Document alpinecountyca_gov_doc_8190affe02

Regular Meeting August 17, 2020 1:30 pm Join Zoom Meeting To attend by phone (669) 900 9128 Meeting ID: 934 3763 7664 Commissioners:, Dr. Richard Johnson, Chair; Erin Dobyns, Vice Chair; Katherine Rakow; Janet Stevens; Nichole Williamson; Terry Woodrow Item 1 Call to Order 2 Announcement: Executive Order - Teleconference Flexibility This meeting is being held pursuant to the procedures established in Executive Order N-29-20 issued by California Governor Gavin Newsom on March 17, 2020. All Commission members may attend the meeting by teleconference. This meeting will be a virtual meeting only. The public may observe and address the meeting via Zoom. 3 Consent Agenda These matters that are routine and non-controversial and are usually approved by a single majority vote without discussion. Items can be removed from the consent agenda to be discussed and considered separately 3.1 Approve August 17, 2020 Agenda 4 Public Comment The Law allows the public to address the First 5 Alpine Commission on any matter whether or not it is on the Agenda, but the laws prohibit action by the Commission on non-agenda items. Comments are limited to three minutes 5 Old Business 5.1. A Ratify approval of agenda of June 24, 2020 meeting. 5.1. B Ratify approval of minutes of January 21, 2020. 5.1. C Ratify approval of extension of current Strategic Plan 2014-2020. 5.1. D Ratify approval of Fiscal Year 2019-2020 revised Budget. 5.1. E Ratify approval of Fiscal Year 2020-2021 Budget. 5.1. F Ratify approval of Long-Range Financial Plan. 5.1. G Ratify approval of First 5 Revised Policies & Procedures. 5.1. H Ratify approval of contract with Social Entrepreneurs Incorporated in for evaluation services for the term of July 1, 2020 – June 30, 2021 in the amount of $20,942.50. ---PAGE BREAK--- 5.1.I Ratify disapproval of a ratification of a Memorandum of Understanding with California Family Resource Association in the amount of $3,720 to provide support to families as a result of the COVID-19 Pandemic. 6 New Business 6.1 Approve contract with Early Learning Center for Child Development Program for the term of July 1, 2020 – June 30, 2021 in the amount of $63,000. 6.2 Approve contract with Bear Valley Parents Group for Child Care Program for the term of July 1, 2020 – June 30, 2021 in the amount of $37,800. 6.3 Approve contract with Choices for Children for Parent Education Program for the term of July 1, 2020 – June 30, 2021 in the amount of $2,577. 6.4 Discussion of Strategic Plan 2020-2024. 6.5 Discussion and possible approval of Long Range Financial Plan 2020-2024. 7 Member Announcements 8 Next meeting – Monday, October 26, 2020 @ 1:30 p.m. ---PAGE BREAK--- Revised June 19, 2020 Regular Meeting June 24, 2019 1:30 pm Zoom Meeting Meeting ID: 967 4697 4037 or call in: 1 (669) 900-9128 Commissioners: Dr. Richard Johnson, Chair; Erin Dobyns, Vice Chair; Janet Stevens, Nichole Williamson, Katherine Rakow, Terry Woodrow, Nani Ellis Item 1 Call to Order 2 Announcement: Executive Order - Teleconference Flexibility This meeting is being held pursuant to the procedures established in Executive Order N- 29-20 issued by California Governor Gavin Newsom on March 17, 2020. All council members may attend the meeting by teleconference. This meeting will be a virtual meeting only. The public may observe and address the meeting via Zoom. 3 Consent Agenda (Action) These matters that are routine and non-controversial and are usually approved by a single majority vote without discussion. Items can be removed from the consent agenda to be discussed and considered separately 3.1 Approve June 24, 2020 Agenda 3.2 Approve January 21, 2020 Minutes (Action) 4 Public Comment The Law allows the public to address the First 5 Alpine Commission on any matter whether or not it is on the Agenda, but the laws prohibit action by the Commission on non-agenda items. Comments are limited to three minutes 5 New Business 5.1 Executive Director Report 5.2 Extension of current strategic plan 2014-2020 (Action) 5.3 Approve the 19/20 FY revised budget (Action) 5.4 Approve the 20/21 FY Budget (Action) 5.5 Approve Long-Range Financial Plan (Action) 5.6 Approve First 5 Policies and Procedures Revisions (Action) Item 5.1.A ---PAGE BREAK--- 6 First 5 2020/2021 Contracts 6.1 Approve SEI contract for $20,942.50 for evaluation services (Action) 6.2 California Family Resource Assoication Mou (Action)- Executive Director asks the First 5 Board to ratify signature on the MOU with California Family Resource Association for receipt of $3,720.00 related to support of families at-risk during California’s mandated shelter-in-place orders as a result of the COVID-19 Pandemic. The funds can be used for material items (food, diapers, cleaning supplies), assistance with isolation needs, parenting resources, etc. 7 Announcements and Next Meeting 8 Adjournment Item 5.1.A ---PAGE BREAK--- Children & Families Commission MINUTES of the Regular Meeting January 21, 2020 Alpine County Health & Human Services – 75 A Diamond Valley Rd., Markleeville, CA 96120 Commissioners Present: Richard Johnson, Chair; Erin Dobyns, Vice-Chair; Katherine Rakow; Terry Woodrow, Nichole Williamson Commissioners Absent: Staff Present: Jennifer Hawkins, Executive Director Guests Present: Donita Hudson, Choices for Children; Janel Morales as note taker. 1. Call to Order Chair Johnson called the meeting to order at 2:06 p.m. Quorum present 2. Consent Agenda (Action) These matters that are routine and non-controversial and are usually approved by a single majority vote without discussion. Items can be removed from the consent agenda to be discussed and considered separately. 2.1 Approve January 21, 2020 Agenda 2.2 Approve November 5, 2019 Minutes Motion made by commissioner Woodrow to approve the January 21, 2020 agenda seconded by Commissioner Williamson. Motion made by Commissioner Woodrow and commissioner Williamson seconded to approve the November 5, 2020 Minutes. Motion passed. 3. Public Comment The Law allows the public to address the First 5 Alpine Commission on any matter whether or not it is on the Agenda, but the laws prohibit action by the Commission on non-agenda items. Comments are limited to three minutes. No public comment 4. New Business 4.1 Election of Officers (Action) The Commission nominated Richard Johnson as Chair. Motion made by Commissioner Williamson to vote Johnson as chair, Terry Woodrow seconded. Motion passed. Erin Dobyns nominated for Vice Chair. Motion made by commissioner Woodrow, commissioner Williamson seconded. Motion passed. Commissioner Broadhurst has resigned, commissioner Williamson has asked BHS for recommendations. 4.2 First 5 Association Values Review J.Hawkins discussed the First 5 Association Values drafted at the December 2019 Summit. First 5 Alpine to look a documents to apply these values for future decision, as well as aligning with their own vision and mission statement. 4.3 Strategic Plan side by side comparison J. Hawkins discussed side by side comparison of strategic plan details with reference to the First 5 Association Values. The Governor’s upcoming plans for Early Childhood will continue to influence and inform these plans. Item 5.1.B ---PAGE BREAK--- 4.4 Strategic Plan Retreat Discussion on the upcoming strategic planning retreat. Discussed location and date. Retreat scheduled for May. June commission meeting will be to approve the strategic plan and contracts. Planning retreat set for May 4th from 11am- 3pm at Mad Dog Café. Lunch provided. Executive Director Report All parent trainings are scheduled with CFC. First 5 discussing rebranding in 2020. First 5 Alpine promoting the Census. A decline in Prop 10 revenue is expected, more details to come in the new FY. Trauma screening reimbursements are available for qualifying agencies. Busy Bears to receive 1:1 coaching this FY. J. Hawkins and commissioner Johnson to attend the First 5 Summit in February in Southern California. 5. Announcements and Next Meeting Commissioner Williamson discussed the presentation of the screening for Tribal Justice at 5:30. J. Morales mentioned commissioner Williamson is receiving an award for her involvement with Child Welfare. Commissioner Johnson mentioned there is still flu shots available. The flu season is strong this year. 6. Adjournment Meeting adjourned at 2:45 (est) motion made commissioner Dobyns and commissioner Williamson seconded. Motion carried. ---PAGE BREAK--- 75-A Diamond Valley Road, Markleeville, CA 96120  (530) 694-1334 STRATEGIC PLAN 2014-2020 Item 5.1.C ---PAGE BREAK--- Vision All of Alpine’s children will thrive from birth and are provided a foundation for life long success. Mission Serve as a leader and partner to provide 0-5 children and families of Alpine County an environment which fosters a foundation for physical and emotional health that enhances learning and success. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 Table of Contents Executive Summary 4 Background 6 First 5 Alpine Goals and Strategies 9 Evaluation 14 Appendix A Community Needs Assessment 17 Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 4 - Executive Summary Since the passage of Proposition 10 in 1998, California cigarette buyers have been paying an additional 50 cents per pack in sales tax. The revenues generated are distributed to County First 5 Commissions who are charged with funding programs and services for children ages 0-5 and their families. Alpine County is the smallest county in California, with approximately 1200 residents. Alpine County receives local tobacco tax with the majority of funds from a small county augmentation from First 5 California. Programs and services are to improve family functioning and result in strong families, improve child development and result in children learning and ready for school, and improve child health so that all children are healthy. Before distributing funding, each county had to create a strategic plan outlining the goals and objectives specific to that county, based on a needs assessment. County commissions must develop strategic plans that address the four strategic results identified by Proposition 10 state statute. 1. Improved Child Development: Children Learning and Ready for School 2. Improved Child Health: Healthy Children 3. Improved Family Functioning: Strong Families 4. Improved Systems for Families The goals and strategies adopted in the First 5 Alpine 2013-2018 Strategic Plan are as follows: Improved Child Development Goal #1 Increase School Readiness for children Strategy 1.1 Support of early care and education programs Improved Child Health Goal #1 Enhance health opportunities for families with children 0-5. Strategy 1.1 Provide access for families with children 0-5 for preventative health screenings. (Hearing, vision, well-child, oral health and developmental screenings). Strategy 1.2 Partner with agencies that provide health educate programs to families with children ages 0-5 including access to health care options in regards to the Affordable Care Act. Strategy 1.3 Collaborate with local agencies to implement tobacco education and cessation programs in Alpine County. Strategy 1.4 Implement a wellness policy for grantees of the First 5 Commission Improve Family Functioning Goal #1 Families with children 0-5 are supported to provide environments that support healthy relationships. Strategy 1.1 Provide educational information programs for families with children ages 0-5 and the Five Protective Factors. Strategy 1.2 Implement early intervention strategies for new and expectant mothers. Strategy 1.3 Support programs that educate parents on the health risks of pre-natal substance abuse. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 5 - Improved Systems of Care Goal #1 Collaborate with agencies to ensure services for families with children ages 0-5 are quality, comprehensive, and accessible. Strategy 1.1 Serve as a resource for community members, parents and professionals concerning resources and services for families with children ages 0-5. Continue networking, information gathering and dissemination through newsletters, technical resources (the internet), and public events. Strategy 1.2 Increase number of trainings available for professionals and service providers for families and children ages 0-5. Strategy 1.3 Partner with local and statewide agencies, including First 5 California. EVALUATION Evaluation of these programs is very important to First 5 Alpine. First 5 Alpine, partnering with its funded programs, has implemented the Proposition 10 Evaluation Data System (PEDS) process and the Desired Results Developmental Profile- Revised (DRDP-R). The former, a data base system used to collect and evaluate data on First 5 funded programs and insure outcomes are being met, is used by First 5 Alpine. The latter, a comprehensive assessment tool developed by the California Department of Education, is used by child care and preschool centers to measure development of infants, toddlers and preschoolers. Other goals and strategies will be measured through local assessments and program participant interviews in order to measure effectiveness. First 5 Alpine, in partnership with Alpine County Health and Human Services, is implementing the Family Development Matrix Pathway Project. This project is being implemented through the grant recipients of CAPIT funds that specifically serve families with children 0-5. The results will be shared with the Commission as well as Health and Human Services for reporting purposes. The First 5 Alpine budget is based on receiving the following funds each year (as of 12/31/2013):  Proposition 10: (includes local taxes and augmentations) Projected for Fiscal Year 2014-2015-$229,500 2015-2016-$229,500 2016-2017-$222,500 These revenues are based First 5 California small county augmentation policies. (For further explanation of these policies please refer to http://www.ccfc.ca.gov/. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 6 - Background Proposition 10 Proposition 10, passed by California voters in November 1998, imposes a 50-cent-per-pack state sales tax on tobacco to fund a comprehensive, integrated system of early childhood development services for California children ages 0-5. The overall intent of the initiative is to prepare all California children to enter school healthy and ready to learn. Eighty percent of the revenue collected is received by County Commissions to fund local programs. The remaining twenty percent is being used by the State Commission to implement statewide strategies. Never before in the history of California has there been such a comprehensive, grassroots effort to fully involve the public in deciding how young children's programs should be funded. Prop.10 is designed to ensure that program-funding decisions are made at the local level, calling for extensive input from all segments of the community. In order to receive resources from Children and Families First Act funds, counties are required to form Children and Families Commissions. These commissions must develop strategic plans that address the four strategic results identified by Proposition 10 State Statute Commission: 1. Improved Child Development: Children Learning and Ready for School 2. Improved Child Health: Healthy Children 3. Improved Family Functioning: Strong Families 4. Improved Systems for Families County Commissions have been given flexibility in determining their own strategic planning process and goals, but must, at a minimum, ensure that the following components are addressed:  A description of goals and objectives proposed to be obtained;  A description of the programs, services and projects proposed to be provided, sponsored or facilitated;  A description of how measurable outcomes of such programs, services and projects will be determined by the County Commission using appropriate reliable indicators; and  A description of how programs, services and projects relating to early childhood development within the county will be integrated into a consumer-oriented and easily accessible system. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 7 - Alpine County Alpine County is the smallest county in terms of population in California and therefore receives the minimum Proposition 10 funding. Alpine County web site (www.alpinecounty.com) reports the following: Size Total area = 465,030 acres (726.6 sq. mi.) Ranks 8th smallest of California's 58 counties 93% of land is public; with only 7% under private ownership Population: 1,200 residents with just over 700 full-time Terrain Elevation ranges from about 4800' to over 11,400'. The Central Sierra Nevada is the dominant land feature, with the Carson and Antelope Valleys bordering on the east. Figure 1 provides a map of the county. There are five distinct “regions” where most of the population resides: Markleeville/Woodfords, Hung-a-lel-ti Community, Bear Valley, and Kirkwood. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 8 - First 5 Alpine First 5 Alpine (previously called the Alpine County Children & Families Commission) was formed by the Alpine County Board of Supervisors in accordance with the California Children and Families First Act (Proposition 10). The first Proposition 10 Strategic Plan was envisioned in the summer of 2000, written in the fall of that year, and adopted in February of 2001. The plan underwent a formative evaluation in June 2002 and the results were presented during a re-visioning workshop. The report highlighted the progress and accomplishments resulting from implementation of the first Proposition 10 Strategic Plan. In addition, a summary of the results from a community needs survey of children’s services in Alpine County, conducted in June 2002, was given. The purpose of the survey was to discover if the needs of the community had significantly changed since the previous planning cycle. The 2002 survey was consistent with a similar survey conducted in 2000. On Saturday, August 3, 2002, Human Technologies International (HTI) of Glendora, California facilitated a “Community Re-Visioning Day” for the First 5 Alpine Children and Families Commission. The participants became stakeholders in re-visioning the future for children and families in Alpine County and in the subsequent development of the First 5 Alpine Strategic Plan 2003-2005 incorporating School Readiness Initiatives. In preparation for the re-visioning process, detailed instructions were given to the participants as to how the day’s activities would result in the production of a vision-based First 5 Strategic Plan for 2003-2005. Participating groups included in the re-visioning were: Alpine County Community; Health and Human Services; Early Child Care and Education; Parents and Families; and Other. Following the re-visioning workshop, under the direction of the First 5 Alpine Children and Families Commission, goal groups were formed to write the strategic plan. Goal group members included stakeholders who volunteered to participate in the writing of the plan, and HTI provided training for the goal groups to guide the process. The goal was to develop a plan to address both the needs of the community and incorporate School Readiness Initiatives in the plan, in accordance with guidelines from the California Children and Families Commission. The 2003-2005 Strategic Plan was the result of this effort. Through 2012, Strategic Plan is based on an analysis of the previous plan, which incorporated the School Readiness Plan. By reviewing its results, coupled with a review of the ongoing needs of children ages 0-5 and their families, as well as other services offered in Alpine County but separate from First 5, the First 5 Alpine Commission determined where to spend its limited resources. Ongoing programs include those that meet the County’s need for infant and toddler child care as well as full-service, quality preschool. The quarterly commission meetings have been used as the forum for creating the 2014-2018 Strategic Plan, described in the next section. This Strategic Plan is based primarily on a combination of community, professional, and staff input. (See Appendix B) First Alpine is always looking to improve the implementation of quality service within the county. The Commission plans to re-evaluate commission goals and outcomes annually and revise the plan as needed. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 9 - First 5 Alpine Goals and Strategies This section defines and describes the key components of the 2008-2013 Alpine Strategic Plan and how they connect. GOAL A long-range 3 or more years) statement of desired change in the condition of well being for children, adults, families or communities, based upon the vision that “all California children enter school healthy and ready to learn.” (Tells “where” the future should lead) STRATEGY The method used by the commission to achieve the goal. OUTCOME A description of the desired change that is short-term (1-3 years), measurable, actionable, realistic and (time) specific. Outcomes support the achievement of the goal. (Describes “what” will signal progress toward First 5 goals) INDICATORS Specific process and/or performance measures used to determine whether programs, services, projects, or initiatives are achieving goals and focus area results. 2014-2020 Goals, Strategies, Outcomes, and Indicators The California Children and Families Commission provides guidelines for counties to follow when developing their strategic plans. County commissions must develop strategic plans that address the four strategic results identified by the State Commission: 1. Improved Family Functioning: Strong Families 2. Improved Child Development: Children Learning and Ready for School 3. Improved Child Health: Healthy Children 4. Improved Systems for Families First 5 Alpine has five goals for the 2014-2020 time period. Each of the goals, strategies, outcome and indicators to measure progress are described in the next section, preceded by an explanation, or rationale for the goal. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 10 - Improved Child Development Goal 1: Improve school readiness for children Strategy Outcome Indicator 1.1 Support early care and education programs Increase capacity of early education programs Increased access of early care and education programs Child Development- The optimal development of children is considered vital to society and so it is important to understand the social, cognitive, emotional, and educational development of children. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 11 - Improved Child Health Goal #1 Enhance health opportunities for families with children ages 0-5. Strategy Outcome Indicator 1.1 Provide access to families with children 0-5 for preventative health screenings. (Preventative screenings would include but not be limited to hearing/vision, well child, oral health and developmental screenings.) 1.2 Partner with agencies that provide health education programs to families with children ages 0-5 including access to health care options in regards to the Affordable Care Act. 1.3 Collaborate with local agencies to implement tobacco education and cessation programs in Alpine County. 1.4 Implement a wellness policy for grantees of the First 5 Alpine. All children ages 0-5 will have the opportunity for preventative health screenings in Alpine County. Increased number of health education programs in Alpine County. Decreased number of families with children ages 0-5 who report there is a smoker in the house. Improve overall health and well being of children and families with young children. Number of children who have had the identified health screenings as recorded in grantee reports and professional site visits service logs. Number of health education programs available in Alpine County. Number of families with children ages 0- 5 reporting on smokers in the household as indicated by questionnaires and surveys. Number of grantees implementing a First 5 Health and Wellness policy. A Healthy Start- Increasing access for health services opportunities for families with children 0-5 in Alpine County is a priority for the First 5 commission. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 12 - Improved Family Functioning Goal #1 Families with children 0-5 are supported to provide environments that support healthy relationships. Strategy Outcome Indicator 1.1 Provide educational information programs for families with children ages 0-5 and the Five Protective Factors. 1.2 Implement early intervention strategies for new and expecting mothers. 1.3 Support programs that educate parents on the health risks of pre- natal substance abuse. Increased percentage of families who report an increase in general knowledge and understanding of the Five Protective Factors. Increase percentage of families reporting more knowledge and overall sense of well –being regarding pregnancy. Decrease number of children entering school with identified special needs directly or indirectly related to pre-natal substance abuse. Percentage of families who reported a change in general knowledge and understanding of the Five Protective Factors as indicated by surveys. Number of families who report an increase of knowledge and overall sense of well-being regarding pregnancy as indicated by surveys and interviews. Number of children entering kindergarten with identified special needs in Alpine County. Strong Families- Pre-K development begins with strong and healthy families that have support services available when needed. Effective community outreach and education is dependent on meaningful relationships with parents, caregivers and service agencies. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 13 - Improved Systems of Care Goal #1 Collaborate with agencies to ensure services for families with children ages 0-5 are quality, comprehensive and accessible. Strategy Outcome Indicator 1.1 Serve as a resource for community members, parents and professionals regarding resources and services for families with children ages 0-5. (Continue networking, information gathering, and dissemination through newsletters, internet and public events.) 1.2 Increase number of trainings available to professionals and service providers for families and children ages 0-5. 1.3 Partner with local and statewide agencies including First 5 California Increased percentage of participants reporting increase knowledge of services for families with children ages 0-5. Increased percentage of professionals who have participated in early education related trainings. Increase number of programs and partnerships in Alpine County that work towards the goals and objectives as outlined in the strategic plan. Number of participants reporting an increase of knowledge of the service for families with children ages 0-5 as indicated by annual community assessments and surveys. Number of professionals who have participated in early education related trainings as indicated by employee records and grantee reports. Number of early childhood and family support programs and partnerships in Alpine County. Improve Systems of Care - Includes activities such as school's readiness for children, service outreach, planning, support and management, provider capacity building, training and support, community strengthening efforts and program management. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 14 - Evaluation Evaluation of First 5 Funded Programs All First 5 funded programs participate in an annual reporting and evaluation process to ensure that investments are successful. As outlined in the matrices above, outcomes will be measured at least annually. Throughout the year multiple evaluation tools will be used in this process including, but not limited to, the Proposition 10 Evaluation Data System (PEDS Appendix the Desired Results Developmental Profile-Revised (DRDP-R in Appendix parent survey and interviews, grantee reports and community wide assessments. The First 5 Alpine Commission annually reviews this strategic plan and amends the plan based on evaluation reports and changes of the community’s needs. First 5 Alpine, in partnership with Alpine County Health and Human Services, is implementing the Family Development Matrix Pathway Project. This project is being implemented through the grant recipients of CAPIT funds that specifically serve families with children 0-5. The results will be shared with the Commission as well as Health and Human Services for reporting purposes. The goal of this project is to further connect families to community services and help build a support system with-in the Five Protective Factors* framework. The Family Development Matrix (FDM) is a comprehensive, assessment tool that enhances the community program's commitment to supporting families and children while improving data collection methods. The Family Development Matrix provides these benefits:  The Family Development Matrix facilitates a "family-in-situation" comprehensive assessment.  Provides reliable information from which to assess family situations. Family workers are more effective in understanding family and areas of concern.  Builds on individual and family to address problems recognized through the FDM assessment.  Facilitates family decisions and goal setting with empowerment plans.  Tracks changes in family status for as long as they are engaged with the program providing tables and graphs of family progress. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 15 - What are the Five Protective Factors? The Five Protective Factors are the foundation of the Strengthening Families approach. Extensive evidence supports the common sense notion that when these Protective Factors are present and robust in a family, the likelihood of abuse and neglect diminish. Research also shows that these are the factors that create healthy environments for the optimal development of all children. 1. Parent Resilience No one can eliminate stress from parenting, but building parental resilience can affect how a parent deals with stress. Parental resilience is the ability to constructively cope with and bounce back from all types of challenges. It is about creatively solving problems, building trusting relationships, maintaining a positive attitude, and seeking help when it is needed. 2. Knowledge of Parenting and Child Development Having accurate information about raising young children and appropriate expectations for their behavior help parents better understand and care for children. It is important that information is available when parents need it, that is, when it is relevant to their life and their child. Parents whose own families used harsh discipline techniques or parents of children with developmental or behavior problems or special needs require extra support in building this Protective Factor. 3. Social and Emotional Competence of Children A child’s ability to interact positively with others, to self-regulate, and to effectively communicate his or her emotions has a great impact on the parent-child relationship. Children with challenging behaviors are more likely to be abused, so early identification and working with them helps keep their development on track and keeps them safe. Also, children who have experienced or witnessed violence need a safe environment that offers opportunities to develop normally. 