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HomeMy WebLinkAboutMINUTES - 04021996 - U3 TO. BOARD OF SUPERVISORS `E..S ... ContraNlark DeSaulnier and Jeff Smith - 1 FROM: {.a April 2, 1996 Cost County DATE: Correspondence from Department of Health & Human Services re Head Start Program in Contra Costa County. SUBJECT: SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION DIRECT the appropriate county staff to report back to the Board of Supervisors on April 16, 1996, what specific actions are being taken to address and erase the deficiencies outlined in the March 29, 1996, letter from Maria L. Fort, Region IX Head Start Program Specialist to the Board regarding Contra Costa County's Head Start Program. BACKGROUND The attached letter from Ms. Fort was addressed to Supervisor Smith as Chair of the Board of Supervisors., It outlines the current outstanding deficiencies in various areas of the county's Head Start Program and states HHS's concern as to whether Contra Costa County can meet the deadline of May 26, 1996, to erase all deficiencies as listed. It is our understanding that May 20, 1996, is the absolute deadline for our program to meet the demands of HHS and that if the deficiencies are not rectified by the deadline of May 20, 1996, Contra Costa County will lose its Head Start Program. Since our Board is not meeting on April 9th, we request county staff's response to this correspondence and our concerns about the county's ability to continue operating the Head Start Program be placed on our April 16th agenda. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAD M TTEE I APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON Apri 1 2 , 1996 VVOVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT 2 ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED April 2 , 1996 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: County Administrator SUPE ISORSANDCO NTYADMINiSTRATOR Community Services County Counsel BYC—LDEPUTY AF%R-02-996 14:23 SUPU. JEFF SMITH 510 646 1396 P.01 Administration for _ DEPARTMENT QF HFALTH `d7 HUMAN SI~RVICI✓S Children and Families :A z 4M Refer To: Head Start [09CH0375] Region IX 50 United Nations Plaza San Francisca, CA 94102 MAR 2;9, Jeff Smith, Chairman n n� Contra Costa County Board of Supervisors U 651. Pine Street APRMartinez, California 94553 1996 Dear Supervisor Smith: COMMUNITY SERVICES DEPARTMENT From February, 23 to February 26,_ 1996 the Administration for Children and Families (ACF) conducted a follow-up on-site program review (OSPRI) of those areas of your Head Start program which were found to be deficient during the regularly scheduled on-sate monitoring visit in January, 1995 . The purpose of the visit was to assess the progress your agency made in correcting the identified deficiencies . On May 17, 1995, ACF sent your agency a Letter of Understanding (LOU) -which detailed the findings of the January, 23 to 27, 1995, on-sight program review; the strengths, the weaknesses, the non- compliances, and the deficiencies for both the grantee and the four delegate agencies . You were also advised that you had 90 days from the date of the receipt of the LOU to bring the non-compliances into compliance, and one year from, the date of the receipt of the LOU to correct all the deficiencies, or your agency could face termination proceedings. Subsequently, your agency developed a Quality Improvement Plan (QIP) for the corrective actions needed to eliminate the deficiencies . Technical assistance was offered, but it was used only for the development of the QIP. In June., 1995, one of the delegate agencies, Family Stress Center, decided to give up the Head Start program, and the County took over its operation. In August, 1995, you, the grantee, were unable to certify that Bayo Vista Tiny Tots Nursery School and the United Council of Spanish-Speaking organizations (UCSSO) , two other delegate agencies, were able to correct those OSPRI items that were found to be out of compliance during the review. Subsequently, you were able to certify compliance for Bayo Vista . Since your agency was unable to certify compliance for UCSSO, the County decided not to renew UCSSO' s contract . They appealed that decision to both the County and to ACF, and on January 26 , 1996 , ACF upheld the County' s decision. At that time, your agency also absorbed the UCSSO Head Start program operation. APR-02-1996 14:24 SUPU. JEFF SMITH 510 646 1396 P.02 Jeff Smith Page 2 The identified areas of deficiency were : Grantee : Administration, Mental Health, Parent Involvement, Disabilities . Bayo Vista Tiny Tots Nursery school : Mental Health, Parent Involvement, Eligibility, Recruitment, Enrollment. . . First Baptist Church: Mental Health, Parent Involvement . Since the grantee took over the operation of the Family Stress Center (FSC) and UCSSO Head Start programs, it is its responsibility to ensure that all the deficiencies, including those identified at UCSSO and FSC, are corrected in a timely manner. The follow-up review was conducted in the component areas of Administration, Mental Health, Parent Involvement, Disabilities, and Eligibility, Recruitment, Selection. . . , and applicable sections of the OSPRI were used. The team also reviewed the LOU, the QIP, and other relevant documents . Three of the following reviewers participated in the initial January, 1995 review, and one was new. Administration: Maria Fort, Team Leader Saovarose Diehl Mental Health: Mary Soule Parent Involvement : Fillipa O'ohnson Eligibility_ : Disabilities : Darlene Wazdenko The team found that while there has been a great deal of progress in correcting the deficiencies, some important areas remain deficient . We are concerned whether the time remaining until May 20, 1996 , is adequate to make the remainder of the necessary corrections . Since the review, I met with the Assistant County Administrator, the Head Start Program Manager, and the Vice President and Project Manager of Development Associates, the Technical Assistance Resource Center for Region IX, to plan the provision of technical assistance in the areas that remain deficient, in an effort to enable Contra Costa County Head Start to make the all the necessary cotrections by the rapidly approaching deadline. '6 AR-02- 996 14:25 SUPV. JEFF SMITH 510 646 1396 P.03 Jeff Smith - Page 3 Enclosed with this letter are : , Overall progress - Remaining Deficiencies Detailed Report of Findings In order to certify that all the