COMMISSION MEETING June 20, 2013 1:00 p.m. – 3:00 p.m ...June 20, 2013 1:00 p.m. – 3:00 p.m. Ventura City Council Chambers Ventura City Hall 501 Poli St. Ventura OPENING 1. Welcome

2580 East Main Street Suite 203~Ventura, CA 93003~(805) 648-9990~www.first5ventura.org

COMMISSION MEETING

June 20, 20131:00 p.m. – 3:00 p.m.

Ventura City Council ChambersVentura City Hall

501 Poli St.Ventura

OPENING

1. Welcome and Introductions –Chair Dominguez

2. Approval of Minutes from May 23, 2013

3. Agenda Approval and Review of Commission Packets

4. Public Comments/Correspondence(Speaker request forms should be completed and submitted within 15 minutes after opening call toorder. Public correspondence will be received.)

5. Presentation: Highlights of Ventura Neighborhood for Learning (NfL) Programming –Cathy Puccetti, Director of Ventura NfL (15 minutes)

The following items will be reviewed and discussed by the Commissioners for appropriate action.

CONSENT AGENDA

Consent Agenda Items 6: Review and approve unless an item is pulled for separate action by theCommission and moved to the Regular Agenda for consideration. Consent items are to be routineand non-controversial. All items are approved as recommended without discussion.

6. Receive and File the First 5 Ventura County Financial Reports as of April 30, 2013

First 5 Ventura CountyAgenda – June 20, 2013Page 2

REGULAR AGENDA

7. Report of Committeesa. Early Learning Best Practices, Ad Hoc Review Committee – Commissioner Mantooth

(1.)Recommendation for funding of application(s) selected for Preschool Expansion(Recommended action on applications submitted for the Preschool Expansion initiative,released by the Commission in April 2013. Action will also grant authority to the ExecutiveDirector to enter into yearly contracts for the provision of preschool services from July 1,2013 through June 30, 2016.)

8. Recommendation to Adopt Final Budget for Fiscal Year 2013-14 – Claudia Harrison(The Commission will review and consider any input received from the Board of Supervisors andthe Community Commission for Ventura County on the proposed budget and will subsequentlyadopt a final budget for FY 2013-14.)

9. Review of First 5 Ventura County Strategic Plan, FY 2010-2015, in compliance with Healthand Safety Code Section 130140 – Claudia Harrison(On an annual basis, the Commission reviews the current strategic plan to determine if anyrevisions are necessary or appropriate. The Commission will also review the measures andindicators in place for evaluating program outcomes.)

10. Recommendation to receive up to $445,170 in First 5 California CARES Plus Funds –Claudia Harrison(Recommended action would grant authority to the Executive Director to enter into a contractwith First 5 California to receive up to $445,170 in funds over a three year period, from July 1,2013 through June 30, 2016, to support First 5 Ventura County efforts to increase the quality,effectiveness, and retention of early educators.)

11. Recommendation to approve revised FY 2013-14 funding allocation for Ventura CountyOffice of Education for CARES Plus – Claudia Harrison(Recommended action is to approve a revised FY 2013-14 allocation for the Ventura CountyOffice of Education for implementing the CARES Plus Program. The recommended action wouldgrant authority to the Executive Director to enter into a contract with the Ventura County Officeof Education, from July 1, 2013 through June 30, 2014, in an amount not to exceed $475,791. Nonew allocation of local funds would be required as the increase is supported by newly awardedgrant funds.)

12. Recommendation to Revise Annual Allocation for Ventura County Public Health (VCPH)for FY 2013-14 – Claudia Harrison(Recommended action would decrease the amount allocated for Regional Health Educators infiscal year 2013-14 and redistribute funding dollars in fiscal years 2014-16, in order to support astable staffing structure for program implementation.)


Memo

To: Commissioners, First 5 Ventura County

From: Petra Puls, Program Manager

Date: June 20, 2013

Re: Recommendation to approve revised FY 2013-14 funding allocation for Ventura County Officeof Education (VCOE) for CARES Plus

Background

In March 2013, First 5 California released an RFA for CARES Plus Round 2, which continues to matchlocal county investments at a ratio of 1:3, up to $300,000 per year, for three years. Based on theCommission’s approved annual allocation for CARES Plus, it was anticipated that First 5 Ventura Countycould leverage up to $90,000 per year for three years in matching funds, $270,000 in total.

While developing the application in response to the State’s RFA, staff identified $152,282 in Race to theTop Early Learning Challenge (RTT ELC) funds and activities that meet the intent of the CARES Plusprogram. Adding the RTT ELC funds to the local First 5 CARES Plus investment increased the amountFirst 5 Ventura County is able to draw down in State matching funds. As a result, First 5 Ventura Countyis eligible to receive up to $148,390 each year, or $445,170 in matching funds over the course of thenext three years, instead of the $270,000 as previously anticipated.

The additional funds increase the number of program participants who will have access to ECE CareerAdvisors and will be eligible for program stipends. The RTT ELC funds also contemplate partnering withInstitutes of Higher Education to accelerate Bachelor Degree completion times.

Recommendation

Recommended action is to approve a revised FY 2013-14 allocation for the Ventura County Office ofEducation for implementing the CARES Plus Program. The recommended action would grant authority tothe Executive Director to enter into a contract with the Ventura County Office of Education, from July 1,2013 through June 30, 2014, in an amount not to exceed $475,791. No new allocation of funds would berequired as the increase is supported by leveraged grant funds.

First 5 Ventura CountyAgenda – June 20, 2013Page 3

13. Recommendation to authorize extension of one-time use of unspent funds for Self-Sufficiency Benefits Calculator Project – Claudia Harrison(Recommended action would authorize extension through June 30, 2014, of remaining unspentfunds, up to $5,280.00).

14. Report from Executive Director – Claudia Harrison(a) Report on Administrative Operations(b) Update on Commission Initiatives(c) Update on Statewide First 5 Activities

15. Commission Member Comments(Government Code Section 54954.2(a) states: “No action or discussion shall be undertaken on any itemnot appearing on the posted agenda, except that members of a legislative body or its staff may brieflyrespond to statements made or questions posed by persons exercising their public testimony rights underSection 54954.3. In addition, on their own initiative or in response to questions posed by the public amember of a legislative body or its staff may ask a question for clarification, make a brief announcement,or make a brief report on his or her own activities. Furthermore, a member of a legislative body, or thebody itself, subject to rules or procedures of the legislative body, may provide a reference to staff or otherresources for factual information, request staff to report back to the body at a subsequent meetingconcerning any matter, or take action to direct staff to place a matter of business on a future agenda.”)

16. Next Meeting:Thursday, July 19, 2012, County Office of Education, 5100 Adolfo Dr., Camarillo

17. Future MeetingsThursday, August 15, 2013, County Office of Education, 5100 Adolfo Dr., Camarillo

Thursday, September 19, 2013, Rio School District, 2500 Vineyard Ave., Oxnard

(Please Note: this meeting will start at 1:30 p.m.)

Thursday, October 17, 2013, County Office of Education, 5100 Adolfo Dr., Camarillo

Thursday, November 14, 2013, County Office of Education, 5100 Adolfo Dr., Camarillo

Thursday, December 19, 2013, County Office of Education, 5100 Adolfo Dr., Camarillo

In compliance with the Americans with Disabilities Act, if you need special assistance to participatein this meeting, please contact Kathy Rangel at 648-9990 or via the California Relay Service.Reasonable advance notification of the need for accommodation prior to the meeting (48 hoursadvance notice is preferable) will enable us to make reasonable arrangements to ensure accessibilityto this meeting.


