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Home My WebLink About871184.tiff mEmoRAnDum Gordon E. Lacy, Chairman To Rnard of Count,_Commtssioner Date August 31, 1987 COLORADO From Walter 3. Speckman, Director,_Human Resources / 2,]' subject: Certification of Meld. County Head Start Compliance Enclosed for Board approval is the Certification of Head Start Administrative and Programmatic Compliance. This certificate documents that all non-compliance and deficiency areas found in the on-site review of the Weld County Head Start Program on April 22-24, 1987, have been corrected. If you have any questions, please feel free to telephone me at 353-0540. `.�I �\ 9 gl;9% I 871184 / //71 ' ;;2 • CERTIFICATION OF HEAD START ADMINISTRATIVE AND PROGRAMMATIC COMPLIANCE WE, the Weld County Board of County Commissioners , (Name of Grantee) . 08CH0019 HAVE REVIEWED ALL OF THE NON-COMPLIANCE ITEMS OF 45 CODE OF (Grant #) FEDERAL REGULATIONS (CFR) PART 74 AND WITH 45 CFR 1301, 1303, 1304, AND 1305 TO CERTIFY THAT THE Weld County Division of Human Resources' (Name of Grantee) ---- HEAD START PROGRAM FOR THE YEAR n1/n1/R6 THROU H 17/31/R6 \ IS IN TOTAL ADMINISTRATIVE AND PROGRAMMATIC COMPLIANCE. DOCUMENTS SUBSTANTIATING COMPLIANCE ARE AVAILABLE IN OUR FILES FOR REVIEW BY AN AUDITOR AND THE ADMINISTRATION FOR CHILDREN, YOUTH AND FAMILIES; OFFICE OF HUMAN DEVELOPMENT SERVICES; DEPARTMENT OF HEALTH AND HUMAN SERVICES. GordonE. � ,�irmaAs /�j®7 S g1gr`F1 18, Board Ire son Date Signature, Policy Council Chairperson Date a .��." w ,g ,'a 17 Signature, Head Start Director Date l D e ign u , Executive Director e 871184 ADMINISTRATION Weakness The internal reporting system from program to the grantee level does not guarantee the flow of accurate information. Compliance Quarterly Report was submitted to the grantee board at the end of June , 1987 . This practice will continue to be imple- mented on a quarterly basis . Copies of the board meetings will continue to be kept on file for documentation . Non-Compliance The self-assessment team was not composed of grantee board representatives . Compliance A request for a grantee board representative was submitted , Mr. Gordon Lacey has been named the representative to the SAVI Team. He will participate along with Parent Policy Council in the SAVI orientation and training . PERSONNEL MANAGEMENT Weakness Grantee does not have a system in place for documenting evi - dence that all staff were made aware of the Personnel Policies and Procedures . Compliance Every employee has signed a statement of receipt of the Per- sonnel Handbook. The form is placed in the employees master file . Non-Compliance Grantee ' s Personnel Policies and Procedures do not allow for the involvement of the Parent Policy Council as required in 70 . 2. Compliance A draft of an addendum to Personnel Policies and Procedures was submitted to the Personnel Department for approval . The addendum will be attached to Personnel Policies and Proce- dures in the next edition . FISCAL Compliance The Action Plan Response addressing the recommendations made by ACYF to the Fiscal Department, has been implemented as presented . 871184 EDUCATION Weakness Double session teachers are not required to conduct the home visits personally; they still must be done. Grantee must have the home visits which are education related , completed by someone in the Education Component. _ Compliance The Action Plan Response submitted to ACYF and approved by Parent Policy Council will be implemented in the school year 1987-88 as proposed. Non-Compliance Grantee ' s classroom staff are not receiving the minimum "break" between sessions as required by N-30-334-1-20 and 1304 Appendix A. Compliance The Action Plan Response submitted to ACYF and approved by Parent Policy Council will be implemented in the school year 1987-88 as proposed . HANDICAP Weakness Teaching staff need extensive training in developing " Indivi - dual Education Plans " ( IEP ' s ) . Presently, the children' s re- cords do not indicate any "follow-up" or on-going progress . Compliance T/TA will be provided by RAP on September 29 , and 30 , 1987 to the teaching staff for the development of IEP ' s . A con- tract has been signed with INREAL in training of classroom staff. INREAL training will take place in October. The Centennial Developmental Services , Inc . is contracted to pro- vide on-going training for staff during the school year 1987-88. Contracts with all (3 ) three agencies are on file. Weakness Program Account 26 funds are spent soley for the salary of the Special Needs. Coordinator and the contact with the Uni - versity of Colorado for speech related problems . There was no evidence of grantee ' s method for providing servies to other handicapped enrollees . Compliance Contracts have been signed for services for special needs and handicapped children with the following agencies : The Weld Mental Health Department will provide services for children with emotional disturbances , family crisis inter- vention , child abuse , etc . 