HomeMy WebLinkAboutMINUTES - 03112008 - C.104 To: BOARD OF SUPERVISORS ��>£ _.-E-_L o�
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FROM: County Administrator 't Costa.
01...... IN.
DATE: March 11, 2008 . �'�o, ~_ ..s,: ��'� C o u n t
srA.cour'�
SUBJECT: Community Services Bureau Monthly Report
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
ACCEPT monthly update on the operations of the Community Services Bureau of the .
Employment and Human Services Department.
FISCAL IMPACT: No impact from this update.
BACKGROUND/REASON(S) FOR RECOMMENDATION(S): To enhance oversight of
the Community Services Bureau of the Employment and Human Services Department,
the County Administrator is conducting monthly meetings with the Department Head to
receive updates on program issues and to plan 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. Attached is the regular monthly report on the operations of
Community Services.,This report includes updates on the activities of the Policy Council,
personnel issues, fiscal and audit reports, and other programmatic issues.
CONTINUED ON ATTACHMENT: X YES SIGATURE:
V -.v
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
_APPROVE OTHER
SIGNATURE(S)
(\
ACTION OF BO/fjD ON. O-3/I 1 /O APPROVE AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT ,��15 fi 1 AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN.
ABSENT: SCG ABSTAIN:
'. ATTESTED
JOHN CULLtN,CLARK OF-THE BOARD OF
Contact: Dorothy Sansoe(5-1009) SUPERVISORS A UNTY ADMINISTRATOR
cc: Community Services Bureau
County Admiistration BY:
DEPUTY
To: John Cullen, County Administrator
j'
SERVICES
BUREAU From: Joe Valentine, EHSD Director J,�
Subject: Monthly Report
Date: February 8, 2008
I am submitting the following report to ensure ongoing communication with the
County Administrator and Board of Supervisors regarding all issues-pertaining to
the Head Start program and the Community Services Bureau (CSB).
A. Parent Involvement
• Policy Council - A Policy Council orientation was held January 23rd.
Topics included: CSB Program Overview, Shared Decision Making — The
Role of Parent Leaders, an overview of Policy Council by-laws, CSB
policies and procedures, code of conduct, complaint procedure, and
impasse policy. Attendees included new Policy Council representatives,
comprehensive services and site supervisors.
The February business meeting will be held on the 20th. The Policy
Council will receive training on Advocacy, hear California Head Start
Association conference reports from attendees, and consider the
approval of new hires.
B. Personnel Report
Vacancies that have existed for over 3 months:
• Infant Toddler Teacher- 0
• Infant Toddler Associate Teachers- 2
• Teachers (incl. Master Teacher) - 5
• Associate Teachers - 7
Data on the number of Education staff who completed their AA, BA or CDA
requirements:
r{{ b !dt. NieE!'•'G
Assoc. r:•` x Site
-
Teachers # 'S7 y Teachers # '- fit Supervisors #
Total Staff
1111 Yew w�� Total Staff 166 Total Staff 121 I
AA 11AA
22 �
I<a k?kl I r�, I 91
'5
I BA I 8 ���� 123 �,:•. ,��� BA 1 10 I
�U
y��Pt7.;� -N s:.
I MA I 0 : I 14 1'. a MA 12 I
i
CDA or Permit ` . y ( CDA or Permit
equiv. I 92 ��`1� 117 �i., equiv. I I
•;' rw3'.
..;:;..:
25 Bisso Lane Drive,Suite 110
Concord,California 94520
Tel 925 646 5540
Fax 925 646 5904
John Cullen
Page 2
February 8, 2008
Training & Technical Assistance (T/TA) needs or training staff received or
planned:
Partner agencies were given a 6 hour refresher training on February 7th
on the Head Start Performance Standards. Training concentrated on
Education regulations but also covered Health, Mental Health and
Disabilities, Parent Involvement, and ERSEA regulations.
Personnel is establishing new partnerships with Chapman University and
other local colleges and universities to assist teaching staff in obtaining
Bachelor's Degrees.
• Personnel is continuing efforts to recruit bilingual staff and is working with
English language learners through .a partnership with Catholic Charities'
Project Access Program. .
• Seven staff attended the CHSA Conference held in Oakland.
C. Fiscal and Audit Reports
• The Administration of Children and Families (ACF) approved the
Bureau's 2008 continuation grant application for its Head Start and Early
Head Start programs. The grant action awards 50% of the FY 2008
annualized funding for Head Start and Early Head Start in the amount of
$9,209,202. The remaining funding balance will be awarded at a later
date.
• In compliance with Federal regulations, the Bureau submitted to
Administration of Children and Families (ACF) the Financial Status
Report for period July 1, 2007 through December 31, 2007.
D. Licensing Issues
• CSB self reported ' to Licensing an allegation made by a parent of
"inappropriate tickling" by a substitute teacher. Community Care
Licensing and our personnel unit conducted separate investigations into
the allegation which both determined the allegation unsubstantiated.
