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HomeMy WebLinkAboutMINUTES - 10132015 - C.45RECOMMENDATION(S): ACCEPT Employment & Human Services Department Community Services Bureau 2015-2016 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 2016 planning calendar for the Community Services Bureau, covering milestones for various Head Start and Community Action programs for the year. The planning calendar was approved by the Head Start Policy Council on September 26, 2015. 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: 10/13/2015 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor ABSENT:Mary N. Piepho, District III Supervisor Contact: CSB (925) 681-6304 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 13, 2015 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: Jagjit Bhambra, Eric Pormento C. 45 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Date:October 13, 2015 Contra Costa County Subject:2015/2016 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 CSB Planning Calendar 2015-16 CSB Planning Calendar JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Community Assessment (Jagjit) 2014-16 Major update every 3 years Prepare Community Assessment Updates Narrative for Contin- uation Grants Action: Submit Executive Summary with HS/EHS Contin- uation Grant Begin researching Community Assessment updates Share Executive Summary with staff Strategic Planning (Camilla) Present new strategies to staff and governing bodies Ongoing communica- tion to staff regarding the process Semi-annual updates Meet with team leads Meet with team leads Meet with team leads Program Information Report (Carolyn N.) 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 Quarterly Meeting CSB & FBHS JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Planning Calendar (Jagjit) 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 Send to SAM for review by the 31st 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 1 2015-16 CSB Planning Calendar Annual Report (Christina) Begin Annual Report process and gather content Continue Annual Report process and gather content (Begin December) Annual BOS Update Meetings (Camilla) Schedule & conduct annual BOS meetings Vacation Communi- cation (Monique) Vacation request due for 4th quarter Vacation request due for 1st quarter 2016 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY CSB Monthly BOS/CAO Reports (Christina) Monthly report to BOS/CAO Service Plans and Policies & Procedures (Jagjit) Conduct annual staff training on Service Plans and P&P's Distribute assign- ments to Senior Managers/CS Managers Review Team ASAIII to receive submissions Enlist PC Sub- committee for review/ input to Service Plans and P&P's Ongoing Monitoring (Carolyn N.)1st Period 2nd Period 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 2 2015-16 CSB Planning Calendar Present 2nd Period Semi- Annual Report to PC, CAO, ACF, Senior Managers, Site Supervisors, CS Managers, Partners, and staff Present 1st Period Semi- Annual Report to PC, CAO, ACF, Senior Managers, Site Supervisors, CS Managers, Partners, and staff JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Ongoing Monitoring Cont. (Carolyn N.) Contin- uation Grants (Erika) FY 2016 year 5 of 5 year cycle 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 Upload grants through HSES 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 3 2015-16 CSB Planning Calendar 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 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Contin- uation Grants Cont. (Erika) Announce Contin- uation Grant to PC, including year- end monitoring results (CSB Director's Report) G/O Updates semi-annual report disseminated to staff, Department Director, PC, and BOS Parent, Family, and Community Engage- ment (PFCE) (Pam) Monthly Male Involvement Meeting No Meeting Data collection of top family needs for SAM report to Camilla Analysis of top family needs Data collection of top family needs for SAM report to Camilla Analysis of top family needs Data collection of top family needs for SAM report to Camilla Parent Involvement Officers Monitoring JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 4 2015-16 CSB Planning Calendar PFCE Cont. (Pam) Center elections of Parent Committee and PIO officers Family