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HomeMy WebLinkAboutMINUTES - 11141995 - C68 TO: BOARD OF SUPERVISORS Contra Y `I FROM. Phil Batchelor, County Administrator j Costa November 14, 1995 County `~' ���'`� DATE: rT�_cGUi+ SUBJECT: United Council of Spanish Speaking Organizations (UCSSO), Appeal and County Response to Federal Government SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: ACKNOWLEDGE receipt of the UCSSO appeal to the U.S. Department of Health and Human Services (Head Start) , and AUTHORIZE staff to respond by November 16 , 1995 . BACKGROUND; UCSSO filed an appeal to Region IX of the U.S. Department of Health and Human Services concerning the County' s decision not to renew a contract for Head Start services in 1996 . As you know the Board made this determination on October 17, 1995 in its capacity as the Grantee and notified UCSSO of its failure to be in compliance with Federal rules and regulations . As a result the County could not certify that UCSSO, as a Delegate Agency, was in compliance, and thus endangered funding for the entire Head Start program. This action was taken after numerous attempts to assist UCSSO in achieving compliance. .Under Federal rules and regulations, UCSSO had 10 working days to file an appeal with the Region IX office. The UCSSO appeal was filed timely on November 1, 1995 and a copy is provided for your information. Pursuant to Federal rules, the Grantee has 10 working days to prepare a response that will be considered by the Region IX office. Since the 10-day period expires on November 16, 1995, we are requesting authorization to continue our preparation of a response and to file the response by November 16, 1995 . CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON - November 14, 1995 APPROVED AS RECOMMENDED X OTHER 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, ATTESTED November 14, 1995 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: SEE LAST PAGE allPERORS AND COUNTY ADMINISTRATOR -2- It is our understanding that an informal hearing will be held at which time two representatives from UCSSO and two from Contra Costa County will be able to participate in the hearing. At this time no date has been established. As soon as we are aware of a date, you will be informed. Contact: Scott Tandy 646-4087 cc: County Administrator Community Services Director County Counsel UCSSO (via CAO) U.S . Department of Health and Human Services (Maria Fort) (via CAO) W� ^l V� V womo z Ul W . Q• Q a f.� 0 r c ~ o O• ul 'Q cc CD W cc u' ,.0 CC vu `^ ul rp. October 31, 1995 Administrative Offices ❑ 837 Arnold Dr.,Suite 100 John Kersey,'Acting Manager Martinez.CA 94553 (510)229-2210 Head Start and Youth Branch Fax(510)229-0309 Department of Health and Human Services,..Room 450 Community Centers . 50 United Nations ,Plaza ❑ 837 Arnold Dr.,Suite 100' Martinez,CA 94553 San Francisco, California 94102 (510)229-1600 ❑ 157 9th street RE: A y 9 Agency 12ictunond,CA 94804- Appeal b Current �. Delegate A enc to the (510)2326050 Responsible HHS.Official from denial by Grantee of ❑ 501 Ulroad Ave. an,application_:for 1996. Pittsburg,CA-94565 ` (510)439-7515 ❑ 120 oak street Dear Mr. .Kersey: Brentwood,CA"94513 (510)634-6144 I . INTRO'DUCT.IO.N Head Start Administrative Office Pursuant .to 45 C.F:R. §1303.21 , the United Council of El .120 oak street Spanish Speaking Organizations (UCSSO) hereby submits this Brentwood,CA 94513 (510)516-2Q60 - appeal to-�you in -your .capacity as the HHS official responsible Fax(slO)5160762 for receiving appeals from delegate agencies. UCSSO appeals the October 17, 1995 decision of Contra Costa County, Nutrition Programs California, a Head Start Grantee (Grantee) denying UCSSO's ❑ 100 Village Dr. Brentwood,CA 94513 appeal filed. with grantee pursuant to 45 C.F.R. §1303.20. (510)634-5040 This appeal was based on Grantee's September 15, 1995 Private Industry Council decision to not renew UCSSO's Contract for 1996 to act as a DTPA ❑ 120 oak Street delegate agency for the Head Start Program and its related Brentwood,CA 94513 (510)634-2195 decision to reject and return UCSSO's application for 1996 Head Start funding. In addition, UCSSO hereby requests an informal meeting with the responsible HHS official pursuant to 45 C.F.R. §1303.21 to present in person the merits of this appeal. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 2 The grounds upon which UCSSO bases its appeal may be summarized as follows: I. Notice provided by Grantee of its decision to not renew Head Start Contract was defective. 11. a. Grantee failed to comply with 45 C.R.F. §1303.20(e) by misidentifying defects and deficiencies in UCSSO programs which do not exist or has persisted in maintaining the position that a defect or deficiency exists long after UCSSO has corrected the problem. 4 b. Grantee violated 45 C.R.F. §1303.20(e) by failing to provide timely and effective notice of deficiencies in UCSSO's efforts to come into compliance with federal regulations. III. Grantee failed to provide effective technical .assistance and advice to help UCSSO in remedying deficiences and compliance issues identified in federal review. IV. Grantee discriminated against UCSSO by holding it to a higher standard of compliance than it did other delegate agencies. H . NOTICE BY GRANTEE OF DECISION TO NOT RENEW HEAD START CONTRACT WAS DEFECTIVE UCSSO contends that the notice of the Grantee's decision provided by Grantee 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 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 3 clearly. set forth in one document. This was not done, despite a request from UCSSO for the Grantee 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 of Supervisor's 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, (attachment "E" to Board Packet) 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 Grantee has provided no explanation for 11 of the items other than "Delegate Agency response not acceptable." Accordingly, even if the Grantee finds the notice provided by UCSSO to be sufficient generally, it must disregard UCSSO's alleged noncompliance in those 11 areas because the Grantee has failed to provide UCSSO with sufficient information 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 . GRANTEE FAILED TO COMPLY WITH STANDARDS SET FORTH IN 45 C.F.R. §1303.20(e) Notwithstanding the objection as to notice, UCSSO appeals on the ground that the Grantee failed to comply with 45 C.F.R. § 1303.20(e) That regulation sets 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: John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 4 (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. Following is an explanation as to why each of the reasons set forth in the t Phil Batchelor's September 12, 1995 memorandum does not justify contract termination under the above standards. The reasons for contract termination will be refuted in reverse order of their placement in Mr. Batchelor's 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 Quorum Available To Act On Policy Matters. On August 18, 1995, UCSSO received its first written notification that the Grantee 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 Grantee 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 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 5 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 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 Grantee 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 Grantee 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. As of September 27,, 1995, the UCSSO Board of Directors vacancies have been filled and consist of nine members. Evidence in support of this argument is attached as Exhibit B. B. Contract Termination For Failure- To Submit Reimbursement_ Demands Is Premature. Moreovers Mitigating Factors Exist Which Make The Sanctio�nf Contract Termination Unjustly Severe. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 6 The Grantee 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 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. Prom June through September 1995, UCSSO staff was overburdened with requests from the Grantee relating to the new preaudit requirements, the reconciliation of the first, Second and Third, Quarter 1994 demand claims to the general ledger and other information requested by Susan Hanson, the CPA brought in by the grantee. However, Grantee instructed Ms. Hanson to focus and audit the 1994 demand claims. The grantee provided no technical assistance with the preaudit documentation for its reimbursement demands even though the grantee indicated that these were serious concerns. 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 Grantee Rendering Technical Assistance In Accounting Procedures And Remains Unresolved Only Because Of Inaction Of Grantee. The Second Ouestioned Cost Concern Of Grantee 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 Grantee And Classes Were Combined For A Total Of Only Two Days. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 7 The Grantee 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. I. 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 fourth quarter of 1994 prior to the Grantee completing its technical assistance to UCSSO in the area of accounting practices. Therefore, UCSSO may not be punished for this alleged error because at the time the expense was incurred, the Grantee had not provided UCSSO with a full opportunity to correct its accounting operations. The Grantee has not alleged that there are any questioned or disallowed costs for 1995 which followed completion of the Grantee's technical assistance in this area. That this matter remained unresolved is due to inaction on the part of Grantee 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. If the expenses are disallowed, UCSSO is prepared to enter into a repayment plan with Grantee. UCSSO's records indicate that the amount of the questioned cost is $11 ,312.85 rather than $13,213. On October 6, 1995 the Grantee notified the UCSSO that these expenses were disallowed and that the UCSSO submit a repayment plan by October 13, 1995. On that date, UCSSO's submitted a repayment plan to the Grantee as requested. 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 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 8 "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 kin'dergarten 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, Grantee 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 anyevent, 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. 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 Grantee raised in discussions regarding Corrective Action Notice No. 2 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 9 ("CAN 2"). In CAN 2, the Grantee 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 Grantee further advised by the UCSSO in a Corrective Action Notice, that the UCSSO should not expend funds for this program for failing to meet the ADA requirements. See exhibit C (1 ). 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. s 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 t "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. Moreover, UCSSO did maintain a waiting list which. exceeded 10% of , the ADA in these classes. Students were not enrolled off the waiting list to fill vacancies in the program because less than 20 days remained in this special summer program. Pursuant to 45 C.F.R. s1305.7(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, Grantee'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 Grantee For No Legitimate Reason And In Any Event Have Been Resolved From John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 10 UQSSO's Point Of View. The Fourth Involves Issues Of NoncoMgliance With. The Federal OSPRI Report Findings Which Is Addressed Separately 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. k 3.) CAN No. 4 - On August 22, 1995, UCSSO received a corrective action notice because of the Grantee'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 factor was the desire to reduce class size at the Antioch site because of ongoing behavior problems. When this plan was communicated to Daneen Cali, Ms. Cali informed Donna Thornton that this proposal was unacceptable. The verbal 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 Grantee was unwarranted and unjustly punitive and is one example of the Grantee's persistent failure to work cooperatively John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 11 with UCSSO. 4.) CAN No. 5 - On August 18, 1995, UCSSO received CAN No. 5 from the Grantee because of the Grantee'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 used the -objectionable form virtually since the beginning of its tenure as a delegate agency without objection from the Grantee. 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 Grantee 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 Grantee 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 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 ("OIP") In Response To The Federal Noncompliance Findings In The OSPRI Report Which Deserve A Certification Of Compliance By Grantee. Further, Grantee Has Provided UCSSO With John Kersey, ACF UCSSO Appeal to HHS .October 31, 1995 Page 12 Inadequate Notice Of The Reasons For Noncompliance For The Eleven Items Contained In The OR To The Extent UCSSO May Be Out Of Compliance, Such Noncompliance Is Directly Attributable To Grantee's Failure To Provide Agency With Adequate Technical Assistance. On September 6, 1995, UCSSO submitted a QIP and CP to Grantee in response to the 42 noncompliance and deficiencies issues which were identified in the Federal OSPRI report. After reviewing the plans, the Grantee 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 Grantee'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 Grantee 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: 1. OSPRI No. 16 - The Grantee rejected UCSSO's response to the finding of noncompliance in area of development of individualized lesson plans because a training session for teachers on August 28, 1995 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 Grantee rejected UCSSO's response because no John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 13 time frame was listed for fixing specific hazardous conditions. In fact, all hazardous conditions identified in the OSPRI report have been corrected. As of May 3, 1995 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 April 3, 1995 and a specific memo informing Daneen Cali of this was sent on June 6, 1995. The open trench at Los Nogales was remedied on May 25, 1995 as indicated in the attached certification from Community Care Licensing. See Exhibit F. 3. OSPRI No. 028 --The Grantee 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 OSPRI 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 also corrected this problem. 4. OSPRI No. 068 - The Grantee 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 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 076 - The Grantee 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, the Grantee rejected 073, 075, and 076 because the responses supposedly fail to discuss how the mental health component would assist in developmental screenings. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 14 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 - Grantee'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 July 31, 1995 was rejected by the Grantee based on major flaws in the plan." UCSSO was not notified that its plan was deficient until August 14, 1995, one day before the deadline for submitting the completed CP, by-a letter from 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 I. 9. OSPRI No. 137 - The Grantee'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 the Grantee was not pleased with UCSSO's 1-30 plan. In fact, training was conducted on two occasions involving instruction on 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 was scheduled for October 3, 1995. UCSSO requested the technical assistance as reflected in the survey of the Needs Assesssment. To date we have not been given that technical assistance. 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 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 15 on August 1, 1995 and none was received. The Grantee 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 - Grantee 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 March 3, 1995. . 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 is 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 No. 166 - The identified noncompliance issue is that records 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 Grantee 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 e: John Kersey, ACF UCSSO Appeal to HHS October 31, 199$ Page 16 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. Grantee'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. g1303.20(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 August 15, 1995 due date and the September 6, 1995 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 which were found acceptable by Grantee. Moreover, its been UCSSO's understanding that there is 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 Grantee and its delegate agencies were allowed up to a year to come into full compliance John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 17 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 Grantee'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 August 15. 1995 that Daneen Cali informed Donna Thornton that the QIP was not acceptable because it had dates beyond August 15, 1995, in it for compliance All the "technical assistance" Grantee asserts it provided to UCSSO did not reveal this supposed defect until it was too late IV. Grantee Repeatedly Failed To Provide Adequate Technical Assistance To Assist UCSSO In- Coming Into Compliance With Deficiencies Identified In The Federal OSPRI Report (akn Federal Review). It is evident that Grantee 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. For example, the Grantee hired an independent CPA who was to provide UCSSO with 50 hours of technical assistance so that defects and deficiencies in administration and accounting could be corrected to bring UCSSO into compliance with the federal regulations. Instead, the Grantee instructed the CPA to review and audit accounting records for the first, second and third quarters of 1994. No technical assistance was provided on the subject of correcting the defects and deficiencies so as to bring UCSSO into compliance with the federal regulations in administration and accounting. At the October 17, 1995 meeting of the Contra Costa County Board of Supervisors, at which UCSSO's appeal to Grantee, was considered, John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 18 Grantee's staff presented a summary of technical assistance provided UCSSO. (See Attachment "E" in Exhibit P). As described below this summary is factually inaccurate. In actuality Grantee provided UCSSO wholly inadequate technical assistance throughout the process of coming into compliance with the deficiencies identified in the federal review. a. February 16, 1995 GRANTEE ACTION TAKEN: Meeting with Delegate Agencies to discuss individual out of compliance issues. Bi-weekly meetings set up then to t work and resolve outstanding issues. UCSSO RESPONSE: At this Directors' meeting held on February 16, 1995. There was no discussion of individual compliance issues. The attached agenda (See Exhibit V) shows no such discussion was part of this meeting. These Directors' meetings were scheduled twice a month, not "bi-weekly". The meetings were used to discuss issues unrelated to noncompliance such as the grant application, the community needs assessment (CNA), etc. (See Exhibit V) b. February through April 1995 GRANTEE ACTION TAKEN: Intensive, on-site training and technical assistance delivered to all Delegate Agencies and Grantee Operated 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. UCSSO RESPONSE: UCSSO did not receive any intensive on- site training or technical assistance during this period in areas identified as being out of compliance. On February 24, 1995 Grantee canceled a county-wide training for DA's. This training John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 19 was never rescheduled. The only on-site visit that UCSSOs' Educational Component received was from the Urafitee Educational Coordinator but in this visit UCSSO received no training or technical assistance for noncompliance items. UCSSO never received any written monitoring report from this visit to date. If UCSSO remains out of compliance it is due to the grantee's failure to provide UCSSO with adequate and effective technical assistance. C. March. 1995 through August 1995 , GRANTEE ACTION TAKEN: Bi-weekly meetings held with all Delegate Agencies and Grantee Operated Program to work and to resolve issues. UCSSO RESPONSE: Again, these meetings were held twice a month rather than bi-weekly. At these meetings there was virtually no discussion of specific issues relating to coming into compliance with federal review findings. No technical assistance relating to compliance was rendered at these meetings. At most, the Grantee made general comments about the need to comply with the federal review findings. Copies of agendas of these meetings indicating no discussion of compliance issues are attached. (See Exhibit W) d April. 1995 GRANTEE ACTION TAKEN: Grantee hired Ms. Susan Hanson, CPA, to provide technical assistance to Delegate Agencies. UCSSO RESPONSE: Grantee merely states that it hired Ms. Hanson. No technical assistance was provided to UCSSO so that defects and deficiencies could be corrected. Grantee did not inform UCSSO of Ms. Hanson's availability for technical assistance until June 8, 1995. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 20 e. May 4. 1995 GRANTEE ACTION TAKEN: CSD (Community Services Department) issues first quarter fiscal monitoring report for UCSSO. Technical assistance provided at monitoring visit. UCSSO RESPONSE: In its May 4, 1995 report the Grantee states that technical assistance would be given to UCSSO by a County fiscal consultant. The availability of Ms. Hanson is not mentioned. No technical assistance was provided to UCSSO to correct defects or .deficiencies in accounting and administration identified in the Federal Review except for reconciling the accounting reports to the general ledger for 1994. (See Exhibit Y-1 ) f June 2. 1995 GRANTEE ACTION TAKEN: All day training with all delegate agents and GOP. Training. and technical assistance provided to discuss the development of quality improvement plan for AFC 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. UCSSO RESPONSE: At this meeting, Grantee provided the entire federal' review findings to delegate agencies and Grantee staff. Grantee . informed DA's of general time lines for submittal of the QIP and CP. UCSSO met one-on-one with Christina Reich, FCC Coordinator who identified areas in which UCSSO needed technical assistance i n the future. No technical assistance was actually provided to help UCSSO correct defects and deficiencies in its programs. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 21 The UCSSO Head Start Director did not leave early. She left at 4:15 p.m. Following aujoul-+merit of the meeting. When Ms. Thornton left she had completed her, one-on-one session with Ms Reich. (See Exhibit X) g. June 23, 1995 through June 28 1995 GRANTEE ACTION TAKEN: Susan Hanson, CPA meets with UCSSO staff to discuss unable to provide technical assistance to UCSSO staff on accounting issues until agency could focus their full attention on this project, despite UCSSQ managpment assurances that this project had the highest priority. June 28.1995-GRANTEE ACTION TAKEN: Ms. Hanson sends letter- to CSD, requesting assistance from CSD to assist in resolving problem with UCSSO. June 28.1995-GRANTEE ACTION TAKEN: CSD sends Ms. Hanson letter to County Administrators office requesting assistance. June 29.1995-GRANTEE ACTION TAKEN: CAO sends letter to UCSSO Board of Directors regarding Ms. Hanson issue, requests full cooperation. UCSSO RESPONSE: Grantee asserts that the work performed by Ms. Hanson, CPA, constituted technical assistance to help UCSSO come into compliance with the deficiencies noted by the federal review in the area of accounting procedures. However, Ms. Hanson never worked with UCSSO to help UCSSO address the specific compliance issues. Instead, Ms. Hanson merely conducted an audit of UCSSO's 1994 Head Start financial reports. Ms. Hanson audited the records prepared by Caesar Perales, UCSSO's former accountant and identified problems. Mr. Perales now works for the Grantee. Ms. Hanson did not analyze UCSSO's 1995 accounting practices nor did she assist UCSSO in developing new procedures. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 22 UCSSO cooperated with Ms. Hanson to the greatest extent practicable. Because of unexpected identification of problems with Mr. Perales' accounting practices, UCSSO needed to request additional time to respond to Ms. Hanson's numerous requests for information. Further pressure was placed on the already overburdened UCSSO staff, when its accounting clerk resigned without notice on June 26, 1995. In short, UCSSO did its best to cooperate with Ms. Hanson audit. (See Exhibit Y) h. June 30. 1995 t GRANTEE ACTION TAKEN: 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. UCSSO RESPONSE: Al Prince of Grantee's staff contacted UCSSO's Chairperson and requested a one on one meeting at Carrows restaurant in Martinez. He requested the Chair to bring the UCSSO's General Ledger for his review. UCSSO's chairperson advised Mr. Prince that he would be attending the meeting with UCSSO's auditor, Ms. Sandy White. At this meeting Mr. Prince was accompanied by the Grantee CPA, Ms. Margaret Meyerkorth. No technical assistance was provided to UCSSO to correct defects or deficiencies in accounting and administration identified in the Federal Review. (See exhibit Z) I. July 11 , 1995 GRANTEE ACTION TAKEN: CSD issues second quarter monitoring visit findings for UCSSO. Technical assistance provided and offered during monitoring visit. John Kersey, ACF .UCSSO Appeal to HHS October 31, 1995 Page 23 UCSSO RESPONSE: On this date, a list of ' recommendations regarding UCSSO's allocation plan was provided to the UCSSO. No technical assistance was provided to UCSSO to correct defects or deficiencies in accounting and administration identified in the Federal Review. (See Exhibit Z-2) J. July 11. 1995 GRANTEE ACTION TAKEN: CSD meets with UCSSO at Chapman College to discuss with board in detail problems with UCSSO's Head Start program. Training ands 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. UCSSO RESPONSE: At this meeting Grantee spent most of the time restating the contents' of correspondence and , communications between the UCSSO and the Grantee. Grantee of ferred to provide assistance in the . preparation of UCSSO's Quality Improvement Plan and Compliance Plan. These plans were due in draft form a few days later (July 17, 1995). UCSSO's Head Start Director declined the offer, for the moment only, because she understood that the Regional Office recently rejected the Grantee's QIP and Compliance Plan. UCSSO believed technical assistance from the Grantee would be more productive after the Grantee had thes opportunity to modify its plans and preferred assistance after the Grantee had themselves received technical assistance from the Regional Office related to these plans. Furthermore, technical assistance for QIP and Compliance Plans would be offered and scheduled for all Delegate Agencies over the next several weeks. k. July 17-1995 GRANTEE ACTION TAKEN: All delegate agencies and GOP submitted a trial plan for quality improvement and compliance. Plans were reviewed John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 24 and critiqued. Technical assistance offered and provided on an item by item basis. UCSSO RESPONSE: UCSSO submitted a Quality Improvement Plan and a Compliance Plan on this date which were rejected by the grantee. UCSSO labeled the cover page of one document "Quality Improvement Plan for Deficiencies" and the other "Quality Improvement Plan for Compliance Issues". The grantee rejected both documents without reviewing contents of the plans and advised UCSSO that the basis of the rejection was due to the format being. incorrect. No technical assistance was given on the content of the "trial plans". Grantee never provided any feedback on the substance of UCSSO's plans on an item by item basis. The first .and only time UCSSO received an item by item review of our plans was in the September 12, 1995 memo to the Board of Supervisors, from Phil Batchelor which was part of :the packet of material delivered to UCSSO as part of Grantee's Notice of contract Termination. (See Exhibit AA) I. August 3-14, 1995 GRANTEE ACTION TAKEN: One-on-one specialized technical assistance again offered to all Delegate Agencies and Grantee Operated Program on development of Quality Improvement Plan and Compliance Plan. UCSSO RESPONSE: UCSSO Head Start Director met with Ms. Marie Poe, froms Grantee's staff to review the Quality Improvement Plan. Marie Poe indicated that there were no major problems with UCSSO QIP. Ms. Poe recommended minor changes which were subsequently incorporated into UCSSO's plan. The Compliance plan was not reviewed and no technical assistance was provided on compliance issues until 8/17/95. August 7. 1995 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 25 GRANTEE ACTION TAKEN: Meeting at CAO's office with UCSSO and UCSSO's CPA. Contract issues discussed. Technical assistance given on Head Start, accounting and procurement. UCSSO RESPONSE: The purpose of this meeting was to discuss UCSSO's corrective action notices. The Grantee also advised UCSSO of concerns regarding UCSSO's intention to cont I ract for accounting services with Mr. George Carathimas to assist UCSSO in coming into compliance with federal regulations and correct deficiencies in accounting and administrative issues identified by the Federal Review. As indicated by the attached memo from Mr. Carathimas, the technical assistance provided was very limited and did, not specifically address compliance issues. (See Exhibit BB} M Auaust 15, 1995 GRANTEE ACTION TAKEN: UCSSO Compliance Plan and Quality Improvement Plan 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. 1995 GRANTEE ACTION TAKEN: UCSSO resubmits Compliance Plan and Quality Improvement Plan. CSD requested changes not made. UCSSO RESPONSE: It was not until the afternoon of August 15, 1995, that Ms. Daneen Call, informed Ms. Thornton that the QIP, and CP could not be accepted. Ms. Cali stated that the dates on the Compliance Plan were not acceptable because all items had to be in compliance by 8/15/95. This was the first- time that UCSSOwasever informed that August -15, 1995 was the absolute deadline - for having all items in federal review inf—u(l compliance. John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 26 Ms. Thornton moved forward in time with ' as many of the compliance dates as possible, but practically speaking, with Ui al"I Lee i late dte iiuoce, (L would be impossible for UCSSO to rewrite the compliance plan and submit by 5 p.m. Deadline. D. August-16. 1995 GRANTEE ACTION TAKEN: UCSSO Head Start Director advised by CSD staff regarding outstanding non-compliance issues concerning plan, provided one-on-one technical assistance regarding specific non- compliance issue. t UCSSO RESPONSE: This meeting was specifically to review the 1.996 grant application. The only technical assistance with regard to the federal review findings was a comment regarding the fact that UCSSO's Compliance Plan had not been accepted. No specifics were discussed. No technical assistance was provided so that defects and deficiencies identified in the federal review could be corrected by the UCSSO. 0. August 17, 1995 GRANTEE ACTION TAKEN: Specific technical, assistance provided to UCSSO Director regarding outstanding non-compliance issues in their Quality Improvement Plan and Compliance Plan. CSD sends letter to UCSSO Chair of the Board of Directors regarding outstanding non-compliance issues in UCSSO's Compliance Plan and Quality Improvement Plan. UCSSO RESPONSE: No technical assistance was provided UCSSO at this August 17, 1995 meeting. When asked how UCSSO could possibly come into compliance, Joan Sparks merely stated "I don't know. This is serious." (See Exhibit CC) p. August 30.1-995 GRANTEE ACTION'TAKEN: Meeting with CAO, CSD and UCSSO Board of John Kersey, ACF MSSO Appeal to HHS October 31, 1995 Page 27 Directors and staff regarding out-of-compliance issues. Outstanding 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. UCSSO RESPONSE: Grantee provided no technical assistance to UCSSO at. this meeting. The purpose of the meeting merely was to advise the UCSSO of the grantee's decision to not renew the UCSSO Contract for 1996. (See Exhibit DD). V. UCSSO's CP And QIP Were Subjected To Harsher Scrutiny Than The Pians Of Other Delegate Agencies The Grantee Singled Out UCSSO For Punitive Treatment And Did Not Offer It A Fair Oonortunity Through Cooperative Interaction To Come Into Compliance With All ARQlicable Federal Regulations.* UCSSO further appeals on the ground that the Grantee 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 Grantee accepted the Compliance Plans of other delegate agencies which were not responsive to the federal review findings of non-compliance. UCSSO answered and responded to 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 Grantee, fails to respond to two identified noncompliance issues: OSPRI No. 185 and OSPRI No. 187. In contrast, UCSSO had identical findings 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 John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 28 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 plan 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 was general classroom observation and assistance in developmental screening and met with consultants during this time frame on the mental health program. First 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 the Grantee 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) John Kersey, ACF UCSSO Appeal to HHS October 31, 1995 Page 29 VI. CONCLUSION For all the foregoing reasons, UCSSO respectfully requests the Responsible. HHS Official to uphold UCSSO's appeal, nullify grantee's decision to not renew UCSSO's contract to act as a Head Start delegate agency for 1996, and award UCSSO a contract to act as a delgate agency for 1996. 