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HomeMy WebLinkAboutMINUTES - 11152011 - C.54RECOMMENDATION(S): ACCEPT corrective action plan for 2011/12 program year annual Head Start self-assessment as submitted by Employment & Human Services Director. FISCAL IMPACT: None BACKGROUND: During the period of February 28, 2011 through March 4, 2011, the Community Services Bureau completed the required self-assessment wherein internal processes were examined and evaluated for efficacy. The Head Start Performance Standards [CFR 1304.50(d)(1)(vii) and 1304, Appendix A] require that the Board of Supervisors approve the program's corrective action plan once all of the corrections have been certified by program staff. Program certification was completed on April 27, 2011. CONSEQUENCE OF NEGATIVE ACTION: APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 11/15/2011 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Gayle B. Uilkema, District II Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor ABSENT:Mary N. Piepho, District III Supervisor Contact: C. Youngblood, 313-1712 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: November 15, 2011 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Cassandra Youngblood, Christina Reich C.54 To:Board of Supervisors From:Joe Valentine, Employment & Human Services Director Date:November 15, 2011 Contra Costa County Subject:Head Start Corrective Action Plan / Self-Assessment If not approved, Department will not be able to submit required documents to federal agency. 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 Corrective Action Plan Self Assessment Report 1 Contra Costa County Employment and Human Services Department Community Services Bureau Head Start & Early Head Start Programs Self-Assessment 2011 February 28, 2011 – March 4, 2011 Overview The annual Self-Assessment was conducted February 28 through March 4, 2011. The Grantee and Delegate agency continue to join forces to conduct the Self-Assessment. The Grantee also included its Community Action Partnership in the 2011 Self- Assessment process. One item was found to be non-compliant regarding lack of resources provided to families in the Family Partnership process. In addition, strengths were highlighted and several excellent recommendations were made that have already been implemented. Methodology Planning Process The 2011 CSB Planning Calendar clearly delineated the planning process for the 2010 Self-Assessment, which began on October 20, 2010 with appointment of Policy Council members to the Self-Assessment Sub-Committee. On November 17, 2010, the Policy Council was provided an overview of the self-assessment process and more representatives were recruited to the Self-Assessment Sub-Committee. Board Members and Community Partners were also recruited in November and December via personal contacts by various management team members. In January, the Self-Assessment timeline, team composition, site selection, and tool selection were established and presented at various meetings such as Policy Council, Senior Management, Comprehensive Services Management, and Clusters. In early February, last minute refinements were made to the plan and training was conducted, culminating in the implementation during the last week of February. And finally, this report is submitted for approvals in the month of March, as planned. Monitoring Instruments Three instruments were chosen to be used in the 2011 Self Assessment: 1. The FY 2011 Office of Head Start Monitoring Protocol was chosen because it is used by Federal Review teams and was developed to incorporate requirements of the 2007 Head Start Reauthorization Act. In addition, this tool places great emphasis on the quality of delivery and management of program services. A slightly abbreviated version of the tool was used. 2 2. The Classroom Assessment Scoring System (CLASS) Observation Tool was also chosen because it meets the requirements of the reauthorization Act and is used by Federal Review teams. 3. The 2010 Standards of Excellence and Self-Study Questions were chosen to review our Community Action Partnership as it aspires to be a program of excellence. This self-study commenced with the 2011 Self-Assessment and is ongoing until the fall when the results are compiled and, therefore, is only referenced here as part of the in initial process. Site Selection, Protocol Assignment, and Team Composition Sites were selected and specific protocols were assigned based on the results of ongoing monitoring efforts, anecdotal information garnered from managers responsible for services areas and systems throughout the program, and the yet-to-be-finalized results of the 2009 Federal Review. The Delegate-led teams visited 7 grantee operated sites and Home Base and the Grantee-led teams visited 8 Delegate operated and childcare partner sites as well as the Community Action Partnership (CAP). Team responsibilities mirrored those of a Federal Review Team, with the exception of the CAP team (See attachment 1). Team Training The teams gathered at one of four scheduled times between February 22nd and 25th to receive training. All participants were provided with a personalized Self-Assessment packet that included:  OHS Monitoring Protocol or CAP Self-Study, specific to their assignment  Agenda  Training Power Point Handout  Teams and Site Assignments  Phone List of all Sites and Offices  Google© Maps or Home Base phone list, specific to their assignment  Who’s Who – A list of content area experts for all programs & services.  