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TO: BOARD OF SUPERVISORS �•� '''��
FROM: JOHN SWEETEN, County Administrator ,=,,j, l :: ;,. �
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DATE: JUNE 87 2004
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SUBJECT: AUTHORIZATION TO SUBMIT ENTRIES TO THE CSAC 2004 CHALLENGE
AWARDS PROGRAM 6's 13
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
AUTHORIZE the Chair, Board of Supervisors, to submit applications to the California State
Association of Counties for the 2004 Challenge Awards Program.
FISCAL IMPACT:
A $35.00 application fee is required for each of the five entries, totaling $175.00.
BACKGROUND:
The California State Association of Counties (CSAC) is sponsoring the CSAC Challenge Awards
Program for 2004 and Contra Costa County wishes to participate in the program.
The County will nominate the following innovative programs/projects for award consideration:
• Contra Costa County Watershed Atlas (Community Development Department)
• KEYS Program (Employment & Human Services Department)
• Reaching for the STARS (Employment & Human Services Department)
• Welcome Home Baby (Employment & Human Services Department)
• Video Zooms in on Iron Deficiency (UC Cooperative Extension)
In submitting these applications, the County agrees to the Program requirements and
responsibilities as set forth by CSAC for entering into the awards program.
CONTINUED ON ATTACHMENT: �S ❑NO SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAR COMMITTEE
✓APPROVE OTHER
SIGNATURE(S . �
----------------------- --- ---------------- --------------------------------------------------------------------------------------------------------------------------------
ACTION OF B R ON Jum 8, 2004 APPROVE AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
X UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED: JUNE 8,2004
CONTACT: JULIE ENEA (925)335-1077 JOHN SWEETEN,CLERK OF THE
BOARD OF SUPERVISORS AND
COUNTY ADMINISTRATOR
CC: COUNTY ADMINISTRATOR
COMMUNITY DEVELOPMENT DEPARTMENT
EMPLOYMENT&HUMAN SERVICES DEPARTMENT
UC COOPERATIVE EXTENSION
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BY ,DEPUTY
ENTRY FORM
You may type this information on a separate sheet and submit as Page One of your entry:
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Contra Costa Coun
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Contact Name and Title Abigail Fateman,Planner
Mailing Address 651 Pine Street,North Wing,4th Floor
City Martinez State CA zip 94702
Phone (925)335-1272 Ext.
Email afate@acd.cccountY.us
Title of this entry(to be used on award—seven words maximum)
Contra Costa County Watershed Atlas
Remember to include the following for each entry:
• Completed entry form.
• Two-Page Executive Summary.
• Copy of endorsement letter authorizing entry.One letter may be used for multiple
entries,but please include a copy for each entry.
• Enclose payment of$35.00 for each entry.One check may be used for multiple entries,
but please be sure to include a photocopy of the check with each entry.
Checks should be made payable to:CSAC Challenge Awards.
Mail or deliver all of the above to:
CSAC Challenge Awards
1100 K Street,Suite 101
Sacramento,CA 95814
EXECUTIVE SUMMARY: CONTRA COSTA COUNTY WATERSHED ATLAS
The "Contra Costa County Watershed Atlas" is not simply a placeholder on a bookshelf. It is a
practical and powerful resource for the public as well as policy makers, community groups and resource
professionals. The creation of the Atlas engaged local stakeholders and generated the momentum to continue
work on creek and watershed issues. The Atlas represents committed and coordinated efforts from the
community,non-profit organizations and local governments.
CHALLENGE: The Atlas was designed to address four planning difficulties related to creeks and
watersheds in Contra Costa County (CCC). Data Centralization - Data on creeks and watersheds is spread
among federal, state and local agencies. Information Access - The effective presentation and translation of
data into information that is accessible to the lay-person and useful to the planner and resource manager was
not widely available. Public Awareness-A 2002 survey by the Contra Costa RCD of creekside residents in
one watershed revealed that only 25%of respondents were aware of their proximity to their backyard creek.
Coordination - Coordination of education, restoration, mitigation and conservation projects throughout the
region was difficult without a centralized database or clearinghouse.