necessary corrective actions have been taken for the elimination of the remaining deficiencies, we will schedule a final follow-up visit at the end of May or early in June . We thank the Board, the staff, and the parents for their cooperation and patient assistance to the team during the follow-up visit . If you have any question, please contact your assigned Program Specialist, Maria Fort, at (415) 437-8445 . Sincerely, Maria L. Fort Head Start Program Specialist Head Start Branch Office of Family Supportive Services Enclosure CC* Executive Director Head Start Director Policy Council Chairperson County Administrative officer I U- 3 x... Administration for DEPARTMENT OF HEALTH W HUMAN SERVICES Children and Families ,I~INM Refer To: Head Start [09CH03751 Region IX = 50 United Nations Plaza San Francisco, CA 94102 MAR 2;q . Jeff Smith, Chairman Contra Costa County Board of Supervisors 651 Pine Street APR 1 1996 Martinez, California 94553 Dear Supervisor Smith: _ COMMUNITY SERVICES DEPARTMENT From February, 23 to February 26, 1996 the Administration for Children and Families (ACF) conducted a follow-up on-site program review (OSPRI) of those areas of your Head Start program which were found to be deficient during the regularly scheduled on-site monitoring visit in January, 1995 . The purpose of the visit was to assess the progress your agency made in correcting the identified deficiencies . On May 17, 1995, ACF sent your agency a Letter of Understanding (LOU) which detailed the findings of the January, 23 to 27, 1995 on-sight program review; the strengths, the weaknesses, the non- compliances, and the deficiencies for both the grantee and the four delegate agencies . You were also advised that you had 90 days from the date of the receipt of the LOU to bring the non-compliances into compliance, and one year from the date of the receipt of the LOU to correct all the deficiencies, or your agency could face termination proceedings . Subsequently, your agency developed a Quality Improvement Plan (QIP) for the corrective actions needed to eliminate the deficiencies . Technical assistance was offered, but it was used only for the development of the QIP. In June, 1995, one of the delegate agencies, Family Stress Center, decided to give up the Head Start program, and the County took over its operation. In August, 1995, you, the grantee, were unable to certify that Bayo Vista Tiny Tots Nursery School and the United Council of Spanish-Speaking Organizations (UCSSO) , two other delegate agencies, were able to correct those OSPRI items that were found to be out of compliance during the review. Subsequently, you were able to certify compliance for Bayo Vista. Since your agency was unable to certify compliance for UCSSO, the County decided not to renew UCSSO' s contract . They appealed that decision to both the County and to ACF, and on January 26, 1996, ACF upheld the County' s decision. At that time, your agency also absorbed the UCSSO Head Start program operation. ti Jeff Smith - Page 2 . The identified areas of deficiency were : Grantee : Administration, Mental Health, Parent Involvement, Disabilities . Bayo Vista Tiny Tots Nursery School : Mental Health, Parent Involvement, Eligibility, Recruitment, Enrollment . . . First Baptist Church: Mental Health, Parent Involvement . Since the grantee took over the operation of the Family Stress Center (FSC) and UCSSO Head Start programs, it is its responsibility to ensure that all the deficiencies, including those identified at UCSSO and FSC, are corrected in a timely manner. The follow-up review was conducted in the component areas of Administration, Mental Health, Parent Involvement, Disabilities, and Eligibility, Recruitment, Selection. . . , and applicable sections of the OSPRI were used. The team also reviewed the LOU, the QIP, and other relevant documents . Three of the following reviewers participated in the initial January, 1995 review, and one was new. Administration: Maria Fort, Team Leader Saovarose Diehl Mental Health: Mary Soule Parent Involvement : Fillipa Johnson Eligibility. . . . Disabilities : Darlene Wazdenko The team found that while there has been a great deal of progress in correctingthe deficiencies, some important areas remain deficient . We are concerned whether the time remaining until May 20 , 1996, is adequate to make the remainder of the necessary corrections . Since the review, I met with the Assistant County Administrator, the Head Start Program Manager, and the Vice President and Project Manager of Development Associates, the Technical Assistance Resource Center for Region IX, to plan the provision of technical assistance in the areas that remain deficient, in an effort to enable Contra Costa County Head Start to make the all the necessary corrections by the rapidly approaching deadline . Jeff Smith - Page 3 Enclosed with this letter are : - Overall Progress - Remaining Deficiencies - Detailed Report of Findings In order to certify that all the necessary corrective actions have been taken for the elimination of the remaining deficiencies, we will schedule a final follow-up visit at the end of May or early in June . We thank the Board, the staff, and the parents for their cooperation and patient assistance to the team during the follow-up visit . If you have any question, please contact your assigned Program Specialist, Maria Fort, at (415) 437-8445 . Sincerely, J�,_)w�, k - Maria L. Fort Head Start Program Specialist Head Start Branch Office of Family Supportive Services Enclosure cc : Executive Director Head Start Director Policy Council Chairperson County Administrative Officer Gt• 3 FY95 HEAD START FOLLOW-UP VISIT REPORT CONTRA COSTA COUNTY COMMUNITY SERV/CES DEPARTMENT HEAD START PROGRAM Grant No. 09CH0375 651 Pine Street Martinez, CA 94553 Supervisor Jeff Smith, Board Chairperson Mr. Phillip Batchelor, County Administrative Officer Ms. Joan Sparks, Executive Director Ms. Daneen Cali, Acting Head Start Director Ms. Pam Franklin, Policy Council Chairperson Prepared by the Administration for Children and Families Maria L. Fort, Team Leader 03/27/96 HEAD START MONITORING TRACKING SYSTEM PAGE: ADM-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 002 FIRST BAPTIST CHURCH DATES OF REVIEW: 02/20/96 TO 01/23/96 ADMINISTRATION -------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 6 Component Reviewers : Saovaros Diehl ADMINISTRATION COMPONENT STRENGTHS : Newly hired agency director is very knowledgeable