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To:. BOARD OF SUPERVISORS ........... Contra
FROM: County Administrator ` Costa
SATE: January 15, 2008 �'�,. �-� ..cP'
County
srA-covx'�
SUBJECT: Community Services Bureau Monthly Report 0919
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
SIGNATURE(S)1Z,,,,.,
IGNATURE(S): i
ACTION OF BO R ON Jenuar 7�J 16, ecof3 APPROVE AS 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: 1 N 15,
ATTESTED v a uar/�/ `5/ 2-000
JOHN CULLEN,CLERK OF THE BOARD OF
Contact: Dorothy Sansoe(5-1009) SUPERVISORS AND gOUN�}T�Y ADMINISTRATOR
cc: Community Services BureauiC-s�.v C�
County Admiistration BY: �/ DEPUTY
COMMUNITY SERVICES
BU[EAU
To: John Cullen, County Administrates
From: Joe Valentine, EHSD Director
Subject: Monthly Report
Date: December 19, 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. Parent Involvement
1. Policy Council:
• There will be no Policy Council meeting in December. The next regularly
scheduled meeting will be held on Wednesday, January 16, 2007.
• Three members of the Executive Committee, Latrina Johnson, Chairperson;
Rosicela Esparza, Vice Chairperson; and Ricardo Paez, Secretary, attended
the National Head Start Association's Annual Parent Conference in
Indianapolis, Indiana on December 13 through December 18. They also
attended special tracks on father involvement and program governance, as
well as general sessions which will be shared with the Policy Council in
January.
• A make-up Policy Council Orientation is being planned for representatives of
the Delegate and those who could not attend in September.
B. Personnel Report
1. Current Staffing Activities:
CSB is scheduled to hire into the following classifications within the next month:
• Administrative Services Assistant III
• Comprehensive Services Manager
• Nutrition Worker I
• Building Maintenance Worker
• Nutrition Transporter
• Infant Toddler Master Teacher
• Teacher&Infant/Toddler Teacher
• Associate Teacher& Infant/Toddler Associate Teacher
• Intermediate Clerk
CSB will be recruiting for the following positions within the next month:
• Comprehensive Services Assistant Manager
• Site Supervisor II
• Children's Services Manager
125 Bisso Lane Drive,Suile 110
Cooeord,California 94520
Tel 925 646 5540
Fax 925 646 5904
John Cullen
Page 2
December 19,2007
2. Professional Development/Training Activities:
• An informational Teacher Assistant Trainee (TAT)Program meeting was held
on November 28 and six new TATs have signed up for the program and will
begin in the Spring 2008 semester. There are five TATs who will be
completing their 12 early childhood education units, making them eligible for
the Child Development Associate Teacher permit. This will make the total of
graduates over 20.
• The English as a Second Language (ESL) class mentioned in last month's
report is ready to begin on January 8, 2008 for East and Central County staff.
Flyers have been sent to all sites and staff have shown a high interest in
participating.
• Personnel staff attended cluster meetings to discuss Performance Evaluations
and how to help staff develop Professional Development Pians and goals.
• In November, personnel staff attended cluster meetings to provide a refresher
training on Chronological Supervision to supervisors and managers.
C. Fiscal and Audit Reports
• The California Department of Community Services and Development has
scheduled an on-site monitoring visit of the Bureau's Department of Energy
(DOE) and Low-Income Home Energy Assistance (LII-IEAP) programs. The
purpose of the on-site visit is to ensure that programs comply with the State and
Federal laws and regulations, as well as the State's internal policies and
procedures, and to determine if work accomplished or planned is consistent with
the work described in the approved contracts.
• The Bureau's Child Nutrition program was selected for the FY 2006-07 Single
Audit.
• On November 27, 2007, the State Department of Community Services and
Development has increased the Bureau's 2007 Low-Income Housing and Energy
Assistance Programs (LH-IEAP) allocation from $808,844 to $875,317,
reflecting an increase of$66,473.
D. Licensing Issues
• On December 10, Director Pat Stroh, Division Manager Camilla Rand and
Assistant Director Reni Radeva attended a case-conference meeting with
Community Care Licensing (CCL) staff to discuss the four incidents of children
being left unattended since 2003 at Balboa and George Miller Centers. CSB
provided a report to CCL outlining the actions taken by the Bureau and the
proposed future changes (please see attached). Fred Gill, CCL Director,
acknowledged the good practices put in place by the Bureau and informed staff
that he will keep us informed of any administrative decisions made that might
affect the program.
