HomeMy WebLinkAboutMINUTES - 10162007 - C.78 TO: BOARD OF SUPERVISORS Contra
FROM: John Cullen,
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County Administrator V ,���� ,
DATE: October 16, 2007 a -oUK County
SUBJECT: Community Services Bureau Monthly Report
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
ACCEPT monthly update on the operations of the Community Services Bureau of the Employment
and Human Services Department.
FISCAL IMPACT:
No impact from this update.
BACKGROUND:
To enhance oversight of the Community Services Bureau of the Employment and Human Services
Department, the County Administrator is conducting monthly meetings with the Department Head to
receive updates on program issues and to plan and/or authorize actions that may be needed. To
ensure they remain updated regarding the status of the program, the Board of Supervisors directed
the County Administrator, or his designee, to provide them with a monthly status report.
Attached is the regular monthly report on the operations of Community Services. This report includes
updates on the activities of the Policy Council, personnel issues, fiscal and audit reports, and other
programmatic issues.
CONTINUED ON ATTACHMENT: NO YE<: SIGN TURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
f
SIGNATURE(S): 0"'Or't�
ACTION OF BOJN a� ! �� APPROVED AS RECOMMENDED OXR
VOTE OF SUPERVISORS
UNANIMOUS(ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT
AYES: NOES: COPY OF AN ACTION TAKEN AND ENTERED ON MINUTES OF
ABSENT: ABSTAIN: THE BOARD OF SUPERVISORS ON THE DATE SHOWN.
Contact: Dorothy Sansoe(5-1009)
cc: Community Services Bureau ATTESTED 22-2 1 .j ZZ . '9c69
County Administration
JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS AND
COU TY ADMINISTRATOR
BY: DEPUTY
To: John Cullen, County Administrator
From: Joe Valentine, EHSD Director
Subject: Monthly Report
Date: September 21, 2007
I am submitting the following report to ensure ongoing communication with the County
Administrator and Board of Supervisors regarding all issues pertaining to the Head Start
program and the Community Services Bureau (CSB).
A. Policy Council
• On September 29`'', CSB will hold the annual Policy Council
Orientation/Appreciation Luncheon and September business meeting at Zio
Fraedo's in Pleasant Hill. The orientation will include an introduction to
Community Services Bureau, Facilitative Leadership, and shared governance.
We will hold a celebration luncheon and award ceremony honoring the exiting
2006-2007 Policy Council representatives. The business meeting will include the
election of the 2007-2008 Executive Policy Council Members as well as an action
item to approve new hires.
B. Personnel Report
Staffing Activities:
• CSB continues to hire on several positions and is gearing up the hiring process for
Stage 2 support staff.. We are also recruiting teachers to support two new
programs funded through the State Department of Education as well as the State's
Pre-Kindergarten and Literacy grant.
0 The following positions are being recruited:
ASA III
Intermediate Clerk
SS III
FA Manager
PSA II
Master Teacher
Teacher
Associate Teacher
Site Supervisor I
Nutrition Worker I
Nutrition Transporter
CS Bldg Svc Worker
• A large newspaper advertisement will be published in all the local and
surrounding counties recruiting for positions during the week of September 17`h.
2425 Disso Lane Drive,Suite 110
Concord,California 94520
Tel 925 646 5540
Fax 925 646 5904
John Cullen
Page 2
September 21,2007
Labor Relations Activities:
• We have only 5 grievances pending and settlement terms are being negotiated on
2 of the cases.
• CSB had an opportunity to meet with the new Chief of Labor Relations, Linda
Ashcraft. She toured our GMIII and College Infant/Toddlers sites. Because of
her background in education, Linda was appreciative of how beautiful and
welcoming the centers were. Cynthia Schwerin, County Counsel office also
joined us and was pleased with the quality of our centers.
Professional Development/Training:
• A Leadership Training on Time Management was offered to the Comprehensive
Services Assistant Managers on September 13th.
• The Fall Education Summit will be held on November Vt and will focus on
Literacy activities in the classroom. The entire teaching staff of 250+ employees
will participate.
