HomeMy WebLinkAboutMINUTES - 01112011 - C.105RECOMMENDATION(S):
ACCEPT the November 2010 update on the operations of the Employment and Human Services Department,
Community Services Bureau, as recommended by the Employment and Human Services Department Director.
FISCAL IMPACT:
No fiscal impact.
BACKGROUND:
The Employment and Human Services Department submits a monthly report to the Contra Costa County Board of
Supervisors (BOS) to ensure ongoing communications and updates to the County Administrator and BOS regarding
any and all issues pertaining to the Head Start program and Community Services Bureau.
CONSEQUENCE OF NEGATIVE ACTION:
Not applicable.
CHILDREN'S IMPACT STATEMENT:
Not applicable.
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD
COMMITTEE
Action of Board On: 01/11/2011 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYES 4 NOES ____
ABSENT ____ ABSTAIN ____
RECUSE ____
Contact: Joe Valentine, 313-1579
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of
the Board of Supervisors on the date shown.
ATTESTED: January 11, 2011
David J. Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C.105
To:Board of Supervisors
From:Joe Valentine, Employment & Human Services Director
Date:January 11, 2011
Contra
Costa
County
Subject:Operations Update of the Employment and Human Services Department, Community Services Bureau
Patricia Stroh, Ph.D.
Director
40 Douglas Drive
Martinez, CA 94553
Tel 925 313 1551
Fax 925 313 1772
www.ehsd.org
To: David Twa, County Administrator
From: Joe Valentine, EHSD Director
Subject: Monthly Report
Date: December 1, 2010
I am submitting the attached report to ensure ongoing communication with the County
Administrator, Board of Supervisors and Policy Council regarding all issues pertaining to the
Head Start program and Community Services Bureau (CSB). Highlights in the following report
include:
Policy Council
A father from CSB was invited to attend the National Policy Forum for Family, School,
and Community Engagement on November 8th, in Washington, DC. Parents, teachers,
administrators and policy makers from across the country were present to discuss the
impact of parent involvement in children’s education. There were panel discussions
around how to leverage existing and emerging family engagement programs; use student
performance data in ways meaningful to families, identify opportunities for engaging
families in transforming low performing schools, and what family and community
engagement looks like in the new era of education reform. Grant opportunities will be
arising from this forum in the near future.
The Policy Council held its first full meeting for the 2010-2011 program year on October
20th. During the meeting, representatives approved new hires and received training on
“How to Raise Emotionally Healthy Children.” Members also completed an interest
survey for further training this year and received an overview of the Policy Council
subcommittees for which they were each asked to sign up for one.
Male Involvement – The male involvement committee meeting was held on October 27th
at First Baptist Head Start in Pittsburg. We had one grandfather in attendance. During the
meeting, we reviewed the Reading is Fundamental program and asked for feedback
regarding the types of books the male involvement committee would like to see for the
next distribution. As only one member was present, this information will also be shared at
the next meeting.
Fiscal
In a closeout report for program years 2008 and 2009 dated November 1, 2010, the
California Department of Community Services and Development reported that the
Bureau fully expended the Community Services Block Grant (CSBG) contract allocations
amounting to $627,150 for 2008 and $672,472 for 2009. The State reviewed and
accepted all fiscal and programmatic reports associated with the contract.
The Administration for Children and Families (ACF) approved the Bureau’s request to
waive the regulatory requirements of 20% non-Federal match for the ARRA Early
Learning Mentor Coaches program.