FIRST 5 VENTURA COUNTYCOMMISSION MEETING

MINUTES

May 23, 2013

Commissioners Present: Reyna Dominguez, Michael Gollub, Stan Mantooth, Meloney Roy, RobertLevin

Excused Absence: Ida Hatfield, Kathy Long, Bruce Stenslie

Staff Present: Claudia Harrison, Kathy Rangel, Jennifer Johnson, John Anderson, Petra Puls, HeatherHanna

Public Present: Mary Linn Daehlin, Lynette Long, Renai Stovesand, Jamie Rhone

1. Welcome

Chair Dominguez opened the meeting at 1:07 p.m.

2. Approval of Minutes from April 18, 2013

A motion was made by Commissioner Gollub, seconded by Commissioner Mantooth, toapprove the minutes from the April 18, 2013 Commission meeting. The motion carriedunanimously.

3. Agenda Approval and Review of Commission Packets

Claudia Harrison provided an overview of the supplemental packet.

A motion was made by Commissioner Gollub, seconded by Commissioner Levin, to approvethe agenda. The motion passed unanimously.

4. Public Comments/Correspondence

There were no comments from the public.

5. Presentation: Highlights of Moorpark/Simi Valley Neighborhood for Learning (NfL)Programming

Claudia Harrison introduced Mary Linn Daehlin, Director at Moorpark/Simi Valley Neighborhoodfor Learning (NfL) to present highlights of NfL programming. Mary Linn discussed the NfL’sstrong community connections which is a key factor in their success. She discussed how theseconnections allow resources to be leveraged, build the community, and help expand the programsthat can be offered. Mary Linn stated that these relationships with community partners haveallowed all the programs to be successful, especially those through the Family Resource Centers.She highlighted the Ruben Castro Human Services Center which opened in September of 2013with First 5 Moorpark/Simi Valley NfL one of five agencies located in the center. She

First 5 Ventura County

Minutes – May 23, 2013

Page 2 of 6

commented on how the new location has helped the NfL connect families to other services due tothe close proximity. She discussed the strong relationship with the contract agency, Boys & GirlsClub of Simi Valley, commenting that their overall goals match well together and how thecollaboration allows families to continue to receive services after the child starts school. Sheprovided an overview of many of the local field trips offered to the community that buildexperiential learning. She concluded her presentation by thanking the First 5 Commission forfunding, as the NfL has become an integral part of the community.

Chair Dominguez commented that she was impressed by the vast opportunities offered to familiesthrough the NfL. Commissioner Mantooth commended the NfL for reaching out to otheropportunities and community assets. Commissioner Roy commented that she liked the volunteeropportunities available to the high school children at the NfL.

CONSENT AGENDA

6. Receive and File the First 5 Ventura County Financial Reports as of March 31, 2013

7. Recommendation to Allow Extension of One-Time Use of Funds for Early LearningResource Materials for Homeless Shelters

A motion was made by Commissioner Mantooth, seconded by Commissioner Roy, toapprove the consent agenda. The motion passed unanimously.

REGULAR AGENDA

8. Report of Committeesa. Administration and Finance Committee(1.) Recommendation to adopt proposed budget for Fiscal Year 2013-14

Commissioner Mantooth provided an overview of the Administration and Finance Committeemeeting. He stated that since there was not a quorum of membership, the informationpresented today reflects a consensus of the members present. He introduced Jennifer Johnsonto present the recommendation.

Jennifer Johnson provided an overview of the proposed budget of $13.4 million for theoperating fund with the Community Investment Loan Fund at $1.15 million. She explainedthat the proposed revenues include projected Prop 10 tax distributions of $7.5 million, with$1.6 million in state and federal leveraged funds for preschool quality and workforcedevelopment, and just under $43,000 leveraged for obesity prevention efforts. She added thatit is anticipated that $4.2 million of funds set aside from prior year distributions will be usedin FY 2013-14 to fund activities. She noted the Prop 10 tax distribution is based on anestimated 4% decrease to the FY 2012-13 forecast. She discussed the budget for theCommunity Investment Loan Fund and stated that the budget includes loan disbursements of$1.125 million for FY 2013-14. She noted the projected administrative rate for FY 2013-14is at 4.6%.



Page 3 of 6

She reviewed the Administration budget and highlighted changes to the budget assumptionsfrom prior years as reductions were made in some budget areas based on historical usage.She reviewed changes to the staffing pattern which include a .5 FTE increase for the FiscalAdministrator position and 2 staff promotions for staff who have assumed additionalresponsibilities.

She referred to the combined Administration and Program Management budget forcomparison purposes. The overall budget change is just a 6% increase or $68,000. Jennifercommented that the total proposed Administrative budget reflects a projected administrativerate of 4.6%, well below the targeted cap. She noted that the proposed Administration budgetis slightly more than last year with an overall budget change of 11%, largely due to theincrease in the FTE for the fiscal position, increase in health benefits, and the merit pool.

Jennifer presented the budgets for: Program; Equipment; Result-Based Accountability(RBA); and, Communications, Education and Development. She noted that the Programbudget amount of $460,000 is identical to last year. She clarified that in the Equipmentbudget area, there is a need to update computer operating systems which is included in thebudget of $10,000 along with some resources which have budgeted for miscellaneousfurniture and office equipment. She highlighted that the proposed budget for RBA is virtuallythe same as last year, but includes the use of $10,000 from FY 2012-13 carryover funds to beused for system enhancements to GEMS reporting, for a total RBA budget of $340,000. Shereviewed the Communications, Education and Development budget explaining that thisreflects the consolidation of allocations for Community Outreach & Education, ResourceDevelopment, and First 5’s Obesity Prevention efforts. She stated that the budget alsoproposes the use of $15,000 from FY 2012-13 carryover funds for website redesign andparent capacity building.

She concluded her review and stated that the Commission is required to present the proposedbudget for review and input to the County Board of Supervisors and the CommunityCommission of Ventura County and would be brought back to the Commission for finalapproval.

A motion was made by Commissioner Mantooth, seconded by Commissioner Roy, toapprove the budgets for Fiscal Year 2013-14. The motion passed unanimously.

(2.) Recommendation to maintain targeted administrative cap at 5.5% of total operating budgetfor FY 2013-14

Jennifer Johnson explained that County Commissions are required to adopt a policyestablishing a limit on the percentage of the Commission’s operating budget that may bespent on administrative functions. She stated that our Commission has always had a targetedcap on administrative expenditures which is set on an annual basis. She stated that therecommendation for FY 2012-13 is to maintain the targeted administrative cap at 5.5% of thetotal operating budget which is inclusive of the Operating Fund and the CommunityInvestment Loan Fund.



Page 4 of 6

A motion was made by Commissioner Levin, seconded by Commissioner Mantooth, tomaintain the targeted administrative cap at 5.5% of the total operating budget for FiscalYear 2013-14. The motion passed unanimously.

(3.) Recommendation to approve updated financial plan for FY 2011-16, in compliance withHealth and Safety Code Section 130151

Jennifer Johnson updated the Commission on the revised figures based on the FY 2012-13forecast. She stated that the plan continues to use an estimated 4% rate of decline per year forProp 10 distributions and revises the FY 2013-14 revenues and expenditures based on theproposed budget. She noted the consolidation of several of the initiative areas. She indicatedthe plan maintains a Community Investment Loan Fund at $1,300,000 for revolving loans.She ended her overview stating that the plan also includes reserves of up to $10,000 forproposed “infrastructure” types of investments.

A motion was made by Commission Gollub, seconded by Commissioner Roy, to approvethe updated financial plan for FY 2011-16, in compliance with Health and Safety CodeSection 130151. The motion passed unanimously.

