HomeMy WebLinkAboutCC Resolution 12188 (Child Care Resources; DOE)RESOLUTION NO. 12188
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING ENTERING INTO A CONTRACT (CLTK-6049
AMENDMENT 01) WITH THE DEPARTMENT OF EDUCATION FOR
EXTENDED DAY CHILD CARE SERVICES (LATCHKEY) AND
AUTHORIZING THE CITY MANAGER TO SIGN CONTRACT
DOCUMENTS IN THE AMOUNT OF $1189062.00
WHEREAS, the City of San Rafael has been awarded a contract with the California
Department of Education for Extended Day Child Care Services (CLTK-6049);
and
WHEREAS, the contract has been amended (Amendment 01) to provide a cost of living
increase of $10,212 with a total contract amount of $118,062;
and
WHEREAS, the City Council approves the contract and authorizes the City Manager to
sign designated contract documents with the Department of Education,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
enters into a contract in the amount of $118,062.00 with the California Department of Education
for Extended Day Care Services (Latchkey), a copy of which is hereby attached and by this
reference made a part thereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday. the 5th day of February, 2007 by the following vote,
to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Heller, Miller, Phillips and Mayor Boro
None
Cohen
*
JE M. LEONCINI, City Clerk
Z OF
CALIFORNL4 DE.& ARTMENT OF EDUCATION
—
tN.,QiPjJ;
1430 NStreet
Sacramento, CA 95814-5901
F OF CPUFO
Amendment 01
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
INFLATION/FT&C CHIS
CONTRACTOR'S NAME: CITY OF SAN RAFAEL
F. Y. 06 - 07
DATE: July 01. 2006
CONTRACT NUMBER: CLTK-6049
PROGRAM TYPE: EXTENDED DAY CARE
(LATCHKEY)
PROJECT NUMBER: 21-N916-00-6
This agreement with the State of California dated July 01, 2006 designated as number CLTK-6049 shall be amended in the
following particulars but no others:
The Maximum Rate per child day of enrollment payable pursuant to the provisions of this agreement shall be amended by
deleting reference to $25.97 and inserting $28.43 in place thereof.
The Maximum Reimbursable Amount (MRA) payable pursuant to the provisions of this agreement shall be amended by deleting
reference to $107,850.00 and inserting $118,062.00 in place thereof.
SERVICE REQUIREMENTS
Minimum Child Days of Enrollment (CDE) Requirement shall be amended by deleting reference to 4,152.9 and inserting
4,152.7 in place thereof.
Minimum Days of Operation (MDO) Requirement shall be 247 (no change).
The 2006/07 Funding Terms and Conditions (FT&C) shall be amended in accordance with the attached 2006/07 amended
FT&C Language which by this reference is incorporated herein.
EXCEPT AS AMENDED HEREIN all terms and conditions of the original agreement shall remain unchanged and in full force
and effect.
STATE OF CALIFORNIA
BY (AUTHORIZED SIGNATURE)
PRINTED NAME OF PERSON SIGNING
Sharon Taylor
TITLE
Manager -Contracts CD+NS Fiscal Svcs
CONTR CTOR
BY(AUTHrAM,,,N,
eJ�C SIGNATURE) / ATTEST
PRINTEDTITLEOFPERSONSIGNING1 I / JLANNL M. LLUNLIN
KEN NORDHM , City Manager City Clerk
ADDRESS 1400 Fifth Avenue, San Rafael, CA 94901
P n. Rox 1S1 in. Rafael r.A 9491S-1
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY (CODE AND TITLE) FUND TITLE
DOCUMENT Child Development Programs General
$ 10,212 (OPTIONAL USE) 06556
PRIOR AMOUNT ENCUMBERED FOR 23252-N916
THI5 CONTRACT ITEMCHAPTER STATUTE
$ 107,850 30.10.020.015
6100-196-0001 147 12006
TOTAL AMOUNT ENCUMBERED TO OBJECT OF EXPENDITURE (CODE AND TITLE)
DATE
$ 118,062 .702 SACS: Res -6080 Rev -8530
I hereby certify upon my own personal kno v edge that budgeted funds are available for the period and T.13 A. NO
purpose of the expenditure stated above,
SIGNATURE OF ACCOUNTING OFFICER DATE
FISCAL YEAR
2006-2007
IB.R N0.
