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Home My WebLink AboutMINUTES - 09132011 - C.146RECOMMENDATION(S): ACCEPT the July 2011 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: None 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: APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2011 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Gayle B. Uilkema, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor 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: September 13, 2011 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.146 To:Board of Supervisors From:Joe Valentine, Employment & Human Services Director Date:September 13, 2011 Contra Costa County Subject:Operations Update of the Employment and Human Services Department, Community Services Bureau Not applicable ATTACHMENTS CSB July 2011 Report CSB July 2011 Monitoring Report Camilla Rand, M.S. Acting Director 40 Douglas Drive Martinez, CA 94553 Tel 925 313 1551 Fax 925 313 1772 www.cccounty.us/ehsd To: David Twa, County Administrator From: Joe Valentine, EHSD Director Subject: Monthly Report Date: August 18, 2011 In effort to ensure ongoing communication with the County Administrator, Board of Supervisors and Head Start Policy Council and the Economic Opportunity Council, attached is the Bureau’s monthly report that contains all issues pertaining to the Head Start program, Community Action and Community Services Bureau (CSB). Bureau Highlights  Camilla Rand has been appointed as Community Services Bureau Director. Ms. Rand was appointed as the Interim Director in February of this year following an internal recruitment process and will succeed Pat Stroh who was the former Director. Ms. Rand will oversee the county’s Head Start, Child Development and Child Care programs, as well as the county’s Community Action programs including Low Income Energy Assistance, the Community Services Block Grant and other state and federally funded community programs for low-income persons. Her appointment was approved by the Administration for Children and Families, Regional Office June 27 and the Policy Council August 17.  The Head Start Regional Office was informed on August 10th of the departure of the Head Start/Early Head Start Accountant Vickie Kaplan, effective August 22. Haydee Ilan, under the direction of Eric Pormento, Fiscal Officer, will assume Vickie’s duties.  The County’s Auditor-Controller’s Office is conducting a regular examination of the Bureau’s fiscal practices and procedures for the period January 1, 2009 through May 31, 2011. The examination is in accordance with the County’s Administrative Bulletin #212.  The accounting firm of Caporicci & Larson is currently conducting an annual audit of the Bureau’s Child Development programs for fiscal year ending June 30, 2011. The Bureau will submit the independent auditor’s report to the State on or before the due date of December 15, 2011.  In compliance with Federal regulation, the Bureau submitted its semi-annual 2011 Financial Status Report (SF-425) to Administration of Children and Families (ACF) for Head Start & Early Head Start programs and Early Head Start ARRA Expansion Program.  The Bureau submitted the quarterly and monthly ARRA reports for Department of Energy (DOE) Weatherization Assistance Program ARRA, Child Development Program ARRA, Early Head Start ARRA Expansion Program and ARRA Early Learning Mentor Coaches Program.  In compliance with The Community Services Block Grant (CSBG) requirements, the midyear report was submitted to the state’s Community Services Department. This Progress Report captures the agency’s success in accomplishing the goals and National Performance Indicators (NPI). Camilla Rand, M.S. Acting Director 40 Douglas Drive Martinez, CA 94553 Tel 925 313 1551 Fax 925 313 1772 www.cccounty.us/ehsd  EOC Chairperson, Fred Jackson was selected to receive the Community Action Partnership’s Jayne Thomas Grassroots Volunteer Recognition Award. He will receive his recognition award National CAP Conference in August.  The top requested referrals are: (1) Parenting Education, (2) Health Education (3) Adult Education such as GED programs and college selection and (4) Housing Assistance. Bureau Activities  CSB and First 5 Contra Costa Children and Families Commission are collaborating to provide the Triple P parenting program to Head Start and Early Head Start families. Triple P is an evidence based practice, multilevel strategy that supports families having different needs and desires regarding the type, intensity, and mode of assistance they access. The varied delivery modalities include: one-to-one, group based, or self-directed. Parent groups for enrolled families will have an opportunity to participate in group classes in all three clusters of the county.  CSB will be participating in the Desired Results access Project one-year pilot study. The DRDP access assessment tool is a validated tool used with children with Individual Family Service Plans through local school districts. The study’s intent is to determine if the tool can be effectively used with typically developing children ages zero to five. Five infant/toddler teachers will participate in the study to assess the children in their care during the 2011-2012 program year.  Brookside Children’s Center just opened a new natural elements playground. Nature-inspired play offers new opportunities to balance the benefits of play with the benefits of exploring and discovery.  CSB teaching staff visited the National Steinbeck Center in Salinas to learn about the internationally-renowned infant-toddler centers and preschools in Reggio Emilia, Italy.  Las Deltas Children’s Center had its re-accreditation visit from NAEYC. The center was first accredited in 2006. The Las Deltas staff spent more than 6 months in preparation for this visit. Results will follow.  Low Income Home Energy Assistance Program (LIHEAP) participated in a community event July 30th in Martinez themed: “Kids of Power.” Staff educated participants of the event on how to access HEAP assistance. cc: Policy Council Family & Human Services Committee Shirley Karrer, ACF Attachments \\Bisdc1\shared\Ongoing Monitoring\Monitoring Reports\August 2011 Reports Employment & Human Services Department Community Services Bureau HEAD START/EARLY HEAD START AND CA STATE CHILD DEVELOPMENT Semi-Annual Ongoing Monitoring Report SUMMARY REPORT August 2011 Summary of Monitoring Activities Monitoring was conducted for directly operated CSB sites, partner agencies sites and the delegate First Baptist. This summary reflects the highlights of the monitoring results of several monitoring tools in the areas of education, health and safety, and comprehensive services. Different data sources were utilized by the team during this monitoring period. The monitoring team reviewed child & family files, conducted classroom observations, reviewed COPA reports (database) and conducted parent and staff interviews. Strengths were identified by the team along with areas needing improvement. Child and Family Files reviewed: 334 Classrooms Observed: 144 Strengths  Learning environment is organized and well-equipped with a variety of materials.  The indoor and outdoor environment is reflective of the children’s interests and developmental needs.  Transitions are done in small groups and children provided learning experiences.  Adherence to health and safety regulations, policies and procedures are strong.  Emergency procedures, clearly visible exits, evacuation routes are clearly marked and free of clutter with evaluation maps and procedures for fire, earthquakes and other regional disasters. Opportunities for Improvement  Obtain complete & correct enrollment documentation.  Follow up and schedule parent conferences and child assessments.  Increase site representation at Policy Council meetings.  Regularly check site’s first aid kits to ensure they are supplied and ready accessible to staff.  Regularly check site’s disaster/earthquake barrel is intact and supplies are not expired. Plan of Action  Content area specialist will continue to deliver staff training to ensure improved understanding of form completion and database entry requirements.  Site supervisors and content area specialists will develop action steps to address opportunities for improvement in communication with families that result in an increase in site representation at Policy Council meetings. Current System Improvement Tasks  Monitoring System is still in process of redevelopment and redesign to conduct monitoring through our existing web-based record-keeping system (CLOUD) using tablet PC (iPhone or iPad). This new system will improve data accuracy, reduce staff time in data entry, and enhance real-time analysis.  Several program and education monitoring tools are currently under revision to reduce duplication with other tools used, to ensure thorough review of small and unique program options, and to maximize effectiveness of the process.  The use of the CLASS instrument as an ongoing monthly monitoring tool is in process.