HomeMy WebLinkAboutMINUTES - 06271995 - D9 TO: BOARD OF SUPERVISORS
L Contra
FROM: JOAN V. SPARK, DIRECTOR
. l
COMMUNITY SERVICES DEPARTMENT Costa
4
DATE: JUNE 27, 1995 . ..N '� : County
SUBJECT.-APPROVAL OF HEAD START QUALITY IMPROVEMENT PLAN
SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION
APPROVE and AUTHORIZE -the Community Services Director or her designee to
submit a Quality Improvement Plan on behalf of the Board for the Head Start Program
to the Administration for Children and Families (ACF).
If. FINANCIAL IMPACT
No financial impact
III. CONSEQUENCES OF NEGATIVE ACTION
A decision not to approve could result in the loss of needed Head Start services to the
children and families of Contra Costa County.
IV. REASONS FOR RECOMMENDED ACTION
The Department was reviewed by ACF,,in January of 1995, the outcome of the review
revealed the Head Start Program to be seriously deficient. On May 17, 1995, the
Department Director received correspondence from ACF, which included the findings of
the review team. The Department was given a deadline of July 7, 1995 to submit a
plan to improve the.program and bring it into compliance _
The Quality Improvement Plan was approved by the Head Start Policy Council on
Thursday, June 15, 1995. The due date for ACF is July 7, 1995.
CONTINUED ON ATTACHMENT: _.YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAR MMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON :Tune 27, 1995 APPROVED AS RECOMMENDED_X_ OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT l and 5 AND CORRECT COPY OF AN ACTION TAKEN
AYES: 2-4, and 3 _NOES: None AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: 1 and 5 _ABSTAIN: Nnne OF SUPERVISORS ON THE DATE SHOWN.
CONTACT: Joan Sparks, 313-7350 June 27, 1995
CC: CAO ATTESTED
CSD PHIL BATCHELOR,CLERK OF THE BOARD OF
P ISORS AND COUNTY ADMINISTRATOR
Y '
,M382 (10/88)
PUTY
DRAFT
Narrative for Quality Improvement Plan for correcting Serious Deficiencies
After the Federal review in January 1995, this grantee began the process of
implementing 3 systems. One system for information; one system for written
procedures and one system of monitoring-internal and external. The description
of each systems follows:
Information System:
a. A TQM - or total quality management system was already in place for
grantee staff since June 1994. A total quality management system is a team
building and team maintenance system that assures that the participant has
ownership of each task and/or solution before the TQM group.
b. The Directors meetings are run the same - the roles are assigned for a
less specific time - usually meeting to meeting.
C. A T/TA officer system has been put into place to assure that each DA
T/TA needs are planned for, budgeted for, monitored and provided either by the
DA or the grantee. The system will be in place by 8/1/95. The system is to work
by use of a T/TA needs assessment instrument yearly, in March the results of
which are used in the grantee's T/TA plan in GAP submitted in September and in
developing the supplemental grants. To assure that each training is effective, each
participant must submit an action plan that outlines 3 things that they will change
personally because of the training and three things they will change professionally
because of the training.
d. Staff expectations are one key aspect of an information system and
this grantee staff need to have explicit expectations especially around completing
assignments stated for them. The first were done in March and the second
quarterly evaluations will be completed before the End of the Month of June,
1995.
g. A managment by walking around system for informaiton gathering
was implemented and included regular visits from grantee staff to all DAs and
GOP sites;
QIP narrative ')RA
Page 2
h. Management information system is in the process of being adopted
that is based on ChildPlus. Our first training in the use of ChildPlus as a
management information system was performed on June 8, 1995 and there will be
quarterly reviews
L. Forms are currently under scrutiny for their usefulness and
practicality in light of the Child Plus system.
Written Procedures;
j Pocedures were developed for the Budget change process, the CNA
plan development, collection of the CNA and analysis of the CNA, internal
controls.were implemented for budget management; monitoring procedures and
schedules
K. Some component procedures were also developed; for example
disability services procedures; screening procedures; and some procedures in
place.were eliminated - like use of some forms
L. Devleoping a plan responsive to 1305 - recruitment, attendance, etc.
has started will be completed by 8/95.
Monitoring- internal and external:
M. Regular monitoring has been occurring since February 1995 and will
continue programmatically on a monthly basis and fiscally on a quarterly basis
N. Internal control systems were put into place that have yielded regular
monthly reports regarding in-kind, expenditures and unspent funds.
O. External controls have been occurring through the follow-up on
monitoring visits, through the use of Improvement plans, and by pre-audit system
of paying of demands.
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