Department of General Services
use onSy
CHILD CARE AND DEVELOPMENT
2006/2007 LANGUAGE CHANGES TO
THE FUNDING TERMS AND CONDITIONS (FT&C)
These changes apply to the FT&C for the following contract type: CLTK
Note: The page numbers cited may be a few pages off.
Add to the TABLE OF CONTENTS, Child Care and Development Center Program
Requirements, Section X. WRITTEN MATERIALS TO BE GIVEN TO PARENTS page
52.
Amend Section I., DEFINITIONS, as follows:
"CPM/CMR" means Categorical Program Monitoring/Contract Monitoring Review
and is the monitoring and review instrument for child development programs to
determine compliance. The Training
r.empp,lianse f9F DiFneRSOOR 11,
PaymeRt'GaIWOR-Ke pmgfams.
"[)eriv d rate" mea RG the rate nalni dated pursuant t ,
Title 5, /chanter 10], SubchaptqF 2.5,
"Day of Operation" means a day in which the
$ . contractor provides service to one or more certified children
enrolled.
"Desired Results Developmental Profile" is a document issued by the department to
record the information in the developmental profile defined below above.
"Earned" (For Alternative Payment programs) means net reimbursable program
costs consisting of direct Davments to providers, which includes familv fees for
certified children and interest earned on advanced contract funds if the interest is
spent on reimbursable costs for additional services. plus actual and allowable
reimbursable administrative and support services costs of which of whiGh at 1
eighty one nernent (810%) mast
nineteen nernen+ (19%) may he far c6`ppdrninictrative-rests
tegetheFand no more than fifteen percent (15%) may be for administrative costs
alone. (For Family Child Care Homes Education Networks) "Earned" means net
reimbursable program costs of which at least seventy percent (70%) must be
payments for direct services, no more than thirty percent (30%) may be for quality
assurance and administrative costs together and no more than fifteen percent (15%)
may be for administrative costs alone.
"Established rate" meant the Anal Fnented Fater, pmyidem Gha gs uncut-cidized
families pursuant tChapter 19, Sub te
2.5, AFtiGle 1, SeGtiOR .
"Recertification" means a formal process to collect information and documentation to
determine that the family continues to meet the eligibility criteria for Sa!VVQR#s child
care. The adult must certify the information is accurate with the signature.
12/15/2006
Amend Section II.G, GENERAL PROVISIONS, Prohibition against Religious Instruction
or Worship, as follows (p. 11):
G. Prohibition against Religious Instruction or Worship
The contractor shall not provide nor be reimbursed for child care and
development services that include religious instruction or worship if child care
and development services are funded with State funds Fe provided
by a center -based contractor or through a family child care home education
network.
Amend Section II.H, GENERAL PROVISIONS, Payments to Family Child Care
Providers, as follows (p. 11):
H. Payments to Family Child Care Providers
Reimbursement to family child care home providers shall be based on the lesser
of the regional market rate ceiling, the -establ s#edTate er the derived Fate. if
P-Sdab'*Ghed Fate OF deFived Fate iS URavailable, Feirnburse.m.ent shall be based on
the lesser of the regional market Fat neiline+' fhe oemparable 10Gal Fate, or the
provider's requested -rate.
Amend Section 111, GENERAL PROVISIONS, Error Rate Reviews of Alternative
Payment Agencies, as follows (p. 13):
L. Erocr�rvmute Reviews of Alternative Payment Agencies
Annually, the California Department of Education shall conduct a review of each
Alternative Payment agency to determine an error rate in each of the following
areas:
1. Family fee determinations;
2. Eligibility;
3. Basis of hours of care; and
4. Provider payments.
Add the following two paragraphs to the end of Section IV.C., SUBCONTRACTS, Prior
Child Development Division Approval (p. 19):
The State does not assume anv responsibility for performance of approved
subcontracts nor does the State assume responsibility for anv unpaid debt of the
contractor resulting from subcontracting liens.
Subcontracts that increase the contractor's cost of performance are
nonreimbursable. Subcontracts that contain a provision for reimbursement for cost-
plus-a-percentaae-of-cost are not reimbursable.
