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HomeMy WebLinkAboutMINUTES - 10011996 - C56 TO: BOARD OF SUPERVISORS F&H -O2 Contra Yf FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa Count DATE: September 23, 1996 rq couK'� STATUS REPORT ON CONTRACTS WITH THE PITTSB G PRE- SUBJECT: SCHOOL COORDINATING COUNCIL (PPSCC) AND THE UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS (UCSSO) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. DIRECT the Community Services Director to return to our Committee on October 28, 1996 with a report on the status of the Head Start Program including comments from the Interim Head Start Program Manager and a proposed timeline for the release of an RFI and/or RFP for the Head Start Program in East County. 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. t CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMVIITM APPROVE 1 OTHER v _ SIGNATURE(S): ACTION OF BOARD ON October 1, 1996 PPR VED AS RECOMMENDED OTHER IT IS BY THE BOARD ORDERED that a report on this issue is'brought back to the full Board of Supervisors on November 5, 1996. 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 Octoh r 1 , 1996 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: See Page 3 SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY F&HS-02 BACKGROUND: On June 18, 1996, the Board of Supervisors approved a report from our Committee which included the following recommendations, among others: 2. DIRECT the County Administrator, the Community Services Director, Social Service Director, Health Services Director, and Executive Director, Private Industry Council, to keep in place all of the pre-audit and other accounting controls which are currently in place and which are designed to reduce the County's risk of providing funds to either UCSSO or PPSCC for which services have not been provided consistently with the agency's contract with the County. 3. DIRECT the County Administrator, the Community Services Director, Social Service Director, Health Services Director, and Executive Director, Private Industry Council,to make a further report to the Family and Human Services Committee on September 23, 1996 on the status of each of their department's contracts with UCSSO and PPSCC,the progress which has been made by each agency in placing itself on a firmer financial and organizational footing and what recommendations the Department Head has for any changes which should be made in the extent of pre-audit procedures which are currently in place. 4. DIRECT the County Administrator and Community Services Director to make a further report to the Family and Human Services Committee on September 23, 1996 on the question of whether staff recommends the issuance of a Request for Proposals (RFP) to provide Head Start services in East County (or elsewhere in the County)for the 1997 Program Year and the reasons for that recommendation. In the meantime, DIRECT the County Administrator and Community Services Director to take no action which would preclude the possibility of UCSSO bidding on becoming the Head Start contractor in East County in the future. On September 23, 1996, we met with staff from the Community Services Department, Health Services Department, Social Service Department, Probation Department, County Counsel's Office, Private Industry Council, Supervisor Smith's Office, Supervisor Bishop's Office, the 1996-97 Grand Jury, UCSSO, PPSCC and the Contra Costa Times and reviewed the attached reports. We began by reviewing the contracts with UCSSO. The Community Services Director, Scott Tandy, reviewed his report and noted that his staff is now going through a box of invoices, bills and receipts for the latter part of 1995. The demands which are outstanding total about $220,000. As the Department is able to identify verified expenditures which are allowable, money will be released to UCSSO. Mr. Tandy also covered his report on contracting out the Head Start Program in East County and indicated that he felt it was essential that the Department be able to stabilize the Head Start Program before any thought was give to contracting out the program. In response to a question from Supervisor DeSaulnier about a realistic timeline for issuing a Request for Interest (RFI) or Request for Proposals (RFP) for the Head Start Program in East County, Mr. Tandy suggested that we wait until the end of the school year in June, 1997 and then consider what action to take. Art Miner, Executive Director of the Private Industry Council (PIC), provided an oral report indicating that UCSSO is still on a pre-audit with PIC and that all expenses are carefully reviewed and audited before any payments are made. Mr. Miner's principal concern now is with whether UCSSO will be able to pass the Federal Single Audit for the 1995-96 fiscal year. If they are unable to do so, PIC will have to raise some serious questions with UCSSO. -2- F&HS-02 Wendel Brunner, M.D., Public Health Director, summarized his written report which is attached. He noted that all contracts with UCSSO are on a fee for service basis, all are pre-audited and he is satisfied with the accountability and level of services being provided by UCSSO. We next turned to the contracts with the Pittsburg Pre-School Coordinating Council (PPSCC). Mr. Tandy reviewed his report and noted that PPSCC is on a pre-audit with the Department. He also noted that PPSCC is still on conditional status with the State Department of Education, but that if this is cleared and the conditional status is removed by the State, Mr. Tandy would be prepared to recommend that PPSCC be taken off pre-audit by the County. John Cullen, Social Service Director, reviewed his written report, noting that he believes their concerns are all addressed through the pre-audit, monitoring and evaluation that are done by the Department and at least two advisory