HomeMy WebLinkAboutMINUTES - 12171996 - D13 D.13
TO:' BOARD OF SUPERVISORS F&HS-05 SE Contra
FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa
4 County
DATE: December 9, 1996
REPORT ON THE OVERSIGHT OF THE COUNTY'S CONTRACTS WITH
SUBJECT: THE PITTSBURG PRE-SCHOOL COORDINATING COUNCIL AND UNITED
COUNCIL OF SPANISH SPEAKING ORGANIZATIONS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. AUTHORIZE the Executive Director, Private Industry Council, to simply file
written reports to our Committee on the status of its contract with the United
Council of Spanish Speaking Organizations (UCSSO), as long as there are no
further substantive details which need to be addressed.
2. DIRECT the Health Services Director to report to the 1997 Family and Human
Services Committee on the status of plans to put out to bid those contracts
under the purview of the Department (such as the Senior Nutrition Program)
which have not been put out to competitive bid for a number of years.
3. DIRECT the Community Services Director to report to the 1997 Family and
Human Services Committee during the first quarter of 1997 on the status of
the State's "Conditional Status" on its Child Development and Pre-School
contracts with the Pittsburg Pre-School Coordinating Council (PPSCC) before
terminating the existing pre-audit of the expenditures for the County's contract
with PPSCC.
4. DIRECT the Community Services Director to report to the 1997 Family and
Human Services Committee during the first quarter of the year on the status
of the audit of the contract with UCSSO for calendar year 1995 for the East
County Head Start Program.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF B AR C ITTEE
APPROVE -OTHER
Vk
SIGNATURE(S): MARK DeSAULNIER SMITH
ACTION OF BOARD ON December 17 1996 APPROVED AS RECOMMENDED _X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: 1)4�5) 2 NOES: None AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: None ABSTAIN: 3 OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED nprpmher 17, 1996
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
CC: See Page 2 SUPE tSORS AND C UNTY ADMINISTRATOR
BY DEPUTY
F&HS-05
5. DIRECT the Health Services Director, Social Service Director and Executive
Director, Private Industry Council, to make further reports to the 1997 Family
and Human Services Committee on the status of their contracts with UCSSO
and PPSCC and any associated audits during the first quarter of 1997.
6. REMOVE this issue as a referral to the 1996 Family and Human Services
Committee and instead REFER it to the 1997 Family and Human Services
Committee.
BACKGROUND:
On October 1, 1996, the Board of Supervisors approved a report from our
Committee which included the following recommendations, among others:
2. DIRECT the Community Services Director to return to our Committee on either
October 28,1996 or November 25, 1996 on the status of the State's audit of its
1995-96 contract with PPSCC before implementing any decision to take PPSCC
off of the pre-audit of their contact with the County.
3. DIRECT the Health Services Director; Social Service Director; Community
Services Director;and Executive Director,Private Industry Council to report to
our Committee again on November 25, 1996 on the status of their contracts
with both UCSSO and PPSCC and to detail any problems of which they are
aware so our Committee is brought up to date on these contracts before the
end of the calendar year.
The Community Services Director reported to our Committee on October 28, 1996
that the State Department of Education was still reviewing Pittsburg Pre-school
Coordinating Council's 1995-96 independent audit. The November 25, 1996 reports
were postponed by our Committee to December 9, 1996.
On December 9, 1996, our Committee met with staff from the Health Services
Department, Private Industry Council and Community Services Department and
reviewed the attached reports. In addition, the Community Services Director, Scott
Tandy, reviewed the status of the audit of the 1995 UCSSO contract with our
Committee.
We are concerned that some of the Health Services Department's contracts have not
been put out for competitive bid for many years. We have asked Dr. Wendel
Brunner, the Public Health Director, to provide a status report to the 1997 Family and
Human Services Committee on efforts to put these contracts out to bid to insure that
we are receiving the maximum value for the funds which are being spent on these
programs and that all qualified agencies have an opportunity to bid on providing
these services.
cc: County Administrator
Health Services Director
Public Health Director
Social Service Director
Community Services Director
Executive Director, Private Industry Council
Executive Director, Pittsburg Pre-School Coordinating Council
Executive Director, United Council of Spanish Speaking Organizations
-2-
CONTRA COSTA COUNTY
•
Social Service Department
®w a
�4 John Cullen, Director
OQST9`COUIZ'�,�
November 18, 1996
To: Claude Van Marter, Assistant County Administrator
From: John Cullen, Director
RE: Follow-up Report to the Family and Human Services Committee Regarding
Social Service Department Contracts with Pittsburg Pre-School Coordinating
Council (PPSCC)
This is a report of activities done by the Social Service Department in conjunction
with the monitoring of program and the financial status of PPSCC's contracts.