Newsletter Family Newsletter Distribute Family Handbook Parent Interest & Volunteer Surveys Voter registration every 2 years 1st Family Partnership Agreements (Due 90 days- September 30th) Family Develop- ment Credential Training Pedestrian Safety Training (Required Parent Meeting Topic) Recruit PC Subcommit- tee members Kindergarten Transition (required Parent Meeting topic) JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY PFCE Cont. (Pam) 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 5 2015-16 CSB Planning Calendar Self- Assessment (Ericka R.) Recruit PC Self- Assessment Sub- committee Begin Self- Assess- ment process planning Identify sites and classrooms for assessment Conduct self- assessments (CSB/FBHS) Present process to PC and broaden sub- committee mem- bership Develop self- assessment schedule and send out notification Daily debriefings during 2 weeks Form self- assessment teams for review at CSB and Delegate agency sites Corrective Action Plan (if needed) Train community volunteers/PC Sub- committee members JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY CDE Contracts (Jagjit) Monthly CDFS fiscal Report Interim Fiscal Audit Interim Fiscal Audit Manage- ment Bulletin for Refunding Application Application due for CDE refunding application CDE rosters due 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 6 2015-16 CSB Planning Calendar Manage- ment Bulletin for application for CDE refunding LIHEAP/DOE (Jagjit) LIHEAP/WAP site monitoring visit by CSD LIHEAP Outreach Start LIHEAP/ DOE Contract with the State for 2015 LIHEAP Contract Mental Health Services (Ana) MH Refresher Trainings for teachers and Comp. Services MH Refresher Training for Partners and Home Based JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Mental Health Services Cont. (Ana) Clinician training and orientation Disabilities (Ana) System of CARE meeting System of CARE meeting System of CARE meeting System of CARE meeting Northern California HS/EHS Cluster Meeting Sacramento SELPA RCEB triannual MOU Northern California HS/EHS Cluster Meeting Sacramento Special Needs Refresher Training for Teachers and Comp. Services Triannual MOU Online disabilities training modules Collect Special Needs Training documen- tation/HR assistance ACF/CAO Mid Year Report of Enrollment of children with Disabilities Early Interven- tion Training for HS staff 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 7 2015-16 CSB Planning Calendar Education Services/ Annual State Require- ments/ Child Develop- ment (Janissa/ Ron) DRDP Assessment DRDP-2015, ECERS, ITERS analysis and action plan Conduct Parent Survey Tally and analyze Parent Survey JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Head Start Ready to learn (PD/PY in August) Pre-service PD/PY and Homebase Back To School Night, and Pedestrian Safety; PD/PY and HB begins Project Approach, Winter Festival Annual Parent and Community Center Beautifica- tion Workday Early Head Start 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 PITC Culture and Family Initiatives CLASS observer reliability training Library Initiative Submit CG3 for WOTYC and BOS proc- lamation Preschool and Infant/ Toddler State Require- ments ERS Updates; review parent survey results and share with Senior Mgmt Conduct Parent Survey School Readiness (SR) Goals Final update of SR Goals and draft new goals JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 8 2015-16 CSB Planning Calendar School Readiness (SR) Goals (Cont.) 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 2015 Final DRDP outcomes report to PC, BOS, ACF, Senior Mgt, & all staff First DRDP outcomes report to PC, BOS, ACF, & Senior Mgmt 2nd DRDP Due Health Services (Carolyn J.) CSU East Bay Nursing Student Health & Safety Module Presentation at selected sites Lead Prevention project training site participa- tion Integrated Manage- ment Pestec training ELKS Vision Screening at sites JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Health Services Cont. (Carolyn J.) 