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Home My WebLink AboutMINUTES - 05201997 - C75 To: BOARD OF SUPERVISORS F&HS-03 Contra FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa x; County y .;•. :>. ..x,40 DATE. --------May 12, 1997 N �A SUBJECT: PRE-AUDIT OF PITTSBURG PRESCHOOL COORDINATING COUNCIL'S CONTRACT WITH THE COMMUNITY SERVICES DEPARTMENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. AUTHORIZE the Community Services Director to remove the Pittsburg Preschool Coordinating Council from the requirement that all payments to the Council under the Community Services Department's contract with the Council be pre-audited before being paid. 2. DIRECT the Community Services Director to continue to update the Family and Human Services Committee on its monitoring efforts with regard to the contract with the Pittsburg Preschool Coordinating Council. BACKGROUND: The contract between the Community Services Department and the Pittsburg Preschool Coordinating Council was placed on "pre-audit" some time ago in view of the fact that the State Department of Education had placed its contract with the Pittsburg Preschool Coordinating Council on "conditional status." It has been our Committee's understanding for some time that the Community Services Director would be willing to recommend that Pittsburg Preschool Coordinating Council be taken off of the pre-audit status when the State removed its conditional status and when other outstanding issues between the County and Pittsburg Preschool Coordinating Council had been resolved. CONTINUED ON ATTACHMENT: YES SIGNATURE: / RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAR CO MITTEE ��(APPROVE VU MARK DeSAULNIER DONNA GER R SIGNATURE(S): ACTION OF BOARD ON may zu, i gut APPROVED AS RECOMMENDED Y OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT District III ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: DIS tr1Ct ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED May 20, 1997 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: SUPERVISORS AND COUNTY ADMINISTRATOR See Page 2 BY DEPUTY F&HS-03 We met with the Community Services Director on April 28, 1997, at which time we were advised that the State Department of Education had removed its conditional status from its contract with Pittsburg Preschool Coordinating Council. Mr. Tandy reported that there were two or three remaining issues to be ironed out with Pittsburg Preschool Coordinating Council, following which he would be prepared to recommend removing the Council from the pre-audit. We met with the Community Services Director, Executive Director of Pittsburg Preschool Coordinating Council and members of her staff on May 12, 1997. Mr. Tandy shared the attached report with our Committee. We are very pleased that we are able to see sufficient progress with Pittsburg Preschool Coordinating Council that we can remove them from pre-audit. We do want to continue to monitor this and other contracts with Pittsburg Preschool Coordinating Council to insure that no further problems arise. cc: County Administrator Community Services Director Auditor-Controller County Counsel Sara Hoffman, Senior Deputy County Administrator -2- Community Services DepartmentCOntra Child Development 374-3994 Child Nutrition 374-3850 Administration CosL 1 Communty Action 313-7363 Head Start 646-5540 1220 Morello Avenue, Suite 101 Martinez, California 94553-4711 County , Housing and Energy 646-5756 (510)313-7350 LY Fax: (510)313-7385 Scott Tandy, Director �••of Y_ -. - 40 - y rq co6K'� DATE: May 7, 1997 TO: Family & Human Services Committee FROM: Scott Tandy, Director, Community Services Department SUBJECT. Status Report..Pittsburg Preschool Coordinating Council This memorandum recommends the removal of the pre-audit requirements on the contract between the Pittsburg Preschool Coordinating Council (PPCC) and the Department of Community Services. At the Committee's April 28, 1997 meeting, the Department recommended that the Committee consider lifting the pre-audit requirement from the current FY 1996-97 Expanded State Preschool contract between PPCC and the Department after meeting to discuss and resolve three outstanding contract related items, cost allocation, administrative costs and child nutrition charges We met with PPCC on Tuesday, April 29, 1997, and resolved all issues to the satisfaction of both the agency and the Department. Therefore, I recommend that the Committee consider recommending to the Board of Supervisors that they remove the pre-audit requirement from PPCC's contract effective April 29, 1997. cc: Frances Greene, Executive Director Affirmative Action/Equal Opportunity Employer f Community Services DepartmentContra Child Development 374-3994 Child Nutrition 374-3850 Administration Costa Communty Action 313-7363 1220 Morello Avenue, Suite 101 ' I Head Start 646-5540 Martinez, California 94553-4711 County Housing and Energy 646-5756 (510)313-7350 Fax: (510)313-7385 5 E_ Scott Tandy, f Directorot �� Y srq_coor+`� May 2, 1997 Ms. Frances Greene Executive Director Pittsburg Preschool Coordinating Council 1760 Chester Drive Pittsburg, Ca 94565 Dear Ms. Greene: This letter is to confirm the mutual agreement we reached at our April 29, 1997 meeting to recommend to the Family & Human Services Committee the removal of Pittsburg Preschool Coordinating Council's (PPCC) FY 1996-97 Expanded State Preschool Contract from pre-audit status effective April 29, 1997. Both PPCC and the County (CSD) agreed to take the following actions: 1. PPCC agreed to revise the agency's current FY 1996-97 agency wide cost allocation plan to better explain the process for allocation of administrative costs for all programs, and to retitle costs presently notated in the plan as "general" to "administrative costs". PPCC will provide the County a copy of the revised plan upon completion. 2. PPCC agreed in February of 1997 that the purchase of a computer will be used exclusively in PPCC's classroom for program and children's activities and not for administration. 3. PPCC agreed to establish a staff review process to better separate direct from indirect costs. 4. CSD agreed to pay PPCC's March, 1997 demand by Wednesday, April 30, 1997. 5. CSD agreed to process any additional allowable FY 1996-97 contract balance for the period ending March 31, 1997 due PPCC subject to CDE Contract limitations by May 2, Affirmative Action/ Equal Opportunity Employer 1997. Please call me at 313-7350 if you have any questions regarding this matter. Thank you very much. Sin ly, Scott Tandy Director cc: Family & Human Services Committee Al Prince Wilda Davisson 2