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MINUTES - 10171995 - D4
TO: BOARD OF SUPERVISORS ° Contra F R f F.: `/ JOAN V. SPARKS, DIRECTOR, Costa COMMUNITY SERVICES DEPARTMENT `•s DATE: 'October. 17, 1995 County N SUBJECT: DENIAL OF UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. APPEAL - SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: A. ACKNOWLEDGE the value and necessity to parents and children of the County of the Head Start Program. B. NOTIFY United Council of Spanish Speaking Organizations (UCSSO) that the appeal to the Board of Supervisors' decision of September 12, 1995 not to accept its application for funding in 1996 is denied. This denial is based on UCSSO's failure to show in its appeal that it has performed as a Delegate Agency and that it is in compliance with federal rules and regulations. C. DIRECT staff to prepare a letter to UCSSO and the Administration for Children and Families (ACF) by October 18, 1995 notifying them of the Board's decision to deny UCSSO's appeal. D. DIRECT staff to prepare a request for proposal to be made available to any nonprofit agency or local education agency that may be interested in operating the Head Start Program in Antioch, Brentwood, Oakley, Knightsen and Byron (known as Far East County). E. DIRECT the Community Services Department (CSD) to operate the Far East County Head Start Program as a Grantee Operated Program '(GOP) beginning January 1, 1996 until a qualified agency is identified and approved by the Head Start Policy Council, the CSD, the Board of Supervisors and the ACF. F. DIRECT staff to evaluate and offer County employment opportunities beginning January 1, 1996 to UCSSO Head Start staff who are essential to the operation of the program in Far East County using the transition plan approved by the Head Start Policy Council in August, 1995. CONTINUED ON ATTACHMENT: XY YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BO COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON - October 17 , 1995 APPROVED AS RECOMMENDED X OTHER X IT IS BY THE BOARD ORDERED that the above recommendations are APPROVED with Recommendation "I" amended to include direction to the Community Service Department to work with the Hispanic elected officials -in Contra Costa County. .c. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CONTACT: Joan Sparks, 313-7350 CC: CAO ATTESTED October 17 , .1995 CSD PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR DG a M082 (10/88) BY 'DEPUTY G. DIRECT staff to negotiate leases for the operation of the Far East County Head Start Program beginning January 1, 1996. H. DIRECT staff to offer immediately information to the current UCSSO parents and staff on the transition from UCSSO to the GOP. To ensure a smooth transition, request UCSSO to work cooperatively with the County. I. DIRECT CSD to continue working with representatives of the Hispanic community to ensure that appropriately culturally sensitive services are offered to the community. II. REASONS FOR RECOMMENDATIONS/BACKGROUND: On September 12, 1995, the Board voted not to accept UCSSO's application for 1996 funding for the Head Start Program and not to renew UCSSO's contract to operate the program in 1996. UCSSO was notified of this action and informed of its appeal rights on September 14, 1995 (Attachment A). ACF was notified of the Board's decision on September 15, 1995, and an acknowledgment was received from ACF on October 4, 1995 (Attachment B). UCSSO submitted its written appeal to the Board of Supervisors on September 29, 1995 (Attachment C). During the January 27, 1995 exit conference by ACF of the federal review of the County's Head Start Program, the County and its four Delegate Agencies were verbally cited by the review team for numerous issues of non-compliance with federal rules and regulations. County staff compiled detailed notes of this conference and audio taped the comments of the review team, notes and tapes which were then distributed to the Grantee Operated Program and all four Delegate Agencies, including UCSSO. This was done to initiate immediate corrective action on non-compliance issues rather than waiting for ACF's written comments which were received by the County on May 17, 1995. Every Delegate Agency Board Chair and Agency Director received a copy of the May 17 letter which gave the County until August 17, 1995 to certify compliance. In the May 17 letter, ACF notified the County that UCSSO was out of compliance in 42 areas of federal rules and regulations (Attachment D). County records cite 24 distinct instances, some ranging over several months, where technical assistance was either offered and/or provided by the County to UCSSO, from February 1, 1995 through September 6, 1995, to assist UCSSO in correcting areas of non-compliance either through the development of a Compliance Plan or Quality Improvement Plan (Attachment E). Despite this extensive technical assistance, the first submittal by UCSSO of a Compliance Plan was rejected because it did not show that UCSSO was in compliance as required by ACF. UCSSO was given an opportunity to correct and resubmit its Compliance Plan by the August 15, 1995 ACF deadline, but failed to submit a revised Compliance Plan. Because of the failure of UCSSO (and Bayo Vista Child and Family Services which was eventually certified as in compliance) to comply, the County was not able to certify compliance for either agency by August 17, 1995 (Attachment F). Since the County was unable to certify compliance of all Delegate Agencies by August 17, 1995, the County request for certification of the entire Head Start Program by the federal government was formally rejected by ACF on August 24, 1995, thus placing the future of the County's involvement in the program in. jeopardy. Fortunately, however, ACF extended the County's deadline to September 15, 1995. The County in turn gave UCSSO (and Bayo Vista) until September 6, 1995 to come into compliance. If compliance could not be certified by the September 15, 1995 deadline, the County's Head Start Program would likely be terminated (Attachment G). 2 At this time technical assistance was offered and provided to UCSSO on outstanding issues of non- compliance to assist it in achieving compliance by the new due date. UCSSO submitted both a revised Compliance Plan and a Quality Improvement Plan by September 6, 1995. Both plans were thoroughly reviewed and analyzed by staff. Staff concluded that 26 of the original 42 areas still remained out of compliance. These included fundamental deficiencies in the essential areas of shared decision making, accounting, and administration (Attachment H). UCSSO had been cited several times by ACF and the County for significant accounting and audit deficiencies, resulting, as of September 12, 1995, in approximately $21,150 in disallowed costs for calendar year 1994 (which now appears to be approximately $33,000). Moreover UCSSO has received from the County four corrective action notices as of September 12, 1995 (and as of this date still remain unresolved). The main issue in this controversy is whether or not UCSSO was, in fact, in compliance with the federal rules and regulations on September 6, 1995, so that the County could certify compliance to ACF and thus not endanger the funding for the County's entire Head Start Program. The County could not, in fact, certify that UCSSO was in compliance on September 6, 1995, and, after reviewing the UCSSO's appeal documents, is still unable to certify that UCSSO was in compliance on that date. SUMMARY UCSSO was not in compliance with federal rules and regulations on September 6, 1995 as required by ACF and the County. After numerous attempts by the County to assist UCSSO in achieving compliance, UCSSO continued and continues to remain out of compliance. Accordingly, the Board's action taken on September 12, 1995 to not accept the UCSSO application for 1996 funding for the Head Start Program was justified. And, as a result, UCSSO's appeal should be denied. 3 ATTACHMENT A 09-1e-1995 82 SiRMCUNIKH c:usIH FEAR STRRT i 510 b4b Z)Z)Z)i r,e� Community Services Department74-3994 Contra CommACtion ild�ur y opmtent 3646-5544 Costa Food Service 374-3994 Head Start W-554D 2425 M330 Lane.Suite 120 }-�} , o830 �j�ul i Ly Housing and F�ergy 646.5756 ConcordCaldmia 94520-4 r Human Servioas A d i (5101646-5544 visory Commirsion 645-5661 I Fuc(510)646-5551 I Joan V.Sparks, Director - s September 13, 1995axed:9/13/95 Sent by Certified Mail: 9/13/95 j -K Arnold Flores,Chairperson and Members,Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way,Suite 100 Martinez,CA 94553 Dear Mr.Flores and Board Members: Pursuant to action of the Board.of Supervisors,in its capacity as the Head Start Grantee, United Council of Spanish Speaking Organizations(UCSSO)is notified that due to its failure to perform as a Delegate Agency,including its non-compliance with Federal Rules and Regulations,the Grantee will not renew its contract with UCSSO for 1996,and fiirther that the Grantee is rejecting and returning UCSSO's application for 1996 Head Start funding. Enclosed is a copy of the Board Order and materials contained with the Board Agenda packet of September 12, 1995. Pursuant to the Code of Federal Regulations(45CFR Subsection 1343.20)UCSSO can appeal the rejection of its application within ten work days(10)of receipt of this notice in writing to the Grantee. In the interest of families,children and staff we will continue to work closely with UCSSO to ensure that services are not interrupted. The Grantee will continue to provide ` support and Technical Assistance for the remainder of the contract year. If you have any questions,please contact me at 313-7354. Sincerely, roan V. Sparks cc: Board of Supervisors »� County Administrator County Counsel Darteen Cali,Acting Head Start Program Manager' Head Start Policy Council John Kersey,Administration for Families and Children I i TOTAL P.02 ATTACHMENT B Community Services DepartmentChild Development 374-3994 Contra Communty Action 313-7363 Administration Costa FoodHead Start 646-5540od Service 374-3850 1220 Morello Avenue,Suite 101 Housing and Energy 646-5756 Martinez,California 94553-4711 County (510)313-7350 PATHS 427-8094 Fax: (510)313-7385 e..s E:-L Joan V.Sparks, Director Q. S oosrq•cdo r+'Ct'J•. September 15, 1995 Faxed: 9/15/95 Mailed: 9/15/95 John Kersey, Acting Manager Head Start and Youth Branch Administration for Children and Families, Region IX 50 United Nations Plaza San Francisco, CA 94102 Subject: Contra Costa County Head Start Program Certification of Compliance Dear Mr. Kersy: This is in response to your August 24, 1995 letter regarding the Certification of Compliance for Contra Costa County's Head Start Program. On Tuesday, September 12, 1995 the Board of Supervisors officially certified Bayo Vista Child and Family Center, Inc., a delegate agency, as being in compliance with the findings made by the Federal Regional Review. Therefore, this agency meets the certification requirements as in compliance. Bayo Vista's Board of Directors have also committed to provide increased oversight of their Head Start program and contract compliance requirements and have accepted the technical assistance of the Grantee to understand their roles and responsibilities as a Board. Unfortunately, United Council of Spanish Speaking Organizations (UCSSO) can not be certified in compliance based on their failure to address the administration, accounting "w and management issues identified in the Regional Review, provided in writing May 17, 1995, as deficiencies and non-compliance areas. Therefore, the Board of Supervisors on September 12, 1995 agreed to not renew the contract in 1996 for UCSSO's Head Start program, and in addition, rejected UCSSO's 1996 Head Start Grant Application. UCSSO was notified by certiQed mail, on September 14, of this decision as well as their appeal rights. AIL - t, _. _ _-,�' In the interest of families, children and staff we will continue to work with UCSSO to ensure that services are not interrupted and we have a smooth transition from UCSSO to a temporary Grantee Operated Program. We are developing and will issue a Request For Proposal to identify a possible new delegate agency. Your continued assistance is appreciated. Please call me at(510)313-7350 if you have any questions or concerns. Sincerely, roanV. Sparks cc: Board of Supervisors Head Start Policy Council County Administrator County Counsel UCSSO Board of Directors Bayo Vista Child and Family Center, Inc. Board of Directors Daneen Cali, Acting Head Start Program Manager Maria Fort, Program Specialist, ACF Rick Spear, Acting Deputy Regional Administrator i *� Administration for ``•wp DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: Head Start [09CH03751 Region IX 4 f J 50 United Nations Plaza San Francisco, CA 94102 October 2, 1995 Joan Sparks, Director Contra Costa County Community Services Department 1220 Morello Avenue, Suite 101 Martinez, California 94553 Dear Ms. Sparks: Thank you for your letter of September 15, 1995 in which you certify that the Bayo Vista Child and Family Center delelgate agency has come into compliance with head Start performance standards and other applicable regulations. However, you informed us that you were unable to certify that the United Council of Spanish Speaking Organizations (UCSSO) also has come into compliance. Due to the delegate agency's inability to come into compliance, the Board of Supervisors voted not to renew this delegate agency's contract for the coming program year. We hereby accept your certification for all aspects of the Contra Costa County Head Start program, except for UCSSO. You are to make sure that so long as UCSSO remains a delegate agency, that they comply with the Head Start requirements to ensure that the children and families they serve, receive a quality Head Start program. We again want to reiterate our availability to work with you in your efforts to correct your and your delegate agencies' deficiencies, and to remind you of the avilability of technical assistance from the Regional Technical Assistance Resource Center, Development Associates in all Head Start components, except that of Disabilities. Technical assistance in the latter is available from the Resource Access Project. `:_ 2 Joan Sparks - Page 2 If you have any question, please contact your assigned Program Specialist, Maria Fort, at 415/556-7408. Sincerely, John Kersey, cting anager Head Start and h Branch cc: Head Start Director Policy Council Chair Person Chairman, Board of Supervisors County Administrative Officer ATTACHMENT C �. 9 1995 ASeptember 29, 1995 walyy As� S cncy Administrative Offices O 837,arnold Dr..Suite 100 Board of Supervisors Martinez.CA 94553 (510)229-2210 Contra Costa County Fax(Sl0)229-0309 651 Pine Street, Room 106 Martinez, California 94553 Communitv Centers O 837.-kmold Dr..Suite 100 Martinez,CA 94553 RE: Appeal of Decision to Nonrenew contract of United (510)229-16°° Council of Spanish Speaking Organizations to Act C3 1579th Street as Delegate Agency for Head Start Program for Richmond.CA 94804 (510)232-6050 1996 O 501 Railroad Ave. Pittsburg.CA 94565' Dear Board Members: (510)439-7515 O 120 Oak Street Brentwood,CA 94513 1 . INTRODUCTION (5 10)634-6144 This document and its attached exhibits constitute the Head Start appeal of the United Council of Spanish Speaking Organizations Administrative Office O 120 Oak Street ("UCSSO") to the Board's decision of September 12, 1995 to Brentwood,CA 94513 (510)516-2060 not renew UCSSO's Contract for 1996 to act as a delegate Fax(510)516-0762 agency for the Head Start Program and the Board's related decision to reject and return UCSSO's application for 1996 Nutrition Programs Head Start funding. This appeal is submitted pursuant to O 100 Village Dr. Brentwood-CA 94513 federal regulation 45 C.F.R. 1,303.20 which gives a delegate (510)634-5040 agency the right to appeal to a Head Start grantee a decision of the grantee which terminates the operations of a delegate Private Industry Council agency within 10 work days of receiving notice of the decision. DTPA O 120 Oak Street UCSSO received notice in the form of a letter from Joan Brentwood,CA 94513 SparksDirector of the Count Communit Services (510)634-2195 P r Y Y Department, dated September 13, 1995 with attachments by certified mail on Friday, September 15, 1995. This appeal is timely as evidenced by a letter from Scott Tandy, Chief Assistant County Administrator, to Arnold Flores dated September 25, 1995. Pursuant to 45 C.F.R. 1303.21 , a delegate agency which is dissatisfied with the decision of the grantee regarding the Board of Supervisors September 29, 1995 Page 2 appeal- may appeal to the responsible Health and Human Services Department ("HHS") official. Please be aware the UCSSO intends to pursue this option if necessary. II . NOTICE BY COUNTY WAS DEFECTIVE UCSSO contends that the notice of the Board's decision provided by County did not meet the minimum requirements of 45 C.F.R. 1303.20(c) which requires -that the grantee "explain the reasons" for its decision. The September 13, 1995 letter from Joan Sparks states merely that. UCSSO's contract is being terminated "due to its failure to perform as a Delegate Agency, including its noncompliance with Federal Rules and Regulations." This conclusory statement clearly does not provide UCSSO with an explanation of reasons which could allow the UCSSO to prepare a meaningful appeal. UCSSO is entitled to an enumerated list of reasons clearly set forth in one document. This was not done. Despite a request from UCSSO for the County to provide greater specificity. On September 25, 1995, UCSSO received a letter from Scott Tandy indicating that no further specificity would be provided. Moreover, the inclusion with the notice of materials from the Board agenda packet .of September 12, 1995 does not cure the defective notice. UCSSO is entitled to receive a specific explanation of each of the reasons for contract termination. The Board packet materials, in particular a September 12, 1995 memorandum from Phil Batchelor, County Administrator, fail in this regard by referring in a conclusory manner to four unresolved corrective action notices and to twenty-six outstanding non-compliance issues listed in the Federal Report without further explanation. While attachment E to the Board packet materials contains some explanation of the reasons why 15 of the 26 items were found to be noncompliant, the ,°County has provided no explanation for 11 of the items other than "Delegate Agency response not acceptable." Accordingly, even if the Board finds the notice provided by UCSSO to be sufficient generally, it must disregard UCSSO's alleged noncompliance in those 11 areas because the County has- failed provide UCSSO with sufficient information Board of Supervisors September 29, 1995 Page 3 to allow it to formulate a meaningful appeal as to those 11 items. Evidence in support of this argument is attached as Exhibit A. III . ADDITIONAL GROUNDS FOR APPEAL Not withstanding the objection as to notice, UCSSO has additional grounds upon which it bases its appeal. Federal regulations [45 C.F.R. 1303.20(e)] set forth the limitations of a grantee's ability to terminate or nonrenew a contract of a Head Start delegate agency: A grantee may not reject the application or terminate the operation of a delegate agency on the basis of defects or deficiencies in' the application or in the operation of the program without first: (1 ) Notifying the delegate agency of the defects and deficiencies; (2) Providing, or providing for, technical assistance so that defects and deficiencies can be corrected by the delegate agency; and (3) Giving the delegate agency the opportunity to make appropriate corrections. Persuant to the above standards, the remainder of this appeal will refute each of the reasons for contract termination set forth in Phil Batchelor's September 12, 1995 memorandum to the Board of Supervisors. UCSSO's contentions on appeal as to why the Board's decision violated 45 C.F.R. 1303.20(e) may be summarized as follows: 1 . UCSSO> is in substantial compliance with the applicable federal regulations. The County has misidentified . defects and deficiencies which do not exist or has persisted in maintaining the position that a defect or deficiency exists long after UCSSO has corrected the problem. 2. To the extent that UCSSO remains out of compliance with applicable federal regulations, the noncompliance is due to the County's (a) failure to provide timely and effective notice of deficiencies and (b) failure to provide effective technical assistance Board of Supervisors September 29, 1995 Page 4 and advice to assist UCSSO in coming into compliance. 3. The County has discriminated against UCSSO by holding it to a higher standard of compliance than it has other delegate agencies. Additionally, the County's decision was., motivated by personal bias and animosity against UCSSO by interested county officials rather that by an objective. and dispassionate consideration of the relevant facts. The reasons for contract termination will be refuted in reverse order of their placement in Phil Batchelor's September 12, 1995 memorandum. A. No Conflict Of Interest Exists In The Composition Of UCSSO Board And Even if A Conflict Existed The UCSSO Board Would Still Have A Ouorum Available To Act On Policy Matters. On August 18, 1995, UCSSO received its first written notification that the County considered Kristi Rodelo's simultaneous membership on the UCSSO Board of Directors, UCSSO Local Policy Committee, and grantee Policy Council to constitute a prohibited conflict of interest under federal regulations. However, the only regulation cited by the County does not support its position that a prohibited conflict of interest exists. 45 C.F.R. Part 1304, Appendix B, Chart A, Special Notes #5 states simply: 5. Every corporate board operating a Head Start program must have a Policy Committee or Council as defined by HHS. The corporate body and the Policy Committee or Council must not be one ' and the same. This provision does not state that individuals cannot simultaneously serve on both the corporate board and the local policy committee; rather, . it merely •states that the same governing body cannot fulfill both functions. Moreover, this provision contains nothing forbidding simultaneous membership on the local policy committee or corporate board and the grantee Policy Council. In fact, simultaneous membership on the local Board of Supervisors September 29, 1995 Page 5 policy committee, the corporate board and the grantee Policy Council would appear to be encouraged under 45 C.F.R. Part 1304, App. B, section (c)(2)(a). This provision states that one of the primary functions of the local policy committee is to "serve as link between public and private organizations, the grantee Policy Council, the. Delegate Agency Board of Directors, and the community it serves." Regardless of whether a prohibited conflict of interest exists, the inclusion of this issue as a reason for contract termination is premature. The County has not issued a corrective action notice in connection with this matter nor has it provided UCSSO with technical assistance in the form of information to substantiate its position which would justify the UCSSO taking the drastic action of removing any members of its Board of Directors. Lastly, it should be noted that even if a conflict of interest were to exist, this situation would not imperil the UCSSO's ability to perform its fiduciary responsibilities. The County implies that because UCSSO's nine member board currently has only five seated members that it may not be able to establish a quorum needed for official action with only four nonconflicted members. However, Section 7 of the Bylaws of UCSSO clearly state that a quorum is composed of a fifty-one percent (51 %) majority of the seated members, not 51% of the total seats on the Board. Evidence in support of this argument is attached as Exhibit B. B. Contract Termination For Failure To Submit Reimbursement Demands Is Premature. Moreover, Mitigating Factors Exist Which Make The Sanction Of Contract Termination Unjustly Severe, The County asserts that UCSSO's delay in submitting the appropriate documentation for its reimbursement demands for May and June 1995 until September is a reason justifying contract termination. However UCSSO was not notified of this problem until August 1 , 1995 and was able to resolve the matter within a month. No corrective action notice was ever issued in connection with these alleged deficiencies. Thus, sanctioning Board of Supervisors September 29, 1995 Page 6 UCSSO for these deficiencies is premature. In addition, during the period of time in question, mitigating factors existed which make the sanction of contract termination unjustly severe. From June through September 1995, UCSSO staff was overburdened with requests from the County relating to the new preaudit requirements, the reconciliation of 1994 demand claims to the general ledger and other information requested by Susan Hanson, the CPA brought in by the grantee. All of this work was being done by one staff person, the Accountant, because the Accounting Clerk resigned without notice on June 26, 1995 and the UCSSO was unable to fill the position until August 30, 1995. C. The First Questioned Cost For Allegedly Unauthorized Accounting Services In The Amount Of $13.213 Occurred Prior To County Rendering Technical Assistance In Accounting Procedures And Remains Unresolved Only Because Of Inaction Of ` County. The Second Questioned Cost Concern Of County Regarding The Alleged Closure Of A Classroom Which Was Used In Connection With A $24.922 Grant Is A Nonissue Because UCSSO Immediately Reopened Classroom Upon Notification From County And Classes Were Combined For A Total Of Only Two Days. The County asserts that two unresolved unauthorized cost issues are reasons supporting nonrenewal of the contract. The first issue involves a $13,213 expense . for unauthorized accounting services and the second involves the alleged unauthorized closure of a classroom which was being used in connection with a $24,922 grant to operate a summer Head Start program. 1. As to the allegation of unauthorized accounting services, 45 C.F.R. 1303.20(e)(3) requires that a delegate agency be given an opportunity to make appropriate corrections to its operations after receiving technical assistance from the grantee. These expenses were incurred in the fall of 1.994 prior to the County completing its technical assistance to UCSSO in the area of accounting practices. Therefore, Board of Supervisors September 29, 1995 Page 7 UCSSO may, not be punished for this alleged error because at the time the expense was incurred the County had not provided UCSSO with a full opportunity to correct its accounting operations. The County has not .alleged that there are any questioned or disallowed costs for 1995 which followed completion of the County's technical assistance in this area. That this matter remains unresolved is due to inaction on the part of County which indicated to UCSSO staff that a final determination as to the allowability of the costs and the amount that may need to be repaid would be forthcoming. To date, UCSSO has not received such a determination. If the expenses are disallowed, UCSSO is prepared to enter into a repayment plan with County. For the record, UCSSO records indicate that the amount of the questioned cost is $1 1 ,312.85 rather than $13,213. 2. As to the alleged unauthorized closure of a classroom, the facts clearly show that UCSSO has done nothing to jeopardize any portion of the $25,000 grant for operation of a summer extension program at the Bridgemont Center in Antioch. The action at issue involves not the "closure of a classroom" but rather the combining of two classes using the same classroom at different times into one class. When significant attrition began to occur in July, 1995 due to students who were subject to year-round schooling entering kindergarten on the July track, UCSSO staff, proposed to parents of the remaining students that the two classes be combined into one. Receiving parent assent to do this, on July 10, 1995 the classes were combined. On that same day, Donna Thornton, UCSSO Head Start Director, spoke to Daneen Cali, County Acting Head Start Program Manager, who informed Ms. Thornton that this action would require UCSSO Board and LPC approval. She did not inform Ms. Thornton that this action required grantee and regional office approval and would require a minimum of 45 days to accomplish. In any event, Ms. Thornton immediately ordered the classes to be split back into two separate classes and thus the "status quo" would be maintained pending the approval process. The classes were combined for only one day. Board of Supervisors September 2 9, 199 5 Page 8 Proceeding according to Ms. Cali's instructions, Ms. Thornton obtained the approval of both the UCSSO Board and the LPC to combine the classes and on July 31 , 1995 the classes were again combined. On that same day, Ms. Thornton spoke to Ms. Cali. For the first time, Ms. Cali informed Ms. Thornton that this action would constitute a major change in program requiring additional approvals by the grantee and regional office. Ms. Thornton immediately ordered the classes separated into two classes for the remainder of the program. In total, the classes were combined for two days. UCSSO responded quickly and decisively in response to information provided by grantee in a good faith attempt to comply with applicable regulations. Any technical violation of federal regulations was de minimus and would not lead to a disallowance of federal funds received. As this issue is also the subject of one of the four unresolved corrective action notices, we will address here two other issues the County raised in discussions regarding Corrective Action Notice No. 2 ("CAN 2"). In CAN 2, the County asserts that UCSSO violated federal regulations by failing to maintain an. Average Daily Attendance ("ADA") of 85% in each classroom at the Bridgemont Center and by failing to maintain a waiting list that is at least 10% of total enrollment. This assertion is without merit. The- Comments contained in the Federal Register issued in October 1992 which explain the federal regulation pertaining to Head Start attendance (45 C.F.R. 1305.8) state that it is not the intent of the HHS to require that an ADA of 85% be maintained. Rather, 85% is to be considered "a reasonable. point of measurement below which Head Start Programs must review-,,patterns of attendance to identify causes of absenteeism and formulate intervention strategies." In the case of this special summer program, the cause was readily apparent and identified -- children in the year round schooling system were . enrolling in kindergarten prior to completing the .summer Head Start Program. 7. Moreover,'UCSSO did maintain a wait list which exceeded 10% of the Board of Supervisors September 29, 1995 Page 9 ADA in these classes. Students were not enrolled off the wait list to fill vacancies in the program because less than 60 days remained in this special summer program. Pursuant to 45 C.F.R.1305.7(b), a Head Start program is not obligated to enroll new students when less than 60 days remain in the program. (See comments to 45 C.F.R. 1305.7, Federal Register, Vol. 57, No. 197, (1992), attached.) In sum, UCSSO violated no federal regulations in connection with the Bridgemont Center program and, accordingly, County's assertion that the federal funds used to support the program may be in jeopardy is meritless. Evidence to support this argument is attached as Exhibit C. D. Of The Four Outstanding Corrective Action Notices, Three Were Issued By County For No Legitimate Rggson And In Any Event Have Been Resolved From UCSSO's Point Of View. The Fourth Involves Issues Of Noncompliance With The Federal OSPRI Report Findings Which Is Addressed Se ap rately Below. 1 .) CAN No. 2 involved the issue relating to the combining of classes at the Bridgemont Center which is addressed under Section III.C.2. above. 2.) CAN No. 3 involves noncompliance issues raised in the federal OSPRI report and is addressed separately below. in Section E. 3.) CAN No. 4 - On August 22, 1995, UCSSO received a corrective action notice because of the County's review of a proposed plan to increase Head Start' enrollment slots by three at the Brentwood expansion site and to decrease by three enrollment slots at the Antioch Fairgrounds site. One motivation for this plan was a desire to even out class size at the sites. Prior to the proposal, there were 20 slots in each of the Antioch Fairgrounds classes, and only 17 at the Brentwood site. Another motivation was the desire to Board of Supervisors September 29, 1995 Page 10 reduce class size at the Antioch site because of historical behavior problems at that site. When this plan was communicated to Daneen Cali, Ms. Cali informed Donna Thornton that this proposal was unacceptable. The proposal was dropped shortly thereafter and the change never implemented, yet the CAN was not withdrawn. The apparent reason for this refusal is that CAN No. 4 contained a, demand that UCSSO immediately draft a training and outcome plan to deal with behavior issues at the Antioch Fairgrounds site within one week. This onerous demand bears little relation to the issue of moving of class slots and was not based on any identified deficiency in staff training. It was based , solely on a comment by Ms. Thornton that students at that site tend to have more behavior problems than at others. The response from the County was unwarranted and unjustly punitive and is one example of the County's persistent failure to work cooperatively with UCSSO. 4.) CAN No. 5 - On August 18, 1995, UCSSO received CAN No. 5 from the County because of the County's discovery that the UCSSO had included as part of its "Parent Handbook" an "Admission Agreement" which asked parents to agree to various services and expectations of parental participation in apparent violation of federal regulations which require that parental participation be voluntary. UCSSO had used the objectionable form virtually since the beginning of its tenure as a delegate agency without objection from the County. It is believed that UCSSO was not the only delegate agency to use such an Agreement and that the use of the Agreement was widespread among delegate agencies. In fact, on September 11 , 1995, the County found it necessary to send a memorandum to all Head Start Directors informing them that the Parent Handbook should be purged from all programs and that the County would be providing a replacement handbook. In any event, UCSSO responded immediately to an August 16, 1995 conversation with Daneen Cali by removing all copies of the Admission Board of Supervisors September 29, 1995 Page 11 Agreement from current program files and application packets and assuring Ms. Cali that all Admission Agreements outstanding would be destroyed and that the Agreement would no longer be used. This action effectively resolved the situation without need of a corrective action notice,, yet one was issued anyway. It is UCSSO's position that this matter is resolved as CAN No. 5 contains no request for a written plan of action. Evidence to support this argument is attached as Exhibit D. E. UCSSO Has Submitted A Compliance Plan ("CP") And A Quality Improvement Plan ("QIP") In Response To The Federal Noncompliance Findings In The OSPRI Report Which Deserve A Certification Of Compliance By County. Further, County Has Provided UCSSO With Inadequate Notice Of The Reasons For Noncompliance For The Eleven Items Contained In The OR To The Extent UCSSO May Be Out Of Coml2liance, Such Noncompliance Is Directly Attributable To County's Failure To Provide, Agency With Adequate Technical Assistance. On September 6, 1995, UCSSO submitted a QIP and CP to County in response to the 42 noncompliance and deficiencies issues which were identified in the Federal OSPRI report. After reviewing the plans, the County maintains that 26 of the 42 items remain out of compliance. As will be demonstrated, UCSSO is in compliance or in substantial . compliance in these 26 areas. To the extent that UCSSO may not be in compliance, this situation is directly attributable to County's inadequate or nonexistent technical assistance. Note that the assertion in Mr. Batchelor's memo of September 12, 1995 that UCSSO failed to submit a QIP and CP on August 15, 1995, is factually incorrect. They were submitted on August 15, 1995, but were rejected by County and the date for resubmittal extended to September 6, 1995. First we will address each of the 15 items determined to be out of compliance in UCSSO's CP: Board of Supervisors September 29, 1995 Page 12 1. 0SPRI No. 16 - The County rejected UCSSO's response to the finding of noncompliance in area of development of individualized lesson plans because a training session for teachers on 8/28/95 supposedly involved the use of a specific curriculum rather than on individualization of lesson plans.. This is patently false. The training was indeed provided by a representative of "Creative Curriculum" but the instruction she provided was on the subject of stimulating ideas for individualization of instruction in the classroom not on implementation of a specific curriculum promoted by that organization. The agenda and teacher evaluations of that session are attached as Exhibit E. 2. OSPRI No. 027 - The County rejected UCSSO's response because no time frame was listed for fixing specific hazardous conditions. In fact, all hazardous conditions identified in the OSPRI report have been fixed. As of 5/3/95 all deficiencies-at the Sunset Center were remedied as indicated in the attached certification from Community Care Licensing. Flooding problems at the Bridgemont Center were corrected on 4/3/95 and a specific memo informing Daneen Cali of this was sent on 6/30/95. The open trench at Los Nogales was remedied on 5/25/95 as indicated in the attached certification from Community Care Licensing. See Exhibit F. 3. OSPRI No. 028 - The County rejected UCSSO's response because it does not address how children would be prevented from leaving the supervised playgrounds. However, this was not an issue identified as noncompliant in the federal review. The OSPR.I report merely noted that the playgrounds were not. being used at each of the sites listed above. Correction of hazardous conditions in connection with No. 027 has also corrected this problem. 4. OSPRI No. 068 - The County rejected UCSSO's response because it supposedly fails to state how the agency will have an organized health curriculum. There is no explanation as to why UCSSO's lengthy response indicating numerous organized integrations of health staff and activities into the children's daily curriculum is not Board of Supervisors September 29, 1995 Page 13 sufficient. Documentation of these activities were included in the lesson plans and a draft written health curriculum is being developed. See Exhibit G. 5, 6, and 7. OSPRI Nos. 073, 075, and 07.6 - The County rejected items 073 and 075 because there is no indication of the year in which the compliance was achieved. This petty observation is no reason to find the plan out of compliance as it is abundantly obvious that the year was 1995. Further, County rejected 073, 075, and 076 because the responses supposedly fail to discuss how the mental health component would assist in developmental screenings. Trainings by mental health personnel were performed to assist staff in making classroom observations and assistance in developmental screenings. Two mental health consultants were available to the program for the school year. See Exhibit H. 8. OSPRI No. 133 - County's notice as to reasons for noncompliance of UCSSO's 1-30/70.2 Parent Participation Plan is utterly deficient stating merely "The implementation plan of .the 1-30 developed on 7/31 /95 was rejected by the Grantee based on major flaws in the plan." UCSSO was not notified that its plan was deficient until 8/14/95, one day before the deadline for submitting the completed CP, by� letter of Daneen Cali on that date. The UCSSO believes that the deficiencies in the plan identified in Ms. Cali's letter have been corrected and hereby attaches a copy of its revised 1-30/70.2 plan. See Exhibit L 9. OSPRI No.-J37 - The County's rejection of UCSSO's response to this .item is.,`, based solely on an unverified assumption that training sessions conducted with parents were deficient because County was not pleased with= UCSSO's 1-30 plan. In fact, training was conducted on two occasions involving instruction in the Brown Act and Roberts Rules of Order among other topics. On August 1 , 1995, Ms. Thornton requested... technical assistance on developing parental decision making .. training and to date has not received such assistance. Another training session for parents is scheduled for October 3, Board of Supervisors September 29, 1995 Page 14 1995, whether or not UCSSO receives the technical assistance requested. See Exhibit J. 10 and 11 . OSPRI Nos. 139 and 144 - Parental Confusion over the role of the Policy Committee in the classroom was the reason for noncompliance in No. 139. This confusion has .been remedied. At center meetings when LPC members gave their reports, the role of the Policy Committee was explained repeatedly to parents. Again, technical assistance was requested by Donna Thornton on this issue on August 1 , 1995 and none was received. The County rejected UCSSO's response to No. 144 because it asserts that there is no documentation of presentations or information given to parents to encourage continued education opportunities. In fact, as indicated in the CP, numerous presentations were conducted and information given to assist parents in this regard. Documentation that this occurred is attached. See Exhibit K. 12. OSPRI No. 160 - County rejected UCSSO's response on the ground that it did not address the issue of steps to be taken to ensure that files would be locked at the Gehringer Center. In fact, UCSSO's response indicates that the agency's confidentiality policy including the importance- of locked files was reviewed with staff of the Center on 3/10/95. See Exhibit L. 13. OSPRI No. 165. - The identified noncompliance issue involved failure of health component staff to be involved in assessment and follow- up process. A member of the health staff is present at every case conference and follow-up notes have been prepared by health staff. This i's—indicated in UCSSO's response. Thus, it is. not clear why UCSSO has been found noncompliant on this issue. Further, efforts at fostering participation of parents of children with disabilities have. been conducted at committee meetings and training classes offered. See Exhibit M. 14. OSPRI Nd.':! 166 - The identified noncompliance issue is that records Board of Supervisors September 29, 1995 . Page 15 are not maintained to document assistance to parents at times other than the year-end IEP. UCSSO has implemented a practice of documenting parental communications on progress reports and parental contact forms to comply- with this requirement. See Exhibit N. 15. OSPRI No. 205 - The County rejected UCSSO's response on the ground that the "time frames could not be monitored" and because the response failed to discuss the use of volunteers. In regard to the time frame issue there was a typographical error in UCSSO's CP. UCSSO's response to item 1 a. should have been 3/14,15,16 and 4/11 , 4/12, 1995. As to the use of volunteers in the classroom, UCSSO first needed to identify how volunteers were being used in the classroom and documented this during the most recent Head Start program session. UCSSO next plans to use this information to develop a plan for the use of volunteers. UCSSO has made good faith progress on complying with this item for which a time frame of greater than 90 days is reasonably necessary. See Exhibit 0. As indicated in Section II, above, UCSSO responded to the remaining 11 noncompliance items in its QIP plan rather than the CP plan. County's analysis of these 11 items states merely "DA response not acceptable" for each item. This utterly fails to comply with the minimal notice requirements of 45 C.F.R. 1303.20(c) and renders- UCSSO unable to respond in a meaningful manner on appeal to contest the reasons why its QIP was found noncompliant. No legitimate reasons for a finding of noncompliance are provided. Consequently, termination of contract may not be based on any of these. alleged . noncompliance issues and they must be excluded as reasons justifying contract termination. Notwithstanding the above, UCSSO will assume that the reasons these items were found noncompliant was that the schedules for coming into full compliance in these areas contain dates for completion which extend beyond the 8/15/95 due date and the 9/6/95 extended due date. In response, UCSSO notes that other delegate agencies had their plans approved with dates extending into September and even October, 1995. In particular, please see the plans submitted by the First Baptist Church Board of Supervisors September 29, 1995 Page 16 which were found acceptable by County. Moreover, UCSSO had the understanding that there was a distinction drawn by the HHS between items identified as "deficiencies" in their on- site monitoring review and items identified as "noncompliance" issues. Because identified deficiencies require more substantial , changes than mere noncompliance items, UCSSO believed that the County and its delegate agencies were allowed up to a year to come into full compliance on deficiencies, whereas only 90 days were allowed for the noncompliance issues. This is supported by a May 17, 1995 letter to Supervisor Gayle Bishop from HHS. At no time during the County's efforts at technical assistance was this interpretation contradicted. See Exhibit P. UCSSO had an identified deficiency in the area of "Administration." The items identified in the OSPRI report with numbers of 185 and higher, with the exception of 205, relate to accounting and administration issues. UCSSO believed it had up to a year to verify compliance in these areas and consequently scheduled dates in October, November and December for compliance completion in the QIP. It was not until 8/15/95 that Daneen Cali informed Donna Thornton that the QIP was not acceptable because it had dates beyond 8/15/95 in it for compliance. All the "technical assistance" County asserts it provided did not reveal this supposed defect until it was too late. F. UCSSO's CP And OIP Were Subiected To Harsher Scrutiny The Plans Of Other Delegate Agencies. The County Singled Out UCSSO For Punitive Treatment And Did Not Offer It A Fair Opportunity Through Cooperative Interaction To Come Into Compliance With All Applicable Federal Regulations. UCSSO further appeals on the ground that the County has discriminated against UCSSO by subjecting it to a higher standard of Compliance than it has other delegate agencies. Examples of this disparate treatment are reflected in the fact that County accepted the Compliance Plans of .other. delegate agencies which were not responsive to the federal findings of non-compliance. UCSSO answered and responded to Board of Supervisors September 29, 1995 Page 17 all of the federal findings included in the OSPRI report. However, the First , Baptist Head Start Compliance Plan, which -was accepted as compliant by the County, fails to respond at all to two identified noncompliance issues: OSPRI No.185 and OSPRI No.187. In contrast, UCSSO had identical issues and responded to them completely, yet. UCSSO's plan was found noncompliant. Furthermore, in comparing the compliance plans of the other delegate agencies to UCSSO's compliance plan, there is clear evidence that UCSSO has complied with similar issues within a shorter period of time, yet was found noncompliant, whereas the other agencies were found to be compliant. Examples of other issues where UCSSO answered and responded similar to other delegate agencies yet was rejected include OSPRI No. 016, No. 027, No. 068, No. 073, No. 075, and No. 076. All of the responses to these issues were similar in both UCSSO's and First Baptist's plans. The following is a comparison of some of the responses. In OSPRI No. 016 and No. 027, both UCSSO and First Baptist, responded in an identical manner, yet UCSSO's plan was rejected. This was ' the case despite UCSSO completing its "corrective strategy" in a much shorter period of time. See Exhibit Q. In OSPRI No. 068 UCSSO's time frame is again completed in a shorter period of time than First Baptist. While First Baptist did address OSPRI item No. 068, they copied their response from OSPRI No. 018, which are two differently stated "reason for non-compliance" . items. UCSSO completed its "corrective strategies" in February and March and followed up again in May. On the other hand, First Baptist, responded to their issues in August and September of 1995. See Exhibit R. The final example is in OSPRI No 073, No. 075, and No. 076. UCSSO has a detailed plan and addresses these issues. First Baptist's pian is weak and not detailed. UCSSO also completes its corrective strategies in a shorter period of time. Furthermore, UCSSO met at least 40 times before the end of May of 1995 to ensure that there is general classroom observation and assistance in developmental screening and met with consultants during this time frame on the mental health program. First Board of Supervisors September 29; 1995' Page 18 Baptist has a "draft of a mental health pattern plan" and will "develop a mental health staffing pattern plan with procedures." There are many examples of this type of discrimination and disparate treatment toward UCSSO. See Exhibit S. In addition it was apparent that Community Services Department had no desire to cooperate with UCSSO to assist it in coming into compliance with the federal regulations. This is supported by the attached letter of September 27, 1995, from UCSSO's Auditor who personally witnessed an expression of bias against the UCSSO by Joan Sparks. See also attached letter of September 28, 1995, to George Carathimas. See Exhibit T. It is also quite evident that Community Services Department had no intention of rendering technical assistance to UCSSO in coming into compliance with federal regulations regarding the administration and accounting requirements identified by the federal review. In fact, the Community Services Department hired- an independent CPA that was to provide UCSSO with 50 hours of technical assistance in order to assist UCSSO in coming, into compliance with the federal regulations in administration and accounting. However, the CPA was instructed by Community Services Department to monitor the UCSSO accounting records for the calendar year 1994. This review was completed the review on August 9, 1995. No technical assistance was. provided. See Exhibit U. IV. CONCLUSION For all the foregoing reasons, UCSSO respectfully. requests the Board to exercise fair judgement now that it has been apprised of UCSSO's position in this matter. We are hopeful that once you have considered all the facts you will reverse the decision to not renew our contract as a Head Start delegate agency. However, should the Board elect not to do so, UCSSO is confident than a federal official from HHS considering these facts will render a decision favorable to UCSSO at the next level of appeal. We hope it will not be necessary to pursue this matter at the federal level. Board of Supervisors September 29, 1995 Page 19 Richard Lujan Executive President o a Thornton Head Start Director — Ar Id Flores . Chair, Board of Directors September 29, 1995 tt <� G xhi big � � 3 $,OARD OF SUPERVISORS Con} l ra ;Phil Batchelor, County Administrator Costa :. .E: ;September 12, 1995 � �'� County 9ECT. Status of Head Start Contract Compliance with Bayo Vista Child & Family Center, Inc. and United Council of Spanish Speaking IDryanlzal:i\Jns t CIFIC— REQUEST OR RECOMMENOATION(S)&BACKGROUND AND JUSTIFICATION RFgCOMMENDATIONS 1. ACKNOWLEDGE the value and necessity to parents and children of the Head Start Program and the Federal letter of August 24, 1995 to take actions necessary to remedy any compliance issues that. jeopardize the program. 2. (;txT1FY that Bayo Vista Child & Famlly Center, Inc. is in compliance with Federal rules and regulations identified in the May 17, 1995 Federal letter detailing the results of the on-site monitoring review conducted on January 23-27, 1995. 3. NOTIFY United Council of Spanish Speaking Organizations (UCSSO) that, because of failure to perform as a Del egaLe Agency, including its non-compliance with Federal rules and regulations, the County will not renew its contract with UCSSO for 1996, and tnat UCsso,s application to provide Head Start services for 1996 will not be considered. 4 . DIRECT staff to give appropriate notice to UCSSO including its appeal rights to the Grantee and the Federal government. 5. SET October 10, 1995 as the date for the Grantee to review any appeal if filed by UCSSO pursuant to rules contained in the Code of Federal Regulations.: +7I'+OEOCNAVACHMENT: YES SIGNATURE:f '4�� - ' _RECOMMEN6,TION OF COUNTY ADMINISTRATOR —RECOMMENDATION OF BOARD COMMITTEE :.ppROVE _OTHER t. =T::.s OF BOARD:)N APPROVED AS RECOMMENDED OTHER f Post-It-brand fax transmittal memo 7671 rotoaoea. TO /; Front Co. /� (� \ Dept. �^ Pnona r O Fox r ` Fax r O,E OF SUPERVISFDRS I HEREBY CERTIFY THAT THIS IS A TRUE —'JNANIMOUG:(AD^.CNT ) AND CORRCCT COPY Or AU ACTION TAKCN 4YE5: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT:_ - ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED ..0T11EICl: PHIL g.cTeCHEUJR.CLERK OF THE BOA.nG OF 6EE IA3T PAGE wrcnvICons..r+oCOUNTY ADMINISTnATOn �• 6Y •DEPUTY CX ki W A 6. DIRECT staff to prepare the 1996 Head Start grant application for the Antioch, Brentwood, Oakley and Byron areas to reflect an interim Grantee Operated Program of both center based and home based options beginning January 1996 to ensure no interruption of services to families and children. D?�.".KGROUND: Cgntra Costa County, the Grantee for Head Start, was informed by th;e Federal government on August 24, 1995 that when any Dologato Ag; pncy such as Bayo Vista or UCSSO is out of compliance, then the Grantee is out of compliance thus jeopardizing services to children arlJ families for the entire program (Attachment A) . Si;pce the Grantee was unable to certify compliance of all delegate agency subcontractors on August 17, our request for certification of the Head Start program by the Federal government was rejected on August 24 . A .Head Start Grantee is required to ensure that all delegate acyencies comply with applicable Federal rules and regulations. We ca!nrrut allow a delegate agency to fail to correct deficiencies wilthout being subject to charges of inadequate oversight. The Federal government has asked that we submit documentation that all pa;tts of our Head Start prvyram are in compliance or indicate actions we are taking to remedy this situation without further delay. Te,-hnical Assistance and Training for Delegate Agencies and GOP Uu}ring the Federal Review Exit Conference on Jdnudry 27, 1995, Community Services Department staff compiled detailed notes and au;dio taped the comments of the review team which were distributed to, ail Delegate Agency and Urantee operated Program (GOP) directors. This was done to begin taking action immediately rather than wait for the written comments detailing non-compliance contained in Federal letter that arrived on May 17, 1995 (A;ttachment B) . Biy-monthly meetings were held with all directors beginning in Fgbruary and continued up to the .Federal due date (August 15) for th:e Grantee to certify that all components of the program were in cojnpliance. Technical Assistance and County staff advice was offered and provided to every Delegate Agency and GOP director to assist them with their responsibility to ensure compliance with Federal rules arrd regulations. Six separate consultants were engaged to assist on specific non-compliance issues for the Delegate Agencies and the cap. y o Vista Child & Family Center, Inc. Bayo Vista Child & Family Center, Inc. Board of Directors have svpmitted documentation which supports their compliance with all nc.n-compliance issues identified in the Federal Review of January 23r-27, 1995. They state In this letter that the Bayo Vista Board will schedule as part of their regular agenda specific oversight of t4,e Compliance and Corrective Action issues (Attachment C) . In addition, the Board haft committed itaalf to a through review of the gaperal management of the agency. As a result of the documentation submittod on Soptombor 6, 1995, tqe Grantee is able to certify Bayo Vista as being in compliance with Federal Rules and Regulations. UU SSO DLAA to the inability of UCSSO to corroct the serious contract deficiencies and its failure to come into compliance with federal roles and regulations, the agency has left the Grantee no choice bwt to first rccommend ,non-rcncwal of ito Hoad start contract for 1496. This recommendation is made aftor repeated attempts to not only assist the agency but offering two extensions of time to bring their program into compliance. The County Administrator first met with the UCSSO Doard Chair and staff on August _ 7 to discuss the i.r�portance of compliance and cooperation. UCSSO was given an op(portunity to correct and resubmit their compliance pian by a 5 p.;;n. , August 15th deadline., They did not, OR August 17th UCSSO requested and received Technical Assistance reygarding the essential elements of their plans that needed attention. UC33o'o plan:awere rejected in Corrective Action Notice 43: on August 17th resulting in the Grantee's inability to certify UC'S30 being in compliance with Federal rules and regulations for Head Start. Duje to the seriousness of the situation, the County Administrator me;t again with two UCSSO Board Members and staff to _understand their concerns. On August 30, UCSSO was granted a second extension cif. Lime to provide a formal .plan of action and evidence of cQl,npliance by September 6, 1995. UCrSSO made an Effort to respond with two detailed plans, one ,for Compliance and the other for Quality Improvement. The plans were th�eroughly reviewed and analyzed (Attachment D) , but do not contain su%rficient evidence Lo allow the Grantee to certify that all non- co;npliance issues have been corrected. uV the 42 UCSSO non-compliance issues listed ill the Federal Report, 16� are now in compliance but 26 remain out of compliance, which include major deficiencies in the essential areas of shared de,cislon making accounting and administration (Attachment E) . UC`SSO has received a total of five corrective action notices. Only one has been resolved (by rescission) . Of the four remaining, one ha,s a major implication for the entire Head Start program since it involves the Board of Directors' inability to be in compliance with Fg,deral rules and regulations as detailed in the May 17 letter from the Regional Office of Head Start. UgSSO's inability to document its compliance is the reason the Or^antee is unable to be certified. . 