/18/2015 1.170000 10,000,000.00 10,084,000.00 5,525.00 104,800.00 01/22/2019 1.126024 250,950.90 101.136000 IDC-FIS 0.00 82926 KFPD GOV FFCB NOTES 3133EFVQ7 01/27/2016 1.250000 250,000.00 252,840.00 1,380.21 1,932.50 Subtotal 1.049830 199,835,000.00 201,116,557.51 379,899.45 1,522,450.73 1.092359 199,603,409.84 100.641308 -4,514.14 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 806 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 10 of 30 82571 RM GOV FHLMC NOTES 3137EADG1 05/27/2015 1.750000 3,000,000.00 3,082,500.00 4,520.83 39,360.00 05/30/2017 .710296 9,991,700.00 100.098000 IDC-FIS 0.00 05/30/2019 1.379985 3,043,140.00 102.750000 IDC-FIS 0.00 05/30/2019 1.480153 101,007.00 102.750000 IDC-FIS 0.00 82635 CCCCD GOV FHLMC NOT 3137EADG1 07/22/2015 1.750000 100,000.00 102,750.00 150.69 1,743.00 03/08/2017 .643501 19,702,249.15 100.328000 IDC-FIS -83,108.75 82319 CCCCD GOV FHLMC 3137EADC0 01/21/2015 1.000000 9,485,000.00 9,516,110.80 29,772.36 0.00 82549 GOV FHLMC NOTES 3134G6YC1 05/01/2015 .670000 10,000,000.00 10,009,800.00 5,769.40 18,100.00 03/08/2017 .643501 9,556,422.05 100.328000 IDC-FIS -40,311.25 82762 RM GOV FHLMC NOTES 3137EADM8 10/26/2015 1.250000 6,000,000.00 6,071,280.00 18,541.67 85,080.00 82838 GOV FHLMC NOTES 3137EADX4 12/15/2015 1.000000 10,000,000.00 10,053,200.00 4,444.45 65,050.00 82807 GOV FHLMC NOTES 3134G3S50 11/23/2015 .625000 5,000,000.00 5,003,000.00 5,208.33 3,000.00 10/02/2019 1.310124 5,986,200.00 101.188000 IDC-FIS 0.00 11/01/2016 .625000 5,000,000.00 100.060000 IDC-FIS 0.00 12/15/2017 1.057021 9,988,680.00 100.532000 IDC-FIS 0.00 82837 GOV FHLMC NOTES 3137EADX4 12/11/2015 1.000000 10,000,000.00 10,053,200.00 4,444.45 64,520.00 03/07/2018 1.250049 6,958,474.28 100.184000 IDC-FIS 0.00 81869 RM GOV FEDERAL HOME 3137EADP1 03/14/2014 .875000 7,061,000.00 7,073,992.24 19,564.87 115,517.96 03/07/2018 1.279731 154,538.24 100.184000 IDC-FIS 0.00 81870 WT GOV FEDERAL HOME 3137EADP1 03/12/2014 .875000 157,000.00 157,288.88 435.02 2,750.64 03/08/2017 .780254 3,895,464.60 100.328000 IDC-FIS -12,771.00 80411 WT GOV FHLMC NOT 3137EADC0 03/12/2012 1.000000 170,000.00 170,557.60 533.61 1,545.30 82317 CCCCD GOV FREDDIE M 3137EADC0 01/21/2015 1.000000 19,555,000.00 19,619,140.40 61,380.97 0.00 81847 RM GOV FHLMC NOTE3S 3137EADC0 02/25/2014 1.000000 3,870,000.00 3,882,693.60 12,147.50 0.00 03/08/2017 1.120062 169,012.30 100.328000 IDC-FIS 0.00 82009 RM GOV FHLMC 3137EADH9 06/13/2014 1.000000 2,484,000.00 2,494,109.88 138.00 6,021.71 08/08/2018 1.200000 2,486,000.00 100.975000 IDC-FIS 0.00 82312 AUHSD GOV FHLMC NOT 3134G3ZW3 01/21/2015 1.200000 2,486,000.00 2,510,238.50 11,849.93 24,238.50 08/08/2018 1.200000 110,000.00 100.975000 IDC-FIS 0.00 82313 AUHSD GOV FHLMC NOT 3134G3ZW3 01/21/2015 1.200000 110,000.00 111,072.50 524.33 1,072.50 09/29/2017 1.033085 4,994,900.00 100.478000 IDC-FIS 0.00 82026 GOV FHLMC NOTES 3137EADL0 07/03/2014 1.000000 10,000,000.00 10,047,800.00 25,555.56 70,100.00 06/29/2017 .945000 2,488,088.17 100.407000 IDC-FIS 0.00 82078 GOV FHLMC NOTES 3137EADL0 08/11/2014 1.000000 5,000,000.00 5,023,900.00 12,777.78 29,000.00 09/29/2017 1.070130 9,977,700.00 100.478000 IDC-FIS 0.00 Inv Type: 29 FHLMC NOTES Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 807 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 11 of 30 10/26/2018 1.061785 9,997,100.00 100.118000 IDC-FIS 0.00 83085 GOV FHLMC NOTES 3134G8YU7 04/26/2016 1.050000 10,000,000.00 10,011,800.00 18,958.33 14,700.00 10/26/2018 1.073168 9,994,300.00 100.118000 IDC-FIS 0.00 83086 GOV FHLMC NOTES 3134G8YU7 04/26/2016 1.050000 10,000,000.00 10,011,800.00 18,958.33 17,500.00 12/30/2019 1.375000 5,000,000.00 100.185000 IDC-FIS 0.00 83039 GOV FHLMC CALLABLE 3134G8W21 04/08/2016 1.375000 5,000,000.00 5,009,250.00 190.99 9,250.00 10/26/2018 1.050000 10,000,000.00 100.118000 IDC-FIS 0.00 83084 GOV FHLMC NOTES 3134G8YU7 04/26/2016 1.050000 10,000,000.00 10,011,800.00 18,958.33 11,800.00 05/25/2018 1.000000 5,000,000.00 100.254000 IDC-FIS 0.00 83150 GOV FHLMC NOTES 3134G9HC4 05/25/2016 1.000000 5,000,000.00 5,012,700.00 5,000.00 12,700.00 06/14/2019 1.280000 10,000,000.00 100.315000 IDC-FIS 0.00 83172 GOV FHLMC CALLABLE 3134G9QW0 06/14/2016 1.280000 10,000,000.00 10,031,500.00 6,044.44 31,500.00 05/30/2019 .985848 1,125,080.00 102.750000 IDC-FIS 0.00 83109 CCCSIG GOV FHLMC NO 3137EADG1 05/16/2016 1.750000 1,100,000.00 1,130,250.00 1,657.64 5,170.00 01/12/2018 .750517 501,286.66 100.171000 IDC-FIS 0.00 83110 CCCSIG GOV FHLMC NO 3137EADN6 05/16/2016 .750000 500,000.00 500,855.00 1,760.41 860.00 05/30/2019 1.037316 102,298.00 102.750000 IDC-FIS 0.00 82947 CCCCD GOV FHLMC NOT 3137EADG1 02/16/2016 1.750000 100,000.00 102,750.00 150.69 452.00 03/27/2019 1.146745 1,374,641.25 107.968000 IDC-FIS 0.00 82965 CCCSIG GOV FHLMC NO 3137EACA5 03/04/2016 3.750000 1,275,000.00 1,376,592.00 12,484.38 1,950.75 10/02/2019 1.330187 249,280.00 101.188000 IDC-FIS 0.00 82876 GOV FHLMC NOTES 3134G64W0 12/30/2015 .900000 5,007,000.00 5,024,925.06 1,001.41 27,838.92 12/15/2017 1.060007 9,988,150.00 100.532000 IDC-FIS 0.00 82927 KFPD GOV FHLMC NOTE 3137EADM8 01/25/2016 1.250000 250,000.00 252,970.00 772.57 3,690.00 06/23/2017 1.035077 4,997,086.14 100.358000 IDC-FIS 0.00 82993 CCCCD GOV FHLMC NOT 3137EADZ9 03/21/2016 1.125000 70,000.00 70,595.00 218.75 618.10 04/09/2018 .829093 2,685,776.70 100.115000 IDC-FIS 0.00 83018 GOV FHLMC NOTES 3137EAEA3 04/07/2016 .750000 10,000,000.00 10,011,500.00 17,500.00 27,200.00 04/09/2018 .829093 9,984,300.00 100.115000 IDC-FIS 0.00 83019 CCCSIG GOV FHLMC NO 3137EAEA3 04/07/2016 .750000 2,690,000.00 2,693,093.50 4,707.50 7,316.80 09/30/2019 1.350000 10,000,000.00 100.325000 IDC-FIS 0.00 82996 CCCCD GOV FHLMC NOT 3137EADZ9 03/22/2016 1.125000 6,000,000.00 6,051,000.00 18,750.00 52,200.00 04/15/2019 1.135900 69,976.90 100.850000 IDC-FIS 0.00 83006 GOV FHLMC STEP-UP C 3134G8PD5 03/30/2016 1.350000 10,000,000.00 10,032,500.00 34,125.00 32,500.00 04/15/2019 1.131578 5,998,987.50 100.850000 IDC-FIS 0.00 Subtotal 1.050692 191,470,000.00 192,318,514.96 378,998.52 784,346.18 1.001066 191,671,838.94 100.443158 -136,191.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 808 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 12 of 30 82813 RM GOV FFCB DISC 313312P95 12/01/2015 .600000 370,000.00 369,539.56 1,313.50 402.89 09/01/2016 .431873 1,095,230.58 99.955222 IDC-FIS 0.00 82680 DCD GOV FFCB DISCOU 313312E30 09/04/2015 .430000 1,100,000.00 1,099,507.44 3,954.81 322.05 11/18/2016 .603550 367,823.17 99.875556 IDC-FIS 0.00 Subtotal .472739 1,470,000.00 1,469,047.00 5,268.31 724.94 Inv Type: 42 FARM CREDIT DISCOUNT NOTES 06/15/2017 .590598 248,566.11 99.467000 IDC-FIS 0.00 83180 CLT GOV FNMA DISC N 313589GX5 06/24/2016 .580000 250,000.00 248,667.50 28.19 73.20 82684 RM GOV FNMA DISC 313588C29 09/11/2015 .400000 295,000.00 294,908.55 963.67 56.05 08/15/2016 .401514 293,888.83 99.969000 IDC-FIS 0.00 .488157 542,454.94 99.738725 0.00 Subtotal .482480 545,000.00 543,576.05 991.86 129.25 Inv Type: 41 FNMA DISCOUNT NOTES 01/01/2017 4.660491 70,229.60 100.328000 BOOK 0.00 05/15/2017 .966000 175,000.00 100.000000 BOOK 0.00 81278 CCCCD MUNI UNIV OF 91412GPY5 03/14/2013 .966000 175,000.00 175,000.00 216.01 0.00 01/01/2018 1.301222 696,925.06 116.154177 BOOK 0.00 81510 AUHSD MUNI WASHINGT 93974B3K6 06/27/2013 5.000000 600,000.00 696,925.06 15,000.00 0.00 08/01/2016 6.525847 7,453.00 74.530000 BOOK 0.00 80198 AUHSD MUNI COMPTON 204712FD0 01/03/2012 .000000 10,000.00 7,453.00 0.00 0.00 08/01/2017 1.402000 440,000.00 100.000000 BOOK 0.00 80760 CCCCD MUNI PALO ALT 697379UA1 08/14/2012 1.402000 440,000.00 440,000.00 2,570.33 0.00 81514 AUHSD MUNI WICOMICO 967545R89 06/27/2013 3.500000 390,000.00 427,550.12 1,137.50 0.00 82387 CCCSIG MUNI MS ST T 605581FX0 02/18/2015 1.090000 110,000.00 110,000.00 299.75 0.00 10/01/2017 1.090000 110,000.00 100.000000 BOOK 0.00 82956 AUHSD MUNI CITY CHI 167486YX1 01/01/2016 5.000000 70,000.00 70,229.60 1,750.00 0.00 12/01/2018 1.638640 427,550.12 109.628236 BOOK 0.00 81633 CCCCD MUNI UNIV OF 91412GSZ9 10/02/2013 2.054000 195,000.00 195,000.00 511.79 0.00 05/15/2018 2.054000 195,000.00 100.000000 BOOK 0.00 Subtotal 3.128212 1,990,000.00 2,122,157.78 21,485.38 0.00 1.550194 2,122,157.78 106.641094 0.00 Inv Type: 31 MUNICIPAL BONDS Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 809 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 13 of 30 07/26/2016 .632991 6,568,815.00 99.971528 IDC-FIS 0.00 82769 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 500,000.00 499,857.64 2,143.75 76.39 07/26/2016 .632991 497,637.50 99.971528 IDC-FIS 0.00 82767 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 500,000.00 499,857.64 2,143.75 76.39 07/26/2016 .632991 497,637.50 99.971528 IDC-FIS 0.00 82768 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 6,600,000.00 6,598,120.83 28,297.50 1,008.33 Inv Type: 71 COMMERCIAL PAPER DISCOUNT 82448 CCCSIG AB CITIBANK 17305EFN0 03/20/2015 1.020000 600,000.00 599,179.69 2,193.00 0.00 02/22/2019 1.083588 599,179.69 99.863282 BOOK 0.00 1.083588 599,179.69 99.863282 0.00 Subtotal 1.020000 600,000.00 599,179.69 2,193.00 0.00 Inv Type: 53 CREDIT ABS FXD-SA 30/360 01/15/2021 1.326574 194,969.76 99.984492 BOOK 0.00 10/15/2019 1.059409 844,822.38 99.978980 BOOK 0.00 82502 CCCSIG ABS NAROT 20 65477UAC4 04/14/2015 1.050000 845,000.00 844,822.38 394.33 0.00 03/16/2020 1.343408 819,934.81 99.992050 BOOK 0.00 82636 CCCSIG ABS NISSAN A 65475WAD0 07/22/2015 1.340000 820,000.00 819,934.81 488.36 0.00 06/15/2017 .704310 84,924.37 99.994784 BOOK 0.00 82341 CCCSIG CORP HONDA A 43814KAB7 01/28/2015 .700000 84,928.80 84,924.37 26.42 0.00 07/17/2017 .710792 169,101.39 99.999048 BOOK 0.00 82409 CCCSIG AB TOYOTA AU 89236WAB4 03/04/2015 .710000 169,103.00 169,101.39 53.36 0.00 82665 CCCSIG ABS HONDA 20 43814MAC1 08/19/2015 1.270000 455,000.00 454,994.40 208.67 0.00 83008 CCCSIG ABS HYUNDAI 44930UAD8 03/30/2016 1.560000 260,000.00 259,949.56 180.27 0.00 09/15/2020 1.568722 259,949.56 99.980600 BOOK 0.00 83091 CCCSIG ABS CORP NIS 65478VAD9 04/27/2016 1.320000 195,000.00 194,969.76 114.40 0.00 04/18/2019 1.270662 454,994.40 99.998769 BOOK 0.00 82964 CCCSIG ABS TOYOTA C 89237KAD5 03/02/2016 1.250000 615,000.00 614,965.13 341.67 0.00 03/16/2020 1.252803 614,965.13 99.994330 BOOK 0.00 Subtotal 1.212290 3,444,031.80 3,443,661.80 1,807.48 0.00 1.217173 3,443,661.80 99.989257 0.00 Inv Type: 50 AUTO ABS FXD-M 30/360 .475034 1,463,053.75 99.935170 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 810 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 14 of 30 82905 PW CP TOYOTA MOTOR 89233GGB6 01/13/2016 .790000 4,300,000.00 4,299,510.28 16,041.39 453.89 07/22/2016 .884258 24,879,611.11 99.976083 IDC-FIS 0.00 07/11/2016 .793133 4,283,015.00 99.988611 IDC-FIS 0.00 07/11/2016 .793133 1,095,655.00 99.988611 IDC-FIS 0.00 82906 PW CP TOYOTA MOTOR 89233GGB6 01/13/2016 .790000 1,100,000.00 1,099,874.72 4,103.61 116.11 82897 CP UBS FINANCE DE 90262CGN1 01/07/2016 .880000 25,000,000.00 24,994,020.83 107,555.56 6,854.16 82879 CP RABOBANK NEDERLA 21687AGR8 01/05/2016 .800000 25,000,000.00 24,993,166.67 98,888.89 6,500.00 07/22/2016 .773391 24,890,381.94 99.976083 IDC-FIS 0.00 07/25/2016 .803607 24,887,777.78 99.972667 IDC-FIS 0.00 07/21/2016 .884236 24,880,222.22 99.977222 IDC-FIS 0.00 82896 CP UBS FINANCE DE 90262CGM3 01/07/2016 .880000 25,000,000.00 24,994,305.56 107,555.56 6,527.78 07/11/2016 .793133 1,992,100.00 99.988611 IDC-FIS 0.00 82907 PW CP TOYOTA MOTOR 89233GGB6 01/13/2016 .790000 2,000,000.00 1,999,772.22 7,461.11 211.11 82916 CP CREDIT AGRICOLE 22533TGM2 01/20/2016 .850000 25,000,000.00 24,994,305.56 96,215.27 6,111.12 82919 CP CREDIT SUISSE NY 2254EAGV9 01/29/2016 .890000 25,000,000.00 24,992,027.78 95,180.55 9,333.34 07/21/2016 .853689 24,891,979.17 99.977222 IDC-FIS 0.00 07/26/2016 .632991 497,637.50 99.971528 IDC-FIS 0.00 82772 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 500,000.00 499,857.64 2,143.75 76.39 82773 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 250,000.00 249,928.82 1,071.88 38.19 82774 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 150,000.00 149,957.29 643.13 22.91 07/26/2016 .632991 248,818.75 99.971528 IDC-FIS 0.00 82770 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 500,000.00 499,857.64 2,143.75 76.39 82872 CP SOCIETE GENERALE 83369BGN0 12/30/2015 .770000 25,000,000.00 24,994,020.83 98,388.89 5,250.00 07/26/2016 .632991 497,637.50 99.971528 IDC-FIS 0.00 07/26/2016 .632991 248,818.75 99.971528 IDC-FIS 0.00 82771 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 250,000.00 249,928.82 1,071.88 38.19 07/26/2016 .632991 149,291.25 99.971528 IDC-FIS 0.00 82851 CCCSD CP ABBEY NATI 00280NGN4 12/21/2015 .740000 4,000,000.00 3,999,043.33 15,868.89 770.00 07/26/2016 .632991 248,818.75 99.971528 IDC-FIS 0.00 07/22/2016 .743270 3,982,404.44 99.976083 IDC-FIS 0.00 07/22/2016 .844216 4,975,033.33 99.976083 IDC-FIS 0.00 82853 CCCSD CP TOYOTA MOT 89233GGN0 12/21/2015 .840000 5,000,000.00 4,998,804.17 22,516.67 1,254.17 07/26/2016 .632991 248,818.75 99.971528 IDC-FIS 0.00 82775 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 250,000.00 249,928.82 1,071.88 38.19 82776 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 250,000.00 249,928.82 1,071.88 38.19 82777 PW CP TOYOTA MOTOR 89233GGS9 10/30/2015 .630000 250,000.00 249,928.82 1,071.88 38.19 07/26/2016 .632991 248,818.75 99.971528 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 811 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 15 of 30 83013 CP ABBEY NATL TREAS 00280NK74 04/01/2016 .810000 25,000,000.00 24,962,569.44 51,187.50 17,694.44 10/11/2016 .813533 24,891,437.50 99.844167 IDC-FIS 0.00 10/07/2016 .813459 24,893,687.50 99.850278 IDC-FIS 0.00 10/25/2016 .864212 24,878,166.67 99.822778 IDC-FIS 0.00 83014 CP BANK TOKYO-MIT U 06538BKR3 04/04/2016 .860000 25,000,000.00 24,955,694.44 52,555.55 24,972.22 83012 CP ABBEY NATL TREAS 00280NKB5 04/01/2016 .810000 25,000,000.00 24,961,041.67 51,187.50 18,416.67 83004 CP CREDIT SUISSE NY 2254EAJU8 03/30/2016 .920000 30,000,000.00 29,965,883.33 71,300.00 34,116.66 09/28/2016 .924299 29,860,466.67 99.886278 IDC-FIS 0.00 09/27/2016 .752839 24,905,729.17 99.887556 IDC-FIS 0.00 83005 CP TOYOTA MOTOR CRE 89233GJT4 03/30/2016 .750000 25,000,000.00 24,971,888.89 48,437.50 17,722.22 08/08/2016 .691617 24,941,541.67 99.956722 IDC-FIS 0.00 10/03/2016 .863714 24,892,500.00 99.856389 IDC-FIS 0.00 83015 CP BANK TOKYO-MIT U 06538BK36 04/06/2016 .860000 25,000,000.00 24,964,097.22 51,361.11 20,236.11 83037 CP JP MORGAN SECURI 46640PK51 04/08/2016 .870000 25,000,000.00 24,963,333.33 50,750.00 21,333.33 83038 CP BANK OF TOKYO MI 06538BH89 04/08/2016 .690000 25,000,000.00 24,989,180.56 40,250.00 7,388.89 10/05/2016 .873801 24,891,250.00 99.853333 IDC-FIS 0.00 82961 PW CP UBS FINANCE D 90262CJ99 03/01/2016 .850000 1,100,000.00 1,099,016.11 3,168.61 834.17 07/26/2016 .702075 24,926,111.11 99.971528 IDC-FIS 0.00 09/09/2016 .853871 1,095,013.33 99.910556 IDC-FIS 0.00 07/29/2016 .651659 29,923,625.00 99.968111 IDC-FIS 0.00 82979 CP TOYOTA MOTOR CRE 89233GGV2 03/10/2016 .650000 30,000,000.00 29,990,433.33 61,208.33 5,600.00 07/29/2016 .894023 24,887,513.89 99.968111 IDC-FIS 0.00 09/09/2016 .792853 24,910,027.78 99.910556 IDC-FIS 0.00 82948 PW CP BNP PARIBAS 09659BHF0 02/17/2016 .840000 500,000.00 499,743.75 1,575.00 268.75 82954 CP RABOBANK NEDERLA 21687AGS6 02/25/2016 .700000 25,000,000.00 24,992,881.94 61,736.11 5,034.72 08/15/2016 .843543 497,900.00 99.948750 IDC-FIS 0.00 82987 CP CREDIT SUISSE NY 2254EAHB2 03/17/2016 .820000 25,000,000.00 24,988,326.39 60,361.11 11,673.61 09/22/2016 .883976 1,986,026.93 99.893944 IDC-FIS 0.00 82995 CCCCD CP BTMUFJ 06538BJN4 03/22/2016 .880000 1,995,000.00 1,992,884.19 4,925.44 1,931.82 82999 CP BNP PARIBAS 09659BHS2 03/25/2016 .750000 25,000,000.00 24,984,055.56 51,041.66 13,222.23 83001 CP BNP PARIBAS 09659BJ92 03/29/2016 .790000 25,000,000.00 24,977,638.89 51,569.44 16,041.67 08/26/2016 .752414 24,919,791.67 99.936222 IDC-FIS 0.00 82989 CP TOYOTA MOTOR CRE 89233GHR0 03/18/2016 .700000 25,000,000.00 24,984,340.28 51,041.67 11,076.39 08/11/2016 .822755 24,916,291.67 99.953306 IDC-FIS 0.00 08/25/2016 .702185 24,922,222.22 99.937361 IDC-FIS 0.00 08/29/2016 .762592 29,898,033.33 99.932806 IDC-FIS 0.00 82991 CP CREDIT AGRICOLE 22533THV1 03/21/2016 .760000 30,000,000.00 29,979,841.67 64,600.00 17,208.34 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 812 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 16 of 30 83113 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 11/18/2016 .924298 1,499,990.78 99.755000 IDC-FIS 0.00 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 11/18/2016 .924297 550,427.94 99.755000 IDC-FIS 0.00 83114 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 553,000.00 551,645.15 593.55 623.66 83112 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 1,507,000.00 1,503,307.85 1,617.51 1,699.56 83098 PW CP BNP PARIBAS N 09659BL99 05/09/2016 .900000 1,000,000.00 997,707.50 1,325.00 982.50 01/26/2017 1.058459 4,960,041.67 99.529750 IDC-FIS 0.00 11/09/2016 .904159 995,400.00 99.770750 IDC-FIS 0.00 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 83111 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 83115 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 83116 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 402,000.00 401,015.10 431.48 453.37 83117 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 11/18/2016 .924301 400,130.25 99.755000 IDC-FIS 0.00 10/26/2016 .853992 24,883,125.00 99.821250 IDC-FIS 0.00 83059 CP BANK OF TOKYO MI 06538BKS1 04/11/2016 .850000 25,000,000.00 24,955,312.50 47,812.50 24,375.00 83061 CP UNION BANK OF CA 62478XHF0 04/12/2016 .600000 25,000,000.00 24,987,187.50 33,333.33 5,937.50 83072 CP JP MORGAN SECURI 46640PKH5 04/18/2016 .870000 25,000,000.00 24,958,750.00 44,708.33 24,000.00 08/15/2016 .601253 24,947,916.67 99.948750 IDC-FIS 0.00 83057 CP RABOBANK NEDERLA 21687AKT9 04/11/2016 .810000 30,000,000.00 29,945,916.67 54,675.00 25,566.67 83088 CCCSD CP STANDARD C 85324TNS1 04/27/2016 1.050000 5,000,000.00 4,976,487.50 9,479.17 6,966.66 10/27/2016 .813643 29,865,675.00 99.819722 IDC-FIS 0.00 10/31/2016 .854094 14,928,104.17 99.786500 IDC-FIS 0.00 83058 CP BANK OF TOKYO MI 06538BKX0 04/11/2016 .850000 15,000,000.00 14,967,975.00 28,687.50 11,183.33 10/17/2016 .873843 24,890,041.67 99.835000 IDC-FIS 0.00 83082 CCCSD CP CREDIT AGR 22533TKR6 04/26/2016 .870000 5,000,000.00 4,991,138.89 7,975.00 5,155.56 07/19/2016 .620962 24,961,250.00 99.979500 IDC-FIS 0.00 10/25/2016 .873844 4,978,008.33 99.822778 IDC-FIS 0.00 01/20/2017 1.037959 4,961,661.11 99.543250 IDC-FIS 0.00 83087 CCCSD CP JP MORGAN 46640PNL3 04/27/2016 1.030000 5,000,000.00 4,977,162.50 9,298.61 6,202.78 09/12/2016 .832880 24,913,541.67 99.906722 IDC-FIS 0.00 83073 CP CREDIT SUISSE NY 2254EAJC8 04/15/2016 .830000 25,000,000.00 24,976,680.56 44,381.94 18,756.95 83076 CP RABOBANK NEDERLA 21687AKM4 04/20/2016 .830000 25,000,000.00 24,957,222.22 41,500.00 21,777.78 83077 CP STANDARD CHARTER 85324TGK6 04/20/2016 .620000 25,000,000.00 24,994,875.00 31,000.00 2,625.00 10/21/2016 .833536 24,893,944.44 99.828889 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 813 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 17 of 30 83131 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 11/18/2016 .924357 49,767.43 99.755000 IDC-FIS 0.00 83132 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 50,000.00 49,877.50 53.67 56.40 83130 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 83128 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 3,215,000.00 3,207,123.25 3,450.77 3,625.80 11/18/2016 .924299 3,200,046.68 99.755000 IDC-FIS 0.00 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83129 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 83133 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 83134 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 83135 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83120 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 503,000.00 501,767.65 539.89 567.27 11/18/2016 .924299 349,367.46 99.755000 IDC-FIS 0.00 11/18/2016 .924299 500,660.49 99.755000 IDC-FIS 0.00 11/18/2016 .924301 124,418.61 99.755000 IDC-FIS 0.00 83121 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 125,000.00 124,693.75 134.17 140.97 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 11/18/2016 .924300 499,665.14 99.755000 IDC-FIS 0.00 83118 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 83119 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 351,000.00 350,140.05 376.74 395.85 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83122 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 503,000.00 501,767.65 539.89 567.27 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 83125 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 83126 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 83127 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 502,000.00 500,770.10 538.81 566.15 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 83123 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 11/18/2016 .924299 500,660.49 99.755000 IDC-FIS 0.00 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83124 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 814 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 18 of 30 83157 HR CP BNP PARIBAS 09659BGV6 05/31/2016 .480000 2,644,000.00 2,643,156.86 1,092.86 143.95 07/29/2016 .480379 2,998,639.21 99.968111 IDC-FIS 0.00 07/29/2016 .480379 2,641,920.05 99.968111 IDC-FIS 0.00 07/29/2016 .480378 5,796,436.55 99.968111 IDC-FIS 0.00 83158 HR CP BNP PARIBAS 09659BGV6 05/31/2016 .480000 5,801,000.00 5,799,150.13 2,397.74 315.84 83156 HR CP BNP PARIBAS 09659BGV6 05/31/2016 .480000 3,001,000.00 3,000,043.01 1,240.42 163.38 83147 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 2,009,000.00 2,004,077.95 2,156.33 2,265.70 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 11/18/2016 .924299 1,999,655.92 99.755000 IDC-FIS 0.00 11/18/2016 .924299 349,367.46 99.755000 IDC-FIS 0.00 83148 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 351,000.00 350,140.05 376.74 395.85 11/22/2016 .813165 29,883,225.00 99.748000 IDC-FIS 0.00 83159 CP CREDIT AGRICOLE 22533TLN4 06/02/2016 .810000 30,000,000.00 29,924,400.00 19,575.00 21,600.00 83162 CP JP MORGAN SECURI 46640PLN1 06/01/2016 .900000 25,000,000.00 24,937,000.00 18,750.00 27,000.00 83163 CP JP MORGAN SECURI 46640PLP6 06/01/2016 .900000 25,000,000.00 24,936,562.50 18,750.00 27,187.50 11/22/2016 .903932 24,891,250.00 99.748000 IDC-FIS 0.00 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 83138 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 83139 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 1,005,000.00 1,002,537.75 1,078.70 1,133.42 83140 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 301,000.00 300,262.55 323.07 339.46 11/18/2016 .924300 1,000,325.63 99.755000 IDC-FIS 0.00 83136 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 75,000.00 74,816.25 80.50 84.59 83146 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 11/18/2016 .924317 74,651.16 99.755000 IDC-FIS 0.00 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83137 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 11/18/2016 .924296 299,600.02 99.755000 IDC-FIS 0.00 83144 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 754,000.00 752,152.70 809.29 850.35 11/18/2016 .924296 200,065.13 99.755000 IDC-FIS 0.00 11/18/2016 .924300 750,493.06 99.755000 IDC-FIS 0.00 11/18/2016 .924297 99,534.89 99.755000 IDC-FIS 0.00 83145 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 100,000.00 99,755.00 107.33 112.78 11/18/2016 .924299 1,200,390.76 99.755000 IDC-FIS 0.00 83141 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 1,206,000.00 1,203,045.30 1,294.44 1,360.10 83142 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 151,000.00 150,630.05 162.07 170.30 83143 PW CP CREDIT AGRICO 22533TLJ3 05/20/2016 .920000 201,000.00 200,507.55 215.74 226.68 11/18/2016 .924302 150,297.68 99.755000 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 815 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 19 of 30 11/16/2017 1.480000 2,175,000.00 100.000000 BOOK 0.00 82798 CCCSIG YCD SKANDINA 83050FBG5 11/17/2015 1.480000 2,175,000.00 2,175,000.00 20,297.58 0.00 07/22/2016 .640000 5,000,000.00 100.020711 IDC-FIS 0.00 82852 CCCSD NCD MUFG UNIO 62478TMC0 12/21/2015 .640000 5,000,000.00 5,001,035.57 17,155.56 1,035.57 05/26/2017 1.150000 1,950,000.00 100.209079 IDC-FIS 0.00 82576 CCCSIG YCD NORDEA B 65558LFA5 05/29/2015 1.150000 1,950,000.00 1,954,077.04 2,242.50 4,077.04 82857 YCD SOCIETE GENERAL 83369TR66 12/23/2015 .850000 25,000,000.00 25,003,047.88 112,743.06 3,047.88 07/22/2016 .840000 25,000,000.00 100.032913 IDC-FIS 0.00 82856 YCD NORDEA BANK FIN 65558LMA7 12/23/2015 .840000 25,000,000.00 25,008,228.17 111,416.67 8,228.17 12/22/2016 .820000 500,000.00 100.144369 IDC-FIS 0.00 82854 PW NCD UNION BANK O 62478TMF3 12/22/2015 .820000 500,000.00 500,721.84 2,186.67 721.84 07/22/2016 .870000 25,000,000.00 100.034743 IDC-FIS 0.00 82855 YCD STANDARD CHARTE 85325TEY7 12/23/2015 .870000 25,000,000.00 25,008,685.70 115,395.83 8,685.70 Inv Type: 72 NEGOTIABLE CERT OF DEPOSIT 07/14/2016 .400133 899,700.00 99.985194 IDC-FIS -3.25 83170 PW CP BNP PARIBAS 09659BGE4 06/14/2016 .400000 900,000.00 899,866.75 170.00 0.00 11/14/2016 .782475 19,936,733.33 99.762000 IDC-FIS 0.00 83173 CP ABBEY NATIONAL T 00280NLE8 06/21/2016 .780000 20,000,000.00 19,952,400.00 4,333.33 11,333.34 83169 PW CP BNP PARIBAS 09659BGE4 06/14/2016 .400000 764,000.00 763,886.89 144.31 0.00 11/23/2016 .903955 24,890,625.00 99.746250 IDC-FIS 0.00 07/14/2016 .400139 763,745.33 99.985194 IDC-FIS -2.75 83188 CP BNP PARIBAS 09659BMP2 06/27/2016 .880000 25,000,000.00 24,923,437.50 2,444.44 30,381.95 83175 CCCCD CP BNP PARIBA 09659BQH6 06/21/2016 1.030000 1,995,000.00 1,980,216.50 570.79 0.01 12/22/2016 .843484 24,896,750.00 99.695500 IDC-FIS 0.00 83182 CP SOCIETE GENERALE 83369BMN3 06/28/2016 .840000 25,000,000.00 24,923,875.00 1,750.00 25,375.00 12/23/2016 .883867 24,890,611.11 99.693750 IDC-FIS 0.00 12/23/2016 .914113 24,887,513.89 99.693750 IDC-FIS 0.00 83183 CP STANDARD CHARTER 85324TMP8 06/28/2016 .910000 25,000,000.00 24,923,437.50 1,895.83 34,027.78 83176 CP STANDARD CHARTER 85324TM94 06/22/2016 .900000 25,000,000.00 24,929,562.50 5,625.00 30,187.50 03/17/2017 1.037989 1,979,645.70 99.258972 IDC-FIS 0.00 12/09/2016 .903841 24,893,750.00 99.718250 IDC-FIS 0.00 12/12/2016 .954332 19,909,222.22 99.713000 IDC-FIS 0.00 83179 CP STANDARD CHARTER 85324TMC7 06/23/2016 .950000 20,000,000.00 19,942,600.00 4,222.22 29,155.56 Subtotal .811041 1,032,625,000.00 1,031,229,380.45 1,995,783.06 698,719.78 .814347 1,028,534,883.61 99.864847 -6.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 816 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 20 of 30 82942 PW YCD BNP PARIBAS 05572NK62 02/10/2016 1.120000 500,000.00 501,046.70 2,208.89 1,046.70 07/26/2016 .850000 25,000,000.00 100.039635 IDC-FIS 0.00 02/10/2017 1.120000 500,000.00 100.209341 IDC-FIS 0.00 08/08/2016 .840000 500,000.00 100.058374 IDC-FIS 0.00 82943 PW YCD BNP PARIBAS 05572NK54 02/10/2016 .840000 500,000.00 500,291.87 1,656.67 291.87 82923 YCD ROYAL BANK OF C 78009NZK5 01/28/2016 .850000 25,000,000.00 25,009,908.71 91,493.06 9,908.71 82921 KFPD YCD BNP PARIBA 05572NJ64 01/27/2016 1.120000 250,000.00 250,490.44 1,213.33 490.44 01/27/2017 1.120000 250,000.00 100.196176 IDC-FIS 0.00 07/28/2016 .830000 25,000,000.00 100.041130 IDC-FIS 0.00 82922 YCD SOCIETE GENERAL 83369TU96 01/28/2016 .830000 25,000,000.00 25,010,282.44 89,340.28 10,282.44 03/09/2018 1.700000 1,305,000.00 100.000000 BOOK 0.00 07/29/2016 .760000 25,000,000.00 100.036982 IDC-FIS 0.00 82953 YCD SOCIETE GENERAL 83369TZ59 02/24/2016 .760000 25,000,000.00 25,009,245.46 67,555.56 9,245.46 82977 YCD BNP PARIBAS 05572NL20 03/10/2016 .670000 10,000,000.00 10,002,974.80 21,030.56 2,974.80 82982 CCCSIG YCD ROYAL BA 78009NZZ2 03/15/2016 1.700000 1,305,000.00 1,305,000.00 6,655.50 0.00 07/29/2016 .670000 10,000,000.00 100.029748 IDC-FIS 0.00 82860 YCD NORDEA BANK FIN 65558LMA7 12/23/2015 .840000 25,000,000.00 25,008,228.17 111,416.67 8,228.17 07/11/2016 .800000 20,000,000.00 100.015238 IDC-FIS 0.00 07/22/2016 .840000 25,000,000.00 100.032913 IDC-FIS 0.00 07/27/2016 .820000 30,000,000.00 100.038900 IDC-FIS 0.00 82878 YCD CREDIT AGRICOLE 22534HCH2 01/04/2016 .820000 30,000,000.00 30,011,670.01 122,316.67 11,670.01 07/08/2016 .850000 25,000,000.00 100.012192 IDC-FIS 0.00 01/25/2017 1.120000 250,000.00 100.194297 IDC-FIS 0.00 82858 YCD RABOBANK NEDERL 21685VKX6 12/23/2015 .830000 25,000,000.00 25,008,075.66 110,090.28 8,075.66 82859 YCD ABBEY NATL TREA 00279JBF8 12/23/2015 .800000 20,000,000.00 20,003,047.54 84,888.89 3,047.54 07/22/2016 .830000 25,000,000.00 100.032303 IDC-FIS 0.00 82898 NCD WELLS FARGO BAN 94988EN79 01/08/2016 .830000 25,000,000.00 25,005,140.48 100,868.06 5,140.48 01/13/2017 1.140000 110,000.00 100.193915 IDC-FIS 0.00 82915 AUHSD YCD BNP PARIB 05572NH58 01/15/2016 1.140000 110,000.00 110,213.31 585.20 213.31 82918 NCD WELLS FARGO BAN 94988EPM4 01/22/2016 .830000 25,000,000.00 25,007,711.68 92,798.61 7,711.68 82920 KFPD YCD BNP PARIBA 05572NJ31 01/25/2016 1.120000 250,000.00 250,485.74 1,228.89 485.74 07/21/2016 .830000 25,000,000.00 100.030847 IDC-FIS 0.00 82911 AUHSD YCD BNP PARIB 05572NH58 01/15/2016 1.140000 1,600,000.00 1,603,102.64 8,512.00 3,102.64 07/14/2016 .830000 25,000,000.00 100.020562 IDC-FIS 0.00 01/13/2017 1.140000 1,600,000.00 100.193915 IDC-FIS 0.00 07/21/2016 .840000 25,000,000.00 100.031426 IDC-FIS 0.00 82912 YCD BNP PARIBAS 05572NH41 01/15/2016 .840000 25,000,000.00 25,007,856.58 98,000.00 7,856.58 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 817 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 21 of 30 83028 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 5,600,000.00 5,600,298.25 8,197.78 298.25 07/06/2016 .620000 21,800,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 5,600,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 440,000.00 100.005326 IDC-FIS 0.00 83029 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 440,000.00 440,023.43 644.11 23.43 83027 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 21,800,000.00 21,801,161.03 31,912.78 1,161.03 83025 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 3,000,000.00 3,000,159.78 4,391.67 159.78 07/06/2016 .620000 3,100,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 3,000,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 875,000.00 100.005326 IDC-FIS 0.00 83026 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 875,000.00 875,046.60 1,280.90 46.60 07/06/2016 .620000 2,300,000.00 100.005326 IDC-FIS 0.00 83030 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 2,300,000.00 2,300,122.49 3,366.94 122.49 83031 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 500,000.00 500,026.63 731.94 26.63 83032 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 3,700,000.00 3,700,197.06 5,416.39 197.06 07/06/2016 .620000 500,000.00 100.005326 IDC-FIS 0.00 07/01/2016 .550000 15,000,000.00 100.000693 IDC-FIS 0.00 82998 NCD UNION BANK OF C 62478TPK9 03/23/2016 .550000 15,000,000.00 15,000,103.98 22,916.67 103.98 83002 YCD CREDIT SUISSE N 22549VD42 03/29/2016 .910000 25,000,000.00 25,031,291.68 59,402.78 31,291.68 83003 NCD UNION BANK OF C 62478TPP8 03/29/2016 .770000 25,000,000.00 25,027,688.22 50,263.89 27,688.22 09/12/2016 .910000 25,000,000.00 100.125167 IDC-FIS 0.00 82983 CCCSIG YCD TORONTO 89113E5E2 03/16/2016 1.720000 2,025,000.00 2,025,000.00 10,352.25 0.00 83024 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 3,100,000.00 3,100,165.10 4,538.06 165.10 03/14/2018 1.720000 2,025,000.00 100.000000 BOOK 0.00 08/10/2016 .705000 25,000,505.49 100.046608 IDC-FIS 0.00 82988 YCD SVENSKA HANDELS 86958DY89 03/17/2016 .710000 25,000,000.00 25,011,651.94 52,263.89 11,146.45 09/23/2016 .770000 25,000,000.00 100.110753 IDC-FIS 0.00 83022 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 2,200,000.00 2,200,117.17 3,220.56 117.17 07/06/2016 .620000 1,000,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 2,200,000.00 100.005326 IDC-FIS 0.00 07/06/2016 .620000 2,600,000.00 100.005326 IDC-FIS 0.00 83023 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 2,600,000.00 2,600,138.47 3,806.11 138.47 10/03/2016 .920000 25,000,000.00 100.105113 IDC-FIS 0.00 83016 YCD SOCIETE GENERAL 83369T3L9 04/06/2016 .920000 25,000,000.00 25,026,278.31 54,944.44 26,278.31 83020 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 5,000,000.00 5,000,266.29 7,319.44 266.29 83021 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 1,000,000.00 1,000,053.26 1,463.89 53.26 07/06/2016 .620000 5,000,000.00 100.005326 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 818 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 22 of 30 83049 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 500,000.00 500,341.57 855.00 341.57 10/11/2016 .760000 700,000.00 100.068314 IDC-FIS 0.00 10/11/2016 .760000 500,000.00 100.068314 IDC-FIS 0.00 10/11/2016 .760000 4,000,000.00 100.068314 IDC-FIS 0.00 83050 YCD ABBEY NATL TREA 00279JCW0 04/11/2016 .760000 4,000,000.00 4,002,732.55 6,840.00 2,732.55 83048 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 700,000.00 700,478.20 1,197.00 478.20 83046 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 750,000.00 750,512.35 1,282.50 512.35 10/11/2016 .760000 750,000.00 100.068314 IDC-FIS 0.00 10/11/2016 .760000 4,550,000.00 100.068314 IDC-FIS 0.00 83047 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 4,550,000.00 4,553,108.28 7,780.50 3,108.28 10/18/2016 .960000 25,000,000.00 100.133935 IDC-FIS 0.00 07/11/2016 .620000 25,000,000.00 100.009764 IDC-FIS 0.00 83060 YCD STANDARD CHARTE 85325THM0 04/12/2016 .620000 25,000,000.00 25,002,441.10 34,444.44 2,441.10 83065 YCD STANDARD CHARTE 85325THP3 04/13/2016 .620000 25,000,000.00 25,002,663.04 34,013.89 2,663.04 83080 YCD CREDIT SUISSE N 22549VT45 04/21/2016 .960000 25,000,000.00 25,033,483.76 47,333.33 33,483.76 07/12/2016 .620000 25,000,000.00 100.010652 IDC-FIS 0.00 83035 NCD BANK OF AMERICA 06052TSS0 04/08/2016 .580000 25,000,000.00 25,001,359.08 33,833.33 1,359.08 07/06/2016 .620000 4,550,000.00 100.005326 IDC-FIS 0.00 07/07/2016 .580000 25,000,000.00 100.005436 IDC-FIS 0.00 09/06/2016 .800000 25,000,000.00 100.094286 IDC-FIS 0.00 83036 YCD CREDIT AGRICOLE 22534HGR6 04/08/2016 .800000 25,000,000.00 25,023,571.62 46,666.67 23,571.62 07/06/2016 .620000 3,700,000.00 100.005326 IDC-FIS 0.00 10/11/2016 .760000 1,500,000.00 100.068314 IDC-FIS 0.00 83033 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 6,000,000.00 6,000,319.55 8,783.33 319.55 83034 PW YCD STANDARD CHA 85325THG3 04/07/2016 .620000 4,550,000.00 4,550,242.33 6,660.69 242.33 07/06/2016 .620000 6,000,000.00 100.005326 IDC-FIS 0.00 83040 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 500,000.00 500,341.57 855.00 341.57 10/11/2016 .760000 100,000.00 100.068314 IDC-FIS 0.00 83043 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 100,000.00 100,068.31 171.00 68.31 83044 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 1,500,000.00 1,501,024.71 2,565.00 1,024.71 83045 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 1,500,000.00 1,501,024.71 2,565.00 1,024.71 10/11/2016 .760000 1,500,000.00 100.068314 IDC-FIS 0.00 83041 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 5,600,000.00 5,603,825.57 9,576.00 3,825.57 10/11/2016 .760000 500,000.00 100.068314 IDC-FIS 0.00 10/11/2016 .760000 5,600,000.00 100.068314 IDC-FIS 0.00 10/11/2016 .760000 300,000.00 100.068314 IDC-FIS 0.00 83042 PW YCD ABBEY NATL T 00279JCW0 04/11/2016 .760000 300,000.00 300,204.94 513.00 204.94 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 819 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 23 of 30 10/05/2017 1.545080 4,944,500.00 100.407000 IDC-FIS 0.00 81703 CORP TOYOTA MTR CRD 89233P6S0 11/15/2013 1.250000 5,000,000.00 5,020,350.00 14,930.56 75,850.00 81789 CORP MICROSOFT CORP 594918AV6 01/10/2014 1.625000 6,406,000.00 6,517,592.52 7,228.99 149,131.68 81813 CORP INTEL STRUCTUR 458140AL4 01/27/2014 1.350000 5,211,000.00 5,241,901.23 3,126.61 62,271.45 12/06/2018 1.750063 6,368,460.84 101.742000 IDC-FIS 0.00 81217 CCCCD CORP BERKSHIR 084670BH0 02/11/2013 1.550000 245,000.00 247,844.45 1,497.90 3,185.00 12/05/2017 1.104000 105,000.00 100.165000 IDC-FIS 0.00 02/09/2018 1.579059 244,659.45 101.161000 IDC-FIS 0.00 05/03/2018 1.076001 174,354.25 100.246000 IDC-FIS 0.00 81413 CCCCD CORP APPLE IN 037833AJ9 05/03/2013 1.000000 175,000.00 175,430.50 281.94 1,076.25 81899 CORP WELLS FARGO &94974BFG0 04/07/2014 1.500000 5,000,000.00 5,028,000.00 34,375.00 68,100.00 12/15/2017 1.510075 5,179,629.78 100.593000 IDC-FIS 0.00 01/16/2018 1.720116 4,959,900.00 100.560000 IDC-FIS 0.00 82116 CCCSIG CORP WELLS F 94974BGB0 09/09/2014 1.400000 810,000.00 812,494.80 3,559.50 3,296.70 81054 CCCCD CORP CHEVRON 166764AA8 12/05/2012 1.104000 105,000.00 105,173.25 83.72 173.25 Inv Type: 75 CORPORATE NOTES 82760 CCCSIG MTN BMO HARR 05574BFW5 10/23/2015 1.000000 2,175,000.00 2,158,491.75 15,225.00 0.00 04/24/2017 1.000000 2,175,000.00 99.241000 IDC-FIS -16,508.25 Subtotal 1.000000 2,175,000.00 2,158,491.75 15,225.00 0.00 1.000000 2,175,000.00 99.241000 -16,508.25 Inv Type: 74 CERT OF DEPOSIT MEDIUM TERM 04/27/2017 1.180000 5,000,000.00 100.214128 IDC-FIS 0.00 83102 YCD CREDIT AGRICOLE 22534HJR3 05/17/2016 .900000 25,000,000.00 25,034,977.20 28,125.00 34,977.20 83089 CCCSD YCD ABBEY NAT 00279JDD1 04/27/2016 1.180000 5,000,000.00 5,010,706.41 10,652.78 10,706.41 83083 CCCSD YCD BNP PARIB 05572NM52 04/26/2016 .880000 5,000,000.00 5,005,876.44 8,066.67 5,876.44 10/26/2016 .880000 5,000,000.00 100.117529 IDC-FIS 0.00 11/10/2016 .900000 25,000,000.00 100.139909 IDC-FIS 0.00 83181 YCD ROYAL BANK OF C 78009ND52 06/28/2016 .810000 25,000,000.00 25,033,949.10 1,687.50 33,949.10 12/16/2016 .810000 25,000,000.00 100.135796 IDC-FIS 0.00 83174 CCCCD YCD UBS AG ST 90275DAU4 06/21/2016 .980000 1,900,000.00 1,902,256.76 517.22 2,256.76 01/31/2017 .980000 1,900,000.00 100.118777 IDC-FIS 0.00 .793976 735,730,505.49 100.051767 0.00 Subtotal .794145 735,730,000.00 736,110,867.27 2,014,716.33 380,361.78 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 820 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 24 of 30 82375 CCCSIG CORP IBM COR 459200HZ7 02/06/2015 1.125000 1,880,000.00 1,888,084.00 8,518.75 13,818.00 01/30/2017 .828281 1,990,751.40 100.049000 IDC-FIS -9,781.20 02/06/2018 1.228864 1,874,266.00 100.430000 IDC-FIS 0.00 02/06/2018 1.228864 159,512.00 100.430000 IDC-FIS 0.00 82376 CCCCD CORP IBM CORP 459200HZ7 02/06/2015 1.125000 160,000.00 160,688.00 725.00 1,176.00 82371 CCCCD CORP US BANK 90331HMC4 01/23/2015 1.100000 1,980,000.00 1,980,970.20 9,135.50 0.00 82368 CCCCD CORP JOHN DEE 24422ERF8 01/23/2015 1.850000 1,950,000.00 1,954,485.00 10,622.08 0.00 09/15/2016 .616979 1,989,273.00 100.230000 IDC-FIS -34,788.00 09/19/2016 .840060 1,966,245.75 100.425000 IDC-FIS -53,149.50 82370 CCCCD CORP AMERICAN 0258M0DC0 01/23/2015 2.800000 1,905,000.00 1,913,096.25 15,112.99 0.00 03/06/2018 1.305000 1,565,000.00 100.780000 IDC-FIS 0.00 02/06/2018 1.274939 4,978,100.00 100.430000 IDC-FIS 0.00 82386 CORP IBM CORP 459200HZ7 02/11/2015 1.125000 5,000,000.00 5,021,500.00 22,656.25 43,400.00 82404 CCCSIG CORP CHEVRON 166764AV2 03/03/2015 1.365000 1,065,000.00 1,070,846.85 4,805.37 5,846.85 82416 CCCSIG CORP EXXON M 30231GAL6 03/06/2015 1.305000 1,565,000.00 1,577,207.00 6,524.10 12,207.00 03/02/2018 1.365000 1,065,000.00 100.549000 IDC-FIS 0.00 82290 CCCSIG CORP TOYOTA 89236TCA1 01/12/2015 1.450000 220,000.00 221,603.80 1,497.53 1,905.20 12/05/2017 1.250044 9,957,510.00 100.165000 IDC-FIS 0.00 01/12/2018 1.496870 219,698.60 100.729000 IDC-FIS 0.00 09/15/2016 .616979 1,591,418.40 100.230000 IDC-FIS -27,830.40 82348 CCCCD CORP JOHN DEE 24422ERF8 01/23/2015 1.850000 1,560,000.00 1,563,588.00 8,497.67 0.00 09/08/2017 1.433868 809,198.10 100.308000 IDC-FIS 0.00 07/22/2016 .490189 2,002,630.00 100.059000 IDC-FIS -41,473.60 82197 CCCSIG CORP CHEVRON 166764AL4 11/18/2014 1.345000 350,000.00 351,827.00 601.51 1,827.00 82258 CORP CHEVRON CORP 166764AA8 12/15/2014 1.104000 10,000,000.00 10,016,500.00 7,973.33 58,990.00 11/15/2017 1.345000 350,000.00 100.522000 IDC-FIS 0.00 82349 CCCCD CORP IBM CORP 459200GX3 01/23/2015 1.950000 1,565,000.00 1,565,923.35 13,478.56 0.00 01/30/2017 .828281 1,593,606.55 100.049000 IDC-FIS -7,829.90 82353 CCCCD CORP US BANK 90331HMC4 01/23/2015 1.100000 1,585,000.00 1,585,776.65 7,313.01 0.00 82366 CCCCD CORP WELLS FA 94974BFL9 01/23/2015 1.250000 1,985,000.00 1,985,456.55 11,096.70 0.00 82367 CCCCD CORP IBM CORP 459200GX3 01/23/2015 1.950000 1,960,000.00 1,961,156.40 16,880.50 0.00 07/20/2016 .787164 1,998,597.25 100.023000 IDC-FIS -13,140.70 82351 CCCCD CORP AMERICAN 0258M0DC0 01/23/2015 2.800000 1,525,000.00 1,531,481.25 12,098.33 0.00 07/22/2016 .490189 1,599,038.75 100.059000 IDC-FIS -33,115.40 09/19/2016 .840060 1,574,028.75 100.425000 IDC-FIS -42,547.50 07/20/2016 .787164 1,600,891.50 100.023000 IDC-FIS -10,525.80 82352 CCCCD CORP WELLS FA 94974BFL9 01/23/2015 1.250000 1,590,000.00 1,590,365.70 8,888.55 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 821 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 25 of 30 82658 CCCSIG CORP 3M COMP 88579YAP6 08/07/2015 1.375000 1,340,000.00 1,353,239.20 7,370.00 15,624.40 07/17/2017 1.139621 99,968.00 100.268000 IDC-FIS 0.00 08/07/2018 1.435833 1,337,614.80 100.988000 IDC-FIS 0.00 03/01/2018 1.769114 4,991,700.00 100.554000 IDC-FIS 0.00 82693 CORP JP MORGAN CHAS 46623EKD0 09/15/2015 1.700000 5,000,000.00 5,027,700.00 28,333.33 36,000.00 82634 CCCCD CORP PEPSICO 713448CW6 07/17/2015 1.125000 100,000.00 100,268.00 512.50 300.00 82620 CCCSIG CORP TOYOTA 89236TCP8 07/13/2015 1.550000 410,000.00 413,940.10 2,965.67 4,288.60 09/08/2017 1.252137 1,103,465.00 100.308000 IDC-FIS -77.00 07/13/2018 1.579121 409,651.50 100.961000 IDC-FIS 0.00 07/13/2018 1.567156 4,997,500.00 100.961000 IDC-FIS 0.00 82621 CORP TOYOTA MOTOR C 89236TCP8 07/16/2015 1.550000 5,000,000.00 5,048,050.00 36,166.67 50,550.00 01/15/2017 .739645 1,553,193.00 100.064000 IDC-FIS -2,201.00 82712 CCCCD CORP PFIZER I 717081DD2 09/29/2015 .900000 1,550,000.00 1,550,992.00 6,432.50 0.00 82713 CCCCD CORP PFIZER I 717081DL4 09/29/2015 2.100000 1,960,000.00 2,006,471.60 5,259.33 22,402.80 82714 CCCCD CORP GOLDMAN 38147MAA3 09/29/2015 2.900000 1,510,000.00 1,549,516.70 19,705.50 0.00 05/15/2019 1.748923 1,984,068.80 102.371000 IDC-FIS 0.00 03/13/2018 1.545883 129,825.80 100.979000 IDC-FIS 0.00 82420 CCCCD CORP AMERICAN 02665WAT8 03/13/2015 1.500000 130,000.00 131,272.70 585.00 1,446.90 82513 CCCCD CORP GENERAL 36962G4D3 04/15/2015 6.000000 100,000.00 114,552.00 2,400.00 0.00 82554 CORP APPLE INC 037833AJ9 05/12/2015 1.000000 10,000,000.00 10,024,600.00 16,111.11 99,500.00 08/07/2019 1.743001 117,603.00 114.552000 IDC-FIS -3,051.00 82417 CCCCD CORP EXXON MO 30231GAL6 03/06/2015 1.305000 125,000.00 125,975.00 521.09 975.00 82598 CCCSIG CORP WELLS F 94974BGB0 07/07/2015 1.400000 1,100,000.00 1,103,388.00 4,833.89 0.00 03/06/2018 1.305000 125,000.00 100.780000 IDC-FIS 0.00 03/02/2018 1.372881 4,999,089.53 100.549000 IDC-FIS 0.00 82418 CORP CHEVRON CORP 166764AV2 03/09/2015 1.365000 5,000,000.00 5,027,450.00 22,560.42 28,360.47 05/03/2018 1.257267 9,925,100.00 100.246000 IDC-FIS 0.00 82586 CCCSIG CORP CISCO S 17275RAU6 06/17/2015 1.650000 1,725,000.00 1,747,425.00 1,265.00 22,718.25 05/15/2018 1.658000 4,995,250.00 100.391000 IDC-FIS 0.00 06/15/2018 1.655855 1,724,706.75 101.300000 IDC-FIS 0.00 06/15/2018 1.655855 129,977.90 101.300000 IDC-FIS 0.00 82587 CCCCD CORP CISCO SY 17275RAU6 06/17/2015 1.650000 130,000.00 131,690.00 95.33 1,712.10 05/22/2018 1.603145 1,599,856.00 100.995000 IDC-FIS 0.00 82574 CCCSIG CORP BK OF N 06406HDB2 05/29/2015 1.600000 1,600,000.00 1,615,920.00 2,773.33 16,064.00 82575 CCCCD CORP BK OF NE 06406HDB2 05/29/2015 1.600000 125,000.00 126,243.75 216.67 1,255.00 82581 CORP JP MORGAN CHAS 46625HJL5 06/02/2015 1.625000 5,000,000.00 5,019,550.00 10,381.94 24,300.00 05/22/2018 1.603145 124,988.75 100.995000 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 822 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 26 of 30 82960 CCCSIG CORP CISCO S 17275RBA9 02/29/2016 1.400000 940,000.00 948,516.40 4,459.78 8,516.40 02/19/2019 1.704120 869,895.60 101.278000 IDC-FIS 0.00 02/28/2018 1.400000 940,000.00 100.906000 IDC-FIS 0.00 03/01/2019 1.129079 719,913.60 100.582000 IDC-FIS 0.00 82962 CCCSIG CORP JOHNSON 478160BR4 03/01/2016 1.125000 720,000.00 724,190.40 2,700.00 4,276.80 82925 KFPD CORP HSBC 40428HPH9 01/25/2016 1.625000 250,000.00 249,555.00 1,861.98 180.00 82940 CORP IBM CORP 459200HZ7 02/08/2016 1.125000 5,000,000.00 5,021,500.00 22,656.25 25,550.00 82950 CCCSIG CORP TOYOTA 89236TCU7 02/19/2016 1.700000 870,000.00 881,118.60 5,423.00 11,223.00 02/06/2018 1.166196 4,996,262.50 100.430000 IDC-FIS 0.00 82975 CORP WELLS FARGO &949746RS2 03/07/2016 2.500000 5,000,000.00 5,127,200.00 40,625.00 137,450.00 05/16/2019 1.657877 4,988,168.06 101.120000 IDC-FIS 0.00 83151 CORP CHEVRON 166764BH2 05/26/2016 1.561000 5,000,000.00 5,056,000.00 9,756.25 70,000.00 82984 CCCSIG CORP BERKSHI 084664CG4 03/15/2016 1.700000 330,000.00 335,392.20 1,651.83 5,643.00 03/04/2021 2.543964 4,990,791.67 102.544000 IDC-FIS 0.00 03/15/2019 1.726104 329,749.20 101.634000 IDC-FIS 0.00 03/01/2019 1.708000 3,501,992.67 101.625000 IDC-FIS 0.00 82985 CORP EXXON MOBIL CO 30231GAP7 03/15/2016 1.708000 3,500,000.00 3,556,875.00 19,594.56 56,875.00 82717 CCCCD CORP US BANCO 91159HHH6 09/29/2015 2.200000 1,950,000.00 1,999,920.00 7,865.00 16,984.50 06/01/2019 1.599996 1,529,290.00 108.885000 IDC-FIS -4,900.00 04/25/2019 1.710407 1,982,935.50 102.560000 IDC-FIS 0.00 02/15/2019 1.739996 1,983,187.80 109.881000 IDC-FIS -10,823.85 82718 CCCCD CORP CISCO SY 17275RAE2 09/29/2015 4.950000 1,795,000.00 1,972,363.95 33,566.50 0.00 07/19/2018 1.927831 1,549,879.10 102.617000 IDC-FIS -362.40 01/16/2018 1.754255 249,476.56 99.822000 IDC-FIS 0.00 82715 CCCCD CORP GOLDMAN 38147MAA3 09/29/2015 2.900000 1,930,000.00 1,980,508.10 25,186.50 0.00 82716 CCCCD CORP MICROSOF 594918AC8 09/29/2015 4.200000 1,400,000.00 1,524,390.00 4,900.00 0.00 07/19/2018 1.927831 1,980,971.30 102.617000 IDC-FIS -463.20 82917 CCCCD CORP HSBC USA 40428HPU0 01/21/2016 2.000000 1,945,000.00 1,951,340.70 15,560.00 3,753.85 12/01/2017 2.061870 1,484,186.40 105.844000 IDC-FIS -12,954.80 08/07/2018 1.946012 1,947,586.85 100.326000 IDC-FIS 0.00 01/16/2018 1.528436 249,997.92 100.468000 IDC-FIS 0.00 82924 KFPD CORP AUST & NZ 05253JAH4 01/29/2016 1.500000 250,000.00 251,170.00 1,718.75 1,307.50 02/01/2019 1.927457 1,980,325.20 102.431000 IDC-FIS 0.00 82719 CCCCD CORP BB&T CAL 05531FAQ6 09/29/2015 2.250000 1,960,000.00 2,007,647.60 18,375.00 27,322.40 82908 CCCCD CORP CITIGROU 172967JE2 01/13/2016 1.850000 1,490,000.00 1,498,209.90 2,833.07 9,416.80 82910 CCCCD CORP BANK OF 060505DP6 01/13/2016 5.750000 1,390,000.00 1,471,231.60 6,660.42 0.00 11/24/2017 1.893961 1,488,793.10 100.551000 IDC-FIS 0.00 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 823 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 27 of 30 07/01/2016 .000000 537,226.12 100.000000 BOOK 0.00 81524 AUHSD MM DREYFUS TA 26202K205 06/27/2013 .000000 537,226.12 537,226.12 0.00 0.00 81525 AUHSD MM DREYFUS TA 26202K205 06/27/2013 .000000 28,092.20 28,092.20 0.00 0.00 07/01/2016 .000000 28,092.20 100.000000 BOOK 0.00 .000000 565,318.32 100.000000 0.00 Subtotal .000000 565,318.32 565,318.32 0.00 0.00 Inv Type: 99 MONEY MARKET ACCOUNTS 82800 CCCSIG CD HSBC BK U 40428AR41 11/18/2015 1.208200 2,175,000.00 2,175,000.00 3,284.79 0.00 11/17/2017 1.208200 2,175,000.00 100.000000 BOOK 0.00 82808 CCCSIG CD SVENSKA H 86958DH54 11/24/2015 1.111300 1,340,000.00 1,340,000.00 1,571.87 0.00 08/24/2017 1.111300 1,340,000.00 100.000000 BOOK 0.00 Subtotal 1.171259 3,515,000.00 3,515,000.00 4,856.66 0.00 1.171259 3,515,000.00 100.000000 0.00 Inv Type: 80 YCD / NCD QTR FLTR 04/06/2017 1.010000 2,150,000.00 99.287000 IDC-FIS -15,329.50 82526 CCCSIG YCD RABOBANK 21684BXH2 04/27/2015 1.070000 2,000,000.00 1,984,973.33 4,161.10 0.00 09/11/2017 1.430018 1,996,780.00 99.839000 BOOK 0.00 82487 CCCSIG YCD CANADIAN 13606JYY9 04/10/2015 1.010000 2,150,000.00 2,134,670.50 5,127.14 0.00 11/06/2017 1.560000 2,450,000.00 100.000000 BOOK 0.00 82118 CCCSIG NCD US BANK 90333VPF1 09/11/2014 1.375000 2,000,000.00 1,996,780.00 8,402.78 0.00 04/21/2017 1.070000 2,000,000.00 99.248667 IDC-FIS -15,026.67 82788 CCCSIG YCD BK NOVA 06417GAS7 11/09/2015 1.560000 2,450,000.00 2,450,000.00 5,839.17 0.00 1.278261 8,596,780.00 99.609579 -30,356.17 Subtotal 1.265482 8,600,000.00 8,566,423.83 23,530.19 0.00 Inv Type: 79 YCD/NCD 30/360 83177 CCCCD CORP JP MORGA 48127HAA7 06/22/2016 2.200000 1,100,000.00 1,118,106.00 4,638.33 1,331.00 83164 CCCCD CORP WELLS FA 94974BGB0 06/09/2016 1.400000 1,990,000.00 1,996,129.20 8,744.95 497.50 10/22/2019 1.726909 1,120,808.33 101.646000 IDC-FIS 0.00 09/08/2017 1.170359 2,002,674.09 100.308000 IDC-FIS 0.00 Subtotal 1.676132 141,512,000.00 142,978,951.45 638,776.40 1,208,079.65 1.452099 142,096,714.65 101.036627 -309,015.25 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 824 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 28 of 30 82001 CD CCCCD BERTA KAMM 121101042 05/24/2014 .600000 3,335.77 3,330.04 42.75 0.00 05/24/2017 .600000 3,335.77 99.828125 IDC-FIS -5.73 .600000 3,335.77 99.828226 -5.73 Subtotal .600000 3,335.77 3,330.04 42.75 0.00 Inv Type: 1000 TD WITH CALC CODE OF CSC-00 Grand Total Count 452 .934068 2,736,721,276.05 2,742,404,653.68 6,406,307.35 7,084,194.37 .904275 2,734,267,561.53 100.207671 -835,662.17 Inv.Description CUSIP Purchase Coupon Current Par /Share Market Value Curr Accr Int Unrealized Gain No.Maturity YTM TR Current Book Market Price Price Source Unrealized Loss September 13, 2016 Contra Costa County Board of Supervisors 825 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 29 of 30 SUPRANATIONAL 35,000.00 34,981.45 35,172.35 100.55 %219.55 1.07 % MONEY MARKET ACCOUNTS 565.32 565.32 565.32 100.00 %0.00 0.00 % TIME DEPOSIT 3.34 3.34 3.33 99.83 %-0.01 0.60 % MBS/ABS 6,893.62 6,922.58 6,920.92 99.98 %0.00 1.27 % CORPORATE NOTES 141,512.00 142,096.71 142,978.95 100.62 %899.06 1.45 % NCD/YCD 750,020.00 750,017.29 750,350.78 100.04 %333.50 0.80 % COMMERCIAL PAPER 1,032,625.00 1,028,534.88 1,031,229.38 100.26 %698.71 0.81 % MUNICIPALS 1,990.00 2,122.16 2,122.16 100.00 %0.00 1.55 % U.S. AGENCIES 740,672.00 741,367.64 745,203.46 100.52 %3,883.05 1.01 % U.S. TREASURIES 27,440.00 27,656.20 27,858.00 100.73 %214.66 1.01 % Totals(000's)2,736,721.28 2,734,267.56 2,742,404.65 100.30 %6,248.53 0.90 % Assets (000's)Current Par Current Book Market MKT/Book Un Gain/Loss Yield Asset Allocation September 13, 2016 Contra Costa County Board of Supervisors 826 Inventory by Market Value Contra Costa County As Of Date: 06/30/2016 Run: 07/08/2016 12:08:48 PMDate Basis: Settlement Reporting Currency: Local AvantGard APS2 Page 30 of 30 September 13, 2016 Contra Costa County Board of Supervisors 827 September 13, 2016 Contra Costa County Board of Supervisors 828 SECTION III APPENDIX B. INVESTMENT PORTFOLIO DETAIL – MANAGED BY OUTSIDE CONTRACTED PARTIES B.1. STATE OF CALIFORNIA LOCAL AGENCY INVESTMENT FUND (LAIF) September 13, 2016 Contra Costa County Board of Supervisors 829 CONTRA COSTA COUNTY AS OF JUNE 30, 2016 CALIFORNIA STATE LOCAL STATE CONTROLLER ACCOUNT ESTIMATED AGENCY INVESTMENT ACCOUNTS ACCOUNT NUMBER BALANCE FAIR VALUE ACALANES UNION HIGH SCHOOL 75-07-010 950,343.89 950,934.26 ANTIOCH UNIFIED SCHOOL DISTRICT 75-07-005 827,699.21 828,213.39 BRENTWOOD UNION SCHOOL DISTRICT 75-07-013 8,153,052.51 8,158,117.37 BYRON UNION SCHOOL DISTRICT 75-07-017 165,815.73 165,918.74 CANYON ELEMENTARY SCHOOL DISTRICT 75-07-018 192,774.37 192,894.13 CENTRAL CONTRA COSTA SANITARY DISTRICT 70-07-001 32,300,000.00 32,320,065.47 CONTRA COSTA COMMUNITY COLLEGE 75-07-001 616,856.20 617,239.40 CONTRA COSTA COUNTY 99-07-000 65,000,000.00 65,040,379.43 CONTRA COSTA COUNTY OFFICE OF EDUCATION 75-07-007 1,284,314.97 1,285,112.81 CONTRA COSTA COUNTY SCHOOL INSURANCE GROUP 35-07-001 2,235,794.29 2,237,183.21 CROCKETT COMMUNITY SERVICES DISTRICT 16-07-004 2,926,647.59 2,928,465.69 DELTA DIABLO SANITATION DISTRICT 70-07-003 72,721.14 72,766.32 EAST CONTRA COSTA REG FEE & FINANCING AUTH 40-07-006 1,011,146.63 1,011,774.78 KENSINGTON FIRE PROTECTION DISTRICT 17-07-011 1,981,816.16 1,983,047.31 KENSINGTON POLICE PROTECTION & COMMUNITY 16-07-003 1,731,527.65 1,732,603.31 SERVICES DISTRICT LAFAYETTE SCHOOL DISTRICT 75-07-012 4,974,862.36 4,977,952.85 MARTINEZ UNIFIED SCHOOL DISTRICT 75-07-011 3,827,523.63 3,829,901.37 MORAGA ORINDA FIRE DISTRICT 17-07-003 8,405,095.63 8,410,317.06 MT DIABLO UNIFIED SCHOOL DISTRICT 75-07-008 5,229,942.28 5,233,191.24 MT VIEW SANITARY DISTRICT 70-07-008 10,342,263.42 10,348,688.26 OAKLEY UNION SCHOOL DISTRICT 75-07-009 247,666.79 247,820.65 ORINDA UNION SCHOOL DISTRICT 75-07-015 7,420,556.14 7,425,165.95 PITTSBURG UNIFIED SCHOOL DISTRICT 75-07-002 32,526,769.38 32,546,975.72 RECLAMATION DISTRICT 799 60-07-001 41,411.81 41,437.54 RECLAMATION DISTRICT 800 60-07-003 5,518,463.53 5,521,891.72 REDEVELOPMENT AGENCY 65-07-015 6,997.18 7,001.53 RODEO -HERCULES FIRE PROTECTION DISTRICT 17-07-001 106,033.23 106,099.10 SAN RAMON VALLEY UNIFIED SCHOOL DISTRICT 75-07-004 239,978.26 240,127.34 WALNUT CREEK SCHOOL DISTRICT 75-07-003 0.00 0.00 WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT 75-07-014 8,446,028.57 8,451,275.43 TOTAL 206,784,102.55 206,912,561.38 September 13, 2016 Contra Costa County Board of Supervisors 830 SECTION III APPENDIX B. INVESTMENT PORTFOLIO DETAIL – MANAGED BY OUTSIDE CONTRACTED PARTIES B.2. ASSET MANAGEMENT FUNDS a. WELLS CAPITAL MANAGEMENT b. CalTRUST September 13, 2016 Contra Costa County Board of Supervisors 831 Wells Capital Management GAAPWC-Contra Costa County (19529)Quarter End (Q2 Y2016)04/01/2016 - 06/30/2016Dated: 07/06/2016Locked DownSeptember 13, 2016Contra Costa County Board of Supervisors832 Risk Summary (WC-Contra Costa County (19529))1Performance Summary Gross of Fees (WC-Contra Costa County (19529))4Performance Summary Net of Fees (WC-Contra Costa County (19529))6GAAP Financials (WC-Contra Costa County (19529))8Income Detail (WC-Contra Costa County (19529))9Balance Sheet Classification (WC-Contra Costa County (19529))12Trading Activity (WC-Contra Costa County (19529))16Transaction Detail (WC-Contra Costa County (19529))20MMF Transaction Detail (WC-Contra Costa County (19529))24Roll Forward (WC-Contra Costa County (19529))26Shock Analysis (WC-Contra Costa County (19529))30Table of ContentsDated: 07/06/2016September 13, 2016Contra Costa County Board of Supervisors833 Asset ClassIssuer ConcentrationIssuer Concentration% of Base MarketValue + AccruedInternational Bank for Reconstruction & Development5.865%Inter-American Development Bank3.631%Government of the United States14.373%FHLBanks Office of Finance11.277%Federal National Mortgage Association Fannie Mae4.697%Federal Home Loan Mortgage Corporation5.066%Federal Farm Credit Banks Funding Corporation3.374%Other51.715%---100.000%Security TypeMarket SectorCash and Fixed Income SummaryRisk MetricValueCash1,158.98MMFund1,043,363.57Fixed Income43,373,575.25Duration0.486Convexity0.001WAL0.672Years to Final Maturity0.86Years to Effective Maturity0.658Yield0.701Book Yield0.80Avg Credit RatingAA+/Aa1/AA+Balance SheetBook Value + Accrued44,370,545.50Net Unrealized Gain/Loss47,552.30Market Value + Accrued44,418,097.80Risk SummaryWC-Contra Costa County (19529)04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/20161September 13, 2016Contra Costa County Board of Supervisors834 Credit Duration Heat MapRating0 - 1 1 - 2 2 - 3 3 - 4 4 - 5 5 - 7 7 - 10 10 - 15 15 - 30AAA 58.876% 7.756% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%AA13.216% 4.617% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%A15.535% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%BBB0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%BB0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%B0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%CCC0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%CC0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%C0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%NA0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000% 0.000%Time To MaturityCredit RatingDurationRisk SummaryWC-Contra Costa County (19529)04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/20162September 13, 2016Contra Costa County Board of Supervisors835 MMF Asset AllocationCountryCurrencyBase Exposure - Industry SectorBase Exposure - Industry GroupBase Exposure - Industry SubgroupRisk SummaryWC-Contra Costa County (19529)04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/20163September 13, 2016Contra Costa County Board of Supervisors836 Gross of Fees (includes trading). Returns are actual and have not been annualized. No Tax Adjustment. Note that data will not exist prior to the performance inception date of: 04/01/2001. Historical data exists for the options shown below:PeriodPeriod BeginPeriod EndTotal ReturnIndex Total ReturnExcess Total ReturnMonth to Date06/01/201606/30/20160.126%0.120%0.006%Quarter to Date04/01/201606/30/20160.261%0.196%0.066%Year to Date01/01/201606/30/20160.586%0.411%0.175%Prior Month05/01/201605/31/20160.037%0.009%0.028%Prior Quarter01/01/201603/31/20160.324%0.215%0.109%Prior Year01/01/201512/31/20150.427%0.221%0.206%Trailing Month06/01/201606/30/20160.126%0.120%0.006%Trailing Quarter04/01/201606/30/20160.261%0.196%0.066%Trailing Year07/01/201506/30/20160.716%0.521%0.195%AccountIndexIndex Start DateIndex End DateWC-Contra Costa CountyML 6 Month T-Bill01/01/198011/30/2004WC-Contra Costa CountyBofA Merrill Lynch 6 Month Treasury Bill Index (G0O2)12/01/2004---Performance Summary Gross of FeesWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/20164September 13, 2016Contra Costa County Board of Supervisors837 Reported Index Return is always Total Return.Begin DateEnd DateReturn TypeFee OptionsTax Options04/01/200101/31/2011Total ReturnNet of Fees, Gross of FeesGross Down Method, Gross Up Method, No Tax Adjustment04/01/200101/31/2011Income ReturnGross of FeesNo Tax Adjustment04/01/200101/31/2011Price ReturnGross of FeesNo Tax Adjustment04/01/200101/31/2011Book ReturnNet of Fees, Gross of FeesGross Down Method, Gross Up Method, No Tax AdjustmentPerformance Summary Gross of FeesWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/20165September 13, 2016Contra Costa County Board of Supervisors838 Net of Fees (includes management and trading). Returns are actual and have not been annualized. No Tax Adjustment. Note that data will not exist prior to the performance inception date of: 04/01/2001. Historical data exists for the options shown below:PeriodPeriod BeginPeriod EndTotal ReturnIndex Total ReturnExcess Total ReturnMonth to Date06/01/201606/30/20160.116%0.120%-0.004%Quarter to Date04/01/201606/30/20160.233%0.196%0.037%Year to Date01/01/201606/30/20160.529%0.411%0.118%Prior Month05/01/201605/31/20160.027%0.009%0.018%Prior Quarter01/01/201603/31/20160.296%0.215%0.080%Prior Year01/01/201512/31/20150.313%0.221%0.092%Trailing Month06/01/201606/30/20160.116%0.120%-0.004%Trailing Quarter04/01/201606/30/20160.233%0.196%0.037%Trailing Year07/01/201506/30/20160.616%0.521%0.095%AccountIndexIndex Start DateIndex End DateWC-Contra Costa CountyML 6 Month T-Bill01/01/198011/30/2004WC-Contra Costa CountyBofA Merrill Lynch 6 Month Treasury Bill Index (G0O2)12/01/2004---Performance Summary Net of FeesWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/20166September 13, 2016Contra Costa County Board of Supervisors839 Reported Index Return is always Total Return.Begin DateEnd DateReturn TypeFee OptionsTax Options04/01/200101/31/2011Total ReturnNet of Fees, Gross of FeesGross Down Method, Gross Up Method, No Tax Adjustment04/01/200101/31/2011Income ReturnGross of FeesNo Tax Adjustment04/01/200101/31/2011Price ReturnGross of FeesNo Tax Adjustment04/01/200101/31/2011Book ReturnNet of Fees, Gross of FeesGross Down Method, Gross Up Method, No Tax AdjustmentPerformance Summary Net of FeesWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/20167September 13, 2016Contra Costa County Board of Supervisors840 Balance SheetWC-Contra Costa CountyAs of:03/31/201606/30/2016Book Value44,393,589.6344,249,611.77Accrued Balance101,571.42120,933.73Book Value + Accrued44,495,161.0544,370,545.50Net Unrealized Gain/Loss17,817.6447,552.30Market Value + Accrued44,512,978.6844,418,097.80Income StatementWC-Contra Costa CountyBegin DateEnd Date04/01/201606/30/2016Net Amortization/Accretion Income-41,720.48Interest Income127,914.49Dividend Income0.00Misc Income0.00Income Subtotal127,914.49Net Realized Gain/Loss-0.01Impairment Loss0.00Net Gain/Loss-0.01Expense-12,593.01Net Income73,600.99Transfers In/Out-198,216.54Change in Unrealized Gain/Loss29,734.66Statement of Cash FlowsWC-Contra Costa CountyBegin DateEnd Date04/01/201606/30/2016Net Income73,600.99Amortization/Accretion on MS42,072.98Change in Accrued on MS-15,517.05Net Gain/Loss on MS0.01Change in Unrealized G/L on CE-27.84Subtotal26,528.10Purchases of MS-7,747,873.32Purchased Accrued of MS-3,845.26Sales of MS964,474.89Sold Accrued of MS0.00Maturities of MS5,750,000.00Net Purchases/Sales-1,037,243.69Transfers of Cash & CE-198,216.54Total Change in Cash & CE-1,135,331.14Beginning Cash & CE2,179,853.69Ending Cash & CE1,044,522.55GAAP FinancialsWC-Contra Costa County (19529)04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/20168September 13, 2016Contra Costa County Board of Supervisors841 IdentifierBase Current Units DescriptionCoupon Final Maturity EffectiveMaturityTransfers In/Out Net RealizedGain/LossNet Amortization/Accretion IncomeInterest/DividendIncomeBaseExpenseBase Net Income Settle Date02665WAY7500,000.00 AMERICAN HONDA FINANCE CORP1.097 09/20/2017 09/20/20170.000.000.001,345.30 0.001,345.30 09/24/201502665WAY7250,000.00 AMERICAN HONDA FINANCE CORP1.097 09/20/2017 09/20/20170.000.00-8.48672.65 0.00664.17 01/12/201603255LGX10.00 ANAHEIM CALIF PUB FING AUTH LEASEREV1.00 05/01/2016 05/01/20160.000.000.00625.00 0.00625.00 11/14/2014037833AM2500,000.00 APPLE INC1.05 05/05/2017 05/05/20170.000.00-3.9614.58 0.0010.62 06/30/201606050TMB50.00 BANK OF AMERICA NA1.13 06/05/2017 06/05/20170.000.000.00490.03 0.00490.03 06/05/201506050TMB5250,000.00 BANK OF AMERICA NA1.13 06/05/2017 06/05/20170.000.000.00203.74 0.00203.74 06/05/201506050TLU4500,000.00 BANK OF AMERICA NA1.096 02/14/2017 02/14/20170.000.000.001,380.41 0.001,380.41 02/14/201406406HBX6750,000.00 BANK OF NEW YORK MELLON CORP2.30 07/28/2016 07/28/20160.000.00-3,079.874,312.50 0.001,232.63 01/21/2015084664CD1750,000.00 BERKSHIRE HATHAWAY FINANCE CORP 0.931 01/12/2018 01/12/20180.000.000.001,762.42 0.001,762.42 01/15/201509247XAC5500,000.00 BLACKROCK INC6.25 09/15/2017 09/15/20170.000.00-6,161.037,812.50 0.001,651.47 02/16/201605581RAC0600,000.00 BMWLT 161 A2B0.948 01/22/2018 04/26/20170.000.000.001,423.22 0.001,423.22 02/17/2016097023BC8750,000.00 BOEING CO3.75 11/20/2016 11/20/20160.000.00-5,363.387,031.25 0.001,667.87 01/26/201507330NAH80.00 BRANCH BANKING AND TRUST CO1.00 04/03/2017 03/03/20170.000.0011.4138.89 0.0050.30 02/23/201607330NAH8700,000.00 BRANCH BANKING AND TRUST CO1.00 04/03/2017 03/03/20170.000.00507.631,711.11 0.002,218.74 02/23/201613034PYA9500,000.00 CALIFORNIA HSG FIN AGY REV1.00 02/01/2017 02/01/20170.000.000.0013.89 0.0013.89 06/30/2016CCYUSD804.18 Cash0.00 06/30/2016 06/30/2016-198,216.540.000.000.00 -12,593.01-12,593.01 ---14912L4X6775,000.00 CATERPILLAR FINANCIAL SERVICESCORP2.05 08/01/2016 08/01/20160.000.00-2,697.913,971.88 0.001,273.96 11/04/201417305EFE0750,000.00 CCCIT 13A6 A61.32 09/07/2018 09/07/20160.000.00-686.192,475.00 0.001,788.81 01/14/2016161571GJ7775,000.00 CHAIT 141 A1.15 01/15/2019 01/13/20170.000.00-249.972,228.13 0.001,978.16 08/07/2015166764AL4700,000.00 CHEVRON CORP1.345 11/15/2017 11/15/20170.000.00276.752,353.75 0.002,630.50 01/29/201617275RAY8750,000.00 CISCO SYSTEMS INC0.963 06/15/2018 06/15/20180.000.000.001,795.60 0.001,795.60 06/17/2015191216BR0300,000.00 COCA-COLA CO0.875 10/27/2017 10/27/20170.000.0016.43656.25 0.00672.68 10/27/201530231GAS1560,000.00 EXXON MOBIL CORP1.274 02/28/2018 02/28/20180.000.000.001,763.87 0.001,763.87 03/03/2016313313HF8500,000.00 FEDERAL FARM CREDIT BANKS0.00 06/23/2017 06/23/20170.000.0056.390.00 0.0056.39 06/24/20163133EFBT31,000,000.00 FEDERAL FARM CREDIT BANKS FUNDINGCORP0.42 09/01/2016 09/01/20160.000.0049.731,050.00 0.001,099.73 09/01/20153130A5EP01,000,000.00 FEDERAL HOME LOAN BANKS0.625 05/30/2017 05/30/20170.000.00112.15503.47 0.00615.63 06/02/20163130A3J701,000,000.00 FEDERAL HOME LOAN BANKS0.625 11/23/2016 11/23/20160.000.00-349.241,562.50 0.001,213.26 05/18/2015313379FW40.00 FEDERAL HOME LOAN BANKS1.00 06/09/2017 06/09/20170.000.00-485.381,888.89 0.001,403.51 03/31/2016313379FW41,000,000.00 FEDERAL HOME LOAN BANKS1.00 06/09/2017 06/09/20170.000.00-154.76611.11 0.00456.35 03/31/2016313373SZ60.00 FEDERAL HOME LOAN BANKS2.125 06/10/2016 06/10/20160.000.00-3,090.884,072.92 0.00982.04 07/16/20143130A4KE10.00 FEDERAL HOME LOAN BANKS0.33 04/01/2016 04/01/20160.000.000.000.00 0.000.00 04/01/2015313384ZK8500,000.00 FEDERAL HOME LOAN BANKS0.00 07/15/2016 07/15/20160.000.00770.970.00 0.00770.97 12/23/20153130A2T97500,000.00 FEDERAL HOME LOAN BANKS0.50 09/28/2016 09/28/20160.000.00-103.75625.00 0.00521.25 09/30/20153130A2T971,000,000.00 FEDERAL HOME LOAN BANKS0.50 09/28/2016 09/28/20160.000.00-281.601,250.00 0.00968.40 10/15/20153135G0JA20.00 FEDERAL NATIONAL MORTGAGEASSOCIATION1.125 04/27/2017 04/27/20170.000.00-216.77812.50 0.00595.73 03/14/20163135G0JA21,000,000.00 FEDERAL NATIONAL MORTGAGEASSOCIATION1.125 04/27/2017 04/27/20170.000.00-541.932,000.00 0.001,458.07 03/14/20163135G0PP21,072,000.00 FEDERAL NATIONAL MORTGAGEASSOCIATION1.00 09/20/2017 09/20/20170.000.00-523.752,114.23 0.001,590.48 04/20/201631680GAB2465,222.74 FITAT 151 A2A1.02 05/15/2018 11/08/20160.000.002.581,259.23 0.001,261.82 11/05/2015354613AH4500,000.00 FRANKLIN RESOURCES INC1.375 09/15/2017 09/15/20170.000.00-236.271,241.32 0.001,005.04 04/26/20163137EACW7235,000.00 FREDDIE MAC2.00 08/25/2016 08/25/20160.000.00-681.961,175.00 0.00493.04 12/15/20153137EADT31,000,000.00 FREDDIE MAC0.875 02/22/2017 02/22/20170.000.00-395.772,187.50 0.001,791.73 03/21/20163137EADF31,000,000.00 FREDDIE MAC1.25 05/12/2017 05/12/20170.000.00-588.511,701.39 0.001,112.88 03/03/20163137EADF30.00 FREDDIE MAC1.25 05/12/2017 05/12/20170.000.00-482.571,423.61 0.00941.04 03/03/201643814KAB70.00 HAROT 151 A20.70 06/15/2017 08/01/20160.00-0.001.46174.30 0.00175.76 01/28/201543814KAB767,740.83 HAROT 151 A20.70 06/15/2017 08/01/20160.000.000.1021.07 0.0021.17 01/28/20154197915E4750,000.00 HAWAII ST0.731 08/01/2016 08/01/20160.000.000.001,370.63 0.001,370.63 11/25/2014Income DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/20169September 13, 2016Contra Costa County Board of Supervisors842 IdentifierBase Current Units DescriptionCoupon Final Maturity EffectiveMaturityTransfers In/Out Net RealizedGain/LossNet Amortization/Accretion IncomeInterest/DividendIncomeBaseExpenseBase Net Income Settle Date41284AAB40.00 HDMOT 141 A2A0.49 04/15/2018 06/15/20160.00-0.010.1913.93 0.0014.12 04/16/201441284BAB2171,064.20 HDMOT 151 A2A0.80 01/15/2019 10/28/20160.000.000.40415.38 0.00415.78 01/28/201541284DAB8500,000.00 HDMOT 16A A21.09 06/17/2019 07/14/20170.000.000.55242.22 0.00242.77 06/15/2016437076BJ0750,000.00 HOME DEPOT INC1.022 09/15/2017 09/15/20170.000.000.001,909.35 0.001,909.35 09/15/20154581X0BV91,000,000.00 INTER-AMERICAN DEVELOPMENT BANK 1.125 03/15/2017 03/15/20170.000.00-733.322,812.50 0.002,079.18 03/04/20164581X0BV9600,000.00 INTER-AMERICAN DEVELOPMENT BANK 1.125 03/15/2017 03/15/20170.000.00-504.841,687.50 0.001,182.66 02/11/2016459058DM20.00 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP0.50 05/16/2016 05/16/20160.000.0010.02468.75 0.00478.77 02/05/2016459058DM20.00 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP0.50 05/16/2016 05/16/20160.000.008.18625.00 0.00633.18 12/03/201545905UQG2600,000.00 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP0.625 09/26/2016 09/26/20160.000.0098.67940.50 0.001,039.17 01/21/201645905UTJ3500,000.00 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP0.631 09/30/2017 09/30/20170.000.0010.54401.64 0.00412.17 05/16/201645905U7F51,000,000.00 INTERNATIONAL BK FOR RECON & DEVMEDIUM TERM BK N0.45 07/19/2016 07/19/20160.000.000.001,125.00 0.001,125.00 06/26/201545950KBS8500,000.00 INTERNATIONAL FINANCE CORP1.00 04/24/2017 04/24/20170.000.00-76.79513.89 0.00437.09 05/24/201647787WAB5349,054.87 JDOT 15B A20.98 06/15/2018 11/30/20160.00-0.002.96942.24 0.00945.20 09/09/201546623EJY6500,000.00 JPMORGAN CHASE & CO1.35 02/15/2017 02/15/20170.000.00-116.401,687.50 0.001,571.10 01/25/2016544587B72490,000.00 LOS ANGELES CALIF MUN IMPT CORPLEASE REV1.26 11/01/2016 11/01/20160.000.000.001,543.50 0.001,543.50 11/19/201558772PAB4447,840.95 MBART 151 A2A0.82 06/15/2018 11/19/20160.000.00267.461,070.32 0.001,337.78 12/08/2015605581FW2300,000.00 MISSISSIPPI ST0.64 10/01/2016 10/01/20160.000.000.00480.00 0.00480.00 02/18/201565477WAB20.00 NAROT 14B A20.60 06/15/2017 06/15/20160.00-0.011.41132.56 0.00133.97 12/10/201465477WAB20.00 NAROT 14B A20.60 06/15/2017 06/15/20160.000.000.000.00 0.000.01 12/10/201465478VAB3700,000.00 NAROT 16B A2A1.05 04/15/2019 06/23/20170.000.005.031,306.67 0.001,311.69 04/27/2016637432HT50.00 NATIONAL RURAL UTILITIES COOPFINANCE CORP5.45 04/10/2017 04/10/20170.000.00-534.31681.25 0.00146.94 02/08/2016637432HT5500,000.00 NATIONAL RURAL UTILITIES COOPFINANCE CORP5.45 04/10/2017 04/10/20170.000.00-4,868.156,131.25 0.001,263.10 02/08/201668428LDH40.00 ORANGE CNTY CALIF PENSION OBLIG0.68 02/01/2016 02/01/20160.000.000.000.00 0.000.00 01/13/201568428LDH40.00 ORANGE CNTY CALIF PENSION OBLIG0.68 02/01/2016 02/01/20160.000.000.00-0.00 0.00-0.00 02/27/201568428LDM3250,000.00 ORANGE CNTY CALIF PENSION OBLIG 0.938 11/01/2016 11/01/20160.000.000.00586.25 0.00586.25 01/13/201669353RCG1750,000.00 PNC BANK NA1.125 01/27/2017 12/28/20160.000.000.002,109.38 0.002,109.38 02/02/2016CCYUSD354.80 Receivable0.00 06/30/2016 06/30/20160.000.000.000.00 0.000.00 ---762494QV7250,000.00 RIALTO CALIF UNI SCH DIST1.258 02/01/2017 02/01/20170.000.000.00786.25 0.00786.25 03/26/201576912TJC8125,000.00 RIVERSIDE CNTY CALIF PUB FING AUTHTAX ALLOC REV1.00 09/01/2016 09/01/20160.000.0092.08312.50 0.00404.58 03/26/201589236WAB4161,050.47 TAOT 15A A20.71 07/17/2017 08/12/20160.00-0.000.71423.81 0.00424.52 03/04/2015880591EA6586,000.00 TENNESSEE VALLEY AUTHORITY5.50 07/18/2017 07/18/20170.000.00-6,694.888,057.50 0.001,362.62 03/29/201689116EPA5750,000.00 Toronto Dominion Holdings (U.S.A.), Inc.0.00 02/10/2017 02/10/20170.000.00935.000.00 0.00935.00 05/18/201689233GEJ10.00 Toyota Motor Credit Corporation0.00 05/18/2016 05/18/20160.000.00352.500.00 0.00352.50 02/22/201689233GKT2500,000.00 Toyota Motor Credit Corporation0.00 10/27/2016 10/27/20160.000.00453.890.00 0.00453.89 05/19/2016912828WQ90.00 UNITED STATES TREASURY0.50 06/30/2016 06/30/20160.000.00-101.131,236.26 0.001,135.13 07/01/2014912828SY7500,000.00 UNITED STATES TREASURY0.625 05/31/2017 05/31/20170.000.0044.38264.69 0.00309.07 11/05/2015912828SY70.00 UNITED STATES TREASURY0.625 05/31/2017 05/31/20170.000.0085.90512.30 0.00598.19 11/05/2015912828VL11,000,000.00 UNITED STATES TREASURY0.625 07/15/2016 07/15/20160.000.00-667.591,562.50 0.00894.91 06/01/2015912828RF91,000,000.00 UNITED STATES TREASURY1.00 08/31/2016 08/31/20160.000.00-1,405.962,472.83 0.001,066.87 10/31/2014912828RF91,000,000.00 UNITED STATES TREASURY1.00 08/31/2016 08/31/20160.000.00-1,041.022,472.83 0.001,431.81 11/25/2015912828TS91,000,000.00 UNITED STATES TREASURY0.625 09/30/2017 09/30/20170.000.0015.131,553.96 0.001,569.09 10/26/2015912828D49230,000.00 UNITED STATES TREASURY0.875 08/15/2017 08/15/20170.000.00-28.14237.74 0.00209.60 05/19/2016912828QX11,000,000.00 UNITED STATES TREASURY1.50 07/31/2016 07/31/20160.000.00-2,644.963,750.00 0.001,105.04 11/06/201491412GEZ4300,000.00 UNIVERSITY CALIF REVS0.956 07/01/2017 01/01/20170.000.000.00715.03 0.00715.03 01/29/2016Income DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201610September 13, 2016Contra Costa County Board of Supervisors843 * Weighted By: Ending Base Market Value + Accrued. * Holdings Displayed By: Lot.IdentifierBase Current Units DescriptionCoupon Final Maturity EffectiveMaturityTransfers In/Out Net RealizedGain/LossNet Amortization/Accretion IncomeInterest/DividendIncomeBaseExpenseBase Net Income Settle Date91412GUT00.00 UNIVERSITY CALIF REVS0.634 05/15/2016 05/15/20160.000.000.00193.72 0.00193.72 04/10/201490331HMR1450,000.00 US BANK NA0.936 01/26/2018 01/26/20180.000.00-114.441,059.29 0.00944.86 05/12/201590331HMR1300,000.00 US BANK NA0.936 01/26/2018 01/26/20180.000.000.00706.20 0.00706.20 01/27/201590290XAB3298,840.31 USAOT 151 A20.82 03/15/2018 10/03/20160.000.004.81778.54 0.00783.35 07/29/2015928668AD40.00 VOLKSWAGEN GROUP OF AMERICAFINANCE LLC0.838 05/23/2016 05/23/20160.000.000.00607.62 0.00607.62 05/23/20149499173971,043,363.57 WellsFargo:Htge MM;I0.36 06/30/2016 06/30/20160.000.000.001,257.73 0.001,257.73 ------44,153,336.92 ------ 05/10/2017 02/25/2017-198,216.54-0.01-41,720.48127,914.49 -12,593.0173,600.99 ---Income DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201611September 13, 2016Contra Costa County Board of Supervisors844 CESTIdentifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued949917397 WellsFargo:Htge MM;I1,043,363.57 CashAAA 0.36 06/30/201606/30/20160.000.001,043,363.571,043,363.570.00 1.000.001,043,363.571,043,363.57CCYUSD Receivable354.80 CashAAA 0.00 06/30/201606/30/20160.000.00354.80354.800.00 1.000.00354.80354.80CCYUSD Cash804.18 CashAAA 0.00 06/30/201606/30/20160.000.00804.18804.180.00 1.000.00804.18804.18------1,044,522.55 CashAAA --- 06/30/201606/30/20160.000.001,044,522.551,044,522.550.00 1.000.001,044,522.551,044,522.55Identifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued13034PYA9 CALIFORNIA HSG FIN AGY REV500,000.00 Municipal AA- 1.00 02/01/201702/01/20171.000.993500,000.00500,000.00125.00 100.02513.89500,125.00500,138.89605581FW2 MISSISSIPPI ST300,000.00 Municipal AA+ 0.64 10/01/201610/01/20160.640.342300,000.00300,000.00258.00 100.086480.00300,258.00300,738.0046623EJY6 JPMORGAN CHASE & CO500,000.00 Financial A+ 1.35 02/15/201702/15/20171.2551.023500,495.00500,292.91723.09 100.203 2,550.00501,016.00503,566.0045905U7F5 INTERNATIONAL BK FOR RECON & DEVMEDIUM TERM BK N1,000,000.00 Government AAA 0.45 07/19/201607/19/20160.450.6381,000,000.001,000,000.00-100.00 99.99 2,025.00999,900.001,001,925.0006050TLU4 BANK OF AMERICA NA500,000.00 Financial A+ 1.096 02/14/201702/14/20171.121.302500,000.00500,000.00695.50 100.139700.29500,695.50501,395.7906406HBX6 BANK OF NEW YORK MELLON CORP750,000.00 Financial AA- 2.30 07/28/201607/28/20160.6441.02768,750.00750,913.81-173.56 100.099 7,331.25750,740.25758,071.5089116EPA5 Toronto Dominion Holdings (U.S.A.), Inc.750,000.00 Financial A-1+ 0.00 02/10/201702/10/20171.0270.957744,305.00745,240.00400.63 99.4190.00745,640.63745,640.63313384ZK8 FEDERAL HOME LOAN BANKS500,000.00 Agency A-1+ 0.00 07/15/201607/15/20160.6220.158498,263.19499,881.3985.61 99.9930.00499,967.00499,967.003137EADF3 FREDDIE MAC1,000,000.00 Agency AAA 1.25 05/12/201705/12/20170.8170.5841,005,120.001,003,707.592,043.41 100.575 1,701.391,005,751.001,007,452.393137EADT3 FREDDIE MAC1,000,000.00 Agency AAA 0.875 02/22/201702/22/20170.7140.5031,001,470.001,001,026.391,362.61 100.239 3,135.421,002,389.001,005,524.42637432HT5 NATIONAL RURAL UTILITIES COOPFINANCE CORP500,000.00 Financial A+ 5.45 04/10/201704/10/20171.0841.158525,350.00516,801.05-242.55 103.312 6,131.25516,558.50522,689.753133EFBT3 FEDERAL FARM CREDIT BANKSFUNDING CORP1,000,000.00 Agency AAA 0.42 09/01/201609/01/20160.440.404999,800.00999,966.1259.88 100.003 1,400.001,000,026.001,001,426.0043814KAB7 HAROT 151 A267,740.83 Asset Backed AAA 0.70 06/15/201708/01/20160.7080.81867,737.2967,740.38-7.02 99.98921.0767,733.3667,754.43762494QV7 RIALTO CALIF UNI SCH DIST250,000.00 Municipal AA 1.258 02/01/201702/01/20171.2580.756250,000.00250,000.00790.00 100.316 1,310.42250,790.00252,100.42037833AM2 APPLE INC500,000.00 Industrial AA+ 1.05 05/05/201705/05/20170.7590.77501,225.00501,221.04-43.04 100.236802.08501,178.00501,980.08313379FW4 FEDERAL HOME LOAN BANKS1,000,000.00 Agency AAA 1.00 06/09/201706/09/20170.7410.5841,003,060.001,002,412.831,492.17 100.391611.111,003,905.001,004,516.1106050TMB5 BANK OF AMERICA NA250,000.00 Financial A+ 1.13 06/05/201706/05/20171.1451.584250,000.00250,000.00259.00 100.104196.20250,259.00250,455.20912828QX1 UNITED STATES TREASURY1,000,000.00 Government AAA 1.50 07/31/201607/31/20160.4340.2311,018,398.441,000,871.96207.04 100.108 6,263.741,001,079.001,007,342.744197915E4 HAWAII ST750,000.00 Municipal AA 0.731 08/01/201608/01/20160.7310.28750,000.00750,000.00217.50 100.029 2,284.38750,217.50752,501.88912828SY7 UNITED STATES TREASURY500,000.00 Government AAA 0.625 05/31/201705/31/20170.730.527499,179.69499,521.84927.16 100.09264.69500,449.00500,713.69Balance Sheet ClassificationWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201612September 13, 2016Contra Costa County Board of Supervisors845 LTIdentifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued69353RCG1 PNC BANK NA750,000.00 Financial A+ 1.125 01/27/201712/28/20161.1250.95750,000.00750,000.00642.00 100.086 3,609.38750,642.00754,251.38313313HF8 FEDERAL FARM CREDIT BANKS500,000.00 Agency A-1+ 0.00 06/23/201706/23/20170.5830.559497,067.78497,124.17148.83 99.4550.00497,273.00497,273.003135G0JA2 FEDERAL NATIONAL MORTGAGEASSOCIATION1,000,000.00 Agency AAA 1.125 04/27/201704/27/20170.8180.5861,003,410.001,002,501.221,926.78 100.443 2,000.001,004,428.001,006,428.003130A3J70 FEDERAL HOME LOAN BANKS1,000,000.00 Agency AAA 0.625 11/23/201611/23/20160.4840.4891,002,130.001,000,556.49-19.49 100.054659.721,000,537.001,001,196.72097023BC8 BOEING CO750,000.00 Industrial A3.75 11/20/201611/20/20160.8490.862789,135.00758,369.23-2.23 101.116 3,203.13758,367.00761,570.1345905UQG2 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP600,000.00 Government AAA 0.625 09/26/201609/26/20160.6910.431599,730.00599,905.66370.34 100.046989.58600,276.00601,265.583130A5EP0 FEDERAL HOME LOAN BANKS1,000,000.00 Agency AAA 0.625 05/30/201705/30/20170.7670.574998,600.00998,712.151,749.85 100.046538.191,000,462.001,001,000.19912828VL1 UNITED STATES TREASURY1,000,000.00 Government AAA 0.625 07/15/201607/15/20160.3560.2191,003,007.811,000,102.7164.29 100.017 2,884.621,000,167.001,003,051.624581X0BV9 INTER-AMERICAN DEVELOPMENTBANK1,000,000.00 Government AAA 1.125 03/15/201703/15/20170.8290.441,003,030.001,002,071.042,764.96 100.484 3,312.501,004,836.001,008,148.504581X0BV9 INTER-AMERICAN DEVELOPMENTBANK600,000.00 Government AAA 1.125 03/15/201703/15/20170.7860.44602,208.00601,425.771,475.83 100.484 1,987.50602,901.60604,889.103137EACW7 FREDDIE MAC235,000.00 Agency AAA 2.00 08/25/201608/25/20160.8270.465236,903.50235,412.18137.49 100.234 1,645.00235,549.67237,194.6745950KBS8 INTERNATIONAL FINANCE CORP500,000.00 Government AAA 1.00 04/24/201704/24/20170.8510.677500,677.00500,600.21710.79 100.262930.56501,311.00502,241.563130A2T97 FEDERAL HOME LOAN BANKS1,000,000.00 Agency AAA 0.50 09/28/201609/28/20160.3860.3421,001,080.001,000,275.42110.58 100.039 1,291.671,000,386.001,001,677.673130A2T97 FEDERAL HOME LOAN BANKS500,000.00 Agency AAA 0.50 09/28/201609/28/20160.4160.342500,415.00500,101.4791.53 100.039645.83500,193.00500,838.8389233GKT2 Toyota Motor Credit Corporation500,000.00 Industrial A-1+ 0.00 10/27/201610/27/20160.7630.714498,300.56498,754.4588.61 99.7690.00498,843.05498,843.0514912L4X6 CATERPILLAR FINANCIAL SERVICESCORP775,000.00 Industrial A2.05 08/01/201608/01/20160.6430.915793,855.75775,919.07-167.32 100.097 6,619.79775,751.75782,371.5476912TJC8 RIVERSIDE CNTY CALIF PUB FINGAUTH TAX ALLOC REV125,000.00 Municipal A1.00 09/01/201609/01/20161.3011.173124,468.75124,937.2618.99 99.965416.67124,956.25125,372.92544587B72 LOS ANGELES CALIF MUN IMPT CORPLEASE REV490,000.00 Municipal A+ 1.26 11/01/201611/01/20161.260.712490,000.00490,000.00965.30 100.197 1,029.00490,965.30491,994.3007330NAH8 BRANCH BANKING AND TRUST CO700,000.00 Financial A+ 1.00 04/03/201703/03/20171.300.97697,690.00698,425.781,716.32 100.02 1,711.11700,142.10701,853.21912828RF9 UNITED STATES TREASURY1,000,000.00 Government AAA 1.00 08/31/201608/31/20160.5790.3111,003,203.131,000,697.82460.18 100.116 3,342.391,001,158.001,004,500.39912828RF9 UNITED STATES TREASURY1,000,000.00 Government AAA 1.00 08/31/201608/31/20160.4320.3111,010,351.561,000,942.46215.54 100.116 3,342.391,001,158.001,004,500.3968428LDM3 ORANGE CNTY CALIF PENSION OBLIG250,000.00 Municipal AA 0.938 11/01/201611/01/20160.9380.692250,000.00250,000.00240.00 100.096 1,094.33250,240.00251,334.33------27,892,740.83 ---AA+ --- 12/17/201612/14/20160.7340.60328,038,417.4527,926,431.8522,789.61 --- 78,475.52 27,949,221.45 28,027,696.97Identifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued65478VAB3 NAROT 16B A2A700,000.00 Asset Backed AAA 1.05 04/15/201906/23/20171.0570.877699,946.87699,951.901,247.20 100.171326.67701,199.10701,525.7758772PAB4 MBART 151 A2A447,840.95 Asset Backed AAA 0.82 06/15/201811/19/20161.0310.819447,211.18447,458.76386.00 100.001163.21447,844.76448,007.97Balance Sheet ClassificationWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201613September 13, 2016Contra Costa County Board of Supervisors846 Identifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued91412GEZ4 UNIVERSITY CALIF REVS300,000.00 Municipal AA 0.956 07/01/201701/01/20170.9690.56300,000.00300,000.0045.00 100.015239.00300,045.00300,284.0090331HMR1 US BANK NA450,000.00 Financial AA 0.936 01/26/201801/26/20180.8481.329451,206.00450,682.86-1,521.66 99.814772.08449,161.20449,933.2890331HMR1 US BANK NA300,000.00 Financial AA 0.936 01/26/201801/26/20180.9511.329300,000.00300,000.00-559.20 99.814514.72299,440.80299,955.5230231GAS1 EXXON MOBIL CORP560,000.00 UtilityAAA 1.274 02/28/201802/28/20181.291.026560,000.00560,000.004,166.40 100.744614.38564,166.40564,780.7889236WAB4 TAOT 15A A2161,050.47 Asset Backed AAA 0.71 07/17/201708/12/20160.7120.828161,048.94161,050.26-21.53 99.98750.82161,028.73161,079.5517275RAY8 CISCO SYSTEMS INC750,000.00 Industrial AA- 0.963 06/15/201806/15/20180.9760.996750,000.00750,000.001,116.00 100.149320.83751,116.00751,436.83084664CD1 BERKSHIRE HATHAWAY FINANCECORP750,000.00 Financial AA 0.931 01/12/201801/12/20180.9461.204750,000.00750,000.00254.25 100.034 1,551.33750,254.25751,805.583135G0PP2 FEDERAL NATIONAL MORTGAGEASSOCIATION1,072,000.00 Agency AAA 1.00 09/20/201709/20/20170.750.6121,075,768.081,075,244.331,809.08 100.471 3,007.561,077,053.411,080,060.9641284BAB2 HDMOT 151 A2A171,064.20 Asset Backed AAA 0.80 01/15/201910/28/20160.7990.994171,062.81171,063.70-106.56 99.93760.82170,957.15171,017.97880591EA6 TENNESSEE VALLEY AUTHORITY586,000.00 Agency AAA 5.50 07/18/201707/18/20170.8760.663621,019.36614,103.771,505.05 105.053 14,593.03615,608.82630,201.85161571GJ7 CHAIT 141 A775,000.00 Asset Backed AAA 1.15 01/15/201901/13/20171.010.781776,453.13775,549.391,002.55 100.20396.11776,551.94776,948.0545905UTJ3 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP500,000.00 Government AAA 0.631 09/30/201709/30/20170.6581.13499,885.00499,895.54-215.04 99.9368.77499,680.50499,689.27912828D49 UNITED STATES TREASURY230,000.00 Government AAA 0.875 08/15/201708/15/20170.770.544230,296.48230,268.34585.19 100.371757.45230,853.53231,610.98912828TS9 UNITED STATES TREASURY1,000,000.00 Government AAA 0.625 09/30/201709/30/20170.6310.55999,882.81999,924.201,013.80 100.094 1,571.041,000,938.001,002,509.0409247XAC5 BLACKROCK INC500,000.00 Financial AA- 6.25 09/15/201709/15/20171.2420.956539,065.00529,857.311,861.19 106.344 9,201.39531,718.50540,919.89166764AL4 CHEVRON CORP700,000.00 UtilityAA 1.345 11/15/201711/15/20171.5060.962698,005.00698,473.345,180.66 100.522 1,203.03703,654.00704,857.0331680GAB2 FITAT 151 A2A465,222.74 Asset Backed AAA 1.02 05/15/201811/08/20161.0220.92465,210.04465,215.49174.78 100.036210.90465,390.27465,601.1747787WAB5 JDOT 15B A2349,054.87 Asset Backed AAA 0.98 06/15/201811/30/20160.9820.942349,043.10349,049.0664.62 100.017152.03349,113.68349,265.7190290XAB3 USAOT 151 A2298,840.31 Asset Backed AAA 0.82 03/15/201810/03/20160.8221.019298,829.19298,836.20-148.06 99.949108.91298,688.14298,797.0502665WAY7 AMERICAN HONDA FINANCE CORP500,000.00 Industrial A+ 1.097 09/20/201709/20/20171.1131.412500,000.00500,000.00902.50 100.18167.54500,902.50501,070.0402665WAY7 AMERICAN HONDA FINANCE CORP250,000.00 Industrial A+ 1.097 09/20/201709/20/20171.101.412250,057.50250,041.56409.69 100.1883.77250,451.25250,535.02191216BR0 COCA-COLA CO300,000.00 Industrial AA- 0.875 10/27/201710/27/20170.8970.774299,868.00299,912.78485.32 100.133466.67300,398.10300,864.77437076BJ0 HOME DEPOT INC750,000.00 Industrial A 1.022 09/15/201709/15/20171.0381.177750,000.00750,000.002,848.50 100.38340.83752,848.50753,189.3341284DAB8 HDMOT 16A A2500,000.00 Asset Backed AAA 1.09 06/17/201907/14/20171.0931.008499,986.55499,987.10444.55 100.086242.22500,431.65500,673.87354613AH4 FRANKLIN RESOURCES INC500,000.00 Financial AA- 1.375 09/15/201709/15/20171.111.039501,815.00501,578.73432.77 100.402 2,024.31502,011.50504,035.8105581RAC0 BMWLT 161 A2B600,000.00 Asset Backed AAA 0.948 01/22/201804/26/20170.950.887600,000.00600,000.001,216.02 100.203173.81601,216.02601,389.8317305EFE0 CCCIT 13A6 A6750,000.00 Asset Backed AAA 1.32 09/07/201809/07/20160.9440.818751,787.11750,512.76183.62 100.093 3,135.00750,696.38753,831.38------15,216,073.54 ---AA+ --- 02/19/201807/25/20170.9740.92715,297,447.1515,278,657.3724,762.69 --- 42,458.21 15,303,420.06 15,345,878.27Balance Sheet ClassificationWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201614September 13, 2016Contra Costa County Board of Supervisors847 Summary * Grouped By: BS Class 2. * Groups Sorted By: BS Class 2. * Weighted By: Base Market Value + Accrued.Identifier DescriptionBase Current Units Market Sector Rating Coupon FinalMaturity,EffectiveMaturityBookYield,YieldBase Original Cost,Base Book ValueBase Net TotalUnrealized Gain/LossMarketPriceBase AccruedBalanceBase Market Value Base Market Value +Accrued------44,153,336.92 ---AA+ --- 05/10/201702/25/20170.800.70144,380,387.1644,249,611.7747,552.30 --- 120,933.73 44,297,164.07 44,418,097.80Balance Sheet ClassificationWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201615September 13, 2016Contra Costa County Board of Supervisors848 * Does not Lock Down.BuyTrade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount06/27/201606/30/2016Buy037833AM2APPLE INC1.05 05/05/2017 CastleOak Securities LP500,000.00500,000.00100.2450.00501,225.00787.500.00 0.00-502,012.5006/22/201606/30/2016Buy13034PYA9CALIFORNIA HSG FIN AGY REV1.00 02/01/2017 Citigroup Global Markets (AU)500,000.00500,000.00100.000.00500,000.000.000.00 0.00-500,000.0006/01/201606/02/2016Buy3130A5EP0FEDERAL HOME LOAN BANKS0.625 05/30/2017 APX Asset1,000,000.001,000,000.0099.860.00998,600.0034.720.00 0.00-998,634.7206/24/201606/24/2016Buy313313HF8FEDERAL FARM CREDIT BANKS0.00 06/23/2017 APX Asset500,000.00500,000.0099.4140.00497,067.780.000.00 0.00-497,067.7804/19/201604/20/2016Buy3135G0PP2FEDERAL NATIONAL MORTGAGEASSOCIATION1.00 09/20/2017 CastleOak Securities LP1,072,000.001,072,000.00100.3520.001,075,768.08893.330.00 0.00 -1,076,661.4104/21/201604/26/2016Buy354613AH4FRANKLIN RESOURCES INC1.375 09/15/2017 Stifel Nicolaus & Co.500,000.00500,000.00100.3630.00501,815.00782.990.00 0.00-502,597.9906/07/201606/15/2016Buy41284DAB8HDMOT 16A A21.09 06/17/2019 J.P. Morgan Securities Inc. (AU)500,000.00500,000.0099.9970.00499,986.550.000.00 0.00-499,986.5505/11/201605/16/2016Buy45905UTJ3INTERNATIONAL BANK FORRECONSTRUCTION ANDDEVELOP0.629 09/30/2017 CastleOak Securities LP500,000.00500,000.0099.9770.00499,885.00410.340.00 0.00-500,295.3405/19/201605/24/2016Buy45950KBS8INTERNATIONAL FINANCE CORP1.00 04/24/2017 CastleOak Securities LP500,000.00500,000.00100.1350.00500,677.00416.670.00 0.00-501,093.6704/19/201604/27/2016Buy65478VAB3NAROT 16B A2A1.05 04/15/2019 Societe Generale700,000.00700,000.0099.9920.00699,946.870.000.00 0.00-699,946.8705/17/201605/18/2016Buy89116EPA5Toronto Dominion Holdings(U.S.A.), Inc.0.00 02/10/2017 TORONTO DOMINION BK750,000.00750,000.0099.2410.00744,305.000.000.00 0.00-744,305.0005/18/201605/19/2016Buy89233GKT2Toyota Motor Credit Corporation0.00 10/27/2016 Toyota Motor Credit Corp.500,000.00500,000.0099.660.00498,300.560.000.00 0.00-498,300.5605/19/201605/19/2016Buy912828D49UNITED STATES TREASURY0.875 08/15/2017 MORGAN STANLEY CO230,000.00230,000.00100.1290.00230,296.48519.710.00 0.00-230,816.1904/01/201604/01/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct503,230.25503,230.251.00503,230.25503,230.250.000.00 0.00-503,230.2504/04/201604/04/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct3,500.003,500.001.003,500.003,500.000.000.00 0.00-3,500.0004/12/201604/12/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,746.251,746.251.001,746.251,746.250.000.00 0.00-1,746.2504/11/201604/11/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct13,625.0013,625.001.0013,625.0013,625.000.000.00 0.00-13,625.0004/15/201604/15/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct171,037.94171,037.941.00171,037.94171,037.940.000.00 0.00-171,037.9404/21/201604/21/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct466.05466.051.00466.05466.050.000.00 0.00-466.0504/18/201604/18/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct152,001.79152,001.791.00152,001.79152,001.790.000.00 0.00-152,001.7904/26/201604/26/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,742.461,742.461.001,742.461,742.460.000.00 0.00-1,742.4605/02/201605/02/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct757,270.03757,270.031.00757,270.03757,270.030.000.00 0.00-757,270.0305/12/201605/12/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct6,250.006,250.001.006,250.006,250.000.000.00 0.00-6,250.0005/18/201605/18/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,875.001,875.001.001,875.001,875.000.000.00 0.00-1,875.0005/17/201605/17/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct70,417.0370,417.031.0070,417.0370,417.030.000.00 0.00-70,417.0305/16/201605/16/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,875.001,875.001.001,875.001,875.000.000.00 0.00-1,875.00Trading ActivityWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201616September 13, 2016Contra Costa County Board of Supervisors849 MaturityTrade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount05/16/201605/16/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct19,394.9919,394.991.0019,394.9919,394.990.000.00 0.00-19,394.9905/16/201605/16/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,728,798.731,728,798.731.00 1,728,798.731,728,798.730.000.00 0.00 -1,728,798.7305/23/201605/23/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct498,863.56498,863.561.00498,863.56498,863.560.000.00 0.00-498,863.5605/20/201605/20/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct469.38469.381.00469.38469.380.000.00 0.00-469.3805/20/201605/20/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct14,062.5014,062.501.0014,062.5014,062.500.000.00 0.00-14,062.5005/24/201605/24/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,050.001,050.001.001,050.001,050.000.000.00 0.00-1,050.0005/31/201605/31/2016Buy949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct1,562.501,562.501.001,562.501,562.500.000.00 0.00-1,562.5006/01/201606/01/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct2,343.932,343.931.002,343.932,343.930.000.00 0.00-2,343.9306/06/201606/06/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct686.04686.041.00686.04686.040.000.00 0.00-686.0406/10/201606/10/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct1,010,625.001,010,625.001.00 1,010,625.001,010,625.000.000.00 0.00 -1,010,625.0006/09/201606/09/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct5,000.005,000.001.005,000.005,000.000.000.00 0.00-5,000.0006/16/201606/16/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct27.8027.801.0027.8027.800.000.00 0.00-27.8006/16/201606/16/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct3,760.903,760.901.003,760.903,760.900.000.00 0.00-3,760.9006/15/201606/15/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct55,591.7155,591.711.0055,591.7155,591.710.000.00 0.00-55,591.7106/15/201606/15/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct58,148.4058,148.401.0058,148.4058,148.400.000.00 0.00-58,148.4006/20/201606/20/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct2,034.992,034.991.002,034.992,034.990.000.00 0.00-2,034.9906/21/201606/21/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct484.87484.871.00484.87484.870.000.00 0.00-484.8706/30/201606/30/2016Buy949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct487.50487.501.00487.50487.500.000.00 0.00-487.50------Buy--------- ------12,840,429.6012,840,429.60--- 5,088,429.6012,836,302.923,845.260.00 0.00 -12,840,148.18Trade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount05/01/201605/01/2016Maturity03255LGX1ANAHEIM CALIF PUB FING AUTHLEASE REV1.00 05/01/2016 Maturity-750,000.00-750,000.00100.000.00-750,000.000.000.00 0.00750,000.0004/01/201604/01/2016Maturity3130A4KE1FEDERAL HOME LOAN BANKS0.33 04/01/2016 Maturity-500,000.00-500,000.00100.000.00-500,000.000.000.00 0.00500,000.0006/10/201606/10/2016Maturity313373SZ6FEDERAL HOME LOAN BANKS2.125 06/10/2016 Maturity-1,000,000.00-1,000,000.00100.000.00-1,000,000.000.000.00 0.00 1,000,000.0005/16/201605/16/2016Maturity459058DM2INTERNATIONAL BANK FORRECONSTRUCTION ANDDEVELOP0.50 05/16/2016 Maturity-1,000,000.00-1,000,000.00100.000.00-1,000,000.000.000.00 0.00 1,000,000.0005/16/201605/16/2016Maturity459058DM2INTERNATIONAL BANK FORRECONSTRUCTION ANDDEVELOP0.50 05/16/2016 Maturity-750,000.00-750,000.00100.000.00-750,000.000.000.00 0.00750,000.0005/18/201605/18/2016Maturity89233GEJ1Toyota Motor Credit Corporation0.00 05/18/2016 Maturity-500,000.00-500,000.00100.000.00-500,000.000.000.00 0.00500,000.00Trading ActivityWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201617September 13, 2016Contra Costa County Board of Supervisors850 Principal PaydownTrade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount06/30/201606/30/2016Maturity912828WQ9UNITED STATES TREASURY0.50 06/30/2016 Maturity-1,000,000.00-1,000,000.00100.000.00-1,000,000.000.000.00 0.00 1,000,000.0005/15/201605/15/2016Maturity91412GUT0UNIVERSITY CALIF REVS0.634 05/15/2016 Maturity-250,000.00-250,000.00100.000.00-250,000.000.000.00 0.00250,000.0005/23/201605/23/2016Maturity928668AD4VOLKSWAGEN GROUP OFAMERICA FINANCE LLC0.838 05/23/2016 Maturity-500,000.00-500,000.00100.000.00-500,000.000.000.00 0.00500,000.00------Maturity--------- ---Maturity-6,250,000.00-6,250,000.00100.000.00-6,250,000.000.000.00 0.00 6,250,000.00Trade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount06/15/201606/15/2016Principal Paydown 31680GAB2FITAT 151 A2A1.02 05/15/2018 Direct0.00-34,777.26---0.00-34,777.260.000.00 0.0034,777.2604/15/201604/15/2016Principal Paydown 41284AAB4HDMOT 141 A2A0.49 04/15/2018 Direct0.00-13,613.69---0.00-13,613.690.00-0.00 0.0013,613.6906/15/201606/15/2016Principal Paydown 41284AAB4HDMOT 141 A2A0.49 04/15/2018 Direct0.00-3,759.39---0.00-3,759.390.000.00 0.003,759.3905/15/201605/15/2016Principal Paydown 41284AAB4HDMOT 141 A2A0.49 04/15/2018 Direct0.00-12,606.39---0.00-12,606.390.00-0.00 0.0012,606.3905/15/201605/15/2016Principal Paydown 41284BAB2HDMOT 151 A2A0.80 01/15/2019 Direct0.00-24,868.34---0.00-24,868.340.00-0.00 0.0024,868.3404/15/201604/15/2016Principal Paydown 41284BAB2HDMOT 151 A2A0.80 01/15/2019 Direct0.00-27,446.36---0.00-27,446.360.00-0.00 0.0027,446.3606/15/201606/15/2016Principal Paydown 41284BAB2HDMOT 151 A2A0.80 01/15/2019 Direct0.00-24,562.47---0.00-24,562.480.000.01 0.0024,562.4804/15/201604/15/2016Principal Paydown 43814KAB7HAROT 151 A20.70 06/15/2017 Direct0.00-32,185.05---0.00-32,185.050.00-0.00 0.0032,185.0506/15/201606/15/2016Principal Paydown 43814KAB7HAROT 151 A20.70 06/15/2017 Direct0.00-29,363.36---0.00-29,363.360.000.00 0.0029,363.3605/15/201605/15/2016Principal Paydown 43814KAB7HAROT 151 A20.70 06/15/2017 Direct0.00-30,173.53---0.00-30,173.530.000.00 0.0030,173.5306/15/201606/15/2016Principal Paydown 47787WAB5JDOT 15B A20.98 06/15/2018 Direct0.00-31,876.81---0.00-31,876.810.00-0.00 0.0031,876.8105/15/201605/15/2016Principal Paydown 47787WAB5JDOT 15B A20.98 06/15/2018 Direct0.00-19,068.32---0.00-19,068.320.00-0.00 0.0019,068.3204/15/201604/15/2016Principal Paydown 58772PAB4MBART 151 A2A0.82 06/15/2018 Direct0.00-53,625.79---0.00-53,625.790.000.00 0.0053,625.7905/15/201605/15/2016Principal Paydown 58772PAB4MBART 151 A2A0.82 06/15/2018 Direct0.00-48,786.04---0.00-48,786.040.00-0.00 0.0048,786.0406/15/201606/15/2016Principal Paydown 58772PAB4MBART 151 A2A0.82 06/15/2018 Direct0.00-51,166.78---0.00-51,166.780.000.00 0.0051,166.7804/15/201604/15/2016Principal Paydown 65477WAB2NAROT 14B A20.60 06/15/2017 Direct0.00-74,172.50---0.00-74,172.500.00-0.00 0.0074,172.5005/15/201605/15/2016Principal Paydown 65477WAB2NAROT 14B A20.60 06/15/2017 Direct0.00-63,675.68---0.00-63,675.680.00-0.00 0.0063,675.6806/15/201606/15/2016Principal Paydown 65477WAB2NAROT 14B A20.60 06/15/2017 Direct0.00-55,591.71---0.00-55,591.710.000.00 0.0055,591.7104/15/201604/15/2016Principal Paydown 89236WAB4TAOT 15A A20.71 07/17/2017 Direct0.00-58,222.61---0.00-58,222.610.000.00 0.0058,222.6106/15/201606/15/2016Principal Paydown 89236WAB4TAOT 15A A20.71 07/17/2017 Direct0.00-52,362.16---0.00-52,362.150.00-0.01 0.0052,362.1505/15/201605/15/2016Principal Paydown 89236WAB4TAOT 15A A20.71 07/17/2017 Direct0.00-52,382.55---0.00-52,382.550.000.00 0.0052,382.5506/15/201606/15/2016Principal Paydown 90290XAB3USAOT 151 A20.82 03/15/2018 Direct0.00-54,174.07---0.00-54,174.070.00-0.00 0.0054,174.0705/15/201605/15/2016Principal Paydown 90290XAB3USAOT 151 A20.82 03/15/2018 Direct0.00-55,025.12---0.00-55,025.120.00-0.00 0.0055,025.12Trading ActivityWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201618September 13, 2016Contra Costa County Board of Supervisors851 SellSummary * Grouped By: Transaction Type. * Groups Sorted By: Transaction Type. * Showing transactions with Trade Date within selected date range. * MMF transactions are expanded. * The Transaction Detail/Trading Activity reports provide our most up-to-date transactional details. As such, these reports are subject to change even after the other reports on the website have been locked down. While these reports can be useful tools in understanding recent activity,due to their dynamic nature we do not recommend using them for booking journal entries or reconciliation.Trade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount04/15/201604/15/2016Principal Paydown 90290XAB3USAOT 151 A20.82 03/15/2018 Direct0.00-60,988.90---0.00-60,988.910.000.01 0.0060,988.91------Principal Paydown --------- ---Direct0.00-964,474.90---0.00-964,474.890.00-0.01 0.00964,474.89Trade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount04/08/201604/08/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-46,769.91-46,769.911.00-46,769.91-46,769.910.000.00 0.0046,769.9104/07/201604/07/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-77,876.63-77,876.631.00-77,876.63-77,876.630.000.00 0.0077,876.6304/20/201604/20/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-1,080,704.29-1,080,704.291.00 -1,080,704.29-1,080,704.290.000.00 0.00 1,080,704.2904/27/201604/27/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-693,009.37-693,009.371.00-693,009.37-693,009.370.000.00 0.00693,009.3704/26/201604/26/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-502,597.99-502,597.991.00-502,597.99-502,597.990.000.00 0.00502,597.9905/03/201605/03/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-73,570.00-73,570.001.00-73,570.00-73,570.000.000.00 0.0073,570.0005/19/201605/19/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-230,816.19-230,816.191.00-230,816.19-230,816.190.000.00 0.00230,816.1905/19/201605/19/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-498,300.56-498,300.561.00-498,300.56-498,300.560.000.00 0.00498,300.5605/18/201605/18/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-244,305.00-244,305.001.00-244,305.00-244,305.000.000.00 0.00244,305.0005/24/201605/24/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-501,093.67-501,093.671.00-501,093.67-501,093.670.000.00 0.00501,093.6705/24/201605/24/2016Sell949917397WellsFargo:Htge MM;I0.35 06/30/2016 Direct-1,875.00-1,875.001.00-1,875.00-1,875.000.000.00 0.001,875.0006/02/201606/02/2016Sell949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct-998,634.72-998,634.721.00-998,634.72-998,634.720.000.00 0.00998,634.7206/15/201606/15/2016Sell949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct-273,132.08-273,132.081.00-273,132.08-273,132.080.000.00 0.00273,132.0806/20/201606/20/2016Sell949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct-4,288.69-4,288.691.00-4,288.69-4,288.690.000.00 0.004,288.6906/24/201606/24/2016Sell949917397WellsFargo:Htge MM;I0.36 06/30/2016 Direct-497,067.78-497,067.781.00-497,067.78-497,067.780.000.00 0.00497,067.78------Sell949917397WellsFargo:Htge MM;I--- 06/30/2016 Direct-5,724,041.88-5,724,041.881.00 -5,724,041.88-5,724,041.880.000.00 0.00 5,724,041.88Trade Date,Settle DateTransaction Type Identifier,DescriptionCouponRateFinalMaturityBroker/DealerBase Original Units,Base Current UnitsPrice Purchased Cost,Base PrincipalBase AccruedInterestBase Net TotalRealized GainBaseCommissionBase Amount------------------ ------866,387.72-98,087.18----635,612.28-102,213.853,845.26-0.01 0.0098,368.59Trading ActivityWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201619September 13, 2016Contra Costa County Board of Supervisors852 * Does not Lock Down.ReceivableSettledEntry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount06/30/2016 06/30/2016 Money Market Funds0.00 949917397WellsFargo:Htge MM;I0.36 06/30/2016---354.8106/30/2016 06/30/2016 Money Market Funds0.00 949917397WellsFargo:Htge MM;I0.36 06/30/2016---354.81Entry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount06/20/2016 06/20/2016 Coupon0.00 02665WAY7AMERICAN HONDA FINANCE CORP1.097 09/20/2017---2,034.9905/01/2016 05/01/2016 Coupon0.00 03255LGX1ANAHEIM CALIF PUB FING AUTH LEASE REV1.00 05/01/2016---3,750.0005/01/2016 05/01/2016 Maturity-750,000.00 03255LGX1ANAHEIM CALIF PUB FING AUTH LEASE REV1.00 05/01/2016100.00750,000.0006/27/2016 06/30/2016 Buy500,000.00 037833AM2APPLE INC1.05 05/05/2017100.245-502,012.5006/20/2016 06/20/2016 Coupon0.00 05581RAC0BMWLT 161 A2B0.948 01/22/2018---484.8705/20/2016 05/20/2016 Coupon0.00 05581RAC0BMWLT 161 A2B0.938 01/22/2018---469.3804/20/2016 04/20/2016 Coupon0.00 05581RAC0BMWLT 161 A2B0.939 01/22/2018---466.0505/16/2016 05/16/2016 Coupon0.00 06050TLU4BANK OF AMERICA NA1.096 02/14/2017---1,360.2506/06/2016 06/06/2016 Coupon0.00 06050TMB5BANK OF AMERICA NA1.13 06/05/2017---686.0404/03/2016 04/03/2016 Coupon0.00 07330NAH8BRANCH BANKING AND TRUST CO1.00 04/03/2017---3,500.0004/12/2016 04/12/2016 Coupon0.00 084664CD1BERKSHIRE HATHAWAY FINANCE CORP0.931 01/12/2018---1,746.2505/20/2016 05/20/2016 Coupon0.00 097023BC8BOEING CO3.75 11/20/2016---14,062.5006/22/2016 06/30/2016 Buy500,000.00 13034PYA9CALIFORNIA HSG FIN AGY REV1.00 02/01/2017100.00-500,000.0006/15/2016 06/15/2016 Coupon0.00 161571GJ7CHAIT 141 A1.15 01/15/2019---742.7104/15/2016 04/15/2016 Coupon0.00 161571GJ7CHAIT 141 A1.15 01/15/2019---742.7105/15/2016 05/15/2016 Coupon0.00 161571GJ7CHAIT 141 A1.15 01/15/2019---742.7105/15/2016 05/15/2016 Coupon0.00 166764AL4CHEVRON CORP1.345 11/15/2017---4,707.5006/15/2016 06/15/2016 Coupon0.00 17275RAY8CISCO SYSTEMS INC0.963 06/15/2018---1,809.0504/27/2016 04/27/2016 Coupon0.00 191216BR0COCA-COLA CO0.875 10/27/2017---1,312.5005/28/2016 05/28/2016 Coupon0.00 30231GAS1EXXON MOBIL CORP1.232 02/28/2018---1,705.0805/23/2016 05/23/2016 Coupon0.00 3130A3J70FEDERAL HOME LOAN BANKS0.625 11/23/2016---3,125.0004/01/2016 04/01/2016 Coupon0.00 3130A4KE1FEDERAL HOME LOAN BANKS0.33 04/01/2016---825.0004/01/2016 04/01/2016 Maturity-500,000.00 3130A4KE1FEDERAL HOME LOAN BANKS0.33 04/01/2016100.00500,000.0006/01/2016 06/02/2016 Buy1,000,000.00 3130A5EP0FEDERAL HOME LOAN BANKS0.625 05/30/201799.86-998,634.7206/24/2016 06/24/2016 Buy500,000.00 313313HF8FEDERAL FARM CREDIT BANKS0.00 06/23/201799.414-497,067.7806/10/2016 06/10/2016 Coupon0.00 313373SZ6FEDERAL HOME LOAN BANKS2.125 06/10/2016---10,625.0006/10/2016 06/10/2016 Maturity-1,000,000.00 313373SZ6FEDERAL HOME LOAN BANKS2.125 06/10/2016100.001,000,000.0006/09/2016 06/09/2016 Coupon0.00 313379FW4FEDERAL HOME LOAN BANKS1.00 06/09/2017---5,000.0004/27/2016 04/27/2016 Coupon0.00 3135G0JA2FEDERAL NATIONAL MORTGAGE ASSOCIATION 1.125 04/27/2017---5,625.0004/19/2016 04/20/2016 Buy1,072,000.00 3135G0PP2FEDERAL NATIONAL MORTGAGE ASSOCIATION 1.00 09/20/2017100.352-1,076,661.4105/12/2016 05/12/2016 Coupon0.00 3137EADF3FREDDIE MAC1.25 05/12/2017---6,250.0006/15/2016 06/15/2016 Coupon0.00 31680GAB2FITAT 151 A2A1.02 05/15/2018---425.0006/15/2016 06/15/2016 Principal Paydown-34,777.26 31680GAB2FITAT 151 A2A1.02 05/15/2018---34,777.2604/15/2016 04/15/2016 Coupon0.00 31680GAB2FITAT 151 A2A1.02 05/15/2018---425.0005/15/2016 05/15/2016 Coupon0.00 31680GAB2FITAT 151 A2A1.02 05/15/2018---425.0004/21/2016 04/26/2016 Buy500,000.00 354613AH4FRANKLIN RESOURCES INC1.375 09/15/2017100.363-502,597.9904/15/2016 04/15/2016 Coupon0.00 41284AAB4HDMOT 141 A2A0.49 04/15/2018---12.2404/15/2016 04/15/2016 Principal Paydown-13,613.69 41284AAB4HDMOT 141 A2A0.49 04/15/2018---13,613.6906/15/2016 06/15/2016 Coupon0.00 41284AAB4HDMOT 141 A2A0.49 04/15/2018---1.5406/15/2016 06/15/2016 Principal Paydown-3,759.39 41284AAB4HDMOT 141 A2A0.49 04/15/2018---3,759.39Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201620September 13, 2016Contra Costa County Board of Supervisors853 Entry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount05/15/2016 05/15/2016 Principal Paydown-12,606.39 41284AAB4HDMOT 141 A2A0.49 04/15/2018---12,606.3905/15/2016 05/15/2016 Coupon0.00 41284AAB4HDMOT 141 A2A0.49 04/15/2018---6.6805/15/2016 05/15/2016 Principal Paydown-24,868.34 41284BAB2HDMOT 151 A2A0.80 01/15/2019---24,868.3405/15/2016 05/15/2016 Coupon0.00 41284BAB2HDMOT 151 A2A0.80 01/15/2019---147.0004/15/2016 04/15/2016 Coupon0.00 41284BAB2HDMOT 151 A2A0.80 01/15/2019---165.2904/15/2016 04/15/2016 Principal Paydown-27,446.36 41284BAB2HDMOT 151 A2A0.80 01/15/2019---27,446.3606/15/2016 06/15/2016 Coupon0.00 41284BAB2HDMOT 151 A2A0.80 01/15/2019---130.4206/15/2016 06/15/2016 Principal Paydown-24,562.47 41284BAB2HDMOT 151 A2A0.80 01/15/2019---24,562.4806/07/2016 06/15/2016 Buy500,000.00 41284DAB8HDMOT 16A A21.09 06/17/201999.997-499,986.5506/15/2016 06/15/2016 Coupon0.00 437076BJ0HOME DEPOT INC1.022 09/15/2017---1,924.0504/15/2016 04/15/2016 Coupon0.00 43814KAB7HAROT 151 A20.70 06/15/2017---93.0204/15/2016 04/15/2016 Principal Paydown-32,185.05 43814KAB7HAROT 151 A20.70 06/15/2017---32,185.0506/15/2016 06/15/2016 Coupon0.00 43814KAB7HAROT 151 A20.70 06/15/2017---56.6406/15/2016 06/15/2016 Principal Paydown-29,363.36 43814KAB7HAROT 151 A20.70 06/15/2017---29,363.3605/15/2016 05/15/2016 Coupon0.00 43814KAB7HAROT 151 A20.70 06/15/2017---74.2505/15/2016 05/15/2016 Principal Paydown-30,173.53 43814KAB7HAROT 151 A20.70 06/15/2017---30,173.5305/16/2016 05/16/2016 Maturity-750,000.00 459058DM2INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOP0.50 05/16/2016100.00750,000.0005/16/2016 05/16/2016 Maturity-1,000,000.00 459058DM2INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOP0.50 05/16/2016100.001,000,000.0005/16/2016 05/16/2016 Coupon0.00 459058DM2INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOP0.50 05/16/2016---4,375.0006/30/2016 06/30/2016 Coupon0.00 45905UTJ3INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOP0.631 09/30/2017---805.0005/11/2016 05/16/2016 Buy500,000.00 45905UTJ3INTERNATIONAL BANK FOR RECONSTRUCTIONAND DEVELOP0.629 09/30/201799.977-500,295.3405/19/2016 05/24/2016 Buy500,000.00 45950KBS8INTERNATIONAL FINANCE CORP1.00 04/24/2017100.135-501,093.6706/15/2016 06/15/2016 Principal Paydown-31,876.81 47787WAB5JDOT 15B A20.98 06/15/2018---31,876.8106/15/2016 06/15/2016 Coupon0.00 47787WAB5JDOT 15B A20.98 06/15/2018---311.0904/15/2016 04/15/2016 Coupon0.00 47787WAB5JDOT 15B A20.98 06/15/2018---326.6705/15/2016 05/15/2016 Coupon0.00 47787WAB5JDOT 15B A20.98 06/15/2018---326.6705/15/2016 05/15/2016 Principal Paydown-19,068.32 47787WAB5JDOT 15B A20.98 06/15/2018---19,068.3205/01/2016 05/01/2016 Coupon0.00 544587B72LOS ANGELES CALIF MUN IMPT CORP LEASEREV1.26 11/01/2016---2,778.3004/15/2016 04/15/2016 Principal Paydown-53,625.79 58772PAB4MBART 151 A2A0.82 06/15/2018---53,625.7904/15/2016 04/15/2016 Coupon0.00 58772PAB4MBART 151 A2A0.82 06/15/2018---410.9705/15/2016 05/15/2016 Coupon0.00 58772PAB4MBART 151 A2A0.82 06/15/2018---374.3305/15/2016 05/15/2016 Principal Paydown-48,786.04 58772PAB4MBART 151 A2A0.82 06/15/2018---48,786.0406/15/2016 06/15/2016 Principal Paydown-51,166.78 58772PAB4MBART 151 A2A0.82 06/15/2018---51,166.7806/15/2016 06/15/2016 Coupon0.00 58772PAB4MBART 151 A2A0.82 06/15/2018---340.9904/01/2016 04/01/2016 Coupon0.00 605581FW2MISSISSIPPI ST0.64 10/01/2016---960.0004/10/2016 04/10/2016 Coupon0.00 637432HT5NATIONAL RURAL UTILITIES COOP FINANCECORP5.45 04/10/2017---13,625.0004/15/2016 04/15/2016 Coupon0.00 65477WAB2NAROT 14B A20.60 06/15/2017---96.7204/15/2016 04/15/2016 Principal Paydown-74,172.50 65477WAB2NAROT 14B A20.60 06/15/2017---74,172.5005/15/2016 05/15/2016 Principal Paydown-63,675.68 65477WAB2NAROT 14B A20.60 06/15/2017---63,675.6805/15/2016 05/15/2016 Coupon0.00 65477WAB2NAROT 14B A20.60 06/15/2017---59.6306/15/2016 06/15/2016 Principal Paydown-55,591.71 65477WAB2NAROT 14B A20.60 06/15/2017---55,591.7106/15/2016 06/15/2016 Coupon0.00 65477WAB2NAROT 14B A20.60 06/15/2017---27.8004/19/2016 04/27/2016 Buy700,000.00 65478VAB3NAROT 16B A2A1.05 04/15/201999.992-699,946.8706/15/2016 06/15/2016 Coupon0.00 65478VAB3NAROT 16B A2A1.05 04/15/2019---612.5005/15/2016 05/15/2016 Coupon0.00 65478VAB3NAROT 16B A2A1.05 04/15/2019---367.50Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201621September 13, 2016Contra Costa County Board of Supervisors854 Entry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount05/17/2016 05/18/2016 Buy750,000.00 89116EPA5Toronto Dominion Holdings (U.S.A.), Inc.0.00 02/10/201799.241-744,305.0005/18/2016 05/18/2016 Maturity-500,000.00 89233GEJ1Toyota Motor Credit Corporation0.00 05/18/2016100.00500,000.0005/18/2016 05/19/2016 Buy500,000.00 89233GKT2Toyota Motor Credit Corporation0.00 10/27/201699.66-498,300.5604/15/2016 04/15/2016 Coupon0.00 89236WAB4TAOT 15A A20.71 07/17/2017---191.7104/15/2016 04/15/2016 Principal Paydown-58,222.61 89236WAB4TAOT 15A A20.71 07/17/2017---58,222.6106/15/2016 06/15/2016 Principal Paydown-52,362.16 89236WAB4TAOT 15A A20.71 07/17/2017---52,362.1506/15/2016 06/15/2016 Coupon0.00 89236WAB4TAOT 15A A20.71 07/17/2017---126.2705/15/2016 05/15/2016 Principal Paydown-52,382.55 89236WAB4TAOT 15A A20.71 07/17/2017---52,382.5505/15/2016 05/15/2016 Coupon0.00 89236WAB4TAOT 15A A20.71 07/17/2017---157.2606/15/2016 06/15/2016 Principal Paydown-54,174.07 90290XAB3USAOT 151 A20.82 03/15/2018---54,174.0706/15/2016 06/15/2016 Coupon0.00 90290XAB3USAOT 151 A20.82 03/15/2018---241.2305/15/2016 05/15/2016 Coupon0.00 90290XAB3USAOT 151 A20.82 03/15/2018---278.8305/15/2016 05/15/2016 Principal Paydown-55,025.12 90290XAB3USAOT 151 A20.82 03/15/2018---55,025.1204/15/2016 04/15/2016 Principal Paydown-60,988.90 90290XAB3USAOT 151 A20.82 03/15/2018---60,988.9104/15/2016 04/15/2016 Coupon0.00 90290XAB3USAOT 151 A20.82 03/15/2018---320.5004/26/2016 04/26/2016 Coupon0.00 90331HMR1US BANK NA0.936 01/26/2018---1,742.4605/19/2016 05/19/2016 Buy230,000.00 912828D49UNITED STATES TREASURY0.875 08/15/2017100.129-230,816.1905/31/2016 05/31/2016 Coupon0.00 912828SY7UNITED STATES TREASURY0.625 05/31/2017---1,562.5006/30/2016 06/30/2016 Maturity-1,000,000.00 912828WQ9UNITED STATES TREASURY0.50 06/30/2016100.001,000,000.0006/30/2016 06/30/2016 Coupon0.00 912828WQ9UNITED STATES TREASURY0.50 06/30/2016---2,500.0005/02/2016 05/02/2016 Coupon0.00 91412GEZ4UNIVERSITY CALIF REVS0.938 07/01/2017---241.2804/01/2016 04/01/2016 Coupon0.00 91412GEZ4UNIVERSITY CALIF REVS0.938 07/01/2017---242.3206/01/2016 06/01/2016 Coupon0.00 91412GEZ4UNIVERSITY CALIF REVS0.956 07/01/2017---234.7505/15/2016 05/15/2016 Coupon0.00 91412GUT0UNIVERSITY CALIF REVS0.634 05/15/2016---792.5005/15/2016 05/15/2016 Maturity-250,000.00 91412GUT0UNIVERSITY CALIF REVS0.634 05/15/2016100.00250,000.0005/23/2016 05/23/2016 Maturity-500,000.00 928668AD4VOLKSWAGEN GROUP OF AMERICA FINANCELLC0.838 05/23/2016100.00500,000.0005/23/2016 05/23/2016 Coupon0.00 928668AD4VOLKSWAGEN GROUP OF AMERICA FINANCELLC0.838 05/23/2016---1,050.0004/01/2016 04/01/2016 Buy503,230.25 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-503,230.2504/04/2016 04/04/2016 Buy3,500.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-3,500.0004/08/2016 04/08/2016 Sell-46,769.91 949917397WellsFargo:Htge MM;I0.35 06/30/20161.0046,769.9104/07/2016 04/07/2016 Sell-77,876.63 949917397WellsFargo:Htge MM;I0.35 06/30/20161.0077,876.6304/12/2016 04/12/2016 Buy1,746.25 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,746.2504/11/2016 04/11/2016 Buy13,625.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-13,625.0004/15/2016 04/15/2016 Buy171,037.94 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-171,037.9404/21/2016 04/21/2016 Buy466.05 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-466.0504/20/2016 04/20/2016 Sell-1,080,704.29 949917397WellsFargo:Htge MM;I0.35 06/30/20161.001,080,704.2904/18/2016 04/18/2016 Buy152,001.79 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-152,001.7904/27/2016 04/27/2016 Sell-693,009.37 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00693,009.3704/26/2016 04/26/2016 Sell-502,597.99 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00502,597.9904/26/2016 04/26/2016 Buy1,742.46 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,742.4605/03/2016 05/03/2016 Sell-73,570.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.0073,570.0005/02/2016 05/02/2016 Buy757,270.03 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-757,270.0304/30/2016 04/30/2016 Money Market Funds0.00 949917397WellsFargo:Htge MM;I0.35 06/30/2016---500.4505/12/2016 05/12/2016 Buy6,250.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-6,250.0005/19/2016 05/19/2016 Sell-230,816.19 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00230,816.1905/19/2016 05/19/2016 Sell-498,300.56 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00498,300.5605/18/2016 05/18/2016 Buy1,875.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,875.0005/18/2016 05/18/2016 Sell-244,305.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00244,305.00Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201622September 13, 2016Contra Costa County Board of Supervisors855 Summary * Grouped By: Status. * Groups Sorted By: Status. * Showing transactions with Entry Date within selected date range. * MMF transactions are expanded. * The Transaction Detail/Trading Activity reports provide our most up-to-date transactional details. As such, these reports are subject to change even after the other reports on the website have been locked down. While these reports can be useful tools in understanding recent activity,due to their dynamic nature we do not recommend using them for booking journal entries or reconciliation.Entry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount05/17/2016 05/17/2016 Buy70,417.03 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-70,417.0305/16/2016 05/16/2016 Buy1,728,798.73 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,728,798.7305/16/2016 05/16/2016 Buy19,394.99 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-19,394.9905/16/2016 05/16/2016 Buy1,875.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,875.0005/23/2016 05/23/2016 Buy498,863.56 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-498,863.5605/20/2016 05/20/2016 Buy469.38 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-469.3805/20/2016 05/20/2016 Buy14,062.50 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-14,062.5005/24/2016 05/24/2016 Sell-501,093.67 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00501,093.6705/24/2016 05/24/2016 Sell-1,875.