HomeMy WebLinkAboutMINUTES - 06061995 - SD12 SD. 12 '
THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order on _June 6, 1995 ,_ by the following vote:
AYES: Supervisors Rogers, Smith, DeSaulnier, Torlakson, Bishop
NOES: None
ABSENT: None
ABSTAIN: None
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SUBJECT: Report on the County's Head Start Program
The Board received a Letter dated May 17 , 1995, from Maria
L. Fort, Program Specialist, Head Start Branch, and Arden
Hamilton, Financial Operations Specialist, U. S. Department of
Health & Human Services, Administration for Children and
Families, Region IX, 50 United Nations Plaza, San Francisco
94105, regarding the on-site monitoring review of the County's
Head Start Program and of corrective actions that need to be
taken.
IT IS BY THE BOARD ORDERED that the aforesaid communication
is REFERRED to the County Administrator and Community Services.
Director.
I HEREBY CERTIFY THAT THIS IS A TRUE AND
CORRECT COPY OF AN ACTION TAKEN AND
ENTERED ON THE MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN .
ATTESTED: _June 6, 1995
Phil Batchelor,Clerk of the Board of
Supervisors and County Administrator
By _ Deputy
cc: County Administrator
Director, CSD
3
s Administration for
°`' DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families
Refer to: [Head Start 09CH03751 Region IX
50 United Nations Plaza
San Francisco, CA 94102
MAY 17 $911. _
RECE1N°E1C.)
Gayle Bishop, Chairman
Board of Supervisors MAY 18 1995
651 Pine Street
Martinez, California 94553 CLERK
BOARD
TRA°coCOSTA O
Dear Supervisor Bishop:
From January 23 to 27, 1995 the Administration for Children and Families (ACF)
conducted an on-site monitoring review of your Head Start program.
On-site program reviews allow ACF, as the responsible funding agency for Head
Start programs, to assure that Head Start grantees deliver the type and scope of
services required by all relevant legislation, regulatory and policy requirements
governing Head Start programs. Through monitoring ACF determines the degree
to which programs are meeting minimum requirements and technical assistance
resources are made available to those programs that do not meet minimum
requirements.
Each component of your program, including those of all four delegate agencies,
was reviewed using the Head Start "On-Site Program Review Instrument"
(OSPRI). The specific findings of our on-site review are attached to this letter,
providing you detailed information on all areas in which your program was not
meeting minimum Head Start requirements. Our report will include:
- Overall Strengths and Weaknesses
- Summary of Deficiencies
- OSPRI Report of Findings
- Summary Table of Non-Compliances
CORRECTIVE ACTIONS REQUIRED
It is our judgement that the number, type and scope of non-compliance items
compromises your. program's ability to provide quality Head Start services. We
have, therefore, identified your program as one with quality deficiencies. The
specific deficiencies are discussed in Attachment II of this package.
Gayle Bishop - Page 2
It is your responsibility to remedy the deficiencies noted in your program. The
Head Start Act requires that all deficiencies identified as part of a monitoring visit
be corrected as soon as possible and no deficiency can remain uncorrected for
longer than one year from the date you receive this letter. In order to correct your
deficiencies, you are required by law to develop a Quality Improvement Plan
(QIP). We also request that you require your delegate agencies to develop a QIP
where indicated, and you must monitor their progress in achieving compliance.
When you submit your documentation of compliance, that of the delegate agencies
must be part of it.
You must develop and submit a QIP, within 30 days of receipt of this letter. It
must specify the deficiencies to be corrected, the actions you will take to correct
them, and the timetable with intermittent bench marks for the complete elimination
of all deficiencies no later than one year from the date of this letter.
We are prepared to assist you in the preparation of your QIP and encourage you
to call your Program Specialist immediately to discuss the QIP and its
development. Our office must approve your QIP within thirty days of its
submission or indicate to you the reasons it cannot be approved.
We are confident that your Head Start program will be brought in compliance even
before the one year limit by eliminating all the deficiencies and non-compliances.
However, in the unlikely event that your program continues to have uncorrected
deficiencies beyond one year from the date of this letter, you will be issued,
consistent with the requirements of the Head Start Act, a letter stating our intent
to terminate your Head Start grant.
In addition to the deficiencies noted in the attached report, you were found out of
compliance on several items, not related to the identified deficiency(ies). These
items are identified in the OSPRI Report attached to this letter. We expect that
all identified non-compliance areas to be corrected as soon as possible and, unless
this office authorizes additional time, within 90 days of the date of receipt of this
letter. When you have corrected the identified areas of non-compliance, please
submit a letter to this office, certifying that the non-compliances have been
corrected. This process is separate from your Quality Improvement Plan and must
be dealt with separately.
We will continue to make technical assistance available to you throughout the
coming months. We will determine in partnership with you a reasonable schedule
of follow up activities including site visits to monitor your progress and validate
your full compliance no later than one year from your receipt of this letter.
. Gayle Bishop - Page 3
As expressed in the report of the Advisory Committee on Head Start Quality and
Expansion, the goal of ACF is to ensure that all Head Start programs provide
quality services to young children and their families. We look forward to
supporting your efforts to reach this goal.
We wish to thank the board, the policy council, the staff, and the parents of your
program for their cooperation and assistance during the review. Please feel free
to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any
questions or concerns you may have.
Sincerely,
Maria L. Fort Arden Hamilton
Program Specialist Financial Operations Specialist
Head Start Branch Office of Financial Operations
Enclosures
cc: Executive Director
Head Start Director
Policy Council Chair
County Administrative Officer
i
a
3
s Administration for
DEPARTMENT OF HEALTH & HUMAN SERVICES Children and Families
Refer to: [Head Start 09CH03751 Region IX
50 United Nations Plaza
San Francisco, CA 94102
MAY 17 f9b:
RECEIVED
Gayle Bishop, Chairman
Board of Supervisors MAY 18 IM
651 Pine Street
Martinez, California 94553 CLERK BOARD OF SUPERVISORS
CONTRA COSTA CO.
Dear Supervisor Bishop:
From January 23 to 27, 1995 the Administration for Children and Families (ACF)
conducted an on-site monitoring review of your Head Start program.
On-site program reviews allow ACF, as the responsible funding agency for Head
Start programs, to assure that Head Start grantees deliver the type and scope of
sorvices required by all relevant legislation, regulatory and policy requirements
governing Head Start programs. Through monitoring ACF determines the degree
to which programs are meeting minimum requirements and technical assistance
resources are made available to those programs that do not meet minimum
requirements.
Each component of your program, including those of all four delegate agencies,
was reviewed using the Head Start "On-Site Program Review Instrument"
(OSPRI). The specific findings of our on-site review are attached to this letter,
providing you detailed information on all areas in which your program was not
meeting minimum Head Start requirements. Our report will include:
- Overall Strengths and Weaknesses
- Summary of Deficiencies
- OSPRI Report of Findings
- Summary Table of Non-Compliances
CORRECTIVE ACTIONS REQUIRED
It is our judgement that the number, type and scope of non-compliance items
compromises your program's ability to provide quality Head Start services. We
have, therefore, identified your program as one with quality deficiencies. The
specific deficiencies are discussed in Attachment II of this package.
Gayle Bishop - Page 2
It is your responsibility to remedy the deficiencies noted in your program. The
Head Start Act requires that all deficiencies identified as part of a monitoring visit
be corrected as soon as possible and no deficiency can remain uncorrected for
longer than one year from the date you receive this letter. In order to correct your
deficiencies, you are required by law to develop a Quality Improvement Plan
(QIP). We also request that you require your delegate agencies to develop a QIP
where indicated, and you must monitor their progress in achieving compliance.
When you submit your documentation of compliance, that of the delegate agencies
must be part of it.
You must develop and submit a QIP, within 30 days of receipt of this letter. It
must specify the deficiencies to be corrected, the actions you will take to correct
them, and the timetable with intermittent bench marks for the complete elimination
of all deficiencies no later than one year from the date of this letter.
We are prepared to assist you in the preparation of your QIP and encourage you
to call your Program Specialist immediately to discuss the QIP and its
development. Our office must approve your QIP within thirty days of its
submission or indicate to you the reasons it cannot be approved.
We are confident that your Head Start program will be brought in compliance even
before the one year limit by eliminating all the deficiencies and non-compliances.
However, in the unlikely event that your program continues to have uncorrected
deficiencies beyond one year from the date of this letter, you will be issued,
consistent with the requirements of the Head Start Act, a letter stating our intent
to terminate your Head Start grant.
In addition to the deficiencies noted in the attached report, you were found out of
compliance on several items, not related to the identified deficiency(ies). These
items are identified in the OSPRI Report attached to this letter. We expect that
all identified non-compliance areas to be corrected as soon as possible and, unless
this office authorizes additional time, within 90 days of the date of receipt of this
letter. When you have corrected the identified areas of non-compliance, please
submit a letter to this office, certifying that the non-compliances have been
corrected. This process is separate from your Quality Improvement Plan and must
be dealt with separately.
We will continue to make technical assistance available to you throughout the
coming months. We will determine in partnership with you a reasonable schedule
of follow up activities including site visits to monitor your progress and validate
your full compliance no later than one year from your receipt of this letter.
Gayle Bishop - Page 3
As expressed in the report of the Advisory Committee on Head Start Quality and
Expansion, the goal of ACF is to ensure that all Head Start programs provide
quality services to young children and their families. We look forward to
supporting your efforts to reach this goal.
We wish to thank the board, the policy council, the staff, and the parents of your
program for their cooperation and assistance during the review. Please feel free
to call Maria Fort, your Program Specialist, at (415)556-7408 regarding any
questions or concerns you may have.
Sincerely,
Maria L. Fort Arden Hamilton
Program Specialist Financial Operations Specialist
Head Start Branch Office of Financial Operations
Enclosures
cc: Executive Director
Head Start Director
Policy Council Chair
County Administrative Officer
FY95 HEAD START
PROGRAM REV/EW REPORT
CONTRA COSTA COUNTY COMMUNITY
SERV/CES DEPARTMENT
HEAD START PROGRAM
Grant No. 09CH0375
651 Pine Street
Martinez, CA 94553
Supervisor Gayle Bishop, Board Chairperson
Mr. Phillip Batchelor, County Administrative Officer
Ms. Joan Sparks, Executive Director
Ms. Daneen Cali, Acting Head Start Director
Ms. Mary Shavies, Policy Council Chairperson
Prepared by the Administration for Children and Families
Maria L. Fort, Team Leader
The on-site review was held on January 23-27, 1995 . All components
were reviewed as follows :
Component Reviewer
Administration: Maria Fort, Team Leader
Norma Johnson
Paulene Graham
Davetta Thibeau
Education, Staffing Linda Flanigan
and Options : Mitchell Kuljis
Health, Mental Health, Ina Dickenson
Nutrition: Mary Soule
Social Services, Arthur McBride
Eligibility--- : Susie Wilson
Parent involvement : Saovaros Diehl
Marina Sanchez
Disabilities : Darlene Wazdenko
Finance and Property: Arden Hamilton
Cameron Snyder
Mary Riley
Betty White
ATTACHMENT I. OVERALL STRENGTHS AND WEAKNESSES
A. Strengths
1 . The provision of health services; both medical and
dental .
2 . Nutrition services .
3 . The grantee' s [County Administrative Officer (CAO) ]
increased oversight of and involvement in the
administration of the Head Start program.
Examples:
1 . Timely completion of health screenings and immunizations.
Proper follow-up of diagnosed conditions.
2. Well prepared, tasty meals that are enjoyed by the
children.
3 . Higher quality administrative response at the grantee
level .
Provision of administrative support to the Head Start
program.
Improved oversight of the delegate agencies.
B. Weaknesses
1 . There are no written planning or monitoring procedures.
2. The grantee-operated program (GOP) is not integrated into
the grantee's administrative structure; it is part of the
grantee, yet it is treated as a delegate agency with
separate sets of component managers at the grantee and at
the grantee-operated program levels.
3 . The personnel administration was weak in the areas of
reference checks, declarations, and prior approval of
staff hiring by the Policy Council .
4 . Documentation of observations, tracking of the children' s
development, of services, and of home visits were
lacking.
5 . Transitioning disabled and other children from Head Start
to Kindergarten was inadequate .
6 . Confidentiality was not properly maintained, as a number
of files were not locked.
Attachment II. SUMMARY OF DEFICIENCIES
Below we have summarized the deficiencies identified during the
review that must be addressed in a Quality Improvement Plan.
A. GRANTEE
1 . Cross-Cutting Deficiencies
a. Inadequate written procedures; # 185, 186, 187
b. Inadequate documentation of services; # 196
C . Inadequate staff and parent training; # 21, 22 , 66,
73 , 107, 108, 127, 137F, 142, 155, 200
d. Insufficient cross-component integration; # 83 , 165,
68, 106
2 . Administration - Non-Compliance with Head Start
Performance Standards (45 CFR Part 1304 . 1, 1301 . 31)
a. Written Procedures (1304 . 1-4)
(1) Planning process; no written planning procedures
that would include the utilization of the
Community Needs Assessment results for
recruitment areas, program options, and component
objectives - #185
(2) No written monitoring procedures (The monitoring
issue was cited in the 1991 on-site review and
has not been corrected #187
(3) No written budgeting procedures
b. Delegate Agency Oversight - inadequate oversight and
monitoring of delegate agencies - #191, 222 , 226
C. Personnel Administration (1301 . 31) - Personnel
Policies need to be revised and up-dated
(1) There are no declaration forms - #193
(2) There are no annual performance evaluations of
staff - #196
(3) There is no record of training in personnel files
- #196
(4) There is no evidence of reference checks - #196
d. Financial Administration
(1) Improper oversight of delegates; no timely action
on budget change requests - #222, 226
(2) Insufficient non-Federal share - #235
(3) No evidence of current certified property
inventory - #256
3 . Mental Health (45 CFR Part 1304 .3-7, 8)
a. Insufficient staff; one part time mental health
professional and two interns to serve the grantee-
operated program and four delegate agencies - #73 , 74,
75, 76, 79
b. There are no planning or preventive activities; no
individualized activities; no evidence of working with
parents; or of integration of mental health activities
with other program components - #81, 83 , 85, 87, 89
3 . Parent Involvement [45 CFR Part 1304 . 5-1, Appendix B to
1304 (The Parents) ]
a. Inadequate and incomplete documentation of home visits
#134 , 147
b. Improper separation of the GOP parent group from the
Policy Council (PC) ; at time usurping the role of the
PC - #137
C . There are written agreements signed by parents to
participate three hours per month as a prerequisite of
enrollment - #138 . Parent participation is
encouraged, but is strictly voluntary and may not be
mandated
d. No financial reports or other relevant information is
provided the Policy Council to ensure informed
decision making - #148
e . There was no prior approval of hiring Head Start
staff . The Policy Council approved new hires within
30 days after they were hired - #137D
4 . Disabilities (45 CFR Part 1308)
a. There are no updated and signed agreements with the
Local Education Agency (LEA) - #156
b. Maintenance of confidentiality is inadequate; some
files were unlocked - #160C
C . Parental consent is at LEA; not available at the
grantee sites - #160D
d. There are no individualized activities based on the
Individual Education Plan (IEP) because teachers don' t
have access to them, as they are kept at the central
office - #162
e . Parents are not assisted in the transition of their
children; proper records are not maintained - #166
B . DELEGATE AGENCIES
1 . Bayo Vista Tiny Tots Nursery School
a. Mental Health
b. Parent Involvement
C . Eligibility, Recruitment, Enrollment
2 . Family Stress Center
a. Mental Health
b. Disabilities
C . Financial/Property Administration
3 . First Baptist Church
a. Mental Health
b. Parent Involvement
. 4 . United Council of Spanish Speaking Organizations
a. Administration
Attachment III. OSPRI REPORT OF FINDINGS
f
05/12/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1
REPORTING FOR FISCAL YEAR 1995
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
DATES OF REVIEW: 01/23/95 TO 01/27/95
EDUCATION
Number of Parents Interviewed: 9 Number of Staff Interviewed: 11
Component Reviewers: Linda Flanigan
EDUCATION COMPONENT STRENGTHS:
Staff was warm and supportice of children. The adult-child and
child-child interactions allow learning to occur in an accepting
and stimulating environment. As a rule of thumb, speech and
language therapy is usually provided in the classroom.