E. Information Technology
2008- 2009 E-Rate Application Preparation/Submission .
• All. Request For Proposal's were evaluated. AT&T and Nextel of
California, Inc. were chosen to be the a-rate vendors.
• The total requesting CSB grant amount is $1,573,823.38
• E-Rate Eligible items are:
o Telecommunication Utilities (Local/long distance)
o Internet (WAN)
o Video Conferencing
o Voice over IP Phone system
John Cullen
Page 3
February 8, 2008
• E-Rate application Form 471 was submitted on 02/07/08.
CSB Network Integration (connecting to the County Network)
• WAN connection was installed to connect into the County Network (band
width is 10MB OPT-Man @ Bisso Office).
• DoIT is scheduled to install WAN Switch by the 3rd week of Feb 2008.
F. Eligibility Recruitment Selection Enrollment Attendance (ERSEA)
Sensory Screenings:
• Give Kids a Smile Day resulted in bringing our dental exam rate up to
93% (539 children were given exams and fluoride varnishes).
• 100% of the families have engaged in the first FPA, second FPA will be
due in May.
Family Partnership Resources
Provided in EHS and
HS
Adult Education 412
Parenting Education 378
Health Education 188
ESL 106
Job Training 44
Housing Assistance 32
Transportation Assistance 11
Emergency/Crisis Intervention 24
Mental Health Services 13
Child Support Assistance 12
Marriage Education 1
Child Abuse/Neglect Services 4
Substance Abuse Prev. or Tx 1
Domestic Violence Services 3
Assistance to families of
Incarcerated 1
• 100% of nutritional assessments were completed within 45 days of
enrollment. Nutritional assessment has resulted in approximately 375
referrals being made for nutrition related needs, this program year.
Follow-up action has been completed or is in progress in all cases.
Close to 41% of the referrals were for children identified as overweight —
at or above the 95th percentile according to BMI statistics.
Approximately 16% were for anemia and 9.4% were for food related
allergies. Additional referrals, each representing less than 6% included
children with other special dietary needs, picky eaters, constipation,
bottle use and other related needs. 3% of the children enrolled were
screened after.._ the 45 day timeline. This was due primarily to an
John Cullen
Page 4
February 8, 2008
insufficient number of staff trained and certified to conduct vision and
hearing screenings. Certification trainings have been conducted
resulting in an increased number of CSB and partner staff certified to
conduct screenings.
• Not all children enrolled were screened after the 45 day timeline, due to
an insufficient number of staff trained and certified to conduct vision and
hearing screenings. This has been corrected.
• Thirty-five Mental Health referrals were processed for Head Start children
and two were processed for Early Head Start.
G. Self-Assessment.
• Staff received training on the 2008 Head Start Monitoring Tool in
preparation for this year's self-assessment which will take place this
month.
H. Special Projects/Activities
• The I Am Moving, I am Learning (IMIL) Train the Trainers session was
conducted on Friday, February 8th at the Pacheco Community Center.
Staff and parents representing all centers were in attendance in addition
to staff from the training's co-sponsors, WIC. This Head Start Initiative
addresses the importance of physical fitness both at school and at home.
• CSB management staff received a comprehensive overview on the
elements of Head Start Reauthorization from Bureau Director Pat Stroh.
• The Bureau underwent organizational restructuring this month when the
Comprehensive Services staff moved under the supervision of Division
Manager Ed Lerman while site supervision and program operations
remained under Division Manager Camilla Rand.
• CSB is excited to extend its services already being provided to homeless
families. Rosemary Alamand, Comprehensive Services Manager was
named to oversee Head Start services to homeless families.
cc: Policy Council
Family & Human Services Committee
Shirley Karrer, ACF
Rollie Katz, Local One
Attachments
Attachment 1 — Monthly Indicator Report.
HS/EHS Monthly Indicator Report 2008
HS January
Actual Enrollment I 2231
Current Enrollment # 1523
Current Enrollment % of Funded 100% **
Disabilities # * 203
` Disabilities % of Funded 13%
Medical Exams 2231
Medical Treatment I 411
Dental Exams 1568
# Receiving Preventative Dental Care 1082
Dental Treatments 486
Families Enrolled 2011
Families Engaged in Partnership Process 2011
Staff Vacancy %
Child Assessments complete
First 14361
Second 10571
Third -0
Educational Screenings Completed 2231
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** reported from prior month
EHS
Actual Enrollment I 339
Pregnant mothers enrolled I 82
Current Enrollment # 204
Current'Enrollment % of Funded I 100%
Disabilities # * I 20
Disabilities % of funded I 9.80%
Medical Exams I 204
Medical Treatment I 19
Families Enrolled I 297
Families Engaged in Partnership Process I 297
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*** Part year classes and Home Base not in session
* Not including vacancies due to part year drops within
past 60 days
** Adjusted for part year class closures and non
operational sites ,
Attachment 2 — Head Start Information Memorandum Cover Sheets
U.S. DEPARTMENT
OF HEALTH AND HUMAN
SERVICES
1. Log No. ACF-112. Issuance Date:
. ACF
Administration for Children IM-HS-08-03 1/22/2008
and Families 3. Originating Office: Office of Head
Start
I4. Key Words: Head Start
Reauthorization
11 Two new provisions
INFORMATION MEMORANDUM [See Attachment at the bottom]
TO: Head Start and Early Head Start Grantees and Delegate Agencies
SUBJECT: Head Start Reauthorization
INFORMATION:
As you know, on December 12, 2007 the President signed a bill reauthorizing the
Head Start program (see ACF-IM-HS-08-01 for a discussion of the major
provisions in this Bill). The Office of Head Start is continuing to work on
developing appropriate strategies for implementing the many new requirements
of reauthorization, and we will be sharing information with you on this over the
next several months. However, we want, at this time, to advise programs on two
new provisions.