about the Head Start regulations and has taken on the responsibility of developing written policies and procedures to address the deficiencies . The staff of FBHS are highly vested and dedicated to the program. The level of mentorship and morale is high as evidenced by the team building spirit and the level of enthusiasm present . The management staff fosters team building and focuses on the agency' s mission. The relationship between the grantee and DA is supportive. The staff look to and utilize resources of the County and of the grantee' s central office . Furthermore, the director takes on a proactive approach towards networking and collaborating with local agencies to support Head Start goals and objectives . ADMINISTRATION COMPONENT RECOMMENDATIONS : The agency currently is addressing it' s local needs as evidenced by it' s immediate goal of improving facilities . However, as expressed by key staff, the program options need to be re-examined to address the need of parents working or who are in school, or who are in training during the 1997 school year. With respect to the personnel files, reference checks need to be more consistent . u . 3 ATTACHMENT I . OVERALL PROGRESS GRANTEE Administration The agency was able to maintain uninterrupted services to children and families while having to take over and absorb in the grantee- operated program the operations of two delegate agencies . Written policies and procedures have been developed. The oversight of delegate agencies has improved considerably. Mental Health Adequate mental health staff is available to address the mental health program needs, and some of these have already been addressed. Parent Involvement The Policy Council is 'committed to better understand their role in maintaining a quality Head Start program. The grantee has developed a time table for the application planning process with the involvement of the Policy Council . Disabilities Services Agreements with Local Education Agencies signed, but still in need of some revision. A comprehensive written process has been developed for transition to and from Head Start, and all families are involved in the transition activities . DELEGATE AGENCIES First Baptist Church: This delegate agency made remarkable improvements in all aspects of its program with the newly hired Head Start Director; all the deficiencies have been corrected. Team work prevails and staff morale is high. This management philosophy and positive approach to the families and to services, permeates the whole program. Bayo Vista Tiny Tots Nursery School : Staffing in the Mental Health component is adequate. In the Eligibility, Recruitment, Selection. . . component, some areas have been corrected, but additional improvements are still required. ATTACHMENT II . REMAINING DEFICIENCIES GRANTEE Administration Grantee still does not have a functional organizational structure (as shown on its organization chart) which clearly reflects line and support staff, reporting and supervisorial relationships, and which would facilitate cross-component integration. While there is a written monitoring process, it is deficient in its requirements of the time allotted to the completion of monitoring and feedback on the results in relation to the human resources allocated to the function. The personnel administration remains deficient in the clarity of job descriptions, in the lack of annual evaluations, reference checks, and confidentiality of personnel files (West County) . The documentation of training in child abuse prevention remains inadequate . Mental Health Staff anxiety, alienation, and distrust, are not being addressed. Cross-component coordination among mental health, disabilities, and education, remain deficient . Services continue to be reactive and crisis-oriented rather than preventive in nature. Parent Involvement The written plan for the implementation of the I-30 is not current and not detailed enough. There has been no annual review and approval of agency Personnel Policies at least for the past two years . There is no evidence of a written community complaint procedure . There is no regular means of communication to parents (e .g. newsletter) . Written materials to parents are not being translated into the primary languages of the families enrolled in the program. Neither the Policy Council or its Personnel Committee received training in the agency' s personnel policies . tA, 3 Disabilities Services DELEGATE AGENCIES Bayo Vista Tiny Tots Nursery School: Mental Health: Individualization and cross component integration is still not occurring. The implementation of mental health activities are still mainly in the planning stages . Parent Involvement : There is still no plan and time table for the development of the delegate agency' s grant application process which would permit the Local Policy Committee to be better informed prior to their approving the application. There is no evidence of training in child abuse prevention. Enrollment, Recruitment, Selection. . . The written procedures remain inadequate; they don' t reflect compliance with current federal regulations . The enrollment form includes a requirement that the child must be toilet trained as a condition of enrollment . Head Start regulations prohibit such enrollment requirements . ATTACHMENT III . DETAILED REPORT OF FINDINGS U . 03/27/96 HEAD START MONITORING TRACKING SYSTEM PAGE: MEN-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 DATES OF REVIEW: 02/20/96 TO 02/23/96 MENTAL HEALTH ------------- Number of Parents Interviewed: 6 Number of Staff Interviewed: 12 Component Reviewers : Mary Soule MENTAL HEALTH COMPONENT STRENGTHS : Mental health professional available 40 hrs/week. Measurable progress has been made in addressing mental health program needs . Interns available at selected sites . MENTAL HEALTH COMPONENT RECOMMENDATIONS: Assist program, staff to deal with feelings of anxiety, alienation, and distrust so they are empowered to achieve program excellence . Develop basic component plans as a training tool . Include scope of duties in contractual agreement . Develop comprehensive orientation for Mental Health consultant to the Head Start philosophy as well as to component objectives . Ensure full inclusion of Mental Health consultant in the management team. Provide Mental Health support services to all enrolled children/families . Item 083 Coordination with the education services component to provide a program keyed to individual development levels; (3) REASON FOR NON-COMPLIANCE There has been minimal coordination with education services . Service delivery is fragmented among mental health, disabilities, and education. a Gc.