HomeMy WebLinkAboutMINUTES - 06181996 - D4 ro: BOARD OF SUPERVISORS F&HS-02 Contra
FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa
County
DATE: June 10, 1996
REPORT ON OVERSIGHT OF THE COUNTY'S CONTRACTS WITH THE
SUBJECT: UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS AND
PITTSBURG PRE-SCHOOL COORDINATING COUNCIL
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. CONSIDER with this report a supplemental report to the Board of Supervisors
designed to resolve a difference of opinion between staff of the Community
Services Department and the staff of the Pittsburg Pre-School Coordinating
Council (PPSCC) regarding whether the PPSCC has or has not successfully
resolved an apparent year-end fund balance deficit resulting from audit
charges for the 1994-95 fiscal year which PPSCC is disputing with its former
auditor and which remain unpaid at this point but which continue to show as
a liability of PPSCC, thereby resulting in what PPSCC describes as an
artificial year-end fund balance deficit. This discrepancy has caused the State
Department of Education to place PPSCC on a "conditional status." There is
a difference of opinion regarding whether the 1994-95 audit report has been
accepted or approved by the State of California and, therefore, whether the
conditional status is in the process of being removed.
2. DIRECT the County Administrator, the Community Services Director, Social
Service Director, Health Services Director, and Executive Director, Private
Industry Council, to keep in place all of the pre-audit and other accounting
controls which are currently in place and which are designed to reduce the
County's risk of providing funds to either UCSSO or PPSCC for which
services have not been provided consistently with the agency's contract with
the County.
CONTINUED ON ATTACHMENT: r YES SIGNATURE:
r
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD O M T
APPROVE OcTyH.E�R.
SIGNATURESMARK DeSAULNIER
ACTION OF BOARD ON jWpqj8, 4gQr3 APPROVED AS RECOMMENDED X OTHER
IT IS BY .THE BOARD ORDERED that Recommendations 1 , 2 , 3 , and 4
are APPROVED; and the Board DIRECTED that Recommendation No . 3 include
contract status reports to the Family and Human Services Committee
and the Finance Committee , from the United Council of Spanish Speaking
Organizations , and the Pittsburg Pre-School Coordinating Council .
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT -- ) 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 June 18, 1996
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
CC: SUPERVISORS AND AOUNTY ADMINISTRATOR
See Page 4
BY DEPUTY
F&HS-02
3. DIRECT the County Administrator, the Community Services Director, Social
Service Director, Health Services Director, and Executive Director, Private
Industry Council, to make a further report to the Family and Human Services
Committee on September 23, 1996 on the status of each of their department's
contracts with UCSSO and PPSCC, the progress which has been made by
each agency in placing itself on a firmer financial and organizational footing
and what recommendations the Department Head has for any changes which
should be made in the extent of pre-audit procedures which are currently in
place.
4. DIRECT the County Administrator and Community Services Director to make
a further report to the Family and Human Services Committee on September
23, 1996 on the question of whether staff recommends the issuance of a
Request for Proposals (RFP) to provide Head Start services in East County
(or elsewhere in the County) for the 1997 Program Year and the reasons for
that recommendation. In the meantime, DIRECT the County Administrator
and Community Services Director to take no action which would preclude the
possibility of UCSSO bidding on becoming the Head Start contractor in East
County in the future.
BACKGROUND:
Introduction:
The Board of Supervisors has referred to the Family and Human Services
Committee oversight of the County's contracts with both the United Council of
Spanish Speaking Organizations (UCSSO) and the Pittsburg Pre-School
Coordinating Council (PPSCC).
On June 10, 1996, our Committee met with staff from the County Administrator's
Office, the Community Services Department, the Health Services Department and
the Private Industry Council. In addition, we met with staff from the PPSCC and staff
and interim Board members from UCSSO. Attached are their reports (including a
report from the Social Services Department).
Scott Tandy, Community Services Director, introduced the subject by emphasizing
that all departments that have contracts with either agency are following the Board's
direction to insure that there is a system in place which verifies that the services
being purchased are provided and documented before funds are released to the
agencies.