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.001,875.0005/24/2016 05/24/2016 Buy1,050.00 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,050.0005/31/2016 05/31/2016 Money Market Funds0.00 949917397WellsFargo:Htge MM;I0.35 06/30/2016---404.1505/31/2016 05/31/2016 Buy1,562.50 949917397WellsFargo:Htge MM;I0.35 06/30/20161.00-1,562.5006/02/2016 06/02/2016 Sell-998,634.72 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00998,634.7206/01/2016 06/01/2016 Buy2,343.93 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-2,343.9306/06/2016 06/06/2016 Buy686.04 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-686.0406/10/2016 06/10/2016 Buy1,010,625.00 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-1,010,625.0006/09/2016 06/09/2016 Buy5,000.00 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-5,000.0006/16/2016 06/16/2016 Buy27.80 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-27.8006/16/2016 06/16/2016 Buy3,760.90 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-3,760.9006/15/2016 06/15/2016 Buy58,148.40 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-58,148.4006/15/2016 06/15/2016 Sell-273,132.08 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00273,132.0806/15/2016 06/15/2016 Buy55,591.71 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-55,591.7106/20/2016 06/20/2016 Buy2,034.99 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-2,034.9906/20/2016 06/20/2016 Sell-4,288.69 949917397WellsFargo:Htge MM;I0.36 06/30/20161.004,288.6906/24/2016 06/24/2016 Sell-497,067.78 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00497,067.7806/21/2016 06/21/2016 Buy484.87 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-484.8706/30/2016 06/30/2016 Buy487.50 949917397WellsFargo:Htge MM;I0.36 06/30/20161.00-487.5004/07/2016 04/07/2016 Cash Transfer0.00 CCYUSDUS Dollar0.00 06/30/2016----77,876.6304/08/2016 04/08/2016 Cash Transfer0.00 CCYUSDUS Dollar0.00 06/30/2016----46,769.9105/03/2016 05/03/2016 Cash Transfer0.00 CCYUSDUS Dollar0.00 06/30/2016----73,570.0004/20/2016 04/20/2016 Management Fee0.00 CCYUSDUS Dollar0.00 06/30/2016----4,042.8805/23/2016 05/23/2016 Management Fee0.00 CCYUSDUS Dollar0.00 06/30/2016----4,261.4406/20/2016 06/20/2016 Management Fee0.00 CCYUSDUS Dollar0.00 06/30/2016----4,288.69----------98,087.18 --------- -------397.86Entry Date Settle Date Transaction TypeBase Current Units IdentifierDescriptionCouponRateFinal MaturityPriceBase Amount----------98,087.18 --------- -------43.05Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201623September 13, 2016Contra Costa County Board of Supervisors856 * Does not Lock Down.ReceivableSettledEntry DateSettle DateTransaction TypeBase Current Units IdentifierTicker DescriptionBase Amount06/30/201606/30/2016Money Market Funds0.00 949917397SHIXX WellsFargo:Htge MM;I354.8106/30/201606/30/2016Money Market Funds0.00 949917397SHIXX WellsFargo:Htge MM;I354.81Entry DateSettle DateTransaction TypeBase Current Units IdentifierTicker DescriptionBase Amount04/01/201604/01/2016Buy503,230.25 949917397SHIXX WellsFargo:Htge MM;I-503,230.2504/04/201604/04/2016Buy3,500.00 949917397SHIXX WellsFargo:Htge MM;I-3,500.0004/08/201604/08/2016Sell-46,769.91 949917397SHIXX WellsFargo:Htge MM;I46,769.9104/07/201604/07/2016Sell-77,876.63 949917397SHIXX WellsFargo:Htge MM;I77,876.6304/12/201604/12/2016Buy1,746.25 949917397SHIXX WellsFargo:Htge MM;I-1,746.2504/11/201604/11/2016Buy13,625.00 949917397SHIXX WellsFargo:Htge MM;I-13,625.0004/15/201604/15/2016Buy171,037.94 949917397SHIXX WellsFargo:Htge MM;I-171,037.9404/21/201604/21/2016Buy466.05 949917397SHIXX WellsFargo:Htge MM;I-466.0504/20/201604/20/2016Sell-1,080,704.29 949917397SHIXX WellsFargo:Htge MM;I1,080,704.2904/18/201604/18/2016Buy152,001.79 949917397SHIXX WellsFargo:Htge MM;I-152,001.7904/27/201604/27/2016Sell-693,009.37 949917397SHIXX WellsFargo:Htge MM;I693,009.3704/26/201604/26/2016Sell-502,597.99 949917397SHIXX WellsFargo:Htge MM;I502,597.9904/26/201604/26/2016Buy1,742.46 949917397SHIXX WellsFargo:Htge MM;I-1,742.4605/03/201605/03/2016Sell-73,570.00 949917397SHIXX WellsFargo:Htge MM;I73,570.0005/02/201605/02/2016Buy757,270.03 949917397SHIXX WellsFargo:Htge MM;I-757,270.0304/30/201604/30/2016Money Market Funds0.00 949917397SHIXX WellsFargo:Htge MM;I500.4505/12/201605/12/2016Buy6,250.00 949917397SHIXX WellsFargo:Htge MM;I-6,250.0005/19/201605/19/2016Sell-230,816.19 949917397SHIXX WellsFargo:Htge MM;I230,816.1905/19/201605/19/2016Sell-498,300.56 949917397SHIXX WellsFargo:Htge MM;I498,300.5605/18/201605/18/2016Buy1,875.00 949917397SHIXX WellsFargo:Htge MM;I-1,875.0005/18/201605/18/2016Sell-244,305.00 949917397SHIXX WellsFargo:Htge MM;I244,305.0005/17/201605/17/2016Buy70,417.03 949917397SHIXX WellsFargo:Htge MM;I-70,417.0305/16/201605/16/2016Buy1,728,798.73 949917397SHIXX WellsFargo:Htge MM;I-1,728,798.7305/16/201605/16/2016Buy19,394.99 949917397SHIXX WellsFargo:Htge MM;I-19,394.9905/16/201605/16/2016Buy1,875.00 949917397SHIXX WellsFargo:Htge MM;I-1,875.0005/23/201605/23/2016Buy498,863.56 949917397SHIXX WellsFargo:Htge MM;I-498,863.5605/20/201605/20/2016Buy469.38 949917397SHIXX WellsFargo:Htge MM;I-469.3805/20/201605/20/2016Buy14,062.50 949917397SHIXX WellsFargo:Htge MM;I-14,062.5005/24/201605/24/2016Sell-501,093.67 949917397SHIXX WellsFargo:Htge MM;I501,093.6705/24/201605/24/2016Sell-1,875.00 949917397SHIXX WellsFargo:Htge MM;I1,875.0005/24/201605/24/2016Buy1,050.00 949917397SHIXX WellsFargo:Htge MM;I-1,050.0005/31/201605/31/2016Money Market Funds0.00 949917397SHIXX WellsFargo:Htge MM;I404.1505/31/201605/31/2016Buy1,562.50 949917397SHIXX WellsFargo:Htge MM;I-1,562.5006/02/201606/02/2016Sell-998,634.72 949917397SHIXX WellsFargo:Htge MM;I998,634.7206/01/201606/01/2016Buy2,343.93 949917397SHIXX WellsFargo:Htge MM;I-2,343.9306/06/201606/06/2016Buy686.04 949917397SHIXX WellsFargo:Htge MM;I-686.0406/10/201606/10/2016Buy1,010,625.00 949917397SHIXX WellsFargo:Htge MM;I-1,010,625.0006/09/201606/09/2016Buy5,000.00 949917397SHIXX WellsFargo:Htge MM;I-5,000.0006/16/201606/16/2016Buy27.80 949917397SHIXX WellsFargo:Htge MM;I-27.8006/16/201606/16/2016Buy3,760.90 949917397SHIXX WellsFargo:Htge MM;I-3,760.9006/15/201606/15/2016Buy58,148.40 949917397SHIXX WellsFargo:Htge MM;I-58,148.4006/15/201606/15/2016Sell-273,132.08 949917397SHIXX WellsFargo:Htge MM;I273,132.08MMF Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201624September 13, 2016Contra Costa County Board of Supervisors857 Summary * Grouped By: Status. * Groups Sorted By: Status. * Filtered By: Security Type = "MMFUND". * Showing transactions with Entry Date within selected date range. * MMF transactions are expanded. * The Transaction Detail/Trading Activity reports provide our most up-to-date transactional details. As such, these reports are subject to change even after the other reports on the website have been locked down. While these reports can be useful tools in understanding recent activity,due to their dynamic nature we do not recommend using them for booking journal entries or reconciliation.Entry DateSettle DateTransaction TypeBase Current Units IdentifierTicker DescriptionBase Amount06/15/201606/15/2016Buy55,591.71 949917397SHIXX WellsFargo:Htge MM;I-55,591.7106/20/201606/20/2016Buy2,034.99 949917397SHIXX WellsFargo:Htge MM;I-2,034.9906/20/201606/20/2016Sell-4,288.69 949917397SHIXX WellsFargo:Htge MM;I4,288.6906/24/201606/24/2016Sell-497,067.78 949917397SHIXX WellsFargo:Htge MM;I497,067.7806/21/201606/21/2016Buy484.87 949917397SHIXX WellsFargo:Htge MM;I-484.8706/30/201606/30/2016Buy487.50 949917397SHIXX WellsFargo:Htge MM;I-487.50----------635,612.28 949917397SHIXX WellsFargo:Htge MM;I636,516.88Entry DateSettle DateTransaction TypeBase Current Units IdentifierTicker DescriptionBase Amount----------635,612.28 949917397SHIXX WellsFargo:Htge MM;I636,871.69MMF Transaction DetailWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201625September 13, 2016Contra Costa County Board of Supervisors858 Identifier,DescriptionBeginning MarketValue + Accrued,Base PurchasesBase Sales,Base Maturities andRedemptionsBase Paydowns Base Net TransferredValueBase Amortization/AccretionChange In AccruedBalanceNet RealizedGain/LossBase Change InNet UnrealizedGain/LossBase Change In Cash,Payables/ReceivablesEnding Market Value +Accrued41284AAB4HDMOT 141 A2A29,972.770.000.000.00-29,979.470.000.19-6.53-0.0113.040.000.0047787WAB5JDOT 15B A2399,957.220.000.000.00-50,945.130.002.96-22.19-0.00272.850.00349,265.7165477WAB2NAROT 14B A2193,397.440.000.000.00-193,439.890.001.41-51.58-0.0092.620.000.0089236WAB4TAOT 15A A2323,977.910.000.000.00-162,967.310.000.71-51.43-0.00119.660.00161,079.55949917397WellsFargo:Htge MM;I1,678,975.855,088,429.60-5,724,041.880.000.000.000.000.000.000.000.001,043,363.5765478VAB3NAROT 16B A2A0.00699,946.870.000.000.000.005.03326.670.001,247.200.00701,525.77459058DM2INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP751,995.750.000.00-750,000.000.000.0010.02-1,406.250.00-599.520.000.00459058DM2INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP1,002,661.000.000.00-1,000,000.000.000.008.18-1,875.000.00-794.180.000.003130A4KE1FEDERAL HOME LOAN BANKS500,825.000.000.00-500,000.000.000.000.00-825.000.000.000.000.0013034PYA9CALIFORNIA HSG FIN AGY REV0.00500,000.000.000.000.000.000.0013.890.00125.000.00500,138.89605581FW2MISSISSIPPI ST301,407.000.000.000.000.000.000.00-480.000.00-189.000.00300,738.0046623EJY6JPMORGAN CHASE & CO501,962.500.000.000.000.000.00-116.401,687.500.0032.400.00503,566.0090331HMR1US BANK NA448,798.510.000.000.000.000.00-114.4413.820.001,235.390.00449,933.2890331HMR1US BANK NA299,199.010.000.000.000.000.000.009.210.00747.300.00299,955.5206050TLU4BANK OF AMERICA NA500,714.130.000.000.000.000.000.0020.160.00661.500.00501,395.79084664CD1BERKSHIRE HATHAWAY FINANCE CORP751,499.920.000.000.000.000.000.0016.170.00289.500.00751,805.583137EADF3FREDDIE MAC1,010,973.390.000.000.000.000.00-1,071.08-3,125.000.00675.080.001,007,452.393133EFBT3FEDERAL FARM CREDIT BANKSFUNDING CORP999,898.000.000.000.000.000.0049.731,050.000.00428.270.001,001,426.00880591EA6TENNESSEE VALLEY AUTHORITY627,963.330.000.000.000.000.00-6,694.888,057.500.00875.900.00630,201.85161571GJ7CHAIT 141 A776,723.530.000.000.000.000.00-249.970.000.00474.490.00776,948.0545905UTJ3INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP0.00499,885.000.000.000.000.0010.548.770.00-215.040.00499,689.27912828D49UNITED STATES TREASURY0.00230,296.480.000.000.000.00-28.14757.450.00585.190.00231,610.9803255LGX1ANAHEIM CALIF PUB FING AUTH LEASEREV753,372.500.000.00-750,000.000.000.000.00-3,125.000.00-247.500.000.00912828QX1UNITED STATES TREASURY1,006,262.740.000.000.000.000.00-2,644.963,750.000.00-25.040.001,007,342.744197915E4HAWAII ST752,031.250.000.000.000.000.000.001,370.630.00-900.000.00752,501.88912828SY7UNITED STATES TREASURY500,757.200.000.000.000.000.00130.28-785.520.00611.720.00500,713.6969353RCG1PNC BANK NA752,308.500.000.000.000.000.000.002,109.380.00-166.500.00754,251.38Roll ForwardWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201626September 13, 2016Contra Costa County Board of Supervisors859 Identifier,DescriptionBeginning MarketValue + Accrued,Base PurchasesBase Sales,Base Maturities andRedemptionsBase Paydowns Base Net TransferredValueBase Amortization/AccretionChange In AccruedBalanceNet RealizedGain/LossBase Change InNet UnrealizedGain/LossBase Change In Cash,Payables/ReceivablesEnding Market Value +Accrued313313HF8FEDERAL FARM CREDIT BANKS0.00497,067.780.000.000.000.0056.390.000.00148.830.00497,273.00166764AL4CHEVRON CORP707,773.580.000.000.000.000.00276.75-2,353.750.00-839.550.00704,857.033130A3J70FEDERAL HOME LOAN BANKS1,002,692.220.000.000.000.000.00-349.24-1,562.500.00416.240.001,001,196.72097023BC8BOEING CO773,269.380.000.000.000.000.00-5,363.38-7,031.250.00695.380.00761,570.133130A5EP0FEDERAL HOME LOAN BANKS0.00998,600.000.000.000.000.00112.15538.190.001,749.850.001,001,000.19928668AD4VOLKSWAGEN GROUP OF AMERICAFINANCE LLC499,283.880.000.00-500,000.000.000.000.00-442.380.001,158.500.000.00912828VL1UNITED STATES TREASURY1,002,103.120.000.000.000.000.00-667.591,562.500.0053.590.001,003,051.624581X0BV9INTER-AMERICAN DEVELOPMENT BANK1,003,303.000.000.000.000.000.00-733.322,812.500.002,766.320.001,008,148.504581X0BV9INTER-AMERICAN DEVELOPMENT BANK601,981.800.000.000.000.000.00-504.841,687.500.001,724.640.00604,889.1041284DAB8HDMOT 16A A20.00499,986.550.000.000.000.000.55242.220.00444.550.00500,673.873137EACW7FREDDIE MAC236,862.850.000.000.000.000.00-681.961,175.000.00-161.220.00237,194.67354613AH4FRANKLIN RESOURCES INC0.00501,815.000.000.000.000.00-236.272,024.310.00432.770.00504,035.81CCYUSDReceivable1,204.470.000.000.000.000.000.000.000.000.00-849.67354.80CCYUSDCash-1.970.000.000.000.000.000.000.000.000.00806.15804.18CCYUSDPayable0.000.000.000.000.000.000.000.000.000.000.000.0045950KBS8INTERNATIONAL FINANCE CORP0.00500,677.000.000.000.000.00-76.79930.560.00710.790.00502,241.563130A2T97FEDERAL HOME LOAN BANKS999,987.670.000.000.000.000.00-281.601,250.000.00721.600.001,001,677.673130A2T97FEDERAL HOME LOAN BANKS499,993.830.000.000.000.000.00-103.75625.000.00323.750.00500,838.8305581RAC0BMWLT 161 A2B600,224.700.000.000.000.000.000.002.920.001,162.200.00601,389.8376912TJC8RIVERSIDE CNTY CALIF PUB FING AUTHTAX ALLOC REV125,015.420.000.000.000.000.0092.08312.500.00-47.080.00125,372.9207330NAH8BRANCH BANKING AND TRUST CO702,843.710.000.000.000.000.00519.04-1,750.000.00240.460.00701,853.21912828RF9UNITED STATES TREASURY1,003,330.570.000.000.000.000.00-1,405.962,472.830.00102.960.001,004,500.39912828RF9UNITED STATES TREASURY1,003,330.570.000.000.000.000.00-1,041.022,472.830.00-261.980.001,004,500.39912828WQ9UNITED STATES TREASURY1,001,731.740.000.00-1,000,000.000.000.00-101.13-1,263.740.00-366.870.000.0017305EFE0CCCIT 13A6 A6752,043.600.000.000.000.000.00-686.192,475.000.00-1.040.00753,831.3891412GEZ4UNIVERSITY CALIF REVS300,149.320.000.000.000.000.000.00-3.320.00138.000.00300,284.0045905U7F5INTERNATIONAL BK FOR RECON & DEVMEDIUM TERM BK N1,000,020.000.000.000.000.000.000.001,125.000.00780.000.001,001,925.0030231GAS1EXXON MOBIL CORP562,250.710.000.000.000.000.000.0058.790.002,471.280.00564,780.78Roll ForwardWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201627September 13, 2016Contra Costa County Board of Supervisors860 Identifier,DescriptionBeginning MarketValue + Accrued,Base PurchasesBase Sales,Base Maturities andRedemptionsBase Paydowns Base Net TransferredValueBase Amortization/AccretionChange In AccruedBalanceNet RealizedGain/LossBase Change InNet UnrealizedGain/LossBase Change In Cash,Payables/ReceivablesEnding Market Value +Accrued17275RAY8CISCO SYSTEMS INC748,587.530.000.000.000.000.000.00-13.450.002,862.750.00751,436.8306406HBX6BANK OF NEW YORK MELLON CORP756,896.250.000.000.000.000.00-3,079.874,312.500.00-57.380.00758,071.5089116EPA5Toronto Dominion Holdings (U.S.A.), Inc.0.00744,305.000.000.000.000.00935.000.000.00400.630.00745,640.63313384ZK8FEDERAL HOME LOAN BANKS499,475.000.000.000.000.000.00770.970.000.00-278.970.00499,967.003137EADT3FREDDIE MAC1,002,901.920.000.000.000.000.00-395.772,187.500.00830.770.001,005,524.42637432HT5NATIONAL RURAL UTILITIES COOPFINANCE CORP534,970.750.000.000.000.000.00-5,402.46-6,812.500.00-66.040.00522,689.75762494QV7RIALTO CALIF UNI SCH DIST251,686.670.000.000.000.000.000.00786.250.00-372.500.00252,100.423135G0PP2FEDERAL NATIONAL MORTGAGEASSOCIATION0.001,075,768.080.000.000.000.00-523.753,007.560.001,809.080.001,080,060.96037833AM2APPLE INC0.00501,225.000.000.000.000.00-3.96802.080.00-43.040.00501,980.08313379FW4FEDERAL HOME LOAN BANKS1,006,856.110.000.000.000.000.00-640.14-2,500.000.00800.140.001,004,516.11912828TS9UNITED STATES TREASURY998,728.080.000.000.000.000.0015.131,553.960.002,211.870.001,002,509.0406050TMB5BANK OF AMERICA NA249,851.720.000.000.000.000.000.007.730.00595.750.00250,455.2009247XAC5BLACKROCK INC538,246.390.000.000.000.000.00-6,161.037,812.500.001,022.030.00540,919.89313373SZ6FEDERAL HOME LOAN BANKS1,009,766.080.000.00-1,000,000.000.000.00-3,090.88-6,552.080.00-123.120.000.003135G0JA2FEDERAL NATIONAL MORTGAGEASSOCIATION1,009,497.500.000.000.000.000.00-758.70-2,812.500.00501.700.001,006,428.0091412GUT0UNIVERSITY CALIF REVS250,731.280.000.00-250,000.000.000.000.00-598.780.00-132.500.000.0045905UQG2INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOP600,958.680.000.000.000.000.0098.67937.500.00-729.270.00601,265.5802665WAY7AMERICAN HONDA FINANCE CORP501,111.400.000.000.000.000.000.00-11.360.00-30.000.00501,070.0402665WAY7AMERICAN HONDA FINANCE CORP250,555.700.000.000.000.000.00-8.48-5.680.00-6.520.00250,535.02191216BR0COCA-COLA CO301,650.620.000.000.000.000.0016.43-656.250.00-146.030.00300,864.77437076BJ0HOME DEPOT INC752,980.530.000.000.000.000.000.00-14.700.00223.500.00753,189.3389233GKT2Toyota Motor Credit Corporation0.00498,300.560.000.000.000.00453.890.000.0088.610.00498,843.0514912L4X6CATERPILLAR FINANCIAL SERVICESCORP781,158.670.000.000.000.000.00-2,697.913,971.880.00-61.090.00782,371.54544587B72LOS ANGELES CALIF MUN IMPT CORPLEASE REV493,199.700.000.000.000.000.000.00-1,234.800.0029.400.00491,994.3089233GEJ1Toyota Motor Credit Corporation499,675.340.000.00-500,000.000.000.00352.500.000.00-27.840.000.0068428LDM3ORANGE CNTY CALIF PENSION OBLIG250,925.580.000.000.000.000.000.00586.250.00-177.500.00251,334.3358772PAB4MBART 151 A2A601,201.330.000.000.00-153,578.610.00267.46-55.970.00173.760.00448,007.97Roll ForwardWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201628September 13, 2016Contra Costa County Board of Supervisors861 * Weighted By: Ending Base Market Value + Accrued.Identifier,DescriptionBeginning MarketValue + Accrued,Base PurchasesBase Sales,Base Maturities andRedemptionsBase Paydowns Base Net TransferredValueBase Amortization/AccretionChange In AccruedBalanceNet RealizedGain/LossBase Change InNet UnrealizedGain/LossBase Change In Cash,Payables/ReceivablesEnding Market Value +Accrued43814KAB7HAROT 151 A2159,467.120.000.000.00-91,721.940.001.55-28.540.0036.230.0067,754.4390290XAB3USAOT 151 A2468,952.160.000.000.00-170,188.100.004.81-62.020.0090.200.00298,797.0541284BAB2HDMOT 151 A2A247,785.360.000.000.00-76,877.180.000.40-27.330.00136.720.00171,017.9731680GAB2FITAT 151 A2A500,132.620.000.000.00-34,777.260.002.58-15.770.00259.000.00465,601.17------44,512,978.6812,836,302.92-5,724,041.88-6,250,000.00-964,474.890.00 -41,720.4819,362.31-0.0129,734.66-43.52 44,418,097.80Roll ForwardWC-Contra Costa County (19529)Base Currency: USD 04/01/2016 - 06/30/2016Return to Table of ContentsDated: 07/06/201629September 13, 2016Contra Costa County Board of Supervisors862 Identifier DescriptionSecurity Type Base Market Value BookYieldYield Duration -200 Basis PointShock-100 Basis PointShock-50 Basis PointShock50 Basis PointShock100 Basis PointShock200 Basis PointShock02665WAY7 AMERICAN HONDA FINANCE CORP CORP751,353.75 1.109 1.412 0.221753,698.51753,014.32752,184.01750,523.52749,693.33748,033.07037833AM2 APPLE INCCORP501,178.00 0.759 0.77 0.841504,423.64504,423.64503,285.52499,070.62496,963.37492,749.2905581RAC0 BMWLT 161 A2BABS601,216.02 0.95 0.887 0.052601,493.32601,493.32601,372.34601,059.70600,903.39600,590.7606050TLU4 BANK OF AMERICA NACORP500,695.50 1.12 1.302 0.118501,464.79501,286.35500,990.92500,400.10500,104.70499,513.9606050TMB5 BANK OF AMERICA NACORP250,259.00 1.145 1.584 0.181250,976.53250,711.98250,485.49250,032.52249,806.04249,353.1106406HBX6 BANK OF NEW YORK MELLON CORP CORP750,740.25 0.644 1.02 0.077751,329.88751,318.32751,029.28750,451.21750,162.18749,584.1107330NAH8 BRANCH BANKING AND TRUST CO CORP700,142.10 1.30 0.97 0.724705,055.24705,055.24702,675.60697,606.57695,069.01689,987.80084664CD1 BERKSHIRE HATHAWAY FINANCECORPCORP750,254.25 0.946 1.204 0.028750,507.18750,464.32750,359.29750,149.21750,044.18749,834.1109247XAC5 BLACKROCK INCCORP531,718.50 1.242 0.956 1.16537,615.53537,615.53534,802.60528,634.67525,551.10519,384.76097023BC8 BOEING COCORP758,367.00 0.849 0.862 0.387760,896.95760,896.95759,834.47756,899.59755,432.23752,497.6913034PYA9 CALIFORNIA HSG FIN AGY REVMUNI500,125.00 1.00 0.993 0.591503,060.20503,060.20501,602.91498,647.17497,169.41494,214.1214912L4X6 CATERPILLAR FINANCIAL SERVICESCORPCORP775,751.75 0.643 0.915 0.086776,362.22776,362.22776,085.33775,418.19775,084.64774,417.61161571GJ7 CHAIT 141 AABS776,551.94 1.01 0.781 0.538779,814.98779,814.98778,640.92774,463.07772,374.32768,197.17166764AL4 CHEVRON CORPCORP703,654.00 1.506 0.962 1.359712,854.09712,854.09708,435.55698,872.89694,092.22684,532.2017275RAY8 CISCO SYSTEMS INCCORP751,116.00 0.976 0.996 0.209752,679.63752,679.63751,900.94750,331.10749,546.24747,976.6417305EFE0 CCCIT 13A6 A6ABS750,696.38 0.944 0.818 0.185751,832.43751,832.43751,390.78750,001.99749,307.62747,918.95191216BR0 COCA-COLA COCORP300,398.10 0.897 0.774 1.313303,451.15303,451.15302,370.30298,426.08296,454.23292,511.0930231GAS1 EXXON MOBIL CORPCORP564,166.40 1.29 1.026 0.161565,098.35565,074.74564,620.56563,712.25563,258.12562,349.903130A2T97 FEDERAL HOME LOAN BANKSAGCY BOND1,500,579.00 0.396 0.342 0.244 1,501,831.22 1,501,831.22 1,501,831.22 1,498,748.33 1,496,917.74 1,493,256.773130A3J70 FEDERAL HOME LOAN BANKSAGCY BOND1,000,537.00 0.484 0.489 0.396 1,002,474.53 1,002,474.53 1,002,474.53998,555.99996,575.07992,613.553130A5EP0 FEDERAL HOME LOAN BANKSAGCY BOND1,000,462.00 0.767 0.574 0.913 1,005,705.26 1,005,705.26 1,005,029.27995,895.05991,328.43982,196.17313313HF8 FEDERAL FARM CREDIT BANKS AGCY DISC497,273.00 0.583 0.559 0.978499,991.71499,991.71499,704.75494,841.42492,410.02487,547.73313379FW4 FEDERAL HOME LOAN BANKSAGCY BOND1,003,905.00 0.741 0.584 0.937 1,009,398.69 1,009,398.69 1,008,608.47999,201.88994,499.11985,094.63313384ZK8 FEDERAL HOME LOAN BANKSAGCY DISC499,967.00 0.622 0.158 0.042500,000.18500,000.18500,000.18499,862.01499,757.01499,547.033133EFBT3 FEDERAL FARM CREDIT BANKSFUNDING CORPAGCY BOND1,000,026.00 0.44 0.404 0.169 1,000,708.79 1,000,708.79 1,000,708.79999,180.99998,336.01996,646.113135G0JA2 FEDERAL NATIONAL MORTGAGEASSOCIATIONAGCY BOND1,004,428.00 0.818 0.586 0.82 1,009,254.67 1,009,254.67 1,008,546.29 1,000,309.98996,192.24987,957.593135G0PP2 FEDERAL NATIONAL MORTGAGEASSOCIATIONAGCY BOND1,077,053.41 0.75 0.612 1.211 1,085,036.22 1,085,036.22 1,083,575.25 1,070,532.13 1,064,011.42 1,050,971.703137EACW7 FREDDIE MACAGCY BOND235,549.67 0.827 0.465 0.152235,716.15235,716.15235,716.15235,370.65235,191.64234,833.643137EADF3 FREDDIE MACAGCY BOND1,005,751.00 0.817 0.584 0.861 1,010,808.36 1,010,808.36 1,010,080.91 1,001,421.39997,092.09988,434.383137EADT3 FREDDIE MACAGCY BOND1,002,389.00 0.714 0.503 0.641 1,005,621.02 1,005,621.02 1,005,601.74999,176.43995,964.04989,539.7831680GAB2 FITAT 151 A2AABS465,390.27 1.022 0.92 0.353466,901.73466,901.73466,211.70464,568.87463,747.51462,104.89354613AH4 FRANKLIN RESOURCES INCCORP502,011.50 1.11 1.039 1.192508,229.39507,995.98505,003.61499,019.64496,028.02490,045.5541284BAB2 HDMOT 151 A2AABS170,957.15 0.799 0.994 0.324171,507.75171,507.75171,234.10170,680.20170,403.27169,849.4541284DAB8 HDMOT 16A A2ABS500,431.65 1.093 1.008 1.026505,607.59505,566.50502,998.97497,864.54495,297.65490,164.494197915E4 HAWAII STMUNI750,217.50 0.731 0.28 0.09750,406.56750,406.56750,406.56749,879.91749,542.34748,867.26437076BJ0 HOME DEPOT INCCORP752,848.50 1.038 1.177 0.209754,700.56754,422.03753,635.25752,061.79751,275.12749,701.8943814KAB7 HAROT 151 A2ABS67,733.36 0.708 0.818 0.09467,785.4467,785.4467,765.1967,701.5367,669.6967,606.034581X0BV9 INTER-AMERICAN DEVELOPMENTBANKSOVEREIGNGOV1,607,737.60 0.813 0.44 0.704 1,612,717.87 1,612,717.87 1,612,717.87 1,602,078.54 1,596,419.85 1,585,103.5545905U7F5 INTERNATIONAL BK FOR RECON & DEVMEDIUM TERM BK NSOVEREIGNGOV999,900.00 0.45 0.638 0.053 1,000,238.11 1,000,238.11 1,000,164.97999,635.03999,370.05998,840.1145905UQG2 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOPSOVEREIGNGOV600,276.00 0.691 0.431 0.238600,891.76600,891.76600,891.76599,561.69598,847.40597,418.9345905UTJ3 INTERNATIONAL BANK FORRECONSTRUCTION AND DEVELOPSOVEREIGNGOV499,680.50 0.658 1.13 0.249501,086.51500,924.75500,302.61499,058.41498,436.35497,192.2945950KBS8 INTERNATIONAL FINANCE CORP SOVEREIGNGOV501,311.00 0.851 0.677 0.811504,063.56504,063.56503,343.89499,278.25497,245.64493,180.8446623EJY6 JPMORGAN CHASE & COCORP501,016.00 1.255 1.023 0.618504,183.68504,112.45502,564.18499,467.90497,919.90494,824.14Shock AnalysisWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201630September 13, 2016Contra Costa County Board of Supervisors863 * Weighted By: Base Market Value + Accrued. *The shock analysis includes a yield floor of 0.Identifier DescriptionSecurity Type Base Market Value BookYieldYield Duration -200 Basis PointShock-100 Basis PointShock-50 Basis PointShock50 Basis PointShock100 Basis PointShock200 Basis PointShock47787WAB5 JDOT 15B A2ABS349,113.68 0.982 0.942 0.419350,491.69350,491.69349,845.09348,382.31347,650.96346,188.39544587B72 LOS ANGELES CALIF MUN IMPT CORPLEASE REVMUNI490,965.30 1.26 0.712 0.339492,150.37492,150.37491,797.50490,133.13489,301.00487,636.8558772PAB4 MBART 151 A2AABS447,844.76 1.031 0.819 0.388449,267.95449,267.95448,713.60446,975.96446,107.21444,369.84605581FW2 MISSISSIPPI STMUNI300,258.00 0.64 0.342 0.257300,521.91300,521.91300,521.91299,872.18299,486.37298,714.79637432HT5 NATIONAL RURAL UTILITIES COOPFINANCE CORPCORP516,558.50 1.084 1.158 0.76521,104.97520,484.60518,521.49514,595.64512,632.91508,707.8465478VAB3 NAROT 16B A2AABS701,199.10 1.057 0.877 0.975707,195.28707,195.28704,617.58697,780.89694,362.93687,527.8268428LDM3 ORANGE CNTY CALIF PENSION OBLIG MUNI250,240.00 0.938 0.692 0.34250,828.78250,828.78250,665.42249,814.60249,389.22248,538.5269353RCG1 PNC BANK NACORP750,642.00 1.125 0.95 0.528754,400.78754,400.78752,621.91748,658.52746,671.48742,686.70762494QV7 RIALTO CALIF UNI SCH DISTMUNI250,790.00 1.258 0.756 0.589251,906.77251,906.77251,528.60250,051.44249,312.92247,835.9976912TJC8 RIVERSIDE CNTY CALIF PUB FINGAUTH TAX ALLOC REVMUNI124,956.25 1.301 1.173 0.174125,211.30125,173.68125,064.96124,847.54124,738.83124,521.43880591EA6 TENNESSEE VALLEY AUTHORITY AGCY BOND615,608.82 0.876 0.663 1.008619,723.16619,723.16618,711.61612,506.27609,403.95603,199.9989116EPA5 Toronto Dominion Holdings (U.S.A.), Inc. CP745,640.63 1.027 0.957 0.608749,979.42749,979.42747,907.44743,373.94741,107.39736,574.6889233GKT2 Toyota Motor Credit CorporationCP498,843.05 0.763 0.714 0.324499,997.10499,997.10499,651.20498,034.95497,226.88495,610.8589236WAB4 TAOT 15A A2ABS161,028.73 0.712 0.828 0.115161,182.06161,182.06161,121.32160,936.14160,843.55160,658.3990290XAB3 USAOT 151 A2ABS298,688.14 0.822 1.019 0.258299,473.43299,458.78299,073.45298,302.84297,917.55297,147.0390331HMR1 US BANK NACORP748,602.00 0.889 1.329 0.065749,248.68749,088.59748,845.30748,358.70748,115.41747,628.82912828D49 UNITED STATES TREASURYUS GOV230,853.53 0.77 0.544 1.115232,253.86232,253.86232,140.59229,566.57228,279.72225,706.33912828QX1 UNITED STATES TREASURYUS GOV1,001,079.00 0.434 0.231 0.083 1,001,270.94 1,001,270.94 1,001,270.94 1,000,663.56 1,000,248.15999,417.41912828RF9 UNITED STATES TREASURYUS GOV2,002,316.00 0.505 0.311 0.166 2,003,349.73 2,003,349.73 2,003,349.73 2,000,654.10 1,998,992.26 1,995,668.71912828SY7 UNITED STATES TREASURYUS GOV500,449.00 0.73 0.527 0.913502,857.01502,857.01502,733.63498,164.53495,880.23491,312.10912828TS9 UNITED STATES TREASURYUS GOV1,000,938.00 0.631 0.55 1.242 1,007,775.74 1,007,775.74 1,007,154.10994,722.45988,507.45976,079.10912828VL1 UNITED STATES TREASURYUS GOV1,000,167.00 0.356 0.219 0.042 1,000,259.00 1,000,259.00 1,000,259.00999,956.96999,746.93999,326.8691412GEZ4 UNIVERSITY CALIF REVSMUNI300,045.00 0.969 0.56 0.00300,045.00300,045.00300,045.00300,045.00300,045.00300,045.00949917397 WellsFargo:Htge MM;IMMFUND1,043,363.57 0.00 0.00 0.00 1,043,363.57 1,043,363.57 1,043,363.57 1,043,363.57 1,043,363.57 1,043,363.57CCYUSD ReceivableCASH354.80 0.00 0.00 0.00354.80354.80354.80354.80354.80354.80CCYUSD CashCASH804.18 0.00 0.00 0.00804.18804.18804.18804.18804.18804.18---------44,297,164.07 0.80 0.701 0.486 44,452,499.39 44,449,675.43 44,401,868.93 44,189,573.80 44,081,984.85 43,866,810.84Shock AnalysisWC-Contra Costa County (19529)Base Currency: USD As of 06/30/2016Return to Table of ContentsDated: 07/06/201631September 13, 2016Contra Costa County Board of Supervisors864 The information contained in this report represents estimated trade date investment calculations provided via Clearwater Analytics for Wells Capital Management clients. Certain calculations may not be available for all timeperiods. Please refer to your custody statement for official portfolio holdings and transactions. Note that certain accounting methods may cause differences between this investment report and your custody statement.DisclaimerReturn to Table of ContentsDated: 07/06/201632September 13, 2016Contra Costa County Board of Supervisors865            !"# !   #$"  %& "' %& "$" (!)* +!,-".                             !           " # # $ " %   "  &  " #'      ! ($)*+,*-./*/0+//01,1-2.34+/1.-,0.5)6-./7*8.-,/35*6+,/+9+6:18*+-61/1,3*8.44*-6*6/0+/;.58.-,5)/<1/0+/+9=3.2*,,1.-+)3*>+361->;.53+88.5-/ " /!!0"" "" 1 "!&#$ %$*$!!!" "#2(! " 23"456 !"1( ##"(*%!  #"1574475 819:4:5 $!(1 (;;"< =*7 "$  #  #  #%  #  #  #% ## ?    @ # ## " " #   September 13, 2016 Contra Costa County Board of Supervisors 866 Caltrust Short Term Fund MONTH END PORTFOLIO STATISTICS June 30, 2016 CalTrust Short Term LAIF Market Value N/A$1,180,461,242.64 NAV per Share N/A$10.03 Yield 0.58%0.73% Period Total Return N/A0.14% Period Yield Return 0.05%0.06% Effective Duration N/A0.51 yrs. Average Maturity 0.44 yrs.1.06 yrs. CalTrust Short Term Total Return CalTrust Short Term Yield Return LAIF Yield Return 0.14%0.05%0.06%One Month 0.28%0.14%0.18%Three Month 0.55%0.25%0.34%Six Month 0.67%0.43%0.60%One Year* 0.51%0.35%0.51%Two Year* 0.53%0.32%0.47%Three Year* 0.46%0.33%0.45%Five Year* 1.53%1.45%1.49%Ten Year* 1.81%1.71%1.77%Since Inception* *Annualized US Govt Agency 34.9% Corporate 28.9% MBS/ABS 11.1% SupraNational 10.1% Muni 9.5% MONEYMKT 3.7% COMPAPER 1.8% Total:100.0% Portfolio Sector Breakdown AA+32.0% AAA 25.0% A 14.3% AA-7.9% A-1+6.7% AA 6.1% A+4.8% A-3.3% Total:100.0% Portfolio Quality Breakdown Disclosure to Performance Information This performance information is based on an inception date of February 13, 2005, when the CalTrust Short-Term portfolio commenced investment operations according to its investment objective , and does not include any investment returns from temporary investments held before the commencement of those operations. First-month index returns, February 13-28, 2005, are intra-period and were calculated by calculating the average daily return during the month and multiplying the average daily return by number of days in the shortened period. Performance was calculated net of investment advisory and program administration fees. The Local Agency Investment Fund (LAIF) is a diversified portfolio managed by the State of California for local governments and special districts. Performance for the CalTRUST Short Term Account is on a trade date basis. LAIF's monthly performance was calculated by taking the average monthly effective yield and dividing it by 365 then multiplying the result by the number of days in the month. Yield represents the 7-day net distribution on investments for the period. Rating source - Standard & Poor's. Past performance is no guarantee of future results. September 13, 2016 Contra Costa County Board of Supervisors 867 <<Back CalTrust Short Term Fund View Export Print Home Search Complete Listing Additional Ratings Effective Date: 6/30/2016 Go Ticker CUSIP Description S&P Rating 6/30/2016*Mat. Date Years Shares Price Value AE120817 00817YAR9 AETNA INC 12/8/2017 1.335522%A-12/8/2017 1.5 4,700,000.00 100.1455 $4,706,838.50 AX072916 0258M0DG1 AMERICAN EXPRESS CRE DIT 7/29/2016 1.3%A-7/29/2016 0.1 959,000.00 100.0346 $959,331.81 AH121117 02665WAR2 AMERICAN HONDA FINAN CE 12/11/2017 0.545 A+12/11/2017 1.5 8,000,000.00 100.0720 $8,005,760.00 HN092017 02665WAY7 AMERICAN HONDA FINAN CE 9/20/2017 0.7626 A+9/20/2017 1.2 3,800,000.00 100.1805 $3,806,859.00 AA050517 037833AM2 APPLE INC. 05/05/17 AA+5/5/2017 0.9 8,547,000.00 100.2356 $8,567,136.73 BA061520 05522RCT3 BA CREDIT CARD TRUST 06/15/20 AAA 6/15/2020 4.0 10,000,000.00 100.1154 $10,011,540.00 BA021417 06050TLU4 BANK OF AMERICA NA 2/14/2017 0.7061%A 2/14/2017 0.7 1,720,000.00 100.1391 $1,722,392.52 BA032618 06050TLY6 BANK OF AMERICA NA 3/26/2018 1.65%A 3/26/2018 1.8 7,463,000.00 100.5998 $7,507,763.07 BN021417 06050TLT7 BANK OF AMERICA NA 2/14/2017 1.25%A 2/14/2017 0.7 5,000,000.00 100.1495 $5,007,475.00 BO111416 06050TLR1 BANK OF AMERICA NA 11/14/2016 1.125%A 11/14/2016 0.4 4,000,000.00 100.0602 $4,002,408.00 BN072816 06406HBX6 BANK OF NEW YORK MELLON 2.3% 7/28/16 A 7/28/2016 0.1 3,947,000.00 100.0987 $3,950,895.69 BK011717 06406HCA5 BANK OF NEW YORK MEL LON CORPORA 01/17/17 A 1/17/2017 0.6 7,000,000.00 100.6922 $7,048,454.00 BA052218 06406HDC0 BANK OF NY MELLON 5/22/18 VARIABLE A 5/22/2018 1.9 5,000,000.00 99.9829 $4,999,145.00 BB100117 07330NAK1 BB&T CORPORATION 10/01/17 A 10/1/2017 1.3 2,500,000.00 100.2554 $2,506,385.00 BR011218 084664CD1 BERKSHIRE HATHAWAY F IN 1/12/2018 0.5533 AA 1/12/2018 1.6 2,750,000.00 100.0339 $2,750,932.25 BR030718 084664CF6 BERKSHIRE HATHAWAY F IN 3/7/2018 1.16398 AA 3/7/2018 1.8 13,000,000.00 100.5110 $13,066,430.00 AU012218 05581RAC0 BMWLT 2016-1 A2B 1/22/2018 0.92925%AAA 1/22/2018 1.6 10,000,000.00 100.2027 $10,020,270.00 BA112016 097023BC8 BOEING CO 11/20/2016 3.75%A 11/20/2016 0.4 2,750,000.00 101.1156 $2,780,679.00 BB040317 07330NAH8 BRANCH BANKING & TRU ST 4/3/2017 1%A 4/3/2017 0.8 1,100,000.00 100.0203 $1,100,223.30 BB050119 07330NAM7 BRANCH BANKING & TRU ST 5/1/2019 A 5/1/2019 2.9 8,000,000.00 100.0255 $8,002,040.00 BB091316 10513KAB0 BRANCH BANKING & TRU ST 9/13/2016 0.5899 A-9/13/2016 0.2 2,000,000.00 100.0390 $2,000,780.00 BB100316 07330NAC9 BRANCH BANKING & TRU ST 10/3/2016 1.45%A 10/3/2016 0.3 800,000.00 100.0837 $800,669.60 BB120116 07330NAF2 BRANCH BANKING & TRU ST 12/1/2016 0.6743 A 12/1/2016 0.5 3,000,000.00 100.0911 $3,002,733.00 CA020117 13034PYA9 CA HSG FIN AGGY-A 2/1/2017 1%AA-2/1/2017 0.7 3,460,000.00 99.9890 $3,459,619.40 CA080117 13034PYB7 CA HSG FIN AGGY-A 8/1/2017 1.35%AA-8/1/2017 1.2 3,965,000.00 99.9790 $3,964,167.35 UN070141 91412GFA8 CA UNI-FLTG-TXB-Y-2 7/1/2041 0.656%AA 7/1/2017 1.1 4,250,000.00 100.0100 $4,250,425.00 CF120116 13067WJG8 CALIFORNIA ST DEPT W TR RES 12/01/16 AAA 12/1/2016 0.5 1,235,000.00 100.1450 $1,236,790.75 CL120116 13067WHU9 CALIFORNIA ST DEPT W TR RES 12/01/16 AAA 12/1/2016 0.5 15,000.00 100.1490 $15,022.35 CA030317 14912L6H9 CATERPILLAR FINANCIA L SE 3/3/2017 0.562 A 3/3/2017 0.8 5,000,000.00 100.0590 $5,002,950.00 CA081516 149123BM2 CATERPILLAR INC 08/15/16 A 8/15/2016 0.2 1,549,000.00 100.5462 $1,557,460.64 Cr090718 17305EFE0 CCCIT 2013-A6 A6 9/7/2018 1.32%AAA 9/7/2018 2.2 15,500,000.00 100.0928 $15,514,384.00 Cr011519 161571GJ7 CHAIT 2014-A1 A1 1/15/2019 1.15%AAA 1/15/2019 2.6 13,000,000.00 100.2002 $13,026,026.00 CC030218 166764AW0 CHEVRON CORP 3/2/2018 0.432967%AA-3/2/2018 1.8 4,000,000.00 99.6399 $3,985,596.00 CV051618 166764BE9 CHEVRON CORP 5/16/2018 1.1296%AA-5/16/2018 1.9 5,700,000.00 100.1052 $5,705,996.40 CH111517 166764AK6 CHEVRON CORPORATION 11/15/17 AA-11/15/2017 1.4 2,500,000.00 99.7640 $2,494,100.00 CI061518 17275RAY8 CISCO SYSTEMS INC 06/15/2018 AA-6/15/2018 2.0 4,500,000.00 100.1488 $4,506,696.00 C042718 172967JQ5 CITIGROUP INC 4/27/2018 0.967%A 4/27/2018 1.8 5,000,000.00 99.9303 $4,996,515.00 C060719 172967KT7 CITIGROUP INC 6/7/2019 1.6113%A 6/7/2019 3.0 2,000,000.00 100.1640 $2,003,280.00 C120718 172967KF7 CITIGROUP INC. 12/07/18 A 12/7/2018 2.5 3,000,000.00 100.0001 $3,000,003.00 CR042718 22546QAW7 CREDIT SUISSE NEW YO RK 4/27/2018 0.9574 A 4/27/2018 1.8 5,500,000.00 99.9205 $5,495,627.50 XO022818 30231GAS1 EXXON MOBIL CORPORAT ION 2/28/2018 1.231 AA+2/28/2018 1.7 7,460,000.00 100.7440 $7,515,502.40 FN031417 3135G0VM2 FANNIE MAE 3/14/2017 0.75%AA+3/14/2017 0.8 3,500,000.00 100.1463 $3,505,120.50 FF062317 313313HF8 FEDERAL FARM CREDIT BANKS 06/23/17 A-1+6/23/2017 1.0 15,500,000.00 99.4546 $15,415,463.00 FF080818 3133EFYG6 FEDERAL FARM CREDIT BANK 8/8/2018 0.617 AA+8/8/2018 2.2 10,000,000.00 100.0319 $10,003,190.00 FF091317 3133EGEP6 FEDERAL FARM CREDIT BANKS 09/13/17 AA+9/13/2017 1.2 15,000,000.00 100.1570 $15,023,550.00 FF091718 3133EFM61 FEDERAL FARM CREDIT BANK 9/17/2018 0.66 AA+9/17/2018 2.2 10,000,000.00 100.1099 $10,010,990.00 FF112316 3133EEUS7 FEDERAL FARM CREDIT BANK 11/23/2016 0.6 AA+11/23/2016 0.4 21,000,000.00 100.0650 $21,013,650.00 ma011317 3133EFJK4 FEDERAL FARM CREDIT BANKS 01/13/17 AA+1/13/2017 0.6 10,000,000.00 99.9573 $9,995,730.00 FH060917 313379FW4 FEDERAL HOME LOAN 1.00 6/9/2017 AA+6/9/2017 1.0 23,400,000.00 100.3905 $23,491,377.00 FH090817 313370SZ2 FEDERAL HOME LOAN BANK 2.25% 9/8/2017 AA+9/8/2017 1.2 20,000,000.00 101.8727 $20,374,540.00 FH040618 3130A7LX1 FEDERAL HOME LOAN BA NKS 04/06/18 AA+4/6/2018 1.8 8,100,000.00 100.1636 $8,113,251.60 FH042417 313385ET9 FEDERAL HOME LOAN BA NKS 04/24/17 A-1+4/24/2017 0.8 30,000,000.00 99.5875 $29,876,250.00 FH053017 3130A5EP0 FEDERAL HOME LOAN BA NKS 05/30/17 AA+5/30/2017 0.9 20,000,000.00 100.0462 $20,009,240.00 FL092816 3130A2T97 FEDERAL HOME LOAN BA NK 9/28/2016 0.5%AA+9/28/2016 0.2 7,000,000.00 100.0386 $7,002,702.00 FL112316 3130A3J70 FEDERAL HOME LOAN BA NK 11/23/2016 0.625 AA+11/23/2016 0.4 30,000,000.00 100.0537 $30,016,110.00 FM022618 3134G8L98 FEDERAL HOME LOAN MO RTGAGE CORP 02/26/18 AA+2/26/2018 1.7 10,000,000.00 100.0246 $10,002,460.00 FM041118 3134G8UD9 FEDERAL HOME LOAN MO RTGAGE CORP 04/11/18 AA+4/11/2018 1.8 10,000,000.00 100.2452 $10,024,520.00 FM091518 31394JTT4 FEDERAL HOME LOAN MO RTGAGE CORP 09/15/18 AA+9/15/2018 2.2 1,892,892.06 103.3747 $1,956,771.49 FM112417 3134G8ML0 FEDERAL HOME LOAN MO RTGAGE CORP 11/24/17 AA+11/24/2017 1.4 1,100,000.00 100.0137 $1,100,150.70 FN013018 3135G0B77 FEDERAL NATIONAL MOR TGAGE ASSOC 01/30/18 AA+1/30/2018 1.6 6,000,000.00 100.8860 $6,053,160.00 FN042717 3135G0JA2 FEDERAL NATIONAL MOR TGAGE ASSOC 04/27/17 AA+4/27/2017 0.8 2,000,000.00 100.4428 $2,008,856.00 FN051517 3135G0WU3 FEDERAL NATIONAL MOR TGAGE ASSOC 05/15/17 AA+5/15/2017 0.9 4,000,000.00 100.0187 $4,000,748.00 FN060117 31359MEL3 FEDERAL NATL MTG 06/01/17 AA+6/1/2017 1.0 13,506,000.00 99.4381 $13,430,109.79 FB111816 31677QAZ2 FIFTH THIRD BANK 11/18/2016 0.7481%A-11/18/2016 0.4 8,360,000.00 100.0746 $8,366,236.56 Au051518 31680GAB2 FITAT 2015-1 A2A MTGE 1.02% 05/15/18 Aaa 5/15/2018 1.9 9,676,632.99 100.0360 $9,680,116.58 BE091517 354613AH4 FRANKLIN RESOURCES I NC. 09/15/17 AA-9/15/2017 1.2 1,750,000.00 100.4023 $1,757,040.25 FM082516 3137EACW7 FREDDIE MAC 2.0 08/25/2016 AA+8/25/2016 0.2 15,000,000.00 100.2339 $15,035,085.00 FM092616 3134G4XW3 FREDDIE MAC 9/26/2016 0.6%AA+9/26/2016 0.2 2,500,000.00 100.0923 $2,502,307.50 FR052617 3134G6R70 FREDDIE MAC 0.75% 05/26/2017 AA+5/26/2017 0.9 5,000,000.00 100.2304 $5,011,520.00 GE010917 36962G5N0 GENERAL ELEC CAP CORP 2.9% 1/9/2017 AA+1/9/2017 0.6 3,000,000.00 101.1007 $3,033,021.00 September 13, 2016 Contra Costa County Board of Supervisors 868 GE080718 36962GX66 GENERAL ELECTRIC COM PANY 08/07/18 AA+ 8/7/2018 2.2 2,023,000.00 99.8495 $2,019,955.39 GS042519 38141GVV3 GOLDMAN SACHS GROUP INC 4/25/2019 1.674 A 4/25/2019 2.8 3,000,000.00 99.7743 $2,993,229.00 GS121517 38141EC49 GOLDMAN SACHS GROUP INC. 12/15/17 A 12/15/2017 1.5 6,000,000.00 99.8940 $5,993,640.00 HD011519 41284CAB0 HARLEY-DAVIDSON 0.8% 01/15/19 AAA 1/15/2019 2.6 2,541,188.63 99.9796 $2,540,670.23 Au122117 43813JAC9 HAROT 2014-1 A3 12/21/2017 0.67% AAA 11/21/2017 1.4 1,932,143.78 99.9681 $1,931,527.42 Au071717 43814KAB7 HAROT 2015-1 A2 7/17/2017 0.7% AAA 6/15/2017 1.0 1,099,019.15 99.9890 $1,098,898.26 HI080116 4197915E4 HAWAII-TXBL-REF-ES 8/1/2016 0.731%8/1/2016 0.2 14,250,000.00 100.0120 $14,251,710.00 Au071618 41283YAC1 HDMOT 2013-1 A3 7/16/2018 0.65% Aaa 7/16/2018 2.1 78,426.65 99.9902 $78,418.97 Au011519 41284BAB2 HDMOT 2015-1 A2A 1/15/2019 0.95% AAA 1/15/2019 2.6 4,413,456.29 99.9374 $4,410,693.46 HM061719 41284DAB8 HDMOT 2016-A A2 6/17/2019 1.09% AAA 6/17/2019 3.0 6,100,000.00 100.0863 $6,105,264.30 HA072318 43814LAB5 HONDA AUTO RECEIV- ABLES 07/23/18 AAA 7/23/2018 2.1 2,091,949.84 99.9690 $2,091,301.34 HA082117 43813NAB2 HONDA AUTO RECEIV- ABLES 08/21/2017 AAA 8/21/2017 1.2 900,433.31 99.9740 $900,199.20 HB080718 40428HPW6 HSBC USA INC 8/7/2018 1.0809% A 8/7/2018 2.2 2,000,000.00 99.4742 $1,989,484.00 HB111317 40428HPM8 HSBC USA INC 11/13/2017 0.57185% A 11/13/2017 1.4 7,955,000.00 99.5499 $7,919,194.55 HB062317 40434CAB1 HSBC USA INC. 06/23/17 A 6/23/2017 1.0 4,000,000.00 99.7100 $3,988,400.00 HS011618 40428HPH9 HSBC USA INC. 01/16/18 A 1/16/2018 1.6 2,000,000.00 99.8218 $1,996,436.00 IB072216 459200GX3 IBM CORP 7/22/2016 1.95% AA- 7/22/2016 0.1 12,450,000.00 100.0587 $12,457,308.15 ID010117 45656TAQ1 INDUSTRY PUB FACS-A 1/1/2017 1.764% AA 1/1/2017 0.6 7,700,000.00 100.3540 $7,727,258.00 IA031517 4581X0BV9 INTER-AMERICAN DEVEL OPMENT BANK 03/15/17 AAA 3/15/2017 0.8 19,000,000.00 100.4836 $19,091,884.00 IA101816 4581X0BS6 INTER-AMERICAN DEVEL BK 10/18/2016 1.375 Aaa 10/18/2016 0.3 15,000,000.00 100.2446 $15,036,690.00 IN070116 45884AZN6 INTERMOUNTAIN PWR-B 7/1/2016 0.785%A+7/1/2016 0.1 6,000,000.00 100.0000 $6,000,000.00 IB090116 459056JS7 INTERNATIONAL BANK F OR RECONSTR 09/01/16 AAA 9/1/2016 0.2 5,729,000.00 101.3503 $5,806,358.69 IB092616 45905UQG2 INTERNATIONAL BANK F OR RECONSTR 09/26/16 AAA 9/26/2016 0.2 7,500,000.00 100.0460 $7,503,450.00 IB101516 459056JT5 INTERNATIONAL BANK F OR RECONSTR 10/15/16 AAA 10/15/2016 0.3 1,000,000.00 102.0200 $1,020,200.00 IF042417 45950KBS8 INTERNATIONAL FINANC E CORPORATI 04/24/17 AAA 4/24/2017 0.8 16,578,000.00 100.2622 $16,621,467.52 KO112316 45950KBQ2 INTERNATIONAL FINANC E CORPORATI 11/23/16 AAA 11/23/2016 0.4 10,000,000.00 100.1990 $10,019,900.00 IB071916 45905U7F5 INTL BK RECON & DEVE LOP 07/19/2016 0.45%AAA 7/19/2016 0.1 500,000.00 99.9970 $499,985.00 IB091516 459058BS1 INTL BK RECON & DEVE LOP 9/15/2016 1%AAA 9/15/2016 0.2 15,000,000.00 100.1280 $15,019,200.00 IB101416 459058DS9 INTL BK RECON & DEVE LOP 10/14/2016 0.62 AAA 10/14/2016 0.3 10,000,000.00 100.0581 $10,005,810.00 IB121617 45905UVJ0 INTL BK RECON & DEVE LOP 12/16/2017 0.77 Aaa 12/16/2017 1.5 10,000,000.00 100.1218 $10,012,180.00 IF010919 45950VHC3 INTL FINANCE CORP 1/9/2019 0.67685%Aaa 1/9/2019 2.6 10,000,000.00 99.9487 $9,994,870.00 Ot021518 47787UAB9 JDOT 2015-A A2A 2/15/2018 0.87%AAA 2/15/2018 1.7 3,398,382.52 99.9920 $3,398,110.65 Ot061518 47787WAB5 JDOT 2015-B A2 06/15/2018 0.98%Aaa 6/15/2018 2.0 3,926,867.24 100.0168 $3,927,526.95 OT101518 47788MAB6 JDOT 2016-A A2 10/15/2018 1.15%AAA 10/15/2018 2.3 3,900,000.00 100.0930 $3,903,627.00 DC011618 24422ESU4 JOHN DEERE CAPITAL C ORP 1/16/2018 0.543 A 1/16/2018 1.6 7,165,000.00 100.1028 $7,172,365.62 JP100117 48121CYK6 JP MORGAN CHASE BANK NA 10/1/2017 6%A-10/1/2017 1.3 1,398,000.00 105.6211 $1,476,582.98 JM032219 46625HQV5 JPMORGAN CHASE & CO 3/22/2019 A-3/22/2019 2.8 5,000,000.00 100.2675 $5,013,375.00 JP021517 46623EJZ3 JPMORGAN CHASE & CO 2/15/2017 0.750933%A-2/15/2017 0.7 1,500,000.00 100.1091 $1,501,636.50 JP012518 46625HJG6 JPMORGAN CHASE & CO. 01/25/18 A-1/25/2018 1.6 7,000,000.00 100.7902 $7,055,314.00 JP061417 48125LRD6 JPMORGAN CHASE BANK NATIONAL A 06/14/17 A+6/14/2017 1.0 1,500,000.00 99.9318 $1,498,977.00 KE112516 49327M2E3 KEY BANK NA 11/25/2016 0.7516%A-11/25/2016 0.4 8,000,000.00 100.0367 $8,002,936.00 LD080116 54465AFK3 LA CO REDEV-B-TXBL 8/1/2016 1.074%AA-8/1/2016 0.2 5,735,000.00 100.0020 $5,735,114.70 LO110116 544587B72 LOS ANGELES CALIF MU N IMPT CORP 11/01/16 A+11/1/2016 0.4 10,965,000.00 100.1720 $10,983,859.80 LA070116 5446462D3 LOS ANGELES SD-L-TXB L 7/1/2016 0.68%AA-7/1/2016 0.1 1,000,000.00 100.0000 $1,000,000.00 MA090116 562785LC7 MANHATTAN BEACH CA .856% 9/1/16 AA 9/1/2016 0.2 1,405,000.00 100.0550 $1,405,772.75 MA072517 55279HAH3 MANUF & TRADERS TRUS T CO 7/25/2017 0.53 A 7/25/2017 1.1 10,000,000.00 99.8263 $9,982,630.00 MT013017 55279HAD2 MANUF & TRADERS TRUS T CO 1/30/2017 1.25 A 1/30/2017 0.6 2,000,000.00 100.0146 $2,000,292.00 Au081517 58768LAD5 MBALT 2015-A A3 8/15/2017 1.1%AAA 8/15/2017 1.2 2,230,989.65 100.0517 $2,232,143.07 Au011618 58769AAB2 MBALT 2015-B A2A 1% 01/16/18 AAA 1/16/2018 1.6 8,965,150.06 100.0294 $8,967,785.82 MB061518 58772PAB4 MERCEDES BENZ AUTO R ECEIVABLES 06/15/18 AAA 6/15/2018 2.0 1,412,421.47 100.0008 $1,412,432.77 MI100116 605581FW2 MISSISSIPPI ST-B-TXB L 10/1/2016 0.64%AA 10/1/2016 0.3 2,780,000.00 100.0070 $2,780,194.60 MS100116 605581EP8 MISSISSIPPI ST-D-REF 10/1/2016 0.64%AA 10/1/2016 0.3 2,520,000.00 100.0090 $2,520,226.80 MO010518 61761JVN6 MORGAN STANLEY 1/5/2018 1.007098%A 1/5/2018 1.6 7,938,000.00 100.0737 $7,943,850.31 MO020119 61746BDY9 MORGAN STANLEY 2/1/2019 2.007761%A 2/1/2019 2.7 3,500,000.00 101.1220 $3,539,270.00 Au041717 65490BAB1 NALT 2014-B A2A 4/17/2017 0.73%AAA 4/17/2017 0.8 1,470,935.28 99.9752 $1,470,570.49 Au091517 65477UAB6 NAROT 2015-A A2 9/15/2017 0.67%AAA 9/15/2017 1.2 1,629,405.57 99.9794 $1,629,069.91 NA021519 65478UAC3 NAROT 2016-A A2B 2/15/2019 0.777%AAA 2/15/2019 2.7 5,000,000.00 100.1225 $5,006,125.00 AU041519 65478VAB3 NAROT 2016-B A2A 4/15/2019 1.05%A 4/15/2019 2.8 4,000,000.00 100.1713 $4,006,852.00 NR041017 637432HT5 NATIONAL RURAL UTILI TIES COOPER 04/10/17 A 4/10/2017 0.8 8,880,000.00 103.3117 $9,174,078.96 NR042417 63743HEM0 NATIONAL RURAL UTILI TIES COOPER 04/24/17 A 4/24/2017 0.8 5,000,000.00 100.0108 $5,000,540.00 NY021517 64990EJ32 NEW YORK ST DORM AUT 2/15/17 .93%AAA 2/15/2017 0.7 3,685,000.00 100.2850 $3,695,502.25 OC081516 675371AS7 OCEANSIDE PENSION-RE F 8/15/2016 1.406%AA 8/15/2016 0.2 750,000.00 100.0440 $750,330.00 OR110116 68428LDM3 ORANGE CNTY CALIF 11/01/16 AA 11/1/2016 0.4 7,700,000.00 100.0740 $7,705,698.00 OP031717 690353M20 OVERSEAS PRIVATE INV COR 3/17/2017 1.01%A-1+3/17/2017 0.8 3,000,000.00 100.1893 $3,005,679.00 OP033017 690353N29 OVERSEAS PRIVATE INV COR 3/30/2017 0%A-1+3/30/2017 0.8 10,000,000.00 100.2003 $10,020,030.00 PB060118 69353REN4 PNC BANK NA 06/01/2018 A 6/1/2018 2.0 3,000,000.00 99.8559 $2,995,677.00 PN012717 69353RCG1 PNC BANK NA 1/27/2017 1.125%A 1/27/2017 0.6 12,735,000.00 100.0856 $12,745,901.16 PN110116 69349LAP3 PNC BANK NA 11/1/2016 1.15%A 11/1/2016 0.4 1,060,000.00 100.0356 $1,060,377.36 PO121516 738798BD8 POWAY REDEV AGY-B 12/15/2016 1.1%AA-12/15/2016 0.5 3,545,000.00 100.0870 $3,548,084.15 RI020117 762494QV7 RIALTO USD-TXBL 2/1/2017 1.258%AA 2/1/2017 0.7 800,000.00 100.3310 $802,648.00 RI090116 76912TJC8 RIVERSIDE PUB FIN-RE F 9/1/2016 1%A 9/1/2016 0.2 2,090,000.00 100.0070 $2,090,146.30 SD070116 7973552R4 SAN DIEGO CALIF UNI SCH DIST 07/01/16 AA-7/1/2016 0.1 10,000,000.00 100.0000 $10,000,000.00 SA100116 79876CAV0 SAN MARCOS CA REDEV 1.09% 10/1/16 AA-10/1/2016 0.3 5,125,000.00 100.0770 $5,128,946.25 Au081417 78448MAB3 SMAT 2015-1US A2A 8/14/2017 0.99%AAA 8/14/2017 1.2 1,157,422.80 99.8942 $1,156,198.25 AT071717 89236WAB4 TAOT 2015-A A2 7/17/2017 0.71%AAA 7/17/2017 1.1 1,798,396.91 99.9865 $1,798,154.12 Au021518 89231TAB6 TAOT 2015-C A2A 2/15/2018 0.93%AAA 2/15/2018 1.7 4,174,851.10 100.0386 $4,176,462.59 KO102717 191216BR0 THE COCA-COLA COMPAN Y 10/27/17 AA-10/27/2017 1.3 1,500,000.00 100.1327 $1,501,990.50 TD021017 89116EPA5 TORONTO DOMINION HLDGS CP 02/10/17 A-1+2/10/2017 0.7 21,000,000.00 99.4188 $20,877,948.00 TO011218 89236TCB9 TOYOTA MOTOR CREDIT CORP 1/12/2018 0.57 AA-1/12/2018 1.6 13,000,000.00 99.9264 $12,990,432.00 TO091516 89233P5E2 TOYOTA MOTOR CREDIT CORP 9/15/2016 2%AA-9/15/2016 0.2 895,000.00 100.2425 $897,170.38 UB092616 90521APH5 UNION BANK NA 9/26/2016 1.5%A+9/26/2016 0.2 9,330,000.00 100.1118 $9,340,430.94 UN092616 90521APG7 UNION BANK NA 9/26/2016 0.9996%A+9/26/2016 0.2 2,515,000.00 100.1225 $2,518,080.88 MT061617 90520EAE1 UNION BANK OF CALIFO RNIA NATION 06/16/17 A+6/16/2017 1.0 3,545,000.00 100.9221 $3,577,688.45 N123117 912828UE8 UNITED STATES TREASU RY NOTES 12/31/17 AA+12/31/2017 1.5 20,000,000.00 100.2617 $20,052,340.00 September 13, 2016 Contra Costa County Board of Supervisors 869 T013118 912828P20 UNITED STATES TREASU RY NOTES 01/31/18 AA+1/31/2018 1.6 20,000,000.00 100.2695 $20,053,900.00 T043017 912828SS0 UNITED STATES TREASU RY NOTES 04/30/17 AA+4/30/2017 0.8 10,000,000.00 100.3038 $10,030,380.00 T123117 912828N55 UNITED STATES TREASU RY NOTES 12/31/17 AA+12/31/2017 1.5 35,000,000.00 100.6250 $35,218,750.00 TN113016 912828MA5 UNITED STATES TREASU RY NOTES 11/30/16 AA+11/30/2016 0.4 10,000,000.00 100.9883 $10,098,830.00 AA 7/1/2017 1.1 14,380,000.00 100.0100 $14,381,438.00 A+11/15/2016 0.4 1,365,000.00 100.3547 $1,369,841.66 AA-1/30/2017 0.6 3,100,000.00 100.0488 $3,101,512.80 AA-1/26/2018 1.6 11,500,000.00 99.8136 $11,478,564.00 AA+8/31/2016 0.2 14,500,000.00 100.1158 $14,516,791.00 AAA 12/15/2017 1.5 425,074.07 99.9544 $424,880.23 AAA 3/15/2018 1.8 7,116,134.73 99.9491 $7,112,512.62 AAA 4/20/2018 1.8 2,250,079.82 99.8518 $2,246,745.20 A 6/9/2017 1.0 1,000,000.00 100.0527 $1,000,527.00 A 9/15/2016 0.2 1,925,000.00 100.2567 $1,929,941.48 A+12/14/2017 1.5 10,000,000.00 100.6210 $10,062,100.00 AAA 4/20/2017 0.8 1,312,822.62 99.9924 $1,312,722.84 AAA 6/20/2017 1.0 758,792.69 99.9664 $758,537.73 UC070141 91412GEZ4 UNIVERSITY CALIF REVS 07/01/2041** US111516 91159HHB9 US BANCORP 11/15/2016 2.2% UB013017 90331HMC4 US BANK NA CINCINNAT I 1/30/2017 1.1% US012618 90331HMR1 US BANK NA CINCINNAT I 1/26/2018 0.55572 T083116 912828RF9 US TREASURY N/B 8/31/2016 1% Au121517 90290KAC9 USAOT 2014-1 A3 12/15/2017 0.58% Au031518 90290XAB3 USAOT 2015-1 A2 3/15/2018 0.82% Au042018 92867PAC7 VALET 2013-2 A3 4/20/2018 0.7% VZ060917 92343VCD4 VERIZON COMMUNICATIO NS 6/9/2017 0.6306% VZ091516 92343VBL7 VERIZON COMMUNICATIO NS 9/15/2016 1.7823 V121417 92826CAA0 VISA INC 12/14/2017 1.2% Au042017 92867QAD3 VWALT 2014-A A3 4/20/2017 0.8% Au062017 92867VAB6 VWALT 2015-A A2A 6/20/2017 0.87% VPWF3801 VP7000236 WELLS FARGO ADVANT- AGE HERITAGE AAA 7/1/2016 0.1 44,240,838.13 100.0000 $44,240,838.13 Grand Total $1,190,512,142.63 *Security ratings are updated monthly at month-end. **Mandatory put on 7/1/17 September 13, 2016 Contra Costa County Board of Supervisors 870 SECTION III APPENDIX B. INVESTMENT PORTFOLIO DETAIL – MANAGED BY OUTSIDE CONTRACTED PARTIES B. 3. EAST BAY REGIONAL COMMUNICATIONS SYSTEM AUTHORITY (EBRCS) September 13, 2016 Contra Costa County Board of Supervisors 871 EBRCS TRANSACTIONS* For the Quarter Ending June 30, 2016 FY 2015-2016 FUND BALANCE @ TJ/Date TJ/Date TJ/Date TJ/Date TJ/Date TJ/Date BALANCE @ NUMBER 03/31/16 06/30/16 100300 2,232,756.90 2,232,756.90 TOTALS 2,232,756.90 0.00 0.00 0.00 0.00 0.00 0.00 2,232,756.90 * East Bay Regional Communications System Authority September 13, 2016 Contra Costa County Board of Supervisors 872 EXHIBITS September 13, 2016 Contra Costa County Board of Supervisors 873 Exhibit ICONTRA COSTA COUNTYPortfolio Summary ReportAS OF JUNE 30, 2016Portfolio CharacteristicsPar$3,318,656,801.66Cost$3,316,430,137.38Market Value$3,324,733,399.00Weighted Yield to Maturity0.84%Weighted Average Days to Maturity227 Weighted Duration0.62yrPortfolio Breakdown by InvestmentInvestmentsPar Value Percent of TotalU.S. Treasuries$27,440,000.000.83%U.S.Agencies-Federal, State and Local742,662,000.0022.38%Supranationals35,000,000.001.05%Money Market1,783,213,654.0953.73%ABS/MBS6,893,621.960.21%Corporate Notes141,512,000.004.26%Outside Contractors-LAIF206,784,102.556.23%Outside Contractors-Other 180,130,172.785.43%Cash195,021,250.285.88%TOTAL*$3,318,656,801.66 100.00% **Maturity DistributionTimePar Value Percent of TotalLess 1 yr$2,561,691,278.0677.19%1 to 2 yrs371,377,938.9911.19%2 to 3 yrs307,677,827.719.27%3 to 4 yrs58,362,000.001.76%4+ yrs19,547,756.900.59%TOTAL*$3,318,656,801.66 100.00% *** Does not include the Futuris Public Entity Trust of the Contra Costa Community College District Retirement Board of Authority** May or may not total to 100% due to roundingU.S. Treasuries0.83%U.S.Agencies‐Federal, State and Local22.38%Supranationals1.05%Money Market53.73%ABS/MBS0.21%Corporate Notes4.26%Outside Contractors‐LAIF6.23%Outside Contractors‐Other 5.43%Cash5.88%PORTFOLIO BREAKDOWNBY INVESTMENTLess 1 yr77.19%1 to 2 yrs11.19%2 to 3 yrs9.27%3 to 4 yrs1.76%4+ yrs0.59%MATURITY DISTRIBUTIONSeptember 13, 2016Contra Costa County Board of Supervisors874 Exhibit IICONTRA COSTA COUNTY INVESTMENT POOLPERFORMANCE SUMMARYAS OF JUNE 30, 2016AVERAGE DAYS TO3 PERCENT OFMATURITY AT PARPORTFOLIOYTMEND-OF-QUARTERDURATION($)(%)(%)(day)(year)A. Investments Managed by Treasurer's Office$2,736,721,276.05 82.52% 0.9043%2700.741B. Investments Managed by Outside Contractors1. Local Agency Investment Fund $206,784,102.55 6.24% 0.5500% 1 N/A2. Othera. Wells Capital Management $44,153,336.92 1.33% 0.7010% 314 0.492b. CalTRUST (Short-Term Fund)$133,744,078.96 4.03%0.7300%1N/AC. Cash$195,021,250.28 5.88%0.3500%41N/A3 Yield to Maturity on Portfolio at End-of-Quarter = 0.84%3 Weighted Average Days to Maturity on Portfolio at End-of-Quarter = 2273 Weighted Duration (yr) at End-of-Quarter =0.621. Data is provided by Sungard.2. Data is provided by Wells Cap Management.3. Excludes: Section B.2.a (EBRCS Bond) of the Investment Pool summary report and Futuris Public Entity Trust4. Earnings Credit Rate on Investable BalanceLAIF and CalTRUST Short-Term are subject to a one day call of principal provision.WEIGHTEDSeptember 13, 2016Contra Costa County Board of Supervisors875 Exhibit III CONTRA COSTA COUNTY INVESTMENT POOL As of June 30, 2016As of March 31, 2016CHANGE IN VALUETYPEPAR VALUEPAR VALUEFROM PREV. QTR.% CHANGEA. Investments Managed by Treasurer's Office 1. U.S. Treasuries (STRIPS, Bills, Notes) $27,440,000.00 $33,425,000.00 ($5,985,000.00)-17.91% 2. U.S. Agencies Federal Home Loan Banks 243,865,000.00 240,490,000.00 3,375,000.001.40% Federal National Mortgage Association 103,032,000.00 93,836,000.00 9,196,000.009.80% Federal Farm Credit Banks 201,305,000.00 181,305,000.00 20,000,000.0011.03% Federal Home Loan Mortgage Corporation 192,470,000.00 134,219,000.00 58,251,000.0043.40% Municipal Bonds 1,990,000.00 3,645,000.00 (1,655,000.00)-45.40% Subtotal 742,662,000.00 653,495,000.00 89,167,000.0013.64% 3. Supranationals 35,000,000.00 15,000,000.00 20,000,000.0057.14% 4. Money Market Instruments Commercial Paper 1,032,625,000.00 1,021,430,000.00 11,195,000.001.10% Negotiable Certificates of Deposit 747,845,000.00 830,915,000.00 (83,070,000.00)-10.00% Medium Term Certificates of Deposit 2,175,000.00 2,175,000.00 0.000.00% Money Market Accounts 565,318.32 565,318.32 0.000.00% Time Deposit 3,335.77 3,335.77 0.000.00% Subtotal 1,783,213,654.09 1,855,088,654.09 (71,875,000.00)-3.87% 5. Asset Backed Securities/Mortgage Backed Securities 6,893,621.96 5,140,142.14 2,093,548.49100.00% 6. Corporate Notes 141,512,000.00 140,882,000.00 630,000.000.45%TOTAL2,736,721,276.05 2,703,030,796.23 33,690,479.821.25%B. Investments Managed by Outside Contractors 1. Local Agency Investment Fund 206,784,102.55 194,240,588.39 12,543,514.166.46% 2. Othera. EBRCS Bond 2,232,756.90 2,232,756.90 0.000.00%b. Wells Capital Management 44,153,336.92 44,251,467.61 (98,130.69)-0.22%c. CalTRUST (Short-Term Fund) 133,744,078.96 133,610,734.91 133,344.050.10%Subtotal 180,130,172.78 180,094,959.42 35,213.360.02%TOTAL386,914,275.33 374,335,547.81 12,578,727.523.36%C. Cash195,021,250.28 210,655,908.03 (15,634,657.75)-7.42%* GRAND TOTAL (FOR A , B, & C)$3,318,656,801.66 $3,288,022,252.07 $30,634,549.590.93%* Does not include the Futuris Public Entity Trust of the Contra Costa Community College District Retirement Board of AuthoritySeptember 13, 2016Contra Costa County Board of Supervisors876 CONTRA COSTA INVESTMENT POOLINVESTMENTS MANAGED BY TREASURER'S OFFICEQUARTERLY COUPON RATES, YIELD TO MATURITYExhibit IV Quarter EndingFiscal Year September December March June2015/16Coupon Rate0.6433% 0.7270% 0.8556% 0.9341%Yield to Maturity0.5859% 0.6955% 0.8251% 0.9043%2014/15Coupon Rate0.5437% 0.4624% 0.4912% 0.5309%Yield to Maturity0.4605% 0.4185% 0.4379% 0.4894%2013/14Coupon Rate0.6331% 0.4843% 0.4686% 0.4802%Yield to Maturity0.4645% 0.3709% 0.3680% 0.3877%2012/13Coupon Rate0.8304% 0.5568% 0.5829% 0.5838%Yield to Maturity0.6012% 0.3947% 0.4243% 0.4229%2011/12Coupon Rate0.8769% 0.8385% 0.8122% 0.7426%Yield to Maturity0.6842% 0.6658% 0.6739% 0.6130%2010/11Coupon Rate0.9802% 0.7132% 0.7326% 0.6982%Yield to Maturity0.7494% 0.5866% 0.6133% 0.5612%2009/10Coupon Rate1.2464% 0.8931% 0.8610% 0.8212%Yield to Maturity1.1095% 0.7840% 0.7373% 0.6993%2008/09Coupon Rate4.4019% 1.7623% 1.2918% 1.2418%Yield to Maturity4.2819% 1.6574% 1.1808% 1.1231%2007/08Coupon Rate5.1675% 4.6491% 3.3805% 2.9712%Yield to Maturity5.2022% 4.6583% 3.3454% 2.9048%2006/07Coupon Rate5.1683% 5.1819% 5.2384% 5.2407%Yield to Maturity5.2286% 5.2229% 5.2766% 5.2705%2005/06Coupon Rate3.6925% 4.1660% 4.6328% 5.0427%Yield to Maturity3.6818% 4.1594% 4.6358% 5.0821%Source: All data is calculated by Sungard.September 13, 2016Contra Costa County Board of Supervisors877 CONTRA COSTA INVESTMENT POOLINVESTMENTS MANAGED BY OUTSIDE CONTRACTORLAIF QUARTERLY APPORTIONMENT RATESExhibit IV (a)Quarter EndingFiscal Year September December March June2015/16 Apportionment Rate 0.32% 0.37% 0.46% 0.55%2014/15 Apportionment Rate 0.24% 0.25% 0.26% 0.28%2013/14 Apportionment Rate 0.26% 0.26% 0.23% 0.22%2012/13 Apportionment Rate 0.35% 0.32% 0.28% 0.24%2011/12 Apportionment Rate 0.38% 0.38% 0.38% 0.36%2010/11 Apportionment Rate 0.51% 0.46% 0.50% 0.48%2009/10 Apportionment Rate 0.90% 0.60% 0.56% 0.56%2008/09 Apportionment Rate 2.77% 2.54% 1.91% 1.51%2007/08 Apportionment Rate 5.24% 4.96% 4.18% 3.11%2006/07 Apportionment Rate 4.93% 5.11% 5.17% 5.23%2005/06 Apportionment Rate 3.18% 3.63% 4.03% 4.53%Source: Contra Costa County Treasurer's Quarterly Investment Report - LAIF StatementsSeptember 13, 2016Contra Costa County Board of Supervisors878 Exhibit IV (b)0.00%0.50%1.00%1.50%2.00%2.50%3.00%3.50%4.00%4.50%5.00%5.50%Contra Costa County Investment Poolas of June 30, 2016TTC "Coupon"TTC "YTM"LAIFSeptember 13, 2016Contra Costa County Board of Supervisors879 Exhibit IV (c)-2.00%-1.00%0.00%1.00%2.00%3.00%4.00%5.00%6.00%7.00%6/30/16 12/27/16 6/25/17 12/22/17 6/20/18 12/17/18 6/15/19 12/12/19 6/9/20 12/6/20 6/4/21Yield to Maturity Maturity DatesRisk Assessmentas of June 30, 2016CountyTreasurerWells CapitalMgmtUS TreasuriesYield Curve2 Standard Deviations1 Standard Deviation-1 Standard Deviation-2 Standard Deviations1 year2 years3 years5 yearsSeptember 13, 2016Contra Costa County Board of Supervisors880 Risk Assessment(Securities Greater Than Two Standard Deviations) As of June 30, 2016Exhibit IV (d)CUSIPDESCRIPTIONPURCHASE DATEPARCOST MARKETCOUPON (%)MATURITY DATEYTM (%)204712FD0 AUHSD MUNI COMPTONCA CNTY REDEV1/3/12110,000.00 7,453.00 7,453.00 0.008/1/166.53167486YX1 AUHSD MUNI CITY CHICAGO6/27/13270,000.00 70,229.60 70,229.60 5.001/1/17 4.66060505DP6 CCCCD CORP BANK OF AMERICA1/13/16 1,390,000.00 1,484,186.40 1,471,231.60 5.75 12/1/17 2.061. Date when the security was transferred from AUHSD to Contra Costa County Investment Pool Managed by Treasurer's Office.2. Date when the security was transferred from AUHSD's Fund 5055 to Fund 5057 per District's request.September 13, 2016Contra Costa County Board of Supervisors881 Exhibit VAVERAGE DAYSAVERAGE DAILY TO MATURITY AVERAGE DAYS TOBALANCE PERCENT OF AVERAGE AS A PERCENT MATURITY FOR (PAR)PORTFOLIOYTMOF PORTFOLIOTHE QUARTER A. Investments Managed by Treasurer's Office$2,966,715,459.90 83.74% 0.8660% 220.75 264B. Investments Managed by Outside Contractors 1. Local Agency Investment Fund $204,339,643.00 5.77% 0.5520% 0.06 1 2. Other a. Wells Capital Management $44,203,180.01 1.25% 0.7423% 4.00 320b. CalTRUST Short Term Fund $133,612,216.51 3.77% 0.7167% 0.04 1c. Cash $194,030,252.93 5.48% 0.2245% 0.00 0Total $3,542,900,752.34 100.00% * Weighted Average YTM of Portfolio = 0.81% 225 * Excludes: Section B.2.a (EBRCS Bond) of the Investment Pool Summary and Futuris Public Entity Trust LAIF and CalTRUST Short Term Fund are subject to a one day call of principal provisionCONTRA COSTA COUNTY INVESTMENT POOL AVERAGE INFORMATIONApril 1, 2016 through June 30, 2016September 13, 2016Contra Costa County Board of Supervisors882 Exhibit V (a)CONTRA COSTA COUNTY INVESTMENT POOLSUMMARY OF POOL RATES AND BENCHMARKSAS OF JUNE 30, 2016AveragePool Rates:YTM as ofQuarterlyDays to6/30/16Ave.MaturityTotal County Portfolio (w/o Cash)0.84%0.81%249*1Investments Managed by Treasurer's Office0.90%0.87%264Wells Capital Management 0.70%0.74%320CalTRUST Short Term Fund0.73%0.72%398*2QuarterlyPMIA Ave.ApportionmentEffective RateYieldLocal Agency Investment Fund (LAIF)0.55%0.55%167*24/1/16 - 6/30/16Benchmarks:6/30/16High Ave.LowFederal Fund Rate0.3200% 0.6900% 0.3834% 0.2800%Six Month Treasury Bill0.2575% 0.3775% 0.2862% 0.2225%Six Month LIBOR0.9242% 0.9931% 0.9241% 0.8869%Vanguard Prime Money Mkt Fund0.1100%*1. Cash is excluded from the calculation.*2. Average days to maturity (with a one day call of principal provision)September 13, 2016Contra Costa County Board of Supervisors883 Exhibit V (b)0.0000%1.0000%2.0000%3.0000%4.0000%5.0000%6.0000%Contra Costa County Investment PoolAverage Quarterly YTMas of June 30, 2016TreasurerLAIFWells CapitalMgmtCalTRUSTSeptember 13, 2016Contra Costa County Board of Supervisors884 Exhibit VIPurchase CouponDescriptionCUSIPDateRateParMarket CostProvisionsFund #*Svenska Handelsbanken Float CD 8/24/17 86958DH54 11/24/15 1.1113% $1,340,000.00 $1,340,000.00 $1,340,000.00 Float quarterly: LIBOR +45 bps 6911HSBC BK Float CD 11/17/17 40428AR41 11/18/15 1.2082% $2,175,000.00 $2,175,000.00 $2,175,000.00 Float quarterly: LIBOR +59 bps 6911Intel Structured Callable 12/15/17 458140AL4 1/27/14 1.3500% $5,211,000.00 $5,241,901.23 $5,179,629.78 Make-whole call +12.5 bps until 12/15/178177BB&T Corp Callable 2/1/1905531FAQ6 9/29/15 2.2500%$1,960,000.00 $2,007,647.60 $1,980,325.20 Call anytime on and after 1/2/197903FFCB Callable 2/22/193133EFYS0 3/2/16 1.1500%$10,000,000.00 $10,022,600.00 $9,983,594.44 Call anytime on and after 2/22/178177FHLMC Callable 6/14/193134G9QW0 6/14/16 1.2800%$10,000,000.00 $10,031,500.00 $10,000,000.00 One time: 6/14/178177FHLMC Step Up 9/30/193134G8PD5 3/30/16 1.3500%$10,000,000.00 $10,032,500.00 $10,000,000.00 One time: 3/30/178177FHLMC Callable 12/30/193134G8W21 4/8/16 1.3750%$5,000,000.00 $5,009,250.00 $5,000,000.00 One time: 3/30/178177FNMA Step-Up Callable 4/13/213136G3HG3 4/13/16 1.0000%$10,000,000.00 $10,029,800.00 $10,000,000.00 One time: 4/13/178177Total$40,686,000.00* Fund #6911 Contra Costa County Schools Insurance Group7903 Contra Costa Community College District Retiree Health Benefits8177 County (Pool)CONTRA COSTA COUNTYTREASURER'S INVESTMENT PORTFOLIOSTRUCTURED SECURITIESJune 30, 2016September 13, 2016Contra Costa County Board of Supervisors885 Exhibit VI (a)DESCRIPTIONCUSIPMATURITY DATEPARMARKETCOSTPROVISIONS($)($)($)AETNA INC 12/8/2017 1.335522%00817YAR912/8/2017 4,700,000.00 4,706,838.50 4,700,000.00 Float quarterly: LIBOR +65 bpsAPPLE INC. 05/05/17037833AM25/5/2017 8,547,000.00 8,567,136.73 8,567,940.15 Make‐whole call +5 bpsAMERICAN HONDA FINANCE 9/20/2017 0.7626 02665WAY79/20/2017 3,800,000.00 3,806,859.00 3,800,414.00 Float quarterly: LIBOR +45 bpsAMERICAN HONDA FINANCE 12/11/2017 0.545 02665WAR212/11/2017 8,000,000.00 8,005,760.00 8,000,000.00 Float quarterly: LIBOR +31 bpsBANK OF AMERICA NA 2/14/2017 0.7061% 06050TLU4 2/14/20171,720,000.00 1,722,392.52 1,718,780.00 Float quarterly: LIBOR +47 bps BA CREDIT CARD TRUST 06/15/2005522RCT36/15/2020 10,000,000.00 10,011,540.00 10,003,906.25 5% clean up callBANK OF NEW YORK MELLON CORPORA 01/17/17 06406HCA51/17/2017 7,000,000.00 7,048,454.00 7,097,580.00 Call on and anytime after 12/18/16BANK OF NY MELLON 5/22/18 VARIABLE06406HDC05/22/2018 5,000,000.00                4,999,145.00 4,998,500.00 Float quarterly: LIBOR +38 bpsBB&T CORPORATION 10/01/1707330NAK110/1/20172,500,000.00 2,506,385.00 2,504,525.00 Call on and anytime after 9/1/17BERKSHIRE HATHAWAY FIN 1/12/2018 0.5533 084664CD11/12/2018 2,750,000.00 2,750,932.25 2,750,000.00 Float quarterly: LIBOR +30 bpsBMWLT 2016-1 A2B 1/22/2018 0.92925%05581RAC01/22/2018 10,000,000.00 10,020,270.00 10,000,000.00 Float monthly: LIBOR +50 bps; 5% clean up callBRANCH BANKING & TRUST 4/3/2017 1% 07330NAH8 4/3/2017 1,100,000.00 1,100,223.30 1,096,370.00 Call on and anytime after 3/3/17BRANCH BANKING & TRUST  12/1/2016 0.6743 07330NAF2 12/1/20163,000,000.00 3,002,733.00 3,001,780.00 Float quarterly: LIBOR +43 bps; Call after 11/1/16BRANCH BANKING & TRUST 9/13/2016 0.5899 10513KAB09/13/20162,000,000.00 2,000,780.00 1,994,850.00 Float quarterly: LIBOR +32 bpsBRANCH BANKING & TRUST 10/3/2016 1.45% 07330NAC9 10/3/2016 800,000.00 800,669.60 802,656.00 Call on and anytime after 9/3/16BRANCH BANKING & TRUST 5/1/2019 07330NAM7 5/1/2019 8,000,000.00 8,002,040.00 8,000,000.00 Float quarterly: LIBOR +53 bps; Call after 4/10/19CA UNI-FLTG-TXB-Y-2 7/1/2041 0.656%91412GFA87/1/20174,250,000.00 4,250,425.00 4,249,500.00 Float monthly: LIBOR +50 bpsCATERPILLAR INC 08/15/16149123BM28/15/2016 1,549,000.00 1,557,460.64 1,589,490.86 Make‐whole call +12.5 bpsCCCIT 2013-A6 A6 9/7/2018 1.32% 17305EFE09/7/201815,500,000.00 15,514,384.00 15,559,677.71 5% clean up callCHAIT 2014-A1 A1 1/15/2019 1.15%161571GJ71/15/201913,000,000.00 13,026,026.00 13,057,890.69 10% clean up callCHEVRON CORP 3/2/2018 0.432967%166764AW03/2/2018 4,000,000.00 3,985,596.00 4,000,000.00 Float quarterly: LIBOR +17 bps CHEVRON CORP 5/16/2018 1.1296%166764BE95/16/2018 5,700,000.00 5,705,996.40 5,700,000.00 Float quarterly: LIBOR +50 bpsCISCO SYSTEMS INC 06/15/201817275RAY86/15/2018 4,500,000.00 4,506,696.00 4,500,000.00 Float quarterly: LIBOR +31 bpsCITIGROUP INC 4/27/2018 0.967%172967JQ54/27/2018 5,000,000.00 4,996,515.00 5,000,000.00 Float quarterly: LIBOR +69 bpsCITIGROUP INC. 12/07/18172967KF712/7/2018 3,000,000.00 3,000,003.00 3,000,000.00 Float quarterly: LIBOR +86 bpsCITIGROUP INC 6/7/2019 1.6113%172967KT76/7/2019 2,000,000.00 2,003,280.00 2,000,000.00 Float quarterly: LIBOR +93 bpsCREDIT SUISSE NEW YORK 4/27/2018 0.9574 22546QAW74/27/2018 5,500,000.00                5,495,627.50 5,500,000.00 Float quarterly: LIBOR +68 bpsFEDERAL FARM CREDITBANK 8/8/2018 0.617 3133EFYG68/8/2018 10,000,000.00 10,003,190.00 10,000,000.00 Float monthly: LIBOR +19 bpsFEDERAL FARM CREDITBANK 9/17/2018 0.66 3133EFM619/17/2018 10,000,000.00 10,010,990.00 10,000,000.00 Float monthly: LIBOR +22 bpsFEDERAL HOME LOAN BANKS 04/06/183130A7LX14/6/2018 8,100,000.00 8,113,251.60 8,100,000.00 One time: 4/6/17FEDERAL NATIONAL MORTGAGE ASSOC 05/15/17 3135G0WU35/15/2017 4,000,000.00 4,000,748.00 4,000,000.00 Quarterly; First: 11/15/13; Last: 8/24/17FEDERAL HOME LOAN MORTGAGE CORP 11/24/17 3134G8ML011/24/2017 1,100,000.00 1,100,150.70 1,100,000.00 Quarterly; First: 5/24/16; Last: 8/24/17FEDERAL HOME LOAN MORTGAGE CORP 02/26/18 3134G8L982/26/2018 10,000,000.00 10,002,460.00 10,000,000.00 Quarterly; First: 5/26/16; Last: 11/26/17FEDERAL HOME LOAN MORTGAGE CORP 04/11/18 3134G8UD94/11/2018 10,000,000.00 10,024,520.00 10,010,000.00 One time: 1/11/17FEDERAL HOME LOAN MORTGAGE CORP 09/15/18 31394JTT49/15/2018 1,892,892.06 1,956,771.49 1,969,199.27 1% clean up callFEDERAL NATIONAL MORTGAGE ASSOC 01/30/18 3135G0B771/30/2018 6,000,000.00 6,053,160.00 6,079,380.00 One time: 1/30/17FITAT 2015-1 A2A MTGE 1.02% 05/15/1831680GAB25/15/2018 9,676,632.99 9,680,116.58 9,676,368.82 10% collateral callFRANKLIN RESOURCES INC. 09/15/17354613AH49/15/2017 1,750,000.00 1,757,040.25 1,756,755.50 Make‐whole call +12.5 bpsFREDDIE MAC0.75% 05/26/20173134G6R705/26/20175,000,000.00 5,011,520.00 4,995,500.00 One time: 5/26/16FIFTH THIRD BANK 11/18/2016 0.7481% 31677QAZ2 11/18/20168,360,000.00 8,366,236.56 8,371,221.50 Float quarterly: LIBOR +51 bps; Call after 10/18/16GENERAL ELECTRIC COMPANY 08/07/1836962GX668/7/2018 2,023,000.00 2,019,955.39 2,018,954.00 Float quarterly: LIBOR +27 bpsGOLDMAN SACHS GROUPINC. 12/15/1738141EC4912/15/2017 6,000,000.00 5,993,640.00 5,981,820.00 Float quarterly: LIBOR +80 bpsGOLDMAN SACHS GROUPINC 4/25/2019 1.674 38141GVV34/25/2019 3,000,000.00 2,993,229.00 3,000,000.00 Float quarterly: LIBOR +104 bpsHARLEY-DAVIDSON 0.8% 01/15/1941284CAB01/15/20192,541,188.63 2,540,670.23 2,541,170.07 10% collateral callHAROT 2015-1 A2 7/17/2017 0.7%43814KAB76/15/2017 1,099,019.15 1,098,898.26 1,099,548.89 10% collateral callHAROT 2014-1 A3 11/21/2017 0.67%43813JAC911/21/2017 1,932,143.78 1,931,527.42 1,931,087.15 10% collateral callHAWAII-TXBL-REF-ES 8/1/2016 0.731%4197915E48/1/201614,250,000.00 14,251,710.00 14,251,690.00 Make‐whole call +10 bpsHDMOT 2013‐1 A3 7/16/2018 0.65% 41283YAC1 7/16/201878,426.65 78,418.97 78,322.49 10% collateral callHDMOT 2015-1 A2A 1/15/2019 0.95%41284BAB21/15/2019 4,413,456.29 4,410,693.46 4,413,420.54 10% collateral callHDMOT 2016-A A26/17/2019 1.09%41284DAB86/17/2019 6,100,000.00 6,105,264.30 6,099,835.91 10% collateral callHONDA AUTO RECEIV-ABLES 08/21/201743813NAB28/21/2017900,433.31 900,199.20 900,379.38 10% clean up callHONDA AUTO RECEIV-ABLES 07/23/1843814LAB57/23/2018 2,091,949.84 2,091,301.34 2,091,911.77 10% collateral callHSBC USA INC. 06/23/1740434CAB16/23/2017 4,000,000.00 3,988,400.00 3,982,770.00 Float quarterly: LIBOR +30 bpsHSBC USA INC 11/13/2017 0.57185%40428HPM811/13/20177,955,000.00 7,919,194.55 7,953,996.43 Float quarterly: LIBOR +34 bpsHSBC USA INC 8/7/2018 1.0809%40428HPW68/7/2018 2,000,000.00 1,989,484.00 2,000,000.00 Float quarterly: LIBOR +77 bpsIBM CORP 7/22/2016 1.95%459200GX37/22/201612,450,000.00 12,457,308.15 12,714,064.50 Make‐whole call +15 bps until 7/22/16INDUSTRY PUB FACS-A 1/1/2017 1.764% 45656TAQ11/1/20177,700,000.00 7,727,258.00 7,700,000.00 Make‐whole call +25 bps INTL BK RECON & DEVELOP 12/16/2017 0.77 45905UVJ012/16/2017 10,000,000.00 10,012,180.00 10,000,000.00 Float quarterly: LIBOR +14 bpsINTL FINANCE CORP 1/9/2019 0.67685%45950VHC31/9/2019 10,000,000.00 9,994,870.00 9,971,500.00 Float quarterly: LIBOR +6 bpsJDOT 2015-A A2A 2/15/2018 0.87%47787UAB92/15/2018 3,398,382.52 3,398,110.65 3,398,163.67 10% clean up callJDOT 2015-B A20 6/15/2018 0.98%47787WAB56/15/2018 3,926,867.24 3,927,526.95 3,926,734.90 10% clean up callJDOT 2016-A A210/15/2018 1.15%47788MAB610/15/2018 3,900,000.00 3,903,627.00 3,899,988.30 10% clean up callCONTRA COSTA COUNTYCALTRUST SHORT TERM FUNDSTRUCTURED SECURITIESJune 30, 2016September 13, 2016Contra Costa County Board of Supervisors886 Exhibit VI (a)DESCRIPTIONCUSIPMATURITY DATEPARMARKETCOSTPROVISIONS($)($)($)CONTRA COSTA COUNTYCALTRUST SHORT TERM FUNDSTRUCTURED SECURITIESJune 30, 2016JOHN DEERE CAPITAL CORP 1/16/2018 0.543 24422ESU41/16/2018 7,165,000.00 7,172,365.62 7,180,906.30 Float quarterly: LIBOR +29 bpsJPMORGAN CHASE & CO 2/15/2017 0.750933% 46623EJZ32/15/2017 1,500,000.00                1,501,636.50 1,503,180.00 Float quarterly: LIBOR +52 bpsJPMORGAN CHASE BANKNATIONAL A 06/14/17 48125LRD66/14/2017 1,500,000.00 1,498,977.00 1,500,060.00 Float quarterly: LIBOR +40 bps JPMORGAN CHASE & CO 3/22/201946625HQV53/22/2019 5,000,000.00 5,013,375.00 5,000,000.00 Float quarterly: LIBOR +84 bpsKEY BANK NA 11/25/2016 0.7516%49327M2E311/25/2016 8,000,000.00                8,002,936.00 8,023,008.00 Float quarterly: LIBOR +49 bps; Call on and anytime after 10/25/16LOS ANGELES CALIF MUN IMPT CORP 11/01/16 544587B7211/1/2016 10,965,000.00 10,983,859.80 10,965,000.00 Make‐whole callMANUF & TRADERS TRUST CO 1/30/2017 1.25 55279HAD21/30/2017 2,000,000.00 2,000,292.00 2,000,292.00 Call on and anytime after 12/30/16MANUF & TRADERS TRUST CO 7/25/2017 0.53 55279HAH37/25/2017 10,000,000.00 9,982,630.00 9,984,500.00 Float quarterly: LIBOR +30 bps MBALT 2015-A A3 8/15/2017 1.1%58768LAD58/15/2017 2,230,989.65 2,232,143.07 2,231,686.83 10% clean up callMBALT 2015-B A2A 1% 01/16/1858769AAB21/16/2018 8,965,150.06 8,967,785.82 8,964,350.37 5% clean up callMERCEDES BENZ AUTO RECEIVABLES 06/15/18 58772PAB46/15/2018 1,412,421.47 1,412,432.77 1,410,435.25 5% collateral callMISSISSIPPI ST-B-TXBL 10/1/2016 0.64%605581FW210/1/2016 2,780,000.00 2,780,194.60 2,780,000.00 Make‐whole call +20 bps MISSISSIPPI ST-D-REF10/1/2016 0.64%605581EP810/1/2016 2,520,000.00 2,520,226.80 2,520,000.00 Make‐whole call +25 bpsMORGAN STANLEY 1/5/2018 1.007098%61761JVN61/5/20187,938,000.00 7,943,850.31 7,946,613.24 Float quarterly: LIBOR +74 bpsMORGAN STANLEY 2/1/2019 2.007761%61746BDY92/1/2019 3,500,000.00 3,539,270.00 3,500,000.00 Float quarterly: LIBOR +137.5 bpsNALT 2014-B A2A 4/17/2017 0.73%65490BAB14/17/2017 1,470,935.28 1,470,570.49 1,470,820.11 10% clean up callNAROT 2015-A A2 9/15/2017 0.67%65477UAB69/15/2017 1,629,405.57 1,629,069.91 1,629,323.44 5% collateral callNAROT 2016-A A2B 2/15/2019 0.777%65478UAC32/15/2019 5,000,000.00 5,006,125.00 5,000,000.00 5% collateral callNAROT 2016-B A2A 4/15/2019 1.05%65478VAB34/15/2019 4,000,000.00 4,006,852.00 3,999,696.40 5% collateral callNATIONAL RURAL UTILITIES COOPER 04/10/17637432HT5 4/10/2017 8,880,000.00 9,174,078.96 9,308,688.80 Make‐whole call +20 bpsNATIONAL RURAL UTILITIES COOPER 04/24/1763743HEM0 4/24/2017 5,000,000.00 5,000,540.00 4,994,500.00 Make‐whole call +7 bpsNEW YORK ST DORM AUT 2/15/17 .93%64990EJ322/15/2017 3,685,000.00 3,695,502.25 3,685,221.10 Make‐whole call +20 bps OVERSEAS PRIVATE INVCOR 3/17/2017 1.01% 690353M203/17/2017 3,000,000.00 3,005,679.00 3,000,000.00 Make‐whole call +25 bpsOVERSEAS PRIVATE INVCOR 3/30/2017 0% 690353N293/30/2017 10,000,000.00 10,020,030.00 10,000,000.00 Make‐whole call +10 bpsPNC BANK NA 11/1/2016 1.15%69349LAP311/1/2016 1,060,000.00 1,060,377.36 1,060,922.20 Call on and anytime after 10/2/16PNC BANK NA 06/01/201869353REN46/1/2018 3,000,000.00 2,995,677.00 3,000,000.00 Float quarterly: LIBOR +42 bpsPNC BANK NA 1/27/2017 1.125%69353RCG11/27/2017 12,735,000.00 12,745,901.16 12,757,197.90 Call on and anytime after 10/1/15TAOT 2015-A A2 7/17/2017 0.71%89236WAB47/17/2017 1,798,396.91 1,798,154.12 1,798,379.83 5% collateral callTAOT 2015-C A2A 2/15/2018 0.93%89231TAB62/15/2018 4,174,851.10 4,176,462.59 4,174,515.44 5% collateral callTHE COCA-COLA COMPANY 10/27/17191216BR010/27/2017 1,500,000.00 1,501,990.50 1,499,340.00 Make‐whole call +5 bpsTOYOTA MOTOR CREDITCORP 9/15/2016 2% 89233P5E29/15/2016895,000.00 897,170.38 911,512.75 Make‐whole call +20 bps UNION BANK NA 9/26/2016 0.9996% 90521APG7 9/26/20162,515,000.00 2,518,080.88 2,517,311.05 Float quarterly: LIBOR +75 bps UNION BANK OF CALIFORNIA NATION 06/16/17 90520EAE16/16/2017 3,545,000.00 3,577,688.45 3,579,535.05 Make‐whole call +30 bpsTOYOTA MOTOR CREDITCORP 1/12/2018 0.57 89236TCB91/12/2018 13,000,000.00 12,990,432.00 13,000,000.00 Float quarterly: LIBOR +32 bps UNIVERSITY CALIF REVS 07/01/2041191412GEZ47/1/2017 14,380,000.00 14,381,438.00 14,380,000.00 Float monthly: LIBOR +58 bpsUNION BANK NA9/26/2016 1.5%90521APH59/26/2016 9,330,000.00 9,340,430.94 9,370,530.60 Call on and anytime after 8/26/16US BANCORP 11/15/2016 2.2%91159HHB911/15/2016 1,365,000.00 1,369,841.66 1,383,045.30 Call on and anytime after 10/14/16US BANK NA CINCINNATI 1/30/2017 1.1%90331HMC41/30/2017 3,100,000.00 3,101,512.80 3,100,145.00 Call on and anytime after 12/30/16US BANK NA CINCINNATI 1/26/2018 0.55572 90331HMR11/26/2018 11,500,000.00 11,478,564.00 11,473,440.00 Float quarterly: LIBOR +30 bps USAOT 2014-1 A31 2/15/2017 0.58%90290KAC912/15/2017425,074.07 424,880.23 424,908.03 10% collateral callUSAOT 2015-1 A23/15/2018 0.82%90290XAB33/15/2018 7,116,134.73 7,112,512.62 7,115,870.01 10% collateral callVALET 2013-2 A3 4/20/2018 0.7%92867PAC74/20/2018 2,250,079.82 2,246,745.20 2,243,136.21 10% collateral callVERIZON COMMUNICATIONS  9/15/2016 1.7823 92343VBL7 9/15/2016 1,925,000.00                1,929,941.48 1,925,000.00                      Float quarterly: LIBOR +153 bpsVERIZON COMMUNICATIONS  6/9/2017 0.6306% 92343VCD46/9/2017 1,000,000.00                1,000,527.00 1,000,000.00                      Float quarterly: LIBOR +40 bps VISA INC12/14/2017 1.2%92826CAA012/14/2017 10,000,000.00 10,062,100.00 10,043,900.00 Make‐whole call +5 bpsVWALT 2014-A A3 4/20/2017 0.8%92867QAD34/20/20171,312,822.62 1,312,722.84 1,313,668.64 10% clean up callVWALT 2015-A A2A 6/20/2017 0.87%92867VAB66/20/2017758,792.69 758,537.73 758,788.98 10% clean up callTotal565,383,446.42 566,249,902.29 566,637,072.58 Notes:1. The security has a mandatory put date of 7/1/2017.Contra Costa County invests approximately $133.7 million in the CalTRUST Short Term Fund which had assets of $1,190.5 million as of 6/30/16. The above data represents the information at the Short Term Fund level, not at the Contra Costa County account level.September 13, 2016Contra Costa County Board of Supervisors887 Exhibit VI (b)DESCRIPTIONCUSIPMATURITY DATEPARMARKETCOSTPROVISIONSAMERICAN HONDA FINANCE02665WAY7 9/20/2017 500,000.00 501,070.04 500,000.00 Float quarterly: LIBOR +45 bpsAMERICAN HONDA FINANCE02665WAY7 9/20/2017 250,000.00 250,535.02 250,057.50 Float quarterly: LIBOR +45 bpsAPPLE INC037833AM2 5/5/2017 500,000.00 501,980.08 501,225.00 Make-whole call +5 bpsBANK OF AMERICA NA06050TLU4 2/14/2017 500,000.00 501,395.79 500,000.00 Float quarterly: LIBOR +47 bps BANK OF AMERICA NA06050TMB5 6/5/2017 250,000.00 250,455.20 250,000.00 Float quarterly: LIBOR +45 bpsBERKSHIRE HATHAWAY FIN084664CD1 1/12/2018 750,000.00 751,805.58 750,000.00 Float quarterly: LIBOR +30 bps BLACKROCK INC09247XAC5 9/15/2017 500,000.00 540,919.89 539,065.00 Make-whole call +30 bpsBMWLT-161-A2B05581RAC0 1/22/2018 600,000.00 601,389.83 600,000.00 Float monthly: LIBOR +50 bpsBRANCH BANING AND TRUST CO07330NAH8 4/3/2017 700,000.00 701,853.21 697,690.00 Call on and anytime after 3/3/17CCCIT-13A6-A617305EFE09/7/2018 750,000.00 753,831.38 751,787.11 5% clean up callCHEVRON CORP166764AL4 11/15/2017 700,000.00 704,857.03 698,005.00 Make-whole call +10 bpsCISCO SYSTEMS INC17275RAY8 6/15/2018 750,000.00 751,436.83 750,000.00 Float quarterly: LIBOR +31 bpsCOCA-COLA CO191216BR0 10/27/2017 300,000.00 300,864.77 299,868.00 Make-whole call +5 bpsFITAT-151-A2A31680GAB2 5/15/2018 500,000.00 465,601.17 499,986.35 10% collateral callFRANKLIN RESOURCES INC354613AH4 9/15/2017 500,000.00 504,035.81 501,815.00 5% collateral callHONDO-151A243814KAB7 6/15/2017 67,740.83 67,754.43 67,737.29 10% collateral callHAWAII-TXBL-REF-ES4197915E48/1/2016 750,000.00 752,501.88 750,000.00 Make-whole call +10 bpsHARLY-151-A2A41284BAB2 1/15/2019 171,064.20 171,017.97 171,062.81 10% collateral callHDMOT 16A A241284DAB8 6/17/2019 500,000.00 500,673.87 499,986.55 Float quarterly: LIBOR FlatHOME DEPOT INC437076BJ0 9/15/2017 750,000.00 753,189.33 751,401.98 Float quarterly: LIBOR +37 bpsINTERNATIONAL BANK FOR RECONSTRUCTION45905UTJ3 9/30/2017 500,000.00 499,689.27 499,885.00 10% collateral callJDOT 2015-B A2 47787WAB5 6/15/2018 349,054.87 349,265.71 349,043.10 10% clean up callLOS ANGELES CALIF MUN IMPT CORP LEASE R544587B72 11/1/2016 490,000.00 491,994.30 490,000.00 Make-whole call MBART-151-A2A 58772PAB4 6/15/2018 447,840.95 448,007.97 447,211.18 5% collateral callMISSISSIPPI ST-B-TXBL 605581FW2 10/1/2016 300,000.00 300,738.00 300,000.00 Make-whole call +20 bpsNAROT 16B A2A 65478VAB3 4/15/2019 700,000.00 701,525.77 699,946.87 Make-whole call +12.5 bpsPNC BANK NA 69353RCG1 1/27/2017 750,000.00 754,251.38 750,000.00 Call on and anytime after 12/28/16TAOT 2015-A A2 89236WAB4 7/17/2017 161,050.47 161,079.55 161,048.94 5% collateral callUNIV OF CALIFORNIA REVENUES 91412GEZ4 7/1/2017 300,000.00 300,284.00 300,000.00 Float monthly: LIBOR +50 bps Put 1/1/17USAOT 2015-1 A2 90290XAB3 3/15/2018 298,840.31 298,797.05 298,829.19 10% collateral callUS BANK NA CINCINNATI 90331HMR1 1/26/2018 300,000.00 300,284.00 300,000.00 Float quarterly: LIBOR +30 bps US BANK NA CINCINNATI 90331HMR1 1/26/2018 450,000.00 449,933.28 451,206.00 10% clean up call15,335,591.62$ 15,383,019.36$ 15,376,857.88$ CONTRA COSTA COUNTYWELLS CAP MANAGEMENTSTRUCTURED SECURITIESJune 30, 2016September 13, 2016Contra Costa County Board of Supervisors888 Pooled Money Investment Account PAR VALUES MATURING BY DATE AND TYPE Maturities in Millions of Dollars 1 day 31 days 61 days 91 days 121 days 151 days 181 days 211 days 271 days 1 year 2 years 3 years 4 years to to to to to to to to to to to to to ITEM 30 days 60 days 90 days 120 days 150 days 180 days 210 days 270 days 1 year 2 years 3 years 4 years 5 year/out TREASURY 1,950$ 1,200$ 3,350$ 3,250$ 1,550$ 3,500$ 850$ 5,100$ 6,750$ 6,400$ REPO TDs 1,989$ 1,303$ 1,231$ 271$ 402$ 292$ 61$ AGENCY 1,441$ 900$ 1,375$ 1,800$ 350$ 600$ 800$ 1,300$ 1,550$ 577$ 981$ BAs CP 3,350$ 1,300$ 1,100$ 900$ 300$ 550$ CDs + BNs 6,100$ 1,950$ 2,525$ 3,150$ 850$ 1,000$ 600$ 500$ 700$ CORP BND TOTAL 75,999$ 14,830$ 6,653$ 9,581$ 9,371$ 3,452$ 5,942$ 2,311$ 6,900$ 9,000$ 6,977$ 981$ -$ -$ PERCENT 19.5%8.8%12.6%12.3%4.5%7.8%3.0%9.1%11.8%9.2%1.3%0.0%0.0% Notes: 1. SBA Floating Rate Securities are represented at coupon change date. 2. Mortgages are represented at current book value. 3. Figures are rounded to the nearest million. 4. Does not include AB55 and General Fund loans. Portfolio as of 06-30-16 Exhibit VII State of California September 13, 2016 Contra Costa County Board of Supervisors 889 * * * * * * * * * * State of California Pooled Money Investment Account Market Valuation 6/30/2016 Description Carrying Cost Plus Accrued Interest Purch. Amortized Cost Fair Value Accrued Interest United States Treasury: Bills 12,202,776,744.48 $ 12,223,991,747.38 $ 12,233,011,000.00 $ NA Notes 21,650,061,435.88 $ 21,643,492,715.88 $ 21,679,913,000.00 $ 32,803,585.50 $ Federal Agency: SBA 711,503,679.54 $ 711,488,193.35 $ 705,336,310.09 $ 903,583.96 $ MBS-REMICs 59,658,122.97 $ 59,658,122.97 $ 63,529,777.27 $ 282,224.56 $ Debentures 1,105,155,621.62 $ 1,105,073,677.18 $ 1,106,209,500.00 $ 1,544,500.15 $ Debentures FR -$ -$ -$ -$ Discount Notes 8,126,877,847.14 $ 8,133,238,361.10 $ 8,135,019,000.00 $ NA GNMA -$ -$ -$ -$ Supranational Debentures 599,982,831.85 $ 599,982,831.85 $ 601,736,500.00 $ 1,126,943.50 $ CDs and YCDs FR 400,000,000.00 $ 400,000,000.00 $ 400,000,000.00 $ 611,288.61 $ Bank Notes 800,000,000.00 $ 800,000,000.00 $ 799,735,907.64 $ 752,749.99 $ CDs and YCDs 16,175,007,758.81 $ 16,175,001,869.92 $ 16,174,127,406.71 $ 16,474,277.76 $ Commercial Paper 7,486,127,569.47 $ 7,492,070,527.88 $ 7,492,217,111.12 $ NA Corporate: Bonds FR -$ -$ -$ -$ Bonds -$ -$ -$ -$ Repurchase Agreements -$ -$ -$ -$ Reverse Repurchase -$ -$ -$ -$ Time Deposits 5,549,440,000.00 $ 5,549,440,000.00 $ 5,549,440,000.00 $ NA AB 55 & GF Loans 502,313,000.00 $ 502,313,000.00 $ 502,313,000.00 $ NA TOTAL 75,368,904,611.76 $ 75,395,751,047.51 $ 75,442,588,512.83 $ 54,499,154.03 $ Fair Value Including Accrued Interest $ 75,497,087,666.86 *Governmental Accounting Standards Board (GASB) Statement #72 Repurchase Agreements, Time Deposits, AB 55 & General Fund loans, and Reverse Repurchase agreements are carried at portfolio book value (carrying cost). The value of each participating dollar equals the fair value divided by the amortized cost (1.000621222). As an example: if an agency has an account balance of $20,000,000.00, then the agency would report its participation in the LAIF valued at $20,012,424.43 or $20,000,000.00 x 1.000621222. September 13, 2016 Contra Costa County Board of Supervisors 890 Pooled Money Investment Account DISCLOSURE STATEMENT Portfolio Holdings: Structured Notes and Asset-Backed Securities The Treasury Investment Division has received a number of inquiries concerning our various portfolio holdings. Questions involving structured notes, derivative products*, and asset-backed securities are the most notable. In an effort to clarify the information provided in our monthly statements, we would like to share with you our investment positions in structured notes and asset-backed securities. Following are the State of California Treasurer’s holdings in each category as of June 30, 2016: * The Pooled Money Investment Account Portfolio has not invested in, nor will it invest in, Derivative Products as defined in FASB 133. September 13, 2016 Contra Costa County Board of Supervisors 891 1. Structured Notes Structured notes are debt securities (other than asset-backed securities) whose cash flow characteristics (coupon rate, redemption amount, or stated maturity) depend upon one or more indices and/or that have embedded forwards or options. They are issued by corporations and by government-sponsored enterprises such as the Federal National Mortgage Association and the Federal Home Loan Bank System or an international agency such as the World Bank. Securities Accountability Structured Notes a. Callable Agency $ 0.000 million b. LIBOR Agency Floater $ 0.000 million c. 3 month LIBOR Corporate Floater $ 0.000 million d. 3 month LIBOR Bank Floater $ 400.000 million e. 2 year CMT Corporate Floater $ 0.000 million f. 3 month T-Bill Agency Floater $ 0.000 million g. 3 month T-Bill Corporate Floater $ 0.000 million U.S. $400.000 million As of: 06/30/16 2. Asset-Backed Securities Asset-backed securities entitle the purchaser to receive a share of the cash flows from a pool of assets such as principal and interest repayments from a pool of mortgages (such as CMOs), small business loans, or credit card receivables (such as ABCP). Asset-Backed Securities a. Small Business Administration Pools $ 711.488 million b. Agency MBS-REMIC’S $ 59.658 million (Medium term sub-total) $ 771.146 million c. Commercial Paper (Short term sub-total) $ 947.772 million U.S. $1,718.918 million As of: 06/30/16 September 13, 2016 Contra Costa County Board of Supervisors 892 Total Portfolio As of: 06/30/16 $75,368,904,611.76 Structured notes and Medium-term Asset-backed securities as a percent of portfolio: 1.55% Short-term Asset-Backed Commercial Paper (ABCP) as a percent of portfolio: 1.26% * Total Medium-term and Short-term Structured notes and Asset-backed securities as a percent of portfolio: 2.81% *ABCP purchased by the Pooled Money Investment Account (PMIA) does not include Structured Investment Vehicles (SIVs) nor do any of the approved ABCP programs include SIVs as underlying assets. September 13, 2016 Contra Costa County Board of Supervisors 893 Exhibit VIIIPar Value2,736,721,276.05     Book Price99.910Book Value2,734,267,561.53     Average Days to Maturity 270Market Value 2,742,404,653.68     Coupon0.9341%Market Price100.208                      YTM0.9043%Yield ChangeMarket ValueMarket Price Gain/Loss2(bps)($)($)(bps)‐502,752,765,560.58  100.58637.72‐252,747,569,503.83  100.39618.76‐102,744,466,866.19  100.2837.4802,742,404,653.66  100.2080.00102,740,347,391.19  100.132‐7.58252,737,270,741.55  100.020‐18.76502,732,167,501.84  99.834‐37.32Note: Stress Testing is a form of testing that is used to determine the stability of a given system or entity.  It reveals how well a portfolio is positionedin the event the forecasts prove true. The stress test conducted on the portfolio managed by the Treasurer's Office identifies the sensitivity of our portfolio to the change in interest rate. The test result shows if the yield were to go down by 50 bps, the market value of the portfolio wouldincrease by 37.72 bps. If the yield were to go up by 50 bps, the market value of the portfolio would decrease by 37.32 bps.1. The stress test is conducted on the portfolio managed by the Treasurer's Office. Portfolios managed by outside contractors are excluded. All data is provided by SunGard.2. Gain/Loss is calcuated based on the market value/price.Portfolio Stress Test1as of June 30, 2016September 13, 2016Contra Costa County Board of Supervisors894 Exhibit IXSecurityCouponPurchase MaturityParMarketDescriptionCUSIPRateYTMDateDateValueValue2Fund4Compton CA Community Redev Agy204712FD0 0.0000% 6.5258% 1/3/201218/1/1610,000.00 7,453.00 5033Palo Alto USD Refunding Bond697379UA1 1.4020% 1.4020% 8/14/12 8/1/17 440,000.00 440,000.00 7903University of Cal Tax Revenue Bond91412GPY5 0.9660% 0.9660% 3/14/13 5/15/17 175,000.00 175,000.00 7903Washington State GO Bond93974B3K6 5.0000% 1.3012% 6/27/1331/1/18 600,000.00 696,925.06 5057Wicomico County MD GO Bond 967545R89 3.5000% 1.6386% 6/27/13312/1/18 390,000.00 427,550.12 5057Univ of Cal Taxable Rev Bond 91412GSZ9 2.0540% 2.0540% 10/2/13 5/15/18 195,000.00 195,000.00 7903State of Mississippi GO Bond 605581FX0 1.0900% 1.0900% 2/18/15 10/1/17 110,000.00 110,000.00 6911AUHSD Muni City Chicago 167486YX1 5.0000% 4.6605% 1/1/16 1/1/17 70,000.00 70,229.60 5057Total$1,990,000.00 $2,122,157.781Date when the security was transferred from AUHSD to Contra Costa County Investment Pool managed by Treasurer's Office2Market Value equals Cost less purchase interest3Date when the security was transferred from Fund 5055 to Fund 5057 per AUHSD's request4 Fund #5033 - Acalanes Union High School District5057 - Acalanes Union High School District6911 - Contra Costa County Schools Insurance Group7903 - Contra Costa Community College District Retiree Health BenefitsCONTRA COSTA COUNTYTREASURER'S INVESTMENT PORTFOLIOMUNICIPAL SECURITIESJune 30, 2016September 13, 2016Contra Costa County Board of Supervisors895 RECOMMENDATION(S): APPROVE and AUTHORIZE County Counsel or her designee to execute on behalf of the County a form acknowledging a conflict of interest and consent to Goldfarb and Lipman LLP representing the County in connection with a loan of approximately $2.1 million of Home Investment Partnership Act (HOME) funds and Community Development Block Grant funds (CDBG) funds to the developer of Hana Gardens, an affordable housing project in El Cerrito. FISCAL IMPACT: There is no General Fund impact. HOME and CDBG funds are provided to the County on a formula allocation basis through the U.S. Department of Housing and Urban Development (HUD). BACKGROUND: The County is an existing client of Goldfarb. Goldfarb represents the County on various legal issues related to redevelopment dissolution, new development financed by the County, and the preparation of legal documents for County-funded housing programs. Because Goldfarb’s concentration of work is in affordable housing, it is not uncommon for the firm to have an attorney-client relationship with more than one party to a complicated housing transaction. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Kate Andrus, (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Kara Douglas C.163 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:September 13, 2016 Contra Costa County Subject:APPROVE AND AUTHORIZE CONFLICT WAIVER WITH GOLDFARB & LIPMAN LLP September 13, 2016 Contra Costa County Board of Supervisors 896 BACKGROUND: (CONT'D) Attached is a letter from Goldfarb that requests that the County acknowledge and waive the conflicts that exist in a transaction in which Goldfarb will represent the County and the City of El Cerrito (City), both of which are lending money to a limited partnership affiliate of Eden Housing, Inc. (Developer), the developer of Hana Gardens, a 63-unit affordable housing project in El Cerrito (the Development). The letter sets forth the attorney-client relationships that could affect the firm’s representation of both the County and the City and states that different attorneys within Goldfarb will represent the County and the City. The proposed consent to Goldfarb’s dual role is attached to Goldfarb’s letter. In the proposed transaction, the County will loan $1,475,000 of HOME funds and $625,000 of CDBG funds, for a total loan of $2,100,000 (the County Loan) to the Developer. Proceeds from the loan will be used to construct the Development. The County loan will have a 55-year term and will be secured by a deed of trust. The City is lending $300,000 to the Developer (the City Loan) to construct the Development. The City Loan has a 55-year term and is secured by a deed of trust. Goldfarb is representing the City in the transaction. In conjunction with the County Loan, the County and the City will enter into an intercreditor agreement that will result in the County’s deed of trust and the deed of trust that secures the City Loan to have equal lien priority. The intercreditor agreement will also set forth the terms under which the County and the City will share a portion of the cash generated by the Development that will be used to reduce the outstanding principal balances of the County Loan and the City Loan. The County Counsel’s office will review all documents and will be involved in any negotiations of the intercreditor agreement. Staff for the Conservation and Development Department have advised the County Counsel’s office that they have selected Goldfarb to draft the loan documents to be used by the County when the County makes the loan to the Developer despite the conflict, due to Goldfarb’s familiarity with the Hana Gardens project. CONSEQUENCE OF NEGATIVE ACTION: Goldfarb would not be able to continue to represent either the County or the City in connection with the project. The result would likely be increased costs for the County and a delay in the completion of the Development. CHILDREN'S IMPACT STATEMENT: N.A. ATTACHMENTS Goldfarb Letter September 13, 2016 Contra Costa County Board of Supervisors 897 September 13, 2016 Contra Costa County Board of Supervisors 898 September 13, 2016 Contra Costa County Board of Supervisors 899 September 13, 2016 Contra Costa County Board of Supervisors 900 September 13, 2016 Contra Costa County Board of Supervisors 901 September 13, 2016 Contra Costa County Board of Supervisors 902 RECOMMENDATION(S): AUTHORIZE the discharge from accountability for certain Health Services accounts which are not collectible due to one or more of the following reasons: the accounts are being discharged in bankruptcy; debtors are deceased, the statute of limitations for pursuing recovery of the debt has expired; the cost of recovery is excessive; and/or the debtor no longer resides in the state. FISCAL IMPACT: The total amount of the accounts to be discharged is $9,513,485.62. These accounts cover multiple years from 1994 to 2014. There is no net impact on the Enterprise Fund or General Fund. Reserves for these accounts were established during the year of service delivery. BACKGROUND: The Health Services Department has received confirmation from Rash Curtis & Associates (collection service) that these accounts in the collection system are not recoverable due to one or more of the following reasons: the accounts are being discharged in bankruptcy; debtors are deceased; the statute of limitations for pursuing recovery of the debt has expired; the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Patrick Godley, 957-5414 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Tasha Scott, M Wilhelm, Jose Reyes C.164 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Discharge from Accountability for Certain Health Services Accounts Receivable September 13, 2016 Contra Costa County Board of Supervisors 903 BACKGROUND: (CONT'D) cost of recovery is excessive; or the debtor no longer resides in the state. Based on the stated facts, the Health Services Department should write off these accounts as "Charity Care" pursuant to Contra Costa Health Services Compliance Charity Care Program Policy #708-C. CONSEQUENCE OF NEGATIVE ACTION: Health Services Enterprise Fund I will continue to carry uncollectible accounts and reserves in the books, thereby overstating the receivable and reserve accounts. CHILDREN'S IMPACT STATEMENT: Not applicable. ATTACHMENTS Rash Curtis Letter September 13, 2016 Contra Costa County Board of Supervisors 904 September 13, 2016 Contra Costa County Board of Supervisors 905 RECOMMENDATION(S): Approve the list of providers recommended by Contra Costa Health Plan's Medical Director on August 4, 2016, and by the Health Services Director, as required by the State Departments of Health Care Services and Managed Health Care, and the Centers for Medicare and Medicaid Services. FISCAL IMPACT: Not applicable. BACKGROUND: The National Committee on Quality Assurance (NCQA) requires evidence of Board Approval for each CCHP provider be contained within the provider’s credentials file. The recommendations were made by CCHP’s Medical Director. CONSEQUENCE OF NEGATIVE ACTION: If this action is not approved, Contra Costa Health Plan’s Providers would not be appropriately credentialed and not be in compliance with the NCQA. CHILDREN'S IMPACT STATEMENT: Not applicable. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Patricia Tanquary, 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Tasha Scott, M Wilhelm, Heather Wong C.165 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Approve New and Recredentialing Providers and Organizational Providers in Contra Costa Health Plan’s Community Provider Network September 13, 2016 Contra Costa County Board of Supervisors 906 ATTACHMENTS Provider List September 13, 2016 Contra Costa County Board of Supervisors 907 Contra Costa Health Plan Providers Approved by Medical Director July 29, 2016 CREDENTIALING PROVIDERS JULY 2016 Name Specialty Adami, Jennifer, RBT Behavior Analysis Duke, Florentina, NP Primary Care Family Medicine Eath, Sophie, NP Primary Care Family Medicine Karney, Stephen, BCBA Behavior Analysis LaChappell, Charvet, BCBA Behavior Analysis Marcotrigiano, Leanne, M.D. Primary Care Family Medicine Nguyen, Baotran, RBT Behavior Analysis Reetz, Nicholas, BCBA Behavior Analysis Schabell, Anna, BCBA Behavior Analysis CREDENTIALING ORGANIZATIONAL PROVIDER JULY 2016 Provider Name Provide the Following Services Location 1125 Sir Francis Drake Boulevard Operating Company, LLC dba: Kentfield Rehabilitation & Specialty Hospital Long Term Acute Care Hospital Kentfield RECREDENTIALING PROVIDERS JULY 2016 Name Specialty Babaee, Iraj, HAD Hearing Aid Dispensing Brown, Ryan, M.D. Cardiovascular Disease Catalya, Esther, M.D. Hematology/ Medical Oncology Cheng, Eileen, O.D. Optometry Clyde, Rebecca, M.D. Primary Care Family Medicine Dimidjian, Constance, NP Mid-Level Family Planning Estakhri, Mary, M.D. Surgery – Bariatric Fernandes, Deborah, M.D. Primary Care Pediatrician Forrest, Michael, M.D. Radiation Oncology September 13, 2016 Contra Costa County Board of Supervisors 908 Contra Costa Health Plan Providers Approved by Medical Director July 29, 2016 Page 1 of 2 RECREDENTIALING PROVIDERS JULY 2016 Name Specialty Gupta, Anurag, M.D. Cardiovascular Disease Hays-Lohrey, Elizabeth, PhD Mental Health Services Jahangiri, Mohammad, M.D Psychiatry Johl, Jewel, M.D. Hematology/ Medical Oncology Liu, Michelle, M.D. Ophthalmology Mayor, Christine, NP Primary Care Pediatrician Murtha, Shaunna, LCSW Mental Health Services Ospina, Esperanza, PA Primary Care Family Medicine Ray, Sanjay, M.D. Cardiovascular Disease Sequeira, Juan, M.D. Primary Care Internal Medicine Svahn, Tiffany, M.D. Hematology/ Medical Oncology Wrone, Elizabeth, M.D. Nephrology RECREDENTIALING ORGANIZATIONAL PROVIDERS JULY 2016 Provider Name Provide the Following Services Location RAI Care Centers of Northern California I, LLC dba: RAI-Chadbourne-Fairfield Dialysis Fairfield Bio Medical Applications of Fremont, Inc. dba: Fresenius Medical Care Fremont Dialysis Fremont Noble Hospice & Home Health Care, Inc. dba: Noble Hospice & Home Health Care, Inc. Home Health Fremont Hospice Preferred Choice, Inc. dba: Aseracare Hospice Hospice Stockton Tranquility, Inc. dba: San Miguel Villa Skilled Nursing Facility Concord Bopl-July 29, 2016 September 13, 2016 Contra Costa County Board of Supervisors 909 RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Defender, or designee, to be the fiscal agent and act as a co-sponsor of a DNA forensic Evidence professional training event for state and federal public defense attorneys on November 3-4, 2016, at the Federal Conference Center in Oakland, California. FISCAL IMPACT: No fiscal impact. BACKGROUND: In cooperation with the Northern California District of the Federal Defenders Office, the Public Defender is co-sponsoring an intensive two-day training program for public agency defense attorneys designed to provide familiarity with DNA forensic analysis and report interpretation. This in-service training event will be available to those Deputy Public Defender's attorneys having current cases involving DNA evidence and defense attorneys from other public agencies throughout California. Continuing Legal Education (CLE) credit required for State Licensing will be awarded to the program participants, at the completion of the training. This training APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Richard Loomis, 335-8093 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.166 To:Board of Supervisors From:Robin Lipetzky, Public Defender Date:September 13, 2016 Contra Costa County Subject:Public Defender Forensic Evidence Training Project September 13, 2016 Contra Costa County Board of Supervisors 910 BACKGROUND: (CONT'D) event is scheduled for November 3-4, 2016, and attendance will be limited to fifty (50) participants. The training will cover issues relevant to criminal litigation, including: admissibility challenges, cross-examination of government experts and jury instructions, following a review of forensic fundamentals for DNA testing evidence (including: laboratory procedures, testing protocols, statistical significance and probabilistic genotyping). This type of cooperative training event is an infrequent activity for the Office of the Public Defender, and is not normally included in its annual Budget. Pursuant to Administrative Bulletin 104.1 the County Administrator's Office has reviewed and approved the Public Defender's request to be the fiscal agent and act as co-sponsor of the DNA Forensic Evidence Training and recommends approval of this action by the Board of Supervisors. CONSEQUENCE OF NEGATIVE ACTION: The Pubic Defender would not be able to co-host this event. CHILDREN'S IMPACT STATEMENT: N/A September 13, 2016 Contra Costa County Board of Supervisors 911 RECOMMENDATION(S): Approve amended Conflict of Interest Code for the Reclamation District No. 799, including the list of designated positions. FISCAL IMPACT: None. BACKGROUND: The Reclamation District No. 799 has amended its Conflict of Interest Code and submitted the revised code, attached as Exhibit A, to the Board for approval pursuant to Government Code section 87306 and 87306.5. This amendment updates the Conflict of Interest Code to conform to FPPC Regulation 18730. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Schwerin, Deputy County Counsel, (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: David Twa, Clerk of the Board of Supervisors, Cynthia Schwerin, Deputy County Counsel, Dina Holder, Secretary, Reclamation District 799 C.167 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:September 13, 2016 Contra Costa County Subject:Conflict of Interest Code for the Reclamation District No. 799 September 13, 2016 Contra Costa County Board of Supervisors 912 ATTACHMENTS COI - Exhibit A September 13, 2016 Contra Costa County Board of Supervisors 913 September 13, 2016 Contra Costa County Board of Supervisors 914 September 13, 2016 Contra Costa County Board of Supervisors 915 September 13, 2016 Contra Costa County Board of Supervisors 916 September 13, 2016 Contra Costa County Board of Supervisors 917 September 13, 2016 Contra Costa County Board of Supervisors 918 RECOMMENDATION(S): APPROVE amended Conflict of Interest Code for the Contra Costa County Counsel, including the list of designated positions and disclosure categories. FISCAL IMPACT: None. BACKGROUND: The Contra Costa County Counsel has amended its Conflict of Interest Code and submitted the revised code, attached as Exhibit A, to the Board for approval pursuant to Government Code section 87306 and 87306.5. The list of designated positions and disclosure categories have been revised to include new positions and updated disclosure requirements. These changes are shown on the attached ‘red-line’ version. (See Exhibit B) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Schwerin, Deputy County Counsel (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: David Twa, Clerk of the Board of Supervisors, Wanda McAdoo, ASO, Contra Costa County Counsel, Cynthia Schwerin, Deputy County Counsel C.168 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:September 13, 2016 Contra Costa County Subject:Conflict of Interest Code for the Contra Costa County Counsel September 13, 2016 Contra Costa County Board of Supervisors 919 ATTACHMENTS COI County Counsel Exhibit A COI County Counsel Exhibit B September 13, 2016 Contra Costa County Board of Supervisors 920 September 13, 2016 Contra Costa County Board of Supervisors 921 September 13, 2016 Contra Costa County Board of Supervisors 922 September 13, 2016 Contra Costa County Board of Supervisors 923 September 13, 2016 Contra Costa County Board of Supervisors 924 September 13, 2016 Contra Costa County Board of Supervisors 925 September 13, 2016 Contra Costa County Board of Supervisors 926 September 13, 2016 Contra Costa County Board of Supervisors 927 September 13, 2016 Contra Costa County Board of Supervisors 928 September 13, 2016 Contra Costa County Board of Supervisors 929 September 13, 2016 Contra Costa County Board of Supervisors 930 September 13, 2016 Contra Costa County Board of Supervisors 931 September 13, 2016 Contra Costa County Board of Supervisors 932 September 13, 2016 Contra Costa County Board of Supervisors 933 September 13, 2016 Contra Costa County Board of Supervisors 934 September 13, 2016 Contra Costa County Board of Supervisors 935 September 13, 2016 Contra Costa County Board of Supervisors 936 September 13, 2016 Contra Costa County Board of Supervisors 937 September 13, 2016 Contra Costa County Board of Supervisors 938 September 13, 2016 Contra Costa County Board of Supervisors 939 September 13, 2016 Contra Costa County Board of Supervisors 940 RECOMMENDATION(S): APPROVE amended Conflict of Interest Code for the Bethel Island Municipal Improvement District, including the list of designated positions. FISCAL IMPACT: None. BACKGROUND: The Bethel Island Municipal Improvement District has amended its Conflict of Interest Code and submitted the revised code, attached as Exhibit A, to the Board for approval pursuant to Government Code section 87306 and 87306.5. This amendment updates the Conflict of Interest Code to conform to FPPC Regulation 18730 and the list of designated positions/disclosure categories has been revised to include new positions and conflict disqualification process. These changes are shown on the attached ‘red-line’ version. (See Exhibit B) APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Cynthia Schwerin, Deputy County Counsel, (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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: David Twa, Clerk of the Board of Supervisors, Cynthia Schwerin, Deputy County Counsel, Denece Bixby, BIMID C.169 To:Board of Supervisors From:Sharon L. Anderson, County Counsel Date:September 13, 2016 Contra Costa County Subject:Conflict of Interest Code of the Bethel Island Municipal Improvement District September 13, 2016 Contra Costa County Board of Supervisors 941 ATTACHMENTS COI BIMID Exhibit A COI BIMID Exhibit B September 13, 2016 Contra Costa County Board of Supervisors 942 September 13, 2016 Contra Costa County Board of Supervisors 943 September 13, 2016 Contra Costa County Board of Supervisors 944 September 13, 2016 Contra Costa County Board of Supervisors 945 September 13, 2016 Contra Costa County Board of Supervisors 946 September 13, 2016 Contra Costa County Board of Supervisors 947 September 13, 2016 Contra Costa County Board of Supervisors 948 RECOMMENDATION(S): APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to renew Cardroom License Number 6, known as "California Grand Casino" currently located at 5988 Pacheco Blvd., Pacheco, California, for the period of November 26, 2016 through November 25, 2017. FISCAL IMPACT: $10,000; $500 application fee plus $500 per table for licensing of nineteen (19) card tables. 100% Revenue. BACKGROUND: In accordance with County Ordinance No. 82-44, Chapter 52-3, Article 52-3.3, Section 52-3.321, an application has been submitted by Mr. Lamar V. Wilkinson for the renewal of Cardroom License Number 6, known as "California Grand Casino". The Office of the Sheriff conducted a background investigation of the applicant. The investigation produced no adverse information, which would preclude approval of this application. This Cardroom License will be issued to Mr. Lamar V. Wilkinson, owner of the cardroom establishment. CONSEQUENCE OF NEGATIVE ACTION: Negative action will result in Cardroom License Number 6 not being renewed and expiring on November 25, 2016. Once expired, the Cardroom will no longer be able to operated until such time that a new license has been approved. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.170 To:Board of Supervisors From:David O. Livingston, Sheriff-Coroner Date:September 13, 2016 Contra Costa County Subject:Renewal of Cardroom License September 13, 2016 Contra Costa County Board of Supervisors 949 CHILDREN'S IMPACT STATEMENT: No impact. September 13, 2016 Contra Costa County Board of Supervisors 950 RECOMMENDATION(S): 1. ADOPT Resolution No. 2016/523 (the "Resolution") amending Resolution No. 2016/478 authorizing the issuance of Multifamily Housing Revenue Notes in principal amounts not to exceed $22,200,000 to finance the construction of Riviera Family Apartments in Walnut Creek (the "Development"). 2. FIND and DECLARE that the recitals contained in the proposed Resolution are true and correct. FISCAL IMPACT: No impact to the General Fund. At the closing for the Notes, the County is reimbursed for costs incurred in the issuance process. Annual expenses for monitoring of Regulatory Agreement provisions ensuring units in the Development will be rented to low income households will be reimbursed through issuer fees established in the documents for the Notes. The Notes will be solely secured by and payable from revenues (e.g. Development rents, reserves, etc.) pledged under the Note documents. No County funds are pledged to secure the Notes. BACKGROUND: On August 8, 2016, the Board of Supervisors adopted Resolution No. 2016/478 authorizing the issuance of tax-exempt multifamily housing revenue notes, the proceeds of which will be used to finance the acquisition and construction of Riviera Family Apartments, a 58 unit residential housing development located at 1515 Riviera and 1738 Riviera in Walnut Creek. In addition to the previously authorized $19,200,000 in private activity tax-exempt debt authority, the borrower needs an additional $3,000,000 in taxable debt for a total of $22,200,000. The transaction is expected to close on or about September 14, 2016. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Kara Douglas 925-674-7880 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.171 To:Board of Supervisors From:John Kopchik, Director, Conservation & Development Department Date:September 13, 2016 Contra Costa County Subject:Amending Notes Sale Resolution - Riviera Family Apartments September 13, 2016 Contra Costa County Board of Supervisors 951 CONSEQUENCE OF NEGATIVE ACTION: Negative action would prevent the County from issuing the Multifamily Housing Revenue Notes in order to provide a loan to Riviera Family Apartments, L.P. to finance the construction of Riviera Family Apartments. CHILDREN'S IMPACT STATEMENT: Riviera Family Apartments provide 58 units of affordable rental housing appropriate for families. This supports outcome #3: Families are Economically Self Sufficient. AGENDA ATTACHMENTS Resolution No. 2016/523 MINUTES ATTACHMENTS Signed Resolution No. 2015/523 September 13, 2016 Contra Costa County Board of Supervisors 952 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/523 RESOLUTION AMENDING RESOLUTION NO. 2016-478 AUTHORIZING THE ISSUANCE OF MULTIFAMILY HOUSING REVENUE NOTES TO FINANCE RIVIERA FAMILY APARTMENTS WHEREAS, the County of Contra Costa (the “County”) is authorized pursuant to Chapter 7 of Part 5 of Division 31 of the Health and Safety Code of the State of California to issue bonds and notes for the purpose of financing multifamily rental housing facilities; and WHEREAS, on August 9, 2016, the Board of Supervisors adopted Resolution No. 2016-478 (the “Authorizing Resolution”), authorizing the issuance by the County of three series of multifamily housing revenue notes (collectively, the “Notes”) and a loan of the proceeds of the Notes to Riviera Family Apartments, L.P., a California limited partnership (the “Borrower”) sponsored by Resources for Community Development, to finance the acquisition and construction by the Borrower of 58 units of residential rental housing, including 30 units to be located at 1515 Riviera Avenue and 28 units to be located at 1738 Riviera Avenue, all in Walnut Creek, California and collectively referred to below as the “Development;” and WHEREAS, the Board of Supervisors at the request of the Borrower now desires to amend the Authorizing Resolution to increase the maximum principal amount of the Notes that can be issued, so as to include an amount for a taxable series of the Notes that the Borrower has advised is needed for the financing of the Development. NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors of the County of Contra Costa, as follows: Section 1. The Board of Supervisors hereby finds and declares that the foregoing recitals are true and correct. Section 2. The Board of Supervisors hereby amends the Authorizing Resolution to increase the maximum aggregate principal amount of the Notes that can be issued to $22,200,000; provided that the principal amount of the Tax-Exempt Notes (as referred to in the Authorizing Resolution) shall not in any event exceed $19,200,000, being the amount of private activity tax-exempt debt authority allocated by the California Debt Limit Allocation Committee to the financing for the Development. Section 3. Except as otherwise amended by this Resolution, the Authorizing Resolution is hereby ratified and confirmed. Section 4. This Resolution shall take effect upon its adoption. Contact: Kara Douglas 925-674-7880 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: 5 September 13, 2016 Contra Costa County Board of Supervisors 953 September 13, 2016 Contra Costa County Board of Supervisors 954 RECOMMENDATION(S): ADOPT Resolution No. 2016/536 authorizing the issuance and sale of "Lafayette School District General Obligation Bonds, Election of 2016, Series A (2016)" in an amount not to exceed $30,000,000 by the Lafayette School District on its own behalf pursuant to Section 15140(b) of the Education Code. FISCAL IMPACT: There is no fiscal impact to the County. BACKGROUND: The Lafayette School District intends to issue General Obligation bonds to fund capital improvements throughout the District. The District has requested that the Board of Supervisors adopt a resolution authorizing the direct issuance and sale of bonds by the District on its own behalf as authorized by Section 15140(b) of the Education Code. The District adopted a resolution on August 17, 2016 authorizing the sale and issuance of the bonds (copy attached). This issuance was approved by the voters as part of a $70,000,000 bond measure listed on the June 7, 2016 ballot. CONSEQUENCE OF NEGATIVE ACTION: Without the Contra Costa County Board of Supervisors authorization, the School District would not be able to issue the bonds as proposed. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.172 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Lafayette School District General Obligation Bonds, Election of 2016, Series A (2016) September 13, 2016 Contra Costa County Board of Supervisors 955 CHILDREN'S IMPACT STATEMENT: The recommendation supports the following Children's Report Card outcome: Communities that are Safe and Provide a High Quality of Life for Children and Families. AGENDA ATTACHMENTS Resolution No. 2016/536 District Resolution MINUTES ATTACHMENTS Signed Resolution No. 2016/536 September 13, 2016 Contra Costa County Board of Supervisors 956 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/536 RESOLUTION OF THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY CONSENTING TO AND AUTHORIZING THE LAFAYETTE SCHOOL DISTRICT TO ISSUE ITS LAFAYETTE SCHOOL DISTRICT GENERAL OBLIGATION BONDS, ELECTION OF 2016, SERIES A (2016) ON ITS OWN BEHALF RESOLVED by the Board of Supervisors (the “Board”) of Contra Costa County (the “County”), State of California: WHEREAS, sections 53506 et seq. of the California Government Code, including section 53508.7 thereof, provide that California public school district may issue and sell bonds on its own behalf at private sale pursuant to sections 15140 and 15146 of the California Education Code the Education Code; WHEREAS, section 15140(b) of the California Education Code provides that the board of supervisors of county may authorize California public school district in the county to issue and sell its own bonds without the further action of the board of supervisors or officers of the county; WHEREAS, the Board of Trustees of the Lafayette School District (the “District”), a California public school district under the jurisdiction of the County, has heretofore adopted and filed with the Clerk of this Board, a resolution (the “2016A Bond Resolution”) providing for the issuance and sale of its Lafayette School District General Obligation Bonds, Election of 2016, Series A (2016) (the “2016A Bonds”), by competitive sale pursuant to sections 53506 et seq. of the California Government Code; and WHEREAS, it has been requested on behalf of the District that this Board consent to such issuance of the 2016A Bonds and authorize the District to issue and sell the 2016A Bonds by competitive sale pursuant to sections 15140 and 15146 of the California Education Code as permitted by section 53508.7 of the California Government Code and the terms set forth in the 2016A Bond Resolution; NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Contra Costa, State of California, as follows: Section 1. Recitals. All of the foregoing recitals are true and correct. Section 2. Consent and Authorization of Negotiated Sale. This Board hereby consents to and authorizes the issuance and negotiated sale by the District on its own behalf of the 2016A Bonds pursuant to sections 15140 and 15146 of the California Education Code, as permitted by section 53508.7 of the California Government Code and the terms and conditions set forth in the 2016A Bond Resolution. This consent and authorization set forth herein shall only apply to the 2016A Bonds. Section 3. Source of Payment. The County acknowledges receipt of the 2016A Bond Resolution as adopted and the requests made by the District to levy collect and distribute ad valorem tax revenues pursuant to section 15250 et seq. of the California Education Code to pay for principal of and interest on the 2016A Bonds when and if sold. Correspondingly, and subject to the issuance and sale of the 2016A Bonds and transmittal of information concerning the debt service requirements thereof to the appropriate County officers, there shall be levied by the County on all of the taxable property in the District in addition to all other taxes, a continuing direct ad valorem tax annually during the period the 2016A Bonds are outstanding commencing with fiscal year 2016-17 in an amount sufficient to pay the principal of and interest on the 2016A Bonds when due which tax revenues 5 September 13, 2016 Contra Costa County Board of Supervisors 957 fiscal year 2016-17 in an amount sufficient to pay the principal of and interest on the 2016A Bonds when due which tax revenues when collected will be placed in the Interest and Sinking Fund of the District, as defined in the 2016A Bond Resolution, which Interest and Sinking Fund has been irrevocably pledged for the payment of the principal of and interest on the 2016A Bonds when and as the same fall due. The monies in the Interest and Sinking Fund, to the extent necessary to pay the principal of and interest on the 2016A Bonds as the same become due and payable, shall be transferred by the County to the Paying Agent, as defined in the 2016A Bond Resolution, as necessary to pay the principal of and interest on the 2016A Bonds as set out in California law and in the 2016A Bond Resolution. Section 4. Approval of Actions. Officers of the Board and County officials and staff are authorized to do any and all things and are hereby authorized and directed jointly and severally to execute and deliver any and all documents which they may deem necessary or advisable in order to assist the District with the issuance of the 2016A Bonds and otherwise carry out give effect to and comply with the terms and intent of this Resolution. Such actions heretofore taken by such officers officials and staff are hereby ratified confirmed and approved. Section 5. Indemnification of County . The County acknowledges and relies upon the fact that the District has represented that it shall indemnify and hold harmless, to the extent permitted by law, the County and its officers and employees (“Indemnified Parties”), against any and all losses, claims, damages or liabilities, joint or several, to which such Indemnified Parties may become subject because of action or inaction related to the adoption of this resolution, or related to the proceedings for sale, award, issuance and delivery of the 2016A Bonds in accordance herewith and with the District’s resolution and that the District shall also reimburse any such Indemnified Parties for any legal or other expenses incurred in connection with investigating or defending any such claims or actions. Section 6. Limited Responsibility for Official Statement. Neither the Board nor any officer of the County has prepared or reviewed the official statement of the District describing the 2016A Bonds (the “Official Statement”) and this Board and the various officers of the County take no responsibility for the contents or distribution thereof; provided, however, that solely with respect to a section contained or to be contained therein describing the County’s investment policy, current portfolio holdings and valuation procedures, as they may relate to funds of the District held by the County Treasurer-Tax Collector, the County Treasurer-Tax Collector is hereby authorized and directed to prepare and review such information for inclusion in the Official Statement and in a preliminary official statement, and to certify in writing prior to or upon the issuance of the 2016A Bonds that the information contained in such section does not contain any untrue statement of material fact or omit to state any material fact necessary in order to make the statements made therein in the light of the circumstances under which they are made not misleading. Section 7. Limited Liability. Notwithstanding anything to the contrary contained herein in the 2016A Bonds or in any other document mentioned herein, neither the County nor the Board shall have any liability hereunder or by reason hereof or in connection with the transactions contemplated hereby and the 2016A Bonds shall be payable solely from the moneys of the District available therefore as set forth in the 2016A Bond Resolution and herein. Section 8. Effective Date. This Resolution shall take effect immediately upon its passage. 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: September 13, 2016 Contra Costa County Board of Supervisors 958 September 13, 2016 Contra Costa County Board of Supervisors 959 September 13, 2016 Contra Costa County Board of Supervisors 960 September 13, 2016 Contra Costa County Board of Supervisors 961 September 13, 2016 Contra Costa County Board of Supervisors 962 September 13, 2016 Contra Costa County Board of Supervisors 963 September 13, 2016 Contra Costa County Board of Supervisors 964 September 13, 2016 Contra Costa County Board of Supervisors 965 September 13, 2016 Contra Costa County Board of Supervisors 966 September 13, 2016 Contra Costa County Board of Supervisors 967 September 13, 2016 Contra Costa County Board of Supervisors 968 September 13, 2016 Contra Costa County Board of Supervisors 969 September 13, 2016 Contra Costa County Board of Supervisors 970 September 13, 2016 Contra Costa County Board of Supervisors 971 September 13, 2016 Contra Costa County Board of Supervisors 972 September 13, 2016 Contra Costa County Board of Supervisors 973 September 13, 2016 Contra Costa County Board of Supervisors 974 September 13, 2016 Contra Costa County Board of Supervisors 975 September 13, 2016 Contra Costa County Board of Supervisors 976 September 13, 2016 Contra Costa County Board of Supervisors 977 September 13, 2016 Contra Costa County Board of Supervisors 978 September 13, 2016 Contra Costa County Board of Supervisors 979 September 13, 2016 Contra Costa County Board of Supervisors 980 September 13, 2016 Contra Costa County Board of Supervisors 981 September 13, 2016 Contra Costa County Board of Supervisors 982 September 13, 2016 Contra Costa County Board of Supervisors 983 September 13, 2016 Contra Costa County Board of Supervisors 984 September 13, 2016 Contra Costa County Board of Supervisors 985 September 13, 2016 Contra Costa County Board of Supervisors 986 September 13, 2016 Contra Costa County Board of Supervisors 987 September 13, 2016 Contra Costa County Board of Supervisors 988 September 13, 2016 Contra Costa County Board of Supervisors 989 September 13, 2016 Contra Costa County Board of Supervisors 990 September 13, 2016 Contra Costa County Board of Supervisors 991 September 13, 2016 Contra Costa County Board of Supervisors 992 September 13, 2016 Contra Costa County Board of Supervisors 993 September 13, 2016 Contra Costa County Board of Supervisors 994 September 13, 2016 Contra Costa County Board of Supervisors 995 September 13, 2016 Contra Costa County Board of Supervisors 996 September 13, 2016 Contra Costa County Board of Supervisors 997 September 13, 2016 Contra Costa County Board of Supervisors 998 September 13, 2016 Contra Costa County Board of Supervisors 999 September 13, 2016 Contra Costa County Board of Supervisors 1000 September 13, 2016 Contra Costa County Board of Supervisors 1001 September 13, 2016 Contra Costa County Board of Supervisors 1002 September 13, 2016 Contra Costa County Board of Supervisors 1003 September 13, 2016 Contra Costa County Board of Supervisors 1004 September 13, 2016 Contra Costa County Board of Supervisors 1005 September 13, 2016 Contra Costa County Board of Supervisors 1006 September 13, 2016 Contra Costa County Board of Supervisors 1007 September 13, 2016 Contra Costa County Board of Supervisors 1008 September 13, 2016 Contra Costa County Board of Supervisors 1009 September 13, 2016 Contra Costa County Board of Supervisors 1010 September 13, 2016 Contra Costa County Board of Supervisors 1011 September 13, 2016 Contra Costa County Board of Supervisors 1012 September 13, 2016 Contra Costa County Board of Supervisors 1013 September 13, 2016 Contra Costa County Board of Supervisors 1014 September 13, 2016 Contra Costa County Board of Supervisors 1015 September 13, 2016 Contra Costa County Board of Supervisors 1016 September 13, 2016 Contra Costa County Board of Supervisors 1017 September 13, 2016 Contra Costa County Board of Supervisors 1018 September 13, 2016 Contra Costa County Board of Supervisors 1019 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 16, 2016 the Board of Supervisors reviewed and approved the emergency declaration. Since the Board has not met since August 16th and the next available Board meeting is September 13, 2016, the time between board orders exceeded 21 days. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C.173 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Continue Extension of Emergency Declaration Regarding Homelessness September 13, 2016 Contra Costa County Board of Supervisors 1020 BACKGROUND: (CONT'D) 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. CONSEQUENCE OF NEGATIVE ACTION: CHILDREN'S IMPACT STATEMENT: September 13, 2016 Contra Costa County Board of Supervisors 1021 RECOMMENDATION(S): ADOPT Resolution No. 2016/537 allowing the County to reimburse certain expenditures related to various Health Services Department Capital projects. FISCAL IMPACT: No fiscal impact associated with this action. This is a non- binding action that would allow the County to reimburse itself for costs associated with the subject project if the Board decides to issue bonds to finance the project at a future date. BACKGROUND: The County is currently planning capital improvements at various Health Services department facilities throughout the County. The County's project costs are currently estimated to be $30 million. The Board may wish to consider financing the cost of the project with bonds at a future date. This resolution would fulfill legal requirements to allow the county to reimburse itself with bond proceeds for certain costs incurred prior to a subsequent bond issuance. CONSEQUENCE OF NEGATIVE ACTION: Inability to reimburse expenditures that occur prior to bond sale. CHILDREN'S IMPACT STATEMENT: No impact. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C.174 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Reimbursement Resolution for Health Services Department Capital Projects September 13, 2016 Contra Costa County Board of Supervisors 1022 AGENDA ATTACHMENTS Resolution No. 2016/537 Exhibit A to Reimbursement Resolution MINUTES ATTACHMENTS Signed: Resolution No. 2016/537 September 13, 2016 Contra Costa County Board of Supervisors 1023 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/13/2016 by the following vote: AYE: John Gioia Candace Andersen Mary N. Piepho Karen Mitchoff Federal D. Glover NO: ABSENT: ABSTAIN: RECUSE: Resolution No. 2016/537 RESOLUTION DECLARING THE OFFICIAL INTENT OF THE COUNTY OF CONTRA COSTA TO REIMBURSE CERTAIN EXPENDITURES FROM PROCEEDS OF INDEBTEDNESS WHEREAS, the County of Contra Costa (the "County") intends to acquire, construct and improve certain facilities for use by the County as described in Exhibit A hereto (the "Project"); WHEREAS, the County expects to pay, beginning September 13, 2016 and will pay, on and after such date, certain expenditures (the "Reimbursement Expenditures") in connection with the Project prior to the issuance of indebtedness for the purpose of financing costs associated with the Project on a long-term basis; WHEREAS, the Board of Supervisors of the County (the "Board") has determined that those moneys previously advanced no more than 60 days prior to the date hereof and to be advanced on and after the date hereof to pay the Reimbursement Expenditures are available only for a temporary period and it is necessary to reimburse the County for the Reimbursement Expenditures from the proceeds of one or more issues of tax-exempt obligations (the "Bonds") to be issued by or on behalf of the County; WHEREAS, the County reasonably expects the Bonds in an amount not expected to exceed $30 million will be issued, in one or more series, and that certain of the proceeds of such debt obligations will be used to reimburse the Reimbursement Expenditures; and WHEREAS, Section 1.150-2 of the Treasury Regulations requires the Issuer to declare its reasonable official intent to reimburse prior expenditures for the Project with proceeds of a subsequent borrowing; NOW, THEREFORE, BE IT RESOLVED BY the Board of Supervisors of the County of Contra Costa as follows: Section 1. The Board finds and determines that the foregoing recitals are true and correct. Section 2. This declaration is made solely for purposes of establishing compliance with the requirement of Section 1.150-2 of the Treasury Regulations. This declaration does not bind the County to make any expenditure, incur any indebtedness, or proceed with the Project. Section 3. The County hereby declares its official intent to use proceeds of indebtedness to reimburse itself for Reimbursement Expenditures. Section 4. This declaration shall take effect from and after its adoption. ____________________________ Chair of the Board of Supervisors County of Contra Costa, California 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors 5 September 13, 2016 Contra Costa County Board of Supervisors 1024 By: Stacey M. Boyd, Deputy cc: September 13, 2016 Contra Costa County Board of Supervisors 1025 September 13, 2016 Contra Costa County Board of Supervisors 1026 EXHIBIT A TO REIMBURSEMENT RESOLUTION Description of Projects 1. Acquisition, Installation and Construction of Equipment and Capital Improvements – Acquisition, installation and construction of property, equipment and capital improvements to County facilities related to its Health Services Department throughout the County, including, but not limited to the following:  Contra Costa Regional Medical Center-Pharmacy Redesign (Martinez)  Contra Costa Regional Medical Center -Labor and Delivery Security Improvements (Martinez)  Pittsburg Health Clinic - Expansion (Pittsburg)  Pittsburg Health Clinic - Elevator upgrade (Pittsburg)  595 & 597 Center Avenue - Re-Roof (Martinez)  Women, Infants, Children Building - Tenant Improvements (San Pablo)  Antioch Health Clinic - Exercise Purchase Option  Concord Health Clinic - Exercise Purchase Option September 13, 2016 Contra Costa County Board of Supervisors 1027 RECOMMENDATION(S): ADOPT the fiscal year 2016-17 secured property tax rates as shown on Exhibit A, attached; AUTHORIZE the levy of these rates and those adopted by cities and multi-county districts, as shown in Exhibit B, against the taxable secured property within the County that is subject to each rate (anticipated revenues specified in Exhibit A are subject to changes in the secured roll); and ADOPT and levy the 2016-17 tax rate as shown on Exhibit B for the Unitary and Operating Non-Unitary property assessed by the State Board of Equalization with a single countywide value, as recommended by the Auditor-Controller. FISCAL IMPACT: Adoption of the attached property tax rates will generate over $2 billion in property tax revenues to be apportioned to the County, Cities, Schools and other eligible agencies. BACKGROUND: Under Government Code Section 29100, the Board of Supervisors is responsible for the adoption by resolution of the tax rates for the current year secured property tax roll. The General Obligation bond rates are provided by the Auditor at a level adequate to support the APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jennifer Webber, 925-3358610 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C.175 To:Board of Supervisors From:Robert Campbell, Auditor-Controller Date:September 13, 2016 Contra Costa County Subject:Adoption of 2016-17 Secured Property Tax Rates and Authorization to Levy the 2016-17 Property Tax Roll September 13, 2016 Contra Costa County Board of Supervisors 1028 BACKGROUND: (CONT'D) annual debt service requirements and necessary bond reserves. Government Code Section 29101 requires that the Board levy these rates on the appropriate taxable property in the County. Revenue and Taxation Code Section 100(b) provides for the tax rate to be applied to the Unitary and Operating Non-Unitary property. CONSEQUENCE OF NEGATIVE ACTION: Failure to approve this action will mean that the County will not be in compliance with Government Code Section 29101 and this will result in the loss of over $2 billion in property tax revenues. CHILDREN'S IMPACT STATEMENT: Not applicable. ATTACHMENTS Exhibit A Exhibit B September 13, 2016 Contra Costa County Board of Supervisors 1029 Exhibit A COUNTYWIDE TAX AND TAX RATES CALCULATED BY THE AUDITOR Government Code Section 29142 allows a collection fee for debt service requirements on bonds authorized and issued by special districts up to one-fourth of one percent. The tax amounts and rates for special districts include an additional one-fourth of one percent as the County's collection fee. Amount to be raised Rate as Percentage on Secured Roll of Full Value Countywide tax $1,775,152,000 1.0000 % LOCAL SPECIAL DISTRICTS Contra Costa Water Land Levy 728,300 .0032 Pleasant Hill Rec. & Park 2009 1,618,000 .0230 SCHOOL DISTRICTS ELEMENTARY: Brentwood Elementary 1990 209,700 .0024 Brentwood Elementary 1997 1,551,000 .0175 Brentwood Elementary 2003 1,982,300 .0224 Brentwood Elementary 2016 2,433,600 .0275 Byron Elementary 2006 810,900 .0288 Lafayette Elementary 1995 1,580,500 .0194 Lafayette Elementary 2016 1,981,300 .0243 Moraga Elementary 858,000 .0224 Oakley Elementary 1998 495,400 .0145 Oakley Elementary 2004 984,200 .0288 Orinda Elementary 1,008,700 .0165 Walnut Creek Elementary 1995 1,067,900 .0085 Walnut Creek Elementary 2002 1,154,700 .0091 Walnut Creek Elementary 2016 2,125,800 .0168 HIGH SCHOOL: Acalanes Union 1997 4,528,600 .0147 Acalanes Union 2002 5,413,700 .0176 Liberty Union 1994 1,402,300 .0090 Liberty Union 2001 1,983,700 .0127 UNIFIED SCHOOL DISTRICTS: Antioch USD SFID 2008 2,870,000 .0489 Antioch USD SFID 2012 2,198,300 .0375 John Swett 2002 561,000 .0245 John Swett 2008 1,367,000 .0596 Martinez Unified 2010 3,054,100 .0524 Mt Diablo 2002 12,537,600 .0350 Mt Diablo 2010 14,829,100 .0414 Pittsburg Unified 1995 0 .0000 Pittsburg Unified 2004 467,500 .0108 Pittsburg Unified 2006 2,590,700 .0597 Pittsburg Unified 2010 1,539,000 .0355 Pittsburg Unified 2014 907,500 .0210 San Ramon Unified 1998 8,358,900 .0193 San Ramon Unified 2002 12,778,000 .0294 San Ramon Unified 2012 7,142,700 .0165 West Contra Costa Unified 1998 1,546,500 .0058 West Contra Costa Unified 2000 10,395,500 .0386 West Contra Costa Unified 2002 16,167,200 .0600 West Contra Costa Unified 2005 16,167,200 .0600 West Contra Costa Unified 2010 12,933,800 .0480 West Contra Costa Unified 2012 12,933,800 .0480 COMMUNITY COLLEGE: CC Community College 2002 5,739,600 .0033 CC Community College 2006 12,872,000 .0074 CC Community College 2014 2,169,400 .0013 September 13, 2016 Contra Costa County Board of Supervisors 1030 Exhibit B TAX RATES ADOPTED BY OTHER DISTRICTS Per certifications received from the governing body of each district. Rate as Percentage of Full Value MULTI-COUNTY DISTRICTS: Bay Area Rapid Transit .0080 % East Bay Regional Park .0032 East Bay MUD Dist 1 .0028 Livermore Joint Unified 1999 .0406 Livermore Jt 2016 .0480 Chabot - Las Positas Comm College .0246 CITIES: Orinda Roads Bond 2014 .0169 Brentwood, City of .0054 Lafayette, City of .0080 Richmond Pension Tax .1400 Martinez Park Bond 2008 .0347 TAX LEVY FOR UNITARY AND OPERATING NON-UNITARY PROPERTY FOR 2016-2017 Rate as Percentage of Full Value Countywide Tax 1.5959 % (UNITARY) September 13, 2016 Contra Costa County Board of Supervisors 1031 RECOMMENDATION(S): AUTHORIZE the Chair of the Board of Supervisors to sign the Certification Statement for the California Children's Services Program as required by the State of California. FISCAL IMPACT: No fiscal impact. BACKGROUND: The State of California requires an annual statement certifying that the County's California Children's Services Program (CCS) will comply with all applicable provisions federal and state regulations and laws, including the Health and Safety Code and any applicable rules or regulations promulgated by the California Department of Health Care Services. The statement must be signed by the CCS program administrator, health officer and chair of the local governing board. The certification is attached. CONSEQUENCE OF NEGATIVE ACTION: If the certification is not signed and returned to the State, the County will not be in compliance with program requirements. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.176 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Annual California Children's Services Program Certification September 13, 2016 Contra Costa County Board of Supervisors 1032 CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS CCS authorized MINUTES ATTACHMENTS Signed Certification September 13, 2016 Contra Costa County Board of Supervisors 1033 September 13, 2016Contra Costa County Board of Supervisors1034 September 13, 2016 Contra Costa County Board of Supervisors 1035 RECOMMENDATION(S): AUTHORIZE the Chair of the Board of Supervisors to sign the Certification Statement for the Child Health and Disability Prevention Program as required by the State of California. FISCAL IMPACT: No fiscal impact. BACKGROUND: The State of California requires an annual statement certifying that the County's Child Health and Disability Prevention Program (CHDP) will comply with all applicable provisions federal and state regulations and laws, including the Health and Safety Code and any applicable rules or regulations promulgated by the California Department of Health Care Services. The statement must be signed by the CHDP program administrator, health officer and chair of the local governing board. The certification is attached. CONSEQUENCE OF NEGATIVE ACTION: If the certification is not signed and returned to the State, the County will not be in compliance with program requirements. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.177 To:Board of Supervisors From:William Walker, M.D., Health Services Director Date:September 13, 2016 Contra Costa County Subject:Annual Child Health and Disability Prevention Program Certification September 13, 2016 Contra Costa County Board of Supervisors 1036 CHILDREN'S IMPACT STATEMENT: Not applicable. AGENDA ATTACHMENTS CHDP authorization MINUTES ATTACHMENTS Signed Certification September 13, 2016 Contra Costa County Board of Supervisors 1037 September 13, 2016Contra Costa County Board of Supervisors1038 September 13, 2016 Contra Costa County Board of Supervisors 1039 RECOMMENDATION(S): 1. APPROVE and AUTHORIZE the Fish and Wildlife Committee to print and distribute 5,000 updated "Wildlife in Your Backyard" brochures. 2. AUTHORIZE and REQUEST the Auditor-Controller to release an amount not to exceed $1,400 from the Fish and Wildlife Propagation Fund for costs associated with the update and distribution of the brochures. FISCAL IMPACT: No impact to the General Fund. A portion of the fines collected from violations of fish and game regulations in the County is deposited in the Fish and Wildlife Propagation Fund (Fund). State law defines how money in this fund may be spent. The Board of Supervisors is responsible for authorizing specific expenditures. The recommended expenditure is for the purpose of education and outreach on wildlife protection issues, which is consistent with the criteria for expenditures established by the State Law. BACKGROUND: On August 22, Supervisor Gioia approved, on behalf of the IOC (Supervisor Andersen was absent), the request of the County Fish and Wildlife Committee (FWC) to expend up to $1,400 from the Fish and Wildlife Propagation Fund (Fund) to print and distribute 5,000 updated "Wildlife in Your Backyard" brochures. The "Wildlife in Your Backyard" brochure was first developed by the Fish and Wildlife Committee in 2004 to inform residents in the County how to manage wildlife in urban settings. Many homes are located near natural areas and open space. This APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: DCD, IOC Staff C.178 To:Board of Supervisors From:INTERNAL OPERATIONS COMMITTEE Date:September 13, 2016 Contra Costa County Subject:Authorization to Release Funds from the County Fish and Wildlife Propagation Fund to Update and Print the "Wildlife in Your Backyard" Brochure September 13, 2016 Contra Costa County Board of Supervisors 1040 BACKGROUND: (CONT'D) proximity creates an opportunity for negative human/wildlife interactions. For example, some County residents have encounters with raccoons living in their attics or deer eating their flowers and vegetables from their backyards. Residents often contact the County Fish and Wildlife Committee, County Animal Services Department or Lindsay Wildlife Experience for information on how to handle these situations. The Committee concluded that it was very important to create a brochure that people can bring home or access online to refer to when they encounter situations with wildlife. The FWC decided to update the 2004 brochure. The Committee worked for several months on the revisions which include reformatted easy-to-read text and the addition of several photos of wild animals. Most of the text remains the same, although some content and contact numbers have been updated. The draft revised brochure, attached, is 16 pages long and stapled in the middle (8.5 by 5.5 inches finished). On January 20, 2016, the FWC approved the final text and recommended expenditure of up to $1,400 to print and distribute 5,000 copies of the brochure. Upon approval, the brochure will be posted on the FWC web page and distributed throughout the County in public places, when and where permission is granted, including County Animal Services, East Bay Municipal Utility District's visitor center at their reservoir, at local or regional parks, and Lindsey Wildlife Experience in Walnut Creek. The FWC also plans to send the brochures to real estate agents and homeowners that are located near natural areas or open space. ATTACHMENTS DRAFT "Wildlife in Your Backyard" Brochure September 13, 2016 Contra Costa County Board of Supervisors 1041 September 13, 2016 Contra Costa County Board of Supervisors 1042 September 13, 2016 Contra Costa County Board of Supervisors 1043 WILDLIFE IN YOUR BACKYARD Guide developed and funded by the Contra Costa County Fish and Wildlife Committee September 13, 2016Contra Costa County Board of Supervisors 1044 Introduction One of the Bay Area’s greatestassets is its abundance of woodland,grassland and wetland habitats.Many wildlife species live in closeproximity to their human neighborsas housing development expands inour region. We invite you to take a few minutes to read about someof the common wildlife species found in Contra Costa County andseveral things you can do to get along with these original“residents” of your neighborhood. How To Be Wildlife Friendly There are a few important steps to take to keep a healthydistance between your family and wildlife in the neighborhood.Following these tips helps to make wild animals welcome guestsrather than pests. n Keep garbage in tightly covered containers and pick up fallen fruit from fruit trees. Without the smells associated with foodstuffs from our houses and gardens, animals are much less likely to create nuisances in our yards.n Do not leave pet food or water out in your yard. Close pet doors at night to keep wild animals outside. n Maintain bird feeders by collecting fallen and discarded seeds which attract rats, squirrels and other wildlife.n Keeping cats indoors will protect them from disease and predators, as well as to help conserve native songbirds, lizards, salamanders and other small animals. Several sources, including the Audubon Society, report that free-roaming cats have devastating effects on native animals. n Close or screen entrances to attics, vents and crawl spaces, and areas under sheds and decks so animals cannot use those areas to sleep, den or breed.n If deer are a problem in your area, plant “deer resistant” 2 September 13, 2016Contra Costa County Board of Supervisors 1045 plants recommended by your local nursery. n If raccoons or skunks are digging in your lawn, you may have a grub (insect larvae that eat grass roots) problem. Watering the lawn in the morning rather than the evening will make the lawn more difficult to dig and keep grubs deeper in the soil during the evening hours. Heavy grub infestations should be treated with the minimum amount of toxic substances. Ask your local nurseryabout beneficial nematodes for grub control. n Use black or cayenne pepper on the lawn to discourage wildlife from digging. Dog and cat repellant may work as well. n Let native wildlife stay wild. Although well intentioned, feeding wildlife disrupts natural behaviors and can reduce long-term survival. n Do not handle wildlife. This can harm animals and expose you to disease. Our Furry, Feathered and Scaly FriendsThe following are some of the more common local animalresidents in the county. The recommendations noted for eachspecies can help to maintain a harmonious relationship with them. RaccoonsThese black-masked, dexterous mammals are active mostly atnight and eat an extremely wide variety of foods. Raccoonsdigging in lawns are a common problem in suburban areas. Toprevent raccoons from routine visits to your yard, follow the3 September 13, 2016Contra Costa County Board of Supervisors 1046 general tips on page 2, particularly regarding grub infestations. Inaddition, limit access to attics and crawl spaces by screening. If needed:n Wrap metal guards, 18 inches or wider, around tree trunks five or six feet above the ground to keep raccoons from climbing trees to get to roof tops and fruit. Trim bushes and tree branches three feet back from the roofline. n To protect fish in a pond, submerge a wire mesh horizontally around the edge, leaving the center open. Raccoons cannot reachpast the wire and will not stand on it because it is unstable. Submerge terra cotta pipes for fish escape cover. Pocket Gopher Gophers are herbivores and eata variety of plants, such as leafyvegetables above ground and rootsand tubers underground. Theyconstitute an important food sourcefor many wild animals. Owls,hawks, foxes, coyotes, badgers,weasels and snakes eat gophers.Gophers also play a major role insoil dynamics. Their constantdigging results in vertical cycling ofsoil. This counteracts the packing effect of grazers, makes the soilmore porous and permeable, reduces run off and provides increasedaeration for plants. Gophers dig two types of burrows. One is a long, winding,shallow tunnel to obtain food, and the second a deep tunnel forshelter with chambers for food and nesting. Fan-shaped mounds ofloose dirt distinguish gopher holes from circular mole hills. For gophers eating plants and tunneling: n Place hardware cloth (1/4 inch or 1/2 inch mesh) 18-20 inches deep around the perimeter of your garden to exclude 4 Photo by Chuck Abbe September 13, 2016Contra Costa County Board of Supervisors 1047 gophers. Fasten commercial tree wrap around ornamental plants and trees. n Plant daffodils, oleander, gopher or mole plant (Euphorbia lathyris) or other plants that gophers dislike. Check at your local nursery for suggestions. To protect plant roots: n Plant in underground baskets of 1/4 inch hardware cloth. Line the sides and bottoms of all planting holes and beds with galvanized wire mesh or light gauge mesh when planting trees and shrubs; they need protection only when young and vulnerable. Use a heavier mesh for permanent beds where you grow annuals and vegetables. Be sure to place the mesh deep enough to accommodate growing root crops and bulbs, and leaveat least 3 inches of mesh above ground. n Make your own root protectors using 3/4 inch hexagonal wire netting or purchase them ready-made. MolesMoles are insectivores and are very beneficial, aerating the soiland eating insects harmful to gardens. They do not eat vegetationand cause very little damage to plants. Gopher plant is reported torepel moles. Mole-Med is a castor bean extract that may repelmoles when sprayed on lawns. 5 September 13, 2016Contra Costa County Board of Supervisors 1048 California Ground Squirrel Ground squirrels live in colonies in open areas where they canburrow, and are present in most agricultural and rural areas inCalifornia. They are also found around buildings, gardens andindustrial sites. For ground squirrels burrowing in your yard:n Place hardware cloth (1/4 inch or 1/2 inch mesh) to a depth of 18-20 inches around small plots of individual ornamental plants and trees. n Remove brush piles and debris, reduce cover, and control weeds to make the area more open and to remove food sources.n Encourage raptors such as hawks and owls by erecting a raptor perch or pole. For ground squirrels eating plants:n Wrap tree and shrub trunks with commercial tree wrap.n Spray rodent repellant on ornamental plants, which has an extremely bitter taste (may include Benzyidlethyl as an active ingredient). Cribbing spray and Roepel are available commercially. Avoid using gas cartridges and anticoagulants, which can poison non-target species directly or secondarily. Squirrel burrows are used by a wide variety of wildlife species. Striped SkunksThe common skunk is anothercreature of the night that, like theraccoon, eats a wide variety of foods. Askunk typically will not use its mostfamous feature, its odor, unlessprovoked. Skunks digging in lawns are acommon problem in suburban areas. Tokeep skunks away from your yard,follow the general tips on page 2,particularly regarding grub infestations.Keeping garbage and pet food inaccessible is especially important, aswell as screening vents and crawl spaces. 6 September 13, 2016Contra Costa County Board of Supervisors 1049 If a skunk sprays you or your pet, mix together into solution (butnot in a closed container, as it’s potentially volatile):1 quart 3%hydrogen peroxide, 1/4 cup baking soda, 1 tsp. Dawn dish detergent. Apply immediately, keeping it out of the animal’s eyes, nose andmouth. Leave for several minutes and rinse with water. This amount isenough for a small dog. You should double the ingredients for mediumdogs and triple for large dogs. Apply several times if needed.Commercial deodorizers are available from veterinarians and feedstores. SongbirdsDue to the diversity ofhabitats throughout ContraCosta County, more than180 species of birds can befound here. Many areyear-round residents, whileothers pass through duringspring and fall migration. If you choose to keep abird feeder and/or abirdbath, keep them clean.Dirty feathers spreaddisease. Once a week, washyour feeder with soapywater, rinse and soak in adiluted solution of bleach (1 part bleach to 32 parts water). Alwaysuse fresh, high-quality sterile seed. If the seed gets wet from rain,replace it with dry seed immediately before mold develops.The American Bird Conservancy, the National AudubonSociety and the Humane Society urge owners to keep cats confinedindoors and controlled to protect birds and other wildlife. If yourcat injures a bird, place the bird in a small container such as apaper lined box. Call Lindsay Wildlife Experience (see back pagefor number) for care information.7 September 13, 2016Contra Costa County Board of Supervisors 1050 Black-tailed Deer Deer eat a variety of plants and seem particularly attracted tomany of the trees, bushes and perennials commonly used in youryard. While eight to ten foot high fencing is the only sure methodof preventing deer from eating your plants, an alternative is to erectscreens or other barriers around individual plants to protect them. Your local nursery can help you find plants less likely to begrazed by deer. Repellents can be successful, but instructions mustbe followed carefully. You may need to try several different brandsof repellents to find one that actually repels deer in your yard. Deerrepellents are available at nurseries and home improvement stores.Motion activated sprinklers work well to scare and startle deerfrom your garden. OpossumsThe opossum is the onlymarsupial native to NorthAmerica. It was introducedinto California in San Joseduring the 1920s as a gameanimal, and has dispersedthroughout the state.8 September 13, 2016Contra Costa County Board of Supervisors 1051 Opossums are active at night, and are known to “play dead”when startled or confronted. They generally are not aggressive ordestructive, but may try to bluff their attacker by hissing, salivatingand opening their mouths wide to show their 50 teeth. Opossumsare less likely to linger if garbage cans are well sealed and pet foodis not left out. SnakesThe Bay Area is home to many different species of snakes,including the gopher snake, king snake and rattlesnake. The onlypotentially dangerous venomous snake in the Bay Area is theNorthern Pacific Rattlesnake. Although the Night Snake and Ring-necked snake with rearfangs are mildly poisonous, they are generally not harmful tohumans due to their size and demeanor. Gopher snakes are more common than rattlesnakes in the BayArea and are often mistaken for rattlesnakes. A gopher snake has apointed tail. A rattlesnake will have rattles on its tail, or if it isyoung, it may have a rounded tail with a button, but will neverhave a pointed tail.Rattlesnakes are potentially dangerous to humans and pets. Anyrattlesnake bite should be treated as a medical emergency thatrequires immediate care for humans or veterinary care for pets. Thebite victim should be immobilized, remain calm and be transportedto a hospital. Vaccinations are available for pets. 9 Photo by CDFW September 13, 2016Contra Costa County Board of Supervisors 1052 Snakes are beneficial because they eat many animals weconsider to be pests, such as mice, rats and ground squirrels. Theyshould not be killed.To make your yard less attractive to snakes, clear or thin densebrush and weeds from around your house to reduce rodents. Inparticular, discouraging ground squirrels will also reduce theattractiveness of an area to rattlesnakes. Fencing may keep most snakes out of yards. Use small-mesh wirefence that extends 18 inches into the ground and 3 feet above ground.Do not use plastic mesh because snakes can become entangled. CoyotesCoyotes are foundthroughout California in avariety of habitats, includingurban areas. They resemble asmall German shepherd dogwith the exception of thelong snout and bushy,black-tipped tail. Feedingcoyotes, whether deliberatelyor not, puts you, your pets and your neighbors at risk. Feed pets indoors or promptly remove outdoor dishes whenyour pet is finished. Store kibbled pet food in trash cans with tightlids that prevent spilling if the can tips over. To make your homeless attractive to rodents clear brush and dense weeds. Never leave small children unattended in areas known to befrequented by coyotes. Protect your pets by keeping small animalsindoors. Coyotes may seek cats and small dogs in residential areas.Cats should never be allowed to wander outside in coyote country.Bring dogs indoors at night and never allow them to run loose. Wild TurkeysWild turkeys were first introduced into California about 10010 September 13, 2016Contra Costa County Board of Supervisors 1053 years ago with many subsequent reintroductions throughout thestate. They have become well established in many areas, includingthe Bay Area. Turkey nests and eggs are protected by Federal law. Wild turkeys live in woodland habitats, which contain bothtrees for roosting and open grasslands for foraging and nesting.Local turkey populations have recently increased in size, withsome flocks containing 50 or more birds. Turkeys are ground feeders, and consume a wide variety offood including grasses, grains, acorns, fruits, insects andagricultural crops. In particular, their fondness for acorns mayhinder oak regeneration and rob native wildlife of a valuable foodresource. Turkeys are a protected game species. Many residents enjoy seeing these impressive birds; however,they have become a nuisance in some suburban areas due to thedamage they can cause by foraging in gardens and landscaping andthe droppings they leave behind. In many cases, these problems arecaused or exacerbated by residents who feed the turkeys andthereby attract them to residential neighborhoods. Feeding wildturkeys puts them in jeopardy by altering their wild behavior andencouraging close contact with people. If wild turkeys begin roosting in your trees or causing damageto your property and you need help, the California Department ofFish and Wildlife can provide specific advice. Turkeys can bediscouraged from your property with motion-activated sprinklers.11 September 13, 2016Contra Costa County Board of Supervisors 1054 Mice and Rats Rodents most commonly seen inand around dwellings in the BayArea include the house mouse,roof rat (black rat) and Norwayrat (brown rat). These animalsare not native to North America,cause millions of dollars indamage each year, and can causefood poisoning and spreaddiseases such as plague andtyphus to humans. In the Bay Area, we also havemany native rodents such as deer mice, harvest mice, Californiavoles (meadow mice) and dusky-footed woodrats (pack rats).These native species are usually seen away from homes, butsometimes may be found close to or in dwellings when populationsincrease periodically. You can make your home and garden less attractive to rodents:n Keep leaf litter, lumber, trash, brush, wood and rock piles to a minimum to reduce hiding places. Ground cover such as ivy is commonly used by non-native rodents.n Remove all sources of food. Fruit and vegetables should be promptly harvested and not allowed to accumulate or drop to theground. n Bird feeders should contain seeds and not allow them to drop to the ground. n Seal all places where rodents may enter your house. Mice can get through an opening the size of a dime; rats can enter through openings the size of a quarter. In your home:n Do not use glue traps or poison. Glue traps are inhumane and can catch unintended victims such as lizards and birds. Poisoned rodents may secondarily poison non-target predators orpets. Snap traps are the most effective, humane method of12 Photo by USGS September 13, 2016Contra Costa County Board of Supervisors 1055 control. n If you hire a pest control operator, make sure they use traps and exclusion instead of poisons. BatsThe Bay Area is home to many species of bats. They are a protected non-game species and may not be harmed, except under special conditions set by the California Department of Fish and Wildlife. Bats are very beneficial becausethey eat a large variety of harmfulinsects. A colony of 500 bats caneasily capture over a half a million insects nightly. Some bats roost in trees and rock crevices. Other colonialspecies roost in buildings or may have nighttime feeding roosts.Bats roosting on porches and eaves are usually Pallid bats whichcome at night to roost and feed on their meal; insect body parts areoften found below the roost. To deter bats from roosting, cover thearea with smooth, tight-fitting plastic, such a Plexiglas or otherhard plastic, so they can’t crawl under or cling to it. Naphthaleneflakes (moth balls) suspended in netting or socks sometimes deterbats from roosting in an area. Never attempt to handle any bat, as they are potential vectors ofthe lethal rabies virus. However, less than one half-percent of batsactually contract rabies. Eliminate openings where bats may enter a building. If a batenters a building allow it to fly out by itself through open windowsor doors. Never seal a roosting area from May through August in casethere is a nursery colony with baby bats that cannot fly out.If humans or pets come in direct contact or are bitten by a bat,collect the bat and seek immediate medical advice from your localcounty health department and doctor.13 September 13, 2016Contra Costa County Board of Supervisors 1056 Mountain LionsThe mountain lion is an apex predator coexisting with us in theeast San Francisco Bay area. Mountain lions are a keystone specieswhich reflects the health of the environment. In Contra Costa County mountain lions are faced with severalchallenges, particularly the fragmentation of habitat. Mountain lions require large tracts of land territory and homerange. Our freeways and suburbanization have divided the regioninto isolated, disconnected areas which mountain lions mustnavigate to access preferred habitat. Vehicles are a leading cause of death for these animals. Uponentering into our backyards or cities, they pose a potential publicsafety concern. Your chances of being attacked by a mountain lionare extremely low. There have been 16 confirmed attacks on humans by mountainlions in California since 1890. For comparison, one is 1,000 timesmore likely to be struck by lightning and 500 times more likely tobe killed by a domestic dog. To minimize risks of mountain lion attacks:n Do not hike alone. Hike in groups.n Keep children close to you and within your sight at all times when in lion country.n Do not approach a lion. Most mountain lions will generally try to avoid a confrontation. Give them a way to escape.14 September 13, 2016Contra Costa County Board of Supervisors 1057 n Do not run from a lion. Running may stimulate a mountain lion’s instinct to chase. Instead, stand and face the animal. Make eye contact. If you have small children, pick them up if possible so they do not panic and run. n Do not crouch or bend over. A person squatting or bending over looks a lot like a four-legged prey animal. n Do all you can to appear larger. Raise your arms. Open your jacket if you are wearing one. Throw stones, branches or whatever you can reach without crouching or turning your back. Wave your arms slowly and speak firmly in a loud voice. n Fight back if attacked with any means available, protecting your head and neck. Pets and WildlifeIndoor cats avoid exposure to disease and predators. Free-roaming cats and small dogs can become part of the food chain,with consequences for both pets and wildlife. Indoor cats live anaverage of five times longer than free-roaming cats. Dogs should be kept in fenced yards, on leash or under directcontrol. Keep vaccinations for dogs and cats current to minimizerisk of disease transmission between domestic and wild animals.Your veterinarian can give you more information about preventingproblems caused by encounters between pets and wildlife. 15 September 13, 2016Contra Costa County Board of Supervisors 1058 And, Finally...We hope that this guide shows that living with wildlife is notmuch of a burden. Most of what works to keep wildlife populationshealthy is common sense. Keep creeks cleanIf you are aware of pollutants such as oil, pesticides, poolwater, yard clippings or other man-made pollutants entering localcreeks, inform your city’s public works department. Californian Office of Emergency Services (800) 852-7550California Dept. of Fish & Wildlife (707) 944-5500CCC Animal Services Dept. (Central/Eastern County)(925) 335-8300CCC Animal Services Dept. (Western County)(510) 374-3966Contra Costa Clean Water Program (800) NODUMPINGContra Costa Dept. of Agriculture (925) 646-5250Contra Costa Mosquito & Vector Control (925) 685-9301Lindsay Wildlife Experience (925) 935-1978 Save waterReducing residential and business water use relieves the intensepressure on our water resources posed by our growing population.For example, use native plants that do not require heavy watering,and use a broom instead of the hose when cleaning around yourhome or at work. Visit local parks and creeksThere is high quality wildlife habitat not far from your home.Getting to know the region’s animals is a pleasure and shows thevalue of our efforts to preserve, conserve and restore wildlife. 16 September 13, 2016Contra Costa County Board of Supervisors 1059 RECOMMENDATION(S): APPROVE the revised 2016-18 Policies and Procedures and Service Plan for the Head Start program as recommended by the Employment & Human Services Director. FISCAL IMPACT: None BACKGROUND: Head Start Performance Standard 1305.3 (c) (6) 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 Head Start Policies and Procedures and Service Plan for the 2014-15 program year. The document was reviewed and approved by the Head Start Policy Council on February 18, 2015. 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: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: C.179 To:Board of Supervisors From:Kathy Gallagher, Director Date:September 13, 2016 Contra Costa County Subject:2016-2018 Community Services Bureau Policies & Procedures.Manual and Service Plan September 13, 2016 Contra Costa County Board of Supervisors 1060 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 CSB Policies-Procedures REDLINE CSB Policies-Procedures CLEAN CSB Policies-Procedures summary of changes September 13, 2016 Contra Costa County Board of Supervisors 1061 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 1-ADMINISTRATION 20156-18 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/2015 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red Formatted: Strikethrough Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1062 PART I PROGRAM GOVERNANCE A Service Area 4 B Service Recipients 4 C Program Governance 4 PART II PLANNING A Philosophy 15 B Methodology 15 PART III COMMUNICATIONS A General Description 18 B Internal Communication 18 C Internal Communication with Parents 18 D Communications with Governing Bodies and Policy Groups 19 E External Communication 20 F Reporting for County Child Protective Services and State Community Care Licensing 21 G Reporting for Partner Agencies including Delegate Agency 25 PART IV RECORD KEEPING AND REPORTING A General Description 26 B Personnel Files 27 C Family Files 27 D Fiscal Files 27 E Contract Files 29 F Public Access to County Records 29 PART V MONITORING A Purpose 31 B Methodology 31 C Multi-Level Monitoring 31 D Fiscal Monitoring of the Delegate Agency by the Grantee 33 E Early Childhood Environmental Rating Scale and Infant Toddler Environmental Rating Scale (ECERs and ITERs) 33 F Fiscal Officer or his/her Designee Reviews the Financial Information for Content and Consistency Before Reimbursing Monthly Expenditures 33 G Center Visit Documentation 34 H Procedures for Review, Analysis and Reporting 34 I The Ongoing Monitoring Plan 35 PART VI SELF-ASSESSMENT A Self-Assessment Team 36 B Methodology 36 C Parent Involvement 36 D Process of Self-Assessment of Agency’s Program Services 37 E Self-Assessment Results 37 F Monitoring the Plan of Action Resulting from Self-Assessment 37 September 13, 2016 Contra Costa County Board of Supervisors 1063 PART VII PROGRAM HUMAN RESOURCES MANAGEMENT A Statement of Purpose of Policies and Procedures 38 B Governing Board 38 C Organizational Structure 38 D Additional Personnel Policies Relating to Employees of Program Services 39 E Analysis of Staff Needs 45 F Recruitment and Selection 45 G Hiring of CSB Staff 46 H Reject from Probation 47 I 9/80 Work Schedule 47 J Separation 48 K Resignation 48 L Nepotism 48 M Enrolled Children of CSB Employees 48 N Staff Qualifications-General 48 O Qualification Requirements for Positions 49 P Classroom Staffing and Ratios and Comprehensive Services Staffing 49 Q Site Administration 51 R Teacher Assistant Trainees (TAT) 51 S Volunteers 51 T Standards of Conduct 52 U Professional Behavior and Attire 53 V Non-Discrimination and Anti-Harassment Policies 54 W Whistle Blowers Are Protected 54 X Protocol for Tracking Staff Absences 55 Y Family Medical Leave Act (FMLA) 55 Z Confidentiality 56 AA Staff Performance Appraisals 58 BB Chronological Supervision and Filing System 60 CC Staff and Volunteer Health 61 DD Career Development Opportunities 62 EE Staff Training and Development 64 FF New Employee Orientation 67 GG Continuing Education Programs 68 HH Delegate Agency Policies 69 II Short-Term Contract Employees 69 JJ Union Membership 70 KK Equal Opportunity/Affirmative Action Policy 70 LL Approval of New Personnel Policies and Revisions 70 PART VIII FISCAL A Advance Amount for Travel 72 B Travel Reimbursement-County Employees 72 C Travel Reimbursement-Parent Reimbursement for Policy Council Activities 72 D Using Employee’s Own Funds for County Expenditures 73 E Reimbursement for Expenses 73 September 13, 2016 Contra Costa County Board of Supervisors 1064 F Use of Procurement Cards 74 G Other Compensation 75 H Salary 75 I Bilingual Pay Differential 76 J Accounting Certificate Differential 77 K Management Longevity Pay 77 L Management Paid Personal Leave (Admin Leave) 77 M Unemployment Compensation 77 N Vehicle Use 78 O In-Kind (Non-Federal Share) 78 P Reduced Days of Operation or Attendance Due to Emergency Conditions 79 September 13, 2016 Contra Costa County Board of Supervisors 1065 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 2/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 is a body of publically elected officials whose 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 in Appendix A in this section. 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 1304.50(b)(2). 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 set at 3943. This is determined using the formula 1/60 (1 representative per site for every 60 HS or EHS slots). Head Start Part Day 135Representatives Head Start Full Day 149 Representatives Early Head Start 68 Representatives Home Based Option 1 Representative Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1066 This information will be included in the Policy Council Bylaws approved annually by the Board of Supervisors and the Policy Council. The term for members is one year, OctoberSeptember to SeptemberAugust. 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 service is three. No grantee, or delegate or child care partner agency staff (or members of their immediate family) may serve on the Policy Council or on the Delegate Agency’s Policy Committee, except parents who occasionally (no more than 10 hours/month) substitute for regular Early Head Start or Head Start staff. Immediate family is defined as any parent, child, sibling, grandparent, significant other, co-parent or spouse of Community Services Bureau 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 meeting. 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 drawn 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 3 one-year terms (1304.50(b)(5). • 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 toand Policy Council assists 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. Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1067 6. Policy Council Responsibilities The Policy Council has policy-making authority and is governed by its By-Laws. Each year, through ongoing trainings, the Policy Council and Board of Supervisors are trained on Governance and Head Start Performance Standards, and oriented to CSB program services. CSB staff provides a comprehensive orientation to CSB and Policy Council roles and responsibilities each year. 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. 7. Appendix A: Governance and Management Responsibilities The following chart outlines the shared responsibilities between the Board of Supervisors, Policy Council, Head Start Director and EHSD Director. FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR I PLANNING 1304.50(d)(1)(iii) (a) 1304.50(d)(1)(iii) A & C C B C Procedures for program planning in accordance with this Part and the requirements of 45 CFR 1305.3 (this regulation is binding on Policy Councils exclusively). (b) 1304.50(d)(1)(iv) A & C C B C The program's philosophy and long - and short - range program goals and objectives (see 45 CFR 1304.51(a) and 45 CFR 1305.3 for additional requirements regarding program planning). (c) 1304.50(d)(1)(v) A & C C B C The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively) (see 45 CFR 1301.33 and 45 CFR 1305.3(a) for additional requirements about delegate agency and service area selection, respectively). (d) 1304.50(d)(1)(vii) A C B (Review Only) Criteria for defining recruitment, selection, and enrollment priorities in accordance with the requirements of 45 CFR Part 1305. (e) 1304.50(d)(1)(i) A & C C B C All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Councils). September 13, 2016 Contra Costa County Board of Supervisors 1068 (f) 1304.50(f) A C B (Review Only) FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR 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. (g) 1304.50(d)(1)(viii) A C B C The annual self-assessment of the grantee or delegate agency's progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the federal monitoring review (see 45 CFR 1304.51(i)(1) for additional requirements about the annual self-assessment). II GENERAL PROCEDURES 1304.50 (d)(1)(vi) (a) 1304.50(d)(1)(vi) A & C C B C The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen. (b) 1304.50(g)(1) A & C C N/A C Grantee and delegate agencies must have written policies that define roles and responsibilities of the governing body members and that inform them of the management procedures and functions necessary to implement a high quality program. (c) 1304.50(d)(1)(ii) A & C C B C Procedures describing how the governing body and the appropriate policy group will implement shared decision- making. (d) 1304.50(h) A & C C B C Internal dispute resolution. Each grantee and delegate agency and Policy Council or Policy Committee jointly must establish written procedures for resolving internal disputes, including impasse procedures, between the governing body and policy group. (e) 1304.50(d)(2)(v) B B B B September 13, 2016 Contra Costa County Board of Supervisors 1069 Establish and maintain procedures for hearing and working with the grantee or delegate agency to resolve community complaints about the program. FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR (f) 1304.50(g)(2) A N/A B B Grantee and delegate agencies must ensure that appropriate internal controls are established and implemented to safeguard federal funds in accordance with 45 CFR 1301.13. (g) 1304.50(d)(1)(ix) A & C N/A B B The annual independent audit that must be conducted in accordance with 45 CFR 1301.12. III HUMAN RESOURCES MANAGEMENT 1304.50(d)(1)(x) (a) 1304.50(d)(1)(x) A & C C B B Program personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff, consultants, and volunteers. (b) 1304.50(d)(1)(xi) A & C C N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the grantee agency. (c) 1304.50(d)(1)(xii) C C B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee agency. (Grant ee Only) (d) 1304.50(d)(1)(xi) N/A N/A N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the delegate agency. (e) 1304.50(d)(1)(xii) N/A N/A B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the delegate agency. (Deleg ate Only) KEY AND DEFINITIONS AS USED IN CHART * When a grantee or delegate agency operates an Early Head Start program only and not an Early Head Start and a Head Start program, these responsibilities apply to the Early Head Start Director. September 13, 2016 Contra Costa County Board of Supervisors 1070 A. General Responsibility. The group with legal and fiscal responsibility that guides and oversees the carrying out of the functions described through the individual or group given operating responsibility. B. Operating responsibility. The individual or group that is directly responsible for carrying out or performing the functions consistent with the general guidance and oversight from the group holding general responsibility. C. Must Approve or Disapprove. The group must be involved in the decision-making process prior to the point of seeking approval. If it does not approve, a proposal cannot be adopted, or the proposed action taken, until agreement is reached between the disagreeing groups. D. Determined locally. Management staff functions as determined by the local governing body and in accordance with all Head Start regulations. Procedures, Plans, & Applications Requiring Board & Policy Council Approvals (rev. 5/19/09) (Existing Appendix A requirements PLUS the added ones from the 2007 HS legislation)** Procedure/Plan/Application Approval Required Frequency of Approval Board of Directors Policy Council Planning Procedure (Road Map) X X Annually Goals and Objectives X X Annually Child Recruitment/Selection Procedures X (added) X Annually Budget and Grant Application X X Annually - and as needed for supplements Self Assessment and Plan for Corrections X (added) X Annually Board Composition Requirements for non-governmental agencies X (added) ____ One-time (until changed) Board and PC Conflict of Interest requirements X (added) X (added) One-time (until changed) Board approval of PC Composition Procedure for how PC members are selected X X (added) ___ X (added) One-Time (until changed) Policy defining roles/ responsibilities of governing board members for implementing a high quality program X One-Time (until changed) Procedures describing how shared governance is implemented X X One-Time (until changed) Dispute Resolution & Impasse X X One-Time September 13, 2016 Contra Costa County Board of Supervisors 1071 Procedure (OHS will issue procedure) (until changed) Procedures to resolve community complaints, conduct investigations. X Previously “operating” role Previously “operating” role One-Time (until changed) Personnel Policies & Procedures (Revisions to originally approved) X X As Needed Service Area Plans X Annually Financial Management Accounting & Reporting Policies including audit X (added) ____ One-Time (until changed) Board: Hiring/Termination procedures for Executive, Head Start, Fiscal, and HR Directors Policy Council: Hiring and firing criteria for program staff. X (added) _____ X (added) One-Time (until changed) Required Reports To Board To PC Frequency Budget and Program Reports Budget Reports Credit Card Expense Reports USDA Meals/Snacks Program Information Summaries Enrollment Reports X X X X X X X X X X X X Periodic Monthly Monthly Monthly Monthly Monthly ** Additional clarifications and revised regulations will be forthcoming from OHS. 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 1304.50(g)(i) • 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 September 13, 2016 Contra Costa County Board of Supervisors 1072 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 meet monthly with the County Administrator’s Office. • Topics for the monthly meetings will include, but not be confined to: 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 Enrollment and Average Daily Attendance o Regulatory changes o Parent Involvement Family Engagement o Planning for joint Board of Supervisors/ Policy Council training activities • A meeting report will be generated by the Employment and Human Services Director and the Community Services Bureau Director. • The report of the meeting will be sent monthly to the Health and Human Services Committee of the Board of Supervisors, agendizedto be included on the agenda by the Board of Supervisors and 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 and approves the Community Assessment annual updates and the full assessment every three years. Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1073 • The Policy Council also reviews and approves the Annual Planning Calendar, Child Recruitment and Selection Criteria, the Self Assessment and 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. ii. Reference • Head Start Performance Standards, 45 CFR 1304.50(h) 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 expeditiously. 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 of) a method of hearing and resolving community complaints about the Contra Costa County Community Services Bureau. September 13, 2016 Contra Costa County Board of Supervisors 1074 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: o 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, Who wasPerson/s involved, What happened, Where did it occur, 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 o 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 with the program staff to attempt resolution within 48 hours. o Step 3: Complaints not resolved within 48 hours will be brought to the attention of the Division Manager, Bureau Director, or their designee. o 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. o 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. Formatted: Strikethrough Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1075 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: (1) 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. (2) Disabilities and mental health needs continue to trend upwards. CSB will expand mental health and disabilities assessment, treatment, and case management linkage opportunities for children and families. (3) 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. (4) CSB will provide ongoing learning opportunities to enhance employees’ career development and assist in meeting new job requirements. 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 every three years with annual updates during 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 and trends in the CSB service area are identified and integrated into the planning process and into the development and implementation of policies, procedures, service plans, goals and objectives. The findings of the Community Assessment are used to help reach decisions in areas such as: to help determine CSB program philosophy, long-range and short-range program objectives, help determine the type of services and program options to be provided, help determine the recruitment areas of the program, help identify locations of centers and home-based programs, and help set the criteria for recruitment and selection. • The Community Assessment process is led by a CSB Analyst. The data that is collected externally and internally consists of, but is not limited to the demographic make-up of eligible children and families, other child development and child care programs serving eligible children including infant/toddler, and pregnancy programs, services for children with disabilities, education, health, nutrition and social services needs for eligible children and families and community resources that could address the needs of eligible children and families. September 13, 2016 Contra Costa County Board of Supervisors 1076 • The Community Assessment helps to identify strengths, disparities, needs and trends in the community which guides management, Policy Council, and the County Board of Supervisors in the planning process for eligibility, recruitment, selection criteria, site and classroom placement, as well as general program management, including curriculum and family support services. The Community Assessment also guides the program goals and objectives. 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 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 occur within the 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. September 13, 2016 Contra Costa County Board of Supervisors 1077 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 Section III-Communications. September 13, 2016 Contra Costa County Board of Supervisors 1078 III. 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: • Senior Administrative Management • Senior Management • Comprehensive Services • Cluster-based • Site-level • Daily Interactions • Staff newsletters • Internal memos • Policies and Procedures (Starting 2016, the Policies & Procedures will be revised every 2 years. Any updates between the revisions will be added as an addendum to P & Ps per the Bureau policy.) • Fax • Email • Payroll notices • Telephone • Bureau Reports • Computerized Tracking Systems (COPA)/CLOUDS • Video Conferencing System • Annual Planning Calendar C. The following are methods of internal 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 • Parent surveys • Parent-teacher conferences • Home visits September 13, 2016 Contra Costa County Board of Supervisors 1079 • Monthly Comprehensive Services Team newsletters • Quarterly family newsletters • Parent bulletin board that includes: 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 • Planned community events • Social Media Tools • Communication with Delegate Agency and Community Childcare Partners: • Regularly scheduled meetings • Regular monitoring • Joint trainings • Appointed members from the delegates on the Policy Council • Joint annual self-assessments • Email • Telephone • Fax • Monthly reports D. Communications with Governing Bodies and Policy Groups 1. The Policy Council serves as a link between public and private organizations, Delegate Agency Policy Committee(s), Subcontractors, the Grantee-Operated Program Site Committees, the Grantee, 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. September 13, 2016 Contra Costa County Board of Supervisors 1080 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: • State/Local Policy Groups • State Department of Education • Local Planning Council • First Five Commissions • County Departments • Community-based Organizations • Contra Costa County SELPAs • Child Care Partners • Policy Forum • County Board of Supervisors • Local Education Agencies • Contra Costa County School Superintendents • Contra Costa One Stop Consortium • California Welfare Directors Association Committees • News / Media Inquiries 2. Press Calls i. All press calls should come to, or be referred through, Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department. This will guarantee that the Bureau Director and Senior Administrative Staff 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. It will enable the Legislative and Community Relations Coordinator or the Advance Level Secretary in the Office of Administration for the Employment and Human Services Department to follow up with reporters and Department Staff to ensure that deadlines are honored and follow up questions, issues and photography are well managed. The Legislative and Community Relations Coordinator or the Advanced Level Secretary in the Office of Administration for the Employment and Human Services Department 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 their Bureau Director to respond to the press, they are free to respond to the reporter. They should then contact the Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department to discuss the story and allow for the Legislative and September 13, 2016 Contra Costa County Board of Supervisors 1081 Community Relations Coordinator or the Advanced Level Secretary in the Office of Administration for the Employment and Human Services Department or designee to follow up. 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 Legislative and Community Relations Coordinator at (925) 313- 1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department; • Inform your manager/supervisor immediately; • Provide the following information: date, time, and location of contact; • Media representative's name, organization, and phone number and • Summary and nature of the inquiry 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: • "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 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 call the Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department, so these stories can be channeled to the press most likely to publish them. 4. Tools for External Communication are as follows: • Formal/informal agreements • Regular meetings • E-mail • Telephone • Membership activities • Social Media Tools (Facebook/Twitter and etc.) 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. September 13, 2016 Contra Costa County Board of Supervisors 1082 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 Division 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. • 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. Children and Family Services (CFS) (Protective Services, County) 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 summerising 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: (any incident not involving any medical professional) immediately report the injury to your Supervisor and the parent after you have tended to the child. Employees do not report minor injuries to CCL. September 13, 2016 Contra Costa County Board of Supervisors 1083 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 present shall: • Comfort the child. • Phone 911 immediately. • 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 be immediately reported to the CSB Administration in Martinez 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, one or together the AD and Site Supervisor will call 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 Formatted: Font color: Red September 13, 2016 Contra Costa County Board of Supervisors 1084 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 of report, and fax CSB Unusual Incident Report to CSB Administrative Office within two hours of the alleged incident. The completed form shall be faxed to (925)313- 8301scanned to the attention of the Division Manager immediately followed up with 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 Iincident 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. • 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 CSB Administrative Office, if faxed the front desk clerk will personally deliver copies of the faxed report to the Personnel Administrator, Division Manager, and Bureau Director, and EHSD Director for review. When the review process is completed and approved copy of the Unusual Incident Report will be faxed scanned to the appropriate Assistant Director to sign and either fax/scan to CCL or authorize the Site Supervisor or designee to fax/scan to CCL. • A fact finding team will be immediately 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 make the mandatory telephone callnotify to the Head Start Regional Office and/or State LicensingDOE 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. Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red September 13, 2016 Contra Costa County Board of Supervisors 1085 • 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 temporarily re-assigned to another work location out of the classroom and without contact with children until the investigation is concluded.directed to leave the facility for the day and then report to the 1470 Civic Court, Suite 200 office in Concord, or other designated site, for work by the next business day. Failure on the part of the employee to report to, and remain at the 1470 Civic Court, Suite 200 office, or other designated sitethe alternate work location as directed, will cause the employee to be docked forreceive absence without leave pay (AWOP) and subject to further discipline, up to and including termination. 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 (1). 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. Reporting for Partner Agencies including the Delegate Agency shall: • 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. 1 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. Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red Formatted: Font color: Red September 13, 2016 Contra Costa County Board of Supervisors 1086 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1087 IV. 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. i. 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. September 13, 2016 Contra Costa County Board of Supervisors 1088 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 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 Shared Folder called “Record Keeping Log” He/she must log: “check in/out status by completing the required information on the site 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. D. Fiscal Files Fiscal records and documents are stored and filed in designated cabinets inside the Fiscal, Purchasing and/or Personnel units. Staff is required to maintain current and accurate records of financial activities. This includes fiscal and accounting records in order to show the costs incurred by each program. Records adequately identify the use of funds for Federal and State programs. Accounting records are supported by documentation such as purchase and travel receipts, invoices, journals, etc. and show a clear audit trail for all funds received and disbursed. September 13, 2016 Contra Costa County Board of Supervisors 1089 The following documents are maintained by the designated units: • Accounting Policies & Procedures Manual • Administrative Reports - Head Start & Early Head Start • BRASS Files • Budget Statement • CAFR • CDE Projections • CDE Contracts • CDFS8501 • CDFS9500 • CDFS9529 • CDFS9530a • CDFS CalWORKSCalWORKs, APP or FCCH Fiscal Report • CDFS CalWORKSCalWORKs Caseload Report • Child Development Audit Reports • Child Nutrition Expenditure/Revenue Report • Child Start Allocations Binder • Contractors' Files – Purchasing Unit • Delegate Agency Files • Employee Timesheets – Personnel & Purchasing Units • Expenditure Activity Report - Energy Programs • Expenditure Detail Report • Federal Financial Reports to ACF (SF-425:Semi-Annual, Annual and Final) • Financial Monitoring Report - Head Start & Early Head Start • Financial Projections Package • Financial Report for Drawdown - Head Start & Early Head Start • Financial Status Report (SF425) - Head Start & Early Head Start • Journals • Open Encumbrances Report • Partners' Files – Purchasing Unit • Payment Ledgers – Contracts/Purchasing Units • Payroll Detail Report – Payroll/Purchasing Units • Payroll Register Report – Payroll/Purchasing Units • Policy Council Financial Reports • Procurement Card Files – Personnel Unit • Program Improvement Grant • Purchase Requisitions/Orders – Purchasing Unit • Recommended Budget Binders • Revenue Detail Report • SBFS Files • Single Audit Reports • Supplemental Funding Applications • Travel Demands – Purchasing Unit • Vendors' Invoices, Bills, D-15 – Purchasing Unit September 13, 2016 Contra Costa County Board of Supervisors 1090 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. 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. Certain other public employee information may be released: (1) amount of an employee’s September 13, 2016 Contra Costa County Board of Supervisors 1091 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. September 13, 2016 Contra Costa County Board of Supervisors 1092 V. 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: 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 i. 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1093 own internal ongoing monitoring. Monthly reports on these activities, including corrective actions, will be submitted to the Analyst overseeing the Partner Unit. iii. 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. 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. Thirty percent sample of classrooms in the center receives a health and safety monitoring. All directly operated, partner, and delegate agency classrooms are monitored for education environment. 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- year as they are established after the National Designation Renewal System trigger scores have been made available. Upon completion of each area of monitoring, the QMU distributes results and the Feedback Form listing areas of non-compliances and strengths to the predetermined group responsible for that center, classroom, or service area monitored. The designated responsible person corrects non-compliances which are then reviewed and validated by a Comprehensive Services Manager. The Assistant Director reviews all non-compliances, validations, and submits verification to the QMU. 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 reviews these bi-annual reports to identify trends and develop staff training. iv. 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. September 13, 2016 Contra Costa County Board of Supervisors 1094 v. 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. 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. Early Childhood Environmental Rating Scale and Infant Toddler Environmental Rating Scale (ECERs and ITERs) • ECERS and ITERS observations are conducted annually for the grantee operated programs. Corrective action plans are developed to address any identified areas of weakness. • For the partners, the Education Manager assigned to the partners will conduct annual validations on the ECERs and ITERs that they submit. If a partner site has more than one classroom, one classroom will be randomly selected for validation. If a significant discrepancy is found between the partner’s ECERs/ITERs scores and the CSB validation of the scores, additional ECERs/ITERs from other classrooms will be validated. F. 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, un- obligated 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. September 13, 2016 Contra Costa County Board of Supervisors 1095 The grantee will conduct regular and routine monitoring including delegate agency annual management and fiscal systems review. G. Center Visit Documentation • 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. 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. i. 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. ii. 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. • Monitoring Analyst will complete a semi-annual analysis report and provide roll up summaries within 4 weeks of completion of Period 1 (July-December) and Period 2 (January-June). iii. 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. o 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). o Define the problem, collect data, identify possible causal factors surrounding the problem, and identify the root cause. September 13, 2016 Contra Costa County Board of Supervisors 1096 o Submit an action plan to the Assistant Director to recommend and implement solutions, identify responsible persons. o 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 The Ongoing Monitoring Plan located in the CSB Intranet. September 13, 2016 Contra Costa County Board of Supervisors 1097 VI. 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. Each year, the team leader and consultant, if applicable, identify sites and classrooms for the self- assessment. The following factors are considered in site selection: • 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 September 13, 2016 Contra Costa County Board of Supervisors 1098 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 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1099 VII. 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. 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, et cetera 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. September 13, 2016 Contra Costa County Board of Supervisors 1100 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 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 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 (Fingerprinting) i. Live Scan Process • 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. • 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. • CSB Personnel schedules a Livescan appointment and provides the applicant with a Livescan form to take to their appointment. • 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: o FBI o Child Abuse Index o State Department of Justice • Should a conviction 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: o The Community Services Bureau Director determines the appropriate action to be taken based on individual circumstances. o 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. September 13, 2016 Contra Costa County Board of Supervisors 1101 o 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. o 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:  All pending and prior criminal arrests / charges related to child sexual abuse and their disposition  Convictions related to other forms of child abuse / neglect  All convictions o 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. o The declaration may exclude listing of:  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  Any conviction the record of which has been expunged under Federal or State law  Any conviction set aside under the Federal Youth Corrections Act or similar State authority 2. 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: 1. Are eligible to claim for and receive state and federal funds 2. Have the required licensure that is current and valid 3. Are not on the following individual/entities excluded provider lists: http://oig.hhs.gov/exclusions/exclusions_list.asp https://files.medi-cal.ca.gov/pubsdoco/SandILanding.asp Thereafter, verification will be conducted on a monthly basis. 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. September 13, 2016 Contra Costa County Board of Supervisors 1102 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1103 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 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: September 13, 2016 Contra Costa County Board of Supervisors 1104 • 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1105 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. • 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: o The County prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substance in the workplace, and/or during work hours. September 13, 2016 Contra Costa County Board of Supervisors 1106 o 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. o 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1107 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 parents of enrolled Head Start and Early Head Start children. 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. The Policy Council will approve or disapprove all Head Start and Early Head Start employees prior to employment including the Head Start Director, Director of Human Resources, Chief Fiscal Officer and any other person in an equivalent position in CSB. G. Hiring of CSB Staff A position will not be filled until concurrence is reached between the Community Services Director and the Policy Council. The following steps are taken when hiring staff: • 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, as well as a Head Start Parent to conduct oral interviews. • 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 consisting of staff and parents will interview the prospective employee to determine: September 13, 2016 Contra Costa County Board of Supervisors 1108 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 prior to names being recommended to the Community Services Director or designee and Policy Council. • After the interview, staff will submit a recommendation to the Policy Council that will include the prospective employee’s suitability for employment in the position being considered. • The name and qualifications of the candidate/s will be considered for approval by the Policy Council. Only after the candidate has been approved for employment by the Policy Council may the candidate be officially employed and report for work. • 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 Section 20 of the 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 Manager or Assistant Director will serve a copy of a Project Employee Probation Report (CSD-50) 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. September 13, 2016 Contra Costa County Board of Supervisors 1109 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 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 spouse, natural child, stepchild, foster child, child in employee’s custody, legally adopted child, legal guardianship, foreign adoption, tribal adoption, disabled adult child, domestic partner, and child of domestic partner. 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 September 13, 2016 Contra Costa County Board of Supervisors 1110 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. This includes Assistant Directors, Site Supervisors, Infant/Toddler Master Teachers, Master Teachers, Infant/Toddler Teachers, Teachers, Infant/Toddler Associate Teachers, and Associate Teachers. Services for families enrolled in the home-based program option are provided by Early Childhood Educators. These must have training in parent education, early childhood development and education, and experience working with families and must meet the qualification requirements set in the 2007 Head Start Act. 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. 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 are set for all Contra Costa County Community Services Bureau positions. The Personnel Director, in conjunction with the Assistant Directors and/or other managers, drafts minimum qualification requirements for certain positions. These are received by Policy Council 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 Department at all times (please refer to Essential Functions documentation). If staff is unable to perform the functions at any time during employment, the Department will try to accommodate needs; however there are some instances where this may not be possible. September 13, 2016 Contra Costa County Board of Supervisors 1111 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. • 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 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 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. Teachers, assistant teachers, or teacher aides 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: September 13, 2016 Contra Costa County Board of Supervisors 1112 • A health services content area expert who is trained and experienced in public health, nursing, health education, maternal and child health, or health administration. • 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: • 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 ASA III 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 September 13, 2016 Contra Costa County Board of Supervisors 1113 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 at their own cost prior to volunteering. The statement of good health and the TB result should be provided to the ASA III 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. Once fingerprint 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. 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, or disability. • 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, humiliation, intimidation, ridicule, coercion or threats. • Never prohibit a child from attending religious services outside the agency. • Never use methods of discipline that involve: o Isolation 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1114 If a staff member, consultant, 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. U. Professional Behavior and Attire 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. • Professional Behavior and Attire 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, Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1115 sitting and running. Central Kitchen staff must adhere to policies that specifically pertain to hygiene and attire. • CSB Standards for Appropriate Attire o Shoes: heel height to a maximum of 1 inch, closed toe and heel required o Shorts: must reach the knee, transparent fabric is unacceptable. o Tops: prohibited are tops that expose the midriff, low cut necklines, backless, strapless, halter or tube tops, spaghetti straps, or any transparent material. o Skirts/dresses: hem must be knee length or longer; fabric may not be transparent. o 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. o 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. o Any articles of clothing with statements deemed by CSB to be political, offensive, or inappropriate are prohibited. The display of ‘gang colors’ is prohibited. o 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1116 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: 1. An employer may not make, adopt, or enforce any rule, regulation, or policy preventing an employee from being a whistleblower. 2. An employer may not retaliate against an employee who is a whistleblower. 3. 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. 4. 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. September 13, 2016 Contra Costa County Board of Supervisors 1117 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 any 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 hrs. 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 • 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 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. Z. Confidentiality September 13, 2016 Contra Costa County Board of Supervisors 1118 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1119 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. AA. Staff Performance Appraisals 1. A Uniform Service Rating System includes provision for periodic rating of employees’ performance for the purposes of: • Promotion • Transfer September 13, 2016 Contra Costa County Board of Supervisors 1120 • Demotion • Termination • Salary adjustment • Re-hiring • Recommendation to future employers • Performance improvement Every employee is evaluated within the first six months of employment, in accordance with Contra Costa County probationary requirements. A formal, written review of the employee is completed 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 initial six-month 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. 2. 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) for each employee at the end of the probationary period, and at the end of the first year of employment in the job occupied (and annually thereafter). 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. Evaluations are filed in the employee’s personnel records. The formal report becomes a part of the employee's permanent personnel record. September 13, 2016 Contra Costa County Board of Supervisors 1121 An employee who receives an unsatisfactory rating may be ineligible for a higher pay or job rating until a satisfactory rating has been received. An employee may be reassigned, demoted, or discharged for receiving an unsatisfactory rating. Both the employee and supervisor may review and discuss his/her performance and service rating, as well as their goals. The employee may review a step rating (as soon as possible) after the supervisor prepares the rating, but unauthorized persons may not see the rating. After discussion, the employee must sign the rating form. 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. 3. 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: • 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. 4. 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 September 13, 2016 Contra Costa County Board of Supervisors 1122 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 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 a negative TB test or negative chest x-ray, certified by a health care professional. TB tests are not required for visiting experts. The 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 September 13, 2016 Contra Costa County Board of Supervisors 1123 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. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1124 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 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 department 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: o The employee must start and complete course while associated with the County, within timelines. o The field of study must relate to assigned duties or prospective assignments. o Attendance at all meetings or classes is required, unless compelling reasons for missing sessions occur. o 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 department 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 September 13, 2016 Contra Costa County Board of Supervisors 1125 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 department. Requests to attend conferences are made to the department head. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1126 ii. Annual Training 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. 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 are 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: September 13, 2016 Contra Costa County Board of Supervisors 1127 • 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). Additional financial support may be provided for CSB teaching staff through the Teacher Degree Program, while funding is available, as approved by the Board of Supervisors in May of 2009. 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. Clerical Assistant Trainee (CAT) Program – 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. 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. • 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. Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1128 • 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, 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 department and county policies and programs 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: • EHSD and CSB Mission Statements and Organizational Structures • Employee Rights and Responsibilities • 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 September 13, 2016 Contra Costa County Board of Supervisors 1129 • Job Descriptions • Curriculum goals and objectives • Screenings, assessment, individualization, and parent-teacher conferences • Kindergarten transition • Positive Guidance and Discipline • Project Approach • Lesson Planning 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. 1. Community Services Degree Program (CSDP) This program is offered to CSB staff in accordance with Administrative Bulletin 112.9 and section G.25 of these Policies and Procedures. CSB staff enrolled in courses required to complete an associate or bachelor degree are encouraged to participate in this program and receive the benefits outlined in Administrative Bulletin 112.9. In addition, CSB is committed to support teaching staff required to obtain an advanced degree in early childhood education, or related field, as specified in the Teacher Qualifications Section 648(A)(2) of the Improving Head Start for School Readiness Act of 2007. With the financial support of grants issued by the Administration of Children and Families, CSB has established the following continuing education programs through the duration of such grants: 2. Teacher Degree Program (TDP) This program is available to all teaching staff interested in pursuing an associate degree or baccalaureate degree in early childhood education or related field. Two program models are offered through the TDP, which provide several support systems to financial, tutorial, mentoring, and technological training and equipment. i. Individualized Education Plan: Established between the TDP participant and a college counselor/advisor at the college or university of attendance. These participants have chosen to take the required courses for their associate or bachelor degree at their own pace, under the guidance of the college or university. They are aware of the degree completion timelines and will ensure timely completion of all required coursework to meet the mandate deadline. September 13, 2016 Contra Costa County Board of Supervisors 1130 ii. Structured Cohort with a local four-year college: CSB has established a partnership with California State University Sacramento (CSUS) to deliver a cohort program with 14 CSB teaching staff working towards a Bachelor of the Arts in Early Development, Care and Education after completion of eight consecutive semesters. Additional cohorts may be offered as funding sources become available. Program Requirements: • All participants must sign the Teacher Degree Program Agreement with Contra Costa County. The Agreement outlines both parties’ responsibilities as follows: The TDP participant agrees to: • Enroll in a program leading to an associate or baccalaureate degree in Early Childhood Education, or related field. • Consistently maintain enrollment in part-time classes; at a minimum of 8 quarter units or 6 semester units until you complete an associate or baccalaureate degree program. • Earn a grade of “C” or better for each course. • Complete the required coursework for an associate or baccalaureate degree in Early Childhood Education, or related field. • Meet with a CSB mentor and/or college/university academic advisor at least once every quarter/semester to discuss your academic progress. • Submit a copy of the classes registered for at the beginning of each quarter/semester to CSB’s Personnel Office. • Submit a copy of transcripts at the end of each quarter/semester to CSB’s Personnel Office. • Return ALL books reimbursed/paid by CSB to the Personnel Office at the end of each quarter/semester. The books will be available for future use by other TDP participants. • As stated in Section 648A (6) of the Improving Head Start for School Readiness Act of 2007, commit to continue your employment with Community Services Bureau for a minimum of three years after having completed your degree program, or repay the total or a prorated amount of the financial assistance received based on the length of service completed after receiving the degree. • Not drop or withdraw from any class. If you drop a class, it is at the discretion of CSB to reinstate you in the program. • Maintain an updated Teacher Degree Program binder with all required degree tracking information. Contra Costa County Community Services Bureau agrees to: • As specified by the policy for training (Administrative Bulletin 112.9) and reimbursement (Administrative Bulletin 204.13) • Reimburse/pay tuition fees for courses taken at an accredited college or university required to complete an associate or baccalaureate degree in Early Childhood Education, or related field., up to a maximum of $1,115 per quarter or $1,486 per semester. • Reimburse/pay for books required for the courses taken to complete an associate or baccalaureate degree., up to a maximum of $300.00/quarter or $400.00/semester. • Reimburse/pay for your campus Parking Permit. • Work with CSB staff, local colleges and universities, and community organizations to provide mentorship, tutorial, and other support services. Formatted: Font color: Red, Strikethrough Formatted: List Paragraph, Left, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: +Body (Calibri) Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1131 • Provide a Teacher Degree Program Binder where program information and degree tracking documents can be organized. 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 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; September 13, 2016 Contra Costa County Board of Supervisors 1132 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. September 13, 2016 Contra Costa County Board of Supervisors 1133 VIII. Fiscal 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1134 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 meeting 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1135 may present a request for petty cash approved by an Assistant Director, to the Petty Cash Fund Custodian for payment. 2. Demand (Form D15) – (See EHSD Intranet> Community Services> CSB Forms > Fiscal > Demand 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. 3. Employee Travel Demands (See EHSD Intranet> Community Services> CSB Forms > Fiscal > Travel Demand (Form M8154 Rev. 11/09) –– 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1136 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: o Charges split between the appropriate org codes o Original sales receipt/ credit or return receipts/packing slips G. Other Compensation See 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. September 13, 2016 Contra Costa County Board of Supervisors 1137 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 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. (See Contra Costa County Management Handbook.) September 13, 2016 Contra Costa County Board of Supervisors 1138 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. (See 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. (See Contra Costa County Management Handbook.) 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). September 13, 2016 Contra Costa County Board of Supervisors 1139 See 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1140 • Donated Services (DS): Time provided by professionals within the community 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 • 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 September 13, 2016 Contra Costa County Board of Supervisors 1141 • 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: 1) Earthquakes 2) Floods 3) Fires 4) Epidemics 5) Impassable roads 6) The imminence of a major health or safety hazard, as determined by the local health department or law enforcement agency 7) A strike affecting transportation services for children provided by a non-agency entity 8) Incomplete facility renovations authorized by the California Department of Education, pursuant to California Education Code sections 8277.1 and 8277.2 9) 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 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 Formatted: Font: (Default) +Body (Calibri) September 13, 2016 Contra Costa County Board of Supervisors 1142 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 a)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: i.Inform their Division Manager, Child Development Accountant and State Liaison ASA III of such occurrence as soon as possible. ii.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. iii.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. iv.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. v.Submit the closure verification and the attendance to the State liaison ASA III. vi.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. vii.Once the board resolution is obtained, the State Liaison ASA III will submit the application to our Early Education and Support Division (EESD) consultant for approval in accordance with the Management Bulletin 10-09. viii.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. ix.The approval will be submitted to CSB Business System Unit and Fiscal Unit for processing of cdes in CLOUDS System and reporting to CA Department of Education respectively. a.Business Systems Unit will mark all children’s Attendance as “Excused” for those closure days which were approved by CDE. b. Business Systems Unit will update the affected 9400s c.Business Systems Unit will provide a new CD 9500/8501 report to Fiscal Unit for processing. September 13, 2016 Contra Costa County Board of Supervisors 1143 September 13, 2016 Contra Costa County Board of Supervisors 1144 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 2-CHILD DEVELOPMENT 2016-185 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/15 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1145 PART I PREVENTION AND EARLY INTERVENTION A Determining Child Health Status 4 B Protocols for Determining Child Health Status 5 C Developmental, Sensory and Behavioral Screening 12 D Follow-Up and Treatment 15 E Children with Disabilities- Screening, Case Management and Referral Procedures 16 F Child and Family Mental Health Services 18 G Parent Involvement in Health, Nutrition and Mental Health Education 27 H Discipline Policy 27 I Case Management 30 J Child Abuse Reporting Policies 33 PART II SERVICES FOR CHILDREN WITH DISABILITIES A Purpose 36 B Definitions 37 C List of Disabling Conditions 38 D Responsibilities of CSB Full Inclusion Teacher 39 E Responsibilities of School District SDC, RTI, and Full Inclusion Teachers 39 F Responsibilities of the Comprehensive Services Team 40 G Documentation of Disabilities Services 42 H Postural Supports /Protective Devices 42 I Disabilities Resources 42 J Service Plan 43 K Disabilities Budget Coordination 43 L Special Education Budget Allocation 43 M Disabilities Screenings 43 N Evaluations 44 O Accessibility of Facilities 44 P Disabilities Transitioning Services 44 Q Transition Policy for Early Head Start Children Receiving Mental Health or Special Education Services 45 R Special Education and Related Services 45 S Special Education with Other Agencies 46 T Volunteers 46 U Special Education Staff 47 V Interagency Agreements 47 W Recruitment and Enrollment 47 X American with Disabilities Act (ADA) Policy – Enrollment of Children with Disabilities, Recruitment and Enrollment 48 Y Assessment Process of Children with Disabilities 49 Z Eligibility Criteria: Health Impairment 50 AA Eligibility Criteria: Emotional / Behavioral Disorders 50 BB Eligibility Criteria: Speech or Language Impairments 50 CC Eligibility Criteria: Intellectual Disability 50 DD Eligibility Criteria: Hearing Impairment 50 EE Eligibility Criteria: Orthopedic Impairment, Visual Impairment / Blindness 51 FF Eligibility Criteria: Learning Disabilities 51 GG Eligibility Criteria: Autism, Traumatic Brain Injury, Other Impairments 51 September 13, 2016 Contra Costa County Board of Supervisors 1146 HH Disabilities/Health Services Coordination 51 II Developing Individualized Education Programs (IEPs) 52 JJ Disability Referral Procedures 52 KK Nutrition Services for Children with Disabilities 54 LL Parent Involvement in Transition Services for Children with Disabilities 54 PART III INDIVIDUALIZATION IN THE PROGRAM A Description 56 B Individual Goals 56 C First Parent Conference / Individualized Plan 56 D Second Parent Conference 57 E The Infant-Toddler Individual Needs and Services Plan 57 F Lesson Plans 57 G Developmental, Sensory and Behavioral Screening 58 H Assessment 58 I Program Transitions 58 PART IV CURRICULUM A Child Development and Education Approach 61 B Curriculum Implementation 61 C Parent Involvement and Participation in Program 71 D Home-Based Option 71 E Classroom Assignments 72 F Adult-to-Child Ratio 72 G Sign-In and Out Procedures 73 H General Celebration Policy 75 I Field Trip Policy 76 PART V CHILD NUTRITION A Identification of Nutritional Needs 80 B Nutrition Referral 80 C Child Adult Care Food Program (CACFP) 83 D Child Adult Care Food Program (CACFP) Monitoring 84 PART VI CHILD HEALTH AND SAFETY A Daily Health Inspection 85 B Hand Washing 87 C Infection Control in the Classroom 87 D Napping Policy 89 E Dental Hygiene 89 F Health Issues in the Classroom 90 G Child Safety and Supervision 90 H Child Illness Procedures 92 I Return to School After Illness 93 J Medical Alerts 94 K Children Injured at the Center 94 L Blood Protocol 95 M Medication Administration 96 N Incomplete Health Records 99 O Health and Safety Training for Center Staff 99 P Posting of Documents (Health Emergency Procedures) 100 September 13, 2016 Contra Costa County Board of Supervisors 1147 Q Pet Protocol 100 R Safety / Sanitation Procedures 101 S Safety Surveillance 102 T First Aid Kits 103 U Preparing For Emergencies 104 V Classroom Sanitation 106 W Kitchen Sanitation 107 X Food Safety and Sanitation 108 Y Procedures for Using Transport Units 110 Z Food for Infants 110 AA Food for Toddlers 111 BB Potlucks 111 CC Food for Children, Parent Staff Meetings and Events 111 DD Nutrition Services 112 EE Food Defense 112 September 13, 2016 Contra Costa County Board of Supervisors 1148 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. 1. Physical Examinations As much pertinent health information as possible is accumulated and recorded for each child, paying particular attention to the items required by the Early and Periodic Screening, Diagnosis and Treatment Schedule (EPSDT) 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. 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 “Risk Factors not present” or “Communicable TB disease not present “ on CSB207–Report of Health Examination for Program Entry (See CSB Forms) or other signed or stamped document from 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 Clearance documentation. Children without TB Clearance will be excluded if clearance is not obtained within 30 days of enrollment. 3. Health Insurance Each parent is provided with a Report of Health Examination for Program Entry form (CSB207) for use in obtaining a physical examination. In the event that the child has no insurance, staff will refer the child to the Child Health and Disability Prevention (CHDP) Gateway program, assist and/or support the family with Covered California, or another appropriate resource such as the Kaiser Permanente Child Health Plan or Covered California, to obtain a free or low cost exam. Comprehensive Services Teams enter all data on the physical exam form into the CLOUDS system. This enables program staff to track services and follow-up on needed treatment. Managers access reports to help monitor progress in meeting program requirements in a timely manner. At intake, children and families with no medical and/or dental insurance are identified. Comprehensive Services Teams assist parents in determining eligibility and applying for medical and dental insurance such as Medi-Cal/Denti-Cal, the Kaiser Permanente Child Health Plan or services through Covered Formatted: Font color: Red, Strikethrough Formatted: Font color: Red Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1149 California. Comprehensive Services Teams also assist parents in establishing a medical and dental home (ongoing source of accessible health/oral care) and navigating the managed care system to access needed services. 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 dentist or doctor. 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, including immunizations and in series/waivers • Age-appropriate physical exams, dental exams and screening results • Records of major/minor illnesses and injury during program activities • Schedule of daily medications, including fluoride and vitamins if applicable • 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 • Case Management 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 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. Formatted: Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1150 •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 Case Notes. 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 case management 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 case management 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, parents and 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 must be accompanied by documentation require a written statement from a physician including as to which immunization(s) is to be exempted and the specific nature and probable duration of the medical condition. If the medival 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. is prohibited and the date, if any, when a child may have the immunization. Immunization per Senate Bill 277, immunization waivers based on personal beliefs are 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. require the signature of the parent on the Personal Beliefs Affidavit section on the back of the California School Immunization Record Card (blue card) and effective January 1, 2014, personal belief exemptions require the completion of the Personal Beliefs Exemption to Required Immunizations Form (CDPH-8262) prior to admission to school. 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. Prior to enrollment Comprehensive Services Clerks are responsible for: •Collecting valid immunization records from parent. •Obtaining parent consent for use of California Immunization Registry (CSB243 CAIR Consent) and requesting immunization registry search if parent is unable to provide immunization verification. Formatted: Normal, Left Formatted: Font: (Default) Calibri Formatted: Font color: Red, Strikethrough Formatted: Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1151 • Entering immunization data into CLOUDS, and completing the results column on the right to indicate one of the following: In Compliance, In Series, Personal Belief Waiver, 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/CAIR or manually filling in blanks, signing it, and placing it in the temporary file with documentation of a physician’s statement for mMedical eExemptions and the completed CDPH 8262 Form for Personal Belief 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: o Assisting the parent in obtaining a doctor office/clinic for immunizations needed. o Preparing exclusion letters if child fails to obtain shots on time. Each September/October, Comprehensive Services Clerks are responsible for: • Attending the annual immunization training. Annually, Comprehensive Services Clerks are responsible for: • Reviewing the annual immunization report prior to submission. 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. On an ongoing basis, Comprehensive Services Assistant Managers are responsible for: • Ongoing monitoring of CLOUDS for immunization compliance • Supporting the parent by coordinating with the Site Supervisor to set up case management as needed. • As needed, reviewing exclusion letters generated by clerk and verifying information, which is forwarded to the Site Supervisor for action. Each September/October, Comprehensive Services Assistant Managers are responsible for: • Reviewing annual immunization reports prepared by clerk, verifying accuracy, and forwarding copies to the Comprehensive Services Manager (Health Content Area) prior to online submission and to Site Supervisors after online submission is complete. 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. Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Normal, Left, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: (Default) Calibri Formatted: Normal, Left Formatted: Font: (Default) Calibri Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1152 • 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 searches. • Maintaining a roster of children who are exempt from immunizations for immediate identification in case of disease outbreak in the community. 3. TB Clearance – CSB Center-Based Program Comprehensive Services Clerks are responsible for: • Informing parent of TB requirement • Collecting valid TB screening records from parents which include either TB Skin Test or Chest X- Ray results, or a Physician’s Clearance indicating: Risk Factors not present -TB test is not required (noted on CSB207 – Report of Health Examination for Program Entry) or other signed or stamped document from physician/clinic. • Inputting TB screening data into CLOUDS upon receipt. • Updating TB section of the Blue Card in child’s file. • 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 a Physician’s Clearance) Comprehensive Services Assistant Managers are responsible for: • Supporting the parent by coordinating with the Site Supervisor to set up case management 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 in the program without TB Clearance beyond 30 days from enrollment. • Coordinating with the CSAM to set up case management as needed. • Communicating with the Comprehensive Services Clerk to prepare exclusion letters. • Reviewing, authorizing and signing all exclusion letters, and designating staff for distribution. 4. Health History 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. Formatted: Normal, Left, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: (Default) Calibri Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1153 • 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. • 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 case management as needed. Site Supervisors are responsible for: • Reviewing the Health History, checking for Red/Yellow flags and referrals, coordinating with the Assistant Comprehensive Services Manager to set up case management / intervention as appropriate and returning any file without a Health History. • 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. 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 Case Management for complex cases as needed. 5. Physical Exam (Baby/Child Well Check - Report of Health Examination for Program Entry) The Comprehensive Services Clerk is responsible for: • Providing a physical exam form (CSB 207-Report of Health Examination for Program Entry) to the parent and informing the parent of the 30 day requirement prior to enrollment. • Educating the parent on the Early and Periodic Screening, Diagnosis and Treatment (EPSDT) schedule copied on the back side of the CSB-207 exam form. • 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. • Stamp dating Date stamping the physical exam upon receipt and review. • 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 in CLOUDS by placing clerk’s signature first initial, last name and date on the upper lower right hand side of the exam in the “Staff Follow-up” box. • Entering follow-up data on the CSB-207 under “Staff Follow up and on CLOUDS as needed. • Generating referrals as needed. Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1154 • Collecting consents for release of information from parents and faxing them to providers to obtain incomplete/missing results. • Making follow up calls to clinics, doctors’ offices, and laboratories to obtain missing results. • Tracking physical exam due dates and sending reminder notices to parents as needed. • 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. The Comprehensive Services Assistant Manager is responsible for: • Tracking receipt of the annual physical exam for preschoolers children on an ongoing basis, in accordance with the EPSDT Schedule and in collaboration with the Site Supervisor. • Tracking receipt of Well Child Exams for infants and toddlers 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 upon receipt of exam. • Tracking referrals and follow-up. • Initiating care plans with providers as appropriate. • Conducting follow-up with parents on an ongoing basis. • Conducting follow-up with providers to obtain documentation to complete the exam data or to obtain follow-up information. • Monitoring physical exam due dates to ensure compliance with the EPSDT Schedule. The Site Supervisor is responsible for the following: • Notifying the parent of the 30 day requirement at enrollment. • Tracking receipt of the annual physical exam for preschoolers on an ongoing basis • Tracking receipt of Well Child Exams for infants and toddlers 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. Age in Years 90th and 95th PERCENTILE BLOOD PRESSURE ACCORDING TO AGE and GENDER Boys Girls Systolic Diastolic Systolic Diastolic 90th% 95th% 90th% 95th% 90th% 95th% 90th% 95th% 3 107 111 68 73 106 110 69 73 4 108 112 69 73 107 111 69 73 5 109 113 69 74 109 112 69 73 Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1155 • 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 case management when appropriate. • Working with teaching staff to ensure child’s medical and developmental needs are addressed appropriately. • Ensuring implementation of care plans. The Comprehensive Services Health Manager is responsible for the following: • Supporting staff and families through the case management process for complex cases as needed. • Interfacing with community partners to obtain health education, services, assistance and follow- up. • Ensuring Health Services Advisory Committee participation in addressing the health concerns currently impacting CSB’s children and families. 6. Dental Exam Comprehensive Services Clerks are responsible for: • 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 to parents and follow-up letters to dental providers as needed. • Stamp dating 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 first initial, last name and date on upper right hand corner 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 onsite dental services and events. The Comprehensive Services Assistant Manager is responsible for: • Monitoring dental exam due dates on an ongoing basis. • Following up to ensure treatment plans are in progress, ongoing or complete. • Conducting case management for oral health education, dental access or non-compliance issues as needed. • Assisting the Comprehensive Services Manager with coordination of exams by volunteer dentists/mobile dental care, and other oral health events/services. Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Font color: Dark Red, Strikethrough Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1156 The Site Supervisor is responsible for: • Collecting dental forms and forwarding them to Comprehensive Services Clerks. • Attending case management for dental issues as needed and keeping teachers informed with updates. • Coordinating with Comprehensive Services and teaching staff for onsite dental activities/trainings/events. The Comprehensive Services Health Manager is responsible for: • Coordinating volunteer dentists, mobile services and oral health events on an ongoing basis. • Attending case management for complex dental issues. • Interfacing 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. 7. Staff Protocol for Dental Referrals If Dental Exam indicates Treatment Needed: The 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). • 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 CSAM if the family has exhausted all options without success. The Comprehensive Services Assistant Manager is responsible for: • Monitoring CLOUDS reports to identify children in need of dental services, referrals and follow up. • Following-up with the Comprehensive Services Clerks and the parent to assist with extended “in progress” referrals. • In cases where the co-pay is unaffordable or the child is not eligible for insurance and parent cannot afford treatment, referring to local clinics, mobile dental services, the Children’s Oral Health Program, Give Kids a Smile dentist, or the Lebow CCDS 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. Comprehensive Services Health Manager is responsible for: • Collaborating with community partners to provide services on site or through local dental offices and dental events. Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1157 • Initiating the request process for Head Start funds (last resort) – working with CSAM to acquire treatment estimate, letter from parent, date of dental appointment and additional documents needed. 8. Medical/Dental Home Comprehensive Services Clerks are responsible for: • Assisting families with health/oral health homes and coverage as well as applications as needed. • 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. The Comprehensive Services Assistant Manager is 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. The Comprehensive Services Health Manager is responsible for: • Collaborating with community partners to obtain access to medical/dental homes for CSB families. C. Developmental, Sensory, and Behavioral Screening All children are screened by the teaching staff in the areas of social emotional development, speech, self-help skills, motor and cognitive development, 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 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 the speech/language, behavioral, and cognitive screenings are completed within 45 days of class entry. The teacher places completed copies of the Speech and Language Screening, Brigance Cognitive Screening and Behavioral Screening in the Education section of the child’s file and enters screening data in CLOUDS. The originals are placed in the child’s file in the education section. Teachers give each child time to adjust to the new environment before rescreening if necessary. 1. Protocols for Sensory (Visionual and Hearing) Screening Screenings are to be completed within 45 days of enrollment for children who do not have results as part of their Well Child Exam and for returning children, as needed, based on the EPSDT schedule. The 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. Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1158 • Notifying the Site Supervisor of the upcoming screening schedule with a minimum two week notice. Note – Two 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. • 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. • Ensuring the completion of the education section of the Screening Results Form (CSB212) within 75 days of enrollment. The 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,. Ttracking 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 Brigance, Sp/Lang, and Behavioral areas 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 equipment needed and setting up screening tools on site. Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1159 • 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. o 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 to the location of the screening administration. • Administering the vision and hearing screenings and, noting results for input in CLOUDS. • Cleaning up the equipment and leaving the area as it was found. • Entering all screening data in CLOUDS and documenting screening results, re-screens and 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 is also completed 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. The Comprehensive Services Health Manager is responsible for: • Overseeing the monitoring of all sensory screenings, referrals and follow up. • Coordinating the annual Vision/Hearing Screening Trainings with CHDP. • 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. 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 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. Formatted: Font color: Dark Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1160 Medical Treatment includes treatment of any condition as identified on the physical exam, other health documentation from a health professional, the IFSP, or IEP. Follow-up treatment 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 the estimated cost for treatment, must be submitted to an Assistant Director for approval and submitted to the fiscal unit and the Bureau Director. 1. Protocols for Referrals, Follow Up and Treatment The Comprehensive Services Clerk is responsible for: • Generating a referral in CLOUDS as soon as a need is identified • Assisting in collecting documentation regarding the case management process on an ongoing basis • Entering related data into CLOUDS The Comprehensive Services Assistant Manager is are responsible for: • Monitoring CLOUDS reports and following up on referrals on a weekly basis • Supporting families through the referral/case management process • Updating the status of the referral as it changes • Contacting the Comprehensive Services Manager for training or technical assistance as needed. The Comprehensive Services Health Manager is responsible for: • Providing training and and technical assistance as needed. 2. Monitoring and Tracking Comprehensive Services Assistant Managers are responsible for the following on an ongoing basis: • Monitoring the process for accuracy and compliance. • Creating action plans as needed • Providing reports and updates to the Assistant Directors as needed • Providing training and technical assistance as needed Assistant Directors are responsible for: • Reviewing reports • Ensuring follow-up and corrective action plan completion E. Children with Disabilities- Screenings, Case Management 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, case managements 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 Formatted: Font color: Dark Red, Strikethrough Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" September 13, 2016 Contra Costa County Board of Supervisors 1161 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. 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 given to us 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. 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, Case Management 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 Case Management 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. September 13, 2016 Contra Costa County Board of Supervisors 1162 ii. Case Management Meeting After gathering data, the site supervisor, teacher and CSAM review the strategies that will be presented to the parent in a case management meeting. The Site Supervisor and/or CSAM invites the parent/s to a case management 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 case management 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 Case Management Form (CSB514) and/or directly entered in CLOUDS under “Disabilities-Case Management 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 case management 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 disciplinary steps and has a behavior action plan, a copy of this plan, the child’s Ages and Stages Questionnaire – Social Emotional (ASQ-SE) and Development Screening 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. September 13, 2016 Contra Costa County Board of Supervisors 1163 The CSAM reviews the signed CSB501 and processes it immediately. Once verified referral receipt by 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 “Case Management Information” under the disability tab in CLOUDS. Copy of the case management (CSB514) or Case Management 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 Case Management 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 Case Management Team is to: • 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 • Support and include parents in the decision making regarding mental health services for their child Goals of the Mental Health Unit Formatted: Indent: Left: 0.25" September 13, 2016 Contra Costa County Board of Supervisors 1164 • 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. • Case Management • 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. 3. Mental Health Referral Procedures 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: September 13, 2016 Contra Costa County Board of Supervisors 1165 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 case management 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 as Brigance, 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: o Name o Birthdate o CLOUDS ID# o Center name, room number, and EHS or HS checked o MediCal # o Social Security number o Copy of Medical card provider o Check if child has a Positive Guidance Plan and provide copy of the plan with referral o Check if the child is on one of the 4-Step Discipline Policy Steps, and if applicable, indicate which step and provide copy of the Discipline Letter o Address o Phone # o Parent’s name o Home Language and English skills level of Parent and child o If child is being raised by grandparent or foster parent o Name of person making referral (CSAM name and contact number not just” teacher”) o Reason for Referral o 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 o Initials for consent for assessment and exchange of information, signatures and date o CSAM name and phone number • 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 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Bulleted + Level: 1 + Aligned at: 0.75" + Indent at: 1" September 13, 2016 Contra Costa County Board of Supervisors 1166 •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) 374-7033 and including the following documents: o Completed Referral Form o MediCal Card or other insurance documentation o Positive Action Behavior Plan/Discipline Step Policy Letter if on file o ASQ-SE (as available) • Sending email or calling Mental Health Manager and Mental Health Clerk to advise that referral is being faxed. Include the following information: o The child CLOUDS ID # of the child 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 •o 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 case management 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). • 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 in the Case Notes under CLOUDS referral section of the referral, beginning with the date, and ending with her first initial and last name. • Confirming referral receipt by sSending an email to CSAM and Site Supervisor. to let them know the referral was received. 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” Formatted: Font color: Red, Strikethrough Formatted Formatted: Bulleted + Level: 1 + Aligned at: 0.75" + Indent at: 1" Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1167 • 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 case management 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 case managements 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. 4. 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 • 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, Ronald Pipa Isabel Renggenathen: Cell (925) 852-5308 771-0050 • Comprehensive Services Disability/MH Mental Health Manager, Ana Araujo: Cell (925) 864-0837 (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 Formatted: Normal, Left, Indent: Left: 0.28" Formatted: Font: (Default) Calibri Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Not Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1168 5. 