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 Give Kids a Smile Day Preparation and Implemen- tation of GKSD Plan every day in month of January Give Kids a Smile Day Event (2nd and 4th Fridays of the month of February) 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 9 2015-16 CSB Planning Calendar Tobacco Coalition Meeting Tobacco Coalition Meeting Tobacco Coalition Meeting Tobacco Coalition Meeting Immuniza- tion and CAIRS Training with Public Health Training State Immuniza- tion report to County Communica- ble Disease program Send Downloads to IZ Department Health and Nutrition Services Advisory Committee Meeting and Luncheon JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Health Services Cont. (Carolyn J.) Northern California HS/EHS Cluster Meeting Sacramento Northern California HS/EHS Cluster Meeting Sacramento CHDP MOU Strategies for Healthy Smiles MOU CSUEB MOU Universal Precautions refresher training Breath- mobile Asthma training - staff John Muir and Ronald McDonald dental vans to sites 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 10 2015-16 CSB Planning Calendar John Muir Health Child Safety Coalition Planning Meeting - Child passenger restraints Car Seat Safety Check for GKSD Training, Inventory, Cleaning and Purchasing JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Health Services Cont. (Carolyn J.) Seven "C" monthly meeting plus 3 round table meetings per month Health content area refresher training - Teachers, Comp. Services & Site Supervisors Health content area refresher training - Home Base & Partners Oral health distribution - home visits and sites for the new school year Oral health distribution Oral health distribution Asthma Breath- mobile services on site Health Replenish- ment project - county wide Health supply orders Vision screening training w/CHDP Hearing screening training w/CHDP Vision screening training w/CHDP Replenish- ment JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 11 2015-16 CSB Planning Calendar Child Nutrition (Sophia) CACFP Contract Renewal Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents Collection of CACFP Enrollment Documents EHS & HS Health & Nutrition Services Advisory meeting Monthly Nutrition Services Policy Council Sub- committee Meeting Northern California Regional Cluster Meeting CACFP Annual Refresher Training on require- ments and selected topics for Site Supervisors and Kitchen staff Hunger Awareness Month Northern California Regional Cluster Meeting Families CAN FNPC meeting Families CAN FNPC meeting Families CAN Families CAN (Coalition for Activity and Nutrition) FNPC (Food Nutrition Policy Consortium) Meeting JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Child Nutrition Cont. (Sophia) Healthy and Active Before 5 Leadership Council Meeting COPTF COPTF COPTF San Pablo City COPTF (Childhood Obesity Task Force) 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 12 2015-16 CSB Planning Calendar National Child Obesity Awareness Month National Food Day - October 24th Transitions: Into, Throughout & Out of Program (Janissa) Ready to Learn Parent Meeting on Kindergarten Readiness Kinder- garten Registra- tion JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Eligibility, Recruit- ment, Selection, Enrollment, Attendance (ERSEA) (Carolyn N.) Monthly - Month End Enrollment report to HSES by the 7th & Purge Protocol Completed by the 5th Hold selection Criteria meeting with staff, parents, and Program Services Sub- committee Review/ Revise recruitment materials PC & BOS approves selection criteria and recruitment plan PD/PY Classes begin New Federal Income Guidelines issued 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 13 2015-16 CSB Planning Calendar 30-day full enrollment checks and reports on Tuesdays and Thursdays Issue date for cut-off of new enrollments in the PD/PY Head Start program due to 60-day rule JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY ERSEA Cont. (Carolyn N.) Policy Council; Board of Supervisors; EOC (Pam/ Christina) 2016/2017 Strategic Plan summary for EOC No EOC Meeting Make-up PC Orientation PC Meeting; finalize subcommit- tees EOC staff present legislative platform adopted by BOS to EOC No PC Meeting PC Meeting on Wednesday August 17th Recognition of outgoing PC members PC orientation (off-site) on Saturday September 26th PC Meeting on October 21 PC Meeting on November 18th No PC meeting PC Meeting on January 20th PC Meeting on February 17th No EOC Executive Committee meeting EOC RFI/RFP process for 2016 CSBG subcontrac- tor con- tracts Election