UCSSO:
Mr. Tandy summarized his Department's report. The new Board of Directors is
restructuring the agency and intends to be a bidder in any subsequent RFP for the
East County Heads Start Program. The County is attempting to reconcile advances
made during calendar year 1995 with expenses incurred by the agency and has
hired an independent accountant to go over the records. It appears that the County
will eventually owe UCSSO between $100,000 and $150,000. Mr. Tandy wants to
wait to report back to our Committee on the final accounting on the Head Start
contract with UCSSO once the final work has been completed on these records.
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F&HS-02
Dr. Brunner reported that the Health Services Department has a few small contracts
with UCSSO and has encountered no problems with those contracts. Information
on UCSSO's transportation contract with the County Hospital and Clinics was not
available at the time of our meeting. Arthur Miner summarized PIC's cost
reimbursement contract with UCSSO and the steps his agency takes to protect the
integrity of County and Federal funds and insure that services are provided before
funds are released to the agency.
Lou Rosas, Mayor of Concord, and Maria Alegria, Mayor of Pinole, both of whom are
interim board members of UCSSO, commented on the changes which have been
made at UCSSO. A draft two-year training/technical assistance plan was reviewed
with our committee and is attached to this report. They emphasized that they are
committed to seeing that the agency is turned around and is put back on track to
provide needed services to the community. Also present was Eleanor McGuire,
Interim Executive Director of UCSSO.
Supervisor DeSaulnier asked when staff planned to recommend that the East County
Head Start services be bid out again. Mr. Tandy indicated that they have an RFP
in draft and will present it to the Board of Supervisors at the appropriate time. He
wants to review the letter from the Federal Government resulting from their recent
review of the Head Start Program before deciding what to recommend to the Board
in terms of the future of the program. He clarified that the Head Start Program
operates on a calendar year basis so what is involved would be the 1997 Head Start
Program. Supervisor DeSaulnier indicated that he wanted to make sure that the bid
process is handled in such a way that UCSSO has an opportunity to bid for the East
County Program again when they feel they are ready to do so. Mr. Tandy indicated
that staff would provide the Board of Supervisors with the pros and cons of
contracting the program out to a private, non-profit agency so the Board can decide
what action was appropriate.
PPSCC:
Mr. Tandy again summarized Community Services' involvement with PPSCC and
summarized the memo from the Social Services Department regarding their
contracts with PPSCC. It was noted that the Social Service Department has
recommended that PPSCC convert to an automated accounting system and that
their accountant be full-time. Dr. Brunner indicated that PPSCC is on pre-audit with
all of its contracts. Services provided and costs claimed are audited before bills are
paid on all of the Department's contracts. He noted that many of the contracts
PPSCC has with the Health Services Department are the result of competitive bids
and outside evaluations which have recommended PPSCC as the most qualified and
appropriate contractor.
Frances Greene, Executive Director of PPSCC, and Christopher Ogbado, Financial
Officer of PPSCC, commented regarding the agency's financial status. Mr. Ogbado
claims that the State Department of Education has accepted the 1994-95 audit report
but added some comments to it relating to the fund balance. The agency has its
1996-97 contract from the State. PPSCC expects the conditional status to be lifted
once the audit for the 1995-96 fiscal year is completed--probably in September
1996.
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F&HS-02
Mr. Tandy and Al Prince, Administrative Officer for the Community Services
Department, disagreed with Mr. Ogbado regarding the status of the State's
conditional status designation and indicated that there was still a question about the
differences between the 1993-94 and 1994-95 audits which apparently do not
reconcile because of the outstanding audit payment to the firm that did the audit for
the agency in 1993-94 and which claims it is still owed $65,000. This liability causes
a negative year-end fund balance for the agency. PPSCC believes that this is
excessive and has thus far refused to pay the audit firm. The audit firm has
suggested reducing the fee to $35,000 in order to settle the issue. Mr. Ogbado
indicated that if the fee were reduced to $35,000 the negative fund balance would
disappear.