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 case management meetings that might lead to child referrals for play therapy services. one full-time Bachelors level mental health assistant and eight CSB Comprehensive Services Assistant Managers. These staff help provide with the identification and facilitation of referrals. 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. 6. Mental Health Services & Special Education Services Sign-In Protocol: at All CSB Sites When Providing Mental Health and Special Education Services. • Mental Health and Special Education professionals must sign-in the visitor log at all CSB sites. The Mental Health Professionals and site staff will follow this protocol when Mental Health services are provided at all CSB sites. Mental Health Clinicians and intervention professionals Special Education Staff are responsible for: • Signing the Site vVisitor 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. Special Education Staff are responsible for: • Accessing the Special Services Log from its locked location and sign it every time the Mental Health Intern or Special Education staff comes to the site to provide services to a designated child. • Filling in the date and both the child’s name and the intern’s name. • Giving special services log back to site staff (secretary at front desk, site supervisor) and ensure the log is returned to a locked file/drawer. Site Front Desk Staff is responsible for: • Signing a confidentiality statement annually. • Making sure Special Services Log is filled out correctly. • Ensuring that MH or other Early Intervention professional sing in the Site Visitor Log prior to providing services to the children on site. • the Special Services Log remain in a locked location at all times when the intern/special education staff is not using it. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font color: Red Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1169 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. 1. Copy of Parental Consent to Child Release to Early Intervention Services (CSB 505) 2. Copy of Parent Consent to exchange information with CSB Staff (CSB 503) 3. 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. Site Supervisors are responsible for: • Signing a confidentiality statement annually. • Monitoring the safe locked storage of the Special Services Log. CSAMs are responsible for: • Informing Disability- MH Comprehensive Services Manage if an outside agency professional is going to provide services at a CSB site and professional’s contact information for review. Signing a confidentiality statement annually. • 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 Log entries to the child’s chart by the end of the month. 7. Policy Regarding Response to Legal Situations i. 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. 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. ii. Description of CSB Policy Regarding Subpoenas Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Not Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1170 • 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. 8. 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. Case management 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 case management to facilitate a referral. The Mental Health Clinical Supervisor and clinical staff provide consultation at case management meetings to discuss children who exhibit are presenting with a typical behavior or emotional/behavioral needs. 9. Additional Mental Health Supports Staff and parent support group meetings are held to discuss child mental health parenting and caregiver issues and challenges. Case management meetings are conducted a minimum of twice per year depending on the needs of the family. i. Identifying Mental Health Concerns Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1171 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 case management 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. ii. Strategies for Behavior Management Any form of discipline or punishment that violates a child’s personal rights is not permitted. 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 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: Formatted: Font color: Red, Strikethrough Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" September 13, 2016 Contra Costa County Board of Supervisors 1172 • STRATEGY A-Implement Best Practices • STRATEGY B- Conduct Case Management with parent and site staff to develop Individualized Create Positive Guidance Plan with parent and site staff • STRATEGY C-Case Management. If behavior continues review and update the Individualized Positive Guidance Plan with parent and site staff. o If behavior continues/escalates, review and assess the Individualized Positive Guidance Plan • STRATEGY D- When strategies A to C have not been successful, the Positive Guidance Policy Step Letter to Parents is implemented. Apply only when Strategies A-C have been executed. • Discipline Policy Implementation o Apply only when Strategies A-C have been executed STRATEGY A-Implementing Best Practices Undesirable behavior, while a normal part of growing up, is discouraged or redirected. The following strategies reflect best practices for responding to inappropriate behavior: • Anticipate/eliminate potential problems • Evaluate and adjust the environment • Redirect child away from conflict or negative events to more positive activity • Offer choices to the child • Assist child to learn logical/and natural consequences of their actions • Encourage respect for the feelings/rights of others • Encourage initiative • Encourage identification and healthy and socially acceptable ways to express emotion • Encourage development of self-regulation and behavior control through positive reinforcement of pro-social 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/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 why they are behaving a certain way – Kneeling down/getting on the children’s level and listening, communicates caring concern about them as individuals. • Assist the child in understanding what appropriate behavior is. Be clear and concise in your explanation of what you need the child to do. Review the classroom rules with the children or with an individual child and explain that they are important to keep everyone safe. • When reminding children of expectations, move close to them, touching them gently on the hand or arm (if culturally acceptable). • Be patient; wait for children to respond (when appropriate) –Tell a child what behavior is expected, and allow time for the child to process this information. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Indent: Left: 1", No bullets or numbering Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Normal, Left Formatted: Font: (Default) Calibri Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1173 • Allow someone else to step in and help – If a teacher becomes angry with a child, immediately ask another teacher/supervisor to help. (It is best to request another adult to take over until you have calmed down.) • 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. • “Time out” for children is not an accepted CSB strategy for dealing with inappropriate behavior. • Consult the Second Step social emotional curriculum for strategies that relate to helping children calm their behavior • Consult with Mental Health clinical staff and collaborate with clinicians and parents to develop effective intervention plans. • Invite the Education Manager to do a general observation of the classroom and provide feedback in an effort to support the teachers work. • 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. STRATEGY B - Positive Behavior Action Plan When the above listed strategies are ineffective, the next step is for the teacher, with site supervisor support and guidance, to consult with parent to develop an Individualized Positive Guidance Plan (CSB- 134B) Steps include: • 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 with specific goals that include a timeline for behavior change, classroom strategies and family involvement plans. • Develop strategies to reinforce the child’s positive behavior (specific strategies related to each goal). • Set timelines for plan implementation and progress follow up (two to four weeks should be given to implement behavior plan and should be followed up with case management within four weeks to review implementation and any needed changes) • Positive Guidance Plan will be reviewed within two to four weeks to check for 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. However, if child demonstrates extreme, challenging or unsafe behavior, document outcome of the consultation with education Formatted: Font color: Red, Strikethrough Formatted: Font: (Default) Calibri, Not Strikethrough Formatted: Normal, Left Formatted: Font: (Default) Calibri, Font color: Red Formatted: Font color: Red, Strikethrough Formatted: Normal, Left Formatted: Font: (Default) Calibri, Italic Formatted: Font: Italic September 13, 2016 Contra Costa County Board of Supervisors 1174 manager in the child case notes section under the Positive Guidance category in CLOUDS. The education manager will assist in determining next steps. • Defining the child’s strengths • Defining the child’s social, emotional, physical, learning needs • Defining the child’s behavioral concerns • Partnering with parent/caregiver through mutual decision-making process in: • Developing a plan to redirect the behavior with specific quantifiable and observable goals • Developing a plan to reinforce the child’s positive behavior (specific strategies for intervention related to each goal). • Set timelines for plan implementation and progress follow up (2-4 weeks should be given to implement behavior plan and should be followed up with case management within 4 weeks to review implementation and any needed changes) STRATEGY C - Positive Guidance Plan Case Management Team Meeting If there is little or no progress on the Positive Guidance Plan is made on the goals of the plan, or the child’s behavioral concerns increase, the Site Supervisor follows up with the Disabilities/Mental Health Comprehensive Services Manager to schedule a Case Management Team meeting at the earliest time possible. With the Assistant Directors approval, the child can be excluded from child development services until the case management meeting if the child shows an inability to adjust to group experiences and poses a health and/or safety risk to the other children, parents, or staff members. The Case Management Team will discuss strengths, concerns, recommendations, and additional support services available to the family and child. Immediately after the case management meeting continue implementation of best practices and strategies in the positive guidance plan. Continue to keep your Assistant Director informed throughout this process. If the child continues to demonstrate extreme, challenging or unsafe behavior, proceed to the implementation of the Positive Guidance Policy Step Letter to Parents. After classroom observations have been completed and ASQ-SE results have been reviewed, a Positive Behavior Action Plan that considers any necessary modification to environment and teacher/child interactions is developed and implemented. If there is little or no progress in relation to the goals of the plan, or the child’s behavioral concerns increase, the Site Supervisor follows up with the Disabilities/Mental Health Comprehensive Services Manager to schedule a Case Management Team meeting. The Case Management Team will discuss strengths/concerns/recommendations at this time. G. 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. H. STRATEGY D- Discipline Policy In compliance with Section #101221 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 hurtful behavior include biting, hitting, spitting, damaging Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1175 school property or hurting classroom pets. 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, B and C) have failed, CSB staff will implement the following four step discipline policy (After each step, staff and parents are required to sign that each step has occurred): STEP 1 If the child shows challenging or unsafe behavior, the parent will receive an injury/incident report. The Site Supervisor will meet with parent to review the Injury/Incident report offer resources as needed to help deal with the situation at home and discuss how staff is dealing with the situation in the classroom. The following action will be taken: Teachers are responsible for: • Informing the Site Supervisor about the incident by submitting the Accident/Incident Report (CSB208) • If the site supervisor is not available, ensuring that the parent signs a copy of the Injury/Incident Report and provide the original to the site supervisor. Site Supervisors are responsible for: • Evaluating the incident in the classroom. Reviewing and signing the Injury/Incident Report (CSB208). • Continue to keep your Assistant Director informed. With the parent: o Reviewing and signing Injury/Accident report if not done previously. o Reviewing and signing step one of the Positive Guidance Policy Step Letter to Parents form (CSB521) o Reviewing the previously created Positive Guidance Plan. o If not previously offered, provide parent resources and/or linkages to consultation o Discussing and encouraging a child referral for assessment with parents if appropriate and securing parent’s signature on a Child Referral Parent’s Consent form (CSB501). o Document meeting with Small Group Conference form and summarize the outcomes in child case notes section under the Positive Guidance category in CLOUDS. STEP 2 If the child shows challenging or unsafe behavior a second time, the parent will receive an injury/incident report. The Site Supervisor will meet with parent to provide resources as needed to help deal with the situation at home and discuss how staff is dealing with the situation in the classroom. The site supervisor will offer the parent linkage to confidential consultation with the CSB Mental Health Staff. The following actions shall be taken: Teachers are responsible for: • If the site supervisor is not available, ensuring that the parent signs a copy of the second Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisors are responsible for: • Continuing to keep the Assistant Director informed. Formatted: Font: Bold, Font color: Red September 13, 2016 Contra Costa County Board of Supervisors 1176 • Calling the parent immediately and setting up a case management to discuss the incident and new strategies for behavior modification and the possibility of a more appropriate placement for the child. Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable. At the case management meeting; o Reviewing and signing Injury/Accident report if not done previously. o Review and sign step two of the Positive Guidance Policy Step Letter to Parents form. (CSB521) o Reviewing the previously created Positive Guidance Plan and provide resources and make adjustments as needed. o Offer parent linkage to confidential consultation with the Mental Health Manager or follow-up on previous referral. STEP 3 If the child shows challenging or unsafe behavior a third time and the two previous steps are proving to be ineffective, the parent will receive an injury/incident report and is required to attend a second case management meeting and meet to review if resources were used and to discuss the possibility of a more appropriate placement for the child. The following actions shall be taken: Teachers are responsible for: • If the site supervisor is not available, ensuring that the parent signs a copy of the second Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisors are responsible for: • Continuing to keep the Assistant Director informed. • Calling the parent immediately to pick up his/her child if necessary. • Calling the parent immediately and setting up a case management to discuss the incident and new strategies for behavior modification and the possibility of a more appropriate placement for the child. • Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable. • Provide documentation on the child’s progress which may include review of teacher’s progress report based on Education Manager’s observation and strategies provided in step 2, Positive Guidance Plan or any other behavioral monitoring tool. • Inform cluster Assistant Director as needed and Mental Health Clinician if child is receiving mental health services. At the case management meeting; o Reviewing and signing the Injury/Accident report if not done previously. o Reviewing and signing step three of the Positive Guidance Policy Step Letter to Parents (CSB521) o Reviewing the previously created Positive Guidance Plan and provide resources and make adjustments as needed. o Offer parent linkage to confidential consultation with the Mental Health Manager or follow-up on previous referral. o Discuss the possibility of a more appropriate placement for the child. STEP 4 September 13, 2016 Contra Costa County Board of Supervisors 1177 If the child shows challenging or unsafe behavior a fourth time and the three previous steps are proving to be ineffective, the parent will receive an injury/incident report and is required to attend a final case management meeting to assist the parent with securing or transferring the child to a more appropriate environment or program. The parent is given two week’s written notice of the change or a Notice of Action to comply with the state regulations and termination notices. Occasionally, a two week notice may not be given due to severe behavior with Assistant Director’s consent. During this period program staff is to assist the parent in reviewing alternative referral services and advocating for entry into a new program. The following actions shall be taken: Teachers are responsible for: • If the site supervisor is not available, ensuring that the parent signs a copy of the third Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisor will be responsible for: • Continuing to keep the Assistant Director informed • Inform the Comprehensive Services Assistant Manager, Comprehensive Services Manager, and additional professional support, including clinicians, play therapists and speech and language therapists. • Calling the parent immediately and setting up a case management to discuss the incident. • Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable. • Reviewing and signing step four of the Positive Guidance Policy Step Letter to Parents form (CSB521) Comprehensive Services Manager will be responsible for: • Conducting the case management with Site Supervisor and Assistant Director to consult and discuss child’s alternative placement. • Providing resources and additional support to the family as needed to help with the transition to the new placement, if applicable. Step 1 If the child bites, hurts someone or damages school property for the first time, the teacher will inform the parent privately about the incident. At that time, parent is provided with resources and intervention strategies to address the specific behavior. The parent is asked by the site supervisor if they would like an information/linkage to parenting classes and/or consulting (confidentially) with a CSB Early Childhood Mental Health/Behavioral Healthcare specialist. The Site Supervisor will evaluate the incident in the classroom. The following actions shall be taken: Teachers are responsible for: • Reviewing and completing the Discipline Policy- Step Letter to Parents form (CSB521) with parent and provide parent with copy. • Informing the Site Supervisor about the incident by submitting the Accident/Incident Report (CSB208) • Ensuring that the parent signs a copy of the “Accident/Incident Report” Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1178 • Reviewing the Individualized Positive Guidance Plan (if not already created) or provide a copy of the plan and additional documentation relating to child’s behavior as applicable Site Supervisors are responsible for: • Evaluating the incident in the classroom. • Reviewing and signing the Discipline Policy- Step Letter to Parents form (CSB521) • Reviewing and signing the Accident/Incident Report (CSB208). • Offering parent resources and/or linkages to consultation. • Discussing child referral for assessment with parents if appropriate and securing Parent’s signature on a Child Referral Parent’s Consent form (CSB501). Step 2 If the child bites, hurts someone or damages school property for the second time, the parent will receive an incident report. The Site Supervisor will meet with parent to provide resources as needed to help deal with the situation at home and discuss how staff is dealing with the situation in the classroom. The site supervisor will offer the parent linkage to confidential consultation with the CSB Mental Health Staff. The following actions shall be taken: Teachers are responsible for: • Informing the Site Supervisor about the incident by submitting the second Accident/Incident Report. • Meeting with the Site Supervisor and parent to discuss the second “Accident/Incident Report” and request the parent to sign. • Reviewing the Positive Guidance Plan with parent for progress and modifications needed. Site Supervisors are responsible for: • Calling the parent immediately and setting up a conference to discuss the incident. • Meeting with the teacher and the parent. • Reviewing and signing the Discipline Policy- Step Letter to Parents form. (CSB521) • Reviewing the Individualized Positive Guidance Plan and provide resources and make adjustments as needed. • Offering parent linkage to confidential consultation with CSB Early Childhood Mental Health Manager or follow-up on previous referral to linkage. • Scheduling a case management meeting with parents to discuss new strategies for behavioral modification and the possibility of a more appropriate placement for the child. • Discussing child referral for assessment with parents if applicable. If parents agree to referral a Child Referral, Parent Consent form (CSB501) will be completed and signed (CSB 501). • Requesting Education Manager to observe classroom and provide strategies to support the child and teaching staff. Step 3 If the child bites, hurts someone, or damages school property a third time and the two previous steps are proving to be ineffective, parent is required to attend a team meeting to discuss the possibility of a more appropriate placement for the child and referrals are provided. September 13, 2016 Contra Costa County Board of Supervisors 1179 The following actions shall be taken: Teachers are responsible for: • Informing the Site Supervisor about the incident by submitting the third “Accident/Incident Report”. • Reviewing and modifying child’s progress report and the Positive Guidance Plan if needed with team and Site Supervisor for behavioral modification. Site Supervisors are responsible for: • Calling the parent immediately to pick up his/her child if necessary. • Reviewing and signing the Discipline Policy- Step Letter to Parents form. (CSB521) • Following-up on previous linkage to referral given. • Securing parent’s signature and date “Accident/Incident Report.” • Provide documentation on the child’s progress which may include review of teacher’s progress report based on Education Manager observation and strategies provided in step 2, Positive Guidance Plan or any other behavioral monitoring tool. • Requesting additional assistance from Comprehensive Services Education Manager and informing Assistant Director as needed and Mental Health Clinician if child is receiving mental health services. Step 4 If the three previous steps prove to be ineffective and the child bites or hurts someone, or damages school property a fourth time, the Site Supervisor and Comprehensive Services Assistant Managers are to assist the parent with securing or transferring the child to a more appropriate environment or program. The parent is given two week’s written notice of the change or a Notice of Action to comply with the state regulations and termination notices. During this period program staff is to assist the parent in reviewing alternative referral services and advocating for entry into a new program. The following actions shall be taken: Teachers will be responsible for: • Informing the Site Supervisor about the incident Site Supervisor will be responsible for: • Alerting the Assistant Comprehensive Services Manager, Comprehensive Services Manager & Assistant Director • Reviewing and signing the Discipline Policy- Step Letter to Parents form (CSB521) Comprehensive Services Manager will be responsible for: • Conducting a case management with Site Supervisor and Assistant Director to consult and discuss child’s alternative placement. • Providing resources and additional support to the family as needed to help with the transition. I. Case Management 1. Description Case management is a collaborative process involving parents, CSB staff, and other professionals social workers, specialized providers and specialists for the purpose of developing, implementing, Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1180 coordinating, monitoring and evaluating plans and the various options and services available and/or required services to meet children and family’s needs. Shared decision making, Oopen communication and promotion of the family and child’s strengths are key elements to the case management process and essential to quality outcomes. 2. Purpose Case management 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). Case management meetings can be called any time the need arises. However, to provide continuity of care to children receiving MH or disability interventions services, case managements are conducted as a minimum twice a year. is not a time-limited service, but is intended to be ongoing, providing families whatever they need, whenever they need it, for as long as necessary. For children with disabilities or receiving mental health services, it is expected that at least two case managements are conducted per year. 3. Role of the Case Management Facilitator A case management facilitator serves as a liaison between the family,and the service providers (other professional services including classroom staff), teachers and Site Supervisors to identify what services and resources are needed. They 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. Case managements services are best offered in a climate that allows direct communication between the case management 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 Case Management Report (CSB514). and the parent is offered a copy of this report for their records. At the end of the case management, 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. Case management 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. 4. Case Management Team Members Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red September 13, 2016 Contra Costa County Board of Supervisors 1181 It is essential to 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.people to the meeting or having too many items on the agenda. Many issues being discussed at these meetings are complicated and can be emotionally difficult for parents. It is also important to encourage the parent to bring an advocate if they feel that will help them better understand the information being discussed, or make important decisions. An agenda and introductions should be required for every meeting so that the parent know what the goals are and who they are sharing information with and understand team member’s roles. The Case Management Team may include: • Parent/s • Teachers • Site Supervisors • Education Manager • Disabilities Manager • Mental Health Supervisor/Clinician • Health Manager • Nutritionist 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 5. Case Management 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1182 6. The Case Management Team Meeting i. Description A Case Management Team 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. may be called at any time for a child as the need arises. This meeting is conducted to exchange information, and to develop the most appropriate action plan for a child with disabilities. These plans may include 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. The following is the case management process: 1. Concerns are reported to the Site Supervisor 2. Prior to Case Managements 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. 3. 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. 4. The Comprehensive Services Assistant Managers with the support of the SS arranges for a Case Management Meetings with the families to address concerns. 5. Meeting team participation and meeting notes will be documented on CSB905 and CSB 514 6. Meeting decisions such as actions and responsibilities will be shared so parent and staff will implement the items for follow up. • Site Supervisors and teachers review all children’s files prior to Case Management • Summary notes from the child’s file will include but not be limited to health, dental, nutrition, 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, the Site Supervisor will inform the Comprehensive Services unit about family concerns. The Comprehensive Services Managers will hold Case Management Meetings for all children with concerns or at high risk at any time as the need arises. To provide continuity of care for children with disabilities, Case Managements are conducted as needed during the year. ii. Referral for Inappropriate Behavior If a teacher is concerned about a child’s consistent display of inappropriate behavior, she/he will inform 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 Case Management Team meeting. A Case Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Indent: Left: 0.5" Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1183 Management Team meeting must be scheduled to plan strategies on how to effectively meet the child’s needs. The Site Supervisor is responsible for: 1. Requesting assistance from Education Managers to observe the classroom. 2. Reviewing classroom observations and Individualized Positive Guidance Plan with the teaching staff prior to a Case Management Team meeting. 3. Discussing strategies/intervention techniques with teaching staff prior to the Case Management Team meeting. 4. Coordinating meeting with Comprehensive Services staff so key stakeholders could attend (CSB staff as well as any other professional involved with the child/family). 5. During the case management 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. 6. Support the team following the case management meeting agreements. If Applicable, the Nutritionist and Health Services Manager are responsible for: • Gathering relevant information before the meeting • Writing nutritional plans for children and families The Comprehensive Services Manager/Assistant Manager will be responsible for: 1. 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. 2. Coordinating and gathering relevant information before the meeting. Including file review and classroom observations. 3. Creating an agenda to provide to all participants and keeping the meeting on time/track and have all participants sign-in. 4. Facilitating the meeting by supporting positive outcomes, facilitating referral as needed, sharing next step including roles and responsibility of the participants. 5. Keeping meeting documentation on child’s file: Meeting Signing Sheet (CSB-905), Case Management (CSB 914) and if applicable consent for referrals (CSB 501). 6. Schedule a follow up meeting if needed to track team meeting agreement progress. The Comprehensive Services Manager/Assistant Manager will be responsible for: • Creating an agenda that is provided to all participants and keeping the meeting on time/track and have all participants sign-in • Facilitating Case Management Team meetings • Coordinating and gathering relevant information before the meeting • Keeping on file all documentation of Case Management Team meetings and record meeting notes ( CSB514) • 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. • Following up on next steps Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1184 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 Case Management Team meeting • Discussing strategies/intervention techniques with teaching staff prior to the Case Management Team meeting • Discussing recommendations for referral with the parent(s)of a child with disabilities • Coordinating meeting with Comprehensive Services staff so appropriate staff may attend If Applicable, the Nutritionist and Health Services Manager are responsible for: • Gathering relevant information before the meeting • Writing nutritional plans for children and families 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) A. 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. B. 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 CSB Staff Responsibilities All CSB staff must adhere to Mandated Reporters Law and are required to report all instances of suspected child abuse including neglect, physical, sexual and emotional abuse. The following reflects the policy of CSB and their delegate agencies: A. Grantee, Sub-contractors, and Delegate Agencies will maintain confidentiality of records concerning child abuse and neglect in accordance with state law and Head Start Performance Standards. B. CSB will give children who are identified by Child Protective Services (CFS) as at-risk 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). The Comprehensive Services/Health/Disabilities/Mental Health Managers will coordinate activities regarding the issues of child abuse/neglect. Their responsibilities are to: Formatted: Font color: Red, Strikethrough Formatted: Indent: Left: 0.5" September 13, 2016 Contra Costa County Board of Supervisors 1185 • 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 additional abuse/neglect occurring. • Provide training to parents and staff yearly on the significant aspects of abuse / neglect. Comprehensive Services/Disabilities/Mental Health Managers 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 103) • Review annually child abuse reporting laws and update all employees on new requirements. • Maintain tracking sheet for all reports. • Ensure that parents are provided ongoing educational opportunities to learn about positive parenting and child abuse prevention techniques. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1186 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.) Child Abuse Reporting Laws - Penal Code Sections Section 11166 (a) - requires that any child care custodian, medical practitioner, non-medical practitioner, or employee of a child protective agency who has knowledge of, or observes a child in his/her professional capacity or within the scope of his or her employment whom he/she reasonably suspects has been the victim of child abuse, shall report such suspected instance of child abuse to a child protective agency immediately by telephone (or as soon as practically possible), and shall prepare/send a written report thereof within 36 hours of receiving information concerning the incident. Section E of 11166 states, “The reporting duties under this section are individual and no supervisor or administrator may impede or inhibit such reporting duties and no person making such report shall be subject to any sanction for making such report. However, internal procedures to facilitate reporting and apprise supervisors and administrators of reports may be established provided they are not inconsistent with the provision of this article.” Section 11172 (b) states, “Any person who fails to report as required by this article an instance of child abuse which he or she knows to exist or reasonably should know to exist is guilty of a misdemeanor and is punishable by confinement in the County jail for a term not to exceed 6 months or by a fine of not more than one thousand dollars ($1,000) or both.” Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1187 11166.01(b) A 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. 3. Procedures for Reporting Suspected child Abuse a) 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 b) 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. c) 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 the following number: 925-890-7540 or 925-864-0837. 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. d) 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). e) Reporting suspect of child abuse: 1. 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 2. 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. 3. Mail or Fax the completed report (CSB 510 or Form STAR SS 8572) to: Children and Family Services 400 Ellinwood Pleasant Hill, CA 94523 Fax: 925-602-6980/6981 Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted: Indent: Left: 0.75" Formatted: Indent: Left: 0.75" Formatted: Font: (Default) Calibri Formatted: Indent: Left: 0.75", No bullets or numbering Formatted: Indent: Left: 0.75", No bullets or numbering September 13, 2016 Contra Costa County Board of Supervisors 1188 4. 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. f. 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. g. CSB Mental Health staff is responsible for: • 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. h. 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. Formatted: Bulleted + Level: 1 + Aligned at: 0.75" + Indent at: 1" Formatted: List Paragraph, Left, Bulleted + Level: 1 + Aligned at: 0.75" + Indent at: 1" Formatted: List Paragraph, Left, No bullets or numbering Formatted: Indent: Left: 0", First line: 0.5" Formatted September 13, 2016 Contra Costa County Board of Supervisors 1189 • 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. Child Abuse Reporting Procedure All staff and volunteers in all divisions MUST report 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 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. If you are unsure if a report should be made, discuss the situation with your immediate supervisor or your second level supervisor and/or consult with CFS directly (see contact information below). You may also call the Mental Health Unit for additional support at the following number: 925-890-7540. When any member of the CSB staff suspects abuse or neglect of a child, they should check the child’s file to gather pertinent information; this information is for the purposes of reporting. 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). • CSB staff is encouraged to consult with their immediate supervisor for guidance and support prior to reporting. 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. • Supervisors immediately inform Assistant Directors upon receiving reports of suspected child abuse. Assistant Directors report the information to Division Manager. • In accordance with mandated reporting responsibilities and laws; o To Report suspect child abuse call Children & Family (Protective) Services, at 1-877-881- 1116 (24 hour Hot Line) o After an oral report is made, a written “Suspected Child Abuse Report” (CSB510) must be submitted by mail or fax within 36 hours to: Children and Family Services 400 Ellinwood Pleasant Hill, CA 94523 Fax: 925-602-6980/6981 Formatted: List Paragraph, Left, No bullets or numbering Formatted: Font color: Red, Strikethrough Formatted: Indent: Left: 0.5" Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1190 • The Person Making the report must sign the written report and provide a copy of the report to their site supervisor for filing Site Supervisor is responsible for: o Maintaining and storing all CFS reports in a locked confidential file, which is separate from the child’s cumulative/educational file. o Completing an Unusual Incident Report to Community Care Licensing within 24 hours of the initial CFS call. CSB Mental Health staff are responsible for: • 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. II. 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 part 1304). 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, • 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, September 13, 2016 Contra Costa County Board of Supervisors 1191 • Unfamiliarity with a disabling condition or special equipment or devices needed to support the child • The need for personalized special services The same policies governing Head Start program eligibility are the same for children with or without disabilities are the same. 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 (a) 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. (b) 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 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. (c) Commissioner - Commissioner of the Administration on Children, Youth and Families. (d) Day - Calendar day. (e) 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. (f) 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. (g) Eligibility criteria - Criteria for determining that a child enrolled in Head Start requires special education and related services because of a disability. (h) Grantee - A public or private non-profit agency that has been granted financial assistance by ACYF to administer a Head Start program. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1192 (i) Individualized Education Program (IEP) - 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. (j) Least Restrictive Environment - An environment in which services to children with disabilities are provided: (1) Tto the maximum extent appropriate, with children who are not disabled and in which; (2) Sspecial 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. (k) 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. (l) 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 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. (m) Responsible HHS (Human Health Services) official - The official who is authorized to make the grant of assistance in question or his or her designee. (n) 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 September 13, 2016 Contra Costa County Board of Supervisors 1193 • 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. 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 case management 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1194 • Follow CSB transition protocols • Participate in team planning for classroom inclusion strategies, case management team meetings and IEP meetings. • Participate in program collaboration meetings. • Collaborates completing children’s assessments 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, documenting progress, and meeting with families. Follow CSB transition protocols • Participate in case management meetings, SDC program collaboration meetings and children IEP meetings. • Participate in program collaboration meetings. Response to Intervention (RTI) Teaching Staff • Ensure children’s safety while providing direct supervision under RTI. (Tier II and III) • Follow CSB transition protocols • Collaborate directly with the Comprehensive Services Team to ensure the family and children comply with CSB mandates. • Track children’s progress under their program level • Participate in case management meetings, RTI program collaboration meetings and IEP meetings for individual children. CSB Site Supervisor Responsibilities • Maintain communication with school District staff (teachers and/or therapists) under the various programs in an effort to coordinate delivery of services at the site level such as: ordering classroom supplies, ordering meals/snacks, building maintenance/repairs, communicating site events, etc. • Monitor the safe transition of children entering and exiting the classrooms, playgrounds, and buses. • Ensure adult and child ratios are met at all times. • Ensure the teachers participation when applicable or represent teachers in IEP and/or case managements based on family/child needs. • Maintain communication with Disability Manager and Assistant Director relating to the program to enhance collaboration. • Participate in program collaboration meetings. F. Responsibilities of the Comprehensive Services Team 1. Comprehensive Services Clerks • Complete CSB temp files at intake. Formatted: Normal, Left Formatted: Font: (Default) Calibri Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1195 • 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 • Lead and coordinate Facilitates case managements as needed to provide early interventions to children with identified concerns based on health, nutrition, social-emotional and developmental screenings. • Lead and coordinate Facilitates pre-enrollment case managements 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 ing to 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. 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 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1196 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 case management 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. • 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 September 13, 2016 Contra Costa County Board of Supervisors 1197 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 case management 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. Service Plan Community Services Bureau develops annually a disabilities service plan based on the community assessment results, providing strategies for meeting the community needs and the special needs of children with disabilities and their parents. The purpose of this plan is to assure: • All components of the Community Services Bureau program are appropriately involved in the integration of children with disabilities and their parents. • Resources are used efficiently. 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1198 Parents complete a comprehensive health screening while completing the child’s health history at the intake process. There after aAll preschool children are screened by the teaching staff in the areas of social and emotional development, speech and language, motor and cognitive development. All infants and toddlers are screened for cognitive development, social-emotional development and follow the vision and hearing assessments based on the EPSDT schedule. The Comprehensive Services Team screens preschool children in hearing, vision, and nutrition, within 45 days of initial enrollment in Head Start and follows CHDP schedule thereafter. Parents are informed about all screenings, their purpose, and give consent in advance before staff can complete the screenings. Comprehensive services staff completes the screening results form 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 speech and language screening tool, the social-emotional, sensory and developmental screenings 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 the Speech and Language Checklist, Brigance Cognitive Screening 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 re-screening, (for cognitive, social-emotional - and/or speech/language screenings results) the teacher will communicate with the Site Supervisor and Compressive 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 as a result of screening results, parent’s concerns, based on staff request, or observations and other professional recommendations. Referrals for further evaluations are discussed with the parent at a case management meeting. and recommendations by a professional are referred with parent consent to the appropriate agency or professional for evaluation and assessment. 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 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1199 • When a child with IFSP turns 30 months and no later than 90 days prior to their 3rd birthday the family and child will will go through the IFSP Transition Process. This transitions initiated by the IFSP team and both parties the transition from the Early Intervention Program (Part C Services of IDEA) to the School District (Part B of IDEA) participate in this process. as part of the IFSP transition. Theis 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. 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 case management conference is held to evaluate and plan how to best serve the child and at the site to include 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 accommodations 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. 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 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. To accommodate the child’s individual needs Tthe following steps will be followed to support the child’s transition: Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1200 • If a child is receiving mental health services from Community Services Bureau’s Mental Health unit, a transition-planning meeting will take place approximately 3 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 case management meeting. coordinated by the MH clinician. • 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 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 Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1201 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 to provide necessary support and services. 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. 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 - HIPAPA 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. September 13, 2016 Contra Costa County Board of Supervisors 1202 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 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 (FCSB65) completed in full. The Comprehensive Services Disabilities Manager monitors the recruitment and enrollment of children with suspected disabilities and certified IEPs or IFSPs. September 13, 2016 Contra Costa County Board of Supervisors 1203 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 case management 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 Case Management meeting in collaboration with the comprehensive services manager the site team will: • 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 September 13, 2016 Contra Costa County Board of Supervisors 1204 severity of risk; probability of occurrence of injury; whether reasonable modifications of policies, practices, or procedures will mitigate or eliminate risk). The team will: o Recommend enrolling the child in appropriate placement o 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 coordinates the completion of sensory and cognitive screening of all children within 45 days of enrollment. with health and education staff. The Comprehensive Services Assistant Managers evaluate the need for further specialized assessment after all standard screenings have been completed. In a case management 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 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. 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 case management will take place to ensure that CSB can accommodate the individual needs of the child. Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1205 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 case management 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. Infant/toddlers and preschool children with suspected speech/language delays are referred 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 case management 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 case management 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 case management 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 case management will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. FF. Eligibility Criteria: Learning Disabilities September 13, 2016 Contra Costa County Board of Supervisors 1206 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 case management 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 impairments may qualify for services under the Regional Center of East Bay or Local Education Agency (LEA) SELPA. CSB supports the early identification and intervention of children at risk and following parental consent children are referred for further evaluation to outside agencies. Upon receipt of evaluation/diagnosis, a case management will takes place to review the IEP/IFSP dognosis. CSB will make proper accommodations and maintain the child in dual enrollment if CSB is the proper placement based on the child’s Based on IEP/IFSP goals and objectives,. the best placement will be offered to support the child’s enrollment in the HS program. 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 notifies families with advance written notification in writing of the time, date, location and purpose of the IEP meetings. in advance, to enable participation. Repeated and documented attempts are made to facilitate the Invitations to request family's participation in the IEP meeting are documented. Opportunities are provided for reviewing assessment the 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 must 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1207 • Identification of challenges and needs in areas requiring specific services. • Short and long term goals and objectives. • Specific special education and 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 • 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 case management meeting. This meeting will take place in the parent’s home language whenever possible. The CSAM will review agency referral protocols with the family , to includeing the referral time lines, and requirements to complete the referral. CSAM will review with tThe family will be and provided with 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1208 • 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 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 disciplinary steps and has a behavior action plan, a copy of the plan, along with the child’s Social-Emotional and Developmental Screenings 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 completed including: • Child’s name • Child’s birth date • Child’s CLOUDS ID number # • Child’s center • Current home address (Encourage family to avoid moving houses while the LEA is evaluating the child) • Family phone number# • Parent’s name • Parent’s language of preference • Child’s language of preference • No need of SSN or Medi-Cal for Disability referrals • 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 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 to ensure they have received the referral. • Complete Response to Referral Form (CSB502) September 13, 2016 Contra Costa County Board of Supervisors 1209 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 case management notes and intervention/referral information under the disability tab in CLOUDS (Intervention/Referral). A copy of the Case Management (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 Case Managements 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 Case Management meeting. Case Management 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 Case Management 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 in accessing these resources. • Provide family with information to prevent disabilities among younger siblings. September 13, 2016 Contra Costa County Board of Supervisors 1210 • 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. III. 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. Individualization is based on information gained from: • Home visits • Child’s health and nutritional screenings and health histories • Educational screenings: Speech and Language, Brigance Cognitive Screen and Ages and Stages Social Emotional Questionnaire (ASQ-SE) • Desired Results Developmental Profile (DRDP 20150) Assessment • Parent conferences and contacts • Children’s Individual Education Plans (IEP’s, IFSP’s) September 13, 2016 Contra Costa County Board of Supervisors 1211 B. Individual Goals Individualization is documented on: • CSB Individualized Tracking Sheet • DRDP 20150 Individualization Form • Lesson Plans • First and Second Parent Conference Forms • Progress Notes • Case Managements • Behavioral Management plans Upon completion of the child’s first sixty days, teaching staff review the information collected from the parent contacts, educational screenings, the DRDP 20150 assessment, anecdotal records, health histories and IEP’s/IFSPs (when applicable) and determine a minimum of seven goals (2 goals in Children are Personally and Socially Competent, 3 goals in Children are Effective Learners, 1 goal in Children Show Physical and Motor Competence, and 1 goal in Children are Safe and Healthy) Social emotional, 3 Cognitive, 1 Motor and 1 Health and Safety) based on the Infant/Toddler and Preschool domains. Each child‘s goals including their DRDP 20150 measure number are listed on the CSB Individualized Tracking sheet form under the appropriate category. IEP/IFSP goals and special health goals such as nutrition interventions are listed on the form under Special Needs. In addition, each child is assigned a letter code that is used to document individualized activities on the lesson plan. C. First Parent Conference / Individualized Plan The first parent conference is scheduled within the first ninety days of enrollment. During this conference, the teacher and parents discuss the child’s progress based on screenings, DRDP 20150 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. A minimum of seven goals (2 goals in Children are Personally and Socially Competent, 3 goals in Children are Effective Learners, 1 goal in Children Show Physical and Motor Competence, and 1 goal in Children are Safe and Healthy) Social emotional, 3 Cognitive, 1 Motor and 1 Health and Safety) are identified that correspond to DRDP 20150 measures. Home activities are also planned for the parent and child to engage in at home. Parent and teacher must sign and date the form. D. Second Parent Conference A second parent conference is scheduled within 20 days of the completion of the second DRDP 20150. During this conference the parent and teacher review the child’s progress on the goals and objectives set during the first conference and discuss parent observations and teacher observations view the child’s portfolio. New learning goals and objectives are determined in collaboration with parent. Parent/child activities to support goals are planned for the home. If the child is going to kindergarten, the Kindergarten Transition Packet may be discussed with the parent. A signed and dated copy of the second parent conference is placed in the portfolio and the child’s file. The Kindergarten Transition form is signed by the parent and included in the file. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1212 E. The Infant-Toddler Individual Needs and Services Plan The Individual Needs and Services Plan (CSB180) is completed prior to the first day of attendance. The process includes a personal interview with a family member by a staff member. The form is then updated quarterly. 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, new foods introduced, preferences and voiding patterns are shared. Staff should be aware of and share information about community nutritional issues that may be identified services that are needed by a child that are different from the normal routines shall be provided including but not limited to special exercises for children with physical disabilities. F. Lesson Plans Lesson Plans are posted weekly. The lesson plan provides a variety of developmentally appropriate activities and materials for the children to engage in that will stimulate 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. Individualization is documented on a tracking form with the children’s alphabetic code. These codes are added to the activities planned to meet the children’s individual needs. The lead teachers are responsible for: • Planning and developing the weekly lesson plan with their classroom team. • Writing individualization codes for each child throughout the lesson plan within different activities. • Submitting the draft plan to the site supervisor every Thursday. • Posting the weekly lesson plan every Monday, The Site Supervisor is responsible for: • Reviewing and approving the draft weekly plan. • Signing off and dating the approved plan. • Returning the approved plan to the lead teachers every Friday. • Ensuring the lesson plans are posted in the classrooms every Monday morning. G. Developmental, Sensory, and Behavioral Screening Newly enrolled preschool children are screened by teaching staff in the areas of social emotional development using the ASQ-SE, speech and language, and cognitive development using the Brigance within 45 days of enrollment. All preschool children are given a speech and language screening annually.. Newly enrolled infants and toddlers are screened by teaching staff in the areas of cognitive development using the Brigance, and social emotional development using the ASQ-SE. Comprehensive Services Team screens all children in hearing, vision, and nutrition, within 45 days of class entry, and annually thereafter. Parents are informed about all screenings and their purposes in advance. The results from the screening are used to begin the individualization process for each child. September 13, 2016 Contra Costa County Board of Supervisors 1213 (For more information on screenings, please refer to Part II, Services for Children with Disabilities, Section L, page 37). H. Assessment The Desired Results Developmental Profile Child Assessment (DRDP 20150) is the required assessment tool mandated by the California Department of Education and also includes the Head Start Outcome requirements. There is a DRDP for preschool, infant, and infant/toddler age children. The tool assesses children in the four areas of the California State specified Desired Results: Children are: Personally and Socially Competent, Children are Effective Learners, Children show Physical and Motor Competence, Children are Safe and Healthy. The DRDP 20150 assessment of children is accomplished through on-going written observation of the child. Infants, toddlers and preschool children are assessed three times per year: The first assessment is completed within the first 60 days of enrollment and the second DRDP 20150 assessment is completed within 150 days of enrollment, and the third DRDP is completed in June. May. Teachers must also write evidence notes per assessment measure in order to document the child’ show behavioral proof that the child is at that level. Anecdotal records are kept for each child to show progress. Assessment results are entered into DRDP Tech CLOUDS 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. I. Program Transitions Parents are given the opportunity to participate in and be supported in the transition of children into Early Head Start, Head Start and Kindergarten. 1. Transition Policies and Procedures for Infant/Toddlers Transition into the infant/toddler programs will begin for families during the enrollment process into CSB program options. Parents and children are invited to visit the center or other program options to meet center staff, family childcare providers, home educators, or other program staff, and observe the educational environment. Classroom orientation will be done before the child starts the program, followed by the initial home visit. To ensure a continuation of program services to children and families, infant/toddler staff and preschool staff will work in conjunction to provide a quality and effective transition to preschool. The transition plan from the infant/toddler program to preschool is mandated to begin six months prior to the move. The CSB Transition form (CSB161) will be completed by the parent, teacher caregiver and site supervisor six months prior to the transition and updated quarterly. At that time, the child will be placed on the CSB wait list and the Comprehensive Services Team will be notified that a transition is being initiated. Comprehensive Services staff will schedule a meeting with the parents to determine eligibility for CSB programs as soon as possible. If the family is eligible, per Head Start Performance Standard 1305.7c, CSB will ensure whenever possible, that the child receives Head Start services until enrolled in school. If the family no longer qualifies for CSB programs, they will be provided other alternatives including partner sites and fee-based sites. The persons involved during the transition will be: • Parents • Teacher/Primary Caregiver Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1214 • Teacher in new site • Site Supervisor(s) • Comprehensive Services Team After three months, the above team will meet to update the Transition Plan (CSB 161) and to discuss the preschool placement. 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. A final home visit will close the child’s file and the caregiver teacher will continue to visit the child in the new setting as needed. The infant/toddler file will be placed behind the new preschool file. 2. Transition Policies and Procedures for Preschoolers Transition to preschool will begin for children and their families during the enrollment process into CSB program options. Parents and children will be invited to visit the center or other program options to meet center staff, family childcare providers, home educators, and other program staff, and experience the educational environment. The initial home visit will be used to begin the transition. The classroom/home-based orientation will further enhance the process. A child transition plan will be developed according to the individual needs of each child. The plan will be designed when the parent indicates an upcoming change of placement or when the child is scheduled to transition. Staff involved in the plan development with the parent(s) includes: • Teacher/Family Childcare Provider/Home Educator • Receiving site staff • Site Supervisor • Comprehensive Services team Prior to a final transition, the parent, child and CSB staff (when possible) will visit the new program. A final home visit will be conducted to finalize the process and determine any additional family support that may be needed. 3. Kindergarten Transition Kindergarten registration information is provided to families between December – March and parents are given information on their local school district enrolement procedure. transition meetings are scheduled from December through March. During the kindergarten transition meeting, parents are given information on their local school districts enrollment procedures and are given written resources to help their child transition to kindergarten. In the Spring, Rrepresentatives 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 Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1215 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. Kindergarten transition meetings are conducted between April – June. At that time, resources for parents to assist their child in transitioning to kindergarten are provided. 4. 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. • 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/arrange a visit to the prospective school before their children transfers September 13, 2016 Contra Costa County Board of Supervisors 1216 IV. 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 two special day classes in collaboration with CSB. • Home Based: Home base teachers 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 The curriculum is enhanced by the Project Approach to learning. 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, disposition and feelings. In addition, the curriculum is guided by: • Growing, Growing Strong: A Whole Health Curriculum for Young Children. • I Am Moving, I Am Learning infant and toddler gross and fine motor enhancement. • Second Steps which 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. in social, emotional, and self-regulation. B. Curriculum Implementation 1. Orientation Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1217 The CSB program operates year-round, and children are enrolling and departing throughout the year. 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. • During phase in, the teacher provides a tour of the classroom and play yard, introduces the daily schedule, lesson plans, parent conferences, emergency procedures, curriculum, screening and assessments, meal-time practices, celebration policies and hygiene practices. • The Site Supervisor informs parents about sign in-sign out procedures, parent and policy council meetings, attendance and drop off and pick-up policies, volunteer opportunity information, behavior management policies, sick child and medication policy and complaint procedures for parent and completes emergency forms (CSD-112). 2. Classrooms Preschool Classrooms are divided in clearly defined interest areas 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. • Classroom displays 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, comfortable and orderly. Infant and toddler classrooms are set up using a PITC Relationship based model between the infant/toddler and caregiver. 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. Classroom areas include gross and fine motor materials, sensory opportunities, books, and classroom displays that reflect family backgrounds and diversity. For toddlers, 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 and grow. By encouraging continuous communication with family members, classrooms reflect the experiences of home and neighborhood. 3. Classroom Transitions In both Early Head Start and Head Start classrooms, teaching staff ensures that transitions are thoughtfully conducted for each child. Transitions to and from indoor and outdoor activities are implemented intentionally, smoothly, and naturally. Effectively managing and being thoughtful about transitions is important. Around three years of age children begin to internalize a schedule in that they September 13, 2016 Contra Costa County Board of Supervisors 1218 can tell the difference between routine and transition activities from other activities during the day. When activities during the day are predictable, it helps children begin to understand the concept of time. Well planned transitions make the difference between a difficult and a harmonious day for early childhood educators as well as for children. Anticipating what is coming next makes children feel they are in control of what is happening. The overall approach to classroom transition is: • Be proactive and be alert! Have strategies to engage children who are having difficulties with transitions, and children who are learning the routines due to irregular attendance or new to the classroom. • Always transition children in small groups, and ensure children are assigned to a small group at enrollment. This reduces confusion, distraction, and waiting. • Plan ahead and make transitions fun! Transitions are to be planned, so that they are engaging for children and there is very little wait-time. Document transition activities on the lesson plan. • Prepare. All teaching materials and small group activities must be thoughtfully prepared ahead of time so they are ready for the day and easily accessible. • Have a back-up plan for special events or unusual changes, such as when a staff member is out, or other emergencies arise during or before the transition. • 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. Engage children in the transition. • Review transition safety with the children often and whenever needed, especially when providing required Pedestrian Safety at the start of the Program Year. • Follow the protocols outlined in the Transition Head Count Policy and CLOUDS In-Transition feature, which include a visual count and the required sweep of the environment. • Always sweep the environment before leaving the classroom or yard by physically walking the perimeter looking under and around thoroughly. • Communicate continuously with all team members. Keep all team members informed. • Quick and efficient transitions are a CLASS expectation in the Classroom Organization domain, and Productivity dimension. • CSB has zero tolerance for lack of visual supervision! All designated caregivers are to be present, engaged, and calm during transitions. • There are a minimal number of transitions in the day. • All transitions that require children exiting or entering the classroom must be conducted using the Hourly Headcount and Transition form (CSB700 Head Count Form and CSB-700A Hourly Head Count Protocol). 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 she may be able to see every child as they transition. 4. English Language Learners Education for English Learners is enhanced when preschool programs and families partner around children’s education. 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. September 13, 2016 Contra Costa County Board of Supervisors 1219 • 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. Projects are in- depth investigations on a topic based on children’s interests. Projects: • Must be relevant to children’s experiences and interests beyond their experience. • Topics of study must be authentic so that children can manipulate and explore real objects. • Literacy, math, social studies, art, science and technology are incorporated into project investigations. • Parents and caregivers are an integral part of the planning and implementation of projects. • Project components include: o Selecting a topic based on the children’s interests o Teaching team creating a web of interrelated ideas and activities: ideas must incorporate literacy, math, science, social studies, the arts and technology into the study o Opening event o Involving parents in the implementation of the project. o Project investigations o Field trips and visiting experts o Documentation of Project process o Closing events 6. Program for Infants and Toddlers The 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 have their own innate curriculum. The CA Department of Education partnered with PITC to create the state Infant Toddler Foundations and Guidelines. Goals are achieved through a responsive curriculum PITC promotes specific program components that focus on a responsive curriculum that is based on supporting the child’s internal motivation to learn. PITC Program cComponents Include: • Care in small groups; each child is assigned to one special infant/toddler care teacher who is principally responsible for that child’s care. When children spend a longer day in care than their primary infant/toddler care teacher, a second infant/toddler care teacher is assigned to be the primary relationship. • Cultural Continuity; care between home and child care becomes even more so when the infant or toddler is cared for in the context of cultural practices different from that of the child's family. Because of the important role of culture in development, infant/toddler care teachers who serve families from diverse backgrounds; heighten their understanding of culture in the lives of infants and toddlers, develop cultural competencies, acknowledge and respect cultural differences, and learn to be open and responsive to, and willing to negotiate with families about child rearing practices Emphasis on strengthening the child’s developing family and cultural identity so children develop a sense of who they are and what is important within the context of their culture Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1220 • Primary caregivers • Continuity of Care • Individualized care; this follows children’s unique rhythms and styles and promotes child well- being and a healthy sense of self. Rhythms or needs that are different from those of other children are responded to promptly. This approach supports each child’s growing ability to self- regulate and to function independently in personal and social contexts. schedules and routines • 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. Ready to Learn Curriculum Enhancement Teaching staff implement strategies to assist children and their parents to successfully transition into a preschool or infant toddler classroom. Teaching staff facilitate this transition by welcoming new families; nurturing and bonding with children; modifying the classroom environment; establishing school rules; teaching health, safety and nutrition practices; helping children make friends; and by establishing caregiver groups upon entrance to the classroom. 8. Anti-Bias and Supporting Diversity • CSB curriculum is based on an anti-bias, multicultural approach. • Families are asked to share their culture and traditions. • Food served at mealtimes is culturally inclusive • Teaching staffs reflect the populations in the classrooms. • Classroom activities and environments reflect children’s ethnic identity. • Environments include diverse visual materials such as pictures, books and photographs. Games, music, planned activities and books reflect diversity in gender, family composition, culture, language and ethnicity. 9. Teacher/Child Interactions Positive teacher child interactions build trusting, nurturing bonds between staff and children, which supports the children’s developing a love of learning. Teachers: • Welcome children and families into the program daily. • Foster positive social behaviors such as cooperating, helping, conflict resolution, and turn taking by using modeling, coaching and encouragement. • Speak to the children at eye level and move to where a child is to speak with them directly. • Use an appropriate tone of voice. Teacher’s voices should not be heard above children’s voices. • Observe children to assess their level of cognitive development and social skills. • Facilitate child initiated learning by offering children choices and providing them with materials to manipulate and explore. • Engage children in conversations during work time, mealtimes and 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 unless a doctor’s note with such limitation has been provided to the personnel office. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1221 10. Caregiver Groups Upon entry, each preschool child is assigned to a caregiver group of six to eight children based on their developmental and individual needs. The teaching staff assigned to the caregiver group will plan and implement individualized activities for their group during small group time and assist them during classroom transition times. Upon entry infants are assigned to a caregiver group of three children per caregiver and a caregiver group of no more than four toddlers. Infants and toddlers remain with the same caregiver possible throughout their enrollment in the program to ensure continuity of care. Caregivers design the learning environment to be responsive to the individual needs of each child. Caregiver Groups during Transitions: • It is CSB’s policy to transition in small groups. • Caregiver Groups are maintained throughout the daily activities, including transitions. Groups can be named after animals, shapes, etc. Each instructional staff works closely with that group at lunch and snack times, small group, bathroom time, hand washing, etc. For children, this reduces confusion, distraction and waiting around and promotes attachment with the primary caregiver. • It is easier for a small group of children to go outdoors to indoors, get settled for nap, wash hands, etc. When children transition in their caregiver groups, teachers enhance bonding, group interactions, and language. Caregiver groups also enable instructional staff to meet individual needs and be more responsive to the children. • When children are in caregiver groups, staff and children can take time for transitions and their schedule is more relaxed. For example, if children go outside in a small group, there isn’t a mass rush to the door to get to the door first. 11. Child Health and Safety Teaching staff integrates health and safety lessons and activities into the daily lesson plan. Health curriculum includes: I Am Moving, I Am Learning Gross Motor Activities, Little Voices for Healthy Choices, oral health, pedestrian safety (first 30 days), sun safety, transportation safety, hygiene practices, home safety, 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, after sand and water play, 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 (CSB form 136) 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, VI. A daily Health Inspections for further guidance. Formatted: No bullets or numbering Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1222 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 CSB form 700 in accordance with Head County Policy as described in CSB form 700A, 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. 12. Nutrition Children participate in learning activities planned to affect the selections and enjoyment of a wide variety of nutritious foods. Nutrition activities include: field trips, planting gardens, reading stories about food and nutrition, and sampling a wide variety of foods. Nutrition activities are planned for work time and circle time. Children are involved in simple cooking projects including making their own snacks and sandwiches weekly. Teaching staff serve meals family-style at the centers. Children participate in setting the tables, servinge themselves, pouring their own beverages and scrape their plates. 13. Language / Literacy Curriculum Enhancements • Reading is Fundamental: A federally privately funded grant that provides for three book giveaways per for each child. The program allows for children to self-select books and encourages an appreciation of books and reading. Children participate in motivational activities prior to giveaways to encourage an appreciation of books and reading. • Learning through Literature Curriculum Enhancement: Each month teaching staff receives a picture story book to read to their classroom that contains a written guidance of open ended questions to ask their children. The questions include speaking techniques which can prompt childrens speech and are based on content of the story. developmentally appropriate activities based on the content of the story to enhance children’s learning. • Raising A Reader: Colorful tote bags filled 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 texts. • Books at Naptime: Each child may choose a book to read to themselves on their mat for at least 10 minutes at the beginning of naptime. 14. 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. 15. Television in the Classroom Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1223 Videos and DVD are not used in the classroom unless it is connected to a project tropic or is approved as curriculum enhancement. Videos are not to be used for more than 15 minutes at a time. All videos and DVD must be approved by the site supervisor before they are viewed at the site. 16. Lesson Plans The Infant, Toddler, and Preschool wWeekly lesson plans are designed to ensure that all classrooms provide developmentally appropriate activities consistent with Head Start Performance Standards, NAEYC Guidelines, and Creative Curriculum. The lesson plan communicates to staff and parents the activities for each day of the week. The lesson plan must include strategies and activities that are consistent with the emergent, project based curriculum and focuses on the children’s individual goals and IEP/IFSP goals. The teacher submits a completed lesson plan form to the Site Supervisor weekly for approval. An approved lesson plan is posted in the classroom by 8:00 A.M. Monday morning of the current week. Lesson plans are completed at the center by the teaching staff, with input from parents and volunteers (CSB105A Preschool, CSB105B Infant Classroom Plans and Weekly Possibilities and CSB105 Toddler Daily Possibilities). These must include: • Individualization: activities planned to meet the individual goals of each child including IEP/IFSP goals. Individualization is documented on the lesson plan by adding children’s alphabetic code to the activities planned to help them meet their goals. • Area Enhancements: List of materials that have been added to centers to stimulate children’s interests. • Projects: activities or materials that are provided to facilitate children’s project investigations or explorations. Plan should include project related field trips and visiting experts. • Center Activity: a teacher planned creative activity that children may choose to engage in during work time. Minimum of two science activities planned per week. • Large Group/Circle Time – includes mMusic, movement, songs, finger plays, IMIL activities, short discussions, visiting experts and Second Step activities. • Small Group Time: a minimum of three small group language/literacy activities and two small group math activities must be planned. • Outdoors time: list of activities or materials that will be offered to the children in addition to bikes and balls. I Am Moving, I Am Learning Curriculum enhancement activities must be listed. Outdoor science, art or building activities may be included. • Health, Safety, Nutrition and Social Emotional activities should be listed at the bottom of the lesson plan in section entitled Weekly Activities Integrated into the Daily Routine. These activities must also be reflected in the upper body of the lesson plan under the appropriate category i.e. Work time, Circle Time, Small Group Time or Outside Time. 17. Required Elements of the Children’s Daily Schedule CSB daily routine blocks out times and establishes sequences for activities in the classroom. It includes active and quiet times, large and small group activities, outdoor times and adult initiated and child initiated activities. • 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 including touching of the child’s skin and looking into their eyes. Staff may ask a child how they are feeling. Parents should remain during the health check and may be asked questions if there are concerns. September 13, 2016 Contra Costa County Board of Supervisors 1224 • Work Time / Independent Choices – Children have access to all interest areas in the classroom. Project investigations and center activities are offered as additional choices for the children. 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. A minimum of two science activities must be offered during the week. (Approximately 75 minutes in AM). For full day students, an additional afternoon work time of 60 minutes should be scheduled. • Small Group Time – The class is divided into small groups of ten children maximum. This is a teacher-guided activity based on the developmental level of the group (approximately 15-20 minutes in length). A minimum of three literacy/language activities must be planned weekly. Two small group activities a week should focus on math skills. Small group time activities may be conducted anywhere in the classroom or outside. Children must not be restricted to tables. • Large Group/Circle Time – Music, movement, songs, finger plays, IMIL activities, short discussions, visiting experts with large groups of children. Every child is offered the opportunity to participate but no child should be forced to attend circle. Alternate activities can be provided until a child wishes to join the large group. (Approximately 15 minutes). • Outdoor Play - 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 (not less than 30 minutes). Outdoor play is an extension of a child’s learning environment experience and reflects the same care and planning given to indoor activity. For full time students, an additional 60 minutes of outdoor time should be scheduled in the afternoon. • Meal Times - Breakfast, lunch and a snack are provided for full time students. Part time AM students receive breakfast and lunch and PM students receive lunch and snack. Infants and toddlers are fed on an individualized schedule. Mealtimes are learning times when teachers assist students with setting the tables, serving their own food and engaginge them in conversations. Breakfast and Lunch is approximately 30 minutes, snack 15 minutes. o Teachers are role models for the children. Adult portions are to model the CACFP-USDA Meal Patterns for Ages Three to Five Years Old. (CSB Forms > Nutrition > CACFP-USDA Meal Patterns for Older Children). o Each cChildren in a part-day program will receive one meal and one snack that provide at least 1/3 of their child’s daily nutritional requirement. needs. A cChildren in a full-day program will receive meals and snacks that provide 1/2 to 2/3 of their child’s daily nutritional requirements. needs. o Any child who arrives after scheduled breakfast time will be offered a nourishing breakfast. • Rest Time – Full day classrooms are required to schedule a one and a half to two-hour rest period for preschool children and toddlers. o No child is to be restrained on their crib, cot or mat at any time. o All children must be visually supervised at all times (CCL rRegs: 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1225 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 rRegs: 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 is wiped with a detergent daily and when needed. The toddler and preschool cot or mat is wiped with detergent as needed and disinfected weekly and when soiled or wet. Infant /toddler bedding must be laundered daily. o Preschool bedding is individually stored so that one child’s used bedding does not come in contact with another’s, and is to be 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 napping so that each child is alternating head-to-feet. o Soft, thick, or fluffy blankets are not allowed in infant cribs because of the risk of suffocation. Family members may provide thin blankets or CSB staff will provide an appropriate blanket for their child. 18. Infant Toddler Routines Infant and Toddler Routines include: • Nurturing time with the teacher caregiver • Indoor and outdoor activities • Quiet and active play • Group play and individual play • Rest and relaxation on demand with a nap schedule for children over 12 months old. • Feeding/eating and diapering/toileting on demand 19. Parent Involvement in Planning and Implementing 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 • Initial Home Visit: Within the first 45 days of enrollment, 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. September 13, 2016 Contra Costa County Board of Supervisors 1226 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-Initial Home Visit and CSB170IT-Initial Home Visit). 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 behavioral 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 (CSB-106). 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. and assist the parent with to complete the DECA behavioral screening. Teaching staff will enter the parent and print out the results and add it to the child’s file. • Final End of the Program Year Home Visit: During the final home visit, the teacher and parent review the child’s progress, portfolio and assessment results. They may establish new goals, discuss kindergarten readiness, 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 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). A minimum of seven goals to include; two social emotional, three cognitive, one motor and one health and safety must be determined during the conference. If the child has an IEP, the IEP goals must also be included in the plan. DRDP 20150 measure numbers must be reflected next to the written goals. (CSB118A.) • Second Parent / Teacher Conference – A second Parent/Teacher Conference will be scheduled to review the child’s progress/objectives set during the first Parent/Teacher Conference. New objectives will be developed if applicable. (CSB118B) For children going to kindergarten, a kindergarten transition packet may be reviewed with the parent during this conference or scheduled at a different time between December and March. Kindergarten transition packet checklist form should be added to the file with the second parent conference. C. Parent Involvement and Participation in Program Other Elements of Participation • 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1227 • Parents are provided with individualized home activities by the child’s teacher to reinforce child’s learning objectives at home. • Family Literacy: 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, Reading is Fundamental and First Books programs. 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. 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. For Early Head Start, the parent-child bonding and attachment is one of the most important home visitation goals. 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 42 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 for all the parents. Parenting classes, parents 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. • The resource center for parents and providers allows parents to meet and use materials in a central location. Materials include manipulative and educational games for children, books, and audio and visual training materials for parents and providers. E. Classroom Assignments September 13, 2016 Contra Costa County Board of Supervisors 1228 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. 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 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. 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1229 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1230 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1231 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) 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 • Performing magic acts • Leading a nutritious class project (any food provided cannot be served in place of regular food service) September 13, 2016 Contra Costa County Board of Supervisors 1232 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 I. Field Trips 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 (CSB-115). 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1233 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: • 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 September 13, 2016 Contra Costa County Board of Supervisors 1234 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1235 V. Child Nutrition A. General Description-Identifying Children’s Needs To implement a comprehensive system of services for preventing health problems and intervening promptly when they exist. Comprehensive services are responsible for identifying cases for nutrition referral, follow-up and case management referrals. B. Nutrition Referral 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 Shared Folder > Nutrition > Training- Flyers) 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 Iron Deficiency Anemia – Criteria Blood Lead Levels Provide nutrition resources to parents if child’s blood level is below 10 ug/dl. If child’s blood level is 10 ug/dl or greater, a referral should be made to the Comprehensive Services Health Manager. 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. Criteria for Providing Nutrition Information to Child’s Parent Age / Years Sex Hgb Hct < 2 Both 11.0 – 11.4 32.9 – 34.9 2 < 5 Both 11.1 – 11.4 33.0 – 34.9 5 < 8 Both 11.5 – 11.9 34.5 – 35.9 Criteria for Initiating Nutrition Referral and MD Referral Age / Years Sex Hgb Hct < 2 Both 10.9 or less 32.8 or less 2 < 5 Both 11.0 or less 32.9 or less 5 < 8 Both 11.4 or less 34.4 or less September 13, 2016 Contra Costa County Board of Supervisors 1236 Underweight Input child’s height and weight under Growth Assessment in CLOUDS to determine nutritional status. 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% 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 Shared Folder > Nutrition > Training-Flyers). • 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. Nutritionist and Health Services Manager are available for consultation as needed. 3. Picky Eaters When picky eaters are identified, Comprehensive Services Assistant Managers and/or Clerks are responsible for providing the nutrition handout to parents, and to document actions and parent conversation in CLOUDS in the comment section under Health History. No referral is needed. 4. Tube Feeding September 13, 2016 Contra Costa County Board of Supervisors 1237 If child requires gastrostomy-tube care Community Care Licensing requirements must be met prior to enrollment. Case management takes place prior to Community Care Licensing notification and prior to enrollment into a CSB program. 5. 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 Nutritionist will modify or supplement the child’s diet on a case- by-case basis, in consultation with parents and the child’s medical provider. 6. 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 this increasing health risk in young children. Peanuts are currently the leading food-related cause of severe life-threatening allergic reactions. 7. Food Allergies and Special Diets When food allergies and special diets are identified, the following will apply Comprehensive Services Assistant Managers, Clerks, Site Supervisors, and Site-Based Clerks must: • 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. • Use Request for Special Meals Due to Cultural, Religious, and/or Personal Beliefs form for non- medical special diets (CSB402). This form is not be used for personal food preferences. • 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. • Reviewing meal modifications and addressing any questions to the Nutritionist. The Comprehensive Services Assistant Manager is responsible for consulting with the Nutrition Office regarding the possibility of accommodating other food substitutes necessary to meet child’s needs. Nutrition Clerk is Responsible For: • Adding child’s name to the Allergy 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 on file in Nutrition Office the Medical Statement to Request Special Meals and/or Accommodations form and Request for Special Meals Due to a Cultural, Religious, and/or Personal Belief form. September 13, 2016 Contra Costa County Board of Supervisors 1238 8. Menu Change Protocol for Food Allergy/Modifications The Nutritionist is responsible for any food modifications/substitutions. When a recommended food item is not available: • The Nutritionist will be immediately notified by FS Worker III, FS Manager, or AD. Nutritionist will give an alternate food substitute. • If Nutritionist is not available, the FS Manager will check past meal modifications to determine appropriate substitution. FS Manager will inform kitchen staff of change. • FS Manager will also inform Nutritionist when substitutions have been made. • If FS Manager is also not available, the Supervising AD will check past meal modifications to determine appropriate substitution. Supervising AD will then inform kitchen staff of change. • Supervising AD will also inform FS Manager and Nutritionist when substitutions have been made. • Nutrition Office will inform Site Supervisor or assigned staff of food substitutes. • Kitchen staff is not to make any substitutions without approval from Nutritionist, FS Manager, or Supervising AD. 9. 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: • Following height and weight protocol when filling out Height & Weight log. • Using Height & Weight log to monitor and ensure healthy growth of all children. Comprehensive Services Clerks are responsible for: • Taking heights and weights of all preschool children during the first 30 days month of enrollment. • Recording heights and weights in CLOUDS from the Height & Weight Log completed by the teachers. • Returning Height & Weight Log to Site Supervisors for grantee and Site Directors for the partners. • 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. 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. Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1239 • 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. 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. Non-Discrimination 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. D. CACFP Monitoring To ensure compliance and meet CACFP requirements, all grantee sites must be monitored three times a year. Nutritionist 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 Director • Sending original copy of CACFP Center Facility Review 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 Nutritionist 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 of completion of corrective action September 13, 2016 Contra Costa County Board of Supervisors 1240 VI. Child Health and Safety A. Daily Health Inspection The teacher is mandated by 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 m members will complete in CLOUDS or use ing 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: • Listen: Greet the child and parent. o Ask child the following question: “How are you today?” o Ask parent the following questions: “How’s (name of child)?” “Was there anything different last night?” “How did he/she sleep?” 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? • Look: Get down to the child’s level so you can see him/her clearly. Observe signs of health or illness: o General appearance (e.g., comfort, mood, behavior, and activity level) o Is the child’s behavior unusual for this time of day? o Is the child clinging to the parent, acting cranky, crying, or fussing? o Does he/she appear listless, in pain, or have difficulty moving? o Is the child coughing, breathing fast, or having difficulty breathing? o Does the child look pale or flushed? o Do you see a rash, sores, swelling, or bruising? o Is the child scratching his/her skin or scalp? o Do the child’s eyes look red, crusty, goopy, or watery? o Is there a runny nose? o Is he/she pulling at his ears? o Are there mouth sores, excessive drooling, or difficulty swallowing? • Feel: Gently run the back of your hand over the child’s cheek, forehead, or neck. o Does the child feel unusually warm, or cold and clammy? o Does the skin feel bumpy? • Smell: Be aware of unusual odors. o Does the child’s breath smell foul or fruity? Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1241 o Is there an unusual or foul smell to the child’s stools? o 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 Odors No odor or normal odor for child Breath smells foul or fruity Stool smells foul September 13, 2016 Contra Costa County Board of Supervisors 1242 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 Universal 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 Hygiene -– Standard Universal Precautions 1. 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. 2. 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1243 3. 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. They will 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 of 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 will supply Blood Borne Pathogen Kits to each classroom to ensure staff has access to with appropriate standard precaution personal protective equipment including (e.g., gloves, aprons, mouthpieces for CPR etc.,). Blood Borne Pathogen Kits 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 hree 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. 4. 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 1. 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. 2. Place child on paper covered changing surface or table. Never leave child unattended during diapering processes. 3. Remove child’s clothing and put soiled clothing aside. Put on gloves using posted procedure. 4. 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1244 5. 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. 6. Clean your hands with a disposable wipe and then clean the child’s hands with another fresh wipe. 7. Put clean diaper on child. (Put ointment provided by parents upon their written request.} 8. Dress the child. Change the child’s clothing if wet or soiled. 9. Wash the child’s hands with soap and water. Put child safely in supervised area. 10. 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. 11. Wash your hands with soap and water. iii. Toileting The following procedure should be followed when toileting a child: • Have all materials at hand before starting procedures. • Never leave a child unattended; visual supervision is required. • Have child sit on potty, but never longer than 5 minutes. • After child has finished, teach child how to wipe self from front to back. • If rectal area is still unclean, the adult (using gloves) will clean the perineal/rectal area with disposable, wet towels. • Before child leaves bathroom, the child is to wash hands properly. • Staff member washes hands when done. D. Napping Policy To 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. • 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 comfortable sleep position when they can easily turn themselves from the back position. • If a blanket is used, the infant is placed at the foot of the crib with a thin blanket tucked around the crib mattress, reaching only as far as the infant’s chest. E. Dental Hygiene All children with teeth shall brush or have their teeth brushed at least once during the hours the child is in care. For full day and family child care programs, children will brush their teeth after lunch. For part day morning programs, children will brush after breakfast. For part day afternoon programs, 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 two and over: Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1245 Once daily 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 using a small smear of fluoride toothpaste. Fluoride toothpaste, not larger than the size of a pea should be placed on a disposable cup for each child. • Children between one and two years of age: Once daily in conjunction with a meal as noted above, staff must brush the child’s teeth using a small smear of fluoride toothpaste premeasured on a disposable cup for each child. • Children under the age of one At least once a day and after a feeding, an infant’s teeth and/or gums shall be wiped with a moist cloth, or a product distributed to the sites called “Tenders,” to remove any remaining liquid that coats the teeth and gums, which turns to plaque and causes tooth decay. By doing this, caregivers are breaking up the plaque that forms to create a much healthier environment for the teeth that will be coming in later on. Follow these steps when caring for infants: • 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 you identify a health concern. 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, cComprehensive Services tTeam member 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1246 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. 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. 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. 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. Infant and toddler outdoor safety: • Infant and Toddler classrooms shall have no more than eight (8) children present for any activity, including outdoor time. 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; September 13, 2016 Contra Costa County Board of Supervisors 1247 • 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1248 • 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 “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. September 13, 2016 Contra Costa County Board of Supervisors 1249 • 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. I. 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 • 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 The child is uInabilitye 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 Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1250 • 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 CSB208 Injury / Incident Report form 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 form • Whenever a member of the center staff uses first aid or informs a parent that a child has been hurt, the Site Supervisor or Teacher will call the Assistant Director to report the incident. If necessary, prompt immediate arrangements for obtaining medical treatment will be made. • The teacher is required to complete an “Injury / Incident Report” form (CSB208- Injury / Incident Report form). CSB 208 Injury / Incident Report form is also to be 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 form.” • 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 Facility 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 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). Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight September 13, 2016 Contra Costa County Board of Supervisors 1251 3. Supplies needed • Blood Borne Pathogen Kits are available in each classroom with signage to designate storage location and to ensure staff have 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. • Plastic gloves (disposable) • Plastic bags • Rubbing alcohol 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. • 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 “Accident/Incident” and “Band-Aid” reports as applicable. (See Form CSB208-Accident- Incident Report and CSB255-First Aid-Band Aid Report) File reports as required. 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 1. Administering Medication 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 or telephone instructions of a licensed physician to administer the specific medication as needed and the appropriate forms such as CSB280, CSB282, CSB219, CSB219A, CSB213, etc., have been completed. (CSB213-Medication Form) Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1252 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. 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 (CSB280, CSB828, etc.) 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. with a documented recommendation by a physician and in accordance with the instructions of the physician for the dose, frequency, method to be used and duration of administration. Medication Form CSB 213 must be used and documentation must include the signature or stamp of the physician or other person legally authorized to prescribe medications. 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. Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1253 • EpiPens 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. • 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: 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, amount 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. , the following protocol will assist the teaching staff. 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. Formatted: Font color: Red, Strikethrough Formatted: Font color: Red Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1254 • 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: Any caregiver who administers medications shall be trained to: • 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 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 CSB Form CSB219Aa) 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. 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 • 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. • 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 the TB clearance. Children excluded for unmet health requirements are permitted up to three Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1255 days of excused absences. After that, a Notice of Action (as applicable) will be issued for termination from the program. • 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 and case management 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. • 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. • Children may be excluded from the program for missing or incomplete initial physical exam, incomplete immunizations, and lack of a TB Clearance only. • 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, case management 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: • 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 (good for one year from date of issue), and First Aid Training (good for three 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. • 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. 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. Other required posted September 13, 2016 Contra Costa County Board of Supervisors 1256 materials include: Dental Emergencies, Choking, CPR/First Aid, Evacuation Routes, and Emergency Numbers (posted near phone). • 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: • 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: September 13, 2016 Contra Costa County Board of Supervisors 1257 • 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. • Any bites will be immediately reported to the Site Supervisor, the Comprehensive Services Health Manager and the Assistant Director. R. Safety / Sanitation Procedures: 1. General Safety • Facilities have available first-aid kit readily accessible/clearly marked for emergency use. • 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. • 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 are maintained in safe condition and bedding shall not be shared by different children without first laundering the bedding. Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1258 • 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: The Health and Safety Officer will conduct monthly inspections of the facility for hazards using the Health and Safety Checklist. The Site Supervisor will review the result of the site inspections and will arrange for correction of hazardous conditions identified. Written reports of the inspections and corrections will be kept in a designated binder on-site. Copies of monthly inspections and corrective action plans will be sent to the Health and Safety Officer, Jay Rivera. 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 form 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. September 13, 2016 Contra Costa County Board of Supervisors 1259 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 Here” signs), 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 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1260 • Documentation of earthquake and fire drills should be entered in the Fire/ Earthquake Drill Report for and the Fire and Earthquake Drill Log (SB116-Disaster Drill Report and CSB117- Disaster Drill Report Log) • 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 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 Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1261 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 soymilk and lactaid (if needed for milk intolerances) are to be on hand at all times. • Infant food: o meats, fruits and vegetables o dry cereal o formula • Breakfast food: o dry cereal o canned fruit o milk • Lunch food: o sunbutter o string cheese o ww crackers o 1 can of fruit and 1 can of vegetables o milk • Afternoon snack: o graham crackers o 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. September 13, 2016 Contra Costa County Board of Supervisors 1262 • 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1263 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 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 a Retail Food Faclity. • 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 dishwasher is not used, then 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, 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. Formatted: Normal, Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1264 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: • 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 use tobacco, eat, and drink in designated areas only. • 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 hand comes into contact with food such as when cutting food. Gloves do not need to be used when serving food with a utensil. • 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: • Tables must be cleaned with the registered disinfectant/cleaner approved for food prep surfaces before and after meal times. • 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. September 13, 2016 Contra Costa County Board of Supervisors 1265 • Serving temperature and time temperature was taken must be recorded on transport sheet. ii. Food Utensils, Dishes and Food Containers: • Each center must return serving bowls and other tableware items daily to the Child Nutrition Central Kitchen for proper sanitation. • 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. iii. Refrigerators Thermometers inside freezers and refrigerators must be checked daily. It is the Site Supervisor’s responsibility to: • 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 should be stored in the refrigerator for later use. • Leftover milk and cold foods are to 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 will be marked with their date of delivery. • Opened food that must be stored is to be labeled with name and date of opening. • All containers are to be labeled with name of food and date when packed. v. Disposal of Leftover Food Dangerous health problems can be caused by leftover foods being held at 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 are disposed daily. • The central kitchen will create a sample lunch plate and hold it for seven days. This food would be used for analysis in case of a food borne illness outbreak. Y. Procedures for Using Transport Units Insulated food cambros are insulated to keep hot food hot or cold food cold. Cambros are to be sanitized daily. • Cambros are not to be stacked more than four high. • No broken cambros are to be used to transport foods. • Containers are opened just before serving food. September 13, 2016 Contra Costa County Board of Supervisors 1266 • All food containers are to be rinsed before being returned to central kitchen. • Food may not sit 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 is one for the baby’s doctor and parents to make together. CSB provides one house formula Enfamil Infant. If a parent declines the formula which the program provides, the parent must document this request using the form “Parent’s Form for Declining a Provider’s Formula” (See Form CSB428) and a list of iron-fortified formulas that do not require a medical statement in the Child and Adult Care Food Program should also be provided to the parent. Parent 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 (CSB407). • Infants are to be held while being fed, and never laid down to sleep with a bottle. • A baby’s developmental readiness determines which foods should be provided, what texture the foods should be, and which feeding styles to use. Please refer to your training manual for complete guidelines. 2. Feeding Infants: • The introduction of solid foods is usually started between four and seven months of age, depending upon each child’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. Children will be offered single-ingredient commercial baby food when appropriate. • As children grow older, they may prefer to hold their own bottles, and may do so while 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 may not be served from jars. Before feeding, remove the approximate amount of food that infant might consume from the jar and place into small dish. Do not put the baby food in a bottle. Babies fed such food in a bottle can choke and may not learn to eat foods properly. • If parents have chosen to decline provider’s offered food and will furnish one or more food items that meet Child Nutrition Program (CNP) nutritional content requirements, the parent must document this using the Parent’s Form for Declining a Provider’s Food, (See Form CSB427) unless their 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) does not meet the September 13, 2016 Contra Costa County Board of Supervisors 1267 CNP requirements, the doctor will need to complete the back of the Parent’s Form for Declining a Provider’s Food, return the original to the Nutrition Office, and retain a copy in the child’s file. 3. Food to Avoid with Infants Babies 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 an opportunity to share part of their family traditions, culture, personal hobbies, 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, and safety, and healthy options. • 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 (at school, church, temple, family, community organization, etc). The food may be either homemade or purchased. • PA potluck are discouraged during class hours as the children have their planned menus. • If a potluck is held during classroom events, it shall be held in a separate room such as 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 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 this time. • can be held during classroom events, as long as it does not interfere with children being served the food provided by Child Nutrition Services. 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. Parents may prepare a plate of potluck food for their own children only, but the child may not be served the food in lieu of the food provided by the program. 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, Formatted: No bullets or numbering Formatted: Font: (Default) Calibri Formatted: No bullets or numbering Formatted: Font: Formatted: Font: (Default) Calibri Formatted: List Paragraph Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: Formatted: Font: September 13, 2016 Contra Costa County Board of Supervisors 1268 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. 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 Nutritionist to ensure that provisions to meet special needs are incorporated into the nutrition program. • Appropriate professionals are consulted on ways to assist Head Start staff and parents with regard to children having severe disabilities and/or problems with eating. • The Nutritionist 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 will be kept locked. • Walk in refrigerators will be kept locked. September 13, 2016 Contra Costa County Board of Supervisors 1269 •Storage room will be kept locked. •Access to ice machine is controlled. •Food shipments will be accepted only if products are secured and sealed. •Incoming food shipments are examined for potential tampering. September 13, 2016 Contra Costa County Board of Supervisors 1270 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 3- FAMILY AND COMMUNITY PARTNERSHIPS 2016-185 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/15 Formatted: Font color: Red Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1271 PART I FAMILY PARTNERSHIP BUILDING A Purpose and Methodology 3 B Family Partnership Agreement 3 C Accessing Community Services and Resources 8 D Supporting Families in Crisis- (Emergency and Crisis Assistance) 8 E Accessing Mental Health Services: Prevention Identification, Intervention, Program for Families 9 F Family Resources 9 G Services to Pregnant Women Enrolled in the Program 10 PART II PARENT ENGAGEMENT A General Description 11 B Engagement in the Decision-Making Process 11 C Engagement in the Classroom as Paid Employees, Volunteers or Observers 13 D The Role of Staff in Parent Engagement 14 E Development of Activities for all parents 15 F Parent Education / Home Activities 16 G Parent Notification of Community Services Bureau Changes 16 H Family Literacy 16 I Parent and Family Engagement in Health, Nutrition, and Mental Health Education 17 J Parent Engagement in Community Action 17 K Parent and Family Engagement in Transition Activities 18 L Parent and Family Engagement in Home Visits 18 M Parent Engagement in Recruiting and Interviewing Head Start and Early Head Start Employees 19 N Parent’s Appeal Rights 19 PART III COMMUNITY PARTNERSHIPS A Descriptions 20 B Child Care Partnerships 20 C Partnerships with Agencies, Entities and Individuals 20 September 13, 2016 Contra Costa County Board of Supervisors 1272 I. Family Partnership Building A. Purpose and Methodology The family partnership building process begins at the first point of contact that the families have with CSB staff. 