EDUCATION COMPONENT RECOMMENDATIONS:
Ensure that ongoing observations are documented and used in
addition to the assessment information to address children;s
individual needs; more developmentally appropriate program (DAP)
activities are needed.
Item 005 There must be provision for development of intellectual
skills by encouraging children to solve problems, initiate
activities, explore, experiment, question, and gain mastery
through learning by doing. (O, I) [1304. 2 (b) (2) (i) ]
REASON FOR NON-COMPLIANCE
Written lesson plans in the classrooms observed, lacked specific
activities. Pre-cut forms predominated in the classrooms (this is not
developmentally appropriate) . Teacher-directed lessons exceeded other
exploratory/open-ended activities. The children' s work that was
displayed, did not reflect individual needs of chilren.
Item 016 There shall be procedures for ongoing observation,
recording, and evaluation of each child's growth and
development for the purpose of planning activities to suit
individual needs. (R, I) [1304 . 2-2 (d) ]
PAGE EDU-2
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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REASON FOR NON-COMPLIANCE
The files did not contain all required forms. Activities for
individualizing were not identified on lesson plans. There was no system
to indicate that children's individual needs were met through of
individual or small group activities. Nor was there evidence that
children's developmental levels were monitored.
Item 019 There shall be participation in staff and staff-parent
conferences and the making of periodic home visits (no less
than two) by members of the education staff. (R, I)
[1304 .2-2 (e) (4) ]
REASON FOR NON-COMPLIANCE
Parent contact forms were incomplete; these lacked objectives that parents
can work on with the child at home.
Item 021 Parent training in activities that can be used in the home
to reinforce the learning and development of their children
in the center; (2)
REASON FOR NON-COMPLIANCE
Lack of adequate documentation of formal, organized parent training.
Item 022 Parent training in the observation of growth and development
of their children in the home environment and identification
and handling of special developmental needs; (3)
REASON FOR NON-COMPLIANCE
There was no parent training documented in how to observe the growth and
development of their children or in what those special developmental needs
are.
Item 023 Staff and parent training, under a program jointly developed
with all components of the Head Start program, in child
development and behavioral developmental problems of
preschool children; (5)
PAGE EDU-3
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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REASON FOR NON-COMPLIANCE
Only informa and sporadic training occurs in this program; there is no
comprehensive, coordinated, and well-planned training of parents and staff
on cross components.
Item 030 There shall be appropriate and sufficient furniture,
equipment, and materials to meet the needs of the program:
(0) [1304. 2-3 (b) ]
REASON FOR NON-COMPLIANCE
Insufficient blocks/manipulative toys/materials at Nystrom Center.
Item 033 Geared to the age, ability, and developmental needs of the
children; (3)
REASON FOR NON-COMPLIANCE
The materials in the classrooms were not guaged to the developmental needs
of the children.
Item 037 Designed to provide a variety of learning experiences and to
encourage experimentation and exploration. (7)
REASON FOR NON-COMPLIANCE
Prepared and pre-cut forms for pasting did not provide children with
opportunities for experimentation and exploration.
PAGE HEA-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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HEALTH
Number of Parents Interviewed: 2 Number of Staff Interviewed: 18
Component Reviewers: Ina Dickenson
HEALTH COMPONENT STRENGTHS:
The health component staff is new. They are very dedicated and
have been working very hard to complete all the screenings
within the 45 day requirement. They are now working to insure
that follow-up is complete.
HEALTH COMPONENT RECOMMENDATIONS:
The staff has received very little training. There is no
organized health education program for staff, parents, or
children. The grantee needs to provide assistace in setting up
needed health education programs
Item 066 Parents are encouraged to become involved in the health care
process relating to their child. (2) (0, I,R)
REASON FOR NON-COMPLIANCE
No documentation that parents receive education on preventive practices or
other health matters.
Item 067 Staff are taught and parents are provided the opportunity to
learn the principles of preventive health, emergency
first-aid measures, and safety practices. (3)
REASON FOR NON-COMPLIANCE
There is no organized health education plan for staff or for families.
Item 068 Health education is integrated into ongoing classroom and
other program activities. (4)
PAGE HEA-2
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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REASON FOR NON-COMPLIANCE
While health education occurs sporadically in classrooms, there is no
organized health education curriculum being used that is integrated into
the education component.
PAGE MEN-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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MENTAL HEALTH
--------------
Number of Parents Interviewed: 2 Number of Staff Interviewed: 4
Component Reviewers: Ina Dickenson
MENTAL HEALTH COMPONENT STRENGTHS:
The agency is working on a plan to have a mental health intern
available to all classrooms. This intern will work under the
supervision of a mental health professional who is under
contract to the grantee.
MENTAL HEALTH COMPONENT RECOMMENDATIONS:
Currently the only services provided in mental health are crisis
interventions. A mental health professional needs to be
available to provide all services required in the mental health
component.
Item 073 Assist in planning mental health program; (1)
REASON FOR NON-COMPLIANCE
Plans for providing five interns to the program have not materialized.
Two interns are currently working; none assigned to the grantee-operated
program. There is no documentation of staff training, class observation
of children, parent training, or evidence that a mental health profesional
assisted in planning the program or in assessing the children.
Item 074 Staff training; (2)
REASON FOR NON-COMPLIANCE
Same as #73
Item 075 Observing children and consulting with staff; (3)
REASON FOR NON-COMPLIANCE
Same as #73
PAGE MEN-2
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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Item 076 Advise and assist in development screening and assessment;
(4)
REASON FOR NON-COMPLIANCE
Same as #73
Item 077 Special help for children with atypical behavior; (5)
REASON FOR NON-COMPLIANCE
No documentation that help was provided to children with atypical
behavior.
Item 079 Orient and work with parents; (7)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 081 Attention to pertinent medical and family history of each
child so that mental health services can be made readily
available when needed; (1)
REASON FOR NON-COMPLIANCE
No documentation of assessments or observations done by a mental health
professional to identify children with potential problems.
Item 083 Coordination with the education services component to
provide a program keyed to individual development levels;
(3)
REASON FOR NON-COMPLIANCE
No documentation that mental health services are coordinated with
education. No mental health curriculum is used. There is no
documentation of individualization in lesson plans.
Item 085 Regular group meetings of parents and program staff; (5)
REASON FOR NON-COMPLIANCE
No documentation of any group meetings of parents and program staff.
PAGE MEN-3
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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Item 086 Parental consent for special mental health services; (6)
REASON FOR NON-COMPLIANCE
No consent recorded.
Item 087 Opportunity for parents to obtain individual assistance; (7)
REASON FOR NON-COMPLIANCE
Unable to find documentation of parents receiving any individual
assistance.
Item 088 Active involvement of parents in planning and implementing
the individual mental health needs of their children. (8)
REASON FOR NON-COMPLIANCE
No documentation of the involvement of parents in meeting the mental
health needs of their children.
PAGE NUT-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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NUTRITION
Number of Parents Interviewed: 1 Number of Staff Interviewed: 7
Component Reviewers: Ina Dickenson
NUTRITION COMPONENT STRENGTHS:
Food is prepared in a central kitchen. The food meets all
requirements and is enjoyed by the children. The component
staff consists of a part-time nutritionist and a part-time Food
Service Manager. The nutritionist has been working extensively
to develop a system for assesing children and providing
follow-up counseling for families and staff. She has also been
providing training and assistance to delegate agencies.
NUTRITION COMPONENT RECOMMENDATIONS:
There is no organized nutrition education program for children,
parents, or staff. The nutritionist position needs to be
increased to full time so she can assist in developing this
curriculum, as well as be available to the delegate agencies for
menu planning and approval, for follow-up counseling to
families, and for staff and parent training.
Item 106 Children participate in learning activities planned to
effect the selection and enjoyment of nutritious food. (2)
REASON FOR NON-COMPLIANCE
Children receive nutrition education on a sporadic basis. This is not
coordinated with the education program, nor is it reflected in the lesson
plans.
Item 107 Families receive education in the selection and preparation
of foods to meet family needs, guidance in home and money
management, and help in consumer education. (3)
REASON FOR NON-COMPLIANCE
There is no documentation of program-wide training for parents in
nutrition, food selection or preparation to meet their families' needs.
PAGE NUT-2
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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Item 108 All staff receive education in principles of nutrition and
their application to child development and family health, as
well as in ways to create a good physical, social, and
emotional environment. (4)
REASON FOR NON-COMPLIANCE
There is no documentation of program-wide training for class staff in the
principles of nutrition and its application to child development and
family health.
PAGE SOC-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
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SOCIAL SERVICES
----------------
Number of Parents Interviewed: 6 Number of Staff Interviewed: 12
Component Reviewers: Art McBride
SOCIAL SERVICES COMPONENT STRENGTHS:
- A diverse staff with the ability to communicate with all
families in their native language. A staff who want to
provide quality services to children and families; who are
experienced; and who understand how Head Start functions.
- There is transportation (though limited) for children and
parents.
- There is some very good and productive social work being done,
especially in one-on-one situations.
SOCIAL SERVICES COMPONENT RECOMMENDATIONS:
Even though there are no out of compliance issues, there are
areas of marginal compliance. To correct these, here are some
recommendations.
1. Add a case narrative to the files which individualizes
children/families and tracks activities and services.
2 . Ten percent of the files were missing family needs
assessments (FNA) ; another 40 percent of the FNAs do not
appear to have been reviewed by the staff after being
completed by the parents. - A social services staff member
should complete and/or review each FNA with the parents
and/or family.
3 . Use the family action plan (FAP) as a living document and
only indicate a service or family need as completed/met when
the family reports it completed/met. Each new identified
need should be added to the FAP with a plan of action as they
are identified throughout the program year.
- Fifty percent of the files reviewed either did not have
FAPs or the FAP did not reflect the identified need.
- Five percent of FAPs indicated follow-up after referral.
- Five percent of the FAPs had entries of identified needs
after the initial entries.
4 . Insure that emergency information is in all files; 40 percent
of files had no emergency information about the child.
5. Provide ongoing and relevant training for the social service
staff in a timely manner.
6. Obtain appropriate locking file cabinaets which are in good
PAGE SOC-2
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DELEGATE: 000
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repair for the children/family files at Brookside.
Item 123 There shall be follow-up to assure delivery of needed
assistance. (R, I) [1304 .4-2 (a) (6) ]
REASON FOR NON-COMPLIANCE
There is inadequate follow-up to determine if services were received,
whether they were appropriate or new and/or whether additional referrals
were needed.
Item 127 Helping Head Start parent groups work with other
neighborhood and community groups with similar concerns; (1)
REASON FOR NON-COMPLIANCE
There is no indication that parent groups receive training or other
substantive help in working with other neighborhood or community groups.
PAGE PAR-1
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DELEGATE: 000
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PARENT INVOLVEMENT
------------------
Number of Parents Interviewed: 9 Number of Staff Interviewed: 12
Component Reviewers: Savarose Diehl
PARENT INVOLVEMENT COMPONENT STRENGTHS:
The staff fully embrace the essence of parent participation and
continuously cultivate its presence. The structure of parent
groups affords parents of all centers to participate in various
decision making activities that impact their program. The
centers observed were conducive to both child and parent
activities. The availability of on-site of meeting rooms, child
care, transportation, and child care re-imbursement greatly aid
the agency in obtaining parent participation.
PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS:
- To ensure informed parent decisions about program operation,
provide ongoing training that is specific to the task at hand.
- To help families become self-sufficient, develop training
plans to "move them upward and out. "
- To promote two-way communication with families, develop a
newsletter of the events at the various centers.
- Assess whether fundraising activities such as candy/cake sales
are in conflict with the nutritional and dental health goals
of Head Start.
- Review policies that affect parents, especially those
pertaining to agreements calling for minimum time commitment
by the parents as a condition of enrollment, and the
suspension clauses.
Item 134 Working with their children in their own home in connection
with the staff of the center.
REASON FOR NON-COMPLIANCE
Home visits were sporadic, and often when documented on the "Parent
Contact Form, " the nature, content or purpose of the visit was not
indicated.
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Item 137 The process of making decisions about the nature and
operation of the Head Start program.
REASON FOR NON-COMPLIANCE
There is a lack of clarity of the respective roles of the Policy Council
and the Local Parent Group of the grantee-operated program. The Local
Parent Group engages in making program and personnel decisions that are
the purview of the Policy Council, and then the Policy Council merely act
as a rubber stamp. At the same time, the Policy Council which is the
grantee's decision-making entity, is deprived of its role as it relates to
to the grantee-operated program.
Item 138 Participation of Head Start parents is voluntary and not
required as a condition of the child's enrollment. [1304. 5-2
(b) ]
REASON FOR NON-COMPLIANCE
Seven of 20 files included "Parent Agreements" signed by parents which
requires a minimum of three hours per month of participation as a
pre-requisite for enrollment.
Item 142 Health, mental health, dental, and nutritional education;
(d)
REASON FOR NON-COMPLIANCE
Although an array of pamphlets are available for families which mau
address those topics, specific training on these component topics are not
offerred to families. Agency staff have requested training and technical
assistance from the central office and are awaiting response/action.
Item 146 Parent training/orientation is provided on need to prevent
child abuse and neglect and to provide protection for abused
and neglected children. [N-30-356-1-30] [See Ad #201]
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REASON FOR NON-COMPLIANCE
Staff are trained after they are hired. However, parents ' orientation
consists of their signed acknowledgement of receipt of the agency's "Child
Abuse Reporting Policies. " Conflicting documentation exists regarding the
12/16/94 Videos (Child Abuse Prevention Training) . The sign-in sheet does
not reflect "parents" attendance and the flyer indicares a Violence
Prevention Training, not a combination of both. Of the 358 families only
five parents indicated they received training in this area.
Item 147 There shall be regular two-way communication between staff
and parents, which provides information about: the program
and its services; program activities for the children; the
policy groups; and resources. [1304 . 5-4 (a) ] [See Ad #188C]
(R)
REASON FOR NON-COMPLIANCE
No newsletter is available for families; the agency is currently
researching the development of one. Again, documentation does not
indicate whether home visits occur and their nature/content.
Item 148 Information is provided to policy groups to enable them to
make informed decisions, share professional expertise, and
receive staff support. At a minimum, information will
include:
REASON FOR NON-COMPLIANCE
The central office does not provide the grantee-operated program with
monthly expenditures or financial statements; therefore the director is
unable to provide such information to the local parent group.
Item 152 Technical and other support needed is provided to enable
parents and area residents to secure, on their own behalf,
available assistance from public and private sources. (3)
REASON FOR NON-COMPLIANCE
No formal or systematic support is provided parents to help them advocate
for themselves in securing available public /private assistance to meet
their needs.
PAGE DIS-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
----=------------------------=-------------------------------------------------
DISABILITIES SERVICES
---------------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 9
Component Reviewers: Darlene Wezdenko
DISABILITIES SERVICES COMPONENT STRENGTHS:
The agency has an outstanding includion project with the local
education agency (LEA) . There is adequate staff in this project
to make it work with more severe disabilities. Ther is good
working relationship with the LEA; they provide the needed
services, including transportation. There is also joint
training in areas such as sign language. The instruction staff
is positive and willing to learn about and to accept children
with disabilities. Many are taking classes on their own on
disabilities.
