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HomeMy WebLinkAboutMINUTES - 11042014 - C.77RECOMMENDATION(S): ACCEPT Employment & Human Services Department Community Services Bureau 2015 Planning Calendar. FISCAL IMPACT: None BACKGROUND: Head Start Performance Standard 1304.51(a) mandates that the Head Start grantee develop a plan for program operations; and, this plan be reviewed and approved by the Head Start governing body. The Board of Supervisors is Contra Costa County Head Start's governing body. This board order accepts the 2015 planning calendar for the Community Services Bureau, covering milestones for various Head Start and Community Action programs for the year. The planning calendar is scheduled for approval by the Head Start Policy Council on October 25, 2014. CONSEQUENCE OF NEGATIVE ACTION: If not approved, Department will not be in compliance with Head Start regulations. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 11/04/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: J Sanchez-Rosa 313-1779 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 4, 2014 David Twa, County Administrator and Clerk of the Board of Supervisors By: Stacey M. Boyd, Deputy cc: Cassandra Youngblood, Joanne Sanchez-Rosa C. 77 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Date:November 4, 2014 Contra Costa County Subject:2015 Employment & Human Services Community Services Bureau Planning Calendar 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 2015 CSB Planning Calendar 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Community Assessment (Joanne) 2014-16 Major update every 3 years Begin researching Community Assessment Updates Present Community Assess- ment Executive Summary Report for PC and BOS Prepare Community Assessment Updates Narrative for Contin- uation Grants Action: Submit Executive Summary with HS/EHS Contin- uation Grant Share Executive Summary with staff Strategic Planning (Camilla) G/O Updates semi-annual report disseminated to staff, Department Director, PC, and BOS Program G/O Updates semi- annual report dissemin- ated to staff, Department Director, PC, and BOS Present new G/O's to PC Sub- committee Action: Request BOS & PC approval of new G/O's Program Information Report (Christina) Quarterly Meeting CSB & FBHS Quarterly Meeting CSB & FBHS Quarterly Meeting CSB & FBHS Upload PIR by August 31st Submit to BOS in CAO Report; Present at SAM, Sr. Mgmt. & Cluster Mtgs Quarterly Meeting CSB & FBHS Present to Policy Council 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 1 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Planning Calendar (Joanne) Request Planning Calendar updates from Senior Manage- ment leads (as assigned/up- date assign- ments) Leads review and update sections Present Planning Calendar to PC Program Services Sub- committee as part of grant process pre- sentation PC Orientation: Include Planning Calendar in orientation packet Action: Request PC approval of Planning Calendar (with full grant) Send to SAM for review by the 31st Present updates to staff Action: BOS approval with grant Annual Report (Joanne) Continue Annual Report process and gather content (Begin December) Present/ Distribute Annual Report to PC and BOS/CAO Dissem- inate/ Distribute Annual Report to public and staff Begin Annual Report process and gather content Service Plans and Policies & Procedures (Joanne) Order copies of approved Service Plans and P&P's for centers/ admin- istration Distribute hard copies to centers/ admin- istrative offices Action: Submit to PC and BOS for approval Enlist PC Sub- committee for review/ input to Service Plans and P&P's PC Sub- committee review and give input 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 2 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Service Plans and P&P's Cont. (Joanne) Post e- document on CSB Intranet Conduct annual staff training on Service Plans and P&P's Distribute assign- ments to Senior Managers/ CS Managers Review Team Ongoing Monitoring (Joanne) 2nd Period 1st Period Present 1st Period results to PC Review/ update content of monitoring tools and handbooks Present year end summary of results to PC Submit semi- annual reports to CAO & ACF Submit year end summary reports to CAO & ACF Submit Report to staff and Partners Submit report to staff and Partners Distribute 1st Period results to Senior Managers, Site Supervisors, and CS Managers Review slot map plans and update for new Period schedule for center monitoring and sample size calculation for files and classrooms Distribute year end summary results to Senior Managers, Site Supervisors, and CS Managers 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 3 