HomeMy WebLinkAboutMINUTES - 02272007 - C.85 L.,°� Contra
TO: BOARD OF SUPERVISORS - -
FROM: Joe Valentine o - .;�In Cost,
Employment and Human Services Director
'4 COUI3'�
DATE: February 27, 2007 County
�
SUBJECT: HEAD START REGULATIONS AND POLICIES APPROVAL �•
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE the Head Start Regulations, Appendix A: Shared Governance Responsibilities; the Community
Services Board Roles and Responsibilities to Assure Implementation of a High Quality Head Start/Early
Head Start Program; Impasse Policy for Resolution of Disputes Between the Board of Supervisors and the
Policy Council; Community Services 2005-2007 Planning Calendar; and the 2007 Head Start/Early Head
Start Self Assessment Report and Corrective Action Plan, as recommended by the Employment and
Human Services Director.
FISCAL IMPACT: None
BACKGROUND:
Employment and Human Services is preparing for the upcoming 2007 tri-annual federal review of the
Head Start program. As the governing body of the Head Start program, the Board of Supervisors exercise
governance and oversight over programs, policies and procedures in the Head Start Program. Approval is
required for the following documents:
• Head Start Regulations Appendix A: Shared Governance Responsibilities
• Community Services Board Roles and Responsibilities to Assure Implementation of a High Quality
Head Start/Early Head Start Program
• Impasse Policy for Resolution of Disputes Between the Board of Supervisors and Policy Council
• Community Services 2005-2007 Planning Calendar
• 2007 Head Start/Early Head Start Self Assessment Report and Corrective Action Plan
CONTINUED ON ATTACHMENT:__YES SIGNATE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
OR
ACTION OF BOARD ON APPR k EAS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN.
ABSENT: ABSTAIN:
ATTESTED ��r
JOHN CULLEN, �E K OF TH BOARD 0
SUPERVISORS AND COUNTY ADMINISTRATOR
Contact Person:
BY: D``LlC_!/�,DEPUTY
Government Information..
CONTRA COSTA COUNTY
BOARD OF SUPERVISORS
APPROVAL PACKET FOR ASSURING A
HIGH-QUALITY HEAD START &
EARLY HEAD START PROGRAM
Employment and Human Services Department,
Community Services Bureau
February 27, 2007
s�
I
C O N T R A C O S T A C O U N T Y
COMMUNITY SERVICES
DEPARTMENT
�r
CONTRA COSTA COUNTY
COMMUNITY SERVICES
DEPARTMENT Contra Costa County - Board of Supervisors
Approval Packet for Assuring a High-Quality
Patricia Stroh, PhD Head Start/Early Head Start Program
Director
Table of Contents
A Appendix A —
Head Start Regulations / Shared Governance Responsibilities
• Board Roles and Responsibilities
• Impasse Policy-Board of Supervisors/Policy Council
• 2005-07 Community Services Bureau Planning Calendar
• 2007 Self-Assessment Report and Corrective Action Plan
a
2425 Bisso Lane Drive, Suite 260
Concord,California 94520
Tel 925 646 5540
Fax 925 646 5904
www.ccccsd.org
Appendix A: Shared Governance Responsibilities
FUNCTION BOARD OF POLICY COUNCIL PROCEDURE
SUPERVISORS
I PLANNING 1304.50(d)(1)(iii)
(a)1304.50(d)(1)(iii) A&C C
• Annual planning calendar guides the
planning process and grant process
Procedures for program planning in accordance with this and is approved annually by the
Policy Council and the Head Start _
------
---Part-and-the requirements of-45-CFR-1305:3(this—— ------- -—---- -- ----- -------Director as the BOS designee. —
regulation is binding on Policy Councils exclusively). . The BOS and Policy Council approve
the EHS/HS grant application which
includes the grant planning process.
(b)1304.50(d)(1)(iv) A&C C
The program's philosophy and long-and short-range • Approval of the EHS/HS grant
program goals and objectives(see 45 CFR 1304.51(a)and application includes program goals
45 CFR 1305.3 for additional requirements regarding and objectives.
program planning.
(c)1304.50(d)(1)(v) A&C C
• Determination of delegate is driven
The selection of delegate agencies and their service areas by the community assessment and
(this regulation is binding on Policy Councils exclusively) any changes are recommended to
(see 45 CFR 1301.33 and 45 CFR 1305.3(a)for additional the BOS and Policy Council.
requirements about delegate agency and service area The BOS approves the contract with
selection,respectively). the Delegate Agency,First Baptist
Church.
(d)1304.50(d)(1)(vii) A C
Criteria for defining recruitment,selection,and enrollment • Every three years,staff presents to
priorities in accordance with the requirements of 45 CFR the SOS Human Services Committee
Part 1305. and Policy Council the Community
Assessment and any annual updates.