The Bureau submitted the closeout report for ARRA Community Services Block Grant
(CSBG) to the California Department of Community Services and Development. The
ARRA program ended September 30, 2010. The closeout report showed that the Bureau
fully utilized the total funding amount of $1,135,085 during the project year.
cc: Policy Council
Family & Human Services Committee
Shirley Karrer, ACF
Attachments
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 1 Questions Discussions 1. OHS Monitoring Review – updates / progress Grantee received report from OHS in early April that included findings from the grantee and delegate. The report included five areas of non-compliance and one deficiency. A corrective action plan was developed and approved by the Board and Policy Council in April. The corrective action for the deficiency was sent to the Regional Office on May 6th. CSB received notification on June 30th, that the Early Head Start deficiency has been cleared for both the grantee and delegate. Delegate - The final review report recommending clearance on all non-compliant items was submitted by Region 9 specialist Shirley Karrer and accepted by the Office of Head Start (OHS). All explanations regarding FBHS non-compliance were approved. 2. Under – enrollment – reason/action plan (Christina) N/A Delegate - 100% 3. Service area plan – update (Pam) 2010 Service Plan updated and approved by Policy Council (8/2010) and Board of Supervisors (9/2010). Delegate - Program Service Plans update completed and approved by LPC and BOD on 6/8/10 and 6/10/10. 4. Vacant positions – over 30 days / efforts to fill / potential savings (Mickey/Reni) Vacancies Infant/Toddler Associate Teacher - 0 Infant/Toddler Teacher (including Master Teacher) - 0 Teacher (including Master Teacher) - 2 (2 MT) Pre-school Associate Teacher – 4 During this reporting period we conducted interviews and hired 1 Associate Teacher and 2 Teachers. Recruitment Activities during the month: CSB continues to actively advertise open positions in local and professional newsletters and publications. We have an open online application process through the County’s HR Department. Delegate - N/A 5. Prior approval – personnel / program option / scope of services (Eric/Camilla) N/A Delegate - N/A
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 2 6. Child Abuse – open / close (Camilla) N/A Delegate - N/A 7. Health and Safety findings – State Licensing and / or ongoing monitoring / action plan (Camilla) N/A Delegate - No health and safety findings. 8. Transportation services – waiver (N/A) N/A Delegate - N/A 9. Media complaints (Pat) N/A Delegate - N/A 10. Legal issues (Pat) N/A Delegate - N/A 11. Self Assessment – findings / action plan (Christina) Self-Assessment Committee formed in October – 6 parents signed up. Policy Council presentation on Self-Assessment scheduled for 11/17, when further recruitment will occur. Delegate - N/A 12. Relationships w/ delegates / partners - Contract status (Katharine) No changes. Delegate - No changes. 13. T/TA needs (Mickey/Katharine) T/TA Activities for the month of November: Three personnel staff will attend the California Public Employers Labor Relations Association (CALPELRA) Annual Conference. 7 CSB managers and supervisors attended the National Association for the Education of Young Children Conference & Expo. A Mental Health Clinical Supervisor attended the Infant Toddler Behavioral Issues and Mental Health training, as well as, the ACT Domestic Violence Train the Trainer. Our Low Income Home Energy Assistance Program (LIHEAP) lead provided program information to families affected by child care budget cuts at the Town Hall Meeting to Stop Child Care cuts on October 29th.