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. Staff members support families as co-partners by identifying the parentsfamilies’ strengths and providing resources to meet their family’s individual needs. CSB supports the program parents and acknowledges them as being their child’s primary teacher and advocate and primary teacher. CSB provides opportunities for positive goal-oriented relationships to forminteractions to occur amongst parents and staff throughout the year to address their child’s education, and development and well-being. Staff meets with families to help identify what their interests, articulate their strengths and needs are and how for our program canto best support their families’ situation. Through the availability of bilingual staff and Language Line Services for translation support, staff communicates with families in their primary language. They are informed upon enrollment that comprehensive services staff along with their child’s teacher are available to provide on- going family services support that is appropriate for their level of need and interest. Family partnership building is further developed upon enrollment through the Family Partnership Agreement Process which includes: the Parent Volunteer Survey, Parent Interest Survey, the Family Partnership Agreement Assessments and the Family Goal Setting Process. B. Family Partnership Agreement 1. Family Assessment Comprehensive Services staff establishundertakes collaborative and respectful partnerships with individual families to develop a Family Partnership Agreement based on the family’s readiness/willingness to participate. Theis strength based process includes: i. Completion of an initial Family Partnership Agreement (FPA) assessment of the family’s strengths and needs identification takes place. Identification of the family goals and steps to achieve the goal are identified, in order to best support and strengthen the Family Partnership Agreement. ii. If a family has a pre-existing plans/goal with another community agency, our comprehensive services staff or designated staff will work collaboratively with the family to support that pre-existing goal or identify a new one if needed. Our goal is to assist parents in achieving their individualized goals and support them by providing resources and referrals that best meet their familiy’s needs and circumstance. Depending on the nature of the goal, CSB staff will work in conjunction with the other agency to identify and reduce barriers for families to achieveing their set goal. Regular communication will be established through family case management meetings if necessary to promotemonitor progress. Staff will support the family in navigating through systems identified by the other agency to make sure that the family has proper supports in place. September 13, 2016 Contra Costa County Board of Supervisors 1273 The Family Partnership Agreement hais a strength based practiceapproach and is completed twice each program year. The first Family Partnership Agreement is completed within 90 days of enrollment (individually per family) and the second one (follow-up) is due by AprilMay 301st th.Comprehensive Services staff and parentfamilies will work together and discuss various dimensions of the family’s life (Income and Budget, Shelter, and other aspects), identify and respond to any immediate crisis. The key points of this conversation are objectively documented in CLOUDS. Using the Family Partnership Evaluation Indicators, Comprehensive Services staff will assign one of the indicators to the dimension (thriving, safe, stable, or in-crisis). 2. Goal Setting Using the information gathered in the Family Partnership Agreement, Comprehensive Services staff assists parents in identifying and setting a goal in an area in which the evaluation indicator was less than stable. Using the family’s own words in documenting goals and activities, 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(s)) • Support Needed (Staff commitment to the action(s)) • When the goal will be completed (within the program year) • Plan B (if something unexpected happens) 3. Family Partnership Agreement Process: i. Within 90 days of Enrollment Comprehensive Services Clerks are responsible for the following: • Complete 1st FPA with parents and enter all information accurately on CLOUDS. Staff document key words based on the evaluation indicators (strengths or concerns) for each area to validate reason for the selected evaluation indicator. • Support and encourage parents to develop at least one goal that supports an area in which their indicator resulted below the “stable” rating. (All areas marked “in-criseis” are given immediate support and follow-up. Comprehensive Services Manager for Parent, Family and Community Engagement is notified by the CLOUDS inbox (email notification). All actions, resources, referrals and results of follow-up are documented in the assessment.) • Provide resources/referrals immediately. • Schedule a follow-up appointment within one month with the parent/s appropriate to the resource given by contacting 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 has no areas that indicate below “stable”, assist 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) ii. By AprilMay 31st Formatted: Superscript Formatted: Superscript September 13, 2016 Contra Costa County Board of Supervisors 1274 30th • Comprehensive Services Clerks are responsible for the following: • Complete the second FPA, follow-up of 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. • Assist families in utilizing Pprovided resources/referrals immediately for emergency, in-crisis. • Schedule one month follow-up contact with families to determine if resources or referrals were appropriate and adequate for the family (contact can be over the phone or in person) and document as discussed above. • Follow same procedures for Referrals and Services as the First Family Partnership Assessment ifor an evaluation indicator fallsmarked below “stable.” iii. On an Ongoing Basis Site Supervisors are responsible for the following: • Review FPA’s and Family Goals of parents at the site • Review CLOUDS custom report for Family Performance and Outcome by Measure by selecting your site. • Review the family information by clicking on the number above the percentage for a particular ranking such as: “in-crisis”. This will populate the family ID, if needed click on the family ID and it brings up the Family data sheet with more information. • Ensure families entered as “in-crisis” have received support. (Either by Site Supervisor or Comprehensive Services staff) • Should the family situation change and site staff are aware, notify comprehensive services staff to update Family Partnership Agreement assessment if needed, and provide support or resources as needed to teaching staff to give to the parent or given to the parent directly. • 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: • Use CLOUDS to track Family Referrals. • Ensure that adequate follow-up and resources were provided in a timely manner by CS Staff. • Provide support and assistance to CS Clerk in obtaining resources if requested. • Provide support and assistance to family when needed. • Hold case management meetings for referrals that require multiple steps and planning. • Hold case management meetings for families with an evaluation indicator marked “in-crisis”. • Work with Comprehensive Services Clerks to ensure FPA tasks are completed within the timelines assigned. • For Returning Children (unless Family Partnership Agreement assessment updates are made sooner due to reported changes, follow the same steps above) Comprehensive Services Clerks are responsible for the following: • Complete the returning family’s Family Partnership Agreement assessment within 90 days (September 3029th) of the second school year. September 13, 2016 Contra Costa County Board of Supervisors 1275 • Follow the same steps for completing the assessment and protocol for documentation, follow- up by MayApril 31st • 0th as you would for newly enrolled families. • Follow the same steps for completing the returning family’s Family Partnership Agreement assessment and follow-up by May 31st • as newly enrolled families. • Follow the same steps for documenting Family Goal progress. Provide resource/referrals immediately for emergency, in-crisis or within two weeks for vulnerable needsother rankings. • 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. 4. Desired Outcomes of Family Partnership Process • Families achieve an enhanced quality of life by engaging in a Family Partnership Agreement. FamiliesParents 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-goingdaily interactions with 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 into further developeing their goals for their families beyond Head Startafter they leave the program. • 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, Family 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. Formatted: Superscript Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Superscript Formatted: Indent: Left: 0.5", No bullets or numbering September 13, 2016 Contra Costa County Board of Supervisors 1276 If after several attempts, a family refuses to participate in the assessment, or goal development or resources/referrals services, staff document their attempts at explaining benefits of the process, and note on CLOUDS that parent refused. 5. Parent Volunteer Survey During the placement 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 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 • Comprehensive Services Clerks are responsible for: • Completing Volunteer Survey with Parent • Completing Parent Interest Survey with Parent • 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. ii. By September 30th • Site Supervisors are responsible for: o Compiling a list of site volunteers from Volunteer Survey results and o Utilizing the list of volunteers when needed for parent meetings. • Comprehensive Services Assistant Managers are responsible for: o 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). 6. Parent Interest Survey The Parent Interest Survey is completed by Parents upon enrollment. Results of this survey allow staff to identify the collective results the parents’ interests for training at the parent committee meetings, or resources provided on a site level interest. The list of the top ten results are kept in the Parent Meeting & 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 • Parenting • Literacy / adult education September 13, 2016 Contra Costa County Board of Supervisors 1277 • Employment / job training • Community resources The following is the protocol for implementation, timeline, distribution, and follow up for the Parent Interest Survey (See Form CSB-300): • 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 Training Form (See Form CSB- 304). • 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 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 support services agencies, social services, local Food Banks, financial literacy education, asset development programs, and domestic violence support programs. Connecting families to community agencies, including the Local Education Agencies, helps families to: • Support and coordinate the successful transitions for enrolled children and families with other agencies. • Support communication and coordination of services between Head Start/Early Head Start staff, school principals, and staff from other family services agencies involved with the family through transitions, including joint transition meetings. • Support parent’s role as the primary teacher/advocate for their child’s education and throughout life. • Support families’ interests and needs to encourage parent, family and community engagement in the in the children’s learning and school success. CSB provides many opportunities for staff interaction with families throughout the year. Encouraging parents to be actively engaged in their child’s life is the foundation for parents to continue as advocates for their children beyond Head Start. Please refer to each service area for more on how staff can support parent engagement opportunities for gaining access to community resources. Comprehensive Services and site staff also generate referrals as a response to a parent’s request. 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 is September 13, 2016 Contra Costa County Board of Supervisors 1278 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. • Comprehensive services and site staff will conduct a comprehensive review of the immediate crisis that the family has. • Comprehensive Services staff will contact the Mental Health unit for support. Report the situation and advise of potential need for crisis intervention or consultation. • 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. The Parent, Family and Community Engagement Manager should also be notified regardless of the crisis area. • Review the documentation of events in CLOUDS. 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. All situations defined as a family crisis by staff or parent will be assessed on a case by case basis. The Comprehensive Services Assistant Manager supporting the family’s site will monitor the progress of events until the situation is stable. Document specialized services if applicable in CLOUDS. 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 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 Case management 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. Please refer to the Family Handbook for more information. 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) and “Regional Guides” published by Contra Costa Crisis Center (925-939-1916 or 211.org). The “Street Sheet,” published by Shelter, Inc. (925-335-0698/shelterinc.org) is widely used and provides an at-a- September 13, 2016 Contra Costa County Board of Supervisors 1279 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, and 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 (formerly known as CORD Contra Costa Online Resource 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 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, 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 Site Supervisors, site staff, and Comprehensive Services staff assigned to each site should always be the first contact if a family has a crisis. 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, and parent, family and community engagement. The wellness centers are updated by the Site Supervisor on a quarterly basis. G. Services to Pregnant Women Enrolled in the Program The same methods of access to resources and services as noted above are to be used with pregnant women enrolled in the program. In particular, 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1280 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1281 II. Parent Engagement A. General Description Parents are the first and bestmost important educators of their child. Parent Engagement in CSB is integrated in the classroom and in the administration. It is imperative that the parent becomes engaged with his/her child’s educational program, and with 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, which are: 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: • Advise 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. • Deals with issues at the classroom, site, or socialization level. 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 September 13, 2016 Contra Costa County Board of Supervisors 1282 • As needed Comprehensive Services staff assist 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): o Ensures that required trainings such as Pedestrian Safety (By September 30th), Child Abuse Prevention (April) and Kindergarten Transition are provided at the site. 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 Revised Performance Standards, 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 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 newly elected Policy Council Rep(s) with Policy Council Representative Changes (CSB-327) form to complete. September 13, 2016 Contra Costa County Board of Supervisors 1283 o Forward to Clerk 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. 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. 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 (other than substitutes who work less than 10 hours in a month in the program) 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. September 13, 2016 Contra Costa County Board of Supervisors 1284 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. Other persons may observe after obtaining permission from the Site Supervisor/Early Childhood Home Educator by indicating the purpose of the visit, and how long they plan to visit. 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 the child or the child’s parent is unacceptable and may result in 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 their full potential. 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 improve their lives so that they can improve the lives of their children. Activities and support for fathers and engaged men are determined locally through communication with site or comprehensive services staff in 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. The Role of Staff in Family Engagement Staff members have a major role in providing opportunities for parents/families to become engaged. Site staff and Comprehensive Services staff (line and management) have the responsibility of ensuring that parents of children currently enrolled and/or family members have the opportunity to be engaged September 13, 2016 Contra Costa County Board of Supervisors 1285 in all aspects of the program. CSB defines opportunity as the staff’s willingness to assist families in removing barriers to their involvement. 1. 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. 2. Family Engagement Task Force: Ensures agency-wide opportunities are communicated to all parents. Membership includes a staff representative from each area of the county, the Parent, Family and Community Engagement Manager, and at least one parent. All centers are required to have a Parent Information Board, located in plain view of 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 current events, parent committee meeting agendas and minutes, Policy Council agendas and minutes, job announcements, special events, and parent engagement opportunities such as Male Involvement, Triple P (Positive Parenting Program), and community events. 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 Currently enrolled parents at the classroom and site levels will develop activities for families designed to meet the families’ needs and interests. 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 will be analyzed by staff, and will 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. September 13, 2016 Contra Costa County Board of Supervisors 1286 Parents should work in co-partnership with classroom staff, or with their Early Childhood Home Educators to design child development activities and special events. Parents and/or family members are encouraged to be in contact with classroom personnel on a regular basis. 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 by 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 can be introduced to parents at site parent meetings, home visits/parent conferences, and daily conversations with parents. Home activity ideas offered to parents should be documented on the second Home Visit/Parent Conference form. Each center has a Parent Lending Library/Wellness Center available to parents on a checkout basis. Books and pamphlets about Parenting, Health, Mental Health, Dental Care, Nutrition, Child Development, and Home Activities are all part of the library. For more information on Home Activities, refer to the Education section of the Policies and Procedures. G. Parent Notification of Community Services Bureau Changes Following is the Grantee’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, Teacher or Assistant Director will notify all parents in writing, of a change in or substitution of Site Supervisor or teaching staff at the site (or of any other change affecting their children’s learning environment). • Hiring/Assignment/Departure of Staff – in writing and verbally, the Site Supervisor or Head Teacher notifies parents that a new employee is 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: • Reading Is Fundamental (RIF), where parents are trained in storytelling and then scheduled for story sessions in their child’s classroom. At the end of each session, each child chooses a book to take home and keep as his/her own. • Raising a Reader book bags • Reading challenges • Home activities September 13, 2016 Contra Costa County Board of Supervisors 1287 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 Education 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: • Health Services and Nutrition Advisory Committee: This committee is composed of staff, parents, and experts in the community on the topic of health, nutrition and mental health for pregnant women, children 0-5 years old, and their families. Members inform staff of current issues and practices 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. They may participate in cooking project demonstrations, 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 (CSB-300). 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 case management 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 encourage families to develop goals, or support existing goals in order to support the growth and well being of their family. September 13, 2016 Contra Costa County Board of Supervisors 1288 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) • 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. September 13, 2016 Contra Costa County Board of Supervisors 1289 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 interviewing 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 who wish to participate. For more information on staffing procedures, refer to the Human Resources section of the Policies and Procedures. N. Parent’s Appeal Rights Parents have the right to receive a Notice of Action that informs them of their acceptance or denial of CSB services. Parents have the right to appeal adverse actions. The appeal process provides a written fourteen (14) day minimum notice before the action becomes effective. Information regarding the appeal process is located on the back page of a Notice of Action. During the appeals process, CSB must not change the services to the family except for health or safety reasons. For more information, please refer to the Enrollment and Re-Enrollment section of the Policies and Procedures. September 13, 2016 Contra Costa County Board of Supervisors 1290 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, Antioch Partnership, YMCA of the East Bay, Martinez Early Childhood Center, Richmond College Prep, Crossroads High School, Brighter Beginnings, Aspiranet and Cameron School. 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. • 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). September 13, 2016 Contra Costa County Board of Supervisors 1291 •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. September 13, 2016 Contra Costa County Board of Supervisors 1292 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 4-PROGRAM DESIGN 2016-185 Policy Council Approved: 2/18/2015 05/18/16 Board of Supervisors Approved: 3/31/2015 Formatted: Font color: Red Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1293 PART I ELIGIBILITY, RECRUITMENT, SELECTION AND ATTENDANCE- ERSEA A State Child Development Program 4 B Definitions 6 C Child Age and Family Income Eligibility 8 D Recruitment 9 E Selection Process 9 F CLOUDS Waitlist 10 G Enrollment and Re-Enrollment 12 H Eligibility and Need Criteria and Documentation 13 I Certification of Eligibility 21 J Re-certification for General Child Care Services and Full Day State Preschool 22 K Re-Certification for Part-Day State Preschool Children 22 L Re-Certification for Head Start and Early Head Start Children 23 M General Recertification / Re-Enrollment Procedures 23 N Updating the Application 24 O Contents of Basic Data File 24 P Admission Policies and Procedures 29 Q General Admission Procedure 29 R Children’s Enrollment Files 29 S Due Process Requirements 29 T Alternative Placement for Children 31 U Client’s Request for a hearing and procedures 31 V Appeal Procedure for EESDCDD Review 32 W CSB Compliance with EESDCDD Decision 32 X Retention of Enrollment Records 32 Y Enrolled but Waiting for Transfer Protocol 33 Z Transfer of Child with Disabilities or of Child Receiving Mental Health Services 33 AA CSPP Full-Day to Part-Day or Tuition Based Approval Process 33 BB Withdrawal of Child from the Program 35 CC Attendance Expectations 35 DD Attendance Accounting 36 EE Title XXII Requirements for All Children 38 FF Fees for Non-Head Start and Early Head Start Funded Programs 38 GG Billing Procedures 40 HH Fee Collection Procedures 41 II Receipts/Banking Procedures 42 JJ Confidentiality of Records 42 PART II STAFFING REQUIREMENTS A Program Director 43 B Site Supervisor 43 C Teacher 43 D Applicability of Staffing Requirements 43 E Staffing Rations for Site Supervisors or Teachers 43 F Comprehensive Services 44 September 13, 2016 Contra Costa County Board of Supervisors 1294 PART III BUSINESS SYSTEMS A Overview 45 B Facilities 45 C Use of Technology 50 D Equipment and Supplies 50 E Vehicle Usage Policy 55 F Transportation 57 September 13, 2016 Contra Costa County Board of Supervisors 1295 I. Eligibility, Recruitment, Selection, and Attendance-ERSEA (Corrected Pages 4 & 5 on 7/16/15) A. State Child Development Program A portion of our program is funded byTthe California Department of Education Child Development Division Early Education and Support Division funds the state-funded portion of our program. .The matrix, below, provides an overview of the program. PY = Program Year CSPP CCTR Program Ttype & Hhours of Ccare Part-day 3 – 3:59 hrs. Full-day More than 4 hrs. Includes ¾ time and Full-time Full-day Program Includes ½, ¾ tTime 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 Zero – three (until eligible for CSPP) % Preschoolers age 4 by September 1 of PY 50% of CSPP children at each site N/A Eligibility Requirement 2008 Eligibility regulations 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. N/A Need Requirement N/A 2008 Need regulations 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 N/A Formatted Table Formatted Table September 13, 2016 Contra Costa County Board of Supervisors 1296 choose to receive CSPP part-day services if available or pay full fee for services. Family Fees Assessed No If less than 130 hours per month – part-time fee assessed If less than 130 hours per month – part-time fee assessed If 130 hours per month or more, full-time fee assessed If 130 hours per month or more, full-time fee assessed If family of a 3-5 yr. old child has 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 N/A 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 hrs. Full-time – 6:30 to 9:59 hrs. Full-time Plus – 10 hrs. or more Enrollment Priorities Transfers (i.e. families of children already certified for care including toddlers leaving CCTR) CPS - CSB622 At-Risk Referral Homeless Rreturning 4 yr. olds regardless of income Eeligible 4 yr. olds* Eeligible 3 yr. olds* Oover income 4 yr. olds (part-day only) Oover income 3 yr. olds (part-day only) *Refer to 2009 Enrollment Priorities for State Preschool Transfers CPS or “at risk” Homeless Eligible children Per income ranking Over income waivers 10% of part-day slots allowed to be 15% over State income ceiling. Not Allowed Recertification for next PY N/A Must do 2nd “initial” application prior to next PY. At least every 12 months When changes in income, family size or need. At the discretion of the site supervisor anytime during the program year. Reporting Revised 8501 9500 September 13, 2016 Contra Costa County Board of Supervisors 1297 B. Definitions As used in the Program Requirements: • 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. • 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 Site Supervisor 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 program, this means the Site Supervisor (SS) for center-based programs or Assistant Director (Assistant Director) or designee for centers not having a Site Supervisor. • 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 September 13, 2016 Contra Costa County Board of Supervisors 1298 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 de-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. • Family-For State child development programs, tThe 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 (1305.2), 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: o A supervised publicly or privately operated shelter, transitional housing, or homeless support program designed to provide temporary living accommodations, or o A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings, or o Children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason.. • Categorical eligibility- A family is categorically eligible for Head Start if the child is homeless or the child is in foster care as defined in Head Start Performance Standards 1305.2. • 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 (1305.4), 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. • 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. Formatted: Bulleted + Level: 2 + Aligned at: 0.75" + Indent at: 1" Formatted: Indent: Left: 0.75", Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Indent: Left: 0.25" September 13, 2016 Contra Costa County Board of Supervisors 1299 • 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 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; September 13, 2016 Contra Costa County Board of Supervisors 1300 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. 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. 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 at regularly schedule intervals 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 staff assist client in filling out CSB690-Waiting List Pre-Registration Form (See CSB Forms) o If client has brought in any documentation, such as pay stubs and/or birth certificate make copies and staple to the waitlist form. September 13, 2016 Contra Costa County Board of Supervisors 1301 o Fill in all sections of the form. o Put documents in a sealed envelope, with name and location of Comprehensive Services Clerk who supports the PRIMARY desired location of child care, as requested by the client. Mark CONFIDENTIAL on envelope. o Place in Comprehensive Services box at site. • Mail Received: o Route to appropriate person if mail came in self-addressed envelope. o If not, send to Comprehensive Services Clerk who supports that center or program. • Faxes: All referral forms are sent to the ERSEA analyst, logged, and then forwarded to the appropriate office for follow up. E. Selection Process Children are selected from waiting lists that are maintained in CLOUDS for each Head Start classroom and Home-based program. 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. 1. 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. 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 Site Supervisor 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, Comprehensive Service Clerks 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 income eligibility based on family size or categorical eligibility based on supporting documentation and information obtained through the interview • Making copies of client documents e.g., pay stubs, birth certificate, immunization papers for the temporary file • Creating, signing and dating income calculation sheet September 13, 2016 Contra Costa County Board of Supervisors 1302 • Establishing a temporary file for the child (CSB Eligibility/Enrollment checklist) • Noting on child data sheet in CLOUDS as to the location of the temporary file • Communicating application status to families (CSB Application Status Letter) Temporary file should remain with the Comprehensive Services Clerk, who supports the PRIMARY desired location requested by the family, until file is ready to be reviewed by the Comprehensive Services Assistant Managers. Note: Eligible/Accepted temporary files are retained by the Comprehensive Services Assistant Manager. Keep the files in a locked drawer or cabinet. Collect the following information in the temporary file: • Copy of the 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 • Doumentation of caregiver’s need for services, if applicable • Documentation of California residency Once file has been determined eligible by Comprehensive Services Assistant Manager: • 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: • Blue Dot: Child with Disabilities • Red Dot: Child with Health/Nutrition/Mental Health Concerns • Yellow Dot: Child that transitioned from I/T to Preschool • White Dot: Used to cover up any colored dot that is no longer applicable to the child. Comprehensive Services Assistant Manager is Responsible for: • Review temp file from Comprehensive Services Clerk. • Verify family eligibility and sign the income calculation worksheet. • Move child from Eligibility Waiting List to Eligible/Accepted Wait List in COPA CLOUDS once eligibility has been established. • Retain possession of temporary file until requested by a Site Supervisor or other Comprehensive Services team member. • Update Child Data sheet in CLOUDS to reflect location of temporary file. Formatted: Bulleted + Level: 2 + Aligned at: 0.81" + Indent at: 1.06" September 13, 2016 Contra Costa County Board of Supervisors 1303 • Assign task of transferring documents from temporary file to permanent child’s file when Site Supervisor requests the file for potential enrollment/placement. Check files for flags and ensure proper dots are applied to file. • Ensure flagged items are properly noted in CLOUDS. • Keep file 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 • Send Review purged list into and archive applications on CLOUDS archive as per the purge protocol. 2. Procedures for Purging Waitlist The Comprehensive Services Clerks assigned to each site will maintain a current waiting list for those sites by following these steps: • Document all contacts with families on the Family Case NotesData Sheet 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 the Family Data SheetCase 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. The Comprehensive Services Assistant Manager will conduct the purge by following these steps: • 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 September 13, 2016 Contra Costa County Board of Supervisors 1304 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. However, 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 2009 Enrollment Priorities guidance. 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 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 have been placed as vacancies occur, before enrolling any child above the federal poverty guidelines. • Secure file from the Comprehensive Services Assistant Manager via e-mail or phone call request using child’s CLOUDS ID#. • Review all sections of child’s file for special needs or concerns and proper placement of dots and accuracy. • Review child’s file for accuracy regarding eligibility and need prior to enrollment to secure proper placement. • 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. • Advise family to bring any documents that are needed to update file. • When meeting with family: o Complete, date and sign new income information as needed and enter updated information on CLOUDS. o Print the 9600 form from CLOUDS to be signed and dated by Site Supervisor and parent. o Issue Notice of Action.. o Update Emergency Information (See CSB Forms > 0600-Enrollment > Licensing Emergency ID/Information form). . September 13, 2016 Contra Costa County Board of Supervisors 1305 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.. o Double check CLOUDS record to ensure match between paper file and CLOUDS file.. o Conduct final review of file for accuracy. 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. For the Head Start and Early Head Start, children/pregnant women must be residents 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 other portions of the county are served by CSB. If a family resides outside of Contra Costa County or in the Unity Council’s service area, an authorized “Out of Service Area Enrollment Notification Form (CSB608) must be on file at CSB, with the agency with whom the family would ordinarily be served, and with the regional office. 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. September 13, 2016 Contra Costa County Board of Supervisors 1306 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 verify the days and hours of employment by doing one of 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: Parent provided information that includes: • 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. Formatted September 13, 2016 Contra Costa County Board of Supervisors 1307 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: o• 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; o• 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 o• Making other reasonable contacts or requests to determine the amount of time for self- employment. o• 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; Formatted: Indent: Left: 0" Formatted: Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" September 13, 2016 Contra Costa County Board of Supervisors 1308 • 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 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1309 6. Documentation of Training toward Vocation Goals i. General Procedures If the basis of need as stated on the application for services is vocational training leading directly to a 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 which subsidized care was provided, have made adequate progress. If the parent has not made adequate progress, services for this purpose shall be: September 13, 2016 Contra Costa County Board of Supervisors 1310 • 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1311 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. 7. 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. 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. 8. 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. September 13, 2016 Contra Costa County Board of Supervisors 1312 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. 9. 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 September 13, 2016 Contra Costa County Board of Supervisors 1313 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 Site Supervisor or the Assistant Director 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 by Site Supervisors or Comprehensive Services team members. Prior to enrollment, Site Supervisor/Assistant Director certifies eligibility by completion of the following forms: • Application for Childcare and Development 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. • Notice of Action, Application for Services At the time the Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1314 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 Site Supervisor 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 Site Supervisor 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 old 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 2009 Enrollment Priorities guidance. 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 September 13, 2016 Contra Costa County Board of Supervisors 1315 During the recertification process, Site Supervisors are 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 at face-to-face interview with parent. • 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. 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 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 Site Supervisor 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 Site Supervisors / Comprehensive Services 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: September 13, 2016 Contra Costa County Board of Supervisors 1316 • 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. • 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 and parents 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. September 13, 2016 Contra Costa County Board of Supervisors 1317 • 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 and the information provided pursuant to subdivision (a)(1) indicates the child(ren) in the family has another parent whose name does not appear on the application, then the presence or absence of that parent shall be documented by providing any one of the following documents, as applicable: • Records of marriage, divorce, domestic partnership or legal separation. • Court-ordered child custody arrangements. • Evidence that the parent signing the application is receiving child support payments from that person, has filed for child support with the appropriate local agency, or has executed documents with that agency declining to file for child support. • Rental receipts or agreements, contracts, utility bills or other documents for the residence of the absent parent: or • Any other documentation, excluding a self-declaration, to confirm the presence or absence of a parent of a child in the family. If, due to the recent departure of a parent from the family, the remaining applicant parent cannot provide any documentation, the applicant parent may submit a self-declaration signed under penalty of perjury explaining the absence of that parent from the family. Within six months of applying or reporting this change in family size, the parent must provide documentation as noted above. If the information provided by the parent is insufficient, staff shall request any additional documentation necessary to verify the family composition and family size. 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: 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. September 13, 2016 Contra Costa County Board of Supervisors 1318 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: 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1319 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: o 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. o 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. o 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. ii. 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. iii. Over-Income Protocols When enrolling over-income families, the Site Supervisor or Manager is responsible for: • Completing the over income waiver (CSB606). • Submitting completed waiver to ERSEA ManagerAssistant Director/Partner Analyst for approval. • Placing original Assistant DirectorERSEA Manager approved waiver in child’s file The Assistant Director/Partner AnalystERSEA Manager is responsible for: • Receiving form and ensuring that all possible outreach has been conducted 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 their cluster has not exceeded the 10% unlimited over income designated primarily for children with an IEP September 13, 2016 Contra Costa County Board of Supervisors 1320 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 105% limited over income for the part day preschool (PP) or the part day family literacy program (PPL). • Signing form • Forwarding the approved waiveroriginal to Site Supervisor/Mgr. for placement in file. • Forwarding a copy of approved waiver to Division Manager (ERSEA). The Division Manager (ERSEA) is responsible for: • Receiving copies of approved over income waivers from Assistant Directors/Partner Analyst. • Logging each waiver on database on shared drive. • Providing alerts to each Assistant Director/Partner Analyst that are nearing their over income allowance. • 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 Site Supervisor/Assistant Director or Comprehensive Services Team member collects family information from the Waiting List Pre-Registration form (CSB690). The child is placed on CLOUDS upon applying for child care services. 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. 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 its 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 be of the current year, verification of income, shots, and birth certification of the child applying for enrollment. September 13, 2016 Contra Costa County Board of Supervisors 1321 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 Site Supervisor 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. S. Due Process Requirements 1. Notice of Action, Application for Services The Site Supervisor’s 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 Site Supervisor shall maintain copies 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 Site Supervisor’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 Site Supervisor’s decision in accordance with procedures specified below. September 13, 2016 Contra Costa County Board of Supervisors 1322 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 Site Supervisor will notify the family through a written Notice of Action, Recipient of Services. The Site Supervisor will maintain copies 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 Site Supervisor decisions. 3. Approval or Denial of Child Care and Development Services The Site Supervisor 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 Site Supervisor 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 Site Supervisor 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. 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 Site Supervisor 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, Site Supervisors are 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: • Enter information regarding reason for ending services in CLOUDS Child Data Sheet. Date and initial comments. • Change enrollment status in CLOUDS. • Discontinue services on Family Data Sheet. • Determine if child may return within the program year. If so, place child back on Eligible/Accepted List. If not, archive the CLOUDS record. • Assist the family in finding an alternate placement for the child. Formatted September 13, 2016 Contra Costa County Board of Supervisors 1323 • 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 Site Supervisor 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 Site Supervisor 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). 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 Site Supervisor’s decision was incorrect. The Site Supervisor 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 CDD EESD Review If the parent disagrees with the written decision from the Site Supervisor, the parent has fourteen (14) calendar days in which to appeal to the CDDEESD. If the parent(s) do(es) not submit an appeal request September 13, 2016 Contra Costa County Board of Supervisors 1324 to the CDD EESD within fourteen (14) calendar days, the parents’ appeal process will be deemed abandoned and the Site Supervisor may implement the intended action. The parent(s) will specify in the appeal request the reason(s) why he/she believes the Site Supervisor’s 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 CDD EESD may request copies of the basic data file and other relevant materials from CSB. The CDD EESD may also conduct any investigations, interviews or mediation necessary to resolve the appeal. The decision of the CDD EESD will be mailed or delivered to the parent(s) and the Site Supervisor within thirty (30) calendar days after receipt of the appeal request. W. CSB Compliance with CDD EESD Decision CSB will comply with the decision of the CDD EESD immediately upon receipt thereof. CSB will be reimbursed for childcare and development services delivered to the family during the appeal process. If the Site Supervisor’s determination that a family is ineligible is upheld by the State, services to the family will cease upon receipt by the Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1325 • 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. • Site Supervisor 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 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 • Site Supervisor 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. • Site Supervisor ensures that each class is fully enrolled morning and afternoon through enrollment and certified hours of care. • Site Supervisor determines if part-day services are available during the preschool portion of the day (8:30 – 12:00). • If available, the Site Supervisor and family determine if part-day services are desirable and appropriate. • If desired by the family and appropriate, Site Supervisor completes approval form CSB607 (See CSB Forms). • If part-day services are unavailable, not desired by the family or inappropriate, Site Supervisor terminates the child and closes the file. September 13, 2016 Contra Costa County Board of Supervisors 1326 • AD approves or denies CSB607 request, maintains original for her records and returns a copy to the site. • If approved, Site Supervisor 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. 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 Site Supervisor 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) • Site Supervisor 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. • Site Supervisor ensures that each class is fully enrolled morning and afternoon through enrollment and hours of care. • Site Supervisor determines if TB services are available. • If available, Site Supervisor and family determine if TB services are desirable and appropriate. • If desired by the family and appropriate, Site Supervisor 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, Site Supervisor 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. • Site Supervisor 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. Thenote 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. September 13, 2016 Contra Costa County Board of Supervisors 1327 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 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. 2. Unexcused Absences Site Supervisor or center staff must contact the child’s parents each day a child is absent to determine the cause of the absence and to clarify the attendance policy. After two days of unexcused absences from the center, the parent is contacted inquiring about the absences and clarifying the attendance policy. September 13, 2016 Contra Costa County Board of Supervisors 1328 After four consecutive unexcused absences, a conference with parents is called. Parents are informed that failure to attend the conference may result in their child being terminated from the program and 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. DD. Attendance Accounting 1. General Description Accounting for attendance is completed daily by the classroom teacher by ensuring parents sign their child into CLOUDS upon arrival. Attendance reasons are entered into CLOUDS 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 and develop a corrective action plan that they submit to the Assistant Director and the ERSEA Manager. 2. Procedure 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: 1. Staff will “sign” child into CLOUDS without a signature to place the child in the classroom and part of the ratio. 2. 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. 3. 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: 1. Staff will “sign” child out in CLOUDS without a signature to take the child out of the classroom and out of the ratio. 2. 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. September 13, 2016 Contra Costa County Board of Supervisors 1329 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: 1. 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. 2. 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. 3. 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: 1. Go to Reports 2. Select the month 3. Select the child 4. Click on the Attendance button 5. Enter Attendance data • CLOUDS: 1. Go to Attendance Folder 2. Select Manual Attendance 3. Click on the “A” box for that child 4. Enter the Attendance data Teachers must enter absence reasons by Friday of each week via the Wall Pad system. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1330 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. Partner Sites 1. Collect attendance sheets 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. a. The actual sign-in and out times and digital signatures are not necessary; the defaulted contract hours will suffice. However, all other attendance records need to be verified (i.e. excused, un-excused and BID…etc.). 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: 1. Using the CLOUDS 9400 Monthly Enrollment report, Site Supervisors 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. 2. After all discrepancies have been corrected, the Site Supervisor 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 supervisors digital signature on the 9400 sheet thus completing the process. 3. All 9400 sheets must be completely verified by the 5th work day of the month on CLOUDS. 4. Assistant Directors/Cluster Clerks confirms that all CD 9400 sheets have been verified on CLOUDS via the 9400 Monthly Enrollment report by the 6th work day of the month. Only the hard copy sign-in/out sheets (CSB682) must also be submitted to the Assistant Director for their review. It is not necessary print out the 9400 sheets and electronic attendance sheets from CLOUDS as that data is already in CLOUDS. When all 9400 sheets have been verified in CLOUDS via the 9400 Monthly Enrollment report (requires a visual inspection from AD), the cluster clerk can send the hard copy sign-in/out sheets (CSB682) to Business Systems. 5. 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 will be notified of necessary corrections. Corrections must be done as soon as possible. 6. Business Systems staff will notify Fiscal when CD 9400s have been checked and completed by the 10th work day of each month. September 13, 2016 Contra Costa County Board of Supervisors 1331 7. When the Fiscal Department is notified by the Business Systems Unit that all 9400s have been verified, Fiscal staff will generate the electronic CDFS 9500 and CDFS 8501s to review. Once 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). 8. The Business Systems Administrative Services Assistant will generates the CD 801A report in CLOUDS and submits it electronically to the State CDMIS website by the 20th of every month for the preceding month. Partner Sites 1. Using the CLOUDS 9400 Monthly Enrollment report, Partner staff will check each child’s funding, day length, adjustment factors and attendance records for accuracy. The partner staff will compare each child’s 9400 record with their electronic attendance record (CLOUDS>Track Forms>Attendance) & hard copy sign-in/out sheets. Any discrepancies are corrected in CLOUDS with the available tools (Attendance Analysis module). 2. After all discrepancies have been corrected, the 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 partner staff can now complete the sheet by clicking on the final “Verify” button which will record the site supervisors digital signature on the 9400 sheet thus completing the process. 3. All 9400 sheets must be completely verified by the 5th work day of the month. 4. Partner staff will forward all the hard copy sign-in/out sheets to CSB’s partner unit. It is not necessary print out the 9400 sheets and electronic attendance sheets from CLOUDS as that data is already in CLOUDS. 5. Partner ASA III will confirm that all CD 9400 sheets have been verified in CLOUDS via the 9400 Monthly Enrollment report. When all 9400 sheets have been verified, all hard copy sign-in/out sheets are then forwarded to Business Systems by the 6th work day. 6. 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 partner ASA III will be notified of necessary corrections. Corrections must be done as soon as possible. 1. General Description Accounting for attendance is completed daily by the classroom teacher. Attendance is entered into CLOUDS weekly, 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 analyst and will utilize the CLOUDS absence reports to analyze the reasons and develop a corrective action plan that they submit to the Assistant Director and the ERSEA Analyst. 2. Procedure Parents or their designee must sign children in and out of the centers daily and note the time of drop off and pick up. 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 Formatted: Left, Space After: 10 pt, Line spacing: Multiple 1.15 li Formatted: Underline Formatted: Left, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Tab after: 0.5" + Indent at: 0.5", Don't adjust space between Latin and Asian text, Don't adjust space between Asian text and numbers, Tab stops: 0.81", Left + 1.06", Left Formatted: Font: (Default) Calibri September 13, 2016 Contra Costa County Board of Supervisors 1332 accordance with the excused and unexcused absence policies included herein. When absences are excused, the ”A” is enclosed in a circle. At the end of the month, the teacher reviews each attendance record and totals the days of attendance, excused and unexcused absences, and signs and dates the sheet before sending it to the Site Supervisor. Parents are required to give the reason for a child’s absence when the child returns to school and to sign the comment to authenticate it. On occasions where the child has not returned to school, the Site Supervisor fills in and signs the reason for absence after contacting the parent. Attendance records are reviewed by the Site Supervisor and coded by program type and special need of the child where applicable. Attendance sheets are alphabetized and collated according to special categories. The Site Supervisor in programs funded by the State produces computerized reports for the various programs at the center. The report is entitled the CD 9400. • The Site Supervisor completes and signs each page of the CD 9400s signifying that the entries match the children’s attendance sheets. • The Site Supervisor forwards the signed CD 9400s and attendance sheets to the Assistant Director for review. • The Assistant Director reviews and signs off on the CD 9400s then submits the CD 9400s with attached attendance sheets to the Enrollment/Attendance Cluster Clerk by the 4th work day of each month for the preceding month. • The Enrollment/Attendance Cluster Clerk reviews and signs off on the CD 9400s then submits the finalized CD 9400s to the Administration Office (Business Systems Clerk) by the 6th work day of each month. • The Business Systems Clerk collects all the CD 9400s then reviews, signs and submits the CDFS 9500s and the CDFS8501 to the Fiscal Department by the 10th working day of each month. • The Business Systems Assistant Manager prepares the CD 801A report and submits it electronically to the State CDMIS website by the 20th of every month for the preceding month. • The Fiscal Department reviews the submitted CDFS 9500s and the CDFS 8501 then submits finalized report to the California Department of Education by the 20th of the month for each quarter. 3. 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 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: •• Death of a family member. •• Immediate need for medical health treatment of anyone in the family unit. •• 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 Formatted September 13, 2016 Contra Costa County Board of Supervisors 1333 child to the site (i.e., theft, fire, flood, arrest and/or incarceration of a parent, or any other similar situations) •• If regular means of transportation to school is disrupted, and no alternative, i.e. public transportation is available. •• 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. • 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 September 13, 2016 Contra Costa County Board of Supervisors 1334 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. 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. i. 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. ii. If family’s certified need is 130 hours or more, the family will be assessed full-time fee. iii. If the family’s certified need is less than 130 hours, the family will be assessed part-time fee. iv. Upon initial enrollment or final enrollment month, a family may be charged cost of care fee (SRR of $36.10 multiplied by days of enrolment) if this is less than part-time fee. v. The family fee will be assessed: a) At initial enrolment. 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. b) 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. vi. 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. vii. 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. viii. If a child drops at one center and enrolls in another before the NOA period, both centers must communicate throughout the transition to determine 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1335 • Families receiving services because the child is at risk of abuse, neglect, or exploitation, may 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. iii. 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 Fiscal Unit 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. • Total number of school days in the billing month • Daily 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 • 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. September 13, 2016 Contra Costa County Board of Supervisors 1336 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. 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 by the first of the following month. Child care fees 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 MyCSD 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 and the center’s Assistant Director or Partner Agency Director. • 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 shall make reasonable attempts to collect unpaid fees from terminated families through letters and phone calls. • Attempts shall be documented and copies of letters shall be maintained in the family’s file September 13, 2016 Contra Costa County Board of Supervisors 1337 • If unpaid fees are collected, staff shall send the collected fees, the pre-numbered receipt and a copy of the termination NOA to CSB Fiscal. • If unpaid fees have not successfully been collected after making several attempts to do so staff shall send to CSB Fiscal copies of the termination NOA and letters and case notes regarding attempts to collect. • All attempts to collect unpaid fees must be made within 45 days of termination. • Documentation of attempts and the termination NOA are due to CSB Fiscal not more than 45 days after 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 Fiscal Unit. • Fiscal staff shall check copies of Receipts to make sure that total amount agrees to Deposit Slip and Bank Receipt amounts. • 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. • Fiscal staff shall code the collected family fees accordingly and input the data in the county’s Electronic Deposit Permit system. • 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 Fiscal Unit 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 Fiscal Unit when a new S-receipt booklet is needed. • The original, duplicate and triplicate copies shall be sent to the Fiscal Unit 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 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 Unit. The Fees Rendered Form can be printed from MyCSD under 0600 September 13, 2016 Contra Costa County Board of Supervisors 1338 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 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 places. September 13, 2016 Contra Costa County Board of Supervisors 1339 II. Staffing Requirements A. Program Director Community Services Bureau operates at two (2) or more sites; therefore CSB will employ Program Directors that have administrative and programmatic responsibility for the program. The Program Directors will meet the California Department of Education requirements. The California Child Development DivisionEarly Education and Support Division (CDDEESD) may waive the qualifications for program Director upon a finding of one of the following: • The applicant is making satisfactory progress toward securing a permit issued by the Commission on Teacher Credentialing authorizing supervision of a childcare and development program operating in two (2) or more sites or fulfilling the qualifications for program Directors in severely handicapped programs. • The place of employment is so remote from institutions offering the necessary course work as to make continuing education impracticable, and the contracting agency Director has made a diligent search but has been unable to hire a more qualified applicant. • Any other reason established by the rules of the Superintendent of Public Instruction. B. Site Supervisor At each site, there will be a person designated as the Site Supervisor who has operational program responsibility for the program. A Site Supervisor will meet the requirements establish by the California Title V Regulations and the California Commission on Teacher Credentialing. The CDD EESD will grant a waiver of this requirement upon the program’s demonstration of the existence of compelling need. Factors the CDD EESD will consider in determining compelling need are as follows: (1) evidence that the program’s recruitment efforts have been successful in obtaining qualified applicants; (2) evidence of the program’s inability to offer competitive salaries; and/or (3) evidence of potential or current staff’s lack of reasonable access to training resources which offer required course work. C. Teacher Master Teachers, Teachers and Associate Teachers will meet California Title V Regulations as listed on the California Teacher Credentialing Permit Matrix and the Early Head Start and Head Start degree requirements as specified by the Head Start Act of 2007. D. Applicability of Staffing Requirements CSB is not subject to regulations under CCR, Title V, and the laws upon which those regulations are enforced if subsidized children comprise less than a majority of the enrollment at a given center. If there are no facilities in the area to meet the special needs of particular children, then the CDD EESD may, upon request, waive its regulations in the area for staffing and ratios for programs in which subsidized children comprise a majority of the enrollment. E. Staffing Ratios for Site Supervisors or Teachers CSB Site Supervisors shall maintain at least the following minimum ratios in all centers: • Infants (birth to 18 months old) – 1:3 Adult to Children; 1:18 Teacher to Children (with no more than eight infants in a group) • Toddlers (18 months to 36 months old) – 1:4 Adults to Children; 1:16 Teachers to Children (with no more than eight toddlers in a group) September 13, 2016 Contra Costa County Board of Supervisors 1340 • Preschool (36 months to kindergarten enrollment) – 1:8 Adults to Children; 1:24 Teacher to Children Compliance with these ratios shall be determined based on actual attendance. Whenever groups of children of two age categories are co-mingled and the younger age group exceeds 50% of the number of children present, the ratios for the entire group must meet the ratios required for the younger age group. If the younger age group does not exceed 50% of the total number of the children present, the teacher-child and adult-child ratios shall be computed separately from each group. Except as otherwise provided in Title 22 California Code of Regulations, Community Care Licensing Standards, the program may exceed teacher-child and adult-child ratios by 15% for a period of time not to exceed 120 minutes in any one day. F. 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. Additionally, when a health procedure must only be by a licensed / certified health professional, the agency will ensure that this requirement is met. • A nutrition services content area expert who is a registered dietician 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 parent, family and community engagement content 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. September 13, 2016 Contra Costa County Board of Supervisors 1341 III. 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 the 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”. 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. September 13, 2016 Contra Costa County Board of Supervisors 1342 ii. Children’s 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 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 to lock the building and arm the alarm (if applicable). Information on how to contact the alarm company and who to contact for after hour emergencies is posted at 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. If there are problems with arming or disarming the system, staff 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 submits 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 local fire authority 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 an alarm sounds staff evacuates the building to the designated evacuation area and wait for emergency personnel. September 13, 2016 Contra Costa County Board of Supervisors 1343 iv. Exterior door alarms Exterior door alarms are located at the top of the door and are to remain active in the “On” position at all times. Alarms can be over-ridden by use of a key to turn the alarm to the “Off” position to open the door for transition 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 by the alarm not sounding when a door is opened when 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 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 Community Services Bureau buildings will be furnished by Business Systems per request of Site Supervisor or employee’s supervisor. At time of issuance of keys, the employee will be requested to sign in copy of the Portable Media/Access Policy and key sign out sheet. September 13, 2016 Contra Costa County Board of Supervisors 1344 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 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 General Services. The facilities unit will work with General Services to make any necessary repairs within 24 hours of the reported problem. 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 retains footage for only a few days to a week. 3. Acquiring Space The Policy Council must be consulted on the location of space acquired for the program’s use. Space acquired must meet all applicable local ordinances for both classroom and office use. Additionally, all space acquired for classroom use must meet all 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. Also, the Business Systems Manager or Division Manager must approve/sign all 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 for 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. September 13, 2016 Contra Costa County Board of Supervisors 1345 • 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 • 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 monthly health and safety checklist. • Instruct co-workers in emergency procedures. • Assume control 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 first aid and emergency kits. • Know first aid and CPR. September 13, 2016 Contra Costa County Board of Supervisors 1346 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 posed on the CSB intranet and in the Shared Drive (x:\CLOUDS) that detail how to use the system. In addition, training is provided in an ongoing fashion via user groups. New staff are assigned a mentor user to orient them to the system. 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 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. These are: • 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 on- line. • 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 on-line 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. September 13, 2016 Contra Costa County Board of Supervisors 1347 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. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1348 • 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 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 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 include 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 and 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. September 13, 2016 Contra Costa County Board of Supervisors 1349 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 • 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1350 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 General Services 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, tablets, laptops and wireless modems (collectively referred to as portable communication devices) are utilized by CSB to allow management personnel to stay in 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. This includes: • 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). September 13, 2016 Contra Costa County Board of Supervisors 1351 • 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. 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 Drivers license. • Authorized drivers are to immediately notify their supervisor of any change in the status of their California Drivers 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. • Car pooling 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 devises are not to be used while operating a vehicle. • 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. • 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 Waterbird Fleet station except in after-hour emergencies. September 13, 2016 Contra Costa County Board of Supervisors 1352 • 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 occurred. All accidents MUST be reported and the proper paperwork 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 8 years, 80 pounds. Vehicle restraint systems should be secured in the back seats only. Infants shall ride facing the back of the car until they have reached one year of age or weigh over 20 pounds. 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 over 8 years, 80 pounds. The seat belt only fits properly when the lap belt lies low and tight across the child’s hips (not the abdomen) and the shoulder belt lies flat across the shoulder, 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 vehicle is the only place for a child to ride. • Staff should use the diagram of seating plan when placing children in vehicle. • Lap-belt only positions can only use the 5-point harness car seats. • Shoulder and lap belt position close to sliding door should be last position to seat child. • The car seat and seat belts should be checked before each use to make sure they are in 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 passengers. • No loose items should be on floor. The following are child passenger safety basics for each type of car seat: • Rear-Facing o Must ride rear facing until at-least 1 year AND at-least 20 pounds o Do not bundle or swaddle; no heavy clothing o Harnesses at or BELOW shoulder level o Harnesses snug and flat across infant September 13, 2016 Contra Costa County Board of Supervisors 1353 o Retainer clip at armpit level o Must ride at 45  angle of recline o Seat secured tightly to vehicle with less than 1 inch of movement side-to-side and forward • Forward-Facing o Toddlers over 1 year and 20 pounds but generally weighing less than 40 pounds ride either in 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. Transportation services are offered for the following: • To / from socialization activities • To / from Policy Council Meetings • To / from field trip locations September 13, 2016 Contra Costa County Board of Supervisors 1354 •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. . September 13, 2016 Contra Costa County Board of Supervisors 1355 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 5-ALTERNATIVE PAYMENT PROGRAM 2016-185 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/15 Formatted: Font color: Red Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1356 PART I PROGRAM OVERVIEW A How to Qualify for Services 3 B How Families are Selected for the Programs 4 C Enrollment Process 4 D Eligibility and Need 6 E Share of Cost 12 F Maintaining Enrollment 13 PART II ALTERNATIVE PAYMENT PROGRAM PARENT POLICIES AND PROCEDURES A Reimbursement Policy 16 B Limited Term Service Leave (LTSL) 21 C Confidentiality 21 D Release of Information 22 E Fraud Policy 22 F Grievance Policy 22 G Uniform Complaint Policy 23 H Sexual Harassment 23 I Zero Tolerance 23 J Termination Policies 23 K Notice of Action and Appeal Process 24 PART III PROVIDER PARTICIPATION A General Requirements - Parental Choice 25 B Oliver’s Law 29 C Rate Sheets 29 D Child Care Agreement 29 E References to Written Information 29 F Limitations on Child Care Reimbursement 29 G Multiple/Alternate Providers 30 H Participant’s rights to Change Providers & Rights to Terminate Services 31 I Provider’s Rights to Terminate Services 31 J CSB’s Rights to Terminate a Provider 31 PART IV STAFF ROLES AND RESPOSIBILITIES A Stage II/CAPP Unit Clerks 32 B Stage II/CAPP Unit Child Care Assistant Managers (CCAM) 32 C Stage II/CAPP Unit Manager – (CSM) 33 D Stage II/CAPP Fiscal Support (Accountant III) 33 E Stage II/CAPP Program Manager (ASA III) 34 September 13, 2016 Contra Costa County Board of Supervisors 1357 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 • 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 September 13, 2016 Contra Costa County Board of Supervisors 1358 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): 1. 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. 2. 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.) 3. 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. 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. Applications for the CalWORKs Stage 2 & CAPP Child Care Program will be mailed to the participant applying for services. They will be scheduled for an appointment to review all documents being September 13, 2016 Contra Costa County Board of Supervisors 1359 submitted. Participant must provide all requested information and documentation to determine initial and ongoing eligibility within the timeframe given. At the time of appointment, participants will be required to bring documentation that may include, but is not limited to, the following: • Birth records for all children counted in the family size • One month current/consecutive paycheck stubs • Any other income received such as Cash Aid, Unemployment, Disability, etc. • Verification of need for child care such as employment, vocational training, or parental incapacity • Immunization records for non-school age children (if chosen provider is non-licensed) • 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 • 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:  The effective date of the Child Care Agreement  The end date of the Child Care Agreement  Name of the Participant  Name of the Child  Monthly Family Fee if applicable (See Family Fee section for more information)  Authorized Days  Authorized Hours  Payment Rate  Maximum Payment Amount CSB can reimburse  Co-payment if applicable (See Co-Payment section for more information)  Authorized Child Care Provider  Type of Child Care Provider  Registration Fee if applicable (Licensed Providers only) September 13, 2016 Contra Costa County Board of Supervisors 1360 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. a. 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: The Child Care Assistant Managers will calculate the total gross monthly income of the family based on, but not limited to, the following:  Gross wages or salaries, advances, commissions, overtime, tips, bonuses, gambling or lottery winnings  Wages for migrant, agricultural, or seasonal work  Public cash assistance (TANF/Cash Aid)  Gross income from self-employment less business expenses with the exception of wage draws  Portion of student grants or scholarships not identified for educational purposes as tuition, books, or supplies  Disability or unemployment compensation Family Size 1 or 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 September 13, 2016 Contra Costa County Board of Supervisors 1361  Workers compensation  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  Foster care grants, payments or clothing allowance for children placed through child welfare services  Financial assistance received for the care of a child living with an adult who is not the child’s biological or adoptive parent b. 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. c. 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 d. 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 e. 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 September 13, 2016 Contra Costa County Board of Supervisors 1362 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  Court ordered child custody agreements  Adoption records  Foster care placement records  School or medical records  County welfare department records  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 the presence or absence of that parent shall be documented by providing any one of the following documents:  Records of marriage, divorce, or legal separation  Court ordered child custody documents  Evidence of child support  Rental receipts or agreements, contracts, utility bills or other documents for the residence of the family indicating that the parent is the responsible party  Any other documentation to verify the presence or absence of a parent of a child listed in the family Please Note: Documentation of absent parent is requested for all children included in family size, whether needing subsidized child care or not. 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 absence of that parent from the family. Within six (6) months of applying, or reporting the change in family size, the remaining applicant must provide one of the previously listed documents to support the absence of the parent from the family. 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. 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: September 13, 2016 Contra Costa County Board of Supervisors 1363 a. 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 b. 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 c. 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) • The probable duration of the incapacitation • The name, business address, telephone number, professional license number and signature of the legally qualified health professional. d. 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. September 13, 2016 Contra Costa County Board of Supervisors 1364  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 Copy of their business license if available, or workspace rental agreement o List of clients with contact information if available 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). e. 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. September 13, 2016 Contra Costa County Board of Supervisors 1365 f. 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. g. 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 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. h. Seeking Permanent Housing – Families receiving services through the CAPP program 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 September 13, 2016 Contra Costa County Board of Supervisors 1366 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. If participant is simultaneously receiving services based on employment or vocational training while receiving services for seeking permanent housing, 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. 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 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. The participant and provider may work out a payment schedule. 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 provider may choose to waive or collect a lesser amount of family September 13, 2016 Contra Costa County Board of Supervisors 1367 fees; however, provider must state it on the back of the attendance sheet. 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. Fees are delinquent seven (7) calendar days after the agreed upon due date from the participant and provider. Child care services will be terminated unless participant pays their family fees before their termination date or if a reasonable repayment plan has been created by the participant and provider. The participant must comply with the repayment plan in order for child care to be continued. The following exceptions apply in paying family fees:  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.  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)  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. 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: September 13, 2016 Contra Costa County Board of Supervisors 1368 • 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. • 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. • 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. • 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. 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. You MUST CALL your 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 September 13, 2016 Contra Costa County Board of Supervisors 1369 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: • 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. • 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 be agreed upon by the participant and provider, and payment will be acknowledged on the monthly attendance sheets. Fees are delinquent seven (7) calendar days after the agreed upon due date from participant and provider. 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) 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) days of the termination notice, child care services will be rescinded. 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. September 13, 2016 Contra Costa County Board of Supervisors 1370 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 attendance sheets will be accepted (one attendance sheet per child and provider). You may request additional attendance sheets by calling the main office or your 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. Do not round off the time, the actual time must be recorded.  For school age child(ren) only or split schedule: The provider 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  Should you make a mistake on the attendance sheet, simply cross out the error, initial it and write in the correct information. Please do not use correction tape, or transfer information to a new sheet. The original attendance sheet must be submitted for reimbursement. Complete and accurate attendance sheets are due by 5pm on the fifth (5th) 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. September 13, 2016 Contra Costa County Board of Supervisors 1371 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1372 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 you. When the participant’s utilization of the certified child care agreement falls below the 80% or over 120% threshold, the following shall occur:  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.  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 Manager contacting the participant. On a case by case, Child Care Assistant Manager may contact the participant if child has excessive absences. 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 September 13, 2016 Contra Costa County Board of Supervisors 1373 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. 1. 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: a) Illness: o Child Illness o Parent Illness o Quarantine of child or parent o Dental, doctor, or therapy appointment (for child or parent) b) 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. c) Parental Jury Duty: o Parent must provide legal documentation d) 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. e) 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. September 13, 2016 Contra Costa County Board of Supervisors 1374 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 2 weeks 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. 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 will not be reimbursed and will 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, no exceptions. (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. September 13, 2016 Contra Costa County Board of Supervisors 1375 • 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 • Participant or child were not approved at the time child care services were provided A Provider Reimbursement Notice (PRN) will be issued to the participant and a copy to provider regarding a non-reimbursement for the above reasons. 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1376 by CSB. Participant may only review the forms or other documentation/information that they have provided CSB and are in their own case file. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1377 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1378  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  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. September 13, 2016 Contra Costa County Board of Supervisors 1379 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. 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1380  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 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 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: a. License Exempt Providers Exempt from Trustline Who are 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. September 13, 2016 Contra Costa County Board of Supervisors 1381 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. b. License Exempt Providers not exempt from Trustline License exempt providers not exempt from Trustline, must go through the Trustline 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. c. 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 September 13, 2016 Contra Costa County Board of Supervisors 1382 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  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 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 five (5) 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. September 13, 2016 Contra Costa County Board of Supervisors 1383 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) 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) days after receipt of notice. CSB will only accept one (1) rate change from providers per fiscal year (July 1st – June 30th). 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 this Participation Handbook Policies and Procedures. 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, 2015, California Department of Education required all agencies to implement ceilings at the 85th percentile of the 2009 Regional Market Rate Survey reduced by 10.11. Licensed exempt child care is reimbursed up to 60% 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. September 13, 2016 Contra Costa County Board of Supervisors 1384 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 page 12). 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 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 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1385 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. H. Participant’s Rights to Change Providers & Rights 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) September 13, 2016 Contra Costa County Board of Supervisors 1386 IV. Staff Roles and Responsibilities A. Stage II/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 • 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 II/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 mail on “Mail Log Sheet” o Forward mail to appropriate staff member • Scanning Process/Document Record Keeping o Scan and Index all documents into Northwoods Compass database • Stage I Transfers o Prepare and send Welcome Packets o Prepare Family Files o Coordinate with Unit Manager on case assignments • Family Recertification’s o Prepare and mail recertification packets • Suite Support o Monitor office supplies o Monitor Postage Meter o Monitor office equipment B. Stage II/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 • Review and release payments to providers in CalWIN September 13, 2016 Contra Costa County Board of Supervisors 1387 • Monitoring/Audits/Reviews o Monthly 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 II/CAPP Unit Manager – (CSM) • Reports o Monthly Report to Program Director o Monthly liaison to fiscal o Fiscal Audits/State Reviews as scheduled • Personnel o Supervise CAT 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 • 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 I Transfer Process o Monitor incoming Stage I 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 II/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 September 13, 2016 Contra Costa County Board of Supervisors 1388 E. Stage II/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 I/WFS, Child Care Council and CalWIN •State Audit/APMU/Independent Audit •Review MOE Payments •Agency’s CWDA Child Care Representative September 13, 2016 Contra Costa County Board of Supervisors 1389 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 6-LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM 20156-18 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/15 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red Formatted: Font color: Red, Strikethrough September 13, 2016 Contra Costa County Board of Supervisors 1390 PART I INTRODUCTION A Program Overview 3 B Types of Assistance Available 3 C Service Center Locations 3 PART II LIHEAP ELIGIBILITY GUIDELINES A General Guidelines 4 B Credit Balances 4 C High Balances 4 D LIHEAP Questions to determine Eligibility 4 PART III WEATHERIZATION REFERRALS A General Description 5 B Weatherization for Rental Units 5 C Weatherization for Home Owners 5 PART IV RECEIVEING AND PROCESSING APPLICATIONS A Procedures for starting a client file 6 B Application and Documentation Review 6 PART V LIHEAP/FAST TRACK COMPLAINT PROCEDURE 8 PART VI APPEAL PROCEDURE A General Description 8 B Appeal Procedure 8 PART VII LIHEAP AND DOE DEFERRALS A Purpose 9 B Scope 9 C Description 9 September 13, 2016 Contra Costa County Board of Supervisors 1391 I. Introduction A. Program Overview The Low-Income Home Energy Assistance Program (LIHEAP) is a federally-funded program that assists low-income households with their heating and cooling needs, while helping protect the health and safety of the household. B. Types of Assistance Available • Bill Payment Assistance LIHEAP may pay a portion of your energy bill in the form of a dual or single party warrant or a direct payment to a utility company. The amount of assistance is based on household income, household size, energy cost, and funding availability. • Energy Crisis Assistance LIHEAP funds are available to low-income households that are in a crisis situation; such as receiving a 48-hour disconnect notice, or service is terminated by a utility company. • Weatherization Assistance 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. C. Service Center Locations • LIHEAP Assistance 1470 Civic Ct. Ste 200 Concord, CA 94520 Phone: 925 681-6380 Fax: 925 229-6784 • Weatherization Assistance 30 Muir Rd. Martinez, CA 94553 Phone: 925-674-7214 September 13, 2016 Contra Costa County Board of Supervisors 1392 II. LIHEAP Eligibility Guidelines A. General Guidelines • Families with children 5 years or younger living in the household. • Families with elderly members (60 years or older) living in the household. • Families who have permanent and/or temporary disabled members in the household, and proof of disability. • Households who are new clients and have a high energy burden with very low to zero income. • Utility bill must be $300 or less in order to receive assistance. • Repeat clients with no vulnerable population will receive negative points and will be placed low on our priority list. • Active Military and Veterans. • Documents verifying legal status in the USA for applicant of the household. • Copy of documentation verifying current total gross income for ALL household members. • ID for person named on bill. B. Credit Balances: If credit balance on client’s account is more than double the monthly gas and electric charges; the client will have to re-apply when the credit balance has exhausted. C. High Balances: HEAP or Fast Track payment must bring clients to zero balance. If our HEAP payment doesn’t bring the balance to zero, the client must first make a co-payment to their utility company before our pledge can be made. Proof of payment must be verified by our staff to the utility company prior to pledge being made. D. LIHEAP Questions to determine Eligibility: • What City do you live in? (Contra Costa County residents only) • What is the total of your PG&E? • If utility bill is over $300, we will determine eligibility at their appointment and client will have to make a payment depending on eligibility to bring their total balance to zero. • Are there any children 5 years or younger? o If yes, birth certificates of children are required. • Is there anyone in the household 60 years or older? o If yes, verification of identification is required. • Is there anyone in the household disabled? o If yes, verification of disability can vary from State Disability, Social Security, Workers Comp., Paid Family Leave. • Have you been helped in the past (new client)? • If there an Active Military or Veteran in the household? • Whose name is on the PG&E bill? Is that person over the age of 18? If so, please bring I.D. of the person. • Current monthly utility bill (all pages) (blue strip) and a 48hr notice or shut off (if applicable), income of all household members over the age of 18 for the past 30 days and legal status for the applicant. LIHEAP does not Guarantee Assistance. September 13, 2016 Contra Costa County Board of Supervisors 1393 III. Weatherization Referrals A. General Description After the interview process is complete and the client is eligible for our assistance, we ask and offer weatherization for their homes. We ask if they are renting or owning. 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 home improvements are done at NO COST to landlords with eligible tenants, or eligible property owners. B. Weatherization for Rental Units If the client is renting they have to ask their landlord to fill out and sign the Energy Service Agreement for Rental Units and Post Weatherization Lead Forms. This is requesting permission to go in the home and do inspection for improvement. 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. C. Weatherization for Home Owners If the client owns the home and has been determined eligible for services the client can fill out and sign the Energy Service Agreement for Owner and Post Weatherization Lead forms. This is giving the program authorization to inspect and improve their home to be more energy efficient. 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. Include these forms with the LIHEAP Intake Application, Statement of Citizenship, current monthly utility bill, current monthly income, legal status, Energy Service Agreement and Post Weatherization Lead Forms. After the forms are filled and signed include them with the LIHEAP application and fax them to the Weatherization office at (925) 646-9339. As soon as the Weatherization Program receives the fax they will contact the applicant for an appointment and start with improvements in their home. This will ensure their home to be more energy efficient and same money on their utility bill. September 13, 2016 Contra Costa County Board of Supervisors 1394 IV. Receiving and Processing Applications A. Procedures for starting a client file: • All documents are date stamped (date received) • Have client fill out application (assist if needed) • Ensure that client has brought all required documentation • Ensure that the application is signed and dated • Ensure that the citizenship form is filled out, signed and dated B. Application and Documentation Review 1. Check to see if all 5 documents below are included in file folder and date stamped: • A Complete and signed Energy Intake Form (CSD 43). • A Complete and signed Statement of Citizenship or Non-Citizen Status for Public Benefits Form (CSD 600). • Total Gross Monthly Income for all household members 18 years or older within the last six (6) weeks. • All pages of monthly utility bill (48hr notice also included if an emergency) within the last six (6) weeks. • A copy of documentation verifying legal status in the USA from the applicant and for any children ages 0-5. 2. Intake Application: • Has date stamp on entire paperwork. • Application is signed and filled out completely. • Social Security matches on the intake form and update on the Serv Traq N-1 database. 3. Statement of Citizenship Form: • Has name of applicant, place of birth and signature on form. 4. Current Income: • Show current gross monthly income within six (6) weeks from the date stamped for everyone in the household 18 years and older. • Income can include SSI, SSA, TANF (cash aid), unemployment, state disability, retirement, pension, and check stubs. 5. A complete Monthly Utility Bill: • Show all pages of current monthly utility bill from the date stamped (must be within the last six (6) weeks). • Also include a 48hr notice or shut off notice if an emergency. • The name, account number from page one and utility bill address from page 3 match the utility information on the application. September 13, 2016 Contra Costa County Board of Supervisors 1395 6. Proof of Legal Status: • Citizenship Status (if born in the USA) o A copy of applicant’s birth certificate and children under 5 years or o A copy of child’s birth certificate ONLY if it states applicant’s name and where applicant was born or o A copy of applicant’s marriage license ONLY if it states applicant’s name and where applicant was born or o A letter from Social Security stating where the applicant was born in the USA (not date of birth) or o A copy of your passport or o Military Form DD 214, if it states applicant’s place of birth • Naturalization Status o A copy of applicant’s naturalization certificate or o A copy of applicants U.S. passport, showing applicant’s nationality as the United States of America (not valid if expired) • Alien Status o A copy of both sides of applicant’s green card (not valid if expired) or o A copy of any other document listed on the Statement of Citizenship Status Form (CSD 600) 7. Staff will complete the Assurance 16 Activities form with appropriate action taken. September 13, 2016 Contra Costa County Board of Supervisors 1396 V. LIHEAP/Fast Track Complaint Procedure Any complaints are to be handled immediately by the intake clerk who received the complaint. Complaints that cannot be resolved by the intake clerk in a reasonable amount of time are to be passed to the LIHEAP Senior Clerk. If the LIHEAP Senior Clerk is unable to resolve the complaint; it will be forwarded to the LIHEAP Assistant Manager. VI. Appeal Procedure A. 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 client, the best we can. We have several program programs for low income families and we make every effort to make sure that families are provided with these program services. If the client 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 client has been denied for assistance, the client has the right to appeal that decision. State Regulation 22 CCR 100805 defines situations as appealable: • If the application was not acted upon within 15 working days • Unsatisfactory performance • If client is denied for LIHEAP services B. Appeal Procedure 1. The client receives a letter denying LIHEAP services with the reason(s) why the application has been denied. If client disagrees with the denial, the client may complete and submit the LIHEAP APPEAL FORM that is mailed along with the denial letter. The client 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. 2. The LIHEAP APPEAL FORM will then be forwarded to a LIHEAP Intake Clerk where he/she will review the LIHEAP APPEAL FORM along with any additional proof submitted by the client to determine eligibility. After reviewing the information submitted, the Intake Clerk will either overturn the denial and process the application or agree with the denial. If the application was approved, the client is notified by letter within five (5) working days of the approval of the application. However, if denial stands, the Intake Clerk will forward the LIHEAP APPEAL FORM along with his/her notes of the review to the LIHEAP Assistant Manager. 3. The LIHEAP APPEAL FORM will then be forwarded to the LIHEAP Assistant Manager where he/she will review the information and either overrule the Intake Clerk’s decision or agree with the current September 13, 2016 Contra Costa County Board of Supervisors 1397 decision. Client is notified by letter within five (5) working days of the Assistant Manager’s decision after the review. 4. If client does not agree with the decision made by the LIHEAP Assistant Manager, the client may complete the 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 Assistant Manager’s decision or agree with the current decision. Then client is notified by letter within five (5) working days of the Program Manager’s decision after his/her review. At this point, if satisfaction is not reached, the client 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 VII. LIHEAP and DOE Deferrals A. 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. B. 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. C. 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 a client; • Threatening Violence September 13, 2016 Contra Costa County Board of Supervisors 1398 • 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 client is not cooperating, contact the manager to calm the situation. • If the client’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. • Client’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 a client. 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 clients to health and safety (H&S) risks. • Clients must be informed about identified problems and safety concerns, and the reason why weatherization services must be deferred. • 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: • Client 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 client’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. • Client 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 September 13, 2016 Contra Costa County Board of Supervisors 1399 harassment, destruction of property, threats to staff, etc., will be documented and will lead to termination from the program and future Deferral from services. September 13, 2016 Contra Costa County Board of Supervisors 1400 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 7-WRITTEN SERVICE PLAN 20156-18 Policy Council Approved: 02/18/15 05/18/16 Board of Supervisors Approved: 03/31/15 Formatted: Font color: Red, Strikethrough Formatted: Font color: Red, StrikethroughSeptember 13, 2016Contra Costa County Board of Supervisors1401 VII. WRITTEN SERVICE PLAN A. 1304.20 CHILD HEALTH AND DEVELOPMENT SERVICES Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and Development Services 1304.20 (a) Determining Child Health Status 1304.20(a)(1)(i) - 1304.20(a)(2) Section 2 Pg. 4 CSAM Child Health Status shall be determined for all children. Within 90 days of enrollment (b) Screening for Developmental Sensory and Behavioral Concerns 1304.20(b)(1) – 1304.20(b)(3) Section 2 Page 12 CSAM and Teachers All children will be screened. Within 45 days of enrollment (c) Extended Follow-up and Behavioral Treatment 1304.20(c)(1)&(2) – 1304.20(c)(5) Section 2 Page 15 CSAM / MH Interns All children benefit from extensive follow-up and treatment for all identified health needs. Upon identification & ongoing (d) Ongoing Care 1304.20(d) Section 2 Page 3 CSAM All children receive treatment at their medical home. Ongoing (e) Involving Parents 1304.20(e)(1) – 1304.20(e)(5) Section 2 Pages 15-28 CSAM, Teachers and Site Supervisors Parents are notified immediately when problems are suspected or identified and are familiarized with all services. Ongoing (f) Individualization of the Program 1304.20(f)(1) – 1304.20(f)(2)(iv) Section 2 Page 57 All Staff/CS Managers Services are individualized to meet the unique needs of each child & family. Ongoing September 13, 2016Contra Costa County Board of Supervisors1402 B. 1304.21 EDUCATION AND EARLY CHILDHOOD DEVELOPMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Education and Early Childhood Development 1304.21 (a) Child Development and Education Approach for All Children 1304.21(a)(1)(i) - 1304.21(a)(6) Section 2 Page 62 CSM – Education Approach to child development services is developmentally and linguistically appropriate and individualized to the child’s unique needs and attributes. Ongoing (b) Child Development and Education Approaches for Infants and Toddlers 1304.21(b)(1)(i) – 1304.21(b)(3)(ii) Section 2 Page 62 CSM – Infant/Toddler Education The research-based Creative Curriculum for Infants, Toddlers and Twos is implemented for infants and toddlers and focuses on relationships. In addition caregiving is provided with a focus on the Program for Infant and Toddler Care policies. Ongoing (c) Child Development and Education for Preschoolers 1304.21(c)(1) – 1304.21(2)(2) Section 2 Page 62 CSM – Pre-School Education The research based Creative Curriculum for Preschool is implemented in the program. This curriculum is developmentally and linguistically appropriate. Ongoing C. 1304.22 CHILD HEALTH AND SAFETY Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and safety 1304.22 (a) Health Emergency Procedures 1304.22(a) - 1304.22(a)(5) Section 2 Pages 92-95, 99, 104-105 Site Supervisors Health Emergency Procedures are implemented Daily (b) Conditions of Short-Term Exclusion and Admittance 1304.22(b)(1) – 1304.22(b)(3) Section 2 Pages 85-86, 90-93 Site Supervisors Health checks and Sick Policy is implemented. Daily (c) Medical Administration 1304.22(c) – Section 2 Designated Staff in Medication is stored and Daily September 13, 2016Contra Costa County Board of Supervisors1403 1304.22(c)(6) Pages 95-98 the classroom administered correctly with consent. (d) Injury Prevention 1304.22(d)(1)&(2) Section 2 Pages 99, 101- 102 All Staff/Health and Safety Officers Health and Safety checks result in injury prevention Daily and Monthly (e) Hygiene 1304.22(e)(1)&(2) – 1304.22(e)(7) Section 2 Page 87 All Staff Staff, children and parents practice hygiene according to program standards. Daily (f) First Aid Kits 1304.22(f)(1) – 1304.22(f)(2) Section 2 Page 106 Site Supervisors and CSM – Health Services First Aid Kits are stocked at all times and readily available. Daily D. 1304.23 CHILD NUTRITION Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and safety 1304.22 (a) Identification of Nutritional Needs 1304.23(a) - 1304.23(a)(4) Section 2 Page 78 CSAMs Children with nutritional risk are identified. Upon enrollment and within 45 days. (b) Nutritional Services 1304.23(b)(1) – 1304.23(b)(4) Section 2 Page 112 Registered Dietitian Staff, families and children benefit from nutritional services. Ongoing (c) Meal Services 1304.23(c) – 1304.23(c)(7) Section 2 Pages 66, 108- 112 Food Services Manager Children receive nutritious meals. Daily (d) Family Assistance With Nutrition 1304.23(d) Section 2 Pages 79-82 CSAMs Families receive nutrition education resources, and referrals to meet their needs. Ongoing (e) Food Safety and Sanitation 1304.23(e)(1) – 1304.23(e)(2) Section 2 Page 108 Food Services Manager All food is served in as safe and sanitary. Daily E. 1304.24 CHILD MENTAL HEALTH Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Mental Health 1304.24 (a) Mental Health Services 1304.24(a)(1)(i) - 1304.24(a)(3)(iv) Section 2 Pages 24-25, section 3 Page 9 All Staff Quality Mental Health Services are provided as appropriate Daily September 13, 2016Contra Costa County Board of Supervisors1404 F. 1304.40 FAMILY PARTNERSHIPS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Family Partnerships 1304.40 (a) Family Goal Setting 1304.40(a)(1) - 1304.40(a)(4)&(5) Section 3 Page 4 CSAMs Families are engaged in meaningful goal setting. Ongoing (b) Accessing Community Services and Resources 1304.40(b)(1) – 1304.40(b)(2) Section 3 Page 8 CSAMs/Home Educators Parents receive community services and resources appropriate to their needs and desires. Ongoing (c) Services to Pregnant Women Who Are Enrolled in Programs Serving Pregnant Women, Infants and Toddlers 1304.40(c)(1)(i),(ii)&(iii) – 1304.40(c)(3) Section 3 Page 10 CSM – Infant/Toddler Programs Pregnant women receive comprehensive services Ongoing (d) Parent Involvement – General 1304.40(d)(1) – 1304.40(d)(3) Section 3 Page 11 CSM – Parent, Family and Community Engagement Parents are engaged in all aspects of the program. Ongoing (e) Parent Involvement in Child Development and Education 1304.40(e)(1) – 1304.40(e)(5) Section 2 Pages 70-71 Section 3 Pages 11, 16 Teachers/Home Educators Parents are recognized as their child’s primary educator and involved in all aspects of education services. Ongoing (f) Parent Involvement in Health, Nutrition, and Mental Health Education 1304.40(f)(1) – 1304.40(f)(4)(i),(ii)&(iii) Section 3 Page 17 CSAMs/Home Educators Parents are engaged in health, nutrition, and Mental Health Education. Ongoing (g) Parent Involvement Community Advocacy 1304.40(g)(1)&(2) Section 3 Page 18 CSM – Parent, Family & Community Engagement Parents are involved in advocacy efforts in their community. Ongoing (h) Parent Involvement in Transition Activities 1304.40(h)(1)-(4) Section 2 Pages 58-60 Section 3 Page 18 Teachers/Home Educators Parents are engaged in transition activities. Ongoing (i) Parent Involvement in Home Visits 1304.40(i)(1)-(3) – 1304.40(i)(4)&(5) Section 2 Page 69-71 Section 3 Page 19 CSM – Home Based Services Parents are involved in all home visits and socializations. Ongoing September 13, 2016Contra Costa County Board of Supervisors1405 G. COMMUNITY PARTNERSHIPS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Community Partnerships 1304.41 (a) Partnerships 1304.41(a)(1) - 1304.41(a)(4) Section 3 Page 20 ASA III CSM – Parent, Family and Community Engagement CSB engages in multiple formal and informal community partnerships that enhance services to children and families. Ongoing (b) Advisory Committees 1304.41(b) Section 3 Page 21 CSM – Health and Registered Dietitian Health Services Advisory Committee and Nutrition Advisory Committee are active. Twice Annually (c) Transition Services 1304.41(c)(1) – 1304.41(c)(3) Section 3 Page 18 CSM – Education and Disabilities Transitions into and out of EHS and HS are seamless and coordinated. Ongoing H. 1304.50 PROGRAM DESIGN AND MANAGEMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Program Design and Management 1304.50 (a) Policy Council, Policy Committee, and Parent Committee Structure 1304.50(a)(1) - 1304.50(a)(5) Section 1 Pages 4-6 CSM – Policy Council A formal structure of program governance provides parents and other community representatives with the authority and opportunity to participate in shared decision- making concerning program design and implementation. Ongoing (b) Policy Council Composition and Formation 1304.50(b)(1) – (b)(7) Section 1 Pages 4-5 CSM – Policy Council Policy groups are formed based on approved bylaws. Ongoing (c) Policy Council Responsibilities-General 1304.50(c)&(d) Section 1 Pages 6-12 Head Start Director Policy Groups are charge with the responsibilities as noted in Appendix A. Ongoing (d) The Policy Council or Policy Committee 1304.50(c)(d) – 1304.50(d)(2)(v) Section 1 Pages 6-11 Head Start Director and Delegate Policy Council and the Local Policy Committee are engaged in policy Ongoing September 13, 2016Contra Costa County Board of Supervisors1406 Agency Director decisions regarding the nature and operation of the program. (e) Parent Committee 1304.50(e)(1),(2) &(3) Section 1 Pages 5-6 Site Supervisor Parent Committees are appropriately engaged and carry out their designated responsibilities. Ongoing (f) Policy Council, Policy Committee, and Parent Committee Reimbursement 1304.50(f) Section 1 Pages 73-74 CSM – Policy Council Reimbursements to parents are reasonable and provided timely for any travel, lodging, childcare and per diem expenses. As requested (g) Governing Body Responsibilities 1304.50(g)(1)&(2) Section 1 Pages 4, 6-12 Head Start Director Governing body is engaged in decision making as required. Ongoing (h) Internal Dispute Resolutions 1340.50(h) Section 1 Pages 12-13 Head Start Director Internal disputes are resolved in accordance with policy. As needed I. 1304.51 MANAGEMENT SYSTEMS AND PROCEDURES Description Perform Standards P&P Manual Responsibility Outcome Measure Date Management System and Procedures 1304.51 (a) Program Planning 1304.51(a)(1)(i)-(iii) - 1304.51(a)(2) Section 1 Pages 15-17 Directors & Assistant Directors The program has an established, dynamic, and cohesive management system that support continuous improvement and foster commitment to providing the highest level of services to children and families. Ongoing (b) Communication – General 1304.51(b) Section 1 Pages 17-25 Division Managers Systems are in place to ensure a smooth flow of two-way communication with staff, parents, governing bodies, and delegate agency. Ongoing (c) Communication with Families 1304.51(c)(1)&(2) Section 1 Pages 18-19 Site Supervisors Communication with families is clear, concise, respectful, confidential and timely. Ongoing (d) Communications with Governing Bodies and Policy Groups 1304.51(d) Section 1 Pages 19-20 Head Start Director Communications with Governing Bodies and Policy Groups is of high quality, informational, educational and responsive. Ongoing September 13, 2016Contra Costa County Board of Supervisors1407 (e) Communication Among Staff 1304.51(e) Section 1 Page 18 Assistant Directors/Senior Managers Quality outcomes for children and families are facilitated by various mechanisms for regular communication. Daily (f) Communication with Delegate Agencies 1304.51(f) Section 1 Pages 19-20, 25 Analyst for Partners Communication with the delegate is effective and timely. Ongoing (g) Record keeping Systems 1304.51(g) Section 1 Pages26-30 Business Systems Manager Multiple record keeping systems are in place which provides accurate and timely information. Ongoing (h) Reporting System 1304.51(h)(1) – 1304.51(h)(2) Section 1 Pages 18-26 Division Managers Efficient and effective reporting systems are in place. Ongoing (i) Program Self-Assessment Monitoring 1340.51(i)(1) – 1304.51(i)(3) Section 1 Pages 39-40 Analyst Self-Assessment is conducted to determine the program’s effectiveness. Annually J. 1304.52 HUMAN RESOURCES MANAGEMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Human Resources Management 1304.52 (a) Organizational Structure 1304.52(a)(1) - 1304.52(a)(2)(i)&(iii) Section 1 Page 41 Personnel Administrator The organizational structure outlines how staff & functions are set up to meet the program’s mission & goals. The structure also describes how Head Start fits into a larger agency. Ongoing (b) Staff Qualifications-General 1304.52(b)(1)&(2) – 1304.52(b)(4) Section 1 Pages 51-52 Personnel Administrator Staff and consultants have the knowledge, skills, and experience to perform. When hired (c) Early Head Start or Head Start Director Qualifications 1304.52(c) Section 4 Page 44 Personnel Administrator The Head Start Director has meets and exceeds the required qualifications. When hired (d) Qualifications of Content Area Experts 1304.52(d) – 1304.52(d)(8) Section 4 page 45 Personnel Administrator Content Area staff is qualified to fulfill their job responsibilities, including comprehensive services manager with disabilities expertise. When hired (e) Home Visitor Qualifications 1304.52(e) Section 1 Page 51-52 Personnel Administrator Home Visitors meet qualifications When hired (f) Infant and Toddler Staff Qualifications 1304.52(f) Section 1 Pages 51-52 Personnel Administrator Infant and Toddler Staff meet qualifications. When hired (g) Classroom Staffing and Home Visits 1304.52(g)(1) – Section 1 Personnel Staffing ratios and class sizes are Daily September 13, 2016Contra Costa County Board of Supervisors1408 1304.52(g)(5) Page 52 Administrator maintained and home visits and home educator caseloads meet regulations. (h) Standards of Conduct 1304.52(h)(1) – 1304.52(h)(2)&(3) Section 1 Page 54 Personnel Administrator All staff signs the Standards of Conduct Policy and adhere to standards. Upon hire and annually thereafter (i) Staff Performance Appraisals 1340.52(i) Section 1 Pages 60-62 Supervisors All staff receives their performance evaluation in a timely fashion. Annually, or more often as needed (j) Staff and Volunteer Health 1304.52(j)(1) – 1304.52(j)(3) Section 1 Pages 62-63 Personnel Analyst and Site Supervisors Staff and volunteers are in good health. Established within 7 days of hire or when volunteering regularly (k) Training and Development 1304.52(k)(1)-(3) – 1304.52(k)(4) Section 1 Pages 65-70 Personnel Analyst Training programs are required, & it is mandatory staff attend. Attendance is tracked. Ongoing per training calendar K. 1304.53 FACILITIES, MATERIALS AND EQUIPMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Facilities, Materials, and Equipment 1304.53 (a) Head Start Physical Environment and Facilities 1304.53(a)(1) - 1304.53(a)(10)(xvii) Section 4 Pages 46-49 Facilities Manager Facilities meet state and local licensing requirements, are hazard free and safe. Daily (b) Head Start Equipment, Toys, Materials, and Furniture 1304.53(b)(1) – 1304.53(b)(3) Section 4 Pages 53-55 Site Supervisor Equipment, toys, materials and furniture are age and developmentally appropriate, in good repair, and hazard free. Daily September 13, 2016Contra Costa County Board of Supervisors1409 L. 1305 ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE IN HEAD START Description Perform Standards P&P Manual Responsibility Outcome Measure Date Determining Community Strengths and Needs 1305.3 Section 1 Pages 15-17 Analyst – Grants A community assessment is conducted to determine strengths and needs. Every three years and updated annually Age of Children and Family Income Eligibility 1305.4 Section 4 Page 9 CSAMs Enrolled children meet age and income requirements. Ongoing Recruitment of Children 1305.5 Section4 Pages 9-10 CSMAnalyst – ERSEA Recruitment Plan is fully implemented. Ongoing Selection Process 1305.6 Section4 Pages 9-10 CSAM Children are selection according to approved selection criteria. Ongoing Enrollment and Re-enrollment 1305.7 Section4 Pages 12-13 Site Supervisor Children are enrolled when vacancies occur and re-enrolled in accordance with policy. Ongoing Attendance 1305.8 Section4 Pages 36-38 Site Supervisor Attendance is tracked, analyzed and corrective action plans are in place for centers below 85%. Daily tracking monthly reporting Policy on fees 1305.9 Section4 Pages 5, 39 Site Supervisor No fees are charged for Head Start and Early Head Start Services. Ongoing Compliance 1305.10 Section 1 31 Section4 Page 9 Analyst CSManager – ERSEA Agency is compliant with CFR 1305. Ongoing September 13, 2016Contra Costa County Board of Supervisors1410 M. 1306 HEAD START STAFFING REQUIREMENTS AND PROGRAM OPTIONS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Head Start Staffing Requirements and Program Options 1306 Subpart B – Head Start Program Staffing Requirements 1306.20-1306.23 Program Staffing Patterns 1306.20 Section 1 Pages 51-53 Section 4 Pages 44-45 Personnel Administrator Program staffing patterns meet/exceed standards. Daily Staff Qualification Requirements 1306.21 Section 4 Pages 44-45 Personnel Administrator Staff meets HS Act Requirements. Daily Volunteers 1306.22 Section 1 Pages 53, 62 CSM-Family & Community Partnership Parents are active volunteers in the program Daily Training 1306.23 Section 1 Pages 63-67 Personnel Analyst Staff is well trained. Ongoing per T/TA plan Subpart C – Head Start Program Options 1306.30-1306.36 Provisions of Comprehensive Child Development Services 1306.30 Section 2 Pages 61-76 Head Start Director All services meet local, State, and Federal regulations, involve parents, and involve community partners. Daily Choosing a Head Start Program Option 1306.31 Section 1 Page 15 Head Start Director Head Start options are chosen to meeting the needs of the community, family, and child. Ongoing Center-based Program Option 1306.32 Section 2 Page 61 Assistant Directors The center-based program is operated in accordance with the regulations. Daily Home-based Program Option 1306.33 Section 2 Pages 61, 70-71 Assistant Directors The home-based program is operated in accordance with the regulations. Daily Combination Program Option 1306.34 N/A N/A N/A N/A Additional Head Start Program Option Variations 1306.35 Section 1 Page 15 Head Start Director 24-Waiver classrooms are operation with ACF/OHS approval. Daily Compliance Waiver 1306.36 N/A N/A N/A N/A September 13, 2016Contra Costa County Board of Supervisors1411 N. 1308 DISABILITIES SERVICES Description Perform Standards P&P Manual Responsibility Outcome Measure Date A. Subpart A General Purpose 1308.1 1308.2 Section 2 Pages 37-38 All Comprehensive Services Team Site Supervisor HS grantees and Delegates ensure that children with Disabilities enrolled in HS/EHS receive all the services to which they are entitled. Ongoing Definitions 1308.3 Section 2 Pages 38-39 All Comprehensive Services Team Understanding Definitions related to Disabilities service area. Ongoing B. Subpart B Disabilities Service Plan Purpose and Scope 130.4 Section 2 Pages 37-42 Disabilities CSM Development of Disabilities Service Plan to meet the special needs of children with disabilities and their parents. Annually (July) C. Subpart C Social Services Recruitment and Enrollment 1308.5 (a)(b)(c)(d)(e)(f) Section 4 Page 10 All CSB Staff The grantee and delegate has implemented plans to locate and recruit children with disabilities. Meet 10% enrollment of children with disabilities. Ongoing D. Subpart D Health Services Assessment of children 1308.6 (a)(b)(c)(d)(e) Section 2 Pages 43, 52-54 Disabilities CSM All CS Team / Education Team All children benefit from screenings and assessments. Children identified as needing further assessments are referred for further evaluations to LEA or RCEB. Within 45 days of enrollment Eligibility Criteria: Health Impairment 1308.7 Section 2 Page 50 Disabilities CSM All CS Team / Home Educator / Teachers Disability CSM coordinates with Health, Mental Health, Nutrition, Family Services and Education Manager to ensure the needs of the children with disabilities are met. Ongoing Emotional/behavioral disorders 1308.8 Section 2 Page 50 Speech and language 1308.9 Section 2 Page 50 Intellectual Disability 1308.10 Section 2 Page 50 Hearing impairment including deafness 1308.11 Section 2 Page 50 September 13, 2016Contra Costa County Board of Supervisors1412 Description Perform Standards P&P Manual Responsibility Outcome Measure Date Orthopedic impairment 1308.12 Section 2 Page 50 Visual impairment 1308.13 Section 2 Page 50-51 Learning disabilities 1308.14 Section 2 Page 51 Autism 1308.15 Section 2 Page 51 Traumatic brain injury 1308.16 Section 2 Page 51 Other impairments 1308.17 Section 2 Page 51 Disabilities/health services coordination 1308.18 Section 2 Page 51 Disabilities CSM, Nutrition CSM and Health CSM Disability CSM assures that the special needs of each child with disabilities are met. Ongoing E. Subpart E Education Services Performance Standards Developing individualized education program (IEP) 1308.19 Section 2 Pages 43-46 Disability CSM, Family Services CSM, LEA ,Education Team, and CS Team Individualized services are provided to meet the unique needs of each child with disabilities and their families are met. Ongoing F. Subpart F Nutrition Nutrition Services 1308.20 Section 2 Page 54 Nutrition CSM, Health CSM and CS Team Nutrition program provides identification, education, resources and referrals to serve children with disabilities. Ongoing G. Subpart G Parent involvement Parent participation and transition of children into Head Start and form Head Start to public school. 