Worker's Compensation:
• We have only 8 active cases, 6 working on modified duty and 2 non working. We
continue to work closely with the bridge program to continue our employees
working whenever possible.
C. Fiscal and Audit Reports
• The accounting firm of Caporicci & Larson is currently conducting an annual audit
of the Bureau's Child Development programs for fiscal year ended June 30, 2007.
An independent auditor's report is expected to be completed and mailed to the
State on or before the due date of December 15, 2007.
• The Administration for Children and Families (ACF) approved the Bureau's
request to dispose of an unused Head Start portable modular located at the
Montara Bay Community Center in West Contra Costa County.
• The California Department of Education awarded a total of $1,810,520 to the
Bureau to provide Latchkey and General Childcare services for 228 infant
through school-aged children for families who live primarily in the EI Pueblo
Housing Development in Pittsburg.
D. Licensing Issues
• CSB is pleased to announce that the Brookside center in North Richmond has
been released from probationary status by Community Care Licensing. The
center's license was placed on probation in 2004 due to incidents of children
being left unattended. In the three years since probation began, the center has
done remarkably well, continuing to provide quality services to 140 children and
families annually. A celebration is planned with staff, parents and the Board of
Supervisors in October.
John Cullen
Page 3
September 21,2007
E. Special Proiects/Activities
• CSB is planning to open its 19`h center in mid-October. The new two-classroom
facility, Bella Monte, as a result of a collaboration with Resources for Community
Development and EHSD. Head Start, State and Fee For Service funded families.
• Bureau Director Pat Stroh and Fiscal Officer Eric Pormento presented to the BOS
on September 18`h CSB's newest initiative, the Fee For Services Program. This
progratn offers full-day care to parents at a rate of $35.00 per day, more than
$10.00 less than the regional market rate for childcare. This service is offered to
families whose income exceeds the income ceilings for the Head Start and Child
Development programs. We are excited to pilot this program at the new Bella
Monte center in Baypoint and plan to extend it out to several sites county-wide in
the near-future.
• CSB IT connected to Building Inspection's Citrix Server to share Weatherization
(Client Database Management System (10.200.201.51-54) adding a new level of
efficiencies in reporting.
• CSB IT is implementing an Internal Tracking System for Personnel.
cc: Policy Council
Family & Human Services Committee
Shirley Karrer, ACF
Rollie Katz, Local One
Attachments
John Cullen
Page 4
September 21,2007
2007 HS/EHS Monthly Indicator Report
HS February March April May June August***
Actual Enrollment 2275 2312 2333 2348 2392 1322
Current Enrollment# 1560 1562 1560 1551* 1404* 1439*
Current Enrollment%of Funded 100% 100% 100% 100% 100% 100% **