1 Arnold Flores October 31, 1995 Chair, Board of Directors chard Lujan xecutive Presi nt o a Thornton Head Start Director a 350 CAM 61t 01 41DARD OF SUPERVISORS Contra ;M: t Costa 1phll Batchelor, County Adminintritor .September 12, 1995 County OJECT; -Status of Head Start Contract Compliance with Bayo Vista -Child Family Center, Inc. and United Council of Spanish Speaking CCIPIC'R1QU6STP)QRR40OMM%NCATION(*)&BACKOROWRO AND JUSTIFICATION RSCOMMENDATIONS: 1 ACKNOWLEDGE the value and necessity to parents and children of the Head StArt Program and the Federal letter of August 24, 1993 to take actions necessary Lo remedy any compliance iasues that jeopardize the program. 2. ujtkain that Bayo vista Child a ramlly 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, 1993. 3. NOTIFY United Council of Spanish Speaking Organizations (UCSSO) tnat, because of failure to perform as a DelegaLe Agency, including its non-compliance with Federal rules and regulations, the County will"not renew its contract with UCSSO for 1996, and tftat UCS5018 application to provide Head Start services for 1996 will not be considered. 4. DIRECT staf f '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._ :,--'1'VEOONATTACHMENT: x YES SIGNATURE; ,G�vC OTHER C. APPROV90 AS ANCOMMI[NORD Post-ft-brand fax transmittal memo 7571 TO Fr" 0apt. Phan#0 FIX 0 VAX-7- )!E Of SUPEAVII-DAS I HEREBY CERTIFY THAT THIS IS A TRUE AND OOAACCT COPY OF AN ACTION TAKCH (YES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT: ABSTAIN: OF SUPERVISORS ON THE OATS SHOWN. r;ntacl: PHIL BATCHELOR.CLERK Or THE BOARD OF .;GC tAST PAGE 0VfCMV'ZOn&AND COL104TY AOMINISTnATon ey OCPVTY MOW a-U WIVIt 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 Centra Costa County, the Grantee for Head Start, was informed by ti}e Federal government on Auguet 24, 1995 that when any Delegate Ag,,pn&y such as Bayo Vista or UCSSO is Out Of compliance, then the Griantee is out of compliance thus jeopardizing services to children arra families for the entire program (Attachment A) . Since the Grantee was unable to certify compliance of all delegate 47,ancy subcontractors on August 17, our requOut for certification o f*1 the Head Start program by the Federal government was rejected on Aw,Rust 24. A Head Start Grantee is required to ensure 'that all delegate agencies comply with applicable Federal rules and regulations. we CtgrinUt allow d delegate agency to fail to correct deficiencies without being subject to charges• of inadequate oversight. The Fe;deral government has asked that we submit documentation that all pacts of our Hand start program are In compliance or Indicate actions we are taking to remedy this situation with7o—ut further deli ay. Tq,phnical Assistal2ce and Training for Delegate Agencies and GOP ud!,ring the Federal Review Exit Conference on January 27, 1995, Co,nmunity Services Department staff compiled detailed notes and airdio taped the c9mments of the review team which were distributed to, all Delegate Agency and Grantee operated Program (GOP) dixectors. This was done to begin taking action immediately rather tNAn wait for the written domments detailing non-compliance contained in Federal letter that arrived on May 17, 1995 (Attachment B) . Bil-monthly meetings were held with all directors beginning in Fe(bruary and continued up to the Federal due date, (August 15) for .the Grantee to certify that all components of the program were in cappliance. Te,chnical Assistance and County staff advice was offered and p'novided to every Delegate Agency and GOP director to assist them wiiLh their responsibility to ensure compliance with Federal rules and regulations. Six separate consultants were engaged to assist on specific non-compliance issues for the Delegate Agencies and the cap. 4r Boyo Vista Child & Family Center, Inc. Ba'jyo Vista Child & Family Center, Inc. Board of Directors have sttbmitted documentation which supports their compliance with all nq.n-compliance issues identified In the Federal Review of January 23�-27, 1.995. They state in this letter that the Bayo Vista Board will schedule as part of their regular agenda specific oversight of tljo compliance and Corrective Action issues (Attachment C) , in actdition, the Board has committod itself to a through review of the 90peral management of the agency. A% a result of the documentation submitted on Soptomb6r 6, 1995, tq-o Grantee is able to certify Bayo Vista as being in compliance w 4 Federal Rules and Regulations. Dup to the inability of UCSSO, to corxoct the serious contract deficiencies and its failure to come into compliance with federal rales and regulations, the agency has left the Grantee no choice bqt to first racqmmond non-renewal of ito Head start contract far 19,06. -2- Tk%is recommendation is made after ropoatod attompts to not only assist the agency but offering two extensions of time to bring VVeir program into compliance. The County Administrator first met witth the UCSSO Board Chair and staff on August 7 to discuss the i1portance of compliance and cooperation. UCSSO was given an oRportunity to correct and resubmit their compliance plan by a 5 August 15th deadline. They did not. Orr August 17th UCSSO requested and received Technical Assistance regarding the e9sential elements of their plan* that needed at}tendon. UC3301a plana were rejected in Corrective ,Ration ]Notice #1 on August 17th resulting in the Grantee's inability to certify USao being in compliance with Federal rules and regulations for H�pd Start. Du;e to the seriousness of the situation, the County Administrator meet again with two UCSSO Board Members and staff to understand thjeir concerns, pn August 30, UCSSO was granted a second extension c7t• Lime to provide a formai plan of action .and evidence of compliance by September 6, 1995. UC;SSO made an ef4ort to respond with two detailed plans, one'for Cp)npliance and the other for Quality improvement. The plans were thraroughly reviewed and analyzed (Attachment D), but do not contain suttficient eevidenue3 to allow the Grantee to certify that all non- c4pliance issues have been corrected. Uri the 42 UCSSO nqn-compliance issues listed in the Federal Report, 16, are now in compliance but 26 remain out of compliance, which in;.-iude major deficiencies in the essential areas of shared de,wision making accounting and administration (Attachment E) . UC'SSO has received a total of five corrective action notices. Only o4a has been resolved (by rescission) . of the four remaining, one hays a major implication for the entire Head Start program since it involves the Board of Directors' inability to be in compliance with Fq;:1eral rules and regulations as detailed in the May 17 letter from this Regional Office of bead Start. UCBSO's inability to document its compliance is the reason the GriAntee is unable to be certified. 'estioned and Disallowed Costs while we appreciate UCSSO's cooperation in adhering to the re{payment schedule agreed to on July 19, 1995 for the $21,150 of d.�sallowed 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 top unauthorized closure of a classroom intended for use in its summer Head Start program with a special $24,922 grant. we have a cgntinuing concern in this area duo to the agency's continued acrfoounting and audit deficiencies. RR 'imbursement Demands IQ spite of our attempts to provide technical assistance to UCSSO regarding fiscal administration, its monthly demands for May and Jgne reimbursement of Head Start expenses could not be processed ugtil September 0, UCSSO failed to submit adequate documentation under the pre-audit system. Further, their demand for July rgimbursement, due August 20th, has not been received. County staff has invested an enormous amount of time with UCSSO's ao:countant and independent auditor to develop adequate accounting sy,stems, procedures and documentation. Inadequate fiscal ad inistration and oversight jeopardizes program services to fa,milies and children. 2gnstitution of UCSSO Board 4d,SSO bylaws call for a vino-mombor Board of Directors but has boon functioning with only five seated members. One of the five is a vgting member of its Local Policy Committee and of the Grantee's -3- W,550-S-WhIfUr A Potlicy Council which violates Federal rulos and regulations. The apparent lack of a full Board of Directors raises significant gik$stions regarding the ability of the agency to have a policy- ma!king body that can carry out the fiduciary responoibilities and oversight required for a Head Start contract. UqSSO Rectueat for County Procedures Pe?r UCSSO's request for copies of County procedures, County Agditor-Controller Ken Corcoran and Community Services Diroctor Jean Sparks have provided access to any available accounting, AAnnin.g and purchasing procedures upon which to "model" the agency's procedures. W!dle we have accpmmodated this request for our procedures, we are ugolear what relevance they have to UCSSo. The County govornmont is a subdivision of the State of California and responsible for a v4riety of programs and funding sources, while a community based ur..ganlzation has a far more limited scope of responsibility. S4EMar Despite repeated attempts to provide technical assistance and s�pport and work cooperatively to correct UCSSO's deficiencies, s rious problems remain unrumuived. The cumulative impact of UOSSO's uncorrected conditions now endanger the Grantee's entire Head Start program and action by the Board of Supervisors is ngeessary to avQld jeopardizing the entire grant program and se';rvices to children and families. . C ntact: Scott Tandy 646-4087 c : County Administrator Community Services Director Auditor-Controller County Counsel Bayo Vista Qhild a Family Center, Inc. UCSSO A 09-13-1995 09 54AM CONTRA COSTA HEAD START 1 510 646 5551 P.01 Community Services DepartmentConfira � l0Lkve'or=ent•sr4-uvv4 Community Action 646-5544 Con}rte mice 374-3994 A iration J to Food Head Std 6y48-gyp 24 so Lane,Suite 120 Housing and Ener Con ord, California 94520-4830 on 646-5756 (510)646-5544 County Human Services Advisory Cpmrnisa;on _ , Fax,(510) 646-5551 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([JCSSO) 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 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 cc: Board of Supervisors County Administrator County Counsel Damen Cali, Acting Head Start Program Manager Head Start Policy Council John Kersey, Administration for Families and Children UCSM ANALYSIS OF UCSSO'S COMPLIANCE PLAN OF SEPTEMBER 6, 1995 IN RESPONSE TO FEDERAL REVIEW LETTER OF MAY 177 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 I-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. TIzis response did not address the non-compliance issue. 0028 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. _@WON S 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 t This response did not address the non-compliance issue. l #075 Same as #073 �t #076 This agency did not address this issue. `n f-N" There is no response to this issue. NUTRITION- #106 In Compliance #108 In Compliance lip SOCIAL SERVICES: #118, #123, #125, #126 In Compliance PARENTINVOLVEMENT; #133 The implementation plan of the 1-30 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• #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, t t This response does not address the non-compliance issue 0 #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 N0 �ON: 185,M4187, 4189, 4194, #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. bit A 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: Awk#217,#318,#219, #224,#226, #247,#248,#252 Were not addressed in the Compliance IWIan, were however addressed in the Quality Improvement Plan. The analysis of this plan is in the attached document. tA e.560 Mh I Ib4 A OSPRI FINDING # 185 ACF Finding: UCSSO lacks written planning procedures. Proposed Completion Date: October 1, 1996. CSD Review: DA response not acceptable. 0 .SPRI 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 Cpmpletion Date: September 29, 1995. GSD Review: DA response acceptable with conditions. OSPRI FINDING # 195 - Y t AGF 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- 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 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 269s for the budget period. -3- trlt��i'.� • ��hi#ai� .4 Proposed Completion Date: September 9, 1995. CSD Review: DA response not acceptable. QSPRI FINDING # 226 ACF Finding: Previous audit deficiencies have not been corrected. Proposed - • Completion t Date: November 30, 1995. CSD Review: DA response not acceptable. 4SPRI FINDING # 247 ACF Finding: Accounting records not set up to identify CCFP expenditures as budgeted. i Proposed Completion Date: January 31, 1995. CSD Review: DA response not acceptable. QSPRI FINDING # 248 ACF Findinq: 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. t 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 t t TOTAL NUMBER OF UCSSO RESPONSES ACCEPTABLE: 5 TOTAL NUMBER OF UCSSO RESPONSES UNACCEPTABLE: 11 -6- MOW � EA1 bI+ A r - County AdministratorCaClt�a Board of Supervisors Tom Powers inistration Building tst DistrictCo Smtret, 11 th Floor Jett smith n l � Martinez,California 94553-1229 aunty � � - "" 2nd District (510)646 4080 � 1" C (��:J =AX: (510)646-4098 Gayle Bishop r ew 3rd District 3hil Batchelor Mark OeSaulnier county Administrator 4th Ocstrict : Tom Tortakson �` Tz 51h District y rt •4 7t-`!ice •Y September 25, 1995 Arnold D. Flores, Chairman UCSSO - Board of Directors 837 Arnold Drive, Suite 100, t t Martinez, CA 94553 ,gix,��aC e Dearores: 4kis letter is in response to your letter of September 22 1995 re uestinigtechnical assistance and clarification of the appeal process. - 1 . While I believe that sufficient "written notice" was provided via fax of September 13, 1995, 1 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. Regarding the appeal process to the grantee and HHS, as you can see frorn 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 infonnation on August 28, 1995, .loan Sparks has assured me that she has provided you with all the available documents on the issues raised in your request. However, I have asked Joan Sparks to contact you and detennine if there are any other materials or documents you might want. UCSSO should consider this.letter as part of our technical assistance. We are prepared to offer further technical assistance in response to any specific requests. If I can be of further help, please contact me. Sincerely, r -`//"� SCOTT TANDY Chief Assistant County Administrator ST..-sr ` cc: Board of Supervisors Joan Sparks County Counsel g 1303.20 45 CFR Ch. X111 (10-1-94 Edition) graph (g) of this section, those stipu- Subpoda;C.k�psots by.-Currenr of lated in a prehearing conference or PrcdP00 fVs:061egc djaAgenc18s those agreed to by the parties. : (d) In addition to ACYF, the grantee, 13Q.4: �"" " Znzsur and any delegate agencies which have a ?Se$t. �' P e �l+e 8en- right to appear, eie +cuFesctlolOtlDe�t lliti3n, the presiding officer y may permit the participation in the flWiff";6 18tion s�Aftp�`i'�on or aciL proceedings of such persons or organa- nations 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 fP 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 Flo 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• applicant'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 within ten work days after receipt of 46. cant intends to contribute, and the ne- �•. cessity for the introduction of such evi- the-notice. If a grantee fails to act on . dence or arguments. tie application by the end of the 30 day {f} The presiding officer shall permit period which grantees have to review or deny such participation and shall applications, the current or prospective �= give notice of his or her decision to the delegate agency may appeal 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)rA grantee�mustmotijrym��,deleg*e vioualy denied, the presiding officer agency in:waiting,af;ita�tecjsiap„�:.:t�r' may subsequently permit such partici- :d �g eAt lththe.-delegste pation if, in his or her opinion, it is ag'eriCy," Yplalning�the�rieas r� t warranted by subsequent cir- �� . dbcisfan'AaQathaCr,tkie.-delegate.�age�c3' cumstances. If participation is granted, writhe night_to. appeals:thedecii,9�? t° the presiding officer shall notify all tltegiprk_ aYB•a-fir parties of that fact and may, in appro- priate cases, include in the notification (d)-ThB grantee.-ha820=days,xorre�rle a brief statement of the issues as to the;mitten•,appeal-a.nd_Ll�asue.,j�s de ii- s which participation is permitted. slari:ii` 'he''” l gra'3�`tee�'sustains��ts•$artier (g) The Departmental Appeals Board termination--of.,-.a .;award:;or_Lf is„FeJSc" will send the responsible HHS official, tion:of:,an application,':the°'current nr the grantee and any other party a no- prospective:delega.te 'agency::then,nW Lice which states the time, place, na- appW-:1 dncwrlting =;to;�the�.responsib)e . tore of the hearing, and the legal au- HHS soffleial: fihe:appeeal%mW3t.be sUb' thority and jurisdiction under which mitted-to the:responsible HH.S..officisl he hearing is to be held. The notice withiri'•ten'work-dagg�:after ithe,receipt W ill also identify with reasonable spec- of._.the�grantee's�final..decision. The ap- ificity and ACYF requirements which peal mus£~fully $et;forth the g?ound° the grantee is alleged to have violated. for<thwappeal. The notice will be served and filed not (e):A•grantee may riat'reject-the 'LP* : later than ten work days prior to the plication,:or,.:,termivate -the -operation. 4'i hearing. of a,delegate agency on.the.basis of,de" ' - a 303.22 45 CFR Ch. Xlll (10-1. 94 Ediflon) (2) An informal meeting must be re- will arrive at his or her decision by Y. quested by the current or prospective considering: 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 HHS official. If none of the (2) The application of the current or parties requests an informal meeting, prospective delegate agency; the responsible HHS official may hold (3) His or her knowledge of the grant- such a meeting if he or she believes it eels 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- p wishes to oppose a request for a meet- event by the responsible HHS official. ing it must serve its opposition on the responsible HHS official and any other =zDecision�:ons-.,appeej;�t:ritvor x party within five work days of its re- of�satee,, ceipt of the request. (a) If the responsible HHS 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 : cieq must be submitted to the respon- to remand the matter back to the Bible HSS official within ten work Jaya grantee. of receipt of the materials served on it (b) The grantee's decision will be Bus- by the current or prospective delegate twined unless it is determined by the agency in accordance with paragraph responsible HHS official that the Wt of this section. The grantee must grantee acted arbitrarily, capriciously,e a copy of its response on the cur- or otherwise contrary to law, regula-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- a_ or grantee is located for holding the in- days of the receipt of the materials. Q- 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. s tunity to reply in writing to the writ- ten statement submitted by the other 41303:23 Dedisioti on'appeal::inzzfsVr - party. The written reply must be sub- of'the;curmnt or-prospect ve.de e- r matted to the responsible HHS official gat6mgeiRc'- =f R ithln five work days after the notifl- (a) The responsible HHS official will r: cation required by paragraph (g) of this remand the rejection of an application - section. If a meeting is not to be held, or termination of am agreement to the notice of that fact shall be served on grantee for prompt reconsideration and the pasties within five work days of the decision if the responsible HHS offs- x. receipt of a timely response to such a cial's decision does not sustain the west or the expiration of the time grantee's decision, and if there are submitting a response to such a re- sues which require further development quest. before a flnal decision can be made. (i) In deciding an appeal under this The grantee's reconsideration and deci- section, the responsible HHB official sion must be made in accordance with ;= 224 a: • ;,et�s S� ..��hi��Ti�. J' ct .x :mfof Human Development Semites, HHS §1303.21 :x 'ect8.pr--deffdien:ci�s-In-.aherEdpiliraIJ n leged defects and deficiencies in the )r'in��je t;&tt'on,%oV tbW--4=grarn delegate agency's application or in the :. avitl�btit first: operation of its program prior to the• (1)P,NotiOlnS e,�delieg8U,Vg4lic j of grantee's rejection or termination no- %e,Aefeets ddefI6ieneies; tire; ;L (2):'ProviYtd ?�.�'art#ch- (2) Whether the grantee provided the ni�sl assistance; 1b, We delegate agency reasonable oppor- ficlerici'es61b %"ti ��the�.dele- tunny to correct the defects and deft- - gate age�d ciencies, the details of the opportunity (3) Giving the.dei@gvkA90RCYAhe--D.p- that was given and whether or not the DortuniMAO-- &IC YApPrOp MMAC- grantee provided or provided for tech- tionsA,( nical advice, consultation, or assist- x (f) An appeal filed pursuant to a ance to the current delegate agency grantee failing to act on a current or concerning the correction of the de- prospective delegate agency's applica- fects and deficiencies; x tion within a 30 day period need only (3) What steps or measures, if any, i ,ontaln a copy of the application, the were undertaken by the delegate agen- late filed, and any proof of the date the ey correct any defects or deft-t x r=tee received the application. The : frantee sha11 have five days in which ciencies; 4 respond to the appeal. (4) When and how the grantee noti- f (g)FFailurectosappealtAp40a *ee fled the delegate agency of its decision; ; -egasdiz,•.ta decisWnato=ejeztr.4Lni�Mp- (5)Whether the grantee told the dele- %cg`t �n' iYII7a�agne�arrsen ::or gate agency the reasons for its decision , o"=B�GZt 3r FliopU. hall and, if so, how such reasons were com- `n.ppehi `;fflrexespQusibl@S municated to the delegate agency and A- what they were; :5i (6) If it is the delegate agency's posi- s 1303.21; .Proceduz ea;zdor, p i",t �.�y tion that the grantee acted arbitrarily currents.=:?o t,gprospexctive ;adee1. g� or capriciously. the reasons why the agenclea:,to.;thea�es pxibl�".I S::.`W- Scia1 from;tien"I' b`� arJmtases 1lif�an delegate agency takes this position; f...r.. and applicativia.. b "AMMwi an application. (7) Any other facts and cir- (a):Any curren>;:.ora prosDe�tixe.,dele- cumatances which the delegate agency 'ate a ; ;zhat;:As dsatis2e �,wth believes supporta its appeal. s- �^" ° .N` (c)Tltia grantee ma3snbmit a written he:-decision;,,Yq :�; ,rgnfee� �aaer�d ,,. .,� .r ,, ,•mak. ..., oder 1 130320=iriaq.tPpea1`�o::: e re- r�BPhn" eto`the:apPdal oi' prospe6tve possible HHS ofIIcial svhose:.�decision delrgate"�,4ta.cy: It�nay• h so submit 3 YLnal'and.n�ot appe.alat�le._to Ghe-tom- additi in" rmat3 n which,. it %e`;.. 9 iisdfoner; ACYF. Such an appeal must lievea�evanf. ff�supportivt`� fits, ' e in writing and it must fully set position- X: Orth the grounds for the appeal and be (d),In the•ca.se' of an appeal by a d@le- aeompanied by all documentation gate�ageney;•the-grantee. ,must submit sat the current or prospective dele a-written statement to •thexesponsible ate agency believes is relevant and IM Afiicial.--responding,to the._items apportive of this position, including specified•= nparagraph (b) of this j§ec- U written material or documentation tion:-;,The grantee must include, infor- ibmitted to the grantee under the mation.}Ahatweaplains- At--_-acted - -ocedures set forth in §1303.20, as well properly..in a?ing .at its .decision,or 3 a copy of any decision rendered by In`'fling-to-act.;:•and anyl other<facts ie grantee. A copy of the appeal and and-circumstances .which...the grantee 11 material filed with the responsible believe�"supports�it�•position. MpMcial must be simultaneously (eX1) The responsible HAS official AW on the grantee. may meet informally with the current Cb)-In .providing::.the-,cigfon. Vie- or prospective delegate agency if such tired%byparagraph;(a)of this ection, official determines that such a meeting legate agencies-, us foFth: 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. EAA�f A § 1303.20 45 CFR Ch. X111 (14-1-43 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, 1303.24 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-an application, may permit the participation in the failure to act on an application or proceedings of such persons or organi- termination of a grant or contract- nations 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 vtholly 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 st'a'tement of the reasons for the deci- applicant'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 dence or arguments. the application by the end of the 30 day (f) The presiding officer shall permit -period which grantees have to review or deny such participation and shall applications, the current or prospective give notice of his or her decision to the delegate agency may appeal to the applicant, the grantee. and ACYF, and, grantee, in writing, within 15 work in the case of denial, a brief statement days of the end of the 30 day grantee , of the reasons therefor. Even if pre- review period. viously denied, the presiding officer {c) A grantee must notify a delegate agency in writing of its decision to ter- may subsequently permit such partici- urinate its agreement with the delegate pation if, in his or her opinion, it is agency, explaining the reasons far 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 earjier (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 &p- later than ten work days prior to the plication or terminate the operations hearing. of a delegate agency on the basis of de- ft 222 ---- --- 44 Office of Human Development Services, NHS §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- tunity to correct the defects and defi- 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 provided for tech- tions. nical advice, consultation, or assist- (f) An appeal filed pursuant to a ante;to the current delegate agency grantee failing to act on a current or concerning the correction of the de- prospective .delegate agency's applica- fects and deficiencies; tion within a 30 day period need only contain a cagy of the application, the (3) What steps or measures. if any, were undertaken by the delegate agen- date filed, and any proof of the date the 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 fled the delegate agency of its decision; regarding its.decision to reject an ap- (5)Whether the grantee told tlae 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 eom- bar any appeal to.the responsible HHS municated to the delegate agency and official. . what they were; J 13=1 Procedures for a (6) If it is the delegate agency's posi- tion by tion that the grantee acted arbitrarily current or prospective delegate or capriciously, the reasons why the agencies to the nsible EMS of- delegate agency takes this position; ficial from denislsy grantees of an 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- accompanied by all documentPLion gate agency, the grantee must submit that the current or prospective dele- a Witten 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 iAcsso - Exhibif �t (A) UMTED COUNCIL OF SPAMSH SPEAMNG ORGANMATMNS9 NCO B Y LA",AU" S 837 Arno0d Drowe, Sults it 00 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 purpost 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 hat 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-lone (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 or 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 so 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 3.0wp95 PAGE 4 ale IEW%b�* 13 Pt. 1344. App. B 45 CFR Ch. X111 (10-1-93 EdMon) other anti-poverty programs. helps bring 4. WORKING WITH THEIR. CHILDREN 1N 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- Head Start program both at the grantee taged child and his family. level and the delegate. agency level. Every Project Head Start must continue to dis- cover new ways for parents to become deeply 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 1. Parent Participation in the Process of begin on a simple level and move to more Making Decisions About the Nature and complex levels. For other parents the move- ment will be immediate, because of past ex- periences. into complex levels of sharing and Head Start Policy Groups giving. Every Head Start program is obli- a. Structure.The formal structure by which gated to provide the channels through which parents can participate in policy making and such participation and involvement can be Pate 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 creature eperiencekfor 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- L Head Start Center Committee. This eom- 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- committees. tion and involvement in Project Bead Start. 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. PARTICIPATION IN 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 Organization Composition t.Head Start Center Committee.................................................. 1.Parents whose children are enrolled in that center. 2.Head Start Policy C:"mmittee(delegate agency)..................... 2. At least 50%parents of Head Start children presently en- rolled in that delegate agency program plus representatives of the community., 3.Head Start Policy Council(grantee) ........................................ 3. At least 50%parents of Head Start children presently en- rolled in that grantees program plus representatives of the oommunity 2 Representatwes of the Community(Delegate Agency levet):A representative of neighborhood community groups(public and private) and of local neighborhood cammunrty or professional organizations,which have a concern for children'of bw income families and can oontribute to the development of the program.The number of such representatives will vary depenockv on the number of organizediOn3 which should appropriately be represented.The Delegate Agency determines the oompashion of their committee (within the above guidelines) and methods to be used in selecting representatives of the community. Parents of former Head Start children may$erve 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 case,however. should representatives of the community exceed 50%of the total committee. 238 tA CSSa - 'x + ►'rf- 13 Office of Human Development Services, HHS Pt. 1304,-App. B 2 Representatives of the Community(6ranfee Agency moi:A reomsertative of major spenciesp� ciao o private)and major . Col. civic or professional organizations which he"a concent for chil*w of low income knu les and can contribute to the program.The number of such representatives wi vary,deper ft on the number d waankmftu which should approfrciataty be represented.The applicant agency dere nkm the eomposifion of the council(withk the above guidelines)and the methods to be used to seiec"r+epresentallm Of the COMMUhity.Parents of tomher Meed Stmt children may serve as reprasentatives of the community on grantee agency policy croups.AN nes of the commhnUy selected by the agency must be awroved by sleeted parent members of the committee.in no case,thohvever,00A mmsentako"d the community exeeed so%of the total cammrttee or council. Special Notes negotiate for additional functions 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- U dren currently enrolled in the program, tions as may be called for by HRS policy. It is strongly recommended that the Questions about this should be referred to community action agency board have.rep- your HHS regional oMee. resentation from the Head Start Policy (1)The Head Start Center Committee shall Council to assure coordination of Head Start carry out at least the fallowing minimum re- activities with other CAA programs. Con- sponsibilities: versely. community action agency board rep- (a)Assists teacher, center director. and all resentation on the Policy Council is also rec- other persons responsible for the develop- ommended. meat and operation of every component in- 3. It is important that the membership of cludin8' curriculum in the Head Start pro- policy groups be rotated to assure a regular PILm- Influx of new ideas int4-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. t(o)Plans. activities s.and Participates in in- 4. No staff member (nor members ) their formal as well as formal programs and ac- families as defined in CAP Memo 23A)of the tivities far center parents and staff: applicant l delegate agencies shall serve on (d)Participates in recruiting and screening the council orb rs may a to a voting meetincapar-gs of center employees within guidelines estab- ity. Staff members may attend the meetings lished by HHS. the Grantee Council and of councils or committees in a consultative Board, and Delegate Agency Committee and non-voting capacity upon request of- the �� .uncal or committee. (2)The gp Start Policy Committee. Chart B ��ery corporate board Polis ng a Head outlines the major mansgement functions Start program must have a Policy Commit- connected with local Head Start program ad- tem' or Council as defined by HHB. The coo- ministered by delegate agencies and the de- Council must not be one and the same. gree of responsibility assigned to each par- 6._-3F6licy 4roups far­summer fe`agrams tdcipating group• present a special problem because of the dif- In addition to those listed functions, the ficulty of electing parent representatives in 7wo-sirganizations. timesem'advance. Therefore. the policy group far one erve as a link between public and pri- summer program must remain in office until the grantee Policy Coun- its successors have been elected andN taken cil. the_Delegate Agency Board of Directors, office. The group from the former program and the community it serves. should meet frequently between the mad of (b) Have the opportunity to initiate sug- gestionsthe program and the election of new mem- nand ideas for program Improve- the and to receive a report an action bers to assure some measure of program con- taken by the administering agency with re- tinuity. These meetings should be for the gard to its recommendations. purpose of(a) assuring appropriate follow up (c) Plan, coordinate and organize dgeacy- of the children (b) aiding the development of wide activities for parents with the assist- the upcoming summer Head Start program. anoe 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- pin. 