HomeMy WebLinkAboutMINUTES - 02122008 - C.46 C o n t r ac-
TO: BOARD OF SUPERVISORS ==sE_.L C
FROM: County Administrator Osta
County
SATE: February 12, 2008
V-650
SUBJECT: Community Services Bureau Monthly Report
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
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/REASON(S) FOR RECOMMENDATION(S): 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: X YES GNATURE:
,--'RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
r
SIGNATURE(
ACTION OF BPA DON G �'d G�'�d �f APPROVE AS RECOMMENDED OTW�
VOTE OF SUPERVISORS
�_ I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT / (N '�`-� ) 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
JOHN CULLEN,CLERK OF THE BOARD OF
Contact: Dorothy Sansoe(5-1009) SUPER RS AND CO NY 115TRATOR
cc: Community Services Bureau
County Admiistration BY: DEPUTY
To: John Cullen, County Administrator
COMMUNITY SERVICES From: Joe Valentine, EHSD Director
BUREAU
Date: January 25, 2008
Subject: Monthly Community Services Report
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. Parent Involvement
• Policy Council - The January business meeting will be held on the 16th. The
Policy Council will consider the approval of new hires, hold a closed session
for termination of an employee, and will also be considering the approval of
an Extension Letter to ACF on 2007 HS/EHS year-end close. They will
receive training on the upcoming Self Assessment that will be held in
February, a presentation on the "I am Moving, I am Learning" curriculum, and
hear a report on the DRDP-r Results. The Executive Committee will present
their report on the NHSA Conference.
B. Personnel Report
Current Staffing Activities:
• With Board approval, CSB has successfully changed Family Advocacy
Management positions to Comprehensive Services Manager and
Comprehensive Services Assistant Manager. Since the change, three
Comprehensive Services Managers have been recommended for hire.
Announcements will be made once the process is complete.
• CSB is scheduled to hire into the following classifications within the next
month: 3 Administrative Services Assistants III, 2 Comprehensive
Services Assistant Managers, and all teaching classifications including
Infant/Toddler Teachers, Associate Teacher & Infant/Toddler Associate
Teachers and Master Teachers and Infant/Toddler Master Teachers.
• CSB placed advertisement in the Contra Costa Times and Oakland
Tribune for all of our teaching positions.
• Countywide Bid Announcements will be reposted for the Clerk Specialist
classification.
Vacancies that have existed for over three months:
• Infant Toddler Teacher - 0
• Infant Toddler Associate Teachers - 3
• Teachers (including Master Teacher) - 6
' • Associate Teachers - 8
?425 Bisso Lane Drive,Suite I10
Concord,California 94520
Tel 925 646 5540
Fax 925 646 5904
John Cullen — CSB Monthly Report
January 25, 2008
Page 2
Data on the number of Education staff who completed their AA, BA or CDA
requirements:
Assoc. Site
Teachers # Teachers # Su ervisors #
Total Staff 111 Total Staff 66 Total Staff 21
AA 11 22 AA 9
BA 8 23 BA 10
MA 0 4 MA 2
CDA or Permit CDA or Permit
equiv. 1 92 17 equiv.
Training & Technical Assistance (TITA) needs or training staff received or
planned:
• Personnel staff has been working with County Office of Education by
attending their administrator's meetings and providing resources to all
teaching staff.
• TAT Program will be starting during the Spring 2008 semester with full
enrollment (30 students).
• Early Childhood Education 0.5 credit course will begin this month for our
East and Central English Language Learner staff.
C. Fiscal and Audit Reports
• The Bureau submitted its indirect cost rate proposal to the Department of
Health and Human Services for fiscal year ending June 30, 2007.
• The auditors from the accounting firm Caporicci & Larson completed the
independent audit of the Bureau's Child Nutrition program.
D. Licensing Issues
• The Fairgrounds center in Antioch was forced to close for safety reasons
on January 11 due to a vandal burning the center's power wires at some
point during the night.
• No Child Abuse reports were submitted this month.
