HomeMy WebLinkAboutMINUTES - 05061997 - C115 C -116
F&HS-04
TO: BOARD OF SUPERVISORS
Contra
FROM: FAMILY AND HUMAN SERVICES COMMITTEE Costa
County
DATE:
April 28, 1997 v
�'••. •fir
°asrq co�T'
SUBJECT' REPORT ON CONTRACTS WITH THE UNITED COUNCIL OF SPANISH
SPEAKING ORGANIZATIONS (UCSSO) AND THE PITTSBURG
aoII 6GOGI L�4LC0- 0- R-INA TING C01-INCII (E?E?SC
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. ACCEPT the attached report on the status of the contracts between the
County and the United Council of Spanish.Speaking Organizations (UCSSO)
and between the County and the Pittsburg Preschool Coordinating Council
(PPSCC).
2. REQUEST the Community Services Director to report to the Family and
Human Services Committee on May 12, 1997, and provide a recommendation
regarding whether the'Department should be authorized to remove PPSCC
from the current pre-audit procedures to which it is subjected because of the
conditional status it had been placed on by the State Department of
Education.
3. AUTHORIZE the Chair of the Board of Supervisors to write to the Board of
Directors of UCSSO, asking that they continue to stay in touch with the Family
and Human Services Committee regarding their current and future plans and
viability as an agency.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD O ITTEE
APPROVE OTHER
V '
SIGNATURE(S)- MARK DeSAULNIER DONNA GER R
ACTION OF BOARD ON Mny R� 1997 APPROVED AS MMENDED 2L OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
_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.
CC: ATTESTED May 6, 1997
PHIL BATCHELOR.CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M BY DEPUTY
382 (10/88)
F&HS-04
4. REQUEST the Public Health Director to report to the Family and Human
Services Committee as soon as the pending evaluation of the Senior Nutrition
Program contracts is completed but no later than June 23, 1997, and provide
the Committee with a recommendation regarding whether some or all of those
contracts should be put out to bid through a Request for Proposals.
5. REQUEST the Community Services Director to report to the Family and
Human Services Committee on June 23, 1997 regarding the status of the
remaining outstanding unresolved items from the 1995 contract with the
UCSSO and any additional information which is available by that date
regarding the Inspector General's review of UCSSO.
6. REQUEST the Health Services Director, Social Service Director, Community
Services Director and Executive Director, Private Industry Council to provide
additional updated reports to the Family and Human Services Committee on
June 23, 1997 regarding the status of all contracts with UCSSO and PPSCC.
BACKGROUND:
Our Committee has been closely monitoring the status of the County's contracts with
UCSSO.and PPSCC. On April 28, 1997, our Committee met again with staff from
the Health Services Department, Community Services Department and Private
Industry Council, along with staff from PPSCC. No one was present from UCSSO.
Our Committee reviewed the attached reports. We are concerned about the
comments in the Social Service Director's report regarding the cash flow problems
which may be faced by PPSCC. We are pleased that the State Department of
Education has removed the conditional status from their contracts with PPSCC. The
Community Services Director is prepared to recommend the removal of PPSCC from
pre-audit requirements as soon as several outstanding issues are resolved. He is
being asked to report back to our Committee on May 12 regarding this issue.
Additional reports will be made by all four departments in June and we are
specifically asking that the issue of cash flow be addressed at that time.
The Community Services Director noted that UCSSO has asked for a meeting with
him and the County Administrator to discuss the issues which are identified in Mr.
Tandy's March 21, 1997 letter(attached). While it is entirely appropriate for UCSSO
staff to meet with County staff to discuss the remaining audit issues, we also believe
that it is important for UCSSO to meet with our Committee when we are discussing
their contracts so they can respond publicly to comments which are made about their
agency. We are, therefore, asking that the Chair be authorized to write to the
UCSSO Board of Directors asking that they Continue to meet with our Committee.
We remain concerned about the unresolved issues which are identified in
Mr. Tandy's March 21,-.1997 letter and in Mr. Perales' March 14, 1997 letter
regarding the issue of the time cards lacking sufficient documentation. We are also
concerned about the comments of the Executive Director, Private Industry Council
to the effect that UCSSO does not have adequate accounting procedures in place.
We are, of course, also concerned about what findings may be made by the
Inspector General's Office as a result of their very intensive investigation. As a
result, we are asking that we be updated on this entire subject again in June.
CC: County Administrator
Health Services Director
Public Health Director
Social Service Director .