Timeline  Report template Implementation During the week of Self-Assessment, teams conducted site observations, document reviews, file reviews, and interviews on Monday, Tuesday, Wednesday and Thursday. Friday was reserved for report writing. Debrief sessions were held on Tuesday and Thursday afternoons via conference calls. These sessions were held to provide team leaders the opportunity to give preliminary reports and obtain guidance. The debrief sessions also give team leaders an opportunity to inform each other about possible findings so that other teams could check for those same issues at other sites. Report templates were revisited along with reminders as to how to document non-compliances, strengths and recommendations. 3 Results Non-Compliances and Strengths The following chart shows that there was one non-compliance noted in the 2011 Self- Assessment. Several strengths were noted and helpful recommendations were made and implemented. TEAMS Site Visited Non-Compliances Integrated Services Team 1 – Grantee: Disabilities, Mental Health & Family and Community Partnerships WCCUSD – Lincoln Cambridge Parkhaven 1 @ Lincoln in Family Partnerships (See Corrective Action Plan below) Integrated Services Team 1 – Delegate: Disabilities, Mental Health & Family and Community Partnerships Balboa Lake None Integrated Services Team 2 – Grantee: Health, Nutrition, Safe Environments, Transportation YMCA Richmond CDC Fairgrounds None Integrated Services Team 2 – Delegate: Health, Nutrition, Safe Environments, Transportation Los Nogales Las Deltas None Education and Early Childhood Development – Grantee: Crossroads Martinez ECC None Education and Early Childhood Development – Delegate: Bayo Vista Nelly Gomez – Home Base None Program Design & Management – Grantee: Kid’s Castle Bonnie Duncan Family Child Care None Program Design & Management – Delegate: GMIII Contra Costa College None Fiscal Management: Grantee: FHBS Fiscal Unit None Fiscal Management: Delegate: CSB Fiscal Unit None Community Action Program CSB CAP Program Report pending in the fall The following non-compliance was noted: Family and Community Partnerships: At Lincoln Center in Richmond, 8 out of 8 Family Partnership Agreements stated that the families were stable along all dimensions. Additional information about the families indicated that they had needs in particular areas and were not provided with resources to meet those needs. 4 Corrective Action Plan: Finding Program Type Corrective Action Person Responsible Completion Date Verification Compliance Indicator 2.4: (1304.40(b)(1)&(2) While families are engaged in a family partnership agreement, resources were not offered that met their stated need. Head Start  Meet with CSB staff responsible for FCP to review protocols and all files to ensure resources are provided to meet needs.  Emphasize FCP protocols at Comp Services Refresher Training in April FCP Manager: Kristin Cooke Assistant Director for Comprehensive Services: Carolyn Johnson March 17, 2011 April 27, 2011 Monitoring report, Small Group Conference Form Training materials, sign in sheets, evaluations The following strengths were noted: Disabilities:  At Lincoln, excellent bilingual transitions material and resources for pre-school to kindergarten.  At Lake and Balboa, on-site special education services are offered; also LEA provides transportation to special day class. Mental Health:  At Grantee, licensed Mental Health Professionals are available full time, Mon – Fri and are involved in grant writing and other activities to meet the needs of the community. Family & Community Partnerships:  At Cambridge Parkhaven, teacher worked with parents to enhance yard to provide a rich outdoor environment.  At Balboa/Lake, parent handbook is nicely organized. Health:  At Fairgrounds, great tracking system; consistency between documentation and tracking system; tremendous efforts in facilitation follow-up with parents  At Los Nogales & Las Deltas, good utilization of COPA for tracking and identification of concern; binder system and ongoing communication between staff & families is excellent; good training for staff. 