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HomeMy WebLinkAboutMINUTES - 12091997 - C77 I L TO' --- BOARD OF SUPERVISORS F&HS-01 ���£'1 E ` °F Con ra 2 FROM: FAMILY AND HUMAN SERVICES COMMITTEE a. ` Costa 4° County DATE: December 1, 1997 couh�' SUBJECT: TRANSITIONING THE CHILD CARE TASK FORCE TO THE LOCAL CHILD CARE AND DEVELOPMENT PLANNING COUNCIL SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. APPROVE the attached report from the John Cullen, Social Service Director; Tony Colon, Community Services Director; and Ray Penning, Assistant Superintendent of Schools, setting forth the proposed process and timetable for recruiting, screening, interviewing and making appointments to the new Local Child Care and Development Planning Council, except as noted below. 2. AMEND the attached report on page 2, under "Process for Selection of Members" to insert on line two, between "local organizations" and "to submit" the words "and the general public" so the sentence will read: "The Board of Supervisors and the Superintendent of Schools must publicize their intention to select members for the local planning council and invite local organizations and the general public to submit nominations." 3. AMEND the attached report on page 3, under "Fiscal Agent" to insert on the next to the last line, between "would support" and "the" the words," with State funds allocated specifically for this purpose," so the sentence will read: "Likewise, the Board of Supervisors and the Superintendent of Schools would support, with State funds allocated specifically for this purpose, the local planning council's hiring process, housing and development of operating rules." CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD CO MITTEE APPROVE II OTHER SIGNATURE(S): MARK E)e5AH[:N'ER ACTION OF BOARD ON I)ecembei 9, APPROV S RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE ZUNANIMOUS(ABSENT V ) 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. ATTESTED4 9�. 1797 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: See Page 3 SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY F&HS-01 4. EMPHASIZE the importance of recruiting in all appropriate places, including churches and community organizations, in order to attract applications from consumers of child care services, particularly minority parents and residents of East County and West County. 5. DIRECT the Social Service Director and Community Services Director to assist with advertizing for applicants on the County's Internet Web Page, and on Contra Costa Television (CCTV). 6. DIRECT the Social Service Director and Community Services Director to assist with advertizing for applicants from private businesses, perhaps through the Contra Costa Council. 7. REVISE the attached recruitment announcement to add more details regarding the duties and activities of the Council and make the announcement more interesting to prospective applicants. 8. DIRECT the County Administrator's Office, in conjunction with staff from the Superintendent of Schools Office, to make every effort to have the recruitment, screening, and interviewing completed so that appointments can be made to the Council by early in March 1998. 9. AUTHORIZE the 1998 Family and Human Services Committee, augmented with the Superintendent of Schools, to interview applicants and present a joint slate of candidates to the Board of Supervisors for appointment to the Local Child Care and Development Planning Council. BACKGROUND: On November 4, 1997, the Board of Supervisors approved a report from our Committee which included the following recommendations: 1. ACCEPT this status report on the plans to transition the Child Care Task Force to a Local Child Care and Development Planning Council (Local Planning Council), as is required by AB 1542 (,Chapter 270, Statutes of 1997) - the welfare reform legislation. 2. AUTHORIZE the Family and Human Services Committee to meet with the Superintendent of Schools to agree on the size of the Local Planning Council and to develop recommendations for appointments to the Local Planning Council(in the case of the Board of Supervisors' appointments) and to effect the appointments (in the case of the Superintendent of Schools' appointments). 3. In preparation for the meeting of the Family and Human Services Committee with the Superintendent of Schools, DIRECT the Social Service Director or Community Services Director to ensure compliance with Education Code Section 8499.3(b)(1),which requires the publicizing of the meeting,the intent to make appointments and which solicits nominations which the Committee and Superintendent of Schools can review at that meeting. 4. DIRECT the Family and Human Services Committee to report back to the Board with recommendations for the size and term of office of the Local Planning Council and for a process and timetable for making nominations for the Board's appointments to the Local Planning Council by not later than December 16, 1997. -2- } F&HS-01 On December 1, 1997, our Committee, meeting jointly with Dr. Joseph Ovick, Superintendent of Schools, received the attached report from our respective staffs. Mr. Cullen reviewed the report with us. Mr. Penning noted that the draft report had been shared with the Chair of the Child Care Task Force and staff from the Child Care Task Force. Mr. Tandy recognized the good work of the Task Force and indicated his hope that the current members of the Child Care Task Force would apply for membership on the new Local Child Care and Development Planning