9gestioned and Disallowed Costs Wh;4le we appreciate UCSSO's cooperation in adhering to the repayment schedule agreed to on July 19, 1995 for the $21,150 of disallowed costs to date for 1994, at least two significant issues remain. The first involves a $13,213 charge in 1994 for an unauthorized expense for accounting services. The second involves tY(e unauthorized closure of a classroom intended for use in its 94mmer Head Start program with a special $24,922 grant. We have a continuing concern in this area due to the agency's continued accounting and audit deficiencies. Reimbursement Demands Iq spite of our attempts to provide technical assistance to UCSSO regarding fiscal administration, its monthly demands for May and June reimbursement of Head Start expenses could not be processed unit:il September 8, UCSSO failed to submit. adequate documentation under the pre-audit system. Further, their demand for July rq,imbursement, due August 20th, has not been received. County staff has invested an enormous amount of time with UCSSO's accountant and independent auditor to develop adequate accounting systems, proceduros. and documentation. Inadequate fiscal ad inistration and oversight jeopardizes program services to fe�ilies and children. Cgnstitution of UCSSO Board UtdSSO bylawe call for a nine-member Board of Directors but has boon functioning with only five seated members. One of the five is a voting member of its Local Policy Committee and of the Grantee's -3- okib&A Policy Council which violates Federal rules and regulations. Tho apparent lack of a full Board of Directors raises significant quiestions regarding the ability of the agency to have a policy- making body that can carry out the fiduciary responsibilitice and oversight required for a Head Start contract. UU SSO Request for County Procedures P4,r UCSSO's request for copies of County procedures, County Auditor-Controller Ken Corcoran and Community Services Director Jaan Sparks have provided access to any available accounting, phanning and purchasing procedures upon which to "model" the agency's procedures. Wl(-ile we have accommodated this.request for our procedures, we are ugclear what relevance they have to UCSSO. The County governmont is a subdivision of the State of California and responsible for a variety of programs and funding sources, while a community based ot!ganization has a far more limited scope of responsibility. S i.mma ry DdSpite repeated attempts to provide technical assistance and support and work cooperatively to correct UCSSO's deficiencies, sckirlous problems remain unresolved. The cumulative impact of UC,+SSO's uncorrected conditions now endanger the Grantee's entire Her,-ad Start program and action by the Board of Supervisors is nercessary to avoid jeopardizing the entire grant program and se"lrvices to children and families. Cdntact: Scott Tandy 646-4087 CJ;.. County Administrator Community Services Director Auditor-Controller County Counsel . Bayo Vista ghild & Family Center, Inc. UCSSO E v *b 1 UI T- 09-1-Z-1995 09-1--1995 09:54AN CONTRA COSTA HEAD START 1 510 646 5551 P.01 l;n�ia ueve!o -Hent sra-:s�.ru4 Community Services Department Contra Community Action 646-5544 i Food Service 374-3994 Administration Costa � ��--//�.3 Head Start b46_5540 2425 Bisso Lane,Suite 120 Concord, California 94520-4830 Count` ' Housing and Energy 646-5756 (510)646-5544 J�/ Human Services Advisory Commission 64g-fit Fax:(510)646-5551 _ Al Joan V.Sparks, ' Director September 13, 1995 * Faxed: 9/13/95 . Sent by Certified Mail: 9/13/95 Arnold Flores, Chairperson and Members. Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way, Suite 100 Martinez, CA 94553 Dear Mr. Flores and Board Members: Pursuant to action of the Board of Supervisors, in its capacity as the Head Start Grantee, United Council of Spanish Speaking Organizations (UCSSO) is notified that due to its failure to perform as a Delegate Agency, including its non-compliance with Federal Rules and Regulations, the Grantee will not renew its contract Mth UCSSO for 1996, and further that the Grantee is rejecting and returning UCSSO's application for 1996 Head Start funding. Enclosed is a copy of the Board Order and materials contained with the Board Agenda packet of September 12, 1995. Pursuant to the Code of Federal Regulations (45CFR Subsection 1303.20) UCSSO can appeal the rejection of its application within ten work days (10) of receipt of this notice in writing to the Grantee. In the interest of families, children and staff we will continue to work closely with UCSSO to ensure that services are not interrupted. The Grantee will continue to provide support and Technical Assistance for the remainder of the contract year. If you have any questions, please contact me at 313-7350. Sincerely, oan V. Sparks I cc: Board of Supervisors County Administrator County Counsel Daneen Cali, Acting Head Start Program Manager Head Start Poliev Council John Kersey, :,dministration for Families and Children ANALYSIS OF UCSSO'S COMPLIANCE PLAN OF SEPTEMBER 6, 1995 IN RESPONSE TO FEDERAL REVIEW LETTER OF MAY 17, 199S SUMMARY: The last paragraph of the summary states that the compliance plan specifically addresses each of the non-compliance.plan items identified in the OSPRI Report. However, the last sentence states that the.corrective actions have eliminated all non-compliance items identified as a deficiency. This leaves a question, what does the compliance plan address? t EDUCATION: #016 Training provided on 8/28/95 was on creative curriculum in the classroom. The response in the first two 1-a and 1-b would have been sufficient, however;the addition of 1-c called into question all the strategies since 1-c was a training on the use of a specific curriculum. This response did not address the non-compliance issue. #018 This response was sufficient, documentation-of monitoring is required. 4027 This agency was found out of compliance for specific hazardous conditions to children. There is no time frame indicated for fixing specific hazardous conditions. This response did not address the non-compliance issue. #028 This agency did not respond to the issue of how they would prevent children from leaving playgrounds. This response did not address the non-compliance issue. HEALTH: #068 This agency did not respond to how they would have an organized health curriculum. This response did not address the non-compliance issue. MENTAL HEALTH: #073 This agency did not indicate the years when compliance was achieved, and did not discuss how.they would have the mental health component assist in developmental screenings. i This response did not address the non-compliance issue. #075 Same as #073 SL 7 #076 This agency did not address this issue. Ptj (_rl- There is no response to this issue. ^d` r NUTRITION: #106 In Compliance #108 In Compliance :fA SOCIAL SERVICES: #118, #123, #125, #126 In Compliance PARENT INVOLVEMENT: #133 The implementation plan of the I-30 developed on 7/31/95 was rejected by the Grantee based on major flaws in the plan. This response does not address the non-compliance issue. #137 Based on 133, we are reluctant to accept the agencies response because we do not believe the agency has the ability to conduct appropriate and adequate training on shared decision making. This response does not address the non-compliance issue. #139 The issue of non-compliance and the strategies presented does not address the role of the LPC in the classroom. This directly relates to the rejection of the 1-30 Implementation Plan. This response does not address the non-compliance issue. #144 This agency did not address the issue of documentation of presentations to encourage continued educational opportunities. This response does not address the non-compliance issue. DISABILITIES SERVICES: x t� � O 4155 In Compliance #160 This agency did not address the issue of lack of locked files. This response does not address the non-compliance issue. #165 This agency did not state how they would have health component staff involved in the assessment or the follow-up of children. Nor did they address how they would foster the participation of parents of children with disabilities. This response does not address the non-compliance issue. #166 This agency did not address the non-compliance issue of how they would maintain records to document assistance to parents at other times and other aspects of transition. This response does not address the non-compliance issue. 4178 In Compliance #179 In Compliance ADMINISTRATION: #185, #187, #18,9, #194, #195, #196 Were not addressed in Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. h �• oe STAFFING REQUIREMENTS AND PROGRAM OPTIONS: #205 This agency did not adequately address the non-compliance issues. The time frames could not be monitored and did not discuss the utilization of volunteers. This response does not address the non-compliace issue. 4206 In Compliance. ACCOUNTING: #217, 9318, #219, #224,#226, #247, #248, #252 Were not addressed in the Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. OSPRI FINDING # 185 ACF Finding: UCSSO lacks written planning procedures. Proposed Completion Date: October 1, 1996. CSD Review: DA response not acceptable. OSPRI FINDING # 187 ACF Finding: UCSSO has no written procedures for program planning. a Proposed Completion Date: September 8, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 189 ACF Finding: UCSSO's 1994 OSPRI was found to missing and could not be located. Proposed Completion I Date: April 24, 1995. I i CSD Review: DA response acceptable with conditions. �X OSPRI FINDING # 194 ACF Finding: Seven items were listed as missing from UCSSO's personnel policies and procedures. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 195 ACF Finding: There was no evidence that personnel policies are implemented as written and approved. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 196 ACF Finding:. A file in record system shall be maintained. Proposed Completion Date: August 15, 1995. CSD Review: DA response acceptable with conditions. -2- x OSPRI FINDING # 217 ACF Finding: Grantee has no written accounting procedures. Proposed Completion Date: December 1, 1995. C$D Review: DA response not acceptable. OSPRI FINDING # 218 ACF Finding: There is no financial management system. Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 219 ACF Findinq: Written Procedures are in place to ensure ` allowability, allocability, and reasonableness of costs. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 225 ACF Finding: Financial data and records were used in preparing the 269's for the budget period. -3- Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 226 ACF Finding: Previous audit deficiencies have not been corrected. Proposed Completion Date: November 30, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 247 ACF Finding: Accounting records not set up to identify CCFP expenditures as budgeted. Proposed Completion Date: January 31, 1995. CSD Review: DA response not acceptable. OSPRI FINDING,# 248 ACF Finding: USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program. -4- Proposed Completion Date: September 15, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 252 ACF Finding: Problems with lack of procurement procedures, missing purchase documents. Proposed Completion Date: September 29, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 255 ACF Finding: There is no written evidence supporting ACF/ County procurement requirements. Proposed Completion Dater September 29, 1995. CSD Review DA response not acceptable. OSPRI FINDING # 256 ACF Finding: There is no property management system in evidence nor is there evidence of inventory practices. -5- �3 X . Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. TOTAL ADMINISTRATIVE AND ACCOUNTING OSPRI FINDINGS FOR UCSSO: 16 TOTAL NUMBER OF UCSSO RESPONSES ACCEPTABLE: 5 TOTAL NUMBER OF UCSSO RESPONSES UNACCEPTABLE: 11 -6- X hob County Administrator Contra Board of Supervisors c ta Tom Powers Co S t County Administration Building 1 st District 651 Pine Street, 11th Floor • JeH Smith Martinez,California 94553-1229 (� / . �,� 2nd District (510)646-4080 County (��EP 2 i;S�'J Gayle Bishop FAX: (510)646-4098 3rd District Phil Batchelor ��� '! 'O^ 41 County Administrator •' Mark De$taulnier Tom Torlakson 5th District n c.¢ _..., q cou�T' September 25, 1995 Arnold D. Flores, Chairman UCSSO - Board of Directors 837 Arnold Drive, Suite 100 , Martinez, CA 94553 Dear W..�bres: This letter is in response to your letter of September 22, 1995, requesting technical assistance and clarification of the appeal process. 1 . While I believe that sufficient "written notice" was provided via fax of September 13, 1995, I have no objection to receiving your written appeal materials on September 29, 1995. 2. The County has complied with the requirements of 45CFR 1303.20(b) by providing "... statement of the reasons for the (Board's) decision..." in the fax of September 13, 1995. 3. Regarduig the appeal process to the grantee and HHS, as you can see from the enclosed copies of 45CFR 1303.20 and 1303.2 1 , the only detailed descriptions of the appeal process are contained in those sections. 4. Regarding UCSSO's request for information on August 28, 1995, Joan Sparks has assured me that she has provided you with all the available documents on the issues raised u1 your request: However, I have asked Joan Sparks to contact you and determine if there are any other materials or documents you might want. 5. UCSSO should consider this letter as part of our technical assistance. We are prepared to offer further tecluucal assistance in response to any specific requests. If I can be of further help, please contact me. Sincerely, `nnom SCOTT TANDY Chief Assistant County Administrator ST.sr cc: Board of Supervisors Joan Sparks County Counsel'-,--- § 1303.20 45 CFR Ch. XIII (10-1-94 Edition) graph (g) of this section, those stipu- Subpgd:;C;,-�. pealsbygCurrent a lated in a prehearing conference or Pro spoetlVeZeleQQleAgenCies . those agreed to by the parties. : (d) In addition to ACYF, the grantee, 1303b 'rApe�is �graateyt sur j g and any delegate agencies which have a rep rgprwpW&�e�gL�gea- right to appear, the presiding officer ci� waou�.igan(� P)ui%,tibn, fallure�o dLmnE*anV%pp� dWon or 1 may permit the participation in the proceedings of such persons or organi- zations as deemed necessary for a prop- (a) A grantee must give prompt, fair er determination of the issues involved. and adequate consideration to applica- Such participation may be limited to tions submitted by current or prospec- those issues or activities which the tive delegate agencies to operate Head . . presiding officer believes will meet the Start programs. The failure of the : needs of the proceeding, and may be grantee to act within 30 days after re- limited to the filing of written mate- ceiving the application is deemed to be a rejection of the application. z. (e) Any person or organization that (b) A grantee must notify an appli- wishes to participate in a proceeding cant in writing within 30 days after re- Y may apply for permission'to do so from ceiving the application of its decision the presiding officer. This application, to either accept or to wholly or sub- .� which shall be made as soon as possible stantially reject it. If the decision is to after the notice of termination, denial Wholly or substantially reject the ap of refunding or suspension has been re- plication, the notice shall contain a ceived by the grantee, shall state the statement of the reasons for the deci- ' applica.nt's interest in the proceeding, Sion and a statement that the appli- the evidence or arguments the appli- cant has a right to appeal the decision cant intends to contribute, and the ne- vi ten work.days after receipt.of cessity for the introduction of such evi- the-.notice. If a grantee fails to act on the application by the end of the 30 day deuce or arguments. £ (f) The presiding officer shall permit period which grantees have to review or deny such participation and shall applications, the current or prospective delegate agency may appeal to the . give notice of his or her decision to the grantee, in writing, within 15 work applicant, the grantee, and ACYF, and, days of the end of the 30 day grantee in the case of denial, a brief statement review period. of the reasons therefor. Even if pre- (c)�A.grantee�mustrnotity,,deleg4e viously denied, the presiding officerageney.in:writing:of;its..4ociaiog;. may subsequently permit such partici- niriate its egmeatrpviththe;delegate ' patios if, in his or her opinion, it is agency;tvejplaininga, he.. ons4 4 , warranted by subsequent, cir- decision= t1�=that�•the.delegaGec,��agenc9 cumstances. If participation is granted, �:ithe-right,#arappeal:thee- - the presiding officer shall notify alle; t}�in,ien:.wprkdar parties of that fact and may,'in appro- priate cases, include in the notification (d) The:grantee-da.s�0%days.to-reviev� a brief statement of the issues as to the yvritten.-appeal-ind;4ss-tie ,i s deci- s which participation is permitted. sion:'ir•t'h- e`-sustains its earlier (g) The Departmental Appeals Board termination-_of ,an award:.or-Jts„FejSc- will send the responsible HHS official, tion:oZr .;an.application: .the=curre nt •fi3. the grantee and any other party a=no- prospective:delegate .agency:..tllen tice which states the time, place, na- appeal; dncwriting;==to.�the :-responsible _ ture of the hearing, and the legal au- HHS official: Tlie appeal must-be $tib thority and jurisdiction under which mitted-to�the respt>nsible:HHS.�fficial the hearing is to be held. The notice within°•ter]'vork tiaya-�7after ;the rec(Ot will also identify with reasonable spec- of;.the.:grantee'.s:final:decision. The a� ificity and ACYF requirements which - :peai�must~fully::set-:forth. the grounds the grantee is alleged to have violated. -forthe appeal. r The notice will be served and filed:not (e)-A grantee may riot reject the ap" later than ten work days prior to the plicationor, .;.terminate the opemtionb ` hearing, of a;deleg.ate agency ori .the basis of.de_ s a x: `F Y-. § 1303.22 45 CFR Ch. XIII (10-1-94 Edition) (2) An informal meeting must be re- will arrive at his or her decision by quested by the current or prospective considering: u: delegate agency at the time of the ap- (1) The material submitted in writing : peal. In addition, the grantee may re- and the information presented at any . quest an informal meeting. with the re- informal meeting*. sponsible AAS official. If none of the (2) The application of the current or parties requests an informal meeting, prospective delegate agency; s. the responsible HHS official may hold (3) His or her knowledge of the grant- such a meeting if he or she believes it ee's program as well as any evaluations would be beneficial for a proper resolu- of his or her staff about the grantee's ; tion of the dispute. Both the grantee program and current or prospective and the current or prospective delegate delegate agency's application and prior }: agency may attend any informal meet- performance; and ing concerning the appeal. If a party (4) Any other evidence deemed rel- wishes to oppose a request for a meet- evant by the responsible HHS official. ing it must serve its opposition on the E. responsible HHS official and any other '= Bion'�on :Aappea.,,Un Avor x party within five work days of its re- of4grantee,, ceipt of the request. (a) If the responsible AHS official (f) A grantee's response to appeals by finds in favor of the grantee, the appeal current or prospective delegate agen- will be dismissed unless there is cause _ cies must be submitted to the respon- to remand the matter back to the sible HHS official within ten work days grantee. o of receipt of the materials served on it (b) The grantee's decision will be sus- by the current or prospective delegate twined unless it is determined by the Z. agency in accordance with paragraph responsible HHS official that the r (a) of this section. The grantee must grantee acted arbitrarily, capriciously. Y serve a copy of its response on the cur- or otherwise contrary to law, regula- rent or prospective delegate agency. tion, or other applicable requirements. (g) The responsible HHS official shall (c) The decision will be made within notify the current or prospective dele- ten workdays after the informal meet- gate agency and the ,grantee whether ing. The decision, including a state- or not an informal meeting will be ment of the reasons therefor, will be in __- held. If an informal meeting is held, it writing, and will be served on the par- must be held within ten work days ties within five workdays from the date after the notice by the responsible HHS of the decision by the responsible HHS official is mailed. The responsible HHS official. official must designate either the Re- d) If the decision. is made on the gional Office or the place where the basis of written materials only, the de- current or prospective delegate agency cision will be made within five work- or grantee is located for holding the in- days of the receipt of the materials. s s. formal meeting. The decision will be served on the par- (h) If an informal meeting is not ties no more than five days after it is held, each party shall have an oppor- made. Z. tunity to reply in writing to the writ- " ten statement submitted by the other 4 1343.23 -,Decision on.-appeal.:in-JAV r party. The written reply must be of='tl e`�carrent or�prospecu de e sub- mitted to the responsible HHS official ggtowe;kC'• within five work days after the notifl- (a) The responsible HHS official will cation required by paragraph (g) of this remand the rejection of an application 5: section. If a meeting is not to be held, or termination of an agreement to the notice of that fact shall be served on grantee for prompt reconsideration and _ the parties within five work days of the decision if the responsible HHS offl- x. receipt of a timely response to such a cial's decision does not sustain the request or the expiration of the time grantee's decision, and if there are is- v for submitting a response to such a re- sues which require further development quest. before a final decision can be made. (i) In deciding an appeal under this The grantee's reconsideration and deci- section, the responsible HHS off]cial cion must be made in accordance with Y•. 224 x- Z ?fftce of Human Development Services, HHS § 1303.21 h: 4' acts prtdeflciencies,i er�appllGation leged defects and deficiencies in the )r''in`'= tie=bperati'on, oL�theograni delegate agency's application or in the vithbUtIfIr.st: operation of its program prior to the (1):LNotiiTIngAb.e-Aielegate,;- g4AC,y of grantee's rejection or termination.no- :he.4efeets:amd defleiencies; tice• (2):Pro`citiing. or ro-¢1d O.cj 016- - (2) Whether the grantee provided the y' ildelegate agency reasonable oppor- iclenciescif= rccsted~�q�the:dele- tunity to correct the defects and deft- a'te`'agency;And ciencies, the details of the opportunity (3)Giving_thp;del�gC�lageACgzthenD- that was given and whether or not the K` Orth'= � ep�pT grantee provided or provided for tech- inns: nical advice, consultation, or assist- (f) An appeal filed pursuant to a ' &nee to the current delegate agency rantee failing to act on a current or concerning the correction of the de- ,rospective delegate agency's appliea- festa and deficiencies; ion within a 30 day period need only ontsin a copy of the application, the <3) What steps or measures, if any, ate filed, and any proof of the date the were undertaken by the delegate agen- rantee received the application. The cy to correct any defects or defl- r rantee shall have five days in which ciencies; k respond to the appeal. (4) When and how the grantee noti- (g),;Yailure,;to appes�p�a.a� fled the delegate agency of its decision; 3gard.ing-It ,idecisionJto=Jectz^u cap- (5) Whether the grantee told the dele- gate agency the reasons for its decision 3: Lilure ,ovnpRlicioshall and, it so, how such reasons were com- municated to the delegate agency and Mciak what they were; (6) If.it is the delegate agency's posi- 1343.21. ProceduresuJor.,xappej.,�T,by tion that the grantee acted arbitrarily cQrrent �or_��prospective�:�;�d�e�le_ ga to or capriciously, the reasons why them agenciea;;to,the aespQuba:HIIS:n�f- delegate agency takes this position; ' ftcial"h�oyen1'aTa -.a fees of�sn appllcation 7o �laiTtii �at_; a�an and application. (7) Any other facts and cir- (a)::Any current:.or,;prosDe.QUy. e.,dela- cumsta.nces which the delegate agency x ate ;agengyY Lhat,is-.dissatisae ;.with believes supports its appeal. c The: tees bmit:a written te :-_decision:,tij _,a;s g an£ee,. ieMe d ( ) ? 3der '§1303:20-may-may. : o.:: ere- re'Spoiil3.e' o the:appal`otos Prospe6t ve rt tensible HHS::afIlcial .whose.,decision delegate' agency -ItZmay• a3so suti t flnal:and-not aDpeala2tle_4,o --Com- a.ddi int�rmatlb.n whi be- it %e`=.., , Heves° evaanii'su rtiv s,. issffoner; ACYF. Such an appeal mist PPo f its ` r. 1 in writing and it must Hilly set position: : rth the grounds for the appeal and be (d),In the'case`of an appeal by a dole- by all documentation gate°agency; the grantee must submit at the current or prospective dele- a>writLen statement to the responsible .te agency believes is relevant and HHS:oflYci&1...:responding.:tothe..items PPortive of this position, including specified•;in,paragraph. (b) of this pec- written material or documentation tioiL,)r.The.:grantee must include, infor- .bmitted to the grantee under the matdon.4hat:�jeaplains �-why='-1t acted ocedures set forth in §1303.20, as well properly-An _arriving at its .decision, or a copy of any decision rendered by m' mg''to-act,-,_and -any-:other_.,facts e grantee. A copy of the appeal and and,circumstances .whibh..the grantee 1 material filed with the-responsible believe's"suppotts its position. 3S official must be simultaneously (eXl) The responsible HHS official rued on the grantee. may meet informally with the current 3 'b) In providing:_.the.:in ppxi4.4 ape or prospective delegate agency if such t. 1red-by�.De.ragraph,(a) of.;this.section, official determines that such a meeting l egate agencies:.must.set forth: would be beneficial to the proper reso- ;1) Whether, when and how the grant- lution of the appeal. Such meetings advised the delegate agency of al- may be conducted by conference call. Y tl�bi � pt § 130.3.20 45 CFR Ch. XIII (10-1-93 Edition) graph (g) of this section, those stipu- Subpart C—Appeals by Current or lated in a prehearing conference or prospective Delegate Agencies those agreed to by the parties. (d) In addition to ACYF, the grantee, §1303.20 Appeals to grantees by cur- and any delegate agencies which have a rent or prospective delegate agen- right to appear, the presiding officer cies of rejection of anapplication, may permit the participation in the failure to act on an application or proceedings of such persons or organ- termination of a grant or contract zations as deemed necessary for a prop- (a) A grantee must give prompt, fair er determination of the issues involved. and adequate consideration to applica- Such participation may be limited to tions submitted by current or prospec- those issues or activities which the tive delegate agencies to operate Head presiding officer believes will meet the Start programs. The failure of the needs of the proceeding, and may be grantee to act within 30 days after re- limited to the filing of written mate- ceiving the application is deemed to be rial. a rejection of the application. (e) Any person or organization that (b) A grantee must notify an appli- wishes to participate in a proceeding cant in writing within 30 days after re- may apply for permission to do so from ceiving the application of its decision the presiding officer. This application, to either accept or to wholly or sub- which shall be made as soon as possible stantially reject it. If the decision is to after the notice of termination, denial wholly or substantially reject the ap- of refunding or suspension has been re- plication, the notice shall contain a ceived by the grantee, shall state the statement of the reasons for the deci- applica.nt's interest in the proceeding, sion and a statement that the appli- the evidence or arguments the appli- cant has a right to appeal the decision cant intends to contribute, and the ne- within ten work days after receipt of cessity for the introduction of such evi- the notice. If a grantee fails to act on the application by the end of the 30 day dence or arguments. period which grantees have to review (f) The presiding officer shall permit applications, the current or prospective or deny such participation and shall delegate agency may appeal to the give notice of his or her decision to the grantee, in writing, within 15 work applicant, the grantee, and ACYF, and, days of the end of the 30 day grantee in the case of denial, a brief statement review period. of the reasons therefor. Even if pre- (c) A grantee must notify a delegate viously . denied, the presiding officer agency in writing of its decision to ter- may subsequently permit such partici- minate its agreement with the delegate pation if, in his or her opinion, it is agency, explaining the reasons for its warranted by subsequent cir- decision and that the delegate agency cumstances. If participation is granted, has the right to appeal the decision to the presiding officer shall notify all the grantee within ten work days after parties of that fact and may, in appro- receipt of the notice. priate cases, include in.the notification (d) The grantee has 20 days to review a brief statement of the issues as to the written appeal and issue its deci- which participation is permitted. sion. If the grantee sustains its earlier (g) The Departmental Appeals Board termination of an award or its rejec- will send the responsible HHS official, tion of an application, the current or the grantee and any other party a no- prospective delegate agency then may tice which states the time, place, na- appeal, in writing, to the responsible ture of the hearing, and the legal au- HHS official. The appeal must be sub- thority and jurisdiction under which mitted to the responsible HHS official the hearing is to be held. The notice within ten work days after the receipt will also identify with reasonable spec- of the grantee's final decision. The ap- ificity and ACYF requirements which peal must fully set forth the grounds the grantee is alleged to have violated. for the appeal. The notice will be served and filed not (e) A grantee may not reject the ap- later than ten work days prior to the plication or terminate the operations hearing. of a delegate agency on the basis of de- Itj 222 i Office of Human Development Services, HHS § 1303.21 fects or deficiencies in the application leged defects and deficiencies in the or in the operation of the program delegate agency's application or in the without first: operation of its program prior to the (1) Notifying the delegate agency of grantee's rejection or termination no- the defects and deficiencies; tice; (2) Providing, or providing for, tech- (2) Whether the grantee provided the nical assistance so that defects and de- delegate agency reasonable oppor- ficiencies can be corrected by the dele- tunny to correct the defects and defl- gate agency; and ciencies, the details of the opportunity (3) Giving the delegate agency the op- that was given and whether or not the portunity to make appropriate correc- grantee provided or tions. provided for tech- (f) An appeal filed pursuant to a nical advice, consultation, or assist- grantee failing to act on a current or ante , to the current delegate agency prospective delegate agency's applica- concerning the correction of the de- tion within a 30 day period need only fects and deficiencies; contain a copy of the application, the (3) What steps or measures, if any, date filed, and any proof of the date the were undertaken by the delegate agen- grantee received the application. The cy to correct any defects or defi- grantee shall have five days in which ciencies; to respond to the appeal. (4) When and how the grantee noti- (g) Failure to appeal to the grantee Pied the delegate agency of its decision; regarding its decision to reject an ap- (5) Whether the grantee told the dele- plication, terminate an agreement, or gate agency the reasons for its decision failure to act on an application shall and, if so, how such reasons were com- ba.r any appeal to.the responsible HHS munica.ted to the delegate agency and official. . what they were; §1303.21 Procedures for s b (6) If it is the delegate, agency's posi- Pll Y tion that the grantee acted arbitrarily current or prospective delegate or capriciously, the reasons why the agencies to the responsible HHS of- delegate agency takes this ficial 5rom denials by grantees of an position; application or failure to act on an and application. (7) Any other facts and cir- (a) Any current or prospective dele- cumstances which the delegate agency gate agency that is dissatisfied with believes supports its appeal. the decision of a grantee rendered (c) The grantee may submit a written under §1303.20 may appeal to the re- response to the appeal of a prospective sponsible HHS official whose decision delegate agency. It may also submit is final and not appealable to the Com- additional information which it be- missioner, ACYF. Such an appeal must lieves is relevant and supportive of its be in writing and it must fully set position. forth the grounds for the appeal and be (d) In the case of an appeal by a dele- aacompanied by all documentation gate agency, the grantee must submit that, the current or prospective dele- a written statement to the responsible gate agency believes is relevant and HHS official responding to the items supportive of this position, including specified in paragraph (b) of this sec- all written material or documentation tion. The grantee must include. infor- submitted to the grantee under the mation that explains why it acted procedures set forth in §1303.20, as well properly in arriving at its decision or as a copy of any decision rendered by in failing to act, and any other facts the grantee. A copy of the appeal and . and circumstances which the grantee all material filed with the responsible believes supports its position. HHS official must be simultaneously (e)(1) The responsible HHS official served on the grantee. may meet informally with the current (b) In providing the information re- or prospective delegate agency if such quired by paragraph (a) of this section. official determines that such a meeting delegate agencies must set forth: would be beneficial to the proper reso- (1) Whether, when and how the grant- lution of the appeal. Such meetings ee advised the delegate agency of al- may be conducted by conference call. 223 UNTED COUNCIL of SPAMSH SPEAMNG 00ROGANUATMONS , NCO 837 Amo§d DHvsg Scrota V Oo Oo Martinez,, GQ 94553 (5 V 0) 229-22 v 0 1 /7r 6. X 41 to i *t personally or by telephone or telegraph. If sent by mail or telegraph, the notice shall be deemed to be delivered on its deposit in the mails or on its delivery to the telegraph company. Such notices shall be addressed to each director at his or her address as shown on the books of the corporation. Notice .of the time and place of holding an adjourned meeting need not be given to absent directors if the time and place of the adjourned meeting are fixed at the adjourned and if such adjourned meeting is held no more than twenty-four (24) hours from the time of the original meeting. Notice shall be given of any adjourned regular or special meeting to directors absent from the original meeting if the adjourned meeting is held more than twenty-four (24) hours from the time of the original meeting. SECTION 4. CONTENTS OF NOTICE Notices of meetings not herein dispensed with shall specify the place, day and hour of the meting. The purpos2 of any board meeting need not be specified in the notice. SECTION 5. WAIVER OF NOTICE The transactions of any meeting of the board, however called and noticed or wherever held, are as valid as though the meeting had been duly held after proper call and notice, provided a quorum, as hereinafter defined, is present and provided that either before or after the meeting each director not present signs a waiver of notice, a consent to holding the meeting, or an approval of the minutes thereof attends the meeting without protesting the lack of notice before or at the beginning o f the meeting. The waiver need not specify the purpose of the meeting. All such waivers, consents, or approvals shall be filed with the corporate records or made a part of the minutes of the meeting. SECTION 6. COMPLIANCE WITH THE BROWN ACT THE UCSSO frequently is the recipient of public funds and often participates in publicly funded programs. Therefore, all meetings of the Board will be held in full compliance with the Ralph M. Brown Act (Government Code Section 54950, et seq.) except where these bylaws impose stricter requirements on the conduct of the Board's activities. SECTION 7. QUORUM A fifty-,one (51%) percent majority of the seated Board members will constitute a quorum. The directors present at a duly called and held meeting at which a quorum is initially present may continue to do business notwithstanding the loss of a quorum at the meeting due to a withdrawal of directors from the meeting, provided that any action thereafter taken must be approved-by at least a majority of the require quorum for such meeting or such greater percentage as may be required by law, or the Articles `of Incorporation or Bylaws of this corporation. SECTION 8. VOTING BY PROXY Voting by proxy, ar absentee ballots shall not be permitted by members of the Board of Directors. SECTION 9. CONDUCT OF MEETINGS Meetings of=the board of Directors shall be presided over by the Chairperson. of the Board, or, if no such person has been=sb designated or, in his or her absence, the Chairperson of the corporation or, in his or her absence, by the Vice Chairperson of the corporation or, in the absence of each of these persons, by a Chairperson chosen by a majority of the directors present at the meeting. The Secretary of the.corporation.;shall act as secretary of all meetings of the board, provided that, in his absence, the presiding officer`.shall appoint another person to act as Secretary of the Meeting. Meetings shall be governed by Roberts' Rules of Orders, as such rules may be revised from time to time, insofar as such 3.owp95 PAGE 4 t'i �ntDtf' a Pt. 1304, App. B 45 CFR Ch. XIII (10-1-93 Edition) other anti-poverty programs, helps bring 4. WORKING WITH THEIR CHILDREN IN about changes in Institutions in the commu- COOPERATION WITH THE STAFF OF THE nity, and works toward altering the social CENTER. conditions that have formed the systems Each of these is essential to an effective that surround the economically disadvan- taged child and his family. Head Start program both at the grantee Project Head Start must continue to dis- level and the delegate agency level. Every cover new ways for parents to become deeply Head Start program must hire/designate a Involved in decision-making about the pro- Coordinator of Parent Activities to help gram and in the development of activities bring about appropriate parent participa- that they deem helpful and important in tion. This staff member may be a volunteer meeting their particular needs and condi- in smaller communities. tions. For some parents, participation may begin on a simple level and move to more 1. Parent Participation in the Process of complex levels. For other parents the move- Making Decisions About the Nature and ment will be immediate, because of past ex- Operation of the Program periences, into complex levels of sharing and Head Start Policy Groups giving. Every Head Start program is obli- gated to provide the channels through which a. Structure. The formal structure by which such participation and involvement can be parents can participate in policy making and provided for and enriched. operation of the program will vary with the Unless this happens, the goals of Head local administrative structure of the pro- Start will not be achieved and the program gram. Itself will remain a creative experience for Normally, however, the Head Start policy the preschool child In a setting that is not groups will consist of the following: reinforced by needed changes in social sys- 1. Head Start Center Committee. This com- tems into which the child will move after his mittee must be set up at the center level. Head Start experience. Where centers have several classes, it is rec- This sharing in decisions for the future is ommended that there also be parent class one of the primary.aims of parent participa- tion and involvement in Project Head Start. committees. 2. Head Start Policy Committee. This com- B.THE ROLE OF THE PARENTS mittee must be set up at the delegate agency Every Head Start Program Must Have Ef- level when the program is administered in fective Parent Participation. There are at whole or in part by such agencies. least four major kinds of parent participa- 3. Head Start Policy Council. This Council tion in local Head Start programs. must be set up at the grantee level. 1. PARTICIPATIONIN THE PROCESS OF When a grantee has delegated the entire MAKING DECISIONS ABOUT THE NATURE Head Start program to one Delegate Agency, AND OPERATION OF THE PROGRAM. It is not necessary to have a Policy Council 2. PARTICIPATION IN THE CLASSROOM in addition to a Delegate Agency Policy AS PAID EMPLOYEES, VOLUNTEERS OR Committee. Instead one policy group serves OBSERVERS. both the Grantee Board and the Delegate 3. ACTIVITIES FOR THE PARENTS Agency Board. WHICH THEY HAVE HELPED TO DE- b. Composition. Chart A describes the com- VELOP. position of each of these groups.. CHART A Organization Composition 1.Head Start Center Committee.................................................. 1. Parents whose children are enrolled in that center. 2.Head Start Policy Cormminee(delegate agency) ..................... 2. At least 50% parents of Head Stan children presently en- rolled in that delegate agency program plus representatives of the community.' 3.Head Stan Policy Council(grantee) ........................................ 3. At least 50% parents of Head Stan children presentty an- rolled in that grantee's program plus representatives of the community.2 Representatives of C)e Community(Delegate Agency leveq:A representative of neighborhood community groups(public and private) and of local neighborhood community or professional organizations. which have a concern for children of low income families and can contribute to the development of the program. The number of such representatives will vary depending on the number of organizations which should appropriately be represented. The Delegate Agency determines the composition of their committee (within the above guidelnea) and methods to be used in selecting representatives of the community. Parentsof former Head Start children may serve as representatives of the community on delegate agency policy groups.All representatives Of the community selected by the agency must be approved by elected parent members of the committee.In no lase,however. should representatives of the community exceed 50%o1 the total committee. 238 Office of Human Development Senficesr HHS Pt. 1304, App. B 2 Representatives of the Community(Grantee Agency im":A representative of major aperxies(.public and private)and major community civic or professional organizations which have a concern for children of bw a>con,tamare,and can contribute to the program. I ne number of such representatives will vary.depending on the number of organizations which should appropriately be represented The applicant agency determines the cornpos bon d the council(within the above gu felines) and the methods to be used In salecting representatives of the comrn rtity. Puenb of bmrer Beed Stag children may serve as representatives of the community on grantee agency policy gmuM-Mprese representatives of the c0maxnity sewed by the agerxy must be approved by elected Parent members of the committee. in no case,however.should representatives of the community exceed 50%of the total committee or council. Special Notes negotiate jar additional junctions and a greater 1. All parents serving on policy groups share of responsibility if all parties agree. All must be elected by parents of Head Start such agreements are subject to such limita- children currently enrolled in the program. tions as may be called for by HHS policy. irJ2. It is strongly recommended that the Questions about this should be referred to community action agency board have rep- your HHS regional office. resentation from the Head Start Policy (1)The Head Start Center Committee shall Council to assure coordination of Head Start any out at least the following minimum re- activities with other CAA programs. Con- sponsibillties: versely, community action agency board rep- (a) Assists teacher, center director: and all resentation bn the Policy Council is also rec- other persons responsible for the develop- ommended. ment and operation of every component in- 3. It is important that the membership of cluding, curriculum in the Head Start pro- policy groups be rotated to assure a regular gram influx of new ideas into the program- For (b) Works closely with classroom teachers this purpose, terms of membership must be and all other component staff to carry out limited to no more than three years. the daily activities program. 4. No staff member (nor members of their (c) Plans. conducts, and participates in in- families as defined in CAP Memo xiA) of the formal as well as formal programs and ac- applicant or delegate agencies shall serve on tivities for center parents and staff. the council or committee in a voting capac- (d)Participates in recruiting and screening ity. Staff members may attend the meetings of center employees within guidelines estab- of councils or committees in a consultative fished by HHS. the Grantee Council and non-voting capacity upon request of the Board. and Delegate Agency Committee and Board.council or__committee__ _. erg corporate boardera opting a Head (2) The Head Start Policy Committee. Chart B �v Start program must have a Policy Commies outlines the major management functions tee or Council as defined by HHS. The cor- connected with local Head Start program ad- porate body and the Policy Committee or ministered by delegate agencies and the de- } Council must not be one and the same. gree of responsibility assigned to each par- ---__.. .-_ __._. _._ mm. .. - -- - ticipating group. 6. Policy groups for suer programs In addition to those listed functions, the present a special problem because of the dif- co ttee shall: ficulty of electing parent representatives in advance. Therefore, the policy group for one (a) Serve as a link between public and pri- summer program must remain in office until ci he Delegate , the grantee Policy Coon- its successors have been elected and taken cif, the Delegate Agency Board of Directors, office. The group from the former program and the community it serves. should meet frequently between the end of (b) Have the opportunity initiate - the program and the election of new mem- ge and ideas for program Improve- the and to receive a report on action bers to assure some measure of program con- taken by the administering agency with re- tinuity. These meetings should be for the gard its recommendations. purpose of(a) assuring appropriate follow up (c) Plan, coordinate and organize dgency- of the children (b) aiding the development of wide activities for parents with the assist- the upcoming summer Head Start program, ance of staff. (c) writing of the application, (d) hiring of (d) Assist in communicating with parents the director and establishment of criteria for and encouraging their participation in the hiring staff and, when necessary (e) orienta- program- tion of the new members. In short, the policy (e) Aid in recruiting volunteer services group from a former program must not be from parents, community residents and com- dissolved until a new group is elected. The munity organizations, and assist in the mo- expertise of those parents who have pre- bilization of community resources to meet viously served should be used whenever pos- identified needs. sibie. (f)Administer the Parent Activity funds. c. Functions. The following paragraphs and (3) The Head Start Policy Council. Chart C c describe the minimum functions and outlines the major management functions degrees of responsibility for the various pol- connected with the Head Start program at icy groups involved in administration of the grantee level, whether it be a community local Head Start programs. Local groups may action or limited purpose agency, and the de- M9 Community Services DepartmentCOn}r^ Child Development 374-3994 `{I�Q Head Start 646-5540 Communty Action 313-7363 Administration COS` Food Service 374-3850 1220 Morello Avenue, Suite 101 /� Housing and Energy 646-5756 Martinez,California 94553-4711 t O��}` ` (510) 313-7350 County L Y PATHS 427-8094 Fax: (510) 313-7385 6E...c Joan V. Sparks,: Director August 18, 1995 r+coiiri'f'i Mr. Arnold Flores, Chairperson and Members of the Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Responses to Issues Raised at August 7, 1995 Meeting Dear Chairperson Flores and Members of the UCSSO Board of Directors: This letter is in response to-the issues and concerns raised at the August 7, 1995 meeting with Mr. Phil Batchelor, County Administrator. Corrective Action Notice Number One-(Rescinded) Based on the additional information received from UCSSO and the Contra Costa County's Risk Management Office, Corrective Action Notice Number One is rescinded. Unbeknownst to the department was the fact that UCSSO had secured a new auto liability and umbrella policy to be effective June 30, 1995 so that there was no gap in coverage. We agreed that in the future UCSSO will submit written notice to the department at least 30 days prior to any cancellation of insurance coverage or change in its insurance carrier. Corrective Action Notice Number Two The corrective,action notice for the extended services at Bridgemont stands as submitted to UCSSO on July 31, 1995. UCSSO is out of compliance based on the agency's failure to comply with Federal Regulations with respect to (1) maintaining at least an 85% average daily attendance, (2) maintaining a wait list that is at least 10% of funded enrollment, and (3) major program and budget changes were implemented without prior Grantee and Regional Office approval.-Any amount disallowed from the $25,000 grant will be discussed and-a payment plan developed. Affirmative Action/Equal Opportunity Employer x H• b � f 13 - Contract For Accounting Services Through our discussions of August 7, 1995, we learned that UCSSO did not employ an open competitive bid process before selecting the CPA firm of Carathimas, Bohren & Company for proposed accounting services. Review of the Federal Regulations appears to indicate that a lack of a competitive bid process may present a problem, given the existing Grantee contract.Further, it is the Grantee's position that the CPA's proposed services to UCSSO as both an independent auditor and as an accounting service provider is a conflict of interest We agreed to continue discussions with Mr. Carathimas regarding his services as both independent auditor and as a staff accountant. Once we review the scope of work for his accounting services, we will continue the Technical Assistance to UCSSO. In response to your memorandum dated August 17, on August 8, 1995, Al Prince sent a copy of Appendix H-Attachment 0, "Procurement Standards" of OMB Circular A-110, "Grants and Agreement with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations" to Mr. Carathimas. LPC Member on UCSSO Board of Directors According to Federal Regulations 45 CFR Part 1304 Chart A Special Notes #5, the Grantee finds that a conflict of interest exists for an LPC member to also be a voting member of UCSSO's Board of Directors and also a member of the Grantee Policy Council. Therefore,the person in question should resign from the Policy Council and it appears that the LPC member should also resign from the UCSSO Board of Directors to avoid further conflict of interest. We suggest that the Board of Directors review its bylaws and if there is a provision that allows a LPC member to be a voting member of the Board that that provision be amended. Please keep the department informed of the specific actions you take to address this matter. Summary UCSSO will: (1) increase the communication with the Grantee by providing prior written notice regarding insurance coverage, (2) repay disallowed Head Start costs for the extended service at Bridgemont once these amounts have been determined, (3) submit timely demands with accompanying support documentation, (4) Revise bylaws and submit copy to Grantee for verification, (5) continue to accept training and technical assistance regarding procurement procedures and appearance of conflict of interest and, (6) remove the appearances of conflict of interests once they have been identified. _ �x ti b if 8 The Grantee agrees to provide upon written request.from UCSSO continued Training and Technical Assistance that is outcome based, as well as continued monitoring to ensure a higher probability of contract compliance. The County Head Start Contract with UCSSO states that three corrective action notices places the agency on probationary status. While the.Head Start contract allows the issuance of corrective action notices for violations of Federal Regulations or Contract Terms and Conditions, the Grantee has been able to resolve many issues with UCSSO without the use of corrective action notices and only issues these notices when there is a matter that materially impacts the program and/or its administrative management. UCSSO will receive two additional corrective action notices for the following issues: • failure to be in compliance with the issues identified by the Federal Review by August 15, 1995 consequently the Grantee was unable to certify, in our letter of August 17, 1995 to the Administration for Children and Families, that UCSSO is in compliance. • unauthorized transfer of Head Start slots from Antioch to Brentwood. Detailed corrective action notices will be sent to your agency by August 23, 1995. UCSSO is solely responsible for performance that maintains contract compliance. The Grantee continues to offer Technical Assistance and Training to help the agency and will cooperate-in all ways to improve our communication. However, it is critically important that UCSSO comply with all Federal and State.Rules and Regulations and contract terms and conditions. Please call me,aL:313-7350 if you have any questions regarding this matter. Sincerely yours, ZoSparks, Director cc: Board.of Supervisors "L Phil Batchelor;,CAO Scott:Tandy Head Start-Policy Council County Auditor-Controller , Daneen Cali, Head.Start Acting Program Manager Xl�ib t fC*O* n w . .J ui,-d May 31, 1995 AdminJLitrative Offices JUN 0 2 1995 O 837 Arnold Dr.,Suite 100 �� Martinez CA 94553 u1 (510)229-2210 l: Fax(510)229-0309 Joan Sparks, Director Community Services Department Community Centers Contra Costa County O 837 Arnold Dr:,Suite 100 1220 Morello Avenue, Suite 101 ' Martinez CA 94553 (510)229-1600 Martinez, California. 