Grantees may, subject to the specific requirements of Section 645(a)(1)(B)(iii)(11),
serve up to 35% of their children from families with incomes of up to 130% of the
poverty line. This authority is effective immediately; grantees do not need prior
approval to exercise this authority. OHS will, through its monitoring process,
assure that all grantees exercising this new authority meet the conditions
enumerated at Section 645(a)(1)(B)(iii)(II). OHS will provide more information on
the reporting requirements associated with this provision at a future date.
In FY 2008, grantees may, consistent with Section 640(g)(3) of the Head Start
Act, propose to reduce their funded enrollment. Any grantee submitting such a
proposal to its Regional Office should fully address those factors discussed in the
attachment to this IM.
Please direct any questions on this IM to your OHS Regional Office.
/ Patricia E. Brown
Patricia E. Brown
Acting Director.
Office of Head Start
Attachment:
[Attachment:] Head Start Reauthorization
U.S. DEPARTMENT OF HEALTH AND
HUMAN SERVICES
ACF
Administration for Children and 111. Log No. ACF-IM-HS- 2. Issuance Date:
Families 08-06 1I2/5/2008
113. Originating Office: Office of Head Start
114. Key Word: Risk Management
INFORMATION MEMORANDUM:
TO: Head Start and Early Head Start Grantees and their Delegates
SUBJECT: Head Start Risk Management Process
INFORMATION:
The Office of Head Start is implementing a Risk Management Process for all
grantees that will become fully operational in April 2008.
The Risk Management Process will serve as an overarching framework tying
together the Funding, Monitoring, and Technical Assistance processes to serve
the following purposes:
• Prevent or reduce risks
• Focus on early intervention and build on strengths
• Improve communication and information sharing
• Create corporate knowledge
The Risk Management process will be repeated each year for all grantees. It will
begin approximately seven months in advance of each grantee's continuation
funding date and will help identify specific areas that need to be addressed in the
Refunding Application. Grantees will be expected to play an active role in this
process.
A central and dynamic component of this process is the Risk Management
Meeting (RMM). The goals of the RMM are to recognize grantee strengths,
identify areas of performance that need improvement, and, using this information,
collaborate in producing a comprehensive.action plan that addresses those areas
in need of support and improvement. Participants at this meeting will include, in
addition to grantee staff, OHS program staff, ACF grants staff, and training and
technical assistance staff.
The Regional Office will contact grantees well in advance of the funding year to
arrange RMM meetings. An invitational letter and preliminary agenda will;be sent
approximately 30 days prior to the meeting. We encourage you to provide input
on the agenda and to take the opportunity to collaboratively plan and prepare for
the meeting. To ensure the timely delivery of meeting materials, grantees are
asked to verify and update contact information on the Early Childhood Learning
and Knowledge Center (ECLKC) profiles.
Key grantee staff, including Governing Body representative(s), the Executive
Director, the Chief Financial Officer, the Head Start Director, Policy Council
representative(s), and Program Managers are encouraged to fully participate in
the RMM. State funding partners and CSBG Representatives may be invited, as
appropriate.
D
1
The RMM will result in an Action Plan collaboratively tailored to address areas of
improvement or growth. Plans will reflect necessary action steps, identify those
persons responsible and establish implementation timelines. Active, mutual
engagement in the implementation of the Action Plan is vital to the success of the
Risk Management Process.
While all grantees will have at least one RMM each year, there are
circumstances when additional RMMs may be held to gauge progress in meeting
goals or sustaining improvements. One such circumstance, for example, may be
the scheduling of additional meetings with a grantee that has been determined to
have deficiencies or a significant number of non-compliances.
A presentation of the Risk Management Process by senior OHS staff can be
accessed on the Early Childhood Learning and Knowledge Center (ECLKC) at
http://eclkc.ohs.acf.hhs.gov.
OHS looks forward to developing closer working relationships with grantees and
the communities they serve. Risk management is a tool to identify potential
problems and address them early in a shared manner so that we can assure all
of the children and families in Head Start are receiving services of the highest
possible quality.
/ Patricia E. Brown /
Patricia E. Brown
Acting Director
Office of Head Start