Council (Council) since it will expand to thirty members. Dr. Ovick suggested specifically adding language encouraging applications from the general public (hence recommendation #2) and noting that the support of the Council must be limited to the funds that are made available by the State (hence recommendation #3). We discussed the importance of a very broad recruitment effort which is done in a manner that it will contact minority and economically disadvantaged individuals as well as residents of East County and West County. Other suggestions were made by those present,for ways to accomplish this recruitment. These are reflected in recommendations #4, #5, #6, and V. In response to a question from Supervisor Gerber about whether the Council's charge was limited to CalWORKS or more broadly to all child care, Mr. Cullen indicated that there was a specific responsibility for CalWORKS child care, but that it was the intent that the Council's activities cover the universe of child care in the County. In response to another question from Supervisor Gerber, Mr. Cullen clarified that there was $50,000 available to the existing Child Care Task Force for the 1997-98 fiscal year. The Task Force has developed a budget that will spend all of these funds during the fiscal year. When the new Council is formed, all unspent funds will revert to this new Council. While it is expected that there will be $50,000 available for the 1998-99 fiscal year, this will be an issue that will have to be addressed in the State Budget. Rather than having staff do any screening, we believe it is important that our Committee, along with the Superintendent of Schools, do the actual screening and interviewing of applicants. We will then jointly make recommendations to the Board of Supervisors for a complete slate of appointments to all of the seats on the Council, rather than trying to arbitrarily divide the seats between the Board of Supervisors and the Superintendent of Schools. In this way, both the Board of Supervisors and the Superintendent of Schools will be able to have input on all appointments and will be able to jointly achieve the ethnic, racial, economic and geographic balance which is necessary in order to reflect the diversity of this County. cc: County Administrator Superintendent of Schools Social Service Director Community Services Director Chief Assistant County Administrator Sara Hoffman, Senior Deputy County Administrator Child Care Task Force (Via Dean Lucas, CAO) -3- CONTRA COSTA COUNTY TO: FAMILY AND HUMAN SERVICES COMMITTEE DATE: 11/25/97 DR. JOE OVICK, SUPERINTENDENT OF SCHOOLS FROM: JOHN CULLEN, DIRECTOR TONY COLON, DIRECTOR RAY PENNING, ASSIST SUPERINTENDENA16"" SUBJECT: RESTRUCTURING OF THE LOCAL CHILD CARE AND DEVELOPMENT PLANNING COUNCIL This report is in response to the request of the Board of Supervisors and the Family and Human Services Committee for recommendations for reconstituting the Child Care Task Force to comply with the local planning council requirements in the Ca1WORKs legislation, AB 1542. Description of the Local Planning Council It is the intent of the Legislature that local child care planning councils provide a forum for the identification of local priorities for child care and the development of policies to meet the needs identified within those priorities. Specific tasks of the planning council include: assessing child care usage and needs; documenting results in a countywide child care plan; fostering partnerships within the child care community to meet identified needs; designing a system to consolidate child care waiting lists; providing consultation on the development of a single application form; reviewing and commenting on proposals submitted to the state; and developing and implementing a training program to increase productivity and facilitation of planning council meetings. Responsibilities of the Board of Supervisors and Superintendent of Schools for Local Planning Councils The Board of Supervisors is responsible for appointing one-half of the members of the Local Planning Council. The Superintendent of Schools appoints the other half. Together the Board of Supervisors and the Superintendent of Schools establish the term of appointments and approve the results of the needs assessments and identification of local priorities before the local planning council submits them to the State Department of Education. It is recommended that Supervisor Mark DeSaulnier and Supervisor Donna Gerber who comprise the Family and Human Services Committee, and Dr. Joe Ovick, Superintendent of Schools, work together as a Joint Appointment Committee to discharge these responsibilities. Every effort must be made to ensure that membership in the new local planning council reflects the ethnic, racial, and geographic composition of the population of the county. It is recommended that all present members of the Child Care Task Force who wish to continue on the local planning council be encouraged to submit a new application for consideration, along with others from the community, for appointment. Membership for the Local Planning Council It is recommended that 30 members be appointed to the local planning council. The members must be appointed from the following groups, with 20% of the total council members from each group: • Consumers (6 persons) • Child Care Providers (6 persons) • Public Agency Representatives (6 persons) • Community Representatives(6 persons) • Representatives at Large (6 persons) (Definitions of categories of membership are