•3 PAGE MEN-2 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 .: ------------------------------------------------------------------------------- Item 085 Regular group meetings of parents and program staff; (5) REASON FOR NON-COMPLIANCE Current service level is reactive in nature rather than preventative . Meetings occur in response to identified need/crisis . 6t 3 03/28/96 HEAD START MONITORING TRACKING SYSTEM PAGE: PAR-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 DATES OF REVIEW: 02/20/96 TO 02/23/96 PARENT INVOLVEMENT ------------------ Number of Parents Interviewed: 6 Number of Staff Interviewed: 3 Component Reviewers : Phillipa M; Johnson PARENT INVOLVEMENT COMPONENT STRENGTHS : The Parent Involvement component is functioning well . The acting program manager (4 months) has knowledge in Head Start' s philosophy and mission. She demonstrates loyalty to parents and to the grantee . She is willing to learn the I-30, and parent involvement performance standards . She is doing an excellent job. The PC is committed to learning and understanding their role as it relates to their performance to improve and maintain a quality program. They are open and have communicated their desire to a partnership with staff and with the grantee, as needed. The grantee has developed a grant application planning time table. PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS: (A) Increase the parent involvement staffing to include additional parent involvement assistants and a full-time clerk. (B) To develop/implement and update job descriptions, a performance evaluation system, a supervision plan, and management training. (C) To train all employees in I-30/Parent Involvement Performance Standards . (D) To develop a monitoring system which allows the program manager to better monitor parent activities and parent training at the center, and to identify staff needs for implementing the parent involvement component at the center level . PAGE PAR-2 GRANTEE : 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 - ------------------------------------------------------------------------------- (E) Implement the PC standing committees' reports; there •is no evidence in the PC minutes of standing committee meetings during the past 12 months . (F) To establish operational procedures immediately which are in line with performance standards and with program operation. (G) To hire a firm/consultant to conduct a wage comparability study. It is improper for employees to conduct their own. (H) To rewrite the component plan so that it can be utilized as a management/evaluation tool . (I) To hold the grantee more accountable for the DA' s implementation of the performance standards . (J) Investigate the use of parent activity funds, i .e. parent personal loans are not acceptable . 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 The current plan PY 95/96 does not address the federal regulations for meeting compliance in the following: the written plan on implementation of I-30-2 "The Parent" not detailed. The written plan is not current, and it still refers to the GOP parent group as a "committee . " Item 137 The process of making decisions about the nature and operation of the Head Start program. REASON FOR NON-COMPLIANCE (E) No approval of personnel policies in 1995 or 1996 according to PC minutes . No evidence of approved recruitment plans for 1995 or 1996, according to PC minutes . (G) The last evident financial report provided the PC is dated September 1995 according to PC minutes . (H) No evidence of an approved written complaint procedure for community/parent concerns . PAGE PAR-3 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- 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 Limited evidence of child abuse training on file. 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 (A) No evidence of a regularly scheduled newsletter. (F) No evidence of written materials in language (s) other than English, i .e . Spanish. 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 (B) No evidence of recent transmittal notices, such as new training manuals, or the new transportation policy, in the PC minutes . (C) The last financial report to the PC was dated September, 1995 . (D) No evidence or comments that either the Personnel Committee or the Policy Council were trained in the agency' s personnel policies . 64 PAGE DIS-1 GRANTEE : 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE : 000 ------------------------------------------------------------------------------- DISABILITIES SERVICES --------------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 16 Component Reviewers : Darlene Wezdenko DISABILITIES SERVICES COMPONENT STRENGTHS : Ten percent of the agency' s enrollment are children with disabilities . The component'inanager has developed some comprehensive resource materials and training for parents and staff such as IEPs and transition/exit meetings . The agency has adopted some new forms, i .e. referral form. The coordinator has worked hard on developing a positive working relationship with the LEAs . The MOUs are still in process but children are getting services . The specialist is working very hard and is thoroughly knowledgeable . The full inclusion project with the district is outstanding. The LEAs have helped with the training of the Head Start staff . The centers with the inclusion project are staffed to provide adequate services to all children. The districts for the most part are providing an integrated therapy model where they include all the children. The staff say they are getting suggestions, ideas, and support from the therapist to help individualize and follow through when the therapist is not there . The First Baptist Church delegate agencyis working with the parents of children with disabilities to provide support groups and activities that help them cope with their child. The parents have stated what a benefit this has been. Bayo Vista is receiving some intensive therapies at Rodeo, which maybe a place for more inclusion of children who have other needs besides speech and language. DISABILITIES SERVICES COMPONENT RECOMMENDATIONS : The MOU needs some slight revision to include a section on therapies and service delivery. It was