4. Social Connections Friends, family members, neighbors, and other members of a community provide emotional support and concrete assistance to parents. Social connections help parents build networks of support that serve multiple purposes: they can help parents develop and reinforce community norms around childrearing, provide assistance in times of need, and serve as a resource for parenting information or help solving problems. Because isolation is a common risk factor for abuse and neglect, parents who are isolated need support in building positive friendships. 5. Concrete Support in Times of Need Parents need access to the types of concrete supports and services that can minimize the stress of difficult situations, such as a family crisis, a condition such as substance abuse, or stress associated with lack of resources. Building this Protective Factor is about helping to ensure the basic needs of a family, such as food, clothing, and shelter, are met and connecting parents and children to services, especially those that have a stigma associated with them, like domestic violence shelter or substance abuse counseling, in times of crisis. Information provided by: Strengthening Families, a project of the Center for the Study of Social Policy: www.strengtheningfamilies. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 16 - Desired Results Developmental Profile-Revised Who uses the Desired Results Developmental Profile? Staff members who have received training in the use of the Desired Results for Children and Families instruments complete the profile the primary teacher, the director, or the family child care home network staff). Children with exceptional needs will have their profile completed by the primary or special education teacher, the specialist assigned to spend the most amount of time with them, or the person who knows them best. The developmental profile should not be completed by teacher aides or by parents, although their comments and other anecdotal observations may be used to inform the child's primary teacher or caregiver. If other staff members’ or parents’ observations is included, the person completing the DRDP-R should note them in the "comments" section of the profile. Teachers may confer with other staff members who work with the child, but the responsibility for completing the developmental profile should be with the child's primary teacher or caregiver. The staff person who completes the developmental profile should be able to understand the child's language, either by himself or herself or through an interpreter. "Language" refers to the mode of communication in which the child is most fluent the child's primary language, sign language, or assistive communication device). An interpreter can be a parent, a teacher's aide, or another person who speaks the child's primary language. When is the developmental profile to be completed? The DRDP-R is a tool for observing children's achievement of desired results across time. The DRDP-R must be completed within 60 calendar days of initial enrollment for all children. After completion of the initial DRDP-R, subsequent DRDP-R’s for children 3 years of age and older should be completed once every six months. How should the Desired Results Developmental Profile-Revised be completed? Observations about a child should be made during the course of typical daily activities. The DRDP-R is based on naturalistic observation. The primary source of information for completing the developmental profile should be the teacher's or the caregiver's observations of the child during typical daily activities in the child care setting. Teachers and caregivers should not set up artificial testing situations for the child to complete the developmental profile. How should the measures be scored using the Desired Results Developmental Profile? The DRDP has a four-point rating scale. For each measure, the person completing the profile will note one of the following responses: "Not Yet", "Emerging", "Almost Mastered", or "Fully Mastered." For those measures that the child has mastered, the person completing the profile should indicate the date that the measure was observed in the comment section. Ratings Definitions Not Yet The child has never exhibited the behavior. Emerging The child is just beginning to exhibit the behavior. Almost Mastered The child exhibits the behavior on an increasingly regular basis, but the caregiver does not believe the child has "fully mastered" the behavior. Fully Mastered The child typically and regularly exhibits the behavior. Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 17 - Community Needs Assessment Reports Appendix A Introduction: The First 5 Alpine Commission collaborated with the Alpine County Childcare Planning Council in fiscal year 2012-2013 on a community needs assessment. Throughout the county multiple focus groups occurred where the public was invited in an “open forum” type assessment. These assessments focused primarily on what services for families with children 0-5 are currently present and to identify what gaps in services or accessibility to services exist in Alpine County. Focus groups were facilitated (open to all community members) in Bear Valley, Hung-a-lel-ti, and the Woodfords community. An additional forum was held with family service professionals in Alpine County which complemented the information given by the residents. Results of each forum were compiled and analyzed for planning and implementation of new goals and strategies for the 2014-2018 plan. Summary of Identified Needs Summary information was taken from First 5 Surveys (15), The Family Development Matrix (13), and community input interviews. Child Development Center based preschool programs-95% of families reported that a center based preschool program for their child was a priority. Child Care-12 out of 15 respondents stated that child care was important to them either keeping a job or accepting a job (5 Full time/ 3 Part Time/ 4 undetermined) Infant Toddler Child Care program-8 respondents noted that Child Care for their 0-3 year was important for then in order to accept or keep a job Screenings-Four respondents noted that access to developmental screenings were important for to them for their child 0-3 School Readiness/Kindergarten Transition-17 respondents sated that it was important for their child to be ready for school – Kindergarten readiness skills and Enrollment and Transition programs Playgroups-(ie Mommy and Me)- 6 respondents stated that they would like more informal opportunities for them and their children to socialize with other children and parents Literacy Support -Six respondents noted that they would like to have some type of literacy activity (i.e. story time) Other:  (3 or less respondents stated that this was a apriority for their family) Child Development workshops Access to specialty services (i.e. therapy sessions, behavior specialists) Item 5.1.C ---PAGE BREAK--- FIRST 5 ALPINE STRATEGIC PLAN 2014-2020 - 18 - Child Health Prenatal and Infant health support-14 respondents stated that information and support surrounding prenatal and infant health was important to them  Prenatal care  Breastfeeding support  Developmental screening and information Oral Health-Seven respondents stated that getting some education and or support for oral health care was important for their children Nutrition-Eight respondents stated that nutrition education was important to them. Nine respondents stated that access to affordable health foods was a challenge for their family Other-Three or less respondents stated that this was a priority for their family)  Health Care provider (pediatric)  Immunization information Family Functioning Parenting Classes-12 out of 15 survey respondents stated that some kinds of parenting class or support program would benefit them as a parent with young children. Suggested topic included:  Birthing Classes  Child Development  Nutrition’  General Support Groups  Father/Male involvement activities  Support for Grandparents raising young children Transportation According to Parent interviews and surveys 64% of families stated that they do not have consistent and reliable transportation. Five out of Seven parents interviews mentioned that regular public transportation would be beneficial to their family situation. Item 5.1.C ---PAGE BREAK--- Item 5.1.D Fund: 780 - Children & Families Commission Current (2019/2020) Total Budget Recommended Revision to 2019/2020 budget REVENUE INTEREST INCOME $ 3,500.00 $ 3,500.00 STATE-BASED-ALLOCATION $ 275,000.00 $ 275,000.00 PROP 56 FUNDS - OHP $ 10,578.00 $ 10,578.00 CAP FUNDS $ 17,606.00 $ 17,606.00 TOBACCO FUNDS $ 1,402.00 $ 4,000.00 PROP 56 Funds - First Five (COVID) $ 1,400.00 $ 10,000.00 MISCELLANEOUS REVENUE $ - TOTAL REVENUE $ 309,486.00 $ 320,684.00 EXPENSES Salaries and Employee Benefits EXECUTIVE DIRECTOR $ 65,016.00 $ 65,016.00 PERS-RETIREMENT MISC. $ 3,952.00 $ 3,952.00 MEDICAL INSURANCE $ 8,100.00 $ 8,100.00 WORKERS COMPENSATION INSURANCE $ - FICA-MEDICARE INSURANCE PORTION $ 805.00 $ 805.00 Subtotal Salaries and Employee Benefits $ 77,873.00 $ 77,873.00 Services and Supplies ALARM SERVICE $ 30.00 $ 30.00 PHONE AND INTERNET SERVICE $ 1,250.00 $ 1,250.00 INSURANCE $ 1,475.00 $ 500.00 MISC SPEC SERVICES/SUPP $ 800.00 $ 500.00 OFFICE SUPPLIES $ 1,500.00 $ 1,500.00 POSTAGE $ 50.00 $ 10.00 ACCOUNTING SVCS-AUDIT $ 6,225.00 $ 6,225.00 CONTRACT SERVICES $ 103,894.00 $ 103,894.00 MISC PROFESSIONAL SERV $ 11,500.00 $ 7,000.00 OFFICE EQUIPMENT LEASES $ 500.00 $ 500.00 OFFICE SPACE RENTS $ 4,200.00 $ 4,200.00 CONFERENCE REGISTRATION $ 1,000.00 $ 1,200.00 EDUC MATERIAL (PROGRAMS) $ 2,000.00 $ 5,000.00 RECRUITMENT EXPENSES $ 816.00 $ 816.00 TRAINING EXPENSES $ 2,000.00 $ 0.00 TRAVEL $ 6,500.00 $ 5,500.00 ELECTRICITY $ 900.00 $ 900.00 PROPANE GAS $ 800.00 $ 900.00 SOLID WASTE REMOVAL $ 125.00 $ 150.00 WATER $ 20.00 $ 15.00 Subtotal Services and Supplies $ 145,585.00 $ 140,090.00 Subtotal Direct Expenses $ 223,458.00 $ 217,963.00 Other Charges ADMIN SUPPORT COSTS ~ 7.5% of Revenue $ 10,326.00 $ 24,051.30 Subtotal Other Charges $ 10,326.00 $ 24,051.30 TOTAL EXPENSES $ 233,784.00 $ 242,014.30 Fund Balance $ 75,702.00 $ 78,669.70 ---PAGE BREAK--- Item 5.1.E Fund: 780 - Children & Families Commission Recommended Revision to 2019/2020 budget Recommended 2020/2021 Budget REVENUE INTEREST INCOME $ 3,500.00 $ 3,500.00 STATE-BASED-ALLOCATION $ 275,000.00 $ 275,000.00 PROP 56 FUNDS - OHP $ 10,578.00 $ 10,578.00 CAP FUNDS $ 17,606.00 $ 17,606.00 TOBACCO FUNDS $ 4,000.00 $ 4,000.00 PROP 56 Funds - First Five (COVID) $ 10,000.00 $ 1,000.00 MISCELLANEOUS REVENUE $ 1,000.00 TOTAL REVENUE $ 320,684.00 $ 312,684.00 EXPENSES Salaries and Employee Benefits EXECUTIVE DIRECTOR $ 65,016.00 $ 65,016.00 PERS-RETIREMENT MISC. $ 3,952.00 $ 3,952.00 MEDICAL INSURANCE $ 8,100.00 $ 8,100.00 WORKERS COMPENSATION INSURANCE $ 100.00 FICA-MEDICARE INSURANCE PORTION $ 805.00 $ 805.00 Subtotal Salaries and Employee Benefits $ 77,873.00 $ 77,973.00 Services and Supplies ALARM SERVICE $ 30.00 $ 35.00 PHONE AND INTERNET SERVICE $ 1,250.00 $ 1,300.00 INSURANCE $ 500.00 $ 500.00 MISC SPEC SERVICES/SUPP $ 500.00 $ 500.00 OFFICE SUPPLIES $ 1,500.00 $ 1,500.00 POSTAGE $ 10.00 $ 25.00 ACCOUNTING SVCS-AUDIT $ 6,225.00 $ 6,225.00 CONTRACT SERVICES $ 103,894.00 $ 104,500.00 MISC PROFESSIONAL SERV $ 7,000.00 $ 20,950.00 OFFICE EQUIPMENT LEASES $ 500.00 $ 500.00 OFFICE SPACE RENTS $ 4,200.00 $ 4,200.00 CONFERENCE REGISTRATION $ 1,200.00 $ 1,200.00 EDUC MATERIAL (PROGRAMS) $ 5,000.00 $ 5,000.00 RECRUITMENT EXPENSES $ 816.00 $ 1000.00 TRAINING EXPENSES $ 0.00 $ 2,000.00 TRAVEL $ 5,500.00 $ 6,500.00 ELECTRICITY $ 900.00 $ 900.00 PROPANE GAS $ 900.00 $ 900.00 SOLID WASTE REMOVAL $ 150.00 $ 175.00 WATER $ 15.00 $ 15.00 Subtotal Services and Supplies $ 140,090.00 $ 157,925.00 Subtotal Direct Expenses $ 217,963.00 $ 235,898.00 Other Charges ADMIN SUPPORT COSTS ~ 7.5% of Revenue $ 24,051.30 $ 23,451.30 Subtotal Other Charges $ 24,051.30 $ 23,451.30 TOTAL EXPENSES $ 242,014.30 $ 259,349.30 Fund Balance $ 78,669.70 $ 53,334.70 ---PAGE BREAK--- First 5 Alpine LRFP dCurrent Budget Proposed Budget 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 BEGINNING FUND BALANCE * 310,527 449,638 499,638 549,638 599,638 REVENUES State Based Allocations 275,000 275,000 275,000 275,000 275,000 Interest 3500 3500 3500 3500 3500 Tobacco Funds (Prop 10) 4000 4000 2000 1800 1300 Miscellaneous Revenue 1000 500 500 500 CAP Funds 17606 17606 17606 17606 17606 Prop 56 Funds (OHP) 10578 10578 10578 10578 10578 Prop 56 10000 1000 500 400 400 Total Revenues 320,684 312,684 309,684 309,384 308,884 EXPENDITURES Program and Intiatives Grants CHILD DEVELOPMENT 100,800 100,800 100,800 100,800 100,800 CHILD HEALTH 0 0 0 0 0 FAMILY SUPPORT 2,208 2,500 2,500 2,500 2,500 SYSTEMS OF CARE 0 0 0 0 0 Subtotal Program Expenditures 103,008 103,300 103,300 103,300 103,300 % of Grant Fund Expenditures/Total Rev 32% 33% 33% 33% 33% Executive Director Salary 65,016 65,016 65,016 65,016 65,016 Executive Director Benefits 12,857 12,857 12,857 12,857 12,857 Operations and supplies 17,456 21,660 21,660 21,660 21,660 Travel and Conference 6,700 7,700 7,700 7,700 7,700 Insurance 500 500 500 500 500 Rent 4,200 4,200 4,200 4,200 4,200 Audit 6,225 6,225 6,225 6,225 6,225 Comm. Legal Fees 2,000 2,000 2,000 2,000 2,000 Fiscal Agent 24,051 23,451 23,226 23,204 23,204 Subtotal Operating Expenditures 139,006 143,609 143,384 143,362 143,362 TOTAL 242,014 246,909 246,684 246,662 246,662 ENDING FUND BALANCE* 449,638 499,638 549,638 599,638 649,638 Change in Fund Balance 449,638 50,000 50,000 50,000 50,000 *updated information to be provided at meeting Item 5.1.F ---PAGE BREAK--- 2019-20 2020-21 2021-22 2022-23 2023-02024 IMPROVED CHILD DEVELOPMENT 1.1 Support Early Care and Education ELC operations preschool and summer 63,000 63,000 63,000 63,000 63,000 Bear Valley Drop-In 37,800 37,800 37,800 37,800 37,800 Tuition support 7,000 7,000 7,000 7,000 7,000 Goal Subtotal 107,800 107,800 107,800 107,800 107,800 IMPROVED CHILD HEALTH 1.1Provide access to families with children 0-5 for preventative health screenings Help Me Grow 0 0 0 0 IMPROVED FAMILY FUNCTIONIING 1.1 Provide educational information programs for families with children ages 0-5 and the Five Protect Parenting Support Playgroups 650 650 650 650 650 Choices for Children Parent Ed 2,300 2,500 2,500 2,500 2,500 Wellness Kits 500 500 500 500 500 Outreach materials and supplies 400 400 400 400 400 Parents As Teachers Training 1,500 1,500 1,500 1,500 1,500 CAPC Parent Ed. Books Storytime Goal Subtotal 5,550 5,550 5,550 5,550 5550 IMPROVED SYSTEMS OF CARE 1.1 Increase number of trainings available to professionals and service providers for families and c 1,000 1,000 1,000 1,000 1,000 TOTAL PROGRAM EXPENDITURES 114,350 114,350 114,350 114,350 114350 Item 5.1.F ---PAGE BREAK--- Item 5.1.G Policy and Procedure Manual Table of Contents General Principles Guiding the Policy and Procedure Development for the First 5 Alpine Commission 2 Section 1: Accounting and Budgeting 3 Section 2: Contracting and Procurement 6 Section 3: Authorizing Signatures 13 Section 4: Administrative, Program, and Evaluation Costs 14 Section 5: Conflict of Interest 16 Section 6: Salaries and Benefits 19 Section 7: Adherence to the County Ordinance 19 ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 2 Item 5.1.G Deleted: Superintendent of Schools Deleted: Office of Education (ACOE) Deleted: ACOE Deleted: in the Alpine County Unified School District Board Deleted: ; Deleted: ; and “ACOE” shall refer to the Alpine County Office of Education.¶ General Principles Guiding the Policy and Procedure Development for the First 5 Alpine County Commission The First 5 Alpine Commission operates as a separate agency independent of the County of Alpine, with authority over the strategic plan and the local Children and Families Trust Fund. The Alpine County Children and Families Trust Fund is held by the Alpine County Treasurer and is administered by Alpine County as its fiscal agent. The Commission undergoes an annual outside financial audit. The guidelines for the fiscal activities of First 5 Alpine are based on generally accepted accounting principles for governmental funded organizations. First 5 Alpine contracts with the Alpine County to act as the fiscal agent for the First 5 Alpine Commission, and to employ the Executive Director to the Commission per the Memorandum of Understanding currently in effect. All Commission personnel and administrative services contracted to Alpine County by the Commission are subject to all policies and procedures as outlined in Alpine County Policies and Procedures unless specified under the Commission’s Bylaws. The First 5 Alpine Commission housed within Alpine County Health & Human Services. The specific policies and procedures set forth in this manual, and adopted by the First 5 Alpine Commission, clarify how the Commission will operate with respect to specific activities addressed in the guiding state legislation, Health and Safety Code Section 130100-130155. For the purpose of this manual, “First 5” or “Commission” shall refer to the First 5 Alpine Commission and “State” shall refer to the California Children and Families Commission Guiding principles for the development of specific Commission policies and procedures are: 1. Comply with the guiding legislation at the state and local level. 2. Safeguard the First 5 Alpine Commissionassets. 3. Choose the procedure that develops a strong internalcontrol. 4. Provide adequate documentation for transactions. 5. Provide for accuracy by self-checking and by using a review process. 6. Maintain timely and accuraterecords. 7. Provide relevant data for ongoingdecision-making. This Policy and Procedure Manual may be amended at any regularly noticed Commission meeting, after a public hearing, upon majority vote of the membership. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 3 Item 5.1.G Deleted: ACOE Deleted: . Deleted: the Deleted: in a consecutively numbered receipt book. A receipt is provided to the payer. If cash is received, Deleted: ACOE within 24 hours of receipt Deleted: Deleted: the ACOE. Deleted: the ACOE. Deleted: Deleted: ACOE, SECTION 1: ACCOUNTING AND BUDGETING 1. Incoming Checks and Cash The purpose of this section is to describe how Commission staff will provide for adequate internal control of incoming checks and cash. Receiving State Commission Disbursements: Revenue received for the operation of the Commission is initiated and submitted from the State Children and Families Commission on a basis, based on Proposition 10 tobacco tax funds collected by the State Board of Equalization. The revenue allocated and transferred to the Commission is based on the percentage of Alpine County live births to State live births. The funds are remitted directly to the Alpine County Treasurer’s/Auditor’s Office and are transferred at the end of each month to ACOE where they are placed in the Alpine County Children and Families Trust Fund. The State submits a Disbursement to Counties by Month report which reflects births for the most current year for which data is available, and the percentage applicable to the County. Because the tax revenue is minimal, the County also receives a base amount to total $275,000. The revenue remitted by the State is reviewed by Commission staff each month to determine the reasonableness of the revenue. 1. Incoming state disbursement checks are deposited with the Alpine County Treasurer’s/Auditor’s Office. 2. General Ledger reports documenting all deposits are forwarded to Commission staff on a basis from the Alpine County Finance Department Receiving Cash or Checks from other Entities: 1. The authorized persons to accept incoming cash or checks shall be the Executive Director or Alpine County Fiscal Staff. Cash or checks received directly by Commission staff are to be recorded following Alpine County Finance Department procedures. If cash is received, it must be deposited according to Alpine County with the immediately. If checks are received, every reasonable effort shall be made to deposit them with the Alpine County Finance Department within 5 working days of receipt. The deposits shall be made in conformance with the standard operating procedures of Alpine County 2. In the event that cash or checks are held by the Commission staff overnight, they will be stored in a locked place until they are ready for delivery to Alpine County Health & Human Services Fiscal Staff 3. Commission staff receive General Ledger reports from the Alpine County Finance Department with all revenues recorded. These reports will be reconciled with internal records and made available for audits as necessary. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 4 Item 5.1.G 2. Procedure for Processing Claims, Invoices, &Payments Verification and Authorization There shall be different procedures for verifying claims and authorizing payments for various Commission transactions. The table below details these different procedures. Type of Service or Invoice Office-related or meeting-related expenses Person Preparing Claim (warrant request) Executive Director or Alpine County staff Person verifying expenditure and authorizing payment For expenses incurred by the Executive Director, the Commission Chair shall authorize payment. For all others, the Executive Director* shall authorize payment. Back up documentation required Original Invoice Deleted: ACOE Business Manager Payment for professional services to Commission Executive Director or Alpine County staff Executive Director* Original Invoice Deleted: ACOE Business Manager Payment for travel and training expenses Executive Director, Commissioners, or Alpine County staff For expenses incurred by the Executive Director and/or the Commission Chair, the Commission shall authorize payment. For all others, the Executive Director* shall authorize payment. Alpine County Travel Request Form, agendas and all associated travel documents (equival ent to HHS claim forms) and Deleted: Director, Commissioners Deleted: First 5 Travel Claim Forms as appropriate Deleted: ACOE Business Manager Deleted: ACOE Payments to Contractors Executive Director or Alpine County staff Commission Expense Report from Contractor, and Original Invoice, signed by Executive Director. (Contractor narrative and expense reports are reviewed prior to releasing payments.) Deleted: ACOE Business Manager *In the event that the Executive Director is not available to process claims in a timely manner, the Commission Chair may verify and authorize fund release, as long as the payments are consistent with the budgeted amount for that line item. Accounts Payable Claims (Warrants) for External Vendors/Contractors Deleted: Vendor/Contractor expense and narrative reports are received by the Executive Director. Where documentation is complete, the claims are processed (with originals of complete documentation attached) for forwarding to the Alpine County Finance Department within five working days. Before payment is authorized, the Executive Director, or other Commission designee, verifies that the service and/or product was received and approves the line-item from which payment should be made. A claim (warrant request) is prepared along with the original invoice, the information is verified as correct, approved by the Executive Director or Commission Chair and signed by the Alpine County Health & Human Services Director, as appropriate, and delivered to the Alpine County Finance Deleted: ACOE Business Manager’s office Deleted: and signed ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 5 Item 5.1.G Department.. A copy for internal record keeping, along with a copy of the invoice, is filed in the Commission’s financial records by project type and fiscal year. A copy of the claim, along with a copy of the invoice, is placed in the vendor/contractor file. The original claim, invoice, all backup documentation, and warrant copies will be filed in the Alpine County Finance Department files for annual external auditor’s review. Procedure for Processing Returned or Unused Checks Deleted: ACOE Business Manager’s Office Deleted: ACOE Commission staff will return checks to Alpine County Finance Department, in accordance with the Alpine County policies for returned checks. Monitoring of Expenditures Deleted: the ACOE Business Manager’s office Deleted: their Commission staff reconciles the General Ledger and Project reports from the Alpine County Finance Department with internal records and ensures they are available for audits as necessary. All necessary adjustments and corrections are requested through written correspondence to the ACOE Business Manager’s office, including the rationale for the requested change, and authorized by the Executive Director. General Ledger and Project Reports The general ledger is the basis for financial record keeping. 1. General Ledger reports are prepared by the Alpine County Finance Department and forwarded to the Commission’s Executive Director to provide reporting and for the yearly audit report. 2. The Executive Director reviews the reports and provides written notification to the Finance Department of any corrections or problems. 3. The Executive Director is responsible for working with the Alpine County Finance Department to set up a system of coding projects/programs within the Alpine County Children and Families Trust Fund which will allow an outside auditor to meet the legislative requirements for audit reporting to the State Commission. The Executive Director reviews the system annually and adjusts, as necessary, to most effectively meet Staterequirements. 4. The Executive Director will provide to the Commission at their regular meeting, income and expense summary reports that reflect the figures found in the county reports. This report details expenditure and revenue categories, as well as fund balance and fund commitments, in a format consistent with Commission fundingpractices. Petty Cash Disbursements First 5 Alpine County does not have a petty cash fund. Insurance Premiums and Allocation of Expenditures Deleted: ACOE Business Manager’s office Deleted: Office of Education Deleted: Department and Deleted: ACOE Deleted: Alpine County Office of Education Deleted: Deleted: Alpine County Office of Education Deleted: Deleted: The Commission will maintain insurance coverage for Liability, Directors and Officers Errors and Omissions, and Property. Individuals who use their personal automobiles for Commission business must maintain individual policies. Formatted: Body Text, Left, Line spacing: single ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 6 Item 5.1.G Deleted: ¶ 3. Budgeting Annual Budget The Commission adopts an annual budget, in accordance with the strategic plan, prior to each fiscal year, at a regularly noticed public meeting. This budget serves as the Commission’s commitment of resources for the current budget period, and is used to monitor expenses and revenues throughout the fiscal year. The budget clearly defines administrative, evaluation and program costs. The Executive Director is responsible for providing the Commission with a financial report which compares actual expenditures against the budget. Long-Term Financial Plan The Commission will develop a long-term (3-5 year) financial plan. The plan will assess the long-term financial implications of current and proposed policies, programs, and assumptions. It will provide a long-term view of how resources will be allocated to the objectives in the strategic plan. The plan will be reviewed and updated every year in concert with budget preparation. SECTION 2: CONTRACTING & PROCUREMENT General Information The purpose of this Chapter is to implement contracting and procurement policies for the Commission that are consistent with state law and which ensure that any contracts approved by the Commission are consistent with the Commission’s strategic plan. This chapter is not intended to conflict with applicable provisions of state law and shall be interpreted as supplementary thereto. Procurement 1. The term “procurement” for purposes of these policies refers to any purchase of goods or services for which no formal, written contract is customary or necessary in the ordinary course of business. Any purchase for which a formal, written contract is required shall be governed by the contracting policies described below. a. The Executive Director has the authority to procure goods or services required by the Commission for its administrative functions and operations, without prior approval by the Commission, in an amount not to exceed $1,000, if the purchase is consistent with the approved budget and strategic plan. The Commission Chair has the same authority identified above, for the amount of $1,500. Examples of such administrative goods and services include but are not limited to office supplies and equipment, utilities, subscriptions, travel expenses related to Commission business. Additional policies and procedures specifically related to travel expenses are discussed below under Travel Policies and Procedures. 2. Procurement of goods or services by the Executive Director in excess of $1,000 or the Commission Chair in excess of $1,500 must be approved by the Commission, either through pre-approval or ratification of the purchase. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 7 Item 5.1.G Unless otherwise directed by the Commission, the Executive Director shall be responsible for investigating, soliciting, or otherwise identifying purchase options, through whatever means appear reasonable and appropriate to the Executive Director under the circumstances, in order to facilitate purchases at the most favorable price available consistent with efficient operations. Some such items may be available through the County at the direct cost of those entities, and the Commission may find that such costs are generally below those available to the general public due to the procurement practices and high-volume purchasing of those larger governmental entities. Accordingly, for items available at cost from the County, the appropriate documentation shall be submitted to that governmental entity and no further investigative or soliciting activities shall be required. With respect to goods or services that are not available from the County, but which are readily available in the marketplace, the Executive Director should generally consider obtaining quotes or prices from multiple vendors. The use of local businesses is encouraged as a source of supplies and services, unless such use results in unreasonable costs ordelays. 3. Before authorizing any proposed purchase, the Executive Director (or Commission, if applicable) shall first consider and determine the following: whether the proposed purchase is consistent with the Commission’s strategic plan and whether the proposed purchase is consistent with the Commission’s approved budget and whether the proposed purchase is deemed “ordinary and necessary” in the course of doing business. The findings of the Executive Director (or Commission, if applicable) regarding said considerations shall be documented for Commission records. 4. Authority to sign documents authorizing payment for procurement is governed by a specific policy, set forth below in Section 3,entitled “Authorizing Signature.” Contracting 1. The following policies shall apply to all formal, written Commission contracts (which shall be deemed to include any grant awarded by the Commission) and no such contract shall be approved or entered except in conformity with these policies. Any expenditure not governed by the procurement policies discussed above shall be deemed to be governed by these contracting policies. 