described on the Application form.) It is also recommended that each member of the council be appointed to a term of 3 years. To ensure continuity, only 1/3 of the members would be appointed each year. In the first year, in order to initiate the cycle, 1/3 would be selected to serve a term of two years, 1/3 to serve a term of 3 years and 1/3 to serve a term of 4 years. Length of term could be determined by lot. Members may serve more than one term but must be re-nominated, re-approved and re-appointed. Process for Selection of Members The Board of Supervisors and the Superintendent of Schools must publicize their intention to select members for the local planning council and invite local organizations to submit nominations. Some suggested places to post for new members are: the Board of Supervisors posting process; the Department of Education Dateline newletter;local newspapers;the Mayors Conference;Head Start Policy Council; and Parent Voices publication. These postings would be in compliance with the "Maddy Book" process and Education Code Section 8499.3(b)(1). Attachment A is a flyer for advertising or posting. Attachment B is an updated application form reflecting revised membership requirements and categories. Applications are available from the Clerk of the Board and from the Supervisors' district offices. Applicants would also return their forms to the Clerk of the Board. It is recommended that the Joint Appointment Committee screen and/or interview applicants prior to selection and that the Family and Human Services Committee and Superintendent of Schools staff organize the recruitment and selection process. Although CalWORKs legislation,AB 1542, does not set a deadline for the appointment of the local planning council, the State Department of Education has indicated that it expects the task to be completed as close to January 1, 1998, as reasonable. Considering the need to publicize the openings, distribute applications, and screen and/or interview individuals, the following timeline would seem realistic: December, 1997 - publicize and distribute applications January, 1998 - review applications and schedule interview appointments February, 1998 - conduct screening and/or interviews March, 1998 - Appoint new members. The new local planning council would begin meeting in April, 1998, the last quarter of this fiscal year. The current Child Care Task Force would remain in operation until the new local planning council begins on 4/1/98. OTHER RECOMMENDATIONS Selection of a Chair for the Local Planning Council One of the first tasks of the local planning council is to select a chair. It is recommended that council meetings initially be facilitated by an appointee of the Joint Appointment Committee until the local planning council members are familiar enough with each other and their duties to select their own chair. Staff for the Local Planning Council Another task of the planning council is to select staff to assist the group. Since the current planning council already has approved a three-quarter staff person for this fiscal year, it is recommended that this task be deferred until 4/1/98. At that time, the new planning council will need to select a staff person with specific skills and experience in such duties as conducting needs assessments, writing county plans, developing partnerships in the community, and implementing training plans. This staff person may be part-time or full- time, or hired by contract to perform specific responsibilities. Training of the Local Planning Council In the CalWORKS legislation,AB 1542, developing and implementing a training plan to increase efficiency, productivity and facilitation of planning council meetings is listed as one of the planning council tasks. An $8,000 grant from the Philanthropic Ventures Foundation has been applied for(Attachment Q. This grant will be used to sponsor workshops for local planning council members to acquaint them with their new duties and build skills in designing and managing collaborative efforts to create a child care system which is seamless for parents and children. The grant can also assist with organizing the startup efforts of the new council. These tasks are consistent with AB 1542 local planning council requirements. Fiscal Agent The California Department of Education allocates funds to local planning councils in accordance with the priorities identified. For fiscal year '97 - '98, our local planning council, the Child Care Task Force, was allocated$50,000. Until 1995,the County Department of Education was the fiscal agent for the Child Care Task Force. For the past two years, the Contra Costa Child Care Council has been the fiscal agent. It is recommended that, since the local planning council serves the Board of Supervisors and the Superintendent of Schools, either of these two entities become the fiscal agent for direct support of the local planning council effective 4/1/98. Likewise, the Board of Supervisors and the Superintendent of Schools would support the local planning council's hiring process, housing and development of operating rules. Standing Rules It is recommended that the new local planning council develop Standing Rules similar to those developed by other counties to include topics such as: Mission Statement, Purpose and Function;Membership;Meetings; Administrative Support;Duties of the Chair; Voting Procedures; and Service Priorities. ATTACB N= A Local Child Care and Development0a=ing Council PURPOSE Applicants am currently being recruited for this