To: Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Donna Broadbent, 565-4349; Regina de Melo, 565-4346
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Fiscal Year 2021-2022 Annual Self-Evaluation for the Child Welfare Services Alternative Payment Child Care Contract
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Recommended Action:
Recommended action
Accept the Fiscal Year 2021-2022 Annual Self-Evaluation for the Child Welfare Services Alternative Payment Contract.
end
Executive Summary:
Sonoma County Family, Youth and Children’s Services Division (FYC) administers a Child Care Support Program exclusively for families involved in the child welfare system. Families receive resources, access and subsidy for child care. The program is funded in part through California Department of Social Services Alternative Payment Child Care contract funding, which provides families with up to one year of child care subsidy. The program is required to complete an Annual Self-Evaluation specific to provisions of the Alternative Payment child care contract. Regulatory requirements also stipulate that the Board is involved in the Annual Self-Evaluation and understands child care program goals are required as part of program administration and oversight. For Fiscal Year 2021-2022, the evaluation was completed in May of 2022 and acceptance of this report is a recommended compliance measure.
Discussion:
FYC’s Child Care Support Program offers twelve-month childcare subsidies to families involved with Child Protective Services. These subsidies are funded in part through a contract for Alternative Payment Child Care. Funding for the Alternative Payment Child Care contract has been received annually from the California Department of Education since 1974. In Fiscal Year 2021-2022, State administration of the Alternative Payment Program shifted to the California Department of Social Services.
The Alternative Payment contract funds subsidies specifically for child welfare clients with an active Family Maintenance or Family Reunification case and need child care in order to meet the requirements of their case plan. In Fiscal Year 2021-2022, FYC expended approximately 45% or just under $400,000 of the Alternative Payment contract revenue. All 105 eligible children received subsidies. These families were able to use up to one year of subsidized child care at a provider of their choice.
Review of Child Care Support Program
The Human Services Department - Family, Youth & Children’s Services Division’s (FYC) Child Care Support Program maintains a vision of supporting families involved in child welfare services by providing information, resources and support to access quality, long term child care to help build a family’s resources for wellness and stability. The Alternative Payment contract provides funding and guidance for one major component of the FYCs overarching Child Care Support Program. The second major component of FYCs Child Care Support Program is the Child Care Bridge contract, which is also funded through the California Department of Social Services. This contract provides subsidy for families that are caring for foster children; priority is given to resource families, licensed/certified foster family homes, approved homes of relatives, non-relative extended family members, and parenting foster youth or non-minor dependent parents.
Together, the Alternative Payment Child Care contract and the Bridge Child Care contract comprise the two components of the Human Services Department - Family, Youth & Children’s Services Division’s Child Care Support Program. Beyond providing financial assistance for child care, the program has a goal of increasing parental understanding of and involvement in a child’s child care experience by providing resources about child care and childhood development to parents and resource families. HSD has partnered with the Community Child Care Council to provide individualized education and assistance to help parents and caregivers find quality child care that meets their specific family needs around location, hours and program type.
Another goal of the Child Care Support Program is to build effective community partnerships to help families transition to long-term subsidized child care. Child Care Support Program staff work collaboratively with other child care agencies to raise awareness of the needs of families involved with child welfare. Staff add families to the Centralized Eligibility List, a waiting list for all state and federally funded child care programs in Sonoma County, and provide information and referrals to help families access long-term, affordable child care.
When other child care programs enroll families involved with child welfare from the Centralized Eligibility List, families transition to longer term subsidy programs that help them maintain stability in their child care arrangements for as long as they need the child care. In Fiscal Year 2021-2022, 123 Sonoma County children referred by Child Welfare Services were enrolled in a longer-term child care support program through the Community Child Care Council or another community-based child care provider.
Summary of Fiscal Year 2021-2022 Child Care Alternative Payment Contract Self-Evaluation
In order to comply with contractual requirements with the California Department of Social Services (CDSS), an annual self-evaluation specific to the Alternative Payment contract must be completed. Results of the self-evaluation are reported to the CDSS to demonstrate that Human Services is monitoring itself in the use of the funding and ensuring that program requirements are being met. Board involvement is a necessary component of the annual self-evaluation
A self-evaluation team, comprised of HSD fiscal and Division management, supervisory and line staff, randomly selected and reviewed 53% (17) of 32 children that were enrolled in November 2021 to ensure compliance with established policies, procedures, and state and federal regulations. Applicable sections of the Early Education and Support Division Alternative Payment Monitoring Review Checklist were used for each file review. Areas of review included attendance, completion of required application documents, Notice of Action forms, correspondence with families and child providers, and other items as outlined in the checklist.
The monitoring reviews demonstrated that, overall, the program complies with and is successful in its administration of child care subsidies. 100% compliance was achieved in nearly all key areas. Missing health information for enrolled children was cited as the only finding in a percentage of the files and a corrective action plan has been developed and put into place to improve the process and ensure future compliance.
Additionally, at the time of the self-evaluation, information about the 12-month regulations and abandonment of care was not included in the parent/provider handbook. The handbook for parent/providers was updated as of May 12, 2022 with that information.
Another key component of the self-evaluation is a parent survey. A survey was provided in English and Spanish and mailed to 54 parents/caregivers who received child care services between March 2021 and February 2022. There were a total of 6 responses to the survey, which represents a response rate of 11%. All 6 respondents indicated “strongly agree” or “agree” on all items. The items included satisfaction of the program, quality of the child care and child care helping their child grow and thrive. No action items were needed to respond to the feedback.
A summary of the self-evaluation process, findings, corrective actions and program goals is included as an attachment.
Strategic Plan:
N/A
Prior Board Actions:
November 2, 2021 - Approved the contract to accept revenue through the Alternative Payment Program for Fiscal Year 2021-2022, and received the FY 2020-2021 Child Care Support Program Self-Evaluation.
September 1, 2020 - Approved the contract to accept revenue through the Alternative Payment Program for Fiscal Year 2020-2021, and received the FY 2019-2020 Child Care Support Program Self-Evaluation.
August 6, 2019 - Approved the contract to accept revenue through the Alternative Payment Program for Fiscal Year 2019-2020, and received the FY 2018-2019 Child Care Support Program Self-Evaluation.
February 5, 2019 - Approved a Budget Resolution and contract amendment to accept additional revenue and expanded use of child care subsidies through the Alternative Payment Program for Fiscal Year 2018-2019.
Fiscal Summary
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Narrative Explanation of Fiscal Impacts:
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Staffing Impacts: N/A |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
None
Related Items “On File” with the Clerk of the Board:
None