Community Services Director
Executive Director, Private Industry Council
Executive Director, UCSSO
Executive Director, PPSCC
-2-
l,i N 1 tai lit..S 1 A LSI U1q 1 V
APR 2 41997 '.
SOCIAL SERVICE DEPARTMENT a=„. , .;,_; CONTRA COSTA COUNTY
Q+)UNTY ADMINISTRATOR
TO: Claude Van Marter DATE: April 22, 1997
Assistant County Administrator
FROM: John Cullen, Director
SUBJ: FOLLOW-UP REPORT TO THE FAMILY AND HUMAN SERVICES
COMMITTEE REGARDING SOCIAL SERVICE DEPT. CONTRACTS
WITH PITTSBURG PRE-SCHOOL COORDINATING COUNCIL
This report summarizes program and financial auditing of Pittsburg Pre-School
Coordinating Council's (PPSCC) contracts subsequent'to Department reports sent to
you dated June 5, 1996 and September 16, 1996.
The Department currently has four contracts with PPSCC totaling $229,756. These
contracts are as follows:
21-050-1 Family Preservation support services - referrals to recovery services;
individual or group therapy and support; parenting & life skills training;
therapeutic day care with developmental activities and/or academic tutoring,
counseling and therapy; transportation as needed
Contract term 7/1/96 - 6/30/97
Payment limit $27,228 - 66% of the contract limit paid through February
21-302 1 & R; parent education classes with child care--classes in English and
Spanish; on-site family therapy
Contract term 10/1/96 to 9/30/97
Payment limit $93,352 - 42% of the contract limit paid through February
20-443-18 Provision of state paid child care to current and CPS referred
children
Contract term 7/1/96 6/30/97
Payment limit $9,236 - 56 % of the contract expended through February
1
Gen 9c (New 3/86)
Follow-up Report to the Family & Human Services Comm. Regarding April 22, 1997
Social Service Dept. Contracts with Pittsburg Pre-School Coord. Council
21-246-1 Prevention, intervention, treatment and education for infants and
families where child abuse has occurred or there is a high risk
Contract term 7/1/96 - 6/30/97 Payment limit $99,850
67 % of the contract expended through February
We continue to monitor both the program performance and financial records of
PPSCC. Services are being provided at a level consistent with contract requirements.
While we have noticed significant improvements in the accounting practices of
PPSCC, we have some concern about the marginal cash flow of the organization. We
have not experienced any adverse program impact due to this, but feel that continu-
ation at this cash flow level could jeopardize their ability to maintain their level of
service. We will be closely monitoring this situation.
JT/dc
ppscc47.wp5
2
Community Services DepartmentContra Child Development 374-3994
tChild Nutrition 374-3850
Administration C O S l Communty Action 313-7363
1220 Morello Avenue,Suite 101 Head Start 646-5540
Martinez,California 94553-4711
County Housing and Energy 646 5756
(510)313-7350
Fax:(510)313-7385 S------
Scott Tandy,
Director /
r'9 COVK�
DATE: April 24, 1997
TO: Family & Human Services Committee
FROM: Scott Tandy, Director, Community Services Department
SUBJECT: Status Report..Pittsburg Preschool Coordinating'Council
This memorandum is to provide members of the Committee with a
status report concerning the Pittsburg Preschool Coordinating
Council (PPCC).
Please find attached the most recent correspondence dated March
281 1997 from PPCC notifying the County that the State Department
of Education had removed the conditional status from the agency's
FY 1996-97 Child- Development contracts.
In previous correspondence to the Committee, the Department
recommended that upon receipt of this notification, the Department
would consider lifting the pre-audit requirement from the current
contract.
The Department is in agreement with this recommendation after we
have met with PPCC to discuss and resolve several outstanding
issues that continue to cause the Department to question certain
costs that appear in monthly expenditure reports.
The costs are:
Administrative cost allocation
Cost allocation plan
Food Service charges
Upon the resolution of the-above issues, the Department would
confirm this recommendation at the next Committee meeting.
cc: Frances Greene
2
•
(510)439.2061 FAX(510)432-7473
C oord i n a.t rn g Council, Inc. 1760 Chester Drive, Pittsburg,California 94565-3920
O
O
mc
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� RECEIVED „ s
APR 15 1997
CL
err ICE d1F
28 March 1997
Contra Costa County
Mr. Phil Batchelor, Administrator
651 Pine Street
Martinez , Ca 94553
Dear. Mr. Batchelor:
We are happy to advise you that our child development contracts
for .Fiscal Year 1996-97 are cleared of conditional status.