(4.) Recommendation to update titles on the Commission’s salary classifications

Jennifer Johnson stated that the position titles on the Commission’s salary schedule have beenupdated to reflect changes in positions resulting from the reorganization and some staffpromotions but that there were no changes to the salary schedules.

A motion was made by Commissioner Gollub, second by Commissioner Roy, to approvethe title updates on the salary schedules. The motion passed unanimously.

(5.) Recommendation to adopt Infrastructure Budget Policy

Jennifer Johnson reported that during the FY 2012-13 budget discussions, the Administrationand Finance Committee recommended the budgeting of resources for “infrastructure” types ofinvestments in order to have a reserve for current and/or future purchases. She stated that inthe proposed policy, a maximum of $10,000 in savings would be designated from the FY2012-13 Administrative budget, and for each subsequent year $10,000 would be themaximum amount retained in the fund, unless a specific need arises. She added that if aspecific need is identified, a budget will be developed and submitted to the Commission forapproval. After the expenditure is realized, the fund would be restored to $10,000 asAdministrative savings become available or from another source designated by theCommission. She stated that the Commission’s existing Equipment Replacement Fund wouldcontinue to be used for equipment replacement needs and to purchase fixed assets such ascomputers, furniture, fixtures, etc.

A motion was made by Commissioner Roy, seconded by Commissioner Gollub, toapprove the recommendation to adopt an infrastructure budget policy. The motionpassed unanimously.



Page 5 of 6

9. Recommendation to Grant Authority to the Executive Director to Enter into a Contract withMosaic, Inc. for Continued Maintenance, Support and Enhancement to the GEMS Softwaresystem

Petra Puls stated that Mosaic, Inc. was selected and awarded a contract in February 2004 toprovide GEMS systems software for data collection and reporting. She reported that the contractwith Mosaic is renewed on an annual basis and, as part of the FY 2013-14 budget, $150,000 hasbeen proposed for the continued maintenance, support and enhancement of the GEMS system.

A motion was made by Commissioner Roy, seconded by Commissioner Mantooth, to grantauthority to the Executive Director to enter into a contract with Mosaic, Inc. for FY 2013-14for an amount not to exceed $150,000, as proposed in the FY 2013-14 Results BasedAccountability budget, for continued maintenance, support and enhancement to the First 5Ventura County GEMS software system. The motion passed unanimously.

10. Recommendation to Amend Conflict of Interest Code for the Children and Families FirstCommission of Ventura County for Designated Positions and Disclosure Categories

Claudia Harrison stated that this recommendation amends the designated positions to match thesalary classifications and to align reporting requirements.

A motion was made by Commissioner Gollub, seconded by Commissioner Roy, to approvethe amendment to the Conflict of Interest Code for Designated Positions and DisclosureCategories. The motion passed unanimously.

11. Report from Executive Director

Claudia Harrison referred to her written report. She provided an update on contract renewal forFY 2013-14. She noted the Commission received a certification of the expanded audit from theState Controller’s office, indicating the annual audit for FY 2011-12 conformed to the reportingstandards. She provided an update on Commission Initiatives and highlighted severalNeighborhoods for Learning. Claudia mentioned that First 5 Ventura County and InterfaceChildren & Family Services are co-hosting a Community Convening, “Shared Lens Revisited,”that will feature keynote speakers and will showcase progress Ventura County has made over thepast year. She reported that the Triple P – Positive Parenting Program has exceeded participanttargets by 50% and is on track to double projected service levels. She highlighted obesityprevention efforts with the Kaiser Heal Zone grant, lactation education training and theCommunity Transformation Grant. She concluded her overview of Commission Initiatives with areport on the Preschool Expansion RfA, with eight applications received.

She continued her report on County, Regional and National Updates. She informed theCommission that the Governor’s May Revise did not restore child care slots lost in recent years.She reviewed the ACR 45 measure that urges the State Legislature and the Governor to restorebudget funding to early care and education programs and to support efforts to fund and implementthe Quality Rating and Improvement System and other programs that support early care and



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education. She provided follow-up information on state cigarette tax rates that show Californiahaving lower tax rates. She also provided information on how the proposed Federal Tobacco Taxincrease is expected to reduce US smoking rates. She concluded her report with an update ofupcoming events and provider anecdotes.

12 Commissioner Comments

There were no comments from the Commissioners.

13 Next Meeting:

The next meeting will be held on Thursday, June 20, 2012, at the Ventura City Council Chambers,Ventura City Hall, on 501 Poli St., in Ventura.

The meeting was adjourned at 2:03 p.m.

Providing early learning experiences,Providing early learning experiences,

access to health and mental health services,

and family support and education

for children from birth to 5 years

Early Learning Activities in FY 12 -13

• Play and Learn – 648 children and parents

• Transition to Kindergarten– 96 children

• Preschool Behavior Project – 47 Children

Play and Learn

• Parents and children learning together

• Parent is the first teacher

• Reinforce parent-child attachment

• Power of play• Power of play

• Parent education

• Read with Me Backpacks

• Opportunity for social support

• Parent becomes comfortable with school

Family Support and Education andAccess to Health Services

• Family Support and Service Coordination – 194parents

StoryFest October 2012

Community Connections


Expenditure Report

April 2013

Roll-up Report

Account Title FY12-13 Budget

April 2013

Expenditures YTD Actual Amount Available % Budget Expended

Administration 600,000 48,976 440,634 159,366 73.44%

Equipment 5,000 0 0 5,000 0.00%

Community Outreach & Education 190,000 14,308 109,325 80,675 57.54%

Results Based Accountability 330,000 23,005 223,803 106,197 67.82%

Program Management 460,000 36,396 328,796 131,204 71.48%

Resource Development 90,000 6,616 54,821 35,179 60.91%

Countywide Specialized Strategies 2,128,681 230,021 1,150,748 977,933 54.06%

Preschool for All 1,580,000 429,508 756,424 823,576 47.87%

C.A.R.E.S. Project 400,000 42,529 124,573 275,427 31.14%

Neighborhoods for Learning 6,548,383 462,098 4,127,834 2,420,549 63.04%

Community Investment Loan Fund 28,320 3,381 19,440 8,880 68.64%

12,360,384 1,296,839 7,336,396 5,023,988 59.35%

Notes will be provided at the end of each program initiative page for the months of November, February, and May, which is when quarterly invoicing activity is largely reflected.


