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HomeMy WebLinkAboutMINUTES - 10042011 - C.66PDF Return C.66 To: Board of Supervisors From: Cassandra Youngblood, Employment & Human Services Date: October 4, 2011 Contra Costa County Subject:2011-12 Community Services Bureau Admissions Priorities/Selection Criteria, Policies/Procedures & Planning Calendar APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 10/04/2011 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 ABSENT:Federal D. Glover, District V Supervisor Contact:C. Youngblood, 313-1712 cc:Cassandra Youngblood Christina Reich Joanne Denardo I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 4, 2011 David Twa, BY:June McHuen , Deputy RECOMMENDATION(S): ACCEPT reports and plans from Employment & Human Services Department Community Services Bureau regarding: (1) 2012 Planning Calendar for Community Services Bureau for Head Start and Community Action programs. (2) 2011-12 Admissions Priorities and Selection Criteria for Community Services childcare programs. (3) 2011-12 Policies and Procedures 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. This board order accepts the Community Services Bureau Admissions Priorities / Selection Criteria for the 2011-12 program year. The Standards also requires regular updates to the Policies and Procedures guiding Head Start programs. This board order also accepts the 2012 planning calendar and programmatic policies and procedures for the Community Services Bureau, covering milestones for various Head Start and Community Action programs for the year. The documents were approved by the Head Start Policy Council on August 17, 2011. CONSEQUENCE OF NEGATIVE ACTION: If not approved, Department will not be in compliance with Head Start regulations. 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. AgendaQuick©2005 - 2021 Destiny Software Inc., All Rights Reserved Community Services Bureau Policies and Procedures Summary of Changes 2011-2012 All “COPA” entries are now “COPA/CLOUDS” as CLOUDS has been piloted and implemented. Definition of “Parent(s)” is inclusive of Legal Guardian, so including the “/Legal Guardian” after the word Parent was deemed as unnecessary, and therefore remove d Policy Council update on number of enrolled representatives. (pg. 1-2) Process for Solving Disputes/Complaints : Process listed as outline format, content has no significant change. (pg.10) Communication with Partnerships : additional partners included: Contra Costa One Stop Consortium & California Welfare Directors Association Committees. (pg. 15) Self-Assessment Team: teams formed beginning of October instead of November (pg. 34) Parent Involvement: added text stating non-English parents are encouraged to join and will be paired with a staff member that speaks their language. (pg. 35) Third party In-Kind contributions: now required to submit the CSB-320 to Site Supervisor by 1st of the month with the 9400 sign-in -sheets, instead of the 15th. Site Supervisor must follow-up with any classroom submitting zero/low in-kind hours. Assistant Director will now play active roll in reviewing submitted sheets. (pg. 77) Immunizations: CSB will obtain from parent consent for use of the California Immunization Registry . (pg. 80) Health History: Site Supervisor will ensure teaching staff have reviewed child’s health file thoroughly. (pg. 83) Mental Health Services: Parent Meetings section revised. (pg. 92) Addition of Behavior management Strategies: DECA (pg. 97) Case Management: clarifying wording has been added, and background as to who should be involved/invited with the case management team. (pg. 100-101) Definitions added to Children with Disabilities section: IFSP, PPP (pg. 113) Children with disabilities. Classroom Observations removed from Section 3. (pg. 113) Comprehensive Services Assistant Managers. Additional Responsibilities. (pg. 116) Developing individualize education program (IEP) – further explained. (pg. 126) Disabilities referral proce dures. Comprehensive Services Assistant Managers Responsibilities outlined for clearer understanding. (pg. 127) Second parent conference is schedule within 20 days instead of 15. (pg. 130) Community Services Bureau Policies and Procedures Summary of Changes 2011-2012 Assessment. DRDP 2010. Done three times a year instead of twice. The second assessment is done within 150 days of enrollment instead of 180 days and the third assessment will be completed in May. (pg. 132-133) Portfolio Assessment: Removed anecdotal recordings and concise paragraph to note every three months the teaching staff is responsible for collecting samples of children’s work. (pg. 133) Curriculum: The Creative Curriculum for Infants, Toddlers, and The Creative Curriculum for Preschoolers