BUDGET: The development of the Watershed Atlas was funded in part by a CALFED grant
($30,000) and a Prop 13 State Water Resources Quality Control Board grant ($80,000). The CCC
Community Development and Public Works Departments also provided funds. Additionally, community
members, staff at the county and other local organizations volunteered over 1,000 hours of time to the Atlas
project. The cost savings and benefits are not a simple dollar amount. The savings are realized in effective
use of the Atlas. Community members, resource managers and planners have embraced the document and
integrated it into their work(see"Successes"section below).
SUCCESSES: The Contra Costa Watershed Atlas contributes to effective watershed management at
many levels. 1)Product: It is a rich resource for community groups,resource managers, agencies, and other
environmental professionals,2)Process: The stakeholder group,grew and strengthened as it drove the Atlas'
development, and 3) Precedent: A powerful product and meaningful process together set the standard for
what local government can facilitate and produce. Some examples of the Atlas' impact on local planning and
education are provided below:
- 1 -
Executive Summary
CCC Watershed Atlas
Resource for Public Education: The Atlas takes a variety of complex concepts and detailed data and
makes it accessible to people by presenting it as useable information. County Supervisor Gayle Ulkema
commented "Oftentimes books and resources like this, that are interesting and have valuable data, are not
attractive... In this case,you have overcome that hurdle..."
Environmental Restoration Coordination: By providing a resource for groups that work in the
county, the Atlas empowers groups to coordinate mitigation, restoration and conservation efforts. The
community was quick to take advantage of the resource and connections have already been made. Writes
Nicholle Fratus, Program Coordinator, Friends of Pinole Creek: "Friends of Pinole Creek Watershed has
been contacted by a consulting firm that is looking for a suitable location on Pinole Creek for a mitigation
project... They found out about us from the Atlas!!"
Tool for Planniny, Professionals: Resources managers, land use planners, and others actively
working in Contra Costa County have a new tool to assist them in talking about, locating, and understanding
the regional implications of various land use decisions.
The Contra Costa County Watershed Atlas contributes to effective watershed management and
planning at many levels. The Atlas is a rich resource for community groups, resource managers, agencies,
and other environmental professionals. The involved stakeholder process that drove the development of the
Atlas enabled the stakeholder group to grow and strengthened working relationships. A powerful product
and meaningful process together set a precedent for what local government can facilitate and produce. The
more exposure this project receives, the more likely it is that other regions will develop similar active
stakeholder groups and foster inter-agency cooperation to benefit the environment.
PROJECT OR PROGRAM CONTACT
Abigail Fateman,Planner
Contra Costa County Community Development Department
651 Pine Street,North Wing,4'h Floor
Martinez,CA 94553
(925)335-12721 afate@cd.cccounty.us
OPTIONAL PRODUCT: Submitted with this application is an electronic version on CD as well as a print
version of the Contra Costa County Watershed Atlas.
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1Y,ky ENTRY FORM
You may type this information on a separate sheet and submit as Page One of your entry:
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Contra Costa Count California
County(ies)Name(s) County,
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Contact Name and Title `john Cullen, Director
Employment & Human Services Department
Mailing Address 40 Douglas Drive
City Martinez State CA Zip 94553
Phone (925) 313-1579 Ext. 3-1579
Email jcullen@ehsd.cccounty.us
Title of this entry(to be used on award—seven words maximum)
KEYS Program
Remember to include the following for each entry:
• Completed entry form.
• Two-Page Executive Summary.
• Copy of endorsement letter authorizing entry.One letter may be used for multiple
entries,but please include a copy for each entry.
• Enclose payment of$35.00 for each entry.One check may be used for multiple entries,
but please be sure to include a photocopy of the check with each entry.
Checks should be made payable to:CSAC Challenge Awards.
Mail or deliver all of the above to:
CSAC Challenge Awards
1100 K Street,Suite 101
Sacramento,CA 95814
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]E%EY'S AUTO LOAN PROGRAM
OVERVIEW*, The KEYS Program provides low-interest auto loans to employed CaIWORKs
participants in order to help them make the final step to employment self-sufficiency.
