HomeMy WebLinkAboutMINUTES - 01252011 - C.50RECOMMENDATION(S):
ACCEPT the December 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: 01/25/2011 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYES 5 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 25, 2011
David J. Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C.50
To:Board of Supervisors
From:Joe Valentine, Employment & Human Services Director
Date:January 25, 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: January 10, 2011
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
Three Policy Council Executive members attended the National Head Start Annual
Parent and Education Conference in Virginia Beach, VA from December 9th through
14th. Special tracks included active outdoor play, male involvement, brain
development, and family strengthening. The representatives will report to the full
Policy Council on their workshops during the January meeting.
Male Involvement – A Men’s Forum is being planned for January and will feature
speakers from the community who will share their success stories and offer guidance
to those in attendance.
Fiscal
The Administration for Children and Families (ACF) approved the Bureau’s 2011
continuation grant application for its Head Start and Early Head Start programs. The
grant action awards 50% of the FY 2011 annualized funding for Head Start and Early
Head Start in the amount of $10,869,652. The remaining funding balance will be
awarded at a later date.
The annual audit of the Bureau’s Child Development programs for fiscal year ended
June 30, 2010 conducted by Caporicci & Larson was completed. An independent
auditor’s report was mailed to the State before the due date in compliance with State’s
regulation. No audit findings were noted in the report.
In a closeout report for program year 2009-10 dated December 9, 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 $1,135,085. The State reviewed and accepted all fiscal and
programmatic reports associated with the contract.
Applying for the Western Growers Foundation Head Start Garden Grant Application
through CHSA for several sites and a delegate agency site.
Applied for grant from First Five Contra Costa to fund “Head Start for Peace” project
to spread the anti-violence message in our communities.
Awards and/or urgent information
Razvan Barna was nominated for the Rutha Weather Parent of the Year Award by his
children’s site supervisor and his current supervisor. Raz won at the state and
regional level and was forwarded to the national finals. The awards ceremony took
place during the National Head Start Conference in Virginia Beach, Virginia on
December 11th and Raz was awarded an honorable mention. CSB will be presenting
him with his award certificate as well as a plaque during the January Policy Council
meeting on the 19th.
cc: Policy Council
Family & Human Services Committee
Shirley Karrer, ACF
Attachments
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 1 Questions Discussions 1. OHS Monitoring Review – updates / progress Grantee received a letter from OHS this month clearing CSB of the non-compliances found in 2010 federal review. Delegate - It has been brought to the attention of FBHS by Shirley Karrer that the final review report was submitted by Region 9 specialist Shirley Karrer and accepted by the Office of Head Start (OHS). All explanations regarding FBHS non-compliances were accepted. 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). 2011 plans are currently being reviewed. 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 - 3 Infant/Toddler Teacher (including Master Teacher) - 0 Teacher (including Master Teacher) - 2 (2 MT) Pre-school Associate Teacher - 6 During this reporting period we conducted interviews and hired 1 Associate Teacher. We are in the process of hiring 3 Infant/Toddler Associate Teachers, 3 Infant/Toddler Teachers, 4 Associate Teachers, and 1 Teacher. We are also in the process of hiring 2 Early Childhood Home Educators. 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) The waiver renewal request has been submitted to the Regional Office. We are awaiting approval. Delegate - N/A 6. Child Abuse – open N/A
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 2 / close (Camilla) 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 2011 scheduled for February 20th - March 4th. PC received overview of Self-Assessment process at their November 2010 meeting. Delegate/Grantee Self-Assessment will be taking place the week of February 28, 2011. 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 December: Two managers presented at the National Head Start Association Annual Parent Conference on Responding to Needs of Children Exposed to Domestic Violence. 14 additional managers from CSB received the three-day Facilitative Leadership Training. 242 CSB staff have completed the Mandated Child Abuse Reporter (Child Abuse Awareness and Prevention) Training. Delegate - N/A
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 3 14. Below 10% disabilities – reasons/ action plan (Suzanne) 7.05% CSB continues working on creating mutual referral collaborations with Antioch Unified School District and with Oakley Unified School District. Our Comprehensive Services Asst. Managers are working closely with site supervisors, teachers and parents to follow up on pending referrals. Action Plan: 1. Review the children’s IEPs in State Preschool Model to see if they are eligible for Head Start. 2. Review referrals for follow-up. 50 are in process. 3. Review referrals for home base to identify need for training, if needed. 4. Continue with RTI. In March 2011, we should have more accurate numbers for IEP's. Delegate - 10% of children with disabilities (IEPs/IFSPs). 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) Since the beginning of the program year about 55 children were referred to the various school districts around the County. Thirteen of those are new referrals are for this month. Part C has no pending referrals. 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%. Waiting for the return of completed physicals; families have been reminded and family advocates are helping families. 20. Below 95% medical tx – reasons / action plan (Carolyn) 100% Delegate - 100% 21. Below 95% dental 100%