is implemented vs. the Child Centered Emergent Curriculum previously. (pg. 135) Family Partnership: For returning children, the Family Partnership Agreement Assessment is to be complete within 60 days (Sept. 30th) of the second school year. (pg. 192) Parent Survey is to be completed upon enrollment vs. a general distributi on yearly. (pg. 194) Role of staff in parent involvement. Introduction of Parent Involvement Task Force responsibilities. (pg. 204-205) Documentation of Child Protective Services. Added CSB’s compliance with the memorandum acyf -cb-im -11- 01 issued January 31, 2011, in working with the Children and Family Services and the referrals given to CSB. (pg. 231-232) Re -Certification. Families receiving services due to “At Risk”, must be re-certified once every three months vs. six; and f amilies receivi ng services because of actual abuse , must be re -certified once every twelve months vs. six. (pg. 233) Documentation of Income Eligibility: required documentation must be submitted to CSB independent of the employee. (pg. 237) Enrollment. The mandated CEL is no long in effect; therefore children no longer have to be placed on CEL. A pattern of unexcused absences : poor attendance is defined as three or more vs. four or more. (pg. 247) Fee Schedule. Process of fee schedule thoroughly explained , including billing procedures, fee collection and banking procedures. (pg. 250-255) Office Supply Requisition: Approved ordering staff at each location will prepare an on-line order form. CSB has an approved shopping list 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 for approval. (pg. 264). Additional Section: V. Alternative Payment Program including: Program introdu ction, Parent Participation, Selection Process, Enrollment Process, Maintaining Enrollment, Policies and Procedures, Provider Participation, Reimbursement, Parents Rights, Staff Responsibilities. (pg. 272-293) Ongoing Monitoring Section Revised. Head Start Performance Standard 1305.3 (c)(6) mandates that the program set criteria, based on our Community Assessment, that define the types of children and families who will be given priority for recruitment and selection. Due to a strong community need for full-day, full-year services, and the mandate that the Head Start & Early Head Start Program collaborate for full-day services, CSB has adopted the following selection criteria presented in order of priority, which also meets the regulations of our partner, the State Department of Education, with one exception as noted below*: INFANTS & TODDLERS (Aged 0-3, including pregnant women) PRE-SCHOOL (Aged 3-5) 1. Transfers 2. CPS, Foster Child & Child At Risk 3. Eligible infant/toddler with disabilities (IEP or IFSP) 4. Sibling of a child already enrolled in the program. 5. Eligible infant/toddler who is homeless 6. Lowest income infant/toddler *Exception Contra Costa College: On October 3, 2008, the California Department of Education granted CSB an enrollment waiver to give first priority to children of college students at our Contra Costa College Children’s Center. 1. Transfers 2. CPS, Foster Child, & Child At Risk 3. Eligible 4 yr old with disabilities (IEP or IFSP) 4. Sibling of a child already enrolled in the program 5. Eligible 4 yr old with special circumstances  Limited English  Families Needing Full Day services  Currently Homeless or Homeless within the last 18 months  24 months post TANF  Health Impairments  Teen Parents  Grandparent caregivers  Children with current or former incarcerated parent(s) 6. Lowest income 4 yr old 7. Eligible 3 yr olds disabilities (IEP or IFSP) 8. Eligible 3 yr old with special circumstances  Limited English  Families Needing Full Day services  Currently Homeless or Homeless within the last 18 months  24 months post TANF  Health Impairments  Teen Parents  Grandparent caregivers  Children with current or former incarcerated parent(s) 9. Lowest income 3 yr old All programs with State funding are mandated to use the Centralized Eligibility List (CEL) to retrieve families that are ranked in accordance with these eligibility priorities and in accordance with the waiver received by the State Department of Education on October 3, 2008. As per Head Start Performance Standard 1305.3 (c), at least 10 percent of the enrollment will be made available to children who meet the definition for children with disabilities. CSB 603 - 2010-2011 Admissions Priorities / Selection Criteria, Approved by Policy Council on 8/17/2012 CONTRA COSTA COUNTY CSB Admissions Priorities / Selection Criteria 2011-2012 Program Year 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Begin Annual Report Sr. Management Reviews assigned sections and updates calendar Annual Report (Christina) Finish Annual Report Distributed Disseminate Annual Report Begin Community Assessment Process. Planning Calendar (Joanne) Present updates to Policy Council. Present draft of updated Planning Calendar to Policy Council Request Policy Council approval of Planning Calendar Analyst present to Sr. Mgmt and Clusters. Include in CAO Report. Community Assessment Narrative for Continuation Grants Community Assessment (Jagjit) Major update every 3 yrs; updated annually; Next Major Update 2013 Present Annual Planning Calendar / Purpose and Process to Policy Council (as part of Continuation Grant). 