94553-4711 O, 157.9th•Street Richmond,.CA 94804 _ (510)232050 - Dear Joan: O 501 Railroad Ave.. = Pittsburg.CA 94565 We greatly appreciated yesterday's meeting called by Scott Tandy that will allow (510)439-7515 us to address--the issues raised with greater clarity,- We feel that this additional o 1*20 oak street -insight will enable us to more comprehensively meet your requests as outlined in Brentwood CA 94513 your memo of May 4;.1995. Consequently, we have not been able .to meet the . (510)6347-6144' initial time ,frames outlined- in your original letter. .We apologize for-the delay and are requesting-an extension to respond to some of the findings. Head Stan Adrt U&trative.0ffice Finding NO. One Ci .120 oal4Strect - -As we explained in yesterday's meeting, Mr. Amador-has been providing various Brentwood,06 94513 consultant- services for projects for the UCSSO over the : ast three ears. His _ (510)5.16-2060 P 1 P years. Fax(510).516-0762 most recent sduties_have evolved to acting as an.interim Director of Operations-for e the agency.. When-our CPA left last August, Mr. Anlador was directed.to.assume the oversight of the fiscal operations for. ninety days and:'given. the task .of Nutrition Progr2= reorganizing and theresponsibi,lity for supervision of the fiscal department. We' O 100 Village Dr. Brentwood,CA 94513 agree-that protocol may not have been followed in drawing up a specific contract (510)634-5040 - to render these, services`given,this short period of time. We-can do that.now and have it retroactively approved by our LPC and Board of Qirectors as sugaP P� hvy vour staff. However,.we need an extension of time to prepare 'and.schedule.this Private Industry Council - matter for.the 1LPE meeting and our regular scheduled board meeting of June DTPA 0 120 oak.Street 28th. After these meetings we can more fully-answer the questions and provide Brentwood,CA 94513 the information that you have requested. ' (510)634-2195 Finding. No. Two This expense was -to reimburse UCSSO for an additional accounting. staff who provided services t-.the Head Start"program throughout 1994.. This staff position was included,in Head Start's staffing pattem,in-1994 as part.of the supplemental funding grants which were not approved by.ACF. In.January. of this year, this position was included in our Head Start budget for 1995. Upon further review our records show that only $11,312.85 was charged to the program and not $13,213. We this ex ense.as salaries 'and fringe rather' than contractual services and requesting approval for this sta c ange per I " 1 Joan Sparks, Community Services Department May.31, 1995 Page 2 recommendation of your staff. The amount to be reclassified to salaries is $8,865.87 and to fringe is $2,446.98. Finding No. Three The expense for legal services was incurred to review revised personnel policies and procedures, revised IPC bylaws, consultation on employee layoff policies and a request from the LPC to render an opinion on our necessity, as a private, non- profit entity, to adhere to the Brown Act. We feel that these were reasonable and allowable costs that have been approved in the past and feel that the denial of our budget change request for these costs was arbitrary. We thank you for your staff's suggestion that pro bono legal services, perhaps through a board member, could augment and keep legal expenses to a minimum. Upon—y su taf 's recommendation we are r e request for approval for a line-item get increase for these legal services. ` Finding No. Four Computer components were purchased and invoiced at less than $500 per item. These were Macintosh items and each keyboard, monitor, printer and computer has its own model and serial number and can be purchased separately. We further want to clarify that we did not change our minds regarding purchase of these items as reflected in our letter of December 27, 1994 attached herein. We purchased two freezers that cost $449 each. However, with the added delivery and set up costs, etc., this amount exceeded the $500 cap per item. We have attached herein the list of the purchases made and copies of our budget change requests for 1994. It was understood and agreed that once this information is received by your staff they will determine what items require prior County or ACF approval. Once it is determined, your staff can solicit retroactive approval from the appropriate sources. Finding No. Five Mr. Prince called today to let me know that the fiscal consultant who will be providing our agency technical assistance was contacted and given our number to set an appointment with us. This approach is greatly appreciated and we also consider this a proactive measure to insure an even greater level of proficiency in our fiscal office. Your staff has already been provided copies of our general ledger and the non- federal share report each month along with our demands, financial statemented. detailed breakdown of our administrative expenses. On May 26th We 4: delivered copies of our payroll detail for the months of March and Aohl- e intend to incorporate this item in all our monthly reports from now on. If at all possible, an extension for the Quality Improvement Plan would allow us to complete the review process with my staff, the LPC and Board of Directors. -Our next LPC meeting is June 20th and our next Board of Directors regularly Joan Sparks, Community Services Department May 31, 1995 Page 3 scheduled meeting is on June 28th. At that time we could submit'a plan reviewed and approved by these bodies. We believe that many of these problems could have been avoided if the demand and payment process had been reviewed on a timely basis and questions asked then and not.five months after the program year had ended. As you well know we have discussed at great length these past months our need to revise our Head Start Contract because of its confusing and excessively restrictive conditions and requirements. These conditions and requirements place a tremendous burden on all of us. We are all in agreement that to streamline the Head Start contract would create greater efficiency and effectiveness in operating our Head Start program. We expect and are in full agreement that everyone should be held accountable to the rules and regulations of the program. We would like to thank Scott, Margaret and Al for their willingness to meet and work with us to solve these issues, which will strengthen our program and allow us to continue providing much needed services to our children and families. If you find it necessary, I can make myself available to meet with you at your convenience. Sincerely, G�a lU'69�4-c'� Richard S. Lujan Executive President attachments cc Daneen M. Cali, Acting Head Start Program Manager Donna Thomton, UCSSO Head Start Director Arnold Flores, UCSSO Board Chair Desiree Smith, UCSSO LPC Chair Scott Tandy, County Administrator's Office co Community Services DepartmentCentra ChildDeveloprnent 374-3994 Communty Action 313-7363 od Service Administration Costa FOHeadd Stan 374-3850 1220 Morello Avenue. Suite 101 Htart 646-5540 Housing and Martinez, California 94553-4711 County Energy 646-5756 PATHS 427-8094 (510) 313-7350 Fax: (510) 313-7385 AE-.c Joan V. Sparks, Director June 8, 1995 Arnold Flores, Chairperson and Members of the UCSSO Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way, Suite 101 Martinez, Ca 94553 Subject: UCSSO Fiscal Review Dear Mr. Flores: This office is in receipt of the May 31 letter from Richard Lujan, Executive President of UCSSO in response to the Community Services Department's first quarter monitoring report of May 4, 1995. The Board of Directors for UCSSO has legal and fiduciary responsibility for compliance with all Federal Rules and Regulations concerning its contract for operating Head Start in East County. Therefore we must require your immediate response to the Department's continued concern over unanswered findings in our recent review. None of the documents requested by the Department in its May 4 letter to Richard Lujan have been received. It is necessary that we reach closure on this matter as soon as possible. Except for time extensions provided in this letter, we expect a response to all- unanswered questions and requested documents by Friday, June 16, 1995. Finding Number One. Payments to Consultant This finding concerns unauthorized charges to the 1994 Head Start grant in the amount of$9,880 in 1994 for contract services. Your agency states in the May 31, 1995 letter that Al Amador was retained in the fall of 1994 to assume the role of Interim Director of Operations. This change was not approved by the Shared-Decision Making process as required in 70.2/1-30, 1304.5-2(a) and under the terms of your contract. 1 Affirmative Action/Equal Opportunitv Emplover . C x Given the information provided in the letter, the Department cannot authorize the use of 1994 Head Start funds for consultant services provided by Al Amador. Notwithstanding Mr. Lujan's response that a position of Interim Director of Operations had beer} created, Mr. Amador was unable to confirm his appointment to the position when asked by our monitors. Our monitors received conflicting responses from UCSSO staff and Mr. Amador. We have serious concerns regarding the inability of UCSSO to reconcile these contradictions. The Department has no record of Mr. Amador, his employees, or his companies doing business with UCSSO for Head Start in 1995. Any 1995 charges by Mr. Amador that do not conform to Federal Rules and Regulations and the provisions of UCSSO's contract with Contra Costa County will be disallowed. Our other issues with Al Amador's services are listed below: 1. The Basic Contract and Supplemental for 1994 did not provide for n"Director of Operations" on the staffing pattern in the contractual or personnel area 2. There is no record of any budget change requesting that 1994 Head Start funds be directed to fund such a position or contract. 3. UCSSO does not appear to have a procurement process in accordance with federal regulations, whereby the successful candidate for the position of interim Director of Operations (if approved) was chosen as the result of an open competitive process. 4. There is no evidence of a formal 1994 contract between UCSSO and Mr. Amador detailing the purported services with necessary approvals under federal rule for the Head Start Program. Therefore, we must ask that UCSSO provide no later than Friday, June 16, 1995, the following: 1. Copies of all service agreements,.contracts and/or invoices, 1099s and W-2s for services to UCSSO by Al Amador; Contracts Services Education Inc.; or any other controlled or involved companies of Mr. Amador for contract year 1994 and 1995. 2. A written statement identifying the specific services rendered to Head Start by Mr. Amador his employees, companies or subcontractors. 3. A copy of UCSSO's accounting procedures manual updated for 1995. 4. A copy of UCSSO's procurement procedures updated for 1995. 2 XA ( bif C Finding Number Two Accounting Services This finding concerns the unauthorized billing of accounting services by UCSSO to the 1994 Head Start grant in the amount of S13,213. The practice of encumbering funds yet to be granted by the funding source or the contract is unacceptable. It is an extremely poor management practice and we are concerned that UCSSO is expending requested Supplemental Grant funds prior to funds being awarded by ACF. We advise all delegate agencies not to incur or expend anticipated increases in funds until the contract has been amended to reflect the increase of funds. Once the CPA Technical Assistance is completed(see Number Five), we will make a determination regarding the amount of funds to be disallowed regarding the additional accounting services. We request your cooperation with the impending CPA accounting Technical Assistance and the reconciliation of your accounts (see Number Five). Finding Number Three. Legal Fees This finding concerns unauthorized charges to the 1994 Head Start grant in.the amount of$1,986for legal fees that had been previously been denied for payment by the County. Your request for an additional allocation for legal fees was initially denied in 1994 based on the lack of documentation that the Shared Decision Making process was followed as required by 70.2/1-30 and 1304.5-2(a). In addition the expenditure was denied because the services were provided prior to the budget change request and did not follow your Head Start Contract requirements. To assist us in making a determination regarding this issue, please submit copies of all invoices charged to Head Start for legal fees and written justification for its use and assignment to Head Start by June 16 which will provide verification that these services were actually in support of the Head Start Program. Finding Number Four. Equipment This finding concerns the use of 1994 Head Start funds in the amount of$9,239 to make equipment purchases without prior County and ACF knowledge and approval. Paragraph five of the Special Conditions sectio.of UCSSO's 1994 Head Start.contract states that any purchase of equipment over$500 must be approved in writing in advance 3 Finding Number Two Accounting Services This finding concerns the unauthorized billing of accounting services by UCSSO to the 1994 Head Start grant in the amount of$13,213. The practice of encumbering funds yet to be granted by the funding source or the contract is unacceptable. It is an extremely poor management practice and we are concerned that UCSSO is expending requested Supplemental Grant funds prior to funds being awarded by ACF. We advise all delegate agencies not to incur or expend anticipated increases in funds until the contract has been amended to reflect the increase of funds. Once the CPA Technical Assistance is completed (see Number Five), we will make a determination regarding the amount of funds to be disallowed regarding the additional accounting services. We request your cooperation with the impending CPA accounting Technical Assistance and the reconciliation of your accounts (see Number Five). Finding Number Three. Legal Fees This finding concerns unauthorized charges to the 1994 Head Start grant in the amount of$1,986 for legal fees that had been previously been denied for payment by the County. Your request for an additional allocation for legal fees was initially denied in 1994 based on the lack of documentation that the Shared Decision Making process was followed as required by 70.2/1-30 and 1304.5-2(a). In addition the expenditure was denied because the services were provided prior to the budget change request and did not follow your Head Start Contract requirements. To assist us in making a determination regarding this issue, please submit copies of all invoices charged to Head Start for legal fees and written justification for its use and -'- . assignment to Head Start by June 16 which will provide verification that these services were actually in support of the Head Start Program. Finding Number Four. Equipment This finding concerns the use of 1994 Head Start funds in the amount of$9,239 to make equipment purchases without prior County and ACF knowledge and approval. Paragraph five of the Special Conditions section of UCSSO's 1994 Head Start-contract states that any purchase of equipment over$500 must be approved in writing in advance 3 10V bit 6 by the Grantee, and if applicable, the Administration for Children and Families before the use of Head Start funds can be authorized. The Federal Office of Management and Budget's Circular A-110 defines the acquisition of equipment as "the net invoice price of the equipment, including the.cost of modifications, attachments, accessories, or auxiliary apparatus necessary to make the property usable for the purpose for which it was acquired". In this case, UCSSO requested approval via a budget change to purchase computer equipment. When this request was questioned by the Department, UCSSO advised the Department in a letter dated December 22, 1994 (copy attached), that it would not purchase computers, but would instead purchase supplies in order to comply with contract requirements. In actuality, UCSSO purchased computer and food service equipment but billed the 1994 Head Start.program for Supplies. Further, the equipment was broken up into pieces to create the appearance that"supply"type items were being acquired in accordance with the contract instead of the actual equipment purchases. This incident appears to be an attempt to circumvent and thereby breach the 1994 Head Start contract as well as existing Federal Regulations. This kind of unacceptable contractor conduct will not be tolerated under any circumstances. In order for the Department to determine how to proceed with this matter, it is necessary for you to submit by June 16, 1995 copies of all invoices for supplies and equipment purchases, and a written statement as to where the supplies/equipment are located, and to which Head Start staff they are assigned. Finding Number Five. Accounting System This finding concerns the discovery of a significant dollar difference between what was reported to the County in 1994 Head Start expenditures and what was actually recorded in the agency's accounting records. We appreciate the willingness of UCSSO under our offer of Technical Assistance to cooperate with Ms. Susan Hanson, Certified Public Accountant, who will perform a thorough review to suggest improvements to your agency's accounting records. Your request for an extension of time to develop and submit a Quality Improvement Plan (stating how UCSSO Board of Directors will take corrective action and make improvements to your systems) is granted and the plan is now due by June 28, 1995 as requested. This Quality Improvement Plan must include the oversight methods by which the Board of Directors will improve its practices under 45CFR74J for monitoring the following: 1. All Head Start expenses, contracts and grants. 2. The financial management of Head Start contracts. 4 xk1bj c 3. The use of Head Start budget as a planning and management tool. 4. Shared Decision Making between the Board and Local Policy Committze. 5. Performance evaluations of key Head Start Personnel including the Executive President and Head Start Director. In an effort to prevent future disallowed costs from occurring, your agency will be placed on a pre-audit payment system beginning with your May, 1995 expenditures. On June 19 and 21, we will be conducting a fiscal review of the first five months of 1995. We have asked Richard Lujan in a letter dated June 6, 1995 to provide the following: 1. A copy of your agency's Local Policy Committee and Board of Director's approved 19915 cost allocation plan prepared in accordance with Federal Rules and Regulations; including a detailed breakdown and assignment of agency wide costs for the Head Start program with respect to staff, space, utilities, and other shared costs. You are also required to provide a cost allocation plan and a statement as to how charges are made for the Martinez UCSSO Office. 2. A list of all Head Start purchased equipment, prepared in accordance with Federal Rules and Regulations. We request that a member of the Board of Directors be present during this review and at the exit conference scheduled for 4 p.m. on June 21. If you have any questions regarding this matter, please do not hesitate to call me. Sincerely, Joan Sparks Director cc: Members of theBoard of Supervisors P. Batchelor, County Administrator Daneen Cali, Acting Head Start Program Manager Head Start Policy Council Members Richard Lujan, Executive President Donna Thornton, UCSSO Head Start Director UCSSO LPC Members 5 46718 - Federal Register J VOL 57, No. 197 J Friday. October 9. 1992 J Rules and Regulations DEPARTMENT OF HEALTH AND conduct,and direction of local child is enrolled in Head Start as either -UMAN 5ERVICES programs. a three or a four year old,he or she is to In fiscal year 1991.Head Start served remain in the program until kindergarten Administration for Children and 58,2,325 children through a network of or First grade is available to the child'i Families approximately 1.340 grantees and 6-10 the child's community,except'when 45 CFR Part 1305 delegate agencies.Delegate agencies there are compelling reasons for the have approved written agreements with child not 10 remain in Head Start.This RIN 0970-AS02 grantees to operate Head Start would.in most instances,prevent a programs, child from being enrolled as a three year Head Start Program While Head Stall is intended to serve old but not served at age four,as is primarily low-income children and their possible under current regilatio, ns.7,P)is AGEwcr.Administration on Children. families, Head Start's regulations permit rule wou!d also draw attention to the Youth and Families (ACYF), up to io percent of the children in local importance of gran!ees carefully Administration for Children andprograms to be from families who are Families (ACF)-Department of Health I not low-income.The Act requires that a weighing the need for more than One and Human Services (HHS). minimum of 20 percent of enrollment year of Head Start services when ACTION:Firizi rule. opportunities in each S*atc 1_e made making decisions to enroll younger available to children with disabilities. children.since serving a child 1.1c.-mo.-e ,Amt--Ry:The'Administra lion on than one year means that another c�;,d sv Such children are expected to will not have the opportunity for a He a--: Crvi;dren. Youth ard Families is participate in the full range of Head Start experience. Start activities with their non-disabled amending 45 CFR part 1305 which .I d Fiverni eligibility reqv;rements for peers, and to receive needed special Under current regulations, when !1;ere virollment of children in Head Start. eduzaicr, and rela:ed services. are more income-ehgible children tt.an Currently,most Head Start grantees can be served,programs must se!ez, 11. can of the Final Rule -i:h the lowest i :�me. have more children living in their those families �,% Iric se-ice areas than they are able to The purpose of this rule is to define a When programs adhere to this single serve.Each g7ar!ee must make process to be used by local Head Start criterion,it limits their ability to respond decisions regarding recruitment, prograrns for the recruitment,enrollment to a var:ety of special circums#z7-.cis!rI selection and enrollment Of children. and selection of Head Start children that their communities. such as the nee-Is of T�e rurpcse cf this rule *s to specify is organized, focused, and more'unifor-m families involved in substance abuse or I pToc.e-_'urES that%..t;ll assure that these among grantees and vrich provides of single parents --ho are wo-Aing. decisions are c3refuil-;planned and Opportunities for the greatest number of In addition,the current regulation-,zV made at the;.ca!level:gave all children to be consideree for Head Start cause programs to enroll three vez:otc, in:e.�sted farri!:es an opportutity to be services. children and serve them fcr two years. s2ns:dered for e-irclimen-t: and help Curren-N, Head Start g-2r'.:eES are not because they believe they nee-an allowing as additional year or se.-vice, b:;l s-m full en.-ollment.21 funded to serve a geographic a:,ea.This 9 ni-jhicit count be a City, y, y. r,-i6ny 0;:b;c Children as possible to be area may because their fam:!y income is Ed. multicounty,or other area' nthat lower than another ch;id's. EFFECTIVE DATF-:This rule is effective Possesses a commonality of interest We are exoacins the cn!era for Ncvember9AzGZ, needed tooperate a Head Start program. selecting among income:-elizible In the past, we have assumE44 that a FOR rURT.'(E;t INFORMATION CONTACT_ grantee is responsible for providing by allowing each pr07'Tam 10 d-E;;n! CuLg!as K!afehn,Acting Associate. Head Star! services to i!s entire service ce other criteria,in addition to!Owed Com- m;ssiune7.Head Start Bureau. area. even income.Such criteria rn-'Zht include t*-e J_2('2 though its operations may age of children or the specia*'reeds have !org been concentrated in certain a family may have.We believe this S';PPLEMENTARY INFORMATION: parts of the area because resources I. rro-Tam Purpose were limited.We are coacerned that,as result in programs eSt2b!iShing Crite`:a funding for Head Start programs for selection that are more close!_. bi s d S!a.-!. as authorized under the -.creases. grantees may !end to expand it .xpa-d on the needs in their ccznruiit!es end Start Ac! (',he Act). section 635 or services in the areas where 0-lev are the capacity of their PTC,=a-rs. Law 97-35. the Cr:nibus Budget already operat:nl. rather than move into However, as prcgrar-.s deter.mire ie:r Ac! Of 1981. (42 U.S.C. unserved parts of their service area. We own selection criteria based on loc=-) !4831 et seq.) is a national prograrn are• therefore.requiring:(1]That needs and circumstances,we~van: !a �-Tovid'n-ct,rnprzhensive child —an' -prog, �e clearly identify a specific urge. rams to consider serving:..e ce%elopment services.These se.-vices service area which is agreed to, in maximum number of children during:�.e i,,e provided p-r!rnari!y to',c%-1;-income writing. by the responsible HHS official, year before they enter public schocl- chileren.age three to fivp,and their and (2) th2t grantees consider the needs Programs are expected to serve -he families.To help enrolled children of and recruit ch-.1dren from the entire children with the greatest need`'•'I --d achieve their full potential, Head Start Seugraphic area they have ageed to who can benefit the most from fi,6 programs provide comprehensive health. serve. ,o.the extent their financial Start. When a program's rest:,_4 :;w.;t*onal.educational.social and other rt:sou.-ces allow.This.combined with limi'ed, such choices should seTvicF.s.In addition. Head Start the establishment of new grantees in considering whether the nee,-s c.f 7 P-og,,ams are required to provide for the cur-renfly unserved communities or YeZ7 Olds justify providing t:em d:.-ect P2r!'cipat;on of parents of service areas,will enable the maximum two years of service at t}e ex;ense en,o!led children. Parents recei,*-e number of children to have an eligible four year o!ds who trai:�;ng and education that fosters their opportunity to enroll in Head Start. thereby not be ser-'ved at all. unde7s:anding of and invch,ement in the In order to help children car7y the• In addition to these major elerrc--`;• da,-e;opnient of their children.They also gains they have made in Head Start into this r,Je requires that Head Start become involved in the development, school, we are also requiring that once a grantees: 46720 Federal Register / Vol. 57. No. 197 / Friday, October 9, 1992 / Rules and Regulations "estimated"regarding the number, . least 90 percent of the children who are out the application form in order to : r geographic location and racial and enrolled in the program must be from assure that all applicatior.requirements ethnic composition of children in the low-income families. Several for the program are completed before grantee's service area. respondents,many of them parents of the selection process begins.There was Comments received on paragraph (c) children enrolled in the same Head Start one comment supporting this secti;n of this section"of 4 1305.3 were Program,requested that the income- and no change has been made. favorab!E.A technical change was made eligibility guidelines be raised to allow Paragraph tc)of the NPP\f added z for clarificaticn. programs the option of serving children new requirement that,for each p-cgrar• Paragraph (d) of Q 1305.3 proposed an from families that are barely over the except migrant progrems,the:umber o: annual update of the community needs • income-eligibility guidelines.Others applications obtained during the assessment to assure that cha'nges.in the suggested that Head Start income recruitment process that occurs p;iu, to community are refrected in the Head eligibility should be the same as that of the beginning of the en-olimcni year Start program decision-m2king process- the USDA Child Care Feeding Program must be at least 20 pervert greaie- :'•-an Several respondents suggested the we for free end reduced meals.Weare not the enrollment opportunities thzt ere eliminate the updates in year; two and changing the requirement that a:least 90 anticipated to be avz:lab!e over the three since communities do not change percent of families must be at or below course of the next enrolLmerl yez-. that much:We believe that there r,.cy be the income-eligibility guidelines,since There were 21 conmerts en this sec:icn instances where there are significant we are currently serving o i!y a portion So7:e respondents supported hzvtri a changes in community circumstances of the Dig;b!e children from fasniiies that s;^ec;!-c.me2surab!e rEq.ireTer.: over a one or two year period.and, are at or below the guid,_lint:s.In rega-ding the number or applica::c- therefe-e,we are kesp!ng tie 12ng::age addition,changing this requiter^ent each proo-am must obtain dur rc:`•: as it ores proposed. We do not expect would involve a change in tce Head r.,3jor recnrilmeni effort,}.fast,hc-.+e,E. grants_ to conduct an extensive revie:. St2rt legislation regarding ho%v t':_ disag-eed,indicating aa! t.E 2nou7.11 of c,!nm_ city needs assessment poverty line is detemnir,f-d. - was not realistic,especia:iv for lar information in d,e second and third There were ro comments or, programs.So e indica •ed L`:at it a_! years,but rather to limit analysis and paragraphs (c).(d), and (e)o, Q 15:;5.4 , not eliminate the need for orgoi-g information to these areas where there and no changes have been made. recruitment to fill vacancies w;*hin-,J have been silg-i!icant changes the: require a program to adjust p1z-s for Section 1305.3 Recrui=er„of Chi!d'-en days of their occurrence.since fpm:li_s Head Start services. This section describes actic:s to be cn the ltiaitin2 lis! are.ofie-as There were nc comments TE-ardin taken by Head•Star grantees and as fa-i.'ies enrolled fn the prcgrz-u. e g g- CthE:s indicated tha!, as prcg^,2:rs Et:- p2rag-aph,S(e)and (f) of 11305,3 and no delegate agencies w en tecruitirg Hlead cit--es h2yE bEen Irate.• St&T! c!aldrea, to serve o }t`ghEr pE:1 ce;' e CE a 2 h Head eli,i!l_ .ation in ce;:L. F2res,-zp't(a)req;;ires that et:. � p"p" Section 1305.4 Age o, C_`ui.''c'rr.�cnd , communities, it Nvill become r:-e Fc, -)come E,.gibili:y Start Program e^p.o} s recruit_.er, r , �:_ r` process that assures full enro.!ruen, in. d`-f,,cu,. to a..iere to t..._ Paragraph.(a)of Q 1205.4 proposed a the HeadESS t Sart Progra:;u. Several til a agree :het current 2.d f:;:o-E change in the age eligibilit} reg::iremert respondents w•ro!e in support of t'-is increases in the number of c).iicrrn b} stating thet a child wou'd be eligible requirement.indicating thzt i!reflects sen ed by each g-artee nz} rake it for Head Sia-: services v:her- the child is cu^ent practice in their Head Start increasing.} dif..cull for grants__ to at least th-eE }•ea-s of age by the date Prograns.Others,while supporting as meet the requirement for s fixe3 used in the car:nunity to determine intensive recrritz,ent effort.were percentaFE of applieztiora. We 2-E eiigibili:y fcr p_blic school,unless the concerned that Lhe NPPM implied door- modiiY'•ng paragraph (c) o`this sec:ia- approved grant award specifies to-door recruitment that is not always by dropping a fi\ed perce-:_Fe of olhe.--x.-ise.All cernments on this possible because of limited staff and applications that progr2ms are etiu:-<c a z h w•erE positive and no cl ar Es safer factors.This bra ,b h is a to obtain during recruitment ant a-e p-' €tP .F 8 Y F £' p ha%e been m2d2. restatement of the existing poli-y rec_Iring programs s::::pl}• to ab:ei:. a Several respon3e its were concerned contained in the Errollment and number of applications that is graz*f, that the discussion:rEga-ding giving four- Attendance Policies in Head Start, S-30- than the enrollment oppicrtuniries t=:! year-.old staid-en prior:} over other age 317-1-10.A.1-a., 1;b and l.c.The intent a-e available over t'te course o:tie groups implied that programs v.ere of this requi-ement is to resch those yezr.This will allow each Head S:z-: limited to serving four-year-old children. ch:'-dren most in need of er who could program to es!ab!ish an ir.dividua`.:zed The purpose of the discussion in the ber:efit most from Head Stat services in target. , preamble to the NPRM«•as to order to provide them with an We proposed a raw req�;ireme-.; 'o emp':asize the principle that programs opportunity to apply for admission to eddress the drop-out pattern of m:F_ant must make decisions regarding the the program.-In response to the conce-n programs in paragraph (d) cf tt.e NFRM needs of Each child when selecting those stated above, we d•,anged the word that prior to b^ginning Head Stat to be served by Head Start.Some "must" to"may"in the last sentence of sen ices in anew commur.it' ra'Fra-:� child.en may have needs that would paragraph (a)concerning activities in programs-m-_-5t obtain a numbs,-of warrant more than one year of Head the recruitment process. applications that is at least 20 percent Start services.Others may not have the Paragraph(b)of the %'PRM added a greater than the enrollment same level of need. All children,once new requirement that, during the opportunities that are acailab!e while ersolled in Head Start,are to remain in recnuitment process that occurs prior to- they are providing services in that the program until they are eligible for the beginning of the enrollment year,a community. Respondents from prco"raT' public school, unless there are IHead Start program must solicit serving children of migrant farm-oke.s compelling reasons for the child not to applications from as many Head Start did not believe that this requireme't remain in Head Start. eligible families within the recruitment was realistic for their programs. since it Paragraph (b) reiterates the cu."-,ent area as possible. If necessa the is often difficult to anticipate the requirement contained in § 1305.4 that at progr2rn must assist families in filling number of families that will require 0 4,6722 Federal Register / Vol. 57. No. 197 1 Friday. October 9, 1992 Rules and Regulations disabilities,regardless or family income, do have kindergarten or first grade have to continue serving children for a before requesting an exception.We available to them should be given a second year when another child migKi believe that this broader interpretation lower priority for services than those have a greater need for Head Start is =ore in keeping wit. the intent of the that do not.We do,however, services. Head Start Act's requirement to provide understand that -here may be situstio= I We believe that continuity is an enroliment,opportunities,for children such as those received in comments on important aspect of Head Start service., wish disabilities. this paragraph,when programs will since one of the purposes of the progr"r, We are further clarifying that,when decide that it is in the best interest for is to prepare children for entry into er_roliinF a child'with disabilities in the child to remain in Head Start even public school.We believe that once a Head Start,programs must consider though this may preclude another child child is enrolled,it is important for the Whether the type of program services from receiving a Head Start experience. child,to ccritinue to build on the gains provided ded by Head Start are the most paragraph(a)incorporates an existing achieved in Head Start.In Order in appropriate placement for the child policy contained in the Enrollment and maintain thtse gains,we think that all according to his or her Individual Attendance Policies in Head Start.S-ZO- children should be enrolled with the Education Plan(IEP). 317-1-40,A.7-C3..regarding the , understanding that they are to continue Paragraph(d)of 1,13C5-6 of the NPR-M maintenance of waiting lists of Head receiving Head Start services until they added it new requirement that a . . Start eligible children-and families.It are eligible for public school.However. program must not enroll any child who requires that,at the beginning of each because of the comments that were is eligible for kindergarten or first grade enrollrr.ent yea.-and throughout each received,we have added the option for and for whom Kindergarten or first grade year.a Head Start program must an exception when there are compelling is ava I *lable in Gate child's community develop and maintain a wa:'tin&list that reasons for the child not to remain in unless the program`ras first enrolled all ranks children and families accord:rg 10 Head Start.A compel-ing reason for not interested and Head Start eligible tits program's selection criter'a to help re-enrolling a child might be when the children livL-ig in the program's service assure that el;gible children and families a.:!d is from a family whose ir.come has area Tor whom kindergarten or first are immediately available for risen and the program wishes to enroll a grade is not available.A large number enrollment in the program when different child from a more needy of respondents commented on this vacancies occur.No comments were family. paragraph.A small rinmber of received on this paragraph End no We have also added that,rather t�.,-,n respondents supported the requirement, changes have been made. simply being generally available. stating that it would stneng!hen their Section JX5.7 Enrollment and Re- kindergarten or first grade must'be position when school systems want enrollment evaiiable for an individual child in't'e children to return to Head Start even child's community to emphasize the though they are eligible for public This section contains requirements for school.Most respondents disagreed the ongoing enrollment of children in a continaity of services once a child is enrolled in Plead Start.This would ellc-.-." with the requirement,warifing to retain Head Stari program. sure programs the option of serving children the option of giving priority for Paragraph intended to as- who are age eligible for kindergarten but enrollment to children when they are continuity for the-Head Start child cannot attend because se of local age-eligible for kindergarte;L because between Head Start and kindergarten or circumstances that include readiness they believe it to be in the child's best first Fade.As stated in the NPM it testing or lack of transportation.In interest to remain fh,Head Start.Many requires that all children who are addition,we have dropped the proposed respondents were particularly enrolled in a Head Start program,except MUM concerned &�at they be allowed to retain ch0drim enrolled in a mi&Tant prcp-dm exemption for continuity of M .ent for children in Parent and Child Ceniem the optimo I a of serving children with or a Parent and OWd Center,must be from patrqraph(a]of this seC6071.Sir'Ge disabilities who are of kindergarier.age., allowed to remain in the program until the NPRM was published,the must The National Head Start Association kindergarten or first grade is available recent Head Start Act in section 640 iho,,;ght that this requjreme_r1TwOu)d in the child's community.Most Of Lute added a requirement that agencies violate s-ection 545(c)of the Head Start comments received on this paragraph I were positive.supporting the continuity receiving fun 'rfor parent and Child Act that allows programs to serve are Centers are to provide conkin'10-s children Lhroug) compulsory school of services to children once theyareto children through crMPL-15c:y attendance. enrolled in Head Start.One respondent Some respondents indicated &at, who disagreed with the requirement school age,to the maximum extcnt because kindergarten is not mandatory stated that there are,times when meeting PracUcab1,e_ in merely School div reacts Some school this requirement would be difficult.Forr Paragraph (b) requires that each Ht ad roust. rT-Aainta-r.;.I districts do not pro,.�ide transportation, example,when centers are moved from Start grantee If aving many low-income families one community to another because of enrollment level that is not less than i" ,k,iihout a Nay to get their children to, population shifts, programs would be enrollment level indicated on its 87G:,' school.These&iHrtri frequently stay required to continue serving children award.Paragraph(b)also ir-6idei. 1—:1 rvqui home for the year they cou)#,bedn who could berelurning to Head Start for exceptions to Lhis that remert:(1)a vazenry kindergarten' . a second year of services.We believe a prograr.determines ti'l'e have-considered all or these that, in this situations,parents could be exists, up to 30 calendar days may iand comcommentscommentsand are eliminating th:s offered the opportunity for services in elapse before the vacancy is tiled;.elect s should Id not (21 a center based pr ram.Mal- I I Paragraph from..theflinal regu!etion,,We another center,but program h u 0_F 0, Zen it w j d added language td` have to make extraordinary n I to fill a v a cang)L w . have, however, ad S 0-i- paragraph (b)of this rection that 'arrangements for transportation brother resu I in agbild bei enrolled IrS requires progams to consider t I he services in order to continue serving -W—c-al-ender day s from I I ----------------r— c the availability of kindergarten off some children. program s enrollment ear.M-5% grade to the cchild when _t.-Jcon en is paraFjolhecting� A.Dothex respondent thought that this children whb are to receive He�i&,Starl requirement would mean that programs -ere Positive.Respondents partjcuhsr!y sen-ices. 141re believe that childrer>shat fist enrolling a child at age three would supported the option of leaving reocrat scegtster j Vol. 57. No.157 / Friday, October 9, 19G2 / Rules and Regulations EX 9SIR REOMGt'A rom TAxitf-{orttirrwed efforts on specific data.Grantees will descnbL18 the rule's impact an small not be required to conduct demographic entities.Small entities are defined by tYr_--*^or me Scjiemaded nits Of air or surveys or.create new data bases, the Act to include small businesses, [rut Nit `"""�""""o"""'°"r thereby minimizing costs. small non-pr+oM organizations,and The Department has always sma>j gore rsctental entities.White this r3oss res tJn»rrSeQ1 monitored grantee recruitment practices regulation would affect small entities,it ,aos.ro E"Dwmrx and Anwxurce Po, c6u in Ha&d szut s-30-317_1r along with other program requirements. is not substantial.In many usstances 20,t:sna z In addition.tht Department has small entities already meet most of the �"sr-m* reviewed community needs assessment requirements,since many pre data during the grant review process. restatements of current policy and since These efforts will not change as a result they are considered best practice-For of this Wile and the costs should remain these reasons,the Secretary certifies IV.Irrrpact Analysis stable for Federal government activities that this rule will not have a significant Executive Order 12291 and for many of the grantees in impact on a substantial number of rma'-I complying with this rule as a whole.the entities. Executive Order 172`32 requires that a intent of which is to assure that .regulator) irrpact analysis be prepared minimum and consistent standards in poperw•o.k Reduction Act for major rules. which are defined in the this important area are achieved Order as any r:;;e that has an annual nationally. Under the Paperwork Reduction Act effect on the national economy of 5200 When grantees design their program of 2980'(the Act),public Law 95-511.all million or more,or certain other and recruitment systems,they are Departments are required to submit to specified effects.The Department has currently required to consider the Office of Management and Budget determ ned that these rules are not ,community needs.Most grantees comply (O&m)for review and approval any major rules within the Executive Order with this requirement.We do no:have reporting or recordkeeping requLmments because t4ey will not have an annual data that&flows us to estimate the in a proposed or final rule.The final rule effect on&.a Bas economy of o million or mimber that will need major changes in contains inforrnation collection more;nor result in a tnajor increase in their recruitment practic-es.However. requirements in section 130.5.3 costs or pricts for consumers,any since carrying out recruitment and industries,and vetnn ental agencies, concerning community needsy go ge. enroIlment activities is an existing assessment.We estimate that thi= or any geographic region:and,they will requirement for grantees.we do not re uirement will take each grantee 40 not have an adverse effect on believe the new requirements will result q competition,employ=ent,investment, in significant added costs in this area hours to complete annually.As ane-third productivity,innovation or on,uhe ability nationally.Some of the specific rales of the grantees (4471 will be doing the of United States-based enterprises to some grantees follow in recruiting and needs assessment each yea:,thee total compete xwith foreign-based enterprises enroMig children may change but not number of hours annual',y will be 1%W0. in domestic or import markets. their overall level of effort The requirement for the update reports This final rule specifies proceduresCosts as with irr pee eating in}e&--s two and three have minim.,al that vill assure that decisions regarding this mile will be mainly administrative burden bouts because we anticipate Head Sart recsuiLment,selection and and minimal given the fact that the only a very small number of grantees enrollmert of chi;dren are cane-fullv changes required will not affect the will have any significant changes in planned and made at,the local level: entire grantee population and the fact their corrmunides to report In give all interested families an that the changes required are"best accordance with section 383+(h)of the opportunity to be considered for practices"that many grantees have been Act the Department bas submit:ed enrollment:and help maintain full successfully using in their programs. 1305.3 of the final rule to OMB fat its enrollment, allowing as rrany eligible Thus,the Department concluded that ravieM and approval. chi'dren as possible to be served. Such these regulations are not major rules . Organizations and indiv duals procedures are necessary to address within the meaning of the Executive desiring to sub-nit ct:mments on t2he changing conditions that have affected Order because they do not meet the 8 the Head Stat pro-ram over the past informztian collection regnirem=e-t p a p threshold e�iieria. should direct them to the agency o. 'tial several years. We believe the benefits derived from designated for this purpose chose r�ire 'sere expect-ar.y additional costs this rule will far outweigh any costs >TM attributable to these provisions to be incurred.The benefits irgcltode a more aPPeam in this peas rble,and l the significantly less than S,,00 million.The focused and uniform process for Head Office of In, sed liveRe-gOat cf rnain reason for this is that many Start recruitment,enrollment and Affairs,OMB,New Executive O.tsce grantees already meet most of the new selection activities.thereby, resulting in Building(mom 308),WasLi.rtg'ton.DC requiremen's.For example,with respect the provision of services to as many 20503,Attention Desk Ofircer for she to t`O community neer-s assessment eligible children as possible who are Adminisiration for Children and requirement,Head Start grantees have most in need of Head Start services. Families. always been required to complete a Regulatory Flexibility Act of 1980 comm unity'_.nee ds assessment as part of LEI of Subjects in 45 CFR p&-t 130.5 the application for refunding. In the past, Consistent with the Regulatory r the grant application instructions have Flexibility Act of 19W 15 U.S.C. ch-6). Head Start Enrollment,Educatiorl ar no! included rsy ecili-Dais requirements we tryto anticipate and reduce theDisadvantaged, Grant Provams(Soc.a° or explicit requi.eme:gists for analyzing impsctrof rules and paperwork 'P`rograms,Disabi:ities,preschool the data to determine key pm-yam requirements on small buninesses.For E.dscat:art_ decisions.T'he added specificity of'this each rule with a "significant economic rule will assist grantees by focusing, - impact cm a substantial number of small tCe'elog of Federci Dor,n"'ic Assy51"-t their community ;,eeds assessments entities`we prepare an analysis Prog ;r N%.mber 93,wo.Project Head'-t,n; 46726 Federal Register ( Vol. 57. No. 197 f Friday. October 9. 1992 / Rules and Regulations EX His younger.including types of disabilities (2)Include as many Head Start and use of family referrals and refer, and relevant services and resources eligible children as possible within the from other public and private agenci, provided to these children by recruitment area.so that. (b)During the recruitment process t community agencies: (i)The greatest number of Head Start that occurs prior to the beginning of t (4)Data regarding the education. eligible children can be recruited and enrollment year, a Head Start progra: health.nutrition and social service have an opportunity to be considered for must solicit applications from as mar. needs of Head Start eligible children . selection and enrollment in the Head Head Start eligible families within thi and their families: Start program.and recruitment area as possible.if (5)The education.health nutrition (ii).the Head Stan program can enroll necessary.the program must assist and social service needs of Head Start the children and families with the families in filling out the application eligible children and their families as greatest need for its services. form in order to assure that all defined by families of Head Start information needed for selection is eligible children and by institutions in 11305.4 Age of cfttldrert and tamitr 4 tr91bluty. completed. yo- e the unity that serve young (c)Each program.except migrant children:dren: (e)To be eligible for Head Start (6) Resources in the community that services.a child must be at least three Programs,must obtain a number of could be used to address the needs of years old by the date used to determine, process thations during the r to t recruitment Head Start eligible children and their eligibility for public school in the beginprocess that occurs prior to the greater than families,including assessments of their community in which the Head Start greate'rrng n the enrollment the enrollment year that availability and accessibility. program is located,except in cases g (c)The Head Start grantee must use where the Head Start program's opportunities that are anticipated to t information from the community needs approved grant provides specific available over the coupe of the next assessment to: authority to serve younger children. enrollment year in order to select tho< (1) Help determine the grantee's Examples of such exceptions are with the greatest need for Head Start and its long-range and rams servi children of migrant services. philosophy, programs n8 8 short-range program objectives: families and Parent and Child Center g 13os.6 Setectton procssa. (2) Determine the type of component programs. (a)Each Head Start program must services that are most needed and the (b)At least 90 percent of the children have a formal process for establishing program option or options that will be , who are enrolled in each Head Start selection criteria and for selecting implemented: program must be from low-income children and families that considers a (3) Determine the recruitment area families.Up to ten percent of the eligible applicants for Head Start that will be served by the grantee,if children who are enrolled may be services.The selection criteria must b, limitations in the amount of resources children from-families that exceed the t based on those contained in paragrap (b)and n of this section. make it impossible to serve the entire low-income guidelines but who meet service area. criteria the program has established for a d selecting the children and (4) If there are delegate agencies. selecting such children-and who would families e c served.the Head Start determine the recruitment area that will benefit from-Head Start services. must consider the income of be sen-ed by the grantee and the (c)The family income must be verified program recruitment area that will be served by by the Head Start program before eligible families. the age of the child, tt each delegate agency. determining that a child is eligible to availability of kindergarten or first (5) Determine appropriate locations grade to the child, and the extent to participate is the program. which a child or family meets the for centers and the areas to be served by (d)Verification must include crteria that each program is required t home-based programs:and examination of an of the following- (6) Set criteria that define the types of Individual Income Tax Form 1040. A,_2 establish in ¢ 1305.3(c)(6). children and families who will be given forms, pay stubs.pay envelopes.written (c)At least 10 percent of the total priority for recruitment and selection. statements from employers,or number of enrollment opportunities in (d) In each of the two years following documentation showing current status each grantee and each delegate ager,c% completion of the community needs as recipients of public assistance. during an enrollment year must be mad assessment, the grantee must conduct a (e) A signed statement by an available to children with disabilities reviety to determine whether there have employee of the Head Start program. who meet the definition for children been significant changes in the identifying which of these documents with disabilities in § 13052(a). An information described in paragraph (b) was examined and stating that the child exception to this requirement will be of this section. If so. the community is eligible to participate in the program. granted only if the responsible HHS needs assessment must be updated and must be maintained to indicate that official determines. based on such the decisions described in paragraph (c) income verification has been made. supporting evidence as he or she may of this section must be reconsidered. require. that the grantee made a (e) The recruitment area must include 4 1305.5 Recruttment of chatdren.. reasonable effort to comply with this the entire service area. unless the I (a) In order to reach those most in requirement but was unable to do so resources available to the Head Start need of Head Start services. each Head because there was an insufficient grantee are inadequate to serve the Start grantee and delegate agency must number of children with disabilities in entire service area. develop and implement L recruitment the recruitment area who wished to (f) In determining the recruitment area process that is designed to actively attend the program and for whom the when it does not include the entire inform all families with Head Stara program was an appropriate placement service area, the grantee must: eligible children within the recruitment based on their Individual Education (1) Select an area or areas that are area of the availability of services and Plans (IEP), with services provided among those having the greatest need encourage then; to apply for admission directly by Head Start or in conjunction for Head Start services as determined to the program.This process may with other providers. by the community needs assessment: include canvassing the local community. (d) Each Head Start program must and use of news releeses and advertising. de•.elop at the beginning of each L?—til-1'?9S 11 15RN FRnf9 GCC COMM SVCS DEFT TO F.x_11 h0bi} Community Services DepartmentChild Development 374-3994 Contra Communty Action 313-73&3 Adminfstratiort Costa Food Service 374-3850 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez, California 94553.4711 t Housing and Energy 646-5756 (510) 313-7350 County PATHS 427-8094 Fax: (510) 313-7385 Joan V. Sparks Director i July 31, 1995 Mr. Arnold Flores, Chairperson and Members of the UCSSO Board of Director 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Corrective Action Notice H Dear Mr. FIores: On July 7, 1995, Bill Forrest, Head Start Program Monitor identified that your Head Start Extended Services at the Bridgetnont Center, two classrooms for 10 weeks had been reduced to one classroom. On July 10, 1995, Daneen Cali, Head Start Program Manager and I contacted Donna Thorton, UCSSO Head Start Director and informed her that 1. The funding terms and conditions required that UCSSO maintain two classrooms and that if their was only one child in a classroom that that classroom must be in operation; 2. that the staff who had been layed off must be reinstated; 3. that the closure of a classroom is a "major change" that required shared decision making.along with Grantee and Regional approval. On July 26, 1995, the UCSSO Board of Directors at your regular meeting under Determination Item 921 item number 95-2 approved combining Head Start Extension classes at the Bridgemont Center for the remainder of three and a half weeks. This is a violation of your contract. A major change in )'ocir program requires at least 45 days lead time to receive Regional Office approval prior to the action bein, taken. In addition, Federal Regulations requires that you must maintain an Average Daily Attendance (ADA) in each classroom and a waiting list that is at a minium 10% of the total enrollment. As.a result, UCSSO must provide within fifteen days a detailed breakdown of all funds expended for this project and the remaining funds must not be expended until the County .and ACF resolves this issues. 