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Contin- uation Grants (Joanne) FY 2015 year 4 of 5 year cycle Develop grant timeline in conjunction with PC/BOS meeting dates for approval requests Present to PC: Review of Contin- uation Grant Cycle and PC involve- ment Share Grantee timeline tasks with Delegate Present G/O updates to PC and BOS Conduct grant writing process with assigned team members (including: Goals & Objectives) Action: Request PC approval for submission of full HS & EHS grants including: Budgets and Goals & Objectives Present Grant Cycle process overview to PC at orientation Action: Request PC approval for Planning Calendar Initial grant writing assign- ments sent to group (year 4 of 5 year cycle) Present to PC Program Services Sub- committee draft grant contents: G&O, budget, summaries & narratives Action: Request BOS approval for full HS & EHS grants including: Budgets and G&O's Action: Request BOS approval for Planning Calendar Announce Contin- uation Grant to PC, including year- end monitoring results (CSB Director's Report) Upload grants through HSES 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 4 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Contin- uation Grants Cont. (Joanne) G/O Updates semi-annual report disseminated to staff, Department Director, PC, and BOS Program G/O Updates semi- annual report dissemin- ated to staff, Department Director, PC, and BOS Parent, Family, and Community Engagement (PFCE) (Pam) Monthly Male Involvement Meeting Parent Involvement Officers Monitoring Triple P Training (9 weeks) Family Newsletter Family Newsletter Family Newsletter Parent Interest & Volunteer Surveys Family Develop- ment Credential Training Family Newsletter Kindergarten Transition (Required Parent Meeting Topic) HS Fatherhood Conference 2nd Family Partnership Agreement Pedestrian Safety Training (Required Parent Meeting Topic) Begin Family Handbook edits Print Family Handbooks Distribute Family Handbook 1st Family Partnership Agreements (Due 90 days- September 30th) 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 5 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER PFCE Cont. (Pam) Week of the Young Child (family connect- ions) Parent Apprecia- tion Activities DCSS Interagency Agreement due every 2 years Voter registration every 2 years DCSS Interagency Training every 2 years (due 2015) Child Abuse Training (Required Parent Meeting Topic) Self- Assessment (Joanne) Identify sites and classrooms for assessment Conduct self- assess- ments (CSB/FBHS) Action: Submit final report and obtain approval of corrective action plans as necessary (ACF/PC/BOS/ CSB Director) Link any self- assessment findings to G&O's for Contin- uation Grant and T & TA Plan Recruit PC Self- Assessment Sub- committee Begin Self- Assess- ment process planning 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 6 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Self- Assessment Cont. (Joanne) Develop self- assessment schedule and send out notification Daily debriefings during 2 weeks Present process to PC and broaden sub- committee mem- bership Form self- assessment teams for review at CSB and Delegate agency sites Corrective Action Plan (if needed) Train community volunteers/ PC Sub- committee members CDE Contracts (Jagjit) Monthly CDFS fiscal Report Application due for CDE refunding application Annual report to CDE Extend Fiscal Audit Extend Fiscal Audit CDE rosters due Manage- ment Bulletin for application for CDE refunding 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 7 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER LIHEAP/DOE (Jagjit) DOE/WAP Amendment LIHEAP Outreach LIHEAP/WAP site monitoring visit by CSD LIHEAP Outreach Start LIHEAP/ DOE Contract with the State for 2015 LIHEAP Contract Mental Health Services (Pam) Parenting Class Child Abuse Awareness Month trainings for staff and parents (Required Parent Meeting Topic) Children's Mental Health Awareness classroom activities MOU-Health Services MOU- First Five-ASQ Clinician training and orientation- MH Comp Services refresher Disabilities (Pam) System of CARE Meeting System of CARE Meeting System of CARE Meeting System of CARE Meeting System of CARE Meeting System of CARE Meeting Northern California HS/EHS Cluster Mtg Sacramento Northern California HS/EHS Cluster Mtg Sacramento Early Childhood Council, CARE Parent Network Meeting Early Childhood Council, CARE Parent Network Meeting Early Childhood Council, CARE Parent Network Meeting Early Childhood Council, CARE Parent Network Meeting Early Childhood Council, CARE Parent Network Meeting 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 8 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Disabilities Cont. (Pam) ACF/CAO