CHALLENGE: Without a car to provide quick, convenient transportation to their children's
destinations, and from there to work, many CalWORKs participants, primarily single mothers, have
difficulty successfully making the transition to work as well as retaining and advancing in their
employment. We have developed a"menu"of transportation services to assist CalWORKs participants in
overcoming these transportation barriers: 2 bus programs for the adult participants beginning to transition
to work and for their children. The KEYS Program is the final step in this process to help those
CaIWORKs participants who have obtained employment, stabilize their transportation situations through
the purchase of a reliable used car.
SOLUTION: The KEYS Program was developed as a result of nationwide research to deliver the
flexible solution to employment transportation problems that only a personal car can provide. KEYS has
2 basic components. The Loan Applicant/Recipient—Applicants are carefully screened for both need and
financial criteria. Most KEYS applicants have credit problems and insufficient savings to make a down
payment, but many can afford the monthly costs of car ownership. Applicants must show sufficient
disposable income to afford the expenses of owning a car,including the loan payment, insurance, fuel and
maintenance. Once approved by the loan committee consisting of dept. staff and staff from the local
credit union, applicants must complete budget and basic auto maintenance courses before the loan is
funded. The Vehicle — Approved applicants are assisted in selecting their vehicles by the KEYS
Coordinator. The program has a list of dealers who will provide reliable cars.The program runs a CarFax
and diagnostic report on each vehicle. Once the applicant has met all conditions and the vehicle has been
approved,the loan is funded by the credit union.
BUDGET/COSTS/SAVINGS: The KEYS Program was initially funded with $100,000 in CalWORKs
funds, which were deposited with the program's financial partner, the Contra Costa Federal Credit Union,
to serve as a loan reserve :fund to back the loans in the event of a default. Later a LIFT Grant of$239,400
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ENTRY FORM
You may type this information on a separate sheet and submit as Page One of your entry:
County(ies)Name(s) Contra Costa County
Contact Name and Title John Cullen, Director
Fmployment & Human Services Department
Mailing Address 40 Douplas Drive
City Martinez State CA zip 94553
Phone (925) 313-1579 Ext, 3-1579
Email jcu11en@ehsd-cccounty.us
Title of this entry(to be used on award—seven words maximum)
Reaching for the STARS
Remember to include the following for each entry:
• Completed entry form.
• Two-Page Executive Summary.
• Copy of endorsement letter authorizing entry.One letter may be used for multiple
entries,but please include a copy for each entry.
• Enclose payment of$35.00 for each entry.One check may be used for multiple entries,
but please be sure to include a photocopy of the check with each entry.
Checks should be made payable to:CSAC Challenge Awards.
Mail or deliver all of the above to:
CSAC Challenge Awards
1100 K Street,Suite 101
Sacramento,CA 95814
2004 CSAC CHALLENGE AWARDS
Reaching for the STARS
STARS
STARS
STARS
STARS
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An automated program
that provides
paperless access
to over 14,000 documents.
David Smith, Project Manager
Contra Costa County
Employment &Human Services
40 Douglas Drive
Martinez, CA 94553
(925) 313-1571
dfsml*th@ehsd.cccounty-us
Contra Costa County Employment and Human Services Department
Reaching for the "STARS"
Overview: STARS is an automated program that provides paperless access to over 14,000 pages of
department Program and Policy using an intranet and exchange distribution system.
The Challenge — A Need to Explore Cyberspace: Over the last six years, Federal Welfare Reform
Legislation led to extensive changes in our Department's programs and policies. During this period, we
made a substantial organizational change from a traditional welfare agency to an employment and social
services organization with greatly expanded responsibilities. With these changes came massive amounts
of new paper documents required for program implementation. These new policy documents have added
to multiple volumes of already archived and faded directives some as old as 25 years.
The old way was manually driven and required significant staff time to duplicate and distribute the
documents to 26 different department buildings. Mandatory retention and filing requirements at these
district locations led to significant operational problems: Documents were lost; Handbooks and Manuals
were not always filed in a timely manner, five to seven workdays were lost between document approvals
to actual document distribution, and there was no provision to archive previously distributed documents
for historical reference or to meet legal requirements A solution had to be found to provide workstation
access to these documents for the 1,500 Employment& Human Services Department staff.