boards. Dr. Brunner noted that the Health Services Department has 14 contracts with PPSCC. They are all as a result of a competitive bid and are monitored and evaluated by the Department. In most cases the selection of PPSCC was made on the recommendation of outside advisory groups. Our Committee wants the Community Services Director to return on October 28, 1996 to review the East County Head Start Program with our Committee before we agree to any particular timeline for issuance of an RFP for the Head Start Program in East County. We also want the Community Services Director to report back to our Committee either on October 28, 1996 or November 25, 1996 on the status of the State's conditional approval of their contract with PPSCC before any decision to take PPSCC off of pre-audit is implemented. We would like to have one more full set of reports from the involved departments before the end of calendar year 1996. In addition, we are asking the Health Services Department to outline a competitive process for at least notifying potential bidders that they can submit a bid to compete for the contracts the Department has with PPSCC. In one case, a contract has been awarded to PPSCC each year since 1983 with no competitive bid. We believe that even if there are no other more qualified agencies in the community capable of providing similar services, all potential agencies should be given the opportunity to indicate their interest in providing these services and provide their qualifications. cc: County Administrator Health Services Director Public Health Director Social Service Director Executive Director, Private Industry Council Community Services Director Executive Director, UCSSO Executive Director, PPSCC -3- CONTRA COSTA COUNTY ni - - Social Service Department o' - 0111 ® ��= •v�4� John Cullen, Director srA.covri`t`; CONTRA COSTA COUNTY RECEIVED September 16, 1996 SEP 18 1996 OFFICE OF COUNTY ADMINISTRATOR To: Claude Van Marter, Assistant County Administrator From: John Cullen, Director IV RE: Follow-up Report to the Family and Human Services Committee Regarding Social Service Department Contracts with Pittsburgh Pre-School Coordinating Council (PPSCC) to the Family and Human Services Committee This is a report of activities done by the Social Service Department and a number of committees monitoring program and financial status of PPSCC. For more detail on contract services please refer back to the Department's report dated June 5, 1996 sent earlier to you on this matter. 21-050 Term: 7/1/95 to 6/30/96 Payment limit $27,228 • The contractor has expended the full payment limit of $27,228 and sent forward a performance report as required. The Department has received the 95/96 End of Year Report on the Family Preservation After-Care Program. The report showed services to 22 families with a total of 2,658 hours provided in 5 distinct service areas. The department concluded the contractor provided the number of hours consistent with individual needs to assure family stability. It also observed that these individuals probably received enriched services by utilization of other programs provided within the agency. 21-302 Term: 4/1/96 to 9/30/97 • Payment limit $155,292 The Department has a second Family Preservation Service Program providing multiple services as a collaborative effort in Bay Point with PPSCC as contractor. The contractor has been reimbursed a total of $68,825.34 through August, 1996. The contractor(s) has adopted a service plan for the balance of the contract terminating September 30, 1997. This plan indicates ADMINISTRATIVE OFFICE: 40 Douglas Drive • Martinez • CA • 94553-4068 • Voice (510) 313-1500 • FAX (510) 313-1575 activities and includes an evaluation methodology of services, plus outcome objectives. The FPSP Advisory Committee, representing local service area residents, along with staff and a member of the collaborative visited the service delivery sites. A follow-up meeting was held to discuss and clarify services. A memo in mid August was drafted by the Advisory Committee to the FPSP Collaborative asking for clarifications, to make program recommendations, and to share overall impressions. A six month Program evaluation report was sent to the FPSP Collaborative for completion along with a request to submit a 12 month service plan for FY 96/97 incorporating Advisory Committee recommendations. The 6 moth Evaluation Report is due back to the Advisory Committee October 10, 1996. This report will be evaluated along with the service plan by the Advisory Committee. • 20-443 Term: 7/1/95 to 6/30/96 Payment limit $9,236 This is a Departmental contract for State Child Care funding. All payments to the contractor are based on a review of attendance and eligibility is done by a department program analyst. 446 full days of child care were provided under this contract. The contract was paid in full, $9,236. PPSCC has engaged an auditor who has sent Social Services a letter to confirm child care amounts paid to PPSCC. • 21-246 Term: 7/1/95 to 6/30/96 Payment limit $99,850 The department has made all payments to the contractor under this contract paying $99,850. The FACT Committee reports that the Therapeutic Infant Care project has completely met, or exceeded the numbers served requirement. It also reported that appropriate record-keeping, monitoring and evaluation components as measured against the terms of the contract are in place. FACT uses a monitoring/evaluation tool which is applied on its bi- annual site visit . The Committee's last evaluation was in April and is the basis of this report along with telephone contacts as needed. The next site review will be in October' 1996: ' The 'FACT Committee has the use of a contracted accountant who provides financial/audit technical input for this contract as well as all FACT contracts. The Committee has not found that