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 4 tx – reasons / action plan (Carolyn) Delegate - 100% 22. Below 90% dental exams – reasons/action plan (Carolyn) 100% Delegate - 97% 23. Below 100% medical home – reasons/action plan (Carolyn) 100% Delegate - 100% 24. Mental Health referrals (Caylin) 15 internal referrals made; 12 returned due to Spanish speaking clinician needed/no availability on caseload. Delegate - 10 25. Mental Health - # of visits by MH Consultant (Caylin) Reported in terms of hours spent per site vs. visits: Balboa: 36 (+ 171 Admin hours) Bella Monte: 38 (+20 Admin hours) Brookside: 17 (+2 Admin hours) Cambridge Park Haven: 3 FG/E. Leland: 36 (+7 Admin hours) GMIII: 15 (+16 Admin hours) Lake: 11.5 Lavonia Allen: 10 (+2 Admin hours) Los Nogales: 6 Martinez: 7 Richmond College Prep: 14 Delegate - Mental Health Intern and Consultant visits twice weekly (16 hours a week) every month.
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 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 # completed and tools Tools used: DECA (Devereux early childhood social and emotional assessment) / Brigance / Speech & language Screening. # - Break down per cluster and center.
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 6 used (Pam) Screenings completed: o Speech & Language: 1211 o Social/Behavioral: 1164 o Brigance: 1342 Delegate - 255 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: 1466 Delegate - 257 (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 in February. 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 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) 314 Home visits completed; 22 visits cancelled due to staff illness and will be rescheduled during holiday break. 31 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 106 Assistance to families of incarcerated individuals 0 Child abuse and neglect services 13 Child support assistance 34 Domestic violence services 3 Emergency/crisis intervention such as meeting immediate needs for food, clothing, or shelter (ARRA Food Boxes) 67
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 7 English as a Second Language (ESL) training 32 Health education 99 Housing assistance such as subsidies, utilities, repairs, etc. 23 Job training 40 Marriage education 1 Mental health services 6 Parenting education 93 Substance abuse prevention or treatment 0 Delegate Adult education 120 Assistance to incarcerated families 2 Child abuse/Neglect services 0 Domestic violence services 0 Emergency crisis intervention 2 ESL 75 Health education 75 Housing assistance 9 Job training 50 LEAs for suspected speech/language and/or developmental delays 17 Medical professional for a suspected physical disability 1 Mental health 8 Parenting education 121 Substance abuser 0 Surviving Parenthood Resource Booklet 60 Transportation assistance 0 34. Nutritional assessments-completed / types (Suzanne) Anemia 109 Bottle 18 Food allergies 78
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 8 Obese 195 Overweight 203 Picky eaters 63 Special diet 20 Underweight 45 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 October 2010 Approved sites operated this month 21 Number of days meals served this month 21 Average daily participation1,084 Number of Meals Served: Breakfast 16,133 Lunch 22,764 Supplements 16,919 Total Number of Meals Served 55,816 36. Nutritional Services – Review of menus; Food Program visits and Continued to create weekly meal modifications and monitor/update COPA. Will complete ongoing monitoring for two sites.
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 9 results; When Family Style Meal was monitored (Suzanne) Attended Weigh of Life meeting. Attended Bay Area Health Cluster meeting. Gave a general training to 12 Home Base teachers on CACFP enrollment documents, special and new meal forms along with sign-in sheets and socialization schedules. 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 2011 continuation grant application for its Head Start and Early Head Start programs. The grant action awards 50% of the FY 2011 annualized funding for Head Start and Early Head Start in the amount of $10,869,652. The remaining funding balance will be awarded at a later date. The Bureau submitted its indirect cost rate proposal to the Department of Health and Human Services for fiscal year ending June 30, 2011. The annual audit of the Bureau’s Child Development programs for fiscal year ended June 30, 2010 conducted by Caporicci & Larson was completed. An independent auditor’s report was mailed to the State before the due date in compliance with State’s regulation. No audit findings were noted in the report. In a closeout report for program year 2009-10 dated December 9, 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 $1,135,085. The State reviewed and accepted all fiscal and programmatic reports associated with the contract. The Bureau submitted the final semi-annual financial status reports for Head Start Grandparent and ARRA Head Start and Early Head Start Quality Improvement and Cost-of-Living Adjustment (COLA) programs in compliance with Federal regulations.