addressed in the draft but left out in the final agreement . Also, assessments and services in the child' s primary language needs to be addressed in the MOU. The Disabilities Service Plan (elaborate as it is) needs to PAGE DIS-2 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- address the basic standards in this component . It would help tracking if the component could be computerized; both the grantee and the delegates . Bayo Vista - The files need to be more organized. Loose papers in files might be lost . There needs to be a tracking system put in place to follow the children through the referrals, assessment, IEP, and therapy, in a timely manner. Some of the ISPs were missing the second page and there were not any copies of the parental consent . A representative of the agency needs to go to the IEP meetings . ITEM 155 Resources to implement the disabilities services plan are ladequate : [1308 .4 (n-o) ] GENERAL COMMENTS Entrance gate at delegate site has been replaced with a gate that is wheelchair accessible . First Baptist Church is looking for new administration offices to comply with the IDEA. 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) ] GENERAL COMMENTS The SELPA agreement has been approved by Head Start, but the district still has some issues about it that must be settled before they sign it . There needs to be some statement in the agreement about having assessments and therapies in the child' s primary language. Item 159 The grantee does not deny placement on the basis of a disability or its severity to any Head Start eligible child when: the parents wish to enroll the child; Head Start is an appropriate placement; and the program has space . [1308 . 5 (c) ] REASON FOR NON-COMPLIANCE Bayo Vista enrollment form states that the child must be toilet trained to be enrolled in Head Start . The Disabilities Manager has talked to them about this before . The delegate claims it is a licensing issue . PAGE DIS-3 GRANTEE : 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- Item 160 The disabilities coordinator arranges for formal evaluation of children identified as possibly having a disability [1308 . 6 (e) ] REASON FOR NON-COMPLIANCE A. Bayo Vista had a child who has been in the program since September who the teacher feels has a speech problem. The child' s file in the Central Office is tagged as special needs . He is on the Disabilities Manager' s list . He has not had an assessment or IEP yet . (Tara Hills) C. Bayo Vista files were not locked, in the central office or classrooms . D. Parental consent, in writing, is obtained by the district for evaluation. Head Start needs to request a copy of the consent when they are provided a copy of the IEP. (A new form that has the parents signing for the referral has been developed. ) The Grant stated that they needed to have a release of information form signed by the parents before they could obtain the parental consent form for evaluation from the LEA. The Disabilities Specialist is in the process of doing this . 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 The West GOP was missing eight IEPs and four IEPs were over a year old. There had been a request sent to the District for a copy of the IEPs . Bayo Vista had several IEPs that were missing the second page that contained the child' s present level of functioning. 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. There is no documentation on lesson plans that children with disabilities have activities that are individualized. GENERAL COMMENTS B, C Special education and related services are provided in a timely PAGE DIS-4 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- manner, as indicated in the IEP. Services for the most part are being delivered in an integrated model in the classroom setting. Item 163 Head Start IEPs are developed by a multidisciplinary team. [1308 . 19 (f-i) ] REASON FOR NON-COMPLIANCE A. Bayo Vista disabilities coordinator or representative has not attended the IEP meetings . The GOP' s new disabilities specialist has started going to meetings since he was hired. GENERAL COMMENTS The Disabilities specialist is attending the IEP meetings for the GOP. If he could attend the meetings for the delegate agency, it would help them come into compliance . Item 164 Vigorous efforts to involve parents in the IEP process were made. [1308 . 19 (j ) ] REASON FOR NON-COMPLIANCE A. Not all records had parents notification in the files . A new form for referrals has been developed for the parent to sign, but a copy of parent notification of the IEP meeting still needs to be in the file. GENERAL COMMENTS IEPs are not in the parents' primary language. 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 .41 REASON FOR NON-COMPLIANCE There is very little collaboration between components and within components . There has been so many changes in personnel that staff are not sure who they go to when they have a child who might need servcies . Also the organizational chart is very confusing. There are also components without a manager at this time . There is no documentation that there is any inter-component coordination. PAGE DIS-5 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 - ------------------------------------------------------------------------------ ITEM 166 The program supports the transition process for children with disabilities who are entering and leaving Head Start . [1308 .4 (g) , (1) GENERAL COMMENTS There is a very comprehensive document for transition to and from Head Start . The staff I talked to have a variety of activities for parents and children for transition to and from Head Start . All the families are involved in the transition, not Tust those with the children with disabilities . PAGE ADM-1 GRANTEE : 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE : 000 - ------------------------------------------------------------------------------- ADMINISTRATION -------------- Number of Parents Interviewed: 3 Number of Staff Interviewed: 14 Component Reviewers : Saovaros Diehl Maria Fort ADMINISTRATION COMPONENT STRENGTHS : In light of the agency' s recent challenge of expansion due to the unanticipated absorption of two delegate agencies in the midst of the many activities of addressing the QIP, the field and management staff are to be commended for their efforts and dedication to ensure continued services to the families . The agency has developed extensive and elaborate written procedures . As