Expenditure Report

April 2013

100 - Administration


April 2013


Salaries 325,100 23,133 251,256 73,844 77.29%

Overtime 2,900 0 130 2,770 4.47%

Supplemental Payments 4,500 346 3,548 952 78.85%

Retirement Contribution 12,600 905 9,707 2,893 77.04%

FICA 19,600 1,426 13,879 5,721 70.81%

Medicare 4,900 333 3,613 1,287 73.73%

Health Insurance 78,800 11,644 62,657 16,143 79.51%

State Unemployment/ETT 2,600 0 1,062 1,538 40.84%

Workers Comp Insurance 2,500 166 1,797 703 71.89%

Accounting & Audit Services 24,200 1,573 13,752 10,448 56.83%

Attorney Services 8,700 185 3,300 5,400 37.93%

Other Professional & Special Services 35,000 5,070 24,511 10,489 70.03%

Public & Legal Notices 1,700 0 669 1,032 39.32%

Building Leases & Rentals 34,100 2,746 30,495 3,605 89.43%

Telephone 2,100 150 1,014 1,086 48.26%

Liability Insurance 11,200 897 8,972 2,228 80.11%

Memberships & Dues 6,500 0 6,079 421 93.52%

Office Supplies 4,800 112 786 4,014 16.37%

Postage 1,400 23 180 1,220 12.89%

Printing & Binding 800 0 0 800 0.00%

Books & Publications 400 0 0 400 0.00%

Copy Charges 1,500 0 590 910 39.30%

Minor Equipment 600 0 299 301 49.77%

Meeting Costs 4,800 61 61 4,739 1.27%

Private Vehicle Mileage 2,200 0 696 1,504 31.61%

Conference & Seminars 6,500 205 1,583 4,917 24.35%

Total 100 - Administration 600,000 48,976 440,634 159,366 73.44%


Expenditure Report

April 2013

105 - Equipment


April 2013


Minor Equipment 5,000 0 0 5,000 0.00%

Total 105 - Equipment 5,000 0 0 5,000 0.00%


Expenditure Report

April 2013

110 - Community Outreach & Education


April 2013


Staffing 114,000 8,238 80,535 33,465 70.64%

Operating Expenses 16,000 720 8,835 7,165 55.22%

Information Campaign 32,000 0 4,608 27,393 14.40%

Good for Kids 6,500 4,500 6,500 0 100.00%

Outreach & Education Materials 5,500 0 0 5,500 0.00%

Collateral 5,000 0 1,463 3,537 29.26%

Community Events/Sponsorships 5,000 100 4,885 115 97.70%

Web Site 6,000 750 2,500 3,500 41.67%

Total 110 - Community Outreach & Education 190,000 14,308 109,325 80,675 57.54%


Expenditure Report

April 2013

120 - Results Based Accountability


April 2013


Staffing 85,000 7,039 64,003 20,997 75.30%

Operating Expenses 30,000 341 10,945 19,055 36.48%

GEMS Systems Contract 135,000 7,625 107,000 28,000 79.26%

Evaluation Contract 34,450 8,000 30,450 4,000 88.39%

Capacity Building Activities 25,000 0 11,405 13,595 45.62%

Allocated to Initiative, not yet contracted (GEMS $5,000 and

Evaluation Services $15,550)

20,550 0 0 20,550 0.00%

Total 120 - Results Based Accountability 330,000 23,005 223,803 106,197 67.82%


Expenditure Report

April 2013

130 - Program Management


April 2013


Salaries 229,700 17,595 179,703 49,997 78.23%

Overtime 400 0 0 400 0.00%

Retirement Contribution 7,000 528 5,391 1,609 77.02%

FICA 14,400 1,070 10,956 3,444 76.08%

Medicare 3,400 250 2,568 832 75.54%

Health Insurance 74,300 9,947 57,709 16,591 77.67%

State Unemployment/ETT 2,100 0 1,005 1,096 47.83%

Workers Comp Insurance 1,800 126 1,292 508 71.80%

Accounting & Audit Services 23,100 1,512 12,237 10,863 52.97%

Attorney Services 8,300 177 3,171 5,129 38.20%

Other Professional & Special Services 17,800 217 2,621 15,179 14.72%

Public & Legal Notices 1,700 56 112 1,588 6.57%

Building Leases & Rentals 32,800 2,638 29,299 3,501 89.33%

Telephone 2,000 144 974 1,026 48.69%

Liability Insurance 10,800 862 8,620 2,180 79.81%

Memberships & Dues 6,200 0 5,747 453 92.70%

Office Supplies 4,600 108 636 3,964 13.82%

Postage 1,000 0 0 1,000 0.00%

Printing & Binding 800 0 0 800 0.00%

Books & Publications 300 0 0 300 0.00%

Copy Charges 1,300 0 566 734 43.58%

Minor Equipment 600 0 287 313 47.82%

Meeting Costs 3,800 0 123 3,677 3.24%

Private Vehicle Mileage 3,300 143 1,859 1,441 56.33%

Conference & Seminars 8,500 1,024 3,919 4,581 46.11%

Total 130 - Program Management 460,000 36,396 328,796 131,204 71.48%


Expenditure Report

April 2013

290 - Resource Development


April 2013


Staffing 55,500 5,294 44,423 11,077 80.04%

Operating Expenses 14,500 1,321 8,047 6,453 55.50%

NfL Sustainability Mini Grants 8,500 0 750 7,750 8.82%

Friends of First 5 6,500 0 0 6,500 0.00%

Partnership Development 5,000 0 1,601 3,399 32.02%

Total 290 - Resource Development 90,000 6,616 54,821 35,179 60.91%


Expenditure Report

April 2013

165 - Countywide Specialized Strategies

Contractor/Program Name

Payment

Method FY12-13 Budget

April 2013


VCPH- Regional Health Professionals Q 757,500 0 323,544 433,956 42.71% Dec

VC Behavioral Health- Triple P/Parent Support Q 497,500 94,538 200,516 296,984 40.30% Dec

Clinicas - Oral Health M 126,000 10,307 69,146 56,854 54.88% Mar

SB/VC Mobile Dental Disease Clinic Q 144,000 44,206 113,857 30,143 79.07% Mar

SB/VC - Fluoride Varnish - Dental Providers Q 65,000 20,632 49,978 15,022 76.89% Mar

VCPH- Fluoride Varnish - Medical Providers Q 65,000 14,959 37,836 27,164 58.21% Mar

VCPH - Prenatal Support and Care Q 50,000 0 26,642 23,358 53.28% Dec

Landon Pediatric-Developmental Screen./Surv. in Medical

Setting

Q 100,000 24,318 82,754 17,246 82.75% Mar

Landon Pediatric-Reach Out and Read Q 25,000 6,480 22,892 2,108 91.57% Mar

Mixteco - Puentes Program Q 80,000 0 34,906 45,094 43.63% Dec

Interface-2-1-1 Ventura County M 100,000 8,333 75,000 25,000 75.00% Mar

Community Action of Ventura County - Benefits Calculator D 10,000 0 4,712 5,288 47.12% Jan

VC HSA - Child Welfare Systems Change D 55,000 0 25,000 30,000 45.45% Dec

VCCF - Ventura County Together One-Time 12,500 0 12,500 0 100.00% Completed

F5VC - Obesity Prevention I 133,724 6,250 70,464 63,260 52.69% Apr

F5VC - Resource Materials/Supplies for Homeless Families

(7/1/12-6/30/13)

I 18,000 0 1,000 17,000 5.56%

Total 165 - Countywide Specialized Strategies 2,239,224 230,021 1,150,748 1,088,476 51.39%

Payment Method: Q=Quarterly, M=Monthly invoicing, ADV=Monthly Advance, F=Fixed Asset, D= Deliverables, I=Internal Program

Services

Billed

Through


Expenditure Report

April 2013

Countywide Preschool Efforts:

190 - Preschool for All


Payment


April 2013


VCOE - Quality Rating and Improvement System (QRIS) Q 1,580,000 425,957 725,432 854,568 45.91% Mar

F5VC - QRIS I 138,350 3,551 30,992 107,358 22.40% Apr

VUSD - Portola Preschool Expansion (1/1/13-6/30/13) Q 50,347 0 0 50,347 0.00%

CDI - South Oxnard Preschool Expansion (1/1/13-6/30/13) Q 59,586 0 0 59,586 0.00%

Total 190 - Preschool for All 1,828,283 429,508 756,424 1,071,859 41.37%

200 - C.A.R.E.S. Project


Payment


April 2013


VCOE - C.A.R.E.S. Plus Q 400,000 41,074 112,548 287,452 28.14% Mar *

F5VC - C.A.R.E.S. Plus Coordination I 15,000 1,455 12,024 2,976 80.16% Apr

Total 200 - C.A.R.E.S. Project 415,000 42,529 124,573 290,427 30.02%

Total 190/200 - Countywide Preschool Efforts 2,243,283 472,037 880,997 1,362,286 39.27%


*NOTE: Stipends, which represent the majority of costs, are paid at year-end.