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 3 18 managers from EHSD and CSB received the three-day Facilitative Leadership Training. 16 staff received the CPR and First Aid training. Delegate - None at this time. 14. Below 10% disabilities – reasons/ action plan (Suzanne) 6.1% Action Plan: 1. Review the children IEP in State Preschool Model to see if they can change to Head Start Model. 2. Review referrals for follow-up. 3. Review referrals for home base to identify need for training, if needed. 4. Continue with RTI. In March 2011 should have more accurate numbers for IEP's. Delegate - 9.33% of children with disabilities (IEPs/IFSPs). Still in the process of screening and identifying children with expected delays. 15. Disabilities – MOU (yes or no) if no – reason and plan to pursue MOU (Suzanne) Yes. Delegate - MOU in place with surrounding school districts including Pittsburg, Brentwood, Antioch, Oakley and Mt. Diablo. 16. Disabilities – total # of referrals made to Part B and/or C (Suzanne) Part B has sent about 11 referrals. Part C had no referral this month. Delegate - 17 referrals made. 17. Disabilities - % of dually enrolled children (Suzanne) 100% Delegate - 100% are dually enrolled. 18. Screenings completed after 45 days – reasons / action plans (Carolyn) N/A Delegate - N/A 19. Below 90% EHS / 100% HS physical exam – reasons / action plan (Carolyn) 100% Delegate - 98% Five new children started in the month of November and we are waiting for families to return documentation. 20. Below 95% medical 100%
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 4 tx – reasons / action plan (Carolyn) Delegate - 100% 21. Below 95% dental tx – reasons / action plan (Carolyn) 100% Delegate - 100% 22. Below 90% dental exams – reasons/action plan (Carolyn) 100% Delegate - 96% 23. Below 100% medical home – reasons/action plan (Carolyn) 100% Delegate - 100% 24. Mental Health referrals (Caylin) 6 internal referrals made - 4 returned due to Spanish speaking clinician needed. Delegate - 8 25. Mental Health - # of visits by MH Consultant (Caylin) Reported in terms of hours spent per site vs. visits: Balboa: 42 (+ 165 Admin hours) Bella Monte: 15 (+5 Admin hours) Brookside: 16 Cambridge: 5 FG/ELealand: 46 (+ 30 Admin hours) GMIII: 17 (+ 38 Admin hours) Lake: 6 Lavonia Allen: 14 Los Nogales: 4 Martinez: 8 Martinez ECC: 5 Richmond College Prep: 15 Riverview: 9 Delegate - Mental Health Intern and Consultant visits twice weekly (16 hours a week) every month.
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 5 26. Education staff – AA, BA or CDA (Mickey/Reni) Site Supervisors Teachers Associate Teachers Total Staff: 23 Total Staff: 75 Total Staff: 124 Type of Degree held # % Type of Degree held # % Type of Degree held # % Associate’s 7 30% Associate’s 27 36% Associate’s 11 9% Bachelor’s 11 48 % Bachelor’s 29 39% Bachelor’s 10 8% Master’s 4 18% Master’s 0 0% Master’s 0 0% Without Degree, but CDA or Permit Requirements met 1 4% Without Degree, but Permit Requirements met 19 25% Without Degree, but CDA or Permit Requirements met 103 83% Delegate Staff Type of Degree held % Associate’s 25% Bachelor’s 6% Master’s 0 % Without Degree, but CDA or Permit Requirements met Site Supervisors Master Teacher Teacher Associate Teacher Assistant Teacher 22% 6% 12.5% 38 % 12.5% 27. Education and FPA Staff – Total # of Education staff and % who are Bilingual; Total # of FPA staff and % who are bilingual (Mickey/Reni) Bilingual Staff Education Staff Family Partnership Total 199 35 # Bilingual 119 17 % Bilingual 60% 49% Delegate Education Staff Family Partnership Total 30 6 % Bilingual 43% 42% 28. Developmental Screening – Indicate # Tools used: DECA (Devereux early childhood social and emotional assessment) / Brigance / Speech & language Screening.