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 1 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Ongoing Monitoring (Joanne) Ongoing Monitoring is completed throughout the year. Information is disseminated and used for program improvement and ensure compliance with state and federal requirements. Cycle 1 Monitoring Reports Shared Sr. Managers and Clusters. Cycle 2 CS Monitoring/ Partner Health & Safety Monitoring & Health and Safety Checklist. Cycle 2 Monitoring Reports Shared Sr. Managers and Clusters. Present to PC Subcommittee: Program Services Cycle 1 Reports. Present Cycle 1 Reports to Sr. Managers and CS Managers Request Ad Hoc Subcommittee for P&Ps input to updates/ revisions. Final draft present to PC Subcommitte. Meet with Ad Hoc PC Subcommittee and review updates/edits to P&Ps. Present list of major updates/ changes to PC and inform of request for PC approval in August. Designated Sr. Mangers/ CSMs review current P&P and update their assigned sections. Service area experts revise and update the P&Ps. Request Policy Council approval on updates of P&Ps & BOS approval & copy if applicable. P&Ps and Parent Handbook training in Clusters and sites. Distribution of Revised P&Ps to sites and Admin Offices. Finalize Parent Handbook. ADs Review Chronological Supervision Files Service Plans & Policies & Procedures (Joanne) Major updates every 3 yrs; updated annually; last major update 2009 Present Cycle 2 Reports to Sr. Managers & CS Managers Cycle 1 CS Monitoring, Partner Staff File Monitoring, and Partner Health Checklist.Present to PC Subcommittee: Program Services Cycle 2 monitoring reports. Education Monitoring Scheduled throughout the year. Health & Safety Cheklist completed for directly operated site,Monthly. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 2 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Continuation Grants (Joanne) 2012 will be year 3 of EHS/HS continuation grant cycle. Continuation Grant Kick-Off Meeting with Grant writing team members/Sr. Managers. Update timelines of grant planning process in conjunction with PC meeting dates for approval requests. Risk Management Meeting with ACF. Begin Grant Planning Process Present to Policy Council: Review of Continuation Grant Cycle/PC involvement with Grant Process. Set due dates for Sr. Managers for Planning Calendar updates as part of Grant Planning Process. Request PC Approval: Submission of HS & EHS Continuation Grants (including: Budget, Planning Calendar, Goals & Objectives. Request BOS approval on submission of HS & EHS Continuation Grants. Submit HS & EHS Grants due to ACF by end of September. Present to PC Grant Cycle (during orientation). Present to PC: Draft Planning Calendar, Draft Goals & Objectives. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 3 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Voter Registration every 2 years (2012). Elks Club vision Screenings. Elks Club Vision Screening Agreement Due GKSD Preparation: meetings with CCC Dental Society, Strategies for Healthy Smiles and Children's Oral Health Program. Audiometric Screening Training W/CHDP. Send downloads to IZ Dept. Health Services Advisory Committee Meeting Health Services Advisory Committee Meeting and Luncheon. Nutrition Services Advisory Meeting. ACT Violence Prevention (8 weeks). DCSS Interagency Agreement due every 2 years (2013). FMCH Interagency Agreement due every 3 years (2010) Car Seat Safety Check, Training, Inventory and Purchasing. Give Kids a Smile Day Family and Community Partnerships (Pam) CSB Car Seat Check-Up Event. Annual Car Seat check-up event. CHDP Interagency Agreement due every 3 years (due 2014). Sign up for Summer Reading Program. Strategies for Healthy Smiles Calendar Due. One Stop Consortium Quarterly Meeting. One Stop Consortium Quarterly Meeting. One Stop Consortium Quarterly Meeting. Give Kids a Smile Day Implementation planning begins. Regional Center MOU renewed every 3 years (2010). CC Car Seat Safety Coalition Meeting. One Stop Consortium Quarterly Meeting. Health Services Advisory Committee Meeting and Luncheon. Send downloads to IZ Dept. Strategies for Healthy Smiles Agreement due annually. Nutrition Services Advisory Meeting. Health Services Advisory Committee Meeting Strategies for Healthy Smiles Screenings being July. CC Car Seat Safety Coalition Meeting. Yearly Immunization Report Due- Public Health. SELPA MOU renewed annually. Vision Screening Trainging with Prevent Blindness WIC Interagency Agreement due every 3 years (2009). Gurnick Academy Agreement due every 3 years (due 2013). Bed Bug Task Force Meetings, Monthly. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 4 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Report Writing Annual State Review- Child Development Program (Janissa) Assessments DRDP 2010 Share Desired Results with PC & BOS & Staff Conduct Self- Assessment (grantee & delegate). Daily Debriefings Submit final report to and obtain approval of corrective action plan from ACF. Corrective Action Plan (if needed). Submit final report and obtain or corrective action plans as necessary (PC/BOS/CSB Director). XSPS Mtg with SS & ADs Desired Results Annual Report 5/30 Conduct Parent Survey ECERS/ITERS by classroom staff ECERS/ITERS Validation by Site Supervisors XSPS Mtg with SS & ADs Link any self- assessment findings to Goals & Objectives for Continuation Grant and T&TA Plan. Form Self- Assessment Teams for review at CSB & Delegate Agency sites; train volunteers. Begin Annual Agency Self- Review (AD validation of ECERS/ITERS). Review parent survey results and share with Sr. Managers, Clusters, PC/BOS. DRDP 2010 Report 1/30 Share DRDP 2010 results with PC & BOS & Staff Conduct State Program Self Evaluation. Submit State Program Self Evaluation and report to Sr. Mgmt. Self-Assessment (Christina) Completed annually, usually by March Identify sites and classrooms for assessment. Develop Self- Assessment Schedule and send out notification. Begin Self- Assessment Process Present Process to PC and broaden subcommittee membership. DRDP 2010 Report 10/30 DRDP 2010 overview to PC. PC Self- Assessment Subcommittee formed. DRDP-R Staff Training. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 5 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Open Houses At 2nd parent conferences, Kindergarten transition packets distributed to parents. Kindergarten Transitions begin at site level. Begin Kindergarten Transtion staggered dates. Classroom Transitions Training -All Staff (Ready to Learn). Back to School Nights. Kindergarten Registration begins. SS/ADs check headcounts weekly. Kindergarten transition/schoo l readiness/PTA Training at PC. Joint Transition Mtg. w/local school district reps. Reading Is Fundamental (RIF) grant due May 31. Program Improvement & Quality Initiative Usually Due around June Apply fo LIHEAP Program Contracts. Transitions: Into, Throughout & Out of program (Suzanne) Kindergarten Teachers attend parent meetings. Kindergarten site field trips. Distribution of "school readiness" backpacks. Cost of Living Alloowance (COLA) grant. January Contract Renewals. Other Grants or Contract (Jagjit) July contract renewals Send revised calendars to CDE as necessary. ACF sends out grant announcements around this time of year for COLA or other supplemental grants. CCAFP Contract Renewal. Dept. of Education Reapply for CDE contracts including Stage 2.Stage 2 Maintenance of Effort (MOE). EHS to HS-Ongoing Throughout the Year 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 6 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER No PC Meeting No EOC Meeting No PC Meeting No EOC Meeting Parent Survey Eligibility, Recruitment, Selection, Enrollment, Attendance (ERSEA) (Christina) System in place continually throughout the year. EOM Reporting Monthly. Updated income guidelines issued PD/PY classes close one week Establish phase out plan for summer transitions. Establish procedure and timelines for rollover. Share updated recruitment plan with Sr. Mgmt. Main Recruitment Drive. Part-day/Part- year classes close Eligibility Clinics PC & BOS approves selection criteria Update OI waivers and list Update OI waivers and list Update OI waivers and list Update OI waivers and list Finalize slot map plan for next year. Enrollment Drive. Eligibility & Enrollment Clinics Part-year & holiday calendars out. Recruitment Drive; Eligibility Clinics & Enrollment Clinics Policy Council; Board of Supervisors; EOC (Pam) EOC Public Meeting every 2 years (last 5/2011) Print, post and distribute updated recruitment materials. Part-day & Part- year classes begin. Design/revise recruitment materials Election of new PC Exec. Committee. Recognition of outgoing PC members. Orientation of new PC members and EOC members (full day) Make-up PC Orientation (1/2 day) PC, EOC and Mgmt Staff Facilitative Leadership Training. EOC Annual Reports due to BOS Communication (Jagjit) Quarterly