1308.21 Section 2 Page 58 Disability CSM, CSAM, Home Educator and Education Team Transitions are provided for children transferring from: -EHS to HS -HS to kinder -Or to other related agencies Ongoing September 13, 2016Contra Costa County Board of Supervisors1413 O. 1310 HEAD START TRANSPORTATION Description Perform Standards P&P Manual Responsibility Outcome Measure Date Subpart B – Transportation Requirements 1310.10 – 1310.17 General 1310.10 Section 4 Page 59 CSAM Agency does not provide transportation; families are connected with transportation resources as needed. Ongoing Child Restraint System 1310.11 Section 4 Page 57-59 CSM – Health Services All children are secured in appropriate child restraint systems. Any time a child is transported in a car or van. Required use of School Buses or Allowable Alternate Vehicle 1310.12 N/A N/A N/A N/A Maintenance of Vehicles 1310.13 Section 4 Page 56-57 Facilities Manager All vehicles are maintained in safe operating condition. Daily Inspection of New Vehicles at the Time of Delivery 1310.14 Section 4 Page 56-57 Facilities Manager All new vehicles are inspected Upon delivery Operation of Vehicles 1310.15 Section 4 Page 56-57 N/A N/A N/A Driver Qualifications 1310.16 Section 4 Page 56-57 Personnel Administrator All staff driving county vehicles has a valid CDL. Daily Driver and Bus Monitor Training 1310.17 Section 2 Page 78-79 Home Base AD/CSM All bus/van monitors received training. Fieldtrips/Socializations Subpart C – Special Requirements 1310.20 – 1310.23 Trip Routing 1310.20 N/A N/A N/A N/A Safety Education 1310.21 Section 2 Page 65 CSM – Family and Community Partnerships All children and parents are provided with Pedestrian Safety Education. Annually in Sept. and Ongoing for children Children with Disabilities 1310.22 N/A N/A N/A N/A Coordinated Transportation 1310.23 N/A N/A N/A N/A September 13, 2016Contra Costa County Board of Supervisors1414 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 1-ADMINISTRATION 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1415 2016-18 Policies and Procedures Section 1: Administration 1 2016-18 Policies and Procedures Section 1 - Administration PART I PROGRAM GOVERNANCE A Service Area 4 B Service Recipients 4 C Program Governance 4 PART II PLANNING A Philosophy 14 B Methodology 14 PART III COMMUNICATIONS A General Description 17 B Internal Communication 17 C Internal Communication with Parents 17 D Communications with Governing Bodies and Policy Groups 18 E External Communication 19 F Reporting for County Child Protective Services and State Community Care Licensing 20 G Reporting for Partner Agencies including Delegate Agency 24 PART IV RECORD KEEPING AND REPORTING A General Description 25 B Personnel Files 26 C Family Files 26 D Fiscal Files 26 E Contract Files 28 F Public Access to County Records 28 PART V MONITORING A Purpose 30 B Methodology 30 C Multi-Level Monitoring 30 D Fiscal Monitoring of the Delegate Agency by the Grantee 32 E Early Childhood Environmental Rating Scale and Infant Toddler Environmental Rating Scale (ECERs and ITERs) 32 F Fiscal Officer or his/her Designee Reviews the Financial Information for Content and Consistency Before Reimbursing Monthly Expenditures 32 G Center Visit Documentation 33 H Procedures for Review, Analysis and Reporting 33 I The Ongoing Monitoring Plan 34 PART VI SELF-ASSESSMENT A Self-Assessment Team 35 B Methodology 35 C Parent Involvement 35 D Process of Self-Assessment of Agency’s Program Services 36 E Self-Assessment Results 36 F Monitoring the Plan of Action Resulting from Self-Assessment 36 September 13, 2016 Contra Costa County Board of Supervisors 1416 2016-18 Policies and Procedures Section 1: Administration 2 2016-18 Policies and Procedures Section 1 - Administration PART VII PROGRAM HUMAN RESOURCES MANAGEMENT A Statement of Purpose of Policies and Procedures 37 B Governing Board 37 C Organizational Structure 37 D Additional Personnel Policies Relating to Employees of Program Services 38 E Analysis of Staff Needs 44 F Recruitment and Selection 45 G Hiring of CSB Staff 45 H Reject from Probation 46 I 9/80 Work Schedule 46 J Separation 47 K Resignation 47 L Nepotism 47 M Enrolled Children of CSB Employees 47 N Staff Qualifications-General 47 O Qualification Requirements for Positions 48 P Classroom Staffing and Ratios and Comprehensive Services Staffing 50 Q Site Administration 50 R Teacher Assistant Trainees (TAT) 50 S Volunteers 50 T Standards of Conduct 51 U Professional Behavior and Attire 52 V Non-Discrimination and Anti-Harassment Policies 53 W Whistle Blowers Are Protected 53 X Protocol for Tracking Staff Absences 54 Y Family Medical Leave Act (FMLA) 54 Z Confidentiality 55 AA Staff Performance Appraisals 57 BB Chronological Supervision and Filing System 59 CC Staff and Volunteer Health 60 DD Career Development Opportunities 61 EE Staff Training and Development 63 FF New Employee Orientation 66 GG Continuing Education Programs 67 HH Delegate Agency Policies 68 II Short-Term Contract Employees 68 JJ Union Membership 68 KK Equal Opportunity/Affirmative Action Policy 69 LL Approval of New Personnel Policies and Revisions 69 PART VIII FISCAL A Advance Amount for Travel 70 B Travel Reimbursement-County Employees 70 C Travel Reimbursement-Parent Reimbursement for Policy Council Activities 70 D Using Employee’s Own Funds for County Expenditures 71 E Reimbursement for Expenses 71 September 13, 2016 Contra Costa County Board of Supervisors 1417 2016-18 Policies and Procedures Section 1: Administration 3 2016-18 Policies and Procedures Section 1 - Administration F Use of Procurement Cards 72 G Other Compensation 73 H Salary 73 I Bilingual Pay Differential 74 J Accounting Certificate Differential 75 K Management Longevity Pay 75 L Management Paid Personal Leave (Admin Leave) 75 M Unemployment Compensation 75 N Vehicle Use 76 O In-Kind (Non-Federal Share) 76 P Reduced Days of Operation or Attendance Due to Emergency Conditions 78 September 13, 2016 Contra Costa County Board of Supervisors 1418 2016-18 Policies and Procedures Section 1: Administration 4 2016-18 Policies and Procedures Section 1 - Administration 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 2/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 is a body of publically elected officials whose 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 in Appendix A in this section. 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 1304.50(b)(2). 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 set at 43. This is determined using the formula 1/60 (1 representative per site for every 60 HS or EHS slots). Head Start Part Day 15Representatives Head Start Full Day 19 Representatives Early Head Start 8 Representatives Home Based Option 1 Representative This information will be included in the Policy Council Bylaws approved annually by the Board of Supervisors and the Policy Council. The term for members is one year, September to August. Parent September 13, 2016 Contra Costa County Board of Supervisors 1419 2016-18 Policies and Procedures Section 1: Administration 5 2016-18 Policies and Procedures Section 1 - Administration 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 service is three. No grantee, or delegate or child care partner agency staff (or members of their immediate family) may serve on the Policy Council or on the Delegate Agency’s Policy Committee, except parents who occasionally (no more than 10 hours/month) substitute for regular Early Head Start or Head Start staff. Immediate family is defined as any parent, child, sibling, grandparent, significant other, co-parent or spouse of Community Services Bureau 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 meeting. 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 drawn 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 3 one-year terms (1304.50(b)(5).  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 assists 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 September 13, 2016 Contra Costa County Board of Supervisors 1420 2016-18 Policies and Procedures Section 1: Administration 6 2016-18 Policies and Procedures Section 1 - Administration The Policy Council has policy-making authority and is governed by its By-Laws. Each year, through ongoing trainings, the Policy Council and Board of Supervisors are trained on Governance and Head Start Performance Standards, and oriented to CSB program services. CSB staff provides a comprehensive orientation to CSB and Policy Council roles and responsibilities each year. 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. 7. Appendix A: Governance and Management Responsibilities The following chart outlines the shared responsibilities between the Board of Supervisors, Policy Council, Head Start Director and EHSD Director. FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR I PLANNING 1304.50(d)(1)(iii) (a) 1304.50(d)(1)(iii) A & C C B C Procedures for program planning in accordance with this Part and the requirements of 45 CFR 1305.3 (this regulation is binding on Policy Councils exclusively). (b) 1304.50(d)(1)(iv) A & C C B C The program's philosophy and long - and short - range program goals and objectives (see 45 CFR 1304.51(a) and 45 CFR 1305.3 for additional requirements regarding program planning). (c) 1304.50(d)(1)(v) A & C C B C The selection of delegate agencies and their service areas (this regulation is binding on Policy Councils exclusively) (see 45 CFR 1301.33 and 45 CFR 1305.3(a) for additional requirements about delegate agency and service area selection, respectively). (d) 1304.50(d)(1)(vii) A C B (Review Only) Criteria for defining recruitment, selection, and enrollment priorities in accordance with the requirements of 45 CFR Part 1305. (e) 1304.50(d)(1)(i) A & C C B C All funding applications and amendments to funding applications for Early Head Start and Head Start, including administrative services, prior to the submission of such applications to the grantee (in the case of Policy Councils). (f) 1304.50(f) A C B (Review Only) September 13, 2016 Contra Costa County Board of Supervisors 1421 2016-18 Policies and Procedures Section 1: Administration 7 2016-18 Policies and Procedures Section 1 - Administration FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR 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. (g) 1304.50(d)(1)(viii) A C B C The annual self-assessment of the grantee or delegate agency's progress in carrying out the programmatic and fiscal intent of its grant application, including planning or other actions that may result from the review of the annual audit and findings from the federal monitoring review (see 45 CFR 1304.51(i)(1) for additional requirements about the annual self-assessment). II GENERAL PROCEDURES 1304.50 (d)(1)(vi) (a) 1304.50(d)(1)(vi) A & C C B C The composition of the Policy Council or the Policy Committee and the procedures by which policy group members are chosen. (b) 1304.50(g)(1) A & C C N/A C Grantee and delegate agencies must have written policies that define roles and responsibilities of the governing body members and that inform them of the management procedures and functions necessary to implement a high quality program. (c) 1304.50(d)(1)(ii) A & C C B C Procedures describing how the governing body and the appropriate policy group will implement shared decision- making. (d) 1304.50(h) A & C C B C Internal dispute resolution. Each grantee and delegate agency and Policy Council or Policy Committee jointly must establish written procedures for resolving internal disputes, including impasse procedures, between the governing body and policy group. (e) 1304.50(d)(2)(v) B B B B Establish and maintain procedures for hearing and working with the grantee or delegate agency to resolve community complaints about the program. September 13, 2016 Contra Costa County Board of Supervisors 1422 2016-18 Policies and Procedures Section 1: Administration 8 2016-18 Policies and Procedures Section 1 - Administration FUNCTION BOARD OF SUPER-VISORS POLICY COUNCIL HS* PROGRAM DIRECTOR AGENCY DIRECTOR (f) 1304.50(g)(2) A N/A B B Grantee and delegate agencies must ensure that appropriate internal controls are established and implemented to safeguard federal funds in accordance with 45 CFR 1301.13. (g) 1304.50(d)(1)(ix) A & C N/A B B The annual independent audit that must be conducted in accordance with 45 CFR 1301.12. III HUMAN RESOURCES MANAGEMENT 1304.50(d)(1)(x) (a) 1304.50(d)(1)(x) A & C C B B Program personnel policies and subsequent changes to those policies, in accordance with 45 CFR 1301.31, including standards of conduct for program staff, consultants, and volunteers. (b) 1304.50(d)(1)(xi) A & C C N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the grantee agency. (c) 1304.50(d)(1)(xii) C C B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the grantee agency. (Grant ee Only) (d) 1304.50(d)(1)(xi) N/A N/A N/A B Decisions to hire or terminate the Early Head Start or Head Start Director of the delegate agency. (e) 1304.50(d)(1)(xii) N/A N/A B C Decisions to hire or terminate any person who works primarily for the Early Head Start or Head Start program of the delegate agency. (Deleg ate Only) KEY AND DEFINITIONS AS USED IN CHART * When a grantee or delegate agency operates an Early Head Start program only and not an Early Head Start and a Head Start program, these responsibilities apply to the Early Head Start Director. A. General Responsibility. The group with legal and fiscal responsibility that guides and oversees the carrying out of the functions described through the individual or group given operating responsibility. September 13, 2016 Contra Costa County Board of Supervisors 1423 2016-18 Policies and Procedures Section 1: Administration 9 2016-18 Policies and Procedures Section 1 - Administration B. Operating responsibility. The individual or group that is directly responsible for carrying out or performing the functions consistent with the general guidance and oversight from the group holding general responsibility. C. Must Approve or Disapprove. The group must be involved in the decision-making process prior to the point of seeking approval. If it does not approve, a proposal cannot be adopted, or the proposed action taken, until agreement is reached between the disagreeing groups. D. Determined locally. Management staff functions as determined by the local governing body and in accordance with all Head Start regulations. Procedures, Plans, & Applications Requiring Board & Policy Council Approvals (rev. 5/19/09) (Existing Appendix A requirements PLUS the added ones from the 2007 HS legislation)** Procedure/Plan/Application Approval Required Frequency of Approval Board of Directors Policy Council Planning Procedure (Road Map) X X Annually Goals and Objectives X X Annually Child Recruitment/Selection Procedures X (added) X Annually Budget and Grant Application X X Annually - and as needed for supplements Self Assessment and Plan for Corrections X (added) X Annually Board Composition Requirements for non-governmental agencies X (added) ____ One-time (until changed) Board and PC Conflict of Interest requirements X (added) X (added) One-time (until changed) Board approval of PC Composition Procedure for how PC members are selected X X (added) ___ X (added) One-Time (until changed) Policy defining roles/ responsibilities of governing board members for implementing a high quality program X One-Time (until changed) Procedures describing how shared governance is implemented X X One-Time (until changed) Dispute Resolution & Impasse Procedure (OHS will issue procedure) X X One-Time (until changed) September 13, 2016 Contra Costa County Board of Supervisors 1424 2016-18 Policies and Procedures Section 1: Administration 10 2016-18 Policies and Procedures Section 1 - Administration Procedures to resolve community complaints, conduct investigations. X Previously “operating” role Previously “operating” role One-Time (until changed) Personnel Policies & Procedures (Revisions to originally approved) X X As Needed Service Area Plans X Annually Financial Management Accounting & Reporting Policies including audit X (added) ____ One-Time (until changed) Board: Hiring/Termination procedures for Executive, Head Start, Fiscal, and HR Directors Policy Council: Hiring and firing criteria for program staff. X (added) _____ X (added) One-Time (until changed) Required Reports To Board To PC Frequency Budget and Program Reports Budget Reports Credit Card Expense Reports USDA Meals/Snacks Program Information Summaries Enrollment Reports X X X X X X X X X X X X Periodic Monthly Monthly Monthly Monthly Monthly ** Additional clarifications and revised regulations will be forthcoming from OHS. 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 1304.50(g)(i)  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 September 13, 2016 Contra Costa County Board of Supervisors 1425 2016-18 Policies and Procedures Section 1: Administration 11 2016-18 Policies and Procedures Section 1 - Administration 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 meet monthly with the County Administrator’s Office.  Topics for the monthly meetings will include, but not be confined to: 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 Enrollment and Average Daily Attendance o Regulatory changes o Family Engagement o Planning for joint Board of Supervisors/ Policy Council training activities  A meeting report will be generated by the Employment and Human Services Director and the Community Services Bureau Director.  The report of the meeting 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 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 and approves the Community Assessment annual updates and the full assessment every three years.  The Policy Council also reviews and approves the Annual Planning Calendar, Child Recruitment and Selection Criteria, the Self Assessment and Plan for Corrective Actions, all of which are included in the submission of the Annual Grant Application. September 13, 2016 Contra Costa County Board of Supervisors 1426 2016-18 Policies and Procedures Section 1: Administration 12 2016-18 Policies and Procedures Section 1 - Administration 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. ii. Reference  Head Start Performance Standards, 45 CFR 1304.50(h) 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 expeditiously. 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 of) a 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 September 13, 2016 Contra Costa County Board of Supervisors 1427 2016-18 Policies and Procedures Section 1: Administration 13 2016-18 Policies and Procedures Section 1 - Administration than the site, i.e. Board of Supervisors. Anyone receiving a complaint will immediately contact a program manager by phone with the following information: o 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, 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 o 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 with the program staff to attempt resolution within 48 hours. o Step 3: Complaints not resolved within 48 hours will be brought to the attention of the Division Manager, Bureau Director, or their designee. o 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. o 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. September 13, 2016 Contra Costa County Board of Supervisors 1428 2016-18 Policies and Procedures Section 1: Administration 14 2016-18 Policies and Procedures Section 1 - Administration 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: (1) 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. (2) Disabilities and mental health needs continue to trend upwards. CSB will expand mental health and disabilities assessment, treatment, and case management linkage opportunities for children and families. (3) 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. (4) CSB will provide ongoing learning opportunities to enhance employees’ career development and assist in meeting new job requirements. 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 every three years with annual updates during 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 and trends in the CSB service area are identified and integrated into the planning process and into the development and implementation of policies, procedures, service plans, goals and objectives. The findings of the Community Assessment are used to help reach decisions in areas such as: to help determine CSB program philosophy, long-range and short-range program objectives, help determine the type of services and program options to be provided, help determine the recruitment areas of the program, help identify locations of centers and home-based programs, and help set the criteria for recruitment and selection.  The Community Assessment process is led by a CSB Analyst. The data that is collected externally and internally consists of, but is not limited to the demographic make-up of eligible children and families, other child development and child care programs serving eligible children including infant/toddler, and pregnancy programs, services for children with disabilities, education, health, nutrition and social services needs for eligible children and families and community resources that could address the needs of eligible children and families. September 13, 2016 Contra Costa County Board of Supervisors 1429 2016-18 Policies and Procedures Section 1: Administration 15 2016-18 Policies and Procedures Section 1 - Administration  The Community Assessment helps to identify strengths, disparities, needs and trends in the community which guides management, Policy Council, and the County Board of Supervisors in the planning process for eligibility, recruitment, selection criteria, site and classroom placement, as well as general program management, including curriculum and family support services. The Community Assessment also guides the program goals and objectives. 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 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 occur within the 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. September 13, 2016 Contra Costa County Board of Supervisors 1430 2016-18 Policies and Procedures Section 1: Administration 16 2016-18 Policies and Procedures Section 1 - Administration 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 Section III-Communications. September 13, 2016 Contra Costa County Board of Supervisors 1431 2016-18 Policies and Procedures Section 1: Administration 17 2016-18 Policies and Procedures Section 1 - Administration III. 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:  Senior Administrative Management  Senior Management  Comprehensive Services  Cluster-based  Site-level  Daily Interactions  Staff newsletters  Internal memos  Policies and Procedures (Starting 2016, the Policies & Procedures will be revised every 2 years. Any updates between the revisions will be added as an addendum to P & Ps per the Bureau policy.)  Fax  Email  Payroll notices  Telephone  Bureau Reports  Computerized Tracking Systems (COPA)/CLOUDS  Video Conferencing System  Annual Planning Calendar C. The following are methods of internal 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  Parent surveys  Parent-teacher conferences  Home visits September 13, 2016 Contra Costa County Board of Supervisors 1432 2016-18 Policies and Procedures Section 1: Administration 18 2016-18 Policies and Procedures Section 1 - Administration  Monthly Comprehensive Services Team newsletters  Quarterly family newsletters  Parent bulletin board that includes: 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  Planned community events  Social Media Tools  Communication with Delegate Agency and Community Childcare Partners:  Regularly scheduled meetings  Regular monitoring  Joint trainings  Appointed members from the delegates on the Policy Council  Joint annual self-assessments  Email  Telephone  Fax  Monthly reports D. Communications with Governing Bodies and Policy Groups 1. The Policy Council serves as a link between public and private organizations, Delegate Agency Policy Committee(s), Subcontractors, the Grantee-Operated Program Site Committees, the Grantee, 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. September 13, 2016 Contra Costa County Board of Supervisors 1433 2016-18 Policies and Procedures Section 1: Administration 19 2016-18 Policies and Procedures Section 1 - Administration 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:  State/Local Policy Groups  State Department of Education  Local Planning Council  First Five Commissions  County Departments  Community-based Organizations  Contra Costa County SELPAs  Child Care Partners  Policy Forum  County Board of Supervisors  Local Education Agencies  Contra Costa County School Superintendents  Contra Costa One Stop Consortium  California Welfare Directors Association Committees  News / Media Inquiries 2. Press Calls i. All press calls should come to, or be referred through, Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department. This will guarantee that the Bureau Director and Senior Administrative Staff 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. It will enable the Legislative and Community Relations Coordinator or the Advance Level Secretary in the Office of Administration for the Employment and Human Services Department to follow up with reporters and Department Staff to ensure that deadlines are honored and follow up questions, issues and photography are well managed. The Legislative and Community Relations Coordinator or the Advanced Level Secretary in the Office of Administration for the Employment and Human Services Department 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 their Bureau Director to respond to the press, they are free to respond to the reporter. They should then contact the Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department to discuss the story and allow for the Legislative and September 13, 2016 Contra Costa County Board of Supervisors 1434 2016-18 Policies and Procedures Section 1: Administration 20 2016-18 Policies and Procedures Section 1 - Administration Community Relations Coordinator or the Advanced Level Secretary in the Office of Administration for the Employment and Human Services Department or designee to follow up. 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 Legislative and Community Relations Coordinator at (925) 313- 1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department;  Inform your manager/supervisor immediately;  Provide the following information: date, time, and location of contact;  Media representative's name, organization, and phone number and  Summary and nature of the inquiry 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:  "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 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 call the Legislative and Community Relations Coordinator at (925) 313-1676 or the Advanced Level Secretary at (925) 313-1769 in the Office of Administration for the Employment and Human Services Department, so these stories can be channeled to the press most likely to publish them. 4. Tools for External Communication are as follows:  Formal/informal agreements  Regular meetings  E-mail  Telephone  Membership activities  Social Media Tools (Facebook/Twitter and etc.) 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. September 13, 2016 Contra Costa County Board of Supervisors 1435 2016-18 Policies and Procedures Section 1: Administration 21 2016-18 Policies and Procedures Section 1 - Administration 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 Division 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.  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. Children and Family Services (CFS) (Protective Services, County) 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: (any incident not involving any medical professional) immediately report the injury to your Supervisor and the parent after you have tended to the child. Employees do not report minor injuries to CCL. September 13, 2016 Contra Costa County Board of Supervisors 1436 2016-18 Policies and Procedures Section 1: Administration 22 2016-18 Policies and Procedures Section 1 - Administration 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 present shall:  Comfort the child.  Phone 911 immediately.  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 be immediately 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, one or together the AD and Site Supervisor will call 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 September 13, 2016 Contra Costa County Board of Supervisors 1437 2016-18 Policies and Procedures Section 1: Administration 23 2016-18 Policies and Procedures Section 1 - Administration 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 CSB Unusual Incident Report to CSB Administrative Office within two hours of the alleged incident. The completed form shall be scanned to the Division Manager immediately followed up with 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.  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 CSB Administrative Office, if faxed the front desk clerk will personally deliver copies to the Personnel Administrator, Division Manager, and Bureau Director, and EHSD 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 either fax/scan to CCL or authorize the Site Supervisor or designee to fax/scan to CCL.  A fact finding team will be immediately 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. September 13, 2016 Contra Costa County Board of Supervisors 1438 2016-18 Policies and Procedures Section 1: Administration 24 2016-18 Policies and Procedures Section 1 - Administration 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 temporarily re-assigned to another work location out 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 subject to further discipline, up to and including termination. 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 (1). 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. Reporting for Partner Agencies including the Delegate Agency shall:  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. 1 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. September 13, 2016 Contra Costa County Board of Supervisors 1439 2016-18 Policies and Procedures Section 1: Administration 25 2016-18 Policies and Procedures Section 1 - Administration IV. 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. i. 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. September 13, 2016 Contra Costa County Board of Supervisors 1440 2016-18 Policies and Procedures Section 1: Administration 26 2016-18 Policies and Procedures Section 1 - Administration 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 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 Shared Folder called “Record Keeping Log” He/she must log: “check in/out status by completing the required information on the site 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. D. Fiscal Files Fiscal records and documents are stored and filed in designated cabinets inside the Fiscal, Purchasing and/or Personnel units. Staff is required to maintain current and accurate records of financial activities. This includes fiscal and accounting records in order to show the costs incurred by each program. Records adequately identify the use of funds for Federal and State programs. Accounting records are supported by documentation such as purchase and travel receipts, invoices, journals, etc. and show a clear audit trail for all funds received and disbursed. September 13, 2016 Contra Costa County Board of Supervisors 1441 2016-18 Policies and Procedures Section 1: Administration 27 2016-18 Policies and Procedures Section 1 - Administration The following documents are maintained by the designated units:  Accounting Policies & Procedures Manual  Administrative Reports - Head Start & Early Head Start  BRASS Files  Budget Statement  CAFR  CDE Projections  CDE Contracts  CDFS8501  CDFS9500  CDFS9529  CDFS9530a  CDFS CalWORKs, APP or FCCH Fiscal Report  CDFS CalWORKs Caseload Report  Child Development Audit Reports  Child Nutrition Expenditure/Revenue Report  Child Start Allocations Binder  Contractors' Files – Purchasing Unit  Delegate Agency Files  Employee Timesheets – Personnel & Purchasing Units  Expenditure Activity Report - Energy Programs  Expenditure Detail Report  Federal Financial Reports to ACF (SF-425:Semi-Annual, Annual and Final)  Financial Monitoring Report - Head Start & Early Head Start  Financial Projections Package  Financial Report for Drawdown - Head Start & Early Head Start  Financial Status Report (SF425) - Head Start & Early Head Start  Journals  Open Encumbrances Report  Partners' Files – Purchasing Unit  Payment Ledgers – Contracts/Purchasing Units  Payroll Detail Report – Payroll/Purchasing Units  Payroll Register Report – Payroll/Purchasing Units  Policy Council Financial Reports  Procurement Card Files – Personnel Unit  Program Improvement Grant  Purchase Requisitions/Orders – Purchasing Unit  Recommended Budget Binders  Revenue Detail Report  SBFS Files  Single Audit Reports  Supplemental Funding Applications  Travel Demands – Purchasing Unit  Vendors' Invoices, Bills, D-15 – Purchasing Unit September 13, 2016 Contra Costa County Board of Supervisors 1442 2016-18 Policies and Procedures Section 1: Administration 28 2016-18 Policies and Procedures Section 1 - Administration 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. 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. Certain other public employee information may be released: (1) amount of an employee’s September 13, 2016 Contra Costa County Board of Supervisors 1443 2016-18 Policies and Procedures Section 1: Administration 29 2016-18 Policies and Procedures Section 1 - Administration 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. September 13, 2016 Contra Costa County Board of Supervisors 1444 2016-18 Policies and Procedures Section 1: Administration 30 2016-18 Policies and Procedures Section 1 - Administration V. 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: 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 i. 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1445 2016-18 Policies and Procedures Section 1: Administration 31 2016-18 Policies and Procedures Section 1 - Administration own internal ongoing monitoring. Monthly reports on these activities, including corrective actions, will be submitted to the Analyst overseeing the Partner Unit. iii. 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. 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. Thirty percent sample of classrooms in the center receives a health and safety monitoring. All directly operated, partner, and delegate agency classrooms are monitored for education environment. 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- year as they are established after the National Designation Renewal System trigger scores have been made available. Upon completion of each area of monitoring, the QMU distributes results and the Feedback Form listing areas of non-compliances and strengths to the predetermined group responsible for that center, classroom, or service area monitored. The designated responsible person corrects non-compliances which are then reviewed and validated by a Comprehensive Services Manager. The Assistant Director reviews all non-compliances, validations, and submits verification to the QMU. 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 reviews these bi-annual reports to identify trends and develop staff training. iv. 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. September 13, 2016 Contra Costa County Board of Supervisors 1446 2016-18 Policies and Procedures Section 1: Administration 32 2016-18 Policies and Procedures Section 1 - Administration v. 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. 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. Early Childhood Environmental Rating Scale and Infant Toddler Environmental Rating Scale (ECERs and ITERs)  ECERS and ITERS observations are conducted annually for the grantee operated programs. Corrective action plans are developed to address any identified areas of weakness.  For the partners, the Education Manager assigned to the partners will conduct annual validations on the ECERs and ITERs that they submit. If a partner site has more than one classroom, one classroom will be randomly selected for validation. If a significant discrepancy is found between the partner’s ECERs/ITERs scores and the CSB validation of the scores, additional ECERs/ITERs from other classrooms will be validated. F. 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, un- obligated 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. September 13, 2016 Contra Costa County Board of Supervisors 1447 2016-18 Policies and Procedures Section 1: Administration 33 2016-18 Policies and Procedures Section 1 - Administration The grantee will conduct regular and routine monitoring including delegate agency annual management and fiscal systems review. G. Center Visit Documentation  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. 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. i. 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. ii. 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.  Monitoring Analyst will complete a semi-annual analysis report and provide roll up summaries within 4 weeks of completion of Period 1 (July-December) and Period 2 (January-June). iii. 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. o 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). o Define the problem, collect data, identify possible causal factors surrounding the problem, and identify the root cause. o Submit an action plan to the Assistant Director to recommend and implement solutions, identify responsible persons. September 13, 2016 Contra Costa County Board of Supervisors 1448 2016-18 Policies and Procedures Section 1: Administration 34 2016-18 Policies and Procedures Section 1 - Administration o 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 The Ongoing Monitoring Plan located in the CSB Intranet. September 13, 2016 Contra Costa County Board of Supervisors 1449 2016-18 Policies and Procedures Section 1: Administration 35 2016-18 Policies and Procedures Section 1 - Administration VI. 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. Each year, the team leader and consultant, if applicable, identify sites and classrooms for the self- assessment. The following factors are considered in site selection:  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 September 13, 2016 Contra Costa County Board of Supervisors 1450 2016-18 Policies and Procedures Section 1: Administration 36 2016-18 Policies and Procedures Section 1 - Administration 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  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. September 13, 2016 Contra Costa County Board of Supervisors 1451 2016-18 Policies and Procedures Section 1: Administration 37 2016-18 Policies and Procedures Section 1 - Administration VII. 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. 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, et cetera 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. September 13, 2016 Contra Costa County Board of Supervisors 1452 2016-18 Policies and Procedures Section 1: Administration 38 2016-18 Policies and Procedures Section 1 - Administration 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 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 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 (Fingerprinting) i. Live Scan Process  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.  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.  CSB Personnel schedules a Livescan appointment and provides the applicant with a Livescan form to take to their appointment.  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: o FBI o Child Abuse Index o State Department of Justice  Should a conviction 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: o The Community Services Bureau Director determines the appropriate action to be taken based on individual circumstances. o 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. September 13, 2016 Contra Costa County Board of Supervisors 1453 2016-18 Policies and Procedures Section 1: Administration 39 2016-18 Policies and Procedures Section 1 - Administration o 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. o 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:  All pending and prior criminal arrests / charges related to child sexual abuse and their disposition  Convictions related to other forms of child abuse / neglect  All convictions o 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. o The declaration may exclude listing of:  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  Any conviction the record of which has been expunged under Federal or State law  Any conviction set aside under the Federal Youth Corrections Act or similar State authority 2. 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: 1. Are eligible to claim for and receive state and federal funds 2. Have the required licensure that is current and valid 3. Are not on the following individual/entities excluded provider lists: http://oig.hhs.gov/exclusions/exclusions_list.asp https://files.medi-cal.ca.gov/pubsdoco/SandILanding.asp Thereafter, verification will be conducted on a monthly basis. 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. September 13, 2016 Contra Costa County Board of Supervisors 1454 2016-18 Policies and Procedures Section 1: Administration 40 2016-18 Policies and Procedures Section 1 - Administration 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1455 2016-18 Policies and Procedures Section 1: Administration 41 2016-18 Policies and Procedures Section 1 - Administration 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 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: September 13, 2016 Contra Costa County Board of Supervisors 1456 2016-18 Policies and Procedures Section 1: Administration 42 2016-18 Policies and Procedures Section 1 - Administration  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 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. September 13, 2016 Contra Costa County Board of Supervisors 1457 2016-18 Policies and Procedures Section 1: Administration 43 2016-18 Policies and Procedures Section 1 - Administration 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.  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: o The County prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substance in the workplace, and/or during work hours. September 13, 2016 Contra Costa County Board of Supervisors 1458 2016-18 Policies and Procedures Section 1: Administration 44 2016-18 Policies and Procedures Section 1 - Administration o 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. o 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1459 2016-18 Policies and Procedures Section 1: Administration 45 2016-18 Policies and Procedures Section 1 - Administration 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 parents of enrolled Head Start and Early Head Start children. 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. The Policy Council will approve or disapprove all Head Start and Early Head Start employees prior to employment including the Head Start Director, Director of Human Resources, Chief Fiscal Officer and any other person in an equivalent position in CSB. G. Hiring of CSB Staff A position will not be filled until concurrence is reached between the Community Services Director and the Policy Council. The following steps are taken when hiring staff:  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, as well as a Head Start Parent to conduct oral interviews.  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 consisting of staff and parents will interview the prospective employee to determine: September 13, 2016 Contra Costa County Board of Supervisors 1460 2016-18 Policies and Procedures Section 1: Administration 46 2016-18 Policies and Procedures Section 1 - Administration 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 prior to names being recommended to the Community Services Director or designee and Policy Council.  After the interview, staff will submit a recommendation to the Policy Council that will include the prospective employee’s suitability for employment in the position being considered.  The name and qualifications of the candidate/s will be considered for approval by the Policy Council. Only after the candidate has been approved for employment by the Policy Council may the candidate be officially employed and report for work.  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 Section 20 of the 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 Manager or Assistant Director will serve a copy of a Project Employee Probation Report (CSD-50) 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. September 13, 2016 Contra Costa County Board of Supervisors 1461 2016-18 Policies and Procedures Section 1: Administration 47 2016-18 Policies and Procedures Section 1 - Administration 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 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 spouse, natural child, stepchild, foster child, child in employee’s custody, legally adopted child, legal guardianship, foreign adoption, tribal adoption, disabled adult child, domestic partner, and child of domestic partner. 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 September 13, 2016 Contra Costa County Board of Supervisors 1462 2016-18 Policies and Procedures Section 1: Administration 48 2016-18 Policies and Procedures Section 1 - Administration 648(A) & (B) of the 2007 Head Start Act. This includes Assistant Directors, Site Supervisors, Infant/Toddler Master Teachers, Master Teachers, Infant/Toddler Teachers, Teachers, Infant/Toddler Associate Teachers, and Associate Teachers. Services for families enrolled in the home-based program option are provided by Early Childhood Educators. These must have training in parent education, early childhood development and education, and experience working with families and must meet the qualification requirements set in the 2007 Head Start Act. 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. 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 are set for all Contra Costa County Community Services Bureau positions. The Personnel Director, in conjunction with the Assistant Directors and/or other managers, drafts minimum qualification requirements for certain positions. These are received by Policy Council 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 Department at all times (please refer to Essential Functions documentation). If staff is unable to perform the functions at any time during employment, the Department 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: September 13, 2016 Contra Costa County Board of Supervisors 1463 2016-18 Policies and Procedures Section 1: Administration 49 2016-18 Policies and Procedures Section 1 - Administration  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.  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 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 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. Teachers, assistant teachers, or teacher aides 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. September 13, 2016 Contra Costa County Board of Supervisors 1464 2016-18 Policies and Procedures Section 1: Administration 50 2016-18 Policies and Procedures Section 1 - Administration  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:  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 ASA III 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 September 13, 2016 Contra Costa County Board of Supervisors 1465 2016-18 Policies and Procedures Section 1: Administration 51 2016-18 Policies and Procedures Section 1 - Administration 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 at their own cost prior to volunteering. The statement of good health and the TB result should be provided to the ASA III 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. Once fingerprint 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. 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, or disability.  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, humiliation, intimidation, ridicule, coercion or threats.  Never prohibit a child from attending religious services outside the agency.  Never use methods of discipline that involve: o Isolation 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1466 2016-18 Policies and Procedures Section 1: Administration 52 2016-18 Policies and Procedures Section 1 - Administration If a staff member, consultant, 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. U. Professional Behavior and Attire 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.  CSB Standards for Appropriate Attire o Shoes: heel height to a maximum of 1 inch, closed toe and heel required o Shorts: must reach the knee, transparent fabric is unacceptable. o Tops: prohibited are tops that expose the midriff, low cut necklines, backless, strapless, halter or tube tops, spaghetti straps, or any transparent material. o Skirts/dresses: hem must be knee length or longer; fabric may not be transparent. September 13, 2016 Contra Costa County Board of Supervisors 1467 2016-18 Policies and Procedures Section 1: Administration 53 2016-18 Policies and Procedures Section 1 - Administration o 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. o 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. o Any articles of clothing with statements deemed by CSB to be political, offensive, or inappropriate are prohibited. The display of ‘gang colors’ is prohibited. o 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1468 2016-18 Policies and Procedures Section 1: Administration 54 2016-18 Policies and Procedures Section 1 - Administration include fraud, waste, abuse, unnecessary government spending, an unsafe or unhealthy employer practices. A “whistleblower” is an employee afforded with the following protections: 1. An employer may not make, adopt, or enforce any rule, regulation, or policy preventing an employee from being a whistleblower. 2. An employer may not retaliate against an employee who is a whistleblower. 3. 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. 4. 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 any 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 hrs. and meets any of the qualifying reasons listed below: September 13, 2016 Contra Costa County Board of Supervisors 1469 2016-18 Policies and Procedures Section 1: Administration 55 2016-18 Policies and Procedures Section 1 - Administration  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  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 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. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1470 2016-18 Policies and Procedures Section 1: Administration 56 2016-18 Policies and Procedures Section 1 - Administration 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1471 2016-18 Policies and Procedures Section 1: Administration 57 2016-18 Policies and Procedures Section 1 - Administration 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. AA. Staff Performance Appraisals 1. 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 September 13, 2016 Contra Costa County Board of Supervisors 1472 2016-18 Policies and Procedures Section 1: Administration 58 2016-18 Policies and Procedures Section 1 - Administration Every employee is evaluated within the first six months of employment, in accordance with Contra Costa County probationary requirements. A formal, written review of the employee is completed 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 initial six-month 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. 2. 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) for each employee at the end of the probationary period, and at the end of the first year of employment in the job occupied (and annually thereafter). 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. 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 or job rating until a satisfactory rating has been received. An employee may be reassigned, demoted, or discharged for receiving an unsatisfactory rating. Both the employee and supervisor may review and discuss his/her performance and service rating, as well as their goals. The employee may review a step rating (as soon as possible) after the supervisor prepares the rating, but unauthorized persons may not see the rating. After discussion, the employee must sign the rating form. September 13, 2016 Contra Costa County Board of Supervisors 1473 2016-18 Policies and Procedures Section 1: Administration 59 2016-18 Policies and Procedures Section 1 - Administration 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. 3. 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:  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. 4. 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 September 13, 2016 Contra Costa County Board of Supervisors 1474 2016-18 Policies and Procedures Section 1: Administration 60 2016-18 Policies and Procedures Section 1 - Administration 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 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 a negative TB test or negative chest x-ray, certified by a health care professional. TB tests are not required for visiting experts. The 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. 3. Tuberculosis Screening Guidelines for Staff and Volunteers September 13, 2016 Contra Costa County Board of Supervisors 1475 2016-18 Policies and Procedures Section 1: Administration 61 2016-18 Policies and Procedures Section 1 - Administration 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 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: September 13, 2016 Contra Costa County Board of Supervisors 1476 2016-18 Policies and Procedures Section 1: Administration 62 2016-18 Policies and Procedures Section 1 - Administration  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 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 department 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: o The employee must start and complete course while associated with the County, within timelines. o The field of study must relate to assigned duties or prospective assignments. o Attendance at all meetings or classes is required, unless compelling reasons for missing sessions occur. o 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 department 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 department. Requests to attend conferences are made to the department head. 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 September 13, 2016 Contra Costa County Board of Supervisors 1477 2016-18 Policies and Procedures Section 1: Administration 63 2016-18 Policies and Procedures Section 1 - Administration meetings of particular interest and benefit may be arranged. The same pertains to national meetings dealing with subjects benefiting professional advancement. 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 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1478 2016-18 Policies and Procedures Section 1: Administration 64 2016-18 Policies and Procedures Section 1 - Administration 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 are 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:  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. September 13, 2016 Contra Costa County Board of Supervisors 1479 2016-18 Policies and Procedures Section 1: Administration 65 2016-18 Policies and Procedures Section 1 - Administration 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. Clerical Assistant Trainee (CAT) Program – 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. 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.  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) September 13, 2016 Contra Costa County Board of Supervisors 1480 2016-18 Policies and Procedures Section 1: Administration 66 2016-18 Policies and Procedures Section 1 - Administration  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, 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 department and county policies and programs 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:  EHSD and CSB Mission Statements and Organizational Structures  Employee Rights and Responsibilities  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 and objectives  Screenings, assessment, individualization, and parent-teacher conferences  Kindergarten transition  Positive Guidance and Discipline  Project Approach  Lesson Planning Additional initial and ongoing orientation trainings will be provided to new employees as required by County, State and Federal regulations. September 13, 2016 Contra Costa County Board of Supervisors 1481 2016-18 Policies and Procedures Section 1: Administration 67 2016-18 Policies and Procedures Section 1 - Administration 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. 1. Community Services Degree Program (CSDP) This program is offered to CSB staff in accordance with Administrative Bulletin 112.9 and section G.25 of these Policies and Procedures. CSB staff enrolled in courses required to complete an associate or bachelor degree are encouraged to participate in this program and receive the benefits outlined in Administrative Bulletin 112.9. In addition, CSB is committed to support teaching staff required to obtain an advanced degree in early childhood education, or related field, as specified in the Teacher Qualifications Section 648(A)(2) of the Improving Head Start for School Readiness Act of 2007. With the financial support of grants issued by the Administration of Children and Families, CSB has established the following continuing education programs through the duration of such grants: 2. Teacher Degree Program (TDP) This program is available to all teaching staff interested in pursuing an associate degree or baccalaureate degree in early childhood education or related field. Two program models are offered through the TDP, which provide several support systems to financial, tutorial, mentoring, and technological training and equipment. i. Individualized Education Plan: Established between the TDP participant and a college counselor/advisor at the college or university of attendance. These participants have chosen to take the required courses for their associate or bachelor degree at their own pace, under the guidance of the college or university. They are aware of the degree completion timelines and will ensure timely completion of all required coursework to meet the mandate deadline. The TDP participant agrees to:  Enroll in a program leading to an associate or baccalaureate degree in Early Childhood Education, or related field.  Consistently maintain enrollment in part-time classes; at a minimum of 8 quarter units or 6 semester units until you complete an associate or baccalaureate degree program.  Earn a grade of “C” or better for each course.  Complete the required coursework for an associate or baccalaureate degree in Early Childhood Education, or related field.  Meet with a CSB mentor and/or college/university academic advisor at least once every quarter/semester to discuss your academic progress.  Submit a copy of the classes registered for at the beginning of each quarter/semester to CSB’s Personnel Office. September 13, 2016 Contra Costa County Board of Supervisors 1482 2016-18 Policies and Procedures Section 1: Administration 68 2016-18 Policies and Procedures Section 1 - Administration  Submit a copy of transcripts at the end of each quarter/semester to CSB’s Personnel Office.  Return ALL books reimbursed/paid by CSB to the Personnel Office at the end of each quarter/semester. The books will be available for future use by other TDP participants.  As stated in Section 648A (6) of the Improving Head Start for School Readiness Act of 2007, commit to continue your employment with Community Services Bureau for a minimum of three years after having completed your degree program, or repay the total or a prorated amount of the financial assistance received based on the length of service completed after receiving the degree.  Not drop or withdraw from any class. If you drop a class, it is at the discretion of CSB to reinstate you in the program.  Maintain an updated Teacher Degree Program binder with all required degree tracking information. Contra Costa County Community Services Bureau agrees to:  As specified by the policy for training (Administrative Bulletin 112.9) and reimbursement (Administrative Bulletin 204.13)  Reimburse/pay tuition fees for courses taken at an accredited college or university required to complete an associate or baccalaureate degree in Early Childhood Education, or related field, Reimburse/pay for books required for the courses taken to complete an associate or baccalaureate degree.  Work with CSB staff, local colleges and universities, and community organizations to provide mentorship, tutorial, and other support services.  Provide a Teacher Degree Program Binder where program information and degree tracking documents can be organized. 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: September 13, 2016 Contra Costa County Board of Supervisors 1483 2016-18 Policies and Procedures Section 1: Administration 69 2016-18 Policies and Procedures Section 1 - Administration  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 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. September 13, 2016 Contra Costa County Board of Supervisors 1484 2016-18 Policies and Procedures Section 1: Administration 70 2016-18 Policies and Procedures Section 1 - Administration  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. September 13, 2016 Contra Costa County Board of Supervisors 1485 2016-18 Policies and Procedures Section 1: Administration 71 2016-18 Policies and Procedures Section 1 - Administration VIII. Fiscal 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1486 2016-18 Policies and Procedures Section 1: Administration 72 2016-18 Policies and Procedures Section 1 - Administration 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 meeting 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1487 2016-18 Policies and Procedures Section 1: Administration 73 2016-18 Policies and Procedures Section 1 - Administration may present a request for petty cash approved by an Assistant Director, to the Petty Cash Fund Custodian for payment. 2. Demand (Form D15) – (See EHSD Intranet> Community Services> CSB Forms > Fiscal > Demand 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. 3. Employee Travel Demands (See EHSD Intranet> Community Services> CSB Forms > Fiscal > Travel Demand (Form M8154 Rev. 11/09) –– 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1488 2016-18 Policies and Procedures Section 1: Administration 74 2016-18 Policies and Procedures Section 1 - Administration 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: o Charges split between the appropriate org codes o Original sales receipt/ credit or return receipts/packing slips G. Other Compensation See 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. September 13, 2016 Contra Costa County Board of Supervisors 1489 2016-18 Policies and Procedures Section 1: Administration 75 2016-18 Policies and Procedures Section 1 - Administration 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 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. (See Contra Costa County Management Handbook.) September 13, 2016 Contra Costa County Board of Supervisors 1490 2016-18 Policies and Procedures Section 1: Administration 76 2016-18 Policies and Procedures Section 1 - Administration 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. (See 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. (See Contra Costa County Management Handbook.) 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). September 13, 2016 Contra Costa County Board of Supervisors 1491 2016-18 Policies and Procedures Section 1: Administration 77 2016-18 Policies and Procedures Section 1 - Administration See 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1492 2016-18 Policies and Procedures Section 1: Administration 78 2016-18 Policies and Procedures Section 1 - Administration  Donated Services (DS): Time provided by professionals within the community 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  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 September 13, 2016 Contra Costa County Board of Supervisors 1493 2016-18 Policies and Procedures Section 1: Administration 79 2016-18 Policies and Procedures Section 1 - Administration  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: 1) Earthquakes 2) Floods 3) Fires 4) Epidemics 5) Impassable roads 6) The imminence of a major health or safety hazard, as determined by the local health department or law enforcement agency 7) A strike affecting transportation services for children provided by a non-agency entity 8) Incomplete facility renovations authorized by the California Department of Education, pursuant to California Education Code sections 8277.1 and 8277.2 9) 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1494 2016-18 Policies and Procedures Section 1: Administration 80 2016-18 Policies and Procedures Section 1 - Administration 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 a)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: i.Inform their Division Manager, Child Development Accountant and State Liaison ASA III of such occurrence as soon as possible. ii.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. iii.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. iv. 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. v.Submit the closure verification and the attendance to the State liaison ASA III. vi. 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. vii. Once the board resolution is obtained, the State Liaison ASA III will submit the application to our Early Education and Support Division (EESD) consultant for approval in accordance with the Management Bulletin 10-09. viii. 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. ix. The approval will be submitted to CSB Business System Unit and Fiscal Unit for processing of cdes in CLOUDS System and reporting to CA Department of Education respectively. a.Business Systems Unit will mark all children’s Attendance as “Excused” for those closure days which were approved by CDE. b.Business Systems Unit will update the affected 9400s c.Business Systems Unit will provide a new CD 9500/8501 report to Fiscal Unit for processing. September 13, 2016 Contra Costa County Board of Supervisors 1495 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 2-CHILD DEVELOPMENT 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1496 2016-18 Policies and Procedures Section 2: Child Development 1 2016-18 Policies and Procedures Section 2 – Child Development PART I PREVENTION AND EARLY INTERVENTION A Determining Child Health Status 4 B Protocols for Determining Child Health Status 5 C Developmental, Sensory and Behavioral Screening 13 D Follow-Up and Treatment 15 E Children with Disabilities- Screening, Case Management and Referral Procedures 16 F Parent Involvement in Health, Nutrition and Mental Health Education 18 G Child and Family Mental Health Services 19 H Strategies for Behavior Management 26 I Case Management 31 J Child Abuse Reporting Policies 34 PART II SERVICES FOR CHILDREN WITH DISABILITIES A Purpose 38 B Definitions 39 C List of Disabling Conditions 40 D Responsibilities of CSB Full Inclusion Teacher 40 E Responsibilities of School District SDC, RTI, and Full Inclusion Teachers 41 F Responsibilities of the Comprehensive Services Team 41 G Documentation of Disabilities Services 43 H Postural Supports /Protective Devices 43 I Disabilities Resources 44 J Service Plan 44 K Disabilities Budget Coordination 44 L Special Education Budget Allocation 44 M Disabilities Screenings 44 N Evaluations 45 O Accessibility of Facilities 45 P Transitioning Children with Disabilities 45 Q Transition Policy for Early Head Start Children Receiving Mental Health or Special Education Services 46 R Special Education and Related Services 47 S Special Education with Other Agencies 47 T Volunteers 48 U Special Education Staff 48 V Interagency Agreements 48 W Recruitment and Enrollment 48 X American with Disabilities Act (ADA) Policy – Enrollment of Children with Disabilities, Recruitment and Enrollment 49 Y Assessment Process of Children with Disabilities 50 Z Eligibility Criteria: Health Impairment 51 AA Eligibility Criteria: Emotional / Behavioral Disorders 51 BB Eligibility Criteria: Speech or Language Impairments 52 CC Eligibility Criteria: Intellectual Disability 52 DD Eligibility Criteria: Hearing Impairment 52 EE Eligibility Criteria: Orthopedic Impairment, Visual Impairment / Blindness 52 FF Eligibility Criteria: Learning Disabilities 52 GG Eligibility Criteria: Autism, Traumatic Brain Injury, Other Impairments 52 HH Disabilities/Health Services Coordination 53 II Developing Individualized Education Programs (IEPs) 53 September 13, 2016 Contra Costa County Board of Supervisors 1497 2016-18 Policies and Procedures Section 2: Child Development 2 2016-18 Policies and Procedures Section 2 – Child Development JJ Disability Referral Procedures 53 KK Nutrition Services for Children with Disabilities 56 LL Parent Involvement in Transition Services for Children with Disabilities 56 PART III INDIVIDUALIZATION IN THE PROGRAM A Description 57 B Individual Goals 57 C First Parent Conference / Individualized Plan 57 D Second Parent Conference 58 E The Infant-Toddler Individual Needs and Services Plan 58 F Lesson Plans 58 G Developmental, Sensory and Behavioral Screening 58 H Assessment 59 I Program Transitions 59 PART IV CURRICULUM A Child Development and Education Approach 62 B Curriculum Implementation 62 C Parent Involvement and Participation in Program 72 D Home-Based Option 72 E Classroom Assignments 73 F Adult-to-Child Ratio 73 G Sign-In and Out Procedures 74 H General Celebration Policy 76 I Field Trip Policy 77 PART V CHILD NUTRITION A Identification of Nutritional Needs 81 B Nutrition Referral 81 C Child Adult Care Food Program (CACFP) 84 D Child Adult Care Food Program (CACFP) Monitoring 85 PART VI CHILD HEALTH AND SAFETY A Daily Health Inspection 86 B Hand Washing 88 C Infection Control in the Classroom 88 D Napping Policy 90 E Dental Hygiene 90 F Health Issues in the Classroom 91 G Child Safety and Supervision 91 H Child Illness Procedures 93 I Return to School After Illness 94 J Medical Alerts 95 K Children Injured at the Center 95 L Blood Protocol 96 M Medication Administration 97 N Incomplete Health Records 100 O Health and Safety Training for Center Staff 101 P Posting of Documents (Health Emergency Procedures) 101 Q Pet Protocol 101 R Safety / Sanitation Procedures 103 September 13, 2016 Contra Costa County Board of Supervisors 1498 2016-18 Policies and Procedures Section 2: Child Development 3 2016-18 Policies and Procedures Section 2 – Child Development S Safety Surveillance 103 T First Aid Kits 104 U Preparing For Emergencies 105 V Classroom Sanitation 107 W Kitchen Sanitation 108 X Food Safety and Sanitation 109 Y Procedures for Using Transport Units 111 Z Food for Infants 111 AA Food for Toddlers 112 BB Potlucks 112 CC Food for Children, Parent Staff Meetings and Events 113 DD Nutrition Services 113 EE Food Defense 114 September 13, 2016 Contra Costa County Board of Supervisors 1499 2016-18 Policies and Procedures Section 2: Child Development 4 2016-18 Policies and Procedures Section 2 – Child Development 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. 1. Physical Examinations As much pertinent health information as possible is accumulated and recorded for each child, paying particular attention to the items required by the Early and Periodic Screening, Diagnosis and Treatment Schedule (EPSDT) 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. 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 “Risk Factors not present” or “Communicable TB disease not present “ on CSB207–Report of Health Examination for Program Entry (See CSB Forms) or other signed or stamped document from 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 Clearance documentation. Children without TB Clearance will be excluded if clearance is not obtained within 30 days of enrollment. 3. Health Insurance Each parent is provided with a Report of Health Examination for Program Entry form (CSB207) for use in obtaining a physical examination. In the event that the child has no insurance, staff will refer the child to the Child Health and Disability Prevention (CHDP) Gateway program, and/or support the family with another appropriate resource such as the Kaiser Permanente Child Health Plan or Covered California, to obtain a free or low cost exam. Comprehensive Services Teams enter all data on the physical exam form into the CLOUDS system. This enables program staff to track services and follow-up on needed treatment. Managers access reports to help monitor progress in meeting program requirements in a timely manner. At intake, children and families with no medical and/or dental insurance are identified. Comprehensive Services Teams assist parents in determining eligibility and applying for medical and dental insurance such as Medi-Cal/Denti-Cal, the Kaiser Permanente Child Health Plan or services through Covered California. Comprehensive Services Teams also assist parents in establishing a medical and dental home September 13, 2016 Contra Costa County Board of Supervisors 1500 2016-18 Policies and Procedures Section 2: Child Development 5 2016-18 Policies and Procedures Section 2 – Child Development (ongoing source of accessible health/oral care) and navigating the managed care system to access needed services. 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 dentist or doctor. 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, including fluoride and vitamins if applicable  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  Case Management 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1501 2016-18 Policies and Procedures Section 2: Child Development 6 2016-18 Policies and Procedures Section 2 – Child Development  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 Case Notes. 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 case management 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 case management 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 are 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. 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. Prior to enrollment Comprehensive Services Clerks are responsible for:  Collecting valid immunization records from parent.  Obtaining parent consent for use of California Immunization Registry (CSB243 CAIR Consent) 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. September 13, 2016 Contra Costa County Board of Supervisors 1502 2016-18 Policies and Procedures Section 2: Child Development 7 2016-18 Policies and Procedures Section 2 – Child Development  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: o Assisting the parent in obtaining a doctor office/clinic for immunizations needed. o Preparing exclusion letters if child fails to obtain shots on time. Each September/October, Comprehensive Services Clerks are responsible for:  Attending the annual immunization training. Annually, Comprehensive Services Clerks are responsible for:  Reviewing the annual immunization report prior to submission. 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. On an ongoing basis, Comprehensive Services Assistant Managers are responsible for:  Ongoing monitoring of CLOUDS for immunization compliance  Supporting the parent by coordinating with the Site Supervisor to set up case management as needed.  As needed, reviewing exclusion letters generated by clerk and verifying information, which is forwarded to the Site Supervisor for action. Each September/October, Comprehensive Services Assistant Managers are responsible for:  Reviewing annual immunization reports prepared by clerk, verifying accuracy, and forwarding copies to the Comprehensive Services Manager (Health Content Area) prior to online submission and to Site Supervisors after online submission is complete. 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 searches. September 13, 2016 Contra Costa County Board of Supervisors 1503 2016-18 Policies and Procedures Section 2: Child Development 8 2016-18 Policies and Procedures Section 2 – Child Development  Maintaining a roster of children who are exempt from immunizations for immediate identification in case of disease outbreak in the community. 3. TB Clearance – CSB Center-Based Program Comprehensive Services Clerks are responsible for:  Informing parent of TB requirement  Collecting valid TB screening records from parents which include either TB Skin Test or Chest X- Ray results, or a Physician’s Clearance indicating: Risk Factors not present -TB test is not required (noted on CSB207 – Report of Health Examination for Program Entry) or other signed or stamped document from physician/clinic.  Inputting TB screening data into CLOUDS upon receipt.  Updating TB section of the Blue Card in child’s file.  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 a Physician’s Clearance) Comprehensive Services Assistant Managers are responsible for:  Supporting the parent by coordinating with the Site Supervisor to set up case management 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 in the program without TB Clearance beyond 30 days from enrollment.  Coordinating with the CSAM to set up case management as needed.  Communicating with the Comprehensive Services Clerk to prepare exclusion letters.  Reviewing, authorizing and signing all exclusion letters, and designating staff for distribution. 4. Health History 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 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.  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. September 13, 2016 Contra Costa County Board of Supervisors 1504 2016-18 Policies and Procedures Section 2: Child Development 9 2016-18 Policies and Procedures Section 2 – Child Development  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 case management as needed. Site Supervisors are responsible for:  Reviewing the Health History, checking for Red/Yellow flags and referrals, coordinating with the Assistant Comprehensive Services Manager to set up case management / intervention as appropriate and returning any file without a Health History.  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. 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 Case Management for complex cases as needed. 5. Physical Exam (Baby/Child Well Check - Report of Health Examination for Program Entry) The Comprehensive Services Clerk is responsible for:  Providing a physical exam form (CSB 207-Report of Health Examination for Program Entry) to the parent and informing the parent of the 30 day requirement prior to enrollment.  Educating the parent on the Early and Periodic Screening, Diagnosis and Treatment (EPSDT) schedule copied on the back side of the CSB-207 exam form.  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.  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 clerk’s signature and date on the lower right hand side of the exam in the “Staff Follow-up” box.  Entering follow-up data on CLOUDS as needed.  Generating referrals as needed.  Collecting consents for release of information from parents and faxing them to providers to obtain incomplete/missing results.  Making follow up calls to clinics, doctors’ offices, and laboratories to obtain missing results.  Tracking physical exam due dates and sending reminder notices to parents as needed.  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. September 13, 2016 Contra Costa County Board of Supervisors 1505 2016-18 Policies and Procedures Section 2: Child Development 10 2016-18 Policies and Procedures Section 2 – Child Development The Comprehensive Services Assistant Manager is responsible for:  Tracking receipt of the annual physical exam for children on an ongoing basis, in accordance with the EPSDT Schedule and in collaboration with the Site Supervisor.  Tracking receipt of Well Child Exams for infants and toddlers 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 upon receipt of exam.  Tracking referrals and follow-up.  Initiating care plans with providers as appropriate.  Conducting follow-up with parents on an ongoing basis.  Conducting follow-up with providers to obtain documentation to complete the exam data or to obtain follow-up information.  Monitoring physical exam due dates to ensure compliance with the EPSDT Schedule. The Site Supervisor is responsible for the following:  Notifying the parent of the 30 day requirement at enrollment.  Tracking receipt of the annual physical exam for preschoolers on an ongoing basis  Tracking receipt of Well Child Exams for infants and toddlers 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 case management when appropriate.  Working with teaching staff to ensure child’s medical and developmental needs are addressed appropriately.  Ensuring implementation of care plans. The Comprehensive Services Health Manager is responsible for the following:  Supporting staff and families through the case management process for complex cases as needed.  Interfacing with community partners to obtain health education, services, assistance and follow- up. Age in Years 90th and 95th PERCENTILE BLOOD PRESSURE ACCORDING TO AGE and GENDER Boys Girls Systolic Diastolic Systolic Diastolic 90th% 95th% 90th% 95th% 90th% 95th% 90th% 95th% 3 107 111 68 73 106 110 69 73 4 108 112 69 73 107 111 69 73 5 109 113 69 74 109 112 69 73 September 13, 2016 Contra Costa County Board of Supervisors 1506 2016-18 Policies and Procedures Section 2: Child Development 11 2016-18 Policies and Procedures Section 2 – Child Development  Ensuring Health Services Advisory Committee participation in addressing the health concerns currently impacting CSB’s children and families. 6. Dental Exam Comprehensive Services Clerks are responsible for:  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 to parents and follow-up letters to dental providers as 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 onsite dental services and events. The Comprehensive Services Assistant Manager is responsible for:  Monitoring dental exam due dates on an ongoing basis.  Following up to ensure treatment plans are in progress, ongoing or complete.  Conducting case management for oral health education, dental access or non-compliance issues as needed.  Assisting the Comprehensive Services Manager with coordination of exams by volunteer dentists/mobile dental care, and other oral health events/services. The Site Supervisor is responsible for:  Collecting dental forms and forwarding them to Comprehensive Services Clerks.  Attending case management for dental issues as needed and keeping teachers informed with updates.  Coordinating with Comprehensive Services and teaching staff for onsite dental activities/trainings/events. The Comprehensive Services Health Manager is responsible for:  Coordinating volunteer dentists, mobile services and oral health events on an ongoing basis.  Attending case management for complex dental issues.  Interfacing 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. September 13, 2016 Contra Costa County Board of Supervisors 1507 2016-18 Policies and Procedures Section 2: Child Development 12 2016-18 Policies and Procedures Section 2 – Child Development 7. Staff Protocol for Dental Referrals If Dental Exam indicates Treatment Needed: The 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).  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 CSAM if the family has exhausted all options without success. The Comprehensive Services Assistant Manager is responsible for:  Monitoring CLOUDS reports to identify children in need of dental services, referrals and follow up.  Following-up with the Comprehensive Services Clerks and the parent to assist with extended “in progress” referrals.  In cases where the co-pay is unaffordable or the child is not eligible for insurance and parent cannot afford treatment, referring to local clinics, mobile dental services, the Children’s Oral Health Program, Give Kids a Smile dentist, or the CCDS 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. Comprehensive Services Health Manager is responsible for:  Collaborating with community partners to provide services on site or through local dental offices and dental events.  Initiating the request process for Head Start funds (last resort) – working with CSAM to acquire treatment estimate, letter from parent, date of dental appointment and additional documents needed. 8. Medical/Dental Home Comprehensive Services Clerks are responsible for:  Assisting families with health/oral health homes and coverage as well as applications as needed.  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. The Comprehensive Services Assistant Manager is 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. September 13, 2016 Contra Costa County Board of Supervisors 1508 2016-18 Policies and Procedures Section 2: Child Development 13 2016-18 Policies and Procedures Section 2 – Child Development The Comprehensive Services Health Manager is responsible for:  Collaborating with community partners to obtain access to medical/dental homes for CSB families. C. Developmental, Sensory, and Behavioral Screening All children are screened by the teaching staff in the areas of social emotional development, speech, self-help skills, motor and cognitive development, 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 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 the speech/language, behavioral, and cognitive screenings are completed within 45 days of class entry. The teacher places completed copies of the Speech and Language Screening, Brigance Cognitive Screening and Behavioral Screening in the Education section of the child’s file and enters screening data in CLOUDS. The originals are placed in the child’s file in the education section. Teachers give each child time to adjust to the new environment before rescreening if necessary. 1. Protocols for Sensory (Vision and Hearing) Screening Screenings are to be completed within 45 days of enrollment for children who do not have results as part of their Well Child Exam and for returning children, as needed, based on the EPSDT schedule. The 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 two week notice. Note – Two 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.  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. September 13, 2016 Contra Costa County Board of Supervisors 1509 2016-18 Policies and Procedures Section 2: Child Development 14 2016-18 Policies and Procedures Section 2 – Child Development  Providing an appropriate screening area on site for the administration of screenings.  Designating teaching staff to accompany children to and from designated screening location.  Ensuring the completion of the education section of the Screening Results Form (CSB212) within 75 days of enrollment. The 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 Brigance, Sp/Lang, and Behavioral areas 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 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. o 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 to the location of the screening administration.  Administering the vision and hearing screenings and, noting results for input in CLOUDS.  Cleaning up the equipment and leaving the area as it was found.  Entering all screening data in CLOUDS and documenting screening results, re-screens and 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. September 13, 2016 Contra Costa County Board of Supervisors 1510 2016-18 Policies and Procedures Section 2: Child Development 15 2016-18 Policies and Procedures Section 2 – Child Development  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. The Comprehensive Services Health Manager is responsible for:  Overseeing the monitoring of all sensory screenings, referrals and follow up.  Coordinating the annual Vision/Hearing Screening Trainings with CHDP.  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. 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 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, the IFSP, or IEP. Follow-up treatment 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 the estimated cost for treatment, must be submitted to an Assistant Director for approval and submitted to the fiscal unit and the Bureau Director. 1. Protocols for Referrals, Follow Up and Treatment The Comprehensive Services Clerk is responsible for:  Generating a referral in CLOUDS as soon as a need is identified  Assisting in collecting documentation regarding the case management process on an ongoing basis  Entering related data into CLOUDS The Comprehensive Services Assistant Manager is responsible for:  Monitoring CLOUDS reports and following up on referrals on a weekly basis September 13, 2016 Contra Costa County Board of Supervisors 1511 2016-18 Policies and Procedures Section 2: Child Development 16 2016-18 Policies and Procedures Section 2 – Child Development  Supporting families through the referral/case management process  Updating the status of the referral as it changes  Contacting the Comprehensive Services Manager for training or technical assistance as needed. The Comprehensive Services Health Manager is responsible for:  Providing training and technical assistance as needed. 2. Monitoring and Tracking Comprehensive Services Assistant Managers are responsible for the following on an ongoing basis:  Monitoring the process for accuracy and compliance.  Creating action plans as needed  Providing reports and updates to the Assistant Directors as needed  Providing training and technical assistance as needed Assistant Directors are responsible for:  Reviewing reports  Ensuring follow-up and corrective action plan completion E. Children with Disabilities- Screenings, Case Management 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, case managements 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. 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 given to us 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. 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, Case Management and Referral September 13, 2016 Contra Costa County Board of Supervisors 1512 2016-18 Policies and Procedures Section 2: Child Development 17 2016-18 Policies and Procedures Section 2 – Child Development 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 Case Management 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. ii. Case Management Meeting After gathering data, the site supervisor, teacher and CSAM review the strategies that will be presented to the parent in a case management meeting. The Site Supervisor and/or CSAM invites the parent/s to a case management 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 case management 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 Case Management Form (CSB514) and/or directly entered in CLOUDS under “Disabilities-Case Management 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 case management meeting is dismissed after identifying actions, roles and responsibilities for each member and scheduling a follow up meeting if necessary. September 13, 2016 Contra Costa County Board of Supervisors 1513 2016-18 Policies and Procedures Section 2: Child Development 18 2016-18 Policies and Procedures Section 2 – Child Development 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 disciplinary steps and has a behavior action plan, a copy of this plan, the child’s Ages and Stages Questionnaire – Social Emotional (ASQ-SE) and Development Screening 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 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 “Case Management Information” under the disability tab in CLOUDS. Copy of the case management (CSB514) or Case Management 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 Case Management 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. September 13, 2016 Contra Costa County Board of Supervisors 1514 2016-18 Policies and Procedures Section 2: Child Development 19 2016-18 Policies and Procedures Section 2 – Child Development 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 Case Management Team is to:  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  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.  Case Management  Crisis Intervention  Provide community resources to families  Child Abuse and Domestic Violence awareness September 13, 2016 Contra Costa County Board of Supervisors 1515 2016-18 Policies and Procedures Section 2: Child Development 20 2016-18 Policies and Procedures Section 2 – Child Development 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. 3. Mental Health Referral Procedures 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 case management 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 as Brigance, 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: o Name o Birthdate o CLOUDS ID# o Center name, room number, and EHS or HS checked o MediCal # o Social Security number o Copy of Medical card o Check if child has a Positive Guidance Plan and provide copy of the plan with referral o Check if the child is on one of the 4-Step Discipline Policy Steps, and if applicable, indicate which step and provide copy of the Discipline Letter o Address September 13, 2016 Contra Costa County Board of Supervisors 1516 2016-18 Policies and Procedures Section 2: Child Development 21 2016-18 Policies and Procedures Section 2 – Child Development o Phone # o Parent’s name o Home Language and English skills level of Parent and child o If child is being raised by grandparent or foster parent o Name of person making referral (CSAM name and contact number) o Reason for Referral o 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 o 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) 374-7033 and including the following documents: o Complete Referral Form o MediCal Card or other insurance documentation o Positive Action Behavior Plan/Discipline Step Policy Letter if on file o ASQ-SE (as available)  Sending email or calling Mental Health 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 case management 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).  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. September 13, 2016 Contra Costa County Board of Supervisors 1517 2016-18 Policies and Procedures Section 2: Child Development 22 2016-18 Policies and Procedures Section 2 – Child Development  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 case management 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 case managements 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. 4. 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  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 September 13, 2016 Contra Costa County Board of Supervisors 1518 2016-18 Policies and Procedures Section 2: Child Development 23 2016-18 Policies and Procedures Section 2 – Child Development  Comprehensive Services Disability/MH Manager, Ana Araujo: Cell (925) 864-0837 (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 5. 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 case management meetings 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. 6. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1519 2016-18 Policies and Procedures Section 2: Child Development 24 2016-18 Policies and Procedures Section 2 – Child Development  Site Supervisor or CSAM must obtain the following documentation from the outside agency professional. 1. Copy of Parental Consent to Child Release to Early Intervention Services (CSB 505) 2. Copy of Parent Consent to exchange information with CSB Staff (CSB 503) 3. 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 Manage 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 7. Policy Regarding Response to Legal Situations i. 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. 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1520 2016-18 Policies and Procedures Section 2: Child Development 25 2016-18 Policies and Procedures Section 2 – Child Development 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. 8. 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. Case management 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 case management to facilitate a referral. The Mental Health Clinical Supervisor and clinical staff provide consultation at case management meetings to discuss children who exhibit a typical behavior or emotional/behavioral needs. 9. Additional Mental Health Supports Staff and parent support group meetings are held to discuss child mental health parenting and caregiver issues and challenges. Case management meetings are conducted a minimum of twice per year depending on the needs of the family. i. 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 September 13, 2016 Contra Costa County Board of Supervisors 1521 2016-18 Policies and Procedures Section 2: Child Development 26 2016-18 Policies and Procedures Section 2 – Child Development 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 case management 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 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-Implement Best Practices  STRATEGY B-Create Positive Guidance Plan with parent and site staff  STRATEGY C-Case Management. If behavior continues review and update the Individualized Positive Guidance Plan with parent and site staff.  STRATEGY D-When strategies A to C have not been successful, the Positive Guidance Policy Step Letter to Parents is implemented. Apply only when Strategies A-C have been executed. STRATEGY A-Implementing Best Practices Undesirable behavior, while a normal part of growing up, is discouraged or redirected. The following strategies reflect best practices for responding to inappropriate behavior: September 13, 2016 Contra Costa County Board of Supervisors 1522 2016-18 Policies and Procedures Section 2: Child Development 27 2016-18 Policies and Procedures Section 2 – Child Development  Anticipate/eliminate potential problems  Evaluate and adjust the environment  Redirect child away from conflict or negative events to more positive activity  Offer choices to the child  Assist child to learn logical and natural consequences of their actions  Encourage respect for the feelings/rights 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 pro-social 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/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 why they are behaving a certain way – Kneeling down/getting on the children’s level and listening, communicates caring concern about them as individuals.  Assist the child in understanding what appropriate behavior is. Be clear and concise in your explanation of what you need the child to do. 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 angry with a child, immediately ask another teacher/supervisor to help. (It is best to request another adult to take over until you have calmed down.)  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 a general observation of the classroom and provide feedback in an effort to support the teachers work.  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. STRATEGY B - Positive Behavior Action Plan When the above listed strategies are ineffective, the next step is for the teacher, with site supervisor support and guidance, to consult with parent to develop an Individualized Positive Guidance Plan (CSB- 134B) Steps include:  Define the child’s strengths September 13, 2016 Contra Costa County Board of Supervisors 1523 2016-18 Policies and Procedures Section 2: Child Development 28 2016-18 Policies and Procedures Section 2 – Child Development  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 with specific goals that include a timeline for behavior change, classroom strategies and family involvement plans.  Develop strategies to reinforce the child’s positive behavior (specific strategies related to each goal).  Set timelines for plan implementation and progress follow up (two to four weeks should be given to implement behavior plan and should be followed up with case management within four weeks to review implementation and any needed changes)  Positive Guidance Plan will be reviewed within two to four weeks to check for 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. 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. STRATEGY C Positive Guidance Plan Case Management Team Meeting If there is little or no progress on the Positive Guidance Plan is made on the goals of the plan, or the child’s behavioral concerns increase, the Site Supervisor follows up with the Disabilities/Mental Health Comprehensive Services Manager to schedule a Case Management Team meeting at the earliest time possible. With the Assistant Directors approval, the child can be excluded from child development services until the case management meeting if the child shows an inability to adjust to group experiences and poses a health and/or safety risk to the other children, parents, or staff members. The Case Management Team will discuss strengths, concerns, recommendations, and additional support services available to the family and child. Immediately after the case management meeting continue implementation of best practices and strategies in the positive guidance plan. Continue to keep your Assistant Director informed throughout this process. If the child continues to demonstrate extreme, challenging or unsafe behavior, proceed to the implementation of the Positive Guidance Policy Step Letter to Parents. STRATEGY D- Discipline Policy 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, B and C) have failed, CSB staff will implement the following four step discipline policy (After each step, staff and parents are required to sign that each step has occurred): September 13, 2016 Contra Costa County Board of Supervisors 1524 2016-18 Policies and Procedures Section 2: Child Development 29 2016-18 Policies and Procedures Section 2 – Child Development STEP 1 If the child shows challenging or unsafe behavior, the parent will receive an injury/incident report. The Site Supervisor will meet with parent to review the Injury/Incident report offer resources as needed to help deal with the situation at home and discuss how staff is dealing with the situation in the classroom. The following action will be taken: Teachers are responsible for:  Informing the Site Supervisor about the incident by submitting the Accident/Incident Report (CSB208)  If the site supervisor is not available, ensuring that the parent signs a copy of the Injury/Incident Report and provide the original to the site supervisor. Site Supervisors are responsible for:  Evaluating the incident in the classroom. Reviewing and signing the Injury/Incident Report (CSB208).  Continue to keep your Assistant Director informed. With the parent: o Reviewing and signing Injury/Accident report if not done previously. o Reviewing and signing step one of the Positive Guidance Policy Step Letter to Parents form (CSB521) o Reviewing the previously created Positive Guidance Plan. o If not previously offered, provide parent resources and/or linkages to consultation o Discussing and encouraging a child referral for assessment with parents if appropriate and securing parent’s signature on a Child Referral Parent’s Consent form (CSB501). o Document meeting with Small Group Conference form and summarize the outcomes in child case notes section under the Positive Guidance category in CLOUDS. STEP 2 If the child shows challenging or unsafe behavior a second time, the parent will receive an injury/incident report. The Site Supervisor will meet with parent to provide resources as needed to help deal with the situation at home and discuss how staff is dealing with the situation in the classroom. The site supervisor will offer the parent linkage to confidential consultation with the CSB Mental Health Staff. The following actions shall be taken: Teachers are responsible for:  If the site supervisor is not available, ensuring that the parent signs a copy of the second Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisors are responsible for:  Continuing to keep the Assistant Director informed.  Calling the parent immediately and setting up a case management to discuss the incident and new strategies for behavior modification and the possibility of a more appropriate placement for the child. Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable. At the case management meeting; o Reviewing and signing Injury/Accident report if not done previously. o Review and sign step two of the Positive Guidance Policy Step Letter to Parents form. (CSB521) September 13, 2016 Contra Costa County Board of Supervisors 1525 2016-18 Policies and Procedures Section 2: Child Development 30 2016-18 Policies and Procedures Section 2 – Child Development o Reviewing the previously created Positive Guidance Plan and provide resources and make adjustments as needed. o Offer parent linkage to confidential consultation with the Mental Health Manager or follow-up on previous referral. STEP 3 If the child shows challenging or unsafe behavior a third time and the two previous steps are proving to be ineffective, the parent will receive an injury/incident report and is required to attend a second case management meeting and meet to review if resources were used and to discuss the possibility of a more appropriate placement for the child. The following actions shall be taken: Teachers are responsible for:  If the site supervisor is not available, ensuring that the parent signs a copy of the second Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisors are responsible for:  Continuing to keep the Assistant Director informed.  Calling the parent immediately to pick up his/her child if necessary.  Calling the parent immediately and setting up a case management to discuss the incident and new strategies for behavior modification and the possibility of a more appropriate placement for the child.  Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable.  Provide documentation on the child’s progress which may include review of teacher’s progress report based on Education Manager’s observation and strategies provided in step 2, Positive Guidance Plan or any other behavioral monitoring tool.  Inform cluster Assistant Director as needed and Mental Health Clinician if child is receiving mental health services. At the case management meeting; o Reviewing and signing the Injury/Accident report if not done previously. o Reviewing and signing step three of the Positive Guidance Policy Step Letter to Parents (CSB521) o Reviewing the previously created Positive Guidance Plan and provide resources and make adjustments as needed. o Offer parent linkage to confidential consultation with the Mental Health Manager or follow-up on previous referral. o Discuss the possibility of a more appropriate placement for the child. STEP 4 If the child shows challenging or unsafe behavior a fourth time and the three previous steps are proving to be ineffective, the parent will receive an injury/incident report and is required to attend a final case management meeting to assist the parent with securing or transferring the child to a more appropriate environment or program. The parent is given two week’s written notice of the change or a Notice of Action to comply with the state regulations and termination notices. Occasionally, a two week notice may not be given due to severe behavior with Assistant Director’s consent. During this period program staff is to assist the parent in reviewing alternative referral services and advocating for entry into a new program. The following actions shall be taken: September 13, 2016 Contra Costa County Board of Supervisors 1526 2016-18 Policies and Procedures Section 2: Child Development 31 2016-18 Policies and Procedures Section 2 – Child Development Teachers are responsible for:  If the site supervisor is not available, ensuring that the parent signs a copy of the third Injury/Incident Report that relates to challenging or unsafe behavior and provide the original to the site supervisor. Site Supervisor will be responsible for:  Continuing to keep the Assistant Director informed  Inform the Comprehensive Services Assistant Manager, Comprehensive Services Manager, and additional professional support, including clinicians, play therapists and speech and language therapists.  Calling the parent immediately and setting up a case management to discuss the incident.  Coordinating with CS assistant manager and invite the education manager, teacher, advocate for family and clinician if applicable.  Reviewing and signing step four of the Positive Guidance Policy Step Letter to Parents form (CSB521) Comprehensive Services Manager will be responsible for:  Conducting the case management with Site Supervisor and Assistant Director to consult and discuss child’s alternative placement.  Providing resources and additional support to the family as needed to help with the transition to the new placement, if applicable. I. Case Management 1. Description Case management 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 case management process and essential to quality outcomes. 2. Purpose Case management 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). Case management meetings can be called any time the need arises. However, to provide continuity of care to children receiving MH or disability interventions services, case managements are conducted as a minimum twice a year. 3. Role of the Case Management Facilitator A case management 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. September 13, 2016 Contra Costa County Board of Supervisors 1527 2016-18 Policies and Procedures Section 2: Child Development 32 2016-18 Policies and Procedures Section 2 – Child Development Case managements are best offered in a climate that allows direct communication between the case management 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 Case Management Report (CSB514). At the end of the case management, 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. Case management 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. 4. Case Management 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. The Case Management 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 5. Case Management 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. September 13, 2016 Contra Costa County Board of Supervisors 1528 2016-18 Policies and Procedures Section 2: Child Development 33 2016-18 Policies and Procedures Section 2 – Child Development  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. 6. The Case Management Team Meeting i. Description Case Management 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 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. The following is the case management process: 1. Concerns are reported to the Site Supervisor 2. Prior to Case Managements 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. 3. 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. 4. The Comprehensive Services Assistant Managers with the support of the SS arranges for a Case Management Meetings with the families to address concerns. 5. Meeting team participation and meeting notes will be documented on CSB905 and CSB 514 6. Meeting decisions such as actions and responsibilities will be shared so parent and staff will implement the items for follow up. ii. 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 Case Management Team meeting. A Case September 13, 2016 Contra Costa County Board of Supervisors 1529 2016-18 Policies and Procedures Section 2: Child Development 34 2016-18 Policies and Procedures Section 2 – Child Development Management Team meeting must be scheduled to plan strategies on how to effectively meet the child’s needs. The Site Supervisor is responsible for: 1. Requesting assistance from Education Managers to observe the classroom. 2. Reviewing classroom observations and Individualized Positive Guidance Plan with the teaching staff prior to a Case Management Team meeting. 3. Discussing strategies/intervention techniques with teaching staff prior to the Case Management Team meeting. 4. Coordinating meeting with Comprehensive Services staff so key stakeholders could attend (CSB staff as well as any other professional involved with the child/family). 5. During the case management 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. 6. Support the team following the case management meeting agreements. If Applicable, the Nutritionist and Health Services Manager are responsible for:  Gathering relevant information before the meeting  Writing nutritional plans for children and families The Comprehensive Services Manager/Assistant Manager will be responsible for: 1. 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. 2. Coordinating and gathering relevant information before the meeting. Including file review and classroom observations. 3. Creating an agenda to provide to all participants and keeping the meeting on time/track and have all participants sign-in. 4. Facilitating the meeting by supporting positive outcomes, facilitating referral as needed, sharing next step including roles and responsibility of the participants. 5. Keeping meeting documentation on child’s file: Meeting Signing Sheet (CSB-905), Case Management (CSB 914) and if applicable consent for referrals (CSB 501). 6. 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) A. 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. B. 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 September 13, 2016 Contra Costa County Board of Supervisors 1530 2016-18 Policies and Procedures Section 2: Child Development 35 2016-18 Policies and Procedures Section 2 – Child Development 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1531 2016-18 Policies and Procedures Section 2: Child Development 36 2016-18 Policies and Procedures Section 2 – Child Development a) 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 b) 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. c) 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 the following number: 925-890-7540 or 925-864-0837. 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. d) 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). e) Reporting suspect of child abuse: 1. 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 2. 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. 3. Mail or Fax the completed report (CSB 510 or Form STAR SS 8572) to: Children and Family Services 400 Ellinwood Pleasant Hill, CA 94523 Fax: 925-602-6980/6981 4. 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. September 13, 2016 Contra Costa County Board of Supervisors 1532 2016-18 Policies and Procedures Section 2: Child Development 37 2016-18 Policies and Procedures Section 2 – Child Development f. 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. g. CSB Mental Health staff is responsible for:  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. h. 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. September 13, 2016 Contra Costa County Board of Supervisors 1533 2016-18 Policies and Procedures Section 2: Child Development 38 2016-18 Policies and Procedures Section 2 – Child Development II. 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 part 1304). 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,  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,  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.” September 13, 2016 Contra Costa County Board of Supervisors 1534 2016-18 Policies and Procedures Section 2: Child Development 39 2016-18 Policies and Procedures Section 2 – Child Development  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 (a) 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. (b) 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 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. (c) Commissioner - Commissioner of the Administration on Children, Youth and Families. (d) Day - Calendar day. (e) 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. (f) 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. (g) Eligibility criteria - Criteria for determining that a child enrolled in Head Start requires special education and related services because of a disability. (h) Grantee - A public or private non-profit agency that has been granted financial assistance by ACYF to administer a Head Start program. (i) Individualized Education Program (IEP) - 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. (j) Least Restrictive Environment - An environment in which services to children with disabilities are provided: (1) To the maximum extent appropriate, with children who are not disabled and in which; (2) 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. (k) 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. (l) 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 education, including assistive technology services and devices. September 13, 2016 Contra Costa County Board of Supervisors 1535 2016-18 Policies and Procedures Section 2: Child Development 40 2016-18 Policies and Procedures Section 2 – Child Development  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. (m) Responsible HHS (Human Health Services) official - The official who is authorized to make the grant of assistance in question or his or her designee. (n) 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. 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) September 13, 2016 Contra Costa County Board of Supervisors 1536 2016-18 Policies and Procedures Section 2: Child Development 41 2016-18 Policies and Procedures Section 2 – Child Development  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 case management 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. 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, case management team meetings and IEP meetings.  Participate in program collaboration meetings.  Collaborates completing children’s assessments 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, documenting progress, and meeting with families. Follow CSB transition protocols  Participate in case management 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. September 13, 2016 Contra Costa County Board of Supervisors 1537 2016-18 Policies and Procedures Section 2: Child Development 42 2016-18 Policies and Procedures Section 2 – Child Development  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 case managements as needed to provide early interventions to children with identified concerns based on health, nutrition, social-emotional and developmental screenings.  