• On December 10,Balboa received a deficiency for the two incidents in February
and September where children were left unattended in the classrooms for a short
period of time.
John Cullen
Page 3
December 19,2007
E. Information Technology
1. 2008-2009 E-Rate Grant Application:
• The two forms required to be considered for the E-Rate Grant are Form 470
which is due by 01-10-08 and Form 471 which is due by 02-07-08. CSB is
currently working on the completion of both forms. If the grant is awarded to
CSB, it will be in the amount of$1.5 million which will be used to fund the
following areas:
• Services, which include LAN/WAN Connection, Telecomm Usage, and
Hardware Maintenance Service Contracts.
• Hardware, which include the AVAYA VolP Telephony System.
2. IP address changes:
• CSB IT, along with GSD, is in the process of changing the IP addresses of the
CSB Network from 10.1.x.x to 10.116.x.x. Currently we have completed 90%
of the changes. These changes include all sites' servers and their workstations,
and all sites' security video cameras,except for the Bisso office.
F. Special Projects/Activities
• Community Services Director Pat Stroh, and Policy Council Chairperson Latrina
Johnson, were present for the signing of the Head Start/Early Head Start
Reauthorization Bill in Washington, D.C. on December 5. They were able to
meet and talk with Congressman George Miller, Speaker Nancy Pelosi, and
Senator Ted Kennedy. CSB's presence was acknowledged by Congressman
Miller.
• CSB is partnering with WIC (Women, Infants and Children) to implement the"I
am Moving, I am Learning" physical fitness program into the classroom lesson
plans and curriculum. This Head Start initiative, addressing childhood obesity,
incorporates movement and activity into the children and families' daily
activities.
• CSB is participating in the planning of the California Head Start Association's
annual conference to be held in Oakland in mid-January. Several CSB staff will
attend and volunteer to help.
• CSB has received grants through the First Book program and Barnes and Noble
Booksellers to give CSB families at least one book this holiday season.
cc: Policy Council
Family&Human Services Committee
Shirley Karrer,ACF
Rollie Katz, Local One
Attachments
Attachment 1
Monthly Indicator Report
HS/EHS
Monthly
Indicator
'007 Report
HS February March April May June August*** September October November December
Actual
Enrollment 2275 2312 2333 2348 2392 1322 2035 2099 2168
Current
Enrollment# 1560 1562 1560 1551* 1404* 1439* 1498* 1503* 1540*
Current
Enrollment%
of Funded 100% 100% 100% 100% 100% 100%** 100% ** 100%** 100% **
Disabilities#
188 271 228 280 250 139 157 170 191
Disablities%
of Funded 12% 17% 15% 18% 16% 11% 10% 11% 12%
Medical
Exams 2275 2312 2333 2348 2394 1325 2035 2099 2168
Medical
Treatment 389 466 476 477 477 294 317 340 397
Dental
Exams 1636 1636 1759 1768 1879 955 1000 1229 1307
#Receiving
Preventative
Dental Care 1313 1354 1394 1424 1424 821 848 870 920
Dental
Treatments 265 271 271 271 271 161 173 447 473
Families
Enrolled 2109 2135 2153 2163 2204 1482 1811 1892 1956
Familes
Engaged in
Partnership
Process 2109 2135 2153 2163 2204 1482 1811 1892 1956
Staff
Vacancy% 12.81 13.1 11.53
Child
Assessments
complete
First 1489 1504 1504 1513 1736 702 717 1148 1390
Second 1317 1383 1384 1424 1501 0 0 14 495
Third n/a 553 739 1146 1307 0 0 0 0
Educational
Screenings
Completed 2275 2312 2333 2348 2394 NA 2035 2099 2168
*sum of IEP+IFSP+Suspected
** reported from prior month
EHS
Actual
Enrollment 271 292 296 305 308 237 268 285 299
Pregnant
mothers
enrolled 74 81 83 87 89 30 67 68 68
Current
Enrollment# 209 211 211 205 204 156 189 190* 190*
Current
Enrollment%
of Funded 102% 103% 103% 100% 100% 100% 100% 100%** 100%**
Disabilities#
* 28 28 30 31 34 19 19 19 19
Disablities%
of funded 13.70% 13.70% 14.7 15.1 16.6 10 10 10 10
Medical
Exams 204 209 215 218 218 119 128 194 194
Medical
Treatment 16 23 23 23 23 16 16 17 19
Families
Enrolled 305 317 321 328 330 191 246 255 264
Famiies
Engaged in
Partnership
Process 305 317 321 328 330 191 246 255 264
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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 and non operational
sites
Attachment 2
Report to Community Care Licensing
Community Services Bureau
Report to Community Care Licensing
Actions Addressing Child Safety,2004-2007
12/10/07
Facility Safety Actions:
• Alarms on all classroom doors
• Half gates with alarms in every center with foyer