Please see attached letter dated 3-24-97, from the California
Department of Education.
We look forward to continuing working with the County, especially
during the welfare reform process. Itis crucial, that we as a
community-based Agency, that serve low-income families, and your
County organization work together to insure that the families in
Contra Costa County become self-sufficient.
Thank you for your cooperation and we look forward to our
continued workingrelationship. If any other information is
necessary, please do not hesitate to contact me.
FOR OUR CHILDREN
Frances Greene
Executive Director
FG/jm
; CALI FOR'
OELAINE EASTINENT
w�
State Superintendent of Public,lnstruction •
aEDUCATION
March 24, 1997
t
Frances Greene, Executive Director
Pittsburg Preschool Coordinating Council
1760 Chester Drive - - -
Pittsburg, California 94565
Dear Ms. Greene:
The Case Conference Staff Review Committee (Committee)recently received information from
our Office of External Audits regarding your agency's Fiscal Year 1995-96 audit. Your child
development contracts for Fiscal Year 1996-97 were placed;on 12-month conditional status
because your audit was submitted late during the previous fiscal year.
We are pleased to reinstate your contracts to clear status as a result of your agency's compliance
with the Fiscal Year 1996-97 Conditional Contract Addendum. The Committee wishes to
express its appreciation for all your efforts in compiling with the additional contract provisions.
This status change is effective immediately.
Enclosed is a copy of this notice for you to forward to your Board Chairperson. If you have any
questions,please contact your Child Development Division Consultant,Dan Cross at
(916) 323-1341.
Sincerely,
Mario A. Muniz,Administrator
Field Services Unit
Child Development Division
Enclosure
cc: Dan Cross,Consultant
Barbara Krabbenhoft, OAS Manager
Stephen Shaltes, External Audits
Donna Salaj, Contracts Office
Judy Stucki,Education Finance
Community Services DepartmentCOn}�� Child Development 374-3994
+l Child Nutrition 374-3850
Administration COS L� Communty Action 313-7363
1220 Morello Avenue,Suite 101 Head Start 646-5540
Martinez,California 94553-4711 County
O' t n}` , Housing and Energy 646 5756
1.1
(510)313-7350 L�/
Fax:(510)313-7385 s
Scott Tandy, f —
Director
of nkon _
sra'coiii+`�
DATE: April 24, 1997
TO: Family & Human Services Committee
FROM: Scott Tandy, Director, Community Services Department
SUBJECT: Status Report..United Council of Spanish Speaking
Organizations.
This memorandum is to provide members of the Committee with a
status report concerning the United Councilof Spanish Speaking
Organizations. (UCSSO).
Please find attached the most recent correspondence dated March
211 1997 between the agency and the Department regarding this
matter.
We have been advised by staff from the Office of the Inspector
General ( OIG ) that their agency is still in the process of their
investigation, which began in November of 1996. A preliminary report
from the OIG may be issued as early as June.
cc: Michael Ornelas
Community Services Department Con}Ya Child Development 374-3994
Contra L 1 a Child Nutrition 374-3850
Costa
Communty Action 313-7363
Administration C o S
L Head Start 646-5540
1220 Morello Avenue,Suite 101 Housing and Energy 646-5756
Martinez,California 94553-4711 County
1 1
(510)313-7350 U 1
Fax:(510)313-7385
Scott Tandy,
Director -
March 21, 1997 sr,��-
Mr. Michael Ornelas, Chairman, and
Members, Board of Directors
United Council of Spanish Speaking Organizations
120 Oak Street
Brentwood, Ca 94513
Dear Mr. Ornelas and Members of the Board:
The purpose of this letter is to provide you the status of your agency's 1995
demands for reimbursement of allowable Head Start program expenditures for
the five month period of August 1, 1995, through December 31, 1995. County
processing of a final claim for 1995 will be delayed pending the resolution of the
following issues:
Caesar Perales' Report
On March 14, 1997, Caesar Perales, Certified Public Accountant compiled a
report of the work he.performed for the County in assisting UCSSO in preparing
your Head Start records and-demands for the period of August 1, 1995, through
December 31, 1995. Mr. Perales' letter dated 3/14/97 discloses
underdocumented Head Start time cards totaling $143,000 for the period of
August 1, 1995,.through December 31, 1995, that may or may not meet the
requirements of OMB Circular A-122, Cost Principles For Nonprofit
Organizations, as well as other pertinent State and Federal Regulations (copy
attached).