The Solution - A STAR is born: The solution was a low cost, easy to manage system that could be
quickly implemented and would use our current Microsoft applications. Commercially available systems
were explored but discarded when cost estimates for installation ran to $350,000 with annual
maintenance costs topping $200,000. We decided this project could be accomplished using existing
department resources (internal Programming, SQL Database and existing File Servers). It was
estimated that approximately $200,000 of staff cost would be the only incremental expense associated
with project development. Thus the birth of STARS,the Shared Text Automated Retrieval System.
Heavenly Savings: The STARS program has dramatically reduced expense. Our department was
duplicating and distributing close to one million document pages and four million forms each year.
Printing, duplication and distribution costs were over $954,000 in 2002. The cost for 2003 has been
reduced to $511,000 for an annual savings of about $443,000, while the start-up labor expense was a
little over$200,000. Clearly, further reductions can and will be made. But it is important to note that our
Contra Costa County Employment and Human Services Department
staff now has access to timely, accurate, up-to-date policies and program information without ever leaving
their desks.
Results from Our Expedition into Cyberspace: The STARS project surpassed our expectations. Due to
the success of the initial project additional documents, including over 1,750 forms, have been installed,
along with the development of a department-wide electronic employee directory. This allows us to
distribute documents via our e-mail system, combining both our CWS/CMS users with the majority of the
department on an Outlook Exchange email system. Once the STARS project was completed we noticed
the improved efficiency throughout the whole department. STARS has brought significant improvement
in the process of delivering the Department's program and policy information in an accurate and timely
manner. It has accomplished every objective that was originally set, including the most important goal of
providing a rich and timely resource to our workers by improving their efficiency as they work with our
clients. Other accomplishments are listed below:
• Over 14,000 pages of documents and 1750 forms have been successfully installed in "STARS."
• The 1500 staff assigned to the Department now have full access all"STARS"website features.
• New documents are distributed immediately and do not wait for mass duplication and distribution.
• The friendly "Search/Sort" feature provides the user with the capability to search for documents by
any word or partial word in the document title, by document number, and/or type of document.
• The "New Documents page provides an opportunity to view all Department documents that have
been released in the last 30 calendar days.
STARS-The Next Generation: STARS has brought significant improvement and cost reduction in the
way we deliver our department program and policy. Even though our STARS program has been very
successful,we have already begun planning our next great adventure. Our goal is to migrate STARS to a
Microsoft Share Point application that will enhance the current program by adding full text search,
automated user subscription and other features to expand STARS capabilities. The Next Generation of
STARS will continue to support our goal of providing a rich, efficient and timely resource to our workers in
support of meeting their client's needs.
Contra Costa County Employment and Human Services Department
Optional Submission—Supporting Material
Information for Future Techies Looking for a STARS Solution
STARS could easily be adapted for outside use by other county organizations that rely heavily
on program and policy documentation. With minor connection modifications, it can even use
Oracle and other relational databases instead of the SQL Server.
■ Browser: Internet Explorer 5.0 or higher
■ Software Development Tools: InterDev 6.0, Microsoft Word; OmniPage Pro l (scanner),
OmniForm 4.0 (scanner). Acrobat or other similar word processing applications can be used.
■ Web Server: Internet Information Server 4.0 (IIS 4.0)
■ Database Server: SQL Server 7.0
■ Operating System: Windows 2000 or Windows NT
■ Hardware: Hewlett Packard ScanJet ADF, Multi-page scanner
■ File Server: SSD-SQL1, Compaq Proliant 5000
■ STARS is a generic program that uses data entered by a user in the web based Administration
Screen to generate the actual web page. Non-system staff can perform maintenance and
operation of this application.
■ The STARS front-end was written using Interdev 4.0 with SQL Server 7.0 and IIS 4.0
technologies as the back-end.