evidenced by the constant evolution of policies, procedures and structure, the program staff appear to be flexible and willing to face changes as they arise . ADMINISTRATION COMPONENT RECOMMENDATIONS : The grantee needs to develop an organization (that is reflected on the organization chart) which reflects the functions needed for providing services to the children and families enrolled in the program; which clearly shows the lines of reporting and of supervision; and which clearly indicates who is line and who is support staff . in the absence of a functional organization, it is difficult if not impossible to effectively and efficiently administer a large organization, such as the contra Costa County Head Start program. To ensure optimal service to families, the Grantee needs to re-evaluate the full-day option which would compliment it' s 1997 goal of assisting families with employment and training efforts . Although a monitoring plan has been developed, the current system of one monitor for a full compliance review is neither manageable nor does it provide quality. It does not promote a cross component integration approach for the component managers, field staff and monitors . A team approach of monitors, component specialists and Program Manager Assistants conducting the review of sites/agencies would foster a system of two way internal communication regarding strengths and weaknesses, and would provide more timely T/TA. The current comprehensive narrative reporting system is too time consuming, resulting in a two month delay before the report and the corrective action PAGE ADM-2 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- requirements reach the monitored entity. To improve the tracking and report of program activities and services, the agency needs to explore computer programs such as Child Plus or Kaplan Data Tracker for feasibility of implementation within the next fiscal year. To provide parents with information needed for informed decision making, develop a systemn for all materials from PC meetings to be distributed to all sites/agencies . . Due to the added tasks (fiscal department) of closing the USSCO books, the PC has not received financial reports since September of 1995 . With regard to the personnel policies, investigate the status of the revised job descriptions and of the evaluation instrument . Many field and management staff have expressed concern and lack of clarity of their respective duties and assignments . The Wage Comparability Study should be conducted by an independent consultant hired by the Personnel Analyst assigned to head Start by the County. In implementing the CA OSHA mandate of a plan for handling and proper disposal of blood borne pathogens, integrate it into the existing health and safely policies. The respective roles and functions of the Program Analyst and Personnel Technician assigned to Head Start and those of the County Personnel Department have to be defined and clarified to ensure consistency of documentation within the personnel files . Furthermore the New Employee Trainings should be the responsibility of the Personnel Department (not the Disabilities Coordinator) . Confidentiality measures need to be implemented at all sites . ITEM 181 The grantee has conducted a community needs assessment (CNA) within its service area at least once every three years and updated it in each of the two intervening years by considering whether there have been significant changes in the information contained in the CNA. The CNA includes the following information about the grantee' s Head Start service area: GENERAL COMMENTS The current procedure outlining the CNA development is thorough and PAGE ADM-3 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- specific . Item F merely identifies other child care programs within the service area. The CNA should also identify local community agencies/resources that address the three goals . ITEM 182 Information from the community needs assessment has been used to: GENERAL COMMENTS Although the program option elected by the PC for both the GOP and the delegate agencies is the four halt day variation option, there is increasing request by West GOP, Balboa and Bayo Vista parents for full day options as more parents are either in training or are working. Staff at GOP West have indicated that families will drop out of Head Start once openings become available at the subsidized CCD program. To support the agency' s goal of assisting families to gain employment/training toward self-sufficiency, full day opportunities should be seriously considered. ITEM 184 The program option chosen meets the needs of the children and families as indicated by the grantee' s community needs assessment . [1306 . 31 (b) ] GENERAL COMMENTS Currently the CNA does not indicate the need for full day options, however the FSA at the GOP sites (W. GOP, Balboa) and at the DA (Bayo Vista) said that more families are requesting full day services . . At the West GOP site this is cited as one of the reasons for their low ADA and/or enrollment at times . 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) GENERAL COMMENTS The Grantee recently developed a comprehensive monitoring process, clearly detailing both the reason and outcome with a time table . However, the current system calls for one of the two program monitors to complete the full OSPRI individually. Although both monitors are well qualified, monitoring by one person allows for more oversight of program weaknesses, and/or deficiencies . Furthermore, the ability of one person to carry out the task is questionable, creating a long waiting period for a DA or GOP site to obtain their written findings and corrective action requirements . A team approach to monitoring would promote greater cross component . & 4. , PAGE ADM-4 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 - ------------------------------------------------------------------------------- integration and the development of a corrective action plan and the provision of T/.TA on site . A monitoring form should be developed for non-compliances, indicating findings, a time line for correction, T/TA identified/requested, and an evaluation section for the desired outcomes . The monitoring report could sery as the basis for follow-up visits by component managers . Item 188 Each program should establish and maintain an internal communication system, including the following: REASON FOR NON-COMPLIANCE There