The Department has requested a meeting with staff at the Administration for
Children and Families to discuss this issue and any financial ramifications of this
disclosure.
FY 95-96 Audit:
We have completed a preliminary review of the Head Start portion of UCSSO's
single audit conducted by Bohren and Company, Certified Public Accountant, for
the period of July 1, 1995, through June 30, 1996 and have the following
concerns:
* Head Start revenues, expenditures and in-kind appear to be missing for
the month of July, 1995 totaling $48,000.
* Approximately $30,000 of Child Care Food program expenditures were
mislabeled as ".disallowed" Head Start program costs.
* Approximately $38,618 of questioned and disallowed costs from the Head
Start program for both the current (1995 Extended Services grant of
$25,000) and prior period (unpaid disallowed costs from 1994 of$13,618)
are not referenced in the audit.
* Approximately$6,000 of Child Care Food Program revenue owed to
UCSSO'by Stanislaus County for its FY 95-96 Migrant Head Start grant
appears to have been mistakenly includedwith the County's program. Left
undetected, this error would have resulted`in the loss of these funds to
your agency.
* Mr. Perales' disclosure about the underdocumented time cards is not
noted in the Bohren & Company audit.
* Bohren & Company appears to have placed undue reliance on the work of
Mr. Perales,:which was a compilation, not a review, and not an audit.
Given the number of outstanding issues concerning the Head Start contract
alone, and taking into consideration that other County Departments must rely on
the same audit document with respect to their contracts with UCSSO, it is my
recommendation that UCSSO, along with its audit firm, work with the Health
Services Department, Private Industry Council and the Community Services
Department in an collaborative effort to review the current audit document in its
entirety, develop a corrective action plan, and bring closure to this matter. This
should not be difficult, in as much as staff from CSD and Bohren & Company
have been working in a positive, collaborative manner
to resolve some of the above listed outstanding issues. However, given that this
audit is was due in the fall of 1996, every effort should be made to resolve this
matter as soon as possible.
2
1994 and 1995 Unpaid Disallowed Costs:
Our records indicate that UCSSO still owes the Department the sum of
$13,617.85 for disallowed costs assessed the agency in 1994. This amount
represents disallowed 1994 and 1995 Head Start costs that UCSSO agreed to
pay back but did not. This amount will be subtracted from the final demand for
payment.
1995 Extended Services Contract:
We have reviewed the material you provided concerning $25,000 in questioned
costs that were assessed in a 1996 correctiveaction notice in connection with
UCSSO's 1995 Head Start Extended Services grant. Based on the material
submitted, the corrective action notice as stated was valid, and the sum of
$25,000 charged by UCSSO for this grant needs to be paid back to the County
and ACF. This amount will be subtracted from the final demand for payment.
Sincerely,
.17
Sc Tandy
Director
cc: County Administrator
Auditor-Controller
Head Start Director
Margaret Meyerkorth, CPA
Caesar Perales, CPA
Norm Siegel, Office of the Inspector General
Maria L. Fort, Administration for Children & Families
3
CAESAR C. PERALES
CERTIFIED PUBLIC ACCOUNTANT
3650 MT.DIABLO BOULEVARD.SUITE 220 TELEPHONE:(510)284-2620
LAFAYETTE,CALIFORNIA 94549 FACSIMILE:(510)283-9898
Scott Tandy, Director
Community Services Department
Contra Costa County
1220 Morello Ave. , Suite 101
Martinez, CA 94553-4711
I have compiled the accompanying special form statements of
allowable expenses of the United Council of Spanish Speaking
Organizations, Inc. (a non-profit organization) for each of the
five-month periods beginning August 1, and ending December 3i;
1995, pursuant to the 1995 Head Start program year contract between
the United Council of Spanish Speaking Organizations, Inc. (UCSSO)
and Contra Costa County.
The accompanying special form statements and this report are
subject to procedures previously agreed to with your Department
which provide for Community Services staff review of the
accompanying information. I understand this review remains in
progress.
-A. compilation is .limited to presenting in the form of financial
statements information that is the representation of management .
I have not audited or reviewed the °accompanying special form
statements and, accordingly, do not express an opinion or any other
form of assurance on them. My engagement cannot be relied upon to
disclose errors, irregularities, or illegal acts, including fraud
or defalcations, that may exist.