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 6 completed and tools used (Pam) # - Break down per cluster and center. Screenings completed: o Speech & Language: 1157 o Social/Behavioral: 1103 o Brigance: 1267 Delegate - 258 children have been screened using Brigance screening tool. 29. On-going Assessment - Indicate # completed and tools used (Pam) Tools used: DRDP - PS 2010 and Children’s portfolios containing work samples and anecdotal records. # ~ Break down per cluster and center Desired Results Assessments completed: 1098 Delegate - 263 (100%) completed to date 2010-2011 year. Portfolio and DRDP-PS 2010 are used as tools for ongoing assessment, which included monthly work samplings and anecdotal notes. 30. Child Outcomes – Indicate # completed and summary of results (Pam) Summary of results to follow later in program year. Delegate - 257 completed for 09-10 year. Summary of 09-10 results are (1) 32% of children had an average rating of “not yet” and “exploring” in demonstrating of conflict negations and uses language in conversation and(2) 53% of children had an average rating of “not yet” and “exploring” in demonstrating emerging literacy skills. 31. FPA – engaged / completed / 2nd FPA (Pam) First FPAs are complete. Second FPA is due May 31, 2011. Delegate - Results will be recorded and reported. 32. Home Base program - # of hv completed; # of parent cancellation; # of staff cancellation (Christina) 203 Home visits completed; 52 visits cancelled due to staff illness (two home visitors were out for extended periods due to illness but have returned) and will be rescheduled during holiday break. 21 parent cancellations due to illness of child or parent. Delegate - N/A 33. Outside referrals / types (Pam) Adult education such as GED programs and college selection 71 Assistance to families of incarcerated individuals 0 Child abuse and neglect services 5 Child support assistance 19 Domestic violence services 0 Emergency/crisis intervention such as meeting immediate needs for food, clothing, or shelter (ARRA 61
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 7 Food Boxes) English as a Second Language (ESL) training 22 Health education 80 Housing assistance such as subsidies, utilities, repairs, etc. 18 Job training 31 Marriage education 1 Mental health services 3 Parenting education 69 Substance abuse prevention or treatment 0 Delegate Adult education 116 Assistance to incarcerated families 2 Child abuse/Neglect services 0 Domestic violence services 0 Emergency crisis intervention 2 ESL 70 Health education 65 Housing assistance 7 Job training 45 LEAs for suspected speech/language and/or developmental delays 17 Medical professional for a suspected physical disability 1 Mental health 8 Parenting education 107 Substance abuser 0 Surviving Parenthood Resource Booklet 60 Transportation assistance 0 34. Nutritional assessments-completed / types (Suzanne) Anemia 110 Bottle 19
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 8 Food allergies 76 Obese 178 Overweight 178 Picky eaters 63 Special diet 19 Underweight 42 Delegate: Anemia 12 Bottle 0 Constipation 3 Food Allergy 22 Food Preference 11 Healthy Weight 143 Obese 35 Overweight 49 At-risk of Overweight 37 Picky Eater 18 Underweight 7 35. Child & Adult Care Food Program Meals Served (Sam) Month of September (update for October will be available on 12/6) Approved sites operated this month 21 Number of days meals served this month 21 Average daily participation1,070 Number of Meals Served Breakfast 16,220 Lunch 22,471 Supplements 16,678 Total Number of Meals Served 55,369
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 9 36. Nutritional Services – Review of menus; Food Program visits and results; When Family Style Meal was monitored (Suzanne) Continued to create weekly meal modifications and monitor/update COPA. Conducted ongoing monitoring for two sites. Held Nutrition Advisory meeting on November 4th. Attended Healthy & Active Before 5’s Fighting Childhood Obesity Community Summit 2010 Attended FamiliesCAN meeting on November 8th. Attended FNPC meeting on November 9th. Assisted at Food Stamps Facts & Myths training on November 10th for all Comprehensive Services staff. Presented at EHS Quarterly meeting on snacks and family style dining with toddlers on November 18th. Delegate - Nutritional Consultant reviews menus on a monthly basis and approves them annually. Nutrition Consultant reviewed sites files and COPA for the month of October. No findings. 37. Highlights – Fiscal (Eric) The Administration for Children and Families (ACF) approved the Bureau’s request to waive the regulatory requirements of 20% non-Federal match for the ARRA Early Learning Mentor Coaches program. The Bureau submitted the Expenditure and Caseload Reports for the CalWORKS Stage 2 and Alternative Payment Childcare programs to the California Department of Education. In compliance with ARRA reporting requirements, the Bureau submitted the ARRA reports for Department of Energy (DOE) Weatherization Assistance Program and the Community Services Block Grant (CSBG). The Bureau submitted the closeout report for ARRA Community Services Block Grant (CSBG) to the California Department of Community Services and Development. The ARRA program ended September 30, 2010. The closeout report showed that the Bureau fully utilized the total funding amount of $1,135,085 during the project year. In a closeout report for program years 2008 and 2009 dated November 1, 2010, the California Department of Community Services and Development reported that the Bureau fully expended the Community Services Block Grant (CSBG) contract allocations amounting to $627,150 for 2008 and $672,472 for 2009. The State reviewed and accepted all fiscal and programmatic reports associated with the contract.