For more details on contract services and prior department comments please
refer back to the Department's reports sent to you dated June 5, and September
16, 1996.
21-050-1 Contract renewed - New Term 7/1/96 - 6/30/97 Payment limit $27,228
(Same as prior)
• This is a contract to provide interagency Family Preservation services
through community based services. No change in the contract status.
21-302 Term: 4/1/96 to 9/30/97
Payment limit $155,292
• A required six month Program evaluation report was sent to the FPSP
Collaborative (contractor) for completion. The required 6 month Evaluation
Report has been received and reviewed by the Family Preservation Services
Program Advisory Committee. As part of the response evaluation the
contractor was to submit a 12 month service plan for the remaining portion of
the contract incorporating the Advisory Committee recommendations. The 12
PPSCCI0.DOC
ADMINISTRATIVE OFFICE: 40 Douglas Drive - Martinez - CA - 94553-4068 - Voice (510) 313-1500 - FAX (510) 313-1575
,
month service plan has been received. The department is now in the process
of developing a contract amendment to reflect the findings and
recommendations adopted by both PPSCC and the committee.
20-443-18 Contract renewed - New Term 7/1/96 - 6/30/97 Payment limit $9,236
(Same as prior)
• This is a departmental contract for state child care services and state funding.
No change in contract status.
21-246-1 Contract'renewed - New Term 7/1/96 - 6/30/97 Payment limit $99,850
(Same as prior)
• This contract is for the provision of Therapeutic Infant Care. No change in
contract status.
The department previously reported that the contractor hired a full time
Controller. The new Controller has been most helpful in complying with the
department's requests and requirements. The agency's supporting
documentation for claimed costs is now better in terms of accuracy and detail.
The agency annual audit has been received for the FY 95-96. Our review of the
audit concluded that audit did not contain any negative comments or notes as
measured against federal regulations or generally accepted accounting practices
in reference to internal control polices, procedures, or administrative practices.
The Department has no further plans for extra ordinary follow up with the
agency. The department will continue to follow agency contracts in our normal
monitoring mode.
PPSCCI O.DOC
Community Services DepartmentContra Child Development 3744-3994
Child Nutrition 374-3850
Administration
Costa CommHead Start 646-5540unty Action 313-7363
1220 Morello Avenue, Suite 101
Martinez, California 94553-4711 I Housing and Energy 646-5756
(510)313-7350 C U n ty
Fax: (510)313-7385
Scott Tandy, '
Director
o di:mwe __
sra'coon
DATE: November 21 , 1996
TO: Family & Human Services Committee
FROM.* Scott Tandy, Director, Community Services Department
SUBJECT: Status Report..Pittsburg Preschool Coordinating Council
This memorandum is to provide members of the Committee with a
status report regarding the Department's FY 1996-97 contract with
the Pittsburg Preschool Coordinating Council (PPCC).
We have been advised by the Manager of the State Department of
Education Office of External Audits that the State is still in the
process of reviewing PPCC's FY 96-97 audit (see attachment
number one).
As we have discussed previously, the State Department of Education
placed PPCC on "conditional status " for its State funded FY 96-97
Child Development and Pre-School contracts. It is the Department's
recommendation that PPCC remain on pre-audit until the State
Department of Education removes the conditional status from
PPCC's contracts.
cc: Frances Greene
Wilda Davisson
Steve Shaltes
Affirmative Action/Equal Opportunity Employer
• , .
Community Services DepartmentContra Child Development 374-3994
Child Nutrition 374-3850
AdministrationCosta Communty Action 313-7363
1220 Morello Avenue, Suite 101 Head Start 646-5540
Martinez,California 94553-4711 Count` , Housing and Energy 646-5756
(510)313-7350 Y
Fax: (510)313-7385
Scott Tandy,
Director
s
ST'9 COUN'-
November 18, 1996
Mr. Steve Shaltes, Manager
Office of External Audits
California Department of Education
560 J Street, Suite 270
Sacramento, Ca 95814
Dear Mr. Shaltes:
This letter is to confirm our November 18, 1996 telephone conversation
regarding the status of Pittsburg Preschool Coordinating Council's (PPCC)
FY 1995-96 annual audit report to your agency.