of EOC Executive Committee officers Present the 2015 Annual Report to EOC EOC network event (CAT's & subcontrac- tors) 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 14 2015-16 CSB Planning Calendar JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY PC/BOS/ EOC Cont. (Pam/ Christina) EOC members begin subcon- tractor onsite monitoring Continue subcon- tractor onsite monitoring EOC subcom- mittee will review CSBG proposals for 2016 CSGB subcontrac- tor contracts EOC Fiscal Subcommit- tee review subcontrac- tor awarded amounts Submit 2015 EOC Annual Report to BOS Present update on the Community Action Plan (CAP) to the EOC Annual orientation of new EOC members Brown Act/Ethics training certificate due to the clerk of BOS (annually) 2016 Awarded Subcontrac- tor presented to the EOC board CHSA Policy Institute CAP Annual Convention in San Francisco, CA Election of new PC and EOC Executive Committee Ethics/ Brown Act Video Training due PC/EOC Facilitative Leadership Training CHSA Conference PC/EOC orientation planning begins NHSA Conference Planning for PC/BOS/EOC Joint Training begins Facilities/ Center Health and Safety (Sung/Jay) Certifica- tion for Playground Safety inspector expires every 4 years. Next due 2016 Emergency Prepared- ness Training and Great Shake Out Statewide Earthquake Drill JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Facilities/ Center Health and Safety Cont. (Sung/Jay) Quarterly deep cleaning EHS Quarterly deep cleaning EHS Quarterly deep cleaning EHS Health & Safety Officer Committee Meeting Health & Safety Officer Committee Meeting Health & Safety Officer Committee Meeting 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 15 2015-16 CSB Planning Calendar Commun- ication (Christina) Quarterly staff newsletter Quarterly staff newsletter Finalize & distribute communica- tions plans Quarterly staff newsletter Human Resources and Personnel (Reni) Monthly Personnel Tracking Reports Ongoing Personnel File Monitoring Including Partners Return-To- Work Letter to Laid off PD/PY staff (August 1st) Chrono- logical Supervision & Progressive Discipline Training CALPELRA Annual Conference CSB Standards of Conduct Action: Board Order to Layoff PD/PY Staff Program Information Report LIC 500 to Licensing LIC 500 to Licensing JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY HR and Personnel Cont. (Reni) Permit Expiration Notices to Staff Permit Expiration Notices to Staff CSB Protocol for Hourly Head Count and Transition Tracking training for staff Permit Expiration Notices to Staff CSB/Local One Informa- tional Meeting CSB/Local One Informa- tional Meeting Risk Management Loss Control Report - Share w/Senior Mgmt Meet & Confer Layoff PD/PY Staff Monthly Service Awards Perfor- mance Review notices Perfor- mance Review notices Perfor- mance Review notices Perfor- mance Review notices 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 16 2015-16 CSB Planning Calendar PD/PY Employees return Positions Control Review Warning Letter to Layoff to PD/PY Staff Business Systems (Sung) E-Rate Bear/472 E-Rate RFI E-Rate from 470 E-Rate Form 471 E-Rate Form 471 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Business Systems Cont. (Sung) 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 Contract by County Counsel Fiscal (Eric)Fiscal Reports to PC & BOS 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 CDE 2nd Quarterly Report Due Salaries & Benefits Forecast System (SBFS) due State/County Fiscal Year Begins July 1st End of the year budget adjustments due to Auditor Controller's Office Schedule of Expendi- tures of Federal Awards due to Auditor Controller's Office Current year's budget adjustments due to Auditor Controller's Office JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 17 2015-16 CSB Planning Calendar Fiscal Cont. (Eric) Stage 2 & CAPP reports due to CDE (20th of each month) 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 Child Develop- ment audit begins Cut-off for encum- brance of HS/EHS 2015 funds Annual financial status report SF - 425 due to ACF 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) Head Start & Early Head Start Fiscal Year begins CSBG report due to CSD (bi- monthly due on the 20th) Fiscal PC Sub- committee Meeting 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 