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HomeMy WebLinkAboutMINUTES - 06072005 - C129 TO. BOARD OF SUPERVISORS Contra•�'••• "' •-Q,� FROM: John Sweeten �sCosta Count Administrator � DATE. June 7, 2005 c;ounty SUBJECT: Community Services Department Monthly Update ee SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION{S): ACCEPT monthly update on the operations of the Community Services Department. FISCAL IMPACT: No impact from this update. BACKGROUND/REASON(S) FOR RECOMMENDATION{S�: Attached is the third monthly report on the operations of the Community Services Department. This report includes updates on fiscal, personnel, grant applications, Economic Opportunity Council activities, and other program issues. To enhance oversight of the Community Services Department the County Administrator is conducting Y month! meetings with the department to receive updates on program issues and to Ian and/or authorize actions that may be needed. To ensure they remain updated regarding the status of the program, the Board of Supervisors directed the County Administrator, or his designee, to provide them with a monthly status report. CONTINUED ON ATTACHMENT: i" Y- ES SI NATURE: 2•��' ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION bF BOM COMMITTEE &-�~PPROVE _ „OTHER SIGNATURE(S): ell ACTION OF BOR ON APPROVE AS RECOMMENDEDOTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN -UNANIMOUS(ABSENT } AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN, AYES: NOES: ABSENT: ABSTAIN: ATTESTED CONTACT: Dorothy Sansoe 5-1009 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: Scott Tandy Dorothy Sansoe ,DEPUTY To: John Sweeten, County Administrator CONTRA. COSTA COUNTY From: Scott Tan'-r, Interim Executive Director COMMUNITY SERVICES (1y DEPARTMENT Subject: Monthly Report Date: May 20, 2005 Scott Tandy Interim Executive Director Patricia Stroh,,PhD To continue ongoing communication with the County Administrator regarding Program Services issues pertaining to the Head Start program and the Community Services Director Department, I am submitting the following report: A. Fiscal Report 1. In compliance with Federal regulations,the Department sent a letter to the Administration for Children and Families (ACF) seeking modification of the budget to accomodate the Department's request for approval of the Family Services Reorganization. The Board of Supervisors approved the reorganization on April 12, 2005, and the Policy Council on April 27, 2005. 2. The Department will request a I%COLA increase recently announced by the ACF of$180K in its base funding for 2005 Head Start and Early Head Start programs. B. 'Personnel Report 1. Staff Actions a. Interviews for the Community Services Department Executive Director were conducted through the Human Resources Department on May 17. b. The Policy Council held a special meeting on April 27 and approved the Reorganization of Family Services and the Reduction in Force of the entire classification of Family Advocate. c. The following is the Family Services Reorganization Plan approved by the Policy Council: i. Thirty-three(3 3) employees in the class of Family Advocate has been notified that they will be laid-off effective June 1. ii. Eight(8) Intermediate Clerks were hired from the Family Advocate layoff pool and will commence employment on June 2. Ill. Four(4)Assistant Family Advocate Managers were hired from the same pool and will begin employment on June 20. f,` 4` iv. This reorganization will save approximately $1 million and 2425 Bisso,Lane Drive,,Suite 260 improve services to families. Concord,California 94520 Tel 925 646 5540 Fax 925 646 5904 www.c=sd.org John Sweeten Page Two May 20, 2005 2. Workforce Study a. The personnel unit responded to and completed the Workforce Study being conducted by Human Resources that validates the number of managers and staff in the Department. 3. Labor Relations a. CSR's Personnel Administrator will participate in the unit meeting :_n negotiations scheduled to start in June. b. The CSD Personnel Administrator and County Labor Relations Manager are developing a proposal to allow the flexibility of a unilateral transfer beyond 30 days of a staff member from one center to another when it has been determined that a child's rights have been violated. In the interest of protecting the safety and well-being of every child, involuntary transfers beyond 30 days shall be made at the discretion of the department on a case-by- case basis. c. The department is working closely with Human Resources to resolve all outstanding grievances. 4. Professional Development a. On May 10 and 11, the Site Supervisors and Managers received a follow-up training on"Managing with Impact"which focused on how to better manage employees. Professional development continues to be a major focus. C. Grants Development 1. An announcement of the 2005 Head Start and Early Head Start COLA and Program Improvement Grants was made at the May 18 Policy Council meeting. 2. The 1% COLA and Program Improvement Grant (supplemental grants) will be presented to the Policy Council at the June 15 meeting. 