Staff Newsletter Quarterly Staff Newsletter Quarterly Staff Newsletter Quarterly Staff Newsletter Quarterly Family Newsletter Quarterly Family Newsletter Quarterly Family Newsletter Quarterly Family Newsletter Quarterly legislative reports to Sr. Mgmt Quarterly legislative reports to Sr. Mgmt Quarterly legislative reports to Sr. Mgmt Quarterly legislative reports to Sr. MgmtVolunteer Recruitment (National Volunteer Week) Sr.Mgmt Vacation Requests Due PC meeting; finalize subcommittees PC Facilitative Leadership Training Planning for PC/BOS/EOC Joint Training begins PC & EOC 700 Forms and Brown Act/Ethics Training Certificate due to Clerk of BOS (annually) Joint Meeting of PC, EOC & BOS EOC Election every 2 years (last 6/2011) Ongoing recruitment and enrollment, as children leave the program due to moves, etc. CST Newsletter, Monthly. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 7 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER OSHA Reports Annual Bid Sevice Awards 801B Reports 801B Reports 801B Reports 801B Reports Permit expiration notices to staff Human Resources/ Personnel (Reni) Prepare E-Rate form 471 Certification form Complete E-Rate Form 471 Services Ordered and Certification form. Program Information Report Business Systems (Christina) Mail employee change in emergency info to all staff. LIC 500 to licensing PC Personnel Subcommittee Prepare E-Rate form 471 LIC 500 to licensing Permit Expiration Notices to staff CSUEB Meeting to Intern Mgrs. T/TA Plan Calendar meeting with training managers. LIC 500 to licensing Mailings for returning staff Part-Year Employees Return Standards of Conduct & Hourly Head Count Monitor Transcripts Layoff for summer closure Risk Management Loss Control Report- share w/Sr.Mgmt. Submit Board Order for Layoff Layoff Letter to staff (March 1st) LIC 500 to licensing Monitor Transcripts Notice of Proposed Action - Layoff; Present Board Resolution for Layoff to PC Layoff Order to staff Injury & Prevention Report Prepare E-Rate form 471 Services Ordered Prepare E-Rate form 470 E-Rate form 470 RFP Complete E-Rate form 470 RFP E-Rate form 470 Due CD9500 Qtrly Report CD9500 Qtrly Report CD9500 Qtrly Report CD9500 Qtrly Report Inventory Control Government Technology Conference COPA Conference (May or June) COPA Roll Over Inventory Control COPA Contract Renewal (Every 3 years) Complete E- Rate form486: Receipt of services filled no later than 120 days after services started. CD800 Annual Aggregate Report Chronological Supervision & Progressive Discipline Training Personnel Tracking Reports (see report list), Monthly Monthly Reports:9400s and 801A New Employee Orientation-Monthly. Ongoing Personnel File Monitoring 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 8 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Parent Survey DRDP-R DRDP to ADs ARRA Quarterly Report Due ARRA Quarterly Report Due Salaries & Benefits Forecast System (SBFS) due Head Start & Early Head Start Fiscal Year Begins CDE 2nd Quarterly Report due CDE 3rd Quarterly Report due No major purchase orders after May 15. Final financial status report to ACF due. HS Classroom closures & changes in Slots Begin PIR activities Fiscal (Eric) Record-Keeping and Reporting (Dyanne) ADs submit DRDP results to lead AD Follow-up of corrective action plans: ECERS/ITERS CSB Self Assessment Cut-off for encumb. Or obligation of funds County Single Audit begins. Indirect Cost Rate Proposal due CSB BRASS Budget Due Appropriation Adjustments for Current Year's Budget. Site review of delegate agency due PC Subcommittee work on budgets State Fiscal Year Begins July 1. CDE 1st Quarterly Report due ARRA Quarterly Report Due County Year-End- Close-Out ARRA Quarterly Report Due CDE 4th Quarterly Report due Finalize Grant Budget, State COLA Audit Report due to State (CDE) Single Audit Begins. CD8501 Querterly Report CD8501 Querterly Report CD8501 Quarterly Report CD800 Annual Aggregate Report Get Program Info Report from COPA July-June school year files archived in COPA late June or early July Check roll-over files; re-enroll, etc. PIR (Program Information Report) is due end of August Drop files to warehouse (files kept at site for one year) ECERS/ITERS to AD Year-end financial status report to ACF due Annual HS and EHS Report Published & Distributed to ACF, PC, BOS and Staff. CD8501 Querterly Report Child Development audit begins Annual Immunization Report due 9/30 Submit State Program Self Evaluation Fiscal Reports to PC and BOS-Monthly. Month End Enrollment report to HSES by the 7th; Monthly. Creative Curriculum; Throughout the Year 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 9 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Math Study CS Refresher PITC LMC Fall Harvest PITC TAT