E. Information Technology
CSB HR Tracking System:
• A new HR tracking systems has been published on MyCSD and includes
an auto-email feature to designated groups for staffing changes such as
new employees, separations, worker's comp, and relocations.
Re-IP Address of CSB Network (99% Completed)
Status of changing CSB network from10.1.x.x to 10.116.x.x;
0 Project is completed with keeping 4 of 10.1.3.x 255.255.255.252.
John Cullen — CSB Monthly Report
January 25, 2008
Page 3
• Exchange Server, Domain Name System, Citrix1 and Citrix 2 are
complete.
• DoIT will reserve 4 IPs for CSB.
New Child Care Center (Bella Monte):
• A T1 Network Interface Unit has been extended to the inside of the
mechanical room.
• The Wireless Access Point for WAN connection has been temporarily
installed until DoIT is able to complete cabling and WAN devices have
been installed (switch and router).
• Seven data segments have been requested from DoIT and will be
completed by the end of January.
• Installed a multi-functional copier including scannertfax.
F. ERSEA
• Sensory Screenings: 3% of the children enrolled were screened after the
45 day timeline. This was due primarily to an insufficient number of staff
trained and certified to conduct vision and hearing screenings.
Certification trainings have been conducted resulting in an increased
number of CSB and partner staff certified to conduct screenings.
• Currently 72% of HS children enrolled in the program for 90 days or over
have received a dental exam. The major factor impacting this percentage
is the decreasing access to dental care for low-income families in Contra
Costa County. Fewer and fewer dentists are accepting DentiCal patients,
particularly young children. Collaborative efforts are underway with
independent dental professionals and oral health agencies to provide on-
site dental clinics at CSB centers across the county. The first clinic will be
held January 25 on site at the Los Arboles Center. In addition, Give Kids a
Smile Day on February 1 will certainly bring our agency well above the
90% threshold.
• 100% of the families have engaged in the first Family Partnership
Agreement (FPA), second FPA will be due in May.
• 100% of nutritional assessments were completed within 45 days of
enrollment. Nutritional assessment has resulted in approximately 375
referrals being made for nutrition related needs, this program year.
Follow-up action has been completed or is in progress in all cases. Close
to 40% of the referrals were for children identified as overweight — at or
above the 95th percentile according to BMI statistics. Approximately 16%
were for anemia and 9% were for food related allergies. Additional
referrals, each representing less than 5% included children with other
special dietary needs, picky eaters, constipation, bottle use and other
related needs.
• See Attachment 2 for data on completed referrals to outside agencies and
types of referrals made.
John Cullen — CSB Monthly Report
January 25, 2008
Page 4
G. Self-Assessment
• The annual self assessment will be conducted in February.
H. Special Proiects/Activities
• CSB participated in the CAO's 30th Annual Dr. Martin Luther King
celebration by providing the food prepared by our central kitchen.
• Pat Stroh, Bureau Director, is due to receive California Head Start
Association's Administrator of the Year Award at the annual CHSA
conference January 23-25. Dr. Stroh was selected from a group of over
10 nominees.
• CSB continues to recruit families for our newest tuition-based preschool
initiative at our Bella Monte center in Baypoint. Our goal is to have 20
children in the program by the beginning of February. CSB has a
recruitment task force working diligently on bring in families who meet the
criteria for this program.
• Bella Monte's ribbon cutting has been postponed until further notice due to
scheduling conflicts.
• CSB is excited to kick off education goals for the coming year that focus
on teacher accountability and empowerment. More information will be
made available as the program develops.
cc: Policy Council
Family & Human Services Committee
Shirley Karrer, ACF
Rollie Katz, Local One
Attachments
Attachment 1 - Monthly Indicator Report
HS/EHS Monthly
2007 Indicator Report
HS February March April May June August*** Sept. October Nov. Dec.