DISABILITIES SERVICES COMPONENT RECOMMENDATIONS:
- Interagency agreements with LEAs need to be in writing and
must be signed.
- The agency needs to obtain technical assistance to organize
its Disabilities component and tracking system.
- Individual Education Plans (IEP) be on file at the location
where the children are, so that staff can plan activities
for them.
- Design a transition plan and keep documentation for those
children and their parents who are going to public schools.
Item 155 Resources to implement the disabilities services plan are
adequate: [1308.4 (n-o) ]
REASON FOR NON-COMPLIANCE
An entrance gate at a delegate site is not wheelchair accessible.
Training for staff and parents of children with disabilities is not
documented.
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Item 156 Efforts to work with LEAs and other agencies within the
grantee's service areas serving children with disabilities
are accomplished through interagency agreements. [1308.4 (1) ]
REASON FOR NON-COMPLIANCE
The agreements have not been updated and signed since 1992 .
Item 160 The disabilities coordinator arranges for formal evaluation
of children identified as possibly having a disability
[1308 . 6 (e) ]
REASON FOR NON-COMPLIANCE
C - Files were unlocked.
D - Parental consents to evaluations are not in files; they are obtained
at the LEA where they are filed.
Item 162 Special education and related services as described in the
IEP are provided as soon as possible after the IEP meeting.
[1308. 19 (1) ]
REASON FOR NON-COMPLIANCE
Activities for children with disabilities are not planned based on their
Individual Education Plans (IEP) . Teachers do not have access to the IEPs
as they are located in the central office instead (even copies) of at the
program sites.
Item 164 Vigorous efforts to involve parents in the IEP process were
made. [1308 . 19 (j) ]
REASON FOR NON-COMPLIANCE
Record of parent notification are not in the files.
Item 165 The disabilities coordinator works closely with other Head
Start staff to ensure that the special needs of each child
with disabilities are met. [1308 . 18, 1308 .20, 1308.4]
REASON FOR NON-COMPLIANCE
There is very little inter-component collaboration documented.
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DELEGATE: 000
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Item 166 The program supports the transition process for children
with disabilities who are entering and leaving Head
Start. (1308.4 (g) , (1) )
REASON FOR NON-COMPLIANCE
Records are not maintained that would be of assistance to parents in
transitioning their children from Head Start to the public schools.
PAGE ELI-1
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DELEGATE: 000
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ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE
---------------------------------------------------------------
Number of Parents Interviewed: 6 Number of Staff Interviewed: 12
Component Reviewers: Art McBride
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS:
- The staff is diverse and able to communicate with families
from all segments of the Head Start population.
- The staff is dedicated to providing quality services to
families.
- There is transportation available for children and parents
(even though limited) . There is very good one-on-one social
work being done.
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS
Even though there are no areas out of compliance, some are
marginal. To strengrhen the marginal areas here are some
recommendations:
1. Include a case narrative that individualizes the children and
families
2. An attempt to recruit more four-year old children so they
will have the year of Head Start prior to entering public
school.
3 . Do not re-verify income for returning children, nor keep
copies of income documents in the files.
PAGE ADM-1
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DELEGATE: 000
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ADMINISTRATION
--------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 12
Component Reviewers: Maria Fort
Pauline Graham
Davetta Thibeau
ADMINISTRATION COMPONENT STRENGTHS:
Support of the County Administrator; commitment to the program.
Most staff is supportive and is dedicated to the program.
ADMINISTRATION COMPONENT RECOMMENDATIONS:
Develop planning and monitoring procedures.
Update the Operating Procedures Manual and written Personnel
Policies.
Clarify the status of the grantee-operated program within the
organization.
Revise organizational structure.
Improve grantee-delegate relations and institutionalize proper
monitoring and oversight of the delegates.
Provide parents and staff with appropriate training
opportunities.
Make sure that parents have adequate training on child abuse and
its prevention.
Item 182 Information from the community needs assessment has been
used to:
REASON FOR NON-COMPLIANCE
The CNA has not been adequately utilized as a basis of the grantee's
philosophy, program design or to determine recruitment/enrollment
priorities.
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Item 185 The grantee should have and should implement a written
procedure for program planning which is approved by the
Board and the Policy Council and which includes a process
for formulation of component objectives with adequate time
for review of final objectives, including timetables and
budgets. (R, I)
REASON FOR NON-COMPLIANCE
Grantee does not have a written program planning process.
Item 186 The grantee should have and should implement a written
procedure for developing, reviewing, and revising budgets
and work plans based on identified objectives. (R)
REASON FOR NON-COMPLIANCE
Grantee does not have written procedures that govern all aspect of the
budget process.
Item 187 The grantee has and implements a written procedure which
describes an ongoing monitoring process that assures
specific program objectives and activities are completed in
a timely manner. (R, I)
REASON FOR NON-COMPLIANCE
Grantee does not have written monitoring procedures.
Item 188 Each program should establish and maintain an internal
communication system, including the following:
REASON FOR NON-COMPLIANCE
Grantee's internal communication as well as record keeping is fragmented
and inconsistent.
Item 191 Grantee has an internal monitoring procedure for delegate
program operations which: (R, I)
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REASON FOR NON-COMPLIANCE
Grantee does not have adequate monitoring or oversight of its delegate
agencies.
Item 194 Head Start agencies shall establish personnel policies and
procedures. (R)
REASON FOR NON-COMPLIANCE
- Declaration forms not available.
- Staff could not locate most recent (2/94) wage comparability study.
- Policy governing overtime is too broad.
- Promotion plan lacking.
Item 196 A file and records system shall be maintained to include
official documents for each staff member, related to:
qualifications for appointment or promotion; periodic pay
increases; records of continued training or education;
official recognition; performance evaluation; and adverse
action. The system must protect the confidentiality of
personnel records.
REASON FOR NON-COMPLIANCE
The employees' personnel files lacked training records, performance
evaluations, signed declaration forms, and evidence of reference checks
and documentation of the initial medical exam.
Item 200 The Head Start director has designated a staff member who
has responsibility for:
REASON FOR NON-COMPLIANCE
B. Parents did not receive orientation on child abuse prevention; they are
only given a pamphlet on child abuse reporting when they register their
child for Head Start.
PAGE STA-1
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES DEPT.
DELEGATE: 000
-----------------------------------------=-------------------------------------
STAFFING REQUIREMENTS AND PROGRAM OPTIONS
------------------------------------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 2
Component Reviewers: Linda Flanigan
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS:
Diligent efforts are being made to accomplish the new quality
teaching requirements.
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS:
Develop written procedures to assure that minimum staff
qualification requirements are met, and identify and communicate
consequences of not meeting these. Letters of agreement be
developed indicating when and how these requirements will be
accomplished.
Item 201 The grantee provides adequate supervision of its staff.
[1306.20 (a) ]
REASON FOR NON-COMPLIANCE
No documentation was found indicating that staff had annual evaluations.
Item 202 The grantee has employed adequate staff for the program
option(s) operated:
REASON FOR NON-COMPLIANCE
One teacher position remains unfilled; one teacher works at two sites, one
AM and one PM class.
Item 205 The grantee has developed and implemented a system to
actively recruit, train, and utilize volunteers in the
program to the fullest extent possible. [1306.22 (a) ]
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REASON FOR NON-COMPLIANCE
Insufficient documentation to indicate that there is a training program
for volunteers. Records in several classrooms indicated multiple dates
when there were no volunteers (Hilltop, Davis Park, and Nystrom. There is
also insufficient documentation to support efforts/strategies for parents
to participate/volunteer in all components/aspects of the program.
Item 206 Special efforts are made to have volunteer participation,
especially parents, in the classroom and during group
socialization activities. [1306.22 (b) ] [1306. 20 (b) (d) ]
REASON FOR NON-COMPLIANCE
Insufficient evidence to indicate that special efforts are made to get
parents volunteer/participate in the classroom.
Item 215 Regardless of program option, the grantee has plans to make
up classes or home visits that were canceled by the grantee
or program staff, when this is necessary to meet minimum
days of service requirements. [1306. 32 (b) (4) ,
1306. 34 (a) (4) , 1306. 33 (a) (3) , and 1306. 34 (a) (4) ]
REASON FOR NON-COMPLIANCE
No written plans available for making up cancelled classes in order to
fulfill the minimum service requirements.
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DELEGATE: 000
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ACCOUNTING
Number of Parents Interviewed: 0 Number of Staff Interviewed: 6
Component Reviewers: Arden Hamilton
ACCOUNTING COMPONENT STRENGTHS:
The Head Start Accountant is very conscientious in fulfilling
her responsibilities and providing fiscal guidance to the
program.
ACCOUNTING COMPONENT RECOMMENDATIONS:
Because of the changes in staff responsibility for financial
management, it is essential that the Head Start Accountant be
provided with all appropriate documents related to the grant and
be given appropriate authority to allow her to perform her
financial management responsibilities and provide effective
control and advice to Head Start managers.
It is recommended that the grantee review the delegate agency
contracts to assess the appropriateness of the extremely
restrictive language regarding budget changes and the affect the
restrictions are having on the Delegate's ability to dynamically
administer the program. The requirements should be appropriate
to the type of organization (private, non-profit principles)
operating the program and realistic in terms of the grantee's
ability to review and respond timely to the actions required by
the delegates.
It is also recommended that the grantee's process for issuing
amendments to delegate contracts be reviewed to ensure timely
issuance.
The grantee's methodology for issuing cash to the delegate
agencies is another area recommended for review. Cash made
available to the delegates should be based on carefully
projected cash needs, determined monthly by the delegates and
adjusted for cash on hand.
Item 219 Written procedures are in place to determine the
allowability, allocability and reasonableness of costs.
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DELEGATE: 000
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REASON FOR NON-COMPLIANCE
The Community Services Department does not have written procedures in
place for the Head Start Program to determine the alowability,
allocability, and reasonableness of costs. There is no formal cost
allocation plan to support the distribution of joint costs reated to the
Head Start Program.
Item 221 There is a system in place for providing cost data on a
timely basis to financial and program managers as a
management aid in the administration of their programs.
REASON FOR NON-COMPLIANCE
The system in place does not help keep expenses within the budget. Actual
expenditures under P.A. 20 for training provided by the County Training
Institute exceeded budgeted costs. There was no explanation available for
the overexpenditure nor evidence that the situation was being addressed.
Detail on the approved budget compared to actual expenditures must be
provided to management and the PPC so costs can be monitored and adjusted
appropriately.
The system in place does not provide cost data in a timely manner to
financial and program managers:
1. The expense data from the County Finance system is received about
mid-month but must be reconciled to the cost categories in the grant award
which is very time consuming.
2 . Financial reports from the dele7ate agencies are due by the 20th of
the month. This information must be incorporated into the consolidated
report which requires additional time.
3 . The Policy Council meeting, at which the report should be presented,
is scheduled for the 3rd Thursday of the month. Financial data can not be
prepared in time based on the current system.
Even adding an Account Clerk (new position in the 1995 grant application)
may not solve the problem due to the timing of availability of the
financial data.
The monthly Budget Versus Actual report is incomplete because it does not
include the non-Federal share. (The Head Start Accountant is pursuing
in-house software to capture encumbrances to include in the report to make
it more useful. )
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DELEGATE: 000
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Item 222 Requests for change which require prior grantor agency
approval were submitted to the ACF grants officer for
approval prior to making such changes.
REASON FOR NON-COMPLIANCE
Delegate agencies submitted requests for budget revisions that were not
reviewed in a timely manner. Some changes were approved verbally by the
Program Manager but not confirmed in writing.
Item 226 Previous audit deficiencies have been addressed and
corrective actions have been implemented.
REASON FOR NON-COMPLIANCE
During the review, documentation addressing audit findings for delegate
agencies could not be located. (All findings were management findings,
there were no dollar amounts questioned. ) Fiscal Monitoring Reports for
the delegate agencies have not been shared with the delegates or
followed-up by the grantee.
Item 235 The required non-Federal matching funds were provided.
REASON FOR NON-COMPLIANCE
A review of the non-Federal share documentation available at the time of
the review for FY 94 showed the non-Federal share was short by over
$300, 000 for the amount of expenditures incurred. Documentation is not
generated or submitted to the fiscal office in a timely manner. The
non-Federal share is not included in the monthly Budget vs. Actual report
for monitoring purposes.
Item 238 Services of volunteers were accounted for properly.
REASON FOR NON-COMPLIANCE
The time for the Executive Director and Administrative Officer is based on
budgeted time, not actual time worked.
Item 241 If the grantee is using occupancy costs as non-Federal
share, values are calculated appropriately.
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DELEGATE: 000
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REASON FOR NON-COMPLIANCE
Although the grantee intends to use occupancy costs as non-Federal share,
the documentation to support the claim has not been completed. It was not
available for review.
ITEM 244 The grantee earned interest on Federal funds.
GENERAL COMMENTS
The County requests reimbursement for actual expenditures.
ITEM 245 The grantee has a system in place to return interest
earnings to the Federal government.
GENERAL COMMENTS
Same comment as Item 244 .
Item 247 Budgeted food costs (USDA and non-USDA) compared reasonably
with the actual food costs recorded in the grantee financial
accounting records.
REASON FOR NON-COMPLIANCE
1994 figures were- not complete at the time of the review.
Item 256 Grantees' property management standards for nonexpendable
personal property shall include the following procedural
requirements:
REASON FOR NON-COMPLIANCE
Since the listing for equipment purchased during the year and the
associated identification tags are received only at year-end through the
County's financial system, a current inventory with ID tags is not in
lace. The required information is on the County listing but the listing
is issued only once a year and it is not complete. A Modular building
purchased with Head Start funds is not on the inventory listing. There is
a need for further identification for specific site location (ie: indicate
which center location, Morello site) . During the review evidence of an
annual inventory certified to the County Auditor Controller's Office could
not be located.
05/10/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1
REPORTING FOR FISCAL YEAR 1995
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL
DATES OF REVIEW: 01/23/95 TO 01/27/95
EDUCATION
Number of Parents Interviewed: 2 Number of Staff Interviewed: 12
Component Reviewers: Ina Dickenson
EDUCATION COMPONENT STRENGTHS:
Dedicated staff was warm and supportive of children. The
adult-child and child-child interactions allow learning to occur
in accepting and stimulating environments. Speech and language
therapy is provided in the classroom.
EDUCATION COMPONENT RECOMMENDATIONS:
Ensure that ongoing observations are documented and used (in
addition to assessment information) to address children's
individual needs; additional developmentally appropriate
activities are needed.
Item 005 There must be provision for development of intellectual
skills by encouraging children to solve problems, initiate
activities, explore, experiment, question, and gain mastery
through learning by doing. (O, I) [1304 . 2 (b) (2) (i) ]
REASON FOR NON-COMPLIANCE
Written lesson plans in all the classrooms visited did not contain
specific activities; pre-cut forms predominated in the classrooms (this is
not developmentally appropriate) . Teacher-directed lessons appeared to
exceed other exploratory/open-ended activities.
The majority of thechildren's work that was displayed, focused on
"crafts"; did not demonstrate individual needs of children.
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Item 016 There shall be procedures for ongoing observation,
recording, and evaluation of each child's growth and
development for the purpose of planning activities to suit
individual needs. (R, I) [1304 .2-2 (d) ]
REASON FOR NON-COMPLIANCE
All identified forms were not included in files; activities for
individualizing were not in all the files nor were they identified on
lesson plans. No system wasin evidence to indicate planning for
children's needs; individually or for small group interactions.