Amend Section VI.G, ACCOUNTING AND REPORTING REQUIREMENTS, Child
Development Data Collection, as follows (p. 29):
12/15/2006 2
G. Child Development Data Collection
The contractor shall submit the fellewring=
4-. Child GaFe Annual Aggregate RepeFt ((;[)[) 800) to the GDE by DeGemb
of each yeaF.
Monthly Child Care Population Information (CDD -801A) electronically in
accordance with instructions from the CDE.
Amend Section I.B., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Eligibility Criteria, as follows (p. 38):
4. The familv has -a child who is at risk of abuse, neglect, or exploitation. or
receivina child protective services throuah the countv welfare department
Amend Section I.I., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of Public Assistance, as follows (p. 41):
I. Documentation of Public Assistance
If the basis of eligibility as specified in Section 1.13 above is public assistance
the contractor pafeRt shall pfevide-documentation that a
familv is receivina public assistance by recording the familv's Medi -Cal number
on the application of GalkAJORKS Gash aid eF general as6ctaMe.
Amend Section 1.1, ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of the Child's Exceptional Needs, as follows (p. 41):
M. Documentation of the Child's Exceptional Needs
For children with exceptional needs, the basic data file shall contain the active
individualized education program (IEP) or individualized familv service plan
(IFSP) developed by the IEP or IFSP team. The basic data file shall also include
information as specified in Education Code Section 56026 and the California
Code of Regulations. Title 5. sections 3030 and 3031.
4414c ~Gc;c9f need as speGifffied on Sep-tien II.G abn-Ve 66 the Ghild's speGial Reed,
egally
Reed shall ince-
rs that the nhiirl n -re is needed eooh day
5-. The RaFne addFess telenhr\ne number and signature of the legally
spsci3l n --ed
aad
12/15/2006 3
Amend Section I.P., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of Child Protective Services, as follows (p. 41 and 42):
P. Documentation of Child Protective Services
If eligibility and need as specified in Section 11.13 and ILC above are based on
child protective services, the basic data file shall contain a written referral, dated
within the six (6) months immediately preceding the date of application for
services, from a county welfare department, child welfare services worker
certifvinq that: legal,Fnned',�seo�e � -ager ^ eF ereeFgeaYshe r. The
1.
Witt rral shall jR�r1eaccother:
1. ,
sen,i^es URi+ ^erFifyinn that +The child is receiving child protective services
and that child care and development services are a necessary component of
the child protective services plan, and GF
2L. A statement by a legally qualified 'snal that
OF eliminate that risk aped
23. The probable duration of the child protective service plan, ^r- the at Fisk
situatieR and
34. The name, address, telephone number and signature of the child welfare
services worker legally qualified pFefessi who is making the referral.
Add to Section I.Q., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of At Risk of Abuse, Neglect, or Exploitation, as follows (p. 42)
Q. Documentation of At Risk of Abuse, Neqlect, or Exploitation
If eligibility and need as specified in Section I.B. and I.C. above are based on the
child beinq at risk of abuse, neglect, or exploitation, the basic data file shall
contain a written referral, dated within the six months immediately precedinq the
date of application for services from a legally qualified professional from a legal,
medical, social service agencv. or emergencv shelter certifvinq that:
1. The child is at risk of abuse, neqlect, or exploitation and that the family needs
child care and development services: and
2.. The probable duration of the need for child care and development services:
and
3. The name, address, telephone number, and siqnature of the legally qualified
professional from the legal, medical, or social services agency, or emergencv
shelter who is makinq the referral and information that identifies the agency
or shelter with whom the individual is associated.
12/15/2006 4
M
, -e -
Amend Section I.P., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of Child Protective Services, as follows (p. 41 and 42):
P. Documentation of Child Protective Services
If eligibility and need as specified in Section 11.13 and ILC above are based on
child protective services, the basic data file shall contain a written referral, dated
within the six (6) months immediately preceding the date of application for
services, from a county welfare department, child welfare services worker
certifvinq that: legal,Fnned',�seo�e � -ager ^ eF ereeFgeaYshe r. The
1.
Witt rral shall jR�r1eaccother:
1. ,
sen,i^es URi+ ^erFifyinn that +The child is receiving child protective services
and that child care and development services are a necessary component of
the child protective services plan, and GF
2L. A statement by a legally qualified 'snal that
OF eliminate that risk aped
23. The probable duration of the child protective service plan, ^r- the at Fisk
situatieR and
34. The name, address, telephone number and signature of the child welfare
services worker legally qualified pFefessi who is making the referral.