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Record Keeping and Recording (Carlos) 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 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 18 2015-16 CSB Planning Calendar Profess- ional Develop- ment (Charlene) Ongoing new hire orientation CHSA Board meeting (quarterly) CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) NAEYC Annual Conference CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) CHSA Annual Conference Ongoing Sexual Harassment Awareness Training (line staff every 3 years and supervisors every 2 years) JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Profess- ional Develop- ment Cont. (Charlene) General HIPAA Awareness Training (upon hire and bi- annual for applicable staff) Monitor transcripts TDP/CAT Child Developmental Policy Institute Annual National Conference for Nonprofit Organiza- tions & Units of Government (Wipfli) CCDAA Annual Fall Technical & Assistance Conference Monitor transcripts TDP/CAT/ TAT Monitor transcripts TDP/CAT/ TAT CSDP Annual Meeting & Forum LMC Fall Harvest CAT Program Completion 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 19 2015-16 CSB Planning Calendar NHSA Fall Leadership Institute Stage 2/CAPP (Jagjit) Quarterly Monitoring Due Quarterly Monitoring Due Quarterly Monitoring Due JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY Stage 2/CAPP Cont. (Jagjit) Fiscal Audit Prepare and conduct parent Survey Review Parent Survey results & share with Senior Mgmt Partners (Erika) Partners are offered all in- house trainings Annual Partner Director Meeting Quarterly Grantee and Delegate Meeting Pedestrian Safety training required 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) (Christina) 20th: Mid-year Progra- mmatic Reports due: CSBG/NPI CSD 801 and CSD 295-CCR 3rd: Self- Assessment due to CSD 20th: Bi- Monthly expenditure due to CSD (Jul & Aug) CG3 for 2016 CSBG Subcontractor contracts submitted to BOS for approval 15th: Last day to submit Budget Modifica- tion to CSD (If necessary) 2016 CSBG Subcontractor contracts in process for execution 20th: Annual Progra- mmatic Reports Due: CSD 801 NPI CSD 295- CCR Due JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 20 2015-16 CSB Planning Calendar Community Action/CSD Community Services Block Grant (CSBG) Cont. (Christina) 20th: Bi- Monthly Expenditure due to CSD (May & June) RFI/RFP process for prospective 2016 CSBG subcontrac- tors Year-End Budget Modifica- tion developed w/Fiscal Subcommittee to CSD 2016 CSBG Budget presented to the EOC 20th: Bi- Monthly Expendi- ture due to CSD (Sept & Oct) 20th: Bi- Monthly Expenditure due to CSD (Nov & Dec 2015) CSBG Monthly Fiscal Report Year-End Budget review during the Fiscal Subcommit- tee Finalize CSB Strategic Initiatives (Individual, Team, Partner), Develop & Review Strategic Planning Process Conduct Strategic Planning Exercise and Begin Drafting Elements of CSB Strategic Plan Finalize Strategic Plan, including Timeline, Outcomes and Measure- ments Begin CSB Strategic Plan Implenta- tion, Monitor Progress against Timeline and Outcomes Continue CSB Strategic Plan Implenta- tion JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 21 2015-16 CSB Planning Calendar Community Action/CSD Community Services Block Grant (CSBG) Cont. (Christina) CSBG Midyear Report to CSD July 15 CSBG Annual site visit/audit by CSD 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 22 2015-16 CSB Planning Calendar MARCH APRIL MAY JUNE Present Community Assess- ment Executive Summary Report for PC and BOS Year end update Meet with team leads Quarterly Meeting CSB & FBHS MARCH APRIL MAY JUNE PC Orientation: Include Planning Calendar in orientation packet Action: Request PC approval of Planning Calendar (with full grant) Present updates to staff Action: BOS approval with grant 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 23 2015-16 CSB Planning Calendar Present/ Distribute Annual Report to PC and BOS/CAO Dissem- inate/ Distribute Annual Report to public and staff Invite Board members to centers for Week of the Young Child Vacation request due for 2nd quarter Vacation request due for 3rd quarter MARCH APRIL MAY JUNE PC Sub- committee review and give input Action: Submit to PC and BOS for