Observation of children's developmental levels were also lacking.
Item 019 There shall be participation in staff and staff-parent
conferences and the making of periodic home visits (no less
than two) by members of the education staff. (R, I)
[1304 .2-2 (e) (4) ]
REASON FOR NON-COMPLIANCE
Parent contact forms were not complete; should include objectives that
parents can work on with child at home.
Item 021 Parent training in activities that can be used in the home
to reinforce the learning and development of their children
in the center; (2)
REASON FOR NON-COMPLIANCE
Insufficient documentation of a formal, organized parent training program
that is available at the delegate agency level.
Item 022 Parent training in the observation of growth and development
of their children in the home environment and identification
and handling of special developmental needs; (3)
REASON FOR NON-COMPLIANCE
No evidence that adequate parent training takes place in the areas of
growth and development or in the handling of developmental needs.
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DELEGATE: 003 BAYO VISTA TINY TOTS. NURSERY SCHOOL
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Item 023 Staff and parent training, under a program jointly developed
with all components of the Head Start program, in child
development and behavioral developmental problems of
preschool children; (5)
REASON FOR NON-COMPLIANCE
Same as #21 and #22
Item 030 There shall be appropriate and sufficient furniture,
equipment, and materials to 'meet the needs of the program:
(0) [1304 . 2-3 (b) ]
REASON FOR NON-COMPLIANCE
Insufficient materials "A" through "C" and "E" at Garrettson.
Item 037 Designed to provide a variety of learning experiences and to
encourage experimentation and exploration. (7)
REASON FOR NON-COMPLIANCE
Materials in activities relied heavily on pre-cut forms (pasting) in the
majority of classes observed and in the children's work/materials that
were displayed.
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DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL
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HEALTH
Number of Parents Interviewed: 2 Number of Staff Interviewed: 12
Component Reviewers: Ina Dickenson
HEALTH COMPONENT STRENGTHS:
Although the health staff. is new, they are caring and competent.
They have been working on systems to insure follow-up.
All screenings have been completed within the 45 day
requirement.
HEALTH COMPONENT RECOMMENDATIONS:
An organized program that insures health education for staff,
parents and children needs to be developed.
Item 066 Parents are encouraged to become involved in the health care
process relating to their child. (2) (0, I,R)
REASON FOR NON-COMPLIANCE
No documentation that parents are provided training on preventative health
practices, emergency first aid measures, or safety practices.
Item 067 Staff are taught and parents are provided the opportunity to
learn the principles of preventive health, emergency
first-aid measures, and safety practices. (3)
REASON FOR NON-COMPLIANCE
- No documentation that parents are provided training on preventative
health practices, emergency first aid measures or safety practices.
- Staff has been provided training in emergency first aid and safety
practices; however, parents were required to pay for some training.
Item 068 Health education is integrated into ongoing classroom and
other program activities. (4)
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REASON FOR NON-COMPLIANCE
Health education in classrooms is sporadic. However, there is no health
education curriculum used nor are lesson plans documented.
PAGE MEN-1
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DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL
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MENTAL HEALTH
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 3
Component Reviewers: Ina Dickenson
MENTAL HEALTH COMPONENT STRENGTHS:
The agency has had the services of an intern, supervised by a
mental health professional.
They have also received services from their local school
district.
MENTAL HEALTH COMPONENT RECOMMENDATIONS:
While a professional has been available for crisis intervention,
no classroom observations have occurred, nor has there been any
staff or parent training. The mental health component .needs to
be coordinated and supervised at the grantee level to assure
that services are delivered on a timely basis.
Item 073 Assist in planning mental health program; (1)
REASON FOR NON-COMPLIANCE
No documentation that services have been provided this year. The
professional interviewed stated that she was not able to provide all
services.
Item 074 Staff training; (2)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 075 Observing children and consulting with staff; (3)
REASON FOR NON-COMPLIANCE
Same as #73
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Item 076 Advise and assist in development screening and assessment;
(4)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 079 Orient and work with parents; (7)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 083 Coordination with the education services component to
provide a program keyed to individual development levels;
(3)
REASON FOR NON-COMPLIANCE
No documentation of services being coordinated with education.
No mental health curriculum being used in classroom.
No documentation in lesson plans of individualized plans.
Item 085 Regular group meetings of parents and program staff; (5)
REASON FOR NON-COMPLIANCE
The mental health professional stated in the interview that no group
meetings were held for parents by the mental health consultant this year.
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NUTRITION
Number of Parents Interviewed: 3 Number of Staff Interviewed: 12
Component Reviewers: Ina Dickenson
NUTRITION COMPONENT STRENGTHS:
Food is prepared on site. The agency participates in the
S.H.A.P.E. program. The food is tasty, met all requirements and
was enjoyed by the children. The nutrition component staff are
in the process of completing nutritional assessments on all
children. The nutritionist from G.O.P. assists in menu planning
and follow-up.
NUTRITION COMPONENT RECOMMENDATIONS:
There currently is no organized nutritional education curriculum
that is made available to staff or parents. Children receive
some nutrition education in their classrooms. However, no
program wide curriculum is used nor is there staff training in
its implementation. Coordination needs to happen between the
education, parent involvement and nutrition components to insure
that nutritional education is available to staff, parents, as
well as to children.
Item 106 Children participate in learning activities planned to
effect the selection and enjoyment of nutritious food. (2)
REASON FOR NON-COMPLIANCE
Sporadic education occurs for children. However, this is not coordinated
with the education component, nor is it reflected in the lesson plans.
Item 107 Families receive education in the selection and preparation
of foods to meet family needs, guidance in home and money
management, and help in consumer education. (3)
REASON FOR NON-COMPLIANCE
No documentation that families or all staff receive nutrition education.
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Item 108 All staff receive education in principles of nutrition and
their application to child development and family health, as
well as in ways to create a good physical, social, and
emotional environment. (4)
REASON FOR NON-COMPLIANCE
No documentation that families or all staff receive nutrition education.
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SOCIAL SERVICES
----------------
Number of Parents Interviewed: 5 Number of Staff Interviewed: 6
Component Reviewers: Art McBride
SOCIAL SERVICES COMPONENT STRENGTHS:
The staff wants to do a good job. Families trust the staff and
turn to them for assistance. There are some good one-on-one
services being performed.
SOCIAL SERVICES COMPONENT RECOMMENDATIONS:
Although there is only one area marked out of compliance, many
areas are marginal. To correct the marginal areas, we
recommend:
1. Staff training - the current family service aides do not
have formal training, but need training in many aspects of
social services (e.g. counseling needs, drug and alcohol
abuse, family dynamics, and community resources, etc. ) .
2 . Increase the time and/or number of staff. The current
caseloads of 75 families per worker and a 30 hour work
weeks do not allow for quality (note: they are in the
process of hiring two additional staff) .
3 . The recording of information requires the addition of
an ongoing narrative which shows individualizaiton and
services;
a) . The family action plan (FAP) does not appear to be a
living document as 90 percent show no services after
the initial completion of the form;
b) . The majority listed the same standardized services
(referral and/or information) for all families; and
30 percent did not show a plan to address service or
information requests on the family needs assessment
(FNA) .
4. Develop a waiting list and priorities for selection with the
Policy Committee and integrate it into the enrollment .
process.
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5. Develop and implement methods of targeted recruitment to
insure full enrollment at all sites.
Item 123 There shall be follow-up to assure delivery of needed
assistance. (R, I) [1304.4-2 (a) (6) ]
REASON FOR NON-COMPLIANCE
There is no record of follow-up on referrals to determine if the families
received services or if services were adequate.
Item 127 Helping Head Start parent groups work with other
neighborhood and community groups with similar concerns; (1)
REASON FOR NON-COMPLIANCE
No evidence of assistance for parents working on common problems/ needs
outside Head Start nor of staff encouragement or assistance.
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PARENT INVOLVEMENT
------------------
Number of Parents Interviewed: 9 Number of Staff Interviewed: it
Component Reviewers: Rose Diehl
PARENT INVOLVEMENT COMPONENT STRENGTHS:
The current staffing structure along with the proposed additon
of the FSC and Assistant will lend support to the implementation
of parent involvement related activities. All staff have both a
commitment and understanding of the essence of parent
involvement as evidenced by the cross component integration of
coordinators. The present PC Chairperson brings forth knowledge
of the roles and responsibilities of parent representatives
which has served as a basis for training future members.
PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS:
- The current plan for Parent Involvement needs to include the
agency's strategy for implementing the I-30.2, and must
include parental involvement in its development.
- To insure parents' participation in the decision making
process about the nature and operation of the program, provide
on-going training specific to the task at hand.
- The community/parent grievances policy and procedures should
be provided to all parents or should be placed in the parent
handbook or in addition to being part of the Personnel Po
Policies. Furthermore, clarification is needed on whether the
1984 or 1992 policies are utilized.
- To provide parents self-enhancement opportunities, parent
training needs must be assessed, a taining plan developed and
implemented to address those needs. Also insure that training
is provided annually on child abuse prevention.
- To foster and strengthen two way communication, develop
monthly newsletters, post copies of meeting minutes at each
site, and translate necessary information.
- In its role of support, the grantee needs to provide all
pertinent correspondence to the delegate agency in a timely
manner.
- To assist/support parent activities, re-examine "parent area",
as the hallway is not conducive for parent meetings.
- Also, consider on-site child care during meetings to aid
participation.
- Provide staff technical assistance in the documentation of
parent involvement and show evidence of home visitations and
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parental involvement in terms of their child's development and
progress.
Item 133 There is a written parent involvement plan annually updated
and/or revised. [1304 . 1-4] This includes a detailed plan
on implementation of I-30-2 "The Parents" (70. 2)
[1304 .5-2 (b) ]
REASON FOR NON-COMPLIANCE
There is no evidence that the action plan for I-30-2 has been updated
since the three year grant plan (1992-1995) was prepared in 1992 .
Item 134 Working with their children in their own home in connection
with the staff of the center.
REASON FOR NON-COMPLIANCE
Numerous files indicate a lack of documentation of consistent home visits
and when present, they did not indicate the nature/purpose of visit. The
agency serves a diverse population (i.e. Hispanic, Pakistani, etc. ) and
only a few posters are translated into the two languages. Parent minutes,
flyers and enrollment materials need to be translated.
Item 137 The process of making decisions about the nature and
operation of the Head Start program.
REASON FOR NON-COMPLIANCE
D. No employees' names appeared in the minutes where positions were
approved. Employment began 30 days before approval occurred.
E. Lack of evidence that parents reviewed recruitment plan or that they
approved it.
F. No training for self-assessment was documented.
H. Written complaint procedures are not available; they are in process of
development.
#H. In process to be reviewed.
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Item 139 There shall be opportunities for parents which lead to
enhancing the development of their skills, self-confidence,
and independence in fostering an environment in which their
children can develop to their full potential. [1304 . 5-3 (a) ]
REASON FOR NON-COMPLIANCE
Training needs of parents are not fully addressed. There is "staff"
training for the above topics, but records do not indicate participation
of parents or the availability of other opportunities.
Item 142 Health, mental health, dental, and nutritional education;
(d)
REASON FOR NON-COMPLIANCE
No evidence of training fro parents in the areas of health, mental health,
dental, and nutrition education.
Item 146 Parent training/orientation is provided on need to prevent
child abuse and neglect and to provide protection for abused
and neglected children. [N-30-356-1-30] [See Ad #201]
REASON FOR NON-COMPLIANCE
When first employed, staff are provided this training. However, parent
orientation on child abuse merely consists of signing receipt -
acknowledgement of agency's "Child Abuse Reporting Policies. " Center
specific training from local P.D. or OPSS should be implemented annually
for both parents and staff.
Item 147 There shall be regular two-way communication between staff
and parents, which provides information about: the program
and its services; program activities for the children; the
policy groups; and resources. [1304 . 5-4 (a) ] [See Ad #188C]
(R)
REASON FOR NON-COMPLIANCE
Files reviewed were inconsistent in documenting home visits and the
specific nature (to discuss child's progress) . Communication is not
strengthened through monthly newsletters, and materials are not translated
(i.e. , minutes, flyers, posted policies, etc) into languages spoken by
families.
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Item 148 Information is provided to policy groups to enable them to
make informed decisions, share professional expertise, and
receive staff support. At a minimum, information will
include:
REASON FOR NON-COMPLIANCE
#D. Neither the administration component reviewer, or I could obtain "work
plans" from the Directors or FSA's.
Item 152 Technical and other support needed is provided to enable
parents and area residents to secure, on their own behalf,
available assistance from public and private sources. (3)
REASON FOR NON-COMPLIANCE
No assistance/support provided to parents or area residents to secure
needed assistance from public/private sources.
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DISABILITIES SERVICES
---------------------
Number of Parents Interviewed: 1 Number of Staff Interviewed: 5
Component Reviewers: Darlene Wezdenko
DISABILITIES SERVICES COMPONENT STRENGTHS:
Staff show willingness to work with children with disabilities
and view it as part of their job. The agency has a working
relationship with the LEA.
DISABILITIES SERVICES COMPONENT RECOMMENDATIONS:
We recommend that technical assistance be obtained by the agency
to organize its Disabilities component and tracking system.
We recommend that a copy of the IEP be at the location of the
child to help teachers plan activities for the child with
disabilities.
Item 153 At least 10 percent of the total number of enrollment
opportunities is made available to children with
disabilities, unless an exception to this requirement was
granted by the regional HHS official. [1305. 6 (c) ]
REASON FOR NON-COMPLIANCE
The Disabilities Manager did not know how many children had active IEP's.
The teachers reply was, three, six, three; a total of 12 . This is below
the required 10 percent.
Item 162 Special education and related services as described in the
IEP are provided as soon as possible after the IEP meeting.
[1308. 19 (1) ]
REASON FOR NON-COMPLIANCE
A. Classroom teachers do not have a copy of IEP in order to plan
activities for the children.
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Item 166 The program supports the transition process for children
with disabilities who are entering and leaving Head
Start. (1308.4 (g) , (1) ]
REASON FOR NON-COMPLIANCE
There are no records of assistance to parents in the transition of
children from Head Start to public school.
PAGE ELI-1
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ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE
---------------------------------------------------------------
Number of Parents Interviewed: 5 Number of Staff Interviewed: 6
Component Reviewers: Art McBride
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS:
The family service staff is willing to learn and desires to
provide quality services to families. The parents trust and
support the staff. There is some good one-on-one services work
being done.
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS
Even though only two areas are out of compliance, there is
evidence that some additional areas are only marginally
acceptable. My recommendations are:
1. Institute a case narrative system which reflects family
individualization.
2 . With the Policy Committee, develop an enrollment
priority list and then use a waiting list system when
selecting children.
3 . Develop a targeted recruitment system for centers or
areas of low/under enrollment.
4 . Request more staff or time for staff or both (attempting
to hire two addtional staff) .
5. Provide more training to the Social Services staff in
this component activity.
Item 169 The family income is verified and documented with a signed
statement by a Head Start employee before determining that a
child is eligible to participate in the program. [1305.4 (c) ]
[1305.4 (d) ] [1305.4 (e) ] [See SS#126A]
REASON FOR NON-COMPLIANCE
Ten percent of files had no income verification. The files contained
copies of the documents used to verify income, against best practice for
confidentiality.
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Item 174 The program maintains a waiting list that ranks children
according to the program's selection criteria to assure that
eligible children enter the program as vacancies occur.
[1305. 6 (d) ] [See SS #119]
REASON FOR NON-COMPLIANCE
When asked for the waiting list, the family service aide was unable to
produce one. Additionally, she seemed confused about selection criteria
beyond age and income. She said, "the only time we have a waiting list is
when the centers are full. "
The parents I spoke with did not know abouat a waiting list, priorities or
if they had been or a waiting list before enrollment of their child.