the adjusted current pre-audit controls and monitoring are defective. The Committee makes no recommendations to increase monitoring, and that consideration be given to relaxing some of current requirements if continuation performance gains are seen over the next twelve months. The Department is hoping that the financial administration of PPSCC has moved past prior problems and is on the way to stabilization with the hiring of a full time Controller. The prior head accountant was part time. This new position brings to the PPSCC many years of experience in administration and financial experience. The Controller's most recent 8 years of employment were as the Director of Finance and Administration with an East Bay non- J r profit organization. We learned from the PPSCC Controller the annual agency audit is due as a draft this week. The final audit should be published by the end of September. There should be no report of significant findings. One of the financial complexities of PPSCC is their large number of sponsored programs making it difficult to track, allocate and report costs. We counted 41 programs. The Agency has over the past year improved the allocation expense plan, and adopted an initial automated accounting system. Their current system is now being phased out in favor of a more flexible accounting system. This will be done by running both financial systems parallel for three months to ensure accuracy . Now that PPSCC has a full time on-site accounting supervisor there is an expectation of fewer fiscally related problems. The Controller is now taking more of a hands-on role, and providing fiscal staff more guidance and day-to-day supervision then in the past. • The Department is not making any further recommendations at this time. We believe the current department financial procedures and multiple program reviews taking place will provide us with an early warning of any faltering programs. We also believe that the financial monitoring will have a positive spill over effect on other agency programs. We are thankful for the help and efforts from the FACT and FPSP Advisory Committee in taking an active role in these evaluations and monitoring processes. Community Services DepartmentContra Child Development 374-3994 Child Nutrition 374-3850 Administration C O Sta Communty Action 313-7363 1220 Morello Avenue, Suite 101 Head Start 646-5540 Martinez, California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 Fax: (510)313-7385 s -L Scott Tandy, i Director ST'4 COUK� DATE: September 18, 1996 TO: Family & Human Services Committee FROM: ' c Scott Tandy, Director, Community Services Department SUBJECT: Status Report.-United Council of Spanish Speaking Organizations This memorandum is to provide members of the Committee with a status report regarding the Department's FY 1995-96 contract with the United Council of Spanish Speaking Organizations (UCSSO). The Department does not have a contract with UCSSO for 1996, but is still in the process of closing out its 1995 Head Start contract with the agency. In January of 1996, the Department retained the services of Mr. Caesar Perales, Certified Public Accountant, to assist UCSSO in reconciling its Head Start accounting records, which, along with its accounting systems and procedures, had been permitted in 1995 to deteriorate to standards below what would be considered either prudent or acceptable. A final report from Mr. Perales is anticipated by September 25, 1996. The Department will begin its own fiscal assessment of UCSSO's FY 1995-96 accounting records upon the receipt of Mr. Perales's final Affirmative Action/Equal Opportunity Employer report, but is under the belief that additional accounting work needs to be accomplished by the agency before a final close-out and audit for FY 1995-96 can be completed and submitted to both the County and the Administration for Children and Families. The Department will keep you posted on this matter. A number of local elected Latino officials have been placed on UCSSO's Board of Directors, and the new Board is currently working with agency staff to rebuild the agency and provide improved governance. Please call me at 313-7350 if you have any further questions. cc: Lou Rosas , 2 Community Services DepartmentCOn}�n Child Development 374-3994 L Q Head Start 646-5540 Child Nutrition 374-3850 Administration Costa Communty Action 313-7363 1220 Morello Avenue, Suite 101 Martinez,California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 Fax: (510)313-7385 ,E.••----_•.,,oma Scott Tandy, Director T'4 COtIK� DATE: September 18, 1996 TO: Family & Human Services Committee FROM: 4NKott 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). At present, Community Services has one contract with PPCC in the amount of $ 94,920.00 for the period of July 1 , 1996, through June 30, 1997 to provide pre-school services for approximately 50 program eligible children residing in East County. From a program perspective, PPCC continues to perform the programmatic requirements of their contract in an admirable fashion. From an accounting perspective, the pre-audit process with PPCC has proven at times to be a very difficult, time consuming and frustrating experience for both agencies. To PPCC's credit , Ms. Greene and her staff have continued to assist and participate within this process to the best of their abilities. While some progress was achieved in FY 1995- 96 with respect to improvements in PPCC's accounting systems, issues regarding adequate support documentation, cost allocation Affirmative Action/Equal Opportunity Employer plan verification and excess administrative charges require additional work. As we have explained before, the State Department of Education has placed PPCC on "conditional status " for its State funded FY 96-97 Child Development and Pre-School contracts (see attachment). It is