Services

Billed

Through

Services

Billed

Through


Expenditure Report

April 2013

250 - Neighborhoods for Learning


Payment


April 2013


Conejo Valley NfL Q 604,243 0 260,639 343,604 43.13% Dec

Hueneme/South Oxnard NfL ADV 745,985 0 490,901 255,084 65.81% Apr

Moorpark/Simi Valley NfL ADV 1,059,051 0 879,895 179,156 83.08% Apr

Oak Park NfL Q 65,096 0 34,666 30,430 53.25% Dec

Ocean View NfL M 311,440 29,420 216,199 95,241 69.42% Mar

Ojai Valley NfL ADV 200,365 0 120,066 80,299 59.92% Apr

Oxnard NfL M 1,467,855 180,693 866,623 601,232 59.04% Mar

Pleasant Valley NfL M 431,220 51,158 305,123 126,097 70.76% Mar

Rio NfL Q 438,990 0 45,572 393,418 10.38% Sept

Santa Clara Valley NfL ADV 558,628 (101) * 323,850 234,778 57.97% Jan

Ventura NfL Q 810,174 200,928 584,300 225,874 72.12% Mar

Total 250 - Neighborhoods for Learning 6,693,047 462,098 4,127,834 2,565,213 61.67%

* Reflects a prior year credit


Services

Billed

Through


Expenditure Report

April 2013

280 - Community Investment Loan Fund


Payment


April 2013


EDC-VC - Community Investment Loan Fund (Loan

Implementation)

M 28,320 3,381 19,440 8,880 68.64% Mar

EDC-VC - Loan Disbursements (Accounts Receivable) 1,125,000 0 0 1,125,000 0.00% *

Total 280 - Community Investment Loan Fund 1,153,320 3,381 19,440 1,133,880 1.69%

One loan in Fillmore has been issued for $175,000; loan repayments are on track. Total loan fund is $1.3 million, leaving a remaining balance of $1,125,000 available for loans in FY12/13.


Services

Billed

Through

Memo


From: Petra Puls, Program Manager (on behalf of the Early Learning Best Practices

Committee)

Date: June 20, 2013

Re: Recommendation for funding of applications selected for Preschool Expansion

Background

In April 2013, the Commission released a Request for Application (RFA) for PreschoolExpansion (Round 2) to identify implementation partner(s) for operating new, licensed center-based preschool spaces. As with Round 1, the Commission envisioned building on existingcapacity with this new preschool funding, such as funding additional sessions within existingclassrooms. The RFA described a set of criteria for the new preschool spaces related to serving4-year old children, meeting minimum operating requirements, collaborating with NfLs, and amaximum reimbursement of $21.22 per space per day.

The RFA stated that priority in selecting new spaces would be given to: Programs located in low performing school areas (API 1-5) Programs located in an area of low supply of preschool/child care (LPC 2010 Priorities

Report) Long-term operating and sustainability plans

An informational applicant’s conference was held on April 29, 2013 with 7 organizations inattendance. Eleven mandatory Letters of Intent were subsequently received, although one ofthe letters was submitted late and could not be accepted. Eight applications were received bythe May 22, 2013 due date, requesting a total of $694,000 for 184 new preschool spaces.

In line with the Commission’s policy for reviewing proposals, the eight applications were readand scored by five independent readers without a conflict of interest, utilizing a scoring matrixthat aligned with the application questions and evaluation criteria set forth in the RFA. Two ofthe eight applications met the minimum score of 80 points required to be considered for fundingby a review committee.

On June 11, 2013, a review committee comprised of members of the Early Learning BestPractices committee and community members with expertise in early childhood met to discussthe applications and to develop funding recommendations. The review committee consisted of 6individuals without a conflict of interest. In addition to the LPC/API priority criteria set forth in theRFA, the committee members considered the following factors in their decision making:

- Feasibility of implementation model- Sustainability plans

- Proposed staff qualifications and other indicators of program quality- Geographic location and availability of other publicly funded programs

The eligible requests totaled $184,614 per year for 49 new preschool spaces. The availableallocation is $97,165 per year, for three years.

Review committee members acknowledged the difficulty of recommending only one of two veryviable proposals for funding. They also recognized the need for organizational capacity buildingas demonstrated by the large number of proposals that didn't meet the minimum score of 80points. Staff will offer to provide detailed feedback to those applicants not eligible or notrecommended for funding.

Recommendation:

The recommended action would select Continuing Development Inc. (CDI) for funding toprovide 25 new preschool spaces for FY 2013-14 through FY 2015-16 at the JuanamariaElementary School campus in Ventura. The recommended action would also grant authority tothe Executive Director to enter into annual agreements with CDI for July 1, 2013 – June 30,2016 in the amount of $95,490 per year. Contracts would be renewed on an annual basissubject to performance.

FY 2010 – 2015 Strategic Plan Review

June 20, 2013

OUR VISION

VISION

First 5 Ventura County envisions a future where all

Ventura County children thrive in healthy supported

environments with loving and nurturing caregivers in

the home and throughout the community. This

future embraces the value of active partnerships

between families, service providers, civic leaders,

local business and the community at-large, honors

and respects the diversity of our community and

prioritizes the need to ensure optimal health and

development for young children and their families.

OUR MISSION

Therefore, our mission is to promote school readiness, enhance the potential for young children to engage in life-long learning and support the continuous improvement of environments critical to the health and well-being of children, from prenatal to five years of age and their families in Ventura County by creating and maintaining a community-wide effort that provides access to comprehensive, culturally competent, integrated and high quality prenatal and early childhood development services.

MISSION

OUR GUIDING

PRINCIPLES

GUIDING PRINCIPLES

1. Fund strategies that advance our key desired outcomes.

2. Fund best evidence-based practices but also give consideration to a

limited number of new practices that have promise.

3. Promote inclusion that accommodates the social, cultural, ethnic, and

linguistic diversity of communities and, whenever possible, fund

programs and activities that have been shaped by parents and

community input.

4. Evaluate programs to determine if a justifiable cost-benefit ratio exists.

5. Promote service integration by reducing fragmentation of existing

services and supporting shared resources and shared decision-making

among partners.

6. Support some programs with access to the clients we serve and, where

appropriate, through active referrals, linkages and enrollment, rather

than with dollars.

GUIDING PRINCIPLES

7. Utilize the existing network of neighborhood assets and organizational capacity

and work through partnerships to leverage the use of First 5 Ventura County

resources whenever possible.

8. Leverage First 5 Ventura County funds whenever possible with federal and state

dollars.

9. Fund services only when there is an inability of current services or other

resources to meet the demonstrated need.

10. Invest in services with a sufficient intensity to produce desired results.

11. Minimize administrative costs.

12. Prioritize the funding of services that directly benefit children.

13. Plan for sustainability.

14. Invest in early learning services that benefit children prior to kindergarten entry.

15. Engage parents/primary caregivers in all services, recognizing that a child’s

relationship with the primary caregiver is of prime importance.