Item 176 If a child has been found income eligible and is
participating in the program, he or she remains income
eligible through that enrollment year and the immediately
succeeding enrollment year. [1305.7 (c) ]
REASON FOR NON-COMPLIANCE
Income verifications were made each year the child was in the program.
Item 177 Funded enrollment levels are maintained. Vacancies are
filled as they occur, unless 60 calendar days or less remain
in the program's enrollment year. [1305. 7 (b) ]
REASON FOR NON-COMPLIANCE
The Garretson Center PM class has not exceeded an enrollment of 12
children at a time this program year. They have been at a maximum of 80%
of scheduled enrollment.
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ADMINISTRATION
--------------
Number of Parents Interviewed: 2 Number of Staff Interviewed: 3
Component Reviewers: Norma Johnson
ADMINISTRATION COMPONENT STRENGTHS:
Staff willing to accept comments, recommendations.
ADMINISTRATION COMPONENT RECOMMENDATIONS:
Improve and expand training for parents on I-30 and other
program requirements (OSPRI) .
Improve and better organize record keeping systems (Personnel
files, LPC minutes, etc) .
The Policy Committee minutes should be more specific as to
actions taken, i.e. , names of employees approved for hiring,
etc.
Item 185 The grantee should have and should implement a written
procedure for program planning which is approved by the
Board and the Policy Council and which includes a process
for formulation of component objectives with adequate time
for review of final objectives, including timetables and
budgets. (R, I)
REASON FOR NON-COMPLIANCE
There is no written procedure for program planning.
Item 187 The grantee has and implements a written procedure which
describes an ongoing monitoring process that assures
specific program objectives and activities are completed in
a timely manner. (R, I)
REASON FOR NON-COMPLIANCE
There is no written procedure for monitoring program objectives and
activities.
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Item 195 There is evidence that personnel policies are implemented as
written and approved.
REASON FOR NON-COMPLIANCE
The Policy Committee does not approve staff prior to hiring; approvals are
obtained after the person was hired.
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STAFFING REQUIREMENTS AND PROGRAM OPTIONS
-----------------------------------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 3
Component Reviewers: Linda Flanigan
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS:
Efforts are being made to meet the new teacher qualification
requirement.
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS:
Written procedures need to be developed to ensure that the
teacher qualification requirements are met by the statutory
deadline.
Written plans are needed for making up cancelled classes so the
minimum service requirements to children are met.
Item 201 The grantee provides adequate supervision of its staff.
(1306.20 (a) ]
REASON FOR NON-COMPLIANCE
No documentation of annual evaluation of staff.
Item 203 Staff in all program options are employed for sufficient
time to allow them to participate in pre-service training,
to plan and set up the program at the start of the year, to
close the program at the end of the year, and to conduct all
of the activities they must perform in addition to their
classroom work. (1306. 32 (b) (7) , 1306. 33 (a) (4) , and
1306. 34 (b) (2) ]
REASON FOR NON-COMPLIANCE
Staff employment is inadequate to accomplish all the activities required
in order to maintain a quality Head Start program.
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Item 205 The grantee has developed and implemented a system to
actively recruit, train, and utilize volunteers in the
program to the fullest extent possible. [1306. 22 (a) ]
REASON FOR NON-COMPLIANCE
Inadequate documentation to demonstrate efforts to recruit parent and
other volunteers, and to train them. There were many days when there was
n volunteer [articipation.
Item 206 Special efforts are made to have volunteer participation,
especially parents, in the classroom and during group
socialization activities. [1306. 22 (b) ] [1306. 20 (b) (d) ]
REASON FOR NON-COMPLIANCE
Insufficient documentation of special efforts to recruit volunteers for
the classrooms, and other activities.
Item 215 Regardless of program option, the grantee has plans to make
up classes or home visits that were canceled by the grantee
or program staff, when this is necessary to meet minimum
days of service requirements. [1306. 32 (b) (4) ,
1306. 34 (a) (4) , 1306. 33 (a) (3) , and 1306. 34 (a) (4) ]
REASON FOR NON-COMPLIANCE
There are no written plans to make up cancelled classes so that minimum
service requirements can be met.
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ACCOUNTING
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Mary Riley
Item 218 There is a financial management system that ensures budget
management, maintains control over current operations, and
provides timely, accurate, current, and complete disclosure
of financial matters.
REASON FOR NON-COMPLIANCE
Accounting records are not supported by purchase requisitions or purchase
orders. These forms are not used. Delegate is not following purchasing
procedures in its handbook.
Item 221 There is a system in place for providing cost data on a
timely basis to financial and program managers as a
management aid in the administration of their programs.
REASON FOR NON-COMPLIANCE
There is only verbal communication between all parties to determine
remaining balances in all accounts. Copies of the budget are not
distributed.
ITEM 244 The grantee earned interest on Federal funds.
GENERAL COMMENTS
The delegate does not have its grant funds in an interest bearing account.
County funds are advanced to the delegate for program operation.
ITEM 245 The grantee has a system in place to return interest
earnings to the Federal government.
GENERAL COMMENTS
Same comment as Item 244 .
Item 252 Grantee has established a written policy and specific
procurement procedures which, at a minimum, provide:
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REASON FOR NON-COMPLIANCE
The delegate has not established a written policy and specific procurement
procedures which provide:
a. A review of proposed procurement to determine need and possible
alternatives;
b. Requests for bids that contain clear specifications and do not
contain features which unduly restrict competition;
c. Price comparisons or cost analysis is performed on all procurements;
d. Invoices are checked against purchase requisitions.
A review of a recent purchase over $500 indicates inadequate number of
bids received and no justification for the bid chosen.
There is no formal approval process for purchases.
05/12/95Z.' HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1
REPORTING FOR FISCAL YEAR 1995
GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICES
DELEGATE: 006 FAMILY STRESS CENTER
DATES OF REVIEW: 01/23/95 TO 01/27/95
EDUCATION
Number of Parents Interviewed: 8 Number of Staff Interviewed: 15
Component Reviewers: Mitchell Kuljis
EDUCATION COMPONENT STRENGTHS:
The children were very comfortable in every center observed.
Meaningful activities were provided for them on a daily basis.
The La Vonia Allen Center stood out as having well defined
learning areas where the children had the most choices and the
materials were the best.
Item 005 There must be provision for development of intellectual
skills by encouraging children to solve problems, initiate
activities, explore, experiment, question, and gain mastery
through learning by doing. (O, I) [1304. 2 (b) (2) (i) ]
REASON FOR NON-COMPLIANCE
Adults at George Miller need to ask more open questions.
A. Most questions were directive, although positively done.
C. Activities and materials were available but the materials needed to
be better organized and labeled at both George Miller and Cambridge.
G. Health activities need .to be more specific on lesson pPlans.
Q. Activities at George Miller need to be more specific on the
lesson plans.
Item 010 Providing adequate indoor and outdoor space, materials,
equipment, and time for children to use large and small
muscles to increase their physical skills; (i)
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REASON FOR NON-COMPLIANCE
The playground equipment is currently unavailable to the children at
George Miller because the outdoor shed door is swollen shut and cannot be
opened. The outdoor swings are too high for the children at the Cambridge
Center; they need to be lowered.
Item 015 Parents are included in curriculum development and serve as
resource persons. [1304. 2- 2 (c) (3) ]
REASON FOR NON-COMPLIANCE
Parents do have input on curriculum through parent meetings but the
overall level of parent attendanace and participation is very low at
both George Miller and Cambridge Centers; only one sixth of parents of the
children enrolled, attend the parent meetings.
Item 016 There shall be procedures for ongoing observation,
recording, and evaluation of each child's growth and
development for the purpose of planning activities to suit
individual needs. (R,I) [1304 .2-2 (d) ]
REASON FOR NON-COMPLIANCE
E. Copies of all important IEP information nned to be on file at the
center. The classroom lesson plans do not reflect the individual
needs of the children. There was no evidence of observations made on
the children. Individual needs must be based on teacher and parent
observations as well as on the screening instrument.
F. Not clear how adults indivisualize with children.
There is no need to use two separate screening devices (Brigance and
Developmental Checklist) ; either one is sufficient together with
regular (monthly) observations of each child.
H. Home Base needs more emphasis on Health, Safety and Mental Health
activities.
Item 018 The educational aspects of other Head Start components are
integrated into the daily education services program.
[1304. 2-2 (d) ]
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REASON FOR NON-COMPLIANCE
No integration of other components into the lesson plans.
Item 020 Parent participation in planning the education program, and
in classroom, and home program activities; (1)
REASON FOR NON-COMPLIANCE
Parents have input, but overall parent participation in both classrooms
and attendance at parent meetings is low. Only one sixths of parents of
the enrolled children attend parent meetings.
Item 027 Indoor and outdoor premises shall be kept clean and free, on
a daily basis, of undesirable and hazardous material and
conditions. (0) [1304 . 2-3 (a) (6) ]
REASON FOR NON-COMPLIANCE
A. Stepping stools in bathrooms at both George Miller and Cambridge are
loose (slippery) . Protruding nails - loose boards .around edge of play
yard at Cambridge.
H. Electric cord protruding out of socket at entry door of George Miller
Center (it was improperly installed) .
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HEALTH
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Mary Soule
HEALTH COMPONENT STRENGTHS:
- Professional staff
- Strong professional interaction
- Completion of health requirements for children
- Well-organized family files
- Thoroughly documented family contacts.
HEALTH COMPONENT RECOMMENDATIONS:
Revise policies which require completion of physical exam as
pre-requisite for enrollment and suspension of families for
non-compliance with dental requirements.
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MENTAL HEALTH
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Mary Soule
MENTAL HEALTH COMPONENT STRENGTHS:
- Knowledge of community resources
- Case management system for Home Base staff/families.
MENTAL HEALTH COMPONENT RECOMMENDATIONS:
Increase availability of mental health resource staff and
services.
Develop comprehensive mental health program which focuses on
prevention services for all enrolled children, parents and
program staff.
Item 073 Assist in planning mental health program; (1)
REASON FOR NON-COMPLIANCE
Mental Health Consultant is available on limited basis. Some training has
occurred. Services thus far, have been directed in response to
crisis/identified need.
On-going preventive/support services for all children, parents and staff
have not been developed.
Item 075 Observing children and consulting with staff; (3)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 076 Advise and assist in development screening and assessment;
(4)
REASON FOR NON-COMPLIANCE
Same as #73 .
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Item 079 Orient and work with parents; (7)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 085 Regular group meetings of parents and program staff; (5)
REASON FOR NON-COMPLIANCE
Parent/staff group meetings focused on mental health issues are not in
place.
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NUTRITION
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Mary Soule
NUTRITION COMPONENT STRENGTHS:
Creative approach to providing meal service. Excellent
planning, implementation and documentation of special diets.
Effective use of community resources. Home base curriculum well
developed with assistance of EFNEP.
NUTRITION COMPONENT RECOMMENDATIONS:
Explore options to relieve educational staff of food service
related activities, i.e. menu planning, purchasing, and
preparation, etc.
Develop alternative for monthly birthday treat (cake) with
school district vendor. Use alternate fund-raising activities
other than candy sales.
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SOCIAL SERVICES
----------------
Number of Parents Interviewed: 4 Number of Staff Interviewed: 7
Component Reviewers: Susie Wilson
SOCIAL SERVICES COMPONENT STRENGTHS:
- Adherence to confidentiality
- Attendance follow-up
- Empowering parents to meet own needs
- Social Services referrals and follow-ups
SOCIAL SERVICES COMPONENT RECOMMENDATIONS:
Devise a stronger tracking system for Social Services referrals
and follow-ups.
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PARENT INVOLVEMENT
------------------
Number of Parents Interviewed: 18 Number of Staff Interviewed: 5
Component Reviewers: Marina Sanchez
PARENT INVOLVEMENT COMPONENT STRENGTHS:
Many past Head Start parents on staff. Knowledgeable and
experienced. Social Service staff are committed to parents and
families.
PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS:
A Parent Involvement staff person was hired to work with the
Policy Committee and with center committees.
Parents need training on Head Start components and about their
role in the program at the classroom level.
Item 137 The process of making decisions about the nature and
operation of the Head Start program.
REASON FOR NON-COMPLIANCE
Parents are not involved in the decision-making process; it is a staff
function only. Thus, parents do not have input into the program planning
and budgeting process. No written Director's report (including financial)
is submitted to the LPolicy Committee on a monthly basis.
Item 139 There shall be opportunities for parents which lead to
enhancing the development of their skills, self-confidence,
and independence in fostering an environment in which their
children can develop to their full potential. [1304 .5-3 (a) ]
REASON FOR NON-COMPLIANCE
Parents need specific training in the Head Start Parent Involvement
performance standards as well as in other Head Start program elements.
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PAGE DIS-1
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DISABILITIES SERVICES
---------------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 11
Component Reviewers: Darlene Wezdenko
DISABILITIES SERVICES COMPONENT STRENGTHS:
1. Staff show a willingness to work with children with
disabilities and view it as part of their job. They are
willing to work on needs observed but not addressed in the
IEP. They are also willing to help the children develop
friendships with older children with disabilities.
2 . The agency has a working relationship with local school
districts to obtain services.
DISABILITIES SERVICES COMPONENT RECOMMENDATIONS:
1. We recommend more training on disabilities for staff and
parents.
2 . We recommend a transition plan be designed and documented
for parents and children entering public schools.
3 . We recommend that staff have local access to IEPs in order
to plan for children.
Item 153 At least 10 percent of the total number .of enrollment
opportunities is made available to children with
disabilities, unless an exception to this requirement was
granted by the regional HHS official. [1305. 6 (c) ]
REASON FOR NON-COMPLIANCE
Disabled enrollment is only eight percent instead of the required minimum
of 10 percent.
Item 155 Resources to implement the disabilities services plan are
adequate: [1308.4 (n-o) ]
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REASON FOR NON-COMPLIANCE
D. Training for staff was limited to Brigance and Behavior Management.
Parent training consisted of training provided by the school district
to which parents were invited.
Item 161 There is an Individual Education Plan (IEP) for every Head
Start child with a disability and in need of special
education and/or related services. [1308. 19]
REASON FOR NON-COMPLIANCE
IEP's could not be found for two of the first five files requested.
Item 162 Special education and related services as described in the
IEP are provided as soon as possible after the IEP meeting.
[1308. 19 (1) ]
REASON FOR NON-COMPLIANCE
Classroom staff do not have copies of IEPs in the classroom to plan
activities for children with IEPs.
Item 166 The program supports the transition process for children
with disabilities who are entering and leaving Head
Start. [1308 . 4 (g) , (1) ]
REASON FOR NON-COMPLIANCE
There are no records of assistance to parents in the transition of
children from Head Start to public school.
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ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE
---------------------------------------------------------------
Number of Parents Interviewed: 4 Number of Staff Interviewed: 7
Component Reviewers: Susie Wilson
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS:
Family Stress Center demonstrates consistent adherence to
attendance tracking and follow-up on absenteeism, including
various means of parent contact and support. Staff interviews
,and documentation demonstrate strong parent empowerment via
supporting parents in meeting their own needs.
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS
Waiting list numbers should be determined by estimated number of
the anticipated enrollment vacancies for the coming year, not by
a set of percentages.
Income updates for second-year children - regardless of the fact
that they are not used for re-verification - are unnecessary
and should cease.
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ADMINISTRATION
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 3
Component Reviewers: Norma Johnson
ADMINISTRATION COMPONENT STRENGTHS:
- Very good delegate agency.