There is a clear disagreement regarding what the State Department of Education's
position is on this issue. We have asked staff from the Community Services
Department and PPSCC to get together on a conference call with the State in an
effort to resolve this difference. We have asked that a supplemental report be
provided to the Board of Supervisors on June 18, 1996 in conjunction with this report
to outline the efforts to reconcile and resolve this difference.
The recommendations outlined about reflect our belief that progress is being made
with both agencies and that both agencies are capable of providing valuable
services to the community but that the County must also be cautious to insure that
its liability and funds are protected.
cc: County Administrator
Health Services Director
Public Health Director
Social Service Director
Community Services Director
Executive Director, Private Industry Council
Pittsburg Pre-School Coordinating Council (Via CAO)
United Council of Spanish Speaking Organizations (Via CAO)
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JUN-06-1996 08:45 FROM CCC PRIVATE IND CNCL TO CAO 10TH FLOOR P.02/04
R � .
CEjNTRAC,,,OS l A CV�
} PRjrvATE INDUSMy COUNCIL
='BISSO LANL 8UM lW
CONCORD,CA 94520
SOI Gtfr•5239.«-..«SAX(S.tt� SSt?
DAM Febrtwy 29,1996
TO'. Sam Tandy,Chief AWstant County Adminim&tar
AGM: C. lbn+ r,Exetine D�
cafta Cha county private"Ost:y cmun
SUBJECT: UCS PIC CONTRACT
. JUN-06-15196 08:45 FROM CCC PRIVATE IND CNCL TO CAD 10TH FLOOR P.03/04
CURIUDa PIC SITUATION
UCSSO has completed an agency wide audit report in accordance with the federal
single audit act requuvnwnts. There are no questioned or disallowed MA costs..
Absent a lea finding equivalent to fraud,the repart should suffice to validate PIC
pqp Ji Me through"0 5.
For PY 93%we have a$246,823 contract soon to be induced to$146AM due to
federal MA recessions. This contract includes funds for the actual operation of
UCSSO plus training rend supportive service funds paid an behalf of partidpants.
We act as the fiscal qpnt for the training and supportive mice payanents--in
essence pre auditing and then making direct payments to the vendors. So it is
actually only the$96;841 budgeted UCSSO internal operations that are at risk.'Of
that amount,$ A40 is for direct salaries and fringe benefits of program staff and
Absent fraud should be easily supported by payroll records,leaving$19AM of
budgeted funds at hazard.
Of the amount of funds payable to UCSSO for UCSSO internal operations we have
actually paid$15,WS.38 for expenses through 101/95. We have.received no billing
for activity performed since 10'31/93 M no doubt as a result of the Head Sart trauma.
Of the$155,000,none has been billed for indirect or cer&&II administrative costs of
UCSSO. Actual billing through 10/31 includes$19=80 for direct salaries and
fringe benefits;we have paid less due to contract payment limits. However,it
appears that the amount paid to date to UCSSO is covered by payroll record
documentation and hence not subject to audit disallowance or cost questioning. +,
Actual total billings from UCSSO through 10/31/"are$21,999.SS,since they are in
arrears billing us,we actually owe them money. R does raise the question as to
what source of funds,if any,is paying for their current operation. But past
payments are not at risk and with proper precautions the risk with future payments
,tan be minimized.