OUR

OUTCOMES

Outcomes

1. Parents are engaging children in early learning and are reading

to their children often and from an early age

2. Parents are linked with the services they need and other

resources they are eligible for (e.g. food stamps, subsidized

housing)

3. Children participate in quality preschool

4. Children with special needs (inclusive of social/emotional)

receive intervention as early as possible in inclusive,

“mainstreamed” settings, e.g. family literacy programs,

preschools

5. Children have a medical home where they regularly receive

preventive care, inclusive of well child check-ups,

developmental screenings and parent education

Outcomes

6. Children receive oral health preventive care and treatment

services

7. Children have good nutrition and physical activity practices

necessary to prevent and combat childhood obesity

8. Parents have the tools, resources and supports for healthy

attachments and positive interactions with their children, e.g.

knowledge of early childhood development, their role in

promoting healthy development, access to community supports

9. Increase in number of community organizations/agencies who

dedicate resources (staff, financial) to supporting early childhood

services

EVALUATING

OUR

PROGRESS

• Data-based decision-making (Commission and program levels)

• Continuous quality improvement

Results based accountability

and quality assurance activities

• Identifies key questions about participants, services and outcomes

• Sets benchmarks for program success

• Describes the data that will be used

Evaluation frameworks

for 9 key areas

• 0-3 programming

• Guidelines for nutrition and physical activity

Development of program

standards for key

investment areas

ARE WE

DOING

WHAT WE

SAID WE’D

DO?

INITIATIVES

INITIATIVES

Neighborhoods for Learning (NfLs)

11 geographically defined, place-based centers throughout Ventura County offering easily accessible programs that promote early learning, physical and emotional development in children 0-5 and supportive, nurturing parenting.

18 24 Family Resource Centers located at Neighborhoods for Learning offer community-based child development and family support services.

Countywide Strategies

Mental health professionals and public health educators assigned to the 11 geographical NfL communities

Countywide efforts for expansion of quality preschool

Specialized program strategies

Commission Level - Community Outreach and Education • Community outreach and education strategies to:

–Link people to services –Develop communication messages –Assure public awareness

• New resource development strategy to maximize resources

INITIATIVES

ALLOCATION OF RESOURCES

Program Initiative

Dollar Allocation

(based on budget

FY 2013-14)

Leveraged Dollars First 5 Base

Investment

NfLs $6,780,305 $6,780,305

Preschool

(countywide efforts) $2,843,789 $1,583,871 $1,259,918

Specialized Program

Strategies

(countywide) $1,922,500 $ 42,500 $1,880,000

Community Outreach

and Education

(Commission level) $ 412,500 $ 412,500

TOTAL

PROGRAM $11,959,094 $1,626,371 $10,332,723

GOOD DECISIONS!

WHERE

WE

FOCUSED

HOW IT

POSITIONED US

LEVERAGED RESULTS

Quality

Preschool

First 5 CA Child

Signature

Programs

$2,486,250 (3 yrs) •1 of 16 Consortia in CA

•Access to resources and trainings

for improving quality (CSEFEL, ERS,

CLASS, etc.)

•43 QRIS sites, representing 2,100

children

Race to the Top

(RTT) Early

Learning

Challenge Grant

$1,784,600 (4 yrs)

CARES Plus $ 795,000 (5 yrs)

•107 AA/BA degrees earned

•Access to training and coaching

(CLASS, ERS, MTP)

WHERE WE

FOCUSED

HOW IT

POSITIONED US

LEVERAGED

RESULTS

WHERE WE FOCUSED

Obesity

Kaiser Heal Zone $ 42,500 (3 yrs) •Good for Kids Restaurant

Certifications in West Ventura

Center for Disease

Control (CDC)

Community

Transformation Grant

$ 25,000-30,000

(4 yrs)

•Community Needs Assessment,

Policy and Environmental Scan

Reflected Needs of 0-5 Population

(Breastfeeding, Obesity Prevention)

Kaiser Community

Benefits $ 40,000 (2 yrs)

•Development of Hospital Leadership

Consortium for Breastfeeding

Friendly Practices

Scripps Foundation –

Ventura County Star $ 5,000

•Born Learning Trails in Community

Parks to Facilitate Physical/Outdoor

Activity

GOOD DECISIONS!

GOOD DECISIONS!

WHERE

WE

FOCUSED

HOW IT

POSITIONED

US

LEVERAGED RESULTS

Family

Support

Triple P $ 60,000 •Community-based

Mental Health

Prevention

•Common Framework

across many agencies

•Lever for System

Change and Capacity

Building for 0-5

5 Protective

Factors $ 5,500

WHERE WE

FOCUSED

HOW IT

POSITIONED

US

LEVERAGED

RESULTS

WHERE WE FOCUSED

Health

Oral Health

Collaborative

•United Way Built on Funding

Model to Serve Older

Siblings and Adults

•Lever for System Change

and Capacity Building for

0-5

Insurance

Enrollment –

Health Care

Reform

Developmental

Screening

Help Me Grow

Developmental

Screening

Collaborative

Technical

Assistance Grant

to HMG

Collaborative

(WestEd)

•Championed by F5 funded

partners

•Capacity Building for 0-5

•Quality Standards and Best

Practices across partners

GOOD DECISIONS!


Memo


From: Petra Puls, Program Manager

Date: June 20, 2013

Re: Recommendation to receive up to $445,170 in First 5 California CARES Plus Funds

Background

In March 2013, the Commission approved submitting an application to First 5 California in response tothe release of a Request for Application (RfA) for Comprehensive Approach to Raising EducationalStandards (CARES) Plus matching funds, Round 2. CARES Plus is a statewide professionaldevelopment program for early educators designed to improve the quality of early learning programs byfocusing on increasing the quality, effectiveness, and retention of early educators. Its main objective is toimprove both the quality of early learning programs and, ultimately, improve young children’s learningand development outcomes.

The Ventura County Office of Education (VCOE) has been the Commission’s implementation partner forthe CARES Plus program since 2008. VCOE blends CARES Plus and AB212 funds to create oneseamless program that provides training, support, and financial incentives to early childhood educatorsfor continuing their education.

CARES Plus continues to provide incentives for increasing teacher education, in addition to maintainingrecently added components, such as training on the CLASS Observation Tool and on the dangers ofsecond-hand smoke. CARES Plus also offers an intensive CLASS coaching component and a PeerMentor track for teachers who already earned Bachelor Degrees.

In December 2012, the First 5 Ventura County Commission approved an annual allocation of $265,000for CARES Plus for FY 2013-14 through FY 2015-16 in anticipation of the State matching fund leveragingopportunity. While developing the application in response to the State’s RfA, staff identified $152,282 inRace to the Top Early Learning Challenge (RTT ELC) funds to enhance and expand existing workforceefforts, such as CARES Advisor positions and community college capacity building. As a result, First 5Ventura County is eligible for up to $445,170 in matching funds over the course of the next three years,instead of the $270,000 as previously anticipated.

Recommendation

The recommended action would grant authority to the Executive Director to enter into a contract withFirst 5 California to receive up to $445,170 in funds over a three year period, from July 1, 2013 throughJune 30, 2016, to support First 5 Ventura County efforts to increase the quality, effectiveness, andretention of early educators.

1

Memo


From: Deanna Handel

Date: June 20, 2013

Re: Recommendation to Revise Annual Allocation for Ventura County Public

Health (VCPH) for FY 2013-14

Background

In December, 2012, the Commission approved program funding allocations for FY 2013-14 and

a proposed spending plan for the remainder of the current Strategic Plan, through FY 2015-16.

The approved allocation for the Ventura County Public Health (VCPH) Regional Health

Educators strategy includes developmental screening in a community setting, health insurance

outreach, parent supports navigating services for children with special needs, kit for new

parents, and obesity prevention.

Discussion

Discussions with VCPH during FY 2013-14 contract development revealed substantial

challenges maintaining a stable staffing structure with the significant annual budget reductions

contemplated in FYs 2014-15 and 2015-16. VCPH also identified opportunities to leverage

additional funds to offset staff costs FY 2013-14.