Disabilities#* 188 271 228 280 250 139
Disablities%of Funded 12% 17% 15% 18% 16% 11%
Medical Exams 2275 2312 2333 2348 2394 1325
Medical Treatment 389 466 476 477 477 294
Dental Exams 1636 1636 1759 1768 1879 955
#Receiving Preventative Dental Care 1313 1354 1394 1424 1424 821
Dental Treatments 265 271 271 271 271 161
Families Enrolled 2109 2135 2153 2163 2204 1482
Familes Engaged in Partnership Process 2109 2135 2153 2163 2204 1482
%of Sites Achieving 85%Attendance** 92.85% 88% NA N/A NA NA
Staff Vacancy% 12.81 13.1 11.53
Child Assessments complete
First 1489 1504 1504 1513 1736 702
Second 1317 1383 1384 1424 1501 0
Third n/a 553 739 1146 1307 0
Educational Screenings Completed 2275 2312 2333 2348 2394 NA
•
*sum of IEP+IFSP+ Suspected
**reported from prior month
EHS
Actual Enrollment 271 292 296 305 308 237
Pregnant mothers enrolled 74 81 83 87 89 30
Current Enrollment# 209 211 211 205 204 156
Current Enrollment%of Funded 102% 103% 103% 100% 100% 100%
Disabilities#* 28 28 30 31 34 19
Disablities% of funded 13.70% 13.70% 14.7 15.1 16.6 9.3
Medical Exams 204 209 215 218 218 119
Medical Treatment 16 23 23 23 23 16
Families Enrolled 305 317 321 328 330 191
Familes Engaged in Partnership Process 305 317 321 328 330 191
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*** Part year classes and Home Base not in session
* Not including vacancies due to part year drops within past 60 days
**Adjusted for part year class
closures
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 EARLY HEAD START PROGRAM
August 2007 YTD Expenditures
DESCRIPTION Total %
YTD Actual Budget Remaining YTD
a. PERSONNEL $ 64,560 $ 363,868 $ 299,308 18%
b. FRINGE BENEFITS 51,122 274,375 223,253 19%
C. TRAVEL 835 7,353 6,518 11%
d. EQUIPMENT - - - 0%
e. SUPPLIES 17,093 25,960 8,867 66%
f. CONTRACTUAL 693,628 1,186,873 493,245 58%
g. CONSTRUCTION - - - 0%
h. OTHER 21,052 90,568 69,516 23%
I. TOTAL DIRECT CHARGES $ 848,291 $ 1,948,997 $ 1,100,706 44%
j. INDIRECT COSTS 28,920 68,330 39,410 42%
k. TOTAL -ALL BUDGET CATEGORIES $ 877,211 $ 2,017,327 $ 1,140,116 43%
In-Kind (Non-Federal Share) $ 313,333 $ 504,332 $ 190,999 62%
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 EARLY HEAD START PROGRAM
August 2007 YTD Expenditures
1 2 3 4 5 6 7 8 9
Jan-07 Apr-07
Description thru thru Actual Actual YTD Total %
Mar-07 Jun-07 Jul-07 Aug-07 Actual Budget Remaining YTD
a. Salaries&Wages(Object Class 6a)
a.PERSONNEL (Object Class 6a) $ 32,434 $ 22,659 $ 3,986 $ 5,481 $ 64,560 $ 363,868 $ 299,308 18%
b. FRINGE BENEFITS (Object Class 6b)
b.FRINGE BENEFITS (Object Class 6b) $ 24,263 $ 17,558 $ 3,395 $ 5,907 $ 51,122 $ 274,375 $ 223,253 19%
c.Travel(Object Class 6c)
c.TRAVEL (Object Class 6c) $ 94 $ 32 $ 472 $ 238 $ 835 $ 7,353 $ 6,518 11%
d.EQUIPMENT $ - $ - $ - $ - $ $ - $ - 0%
e. SUPPLIES(Object Class 6e)
1.Office Supplies $ 864 $ 675 $ 66 $ 50 $ 1,654 $ 2,600 $ 946 64%
2.Home Base Supplies for EHS 1,085 3,624 1,047 2,546 8,302 11,660 3,358 71%
3.Food/Nutrition Services Supplies - 21 - - 21 200 179 11%
4.Other Supplies 2,216 4,599 253 47 7,115 11,500 4,385 62%