07-31-1995 11 i6Nri FROM CCC COMM SVCS DEFT TO 92240309 P.02 X Your immediate attention to this matter is appreciated. Sincerely, J an V. Sparks cc: Daneen Cali, HS Acting Program Manager Al Prince, ASO Head Start Policy Council Members Richard Lujan, UCSSO UCSSO Local Policy Committee Ci A Vaud w.,A" 08/07/95 Administrative Offices OK 837 Arnold Dr.,sitz 1 10 Mr. Phil Batchelor Martinez.CA 94553 County Administrator Fax( 10)22 - Contra Costa County Fax(S 10)229-0309 GS1 Pine Street 11 th Floor Comrnunity Centers, Martinez CA 94553 O 837 Arnold Dr.,Suite 100 Martinez,CA 94553 (510)229-1600 Dear Mr. Batchelor, 0 157 9th street On behalf of the Board of Directors we would like to thankou for the time that Richmond,CA 94804 y (5 10)232-6050 you spent with us regarding the issues related to the Head Start Program. We are 0 501 Railroad Ave. pleased that you kept the meeting positive and appreciate the professional manner Pittsburg,CA 94565 in which it was conducted. (510)439-7515 0 120 oak street Furthermore, we are elated that the Community Service Departmer� willelp us Brentwood,CA 94513 to better serve our children and families. In addition, we will also communicate (510)63"144 effectively and move forward in a positive fashion. In closing, we reiterate our gratitude to both yourself and Scott Tandy for Head Start Administrative015ce working with us to resolve these matters. On a final note, we did not send cc's to 0-110 oak street the Board of Supervisors to promote in good faith an atmosphere of trust and Brentwood,CA 94513 (510)516-2060 cooperation. Fax(510)516-0762 Sincerely Nutrition Programs O 100 Village Dr. Brentwood,CA 94513 (510)634-5040 nold D. lores III Chairpers n Private Industry Council DTPA 0 120 Oak Street Brentwood.CA 94513 (510)634-2195 E; Ihib i* Coo UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CALIFORNIA 94553 TO: Richard Lujan, Executive President- FROM: Donna Thornton, Head Start Director DATE: August 1; 1995 SUBJECT: Bridgemont Center issue This memo is to clarify and set down my recollection of events regarding the Bridgemont Center. In June we became aware that we would be losing a lot of children from the Bridgemont Center . as they started school on the July track. It was discussed in staff meetings and with the parents at the center that it might be a good idea to combine the two classes into one. The parents at the center were contacted and they decided they would prefer a morning class to an afternoon one. The classes were combined.for one day, Monday, July 10, 1995. When I spoke to Daneen Cali on that Monday, she told me that we could not combine the classes unless the parents approved the action. I told her at that time that we would go back to two classes until. we had received the LPC's approval. The words I used were that we would go back to "status quo". We went back to two classes on Tuesday, July 11, 1995. At no time during the conversation did Daneen tell me that we would need grantee-and regional approval and that the process would take 45 days. If she had, I would have dropped the plan at that time because the program was scheduled to go through August 10 only. The issue was put on the LPC agenda for July 18, 1995, where it was approved. It was then put on the Board of Directors agenda for July 26, 1995 where it was also approved. We again went to one class on Monday July 31#; 1995. When I spoke to Daneen Cali on that Monday morning she told me that'she had previously informed me that we couldn't do it at all and that she had witnesses to that effect. I told her that my recollection of the conversation was that she told me we couldn't combine the classes without the parents approval which we had obtained. She then told me she would call me. back later when she finished at the CAO's office (she was on her.cell phone). She has not called me back. We went back to two classes on Tuesday, August 1, 1995. We have two children enrolled in the moming and ten children in the afternoon. The program is scheduled to end on Thursday, August 10, 1995.. , . ,CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CNa.seo7 State of Cal i forn i a County of Contra Costa On AIIrn1st J ., NC19 before me, Maria I. Garcia DATE NAME,TITLE OF OFFICER•E.G.,'JANE DOE.NOTARY PUBLIC' y personally appeared Donna Thornton- NAME(S)OF SIGNER(S) ❑ personally known to me - OR - CR proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are . subscribed to the within instrument and ac- knowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. Maria I.Garcia U Comm.x1059146 `• _ NOTARY PUMM-CALIFORNIAp WITNESS my hand and official seal. C CONTRA COSTA COUHIY n Roa Comm.Ems.May 21,1999 j SIGWATURE OF NOTARY OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT 21 INDIVIDUAL ❑ CORPORATE OFFICER MU40 HF-AD START DTRF `OR TITLE OR TYPE,OF DOCUMENT TITLE(S) - ❑ PARTNER(S) ❑ LIMITED ❑ GENERAL 1 ❑ ATTORNEY-IN-FACT NUMBER OF PAGES ❑ TRUSTEE(S) ❑ GUARDIAN/CONSERVATOR ❑ OTHER: August 1, 1995 DATE OF DOCUMENT SIGNER IS REPRESENTING: NAME OF PERSON(S)OR ENTITY(IES) L- SI NER(S)OTHER THAN NAMED ABOVE 01993 NATIONAL NOTARY ASSOCIATION•8236 Remmet Ave..P.O.Box 7184-Canoga Park,CA 91309-7184 Poo %K% bil- A = o° cn uale A. -0 Applied 3 ` Cb 3 3 2 3 n CPi;'_ ti'i C TJ Jjn t py W d o L p' o . r • (� o� ��_ b A 0 .t..• 2 v> _ 1�k n Family lJ Slzc (n (n - O Family � u MCmlxrs (� `,, WorklnF ^I Nrtmbcr of Eligible , Chlldren A e(s): L v W L u J9 Yc rs/Months '-if S.N. 0 r:k> Priority Number X. r O U) �, a i O o f Contacts d Entry r Staff Initials ririr•. r. a. 3 3 c� August 21, 1995 Daneen Cali Acting Head Start Program Manager Community Services Department 2425 Bisso Lane, Suite 120 Concord, California 94520 Dear Daneen: I received your letter regarding our telephone conversation of August 10, 1995. We did discuss UCSSO's expansion class and our wish to increase the size from 17 to 20. We proposed taking 3 slots from the Fairgrounds; not all from one class as you state, but by reducing 3 out of the 4 classes from 20 to 19. 1 want to point out to you that we have taken no action on this proposal. We are still in the process of getting the classroom ready for the licensing process. We merely were discussing the possibility. We felt that since there were waiting lists at all our centers, anything we could do to even out the class size would increase the quality of the program. I think we can all agree that smaller classes provide more one-on-one attention and therefore a better quality of services. We looked at the Fairgrounds COenter because it is there that historically we have had the most number of children with behavior management problems who need that on attention. We felt that reducing 3 of the 4 classes by even one child each would enable the staff to better serve the children. We will look carefully at both the CNA and the waiting lists for our centers this next year in our efforts to plan a program that best suits the needs of our.families. Sincerely, Donna Thornton Head Start Director cc: Richard Lujan Joan Sparks Scott Tandy Arnold Flores Desiree Smith Mary Shavies 03-22-1995 03:36PM FROM CCC COMM _VCS DEPT TO 92290309 P.01 Community Services DepartmentContra Child Development 374-3994 Communty Action 313-7363 Administrationost^ Food Service 374-3850 1220 Morello Avenue, Suite 101 Q Head Start 646-5540 Martinez, Califomia 94553.471 1 County}� Housing and Energy 646-5756 (510)313-7350 . I I ` PATHS 427-8094 Fax: (510) 313-7385 _y_• `;, Joan V. Sparks, Director , August 22, 1995 Mr. Arnold Flores, Chairperson and Members of the UCSSO Board of Director: 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Corrective Action Notice IV Dear Mr. Flores and Members of the Board of Directors: During the review of the Grantee's Community Needs Assessment it was discovered that there were three Head Start slots missing from the Antioch Fairgrounds classroom and three additional slots appearing at the new expansion site in Brentwood. Donna Tliornton, UCSSO Head Start director was contacted by telephone requesting an explanation. Ms. Thornton explained that she was transferring three slots based on the teachers inability to manage classroom behavior problems. Therefore; she choose to transfer the three slots to Brentwood so that the classroom staff:at the Antioch site would .be relieved from dealing with perceived stressful conditions. As we stated in our follow-up letter to Donna Thornton regarding this issue, it is upacceptable to move Head Start slots to accommodate staff needs. UCSSO should provide inuuediate training to classroom staff on dealing with behavior issues rather than transferring slots to eliminate the problem. UCSSO must provide the Grantee by September 1, 1995 a training and an outcome plan that indicates how classroom staffs skill level will be increased to deal with behavior issues and how UCSSO will evaluate, after training, the skill level of staff. YUIu immediate attention to this matter is appreciated. Sincerely, Joan V. Sp ks cc: Daneen Cali, HS Acting Program Manager Al Prince, ASO Head Start Policy Council Members Richard Lujan, UCSSO T 1(-CC(1 T n-ml Anl;,-x, �ommunity Services Department Contra Q Child Development 374-3994 AUG 2 Communty Action 313-7363 Administration lQ Cos}^ Food Service 374-3850 Head Start 646-5540 1220 Morello Avenue, Suite 101 County Housing and Energy 646-5756 Martinez, California 94553-4711 PATHS 427-8094 -(510) 313-7350 Fax: (510) 313-7385 _of Joan V. Sparks, Director r. Head Start Grantee Office ,>' 2425 Bisso Lane, Suite 120 "., Concord, California 94520-4830 (510) 646-5540 Fax: (510) 646-5551 August 18, 1995 Cheryl A. Franklin-Golden Program Manager Arnold Flores, Chair UCSSO Board of Directors 837 Arnold Drive, Suite 100 Martinez, California 94553 , Subject: Corrective Action Notice #5 Dear Arnold: The purpose of this letter is to provide Corrective Action Notice #5 to your agency. This Notice 95 is based on a breach of the I-30/70.2 by UCSSO in handing out an "Admission Agreement" which the parents must sign. The agreement lists among others that (1) the parents agree to the services, (2) parents transport the children to and from the center, (3) child attendance procedures will be followed at all times, (4) parents are expected to volunteer in the program, and (5) the Parent/guardian agrees that she/he has received and read a copy of the PARENT'S HANDBOOK and agrees in all the Pre-School's operating policies and procedures as described therein. These items selected above are in direct violation of the 1-30 specifically in that (1) parents to be enrolled in Head Start do not have to agree to services they are the client to whom we offer services; (2)parents are not forced, coerced nor do they have to agree to transport their children - they may if they chose and usually prefer to do so if the center is within.walking distance of their home. (3) parents do not have to follow any child Affirmative Action / Equal Oc)oortunity Fmnlnvar ex4 1blf D Arnold Flores Page 2 8/18/95 attendance procedures (4) parents are never expected to volunteer they can if they want and (5) violates the Literacy requirement as well in that it forces parents to "read". What if they can not read? ;In addition, parents set operating policies and procedures that staff must follow; the parent does not have to follow any - they are the client. Head Start is not a pre-schoolit is a comprehensive program that provides self-sufficiency to parents and children. I have discussed the inappropriateness and non-compliant aspects of the . UCSSO Admission Agreement with Donna Thornton on 8/16/95. She was told to remove this document immediately from the enrollment packet of the agency and assure that the document is discarded. Effective immediately, the UCSSO Admission Agreement is not to be handed out to parents, nor kept in the files of UCSSO. If you have any que�strons, please contact me at 646-5540. Sine.crely Yours-, Daneen Cali, Acting Program Manager cc: Joan Sparks, Scott Tandy ' Richard Lujan Donna Thornton fa UCSSO,Board of Directors Desiree°-Smith LPC Members, Mary Shavies =` PC Members Bill Forrest � X�bl�tT .09-11-1995 02:33PM CONTRA COSTA HEAD ~TART 1 510 646 5551 P.01/02 1 i Child Development 374-3994 Community Services Department Contra Community Action 646 5544 AdminisUatlon Costa Food Service 374-3994 Head Start 646-5540 2425 Bisso Lane,Suite 120 Housing and Energy 646-5756 Concord,California 94520-4830 County (510)646-5544 Human Services Advi50ry Commission 646.5661 i Fax:(510)646-5551 Joan V.Sparks, ' i Director ' fi,7.Sl� September 11, 1995 T0: All Head Start Directors and Area Coordinators 4 k FROM: Christina Reich, (A. I . ) Program Manager Assistant for ` Social Services , RE : Immediate Elimination of Parent Handbook c .. 1 Attached please find a copy of the front cover of a Parent Handbook which, effective immediately, is to be purged from all Contra Costa County Head Start programs. This handbook contains erroneous information and�--,nust not be given to anybody at any time . We will be contacting you with an appropriate version of a Parent Handbook in the near future . I Thank you for your prompt attention to this matter. i i J � i CC : Joan Sparks, Executive Director Daneen Cali, Program Manager At Sdrpl ts"LO 101tv r f ,' �� �w � �fir►' -./' t =ti ' Oom- COSta Courly RXhibHo 60' THE CREATIVE CURRICULUM UCSSO HEAD START BRENTWOOD, CALIFORNIA � r ll AUGUST 28, 1995 PRESENTER: JEAN MONROE AGENDA 9:00 a.m. Setting the Context for Curriculum • What do you believe about early childhood education? • Standards that guide our profession • Defining curriculum in early childhood Philosophy • How children learn • Piaget, Erikson, and Maslow Break Goals and Objectives • Planning for children's learning • Assessing children's growth and development Setting the Stage: The Physical Environment • Arranging the classroom to support your goals • The environment as the textbook of the curriculum Noon Lunch 1:00 . p.m. The Teacher's Role in Promoting Social Competence • Why social competence is the underlying goal of Head Start • How teachers promote social skills The Teacher's Role in Promoting Learning • How language and literacy, math, science and social studies are taught in The Creative Curriculum • Leaming through interest areas Break Videotape: The Creative Curriculum Involving Parents • Building a partnership with families • Sharing the curriculum 3:45. Wrap-up and Evaluation 4545 42nd St., N.W. • Suite 306 • Washington, D.C. 20016 (202) 362-7543 • Fax (202) 364-7273 u Teaching Strategies, Inc. X I T Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: In what ways did the workshop address your personal goals? How will you use what you learned? - Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at of at The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant ProCle: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) I9-25_ 26-35_ 36-45 . 46-55_ over 55 Educatinn: (Indicate highest level of education completed.) — - '" 'Lcc� Your current position: (If you are a teacher, indicate grade,level or age of children you teach.)�5 , TS[ 1 I/94 Thank you for your assistance! UNI*ITL) COUNCIL OF SPANISH SPEAKING (..)f IGANIZA I IONS, INC. Workshop/Training Evaluation To help us assess the quality of our workshops/training, please complete the following form and leave it with the presenter. Workshop I (lpic: C�ree- l l j �Urri`culurpl f,( (!! mnler:c Late: Sponsor: -- t Please list yo ter personal goal: for the session: In what ways clivi the workshop address your per,:rmal goals' I-low will you (1sr, what you learned? (1se i ( /'/7 JU �!'re 0U/-rI'c-014 ' f'701�_L - Other cornmeiils/^i,ggestions: (If needed, please uce the f)ack of this page.) Please check the box which indicates your response to the following: V eJr y Somewhat Not at all The presenter was will organized. v _ The presenter crenr,, rIF cl interest. v The presenter kiww Ilw field well. Tire infonnalion piesewed will he risehil in my woil< Overall, I found 111" :v nlcshop to tie valr�al.>le. Your name and current position Thank yo(i for yoiii �ssictnnc �I Teaching Strategies ies Inc. `�if , Workshop' Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for/ the session: is /l . --1inl�, J In what ways did the workshop address your personal goals? f How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat of at The presenter was-well organized. The presenter generated interest. The presenter knew the field well. ✓ The information prese"nted will be useful in my work. / Overall, I found the-},workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information a ut yourself.) A=: (check one) 18-25_ --26-35_ 36-45 46-55_ over 55_ Education: (Indicate highest level of education completed.) / T;4 'r� {4. jE— Your currentsp(� itio_n_: (If you are a teacher, please indicate grade level or age of children you teach.)—I--,�_4�3 Thank you for your assistance! TS1 11/94 u Teaching Strategies, Inc. EXH t 16 ' T E Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: ( Yr!:0-1 i BJP In what ways did the workshop address your personal goals? (--,f Y, .��.� 1"��.� i t1E (� 10-Y'(-"' (.i_.c.L�t How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) r• Please check the box which indicates your response to the following: Very omew at Not at all The presetiter was well organized. V" The presenter generated interest. The presenter knew the field.well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we requesutha(you provide us with information about yourself.) LSU: (check.one)'ts-25_ 26-35 . 6-45, 46-55— over 55— Education: (Indicate highest.level of education completed.) leou 3 � Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) i Thank you for your assistance! TSI 11/94 E " Teaching Strategies,ate ies Inc. t.X 1110 IT Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: Aueust 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: In. what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) LL Please check the box which indicates your response to the following: Very —Somewhat Not at all The presenter was well organized. ✓ The presenter generated interest. V The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: .(Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) AES: (check one) 18-25_ 26-35_ 364546-55_ 0 55_ Education: (Indicate highest level of education completed.) Your current Uosition: (If you are a teacher, please indicate grade level or age of children you (each.) - Thank you for your assistance! TS 11/94 p Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with the presenter. Workshop Topic: Pte Creative Curriculum _ Presenter: Jean Monroe Date: Aueust 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: e.0 zr -c t�A- ` L- f!'Gf:t lI -t2./e Ly<C7 �GCIZ t2t � � tq l • �p i /mac ri what ways did tho/workshop a¢flress your it/r6Znal goals'V A> --r v How wili you use what you learned? T Other comments/suggestions: (If needed, please use the back of this page.) f-r r ._r�.1 r` Please check the box which Indicates your response to the following: Very omew at Not at all The presenter was well organized. k The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall. [ found the workshop to be valuable. K Participnnt Profile: (Completing this section is optional,however,to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18.25_ 26.35_ 76-45_ 46.55— over 55 Education: (Indicate highest level of education completed.) C_ /Lt Your current yositlon: (If you are a teacher.please indicate grad Jevcl or age of children you teach.) Thank you for your assistance! TSI 11/94 ETeaching Strategies, Inc. ' ` H1817 Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list your personal goalsL for the session: I RJ In what ways did the workshop address your personal goals? ACD How will you use what you learned?_� , -�Z jl!i E Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. ' The presenter generated interest. The presenter knew the field well. A The information presented will be useful in my work. X Overall, I found the workshop to.be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25_ 26-35_ 36-45 ' 46-55_ over 55 Education: (Indicate highest level of education completed.) 3 Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) I -� Thank you for your assistance! TSI 11/94 i Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: L / Z I-Ccz//. (61(1 L 60 i�cr� �,17e Chi � C�a � G�Se �'// L 17 P / h r Exir'S �J�Ct_( . l7e/ /�r_t'_,� ZO =L�� 1)✓_ J 'f0 c S 5 In what ways did the workshop address your personal goals? / T c? c � n �GIn y i �/eQ5 -!/i0--` �.� Jae cj�,.r -'lC` �jF'-/T c- Ov 1,O e 6Z(�17 Cfi,V rc'h c� c i--7 O r t' C r e cZ.-�, t/C' How will you use what you learned? /c� ���� �� /, t��eQ C/e4./I C ,�1iC�v"GS O , � '� ��e'zr le-201 r T �� c:1i, /ct�a�� Lo /',•n c/ e-1, C' ,T Z-A,—j--S Z�1i e/ e C�IIc2 „ C 61 U/ /-2 4.C-4 Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presetiter was well organized. The presenter generated interest. The presenter knew the field well. / The information presented will be useful in my work. f Overall, I found the workshop to be valuable. -� Participant Profile: (Completing this section is optional, however, to help us know more about our.audiences, we request that you provide us with information about yourself.) Awe: (check one) 18-25_ 26-35_ 36-45...X— 46-55_ over 55_ Fducatlon: (Indicate highest level of education completed.) Your current position: (If you are a teacher, please indicatef grade/level or age of children you teac`h.) 71f -5 c,4cr>l 7E-aCAe- t'5s 'sC�- Thank you for your assistance! TSI 11/94 Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: 77te Creative Curriculum Presenter: Jean Monroe Date: Auzust 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: J• 1L�G-r'0 7) e,-C> -a: deel 5 7 ( , / LJ 1 /'YI �T� LL '6 1S ?-�� li CL C Cl r' Y L L( I Li VY1 In what ways did the workshop address your personal goals? How will you use what you learned? I Yll kE C. /\ Nn Other comments/suggestions: (If needed, please use the back of this page.) —1— � rGG•�"i.1t C.( Ci ��� C� 116Lv ``'i C: l � Itl.rvl C� �LI �-vo�) _1-C� \l � �' I �' C' C (� C�LcL t\ li �� �t�c �e- ( �Y1G', y lti ( VtG' C?c' ) �C.L - Cit .G� C ��Q "l Lt Please check the bo which indicates your respo�se to fhe following: VerySomew gat Not at afi The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. L/ Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with informadon about yourself.) A=: (check one) 19-25_ 26-35_ 36-45 i 46-55_ over 55 1 Education: (Indicate highest level of education completed.) y i, n 1 C' !;r Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) Thank you for your assistance! TSI 11/94 0 Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: o i C C. 01C .In what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very .-Somewhat Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Prorle: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25_ 26-35— 3645 46-55— over 55 l Education: (indicate highest level of education completed.) : `%'t" r.' ` ( Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) -J J Thank you for your assistance! TSl 11/94 Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: Aueust 23. 1995 Sponsor: IJCSSO Head Start Please list your pepII for the session: In what ways did the workshop address your personal goals'. t C.�'A k'A`cY1 How will you use what you learned? ' Other comments/suggestions: (If needed, please use the back of this page.) Please check the box.which indicates your response to the following: Very omew at Not at all i The presenter was well organized. V The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. ✓ Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: fo : (check one) 18-25, 26-35 v 36-45^ 46-55_ over 55 Education: (Indicate highest level of education completed.) Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) ,, r1 �iThank you for your assistance! TSI 11/94 �1 6,�4+ 113IT �- V Tenching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: A —ust 7$. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: -� 1 L;_J� In what ways did tib wdi-kshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: e omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. r' The information presented will be useful in my work. Overall, I found the workshop to be valuable. -' Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) i ©,u: (check one) 18-25____ 26-35 36145 ! 46-55— over 55 Education: (Indicate highest level of education completed.) Your current position_: (If you are a teacher, please indicate grade level or age of children you teach.) �� Thank you for your assistance! TSI 11/94 Teaching Strategies, Inc. X 8 'T Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe 11� Date: August 28, 1995 Sponsor: UCSSO Head Start J Please list your personal goals for the session: In what ways did the workshop\ address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. V Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) A=: (check one) 18-25_ 26-35 z 36-45_ 46-55_ over 55_ Education: (Indicate highest level of education completed.) Your currenjposition: (If you are a teacher, please indicate grade level or age of children you teach.) Thank you for your assistance! TS1 11/94 Teaching Strategies, Inc. X H r IT Workshop Evaluation To help us assess the quality of our programs, please complete the following form And leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: Aueust 28, 1995 Sponsor: UCSSO Head Stats Please list your personal goals for the session: In what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized. t/ The presenter generated interest. l� The presenter knew the field well. / The information presented will'be useful in my work. I/ Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information,about yourself.) A=: (check one) 18-25_ 26-35_ 36-45 46-55_ over 55 , Education: (Indicate highest level of education completed.) -t- >� ( Your eurrentqqAjj=: (If you are a teacher, please indicate grade level or age of children you to ch.) c r Thank you for your assistance! TS 11/94 Teaching Strategies,ies Inc. 15X 10 1 6 V Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: _UCSSO Dead Start Please list your personal goals for the session: OW� R7 0rE- G�e.lo a � ���i,hrrl -0/- Lvorklr, tv;/� 5ioC_elQ./ Mends Ch ld In what ways did the workshop address your personal goals? yave_ me more 1O'eces arlj ways �o �o 7t;6irij5 . How will you use what you learned? mosso �jrgns Qhd u�lt l wrt� e_ my I J, y get er Other comments/suggestions: (If needed, please use the back of this page.) rcic(lr e j o y 1 .5 wDrKsAop , �24Y1 1 S 5real 1 Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. �^ The information presented will be useful in my work. v� Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about your�seellf�.) A=: (check one) 19-25, 26-35_ 36-45_ 46-55 vover 55 Fducatlon: (Indicate highest level of education completed.) A A dey'`� Your current position: (If you are a teacher,please ' dicate grade level or age of children you teach.) 1 EcIc t e r hank you jot your assistance! TSI 11/94 Teaching Strategies, Inc. x Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 281995 Sponsor: UCSSO Head Start Please list your personal goals for the session: In what ways did the workshop address your personal goals? //16 j 1 �UY�;'Gv/vjry� � QaS How will you use what you learned? 'If's — Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very Somewhat Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information abou ourself.) A=: (Check one) 18-25_ 26-35_ 36 45 46-55— over 55- Education: (Indicate highest level of education completed.) 1Zr5 — Your current position: (If you are a teacher, please indicate gSade level or a'a of children you teach.) C17 e 1 Thank you for yoktr assistance! ) TSI 11/94 Teaching Strategies, Inc. Workshop Evaluation V ) lid p To help us assess the quality of our programs, please complete the following-form and leave it with the presenter. Workshop Topic: ne Creative Curriculum Presenter: Jean Monroe Date: 4eust 28. 1995 Sponsor: UCSSO Head Start / 'lease list your personal goals for the session: L'e"o I t� w / In what ways did the workshop address your personal goals? How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized: The presenter generated interest. Y The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information.about yourself.) A=: (check one) I8-25_ 26-35_ 36-45— -55 over 55 Education: (Indicate highest level of education completed.) Your current position: (If ou are a teacher, please indicate grade level r age of children you teach.) 1.4 —SC-Al2 eUd � _ Thank you for your assistance! TS1 11194 Teaching Strategies, Inc. CA,b� Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: lean Monroe Date: August 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: rin'—`wha�t4ys did th7workshop a ress your r nal gods? U How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please clieck the box which indicates your response to the following: Very omew at Not at all ' The presetiter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) AU: (check one) 18-25_ 26-35^ 36-45_ 46-55_ over 55 Education: (Indicate highest level of education completed.) Your current position: .(If you are a teacher, please indicate grad I vel or age of chiild7h you teach.)- Thank you for your assistance! TS1 11/94 CXKI b ,Y e: Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: /� G�� `(� -mac,—�c-G�{�� ➢`- �'�—�C_. �-�L_..J In what ways did th;7workshop a ress yourr nal goa s. . How will you use what you learned? Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information about yourself.) AZC: (check one) 18-25_ 26-35_ 36-45_ 46-55_ over 55 0_'4j'-j_ /o c� Education: (Indicate highest level of education completed.) I //t —� Your current position: (If you are a teacher, please indicate grad vel or age of children you teach.) Thank you for your assistance! TSI 11/94 XKi bit : Teaching Strategies, Inc. Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: Augltst 28, 1995 Sponsor: UCSSO Head Stats Please list your personal goals for the session: �. In what ways did the workshop address your personal goals? -�c�.�— How will you use what you learned? � oj� Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: Very omew at Not at all The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with information746-55 yourself.) A=: (check one) 18-25_ 26-35_ 36-45_ _ over 55 Education: (Indicate highest level of education completed.) /�� �� 1 ��� � ���c ��`�C�t Your current position: (If you are a teacher, please indicate grade level or age of children you teach.) i;) Thank you for your assistance! TSI 11/94 oea�� Inc.gStrategies, Workshop Evaluation To help us assess the quality of our programs, please complete the following form and leave it with the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your per onal 'goals for the essiop: � 4D 41 In w t ways did the workshop address you person goals? How will you use wha you learned? f / 4D Other comvm its/su estions: If needed lease use the back of this page gg � , p P g ) Please check the box which indicates your response to the following: Very .-Somewhat of at The presenter was well organized. The presenter generated interest. Y_ The presenter knew the field well. The information presented will be useful in my work. Overall, I found the workshop to be valuable. Participant Profile: (Completing this section is optional, however, to help us know more about our audiences, we request that you provide us with ' formation about yourself.) A=: (check one) 18-25_ 26-3, 36-45$ 46-55_ over 55_ Education: (Indicate highest level of education completed Your clArre t position: (If you are teachelease indi ate grade level or a of children you teach.) Tha ou for your assistance! TSI 11/94 v l G'AJI w 03 \ Cp G 4.- r- 4- y Ln ` 4 G3 y s s- .- 4� cU T O,- .Ln b O sLn Ole A-3 o ° r q) Ln l A � 4 �' N CO w m cr- w a O cc N m N N 0 Z Q G ° L N Z O0. O G G t3 r+ OcU � v Q ¢ a 7 ° co O d a o Wer W 00 ?i tNLt C m O Z w0 . 3� O O coc °0 d -. G to o G d Z J U O ✓ co 0 N 0 7 0 0 � N A4cc QQ c�lN c 4c L Nr d0 r -- o W w a. (0 -S r O. N O et U CC W U. 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N y s 0! 3 tT C C Y L L C z z 0 3 - 3 0 C6 �, 0_ z N MWL. ^ A O C d C C C oLi oLi F ° N o O S o S c cam A Z z (7 01 is t0 L 3 _L to t!1 t!1 Y O v :3 �` N n 3 w 3 `�� a � u, d 00 1-4 1�0 3i `o V) 2 �c a SQQ Do";; a 0 t CL Q U 00, N LLu=1 'A C3 L �w 3 -t3 f'; L'C to C ON N•9 L t0 L Y .0 N N ° d L Oto N £ •— N _ U C 'c w tis 3 t Y LU +1 y 3 ~ 30 boo g'c Ou ° y c deo o� z O m C •- L p vi C L � y-a y N t •- s 'm ty 0 5: m � oN+ L a d c 3 O ° ' }, doh ; � ° 0 c .0 3 d N v,..•41 •_ y i t o 3 03,E rz L DO U s 0.'-^ d 3 0 �b.� H "U G Q vNi ce U m t7 X -0 V, J X 3 - ° O M i+ N L udi C to Cl.L to 3 N OM 41 h u L � p N O W A 41 O F- ^ N m t0 C Z N W i-. T O UJ �� o " IA 3 �0. z L o Q ttn F- -GV gT U O W Z C MN U N p O s � Mzf `°0b d a OeO .L, L UO a Y m ~O Q z v� � crA2 d G. go ri m f • c rn C} C r. c Y a 4) S- 4) \ CT L QJ +� CA C CA F- E C CT r C C (1 C C-r 4- 4- 0) ` C r r 4J 4-- 4- +- r Q) to (C cn ro a L a +) +-) L QJF- f NN 4J 4-) 4J 4-) ♦- 4- C C C C +- 4- Q! O QJ Q) A b L L i L n tN CL CL C1 a- C Lo 17, O -r \ Q C T Q W NV) = � F- c C V) ea ¢ cA cu U 4-3 U (U C O C I Cl � Q! F- IN N H U Q) CL O F- Q Cr C 4-3 Y Qj A Q1 E rn c v� r c C •r Q) r 4-) i Q1 Z a) +� pf C o)F- X: C QST C � C C C •r 4- 4- Q1 ro a i v +-) +-) L- a) F- ENN +-) +-) +J +-J - 4-- C C C C - 4- a1 a) a) a) V m i i i S- 4 4 tp eC tp b ntlfaaaa � C O T •r N O a 1 F- a Q C T O C Q W T N N C Q) � OV T7 Q SaJ Z Q O V a C O s O. m r a) F•- H N v a •� i a •fl O � F- Q C a +� r rq 4J Q �. tsXht 1600 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 s MARTINEZ, CALIFORNIA 94553 i TO: Daneen Cali, Acting Program Manager FROM: Donna Thornton, Head Start Director DATE: June 30, 1995 SUBJECT: Monitoring findings and follow-up Thank you for memo today regarding the findings from your March 29, 30 and 31 , 1995 monitoring. You should be aware that we did not receive that report which was dated May 19, 1995 until June 15, 1995. i We have corrected the finding on the health and safety issue at our Bridgemont center. With the unprecedented amount of rain this past year we experienced problems at all of our centers. Not only did the usual places flood, the Fairgrounds center was closed for several days, but we also had flooding and standing water in places that had never exhibited problems before. The ground was so saturated that it could not absorb any more water. We have dug trenches where necessary to drain off water. We haveurchased a sump p pump to pump out standing water. During any future rains we will monitor the centers to avert any problems before they become serious. I cc: Richard Lujan, Executive President Desiree Smith, LPC Chair i I I I I I STATE OF CALIFORNIA-HEALTH AND WELFARE AGENCY h t DEPARTMENT OF SOCIAL sEWC COMMUNITY CARE LICENSII FACILITY EVALUATION REPORT REFER To - =_ See other side for explanation of form. FACIU TY NAME/.%��S // DIRECTOR FACILITY N(�MBER FAcI 1 Y�l'PE NAME/ ,7,`�r•i ADDRESS TELEPHONE CAPACITY CENSUS TYPE OF VISIT: ❑ OFFICE ❑ EVALUATION ❑ MANAGEMENT ❑ MET WITH ❑ ANNOUNCED TIME VISIT BEGAN ❑ PRELICENSING [11 ANNUAL ❑ FOLLOW-UP 0 UNANNOUNCED TIME COMPLETED DEFICIENCY INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: B—Type A ❑ No Deficiency Cited ❑ Penalty Assessed ❑ Penalty Notice Given ❑ ape B ❑ Penalty Cleared ❑ Not Applicable COMMENTS/DEFICIENCIES PLAN OF CORRECTIONS(POCs) POC L_ --- ---- — DUE DA' , C. /!' —l' %iC�h )�—�r�.� CE i I . .{�' JFK �` OL-I-- '7 / 1 % 1 I ' I 1 1 - 1 r 1 - Failure to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result in a civil penalty assessment of$50 per day (Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt). LICENSING EVALUATOR SIG TORE- TELEPHONE DATE I understand my licensing appeal rights as Tex la ed on the back of this form. NAME OF SUPERVISOR TELEPHONE - FACIUTY�YEPRESENTATIVE SIGNATUt DATE I-- FACILITY COPY Page � of � page DEPARTMENT OF SOCIAL SERVICES COMMUNTY CARE LICENSING FACILITY.EVALUATION REPORT REFER TO See other side for explanation of form.. _ ;,: -.•,,Tg,, FA ST NAME DIRECTOR FACILITY NUMBER FAC} ( Tv,acrE ;, .rtr;jt:' UC. C� ADDRESS ? �lQ / TELEPhiONE ?/ CAPACI CEN }1 S, TYPE OF VISIT: ❑'OFFICE ❑ EVALUATION E-1MANAGEMENT ❑ MET WITH ❑ ANNOUNCED TIME VISIT BEGAN I•i-S "'"vV l ❑ PRELICENSING ❑ ANNUAL a FOLLOW-UP IE,�t'UNANNOUNCED J.TI ME COMPLETED DEFICIENCY INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: • ❑ Type A No Deficiency Cited ❑ Penalty Assessed ❑ Penalty Notice Given ❑ Type B ❑ Penalty Cleared ❑ Not Applicable COMMENTS/DEFICIENCIES PLAN OF CORRECTIONS(POC*) POC DUE DATE J fl 24, � 1 .,I 1 - 1 1 1 - :I 1 1 1 1 Failure to correct the above cited deficiency(ies),on or before the Plan of'Correction (POC)due date, may result in a civil penalty assessment,of$50 per day (Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt). r / r LICENSING gVALUArORSI NATURE TELEPHONE DATE _ I understand my licensing appeal rights as ` . , } ) � '�y 5 "� y/ explained on the , y back of this form. NAME OF SUP gVISOR TELEPHONE FACILITY R SENTATIVE SIGNATIODATE 6 .-5 7D 9 FACILITY COPY Page _�of pages f-AITRA 1=i=e;TA HEACj ls=i b4h 5 551 F.91i01 h � i f NIEN'IORANDUNI HEAD S'rART PROGRANI i i DATE: RUILIal•y 1 Z, 199 i TO: G01' and Head St:u-t DirCCtors FROM: Cheryl A. Franklin-Golden Head Start Program Manager i SUBJECT: 1991 Rainstorm The purpose of this memorandum is to determine the impact of the recent rauistorms on your Head Start Program. ! Would you please fax to me a short memo by JaMlary 13 indicating the extent to which the recent storms have caused problems for your program. For example, have you had to close any of your centers? Have you experienced flooding at any of your sites? j Please call me if you have any questions. We are ahvays concerned about the health and i welfare of oux families and children. We Wyant to be able to provide quality services without intem>ptiotl. cc: Jerry Bechtold j i Post-It'"brand tax transmittal memo 7671 r eyes ' To S From �y Co. Co. U �. 71 Dept. Phone d _ t`J�rS Fax i �O C, }} t o SSO coo C17 CD Cl CD z W P ce �S� 00 0 3t7 i CCI 7183 SALE vii 03f15PM 1:30 C# -- EXFinAFiON DATE OS`A'47 ® .�.�� I I M KER,-HW a = 5^f t Ci S4b370374 --- - - 1 � S. .. y I e i-ei K t\ l �l�n ?�8 M ne.uut Thr focR MotfG`v"G 0 73tt9 AUTiM-LATIOR 90 < viSCJJ-R CAR, M O Ul zru GEN MDSE - _J Ln ® // �!u UTHOHQATWN E� �2 v C�� M 10167e-L M Z� ,11 Cardholder aclaowtedQes reoelpt of floods and/or aeMces In the amount of the Total shown hereon and agrees to perform the opRgattoda set forth In the CanG3oldees agreement with the Issuer. ACKNOWLEDGED O10E8�61GNATURE SAL E8 SUP—CAADHOLDEA COPY Paid t :heiclk Date Amt. Program- Program Cat--- Line at Line Item Signature ' UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CALIFORNIA 94553 TO: Daneen Cali, Acting Program Manager FROM: Donna Thornton, Head Start Director DATE:. June 30, 1995 SUBJECT: Monitoring findings and follow-up Thank you for memo today regarding the findings from your March 29, 30 and 31 , 1995 monitoring. You should be aware that we did not receive that report which was dated May 19, 1995 until June 15, 1995. We have corrected the finding on. the health and safety issue at our Bridgemont center. With the unprecedented amount of rain this past year we experienced problems at all of our centers. Not .only did the usual places flood, the Fairgrounds center was closed for several days, but we also had flooding and standing water in places that had never exhibited problems before. The ground was so saturated that it.could not absorb any more water. We have dug trenches where necessary to drain off water. We have purchased a sump pump to pump out standing water. During any future rains we will monitor the centers to avert any problems before they become serious. cc: Richard Lujan, Executive President Desiree Smith, LPC Chair 0 1 = W :_<i+. NC'R'T0V451 =i 534 247• F • . Gid • Head Start Program Performance Guidelines Health Curriculum September 1995 Writer: Alma Norton Objective: To meet Head Start Program Performance Standards ( 45-CFR 1304 ) I . Provide screenings for all children, A. Schedule all screenings, B . Examine files to ensure all requirements are complete and documented. C . Check physicals for medical problems including: 1 . Hemoglobin 2 . Hematcrit 3 . Dead 4 . height & wtlghr.- 5 — Immunizations D.0 Chde-e chart for each child to ensure follow u15(s) as needed. II . Complete Check List for Health & Safety Equipment A. Examine all equipment B. Inventory all supplies C . Update Educational Series With New Materials Concerning: I Health 2. . Nu,r�t}on I11 . Assist Teticherr1in Vision Screening Preparation A. Talk to children about the eye B . Show picture of the eye C. Demonstrate how the eye works . D . Let children touch and ask questions of the picture of the eye E . Provide tha Testing Eye Chart . i . Let the children hold the E. 2 . Point to the latter E on the chart . Have the children turn the E they are holding the same way instuctor is pointing 7b w 7hE C'h RRT• F. Document in Less plat► As TA e, E Th e SEP-29-95 FRI 00 : 14 W. &A. NORTON 510 534 E479 p_ 03 �b1 Iv. Assist Teacher in Hearing Scr6ening Preparation A. Talk to children about the aar B . Demonstrate how the ear works C. Show pictures of the ear D . Give pictures of ear to color E. Demonstrate ear phones F . Allow children to wear ear phones G. Play the audio machine so children may hear the sound that is made H. Explain what to do when the child hears the sound I . Document in Lesson plan V. Assist Teacher in Dental Screening Preparation A. Talk to children about their teeth S , Demonstrate a set of teeth for children to view C. Discuss the importance teeth provides for chewing D . Demonstrate how to brush teeth E. Provide an opportunity to brush the demostration model F . Discuss the importance of having dent8l check-ups G. Demonstrate how a dentist will examine each child' s teeth VI . Assist Teacher in Immunization Preparati0n A. Discuss illness ' which can be transmitted to children B. Discuss how "shots" can eliminate the disease C. Discuss how TB testing eliminates illness D . Ensure the completion of all immunizations for each childprogram VII . Assist Teacher in Nutrition Preparation A. Discuss nutrition with children B . Demonstrate the benefits of good nutrition & health C. Provide a . pyramid for the wall 1 . Show the daily servings of protein 2 . Show the daily .servings of vegetables 3 . Sh'QW the daily servings of fruits 4 . Show the daily servings of dairy products 5 . Show the daily servings of bread D. bemonstrate how each item helps their body E Each week have the children handle each one of the items F. Provide play food for each class G. Provide pictures of these items to color H . Question children as to which items they like and di4like I . Encourage each child to try the above mentioned items SEP-29-95 FRI nO : 17 W. LSA. N_ORTON 510 634 8479 P. 01 � hob X health Curriculum IX. Assist Teacher in Personal Hygiene. A. Roll playing, & Show Film On Cleanliness. 1. pretend to wash hands & face, take a bath, brush teeth, comb hair, clean finger nails. B. When do we wash our hands? 1. After using bathroom, before eating, after covering mouth when cough or sneeze to prevent spreading communicable diseases, playing out side. C. Roll play when showing prevention of spreading communicable diseases. X. Child First Aid. A. Roll Play as doctor & nurse. I. What to do if they get cut, burnt, fall, scrape arm or leg. 2. What to do if they fall & hurt arm, leg, head or back M. Assist Disability Co-ordinator and Teachers on curriculum of personal Feelings and Emotions. A. It is all right to feel sad, to cry, to be afraid, angry. B. Help children to try to understand these feelings and talk to Parents, family, or Teacher. L.Q5CLIQU{9EEXht b1+ Veen of k Center Center Theme(optlonal) ✓'�/(b�y,�+ tans 1geRange,?2', 2Ln<5_A_LTeacher ��L�_��JFU�= Reviewed by ___ / M0116y �,' Tuesday Wednesday is- Thursday d ', 4i CIRCLE r✓ rr,t�> i0 1r� 1r C\ �.+ae i > , �1.1V ( + TIME 1r <I �e�f<� I L � I,s(, �/rO.l•y�l W{'�tri' /Ct'' I I. „�� JOU of M✓ �.+Id,lcla.--_ m:•+,� J)c�ri.r'd{•�Ftk.c:�-cv� c, n..(' -f G,. .l„�o.-- • �+t r✓t�� S o r� r- ART V0le.,4,.t e ('C„ LANGUAGE )EVELOrMENI �.r•t� .1>� :� 1 I;,:�,:c� �l1, r,cl.: .Ir�1 I� Kr. �o Slw/tom. CalCilrinr- - rrtc/� dr1 D t.:c�K nv<l rl �>'-'� .7 Cct.unAin�`-�L- n < 'c / 1 CV, DRAMATIC PLAY i '.•c\ , . ,w, lr�r.., Ac4e.4 SCIENCE/ .� �.� o.�r•✓f� � -tn-,rrf;'1 -c a J . OUTDOOR/ ��J Acle r- (Keni r ('.it..•,IJinr F71^Y O<• (+I� r c cfC .. JucK-9aasQ GROSS WheeleJr4rr C ,-ill �u{{i�iOO!'� •Vay IIEAL I II/ 'u" `o-u �'� - (e..pc "�j SAFELY/ q` •Fy .`:�1I.� (V,,,i_, nrca�s COOKING �,�;1 rr GLnt��✓..�hf., _)',m �,r, e �l J / . ay )clnutn l 10f, Valert/cc farfy � ctct'tx.i�i. 5-+v"t-Z' l+cn�.r�� , (LL�rt�.! c✓/4la1[r�i PA R E NT V OL V E M E N I f cI1� + (�^ lt� �eL L (�t f �-, .L c-L v, �i , 4 ! t:.+� ✓uLti.e�r . L11ktr. (iflall� +� N01ES! SPECIAL EVENTS n , t LSi5411S2S2It:L5 ,1 I >fo 3 leek of re}]_________----_-_-- Center _..Sit[25�_.LCtL�CL�_ � Iherne(olttlonal) ge Range Teachert�1�4u_ ��S Reviewed by -____ Monday Tuesday ;LI Wednesday)..) Thursday 13 Irtl� obr. ralTrr1Y .. L , 1 r,,i,e,r CIRCLE k:b,�( ,S Ct•�- 'I-�'rer�_ Vprio�$ wn•r•,lr `.,4r: I 't { - j , �.•.� Say "� )1...,1C.rc9S.nc, TIME ( tjr {roo- f)1,,r..• « �.�� V � ��,•; I1 eur)S c ' (i/_T.r•o:•r;o l,,, __-.-. r.S rn tYln L, . , r..✓-r.'}- Ill rt -� I,rr l J7n/1!r /C:11 f , 1• , 71 /,„r';/L,'r•' )tjtil,r� TG [r, rl.ca.rSS y'c„ '.t, .,I LANGUAGECr.” ,.1" ri.. EVELOPMENI ,+N•,:rl, ,...d r 1 ' it t.l,�.•, 1y,.r..,C.� F,-zl,-J your 4 J DRAMATIC l )a,, �,,.t uro�r•.+ PLAY e SCIENCE/ kyr elle MA 111 o r- i ,. . I•I ,y,nrl. Vit.,. ; t.(ha OUTDOOR/ n1�tn�,nr, lc'-��I,'� t alY 2u1,,:-E,� I-r .I-C?-) GROSS MOh0111 1, u 1v-Ily {r-ft eft', hIt•, .Ir n,,,I 4.�1 �rr•.n G,r. ;)Ioe e -,p: nOMG•- 'i , lt� ,,. bo IJuI✓llion Uay IIEAL111/ t fY,use ; rIrInt(-tt, �fePurt^J SAFETY/ f(r,-A p—,jonre<1 ,,vet( 1rtfruI,", - i l�,wLL COOKING ere,'r,s•. 1�C,.; -ll+�'( trir,,r,Un.<.;) �ttw�"'_r.l•7r1 Pcr�lt CIALIZA TION / f),<blic i PARENT VOLVEMENI NOTES/ uCA-,V 4y -On— SPECIAI_ EVENTS uror,„d �!. yJ<�LS� Center �yc I eek of Il,,. �_ 3 _ _ �C<s2aS1__u3 1_L�1/Yl Theme(optlonal) - ------------- 7e Range�)L _ _ .___ Teacher Reviewed by ---------- Monday ab Tuesday p I Wednesday Thursday a CIRCLE Lr-i,c� (�c r -1Lcr'�x.l I � TIME /0/'1� :u-� � 6u 1�A� cV.c-f [c_�r• c:7...�, L: _/"c�C tcis�I•r.n. uJ, A R T I y - ���•. l.�I•+c.�z I,o.�tll,cv, L eft--cam cilc�-�.f l,Yu va-C� i,���i�.7 ��G�. 7t' LnNGUnfiE a— EVELOPMENI '1 MAMA FIC J1 PLAY ��_(.c� r 1 f7�,c ��c c.•..c w. �-, ( c iL,4,cJ .�AxILlu `^ SCIENCE/ / 11 MMI I V ('ice...— da- OUTDOOR/ GROSS MOTOR rJ -,- �c k-0 �u�rlIton Day I I E n L T I I/ l I..y c�. -� r (_ ti-t.•_�_,, �rcP0.ri^� SAFE FY/ COOKING ) F✓ice—�SL- w�,z..�u-.tmvr��n mbar—r�cr3 J.Lw,c:,:J, • -(c—t:.. c:�ft �%L t�ti..c-. .�,,,.�.,c,l�Z ..-�, / h/tu,b�_ . UnLtznrtOr• I-��.� �,.'��.1.._. —-'rJ��l-L•�i y-i Crj� ('tai,�Fc�u�- c.Y• c L1GJ c.G�G, PARENT r I 11 J<f- VOLVEMENr `r��,c��<' �:y,�,z ��, I _ � ( t�s�P, wr.2 �cQ NOT-ES/ Cr � �� A SPECIAL. EVENTS _ � ? V_ 1 'l lheme(opVeek of Center tfionat} ge Range �IYY=L_-4 Teacher �'c_1 �1£C�•_ Reviewed by __--_--_� Monda o?, Tuesday .;23 Wednesday ; y Thursday aS CIRCLE ! 11/41 t..�/ .0>t• �,�.I 'i TIME / 3 t 1.;-` Q , :Q <z_r,:.Yi./•,x; ��.(_e ,tt.. /a.,i-x.,++_ �.!%rc:C, f 4.'t-(i, .i 2l. •-Ga-1C-,+ ART LANGUAGE 1. f"'( ,f >,,,,f.t�., �l�t . nC� .'llL / h 1+:c,� ct�d T.IW�. . <'.,.f r i, 'gip.! rlrY—K ►� 1EVELOPMENt ,-i^.. /�'� eta• ,��!« a rte.., �.r' _(gip! . }11 • /:c.:1�+1Y1 ..•�4-•a'Y�G . �.1ct..L rl+Cl'�4h ./�t<'}. l�. _. �^^<.1 :i` Ja�.lf/C..'�/....f'^^ J f t •, ,.(.+.moi�� �.ytrw-- .�\�_ .r., r�,L.J7j t% r».�.�.,r:� DRAMATIC PLAY Q SCIENCE! I. }��r....s2 s/ � -,�� ,1j �u � ..}-*�f.� �c� l ,,t t ��Q �•J MA]11 c,{ t�,'L�ti..•-ttn ) C:�.��...,.,�cv�I ,St'.c._....-,/v [o .�..+�. -.f.}z..r �-'-S t'f'-.'� �-1'-t--.' K..JZ� /:?.u�a_ . ✓!tom ham+..-„,,. • C:k�., �. f ik!r.(,,,• tn' / OU FDOOR/ / S GROSS MO I OR �Q`—j a..+; i,�'u'•'L�+ �� lA��.a-� I�-4t/1...^1 .Y� �w�iK.� ri-I'`"�1v+ t...t•.• I�.�i} �'Y" f,l� IIEALTFI/. SAFETY i' � I COOKING �r- } )CIALIZATIO 1�1�.. y ) t-c /a (' ��-<-c.� / J.. ,"r�Z.,.t.•� ,_{ ,,.ji.....,.*vi» C..,� y�.J2+lC+o1 t�.t<:.}t t,,� 6'1� .�,•,nti-.e-L. ,���l:,+ui r'tiu_•-_n ct, i L. (1r l,_.At:. 4`}c1-S]....0 l'1 t 0.1.'Y`=`CL. •'•""ti t'l•"1 7k V Ll PARENT t .�, ' GL�.1 (� 1VOI.VEMENT I )�:1 t'.. 4A�L\�, v:<• J p. NOTES 11_ ,fil f i Fr o` SPECIAL EVENTS n III I.rIlIlIt,h UI :,I AIWAI !AIAktlits tiMiAINAITUNS, IIlt- Y IWAit START !'i WAIAM Es pt 0 ^ �1W t L't���ttsiul�« C©rn»I�rr, Week oI S.- _3__?4 =�'_= r Certtcr _�3L t` 1=�dr'1"ZSl _ (helve(optional) nc�rt } — __--- L K x271 p a� Agr.Range l�S_ _�_ 1" _ Teachert q!_t_f1Ltcf�__ Reviewed by --- --------- -. L_ Monday 1`� Tuesday I' Wednesday / Thursday CIRCLE ("r r ., r. ..r;�• '" r TIME ShGly>7roc r— S ')pr't �. !! rtRlnt((__Ur,c1 Ci,tf"wt' RT (0 11 ` k cKd 4n 4 5 F�ctcm ro ctC ;n� h .S ham r ctC S ; l o F'+e. a -ANGIIAGE I)[VEI_()i'bilNl r DRAMATIC PLAY it}tcrtT o JC�cs �.T SCIENCE/ }.).J }�. 3 4� 1+, rc MAI II ^ykLa �Q� - ��u vt �yt�u a OUTDOOR/ Gnos S r t r vi' i'•=� ' ;i" c. ;t.t;. c-OLlYSIe. ) MOTOR � 4. 2�1 IIEALTII/ .- ?, $AFEIYIf ��/'. � COOKING I�I " r ' h YlC' t St)CIA1.iZAt10 )��h da, . �4 -i arm coq r boa,-f-- i' I iaw�l �o�z- AYnatlj'q 1`v �Z i PARENT /lotf' JA keg �t �;' i r�•t liVdt.VEbtft3r AqII Met cZ dr" 1'-/? -7 NOTES) .'., SPECIAL EVENTS TY at', -1 ( 1411111 t.01 11 UI :I'nllISII SPLAKIIIG uli1;ANILAHUNS, 114u. HEAD S1AR1' PROGRAM L't�s�llQsz� « E WE�A4 Uc n� Wcck of gi<Glt.b11= =1_QpS Center CEJ) _�-2-__ '(heme(opt(oltal) �QriHu�� lie AUe Range_y S rS !____ Teacher �Li: �1g11L_ Reviewed by ________�______ r10 MoridaLyr _ f Tuesday 2 Wednesday z 'Thursday t ,1 T- 1 CIRCI I`I M E E Som wor�C�00 D�j \ cow d �r -e Z6 D,s� �JU�/ Chv h-f �D Your - �q d�-� � , �((u co ri W; pV (,A R Ta v(��Yr YI�" p{rS0 `✓ i q b_Grfzc,�Q-� Shama c ka(K a le r,-}-v �7f' v LANGUAGI Fh 1 ovI- �IJriGla 1 �Q�CL �� JL w.VEL OPb ENI 2�q rte -+-�/IQ {- -FA LJe�t� U)6rIc �� �Jtom. s cYfPfft D,-s c Ll 6q+ DRAMATIC // A- PLAY C Soq.� be4�rS SO�n 4(os e-r�-e_ SCIENCE/ w,' {'� r � heaKs s-g� MATH r.2 c✓ w .+h . 4-ukkO-fAA-wJ - - \ /1 1-0 Yet Q /1 r T- n C) D 4s - I-a-�a OUTDOOR/ w`; t� �ct-'— 7C /�clvc q�'oca•�� GROSS �Jald- o6s_F a MOTOR 0 .1 v Ty, �t9J 4-3 b IIEALI'il/ �d � � U I S t-o P(s-u,4- q SAFETY/ bo,(+ b,'sG S� re +-/4a 0j C SOCIALIZATION �' � IM o rte- l/ w Y �Ka:u�'f -d,� COvrS:S�"i�Ti d /C P*060T opZ Corm2o Soman ep PARENTCQA40 F;e1 d -}-y rwa ieJc-d I14V01.VEAlENT 3�-a0-1�,P� �i )Jot., � 4, Ian{ QY�a Ic )�1 r— �( � ��. 13 pus h + �cX- NOTES/ YSIC. SPECIAL �e��-S� 4-0 EVENTS -�/� l0" , n / \ t fa rx 1.111jin.t UI d'ntll,ll SITAKIIIG ul(GAIIILAIIUNS, III(.. HEAD Sl AR I' PROGRAM LESSON PI AN Ej'Xhibi�' G 1Vicek of �=J_7_ 1_.3 _rl' Centel _L=�1LY_ 1L�2� Iheme(op(lo,tal) �p 1L _ Aye Range LLS---�-- CL-- Teacher �= ilk-",i c� _ - - --------- Reviewed by ------------------ �Zj Monday Tuesday 2 q Wednesday 3_0 Thursday CIRCLE Frio pyk r-eR,l �(� s��r;nq S�rcnq �( 1 + S"+c4��/ En,el//,L(; J �+ .y •Q .+ CC V „ � � r ,} � i ill t� .��,1 0. � N � FX1118 r O(c an op c Ac c cc7r/ -Fat", puv,6� � vtll 1 , C%TC Z - -- -- Aat4WS ! !1 r S VS L/ W ra, i. �ec�ea gyri ow (bc.a w16 lit ""'� 1�����{•1��. ..._...�.: .. fv� C/z vk c aj _ OV9 CIL 1�5 cwa-va jti�G LCAYL .-fvYX -�tr��Q_ VYCY -) FVCWAIVA-- Lti1 6 ( vn as-k 6i[w . IMcOact fes-. a { o up(ca Lit+ -. �c 6CS C <5 01 &a OY If/(e Vol -11-bd- Ir ad r" ,5e PJ1.�1 d�1 CONTRA COSTA COUNTY COMMUNITY SERVICE4WB17 PROGR.SS0 OTES %-t=:W s NameKr luel-t (IfeffA irthdate Parent/Guardian Phone# Medical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial r%4, l e; HS-42 �i 4 • CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT �XPROGRESS NOTES �IB L Name Sdate QS Parent/Guardian Phone# Medical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial cQ �I1 Q n Luh. t 40 0-C9 LL dim r L of " HS-42 • PROGRESS NOTESAX 8 Child' s Name (I Birthdate Parent/Guardian - Phone# r- Medical/Dental Coverage <<� 0-V1 Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject ( Identify first before entering information/data) Initial C/1 04? r f HS-42 , 0r// - UNITED COUNCIL , OF SPANISH SPEAKING ORGANIZATIONS, INC. READ START PROGRAM STUFF TRAINING Fridiy, MARCH 10 , 1995 AGENDA 8 : 00- 8 : 30 COFFEE 8 : 30- 9 : 45 UR. BREBJT SHAC;N l 1( ,W 10 : 00- 11 : 15 DR. KAREN TANNER TO SPEAK ON PIiYSICALLY HANDICAPED AND EMOTIONAL BEHAVIOR PROBLEM CHILDREN IN THE CLASSROOM. 11 : 15- 11 : 45 QUESTTON AND ANSWERS REVIEW DISABILITIES PROCEDURE This is for Teachers and Teacher Aids and other staff that might be interested . The training will be held at SUNSET CENTER Teachers please help out Sunset by bringing a small snack or juice for breakfast. �,'�`�lt. t!j} 'l��t '�=C�t,`�� l_. I �.r i i_, � r� / j .. i.. C.�.�.� ... ._ •r� ��:� . 1 r;j row 1 �01 hc Yruw_ ... �1� `�..�.C�I.C_ '� �..(_.�I.�sz-fit �(? Y � . � c..c• � �I U.. I �E�'4.S.L.���' `':::�. o ok - 1 , cwk -7 Cfu-tev� Yu cQ 81r- Ylc Ylf1 L9 keifl ./L7e-cJ cf.-�J.- ce Ail �(rn,S ��, ��: rpt a � -..•. ,,,-.r�'_- U-(CY �(&Q a� t'w�vz 041LU, tai . ._ PL .Yt ..;: { �11i. .tat tt c E�CC , (crec� ` v G ► '�` CK No ... � 1, M1 ' ✓ V DBD�°DD�aA� DA�°���1�8D fl �• - OD !!ental health in Head Start is often interpreted to mean detecting emotional problems, referring families for therapy, and special services for the handi- capped. Certainly Head Start programs should have established systems for . linking children and families with local mental health resources when special help is needed. However, there are other dimensions to the concept of mental health which go beyond the idea of diagnosis and treatment of illness. A broader view of mental health includes an awareness of feelings and an ability to express them comfortably and appropriately. It implies having a positive self-concept, a stable sense of ethnic and sexual identity, and a capacity to interact with others in. a satisfying way. For Head Start age children, mental health means pride in realistic accomplishments and a grow- ing curiosity about the world. There should be willingness to learn. There is a recognition of the similarities, as well as the differences, between self and others. Children develop a greater feeling of mastery as they success- fully experience a broader range of challenges. Tolerance for frustration increases, and thinking takes on a more directed. 'purposeful quality. They begin to differentiate right from wrong within the context. of their own group values. Language becomes more refined, and they are better able to express themselves through the use of words. This expanded view of mental health can serve as a foundation .for emotional growth; it can also help to prevent mental illness. Prevention, therefore, r should be just as important a goal in Head Start as the provision of direct services. Preventive mental health concepts can be easily integrated into daily classroom activities. The following are just a few ideas that have been successfully used in other Head Start programs; . each activity addresses an important aspect of a child's emotional development. The activities are enjoyable and require a minimum of preparation. h; M m m 6 n x F+ 7 ►+ 7 S 7 O S m N a O a r t M m W (s n w'ti •o m 9 rmi m = (moo M a °' 1M* m a m w C o'O n L _ 1-� 1hyy w o a r < M a M m M cn m m O H G 7 `4 O F+ F+ C O M M O m R m M m R •�N•F-+ d o R a R m R M• r m R *0 O C' " O m 7 a' rn � rnm mm n % n0 -0 a. n MM owmro 4 '=7 b O O. R m to 0-%4 m G. M m m b " r a O m = R < m o I w M 00 R M' m 00 a' N O c m < O O a m }G R W N O rt M 7 0 m C6 n m O M m M M m "a D• 1 d 7 O m A CL m < c' m W� M " M ►+• 110 c m c Mm c �t O. R m R R M c m pr r R of o 9 rr o %4 o r• m m 1+. 1- •b O n F+ m F+ a 0 `< 7 m 1 n Co M 1n M 7 A 10 0 Co =r7 m m a S m m 0O m S W R M F+ m m C C3. M m m m m C m m m C m CL M CO ►+ m a b m D M 9 R M it En w r+ r O m m m t-+ a' m R m 7 m �7' co m 1 � c F-+ `< C3. V O C' W O R`•G O m Dt R m M m R ro C r 0) n %4 f+ n MO m m 0. m H- n m I.- (D E Mm M m 7 w r D m m +% n 1 1( O cn m R m -0 M A a. X M 10 R 0 CL m m C m "O R m n M O 00 m SO o' Qt O O 1•-1 M O m O m m 2 (n (D � r 1 m 1 a m 0 ?1 1 m %4 m m o V a% LA [T7 v v v v v v R O O C n m m n td m :c m m b M m m ;a 9 b M a x O m a 0 R a M m O' m a m m M A 'o a A CL m < O m m n A n O O Cz1 m m m m M n 0 m m " 1- < A M O m 0 R < a m m m >~ rr M M 1+ R M 0o aO m ►- H C R O M . m M m O c. ►+ m a O a N CL a m *a m m a M 'C m m 0 a M 1•. m O m f+ r m O a R a R N N O C- 'v m o a m a. 'v m m m m (o x x o aO O m R cr m m M Z m M C M R "0 R %4 O m R n m. m M rn 0 a N n0 O < M M 7 m Ot M CL n p a0 m C 9 5 1+ m 0 0 R < R m I rt C. M n P h+ N a M N M F+ m m 1+ nM m C R r 9 R O m ::ro m c O < !+�f m ? m A oo a M o O 'v R m . ; m r W M - R W a• 1+ 00 1 3 b a o •v o w R r n m 11 n m o Cs. ►-� O C m r m w a. r w to 0 M m Z M g w g R a. m r C R < ►< A r. R a. O C m M r ►•� a r w m, z m •e �• rr n. n m �C rt o m r� 1. M A a c M 0. m 3 0 1"4 O oMOm m m 09 "a V "n rOw M rmt n � rw*+ r rot 1 M. 1 r ( C6 m 0 1 m C t7 m c m m 0 1�J- M o m ? m n n O 7 50 O'7 r0 w'a r m •a Co 1•- m b 'O rt a? m N 7 m a. o m m - m r� cn 00 h. O m r+ o a n � M 03 � O m m o rr R Oo M r m 7 a w n M m a 00 CY m O r A m 0 m M 00 m m C O m M rr CD m n m M+ O a m m 'v g o M a M M a < R O m m m O }+ ? < 0 m m a M r+ ar- n . moo o a v c a c m m M m 00 M m :r m U.C.S.S.O. : HEAD START PROGRAM $37 Arnold Dr. Suits 100 . Mardna:,CA Na 3 — MOZ91: W - CHILD DEVELOPMENT/' HEAD START 40 UenMental Health Screening Definitions 1. Physical Al2Rta1 ma41 c, Coloring, posture, gait (normal/awkward), facial expression (b / ( 1114 appropriate), breathing (normal/labored), grooming, eye movements (coordinated/uncoordinated), etc. Z Activill Level Appropriate activity level, tired, listless, falls asleep often, unable to remain seated, squirms, in constant motion. 3. Self Conceit . Likes self-says positive things about self and his/her products, makes negative comments about self products, sees self as well liked, as disliked, accepts responsibility for mistakes, blames others, confident vs. hesitant/fearful. 4. Attention 5pan Able to stay with and complete task, listens to story/shifts rapidly from one task/toy to another, concentrates/easily distracted, by what? Sights? Sounds? 5. Mood Generally happy, sad, angry, frequent mood swings, mood changes consistent with what's happening, changes mood with no apparent reason, mood doesn't change even when it should. 6. Materials Uses appropriately, in a variety of ways, avoids messiness, distressed over breakage, destroys materials. 7. Interaction With Others Plays by self, with one other child, interacts only with adults, watches others, imitates others, initiates contact, makes suggestions, accepts suggestions, helps others, plays with one sex/both sexes, reaction to new children, others seek him/her out, others ignore, others reject child. 8. g:gmmunicatiori Skills Able to make self understood, uses mostly gestures, uses words, answers questions, initiates conversation, little or no verbalization, answers relate to question/answers unrelated to question, echoes. 