Reducing and carrying forward savings from the annual allocation for FY 2013-14 would

minimize impacts to staffing and allow for the development and implementation of a stable,

three-year strategy to achieve program objectives as shown in the table below:

FY 2013-14 FY 2014-15 FY 2015-16 Total

Current

Spending Plan

$690,000 $590,000 $500,000 $1,780,000

Proposed

Spending Plan

$575,000 $575,000 $630,000 $1,780,000

2

Recommendation

The recommended action would decrease the amount allocated for Regional Health Educators

in Fiscal Year 2013-14 and redistribute funding dollars in Fiscal Years 2014-16, in order to

support a stable staffing structure for program implementation.

The recommended action would also grant authority to the Executive Director to enter into a

contract with Ventura County Public Health for FY 2013-14 in the amount of $575,000.

Memo


From: Claudia Harrison, Executive Director

Date: June 20, 2013

Re: Recommendation to authorize extension of one-time use of unspent funds for Self-Sufficiency Benefits Calculator Project

Background

The Ventura County Self-Sufficiency Benefits Calculator is a web based software tool for connectingfamilies with benefits for which they are eligible (e.g., CalFresh, Medi-Cal, housing assistance). First5 Ventura County, in partnership with the United Way and Community Action of Ventura County,introduced the calculator to agencies across the county in 2010.

Ongoing project support has been realized through a collaborative funding process and administrativeresources from all 3 partner agencies, with initial funding through ARRA stimulus funds received byCommunity Action of Ventura County. Funds have supported the licensing agreement for this web-based tool as well as resources for a part-time project coordinator.

As utilization by community-based organizations has been low, an RFQ was released in March 2013for consultant services to provide an analysis of the current project, with recommendations forimprovements, and development of an outreach and training plan for broad implementation and use ofthe Self-Sufficiency calculator. While initially anticipated to be completed by the end of the currentfiscal year, the RFQ is still in process and will extend into FY 2013-14.

Licensing fees have been renewed through January 2014. Use of remaining unspent funds of $5,288,along with resources from United Way and Community Action, will allow completion of the projectanalysis and the development of an outreach and training plan to increase utilization of this valuabletool.

Recommendation

The recommended action would authorize an extension of the three party agreement with the UnitedWay of Ventura County and Community Action of Ventura County through June 30, 2014, to utilizeremaining unspent funds, up to $5,288.00.

Page 1 of 6

Report from Executive DirectorJune 20, 2013

I. Update on Administrative Operations FY 2013-14 Contract Renewal Update

o 26 contracts have been issued. 11 contracts have been fully executed; 15 contracts are awaiting signatures; 1

contract is in the process of being finalized.

II. Update on Commission Initiatives Highlights of Program Changes for FY 2013-14

o As part of the contract renewal process for developmental screening and oral health,increased emphasis was placed on further integrating direct services and increasingcapacity building efforts across funded partners. Ventura County Public Health and Landon Pediatric Foundation will work together

on developing a plan for tailoring the type of strategies and supports fordevelopmental screenings provided to clinics, NfLs, preschool sites, and otherservice providers, based on existing community capacity and needs.

Oral health treatment providers will continue to collaborate on providingcountywide access to services, while reaching out to new populations, such asMixteco families and the NfLs' Early Learning PACT (Parent and Child Together)participants.

o Ventura County Behavioral Health and its implementation partners, City Impact andInterface, will begin to draw down MediCal matching funds for Triple P services,leveraging the county’s PEI and First 5 Ventura County investments.

Neighborhoods for Learningo Ventura NfL – Implementation of Nutrition and Physical Activity Standards

NfL has initiated multiple efforts to ensure full implementation of the Nutritionand Physical Activity Standards approved by the Commission earlier this year.

NfL staff review the standards together at staff meetings. In March, teachers began to generate ideas for incorporating physical

activity during the one hour Play and Learn classes; nutrition educationclasses for parents were scheduled in April at three sites.

At the NfL’s Annual Women's Breakfast in February, one of two mainpresenters was a bilingual pediatrician with a lactation specialistcredential who spoke to the importance of breastfeeding for both the childand the mother.

o Message was well-received by the audience which was 99%Spanish-speaking women.

Page 2 of 6

Countywide Strategies

o Strengthening Families/5 Protective Factors (5PF) Convening Second annual “Shared Lens” community convening held in May, showcasing

local efforts across the county since the 5PF were first introduced in June 2012. Ventura County Superior Court Judge Kent Kelligrew highlighted the

importance of preventive efforts and of reaching families before they areengaged in the court system.

Several specific efforts across systems were recognized.o Integration of the 5PF into the Child Welfare System Improvement

Plan, HSA staff training, and HSA agency contracts.o NfL director and line staff training in the 5PF, peer review, and

implementation of action plans.o Public health nurse utilization of the 5PF in home visits.o MICOP promotora use of the 5PF model to guide conversations with

families and services delivered. Strategic planning session held in the afternoon with county leaders to

develop collective strategies to continue to advance this work.

o Developmental Screening Collaborative and 2-1-1 Collaborative is currently evaluating Ventura County efforts against the national

Help Me Grow (HMG) model for developmental services. A key component of the HMG model is a single call line, often affiliated

with an existing entity such as 2-1-1. Group looked at current listings for developmental services under 2-1-1

and recognized the need to provide additional information to lead callersto appropriate services and supports.

Group will continue to meet with 2-1-1 to structure and update resourcesin the online directory.

2-1-1 has been a strong partner in this effort.

o Prenatal Support and Care Ongoing follow-up is held with prenatal providers to retrain existing staff and new

staff when there is turnover, advance use of the tool, and encourage completedata collection.

In the last quarter, a follow-up in-service was held with the ComprehensivePerinatal Health Workers (CPHWs) at the Community Memorial Hospital - Centersfor Family Health.

Following the in-service, regular interaction with the CPHWs has greatlyincreased and referrals from these clinics are up noticeably.

The Public Health Nurse and the hospital social worker are currentlydeveloping an in-service presentation for the hospital nurses to supportcontinuity of care to their clients.

Page 3 of 6

o Santa Barbara Ventura Counties Dental Care Foundation Through the first 3 quarters of FY 2012-13, the Dental Foundation has provided

screening for close to 800 children. Oral health education has been provided for over 1,900 parents. 2,370 children have received fluoride varnish applications.

Preschool Quality Rating and Improvement System (QRIS)

o QRIS Implementation Update F5VC and VCOE have worked to create one seamless, tiered quality improvement

initiative that incorporates Educare Best Practices and utilizes local First 5, First 5California Child Signature Program and CARES Plus, and federal Race to the Top -Early Learning Challenge grant funding streams.

In FY 2012-13, 43 early education sites were enrolled in QRIS,representing 75 classrooms and 2,100 children.

o Data collection and analysis is ongoing to determine areas ofstrength and opportunities for improvement.

o Programs have access to technical assistance and qualityimprovement stipends.

56 Environment Rating Scale (ERS) assessments have been completed.o County-wide overall average ERS score is 6.17, as compared to

5.47 in FY 2009-10, the first year of countywide Quality Initiativework. ERS measures the quality of early education environments

on a scale from 1 to 7, with 7 being the highest score; anaverage score of 5 is considered “good” quality.

48 Classroom Assessment Scoring System (CLASS) assessmentsconducted.

o Average global score for Pre-K programs was: 6.55 for Emotional Support 5.90 for Classroom Organization 4.43 for Instructional Support.

o Research conducted by the authors of the tool indicate that scoresof 5 or greater for domains 1 and 2, and a score of 3 or greater fordomain 3 are tied to better child outcomes.