UCSSO FACTORS
The fact that UCSSO has not billed us beyond 20/303 Is probably.directly related
to the Head Start crisis. From our point of view it is unfortunate that the former
Head Start bookkeeper-who also did the PIC work-is no longer there. She was a
long term UCSSO employee. Plus,the movem*nt of the UCSSO administrative,
function from Martinez to Brentwood means that boxes are piled up in Brentwood,
and although I am sure the fiscal information is there,I have some doubts as to its
accessibility. The significance is,to pass audit for PY 93j/9b UCSSO must have the
documentation to support its charges. Based on our most recent field review it is
doubtful UCSSO can document anything but direct changes Our contract with
UCSSO is cost reimbursement,and based on past experlenee,if we pay UCSSO for
legally mandated costs such as IRS and social security and UCSSO does not make
the payment,UCSSO is liable and we are not subject-to disallowance. In fact
UCSSO has apparently meet the tax deposit requirements. Of more concern is the
employee health plan and retirement contribution. I understand UCSSO has not
made retirement payments recently and perhaps the health plan payments are .
problematical. This is a potential problem for us-if we reimburse UCSSO for costs
when the costs could be interpreted to not have accrued--we could pick up audit
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f JUN-06-1996 08:46 FROM CCC PRIVATE IND CNCL TO CAO iOTH FLOOR P.04/04
liability. As an expediency,my current intentions are to make separate warrants
payable to the canters.
The key question is the current viability of UCSSO to function as an independent
service provider. Our contract contains certain liability provisions which assume
UCSSO is a independent agency with the vlability to defend,idemntify and hold
harmless the Cmutty as the result of its(UCSSO's)actions If UCSW cannot me*
the mutated criteria to perform at this level(and I believe a rational persm would
conclude UCSSO cannot),tate county general fund is vulnerable. The UCSSO
Executive Director has indicated the agency intends to obtain the services of a CFA
to'straighten everything out". However,unless they obtain a volunteer,it is
doubtful there is sufficient agency cash flaw to hire and compensate a CPA.
This departments short term strategy will be to move into a pre audit mode so we
have some ability to justify payments. This ignores the issue of the UCSSO
viability to function as an independent contractor able to shield the county general
fund from liability.resulting from the actions of UCSSO. Lacld ng a county policy
decision to cancel or not renew existing service provider contracts,we are reviewing
strategies to temporarily transition UCSSO from a service provider to a vendor.
This could mean renting space from UCSSO,and temporally transitioning UCSSO
employees performing PIC functions to contract employees. This could take some
County rethinking of contract employee and retirement/health plan status.
Programmaticly,UCSSO provides a valuable service to Far East County residents.
Although there may be other organizations that could replace UCSSO,we are not
aware of any at this time.
TOTAL P.04
°I•
CONTRA COSTA COUNTY
Social Service Department
01, i,auigN
John Cullen, Director
PpsrA`COUH
2
June 5, 1996
TO: Scott J�ndy and Claude Van Marter, County Administrator's Office
FROM: Jim akahashi, Division Manager Fiscal Services
RE: Pittsburg Pre-School Coordinating Council Contracts
This memo is in response to your letter dated May 21, 1996 on the status of
Pittsburg Pre-School Coordinating Council (PPSCC). This is a summary of the
Social Service Department's built in contract safeguards, and contract monitoring
of services and payments to PPSCC.
As background the SSD has the following four contracts with PPSCC.
20-443 Term: 7/1/95 to 6/30/96
Payment limit $9,236. Child care services funded by the State Department of
Education. Paid on the reporting of hours per child and reviewed by the
department child care program analyst for program eligibility prior to approval.
Spent to date through January 31, 1996, $4,514.16.
21-050 Term: 7/1195 to 6/30/96
Payment limit $27,228. Family support services for the Interagency Family
Preservation Program with the goal of maintaining minors at home in the
community. Funded by the state family preservation program. Payment based on
a flat monthly fee for the availability of services and the provision of reported
activity to the department. Special requirement - expenses claimed are supported
in an audit due to the department August 31, 1996. Spent to date through April 30,
1996, $22,699.70.