(e)1304.50(d)(1)(i) A&C C
• The BOS and Policy Council
All funding applications and amendments to funding approves any budgetary change or
applications for Early Head Start and Head Start,including program amendment to the funding
administrative services,prior to the submission of such
applications to the grantee(in the case of Policy Councils). application.
(f)1304.50(f) A C
• Program reimbursement policies
Policy Council,Policy Committee,and Parent Committee coincide with county reimbursement
reimbursement. Grantee and delegate agencies must policies and procedures. This
enable low income members to participate fully in their includes reimbursement for mileage,
group responsibilities by providing,if necessary, childcare,and incidentals incurred
reimbursements for reasonable expenses incurred by the
members. while traveling as a representative of
theagency.
(g)1304.50(d)(1)(viii) A C
The annual self-assessment of the grantee or delegate The BOS and Policy Council approve
agency's progress in carrying out the programmatic and the annual program self-assessment
fiscal intent of its grant application,including planning or and corrective action plan,all federal
other actions that may result from the review of the annual review Corrective action plans,and all
audit and findings from the federal monitoring review(see
45 CFR 1304.51(i)(1)for additional requirements about the audit findings and corrective actions,
annual self-assessment). if applicable.
Appendix A: Shared Governance Responsibilities
FUNCTION BOARD OF POLICY COUNCIL
SUPERVISORS PROCEDURE
11 GENERAL PROCEDURES 1304.50(D)(1)(VI)
(a)1304.50(d)(1)(vi) A&C C
•
The composition of the Policy Council or the Policy Policy Council composition changes
are recommended to the Policy
Committee and the procedures by which policy group
members are chosen. Council bylaws committee and the
BOS for approval.
(b)1304.50(g)(1) A&C C
• Appendix A lists roles and
responsibilities of governing bodies
Grantee and delegate agencies must have written policies • Appendix A describes shared
that define roles and responsibilities of the governing body decision making.
members and that inform them of the management . Appendix A is included in the
procedures and functions necessary to implement a high program Policies and Procedures
quality program. which are approved by the Policy
Council and the Head Start Director
as the BOS designee.
(c)1304.50(d)(1)(ii) A&C C
Procedures describing how the governing body and the • See above
appropriate policy group will implement shared decision-
making.
(d)1304.50(h) A&C C
Internal dispute resolution. Each grantee and delegate • Impasse Policy was developed and
agency and Policy Council or Policy Committee jointly must approved by both Policy Council and
establish written procedures for resolving internal disputes, the BOS.Any changes to the policy
including impasse procedures,between the governing are recommended for approval to the
body and policy group. BOS and Policy Council.
(e)1304.50(d)(2)(v) B B
• Community complaint procedure was
Establish and maintain procedures for hearing and working developed and approved by both
with the grantee or delegate agency to resolve community Policy Council and the BOS.Any
complaints about the program. changes to the policy are
recommended for approval to the
BOS and Policy Council.
(f)1304.50(g)(2) A N/A
• The BOS has developed standing
committees such as the Finance
Committee and the Internal Controls
Committee to safeguard federal
funds.
Grantee and delegate agencies must ensure that • County administrative bulletins and
appropriate internal controls are established and purchasing requirements drive the
implemented to safeguard federal funds in accordance with program administrative procedures.
45 CFR 1301.13. • Regular financial and program
reports are shared with the BOS
through the CAO.
• Regular internal audits are conducted
and completed through the county
system.
(g)1304.50(d)(1)(ix) A&C N/A
• An independent audit is conducted
The annual independent audit that must be conducted in annually and the audit report and
accordance with 45 CFR 1301.12. corrective action,if applicable,are
approved by BOS.
2
Appendix A: Shared Governance Responsibilities
FUNCTION BOARD OF POLICY COUNCIL PROCEDURE
SUPERVISORS
III HUMAN RESOURCES MANAGEMENT 1304.50(D)(1)(x)
(a)1304.50(d)(1)(x) A&C C
•
Program personnel policies and subsequent changes to Personnel policies are approved bythe BOS via contractual agreements
those policies,in accordance with 45 CFR 1201.31,
including standards of conduct for program staff, with Local One(MOU).Changes to
-
consultants,and volunteers__ _ the contract are conducted through
--- — -- - - _ — ne otiations at the coup level.
(b)1304.50(d)(1)(xi) A&C C
• Decisions to hire or terminate the
Decisions to hire or terminate the Early Head Start or Head Head Start Director are to be made
Start Director of the grantee agency. by the Board of Supervisors in
partnership with the Policy Council.
(c)1304.50(d)(1)(v) C C
Decisions to hire or terminate any person who works • Decisions to hire or terminate staff
primarily for the Early Head Start or Head Start program of are made by the Policy Council in
the grantee agency. partnership with the Head Start
Director as the BOS designee.