for these two reasons that the Department recommends that PPCC remain on pre-audit until: (a) the Department's pre-audit concerns have been resolved, and (b) the State Department of Education removes the conditional status from PPCC's contracts. My goal is to resolve problems of communications and information sharing in the future between the Department' Child Development Division and the PPCC. Therefore, I plan to actively participate to ensure that PPCC receives funds for which it is entitled to and for which it can properly justify in a timely manner. Please call me at 313-7350 if you have any further questions. cc: Frances Greene Wilda Davisson 2 Community Services DepartmentContra Child Development 374-3994 Child Nutrition 374-3850 AdministrationO }� Communty Action 313-7363 L Head Start 646-5540 1220 Morello Avenue, Suite 101 Martinez, California 94553-4711 County` , Housing and Energy 646 5756 (510)313-7350 Y Fax: (510)313-7385 Scott Tandy, Director spq,couK`� September 20, 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 September 20, 1996 telephone conversation regarding the status of Pittsburg Preschool Coordinating Council's (PPCC) FY 1996-1997 Contracts with your agency. Per our discussion, you confirmed that PPCC has been placed on a "Conditional Status" for its FY 1996-97 contract, and shall remain on Conditional status until PPCC's FY 1995-96 audit has been reviewed and accepted by the State. Please call me at (510) 313-7361 if you have any questions regarding this. matter. Thank you. Sincerely, Al rince Administrative Services Officer cc: Frances Greene Scott Tandy Wilda Davisson, Affirmative Action/ Equal Opportunity Employer Community Services DepartmentCOn}�� Child Development 374-3994 L Child Nutrition 374-3850 Administration C O L t CommHead Start 646-5540unty Action 313-7363 1220 Morello Avenue, Suite 101 Housing and Energy 646-5756 Martinez, California 94553-4711 County (510)313-7350 Fax: (510)313-7385 . L Scott Tandy, { Director Sr'9 COUT1'� DATE: September 18, 1996 TO: Family & Human Services Committee FROM: Scott Tandy, Director, Community Services Department SUBJECT: Status Report..Head Start Program in East County Contra Costa County, as the Grantee for the Federally funded Head Start program, was cleared to continue as a Grantee in 1997 as a result of a significant effort to correct deficiencies and improve the administration and policy oversight (see ACF letter dated August 28, 1996). As I have previously reported to the Board of Supervisors, the program is presently in a period of recovery and reconstruction to provide uniform services in east, central and west County. Significant elements of this reconstruction process will not be approved or implemented by the Policy Council, Board of Supervisors and the Administration for Children and Families until 1997. An immense effort has been made by parents, staff and the Board of Supervisors to implement these difficult changes to improve the quality of Head Start services to families and children. I would believe it would be premature to advertise an RFP during the Affirmative Action/Equal Opportunity Employer r � course of this recovery. I am concerned for both the parents and staff to undergo yet another transition in such a short period of time. Therefore, I recommend that any consideration for an RFP for East County or any other part of the Grantee Operated program be postponed until a determination can be made later in 1997 following the successful operation of the restructured program. cc: Phil Batchelor, County Administrator Fay Graef, Interim Head Start Program Manager Head Start Policy Council Maria Fort, ACF 2 SEL Contra Costa County • - Health Services Department ' PUBLIC HEALTH DIVISION Administrative Offices 597 Center Avenue _� Suite 200 " G Martinez,California 94553 CoIIK (510)313-6712 TO: Supervisor Mark DeSaulnier, District 4 Supervisor Jeff Smith, District 2 Family & Human Services Committee FROM: Wendel Brunner, M.D. Director of Public Health DATE: September 19, 1996 SUBJECT: STATUS OF CONTRACTS WITH PITTSBURG PRESCHOOL COORDINATING COUNCIL AND UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS The Health Services Department is maintaining pre-audit controls for all contracts with those two agencies. All the pre-audit and audit documents are reviewed by the Health Services Fiscal Department. In addition, the Department Program Managers continue to evaluate the quality and quantity of service, to ensure that the performance objectives in the contracts are being met. The Public Health Division has a number of AIDS contracts with Pittsburg Pre-School, as well as outreach contracts for immunization and lead poisoning prevention, which are summarized in Attachment 1. The Public Health Program Managers are monitoring the quality and performance of these projects, and some programs are additionally reviewed by the Contra Costa HIV/AIDS Consortium. The Department and Consortium are well satisfied with the performance on these contracts. The United Council of Spanish Speaking Organizations (UCSSO) contracts with the Public Health Division are summarized on Attachment 2 and are also pre-audited and adequately performed. The Health Services Department continues to contract with UCSSO to provide shuttle transportation for patients between the Pittsburg Health Center, Richmond Health Center, and Martinez. Effective earlier this year, we eliminated one of the two shuttles operated by UCSSO from Richmond to Martinez and replaced it with a new contract with WESTCAT. In addition, UCSSO provides courier service to deliver lab specimens from the Pittsburg Health Center, Brentwood Health Center and Richmond Health Center for evening and weekend clinics. WB:ah Attachments A372 (7/91) O 5 p o -p Y 0 o U a Qo y ° w aCi o G d O C P N :A 5. 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