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¢tx ENTRY FARM
You may type this information on a separate sheet and submit as Page one of your entry:
County(ies)Names) Contra Costa County
r John Cullen, Director
Contact Name and Title -
Employment & Human Services Department
Mailing Address 40 Doualka Drive
City Martinet State Zip 94553
Phone) 313-1579 Ext. 3-1579
Email J c''len@ehsd.cccounty.us
Title of this entry(to be used on award--seven words maximum)
Welcome Home Baby - Homebased Support for Newborns
Remember to include the following for each entry:
• Completed entry form.
• Two-Page Executive Summary.
• Copy of endorsement letter authorizing entry.one letter may be used for multiple
entries,but please include a copy for each entry.
• Enclose payment of$35.00 for each entry.one check may be used for multiple entries,
but please be sure to include a photocopy of the check with each entry.
Checks should be made payable to:CSAC Challenge Awards.
Mail or deliver all of the above to:
CSAC Challenge Awards
1100 K Street,Suite 101
Sacramento,CA 95814
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Welcome Home Baby - Homebased Support for Newborns
Executive Summary
Overview: Welcome Home Baby(WHB)provides intensive home-based support for at-risk
first-time families who have newborns, saving Contra Costa County$500,000 in out-of-
home placement costs.
Problem or Challenge: Each year in Contra Costa County approximately 500 babies, ages
0-2 years old, are victims of child abuse and/or neglect. Child welfare, court and foster care
payments are not only costly for the county,but can create life-long scars for children and
families. Contra Costa County contains crowded, high-density neighborhoods that are filled
with parents who often suffer in chaotic living situations. Most of these areas have high rates
of children who are removed from their homes and inadequate transportation to link families
to center-based services. Many young parents who lack extended families, English skills
and navigation of assistance programs suffer from isolation and depression. Crying babies
easily push well-intentioned mothers and fathers over the edge.
Solution: In response to this problem, Contra Costa County Social Services (Employment
and Human Services Department), Children and Family Services administrators launched
Welcome Home Baby, a popular and voluntary program which provides up to three years of
home visits to 23% of all first-time parents in Contra Costa County. Using trusted,bi-
cultural, bilingual Family Support Specialists Welcome Home Baby has become a vital
institution in our county. Before they are discharged from the hospital, 99% of all parents
who deliver their first baby at the county hospital voluntarily register for Welcome Home
Baby and start receiving services. At a fraction of the cost of social workers and nurses,
Welcome Home Baby staff can provide a broad safety net for parents. The staff provides
transportation to medical appointments and library cards. They ensure that the family has
medical insurance, a primary care provider, family planning, employment, food and child
development assessments. They also provide critical referrals for depression, domestic
violence and substance abuse issues when the need arises. 100% of Spanish speaking
parents are assisted in their own language without interpreters. Each year over 500 families
attend center based gatherings and workshops sponsored by Welcome Home Baby. When
Child Welfare Redesign planners polled 912 Concord households last August in a door-to-
door survey, Welcome Home Baby was cited as being the most important service (after
schools and churches). Ninety-two percent of parents give the program the highest
satisfaction rating.
The program's universal, non-stigmatized enrollment, coupled with enthusiastic and warm
staff that develop strong relationships with families (averaging eight visits per family)have
created outstanding health outcomes that have saved county general dollars. The WHB
Sudden Infant Death Syndrome is lower than the state's, 100%of parents report that they do
not use the hospital emergency rooms for routine care,parents read to their babies due to the
program's distribution of 700 books per year, 99% of the homes and cars are free of tobacco
smoke, 100% of parents report that they understand how to access medical care, and the
child abuse and neglect rate is substantially lower than the county's rate providing savings
of approximately$500,000 in out-of-home placement costs.
In 2000, Temporary Assistance for Needy Family(TANF) funds were used to launch the
program and as those funds were minimized, tobacco tax funding(First Five Contra Costa)
and a relatively new state plan amendment which allows community programs to access
Medi-Cal's Targeted Case Management funding, has provided the majority of Welcome
Home Baby support, leveraging more than$500,000 of new money for the county. The
program's internet-based data management system was enhanced to electronically document
and bill Targeted Case Management, saving the need to hire billing clerks. Additionally, the
cost per visit is 47% less than when the program began four years ago due to streamlined
administrative oversight and training. Mandates of both funding sources have ensured that
WHB works closely with health and human service organizations. To further enhance this
exemplary model of new parent support, the First Five Commission has provided a multi-
disciplinary Consult and Response Team of professional-level staff who regularly consult
with WHB staff on complicated cases. Coordination between programs is very strong and
families are assured seamless non-duplicated services.