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 organisations, and assist in the mo- expertise of those parents who have pre- biliaation of community resources to meet viously served should be used whenever pos- identified needs. sable. (f)Administer the Parent Activity funds. e. 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- 0,4fibit Community Services Department Child Development 374-3994 Contra CommuntY Action 313.7363 Administrationod Service 374-3850 1220 Morello Avenue, Suite 101 Costa Food Start 646-5540 Aa9ft,California 94553-4711Energy 646-5756 51 -7350 CountHousing and y PATHS 427-8094 :ax: rO)313-7385 loan V.Sparks, hrector n. August 18, 1995 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. Directive Action Notice Number One=(ReNcinded) 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 $25,000 grant will be discussed and-a payment plan developed. Affirmqtiva A minn I c Contract For Accounting-Ser yj= Through our discussions of August 7, 1995, we learned that UCSSO did not employ an open competitive bid process before selecting the CPA firrn of Carathimas,Bohren& Company for proposed accounting services.Review of the Federal Regulations appears to indicate that a lack of a competitive bid process may present a problem,given the existing Grantee contract. Further, it is the Grantee's position that the CPA's proposed services to UCSSO as both an independent auditor and as an accounting service provider is a conflict of interest We agreed to continue discussions with Mr. Carathimas regarding his services as both independent auditor and as a staff accountant. Once we review the scope of work for his accounting services,we will continue the Technical Assistance to UCSSO. In response to your memorandum dated August 17,on August$, 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 ol 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. S u am axy 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. UPAS WIWOO Vit 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 t 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. 0 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 at 313-7350 if you have any questions regarding this matter. Sincerely yours, (/Oan Sparks, i Director cc: Board of Supervisors Phil Batchelor, CAO Scott Tandy Head Start Policy Council County Auditor-Controller Daneen Cali, Head Start Acting Program Manager Co t l w.,.aSencr May 31, 1995 1'.• �: } Admini"strativeofces JUN 0 2 1995 O 837 Arnold Dr..Suitt 100 a 1� Martinez.CA 94557 (510)229-2210 1 Fax(510)229-0309 ' Joan Sparks, Director Community Services Department Community centers Contra Costa County C3 837 Arnold Dr:,Suite 100 1220 Morelia Avenue, Suite 101 Martincz,CA 94553 (510)229-1600 Martinez, California 94553-4711 C3 157 9Ut•svect Richmond CA 94804 (510)2s2-6050 - Dear Joan: o sot Railroad Ave.. Pittstiiirg.GA 94565 -We greatly appreciated yester`day's meeting called by Scott Tandy that will allow (s101439-7515 us to address-the issues-raised with greater clarity' We feel that this additional o 120 oak street .-insight will enable us to more comprehensively? meet your requests as outlined:in `BEentwood,CA 94513 your memo:of May 4;,1995. Consequen#z , we have not.been able-to meet the . 1t510)634'6144 initial time .frames outlined in your original letter. ..We apologize fof-the delay .and are requesting-aft' extension,to respond to'some of the findings.. A�rive office Finding No:"One ' ci .120 oal'street -As we explained'ih yesterday's meeting, Mr.. Amador-has been providing various Brentwood C}A 94513 co Fax for projects for-the UCSSO over the : ast three . `ears His (510)146-2060 P 1 P Y, ,. . Fax(510).516.0762 most recent shities have evolved to acting.as an.interim bi'rector of Operations-for the agency.. -:When.our CPA left last.August;-Mr. Ariiador'was.directed_to:assume the oversight of the -fiscal"operations -for:-ninetyI.days:and-.'given. the task .of Nutrition Programs reorganizing and the responsibility,for supervision of the fiscal•department We' O 106 Village Dr. r Brentwood,CA 94513 agree that protocol-may riot have been followed in*drawing up a specific contract (510)634-5040 to render these-services biven this short period of time. We sari do that.now and have it retroactively approved by our LPC and Board of Directorsas su_�_ by ,t your staff. However,.we need an extension of`time to prepare and.schedule,this Private Industry Counclmatter•for the I.PC meeting and our`r-egular scheduled board.meeting of June rrPA 120 oak Street 28th. After these meetings we can more fully answer the 4uestioris 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 to-the Head Start`program throughout 1994.. This staff position was included in Head Start's staffing pattem.irr•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.$5 was charged to the program and -not $13,213. We-are reclassi this ex ense as salaries 'and fringe rather than contractual services and-:requesting approval for this sta c ange per Pe5so - EMMUlte- 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 LPC 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 staffs suggestion that pro bono legal services, perhaps through a board member, could augment and keep legal expenses to a minimum. Upon—itour---staff s recommendation we are. tka line-item V increase for these legal services. e ln=���� Finding No.. lour 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 statemenv.0, detailed breakdown of our administrative expenses. On May 26th Vk* hafid delivered copies of our payroll detail for the months of March and ApIlt. 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 willingnessito 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, q a ado- I Richard S. Lujan Executive President attachments cc: Daneen M. Cali, Acting Head Start Program Manager Donna Thornton, UCSSO Head Start Director Arnold Flores, UCSSO Board Chair Desiree Smith, UCSSO LOC Chair Scott Tandy, County Administrator's Office Community Services DepartmentChild Development 374-3994 Contra Communty Action 313-7363 Administration Food Service 374-3850 12JWorello Avenue, Suite 101 Costa Head Start 646-5540 W Housing and Energy 6445-5756. 1W ,,California 94553-4711 County PATHS 42,7-eo94: (5 -7350 Fax: (510) 313-7385 Joan V.Sparks, Director cairn 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$9,8,80 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 AV'rie SU 00 e.jtwt tAt do Given the informationprovided 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 bnd,Supplemental for 1994 did not provide fora"Difector 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. A copy of UCSSO's procurement procedures updated for 1995. ssa• �n��►�#` C• FLinA—inzNumber J c�e Q�. cc Accounting rv'�e 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 ACE 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 antount of Am&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. ,Einding 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. *aragraph five of the Special Conditions sectio4 of UCSSO's 1994 Head Start.contract states that any purchase of equipment over$500 must be approved in writing in advance R 3% -- RAWt U - ewo by the Grantee, and if applicable, the Administration for Children and Familiesbeforethe use of Head Start funds can be authorized. The Federal Office of Management and Budget's Circular A-I 10 defines the acquisition of equipment as "the net invoice price of the equipment, including the cost of modifications, attaenments, 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 appeara6ce that"supply"type items were being acquired in accordance with thecontractinstead 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 lesubmit 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: All Head Start expenses, contracts and grants. 2. The financial management of Head Start contracts. 4 u l.S - �rt�'�� 3 The use of Head Start budget as a planning and management tool 4. Shared Decision Making between the Board and Local Policy Committee. 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. I A copy of your agency's Local Policy Committee and Board of Director's approved 1995 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. eA list of all Head Start purchased equipment,prepared in accordance with Federal liules 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, dJoan 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 Lujar4 Executive President Donna Thornton, UCSSO Head Start Director UCSSO LPC Members tit E S�� ® fit hid►a�- � . 46718 - Federal Register f Vol. 57.No.197/Friday.October 9.199Z /Rules and RegulationsrAW TMENT OF HEALTH AND conduct.and direction of local child is enrolled in Head Start as either N SERVICES programs, a three or a four year old.he or she is to In fiscal year 1991.Head Start-timed• remain in the program until kindergarten Administration for Children and 5t1?.3Z5 children through a network of or first grade is available to the child in Families approximately 1.340 grantees and 620 the child's community,except when delegate agencies.Delegate agencies there are compelling reasons for the 45 CFR Pati 130S have approved written agreements with child not to remain in Head Start This RIM 097t?-A8t)2 grantees to operate Head Start would in most instances.prevent a prograns. child from.being enrolled as a three year Head Start Program While Head Start is intended to serve old but not served at age four,as is primarily low-income children and their possible under current regulations.—his AGENCY.Administration on Children, families.Head Start's regulations permit rule would also draw attention to the Youth and Families(ACYF), up to 10 percent of the children in local importance of grantees carefully- Administration for Children and programs to be from families who are weighing the need for more than one Families(ACF).Department of Health not low-income.The Act requires that a year of Head Start services when and Human Services(HITS). minimum of 30 percent of enrollment + making decisions to enroll your-Ser Ft-tal rule. opportunities in each S:ate be made children.since serving a child fc:rna:e available to children.with disabilities. than one year means that another ch;*.d SUMMARY:The Administration on Such children are expected to will not have the opportunity for a Head Children.Youth and Families is participate in the full range of Head Start experience. amending 45 CFR part 1305 which Start activities with their non-disabled Under current reg•.iations.when dere gavens eligibility requ!remerts for peers,and to receive needed special are more intone-eligible children than enrollment of children in Head Start. edcca:ion and related services. can be served,prograns crust se!ect Currently.most Head Start grantees. 11.Purpose of the Final Rule those families with the lowest income. have more children living in their .ams When programs adhere to this single service areas than they are able to The purpose of this rule is to define a p 8' g serve.Each grantee must make process to be used by local Hdad Start criterion.it limits their ability to respond decisions regarding recruitment, pro-grams for the recruitment,enrollment to a varety of special circumstances nn selection and enrollment of children. and selection of Head Start children that their communities,such as the needs c. The purpose of this rule is to specify is organized,focused,and more uniform families involved in substance abuse or procedures that will assure that these among grantees and which provides of single parents%%ho are working. *sted ' ns are carefully plarred and opportunities for the greatest number of In addition.the current regulation may I the:ocal level:give all children to be considered for Head Start cause programs to enroll 0.,ree year o!c families an oprortunity to be services. children and serve thein fcr two years. snnsid'ered for enrollment:and helptdi��full en:nitrent.l�lowing as Currently,Head Start grantees are not because they believe they need an funded to serve a geographic area.This additional year of service,but sir.:p!;I r,•,i:. area may be a citcounty,m:rlticitY• because their family income is riunv E,1;!b,c children as possible to be ,or other area that sr.:.•ed.. Y lower than another child's. possesses a commonality of interest We are expanding the criterve for EFFECTIVE DATA~:This rule is effective needed to operate a Head Start Program. selecting among income.-eli-eNe c�:`L:cru Nw.'ember 9.1:b2. In the past,we have assumed that a by allowing each program to define FOA FURTMER INFORMATION CONTACT: grantee is respensible for providing other criteria.in addition to!c:•est Cuug!as Mafehn.Acting Associate Head Start services to its entire service income.Such criteria r::?ght include t^e Comrlissiurer.Head Start Bureau. area.even though its operations may age of children or the specie!reeds t^at have!org been cancentra:ed in certain a family may have.We believe this.%Iil S iD�LEMENTARY INFORMATION: parts of the area because resources result in programs estab:ishing criteria 1.Program Purpose were limited.We are crncerned that,as for selection*hat are more close! be sed funding for Head Start programs on the needs in their cc^r..ur»ties and Head S!a.t as authorized under the increases,grantees may tend to expand the capacity i their pec•m n i Hl:ad Start Ac! (rhe Act), section 635 of services in the areas where they are the capacity er,as f programs deter s- I.`:e:r �!:c Law-97-35.the Gr.:nibus Budget already operating,rather than mc�e into own selection criteria based on local i4:cr.c:Kation Ac! of 1981.(42 U.S.C. unserved parts of their service area.We needs and circumstances,we-van:10 X831 et seq.l is a rational p-cgr•am are.therefore.requiring:(1)That .-•rov;dirg cc nprehensive child grantees clearly identify a specific urge programs to consider s2r•ir.S ;..e maximum number of children duri g-•'•e dee F uvidedt Fe-nae y tohece•s services writing.by the rewhisponsible ble HHSh is agreed to.lofficial. Year before they enter public sch0c!. children,age three to five.and their and (2)that grantees consider the need's Programs are expected to serve the families.To help enrolled children or and recruit ch:ldren from the entire children with the greatest need f:11 achieve their full potential.Head Start geugraphic area they have agreed to who can benefit the must arc:" li••_i programs provide comprehensive health, serve.to the extent their financial Start.When a program's resw�_: :.0-.itiona!,educational,social and other resources allow.This,combined with limited.such choices should... senvices.In addition.Head Start the establishment of new grantees in considering whether the neecs nee. c•t ti programs are required to provide for the currently unserved communities or year olds justify providing t•.e'n:`P.`f t 2miciation of parents of service areas.will enable the maximum two years of service at the ex;e _ d children.Parents receive number of children to have an eligible four year olds who WoUld , tr Irg and education that fosters their opportunity to enroll in Head Start. thereby not be served at all. understanding of and involvement in the In order to help children eery the In addition to these major a}ase' d,-veloamert of their children.They also gains they have made in Head Start into this rule 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 9,3992 / Rules and Regulations Aftestimated-regarding the number. least 90 percent of the children who are out the application form in order o eographic location and racial and enrolled in the program must be from assure that all application regwrernents ethnic composition of children in the low-income families.Several for the program are completedbefo;e grantee's service area. respondents,many of them parents of the selection process begins.nere was Comments received on paragraph(c) children enrolled'in the same Head Start one comment supporting this section of this section of 41305.3 were Program.requested that the income- and no change has been made, favorable.A technical change was made eligibility guidelines be raised to allow paragraph(c)of the 11PR1;added e for clarification. programs the option of serving children new-requirement that,for eatd: • €et Paragraph(d)of((1305.3 proposed an from families that are barely over the except migrant programs,the cum-bet annual update of the community needs income-eligibility guidelines.Others applications obtained during the assessment to assure that changes.in the suggested that Head Start income recruitment process!fiat occros priur to community are reflected in the Head eligibility should be the same is that of the beginning of the en.olimcrtt tear Start program decision-making process. the USDA Child Care Feeding Program ' must be at least 20 percent greate&n. Several respondents suggested that we for free and reduced meals.We are not the enrollment opportunities that are eliminate the updates in yearg two and changing the requirement that at least 90 anticipates.to be available over the three since communities do not change percent of families must be at or below course of the next enrol!men:year. that much.We believe that there may be the income-eligibility guidelines,since There were 21 comments on @.:s se;.icn instances where there are siFnificent we,are curler.sly serving on!y a portion Sorne respondents supported havirg a changes in community circumstances of the eliglb!e children from families that s,eci!:c.mersu.ab!e req:freme.-.l over a orae or two year�per iod.and, are at or below the guidtlires.In reoarding the number of applica;:c-s therefore.we are keeping tate language addition.changing this reguirer.:ent each psog-am must obtain du:rag:'ie as it Cres proposers.She do not expect would involve a change!;:r•e Bead rn3jor recruitment effort Host.h.-we,.-E: grantees to conduct an extensive review Start legislation regardin;biw the disagreed.indicating that the amour t of eomm:nily needs assessment poverty line is deterrtirrd. was not realistic.especiaity for)Me infomation in the second and fraud . There were no cornments on t. programs.Some indicated that it would years,but rather to limit analysis and paragraphs(c).(d),and('e)of§IS03.4 not eliminate the need for ongoing information to these areas where there and no changes have been made. recruitment to fill vacancies wi:Mn 33 have been si;.rificant changes tfrat • .t r t m-1 t require a program to adjust plars for Section 13!15.5 Recrtri...:er..af.�§:.t�En da}. o.!heir occurrence.since fa.,.•,i_s Head Start services. This section describes s;tins to be on the waiting lis!are otic:.as:rags:L't There were no comments retarding taken by Head S ;grant Star; and as faits enrolled in the prcgram. ragrapSs ie)and(f)of 1305.3 and no dE,'egate agencies!riven recraitirg Head Othe:s indicated tha!,as programs;,_t:- *ages have been n:aCe. Star!c!:ildre� to serves higher pE:cert:sge ce.lie Paragraph(a)requires that each Head eligib!e pcp;:.atio:.in certr.:-t ecti�n 1305.4 Age tt,Chi:�rea and Start Pregrarn er.plov a recruitment communities.it will becor..e r.-c-E Ft:.:ri.y I:rcorre E.%gibili:y procEss that assures f;:ll enro.2m.e..:in difficul:to adhere to t4:.rtq: Paragraph(a)of§1345.4 proposed a the Mead Sart Program.Several % e agree that current and!;;:are change in the age eligfbflity regcirernert respondents wTo!e In support of this increases in the number of children by slating thel a child would be eligible requirement.indica!ing that it reflects served by each g,artee ruay make it for Head Star;services when the child is current practice in their Heed Start increasinft difficult for grantees to at least trrec tears of age by the date Programs.Others,while supporting an meet the requirement for s faxed used in the cora munity to determine intensive recrritnent effort,were percentage of appBUtiors.We e'e eligibility for public school,unless the concerned that the NPR.M implied door- modify-ng paragraph (c)of•rasa approved grant award specifies to-door recruitment that is not always by dropping a fixed perce.:Size of 61herwise.All comments on this possible because of limited stall and applications that prograMs are re:,�:rf Z paragraph were positive and no charges safety factors.This paragraph is a to obtain during recruitment and at e have been made. restatement of the existing policy rec.:iring progra s s-.:nph•to Several responjents were concerned contained in the Enrollment and cumber of applications that is grea:Er that the discussion rEga-ding giving four- Attendance Policies in Head Start,S-30- than the enrollment opprrtun:.!`es t^_: veer-old d.iidren priorly over other age 317-1-40,A.3.e.,i.b and 1.c.The intent are mailable over the course o`the groups implied that programs t':ere of this requirement is to reach those year.This will allow each Head Sar: limited to serving four-year-old children. children most in need of or who could program to estab!:sh an indiv;d:a::zed The purpose of the discussion in the benefit most from Head Start services in target• preamble io the APRIM was to order to provide them with an !tie proposed a new requireme:: 'o rn emphasize the principle that programs opportunity to apply for admission to Eddress the drop-out patteof r:g:zn► must make decisions regarding the the program.In respunse to the concern programs in paragraph (d)of Ile 1FRNt needs of each child when selecting those stated above,we changed the word that,prior to beginning Head Start to be served by Head Start Some "'must" to"may"in the last sentence of services in a new community.nig:,:nt children may have needs that would paragraph (a)concerning activities in programs.r,Lst obtain a numbcr 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 h'PRJM added a greater than the enrollment same level of need.All children,once new requirement that,during the opportunities that are available while oiled in Head Start,are to remain in recruitment process that occurs prior to they are providing servicEs in that rogram until they are eligible for the beginning of the enrollment year, a community.Respondents from programs fc school,unless there are Head Start program must solicit serving children of rrii8Ta-..t farrnuarkers compelling reasons for the child not to applications from as many Head Start did not believe that this requirement remain in Head Start. eligible families within the recruitment was realistic for their programs.since it Paragraph(b)reiterates the current area as possible.If necessary,the is often difficult to anticipate the requirement contained in it 2305.4 that at program must assist families in filling number of families that will require 4677-2 Federal Register 1 Vol, 57,No. 197 1 Friday,October 9, 1992 /Rules and Regulations disabilities.regardless of family income, do have kindergarten or first grade have to continue serving children for a efare requesting an exception.v`le available to them should be given a aecand year when another ch-3d might lege that this broader interpretation Iower priority for services than those have a greater need for Head Start ore in keeping with the Intent of the that do not.We do.however. services. ead Start Act's requirement to provide understand that there may be situations. We believe that continuity Is an enrollment opportunities for children such as those received in comments on important aspect of Head Start services, with disabilities. this paragraph.when programs will since one of the purposes of the progrurr, We are further clarifying!h=:.when decide that it is In the best interest for is to preps a children for entry into er-rolling 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 sa enrolled.It is important for the whether the type of program services from receiving a Head Start experience. child to=ntinue to build on tie gains provided by Head Star!are the most Paragraph(e)incorporates an existing achieved in Head Start In order to appropriate placement for the child policy contained In the Enrollment and maintain these gains,we thank that all according to his or her Individual Attendance Policies in Head Start.5-30- children should be enrolled with the Education Plan(IEP). 377-1-40.A Zcl.regarding the understanding that they are to continue Paragraph(d)of 11305.6 of the NPRM maintenance of waiting lists of Head receiving Head Start services=61 they added a 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 enrollment year 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 available in the child's community develop and maintain a waiting list that reasons for the child not to remain in unless the program has first enrolled all ranks children and families according to Head Start.A compelling resson tot not interested and Head Start eligible the program's selection ceiler'a to help re-enrolling a child might be when the children living in the program's service assure that eligible children and families Gnild is from a family whose ircome has area Tor whom kindergarten or first are immediately avaflabk for risen and the program wishes to enrol.)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 ihmrty. paragraph.A shall number of receiver)on this peregaph end no We have also added that,rather&an respondents supported the requirement, changes have been made. stating that it would strengthen their simply being generally available. sn ta position when school systems want Section 130.7 Enrollment and ru- kindergarten or first grade most be t available for an individual children to return to Head Start even enrollment child in the c though they are eligible for public This section contains requirements for ocommunity is emphasise the continuity of services once a child isl =1600).Most respondents disagreed the ongoing enrollment of children in a continr'r. e requirement.wanting to retain Head Start program enrolled in Head Start This would e . tion of giving priority for Paragraph(a)is intended to assure programs the option of serving children enrollment to children when they are continuity for the Head Start child who are age eligible for kindergarten but ag"ligible for kindergarten,because between Head Stasi and kindergarten or cannot attend because of local they believe It to be In the child's best first grade.As stated in the NPR.M,it circumstances that include readiness interest to remain in Head StarL Many requires that all children who are testing or lack of transportation.In respondents were particularly enrolled in a Head Start program,except addition,we have dropped the proposed concerned that they be allowed to retain children enrolled in a migrant prcgam exemption for continuity of ewroIlment the option of serving children with or a Parent and C hUd Center,must be for children in Parent and Child Center: disabilities who are of kindergarten age. allowed to remain In the program until from paragraph(al of this section.Since The National Head Start Association kindergarten or fust grade is available the NPRM was Published,the mcst tho%;S}t that this requirement would in the child's community.Most of the recent Head Start Act in section 6;0 violate section 645(c)of the Head Start comments received on this paragraph added a requirement that agencies Act that allows programs to serve were positive,supporting the continuity receiving funding for Parent and Cl ild children through compulsory school of services to children once they are Centers are to provide continuous attendance. enrolled in Head Start.One respondent services to children through c:,rrputse:y Some respondents indicated that, who disagreed with the requirement school age,to the maximum e%tcrt because kindergarten is not mandatory stated that there are times when meetirg practicable. in many school districts,some school this requirement would be difficult.For Paragraph(b)requires that ea:},kit i,d districts do not prox ide transportation, example,when.centers are moved from Start grantee must maintain an leaving many low-income families one community to another because of enrollment level that is not less than si.t *ithout a v%ay to get their children to population shifts,programs would be enrollment level indicated on its gran', school.These children frequently stay required to continue serving children award.ParegrPph(b)also inch:des r.,,., home for the year they could be in who could be returning to Head Start for exceptions to this requirement:(1)V.r::'i kindergarten. a second year of services.�ti a believe a program determines that a va:.arrJ We have considered all or these that, in this situation,parents could be exists,up to 30 calendar days Tray comments and are eliminating this offered the opportunity for services in elapse before the vacancy is f led•and paragraph from the final regulation. We another center,but programs should not I2 a center-based peagg�ram ma 'elect have,however,added language to have to make extraordinary' ''no—t to_f l a vaca_�w- en It would paragraph(b)of this section that arrangements for transportation or other resu tTin a hil�ianggenrol)ed less lhr� re s programs to consider the services in order to continue serving �c mender days froma end a7thG" a�lity of kindergarten or first some children_ program s enrollment year.Most cit the gr the child when selecting Another respondent!bought that this c en err is paragrach children who are to receive Head Start requirement would mean that programs were positive-Respondents particular•`. services.We believe that children that first enrolling a child at age three would supported the option of leaving ,w r eoerat xeghster / Vol.57.No.1971 Friday;October 9.1992/Rules and Regulations REAEsrGmATrow TAws—Contimed efforts on specific data.Grantees will dearn*bang the rule"s impact on small not be required to conduct demographic entities.Small entities arra defined by . Sectim+or 1114 surveys or crate new data bases. the Act to include small businesses. Ask few rid CfiO`�or�nacaarr�«x thereby minimizing costs. . - - small non-Profit organizations.and 1305.11 ssodn y,, lbe Department bas always small governmental entities.While this ,305.10 &rot w t ane Athw%tv;ce Por, monitored grantee recruitment practices regulation would affect small entities.it des to Head sea's,s-W417-s- along With other program requsrernents. is not substantial In many instances New x In addition,the Department has small entities already meet most of the 'reviewed community needs assessment requirements.since many are data during the grant review process.' restatements of current policy and since These efforts will not ch'ang'e as a result tiey are considered best practice.For N impact Asa of this rule and the crests should remain these reasons,the Secretary cen£Ges stable for Federal government activities that this rule will not have a significant Executive Order12292 and Air many of the grantees in impact on a substantial number of small Executive Cider 12M requires that a complying with this rule as a whole.the entitiesintent of which Is to . re8 Z F analysis D rninhv=and consistent that in Mato. ire act ana us be creed forma jot rules.which are defir-cd fn the this important trea are achieved P°fir"°" �"ctronAct Order as any r.;ie that has an annual nationally. under the Paperwork Reduction Act effect on the national economy of$200 Wben grantees design their program of 1980(the Act).public Law 96-511.all million or more,or certain other and recruitment systems.they are Departments are required to submit to specified effects.The Department has Gummy required to consider the Office of Management and Budget determined that these tyles are not community needs.Most grantees comply pro)for review and approval any major rules within the Executive Cider with this requirement.We do not have reporting or recordkeeping requLmments because they will not have an annual data that allows us to estimate flit effect an the economy of 5200 million or number that will need major changes in contains a proposed or final rule.The 5rhal rule more;acs result in a major increase In ; thefrrecrultment practices.However. roomainformation collection costs or prices for consumers,any since carrying out recruitment and requirements#a section 1305 3 industries,and verrhmental agencies. ► concerning community needs • tin 8e• -enrollment activities is an existing assessment.We estimate that this or any geographic region;and.they will regtorement for grantees.we do not not have an adverse effect on believe the new requirements will result requirement will take each grantee 40 competition.emplo)vient investment. in Rent added costs in this area hours to complete annually.As one-third productivity.innovation or on the ability nodonaDy.Some of the specific rules of the grantees(447)will be doing the of United States-based enterprises to sorra grantees follow in recruiting and needs assessment each year,the total 0Pete with foreirn-based enterprises enrolling children may change but not number of hours annually will be 17.!300. omest£c or import markets. their overall level of effort The requirement for the update rtpor is cis final rule specifies procedures Costs associated with implementing in years two and three have mWrnal that vtill assure that decisions regarding this rule will be mainly administrative burden hours because we anticipate Head Start recruitment,selection and and minimal given the fact that the only a very smell number of grantees enrollment of children are carefully 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 communities to report.In g'vr all interested families an that the changes required are"best accordance with section 3504(h)of the opportunity to be considered for practices"that many grantees have been Act,the Department has submitted enrollment.and help maintain full successfullyusingin theirprograms. + enrollment.allowing as many eligible Thus,the Department concluded that � vieig n the final rule to Ole B for £t_ childten as possible to be served.Such sevsrg+and approval. F these regulations are;not major rules Organizations and indir^.duals procedures are necessary to address witbia the meaning of the Executive changing conditions that have affected Order because they do not meet the desiring to submit coir.menta on Uhr the Head Start prograrn over the passthreshold criteria. information collection requirement several years. We believe the benefits derived from should direct them to the agency oMcizl We expect any additional costs this rule will far outweigh any costs designated for this purpose whose male attributable to these provisions to be incurred.The benefits include a more appears in this pr eanbie,and to the significantly less than$300 million.The focused and uniform process for Head Office of Information and Rejulato:-. ruin reason for this is that many Start recruitment,enrollment and Affairs,OUB,New Executive Office grantees atresdy sweet most of the new selection activities.thereby,resulting in Buileung(room 308).Washington.DC requirements.For example.with respect the provision of services to as many 20503,Attention Desk Officer for the to t'hP community needs assessment eligible children as possible who are Administration for Children and requirement.Head Steri grantees have most in need of Head Start services. Families. always been required to complete a R uloto Flexibility Act o 2980 community needs assessment as part of � �' y r list of Subjects in 4S CFR Part 23os the application for refunding.In the past. Consistent with the Regulatory the grant application instructions have Flexibility Act of I980(S U-S.G ch 6). Head Start Enrollment.Education,of nu*included specific dais requirements we try to anticipate and reduce the Disadvantaged,Grant Programs/S0661 or explicit requirements for analyzing impact of rules and paperwork Programs.Disabilities.Preschool the data to determine key program requirements on small businesses.For Education_ *ons.The added specificity of this each rule with a"significant economic ill assist grantees by focusing impact on a substantial number of small tCetator,of Fedetal Domestic Asris"n" community needs a.saessment entities-we prepare an analysis Progran M:rnher 93.15M.Protect Head!