Actual Enrollment 2275 2312 2333 2348 2392 1322 2035 2099 2168 2193
Current Enrollment# 1560 1562 1560 1551' 1404* 1439* 1498' 1503* 1540` 1533
Current Enrollment% 100% 100% 100%
of Funded 100% 100% 100% 100% 100% 100% ** ** ** 100% ** **
Disabilities#* 188 271 228 280 250 139 157 170 191 203
Disabilities % of
Funded 12% 17% 15% 18% 16% 11% 10% 11% 12% 13%
Medical Exams 2275 2312 2333 2348 2394 1325 2035 2099 2168 2193
Medical Treatment 389 466 476 477 477 294 317 340 397 411
Dental Exams 1636 1636 1759 1768 1879 955 1000 1229 1307 1335
# Receiving
Preventative Dental
Care 1313 1354 1394 1424 1424 821 848 870 920 934
Dental Treatments 265 271 271 271 271 161 173 447 473 483
Families Enrolled 2109 2135 2153 2163 2204 1482 1811 1892 1956 1990
Families Engaged in
Partnership Process 2109 2135 2153 2163 2204 1482 1811 1892 1956 1990
Staff Vacancy% 12.81 13.1 11.53
Child Assessments
complete
First 1489 1504 1504 1513 1736 702 717 1148 1390 1436
Second 1317 1383 1384 1424 1501 0 0 14 495 668
Third n/a 553 739 1146 1307 0 0 0 0
Educational
Screenings Completed 2275 2312 2333 2348 2394 NA 2035 2099 2168 2193
*sum of
IEP+IFSP+ Suspected
** reported from
prior month
EHS
Actual Enrollment 271 292 296 305 308 237 268 285 299 306
Pregnant mothers
enrolled 74 81 83 87 89 30 67 68 68 70
Current Enrollment# 209 211 211 205 204 156 189 190* 190* 191
Current Enrollment%
of Funded 102% 103% 103% 100% 100% 100% 100% 100%** 100%** 100%
Disabilities#* 28 28 30 31 34 19 19 19 19 19
Disabilities% of
funded 13.70% 13.70% 14.7 15.1 16.6 10 10 10 10 10
Medical Exams 204 209 215 218 218 119 128 194 194 194
Medical Treatment 16 23 23 23 23 16 16 17 19 19
Families Enrolled 305 317 321 328 330 191 246 255 264 270
Families Engaged in
Partnership Process 305 317 321 328 330 191 246 255 264 270
*** 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 and non operational sites
ele
Attachment 2 — Outside Referrals Z
Family Partnership Resources
Provided in EHS and
HS
Adult Education 138
Parenting Education 300
Health Education 188
ESL 102
Job Training 43
Housing Assistance 30
Transportation Assistance 11
Emergency/Crisis Intervention 24
Mental Health Services 12
Child Support Assistance 10
Marriage Education 1
Child Abuse/Neglect Services 4
Substance Abuse Prev. or Tx 0
Domestic Violence Services 3
Assistance to families of
incarcerated 0
Attachment 3 — Head Start Information Memorandum Cover Sheet
U.S. DEPARTMENT
OF HEALTH AND HUMAN SERVICES
IIssuanc
Administration for Children and 1108-01 No.ACF-IM-HS- 1�03/2008e Date:
I Families 13. Originating Office: Office of Head Start
14. Key Words: Head Start Reauthorization
P.L. 110-134
INFORMATION MEMORANDUM(See Attachment at the bottom
TO: Head Start and Early Head Start Grantees and Delegate Agencies
SUBJECT: Head Start Reauthorization
INFORMATION:
On December 12, 2007, President Bush signed into law the reauthorization of the Head Start program.This
law(P.L. 110-134)authorizes Head Start through September 30, 2012 and contains significant revisions to
the previous Head Start Act. Attached is a listing of some of the major requirements in this Act that have an
impact on local Head Start programs.A copy of P.L. 110-134 can be found on Head Start's Early Childhood
Learning and Knowledge Center(ECLKC) http://eclkc.ohs.acf,hhs.gov/hslc.This law needs to be read
together with P.L. 105-285,the Head Start Act of 1998,which has been amended by P.L. 110-134.The
Office of Head Start will post a copy of the compilation of the Head Start Act,as amended,on the ECLKC in
the near future.