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ENTRY F 0 R M
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. '` anon on a se crate sheet and submit as Page one of your entry; .v.. r:
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Contra Costar
County(ies) Name(s) 4~�:
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Mary Lavender Fujii, Nutrition Advisor i
Contact Name and Title
Mailing Address 75 Santa Barbara );Rd , 2nd Floor
City
Pleasant Hill State CA Zip 94523 .
Phone (925) 646--6120 Ext.
Email mlfujii@ucdavis.edu
Title of this entry(to be used on award seven words maximum)
Video Zooms In on Iron Deficient
Remember to include the following for each entry:
• Completed entry form.
• Two-Page Executive Summary.
• Copy of endorsement letter authorizing entry.one letter may be used for multiple
entries,but please include a copy for each entry.
• Enclose payment of$35.00 for each entry.One check may be used for multiple entries,
but please be sure to include a photocopy of the check with each entry.
Checks should be made payable to;CSAC Challenge Awards.
Mail or deliver all of the above to:
CSAC Challenge Awards
1100 lE Street,Suite.101
Sacramento,CA 95814
Title: Video Zooms In On Iron Deficiency
Executive Summary:
A: A short video addresses high rates of toddler iron deficiency: parents learn and are
willing to try video's suggestions and recipes.
B: Because iron deficiency lowers capacity to work, interferes with cognitive ability
and increases the risk of premature or low birth weight babies, it is a serious problem for
people of all ages. But in young children when the brain is still developing, iron
deficiency can lead to irreversible impairment of mental capacity.
University of California Cooperative Extension(UCCE)research in the county
found that 42% of 150 one-to-three-year-old children enrolled in the Richmond WIC
(Women, Infants and Children Supplemental Feeding Program) were iron-deficient.
While the Richmond study population was 82% Hispanic, iron deficiency is recognized
as a widespread problem in all ethnic groups.
C: The Contra Costa County Anemia Task Force addressed high rates of iron
deficiency anemia with an educational campaign. UCCE took the lead to produce a short
video: "For Goodness Sake: Prevent Anemia!" The video, in English and Spanish, was
designed to inform parents and caregivers about the serious risk of iron deficiency,the
importance of being tested and dietary interventions to reduce the deficiency. The
campaign and the video was taken to all agencies within the county which serve parents
and pre-school aged children. It has also been promoted for use throughout the US and
internationally. To date the Contra Costa-made video is used in Child Health and
Disability Prevention Program across California, the WIC Programs across Texas,
Michigan, Florida, Hawaii and California. Copies of the video have been purchased by
%_1 I
health educators in England, South Korea, and Singapore.
D: The 13 minute video was produced with a very small budget: $12,000 from an
anonymous donor, a $10,000 grant from Contra Costa Television and $3,000 from the
University of California Expanded Food and Nutrition Education Program. The video
was produced within that budget with substantial savings realized through volume
duplication of the product.
E: The video was evaluated for effectiveness with a total of 261 adults from WIC
clinics throughout the county. The study population was 56%Hispanic, 21%Black, 18%
White, and 5% Asian. In addition, 95 people Were tested on the Spanish version.
The evaluation showed that 69%of the participants showed gains in knowledge
about iron deficiency. The average improvement was 20%. Assessment of reactions to
the video showed that:
-75%of the respondents liked the video "a lot."
-86%thought it was easy to understand.
-63%indicated that they would try recipes or ideas suggested in the video.
F: contact: Mary Lavender Fujii,MS, RD;Nutrition Advisor,University of
California Cooperative Extension, 75 Santa Barbara Road, 2nd floor, Pleasant Hill, CA
94523. Telephone: (925) 646-6120. Email: mlfuiii@-ucdavis.edu.
G: A copy of the video is enclosed.