-heel' 46726 Federal Register ( Vol.57,No.197/Friday. October 9.1992 /Ruies and Regulations younger.including types of disabilities (2)Include as many Head Start and use of family referrals and rererr and relevant services and resources eligible children as possible within the from other public and private agench provided to these children by recruitment area.so that: (b)During the recruitment process : 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 man needs of Head Start eligible children . selection and enrollment in the Head Head Start eligible families within the and their families: Start program.and recruitment area as possible.It (5)The education.health.nutrition (il).the Head Start 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 i 1305A Age of ch2dren and tang completed. the community that serve young h+c "ett ibluty. (c)Each program,except migrant children: - (a)To be eligible for Head Start programs.must obtain a number of (6)Resources in the community that services,a child must be at least three applications during the recruitment could be used to address the needs of years old by the date used to determine. process that occurs prior to the Head Start eligible children and their eligibility for public school in the beginning of the enrollment year that families,including assessments of their community in which the Head Start greater than the enrollment availability and accessibility. program is located,except in cases opportunities that are anticipated to t (c)The Head Start grantee must use where the Head Start programs available over the course of the next information from the community needs approved grant provides specific enrollment year in order to select thor assessment to: authority to serve younger children. with the greatest need for Head Start (1)Help determine the grantee's Examples of such exceptions are services. philosophy,and its long-range and programs serving children ofmigrent short-range program objectives: families and Parent and Child Center 1130ti.6 selection process. (2)Determine the type of component programs. (a)Each Head Start program must services that are most needed and the (b)At Ieast 90 percent of the children have a formai process for establishing p4•ogram 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 maybe services.The selection criteria must b, limitations in the amount of resources children from families that exceed the based on those contained in paragrap= make it Impossible to serve the entire tow-income guidelines but who meetAM& and nd(cj of this section ervfce area. criteria the program has established for a In selecting the children and (4)If there are delegate agencies. selecting such children and who would families a ec served.the Head Start ,qwetermine the recruitment area that will benefit from Head Start services. program must consider the income of be served by the grantee and the (c)The family income must be verified eligible families.the age of the child.tt recruitment area that will be served by by the Head Start program before availability of kindergarten or first each delegate agency. determining that a child is eligible to glade availability the child.and the extent to (5)Determine appropriate locations participate in the program. grade to p child or family meets the for centers and the areas to be served by (d)Verification must include whiccriteria that each program et required t home-based programs:and examination of any of the following: establish in �each pr(c)(ti). (6)Set criteria that define the types of Individual Income Tax Form 1040.V1,-2 (c}At least 10 percent of the total children and families who will be given forms,pay stubs,pay envelopes,written number of enrollment opportunities in priority for recruitment and selection. statements from employers.or numb grantee and each delegate agaric} (d) In each of the two years following documentation showing current sta.us Burin a enrollment year must a mad completion of the community needs as recipients of public assistance. g y assessment,the grantee must conduct a (e)A signed statement by an available to children with disabilities review 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 113052(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 NHS needs assessment must be updated and must be maintained to indicate that official determines.based dh 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 childrsn. reasonable effort to comply with this the entire service area.unless the (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 t 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 Start program was an appropriate placement service ares.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 Pians(IEP),with services provided ng those having the greatest need encourage them to apply for admission directly by Head Start or in conjunction acrd Start services as determined to the program.This process may with other providers. he community needs assessment: include canvassing the local community. (d)Each Head Start program must ,and use of news releases and advertising. develop at the beginning of each W1 wit do 07-31-1995 11:ISAM FROM CCC Comm SVCS DEPT TO 92290309 P.oi, Child Development 3M3"4 unity Services Department Communty Action 313-7363 orn Contra Food Service 374-38so Iministration. Costa Head Stan 646-5540 20 Morello Avenue.Suite 101 Housing and Energy 64&5756 irtinez, California 94-553-4711 County PATHS 427-8094 10) 313-7350 x: (510) 313-7385 . . . ...... ....... A an V.Sparks, ector July 31, 1995 Mr,, Arnold Flores,Chairperson and Membefs of the UCSSO Board of Director 837 Arnold Drive, Suite 100 Martinez, CA 94553 Subject: Corrective Action Notice 11 Dear Mr. Flores, On July 7, 1995, Bill Forrest, Head Start Program Monitor identified that your Head Start Ex-tended Services at the Bridgemont 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 I Determination Item#2, item number 95-213, approved combining Head Start Extension classes at the Bridgemont Center for the remainder of three and a half vveeks. This is a violation of your contract. A major change in Your prograin requires at least 45 days lead time to receive Regional Office approval prior to the action being taken. In addition, Federal Regulations requires that you must maintain an Average Daily Attendance(ADA) in each classroom and a waiting I i st that is at a numurn 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: 16RI FROM CCC COMM SVCS DEFT TO 92290309 P-02 Your immediate attention to this matter is appreciated, Sincerely, r J an V. Sparks 1 cc: Dpeen Cali, HS Acting Program Manager Al Prince,ASO Head Start Policy Council Members Richard Lujan,UCSSO UCSSO Local Policy Committee 1A A U01W4 W.Y Agmy .08/07/95 Administrative Offices 3"837 Arnold Dr.,Suite IV Mr. Phil Batchelor Martinez.CA 94553 - County Administrator (S l0)229-2210 Fax(S 10)229-0309 Contra Co;Costa County 651 Pine Street 11 th Floor Corrunurdty Centers. Martinez CA 94553 0 937 Arnold Dr.,Suite 100 Martinez,CA 94553 (510)229-1600 Dear Mr. Batchelor, 0 157 9th Street Richmond,CA 94804 On behalf of the Board of Directors we would like to thank you for the time that (510)232-6050 you spent with us regarding the issues related to the Head Start Program. We are :1 501 Railroad Ave. pleased that you kept the meeting positive and appreciate the professional manner Pittsburg,CA 94565 in which it was conducted:. (5 10)439=7515 3 120 Oak street Furthermore, we are.elated that the Community Service Departmery will elp us Brentwood.CA 94513 to better serve our children and families. In addition, we will also communicate (510)634-6144 effectively ;and move*forward in a positive fashion. lea In closing, we reiterate aur gratitude to both yourself and Scott Tandy for dtive ogee" working with us'to resolve these matters. On a final note, we did not send cc's to I 412 .k S the 'Board of Supervisors to promote in good. faith an atmosphere of trust and Brentwood,CA 94513 (510)516-2060 cooperation. Fix(5 1(1)516-0762 Sincerely Arldon Programs 100 Village Dr. Brentwood,CA 94513 (510)634-5040 hold D. lores III D -Chairpers n 1wrti Industry Council PA 120 Oak Strut Brentwoml,CA 94513 (510)634-2195 RESSO 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 thetJuly,fmck 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 t Monday, she told me that we could not combine the classes unless the parents approved the Won. 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, 199 S, where it was approved. It was then put on the Board of Directors agenda for July 26, 199S 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 infonned 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, 19 9 S. We have two children enrolled in the morning and ten children in the afternoon. The program is scheduled to end on Thursday, August 10, 199S. i 0 AR 00 J*Ah CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT No-sqor State of. Califomia County of Contra Costa On Ai=iqt- 10 1c)(15 before me, Maria I. Isexcia. GATE NAME.TITLE OF OFFICER-F-01-JANE OOE.NOTARY PUIAX" personally 'appeared Donna Thornton NAME(S)OF SIGNERS) F-1 personally known to me - OR - 13 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 G ma 0 ;comm. 9146 0 NNOTARY. WITNESS my hand and official seal. COMM.VJ4L May 21,1999 IL SICKA711RE 00 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 OX INDIVIDUAL ❑ CORPORATE OFFICER -HEM_START j)jRECMM_ TITLE OR TYPE,OF DOCUMENT TE(s) ❑ PARTNER(S) ❑ LIMITED ❑ GENERAL ❑ ATTORNEY-IN-FACT NUMBER OF PAGES ❑ TRUSTEE(S) ❑ GUARDIAN/CONSERVATOR ❑ OTHER: August 1, 1.995 DATE OF DOCUMENT SIGNER IS REPRESENTING: NAME OF PERSON(S)OR ENTITY(IES), SI 6NER.(S) OTHER THAN NAMED ABOVE 01993 NATIONAL NOTARY ASSOCIATION-8236 Rernmet Ave..P.O.Box 7164-Canoga Park.CA 91309-7184 i CO CY ii ',k}rtmP .I7 r `� A n Q t CIO Ln Y. � y;��v � lIl• r t� ..,� Family Family Members Workh) ,;y.. Al Numlxr n( Al --- 1 _,., MIglble ,l i ' Chtidren Yenrs/Months �r5 �. a s• .o s ••i( S.N. ,• y�w t} h H � 4y C" . a r y! I It W Priority i Number gin'• ^� � r: �l �1 a°'o ' k Contacts Entry �I¢r" Staff Inlllals tlr . j4. •' .09-11-1995 02:33PM CONTRA COSTA HEAD START 1 510 646 5551 p.01/02 Child Development 374-3994 LommunR Services ervices Department Contra Community Ac on 646-5544 Food Service 374-3994 t Vnton isso Lane,Suite 120 Costa* Head Start 646-$540 Concord,California 94520-4830 Housing and Energy W-5756 i (610)646-5544 County Humar.Servio%Advisory Commission 646-5661 Fax:(610)646-5551 1 Joan V.Sparks, I Director September ii, 1995 TO: All Head Start Directors and Area Coordinators tFROM: Christina 'Re}ch, (A.I .) Program Manager Assistant for Social S6rvices /P It RE.- Immediate Elimination of Parent Handbook 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 must 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. Thank you for your prompt attention to this matter. cc: Joan Sparks, Executive Director Daneen Cali, Program Manager I fir. , ,� ( •_.h�= �',_ � ; i ' r n • • JPA ar «p sKEA a .s u�.S�• �x�hib it � � _ THE CREATIVE CURRICULUM UCSSO HEAD START BRENTWOOD, CALIFORNIA t 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 • Learning 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 Teaching Strategies, Inc. Workshop Evaluation To help as 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 2$. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: -7"v fc� tG '_�1�5 Fc�' of--Ar e"uIr ir(a.i.t. u n') In what ways did the workshop address your personal goals? CCUM How will you use what you learned? 'I d-uldret—/ tj";ADc' -(0o tkV'.'Q Other comments/suggestions: (If needed, please use the back of this page.) l� K/,L i uL L c.I. 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. Overall, I found the workshop to.be valuable. r77 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,,,_„ 3645 , 46-55— over 55 Education: (Indicate highest level of education completed.) en-vi�iCCtr YgUt currentosn ition: (If you are a teacher, indicate grade,level or,age of children you teach.)�q�s Thank you for your assistance? � TSI 11/94 u�sso- �xh�bi� . UNIT171.) COUNCIL OF SPANISH SPEAKING OFIGANIZATIONS, INC. Workshop/Training Evaluation 'ro help us assess the quality of our workshops/training, please complete the following form and leave it with the presenter. Workshop Topi(:40?, jve allrrt'CU I Prosonler:k it- 9 2 Date: Sponsor: Please list yotir personal goals for the session: In what ways did the wokshop address your ppi-Nrinal goals'! /t C 0 ,-d Fd-.s HOW Will You tl�;P what you learned? Other coinmeWs/nuggestions: (If needed. please Use the back of this page.) Please check the box which indicates your response to the following: V e r V Somewhat Not at all The presenter was wall organized. The presenter geiiejriivd interest. The presenter kiww tho field well. The information posenled will be 11SO111 ill (fly wolk OVOIAll, I found t1W '-Vf1llkSl10j) 10 be, V1111 ur name, and rot rent position Thank yam for yotir assist-im:-! 066S. 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 Iist your personal goals for the session: rig(.( h In what ways did the workshop address your personal goals? kv f � ��' �� ' Llt;�lr �t✓�,' ((!���/` l(,:: }: t'/�(Jrfr : lie• (r 0.1✓675C How will you use what you learned? R 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 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. 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 information a ut yourself.) A=: (check one) 18-25— 26-35_,_ U 45 46-55— over 55 Educe to Ion: (Indicate highest level of education completed.)_1�}ri�' YQUr current,position: (If you are a teacher, please indicate grade level or age of children you teach.)_J--6�3 Thank you for your assistance! TSI 11/94 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: 77te Creative Curriculum Presenter: Jean Monroe Date: _A gs,tt_t 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: rInewhat ways did theworkshop a ress yourr na�goas. How will you use what you learned? 7-- Other comments/suggestions: (If needed, please use the back of this page.) C-c-^�ti j p�C..a.h.ri..t.� �a.-► G..�2� 1 J<j Please check the box which indicates your response to the following: Very__--Somewhat of at a 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.) A=: (check one) 18-25_ 26.35— 36-45__-_ 46-55____ over 55 _ to Q Educe ton: (Indicate highest level of education completed.)_ -� �� -� Your current position: (If you are a teacher, please indicate gradvel or age of children you teach.)____— _.. Thank you for your assistance! Tst 11/94 Teaching Strategies, Inc., _ r 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 Mart Please list your personal goals for the session: s _ ZL 'fZ l c' In what ways did thworkshop a ress yourr nal go��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 Somewhat of ata " 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.) A.": (check one) 18-25___- 26-35— 3645— 46-55 over 55 Fducation: (Indicate highest level of education completed.) (If you area teacher.please indicate graddivel or age of childrth�u teach.) i r 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: The Creative Curriculum Presenter: Jean Monroe Date: August 28. _1995 Sponsor: UCSSO Head Start t -lease list your personal goals for the session: _,, ` !f; ; f,�� C'V J- T o t Ct -�";} r -► t. c.(C .C? CI c t ,7"�-4_. f-�'Y�-t'4 p? 1-►�,r .. 1 `�:g.t , : r� c.��v �' l� wr�-f? 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.) r. Please check the box which indicates your response to the following: ---Very Somewhat of at all— The presenter was well organized. y. ,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.) ,Ag: (check one) 18-25__,_ 26-35— 36-45 _._ -55 over 55 F-duCgHon: (Indicate highest level of education completed.) Your current position tion: (If ou are a teacher,please indicate grade level gr age of children you teach.) - Thank you,for your assistance! TSl 11/94 / f . .._l ���',�'` tcat�►�Ott' '� . 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: _Aueu t 28, I995 Sponsor: tU CSO Headstart Please list your personal g9als for the session: CX, l r ► `�'�._ r✓Y'�. f�: i�._' ILS :fi i 0(e- It. ' '. a,':r j o n In what ways did the workshop address your personal goals? 1[�Yta. y C CC'j`Sl:c� --chi ICI►rev\ It:r;t_;r /1 �— �':i j>>jC, { 1 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 preseriter was well organized. L 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=: (Check one) t 8-25____ 26-35 - 36-45_ 46-55_ over 55 _ Education: (Indicate highest level of education completed.) ('.t' Your current osition: (If you are a teacher, please indicate grade level or age of children you teach.) Thank you for your assistance! 'CSI 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: August 28, 1995 . Sponsor: ILCSSQ Head Start Please list your personal goals for the session: In what ways did the workshop address your personal goals? jl- 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 a The presenter was well organized. ✓ IThe presenter generated interest. The presenter knew the field well. t/ 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.) AA=: (check one) 18-25_ 26-35 � 36-45 v/ 46.55— ove 55 Education: (Indicate highest level of education completed.) ?it L�...•; q Ygur current.position: (If you are a teacher, please indicate grade level or age of children you teach.)_._ Alk Thank you for your assistance! /' TSI 11/94 r4 C SSoaar �4� • Teaching Strategies, Inc. - Workshop Evaluation To help us assess the quality of our programs,please complete the following form and leave it with s the presenter. Workshop Topic: The Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 • Sponsor: UCSSO Head Start Please �,�hist your personal goals for the session: 7� 7cfy`t-c. Qtr- .2 u l'y�-�Z G G•c.•c 4 •C. `cam G« v .—Z// -•�—,�`—� r, .rx7 �+ _�, A2�-f -tZ�.dtit . LG-t_,,�� t_.y t��"r. /c, t what ways did thXorkshop at cess your ��1 goals. �ZP c.4•' �'�''v t l.:,ey�W Gz.,�... �'-�--Ft-.-t-..y c�,,.-..�-.27,._ , t, How will you use what you learned? c.c.. Pt_ et��: Other comments/suggestions: (If needed,please use the back of this page.) 00 Please check the box which Indicates your response to the following: e omew at of at a The preseritcr was well organized. The presenter generated interest. ✓t The presenter knew the field well. The information presented will be useful in my work. Overall. 1 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)t8.25— 26-35— 36-45— 46-55_ aver 55 z¢ a rh 4 Filucation: (indicate highest level of education completed.) I''r'* /f+�-Q„_ Your current aositlon: (if you are a teacher,please indicate grad level or age of children you teach.) Thank you for your assistance! T51 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: August 28. 1495 Sponsor: UCSSO Head Start Please list your personal goalsL for the ♦session: I. f�l`t.J l..a? C/I it fh p� lP'��4L2-t'!•.7 t.i�1..�s A..T (j tL �s t.t. � 1 f f ��! tl-r��` �sth '*..`^' y , 1{�t.an•c�t?-ffp ,r-. t�•f� �..t_ (.`•.Is...,.4.tc�-7-Y�-, In what ways did the workshop address your personal goals? /- eij t L' !Yf-Krt.j_ �Jitua.�✓u�_� O�r►G� :. 4'V-.f V1 r7"1�,2L .tr t 7t l.- 'fit .y.�rr C(j1 _ t.tx<•�C �. c,t .; L:, ��►�t:r- .., f'>t �'.eJ.r �s-fYk.ti•�.. l How will you use what you learned?,) ,r -Q,f y1!'-: JO(A-14..P tj, b-( t cLlJrc .c.•��r 1 r-F_o_ �s� TI- t..t,;• .4?•t�i�.Gt-t--i:_C F f—h�dc.�..t, ,_,,;!,.5.-y.� ,,,,,,tttttt Gi.F'11.(.1-f L`.�'"1 44� 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 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.) AEli: (check one) I8-25._-_• 26-35 i 3545 46.55_. over 55_ Fducutlon: (Indicate highest level of education completed.)____ .a 3 .� Your current position: (If you are a teacher,please indicate grade level or age of children you teach.)ia4X °^ 22 ,� r r ' Thank you for your assistance! Tst 11194 bit 9 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 Iist your personal goals for the session: �� 60 17'e=/f, 6i;,e C1i. /CJ,�.s S.C u h rsia �x�s�s ct e• n r e-d o s � 7_�1�t=, ., pro c� 450Nip �yC LI=CE e.-zr3 a eta --&Ae-f - jol, In what ways did the workshop address your personal goals? �. y c t` r,72a17 y !tileG25 f lith GZ b'f' � 0,n� C� /�i r-11, 1 ecz_ — C1i. c�rP_r, 4//,e n ��it' �kty i., a_ct.r. How will you use what you learned? / = clew e TO 5,'t r`dcy [z.•"r✓ it-0-.c' D /.n f, C.t�re2-s • c.: Zo /' n GjGv✓"s r7 G.0 C� �^ x :t/,a.� Cl' Zfc, &0 /"/(2 Q.� . Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: e Somewhat 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 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) t8-25_._,_ 26.35^ 35.45-,X— 46-55— over 55 Education: (Indicate highest levet of education completed.) yoUr current aosition: (If you are a teacher,please indicate grade level or age of children you teach.) s -,,,o )/ 7 ss,-s 7 Z l k a_s Thank you for your assistance! TSI 11/94 AM 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 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: 1 t rL , ' G i a.� s -7`� L Is C. 6 t'4 G( ( LL vy, In what ways did the workshop address your personal goals? :" " t)(Y t'1 Ec.0 <-f rz�-f�clI How will you use what you learned? ml he c-A , dre c,� CtnJ Other comments/suggestions: (If needed, please use the back of this page.) ti e 4� C'zt r- (r, t�� t,� I � Y YJ }} C, ►r,.L:� 4�.��. '-to ,c S �:� t--I- �' ++ /c (.4 L t 1 Ci c� ei >!3 ( G' `�lL l t/t 9.5 C�`t' :) �C<<.+,. �'i t G'i C I Q Q v{ to Please check the box which indicates your response se toe following: Very omew h aE of—at f The presenter was well organized. The presenter generated interest. L� The presenter knew the field well. L/ 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) 18-25 26-35_,_._ 36-45! 46-55 i over 55_ Education: (Indicate highest level of education completed.) 1 y t,:n ,�� C'!;r �t� C'�► �It d f,� Cr�Ge/ Your currenUosition: (If you are a teacher, please indicate grade level or age of children you teach.)__,_.._.__..-- ~ L L` Thank you for your assistance! TSI 11/94 �t CSSa- - :xh►i Ulf , 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: August 2a. 1995 Sponsor: U S,SQ Head Start Please list 1your personal goals for the session: / {/ Y t�Ac / ,( In what ways did the workshop address your personal goals? :r!jr" .rt. iu'(. ( 'rt �? A.•-7, > �-ct. e5.r or How will you use what you learned? t•.y� 1,,. t.r � i" > > ( ' fr �C•.r r.r r � ..,.. r ?'1.' /1 a.. j r... i 1 7,f r Other comments/suggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: e amew ai 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 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.) �► : (check one) 18-25_ 26-35 36.45 l 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! TS1 11/94 NG ss � �x��•4 f� � Teaching Strategies, Inc. Workshop Evaluation 10 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 pe I Is for the,'Sessi8n: V apTet\!It's C;� 0, -j In what ways did, the workshop address your personal goals? C.- 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: ---7e 7ry Somewhat Not at all The preseriter 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.) A=: (check one) 18-25_ 26-35_Z 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.)-- Ah '-7e a !�!ou f ta or your assisnce! 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: 77ze Creative Curriculum Presenter: lean Monroe Date: Aueust 28, 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: k t In wha'�il'way k- did thy; ;Wksl ft 60-address your personal goals? 'i How will you use what you learned? Other com men ts/su ggestions: (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 preseriter 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.) (check one) 18-25— 26-35_ 3645 ,' 46-55_ over 55_ EduCgtlon: (Indicate highest level of education completed.) Xour currentposition: (If you are a teacher,please indicate grade level or age of c.hildren you teach.)—L!i Thank you for your assistance! TSI 11194 SWIP 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: 77:e Creative Curriculum Presenter: Jean Monroe �l Date: August 28. 1995 Sponsor: UCSSO Head Start Please list your personal goals for the session: -- (��i- b�1��.es� -C-C: '4�. � �.5=-C• ✓�y�„'S-�..JJ. ` �Cr-n,S1..M-� � G._v'`f�,. L�i/'�.��i��i.�_• 'iK ..�."�t< " V.. I.-{n-- what ways did the workshop address your personal goals? l iC.-'Ti.� 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: Veg Somewhat of at a The presenter was well organized. The presenter generated interest. The presenter knew the field well. The information presented will be useful in my work. 1/ 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=pe: (check one) 18-25 26-35–Z 36-45— 46-55,_•__ over 55 EdUCAtIM: (Indicate highest level of education completed.) v zC 'e—— C_i �, '-`,� -~ 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 Uhilt Fm Teaching Strategies, Inc. i 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 Headstart Please list your personal goals for the session: h }A + 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 all The presenter was well organized. The presenter generated interest. The presenter knew the field well. 1/ The information presented will be useful in my work. Gr' 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.) fig: (check one) 19-25_,,.._ 26-35— 36-45 ly 446-55_, over 55 7 l:'S13ioSi4Il: (Indicate highest level of education completed.) �A Your cUrrentosn ition: (If you are a teacher,please indicate grade level or age of children you to ch.) l • // Thank you for your assistance! TSI 11/94 u c S5D— xf�i bit 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: n'l o rf help wind -krri i 11 1 r) f v r ,uo rl<t;!� c u;l% 5�oceicl �rceds Chi ldrc4t In what ways did the workshop address your personal goals? V C�ClV e- M e rn O r e- (C�'e a.S Cl r1 d WcL 5 �D a 0 T 7;,1 �S . J y How will you use what you learned? X2-5 S 011. ,Q la h'S on d i,c>kz.,q Z W r; Other comments/suggestions: (If needed, please use the back of this page.) + r x i S w D r DP , U 2G711'1 S r CAI CA D Please check the box which indicates your response to the following: —V—ery 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 about yourself.) A=: (check one) 18-25_ 26-35_ 36-45_ 46-55 V over 55_ Education: (Indicate highest level of education completed.) A A d ey.CA- Your current position: (If you are a teacher,please ' dicate grade level or age of children you teach.) I e r hank you for your assistance! TSI 11/94 w 050-W �o pet w 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. TFie Creative Curriculum Presenter: Jean Monroe Date: August 28. 1995 Sponsor. IJCSSO_Head Start Please list your personal goals for the session: In what ways did/ the workshop address your personal goals? fJ 1� a-!? (?Ur,-1'c J/vN1 /7 z t"i /daQ S -- How will you use what you Iearned? /7 M} n P Tans 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.) &": (check one) 18.25 _, 26-35.,,", 36-45 46-55— aver 55 Education: / , (Indicate highest level of education completed.)! r,5 Your current position: (If you are a teacher,please indicate glade level orae of children you teach.) Tom. Thank you for yob r assistance! `.. . / TSE 11/94 Wtbit Fm 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. 199 Sponsor: UCSSO Head Start Please list your personal goals for the session: In what ways did the workshop address your personal goals? ( �2Q^--a- •� vv,k_,�467 How will you use what you learned? Other commen tslsuggestions: (If needed, please use the back of this page.) Please check the box which indicates your response to the following: VerySomewhat Not at all The preseriter 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 informationabou yourself.) A=: (check one) 18-25_„_ 26-35_' 36-45� 4&55_.._ over 55_ Education: (Indicate highest level of education completed.) 413 �-C.,-A `--/ 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 tae ''EA ibrim Teaching Strategies, Tnc. 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, 19§5 Sponsor: UCSSO Head tart Please list your per oval goals for thee •-4D PV A Id e- In w1lat ways did Le workshop address youS personYgoals? How will you use what you learned? 46 CQ---�-& qej��� Other co=ts/suggestions: (If needed, lease use the back of this page.) P V- ZW ha-ow� Please check the box which indicates your response to the following: Very__ omew at of at all The presenter was well organized. The presenter generated interest. �G 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— 26-35R, 36-45 7y-- 46-55 over 55_ Frinotion: (Indicate highest level of education completedC&O,W--, (If you are teacher,please indi ate grade level ora of children you teach.) Tha ou for your assistance! TS1 11/94 r - � n� x � � 4 `GS N ` U d � S m �lj Ln .r y o� 1� � `d)a C � C 4-1i n =F—•� C C•r 4— 4- cn +J .0 4J +s 4.. C C C C 4— cU (L) (U W ea S- S. S- 4-) M M M tt C or a N a (�o, y� 1 w C] C Lit •r- V C cm c v a z 0 c� y cu as r N i.1 GJ •r S— CL -0 r ••G i-> V' 1 I �T'� �� Vol i, r C C•r iU r {3 S- ea 41 :3 i GJ d-) i N to CIT C C C c-r-4-4- R7f -r T ;3 4--4- •r R d «S tE VS CJ L. W 4J 4J 4)F-- E to Ln 4- c c C C 4- Q! QJ 0) (11 to S- S. S- L 43 M tU tL3 M C a T ;3 a r d c G C W T Ln C to •� d c +•a) t— 4 z d 0 a c a a r- a, N N U C7 -rte S_ d CT C -r •1-►cu L � j 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 0 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 atswep STA/�14 " HEALTH ANO WELFARE AGENCYW! 1UFitYCAREL)C@19t�I}}G��:' FACILI7�( EVALUATION REPORT REFER TO See other side for explanation of form. FACt y�,�Typ��•r.:.. . :�., 7, C��S� /V'!11 �.._�(A.! '�r' P�.1 !, �l•� LL. G.r r -J4.L<. y 1✓+��'f�G•:• •'�'�•^ AG��4.•+.� AOORESS ��� .�. �� <�• �r✓A TELEPHON�I�w�.•, fti CAPAC�`� CENSU�� OATS`^_ r+t+��,�n�.f'Me"�'t�i TYPE OF VISlT: ❑ OFFICE ❑ EVALUATION ❑ MANAGEMENT ❑ MET WITH ❑ ANNOUNCED TIME VISIT BEGAN __ ❑ PRELICENSING t 1'ANNUAL ❑ FOLLOW-UP NANNOUNCED DEFICIENCY INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: _ " • ❑ Type A❑ tJJo Deficiency Cited ❑ Penalty Assessed ❑ Penalty Notice Given•••'_ Type B / O Penalty Cleared_ ❑-Nat Applicable COMMENTS(DEFICIENCIES PLAN OF CORRECTIONS(POCs) "roc' __ •^r DUVIDATE A .{ t. JV '7 r;i✓/ r G�-tom' ��ct.-1 r: �� :C.f• t_ ��.'"% ;'i • tt �� .� rte` /`-/�� ��� ✓��f''`{,f/�s,..r r �l��E:. " . ..,'�! r r_{.� � �c..-..- �Ji GZ%r~-l" :G�-4�.i:f.�>,�.ter . .-• Gl•��r.�c-� jdem-c L-.*1 ',tf-.a L zo f�. /,....C.':•'',r-7 � fC /lr r�: !� 'C,r� '�, ..::.I_. l-r• f/l.� �'r'1!�/"� � y�- �• * . .4 ,,`is ( y� / .. :-.i { i { 1 ire to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result in a civil penalty ssment of $50 per day(Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt). r 71EVALUATtSi StpNA�t)flE TELEPHONE, w. r OATS J _,,._l understand my licensing appeal rights as;r' <1 . ,,a 1Gl�= — ) r•1[' del �-�' 1 explained on the back of this form. )F son TELEPHON ACfCWROPRESENTArIVESIGNAfURE OATS FACILITY COPY Page of pages STATE OF CALIFORNA-HEALTH ANO WELFARE AGENCY NTOF SOCIAL BERV COM M(i FACILITY EVALUATION REPORT REFER TO See_ other skle for explanation of form. /��Cll �+ OIRECTOR FACILRY N Me9R FA AME��L.ti/JV -f'('r�' �t.. •u/I•�.C. !t r`,./..f•r .r-�,.• �,7 ... AO01M TELEPHONE. CAPACITY CENSUS DATA, �,/ �� •;�„ TYPE OF VISIT: ❑ OFFICE ❑ EVALUATION ❑ MANAGEMENT FMET WITH ❑ ANNOUNCED TIME VISIT BEGAN ==r ❑ PREUCENSING l ANNUAL ❑ FOLLOW-UP Cfl UNANNOUNCED nMEcOmPLETED DEFICIENCY INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: pe A ❑ No Deficiency Cited ❑ Penalty Assessed ❑ Penalty Notice Given"'- ❑ Type g ❑ Penalty Cleared Q Not Applicable COMMENTSIDEFICIENCIES PLAN OF CORRECTIONS(POCs) Pcc' oUE DATE ��"' �1J C.(� ��:��„t ?CJ• ' �r':G•�.c....�/�.G'rL..lt:— ! p ✓ �'�. �t� f '(� ter' 1 !1 v !�- !