9. Cooperation/Compliance Shares, takes turns, follows directions/requests, ignores requests, passively resists, refuses to comply, complains, does opposite of what is asked, always does what is told. FP-89c 2- (2) Offer a full schedule of training sessions four teachers , family service workers and parents in: a) Effective parenting b) Effective communication/active listening c) Anger management d) Conflict resolution (3) Hire masters degree social workers or MFCC ' s to perform family services for the Head Start children ' s families. Three full time experienced social workers or MFCC ' s should be sufficient to serve 240 children and families if paper work requirement is kept to minimum. out of 80 children for each social worker, there will be approxi- mately 10 to 12 problem children who require greater care and attention while the remaining 68 to 70 require only routine services . A more graduate approach might be to hire one masters degree social worker or MFCC (not neces- sarily licenced) supported by three current level of fam- ily service workers to do the same job. The latter appro- ach would require the social worker to be involved in ser- vicing the more severe problem children and their families while on a continuing basis train the other family service workers to be more clinically proficient. The social worker becomes the cohesive force which links parents together with the Head Start program. (4) Within the first month of each new school year, a complete assessment of each child and his/her family should be in place with the child' s records. This can be accomplished by applying the full resources of the family services de- partment to that end. The social worker will be charged to assess the more complex or severely disfunctional fam- ilies while the family service workers handle the more rou- tine families. To determine which family is complex or sev- erely disfunctional, each family, at the tintte of applica- tion for the Head Start program, will be required to com- plete a set of questionaires that will provide clues to family services which family is likely complex or severely disfunctional. If each assessment takes 2 hours and 40 min- utes (2 hours for interview and 40 minutes to write up the assessment) to complete, each worker should be able to com- plete 15 assessments per week or within 4 weeks of time, 4 staff members in the family services should be able to assess 240 families . This of course is only possible if all the assessments are done at the agency it) Brentwood. . The assessment needs to include: personal data of the child, current problems of child at home and in- school , history of presenting problems, results of a complete physical examin- ation including a careful neurological assessment, past -3- medical history, birth history, daily habits, devo. I -l.imental his- tory , temperment, school history, family history , p.r!.;t treatment clinical observations, and any additional informatJ mi from spec- ialists in such areas as learning disabilities , psy- hol.ogy, psy- chiatry; neurology, speech and language , physicalrmd occupat- ional therapy. In addition to the assessment of th- 1hj.J.cJ , com- prehensive assessment of the nuclear or blended fa.mil.y is of equal importance. The family assessment should include: n tenogram with source information supplied by the parents throuclh , procoss of answering a structured questionaires covering tlrc! -h i l.d and sib- bling generation, parents and grandparents (both pat-.-t-nal and ma- ternal) generations. Information from the questiorrni-res then tran- slated into a standardized genogram drawing by the personnel. Information sought in the questionaires to include personal and demographic data, substance abuse, physical , emot.ir,rr:rl and sexual abuses , special medical conditions , learning disabilities , cultural practices of all members in the family, particular [y those of the parents -and grandparents . (5) Employ " Fun and Food" promotional approach to en(-r,uraye greater parent participation in the [lead Start program. Depr:ivecl , discour- aged, and disenfranchised parents generally [rave groater needs for immediate material rewards to be motivated. All c>f us like to eat and have fun. How Bead Start develop a down-toy- o,-irth program that will attract parents is the big questi-ort . Yn m-rking that at- tempt, consider the fallowing : a) Free baby sitting service on location. b) Friendly and informal meeting atmosphere wh-r - pa L-ticipants are made to feel. included. c) Facilitate meetings with group norms that. pi )vide all par- ticipants, particularly those who are shy ;iwl lack verbal skills , opportunities to speak up and ask (Ilw!,tions . d) Invite successful local merchants , business -titrepreneurs to share their success stories with par. tic.il,.it-.iny parents as an adjunct the regular [lead Stat t me-eti rr,l agendas . Peo- nle are often interested in findi.ny hole l i r- 1 -iii.ncl to how others have overcome overwhelming odds and Iw c.ome. success- ful . e) Invite local restaurant chefs acid parents or: head ;tart staff who have special talent for cooking tc> demonstrate cooking techniques before regulare meetings . f) On special regional meetings , employ pot-111r,1'. contest with prizes awarded to main course, salad, and do!;mert entries to encourage attendance. g) Try to incorporate into each meeting attract.ion feature that will entice typical Head Start parents t-o participate because it is fun, food or of practice value . h) Praise and validate those parents who showod effort:in Head Start program participation. Until the government changes its position on parent in- volvement with the Head Start program, it is impo�rt,�nt that del- V'tTid 4 Dorothy Bronson Si'R1 �C►7.3 Disability Coordinator � UCSSO Head Start 120 Oak Street Brentwood, Ca. 94513 2YLT(,�k' Nei �U�1Sc�lJ�ly une 6 , 1995 Dear Ms. Bronson: It has been a pleasure working with all the teachers and staff of UCSSO Head Start the last nine months. I am especially in debted to you for all the assistance you had given me. I en- joyed working with all the children, including those who had pre- sented the greatest challenge. I was , however, somewhat disappointed about the lack of parent participation with the Head Start. program. For 30 years, the Government who sponsored and funded the Head Start program failed to mandate parent involvement as part of the quali- fication requirements. The oversight has compromised the Head Start program success. Mental health professionals will quick to agree that child- ren' s well being, particularly those from theeconomically deprived segment of society, can not be best served if we do nothing to ad- dress family disfunctions . It has been well established for decades that family disfunctions, for the most parts, are highly transmit- table from one generation to another. If Head Start program is equip ped with an adequate mental health component and parent involvement mandate, much of the multigenerational disfunctions transmission can be eliminated. Successful interventions at the family level not only create a better learning environment for a child but strengthens the supports for other sibblings in the family. Children function best when they feel loved and secured and only well grounded parents can provide that. For many .years, Head Start had .treated .problem children symptomatically. It' s time that we pay some attention to the root cause-family disfunctions. Carrie Frazier, my clinical supervisor, had the opportunity to check out the San Joaquin Valley Head Start program servicing 2, 000 children recently. She found the program, over the years, has gradually built up a mental health staff and learning specialists to service the children as well as their families. They have managed to find creative means in attracting parents to participate in their Head Start program. Perhaps UCSSO Head Start can do a comprehensive study of that program and learn from it. In response to your request for personal comments about. the UCSSO Head Start program, I offer the following suggestions:• 1) Change the term "Mental health counselor" to "Child behav- ioral specialist" to increase public acceptance. Many His- panic parents do not appreciate having their children ob- served and dealt with as something is wrong with them. j . T H (2) Offer a full schedule of training sessions for teachers family service workers and parents in: a) Effective parenting b) Effective communication/active listening c) Anger management d) Conflict resolution (3) Hire masters degree social workers or MFCC ' s. to perform family services for the Head Start children' s families . Three full time experienced social workers or MFCC' s should be sufficient to serve 240 children and families if paper work requirement is kept to minimum. Out of 80 children for, each social worker, there will be approxi- mately 10 to. 12 problem children who require greater care and attention while the remaining 68 to 70 require only routine services . A more graduate approach might be to hire one masters degree social worker or MFCC (not neces- sarily licenced) supported by three current level of fam- ily service workers to do the same job. The latter appro- ach would require the social worker to be involved in ser- vicing the more severe problem children and their families while on a continuing basis train the other family service workers to be more clinically proficient. The social worker becomes the.:,cohesive force which links parents together with the Head Start program. (4) Within the first month of each- new school year, . a complete assessment of each child and his/her family should be in place with the child' s records. This can be accomplished by applying the full resources of the family services de- partment to that end. The social worker will be charged to assess the more complex or severely disfunctional fam- ilies while the family service workers handle the more rou- tine families. To determine which family is complex or sev- erely disfunctional, each family, at the time of applica- tion for the Head . Start program, will be required „to com- plete a set of questionaires that will provide clues to family services which family is likely complex or severely disfunctional. If each assessment takes 2 hours and 40 min- utes (2 hours for interview and 40 minutes to write up the assessment) to complete, each worker should be able to com- plete 15 assessments per week or within 4 weeks of time, .4 staff members in the family services should be able to assess 240 families . This of course is only possible if all the assessments are done at the agency. in Brentwood. The assessment needs to include: personal data of the child, current problems of child at home and. in school, history of presenting -problems, results of a complete physical examin- ation including a careful neurological assessment, past 8/ T / -3- medical history, birth history, daily habits, developmental his- tory, temperment, school history, family history, past treatment clinical observations, and any additional information from spec- ialists in such areas as -learning disabilities, psychology, psy- chiatry, neurology, speech and language, physical and occupat- ional therapy. In addition to the assessment of the child, com- prehensive assessment of the nuclear or blended family is of equal importance. The family assessment should include: A genogram with source information supplied by the parents through a process of answering a structured questionaires covering the child and sib- bling generation, parents and grandparents (both paternal and ma- ternal) generations. Information from the questionaires then tran- slated into a standardized genogram drawing by the staff personnel. Information sought in the questionaires to include personal and demographic data, substance abuse, physical, emotional and sexual abuses , special medical conditions , learning disabilities , cultural practices of all members in the family, particularly those of the parents and grandparents. (S) Employ Fun and Food' " promotional approach to encourage greater parent participation in the Head Start program. Deprived, discour- aged, and disenfranchised parents generally have greater needs for immediate material rewards to be motivated. All of us like to eat and have fun. How Head Start develop a down-to-earth program that will attract parents is the big question. In making that at- tempt, consider the following: a) Free baby sitting service on location. b) Friendly and informal meeting atmosphere where participants are made to feel included. c) Facilitate meetings with group norms that provide all par- ticipants, particularly those who are shy and lack verbal skills, opportunities to speak up and ask questions . d) Invite successful local merchants, business entrepreneurs to share their success stories with participating parents as an adjunct the regular Head Start meeting, agendas. Peo- ple are often interested in finding hope listening to how others have overcome overwhelming odds and become success- ful. e) Invite local restaurant chefs and parents or Head Start staff who have special talent for cooking to demonstrate cooking techniques before regulare meetings. f) on special regional meetings, employ pot-luck contest with prizes awarded to main course, salad, and dessert entries to encourage attendance. g) Try to incorporate into eachmeeting attraction feature that will entice typical Head Start parents to participate because it is . fun, food or of practice value. h) Praise and validate those parents who showed effort - in Head Start program participation. Until the government changes its position on parent in- volvement with the Head Start program, it is important that del- . -4- agate agency like UCSSO find ways to persuade parents to parti- cipate and become active .partners with the Head Start program. The American Families have never face crises of current dimen sions before. Those who service children and their families as , in Head Start, are in position to change it for the better. Sincerely, y Paul K. Yee, CCI #24226 JAMES A. ERICKSON D. MIN, MFCC Mental Health Consultation Lir- #MFC 23915 Liberation Psychology P.O. Box 185 Brentwood, CA 94513 (510) 634-2164 (message) TO: United Council of Spanish-Speaking Organizations Head-Start Programs MENTAL-11EALT11 REPORT For three years I have served as mental-health consultant for the Head-Start Programs of the United Council of Spanish-Speaking Organizations, specializing in the Migrant Program. ( I also have served East Contra Costa County in other capacities -- as a private-practice counselor, as an intern supervisor for Youth and Family Counseling Center, and for six years in ministry with a large, economically depressed and ethnically varied community in Pittsburg . ) The mental-health issues I have observed with the children in the Head Start Programs fall in the following categories: a. Developmental or neurological . Often further testing is recommended. Education and support in coping with associated behaviors are helpful to parent and teacher and other staff. b. Anxiety based, most often manifested in the Head-Start children as separation difficulties and at other times as high reactivity. More often than not, these problems resolve themselves as the child matures. If anxiety-based problems continue, I recommend a home-based assessment to see if there are sources of anxiety stemming from the family. C. Hyperactivity and difficulties with focus and attention. If there is an Attention Deficit Hyperactivity Disorder, aggression and disruptiveness often are present as well . In -extreme cases, medication is often quite helpful . Otherwise, education in behavioral management and assistance in its application, particularly when consistent across both home and school lines, are recommended. Other, dif. ficulties also present themselves, although not to the degree as those mentioned above . They include: withdrawal, regression to previous cloveloprrtental levels, arrd rictyressiveness. In these cases, I like to visit families to if the children are acting out: . some stress from the florae . (My experience has been that parents often respond with denial, ill some form or the other . ) MENTAL-11EALT11 RECOMMENDATIONS: [lead Start serves children of economically deprived families. Often community re.sourcc,., are inaccessible Lo hese families, due to cultural and economic reasons . My recommendations fall . in two areas: 1 . There needs to be a clood deal of education, on all levels, regarding the existence of resources and the means of accessibility to them.. Mutual education needs to occur with the providers of services, Head Start staff ( including myself as mental-health consultant) , families in the programs, and, particularly, those families targeted with special needs. Often resources are under-ut-Alized because of shared ignorance. Once resources are identified and paths of accessibility clarified, the program will be i.tt a better position to advocate for increased services. or cttrater cultural and economic sensitivity in existing services . 2 . Community Mental [lealth is best promulgated by an effort of the con►rltunity -- comi.rrg from the community and effected through the community. This perspective recognizes and fosters the expertise and strengths of the community in addressing its own identified mental-Health needs . Community agencies and County social and mental-health services ideally facilitate this process . I believe that- t:o the extent that the community perceivers mental-health cf. for. ts coming front without., directed at it in a judgmental and prejudicial way, to that extent mental health efforts, perhapl -; wi.tlr the best intentions , --ire uns►rccc;s Eu l . The flead-Start Proyr:nm:: :,re in a relatively quad, position to be an agent of Community P9ctttal Ilealth because of ( .1 ) the emotional investment parents have in their small children; ( 2 ) the lack of sophistication on the part of the children to mask difficulties that different fanlilies may be having; ( 3 ) the credibility Head Start has established over the years in the community ( I am well received in the hornes of families once I identify myself as a coristr.l tan t: with Head St-art ) . With others, I have started a nonprofit agency, Delta Communities Counseling Services, which adheres to the principles of providing accessible mental-liealth services in a culturally and economically sensitive way, while enabling community mental health in the terms described above. We are very open to collaborating our effort:s with the United Council of Spanish- Speaking Organizations and the Head Start Programs . r/- , . XWl aIr ig C)k1 r(d c C� w Ovid( 1 S - twQ162-d , r►�- 4ct�( 4- 1 c�'�raY I vlo Cj- 4(j Lth) br,',�q G 6r,le on. ",.-k - V"C/I- via VI) b�-6daaa w 6 101 d9h ibi + UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM 1-30 IMPLEMENTATION PLAN September, 1995 hi *� � h� S X UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM 1-3.0 IMPLEMENTATION PLAN United Council of Spanish Speaking Organizations, Inc. (UCSSO) Head Start Program will implement the 1-30/70.2 in the following manner: THE ROLE OF THE PARENT: The major role of the parent is to get involved with the Head Start program. There are four major ways that a parent and/or family member can get involved the Head Start program. They are: 1: Participation in the process of making decisions about the nature and operation of the program, 11: Participation in the classroom as paid employees, volunteers or observers, III: Activities for the parents that they have helped to develop, IV: Working with their children in cooperation with the staff in the classroom. The first of the four major ways is: 1: Participation in the process of making decisions about the nature and operation of the program. Decision making in the Head Start program occurs on three levels. The levels for UCSSO Head Start are: 1. The Classroom Committee composed of 100% of the parents at each classroom site, 2. The Locale Policy Committee (LPC) which is composed of representatives from each of the classes as well as community representatives, 3. The Policy Council which is composed of parent representatives from the Grantee Operated Programs (GOP), from other Child Development Projects and from the delegate agencies as well as community representatives, public agency representatives and representatives from the Board of Supervisors. Head Start 1-30 Implementation Plan Revised 9509 Page 1 Vh( b 14 :C Level One: Classroom Committee Level Level one of the. decision making process for the UCSSO Head Start program is the Classroom Committee. A classroom committee is composed of 100% of parents whose children currently attend and are currently enrolled in that classroom. Decisions at the Classroom Committee level deal with the. nature and operation of the program at that classroom. A. Nature of the program at the classroom level means the following: 1. Assure that the experiences of the child in the classroom are creative and multicultural. 2. Assure that the experiences for parents are designed for parents and will enhance parental skills. 3. Assure that the interests of the parents are expressed in activities designed for the enhancement of skills for parents and staff. B. Operation of the program at the classroom level means the following: 1. ' Assist teachers, director, component. coordinators in ways that enhance program services. 2. Work closely as volunteers with classroom teachers and all other component staff to carry out the daily activities in the classroom. 3. Plan, conduct and participate in the informal (social, or other) and formal programs (trainings, meetings, etc.) for classroom parents. 4. Elect representatives to the Local Policy Committee. 5. Provide input into field trips and end of the year ceremonies. 6. Participate in raising funds for activities which parents .chose to occur and are not included in either the grant or the parent activity funds during the year. Level Two: Local Policy Committee Level Level two of decision making process for UCSSO Head Start program consists of the Local Policy Committee (LPC). The Local Policy Committee is set up by the program parents and is composed of representatives from Head.Start 1-30 Implementation Plan Revised 9509 Page 2 Y hi b i+ :[; each class and if decided by a majority vote of the current LPC, community representatives who may be past parents of children who were enrolled in the program. All representatives serving on the Local Policy Committee must be duly elected. No voting member can hold a voting seat on the classroom committee and/or the Local Policy Committee longer than three (3) years. If an alternate serves in a voting capacity for at least half of the meetings, then that time. is considered a full year. The responsibility of the LPC is within the nature and operation of the program. A. Nature of the program at the Local Policy Committee level means the following: 1. Assure that the experiences of all children enrolled in the program are creative and multicultural. 2. Assure that the experiences for all parents are designed for all parents and will enhance parental skills. 3. Assure that the interests of all parents are . expressed in activities designed for the enhancement of skills for all parents and staff. 4. Assure that the evaluation of the components and program goals and objectives, technical assistance and training plans, recruitment, enrollment, attendance plans are carried out at all classrooms. 5. To understand their role: role of Local Policy Committee representative is to represent the common concerns, needs, issues of all the parents from their classroom. The role of the community representative is to represent the community in respect to institutional change in order to provide resources to the Head Start program. 6. To select options based on Community Needs Assessment (CNA) data and have options selection recorded in minutes of the LPC. B. Operation -of the program at the Local Policy Committee level means the following: .1. To provide the common concerns, issues, needs of the parents to the Local Policy Committee, Head Start Director or designee. Head Start 1-30 Implementation Plan Revised 9509 Page 3 9 �hf bif :Z: 2. To work closely with the Head Start Director or designee in the planning, conducting and participating in the informal (social or other) and formal programs (trainings, meetings, etc.) for all parents and staff. 3. To serve as a link between public and private organizations, the delegate agency and the community it serves. 4. Have the opportunity to initiate suggestions and ideas for program improvements and to receive a report on action taken by the Head Start Director or designee with regard to its recommendations for improvement. 5. Assist Head Start Director or designee plan, coordinate and organize agency-wide parent activities. 6. Assist Head Start Director or designee in communicating with parents and encourage their participation in the program. 7. Aid Head Start Director or designee recruit volunteer services from parents, community residents and community organizations and assist in the mobilization of community resources to meet identified needs. 8. To supervise the execution of the parent activity funds by developing a- parent activity fund plan which is annually updated. The plan will be used in the supervision of the allocating and spending of the parent activity funds. The Head Start Director or designee will assist the LPC in the development and updating of the parent activity fund plan. The parent activity fund plan must be approved by the majority vote of the Local Policy Committee. 9. Elect representatives to the grantee Policy Council. These representatives will represent the issues, concerns and needs of the Local Policy Committee to the grantee Policy Council. DECISION MAKING FUNCTIONS AT LOCAL POLICY COMMITTEE LEVEL 10. MAY BE CONSULTED OR CALLED UPON before any decision is made or approval granted to give advice or information BUT NOT TO MAKE DECISION OR GRANT APPROVAL in the day to day operation of the program. 11 . MUST BE CONSULTED OR CALLED UPON before any decision is Head Start 1-30 Implementation Plan Revised 9509 Page 4 made or approval is granted to give advice or information BUT NOT TO MAKE DECISION OR GRANT APPROVAL in the identification of child development needs in the area to be served, ensure that standards for acquiring space, equipment and supplies are met. Standards will be set via the plans, regulations, Performance Standards and applicable laws. Ensuring that standards will be accomplished through reports to the Local Policy Committee. 12. MUST APPROVE AND/OR DISAPPROVE before the decision is finalized or the action taken. This group must have been consulted in the decision making process prior to the point of seeking approval in the following: a. Establishing goals of Head Start program and develop ways to meet them within the Performance Standards and/or regulations. b. Determine location of centers and classes. C. Develop plans to use all available community resources. d. Develop plan for recruitment of children. e. Determining the composition of the appropriate policy group and the method for setting it up . within Performance Standards and/or regulations. f. Head Start personnel policies. g. Selection of the Head Start Director and staff for the purpose of hiring and terminating. h. Prepare request for funds and proposed work program prior to sending to agency Board of Directors and grantee Policy Council. i. Make major changes in the budget and in the work program while program is in operation. Major changes in the budget.are defined as any amount over $5,000.00 and . major changes in work program is defined as any change that would eliminate or add more than $5,000.00 cost. (Program or budget changes that are less than $5,000.00 or have an impact that is less than $5,000.00 each program year.. will be .reported to the LPC but do not require Local Policy Committee approval.) 13. IS DIRECTLY RESPONSIBLE FOR THE CARRYING OUT OR Head Start 1-30 Implementation Plan Revised 9509 Page 5 Y*ht Oi+ Z PERFORMING the self-evaluation of the agency's Head Start program goals and objectives and component work plans. The Head Start Director is responsible for assuring that the self- evaluation is conducted or performed by staff. The Local Policy Committee is responsible for assigning group members to develop procedures for self-assessment and evaluation. They will work in cooperation with staff to develop procedures. The Local Policy Committee will be part of a sub- group to perform the self-assessment and evaluation. 14. IS GENERALLY RESPONSIBLE AND HAS THE LEGAL AND FISCAL RESPONSIBILITY for guiding and directing the carrying out of the establishment of a method of hearing and resolving community complaints about the Head Start program. The Head Start staff will establish the standardized method, give these to the Head Start Director for approval/disapproval and provide written procedures to the Local Policy Committee for approval/disapproval prior to implementation. Once the method has been placed in writing, approved by the LPC and the Head Start Director, the performance of the procedure will be directed by the Head Start Director. Level Three: Policy Council Level Level three of the decision making process is the Policy Council. The Policy Council (PC) operates as the parent decision making body for the entire grantee. (See grantee's implementation plan for responsibilities and function of Policy Council members.) The second of the four major ways is: 11: Participation in the classroom as paid employees, volunteers or observers. This is the second of the four major ways that a parent and/or family member can get involved in the Head Start program. 1. As paid employees: Parents who qualify are encouraged to apply for vacant Head Start positions. Preference will be given to parents of children currently enrolled in Head Start. 2. As volunteers: Parents, as well as other persons, can volunteer in the classroom. To be considered for volunteering Head Start 1-30 Implementation Plan Revised 9509 Page 6 a parent must receive an orientation. If a parent would like to be considered for a long term (more than once a month) volunteering in the classroom, then they must be willing to take part in a training for volunteers. 3. As observers: Parents can observe in their, child's classroom any time that class is in operation. When observing in the classroom, the parent should tell the teacher how long they will be observing. The third of the four major ways is: III: Activities for the parents that they have helped to develop. This is the third of the four major ways .that a parent and/or family member can get involved in the Head Start program. Parents at the classroom level will develop activities for themselves which will meet their needs. Parents at the Local Policy Committee level will take a survey of interests and needs either through the Family Needs Assessments or a separate survey of the parents. This will determine the next program year's training needs for parents as well as serve as the basis for some activities for the current year. The. fourth of the four major ways is: IV: Working with their children in cooperation with the staff in the classroom. This is the fourth of the four major ways that a parent and/or family member can get involved in the Head Start program. Parents and/or family members are encouraged to be in contact with the classroom personnel. Contact can be through casual meetings, formal meetings, social events. Parents and/or family members are asked to become involved in what is going on at the classroom so that they can become involved at home through reinforcement and continuity of things the children are learning and doing in the classroom. Local Policy Committee Approval date: July 18, 1995 revised: September 26, 1995 Head Start 1-30 Implementation Plan Revised 9509 Page 7 UCSSO DEAD START CONFiDENTIALI'll Y Policy and Procedures All family recordr: and information obtained thrcnrgh family intrrvictvs, case ccrlrfr•rrnces, etc., are confidential: Ilead Start staff small implement the folliNwir1}; pi1wedn,cs t„ ensure confidentiality. FROCI MZf'.� All records cor►taining information pertaining to a child and/or his/her family must be kept in a locked file. Che locked file should be maintained at the - I lead Start Center and the Center Director/Supervisor shall designate a staff member to be responsible fnr tite key. A list of indivicitiais autliorized to review files shall be available at every cc cater. Ar►y individual riot on the list fill( re(luesting access to files must lie approved L)y center snpet visor/director prior to release cif files. A file access log shall be kept in each file drawer. Ally individual accessing, any file must con►l,lele tit(, rc(lrrired information. Files shall riot l,e removed from tic I)wmises. Ari individual ar re'"' : log shall be kelt in each file and any individrr;rl workin}; with, reviewing or nutnitmin); Iii• fill' shall sign his/her IMITlc, date and WiV,01I fl It :1(cr,ssin), the fill. Files or papers cmit,aining confidential material re};arding a family' sirrtrld not be left on desks, tables, etc., whetc (,titers may have access to theist. When cimenl I,ttsincss cone ruin}; a file is completed, the file must be returned to (he file cabinet and lite c .ihirwl l(wked. I)iscuSsions of Iamik, problems or situations are to he held only w illi Ihntic staff members working; dircclly Willi the family. Information should be shared c,rrlc. if it i': telcv;,ttl to that staff member ill .r : :i<,Iiit} the fatnilN. Tic normal nu,dc of inf(,rtrr;,tir „ ldrar in); is lir case cr,nfcrence. PIoblerits of rrtr. Head Start fancily should not be disci;- d r•. ith :lr,ohc•r larrtily. Validly should not he discrtsscd in the plesr•rr- ,If I,,.,rr•ots, ( Irildren or visitors at Ow r r•nler. Written information regarding : I lead Start families "'11111 Ili-1 l'e shard with any (701111-7111[lit), agency kvilhout the express prior written authorizaIir,n Itmlr th,- firmly. No records of borne visits, case conferences, ClEl's, lFPs or miter r nrfldenllal reports are to be forwarded to anti• school after the child's participation in tic� I Ir';_, l Start program has ended willmid prior written authorization from the parent~. Parent's wrilWit shall be secured prior to, usinf; (1111 lwrr ' I lrc l l raph': o.►rtside tl►e I,rc,y•rarn or t(, :rllrw 1 liddren to pidicil);tle ill research. Rr(crcncc: I'� r fol nr,tnc c Standard I (119.4- 2i1')(')(c') t t';I'I•'.1 Indicator 11126 t'-376 gYhibi+ C.ONFIDENI IAL 1 Y PARER I ACULSS l-O l LEAD START HECORDS * 1 i11f'rltfi have full review and acceF.s rig111� I( 1111()11T1:111f1r► r('ctardiflg tl wli children and t1winselves. 11(��id `:Dart has the obligation to explair► In 1i;11er1ts :1►1y information in ►11(, wcords that pertains to the child (1r f lrnily t'.iwi►t,: Have the right, after reviewing their child*!; wcord., to have it mr►r?r►cied or corrected. l he request must he in writing and will he approved by the I lead Start Director. If tlw pawi-its and the lead Start program cannot agree about the c oriec.tions or iat11(?ndments, then all explanations and recl(.iests for change must he kept with and become part of the child's I)Prrrlar lent record. i'mei&: may obtain, upon written requpst, n list of lm.;aticlns of all i cer:(m; lly identifiable information kept by Ow I fi-,m l Start program. GENEIIAI_ PULICIES Head (,111ployees who have ac(.w-'., to cc Inlic Ic•r 11 i.11 it►1c 1r elation are bound by the policies and procedures in this rrlattfl. 111;11 is: nc) informati(m allmit a child m family is to be releas(,(+ will►mTl written parerflol inlclmled consent it the m ateil al is porsowiliv ideidifiable. f ersotioll - id(,ntifiable information is defined ��� tl►-i1 irllc�rrllation about a child or Imidly which would make it possible In KP,illify 11w family or the child will, mai,onable certimity. This in(-l(Jde!. any mfnrrm(lloti that has on it. the dilld's name, paiei)I's namc,, addre's, Wlph(► rw member, Medicaid n1lr ,d'or, or any_ Other data that carr reaclik. U,l(,r)tify thr, child or family. When Clic c:llild's name is allac:lhed to any of tyle fall-wiper, the infomiati(m ic.- considered confider tial: specific: ed►(( ,11imial!nledic:al screening, dirlynostic data, disability, categorical c li.►clnc 1st , funccconal assessment, family needs sissessmerit, horse visit 1('11(111-, of child progress ►F!pc111s. Teachino !* ff does riot nor d- to Imow the di.l mo,:11( I;itwl 1(.)r children with disahililleq since they Inach a(.:cording to fc)nc ti 11wl Irvels. Diagnostic F;oivice contracIms iniust adhere t(1 I le;11a?lhfide.ntiality policies, mid procedures. At also tM U q o-- ��t WHEN TO MAKE A REFERRAL FOR DIAGNOSTIC EVALUATION After the health and developmental screenings, a determination needs to be made as to whether the child needs to be referred to certified, licensed professionals for diagnostic evaluation. There are several issues to be considered and steps to be taken in this determination. Referral Issues Parental Concerns Parents may express concerns about their child to center staff. These concerns may come from their observation of the child's behavior or from what a doctor, other professional, friend or family member has told them. Parents sometimes express their concerns in ways that can be missed or dismissed, unless staff are listening for underlying concerns. All parental concerns should be acknowledged and investigated. Some common expressions of parental concern are: "This baby doesn't,act like my other babies." "He's making me crazy." "She never wants to play." "My mother says she's not growing right and I'm not feeding her enough." "I don't feel right about this child." Teacher Concerns It is the teacher's responsibility to make observations of all the children to determine their learning styles, skills, preferences, etc. During this process, teachers should observe for any behavior or characteristic of the child that seems abnormal, delayed or different from the other children of the same age. Teachers frequently are the first to notice problems the child has. Therefore, any teacher concern or information about the child's behavior and experience in the center should be considered when determining whether a child needs i to be referred for diagnostic evaluation. Developmental delays on the Portage or Denver I1 requiring referral are determined as follows: Child's Age Definition of Delay Under 2 months observable unusual development 2 - 12 months 2 months delay in any area 13 - 24 months 3 month delay in any area 25 - 36 months 4 month delay in any area 37 - 72 months 6 month delay in any area Steps to be Taken The Health/Disability Coordinator should gather all the necessary information on the child. Information should include: screening results, medical records, teacher observations, information from parents, developmental records, and any other information hat is appropriate to help in determining whether the child should be referred for diagnostic evaluation. In-House Staffing or Child Study Team It is the responsibility of the health/Disability Coordinator to arrange an In- House Staffing if there is a question as to whether a child needs to be referred for multidisciplinary diagnostic evaluation. Documentation will include notes and recommendations from. the Staffing. WHO PARTICIPATES: Center Director Health/Disability Coordinator SS/PI Coordinator Outreach Worker Education Coordinator Child's Teacher Parents, if appropriate Any other persons with necessary information t Ulf by Community Services Department 1 O►"1 1�a Child Devecop.•nent 374-3994 C Contra a Community Action 646-5544 COSI Food Service 374-3994 2425 Bsfsation Head Start 646-5540 2425 Bisso Lane,Suite 120 Concord.California 94520-4830 County Housing and Energy 646-5756 (510)646-5544 Human Services Advisory Commission 646-5661 Fax:(510)646-5551 Joan V.Sparks, Director MEMO TO: Donna Thornton ( - v FROM: Dane Cali en C � DATE 8/14/95 RE: UCSSO's Implementation of the I-30 Plan I have received your agency's implementation of the I-30 plan. Please explain to me what a "Local Parent Committee " is and to what policy group does this term refer? UCSSO has a Local Policy Committee, yet I do not see it referenced in the plan, please explain why this committee is not in the plan. The plan refers to the Policy Council, please explain to me why UCSSO feels it needs such a detailed plan for the grantee's Policy Council yet the agency does not refer to the Local Policy Committee or its involvement with the Policy Council throughout the plan? UCSSO would be better served in having an approved Implementation of the I-30 plan that looks at each level of involvement and determined how it worked for your agency not merely copy the grantee's implementation plan. The grantee has one level of responsibility, a delegate has another - for their Local Policy Committee first and then how this committee sends a representative to the grantee's Policy Council. For example, page 4 of the UCSSO plan states that the Local Parent Committee" provide the common concerns, issues.......... to the grantee Policy Council", yet no place does the common concerns of the UCSSO parent get shared with the Local Policy Committee. bi 4o MEMORANDUM DATE: August 3 , 1995 TO: Daneen Cali, Acting Program Manager FROM: Christina Reich, UCSSO T/TA Officer RE: Compiled Data from T/TA Instrument The "Training Needs Assessment Survey for Training" was administered to Donna Thornton, UCSSO Head Start Director on August 1 , 1995 . The results of this survey are compiled as follows : In terms of program areas needing strengthening and areas where the program is not in compliance, the overwhelming response was written procedures . /L(glf-� L Administration/Manag. ment nil G PRIORITY AREA OF TRAINING NEED r� RANKING 1 Strategic Planning x 2 On-Going Staff Self-Assessment 3 Shared Decision Making X 4 CNA X 5 Comprehensive Head Start Team Building v 6 Time Management 7 Communication X 8 Management Style Fiscal/Budget PRIORITY AREA OF TRAINING NEED RANKING 1 Budget As It Relates To Components/Overall Program 1 &Yhi bi Grant Writing PRIORITY AREA OF TRAINING NEED RANKING V 1 Programmatic Plans /\ 2 Career Development/ �( Career Tracks /\ New Staff Orientation/Other Training PRIORITY AREA OF TRAINING NEED RANKING 1 Introduction to Head Start & Its Policies a) Overview of Components b) Job Descriptions c) History d) Regulations (all) 2 CNA - Goal & Mission Statements 3 New Regulations/Compliance New Parent Orientation/Other Training PRIORITY AREA OF TRAINING NEED RANKING 1 Introduction to Head Start a) Overview of Components b) Role in Decision Makng c) History-Goal & Mission d) New Regulations New Board Members Orientation/Other Training PRIORITY AREAS OF TRAINING NEED RANKING 1 History: Goals/Mission (l Statement - 2 tatement .2 Board Roles 3 Introduction to Head Start & Its Policies a) Overview of Components 2 69hi bio tT Disabilities PRIORITY AREA OF TRAINING NEED RANKING 1 Classroom Management 2 Interagency Agreement a) In-Kind /\ 3 Time Management , Health PRIORITY AREA OF TRAINING NEED RANKING I � 1 Increase Parent Involvement in planning, budget, career development, curriculum, etc .—11 Transportation PRIORITY AREA OF TRAINING NEED RANKING 1 Policies/Procedures Education PRIORITY AREA OF TRAINING NEED RANKING 1 Integrating I .E. P.s Into Daily Program Plans & Documenting 2 System for Documentation/ Record Keeping c\ 3 Lesson Plan Integration/ Development (all components) 4 Individualizing Program To Meet Children' s Needs 5 Preparation of Component x Action Plan 6 Behavior Management 3 Parent Involvement PRIORITY AREA OF TRAINING NEED RANKING 1 Decision Making- Parent Structure 2 Cross-Component & Levels a) Local Council/Board/ G;_ Community b) I-30 etc. 3 Parent Involvement/ Participation (How To) a) Health Component b) Social Srvc .Component 4 Community Participation (all components) Social Services PRIORITY AREA OF TRAINING NEED RANKING 1 Systems for Documentation/ Follow-Up 2 Family Needs Assessment/ Action Plans-Real Needs of Families/Cross-Component �\ 3 Management Training For Social /\ Services 4 Crisis Management/ Emergency Assistance 5 Abuse - All Aspects 6 Outreach - Recruitment/ Selection/Enrollment Facilities PRIORITY AREA OF TRAINING NEED RANKING l� 1 Meeting Areas for Parents/ Staff, Including Confidential Areas 2 Screening Areas 4 E � Nutrition PRIORITY AREA OF TRAINING NEED RANKING 1 Comm. Resources for Parents 2 Improve Parent Involvement 3 CUP Records .& Requirements Safety - OSHA, etc. PRIORITY AREA OF TRAINING NEED RANKING 1 Develop/Implement Plan for X Staff Health, incl . Hepatitis 2 Yearly Update/New Regs . 3 As Need Is Assessed Mental Health PRIORITY AREA OF TRAINING NEED RANKING 1 Effective Education x 2 Parent Training/Orientation X To Mental Health in Head Start 3 Mental Health Curriculum X J�1 4 Screenings 5 Observation 6 Referrals 7 Building Self-Esteem 8 Learning Positive Communication in the Family 9 Staff/Parent Support Groups 5 Other PRIORITY AREA OF TRAINING NEED RANKING 1 Community Linkages/Services/ \) Planning y� 2 Training Skills (Training of Trainers) 3 Computer Skills 4 Filing Systems/Record Keeping 5 Use of the Resource Center 6 P. I . and. Other Components In Newsletters CC : Donna Thornton, UCSSO Head Start Director Bill Forrest, T/TA Team Leader Sue Mead, T/TA Officer 6 1 9)( h(b TRAINING WORKSHOP FOR LOCAL POLICY COMMITTEE MEMBERS AND ALTERNATES OCTOBER 3 , 1995 8 : 30 AM TO NOON RIVERTOWN RESOURCE CENTER (THE OLD POLICE STATION) 301 WEST 10TH STREET ANTIOCH Topics To Be Covered: • Structure of Head Start • How to Run a Meeting • What is Shared Decision Making? IF YOU NEED TRANSPORTATION, + PLEASE CONTACT YOUR FAMILY SERVICES WORKER LPC How To Build a Better Board Workshop Prepared By John Armijo-Hanecak for Contract Education Services, Inc. A Minority-Owned California Corporation 75 Zander Dr., Orinda, CA 94563 (510) 254-5746, fax (510) 253-8438 ibi+ D T r r HOW MUCH DO YOU KNOW ABOUT THE CONDUCT OF A MEETING? Every person should understand the elements of parliamentary procedure. Everyone has to participate in meetings which must be conducted in an orderly fashion,and all members of such a group should know how to do their part and protect their interests. Parliamentary procedure has two primary purposes.First,it makes it possible to determine and execute the will of the assembly. Second, it saves time by providing an orderly and expeditious manner of transacting business. It is not necessary for every person to be an expert on the details of procedure, but a general knowledge of the subject is most desirable. You never know when you may be called upon to lead a meeting of a committee, a club or business group. It is important,therefore,that you be prepared to save time and expedite business by observance of the rules commonly followed. Parliamentary procedure is good for use in any meeting, large or small, social, fraternal or business. The same rules of courtesy and fairness prevail in every case.Check your knowledge by studying the following quiz.Seek to know "why"as well as "how"at every point.Study matters that are not understood,so you may be prepared when you are called upon to conduct or to participate in group work. 1. The presiding officer, when opening a meeting, says: (Mark one) (a) The secretary will please read the minutes. (b) Let's get going boys and girls. (c) The meeting will please come to order. (d) I second the motion. (e) What motions are there to be presented? Fhobf V 2. In calling for the vote, which two of the following statements are proper? (a) Those in favor vote by the usual sign. (b) All those in favor say"Aye." (c) Who favors this motion? (d) Opposed by the same sign. (e) All those opposed say "No." 3. The usual order of business in ordinary societies includes six separate items as listed below at random. Mark them 1, 2, 3, etc. in proper order. (a) New business. (b) Reading and approval of the minutes. (c) Reports of officers, boards and standing committees. (d) Reports of special committees. (e) Unfinished business and general orders. (f) Special orders. 4. Four fundamental principles on which parliamentary procedure is based are included below. Mark the four which are correct. (a) Encourage all motions possible. (b) Jbstice.and courtesy to all. (c) Every motion should be seconded. (d) The majority rules. (e) The minority has the right to be heard. (f) Delay vote until someone calls "Question." (g) All voting must be by ballot. (h) Do only one thing at a time. S. A motion, properly presented, is being discussed and a member moves to "lay the question on the table."Which one of the following does the member wish to accomplish? (a) Get a lot more discussion. (b) Kill the question. (c) Encourage someone to offer an amendment. (d) See if a two-thirds vote can be obtained. (e) Secure an immediate vote on the question. (f) Lay the question aside temporarily. b 6. Business is transacted in a deliberative assembly by the following eight steps as listed at random. Mark them 1, 2, 3, etc. in proper order. (a) The chair states the motion. (b) Another member seconds the motion. (c) A member rises and,addresses the chair. (d) The vote is called for by the chair. (e) The chair recognizes the member who rose. (f). _� The chair announces the result of the vote. (g) The member proposes a motion. (h) The assembly discusses the motion. 7. A motion, properly ,presented, is being discussed at' length. A member moves the previous question.Which of the following statements are true and which are false about the motion calling for the previous question? (a) It cannot be debated. . (b) It requires a three-fourths vote to pass. (c) It will prolong discussion. (d) It requires a second. �`- (e) It requires a two-thirds vote to pass. (f) It cannot be amended. (g) The chair must allow discussion to continue. (h) 4t requires a majority vote to pass. 8. A Ladies'Night is being considered.Mr. A moves,and the motion is properly seconded and stated by the chair,that the secretary mail a notice to ladies in the club.Mr.B offers an amendment,which is seconded and stated by the chair,to insert the word"married" before "ladies."Mr. C offers an amendment,which is seconded and stated by the chair, to insert the word"all"before the word"married."Mr.D offers an amendment to insert the words"first class mail"after the word"notice."Answer the following questions"Yes." or "No.". (a) Is Mr. B's amendment in order? (b) Will it be correct to act upon Mr. C's amendment first? (c) Is the chair correct in informing Mr. D that his amendment is out of order? (d) Since Mr. B offered the first amendment, is it correct to act upon that first? (e) If Mr. C's amendment fails, may Mr. D then present his? (f) After the pending amendments are disposed of, would Mr. D's amendment be in order? (g) If a)1 of the amendments carry, is it still necessary to vote on the main motion? X h� KEY TO CORRECT ANSWERS Total Possible Your Score Score 1. (c) 10 points (RONR, page 20) 10 2. (b), (e) 5 points each (RONR, page 37) 10 3. In this order: (b), (c), (d), (f), (e), (a) 2 points each (RONR, page 21*) 12 4. (b), (d), (e), (h) 3 points each (RONR, page 62; Parliamentary Practice, page 14) 12 5. (f) 10 points (RONR, pages 177 and 183) 10 6. In this order: (c), (e), (g), (b), (a), (h), (d), (f) 2 points each (RONR, pages 26.40) 16 7. (a) True; (b) False; (c) False; (d) True; (e) True, (f) True; (g) False; (h) False 2 points each (RONR, pages 166-177) 16 8. (a) Yes; (b) Yes; (c) Yes; (d) No; (e) No (f) Yes; (g) Yes 2 points each (RONR, pages 109-113) 14 'Other items that may be considered as a part of the Order of Business are subject to variation as determined by the practice of an organization. They are: Good of the Order, Announcements and Program. Reference RONR,page 307. "Mr.D's amendment is not in order because it is a tertiary amendment;neither is it in order when applied to the first amendment in as much as it is not germain.It may only be considered as a primary amendment to the main motion after the two pending amendments have been adopted or rejected. There are 100 points to be made on a perfect score. IF YOUR SCORE IS 100 POINTS...you are very good —you are good enough to conduct a meeting with the pose and confidence that comes from knowing that established rules and customs have been followed. IF YOUR SCORE IS 85 POINTS...you are still very good —you must have what it takes to handle the presidency of a service club or any large business session. You will do very well in the conduct of committee work. A SCORE BETWEEN 70 AND 85 POINTS is only fair. There is much room for improvement. You should try to get into some parliamentary practice sessions before attempting to conduct.meetings. A SCORE 70 OR BELOW suggests that study of basic parliamentary procedure is necessary before attempting to chair a meeting. TOASTMASTERS INTERNATIONAL 9*Ah ibf+ � Topics Parliamentary Law Robert's Rules of Order Meetings. Officers Agenda Introduce Business Debate The Vote Motions Head Start Program A GUID T MM�IDEIKGOMANNERS CHAIRMANSHIP LANGUAGE OF THE MEETING CALL TO ORDER: Tapping the gavel twice,the TO OBTAIN THE FLOOR: You stand and say, chair says, "The meeting will come to order." May "Mr./Madam Chair." add any opening remarks. THE CHAIR RECOGNIZES YOU: Chair says APPROVAL OF MINUTES: The chair calls on your name and that gives you permission to speak. the secretary to read the minutes of the last YOU MAKE A MOTION: You say, "I move that meeting,then asks,"Are there any corrections?" If " It is NOT good form to the minutes have been distributed before the say, "I mould like to move. meeting,the reading can be dispensed with. No motion is needed for approval of the minutes. SOMEONE SECONDS THE MOTION: Another The chair says, "The minutes stand approved," or member says, "1 second the motion." (Note: You do "The minutes stand approved as corrected." not have to be in favor to second a motion!) REPORTS: The chair asks for reports from CHAIR ASKS FOR DISCUSSION: Any member officers, standing committees, and special of the group may stand, address the chair, be committees - in that order. After a report is recognized,and talk about the motion which has presented by the officer or committee chair, the been made and seconded. meeting chair asks if there are any questions or discussion. If not,the report is ordered filed. No CHAIR ASKS IF THE GROUP IS READY TO motion is needed for the adoption of a committee VOTE: "Are you ready for the Question?" report unless a recommendation for action is made. CHAIR ASKS FOR THE VOTE: "All in favor say 'Aye',opposed 'No'." UNFINISHED BUSINESS:The chair announces IS THERE ANY MORE NEW BUSINESS?: If that unfinished business is in order, and that there is no more new business,it is time to move to either the chair or others that the chair designates the next agenda item or adjourn the meeting. presents facts relating to matters held over from other meetings and included on the current THE MEETING IS ADJOURNED: The Chair agenda. At the conclusion,a member wishing to says, "If there is no further business, the meeting is take up any other matter not concluded at an adjourned." A member of the group may move that earlier meeting, rises to be recognized, refers to the meeting be adjourned. the matter,and makes a motion. The MEETING ITSELF NEW BUSINESS: The chair asks, "Is there any new business?" Motions relating to new business O Give all your attendees sufficient notice of the can now be made. date and time of the meetings, and as much information as possible regarding its sechdule ANNOUNCEMENTS: The chair asks, "Are there and agenda. any announcements?", and may add any O Start on time. announcements of the chair's. O Follow the agenda. Politely lead off-the-topic or reptitious speakers back to the item under ADJOURMENT: The chair says, If there is no disucussion. further business,the meeting is adjourned." O End on time. O Beaware of your attendees'comfort. Use name badges if necessary. Remember to take a break if the meeting is longer than 90 minutes. ��chibt+ Officers & Committees . PresidentCN.�ii� Duties Vote Chair Pro Tem Parliamentary Usage Maintaining Order Vice- 0 Duties Secretary Duties Minutes Treasurer Duties Accounting & Financial Reporting Committees Purpose Members Chair Rules Types tr tr C L r = C ad c oG S C Y V ce j. Cp n G c c .: .. .. r. 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Aj ,a v Go � -� � ° a w w c41 w y 0 0 utez N $4 W "4 r4 a o � ,4 H d o o � � m T+ 44 it H 41 �' 2 9 b -A b "q9Ama 14 -#4r - y ao o d 000 m o p " d al -rr 4 x O ►-+ oy ° � � wwaw H a. . w u W a d G m C7 O Q x 0� 14v0 03 p u b o �4 ,a a al Cd 41 d .o N p ca a Q) • - u u n a 0 dPUUAW TN-70.2 (8/10/70) bid- U UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PARENT TRAINING WORKSHOP OCTOBER 3, 1995 AGENDA 8:30 a.m. Coffee and Refreshments 9:00 a.m. Welcome Introductions Review of Agenda 1 . Structure of Head Start Performance Standards OSPRI Self-evaluation 2. How to Run a Meeting Roberts Rules of Order Brown Act 3. What is Shared Decision Making? 1-30/70.2 Implementation Plan fl I � �� �� :� f . , . . :,. :�.. y.'s' =. ,�rs �;,i:;� �;, 4'�t. d '' µ4 �. :;� ��:. N;- ��:.,. �1; r; r S�t`�-,.1 ayi r �, �""� �t ~ �; �� �, r �. � � �� � �� ��� � � � �� , � , 1 `, �' i.---..' t r , .a. L. Vjhibi+ 0 'O LU 'a C3 > 7� -i r m 0 cn .-. • p cn 0 -0 cco =- ' ,E p rn 3 a - ¢' CD �' _. roCD .., CC) r 3 OC Z cwn N � 1 �, o Ac,, `z R .� tl o r ' R c ca m m �� , CL Cr CL _ {, co 3 X, �f w wcn m 14 23 -+. (D -C Qom' R 4 -- R. a) = O fi CL to . ccs -1 .K � � � (�`� � �f • ��yyy i 3 0 CL (D 5T r o tk to ` c a 0 3 (t► J� ( � +rr CD O ' @ ACL C) A .x N tJ ; • ,Y Y •.i _ a s k 9 x. rYt3t. 1► 'rH ALTERN.,•, D,:: : .: . .. :r,. 3 t ATNE,EDUCATION:��� ,� . .. ,, t.F r„fig t f , .. '. ►lteaative . � Ui s ti,_ry;:"r:a�'1' ..5�?.5; ' ! >+i...�7T- - :l.i Y•' ,o y\I '- i .n: tIS• on.,.Center” . 'X°inMa- ,. 019erFeople A Second 'hanc W, �ntlasses E TIONHILDING , . ., 104'Oak street S.R. . Brentwood, CA'94513 Adult Education: (510) 634-2565 'Independent Study: (510) 634-2589 GOVERNING. BOARD OF TRUSTEES, $ `*- Joanne Byer Ron Trios Holly Hartman Bob Taylor..; Ray Valverde u' ADMINISTRATORS Y� Daniel M. Smith . . . . . . . . . . , . . . . . . . . . . . Superintendent' Roy Ghdggen . . . . . . . . . .. . . . . . . . . . Alternative Education Director Joanne Morrison'. . . Secretary,:Adult Education r y Charlene Souza Secretary independ rd , ent Study Deborah Vetter ;. . . . . . 