871184 The Centennial Developmental Services , Inc . will provide occupational therapy, hearing impaired, visual handicapped, learning disabled , communication , and access as special edu- cators for Head Start teachers . Non-Compliance Grantee does not assure that adequate provisions are made for the safety and comfort of the handicapped children in all of its center sites (1304-3 (a ) (3 ) ) . Compliance A ramp has been constructed at the Johnstown Center. HEALTH Weakness Frustration is expressed by staff over the lack of parent involvement. Compliance A meeting was held with Parent Policy Council on July 14 , 1487 , to request input to develop a plan for an increase in parent involvement in the Health Component. A plan was developed for school year 1987-88. A minimum of (5 ) five parents will be recruited to volunteer specifically in the Health Component. Training will be offered to parents on health related issues . Parent Policy Council will become an integral part of the recruiting effort. DENTAL Weaknesses Tooth paste is not always being dispensed in the most sani , tary way possible . A dental emergency plan is not posted in all classrooms . Compliance The instructions in the correct way of dispensing tooth paste were shared with each classroom, and they have become part of the classroom procedures . A dental emergency plan has been posted in each of the classrooms . 871184 MENTAL HEALTH Non-Compliance Mental Health Contract is out-of-date. _ Compliance A contract between Weld Mental Health and Weld Counth Head Start has been signed to provide services to children and their families from July 22 , 1987 through May 31 , 1988. NUTRITION Weakness There is a lack of nutrition assessment on children , also resulting in a lack of nutrition problems identification and follow-up . Compliance The Weld County Head Start Program will continue to implement the health and nutrition screenings outlined in the Performance Standards . A. nutritional plan will continue to be developed for every child which is identified with nutritional needs . Weakness There is no systematic documentation of nutrition in-service to staff and parents . Compliance The Weld County Head Start Program will continue to report to ACYF Regional Office on nutritional related training in our quarterly report. SOCIAL SERVICES Weakness A lack of planned communications with other program components . Compliance The Action Plan Response submitted to ACYF was implemented in June 1987 . In January 1988 , an evaluation will be con ducted to make any adjustments if needed . 871184 Weakness. Duplication of effort in gathering information on families . Compliance During the months of June and July meetings were held be- tween Family Services and the Health Component to review the process in which they gather information . Some forms have been streamlined and some completely eliminated . The new system will be tested during the fall of 1987 and re- viewed in January 1988. Weakness Unclear process and responsibility for home visits . Compliance Action Plan Response submitted to and approved by ACYF will be implemented in the 1987-88 school year. Weakness Need for establishing a system of communication and involve- ment with other community agencies . Compliance Action Plan Response submitted to and approved by ACYF will be implemented as proposed in the school year 1987-88. Non-Compliance Helping Head Start parent groups work with other neighbor- hood and community groups with similar concerns . Compliance Family Services staff and Parent Policy Council met on August 5 , 1987 , and a plan was developed out of this and a subsenuent meeting with other parents . The main com- ponents of the plan are : 1. Identify community groups who have similar concerns such as : concerned parents for after school child care , advocacy group for nuality health services for the poor, the Dream Team (to curb drop-out in Weld County) , etc . 2 . Groups identified will be invited to make presenta- tions at Parent Policy Council meetings . 3. A support system will be established for those parents willing to become actively involved in these groups (child care , transportation , etc . ) . This information will be disseminated to all Head Start parents . 871184 Non-Compliance Calling attention to the inadequacies of existing community services , and assisting in improving the available services , or bringing in new services . Compliance An up-dated directory for community services has been devel - oped and will be distributed to the staff and Head Start parents for 1987-88 school year. Social Services staff will continue to act as advocates for families . The Weld County Head Start has initiated contact with neighborhood agencies in order to develop a network to avoid duplication of efforts , and maximize the community re- sources . Another objective of the network will be to identi - fy services that are not presently available and develop these services . PARENT INVOLVEMENT Weakness There is a lack of systematic communications with parents . No set plan of communication exists . Compliance The Plan of Action Response submitted to ACYF was reviewed and approved by Parent Policy Council and will be implemen- ted as presented in shcool year 1987-88. Parents and staff will meet on a quarterly basis to evaluate the communications system. A survey will be done with all Head Start parents . Weakness Parenting Education for parents is weak and is not given special emphasis . Compliance Each of the case managers has been assigned a minimum of ( 10 ) ten high risk parents to be recruited for parenting education classes . This will give a minimum of 10% total parent participation in parent education activities . Non-Compliance Policy Groups , staff , and parents do not participate to- gether in the development of the communication system used . Compliance Meetings have taken place through out the summer which in- volved parents , coordinators , and teaching staff to review and finalize a systematic communication system. 871184 Non-Compliance Meeting with the Head Start teachers and other appropriate staff for discussion and assessment of their children ' s individual needs and progress . Compliance Action Plan Response submitted to and approved by ACYF will be implemented as presented in school year 1987-88. 871184 Hello