HomeMy WebLinkAboutMINUTES - 12061994 - 1.152 f V
Administration for
DEPARTMENT OF HEALTH W HUMAN SERVICES Children and Families
Refer To: Region IX
Head Start [09CH0375] 50 United Nations Plaza
San Francisco. CA 94102
NOV 13 1994
Joan Sparks, Executive Director
RECEIVE®
Contra Costa Community Services
1220 Morello Avenue, Suite 101 NOV 2 9 1994
Martinez , California 94553
Dear Ms. Sparks• CLERK BOARD OF SUPERVISORS
CONTRA COSTA CO. .
This is to formally advise you of the scheduled on-site program
review of the Contra Costa County Department of Community
Services Head Start Program, including all four delegate
agencies. It will be conducted by the Head Start Branch,
Administration for Children and Families, during the week of
January 23, 1995. The purpose of the review is to determine
compliance with Head Start performance standards, Federal
administrative regulations and requirements of the grant. The
scope of the review will involve all the departments of the
County that are responsible for the administration of the Head
Start program. The process will include interviews and
discussions with central office staff, center staff, Board and
Policy Council members, and parents of the grantee and the
delegate agencies.
In preparation for the review, please provide us with the
following documents from the grantee and from each of the
delegate agencies by December 20, 1994 :
• Agency organizational chart;
Map of the county indicating center locations;
• Board and Policy Council meeting minutes for the last six
months;
• Approved personnel policies and procedures;
• Copies of all center licenses;
• The results of the most recent self-assessment and pertinent
improvement plans;
• Health services advisory committee minutes for the last twelve
months;
• Lunch menus for the center-based program for the last six
months;
• Composite (summarized) enrollment and attendance data for the
months of February, April, and November, 1994 ;
• Recruitment plan for current enrollment;
• Accounting manual;
• Copies of completed reports that are used to track budget
balances;
• Copy of written procurement policies with completed forms that
are in use;
• Written instructions for evaluation of non-Federal share which
are given to staff who report in-kind; and
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Joan Sparks - Page 2
Written instructions for space in-kind, if applicable, which
include the requirement that the amount of claimed in-kind is
explicit in the agreement; and a statement from the grantee on
any grantee owned space used by the Head Start staff.
The review team will be using the "On-Site Program Review
Instrument" (OSPRI) . Please complete and return the "Records
Request" form from the OSPRI with the materials listed above.
The remaining materials on the list should be available during
the review.
Your assigned program specialist, Maria Fort, will be the team
leader. She will be contacting you to schedule meetings and
appointments.
The entrance meeting will begin at 11:00 A.M. on January 23, 1995
at:
2425 Bisso Lane, #120
Concord, California 94520
On January 27, 1995, the team will hold an exit conference at
1:00 P.M. to report its findings and recommendations. We request
that the Board and Policy Council chairpersons and Executive and
Head Start Directors, as well as other interested parties (from
the grantee and delegate agencies) such as staff, parents, and
other members of the community,
attend. A formal letter of understanding will follow within 45
days of the review.
If you have any questions, please call Maria L. Fort, Program
Specialist, Head Start Branch, Office of Family Supportive
Services, at (415) 556-7408 .
Sincerely,
Maria L. Fort,
Head Start Program Specialist
Head Start Branch
Office of Family Supportive Services
cc: Chairman, Board of Supervisors
Head Start Director
Head Start Policy Council Chairperson
County Administrator