1. Evening Secretary } Sharyl Walker ` '� :. .� . .t, .. . . . . . . . . . . . . . . Clerk-Typist f ►Office:Hours on -,Thursday. 8 a.m. . 8 p.m., Friday: 8 a m 4:30 p m,. wlt Programs.at the'Adult Centel;arg_for�adults a>+all:. Class Registration, August..l -_August, I1, 1995 egos,.al! educational backgrounds azi&all�I.cttltural_heritages r, Programs suthoid by the State are partially funded by taxes,, To Register. Pre-registratiotl and pyre-pay, regtitt+ed far~ erefgM no-Tee is required. Th are: to ish,as a Second, registration. See "Registration" :information.:encl ` � iel They Bl�-... Languag '`t3:B:D,; Citizenship, Survival;Classes,''and Senior. details. �ti• .x ' �t Citizen All other classes:aad'grogranis are:self Lab'Fees: Special materials.are required for. SUP] orting,' registration fees pay ihe,operaiiag,costs.-, classes: `•Where it is'impractical for students to gd y,x Sturitab must attend the first claMs session In order to individually, a lab fee will also be.assessed. '> .' establish the class; registration fees aro bi"odon'ti mmtipum. earrollment'of IS students.who are pre-rpgistet� and ptesent4 . dm sst Classes aro open to anydistrict,reef during the fust class session. Feiver studeabvll lead to an of age, F, ton-drstttct�rt.sidents are encoutagot ' increase`ia ilN� &tsiao`feetiation reserves.ihe right to set The educational servicesprovided"through Adult . levels s -. Education are the best value in town—,Wa'urga you to "_come Class Locations:- LAE=Liberty Altemative Eduastt' out" and enjoy your educational experience with.us, f Z", and LUHS=Liberty Union High School (map encl0 ':;:�_ fat r d b xl, <.w J;y :w :3 ' e ; r '`- ;' -tj '�' �. 3.` �`^'S���ty i a!• ..y a �' �,t}'� '� ,�X� )•r'.-_ T�Jf IJ d /. tr 1 '1•q� _' i.3 a}ty;. �" - ,rte� � ��4 - �� ;ai•.n'� r � y� .. '. ., -f"' a'+' -� ?'•�R �t u�pig�4f. y1 %' � }�F' Y .' , '•.f`, Flo: s :a .''l. , � �•: :,y�• rr r. f' 7a�_.�: •g =�ii,. �� )�' , n� yy �tiS.ate• �� 4i.1R.: �y �i..:. : y• � S"`'. �'VZ' T 2¢'. 4 � s � •�'9'�.0 Il`Y` -6��� t,--'• 't a f'tR k-. � r t f rt. .,l _f`�r 1� -�.j✓ �.: Ai,i_ 1�,t - �� RAY;¢i �< '- .). t ?♦ t� .l4 Kt � �'''�tia`t tYC •t �t�s 4 ` �-1- �- `} t �d 1,f i £ i �,j s h '� Y�a T`�a ♦ `� �7i�t[ i :{'� '•! y"i-•t _ jyt�{$$S[{• � .h� t � � •..Y 1t11 b � �_� Tom..,' .-...a. --T4 +�,l;:t�{--K "`�. .C_ •� y T♦ ;3•�frs,�l..�r-l,I-s. rti f• � tl _ � -_;_( •..._... ;S. j` 1 •.i.3�. �� ��� ,. y y-`.r��Z '�i �. >�s 1 'T' ♦ r{ -�•� T•f�''- t . "�,: ��� � t tl l.dr V7� }'1 = �' •_ �-y�i •i1T - � .i.0 j. -yflyry' � $L, cp" j �:��}.'' .:T� r �S'-y:T. }(Ls�' j • .r wC.�F! C'-��� �.?'- • �y � J _ t� �7i ..JJJJ���1111���� 11�! 3•-� j - � �` — i - • �..��- _•a rg:��e - �x� �:+{ xt �� L ',� �'.�.. f.w .:h.. } t � _fs ,- 3,. I tom"} ,�. , -••.. .t�•' > ��1 ,�l�-� �.�" . �,�-`.� f J � �c t t 4 Ott.. .. -h;: • � '� n •5'$r ti �]I' „ t ��. "4 rn tj .tea '7 .f'^.y1 t k i 21 1 � t..� a tom€ i -'\ �t ' 7 �. '.t 1 t y-``��i��r� ,.,?g rw,>•". -17 '� '""� 1. r-k f t �- Tl- C ►t V; 1 of tit `,i [f r _ ..:'` S 1i •_j 7a' T �1? .. :�T = ;t,i ... Ft1� �'�).r l� ),�-•- t or;.� f� � K''i"� �' X71�.�' j�� � ,:..- 7 IF i'•. /tet! � ..� p �� i ,•:-{. �.Ti tiCs� '+• {i-,�Z.ZST��''G t.. - 41s, .-,�-y �7 • ..�L1_.Yi -int S•II'.L • j 1�n � •%� *{�}< f i� � — t " � • .. :::ts. fir— ,� ��� '+-.-•�s'�' _�rT. 4..�Tt= ti � y. -•9t l'J-� .. - e'F' - - -:a. r•F ,��, �1Ly,�_ 1,, �i'��:i s r- J•-,� I�. 4''�'sY.r�A * x••r. L.i�t 3,..r r II 'S . r CS ��� if•� )aI�1�-fes WHEN TO MAKE A REFERRAL FOR DIAGNOSTIC EVALUATION After the health and developmental screenings, a determination needs to be made as to whether the child needs to be referred to certified, licensed professionals for diagnostic evaluation. There are several issues to be considered and steps to be taken in this determination. Referral Issues Parental Concerns Parents may express concerns about their child to center staff. These concerns may come from their observation of the child's behavior or from what a doctor, other professional, friend or family member has told them. Parents sometimes express their concerns in ways that can be missed or dismissed, unless staff are listening for underlying concerns. All parental concerns should be acknowledged and investigated. Some common expressions of parental concern are: "This baby doesn't act like my other babies." "He's making me crazy." "She never wants to play." "My mother says she's not growing right and I'm not feeding her enough." "I don't feel right about this child." Teacher Concerns It is the teacher's responsibility to make observations of all the children to determine their learning styles, skills, preferences, etc. During this process, teachers should observe for any behavior or characteristic of the child that seems abnormal, delayed or different from the other children of the same 7age. Teachers frequently are the first to notice problems the child has. Therefore, any teacher concern or information about the child's behavior and experience in the center should be considered when determining whether a child needs . to be referred for diagnostic evaluation. Developmental delays on the Portage or Denver II requiring referral are determined as follows: Child's Age Definition of Delay Under 2 months observable unusual development 2 - 12 months 2 months delay in any area 13 - 24 months 3 month delay in any area 25 - 36 months 4 month delay in any area 37 - 72 months 6 month delay in any area Steps to be Taken The Health/Disability Coordinator should gather all the necessary information on the child. Information should include: screening results, medical records, teacher observations, information from parents, developmental records, and any other information hat is appropriate to help in determining. whether the child should be referred for diagnostic evaluation. In-House Staffing or Child Study Team It is the responsibility of the health/Disability Coordinator to arrange an In- House Staffing if there is a question as to whether a child needs to be referred for multidisciplinary diagnostic evaluation. Documentation will include notes and recommendations from the Staffing. WHO PARTICIPATES: Center Director Health/Disability Coordinator SS/PI Coordinator Outreach Worker Education Coordinator Child's Teacher Parents, if appropriate Any other persons with necessary information i X PURPOSE: To share information. To make a determination of whether there is a need to refer. To identify the person responsible for contacting the parent regarding the need for referral. Parent Conference/First Contact With Parents After the Staff, the Health/Disability Coordinator should help arrange a parent conference. This begins the parent involvement process. WHO ARRANGES THE CONFERENCE: The identified contact person or Service Coordinator PURPOSE: To explain the results of the screenings, observations and any other information that indicates a suspected disability; and to explain the need for a multidisciplinary diagnostic evaluation and possible diagnosticians. To gather information from the parents regarding their concerns, observations, and goals for their child. To plan, with the parents, the multidisciplinary diagnostic evaluation process. To obtain written permission from the parent to make the necessary referrals (Assessment/Plan. Form, Children's' Section). To explain the parents' rights regarding the diagnostic evaluations (See Parents' Rights Handbook). 4 Y J oS Jct -� ri V �, �' , , (� rte. � � -.,�•. � R ,\ �'� J -�'� �- '!c l�j .. UN I Tf D i_OUNC_I L OF SPANISH SPEAKING ORGAN I ZA 1'I ONS HEAD START AGENDA Date: nc;l /0 --1994 Time; .� A.M. I--- Place %FIa+_e -_12C) OAK ST. BRENTWOOD. Name:ALMA NORTON NAME;-DORTHY BRONSON-T-� F'---,s it i on: NURSE_/ SPECIAL EctuC-�40y� Topic : _ _� r �&4l b YY1 ►f Y�Le' }' �'..t t ��C Points of diSCLtSSion: r CLWJ t. !� Z t •t It tl S "c i_omments ; 0 _ f rQ ----� WL c� Ac ion t kek: UCSSA TAHTA'RAAFf 120 Oak Street Brentwood, California 94513 (5t,0) 516-2060- Fax (510) 516-0762 COMMITTEE REPORT Cornmitte�_J - -- ---- 1 ? -- –4– Purpose of Meeting:--j)i1O_ Date:_!'( � --------- Time:_ , --- Place:_ / -------- ----------------------------------------------------------- Commillee Chairperson_ �'V_ t; Attendance: Ill ----------- ---------------------------------- Brief description of what Wok place - $---------- -- -- - - ------------------- --------------- Ilk ;�� Cor mittee's recornmendatio _ t IttA� WE,---- 1_ ------------------- – -------------` ------------------- Action required ---------------------------- ------------ ----------- ----- ------------=---------------------------------------------------- ------------------------------------------------------------------- ---------------------------------------------------------------=– Submitted by_--_-I__---—_____—_ Date_–_-______— Training of Trainers '90 t1CSSO HEAD START PROGRAM! AWAI;4120 Oak Street A4 Brentwood, California 94513 (51,0) 516-2060- Fax (510) 516-0762 COMMITTEEREPORT Committee:_^ �tt4�k _ r� _1�L11 "J= 'lib 1 _CL !!c("� ------- Purpose of Meeting/�ft�jJS �� -- ------ ,// JJ � 1 Date: _LCL) �> Time: /O.C(.` Place: — -- --�------ — ---- ------------------{--------------"----3----------------------------- Committee Chairpersor-�_ Attendance: 1---- ------------- Cr1 L:_ !sl L11 - ----------- - --------- L. / L_LC_'----------------- ----------------------------- Brief \description of wh t took �place - ---�-- _ _ rS�',�'_ _;� `~_ __ __ --. — L' _�t� 1G1LCb iL�l� — .USE---------- -- -- — --- -- --;-- -- —3.—_ _-- --------------- 1. z et Cornrnittr�'s recpmmenda ion__ Ct C H2 " 1 __—____-- LL --------- --------- ------------------------------------------------------------------ -1 ----------------------7 ----------- A c t i o n required-- _ 1 C�S� ILP ------- --� ---------------- --------------- —CLQ � = ` _= 1��_�fL1=_------------------ V ------------------------------------------------------------------ ------------------------------------------------------------------- - --------------------------------------- -------------------------- Submitted by _ _ Date--------- Training ate--_-- -_-Training of Trainers '90 XA� Com,v1j PARENT TRAINING CLASSES. May 12, 1995 8:30 Sign in 9:00 - 11:30 Training 1 . First Aid Where: Los Nogales Center With: Alma Norton 2 : Where: Fairgounds Center Subject: Children with learning Disabilities Guest Speaker: Shari Rogers * Speacial Education Oakley School District child development age appropriate toys Aileen Hartwick. Please try and attend one of these very informative workshops. If you have any questions, please call 516-2060. 5xWif t! w i /1 v Ci .a � r r f• � ifs r4 , � � .�-".\ , t" l kp: I\ ` tXhIbO A UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATION, INC. HEAD START PROGRAM 120 Oak Street, Brentwood, CA 94513 AGENDA REGULAR CENTER PARENT MEETING Date Site Center 1. SIGN IN 2. Meeting called to order Approval of Minutes of the UCSSO Head Start Center parent meeting of 11995. 3. FAMILY SERVICE WORKERS REPORT: 4. COMMITTEE REPORTS: Health Committee: A. Alma Norton, nurse, reported that a few cases of TB have been found in the Antioch area. It's important that your children be immunized. B. Earthquake preparedness; Alma would like for each class parent representative to pick out two parents to help complete our kits. Special Education: We need more parent volunteers in the classroom. Dorothy will be giving mini-workshop training on how parents can be more effective in the classroom. 5. TEACHERS: A. Time for 2nd part of assessment with parents. Home visits are being done. Thank you for receiving me at your house. B. Field trip to Fremont Elementary School on March 14th., 1995. We will be visiting the Kindergarden classroom. X bif !�1 UNITED COUNCIL OF THE SPANISH SPEAKING ORGANIZA-1 IONS, INC. HEAD START PROGRAM PARENT MEETING MINUTES BRIDGEMONT PM MARCH 09, 1995 1.. Sign In 2. Meeting called to order by Maria Sepulveda at 1:00 P.M. Minutes were read and approved. 3. Maria Sepulveda thanked parents for cooperating in returning new physicals and dentals on time. .Maria reminded parents about our next parent training on Friday March 17, 1.995. 4. Alma Norton, nurse reported that a few cases of TB have been found in the Antioch area. It's important that your children are immunized on time. One of our parents asked about the symptoms for TB, Maria S. told her that our nurse is getting some literature together about TB for us to pass out to our parents. Alma is also working in putting an earthquake preparedness kit and she will need the help of some parents, she will get in contact with the class parent representative for her to ask two parents to help us out. 5. TEACHERS Flora told parents that its time for the 2nd part of the assessment with parents She is being doing some home visits and thanked parents for receiving her at home. She said that she still needs some more visits to finish. Flora said that her class is going to Fremont Elementary School to visit the kindergarden classroom for her children to get an idea of how a kindergarden classroom works, the field trip will be March 14, 1995. Flora asked parents if they had registered their child for kindegarden because its time to do it at all elementary schools in Antioch. Flora reminded parents that Wednesday is color, day and to please look at monthly calendar for color day assigned. She also reminded parents that Thrusday is sharing day, she would like her children to bring something so they can talk about it. It doesn't need to be a toy. 6 - kv, Cy SN r J C t/ t 3.'' i IV L U.C_S_S_O_ HEAD START CASE MANAGEMENT NAME DATE ` CLASS , Arca of concern: DENTAL VISION! MENTAL HEALTH NUTRITION C9 M M E N T S: STAFF ATTENDING- j Ffh(bl+ f CONTRA COSTA Special Education Local Plan Area ' STUDENT DATA FORM Student ID 7 - Last 3 Year Review Date—42S '5 Name Sex Date o(Meedng / Address Birthdate moi! t g<� Initial Entry Date Ile, 7� City.Yl Zip Code Home Phone 3y- �y5 Z Neu Review Date Local Contact�lI �G/�£�� (c�Cti Work Phone Other ContacULCI Name Grade RESIDENCE STATUS: QC-10 Partner cr Lng Crwdun o 40 Iiaspial aom ical) a' 71 Sana a 20 licensed ChOldren's Ima mica(LCI) O 50 ReMend Schad o 72 DevdWnestal Cenrer o 30 Fraser::Family Homs ❑ 60 Incarcerated I.sdaaion a 90 Ocher LCI I 0 NEP Q LEP ❑FEP Test Date: Q Eneish Or HOME LANGUAGE: (3 00 Fs<gl;sh (Or Lave Blank) ❑ 17 Freach a 34 Town 42:— Of Spanish D 18 Gamna a 33 Ueda ❑ 02 Viemacme ❑ 19' Gceeic a 36 Visayan ❑ 03 Caatooese ❑ 20 Guamanian X amoao) a 37 Sign Language ❑ 04 &assn ❑ 21 Hebrew a 40 PUbm ❑' 05 PMPino(rags) ❑ 22 Wind ❑ 41 Polish 13 06 Pawgaess o 23 Hwang ❑ 42 Assyciaa ❑ 07 Mandarin(Puronghna) ❑ 24 Hungarian ❑ 43 Gajarsti a . 08 Japanese ❑ 25 Iloca.o ❑ 44 ,Kien Mao) O 09 Cambodian ❑ 26 Indonesia, ❑ 45 R.mania, ❑ 10 Lao ❑ 27 Italian ❑ 46 Taiwanese O 11 Arabic ❑ 28 Punjabi ❑ 47 Lahn D 12 Armestian O 29 Russian D 48 MAC&an.4 D 13 Bmume Q 30 Samoa. a 49 Nuteco 0&xicanii1ndi,) ❑ 14 Croatian ❑ 31 Serbian(SabooC:+oatian) ❑ SO Khmn(Laotian) a 15 Dutch D 32 Thai a 35 Other Chinese ❑ 16 Fats(Persian) D 33 Turkish D 66 Other Filipino ❑. U Native American Languags D 99 All Other Languages ETHNICM: a 100 Nadve Amerian ❑ 206 Asian(Isodan) a 304Pacfc Islander(Tahitian) a 201 Asia,(CJdam) D 207 Asia.(Cambodian) a 399 Pacific Islander(Oche.:) ❑ 202 Asia,(Japaave) ❑ 299 Asian(Other) D 400 Filipino ❑ 203 Asian(Korean) a 301 Pacific Islander(Hawaiian) 500 wupanic ❑ 204 Asian tVomam.;.) a 302 Pacific Islander(Gaat.s,ia,) a 600 Blade a 205 Asia.(Asia.Indian) ❑ 303 Pacific Islander(Samoan) ❑ 700 White CLASSIFICATION: muabairy) C 010 MR a OW SED a 110 tui C 020 HR a 070 Of a 120 AUT a 030 DEAF O 030 GHI a 130 TBI $_ OW SLI O 090 SLD a 190 Nero-Categorical O 030 VI a loo DS OTHER INFORMATION• TRANSPORTATION: (Ro"i ed DoAttached) a I Regiooaftw Services D 2 Dlstrut Pro"ded a 3 Other CURRENT RE SMETICE DESI ICr SCHOOL - CURRENT ATMA(DAM=�DL mer (✓f 4-. SCHOOL f1 �tA�tSI11P,A.4@VG: __L LL_� V� _ I Yl . � ✓ r O 410 DIS (See Bel, a Oso SDC ❑440 .rPs a 442 MIPs cOtbw n..� 1;V-40 RSP O 431 SDC( O 441 NPS.(CA Residential ❑Other DCS SERVICES: (DM#1) (DM#Z) (DM#3) (DIS44) TOTAL DIS SERVICES PROVIDED ALL 37 SERVICES PROVID®:o ErrEYDED SCHOOL YEAR: T M. MCELLANTA" QtlMILMATIONt CHAP1F.ft 1 (PL 89.313): T REGULAR M. � NGGRANr PROGRAM: T F REQUIRES 2CIMNSIVH 3EZZVICES: T DIF TRENT A.SSFSSWNT: DMVMMNT GRADUATION STAt4DARDS: TQ. �;� (Rev 10-8-92) Xh b U.C.S.S.O.MIGRANT HEAD START PROGRAM 837 Arnold Dr. Suite 100 Martinez,CA 94553 "PROGRESS REPORT" Name of Child Center Date of Birth �— DATE NOTES SIGNATURE �W&j 0-4,rr -fvld 4n lift fib4�e-1(T IVJ�o A(J Uek)jo / ' r,,r'Z F P t a, (IF s C / SS/ml 3/15/91 FPCI.52c % . . � %v,j/. .viittr+ �.VJlt1 i..UvtJi�L l.Ui�1i LViil Jt.it� il.ES LC.rtutllIEN`T' �A' t IV PROGRESS NOTES T .' / Child' s Name Birthdate Parent/Guardian I Phone# Medical/Dental .Coverage - Teacher/Home Visitor Other Assigned Staff/Agencies 1. 10 Date Subject (Identify first before entering information/data) Initial �S vvicCcsyr 36 roc;AS cN u 6c�xnm i . I r.2,. Ck Gy pk uo C-41 Gyv le,�J tvc�c Tcaw U4- -C�mo- : pd w� ` e S Av�C V�+c VI ) 56 UJ -d VI lk�t HS-42 (� TVL� CJCVIC ar��'i MC cls CC ��HM • � J(UNTRA, COSTA COUNTY COMMUNITY SERVICES DEPARTMENT PROGRESS NOTES Child's Name B#xAhdate Parent/Guardian Phone# Medical/Dental Coverag Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial I vie Y GZ- /I j1 /tl CII C I4. L�� sC�` �f UJ ( � i� 161 ,f 1 At"to t/ vtA -�- V,1, HS-42 Fghibl MMDUAI IZED EDUCATION PROGRAM (IEP) 'DEVELOPED BY: CONTRA COSTA DOCUMENT TAPE: ❑ SIEPT SPECIAL EDUCATION LOCAL PLAN AREA ❑ Initial Placement IX DIEPT ' neview 0 CIEPT PROGRAM DESCRIPTION SUMMARY 0 Three Ye.s Review ❑ Admin Placement ❑ Exit Program STUDENT NAME DATE 6/8/95 DISTRICT OF RESIDENCE AUSD 0761648 SCHOOL GRADE 9S��b CURRENT ATTENDANCE DISTRICT&tS i7 SCHOOL DATE OF BIRTH 10/31/89 RA IONALE FOR PLACEMENT IN THE LEAST RESTRICTIVE SETTING: err,.._ P RAM D CRIPTION: — �t Program/ Date to Duration of Description of Services Service Start Service Frequency Instruction, ateriais and Equipment S S Ar1�1�tt�,Q 1 Y� INFORMATION RELATED TO PARTICIPATION AND TRANSITION INTO REGULAR PROGRAM: LONG RANGE PLACEMENT GOAL: Lp{ ,�, SERVICES TO IMPLEMENT THE IEP: I give my consent to the IEP as written and the services required to implement the program. I do not give my consent to the IEP as written. ,SQA I have received a copy of the Individualized Education Program, Parent's Rights and Responsibilities, and Due Process, and the information and decisions indicated above have been explained to me. 1 refuse special education services. PARENT/GUARDIAN(S) SIGNATURE DATETAW l I PARTICIPANTS: Those persons whose signatures appear below affirm that they were in attendance at the meeting of the Individualized Education Program Team. AdminDesignee e /CC ther to 'j�(ao -1,gL�-- 5C� a Teache Date ther Date Othe Date therDate aDOther Other Date COMMENTS: 71 / C_ 7 r s MWS/7-14-91 =8598 Page 0 N �7, UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATION, INC. HEAD START PROGRAM 120 Oak Street, Brentwood, CA 94513 AGENDA REGULAR CENTER PARENT MEETING Date Site Center I_',. 1. SIGN IN 2. Meeting called to order Approval of Minutes of the UCSSO Head Start Center parent meeting Of 1995. 3. FAMILY SERVICE'WORKERS REPORT: 4. COMMITTEE REPORTS: Health Committee: A. Alma Norton, nurse, reported that a few cases of TB have been found -in the Antioch area. It's important that your children be immunized. B. Earthquake preparedness; Alma would like for each class parent representative to pick out two parents to help complete our kits. Special Education: We need more parent volunteers in the classroom. Dorothy will be giving mini-workshop training on how parents can be more effective in the classroom. 5. TEACHERS: A. Time for 2nd part of assessment with parents. Home visits are being done. Thank you for receiving me at your house. 1 YttVL�ttca'�j B. Field trip to Fremont Elementary School on March ,14th:, 1995. We will be visiting the Kindergarden classroom. UNITED COUNCIL OF THE SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PARENT MEETING MINUTES BRIDGEMONT PM MARCH 09; 1,995 1 . Sign In 2. Meeting called to order by Maria Sepulveda at 1:00 P.M. Minutes were read and approved. 3. Maria Sepulveda thanked parents for cooperating in returning new physicals and dentals on time. Maria reminded parents about our next parent training on Friday March 17, 1995. 4. Alma Norton, nurse reported that a few cases of TB have been found in the Antioch area. It's important that your children are immunized on time. One of our parents asked about the symptoms for TB, Maria S. told her that our nurse is getting some literature together about TB for us to pass out to our parents. Alma is also working in putting an earthquake preparedness kit and she will need the help of some parents, she will get in contact with the class parent representative for her to ask two parents to help us out. 5. TEACHERS Flora told parents that its time for the 2nd part of the assessment with parents She is being doing some home visits and thanked parents for receiving her at home. She said that she still needs some more visits to finish. Flora said that her class is going to Fremont Elementary School to visit the kindergarden classroom for her children to get an idea of how a kindergarden classroom works, the field trip will be March 14, 1995- Flora asked parents if they had registered their child for kindegarden because its time to do it at all elementary schools in Antioch. Flora reminded parents that Wednesday is color day and to please look at monthly calendar for color day assigned. She also reminded parents that Thrusday is sharing day, she would like her children to bring something so they can talk about it. It doesn't need to be a toy. tub]*, t1\ , 4-1 (" 11 . ,+ .3 C7 ,1 ! ,` -, 73- CIN z � If I {•� � � :tib: `` ,' .'1, v� � L ti b� r -- - -- Go CJ VN 1 ! ( Li Ll 4. vrt .r _'7 _� t<7 in cm Ce t r ! � . Mie IEP i liw Is An IEP? An individualised education plan (IEP) is descn'bed for parents as: An IEP is an individualized education program. It Is individualized in that is it written specifically for your child and not for a class or group of children. Education refers to those parts of your child's education that require special education or related services — Program means what will actually be provided for your child. An IEP is not a lesson plan as lesson plans are only part of the educational program. After reading your child's P, you should have a clear picture of what your child will be learning for the next few months. 71e IEP is a teaching tool and a guide for the professionals who work with the child. It is not intended to be a contract or an accountability measure, but rather an overall plan from which daily or weekly lesson plans will be developed. Who Should Be Involved In Wrfi*W An IEP? 7be following individuals should communicate with one another before the IEP goals and objectives are put in writing to provide information from their own points of view about the individual child: • the teacher • the parents • support personnel who are involved in the child's educational program, such as the speecbAanguage pathologist, physical or occupational therapist, or muse • administrative personnel who are knowledgeable re: funds available for special services, equi ment, transportation, etc profe,Wonal(s� who performed the diagnostic evaluation of the child These communications may be in written form as long as any of these individuals can make personal contact to clarify questions, etc PAX Are the Contents of an IEP? An individual education plan should contain the following elements: L A statement of the child's prrstnt kwJ of pvfonnance, primarily obtained from diagnostic and assessment information and from this, a summary of xmgths and weab=es. I A statement or other record of the parent's major concerns or goals desired for their child, as part of their involvement in the IEP process. ISM C6 o cr A� A •A O � .a R •° n Q: owC A a;•• y -i it a�• �' � tea? • A a �0 a J2 cr w0-0 � 'Ira A M NF)(hfb f GENERAL STATEMENT OF PARENT RIGHTS AND RIGHTS TO APPEAL Individuals who are handicapped and their parents have certain protections provided by the law. These protections include rights related to the assess- went process and the development of the Individualized Education Program. In addition, they may appeal a placement decision if they disagree with the IEP Team, or they may file a complaint if they feel that the proper procedures have not been followed. Parent rights are outlined as follows: General Rights All handicapped children have the right to a free and appropriate public education. Individuals have the right to privacy and confidentiality of all edu- cational records including the right to see, review, and if necessary, challenge the records in accordance with the Family Educational Rights and Privacy Act of 1974. Individuals have the right to request to be provided with a copy of the educational records prior to meetings and within five (5) days* of the request. All handicapped children, to the maximum extent appropriate, have the right to enrollment in the least restrictive learning environment, to the program with least restrictive alternatives, and the right to en- joy the same variety of .programs as are available to the non-handicapped child. The following individuals with exceptional needs have all the same rights as parents as described in this document: Those 18' years of age and older, who have not completed high school, and who are capable of adequately representing themselves. .Emarfcipated minors (married minor students) . Rights Related to Notice All parents have the right to be fully informed of all procedural safeguards and rights of appeal in .language easily understood by the general public and in the parent's primary language. All parents have a right -to a notice which includes: A full explanation of procedural rights available to parents. A description of the action the public education agency proposes to take. An explanation of why the agency proposes to take the ac.tion. . A description of any options the agency considered but is not recommending. The reasons why these options were rejected. A description of each evaluation procedure, test, record, or report used as a basis for the action. Rights Related to Assessment These include: The right to initiate a written referral for assessment after the resources *All days are calendar days htb) lRSSION HEAD START � 8- 79 d Yap EDUCATION FOR ALL HANDICAPPED CHILDREN ACT OF .1975, PUBLIC LAW (PL) 94-142 . The Education for All Handicapped Children Act is based on the right of all children that live'i.n this country, with no exceptions to a quality education. Its primary goal is to give every handicapped child, including the most severely handicapped, the learning opportunities s/he needs to become as self-sufficient and productive as possible. CHILDREN'S .RIGHTS* Under this law, children have the right to: 1) a Free and Appropriate Public Education if they are between the ages of . 3 and 18 by Sept. 1, 1978 and if 3-21 by Sept. 1, 1980. 2) placement in the least restrictive learning environment, as much_ as possible with non-hnadicapped children and whenever possible at the same school they would go to if non-handicapped. 3) placement outside the local school district in another public school or private school at the 'state's expense if local schools do not have an appropriate program. 4) testing for purposes of. evaluation and placement that is free of racial or cultural discrimmination. 5) annual review of placement based on Individual Educational Program_ (IEP) and at least an annual review of that program before the school year begins. 6) privacy and confidentiality of all personal records. PARENTS' RIGHTS Under this law, parents have the right to: 1) give written consent before an evaluation is conducted. (Evaluation must be completed .within 35 school days of, the date your consent is given.) 2) give written consent for release of confidential information to be used in the evaluation process. 3) participate in annual planning conference for your child's Individual Educational Program (IEP) and give written consent to this plan. 4) have meetings held in your primary language or have special arrangements - - de for your handicap, including deafness. 5) seek an independent evaluation at .public expense if you find the school's evaluation inappropriate. 6; Sive or deny permission for awl ipectal education placement for your child. 7) request a hearing if you disagree with the evaluation, identification or placement of your child. (Hearing must be held within 45 days of your request.) l *Netvork, February 1917. Published .by the National Committee for Citizens in Education. 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(!; O C? 7 fl CD t0 O 3 9j G` CD � CD D � � � o o63Ns CD N CNp 1L 6 OG O 0 N C) C% N 7 L CD 7� 0 O 9� 7 ( 1 ,4 N t7O CD 0 S O O- CD u1111LI) LUUFlt,li UI :,I•ANI'S11 SI'EAKINti 01WANIZAllUNS, 114LON rtO O /kka'o HEAD START PROGRAM LESSON PLAN��L(�l✓:_�o_2J,,_J9s Center. ^�__M. Theme(optional) � Q, Age Range 7 __________ Teacher _ Reviewed by –1 Monday o Yue ay e,t Wednesday Thursday CIRCLE /cr<1 `I`' �Q, n`I"j�"`^.�v- '` TIME ART bl� -0— _ ',l n' _^ Y, . LANGUAGE ., -n _ Dr;VELOVMENT DRAMATIC PLAY i vw� �"C�^ 17a�"-�-+C D I�Awe W► SCIENCE/ MATH OUTDOOR/ GROSS MOTOR 4*6 E A L T I I/ /h ,,,,,.A_ SAFETY/ COOKING 'L��Sr _. D.,;,,. � C���•A't���' , SOCIALIZATION �is^„X-°`^^,."� �'`'—p.—'�`�,r/ ��"'�� � '�"-fn.�✓u"`� PARENT INVOLVEMENT NOTES/ SPECIAL EVENTS • """�' r.i nnrr �� rq :,I/Qqd1 :rl l/11',11/lr 01MAIll/./1I IUNti, 1111,. I TAll S I All I 1'iIUGMM �-- IJ:C1;011 11-AN I,LCSIIv11Iv15 Week of ®�! ' ?_- Cad'r br�u(�.(�MDnt_- lheme(oj)tlonal) nrle nanyr 'l 1"\arra V Q I a1 UG 2� _� Icma'�•1 ..------ - -----.- Reviewed by --- VIUnrlay Tuosrlay L - Wednesday _ —n ay - - Mc (1)r — --c Gook o � o �l T iSQVSa3 �3� CINC . +V1� Y Q a b Q u r. IIMI C!rirn'r d0 13vr)n F-S n; m�l Feel Tri S c Qe S a�e 11 ; s I-os MCda�os Co�' IVin �t GI;+IG�►'n� Vz enable Easfe� n1II �� Hw �lies Ise el� ea•� Collage _� (b_aa.n SesrdS�_ w - I'S WSZ Pa s o a Plant- 1 nitr:nn�,r -S+,z.rr1$ 1'1 vrl 'ri'IrI ftl - IQaue-s roc �s III AY /�7 c:1 k)O LJ 1 - - YJa+)zrinGt fur SCeCL,5 -- - - - - ;Clrrlcr i J MA111 �bo 0 C(?-(A ipro-,K-¢r- C) Pod- Paas -- ski n-banana , apple-- she.11s -pcirlo+,s rlUtlMMI/ JDlayinq cal Ch �+ }'hrotJ iJod� � Qgll GROS" X11 MoIM? with balks - HEM . Bunc�, Neal+hyq Sade, w�..th DI-scvss Common,-4y Ar- III/ PIC Chu �4 I:oOr.IN(; D%,q%jss not Play,nJc �,)i � h hcl Us )a q_ 5 aJQ_ — - Knivesac}lz P'�e o �'�rs Cr-0 ss�n 9ua� Ustnc�. Gh� Idre.n`s lasf nzmes — ;rrr Inul�Iulr �r -�xcvs�n�c �Soc^ �ash�n� hands nin3 op -Var ovd ctioor i4 MeS I'l1RLSJ1 &r¢ak ;,S Irlvut.vrrarrlla �� Tooi�) bru5hi3 QuA oar OZn _ Pr 2s cn Ce T 1.1011 / - Fi e lq Trig � � ou t•. r11rC1A1 A ' VENI5 /vofice 's fo h"�a�;a Name Tai, n�a re n�S . ,�������� � ���•'-1i� -:�i��II�'�I i .ult, UIu�nIIv��IIUN�. Illy. _. WWI S I Alt I PROGRAM I I S';UII MAN /,V15 }}-- tivicek „I -Ap('1 I �.�' I.� Crn1,, rjQ�QIY)Qn.I___ iheme(oi,lb„ai)6pri n nqe Ra Ur y )S ..... i P.10 .i M Z rta V @ l it Z— Reviewed by — - _Holiday _t uas,lay — Wednesday IoQ_ T —78wry t:Iltt:i � . C;nd J Fc CLO k,nq �e�to Qvnn y Y Carr 1it-if �rlL¢ +h (2, Trovbl¢ pvckr�br¢aa Tc c\ -Po 1,2- F�e1d -r,'Ssu¢ Dyingq Eq�S CO1or Alt I Pa p e r ,J L -Tri P Ea,sA-,z r C.a c-d R¢.v i r-u�) flaVinq �U(1Ch ) l,-)dI IC areVnd ChoO's¢ a �abY +h2 la Ke.- C-Olor'– Chick Ca+c-r pill,r ,irvF IJI Oat C, Zm Q Dise�ss UJhat We- See on our WatiC, bj C,4 r 1-0 IMALIA I IC 1'I AO Ur' Y Bunny Eers 1-1e.�a Qan� se.�dS py in� SCMAIIII / Zr1 �rec.n EuQS�MiX;n NovS e �WI food Colo 'S J Prove Co(oi- OUTDOOR/ R I-m at foo+b a l l �1 E a S f¢r E4- GROSS 4-GROSS Sr Clj �lUn, + Mo1Oil Collez�Q _ cas s Dise.�ss �fi�� C3akin�e a cake IIEAI illi SAFI �e�ra �iQ W¢ 111 ¢.1Sur�`nQ our• I l/ / \J 0001,IN(; 10w1J-5 for S a Fe{ M;xi n q �� cake- While, on +hQ b�S pou� n 13Unn Shape Wa �k w?ih a lQ17at"a c. aq ¢ s„,:Inl.vntic,r �nend at I'A R f N l INvrn.vrmrIII Par�n� DaY A pot let �r .90 Ch;t dr,*an f I 10 1 V i/ =rYvii-Qd– SI'ECIAI I-VEN1 ', R�.�ori-Q.cSQ � zi n�an e-r►-ce; ���� _:_J 1 j Ah o m C6-1 ldrtvi`5 "Y" blcd.nrt, 41/kill/Allull"; utt. I If AI I SIAM PROGRAM Ap I RS';(111 PIAN I1V1'�Cis 1 -}- Q r [�r1l a 4 a�t Lrni Irl d�2 rro(�1_ .. I I rme(nhcloual) • npn Mahn Irr h,•, AA�rta 1�� as_ uez- Rrviewed hy ----------- _--- — -- _ llrrrnl:,1- a��. - Itier,lay c2S — - Wednesday oZ�o 7 un �y ni,ol a Uaby I I ILA 1 yl 1 O v S Q d F2 Y`iYl o y s 0A, 130 /� o/ti Cook,'� 1, Ani ma.� .I ,� � o. a e/,,cr Fre Q Cut fr'n q a / n 11 I Choice- /arnb 1�C-�, f / �I Mix, l z do u h #44 / /O ai/ )z .r7 �SI� children What +h'QY s�cr,, �J InIn.11n :I did on 111 vf1 11111" 111 J 1111AIIA I It: IN Al Sc11,11C1 / �y� MA 111 R rtS- - njmalS--_._ 11U111c)(Ilt/ _ vs�r1C1 a P �as �I'C bzc -4 1 bartifnq a batl- GR()SS �J MOIOIt 1=..��c'-F<�c�. tr1 �.\<1-..•.:,cc-ory� —, ItFnt ill 1L11`X,n9 �'rc clr,'// Sfancl,'n a��ay f an-t SArr11 ; •Pov( cn cti,l - - �.'.\�11r(;c n F<,\�.„rl r,-ba.:t avro-\-1•or,5 SMAAU1 A I 1 Use fCJ QYt•u� for J 111\101 t PI1 II I 61% 61%threoM baa )e fas� �cc f4}eft/S/,, r�orr;/ �/C/ei? /}G/irlc7(c7 �ICr/r,�1Vy �I'EUTAI />?�/� ftY✓,'c I'VE N r wrFh tC�e>.l'Fh ,cJr¢/l��r'r)1 ar'� E_'yf CC_�j�'. - .1��.' r�1 1�•� ��r K / ;1 " LESSON PLAN IW 10 ct�4)gL� c l Week of -Anrd_a Y_=_27_ Center D�" Theme(optional) Age Range____________________ ' TeacherL u �-Q_ Z Reviewed by Monday o2 Tuesday 75 Wednesday,�6 Thursda ^ Now Was ori SPri•r, bran — �a/enc�ar ,couc� �%r� CIRCLE Gxood d4C-rn0On ons �Fn9( spants(,o ds1�n Icy„_y. TIME P Soh 'Down 4k gond s Forrv,�9t�in9 +o eZoo,Frvc I 4 Sprec}(� f rp9s � F�v�- �'�le v+lonk5 pro� SC �� )Vlo rj n ja 13o K:C3gb An. I � Mo-Kc- Place ma+s for MAY Paye- �or-�1Me n�. � ART Mo Ke vii for 30An„iveror7 UOoK Ke,K` CF-voriV-C-S) bC y ani rr\C.I ,mob ids <— 7 VOCC&.Jary 1an9.• baby arn-' rr,a(5 Field-7ri� Proj-j�-se'.'Ad LANGUAGE lamb cam:c Ks Dance. DEVELOPMENT Ga1F ducVClih ,t,'0o m• faw,\,d. 9 � . Coun�y Ivla�l P chs r 11 ---"-."�+i - — - DRAMATIC �ey o uar ter�d L a cull jn PLAY Pr���nd YOU 90 �D � ti� zoo eourlA-nj on o- one }-o one_ corresdornQGr7c.e• (�lcti� har� SCIENCE/ II 1 II MATIJ p0r�ue--ry bJoc_Ks a//ne+ raf�vviLcar� bOi�e�l e95S Gotore-3 oafCS and+ pa fl- rr -Cc,,JS Ceewa4v-r b. OUTDOOR/ Jcbony CraLt��inq } ,P+oei n�� Ways you Carl GROSS wa1K,„9 0^ yoLkr Kr,t,- r WQIIC, MOTOR 1-r` -yaGs++, I OJL9am-s, ;umpr %r,j rope- � HEALTH/ �u�eS for r idinq �1L bets. NLA-r; -ion SAFETY/ brushaeA <4`i(y dri Il Foods by Color l=art{► �uaKe WoLsh Aa;ly b�Fore .,,eciLs �orto . �riit Sv,fu.K �r,d gF�e.r k-ocLc,f. I /� l I 0.0 r\,rt �o yOur- �rier\ds Going �o rne-pi22q SOCIALIZATIO J II i p(aCe- W'rtA alb ��//our 1,Sor9s �or 1'1 olc�'�V1J vands _ Sckool T'r;e Kid. Q)e. my friend, ,C31uc Bird. R;n9 1�;dtnQ ��t� u. zoe_ u3.VlcSr�\` '"l2,lancC3. Paren�SOn7h[ FeJ ParGv��s h�� 1 PARENT Zoe_ +6p; 5vFerviSe. INVOLVEMENT Me�0.rl, e. �prq I .J Meanie Qr+ ac1-i V i SktLi e PreP4re s nCt n1 II Wask hanL -The- 9 u t e, -�o br,es�, cell{ we.�fC +�1e. �a roc�a( Re.a� sTor�es/? NOTES/ P Yy Thar\Ks 6 SPECIAL �.ver{isme-4pr nee�s �o bo 5-T EVENTS 4eaA Soar- r-p— F►�. Va�'I�A- N r e\ \ -6Y -OASr Ger � 1 GrraA. u res. LESSON PLAN W 'Off 0 L .�y_ 7yr9y�_ Center s2Lio�t� �1Y7 Theme(optional) ange TeacherReviewed by Monday,2y Tuesday Wednesday Thursday , G.w•� �/oc� '� - - ✓� a tel. -tea.y c at I.so Q._� �i�,C l j�c r+,� 4+wu�u CIRCLE a A V� TIME .Q nc� L E . {; {� SS: Tedd 7,'.r 0— Mob I e-- o f 1 b y(A r,.,vo ART _DLANGUA �-� Dd DEVELOPMGENT � —� 1.i(..Y-�1.1^..,�� (..�.�J"(l-•'\ �i�. •-�� ✓`�y,//OM1 LLJ/ � ��1�(�LM� DRAMATIC PLAY SCIENCE/ �Q MATH / Ll OUTDOOR/GROSS MOTORr1 (�v,,r n J m_,k_ SAFETY/ q SOCIALIZATIO Ct<�u_T lu/�M�� Q,�.,,,,c` V c-�QRd! .��1 (Z .,;,_ U yt�a�Uc.. �.,�:.L.dl �atijre��rri•�Cl.�_7 Ph-EV � `�.`^- . .�. �, L-�. tir -C{ _ U� kc-k., _P�o Je /Yb r;a Lzrez INVOLVEMENT I Ot Vie..,-ZA w�.tt. ff ti Ory. F ' S64rrn Clelsy Fr�er 444 !3 NOTES/ 1�o+L of -4hc. wcc'L ClSPECayEVENTSAL ("'1GatJ S-fur-t' rGyis� �ioh 1i. t.•C.-c...kt _ TT'ee- for . 10 L. .`i"(� n i r u (A)Win-11 ul :,r'+u bl'L ulll+AIIILA I IONS, 1,.LgXh�b��0 HEAD SI SIARI PROGRAM LESSON PLAN cmcb ell vcck or �sf —Y-��-_-- Cerner L_�r!_' LS�Sf'_��1_�__ Theme(optional) �� �------- �1 _ A CInW � lye Range j �,a� Teacher �_ _ Reviewed by ------- - Monday / Tuesday Wednesday Thursday -- CUUnlinJ cc.,rl'�,Pt( /4lriclr/,i m ;l;gCfli CIRCLE TIME _ work on 6r? +,,/orrr> AR r f�raw i✓�q Mora � fpmr"w+/;req �l l J �� F r (31c wI Aer t! 'XO1 LANGUAGE TcI(;n� H U'V Z )EVELOrME.NI f�e� abo(4f- M� Man'1 . 17 G e •• DRAMATIC If\ PLAY �Y 2'trCi] Al l�cl� r. I�irna� SuKn S SCIENCE/ color MATII J UUTUOOR/ Throe ;n� caf )1' S GROSS J J MOTOR - I IEALTII/ q ar)C �U Sh l h� It S d A�rq•Qrdq PrGP0.n� I i J f , COOKING P�ci�/inl/ SGIFe.�t/ IIr\ f�� room a„tl N1Ak�n� �Orry,� 0 f J owl+15 01 r f=r'rC 8r" n W hct� mcck e s vn ' J 'CIALIZA I IO rn 517CL 50n,Gane l4 ',c. Lir ' DD M r Ma amp,9d Jimc4 Ram0"4. 1`pn7Onq. l Ramma Jimene PARENT Mara GUnza/cs IVNar+c;, �11)a Snldpnc) VOLVEMENT Chr�y}/nq MUrcnu Lhr;SNncL Mari Sc1 /�YQYICILL ' chonej 1Unch Cincd NU1ES/ Cr1 �� ,.��.,t5 so Z Mayo SPECIAL w h CVENTSdo Y 0� �� 5panisll Lyc�fa is go 0 to help >✓i�h cj Rem � �J'0' HEAD S I AR I PROGRAM loti T LESSON PLAN piggy&�144�Ei� Week of �a ate:22S______ - Center FUIY �+Y��/JN�Lc{sTheme(optional) ZUO Ali'�7lgr Age Range ---- Teacher Teacher _ �Jl'1 Pl�SLl3 Reviewed by Monday Tuesday Wednesday Thursday- reol� 1�ansG� on x.r del ttr� F;e �v i,p 10) s or d # �✓,'C, M CIRCLE 1� 'GYzfti� -fafK y e� Arsh TIME at�ou+�f� fur gYolc�uGf'��� K;nder WY , r fA�kln G(uQCII �01p'�U/i { U1 �✓1(j Ili �~ J Ga4-vkf— AgAr d�corafe� hFar, CJV2-W- ART pra►✓"nJ• Ff c44 "'�+�� b f4;✓n V cuE�1n on c+ 'j. 1 n C-P-r\, LANGUAGE / / f' besl`dr - DEVELOPMENT . ;n +hr✓ n��ddle, o� - �do Pr e fend tn9 >�o b e rcn DRAMATIC F< nds of )4r)mu1s - tAa Ny CIA,nb(1.1 PLAY J 5ovil I s rnotivr 5 vict f(alip J- , e S 4 4 lrjI SCIENCE/ MATH n40 t. `t` i G s OUTDOOR/ I Bq/all d.e- rr) - o% 5'� GROSS run Arlo 5 vp On eom ma d_ MOTOR ! log roil/ HEALTH/ I`a /,J� �1 IY�IL �fGPan^J SAFETY/ ( •� �� ULP COOKING IJ"tom C�` Uj Tgk.,f)3 tuYhs 1d SOCIALIZATIONJ � Ejpres5in4 feeAil��s JJ J J Gr rnGnn�}4meniz ` `� PARENT Ae J (l, INVOLVEMENT A/n1Q rI AQ4nQ' ( l-�j l(L iJ � Rot LAe11L � Marirand0.L „ � 0- Elba ScddanA Mar Nore(Sf rom ert� `re' y ,�,� NOTES/ �J SPECIAL EVENTS rn+++►u WUMM UI :W/N1+IS41 SPLAKIllli 01WAIIIZAfIUN 11 hob HEAD START PROGRAM ^_ LESSON PLAN � s�LQul�t� nn eek o! _��_30�14 y Center ------ M., __ ___ ___ Theme(optional) L Aye Range_9_�._.�_s __:__-_ Teacf+er Reviewed b _ y ------ Monday a? u ay j J Wednesday Thursday TIME CIRCLE J�"""u..n- �. � 8 .,Q, � 4, 11 n -}- ART P�`" ti`°1^ g w/J J, ,�.��tc-t" LANGUAGE DEVELOPMENI cl- DRAMATICd' "tO PLAY -�N. "•_ � u+. SCIENCE/ MATH of �r�rS G-✓ ,-0a�.-v� OUG R 000 R/ WJA wt4 c ,�.. P•.-C P >y}�1-�C MOTOR a� ���+.P csM � ✓ �- ^�� q/►►w aJ a-.. IIEALTII/ X ( ,•�/ f SAFETY/ COOKING t,t..w �4t. — �� � wzvL �"',� n � SOCIALIZATION 41 f a PARENT O 0 � INVOLVEMENT . NOTES/ SPECIAL EVENTS _ p Administration for '^YM DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: (Head Start 09CH03751 Region IX 50 United Nations Plaza San Francisco, CA 94102 MAY 17 VA. Gayle Bishop, Chairman Board of Supervisors u r` i r� L. 651 Pine Street +�� 1 8 1995 Martinez, California 94553 i Dear Supervisor Bishop: -�• - - T�,;`;.: From January 23 to 27, 1995 the Administration for Children and Families (ACF) conducted an on-site monitoring review of your Head Start program. On-site program reviews allow ACF, as the responsible funding agency_for Head Start programs, to assure that Head.Start grantees deliver the type and scope_of services required by all relevant legislation, regulatory and policy requirements governing Head Start programs. Through monitoring ACF determines.the degree to which programs are meeting minimum requirements and technical assistance resources are made available to those programs that do not meet minimum requirements. Each component of your program, including those of all four delegate agencies, was reviewed using the Head Start "On-Site Program Review Instrument" (OSPRI). The specific findings of our on-site review are attached to this letter, providing you detailed information on all areas in which your program was not meeting minimum Head Start requirements. Our report will include: Overall Strengths and Weaknesses. Summary of Deficiencies OSPRI Report of Findings - Summary Table of Non-Compliances CORRECTIVE ACTIONS REQUIRED It, is our judgement that the number, type and scope of non-compliance items compromises your program's ability to provide quality Head Start services. We have, therefore, identified your program as one with quality deficiencies. The specific deficiencies are discussed in Attachment.II of this package. Gayle Bishop "h G y p - Page 2 It is your responsibility to remedy the deficiencies noted in your program. The Head Start Act requires that all deficiencies identified as part of a monitoring visit be corrected as soon as possible and no deficiency can remain uncorrected for longer than one year from the date you receive this letter. In order to correct your deficiencies, you are required by law to develop a Quality Improvement Plan (QIP). We also request that you require your delegate agencies to develop a QIP where indicated, and you must monitor their progress in achieving compliance. When you submit your documentation of compliance, that of the delegate agencies must be part of it. You must develop and submit a QIP, within 30 days of receipt of this letter. It must specify the deficiencies to be corrected, the actions you will take to correct them, and the timetable with intermittent bench marks for the complete elimination of all deficiencies no later than one year from the date of this letter. We are prepared to,assist you in the preparation of your QIP and encourage you to call your Program Specialist immediately to discuss the QIP and ,its development. Our office must approve your QIP within thirty days of its submission or indicate to you the reasons it cannot be approved. We are confident that your Head Start program will be brought in compliance even before the one year limit by eliminating all.the deficiencies and non-compliances. However, in the unlikely event that your program continues to have uncorrected deficiencies beyond one year from the date of this letter, you will be issued, consistent with the requirements of the Head Start Act, a letter stating our intent to terminate your Head Start grant. In addition to the deficiencies noted in the attached report, you were found out of compliance on several items, not related to the identified deficiency(ies). These items are identified in the OSPRI Report attached to this letter. We expect that all identified non-compliance areas to be corrected as soon as possible and, unless this office authorizes additional time, within 90 days of the date of receipt of this letter: When you have corrected the identified areas of non-compliance, please submit a letter to this office, certifying that the non-compliances have been corrected. This process is separate from your Quality Improvement Plan and must be dealt with separately. We will continue to make technical assistance available to you throughout the coming months. We will determine in partnership with you a reasonable schedule of follow up activities including site visits to monitor your progress and validate your full compliance no later than one year from your receipt of this letter. Gayle Bishop Page 3 As expressed in the report of the Advisory Committee on Head Start Quality and Expansion, the goal of ACF is to ensure that all Head Start programs provide quality services to young children and their families. We look forward to supporting your efforts to reach-this goal. We wish to thank the board, the policy council, the staff, and the parents of your program for their cooperation and assistance during the review. Please feel free to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any questions or concerns you may have. Sincerely,. Maria L. Fort Arden Hamilton Program Specialist Financial Operations Specialist Head Start Branch, Office of Financial Operations t Enclosures cc: Executive Director Head Start Director Policy Council Chair County Administrative Officer N N 0 .L 7 Y L O! 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W > N .� 0 CO m a�= N m a > 0 .m L U c E O O OU O N O = J F m m aU Q N X b A AWAY.y Ag<ncY September 28, 1995 Administrative Offices I3 837 Arnold Dr..Suitt 100 Martinez.CA 94553 George Carathimas (5 10)229-2210 Carathimas, Bohren, & Company Fax(510)229-0309 597 Center Avenue Ste 110 Martinez CA 94553 Community Centers C3 837.Arnold Dr..Suite 100 Martinez,CA 94553 (510)229-1600 Dear George, O 157 9th Street Richmond,CA 94804 The purpose of ,this letter is to confirm our conversation with you, with Richard Lujan and (510)232-6.050 myself regarding your meeting with Joan Sparks, Al Prince, and Daneen Cali. That at 5:30 O 501 Railroad Ave. p.m. on Friday August 25, 1995, you came to our office quite distraught and concerned about Pittsburg,CA 94565 comments that Community Services made to you about the UCSSO. (510)439-7515 + O lm Oak Street You stated that the purpose of this meeting was to go over with Mr. Prince the Allocation Plan Brentwood,CA 94513 and Accounting Procedures regarding the Head start Program. However, the meeting shifted to (510)634-6144 other issues and in particular, you said `that you were very concerned that UCSSO would not move forward with the Head Start Program because Joan Sparks said `Richard Lujan cannot do anything this time to stop Community Service Department from taking the contract from UCSSO Head Start because he will not have the political backing like he did before" You stated further 'that we Administrative office should put up the bunkers, that they intend to announce it next Tuesday and there is nothing you O 120 Oak Street Brentwood,CA 94513 can do to save the program (Head Start).... others will lose their, programs too. You also felt (510)516-2060 that they (CSD) were going to go through the audit with a fine tooth comb, so that they could Fax(510)516-0762 disallow whatever they can find. You said, "I do riot feel comfortable being your auditor nor working as your CPA." Nutrition Programs These statements were and still are of serious concern to us. Finally, you told us that CSD felt C3 loo village Dr. that the UCSSO Board of Directors may not be a legal board because we have five members who Brentwood,CA 94513 (510)634-5040 do not even make a quorum. In addition, you stated that Joan told you that because one of our Board Members is on LPC and Policy Council that there exists a conflict of interest according the CFR 45 part 1304, Chart A Special Notes #5. Private Industry Council . .ITPA In closing, if there are any discrepancies with the facts we have stated in this letter please O 120 Oak Street advise us immediately. Thank you very much for you continued assistance and cooperation Brentwood_CA 94513 (510)634-2195 Very T�ly'�ours, Arn Flores III Chairman 09/27/94 11:38 FAX 51022 7i hibi� U01 �D Du..PT-. CARATHDAAS, BOHREN, & COMPANY AN ACCOUNTrANCY CORPORATrON 597 CENTER ST. SUITE 110 MARTINEZ, CA 94553 510.228.3535 510.228.3778 (FAX) September 27, 1995 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC_ 837 ARNOLD DRIVE, SUITE 100 MARTINEZ, CA 94553 ATTENTION: MR. RICHARD LUJAN DEAR Na LUJAN: THE FOLLOWING ARE MY THOUGHTS AS YOU REQUESTED AS TO HOW THE COUNTY WORKED WITH ME ON VARIOUS ISSUES.CONCERNING YOUR ORGANIZATION, SPECIFICALLY THE COMMUNITY SERVICES AGENCY REGARDING THE HEAD START PROGRAM IN MY OPINION, THE PEOPLE I DEALT WITH ON THE SURFACE PROJECTED A VERY COOPERATIVE ATTITUDE TOWARD ME. IMPLYING THAT THEY WOULD BE VERY HELPFUL TO ME IN MY CONSULTING WITH USCCO_ THEY SAID THEY WOULD HELP IN ANY WAY POSSIBLE. WHEN IT GOT DOWN TO IT THOUGH THEY DID NOT COOPERATE WITH ME. THEY MADE ANY PROJECT THAT NEEDED TO BE DONE A PROJECT THAT WAS SO GREAT IT NEEDED AN INSURMOUNTABLE AMOUNT OF TIME TO GET DONE. FOR EXAMPLE THEY WOULD NOT COOPERATE IN USING OTHER ORGANIZATIONS PROCEDURES/POLICIES RATHER TREY DEMANDED THAT USCCO DRAFT THEIR OUR PROCEDURES FROM SCRATCH. IN FACT, IT WAS AT THIS MEETING WITH THEM THAT THEY TOLD ME 'RICHARD WILL NOT BE ABLE TO SAVE THE CONTRACT THIS TINE." AT THAT POINT,I DID NOT KNOW WHAT THEY WERE REFERRING TO. lF I CAN BE ANY FURTHER ASSISTANCE PLEASE DO NOT HESITATE TO CALL ME. SINCERELY YOURS, GEORGE CARATH MAS, CPA 1, q Chi{d Dev 1 Community Services DeparthLb,1tr na Child eapment 3743890 Nutrition 3743850 AdministrationCos} Gommunty Action 313-7363 1220 Morello Avenue, Suite 10 1 Head Start 646-5s4o Martinez,California 94553-471 1 County Housing and Energy -5756 (510) 313-7350 PATH$ 4 42727-8094 Fax:,(510)313-7385 Joan V. Sparks, Director _ August 31, 1995 Mr. Arnold Flores, Chairman and members of the Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Drive, Suite 100 Martinez;Ca 94553 Dear Mr. Flores: In response to your verbal request dated August 30, 1995, please find attached a copy of the report of Ms. Susan L. Hanson, Certified Public Accountant. Please call me at 313-7361 if you have any questions regarding this matter. Thank you. Si eIy, I Prince �.-... Administrative Services Officer CONTRA COSTA COUNTY RECEIVED cc: Phil Batchelor Scott Tandy SEP - 5 9% Joan Sparks Daneen Cali OFFICE OF. COUNTY ADMINISTRATOR Affirmative Action i Equal Opportunity Employer Susan L. Hanson Certified Public Accountant . 2332 Sweetwater Drive Marbnez,CA 94553 (510 229-0857 August 9, 1995 To: Oanoen Cali Report on Project for Contra Cost* County regarding United Council of Spanish Speaking Organizations(UCSSO): . SituatioNobiective: As part of the first quarter monitoring of UCSSO by the Community Services Oepadrnent, several discrepancies were noted behyeen the demands sutxnitted to CCC and the actual aoeounting records at t1CSSO, indicating bath overbillings and underbilliings of Head Start expenditures during 199-4. I was engaged to perform a review of UG5SO accourtmg records for_the calendar year 1994, noting inappropriate allocation procedures, reconciling the accounting records to appropriate demands for that year, and to matte recommendations to bring the acting policies and procedures into compliance with County requirements. . ProUedixrs: . Summarized GL accounts fix the 1394 calendar year (GL is rnai-daared on the agency's fiscal year.July through June). • Identified allocation plait in effect during 1994. Identified firm)approved budget for 1954. i • Examined items > $100 tial made up GL balances > $5000 during 1994 (not nduding payroll i and related expenses,travel reimbursements. food program expenditures, or disaflowred expenses already conceded). . Determined if charges are valid.authorized, recorded in corred period. j • Determined if eoa-ts were allocated according to approved plan. • Analyzed rent allocations. . Analyzed insurance allocations. . Proposed adjushrie its,when applicable. • For GL accounts vaith balances<$5000, scanned GL entries for inappropriate entries of a matuerial nature. • For payroll and related expenses. i Agreed total payroll to 941s I • Tested allocation to GL based on tirnesheets submitted to accounting and affocabon plan in effect. I • Compared GL to authorized line item pocibons. . Scheduled adWed GL summary v. approved bxrdget v. dermrxi=s submitted to determine overall difierenim between financial records, budget, and demands. . Reviewed findings vrrth CSD. Post-It^brand tax tra .smittal memo, 4Ofw+wr' TO 7- CO. GO. .• n !' t Far.! Susan L- Hanson, CRA 2332 sweetwatar Drive IMawUnem,CA 94WO (slo)229-0"7 August 9, 1995 Page 2 I I Q §gn ed deficiencies and errors in the accounting records.- Current ecords:Current allocation plan does not dearlyidentify haw to charge overhead and adminrsbation + timcbons, such as accounting and exemAive adminis"ion time. Rent, utilities, irLwanaes, and salaries have all been incorivistw*alioeated to the various programs administered by UCSSO. Recornmg, s • Agree with Community SoMm Department on appmafxiaite aftion plan that details all alhoeabons for all standard transactions to be recorded. • Ensure ttt2l UCSSO accountant calculates and posts alocabons according to the approved allocation plan. • Obtain guidance from CSU on extraordinary charges or charges incurrad outside budgeted amounts. Consider implementation of 1-30 plan. i C2) Not all Head Start charges in the General Ledger had been authorized and approved by the Program Director_ All charges appear to be approved by the ErBaAive Director. I Recommerhdstions I • Establish a firm policy that Program Directors are responsible for staying within the approved liras-item budgets and that purchases can only be a horiz ram 12 gM sible for those line iwe Director should not appy aeritfRures,lust mon' is under control. I • tnstrud aacountarrt to obtain program directors' approvals befiore posting expenses. • Provid rsiht function such as a controlks)to ensure expenditunes are suf Kized and ahlocaWns are appropriately calcutated and posted in a timety manner. This might be required agency-vAde, sme marry issues might not be isolated to Head Start. i �1– I 3. Reporting is not adequate to dekn7nine knaby-line excesses or to monitor expendihues v. budget. — I Recommendation • Document procedures that YAN unsure appropriate intemal controls are in place to record authorized,approved.correctty allocated expenditures in a timely manner. • Enter the month bo month budget amounts into the accounting system to p v%wle Ww by fine comparisotrs with actual expenditures each month and year to date. • Such reports should be given to program direcLoi s who must then Otain variances to the Executive Director. Evaution of the accountirKl Sta[fi' I I i Susan L. Hanson, CPA 2332 swoetwaer Drive Martiser,CA 9456$ (610)2294667 August 9, ISM Page 3 Maria Ekwo seems dedicated and competent. Hawever,;nope sem$)Mg be seeded in order to meet Om currsrd hood for improved raoordkeeping and reporting and procedure documentation. i Recommendation i Add accounting stall, as needed, in order to document procedures and to accomplish ' the reOOMkeeping and reporting goals recommended above. I Respectfully submMed, i I i i I I I F � I i TOTFL P.03 1 ATTACHMENT D 3 _ s e Administration for DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: (Head Start 09CH03751 Region IX 50 United Nations Plaza San Francisco, CA 94102 MAY 17 RECEIVED Gayle Bishop, Chairman Board of Supervisors MAY 18 095 651 Pine Street Martinez, California 94553 CLERK BOARD OF SUPERVISORS CONTRA COSTA CO. Dear Supervisor Bishop: From January 23 to 27, 1995 the Administration for Children and Families (ACF) conducted an on-site monitoring review of your Head Start program. On-site program reviews allow ACF, as the responsible funding agency for Head Start programs, to assure that Head Start grantees deliver the type and scope of services required by all relevant legislation, regulatory and policy requirements governing Head Start programs. Through monitoring ACF determines the degree to which programs are meeting minimum requirements and technical assistance resources are made available to those programs that do not meet minimum requirements. Each component of your program, including those of all four delegate agencies, was reviewed using the Head Start "On-Site Program Review Instrument" (OSPRI). The specific findings of our on-site review are attached to this letter, providing you detailed information on all areas in which your program was not meeting minimum Head Start requirements. Our report will include: - Overall Strengths and Weaknesses - Summary of Deficiencies - OSPRI Report of Findings - .Summary Table of Non-Compliances CORRECTIVE ACTIONS REQUIRED It is our judgement that the number, type and scope of non-compliance items compromises your program's ability to provide quality Head Start services. We have, therefore, identified your program as one with quality deficiencies. The specific deficiencies'are discussed in Attachment II of this package. Gayle Bishop - Page'W ` It is your responsibility to remedy the deficiencies noted in your program. The Head Start Act requires that all deficiencies identified as part of a monitoring visit be corrected as soon as possible and no deficiency can remain uncorrected for longer than one year from the date you receive this letter. In order to correct your deficiencies, you are required by law to develop a Quality Improvement Plan (QIP). We also request that you require your delegate agencies to develop a QIP where indicated, and You must monitor their progress in achieving compliance. When you submit your documentation of compliance, that of the delegate agencies must be part of it. You must develop and submit a QIP, within 30 days of receipt of this letter. It must specify the deficiencies to be corrected, the actions you will take to correct them, and the timetable with intermittent bench marks for the complete elimination of all deficiencies no later than one year from the date of this letter. We are prepared to assist you in the preparation of your QIP and encourage you to call your Program Specialist immediately to discuss the QIP and its development. Our office must approve your QIP within thirty days of its submission or indicate to you the reasons it cannot be approved. We are confident that your Head Start program will be brought in compliance even before the one year limit by eliminating all the deficiencies and non-compliances. However, in the unlikely event that your program continues to have uncorrected deficiencies beyond one year from the date of this letter, you will be issued, consistent with the requirements of the Head Start Act, a letter stating our intent to terminate your Head Start grant. In addition to the deficiencies noted in the attached report, you were found out of compliance on several items, not related to the identified deficiency(ies). These items are identified in the OSPRI Report attached to this letter. We expect that all identified non-compliance areas to be corrected as soon as possible and, unless this office authorizes additional time, within 90 days of the date of receipt of this letter.' When you have corrected the identified areas of non-compliance, please submit a letter to this office, certifying that the non-compliances have been corrected. This process is separate from your Quality Improvement Plan and must be dealt with separately. We—will °continue to make technical assistance available to you throughout the coming months. We will determine in partnership with you a reasonable schedule of follow up activities including site visits to monitor your progress and validate your full compliance no later than one year from your receipt of this letter. •r Gayle Bishop - Page in, As expressed in the report of the Advisory Committee on Head Start Quality and Expansion, the goal of ACF is to ensure that all Head Start programs provide quality services to young children and their families. We look forward to supporting your efforts to reach this goal. We wish to thank the board, the policy council, the staff, and the parents of your program for their cooperation and assistance during the review. Please feel free to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any questions or concerns you may have. Sincerely, Maria L. Fort Arden Hamilton Program Specialist Financial Operations Specialist Head Start Branch Office of Financial Operations Enclosures cc: Executive Director Head Start Director Policy Council Chair County Administrative Officer 9r: f FY95 HEAD START PROGRAM REVIEW REPORT CONTRA COSTA COUNTY COMMUNI T Y SERVICES DEPARTMENT HEAD START PROGRAM Grant No. 09CH0375 651 Pine Street Martinez, CA 94553 k' Supervisor Gayle Bishop, Board Chairperson Mr. Phillip Batchelor, County Administrative Officer Ms. Joan Sparks, Executive Director Ms. Daneen Cali, Acting Head Start Director Ms. Mary Shavies, Policy Council Chairperson Prepared by the Administration for Children and Families Maria L. Fort, Team Leader The on-site review was held on January 23-27, 1995 . All components were reviewed as follows : Component Reviewer Administration: Maria Fort, Team Leader Norma Johnson Paulene Graham Davetta Thibeau Education, Staffing Linda Flanigan and options : Mitchell Kuljis Health, Mental Health, Ina Dickenson Nutrition: Mary Soule Social Services, Arthur McBride Eligibility--- : Susie Wilson Parent involvement : Saovaros Diehl Marina Sanchez Disabilities : Darlene Wazdenko Finance and Property: Arden Hamilton Cameron Snyder Mary Riley Betty White 9ti ATTACHMENT I. OVERALL STRENGTHS AND WEAKNESSES A. Strengths 1 . The provision of health services; both medical and dental . 