Facilitates pre-enrollment case managements 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1538 2016-18 Policies and Procedures Section 2: Child Development 43 2016-18 Policies and Procedures Section 2 – Child Development 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 case management 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.  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 September 13, 2016 Contra Costa County Board of Supervisors 1539 2016-18 Policies and Procedures Section 2: Child Development 44 2016-18 Policies and Procedures Section 2 – Child Development 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 case management 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. Service Plan Community Services Bureau develops annually a disabilities service plan based on the community assessment results, providing strategies for meeting the community needs and the special needs of children with disabilities and their parents. The purpose of this plan is to assure:  All components of the Community Services Bureau program are appropriately involved in the integration of children with disabilities and their parents.  Resources are used efficiently. 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 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 children are screened by the teaching staff in the areas of social and emotional development, speech and language, motor and cognitive development. All infants September 13, 2016 Contra Costa County Board of Supervisors 1540 2016-18 Policies and Procedures Section 2: Child Development 45 2016-18 Policies and Procedures Section 2 – Child Development and toddlers are screened for cognitive development, social-emotional development and follow the vision and hearing assessments based on the EPSDT schedule. The Comprehensive Services Team screens preschool children in hearing, vision, and nutrition, within 45 days of initial enrollment in Head Start and follows CHDP schedule thereafter. Parents are informed about all screenings, their purpose, and give consent in advance before staff can complete the screenings. Comprehensive services staff completes the screening results form 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 speech and language screening tool, the social-emotional, sensory and developmental screenings 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 the Speech and Language Checklist, Brigance Cognitive Screening 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 re-screening, (for cognitive, social-emotional - and/or speech/language screenings results) the teacher will communicate with the Site Supervisor and Compressive 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 case management meeting. 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 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 3 rd 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 September 13, 2016 Contra Costa County Board of Supervisors 1541 2016-18 Policies and Procedures Section 2: Child Development 46 2016-18 Policies and Procedures Section 2 – Child Development 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. 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 case management 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. 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 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 case management 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.) September 13, 2016 Contra Costa County Board of Supervisors 1542 2016-18 Policies and Procedures Section 2: Child Development 47 2016-18 Policies and Procedures Section 2 – Child Development  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 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 September 13, 2016 Contra Costa County Board of Supervisors 1543 2016-18 Policies and Procedures Section 2: Child Development 48 2016-18 Policies and Procedures Section 2 – Child Development Services Bureau addresses the child's individual needs within the classroom or during a home based visit to provide necessary support and services. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1544 2016-18 Policies and Procedures Section 2: Child Development 49 2016-18 Policies and Procedures Section 2 – Child Development 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 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 (FCSB65) 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 September 13, 2016 Contra Costa County Board of Supervisors 1545 2016-18 Policies and Procedures Section 2: Child Development 50 2016-18 Policies and Procedures Section 2 – Child Development 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 case management 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 Case Management meeting in collaboration with the comprehensive services manager the site team will:  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: o Recommend enrolling the child in appropriate placement o 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. September 13, 2016 Contra Costa County Board of Supervisors 1546 2016-18 Policies and Procedures Section 2: Child Development 51 2016-18 Policies and Procedures Section 2 – Child Development The Comprehensive Services Assistant Managers evaluate the need for further specialized assessment after all standard screenings have been completed. In a case management 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 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. 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 case management 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 case management will take place to ensure that CSB can accommodate the individual needs of the child in the classroom. September 13, 2016 Contra Costa County Board of Supervisors 1547 2016-18 Policies and Procedures Section 2: Child Development 52 2016-18 Policies and Procedures Section 2 – Child Development BB. Eligibility Criteria: Speech or Language Impairments All HS children are screened for speech and language delays, within 45 days of enrollment. Infant/toddlers and preschool children with suspected speech/language delays are referred 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 case management 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 case management 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 case management 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 case management 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 case management 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1548 2016-18 Policies and Procedures Section 2: Child Development 53 2016-18 Policies and Procedures Section 2 – Child Development children are referred for further evaluation to outside agencies. Upon receipt of evaluation/diagnosis, a case management 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. 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  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 September 13, 2016 Contra Costa County Board of Supervisors 1549 2016-18 Policies and Procedures Section 2: Child Development 54 2016-18 Policies and Procedures Section 2 – Child Development 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 case management 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 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 disciplinary steps and has a behavior action plan, a copy of the plan, along with the child’s Social-Emotional and Developmental Screenings 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. September 13, 2016 Contra Costa County Board of Supervisors 1550 2016-18 Policies and Procedures Section 2: Child Development 55 2016-18 Policies and Procedures Section 2 – Child Development 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 completed including:  Child’s name  Child’s birth date  Child’s CLOUDS ID number #  Child’s center  Current home address (Encourage family to avoid moving houses while the LEA is evaluating the child)  Family phone number#  Parent’s name  Parent’s language of preference  Child’s language of preference  No need of SSN or Medi-Cal for Disability referrals  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 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 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 case management notes and intervention/referral information under the disability tab in CLOUDS (Intervention/Referral). A copy of the Case Management (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 Case Managements will follow as applicable. September 13, 2016 Contra Costa County Board of Supervisors 1551 2016-18 Policies and Procedures Section 2: Child Development 56 2016-18 Policies and Procedures Section 2 – Child Development 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 Case Management meeting. Case Management 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 Case Management 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1552 2016-18 Policies and Procedures Section 2: Child Development 57 2016-18 Policies and Procedures Section 2 – Child Development III. 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. Individualization is based on information gained from:  Home visits  Child’s health and nutritional screenings and health histories  Educational screenings: Speech and Language, Brigance Cognitive Screen and Ages and Stages Social Emotional Questionnaire (ASQ-SE)  Desired Results Developmental Profile (DRDP 2015) Assessment  Parent conferences and contacts  Children’s Individual Education Plans (IEP’s, IFSP’s) B. Individual Goals Individualization is documented on:  CSB Individualized Tracking Sheet  DRDP 2015 Individualization Form  Lesson Plans  First and Second Parent Conference Forms  Progress Notes  Case Managements  Behavioral Management plans Upon completion of the child’s first sixty days, teaching staff review the information collected from the parent contacts, educational screenings, the DRDP 2015 assessment, anecdotal records, health histories and IEP’s/IFSPs (when applicable) and determine a minimum of seven goals (2 goals in Children are Personally and Socially Competent, 3 goals in Children are Effective Learners, 1 goal in Children Show Physical and Motor Competence, and 1 goal in Children are Safe and Healthy). Each child‘s goals including their DRDP 2015 measure number are listed on the CSB Individualized Tracking sheet form under the appropriate category. IEP/IFSP goals and special health goals such as nutrition interventions are listed on the form under Special Needs. In addition, each child is assigned a letter code that is used to document individualized activities on the lesson plan. C. First Parent Conference / Individualized Plan The first parent conference is scheduled within the first ninety days of enrollment. 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. A minimum of seven goals (2 goals in Children are Personally and Socially Competent, 3 goals in Children are Effective Learners, 1 goal in Children Show Physical and Motor Competence, and 1 goal in Children are Safe and Healthy) are identified that correspond to DRDP 2015 measures. Home activities are also planned for the parent and child to engage in at home. Parent and teacher must sign and date the form. September 13, 2016 Contra Costa County Board of Supervisors 1553 2016-18 Policies and Procedures Section 2: Child Development 58 2016-18 Policies and Procedures Section 2 – Child Development D. Second Parent Conference A second parent conference is scheduled within 20 days of the completion of the second DRDP 2015. During this conference the parent and teacher review the child’s progress on the goals and objectives set during the first conference and discuss parent observations and teacher observations. New learning goals and objectives are determined in collaboration with parent. Parent/child activities to support goals are planned for the home. E. The Infant-Toddler Individual Needs and Services Plan The Individual Needs and Services Plan (CSB180) is completed prior to the first day of attendance. The process includes a personal interview with a family member by a staff member. The form is then updated quarterly. 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, new foods introduced, preferences and voiding patterns are shared. Staff should be aware of and share information about community nutritional issues that may be identified services that are needed by a child that are different from the normal routines shall be provided including but not limited to special exercises for children with physical disabilities. F. Lesson Plans Lesson Plans are posted weekly. The lesson plan provides a variety of developmentally appropriate activities and materials for the children to engage in that will stimulate 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. Individualization is documented on a tracking form with the children’s alphabetic code. These codes are added to the activities planned to meet the children’s individual needs. The lead teachers are responsible for:  Planning and developing the weekly lesson plan with their classroom team.  Writing individualization codes for each child throughout the lesson plan within different activities.  Submitting the draft plan to the site supervisor every Thursday.  Posting the weekly lesson plan every Monday, The Site Supervisor is responsible for:  Reviewing and approving the draft weekly plan.  Signing off and dating the approved plan.  Returning the approved plan to the lead teachers every Friday.  Ensuring the lesson plans are posted in the classrooms every Monday morning. G. Developmental, Sensory, and Behavioral Screening Newly enrolled preschool children are screened by teaching staff in the areas of social emotional development using the ASQ-SE, speech and language, and cognitive development using the Brigance within 45 days of enrollment. All preschool children are given a speech and language screening annually. Newly enrolled infants and toddlers are screened by teaching staff in the areas of cognitive September 13, 2016 Contra Costa County Board of Supervisors 1554 2016-18 Policies and Procedures Section 2: Child Development 59 2016-18 Policies and Procedures Section 2 – Child Development development using the Brigance, and social emotional development using the ASQ-SE. Comprehensive Services Team screens all children in hearing, vision, and nutrition, within 45 days of class entry, and annually thereafter. Parents are informed about all screenings and their purposes in advance. The results from the screening are used to begin the individualization process for each child. (For more information on screenings, please refer to Part II, Services for Children with Disabilities, Section L, page 37). H. 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. There is a DRDP for preschool and infant/toddler age children. The tool assesses children in the four areas of the California State specified Desired Results: Children are: Personally and Socially Competent, Children are Effective Learners, Children show Physical and Motor Competence, Children are Safe and Healthy. The DRDP 2015 assessment of children is accomplished through on-going written observation of the child. Infants, toddlers and preschool children are assessed three times per year: The first assessment is completed within the first 60 days of enrollment and the second DRDP 2015 assessment is completed within 150 days of enrollment, and the third DRDP is completed in June. Teachers must also write evidence notes per assessment measure in order to document the child’ show behavioral proof that the child is at that level. 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. I. Program Transitions Parents are given the opportunity to participate in and be supported in the transition of children into Early Head Start, Head Start and Kindergarten. 1. Transition Policies and Procedures for Infant/Toddlers Transition into the infant/toddler programs will begin for families during the enrollment process into CSB program options. Parents and children are invited to visit the center or other program options to meet center staff, family childcare providers, home educators, or other program staff, and observe the educational environment. Classroom orientation will be done before the child starts the program, followed by the initial home visit. To ensure a continuation of program services to children and families, infant/toddler staff and preschool staff will work in conjunction to provide a quality and effective transition to preschool. The transition plan from the infant/toddler program to preschool is mandated to begin six months prior to the move. The CSB Transition form (CSB161) will be completed by the parent, teacher caregiver and site supervisor six months prior to the transition and updated quarterly. At that time, the child will be placed on the CSB wait list and the Comprehensive Services Team will be notified that a transition is being initiated. Comprehensive Services staff will schedule a meeting with the parents to determine eligibility for CSB programs as soon as possible. If the family is eligible, per Head Start Performance Standard 1305.7c, CSB will ensure whenever possible, that the child receives Head Start services until enrolled in school. If the September 13, 2016 Contra Costa County Board of Supervisors 1555 2016-18 Policies and Procedures Section 2: Child Development 60 2016-18 Policies and Procedures Section 2 – Child Development family no longer qualifies for CSB programs, they will be provided other alternatives including partner sites and fee-based sites. The persons involved during the transition will be:  Parents  Teacher/Primary Caregiver  Teacher in new site  Site Supervisor(s)  Comprehensive Services Team After three months, the above team will meet to update the Transition Plan (CSB 161) and to discuss the preschool placement. 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. A final home visit will close the child’s file and the caregiver teacher will continue to visit the child in the new setting as needed. The infant/toddler file will be placed behind the new preschool file. 2. Transition Policies and Procedures for Preschoolers Transition to preschool will begin for children and their families during the enrollment process into CSB program options. Parents and children will be invited to visit the center or other program options to meet center staff, family childcare providers, home educators, and other program staff, and experience the educational environment. The initial home visit will be used to begin the transition. The classroom/home-based orientation will further enhance the process. A child transition plan will be developed according to the individual needs of each child. The plan will be designed when the parent indicates an upcoming change of placement or when the child is scheduled to transition. Staff involved in the plan development with the parent(s) includes:  Teacher/Family Childcare Provider/Home Educator  Receiving site staff  Site Supervisor  Comprehensive Services team Prior to a final transition, the parent, child and CSB staff (when possible) will visit the new program. A final home visit will be conducted to finalize the process and determine any additional family support that may be needed. 3. Kindergarten Transition Kindergarten registration information is provided to families between December – March and parents are given information on their local school district enrollment procedure. 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. September 13, 2016 Contra Costa County Board of Supervisors 1556 2016-18 Policies and Procedures Section 2: Child Development 61 2016-18 Policies and Procedures Section 2 – Child Development Kindergarten transition meetings are conducted between April – June. At that time, resources for parents to assist their child in transitioning to kindergarten are provided. 4. 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.  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/arrange a visit to the prospective school before their children transfers September 13, 2016 Contra Costa County Board of Supervisors 1557 2016-18 Policies and Procedures Section 2: Child Development 62 2016-18 Policies and Procedures Section 2 – Child Development IV. 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 two special day classes in collaboration with CSB.  Home Based: Home base teachers 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 The curriculum is enhanced by the Project Approach to learning. 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, disposition and feelings. In addition, the curriculum is guided by:  Growing, Growing Strong: A Whole Health Curriculum for Young Children.  I Am Moving, I Am Learning infant and toddler gross and fine motor enhancement.  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 The CSB program operates year-round, and children are enrolling and departing throughout the year. Orientation is ongoing throughout the year. Orientation Steps are as follows: September 13, 2016 Contra Costa County Board of Supervisors 1558 2016-18 Policies and Procedures Section 2: Child Development 63 2016-18 Policies and Procedures Section 2 – Child Development  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.  During phase in, the teacher provides a tour of the classroom and play yard, introduces the daily schedule, lesson plans, parent conferences, emergency procedures, curriculum, screening and assessments, meal-time practices, celebration policies and hygiene practices.  The Site Supervisor informs parents about sign in-sign out procedures, parent and policy council meetings, attendance and drop off and pick-up policies, volunteer opportunity information, behavior management policies, sick child and medication policy and complaint procedures for parent and completes emergency forms (CSD-112). 2. Classrooms Preschool Classrooms are divided in clearly defined interest areas 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.  Classroom displays 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, comfortable and orderly. Infant and toddler classrooms are set up using a PITC Relationship based model between the infant/toddler and caregiver. 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. Classroom areas include gross and fine motor materials, sensory opportunities, books, and classroom displays that reflect family backgrounds and diversity. For toddlers, 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 and grow. By encouraging continuous communication with family members, classrooms reflect the experiences of home and neighborhood. 3. Classroom Transitions In both Early Head Start and Head Start classrooms, teaching staff ensures that transitions are thoughtfully conducted for each child. Transitions to and from indoor and outdoor activities are implemented intentionally, smoothly, and naturally. Effectively managing and being thoughtful about transitions is important. Around three years of age children begin to internalize a schedule in that they can tell the difference between routine and transition activities from other activities during the day. September 13, 2016 Contra Costa County Board of Supervisors 1559 2016-18 Policies and Procedures Section 2: Child Development 64 2016-18 Policies and Procedures Section 2 – Child Development When activities during the day are predictable, it helps children begin to understand the concept of time. Well planned transitions make the difference between a difficult and a harmonious day for early childhood educators as well as for children. Anticipating what is coming next makes children feel they are in control of what is happening. The overall approach to classroom transition is:  Be proactive and be alert! Have strategies to engage children who are having difficulties with transitions, and children who are learning the routines due to irregular attendance or new to the classroom.  Always transition children in small groups, and ensure children are assigned to a small group at enrollment. This reduces confusion, distraction, and waiting.  Plan ahead and make transitions fun! Transitions are to be planned, so that they are engaging for children and there is very little wait-time. Document transition activities on the lesson plan.  Prepare. All teaching materials and small group activities must be thoughtfully prepared ahead of time so they are ready for the day and easily accessible.  Have a back-up plan for special events or unusual changes, such as when a staff member is out, or other emergencies arise during or before the transition.  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. Engage children in the transition.  Review transition safety with the children often and whenever needed, especially when providing required Pedestrian Safety at the start of the Program Year.  Follow the protocols outlined in the Transition Head Count Policy and CLOUDS In-Transition feature, which include a visual count and the required sweep of the environment.  Always sweep the environment before leaving the classroom or yard by physically walking the perimeter looking under and around thoroughly.  Communicate continuously with all team members. Keep all team members informed.  Quick and efficient transitions are a CLASS expectation in the Classroom Organization domain, and Productivity dimension.  CSB has zero tolerance for lack of visual supervision! All designated caregivers are to be present, engaged, and calm during transitions.  There are a minimal number of transitions in the day.  All transitions that require children exiting or entering the classroom must be conducted using the Hourly Headcount and Transition form (CSB700 Head Count Form and CSB-700A Hourly Head Count Protocol). 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 she may be able to see every child as they transition. 4. English Language Learners Education for English Learners is enhanced when preschool programs and families partner around children’s education. 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. September 13, 2016 Contra Costa County Board of Supervisors 1560 2016-18 Policies and Procedures Section 2: Child Development 65 2016-18 Policies and Procedures Section 2 – Child Development  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. Projects are in-depth investigations on a topic based on children’s interests. Projects:  Must be relevant to children’s experiences and interests beyond their experience.  Topics of study must be authentic so that children can manipulate and explore real objects.  Literacy, math, social studies, art, science and technology are incorporated into project investigations.  Parents and caregivers are an integral part of the planning and implementation of projects.  Project components include: o Selecting a topic based on the children’s interests o Teaching team creating a web of interrelated ideas and activities: ideas must incorporate literacy, math, science, social studies, the arts and technology into the study o Opening event o Involving parents in the implementation of the project. o Project investigations o Field trips and visiting experts o Documentation of Project process o Closing events 6. Program for Infants and Toddlers The 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 have their own innate curriculum. PITC promotes specific program components that focus on a responsive curriculum that is based on supporting the child’s internal motivation to learn. PITC Program components :  Care in small groups; each child is assigned to one special infant/toddler care teacher who is principally responsible for that child’s care. When children spend a longer day in care than their primary infant/toddler care teacher, a second infant/toddler care teacher is assigned to be the primary relationship.  Cultural Continuity; care between home and child care becomes even more so when the infant or toddler is cared for in the context of cultural practices different from that of the child's family. Because of the important role of culture in development, infant/toddler care teachers who serve families from diverse backgrounds; heighten their understanding of culture in the lives of infants and toddlers, develop cultural competencies, acknowledge and respect cultural differences, and learn to be open and responsive to, and willing to negotiate with families about child rearing practices.  Individualized care; this follows children’s unique rhythms and styles and promotes child well- being and a healthy sense of self. Rhythms or needs that are different from those of other children are responded to promptly. This approach supports each child’s growing ability to self- regulate and to function independently in personal and social contexts. September 13, 2016 Contra Costa County Board of Supervisors 1561 2016-18 Policies and Procedures Section 2: Child Development 66 2016-18 Policies and Procedures Section 2 – Child Development  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. Ready to Learn Curriculum Enhancement Teaching staff implement strategies to assist children and their parents to successfully transition into a preschool or infant toddler classroom. Teaching staff facilitate this transition by welcoming new families; nurturing and bonding with children; modifying the classroom environment; establishing school rules; teaching health, safety and nutrition practices; helping children make friends; and by establishing caregiver groups upon entrance to the classroom. 8. Anti-Bias and Supporting Diversity  CSB curriculum is based on an anti-bias, multicultural approach.  Families are asked to share their culture and traditions.  Food served at mealtimes is culturally inclusive  Teaching staffs reflect the populations in the classrooms.  Classroom activities and environments reflect children’s ethnic identity.  Environments include diverse visual materials such as pictures, books and photographs. Games, music, planned activities and books reflect diversity in gender, family composition, culture, language and ethnicity. 9. Teacher/Child Interactions Positive teacher child interactions build trusting, nurturing bonds between staff and children, which supports the children’s developing a love of learning. Teachers:  Welcome children and families into the program daily.  Foster positive social behaviors such as cooperating, helping, conflict resolution, and turn taking by using modeling, coaching and encouragement.  Speak to the children at eye level and move to where a child is to speak with them directly.  Use an appropriate tone of voice. Teacher’s voices should not be heard above children’s voices.  Observe children to assess their level of cognitive development and social skills.  Facilitate child initiated learning by offering children choices and providing them with materials to manipulate and explore.  Engage children in conversations during work time, mealtimes and 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 unless a doctor’s note with such limitation has been provided to the personnel office. 10. Caregiver Groups Upon entry, each preschool child is assigned to a caregiver group of six to eight children based on their developmental and individual needs. The teaching staff assigned to the caregiver group will plan and implement individualized activities for their group during small group time and assist them during classroom transition times. September 13, 2016 Contra Costa County Board of Supervisors 1562 2016-18 Policies and Procedures Section 2: Child Development 67 2016-18 Policies and Procedures Section 2 – Child Development Upon entry infants are assigned to a caregiver group of three children per caregiver and a caregiver group of no more than four toddlers. Infants and toddlers remain with the same caregiver possible throughout their enrollment in the program to ensure continuity of care. Caregivers design the learning environment to be responsive to the individual needs of each child. Caregiver Groups during Transitions:  It is CSB’s policy to transition in small groups.  Caregiver Groups are maintained throughout the daily activities, including transitions. Groups can be named after animals, shapes, etc. Each instructional staff works closely with that group at lunch and snack times, small group, bathroom time, hand washing, etc. For children, this reduces confusion, distraction and waiting around and promotes attachment with the primary caregiver.  It is easier for a small group of children to go outdoors to indoors, get settled for nap, wash hands, etc. When children transition in their caregiver groups, teachers enhance bonding, group interactions, and language. Caregiver groups also enable instructional staff to meet individual needs and be more responsive to the children.  When children are in caregiver groups, staff and children can take time for transitions and their schedule is more relaxed. For example, if children go outside in a small group, there isn’t a mass rush to the door to get to the door first. 11. Child Health and Safety Teaching staff integrates health and safety lessons and activities into the daily lesson plan. Health curriculum includes: I Am Moving, I Am Learning Gross Motor Activities, Little Voices for Healthy Choices, oral health, pedestrian safety (first 30 days), sun safety, transportation safety, hygiene practices, home safety, 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, after sand and water play, 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 (CSB 136) 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, VI. A daily Health Inspections 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 CSB form 700 in accordance with Head County Policy as described in CSB form 700A, and checks that door alarms are set and all gates are secured at all times. September 13, 2016 Contra Costa County Board of Supervisors 1563 2016-18 Policies and Procedures Section 2: Child Development 68 2016-18 Policies and Procedures Section 2 – Child Development Children are supervised at all times, and always supervised while toileting. 12. Nutrition Children participate in learning activities planned to affect the selections and enjoyment of a wide variety of nutritious foods. Nutrition activities include: field trips, planting gardens, reading stories about food and nutrition, and sampling a wide variety of foods. Nutrition activities are planned for work time and circle time. Children are involved in simple cooking projects including making their own snacks and sandwiches weekly. Teaching staff serve meals family-style at the centers. Children participate in setting the tables, serving themselves, pouring their own beverages and scrape their plates. 13. Language / Literacy Curriculum Enhancements  Reading is Fundamental: A privately funded grant that provides book giveaways for each child. The program allows for children to self-select books and encourages an appreciation of books and reading.  Learning through Literature Curriculum Enhancement: Each month teaching staff receives a picture story book to read to their classroom that contains a written guidance of open ended questions to ask their children. The questions include speaking techniques which can prompt children’s speech and are based on content of the story.  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.  Books at Naptime: Each child may choose a book to read to themselves on their mat for at least 10 minutes at the beginning of naptime. 14. 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. 15. Television in the Classroom Videos and DVD are not used in the classroom unless it is connected to a project tropic or is approved as curriculum enhancement. Videos are not to be used for more than 15 minutes at a time. All videos and DVD must be approved by the site supervisor before they are viewed at the site. 16. 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, NAEYC Guidelines, and Creative Curriculum. The lesson plan communicates to staff and parents the activities for each day of the week. The lesson plan must include strategies and activities that are consistent with the emergent, project based curriculum and focuses on the children’s individual goals and IEP/IFSP goals. The teacher submits a completed lesson plan form to the Site Supervisor weekly for September 13, 2016 Contra Costa County Board of Supervisors 1564 2016-18 Policies and Procedures Section 2: Child Development 69 2016-18 Policies and Procedures Section 2 – Child Development approval. An approved lesson plan is posted in the classroom by 8:00 A.M. Monday morning of the current week. Lesson plans are completed at the center by the teaching staff, with input from parents and volunteers (CSB105A Preschool, CSB105B Infant Classroom Plans and Weekly Possibilities and CSB105 Toddler Daily Possibilities). These must include:  Individualization: activities planned to meet the individual goals of each child including IEP/IFSP goals. Individualization is documented on the lesson plan by adding children’s alphabetic code to the activities planned to help them meet their goals.  Area Enhancements: List of materials that have been added to centers to stimulate children’s interests.  Projects: activities or materials that are provided to facilitate children’s project investigations or explorations. Plan should include project related field trips and visiting experts.  Center Activity: a teacher planned creative activity that children may choose to engage in during work time. Minimum of two science activities planned per week.  Large Group/Circle Time – includes music, movement, songs, finger plays, IMIL activities, short discussions, visiting experts and Second Step activities.  Small Group Time: a minimum of three small group language/literacy activities and two small group math activities must be planned.  Outdoor time: list of activities or materials that will be offered to the children in addition to bikes and balls. I Am Moving, I Am Learning Curriculum enhancement activities must be listed. Outdoor science, art or building activities may be included.  Health, Safety, Nutrition and Social Emotional activities should be listed at the bottom of the lesson plan in section entitled Weekly Activities Integrated into the Daily Routine. These activities must also be reflected in the upper body of the lesson plan under the appropriate category i.e. Work time, Circle Time, Small Group Time or Outside Time. 17. Required Elements of the Children’s Daily Schedule CSB daily routine blocks out times and establishes sequences for activities in the classroom. It includes active and quiet times, large and small group activities, outdoor times and adult initiated and child initiated activities.  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 including touching of the child’s skin and looking into their eyes. Staff may ask a child how they are feeling. Parents should remain during the health check and may be asked questions if there are concerns.  Work Time / Independent Choices – Children have access to all interest areas in the classroom. Project investigations and center activities are offered as additional choices for the children. 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. A minimum of two science activities must be offered during the week. (Approximately 75 minutes in AM). For full day students, an additional afternoon work time of 60 minutes should be scheduled.  Small Group Time – The class is divided into small groups of ten children maximum. This is a teacher-guided activity based on the developmental level of the group (approximately 15-20 minutes in length). A minimum of three literacy/language activities must be planned weekly. September 13, 2016 Contra Costa County Board of Supervisors 1565 2016-18 Policies and Procedures Section 2: Child Development 70 2016-18 Policies and Procedures Section 2 – Child Development Two small group activities a week should focus on math skills. Small group time activities may be conducted anywhere in the classroom or outside. Children must not be restricted to tables.  Large Group/Circle Time – Music, movement, songs, finger plays, IMIL activities, short discussions, visiting experts with large groups of children. Every child is offered the opportunity to participate but no child should be forced to attend circle. Alternate activities can be provided until a child wishes to join the large group. (Approximately 15 minutes).  Outdoor Play - 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 (not less than 30 minutes). Outdoor play is an extension of a child’s learning environment experience and reflects the same care and planning given to indoor activity. For full time students, an additional 60 minutes of outdoor time should be scheduled in the afternoon.  Meal Times - Breakfast, lunch and a snack are provided for full time students. Part time AM students receive breakfast and lunch and PM students receive lunch and snack. Infants and toddlers are fed on an individualized schedule. Mealtimes are learning times when teachers assist students with setting the tables, serving their own food and engaging them in conversation. Breakfast and Lunch is approximately 30 minutes, snack 15 minutes. o Teachers are role models for the children. Adult portions are to model the CACFP-USDA Meal Patterns for Ages Three to Five Years Old. (CSB Forms > Nutrition > CACFP-USDA Meal Patterns for Older Children). o Children in a part-day program will receive at least 1/3 of their daily nutritional requirement. Children in a full-day program will receive 1/2 to 2/3 of their daily nutritional requirements. o Any child who arrives after scheduled breakfast time will be offered a nourishing breakfast.  Rest Time – Full day classrooms are required to schedule a one and a half to two-hour rest period for preschool children and toddlers. o No child is to be restrained on their crib, cot or mat at any time. 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. September 13, 2016 Contra Costa County Board of Supervisors 1566 2016-18 Policies and Procedures Section 2: Child Development 71 2016-18 Policies and Procedures Section 2 – Child Development  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 is wiped with a detergent daily and when needed. The toddler and preschool cot or mat is wiped with detergent as needed and disinfected weekly and when soiled or wet. Infant /toddler bedding must be laundered daily. o Preschool bedding is individually stored so that one child’s used bedding does not come in contact with another’s, and is to be 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 napping so that each child is alternating head-to-feet. o Soft, thick, or fluffy blankets are not allowed in infant cribs because of the risk of suffocation. Family members may provide thin blankets or CSB staff will provide an appropriate blanket for their child. 18. Infant Toddler Routines Infant and Toddler Routines include:  Nurturing time with the teacher caregiver  Indoor and outdoor activities  Quiet and active play  Group play and individual play  Rest and relaxation on demand with a nap schedule for children over 12 months old.  Feeding/eating and diapering/toileting on demand 19. Parent Involvement in Planning and Implementing 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  Initial Home Visit: Within the first 45 days of enrollment, 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-Initial Home Visit and CSB170IT-Initial Home Visit). 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. September 13, 2016 Contra Costa County Board of Supervisors 1567 2016-18 Policies and Procedures Section 2: Child Development 72 2016-18 Policies and Procedures Section 2 – Child Development  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 (CSB-106). 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, portfolio and assessment results. They may establish new goals, discuss kindergarten readiness, 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 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). A minimum of seven goals to include; two social emotional, three cognitive, one motor and one health and safety must be determined during the conference. 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 to review the child’s progress/objectives set during the first Parent/Teacher Conference. New objectives will be developed if applicable. (CSB118B) For children going to kindergarten, a kindergarten transition packet may be reviewed with the parent during this conference or scheduled at a different time between December and March. Kindergarten transition packet checklist form should be added to the file with the second parent conference. C. Parent Involvement and Participation in Program Other Elements of Participation  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 reinforce child’s learning objectives at home.  Family Literacy: 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, Reading is Fundamental and First Books programs. 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. 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. For Early Head Start, the parent-child bonding and attachment is one of the most important home visitation goals. September 13, 2016 Contra Costa County Board of Supervisors 1568 2016-18 Policies and Procedures Section 2: Child Development 73 2016-18 Policies and Procedures Section 2 – Child Development 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 42 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 for all the parents. Parenting classes, parents 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.  The resource center for parents and providers allows parents to meet and use materials in a central location. Materials include manipulative and educational games for children, books, and audio and visual training materials for parents and providers. 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. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1569 2016-18 Policies and Procedures Section 2: Child Development 74 2016-18 Policies and Procedures Section 2 – Child Development 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. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1570 2016-18 Policies and Procedures Section 2: Child Development 75 2016-18 Policies and Procedures Section 2 – Child Development 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 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 and inform him/her of the problem. Allow the person to take the child if he/she insists on leaving, or September 13, 2016 Contra Costa County Board of Supervisors 1571 2016-18 Policies and Procedures Section 2: Child Development 76 2016-18 Policies and Procedures Section 2 – Child Development 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) 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: September 13, 2016 Contra Costa County Board of Supervisors 1572 2016-18 Policies and Procedures Section 2: Child Development 77 2016-18 Policies and Procedures Section 2 – Child Development  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  Performing magic acts  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 I. Field Trips 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). September 13, 2016 Contra Costa County Board of Supervisors 1573 2016-18 Policies and Procedures Section 2: Child Development 78 2016-18 Policies and Procedures Section 2 – Child Development Site supervisors must inform Nutrition office one week prior to date of a field trip using the Field Trip Form (CSB-115). 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. 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:  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. September 13, 2016 Contra Costa County Board of Supervisors 1574 2016-18 Policies and Procedures Section 2: Child Development 79 2016-18 Policies and Procedures Section 2 – Child Development 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  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. September 13, 2016 Contra Costa County Board of Supervisors 1575 2016-18 Policies and Procedures Section 2: Child Development 80 2016-18 Policies and Procedures Section 2 – Child Development  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. September 13, 2016 Contra Costa County Board of Supervisors 1576 2016-18 Policies and Procedures Section 2: Child Development 81 2016-18 Policies and Procedures Section 2 – Child Development V. Child Nutrition A. General Description-Identifying Children’s Needs To implement a comprehensive system of services for preventing health problems and intervening promptly when they exist. Comprehensive services are responsible for identifying cases for nutrition referral, follow-up and case management referrals. B. Nutrition Referral 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 Shared Folder > Nutrition > Training- Flyers) 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 Iron Deficiency Anemia – Criteria Blood Lead Levels Provide nutrition resources to parents if child’s blood level is below 10 ug/dl. If child’s blood level is 10 ug/dl or greater, a referral should be made to the Comprehensive Services Health Manager. 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. Criteria for Providing Nutrition Information to Child’s Parent Age / Years Sex Hgb Hct < 2 Both 11.0 – 11.4 32.9 – 34.9 2 < 5 Both 11.1 – 11.4 33.0 – 34.9 5 < 8 Both 11.5 – 11.9 34.5 – 35.9 Criteria for Initiating Nutrition Referral and MD Referral Age / Years Sex Hgb Hct < 2 Both 10.9 or less 32.8 or less 2 < 5 Both 11.0 or less 32.9 or less 5 < 8 Both 11.4 or less 34.4 or less September 13, 2016 Contra Costa County Board of Supervisors 1577 2016-18 Policies and Procedures Section 2: Child Development 82 2016-18 Policies and Procedures Section 2 – Child Development Underweight Input child’s height and weight under Growth Assessment in CLOUDS to determine nutritional status. 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% 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 Shared Folder > Nutrition > Training-Flyers).  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. Nutritionist and Health Services Manager are available for consultation as needed. 3. Picky Eaters When picky eaters are identified, Comprehensive Services Assistant Managers and/or Clerks are responsible for providing the nutrition handout to parents, and to document actions and parent conversation in CLOUDS in the comment section under Health History. No referral is needed. 4. Tube Feeding If child requires gastrostomy-tube care Community Care Licensing requirements must be met prior to enrollment. Case management takes place prior to Community Care Licensing notification and prior to enrollment into a CSB program. September 13, 2016 Contra Costa County Board of Supervisors 1578 2016-18 Policies and Procedures Section 2: Child Development 83 2016-18 Policies and Procedures Section 2 – Child Development 5. 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 Nutritionist will modify or supplement the child’s diet on a case- by-case basis, in consultation with parents and the child’s medical provider. 6. 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 this increasing health risk in young children. Peanuts are currently the leading food-related cause of severe life-threatening allergic reactions. 7. Food Allergies and Special Diets When food allergies and special diets are identified, the following will apply Comprehensive Services Assistant Managers, Clerks, Site Supervisors, and Site-Based Clerks must:  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.  Use Request for Special Meals Due to Cultural, Religious, and/or Personal Beliefs form for non- medical special diets (CSB402). This form is not be used for personal food preferences.  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.  Reviewing meal modifications and addressing any questions to the Nutritionist. The Comprehensive Services Assistant Manager is responsible for consulting with the Nutrition Office regarding the possibility of accommodating other food substitutes necessary to meet child’s needs. Nutrition Clerk is Responsible For:  Adding child’s name to the Allergy 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 on file in Nutrition Office the Medical Statement to Request Special Meals and/or Accommodations form and Request for Special Meals Due to a Cultural, Religious, and/or Personal Belief form. 8. Menu Change Protocol for Food Allergy/Modifications The Nutritionist is responsible for any food modifications/substitutions. When a recommended food item is not available: September 13, 2016 Contra Costa County Board of Supervisors 1579 2016-18 Policies and Procedures Section 2: Child Development 84 2016-18 Policies and Procedures Section 2 – Child Development  The Nutritionist will be immediately notified by FS Worker III, FS Manager, or AD. Nutritionist will give an alternate food substitute.  If Nutritionist is not available, the FS Manager will check past meal modifications to determine appropriate substitution. FS Manager will inform kitchen staff of change.  FS Manager will also inform Nutritionist when substitutions have been made.  If FS Manager is also not available, the Supervising AD will check past meal modifications to determine appropriate substitution. Supervising AD will then inform kitchen staff of change.  Supervising AD will also inform FS Manager and Nutritionist when substitutions have been made.  Nutrition Office will inform Site Supervisor or assigned staff of food substitutes.  Kitchen staff is not to make any substitutions without approval from Nutritionist, FS Manager, or Supervising AD. 9. 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:  Following height and weight protocol when filling out Height & Weight log.  Using Height & Weight log to monitor and ensure healthy growth of all children. Comprehensive Services Clerks are responsible for:  Taking heights and weights of all preschool children during the first 30 days of enrollment.  Recording heights and weights in CLOUDS from the Height & Weight Log completed by the teachers.  Returning Height & Weight Log to Site Supervisors for grantee and Site Directors for the partners.  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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1580 2016-18 Policies and Procedures Section 2: Child Development 85 2016-18 Policies and Procedures Section 2 – Child Development o Determining whether child is free, reduced or base. o Marking whether child is in Head Start. 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. Non-Discrimination 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. 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. Nutritionist 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 Director  Sending original copy of CACFP Center Facility Review 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 Nutritionist 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 of completion of corrective action September 13, 2016 Contra Costa County Board of Supervisors 1581 2016-18 Policies and Procedures Section 2: Child Development 86 2016-18 Policies and Procedures Section 2 – Child Development VI. Child Health and Safety A. Daily Health Inspection The teacher is mandated by 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:  Listen: Greet the child and parent. o Ask child the following question: “How are you today?” o Ask parent the following questions: “How’s (name of child)?” “Was there anything different last night?” “How did he/she sleep?” 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?  Look: Get down to the child’s level so you can see him/her clearly. Observe signs of health or illness: o General appearance (e.g., comfort, mood, behavior, and activity level) o Is the child’s behavior unusual for this time of day? o Is the child clinging to the parent, acting cranky, crying, or fussing? o Does he/she appear listless, in pain, or have difficulty moving? o Is the child coughing, breathing fast, or having difficulty breathing? o Does the child look pale or flushed? o Do you see a rash, sores, swelling, or bruising? o Is the child scratching his/her skin or scalp? o Do the child’s eyes look red, crusty, goopy, or watery? o Is there a runny nose? o Is he/she pulling at his ears? o Are there mouth sores, excessive drooling, or difficulty swallowing?  Feel: Gently run the back of your hand over the child’s cheek, forehead, or neck. o Does the child feel unusually warm, or cold and clammy? o Does the skin feel bumpy?  Smell: Be aware of unusual odors. o Does the child’s breath smell foul or fruity? o Is there an unusual or foul smell to the child’s stools? September 13, 2016 Contra Costa County Board of Supervisors 1582 2016-18 Policies and Procedures Section 2: Child Development 87 2016-18 Policies and Procedures Section 2 – Child Development o 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 Odors No odor or normal odor for child Breath smells foul or fruity Stool smells foul September 13, 2016 Contra Costa County Board of Supervisors 1583 2016-18 Policies and Procedures Section 2: Child Development 88 2016-18 Policies and Procedures Section 2 – Child Development 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 Hygiene – Standard Precautions 1. 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. 2. 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. 3. 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. September 13, 2016 Contra Costa County Board of Supervisors 1584 2016-18 Policies and Procedures Section 2: Child Development 89 2016-18 Policies and Procedures Section 2 – Child Development CSB Standard Precautions procedures apply to all program staff and volunteers. They will 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 of 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 will supply Blood Borne Pathogen Kits to 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 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. 4. 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 1. 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. 2. Place child on paper covered changing surface or table. Never leave child unattended during diapering processes. 3. Remove child’s clothing and put soiled clothing aside. Put on gloves using posted procedure. 4. 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. 5. 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. 6. Clean your hands with a disposable wipe and then clean the child’s hands with another fresh wipe. September 13, 2016 Contra Costa County Board of Supervisors 1585 2016-18 Policies and Procedures Section 2: Child Development 90 2016-18 Policies and Procedures Section 2 – Child Development 7. Put clean diaper on child. (Put ointment provided by parents upon their written request.} 8. Dress the child. Change the child’s clothing if wet or soiled. 9. Wash the child’s hands with soap and water. Put child safely in supervised area. 10. 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. 11. Wash your hands with soap and water. iii. Toileting The following procedure should be followed when toileting a child:  Have all materials at hand before starting procedures.  Never leave a child unattended; visual supervision is required.  Have child sit on potty, but never longer than 5 minutes.  After child has finished, teach child how to wipe self from front to back.  Before child leaves bathroom, the child is to wash hands properly.  Staff member washes hands when done. D. Napping Policy To 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.  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 comfortable sleep position when they can easily turn themselves from the back position.  If a blanket is used, the infant is placed at the foot of the crib with a thin blanket tucked around the crib mattress, reaching only as far as the infant’s chest. E. Dental Hygiene All children with teeth shall brush or have their teeth brushed at least once during the hours the child is in care. For full day and family child care programs, children will brush their teeth after lunch. For part day morning programs, children will brush after breakfast. For part day afternoon programs, 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 two and over: Once daily 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 using a small smear of fluoride toothpaste. Fluoride toothpaste, not larger than the size of a pea should be placed on a disposable cup for each child.  Children between one and two years of age: Once daily in conjunction with a meal as noted above, staff must brush the child’s teeth using a September 13, 2016 Contra Costa County Board of Supervisors 1586 2016-18 Policies and Procedures Section 2: Child Development 91 2016-18 Policies and Procedures Section 2 – Child Development small smear of fluoride toothpaste premeasured on a disposable cup for each child.  Children under the age of one At least once a day and after a feeding, an infant’s teeth and/or gums shall be wiped with a moist cloth, or a product distributed to the sites called “Tenders,” to remove any remaining liquid that coats the teeth and gums, which turns to plaque and causes tooth decay. By doing this, caregivers are breaking up the plaque that forms to create a much healthier environment for the teeth that will be coming in later on. Follow these steps when caring for infants:  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 you identify a health concern. 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 Team member 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 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. 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. Morning outdoor time and field trips: September 13, 2016 Contra Costa County Board of Supervisors 1587 2016-18 Policies and Procedures Section 2: Child Development 92 2016-18 Policies and Procedures Section 2 – Child Development 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. 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. 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. Infant and toddler outdoor safety:  Infant and Toddler classrooms shall have no more than eight (8) children present for any activity, including outdoor time. 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. September 13, 2016 Contra Costa County Board of Supervisors 1588 2016-18 Policies and Procedures Section 2: Child Development 93 2016-18 Policies and Procedures Section 2 – Child Development 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1589 2016-18 Policies and Procedures Section 2: Child Development 94 2016-18 Policies and Procedures Section 2 – Child Development 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 “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. I. 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. September 13, 2016 Contra Costa County Board of Supervisors 1590 2016-18 Policies and Procedures Section 2: Child Development 95 2016-18 Policies and Procedures Section 2 – Child Development  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  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 CSB208 Injury / Incident Report form 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. September 13, 2016 Contra Costa County Board of Supervisors 1591 2016-18 Policies and Procedures Section 2: Child Development 96 2016-18 Policies and Procedures Section 2 – Child Development  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 form  Whenever a member of the center staff uses first aid or informs a parent that a child has been 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” form (CSB208- Injury / Incident Report form). CSB 208 Injury / Incident Report form is also to be 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 form.”  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 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 have 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. September 13, 2016 Contra Costa County Board of Supervisors 1592 2016-18 Policies and Procedures Section 2: Child Development 97 2016-18 Policies and Procedures Section 2 – Child Development 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.  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 “Accident/Incident” and “Band-Aid” reports as applicable. (See Form CSB208-Accident- Incident Report and CSB255-First Aid-Band Aid Report) File reports as required. 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 1. Administering Medication 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 such as CSB280, CSB282, CSB219, CSB219A, CSB213, etc., have 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1593 2016-18 Policies and Procedures Section 2: Child Development 98 2016-18 Policies and Procedures Section 2 – Child Development (CSB280, CSB828, etc.) 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.  EpiPens 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.  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: 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. September 13, 2016 Contra Costa County Board of Supervisors 1594 2016-18 Policies and Procedures Section 2: Child Development 99 2016-18 Policies and Procedures Section 2 – Child Development 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: Any caregiver who administers medications shall be trained to:  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 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; September 13, 2016 Contra Costa County Board of Supervisors 1595 2016-18 Policies and Procedures Section 2: Child Development 100 2016-18 Policies and Procedures Section 2 – Child Development  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. 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  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.  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 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.  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 and case management 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.  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.  Children may be excluded from the program for missing or incomplete initial physical exam, incomplete immunizations, and lack of a TB Clearance only. September 13, 2016 Contra Costa County Board of Supervisors 1596 2016-18 Policies and Procedures Section 2: Child Development 101 2016-18 Policies and Procedures Section 2 – Child Development  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, case management 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:  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 (good for one year from date of issue), and First Aid Training (good for three 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.  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. 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. Other required posted materials include: Dental Emergencies, Choking, CPR/First Aid, Evacuation Routes, and Emergency Numbers (posted near phone).  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. September 13, 2016 Contra Costa County Board of Supervisors 1597 2016-18 Policies and Procedures Section 2: Child Development 102 2016-18 Policies and Procedures Section 2 – Child Development  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:  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. September 13, 2016 Contra Costa County Board of Supervisors 1598 2016-18 Policies and Procedures Section 2: Child Development 103 2016-18 Policies and Procedures Section 2 – Child Development R. Safety / Sanitation Procedures: 1. General Safety  Facilities have available first-aid kit readily accessible/clearly marked for emergency use.  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.  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 are 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: September 13, 2016 Contra Costa County Board of Supervisors 1599 2016-18 Policies and Procedures Section 2: Child Development 104 2016-18 Policies and Procedures Section 2 – Child Development The Health and Safety Officer will conduct monthly inspections of the facility for hazards using the Health and Safety Checklist. The Site Supervisor will review the result of the site inspections and will arrange for correction of hazardous conditions identified. Written reports of the inspections and corrections will be kept in a designated binder on-site. Copies of monthly inspections and corrective action plans will be sent to the Health and Safety Officer, Jay Rivera. 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 form 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 Here” signs), 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  Pen/pencil and note pad September 13, 2016 Contra Costa County Board of Supervisors 1600 2016-18 Policies and Procedures Section 2: Child Development 105 2016-18 Policies and Procedures Section 2 – Child Development  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 (SB116-Disaster Drill Report and CSB117- Disaster Drill Report Log)  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 events:  Death of any child from any cause September 13, 2016 Contra Costa County Board of Supervisors 1601 2016-18 Policies and Procedures Section 2: Child Development 106 2016-18 Policies and Procedures Section 2 – Child Development  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 soymilk and lactaid (if needed for milk intolerances) are to be on hand at all times.  Infant food: o meats, fruits and vegetables o dry cereal o formula  Breakfast food: o dry cereal September 13, 2016 Contra Costa County Board of Supervisors 1602 2016-18 Policies and Procedures Section 2: Child Development 107 2016-18 Policies and Procedures Section 2 – Child Development o canned fruit o milk  Lunch food: o sunbutter o string cheese o ww crackers o 1 can of fruit and 1 can of vegetables o milk  Afternoon snack: o graham crackers o 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1603 2016-18 Policies and Procedures Section 2: Child Development 108 2016-18 Policies and Procedures Section 2 – Child Development 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 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 a Retail Food Facility. 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. September 13, 2016 Contra Costa County Board of Supervisors 1604 2016-18 Policies and Procedures Section 2: Child Development 109 2016-18 Policies and Procedures Section 2 – Child Development  All dishes and utensils used for food preparation, eating and drinking must be cleaned and sanitized after each use. If dishwasher is not used, then 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, 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:  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 use tobacco, eat, and drink in designated areas only.  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 hand comes into contact with food such as when cutting food. Gloves do not need to be used when serving food with a utensil.  Each serving bowl on the table must have a separate spoon or other utensil. September 13, 2016 Contra Costa County Board of Supervisors 1605 2016-18 Policies and Procedures Section 2: Child Development 110 2016-18 Policies and Procedures Section 2 – Child Development 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: Tables must be cleaned with the registered disinfectant/cleaner approved for food prep surfaces before and after meal times. 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 time temperature was taken must be recorded on transport sheet. ii. Food Utensils, Dishes and Food Containers: Each center must return serving bowls and other tableware items daily to the Child Nutrition Central Kitchen for proper sanitation. 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. iii.Refrigerators Thermometers inside freezers and refrigerators must be checked daily. It is the Site Supervisor’s responsibility to: 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 should be stored in the refrigerator for later use. Leftover milk and cold foods are to 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 will be marked with their date of delivery. Opened food that must be stored is to be labeled with name and date of opening. All containers are to be labeled with name of food and date when packed. v. Disposal of Leftover Food September 13, 2016 Contra Costa County Board of Supervisors 1606 2016-18 Policies and Procedures Section 2: Child Development 111 2016-18 Policies and Procedures Section 2 – Child Development Dangerous health problems can be caused by leftover foods being held at 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 are disposed daily.  The central kitchen will create a sample lunch plate and hold it for seven days. This food would be used for analysis in case of a food borne illness outbreak. Y. Procedures for Using Transport Units Insulated food cambros are insulated to keep hot food hot or cold food cold. Cambros are to be sanitized daily.  Cambros are not to be stacked more than four high.  No broken cambros are to be used to transport foods.  Containers are opened just before serving food.  All food containers are to be rinsed before being returned to central kitchen.  Food may not sit 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 is one for the baby’s doctor and parents to make together. CSB provides one house formula Enfamil Infant. If a parent declines the formula which the program provides, the parent must document this request using the form “Parent’s Form for Declining a Provider’s Formula” (See Form CSB428) and a list of iron-fortified formulas that do not require a medical statement in the Child and Adult Care Food Program should also be provided to the parent. Parent 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 (CSB407).  Infants are to be held while being fed, and never laid down to sleep with a bottle.  A baby’s developmental readiness determines which foods should be provided, what texture the foods should be, and which feeding styles to use. Please refer to your training manual for complete guidelines. 2. Feeding Infants:  The introduction of solid foods is usually started between four and seven months of age, depending upon each child’s nutritional and developmental needs. The decision to introduce September 13, 2016 Contra Costa County Board of Supervisors 1607 2016-18 Policies and Procedures Section 2: Child Development 112 2016-18 Policies and Procedures Section 2 – Child Development 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. Children will be offered single-ingredient commercial baby food when appropriate.  As children grow older, they may prefer to hold their own bottles, and may do so while 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 may not be served from jars. Before feeding, remove the approximate amount of food that infant might consume from the jar and place into small dish. Do not put the baby food in a bottle. Babies fed such food in a bottle can choke and may not learn to eat foods properly.  If parents have chosen to decline provider’s offered food and will furnish one or more food items that meet Child Nutrition Program (CNP) nutritional content requirements, the parent must document this using the Parent’s Form for Declining a Provider’s Food, (See Form CSB427) unless their 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) does not meet the CNP requirements, the doctor will need to complete the back of the Parent’s Form for Declining a Provider’s Food, return the original to the Nutrition Office, and retain a copy in the child’s file. 3. Food to Avoid with Infants Babies 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 an opportunity to share part of their family traditions, culture, personal hobbies, 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 healthy options. 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.  Potluck are discouraged during class hours as the children have their planned menus.  If a potluck is held during classroom events, it shall be held in a separate room such as 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 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 this time. September 13, 2016 Contra Costa County Board of Supervisors 1608 2016-18 Policies and Procedures Section 2: Child Development 113 2016-18 Policies and Procedures Section 2 – Child Development  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. 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 Nutritionist to ensure that provisions to meet special needs are incorporated into the nutrition program.  Appropriate professionals are consulted on ways to assist Head Start staff and parents with regard to children having severe disabilities and/or problems with eating. September 13, 2016 Contra Costa County Board of Supervisors 1609 2016-18 Policies and Procedures Section 2: Child Development 114 2016-18 Policies and Procedures Section 2 – Child Development The Nutritionist 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 will be kept locked. Walk in refrigerators will be kept locked. Storage room will be kept locked. Access to ice machine is controlled. Food shipments will be accepted only if products are secured and sealed. Incoming food shipments are examined for potential tampering. September 13, 2016 Contra Costa County Board of Supervisors 1610 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 3- FAMILY AND COMMUNITY PARTNERSHIPS 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1611 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 2 2016-18Policies and Procedures Section 3 - Family and Community Partnerships PART I FAMILY PARTNERSHIP BUILDING A Purpose and Methodology 3 B Family Partnership Agreement 3 C Accessing Community Services and Resources 8 D Supporting Families in Crisis- (Emergency and Crisis Assistance) 8 E Accessing Mental Health Services: Prevention Identification, Intervention, Program for Families 9 F Family Resources 9 G Services to Pregnant Women Enrolled in the Program 10 PART II PARENT ENGAGEMENT A General Description 11 B Engagement in the Decision-Making Process 11 C Engagement in the Classroom as Paid Employees, Volunteers or Observers 13 D The Role of Staff in Parent Engagement 14 E Development of Activities for all parents 15 F Parent Education / Home Activities 16 G Parent Notification of Community Services Bureau Changes 16 H Family Literacy 16 I Parent and Family Engagement in Health, Nutrition, and Mental Health Education 17 J Parent Engagement in Community Action 17 K Parent and Family Engagement in Transition Activities 18 L Parent and Family Engagement in Home Visits 18 M Parent Engagement in Recruiting and Interviewing Head Start and Early Head Start Employees 19 N Parent’s Appeal Rights 19 PART III COMMUNITY PARTNERSHIPS A Descriptions 20 B Child Care Partnerships 20 C Partnerships with Agencies, Entities and Individuals 20 September 13, 2016 Contra Costa County Board of Supervisors 1612 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 3 2016-18Policies and Procedures Section 3 - Family and Community Partnerships I. Family Partnership Building A. Purpose and Methodology The family partnership building process begins at the first point of contact that the families have with CSB staff. 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. Staff members support families as co-partners by identifying the families’ strengths and providing resources to meet their individual needs. CSB supports the program parents and acknowledges them as being their child’s primary teacher and advocate. CSB provides opportunities for positive goal-oriented relationships to form amongst parents and staff throughout the year to address their child’s education, development and well-being. Staff meets with families to help identify their interests, articulate their strengths and needs for our program to best support their families’ situation. Through the availability of bilingual staff and Language Line Services for translation support, staff communicates with families in their primary language. They are informed upon enrollment that comprehensive services staff along with their child’s teacher are available to provide on-going family services support that is appropriate for their level of need and interest. Family partnership building is further developed upon enrollment through the Family Partnership Agreement Process which includes: the Parent Volunteer Survey, Parent Interest Survey, the Family Partnership Agreement Assessments and the Family Goal Setting Process. B. Family Partnership Agreement 1. Family Assessment Comprehensive Services staff establishes collaborative and respectful partnerships with individual families to develop a Family Partnership Agreement based on the family’s readiness/willingness to participate. This strength based process includes: i. Completion of an initial Family Partnership Agreement (FPA) assessment of the family’s strengths and needs identification takes place. Identification of the family goals and steps to achieve the goal are identified, in order to best support and strengthen the Family Partnership Agreement. ii. If a family has a pre-existing plans/goal with another community agency, our comprehensive services staff or designated staff will work collaboratively with the family to support that pre-existing goal or identify a new one if needed. Our goal is to assist parents in achieving their individualized goals and support them by providing resources and referrals that best meet their family’s needs and circumstance. Depending on the nature of the goal, CSB staff will work in conjunction with the other agency to identify and reduce barriers for families to achieve their set goal. Regular communication will be established through family case management meetings if necessary to promote progress. Staff will support the family in navigating through systems identified by the other agency to make sure that the family has proper supports in place. The Family Partnership Agreement is strength based practice and is completed twice each program year. The first Family Partnership Agreement is completed within 90 days of enrollment (individually per family) and the second one (follow-up) is due by May 31st .Comprehensive Services staff and families will September 13, 2016 Contra Costa County Board of Supervisors 1613 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 4 2016-18Policies and Procedures Section 3 - Family and Community Partnerships work together and discuss various dimensions of the family’s life (Income and Budget, Shelter, and other aspects), identify and respond to any immediate crisis. The key points of this conversation are objectively documented in CLOUDS. Using the Family Partnership Evaluation Indicators, Comprehensive Services staff will assign one of the indicators to the dimension (thriving, safe, stable, or in-crisis). 2. Goal Setting Using the information gathered in the Family Partnership Agreement, Comprehensive Services staff assists parents in identifying and setting a goal in an area in which the evaluation indicator was less than stable. Using the family’s own words in documenting goals and activities, 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(s))  Support Needed (Staff commitment to the action(s))  When the goal will be completed (within the program year)  Plan B (if something unexpected happens) 3. Family Partnership Agreement Process: i. Within 90 days of Enrollment Comprehensive Services Clerks are responsible for the following:  Complete 1st FPA with parents and enter all information accurately on CLOUDS. Staff document key words based on the evaluation indicators (strengths or concerns) for each area to validate reason for the selected evaluation indicator.  Support and encourage parents to develop at least one goal that supports an area in which their indicator resulted below the “stable” rating. (All areas marked “in-crisis” are given immediate support and follow-up. 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.  Provide resources/referrals immediately.  Schedule a follow-up appointment within one month with the parent/s appropriate to the resource given by contacting 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 has no areas that indicate below “stable”, assist 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) ii. By May 31st  Comprehensive Services Clerks are responsible for the following:  Complete the second FPA, follow-up of the initial FPA with parents - Staff communicates with families to discuss and document any changes to the previous family assessment on CLOUDS September 13, 2016 Contra Costa County Board of Supervisors 1614 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 5 2016-18Policies and Procedures Section 3 - Family and Community Partnerships  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.  Assist families in utilizing provided resources/referrals immediately for emergency, in-crisis.  Schedule one month follow-up contact with families to determine if resources or referrals were appropriate and adequate for the family (contact can be over the phone or in person) and document as discussed above.  Follow same procedures for Referrals and Services as the First Family Partnership Assessment for an evaluation indicator marked below “stable.” iii. On an Ongoing Basis Site Supervisors are responsible for the following:  Review FPA’s and Family Goals of parents at the site  Review CLOUDS custom report for Family Performance and Outcome by Measure by selecting your site.  Review the family information by clicking on the number above the percentage for a particular ranking such as: “in-crisis”. This will populate the family ID, if needed click on the family ID and it brings up the Family data sheet with more information.  Ensure families entered as “in-crisis” have received support. (Either by Site Supervisor or Comprehensive Services staff)  Should the family situation change and site staff are aware, notify comprehensive services staff to update Family Partnership Agreement assessment if needed, and provide support or resources as needed to teaching staff to give to the parent or given to the parent directly.  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:  Use CLOUDS to track Family Referrals.  Ensure that adequate follow-up and resources were provided in a timely manner by CS Staff.  Provide support and assistance to CS Clerk in obtaining resources if requested.  Provide support and assistance to family when needed.  Hold case management meetings for referrals that require multiple steps and planning.  Hold case management meetings for families with an evaluation indicator marked “in-crisis”.  Work with Comprehensive Services Clerks to ensure FPA tasks are completed within the timelines assigned.  For Returning Children (unless Family Partnership Agreement assessment updates are made sooner due to reported changes, follow the same steps above) Comprehensive Services Clerks are responsible for the following:  Complete the returning family’s Family Partnership Agreement assessment within 90 days (September 29th) of the second school year.  Follow the same steps for completing the assessment and protocol for documentation, follow- up by May 31st as you would for newly enrolled families.  Follow the same steps for completing the returning family’s Family Partnership Agreement assessment and follow-up by May 31st as newly enrolled families. September 13, 2016 Contra Costa County Board of Supervisors 1615 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 6 2016-18Policies and Procedures Section 3 - Family and Community Partnerships  Follow the same steps for documenting Family Goal progress. Provide resource/referrals immediately for emergency, in-crisis or within two weeks for other rankings.  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. 4. 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 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. If after several attempts, a family refuses 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. 5. Parent Volunteer Survey During the placement 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1616 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 7 2016-18Policies and Procedures Section 3 - Family and Community Partnerships The following is the protocol for implementation and completion of the Volunteer Surveys: i. Upon Enrollment  Comprehensive Services Clerks are responsible for:  Completing Volunteer Survey with Parent  Completing Parent Interest Survey with Parent  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. ii. By September 30th  Site Supervisors are responsible for: o Compiling a list of site volunteers from Volunteer Survey results and o Utilizing the list of volunteers when needed for parent meetings.  Comprehensive Services Assistant Managers are responsible for: o 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). 6. Parent Interest Survey The Parent Interest Survey is completed by Parents upon enrollment. Results of this survey allow staff to identify the collective results the parents’ interests for training at the parent committee meetings, or resources provided on a site level interest. The list of the top ten results are kept in the Parent Meeting & 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  Parenting  Literacy / adult education  Employment / job training  Community resources The following is the protocol for implementation, timeline, distribution, and follow up for the Parent Interest Survey (See Form CSB-300):  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 Training Form (See Form CSB- 304). September 13, 2016 Contra Costa County Board of Supervisors 1617 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 8 2016-18Policies and Procedures Section 3 - Family and Community Partnerships  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 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 support services agencies, social services, local Food Banks, financial literacy education, asset development programs, and domestic violence support programs. Connecting families to community agencies, including the Local Education Agencies, helps families to:  Support and coordinate the successful transitions for enrolled children and families with other agencies.  Support communication and coordination of services between Head Start/Early Head Start staff, school principals, and staff from other family services agencies involved with the family through transitions, including joint transition meetings.  Support parent’s role as the primary teacher/advocate for their child’s education and throughout life.  Support families’ interests and needs to encourage parent, family and community engagement in the children’s learning and school success. CSB provides many opportunities for staff interaction with families throughout the year. Encouraging parents to be actively engaged in their child’s life is the foundation for parents to continue as advocates for their children beyond Head Start. Please refer to each service area for more on how staff can support parent engagement opportunities for gaining access to community resources. Comprehensive Services and site staff also generate referrals as a response to a parent’s request. 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 is 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.  Comprehensive services and site staff will conduct a comprehensive review of the immediate crisis that the family has.  Comprehensive Services staff will contact the Mental Health unit for support. Report the situation and advise of potential need for crisis intervention or consultation.  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. The Parent, Family and Community Engagement Manager should also be notified regardless of the crisis area.  Review the documentation of events in CLOUDS. September 13, 2016 Contra Costa County Board of Supervisors 1618 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 9 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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. All situations defined as a family crisis by staff or parent will be assessed on a case by case basis. The Comprehensive Services Assistant Manager supporting the family’s site will monitor the progress of events until the situation is stable. Document specialized services if applicable in CLOUDS. 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 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 Case management 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. Please refer to the Family Handbook for more information. 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) and “Regional Guides” published by Contra Costa Crisis Center (925-939-1916 or 211.org). The “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, and 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 September 13, 2016 Contra Costa County Board of Supervisors 1619 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 10 2016-18Policies and Procedures Section 3 - Family and Community Partnerships allows staff to search for resources by name, need, and geographical area. It has the capability of 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, 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 Site Supervisors, site staff, and Comprehensive Services staff assigned to each site should always be the first contact if a family has a crisis. 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, and parent, family and community engagement. The wellness centers are updated by the Site Supervisor on a quarterly basis. G. Services to Pregnant Women Enrolled in the Program The same methods of access to resources and services as noted above are to be used with pregnant women enrolled in the program. In particular, 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1620 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 11 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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. It is imperative that the parent becomes engaged with his/her child’s educational program, and with 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, which are: 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:  Advise 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.  Deals with issues at the classroom, site, or socialization level. 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 September 13, 2016 Contra Costa County Board of Supervisors 1621 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 12 2016-18Policies and Procedures Section 3 - Family and Community Partnerships  As needed Comprehensive Services staff assist 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): o Ensures that required trainings such as Pedestrian Safety (By September 30th), Child Abuse Prevention (April) and Kindergarten Transition are provided at the site. 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 Revised Performance Standards, 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 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 newly elected Policy Council Rep(s) with Policy Council Representative Changes (CSB-327) form to complete. September 13, 2016 Contra Costa County Board of Supervisors 1622 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 13 2016-18Policies and Procedures Section 3 - Family and Community Partnerships o Forward to Clerk 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. 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. 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 (other than substitutes who work less than 10 hours in a month in the program) 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. September 13, 2016 Contra Costa County Board of Supervisors 1623 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 14 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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. Other persons may observe after obtaining permission from the Site Supervisor/Early Childhood Home Educator by indicating the purpose of the visit, and how long they plan to visit. 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 the child or the child’s parent is unacceptable and may result in 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 their full potential. 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 improve their lives so that they can improve the lives of their children. Activities and support for fathers and engaged men are determined locally through communication with site or comprehensive services staff in 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. The Role of Staff in Family Engagement Staff members have a major role in providing opportunities for parents/families to become engaged. Site staff and Comprehensive Services staff (line and management) have the responsibility of ensuring that parents of children currently enrolled and/or family members have the opportunity to be engaged September 13, 2016 Contra Costa County Board of Supervisors 1624 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 15 2016-18Policies and Procedures Section 3 - Family and Community Partnerships in all aspects of the program. CSB defines opportunity as the staff’s willingness to assist families in removing barriers to their involvement. 1. 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. 2. Family Engagement Task Force: Ensures agency-wide opportunities are communicated to all parents. Membership includes a staff representative from each area of the county, the Parent, Family and Community Engagement Manager, and at least one parent. All centers are required to have a Parent Information Board, located in plain view of 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 current events, parent committee meeting agendas and minutes, Policy Council agendas and minutes, job announcements, special events, and parent engagement opportunities such as Male Involvement, Triple P (Positive Parenting Program), and community events. 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 Currently enrolled parents at the classroom and site levels will develop activities for families designed to meet the families’ needs and interests. 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 will be analyzed by staff, and will 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. September 13, 2016 Contra Costa County Board of Supervisors 1625 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 16 2016-18Policies and Procedures Section 3 - Family and Community Partnerships Parents should work in co-partnership with classroom staff, or with their Early Childhood Home Educators to design child development activities and special events. Parents and/or family members are encouraged to be in contact with classroom personnel on a regular basis. 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 by 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 can be introduced to parents at site parent meetings, home visits/parent conferences, and daily conversations with parents. Home activity ideas offered to parents should be documented on the second Home Visit/Parent Conference form. Each center has a Parent Lending Library/Wellness Center available to parents on a checkout basis. Books and pamphlets about Parenting, Health, Mental Health, Dental Care, Nutrition, Child Development, and Home Activities are all part of the library. For more information on Home Activities, refer to the Education section of the Policies and Procedures. G. Parent Notification of Community Services Bureau Changes Following is the Grantee’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, Teacher or Assistant Director will notify all parents in writing, of a change in or substitution of Site Supervisor or teaching staff at the site (or of any other change affecting their children’s learning environment).  Hiring/Assignment/Departure of Staff – in writing and verbally, the Site Supervisor or Head Teacher notifies parents that a new employee is 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:  Reading Is Fundamental (RIF), where parents are trained in storytelling and then scheduled for story sessions in their child’s classroom. At the end of each session, each child chooses a book to take home and keep as his/her own.  Raising a Reader book bags  Reading challenges  Home activities September 13, 2016 Contra Costa County Board of Supervisors 1626 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 17 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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 Education 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:  Health Services and Nutrition Advisory Committee: This committee is composed of staff, parents, and experts in the community on the topic of health, nutrition and mental health for pregnant women, children 0-5 years old, and their families. Members inform staff of current issues and practices 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. They may participate in cooking project demonstrations, 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 (CSB-300). 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 case management 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 encourage families to develop goals, or support existing goals in order to support the growth and well being of their family. September 13, 2016 Contra Costa County Board of Supervisors 1627 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 18 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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)  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. September 13, 2016 Contra Costa County Board of Supervisors 1628 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 19 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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 interviewing 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 who wish to participate. For more information on staffing procedures, refer to the Human Resources section of the Policies and Procedures. N. Parent’s Appeal Rights Parents have the right to receive a Notice of Action that informs them of their acceptance or denial of CSB services. Parents have the right to appeal adverse actions. The appeal process provides a written fourteen (14) day minimum notice before the action becomes effective. Information regarding the appeal process is located on the back page of a Notice of Action. During the appeals process, CSB must not change the services to the family except for health or safety reasons. For more information, please refer to the Enrollment and Re-Enrollment section of the Policies and Procedures. September 13, 2016 Contra Costa County Board of Supervisors 1629 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 20 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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, Antioch Partnership, YMCA of the East Bay, Martinez Early Childhood Center, Richmond College Prep, Crossroads High School, Brighter Beginnings, Aspiranet and Cameron School. 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.  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). September 13, 2016 Contra Costa County Board of Supervisors 1630 2016-18 Policies and Procedures Section 3: Family and Community Partnerships 21 2016-18Policies and Procedures Section 3 - Family and Community Partnerships 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. September 13, 2016 Contra Costa County Board of Supervisors 1631 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 4-PROGRAM DESIGN 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1632 2016-18 Policies and Procedures Section 4: Program Design 2 2016-18 Policies and Procedures Section 4 - Program Design PART I ELIGIBILITY, RECRUITMENT, SELECTION AND ATTENDANCE- ERSEA A State Child Development Program 4 B Definitions 6 C Child Age and Family Income Eligibility 9 D Recruitment 9 E Selection Process 10 F CLOUDS Waitlist 10 G Enrollment and Re-Enrollment 12 H Eligibility and Need Criteria and Documentation 14 I Certification of Eligibility 22 J Re-certification for General Child Care Services and Full Day State Preschool 23 K Re-Certification for Part-Day State Preschool Children 23 L Re-Certification for Head Start and Early Head Start Children 23 M General Recertification / Re-Enrollment Procedures 23 N Updating the Application 24 O Contents of Basic Data File 24 P Admission Policies and Procedures 29 Q General Admission Procedure 29 R Children’s Enrollment Files 30 S Due Process Requirements 30 T Alternative Placement for Children 31 U Client’s Request for a hearing and procedures 32 V Appeal Procedure for EESD Review 32 W CSB Compliance with EESD Decision 33 X Retention of Enrollment Records 33 Y Enrolled but Waiting for Transfer Protocol 33 Z Transfer of Child with Disabilities or of Child Receiving Mental Health Services 33 AA CSPP Full-Day to Part-Day or Tuition Based Approval Process 34 BB Withdrawal of Child from the Program 35 CC Attendance Expectations 36 DD Attendance Accounting 37 EE Title XXII Requirements for All Children 41 FF Fees for Non-Head Start and Early Head Start Funded Programs 41 GG Billing Procedures 43 HH Fee Collection Procedures 44 II Receipts/Banking Procedures 45 JJ Confidentiality of Records 45 PART II STAFFING REQUIREMENTS A Program Director 46 B Site Supervisor 46 C Teacher 46 D Applicability of Staffing Requirements 46 E Staffing Rations for Site Supervisors or Teachers 46 F Comprehensive Services 47 September 13, 2016 Contra Costa County Board of Supervisors 1633 2016-18 Policies and Procedures Section 4: Program Design 3 2016-18 Policies and Procedures Section 4 - Program Design PART III BUSINESS SYSTEMS A Overview 48 B Facilities 48 C Use of Technology 53 D Equipment and Supplies 53 E Vehicle Usage Policy 58 F Transportation 60 September 13, 2016 Contra Costa County Board of Supervisors 1634 2016-18 Policies and Procedures Section 4: Program Design 4 2016-18 Policies and Procedures Section 4 - Program Design 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 Zero – three (until eligible for CSPP) % Preschoolers age 4 by September 1 of PY 50% of CSPP children at each site N/A Eligibility Requirement 2008 Eligibility regulations 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. N/A Need Requirement N/A 2008 Need regulations 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 N/A September 13, 2016 Contra Costa County Board of Supervisors 1635 2016-18 Policies and Procedures Section 4: Program Design 5 2016-18 Policies and Procedures Section 4 - Program Design fee for services. Family Fees Assessed No If less than 130 hours per month – part-time fee assessed If less than 130 hours per month – part-time fee assessed If 130 hours per month or more, full-time fee assessed If 130 hours per month or more, full-time fee assessed If family of a 3-5 yr. old child has 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 N/A 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 hrs. Full-time – 6:30 to 9:59 hrs. Full-time Plus – 10 hrs. 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 2009 Enrollment Priorities for State Preschool Transfers CPS or “at risk” Homeless Eligible children Per income ranking Over income waivers 10% of part-day slots allowed to be 15% over State income ceiling. Not Allowed Recertification for next PY N/A Must do 2nd “initial” application prior to next PY. At least every 12 months When changes in income, family size or need. At the discretion of the site supervisor anytime during the program year. Reporting Revised 8501 9500 September 13, 2016 Contra Costa County Board of Supervisors 1636 2016-18 Policies and Procedures Section 4: Program Design 6 2016-18 Policies and Procedures Section 4 - Program Design B. Definitions As used in the Program Requirements:  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.  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 Site Supervisor 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 program, this means the Site Supervisor (SS) for center -based programs or Assistant Director (Assistant Director) or designee for centers not having a Site Supervisor.  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 September 13, 2016 Contra Costa County Board of Supervisors 1637 2016-18 Policies and Procedures Section 4: Program Design 7 2016-18 Policies and Procedures Section 4 - Program Design 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 de-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.  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 (1305.2), 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: o A supervised publicly or privately operated shelter, transitional housing, or homeless support program designed to provide temporary living accommodations, orA public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings, or o Children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason.  Categorical eligibility- A family is categorically eligible for Head Start if the child is homeless or the child is in foster care as defined in Head Start Performance Standards 1305.2.  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 (1305.4), 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.  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. September 13, 2016 Contra Costa County Board of Supervisors 1638 2016-18 Policies and Procedures Section 4: Program Design 8 2016-18 Policies and Procedures Section 4 - Program Design  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 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; September 13, 2016 Contra Costa County Board of Supervisors 1639 2016-18 Policies and Procedures Section 4: Program Design 9 2016-18 Policies and Procedures Section 4 - Program Design 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. 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. 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 at regularly schedule intervals 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 staff assist client in filling out CSB690-Waiting List Pre-Registration Form (See CSB Forms) September 13, 2016 Contra Costa County Board of Supervisors 1640 2016-18 Policies and Procedures Section 4: Program Design 10 2016-18 Policies and Procedures Section 4 - Program Design o If client has brought in any documentation, such as pay stubs and/or birth certificate make copies and staple to the waitlist form. o Fill in all sections of the form. o Put documents in a sealed envelope, with name and location of Comprehensive Services Clerk who supports the PRIMARY desired location of child care, as requested by the client. Mark CONFIDENTIAL on envelope. o Place in Comprehensive Services box at site.  Mail Received: o Route to appropriate person if mail came in self-addressed envelope. o If not, send to Comprehensive Services Clerk who supports that center or program.  Faxes: All referral forms are sent to the ERSEA analyst, logged, and then forwarded to the appropriate office for follow up. E. Selection Process Children are selected from waiting lists that are maintained in CLOUDS for each Head Start classroom and Home-based program. 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. 1. 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. 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 Site Supervisor 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, Comprehensive Service Clerks 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 income eligibility based on family size or categorical eligibility based on supporting documentation and information obtained through the interview September 13, 2016 Contra Costa County Board of Supervisors 1641 2016-18 Policies and Procedures Section 4: Program Design 11 2016-18 Policies and Procedures Section 4 - Program Design  Making copies of client documents e.g., pay stubs, birth certificate, immunization papers for the temporary file  Creating, signing and dating income calculation sheet  Establishing a temporary file for the child (CSB Eligibility/Enrollment checklist)  Noting on child data sheet in CLOUDS as to the location of the temporary file  Communicating application status to families (CSB Application Status Letter) Temporary file should remain with the Comprehensive Services Clerk, who supports the PRIMARY desired location requested by the family, until file is ready to be reviewed by the Comprehensive Services Assistant Managers. Note: Eligible/Accepted temporary files are retained by the Comprehensive Services Assistant Manager. Keep the files in a locked drawer or cabinet. Collect the following information in the temporary file:  Copy of the 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 Once file has been determined eligible by Comprehensive Services Assistant Manager:  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:  Blue Dot: Child with Disabilities  Red Dot: Child with Health/Nutrition/Mental Health Concerns  Yellow Dot: Child that transitioned from I/T to Preschool  White Dot: Used to cover up any colored dot that is no longer applicable to the child. Comprehensive Services Assistant Manager is Responsible for:  Review temp file from Comprehensive Services 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. September 13, 2016 Contra Costa County Board of Supervisors 1642 2016-18 Policies and Procedures Section 4: Program Design 12 2016-18 Policies and Procedures Section 4 - Program Design  Retain possession of temporary file until requested by a Site Supervisor or other Comprehensive Services team member.  Update Child Data sheet in CLOUDS to reflect location of temporary file.  Assign task of transferring documents from temporary file to permanent child’s file when Site Supervisor requests the file for potential enrollment/placement. Check files for flags and ensure proper dots are applied to file.  Ensure flagged items are properly noted in CLOUDS.  Keep file 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. 2. Procedures for Purging Waitlist The Comprehensive Services Clerks assigned to each site 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. The Comprehensive Services Assistant Manager will conduct the purge by following these steps:  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. September 13, 2016 Contra Costa County Board of Supervisors 1643 2016-18 Policies and Procedures Section 4: Program Design 13 2016-18 Policies and Procedures Section 4 - Program Design 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. However, 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 2009 Enrollment Priorities guidance. 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 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 have been placed as vacancies occur, before enrolling any child above the federal poverty guidelines.  Secure file from the Comprehensive Services Assistant Manager via e-mail or phone call request using child’s CLOUDS ID#.  Review all sections of child’s file for special needs or concerns and proper placement of dots and accuracy.  Review child’s file for accuracy regarding eligibility and need prior to enrollment to secure proper placement.  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.  Advise family to bring any documents that are needed to update file.  When meeting with family: o Complete, date and sign new income information as needed and enter updated information on CLOUDS. o Print the 9600 form from CLOUDS to be signed and dated by Site Supervisor and parent. o Issue Notice of Action. September 13, 2016 Contra Costa County Board of Supervisors 1644 2016-18 Policies and Procedures Section 4: Program Design 14 2016-18 Policies and Procedures Section 4 - Program Design 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. o Double check CLOUDS record to ensure match between paper file and CLOUDS file. o Conduct final review of file for accuracy. 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. For the Head Start and Early Head Start, children/pregnant women must be residents 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 other portions of the county are served by CSB. If a family resides outside of Contra Costa County or in the Unity Council’s service area, an authorized “Out of Service Area Enrollment Notification Form (CSB608) must be on file at CSB, with the agency with whom the family would ordinarily be served, and with the regional office. 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; September 13, 2016 Contra Costa County Board of Supervisors 1645 2016-18 Policies and Procedures Section 4: Program Design 15 2016-18 Policies and Procedures Section 4 - Program Design  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 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: Parent provided information that includes:  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; September 13, 2016 Contra Costa County Board of Supervisors 1646 2016-18 Policies and Procedures Section 4: Program Design 16 2016-18 Policies and Procedures Section 4 - Program Design  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:  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. September 13, 2016 Contra Costa County Board of Supervisors 1647 2016-18 Policies and Procedures Section 4: Program Design 17 2016-18 Policies and Procedures Section 4 - Program Design 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  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. September 13, 2016 Contra Costa County Board of Supervisors 1648 2016-18 Policies and Procedures Section 4: Program Design 18 2016-18 Policies and Procedures Section 4 - Program Design 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 i. General Procedures If the basis of need as stated on the application for services is vocational training leading directly to a 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. September 13, 2016 Contra Costa County Board of Supervisors 1649 2016-18 Policies and Procedures Section 4: Program Design 19 2016-18 Policies and Procedures Section 4 - Program Design 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 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. ii. 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 September 13, 2016 Contra Costa County Board of Supervisors 1650 2016-18 Policies and Procedures Section 4: Program Design 20 2016-18 Policies and Procedures Section 4 - Program Design 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. 7. 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. 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. 8. Documentation of Seeking Permanent Housing September 13, 2016 Contra Costa County Board of Supervisors 1651 2016-18 Policies and Procedures Section 4: Program Design 21 2016-18 Policies and Procedures Section 4 - Program Design 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. 9. 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. September 13, 2016 Contra Costa County Board of Supervisors 1652 2016-18 Policies and Procedures Section 4: Program Design 22 2016-18 Policies and Procedures Section 4 - Program Design 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 Site Supervisor or the Assistant Director 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 by Site Supervisors or Comprehensive Services team members. Prior to enrollment, Site Supervisor/Assistant Director certifies eligibility by completion of the following forms:  Application for Childcare and Development 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.  Notice of Action, Application for Services At the time the Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1653 2016-18 Policies and Procedures Section 4: Program Design 23 2016-18 Policies and Procedures Section 4 - Program Design 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 Site Supervisor 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 Site Supervisor 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 2009 Enrollment Priorities guidance. 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 September 13, 2016 Contra Costa County Board of Supervisors 1654 2016-18 Policies and Procedures Section 4: Program Design 24 2016-18 Policies and Procedures Section 4 - Program Design During the recertification process, Site Supervisors are 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 at face-to-face interview with parent.  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. 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 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 Site Supervisor 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 Site Supervisors / Comprehensive Services 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: September 13, 2016 Contra Costa County Board of Supervisors 1655 2016-18 Policies and Procedures Section 4: Program Design 25 2016-18 Policies and Procedures Section 4 - Program Design  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.  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 and parents 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. September 13, 2016 Contra Costa County Board of Supervisors 1656 2016-18 Policies and Procedures Section 4: Program Design 26 2016-18 Policies and Procedures Section 4 - Program Design  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 and the information provided pursuant to subdivision (a)(1) indicates the child(ren) in the family has another parent whose name does not appear on the application, then the presence or absence of that parent shall be documented by providing any one of the following documents, as applicable:  Records of marriage, divorce, domestic partnership or legal separation.  Court-ordered child custody arrangements.  Evidence that the parent signing the application is receiving child support payments from that person, has filed for child support with the appropriate local agency, or has executed documents with that agency declining to file for child support.  Rental receipts or agreements, contracts, utility bills or other documents for the residence of the absent parent: or  Any other documentation, excluding a self-declaration, to confirm the presence or absence of a parent of a child in the family. If, due to the recent departure of a parent from the family, the remaining applicant parent cannot provide any documentation, the applicant parent may submit a self-declaration signed under penalty of perjury explaining the absence of that parent from the family. Within six months of applying or reporting this change in family size, the parent must provide documentation as noted above. If the information provided by the parent is insufficient, staff shall request any additional documentation necessary to verify the family composition and family size. 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: 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. September 13, 2016 Contra Costa County Board of Supervisors 1657 2016-18 Policies and Procedures Section 4: Program Design 27 2016-18 Policies and Procedures Section 4 - Program Design 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: 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1658 2016-18 Policies and Procedures Section 4: Program Design 28 2016-18 Policies and Procedures Section 4 - Program Design 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: o 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. o 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. o 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. ii. 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. iii. Over-Income Protocols When enrolling over-income families, the Site Supervisor or Manager is responsible for:  Completing the over income waiver (CSB606).  Submitting completed waiver to ERSEA Manager for approval.  