e.TOTAL SUPPLIES(Object Class 6e) $ 4,165 $ 8,919 $ 1,366 $ 2,643 $ 17,093 $ 25,960 $ 8,867 66%
f. CONTRACTUAL (Object Class 60
1.Adm Svcs(e.g.,Legal,Acct.,Temp Contracts) $ 2,357 $ 6,252 $ - $ 1,056 $ 9,665 $ 5,250 $ (4,415) 184%
2.Health/Disabilities Services 9,060 4,185 2,500 803 16,549 37,903 21,354 44%
3.Food Services 19 262 - 281 250 (31) 112%
5.Training&Technical Assistance 2,830 9,164 - 1,814 13,808 18,250 4,442 76%
8.Other Contracts 270,639 359,094 4,200 19,392 653,325 1,125,220 471,895 58%
TOTAL CONTRACTUAL(6f) $ 284,906 $ 378,956 $ 6,700 $ 23,066 $ 693,628 $ 1,186,873 $ 493,245 58%
g. CONSTRUCTION (Object Class 6g)
TOTAL CONSTRUCTION(6g) $ - $ - $ - $ - $ - $ - $ - 0%
h. OTHER(Object Class 6h)
2.Bldg Occupancy/Rents&Leases $ 218 $ 663 $ $ 400 $ 1,280 $ 3,500 $ 2,220 37%
4. Utilities,Telephone 359 219 5 5 589 2,200 1,611 27%
5. Building and Child Liability Insurance 709 - - 709 3,200 2,491 22%
6.Building Maint/Repair and Other Occupancy 56 959 1,015 5,000 3,985 20%
8.Local Travel 199 1,027 130 84 1,441 4,700 3,259 31%
9.Nutrition Services
Child Nutrition Costs 4,892 5,136 661 10,689 24,106 13,417 44%
(CCFP&USDA Reimb.) (3,097) (5,077) (1,331) (9,505) (17,067) (7,562) 56%
13.Parent Services 857 390 300 1,548 6,910 5,362 22%
14.Accounting&Legal Services 1,076 442 350 1,868 1,650 (218) 113%
15.Publications/Advertising/Printing 75 - - - 75 3,300 3,225 2%
16.Training or Staff Development 1,939 757 1,366 184 4,246 28,571 24,325 15%
17.Other 2,499 1,607 362 2,629 7,098 24,498 17,400 29%
TOTAL OTHER(6h) $ 9,782 $ 6,123 $ 1,844 $ 3,303 $ 21,052 $ 90,568 $ 69,516 23%
I. TOTAL DIRECT CHARGES
Sum of Line 6a-611 $ 355,644 $ 434,246 $ 17,762 $ 40,638 $ 848,291 $ 1,948,997 $ 1,100,706 44%
j. INDIRECT COSTS
Enter Costs Not Reflected in I above 13,132 15,427 362 - 28,920 68,330 39,410 42%
k.TOTAL-ALL BUDGET CATEGORIES $ 368,777 $ 449,673 $ 18,124 $ 40,638 $ 877,211 $ 2,017,327 $ 1,140,116 43%
In-Kind(Non-Federal Share) $ 158,162 $ 155,171 $ - $ - $ 313,333 $ 504,332 $ 190,999 62%
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 HEAD START PROGRAM
August 2007 YTD Expenditures
YTD Total %
DESCRIPTION Actual Budget Balance YTD
a. PERSONNEL $ 2,080,349 $ 3,558,937 $ 1,478,588 58%
b. FRINGE BENEFITS 1,415,633 2,523,661 1,108,028 56%
c. TRAVEL 16,972 66,971 49,999 25%
d. EQUIPMENT - - - 0%
e. SUPPLIES 233,856 457,000 223,144 51%
f. CONTRACTUAL 4,719,686 7,743,222 3,023,536 61%
g. CONSTRUCTION - - - 0%
h. OTHER 870,215 1,425,064 554,849 61%
I.TOTAL DIRECT CHARGES $ 9,336,711 $ 15,774,855 $ 6,438,144 59%
j. INDIRECT COSTS 503,155 657,213 154,058 77%
K.TOTAL-ALL BUDGET CATEGORIES $ 9,839,866 $ 16,432,068 $ 6,592,202 60%
In-Kind (Non Federal Share) $ 2,444,022 $ 4,108,017 $ 1,663,995 59%
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 HEAD START PROGRAM
August 2007 YTD Expenditures
1 2 3 4 5 6 7 8 9
Jan-07 Apr-07 Actual Actual Actual
thru thru Total %
DESCRIPTION Mar-07 Jun-07 Jul-07 Aug-07 YTD Budget Remaining YTD
a. PERSONNEL (ObjectClass6a) $ 730,994 $ 1,066,876 $ 138,074 $ 144,405 $ 2,080,349 $ 3,558,937 $ 1,478,588 58%