Mid Year Report of Enrollment of children with Disabilities Special Needs Refresher Training for Teachers Special Needs Refresher Training for Comp. Services Special Needs Refresher Training for Home Based Collect Special Needs Training documen- tation/HR assistance SELPA triannual MOU RCEB triannual MOU Education Services/ Annual State Require- ments/ Child Develop- ment (Janissa/ Ron) Conduct Parent Survey Tally and analyze Parent Survey Complete DRDP-2010 Complete Agency Action Plan Submit Agency Self-Study Action Plan to CDF Screenings, DRDP Assessment ECERS ITERS DRDP-2010 HS Learning Through Literature, Second Step Teacher and Parent Trainings Learning Through Literature Learning through Literature Kinder- garten Transition Meetings End of Year Celebration Ready to learn (PD/PY in August) Learning Through Literature, Back To School Night, and Pedestrian Safety Learning through Literature Learning through Literature, RMTK Project Approach, RMTK, Learning through Literature, Winter Festival EHS PITC Culture and Family (consultant trainings) PITC Environs for Group Care End of Year Celebration Ready to Learn/PITC Welcoming a Child to a New Child Care Setting Back to School Night and Pedestrian Safety Winter Festival PITC: More than just routine 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 9 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Initiatives Library Initiative Submit CG3 for WOTYC and BOS proc- lamation Make and Take Math WOTYC & BOS proc- lamation Parent Apprecia- tion CLASS observer reliability training Preschool and Infant/Toddler State Requirements ERS Updates; review parent survey results and share with Senior Mgmt Follow up ERS April 30th: Submit final ERS and DRDP Summary to AD's Develop CDE Action Plan Submit Annual report to CDE June 1st Implement Parent Survey SR Goals Quarterly update of SR Goals Quarterly update of SR Goals Final update of SR Goals and draft new goals Quarterly update of SR Goals Present new SR Goals to PC Sub- committee Present final update of SR Goals to PC, BOS, Mgt, Staff New SR Goals shared with staff Present new SR Goals to PC w/ 1st quarter update IT and PS DRDP 2010 Second DRDP Due First DRDP outcomes report to PC, BOS, ACF, & Senior Mgmt Second DRDP outcomes report to PC, BOS, ACF, & Senior Mgmt Final DRDP outcomes report to PC, BOS, ACF, Senior Mgmt, & all staff Health Services (Carolyn) CSU East Bay Nursing Student Health & Safety Module Presentation at selected sites 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 10 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Health Services Cont. (Carolyn) Bed Bug Task Force and Steering Committee Meetings (months and days vary) Immuniza- tion Clinics on Site ELKS Vision Screening Calendar Due ELKS Vision Screening at sites Give Kids a Smile Day Preparation and Implemen- tation of GKSD Plan every day in month of January Give Kids a Smile Day Event (1st and 3rd Fridays of the month of February) Strategies for Healthy Smiles Calendar Due Strategies for Healthy Smiles on site visits Give Kids a Smile Day Planning Meetings with Contra Costa Dental Society, Children's Oral Health Program and Strategies for Healthy Smiles Tobacco Coalition Meeting Send Downloads to IZ Department Immuniza- tion and CAIRS Training with Public Health Yearly Immuniza- tion Report due to Public Health Send Downloads to IZ Department Health Services Advisory Committee Meeting and Luncheon Strategies for Healthy Smiles MOU expires Health Services Advisory Committee Meeting and Luncheon 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 11 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Health Services Cont. (Carolyn) Northern California HS/EHS Cluster Meeting Sacramento Northern California HS/EHS Cluster Meeting Sacramento CHSA Health Institute (External Head Start Conference) Hearing and Vision Screening Training w/CHDP Health & Safety Summer Newsletter (To Families) Hearing and Vision Screening Training w/CHDP Emergency Prepared- ness Training October 16th Great Shake Out Statewide Earthquake Drill Car Seat Safety Check for GKSD - Training, Inventory, Cleaning and Purchasing Car Seat Check Up Event with Child Passenger Safety Program Car Seat Check Up Event - Concord John Muir Health Child Safety Coalition Planning Meeting - Child passenger restraints Seven "C' monthly meeting plus 3 round tables 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 12 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Health Services Cont. (Carolyn) Full Day Teacher/Site Supervisor Content area Training Comp. Services Content area Training Partners Content area Training Home Based/PD Teacher Content Area Training Asthma Breath Mobile on site FMCH Interagency