< r G1,• ! j/ �� f'1, .i:�•t C� ��•� G-strt-r�.s'/jt- t •�� moi. t�'•f ! ` ..... _ f IV 1 - ure to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result in a civil penalty essment of$50 per day(Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt). (SING EVALUATOR SIGNATUR TELEPHONE DATE I understand my licensing appeal tights as explained on the back of this form. ATE L OF ISOR j+ TELEPHONE FACILITY t EPRESENTATWE SIGNATUI;e y ,i/ •r J FACILITY COPY Page of, � pages troop SkINNOSWALE9. COMMUNTYCAREUCf11,:. ACILITY.EVALUATION .'REPORT REFER TO ae other side for explanation of form. DIRECTOR FACILITY NUL49ER FAQ'i- £ iV•' �rh Ur TELEPHONE CAPACI 7 CENS S: O PE OF VISIT: ❑"•OFFICE ❑ EVALUATION ❑ MANAGEMENT ❑ METWITH ❑ ANNOUNCED TIFAEVISIT 9Er�AN is: ••..;r::t i ❑ �PRELICENSING ❑ ANNUAL a FOLLOW-UP UNANNOUNCED TIMECOMPLETEO• '' ':�•�;:z FICIENCY INFORMATION FOR THIS PAGE: CIVIL PENALTY INFORMATION: _._ _..._._.__ s •. r ❑ Type A No Deficiency Cited ❑ Penalty Assessed ❑ Penalty Notice Given ❑ Ty e BQ Penalty Cleared _❑ Not A licable COMMENTS/DEFICIENCIES PLAN OF CORRECTIONS(POCs) voc NEGATE - Z. 1 a•^.t�I ! T I • 1 . t ! e to correct the above cited deficiency(ies),on or before the Plan of Correction (POC)due date, may result in a civil penalty .sment,oYS50 per day (Family Day Care Homes, Foster Family Homes and all governmental agencies are exempt). NG EVAEEIAlORSI NATUflE TELEPHONE l� DATE I understand my licensing appeal rights as -;;;7j'T explained on the back of this form. ds fl TELEPHONE p FACILITY fl $ENTATIVE SIONATNFjL GME. Page __ L es FACILITY COPY a __ of pages s 01-1 1-3874 1-38:d'�Hht r_i il..ITF,'�1 COSTO HEHU �� �F,��t�t • s 4 MEMORANDUM IIEAD START PROGRAM r DATE: January 1 2, 1.995 ! TO: GOP and Head Start Directors FROM: Cheryl A. Franklin-Golden Head Start Program Manager SUBJECT: 1995 Rainstorm I The purpose of this memorandtuu is to determine the impact of the recent rainstorms on your Head Start Program. Would you please fax to me a short memo by January 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? Please call me if you have any questions. We are al'w'ays concerned about the health and welfare of our families and children. We want to be able to provide quality services }� without intemiption. ! f cc: Jerry Bechtold { i Post-V brand tax transmittal metro 7671 N t ages ' To / From Co. Co. .(z (✓ 5. dept. one 41 Fax Fax M I • .. � , CD CA Cr co O —....its_. ,.... .. .�.�.. 1 O g . _... ...__: . 317 1 007 71$3� SALE 0031 03115/" 1:30 PK "'.•t �j 1 tr EXPIRATION DATE :tOfir`4`s KECCHART ID = 6011016400374 ACC17tR4T RUM= 6010M40073748 1f ,, v IZATIQtt fl = 0# AFF D x:..: ., Vr KtR '__:: :;,. z:.: r -cam 7 i,t ;raj 019COM CARD LC A't i u 1, GEN.MDSE ut II o1�7�N- E Lrl ardhokW acknowtadges receipt of goods andlor services in the mount of the Tow ahown hereon and agrees to perform the Aggtoos set forth in the C.ardaotde+`s agreement with the Issuer. LEAMNOWUMOED BALES SUP—CARDHOLDER COPY Paid Date Amt. ' l` r - R,� Progra:r. t"r:.Ut �,�.,y ll C-�--�� Program Cat Line Item Signature--•- ' GOP 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 ' ML Head Start Program Performance- Guidelines Health Curriculum September 1995 writer: Alma Norton Objective: To meet Head Start Program Performance Standards (45-CFR 1304) 1 . 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: I . Hemoglobin 2 . Hematcrit 3 . Lead - 4 . 4 . height* & wtjjf-C' 5 .,,. Immunizations Ch-ee-e chart for each child to ensure follow ut(s) as needed. II . Complete Check List for Health & Safety EqUiPM6ftt A. Examine all equipment B. Inventory all supplies C . Update Educational Series -With New Materials Concerning: . I . Health q 2-. Nu, rAtjon 111 . Assist Te,,&Cher- in Vision Screening Preparation A. Talk to children about the eye B . Show picture of the eye C. Damonstrate how the aYG works. D. Let children touch and ask questions of the picture of the eye E. Provide tha Testiftq Eye Chart. I . Let the children hold the E. 2 . Point to the letter E on the chart. Have the children tUtn the E they are holding the same way instuctor is pointing 777 w ThE ChAk-r- F. Document in Less plan AS TAe, S -rh e W C SW aw qjrh7l Wjjp SEP-29-95-FRI 00 -.--14 W- &A- NORTON 510 634 e479 P-03 IV. Assist Teacher in Hearing sor6ening Preparation A. Talk to children about the ear B . Demonstrata 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 teetht. S. Demonstiaie 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 dental checkups G. Demonstrate how a dentist will examine each child's teeth Vl , Assist Teacher in Immunization Preparation A. Discuss illness' which can ba 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 child ,Aprogram /,W VII . Assist Teacher in Nutrition Preparation A. Discuss nutrition with children , B . Demonotrate 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,i:av; 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 P. Provide pictures of these items to color H. Question children an to which items they like and dislike I . Encourage each child to try the above mentioned items SEP-29-95 FRI 00 : 17 W. &Ar1KPRTON 510 634 8479 P.01 Health Curriculum IX. Assist Teacher in Personal Hygiene. A. Roll playing, & Show Film On Cleanliness. I, pretend to wash hands & face, flake .a bath, brush teeth, comb hair, clean finger nails. B. When do we wash our Wands? 1. After using bathroom, before eating, after covering mouth when coughs 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. Rall Play as doctor & nurse. L What to do if they get cut, burnt, fall, scrape ann 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 sari, to cry, to be afraid, angry, B. Help children to try to understand these feelings and talk to Parents, family, or Teacher. eek o{ £b_tt! _ __---- Center �itt1S, =�°t' 2JGL! � {{Berne(eptiorraty"1.T_:�t:' nr��e�tQn I ye Range _�_a _ Teacher _ji>< 4s.ct_ .� t.5 Reviewed by ------- Wonday Tuesday ;w Wednesday 1.; Thursday,?3, 1nIV J)}nnu1t.r CIt,{•a►sn pt �G -rat ra{V- llr` .CIRCLE htti iy ct4`I""'-e'2Vt%,- o,a5 I .. ..•.g! c rft 3y,jt,e rsf t,YtTIME r i,74te v }-}tr{ • i t..� t r. {: Sun,rrrn"���r,,l►',.,,:y -it, r,{t•::{r• MIN l•'.!, ,r e..t.r✓e•}" i+1 •'� � p1f rt t• rt Ivor,$ ART n�t 4 r7•Y O Ir J rr r,� ;�; Q1. % ..{ n(.ttrr,>/i /{/m�'-pJtrr•' 7gr,i+r}t "t4,�n d c uyg. 1 , t� ♦�+ �l 4 YAr tc:•.t';. "p l,•rv� i �t lA LANGUAGE C{r,,v 1"f 4`0 C.. �}{1Q�{JdlrttYltdi }� t-"fill 10,14wy4lt EVELOPMENT J YI" Y. •{-iuw, a I ` -44,ry r•i'tr!lrtn ••I r,.,.L or•�o•j•4x1 (n n 1.•.e <1,:1r1,'er re �J"l % �teinq d',rti.•,t {out' and k,t.ta, IOU )RAMATIC I n Slade w rjak urou,•,{ PLAY Ct•,Y,a y-t:,4t�r•i�:y.rltrtilG'1 SCIENCE/ T7',r,1 ri• .ru-5 .,:1,ri1 •MA•I It 'ev!, rtentr-tcoid,.%i, � , 14,1 ry J<,ut,.ti, •t,•,r.J'11.rYn ('{.r•lY »r}>•• tart mur4.1r. - VdII have kl{ e- rh1 vlrtt: OUl"I3OORl rtl}rnFlnn •tc•.thcie it ulY,2un,:�;f+ r:i,-;•Dt�1� - I{.r.#. GRO$S h 1tu.r«•:�.•rrv,c` 'or„Jt15tu:,,rtf� iQ Cat�t,ar{ rptl / MOI'OR °y 1 d"rrt» �onr /)tot e -6 no(-!.c•..-u %%-i yt.le,wRri ,% I+t,t,i.Is•s,n,•r{ ,,I _ •�'tt c.Li;ttnr'It ir:t{ f,t�.�1�,�.kr5 �/ laiK aboy� t1ee� ��itus; �an�51 )Juitrt�tbri 17^ 1ICA Li"II/ '{•Yl tvtusr I{;tend-44.c. SAFE �trir{ ,, �t♦.loere,tt � /1rtcl Io- /turl•r,LLlic. COOKING I�,. • )rt, e• (4,,tI tt,t.l ttcer-iS.V -I�Cw ir,rt•{tcowwrl,,.,I IV0p�.,6�i';.a�{atl Petp{t t:IAUZA riU mcn,k,l PARENT ,tOLVEMENT NO{EJi tZ t.I,V Jy-Nov.i 3PECIA I. r tl,tobledr ,e+ptG Jt'.f EVENTS C)rOtt r,J _ ���sil,�sz►��� uEsso- Exhib'r� 6r eek of �1(1�dj► �_s� ,/_QQ Center �Ll�si, x,42+-�41_gill -Theme(optional) le Range�� _Ll11Q.2:tt Teacher_". Ct[rc_ jE1.L5 Reviewed by ------— M nday ;Zp Tuesday aI Wednes ay .Z Thurs CIRCLE 71MF. .�.,�.�11t���w -f/un/�-c:r:;�-t �.lt�.,.Jf •Nl CJ�.f� \J•�.� t�'r` t A III t�:6.�� Igo./7/1.tv� (,• �(C`•C� C�al'L'� /t �� (.jyll7 (L �,. LANc(1ArE -I . c. <</�. �.�f �;cJ�s�, ��:.:..� l: �,.u .t, ����., f.�A- E VELorMENr )IIAMA I'IC PLAY 01 SCIENCE/ T J l MAI II )U1'DOOR/ II ICLn*-i. CCwe•� ,, tip C�11.c�iy. - TV, 11 c'c— do• GROSS M U T O R ' .. HEALTH/ ^Yft"~ l .ice �]-�Cr�� � uJ c- o I��".o./, Vf+GP^� y SAFETY/ coo c,-- t COOKING / G uc. f��LtOSTs- J1-wnl��.l. t'��l C—C�. , e..Ltv[ .c.� (.�•Y�.c� ��i.�.[..��Z .•.C.. / (J/!�.t..�j�'� �"`'�'� ��:"L�n. ���l�c-C„Q��Y+ `'J� [:�i.:kc•c'.u.r- a r-- t f2f}GC�-c.�`� PAREN1' lOLVEbtF.Nr' �i-1'1'+t �J��2c �2(ltc.L {Jh�c- � "�,V.� l,vc2 CI)1 L LC/ NOTES/ al"j,uz.A S1'ECIAI. E V E.N f S t4tv.Avs�hcn$ Week of Center_2SfJ ? Center Afy) Theme(optlonai) r Il Age Rangel i�y _,� TeacherReviewed by Monday .2,Z Tuesday ,?3 Wednesday;;-q Thursday: • �/v+.,.,,.�•It' (!./u./cCu.t•-- »rCr-aiC.l �.,•.•u.%s�./ ;,,its-,..c-,�2. _. r CIRCLE �ucfurrJlr:.fleY� Sd� f}�euJl1'lf):1l/r`,1; t• 1z, TIME t 5,..r,�1�.0-,-QV f..!••t•- < t ('C ry.JC/l.l-� ... -- ----. ...._. ta! r..:.t �?)'f/r rj,.(.[.� v (<...�J.n,rt. I��rChfC}C (y.l.(,r ! '• �.C,al,7�' 1 ART C.,.-t..•:••(l,r� r� lc:r,r.rtlt..�< �r,� •-..[,.I� (.11L<1dLr-,... T•r,e�{�-�+./�.•Z,. ,n-,�.r�-/i r �rt,/,.er.,'-��. LANGUAGE a it. .l.tGrt-tL/L.r' cell—ULrl._..i,a..fr (.• +�o.�r�'r,--ti .�at DEVELOPMENT -(c 1`•:. + r.,-/w>' alv ✓�/La�U.�fc.-raL' _(!</�r N frtr[ta„'ir>, .i 'Y� /J.cL.rri tY+a:'tn Lh t..A .• r • `T�., �'nC,,z r�.r r•��i r�•�7.r ,,r -), .�,'Vi,•_�+-<.,�:,,,��,o`�.cic%.-�.�rt...y. 17•, v.f.r.�t� ryrw ae�l.r_ .L i•>•�,!1D t/ me.,yn,�� DRAMATIC PLAY / ,• :r . ,r(' t jct<. rt.9 t .cam i .jopWl r..ec 1 944) SCIENCE/ ��11 t q MAI J J ` f U \l cc��l flVv�.:,f„ , �c.L.r�...y,{o,.�.c�' 3t<...�-,.��. i:o ..t.t�. ..�<rL,, �� Z-l•.....a. ate,`. e.-Q t•-..L..ti 6<JA.�-t<er+ .�,�u..,..r,..a ��'tu- /\ter C.�r.)r V 1al r ouTDOOR/GROSS MOTOR J ��-.� -�k•R-r�r ✓}1 HEALTH/I/ 'tl,<L- I-j111, a7. rR.-laa.s.%a �i-/n...(r..-.� t4,1: /� /J SAFETY/ ��/Ic c�M / �u�4-(�n r to- L. I [Jr ,( �1,.•- rG� �ru.�e Cl1iM COOKING 1L,�,.L� SOCIALIZATION r �• / t) •s•t<_....�U/i / !tart..,t'c'Yl.R�Ot+o, '�r..}1/):) 6l•+ ✓d--+'W<�`.. !'y)LRJ.!)nJ�l-��f /I..'�n�t...I <'�.a ) (J.ca.dr6l•� /�1.' a-&. PARENT � Q U INVOLVEMENT I�)e�t l . Q.•t.-.�e�t.., / ac�ra.+/(.a-ti� �lr..).(N <t2e�/e•�a.{..../r �:�,c<�l,rn •f1.t�Ci NOTES/ I�..:.� •, rl.^rP ... SPECIAL EVENTS �l.-;t.r•' r.f• ! %$I It 1t 1, 4A It It.11 UI :,,'A,IISI1 51TAKU Iti t,IRgl 1 �S��• MAD S'lAR i' PROGRAM I„ESSOL4 PLAN L'[a��QsasJl�t� week of _rr 3 ?4 �16_yr Centef1. i/fY2 , fr�F3'_'1SL. _ ti,etne{optiof,a() j� ri Age Range Y,,,l_s YomTeacher �Li<S�j'?.�G��l�ll__ Raviewed by _L't� r��t �a L� Monday 1y Tuesday Wednesday 46 ThhuurssjJay CIRCLE - , TIME 1, -i 1l t , . ,. ( {-;4- t �•=r Vl.{ + (tom St1�}yt?r�CK S ') aha»:roct Ca.-vf4g4c--• `;-- ART. ;y1 -- h (d 6424har.rv�c� C� � R � e r Shct'm rocr, ! $,1 6wi4e. LANGUAGE I)EVELOPMEM 41 t , ^ DRAMATIC j �, p-� F ( " j t r''.tr'/ .1.�t 1 ;c,�, ,L:4✓ta' PLAY t-f 1r 01)ttfs• ['47' t., ,. i i� ;�+ SCIENCE/ 4 -� �'Jr, 't"hr. 1,; 1 '7, ry MAI 11 OUTDOOR/ GROSS MOTORr5uYS2• IIEALTtII � 4("(. GI.G.4..�� ,.• I� ;••_l,� , �r� Yt�"!��C�•(JQr�. r 7[ SAFELY/ COOKINGC 4r t ++ 6-e (,'c-,' JJ } r�/ , ! S0(:lAL1ZATJU i,.+kt tJ� d Y1( p 1 f ; PARENT IJ•JVUI.VEbIEN! /,otr "CL kt"of j { e'! 1 Apne( /-ct d p'L Ii• - ' 7,1 WI-ey SPECIAL EVEN'rS �V�l n ; of n i m tmim.a UI :wi%141S11 SPLAK111G olis oN,M1MAd�• I IEAD START' PROGRAM LESSON„fl.At,1. Ik Week of Center Theme(optionag �4xxn � Age Range TeacherReviewed by Monday L• Tuesday Wednesday 2 Thursday `n C 1. �-H 2. -F24 CC �o+ D,Sc r, !^3 CIE c-aa � p TIME �C,Jd � -r � �uG�� AHhq D 14114 s�thous-f e. brrq�r ART .,C rS'Dn f n b G^t Sylo�-3 v It dq� �r-i 6 td LANGUAGE ' 1f e DEVELOPMENT epq jne -j-�p,4f -�Aic .der�fi + war.'c Cfioo�' tom. scvrpfe d D�S L c t.�-�✓ DRAMATICfr'1Ce PLAY c •� "' CIA.( Qbser�-� W ' see, r; bea$r.S }�� song�C SCIENCE/ wi~Et► f:� . c✓ �Jc�GtYtS Shy ,tRo'"',z✓' MATH W,'-�h �-w�t.+1 3 "�, ,„ f� vet Q It r � n OUTDOOR! /sti 4rolll GROSS �lq rG�nc2 -��' 4F�t r` 6L MOTOR o Cau Yt v ZY�j gra s n Co Y" r»tz r7 _ ,� � sc HEALTH s rSA FETY/ c rYc4 2 qb�u� JCIAUZATIO }�t C�-K-�rL y►1 e� f^•E u✓o r)t,' • -I-�( j�.•^.�,-�.,-�..4-e�} CONS Sr'► y . �Z.I�r�.p'-Y • t 13aad� MJi o Zclqrtnell 1,1raAnillp PARENT htly. t:o � �u F:tt d / ria �5�+ rey� IIVOLVEb1ENT 3-otp-��r r I�Ou��`Y QZ a 1,nt rfOhZu�v- G , -,�- tom. rc 4;;Az c t �-rz o 13 t'us NOTES/ 0 SPECIAL e k r�1�JLttIM f, , EVENTS �. -�-�ltf 11111111) (AIM101 tat tdViltAl Sl'LAKllUd''S50fmN *Kl13;1_ HEAD STAnr 1`110611AM 11S$014 PIAN L;1ir 1L�'_/Ltialal Week of �_�L=__.�.:13�---_ Centel `� Thema(ap ) �*s uu Aye Range_=L� s___�__ CS__ Teacher �016Ak__-_ y _ Reviewed h rj Monday 2e. Tuesday 2 q Wednesday 3 5 Thursday ( rd m rg.-eqn nq 5�1'ro0J ���.� r`f�v-,"/ fnnel /`t,,nne+ CIItCl.E n Q tjS 111y-Jr1ta�+G,+-� d,,o..,w- G�a.� Ahm e� 1'1 M E -}v l"-�4 n�f"b"•( G•it�-t tt-k..lti3-� ;-�t� .vra�-�L . -7-4.10 � }�' }fin -7 10 ,f•�- d0 n{ d pGt,t ct rty t.".;�h Din c,n r� JG s tJ r'C. -,4- Cq (' o�( c�— /+ G �'�' r1)-- ` ART 1• S h Y f_ tGf /p/1'►1 �j '�r T.wJ �' -+lG, roc 6 6,'-�- -5rt('i Cc II+;►t ?St+;Y r teM ercZ 1'5thSs ��UOrw-�� �1 -e a'hct AVm tfev,'...a� LANG11AU v 6L pct llaeFrt I/fVEI.UI'tIENI a�a�� q-rrq;d wh4ti-doc vl ( ) 7 fCZlrntl/a3Arilrcj ttf/ct r� pR{. _� 1'ia►t/ Sail J +1af Y f .prc DRAMATIC -�a l(C e.cS,'n� f ham. P%Ja� Jlre. ( SCIENCE/ MA1'i! LtJ4��.3� `f'GROSS 1-0 on vedh2 ! oY1C 1G MOTORg.�Cz� Cd r�t tvt 47 et SOU rSe „ - ##CAL1'!1/ �x. �bt Ctli�� e•�•1r/! Sop P S SAFETY/ l�dn P �J aie� COOKING ti w1,�+may+ � , pE !y�.� / SOCIALIZArIO t.v� 4-4a tui Q w.f-h &,1•, +y az, T. �!,'r� �«(_� TSS-��- , �.en� J ,Amel i � �,o#ocz �. P1IRENT Sc.u _ ra.r�•e_� aa(-.v.�i� /,'� INVOI.VEMENr' �l°�%4 .4.t s I Y at44v;def%"�- m AJI) d,; i W..��l1 A�'c CQYr.Gn Sawcn:�•� NQ'rES/ " �+ SPECIAL Case- cam-erd"t EVENTS tee+t o.( ---------- Center stns .i_C _*�tCtf Thetne(optionai) geRange s • vvtx__--- _ Teecirer . n • rV, Reviewed by Monct6y ITuesday py Wednesday Ir Thurs ay 6 ;,t;Nie.valer�l;r�k•, -.. Ce-?cxt j�o�C ra f'r')j f QY CIRCLE F•rtir r,c{, ,o -rte' v\ TIME + aU*�br, E };ems(, r Ki/ta�t•ts!t IuF+ett yDc,,-l�ac{ /� � �a.t d/•�h,4 aa-t��' a n d' -F 6,� :In l•v---- �' '•'"t E + t,rr),4 Son eoury jot 0A, AR f 1/a le.-146 1 a {tcle'vis -fit r C wxl Ca, S". t"e..c�r•. LANGUAGE {t.F iJe..� Kid tu/U&- t, C 'EVELOPMENIr/t� 1 "lndt i�octj- (,I kt^ ^Yt�il►+tl�C!t'Y I;g,-kglwr<�. e x,Ve.)tiRr- - me t>>k dcty o fwc,4 n,.e� c( .k• R'''A •� .,l r! t, 1 j l"G.:w•C.1^C rCwlD�f o�w+<t t1 _n C t 3 r:t•,�tr�ce:�- lt,:��t1 DRAMATIC hr.�rl c t k r•thc{ PLAY SCIENCE/ M+t"^cc,,t r»easwrc.r M A•I'I f 1 OUTDOOR/ 61 rcr-- Y Kr,r1\ t f7.ilrM,Ilin t71�Y (),aa ct��,r� - G Irt it .. r�uc,l-9da5@ GROSSttr+,�'� .. r�atrn 2. i y5 r n�; ,a+» a r MOfOI! _P te► du, /lac/++••fy -PbtA nct urrr+ 1 l HEALTH/ Wjtte/elrart^ �\ ?JuFriAat Day Crc r V, SAFETY/ �' +I td/ *; COOKING 0-,-ndY Cprt"' ts�t�u1` i„T:r+ �t»Castrt•1n�� CIALIZA110 d. ,I'- duc/!... .Xn4 :t q {1�..yy��u.•-t•�.��:..y1 Q�U�' Q.l�tµt„K S�t"f'\Q.Ci ..•/tcT7t� �k..'�•M1'�.% t'J�[at 'AREN'T tOLVEMENi';PECIAL C,ra t -�,�,R Lt Gip f-• ..yrs,-,rpt, t o�s�..r{ -Jta�..�j.c.c L-1 Ila I 1 =.vrrN,rs t •' Va 1.�,;4;,tr�, I1-kirr lt� J. •1, t'f .,..-.— �•„�irk G � j� �, �. r.� � .. ;�. ••: •rte `5�_ /�.`� ,,.� � .yam E`' � � .�� ;� •� '� � T J 0,4 wl CO CA e w+ ca 10 69 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 CGenter because it is there that historically we have had the most number of children with behavior management problems who need that one-on-one 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 ot 08-22-1993 03:36PM FROM CCC COMM ._VCS DEPT To 92290309 P.01 *IratlonFood unity Services DepartmentC�� rc Child Development 374-3994 1 Communty Action 313-7363 �� Head Start 646-5540 Service 374-3850 220 Morello Avenue,Suite 10 1 Housing and Energy 646-5756 lartin 1 California 94553.4711 Cot 1 ntY PATHS 427-8094 i13)313-7350 ; Count i ax (510)313-7385 F . pan V. Sparks, rector - 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 . t 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>rrom the Antioch Fairgrounds classroom and thxee additional slots appearing at the new expansion site in Brentwood. Donna Thornton,UCSSO bead 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, itis utlacceptable to move Hcad Start sluts to accommodate staff needs. UCSSO should provide inunediate training to classroom staff on dealing with behavior issues rather than transferrin- 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. YOL r immediate attention to this platter is appreciated. Sincerely, L`t_ rJoan . Sp ks cc: Daneen Cali, HS Acting Program Nlanager Al Prince, ASO Head Start Policy Council Members Contra Child Development 3743994 Lommunity Services Department Contra AUG2� ' 19-5 Communry Action 313-7363 Costa V V 1.77 Food Service 374-3650 Administration Head Start 646-5540 1220 Morello Avenue,Suite 101 Housing and Energy 646-5756 Ma z,California 94553-4711 County PATHS 427-6094 7350 F �-313- Fa 0)313-7385 %EA . Loan V.Sparks, • )irector fead Start Grantee office ' !425 Bisso Lane, Suite 120 .oncord,California 94520-4830 510)646-5540 'ax: (510)646.5551 August 18, 1995 'heryf A. Franklin-Golden rogram Manager Arnold.Flores, Chair UCSSO Board of Directors 837 Arnold Drive, Suite 100 Martinez, California 94553 Subject: Corrective Action Notice #5 0 Dear Arnold: The purpose of this letter is to provide Corrective Action Notice #5 to your agency. This Notice #5 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 s 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 0 stance of their home. (3) parents do not have to follow any child V AUG 2 3 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-school.it 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 questions, please contact me at 646-5540. Sincerely Yours, Daneen Cali, Acting Program Manager cc: Joan Sparks Scott Tandy Richard Lujan Donna Thornton UCSSO Board of Directors Desiree Smith LPC Members Mary Shavies PC Members Bill Forrest jloa- rl .j 12 1 be Ic t 4 r �' ` ( U a U)t,�q ce c _ ---- I(?(jvX 4L 6 c�Cc, t�'1G C( ►� u cc t C Y , C f��! CSC -- c�w W anau-t" . ,�. c.c.s Iii �` /'� /� �C'' •.:�r _ :.} u. ti - mow- couVt. �OtANC v� `. "Cf. 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ES-42 ( j 4j RWQv1.J V E -6,0 me's0 1,v h-1 ki CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT PROGRESS NOTES Name $ 14 M10JJ Sdate r QS ?a /Guardian Phone# dedical/Dental Coverage J Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial r v60k �(0311:0_do 9c4 Dw,Lv-L r MAC 4o sa Imo. eo, e-0LIL U4ZL qc,��"VI LN--, w ` Is-42 c so Qowan5 (U( . . 6AA AML 14 4V Ir uc U e,SS o " E kbit` PROGRESS NOTES if Child' s Name Birthd .te Parent/Guardian - Phone# ical/Dental Coverage Teacher/Home Visitor Other Assigned Staff/Agencies Date Subject (Identify first before entering information/data) Initial lrw � MM ftmonk CU J VJo ��)tk uc�t Tr + d{ 1 I,LCctit CS' trti� cu�-�,11, ( . C'+ I- C) Ccti1 ( tLt-�,, 'i Cx1fim HS-42 s ©S o UNITED COUNCIL • OF SPANISH SPEAKING ORGANIZATIONS INC. 11EAD START PROGRAM STAFF 'TRAINING Friday, MARCH 10, 1995 AGENDA I 8 : 00- 5 : 30 COFFEE d : 30- 9 : 45 DR. BRE19T SHAVIN Ckit I 10: 00- 11 : 15 DR. KAREN TANNER w _ TO SPEAK ON PHYSICALLY HANDICAPED AND EMOTIONAL BEHAVIOR PROBLEM CHILDREN IN THE CLASSROOM. 11 : 15- 11 : 45 pUESTMON 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. Fw. tai = .•t' ti _ - r'�; '� X',}L f r t Ift•1 (f t.1�1/•�1��` L•'�::�t, _.l• � -.�_ •„.•r ��= (, �.r1AJv. 'r ii` �'V�� l�-� L l.j.•!_yC7����94� !{ ' �,�� •- _ '�t���f--:+ ill '�_'��_ ct.`= f- t lc, cv. �21t1^�;�r"`{ E _► /tom. :.� ��t3 A► L1.., +,Li'C.`-1:'.'�L4, �).�'. ��s(,. �t�f- t'� t.�' c'Q�U. -^-C.`J�l w-'��1f1.,Q,,. _ > •��' Sri- CM81- t� ' .�_ it� Lr i,•��?� r')L{.� -�:t•=�"62��/•,' � , -• ,. 4 � •� � •fir ,.„,,r. f Ij Ocil i 1 J( I •, +_.c i"\. Ij�/..l .t" me LIU.L pcw-� -+- `�--�-C.tJYI� ���.��-•• Yl1'�N:�Q . �c.� 1 1,q.F�C..�,�.�; 'f .r ucc, Cts'. � t- �C: C�• ..�_.G�S.�i T, t �.� E � ^°' '. 1 .( G� -ert,� i I t? r I' r ..;�. r, ' U'l 'Ior�-- (I o'.CY -U- ,\La i! l r•'lt'(i,{ L. �Cr �i� 4t 1:"�v _ CtA! tJf ( .r . Oltr d F e ..'�U��.L�\.J."f.. _ (,}i.?�:��r. \4'j 1. �.✓ K ,,wy L.,e vy ' r;ti f ( y, x I l i d4- r-(2 P� co VA OCACIP ac Phi be"t :7 w `A •F► ci ..� `i . G p d , nil e31fia9 lue-mith IN gaesmd slamrt !cental health in Head Start is often interpreted to mean detecting emotional problems. referring families for therapy, and special services for,the handl- ' 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 Bead Start age children, mental health means pride in realistic accomplishments and a grow- Lang 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, hould be just as important a goal in Head Start as the provision of direct ervices. 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 Bead. Start programs; each activity addresses an important aspect of a child's emotional development. The activities are enjoyable and require a minimum of preparation. r Y• A"' W.W�.,1'4� •• 444 ..3 •� 0% to A w tJ A - v •v v v .✓ v v S CL. 0 1H+ m < rnt'7 O C. MO. ? < Oa0 O [oS7 'O O MO O n N Frani w O m 1r a hm+ < M ; a n m ►rat m m m a £ H n m re r R R m R f+. r m R b a a• ro91 t& V rt03 .4 c ra�pp R O? a 0 mm n m O'`� n a O w nm m fS. r O R O 'T1 'C! 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H. w a o a ra. m 97 m m a n t7 0► m O a 1+ " 1& m • a m F+ W m O a s a R H H 01 ' r 'm moa mV m mm 95 W A aC y G x a 013O hi m rt � am M x cm n C • M R b R� O m R n 01 m M TF+ A 01 M t+ m f� '� S C a m m s r n Of O < n M 7 m q o0 m c i s 1+ m 0 0 R < R m rr .. C. n n 1-4 F+ a m 7 n r n F+ m C7 n m C rr hr 9 R O W O m o' C a < a m 7 n C 'C tbra n 00 O n a O b rr m y m Pk h+ n • R 0► ? F+ OO 1 a b r+ Ob O m rt a F+ n m Fin m 0 O. O C m 1-+ m F+ t36 r m m W n m Z n S h+ 3 R a6 r m F•+ rr R < n f► R o. o e 03 n r r• a t+ m m. -a m C3. n m o m x m m n a c n a. m p O M O m m 3 1 r 1 a m 0 ri m c o = to r w N ►- b C tly m m o W m o coo �' m ra+ y n M =rm tai O r m n O 7 � 0 C 7 " O h+b ►+ m b m ►+ m b n m a � m m m X a m m 1+ 'C m r n 1r n o O m m O n n o0 nV pt 03 1-+ cr ►� n n m ao d. W O h-+ A m 0 m n Oo m m O' m S 0 Ih «+ a. ? < = =r m cava n F+ L1. ►+ n m o0 c m m n m OO n m I T m U.C.S.S.O. { NE/�q 937 AnsoW Dr. Suits 100 MMgt[g=-CA $4563 z CHILD DEVELOPMENT/- - HEAD START Mental Health Screening Definitions r 1. Physicalmarance Coloring, posture, gait (normal/awkward)) facial expression (b / (j11G appropriate), breathing (normal/labored), grooming,-eye movements (coordinated/uncoordinated), etc. Z. Activity Level Appropriate activity level, tired, listless, falls asleep often, unable to remain seated, squirms, in constant motion. 3. Self Concent Likes selkays positive things about self and his/her products, nukes negative comments about self products, sees self as well liked, as disliked, accepts responsibility for mistakes, blames others, confident vs. hesitant/fearful. 4. „men "on Soap , 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? S. 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. S. Communication 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. Cooveration&om2 iance 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 hit 10. Indipendence/De ndence Chooses own materials/activities, asks for help when needs it, frequently asks for help, frequently solicits approval, comfort, waits for reminders about routines, separation problems-clings to adults, cries-at separation, etc. 11. Attention Seeking Talks about self/family, shows work, says "look what I did", "look at me", wants work displayed, excessive talking, tattling, whining, dinging, demanding, purposely breaks rules, calls attention to hurts, complains of sickness, talks out of turn, disrupts, seeks excessive direction, approval, comfort, talks about killing self, self abusive, hits-self, scratches self, pulls hair, etc . IZ. Problem SolvinglConflict_Manaee,men# Plans ahead, random, trial and error, solves problem by use of words, going to adult, crying,fighting, joking, reasoning, negotiating. 13. Frustration Tolerance Able to wait turn, waits for needs to be met, gets needs met by use of words, adults, grabbing, stealing, no reaction or over reaction to difficulty/failure. 14. Anti-Social Behaviors Threatens, uses abusive language, physically hurts others, disrupts activities, destroys materials, hurts animal, sets fire, hostile fantasies. 15. Sexual Behavior Extent of awareness of own sex, sex differences, excessive modesty, shows genitals frequently, displays unusual knowledge of sexual activity. 16. Withdrawal Behaviors Reacts to physical contact by squirming, stiffening, startling, ignoring, looking away, unaware of others, indifferent to materials and own products, doesn't talk to others, excessive fantasizing, "spaces out", unresponsive e.g., no reaction to loud sounds, tea injuries, etc 17. Self Stimulating Behaviors Rocking, head banging, rubbing body parts, masturbating, nail biting, hair pulling, thumb sucking, rhythm, jerking of hands. Adapted from San Joaquin Head Start FP49c LBu/ml 3/15/91 -2- (2) Offer a full schedule of training sessions for teachers, c i 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 Y 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 reqdire 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 £amirly 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 iii Brentwood. The assessment needs to include: personal data of the child, current problems of child at home and im, school, history of presenting problems, results of a complete physical examin- ation including a careful neurological assessment, past �� G��.SS�°� •rhil�i -3- medical history, birth history, daily habitis, levo l ,gm1etital his- tory, temperment, school history, family History, p,i ;t treatment clinical observations, and any additional informat: imi from spec- ialists in such areas as learning disabilities, p:;• -liol.ogy, psy- chiatry, neurology, speech and language, physica1- :111(1 occupat- ional therapy. In addition to the assessment of Lit- ArjAd , com- prehensive assessment of the nuclear or blended family is of equal importance. The family assessment should include: n genogram with source information supplied by the parents throucllr ., process of answering a structured questionaires covering the -hild and sib- bling generation, parents and grandparents (both pa l-.-r nal and ma- ternal) generations. Information from the questionai.res then tran- slated into a standardized genogram drawing by the !:t:aff personnel. Information sought in the questionaires to include porsonal and demographic data, substance abuse, physical, emotioir:il and sexual abuses, special medical conditions, learning disabilities , cultural practices of all members in the family, particularly those of the parents and grandparents. (5) Employ " Fun and Food"" 4 + 1 p y promotional approach to encourage greater parent participation in the Elead Start program. Deprived, discour- aged, and disenfranchised parents generally have greater needs for immediate material rewards to be motivated. A.I. I. of us like to eat and have fun. How Head Start develop a down-tic,--earth program that will Attract parents is the big question. a:n making that at- tempt, consider the following: a) Free baby sitting service on location. b) Friendly and informal meeting atmosphere why� participants are made to feel included. C) Facilitate meetings with group norms that-. Lir ,)vide all par- ticipants, particularly those who are shy awl lack verbal skills, opportunities to speak up and ask (piostions. d) Invite successful local merchants, business -titrepreneurs to share their success stories with par. tics i p;i, inq parents as an adjunct the regular Bead Stitt meet i nq agendas. Peo- p1e are often interested in findinq hnpre 1 i -i -ninq to how others have overcome overwhelming odds and lwoome. success- ful. e) Invite local restaurant chefs and parents ot: ►lead ;tart staff who have special talent for cooking tc, (lemonstrate cooking techniques before regulare meetings . f) On special regional meetings, employ pot-.Luck contest with prizes awarded to main course, salad, and cos!l(irt entries to encourage attendance. g) Try to incorporate into each meeting attraction feature that will entice typical Head Start parents Vo participate because it is fun, food or of practice value . h) Praise and validate those parents who show(-(] of fort in Bead Start program participation. Until the government changes its position on parent in- volvement with the Head Start program, it is impar. t r,rnt that del- Dorothy Bronson 05 P 9 140 T3 Disability Coordinator 3 UCSSO Head Start- 120 Oak Street Brentwood, Ca. 94513 P.Yja 0e _[� dOOSCU ,,tune 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 the economically 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 hadtreatedproblem 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 suggestionsr. 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. -2- (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 wokk 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 involNed 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 work6r 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 / -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. (5) Employ " Fun and Food-7" 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 each meeting 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, G ( C y Paul K. Yee, bit= 124226. f JAMES A. ERICKSON A MI1V-.9 MFCC Mental Health Consaltation 1111r.#MFC 23918 Liberation Psychology P.O. Box 185 Brentwood, CA 94513 (510) 634-2164 (message) TO: United Council of Spanish-Speaking Organizations Head-Start Programs MENTAL-11FALTH REPOhT 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. Ankiety 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 difficulties also present themselves, although not to the degree as those mentioned above. They include: withdrawal, s(en66- ruthlbr ff regression to previous developmental levels, :.incl actgressiveness. In these cases, I like to visit families to assess: if the children are acting out -some stress from the home. (My experience has been that parents often respond with denial in some form or the other . ) MENTAL-11EALTIT RECOMMENDATIONS: Ilead Start serves children of economically deprived families. Often community resourrer, are inaccessible to t_hese families, due to cultural and economic reasons. My recommendations fall in two areas: 1 . There needs to be a good 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 _famitiies targeted with special needs. Often , resources are under-utilized because of shared ignorance. Once resources are identified and paths of accessibility clarified, the program will be i.n in better position to advocate for increased services or (irvater cultural and economic sensitivity in existing services. 2. Community Mental Health is best promulgated by in effort of the community -- coming from the community and effected through the community. This perspective recognizes arid fosters the expertise and strengths of the community in addressing its own identified mental-health needs. Community agencies and County social arid mental-health services ideally facilitate this process. I believe that- to the extent that the community perceives mental-health efforts coming from wit.liout., directed at it- in a judgmental and prejudicial way, to that extent mental health efforts, perhaps: with the best intentions, are urrsucce.,sftrl . The (lead-Start Programs :ire in a relatively good position to be an agent of Community: tlental Ilealth because of ( .1 ) the emotional investment parents have in their small children; ( 7 ) the lack of sophistication on the part of the children to mask difficulties that different families may be having; ( 3) the c:r.-edibility Head Start has established over the years in the community ( I am well received .in the homes of families once I identify myself as a consultant with Heed Start ) . With others, I have started a nonprofit: agency, Delta Communities Counseling. Services, which adheres to the principles of providing accessible mental-health services in a culturally arid economically sensitive way, while enabling community mental health in the terms described above. We are very open to collaborating our efforts with the United Council of Spanish- Spealcinq Organizations and the Head Start Programs . r �e35v- �E�Fh�bK M -- i� X01 r(dcG cu OvIcf Is _ �W1uL � f,�ii,, �• VLQ�Q(Xl�- ffCQ,c u 16zJ Jo mfl-n-i Cv ii• ' . -Lth) b��l v�4 G c�.6r,e C 4ci On. e �t.ts �-k . • �;tl,i1.�.d- YXcl �rr` !"SO �Qdc� �!lLt.� via A/4�(" -- (G,�:�: C� to�i e.8. _ . ._ - b'rfi UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. t HEAD START PROGRAM 1-30 IMPLEMENTATION PLAN September, 1995 UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM 1-30 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: I: Participation in the process of making decisions about the nature and operation of the program, E 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: I: 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 Local 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 Yparent 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 I-30 Implementation Plan Revised 9509 Page 1 ev I One: Classroom Committee Level evel 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. ti 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 ead Start 1-30 Implementation Plan evised 9509 Page 2 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 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 AVT 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. t. 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 VOW- E*fi;b;f 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: II: 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 Sas 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 Y 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 Childeveop-nera 374-3994 Community Servides'Department- Contra CommunityAAc6on646_5544 Ad tnbCo tration #a FHead SoodYt 374 6994 46- 2sso Lane,Suite 120 Housing and Energy 646-5756 C d,Caldomia 94520-4830 County Human Services Advisory Commission 646-5661 (510)646-5544 J Fax:(510)646.5551 Joan Y.Sp&M, ,• 41IG Director j �T� , MEMO TO: Donna Thornton FROM: Daneen Cali i DATE: 8/14/95 RE: UdSSO'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 Polidy 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. (A MEMORANDU X 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. AA f�$�-�-fl - Administration/Management {�2`� PRIORITY AREA OF TRAINING NEED RANKING 1 Strategic Planning 2 On-Going Staff Self-Assessment 3 Shared Decision Making 4 CNA 5 Comprehensive Head Start Team Building 6 Time Management x 7 Communication I/ 8 Management Style x Fiscal/Budcret, PRIORITY AREA OF TRAINING NEED RANKING /* 1 Budget As It Relates To Components/overall Program U S �' � ' . Grant Writing PRIORITY AREA OF TRAINING NEED RANKING 1 Programmatic Plans 2 Career Development/ Career Tracks New Staff Orientation/Other Orientation/OtherTraining PRIORITY AREA OF TRAINING NEED RANKING Introduction to Head Start & Its Policies a) Overview of Components b) Job Descriptions c) History d) Regulations (all) 2 CNN - Goal & Mission Statements 3 New Regulations/Compliance New Parent Orientation/Other Training PRIORITY AREA OF TRAINING NEED RANKING 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 Statement 2 Board Roles 3 Introduction to Head Start & Its Policies a) Overview of Componentsi 2 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 ' l� 1 Increase Parent Involvement in planning, budget, career development, curriculum, etc. 