Graduation Fiscal Audit Staff Training CAEYC Annual Conference TDP/TAT/CAT College Sponsorships NHSA Leadership NAEYC Annual Conference National Energy & Utility Conference IEP & IFSP Training Pre and In- Service Training CHSA Health Institute CHSA Cluster Meetings CHSA Manager & Director Institute CCDAA Annual Conference CCDAA Annual Fall Technical Assistance & Statewide Meeting CHSA Annual Health Institute Cultural Competence CALPELRA Annual Conference Begin Review of Stage 2/CAPP Policies and Procedures Quarterly Monitoring Due Quarterly Monitoring Due Quarterly Monitoring Due Quarterly Monitoring Due Review Parent Survey Results & Share with Sr. Mgmt Prepare and Conduct Parent Survey Review Stage 2/CAPP Program Handbook OHS National Birth to Five Institute TDP/TAT/CAT College Sponsorships California Annual Child Developmental Policy InstituteChild Abuse Awareness & Prevention Facilitative Leadership Dual Language Learners Annual Fatherhood & Families Conference I am Moving, I am Learning Cal/Neva Annual Conference NHSA Annual Conference Stage 2/CAPP (Jagjit) 0-3 Annual Conference Professional Development (Enid) *See training calendar for mandated trainings CHSA Education Conference Partner & Delegate Training Universal Precautions & Pedestrian Safety Annual ECE Math & Science Institute CCC Annual Conference (Spring) Wipfli Annual Conference CSDP Annual Meeting & Forum NHSA Administrators and Managers Academy Annual Obesity Conference DVC Annual Conference Ready to Learn Curriculum TDP/TAT/CAT College Sponsorships Community Action Annual Convention CAPPA Annual Conference Policies & Procedures Training Annual CACFP Roundtable Conference Project Approach CPR/First Aid; As needed Throughout the Year Creative Curriculum; Throughout the Year Unit Meet; Monthly. 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 10 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Leap Day (29th) NHSA Parent Conference CHSA Conference Black History Month National Nutrition Month National Infant Immunization Week Native American Month Hispanic Hertiage Month National 5-A-Day for Better Health Special Events (Joanne) Martin Luther King Jr. Event Cesar Chavez Day Week of the Young Child Community Action Month National Children's Dental Health Month Give Kids a Smile Day National Parks and Recreation Month Read Across America Honoring Dr. Seuss. It is celebrated on March 2nd, Dr. Seuss' Birthday. The National Education Association sponsors events to inspire reading in children throughout our schools and communities. Asian Pacific American Heritage Month World Asthma Day Teacher Appreciation Week (week varies) NHSA Traning Conference RHSA Membership Meeting National Physical Fitness & Sports Month National Children's Mental Health Awareness Day (6th) Parent Appreciation Activities Head Start Awareness Month RHSA Membership Meeting Child Health Day (1st Monday). The emphasis of the day is to help raise an awareness and a commitment ot teaching children the benefits of good health and teaching parents how they can help protect their children with good nutrition, year round fitness and exercise. Child Abuse Prevention Month 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 11 of 12 Revised June 2011 2012 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Partners (Janissa) Cameron, RCP, and YMCA closed President's Week. Kid's Club, Cameron, Crossroads, YMCA and RCP closed for Spring Recess (1 week) WCCUSD, YMCA RHS & JFK and Crossroads Closed We Care Closed for 3 weeks Martinez ECC closed for 1 week Kids Club and Crossroads closed week of Thanksgiving. Kids Club, Cameron, Crossroads, We Care, YMCA and RCP closed week of Christmas through New Year's. Public Meeting with PC (every 2 years- last 5/11). Community Action Plan due to CSD every 2 years (last 2011). Kids's Club and RCP Closed (late June- Mid July Annual Report (CSD 801&CSD 295-CCR) due to State. CSBG Contract Renewal. CSBG-IS Reports Due. Fiscal Closeout report due. State Community Services Block Grant (CSBG) (Caylin) Renew oro Create CSBG Subcontractor Contracts. Begin RFP Process (every 3 years, last 2011). Child Nutrition (Suzanne) CACFP requirements and training on selected topics or general overview; annually (SS & Clerks) CalFresh (food stamp) training is also required annually (SS & Clerks) Monitor Food Service to children in every classroom; three times a year- unannounced visits. Department of Health, State training requirement for at least one member of the Child Nutrition staff; annually; (taken online by- Velma, Sophia and Janet Buttrick). Mid year reports due to State (CSD 801). 2011 Planning Calendar for Community Services Bureau Approved by Policy Council- Approved by Board of Supervisors- Page 12 of 12 Revised June 2011