Agreement due for renewal Strategies for Healthy Smiles MOU Hands on Health Express Mobile Health Event Vision Screening Training w/CHDP and Prevent Blindness CHDP MOU every 5 years Child Nutrition (Christina) California Head Start Health Institute Nutrition Services Advisory Meeting Week of the Young Child CACFP Contract Renewal WIC MOU Renewal Nutrition Services Advisory Meeting CHSA Health Institute Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 13 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Child Nutrition Cont. (Christina) Monthly Nutrition Services Policy Council Sub- committee Meeting Northern California Regional Cluster Meeting SYSCO Food Show Contra Costa Solano County Food Bank Summit Child Nutrition Staff Training Northern California Regional Cluster Meeting CACFP Annual Refresher Training on require- ments and selected topics for Site Supervisors and Kitchen staff Hunger Awareness Month Recruit CSUSB Interns FNPC (Food Nutrition Policy Consortium) Meeting FNPC meeting FNPC meeting FNPC meeting FNPC meeting Healthy and Active Before 5 Leadership Council Meeting Healthy and Active Before 5 Leadership Council Meeting San Pablo City COPTF (Childhood Obesity Task Force ) COPTF COPTF COPTF COPTF COPTF National Nutrition Month Annual California Dietetic Association Meeting & Exhibition Biennial Childhood Obesity Conference National Child Obesity Awareness Month National Food Day - October 24th 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 14 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Child Nutrition Cont. (Christina) National Nutrition Month Annual California Dietetic Association Meeting & Exhibition Biennial Childhood Obesity Conference National Child Obesity Awareness Month National Food Day - October 24th Transitions: Into, Throughout & Out of Program (Janissa) Parent Meeting on Kindergarten Readiness RMTK Transition Training by cluster agency wide Ready to Learn Kinder- garten Registration Prepare packets Distribution of SR Packets (Transition to Kinder- garten) Eligibility, Recruit- ment, Selection, Enrollment, Attendance (ERSEA) (Christina) Monthly - Month End Enrollment report to HSES by the 7th & Purge Protocol Completed by the 5th 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 15 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER ERSEA Continued (Christina) Review/ Revise recruitment materials PC & BOS approves selection criteria and recruitment plan Slot Planning for next PY Slots Map finalized for next PY and distribute Eligibility & Enrollment Clinics Hold selection Criteria meeting with staff, parents, and Program Services Sub- committee New Federal Income Guidelines issued Establish procedure and timelines rollover PD/PY classes end Purge over- income waiver list PD/PY Classes begin Issue date for cut-off of new enrollments in the PD/PY Head Start program due to 60-day rule 30-day full enrollment checks and reports on Tuesdays and Thursdays Begin major recruitment drive Continue recruitment drive Submit request for flyers to be mailed with public benefit quarterly reports 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 16 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Policy Council; Board of Supervisors; EOC (Pam/Jagjit) * Approval once until changed PC Meeting; finalize subcommittees Complete and submit Form 700 Joint Meeting of PC, EOC, & BOS (No business meetings) CSBG Subcontractor Monitoring No PC/EOC Meeting Recognition of outgoing PC members Orientation of new PC members and EOC members Brown Act/Ethics Training certificate due to Clerk of BOS (annually) Make-up PC Orientation No PC/EOC meeting PC/EOC Facilitative Leadership Training CHSA Conference Region IX Conference CHSA Health Institute CHSA Policy Institute CAP Annual Convention Parent Committee Officer elections Election of new PC and EOC Executive Committee Ethics/ Brown Act Video Training due Planning for PC/BOS/EOC Joint Training begins WOTYC BOS Procla- mation Community Action Month PC/EOC orientation planning begins NHSA Conference EOC Public Meeting every 2 years (last 5/2013) Facilities/ Center Health and Safety (Sung/Jay) Gather project request needs from AD's/DM's for Facility Renovation and Repair (FRR) grant application Action: Request BOS approval to apply for CDE Facility Renovation and Repair (FRR) Grant Apply for CDE Facility Renovation Repair Grant Certification for Playground Safety inspector expires every 4 years. Next due 2016 Quarterly deep cleaning EHS Quarterly deep cleaning EHS Quarterly deep cleaning EHS Quarterly deep cleaning EHS 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 17 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Facilities/ Center Health and Safety