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 10 38. Highlights - Business Systems (Sung) Alternate Payment Monitoring Review The review is complete. We are waiting for the results. 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, and George Miller installed. Systems will not be installed at Contra Costa College, San Pablo or Verde. CLOUD (Former Child Safety System) In progress 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) In progress 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 Facilities Renovation Projects In progress Large Screen Deployment for 18 Child Care Centers 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. 39. Highlights - Child Development Programs Nine centers are applying for the Western Growers Foundation Garden Grants sponsored by California Head Start Association.
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 11 Applied for grant from First Five Contra Costa to fund “Head Start for Peace” project to spread the anti-violence message in our communities. Submitted a business plan to Johnson & Johnson to partner with them on their “One Child/One Blanket” Project. This project involves Head Start parents and staff making blankets for children involved in disasters around the globe. We will target both global and national children. Project Protégé (Mentoring) grant has selected three mentors and twelve protégées. We have 17 months to complete the implementation of this grant and we are on target in our project management. The education managers’ work has been our primary mentor model; it includes evaluation of the classroom environments, lesson planning and presentation, observation and response to teacher child interactions, and the richness of instruction. Extensive teacher coaching follows the observations. Teachers will demonstrate effective facilitation, clarity of learning objectives and improved analysis and reasoning as measured by CLASS scores in the domain of instructional development in that 25% of all classrooms will score in the high range, with remaining classrooms scoring in not less than the medium range. Razvan Barna a Head Start Parent was nominated for the Rutha Weather Parent of the Year Award by his children’s site supervisor and his current supervisor. Raz won at the state and regional level and was forwarded to the national finals. The awards ceremony took place during the National Head Start Conference in Virginia Beach, Virginia on December 11th and Raz was awarded an honorable mention. CSB will be presenting him with his award certificate as well as a plaque during the January Policy Council meeting on the 19th. CSB’s Early Head Start (EHS) program is underway and we are fully staffed. We currently serve 401 (EHS) children and families due to the expansion funds received in 2009. The children are served in center-based and home-based models and are operated by CSB and CSB partners. Our EHS partners include Brighter Beginnings, Cameron School, Concord Child Care, Crossroads, Martinez Early Childhood Center, YMCA of the East Bay, Regional Center of the East Bay and our delegate First Baptist Head Start. The State of California has offered a grant application called CARES PLUS to the County’s First Five agency. One of the grant’s specific goals is to develop and promote an educated, sustainable and consistent Early Childcare work force. It is a two year grant with stipends awarded to the voluntary participants. CSB is one of the collaborative agencies in Contra Costa County working with First Five to design a plan for implantation of the CARES grant by First Five. Community Service Bureau will identify who qualifies in the program as facilitators and participants in CSB. Additionally, CSB will assist with communicating, organizing and setting meetings for teaching staff who are interested in participating in the program with First Five. First Five will present the program to the staff. Further, CSB will provide the staff participating in the CARES PLUS program with support in technology across the County. Delegate:
Grantee / Agency: Contra Costa County CSB Program Activities for December 2010 Report Submitted: January 10, 2011 12 We were able to provide 95 families with “Share the Spirit gifts”. Agencies within the Pittsburg area adopted our families in need and provided holiday gifts for each family. 40 holiday food bags were given out to families in need. Some families received toys. A holiday workshop was conducted for parents to make gifts using simple household items. Parents thoroughly enjoyed the workshop. 40. Highlights -Community Action (Caylin) EOC officers along with Caylin Patterson and Monica Montano attended CalNeva’s Pathways to Excellence training to learn how to use diagnostic tools to set agency improvement priorities and build capacity of CAA. Standards and methodology for an organizational self-study were presented to guide improvement process. EOC Chair, Fred Jackson, was granted the Comcast Hometown Heroes award. Bay Point SparkPoint Community Engagement team is planning to hold a Future Search, a 3 day community engagement meeting with at least 64 East County residents. The planning team, which consists of public, private, faith based representatives as well as local residents, is in the process of choosing a name for the meeting, securing a location, and finalizing other logistics. The meeting is set to be held in March, 2011.