KEY AND DEFINITIONS AS USED IN CHART
'When a grantee or delegate agency operates an Early Head Start Program only and not an Early Head Start and a Head Start program,these responsibilities apply to the Early
Head Start Director.
A. General Responsibility. The group with legal and fiscal responsibility that guides and oversees the carrying out of the functions described through the individual or group
given operating responsibility.
B. Operating Responsibility. The individual or group that is directly responsible for carrying out or performing the functions consistent with the general guidance and
oversight from the group holding general responsibility.
C. Must Approve or Disapprove. The group must be involved in the decision-making process prior to the point of seeking approval. If it does not approve,a proposal cannot
be adopted,or the proposed action taken,until agreement is reached between the disagreeing groups.
D. Determined locally. Management staff functions as determined by the local governing body and in accordance with all Head Start regulation.
3
County of Contra Costa
Community Services Department
Board Roles and Responsibilities to Assure Implementation
of a High-Quality Head Start/Early Head Start Program
and Description of Shared Governance Procedures
The following procedures outline how the Contra County Board of Supervisors will carry out its roles and
responsibilities in shared governance and how it will assure implementation of a high-quality program
consistent with 45 Code of Federal Regulations Part 1304.50(g)(1).
1. The Board recognizes its legal and financial responsibility for oversight of the Head Start&Early
__ _Head_Start-grant_including_general responsibility and oversight for program planning, general
procedures,and human resources management as stipulated in Head Start Performance Standards- -
1304.50 Appendix A. This includes:
• Review and approval/disapproval of all HS/EHS grant applications, including the annual
planning calendar;
• Review and approval/disapproval of the Head Start planning procedure;
• Review of regular monthly budget status reports;
• Review and approval of annual audits;
• Review of Federal monitoring and internal monitoring reviews including the annual program
self-assessment and plans for corrections as needed;
• Regular training and orientation to the Head Start program and its requirements through oral
and written reports, like the annual Community Assessment report to the Board. .
2. The Board shares governance responsibilities with the Head Start Policy Council as prescribed in
Part 13 04.5 0 Appendix A of the Head Start Performance Standards and provides for two-way
communication between the Board and Policy Council. Such procedures include the following:
• Written and oral information about the program and Board/Policy Council business
conducted that is shared between the two bodies and its designated committees;
• Program progress monthly reports shared and distributed to both the Board and the Policy
Council including their respective program committees including reports to the BOS Health
and Human Services Committee;
• Review and approval of the composition of the Policy Council and any changes as
appropriate;review and approval of those items required in 13 04.5 0 Appendix A;
• Annual joint training and orientation(Board and Policy Council)about the Head Start
program,shared governance, and key goals,changes and challenges.
3. The Board ensures compliance with Federal laws and regulations, including the Head Start
Performance Standards and administrative regulations and includes ongoing program monitoring
and evaluation. At a minimum,the Board will remain informed and assure program oversight by
the following means:
• Review of periodic program progress reports;
• Review of regular budget status reports;
• Review of Federal monitoring and internal monitoring reviews that are conducted;
• Review of annual audits;
• Board orientation on Head Start requirements including joint trainings with the Head Start
Policy Council;
• Other special reviews or inquiries as the Board deems appropriate.
9. RESOLUTION OF DISPUTES BETWEEN THE BOARD OF SUPERVISORS AND THE POLICY
COUNCIL(IMPASSE POLICY
a) Background
The Performance Standards require that Head Start grantees establish a policy and
necessary implementation procedures for the resolution of internal disputes between
the Board of Supervisors and the Policy Council.
b) Reference
Head Start Performance Standards, 45 CFR 1304.50(h)
c) Policy - -
It is the policy of Contra Costa County to resolve any disagreements between the
Board of Supervisors and the Head Start Policy Council fairly and expeditiously.
Whenever possible, disagreements will be resolved through processes of mediation
and conciliation, including discussion, compromise, and consensus-seeking between
parties, and, if necessary, professional mediation.
d) Administrative Procedure
■ Informal Resolution
■ The Chairpersons of the Board of Supervisors and the Policy Council will
monitor actions and decisions of each body as they relate to their respective
responsibilities. In the event that a conflict exists, they will initiate informal
discussions between representatives of the two bodies and seek a mutually
acceptable resolution.
■ Mediation
If informal resolution is not effective, the Chairpersons of the Board of Supervisors and
the Policy Council shall request that the Community Services Executive Director
identify qualified individuals who provide professional mediation services. The
Chairpersons will confer and mutually designate a professional mediator who will be
retained to mediate the disagreement. The mediator will use conciliation, compromise
and consensus-seeking between the two bodies. The mediation process shall be non-
binding.
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