- Staff very open; dedicated to the Head Start philosophy;
- Both the staff and the office environment are professional;
staff is friendly and committed to excellence;
- The Head Start Director and the Executive Director are open
and willing to discuss strengths and weaknesses.
ADMINISTRATION COMPONENT RECOMMENDATIONS:
Relationship between grantee and delegate is poor.
Communication and team building must be improved.
Item 185 The grantee should have and should implement a written
procedure for program planning which is approved by the
Board and the Policy Council and which includes a process
for formulation of component objectives with adequate time
for review of final objectives, including timetables and
budgets. (R, I)
REASON FOR NON-COMPLIANCE
FSC has no written procedures for program planning.
Item 186 The grantee should have and should implement a written
procedure for developing, reviewing, and revising budgets
and work plans based on identified objectives. (R)
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REASON FOR NON-COMPLIANCE
No written procedure for program and budget development based on
identified objectives.
Item 187 The grantee has and implements a written procedure which
describes an ongoing monitoring process that assures
specific program objectives and activities are completed in
a timely manner. (R, I)
REASON FOR NON-COMPLIANCE
No written procedure for monitoring the program.
Item 196 A file and records system shall be maintained to include
official documents for each staff member, related to:
qualifications for appointment or promotion; periodic pay
increases; records of continued training or education;
official recognition; performance evaluation; and adverse
action. The system must protect the confidentiality of
personnel records.
REASON FOR NON-COMPLIANCE
Three out of five files reviewed had no employee evaluations.
Five out of five files had no evidence of reference checks.
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STAFFING REQUIREMENTS AND PROGRAM OPTIONS
-----------------------------------------
Number of Parents Interviewed: 8 Number of Staff Interviewed: 10
Component Reviewers: Mitchell Kuljis
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS:
Delegate agency is in compliance with comst of the staffing and
options requirements.
Pre- and in-service training of staff.
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS:
Develop a plan and system for recruiting, training, and
utilizing volunteers.
Item 205 The grantee has developed and implemented a system to
actively recruit, train, and utilize volunteers in the
program to the fullest extent possible. [1306. 22 (a) ]
REASON FOR NON-COMPLIANCE
There are no plans or systems available for the recruitment, training, or
the utilization of volunteers.
Item 206 Special efforts are made to have volunteer participation,
especially parents, in the classroom and during group
socialization activities. [1306.22 (b) ] [1306. 20 (b) (d) ]
REASON FOR NON-COMPLIANCE
There were inadequate or no volunteers and/or parents in the classrooms.
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ACCOUNTING
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Cameron Snyder
ACCOUNTING COMPONENT STRENGTHS:
The financial management system is very strong and provides good
financial support to the program.
The fiscal area is very strong. There is a good use of
resources utilizing the Finance Department of the City of
Phoenix. Paul and his staff make themselves available to assist
the Delegate Agencies with any fiscal needs.
Item 226 Previous audit deficiencies have been addressed and
corrective actions have been implemented.
REASON FOR NON-COMPLIANCE
Audit finding indicates a need for property management and inventory
development. These have not been implemented.
Item 236 The source and the use and accounting of non-Federal funds
meets requirements.
REASON FOR NON-COMPLIANCE
The valuation of the parent volunteer in the classroom is not fair and
reasonable. The delegate can not justify the parent volunteer valuation
at a rate higher than its entry-level teacher aides.
Item 238 Services of volunteers were accounted for properly.
REASON FOR NON-COMPLIANCE
Same comment as Item 236.
Item 252 Grantee has established a written policy and specific
procurement procedures which, at a minimum, provide:
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REASON FOR NON-COMPLIANCE
The bid and selection criteria form, required by the delegate's written
procurement policies, was missing from several procurement files sampled.
A review of recent purchases over $500 indicated a lack of accurate
specifications, adequate number of bids and justification for the bid
chosen.
Item 255 All grantee procurement transactions, whether negotiated or
advertised, and regardless of dollar value, must be
conducted in a manner providing maximum open and free
competition.
REASON FOR NON-COMPLIANCE
Documentation was not available to support this requirement.
Item 256 Grantees' property management standards for nonexpendable
personal property shall include the following procedural
requirements:
REASON FOR NON-COMPLIANCE
There is no property management system in evidence. Inventory records are
based only upon items included in the depreciation schedule. Some of the
elements required are included on the inventory sheets but not all. A
complete inventory and reconciliation has not been conducted.
s
05/10/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1
REPORTING FOR FISCAL YEAR 1995
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
DATES OF REVIEW: 02/27/95 TO 02/27/95
EDUCATION
Number of Parents Interviewed: 8 Number of Staff Interviewed: 6
Component Reviewers: Mitchell Kuljis
EDUCATION COMPONENT STRENGTHS:
The children were very comfortable in every center observed.
Meaningful activities were provided for them. Paperwork
relating to education was well organized.
EDUCATION COMPONENT RECOMMENDATIONS:
To get Woodmanor center licensed and in operation as soon as
possible. Because the trailer sites at Odessa are very old and
the agency may lose the lease at Wee World, the agency needs to
give priority to seeking new facilities and it is recommended
that the grantee actively support the agency in this effort.
Item 015 Parents are included in curriculum development and serve as
resource persons. [1304. 2- 2 (c) (3) ]
REASON FOR NON-COMPLIANCE
Parents in general are not actively involved in the classrooms on a daily
basis. With an enrollment of 20 children per class, at least two active
volunteers are needed to help in the classroom on a daily basis.
Item 016 There shall be procedures for ongoing observation,
recording, and evaluation of each child's growth and
development for the purpose of planning activities to suit
individual needs. (R, I) [1304 . 2-2 (d) ]
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REASON FOR NON-COMPLIANCE
E. The lesson plans in the classrooms do not address the individual needs
of the children. Long term goals for the children are too generic.
Regular (at least monthly) child observations are not being made on
every child.
F. Long term goals on each child's plan need to vary according to each
child's needs, and not say "readiness for kindergarten. "
Item 018 The educational aspects of other Head Start components are
integrated into the daily education services program.
[1304. 2-2 (d) ]
REASON FOR NON-COMPLIANCE
Health component representation is inadequate in the currriculum; it needs
to be more specific.
Item 020 Parent participation in planning the education program, and
in classroom, and home program activities; (1)
REASON FOR NON-COMPLIANCE
The overall level of parent participation is inadequate.
Item 027 Indoor and outdoor premises shall be kept clean and free, on
a daily basis, of undesirable and hazardous material and
conditions. (0) [1304. 2-3 (a) (6) ]
REASON FOR NON-COMPLIANCE
A. At the Lido center the mat under the tire swing needs to be repaired
as well as the drinking fountain in the outside yard. The carpet at
Wee World is loose and very old. It needs to be covered and/or
replaced.
Item 030 There shall be appropriate and sufficient furniture,
equipment, and materials to meet the needs of the program:
(0) [1304 . 2-3 (b) ]
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REASON FOR NON-COMPLIANCE
Odessa is not fully set up as a regular center; it looks more like a
socialization site than a classroom (it needs lockable shelves so the
,children can have more equipment) .
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HEALTH
Number of Parents Interviewed: 1 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
HEALTH COMPONENT STRENGTHS:
Adequate staff to meet program requirements.
Timely completion of health requirements.
Effective case management process.
Knowledge and utilization of community resources.
HEALTH COMPONENT RECOMMENDATIONS:
Develop an organized health education curriculum which is
clearly documented in the lesson plan.
Immediately revise policies which require completion of physical
exam as a prerequisite to enrollment and suspension of children
for non-compliance with dental requirements.
Item 068 Health education is integrated into ongoing classroom and
other program activities. (4)
REASON FOR NON-COMPLIANCE
An integrated, organized health curriculum is not available at this time.
PAGE MEN-1
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MENTAL HEALTH
--------------
Number of Parents Interviewed: 1 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
MENTAL HEALTH COMPONENT STRENGTHS:
Knowledgeable, dedicated staff.
Effective case management system.
Knowledge of community resources.
Confidentiality of records.
MENTAL HEALTH COMPONENT RECOMMENDATIONS:
Provide for adequate time for the mental health professional.
Develop mental health program to support all enrolled children,
parents and staff.
Strengthen relationship with school district.
Item 073 Assist in planning mental health program; (1)
REASON FOR NON-COMPLIANCE
The mental health professional is available 20 hrs. /wk. for the GOP and
The mental health professional is available 20 hours per week for the
the DA's. Services are limited at this time to staff training and
grantee-operated program and the four delegate agencies. Thus, services
response to identified family need. Response is not timely.
are limited to staff training and identified family need. Response is not
timely. The professional does not assist in planning the mental health
program.
Item 075 Observing children and consulting with staff; (3)
REASON FOR NON-COMPLIANCE
See item 73 .
See #73 . The mental health professional does not have the time for
observing children and to consult with staff.
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Item 076 Advise and assist in development screening and assessment;
(4)
REASON FOR NON-COMPLIANCE
See item 73 .
See #73 . The mental health. professional does not have time to assist in
the screening and assessment of children.
Item 079 Orient and work with parents; (7)
REASON FOR NON-COMPLIANCE
See item 73 .
The mental health professional does not have adequate time to work with
parents. Also, see #73 .
Item 083 Coordination with the education services component to
provide a program keyed to individual development levels;
(3)
REASON FOR NON-COMPLIANCE
Individualized plans were not available on all children.
Individualized plans were not available on all children.
Item 085 Regular group meetings of parents and program staff; (5)
REASON FOR NON-COMPLIANCE
Mental health professional support staff is unavailable to facilitate
Mental health professional support staff is unavailable to facilitate
group sessions.
group sessions.
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NUTRITION
Number of Parents Interviewed: 1 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
NUTRITION COMPONENT STRENGTHS:
Efficient centralized nutrition system.
Adequate,. qualified staffing patterns.
Parents involved in menu development.
Participation in SHAPE program.
Knowledge of community resources.
NUTRITION COMPONENT RECOMMENDATIONS:
Increase the number of adult meals to accommodate more parents
at meal time.
Increase storage capacity at the kitchen site to facilitate a
more efficient, and cost-effective purchasing system.
Item 106 Children participate in learning activities planned to
effect the selection and enjoyment of nutritious food. (2)
REASON FOR NON-COMPLIANCE
Even though activities occur weekly, there is no curriculum plan which is
clearly documented and tied to the lesson plans. Classrooms also lack
nutrition support materials.
Item 108 All staff receive education in principles of nutrition and
their application to child development and family health, as
well as in ways to create a good physical, social, and
emotional environment. (4)
REASON FOR NON-COMPLIANCE
Currently, only staff who are directly involved in food handling, receive
training in sanitation.
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SOCIAL SERVICES
----------------
Number of Parents Interviewed: 2 Number of Staff Interviewed: 5
Component Reviewers: Susie Wilson
SOCIAL SERVICES COMPONENT STRENGTHS:
Social Service staff reflect cultural/ethnic makeup of families
enrolled, and demonstrated a strong knowledge of cultures and of
their community.
SOCIAL SERVICES COMPONENT RECOMMENDATIONS:
* Attendance policies need to be strictly adhered to, with
parent contact and reasons for absences clearly documented.
* Development of the Family Assistance Plan (FAP) must relate to
information gathered from the Family Needs Assessment (FNA) .
* Referral reports need to be recorded/tracked.
* Files must be kept locked.
Item 125 A parent or guardian will be contacted with respect to an
enrolled child whose participation in the Head Start program
is irregular or who has been absent four consecutive days.
[1304 .4-2 (a) (8) ] [See ER#179]
REASON FOR NON-COMPLIANCE
Documentation of absences is incomplete or missing altogether. Though
Documentation of absences is incomplete or missing altogether. Though
staff is familiar with process, it is inconsistently used. (Though lengthy
staff is familiar with process, it is inconsistently used. (Though lengthy
absences - 5 or 6 days or more are consistently followed up with a
absences - five days or more are consistently followed up with a letter.
letter. )
Item 126 Records shall be established, maintained, and kept
confidential that include: [1304 .4-2 (c) ]
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REASON FOR NON-COMPLIANCE
Referrals are inconsistently documented.
Referrals are inconsistently documented. Files are kept unlocked in a
Files are kept unlocked in a hallway during daytime.
hallway during daytime.
Item 132 There are procedures for establishing a role of advocacy and
spokesperson for Head Start families. (1304 .4-2 (a) (7) ]
REASON FOR NON-COMPLIANCE
Though this seems to done on an individual basis, staff had difficulty
Though this seems to be done on an individual basis, staff had difficulty
describing a policy or procedure.
describing a policy or procedure.
PAGE PAR-1
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PARENT INVOLVEMENT
------------------
Number of Parents Interviewed: 26 Number of Staff Interviewed: 7
Component Reviewers: Marina Sanchez
PARENT INVOLVEMENT COMPONENT STRENGTHS:
High staff to child ratio.
PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS:
1. Hiring of bilingual staff.
2 . Training of all staff in Parent Involvement.
Item 133 There is a written parent involvement plan annually updated
and/or revised. [1304 . 1-4] This includes a detailed plan
on implementation of I-30-2 "The Parents" (70. 2)
[1304 . 5-2 (b) ]
REASON FOR NON-COMPLIANCE
Component plan for 1992 is currently used; has not been updated annually.
Item 134 Working with their children in their own home in connection
with the staff of the center.
REASON FOR NON-COMPLIANCE
No newsletter or regular ongoing bulletins/notices are available to inform
parents of happenings in Head Start.
Item 135 Program activities they have helped to develop.
REASON FOR NON-COMPLIANCE
Poor, if any parent information areas. Parent bulletin boards contain
items that are old or irrelevant to provide parents with information.
There was poor classroom participation by parents. Parents did not seem
to feel that they were part of Head Start.
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Item 137 The process of making decisions about the nature and
operation of the Head Start program.
REASON FOR NON-COMPLIANCE
Decision making process not in place. Poor, if any documentation
reflecting Policy Committee approval prior to decisions beinv made.
Parents appear to be approvaing staff recommendations. Training
information not available other than a sign-in for parents and staff.
Staff hired prior to PC approval.
Item 139 There shall be opportunities for parents which lead to
enhancing the development of their skills, self-confidence,
and independence in fostering an environment in which their
children can develop to their full potential. [1304 . 5-3 (a) ]
REASON FOR NON-COMPLIANCE
Parents feel that they are not included in overall activities. They feel
lucky to have child in Head Start, but don't feel ownership of the First
Baptist Head Start program. They pick up food regularly, but they must
attend the Policy Committee meetings in order to receive food bag.
Item 144 Identification of opportunities for continuing education
that may lead toward self-enrichment and employment; (f)
REASON FOR NON-COMPLIANCE
No documentation that any information on educational opportunities was
offerred to parents.
Item 147 There shall be regular two-way communication between staff
and parents, which provides information about: the program
and its services; program activities for the children; the
policy groups; and resources. [1304 . 5-4 (a) ] [See Ad #188C]
(R)
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REASON FOR NON-COMPLIANCE
There is no effective two way communication. There is no newsletter, and
while 52 percent of parents are monolingual Spanish-speaking, the only
bilingual staff are a Social Services staff (does all the translation) and
a part time Health Aide. Thus, all meetings are conducted in English;
parents do not feel they are important in this program.
Item 150 Effective procedures are established by which parents and
area residents concerned will be enabled to influence the
character of programs affecting their interests. (1)
REASON FOR NON-COMPLIANCE
Little input from parents to influence changes in program.
Item 151 There is regular participation by parents in the
implementation of such programs. (2)
REASON FOR NON-COMPLIANCE
No evidence of regular parent participation.