2. Only the Commission may approve a formal, written contract, regardless of the dollar amount. The Commission may, however, authorize the Director to sign and administer any contract that it has approved. 3. Before entering into any contract, or soliciting any proposal related thereto, the Commission shall first determine whether the subject matter of the proposed contract is consistent with the Commission’s strategic plan and with the Commission’s approved budget. Any determination or finding of consistency shall be made by a majority vote of the Commission and shall be reflected in the Commission’s minutes. If a proposed contract is found not to be consistent, then the Commission shall take no further action with respect to the contract unless or until it is revised and submitted again to the Commission for reconsideration as to consistency. Assuming the subject matter of a proposed contract has been found consistent with the Commission’s strategic plan, as described above, the Commission shall then determine in its sole discretion whether to use competitive bidding, issue a request for proposals, or directly Formatted: Justified, Indent: Left: 0.5" Deleted: ACOE or the Deleted: ACOE or the County Formatted: Not Highlight Deleted: entity, Deleted: ACOE Deleted: or Deleted: ¶ ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 8 Item 5.1.G Deleted: negotiatewith a potential contractor. The Commission shall make its determination based on a totality of the circumstances, including but not limited to any of the following factors: price or cost of services; desired quality; availability of potential contractors; nature of the work; urgency; special pricing opportunities; standardization; reputation, competence, and other qualifications of potential contractors; convenience; and efficiency. Any contracting process used by the Commission in a given circumstance shall not obligate the Commission to use that same process in the future. The specific details of any process involving formal competitive bidding or requests for proposals in a given circumstance shall be retained in a written document adopted by the Commission and made available to interested parties. The Commission shall determine the manner and extent to which notice of said process is provided to the public and potential contractors. 4. The Executive Director shall carry out the direction of the Commission with respect to the solicitation, drafting, negotiation, or other preparation of proposed contracts. In the event that the Commission elects to utilize a formal competitive process with sealed bids whereby the Commission intends to award a contract to the lowest responsible bidder, any bids timely submitted shall be opened and read aloud at a public meeting of the Commission. The Commission may reject any and allbids. 5. When the Commission states its intent to award funds in response to a specific proposal, the Executive Director shall work with the proposer to develop a contract that clearly defines the specific project activities, service benchmarks, budget, and outcome evaluation plan (with a clear link to the most recently updated strategic plan), as well as other contract elements that are part of every Commission contract and are consistent with Alpine County professional services contract language. 6. Any proposed contract shall be approved as to form by legal counsel. Any approved contract may be signed by the Commission Chair or the Executive Director, as determined by the Commission. 7. Authority to sign documents authorizing payment pursuant to contracts is governed by a specific policy, set forth below, in Section 3 entitled “Authorizing Signature.” Contract Compliance, Renewal, And Fund Balance Reporting 1. Contractors submit quarterly progress reports and financial reports, in a format designated by the Executive Director, which aligns with the stipulations in their contracts. The Executive Director reviews these reports for contract compliance in services and expenditures, and authorizes release of funds if there is evidence of compliance. If questions of compliance arise, the Executive Director contacts the contractor to get clarity on these questions. In general, payment is authorized if the contractor is demonstrating a good faith effort toward contract compliance. However, the Executive Director is expected to work concurrently with the contractor to explore alternative service strategies or to consider a contract amendment, if there is evidence of ongoing difficulty in contract compliance. All these issues must be brought before the Commission. 2. Payment is made on a reimbursement basis. Advance payments may be requested prior to the commencement of work, and should do so in writing specifying why the advancement of funds are needed. A cash advance payment shall not exceed 50 percent of the maximum amount allowed under the contract. Additional funds should not be released until 75 percent of previously released funds have been expended. If at the end of the contract period the provider has not utilized any ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 9 Item 5.1.G Deleted: unliklihood Deleted: competetive Deleted: commision Deleted: quanity Deleted: recylced portion of the funds advanced, the provider shall return the amount to the commission. If the amount is not returned, the commission can withhold funds from the subsequent year’s contract. All requests for advance funding are subject to approval of the Commission. 3. The Commission has the authority to extend the timeline of contracts beyond their ending date, or to renew them, based on consideration of: the community need for the uninterrupted continuation of those specific services, in relation to the strategic plan; and the unlikelihood of another service provider in the community participating in a full competitive bid for continuation of those services. 4. In compliance with Chapter 2 (commencing with section 2000) of Part 1 of Division 2 of the Public Contract Code; the Commission is permitted to award contracts that meet the goals regarding minority owned businesses, women-owned business, disabled veteran-owned business, and small businesses, but they must do so according to rules set out in the noted chapter. In compliance with Section 3410 of the Public Contracts Code; the commission is required to give preference to United States-grown produce and United States – processed foods when there is a choice and it is economically feasible to do so. The commission will make the determination what is “economically feasible,” considering the total cost, quantity, and the quality of the food and the budget. In compliance with Chapter 3.5 (commencing with Section 22150) Part 3 of Division 2 of the Public Contract Code; the commission is required to purchase recycled products, whenever recycled products are available at the same or lesser total cost than the non-recycled items. The Commission may give preference to suppliers of recycled products and may define the amount of this preference. Fund Balance: The fund balance shall be reported, in the audited financial statements, using the following 5 categories, which are consistent with Statement 54 of the Government Accounting Standards Board (GASB): 1. Non spendable 2. Restricted 3. Committed 4. Assigned 5. Unassigned The determination of how the fund balance is reported under these categories shall be consistent with the guidelines provided in the First 5 Financial Management Guide. Non-spendable Fund Balance This category includes elements of the fund balance that cannot be spent because of their form, or because they must be maintained intact. For example: • Assets that will never convert to cash, such as prepaid items and inventories of supplies ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 10 Item 5.1.G Other assets that would be described under this category, but that are not applicable to First 5 Alpine at this time include: • Assets that will not convert to cash soon enough to affect the current period, such as non-financial assets held for resale; or • Resources that must be held intact pursuant to legal or contractual requirements, such as revolving loan fund capital or the principal of an endowment. Restricted Fund Balance This category includes resources that are subject to constraints that are externally enforceable legal restrictions. Examples include: • Funding from the State Commission or foundations that are legally restricted to specific uses. For example, funds advanced by First 5 CA under specific agreements for services, or matching funds for specific initiatives would be reported as restricted funds. • Funding that has been designated for legally enforceable contracts but not yet spent. This includes multi- year contracts. • Funds legally restricted by county, state, or federal legislature, or a government’s charter or constitution. • Other assets that would be described under this category, but that are not applicable to First 5 Alpine at this time include: • Amounts collected from non-spendable items, such as the long term portion of loan outstanding, if those amounts are also subject to legal constraints. Tobacco tax allocations to county commissions are not automatically categorized as restricted fund balance. This is because the purposes for which tobacco tax allocations may legally be used are no narrower than the purpose for which the commissions were created in Proposition 10 enabling legislation. Committed Fund Balance Two criteria determine the committed fund balance: • Use of funds is constrained by limits imposed by the government’s highest level of decision making (First 5 Alpine Commission). • Removal or modification of the use of funds can be accomplished only by formal action of the authority commission) that established the constraints. Both commitments and modification or removal must occur prior to the end of reporting period; that is, the fiscal year being reported upon. For First 5 organizations, resources in this category would include: *Resources committed for a future initiative as long as commission action is also required to remove this commitment. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 11 Item 5.1.G *Resources that have been committed by a commission for specific agreements that have not yet been executed (such as an Intent to Award Decision), where commission action is also required to remove this commitment. *Resources committed as the local match for a State Commission initiative. Assigned Fund Balance The assigned portion of the fund balance reflects a commission’s intended use of resources, which is established either by the county First 5 Commission, a body created by the commission, such as a commission finance committee, or an official designated by the commission an Executive Director). The “assigned” component is similar to the “committed” component, with two essential differences, shown in the following table: Key Differences Between Committed and Assigned Fund Balance Committed Assigned A decision to use funds for a specific purpose requires action of the First 5 Commission Yes No Formal action of Commission is necessary to impose, remove or modify this constraint and formal action has taken place before end of reporting period Yes No Another key difference is that the purpose of the assignment must be narrower than the fund itself. Consequently, tobacco tax revenues would not automatically be placed in the “committed” component Resources that fit into this category include: • Appropriation of a portion of existing fund balance sufficient to eliminate a projected deficit in the subsequent year’s budget, where the Executive Director may decide whether to use the entire amount. • Resources assigned to a specific program or project or organization for which the commission has approved a plan or budget. • Resources approved by a commission for a long-range financial plan where formal approval is not required to modify the amount. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 12 Item 5.1.G Unassigned fund balance Resources in the fund balance that cannot be classified into any of the other categories are included here. Fund Balance Classification Assignment The most commonly used planned expenditures at year-end will be assigned as follows: Expenditure Type Fund Balance Assignment Payments on Contracts Non spendable Contracts, Funds advanced from First 5 CA (deferred revenue), Other grant fund advances Restricted Intent to Award decisions, Specific targeted program commitments reflected in the approved Financial Plan or approved budget Committed General granting commitments reflected in the approved Financial Plan. Assigned Due to the nature of Commission business, there is no foreseeable situation where an expenditure would be incurred for purposes for which amounts in any of the fund balance classifications could be used, therefore there is no need for a policy regarding whether restricted, committed, assigned or unassigned amount are considered to have been spent. The Executive Director will clearly identify the specific intended use of the fund balance at year-end, and will track the assignments accordingly. Travel Policy and Procedures Commission staff and Commissioners shall be eligible to have approved travel costs covered or reimbursed by the Commission. These shall include the cost of travel, lodging, meals and incidental travel costs, as well as the cost of training registrationcosts. 1. Travel will be reimbursed to Commissioners for travel to attend State Commission meetings, State Association meetings, Commission conferences, and to attend meetings relevant to First 5 Alpine business. 2. 3. The Commission will abide by the Alpine County travelpolicies 4. As all Commission staff are currently Alpine County employees, all staff will abide by Alpine County travel policies. Deleted: All mileage reimbursements must be approved by the Commission prior to payment.… Deleted: ACOE Deleted: ACOE Deleted: ACOE Deleted: <#>When it is cost effective for Commission staff or Commissioners to use a rental vehicle, a vehicle will be paid by the Commission prior to the day of travel or reimbursed after proper documentation has been submitted to the ACOE business office.¶ ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 13 Item 5.1.G Deleted: should be authorized by either the Commission Chair or Vice Chair.… SECTION 3: AUTHORIZING SIGNATURE Policies and Procedures The Commission Chair and Executive Director are authorized to sign official Commission documents, such as invoices, letters and reports to the State Commission, letters to contractors, and other documents, as detailed below. The Commission Chair becomes authorized to sign documents as a condition of assuming this office. The Executive Director is responsible to ensure that all documents signed on behalf of the Commission bear an authorized signature. General Guidelines In order to facilitate smooth business operation, the Executive Director shall serve as the primary signatory on all documents, acting within the restrictions described below, or unless the document designates a specific signature, such as the Commission Chair. All signatures on warrant requests, invoices, or any other document that results in a transfer of funds from the Alpine County Children and Families Trust Fund shall be undertaken only if the expenditure in question has been approved by an action of the Commission or is logically and clearly connected to a budget line item which has been approved by the Commission. The budget, in turn, is adopted each year in conformance with the Commission’s strategic plan. Commission Chair and Vice Chair The Commission Chair has authority to sign all official documents, if they are consistent with the Commission’s strategic plan and approved budget, with the exception of authorization for reimbursement for travel expenses for her or himself. Either the Executive Director or the Commission Vice-Chair/Secretary should authorize these claims. In the Chair’s absence, the Vice-Chair/Secretary has the authority to sign the documents listed above. Executive Director The Executive Director has authority to sign all official documents that are consistent with the strategic plan and the approved budget, with the exception of contracts and any invoices for contract payment or travel expense reimbursement claim for herself/himself. These invoices and claims must be approved by the Health & Human Services Director or designee. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 14 Item 5.1.G SECTION 4: ADMINISTRATIVE, PROGRAM, and EVALUATION COSTS Limit on the Percentage of the Annual Operating Budget That May Be Spent On Administrative Functions The percentage of administrative costs that may be spent on administrative functions, as defined below, in a fiscal year, shall be no more than 30%. The First 5 California Children and Families Commission awards Alpine County and other small population counties a yearly administrative/operations augmentation. The current state augmentations reflect recognition, at the state level, that small counties struggle with economy of scale issues in ensuring that the responsibilities associated with fulfilling the legislative requirements of Proposition 10 are met in a timely and professional fashion. Definitions, Coding, and Monitoring of Administrative, Program and Evaluation Costs: Definition of Administrative Costs and Function: The Commission shall use the most recent definition in the First 5 Financial Management Guide to define administrative functions. This definition will be consistent with the guidelines issued by the First 5 California Children and Families Commission. At the time of this policy development and adoption, these guidelines state: Administrative costs are defined as costs incurred in support of the general management and administration of a First 5 Commission, for a common or joint purpose that benefits more than one cost objective (other than evaluation activities), and/or those costs not readily assignable to a specifically benefited cost objective. ▪ Administrative costs support a county commission’s basic mission rather than specific program goals. ▪ Staff costs may be assigned to program costs, as long as that time is limited to actual time spent on program-specific activities. ▪ Administrative costs do not include evaluation costs for funded programs. ▪ Typical administrative costs are for, but not limited to, the following functions: 1. General accounting and financialreporting 2. Local annual reporting activities (separate from evaluation activities for state reporting; includes public hearing requirements, etc.) 3. Financial planning 4. Commission or Associationmeetings/travel 5. Payroll/Benefits 6. Human resource services 7. Legal services/Consulting 8. Contract Compliance (for contracts benefiting more than one cost objective, such as vendors and administrative contracts; grantee contract compliance is a program cost) 9. Audit 10. Strategic planning 11. Procurement 12. Rent ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 15 Item 5.1.G 13. Maintenance 14. Utilities 15. Insurance 16. Cleaning/Janitorial The Commission shall adhere to this definition in its budgeting, accounting and financial reporting processes. Where there is a question of interpretation of how specific activities shall be coded, the definition of administrative costs benefiting more than one cost objective, or not being readily assignable to one cost objective will serve as the determining definition. Definition of Program Costs and Function: The Commission shall use the most recent guidelines issued in the First 5 Financial Management Guide to define program expenditures. At the time of this policy development and adoption, these guidelines state: Program costs are defined as costs incurred by First 5 commissions readily assignable to a program or service provider (other than for evaluation activities) and/or in the execution of direct service provision. At the time of this policy development and adoption, the guidelines delineate the following activities as program costs: • Direct services • Program outreach and education • Program planning • Program grants and contracts • Program/Provider technical assistance andsupport • Program database management Definition of Evaluation Costs and Function: The Commission shall use the most recent guidelines issued in the First 5 Financial Management Guide to define evaluation expenditures. At the time of this policy development and adoption, these guidelines state: Evaluation costs are costs incurred by First 5 commissions in the evaluation of funded programs based upon their accountability framework and data collection and evaluation for required reporting to state and local stakeholders. At the time of this policy development and adoption, the guidelines delineate the following activities as evaluation costs: • Evaluation - Includes conducting of focus groups and case studies, state evaluation report production, and presentation. • Evaluation technicalassistance • Evaluation database ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 16 Item 5.1.G Cost Category delineation for all three cost categories is provided in the table below, for comparison across categories, as presented in the First 5 Financial Management Guide. Cost Category Delineation Administrative Cost: Costs incurred in support of the general management and administration of a First 5 commission, for a common or joint purpose that benefits more than one cost objective (other than evaluation activities), and/or those costs not readily assignable to a specifically benefited cost objective. Program Cost: Costs incurred by local First 5 commissions readily assignable to a program, grantee, contractor, or service provider (other than evaluation activities) and/or in the execution of direct service provision. Evaluation Cost: Costs incurred by local First 5 commissions in the evaluation of funded programs based upon their accountability framework and data collection and evaluation for required reporting to state and local stakeholders. General accounting/Financial reporting Direct services Evaluation* Local annual reporting activities Program outreach and education Evaluation technical assistance Financial planning Program planning Evaluation database Commission/Association meetings/travel Program grants and contracts Payroll/Benefits Program/Provider technical assistance and support (formerly Quality Assurance) Human resources services Program database management Legal services/consulting Contract compliance Audit Strategic planning Procurement Rent Maintenance Utilities Insurance Cleaning/Janitorial *Includes conduct of focus groups & case studies, state evaluation report production, and presentation. Notes 1 Cost objective is a function, contract, grant, or other activity requiring cost data and for which costs are incurred. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 17 Item 5.1.G Deleted: ¶ ¶ ¶ Deleted: Section Break (Next Page) Deleted: and the ACOE Business Manager (or designee) Deleted: ACOE Business Manager Deleted: Expenditure Coding for Administrative, Program and Evaluation Costs: The Executive Director will establish within the accounting and reporting system, a methodology for tracking and reporting on program, administrative, and evaluation costs, in compliance with the definitions adopted above. Financial reporting systems shall be created to differentiate these cost categories so that they will be clearly identifiable to an outside auditor, as well as to the Commission and the public. The methodology must be approved by the Commission. Staff and contractor costs may be assigned to program or evaluation costs, as long as that time is limited to actual time spent on program or evaluation-specific activities and appropriate records are maintained for audit and review purposes. One individual's time may be divided into more than one category, as long as accurate records are maintained. The Executive Director shall use valid methodologies and tools for allocating costs. For a Commission the size of First 5 Alpine, a reasonable and valid methodology will be cost finding (a method for estimating costs based on observation, review of records, and interviews with employees), time studies, or functional timesheets. Administrative, Program and Evaluation Cost Monitoring and Reporting: The Alpine County Finance Department will be responsible for maintaining auditable records to ensure compliance with the administrative cost limit policy. The Executive Director shall be responsible for presenting to the Commission at regular Commission meetings, a breakdown of administrative, program and evaluation costs. This information will ensure compliance with the administrative cost limit policy, and will also be used to help guide future budgeting decisions. This information shall also be reported, on an annual basis, to the First 5 California Commission in the annual financial report, which is adopted, by the Commission, at a public hearing. SECTION 5: CONFLICT OF INTEREST Policies and Procedures: Commissioners and other “designated employees” shall comply with the Commission’s Conflict-of-Interest Code discussed more fully below, with Government Code section 1090 et seq., and with any other applicable state laws regarding conflicts of interest. This policy sets forth requirements to ensure that Commissioners and other “designated employees” avoid such conflicts of interest. The Commission shall require all new Commissioners and staff to review the Commission’s Conflict-of- Interest Code (“the Code”) and other conflict-of-interest laws and/or to receive specific training regarding conflicts of interest from legal counsel. The Commission shall require all existing Commissioners and staff to review the Code and conflict of interest laws and/or receive continuing training at least once every two years. Finally, the Commission shall annually provide all Commissioners and other “designated employees" under the Code with information regarding their options for seeking advice regarding potential conflicts of interest from the Fair Political Practices Commission and/or the Commission’s legal counsel. The Commission shall encourage all Commissioners and other “designated employees” under the Code to seek advice in any situation where they know or should know that a conflict may exist and to err on the side of caution by abstaining from participating in any decision making, contract, or other activity with respect to which they may have a conflict. The Executive Director shall report to the Commission any potential conflict of interest that she or he may know or suspect exists regarding any Commissioner or other “designated employee.” The Commission’s Conflict-of-Interest Code: ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 18 Item 5.1.G Deleted: of Regs The Political Reform Act, Government Code Sections 81000 et seq., requires state and local government agencies to adopt and promulgate Conflict of Interest Codes. The Fair Political Practices Commission has adopted a regulation, 2 Cal. Code of Reg. Section 18730, which contains the terms of a standard Conflict of Interest Code. It can be incorporated by reference and may be amended by the Fair Political Practices Commission after public notice and hearings to conform to amendments in the Political Reform Act. Therefore, the terms of 2 Cal. Code of Regulations., Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and constitute the Conflict of Interest Code of the First Five Alpine Commission, which is considered the “agency” within the purview of this Code. With regard to conflict of interest of commission members; the county commission’s policies shall be consistent with: Article 4 (commencing with Section 1090) of Chapter 1 of Division 4 of Title 1 of the Government Code; a) a commission is prohibited from entering into a contract or grant that directly relates to services to be provided by a commissioner or an entity the commissioner represents, or the contract or the grant financially benefits a commissioner or the entity he or she represents, and b) The commissioner fails to recuse himself or herself from making, participating in making, or attempting to influence a decision on the grant or grants. Article 4.7 (commencing with section1125) of Chapter 1 of Division 4 of Title 1 of the Government code; Commissioners and staff are prohibited from engaging in employment of others compensated activities that are inconsistent, incompatible, or in conflict with their duties as commissioners or staff persons for the commission. Chapter 7 (commencing with Section 87100) of Title 9 of the Government Code; Commissioners are prohibited from making, participating in making, or in any way attempting to use their official position to influence a governmental decision in which they have a financial interest. Commissioners are required to file disclosure statements upon becoming a commissioner and annually thereafter. Statements of Economic Interest; Filing Officer: Designated employees shall file Statements of Economic Interests with the Vice Chair/Secretary of the First 5 Alpine Commission, who shall be and perform the duties of Filing Officer for the Commission. List of Designated Employees Job Title Disclosure Category Commissioner 1 Staff 1 Legal Counsel 1 Consultant 1* *Legal Counsel may determine in writing that a particular consultant, although a “designated employee”, is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described above. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The Commission Legal Counsel’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 19 Item 5.1.G Job Title Definitions: “Commissioner” means a member of the First Five Alpine Commission. “Staff” means any employee of the Commission, who makes or participates in the making of Commission decisions. “Legal Counsel” means the Alpine County Counsel and/or such other legal counsel as the Commission may choose to utilize. “Consultant” means any individual or entity meeting the definition of consultant promulgated in regulations of the Fair Political Practices Commission. SECTION 6: SALARIES AND BENEFITS Current Policy and Procedures: At the time these policies are adopted, the Commission does not have any employees of its own and therefore does not establish salaries and benefits. Rather, all staff support services are provided under contract with Alpine County. For more details, refer to the Memorandum of Understanding between Alpine County and the Alpine County Children and Families Commission for the provision of administrative support services. The Alpine County Health & Human Services Director consults with the Commission regarding selection of the ACOE employee who serves as Executive Director, and compensation of that employee, as well as any other ACOE employees providing services to the Commission. Future Policy and Procedures: Notwithstanding the foregoing, in the event that the Commission ever were to employ its own staff in the future, the Commission does hereby state its intention to establish the salary and benefits of such employees without meeting and conferring or otherwise bargaining with said employees, unless or until it were required to do so by state law. The Commission further declares that it would base such determinations, in its sole discretion, on a variety of factors including but not limited to the following: salaries and benefits of First 5 employees in other counties deemed comparable by the Commission; ability to recruit and retain qualified employees; demands of the position; and the demonstrated competence and qualifications of employees or candidates for employment. Any final determinations would be made in open session during a public meeting of the Commission, but the Commission reserves the right to hold preliminary discussions regarding salaries and benefits in closed session to the extent permitted by the Ralph M. Brown Act and any other applicable state law. SECTION 7: ADHERENCE TO THE COUNTY ORDINANCE Policies and Procedures: The Alpine County Children and Families Commission was established by Chapter 8.09 of the Alpine County Code, entitled Alpine County Children and Families Commission, originally adopted by the Alpine County Board of Supervisors on January 5, 1999, pursuant to paragraph of subdivision of Section 130140 of the California Health and Safety Code. It was amended on June 7, 2005 to clarify its legal status and to rename the Commission “First 5 Alpine Commission” Deleted: the Alpine County Superintendent of Schools Deleted: Deleted: agreement between the Alpine County Superintendent of Schools and the Alpine County Children Deleted: Superintendent of Schools ---PAGE BREAK--- 20 October 8, 2007 December 12, 2017 Item 5.1.G (hereinafter “the County Ordinance”). It is the policy and practice of the Commission to strictly adhere to the County Ordinance. To ensure such adherence, the Commission shall provide all new Commissioners with a copy of the then current County Ordinance and advise them of the Commission’s obligation, policy, and practice to adhere to the Ordinance. The Executive Director shall be responsible for ongoing monitoring of adherence to the Ordinance throughout the year and shall immediately report to the Commission any aspect of Commission operations that may not adhere. The Executive Director shall also annually review the County Ordinance, in consultation with legal counsel, to determine whether any amendments to the County Ordinance are necessary or desirable in order to comply with or better effectuate changes in legislation or local Commission practices. The Executive Director shall inform the Commission of any recommended changes and shall work with legal counsel to bring forward revisions for consideration by the Alpine County Board of Supervisors. The Commission shall also formally review and verify the Commission’s adherence to the then current County Ordinance at least once each year as part of a public meeting and its findings shall be reflected in the minutes of thatmeeting. Adopted by the First 5 Alpine Commission on June 26, 2006. Revised by the First 5 Alpine Commission on April 2 2007. Revised by the First 5 Alpine Commission on October 8 2007. Revised by the First 5 Alpine Commission on June 6 2011. Revised by the First 5 Alpine Commission on October 23 2012 Revised by the First 5 Alpine Commission on December 12 2017 June 26, 2006 April 2, 2007 ---PAGE BREAK--- 20 October 8, 2007 December 12, 2017 Item 5.1.G June 6, 2011 October 23 2012 ---PAGE BREAK--- Item 5.1.G Policy and Procedure Manual Table of Contents General Principles Guiding the Policy and Procedure Development for the First 5 Alpine Commission 2 Section 1: Accounting and Budgeting 3 Section 2: Contracting and Procurement 6 Section 3: Authorizing Signatures 13 Section 4: Administrative, Program, and Evaluation Costs 14 Section 5: Conflict of Interest 16 Section 6: Salaries and Benefits 19 Section 7: Adherence to the County Ordinance 19 ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 2 Item 5.1.G Deleted: Superintendent of Schools Deleted: Office of Education (ACOE) Deleted: ACOE Deleted: in the Alpine County Unified School District Board Deleted: ; Deleted: ; and “ACOE” shall refer to the Alpine County Office of Education.¶ General Principles Guiding the Policy and Procedure Development for the First 5 Alpine County Commission The First 5 Alpine Commission operates as a separate agency independent of the County of Alpine, with authority over the strategic plan and the local Children and Families Trust Fund. The Alpine County Children and Families Trust Fund is held by the Alpine County Treasurer and is administered by Alpine County as its fiscal agent. The Commission undergoes an annual outside financial audit. The guidelines for the fiscal activities of First 5 Alpine are based on generally accepted accounting principles for governmental funded organizations. First 5 Alpine contracts with the Alpine County to act as the fiscal agent for the First 5 Alpine Commission, and to employ the Executive Director to the Commission per the Memorandum of Understanding currently in effect. All Commission personnel and administrative services contracted to Alpine County by the Commission are subject to all policies and procedures as outlined in Alpine County Policies and Procedures unless specified under the Commission’s Bylaws. The First 5 Alpine Commission housed within Alpine County Health & Human Services. The specific policies and procedures set forth in this manual, and adopted by the First 5 Alpine Commission, clarify how the Commission will operate with respect to specific activities addressed in the guiding state legislation, Health and Safety Code Section 130100-130155. For the purpose of this manual, “First 5” or “Commission” shall refer to the First 5 Alpine Commission and “State” shall refer to the California Children and Families Commission Guiding principles for the development of specific Commission policies and procedures are: 1. Comply with the guiding legislation at the state and local level. 2. Safeguard the First 5 Alpine Commissionassets. 3. Choose the procedure that develops a strong internalcontrol. 4. Provide adequate documentation for transactions. 5. Provide for accuracy by self-checking and by using a review process. 6. Maintain timely and accuraterecords. 7. Provide relevant data for ongoingdecision-making. This Policy and Procedure Manual may be amended at any regularly noticed Commission meeting, after a public hearing, upon majority vote of the membership. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 3 Item 5.1.G Deleted: ACOE Deleted: . Deleted: the Deleted: in a consecutively numbered receipt book. A receipt is provided to the payer. If cash is received, Deleted: ACOE within 24 hours of receipt Deleted: Deleted: the ACOE. Deleted: the ACOE. Deleted: Deleted: ACOE, SECTION 1: ACCOUNTING AND BUDGETING 1. Incoming Checks and Cash The purpose of this section is to describe how Commission staff will provide for adequate internal control of incoming checks and cash. Receiving State Commission Disbursements: Revenue received for the operation of the Commission is initiated and submitted from the State Children and Families Commission on a basis, based on Proposition 10 tobacco tax funds collected by the State Board of Equalization. The revenue allocated and transferred to the Commission is based on the percentage of Alpine County live births to State live births. The funds are remitted directly to the Alpine County Treasurer’s/Auditor’s Office and are transferred at the end of each month to ACOE where they are placed in the Alpine County Children and Families Trust Fund. The State submits a Disbursement to Counties by Month report which reflects births for the most current year for which data is available, and the percentage applicable to the County. Because the tax revenue is minimal, the County also receives a base amount to total $275,000. The revenue remitted by the State is reviewed by Commission staff each month to determine the reasonableness of the revenue. 1. Incoming state disbursement checks are deposited with the Alpine County Treasurer’s/Auditor’s Office. 2. General Ledger reports documenting all deposits are forwarded to Commission staff on a basis from the Alpine County Finance Department Receiving Cash or Checks from other Entities: 1. The authorized persons to accept incoming cash or checks shall be the Executive Director or Alpine County Fiscal Staff. Cash or checks received directly by Commission staff are to be recorded following Alpine County Finance Department procedures. If cash is received, it must be deposited according to Alpine County with the immediately. If checks are received, every reasonable effort shall be made to deposit them with the Alpine County Finance Department within 5 working days of receipt. The deposits shall be made in conformance with the standard operating procedures of Alpine County 2. In the event that cash or checks are held by the Commission staff overnight, they will be stored in a locked place until they are ready for delivery to Alpine County Health & Human Services Fiscal Staff 3. Commission staff receive General Ledger reports from the Alpine County Finance Department with all revenues recorded. These reports will be reconciled with internal records and made available for audits as necessary. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 4 Item 5.1.G 2. Procedure for Processing Claims, Invoices, &Payments Verification and Authorization There shall be different procedures for verifying claims and authorizing payments for various Commission transactions. The table below details these different procedures. Type of Service or Invoice Office-related or meeting-related expenses Person Preparing Claim (warrant request) Executive Director or Alpine County staff Person verifying expenditure and authorizing payment For expenses incurred by the Executive Director, the Commission Chair shall authorize payment. For all others, the Executive Director* shall authorize payment. Back up documentation required Original Invoice Deleted: ACOE Business Manager Payment for professional services to Commission Executive Director or Alpine County staff Executive Director* Original Invoice Deleted: ACOE Business Manager Payment for travel and training expenses Executive Director, Commissioners, or Alpine County staff For expenses incurred by the Executive Director and/or the Commission Chair, the Commission shall authorize payment. For all others, the Executive Director* shall authorize payment. Alpine County Travel Request Form, agendas and all associated travel documents (equivalent to HHS claim forms) and Deleted: Director, Commissioners Deleted: First 5 Travel Claim Forms as appropriate Deleted: ACOE Business Manager Deleted: ACOE Payments to Contractors Executive Director or Alpine County staff Commission Expense Report from Contractor, and Original Invoice, signed by Executive Director. (Contractor narrative and expense reports are reviewed prior to releasing payments.) Deleted: ACOE Business Manager *In the event that the Executive Director is not available to process claims in a timely manner, the Commission Chair may verify and authorize fund release, as long as the payments are consistent with the budgeted amount for that line item. Accounts Payable Claims (Warrants) for External Vendors/Contractors Deleted: Vendor/Contractor expense and narrative reports are received by the Executive Director. Where documentation is complete, the claims are processed (with originals of complete documentation attached) for forwarding to the Alpine County Finance Department within five working days. Before payment is authorized, the Executive Director, or other Commission designee, verifies that the service and/or product was received and approves the line-item from which payment should be made. A claim (warrant request) is prepared along with the original invoice, the information is verified as correct, approved by the Executive Director or Commission Chair and signed by the Alpine County Health & Human Services Director, as appropriate, and delivered to the Alpine County Finance Deleted: ACOE Business Manager’s office Deleted: and signed ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 5 Item 5.1.G Department.. A copy for internal record keeping, along with a copy of the invoice, is filed in the Commission’s financial records by project type and fiscal year. A copy of the claim, along with a copy of the invoice, is placed in the vendor/contractor file. The original claim, invoice, all backup documentation, and warrant copies will be filed in the Alpine County Finance Department files for annual external auditor’s review. Procedure for Processing Returned or Unused Checks Deleted: ACOE Business Manager’s Office Deleted: ACOE Commission staff will return checks to Alpine County Finance Department, in accordance with the Alpine County policies for returned checks. Monitoring of Expenditures Deleted: the ACOE Business Manager’s office Deleted: their Commission staff reconciles the General Ledger and Project reports from the Alpine County Finance Department with internal records and ensures they are available for audits as necessary. All necessary adjustments and corrections are requested through written correspondence to the ACOE Business Manager’s office, including the rationale for the requested change, and authorized by the Executive Director. General Ledger and Project Reports The general ledger is the basis for financial record keeping. 1. General Ledger reports are prepared by the Alpine County Finance Department and forwarded to the Commission’s Executive Director to provide reporting and for the yearly audit report. 2. The Executive Director reviews the reports and provides written notification to the Finance Department of any corrections or problems. 3. The Executive Director is responsible for working with the Alpine County Finance Department to set up a system of coding projects/programs within the Alpine County Children and Families Trust Fund which will allow an outside auditor to meet the legislative requirements for audit reporting to the State Commission. The Executive Director reviews the system annually and adjusts, as necessary, to most effectively meet Staterequirements. 4. The Executive Director will provide to the Commission at their regular meeting, income and expense summary reports that reflect the figures found in the county reports. This report details expenditure and revenue categories, as well as fund balance and fund commitments, in a format consistent with Commission fundingpractices. Petty Cash Disbursements First 5 Alpine County does not have a petty cash fund. Insurance Premiums and Allocation of Expenditures Deleted: ACOE Business Manager’s office Deleted: Office of Education Deleted: Department and Deleted: ACOE Deleted: Alpine County Office of Education Deleted: Deleted: Alpine County Office of Education Deleted: Deleted: The Commission will maintain insurance coverage for Liability, Directors and Officers Errors and Omissions, and Property. Individuals who use their personal automobiles for Commission business must maintain individual policies. Formatted: Body Text, Left, Line spacing: single ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 6 Item 5.1.G Deleted: ¶ 3. Budgeting Annual Budget The Commission adopts an annual budget, in accordance with the strategic plan, prior to each fiscal year, at a regularly noticed public meeting. This budget serves as the Commission’s commitment of resources for the current budget period, and is used to monitor expenses and revenues throughout the fiscal year. The budget clearly defines administrative, evaluation and program costs. The Executive Director is responsible for providing the Commission with a financial report which compares actual expenditures against the budget. Long-Term Financial Plan The Commission will develop a long-term (3-5 year) financial plan. The plan will assess the long-term financial implications of current and proposed policies, programs, and assumptions. It will provide a long-term view of how resources will be allocated to the objectives in the strategic plan. The plan will be reviewed and updated every year in concert with budget preparation. SECTION 2: CONTRACTING & PROCUREMENT General Information The purpose of this Chapter is to implement contracting and procurement policies for the Commission that are consistent with state law and which ensure that any contracts approved by the Commission are consistent with the Commission’s strategic plan. This chapter is not intended to conflict with applicable provisions of state law and shall be interpreted as supplementary thereto. Procurement 1. The term “procurement” for purposes of these policies refers to any purchase of goods or services for which no formal, written contract is customary or necessary in the ordinary course of business. Any purchase for which a formal, written contract is required shall be governed by the contracting policies described below. a. The Executive Director has the authority to procure goods or services required by the Commission for its administrative functions and operations, without prior approval by the Commission, in an amount not to exceed $1,000, if the purchase is consistent with the approved budget and strategic plan. The Commission Chair has the same authority identified above, for the amount of $1,500. Examples of such administrative goods and services include but are not limited to office supplies and equipment, utilities, subscriptions, travel expenses related to Commission business. Additional policies and procedures specifically related to travel expenses are discussed below under Travel Policies and Procedures. 2. Procurement of goods or services by the Executive Director in excess of $1,000 or the Commission Chair in excess of $1,500 must be approved by the Commission, either through pre-approval or ratification of the purchase. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 7 Item 5.1.G Unless otherwise directed by the Commission, the Executive Director shall be responsible for investigating, soliciting, or otherwise identifying purchase options, through whatever means appear reasonable and appropriate to the Executive Director under the circumstances, in order to facilitate purchases at the most favorable price available consistent with efficient operations. Some such items may be available through the County at the direct cost of those entities, and the Commission may find that such costs are generally below those available to the general public due to the procurement practices and high-volume purchasing of those larger governmental entities. Accordingly, for items available at cost from the County, the appropriate documentation shall be submitted to that governmental entity and no further investigative or soliciting activities shall be required. With respect to goods or services that are not available from the County, but which are readily available in the marketplace, the Executive Director should generally consider obtaining quotes or prices from multiple vendors. The use of local businesses is encouraged as a source of supplies and services, unless such use results in unreasonable costs ordelays. 3. Before authorizing any proposed purchase, the Executive Director (or Commission, if applicable) shall first consider and determine the following: whether the proposed purchase is consistent with the Commission’s strategic plan and whether the proposed purchase is consistent with the Commission’s approved budget and whether the proposed purchase is deemed “ordinary and necessary” in the course of doing business. The findings of the Executive Director (or Commission, if applicable) regarding said considerations shall be documented for Commission records. 4. Authority to sign documents authorizing payment for procurement is governed by a specific policy, set forth below in Section 3,entitled “Authorizing Signature.” Contracting 1. The following policies shall apply to all formal, written Commission contracts (which shall be deemed to include any grant awarded by the Commission) and no such contract shall be approved or entered except in conformity with these policies. Any expenditure not governed by the procurement policies discussed above shall be deemed to be governed by these contracting policies. 2. Only the Commission may approve a formal, written contract, regardless of the dollar amount. The Commission may, however, authorize the Director to sign and administer any contract that it has approved. 3. Before entering into any contract, or soliciting any proposal related thereto, the Commission shall first determine whether the subject matter of the proposed contract is consistent with the Commission’s strategic plan and with the Commission’s approved budget. Any determination or finding of consistency shall be made by a majority vote of the Commission and shall be reflected in the Commission’s minutes. If a proposed contract is found not to be consistent, then the Commission shall take no further action with respect to the contract unless or until it is revised and submitted again to the Commission for reconsideration as to consistency. Assuming the subject matter of a proposed contract has been found consistent with the Commission’s strategic plan, as described above, the Commission shall then determine in its sole discretion whether to use competitive bidding, issue a request for proposals, or directly Formatted: Justified, Indent: Left: 0.5" Deleted: ACOE or the Deleted: ACOE or the County Formatted: Not Highlight Deleted: entity, Deleted: ACOE Deleted: or Deleted: ¶ ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 8 Item 5.1.G Deleted: negotiatewith a potential contractor. The Commission shall make its determination based on a totality of the circumstances, including but not limited to any of the following factors: price or cost of services; desired quality; availability of potential contractors; nature of the work; urgency; special pricing opportunities; standardization; reputation, competence, and other qualifications of potential contractors; convenience; and efficiency. Any contracting process used by the Commission in a given circumstance shall not obligate the Commission to use that same process in the future. The specific details of any process involving formal competitive bidding or requests for proposals in a given circumstance shall be retained in a written document adopted by the Commission and made available to interested parties. The Commission shall determine the manner and extent to which notice of said process is provided to the public and potential contractors. 4. The Executive Director shall carry out the direction of the Commission with respect to the solicitation, drafting, negotiation, or other preparation of proposed contracts. In the event that the Commission elects to utilize a formal competitive process with sealed bids whereby the Commission intends to award a contract to the lowest responsible bidder, any bids timely submitted shall be opened and read aloud at a public meeting of the Commission. The Commission may reject any and allbids. 5. When the Commission states its intent to award funds in response to a specific proposal, the Executive Director shall work with the proposer to develop a contract that clearly defines the specific project activities, service benchmarks, budget, and outcome evaluation plan (with a clear link to the most recently updated strategic plan), as well as other contract elements that are part of every Commission contract and are consistent with Alpine County professional services contract language. 6. Any proposed contract shall be approved as to form by legal counsel. Any approved contract may be signed by the Commission Chair or the Executive Director, as determined by the Commission. 7. Authority to sign documents authorizing payment pursuant to contracts is governed by a specific policy, set forth below, in Section 3 entitled “Authorizing Signature.” Contract Compliance, Renewal, And Fund Balance Reporting 1. Contractors submit quarterly progress reports and financial reports, in a format designated by the Executive Director, which aligns with the stipulations in their contracts. The Executive Director reviews these reports for contract compliance in services and expenditures, and authorizes release of funds if there is evidence of compliance. If questions of compliance arise, the Executive Director contacts the contractor to get clarity on these questions. In general, payment is authorized if the contractor is demonstrating a good faith effort toward contract compliance. However, the Executive Director is expected to work concurrently with the contractor to explore alternative service strategies or to consider a contract amendment, if there is evidence of ongoing difficulty in contract compliance. All these issues must be brought before the Commission. 2. Payment is made on a reimbursement basis. Advance payments may be requested prior to the commencement of work, and should do so in writing specifying why the advancement of funds are needed. A cash advance payment shall not exceed 50 percent of the maximum amount allowed under the contract. Additional funds should not be released until 75 percent of previously released funds have been expended. If at the end of the contract period the provider has not utilized any ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 9 Item 5.1.G Deleted: unliklihood Deleted: competetive Deleted: commision Deleted: quanity Deleted: recylced portion of the funds advanced, the provider shall return the amount to the commission. If the amount is not returned, the commission can withhold funds from the subsequent year’s contract. All requests for advance funding are subject to approval of the Commission. 3. The Commission has the authority to extend the timeline of contracts beyond their ending date, or to renew them, based on consideration of: the community need for the uninterrupted continuation of those specific services, in relation to the strategic plan; and the unlikelihood of another service provider in the community participating in a full competitive bid for continuation of those services. 4. In compliance with Chapter 2 (commencing with section 2000) of Part 1 of Division 2 of the Public Contract Code; the Commission is permitted to award contracts that meet the goals regarding minority owned businesses, women-owned business, disabled veteran-owned business, and small businesses, but they must do so according to rules set out in the noted chapter. In compliance with Section 3410 of the Public Contracts Code; the commission is required to give preference to United States-grown produce and United States – processed foods when there is a choice and it is economically feasible to do so. The commission will make the determination what is “economically feasible,” considering the total cost, quantity, and the quality of the food and the budget. In compliance with Chapter 3.5 (commencing with Section 22150) Part 3 of Division 2 of the Public Contract Code; the commission is required to purchase recycled products, whenever recycled products are available at the same or lesser total cost than the non-recycled items. The Commission may give preference to suppliers of recycled products and may define the amount of this preference. Fund Balance: The fund balance shall be reported, in the audited financial statements, using the following 5 categories, which are consistent with Statement 54 of the Government Accounting Standards Board (GASB): 1. Non spendable 2. Restricted 3. Committed 4. Assigned 5. Unassigned The determination of how the fund balance is reported under these categories shall be consistent with the guidelines provided in the First 5 Financial Management Guide. Non-spendable Fund Balance This category includes elements of the fund balance that cannot be spent because of their form, or because they must be maintained intact. For example: • Assets that will never convert to cash, such as prepaid items and inventories of supplies ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 10 Item 5.1.G Other assets that would be described under this category, but that are not applicable to First 5 Alpine at this time include: • Assets that will not convert to cash soon enough to affect the current period, such as non-financial assets held for resale; or • Resources that must be held intact pursuant to legal or contractual requirements, such as revolving loan fund capital or the principal of an endowment. Restricted Fund Balance This category includes resources that are subject to constraints that are externally enforceable legal restrictions. Examples include: • Funding from the State Commission or foundations that are legally restricted to specific uses. For example, funds advanced by First 5 CA under specific agreements for services, or matching funds for specific initiatives would be reported as restricted funds. • Funding that has been designated for legally enforceable contracts but not yet spent. This includes multi- year contracts. • Funds legally restricted by county, state, or federal legislature, or a government’s charter or constitution. • Other assets that would be described under this category, but that are not applicable to First 5 Alpine at this time include: • Amounts collected from non-spendable items, such as the long term portion of loan outstanding, if those amounts are also subject to legal constraints. Tobacco tax allocations to county commissions are not automatically categorized as restricted fund balance. This is because the purposes for which tobacco tax allocations may legally be used are no narrower than the purpose for which the commissions were created in Proposition 10 enabling legislation. Committed Fund Balance Two criteria determine the committed fund balance: • Use of funds is constrained by limits imposed by the government’s highest level of decision making (First 5 Alpine Commission). • Removal or modification of the use of funds can be accomplished only by formal action of the authority commission) that established the constraints. Both commitments and modification or removal must occur prior to the end of reporting period; that is, the fiscal year being reported upon. For First 5 organizations, resources in this category would include: *Resources committed for a future initiative as long as commission action is also required to remove this commitment. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 11 Item 5.1.G *Resources that have been committed by a commission for specific agreements that have not yet been executed (such as an Intent to Award Decision), where commission action is also required to remove this commitment. *Resources committed as the local match for a State Commission initiative. Assigned Fund Balance The assigned portion of the fund balance reflects a commission’s intended use of resources, which is established either by the county First 5 Commission, a body created by the commission, such as a commission finance committee, or an official designated by the commission an Executive Director). The “assigned” component is similar to the “committed” component, with two essential differences, shown in the following table: Key Differences Between Committed and Assigned Fund Balance Committed Assigned A decision to use funds for a specific purpose requires action of the First 5 Commission Yes No Formal action of Commission is necessary to impose, remove or modify this constraint and formal action has taken place before end of reporting period Yes No Another key difference is that the purpose of the assignment must be narrower than the fund itself. Consequently, tobacco tax revenues would not automatically be placed in the “committed” component Resources that fit into this category include: • Appropriation of a portion of existing fund balance sufficient to eliminate a projected deficit in the subsequent year’s budget, where the Executive Director may decide whether to use the entire amount. • Resources assigned to a specific program or project or organization for which the commission has approved a plan or budget. • Resources approved by a commission for a long-range financial plan where formal approval is not required to modify the amount. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 12 Item 5.1.G Unassigned fund balance Resources in the fund balance that cannot be classified into any of the other categories are included here. Fund Balance Classification Assignment The most commonly used planned expenditures at year-end will be assigned as follows: Expenditure Type Fund Balance Assignment Payments on Contracts Non spendable Contracts, Funds advanced from First 5 CA (deferred revenue), Other grant fund advances Restricted Intent to Award decisions, Specific targeted program commitments reflected in the approved Financial Plan or approved budget Committed General granting commitments reflected in the approved Financial Plan. Assigned Due to the nature of Commission business, there is no foreseeable situation where an expenditure would be incurred for purposes for which amounts in any of the fund balance classifications could be used, therefore there is no need for a policy regarding whether restricted, committed, assigned or unassigned amount are considered to have been spent. The Executive Director will clearly identify the specific intended use of the fund balance at year-end, and will track the assignments accordingly. Travel Policy and Procedures Commission staff and Commissioners shall be eligible to have approved travel costs covered or reimbursed by the Commission. These shall include the cost of travel, lodging, meals and incidental travel costs, as well as the cost of training registrationcosts. 1. Travel will be reimbursed to Commissioners for travel to attend State Commission meetings, State Association meetings, Commission conferences, and to attend meetings relevant to First 5 Alpine business. 2. 3. The Commission will abide by the Alpine County travelpolicies 4. As all Commission staff are currently Alpine County employees, all staff will abide by Alpine County travel policies. Deleted: All mileage reimbursements must be approved by the Commission prior to payment.… Deleted: ACOE Deleted: ACOE Deleted: ACOE Deleted: <#>When it is cost effective for Commission staff or Commissioners to use a rental vehicle, a vehicle will be paid by the Commission prior to the day of travel or reimbursed after proper documentation has been submitted to the ACOE business office.¶ ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 13 Item 5.1.G Deleted: should be authorized by either the Commission Chair or Vice Chair.… SECTION 3: AUTHORIZING SIGNATURE Policies and Procedures The Commission Chair and Executive Director are authorized to sign official Commission documents, such as invoices, letters and reports to the State Commission, letters to contractors, and other documents, as detailed below. The Commission Chair becomes authorized to sign documents as a condition of assuming this office. The Executive Director is responsible to ensure that all documents signed on behalf of the Commission bear an authorized signature. General Guidelines In order to facilitate smooth business operation, the Executive Director shall serve as the primary signatory on all documents, acting within the restrictions described below, or unless the document designates a specific signature, such as the Commission Chair. All signatures on warrant requests, invoices, or any other document that results in a transfer of funds from the Alpine County Children and Families Trust Fund shall be undertaken only if the expenditure in question has been approved by an action of the Commission or is logically and clearly connected to a budget line item which has been approved by the Commission. The budget, in turn, is adopted each year in conformance with the Commission’s strategic plan. Commission Chair and Vice Chair The Commission Chair has authority to sign all official documents, if they are consistent with the Commission’s strategic plan and approved budget, with the exception of authorization for reimbursement for travel expenses for her or himself. Either the Executive Director or the Commission Vice-Chair/Secretary should authorize these claims. In the Chair’s absence, the Vice-Chair/Secretary has the authority to sign the documents listed above. Executive Director The Executive Director has authority to sign all official documents that are consistent with the strategic plan and the approved budget, with the exception of contracts and any invoices for contract payment or travel expense reimbursement claim for herself/himself. These invoices and claims must be approved by the Health & Human Services Director or designee. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 14 Item 5.1.G SECTION 4: ADMINISTRATIVE, PROGRAM, and EVALUATION COSTS Limit on the Percentage of the Annual Operating Budget That May Be Spent On Administrative Functions The percentage of administrative costs that may be spent on administrative functions, as defined below, in a fiscal year, shall be no more than 30%. The First 5 California Children and Families Commission awards Alpine County and other small population counties a yearly administrative/operations augmentation. The current state augmentations reflect recognition, at the state level, that small counties struggle with economy of scale issues in ensuring that the responsibilities associated with fulfilling the legislative requirements of Proposition 10 are met in a timely and professional fashion. Definitions, Coding, and Monitoring of Administrative, Program and Evaluation Costs: Definition of Administrative Costs and Function: The Commission shall use the most recent definition in the First 5 Financial Management Guide to define administrative functions. This definition will be consistent with the guidelines issued by the First 5 California Children and Families Commission. At the time of this policy development and adoption, these guidelines state: Administrative costs are defined as costs incurred in support of the general management and administration of a First 5 Commission, for a common or joint purpose that benefits more than one cost objective (other than evaluation activities), and/or those costs not readily assignable to a specifically benefited cost objective. ▪ Administrative costs support a county commission’s basic mission rather than specific program goals. ▪ Staff costs may be assigned to program costs, as long as that time is limited to actual time spent on program-specific activities. ▪ Administrative costs do not include evaluation costs for funded programs. ▪ Typical administrative costs are for, but not limited to, the following functions: 1. General accounting and financialreporting 2. Local annual reporting activities (separate from evaluation activities for state reporting; includes public hearing requirements, etc.) 3. Financial planning 4. Commission or Associationmeetings/travel 5. Payroll/Benefits 6. Human resource services 7. Legal services/Consulting 8. Contract Compliance (for contracts benefiting more than one cost objective, such as vendors and administrative contracts; grantee contract compliance is a program cost) 9. Audit 10. Strategic planning 11. Procurement 12. Rent ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 15 Item 5.1.G 13. Maintenance 14. Utilities 15. Insurance 16. Cleaning/Janitorial The Commission shall adhere to this definition in its budgeting, accounting and financial reporting processes. Where there is a question of interpretation of how specific activities shall be coded, the definition of administrative costs benefiting more than one cost objective, or not being readily assignable to one cost objective will serve as the determining definition. Definition of Program Costs and Function: The Commission shall use the most recent guidelines issued in the First 5 Financial Management Guide to define program expenditures. At the time of this policy development and adoption, these guidelines state: Program costs are defined as costs incurred by First 5 commissions readily assignable to a program or service provider (other than for evaluation activities) and/or in the execution of direct service provision. At the time of this policy development and adoption, the guidelines delineate the following activities as program costs: • Direct services • Program outreach and education • Program planning • Program grants and contracts • Program/Provider technical assistance andsupport • Program database management Definition of Evaluation Costs and Function: The Commission shall use the most recent guidelines issued in the First 5 Financial Management Guide to define evaluation expenditures. At the time of this policy development and adoption, these guidelines state: Evaluation costs are costs incurred by First 5 commissions in the evaluation of funded programs based upon their accountability framework and data collection and evaluation for required reporting to state and local stakeholders. At the time of this policy development and adoption, the guidelines delineate the following activities as evaluation costs: • Evaluation - Includes conducting of focus groups and case studies, state evaluation report production, and presentation. • Evaluation technicalassistance • Evaluation database ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 16 Item 5.1.G Cost Category delineation for all three cost categories is provided in the table below, for comparison across categories, as presented in the First 5 Financial Management Guide. Cost Category Delineation Administrative Cost: Costs incurred in support of the general management and administration of a First 5 commission, for a common or joint purpose that benefits more than one cost objective (other than evaluation activities), and/or those costs not readily assignable to a specifically benefited cost objective. Program Cost: Costs incurred by local First 5 commissions readily assignable to a program, grantee, contractor, or service provider (other than evaluation activities) and/or in the execution of direct service provision. Evaluation Cost: Costs incurred by local First 5 commissions in the evaluation of funded programs based upon their accountability framework and data collection and evaluation for required reporting to state and local stakeholders. General accounting/Financial reporting Direct services Evaluation* Local annual reporting activities Program outreach and education Evaluation technical assistance Financial planning Program planning Evaluation database Commission/Association meetings/travel Program grants and contracts Payroll/Benefits Program/Provider technical assistance and support (formerly Quality Assurance) Human resources services Program database management Legal services/consulting Contract compliance Audit Strategic planning Procurement Rent Maintenance Utilities Insurance Cleaning/Janitorial *Includes conduct of focus groups & case studies, state evaluation report production, and presentation. Notes 1 Cost objective is a function, contract, grant, or other activity requiring cost data and for which costs are incurred. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 17 Item 5.1.G Deleted: ¶ ¶ ¶ Deleted: Section Break (Next Page) Deleted: and the ACOE Business Manager (or designee) Deleted: ACOE Business Manager Deleted: Expenditure Coding for Administrative, Program and Evaluation Costs: The Executive Director will establish within the accounting and reporting system, a methodology for tracking and reporting on program, administrative, and evaluation costs, in compliance with the definitions adopted above. Financial reporting systems shall be created to differentiate these cost categories so that they will be clearly identifiable to an outside auditor, as well as to the Commission and the public. The methodology must be approved by the Commission. Staff and contractor costs may be assigned to program or evaluation costs, as long as that time is limited to actual time spent on program or evaluation-specific activities and appropriate records are maintained for audit and review purposes. One individual's time may be divided into more than one category, as long as accurate records are maintained. The Executive Director shall use valid methodologies and tools for allocating costs. For a Commission the size of First 5 Alpine, a reasonable and valid methodology will be cost finding (a method for estimating costs based on observation, review of records, and interviews with employees), time studies, or functional timesheets. Administrative, Program and Evaluation Cost Monitoring and Reporting: The Alpine County Finance Department will be responsible for maintaining auditable records to ensure compliance with the administrative cost limit policy. The Executive Director shall be responsible for presenting to the Commission at regular Commission meetings, a breakdown of administrative, program and evaluation costs. This information will ensure compliance with the administrative cost limit policy, and will also be used to help guide future budgeting decisions. This information shall also be reported, on an annual basis, to the First 5 California Commission in the annual financial report, which is adopted, by the Commission, at a public hearing. SECTION 5: CONFLICT OF INTEREST Policies and Procedures: Commissioners and other “designated employees” shall comply with the Commission’s Conflict-of-Interest Code discussed more fully below, with Government Code section 1090 et seq., and with any other applicable state laws regarding conflicts of interest. This policy sets forth requirements to ensure that Commissioners and other “designated employees” avoid such conflicts of interest. The Commission shall require all new Commissioners and staff to review the Commission’s Conflict-of- Interest Code (“the Code”) and other conflict-of-interest laws and/or to receive specific training regarding conflicts of interest from legal counsel. The Commission shall require all existing Commissioners and staff to review the Code and conflict of interest laws and/or receive continuing training at least once every two years. Finally, the Commission shall annually provide all Commissioners and other “designated employees" under the Code with information regarding their options for seeking advice regarding potential conflicts of interest from the Fair Political Practices Commission and/or the Commission’s legal counsel. The Commission shall encourage all Commissioners and other “designated employees” under the Code to seek advice in any situation where they know or should know that a conflict may exist and to err on the side of caution by abstaining from participating in any decision making, contract, or other activity with respect to which they may have a conflict. The Executive Director shall report to the Commission any potential conflict of interest that she or he may know or suspect exists regarding any Commissioner or other “designated employee.” The Commission’s Conflict-of-Interest Code: ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 18 Item 5.1.G Deleted: of Regs The Political Reform Act, Government Code Sections 81000 et seq., requires state and local government agencies to adopt and promulgate Conflict of Interest Codes. The Fair Political Practices Commission has adopted a regulation, 2 Cal. Code of Reg. Section 18730, which contains the terms of a standard Conflict of Interest Code. It can be incorporated by reference and may be amended by the Fair Political Practices Commission after public notice and hearings to conform to amendments in the Political Reform Act. Therefore, the terms of 2 Cal. Code of Regulations., Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference and constitute the Conflict of Interest Code of the First Five Alpine Commission, which is considered the “agency” within the purview of this Code. With regard to conflict of interest of commission members; the county commission’s policies shall be consistent with: Article 4 (commencing with Section 1090) of Chapter 1 of Division 4 of Title 1 of the Government Code; a) a commission is prohibited from entering into a contract or grant that directly relates to services to be provided by a commissioner or an entity the commissioner represents, or the contract or the grant financially benefits a commissioner or the entity he or she represents, and b) The commissioner fails to recuse himself or herself from making, participating in making, or attempting to influence a decision on the grant or grants. Article 4.7 (commencing with section1125) of Chapter 1 of Division 4 of Title 1 of the Government code; Commissioners and staff are prohibited from engaging in employment of others compensated activities that are inconsistent, incompatible, or in conflict with their duties as commissioners or staff persons for the commission. Chapter 7 (commencing with Section 87100) of Title 9 of the Government Code; Commissioners are prohibited from making, participating in making, or in any way attempting to use their official position to influence a governmental decision in which they have a financial interest. Commissioners are required to file disclosure statements upon becoming a commissioner and annually thereafter. Statements of Economic Interest; Filing Officer: Designated employees shall file Statements of Economic Interests with the Vice Chair/Secretary of the First 5 Alpine Commission, who shall be and perform the duties of Filing Officer for the Commission. List of Designated Employees Job Title Disclosure Category Commissioner 1 Staff 1 Legal Counsel 1 Consultant 1* *Legal Counsel may determine in writing that a particular consultant, although a “designated employee”, is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described above. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The Commission Legal Counsel’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. ---PAGE BREAK--- June 26, 2006 April 2, 2007 October 8, 2007 June 6, 2011 October 23 2012 December 12, 2017 19 Item 5.1.G Job Title Definitions: “Commissioner” means a member of the First Five Alpine Commission. “Staff” means any employee of the Commission, who makes or participates in the making of Commission decisions. “Legal Counsel” means the Alpine County Counsel and/or such other legal counsel as the Commission may choose to utilize. “Consultant” means any individual or entity meeting the definition of consultant promulgated in regulations of the Fair Political Practices Commission. SECTION 6: SALARIES AND BENEFITS Current Policy and Procedures: At the time these policies are adopted, the Commission does not have any employees of its own and therefore does not establish salaries and benefits. Rather, all staff support services are provided under contract with Alpine County. For more details, refer to the Memorandum of Understanding between Alpine County and the Alpine County Children and Families Commission for the provision of administrative support services. The Alpine County Health & Human Services Director consults with the Commission regarding selection of the ACOE employee who serves as Executive Director, and compensation of that employee, as well as any other ACOE employees providing services to the Commission. Future Policy and Procedures: Notwithstanding the foregoing, in the event that the Commission ever were to employ its own staff in the future, the Commission does hereby state its intention to establish the salary and benefits of such employees without meeting and conferring or otherwise bargaining with said employees, unless or until it were required to do so by state law. The Commission further declares that it would base such determinations, in its sole discretion, on a variety of factors including but not limited to the following: salaries and benefits of First 5 employees in other counties deemed comparable by the Commission; ability to recruit and retain qualified employees; demands of the position; and the demonstrated competence and qualifications of employees or candidates for employment. Any final determinations would be made in open session during a public meeting of the Commission, but the Commission reserves the right to hold preliminary discussions regarding salaries and benefits in closed session to the extent permitted by the Ralph M. Brown Act and any other applicable state law. SECTION 7: ADHERENCE TO THE COUNTY ORDINANCE Policies and Procedures: The Alpine County Children and Families Commission was established by Chapter 8.09 of the Alpine County Code, entitled Alpine County Children and Families Commission, originally adopted by the Alpine County Board of Supervisors on January 5, 1999, pursuant to paragraph of subdivision of Section 130140 of the California Health and Safety Code. It was amended on June 7, 2005 to clarify its legal status and to rename the Commission “First 5 Alpine Commission” Deleted: the Alpine County Superintendent of Schools Deleted: Deleted: agreement between the Alpine County Superintendent of Schools and the Alpine County Children Deleted: Superintendent of Schools ---PAGE BREAK--- 20 October 8, 2007 December 12, 2017 Item 5.1.G (hereinafter “the County Ordinance”). It is the policy and practice of the Commission to strictly adhere to the County Ordinance. To ensure such adherence, the Commission shall provide all new Commissioners with a copy of the then current County Ordinance and advise them of the Commission’s obligation, policy, and practice to adhere to the Ordinance. The Executive Director shall be responsible for ongoing monitoring of adherence to the Ordinance throughout the year and shall immediately report to the Commission any aspect of Commission operations that may not adhere. The Executive Director shall also annually review the County Ordinance, in consultation with legal counsel, to determine whether any amendments to the County Ordinance are necessary or desirable in order to comply with or better effectuate changes in legislation or local Commission practices. The Executive Director shall inform the Commission of any recommended changes and shall work with legal counsel to bring forward revisions for consideration by the Alpine County Board of Supervisors. The Commission shall also formally review and verify the Commission’s adherence to the then current County Ordinance at least once each year as part of a public meeting and its findings shall be reflected in the minutes of thatmeeting. Adopted by the First 5 Alpine Commission on June 26, 2006. Revised by the First 5 Alpine Commission on April 2 2007. Revised by the First 5 Alpine Commission on October 8 2007. Revised by the First 5 Alpine Commission on June 6 2011. Revised by the First 5 Alpine Commission on October 23 2012 Revised by the First 5 Alpine Commission on December 12 2017 June 26, 2006 April 2, 2007 June 6, 2011 October 23 2012 ---PAGE BREAK--- 1 Contract for Evaluation Services by and between Social Entrepreneurs Incorporated and The Alpine County Children and Families Commission (First 5 Alpine) A. Parties THIS CONTRACT is made and entered into by and between Social Entrepreneurs Incorporated (hereinafter referred to as “SEI” or “CONTRACTOR”) and The Alpine County Children and Families Commission (First 5 Alpine) (hereinafter referred to as “COMMISSION”). B. Recitals WHEREAS, the Commission is authorized by the California Children and Families Act of 1998 (“the Act”) to expend moneys allocated to it for the purposes authorized by the Act and by the Commission’s 2014-2020 strategic plan for the support and improvement of early childhood development in Alpine County. WHEREAS, the Commission has taken formal action authorizing a contract to be put in place with SEI in the amount of up to $20,942.50, subject to the terms and conditions set forth in this Contract. WHEREAS, the First 5 Alpine Commission 2020-2021 Strategic Plan money may only be used to expand or enhance existing programs or to initiate services or programs benefiting children prenatal to age five. The funds may not be used to supplant other funds. The 2014-2020 Strategic Plan was extended until December 31, 2020 and a new 2020-2023 Strategic Plan will be adopted; however, this contract is based on the 2014-2020 Strategic Plan. C. Agreement NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed as follows: 1. Term The Contract term shall be from July 1, 2020 – June 30, 2021. This Contract is made with the understanding that the COMMISSION has no obligation to provide other or additional support or grants to the CONTRACTOR. 2. Fees The fees for furnishing services under this Contract shall be based on the rate schedule detailed in Attachment A (Scope of Work & Budget) and by this reference incorporated herein. Said fees shall remain in effect for the entire term of this Contract. Item 5.1.H ---PAGE BREAK--- 2 3. Use of Funds The entire Contract shall be expended for the purpose(s) stated herein and in the grant proposal originally provided to the COMMISSION and in accordance with the submitted budget, except as may be modified with the prior consent of the COMMISSION. Unapproved line items of changes to the original budget will not be paid by the COMMISSION without written consent and approval. 4. Relationship CONTRACTOR agrees to collaborate with the COMMISSION and staff on the implementation, monitoring and evaluation of this program and to comply with any and all reporting and evaluation requirements set forth in this contract. It is expressly understood that in the performances of the services herein, the CONTRACTOR, and the agents and employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of the COMMISSION. 5. Services The purpose of this contract is for the provision of Executive Director services to First Five Alpine. The CONTRACTOR shall provide the services set forth in Attachment A (Scope of Work & Budget). 6. Devotion of Working Time COMMISSION staff shall devote such of their working time and attention as is reasonably necessary in the performance of tasks assigned by COMMISSION. During the term of this Contract, Contractor shall not, without written consent of the COMMISSION, directly engage in any activities, which represent a conflict of interest with the business of the COMMISSION, whether alone, as a partner, or as an officer, director, employee or shareholder of any corporation, or as a trustee, fiduciary or other representative of any entity. 7. License, Insurance and Standards CONTRACTOR shall be responsible for all licenses, insurance, permits, qualification and approvals of whatever nature that are legally required to implement the program. 8. Performance Accountability Substandard performance, as determined by COMMISSION and COMMISSION staff, will constitute non-compliance with this Agreement. If action to correct such substandard performance is not taken by CONTRACTOR within a reasonable period of time after notification by COMMISSION staff, the COMMISSION may initiate Agreement suspension or termination procedures. 9. No Acts Contrary to Law Nothing contained in this contract shall be construed to require the COMMISSION to perform any act contrary to law and whenever there is any conflict between any provision of this contract and any statute, law, ordinance or regulation, contrary to which the parties have no legal right to contract, then the latter shall prevail. In such event, however, the provisions of this contract so affected shall be curtailed and limited only to the extent necessary to bring it within the pertinent legal requirements. 10. Confidentiality All information and records obtained in the course of providing services under this agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program. Both parties shall comply with State and Federal requirements regarding confidential information. Item 5.1.H ---PAGE BREAK--- 3 11. Non-Discrimination In rendering the services contemplated by this contract, the CONTRACTOR will not discriminate against any employee or applicant for handicap, age, marital status, sexual orientation, or veteran status. The CONTRACTOR will comply with Title IV of the Civil Rights Act of 1964, and will provide such reports as may be required to carry out the intent of this section. 12. Notice All notices pursuant to this Contract shall be sent to the parties by registered mail, return receipt requested, as follows: CONTRACTOR: Social Entrepreneurs Incorporated 6548 S. McCarran Blvd, Suite B Reno, NV 89509 COMMISSION: First 5 Alpine 75 Diamond Valley Road Markleeville, CA 96120 13. Severability If any provision of the contract is held by a court of competent jurisdiction to be invalid, illegal or unenforceable by reason of any rule of law or public policy, all other provisions of this Contract shall nevertheless remain in effect. No provision of this contract shall be deemed dependent upon the other provisions unless so expressed herein. 14. Entire Agreement This Contract contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or contracts. 15. Amendment Only a writing signed by both parties may modify or amend this Contract. 16. Assignment The rights, responsibilities and duties under this contract are personal to the CONTRACTOR and may not be transferred or assigned without the express prior written consent of the COMMISSION. 17. Availability of Funds This Contract is subject to the budget and fiscal provisions of the California Children and Families Commission. If for any reason the Children and Families Commission does not make sufficient tobacco tax funds available to the COMMISSION at the funding level provided in this Contract and /or there is a legal ruling that renders the California Children and Families Commission unable to disburse the funds in the COMMISSION’s trust fund, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. This Contract will terminate without penalty, liability or expense of any kind to the COMMISSION at the end of the fiscal year in the event funds are not appropriated for the next succeeding fiscal year. If funds are appropriated for a portion of the fiscal year, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. Item 5.1.H ---PAGE BREAK--- 4 The COMMISSION has no obligations to make appropriations for this Contract in lieu of appropriations for new or other agreements. The COMMISSION’s budget decisions are subject to the discretion of the Commissioners. The COMMISSION shall make a good faith effort to fund this Contract. CONTRACTOR’s assumption of risk of possible non-appropriation is part of the consideration for this agreement. 18. Insurance Requirements CONTRACTOR shall provide at its own expense and maintain at all times the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the COMMISSION as may be required. The CONTRACTOR shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the COMMISSION by registered mail, return receipt requested, for all of the following insurance policies. A. Workers’ Compensation – in compliance with the statutes of the State of California. B. General Liability – insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury $100,000 for property damage. This insurance shall indicate on the certificate of insurance the following coverages and indicate the policy aggregate limit applying to premises and operations and broad from contractual. C. Automotive Liability- insurance with a minimum limit of liability per occurrence of $500,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. This insurance coverage shall not be required if vehicle use by CONTRACTOR is not a material part of the performances of this agreement and CONTRACTOR and COMMISSION both certify to this fact by initialing here: / . 