approval Order copies of approved Service Plans and P&P's for centers/ admin- istration and post on CSB Intranet Distribute hard copies to centers/ admin- istrative offices 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 24 2015-16 CSB Planning Calendar Review/ update content of monitoring tools and handbooks MARCH APRIL MAY JUNE Review slot map plans and update for new period schedule for center monitoring and sample size calculation for files and classrooms Develop grant timeline in conjunction with PC/BOS meeting dates for approval requests Present to PC: Review of Contin- uation Grant Cycle and PC involvement Share Grantee timeline tasks with Delegate Present G/O updates to PC and BOS 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 25 2015-16 CSB Planning Calendar Initial grant writing assign- ments sent to group (year 4 of 5 year cycle) MARCH APRIL MAY JUNE Program G/O Updates semi- annual report dissemin- ated to staff, Department Director, PC, and BOS Analysis of top family needs Data collection of top family needs for SAM report to Camilla Analysis of top family needs MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 26 2015-16 CSB Planning Calendar Family Newsletter Family Newsletter HS Fatherhood Conference Begin Family Handbook edits Print Family Handbooks Week of the Young Child (family connect- ions) 2nd Family Partnership Agreement Parent Apprecia- tion Activities Child Abuse Training (required Parent Meeting topic) DCSS Interagency Agreement due every 2 years DCSS Interagency Training every 2 years (due 2015) MARCH APRIL MAY JUNE Child Abuse Training (Required Parent Meeting Topic) 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 27 2015-16 CSB Planning Calendar 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 MARCH APRIL MAY JUNE Program Self Assessment report to CDE/EESD 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 28 2015-16 CSB Planning Calendar DOE/WAP Amendment LIHEAP Outreach Triple P Parenting Seminars MARCH APRIL MAY JUNE 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 System of CARE meeting System of CARE meeting Early Interven- tion Training for EHS staff 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 29 2015-16 CSB Planning Calendar Complete DRDP-2015 Complete CDE/EESD Self- Evaluation Plan (Jagjit to consolidate with AP Program & send it to CDE/EESD) MARCH APRIL MAY JUNE Kinder- garten Transition Meetings End of Year Celebration Annual Parent and Community Center Beautifica- tion Workday PITC Environs for Group Care End of Year Celebration WOTYC & BOS proc- lamation Parent Apprecia- tion 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 Mid-year SR updates MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 30 2015-16 CSB Planning Calendar 2nd DRDP outcomes report to PC, BOS, ACF, & Senior Mgmt ELKS Vision Screening Calendar Due MARCH APRIL MAY JUNE Give Kids a Smile Day post meeting 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 31 2015-16 CSB Planning Calendar Tobacco Coalition Meeting Tobacco Coalition Meeting Send Downloads to IZ Department Health and Nutrition Services Advisory Committee Meeting and Luncheon MARCH APRIL MAY JUNE CHSA Health Institute (External Head Start Conference) FMCH Interagency Agreement 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 32 2015-16 CSB Planning Calendar Health & Safety Summer Newsletter MARCH APRIL MAY JUNE Oral health distribution Hearing screening training w/CHDP Vision screening training w/CHDP MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 33 2015-16 CSB Planning Calendar Annual Nutrition and Health Conference Week of the Young Child CHSA Health Institute EHS & HS Health & Nutrition Services Advisory meeting SYSCO Food Show Contra Costa Solano County Food Bank Summit Child Nutrition Staff Training Families CAN FNPC meeting Families CAN FNPC meeting MARCH APRIL MAY JUNE Healthy and Active Before 5 Leadership Council Meeting COPTF COPTF 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 34 2015-16 CSB Planning Calendar National Nutrition Month Annual California Dietetic Association Meeting & Exhibition National Fruit & Veggie Day (June 17th is Eat All Your Veggies Day) RMTK Transition Training by cluster agency wide Prepare packets Distribution of SR Packets (Transition to