Application process for FY 2013-14 completed, with 34 sites applying toparticipate in QRIS - - 6 Center-Based and 28 Family Child Care providers.

Results Based Accountability - GEMS

o GEMS users counties continue to pursue conversations to define and develop elementsfor a common system across multiple counties. Goal is to have a shared platform in place by July 1, 2014.

Page 4 of 6

III. County, Regional and National Updates

State Budget Updateo AB 110, the 2013-14 budget bill, was passed by the Assembly and Senate and is now

awaiting Governor Brown’s signature. AB 110 includes $30 million for state preschool, $15.8 million to backfill

sequestration reductions and $10 million in unspent child care funds to expandnon-CalWORKS child care.

State funding for preschool and childcare has suffered $1 billion indisproportionate cuts in the last five years.

The State Department of Education is also charged with developing a preschoolfor all plan.

RTT-ELC Additional Award (Race to the Top - Early Learning Challenge Grant)o California is eligible for an RTT-ELC supplemental grant award up to $22,427,065.

This additional funding will provide California with up to 75 percent of the amountrequested in the original RTT-ELC application from 2011.

o Counties are awaiting more information as to the local impact of this supplementalaward.

IV. Upcoming Events

Ventura County Together Monthly Meeting, July 1, 2013, 10:00 – 11:30 a.m., VCCF Non-Profit Center, 4001 Mission Oaks Blvd., Camarillo

Ventura County Children’s Oral Health Collaborative, September 4, 2013, 8:30 – 10:30a.m., VCCF Non-Profit center, 4001 Mission Oaks Blvd., Camarillo

First 5 Standing Committeeso Administration/Finance Committee, August 2, 2013, 9:30 – 11:30 a.m., First 5 Ventura

County offices

Page 5 of 6

PROVIDER ANECDOTES

Prenatal Support and Care – Case ManagementA 20 year old woman, pregnant with her first child, was referred to Public Health by her Obstetricianfor alcohol, marijuana, and cigarette use, as identified by the 4Ps Plus screening tool. At that time,she was in her first trimester (9 weeks) and stated she binge drank but stopped 2 weeks prior tofinding out she was pregnant. The PHN (Public Health Nurse) was able to meet with her within 3days of the referral. The young woman was encouraged to accept the services of the PHN by hermother and by the father of the baby. The PHN provided education regarding the effects ofsubstances on the fetus. For the next 2 months, the PHN attempted to meet with her but the clientwould either cancel and reschedule the visit or not be home when the PHN showed up for theappointment. She finally requested that the case be closed.

Two months later, the PHN received a call from the Obstetrician’s nurse who stated the client wasin the office receiving IV fluids after drinking a quart of vodka. The provider was requestingassistance from the PHN. While this program does not provide for immediate response, the PHNwas finishing a home visit with another client in a nearby neighborhood and was able to stop by theclinic. The PHN and the provider referred the mother to resources and she was also willing toresume case management with the PHN. Due to the high concern for relapse, her provider placedan alert on her chart for toxicology screening of the baby at birth.

The PHN was able to meet with the client for the remaining 3 months of her pregnancy, providingresources, education and support. Of particular help in educating these young parents-to-be wasthe First 5 handbook, Advice for New Parents. The PHN was able to keep both parents engagedusing this book, as well as the DVD from the New Parent Kit. When the baby was born, he testednegative for drugs. The parents were able to move into a more supportive environment and havecontinued to meet with the PHN. At the first postpartum visit, a Newborn Behavior Observation wasconducted and the parents were able to see how their baby is communicating with them. Recently,a feeding assessment was also completed and the communication and attachment in themother/baby dyad was exemplary. While this young family continues to face challenges, they alsohave developed strengths that will help them to be more resilient and be the best parents they canbe.

Santa Barbara Ventura Counties Dental Care Foundation – Blended FundingDuring a recent visit to Sheridan Way, staff met a family of four who were in great need of dentalservices. The father had suffered a spinal cord injury at work and had not been able to keep upwith the premiums for their dental insurance. The mother had been laid off from her job a fewmonths prior and had not been able to find any permanent work. They had two daughters whohadn’t been able to get their teeth cleaned for some time and they were worried the girls wouldaccumulate plaque or have other dental issues without the proper preventive care.

The dental assistant informed them of the available services and the eligibility requirements. Theywere very relieved to discover that they were eligible and they attended the oral health educationclass the following week. Since then, the entire family has been able to receive preventive services(with the United Way program supporting the adults) and they have continued to follow through withtheir recall appointments. The father has mentioned repeatedly how appreciative they are to havefound a program that will help them maintain their health during this rough time.

Page 6 of 6

VCPH Oral Health –Integrating ServicesOne of the participating CHDP (Child Health and Disability Prevention Program) physicians, whoserves over 250 CHDP clients per month, had been resistant to the oral health/fluoride varnishprogram for years. The Nurse Consultant arranged to have a meeting with the physician to addressthe clinic’s resistance to the program and to review the research-based information on the efficacyof fluoride varnish. Once the physician agreed to participate in the program, program staff sharedthe methods and techniques that other successful clinics have been using and adapted them tothis specific clinic.

The CHDP Nurse created a Q&A and FAQ form for clinic staff to review with clients who are hesitantabout fluoride applications or oral health education. Public Health staff was also able to create anoffice flow protocol, teaching tools, and effective techniques to assist the clinic’s providers inimplementing the fluoride application, oral health education and risk assessment. Program staffcontinues to support the clinic throughout the initial phases of program implementation andprovides any assistance they need to provide these services. As a result, one provider at this sitewas able to do 44 fluoride varnish applications in a 2 week period.

Through the ongoing supportive efforts such as this, the program has been able to add 7 moreCHDP providers to actively offer fluoride varnish to children during their (well child) exams.

Developmental Screening in a Medical Setting – Engaging PhysiciansLandon Pediatric Foundation (LPF) hosted a town hall meeting for pediatricians and familypractitioners at the beginning of this quarter to continue to advance knowledge and practice ofdevelopmental screening with local providers. In the process, LPF staff had the opportunity tointeract with a number of practicing pediatricians from across the community. In particular, theywere approached by a local pediatrician who has been in practice for a number of years. Afterlistening to all of the presentations, he came to the realization that he was not doing enough in hisown practice to implement standardized developmental screening and asked for the project’ssupport. He commented, “I’m embarrassed. I should know the answers to these questions.”

After several e-mail and phone communications, LPF staff met with this doctor in his office toreview the type of support the Developmental Screening Collaborative could provide and toevaluate what was currently being done with regard to screening at his practice. After a very fruitfulmeeting, it was discovered that he had in fact been screening the children in his office, but was notalways administering the tool at the AAP (American Academy of Pediatrics) recommended ages andwas using the Denver Developmental Screening Test II, which has sometimes been criticized for itslack of specificity in identifying children with developmental delays.

LPF staff decided that the best course for this office was to introduce the Ages and StagesQuestionnaire (ASQ-III) to improve this doctor’s ability to administer the tool to children at the AAPrecommended ages, as well as to hopefully identify as many children with developmental delays asearly as possible. He was open to this and within one month, the office began to implement theASQ-III. LPF will continue to work with this doctor to refine and troubleshoot a quality screeningprotocol.

Documents

COMMISSION MEETING June 20, 2013 1:00 p.m. – 3:00 p.m ...June 20, 2013 1:00 p.m. – 3:00 p.m. Ventura City Council Chambers Ventura City Hall 501 Poli St. Ventura OPENING 1. Welcome