21-246 Term: 7/1/95 to 6/30/96
Payment limit $99,850. Therapeutic infant care services consisting of prevention,
intervention, treatment and education of infant/toddlers for families in which
abuse has occurred. Funded by the child abuse intervention treatment program
AB 1733 (FACT). Payment by monthly amount of $8,321. A final payment of
$8,319 will be held back dependent upon the delivery of minimum services and
evidence of actual expenses incurred. The department has held January,
February and March payments until early May to clarify details on submitted
ADMINISTRATIVE OFFICE: 40 Douglas Drive ° Martinez ° CA ° 94553-4068 ° Voice (510) 313-1500 ° FAX (510) 313-1575
demands. A 10 % match required and a final close-out audit is due September 30,
1996. Spent through March 31, 1996, $74,889.
21-302 Term: 4/1/96 to 9/30/97
Payment limit $155,292. Collaborative services in which PPSCC is the fiduciary
agency working with Family Stress Center, to provide I & R, parent counseling,
community development, and PATHS System access. Funded by the federal
family preservation services program. Special conditions require a program
review of the first 6 months. Contingent on the results of the review and
successfully meeting the contracted program goals and objectives, PPSCC will be
allowed to continue the contract. A 12 month program plan and budget will be
developed. The contract requires submission of actual expense detail with
comparison to budgeted line items. One demand has been submitted for$10,324.
This demand will not be approved until PPSCC submits a budget. This is a
current contract requirement that has not been complied with by PPSCC.
Activity update: The FACT consulting accountant has reported to the department
that she spent 2 hours in October, 3 hours in November, 8 hours in March, 2 hours
in April, meeting with PPSCC over clarification of costs supporting demands and
backup documentation. The accountant also met with Social Service staff in
October for 1 3/4 hours, 1 1/2 hours in November, 3 hours in March, and 1 1/2
hours April going over findings of PPSCC and other FACT contractors. This
consultant's services are not solely intended for PPSCC oversight. This
consultant is available to other FACT contractors. In addition FACT Program
Advisory Committee has had two on-site program reviews to ensure that services
are being provided as required in the FACT contract.
The department has made several suggestions to PPSCC. One was that the
PPSCC needed to look at moving from a manual accounting system to an
automated system. This was done. As follow up, we are now finding that further
automation needs to be done to integrate some manual allocation processes that
the new automated accounting software package does not provide. A second
suggestion was that the agency needed to consider that the agency controller
spend more time on the job at PPSCC. The current consulting controller is not full
time and does not have a private non-profit agency background. Starting in July
a full time PPSCC controller will be hired. The new controller does have a private
non-profit agency background. The response to the last suggestion will provide
the oversight now lacking in the fiscal unit.
The Social Service Department for FY 96/97 has a full time budgeted accountant
position that will do financial monitoring of all department contracts and ensure
contractors meet financial compliance requirements.
cc: John Cullen, Director
Don Cruze, Assistant Director Administration
Community Services DepartmentChild Development 374-3994
Contra Communty Action 313-7363
Administration
Costa Food Service 374-3850
1220 Morello Avenue, Suite 101 Housing and Energy 646-5756
Martinez, California 94553-4711
(510)313-7350 County
PATHS 427-8094
Fax: (510)313-7385 �--_s___--L o�
1
Joan V.Sparks,
Director
ST`S COUN'�
DATE: June 5, 1996
TO: Family & Human Services Committee
FROM- Scott Tandy, Director, Community Services Department
BY: Al Prince, Administrative Services Officer
SUBJECT: Status Report..United Council of Spanish Speaking
Organizations
This memorandum is to provide members of the Committee with a
status report regarding the Department's FY 1995-96 contract with
the United Council of Spanish Speaking Organizations (UCSSO).
The Department does not have a contract with UCSSO for 1996, but
is still in the process of closing out its 1995 Head Start contract with
the agency. In January of 1996, the Department retained the
services of Mr. Caesar Perales, Certified Public Accountant, to assist
UCSSO in reconciling its Head Start accounting records. A final cost
report is anticipated by mid July.
It is the Department's understanding that a number of local elected
Latino officials have been placed on UCSSO's Board of Directors.
1
Affirmative Action/Equal Opportunity Employer
They are currently in the process of developing and implementing a
comprehensive corrective action plan to restore the agency back to
its former status as one of the top community based organizations in
the County.