Placing ERSEA Manager approved waiver in child’s file The ERSEA Manager is responsible for:  Receiving form and ensuring that all possible outreach has been conducted 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 September 13, 2016 Contra Costa County Board of Supervisors 1659 2016-18 Policies and Procedures Section 4: Program Design 29 2016-18 Policies and Procedures Section 4 - Program Design 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  Forwarding the approved waiver to Site Supervisor/Mgr. for placement in file.  Logging each waiver on database on shared drive.  Providing alerts to each Assistant Director/Partner Analyst that are nearing their over income allowance.  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 Site Supervisor/Assistant Director or Comprehensive Services Team member collects family information from the Waiting List Pre-Registration form (CSB690). The child is placed on CLOUDS upon applying for child care services. 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. 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 its 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 be of the current year, verification of income, shots, and birth certification of 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 September 13, 2016 Contra Costa County Board of Supervisors 1660 2016-18 Policies and Procedures Section 4: Program Design 30 2016-18 Policies and Procedures Section 4 - Program Design 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 Site Supervisor 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. S. Due Process Requirements 1. Notice of Action, Application for Services The Site Supervisor’s 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 Site Supervisor shall maintain copies 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 Site Supervisor’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 Site Supervisor’s decision in accordance with procedures specified below. 2. Notice of Action, Recipient of Services September 13, 2016 Contra Costa County Board of Supervisors 1661 2016-18 Policies and Procedures Section 4: Program Design 31 2016-18 Policies and Procedures Section 4 - Program Design 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 Site Supervisor will notify the family through a written Notice of Action, Recipient of Services. The Site Supervisor will maintain copies 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 Site Supervisor decisions. 3. Approval or Denial of Child Care and Development Services The Site Supervisor 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 Site Supervisor 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 Site Supervisor 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. 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 Site Supervisor 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, Site Supervisors are 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:  Enter information regarding reason for ending services in CLOUDS Child Data Sheet. Date and initial comments.  Change enrollment status in CLOUDS.  Discontinue services on Family Data Sheet.  Determine if child may return within the program year. If so, place child back on Eligible/Accepted List. If not, archive the CLOUDS record.  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. September 13, 2016 Contra Costa County Board of Supervisors 1662 2016-18 Policies and Procedures Section 4: Program Design 32 2016-18 Policies and Procedures Section 4 - Program Design 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 Site Supervisor 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 Site Supervisor 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). 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 Site Supervisor’s decision was incorrect. The Site Supervisor 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 Site Supervisor, 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 Site Supervisor may implement the intended action. September 13, 2016 Contra Costa County Board of Supervisors 1663 2016-18 Policies and Procedures Section 4: Program Design 33 2016-18 Policies and Procedures Section 4 - Program Design The parent(s) will specify in the appeal request the reason(s) why he/she believes the Site Supervisor’s 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 Site Supervisor 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. If the Site Supervisor’s determination that a family is ineligible is upheld by the State, services to the family will cease upon receipt by the Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1664 2016-18 Policies and Procedures Section 4: Program Design 34 2016-18 Policies and Procedures Section 4 - Program Design  Site Supervisor 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 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  Site Supervisor 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.  Site Supervisor ensures that each class is fully enrolled morning and afternoon through enrollment and certified hours of care.  Site Supervisor determines if part-day services are available during the preschool portion of the day (8:30 – 12:00).  If available, the Site Supervisor and family determine if part-day services are desirable and appropriate.  If desired by the family and appropriate, Site Supervisor completes approval form CSB607 (See CSB Forms).  If part-day services are unavailable, not desired by the family or inappropriate, Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1665 2016-18 Policies and Procedures Section 4: Program Design 35 2016-18 Policies and Procedures Section 4 - Program Design  If approved, Site Supervisor 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. 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 Site Supervisor 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)  Site Supervisor 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.  Site Supervisor ensures that each class is fully enrolled morning and afternoon through enrollment and hours of care.  Site Supervisor determines if TB services are available.  If available, Site Supervisor and family determine if TB services are desirable and appropriate.  If desired by the family and appropriate, Site Supervisor 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, Site Supervisor 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.  Site Supervisor 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. September 13, 2016 Contra Costa County Board of Supervisors 1666 2016-18 Policies and Procedures Section 4: Program Design 36 2016-18 Policies and Procedures Section 4 - Program Design The following are some reasons that a child might be placed back on the waiting list (please see Parent 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. 2. Unexcused Absences Site Supervisor or center staff must contact the child’s parents each day a child is absent to determine the cause of the absence and to clarify the attendance policy. After two days of unexcused absences from the center, the parent is contacted inquiring about the absences and clarifying the attendance policy. After four consecutive unexcused absences, a conference with parents is called. Parents are informed that failure to attend the conference may result in their child being terminated from the program and placed onto the waiting list. September 13, 2016 Contra Costa County Board of Supervisors 1667 2016-18 Policies and Procedures Section 4: Program Design 37 2016-18 Policies and Procedures Section 4 - Program Design 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. 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. Attendance reasons are entered into CLOUDS 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 and develop a corrective action plan that they submit to the Assistant Director and the ERSEA Manager. 2. Procedure 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: 1. Staff will “sign” child into CLOUDS without a signature to place the child in the classroom and part of the ratio. 2. 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. 3. 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: 1. Staff will “sign” child out in CLOUDS without a signature to take the child out of the classroom and out of the ratio. 2. 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: September 13, 2016 Contra Costa County Board of Supervisors 1668 2016-18 Policies and Procedures Section 4: Program Design 38 2016-18 Policies and Procedures Section 4 - Program Design 1. 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. 2. 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. 3. 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: 1. Go to Reports 2. Select the month 3. Select the child 4. Click on the Attendance button 5. Enter Attendance data  CLOUDS: 1. Go to Attendance Folder 2. Select Manual Attendance 3. Click on the “A” box for that child 4. Enter the Attendance data Teachers must enter absence reasons by Friday of each week via the Wall Pad system. 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1669 2016-18 Policies and Procedures Section 4: Program Design 39 2016-18 Policies and Procedures Section 4 - Program Design “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. Partner Sites 1. Collect attendance sheets 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. a. The actual sign-in and out times and digital signatures are not necessary; the defaulted contract hours will suffice. However, all other attendance records need to be verified (i.e. excused, un-excused and BID…etc.). 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: 1. Using the CLOUDS 9400 Monthly Enrollment report, Site Supervisors 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. 2. After all discrepancies have been corrected, the Site Supervisor 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 supervisors digital signature on the 9400 sheet thus completing the process. 3. All 9400 sheets must be completely verified by the 5th work day of the month on CLOUDS. 4. Assistant Directors/Cluster Clerks confirms that all CD 9400 sheets have been verified on CLOUDS via the 9400 Monthly Enrollment report by the 6th work day of the month. Only the hard copy sign-in/out sheets (CSB682) must also be submitted to the Assistant Director for their review. It is not necessary print out the 9400 sheets and electronic attendance sheets from CLOUDS as that data is already in CLOUDS. When all 9400 sheets have been verified in CLOUDS via the 9400 Monthly Enrollment report (requires a visual inspection from AD), the cluster clerk can send the hard copy sign-in/out sheets (CSB682) to Business Systems. 5. 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 will be notified of necessary corrections. Corrections must be done as soon as possible. 6. Business Systems staff will notify Fiscal when CD 9400s have been checked and completed by the 10th work day of each month. 7. When the Fiscal Department is notified by the Business Systems Unit that all 9400s have been verified, Fiscal staff will generate the electronic CDFS 9500 and CDFS 8501s to review. Once Fiscal staff determines the reports are accurate, they will print and submit the reports to the September 13, 2016 Contra Costa County Board of Supervisors 1670 2016-18 Policies and Procedures Section 4: Program Design 40 2016-18 Policies and Procedures Section 4 - Program Design California Department of Education by the 20th of the month for each quarter (September, December, March & June). 8. The Business Systems Administrative Services Assistant will generates the CD 801A report in CLOUDS and submits it electronically to the State CDMIS website by the 20th of every month for the preceding month. Partner Sites 1. Using the CLOUDS 9400 Monthly Enrollment report, Partner staff will check each child’s funding, day length, adjustment factors and attendance records for accuracy. The partner staff will compare each child’s 9400 record with their electronic attendance record (CLOUDS>Track Forms>Attendance) & hard copy sign-in/out sheets. Any discrepancies are corrected in CLOUDS with the available tools (Attendance Analysis module). 2. After all discrepancies have been corrected, the 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 partner staff can now complete the sheet by clicking on the final “Verify” button which will record the site supervisors digital signature on the 9400 sheet thus completing the process. 3. All 9400 sheets must be completely verified by the 5th work day of the month. 4. Partner staff will forward all the hard copy sign-in/out sheets to CSB’s partner unit. It is not necessary print out the 9400 sheets and electronic attendance sheets from CLOUDS as that data is already in CLOUDS. 5. Partner ASA III will confirm that all CD 9400 sheets have been verified in CLOUDS via the 9400 Monthly Enrollment report. When all 9400 sheets have been verified, all hard copy sign-in/out sheets are then forwarded to Business Systems by the 6th work day. 6. 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 partner ASA III will be notified of necessary corrections. Corrections must be done as soon as possible.  3. 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 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: • Death of a family member. • Immediate need for medical health treatment of anyone in the family unit. • 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) • If regular means of transportation to school is disrupted, and no alternative, i.e. public transportation is available. September 13, 2016 Contra Costa County Board of Supervisors 1671 2016-18 Policies and Procedures Section 4: Program Design 41 2016-18 Policies and Procedures Section 4 - Program Design • 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.  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 September 13, 2016 Contra Costa County Board of Supervisors 1672 2016-18 Policies and Procedures Section 4: Program Design 42 2016-18 Policies and Procedures Section 4 - Program Design Community Services Bureau shall comply with the requirements set forth in Administrative Bulletin Number 205 regarding cash collections procedures. 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. i. 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. ii. If family’s certified need is 130 hours or more, the family will be assessed full-time fee. iii. If the family’s certified need is less than 130 hours, the family will be assessed part-time fee. iv. Upon initial enrollment or final enrollment month, a family may be charged cost of care fee (SRR of $36.10 multiplied by days of enrolment) if this is less than part-time fee. v. The family fee will be assessed: a) At initial enrolment. 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. b) 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. vi. 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. vii. 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. viii. If a child drops at one center and enrolls in another before the NOA period, both centers must communicate throughout the transition to determine 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. ii. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1673 2016-18 Policies and Procedures Section 4: Program Design 43 2016-18 Policies and Procedures Section 4 - Program Design  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. iii. 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 Fiscal Unit 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.  Total number of school days in the billing month  Daily 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  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. September 13, 2016 Contra Costa County Board of Supervisors 1674 2016-18 Policies and Procedures Section 4: Program Design 44 2016-18 Policies and Procedures Section 4 - Program Design 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 by the first of the following month. Child care fees 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 MyCSD 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 and the center’s Assistant Director or Partner Agency Director.  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 shall make reasonable attempts to collect unpaid fees from terminated families through letters and phone calls.  Attempts shall be documented and copies of letters shall be maintained in the family’s file  If unpaid fees are collected, staff shall send the collected fees, the pre-numbered receipt and a copy of the termination NOA to CSB Fiscal.  If unpaid fees have not successfully been collected after making several attempts to do so staff shall send to CSB Fiscal copies of the termination NOA and letters and case notes regarding attempts to collect.  All attempts to collect unpaid fees must be made within 45 days of termination. September 13, 2016 Contra Costa County Board of Supervisors 1675 2016-18 Policies and Procedures Section 4: Program Design 45 2016-18 Policies and Procedures Section 4 - Program Design  Documentation of attempts and the termination NOA are due to CSB Fiscal not more than 45 days after 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 Fiscal Unit.  Fiscal staff shall check copies of Receipts to make sure that total amount agrees to Deposit Slip and Bank Receipt amounts.  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.  Fiscal staff shall code the collected family fees accordingly and input the data in the county’s Electronic Deposit Permit system.  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 Fiscal Unit 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 Fiscal Unit when a new S-receipt booklet is needed.  The original, duplicate and triplicate copies shall be sent to the Fiscal Unit 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 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 Unit. The Fees Rendered Form can be printed from MyCSD 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 Site Supervisor will permit the September 13, 2016 Contra Costa County Board of Supervisors 1676 2016-18 Policies and Procedures Section 4: Program Design 46 2016-18 Policies and Procedures Section 4 - Program Design 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 places. September 13, 2016 Contra Costa County Board of Supervisors 1677 2016-18 Policies and Procedures Section 4: Program Design 47 2016-18 Policies and Procedures Section 4 - Program Design II. Staffing Requirements A. Program Director Community Services Bureau operates at two (2) or more sites; therefore CSB will employ Program Directors that have administrative and programmatic responsibility for the program. The Program Directors will meet the California Department of Education requirements. The Early Education and Support Division (EESD) may waive the qualifications for program Director upon a finding of one of the following:  The applicant is making satisfactory progress toward securing a permit issued by the Commission on Teacher Credentialing authorizing supervision of a childcare and development program operating in two (2) or more sites or fulfilling the qualifications for program Directors in severely handicapped programs.  The place of employment is so remote from institutions offering the necessary course work as to make continuing education impracticable, and the contracting agency Director has made a diligent search but has been unable to hire a more qualified applicant.  Any other reason established by the rules of the Superintendent of Public Instruction. B. Site Supervisor At each site, there will be a person designated as the Site Supervisor who has operational program responsibility for the program. A Site Supervisor will meet the requirements establish by the California Title V Regulations and the California Commission on Teacher Credentialing. The EESD will grant a waiver of this requirement upon the program’s demonstration of the existence of compelling need. Factors the EESD will consider in determining compelling need are as follows: (1) evidence that the program’s recruitment efforts have been successful in obtaining qualified applicants; (2) evidence of the program’s inability to offer competitive salaries; and/or (3) evidence of potential or current staff’s lack of reasonable access to training resources which offer required course work. C. Teacher Master Teachers, Teachers and Associate Teachers will meet California Title V Regulations as listed on the California Teacher Credentialing Permit Matrix and the Early Head Start and Head Start degree requirements as specified by the Head Start Act of 2007. D. Applicability of Staffing Requirements CSB is not subject to regulations under CCR, Title V, and the laws upon which those regulations are enforced if subsidized children comprise less than a majority of the enrollment at a given center. If there are no facilities in the area to meet the special needs of particular children, then the EESD may, upon request, waive its regulations in the area for staffing and ratios for programs in which subsidized children comprise a majority of the enrollment. E. Staffing Ratios for Site Supervisors or Teachers CSB Site Supervisors shall maintain at least the following minimum ratios in all centers:  Infants (birth to 18 months old) – 1:3 Adult to Children; 1:18 Teacher to Children (with no more than eight infants in a group)  Toddlers (18 months to 36 months old) – 1:4 Adults to Children; 1:16 Teachers to Children (with no more than eight toddlers in a group)  Preschool (36 months to kindergarten enrollment) – 1:8 Adults to Children; 1:24 Teacher to Children September 13, 2016 Contra Costa County Board of Supervisors 1678 2016-18 Policies and Procedures Section 4: Program Design 48 2016-18 Policies and Procedures Section 4 - Program Design Compliance with these ratios shall be determined based on actual attendance. Whenever groups of children of two age categories are co-mingled and the younger age group exceeds 50% of the number of children present, the ratios for the entire group must meet the ratios required for the younger age group. If the younger age group does not exceed 50% of the total number of the children present, the teacher-child and adult-child ratios shall be computed separately from each group. Except as otherwise provided in Title 22 California Code of Regulations, Community Care Licensing Standards, the program may exceed teacher-child and adult-child ratios by 15% for a period of time not to exceed 120 minutes in any one day. F. 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. Additionally, when a health procedure must only be by a licensed / certified health professional, the agency will ensure that this requirement is met.  A nutrition services content area expert who is a registered dietician 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 parent, family and community engagement content 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. September 13, 2016 Contra Costa County Board of Supervisors 1679 2016-18 Policies and Procedures Section 4: Program Design 49 2016-18 Policies and Procedures Section 4 - Program Design III. 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 the 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”. 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. September 13, 2016 Contra Costa County Board of Supervisors 1680 2016-18 Policies and Procedures Section 4: Program Design 50 2016-18 Policies and Procedures Section 4 - Program Design ii. Children’s 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 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 to lock the building and arm the alarm (if applicable). Information on how to contact the alarm company and who to contact for after hour emergencies is posted at 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. If there are problems with arming or disarming the system, staff 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 submits 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 local fire authority 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 an alarm sounds staff evacuates the building to the designated evacuation area and wait for emergency personnel. September 13, 2016 Contra Costa County Board of Supervisors 1681 2016-18 Policies and Procedures Section 4: Program Design 51 2016-18 Policies and Procedures Section 4 - Program Design iv. Exterior door alarms Exterior door alarms are located at the top of the door and are to remain active in the “On” position at all times. Alarms can be over-ridden by use of a key to turn the alarm to the “Off” position to open the door for transition 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 by the alarm not sounding when a door is opened when 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 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 Community Services Bureau buildings will be furnished by Business Systems per request of Site Supervisor or employee’s supervisor. At time of issuance of keys, the employee will be requested to sign in copy of the Portable Media/Access Policy and key sign out sheet. September 13, 2016 Contra Costa County Board of Supervisors 1682 2016-18 Policies and Procedures Section 4: Program Design 52 2016-18 Policies and Procedures Section 4 - Program Design 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 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 General Services. The facilities unit will work with General Services to make any necessary repairs within 24 hours of the reported problem. 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 retains footage for only a few days to a week. 3. Acquiring Space The Policy Council must be consulted on the location of space acquired for the program’s use. Space acquired must meet all applicable local ordinances for both classroom and office use. Additionally, all space acquired for classroom use must meet all 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. Also, the Business Systems Manager or Division Manager must approve/sign all 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 for 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. September 13, 2016 Contra Costa County Board of Supervisors 1683 2016-18 Policies and Procedures Section 4: Program Design 53 2016-18 Policies and Procedures Section 4 - Program Design  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  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 monthly health and safety checklist.  Instruct co-workers in emergency procedures.  Assume control 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 first aid and emergency kits.  Know first aid and CPR. September 13, 2016 Contra Costa County Board of Supervisors 1684 2016-18 Policies and Procedures Section 4: Program Design 54 2016-18 Policies and Procedures Section 4 - Program Design 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 posed on the CSB intranet and in the Shared Drive (x:\CLOUDS) that detail 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. 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 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. These are:  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 on- line.  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 on-line 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. September 13, 2016 Contra Costa County Board of Supervisors 1685 2016-18 Policies and Procedures Section 4: Program Design 55 2016-18 Policies and Procedures Section 4 - Program Design 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. 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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1686 2016-18 Policies and Procedures Section 4: Program Design 56 2016-18 Policies and Procedures Section 4 - Program Design  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 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 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 include 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 and 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. September 13, 2016 Contra Costa County Board of Supervisors 1687 2016-18 Policies and Procedures Section 4: Program Design 57 2016-18 Policies and Procedures Section 4 - Program Design 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  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. 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. September 13, 2016 Contra Costa County Board of Supervisors 1688 2016-18 Policies and Procedures Section 4: Program Design 58 2016-18 Policies and Procedures Section 4 - Program Design 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 General Services 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, tablets, laptops and wireless modems (collectively referred to as portable communication devices) are utilized by CSB to allow management personnel to stay in 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. This includes:  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). September 13, 2016 Contra Costa County Board of Supervisors 1689 2016-18 Policies and Procedures Section 4: Program Design 59 2016-18 Policies and Procedures Section 4 - Program Design  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. 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 devises are not to be used while operating a vehicle.  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.  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 Waterbird Fleet station except in after-hour emergencies. September 13, 2016 Contra Costa County Board of Supervisors 1690 2016-18 Policies and Procedures Section 4: Program Design 60 2016-18 Policies and Procedures Section 4 - Program Design  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 occurred. All accidents MUST be reported and the proper paperwork 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 8 years, 80 pounds. Vehicle restraint systems should be secured in the back seats only. Infants shall ride facing the back of the car until they have reached one year of age or weigh over 20 pounds. 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 over 8 years, 80 pounds. The seat belt only fits properly when the lap belt lies low and tight across the child’s hips (not the abdomen) and the shoulder belt lies flat across the shoulder, 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 vehicle is the only place for a child to ride.  Staff should use the diagram of seating plan when placing children in vehicle.  Lap-belt only positions can only use the 5-point harness car seats.  Shoulder and lap belt position close to sliding door should be last position to seat child.  The car seat and seat belts should be checked before each use to make sure they are in 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 passengers.  No loose items should be on floor. The following are child passenger safety basics for each type of car seat:  Rear-Facing o Must ride rear facing until at-least 1 year AND at-least 20 pounds o Do not bundle or swaddle; no heavy clothing o Harnesses at or BELOW shoulder level o Harnesses snug and flat across infant September 13, 2016 Contra Costa County Board of Supervisors 1691 2016-18 Policies and Procedures Section 4: Program Design 61 2016-18 Policies and Procedures Section 4 - Program Design o Retainer clip at armpit level o o Seat secured tightly to vehicle with less than 1 inch of movement side-to-side and forward  Forward-Facing o Toddlers over 1 year and 20 pounds but generally weighing less than 40 pounds ride either in 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. Transportation services are offered for the following:  To / from socialization activities  To / from Policy Council Meetings  To / from field trip locations September 13, 2016 Contra Costa County Board of Supervisors 1692 2016-18 Policies and Procedures Section 4: Program Design 62 2016-18 Policies and Procedures Section 4 - Program Design •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. . September 13, 2016 Contra Costa County Board of Supervisors 1693 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 5-ALTERNATIVE PAYMENT PROGRAM 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1694 2016-18 Policies and Procedures Section 5: Alternative Payment Program 2 2016-18 Policies and Procedures Section 5 - Alternative Payment Program PART I PROGRAM OVERVIEW A How to Qualify for Services 3 B How Families are Selected for the Programs 4 C Enrollment Process 4 D Eligibility and Need 6 E Share of Cost 12 F Maintaining Enrollment 13 PART II ALTERNATIVE PAYMENT PROGRAM PARENT POLICIES AND PROCEDURES A Reimbursement Policy 16 B Limited Term Service Leave (LTSL) 21 C Confidentiality 21 D Release of Information 22 E Fraud Policy 22 F Grievance Policy 22 G Uniform Complaint Policy 23 H Sexual Harassment 23 I Zero Tolerance 23 J Termination Policies 23 K Notice of Action and Appeal Process 24 PART III PROVIDER PARTICIPATION A General Requirements - Parental Choice 25 B Oliver’s Law 29 C Rate Sheets 29 D Child Care Agreement 29 E References to Written Information 29 F Limitations on Child Care Reimbursement 29 G Multiple/Alternate Providers 30 H Participant’s rights to Change Providers & Rights to Terminate Services 31 I Provider’s Rights to Terminate Services 31 J CSB’s Rights to Terminate a Provider 31 PART IV STAFF ROLES AND RESPOSIBILITIES A Stage II/CAPP Unit Clerks 32 B Stage II/CAPP Unit Child Care Assistant Managers (CCAM) 32 C Stage II/CAPP Unit Manager – (CSM) 33 D Stage II/CAPP Fiscal Support (Accountant III) 33 E Stage II/CAPP Program Manager (ASA III) 34 September 13, 2016 Contra Costa County Board of Supervisors 1695 2016-18 Policies and Procedures Section 5: Alternative Payment Program 3 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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  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 September 13, 2016 Contra Costa County Board of Supervisors 1696 2016-18 Policies and Procedures Section 5: Alternative Payment Program 4 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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): 1. 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. 2. 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.) 3. 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. 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. Applications for the CalWORKs Stage 2 & CAPP Child Care Program will be mailed to the participant applying for services. They will be scheduled for an appointment to review all documents being September 13, 2016 Contra Costa County Board of Supervisors 1697 2016-18 Policies and Procedures Section 5: Alternative Payment Program 5 2016-18 Policies and Procedures Section 5 - Alternative Payment Program submitted. Participant must provide all requested information and documentation to determine initial and ongoing eligibility within the timeframe given. At the time of appointment, participants will be required to bring documentation that may include, but is not limited to, the following:  Birth records for all children counted in the family size  One month current/consecutive paycheck stubs  Any other income received such as Cash Aid, Unemployment, Disability, etc.  Verification of need for child care such as employment, vocational training, or parental incapacity  Immunization records for non-school age children (if chosen provider is non-licensed)  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  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:  The effective date of the Child Care Agreement  The end date of the Child Care Agreement  Name of the Participant  Name of the Child  Monthly Family Fee if applicable (See Family Fee section for more information)  Authorized Days  Authorized Hours  Payment Rate  Maximum Payment Amount CSB can reimburse  Co-payment if applicable (See Co-Payment section for more information)  Authorized Child Care Provider  Type of Child Care Provider  Registration Fee if applicable (Licensed Providers only) September 13, 2016 Contra Costa County Board of Supervisors 1698 2016-18 Policies and Procedures Section 5: Alternative Payment Program 6 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. a. 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: The Child Care Assistant Managers will calculate the total gross monthly income of the family based on, but not limited to, the following:  Gross wages or salaries, advances, commissions, overtime, tips, bonuses, gambling or lottery winnings  Wages for migrant, agricultural, or seasonal work  Public cash assistance (TANF/Cash Aid)  Gross income from self-employment less business expenses with the exception of wage draws  Portion of student grants or scholarships not identified for educational purposes as tuition, books, or supplies  Disability or unemployment compensation Family Size 1 or 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 September 13, 2016 Contra Costa County Board of Supervisors 1699 2016-18 Policies and Procedures Section 5: Alternative Payment Program 7 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  Workers compensation  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  Foster care grants, payments or clothing allowance for children placed through child welfare services  Financial assistance received for the care of a child living with an adult who is not the child’s biological or adoptive parent b. 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. c. 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 d. 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 e. 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 September 13, 2016 Contra Costa County Board of Supervisors 1700 2016-18 Policies and Procedures Section 5: Alternative Payment Program 8 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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  Court ordered child custody agreements  Adoption records  Foster care placement records  School or medical records  County welfare department records  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 the presence or absence of that parent shall be documented by providing any one of the following documents:  Records of marriage, divorce, or legal separation  Court ordered child custody documents  Evidence of child support  Rental receipts or agreements, contracts, utility bills or other documents for the residence of the family indicating that the parent is the responsible party  Any other documentation to verify the presence or absence of a parent of a child listed in the family Please Note: Documentation of absent parent is requested for all children included in family size, whether needing subsidized child care or not. 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 absence of that parent from the family. Within six (6) months of applying, or reporting the change in family size, the remaining applicant must provide one of the previously listed documents to support the absence of the parent from the family. 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. 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: September 13, 2016 Contra Costa County Board of Supervisors 1701 2016-18 Policies and Procedures Section 5: Alternative Payment Program 9 2016-18 Policies and Procedures Section 5 - Alternative Payment Program a. 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 b. 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 c. 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)  The probable duration of the incapacitation  The name, business address, telephone number, professional license number and signature of the legally qualified health professional. d. 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. September 13, 2016 Contra Costa County Board of Supervisors 1702 2016-18 Policies and Procedures Section 5: Alternative Payment Program 10 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  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 Copy of their business license if available, or workspace rental agreement o List of clients with contact information if available 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). e. 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. September 13, 2016 Contra Costa County Board of Supervisors 1703 2016-18 Policies and Procedures Section 5: Alternative Payment Program 11 2016-18 Policies and Procedures Section 5 - Alternative Payment Program f. 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. g. 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 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. h. Seeking Permanent Housing – Families receiving services through the CAPP program 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 September 13, 2016 Contra Costa County Board of Supervisors 1704 2016-18 Policies and Procedures Section 5: Alternative Payment Program 12 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. If participant is simultaneously receiving services based on employment or vocational training while receiving services for seeking permanent housing, 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. 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 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. The participant and provider may work out a payment schedule. 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 provider may choose to waive or collect a lesser amount of family September 13, 2016 Contra Costa County Board of Supervisors 1705 2016-18 Policies and Procedures Section 5: Alternative Payment Program 13 2016-18 Policies and Procedures Section 5 - Alternative Payment Program fees; however, provider must state it on the back of the attendance sheet. 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. Fees are delinquent seven (7) calendar days after the agreed upon due date from the participant and provider. Child care services will be terminated unless participant pays their family fees before their termination date or if a reasonable repayment plan has been created by the participant and provider. The participant must comply with the repayment plan in order for child care to be continued. The following exceptions apply in paying family fees:  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.  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)  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. 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: September 13, 2016 Contra Costa County Board of Supervisors 1706 2016-18 Policies and Procedures Section 5: Alternative Payment Program 14 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  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.  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.  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.  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. 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. You MUST CALL your 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 September 13, 2016 Contra Costa County Board of Supervisors 1707 2016-18 Policies and Procedures Section 5: Alternative Payment Program 15 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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:  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.  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 be agreed upon by the participant and provider, and payment will be acknowledged on the monthly attendance sheets. Fees are delinquent seven (7) calendar days after the agreed upon due date from participant and provider. 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) 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) days of the termination notice, child care services will be rescinded. 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. September 13, 2016 Contra Costa County Board of Supervisors 1708 2016-18 Policies and Procedures Section 5: Alternative Payment Program 16 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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 attendance sheets will be accepted (one attendance sheet per child and provider). You may request additional attendance sheets by calling the main office or your 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. Do not round off the time, the actual time must be recorded.  For school age child(ren) only or split schedule: The provider 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  Should you make a mistake on the attendance sheet, simply cross out the error, initial it and write in the correct information. Please do not use correction tape, or transfer information to a new sheet. The original attendance sheet must be submitted for reimbursement. Complete and accurate attendance sheets are due by 5pm on the fifth (5th) 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. September 13, 2016 Contra Costa County Board of Supervisors 1709 2016-18 Policies and Procedures Section 5: Alternative Payment Program 17 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1710 2016-18 Policies and Procedures Section 5: Alternative Payment Program 18 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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 you. When the participant’s utilization of the certified child care agreement falls below the 80% or over 120% threshold, the following shall occur:  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.  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 Manager contacting the participant. On a case by case, Child Care Assistant Manager may contact the participant if child has excessive absences. 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 September 13, 2016 Contra Costa County Board of Supervisors 1711 2016-18 Policies and Procedures Section 5: Alternative Payment Program 19 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. 1. 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: a) Illness: o Child Illness o Parent Illness o Quarantine of child or parent o Dental, doctor, or therapy appointment (for child or parent) b) 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. c) Parental Jury Duty: o Parent must provide legal documentation d) 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. e) 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. September 13, 2016 Contra Costa County Board of Supervisors 1712 2016-18 Policies and Procedures Section 5: Alternative Payment Program 20 2016-18 Policies and Procedures Section 5 - Alternative Payment 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 2 weeks 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. 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 will not be reimbursed and will 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, no exceptions. (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. September 13, 2016 Contra Costa County Board of Supervisors 1713 2016-18 Policies and Procedures Section 5: Alternative Payment Program 21 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  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  Participant or child were not approved at the time child care services were provided A Provider Reimbursement Notice (PRN) will be issued to the participant and a copy to provider regarding a non-reimbursement for the above reasons. 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1714 2016-18 Policies and Procedures Section 5: Alternative Payment Program 22 2016-18 Policies and Procedures Section 5 - Alternative Payment Program by CSB. Participant may only review the forms or other documentation/information that they have provided CSB and are in their own case file. 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 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. September 13, 2016 Contra Costa County Board of Supervisors 1715 2016-18 Policies and Procedures Section 5: Alternative Payment Program 23 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1716 2016-18 Policies and Procedures Section 5: Alternative Payment Program 24 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  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  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. September 13, 2016 Contra Costa County Board of Supervisors 1717 2016-18 Policies and Procedures Section 5: Alternative Payment Program 25 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. 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. 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 September 13, 2016 Contra Costa County Board of Supervisors 1718 2016-18 Policies and Procedures Section 5: Alternative Payment Program 26 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  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 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 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: a. License Exempt Providers Exempt from Trustline Who are 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. September 13, 2016 Contra Costa County Board of Supervisors 1719 2016-18 Policies and Procedures Section 5: Alternative Payment Program 27 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. b. License Exempt Providers not exempt from Trustline License exempt providers not exempt from Trustline, must go through the Trustline 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. c. 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 September 13, 2016 Contra Costa County Board of Supervisors 1720 2016-18 Policies and Procedures Section 5: Alternative Payment Program 28 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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  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 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 five (5) 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. September 13, 2016 Contra Costa County Board of Supervisors 1721 2016-18 Policies and Procedures Section 5: Alternative Payment Program 29 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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) 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) days after receipt of notice. CSB will only accept one (1) rate change from providers per fiscal year (July 1st – June 30th). 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 this Participation Handbook Policies and Procedures. 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, 2015, California Department of Education required all agencies to implement ceilings at the 85th percentile of the 2009 Regional Market Rate Survey reduced by 10.11. Licensed exempt child care is reimbursed up to 60% 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. September 13, 2016 Contra Costa County Board of Supervisors 1722 2016-18 Policies and Procedures Section 5: Alternative Payment Program 30 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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 page 12). 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 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 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 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 September 13, 2016 Contra Costa County Board of Supervisors 1723 2016-18 Policies and Procedures Section 5: Alternative Payment Program 31 2016-18 Policies and Procedures Section 5 - Alternative Payment Program 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. H. Participant’s Rights to Change Providers & Rights 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) September 13, 2016 Contra Costa County Board of Supervisors 1724 2016-18 Policies and Procedures Section 5: Alternative Payment Program 32 2016-18 Policies and Procedures Section 5 - Alternative Payment Program IV. Staff Roles and Responsibilities A. Stage II/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  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 II/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 mail on “Mail Log Sheet” o Forward mail to appropriate staff member  Scanning Process/Document Record Keeping o Scan and Index all documents into Northwoods Compass database  Stage I Transfers o Prepare and send Welcome Packets o Prepare Family Files o Coordinate with Unit Manager on case assignments  Family Recertification’s o Prepare and mail recertification packets  Suite Support o Monitor office supplies o Monitor Postage Meter o Monitor office equipment B. Stage II/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  Review and release payments to providers in CalWIN September 13, 2016 Contra Costa County Board of Supervisors 1725 2016-18 Policies and Procedures Section 5: Alternative Payment Program 33 2016-18 Policies and Procedures Section 5 - Alternative Payment Program  Monitoring/Audits/Reviews o Monthly 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 II/CAPP Unit Manager – (CSM)  Reports o Monthly Report to Program Director o Monthly liaison to fiscal o Fiscal Audits/State Reviews as scheduled  Personnel o Supervise CAT 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  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 I Transfer Process o Monitor incoming Stage I 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 II/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 September 13, 2016 Contra Costa County Board of Supervisors 1726 2016-18 Policies and Procedures Section 5: Alternative Payment Program 34 2016-18 Policies and Procedures Section 5 - Alternative Payment Program E. Stage II/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 I/WFS, Child Care Council and CalWIN State Audit/APMU/Independent Audit Review MOE Payments Agency’s CWDA Child Care Representative September 13, 2016 Contra Costa County Board of Supervisors 1727 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 6-LOW-INCOME HOME ENERGY ASSISTANCE PROGRAM 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016 Contra Costa County Board of Supervisors 1728 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 2 2016-18 Policies and Procedures Section 6 - LIHEAP PART I INTRODUCTION A Program Overview 3 B Types of Assistance Available 3 C Service Center Locations 3 PART II LIHEAP ELIGIBILITY GUIDELINES A General Guidelines 4 B Credit Balances 4 C High Balances 4 D LIHEAP Questions to determine Eligibility 4 PART III WEATHERIZATION REFERRALS A General Description 5 B Weatherization for Rental Units 5 C Weatherization for Home Owners 5 PART IV RECEIVEING AND PROCESSING APPLICATIONS A Procedures for starting a client file 6 B Application and Documentation Review 6 PART V LIHEAP/FAST TRACK COMPLAINT PROCEDURE 8 PART VI APPEAL PROCEDURE A General Description 8 B Appeal Procedure 8 PART VII LIHEAP AND DOE DEFERRALS A Purpose 9 B Scope 9 C Description 9 September 13, 2016 Contra Costa County Board of Supervisors 1729 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 3 2016-18 Policies and Procedures Section 6 - LIHEAP I. Introduction A. Program Overview The Low-Income Home Energy Assistance Program (LIHEAP) is a federally-funded program that assists low-income households with their heating and cooling needs, while helping protect the health and safety of the household. B. Types of Assistance Available  Bill Payment Assistance LIHEAP may pay a portion of your energy bill in the form of a dual or single party warrant or a direct payment to a utility company. The amount of assistance is based on household income, household size, energy cost, and funding availability.  Energy Crisis Assistance LIHEAP funds are available to low-income households that are in a crisis situation; such as receiving a 48-hour disconnect notice, or service is terminated by a utility company.  Weatherization Assistance 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. C. Service Center Locations  LIHEAP Assistance 1470 Civic Ct. Ste 200 Concord, CA 94520 Phone: 925 681-6380 Fax: 925 229-6784  Weatherization Assistance 30 Muir Rd. Martinez, CA 94553 Phone: 925-674-7214 September 13, 2016 Contra Costa County Board of Supervisors 1730 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 4 2016-18 Policies and Procedures Section 6 - LIHEAP II. LIHEAP Eligibility Guidelines A. General Guidelines  Families with children 5 years or younger living in the household.  Families with elderly members (60 years or older) living in the household.  Families who have permanent and/or temporary disabled members in the household, and proof of disability.  Households who are new clients and have a high energy burden with very low to zero income.  Utility bill must be $300 or less in order to receive assistance.  Repeat clients with no vulnerable population will receive negative points and will be placed low on our priority list.  Active Military and Veterans.  Documents verifying legal status in the USA for applicant of the household.  Copy of documentation verifying current total gross income for ALL household members.  ID for person named on bill. B. Credit Balances: If credit balance on client’s account is more than double the monthly gas and electric charges; the client will have to re-apply when the credit balance has exhausted. C. High Balances: HEAP or Fast Track payment must bring clients to zero balance. If our HEAP payment doesn’t bring the balance to zero, the client must first make a co-payment to their utility company before our pledge can be made. Proof of payment must be verified by our staff to the utility company prior to pledge being made. D. LIHEAP Questions to determine Eligibility:  What City do you live in? (Contra Costa County residents only)  What is the total of your PG&E?  If utility bill is over $300, we will determine eligibility at their appointment and client will have to make a payment depending on eligibility to bring their total balance to zero.  Are there any children 5 years or younger? o If yes, birth certificates of children are required.  Is there anyone in the household 60 years or older? o If yes, verification of identification is required.  Is there anyone in the household disabled? o If yes, verification of disability can vary from State Disability, Social Security, Workers Comp., Paid Family Leave.  Have you been helped in the past (new client)?  If there an Active Military or Veteran in the household?  Whose name is on the PG&E bill? Is that person over the age of 18? If so, please bring I.D. of the person.  Current monthly utility bill (all pages) (blue strip) and a 48hr notice or shut off (if applicable), income of all household members over the age of 18 for the past 30 days and legal status for the applicant. LIHEAP does not Guarantee Assistance. September 13, 2016 Contra Costa County Board of Supervisors 1731 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 5 2016-18 Policies and Procedures Section 6 - LIHEAP III. Weatherization Referrals A. General Description After the interview process is complete and the client is eligible for our assistance, we ask and offer weatherization for their homes. We ask if they are renting or owning. 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 home improvements are done at NO COST to landlords with eligible tenants, or eligible property owners. B. Weatherization for Rental Units If the client is renting they have to ask their landlord to fill out and sign the Energy Service Agreement for Rental Units and Post Weatherization Lead Forms. This is requesting permission to go in the home and do inspection for improvement. 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. C. Weatherization for Home Owners If the client owns the home and has been determined eligible for services the client can fill out and sign the Energy Service Agreement for Owner and Post Weatherization Lead forms. This is giving the program authorization to inspect and improve their home to be more energy efficient. 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. Include these forms with the LIHEAP Intake Application, Statement of Citizenship, current monthly utility bill, current monthly income, legal status, Energy Service Agreement and Post Weatherization Lead Forms. After the forms are filled and signed include them with the LIHEAP application and fax them to the Weatherization office at (925) 646-9339. As soon as the Weatherization Program receives the fax they will contact the applicant for an appointment and start with improvements in their home. This will ensure their home to be more energy efficient and same money on their utility bill. September 13, 2016 Contra Costa County Board of Supervisors 1732 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 6 2016-18 Policies and Procedures Section 6 - LIHEAP IV. Receiving and Processing Applications A. Procedures for starting a client file: All documents are date stamped (date received) Have client fill out application (assist if needed) Ensure that client has brought all required documentation Ensure that the application is signed and dated Ensure that the citizenship form is filled out, signed and dated B. Application and Documentation Review 1. Check to see if all 5 documents below are included in file folder and date stamped: A Complete and signed Energy Intake Form (CSD 43). A Complete and signed Statement of Citizenship or Non-Citizen Status for Public Benefits Form (CSD 600). Total Gross Monthly Income for all household members 18 years or older within the last six (6) weeks. All pages of monthly utility bill (48hr notice also included if an emergency) within the last six (6) weeks. A copy of documentation verifying legal status in the USA from the applicant and for any children ages 0-5. 2. Intake Application: Has date stamp on entire paperwork. Application is signed and filled out completely. Social Security matches on the intake form and update on the Serv Traq N-1 database. 3. Statement of Citizenship Form: Has name of applicant, place of birth and signature on form. 4. Current Income: Show current gross monthly income within six (6) weeks from the date stamped for everyone in the household 18 years and older. Income can include SSI, SSA, TANF (cash aid), unemployment, state disability, retirement, pension, and check stubs. 5.A complete Monthly Utility Bill: Show all pages of current monthly utility bill from the date stamped (must be within the last six (6) weeks). Also include a 48hr notice or shut off notice if an emergency. The name, account number from page one and utility bill address from page 3 match the utility information on the application. September 13, 2016 Contra Costa County Board of Supervisors 1733 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 7 2016-18 Policies and Procedures Section 6 - LIHEAP 6. Proof of Legal Status: Citizenship Status (if born in the USA) o A copy of applicant’s birth certificate and children under 5 years or o A copy of child’s birth certificate ONLY if it states applicant’s name and where applicant was born or o A copy of applicant’s marriage license ONLY if it states applicant’s name and where applicant was born or o A letter from Social Security stating where the applicant was born in the USA (not date of birth) or o A copy of your passport or o Military Form DD 214, if it states applicant’s place of birth Naturalization Status o A copy of applicant’s naturalization certificate or o A copy of applicants U.S. passport, showing applicant’s nationality as the United States of America (not valid if expired) Alien Status o A copy of both sides of applicant’s green card (not valid if expired) or o A copy of any other document listed on the Statement of Citizenship Status Form (CSD 600) 7. Staff will complete the Assurance 16 Activities form with appropriate action taken. September 13, 2016 Contra Costa County Board of Supervisors 1734 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 8 2016-18 Policies and Procedures Section 6 - LIHEAP V. LIHEAP/Fast Track Complaint Procedure Any complaints are to be handled immediately by the intake clerk who received the complaint. Complaints that cannot be resolved by the intake clerk in a reasonable amount of time are to be passed to the LIHEAP Senior Clerk. If the LIHEAP Senior Clerk is unable to resolve the complaint; it will be forwarded to the LIHEAP Assistant Manager. VI. Appeal Procedure A. 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 client, the best we can. We have several program programs for low income families and we make every effort to make sure that families are provided with these program services. If the client 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 client has been denied for assistance, the client has the right to appeal that decision. State Regulation 22 CCR 100805 defines situations as appealable: If the application was not acted upon within 15 working days Unsatisfactory performance If client is denied for LIHEAP services B. Appeal Procedure 1. The client receives a letter denying LIHEAP services with the reason(s) why the application has been denied. If client disagrees with the denial, the client may complete and submit the LIHEAP APPEAL FORM that is mailed along with the denial letter. The client 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. 2.The LIHEAP APPEAL FORM will then be forwarded to a LIHEAP Intake Clerk where he/she will review the LIHEAP APPEAL FORM along with any additional proof submitted by the client to determine eligibility. After reviewing the information submitted, the Intake Clerk will either overturn the denial and process the application or agree with the denial. If the application was approved, the client is notified by letter within five (5) working days of the approval of the application. However, if denial stands, the Intake Clerk will forward the LIHEAP APPEAL FORM along with his/her notes of the review to the LIHEAP Assistant Manager. 3.The LIHEAP APPEAL FORM will then be forwarded to the LIHEAP Assistant Manager where he/she will review the information and either overrule the Intake Clerk’s decision or agree with the current September 13, 2016 Contra Costa County Board of Supervisors 1735 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 9 2016-18 Policies and Procedures Section 6 - LIHEAP decision. Client is notified by letter within five (5) working days of the Assistant Manager’s decision after the review. 4. If client does not agree with the decision made by the LIHEAP Assistant Manager, the client may complete the 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 Assistant Manager’s decision or agree with the current decision. Then client is notified by letter within five (5) working days of the Program Manager’s decision after his/her review. At this point, if satisfaction is not reached, the client 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 VII. LIHEAP and DOE Deferrals A. 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. B. 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. C. 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 a client; Threatening Violence September 13, 2016 Contra Costa County Board of Supervisors 1736 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 10 2016-18 Policies and Procedures Section 6 - LIHEAP 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 client is not cooperating, contact the manager to calm the situation. If the client’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. Client’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 a client. 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 clients to health and safety (H&S) risks. Clients must be informed about identified problems and safety concerns, and the reason why weatherization services must be deferred. 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: Client 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 client’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. Client 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 September 13, 2016 Contra Costa County Board of Supervisors 1737 2016-18 Policies and Procedures Section 6: Low Income Home Energy Assistance Program 11 2016-18 Policies and Procedures Section 6 - LIHEAP harassment, destruction of property, threats to staff, etc., will be documented and will lead to termination from the program and future Deferral from services. September 13, 2016 Contra Costa County Board of Supervisors 1738 CONTRA COSTA COUNTY EMPLOYMENT & HUMAN SERVICES DEPARTMENT COMMUNITY SERVICES BUREAU POLICIES AND PROCEDURES SECTION 7-WRITTEN SERVICE PLAN 2016-18 Policy Council Approved: 05/18/16 Board of Supervisors Approved: September 13, 2016Contra Costa County Board of Supervisors1739 2 2016-18 Policies and Procedures Section 7 - Written Service Plan VII. WRITTEN SERVICE PLAN A. 1304.20 CHILD HEALTH AND DEVELOPMENT SERVICES Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and Development Services 1304.20 (a) Determining Child Health Status 1304.20(a)(1)(i) - 1304.20(a)(2) Section 2 Pg. 4 CSAM Child Health Status shall be determined for all children. Within 90 days of enrollment (b) Screening for Developmental Sensory and Behavioral Concerns 1304.20(b)(1) – 1304.20(b)(3) Section 2 Page 12 CSAM and Teachers All children will be screened. Within 45 days of enrollment (c) Extended Follow-up and Behavioral Treatment 1304.20(c)(1)&(2) – 1304.20(c)(5) Section 2 Page 15 CSAM / MH Interns All children benefit from extensive follow-up and treatment for all identified health needs. Upon identification & ongoing (d) Ongoing Care 1304.20(d) Section 2 Page 3 CSAM All children receive treatment at their medical home. Ongoing (e) Involving Parents 1304.20(e)(1) – 1304.20(e)(5) Section 2 Pages 15-28 CSAM, Teachers and Site Supervisors Parents are notified immediately when problems are suspected or identified and are familiarized with all services. Ongoing (f) Individualization of the Program 1304.20(f)(1) – 1304.20(f)(2)(iv) Section 2 Page 57 All Staff/CS Managers Services are individualized to meet the unique needs of each child & family. Ongoing September 13, 2016Contra Costa County Board of Supervisors1740 3 2016-18 Policies and Procedures Section 7 - Written Service Plan B. 1304.21 EDUCATION AND EARLY CHILDHOOD DEVELOPMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Education and Early Childhood Development 1304.21 (a) Child Development and Education Approach for All Children 1304.21(a)(1)(i) - 1304.21(a)(6) Section 2 Page 62 CSM – Education Approach to child development services is developmentally and linguistically appropriate and individualized to the child’s unique needs and attributes. Ongoing (b) Child Development and Education Approaches for Infants and Toddlers 1304.21(b)(1)(i) – 1304.21(b)(3)(ii) Section 2 Page 62 CSM – Infant/Toddler Education The research-based Creative Curriculum for Infants, Toddlers and Twos is implemented for infants and toddlers and focuses on relationships. In addition caregiving is provided with a focus on the Program for Infant and Toddler Care policies. Ongoing (c) Child Development and Education for Preschoolers 1304.21(c)(1) – 1304.21(2)(2) Section 2 Page 62 CSM – Pre-School Education The research based Creative Curriculum for Preschool is implemented in the program. This curriculum is developmentally and linguistically appropriate. Ongoing C. 1304.22 CHILD HEALTH AND SAFETY Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and safety 1304.22 (a) Health Emergency Procedures 1304.22(a) - 1304.22(a)(5) Section 2 Pages 92-95, 99, 104-105 Site Supervisors Health Emergency Procedures are implemented Daily (b) Conditions of Short-Term Exclusion and Admittance 1304.22(b)(1) – 1304.22(b)(3) Section 2 Pages 85-86, 90-93 Site Supervisors Health checks and Sick Policy is implemented. Daily (c) Medical Administration 1304.22(c) – Section 2 Designated Staff in Medication is stored and Daily September 13, 2016Contra Costa County Board of Supervisors1741 4 2016-18 Policies and Procedures Section 7 - Written Service Plan 1304.22(c)(6) Pages 95-98 the classroom administered correctly with consent. (d) Injury Prevention 1304.22(d)(1)&(2) Section 2 Pages 99, 101- 102 All Staff/Health and Safety Officers Health and Safety checks result in injury prevention Daily and Monthly (e) Hygiene 1304.22(e)(1)&(2) – 1304.22(e)(7) Section 2 Page 87 All Staff Staff, children and parents practice hygiene according to program standards. Daily (f) First Aid Kits 1304.22(f)(1) – 1304.22(f)(2) Section 2 Page 106 Site Supervisors and CSM – Health Services First Aid Kits are stocked at all times and readily available. Daily D. 1304.23 CHILD NUTRITION Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Health and safety 1304.22 (a) Identification of Nutritional Needs 1304.23(a) - 1304.23(a)(4) Section 2 Page 78 CSAMs Children with nutritional risk are identified. Upon enrollment and within 45 days. (b) Nutritional Services 1304.23(b)(1) – 1304.23(b)(4) Section 2 Page 112 Registered Dietitian Staff, families and children benefit from nutritional services. Ongoing (c) Meal Services 1304.23(c) – 1304.23(c)(7) Section 2 Pages 66, 108- 112 Food Services Manager Children receive nutritious meals. Daily (d) Family Assistance With Nutrition 1304.23(d) Section 2 Pages 79-82 CSAMs Families receive nutrition education resources, and referrals to meet their needs. Ongoing (e) Food Safety and Sanitation 1304.23(e)(1) – 1304.23(e)(2) Section 2 Page 108 Food Services Manager All food is served in as safe and sanitary. Daily E. 1304.24 CHILD MENTAL HEALTH Description Perform Standards P&P Manual Responsibility Outcome Measure Date Child Mental Health 1304.24 (a) Mental Health Services 1304.24(a)(1)(i) - 1304.24(a)(3)(iv) Section 2 Pages 24-25, section 3 Page 9 All Staff Quality Mental Health Services are provided as appropriate Daily September 13, 2016Contra Costa County Board of Supervisors1742 5 2016-18 Policies and Procedures Section 7 - Written Service Plan F. 1304.40 FAMILY PARTNERSHIPS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Family Partnerships 1304.40 (a) Family Goal Setting 1304.40(a)(1) - 1304.40(a)(4)&(5) Section 3 Page 4 CSAMs Families are engaged in meaningful goal setting. Ongoing (b) Accessing Community Services and Resources 1304.40(b)(1) – 1304.40(b)(2) Section 3 Page 8 CSAMs/Home Educators Parents receive community services and resources appropriate to their needs and desires. Ongoing (c) Services to Pregnant Women Who Are Enrolled in Programs Serving Pregnant Women, Infants and Toddlers 1304.40(c)(1)(i),(ii)&(iii) –1304.40(c)(3) Section 3 Page 10 CSM – Infant/Toddler Programs Pregnant women receive comprehensive services Ongoing (d) Parent Involvement – General 1304.40(d)(1) – 1304.40(d)(3) Section 3 Page 11 CSM – Parent, Family and Community Engagement Parents are engaged in all aspects of the program. Ongoing (e) Parent Involvement in Child Development and Education 1304.40(e)(1) – 1304.40(e)(5) Section 2 Pages 70-71 Section 3 Pages 11, 16 Teachers/Home Educators Parents are recognized as their child’s primary educator and involved in all aspects of education services. Ongoing (f) Parent Involvement in Health, Nutrition, and Mental Health Education 1304.40(f)(1) – 1304.40(f)(4)(i),(ii)&(iii) Section 3 Page 17 CSAMs/Home Educators Parents are engaged in health, nutrition, and Mental Health Education. Ongoing (g) Parent Involvement Community Advocacy 1304.40(g)(1)&(2) Section 3 Page 18 CSM – Parent, Family & Community Engagement Parents are involved in advocacy efforts in their community. Ongoing (h) Parent Involvement in Transition Activities 1304.40(h)(1)-(4) Section 2 Pages 58-60 Section 3 Page 18 Teachers/Home Educators Parents are engaged in transition activities. Ongoing (i) Parent Involvement in Home Visits 1304.40(i)(1)-(3) – 1304.40(i)(4)&(5) Section 2 Page 69-71 Section 3 Page 19 CSM – Home Based Services Parents are involved in all home visits and socializations. Ongoing September 13, 2016Contra Costa County Board of Supervisors1743 6 2016-18 Policies and Procedures Section 7 - Written Service Plan G. COMMUNITY PARTNERSHIPS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Community Partnerships 1304.41 (a) Partnerships 1304.41(a)(1) - 1304.41(a)(4) Section 3 Page 20 ASA III CSM – Parent, Family and Community Engagement CSB engages in multiple formal and informal community partnerships that enhance services to children and families. Ongoing (b) Advisory Committees 1304.41(b) Section 3 Page 21 CSM – Health and Registered Dietitian Health Services Advisory Committee and Nutrition Advisory Committee are active. Twice Annually (c) Transition Services 1304.41(c)(1) – 1304.41(c)(3) Section 3 Page 18 CSM – Education and Disabilities Transitions into and out of EHS and HS are seamless and coordinated. Ongoing H. 1304.50 PROGRAM DESIGN AND MANAGEMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Program Design and Management 1304.50 (a) Policy Council, Policy Committee, and Parent Committee Structure 1304.50(a)(1) - 1304.50(a)(5) Section 1 Pages 4-6 CSM – Policy Council A formal structure of program governance provides parents and other community representatives with the authority and opportunity to participate in shared decision- making concerning program design and implementation. Ongoing (b) Policy Council Composition and Formation 1304.50(b)(1) – (b)(7) Section 1 Pages 4-5 CSM – Policy Council Policy groups are formed based on approved bylaws. Ongoing (c) Policy Council Responsibilities-General 1304.50(c)&(d) Section 1 Pages 6-12 Head Start Director Policy Groups are charge with the responsibilities as noted in Appendix A. Ongoing (d) The Policy Council or Policy Committee 1304.50(c)(d) – 1304.50(d)(2)(v) Section 1 Pages 6-11 Head Start Director and Delegate Policy Council and the Local Policy Committee are engaged in policy Ongoing September 13, 2016Contra Costa County Board of Supervisors1744 7 2016-18 Policies and Procedures Section 7 - Written Service Plan Agency Director decisions regarding the nature and operation of the program. (e) Parent Committee 1304.50(e)(1),(2) &(3) Section 1 Pages 5-6 Site Supervisor Parent Committees are appropriately engaged and carry out their designated responsibilities. Ongoing (f) Policy Council, Policy Committee, and Parent Committee Reimbursement 1304.50(f) Section 1 Pages 73-74 CSM – Policy Council Reimbursements to parents are reasonable and provided timely for any travel, lodging, childcare and per diem expenses. As requested (g) Governing Body Responsibilities 1304.50(g)(1)&(2) Section 1 Pages 4, 6-12 Head Start Director Governing body is engaged in decision making as required. Ongoing (h) Internal Dispute Resolutions 1340.50(h) Section 1 Pages 12-13 Head Start Director Internal disputes are resolved in accordance with policy. As needed I. 1304.51 MANAGEMENT SYSTEMS AND PROCEDURES Description Perform Standards P&P Manual Responsibility Outcome Measure Date Management System and Procedures 1304.51 (a) Program Planning 1304.51(a)(1)(i)-(iii) - 1304.51(a)(2) Section 1 Pages 15-17 Directors & Assistant Directors The program has an established, dynamic, and cohesive management system that support continuous improvement and foster commitment to providing the highest level of services to children and families. Ongoing (b) Communication – General 1304.51(b) Section 1 Pages 17-25 Division Managers Systems are in place to ensure a smooth flow of two-way communication with staff, parents, governing bodies, and delegate agency. Ongoing (c) Communication with Families 1304.51(c)(1)&(2) Section 1 Pages 18-19 Site Supervisors Communication with families is clear, concise, respectful, confidential and timely. Ongoing (d) Communications with Governing Bodies and Policy Groups 1304.51(d) Section 1 Pages 19-20 Head Start Director Communications with Governing Bodies and Policy Groups is of high quality, informational, educational and responsive. Ongoing September 13, 2016Contra Costa County Board of Supervisors1745 8 2016-18 Policies and Procedures Section 7 - Written Service Plan (e) Communication Among Staff 1304.51(e) Section 1 Page 18 Assistant Directors/Senior Managers Quality outcomes for children and families are facilitated by various mechanisms for regular communication. Daily (f) Communication with Delegate Agencies 1304.51(f) Section 1 Pages 19-20, 25 Analyst for Partners Communication with the delegate is effective and timely. Ongoing (g) Record keeping Systems 1304.51(g) Section 1 Pages26-30 Business Systems Manager Multiple record keeping systems are in place which provides accurate and timely information. Ongoing (h) Reporting System 1304.51(h)(1) – 1304.51(h)(2) Section 1 Pages 18-26 Division Managers Efficient and effective reporting systems are in place. Ongoing (i) Program Self-Assessment Monitoring 1340.51(i)(1) – 1304.51(i)(3) Section 1 Pages 39-40 Analyst Self-Assessment is conducted to determine the program’s effectiveness. Annually J. 1304.52 HUMAN RESOURCES MANAGEMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Human Resources Management 1304.52 (a) Organizational Structure 1304.52(a)(1) - 1304.52(a)(2)(i)&(iii) Section 1 Page 41 Personnel Administrator The organizational structure outlines how staff & functions are set up to meet the program’s mission & goals. The structure also describes how Head Start fits into a larger agency. Ongoing (b) Staff Qualifications-General 1304.52(b)(1)&(2) – 1304.52(b)(4) Section 1 Pages 51-52 Personnel Administrator Staff and consultants have the knowledge, skills, and experience to perform. When hired (c) Early Head Start or Head Start Director Qualifications 1304.52(c) Section 4 Page 44 Personnel Administrator The Head Start Director has meets and exceeds the required qualifications. When hired (d) Qualifications of Content Area Experts 1304.52(d) – 1304.52(d)(8) Section 4 page 45 Personnel Administrator Content Area staff is qualified to fulfill their job responsibilities, including comprehensive services manager with disabilities expertise. When hired (e) Home Visitor Qualifications 1304.52(e) Section 1 Page 51-52 Personnel Administrator Home Visitors meet qualifications When hired (f) Infant and Toddler Staff Qualifications 1304.52(f) Section 1 Pages 51-52 Personnel Administrator Infant and Toddler Staff meet qualifications. When hired (g) Classroom Staffing and Home Visits 1304.52(g)(1) – Section 1 Personnel Staffing ratios and class sizes are Daily September 13, 2016Contra Costa County Board of Supervisors1746 9 2016-18 Policies and Procedures Section 7 - Written Service Plan 1304.52(g)(5) Page 52 Administrator maintained and home visits and home educator caseloads meet regulations. (h) Standards of Conduct 1304.52(h)(1) – 1304.52(h)(2)&(3) Section 1 Page 54 Personnel Administrator All staff signs the Standards of Conduct Policy and adhere to standards. Upon hire and annually thereafter (i) Staff Performance Appraisals 1340.52(i) Section 1 Pages 60-62 Supervisors All staff receives their performance evaluation in a timely fashion. Annually, or more often as needed (j) Staff and Volunteer Health 1304.52(j)(1) – 1304.52(j)(3) Section 1 Pages 62-63 Personnel Analyst and Site Supervisors Staff and volunteers are in good health. Established within 7 days of hire or when volunteering regularly (k) Training and Development 1304.52(k)(1)-(3) – 1304.52(k)(4) Section 1 Pages 65-70 Personnel Analyst Training programs are required, & it is mandatory staff attend. Attendance is tracked. Ongoing per training calendar K. 1304.53 FACILITIES, MATERIALS AND EQUIPMENT Description Perform Standards P&P Manual Responsibility Outcome Measure Date Facilities, Materials, and Equipment 1304.53 (a) Head Start Physical Environment and Facilities 1304.53(a)(1) - 1304.53(a)(10)(xvii) Section 4 Pages 46-49 Facilities Manager Facilities meet state and local licensing requirements, are hazard free and safe. Daily (b) Head Start Equipment, Toys, Materials, and Furniture 1304.53(b)(1) – 1304.53(b)(3) Section 4 Pages 53-55 Site Supervisor Equipment, toys, materials and furniture are age and developmentally appropriate, in good repair, and hazard free. Daily September 13, 2016Contra Costa County Board of Supervisors1747 10 2016-18 Policies and Procedures Section 7 - Written Service Plan L. 1305 ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE IN HEAD START Description Perform Standards P&P Manual Responsibility Outcome Measure Date Determining Community Strengths and Needs 1305.3 Section 1 Pages 15-17 Analyst – Grants A community assessment is conducted to determine strengths and needs. Every three years and updated annually Age of Children and Family Income Eligibility 1305.4 Section 4 Page 9 CSAMs Enrolled children meet age and income requirements. Ongoing Recruitment of Children 1305.5 Section4 Pages 9-10 CSM– ERSEA Recruitment Plan is fully implemented. Ongoing Selection Process 1305.6 Section4 Pages 9-10 CSAM Children are selection according to approved selection criteria. Ongoing Enrollment and Re-enrollment 1305.7 Section4 Pages 12-13 Site Supervisor Children are enrolled when vacancies occur and re-enrolled in accordance with policy. Ongoing Attendance 1305.8 Section4 Pages 36-38 Site Supervisor Attendance is tracked, analyzed and corrective action plans are in place for centers below 85%. Daily tracking monthly reporting Policy on fees 1305.9 Section4 Pages 5, 39 Site Supervisor No fees are charged for Head Start and Early Head Start Services. Ongoing Compliance 1305.10 Section 1 31 Section4 Page 9 CSM – ERSEA Agency is compliant with CFR 1305. Ongoing September 13, 2016Contra Costa County Board of Supervisors1748 11 2016-18 Policies and Procedures Section 7 - Written Service Plan M. 1306 HEAD START STAFFING REQUIREMENTS AND PROGRAM OPTIONS Description Perform Standards P&P Manual Responsibility Outcome Measure Date Head Start Staffing Requirements and Program Options 1306 Subpart B – Head Start Program Staffing Requirements 1306.20-1306.23 Program Staffing Patterns 1306.20 Section 1 Pages 51-53 Section 4 Pages 44-45 Personnel Administrator Program staffing patterns meet/exceed standards. Daily Staff Qualification Requirements 1306.21 Section 4 Pages 44-45 Personnel Administrator Staff meets HS Act Requirements. Daily Volunteers 1306.22 Section 1 Pages 53, 62 CSM-Family & Community Partnership Parents are active volunteers in the program Daily Training 1306.23 Section 1 Pages 63-67 Personnel Analyst Staff is well trained. Ongoing per T/TA plan Subpart C – Head Start Program Options 1306.30-1306.36 Provisions of Comprehensive Child Development Services 1306.30 Section 2 Pages 61-76 Head Start Director All services meet local, State, and Federal regulations, involve parents, and involve community partners. Daily Choosing a Head Start Program Option 1306.31 Section 1 Page 15 Head Start Director Head Start options are chosen to meeting the needs of the community, family, and child. Ongoing Center-based Program Option 1306.32 Section 2 Page 61 Assistant Directors The center-based program is operated in accordance with the regulations. Daily Home-based Program Option 1306.33 Section 2 Pages 61, 70-71 Assistant Directors The home-based program is operated in accordance with the regulations. Daily Combination Program Option 1306.34 N/A N/A N/A N/A Additional Head Start Program Option Variations 1306.35 Section 1 Page 15 Head Start Director 24-Waiver classrooms are operation with ACF/OHS approval. Daily Compliance Waiver 1306.36 N/A N/A N/A N/A September 13, 2016Contra Costa County Board of Supervisors1749 12 2016-18 Policies and Procedures Section 7 - Written Service Plan N. 1308 DISABILITIES SERVICES Description Perform Standards P&P Manual Responsibility Outcome Measure Date A. Subpart A General Purpose 1308.1 1308.2 Section 2 Pages 37-38 All Comprehensive Services Team Site Supervisor HS grantees and Delegates ensure that children with Disabilities enrolled in HS/EHS receive all the services to which they are entitled. Ongoing Definitions 1308.3 Section 2 Pages 38-39 All Comprehensive Services Team Understanding Definitions related to Disabilities service area. Ongoing B. Subpart B Disabilities Service Plan Purpose and Scope 130.4 Section 2 Pages 37-42 Disabilities CSM Development of Disabilities Service Plan to meet the special needs of children with disabilities and their parents. Annually (July) C. Subpart C Social Services Recruitment and Enrollment 1308.5 (a)(b)(c)(d)(e)(f) Section 4 Page 10 All CSB Staff The grantee and delegate has implemented plans to locate and recruit children with disabilities. Meet 10% enrollment of children with disabilities. Ongoing D. Subpart D Health Services Assessment of children 1308.6 (a)(b)(c)(d)(e) Section 2 Pages 43, 52-54 Disabilities CSM All CS Team / Education Team All children benefit from screenings and assessments. Children identified as needing further assessments are referred for further evaluations to LEA or RCEB. Within 45 days of enrollment Eligibility Criteria: Health Impairment 1308.7 Section 2 Page 50 Disabilities CSM All CS Team / Home Educator / Teachers Disability CSM coordinates with Health, Mental Health, Nutrition, Family Services and Education Manager to ensure the needs of the children with disabilities are met. Ongoing Emotional/behavioral disorders 1308.8 Section 2 Page 50 Speech and language 1308.9 Section 2 Page 50 Intellectual Disability 1308.10 Section 2 Page 50 Hearing impairment including deafness 1308.11 Section 2 Page 50 September 13, 2016Contra Costa County Board of Supervisors1750 13 2016-18 Policies and Procedures Section 7 - Written Service Plan Description Perform Standards P&P Manual Responsibility Outcome Measure Date Orthopedic impairment 1308.12 Section 2 Page 50 Visual impairment 1308.13 Section 2 Page 50-51 Learning disabilities 1308.14 Section 2 Page 51 Autism 1308.15 Section 2 Page 51 Traumatic brain injury 1308.16 Section 2 Page 51 Other impairments 1308.17 Section 2 Page 51 Disabilities/health services coordination 1308.18 Section 2 Page 51 Disabilities CSM, Nutrition CSM and Health CSM Disability CSM assures that the special needs of each child with disabilities are met. Ongoing E. Subpart E Education Services Performance Standards Developing individualized education program (IEP) 1308.19 Section 2 Pages 43-46 Disability CSM, Family Services CSM, LEA ,Education Team, and CS Team Individualized services are provided to meet the unique needs of each child with disabilities and their families are met. Ongoing F. Subpart F Nutrition Nutrition Services 1308.20 Section 2 Page 54 Nutrition CSM, Health CSM and CS Team Nutrition program provides identification, education, resources and referrals to serve children with disabilities. Ongoing G. Subpart G Parent involvement Parent participation and transition of children into Head Start and form Head Start to public school. 1308.21 Section 2 Page 58 Disability CSM, CSAM, Home Educator and Education Team Transitions are provided for children transferring from: -EHS to HS -HS to kinder -Or to other related agencies Ongoing September 13, 2016Contra Costa County Board of Supervisors1751 14 2016-18 Policies and Procedures Section 7 - Written Service Plan O. 1310 HEAD START TRANSPORTATION Description Perform Standards P&P Manual Responsibility Outcome Measure Date Subpart B – Transportation Requirements 1310.10 – 1310.17 General 1310.10 Section 4 Page 59 CSAM Agency does not provide transportation; families are connected with transportation resources as needed. Ongoing Child Restraint System 1310.11 Section 4 Page 57-59 CSM – Health Services All children are secured in appropriate child restraint systems. Any time a child is transported in a car or van. Required use of School Buses or Allowable Alternate Vehicle 1310.12 N/A N/A N/A N/A Maintenance of Vehicles 1310.13 Section 4 Page 56-57 Facilities Manager All vehicles are maintained in safe operating condition. Daily Inspection of New Vehicles at the Time of Delivery 1310.14 Section 4 Page 56-57 Facilities Manager All new vehicles are inspected Upon delivery Operation of Vehicles 1310.15 Section 4 Page 56-57 N/A N/A N/A Driver Qualifications 1310.16 Section 4 Page 56-57 Personnel Administrator All staff driving county vehicles has a valid CDL. Daily Driver and Bus Monitor Training 1310.17 Section 2 Page 78-79 Home Base AD/CSM All bus/van monitors received training. Fieldtrips/Socializations Subpart C – Special Requirements 1310.20 – 1310.23 Trip Routing 1310.20 N/A N/A N/A N/A Safety Education 1310.21 Section 2 Page 65 CSM – Family and Community Partnerships All children and parents are provided with Pedestrian Safety Education. Annually in Sept. and Ongoing for children Children with Disabilities 1310.22 N/A N/A N/A N/A Coordinated Transportation 1310.23 N/A N/A N/A N/A September 13, 2016Contra Costa County Board of Supervisors1752 Community Services Bureau 2016-2018 Policies and Procedures Summary of Changes Policies and Procedures 2016-2018 Revised: 05/04/2016 PC Approved: 5/18/16 BOS Approved: Section 1 - Administration Part I – Program Governance: • Updated number of currently enrolled representatives in Policy Council Composition and Formation section from 39 to 43. • Term of PC Membership is changed from October - September to from September - August. • Added no delegate or child care partner agency staff (or members of their immediate family) may serve on the Policy Council. • Change “Parent Involvement” to “Family Engagement” Part II – Planning:  No major changes. Part III – Communications:  When mandated reporting of child abuse/neglect is made to Child Protected Services (CPS), a report to Community Care Licensing (CCL) shall also be made summarizing the CPS report.  All potential violation of child’s rights to be in compliance with Administration of Children & Families (ACF) Information Memorandum (IM) 15-04. After reviewing the facts, if the Bureau Director or designee has determined that an incident may have occurred, the EHSD Director, Bureau Director, or designee will notify the Head Start Regional Office of State Department of Education, Early Education & Support Division in accordance with the reporting requirements as applicable to the funding source of the impacted child(ren)  Starting 2016, Policies & Procedures will be revised every 2 years. Any updates between the revisions will be added as an addendum to the Policies & Procedures. Part IV – Record Keeping and Reporting:  No major changes. Part V – Monitoring:  No major changes Part VI – Self-Assessment: • No major changes Part VII – Program Human Resources Management: (Personnel Policies & Procedures)  Information County Administrative Bulletins 112.9 and 204.13 regarding training and reimbursement of tuition fees has been added. Part VIII – Fiscal:  Added statement about the process for reimbursement of Reduced Days of Operation or Attendance Due to Emergency Conditions Section 2 - Child Development Part I – Prevention and Early Intervention:  Updated immunization policies to read that no exemptions are to be accepted based on personal beliefs beginning January 1, 2016, however Medical Exemptions from a licensed physician will continue to be permitted  Updated strategies added to Behavior Management with revised Positive Behavior Action Plan.  Revised case management process with enhanced responsibilities for Site Supervisors and Comprehensive Services Staff  Updated information on amended Child Abuse and Neglect Reporting Act – Penal Code Section 11164-11174.3 effective January 1, 2016. September 13, 2016 Contra Costa County Board of Supervisors 1753 Community Services Bureau 2016-2018 Policies and Procedures Summary of Changes Policies and Procedures 2016-2018 Revised: 05/04/2016 PC Approved: 5/18/16 BOS Approved: Part II – Services for Children with Disabilities:  No major changes Part III – Individualization in the Program:  Kindergarten Transition registration and meetings information for parents to assist their child in transitioning to kindergarten has been updated. The kindergarten transition meeting will now be conducted between April and June. Part IV – Curriculum:  Updated Program for Infants & Toddler Care (PITC Program) to include Cultural Continuity of Care between homes and child care Part V – Child Nutrition:  No major changes Part VI – Child Health and Safety:  Updated operating procedures including in cases of emergencies when child is to be moved, lead teacher (or designee) to transport documentation for children with health conditions and child’s medications  Updated Kitchen Sanitation including all kitchen staff to follow CCC Environmental Health Rules and Regulations for retail food facility  Updated CSB Potlucks to ensure all potlucks are in a designated room separate from classrooms so as not to interrupt children’s planned menus; and all enrolled children must be first served the food provided by Child Nutrition Services. Section 3 - Family and Community Partnerships Part I – Family Partnership Building  Assessment and Protocol documentation date changed from April 30th to May 31st Part II – Parent Engagement  No major changes Part III – Community Partnerships  No major changes Section 4 - Program Design Part I – ERSEA  Updated funding program from Child Development Division to Early Education and Support Division  Updated definition of child’s authorized caregiver or legally responsible party and updated categorical eligibility to include Homelessness and Foster Care  Updated Attendance Accounting policies Part II – Staffing Requirements  No major changes Part III – Business Systems  No major changes Section 5 - Alternative Payment Plan Part I – Program Overview:  No major changes Part II – Alternative Payment Program Parent Policies and Procedures:  No major changes September 13, 2016 Contra Costa County Board of Supervisors 1754 Community Services Bureau 2016-2018 Policies and Procedures Summary of Changes Policies and Procedures 2016-2018 Revised: 05/04/2016 PC Approved: 5/18/16 BOS Approved: Part III – Provider Participation:  No major changes Part IV – Staff Roles and Responsibilities:  No major changes Section 6 - Low Income Home Energy Assistance Program Part I – Introduction:  No major changes Part II – LIHEAP Eligibility Guidelines:  No major changes Part III – Weatherization Referrals:  No major changes Part IV – Receiving and Processing Applications:  No major changes Part V – LIHEAP/Fast Track Complaint Procedure:  No major changes. Part VI – Appeal Procedure:  No major changes Part VII – LIHEAP and DOE Deferrals:  No major changes Section 7 - Written Service Plans  No major changes September 13, 2016 Contra Costa County Board of Supervisors 1755 RECOMMENDATION(S): APPROVE the response to Grand Jury Report No.1608, "Welfare Fraud Investigation in Contra Costa County" and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 20, 2016. FISCAL IMPACT: No fiscal impact, this is an informational report. BACKGROUND: On June 14, 2016, the County received 2015-16 Civil Grand Jury Report No.1608, "Welfare Fraud Investigation in Contra Costa County." The report was received by the Board of Supervisors and subsequently referred to the County Administrator on the July 12, 2016 Board of Supervisors agenda (Item no. C.129) who prepared the attached response that specifies: Whether the respondent agrees, or disagrees wholly or partially with each finding; If the respondent disagrees with a finding, a statement explaining the portion of the finding that is disputed and the reasons for the disagreement; Whether each recommendation has been either: implemented; not yet been implemented; will not be implemented and why; or requires further analysis with an explanation of the scope and anticipated time frame. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Allison Picard, (925) 335-1096 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.180 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Response to Grand Jury Report No.1608, "Welfare Fraud Investigation in Contra Costa County." September 13, 2016 Contra Costa County Board of Supervisors 1756 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 20, 2016 (90 days after receipt). The Board must take action no later than the September 20, 2016 meeting in order to comply with the statutory deadline. CHILDREN'S IMPACT STATEMENT: Not Applicable ATTACHMENTS GJ 1608 GJ response September 13, 2016 Contra Costa County Board of Supervisors 1757 September 13, 2016Contra Costa County Board of Supervisors1758 September 13, 2016Contra Costa County Board of Supervisors1759 September 13, 2016Contra Costa County Board of Supervisors1760 September 13, 2016Contra Costa County Board of Supervisors1761 September 13, 2016Contra Costa County Board of Supervisors1762 September 13, 2016Contra Costa County Board of Supervisors1763 September 13, 2016Contra Costa County Board of Supervisors1764 September 13, 2016Contra Costa County Board of Supervisors1765 September 13, 2016Contra Costa County Board of Supervisors1766 September 13, 2016Contra Costa County Board of Supervisors1767 September 13, 2016Contra Costa County Board of Supervisors1768 September 13, 2016Contra Costa County Board of Supervisors1769 September 13, 2016Contra Costa County Board of Supervisors1770 September 13, 2016Contra Costa County Board of Supervisors1771 September 13, 2016Contra Costa County Board of Supervisors1772 September 13, 2016Contra Costa County Board of Supervisors1773 September 13, 2016Contra Costa County Board of Supervisors1774 September 13, 2016Contra Costa County Board of Supervisors1775 September 13, 2016Contra Costa County Board of Supervisors1776 September 13, 2016Contra Costa County Board of Supervisors1777 September 13, 2016Contra Costa County Board of Supervisors1778 September 13, 2016Contra Costa County Board of Supervisors1779 September 13, 2016Contra Costa County Board of Supervisors1780 September 13, 2016Contra Costa County Board of Supervisors1781 September 13, 2016Contra Costa County Board of Supervisors1782 September 13, 2016Contra Costa County Board of Supervisors1783 September 13, 2016Contra Costa County Board of Supervisors1784 September 13, 2016Contra Costa County Board of Supervisors1785 September 13, 2016Contra Costa County Board of Supervisors1786 September 13, 2016Contra Costa County Board of Supervisors1787 September 13, 2016Contra Costa County Board of Supervisors1788 RECOMMENDATION(S): APPROVE the response to Grand Jury Report No.1616 "Our Children in Need" and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 13, 2016. FISCAL IMPACT: No fiscal impact, this is an informational report. BACKGROUND: On June 15, 2016, the County received 2015-16 Civil Grand Jury Report No.1616 "Our Children in Need". The report was received by the Board of Supervisors and subsequently referred to the County Administrator on the July 12, 2016 Board of Supervisors agenda (Item no. C.124) who prepared the attached response that specifies: Whether the respondent agrees or disagrees wholly or partially with each finding; If the respondent disagrees with a finding, a statement explaining the portion of the finding that is disputed and the reasons for the disagreement; Whether each recommendation has been implemented, has not been implemented, or requires further analysis; and If the recommendation requires further analysis, a statement explaining the scope and parameters of the analysis or study, and a time frame, not to exceed six months, for the matter to be prepared for discussion. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Allison Picard, (925) 335-1096 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.181 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Response to Grand Jury Report No.1616 "Our Children in Need" September 13, 2016 Contra Costa County Board of Supervisors 1789 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, 2016 (90 days after receipt). The Board must take action no later than the September 13, 2016 meeting in order to comply with the statutory deadline. CHILDREN'S IMPACT STATEMENT: Not Applicable ATTACHMENTS GJ 1616 GJ 1616 response September 13, 2016 Contra Costa County Board of Supervisors 1790 September 13, 2016Contra Costa County Board of Supervisors1791 September 13, 2016Contra Costa County Board of Supervisors1792 September 13, 2016Contra Costa County Board of Supervisors1793 September 13, 2016Contra Costa County Board of Supervisors1794 September 13, 2016Contra Costa County Board of Supervisors1795 September 13, 2016Contra Costa County Board of Supervisors1796 September 13, 2016Contra Costa County Board of Supervisors1797 September 13, 2016Contra Costa County Board of Supervisors1798 September 13, 2016Contra Costa County Board of Supervisors1799 September 13, 2016Contra Costa County Board of Supervisors1800 September 13, 2016Contra Costa County Board of Supervisors1801 ' I "' 1 BOARD OF SUPERVISORS RESPONSE TO GRAND JURY REPORT NO.1616: “OUR CHILDREN IN NEED” FINDINGS – California Penal Code Section 933.5(a) requires a response to the designated findings of the Grand Jury. Most of the findings and recommendations contained in this report are covered in separate reports which have been responded to individually. However, one new finding and several new recommendations not covered in other Grand Jury Reports are included as follows: F74. The present levels of personnel, support, and financing are inadequate to protect the County's children in need. Response: Respondent disagrees with the finding. While the County does provide extensive services that protect children in need, staff in each department impacted continuously seek additional resources to perform these activities more effectively. 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 enact the recommendations directed to them made in Grand Jury reports 1605, 1609, 1612, and 1615. Response: Refer to responses in referenced reports 1605, 1609, and 1612 made by the Board of Supervisors. Report 1615 on Truancy is not related to County functions. R2. The Board of Supervisors should issue a policy statement of the County's intention to provide the personnel, facilities, training, and administrative support necessary to protect the county's children in need. Response: This recommendation will be implemented through the annual County Budget process in which the Board establishes program priorities based on available revenue. The children’s programs examined by the Grand Jury in reports 1605 and 1612 are mandated by federal and state laws, and as such are the responsibility of those entities to provide policy direction and adequate funding for personnel, facilities, training and administrative support. September 13, 2016 Contra Costa County Board of Supervisors 1802 ' I "' 1 R3. The Board of Supervisors should create a position of "Youth Advocate", with the power to: a. Investigate all county agencies charged with providing services to children; b. Report his/her findings and recommendations to the Board of Supervisors and to the public every six months; c. Recommend to the Board of Supervisors the amount of money necessary to accomplish his/her recommended actions; and d. Advocate before the Board of Supervisors on all matters related to children in need. Response: This recommendation will be evaluated through the annual County Budget process in which the Board establishes program priorities based on available revenue. A “Youth Advocate” could be a beneficial voice and champion for children in need in our county. However, rather than a charge to investigate county agencies, a better role for a Youth Advocate would be to lead and facilitate the development of a children’s system of care and a network of safety net services in the county, linking public agencies, community based organizations, school based programs and law enforcement into a team of multi- disciplinary services that can be funded through the creative use of federal and state funds, private foundation funds, grants, and local funds. R4. The Board of Supervisors should issue a policy statement of the County's intention to provide material increases in the funding for the county's agencies in order to create, and accomplish the recommendations of the Youth Advocate in protecting our children in need, and identify the funds to do so. Response: This recommendation will be implemented through the annual County Budget process in which the Board establishes program priorities based on available revenue. September 13, 2016 Contra Costa County Board of Supervisors 1803 RECOMMENDATION(S): APPROVE the response to Grand Jury Report No.1613 "Human Resources Management", and DIRECT the Clerk of the Board to forward the response to the Superior Court no later than September 22, 2016. FISCAL IMPACT: No fiscal impact, this is an informational report. BACKGROUND: On June 24, 2016, the County received 2015-16 Civil Grand Jury Report No.1613 "Human Resources Management". The report was received by the Board of Supervisors and subsequently referred to the County Administrator on the June 12, 2016 Board of Supervisors agenda (Item no. C.125) who prepared the attached response that specifies: Whether the respondent agrees or disagrees wholly or partially with each finding; If the respondent disagrees with a finding, a statement explaining why; Whether each recommendation has been implemented, has not yet or will not be implemented, or if further analysis is required, a description of the scope of study and an anticipated time frame. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2016 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Allison Picard, (925) 335-1096 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: September 13, 2016 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Stephanie Mello, Deputy cc: C.182 To:Board of Supervisors From:David Twa, County Administrator Date:September 13, 2016 Contra Costa County Subject:Response to Grand Jury Report No.1613 "Human Resources Management" September 13, 2016 Contra Costa County Board of Supervisors 1804 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 22, 2016 (90 days after receipt). The Board must take action no later than the September 20, 2016 meeting in order to comply with the statutory deadline. CHILDREN'S IMPACT STATEMENT: Not Applicable ATTACHMENTS GJ 1613 GJ response 1613 September 13, 2016 Contra Costa County Board of Supervisors 1805 September 13, 2016Contra Costa County Board of Supervisors1806 September 13, 2016Contra Costa County Board of Supervisors1807 September 13, 2016Contra Costa County Board of Supervisors1808 September 13, 2016Contra Costa County Board of Supervisors1809 September 13, 2016Contra Costa County Board of Supervisors1810 September 13, 2016Contra Costa County Board of Supervisors1811 September 13, 2016Contra Costa County Board of Supervisors1812 September 13, 2016Contra Costa County Board of Supervisors1813 September 13, 2016Contra Costa County Board of Supervisors1814 September 13, 2016Contra Costa County Board of Supervisors1815 September 13, 2016Contra Costa County Board of Supervisors1816 September 13, 2016Contra Costa County Board of Supervisors1817 September 13, 2016Contra Costa County Board of Supervisors1818 September 13, 2016Contra Costa County Board of Supervisors1819 CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1613 "HUMAN RESOURCES MANAGEMENT" BOARD OF SUPERVISORS’ RESPONSE FINDINGS – California Penal Code Section 933.5(a) requires a response to the designated findings of the Grand Jury. F1. HR has been without a permanent Director since mid-2014. Response: Respondent agrees with this finding. F2. A consultant has provided high-level advice to the County Administrator concerning human resources since March 2015. The consultant's principal focus has been on preparing the department for major computer system upgrades. Response: Respondent agrees with this finding. F3. Recruitment and classification of County workers is governed by a complex set of rules. Response: Respondent agrees with this finding. F4. Decentralization of personnel management in large departments has negatively impacted communication, transparency and adherence to personnel rules. Response: Respondent agrees with this finding. F5. The Delegated Authority granted to the Health Services Department to manage many of their own personnel operations has exacerbated difficulties the Health Services Department experiences related to personnel management rather than solved them. Lack of oversight from HR has led to problems such as position misclassification, incorrect use of overtime and inconsistent attention to personnel rules. Response: Respondent agrees with this finding. F6. The Personnel Management Regulations have not been updated since 1982, the Salary Regulations have not been updated since 1985, and the Personnel Services Procedures Manual has not been revised since 2007. Response: Respondent agrees with this finding. September 13, 2016 Contra Costa County Board of Supervisors 1820 F7. HR was directed to streamline its operations and eliminate paperwork due to ongoing concerns about delays in the recruitment and selection process. Response: Respondent agrees with this finding. F8. The principal computer system used by HR, PeopleSoft, has not been upgraded for years. Response: Respondent agrees with this finding. In June 2015, the County launched a project to upgrade its PeopleSoft HCM System which has not been updated since 2004. The PeopleSoft upgrade project consists of three key elements: 1) Install PeopleSoft Version 9.2 which will have new navigation and expanded functionality for each core application; 2) Benefits Administration which includes automated benefits eligibility and employee self-service for annual benefits enrollment as well as life changes that occur during the year such marriage, new child, address or beneficiary changes; and 3) Recruitment processing will be handled by a new program called Oracle Taleo and a new onboarding function will be added. These upgrades are scheduled to be launched in the 1st quarter of 2017. F9. Most HR transactions are still largely manual. Response: Respondent agrees with this finding. F10. A major effort managed by HR and Cherry Road Consultants is underway to upgrade PeopleSoft and to install a new recruitment and "onboarding" system called Taleo. Response: Respondent agrees with this finding. F11. New computer systems will significantly streamline HR processing by eliminating most paper documents, facilitating tracking and process management and providing customized management information both to HR and departmental managers. Response: Respondent agrees with this finding. F12. The HR Personnel Services Unit is responsible for both recruitment and selection, and classification and compensation for departments. Response: Respondent partially disagrees with this finding. Individual departments make their own final selections of employees to hire after Human Resources provides a list of eligible candidates. In the Health Department, their personnel unit does recruitments for positions only allocated to that department and central Human Resources conducts all other recruitments for positions that can be hired in multiple departments. Additionally, compensation reviews are subject to the meet and confer process with the unions which is handled by the Labor Division of the County Administrative Office. F13. Recruitment represents the bulk of ongoing work in the HR Personnel Services Unit. Response: Respondent agrees with this finding. September 13, 2016 Contra Costa County Board of Supervisors 1821 F14. In April, 2015, the PSU reorganized to separate the recruitment function from the classification function, which are now separately supervised. Response: Respondent disagrees with this finding. While the two Personnel Services Supervisors have primary responsibility for either recruitment or classification activities, all human resources consultants perform both functions. F15. The reorganization did not result in an effective separation of recruitment from reclassification work because work is assigned by County department rather than by the type of work, blurring the lines of communication and supervision within HR. Response: Respondent disagrees with this finding. The intent of the supervisory reassignment was not to separate recruitment from classification activities. These functions are fully integrated within the division. A human resources consultant is in a better position to serve the departments needs when they perform the full range of services including recruitments, and classification and compensation reviews. Supervision was separated for the purpose of ensuring proficiency and tracking workload in these subject areas. The consultants know to work with the appropriate supervisor depending on the project. F16. The complexity of the County personnel class structure creates many problems resulting in a need for a comprehensive classification review . Appropriate classification and compensation review is key to ensuring that Merit System rules are followed (equal pay for equal work) and that each job classification accurately reflects the required qualifications, experience and duties. Response: Respondent agrees with this finding. Maintaining an updated classification and compensation plan for the County is an important goal. However, the County is required to meet and confer on the impacts of any changes with numerous bargaining units, and cannot make unilateral changes. F17. The continuing demands of the current recruitment process leave inadequate time to concentrate on broader classification and compensation analysis required to begin revising and rationalizing the current classification structure, in addition to simply responding to department requests. Response: Respondent agrees with this finding. Classification and compensation reviews are performed for operating departments upon request. While a comprehensive review of all classifications and compensation may be useful, such an analysis could not be conducted within existing staff resources. Additionally, the County is required to meet and confer on any changes with multiple bargaining units, and cannot make unilateral changes. Position classification families may extend over several bargaining units (entry level, mid-level/experienced, supervisory and/or management) which may further complicate negotiating any changes. F18. Lack of consistent HR training for staff handling personnel matters in the departments that HR serves has sometimes resulted in confusion, communication problems, delays and errors. Response: Respondent agrees with this finding. However, in 2015, the Human Resources Department hosted a six (6) course HR Academy training program for 40 human resources and department personnel staff to increase the participants’ knowledge, skills and professionalism September 13, 2016 Contra Costa County Board of Supervisors 1822 through practical, hands-on exercises and activities that simulate real public sector human resources situations. At the conclusion of the Academy, participants were familiar with the core basics in multiple HR disciplines. The HR Department is considering repeating this training for those who handle personnel matters and have been hired since 2015. Future Contra Costa County specific training will be scheduled in the following areas: transactions and certification, recruitment preparation, and deep class resolutions. In addition, human resources process training will be delivered during the implementation of PeopleSoft 9.2 and the Taleo Recruitment and onboarding system. F19. The goals of the PeopleSoft upgrade and the Taleo implementation are to streamline recruitment and hiring and improve management accountability and control. This can create opportunities for addressing needed organizational and procedural change. Response: Respondent agrees with this finding. F20. The Cherry Road Consulting group has assigned a Change Manager to assist HR and other county departments with both the technical and organizational issues associated with system implementation. Response: Respondent agrees with this finding. 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 hiring a permanent HR Director as soon as is reasonably possible. Response: The recommendation has not yet been implemented but a recruitment for this position was recently concluded with a panel interview conducted on August 19, 2016. It is anticipated that a new Director will begin employment in mid-October. R2. The Board of Supervisors should consider directing HR to develop a strategic plan that: (1) defines HR's role and authority in personnel management vis a vis the departments it services; (2) provides the degree to which centralizing specific personnel management processes is feasible and advisable, and (3) provides what processes can or should be decentralized to the departments. Response: This recommendation has not yet been implemented but will be part of the work plan of the new Human Resources Director. R3. The Board of Supervisors should consider directing HR to assess the skills and abilities of current staff as a basis for rationalizing the separation of Recruitment from Classification, and develop a staffing plan to maximize the benefit of the new configuration. Response: This recommendation will not be implemented because it is not warranted. An organizational assessment was performed prior to implementing the existing structure. It is expected that the new Human Resources Director will re-assess the entire department’s activities and staffing and make appropriate recommendations for change. September 13, 2016 Contra Costa County Board of Supervisors 1823 R4. The Board of Supervisors should consider directing the County Administrator to end the delegated authority to the Health Services Department for personnel actions. Response: This recommendation requires further review which will occur when the new Human Resources Director is appointed. R5. HR should assess the potential impact on HR staffing resulting from withdrawal of the delegated authority. Response: This recommendation requires further review which will occur when the new Human Resources Director is appointed. R6. The Board of Supervisors should consider directing HR, in coordination with County Counsel, the County Administrator and County department heads, to review and update the Personnel Management Regulations and the Salary Regulations as needed. Response: This recommendation has not yet been implemented but will be part of the work plan of the new Human Resources Director who will also work with the County Administrator, County Counsel, and other County departments to accomplish these updates. R7. The Board of Supervisors should direct HR to review and update the Personnel Services Manual as needed. Response: This recommendation has not yet been implemented but will be part of the work plan of the new Human Resources Director. R8. The Board of Supervisors should consider directing HR to begin a comprehensive review of the current County job classification system and develop recommendations for change as appropriate. Response: This recommendation requires further review which will occur when the new Human Resources Director is appointed. As mentioned above, existing staff resources limit the ability to initiate a system-wide review and any changes would require a meet and confer process with numerous bargaining units. R9. The Board of Supervisors should direct HR to implement an organized departmental outreach and training effort to ensure that all County departments fully understand HR's policies and procedures. Response: This recommendation has not yet been implemented but will be part of the work plan of the new Human Resources Director. R10. The Board of Supervisors should consider directing HR to play a key role in the Change Management effort. Response: This recommendation has been implemented in as much as Human Resources is already viewed by the Board of Supervisors and County Administrator as an important contributor in many strategic initiatives such as succession planning and recruitment efforts, various computer and process systems improvements which directly impact departments and employees, and assisting with labor negotiations. September 13, 2016 Contra Costa County Board of Supervisors 1824