2 . Nutrition services . 3 . The grantee' s [County Administrative Officer (CAO) ] increased oversight of and involvement in the administration of the Head Start program. Examples: 1 . Timely completion of health screenings and immunizations. Proper follow-up of diagnosed conditions. 2. Well prepared, tasty meals that are enjoyed by the children. 3 . Higher quality administrative response at the grantee 1 evel . Provision of administrative support to the Head Start program. Improved oversight of the delegate agencies. B. Weaknesses 1 . There are no written planning or monitoring procedures. 2. The grantee-operated program (GOP) is not in tegra ted into the grantee's administrative structure; it is part of the grantee, yet it is treated as a delegate agency with separate sets of component managers at the grantee and at the grantee-operated program levels. 3. The personnel administration was weak in the areas of reference checks, declarations, and prior approval of staff hiring by the Policy Council . 4 . Documentation of observations, tracking of the children' s development, of services, and of home visits were lacking. 5 . Transitioning disabled and other children from Head Start to Kindergarten was inadequate . 6 . Confidentiality was not properly maintained, as a number of files were not locked. 9m. Attachment II. SUMMARY OF DEFICIENCIES Below we have summarized the deficiencies identified during the review that must be addressed in a Quality Improvement Plan. A. GRANTEE 1 . Cross-Cutting Deficiencies a. Inadequate written procedures; # 185, 186, 187 b. Inadequate documentation of services; # 196 C. Inadequate staff and parent training; # 21, 22, 66, 73, 107, 108, 127, 137F, 142, 155, 200 d. Insufficient cross-component integration; # 83 , 165, 68, 106 2 . Administration - Non-Compliance with Head Start Performance Standards (45 CFR Part 1304 . 1, 1301 . 31) a. Written Procedures (1304 . 1-4) (1) Planning process; no written planning procedures that would include the utilization of the Community Needs Assessment results for recruitment areas, program options, and component objectives - #185 (2) No written monitoring procedures (The monitoring issue was cited in the 1991 on-site review and has not been corrected #187 (3) No written budgeting procedures b. Delegate Agency Oversight - inadequate oversight and monitoring of delegate agencies - #191, 222, 226 C . Personnel Administration (1301 .31) - Personnel Policies need to be revised and up-dated (1) There are no declaration forms - #193 (2) There are no annual performance evaluations of staff - #196 (3) There is no record of training in personnel files - #196 (4) There is no evidence of reference checks - #196 d. Financial Administration (1) Improper oversight of delegates; no timely action on budget change requests - #222, 226 (2) . Insufficient non-Federal share - #235 (3) No evidence of current certified property y inventory - #256 3 . Mental Health (45 CFR Part 1304 . 3-7, 8) a. Insufficient staff; one part time mental health professional and two interns to serve the grantee- operdted program and four delegate agencies - #73 , 74, 75, 76, 79 b. There are no planning or preventive activities; no individualized activities; no evidence of working with parents; or of integration of mental health activities with other program components - #81, 83, 85, 87, 89 3 . Parent Involvement [45 CFR Part 1304 . 5-1, Appendix B to 1304 (The Parents) ] a. Inadequate and incomplete documentation of home visits - #134, 147 b. Improper separation of the GOP parent group from the Policy Council (PC) ; at time usurping the role of the PC - #137 C. There are written agreements signed by parents to participate three hours per month as a prerequisite of enrollment - #138 . Parent participation is encouraged, but is strictly voluntary and may not be mandated d. No financial reports or other relevant information is provided the Policy Council to ensure informed decision making - #148 e. There was no prior approval of hiring Head Start staff . The Policy Council approved new hires within 30 days after they were hired - #137D 4 . Disabilities (45 CFR Part 1308) a. There are no updated and signed agreements with the Local Education Agency (LEA) - #156 b. Maintenance of confidentiality is inadequate; some files were unlocked - #160C C. Parental consent is at LEA; not available at the grantee sites - #160D d. There are no individualized activities based on the Individual Education Plan (IEP) because teachers don' t have access to them, as they are kept at the central office - #162 e. Parents are not assisted in the transition of their children; proper records are not maintained - #166 B. DELEGATE AGENCIES 1 . Bayo Vista Tiny Tots Nursery School a. Mental Health b. Parent Involvement C . Eligibility, Recruitment, Enrollment 2 . Family Stress Center a. Mental Health b. Disabilities C . Financial/Property Administration 1 3 . First Baptist Church a. Mental Health b. Parent Involvement 4 . United Council of Spanish Speaking Organizations a. Administration i Attachment III. OSPRI REPORT OF FINDINGS l _ '+ .`.,,,_tiff____ .'iY.}4ti?J•'1..v4' .. JLV/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1 REPORTING FOR FISCAL YEAR 1995 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA DATES OF REVIEW: 01/23/95 TO 01/27/95 EDUCATION Number of Parents Interviewed: 12 Number of Staff Interviewed: 7 Component Reviewers: Mitchell Kuljis EDUCATION COMPONENT STRENGTHS: Excellent facilities are provided for the families being served. All the classrooms are attractive, well defined, and provide meaningful activities for the children. EDUCATION COMPONENT RECOMMENDATIONS: The education components needs to focus on providing for more individualization on each child's needs. Add more health related activities to the curriculum. Item 016 There shall be procedures for ongoing observation, recording, and evaluation of each child's growth and development for the purpose of planning activities to suit individual needs. (R,I) [1304 .2-2 (d) ] REASON FOR NON-COMPLIANCE E. No evidence of individualizing on the lesson plans. F. There needs to be regular (monthly) child observations which are written up on each child. Item 018 The educational aspects of other Head Start components are integrated into the daily education services program. [1304 .2-2 (d) ] REASON FOR NON-COMPLIANCE There needs to be more health activities integrated into the curriculum. PAGE EDU-2 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --- ------------------------------------------------------------------- L,Item027 Indoor and outdoor premises shall be kept clean and free, on a daily basis, of undesirable and hazardous material and conditions. (0) [1304 .2-3 (a) (6) ) REASON FOR NON-COMPLIANCE Both Sunset and Bridegmont had flooded play yards. The Nogales site is bl by an open trench. Item 028 Outdoor play areas shall be made so as to prevent children from leaving the premises and getting into unsafe and unsupervised areas. (0) [1304.2-3 (a) (7) ) REASON FOR NON-COMPLIANCE Out of compliance because play yards are not being used at Sunset, Nogales, and Bridgemont centers. PAGE HEA- 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA _------------------------------------------------------------------------- HEALTH / Number of Parents Interviewed: 0 Number of .Staff Interviewed: 6 Component Reviewers: Mary Soule HEALTH COMPONENT STRENGTHS: Professional staff. Timely completion of health requirements. Well-organized family files. Current, concise anecdotal comments. Utilization of community resources. HEALTH COMPONENT RECOMMENDATIONS: Develop cross-component health education curriculum for children which is clearly documented in the lesson plan. Increase availability of health curriculum support materials. Revise policy which requires completion of physical exam as a prerequisite of enrollment and that of suspension of children for non-compliance with health requirements. Item 068 Health education is integrated into ongoing classroom and other program activities. (4) REASON FOR NON-COMPLIANCE 'urrently there is not an organized health curriculum for children with specific developmentally appropriate goals. Classroom lacks adequate :urriculum support materials i.e. books, puzzles, etc. T 1 PAGE MEN-1 _ GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- MENTAL HEALTH -------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 6 Component Reviewers: Mary Soule MENTAL HEALTH COMPONENT STRENGTHS: Qualified program staff. On-site mental health intern. Classroom support staff (Disabilities/Mental Health Aide) . Excellent utilization of community resources. MENTAL HEALTH COMPONENT RECOMMENDATIONS: Expand prevention services to all enrolled children, parents, and staff. Develop specific mental health curriculum in conjunction with the education component which is clearly documented in the lesson plan. Item 073 Assist in planning mental health program; (1) REASON FOR NON-COMPLIANCE The mental health consultant has not been available to plan a cohesive program (She works 20 hours per week to cover the grantee-operated program and the four delegate agencies) . General classroom observation/assistance in developmental screening has not occurred. Item 075 Observing children and consulting with staff; (3) 0 REASON FOR NON-COMPLIANCE Same as #73. Item 076 Advise and assist in development screening and assessment; (4) .: .,•••••b3aiS --9Y''"'n f• .Y.H._i>9:r'.r7: 7 »• + nc •>..•.Ivo•:ia24:itrati•szzIIG:.. �.,::is.iu:ttiu.:•.:-.sv:»tw'�tx::v.J..-_�- r Y PAGE MEN GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE _ Same as #73 . Aa. •.r..,,,,nn,...•-M-.:.__ .._.:... ,... _�:;;,.:�aasaz,.o>on�,nn�nc�_-ti¢ dx. - ___..i:k i,_ _-__ _ _ PAGE NUT-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- NUTRITION _ Number of Parents Interviewed: 0 Number of Staff Interviewed: 6 Component Reviewers: Mary Soule NUTRITION COMPONENT STRENGTHS: Efficient coordination with school food service departments. Involvement of parents in menu planning. Food aide in classroom to assist with meal service. Family-style service well implemented. NUTRITION COMPONENT RECOMMENDATIONS: Develop organized, specific nutrition curriculum for children in conjunction with the education component. Provide nutrition training for all staff on issues such as sanitation, family health. CCFP guidelines, adaptive techniques for special children, etc. Item 106 Children participate in learning activities planned to effect the selection and enjoyment of nutritious food. (2) REASON FOR NON-COMPLIANCE An organized nutrition curriculum is not available. Classrooms lack adequate nutrition related materials. Training for staff appears to be available only to food handlers. Item 108 All staff receive education in principles of nutrition and their application to child development and family health, as well as in ways to create a good physical, social, and emotional environment. (4) REASON FOR NON-COMPLIANCE Same as 1106. CH w: •1LC'UiA..Oa.v:G'.•-•..•�• '_....-_-.:_.. "' ' v.^ss ... ..>`�-i.i.iv:i:fv:iiYiiuwv. -.-•... _ _ �tid.LJJsi.ne.iSii!(isr:A'st'.[.Ci.: PAGE SOC-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- SOCIAL SERVICES ---------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 7 Component Reviewers: Susie Wilson SOCIAL SERVICES COMPONENT RECOMMENDATIONS: Attendance policies need to be strictly adhered to with parent contact and reason for absence clearly documented. Development of the Family Assistance Plan (FAP) must be based on information gathered on the Family Needs Assessment (FNA) more closely. Item 118 There is a written social services plan annually updated and/or revised. [1304. 1-4] REASON FOR NON-COMPLIANCE Though there is a written plan, areas [1304-2 (a) (8) ] (contacting parents after child has been absent for four consecutive days or whose attendance is irregular) and [1304-2 (c) ] (maintenance of up-to-date family records) are not addressed. Item 123 There shall be follow-up to assure delivery of needed assistance. (R,I) [1304 . 4-2 (a) (6) ] REASON FOR NON-COMPLIANCE Information on the FAPs needs to follow more closely along parent's identified needs as per the FNA; often, important information is not being followed up. Also, none of the FAP' s had parent signatures; many were lacking staff signatures, making it difficult to determine if parents were part of developing the FAP. Item 125 A parent or guardian will be contacted with respect to an enrolled child whose participation in the Head Start program is irregular or who has been absent four consecutive days. [1304 . 4-2 (a) (8) ] [See ER#179] REASON FOR NON-COMPLIANCE 9r: Both parent interviews, and observation of files indicate that this rarely happens. PAGE SOC GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 126 Records shall be established, maintained, and kept confidential that include: [1304.4-2 (c) ] REASON FOR NON-COMPLIANCE Information on outcome of referrals is lacking. There is little or no evidence of staff/parent contact in most files. (Very inconsistent) PAGE PAR-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- PARENT INVOLVEMENT ------------------ Number of Parents Interviewed: 8 Number of Staff Interviewed: 4 Component Reviewers: Marina Sanchez PARENT INVOLVEMENT COMPONENT STRENGTHS: Strong staff support in Social Services and parent participation in classrooms. PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS: Parent involvement component training for all staff. Rewritecomponent plans, and training plans for parents. Hire a parent involvement staff person to insure component liance and enhancement of parent involvement in all areas. Item 133 There is a written parent involvement plan annually updated and/or revised. [1304 . 1-4] This includes a detailed plan on implementation of I-30-2 "The Parents" (70. 2) [1304 . 5-2 (b) ) REASON FOR NON-COMPLIANCE Component Plan did not reflect detailed activities and time frames for parent involvement at this delegate agency. It is a one-sentence statement, "Parent plan is in place. " Item 137 The process of making decisions about the nature and operation of the Head Start program. REASON FOR NON-COMPLIANCE Parents are not given choices in many agenda items. one-page memos instruct Policy Committee members on how to vote or approve each item (called consent items) that needs their attention (vote) . There is little or no training for the Policy Committee in the process of making decisions at the program level. PAGE PAR-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA --- -- ---------------------------------------------------------------------- Item 139 There shall be opportunities for parents which lead to enhancing the development of their skills, self-confidence, and independence in fostering an environment in which their children can develop to their full potential. [1304 . 5-3 (a) ] REASON FOR NON-COMPLIANCE A. Parents were not sure what role the Policy Committee had in the classroom. In general they did not understand the decision-making process and the roles of the parents in Head Start. I. Unable to find training in personal growth; what training there was, had to do with "Head Start. " . Item 144 Identification of opportunities for continuing education that may lead toward self-enrichment and. employment; (f) REASON FOR NON-COMPLIANCE Unable to find documentation of presentations on training to encourage continuing education opportunities. 'iw: PAGE DIS-: GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- DISABILITIES SERVICES - --------------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 10 Component Reviewers: Darlene Wezdenko DISABILITIES SERVICES COMPONENT STRENGTHS: The staff are receiving practical hands on training in working with children with disabilities at another agency. Collaborating with LEA is working. Staff know about their children with disabilities and receive suggestions from therapists working in the classroom. DISABILITIES SERVICES COMPONENT RECOMMENDATIONS: The delegate must ensure that confidentiality is maintained. A system should be developed to track the assistance given to parents in the transition of their children from Head Start to the Local Education Agency (LEA) . Item 155 Resources to implement the disabilities services plan are adequate: [1308. 4 (n-o) ] _ REASON FOR NON-COMPLIANCE B. There is an entrance gate at the Gehrinders center that could not be used if a person had a disability or was in a wheelchair. Item 160 The disabilities coordinator arranges for formal evaluation of children identified as possibly having a disability [1308 . 6 (e) ] REASON FOR NON-COMPLIANCE C. The files at the Gehringer site were not locked. D. The parental consent for evaluation is signed at the district and the agency does not have a copy. PAGE DIS-: GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 165 The disabilities coordinator works closely with other Head Start staff to ensure that the special needs of each child with disabilities are met. [1308. 18, 1308 . 20, 1308.4] REASON FOR NON-COMPLIANCE A. Health component staff not involved in the assessment process or in the follow-up. D. Participation and support of parents of children with disabilities are not fostered by. staff. Item 166 The program supports the transition process for children with disabilities who are entering and leaving Head Start. [1308.4 (g) , (1) ) REASON FOR NON-COMPLIANCE B. There are procedures for transition and there is an end of year IEP but there are no records maintained to document assistance to parents at other and in other aspects of transition. PAGE ELI-] GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE --------------------------------------------------------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 7 Component Reviewers: Susie Wilson ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS: Social Service staff demonstrate strong community networking skills. Staff reflects ethnic makeup of program. ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS Eliminate the use of the separate income verification sheet; with only the parent signature required, it does not meet (1305.4 (e) ] , whereas the application form itself is designed to do so (application form includes appropriate Income Verification Section) . Waiting list numbers should be determined by estimated number of anticipated enrollment vacances for the coming year, not by a set of percentages. Income updates for second year children, even though not used for re-verification, are unnecessary, and should cease. Attendance policies must be strictly followed. Item 178 When the monthly average daily attendance rate in a center-based program falls below 85 percent, the program has analyzed the causes of absenteeism. This analysis includes a study of the patterns of absences for each child, including the reasons for absences as well as the number of absences that occur on consecutive days. [1305.8 (a) ] REASON FOR NON-COMPLIANCE Absences seem to be rarely followed up on, except in severe cases. PAGE ELI-2 . GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item. 179 When the reasons for a child's absences are unexcused -for four or more consecutive days, the program has initiated appropriate family support procedures, including home visits or other direct contact with the child's parents, that emphasize the benefits of regular attendance, while at the same time remaining sensitive to any special family circumstances. [1305.8 (b) ] [See SS #125] REASON FOR NON-COMPLIANCE There is no documentation in files to indicate that follow up is done on absences (staff-initiated) except in severe cases, when a letter is sent with the absence policy enclosed. Thus, support procedures are often inadequate or untimely. PAGE ADM-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- ADMINISTRATION -------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 1 Component Reviewers: Norma Johnson ADMINISTRATION COMPONENT STRENGTHS: The Head Start Director is very open to training and technical assistance to improve program services. ADMINISTRATION COMPONENT RECOMMENDATIONS: * The Head Start Director and the component staff are located in two separate offices, 25 miles apart. The Director may consider occupying office space in the program staff's offices at least for some portion of the week. * Parent training in I-30 and OSPRI should be improved. Item 185 The grantee should have and should implement a written procedure for program planning which. is approved by the Board and the Policy Council and which includes a process for formulation of component objectives with adequate time for review of final objectives, including timetables and budgets. (R,I) REASON FOR NON-COMPLIANCE The delegat agency has no written procedures for program planning of for program monitoring. Item 187 The grantee has and implements a written procedure which describes an ongoing monitoring process that assures specific program objectives and activities are completed in a timely manner. (R, I) REASON FOR NON-COMPLIANCE Same as #185. PAGE ADM-2 . GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 189 An annual self-assessment must be performed by each Head Start grantee and delegate agency. (R, I) REASON FOR NON-COMPLIANCE The Director stated that the OSPRI was completed in March, 1994 . The OSPRI, however, has been misplaced and could not be located. No improvement plan was found nor evidence of training for the OSPRI team. Item 194 Head Start agencies shall establish personnel policies and procedures. (R) REASON FOR NON-COMPLIANCE The Personnel Policies are missing reference to: 1) Declaration forms 2) Policy Committee approval/disapproval in the hiring/firing process 3) Adherence to criminal records check 4) Conflict of interest for political activities 5) Promotion plan The Personnel Policies ' reference to official travel, and to training opportunities are inadequate to comply with the performance standard. The Personnel Policies refer to employee evaluations , but does not mandate it. Item 195 There is evidence that personnel policies are implemented as written and approved. REASON FOR NON-COMPLIANCE Staff hired prior to approval of the Policy Committee. Item 196 A file and records system shall be maintained to include official documents for each staff member, related to: qualifications for appointment or promotion; periodic pay increases; records of continued training or education; official recognition; performance evaluation; and adverse action. The system must protect the confidentiality of personnel records. PAGE ADM-: GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE Personnel files missing required records, i.e. , reference checks, appropriate training, performance evaluations, and initial medical exams. yam. PAGE STA-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- STAFFING REQUIREMENTS AND PROGRAM OPTIONS ----------------------------------------- Number of Parents Interviewed: 8 Number of Staff Interviewed: 10 Component Reviewers: Mitchell Kuljis STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS: Delegate agency is in compliance with most of the staffing and options requirements. Pre- and in-service training. STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS: Develop a plan and systems for recruiting, training, and utilizing volunteers. Item 205 The grantee has developed and implemented a system to actively recruit, train, and utilize volunteers in the program to the fullest extent possible. [1306. 22 (a) ] REASON FOR NON-COMPLIANCE There are no plans or systems available for the recruitment, training or the utilization of volunteers. Item 206 Special efforts are made to have volunteer participation, especially parents, in the classroom and during group socialization activities. [1306. 22 (b) ] [1306.20 (b) (d) ] REASON FOR NON-COMPLIANCE There were insufficient or no volunteers and/or parents in the classrooms. 1 PAGE ACC- GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 " UNITED COUNCIL OF SPANISH SPEAKING ORGA -------------------------------------------------------------------------------- ACCOUNTING Number of Parents Interviewed: 0 Number of Staff Interviewed: 3 Component Reviewers: Cameron Snyder Item 217 Grantee has written accounting procedures. REASON FOR NON-COMPLIANCE The delegate does not have a complete accounting procedures manual. Item 218 There is a financial management system that ensures budget management, maintains control over current operations, and provides timely, accurate, current, and complete disclosure of financial matters. REASON FOR NON-COMPLIANCE Accounting records are not consistently supported by source documentation and source documentation is not consistent with delegate's own stated policies. Demand claims are unreconcilable to financial statements. Transactions are not posted in a timely manner. Non-Federal share is not posted on a regular basis. Books have not been closed for the last fiscal year causing software generated reports to be out of balance and of Eques ' nable value. Item 219 Written procedures are in place to determine the allowability, allocability and reasonableness of costs. REASON FOR NON-COMPLIANCE There are no written procedures in place to determine the allowability, al )ca * lity and reasonableness of costs. tem Financial data and records were used in preparing the SF-269s for the budget period. REASON FOR NON-COMPLIANCE Financial statements should tie directly and easily to demand claims submitted to the grantee. They currently do not. Hr. PAGE ACC-: GRANTEE: A9CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEG 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA -- ----- -------------------------------------------------------------------- Item 226 Previous audit deficiencies have been addressed and corrective actions have been implemented. REASON FOR NON-COMPLIANCE The 1994 audit had no findings and cleared prior year findings. However, 1993 findings appear to still be in evidence which would indicate a backslide to past irregularities or deficiencies. Item 247 Budgeted food costs (USDA and non-USDA) compared reasonably with the actual food costs recorded in the grantee financial accounting records. REASON FOR NON-COMPLIANCE Accounting reports are not set-up to identify CCFP expenditures as budgeted. CCFP advance is not reconciled to its deferred income liability account. ITEM 248 USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program participation. GENERAL COMMENTS This requirement was not verified because documentation is maintained at a separate location. Item 252 Grantee has established a written policy and specific procurement procedures which, at a minimum, provide: REASON FOR NON-COMPLIANCE Transactions did not contain evidence required to substantiate procedural adherence to stated policies. Documented policies are incomplete but under development. Paid invoices did not identify who received the merchandise. Some merchandise was paid for prior to receipt. There were no purchase orders or receiving reports on several transactions. The bids for the purchase of a vehicle could not be located. PAGE ACC- GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA ------------------------------------------------------------------------------- Item 255. All grantee procurement transactions, whether negotiated or advertised, and regardless of dollar value, must be conducted in a manner providing -maximum open and free competition. REASON FOR NON-COMPLIANCE There is no written evidence supporting this requirement. Item 256 Grantees' property management standards for nonexpendable personal property shall include the following procedural requirements: REASON FOR NON-COMPLIANCE There is no property management system in evidence nor is there evidence of inventory practices. ATTACHMENT E SUMMARY OF GRANTEE SUPPORT AND TECHNICAL ASSISTANCE FOR ASSURING COMPLIANCE DATE ACTION TAKEN January,23- Regional Review takes place. All delegate agents present 27, 1995 at exit conference where findings and recommendations were discussed. Each Delegate Agent given copy of recording of the exit conference and notes. February 1 , Meeting with all Delegate Agencies and Grantee Operated 1995 program. Detailed notes of Regional Review exit conference handed out to all DA's noting findings and recommendations. Began process of developing written procedures and improving communication with DA's. D A's informed to begin resolving findings immediately. February 16, Meeting with Delegate Agencies to discuss individual 1995 out of compliance issues. BI-weekly meetings set up then to work and resolve outstanding issues. February Intensive, on-site training and technical assistance through delivered to all Delegate Agencies and Grantee Operated April, 1995 Program. Consultant hired by County to deliver training workshop on appropriate referrals. Bi-Weekly meetings scheduled with and agreed to by DA Directors and GOP Staff to discuss compliance issues and grant application package. March 1995 BI-weekly meetings held with all Delegate Agencies and through Grantee Operated Program to work and resolve issues. August,1995 March, 1995 Audio tape of ACF exit conference given to each Delegate agency and Grantee Operated Program. April, 1995 CSD hired Ms. Susan Hanson, CPA, to provide technical �. assistance to Delegate Agencies. May 4, 1995 CSD issues first quarter fiscal monitoring report for UCSSO. Technical assistance provided at monitoring .visit. -1- May 17, 1995 Regional Review letter arrives. Distributed to all Delegate Agencies and Grantee Operated Program. June 2, 1995 All day training with all Delegate Agents and Grantee Operated Program. Training and technical assistance provided to discuss the development of quality improvement plan for ACF deadline of August 15, 1995. All Delegate Agents offered one on one training and technical assistance with Acting Head Start Program Manager to provide additional assistance. UCSSO was only DA not to go through one on one program with Acting Program Manager. UCSSO left early. June 8, 1995 CSD letter to UCSSO making second request for documents originally requested from agency on May 4, 1995. June 8, 1995 CSD letter to UCSSO requesting meeting with UCSSO Board of Directors to discuss Head Start issues and problems. June 16, 1995 Ms. Susan Hanson, CPA, prepared to provide techniocal assistance to UCSSO. June 22, 1995 CSD letter to UCSSO Board of Directors requesting meeting with UCSSO Board on Head Start issues. June 23, 1995 Susan Hanson, CPA meets with UCSSO staff to discuss through unable to provide technical assistance to UCSSO staff June 28, 1995 on 1994 accounting issues until agency could focus their full attention on this project, despite UCSSO management assurances that this project had the highest priority. June 28, 1995 Ms. Hanson sends letter to CSD, requesting assistance from CSD to assist in resolving problem with UCSSO. June 28, 1995 CSD sends Ms. Hanson letter to CAO requesting assistance. -2- June 29, 1995 CAO sends letter to UCSSO Board of Directors regarding Ms Hanson issue, requests full cooperation. June 30, 1995 CSD meeting with Ms. Meyerkorth, UCSSO Board Chair, and UCSSO's CPA to discuss scheduling problems with Ms. Hanson and Head Start accounting problems. Training and technical assistance provided to both UCSSO Board Chair and CPA. As of 6/30/95, UCSSO was still not ready for Ms. Hanson to work on UCSSO's 1994 accounting issues which should have been resolved by 2/95. July 11, 1995 CSD issues Second Quarter monitoring visit findings for UCSSO. Technical assistance provided and offered during monitoring visit. July 11 , 1995 CSD meets with UCSSO at Chapman College to discuss with board in detail problems with UCSSO's Head Start program. Training and technical assistance offered to UCSSO again by CSD staff on resolving ACF's 42 compliance issues due August 15, 1995. Offer was declined by UCSSO staff as not needed. July 12, 1995 CSD letter sent to UCSSO offering technical assistance from CSD staff on development of UCSSO cost allocation plan. July 14, 1995 CSD staff visit UCSSO offices in Martinez and Brentwood to assist in space allocation development. July 17, 1995 All Delegate Agencies and GOP submitted a trial plan for quality improvement and compliance. Plans were reviewed and critiqued. Technical assistance offered and provided on an item by item basis. August 1 , 1995 CAO letter to UCSSO confirming meeting with UCSSO at CAO to discuss Head Start issues. August 1 , 1995 CSD letter to UCSSO confirming second staff visit regarding second visit for space allocation plan. Technical assistance provided. -3- August 3-14, One-on-one specialized technical assistance again offered 1995 to all Delegate Agencies and Grantee Operated Program on development of Quality Improvement Plan and Compliance Plan. August 7, 1995 Meeting at CAD's Office with UCSSO and UCSSO's CPA. Contract issues discussed. Technical assistance given on Head Start, accounting and procurement. August 8, 1995 CSD letter sent to Mr. George Carathimas, CPA, providing technical assistance. A total of three T & TA discussion on Head Start accounting and procurement procedures were also held over the telephone. August 14, CSD letter to UCSSO outlining recommended changes 1995 to 7/31/95 Implementation of 1-30/70.2 Plan. August 15, UCSSO Compliance Plan and Quality Improvement Plan 1995 reviewed by CSD staff early a.m.. UCSSO advised that plans could not be accepted as submitted. UCSSO advised of specific changes to be made, technical assistance as to why, and told to resubmit by end of day. August 15, UCSSO resubmits Compliance Plan and Quality 1995 Improvement Plan. CSD requested changes not made. August 16, UCSSO Head Start Director advised by CSD staff 1995 regarding outstanding non-compliance issues concerning plan, provided one on one technical assistance regarding specific non compliance issue. August 17, Specific technical assistance provided to UCSSO Director 1995 regarding outstanding non-compliance issues in their Quality Improvement Plan and Compliance Plan. CSD sends letter to UCSSO Chair of the Board of Directors Nm.. regarding outstanding non-compliance issues in UCSSO's Compliance Plan and Quality Improvement Plan. August 30, 1995 Meeting with CAO, CSD and UCSSO Board of Directors and staff regarding out-of-compliance issues. Outstanding -4- issues discussed. Technical assistance offered and provided. Another due date of 9/6/95 for re-submittal of Compliance Plan and Quality Improvement Plan given to UCSSO. -5- ATTACHMENT F 03-17-1995 02:49PM CONTRA COSTA HEAD START 1 510 646 5551 P.01 Community Services Dep: hent Child Devemp-nent 374- 1 Contra c0mmunfty1 M-J544 r� Adminiat►ation � }Gt Food Service 374-4994 • 2425 Blsso lane.Suite 120 to Head Suri 648- boo Concord Uifomia 94520=4830 County s^d EAC 646- 756 (510)646-5544 �l Human Services A&Asor commission sae- I Fac(510)646-5551 Joan V.sp**s, August 17; 1995 ; Maria Fort,Senior Specialist ACF,Head Start 50 United Nations Plaza San Francisco,California Subject: Certification of Compliance of Federal Review Dear Maria: i The purpose of this letter is to certify that the Contra Costa County Head Start Program t which includes the Grantee Operated Programs and First Baptist Head Start are in I compliance with the issues identified in the Head Start Monitoring Tracking System Reportingfor Fiscal Year 1995. I As we had discussed with you,the classroom nazi-compliance issues identified in the i Review can not be certified in compliance until the classrooms are in operation. Therefom we will resubmit a letter certifying compliance of these issues no later than October 2, 1995. The Grantee is also notifying you that we are unable to certify that United Council of I Spanish Speaking Organizations and Bayo Vista Ch►1d and Family Cerner,Inc.are in compliance. These agencies have not submitted compliance plans,that places them in � compliance,in accordance with the time frame set out in your letter of May 17, 1995. This Grantee is prepared to take immediate action to notify these agencies that they are at I risk based on their failure to comply with Federal Rules and Regulations. We are at this time requesting technical assistance from Development Associates and RAP wbae appropriate to assist in providing problem solving to Bayo Vista and UCSSO. This I assistance will further strengthen the Grantee's position in delegate agency contract compliance performance. Please call me at(510)313-7350 if you have any questions or concerns. Sincerely, PoanV. Spark$ cc: Phil Batchelor,County Administrator Daneen Cali,HS Acting Program Manager Head Start Policy Council ♦lC..�.:-.-� w-.i:...- • C.-...tet!\�.�....w..r.:i..Cw...trn.�r TOTAL P.01 A 1 1 &e� WV4 'i/:�- 7/ ATTACHMENT G e + i.11i�(i1A t, 'NITl RCEfVED It � r `•.,�„ AUO 881995 OFFICE OF ` COUNTY ADMINISTRATOR Administration for DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families Refer to: Head Start [09CH03751 Region IX 50 United Nations Plaza AUG 2 4 1995 San Francisco, CA 94102 Joan Sparks, Executive Director Contra Costa Community Services 1220 Morello Avenue, Suite 101 Martinez, California 94553 Dear Ms. Sparks: This letter acknowledges receipt of your letter of August 17, 1995, which certifies compliance for the grantee and for the First Baptist Head Start delegate agency. This certification refers to those items found out of compliance at the recent on-site program review that were not part of the specified program.deficiencies. However, you were not able to certify compliance for the United Council of Spanish Speaking Organizations and for the Bayo Vista Child and Family Center, Inc. delegate agencies. Therefore, to the extent'that parts of your entire Head Start program are out of compliance, your whole program is out of compliance, thus your certification is hereby resected. Contra Costa County, the grantee, in accepting the Head Start grant, agreed to conduct a Head Start program that is in compliance with Head Start Performance Standards, and with applicable Federal.rules and regulations. Where parts of program operation are contractually delegated to other organizations in specific geographic areas, it is incumbent on the grantee to ensure that A1_l the delegate agencies also comply with all the Federal requirements. In the case of Contra Costa County, one of the identified deficiencies is the grantee's inadequate oversight of its delegate agencies. In fact, this was also cited as a non-compliance in the 1991 on-site program review. Thus, the grantee has a history of this area being deficient, and as demonstrated by the "certification" letter, to date there is no evidence that it is able to correct this deficiency. L Joan Sparks - page 2 By Septe►nber 15, 1995, please submit documentation that all parts of the Contra Costa County Head Start program are in fact in compliance with those on-site review non-compliance items that were not part of the deficiency designation; or, if this is not possible, please indicate the actions you are taking to remedy the situation without further delay. This is also to remind you that appropriate .documentation must be available to support compliance.- We ompliance.-We again reiterate our offer of technical assistance, and our availability to assist you in your efforts to bring your Head Start program into full compliance, so the Head Start-eligible children and families in the County receive the quality services prescribed by Federal legislation and do not face interruption of.service. If you have any question, please contact your assigned Program Specialist, Maria Fort, at 415/556-7408. Sincerely, ohn Kersey,.Acting anager Head Start and You ranch cc: Chairman, Board of Supervisors Head Start Director Head Start PC Chair County Administrator 9r. 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HEAD START PROGRAM PLANNING PROCEDURES The purpose of the Head Start Planning Procedures is to establish a complete and comprehensive process that staff can follow in preparing and applying for the Head Start Federal Grant. The Program Manager of the Head Start Program and with assistance from appropriate staff,is responsible for submitting grant applications to Grantee. Procedures: • Grant Applications must include all required information. • Grant Applications must specifically include a completed budget Requirement section and a completed Program Narrative Requirements section and all required documents in accordance with Funding Guidance procedures. • The Delegate Agency Board and the Head Start Policy Committee must approve the Grant Application before it is submitted to Grantee. The Program Manager of the Head Start Program is responsible for submitting with the Grant Application, Budget Requirements. The performance objective with applications for Federal Assistance from HDS programs, the Program Manager or Director of Head Start submits detailed budgets with specific justifications and other required information. Procedures: • The Program Manager or Director of Head Start is responsible for submitting budget Requirements to Grantee annually. Budget Requirements include four sections: 1. General 2. Food and Nutrition 3. Non-Federal Match 4. Administrative Costs 1. General Budget Requirements detail should be sufficient for a reviewer to make judgments as to the reasonableness of proposed costs. Federal costs should be itemized by the specified cost categories, program accounts should be specified separately, and a detailed budget breakdown must be included to support individual categories of general budget requirements. 2. Food and Nutrition Budget Requirements must be in accordance with Program Instruction ACYF-PI-8 2- 2, "Budgeting Food and Nutrition Costs," January 1, 1982 and with USDA Child Care Food Program guidelines. 3. Non-Federal Match (Resources) must indicate the amount of non-federal cash and/or in-kind contributions to match the grant(20% of total program costs). A supplemental breakdown of non-federal resources must be attached to the budget detail/justification(General Budget Requirements). 4. Administrative Costs are limited to 12% of total costs (federal and non-federal) excluding training and technical assistance funds. Computation of Administrative Costs must be submitted with the gran._ application and the certification form. The Program Manager or Director of Head Start is responsible for submitting with the Grant Application, Program Narrative Requirements. The performance objective is a Program Narrative or action plan that must be submitted with each Grant Application in accordance with"General Instructions Part IV,"ACYF 1/84. 1 Procedure• • The program manager of Head Start is responsible for preparing and submitting a Program Narrative to Grantee annually. Program Narratives include five sections: 1. Area Description and Survey (Community Needs Assessment) 2. Program Goals and Objectives Plan 3. Component Plans 4. Handicapped Services 5. Training and Technical Assistance. 1. A complete and comprehensive Community Needs Assessment is required prior to the beginning of each three-year funding cycle,meaning that the Community Needs Assessment is submitted in the third year of the three-year funding cycle. It is due 100 days prior to the beginning of year one, and updates or modification of the Community Needs Assessment are required with the applications for program years two and three. As part of the comprehensive Community Needs Assessment in the program year one application, the Grantee submits the following information for itself and each Delegate Agency. a. Description of the process used to conduct the Community Needs Assessment, including a description of the involvement of parents,staff, and Board of Directors. b. Demographic make-up of the service area including the number of Head Start eligible children and families, their geographic location,and their racial and ethnic composition. C. Number of Head Start eligible handicapped children including types of handicaps and relevant services and resources provided by community agencies. d. Physical, economic, and social needs of Head Start eligible children and families. e. Other child development programs that are serving Head Start eligible children, including publicly funded federal, state and local preschool programs and the number of Head Start eligible children served by each. f. Resources in the community that could be used to enhance the operation of the Head Start Program and assist in meeting the agency's program goals and objectives. g. Maps showing the service areas, recruitment areas, location of Grantee and Delegate Agency offices and centers including home based, and location of other child care facilities in the area that serve Head Start eligible children. h. List of prioritized issues that will be addressed by the Head Start Program based on Community Needs Assessment. I. Identification of data sources used for statistical information. 2. Three-year Program Goals and one-year Objectives must be included in the Program Narrative section of'' grant applications. They refer to Grantee, Delegate Agency, and Grantee Operated Program broad-range goals and address community needs, issues and problems as identified in the Community Needs Assessment. Three year Program Goals must be detailed at the beginning of the three year funding cycle. Goal 2 statements must indicate the change proposed by the end of the three years for the priority problems selected by the program. Objectives must be result oriented, quantifiable, and indicative of proposed accomplishments toward each goal. For each objective,a detailed description of the activities and tasks to be implemented must be provided by the Grantee,Delegate Agency, and Grantee Operated Program. A written planning process must be submitted describing the persons and groups involved as well as the steps followed in developing the Program Goals and Objectives. 3. Component Plans are submitted in the Program Narrative section of applications for grants. The Grantee,Delegate Agencies,and Grantee Operated Program develop written plans for implementing Head Start Performance Standards. The Grantee must identify how the program meets or exceeds the Performance Standards. Component Plans are based on the program's self-assessment, community needs, results from program and Regional Office monitoring,and program aspirations. The Grantee submits written Component Plans in the first year application of a three year funding cycle. Only updates and changes to the original plans are needed in the subsequent two years. The Grantee submits the following Component Plan information in the Program Narrative for each component: a. A description of the process used to develop or revise the Component Plans as well as the persons and groups involved. b. The results of program self assessment,compliance with Performance Standards, identification of non-compliance,etc. C. Written plans for each component, appropriate to the funding year. 4. The Grantee, Delegate Agencies, and the Grantee Operated Program must describe plans for providing services to handicapped children based o the need for such services as described in the Community Needs Assessment. These funds (PA 26) are utilized only for the provision of special services too handicapped children required by the Handicap Services Plan or Individual Education Plan. Allowable activities for usage of PA 26 funds include core capability, evaluation of children, transportation, special equipment and materials, modification of physical facilities, training and technical assistance, and maximum use of other resources. 3. The Grantee/Delegate Agencies may use Training and Technical Assistance funds only for services that are of direct benefit to staff, parents, and volunteers in the improvement and maintenance of the program and its management. The Training and Technical Assistance Program Narrative section in grant applications must include: a. A description of the process used to determine training and technical assistance. b. A description of the overall Training and Technical Assistance needs for staff and parent policy groups. 3 C. Of those needs, a description of which needs will be addressed with Head Start funds as reflected in the budget and which, if any, will be met with other sources. d. A description of a plan for meeting the need for trained classroom and home based staff. The Program Manager of Head Start is responsible for requesting with the Grant Application, Qualfty Improvement Supplemental Funds. whenever they are available. • Head Start programs are allotted quality improvement funds equal to the percentage of the Head Start children enrolled in the program as compared to all other programs in the state. Procedure: 1. Contra Costa County Head Start allocates funds based on the percentage of Head Start children enrolled in each Delegate Agency as compared to the overall program. 2. Grantee allocation is divided into three categories: 1. Salary and Fringe Benefit Increases 2. Other Quality Improvements 3. Family Literacy efforts 3. Quality Improvement grant funds applications are completed in compliance with National Program Instructions for the current Fiscal Year. 4. The Grantee Quality Improvement funding request includes a summary of the following categories indicating how the funds will be used and a narrative explaining why funds are being requested in this manner. a. Salary increases to current staff b. Fringe benefit increases to current staff C. Transportation d. Hiring new staff, increasing hours of current staff, hiring consultants e. Insurance costs f. Facility renovation g. Equipment purchases h. Training and technical assistance intended to improve the qualifications of current staff I. Staff training,child counseling, and other services to address the special problems of children participatin&_ in Head Start j. Family literacy The Program Manager of Head Start is responsible for requesting with the Grant Application, Supplemental Funds for Expansion, whenever they are available. 4 • Head Start programs may apply for federal assistance for expanding the current program based on the Community Needs Assessment. Procedure: 1. Region IX negotiates requests for expansion on a case by case basis by taking into account the justifications provided in each grant application for expansion. 2. The Grantee Expansion grant application must include the amount it intends to budget for service level maintenance and the amount and number of slots it plans to expand. 3. The Grantee office offers Delegate Agencies and the Grantee Operated Program an opportunity to negotiate for funds to maintain quality in their programs before determining what funds will be available for expansion. 4. The Grantee Operated Program and Delegate Agencies with high levels of services that are not expanding are offered an opportunity to justify amounts for maintenance of the prior year's level of service. No other expansion amounts are then made available to such agencies. 5. Quarterly Program Progress Reports are required from the Grantee after receiving expansion funds. 6. All applications submitted must include evidence of Policy Council and/or Policy Committee approval. The Program Manager of Head Start is responsible for requesting with the Grant Application, Supplemental Funds for One Time Program Improvement. whenever they are available. • Head Start Programs may apply for federal assistance for one time program improvement funds. Procedures: 1. One time program improvement grant application requirements may vary from year to year. 2. Submissions required for program improvement grant applications include: a. A narrative description of the problems for which funding is requested and the impact on the agency's program that will result from correcting the problem b. Projected dates by which each planned change will occur C. A detailed budget which reflects the costs of all items and activities proposed to be purchased 3. The Grantee assists Delegate Agencies and the Grantee Operated Program in submitting applications which conform to the requirements of grant applications 4. All applications submitted must include evidence of Policy Council and/or Policy Committee�� approval The Program Manager of Head Start is responsible for following the established process to approve the Grant Application through the Policy Committee and Delegate Agency Board before they are submitted to Grantee. 5 Procedure: 1. Grant applications cannot be submitted from the Head Start Program Manager to Grantee without the review, approval, and the designated authorized signatures of the Local Policy Committee, the Delegate Agency Board and Executive President 2. Completed grant applications that are submitted on time will be reviewed for approval by the Policy Committee and Delegate Agency Board in accordance with the process for development of the overall grant application. Delegate Agencies that fail to submit their material on time run the risk of their material not being included in the grant application. 6 G Z 4 —� O O O O0 Z O O iZ- A 03 Z 2 � O N CP -a Ul Ns 0 G c� Z G� UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM MONITORING PROCEDURES The purpose of regular monitoring of the Head Start Program components is to identify how the operations are proceeding in the following areas: • Objective achievements per component • Budget management • Performance Standard compliance • Classrooms are well supplied, adequately staffed and organized • Enrollment slots are filled • Parent Involvement is functioning • Staff are performing assignments • Support services are provided as required or necessary The monitoring process for UCSSO Head Start Program will incorporate all of these five steps: 1. Each component coordinator will identify critical points or key areas to be monitored using program objectives, component plans, budgets and the OSPRI. 2... Methods of monitoring include the following: -On site observations -Review of records or documents -Staff and/or parent interviews -Use of monitoring guide and/or OSPRI -Completion of monitoring report 3. Each component coordinator will be responsible for their monitoring reports which will be due into the Head Start Program Manager's office within two (2) working days of the monitoring. In the event that special challenges have been identified in a component area, a monitoring team may be developed by the Head Start Program Manager to assist the HS Monitoring procedures revised 9506 page 1 component coordinator with a plan of action for correction. Regular monitoring by component coordinators will take place at least monthly or more as indicated per need. During the OSPRI annual review, review teams will be utilized to provide monitoring to each component area. Parents will be integrated into each review team for annual reviews. 