Please call me at 313-7350 if you have any further questions.
cc: Daneen Cali
2
F
Community Services DepartmentChild Development 374-3994
Contra Communty Action 313-7363
Administration
Costa Food Service 374-3850
1220 Morello Avenue, Suite 101 Housing and Energy 646-5756
Martinez,California 94553-4711County I Int\
(510)313-7350 l.t �/ PATHS 427 8094
Fax: (510)313-7385 E_Jim-••L. o
Joan V.Sparks, _: ;" -=
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Director �; s
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DATE: June 5, 1996
TO: Family & Human Services Committee
FROM: Scott Tandy, Director, Community Services Department
BY: Al Prince, Administrative Services Officer
SUBJECT: Status Report..Pittsburg Pre-School Coordinating Council
This memorandum is to provide members of the Committee with a
status report regarding the Department's FY 1995-96 contract with
the Pittsburg Pre-School Coordinating Council (PPSCC).
At present, Community Services has one contract with PPSCC in the
amount of $98,878.00 for the period of August 1, 1995, through June
30, 1996 to provide pre-school services for approximately 50
program eligible children residing in east County.
To date, the Department has paid through the pre-audit process
demands totaling $85,957.17 for the period of August 1, 1995,
through May 31 , 1996.
From a program perspective, PPSCC has performed its FY 1995-96
contract as required. The County's pre-audit process, however, has
1
Affirmative Action/Equal Opportunity Employer
proven at times to be both difficult and time consuming for the
agency. There have been numerous telephone conference calls and
two on-site meetings where Departmental staff and contract CPA
have provided training and technical assistance to PPSCC staff on a
wide range of accounting related issues.
It is the Department's understanding that the State Department of
Education has yet to accept and approve PPSCC's FY 1994-95
audit, nor has the State taken PPSCC off of the "conditional status "
for its State funded FY 95-96 Child Development and Pre-School
contracts.
PPSCC management staff are very confident that both of the above
outstanding issues with the Department of Education will be resolved
soon and in favor of the agency.
Please call me at 313-7350 if you have any further questions.
cc: Wilda Davisson
`D, -
UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS
Proposed Two Year Training/Technical Assistance Plan
90 Day Stabilization/Assessment Period - March 30, 1996 - June 30, 1996
• Develop credible Volunteer Ad-Hoc Committee with support of Oakland Diocese,
UCSSO Board of Directors, community advocates, United Way and funding
sources. Open communication with all parties and maintain communication.
• Identify UCSSO Board Representative to Ad-Hoc Committee
• Assign interim Staff Leadership to maintain day to day services.
• Process Contra Costa Contractual Demands for Payment to maintain cash flow.
• Assess overall agency financial situation and develop 1 Year Income & Expense
Projection.
• Request Resources and Technical Assistance from United Way and other Sources.
r Develop Six Month Strategic Action Plan (July 1, 1996-December 31, 1996) that
prioritizes UCSSO's: Leadership Development, Financial Accountability, Program
Development/Assessment and Fund Raising.
• Prepare and Submit Required Proposals for Existing/New Programs
• Develop a public relations plan to address the larger community's concerns and
promote a positive image of the agency, its leadership and its services.
• Assess and address staffs urgent and immediate concerns to ensure that services
continue on a positive note.
• Prepare a 90 Day Stabilization/Assessment Report that highlights outcomes and
present to UCSSO Board of Directors, United Way and interested parties.
Year One Objectives - Stabilization of Organization and Assessment
Process
• Assess Organizational Leadership roles and responsibilities (Board, Staff and
Community Volunteers). Design appropriate recruitment, training and
maintenance.
• Recruit, screen, and hire dynamic, visionary and experienced Executive Director.
Year One Objectives - continued
• Begin a comprehensive yearly Strategic Planning Process for Board and Staff that
includes fund development and program development goals.
• Develop and implement a tool to measure program outcomes:
• Begin implementation of Financial Accountability System to include: a) Annual
Independent Audit, and b) Monthly Financial Statements to UCSSO's Board of
Directors and required financial reports to funding sources.