• Latches on all outside gates
• Cameras in all classrooms in 11 sites
• All 4 foot fences heightened to 6 feet
Staff Accountability for Children
• Hourly and transition headcounts at all sites
• Site Supervisors have been re-trained on head count protocol
• Staff re-trained on headcount protocol and supervision
• Safety of children a standing agenda item at all staff meetings
Monitoring,Safety and Staff Accountability:
• Site Supervisors observing and documenting observation of two transitions
each day to ensure accurate counting
• Assistant Directors checking transitions daily at randomly selected sites
• Division Manager checking random headcounts daily
• The development of an action team monitoring protocol for Assistant
Directors and managers to use when monitoring the classrooms.
Personnel Actions:
Discipline:
• Department and County expectation and strict adherence to Zero Tolerance
for incidents jeopardizing the safety of children. Zero Tolerance is articulated
and supported by the parents,Policy Council, County Administrator, Board of
Supervisors,Department Administration and the union.
• Zero Tolerance actions up to and including dismissal. Actions may include
demotion, suspension,temporary reduction in pay,written reprimands,and
other disciplinary action.
• In the past 3 years the Department has taken aggressive action when staff have
been found involved in incidents. Disciplinary actions were enforced and
upheld on 34 staff members:
o Termination of 6 staff members
o Demotion of 1 staff member
0 4 Resignations and retirements in lieu of discipline
0 6 Suspensions
o 13 Reprimands
Personnel Additions and Improvements:
• The placement of a manager and Assistant Director in large sites for the
purpose of T/TA and additional monitoring.
• The hiring and placement of a Site Supervisor I in addition to Site Supervisor
III at all sites with more than 5 classes.
• Enforcement of Standards of Conduct—staff trained annually and sign-off on
Standards to be kept in personnel file.
• Revision of the teaching staff performance evaluations to incorporate a system
to improve skills, provide professional development and retain staff.
Training and Technical Assistance:
• Health and Safety kickoff at 2004 Summit of all staff-titled"Principles and
Priorities"which focused on supervision,health and safety and adult-child
interactions. Retraining in 2005,2006 and 2007_
• Enhanced PITC/West Ed training for all infant and toddler staff to focus on
the importance of health and safety for children
• Ongoing refresher training of all staff on hourly and.transition headcounts at
May 2007 summit.
• Strengthened orientation for all new staff highlighting staff supervision and
supervision of children
• Training and re-training on Chronological Supervision and accountability
• Development of a Site Supervisor Institute to focus on the areas of:
o Leadership
o Accountability
o., Health and Safety of children
o The use of ECERS/1TERS and Early Childhood Environment Survey to
asses the safety of the classroom and outdoor environment
o Role of the teaching staff for accountability and safety of children
Additional New Plans of Action:
• Install cameras in all remaining classrooms
• Transition Coordinator position to be developed and filled. This position will
be responsible for the development,maintenance,monitoring and tracking of
the system.
• A"Headcount and Transition Team"whose function is to develop strategies
to assist with the transition of children led by the new Transition Coordinator
• Comprehensive,written system for monitoring headcounts that includes site
staff, Site Supervisors,management and administration staff
Additional Training and Accountability:
• Additional,highly targeted, staff training focusing on observation of children
• Heightened focus on teamwork in the classroom and team accountability in
the site as a whole for the safety of children
• Effective January 1,2007, individual site-based transition training with staff
sign-off to be placed in personnel file
• A strengthened approach to training and heightened awareness of substitute
teachers in the classroom.
Disciplinary Action Approach:
• All star are being informed and trained on the expectations for accountability
of the safety of children
• Starting immediately staff will be documented and disciplined,up to and
including termination, for failing to meet the requirements and systems
implemented for child safety