Kinder- garten) MARCH APRIL MAY JUNE Slot Planning for next PY Slots Map finalized for next PY and distribute Eligibility & Enrollment Clinics Establish procedure and timelines rollover PD/PY classes end Purge over- income waiver list 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 35 2015-16 CSB Planning Calendar Begin major recruitment drive Continue recruitment drive MARCH APRIL MAY JUNE Submit request for flyers to be mailed with public benefit quarterly reports Subcom- mittee begin preparation for the May Community Action Month EOC outreach event Community Action Month: EOC outreach event PC Meeting on March 16th BOS/PC/EOC Joint training (off-site) PC Meeting on May 18th PC Meeting on June 15th Form 700 due to clerk of the Board 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 36 2015-16 CSB Planning Calendar MARCH APRIL MAY JUNE EOC Public Meeting every 2 years (last 5/2015) Region IX Conference CHSA Health Institute WOTYC BOS Procla- mation Community Action Month MARCH APRIL MAY JUNE Quarterly deep cleaning EHS Health & Safety Officer Committee Meeting 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 37 2015-16 CSB Planning Calendar Quarterly staff newsletter Action: Layoff approval by PC Order of Layoff PD/PY Staff LIC 500 to Licensing LIC 500 to Licensing MARCH APRIL MAY JUNE OSHA Reports posting at all sites Annual Bid Illness and Injury Prevention plan Review CSB/Local One Informa- tional Meeting Notice to Layoff PD/PY Staff Summer closure & PD/PY Staff Layoff CSB/Local One Informa- tional Meeting Perfor- mance Review notices Notice of Proposed Action Perfor- mance Review notices 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 38 2015-16 CSB Planning Calendar Recruitment CSU East Bay Recruitment Solano Community College Personnel Budget review CSB Policies and Procedures Review by all staff Recruitment CCC & Mills College USAC PIA Review E-Rate/USAC PIA Review E-Rate Technology Plan CLOUDS Renewal MARCH APRIL MAY JUNE CLOUDS Training E-Rate Form 486 Submit a 3 year technology plan for every 3 year cycle (2013) Review prior years E-Rate Form 471 grant application CLOUDS Training for Teachers and Site Supervisors CSB Brass Budget Due CDE 3rd Quarterly Report Due Report the results of prior year Single Audit to PC State/ County Fiscal year ends June 30th MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 39 2015-16 CSB Planning Calendar Site review of delegate agency due CSBG IS form due 3/1 CSBG report due to CSD (bi- monthly due on the 20th) CSBG report due to CSD (bi- monthly due on the 20th) MARCH APRIL MAY JUNE Release files past destruction date to County for shredding 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 40 2015-16 CSB Planning Calendar CHSA Cluster V Meeting (quarterly) CHSA Board meeting (quarterly) CHSA Cluster V Meeting (quarterly) MARCH APRIL MAY JUNE CAEYC Annual Conference Monitor transcripts TDP/CAT CCDAA Annual Spring Technical & Assistance Conference Child Abuse Awareness & Prevention Training Monitor transcripts TDP/CAT/ TAT DVC Annual Early Learning Conference 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 41 2015-16 CSB Planning Calendar NHSA Annual Conference NHSA Manager & Director Academy Quarterly Monitoring Due Review Stage 2/CAPP Program Handbook MARCH APRIL MAY JUNE Begin review of Stage 2/CAPP P&P's Staff Training Quarterly Grantee and Delegate Meeting Quarterly Grantee and Delegate Meeting Begin Kinder- garten transitions/ trainings Child Abuse/DV prevention training required Begin contract renewals for contracts due in July (pending slots) Distribution of "School Readiness" backpacks Fees/9400 trainings for state partners 1st: CSBG Information System (IS) Report due to CSD (Jan-Dec 2015) 20th: Bi- Monthly Expenditure due to CSD (Mar & Apr) MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 42 2015-16 CSB Planning Calendar 20th: Bi- Monthly Expenditure due to CSD (Jan &Feb 2016) 31st: 2015 CSBG Close Out Report due to CSD Report Progress on CSB Strategic Plan MARCH APRIL MAY JUNE 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 43 2015-16 CSB Planning Calendar 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 2015-16 Planning Calendar for Community Services Bureau Approved by Policy Council - Approved by Board of Supervisors - 44