I was engaged by Contra Costa County. for the purpose of assisting
UCSSO prepare the accompanying special form Head Start statements
pursuant to UCSSO' s contractual agreement with Contra Costa County.
The presentation of the accompanying statements is not intended to
constitute a complete presentation of UCSSO' s assets, liabilities,
revenues, and expenses.
During the course of this engagement I brought to your and the
Chief Administrative Officer' s attention the finding of certain
time cards which did not indicate the total number of hours worked
each day. The amount of compensation represented by these time
cards approximates $143 , 000 during the time period covered by my
engagement . These amounts are reported as allowable expenses in
Scott Tandy, Director
Community Services Department
March 14, 1997
Page 2
the accompanying information as represented by UCSSO as
compensation for services by employees during the period of the
Head Start grant.. Consideration should be given to determining
what,- if any, contingencies exist relative to this information and
compliance aspects of compensation charged to awards under OMB
Circular A-122, Cost Principles For . Nonprofit Organizations,
Attachment B - Selected Items of Cost, section 6 . , 1 . , as •well as
under California Department of Labor regulations.
Caesar C. Perales
March 14, 1997
SEL Contra Costa County
Health Services Department
Public Health Division
�; — R Administrative Offices
fH Z 597 Center Avenue,Suite 200
Martinez,California 94553
,•` __ �� Phone: (510),313-6712
( )
Off•• '� Fax: 510 313-6721
sr' q`COUPS
E-Mail:wbrunner@hsd.co.contra-costa.ca.us
TO: Family& Human Services Committee
Supervisor Mark De Saulnier, District 4
Supervisor Donna Gerber, District 3
FROM: Wendel Brunner, M.D.
Director of Public Healthr%� '.'Z�
DATE: April 28, 1997
SUBJECT: REPORT ON CONTRACTS WITH UCSSO AND PITTSBURG
PRESCHOOL,AND SENIOR NUTRITION PROJECT
Enclosed is the status report on Pittsburg PreSchool Coordinating Council (PPSCC) contracts and
United Council of Spanish Speaking Organizations(UCSSO)contracts,updated April 23, 1997. All
these contracts are meeting the pre-audit requirements,or are paid on a fee-for-service basis. Public
Health staff continue to monitor the performance of these contracts. The overall HIV service needs
and quality of services are also monitored by the Contra Costa HIV/AIDS Consortium, which also
is involved in the RFP and selection process for many of the HIV contracts.
The collapse several weeks ago of the AIDS Alliance(formerly the Contra Costa AIDS Task Force)
could have an impact on AIDS services in Contra Costa. The Health Services Department had
contracts with the AIDS Alliance for case management and prevention services. As we only paid
under these contracts for services actually provided, no county money will be lost. We are making
arrangements to take the AIDS case management services back within the Health Services
Department, using existing AIDS Alliance staff, so there should be no interruption of services to
AIDS clients. The prevention contracts will be reissued as an RFP.
Senior Nutrition Project
The main Senior Nutrition contract is a$800,000+catering contract with a for-profit food vendor.
That contract is competitively bid on a periodic basis through County Purchasing. 1997 is a
competitive bid year for that contract, and the RFP process is currently underway.
In addition to the food vendor,the Senior Nutrition Project has 15 contracts with private non-profit
and public agencies for the delivery of Congregate and Home Delivered Meal Services throughout
the county. Those agencies are: Family and Community Services, United Council of Spanish
t .
Family & Human Services Committee
Supervisors De Saulnier/Gerber
April 28, 1997
Page 2
Spectrum Community Services, Contra Costa Jewish Community Center, Pleasant Hill Park and
Recreation District,and the cities of Antioch, El Cerrito, Martinez, Richmond, San Pablo, and San
Ramon. These agencies comprise an extensively nurtured network of community agencies and
volunteers that keep the per meal cost of this program very low. The Home Delivered "Meals on
Wheels" contractors bring with them 350 volunteer drivers who actually deliver the meals. One
agency, West Contra Costa Meals on Wheels, has over 100 volunteers who deliver meals to
homebound seniors throughout West County. The public agencies and the cities were brought into
the network during the program fiscal crisis of 1992/93. These agencies provide substantial program
support through direct funding or donated staffing. We would be very concerned about initiating
an RFP process that might imply to the agencies that their volunteers and contributions are either
not needed or not appreciated. Since 1997 is a competitive bid year for our catering contract, it
would be preferable to postpone any other competitive bidding processes until the Fall or Winter,
with resulting contract changes made effective July 1, 1998.
WB:ah
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