Per our 11/18/96 discussion, you confirmed the receipt of PPCC's FY 1995-
96 independent audit by Mr. Angelino P. Cayanan, Certified Public
Accountant. You further indicated that your office would attempt to conduct
a desk review of PPCC's audit within the next 30 days, and would notify
both PPCC and the County in writing of your findings and
recommendations.
As we have discussed, the issue of PPCC's current contract status with the
State Department of Education along with PPCC's FY 95-96 audit has been
discussed at both the October, 1996, and November, 1996, meetings of
County Board of Supervisors' Family and Human Services Committee. This
letter will be shared with the Committee to provide them with an update
regarding this matter.
Please call me at (510) 313-7361 if you have any questions. Thank you for
your assistance.
Sincerely,
Al rince
Administrative Services Officer
cc: Frances Greene, Pittsburg Preschool Coordinating Council Inc.
Scott Tandy, Director, Community Services Department
Wilda Davisson, Child Development Program Manager
2
CONTRA COSTA COUNTY
PRIVATE INDUSTRY COUNCIL
2425 BISSO LANE,SUITE 100
CONCORD, CA 94520
(510)646-5239.........FAX(510)646-5517
DATE: October 15, 1996
CONTRA COSTA COUN' 'Y
' RECEIVED
TO: Claude Van Marter, Assistant CAO
OCT 17 1996
OFFICE OF
FROM: Arthur C. Miner, Executive Director. COUNTY ADMINISTRATOR
Private Industry Council
SUBJECT: STATUS REPORT - UCSSO CONTRACT
The PIC currently has one contract with UCSSO for FY 96/97 with a payment limit of
$110,294. This contract was awarded as a result of a competitive RFP process in June
1996. (By State regulation, JTPA service provider contracts must be competitively
RFPed at least every 3 years.) UCSSO was the only bidder .for the Far East County
PIC Regional.Office contract.
This contract is. to provide employment and training services to JTPA Title II
economically disadvantaged adults and out of school youth in the far east section of
the County (Oakley and east; the area beyond Antioch). Services include:
recruitment and orientation; eligibility determination and documentation; intake and
assessment; alternate program referral; LMI; counseling; case management; referral
and payment for vocational classroom, OJT, work experience and private sector
internship training; documentation of competency attainment; child care and
transportation stipends; job development and job placement. We anticipate
enrollment of approximately 30 participants with a positive program termination rate
of 75% and a 65% or better adult employment retention rate 13 weeks after program
exit.
The concept of the Regional Office is to bring together for eligible applicants at one
location eligibility, training, case management and job development. Of the contract
funds approximately $95,000 are for UCSSO expenses, the balance for vendor
payments authorized by UCSSO. We act as the fiscal agent for all vendor payments;
the internal expenditures are subject to pre-audit.
Pre audit is a risk-minimization process. It is designed to validate that the service
provider has documentation and by projection, administrative systems in place to
support the cost reimbursement. There are no guarantees. There is also no standard
pre-audit process of which I am aware. Pre-audit is restricted in scope, it focuses on
the individual program or contract. The single audit is agency wide and focuses on
the complete agency and its administrative and fiscal systems. As an example: if an
agency has more than one program, when seeking reimbursement for space expenses
(rent, utilities, maintenance, etc.) it should allocate those expenses equitably each
program. There are multiple possible methods of allocation; possible bases are:
square footage assignment, number of employees or hours charged to each program,
salary costs per program, total direct charges per program, or participants per
program. What' is important is that the same base be consistently used for all
programs. A pre-audit would not necessarily identify situations wheredifferent
bases were being used. Nor would a pre-audit necessarily identify a process where
billings were made on the basis of four programs if there were really five programs -
which would be a 25% overcharge. (For the sake of simplicity I have selected
examples where the practice could be considered fraudulent - and pre-audit is a poor
protector against fraud. However, when an agency has multiple programs, different
funding levels at different points in the year, different program funding cycles,
different cost categories and limitations - honest allocation mistakes could be made
that a pre-audit might not identify.) Hence, the single audit is very important. Pre-
audit is a limited horizontal review, the single audit is a broader more comprehensive
vertical review.
I understand UCSSO expects to have its FY 95/96 audit (in compliance with the
Federal Single Audit Act) completed, with the report issued by the end of November.
For continued PIC funding, that Single Audit Act audit is important._
ACM:bj
y:picoffice\staff\ucssocao,doc
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