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DISABILITIES SERVICES
---------------------
Number of Parents Interviewed: 2 Number of Staff Interviewed: 7
Component Reviewers: Darlene Wezdenko
DISABILITIES SERVICES COMPONENT STRENGTHS:
The agency has a working relationship with LEA to obtain needed
services.
The staff is accepting and positive to all the children. They
are open to suggestions and open to training on disabilities.
DISABILITIES SERVICES COMPONENT RECOMMENDATIONS:
1. We recommend that Individual Education Plans (IEP) be in
files at the centers so that teachers have access to plan
for the children.
2 . We recommend that a transition plan be designed and
transition activities for parents and children going to
public school be documented.
Item 153 At least 10 percent of the total number of enrollment
opportunities is made available to children with
disabilities, unless an exception to this requirement was
granted by the regional HHS official. [1305. 6 (c) ]
REASON FOR NON-COMPLIANCE
The delegate does not meet the requirement that at least 10 percent of the
total enrollment be reserved for children with disabilities.
Item 162 Special education and related services as described in the
IEP are provided as soon as possible after the IEP meeting.
[1308 . 19 (1) ]
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REASON FOR NON-COMPLIANCE
Classroom staff do not have IEPs to plan appropriate activities for the
children.
Item 165 The disabilities coordinator works closely with other Head
Start staff to ensure that the special needs of each child
with disabilities are met. (1308. 18, 1308 . 20, 1308.4]
REASON FOR NON-COMPLIANCE
No documentation of parent involvement activities of parents of children
with disabilities.
Item 166 The program supports the transition process for children
with disabilities who are entering and leaving Head
Start. [1308 . 4 (g) , (1) ]
REASON FOR NON-COMPLIANCE
Records are not maintained of assistance to parents in transitioning to
public school.
PAGE ELI-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
-------------------------------------------------------------------------------
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE
---------------------------------------------------------------
Number of Parents Interviewed: 2 Number of Staff Interviewed: 5
Component Reviewers: Susie Wilson
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS
Waiting list numbers should be determined by estimated number of
anticipated enrollment vcancies for the coming year, not by a
set of percentages.
Eliminate the use of the separate income verification sheet;
with only the parent signature required, it does not meet
[1305.4 (e) ] , whereas the application form itself is designed to
do so (application form includes appropriate Income Verification
Section) .
Income updates for second year children, even though not used
for re-verification, are unnecessary and should cease.
Item 177 Funded enrollment levels are maintained. Vacancies are
filled as they occur, unless 60 calendar days or less remain
in the program's enrollment year. [1305. 7 (b) ]
REASON FOR NON-COMPLIANCE
The program was fully enrolled at the beginning of the school year, but a
failure to fully actualize the R&D project taken on this year, resulted in
dropping all families, and re-enrolling in the standard models previously
used. As a result, the program has been under-enrolled.
Item 178 When the monthly average daily attendance rate in a
center-based program falls below 85 percent, the program has
analyzed the causes of absenteeism. This analysis includes
a study of the patterns of absences for each child,
including the reasons for absences as well as the number of
absences that occur on consecutive days. [1305.8 (a) ]
PAGE ELI-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
-------------------------------------------------------------------------------
REASON FOR NON-COMPLIANCE
Contacts with parents regarding absences are sporadic, and information
regarding cause of absence is often incomplete. Thus, making analysis is
impossible.
Item 179 When the reasons for a child's absences are unexcused for
four or more consecutive days, the program has initiated
appropriate family support. procedures, including home visits
or other direct contact with the child's parents, that
emphasize the benefits of regular attendance, while at the
same time remaining sensitive to any special family
circumstances. [1305.8 (b) ] [See SS #125]
REASON FOR NON-COMPLIANCE
Please see comments for #178.
PAGE ADM-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
-------------------------------------------------------------------------------
ADMINISTRATION
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 4
Component Reviewers: Norma Johnson
Brenda Battle
Rev. Perkins
ADMINISTRATION COMPONENT STRENGTHS:
* Staff very open and cooperative.
* Friendly Head Start environment.
ADMINISTRATION COMPONENT RECOMMENDATIONS:
* Parent training on T-30 and program requirement (OSPRI) should
be improved and expanded upon.
* Increase teaching and support staff who are bilingual in
Spanish.
Item 182 Information from the community needs assessment has been
used to:
REASON FOR NON-COMPLIANCE
No reliance on CNA, excepting where sites are to be located. The CNA
identified problem areas but does not include how program' s services will
reflect these identified problems. Program options are not varied.
Item 185 The grantee should have and should implement a written
procedure for program planning which is approved by the
Board and the Policy Council and which includes a process
for formulation of component objectives with adequate time
for review of final objectives, including timetables and
budgets. (R, I)
REASON FOR NON-COMPLIANCE
No written procedures for program planning or monitoring.
PAGE ADM-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
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Item 186 The grantee should have and should implement a written
procedure for developing, reviewing, and revising budgets
and work plans based on identified objectives. (R)
REASON FOR NON-COMPLIANCE
Policy Committee members do not appear to be adequately trained in budget
preparation.
Item 187 The grantee has and implements a written procedure which
describes an ongoing monitoring process that assures
specific program objectives and activities are completed in
a timely manner. (R,I)
REASON. FOR NON-COMPLIANCE
Same as #185.
Item 195 There is evidence that personnel policies are implemented as
written and approved.
REASON FOR NON-COMPLIANCE
Although the personnel policies indicate that the Policy Committee will
approve or disapprove the hiring and firing of staff, in actual practice,
staff are hired before Committee approval.
PAGE STA-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
-------------------------------------------------------------------------------
STAFFING REQUIREMENTS AND PROGRAM OPTIONS
----------------------------------------
Number of Parents Interviewed: 8 Number of Staff Interviewed: 10
Component Reviewers: Mitchell Kuljis
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS:
Delegate agency is in compliance with most of the staffing and
options requirements.
Pre- and in-service training.
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS:
Develop a plan and system for recruiting, training, and
utilizing volunteers.
Item 205 The grantee has developed and implemented a system to
actively recruit, train, and utilize volunteers in the
program to the fullest extent possible. [1306.22 (a) ]
REASON FOR NON-COMPLIANCE
No plans or systems are evident for the recruiting, training, and
utilizing volunteers.
Item 206 Special efforts are made to have volunteer participation,
especially parents, in the classroom and during group
socialization activities. [1306. 22 (b) ] [1306. 20 (b) (d) ]
REASON FOR NON-COMPLIANCE
There were insufficient or no volunteers and/or parents in the classrooms.
PAGE ACC-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
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ACCOUNTING
Number of Parents Interviewed: 0 Number of Staff Interviewed: 6
Component Reviewers: Mary Riley
Item 218 There is a financial management system that ensures budget
manaVement, maintains control over current operations, and
provides timely, accurate, current, and complete disclosure
of financial matters.
REASON FOR NON-COMPLIANCE
Purchase requisitions/orders are not used. There are no signatures for
prior approval to pay invoices. All purchases are approved verbally by
Director &/or Education Coordinator. Postings are not timely because all
transactions are verbal. Invoices do not have matching purchase orders.
Item 221 There is a system in place for providing cost data on a
timely basis to financial and program managers as a
management aid in the administration of their programs.
REASON FOR NON-COMPLIANCE
There is only verbal communication between all parties to determine
remaining balances in all accounts. Copies of the budget are not
distributed.
Item 240 If the grantee rents any facilities used for the program,
verification shows that charges were reasonable.
REASON FOR NON-COMPLIANCE
Rent of $300 per month is being paid for a site that is inoperable. The
site has been vacant since 12/93 due to the need to install a fire wall.
No written request has been submitted to the grantee to approve funds
(either within budget or supplemental) to install the fire wall. Rental
payments for a idle facility without taking aggressive action to make the
facitly operational is not reasonable and may be a misuse of Federal
funds. As a result of disclosure of this situation the grantee and the
delegate are taking action to make the site operational. Monthly status
reports are required on these actions until the site is in use or the
lease terminated.
i
PAGE ACC-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 002 FIRST BAPTIST CHURCH
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Item 243 If renovations are included under the grant, such
renovations are appropriate (i.e. , qualify as renovation and
not construction) and charged in accordance with the cost
principles and ACF guidance.
REASON FOR NON-COMPLIANCE
Delegate failed to request approval for needed renovation (fire wall
installation) and undertake necessary renovation to make a rented site
operational. (Applies to comments under Item 240)
ITEM 244 The grantee earned interest on Federal funds.
GENERAL COMMENTS
The delegate does not have its grant funds in an interest bearing account.
County funds are advanced to the delegate for program operation.
ITEM 245 The grantee has a system in place to return interest
earnings to the Federal government.
GENERAL COMMENTS
Same comment as Item 244 .
Item 252 Grantee has established a written policy and specific
procurement procedures which, at a minimum, provide:
REASON FOR NON-COMPLIANCE
There is no formal purchase approval mechanism and no formal or informal
bidding process to control costs. Purchase requisitions/orders are not
used. Purchases are approved verbally by the Director and/or Education
Coordinator. There is no evidence of price comparisons or evidence to
determine need.
05/10/95 HEAD START MONITORING TRACKING SYSTEM PAGE: EDU-1
REPORTING FOR FISCAL YEAR 1995
GRANTEE: 09CH0375 CONTRA COSTA COUNTY. COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
DATES OF REVIEW: 01/23/95 TO 01/27/95
EDUCATION
Number of Parents Interviewed: 12 Number of Staff Interviewed: 7
Component Reviewers: Mitchell Kuljis
EDUCATION COMPONENT STRENGTHS:
Excellent facilities are provided for the families being served.
All the classrooms are attractive, well defined, and provide
meaningful activities for the children.
EDUCATION COMPONENT RECOMMENDATIONS:
The education components needs to focus on providing for more
individualization on each child's needs. Add more health
related activities to the curriculum.
Item 016 There shall be procedures for ongoing observation,
recording, and evaluation of each child' s growth and
development for the purpose of planning activities to suit
individual needs. (R, I) [1304 .2-2 (d) ]
REASON FOR NON-COMPLIANCE
E. No evidence of individualizing on the lesson plans.
F. There needs to be regular (monthly) child observations which are
written up on each child.
Item 018 The educational aspects of other Head Start components are
integrated into the daily education services program.
[1304 .2-2 (d) ]
REASON FOR NON-COMPLIANCE
There needs to be more health activities integrated into the curriculum.
PAGE EDU-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 027 Indoor and outdoor premises shall be kept clean and free, on
a daily basis, of undesirable and hazardous material and
conditions. (0) [1304 .2-3 (a) (6) ]
REASON FOR NON-COMPLIANCE
Both Sunset and Bridegmont had flooded play yards. The Nogales site is
blocked by an open trench.
Item 028 Outdoor play areas shall be made so as to prevent children
from leaving the premises and getting into unsafe and
unsupervised areas. (0) [1304 . 2-3 (a) (7) ]
REASON FOR NON-COMPLIANCE
Out of compliance because play yards are not being used at Sunset,
Nogales, and Bridgemont centers.
PAGE HEA-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
HEALTH
Number of Parents Interviewed: 0 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
HEALTH COMPONENT STRENGTHS:
Professional staff.
Timely completion of health requirements.
Well-organized family files.
Current, concise anecdotal comments.
Utilization of community resources.
HEALTH COMPONENT RECOMMENDATIONS:
Develop cross-component health education curriculum for children
which is clearly documented in the lesson plan.
Increase availability of health curriculum support materials.
Revise policy which requires completion of physical exam as a
prerequisite of enrollment and that of suspension of children
for non-compliance with health requirements.
Item 068 Health education is integrated into ongoing classroom and
other program activities. (4)
REASON FOR NON-COMPLIANCE
Currently there is not an organized health curriculum for children with
specific developmentally appropriate goals. Classroom lacks adequate
curriculum support materials i.e. books, puzzles, etc.
PAGE MEN-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
MENTAL HEALTH
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
MENTAL HEALTH COMPONENT STRENGTHS:
Qualified program staff.
On-site mental health intern.
Classroom support staff (Disabilities/Mental Health Aide) .
Excellent utilization of community resources.
MENTAL HEALTH COMPONENT RECOMMENDATIONS:
Expand prevention services to all enrolled children, parents,
and staff.
Develop specific mental health curriculum in conjunction with
the education component which is clearly documented in the
lesson plan.
Item 073 Assist in planning mental health program; (1)
REASON FOR NON-COMPLIANCE
The mental health consultant has not been available to plan a cohesive
program (She works 20 hours per week to cover the grantee-operated program
and the four delegate agencies) . General classroom observation/assistance
in developmental screening has not occurred.
Item 075 Observing children and consulting with staff; (3)
REASON FOR NON-COMPLIANCE
Same as #73 .
Item 076 Advise and assist in development screening and assessment;
(4)
PAGE MEN-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
REASON FOR NON-COMPLIANCE
Same as #73 .
PAGE NUT-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
NUTRITION
Number of Parents Interviewed: 0 Number of Staff Interviewed: 6
Component Reviewers: Mary Soule
NUTRITION COMPONENT STRENGTHS:
Efficient coordination with school food service departments.
Involvement of parents in menu planning.
Food aide in classroom to assist with meal service.
Family-style service well implemented.
NUTRITION COMPONENT RECOMMENDATIONS:
Develop organized, specific nutrition curriculum for children in
conjunction with the education component.
Provide nutrition training for all staff on issues such as
sanitation, family health. CCFP guidelines, adaptive techniques
for special children, etc.
Item 106 Children participate in learning activities planned to
effect the selection and enjoyment of nutritious food. (2)
REASON FOR NON-COMPLIANCE
An organized nutrition curriculum is not available. Classrooms lack
adequate nutrition related materials.
Training for staff appears to be available only to food handlers.
Item 108 All staff receive education in principles of nutrition and
their application to child development and family health, as
well as in ways to create a good physical, social, and
emotional environment. (4)
REASON FOR NON-COMPLIANCE
Same as #106.
PAGE SOC-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
SOCIAL SERVICES
----------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 7
Component Reviewers: Susie Wilson
SOCIAL SERVICES COMPONENT RECOMMENDATIONS:
Attendance policies need to be strictly adhered to with parent
contact and reason for absence clearly documented.
Development of the Family Assistance Plan (FAP) must be based on
information gathered on the Family Needs Assessment (FNA) more
closely.
Item 118 There is a written social services plan annually updated
and/or revised. [1304 . 1-4]
REASON FOR NON-COMPLIANCE
Though there is a written plan, areas [1304-2 (a) (8) ] (contacting parents
after child has been absent for four consecutive days or whose attendance
is irregular) and [1304-2 (c) ] (maintenance of up-to-date family . records)
are not addressed.
Item 123 There shall be follow-up to assure delivery of needed
assistance. (R, I) [1304 . 4-2 (a) (6) ]
REASON FOR NON-COMPLIANCE
Information on the FAPs needs to follow more closely along parent's
identified needs as per the FNA; often, important information is not being
followed up. Also, none of the FAP's had parent signatures; many were
lacking staff signatures, making it difficult to determine if parents were
part of developing the FAP.
Item 125 A parent or guardian will be contacted with respect to an
enrolled child whose participation in the Head Start program
is irregular or who has been absent four consecutive days.
[1304 .4-2 (a) (8) ] [See ER#179]
REASON FOR NON-COMPLIANCE
Both parent interviews, and observation of files indicate that this rarely
happens.
PAGE SOC-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 126 Records shall be established, maintained, and kept
confidential that include: [1304 .4-2 (c) ]
REASON FOR NON-COMPLIANCE
Information on outcome of referrals is lacking. There is little or no
evidence of staff/parent contact in most files. (Very inconsistent)
PAGE PAR-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
PARENT INVOLVEMENT
------------------
Number of Parents Interviewed: 8 Number of Staff Interviewed: 4
Component Reviewers: Marina Sanchez
PARENT INVOLVEMENT COMPONENT STRENGTHS:
Strong staff support in Social Services and parent participation
in classrooms.
PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS:
Parent involvement component training for all staff.
Rewrite component plans, and training plans for parents.
Hire a parent involvement staff person to insure component
compliance and enhancement of parent involvement in all areas.
Item 133 There is a written parent involvement plan annually updated
and/or revised. [1304 . 1-4] This includes a detailed plan
on implementation of I-30-2 "The Parents" (70. 2)
[1304 .5-2 (b) ]
REASON FOR NON-COMPLIANCE
Component Plan did not reflect detailed activities and time frames for
parent involvement at this delegate agency. It is a one-sentence
statement, "Parent plan is in place. "
Item 137 The process of making decisions about the nature and
operation of the Head Start program.
REASON FOR NON-COMPLIANCE
Parents are not given choices in many agenda items. One-page memos
instruct Policy Committee members on how to vote or approve each item
(called consent items) that needs their attention (vote) . There is little
or no training for the Policy Committee in the process of making decisions
at the program level.
PAGE PAR-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 139 There shall be opportunities for parents which lead to
enhancing the development of their skills, self-confidence,
and independence in fostering an environment in which their
children can develop to their full potential. [1304 . 5-3 (a) ]
REASON FOR NON-COMPLIANCE
A. Parents were not sure what role the Policy Committee had in the
classroom. In general they did not understand the decision-making
process and the roles of the parents in Head Start.
I. Unable to find training in personal growth; what training there was,
had to do with "Head Start. " .
Item 144 Identification of opportunities for continuing education
that may lead toward self-enrichment and employment; (f)
REASON FOR NON-COMPLIANCE
Unable to find documentation of presentations on training to encourage
continuing education opportunities.
PAGE DIS-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
------------------------------=------------------------------------------------
DISABILITIES SERVICES
---------------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 10
Component Reviewers: Darlene Wezdenko
DISABILITIES SERVICES COMPONENT STRENGTHS:
The staff are receiving practical hands on training in working
with children with disabilities at another agency.
Collaborating with LEA is working. Staff know about their
children with disabilities and receive suggestions from
therapists working in the classroom.
DISABILITIES SERVICES COMPONENT RECOMMENDATIONS:
The delegate must ensure that confidentiality is maintained.
A system should be developed to track the assistance given to
parents in the transition of their children from Head Start to
the Local Education Agency (LEA) .
Item 155 Resources to implement the disabilities services plan are
adequate: [1308.4 (n-o) ]
REASON FOR NON-COMPLIANCE
B. There is an entrance gate at the Gehrinders center that could not be
used if a person had a disability or was in a wheelchair.
Item 160 The disabilities coordinator arranges for formal evaluation
of children identified as possibly having a disability
[1308. 6 (e) ]
REASON FOR NON-COMPLIANCE
C. The files at the Gehringer site were not locked.
D. The parental consent for evaluation is signed at the district and the
agency does not have a copy.
PAGE DIS-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 165 The disabilities coordinator works closely with other Head
Start staff to ensure that the special needs of each child
with disabilities are met. [1308. 18, 1308. 20, 1308.4]
REASON FOR NON-COMPLIANCE
A. Health component staff not involved in the assessment process or in
the follow-up.
D. Participation and support of parents of children with disabilities are
not fostered by staff.
Item 166 The program supports the transition process for children
with disabilities who are entering and leaving Head
Start. [1308.4 (g) , (1) ]
REASON FOR NON-COMPLIANCE
B. There are procedures for transition and there is an end of year IEP
but there are no records maintained to document assistance to parents
at other and in other aspects of transition.
PAGE ELI-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE
---------------------------------------------------------------
Number of Parents Interviewed: 3 Number of Staff Interviewed: 7
Component Reviewers: Susie Wilson
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE STRENGTHS:
Social Service staff demonstrate strong community networking
skills. Staff reflects ethnic makeup of program.
ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS
Eliminate the use of the separate income verification sheet;
with only the parent signature required, it does not meet
[1305.4 (e) ] , whereas the application form itself is designed to
do so (application form includes appropriate Income Verification
Section) .
Waiting list numbers should be determined by estimated number of
anticipated enrollment vacances for the coming year, not by a
set of percentages.
Income updates for second year children, even though not used
for re-verification, are unnecessary, and should cease.
Attendance policies must be strictly followed.
Item 178 When the monthly average daily attendance rate in a
center-based program falls below 85 percent, the program has
analyzed the causes of absenteeism. This analysis includes
a study of the patterns of absences for each child,
including the reasons for absences as well as the number of
absences that occur on consecutive days. [1305.8 (a) ]
REASON FOR NON-COMPLIANCE
Absences seem to be rarely followed up on, except in severe cases.
PAGE ELI-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 179 When the reasons for a child's absences are unexcused for
four or more consecutive days, the program has initiated
appropriate family support procedures, including home visits
or other direct contact with the child's parents, that
emphasize the benefits of regular attendance, while at the
same time remaining sensitive to any special family
circumstances. [1305.8 (b) ] [See SS #125]
REASON FOR NON-COMPLIANCE
There is no documentation in files to indicate that follow up is done on
absences (staff-initiated) except in severe cases, when a letter is sent
with the absence policy enclosed. Thus, support procedures are often
inadequate or untimely.
PAGE ADM-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
------------------------------------------------7------------------------------
ADMINISTRATION
--------------
Number of Parents Interviewed: 0 Number of Staff Interviewed: 1
Component Reviewers: Norma Johnson
ADMINISTRATION COMPONENT STRENGTHS:
The Head Start Director is very open to training and technical
assistance to improve program services.
ADMINISTRATION COMPONENT RECOMMENDATIONS:
* The Head Start Director and the component staff are located in
two separate offices, 25 miles apart. The Director may
consider occupying office space in the program staff ' s offices
at least for some portion of the week.
* Parent training in I-30 and OSPRI should be improved.
Item 185 The grantee should have and should implement a written
procedure for program planning which is approved by the
Board and the Policy Council and which includes a process
for formulation of component objectives with adequate time
for review of final objectives, including timetables and
budgets. (R, I)
REASON FOR NON-COMPLIANCE
The delegat agency has no written procedures for program planning of for
program monitoring.
Item 187 The grantee has and implements a written procedure which
describes an ongoing monitoring process that assures
specific program objectives and activities are completed in
a timely manner. (R, I)
REASON FOR NON-COMPLIANCE
Same as #185.
PAGE ADM-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 189 An annual self-assessment must be performed by each Head
Start grantee and delegate agency. (R, I)
REASON FOR NON-COMPLIANCE
The Director stated that the OSPRI was completed in March, 1994. The
OSPRI, however, has been misplaced and could not be located. No
improvement plan was found nor evidence of training for the OSPRI team.
Item 194 Head Start agencies shall establish personnel policies and
procedures. (R)
REASON FOR NON-COMPLIANCE
The Personnel Policies are missing reference to:
1) Declaration forms
2) Policy Committee approval/disapproval in the hiring/firing process
3) Adherence to criminal records check
4) Conflict of interest for political activities
5) Promotion plan
The Personnel Policies ' reference to official travel, and to training
opportunities are inadequate to comply with the performance standard.
The Personnel Policies refer to employee evaluations , but does not
mandate it.
Item 195 There is evidence that personnel policies are implemented as
written and approved.
REASON FOR NON-COMPLIANCE
Staff hired prior to approval of the Policy Committee.
Item 196 A file and records system shall be maintained to include
official documents for each staff member, related to:
qualifications for appointment or promotion; periodic pay
increases; records of continued training or education;
official recognition; performance evaluation; and adverse
action. The system must protect the confidentiality of
personnel records.
PAGE ADM-3
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
REASON FOR NON-COMPLIANCE
Personnel files missing required records, i.e. , reference checks,
appropriate training, performance evaluations, and initial medical exams.
PAGE STA-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
STAFFING REQUIREMENTS AND PROGRAM OPTIONS
-----------------------------------------
Number of Parents Interviewed: 8 Number of Staff Interviewed: 10
Component Reviewers: Mitchell Kuljis
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT STRENGTHS:
Delegate agency is in compliance with most of the staffing and
options requirements.
Pre- and in-service training.
STAFFING REQUIREMENTS AND PROGRAM OPTIONS COMPONENT RECOMMENDATIONS:
Develop a plan and systems for recruiting, training, and
utilizing volunteers.
Item 205 The grantee has developed and implemented a system to
actively recruit, train, and utilize volunteers in the
program to the fullest extent possible. [1306. 22 (a) ]
REASON FOR NON-COMPLIANCE
There are no plans or systems available for the recruitment, training or
the utilization of volunteers.
Item 206 Special efforts are made to have volunteer participation,
especially parents, in the classroom and during group
socialization activities. [1306.22 (b) ] [1306. 20 (b) (d) ]
REASON FOR NON-COMPLIANCE
There were insufficient or no volunteers and/or parents in the classrooms.
PAGE ACC-1
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
ACCOUNTING
Number of Parents Interviewed: 0 Number of Staff Interviewed: 3
Component Reviewers: Cameron Snyder
Item 217 Grantee has written accounting procedures.
REASON FOR NON-COMPLIANCE
The delegate does not have a complete accounting procedures manual.
Item 218 There is a financial management system that ensures budget
management, maintains control over current operations, and
provides timely, accurate, current, and complete disclosure
of financial matters.
REASON FOR NON-COMPLIANCE
Accounting records are not consistently supported by source documentation
and source documentation is not consistent with delegate's own stated
policies. Demand claims are unreconcilable to financial statements.
Transactions are not posted in a timely manner. Non-Federal share is not
posted on a regular basis. Books have not been closed for the last fiscal
year causing software generated reports to be out of balance and of
questionable value.
Item 219 Written procedures are in place to determine the
allowability, allocability and reasonableness of costs.
REASON FOR NON-COMPLIANCE
There are no written procedures in place to determine the allowability,
allocability and reasonableness of costs.
Item 225 Financial data and records were used in preparing the
SF-269s for the budget period.
REASON FOR NON-COMPLIANCE
Financial statements should tie directly and easily to demand claims
submitted to the grantee. They currently do not.
PAGE ACC-2
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 226 Previous audit deficiencies have been addressed and
corrective actions have been implemented.
REASON FOR NON-COMPLIANCE
The 1994 audit had no findings and cleared prior year findings. However,
1993 findings appear to still be in evidence which would indicate a
backslide to past irregularities or deficiencies.
Item 247 Budgeted food costs (USDA and non-USDA) compared reasonably
with the actual food costs recorded in the grantee financial
accounting records.
REASON FOR NON-COMPLIANCE
Accounting reports are not set-up to identify CCFP expenditures as
budgeted. CCFP advance is not reconciled to its deferred income liability
account.
ITEM 248 USDA income guidelines were used in preparing the
documentation submitted to USDA for application for Child
Care Food Program participation.
GENERAL COMMENTS
This requirement was not verified because documentation is maintained at a
separate location.
Item 252 Grantee has established a written policy and specific
procurement procedures which, at a minimum, provide:
REASON FOR NON-COMPLIANCE
Transactions did not contain evidence required to substantiate procedural
adherence to stated policies. Documented policies are incomplete but
under development. Paid invoices did not identify who received the
merchandise. Some merchandise was paid for prior to receipt. There were
no purchase orders or receiving reports on several transactions. The bids
for the purchase of a vehicle could not be located.
PAGE ACC-3
GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES
DELEGATE: 001 UNITED COUNCIL OF SPANISH SPEAKING ORGA
-------------------------------------------------------------------------------
Item 255 All grantee procurement transactions, whether negotiated or
advertised, and regardless of dollar value, must be
conducted in a manner providing maximum open and free
competition.
REASON FOR NON-COMPLIANCE
There is no written evidence supporting this requirement.
Item 256 Grantees ' property management standards for nonexpendable
personal property shall include the following procedural
requirements:
REASON FOR NON-COMPLIANCE
There is no property management system in evidence nor is there evidence
of inventory practices.
Attachment IV. SUMMARY TABLE OF NON-COMPLIANCES
SUMMARY OF NON-COMPLIANCES
CONTRA COSTA COUNTY COMMUNITY SERVICES DEPARTMENT
HEAD START
ON-SITE REVIEW - JANUARY 23-27, 1995
GOP - Grantee-Operated Program FSC - Family Stress Center
BV - Bayo Vista FB .- First Baptist Church
OCSSO - United Council of Spanish Speaking Organizations
EDUC. GRANTEE BV FSC FB UCSSO
ITEMS GOP
1
2
3
4
5 N N N
6
7
8
9
10 N
11
12
13
14
15 N N
16 N N N N N
17
18 N N N
19 N N
20 N N
21 N N
22 N N
23 N N
1
EDUC. GRANTEE BV FSC FB UCSSO
ITEMS GOP
24
25
26
27 N N N
28 N
29
30 N N N
31
32
33 N
34
35
36
37 N N
2
HEALTH GRANTEE BV FSC FB UCSSO
ITEMS GOP
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
3
i
HEALTH GRANTEE BV FSC FB UCSSO
ITEMS GOP
66 N N
67 N N
68 N N N N
69
70
71
4
MENT HL GRANTEE BV FSC FB UCSSO
ITEMS GOP
72
73 N N N N N
74 N N
✓ 75 N N N N N
76 N N N N N
77 N
78
79. N N N N
80
81 N
82
83 N N N
84
85 N N N N
86 N
87 N
88 N
5
NUTR. GRANTEE BV FSC FB UCSSO
ITEMS GOP
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106 N N N N
107 N N
108 N N N N
109
110
111
112
113
114
115
116
117
6
7
PI GRANTEE BV FSC FB UCSSO
ITEMS GOP
133 N N N
134 N N N
135 N
136
137 N N N N N
138 N
139 N N N N
140
141
142 N N
143
144 N N
145
146 N N
147 N N N
148 N N
149 N
150 N
151 N
152 N N
8
DISAB. GRANTEE BV FSC FB UCSSO
ITEMS GOP
153 N N N
154
155 N N N
156 N .
157
158
159
160 N N
161 N
162 N N N N
163
164 N
165 N
166 N N N N N
9
ELIGIB. GRANTEE BV FSC FB UCSSO
ITEMS GOP
167
168
169 N
170
171
172
173
174 N
175
176 N
177 N N
178 N N
179 N N
10
ADMIN. GRANTEE BV FSC FB UCSSO
ITEMS GOP
180
181
182 N N
183
184
185 N N N N N
186 N N N N
187 N N N N N
188 N
189 N
190
191 N
192
193
194 N N
195 N N N
196 N N
197
198
199
200 N
11
STAPING GRANTEE BV FSC FB ucsso
ITEMS GOP
201 N N
202 N
203 N
204
205 N N N N N
206 N N N N N
207 _
208
209
210
211 N
212
213
214 N
215 N N
12
FISCAL GRANTEE BV FSC FB UCSSO
ITEMS GOP
216
217 N
218 N N N
219 N N
220
221 N N N
222 N
223
224
225 N
226 N N N
227
228
229
230
231
232
233
234
235 N
236 N
237
238 N N
239
240 N
241 N
242
243
244 N N
13
FISCAL GRANTEE BV FSC FB UCSSO
ITEMS GOP
245
246
247 N N
248
249
250
251
252 N N N N
253
254
255 N N
256 N N N
TOTAL NON-COMPLIANCES
GRANTEE BV FSC FB UCSSO
GOP
TOTAL # 67 50 34 46 40
OF 256 26 20 13 18 16
14
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