Cont. (Sung/Jay) Health & Safety Officer Committee Meeting Health & Safety Officer Committee Meeting Health & Safety Officer Committee Meeting Health & Safety Officer Committee Meeting Commun- ication (Jagjit) *For detailed information see CSB Internal Meeting Calendar Monthly CST Newsletter Quarterly Staff Newsletter Quarterly legislative reports to Senior Mgmt Quarterly Staff Newsletter Quarterly legislative reports to Senior Mgmt Quarterly Staff Newsletter Quarterly legislative reports to Senior Mgmt Quarterly Staff Newsletter Quarterly legislative reports to Senior Mgmt Report to ACF as requested Report to ACF as requested Report to ACF as requested Report to ACF as requested Vacation request due for 2nd quarter Vacation request due for 3rd quarter Vacation request due for 4th quarter Parent Survey Vacation request due for 1st quarter 2016 Communica- tion Cont. (Jagjit) Monthly report to CAO/BOS Staff Monthly Reports 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 18 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Human Resources and Personnel (Reni) Monthly Personnel Tracking Reports Ongoing Personnel File Monitoring Including Partners CSB Standards of Conduct Action: Board Order to Layoff PD/PY Staff LIC 500 to Licensing Action: Layoff approval by PC Order of Layoff PD/PY Staff Return-To- Work Letter to Laid off PD/PY staff (August 1st) Chrono- logical Supervision & Progressive Discipline Training CALPELRA Annual Conference LIC 500 to Licensing Program Information Report LIC 500 to Licensing LIC 500 to Licensing CSB Protocol for Hourly Head Count and Transition Tracking training for staff Permit Expiration Notices to Staff OSHA Reports - posting at all sites Annual Bid Illness and Injury Prevention plan Review Permit Expiration Notices to Staff Permit Expiration Notices to Staff Risk Management Loss Control Report - Share w/Senior Mgmt Meet & Confer Layoff PD/PY Staff CSB/Local One Informa- tional Meeting Notice to Layoff PD/PY Staff Summer closure & PD/PY Staff Layoff CSB/Local One Informa- tional Meeting CSB/Local One Informa- tional Meeting CSB/Local One Informa- tional Meeting 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 19 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER HR and Personnel Cont. (Reni) Monthly Service Awards Perfor- mance Review notices Perfor- mance Review notices Notice of Proposed Action Perfor- mance Review notices Perfor- mance Review notices Perfor- mance Review notices Perfor- mance Review notices Warning Letter to Layoff to PD/PY Staff Recruitment CSU East Bay Recruitment Solano Community College Personnel Budget review PD/PY Employees return Positions Control Review CSB Policies and Procedures Review by all staff Recruitment CCC & Mills College Business Systems (Sung) E-Rate Form 471 E-Rate Form 471 USAC PIA Review E-Rate/USAC PIA Review E-Rate Technology Plan CLOUDS Renewal E-Rate Bear/472 E-Rate RFI E-Rate from 470 Nulinx Contract Renewal CLOUDS Training E-Rate Form 486 Submit a 3 year technology plan for every 3 year cycle (2013) Invoicing USAC/Service Provider for reimburse- ment CLOUDS User Training RFI for next year's technology needs RFI for Tele- commun- ication/ Internet/ Internal Connection Action: BOS approval for incoming funds Review prior years E-Rate Form 471 grant application Review Contract by County Counsel CLOUDS Training for Teachers and Site Supervisors Fiscal (Eric) Fiscal Reports to PC & BOS 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 20 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Fiscal Cont. (Eric) CDE 2nd Quarterly Report Due Salaries & Benefits Forecast System (SBFS) due CSB Brass Budget Due CDE 3rd Quarterly Report Due Report the results of prior year Single Audit to PC CDE 4th Quarterly Report Due Operating information in the Comprehen- sive Annual Financial 2015 Budget input in GABI due to ACF CDE 1st Quarterly Report Due Audit Report due to State (CDE) by November 15th County Single Audit Begins Current year's budget adjustments due to Auditor- Controller's Office State/County Fiscal Year Begins July 1st End of the year budget adjust- ments due to Auditor- Controller's Office Schedule of Expendi- tures of Federal Awards due to Auditor- Controller's Office Stage 2 & CAPP reports due to CDE (20th of each month) Annual financial status report SF - 425 due to ACF Site review of delegate agency due County Year- End Close-Out begins: cut off for encum- brances adjustment deposit permit County Year- End Close-Out continues: submission of journals, accruals, and deferrals to auditor's office Cut-off for encum- brance of HS/EHS 2014 funds Head Start & Early Head Start Fiscal Year begins CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) Fiscal