19. Hold Harmless The CONTRACTOR shall hold the COMMISSION, its agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses, and damages for every cause, including but not limited to injury to person or property, and related costs and expenses, including reasonable attorney fees, arising directly or indirectly out of any act or omission of CONTRACTOR, their agents, officers, employees, or volunteers, during the performance of its obligations under this Contract. The COMMISSION shall hold the CONTRACTOR, their agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses and damages for every cause, including reasonable attorney fees, arising directly or indirectly out of any act or omission of COMMISSION, its agents, COMMISSION member, employees or volunteers, during the performance of its obligations under this Contract. 20. Termination for Non-Payment If COMMISSION fails to make any payment to CONTRACTOR hereunder within thirty (30) days following CONTRACTOR’S notice to COMMISSION of non-payment, CONTRACTOR, among other rights and remedies pursuant to this Contract or otherwise available at law or in equity, shall have the right to terminate this Contract immediately. Failure to terminate this Contract shall not waive any breach of this Contract. A waiver of any breach of this Contract shall not constitute a waiver of any future breaches of this Contract, whether of a similar or dissimilar nature. Item 5.1.H ---PAGE BREAK--- 5 21. Rights Upon Termination In the event of the termination of this Contract, CONTRACTOR shall immediately be reimbursed for all project costs therefore for which reimbursement is required under the Contract and otherwise. The right to terminate this Contract and to receive payment of any amounts owing as of the effective date of termination shall be in addition to any other remedy available at law or in equity. 22. Duty to Cooperate The parties acknowledge that their mutual cooperation is critical to the ability of the CONTRACTOR to perform its duties hereunder successfully and efficiently. Accordingly, each party agrees to cooperate with the other fully in formulating and implementing goals and objectives, which are in COMMISSION’s best interest. 23. Governing Law and Venue This contract shall be governed by, and construed, interpreted and enforced pursuant to, the laws of the State of California. The venue for any legal disputes or litigation shall be in the County of Alpine. 24. No Waiver The failure to exercise any right to enforce any remedy contained in this Contract shall not operate as, or be construed to be, a waiver or relinquishment of such right or remedy, or of any other right or remedy herein contained. 25. Enforceability and Severability The invalidity or enforceability of any term or provisions of this Contract shall not, unless otherwise specified, affect the validity or the enforceability of any other term or provision, which shall remain in full force and effect. 26. Headings and Gender The headings and other captions contained in this Contract are for convenience of reference only and shall not be used in interpreting, construing or enforcing any provisions of this Contract. Whenever the context requires, the gender of all the words used herein shall include the masculine, feminine and neutral, and the number of all words shall include the singular and the plural. This Contract has been prepared through the efforts of all parties hereto and shall not be construed against any party as the draftsman. 27. Counterpart Signatures This Contract may be executed in one or more counterparts (facsimile transmission or otherwise), each of which shall be original Contract, and all of which shall together constitute one Contract. 28. No Third-Party Beneficiary None of the provisions contained in this Contract are intended by the parties, nor shall they be deemed to confer any benefit on any person not a party to this Contract. 29.Interpretation It is the intent of the parties that this Contract be interpreted reasonably and so as to carry out its express terms. Therefore, no presumption shall arise from the identity of the drafter. 30.Termination Either party may terminate this Contract for any reason upon providing the other party 30-days written Item 5.1.H ---PAGE BREAK--- 6 notice of its intent to terminate. Notice of termination shall be by written notice to the other party and shall be sent pursuant to the terms herein. In the event of early termination, CONTRACTOR will pass on all equipment purchased from COMMISSION funds to another organization or business selected by the COMMISSION. 31. Changes in Condition CONTRACTOR agrees to provide immediate written notice to the COMMISSION if significant changes or events occur during the term of this award which could potentially impact the progress or outcome of the contract. Contract payments may be discontinued, modified, or withheld at the discretion of the COMMISSION pursuant to a change in law or a material adverse change in the CONTRACTOR’s condition. 32. Reference to Rules and Laws Any amendments to or changes of the laws, regulations, and policies applicable to this Contract shall be binding upon both the COMMISSION and the CONTRACTOR. IN WITNESS WHEREOF, the parties hereto have executed this Contract on June 2020. THE ALPINE COUNTY CHILDRENS AND FAMILIES COMMISSION SOCIAL ENTREPENEURS INCORPORATED (FIRST FIVE ALPINE) By: By: Dr. Richard O. Johnson, Chair Kelly Marshall, Principal First 5 Alpine Commission Approved as to Form: By: _ Margaret Long, Counsel Item 5.1.H ---PAGE BREAK--- Page I 1 Attachment A First 5 Alpine Evaluation Services for FY 2020-2021 Scope of Work & Budget A detailed work plan is provided below showing the individual tasks and targeted timeframes that are envisioned in order to fulfill all aspects of the evaluation project. Professional fees are based on estimated hours to accomplish all tasks at hourly rates of: $145 for Project Manager (Lisa Watson), $115 for Research and Evaluation Services Associate (Kim Hopkinson), $115 for Client Services Associate (Marika Baren), and $75 for Research Associates Powell and Sierra Rich). Hours and Resources Task # Task Start Date End Date Lisa Watson Kim Hopkinson Marika Baren Powell Sierra Rich Notes/Description PHASE 1: Data Collection FY 19-20: Quarter 4 Data Collection and TA 1 Finalize end of year report templates and send to grantees. 7/1/2020 7/15/2020 1 2 Collect year-end reports from grantees. 7/15/2020 7/20/2020 2 3 Review reports from grantees, identifying any discrepancies or missing data. Follow up with grantees as needed until all data is received. 7/15/2020 8/1/2020 2 4 Follow up with First 5 ED about number of children served for internally operated programs. 8/1/2020 8/15/2020 2 5 Enter all data into Excel spreadsheets for report generation. 7/15/2020 8/15/2020 6 FY 20-21: Quarter 1 Data Collection and TA 6 Send out quarterly reminders about progress report and data submission requirements. 9/15/2020 10/1/2020 0.5 7 Collect progress reports and follow up with grantees who have not submitted all reports and data necessary and aligned with evaluation plan. 10/15/2020 10/20/2020 2 Item 5.1.H ---PAGE BREAK--- Page I 2 8 Review data on a quarterly basis to identify data deficiencies, outcomes data that is outstanding, and program challenges that may be impacting outcomes. 10/20/2020 10/30/2020 2 2 Busy Bears, AELC, Choices for Children Item 5.1.H ---PAGE BREAK--- Page I 3 Hours and Resources Task # Task Start Date End Date Lisa Watson Kim Hopkinson Marika Baren Powell Sierra Rich Notes/Description 9 Establish progress report feedback forms for providers and schedule time to connect and review (if necessary). 11/1/2020 11/5/2020 1 3 10 Connect with First 5 ED about questions/concerns related to quarterly report data. 11/5/2020 11/10/2020 1 1 FY 20-21: Quarter 2 Data Collection and TA 11 Send out quarterly reminders about progress report and data submission requirements. 12/15/2020 1/1/2021 0.5 12 Collect progress reports and follow up with grantees who have not submitted all reports and data necessary and aligned with evaluation plan. 1/15/2021 1/20/2021 2 Busy Bears, AELC, Choices for Children 13 Review data on a quarterly basis to identify data deficiencies, outcomes data that is outstanding, and program challenges that may be impacting outcomes. 1/20/2021 1/30/2021 2 2 14 Establish progress report feedback forms for providers and schedule time to connect and review (if necessary). 2/1/2021 2/5/2021 1 3 15 Connect with First 5 ED about questions/concerns related to quarterly report data. 2/5/2021 2/10/2021 1 1 FY 20-21: Quarter 3 Data Collection and TA 16 Send out quarterly reminders about progress report and data submission requirements. 12/15/2020 1/1/2021 0.5 17 Collect progress reports and follow up with grantees who have not submitted all reports and data necessary and aligned with evaluation plan. 1/15/2021 1/20/2021 2 Busy Bears, AELC, Choices for Children 18 Review data on a quarterly basis to identify data deficiencies, outcomes data that is outstanding, and program challenges that may be impacting outcomes. 1/20/2021 1/30/2021 2 2 19 Establish progress report feedback forms for providers and schedule time to connect and review (if necessary). 2/1/2021 2/5/2021 1 3 20 Connect with First 5 ED about questions/concerns related to quarterly report data. 2/5/2021 2/10/2021 1 1 Item 5.1.H ---PAGE BREAK--- Page I 4 Hours and Resources Task # Task Start Date End Date Lisa Watson Kim Hopkinson Marika Baren Powell Sierra Rich Notes/Description Data Collection Tools 21 Allowance to make adjustments to data collection forms and tools to support comprehensive data collection throughout term. 7/1/2020 6/30/2020 2 5 5 Subtotal for phase - billable hours 21 11 30.5 0 0 Subtotal for phase - professional fees $3,045.00 $1,265.00 $3,507.50 $0.00 $0.00 PHASE 2: Technical Assistance First 5 Alpine TA 22 Allowance to support guidance, coaching, and TA to First 5 ED throughout term to build internal capacity to conduct evaluation efforts internally. 7/1/2020 6/30/2021 5 5 5 First 5 Alpine Grantee TA 23 Allowance to support technical assistance for grantees in gathering and managing their data and submission of quarterly progress reports. 7/1/2020 6/30/2021 5 5 5 Subtotal for phase - billable hours 10 10 10 0 0 Subtotal for phase - professional fees $1,450.00 $1,150.00 $1,150.00 $0.00 $0.00 PHASE 3: Evaluation Report 19-20 Local Evaluation Report 24 Develop local evaluation report template and send to First 5 ED for review. 7/1/2020 7/15/2020 2 Template report will be populated with basic background information, evaluation pathway, and methods. 25 Meet with First 5 ED to identify any changes needed to local evaluation report template. 7/15/2020 7/20/2020 0.5 26 Finalize report template following review by First 5 ED. 7/20/2020 7/25/2020 0.5 27 Enter, download, review and/or clean data collected from First 5 grantees 8/1/2020 9/1/2020 2 Family Survey Data will be collected in raw format and entered by SEI. All other data components have been accounted for in quarterly reporting process. 28 Analyze raw data and develop tables and charts. 8/1/2020 9/1/2020 2 2 Item 5.1.H ---PAGE BREAK--- Page I 5 Hours and Resources Task # Task Start Date End Date Lisa Watson Kim Hopkinson Marika Baren Powell Sierra Rich Notes/Description 29 Populate report template with data collected for FY 19-20 activities. Develop narrative describing data presented in report. 9/1/2020 9/15/2020 8 30 Internal meeting to review data results and identify conclusions and recommendations. 9/15/2020 9/20/2020 2 2 2 31 Develop all remaining components of local evaluation report. 9/20/2020 9/25/2020 2 2 32 Internal review of report to ensure it is high-quality and free from any deficiencies/discrepancies in report content (GSR). 9/25/2020 9/30/2020 2 33 Correct issues identified through GSR. 9/25/2020 9/30/2020 1 34 Send report to First 5 to review and identify any changes needed. 10/1/2020 10/2/2020 1 35 Make changes to all reports and finalize, sending reports to grantees and First 5. 10/2/2020 10/9/2020 2 Subtotal for phase - billable hours 7 4 20 2 0 Subtotal for phase - professional fees $1,015.00 $460.00 $2,300.00 $150.00 $0.00 PHASE 4: First 5 CA Annual Requirements SPCFA Annual Updates 36 Review and Update SPCFA Forms and send to First 5 ED. 7/1/2020 7/30/2020 2 19-20 First 5 CA Annual Report 37 Review Annual Report Guidelines and participate in F5 CA Webinar to review updates to database and reporting framework. 7/1/2020 7/30/2020 1 38 Hold meeting with First 5 ED to discuss planning and timing for First 5 CA Annual Report completion. 8/3/2020 8/7/2020 1 39 Develop First 5 CA Annual Report template based on F5 guidelines and discussion with First 5 ED. 8/10/2020 8/15/2020 1 40 Utilizing Annual Report template, populate First 5 CA Annual Report (AR2 Sections and County Highlights). 9/1/2020 9/15/2020 2 Item 5.1.H ---PAGE BREAK--- Page I 6 Hours and Resources Task # Task Start Date End Date Lisa Watson Kim Hopkinson Marika Baren Powell Sierra Rich Notes/Description 41 Internal review of Annual Report to ensure it is high-quality and free from any deficiencies/discrepancies in report content (GSR). Correct issues identified through GSR. 9/15/2020 9/25/2020 1 1 42 Send Annual Report to First 5 and conduct meeting to review report and identify any changes needed. 9/28/2020 10/2/2020 1 43 Make final changes and send Annual Report to First 5 for distribution prior to review/adoption by Commission. 10/5/2020 10/8/2020 1 44 Allowance to enter data into First 5 CA database. 10/26/2020 10/30/2020 2 Subtotal for phase - billable hours 12 0 1 0 0 Subtotal for phase - professional fees $1,740.00 $0.00 $115.00 $0.00 $0.00 PHASE 5: Project Management and Communications 45 Set up internal systems necessary to manage project. 7/1/2020 7/3/2020 1 1 2 46 billing and status report generation. 8/1/2020 6/30/2021 6 6 47 Allowance for communication and coordination between SEI, First 5, and partner agencies. 7/1/2020 6/30/2021 3 3 48 Allowance for SEI internal team meetings and communications, as well as ongoing project management. 7/1/2020 6/30/2021 3 3 3 Subtotal for phase - billable hours 13 3 6 7 2 Subtotal for phase - professional fees $1,885.00 $345.00 $690.00 $525.00 $150.00 PROJECT TOTAL Hours - billable Total 169.5 63 28 By Resource 67.5 9 2 Hours - non-billable 0 0 0 0 0 0 Professional fees $20,942.50 $9,135.00 $3,220.00 $7,762.50 $675.00 $150.00 Item 5.1.H ---PAGE BREAK--- Page I 6 Budget Summary Fees are based on the scope of the project and on the division of responsibilities as outlined in the scope of work. Changes to the project scope, such as the addition of other deliverables to be produced, may result in additional fees. SEI will notify the Commission if we believe that the scope has changed; additional fees cannot be charged unless agreed to by the Commission. SEI Hours Professional Fees Expenses Total Cost PHASE 1: Data Collection 62.5 $7,817.50 $0.00 $7,817.50 PHASE 2: Technical Assistance 30 $3,750.00 $0.00 $3,750.00 PHASE 3: Local Evaluation Report 33 $3,925.00 $0.00 $3,925.00 PHASE 4: First 5 CA Annual Reporting Requirements 13 $1,855.00 $0.00 $1,855.00 PHASE 5: Project Management & Communications 31 $3,595.00 $0.00 $3,595.00 Totals 169.5 $20,942.50 $0.00 $20,942.50 Item 5.1.H ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Item 5.1.I ---PAGE BREAK--- Contract for Administering the Alpine Parent Education Series by and between Alpine County Office of Education and The Alpine County Children and Families Commission (First 5 Alpine) A. Parties THIS CONTRACT is made and entered into by and between Alpine County Office of Education, hereinafter referred to as “GRANTEE”, and The Alpine County Children and Families Commission (First 5 Alpine), hereinafter referred to as “COMMISSION”. B. Recitals This Contract is made with reference to the following facts: 1. WHEREAS, THE COMMISSION developed the 2014-2020 Strategic Plan consistent with the First 5 California guidelines on funding local child development programs and services with public input to meet local needs. 2. WHEREAS, THE COMMISSION has allocated funds under the Strategic Plan Goal #1 Increase School Readiness for Children. 3. WHEREAS, THE COMMISSION at their August 2020 regular meeting voted to allocate the amount of $63,000 from the 2020-21 budget to the GRANTEE to support Increase School Readiness for Children throughout the 2020-2021 fiscal year. 4. WHEREAS, the COMMISSION is authorized by the California Children and Families Act of 1998 (“the Act”) to expend moneys allocated to it for the purposes authorized by the Act and by the Commission’s 2014-2020 strategic plan for the support and improvement of early childhood development in Alpine County. 5. WHEREAS, the COMMISSION has taken formal action authorizing a contract to GRANTEE in the amount of $63,000 subject to the terms and conditions set forth in this Contract. 6. WHEREAS, this First 5 Alpine Commission 2020-2021 Strategic Plan money may only be used to expand or enhance existing programs or to initiate services or programs benefiting children prenatal to age five. The funds may not be used to supplant other funds. The 2014-2020 Strategic Plan will expire on December 31, 2020 and a new 2020-2023 Strategic Plan will be adopted; however, this Contract is based on the 2014-2020 Strategic Plan. Item 6.1 ---PAGE BREAK--- C. Agreement NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed as follows: 1. Term The Contract period shall be from July 1, 2020 through June 30, 2021. This Contract is made with the understanding that the COMMISSION has no obligation to provide other or additional support or grants to the GRANTEE. 2. Relationship GRANTEE agrees to collaborate with the COMMISSION and staff on the implementation, monitoring and evaluation of this program and to comply with any and all reporting and evaluation requirements set forth in this Contract. It is expressly understood that in the performances of the services herein, the GRANTEE, and the agents and employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of the COMMISSION. 3. Services The purpose of this Contract is for the provision of child development services to the County of Alpine with a priority for services given to “Essential Workers” during a declared local, state or federal emergency. GRANTEE shall provide the services set forth in the Project Summary, attached hereto. GRANTEE shall perform all duties and functions as submitted by the COMMISSION and as stated in the more detailed Project Summary as specified in Attachment A, attached hereto and incorporated herein, approved for each funding year. GRANTEE shall manage and account for funds as outlined in section 5 of this Contract and shall include a Budget as detailed in Attachment B, attached hereto and incorporated herein, for the 2020-2021 fiscal year. 4. Devotion of Working Time COMMISSION staff shall devote such of their working time and attention as is reasonably necessary in the performance of tasks assigned by COMMISSION. During the term of this Contract, GRANTEE shall not, without written consent of the COMMISSION, directly engage in any activities, which represent a conflict of interest with the business of the COMMISSION, whether alone, as a partner, or as an officer, director, employee or shareholder of any corporation, or as a trustee, fiduciary or other representative of any entity. 5. License, insurance and standards GRANTEE shall be responsible for all licenses, insurance, permits, qualification and approvals of whatever nature that are legally required to implement the program. 6. Performance Accountability Evaluation Reporting: Reports will be required as outlined in the Payment Schedule below (page using reporting methods and formats developed and approved in the Commission’s Evaluation Plan. In addition, COMMISSION may require GRANTEE to complete additional evaluation Item 6.1 ---PAGE BREAK--- reporting requirements approved and required by the COMMISSION or by the California State Children and Families COMMISSION during the Contract period. Program evaluation components may be modified by GRANTEE with prior consultation and approval by COMMISSION staff. Substandard performance, as determined by COMMISSION and COMMISSION staff, will constitute non-compliance with this Contract. If action to correct such substandard performance is not taken by GRANTEE within a reasonable period of time after notification by COMMISSION staff, the COMMISSION may initiate Contract suspension or termination procedures. Budget Reporting and Audits: GRANTEE shall use funds derived from this Contract as outlined in the approved Budget for each funding year. Amendments to the proposed budget may be made with prior written approval of the COMMISSION. Funds provided by the COMMISSION shall be accounted for separately in the GRANTEE’s books and records. A systematic accounting record shall be kept by the GRANTEE of the receipt and disbursement of funds. The GRANTEE shall retain original substantiating documents related to grant expenditures and make these records available for the COMMISSION’s review upon request. These documents and records shall be retained for at least three years from the completion of this Contract. The COMMISSION, or a designated representative, reserves the right, upon written notice, to audit the GRANTEE’s books and records relating to the expenditure of any funds provided by the COMMISSION. GRANTEE shall provide all books and records within a minimum of fifteen (15) days upon receipt of written notice from the COMMISSION. If COMMISSION requires an audit due to errors on the part of the GRANTEE, GRANTEE shall be liable for the costs of the audit in addition to any other penalty imposed. 7. No Acts Contrary to Law Nothing contained in this Contract shall be construed to require the COMMISSION of any act contrary to law and whenever there is any conflict between any provision of this Contract and any statute, law, ordinance or regulation, contrary to which the parties have no legal right to contract, then the latter shall prevail. In such event, however, the provisions of this Contract so affected shall be curtailed and limited only to the extent necessary to bring it within the pertinent legal requirements. 8. Confidentiality All information and records obtained in the course of providing services under this agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program. Both parties shall comply with State and Federal requirements regarding confidential information. 9. Non-discrimination In rendering the services contemplated by this Contract, the GRANTEE will not discriminate against any employee or applicant for handicap, age, marital status, sexual orientation, or veteran status. The GRANTEE will comply with Title IV of the Civil Rights Act of 1964 and will provide such reports as may be required to carry out the intent of this section. Item 6.1 ---PAGE BREAK--- 10. Notice All notices pursuant to this Contract shall be sent to the parties by registered mail, return receipt requested, as follows: GRANTEE: Alpine County Office of Education 43 Hawkside Dr. Markleeville, CA 96120 COMMISSION: First 5 Alpine 75A Diamond Valley Road Markleeville, CA 96120 10. Severability If any provision of the Contract is held by a court of competent jurisdiction to be invalid, illegal or unenforceable by reason of any rule of law or public policy, all other provisions of this Contract shall nevertheless remain in effect. No provision of this Contract shall be deemed dependent upon the other provisions unless so expressed herein. 11. Entire Agreement This Contract contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or contracts. 12. Availability of Funds This Contract is subject to the budget and fiscal provisions of the California Children and Families COMMISSION. If for any reason the Children and Families COMMISSION does not make sufficient tobacco tax funds available to the COMMISSION at the funding level provided in this Contract and /or there is a legal ruling that renders the COMMISSION unable to disburse the funds in the COMMISSION’s trust fund, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. This Contract will terminate without penalty, liability or expense of any kind to the COMMISSION at the end of the fiscal year in the event funds are not appropriated for the next succeeding fiscal year. If funds are appropriated for a portion of the fiscal year, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. The COMMISSION has no obligations to make appropriations for this Contract in lieu of appropriations for new or other agreements. The COMMISSIONs budget decisions are subject to the discretion of the Commissioners. The COMMISSION shall make a good faith effort to fund this Contract. GRANTEE’s assumption of risk of possible non-appropriation is part of the consideration for this Contract. Item 6.1 ---PAGE BREAK--- 13. Insurance Requirements GRANTEE shall provide at its own expense and maintain at all times the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the COMMISSION as may be required. The GRANTEE shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the COMMISSION by registered mail, return receipt requested, for all of the following insurance policies. A. Worker’s Compensation – in compliance with the statutes of the State of California. B. General Liability – insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury $100,000 for property damage. This insurance shall indicate on the certificate of insurance the following coverages and indicate the policy aggregate limit applying to premises and operations and broad from contractual. C. Automotive Liability- insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. This insurance coverage shall not be required if vehicle use by GRANTEE is not a material part of the performances of this Contract and GRANTEE and COMMISSION both certify to this fact by initialing here. / 14. Hold Harmless The GRANTEE shall hold the COMMISSION, its agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses, and damages for every cause, including but not limited to injury to person or property, and related costs and expenses, including reasonable attorney fees, arising directly or indirectly out of any act or omission of GRANTEE, their agents, officers, employees, or volunteers, during the performance of its obligations under this Contract. The COMMISSION shall hold the GRANTEE, their agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses and damages for every cause, including reasonable attorney fees, arising directly or indirectly out of any act or omission of COMMISSION, its agents, COMMISSION member, employees or volunteers, during the performance of its obligations under this Contract. 15. Termination for Non-payment If COMMISSION fails to make any payment to GRANTEE hereunder within thirty (30) days following GRANTEE’s notice to COMMISSION of non-payment, GRANTEE, among other rights and remedies pursuant to this Contract or otherwise available at law or in equity, shall have the right to terminate this Contract immediately. Failure to terminate this Contract shall not waive any breach of this Contract. A waiver of any breach of this Contract shall not constitute a waiver of any future breaches of this Contract, whether of a similar or dissimilar nature. Item 6.1 ---PAGE BREAK--- 16. Rights upon termination In the event of the termination of this Contract, GRANTEE shall immediately be reimbursed for all project costs therefore for which reimbursement is required under the Contract and otherwise. The right to terminate this Contract and to receive payment of any amounts owing as of the effective date of termination shall be in addition to any other remedy available at law or in equity. 17. Duty to cooperate The parties acknowledge that their mutual cooperation is critical to the ability of the GRANTEE to perform its duties hereunder successfully and efficiently. Accordingly, each party agrees to cooperate with the other fully in formulating and implementing goals and objectives, which are in COMMISSION’s best interest. 18. Amendment Only a writing signed by both parties may modify or amend this Contract. 19. Assignment The rights, responsibilities and duties under this contract are personal to the GRANTEE and may not be transferred or assigned without the express prior written consent of the COMMISSION. This Contract shall be binding upon, enforceable by, and shall inure to the benefit of the parties and their successors, assigns, and or subtenants. 20. Governing Law and Venue This Contract shall be governed by and construed, interpreted and enforced pursuant to the laws of the state of California venue on County of Alpine. The venue for any legal disputes or litigation shall be in the County of Alpine. 21. No Waiver The failure to exercise any right to enforce any remedy contained in this Contract shall not operate as to be construed to be a waiver or relinquishment of such right or remedy, or of any other right or remedy herein contained. 22. Enforceability and Severability The invalidity or enforceability of any term or provisions of this Contract shall not, unless otherwise specified, affect the validity or the enforceability of any other term or provision, which shall remain in full force and effect. 23. Headings and Gender The headings and other captions contained in this Contract are for convenience of reference only and shall not be used in interpreting, construing or enforcing of any provisions in this Contract. Whenever the context requires, the gender of all the words used herein shall include the masculine, feminine and neutral, and the number of all words shall include the singular and the plural. This Contract has been prepared through the efforts of all parties hereto and shall not be construed against any party as the draftsman. Item 6.1 ---PAGE BREAK--- 23. Counterpart Signatures This Contract may be executed in one or more counterparts (facsimile transmission or otherwise), each of which shall be original Contract, and all of which shall together constitute but one Contract. 24. No Third-Party Beneficiary None of the provisions contained in this Contract are intended by the parties nor shall they be deemed to confer any benefit on any person not a party to this Contract. 25. Interpretation It is the intent of the parties that this Contract be interpreted reasonably and so as to carry out its express terms. Therefore, no presumption shall arise from the identity of the drafter. 26. Termination Either party on 60-days written notice of intention may terminate this Contract. Notice of termination shall be by written notice to the other parties and be sent by registered mail. In the event of early termination, GRANTEE will pass on all equipment purchased from COMMISSION funds to another organization or business selected by the COMMISSION. 27. Changes in Condition GRANTEE agrees to provide immediate written notice to the COMMISSION if significant changes or events occur during the term of this award which could potentially impact the progress or outcome of the contract. Contract payments may be discontinued, modified, or withheld at the discretion of the COMMISSION pursuant to a change in law or a material adverse change in the GRANTEE’s condition. 