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/ Community b) 1-30 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 I Meeting Areas for Parents/ Staff, Including Confidential Areas 2 screening Areas 4 V— Nutrition PRIORITY AREA OF TRAINING NEED RANKING Comm. Resources for Parents 2 Improve Parent Involvement 3• CUP Records & Requirements Safety - OSHA etc. PRIORITY AREA OF TRAINING NEED RANKING I Develop/ITplement Plan for 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 2 Parent Training/orientation To Mental Health in Head Start 3 Mental Health Curriculum 4 Screenings 5 Observation 6 Referrals 7 Building Self-Esteem 8 Learning Positive Communication in the Family Staff/Parent Support Groups 5 • tasso.w. Other PRIORITY AREA► OF TRAINING NEED RANKING 1 Community Linkages/Services/ Planning 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 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 Hove To Build a Better Board Workshop Prepared By Y 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 A_ 4 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 *ess group.It is important,therefore,that you be prepared to save time and expedite business by observance of the 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) l second the motion. (e) What motions are there to be presented') Perm �► � � 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 ra�proval 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) .J-ustice 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. 5. 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 tw&thirds vote can be obtained. (e) Secure an immediate vote on the question. (f) Lay the question aside temporarily. 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) _-It 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 tha: 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 all of the amendments carry,is it still necessary to vote on the ma.n motion? 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), (I), (e), (a) .2 points each (RONR, page 21*) 12 4. (b), (d), (e), (h) 3 points each (RONR, page 62; Parliamentary Practice, page 14) t 12 5. (f) 10 points (RONR, pages 77 and 183) 10 6. In this order: (c), (e), (g), (b), (a), (h), (d). (f) 2 points each (RONR, pages 26.40) 16 (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 corisidered 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 muc h as it is not germain.It may only be considered as a primary amendment to the main motion after the two pending amendments hat-e 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 custom's have been followed IF YOUR SCORE IS 85 POINTS...you are still very good —you must have what it takes to han'-fle the presidency of a service club or any large business session. You will do very well in the conduc-.---)f committee work A SCORE BETWEEN 70 AND 85 POINTS is only fair.There is much room for improvement ')'ou should try to get into some parliamentary practice sessions before attempting to conduct meetings. CORE 70 OR BELOW suggests that study of basic parliamentary procedure Is necessa-ti before attempting to chair a meeting. TOASTMASTERS INTERNATIONAL u�sSA �rti;6,�F �' Topics Parliamentary Law Robert's Rules of Order Meetings Officers Agenda Introduce Business Debate The Vote Motions Head Start Program tA A GUID9TO MEETING MANNERS 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_ thesecretary 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 would 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,"I second the motion."'{Note: You do 777te minutes stand approved as corrected." not have to be in favor to second a motion!) REPORTS: The chair asks for reportg from t CHAIR ASKS FOR DISCUSSION: Any member officers, standing committees, arid' 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 Aw n is needed for the adoption of a committee VOTE- "Are you ready for the Question?" Wrt unless a recommendation for action is CHAIR ASKS FOR THE VOTE: " made- All in favor say "Aye,opposed'Nd- UNFINISHED BUSINESS:Thechairannounces 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 eitherthechair or others that thechairdesignates 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 0 Give all your attendees sufficient notice of the new business?" Motions relating to new business can now be made. date and time of the meetines, and as much information as possible regarding its sechdule ANNOUNCEMENTS: The chair asks, "Are there and agenda. any announcements?", and may add any 0 Start on time. announcements of the chair's. 0 Follow the agenda. Politely lead off-the-topic ADJOURMENT: The chair says, "If there is no or reptitious speakers back to the item under Vr business,the meeting is adjourned." disucussion. 0 End on time. 0 Beawareof your attend ees'comfort. Use name badges if necessary. Remember to take a break if the meeting is longer than 90 minutes. u Esso �6'rF T Officers & Committees Presidente/k/2 Duties Vote Chair Pro Tem Parliamentary Usage Maintaining Order Vice -].?Wragwlen� Duties Secretary Duties Minutes Treasurer Duties Accounting & Financial Reporting Committees Purpose Members Chair 'Rules Types tr U., 07 v — _ a -O br r v c 0 o 40 ! ! M o 'c - _ _ _ _ 4d T:l t. v 4 � a r , er r C c C c , y r Cy O _ c O C r o :. Z Z Z Z Z Z Z Z Z 4d : >- E 4 _N .G �Q r Lr •^ ��.. •� v 1. ZI r 0 a 0 o .. n. •l, 0 ! C' } Z j. Z Z Z Z } y. } } Z >. Z Z Z a E 0 v v z a %, 2t -c a O C v r. 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C N V u 0. 0 Z w .+� J d d V4 d N d 8 A A a Cd � FG V A W ti TN-70.2 ($/30/70) �GS 13 A soxaas'�Q w , sexS peaK d to,, peak xoxaas't(l w ` A A N y at..Vxnaax3 , as V VA psea6 A ` A taxa x�a ti W d d seas peak soaas�tl w W d ami pseo8 IAO vi 0- P. o oa°,i o u •a m 'c d 14 � A a c"a H PA 44 W a � V o o to N o �d GA 0 0 4 N pNQ :z 6 O C1 d 13 Ol O U A ca N G H v v d p cC � p o• 44 Ir. P. U d ..+ tdca N A Kl O H � 1� �O �'✓ y dy ./ N � D O H V ,a .0 M dw � Aw Tty_70.2 (8110170) P's zoPA :1=E3S PRaH c� d 1auno0 4atloa i v a i V to :IzL':IS PvaH ZEaxOOITG � an��naaxS pxeog aazaaxia >, r✓C i P4 pi i A u IAVIS PRaH a Q i UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. HEAD START PROGRAM PARENT TRAINING WORKSHOP OCTOBER 3, 199 S 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? 1-30170.2 Implementation Plan { s Pit. 4 �f 11{ 1 14 �i►: .. x�� !i'f' �C A cp 'O 0 Q � 3> �► C 0 w m • m Q cs� `• 0 o .-. m M,m =3 N C fv ? cc • ° � - _ 30 - D ?• =r = c _. m © - < = CCC to p rJ o i "a CL CL at CL m -D '0 0 > ; � CLa wm � Sa m3m pp CL 0 (a 0 ,n CDv> g = � � t ID � . .rte 0 CD �. r- +•� 0 CL CD 1 � d = CD r' Ct) i LA CD _ 0 a a. {!1 cD O Q :3 •�^` T C 1 Q y `I m W ; .. _ -YOU C -WZ-H�ALTERNATNE EDUCATICIN:� : Libe, Alternative ;Yt U ;-CAN;. Education C �. `�We of er F pt A ec " Pe e S ons`chance '. —_—.—... Fddegifion A.-Yor-E.vermone ------ :::. F --seemester- .1995 !y S. e�%eclu�le' of Classes Alt ADMINISTRATION BUILDING '' •.f^ 104 Oak Street Brentwood, CA 44513 Adult Education: (510)634-2565 " Independent Study: (510)634-2584 : : GOVERNING BOARD OF TRUSTEES Joanne Byer Ron Enos Holly Hartman .Bob Taylor Ray Valverde r ADMINISTRATORS .,Daniel M. Smith . . . . . . . . . . I . . . . . . . . . . . . . . . . . . . . . . . . . . Superintendent a "' Roy Ghiggeri . . . . . . . . . . . . . . . . . . . . . . . . . . . . Alternative Education Director 1" Joann Morrison . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Secretary, Adult Education Charlene Souza . . . . . . . . . . . . . . . . . . . . . . . . . . . . Secretary, Independent Study t' Deborah Vetter . . . . . . . . . . . . . . . . . . . . . . . . . I . . . . . - . . . . Evening Secretary Sharyl Walker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Clerk-Typist ,..� ►Office Hours: Monday - Thursday: 8 a.m. - 8 p.m., Friday: 8 am. - 4:30 p.m.. Programs at the Adult Center are for adults of all Class Registration: August I - August 11, 1995 ages, all educational backgrounds and all cultural heritages. ; To Register: Pre-registration and pre-payment are required for Programs authorized by the State are partially funded by taxes therefore, no fee is required. They are: English as a Second registration. See "Registration" information enclosed for Language, G.E.D., Citizenship, Survival classes, and Senior details. >, Citizen programs. All other classes and programs are self- Lab Fees: Special materials are required for some of our' supporting;and registration fees pay the operating costs. classes. Where it is'impractical for students to get the items Students must attend the first class session in order to individually, a lab fee will also be assessed. est 'sh the class; registration fees are based on a minimum ent of 15 students who are pre-registered and present Admission: Classes are open to any district resident,rogerdlW:- . d the first class session. Fewer students will lead to an of age. Non-district residents are encouraged to enroll• increase in the-registration fee. Administration reserves the right to set minimum etiroIl. iE ' The educational services provided through Adult levels. Education are the best value in town. We urge you to "come out" and enjoy your educational experience with us. Class Locations: LAE=Liben. Alternative Educatiod``Cetttet' and LUHS=Liberty Union Fiit i; School (map enclosed) b • ' ::;t} ^rZ i.S}"'f� fy -. 5... .. � fTv�'Y k+rl"}f `' r.� �. ,ate [i' S k +� >. }� Sai`".4vy'wY •'!t,•a:,<� !y .�� .� PlJPa' .�;, 1 4. „► • .a ;°:r.,Y•`>y- r,�s,t;<>xZ :rj.i S3'c!}8hi54.�al,`r, 's'``:,fr'�..;� • •%� � 2#..r 'qA?�, R. 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The First' Step to a Better Future ! loy�e� vA U as oQ s G•HUMAN •Asislenle de Mcilico •Mantenlmiento de EdiNcio •Accounting Clerk- •Electronic Tester/Electronic •Ayuvanre dr.,Guarderia •Manlenimiento y Ling9ezn/ Bookkeeper Assembly Inlardil Conserle •Automated Office Skills •General Clerk •Cocinero Irrcluslriat •Oficial de Sequridad •Automotive Specialist .Machine Tool Operator • Cori lnbilivad Compularizadn •Procesamiento de Palabras/ 'Building Maintenance .Medical Assistant secretarlado •Child Care Provider .printing end Graphics Despacho y Recibo de •Procesarniento de Datosl •Commercial Food Service Mercaclerin Olicinista •Security Qfiitxr •Computer Aided Design! •Sheet Mete)Fabrication Mectnico Automotriz •Probrador de Equipo EIAclronico Drafting •Fabriacidn de Metal Laminado a Inspector de Produccl6n (Welding included) Custodial Service (Soldadurn Incluida) •Soldedor •Data Entry/Computer •Snipping and Pecetving •lmprenta/Diseno Grafico •Tornero Operator •Welding 7800 Arroyo Circic CA LL US ! 1727Mission St.Gilroy, CA 95020 San Francisco,CA 94103 (408) 842-6484 ► (415) 255-8880 �. x. . i 1212 McGhmess Ave. ,ob Traisn" ing 8390 Capwcll Drive tiau .It►sc, CA 95127 ' �` . Oakland, CA 94621 (408) 929-7180 Entrenamiento Para Trabajo: (510) 568-6166 701 Vine titreri Cn 1 IU 131anca Lane Shit .lose. CA 95110 CAL LTOLL FREE Watsonville, CA 95067 (41)5) 2N7.792•1 LLAMEGRAT/S (408) 728-4.551 2821 Middlefield Rd. 330 Grit'i'in St. t1(800)533-25199 1� Salinas,'CA 39 0 Ilcflltnnfl ( IIS, LA 14116, , (-I 1 5) 36-1-2i37 Financial Aid available if YOU qualify (41)8) 424-0665 1 Ayuda Financiera s!Usted Califlca D@Snlnp(1,C('rruhr.l h1'!:(r I�/u,r+nrs UCSSO HEAD START PROGRAM JOB ANNOUNCEMENT I-lie United Council of Spanish Speaking Organizations is Contra Costa's largest Hispanic non-profit Human Services. We offer growth opportunities, and a supportive environment to creative multi-cultural candidates. Great Benefits. Family Service Assistant - Assist in the implementation of all the Family Services Component objectives as specified in the Performance Standards. Helps assure the overall quality of the program. A percentage of these positions require bi-lingual skills, 40 hours a week, 43 weeks a year, salary $6.50 per hour. Health and Dental benefits. Responsibilities Include: answering phones, taking messages, filing and computer experience desired. t Special Needs Teacher Assistant - This position is to assist the P Special Needs Coordinator specified in the Performance Standards and help assure the overall quality of the program. This position is part time, 10 hours a week, 39 weeks a year, $9.13 an hour. Needs to be flexible. To qualify for a Special Needs Teacher Assistant, you must have 12 E.C.E. units, and willing to Enroll in Special Education Courses. Completed UCSSO employment applications will be accepted until position is filled. Pick up application at the following address or call for a faxed copy of the application: Y United Council of Spanish Speaking Organizations 837 Arnold Drive, suite 100 Martinez, California 94553 (510) 229-22101Fax (510) 22900309 UCSSO is an Equal Opportunity Employer iA s '� f x-0 UNITED COUNCIL .Or SPANISIi SPEAKING ORGANIZATION S. INC. DEAD START PROGRAM STAFF TRAINING FI'WSY, MARCH 1O, 1995 AGENDA 8 : 00- 8 : 30 COFFEE 5 : 30- 9 : 95 DR. BREFT SHAT- 1(): 00- 11 : 1.5 DR. KAREN TANNER t TO SPEAK ON PHYSICALLY IIANDICAPED AND EMOTIONAL BEIIAVIOR PROBLEM CHILDREN IN TILE CLASSROOM. 11 : 15- 11 : 95 QUESTUON AND ANSWERS REVIEW DISABILITIES PROCEDURE This is for. Teachers and Teacher Aids and other staff that might be interested . The traini.nq will be held at SUNSET CENTER y 'teachers please help out Sunset by brinyiny n small snack, or juice for breakfast. �l:ssa— Farb+ � &. cc.1cl , �Ma&&2_ UCSSO HEAD START C'ONFIDEN'TIALITY Policy and Procedures All family recoil!!;anti in(ormati(in Obtained throtigh family inlervivivs, c•m:e cun(1•lences,etc., arc confidential. !lead Start staff shall implement the followilig pocedow-, 11►ensure Coll fidelltial il`•. All records conlaining information pertaitling to a child and/or his/her family must be kept in a locked file. The locked file should be maintained at the - i least Mart (•enivi-and the Center Director/Supervisor shall designate a staff member to be lesponsible for life key. A list of individuals authorized to review files shall he availallle at evvi%,cviiler. Ani• individual not on the list hul requesting access to files most be approved by center sollei visor/director prior to release(If files. A file access lo}; sh 111 he kept in each file drawer. Any indi�i(lual acrr�a,itf}; any file must c011iplete the rctioired information. Files shall not Ile rellim-cd (11+111 the Ili I'll lises. An in(lividrtal :1( cess lot;shall be kelil in each file and any indivithl.lt with, r(wiewing or nlonitorill}; Ih'` file shall sign his/Iter rlatne, (late and re"11:011 (111 the M Files or pal,vis containing confidential material regarding.1 famih•shweld rills bc• left on desks, tables, etc., where others may have access to then!. When cin re111 llneioess cooce111i111;a file is completed, 111,` file must be returned to the file cabinet and Ow c.)I1ir1'`I 1'14vd. Discussions of hlwlil�- problems or siloalions are to be belt] only (•.-ill► Iho,;,• sla(f nlenlbers worl,inl; direc111. with the family. Information should be shared '11111• if it i te1t•"•:1111 to that staff I111`111b('t 111 ati':I�I111}� the f1t11I1�'. t h(`llortllal imide Of 111 ft.11 t11:11iaM 'flat 111}1, I': ill!• rase cool f cf-cI ICe. 1'roblerlls (if tilt•' [lead Stall family Should not be alila•ua:- 1 •1 t;ill! :"If-flirl f.1111i1y. Family situnlill11,—Z, 11 ! 011er11s shollid '1[ be dircossf.d in tst Ow ple •11• . 111 j.:11t Ills, t Itiltllen lir �'i�ilors al 111 ' rt•►11rr. tti'riIIen info)nl:lIIIlo iel;arding . i lea(] SlaI t InnliIies shall I 111 l`I :11.11ed 1;it 11 a11y eonlnlonilt' aj,' r,rl without the expif-ss !prior wrifIvii autlot i7alit.I1 ft(it 11 11,1• famill . No wcold, t,f 11(1111(• visits, case conf .1clicc•s, CIFPS, ills of oh,-# a,mildri,iia1 11.1 o,, are to be fort,,•;1rded It1 ,tllN• srbtlol after Ibe,cI111tI's Ilarllci11a11()lf til Ib'• 111•.1.1 1.1:111 11111wanl has Clldv(I willim11 1`l it It % IiflCtl a11111ol'17,160 1I f111111 the IlarC111':. Ill V 1' 11111.11 1•I 111111x:1011 $hall tic ell Ill ltlr I,I URillf; 1*Ili 1111111 j4II11, ta1•lr: hillside ill(` 11r11,••1alll ot. 1'1 :dl.., i Illldrell it) 1"lrlit 111:11'• 111 It•Sl`alt-11. I.1(!11.IIIt 1 Standaltl 11stl.'I ( 1'•I'i'I Itnlilatol ff!I.6 i l 376 U)NFIUENI IALH Y PAREN l AGUESS 1_O F_IEAU_STAfiT RECORUKS * f`arc�nt; have full review and access rictht- I(, roll+ m;iiinra regarding tlwir children and thmnselves,. * I lead dart has the obligation to explain In limer►Is ;my information ill Ihn wcords that perlains to the child ()r family P arc'nt,: have the rictht, after reviewing their child's wc:ord s, to have it ornended or corrected. 1he request must he in vrriting and will be appoved by the I lead Start Director. It thc,- pawl►ts and the Head Start prograrn cannot agree about the comicaiuns or amendments, then all explanations and regc►r,sts for change must he kcalat wittl and become part of the child's I ernlarnent record. * Pa►ents may gbtain, capon written rdquc,sl, n list of I�,c.:ations of all l►Pr,owilly identifiable information kept by Ill- I lc,a+I Start program. GENEIIAI_ I'OLIC IES Head :;liar[ employees who have amos�. to cmilidr•rrli.►I ir►I+lrrnalion are bound by the. policies and procedures in this rr►atlr•r 11 1;11 is: rata informnlitm ralloul a child car family is to be rel(-,asr•+t will c+c►I written parental informed consent if file maternal is lwisor►;irl�, irlr'r►lifial►Ic�. F ersowtll�, ith,nfifiable information i; defined k+s tl►:►I rr►f+'rrnation about a child or I:►rr►ily which would make it possible to id(�►rt+fy Ilw family or the child will, iem;enable certair►ty. Thi: include'• zany mfrirrnw!rr,n that has on it: tho c;hilcl's name, palelit's rlarnr:, raddre°�';, rt amber, Medicaid nnrni,c-r, or any ether data that car► marfl!, Ili(, child or family. When Ilw r:l►ild's name is :attar;l►ctcl to ally of II►e i+'l) w�'i+►�r. rile irlfc�rrn�a(ic�r► i�: r:onside-red c mifidentital. specifi+ eclrr, :►Ii��r►:�I�►nedir:al scleerlir►u, cli;►Unostic data, rlisabilily, categorical r!i:+;!r►r,si , icrnr:tir►nal assessm-i ii, family needs s��=sF�ssrnenl, home visit r� I,r�r t�:. m child -leachimi 1-41 does not iv—d lu I;now the di;,,m(► 11. I:+llf ! 1,)r children With since they Inar li a+ e:rarcii!rg tc' Irrn, I� Diagno,,11 !:(wire tnl.K4 adh(,te 1c , 1le:ill `'l.►rt � �ririfidentiality I� (lalicie�; ,ar►rI 1,,�,c:edures. . lol( { d-hJ � r [o 117 0 CJ4 C ,t�tC� -e- ju t t�1 qC Zvi 1001 CL,+— oc.,o �e ck. c C) G00 - C1 Ic IQ m11P(CC (ut- J 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 to be referred for diagnostic evaluation. A10 + y. 0XVI , a, } •I, 40 VA.: 1 CIL f;y}, ,`ail � � `��.... _� ( \\ ` a.. �'c .`•�' i' F� � t N�S50- CRAW L 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 V 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/P1 Coordinator Outreach Worker Education Coordinator Child's Teacher Parents, if appropriate Any other persons with necessary information t�1 SS0• � h i i' L., 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. t. 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). CCE�K-- ,0 G��So• �bif' �i Pao -J-.J1514-61 Itt*C's CIO VY*) U141TED COUNCIL Or SPANISH SPEAV.ING OPOANIZAI-IONS HEAD START AGENDA Date: ()d LO ..-1994 Timet T00. M. Place i_120 OAK' ST. BRENTWOOD. Natnes_ALMA NORTON NAME;-DORTHY BRONSON Fos ition:_NURSE_j SPECIAL F=&Ut%61t-C4-X, A Topic: 0-M 8VY)I Ir le, IV-}C Points of discussion: MIPV& CIM 2. gesa'Y-131-L M &Yr f)G� sj cz- Comments: C-L cQb-., A,7Q-f_Vvick � a 44 It A ad wl OLY L A r I c A,c--(- ion take A; AA UCSS6'1105 3-?AF��tJbRANf�� s ��,� 120 Oak Street Brentwood, California 94513 (51,0) 516-2060 Fax (510) 516-0762 - COMMITTEE REPORT Committed.. ��L �� 111Q�"� ►�1-_t_ LL'_ �+�Z_ _�f1�111�L �---------- Purpose of Meeting:__I� CK_pR.U.�,iL1—_A,)_I�1.LIL'_VY.]L� }.�� I , v ( '1 Date:–�a' 1 --------- Time:_23EL--- Place:--t� ------------------------ ----- ------------------------------ Committee Chairperson_ _ -----------------------(' `�c s� Attendance: `f Cl rM__ C�YlkC2,-- c�c�_�� -_ ettLlC+, bit ----------- hu I�i�Lr- --- ------------------------- ---------------------------------- Brief description of what tt�ok,, place `-- �'► _ fiJ _ I�tC ' vr�� 'X' -------------- ----------- - --- --- -------- -------------- L � Cr'_u•�tL2=--------------------- =r1c ------------------------------- ------------------------------------------------------------------ Co mittee's recommendation _ (t�,is _1u Ltyt"f '�Sr1Ci1 L. �L�– -----+- r---= �E41�?_��1I,E -- – -------------`– -------------------:t required-------------- ---------- ------------------ Submitted b — Date--------.--__–_– Training of Trainers '90 ��C�ZcuN� }Ql I UCSSo NEAP? START PROGRAM� 5 ! t i " AA 120 oak Street Brentwood, California 84513 (51.0) 516-2060- Fax (510) 516-0762 CQMMfTTEE R��?gZ Committee: c C (� Purpose of Meetin9Ce-/-LrCS17Ll�LI: _�r11r�,�:z �_ 1}_ Date: !�L-_('' IJ __- Time:_IC).!(,'('.) - Place:- : �l (~�.►.(4:�' ------------------- -_- ___.;-_-----__---_-_-_-_-__----__ Committee Chair Cir , - -------------t Attendance: �� k ` _- =' nc L_ �1.4 LL------------ ----------------- ----------------------------- Brief description of wh t tookplace "lilt Ik - - ---------- 7 _- ----_-_------- -�•----------------- ----------------------------------------------.— --------------_ Committ 's reefmmenda ion_ } � _� _ _� � __�____r_______/__ _-_------ ------------- ------------------------------------------------------------------ --------------------------------------------------------- -------- ---------------------- ------- --------------------f—_) ---------------------------- _ J ------------- —Action required_ f YcLf-�_ -7---, ----------------------------------------------------------------- SubmittedTraining of of Trainers '90 ��SSO• �th�btf�Il PARENT TRAINING CLASSES May 12, 1995 8:30 Sign in 9:00 - 11:30 Training k 1 . First Aid Where: Los Nogales Center With: Alma Norton 2 : Where: Fa' irgounds 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. Ex Wt b;f �7f v-1 I'v tA ry AA 6 � `� ........... 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 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. Ifs 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. 16 j* AA 004 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 t. 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. �li's , r. lb r Y �:'k'k�� .'` � � .�y �►... Com- ' •t 1! � Atm•,'" 1. - � � ' �, d• ► GA U.C.S.S-0. HEAD START CASE MANAGEMENT NAME —. DATE ' ` CLASS. , Aria of concern: DENTAL SPEECH •-- �� .,� v� v �- �� 10 ��' vislori MENTAL HEALTH NUTRITION _S►.c� 4-tip COMMENTS: STAFF ATTENDING: PISSO OP EAMbif At CONTRA COSTA Special Education Local Plan Area a STUDENT DATA FORM i S t M #(P + .u)-V 7 Last 3 Year Review Date �U 5 Name Sex — Date orMeetiag-- � ���� Address ,J 7 �� r �•�'1 CL�J G7R gitthML date l d q l q<i Initial Entry Date v 9� City &z.n�,t 7m c Zip Code Home Phone 6d34— ,Z,45 2 NextReview Date Local Contact �GI f�G n fl, �� Work Phone Other Contacdl.C1 Name Grade RESIDENCE STATUS: Qf_10 Phtma or Legal Gaaedian 040 Hattpirtt(h, Q 71 Sterna Hospital Q 20 Licensed ChOdrma's Instiatdon(L.ct) Q 50 Revdemial School - O 72 Deveiopmeanl Ceaoc 0 30 Fmw Family Homo 060 1001maued Iostiusioa Q 90 Othw LQ w. O NEP 0 LEP O FEP Test Date: 0 English Or HOME LANGUAGE: Q 00 English (Or Leave Blank) Q 17 Francis Q 34 Tongan dY 01 Spaaiah Q 18 Gamma Q 35 Urdu Q 02 vremamess Q 19 Gsmek Q 36 Visayan Q 03 Caataoese Q 20 Guamanian(Chanatm) : Q 37 Sign Laugaage O 04 Kaman Q 21 Hsibrew Q 40 Pashto Q 05 Mipiao(ragalog), O 22 Hindi Q 41 Polish t Q 06 Patagnese Q 23 Roams Q 42 Assyria Q 07 Mandarin(Putoashna) Q 24 Hungarian Q 43 Gainad Q 08 Japanese Q 25 Does Q 44 An(Yao) Q 09 Cambodian O 26 Indonesian Q 45 Raman'- 10 Lia Q 27 Italian Q 46 Taiwanese 11 Arabic Q 28 Puujahi• Q 47 Lahn 12 Armenian Q 29 Russian ❑ 48 Maahallese Q 13 Btamese Q 30 Samoan ❑ 49 Wateco(Me:iadIadia) Q 14 Croatian Q 31 Sabian(3erbo•Craadan) Q 50 K4mn(Laotian) Q -15 Much O 32 2hai ❑ 35 Other Chinese Q 16 Fassi(Persian) Q 33 Turkish Q 66 .Other Filipino Q 88 Native America Languages ❑ 99 All Other Languages ETHNICITY: Q 100 waive America ❑ 206 Asian(Lsadan) ❑ 304 Pacific Islander(Tahitian) Q 201 Asian(Chinese) p 207 Asian(Cambodian) ❑ 399 Pacific Islander(Other) Q 202 Asian(Japanese) Q 299 Asian(Other) ❑ 400 Filipino ❑ 203 Aman(Korean) ❑ . 301 Pacific Islander(Hawaiian) ba- 500 Hispanic 17 204 Asian(V tnwn --) O 302 Pacific Islander(Guamanian) ❑ 600 Black ❑ 203 Asian(Asian Indian) Q 303 Pacific Islander(Samoan) Q 700 White CLASSII�IICATION: (Disability) C 010 MR a 060 sus o 110 MH ❑ 020 HH O 070 01 O 120 AVP ❑ 030 DEAF O 030 0M O 130 T81 $_ 040 SLI O 090 SLD O 190 Nan-1 meg 6w ❑ 030 VI O 100 DB DTHER INFORMATION: rRANSPORTATLON: (iegnited Doeameaadoo Anacbed) O 1 RegmaLared Services O 2 District Provided ❑3 Otho -- XRRENT RESIDENCE DZSMCT� V _ SCSOOL .MMWIf ATMDANCB D15TBICT (4 ' SC 100L - 4AI NSTRFAMING: _11-a-s �r�^n ��1� ��;.C,✓f-ltit r 4 (Sm Below) O 430Stx O 440 NPS O 442 NIPS(�*n x32 P O 431 SDC(Ludawd) O 441 NPS(CA ite3idearis0 O Otho !1S SER IF10E5: (DM 1) (DEW2) (DLSi3) (DtSa4) 'TOTAL DLS SERVICES PROv1DED JLL M?SERVICES PROVIDE): EnMME)SCHOOL YEAR: T FtFi MISCELLANEOUS 114FOMIA170M :HABTF31 1(PL 89.313): T V REGULAR P.E: � NUGRANT PROGRAM: T F :EOUIRFS IIYT MYE SERVICES: T (F.i.DMERMT ASSE4SMLNT: DIFFFE RLNT GRADUATION ST)LNDARDS: TQFj- U.C.S.S.O.MIGRANT HEAD START PROGRAM 837 Arnold Dr. Suite 100 Martinez,CA 94553. "PROGRESS REPORT" Name of Child . Center f Date of Birth Ar UK DATE NOTES SIGNATURE %t 5 f ; IV,PO Ad ro m A(i b ,. 01W f '440 41P)JR L 0 L(1/w (ye : p r , �� 0 ::c .c) -------------- SS/ml 3/15/91 FPrl-52c m Pio NOTESrqq Child's Name` Birthdate ArL «-4 rent/Guardian Phone# Medical/Dental .Coverage Teacher/Home Visitor other Assigned Staff/Agencies t• L ( . 4 Date SubJect (Identify first before entering information/data) Initial �►4� li,llgq j I�s YY 940� -6( (Ac re ��e °. (�.�u-Qct I-- -- . (�� P4 voc �1� 1 edvrti WAS cue i ' c�1rn� u 9' u � P -T6� rESC. r C ta, k-Y4 e 333 Vi One) v 01�4k, lw�e (x,- �l5Cjr-` - l-tO V1Itt 1� r fit � 5 C�YI I GTN 10 T du- , .-- " 1J 1n �, int HS-42 4rONTRA COSTA COUNTY COMMUNITY SERVICES D a- PROGRESS ROM 4 ild's Name- B&&*hdate wrent/Guardian Phone# Medical/Dental Covera- Teacher/Home —61 4a-4 par-e� Teacher/Home Visitor other Assigned Staff/Agencies ,�AQALI J340L ev wt Date Subject (Identify first before entering information/data) Initial /a 1 vie C Ct 0ef edu L CC( 00 Out 0 0 It aC.)-ric vi ES-42 Fit fowl /' INDIVIDUALIZED EDUCATION PROGRAM (IEP) 'n-j�PEU BY: .CON'm COSTA DOCUMENT"PE: 'SIEPT SPECIAL EDUCATION LOCAL PLAN AREA ❑ Initial Placement HTC D1EPT ', "eview ❑ CIEPT PROGRAM DESCRIPTION SUMMARY ❑ Three Ye.s Review ❑ Admin Placement ❑ Exit Program STUDENT NAME _ � � DATE 6/8/95 DISTRICT OF RESIDENCE AUSD 0761648 SCHOOL 44At'M GRADE K-191—TIr7 CURRENT ATTENDANCE DISTRICTS 8 SCHOOL4t 91116ATE OF BIRTH 10i31i$9 _tkt;RA;IONIALE FOR PLACEMENT IN THE LEAST RESTRICTIVE SETTING: ..e-d PMJC KDGRAM D RIPTION: �3c .�2'�^F►'u�% Program/ Date to Duration of Description of Services ° ce Start Service Frequency'Instruction, aterials and Equipment `SI is an INMTION RELATED TO PARTICIPATION AND TRANSITION INTO REGULAR PROGRAM: "A U LONG RANGE PLACEMENT GOAL: "LtZ1,4-/ 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. 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. I refuse special education services. PARENT/GUARDIAN(S) SIGNATURE DATE /1'LO PARTICIPANTS: Those persons whose signatures appear below affirm that they were in attendance at the meeting of the Individualized ducation Program Team. 6j& 1 kdminis tr r Designee �} etherrea DatOthei Datefo t� t Dat �therz � rc DateXher DatOther Date :OMMENTS: .w- v.. 4e i2lc. . s Aol 0S fl'F_� UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATION, INC. I . HEAD START PROGRAM 120 Oak Street, Brentwood, CA 94513 AGENDA REGULAR CENTER PARENT MEETING Date Site Center C,. ,-1,.; -1 1 SIGN IN 2. Meeting called to order Approval of Minutes of the UCSSO Head Start Center parent meeting 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. IVs 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. r .'L wilz B. Field trip to Fremont Elementary School on March 14th.. 1995. We will be visiting the Kindergarden classroom. P50dw EW&Y Al ol UNITED COUNCIL OF THE SPANISH SPEAKING ORGANIZATIONS, 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, 1995. t. 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. Florasaid 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. •� Af IS3 Ln l` s Cyl is) of / ' ~ ,1 E�rh+6i-F JV „ 10 NN cl 711' IV Z- r I . NN U � r 1. d t'" �� r�• �� 1 � (rte Z � r • i�-'l 1 �t Zbe ]EP, What Is An IEP? An individualized education plan (1EP) is described for parents as: An IEP is an individualized education program. It is bu&Msadized 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': education that require special education or related services .... ftg� means what will actually be provided for your child. An 1EP is not a lesson plan as lesson plans are only part of the educational program. After reading your child's IEP, you should bave a clear picture of what your child will be learning for the next few months. The IEP is a teaching tool and a guide for the professionals wbo work with the child. It is not intended to be a contract or an accountability measure, but rather an overall plan from which darty or weekly lesson plans will be developed. Who Should Be Involved In Writing An IEP? The following individuals should communicate with one another before the 13EP 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 speech/language pathologist, physical or occupational therapist, or nurse - administrative personnel who are knowledgeable re: funds available for special services, equipment, transportation, etc. - professional(s) who performed the diagnostic evaluation of the child These communications may be in written form as long as any of these Individuals can snake personal Contact to clarify questions, etc RWX Are the Contents of an LEM An individual education plan should contain the following elements: L A statement of the child's prim kwcl of peftntmuct primnly obtained from diagnostic and assessment information and from this, a summary of aatgths and weaknta. *1 A statement or other record of thetent's major concerns or goals desired for their child, as part of their involvement in the process. y' r o st o�, •;c...., 4 tj $-- aft aft „4 � A• OA • �� I,;d /'• i '� 0' 'A v a t4 . CAP -64 COLO r•d g o � C �i+ Esso• xh�b� Al 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- ment 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 reedrds prior to meetings and within five (5) days* of the request. t I 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. Emareipated 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 Ifinguage. 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 tq 'take. An explanation of why the agency proposes to take the action. 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. Shts Related to Assessment. These include: The right to initiate a written referral for assessment after the resources H ca- , ,.A Ud- N MISSION HEAD START 8-79 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 in 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. t 3) placement outside the local Achool district in another public school or private school at t+he 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 pian. 4) have meetings held in your primary language or have special arrangements -rade 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 any eper_ial education placement for your child. 7) requeet a hearing if you disagree with the evaluation, identification or placement of your child. 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MATH ov GROSS AzQ MOTOR "�is-k'" - ar- 9�1�'.�a�'s� 4- !�' i SAFETY/ a,�,,,�j� ' 1 t COOKING r''"" B SOCIALIZATION � 0 PARENT 11VOLVEMENT t V NOTES/ e)t.c.6. 4 SPECIAL EVENTS �. w� ?c C � I� +•11+11 i1 +.11111++.1+ 1n :rI ttt tl+it :rI t.1tY,ilttl t)Iti:nSiiJ.RElUli1" 1111,•. w� HEAD S I All I PROGRAM - ijr-.'it)li MAN f't�scltvillits �{ Week of C�� ..'� ... ._ (e1tt+•t `V�`1��..Qlr.tnQ.t1 _- Iheme(ojttional) �~ 'I enriu,t ar`d V Q,a�g U2 Z Reviewed Pty _ �" f totici iy ruasilay /- Wednesday 6- T ure rte - Q;tryt300.k o-V Z) SCV 5'3 +V1 a. f3 u s �t Q a b a v r `IIIMI drirne dodo 13un1E;;.- F;et Trip s a.� s- -'• n;m t' ko5 Aca4nos �' �Uin �t Cat•}i¢�inq veZ5 r-i&b1m Eas�Qe^ AR!, �r�i;e.s c5e�d e a Co l l 43z }-- I AI11:11Ata -�'�-Q-n75 tit VFI 11t"itt tit }2 al v eS roo �s i�olc. Play _ . _. ` • DRAMA I IC 1,� �1 r¢ JL�, Sg �l U LTi f -- PI AY KOLA) :ClCtit;;t / MA I II cS ho o s CcZd � t•n�¢C-. 0{) ski n-banana., aPPI it She-U s -Ptan0+6 ' IIUT't►t)oll/ Plzyin Ca�-Ch -1'hrou� t}od�r� Qq1� ' GR()S.q MoIOil W►'�h balls- _.. With Di s e,,v s s ColA m ol\+V - IIEAI / �ICC�U FP �ko-lpccrs ha can snrrnr�i Disaizz no.. ld in I:vv+:INt; � y D L,:t;;h help us be, s _ SL rl tt iV P_5 — t+'c t✓ off,c.crs trt o 8Si tz, 9t�dre lJs�n� cht i8ren`s last names -- ,11r,Intl/nru)nJac, t.,,Jakshxrtc�, hang, U.p Tor 00 c\oor !'ARt'IJ'I f� �rrc.alt-�a6�' `)-u�th bt•�rI•rtn . IfIVI)I.VfI.IFIII 'T'ooi} ) bCU3V%em t! ,� !7U u{ ov a taatis/ �as�4r' -- ►+�lcl drip V VEN I l A)o+i CCS. , Stt U/t1t?�o I VEN f S � /1`j3rid p , to 9ame Pare niS <cl�rrar -11 .r11 Ofilo/111l/AltU141S. MIL. lII:A11 SIAEE 1 PROGRAM It,/hut,Ile 15 1USSUll PIAN Veek M RJ.YVQ(.) p nue Rii,tin I Reviewed Ery Wednesday 16L TERM Sun n C�nd Carr t I m I -V -rr o 6 1 a- Z>Q de- brcaA Tad 'Pole. Si-0'r ai- +VI-Z 71's ,r U 0- by in�3 Alt I -Tr� Eastv-r Card RzvicZct nd Q.0+ 00 Pa.p It f- Un chQaL a r6onck Qko-Osm a. 6a b y(Zher K e.