PC Sub- committee Meeting CSBG IS form due 3/1 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 21 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Fiscal Cont. (Eric) CSBG close- out forms due 3/31 Child Develop- ment audit begins Semi-Annual financial status report SF-425 due to ACF Finalize 2015 Operational and T & TA Budget for HS/EHS; 2015 Budget for PC discussion and approval Indirect Cost rate Proposal due to US Dept. of Health & Human Services Record Keeping and Recording (Carlos) Release files past destruction date to County for shredding Annual County Equipment Inventory Report confirmation Program Year prior to last Program Year Drop files to warehouse for storage Prior Program Year archived files stored at sites for one year Profess- ional Develop- ment (Charlene) Ongoing new hire orientation CHSA Board meeting (quarterly) CHSA Annual Conference CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) NAEYC Annual Conference CHSA Cluster V Meeting (quarterly) 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 22 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Profess- ional Develop- ment Cont. (Charlene) Ongoing Sexual Harassment Awareness Training (line staff every 3 years and supervisors every 2 years) Monitor transcripts TDP/CAT Child Developmental Policy Institute CAEYC Annual Conference Monitor transcripts TDP/CAT Monitor transcripts TDP/CAT General HIPAA Awareness Training (upon hire and bi- annual for applicable staff) CAT Program Completion Celebration CCDAA Annual Conference (Spring) Annual National Conference for Nonprofit Organiza- tions & Units of Government (Wipfli) CCDAA Annual Fall Technical Assistance & Statewide Meeting Child Abuse Awareness & Prevention Training DVC Annual Early Learning Conference CSDP Annual Meeting & Forum LMC Fall Harvest NHSA Annual Conference NHSA Manager & Director Academy NHSA Fall Leadership Institute 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 23 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Stage 2/CAPP (Jagjit) Quarterly Monitoring Due Quarterly Monitoring Due Review Stage 2/CAPP Program Handbook Quarterly Monitoring Due Quarterly Monitoring Due Review Parent Survey results & share with Senior Mgmt Begin review of Stage 2/CAPP P&P's Staff Training Fiscal Audit Prepare and conduct parent Survey Partners (Joanne) Partners are offered all in- house trainings Quarterly Grantee and Delegate Meeting Quarterly Grantee and Delegate Meeting Annual Partner Director Meeting Quarterly Grantee and Delegate Meeting Quarterly Grantee and Delegate Meeting Begin Kinder- garten transitions/trai nings Child Abuse/DV prevention training required Pedestrian Safety training required Begin contract renewals for contracts due in July (pending slots) Distribution of "School Readiness" backpacks Fees/9400 trainings for state partners Begin contract renewals for contracts due in November PD/PY Centers open Begin contract renewals for contracts due in December and January BOS approval of all contracts Community Action/CSD Community Services Block Grant (CSBG) (Jagjit) Annual Progra- mmatic Reports Due: CSD 801 NPI CSD 295- CCR Due 1/20 Public Hearing and meeting with PC every 2 years due in 2015 for 2016- 2017 CAP Community Action plan due to CSD every 2 years due in 2015 for 2016-2017 Mid-year Progra- mmatic Reports due: CSBG/NPI CSD 801 and CSD 295-CCR 7/20 Begin review/ renewal of CSBG sub- contracts 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 24 2015 CSB Planning Calendar JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Community Action/CSD Community Services Block Grant (CSBG) Cont. (Jagjit) Annual Progra- mmatic Reports Due: CSD 801 NPI CSD 295- CCR Due 1/20 Public Hearing and meeting with PC every 2 years due in 2015 for 2016- 2017 CAP Community Action plan due to CSD every 2 years due in 2015 for 2016-2017 Mid-year Progra- mmatic Reports due: CSBG/NPI CSD 801 and CSD 295-CCR 7/20 Begin review/ renewal of CSBG sub- contracts CSBG Annual Report to CSD Public Hearing - Community Action Partnership Monitoring of CSBG Sub- contractors Community Action Month Request for Midyear Report for Sub- contractors by end of June & 2016-2017 Community Action Plan due RFI Process for Sub- contractor Request Annual Report from sub- committee by end of December & Annual Report to Board of Supervisors CSBG/IS Reports due: fiscal data- other funds (CSD 425.OF & other resources 425.OR) & Program Mgmt Accomplish- ments (CSD 090) & Board of Supervisors Procla- mation of Community Action Month & Public Hearing - Community Action Partnership CSBG Midyear Report to CSD July 15 CSBG Annual site visit/audit by CSD 2015 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors 25