is no evidence that the PC is provided information it needs for informed decision making. Materials provided/used during PC meetings are not regularly distributed to GOP sites and to delegate agencies . GENERAL COMMENTS As noted with indicators #147 and #148, key information, such as financial status reports, has been lacking during the November, December, January and February Policy Council meetings . ITEM 191 Grantee has an internal monitoring procedure for delegate program operations which: (R, I) GENERAL COMMENTS Currently the monitoring procedure does not foster cross component integration of services from the grantee/central office . T/TA occurs when it is formally requested and the documentation system is weak. Item 194 Head Start agencies shall establish personnel policies and procedures . (R) REASON FOR. NON-COMPLIANCE - Policy Council minutes of the 1995-96 program year do no reflect approval of the personnel policies as also indicated by PI 137E. - Although the current policy regarding "Temporary Appointment, " Page 266 , P-66 item #4 states "P.C. must approve temporary appointment after 30 days, " there is no evidence that the agency currently practices this regulation. - In the sample of files reviewed, there was no evidience of reference checks, or of regulare performance evaluations . GENERAL COMMENTS Currently the consultant from the Training Institute is in the process of PAGE ADM-5 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- developing job descriptions which is more consistent with the functions of each position. Six personnel files reviewed at the Morello office, and 12 at the GOP West site, provided no evidence of of reference checks or performance evaluations . According to the Policy Council minutes, the most recent wage comparability study was conducted in March, 1995 by the grantee management staff. It would be more prudent to have the wage comparability study done by an outside consultant . As mandated by OSHA all child care centers must now develop and implement a plan for handling and properly disposing of blood borne pathogens . Furthermore all employees must be trained on such policies and procedures . Such a plan must be addressed and incorporated perhaps under the agency' s "Safety and health policies. " 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 While the Program Analyst and Personnel Technician have developed standardized reference checks and training recap forms for those sites that conduct their own reference checks and log staff trainings, the files reviewed show no evidence of their uniform use. The function of the reference checks should be done by the County Personnel Department to ensure that this is done consistently and is documented in the personnel files . GENERAL COMMENTS The system must protect the confidentiality of the personnel records . At the West GOP, the new folders assembled for the teaching staff, did not include a file access sheet and the cabinet housing them was not locked. Other non-personnel materials such as sleeves of paper cups, were stored with the files . ' The credenza where the other staff members' files were housed, had no locks either. In two instances, items marked ' Confidential, ' were found in another employee' s file . Item 200 The Head Start director has designated a staff member who has responsibility for: PAGE ADM-6 GRANTEE: 09CH0375 CONTRA COSTA COMMUNITY SERVICE DELEGATE: 000 ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE Inadequate documentation of child abuse training. GENERAL COMMENTS West GOP site provided the training in September, 1995 . The Education Manager' s 1995 Training Records Manual indicates that grantee staff were trained in October, 1995 . The agency' s training documentation contains only a sign-in sheet with the title of the training. Often the agenda, supporting documents, or a synopsis of the training were not available. 03/27/96 HEAD START MONITORING TRACKING SYSTEM PAGE: MEN-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL DATES OF REVIEW: 02/20/96 TO 01/23/96 MENTAL HEALTH ------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 4 Component Reviewers : Mary Soule MENTAL HEALTH COMPONENT STRENGTHS : Mental health professional on-site for 5 hours/week. Mental health screening tool was in place. Classroom observations were complete . MENTAL HEALTH COMPONENT RECOMMENDATIONS: Enrich the classroom environment to include pictures of children/families, and a quiet area. Articles reflective of the community served to promote cultural pride. Expand mental health activities in the curriculum plan. Item 083 Coordination with the education services component to provide a program keyed to individual development levels; (3) REASON FOR NON-COMPLIANCE Staff has begun the training process to implement the "Web of Life" curriculum in the future . Item 085 Regular group meetings of parents and program staff; (5) REASON FOR NON-COMPLIANCE Mental health activities are still in the planning stage and have not been implemented to date . PAGE PAR-1 GRANTEE : 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE : 003 BAYO VISTA TINY TOTS NURSERY SCHOOL ------------------------------------------------------------------------------ PARENT INVOLVEMENT ------------------ Number of Parents Interviewed: 0 Number of Staff Interviewed: 1 Component Reviewers : Phillipa M. Johnson PARENT INVOLVEMENT COMPONENT RECOMMENDATIONS : To provide more technical assistance to the delegate agency. ITEM 134 Working with their children in their own home in connection with the staff of the center. GENERAL COMMENTS There is evidence in the childrens files that home visits have occured. ITEM 137 The process of making decisions about the nature and operation of the Head Start program. GENERAL COMMENTS The DA has evidence of the LPC (Local Policy Committee) receiving financial reports monthly and that they give prior approval to hirings. ITEM 138 Participation of Head Start parents is voluntary and not required as a condition of the child' s enrollment . [1304 . 