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 10 38. Highlights - Business Systems (Sung) Alternate Payment Monitoring Review (November 1st to November 15th) CA Department of Education (CDE) is piloting an Online Distance Review process. Contra Costa County was selected to be the first pilot agency to perform the online distance review. CDE commented the process and protocol work so well that they are requesting more information to adapt the technology for other agencies reviews. Contra Costa County (DoIT/EHSD) provided Citrix secure socket layer connection with live meeting service. Access card systems (in progress) Installing a security bar gate at Balboa center. We are working with General Services to have the remaining 4 sites: Balboa, Brookside, George Miller and George Miller II installed. Systems will not be installed at Contra Costa College, San Pablo or Verde. CLOUD (Former Child Safety System) Presented at Head Start Policy Council Meeting for the recent changes and future implementation plan. Installation of TouchScreen Computer is completed at Balboa Center. Brookside Center will be completed by December of 2010. CA Department of Education (CDE) Approval Process for Electronic Signature (in progress) In process of acquiring electronic signature from CDE. State Child Care Licensing approved the electronic signature. E-Rate FY14: 2011-2012 Grant ($1.2 Million) E-Rate Form 470 will be submitted by the 3rd week of November 2010. E-Rate Applying Service Area: o WAN/LAN equipment Service Maintenance Contract o Internet bandwidth (20MB) o Wide Area Network (Opteman 1GB-100MB) o Telecomm service (over 300 phone lines) o Mobile service (150 mobile phones) o Wireless Internet Service (75 wireless air cards) o Server Virtualization
Grantee / Agency: Contra Costa County CSB Program Activities for November 2010 Report Submitted: December 1, 2010 11 FRR Projects CRPM-9013 - Reported to CDE the $64,364 of expenditure on the contract. CRPM-9013 will end on June 30, 2012 and the remaining amount to be spent is $185,636. CRPM-0007 - new HVAC System at Balboa and Brookside. Total contract amount is $249,000 and will end on June 30, 2011. Large Screen Deployment for 18 Child Care Centers Received the list of screen mounting locations from site supervisors (CC College is excluded). In process of ensuring a security loss prevention measure. Linus Pauling Head Start Playground Project (District II Return to Source Fund $35,000.00) Amended the contract for extension (end of June 2011) and granted. Print Management Contract In process of confirming all CSB network printers inventory by Toshiba Representative. Currently we are spending $9,000.00 per quarter for printer toner. We are expecting to save close to $4,000.00 per quarter. Printer maintenance services including parts are in the new contract. 39. Highlights - Child Development Programs Delegate: Provided 70 families with Thanksgiving food baskets. Final 2009 Federal Review report was submitted to OHS and accepted. 40. Highlights -Community Action (Caylin) CSD On-Site Visit was successful. Recommendation was to apply for CSD discretionary grants (two grants at $100k each.) 14 of the 16 slots are filled in the Clerical Assistant Trainee program. Recruiting efforts targeting Head Start parents are underway for the remaining slots. Two Sociology majors from local colleges will be working with the Comprehensive Services unit. To fulfill their degree requirements, each intern will be contributing 240 service hours over the course of 6 months. Two new members joined the EOC; representing the Low Income and Private/Non-Profit sectors. EOC members presented Lift Every Voice (LEV) with 25 tote bags filled with basic life necessities and Head Start recruitment fliers. LEV provides outreach and case management services to incarcerated pregnant women and teens prior to their release from the county detention facility or juvenile hall. LEV also continues to provide case management services, linkage to community resources and other home visiting programs for ongoing support.