important community volunteer service. The Child Care and Development Planning Council provides a forum for the identification of local priorities for child care and the development of policies to meet the needs identified within those priorities. MEMBERSHIP The Local Planning Council guidelines mandate that individuals be selected from the following categories: Consumers of Child Care(2010),Child Care Providers (20%),Public Agency Representatives (20%),Community Representatives(20%),and Representatives at Large(20%)- One-half of the membership of this council will be appointed by the Board of Supervisors and one- half by the county Superintendent of Schools. Applications will be submitted to the Joint Appolutxnew Committee of the Board of Supervisors and Superintendent of Schools who will schedule interviews. Membership reflecting the geographic and cultural diversity of the county is desired. Applications are available from the Clerk of the,Board,651 Pine Sueet,Room 106,Martinez,CA 91553. ATTACHMENT B CONTRA COSTA COUNTY ADVISORY BOARDS,COMMISSIONS OR CONDATrEES APPLICATION FORM Name of advisory board applying for: Local Child Care Planngng Council Application Form must be ed or hand printed Name of Applicant: Home Address: Home Phone: City: State: Zip: Business Address: Business Phone: City: State: lap: Signature: Bate: -Gender: Race&thWd3 . Personal Experience,Skiffs and Interests Education/Rackground: Occupations(student,for pay work,not for,pay work,retiree or similar): Community Activities: Special Interests: Information: 1. File completed application vdth Clerk of the Board,651 Pine Street,Room 1136,Martinez,CA 94553. 2. Members of some advisory bodies may be required to Me annual Conflict of Interest Statements. 3. Meeftgs of advisory bodies may be held in Martinez or in areas not accessible by public transportation. 4. Meetings way be held either in the evenings or during the day,usually once a month. 5. Some boards assign members to subcou u nittees or work groups requiring additional time. Why Do You WsM To Be A Member of the Child Care Planning Council? If selected,what mi&t you contribute to the Child Care Plannine Council? Please check whatever catworydies)you represent: © Consumers-A parent or person who receives,or who has received within the past 36 months,child care services. © Child Care Provider-A person who provides child care services or represents persons who provide child care services. * Public Agency Representative-A person who represents a city,county,city and county,or local education agency. * Cownmudty Representatives-A person who represents an agency or business that provides private funding for child care services,or who advocates for child care services through participation in civic or community-based organizations. Representative at".rge -Appoizited at the discretion of the appoil sting agencies. n 'Community Services DepartmentCM AGM 37 Contra � , 313-7303 Ad®lnkiraBon Costa HWA$tart 72211 MOrelfo,Suite 101 ( /� Housing mW ra mw B4 -M Martinez.CaAdomia 94553,4711 V V U (51 D)313.7$513 Heed lytart Grantee office Fax(5 10)313-7385 24*5 HisSo sure,Sn&M Omsoo1$.-Cff emit.94SWAM Scott Tandy, r -. (ri1�S+1S•r,G4Q Director Fax(510)846.6551 Tamp►scion, Head Start Director November 21, 1$97 Philanthropic Ventures Foundation 1212 Presevation Park Vinay Oakland, CA 94612 - Ladies and Gentlemen: The Community Services Department of Contra Costa County in collabomt#on with the Social Services Department and the Contra Costa County Ofte of Education is requesting $8,001)from the Philanthropic Ventures Foundation.The funds will be used to sponsor a three-day skill building clinic focusing on Faciliitating Change.The clinic will provide Local Planning Council participants with strategies and tools for designing and managing collaborative change efforts to prepare them to create childcare system that are seamless for clients. Participants will be preparid to be able to respond ta-the challenges of designing quality childcare services in the wake of welfare reform. The Community Services Department proposes to contract with the lnteracdon lnsfrtute for Social Change to provide the five-day training. The Interaction-institute is a non-for- profit onfor-profit organization in San Francisco, which specialized in the design and facilitation of organizational change and training. The Institute is recognized internationally as a pioneer in the practice of collaborative planning and managemard. By the end of this training, LPC participants will be able to: • Coach Local Planning Council members on how to plan a new initiative; • Develop a road map fair collaborative process; • Select appropriate strategies for moving the group towards their goats; • Facititatte the group through the problem-solving proms; • Help the team build strategic, consensus decisions; • Transform high-aonf iat situations into opportunities for teaming and alignment, • Develop action plans to Implement decisions and create clear accountability for results. Affltmafnve Action/Equal Opportunity Employer It is w po(%ad that as a result of this three-day clinic the pa[tiapants will understand the guiding principles and techniques to facilitate multi-stakelWder projects and devekop a collaborative approach to problem solving and decision making. Yours truly, Tony Cohn Community sarvioes Director Ca Joseph A.Ovick Superintendent,Contra Costa County Office of Educatkm Flay penning,Assistant Super Wndont CCC Offce of Education John Cufen,Social Services, Mractor TOTAL P.03