28. Reference to Rules and Laws Any amendments to or changes of the laws, regulations, and policies applicable to this Contract shall be binding upon both the COMMISSION and the GRANTEE. 29. Use of Funds The entire Contract shall be expended for the purpose(s) stated above and in the grant proposal originally provided to the COMMISSION and in accordance with the submitted budget, except as may be modified with the prior consent of the COMMISSION. Unapproved line items of changes to the original budget will not be paid by the COMMISSION without written consent and approval. 30. Payment Schedule GRANTEE agrees that all funds awarded to GRANTEE shall remain on deposit with the First 5 Alpine fiscal agent and that all payments of funds to the GRANTEE shall be made by and through the First 5 Alpine fiscal agent, upon approval by the COMMISSION Chair and the COMMISSION Executive Director, according to the following schedule: Item 6.1 ---PAGE BREAK--- Funds Allocation and Timeline August 2020– June 2021 2020/2021 Scope of Work & Evaluation Plans completed and approved June 2020 Contract Signed August 2020 Payments to be made upon each invoice received during the service period August 2020-June 2021 Final Evaluation Report and invoices due July 31, 2021 Contract period ends June 30, 2021 GRANTEE agrees to spend funds as outlined in the approved budget for each funding year. The COMMISSION will not pay for unauthorized services rendered by the GRANTEE, nor for claimed services which COMMISSION grant monitoring shows have not been provided as authorized. If COMMISSION has advanced funds for services later determined to have not been provided, GRANTEE shall refund requested amounts within five days of demand by COMMISSION. The COMMISSION has the option of offsetting such amounts against future payments due to GRANTEE. IN WITNESS WHEREOF, the parties hereto have executed this Contract on . GRANTEE COMMISSION Mathew Strahl, Superintendent Dr. Richard Johnson, M.D., Chairperson Alpine County Office of Education Alpine County Children and Families Commission (First 5 Alpine) Date: Date: Approved as to Form: By: _ Margaret Long, County Counsel Item 6.1 ---PAGE BREAK--- Attachment A Fiscal Year 2020-2021 AELC Program Description The Alpine Early Learning Center (AELC) is the only licensed child care center serving families in Alpine County. It provides early care and education to the children as young as 6 weeks old, and continues to serve them until they enter transitional or traditional kindergarten through the following programs: Infant program The infant program is offered to the youngest of children, 6 week old, and toddlers who have not reached 2 years of age. The program operates year-round, and provides services using the CLASS Observation Tool. This describes two broad domains of effective teacher-child interactions: Emotional and Behavior Support and Engaged Support for Learning ; meeting infants individual developmental needs. California State Preschool Program (CSPP) The California State Preschool Program is offered to all income-eligible families. The program utilizes a curriculum that is based on the California Preschool learning Foundations and Frameworks to ensure that children are ready to enter kindergarten Breakfast and lunch is provided by the County Office of Education in partnership with the National Food Program. Healthy snacks are also provided in the afternoon. Preschool/Toddler Program Families, who don’t qualify for State Preschool, can enroll their children into the AELC preschool program. The preschool program is provided to young children getting ready to enter kindergarten. AELC focuses on social/emotional development. Additionally, we promote math, literacy and writing skills. The program operates on the traditional school calendar year of Diamond Valley Elementary School. The District offers bus transportation to and from school. Use of Best Practice Elements Description Environmental Rating Scales (ECERS/ITERS) Environmental Rating Scales are designed to assess process quality in an early childhood setting. Process quality consists of the various interactions that go on in a classroom between; staff and children; staff, parents, and other adults; among the children themselves; and the interactions children have with the many materials and activities in the environment. Process quality also consists of features such as space, schedule, and materials that support these interactions. Process quality is assessed primarily though rater observations. The AELC utilizes the Infant Environmental Rating Scales (ITERS) and the Early Childhood Environmental Rating Scales (ECERS) tools in their programs. Desired Results Developmental Profile The DRDP (2015) assessment instruments are designed for teachers to observe, document, and reflect on the learning, development, and progress of children birth through 12 years of age who are enrolled in early care, and education programs, and before-and-after-school programs. The assessment results are intended to be used by the teacher to plan curriculum for individual children and groups of children Item 6.1 ---PAGE BREAK--- and to guide continuous program improvement. Kindergarten Readiness Assessment Readiness at kindergarten entry is an important indicator for later success, being linked to third-grade reading scores and beyond. Through assessments, a child’s entry readiness can be determined. The teacher is then able to align lesson plans to the domain a child may need additional support. Developmental Screenings The implementation of well-performed screening can be useful in the early identification of children with possible developmental delays. AELC utilizes the Ages and Stages Questionnaire (ASQ). The ASQ is a general developmental screening tool which is used with parents to assess age-specific development in the following domains: communication, gross motor, fine motor, problem-solving, and personal adaptive skills. Item 6.1 ---PAGE BREAK--- Attachment B Item 6.1 ---PAGE BREAK--- Item 6.2 Contract for Administering the Child Care Program by and between Bear Valley Parents Group and The Alpine County Children and Families Commission (First 5 Alpine) A. Parties THIS CONTRACT is made and entered into by and between Bear Valley Parents Group, hereinafter referred to as “GRANTEE”, and The Alpine County Children and Families Commission (First 5 Alpine), hereinafter referred to as “COMMISSION”. B. Recitals This Contract is made with reference to the following facts: 1. WHEREAS, THE COMMISSION developed the 2014-2020 Strategic Plan consistent with the First 5 California guidelines on funding local child development programs and services with public input to meet local needs. 2. WHEREAS, THE COMMISSION has allocated funds under the Strategic Plan Goal #1 Increase School Readiness for Children. 3. WHEREAS, THE COMMISSION at their August 2020 regular meeting voted to allocate the amount of $37,800 from the 2020-21 budget to the GRANTEE to support Increase School Readiness for Children throughout the 2020-2021 fiscal year. 4. WHEREAS, the COMMISSION is authorized by the California Children and Families Act of 1998 (“the Act”) to expend moneys allocated to it for the purposes authorized by the Act and by the Commission’s 2014-2020 strategic plan for the support and improvement of early childhood development in Alpine County. 5. WHEREAS, the COMMISSION has taken formal action authorizing a contract to GRANTEE in the amount of $37,800 subject to the terms and conditions set forth in this Contract. 6. WHEREAS, this First 5 Alpine Commission 2020-2021 Strategic Plan money may only be used to expand or enhance existing programs or to initiate services or programs benefiting children prenatal to age five. The funds may not be used to supplant other funds. The 2014-2020 Strategic Plan will expire on December 31, 2020 and a new 2020-2023 Strategic Plan will be adopted; however, this Contract is based on the 2014-2020 Strategic Plan. ---PAGE BREAK--- Item 6.2 C. Agreement NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed as follows: 1. Term The Contract period shall be from July 1, 2020 through June 30, 2021. This Contract is made with the understanding that the COMMISSION has no obligation to provide other or additional support or grants to the GRANTEE. 2. Relationship GRANTEE agrees to collaborate with the COMMISSION and staff on the implementation, monitoring and evaluation of this program and to comply with any and all reporting and evaluation requirements set forth in this Contract. It is expressly understood that in the performances of the services herein, the GRANTEE, and the agents and employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of the COMMISSION. 3. Services The purpose of this Contract is for the provision of child development services to the County of Alpine with a priority for services given to “Essential Workers” during a declared local, state or federal emergency. GRANTEE shall provide the services set forth in the Project Summary, attached hereto. GRANTEE shall perform all duties and functions as submitted by the COMMISSION and as stated in the more detailed Project Summary as specified in Attachment A, attached hereto and incorporated herein, approved for each funding year. GRANTEE shall manage and account for funds as outlined in section 5 of this Contract and shall include a Budget as detailed in Attachment B, attached hereto and incorporated herein, for the 2020-2021 fiscal year. 4. Devotion of Working Time COMMISSION staff shall devote such of their working time and attention as is reasonably necessary in the performance of tasks assigned by COMMISSION. During the term of this Contract, GRANTEE shall not, without written consent of the COMMISSION, directly engage in any activities, which represent a conflict of interest with the business of the COMMISSION, whether alone, as a partner, or as an officer, director, employee or shareholder of any corporation, or as a trustee, fiduciary or other representative of any entity. 5. License, insurance and standards GRANTEE shall be responsible for all licenses, insurance, permits, qualification and approvals of whatever nature that are legally required to implement the program. 6. Performance Accountability Evaluation Reporting: Reports will be required as outlined in the Payment Schedule below (page using reporting methods and formats developed and approved in the Commission’s Evaluation Plan. In addition, COMMISSION may require GRANTEE to complete additional evaluation reporting requirements approved and required by the COMMISSION or by the California State Children and Families COMMISSION during the Contract period. Program evaluation components may be modified by GRANTEE with prior consultation and approval by COMMISSION staff. ---PAGE BREAK--- Item 6.2 Substandard performance, as determined by COMMISSION and COMMISSION staff, will constitute non- compliance with this Contract. If action to correct such substandard performance is not taken by GRANTEE within a reasonable period of time after notification by COMMISSION staff, the COMMISSION may initiate Contract suspension or termination procedures. Budget Reporting and Audits: GRANTEE shall use funds derived from this Contract as outlined in the approved Budget for each funding year. Amendments to the proposed budget may be made with prior written approval of the COMMISSION. Funds provided by the COMMISSION shall be accounted for separately in the GRANTEE’s books and records. A systematic accounting record shall be kept by the GRANTEE of the receipt and disbursement of funds. The GRANTEE shall retain original substantiating documents related to grant expenditures and make these records available for the COMMISSION’s review upon request. These documents and records shall be retained for at least three years from the completion of this Contract. The COMMISSION, or a designated representative, reserves the right, upon written notice, to audit the GRANTEE’s books and records relating to the expenditure of any funds provided by the COMMISSION. GRANTEE shall provide all books and records within a minimum of fifteen (15) days upon receipt of written notice from the COMMISSION. If COMMISSION requires an audit due to errors on the part of the GRANTEE, GRANTEE shall be liable for the costs of the audit in addition to any other penalty imposed. 7. No Acts Contrary to Law Nothing contained in this Contract shall be construed to require the COMMISSION of any act contrary to law and whenever there is any conflict between any provision of this Contract and any statute, law, ordinance or regulation, contrary to which the parties have no legal right to contract, then the latter shall prevail. In such event, however, the provisions of this Contract so affected shall be curtailed and limited only to the extent necessary to bring it within the pertinent legal requirements. 8. Confidentiality All information and records obtained in the course of providing services under this agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program. Both parties shall comply with State and Federal requirements regarding confidential information. 9. Non-discrimination In rendering the services contemplated by this Contract, the GRANTEE will not discriminate against any employee or applicant for handicap, age, marital status, sexual orientation, or veteran status. The GRANTEE will comply with Title IV of the Civil Rights Act of 1964 and will provide such reports as may be required to carry out the intent of this section. 10. Notice All notices pursuant to this Contract shall be sent to the parties by registered mail, return receipt requested, as follows: ---PAGE BREAK--- Item 6.2 GRANTEE: Bear Valley Parents Group P.O. Box 5186 Bear Valley, CA 95223 COMMISSION: First 5 Alpine 75A Diamond Valley Road Markleeville, CA 96120 10. Severability If any provision of the Contract is held by a court of competent jurisdiction to be invalid, illegal or unenforceable by reason of any rule of law or public policy, all other provisions of this Contract shall nevertheless remain in effect. No provision of this Contract shall be deemed dependent upon the other provisions unless so expressed herein. 11. Entire Agreement This Contract contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or contracts. 12. Availability of Funds This Contract is subject to the budget and fiscal provisions of the California Children and Families COMMISSION. If for any reason the Children and Families COMMISSION does not make sufficient tobacco tax funds available to the COMMISSION at the funding level provided in this Contract and /or there is a legal ruling that renders the COMMISSION unable to disburse the funds in the COMMISSION’s trust fund, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. This Contract will terminate without penalty, liability or expense of any kind to the COMMISSION at the end of the fiscal year in the event funds are not appropriated for the next succeeding fiscal year. If funds are appropriated for a portion of the fiscal year, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. The COMMISSION has no obligations to make appropriations for this Contract in lieu of appropriations for new or other agreements. The COMMISSIONs budget decisions are subject to the discretion of the Commissioners. The COMMISSION shall make a good faith effort to fund this Contract. GRANTEE’s assumption of risk of possible non-appropriation is part of the consideration for this Contract. 13. Insurance Requirements GRANTEE shall provide at its own expense and maintain at all times the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the COMMISSION as may be required. The GRANTEE shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the COMMISSION by registered mail, return receipt requested, for all of the following insurance policies. A. Worker’s Compensation – in compliance with the statutes of the State of California. ---PAGE BREAK--- Item 6.2 B. General Liability – insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury $100,000 for property damage. This insurance shall indicate on the certificate of insurance the following coverages and indicate the policy aggregate limit applying to premises and operations and broad from contractual. C. Automotive Liability- insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. This insurance coverage shall not be required if vehicle use by GRANTEE is not a material part of the performances of this Contract and GRANTEE and COMMISSION both certify to this fact by initialing here. / 14. Hold Harmless The GRANTEE shall hold the COMMISSION, its agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses, and damages for every cause, including but not limited to injury to person or property, and related costs and expenses, including reasonable attorney fees, arising directly or indirectly out of any act or omission of GRANTEE, their agents, officers, employees, or volunteers, during the performance of its obligations under this Contract. The COMMISSION shall hold the GRANTEE, their agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses and damages for every cause, including reasonable attorney fees, arising directly or indirectly out of any act or omission of COMMISSION, its agents, COMMISSION member, employees or volunteers, during the performance of its obligations under this Contract. 15. Termination for Non-payment If COMMISSION fails to make any payment to GRANTEE hereunder within thirty (30) days following GRANTEE’s notice to COMMISSION of non-payment, GRANTEE, among other rights and remedies pursuant to this Contract or otherwise available at law or in equity, shall have the right to terminate this Contract immediately. Failure to terminate this Contract shall not waive any breach of this Contract. A waiver of any breach of this Contract shall not constitute a waiver of any future breaches of this Contract, whether of a similar or dissimilar nature. 16. Rights upon termination In the event of the termination of this Contract, GRANTEE shall immediately be reimbursed for all project costs therefore for which reimbursement is required under the Contract and otherwise. The right to terminate this Contract and to receive payment of any amounts owing as of the effective date of termination shall be in addition to any other remedy available at law or in equity. 17. Duty to cooperate The parties acknowledge that their mutual cooperation is critical to the ability of the GRANTEE to perform its duties hereunder successfully and efficiently. Accordingly, each party agrees to cooperate with the other fully in formulating and implementing goals and objectives, which are in COMMISSION’s best interest. ---PAGE BREAK--- Item 6.2 18. Amendment Only a writing signed by both parties may modify or amend this Contract. 19. Assignment The rights, responsibilities and duties under this contract are personal to the GRANTEE and may not be transferred or assigned without the express prior written consent of the COMMISSION. This Contract shall be binding upon, enforceable by, and shall inure to the benefit of the parties and their successors, assigns, and or subtenants. 20. Governing Law and Venue This Contract shall be governed by and construed, interpreted and enforced pursuant to the laws of the state of California venue on County of Alpine. The venue for any legal disputes or litigation shall be in the County of Alpine. 21. No Waiver The failure to exercise any right to enforce any remedy contained in this Contract shall not operate as to be construed to be a waiver or relinquishment of such right or remedy, or of any other right or remedy herein contained. 22. Enforceability and Severability The invalidity or enforceability of any term or provisions of this Contract shall not, unless otherwise specified, affect the validity or the enforceability of any other term or provision, which shall remain in full force and effect. 23. Headings and Gender The headings and other captions contained in this Contract are for convenience of reference only and shall not be used in interpreting, construing or enforcing of any provisions in this Contract. Whenever the context requires, the gender of all the words used herein shall include the masculine, feminine and neutral, and the number of all words shall include the singular and the plural. This Contract has been prepared through the efforts of all parties hereto and shall not be construed against any party as the draftsman. 23. Counterpart Signatures This Contract may be executed in one or more counterparts (facsimile transmission or otherwise), each of which shall be original Contract, and all of which shall together constitute but one Contract. 24. No Third-Party Beneficiary None of the provisions contained in this Contract are intended by the parties nor shall they be deemed to confer any benefit on any person not a party to this Contract. 25. Interpretation It is the intent of the parties that this Contract be interpreted reasonably and so as to carry out its express terms. Therefore, no presumption shall arise from the identity of the drafter. 26. Termination Either party on 60-days written notice of intention may terminate this Contract. Notice of termination shall be by written notice to the other parties and be sent by registered mail. In the event of early termination, ---PAGE BREAK--- Item 6.2 GRANTEE will pass on all equipment purchased from COMMISSION funds to another organization or business selected by the COMMISSION. 27. Changes in Condition GRANTEE agrees to provide immediate written notice to the COMMISSION if significant changes or events occur during the term of this award which could potentially impact the progress or outcome of the contract. Contract payments may be discontinued, modified, or withheld at the discretion of the COMMISSION pursuant to a change in law or a material adverse change in the GRANTEE’s condition. 28. Reference to Rules and Laws Any amendments to or changes of the laws, regulations, and policies applicable to this Contract shall be binding upon both the COMMISSION and the GRANTEE. 29. Use of Funds The entire Contract shall be expended for the purpose(s) stated above and in the grant proposal originally provided to the COMMISSION and in accordance with the submitted budget, except as may be modified with the prior consent of the COMMISSION. Unapproved line items of changes to the original budget will not be paid by the COMMISSION without written consent and approval. 30. Payment Schedule GRANTEE agrees that all funds awarded to GRANTEE shall remain on deposit with the First 5 Alpine fiscal agent and that all payments of funds to the GRANTEE shall be made by and through the First 5 Alpine fiscal agent, upon approval by the COMMISSION Chair and the COMMISSION Executive Director, according to the following schedule: Funds Allocation and Timeline August 2020– June 2021 2020/2021 Scope of Work & Evaluation Plans completed and approved June 2020 Contract Signed August 2020 Payments to be made upon each invoice received during the service period August 2020-June 2021 Final Evaluation Report and invoices due July 31, 2021 Contract period ends June 30, 2021 GRANTEE agrees to spend funds as outlined in the approved budget for each funding year. The COMMISSION will not pay for unauthorized services rendered by the GRANTEE, nor for claimed services which COMMISSION grant monitoring shows have not been provided as authorized. If COMMISSION has advanced funds for services later determined to have not been provided, GRANTEE shall refund requested amounts within five days of demand by COMMISSION. The COMMISSION has the option of offsetting such amounts against future payments due to GRANTEE. [signature page to follow] ---PAGE BREAK--- Item 6.2 IN WITNESS WHEREOF, the parties hereto have executed this Contract on . GRANTEE COMMISSION Amber Samons, President Dr. Richard O. Johnson Bear Valley Parents Group Chair, First 5 Alpine Commission Date: _ Date: Approved as to Form: By: _ Margaret Long, Counsel ---PAGE BREAK--- Item 6.2 Attachment A During the 2020-2021 school year, Busy Bears Playschool will continue to operate during the existing hours, serving the community on Mondays, Tuesdays, Thursdays and Fridays from 9 am to 5 pm. We will be operating out of our current space in the village center due to storm damage to the Perry Walther Building. We anticipate our enrollment to be around 10 students (which is our maximum enrollment for our current space). We will be serving 8 families that live and work in our community. We are anticipating enrollment as follows, 5-3year olds, 2- 5year olds (after school), 2-1year olds, and 1- 4year old for the coming year. We sent out ASQs in the spring and will send them out again in the fall. For the time being, we are continuing to use curriculum materials from Sing, Spell, Read and Write as well as supplemental materials. We will continue our daily schedule which includes circle time, crafts, as well as dance and movement activities and outdoor play (weather permitting). We hope to continue working with Alpine County Behavioral Health Services to host Parent Child craft and activity nights. We have done (and will do again) community clean-up with the kids to help teach recycling and environmental stewardship. We continue to utilize our access to the outdoors as much as weather will permit. Additionally, we have several seasonal field trips planned, as in years past, such as the fall field trip to Cover’s Apple Ranch. ---PAGE BREAK--- Item 6.2 Attachment B Busy Bears Teachers - 2 Full teachers ($19/hr) 1 part time ($15/hr) - Total 80 hours/week $72,800.00 $21,720.40 Total Salaries TOTAL PERSONNEL $21,720.40 General Operating Expenses- Payroll service & Bank Fees $1,300.00 Insurance/Workers Comp, Property & Liability $7,059.60 Office supplies for program operations, Cleaning Supplies, Paper, Ink, COVID compliance, Quickbooks $1,600.00 Educational Materials - Funshine Express, Crafts supplies $1,800.00 Trainings/Field Trips $800.00 Travel/Training Mileage based on a rate of .575/mile $275.00 Snacks $300.00 Other Expenses - Accountant & Taxes $545.00 Rent $200/mo includes PG&E $2,400.00 TOTAL Operating Expenses $16,079.60 TOTAL ALL EXPENSES $37,800.00 ---PAGE BREAK--- Item 6.3 1 Contract for Administering the Alpine Parent Education Series by and between Choices for Children and The Alpine County Children and Families Commission (First 5 Alpine) A. Parties THIS CONTRACT is made and entered into by and between Choices for Children, hereinafter referred to as “GRANTEE”, and The Alpine County Children and Families Commission (First 5 Alpine), hereinafter referred to as “COMMISSION”. B. Recitals This Contract is made with reference to the following facts: 1. WHEREAS, THE COMMISSION developed the 2014-2020 Strategic Plan consistent with the First 5 California guidelines on funding local child development programs and services with public input to meet local needs. 2. WHEREAS, THE COMMISSION has allocated funds under the Strategic Plan Goal Improved Family Functioning. 3. WHEREAS, THE COMMISSION at their June 2020 regular meeting voted to allocate the amount of $2,577 from the 2020-21 budget to the GRANTEE to support family engagement and education throughout the 2020-2021 fiscal year. 4. WHEREAS, the COMMISSION is authorized by the California Children and Families Act of 1998 (“the Act”) to expend moneys allocated to it for the purposes authorized by the Act and by the Commission’s 2014-2020 strategic plan for the support and improvement of early childhood development in Alpine County. 5. WHEREAS, the COMMISSION has taken formal action authorizing a contract to GRANTEE in the amount of $2,577subject to the terms and conditions set forth in this Contract. 6. WHEREAS, this First 5 Alpine Commission 2020-2021 Strategic Plan money may only be used to expand or enhance existing programs or to initiate services or programs benefiting children prenatal to age five. The funds may not be used to supplant other funds. The 2014-2020 Strategic Plan will expire on December 31, 2020 and a new 2020-2023 Strategic Plan will be adopted; however, this Contract is based on the 2014-2020 Strategic Plan. ---PAGE BREAK--- Item 6.3 2 C. Agreement NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed as follows: 1. Term The Contract period shall be from July 1, 2020 through June 30, 2021. This Contract is made with the understanding that the COMMISSION has no obligation to provide other or additional support or grants to the GRANTEE. 2. Relationship GRANTEE agrees to collaborate with the COMMISSION and staff on the implementation, monitoring and evaluation of this program and to comply with any and all reporting and evaluation requirements set forth in this Contract. It is expressly understood that in the performances of the services herein, the GRANTEE, and the agents and employees thereof, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of the COMMISSION. 3. Services The purpose of this Contract is for the provision of Preschool services to the County of Alpine. GRANTEE shall provide the services set forth in the Project Summary, attached hereto. GRANTEE shall perform all duties and functions as submitted by the COMMISSION and as stated in the more detailed Project Summary as specified in Attachment A, attached hereto and incorporated herein, approved for each funding year. GRANTEE shall prepare and deliver an Evaluation Plan/Report as specified in Attachment B, attached hereto and incorporated herein, as outlined in this Contract for each funding year. GRANTEE shall manage and account for funds as outlined in section 5 of this Contract and shall include a Budget as detailed in Attachment C, attached hereto and incorporated herein, for the 2020- 2021 fiscal year. 4. Devotion of Working Time COMMISSION staff shall devote such of their working time and attention as is reasonably necessary in the performance of tasks assigned by COMMISSION. During the term of this Contract, GRANTEE shall not, without written consent of the COMMISSION, directly engage in any activities, which represent a conflict of interest with the business of the COMMISSION, whether alone, as a partner, or as an officer, director, employee or shareholder of any corporation, or as a trustee, fiduciary or other representative of any entity. 5. License, insurance and standards GRANTEE shall be responsible for all licenses, insurance, permits, qualification and approvals of whatever nature that are legally required to implement the program. 6. Performance Accountability Evaluation Reporting: Reports will be required as outlined in the Payment Schedule below (page using reporting methods and formats developed and approved in the Commission’s Evaluation Plan. ---PAGE BREAK--- Item 6.3 3 In addition, COMMISSION may require GRANTEE to complete additional evaluation reporting requirements approved and required by the COMMISSION or by the California State Children and Families COMMISSION during the Contract period. Program evaluation components may be modified by GRANTEE with prior consultation and approval by COMMISSION staff. Substandard performance, as determined by COMMISSION and COMMISSION staff, will constitute non-compliance with this Contract. If action to correct such substandard performance is not taken by GRANTEE within a reasonable period of time after notification by COMMISSION staff, the COMMISSION may initiate Contract suspension or termination procedures. Budget Reporting and Audits: GRANTEE shall use funds derived from this Contract as outlined in the approved Budget for each funding year. Amendments to the proposed budget may be made with prior written approval of the COMMISSION. Funds provided by the COMMISSION shall be accounted for separately in the GRANTEE’s books and records. A systematic accounting record shall be kept by the GRANTEE of the receipt and disbursement of funds. The GRANTEE shall retain original substantiating documents related to grant expenditures and make these records available for the COMMISSION’s review upon request. These documents and records shall be retained for at least three years from the completion of this Contract. The COMMISSION, or a designated representative, reserves the right, upon written notice, to audit the GRANTEE’s books and records relating to the expenditure of any funds provided by the COMMISSION. GRANTEE shall provide all books and records within a minimum of fifteen (15) days upon receipt of written notice from the COMMISSION. If COMMISSION requires an audit due to errors on the part of the GRANTEE, GRANTEE shall be liable for the costs of the audit in addition to any other penalty imposed. 