- N4+c�r pi 112 r- ilrm fiviii m WKxt we- see an our- tJJa11l_ bjCarl*13 DRAMA I IC Our PI AN SUnn E:ers WOL+C-ht.na 1% -1 E MAIII --n CCIL11 Nouse -load Cot OUTDOOR/ Ron at football Q -7n,c I A GROSS MO I Olt coil IIEAI I'll/ blsw t'z a. C-alde 0�carail ' rh e a-s U rsn S Arr ry \JOz Wear- S&-f z�y M 7c-a C0011 IN(; be,ki-s T n3 %.0h0q- 0 POQI-in cake-..Shade" n \jj cI,, W yt W 1 Clam a C ar 5f)(AALUPA I l0 Rend at I'AnrN'l ric(,A. pot Pc�rcntZ r,IIFCIAI n a4<-, 41c I'VEN US K,b7,016 0 IIFAII SIARI PROGRAM r.S';()II III AN It V 10 15 AtIo Pil,qf, I ent'll'.1 Aaritk VO4-3out-7— Reviewed Ity ------- W—e d N e-9-J a y TY Itoll(by .......- S Thurvd;yII S Yoe dab m non a I Baby's Innoose a Book A n I m �s 1* ,& a ch,-V A'CA .x-5— Fre 12 P7 b CA (2hoicen- lamb ' 1 wu )0) ,o c� Ao A s k- ckldrzo vjh6+ 5 I AIJIAIAIJ did or III VrI 111,111 111 -------------------- ou 1)It A I I A I It: III At scirtici MAIII QS- bat Tor b4- A,�n -a GROSS Mo I off Ail"x"no aid In away IIFAI I'll! !;Arr I*) a p 0,.,3 r 4 r�3 Wou ?i tz,,ur i bill W(Neq door*) 6 SOCIALUA110fil 5 11MILVI M III 6a th r -a�4 bl-o sh h /-/12 A?n /f o 4'z,, . Yt VV n I/ I ke LESSON Q,19 1 F!� Week of - LL Y=_ 1_ Center �uLMS.9 __ ' Theme(optional) d 17-H!44 Age Range----------~ ___ _ Teacher LU L Reviewed by .� Monday 9 y Tuesday S Wednesday,?(, Thursda Now Was ypu SPri'Vi9 bran —Ca/endar,cou" �:►j CIRCLE GOD-L afternaoh on_y �£v19('spanPr(,o a�st9ry fa.,_y. TIME p S reed( 1 T� s 5001 'Down 4'E'(rromA s Fors*i j0iny +o eZoo,Five 1;41. p W 9 F�v.. l't�}}le monk S p 5�larin �a QooK: b 1 ►ro,e4se AJ Mo,Ke.. Pace ma((+S for Ml y Rge- �o Mea ART ,011 O Ke W1 uret( 1 or 30*An,1i ver ary b ooK Ka K� C lvvOrives) b4 y ani met't voob its C I I VO CC&diary lan9- baby ani rma.(S Fi ald-Tri LANGUAGE l amb C-R;�Ks Proje Second DEVELOPMENT C_\(\o p%e.G. Gall +ucKl�„9 G - COLLY-Ay Mall .2.'oopyn. fo wr�d ' combs ' DRAMATIC Fle�en. y o carr- a Cub �-19er /i rt PLAY <---- -----_—------� Fre e-nCl yoL' 90 �O 4et zoo SCIENCE/ l.ounAiljen a oone } o one. Corre.sl0ondec r) e- l�lt�k� �'1C1rc� MATH P0.1rPeA-ry �t� 1OL:.Ks 0lr1C1 paFrG+�YIc_cer� l�Dile� �9[JS 1" CIOLore-4I / b L oc.Ks Cine pa II►►e.rn 'L0.rdS ' ,SeGUJ0. OUTDOOR/ WaIK,�Iy, dimbinjj Crawh;n , P+oe�nq� Ways you Can GROSS W COKE-9 ori y0"r Kneas, t-Aj.- W4lK, MOTOR � • k-ri Cyaes, I oA3ame-s, jumpi%ry ro pe. . --�^ HEALTH/ 1�' u`e.s for rie1iYlq ►e. bus. Nu{-ri�-;on SAFETY/ Brus11�ae d,.ily �i re- CLri Il Foods by Co/or Gclrt� palKe Wo�sG� �1o�+1ds daily baFerc .Kecl�s �o'Tto . drib �y� Svin;l�pin d QFl-t.r �IIG{'• Ta� ���,� +o Y our �riends Going �0 4l��P,zza SOCIALIZATION9 / place- u?i% qd( your Son9S �or h olCl'V q V1GindS _ stkool �rl i enlI�s Cie. ►►'1j friend .glue Bird;R;r�9 - d. Arounel 'eke roses. `nJ Znie.13. are.n}son4he Reld Qarems he ft PARENT Zoe. +r'P' Supervise- INVOLVEMENT M e. CXu l i I' 13 o,rjMelanie ar} a4i Vi�ies SkgGi G Prepare s nac#t N O+e.S e. 1 M"l CtletW0A hands 1 h 2 _q a�e- -i--0 brush�e1.1 W e.e.1C L, r Re.nj, s{-ories�c NOTES/ l X f' (� I Y5 T�1cir\KS ro Ver ISmerr�- 'tpr SPECIAL Head's JO b° 4eriador1S541u. r� 9 �. GsMor'nEVENTS � nvelopes I�C1xYr eer, +) �er J G rod.. f i Jurr[S `3 Z n V I�-n�i n n i-Dt• r S T h+�� I-v.n i n;�n n: �. Il.n...Z p .. _..'_ ..... .. .,..__.... ..... .. ...cnm—a rrvr•t--r rav Urftrr • • LESSON PLAN ! '000r s bit 0 Ll Rt27�r�3S__ CenterTheme(optional) � �dclrAOaLL.._ ange Teacher 4�ttsGa..� Reviewed by Mondayly Tuesday .2s- Wednesday Thursday CIRCLE rvl o_^;E c..-,CJ. .c +A .a.c�.�.a-?._dr M rYA a 4w TIME 9. 1 I. i 5`oi,q Tido .r `� J Yu.DcJ ,ya TCyn r 0^�rY,dU mob, i e of b y r,,,vw s �;f�� ; ART G d _D -L.A. LANGUAGE ,n * t ..Qr�rc� I.S.A DEVELOPMENTLul f�..d1Z.. �z,2x�-t,.�• b�-t�. owe�r,•,.a.�.o �,�9 ��,.y DRAMATIC - PLAY SCIENCE/ te,_z, «.Q ia, e_� Ctc 'l P4L MATH Li u ourooDRt �,~- � J,t,�.�,,»1 -�- GROSS Wa,0t."n ) ruv%r% ncS a-ujs; .. 1� A"a, J C�� ��n S 1-A MOTOR s M.-" AJI HEALTH/ 1 y� SAFETY/ r nq PUS. SOCIALIZATION Ce I-� Ce ,l au PAW" 14..,..-�.�r� rte. b .�,crt t.�1w.t�$�Y+ {�� ei,, J-1�,(,� rear t?brfa�l.c el INVOLVEMENT trJerUj,,,• "• 3d"^"t�3 C61, F ►rear � `qua U NOTES/ f .4e_ of -1'he we'd- C14. 1 ' SPECIAL L Acr4d, 4.- �`- EVENTS "lid n ce"ielo toes. i c�unurl 7 «< 11 Sna��a�'tion l-or' hr�y{•. ;�..{rainin� /11n (1 f.. r'•. . /� ., _n .Z" � l.l1U111.I1 ur :WN011 ;rink1146 uRyy lel ,fir, �/j,/1/(t�� & I IEAU S I AR I PROGRAM LESSON PLAN L'[ES�lii� Week of ��Sr_I ---_ Center �C�1!'"lt r�Jr /�__ Theme(optlorral) �l[Y1il.: ��� JLu7�1 Gncu �tD Age Range---�.�s . ',°.t.c---- Teachr Reviewed by Te--..-. ,,�__ _ Monday Tuesday Wednesday Thursday �in cvgn j Cccrh�,r� ��Ir1 cl r`�5i �Yl a1it�11111 CIRCLE Rtv�cr/ 1—S hIV C, 11A 3,'c. TIME Work on 6 r,7 a/ark o 7l j,,� .• G 1 MCI ,�Py an -a'Ia s ART araWj*r Mom ra�;r M eil�IJre), e / ou ram, � . r�an91 Fur 13�o RI cif er C �OY) LANGUAGE 7cl�inq H U w -r )EVELOPME.NI >;ee� abvct'- M,/ a rn DRAMATIC f1�_"''" LL 1 / > PLAY I'Yf7 1 I�r Tv bC. hIma45 /�ct�Cir. )1%mal SOKn1 c S SCIENCE/ Coo '}inq — c0%Y MATII J L-n IP&Z;nC OUTDOOR/ *F1YOb inQ (- ca- ,j Sq1 I S GROSS J MOTOR ' C BeQ11 �4 r05 L , uu��/i4'6 n Day IIEALT'II/ nq q (�US'lln� 15 JAhdQYdtt S �tGP'�'1NJ r COOKING Play; 5,1-PellJ ouf In -01e. I-00m J and Mak,', ��ryrf D Whc4 make., m •CIALIZATIO �IOp/�?_ Whc1F l"ake-.� rn G I - 5.1 d feel why. SvmConG I `C. 6 Q ►- ' M MU tm,0,14 Rrne4 RamDnk. Ram on q J. RAmvnq J.rn eme- PARENT Marla lyd•+2alcs Max3G. Iha Saldpncl VOLVEMENT CAP,,-54j@na MorenoChr�S�,'na- Mari sq /�rancict. JJ)) f, ) 4v2 chowied lunch C;ncd NOTES/ m�nf5 Su Z Mayo SPECIAL Re � + EVENTS `t"Oyt �r f'� z f� �r3' dr'a. 1s { ere- C 00r 011 n ,� +he 5(�arnsll o help ,4111<h 9 ti HEAD S I Att f P(111 � LESSON PL4 // Week of ^'�AJ�a.?__-___-_ Center Fc�l_Y,x&atryds__ Theme(optional) Zv0 Anrrrllr�� Age Range___! �_--- Teacher _ rA im-w itReviewed by Monday Tuesday 21 Wednesday Thursday:~ read 144Rn5e I � \11/0I,R°V ; Xr J%'d :f),ff� F►e ll Q s d- v'1 s �- M CIRCLE � 'rrra'f't� -+alk P) O'n Y �� A�`sh 'di-ifi'� ur Yal TIME c�No1'{gyp Kindtr !{Y fl, abou•� �-�-....r1_ to Ik1� ubou � - m o/e s +uv- n /r ,h Ga•f-okf-' 6•ear d"dor'?& br,,r CJXC � ART DrawlnQ H u,� w.+h bud{v�►s, �►� V J e- c, f, LANGUAGE bGsPCL - DEVELOPMENT iii !^i'c>.►'f" o Ne in +b� m;dJle- o4—' - r e f�'F tin pe s' Pre e. C1 r(.n DRAMATIC I ✓ .A 1 PLAY f K i nc11, - o� Ar);Ma - I•`a i nC) Qn;1Yb( • � SOHl1�s an ►�D+lvn 5 J s SCIENCE/ 74 Jou MATH J +n�v • Svc i 7a ou� ;n S + r`G 5 &rov OUTDOOR/ GROSS run Anci 5 (,),o on a on ma yd_ MOTOR log ro,l/ c Uu�>7�ior�- Y.nnn HEALTH/ COOKING Tuk►'n fC -fitYhs �<a AdegSOCIALIZATION EX prts5%n!a f e e/li�J s i n 1�1C�Cri� �1r�� arnoh0. 30rrneni z.` PARENT Grace ffia I rLu INVOLVEMENT AW& In 'VIA, l�jJ lQ- RomhtNe. Ma ri n Rrart d0. �`r Elba Sal d ano Dd i n Do Q 55 c5Iy► MQry Nvrdsfrvrn � r� gsscs'sme�5 a c'r NOTES/ SPECIAL EVENTS FeJcl .�. —^- 11141111) W014L11 Lr! :,I'1lI'IISII SI'tAkRlii ONZATlLAWN 1I . � HEAU START PROGRAM LESSON PLAN lAge of �t ,_�?_' Q i[4 Center ------ - - Theme(optlonal) ����,�I .�.Q. ange_ �- ___ w Teacher _ bl Reviewed by Monday o? u ay j 9 d Wednesday 21 Thursday CIRCLE 5�.. - , `'`�,""' s .Q a' • ,�.. �"" TIME °U',.....'� �,,.�-/lt,�.- �.►� j �. ��,��jam' ART 0. YJ a� ►�" .tllw+rs� "^"� C.e-��-*�R_. V ' 1' LANGUAGE DEVELOPMENt DRAMATICdb' " PLAY 1,,*. SCIENCE/ MAT (.7+�^.�1"' a�•� � +j, Y���J1c.,+a.wt/� 14 OUTDOOR/ GROSS MOTORr, ,,IG.,P ak. 4A,*-a a ti IIEALTIIt SAFETY/ �,, ,,, COOKING le" :;C .�'k.. — �, '"'` �'",Y hh � SOCIALIZATION / taw E,L"*u�. PARENT + INVOLVEMENT NOTES/ JN SPECIAL EVENTS j7 sit K, • 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 1 7 Gayle Bishop, Chairman M P .7 FE . :r. Board of Supervisors 651 Pine Street p Martinez, California 94553 U I M AY 1 8 1995 Dear Supervisor Bishop: CZ. 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 requiTed 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 IL 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 11 of this package. Pow *Klh�f P Gayle Bishop - 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 Prbgratq 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 QSPRI 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 corning 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 Enclosures cc: Executive Director Head Start Director Policy Council Chair County Administrative Officer �XF't16 lT kg 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- A f � A 11_ . .h 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 CAO'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 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. R ' -5- mess* ei'hwohlot eL v m ul EL E 4A 41:5 w w 'A I a 16 I 'Q ba Xc 4� 4- .E- w w w w w w w w 0 w 0 cl: 0 0 0- c c r ts �0 0 0 cc C C 8 Z < u u Ta 8 8 8 8 Q M c4e, u M z E LL. 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(510)473-2000 .FAX: (510)432-8196 May 23, 1895 Ms. Daneen Gall,Acting Program Manager Contra Costa County,Community Service Department Head Start program 2425 Bisso Lane#120 Concord,GA 84520 Dear Ms. Cali, ti In keeping with the spirit of open communication and the commitment of support that was established with Grantee in thb March 21. 1995 meeting,the Delegate Agency Board of the First Baptist Head Start Program would like to share with you the following: I. We are feeling frustrated in regards to the Fre-Audit status that we must continue under. We submitted a Quality Improvement Plan on April 13, 1995. We were assured that when that Plan was approved,the pre-audit status would be lifted. It has made it Ojfficutt to oay our bills on time. We have_3 tate charges on our rent that_amovnts to over.V00^04. 2. We have never received a report from the findings of the CPA,Susan Hansen. We were confident from the start that_th.erq-was.no fraud in,our bookkeeping. We know that there. were,inapprop►iate postings that we were not aware of and that Grantee did not observe ptobabty sisince 1990._. 3. V1je stili do not hive clean audits.for 1$93 and._199d.We were under the impression that the CPA was Ong that_—Vye also were_infomed that-wa..wnuld-hav hnicaLsupport from Grantee with getting our 1995.books up and running. So far,nothing has been done. 4. Woods Manor project is still sitting idle. Since we are on pre-audit status, we have not been able to identify funds that can be diverted to that project. We have been trying to obtain some community support for this project. We would appreciate any assistance that Grantee could give us with this project. A Child Development Program Touching Children and Reaching Families y ►w���i�/ i ���� � /r Y Ms. Daneen Cali May 23, 1995 Page 2 We need your support and partnership to continue to do good things for the children and families of our community. We need to hear from you and know that you are supporting us. Please feet free to contact any of the Board members or plan to attend our next meeting on Thursday, June 1, 1995 at 7 p.m. Hope to hear from you soon. Sincerely, Diana McDonald,Chairperson , Delegate Agency Board Aooi" 'June 30,. 1995_-. W-y Agency 0R37AmolAdministrative r.,Sui • Mr. Phil Batchelor ❑ R37 Amcild Dr.,Suite 100 Martinez.CA 94553 County Administrator (510)229-2210 Fax(510)229-0309 County Administration Building .651 Pine Street lith Floor Martinez California 94553-1229 Community Centers 0 837 Arnold Dr.,Suite 100 Martinez,CA 94553 'Dear Mr. Batchelor, (510)229-1600 0 151M Street I received your fax regarding.UCSSO Head Start Program on June 29, Richmond,CA 94804 1995 at 4:30 Iri. I called our-office at about 5:00 m and you were (510)232-6050 P Y P unavailable,.so I left message for Scott Tandy. He returned my call at 0 SorRailroadavz. about 5:30,• m. I acknowled ed',reCe1� t of the fax and tried to assure Pittsburg,CA 94565.- )� p, g -P (510)439-75}5 him ulat.ifw. as,.the intent of the-Board and staff to fully cooperate•with 0 120 tbak weei the County staff and Ms. Hansom to resolve concerns regarding the Brentwood,CA 94513 Head-Start.Program. (510)634-6144 v Mr. Tandy told me.that.the county is seriously-'concerned about the lack Head st#rt of responsiveness by the •UCSSO staff and tBoard of Directors. I o ak S Office ued . conveyed to Mr:Tandy that we intend to cooperate fully with County Brentwood,CA 94513' staff:, NMr. Tandy stated that the UCSSO Board should meet with CSD at (510)516-2060 the earliest- ossible time.' I told Mr. Tandythat Richard Lu an and Mrs. Fax(510)516-0762 P Joan Sparks had already agreed on July- 11, 1995 as the date for the meeting. He was not aware that a time and date had been set. Nutrition Programs 0 100 village Dr. Within ten minutes afters speaking with Mr. Tandy, I received a hone Brentwood,CA 94513 P g Y P (510)634-5040 call from Joan Sparks who requested that the July 11 th meeting be re- scheduled to an earlier date because of the serious concerns she had. I agreed to try to see if a re-schedule would be possible, but if it could not JTPA Private Industry Council be re-scheduled, we would still proceed with the meeting on the 11th of 0 120 oak Street July at 2:00 pm. Brentwood,CA 94513 (510)634-2195 About ten minutes after speaking with Mrs. Joan Sparks, I received a call from Al Prince—from his car phone. He told me that we were both in a political situation and requested he and I meet "man to man", 'Just the two of us". He suggested that we meet at Carrow's Restaurant and that I bring UCSSO's general ledger and other related financial information. He further said that by meeting with me he could get the financial information to Susan Hanson and have her review it over the 4th of July weekend. He went on to say that once he had the financial information, he would tell Scott Tandy that everything was ok and that UCSSO was moving forward. I told Mr. Al Prince that I would beglad to meet with him, but that Richard Lujan or Maria Villa should be present when we meet. He again repeated that it would be better if just the two of us met with no one else there. Next I asked him to meet with meat the UCSSO so that we could pick up the financial information and then we could go to Carrow's. He declined and said it would be better if I would meet with him at Carrow's at 9:00 am on Friday, June 30. I asked if he would be kind enough to call me in the morning, so that I could consider his request to meet. I did not feel that it was appropriate for Mr. Prince to contact me in the manner he did. Mr. Al Prince called me this morning, June 30, 1995. I agreed to meet with him at Carrow's Restaurant at 4:00 pm even though I felt this to be inappropriate. I agreed to meet with Mr. Prince because I did not want to be accused of not cooperating with the County. At 4:00 pm I met with Al Prince and an independent CPA he brought with him. Accompanying me was Mrs. White, a CPA, the UCSSO has retained to assist us in preparing and submitting accurate and timely information to the County. During our meeting Mr. Prince advised me that if necessary the previous timeline of July 5th could be extended. All parties mutually agreed that July 10th would be the new date for the requested information to be submitted to the County. However, Mr. Prince added that if we need additional time to let him'know. Mr. Prince informed me that the County is also having problems and that UCSSO was not alone. All the other delegate agencies have similar problems. He left me with the impression that the concerns the County had with UCSSO could be resolved. At no time during our meeting did Mr. Prince convey any information that this was a serious concern which required immediate and urgent attention. In closing I would like to personally assure you, that we, the Board, and staff of the UCSSO are committed to successfully reconciling the differences which currently exist between us. We are cooperating to the best of our ability and will continue to do so. But as you can see from the content of this letter we continue to receive mixed messages. This makes the process of reconciliation frustrating and divisive. Again, we want to resolve our differences fairly and objectively so that we can all achieve our mutual goals of making the Head Start Program in Contra Costa County a model ofwhich we can all be proud. ThankY ou for our attention to this matter. I am available to meet Y with you at any time if necessary. Sincerely Arnold . Flores III Chairman, UCSSO A U"iWd Wy A9—y September 28, 1995 Administrative Offices 0 R37Amold Dr..Suits I0() Martinez-CA 94553 George Carathimas (510)229-2210 Carathimas, Bohren, & Company Fax(510)229-0309 597 Center Avenue Ste 110 Martinez CA 94553 Community Centers C3 8.17.4mold Dr.,Suite 100 Martinez,CA 94553 (510)229-1600 Dear George, C3 157 9th Street Richmond,CA 94804 The purpose of this letter is to confirm our conversation with you, with Richard Lujan and (510)232-6050 myself regarding your meeting with Joan Sparks, Al Prince, and Daneen Cali. That at 5:30 0 501 Railroad Ave. p.m. on Friday August 25, 1995, you, came to our office quite distraught and concerned about Pittsburg CA 94565 comments that Cofnniunity Services roade to you about the UCSSO. (510)439-7515 0 120 Oak Stred 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)634144 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 *frorh UCSSO Headstart 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 0 120 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, *1 do not 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 0 100 Village Dr. BrentwoodL CA 94513 that the UCSSO Board of Directors may not be a legal board because we have five members who (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 DTPA In closing, if there are any discrepancies with the facts we have stated in this letter please 0 120 Oak Street advise us immediately. Thank you very much for you continued assistance and cooperation Brentwood.CA 94513 (510)634-2195 Very Tru"urs, Arn�d Flores III Chairman or 09/27/94 11:38 F.Al 51022077.0 Q1001 t.)j CARATEM&AS,BOHREN, & COMPANY AN ACCOUNTANCY CORPORAMON 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: MIL RICHARD LUJAN DEAR MR- LUJAN: THE FOLLOWING ARE MY THOUGHTS AS YOU REQUESTED AS TO HOW THE AWUNTY WORKED WITH ME ON VARIOUS ISSUES,CONCEINING YOUR 'qMGANTZATION.SPECIFICALLY THE COMMUNITY SERVICES AGENCY REGARDING THE HEAD STARYPROGRAM. IN MY OPINION,THE PEOPLE I DEALT WITH ON THE SURFACE PROJECTED A VERY COOPERATIVE ATTM-JDE 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 TIMY WOULD NOT COOPERATE IN USING OTHER ORGANIZATIONS PROCEDURES/POLICIES RATHERTREY 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. T I CAN BE ANY FURTHER ASSISTANCE PLEASE DO NOT BESIT-,kTF,TO CALL ME. SINCERELYYOURS, RGE CARATHIMAS,CPA Community Services Departml>?ti'f Development 374-3994 � �tlntr+� Child Child Nutrition 374-3= O�l� Communty Action 313-7363 Administration Head Start 646-5540 1 orello Avenue, Suite 101 Housing and Energy 646.5756 NjWz,California 94553-4711 County PATHS 427-6094 (51 )313-7350 Fax:(510)313-7385 Joan V.Sparks, Director ,.' -`J1. 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 MartineC, 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. Sipcepely, I Prince Administrative Services Officer CONTRA COSTA COUNTY RECEIVED cc: Phil Batchelor Scott Tandy E - 5 1995 Joan Sparks Daneen Cali OFFICE Of COUNTY ADMINISTRATOR Susan L. Hanson Certified Public Accountant i 2332 Ewpatwaahw Dri" Na tbnez,CA 44553 (518 229-0$57 August 9, 1%5 To: Danoen Cali Report on Project for Contra Costa County regarding United Council of Spanish Speaking Organizations WSW: sifczationtabjedive: As pad of the first qutader monitoring d WSW by ft Community Seftfic ; 0epwbnertt,sever rfisRxepancies were noted btawmen the demands submitted to CCC and the actual aeoounting records at UCSSO, indicating both overbitlings and underbillings of Head Start QxpeirWdures doing 1994. 1 was engaged to pedfomt a review of UGSSO acooruding records for the calendar year 1994, noting inappropriate a#oca ion procedums, ism nciIng the accounting records to appropriate demands Oar that year. and to make recommendations to Bing the scomtr ing policies and procedures intro oomolianee vitt County reg*werds. Pry: * Summarised GL aoeounts for the 1994 calendar yew (GL is maintained on the agency's ftscm year.July thrctrgh June). * Identitred allocation pian in effect during 1994. * ldenti5ed find approved budget for 9934. f • Exan**d items> $100 that made up GL balances > MW dlsing 1994 (not iirrdudin9 payroll i and related expenses,travel reimbursements. food program expenditures,or disaflowed expeii already oonced4. • Determined if clumets are valid,aW"jzed, recorded in correct period. G * DoWmined if costs were allocated aceotding to apprared plan. • Analyzed rent a0ocations. I * Analyzed kmrrdwe allocations. * Proposed a4ustttwts,when aWkable. • For GL accour tS with balances<$5000,scannod GL entries for inappropriate entries Of a tnatBreal nature. • For paymil and rebted expenses: + Agreed toted payroll to 941 s. . Tested allocation to GL basad on timiesheets submitted to accounting and aflocebm plan in effect. * Compared GL to authorized line item positions- * Scheduled adWed GL summary v- approved budget v. demarxs submitted to determine overall dMiaresnces b0tw+een financial records, butdget, and decrrands. . Rwiewed tlndrngs vvith CSD. Post-It^brat td fax trar!smittzl Mc-mO I/F rc+geG► To O!Pl Phone+ r• 1 FUR) / �/'•� FE r : _ _7-_ J .. . .. ..r••1•.11 .. 11'1 •V.(:.- .. .r • • ibit 4 1 Susan L- Hanson, CPA 2x32 sweetwwWr DrWQ Uwthwrz,CA 94663 (670)x-0667 • August 9. (995 Page j I Obseryyd deficiencies and errom n the accounting re s: 4 i d Current allocation plan does snort clearly identify how to Marge overhead and }administration fiactions, such as aocounfing and executive administration time. Rent, utilities, insurances, and '. salaries have all been inconsistea*allocated to the various programs administered by UCSSO. Recommendations • Agree vvdh ComrnurOty 5os ces Depefftmnt on appropriate alkacation plan that detafs i all allocations for all standard transactions to be recaded. • Ensure the UC&SO accountant calculates and posts altocations wowding to the approved allocation Plan. • OWn guidance from CSU on extraordinary charges or charges Incurred outside budgeted amounts. Consider Irrr}afF:r'rrerrtatirrrr of 1-30 pian. R 2 Not all Head Startthe General L i dssrges 'in edger had been authorised and 2pptmntd try the Program Direc4or, Alyl�appear to be approved by Ova E>aacuWe Ukeftor. l t Recacnmendations I { l • Establish a firm pdtcy that Program Dmctm are responsfl*.for stging within the Wproved line-Rem budgets and #* puha can arty be a horiz�si bv,._Pre�ar m �M�: WC�M� EaaeChatiW Directotrnot apprtnre�. is under control.a000un6and'rectoW approvals before posting • Proyid g[sig_-___-_-_fiincti rr(such as a controller)to ensure expenditures are authorized aallacagolts are appmptkdey calculated and postod in a ft*manner. This might i ' be required agency yAde,since many iss�might not be isob l to Head Start. 3. Reporting is not adequafjs to debmi ine Uroby-ine excesses or to monitor expend' V.budget. Recommendation l • Document procedures that YAN ensure a ' o internal controls are in place to record authorized,approved,cvrriutty allocated expenditures in a tune nvxwrer. • Enter the month to month budget amounts into the aGcounting,system to provide hoe by fine comparisons with actual expenditures each month and year to date. • such reports should be given to program directors wltio must then explain variarroes to the Executive Ckrector. 1 f I EY�Wu!pp of the accountil tg st2Ct1: i t i 1' i r Susan L. Hanson, GPA 2s32 SwooUvater Drive Marft er,CA 94558 (610)22110 a August g,IWs P89e 3 hkaria Elena seems dedicated and competent. Hamrzr, r gM stiff vtsti be needed in order to meet the current Head for improved recordkeeping and reporting and proc:edwe docuirterTxatiorf. j $�rnw�ndation i t • Add accounting sW, as needed, in order to document procedures and to aCCOMPfth the reow'dkeeping and mpotttng goals remnmended above. E Respec fusty submitted' I i ! ! I i i i t i i ! I t i 4 i _ I F , t i t`ft 4 , 3 i J U"r+:t_ P.03 • MEMORANDUM DATE: February 15, 1995 TO: ALL DIRECTORS FROM 1: NIARLISS BERGNIAN, TQM AGENDA COORDINATOR RE: TQM AGENDA FOR THURSDAY, FEBRUARY 16, 1995 1:30 S:30 pm at Bisso 3 9'00 o0 AGENDA I. Call to order II. Reports to Program Manager men III. Director's Accomplishments and barriers IV. Agenda update V. Input on contacts VII. Budget change procedures and deadlines--Pat Hilliard VIII. Contract Special Condition Monthly Reports--Pat Hilliard IX. Three Year Component plan form--Pat Hilliard X. Items for next meeting agenda XI. Set date/time for next TQM meeting for Director's meeting: � ����� Co-wide training on the 24th? (Idk� ''— ���►� PIR any info? ae. s CO 4 --------------- Stickies 1 Wed, Mar 15, 191c so W"#1ff W CONTRA COSTA-COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING April 6, 1995 1:00 - 2:30 pm AGENDA T. Review Agenda 10 2. Finalize budget change process LD 3. Develop new budget change request form 7�1 4. Discuss 30 yeai celebration r 5. Review profile to be used for CNA &,c .6. Discuss complete comparability study on all positions for future grant applications/ development of salary ranges /,5� — 7. Carrie Frazier with report on Mental Health 8. Other C, .01 01 9. Schedule/assignments for next meeting !ij Apo mes 0 CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING May 4, 1995 1:00 - 2:30 pm AGENDA • Review Agenda • Review draft -budget change request forms. ti • Update on CNA process • rn7 Discuss 30 year celebration 1PPC • Update from work group on comparability .study 1;M0A_ • request info on bus driver training 0 Other Schedule/assignments for next meeting P't- 6) z�'t J_CLLQ b f L t out C. t co 4 0 CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING 19 MayV, 1995 11:30 am - 1'.00 pm AGENDA /Z1 Review Agenda • Update on delegate contracts • Update on contracts for bus driver training *----ftCuSs-3"ear-ceIebnftion— • Update on grant writing workshop • Other • Schedule/assignments for next meeting I I ii t 1 U #,eiis@PArz#i&7 w CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING June 22, 1995 1:00 pm - 2:30 pm AGENDA ti. • Review Agenda , • Update on contracts for bus driver training (� • Update on CNA processes i • Update on Interaction training S r" • Written procedures 14f ml) �C • 1-30 Implementation plan /S h^'^ JAI • Other j M;n C • Schedule/assignments for next meeting ►'^`^ hroc� Cym'"'��� rr" �• �� �l�^ � o,,;e -- psp21 �S -- Nw- C49 P CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING July 6, 1995 1 :00 pm - 2:30 pm AGENDA fly kV • Review Agenda- . • Quality Improvement Plans • Planning Procedures �--- • Other • Schedule/assignments for next meeting r ,• r'-r CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT HEAD START PROGRAM DIRECTORS' MEETING October 19, 199 5 11:30 a.m. - 1:00 P.M. AGENDA • Review°Agend?- • County-wide Training • Supplemental Funding 1995 • Grant Application • Quality Improvement Plans • Future meetings x 06-06-1995 10=36AM CONTRA COSTA HEAD START 1 510 646 5551 P.02 i f i ' 1 f ! MEMORANDUM I i DATE: June 6, 1995 ! ' T0: Daneen Cali, Acting Program Manager � i FROM: Christina Reich, FCC Coordinator RE: U.C.S.S.O. 's T/TA Needs The following are tthe T/TA needs of U.C.S.S.O. as expressed by Donna Thornton on Friday, June 2, 1995: Social Services: Requests that the Grantee develop a new j Family Needs Aasessment with input from DAs and GOP Requests that training be done on Interviewing Techniques and on documenting Parent Contacts Mental Health: Requests that training be given to Mental I :Health/Disabilities Coordinator on how to monitor what she's doing. Requests that training be given to all staff i' with regard to Mental Health Services having something for everyone,,_not just those children and families with problems. Need training to address the cross- component aspect of Mental Health. In-Kind: Requests TA from Grantee with regard to using donated space as In-Kind. specifically, how to appraise space for value and whether or not the County can appraise space for a DA. i Global Services: Requests formal training on Grantee' s Global Services and the new Component Plan forms. i Planning Process: Requests TA from Grantee with regard to the Grantees Planning Process so they can develop their planning process based on ours. Requests a copy of Grantee' s written planning process, not just the time- line that has been provided to them. ! cc: Donna Thorntonv/ Sue Mead Chitd Development 3 4- Community Services Department (contra Community Action 6j6- Food Service 3 d Admints"ion (}�C�+t head Start _ 2425 Sisso Lane,Suite 120 Housing and Energy 6 Concord.California 94520-4830 County 1fum3ri Services Advisory Commission (510)646-5544 Fax:(510)646-5551 ! Joan Y.Sparks,Director TO: t' T0: All Head Start Directors DA'Z'E: May 30 , 19' FROM : Daneerl Cali, Acting H. S . Program Matiager at!() Assistant_ H. S . Pr•ograw Manager By: Donna Svihula, H.S. Clerk SUBJECT : Quality `IftlprovemerlL" Plan (QIP) Mee!1119 j Please be informed that there will be a meeting oa Friday, June 2, 1995, regarding the Quality Improvement Plan (QTo) to correct our deficiencies in response to the findings of our regional ori-site monitoring review. The tneeting w411 be held in the conference roctns at 2425 Bisso Lane, Concord, and will begin at 9 :00 am. This meeting is not only for directors, but also for the people that will. be writing the plans. As part of the meeting preparation, we would like you to think of your training needs . We are required by law to develop a QTP which must- tie submitted to the Regional Office within 30 days of receipt of their report . Therefore, 2V-:�ryCne` S presence at the lltw£!r i nCis vary lt?tUr) t ant , and we lonk f=orward t-) seeing you. Thank ynit for yrnt7- r--or'. erai V.>rr. f owe,gso. E;t#l&r)( ilFIRST BAPTIST CHURCH HEAD START 515 Marina Boulevard. 40 Pittsburg, California 94565 Office: (510)473-2000 • FAX: (510)432-8196 July 20, 1995 go (' Daneen Cali, Acting Program Manager U � Contra Costa County, Head Start Division 2425 BissoCA Lane 9452 Suite 120 SZRVICO��ptYl f.r Concord, 0 Dear Daneen: On the evening of July 17th, I received a fax from you stating that the First Baptist Church Head Start's Quality Improvement Plan was not acceptable because it had no "indication that the LPC or the Board have approved" it. Attached, please find the approvals given by our LPC and Board which clearly shows that prior approvals were given. In addition, you indicated that you held two trainings on this issue. I recall only receiving one training and that was on June 2, 1995 of which very little information regarding Quality Improvement Plan (QIP) was provided. The June 23, 1995 training was on the new Global Services Concept, no information on the Compliance Plan or QIP was given or any indication as to how the Global Services Concept and the Plans could correlate. As a reminder to you of what your meeting was about, I have attached your correspondence regarding that meeting. As you requested, I will meet with Ms. Marie Poe to gain a better understanding of the requirements. In The Interest Of Children Sin rely, ickey Wi , s D rector cc: FBCHS LPC and Board Members Joan Sparks, Department Director Scott Tandy, CAO Office A Child Development Program Touching Children and Reaching.Families i .. UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS, INC. 837 ARNOLD DRIVE, SUITE #100 MARTINEZ, CA 94553 TO: Richard S. Lujan FROM: Maria Elena Vi I I a DATE: October 22, 1995 SUBJECT: Technical Assistance received from Susan Hanson ---------------------------------------------------------- The first time that Susan Hanson, CPA, came in was June 23rd and she met with Donna and myself. The Grantee assigned Susan Hanson to provide technical assistance in reconciling our 1994 Financial reports to our agency books for that period. She was also to agree the agency books to the source documents for various expenditures and for any adjustments; agree the allocation of the R Head Start expenditures to the approved Head Start allocation plan; identify appropriate adjustments, if any; and finally recommend procedures that would result in appropriate Head Start demands to the Grant. The first thing that she wanted me to do was reconcile the Head Start financial reports for 1994 to the Head Start general ledger. We then set the dates of June 28th and 29th for her to return and start her review. I did not anticipate any major problems in reconciling the reports as Caesar Perales, CPA, had been doing the reports. Mr Perales had been our CPA since 1991. He had been orginally contracted to computerize our accounting system, write corresponding accounting procedures, do an agency-wide allocation plan and train the accounting staff. In July of 1993, he assumed full responsability for the management of the accounting department. However, when I starting reviewing the documentation, I realized that it was going to take me more time than I had planned. Several budget line items totals reported on the financial reports could not be readily reconciled to the general ledger. The March demand figures were rounded to the nearest dollar. Some expenses recorded on the general ledger were not reported on the financial reports. One June 28th, we met and I informed her that I had not completed the reconciliation. I explained to her what I had found and also informed her f �4*AI&T that our accounting clerk had just resigned on the 26th without notice leaving me to do all the work of all accounting issues including reconciliation she had requsted. It was clear that more time would be required and it was agreed that Ms. Hanson would return later that afternoon and start her review. However, it was very hard to focus due to the numerous interruptions and telephone calls. I immediately called Ms. Hanson and informed her that I was not going to be ready that afternoon and she agreed to return on the 29th at 2:00 p.m. Ms. Hanson stated that I should tell everyone that this project had the highest priority and that we would not be able to meet the Grantee deadline if I was not allow to focus on her request. Susan Hanson did not return on the 29th instead she wrote a letter to Joan Sparks stating that we were being uncooperative and that she would not continue on this project until we could assure her that we were committed to meeting the deadlines and the timely and approrpriate completetion of this .project. You advised me to attend a meeting on July 10th with yourself, Arnold Flores, Sondra White and Susan Hanson. This meeting was held from 9:00 a.m. to 12 noon and we had a lengthly discussion on a report submitted by Sondra White that included cost allocation and what was needed to develop a plan; accounting procedures that complied with federal regulations; UCSSO's banking policy and what changes it needed; supervision of the accounting staff to assure that everything was completed on a timely matter. Throughout the meeting, Ms. Hanson was in agreement with Sondra White's recommendations. Ms. Hanson stated that if we had legitmate expenses that we had not charged to the Grantee that there was no reason why we could not apply theses expenses to offset the 1994 disallowances made by the Grantee. Sondra White, UCSSO Auditor, concurred and she did not see why the Grantee would not allow this offset. In the afternoon, Susan and I started the review of the reconciliation. She reviewed my reconciliation as well as the backup documentation for the adjustments that were needed. We agreed that Ms. Hanson would return on July 12th to continue her review. For that date I had to do a worksheet to match Head Start salaries to the quarterly payroll reports done by the bank; pull all invoices in rents, utilities, telephone, equipment, accounting services, insurances, classroom supplies and bus maintenance over $100.; and that I had to do a worksheet that showed the original budget plus any budget changes. Susan Hanson returned to complete her review and audit on July 12th, 14th, 18th and finished her review on July 28th. During these dates she reviewed all the documenation that I had prepared for her and vertified that it was correct. Ms. Hanson stated that once she completed the reconciliation for 1994, she would then review the first and possibly the second quarter of 1995. Ms. Hanson informed me that the Grantee was not going to allow the offsetting of the disallowed expenses with the uncharged expenses found in 1994. Ms. Hanson informed me that she had a total of 50 hours to work with UCSSO and was not sure if she could complete the work she was doing and work on the cost allocation plan too. On Ms. Hanson Fast day, she shared with me her draft of the report she would be submitting to the Grantee that basically stated that we needed an approved cost allocation plan that details all allocations for all standard transaction's.; oversight sUperivision (controller) for accounting staff; procedures manual that will ensure appropriate internal controls are in place to authorized, approve and allocated expenditures in a timely matter; that I seemed competent and that the expenditures seemed to be appropriate and allowable. She would submit her report to the County and ask them if she would then review 1995. Since July 28th, Ms. Hanson has not been contacted with our office nor has she provided any further reviews or assistance. UCSSO did not receive a copy of her report until our Board Chair requested from the Grantee on August 30, 1995. 