3. The Policy Council's Program Services sub-committee is currently involved in reviewing/updating the Head Start/Early Head Start goals and objectives for 2006. Representatives from the sub-committee will participate in joint meetings with CSD staff regarding the grants. 4. The 2006 Continuation Grants,, which are for the second year of the three-year grant cycle, and are due October 1, 2005. D. Economic Opportuni Council (E0Q 1. Three public hearings were held on May 11, May 12, and May 18 to meet the requirements for public participation in the development of the 2-year Community Action Plan(CAP) for 2006 & 2007 which will be considered for approval by the EJC at its regular meeting in June. The CAP has been John Sweeten Page Three May 20, 2005 calendared for the Board of Supervisors' consideration and approval in time for the June 30, 2005 submission deadline. 2. The hearing, in Central County was attended by three EOC members; the West County meeting at George Miller III was attended by two EOC members and members from four community groups, including Bay Legal, Opportunities for Technology Information Careers (OPTIC),the Service Integration Team, and a senior services organization. The plan was also presented at Policy Council May 18 to over 20 parents. E. Program Information Report (PIR) to A%r'l,-r-vi 1. The PIR is required by the ACF annually of all Head Start Grantees and the statistical data is compiled to provide grantees, ACF, and others, valuable information. 2. The PIR team is working with the data management support and development team to identify technical issues that need to be addressed before the June PIR update. 3. All family files were individually reviewed and updated as needed to insure their inclusion in the 2004-2005 database. 4. All child files are being reviewed and updated to insure completeness. F. Curriculum and Trainin 1. CSD co-hosted a conference on Saturday, April 30 with the Contra Costa College and the Child Care Council geared toward children with special needs. Ronna Renner of the "Kids Matter"radio show and a Kaiser Permanente employee was the keynote speaker. In addition, Pam Johnson and Susan Lee co-hosted a workshop at the same conference on becoming a Mentor-Director. Forty out of the 177 people attending the conference were CSD staff. G. Special P ro i ects/Activities 1. This month, CSD staff are conducting the spring National Reporting System assessment with over 1,000 Head Start four year olds. The assessments are done John Sweeten Page Four May 20, 2005 twice per year, in the spring, and in the fall, and the performance of the children is benchmarked with four year old Head Start children from every grantee in the nation 2. Colgate Bright Smiles spent three hours checking children's teeth at the Balboa site in West County. There were 135 children from all sites seen and 11 referrals made for serious dental problems. All other children were referred for regular dental care. An article was published in the West County Times. 3. The Department's child care centers are being independently reviewed by a nationally recognized organization that advocates for the "best practices" in the field of early child care and education. The National Association for the Edu- cation of Young Children (NAEYC) in response to the Department's request for these best practice reviews has, as of May 9, 2005, awarded accreditation of 10 of the 19 as of May 9, 2005. The goal of the Department is to have all centers accredited by 2007. 4. The Community Services Department will be hosting a joint meeting between the Board of Supervisors and the Head Start Policy Council on June 3, 2005. Bonnie Yee,, an expert with the Administration for Children and Families, Region IX will be the keynote speaker on the importance of shared governance. H. 'Enrollment 1. Enrollment in West County is at 100%; East County: 96%; Central County: 98%; Home Base: 100%. I. Recruitment 1. Staff conducted an eligibility day in West County; 40 out of 115 families attended will be placed on the waiting list. 2. Two Site Supervisors attended the Earth Day Festival on April 23 in North Richmond to recruit teachers and children into the Head Start program. 3. Staff are attending the Hilltop Mall Kids that Care Charity Event on June 11 and will have a booth set up for recruitment. 4. On May 3, CSD participated in the Concord Resource Fair at Mt. Diablo High School in Concord. 5. During May 28 through May 30, CSD will staff a booth for a 3-day Kid's Fest in Concord during the Memorial Day weekend. Over 20,000 attendees are expected. I John Sweeten Page Five May 20, 2005 J. Incidents 1. A meningococcal incident occurred at the Powers site in Richmond on April 28, 2005. Parents were notified and, with the assistance of the Department of Health Services, all children in the class were innoculated within the required 3-day period. There have been no further issues at the site. Cc: Pat Stroh, Program Services Director Policy Council Family & Human Services Committee Maria Fort,, ACF