5-2 (b) ] GENERAL COMMENTS The DA' s parent involvement is voluntary, not a condition of enrollment . ITEM 14G Parent training/orientation is provided on need to prevent child abuse and neglect and to provide protection for abused and neglected children. [N-30-35G-1-30] [See Ad #2011 GENERAL COMMENTS There is evidence of child abuse prevention training. PAGE PAR-2 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL ._ ------------------------------------------------------------------------------- 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 A. No evidence of a plan or timetable for the submission of the grant application. r + PAGE ELI-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL .: ------------------------------------------------------------------------------- ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE --------------------------------------------------------------- Number of Parents Interviewed: 0 Number of Staff Interviewed: 1 Component Reviewers : Phillipa M. Johnson ELIGIBILITY, RECRUITMENT, SELECTION, ENROLLMENT, AND ATTENDANCE RECOMMENDATIONS Need more technical support . Several procedures relating to eligibility, recruitment, selection, enrollment and attendance must be rewritten to meet the current federal regulations . 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] GENERAL COMMENTS Written procedures need to be updated to address the current federal regulations . ITEM 173 The program has a formal process for establishing selection criteria and for selecting children and families that considers all eligible applicants . [1305 . 6 (a) ] The program considers : [1305 . 6 (b) ] [See SS #119] GENERAL COMMENTS The written procedures need to be updated to comply with the current federal regulations . 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 #1191 GENERAL COMMENTS The written procedures need to be updated to comply with the current federal regulations . PAGE ELI-2 GRANTEE : 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL - ------------------------------------------------------------------------------- ITEM 175 Each enrolled child, except those enrolled in a migrant program, is allowed to remain in Head Start until kindergarten or first grade is available in the child' s community, unless there are compelling reasons for a child not to remain in Head Start . [1305 . 7 (a) ] GENERAL COMMENTS The written procedures need to bc� updated to comply with the current federal regulations . 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) ] GENERAL COMMENTS The written procedures need to be updated to the current federal regulations . 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) ] GENERAL COMMENTS The DAs enrollment in 142 ; 7 short of the funded 149 . 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 #1251 GENERAL COMMENTS The written procedures need to be updated to comply with the current federal regulations . PAGE /ADM-1 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 003 BAYO VISTA TINY TOTS NURSERY SCHOOL -. ------------------------------------------------------------------------------- ADMINISTRATION -------------- Number of Parents Interviewed: 2 Number of Staff Interviewed: 8 Component Reviewers : Saovaros Diehl ADMINISTRATION COMPONENT STRENGTHS : The Grantee has developed a written procedure for the oversight of it' s DA. This provides feedback on the agency' s ability to address performance standards and the terms and and conditionsof the contract . The director has taken measures to improve and expand training for parents on the I-30 and other program requirements . The record keeping system (i .e . personnel files) has been better standardized and organized. The director is aware of the need to restructure and reallocate positions/duties in order to better manage the program. The staff were highly open to comments and recommendations . ADMINISTRATION COMPONENT RECOMMENDATIONS : The agency should refer to the Grantee' s written procedure for program planning and obtain the necessary T/TA in developing it' s agency specific procedures with timetables . Although there is an in-house manual of the OSPRI instrument, the agency needs to develop written procedures detailing the monitoring process that defines a time frame for assessment, protocol, reporting procedure and, for provisions for corrective actions . The agency director expressed concern about staff retention due to a lack of full-day employment opportunities as the current model is half-day. During budget development, justification for added hours for the teaching staff needs to be explored. Additionally, the need for a full-day option was expressed. The CNA data needs to be revisited regarding trends and implications of service delivery at various Bayo Vista sites . 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) PAGE ADM-2 GRANTEE : 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE : 003 BAYO VISTA TINY TOTS NURSERY SCHOOL - ------------------------------------------------------------------------------- REASON FOR NON-COMPLIANCE There is no written procedure for program planning that includes program goals and objectives, and a time line for the planning 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 There is no written procedure for monitoring. 03/27/96 HEAD START MONITORING TRACKING SYSTEM PAGE: MEN-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE : 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE : 002 FIRST BAPTIST CHURCH DATES OF REVIEW: 02/20/96 TO 01/23/96 MENTAL HEALTH ------------- Number of Parents Interviewed: 1 Number of Staff Interviewed: 4 Component Reviewers : Mary Soule MENTAL HEALTH COMPONENT STRENGTHS : Contractual mental health professional is available. Policies and procedures are in place . . Cross component approach to service delivery is implemented. Regular organized training/support activities for parents are available . Classroom assistance is provided to facilitate individualization of services . MENTAL HEALTH COMPONENT RECOMMENDATIONS: Enrich classroom environment with pictures of children/families, and with materials that reflect the ethnicity, the culture and the community. Expand mental health curriculum activities for children. ITEM 072 A mental health professional shall be available, at least on a consultation basis, to the Head Start program and to the children. (1) [1304 . 3-8 (a) 1-8] GENERAL COMMENTS The delegate has access to the grantee' s consultant for T/TA. Also, they have identified monies to support a 5 hr/week consultant to be available to them for Mental Health support services . � r • � 3 y 03/27/96 HEAD START MONITORING TRACKING SYSTEM PAGE: SOC-1 REPORTING FOR FISCAL YEAR 1996 GRANTEE: 09CH0375 CONTRA COSTA COUNTY COMMUNITY SERVICES DELEGATE: 002 FIRST BAPTIST CHURCH DATES OF REVIEW: 02/20/96 TO 01/23/96 SOCIAL SERVICES --------------- COMPONENT NOT REVIEWED