• Expand Public Relation Plan with Yearly Objectives
• Prepare a Year One Re-Organization Report that highlights outcomes and
present to UCSSO Board of Directors, United Way and interested parties.
Year Two Objectives - Implementation of Organizational Plan
• Continue with recruitment and training of Board, Staff and Community
Volunteers
Is recruitment and training adequate for organization's needs?
• Conduct Yearly Strategic Planning Process - Evaluate Year One's Objectives and
accomplishments in program and fund development.
• Assess Program Measurement Tool - Did it measure the program goals accurately
and in a timely manner?
• Evaluate Financial Accountability System. Did it meet the Board's and funding
sources requirements? Adjust appropriately.
• Assess Fund Development Plan - Was it realistic? Were Objectives met?
• Public Relations Plan - Is it meeting its Goals and Objectives?
• Prepare a Year Two Re-Organization Report that highlights outcomes and
present to UCSSO Board, United Way and interested parities.
Year One Objectives - continued
• Begin a comprehensive yearly Strategic Planning Process for Board and Staff that
includes fund development and program development goals.
• Develop and implement a tool to measure program outcomes:
• Begin implementation of Financial Accountability System to include: a) Annual
Independent Audit, and b) Monthly Financial Statements to UCSSO's Board of
Directors and required financial reports to funding sources.
• Expand Public Relation Plan with Yearly Objectives
• Prepare a Year One Re-Organization Report that highlights outcomes and
present to UCSSO Board of Directors, United Way and interested parties.
Year Two Objectives - Implementation of Organizational Plan
• Continue with recruitment and training of Board, Staff and Community
Volunteers
Is recruitment and training adequate for organization's needs?
• Conduct Yearly Strategic Planning Process - Evaluate Year One's Objectives and
accomplishments in program and fund development.
• Assess Program Measurement Tool - Did it measure the program goals accurately
and in a timely manner?
• Evaluate Financial Accountability System. Did it meet the Board's and funding
sources requirements? Adjust appropriately.
• Assess Fund Development Plan - Was it realistic? Were Objectives met?
• Public Relations Plan - Is it meeting its Goals and Objectives?
• Prepare a Year Two Re-Organization Report that highlights outcomes and
present to UCSSO Board, United Way and interested parties.
UNITED COUNCIL OF SPANISH SPEAKING ORGANIZATIONS
Proposed Two Year Training/Technical Assistance Plan
90 Day Stabilization/Assessment Period - March 30, 1996 - June 30, 1996
• Develop credible Volunteer Ad-Hoc Committee with support of Oakland Diocese,
UCSSO Board of Directors, community advocates, United Way and funding
sources. Open communication with all parties and maintain communication.
• Identify UCSSO Board Representative to Ad-Hoc Committee
• Assign interim Staff Leadership to maintain day to day services.
• Process Contra Costa Contractual Demands for Payment to, maintain cash flow.
• Assess overall agency financial situation and develop 1 Year Income & Expense
Projection.
• Request Resources and Technical Assistance from United Way and other Sources.
• Develop Six Month Strategic Action Plan (July 1, 1996-December 31, 1996) that
prioritizes UCSSO's: Leadership Development, Financial Accountability, Program
Development/Assessment and Fund Raising.
• Prepare and Submit Required Proposals for Existing/New Programs/
• Develop a public relations plan to address the larger community's concerns and
promote a positive image of the agency, its leadership and its services.
• Assess and address staffs urgent and immediate concerns to ensure that services
continue on a positive note.
• Prepare a 90 Day Stabilization/Assessment Report that highlights outcomes and
present to UCSSO Board of Directors, United Way and interested parties.
Year One Objectives - Stabilization of Organization and Assessment
Process
• Assess Organizational Leadership roles and responsibilities (Board, Staff and
Community Volunteers). Design appropriate recruitment, training and
maintenance.
• Recruit, screen, and hire dynamic, visionary and experienced Executive Director.