All Head Start programs are strongly encouraged to carefully read this law(and the amended Act as soon as
it is available). Programs are also encouraged to regularly review the Policy Clarification site on the ECLKC,
as the Office of Head Start,through the issuance of several Policy Clarifications,will be highlighting some of
the new requirements that grantees and delegate agencies will be required to meet. (A copy of these Policy
Clarifications will also be forwarded to all Head Start programs.)
Please direct any questions on this Information Memorandum to your OHS Regional Office.
/Patricia E. Brown/
Patricia E. Brown
Acting Director
Office of Head Start
Attachment:
Head Start Reauthorization
-1;2
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 HEAD START PROGRAM
December 2007 YTD Expenditures
YTD Total %
DESCRIPTION Actual Budget Balance YTD
a. PERSONNEL $ 3,189,904 $ 3,558,937 $ 369,033 90%
b. FRINGE BENEFITS 2,223,255 2,523,661 300,406 88%
c. TRAVEL 20,771 66,971 46,200 31%
d. EQUIPMENT - - - 0%
e. SUPPLIES 288,533 457,000 168,467 63%
f. CONTRACTUAL 7,729,655 7,743,222 13,567 100%
g. CONSTRUCTION - - - 0%
h. OTHER 1,260,622 1,425,064 164,442 88%
1. TOTAL DIRECT CHARGES $ 14,712,739 $ 15,774,855 $ 1,062,116 93%
j. INDIRECT COSTS 807,110 657,213 (149,896) 123%
K. TOTAL-ALL BUDGET CATEGORIES $ 15,519,849 $ 16,432,068 $ 912,219 94%
In-Kind (Non Federal Share) $ 4,667,591 $ 4,108,017 $ (559,574) 114%
• �-i2-ate
CONTRA COSTA COUNTY
COMMUNITY SERVICES BUREAU
2007 HEAD START PROGRAM
December 2007 YTD Expenditures
1 2 3 4 5 6 7 8 9 10 11
Jan-07 Apr-07 Jul-07 Actual Actual Actual Actual
thru thru thru Total %
DESCRIPTION Mar-07 Jun-07 Sep-07 Oct-07 Nov-07 Dec-07 YTD Budget Remaining YTD
a. PERSONNEL (Object Class 6a) $ 730,994 $ 1,066,876 $ 442,834 $ 434,774 $ 236,057 $ 278,368 $ 3,189,904 $ 3,558,937 $ 369,033 90%
b. FRINGE BENEFITS (Object Class 6b) $ 528,385 $ 697,580 $ 300,143 $ 314,712 $ 187,921 $ 194,513 $ 2,223,255 $ 2,523,661 $ 300,406 88%
c. TRAVEL(Object Class 6c)
1.Out of Town Travel
TOTAL TRAVEL(6c) $ 1,670 $ 9,739 $ 5,581 $ 566 $ 3,096 $ 118 $ 20,771 $ 66,971 $ 46,200 31%
d. EQUIPMENT(Object Class 6d) $ $ $ $ $ $ $ $ $ 0%
e. SUPPLIES(Object Class 6e)
1.Office Supplies $ 10,949 $ 50,843 $ 7,631 $ 6,038 $ 5,468 $ 9,491 $ 90,421 $ 110,000 $ 19,579 82%
2.Child and Family Services Supplies 35,848 60,321 12,700 6,403 2,544 4,550 122,367 140,000 17,633 87%
3.Food Services Supplies 383 375 149 - 268 20 1,195 1,500 305 80%
4.Other Supplies 11,256 40,132 7,917 3,920 6,674 4,650 74,550 205,500 130,950 36%
TOTAL SUPPLIES(6e) $ 58,437 $ 151,671 $ 28,397 $ 16,362 $ 14,954 $ 18,711 $ 288,533 $ 457,000 $ 168,467 63%