3 Community Services DepartmentContra Child Development 374.3994 Child Nutrition 374-3850 Administration Costa CommHead Start 646-5540unty Action 313-7363 jL20 Morello Avenue,Suite 101 ^ Housing and Energy 646-5756 Inez,California 94553-4711 t o u t"1 PATHS,427-8094 313-7350 County I� Fax:(510)313-7385 s e L Joan V.Sparks, Director ` July, 11, 1995 Mr. Arnold Flores Chairperson, Board of Directors United Council of Spanish Speaking Organizations 837 Arnold Way, Suite 101 Martinez, Ca 94553 4 _ SUBJECT: Second Quarter Review, United Council of Spanish Speaking Organizations Dear Mr. Flores : On June 19 and 21, 1995, staff from the Community Services Department conducted a second quarter review of the UCSSO for the Head Start Division. Delegate Agent Staff Present Arnold Flores, Chairman of the Board Richard Lujan Donna Thornton Maria Elena Villa County Staff Present Al Prince Vivian Farquhar Margaret Meyerkorth, Certified Public Accountant Our findings and recommendations are as follows : 1 . Problems with Cost Allocation Part of the Department' s review included an overview on how UCSSO allocates shared agency costs to the County' s Head Start program, and if the proposed allocation of costs appears reasonable. Upon request, UCSSO submitted on a timely basis the agency' s proposed 1995 cost allocation plan. Based on the following findings, it is -1- Affirmative Action/Equal Opportunity Employer Y ' the opinion of the review team that costs are not being properly allocated, and that it appears that the Head Start Program is being overcharged for costs that belong to other programs funded by UCSSO: * The review team attempted without success to compare UCSSO's proposed 1995 cost allocation plan with actual 1995 charges to office space for the Martinez office. When asked for copies of agency worksheets to explain how the 1995 charges were applied with respect to the plan, we were advised that the UCSSO believed the 1995 space charges to be "incorrect" . and could not be used to compare with the cost allocation plan. * The review team also attempted to obtain required support documentation that could better demonstrate how the agency's proposed cost allocation plan was assembled and could be tested. We were advised verbally by both the Head Start Director and Executive President that this information was not available. - k * The proposed cost allocation plan for the Brentwood and Martinez offices and other shared costs was based on the number of staff employed by each program at each site. This method is not acceptable, and results in Head Start being charged for a higher percentage of shared cost than we believe appropriate and allowable. * The review team discovered that the agency accountant provides accounting services across the board to all of UCSSO' s programs, and has been charging Head Start for 1000i of her time. As a result, Head Start is being overcharged for this position. When the Accountant was asked why she was billing Head Start for 100 % of her time, she indicated that she works approximately 60 hours a week, and that she bills Head Start for the 40 hours she is being paid for, and spends the remaining 20 hours a week of unpaid time performing the accounting work for the other UCSSO programs . CSD staff advised the Accountant that this was unallowable. * In discussions with the Executive President regarding overcharges by the Accountant he acknowledged that the Accountant was providing fiscal services to all of UCSSO' s programs, which resulted in Head Start being overcharged with respect to this position. The Executive President further indicated that such overcharges were an attempt to compensate UCSSO for what the agency believes to be their fair share of administrative costs in other areas that are not being properly reimbursed by both the County and ACF. County staff advised the Executive President that UCSSO cannot charge Head Start for non Head Start costs, nor can UCSSO independently develop and charge Head Start for a cost allocation plan -2- arrangement that in reality is different than the plan reviewed and approved each year by the County and ACF. In addition, changes to cost allocation plan procedures must be approved first by the LPC prior to any changes being made and then to the Board of Directors of UCSSO. * UCSSO is sharing office space at its Martinez office with an organization entitled the Hispanic Chamber of Commerce. The organization currently has a staff of one employee, a Mr. Arnold Flores, who is also the Chairman of the Board of UCSSO. CSD staff were advised that the Chamber pays a flat $250 . 00 a month for space, utilities and staff support services. CSD staff were also told that there is no written contract outlining this agreement or how the $250 . 00 was calculated. From the information provided it appears that the Chamber is not paying its fair share of the costs for its fair share of space; utilities and other assigned overhead costs . Recommendations : Paragraph A (2) of OMB Circular A-122, Cost Principles for Nonprofit Organizations, indicates that in order for costs to be allowable under an award, they must meet the following criteria: a. Be reasonable for the performance of the award and be allocable thereto. b. Conform to any limitations or exclusions set forth in these principles or in the award as to types or amount of cost items C. Be consistent with policies and procedures that apply to uniformly to both federally financed and other activities of the organization d. Be accorded consistent treatment . e. Be determined in accordance with generally accepted accounting principles. f . Not be included as a cost or used to meet cost sharing or matching information of any other federally financed program in either the current or a prior period. g. Be adequately documented. Given the above CSD findings, UCSSO' s current cost allocation plans and systems lack the specificity, support and definition to conform -3- with federal and contract requirements. Because of this, it is not clear in many areas of shared costs what Head Start' s portion of those assigned costs should be. The Department also takes serious issue with the matter concerning overcharging of the Accountant' s position. Such judgement calls into question UCSSO' s ability to adequately perform it fiduciary responsibilities with respect to management oversight . By September 11, 1995 the UCSSO Board of Directors must show proof that they have revised and submitted for County review and approval an acceptable 1995 cost allocation plan that has gone through the shared decision making process. The plan shall equitably assign and document all Head Start program costs in accordance with federal regulations and contract limitations. This plan will also outline UCSSO's proposed use of all administrative costs for 1995 . This plan, upon approval, will be retroactive to January 1, 1995 . Upon written request, the Department will make available to UCSSO County staff that can assist with the development of a cost allocation plan. Until this plan is approved by the County, the County shall reimburse UCSSO a maximum of 400-. for the staff time of the Accountant and Account Clerk, and a maximum of 30o for office space, utilities, and other shared costs such as insurance. Upon the determination by UCSSO of the proposed Head Start portion for 1995 for all shared costs and positions, and formal approval by the County and if necessary, ACF of this plan, these percentages will be adjusted through the balance of 1995 either up or down to agree with allowable cumulative Head Start costs for these line items, subject to the contract payment limits, and the contract administrative limitation of 12%. 2 . Problems with Accounting System The CSD review team noted the following inconsistencies in UCSSO' s accounting system for the FY 94-95 calendar year: * The review team was not able to reconcile the agency' s 1995 financial records. * The review team noted several instances where UCSSO billed the 1995 Head Start program for costs previously incurred and paid for in 1994 . UCSSO staff indicated that they had discovered these errors after the fact and had made all of the necessary corrections. -4- * The review team noted two instances where approximately $1,100 PP Y in 1994 Head Start costs not charged to the agency's 1994 Head Start contract were instead charged to the 1995 Head Start contract . UCSSO staff indicated that they would correct this error in July of 1995 . * The May, 1995 UCSSO financial statements noted a number of corrections to the 1994 Head Start financial statements in preparation for the impending visit of Ms. Susan Hanson, CPA. These corrections should have been made prior to the submittal of the UCSSO' s final demand in February, 1995. The above second quarter findings with respect to the accounting system were similar to those noted in the first quarter review. Recommendations : Given that these findings are similar to those noted in the first quartper review, it i-s staff' s recommendation that both UCSSO and the Grantee await 'Ms. Hanson' s completion of the her review. However, our second finding again notes serious problems within UCSSO' s accounting systems that require immediate attention, correction and resolution. It is our observation that some agency expenditures are not being billed to any particular funding source, and, conversely, that some charges to Head Start are not adequately supported by either the financial statements or the Head Start contract. Either way, given the problems noted, the agency loses, which at some point negatively affects, UCSSO' s general fund balance. In the interim, the Grantee believes that the implementation of the pre-audit system for review and payment of demands will assist in protecting both UCSSO and the County. 3 . Inventory Control Systems The last part of the Department' s review included an overview of UCSSO' s Inventory Control System program, and whether, in the opinion of the review team, the existing system is in accordance with federal requirements . Upon request, UCSSO submitted on a timely basis the agency' s inventory records. Based on the Department' s review, it was the opinion of CSD staff that UCSSO' s inventory was generally in compliance with federal requirements which require additional work. It is the Department' s intention to hold a special inventory training and technical assistance class for all DA' s in the fall of 1995 to go over the issue of inventory systems and procedures. -5- In closing, the Department strongly encourages the UCSSO Board of Directors to institute an immediate system of oversight to ensure compliance with the County' contract and all Federal Rules and Regulations . Please call me at 313-7350 if you have any questions regarding this matter. Sincerely, 5 Joan V. Sparks, Director CC: Scott Tandy, County Administrators Office Daneen Cali, Acting Head Start Program Manager Al Prince, ASO Margaret Meyerkorth, CPA : Vivian Farquhar, Head Start Accountant Richard Lujan, UCSSO Executive President Donna Thorton, UCSSO Head Start Director -6- 07-17-1995 04:57PM CONTRA COSTA HEAD START 1 510 646 5551 P.01 Post-It'"brand fax transmittal memo 7611 a of pages► ommunity Services Department Contr ,, "' N Fr't` Co- ministration V O J lc Phone# 2425 Bisso Lane.Suite 120 apt Concord,C8lifomia 94520-4830 co� (n' ' S - Fax# �s i (510)648-5544 V It Fax G?— DG� Fax:(510)646-5551 ` Joan V.Sparks, '�• me"0 •fV#Iff /1 .� s.� YG• DireCtnr .x....-'• �• i I i MEMO TO: Donna Thornton _ { i � I , FROM: Daneen Cali DATE: 7117/95 1 RE: t QIP and Compliance Plan We have received your submission as part of the requirement regarding a j Quality Improvement Plan and a Compliance Plan. The Items are both marked "Quality Improvement Plan" therefore, I am j unable to discern which is the Compliance plan and which is the QIP. In { addition, there is not an indication that the LPC or the Board have approved these submissions. These plans are therefore not acceptable and are considered non-responsive. This grantee held a June 2, 1995 meeting to go over with the DAs the requirements of the two plans(a QIP and a Compliance Pian) as well as a June 23, 1995 training designed for writing a plan. Please go over your notes regarding these two meetings for assistance. Please contact, Marie Poe of this office by July 25, 1995 for T/TA regarding submitting an a QIP and a compliance plan that can be approved. cc: Joan Sparks Richard Lujan Desire Smith LPC members Arnold Flores Board of Director Members i i i 10/30i94 18:32 F-AX 5102283778 �'���• � ' � 0100 CARR HIMA,S,BOHREN,&COMPANY AN ACCOUNTANCY CORPORATION 597 CENTER ST. SUITE 110 MARMIEZ,CA 94553 510.228.3535 510.228.3778 (FAX) October 30, 1995 TO: UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS RICHARD LUJAN FROM: CTFORGE CARATHTMAS RE: RESPONSE TO SOMMARY OF GRANTEE SUPPORT AND TEC111,11CAL ASSISTANCE FOR ASSURING COMPLIANCE PER CONTRA COSTA COUNTY MEMO: THIS ADDRESSES THE TWO ENCOUNTERS REFERRED BY CONTRA COSTA.COUNTY INVOLVING OUR FIRM DATED AUGUST 7 AND 8, 1995 AUGUST 7, 1995 TECHNICAL ASSISTANCE REFERRED TO WAS VERY LRAI TED IN NATURE AND DID NOT SPECIFICALLY ADDRESS HOW SPECIFICALLY TO ADDRESS THE ISSUES. AUGUST 8, 1995 AGAIN SAME AS PRIOR DAY EXCEPT ALSO TOOK TIME TO DISCUSS My WORKING WITH UCS-SO AS A CONSULTANT WHICH IN MY OPINION IS NOT TECHNICAL ASSISTANCE. GEORGE CARATHMAS, CPA Post-it'Fax Note 7671 Date `of Mgedo 7o ` A1� From Ci:�LG Co./Dept. Co, Phone R Phone Fax 9 Fax to Ctf U1/tt L-*Ar L06 ae-qs4o A Vied W%Y A6—eY Administrative offices 08/07/95 O 837 Arnold Dr.,Suite 1( Martinez,CA 94553 (510)229-2210 Fax(5 10)229-0309 Mr. Phil Batchelor County Administrator Community Centers Contra Costa County ❑ 837 Arnold Dr.,Suite 100 651 Pine Street Martinez,CA 94553 (510)229-1600 Martinez CA 94553 0 157 9th Street Dear Mr. Batchelor. Richmond,CA 94804 y; (510)232-6050- On 510)232-6050On behalf ofAhe Board and-staff of 16 UCSSO,.I sincerely ivicome the-opportunity.to ❑ .501 Railroad Ave.: meet !with g Pittsburg,CA 94565 you,regardir serious concerns, .e ressed by the Community Services t (510)439-7515 Department. 'Qoc rding to the letter dated-August 1st thete are four serious concerns Mich "may jeopardize yo6r .contract with`thee County Department of Community ❑ 120 oak Street Services for-the Head Start"Program.. The four'seritws concerns,and our response to Brentwood,14 94513 each of them are as follows: (510)634-6144 ' 1. Corrective Action Notice I Headstart Date: July 28, 199S(fax to UCSSO at 8:23 AM) Administrative Office Sender:Joari Sparks ❑ 120 Oak Street Brentwood,CA 94513 Allegation: _ '(510)•516-2060 Fax(510)516-0762 . UCSSO failed to maintain uninterrupted insurance coverage. It allowed its policy to lapse, .thus creating x period'when it had no insurance. It subsequently succeeded in getting its insurande re-instated. Nutrition Programs ❑ 100 Village Dr. UCSSO response Brentwood,CA 94513 On the surface the issue appears to be the need for continuing coverage for UCSSO. It is (510)634-5040 implied that UCSSO's insurance was allowed to lapse and then had to be reinstated. This is simply not true. Private Industry Council In fact, UCSSO's insurance broker, acting in accordance with industry standards Cl.rl120 Oak Street handled the renewal of the insurance through a new carrier. As a result there was 1 Brentwood,CA 94513 never a lapse in UCSSO's insurance coverage. (510)634-2195 Given that a lapse never occurred and that UCSSO, through our broker acted in a timely and professional manner, we are at a loss to understand why a Corrective Action Notice is even being suggested. Could_ it be.that the Corrective Action Notice is merely a ruse designed to disguise the true intent behind Community Service's actions toward UCSSO? Let's examine this particular concern factually, and a little closer. July 1. 1995: UCSSO's broker mails the new Certificates of Insurance to both the Community Services Department and to Risk Management on July 1, 1995 from the Concord Post Office. aew July 24. 1995 Community Service receives a cancellation notice from UCSSO's of carrier. July 26, 1995 In a letter from Al Prince dated July 26,-1995, but received July 31, MI In the UCSSO office, we are told that CSD received a notification from our —old carrier that our insurance had been canceled. The letter requests that UCSSO submit a new Certificate of Insurance as soon as possible. The letterdoesnot mention about a Corrective Action Notice or the need for one. July 27, 1995 "On Thursday, July 27, 1995, County Risk Management informed this department that your insurance has been reinstated." (Letter from Joan Sparks to UCSSO)This language implies that we allowed the coverage to lapse. July 28, 1995: UCSSO receives Corrective Action Notice from Joan Sparks which contains a fairly onerous corrective action plan requirement. Apparently, Joan Sparks acted on the assuMVLU�on that UCSSO was negligent and allowed our insurance to lapse. If this was not the assumption then Mat other reason would there be for a Corrective Action Notice.? _ August 2. 1995: UCSSO receives a telephone call from Sandy VanSlyke, County Risk Management advising that, "insurance matter for contract has been straightened out. Sorry for inconvenience." In dosing,the punishment does not fit the crime. In fact, it appears to be unnecessarily harsh and punitive. Moreover, since Corrective Action Notices can be used as the basis to terminate a contract it is important that they be well researched before they are issued. And, if in error, they should be retracted. 2. Corrective Action Notice 11 Date: July 31, 1995 Sender: Joan Sparks Allegation Contrary to specific directives from Daneen Cali, Head Start Program Manager, UCSSO chose to violate this contract and implement a "major change" to its summer Head Start Program without obtaining all of the required approvals. UCSSO Response: This Corrective Action Notice is absurd and simply not factual. First of all, the only thing Donna Thornton was told is that UCSSO would have to get Board of Director and LPC approval prior to combining the classroom. UCSSO did exactly as it was told. Submitted with this letter is a sworn affidavit, under penalty of perjury, signed by Donna Thornton which clearly states exactly what she was told. She is also prepared to take a polygraph examination to determine what the true facts are regarding the directives given to UCSSO by Community Service staff. UCSSO is prepared to pay for the Polygraph test; if this Will help to clarify this concern. Secondly, let's do the math on this issue. Community Service states that it advised Donna Thornton on July 10, 1295, that combining the classrooms would constitute a major change and require at least 45 days to get Regional approval. This would be in addition to approximately 14 days for UCSSO to get Board and LPC approval. This is days or at least two months minimum. This is where it gets confusing. On July 10. 1991 Community Service knew that it would take at least two months(final date September 10, 1995) to implement a change for a program that would end on August 10, 1995. Did Community Service ever discuss the futility of the time line with UCSSO? And, if so, why would UCSSO even proceed with it? It just doesn't make any sense! In summary, UCSSO gets a Corrective Action Notice as a result of its efforts to comply with a community service directive, which even the department knows will not be done on time. And not only does the Corrective Action Notice suggest that LICSSO deliberately violated its contract, it also requires UCSSO to submit within 15 days a detailed breakdown of all funds for this project. This of course, will be a tremendous burden on an already overburdened staff. A situation which Community Service is intimately aware of. Additionally, we are not to spend any more funds until this serious concern is resolved. What happens to the program in the meantime? The Corrective Action is a designed failure. Again, as was the case with Correction Action i the information on which it is based Is not accurate,the punishment does not fit the crime and the Department's action appears to be unnecessarily harsh and punitive. In closing it should be noted that the combined classroom was only in operation for Lwo _dl-a-y—s. As soon as UCSSO became aware of the Department's concern, we immediately rescheduled as two classrooms and continues as such ever since. 3. LICSSO has not billed the County for payments due Date: August 1, 1995 Source: Reason cited in August 1, 1995 letter to meet with County Administrator. Allegation: UCSSO has not submitted its demands for reimbursement'to the County for May and June, 1995. UCO Response: The reason we have not submitted our demand yet is because we are increasingly burdened with request after request for information. All of which comes with a requirement for a quick tum around time and significant staff work. If we stop to respond, something else will have to wait. if we do not respond, we will be told that we are "not being cooperative". It is a catch 22 for us. Moreover, Community Service is very much aware of LICSSO staff capabilities and, especially staff limitations as it issues these Corrective Actions and other requests for information. 4. Vendor Procurement and Shared Decision Making Date: August 1, 1995 Source: Letter to UCSSO advising of meeting with County Administrator Allegation : We have not been advised as to what the nature of thegfious concerns are regarding these issues. It is our assumption that the specific reasons underlying these concerns will be brought to our attention at this meeting and that we will be given ample ae.4 so eir#/& time to provide a written response. As previously stated, we welcome the opportunity to meet with you and let you hear our side. We have always had an excellent relationship with you and Scott Tandy and look forward to a continued working relationship. We are concerned, however about what we perceive as a deliberate and calculated attempt to set us up for failure so that our Head Start Program can be taken over by the Community Service Department and become a Grantee Operated Program. We want to work with the Community Service Department, but we will not allow ourselves to be harassed and set up for failure. Thank you for giving us the opportunity to meet with you. SincerelAD. ores Chairperson cc: Board of Directors(UCSSO) Board of Supervisors Joan Sparks Ken Corcoran LPC attachments All G21 Community Services Department Contra Child Development 374-3994 Communty Action 313-7363 Administration Costa Food Service 374-3850 1220 Morello Avenue,Suite 101 Head Start 646-5540 Martinez,California 94553-4711COunt\/ Housing and Energy 646-5756 (510)313-7350 J PATHS 427-8094 Fax:(51 Q)313-7385 Joan V.Sparks, :' t Director Head Start Grantee Office 2425 Bisso Lane, Suite 120 Concord,California 94520-4830 (510)646-5540 Fax:(5 10)646-5551 August 17, 1995 Cheryl A.Franklin-Golden Program Manager Arnold Flores, Chair UCSSO Board :,f Directors 837 Arnold Drive, Suite 100 t . Martinez, California-94553 Subject: Corrective Action Notice#3 Dear Arnold: On August 15, 1995 your agency submitted a Quality Improvement Plan and a Compliance Plan to this office. These plans were submitted in response to the Federal Review Letter of 5/17/95. The regulation supporting the Quality Improvement Plan and the Compliance Plan is the Head Start Act as Amended May 1994. i iiS office has not accepted take plana. Tile Q•�ality iia pry enient�iiFui as rejected for the following reasons: 1. The plan address how UCSSO will assist the grantee in coming into compliance. The function of UCSSO's plan is to address how UCSSO will come into compliance and not how the delegate agency will assist the grantee. For example, the first page of the QIP has a"Corrective Action" of"Provide input to grantee staff in development of grantee planning procedures". UCSSO was found out of compliance because UCSSO did not have planning procedures. Therefore, UCSSO needs to address how UCSSO will develop its planning procedures. Arnold Flores 2. On page 4,the "Outcome" of the first activity "Review regulations to see what needs to be included on form" is listed as "knowledge of requirements". This Outcome has a"Time frame" of 6/15/95. The Head Start director needs to be knowledgeable of ALL regulations and should not have a time frame.for only one regulation. Stating that the Knowledge of regulations is the outcome implies that you have administration that does not, until 6/15/95,have knowledge of regulations. Your agency is in trouble if your director becomes knowledgeable only when you are found out of compliance. This outcome is unacceptable 3. The form provided to UCSSO had Person Responsible". The form submitted back has "person(s)responsible". Having more than one person responsible for an activity is poor management. It causes confusion, lack of accountability and role conflicts. 4. Page 4 of the QIP, "Performance Evaluation" under "Corrective Action" category lists a number of items. On page 5, under "Performance Evaluation" #5 has"Review performance evaluation forms from other agencies" with an outcome of"Models to use in revision of current format". UCSSO was found out of compliance because UCSSO did not have performance evaluations done for staff. Yet the agency chooses to place as the fifth corrective action, "models to use in revision of current format". The Agency needs to look at revision first before the agency uses performance evaluations as a decision maker in rehires. C AorW/Vir C e 0 Arnold Flores Page 3 8/17/95 The Compliance Plan submitted by UCSSO was rejected for the following reasons: 1. All items found out of compliance in the Federal Review, second attachment, were to be in compliance by 8/15/95 with the ,exception of those activities which required walking into a classroom in order for them to bd verified. These activities which required classrooms to be in operation were to be in compliance no later than 9/15/95. The dates of compliance in the UCSSO Compliance Plan range from " ongoing" 10/31/95" "As children are identified" or simply state "9/95". Specific dates are to be used throughout. The use of non-specific dates, i.e., "9/95" "ongoing" implies that the activity is not evaluated nor monitored since it is difficult to determine if"ongoing" is past, yet to come or now and equally hard to define when in 9/95 did the activity occur. 2. The "Objectives" and "Corrective Strategies" listed in the UCSSO Compliance Plan do not indicate the compliance strategy to assure that that item will never again be found out of compliance. For example, Page 1 of the Plan states as an Objective " To improve individualization of the program" the Corrective Strategies for that Objective list the following " schedule a full day in service on . individualizing the program in the classroom; "provide strategies for teachers and other staff on individualizing"; "monitor lesson plans and children's files to ensure implementation" The Objectives or Strategies listed do not support the out of compliance issue ",no evidence of individualizing on the lesson plans. Arnold Flores Page 4 _ 8/17/95 Thgre are more objectives and corrective strategies throughout the plan that do not indicate that UCSSO understands what has to be done in order to be in compliance. Training and technical Assistance in the development, content and intent of the Quality Improvement Plan and the Compliance Plan was offered to UCSSO on July 11, 1995 during the meeting with the UCSSO Board of Directors and the County and the assistance was not accepted by the Head Start Director. In addition, Training and technical assistance was provided for all Delegate Agencies and Grantee Operated Programs in the development, content and intent of the Quality Improvement Plan and the Compliance Plan on 6/2/95, 7/20/95 and 8/3/95. Specific one on one technical assistance was available and provided to UCSSO staff between 8/3/95 and 8/15/95. These issues, especially the one regarding date of compliance for the Compliance Plan, were discussed with Donna Thornton on August 15, 1995 and again on August 17, 1995. ��yiarr C � Arnold Flores Page 5 8/17/95 The lack of acceptable QIP and Compliance Plans is a serious situation and places your agency's contract with the County for operating a Head Start Program at risk. Your agency is not in compliance with your contract nor with the federal regulations. The grantee will be notif-fizig you about the course of action we will take regarding this serious situation. t If you have any questions, please contact me at 646-5540. Sincerely yours, Daneen Cali, Acting Program Manger cc: Joan Sparks Scott Tandy Richard Lujan Donna Thornton UCSSO Board of Directors Desiree Smith LPC Members Mary Shavies PC Members Bill Forrest County AdministratorCancra P Q 19 Board ofSupefvfsof Jim Rogers Smith County Administration Building Costa Jeff eff District 651 Pine Street,11 th Floor Martinez,California 94553-1229 County { / 2nd Distrix (510)646-4080 1 1(Y Gayle Bishop FAX: (510)646-4096 a 3rd District Phil Batchelor Mark DeSaulnler County Administrator 1 . 4th District < Tom Torlakson c: 5th District August 30, 1995 JA:#/&#r_ 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: The purpose of this letter is to document our meeting of this morning in which we discussed all contract compliance and deficiency issues' for the UCSSO Head Start contract. As we agreed Mr. Batchelor did call the Federal government to ask whether an extension of time beyond September 15 would be granted for you to bring your program into full compliance. The answer to that question from Maria Fort was "no." However, we did discuss the idea of UCSSO developing a formal plan addressing all issues with a timetable for achieving compliance. Although there can be no formal extension of time, Mr. Batchelor is willing to give you an opportunity to prepare a plan that demonstrates real progress toward achieving compliance with all of the on-site program review (OSPRI, January 1995) ; strengthening of accounting systems including an acceptable cost allocation plan and accounting procedures; the restructuring of the board of directors to eliminate conflicts; plan to address questioned and disallowed costs in 1994 and 1995; and resolving issues contained in the four corrective action notices from the Department of Community Services . As we discussed, we were notified on August 24, 1995 that due to our- inability to certify compliance of all delegate agency subcontractors our request for certification of the Head Start . program by the Federal government was rejected (copy attached) . A Head Start grantee is required to insure that all delegate agencies comply with the applicable Federal rules and regulations. We cannot allow a delegate agency to fail to correct deficiencies without being subject to charges of inadequate oversight. The Federal government has asked that we submit documentation that all parts of our Head Start program are in compliance or indicate actions we are taking to remedy this situation without further delay. -2- If you want to develop the plan, it must be done immediately. Mr. Batchelor has asked that you provide him with a complete and detailed plan no later than September 6, 1995 at 5 p.m. If you have any questions, please do not hesitate to contact me or Mr. Batchelor. Sincerely, S O T TANDY, Chief Assist t County Administrator ST: lmj Attachment cc: J. Sparks, Community Services Director Chair, Board of Supervisors t