b. FRINGE BENEFITS (Object Class 6b) $ 528,385 $ 697,580 $ 90,334 $ 99,334 $ 1,415,633 $ 2,523,661 $ 1,108,028 56%
c. TRAVEL (ObjectClass6c)
1.Out of Town Travel
TOTAL TRAVEL (6c) $ 1,670 $ 9,739 $ 2,170 $ 3,393 $ 16,972 $ 66,971 $ 49,999 25%
d. EQUIPMENT (Object Class 6d) $ - $ $ $ $ $ $ 0%
e. SUPPLIES(Object Class 6e)
1.Office Supplies $ 10,949 $ 50,843 $ 3,256 $ 3,295 $ 68,343 $ 110,000 $ 41,657 62%
2.Child and Family Services Supplies 35,848 60,321 137 10,885 107,192 140,000 32,808 77%
3.Food Services Supplies 383 375 37 112 907 1,500 593 60%
4.Other Supplies 11,256 40,132 4,692 1,334 57,414 205,500 148,086 28%
TOTAL SUPPLIES(6e) $ 58,437 $ 151,671 $ 8,122 $ 15,625 $ 233,856 $ 457,000 $ 223,144 51%
f. CONTRACTUAL (Object Class 6f)
1.Adm Svcs(e.g.,Legal,Accounting Temp Help) $ 65,466 $ 214,735 $ 6,583 $ 31,092 $ 317,876 $ 130,000 $ (187,876) 245%
2.Health/Disabilities Services 45,166 15,245 5,833 1,875 68,118 315,620 247,502 22%
Estimated Medical Revenue from Medi-Cal - (274,060) 90,810 - (183,250) (350,769) (167,519) 52%
3.Food Services 209 3,261 - 284 3,754 10,000 6,246 38%
5.Training&Technical Assistance 30,833 86,232 19,037 136,102 75,000 (61,102) 181%
7.Delegate Agency Costs 486,915 445,758 - 127,115 1,059,788 1,918,099 858,311 55%
8.Other Contracts 1,135,037 2,059,467 11,043 111,751 3,317,298 5,645,272 2,327,974 59%
TOTAL CONTRACTUAL(6f) $ 1,763,626 $ 2,550,638 $ 114,269 $ 291,153 $ 4,719,686 $ 7,743,222 $ 3,023,536 61%
g. CONSTRUCTION (Object Class 6g) $ $ $ $ $ $ $ 0%
h. OTHER(Object Class 6h)
1.Depreciation/Use Allowance $ $ - $ - $ - $ - $ - $ - 0%
2.Occupancy Costs 76,481 175,308 5,959 2,775 260,523 380,000 119.477 69%
4.Utilities,Telephone 12,492 19,040 4,529 2,314 38,376 85,000 46,624 45%
5. Building and Child Liability Insurance 10,976 - - - 10,976 38,000 27,024 29%
6.Bldg.Maintenance/Repair and Other Occ 176,668 118,730 10,741 9,289 315,427 364,139 48,712 87%
8.Local Travel 5,826 19,263 1,514 1,740 28,343 35,000 6,657 81%
9.Nutrition Services 96,622 101,437 13,051 - 211,110 461,227 250,117 46%
(CCFP&USDA Reimb.) (61,166) (100,268) (26,278) - (187,712) (327,917) (140,205) 57%
13.Parent Services 11,336 12,641 4,503 4,364 32.844 62,190 29,346 53%
14.Accounting&Legal Services 1,024 1,200 84 34 2,342 6,000 3,658 39%
15.Publications/Advertising/Printing 1,289 1,492 - 3,202 5,984 17,000 11,016 35%
16.Training or Staff Development 26,281 16,250 7,046 3,947 53,525 41,954 (11,571) 128%
17.Other 26,347 56,491 7,665 7,974 98,478 262,471 163,993 38%
TOTAL OTHER(6h) $ 384,177 $ 421,584 $ 28,813 $ 35,640 $ 870,215 $ 1,425,064 $ 554,849 61%
t.TOTAL DIRECT CHARGES(Sum of Line 6a-6h) $ 3,467,289 $ 4,898,088 $ 381,782 $ 589,551 $ 9,336,711 $ 15,774,855 $ 6,438,144 59%
j. INDIRECT COSTS 172,884 325,251 5,021 - 503,155 657,213 154,058 77%
K.TOTAL-ALL BUDGET CATEGORIES $ 3,640,173 $ 5,223,339 $ 386,803 $ 589,551 $ 9,839,866 $ 16,432.068 $ 6,592,202 60%
In-Kind(Non Federal Share) $ 1,180.222 $ 1,211,355 $ $ 52,444 $ 2,444,022 $ 4,108,017 $ 1,663,995 59%