4. Monitoring findings will be documented on the component monitoring report form. Completed information, signatures and copy distribution of the component monitoring report form are the responsibility of each component coordinator. A copy of each report will be maintained in the Head Start Program Manager's office. Component coordinators and staff to whom the report is directed will also maintain copies at their worksite. Monitoring findings will be shared during staff meetings and at Local Policy' Committee meetings as indicated by the Head Start Program Manager. 5. Corrective actions for needed improvements within a component will utilize a three part process. a. An improvement plan will be developed by the component coordinator, involved staff, the Head Start Program Manager and/or the monitoring team developed for the purpose of developing a plan of action. b. The improvement plan will indicate needed training and technical assistance and the provider(s) of such. A time frame for completion will be set. Each staff person involved will receive a copy of the improvement plan. C. After the improvement plan has been implemented, close monitoring will be executed to ensure improvements are well established. Local Policy Committee approval date: July 18, 1995 HS Monitoring procedures revised 9506 ` page 2 � G 2 Z Z =� G � � O � O -n oz n u Y) Z O un N `1�--� -a Z Z C7 �' 7� Z O Z UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS Annual Self Certification Form To: UCSSO Executive President From: Head Start Director This i to certify that the OSPRI Annual Self Assessment for Fiscal Year _ y f has been completed. The original is stored and secured in the office of the Head Start Director. Si nature ��ite Z d v� UO Z J rn Z0 00 ON � t0 O co Lam"' L 0 ZZ L) Z 0Owo us 0 0 L 000 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 EMPLOYEE DECLARATION FORM POLICY 801 Prior to selection and hire each prospective Head Start employee will complete a Head Start Program Declaration Form in accordance to Federal Head Start Regulations Part 1301 (31) (c). Candidates/employees will disclose; all pending and prior criminal arrests and charged related to child sexual abuse and all dispositions; convictions related to other forms of child abuse and or neglect;and all convictions of violent felonies. This declaration may exclude: traffic fines; any offence other than child abuse, related to child and/or sexual abuse or violent felonies committed before the prospective employees eighteenth birthday which was finally adjudicated in a juvenile court or under youth offender law; any conviction which has been expunged under federal or state law; and any convictions set aside under the Federal Youth Corrections Act or similar state authority. This statement will remain on file in employee records. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM DECLARATION FORM Federal Head Start regulations Part 1301.31 c require that all prospective employees must fill out and sign a declaration form which lists: (1) All pending and prior criminal arrests and charges related to child sexual abuse and their dispositions; (2) Convictions related to other forms of child abuse and/or neglect; and (3) All convictions of violent felonies. This declaration may exclude: ( 1 ) Traffic fines of $50.00 or less; (2) Any offense, other than any offense related to child abuse and/or child sexual abuse or violent felonies, committed before the prospective employee's 18th birthday, which was finally adjudicated in a juvenile court or under a youth offender law; (3) Any conviction the record of which has been expunged under Federal or State law; and (4) Any conviction set aside under the Federal Youth Corrections Act or similar State authority. I, _______________________________, declare that I have ------ have not ------ (name of applicant) been arrested for and/or charged with child sexual abuse, convicted of any crime related to child abuse and/or neglect, or convicted of any violent felony. If yes, please list all such arrests and convictions explain and include disposition of case----- ------------------------------------------------------------------ ------------------------------------------------------------------ ------------------------------------------------------------------ ------------------------------------------------------------------ ------------------------------------------------------------------ —__ _—_---------------------------------(use back if more space needed). I declare under penalty of perjury that the answers given herein are true and correct. I authorize investigation of all statements contained in this declaration as may be necessary in arriving at an employment decision. In the event of employment, I understand that false or misleading information given in this declaration are basis for dismissal. ---------------------------------------- Signature of Applicant Date f-declaration 9507 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 SELECTION OF HEAD START STAFF POLICY 802 Policies governing the recruitment and selection of Head Start employees shall be modified.as required by contract or federal rules and guidelines for the purpose of recruitment and selection of Head Start employees. The Executive President shall have the hiring and the termination authority of any and all Head Start personnel. The Head Start Local Policy Committee (LPC) must approve or disapprove the hiring and firing of Head start employees. The Executive President will be notified by the program manager using the LPC Hiring/Termination Approval Form verifying the action that was taken by the LPC. Appointment of temporary or provisional employees or other employees with limited service assignments with the Head Start Program, when the intended length of service exceeds thirty (30) days, must be ratified by the LPC. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM LOCAL POLICY COMMITTEE HIRING/TERMINATION APPROVAL FORM The Head Start .Policy Manual 70.2, The Parents, (also known as the 1-30) states that the Local Parent Committee (LPC) must approve/disapprove all hirings/terminations of Head Start personnel. The purpose of this form to record and certify hiring/termination approval for Head Start staff. Name ------------------------------------ -------------- Position --------------------------------------------------- Date of LPC Approval _________________________________________ I certify that the above information is true and correct. LPC Chair or designee ---------- ___________ Date of Hire/Termination 1 certify that the above information is true and correct. Head Start Director or designee ______________________�________ f-LPC hiring/termination approval revised 9507 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 EMPLOYMENT CLEARANCES POLICY 803 Health Clearance Prior to employment, prospective employees must submit certification that within the past sixty (60) days they have been examined by a qualified physician and been found free of communicable diseases, including tuberculosis. UCSSO will supply the prospective employee with an appropriate examination form which the physician performing the examination must complete and sign before it is returned to the UCSSO. The expense of the examination shall be paid by the candidate for employment. Criminal Record Check In order to protect the health and safety of children, as a condition of employment or presence in any UCSSO facility, prospective employees, substitutes and volunteer workers will be fingerprinted and requested to sign a declaration, under penalty of perjury, regarding any prior criminal conviction. Continued employment and/or presence in UCSSO facilities shall be subject to California Health and Safety Code Section 1596.871. The expense of the fingerprints shall be paid by the candidate for employment. Copies of all fingerprints will be sent to the State Department of Justice and the Department of Social Services. Employment Eligibility UCSSO is subject and will maintaln compliance with the Immigration reform and Control Act of 1986. All employees, including substitutes, hired on or after November 6, 1986, must produce sufficient documentation required by the Act to verify the right to work in the United States. A photo copy of the documentation will be attached to Immigration and Naturalization Form I-9 and placed in a separate file in the Administration Office. Refusal or failure to comply with the above requirements will result in disqualification. Receipt of adverse information will also result in the candidates disqualification. nm: 1 UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 POLITICAL ACTIVITY POLICY 804 In accordance with Section 656. [42 U.S.C. 9850] All activities assisted under UCSSO Head Start Program shall not be carried out in a manner involving the use of program funds, the provision of services, or the employment or assignment of personnel in a manner supporting or resulting in the identification of such programs with (1) any partisan or nonpartisan political activity or any other political activity associated with a candidate, or contending faction or group, in an election for public or party office; (2)any activity to provide voters or prospective voters with transportation to the polls or similar assistance in connection with any such election; or (3) any voter registration activity. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES- 800 CONFLICT OF INTEREST POLICY 805 The UCSSO buys many goods and services from others. It is our policy to award business solely on the basis of merit,without favoritism,and whenever feasible on a competitive basis. Personnel involved in making a purchase decision or recommendation should have no relationship or engage in any activity that might impair their ability to render an impartial decision. Individuals with purchase authority should have no personal financial interest in the potential vendor or contractor that would affect purchase decisions made on behalf others corporation. Additionally, the acceptance of gifts, benefits or unusual hospitality from a potential vendor or contractor might tend to influence an individual responsible for making the decision, and therefore, is strictly prohibited. If any possible conflict of interest situation arises, the individual concerned must disclose the facts to the Executive President or Program manager. It is also your duty as an employee to report to the Executive President or Program Manager any known conflicts of interest within the organization. Written notice will be given to the individual concerned stating that a possible conflict of interest might exist, and that appropriate action will be taken to eliminate that conflict of interest. As an employee of the UCSSO, you have a primary responsibility to the organization and are expected to avoid any activity that may interfere, or have the appearance of interfering, with the performance of this responsibility. Similarly, you may not use nor disclose confidential or proprietary information in any outside activity. A conflict of interest exist if certain of your outside business or other interest may adversely affect your motivation or performance. How can you tell if you have a conflict of interest? The test criteria include not only whether you actually are improperly influenced but also whether the situation lends itself to improperly influencing you. Even if you are the most conscientious person, a conflicting interest may unconsciously influence, and the mere existence of that interest may cause the propriety of your acts to be questioned. Except as provided, UCSSO or any of its employees shall not obligate or expend any project funds for a purchase or rental of goods, space or services if any of the following persons has a substantial interest in the purchase or rental: (a)Member of Board or any appointed committees(b) An Executive Officer of UCSSO (c)Any other employee of UCSSO whose responsibilities include procurement of goods,space or services (d) Any one who is a member of the immediate family of a Board member or employee. The term "substantial interests" referred to the above paragraph includes the following: (a) Any H� direct or indirect interest (b) Any the following interests in the business which is supplying the good, space or services: ownership; partnership interest or other beneficial interest of 5% or more of the stock; employment as an executive officer; membership on.the Board of Directors or other governing board. All kinds of goods and services relating to UCSSO programs are effected by the limitations set forth herein. Both personal,and institutional services are covered. This includes banking, finance, management and consultant services as well as other skilled and unskilled labor. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 EVALUATION AND PROMOTION POLICY 806 Evaluation Annual Evaluations are mandated for all employees. The UCSSO recognizes its success is directly related to the contributions of its employees. In order to recognize the performance contributions of all employees, on an annual basis, employees will have their work performance evaluated by their supervisor and manager. By referring to the job description, managers or supervisors will evaluate each employee's knowledge, skills and general ability to perform the responsibilities of the job. Employees must have a current evaluation on file in order to receive any salary increase. See Appendix E-IV for a sample of a Performance Evaluation. The evaluations must be honest, accurate and candid about both the strengths and weaknesses of the employee. Evaluations must be reviewed by a superior before finalized. Any evaluation must be disclosed and discussed with the employee who is being evaluated. The overall evaluation will include specific performance results in the following areas: O ability to perform the responsibilities as outlined in the job description; U professional skills and knowledge; O interpersonal skills; O attendance; O contributions to the organization. Employees can provide comments to the performance evaluation. Such comments can be in writing and will be attached to the performance evaluation. In situations where employees are not meeting the performance or skill requirements for a position, evaluations will be completed as soon as the deficiency is noted by management. Evaluations are confidential and may only be reviewed by the managers or supervisors of that employee, or a designated administrative staff person (i.e., Executive President, Deputy Director, etc.). Performance evaluations are generally retained in the employee's personnel file for at least a period of six (6) years. Promotions The semi-annual evaluation will provide: communication between supervisor and employee; amu•. employee performance/progress; identify training needs; compensation position classification review to qualify for promotions. The process: informal conference with the employee throughout the year; a completed semi-annual evaluation form; review and discussion of supervisor remarks/conclusions/advice. Factors for promotion: availability of appropriate positions; satisfactory job performance; skills and ability relevant to desired position; and other considerations such as seniority,etc. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 TRAVEL REIMBURSEMENT POLICY 807 Vehicle Expense Reimbursement: If employees must use their personal vehicles for business purposes traveling beyond a five mile radius of the work site location they report to, they can submit for reimbursement according to availability of funds, at a rate of$.25 per mile, and for parking and toll fees. For this type of reimbursement employees should submit an Employee Expense Report on a monthly basis to their manager for approval, and then it will be forwarded to the Administrative Office. All travel expenses must be approved by the Program Manager before incurrence of.expense. A Mileage Reimbursement Claim form shall be used to record mileage. The following is a list of information that will be needed for reimbursement: name; date of travel,location start and odometer reading, destination and odometer reading,total mileage. All mileage reimbursement claims will be submitted on the 1st working day of each month to the Administration Office. Individuals must show proof of insurance before travel requests are approved and reimbursed. Out of area travel All out of town travel will be approved in advance by the Executive President. Travel expenses must have been included in an approved Budget. Meeting and/or Travel Authorization forms must be completed and approved by Program Manager prior to incurrence of travel expenses. Following approved travel, a Travel reimbursement claim form must be submitted to the administrative office with all expense receipts attached except for meals on the first working day of each month. Reimbursement checks will be issued when all required documentation is submitted and approved. Travel and Expense Reimbursements: Employees who wish to attend job related training, workshops or conferences must request authorization from the Executive President in advance. It is critical for employees or agents to obtain receipts for all expenditures for which they will be reimbursed the receipts must be submitted along with the Employee Expense Report in order for the employee to be reimbursed. See Appendix IV-G for a copy of an Expense Report form). Every effort should be made to get the most economical air fare, and ground transportation. Meal cost allowance may not exceed$40.00 per day. Travel Advances If a travel advance is requested the Head Start Program Manager will prepare three copies of the documentation and vouchers required by the accounting department. An employee or agent may request a cash advance equivalent of the per day allowance for meals. UCSSO PERSONNEL POLICIES HEAD START POLICIES AND PROCEDURES - 800 CAREER DEVOLOPMENT AND TRAINING POLICY 808 The continual upgrading of employee skills and competency is seen as a joint effort of the UCSSO and the employee. To this end, in accordance with program guidelines, periodic training will be provided in all areas and required for all Head Start employees. This training , however, will not satisfy basic educational course requirements unless specifically arranged for this purpose and advertised as meeting this policy requirement. The basic educational course hiring requirement for all Head Start employees who work directly with children is a minimum of six (6) units from an accredited college or university in Early Childhood Education or a related field. These units must apply towards a California Regular Children's Center Permit. Also acceptable for beginning employees is any credential issued by the California Credentials Commission that meets program guidelines. In order to continue employment with the UCSSO Head Start Program, teachers who do not have full regular permit must successfully complete a minimum of three (3) units,in a subject or course area of Early Childhood Education or a related field from an accredited college or university,every two (2) years, measured by completed semesters available to the employee after the initial date of hire. This requirement shall remain in effect until the employee obtains credit for a total of twenty- four units. Such required continuing education shall be a part of the annual evaluation criteria. The cost of such education and the meeting of this requirement is the responsibility of the employee. Instructional aides or teachers assistants must possess a minimum of six (6) in Early Childhood Education from an accredited college or university in order to be eligible for employment. UCSSO encourages these employees to continue their education and become eligible for teaching positions by a change in classification, they must meet this requirement, and/or any permit renewal requirements. The Head Start director shall notify in writing the LPC and the Executive President of any employee who fails to meet this requirement, and recommend a change in classification. Such recommendations and action for this reason is not subject to appeal. Support staff, i.e. Secretarial , clerical, custodians, accounting, bookkeeping, etc. Will also be expected to obtain training in areas benefiting current job skills Efforts will be made by the UCSSO to provide training in accordance with funding guidelines and available funds. Participation in such activities will be part of the annual evaluation criteria. G t� t✓ V �j ���r � � r' � � j ` � •� N -�' �"� O � 2 s9 r n ct� � r /�'� �J V ' �' tI� e^V I (��� \) V PERSONNEL FILE CHECK LIST EMPLOYEE NAME SOCIAL SECURITY # HOME PHONE # EMERGENCY CONTACT EMERGENCY PHONE # PROGRAM POSITION STATUS Form Description Yes No Expiration File Entry Form Status Update Service Record W-4 1-9 Job Application Employee Terms/Emergency Information Personnel Policy Form Job Descripion Employee Evaluation Copy Of Car Insurance Drug Free Form Insurance Waiver Form/Health & Dental Employee Rights Copy of TB/PPD Test 2 years from date of exam Chest X-Rays or TB/PPD 4 years from date of exam Physical Medical Exam ' 2 years from date of exam Finger Prints ` Statement For Non Child Abuse Center Permit ' First Aid Card Education Transcripts ' Copy of Driver's License Copy Of Driving Record * Head Start Positions Transportation Positions ,�-''" G � 2 o �, Z �, � � r,� C� O � OZ � � � o �, �- m �'� v �, 0 � � -c� N . � � �O --� �, � -' -�„ W �' �, � 2' -a 2 � � � c� �° �� 2 '�`� 4 �' G Z � � 0 (1) --1 -4 : , 0 gim a ;K cn -n -n :-4.z cn :0 :9 -1 mzm M > c :0 > 0 z z 0 > z > 'n :> > m C: 'n :r- m r, > z 10 m > z �:z Fn --I �? 6 co 2 En m m m O < -4 m CD 0: io i i 3 f i j i2: :nm z l -n mm 0: : Cl) ;o> -D 0 Cl) > : 0:-1 W: ro 0 0. -0 m 0 0: 0 K) Cb C.) bD: :-4 V o V -4 V a, m > o o to c. NN o m 0 XiD L7 (D: V !C> c.: �4: OD :N o ch co O: :O 0 j o o N . (A 0 z o cD 0 A) m : N (a 4 :6 i : ! I m > E N:m co o m w m o I'D Q w -a) -4: c': t: f0 fJ, jOi 1 cl ml i -4 :-4io W o Z' �4 A O,1 : o -4 A, m K) (n o o:N o b. ro:0 -4 CJ co: :.e, w m 4:� " a -N ro 4 N: 2 c. :c. c o::N cD t O PIP, (D:6::cD cD -4 -4 �4 �4:(A o 44 -4 :cn c" a, :;D co o) a,:m:c. o N ca 4 o 91 IN p 4A Ni 8 is to co :'OI:2:u, cn w W c. c. :a m a. o cl.ol m:c.:: C, to ol: c" En (n ............ .............. ............. (n t cj) m c' sf E1 ii fig m m O: m 33 1"In ol :O p 1 : to c.: t0 A:i, b, ia �4 11 Q i OD N C. " -4 ti 2 4 G n � O O � O 03 p'o lam, ti Y 2 G� F !J CNFflo 3104 (5195) Page 2 INCOME,ELIGIBILITY GUIDELINES July 1, 1995 through June 30, 1996 This scale Is for determining the children's eligibility category for federal meal reimbursement It they are not recipients of Food Stamp,AFDC, or FDPIR benefits. Children from households with Incomes at or below the following levels shall be eligible. HOUSEHOLD SIZE GROSS INCOME WEEKLY MONTHLY ANNUALLY ti is $266 $11152 $13,820 2 357 1,547 18,556 3 448 1,941 23,292 4 539 2,336 28,028 5 631 2,731 32,764 6 722 3,125 37,500 7 813 3,520 42,236 8 . 904 3,915 46,972 FOR EACH ADDITIONAL FAMILY +$ 92 +$ 395 +$ 4,736 MEMBER ADD. . . •A household of one means a child who Is his or her sole support. Foster children are one-member households only if the welfare or the placement agency main- talna legal responsibility for the child. Household is synonymous with family and means a group of related or unrelated Individuals who are not residents of an institution or w. boarding house but who are living as one economic unit sharing housing and all significant income and expenses. THIS SCALE DOES NOT APPLY TO HOUSEHOLDS THAT RECEIVE FOOD STAMP OR FDPIR BENEFITS OR CHILDRLN WHO ARE RE=CIPIENTS OF AFDC. THOSE C14ILDREN ARE CATEGORICALLY ELIGIBLE FOR FREE MEALS BENEFITS. 09-05-95 09:49A.1-1 FROM 2 TncomC. CALI{"A DEPAR i uG►tr cr EDUCATION a 4LD CME FOOD r ROMAM cryo 3100A(5N5) AGENCY AND PUBLIC RELEASE COPY CHILD CARE CENTER INCOME ELIGIBILITY GUIDELINES July 1, 1995 through June 30, 1996 This scale Is for determining the children's eligibility for free or reduced price nienls if they are recipients of Food Stamp, Food Distribution Program on Indian Reservations (FDPIR) or Ald to Families with Dependent Children (AFDC) benefits. Children from households with Incomes at or below the following levels shall be eligible for Free or Reduced Price Meals. HOUSEHOLD GROSS INCOME SIZE Weekly Monthly Annually free reduced free reducedfree reduced 1. SO-187 188-266 SO-810 811-11152. $0-9,711 9,712-13,820 2 0-251 252-357 0-1,087 1,088-1,547 0-13,039 13,040-18,556 3 _ 0-315 316-448 0-1 364 1,365-1,941 0-16,367 16,368-23,292 4 0-379 . 380-539 0.1,642 1,643-2,336 0-19,695 19,696.28,028 5 0-443 444-631 0.1,919 1,920-2,731 0-23,023 23,024-32,764 6 • 0-507 508-722 0-2,196 2,197-3,125 0-26,351 26,352-37,500 7 0-571 572-813 0-2,474 2,475-3,520 0-29,679 29,680-42,236 8 0-635 636-904 0-2,751 2,752-3,915 0.33,007 33,00846,972 FOR EACH ADDITIONAL +$64 +$ 92 +$ 278 +$ 395 4•$ 3,32.6 4$ 4.736 FAMILY MEMBER ADD .. . 'A household of one means a child who is his or tier sole support. Foster children are one-member households only if the welfare or the placement agency maintains legal responsibility for the child. Household is synonymous with family and means a group of related or unrelated individuals who are not residents of an institution or boarding house but who are living as one economic unit sharing housing and all significant income and expenses. TRIS SCALE DOES NOT APPLY TO HOUSEHOLDS THAT RECEIVE FOOD STAMP OR FOPIR BENEFITS OR CHIC-01111N WHO ARE RECIPIENTS OF AFDC. THOSE CHILDREN ARE CATEGORICALLY ELIGIBLE FOR FREE MEAL BENEFITS. .1 J9-OJ �.1 Vr� �9,14g FL1.VlYt ? I1J AADEFARiMEP410( II0.AIlk II YOUTH AND FAMILY 511J-41 I E iVtAIK"I CHILD NUTRITION AND FOOD DISTRIBUTiON DIVISION MANAGEMENT BULLETIN No.: 95-203 FROM: CHILD CARE FOOD PROGRAM ISSUE DATE: JUNE 1985 TO: ALL CHILD CARE FOOD PROGRAM SPONSORS ATTENTION: SUBJECT: UNITED STATES DEPARTMENT OF AGRICULTURE OPERATIONAL DiRECTIVE REGARDING PROGRAM ELIGIBILITY GUIDELINES - 1995.1996 FISCAL-YEAR PUMSE This bulletin is to disseminate the 1995-96 household size and income guidelines, Center EIIglbRy Application (CEA), Provider Eligibility Application (PEA), and guidance materials from the United States Department of Adriculture. Child Care Food Prograrn (CCFP) sponsors are required to annually collect and maintain eligibility documentation and report eligibility information that is sufficient to establish the eligibility of all enrolled children classified as free or reduced price meal recipients. • Children frorn households who receive Food Stamp or Food Distribution Program on Indian Reservations (FOPIR) benefits or children who are recipients of Aid to Families with Dependent Children (AFDC) automatically qualify for free meal benefits when valid applications are submitted. • Sponsors are required to evaluate all eligibility applications in accordance with the 1995- 96 Income Eligibility Guidelines (CNFDD 3100A and 3100 B). The eligibility scale Is effective July 1, 1995. • In order for the application to be valid, sponsors are certifying and/or recertifying eligibility applicatlons. They must also total the household size and income, sign, and date the application in Part 5. • Sponsors should collect the raciallethnic data from parents or guardians (CNFDD 3201). If the parent or guardian declines to provide this information, it will have no effect on the child's application or participation in the CCFP. However, the sponsor should use visual identification to determine the racial/ethnic category of the enrollee. • We suggest tlint all eligibility appliclrations with zero income be followed up within three (3) months. (0Vf_R) 09-05-95 09:49A11-1 FR011 2 P14 0NS0R9jQF C f f4-1:EQS • Sponsors using the Fixed Clairrring Method must develop a roster of all enrolled childrel during the rlrr,nth of October or the first rnonth of operation in (ire fiscal year. This roster should include the month and year, the names of all children enrolled for care, their certified eligibility category (free, reduced price, or base), the total number of children in the free, redcrced price and base categories, and the total number of enrolled children. A new roster is necessary only for those subsequent months wfien new enrollmenUeligibility data is repor loci on the Claim for Reimbursement. (See claim instructions regarding when you MUST report new enrollmentleligibility data.) Eligibility information reported on the October 1995 Claim for Reimbursement must be based on CEAs certified in accordance with the attached 1995.96 income Ewligibility Girinolines (CNFDD 3100A). Sponsors using this clainri,ig rnelfiod niust implement annual collection and certification of the CEAs beginning July 1, 1995, and ending no later than October 31, 1995, Collection and certification of the CEAs between July Ind October is then consistent with the effective date of the eligibility scale. Sponsors Win collect CEAs at specified times of the year (such as January or March) do riot re-collect CEAs (between July and October); but, must collect CEAs each year during the agency's specified collection time (January or March). However, the agency must recertify all CEAs collected prior to July 1 in accordance with the attaches! 1995-96 Income Eligibility Guidelines (CNFDD 3100A) which is effective July 1, 199x. CEAs are valid for only 12 months. • Sponsors wmig the Actual Count Method roust establish a roster of all enrolled children each rnonth rmeels are reported on the Claire for Reimbursement. The roster should be revised and maintained on a monthly basis. It must include the month and year; the names of nll children enrolled for care during the month and their certified eligibility category (free, reduced price, or base); the total number of children in the free, reduced price and base categories; and, the total number of enrolled children. Eligibility information reported on the July 1995 Claim for Reimbursement (and subsequent months through June 1996) must be based on CEAs certified and/or recertified in accordance with Die attached 1995-96 Income E=ligibility Guidelines (CNFDD 3100A). Sponsors using this claiming method must implement annual collection and certification of CEAs. Certification of the CEAs in Juiy is then consistent with the effective date of the eligibility scale. CEAs are valid for only 12 months. SPQNSQR$ QF DAY CARE HOMES 0 Day care horrre sponsors must establish a raster oniy for those providers eligible to claim meals served to their own children. The roster roust be revised as necessary. It should include the month and year; provider's full name and children's full names; and, effective date, withdrawal date, birth date, and age. Meals served to provider's own children which are reported on the July 1995 Claim for Reimbursement (and subsequent months through June 1996) rTIUst be based on PEAs certified and/or recertified in accordance with the attached 19a5-96 Picorne Eligibility Guidelines (CNFDD 31008) Sponsors must implement annual collection and certification of f I:As. Certification of the PEAs In July is then consistent with the effective date of the eligibility scale. PEAs are valid for only 12 months. 09-05-95 99:19.kM FROM 2 P15 ,UPON§OR-S CHECKLIST FOR ELIGIBILITY APPLICATIONS j" 11. Date and Signature of Adult Hpusehold Member; 2. Social Security Number - The adult household member who Signs the application MUST include his/her social security number or an indication that a household member does not possess one; 3. Household Member - List each person who is considered a household member. This Is a group of related or unrelated individuals who are not residents of an institution or boarding House but who are living as one economic unit sharing housing and all significant Income and expenses; 4. Household Income -The collection of household income is done by source, amount, and frequency for each person defined as a household member; 5. A case number for eligibility based on receipt of Food Stamps, AFDC, and/or an identification number for FOPIR ; 6. Eligibility applications are valid for only 12 months. Sponsors may also choose to develop their own forms; however, the forms must be approved by your CCFP analyst and must include the following: 1. The names of all children for whom the application is made; 2. The narnes Of all caller hOUS(;l K)ld members; 3. The social security nurnber of tl ie adult household member signing the application or an Indication that a household member does not possess one; 4. The total current household iricome, and the income received by each household member identified by source of income; S. A statement to the affect that "in most cases, foster children are eligible for free and reduced price meals regardless of household income.. If such children are living with you and you wish to apply for such meals, please contact us.;" 6. A social security number disclosure statement as it appears verbatim on the instructions for sample forums CNFDD 3101 and 3111. TMs statement Is required on these two farms only; 09-05-95 09:49A.M FROM 2 c 16 K 7. "Ple signatutE: of aii adult member of tltie fiuut. e wld below the sialenierit certifying that all information famished is true and correct; that the application is being made in connection with the receipt of Federal funds; that program officials may verify the information on the application, and that the deliberate misrepresentation of any of the information on the application may subject the applicant to prosecution under applicable State and Federal criminal statutes; 8. Households that receive Food Stamps or FDPIR or children who are recipients of AFDC must include the names and case numbers or identification nurnber of the children for whom the application} is submitted. In addition to the above, state adrninistrative policy requires that your form include Information to be completed by your Agency's Eligibility Official: 9. Total household size; 2. Total monthly income (use annual If seasonal); 3. Certification in the correct eligibility category; 4. Certification date, . 5. Signature of F]igihility Official. If you have any questions regarding this f0anagement Bulletin, please contact your CUP Analyst at (916) 445-0850 cur leave a message toll free at (800) 952-5649. Duwayne Brooks, Director Child Nutrition and Food Distribution Division Assistant Superintendent of Public instruction V , 2 a' s d � 0- UO -Z, a add d o N ? � 2 zo o 2 p oo © UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PROCUREMENT AND PURCHASING PROCEDURES The purpose of the Purchasing and Procurement Procedures is to establish the general concepts governing Procurement Procedures for Purchases. All purchases must be pre-approved by the Program Manager of the Head Start Program. Written approval is required. Purchasing Forms and Procedures Purchasing Forms and Procedures, purchasing activities fall into two broad categories: 1). Regular Purchases (outside vendors) 2). Emergency Field Purchases. The UCSSO Head Start Fiscal Department will utilize two basic purchasing forms when acquiring purchases. A. Purchase Requisition - this form provides information as to the quantity and nature of goods, supplies,materials, or services required or needed. • Original - Forward to Fiscal Department after proper approvals, have been obtained. • Copy- Originator retains in temporary file(your copy). B. Purchase Order - This form is an actual offer to buy items specified therein. It is prepared by the Fiscal Department from a Purchase Requisition after the required approvals and competitive bids,if necessary, have been obtained. • Original - Forward to suppliers. • 1st Copy - Forward to Contra Costa County Head Start Grantee. • 2nd Copy- Retained by Head Start Fiscal Department. Regular Purchases The purpose of the Purchasing Procedures for Regular Purchases is to establish the concepts to be followed when making Regular Purchases. All regular purchases are initiated by the issuance of purchase orders. The purchase orders are issued by the Fiscal Department, subject to proper approval as indicated in the Purchasing Procedures. The following sequence of activities takes place in making regular purchases from outside vendors by means of issuing purchase orders): 1. Head Start Program Manager (or designee) reviews and approves (or disapproves) PurchasD-- requisitions. 2. The Fiscal Department reviews requisitions to assure that it has been executed and approved properly. 1 • Fiscal Department forwards payment. Procurement Procedures The UCSSO Head Start Program has procurement procedures for purchases over $500 per unit or $500 in aggregate or construction/renovation. The Operational procedure are as follows: 2 A. Budget Overview: 1. Determine that item was approved within budgetary guidelines. 2. Verify that item was approved within budgetary 6d,6e, or 6g of approved Program Budget. 3. Determine if funding is still available. 4. Verify that all federal and state guidelines have been met (item over$500 has been approved by LPC, BoD, and Grantee). B. Bid Process: 1. Determine accurate specifications of items to be purchased. •Type material •Product description • Shipping handling • Support services •Installation fees •Quantities 2. Determine method to be used to solicit bids or estimates. • Oral quotes •Written Quotes •Written bids • Other(see Purchase Order Procedures for determining bid process) 3. Document what method was used to solicit and why it was selected (see Memorandum for Bid Process form). 4. Document number of bids to be solicited and identify list of vendors from which to solicit bids, including small and minority owned business. 5. Verify that when applicable, appropriate analysis has been done to consider leave vs. Purchase options. C. Criteria for Selecting bid: 1. Try to obtain at least three (3) bids. If three (3) bids cannot be obtained, then in Memo for Bid Process form, explain why bids were unobtainable. 2. Lowest bid should have first priority for selection as long as it is most advantageous to the program. 3. When possible, in selecting bids use small and minorities firms and women's business enterprises. 4. If lowest bid is not selected, then explain in Memo for Bid Process form why a higher bid was selected. (Attach Memo for Bid Process form to selected bid.) 5. Notify all contractors and vendors of approved or disapproved bids or estimates within thirty (30) days. D. Accounting functions: 1. Follow purchase order procedures to initiate purchase. 2. After receipt of goods/services,compare bid,purchase order and invoice with product received and' note any discrepancies. All discrepancies must be reconciled before proceeding. 3. When satisfactory, record invoice into payable system. Documentation of purchase will be routed to Accountant for entry into Inventory Master file. 3 Financial Management Policies and Procedures The purpose of the Financial Management Policies and Procedures is to establish the general concepts governing Financial Management/Fiscal operations. The UCSSO has a financial management system that ensures donated services, supplies and equipment are properly recorded. Financial Management/Fiscal Fiscal personnel (Accountant, Bookkeeper/Clerk) receives from the UCSSO Head Start Program staff and determines the value of donated services,supplies and equipment based on the following guidelines: A. Valuation of donated services. 1. Volunteer services. Unpaid services provided to recipient by individuals shall be valued at rates consistent with those ordinarily paid for similar work in the recipient's organization. If the recipient does not have employees performing similar work, the rates shall be consistent with those ordinarily paid by other employers for similar work in the same labor market. In either case, a reasonable amount for fringe benefits may be inclined in the valuation. 2. Employees of other organizations. When an employer other than a recipient or cost-type contractor furnishes free of charge the services of an employee in the employee's normal line of work, the services shall be valued at the employee's regular rate of pay exclusive of the employer's fringe benefits and overhead costs. If the services are in a different line of work, paragraph (a) of this section shall apply. B. Valuation of donated supplies and loaned equipment or space. If a third party donates equipment, building, or land, and title passes to a recipient, the treatment of the donated property shall depend upon the purpose of the grant or subgrant, as follows: 1. Awards for capital expenditures. If the purpose of the grant or subgrant is to assist the recipient in the acquisition of property, the market value of that property at the time of donation may be counted as cost sharing or matching. 2. Other awards. If assisting in the acquisition of property is not the purpose of the grant or subgrant, the following rules apply: (a) If approval is obtained from the awarding party, the market value at the time of donation of the donated equipment or buildings and the fair rental rate of the donated land may be counted as cost sharing or matching. In the case of a subgrant, the terms of the HEW grant may require that the approval be obtained from the granting agency as well as the grantee. In all cases, the approval may be given if a purchase of the equipment or rental of the land would be approved as an allowable direct cost. (b) If approval is not obtained under paragraph (2)(a) of this section, no amount may b&-- counted for donated land, and only depreciation or use allowances may be counted for donated equipment and buildings.The depreciation or use allowances for this property are not treated as third-party in-kind contributions. Instead they are treated as cost incurred by the recipient. They are computed and allotted (usually as indirect costs) in accordance with the cost principles specified in subpart Q of this part, in the same way as depreciation or 4 use allowances for purchased equipment and buildings. The amount of depreciation or use allowances for donated equipment and buildings is based on the property's market value at the time it was donated. C. Instructions for Evaluation of Non-Federal share which are Given to Staff who Report In-kind. 1. Finance staff provides an in-kind verification form to persons or volunteers rendering in-kind services. 2. Volunteer fills out the date, name of volunteer, number of hours worked, duties and signs the form. 3. Finance staff adds the total hours worked and multiples the hours by the hourly rate. 4. The total amount is then recorded on the total amount column. 5. The Program Manager signs the in-kind verification form and forwards same to accounting department for journal entry process. 5 FF HEAD START PROGRAM ORDER NG 0751 The above order number must apps-on W invoc .packages and oonesponde . CONDITIONS GOODS ARE SUBJECT TO OUR INSPECTION AND APPROVAL. IF SHIPMENT WILL BE DELAYED FOR ANY REASON,ADVISE US IMMEDIATELY,STATING ALL THE NECESSARY FACTS. TO AVOID ERRORS,NOTE SPECIFICATIONS POEFULLY AND IF UNABLE TO COMPLETE ORDERS AS WRITTEN NOTIFY US PROMPTLY. . .................................................................................................. '.........................r..................................................................... S T0: TO .................................................................................................. I ...♦w.........i•.,.r-.,.cr..............,.................................................. P ................................................................................................... ...................... ......................,,................................................ DATE OF ORDER DATE REQUIRED SHIPPED VIA F.O.B.POINT PREPAID COLLECT TAXABLETAX EXEMPT TERMS NO. QTY.ORDERED QTY.RECEIVED STOCK NUMBER/DESCRIPTION UNIT PRICE AMOUNT ................................ ................................................................................................................................................................ .................... ................. .......................... ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ......_......... ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ..................................................................................................................................................................................... ........................................_.. ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................ ................................................................................................................................................................ .................... ............................................ ................. ................................................................................................................................................................................................. .................... ............................................ ..........I...... ................................ ................................................................................................................................................................ .................... ............................................ ................. .. 1. Phase send copies of your invoice. 2. Or is to be entered in accordance with prices.delivery and specifications shown above. B 3. Notify us immediately if you are unable to ship as specified. Y...................................... ..... ................._...................0 AUTHORIHORISIGN ZED SIGNATURE - � � -t4 .;,,Ki2ioa2irfL2f^� -_ __ _�+.t`ti.coag'w:cC�.sY'ti�::,:.li.�:u�i,_e �vt:::•ayrs:va.otws•:�'=.-..yuo.;; ANALYSIS OF UCSS09S COMPLIANCE PLAN OF SEPTEMBER 6, 1995 IN RESPONSE TO FEDERAL REVIEW LETTER OF MAY 17, 1995 SUMMARY: The last paragraph of the summary states that the compliance plan specifically addresses each of the non-compliance plan items identified in the OSPRI Report. However, the last sentence states that the corrective actions have eliminated all non-compliance items identified as a deficiency. This leaves a question,what does the compliance plan address? EDUCATION: #016 Training provided on 8/28/95 was on creative curriculum in the classroom. The response in the first two 1-a and 1-b would have been sufficient, however, the addition of 1-c called into question all the strategies since 1-c was a training on the use of a specific curriculum. This response did not address the non-compliance issue. #018 This response was sufficient, documentation of monitoring is required. #027 This agency was found out of compliance for specific hazardous conditions to children. There is no time frame indicated for fixing specific hazardous conditions. This response did not address the non-compliance issue. #028 This agency did not respond to the issue of how they would prevent children from leaving playgrounds.- This response did not address the non-compliance issue. HEALTH: #068 This agency did not respond to how they would have an organized health curriculum. This response did not address the non-compliance issue. MENTAL HEALTH: #073 This agency did not indicate the years when compliance was achieved, and did not discuss how they would have the mental health component assist in developmental screenings. This response did not address the non-compliance issue. #075 Same as#073 #076 This agency did not address this issue. There is no response to this issue. NUTRITION: #106 In Compliance #108 In Compliance .ri•ir.�i..iv.:_.... -. y�y��',;_..'�._v:iv�. ........_................._..__.._...._. ..v..._.�t�441LLiLsit..v�r..vv_v...v...vv....vrvw+.v.+vw......._-_..�v�•wv.vvwvvaJvuaavvadW.iu.h SOCIAL SERVICES: #118, #123, #125, #126 In Compliance PARENT INVOLVEMENT: #133 The implementation plan of the I-30 developed on 7/31/95 was rejected by the Grantee based on major flaws in the plan. This response does not address the non-compliance issue. #137 Based on 133, we are reluctant to accept the agencies response because we do not believe the agency has the ability to conduct appropriate and adequate training on shared. decision making. This response does not address the non-compliance issue. #139 The issue of non-compliance and the strategies presented does not address the role of the LPC in the classroom. This directly relates to the rejection of the I-30 Implementation Plan. This response does not address the non-compliance issue. #144 This agency did not address the issue of documentation of presentations to encourage continued educational opportunities. This response does not address the non-compliance issue. DISABILITIES SERVICES: #155 In Compliance #160 This agency did not address the issue of lack of locked files. This response does not address the non-compliance issue. #165 This agency did not state how they would have health component staff involved in the assessment or the follow-up of children. Nor did they address how they would foster the participation of parents of children with disabilities. This response does not address the non-compliance issue. #166 This agency did not,address the non-compliance issue of how they would maintain records to document assistance to parents at other times and other aspects of transition. This response does not address the non-compliance issue. #178 In Compliance #179 In Compliance ADMINISTRATION: #185, #187, #189, #194, 4195, #196 Were not addressed in Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. STAFFING REQUIREMENTS AND PROGRAM OPTIONS: #205 This agency did not adequately address the non-compliance issues. The time frames could not be monitored and did not discuss the utilization of volunteers. This response does not address the non-compliace issue. #206 In Compliance. ACCOUNTING: #217, #318, #219, #224, #226, #247, #248, #252 Were not addressed in the Compliance Plan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. OSPRI FINDING # 185 :ACF Findinq: UCSSO lacks written planning procedures. Proposed Completion Date: October 1, 1996. CSD Review: DA response not acceptable. OSPRI FINDING # 187 ACF Finding: UCSSO has no written procedures for program planning. Proposed Completion Date: September 8, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 189 ACF Finding: UCSSO's 1994 OSPRI was found to missing and could not be located. Proposed Completion Date: April 24, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 194 ACF Finding: Seven items were listed as missing from UCSSO's personnel policies and procedures. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 195 ACF Finding: There was no evidence that personnel policies are implemented as written and approved. Proposed Completion Date: September 29, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 196 ACF Findinq: A file in record system shall be maintained. Proposed Completion ,- Date: August 15, 1995. CSD Review: DA response acceptable with conditions. -2- OSPRI FINDING # 217 ACF Finding: Grantee has no written accounting procedures. Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 218 ACF Finding: There is no financial management system. Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 219 ACF Finding: Written Procedures are in place to ensure allowability, allocability, and reasonableness of costs. Proposed Completion Date: December 1, 1995. CSD Review:. DA response not acceptable. OSPRI FINDING # 225 ACF Finding: Financial data and records were used in preparing the 269's for the budget period. -3- Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 226 ACF Finding: Previous audit deficiencies have not been corrected. Proposed Completion Date: November 30, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 247 ACF Finding: Accounting records not set up to identify CCFP expenditures as budgeted. Proposed Completion Date: January 31, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 248 ACF Finding: USDA income guidelines were used in preparing the documentation submitted to USDA for application for Child Care Food Program. -4- Proposed Completion Date: September 15, 1995. CSD Review: DA response acceptable with conditions. OSPRI FINDING # 252 ACF Finding: Problems with lack of procurement procedures, missing purchase documents. Proposed Completion Date: September 29, 1995. CSD Review: DA response not acceptable. OSPRI FINDING # 255 ACF Finding: There is no written evidence supporting ACF/ County procurement requirements. Proposed Completion Date: September 29, 1995. CSD Review DA response not acceptable. OSPRI FINDING # 256 ACF Finding: There is no property management system in evidence nor is there evidence of inventory practices. -5- Proposed Completion Date: December 1, 1995. CSD Review: DA response not acceptable. TOTAL ADMINISTRATIVE AND ACCOUNTING OSPRI FINDINGS FOR UCSSO: 16. TOTAL NUMBER OF UCSSO RESPONSES ACCEPTABLE: 5 TOTAL NUMBER OF UCSSO RESPONSES UNACCEPTABLE: 11 @w. \ -6- Ti`: r rPhil Batchelor `hoard of Supervisors Contra Clerk of the Board County Administration Building c county Administrator 651 Pine Street, Room 106 Costa (510)646-2371 Martinez,California 94553-1293 County / Jim Ropers,tat District J Jeff Smith,2nd District s e act•�--�-_�,. Gayle Bishop,3rd District c--\ filerk DeSsulnler.4th District i Tom Terlskson,5th District coU.-r' October 17, 1995 Arnold Flores,Chairperson and Members of the Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Denial of UCSSO's Appeal to the Board of Supervisors' Decision of September 12, 1995 Dear Mr. Flores and Members of the Board of Directors: On October 17, 1995, the Board of Supervisors voted to deny UCSSO's appeal to the Board's decision of September 12, 1995 not to accept UCSSO's 1996 application for funding for the Head Start Program. A copy of the Board's order that states the rationale for this action is enclosed for your review. This decision was based on several factors, the most critical of which was that UCSSO was not in compliance with federal rules and regulations on September 6, 1995. As a result, the County could not certify to the Administration for Children and Families that all the County was in compliance and thus endangered the funding for the County's entire Head Start Program. The County could not certify that UCSSO was in compliance on September 6, 1995 and, after reviewing the UCSSO's appeal documents, is still unable to certify that UCSSO was in compliance on that date. After numerous attempts by the County to assist UCSSO in achieving compliance, UCSSO continued and continues to remain out of compliance. In the interest of children and families, we encourage you to work cooperatively with County staff to ensure a smooth transition of UCSSO's Head Start Program. Among other things we have directed staff to immediately provide to all current UCSSO parents and staff information on the transition which we hope will prevent unnecessary concern over the continuation of the program in 1996. We have also directed County staff to evaluate and offer County employment opportunities, beginning January 1, 1996, to UCSSO Head Start staff who are essential to the operation of the program in Far East County. County staff will be contacting you to schedule a meeting to discuss the transition. Sincerely, ? Gayle Bishop, Chair Contra Costa County Board of Supervisors enclosure cc: John Kersey, Administration for Children and Families Phil Batchelor, County Administrator Joan Sparks, Director CSD RequestSpeak Form - ( THREE (3) MINUTE LIMIT) Complete this form and place it in the box near the speakers' rostrum before addressing the Board. Name: o-1 p(D FoJeFs Phone: 5-1 L Address: 1 OJ- Q e-d on.d, (,v City: t am speaking for myself or organization: UC-5s, 0 (flame of organization) CHECK ONE: � _X 1 wish to speak on Agenda Item # Date: My comments will be: general for against . 1 wish to speak on the subject of do not wish to speak but leave these comments for the Board to consider: P Request to S eak Form ( THREE (3) MINUTE LIMIT) Complete this form and place it in the box near the speakers' rostrum before addressing the Board. Name, & /S �2J Phone: � K —S'711 Address: C `�lG may: /-3 /2 1 am speaking for myself or organization: 426 S S?--) (flame of or�niution) CHECK ONE: _ i wish to speak on Agenda Item # D Oate:,/O�'/7'��.-- My comments will be: general for against . 1 wish to speak on the subject of do not wish to speak but leave these comments for the Board to consider. Request to Speak Form CC2)- ( THREE (3) MINUTE LIMIT) Complete this form and place it in the box near the speakers' rostrum before addressing the Board. Name: Phone: c;22cf )0 tit,►- I am speaking for myself or organization:_ (name of organization) CHECK ONE: 1 wish to on Item # 1( Date: _-� speak Agenda My comments will be: general for against wish to speak on the subject of _ I do not wish to speak but leave these comments for the Board' to consider. 1 I - I I Request to Speak FormC� ( THREE (3) MINUTE LIMIT) 1 Complete this form and place it in the box near the speakers' rostrum before addressing the Board. Name: c/��/8 b L b9 -nl Phone: /D I Address: 53 7 Z4. City: 0725 1 in f If organization.- (nam. am speaking or myself or of organization) CHECK ONE: 0' 1 wish to speak on Agenda Item B� Date: 1 7 IfS My comments will be: general for again` 1 wish to speak on the subject of 1 do not wish to speak but leave these comments for the Board to consider: 1 1 I I l , I � it P Request to S eak Form ( THREE (3) MINUTE LIMIT) Complete this form and place it in the box near the speakers' rostrum before addressing the Board. Name: .�`'� L `j Phone: %��� �� �C� Address: 577 City: 44sd�ae�t) 1 am speaking for myself or organization: (name of organization) CHECK ONE: 1 wish to speak on Agenda Item # 4 Date: 1 7 My comments will be: general for against 1 wish to speak on the subject of 1 do not wish to speak but leave these comments for the Board to consider: ITEM M NO "�-� LiAGEyDA DATE E , BACKGROUND NOT AVAILABLE AT THE TIME AGENDA PACKET COMPILED INFORMATION FOR- THIS ITEM PREVIOUSLY FURNISHED ORAL REPORT TO BE GIVEN AT BOARD MEETING ERROR IN NUMBERING AGENDA ITEM DELETED DOCUMENTS ON FILE WITH CLERK