Add to Section I.Q., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Documentation of At Risk of Abuse, Neglect, or Exploitation, as follows (p. 42)
Q. Documentation of At Risk of Abuse, Neqlect, or Exploitation
If eligibility and need as specified in Section I.B. and I.C. above are based on the
child beinq at risk of abuse, neglect, or exploitation, the basic data file shall
contain a written referral, dated within the six months immediately precedinq the
date of application for services from a legally qualified professional from a legal,
medical, social service agencv. or emergencv shelter certifvinq that:
1. The child is at risk of abuse, neqlect, or exploitation and that the family needs
child care and development services: and
2.. The probable duration of the need for child care and development services:
and
3. The name, address, telephone number, and siqnature of the legally qualified
professional from the legal, medical, or social services agency, or emergencv
shelter who is makinq the referral and information that identifies the agency
or shelter with whom the individual is associated.
12/15/2006 4
Amend Section I.S., ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION,
Recertification, as follows (p. 43):
S. Recertification
After initial certification and enrollment, the contractor shall verify need and
eligibility and recertify each family/child as follows:
Families receiving child development services because the child is at risk
of abuse, neglect, or exploitation are limited to receiving child care and
development services for up to three months. The familv can continue to
receive child care and development services based on anv of the
followinq reasons:
a. ,
eitheF
the family meets ether eligibility and- neer! nri. . �nenifierl in
The child is receiving protective services
and child care and development services are part of the case
plan;
b. The family meets other need and eligibility criteria pursuant to
Education Code Section 8263(a):
C. The county child welfare agencv certifies that child care services
continue to be necessary.
Add the following sentences to Section IX.D, DUE PROCESS REQUIREMENTS,
Changes Affecting Service, and Item E., Parents Request for a Hearing and Procedures,
as follows (p. 50):
D. Changes Affecting Service
The contractor shall complete a Notice of Action, Recipient of Services when
changes are made to the service agreement. Such changes may include, but are
not limited to, an increase or decrease in parent fees, an increase or decrease in
the amount of services, or termination of service. The contractor shall mail or
deliver the notice of action to the parents at least fourteen (14) calendar days
before the effective date of the intended action. If the Notice of Action is mailed.
the 14 -calendar day period is extended by five calendar days which establishes a
presumption that the parent received the Notice of Action.
Add the following sentences to Section IX.E, DUE PROCESS REQUIREMENTS,
Parents Request for a Hearing and Procedures, as follows (p.51):
E. Parents Request for a Hearing and Procedures
The hearing officer shall mail or deliver to the parent(s) a written decision within
ten (10) calendar days after the hearing. The written decision shall contain
procedures for submittinq an appeal to the CDD.
12/15/2006 5
Add Section X. WRITTEN MATERIALS TO BE GIVEN TO PARENTS, as follows (p. 51):
Effective January 1, 2007, provide the child's parent or guardian with a copv of
the Center (LIC 995) or Familv Child Care Home (LIC 995A) Notification of
Parents' Riqhts form, as appropriate, provided by the State Department of Social
Services. which shall include information statinq that the specified registered sex
offender database is available to the public via an Internet Web site maintained
by the Department of Justice as www.Meganslaw.ca.gov
Amend Section IX.A, PROGRAM SELF-EVALUATION PROCESS, as follows (p. 54):
A. The annual plan shall include the following:
1. A self-evaluation based on the use of the CPM/CMR GRM as defined in
Section I, Definitions.
2. An assessment of the program by parents using the Desired Results Parent
Survey, as defined in Section I, Definitions.
3. An assessment of the program by staff and board members as evidenced by
written documentation.
4. An analysis of the CPM/CMR ORM findings, including the Desired Results
Developmental Profiles, the environment rating scales, and the Desired
Results Parent Survey, each of which are defined in Section I, Definitions,
together with all other self-evaluation findings.
5. A written list of tasks needed to modify the program in order to address all
areas that need improvement, as indicated in the analysis specified in
Section IX.B.4.
6. Procedures for the ongoing monitoring of the program to assure that areas of
the program that are satisfactory continue to meet standards, and areas
requiring modification pursuant to Section IX.B.5. -are addressed in a timely
and effective manner.
12/15/2006 6