5 Nutrition:  At Fairgrounds, home visits include great nutritional assessments to compliment those in the file which are done at intake.  At Los Nogales & Los Deltas, menus are very diverse and monthly nutrition advisory.  At YMCA Richmond CDC, children brush twice daily and children grow own vegetables and make salads from the produce. Safe Environments:  At Fairgrounds, indoor and outdoor exceptionally clean and neat; first aid kits routinely monitored by nurse.  At Los Nogales & Los Deltas, binder system for easy monitoring, excellent environment including planters and park next door. Education and Early Childhood Development:  At Bayo Vista, great staff files, room arrangement, and room cleanliness – very inviting with good CLASS scores; staff and children very familiar with daily routine.  At Crossroads, exceptional and unique program that meets the needs of a highly vulnerable population. Program Design & Management:  At San Pablo, staff and children’s files kept up-to-date and PC & parents are well informed.  At GMIII, excellent monthly calendar sent out with dates and birthdays.  At FBHS, strong internal controls regarding LPC and board; strong documentation of all systems, exceptional director with strong mentoring and leadership skills. Fiscal Management:  At CSB, strong Fiscal Department, strong communication with delegate, PC, and BOS, and strong internal controls  At FBHS, strong Fiscal Manager, strong internal controls and strong communication with board and LPC. The following recommendations were made to enhance the program: Disabilities:  At Lincoln, ensure timely rescreens so referrals can be expedited. Family & Community Partnerships:  At Parkhaven, parent boards need to be updated and include PC documentation.  At Balboa and Lake, ensure parents get information regarding all training opportunities. Health:  Increase monitoring to reduce discrepancies between documentation and COPA. Safe Environments:  At Fairgrounds, need to correct puddling in infant-toddler playground  At Los Nogales, need to replace faulty refrigerator thermometer 6 Education and Early Childhood Development:  At Crossroads, need to ensure that home visits are offered to all parents in their home.  At Bayo Vista, child portfolio notes need to be filed regularly for ease of review. Program Design & Management & ERSEA:  At Bonnie Duncan FCC, need to increase eligibility monitoring  At GM III, increase monitoring to ensure income worksheets are completely filled out. Evaluation Plus/Delta A Plus/Delta evaluation was used at the close of the self-assessment trainings and debrief sessions. Plusses, or things that went well, that were noted were: well organized, helpful training, friendly process, great packets, training was to the point and thorough with clear instructions, using conference call instead of making everyone travel to a meeting. There were no deltas (things to change for next time). 7 ATTACHMENT 1: 2011 Self-Assessment Grantee Operated Team – Reviewing Delegate, CAP and Partner Sites Team Name Team Members Sites Visited Integrated Services Team 1 Disabilities, Mental Health & Family and Community Partnerships Team Leader: Ana Araujo Eleanor McGuire Kathy Jones, EOC Chair Reyna Flores, PC Parent (Spanish Speaking) WCCUSD – Lincoln Cambridge Park Haven Integrated Services Team 2 Health, Nutrition, Safe Environments, Transportation Team Leader: Debi Marsee Lupita Miramontes Nikki Moultree, CSB Community Partner YMCA Richmond CDC Fairgrounds Education & Early Childhood Development Team Team Leader: Magda Bedros Afi Fiaxi Joanne Garcia, PC Parent Crossroads Martinez ECC Program Design & Management Team PDM & ERSEA Team Leader: Pam Johnson Cathy McKeever Nimfa Gamez, EOC Member Kid’s Castle FBHS FCC – Bonnie Duncan Fiscal Management Team Team Leader: Vickie Kaplan, Accountant Dawn Miguel, PC Parent FBHS Fiscal Unit Community Action Partnership Team Team Leader: Monica Montano Kristin Cooke Mary Withers Tracy Fraas, EOC Member CSB CAP Delegate Team/Partner – Reviewing Grantee Operated Sites Team Name Team Members Sites Visited Integrated Services Team 1 Disabilities, Mental Health & Family and Community Partnerships Team Leader: Ginger Novak Brenda W. Battle Maria Arroyo Joanna Garcia, PC Parent Balboa Lake Integrated Services Team 2 Health, Nutrition, Safe Environments, Transportation Team Leader: Aundria Simpson Wayne Batchelor Kitty Lenhart/George Miller Los Nogales Las Deltas Education & Early Childhood Development Team Team Leader: Sue Vo Ulla Estrada Patricia Taylor Dennisha Marsh Home Base – Nelly Gomez Bayo Vista Program Design & Management Team PDM & ERSEA Team Leader: Brenda P. Battle Irene Medina Amy Wells Bob Spear GMIII Contra Costa College Fiscal Management Team Team Leader: Linda Anderson, Fiscal Manager Heather Jackson, PC Parent CSB Fiscal Unit