f. CONTRACTUAL(Object Class 6f)
1.Adm Svcs(e.g.,Legal,Accounting Temp Help) $ 65,466 $ 214,735 $ 40,126 $ 60,907 $ 41,738 $ 31,506 $ 454,477 $ 130,000 $ (324,477) 350%
2.Health/Disabilities Services 45,166 15,245 12,428 4,687 4,285 3,884 85,695 315,620 229,925 27%
Estimated Medical Revenue from Medi-Cal - (274,060) 90,810 (139,131) - - (322,381) (350,769) (28,388) 92%
3.Food Services 209 3,261 499 198 395 780 5,341 10,000 4.659 53%
5.Training&Technical Assistance 30,833 86,232 26,428 11,071 4,040 9,451 168,055 75,000 (93,055) 224%
7.Delegate Agency Costs 486,915 445,758 300,648 340,414 - 178,534 1,752,269 1,918,099 165,830 91%
8.Other Contracts 1,135,037 2,059,467 147,394 1,453,801 695,193 95,307 5,586,198 5,645,272 59,074 99%
TOTAL CONTRACTUAL[6f) $ 1,763,626 $ 2,550,638 $ 618,334 $1,731,946 $ 745,651 $ 319,461 $ 7,729,655 $ 7,743,222 $ 13,567 100%
g. CONSTRUCTION (Object Class 6g) $ $ $ $ $ $ $ $ $ 0%
h. OTHER(Object Class 6h)
1.Depreciation/Use Allowance $ - $ - $ - $ - $ - $ - $ - $ - $ - 0%
2.Occupancy Costs 76,481 175,308 10,395 52,271 40,211 22,630 377,295 380,000 2,705 99%
4.Utilities,Telephone 12,492 19,040 8,953 12,530 6,071 4,510 63,596 85,000 21,404 75%
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 27,473 16,388 31,163 9,678 380,099 364,139 (15,960) 104%
8.Local Travel 5,826 19,263 5,643 1,001 7,116 3,241 42,090 35,000 (7,090) 120%
9.Nutrition Services 96,622 101,437 13,051 71,955 40,167 39,984 363,216 461,227 98,011 79%
(CCFP&USDA Reimb.) (61,166) (100,268) (26,278) (28,981) (24,000) - (240,693) (327,917) (87,224) 73%
13.Parent Services 11,336 12,641 10,951 2,879 7,940 3,143 48,890 62,190 13,300 79%
14.Accounting&Legal Services 1,024 1,200 152 708 49 49 3,181 6,000 2,819 53%
15.Publications/Advertising/Printing 1,289 1,492 3,202 34 1,209 - 7,227 17,000 9,773 43%
16.Training or Staff Development 26,281 16,250 11,253 8,503 4,528 1,009 67,823 41,954 (25,869) 162%
17.Other 26,347 56,491 20,774 12,420 9,626 11,265 136,923 262,471 125,548 52%
TOTAL OTHER[6h) $ 384,177 $ 421,584 $ 85,567 $ 149,707 $ 124,079 $ 95,508 $ 1,260,622 $ 1,425,064 $ 164,442 88%
I.TOTAL DIRECT CHARGES(Sum of Line 6a-6h) $ 3,467,289 $ 4,898,088 $ 1,480,856 $2,648,068 $1,311,758 $ 906,680 $ 14,712,739 $ 15,774,855 $ 1,062,116 93%
j. INDIRECT COSTS 172,884 325,251 5,021 179,932 63,903 60,120 807,110 657,213 (149,896) 123%
K.TOTAL-ALL BUDGET CATEGORIES $ 3,640,173 $ 5,223,339 $ 1,485,877 S 2,828,000 $1,375,661 $ 966,800 $ 15,519,849 $ 16,432,068 $ 912,219 94%
In-Kind(Non Federal Share) $ 1,180,222 $ 1,211,355 $ 1,076,987 $ 59,429 $ $1,139,597 $ 4,667,591 $ 4,108,017 $ (559,574) 114%