7. No Acts Contrary to Law Nothing contained in this Contract shall be construed to require the COMMISSION of any act contrary to law and whenever there is any conflict between any provision of this Contract and any statute, law, ordinance or regulation, contrary to which the parties have no legal right to contract, then the latter shall prevail. In such event, however, the provisions of this Contract so affected shall be curtailed and limited only to the extent necessary to bring it within the pertinent legal requirements. 8. Confidentiality All information and records obtained in the course of providing services under this agreement shall be confidential and shall not be open to examination for any purpose not directly connected to the administration of this program. Both parties shall comply with State and Federal requirements regarding confidential information. 9. Non-discrimination In rendering the services contemplated by this Contract, the GRANTEE will not discriminate against any employee or applicant for handicap, age, marital status, sexual orientation, or veteran status. The GRANTEE will comply with Title IV of the Civil Rights Act of 1964 and will provide such reports as may be required to carry out the intent of this section. 10. Notice All notices pursuant to this Contract shall be sent to the parties by registered mail, return receipt requested, as follows: ---PAGE BREAK--- Item 6.3 4 GRANTEE: Choices for Children 1029 Takela Drive #1 South Lake Tahoe, CA 96150 COMMISSION: First 5 Alpine 75A Diamond Valley Road Markleeville, CA 96120 10. Severability If any provision of the Contract is held by a court of competent jurisdiction to be invalid, illegal or unenforceable by reason of any rule of law or public policy, all other provisions of this Contract shall nevertheless remain in effect. No provision of this Contract shall be deemed dependent upon the other provisions unless so expressed herein. 11. Entire Agreement This Contract contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or contracts. 12. Availability of Funds This Contract is subject to the budget and fiscal provisions of the California Children and Families COMMISSION. If for any reason the Children and Families COMMISSION does not make sufficient tobacco tax funds available to the COMMISSION at the funding level provided in this Contract and /or there is a legal ruling that renders the COMMISSION unable to disburse the funds in the COMMISSION’s trust fund, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. This Contract will terminate without penalty, liability or expense of any kind to the COMMISSION at the end of the fiscal year in the event funds are not appropriated for the next succeeding fiscal year. If funds are appropriated for a portion of the fiscal year, this Contract will terminate, without penalty, liability or expense of any kind at the end of the term for which funds are appropriated. The COMMISSION has no obligations to make appropriations for this Contract in lieu of appropriations for new or other agreements. The COMMISSIONs budget decisions are subject to the discretion of the Commissioners. The COMMISSION shall make a good faith effort to fund this Contract. GRANTEE’s assumption of risk of possible non-appropriation is part of the consideration for this Contract. 13. Insurance Requirements GRANTEE shall provide at its own expense and maintain at all times the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the COMMISSION as may be required. The GRANTEE shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the COMMISSION by registered mail, return receipt requested, for all of the following insurance policies. A. Worker’s Compensation – in compliance with the statutes of the State of California. B. General Liability – insurance with a minimum limit of liability per occurrence of ---PAGE BREAK--- Item 6.3 5 $1,000,000 for bodily injury $100,000 for property damage. This insurance shall indicate on the certificate of insurance the following coverages and indicate the policy aggregate limit applying to premises and operations and broad from contractual. C. Automotive Liability- insurance with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. This insurance coverage shall not be required if vehicle use by GRANTEE is not a material part of the performances of this Contract and GRANTEE and COMMISSION both certify to this fact by initialing here. / 14. Hold Harmless The GRANTEE shall hold the COMMISSION, its agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses, and damages for every cause, including but not limited to injury to person or property, and related costs and expenses, including reasonable attorney fees, arising directly or indirectly out of any act or omission of GRANTEE, their agents, officers, employees, or volunteers, during the performance of its obligations under this Contract. The COMMISSION shall hold the GRANTEE, their agents, officers, employees, and volunteers, harmless from, save, defend and indemnify the same against, any and all claims, losses and damages for every cause, including reasonable attorney fees, arising directly or indirectly out of any act or omission of COMMISSION, its agents, COMMISSION member, employees or volunteers, during the performance of its obligations under this Contract. 15. Termination for Non-payment If COMMISSION fails to make any payment to GRANTEE hereunder within thirty (30) days following GRANTEE’s notice to COMMISSION of non-payment, GRANTEE, among other rights and remedies pursuant to this Contract or otherwise available at law or in equity, shall have the right to terminate this Contract immediately. Failure to terminate this Contract shall not waive any breach of this Contract. A waiver of any breach of this Contract shall not constitute a waiver of any future breaches of this Contract, whether of a similar or dissimilar nature. 16. Rights upon termination In the event of the termination of this Contract, GRANTEE shall immediately be reimbursed for all project costs therefore for which reimbursement is required under the Contract and otherwise. The right to terminate this Contract and to receive payment of any amounts owing as of the effective date of termination shall be in addition to any other remedy available at law or in equity. 17. Duty to cooperate The parties acknowledge that their mutual cooperation is critical to the ability of the GRANTEE to perform its duties hereunder successfully and efficiently. Accordingly, each party agrees to cooperate with the other fully in formulating and implementing goals and objectives, which are in COMMISSION’s best interest. ---PAGE BREAK--- Item 6.3 6 18. Amendment Only a writing signed by both parties may modify or amend this Contract. 19. Assignment The rights, responsibilities and duties under this contract are personal to the GRANTEE and may not be transferred or assigned without the express prior written consent of the COMMISSION. This Contract shall be binding upon, enforceable by, and shall inure to the benefit of the parties and their successors, assigns, and or subtenants. 20. Governing Law and Venue This Contract shall be governed by and construed, interpreted and enforced pursuant to the laws of the state of California venue on County of Alpine. The venue for any legal disputes or litigation shall be in the County of Alpine. 21. No Waiver The failure to exercise any right to enforce any remedy contained in this Contract shall not operate as to be construed to be a waiver or relinquishment of such right or remedy, or of any other right or remedy herein contained. 22. Enforceability and Severability The invalidity or enforceability of any term or provisions of this Contract shall not, unless otherwise specified, affect the validity or the enforceability of any other term or provision, which shall remain in full force and effect. 23. Headings and Gender The headings and other captions contained in this Contract are for convenience of reference only and shall not be used in interpreting, construing or enforcing of any provisions in this Contract. Whenever the context requires, the gender of all the words used herein shall include the masculine, feminine and neutral, and the number of all words shall include the singular and the plural. This Contract has been prepared through the efforts of all parties hereto and shall not be construed against any party as the draftsman. 23. Counterpart Signatures This Contract may be executed in one or more counterparts (facsimile transmission or otherwise), each of which shall be original Contract, and all of which shall together constitute but one Contract. 24. No Third-Party Beneficiary None of the provisions contained in this Contract are intended by the parties nor shall they be deemed to confer any benefit on any person not a party to this Contract. 25. Interpretation It is the intent of the parties that this Contract be interpreted reasonably and so as to carry out its express terms. Therefore, no presumption shall arise from the identity of the drafter. 26. Termination Either party on 60-days written notice of intention may terminate this Contract. Notice of termination shall be by written notice to the other parties and be sent by registered mail. In the event of early termination, GRANTEE will pass on all equipment purchased from COMMISSION funds to another organization or business selected by the COMMISSION. ---PAGE BREAK--- Item 6.3 7 27. Changes in Condition GRANTEE agrees to provide immediate written notice to the COMMISSION if significant changes or events occur during the term of this award which could potentially impact the progress or outcome of the contract. Contract payments may be discontinued, modified, or withheld at the discretion of the COMMISSION pursuant to a change in law or a material adverse change in the GRANTEE’s condition. 28. Reference to Rules and Laws Any amendments to or changes of the laws, regulations, and policies applicable to this Contract shall be binding upon both the COMMISSION and the GRANTEE. 29. Use of Funds The entire Contract shall be expended for the purpose(s) stated above and in the grant proposal originally provided to the COMMISSION and in accordance with the submitted budget, except as may be modified with the prior consent of the COMMISSION. Unapproved line items of changes to the original budget will not be paid by the COMMISSION without written consent and approval. 30. Payment Schedule GRANTEE agrees that all funds awarded to GRANTEE shall remain on deposit with the First 5 Alpine fiscal agent and that all payments of funds to the GRANTEE shall be made by and through the First 5 Alpine fiscal agent, upon approval by the COMMISSION Chair and the COMMISSION Executive Director, according to the following schedule: Funds Allocation and Timeline August 2020– June 2021 2020/2021 Scope of Work & Evaluation Plans completed and approved June 2020 Contract Signed July 2020 Payments to be made upon each invoice received during the service period August 2020-June 2021 Final Evaluation Report and invoices due July 31, 2021 20201 Contract period ends June 30, 2021 GRANTEE agrees to spend funds as outlined in the approved budget for each funding year. The COMMISSION will not pay for unauthorized services rendered by the GRANTEE, nor for claimed services which COMMISSION grant monitoring shows have not been provided as authorized. If COMMISSION has advanced funds for services later determined to have not been provided, GRANTEE shall refund requested amounts within five days of demand by COMMISSION. The COMMISSION has the option of offsetting such amounts against future payments due to GRANTEE. ---PAGE BREAK--- Item 6.3 8 IN WITNESS WHEREOF, the parties hereto have executed this Contract on . GRANTEE COMMISSION Christina Barna, Senior Director Dr. Richard O. Johnson Agency Director, Choices for Children Chair, First 5 Alpine Commission Date: _ Date: Approved as to Form: By: _ Margaret Long, Counsel ---PAGE BREAK--- Item 6.3 Attachment A PROJECT SUMMARY Parenting Education courses/Presentations to be facilitated by Choices for Children, The project expands parent and caregiver parenting education through a series of 3 workshops (2 in Markleeville and 1 in Bear Valley) developed with reliance on research-based knowledge and relying on learner-centered education principles and practices. The focus of the series will be on helping parents and caregivers of children ages 0-8 years to expand their parenting knowledge/education base, adding to their communication skills and mindfulness around parenting and decisions that impact their family's wellness and mental health, as well as connecting them with First 5 Alpine, other community resources/agencies, and other parents. Ancillary impacts would include, fostering a better understanding of and relationship with the Alpine Early Learning (AELC) and Bear Valley centers, and developing potential interest in becoming Family Child Care providers. Choices for Children (CfC) will facilitate the workshops using their Parent Educator Carol Ledesma. Additionally, CfC will provide a meal/snack for each workshop. The class schedule for 2020-2021 program year is as follows: Alpine Early Learning Center Classes will be held at the ELC or Play Group on 2 dates and times as yet to be determined, starting as early as fall 2020 and concluding no later than spring of 2021. The classes will each be 1.5 - 2hours in length. The Bear Valley class will be held at a date/time as yet to be determined, in the summer or fall of 2020 or the spring of 2021. Topics to be covered in the series will draw upon broad-based topic categories and may include: • Guiding Children's Behavior • Ages & Stages of Child Development • Children's Social-Emotional Development, including trauma-informed practice • (Child, Family & Community) Health, Safety and Nutrition • Child Adult) Self-Care • Additional Emerging Topics(as influenced by parent/center/community concerns) Topics, approach, and titling of the series offerings will be sensitive to the potential stigma attached to needing parenting help. The specific topics are yet to be determined and will focus on those topics which have the most resonance with the target populations based on past knowledge of Alpine parent concerns and/or requests from funder or Center Directors and will be divided between the above mentioned dates. The Five Protective Factors will be woven into the classes as well. ---PAGE BREAK--- Item 6.3 Attachment B EVALUATION PLAN1 For both Bear Valley and Early Learning Center (ELC) presentations, each participant will be given hand- outs and support materials which will supplement and further clarify the topic of the particular meeting/training. Participants will be encouraged to adopt or put into practice something learned in class at home (Bear Valley) or at home and/or in their relationship with the Centers. Assessment of the understanding of the concepts presented will be by collection of an evaluation piece to be completed by participants. Participants will be encouraged to read the hand-outs/supplemental materials after each class meeting to reinforce concepts. The overall goal is to provide participants with research-based knowledge and curriculum to improve and enhance their parenting skills. Areas of knowledge to be shared may include ages and stages of child development, guiding children's behavior, children's social-emotional development, child (family and community) health, safety and nutrition, child (AND adult) self-care, and additional emerging topics as influenced by parent concerns. Specific knowledge, encouragement and assistance will be shared with parents/caregivers about the possibilities and benefits of pursuing a career in family child care. Outcomes are an anticipated increase in parents' application of the experiences and knowledge from the education events to their home setting; thereby improving that environment and enriching the child/caregiver relationship. Additionally, parents' further understanding will extend to their increased knowledge of center operations and policies and enhance their communication with the same, all of which will reflect in better outcomes for their child/children who attend (or could potentially attend) the programs. In all training locations, the parenting-specific competencies are expected to assist parents and caregivers in making healthy connections with their children, families and community that build a foundation for wellbeing and success in life. 1 Completed evaluations and sign-in sheets will be turned over to First 5 at the completion of the course series. ---PAGE BREAK--- Item 6.3 class Attachment C 886 1,472 0 0 0 0 0 219 - ---PAGE BREAK--- 2019-2023 STRATEGIC PLAN Item 6.4 ---PAGE BREAK--- BACKGROUND AND PURPOSE The First 5 Alpine Children and Families Commission was formed following the passage of Proposition 10, a statewide ballot initiative that added a tax on cigarette and other tobacco products to fund programs promoting early childhood development, health, and education for children birth through five and their families. Beginning in 1999, the Act required that all 58 counties establish, by local ordinance, Children and Families Commissions, appointed by the County Board of Supervisors. The intent is for each Commission to exercise local control of the funds by developing a strategic plan that best serves the individual needs of each county related to the strategic results derived directly from the Act: R E I S E I P A G E 2 • IMPROVED CHILD HEALTH: HEALTHY CHILDREN • IMPROVED FAMILY FUNCTIONING: STRONG FAMILIES • IMPROVED CHILD DEVELOPMENT: CHILDREN LEARNING AND READY FOR SCHOOL • IMPROVED SYSTEMS: INTEGRATED, CONSUMER-ORIENTED, ACCESSIBLE SERVICES This strategic plan provides an overview of Alpine County and a planned approach for First 5 Alpine in activities and investments from 2019-2023, including an overview of how the Commission intends to measure outcomes to ensure that investments are producing meaningful results. The 2019-2023 Strategic Plan seeks to: 1. ADDRESS THE MOST PRESSING NEEDS OF CHILDREN PRENATAL THROUGH AGE FIVE AND THEIR FAMILIES IN ALPINE COUNTY 2. ENHANCE LOCAL AND REGIONAL PARTNERSHIPS TO ELEVATE COLLECTIVE IMPACT AND SUPPORT FOR CHILDREN AND FAMILIES 3. ESTABLISH THE INFRASTRUCTURE FOR FUTURE CAPACITY AND SUSTAINABILITY BY LEVERAGING FUNDS AND INCREASING AND DIVERSIFYING REVENUE STREAMS Item 6.4 ---PAGE BREAK--- With less than 10 births per year, First 5 Alpine has the unique advantage of consistently serving all children 0-5 in the County. Alpine County is the smallest county in California, comprised of over 94% public land and less than 2,000 full- time residents. Although there is a surplus of a natural environment, families face limited access to businesses, services, and transportation. In Alpine County, we truly embrace the proverb, “it takes a village to raise a child” – bringing together all agencies and supports to uplift and help families to thrive. The landscape of Alpine County is vastly different from most California counties and First 5 Alpine embraces the challenge to address emerging local needs while using regional and statewide best practices to inform our strategic investments.Based on community feedback, including surveys and stakeholder groups, the top three issues were identified as: 1. ACCESS TO EARLY IDENTIFICATION OF DEVELOPMENTAL NEEDS AND INTERVENTION 2. PARENTAL KNOWLEDGE OF EARLY CHILDHOOD DEVELOPMENT AND SCHOOL READINESS 3. ACCESS TO TRANSPORTATION AND EMPLOYMENT Item 6.4 ---PAGE BREAK--- WHO WE ARE R E I S E I P A G E 4 MISSION VISION CORE VALUES All of Alpine’s children will thrive from birth and are provided a foundation for life long success. Serve as a leader and partner to provide 0-5children and families of Alpine County an environment which fosters a foundation for physical and emotional health that enhances learning and success. A commitment to creating equal opportunities for all children to develop, learn, and thrive A commitment to honoring families as the most powerful influence and first teacher for babies and young children A commitment to integrity in our investments, programs, and partnerships A commitment to collaboration to leverage collective power A commitment to being courageous and open to continuous improvement A commitment to building strong communities METHODOLOGY DEFINE ALIGN FACILITATE SUPPORT Outline desired outcomes and goals to maximize localized and statewide work Expand collaboration and key partnerships to enhance community capacity to service families and children 0-5 Be the convener and catalyst for community and family engagement and education specific to prevention and early intervention in Alpine County Promote, advocate for, and strengthen programs, services, and policies that optimize child development Item 6.4 ---PAGE BREAK--- STRATEGIC PRIORITY AREAS Goal: Resilient Families PROMOTE PARENT RESILIENCE, SOCIAL CONNECTIONS, CONCRETE SUPPORT IN TIMES OF CRISIS, AND KNOWLEDGE OF PARENTING AND CHILD DEVELOPMENT Strategy 1: Expand access to family strengthening models and home visiting programs to optimize child development and reduce child maltreatment OUTCOMES: Outcome 1: Increase exposure and frequency of visits for families enrolled Outcome 2: Secure additional and sustainable dollars for Home Visiting programming ACTIONS: Action 1: Utilize Parents As Teachers framework for home visiting and group connection in Alpine County Action 2: Strengthen collaboration with Alpine County Public Health Action 3: Work with regional county partners to leverage Home Visiting Initiative (HVI) grant funds (option?) Strategy 2: Promote social connections and safe systems of support for families OUTCOMES: Outcome 1: Parents understand the components of school readiness Outcome 2: Increase parent agency and capacity to successfully advocate for their child(ren) Outcome 3: Parents and practitioners have a stronger understanding and increase capacity to integrate Adverse Childhood Experiences (ACEs) and Protective Factors Frameworks ACTIONS: Action 1: Collaborate with community agencies to host 0-5 playgroup Action 2: Provide educational opportunities for parents, caregivers, and the community at-large focused on early childhood development and school readiness Action 3: Create pathways for parents and caregivers to access leadership and resiliency skill-building Action 4: Educate parents and practitioners on healthy habits that cultivate positive learned behaviors for children and families Item 6.4 ---PAGE BREAK--- Goal: Comprehensive Health & Development BUILD A FAMILY-CENTERED HEALTH SYSTEM THAT PRIORITIZES PREVENTION AND EARLY INTERVENTION Strategy 1: Facilitate family-centered coordination of services, screening, care and referrals for young children from prenatal through kindergarten OUTCOMES: Outcome 1: Increase number of early interventions across agencies Outcome 2: 95% of all Alpine County children receive routine developmental screen via the Ages and Stages Questionnaire (ASQ) ACTIONS: Action 1: Develop and activate Help Me Grow system Action 2: Convene local partners to advance developmental screening protocols Action 3: Organize ASQ trainings to support providers and parents in effectively utilizing the tool Strategy 2: Improve nutrition and oral health education to maximize child development and early learning OUTCOMES: Outcome 1: Increase number of families visiting oral health providers Outcome 2: Increase nutrition and oral health prevention education to expectant mothers Possible Outcome 3: Tooth brushing or water drinking, a measure of a healthy habit ACTIONS: Action 1: Partner with Alpine County Department of Health and Human Services to leverage Proposition 56 funding Item 6.4 ---PAGE BREAK--- Goal: Quality Early Learning ENSURE CHILDREN ARE HEALTHY AND HAVE THE SOCIAL-EMOTIONAL AND COGNITIVE SKILLS TO ENTER KINDERGARTEN READY TO LEARN Strategy 1: Promote high quality early learning programs OUTCOMES: Outcome 1: Maintain quality ratings at participating Quality Improvement Rating System (QRIS) sites Outcome 2: Increase kindergarten readiness measured by the Kindergarten Observation Form (KOF) assessment tool ACTIONS: Action 1: Continue to support and strengthen QRIS for local child care sites Action 2: Coordinate annual implementation of KOF to measure school readiness (and identify areas of need and success?) Strategy 2: Support early childhood education workforce stability OUTCOMES: Outcome 1: Increase staff and retention rates at early learning sites ACTIONS: Action 1: Participate in existing local workforce development and education network Action 2: Advocate for early childhood professionals locally and statewide Strategy 3: Increase training and technical assistance in evidence-based and trauma- informed programs for service providers OUTCOMES: Outcome 1: 90% of service providers receive training in trauma-informed care and implicit bias Outcome 2: Increase number of agencies using ACEs model to support interventions and referrals ACTIONS: Action 1: Coordinate with local agencies and regional partners to provide meaningful learning opportunities Action 2: Collaborate with Alpine County Health & Human Services to align ACEs assessment practices Action 3: Integrate ACEs into early learning sites assessment protocol (possibility?) Item 6.4 ---PAGE BREAK--- Goal: Capacity Building and Systems Integration CREATE A COMPREHENSIVE AND INTEGRATED DELIVERY SYSTEM OF INFORMATION AND SERVICES TO PROMOTE EARLY CHILDHOOD DEVELOPMENT AND WELL-BEING OUTCOMES: Outcome 1: Increase commitment of funding, resources, and attention paid by county agencies and partners to addressing the needs of families with children 0-5 ACTIONS: Action 1: Support collaboration among service providers to elevate collective impact for the well-being of children 0-5 Action 2: Engage in committees and projects that address community-wide issues Action 3: Play an active role in contributing to new or established initiatives that benefit children 0-5 Strategy 2: Improve data systems to evaluate child outcomes OUTCOMES: Outcome 1: Valuable data to share with funders, elected officials, and legislators Outcome 2: Increase participation from First 5 Alpine in Proposition 10 sustainability advocacy and policy work ACTIONS: Action 1: Strengthen evaluation practices utilizing regional and statewide supports Strategy 1: Leverage local and regional relationships to maximize funding and resources to continuously strengthen the quality of supports for families with children 0-5 in Alpine County Item 6.4 ---PAGE BREAK--- IMPLEMENTATION PLAN Item 6.4 ---PAGE BREAK--- 100 Foothill Road Markleeville, CA 96120 [PHONE REDACTED] www.first5alpine.com Commissioners: Nichole Williamson, Chair Amy Broadhurst, Vice Chair Dr. Richard Johnson Kati Krayk Katherine Rakow Terry Woodrow Special Thanks to our Partners: Item 6.4 ---PAGE BREAK--- First 5 Alpine LRFP 2019/2020 2020/2021 2021/2022 2022/2023 2023/2024 BEGINNING FUND BALANCE 310,527.02 $ 357,664.95 $ 375,270.42 $ 400,213.40 $ 424,971.37 $ REVENUES State Based Allocations 269,681.00 $ 269,681.00 $ 269,681.00 $ 269,681.00 $ 269,681.00 $ Interest 3,524.00 $ 3,500.00 $ 3,500.00 $ 3,500.00 $ 3,500.00 $ Tobacco Funds (Prop 10) 4,448.00 $ 4,000.00 $ 2,000.00 $ 1,800.00 $ 1,300.00 $ CAP Funds - $ 17,606.00 $ 17,606.00 $ 17,606.00 $ 17,606.00 $ Prop 56 Funds (OHP) 1,398.00 $ - $ - $ - $ - $ Prop 56 2,790.00 $ 1,000.00 $ 500.00 $ 500.00 $ 500.00 $ Total Revenues 281,841.00 $ 295,787.00 $ 293,287.00 $ 293,087.00 $ 292,587.00 $ EXPENDITURES Program and Intiatives Grants CHILD DEVELOPMENT 107,800.00 $ 107,800.00 $ 107,800.00 $ 107,800.00 $ 107,800.00 $ CHILD HEALTH - $ - $ - $ - $ - $ FAMILY SUPPORT 5,550.00 $ 4,127.00 $ 4,127.00 $ 4,127.00 $ 4,127.00 $ SYSTEMS OF CARE 1,000.00 $ - $ - $ - $ - $ Subtotal Program Expenditures 114,350.00 $ 111,927.00 $ 111,927.00 $ 111,927.00 $ 111,927.00 $ % of Grant Fund Expenditures/Total Rev 41% 38% 38% 38% 33% Executive Director Salary 49,939.00 $ 66,641.00 $ 66,641.00 $ 66,641.00 $ 66,641.00 $ Executive Director Benefits 12,249.00 $ 17,437.00 $ 17,437.00 $ 17,437.00 $ 17,437.00 $ EDD Unemployment Ins. - $ 15,000.00 $ - $ - $ - $ Workers Comp. Insurance - $ 300.00 $ 300.00 $ 300.00 $ 300.00 $ Operations and supplies 4,683.00 $ 7,825.00 $ 8,475.00 $ 8,475.00 $ 8,475.00 $ Travel and Conference 6,651.00 $ 3,000.00 $ 7,700.00 $ 7,700.00 $ 7,700.00 $ Insurance 385.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00 $ Rent 3,883.00 $ 4,200.00 $ 4,200.00 $ 4,200.00 $ 4,200.00 $ Audit 6,225.00 $ 6,225.00 $ 6,225.00 $ 6,225.00 $ 6,225.00 $ Evaluation Services 13,200.00 $ 20,942.50 $ 20,942.50 $ 20,942.50 $ 20,942.50 $ Comm. Legal Fees 2,000.00 $ 2,000.00 $ 2,000.00 $ 2,000.00 $ 2,000.00 $ Fiscal Agent 21,138.08 $ 22,184.03 $ 21,996.53 $ 21,981.53 $ 23,204.00 $ Subtotal Operating Expenditures 120,353.08 $ 166,254.53 $ 156,417.03 $ 156,402.03 $ 143,362.00 $ TOTAL 234,703.08 $ 278,181.53 $ 268,344.03 $ 268,329.03 $ 246,662.00 $ ENDING FUND BALANCE 357,664.95 $ 375,270.42 $ 400,213.40 $ 424,971.37 $ 470,896.37 $ Change in Fund Balance 357,664.95 $ 17,605.48 $ 24,942.98 $ 24,757.98 $ 45,925.00 $ Item 6.5 ---PAGE BREAK--- 2019-20 2020-21 2021-22 2022-23 2023-02024 IMPROVED CHILD DEVELOPMENT 1.1 Support Early Care and Education Early Learning Center 63,000.00 $ 63,000.00 $ 63,000.00 $ 63,000.00 $ 63,000.00 $ Bear Valley Parents Group 37,800.00 $ 37,800.00 $ 37,800.00 $ 37,800.00 $ 37,800.00 $ Tuition support 7,000.00 $ 7,000.00 $ 7,000.00 $ 7,000.00 $ 7,000.00 $ Goal Subtotal 107,800.00 $ 107,800.00 $ 107,800.00 $ 107,800.00 $ 107,800.00 $ IMPROVED CHILD HEALTH 1.1Provide access to families with children 0-5 for preventative health screenings Help Me Grow - $ - $ - $ - $ - $ IMPROVED FAMILY FUNCTIONIING 1.1 Provide educational information programs for families with children ages 0-5 and the Five Protective Factors. Parenting Support Playgroups 650.00 $ 650.00 $ 650.00 $ 650.00 $ 650.00 $ Choices for Children Parent Ed 2,300.00 $ 2,577.00 $ 2,577.00 $ 2,577.00 $ 2,577.00 $ Wellness Kits 500.00 $ 500.00 $ 500.00 $ 500.00 $ 500.00 $ Outreach materials and supplies 400.00 $ 400.00 $ 400.00 $ 400.00 $ 400.00 $ Parents As Teachers Training 1,500.00 $ - $ - $ - $ - $ Goal Subtotal 5,550.00 $ 4,127.00 $ 4,127.00 $ 4,127.00 $ 4,127.00 $ IMPROVED SYSTEMS OF CARE 1.1 Increase number of trainings available to professionals and service providers for families and children ages 0-5. 1,000.00 $ - $ - $ - $ - $ TOTAL PROGRAM EXPENDITURES 114,350.00 $ 111,927.00 $ 111,927.00 $ 111,927.00 $ 111,927.00 $ Item 6.5